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25 - November 23, 2021 County Council Agenda Package TABLE OF CONTENTS Orders –November 23, 2021………………………………………………….…….2 Elgin County Council Minutes –November 9, 2021……..……………………….. 3 Reports Index………………………………………………………………………...10 Report –Joint Multi-Year Accessibility Plan 2021-2026………………………….11 Report –Library, Museum and Archives Service Updates – September to 65 November2021…………………………………………………………..................... Report –Meals on Wheels Agreement –Elgin/WECHC………………………….. 70 Report –Compensation Review…………………………………………………….. 80 Report –Organizational Culture Initiative Update…………………………………118 Report – Approval for Official Plan Amendment No. 10, Municipality of Central 12 Elgin…………………………………………………………………………………….. Report – Draft Plan of Subdivision, Craigholme Estates Phase 6, Municipality 135 of Central Elgin…………………………………………….………………………….. Report –Bridge Weight By-Law Amendments…………………………………….. 147 Report –Currie Road Pedestrian Crossing –Village of Dutton…………………...150 Report –Port Stanley Community Policing Requests…………………………….. 154 Report –Request for Ambulance Donation………………………………………… 158 Report –Proposed Amendments toBy-Law No. 19-41…………………………...170 Correspondence –Items for Information Index…………………………………… 175 Second Stage Housing Newsletter…………………………………………………. 176 Closed Session Agenda…………………………………..………………………….. 180 By-Law No. 21-41 Bridge Weight By-Law…………………………………………..181 By-Law No. 21-42 No Parking By-Law Amendment………………………………. 183 By-Law No. 21-43 Procedural By-Law Amendment………………………………. 184 1 ORDERS OF THE DAY FOR TUESDAY, November 23, 2021, 9:00 A.M st 1Meeting Called to Order nd 2Adoption of Minutes –November 9, 2021 rd 3 Disclosure of Pecuniary Interest and the General Nature Thereof th 4 Presenting Petitions, Presentations and Delegations - none th 5Motion 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 – none. 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 11Motion 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 November 9, 2021 ELGINCOUNTYCOUNCIL MINUTES November 9, 2021 Elgin County Council met this 9th day of November 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) Deputy Warden Dave Mennill (Council Chambers) 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) Brian Masschaele, Director of Community & Cultural Services (electronic) Jim Bundschuh, Director of Financial Services (Council Chambers0 Nancy Pasato, Manager of Planning (Council Chambers) Stephen Gibson, County Solicitor (electronic) Jeff Brock, Director of Information Technology Services (electronic) Amy Thomson, Director of Human Resources (electronic) JeffLawrence,TreeCommissioner/WeedInspector(electronic) Mike Hoogstra, Purchasing Coordinator (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. 2. ADOPTION OF MINUTES Moved by: Deputy Warden Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT the minutes of the meeting held on October 26, 2021 be adopted. - Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Councillor Martyn declared a conflict of interest with respect to Closed Meeting Item #3 – Organizational Update. Councillor Martyn will leave the Council Chambers and abstain from discussion and voting on this item. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Candace Miller ೃ Enhancing Programs and Services for Older Adults in Elgin County Candace Miller, Fanshawe Corporate Training Services, presented the results and recommendations from the Elgin County Services for Older Adults Study. 3 Page 2 November 9, 2021 Moved by: Councillor Jones Seconded by: Councillor Purcell RESOLVED THAT the presentation from Candace Miller, Fanshawe Corporate Training Services, be received and filed. - Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor McPhail 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 (October) and COVID-19 Update – Warden Marks Warden Marksprovided a summary of the County’s response to the pandemic as well as a list of events and meetings he attended and organized on behalf of County Council. Moved by: Councillor Ketchabaw Seconded by: Councillor French RESOLVED THAT the November 3, 2021, report titled, Warden’s Activity Report (October) and COVID-19 Update submitted by the Warden, be received and filed for information. - Motion Carried. 6.2 Tree Commissioner/Weed Inspector Quarterly Report July – September 2021 – Tree Commissioner/Weed Inspector The Tree Commissioner/Weed Inspector provided a summary of weed inspection activity and activity related to the Elgin Woodlands Conservation By-Law for the period of July 1, 2021 to September 30, 2021. Moved by: Councillor Ketchabaw Seconded by: Deputy Warden Mennill RESOLVED THAT the report titled “Tree Commissioner/Weed Inspector Quarterly Report July – September 2021” from the Tree Commissioner/Weed Inspector, dated October 25, 2021 be received and filed for information. - Motion Carried. 6.3 Procurement Activity Report (July 1, 2021 to September 30, 2021) – Purchasing Coordinator The Purchasing Coordinator presented a report containing the details relevant to the exercise of delegated authority for all contracts awarded that exceeded $15,000 for the period from July 1, 2021 to September 30, 2021. Moved by: Councillor Jones Seconded by: Councillor Giguère RESOLVED THAT the October 29, 2021 report titled, Procurement Activity Report (July 1, 2021 to September 30, 2021), submitted by the Purchasing Coordinator, be received and filed for information. - MotionCarried. 4 Page 3 November 9, 2021 rd 6.4 2021 3 Quarter Performance – Director of Financial Services rd TheDirectorofFinancialServicespresentedthe 3QuarterPerformancereport. The report shows a favourable performance of $385,000, which brings the year-to- date performance to $787,000. Moved by: Councillor Martyn Seconded by: Deputy Warden Mennill RESOLVED THAT the November 9, 2021, report titled, 2021 3rd Quarter Performance, submitted by the Director of Financial Services, be received and filed for information. - Motion Carried. 6.5 Approval for Official Plan Amendment No. 11, Part of Lot 5, South side of Smith, Part ofLot 5, North Side of Erie, Geographic Village of Port Stanley, now Municipality of Central Elgin – Manager of Planning The ManagerofPlanning reviewed File No. CE OPA 11-21 and found that the proposed Official Plan Amendment is consistent with the Provincial Policy Statement 2020 and conforms to the County of Elgin Official Plan. Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT Council approves Official Plan Amendment No.11 to the Municipality of Central Elgin Official Plan, File No. CE OPA 11-21; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Motion Carried. 6.6 Contract Award - Administration Building - Accessibility Elevator Addition and Basement Public Accessibility Washroom and Elevator Decommissioning Project – General Manager of EPE/Deputy CAO The General Manager ofEngineering, Planning, and Enterprise/Deputy CAO presented the bid results for the Administration Building - Accessibility Elevator Addition and Basement Public Accessibility Washroom and Elevator Decommissioning Project. Moved by: Councillor McPhail Seconded by: Deputy Warden Mennill RESOLVED THAT the report “Contract Award - Administration Building - Accessibility Elevator Addition and Basement Public Accessibility Washroom and Elevator Decommissioning Project” be received for information, and; THAT Elgin Contracting and Restoration Ltd. be selected for the Administration Building Accessibility Elevator Addition and Basement Public Accessibility Washroom and Elevator Decommissioning Project, Tender No. 2021-T27-RB at a total price of $4,617,000.00 (exclusive of HST); and, THAT the Warden and Chief Administrative Officer be authorized to sign the respective contract. - Motion Carried. 5 Page 4 November 9, 2021 6.7 Completed Services for OlderAdults Study – Legislative Services Coordinator TheLegislativeServicesCoordinatorpresentedthefinalreportand recommendations from the Services for Older Adults Study. Moved by: Councillor Purcell Seconded by: Councillor Giguère RESOLVED THAT the report titled “Completed Services for Older Adults Study” from the Legislative Services Coordinator, dated November 3, 2021, be received and filed. - Motion Carried. 6.8 Increase in Billing Rate – County Prosecutor – Chief Administrative Officer The Chief Administrative Officer presented a report regarding the billing rate of the County Prosecutor. Moved by: Councillor Jones Seconded by: Councillor McPhail RESOLVED THAT Elgin County Council authorize an increase in the Billing Rate for the County Prosecutor to $155.00 per hour, effective January 1, 2022; and THAT the Chief Administrative Officer be directed to send notification of this increase to Elgin’s Local Municipal Partners, the City of St. Thomas, and any other entity to whom prosecution services are rendered. - Motion Carried. 6.9 COVID-19 Emergency Team Planning – October Update – Chief Administrative Officer The Chief Administrative Officer provided an update on the County’s COVID-19 response. Moved by: Councillor French Seconded by: Councillor Ketchabaw RESOLVED THAT the November 3, 2021, report titled, “COVID-19 Emergency Team Planning – October Update”, submitted by the Chief Administrative Officer, be received and filed for information. - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 CUPE Ontario with a letter regarding their concerns with OMERS’ investment performance and asking Council to pass a motion calling for a third-party expert review of OMERS. 7.1.2 The Municipality of Dutton Dunwich with a letter requesting that the County of Elgin perform a study to determine the feasibility of a PXO on Currie Road near Mary Street in Dutton. Moved by: Councillor Jones Seconded by: Councillor McPhail RESOLVED THAT staff be directed to perform a study to determine the feasibility of a PXO on Currie Road near Mary Street in Dutton. 6 Page 5 November 9, 2021 - Motion Carried. 7.1.3 The Joint Accessibility Advisory Committee with a letter regarding accessible parking on Furnival Road in Rodney. Moved by: Councillor Giguère Seconded by: Councillor Ketchabaw RESOLVED THAT Correspondence Items #7.1.1 ೃ 7.1.3 be received and filed. - Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 MPP Yurek with an announcement regarding the expansion of community paramedicine for long-term care in Elgin County. 7.2.2 County of Elgin Homes with their November 2021 Newsletter. 7.2.3 County of Elgin with an invitation for their Housing and Homelessness Forum. Moved by: Councillor Jones Seconded by: Councillor French 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 Councillor Ketchabaw requested Council’s endorsement to submit a ministerial delegation request regarding gas tax properties at the Ontario Good Roads Association Conference or the Rural Ontario Municipal Association Conference. 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 Disaster Mitigation & Adaptation Fund Application – Letter of Support Request from the Municipality of Central Elgin With the consent of Council, the Chief Administrative Officer presented a request from the Municipality of Central Elgin that the County of Elgin provide a letter of support for Central Elgin’s application to the Disaster Mitigation & Adaptation Fund. Moved by: Councillor Purcell Seconded by: Councillor French RESOLVED THAT the Warden be directed to provide a letter of support for the Municipality of Central Elgin’s Disaster Mitigation and Adaptation Fund (DMAF)applicationforshorelineandharbourprotectionworksinaddition to storm sewer capacity and control enhancements. - Motion Carried. 7 Page 6 November 9, 2021 9. CLOSED MEETING ITEMS Moved by: Councillor Ketchabaw Seconded by: Councillor Giguère RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): In-Camera Item #1 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board – Purchasing. In-Camera Item #2 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board – Shared Services. 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. Councillor Martyn left the meeting after Closed Meeting Items #1-2. 10. MOTION TO RISE AND REPORT Moved by: Councillor Purcell Seconded by: Councillor French RESOLVED THAT we do now rise and report. - Motion Carried. In-Camera Item #1 – Purchasing Moved by: Councillor Jones Seconded by: Deputy Warden Mennill RESOLVED THAT the report be received; and THAT staff proceed as directed. - Motion Carried. In-Camera Item #2 ೃ Shared Services Moved by: Councillor Giguère Seconded by: Councillor Ketchabaw RESOLVED THAT staff proceed as directed. - Motion Carried. In-Camera Item #3 ೃ Organizational Update Moved by: Councillor French Seconded by: Councillor Jones 8 Page 7 November 9, 2021 RESOLVED THAT the verbal update from the Chief Administrative Officer be received; and THAT staff proceed as directed. - Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. - Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By-Law 21-40 – 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 November 9, 2021 Meeting. Moved by: Councillor Jones Seconded by: Councillor French RESOLVED THAT By-Law No. 21-40 be now read a first, second and third time and finally passed. - Motion Carried. 13. ADJOURNMENT Moved by: Councillor Giguère Seconded by: Councillor Purcell RESOLVED THAT we do nowadjourn at 11:09 a.m. to meet again on November 23, 2021 at 9:00 a.m. - Motion Carried. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 9 REPORTS OF COUNCIL AND STAFF November 23, 2021 Staff Reports – ATTACHED Accessibility Coordinator – Joint Multi-Year Accessibility Plan 2021-2026 Director of Community and Cultural Services – Library, Museum, and Archives Service Updates – September to November 2021 Director of Homes and Seniors Services – Meals on Wheels Agreement Elgin/WECHC Director of Human Resources – Compensation Review – RFP Award Director of Human Resources – Organizational Culture Initiative - Update Manager of Planning – Approval for Official Plan Amendment No. 10, Municipality of Central Elgin Manager of Planning – Draft Plan of Subdivision Craigholme Estates Phase 6, Municipality of Central Elgin General Manager of Engineering, Planning & Enterprise/Deputy CAO – Bridge Weight By-law Amendments General Manager of Engineering, Planning & Enterprise/Deputy CAO – Currie Road Pedestrian Crossing – Village of Dutton General Manager of Engineering, Planning & Enterprise/Deputy CAO – Port Stanley Community Policing Requests Chief Administrative Officer – Request for Ambulance Donation Chief Administrative Officer – Proposed Amendments to By-Law No. 19-41 “To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and to Repeal By-Law No. 18-38”. 10 1 REPORT TO COUNTY COUNCIL FROM: Sarah Savoie, Accessibility Coordinator DATE: November 23, 2021 SUBJECT: Joint Multi-Year Accessibility Plan 2021-2026 RECOMMENDATION: THAT the documenttitled “Joint Multi-Year Accessibility Plan 2021-2026” dated November 23, 2021 be received and filed. INTRODUCTION: As per the Accessibility for Ontarians with Disabilities Act (AODA), and the Integrated Accessibility Standards Regulation (IASR), all designated public sector organizations are required to establish, implement, maintain and document a Multi-Year Accessibility Plan, outlining the organization’s strategy to prevent and remove barriers and meet its requirements under the IASR. The IASR further requires that: 1.The MYAP be readily available online, and available in accessible format 2.The MYAPbe reviewed and updated at least once every five years The final version of the Joint Multi-Year Accessibility Plan is attached. DISCUSSION: The Joint Multi-Year Accessibility Plan has a detailed introduction that include the following items: Message from the Chief Administrative Officers o New this year, there is a message from the CAOs of Elgin County and all LMPs, aimed at demonstrating support from the top Executive Summary o The executive summary is new to the plan and aims to provide a brief overview of what the plan entails Statement of Commitment Elgin County’s Previous Multi-Year Accessibility Plan Accessibility for Ontarians with Disabilities Act 11 2 Joint Accessibility Advisory Committee Accessibility Coordinator o Information on the Accessibility Coordinator role was included at the request of the JAAC to make clearer the responsibilities of the JAAC and the Accessibility Coordinator as it pertains to accessibility concerns/issues Plan Coordination and Implementation Accountability: Evaluation, Reporting & Compliance Overview of the IASR Requirements The IASR Requirements includes the following: Part I -General Requirements Part II -Information and Communications Part III -Employment Part IV -Transportation Part IV.1 -Design of Public Spaces Part IV.2 -Customer Service In order to meet the requirements of the AODA and IASR, Elgin County and its Local Municipal Partners each included a section that outlines accessibility progress made in the last five years, as well as the goals and timelines set out for the next five years regarding accessibility initiatives. The plan acts as a roadmap, outlining how the IASR requirements will be met by Elgin County and its Local Municipal Partners. The plan supports the Provincial Government’s goal of making Ontario fully accessible by 2025. The plan includes a section on Communication, which includes the website information for Elgin County and its Local Municipal Partners. A Feedback section asking for feedback and ideas, and where to find the Elgin County Accessibility Feedback Form. Contact information on the Accessibility Coordinator is included as well. Per the IASR, the Joint Multi-Year Accessibility Plan includes an Appendix A: Accessible Maintenance Procedures, and Appendix B: Temporary Service Disruptions. The plan includes a statement that says the following: This document is available in accessible formats and with communication supports, upon request. FINANCIAL IMPLICATIONS: No financial implications. 12 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: no further comments. LOCAL MUNICIPAL PARTNER IMPACT: Prior to the formation of this plan, all Local Municipal Partners (LMPs) were required to create and maintain their own Multi-Year Accessibility Plan and Annual Accessibility Status Reports. This created more work for the LMPs and there was less collaboration. The Integrated Accessibility Standards Legislation supports the formation of a plan whereby “An upper-tier municipality and any lower-tier municipalities that form part of it for municipal purposes may prepare a joint accessibility plan and a joint annual status report.” Thus, in an effort to streamline this process and increase efficiencies and connectivity across the County, a Joint Multi-Year Accessibility Plan (2021-2026) was created in collaboration with Elgin County and its Local Municipal Partners. The Annual Accessibility Status Reports will become a joint effort between Elgin County and its LMPs starting in 2021 and onwards. Both the Joint Multi-Year Accessibility Report and Annual Status Reports will be posted on the County of Elgin and its Local Municipal Partner’s websites. COMMUNICATION REQUIREMENTS: Per the IASR requirements, it holds: “…designated public sector organizations shall establish, review and update their accessibility plans in consultation with persons with disabilities and if they have established an accessibility advisory committee, they shall consult with the committee.” 13 4 The plan was drafted through collaboration with the Accessibility Coordinator, Elgin County and its Local Municipal Partners, as well as through consultation with the public, persons with disabilities and the Joint Accessibility Advisory Committee (JAAC). A draft was presented to the JAAC at the October 20, 2021 meeting for feedback and ideas. Once the feedback and ideas were incorporated, the plan was finalized at the JAAC meeting that took place on November 10, 2021. The attached plan requires County Council approval. After approval is obtained, the plan will be sent to the Local Municipal Partners to have filed with their respective Councils. It will be posted on the County and Local Municipal Partner websites. CONCLUSION: The plan will act as a roadmap for accessibility initiatives taking place over the next five years across the County. It aims to improve recognize, remove and prevent barriers, and increase inclusion and accessibility for people with disabilities in our communities. All of which is Respectfully Submitted Approved for Submission Sarah Savoie, Julie Gonyou, Accessibility Coordinator Chief Administrative Officer Amy Thomson, Director of Human Resources 14 ELGIN COUNTY AND LOCAL MUNICIPAL PARTNERS JOINT MULTI-YEAR ACCESSIBILITY PLAN 2021-2026 1 15 Table of Contents Introduction ................................................................................................................... 3 Message from the Chief Administrative Officers .................................................... 3 Executive Summary ................................................................................................... 4 Statement of Commitment........................................................................................ 4 Elgin County’s Previous Multi-Year Accessibility Plan.......................................... 5 Accessibility for Ontarians with Disabilities Act..................................................... 5 Joint Accessibility Advisory Committee.................................................................. 6 Accessibility Coordinator.......................................................................................... 6 Plan Coordination and Implementation................................................................... 6 Accountability: Evaluation, Reporting & Compliance............................................ 7 Overview of IASR Requirements.............................................................................. 8 Part I – General Requirements............................................................................... 8 Part II – Information and Communications........................................................... 9 Part III – Employment ............................................................................................. 9 Part IV -Transportation ......................................................................................... 10 Part IV.1 – Design of Public Spaces (Accessible Built Environment) ..............11 Part IV.2 Customer Service .................................................................................. 12 County of Elgin ............................................................................................................ 13 Municipality of Bayham .............................................................................................. 20 Municipality of Central Elgin ...................................................................................... 23 Municipality of Dutton Dunwich ................................................................................. 28 Municipality of West Elgin .......................................................................................... 32 Town of Aylmer ........................................................................................................... 36 Township of Malahide ................................................................................................. 40 wnship of Southwold .............................................................................................. 44 To Communication ........................................................................................................... 47 Feedback ...................................................................................................................... 47 Contact Information .................................................................................................... 47 Appendix A: Accessible Maintenance Procedures ..................................................48 Appendix B: Temporary Service Disruptions ........................................................... 50 2 16 Introduction Message from the Chief Administrative Officers On behalf of the Municipalities of Bayham, Central Elgin, Dutton Dunwich, West Elgin, Aylmer, Malahide, Southwold, and the County of Elgin, we are pleased to present the 2021-2026 joint Multi-Year Accessibility Plan (MYAP). This plan will act as a guide for the next 5 years, outlining our accessibility progress, goals and timelines. The MYAP was created in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and the O.REG 191/11 Integrated Accessibility Standards Regulation. We are proud of our accomplishments under our previous MYAPs, and look forward to continuing to support accessibility initiatives and projects in our community. The plan demonstrates our commitment to identifying, removing and preventing barriers for persons with disabilities through accessibility planning, collaboration with the community, and implementation of our accessibility goals and initiatives. The plan was developed by incorporating feedback from the public, community members with disabilities, and the Joint Accessibility Advisory Committee. The feedback helps to ensure that the goals we have set out in the plan meets the expectations of the members of our community. We would like to take this opportunity to thank all that were involved in the creation of this plan, and for the ongoing efforts of the Joint Accessibility Advisory Committee in furthering our accessibility goals across the County of Elgin. Through continuous achievements in accessibility, the County of Elgin and our seven Local Municipal Partners will continue to work towards providing an accessible and equitable environment, and community that encourages inclusion of allof itsdiverse members. In doing so, we are taking the steps necessary to support the Provincial Government’s plan to make Ontario fully accessible by 2025. Sincerely, Thomas Thayer, CAO Andy Grozelle, CAO The Municipality of BayhamThe Town of Aylmer Paul Shipway, CAO Adam Betteridge, CAO The Municipality of Central Elgin The Township of Malahide Heather Bouw, CAO Lisa Higgs, CAO The Municipality of Dutton DunwichThe Township of Southwold Magda Badura, CAO Julie Gonyou, CAO The Municipality of West Elgin The County of Elgin 3 17 Executive Summary In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), the County of Elgin and its Local Municipal Partners (LMP) have created a Joint Multi-Year Accessibility Plan, which builds on the accomplishments of the previous MYAP plans. The County and its LMPs continue to maintain compliance with the requirements under the AODA and the Integrated Accessibility Standards Regulations (IASR). This plan acts as an accessibility road map, detailing key initiatives and progress made, as well as goals and timelines to be achieved over the next 5 years. It demonstrates the commitment made to identifying, removing and preventing barriers for people with disabilities.It is designed to create a more accessible and inclusive community. The plan is available online at the County of Elgin’s website, as well as on all of the Local Municipal Partner websites, and it is made available in an alternative format and/or with communication supports, upon request. Statement of Commitment The County of Elgin, along with its Local Municipal Partners are committed to creating and maintaining a barrier-free County where everyone can live, work and play. This Joint Multi-Year Accessibility Plan, spanning from 2021 to 2026, will act as a roadmap on our journey to meeting the Province’s mandate of a fully accessible Ontario by 2025. This commitment of removing barriers that prevent people with disabilities from accessing our goods, services and facilities was made through a streamlined, collaborative approach in an effort to realize efficiencies from both a planning and reporting perspective. Elgin County, along with its 7 Local Municipal Partners, are committed to ensuring equal access and participation for people with disabilities. We are committed to treating people with disabilities in a way that allows them to maintain their dignity and independence. We are dedicated to meeting the needs of people with disabilities in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting, and where possible exceeding, our accessibility requirements under Ontario’s accessibility laws. Elgin County’s Previous Multi-Year Accessibility Plan The County of Elgin’s previous Multi-Year Accessibility Plan was created and approved by County Council in 2015 spanning to the end of 2020. During this time period, The County of Elgin filed Accessibility Compliance Reports on a bi-annual basis to the Ministry for Seniors and Accessibility (formerly the Accessibility Directorate of Ontario). These reports were filed in 2015, 2017 and 2019, and were all under full compliance with the Accessibility for Ontarians with Disabilities Act (AODA). 4 18 The previous Multi-Year Accessibility Plan, unlike the 2021-2026 iteration, focused only on accessibility initiatives at the County level.Further, under the previous model each Local Municipality was required to create their own Plan while preparing Annual Accessibility Status Reports to their respective Councils. In looking forward to the opportunity of renewing the Multi-Year Accessibility Plan, County staff wanted to take the opportunity to streamline the annual reporting process, while also creating a truly collaborative Joint Multi-Year Accessibility Plan. Accessibility for Ontarians with Disabilities Act The structure of the Joint Multi-Year Accessibility Plan is based upon requirements outlined under the Accessibility for Ontarians with Disabilities Act (AODA). The AODA came into effect in 2005 with a goal to make the Province of Ontario fully accessible to all by 2025. The AODA is a law that sets out a process for developing and enforcing accessibility standards. Ontario is the first province and one of the first jurisdictions in the world to enact specific legislation establishing a goal and time-frame for accessibility. It is also the first jurisdiction to legislate accessibility reporting and to establish standards in areas like employment, transportation and the design of public spaces. These standards fall under the Integrated Accessibility Standards Regulation O. Reg 191/11 (IASR). The IASR are laws that government, businesses non-profits and public sector organizations must follow to become more accessible and provide barrier-free service delivery. Every 3 years the Accessibility for Ontarians with Disabilities Act is reviewed by an individual appointed by the Provincial government. In 2017, the Honorable David C. Onley was selected to undertake this review. Over the course of 2018, Mr. Onley held public consultations across the Province interviewing a wide array of individuals living with disabilities, as well as those working in the realm of accessibility. In 2019, Mr. Onley put forward 15 recommendations to the Minister of Seniors and Accessibility. With the goal of a fully accessible Ontario by 2025 quickly approaching, it is apparent that we as a Province are a far-cry from this 2005 vision. There is work to be done across all sectors: public, not for profit and private. For those interested in where to read more about the 15 recommendations made, visit: 2019 Legislative Review of the Accessibility for Ontarians with Disabilities Act, 2005. Progress has certainly been made across all of these sectors with work still to come in the lead-up to and beyond 2025. As designated public sector leaders,the County of Elgin, along with its Local Municipal Partners have important roles to play in making continual and significant improvements relating to accessibility, not only in our built environments, but also in the way we deliver our day-to-day services to our residents. 5 19 This Joint Multi-Year Accessibility Plan will act as our roadmap towards a fully accessible Ontario for all. Joint Accessibility Advisory Committee The Joint Accessibility Advisory Committee (JAAC) is a public committee that is comprised of people with disabilities, members of the community who are actively involved in a disability related profession or are caregiver for a person with a disability, and staff members from the County of Elgin and Municipality of Central Elgin. Advisory Committee’s are only required for municipalities with a population of 10,000 or more. The JAAC meets on a quarterly basis and the majority of the committee is represented by people with disabilities. The purpose of the committee is to provide advice to Councils on the removal and prevention of barriers, consult on the accessibility of buildings, structure or premises, the Multi-Year Accessibility Plan, site plans and drawings, and the implementation of accessibility standards and reports. Accessibility Coordinator The Accessibility Coordinator looks after accessibility in Elgin County, and collaborates with its Local Municipal Partners on accessibility initiatives. The Accessibility Coordinator provides consultation on accessibility related projects. The Accessibility Coordinator is responsible for overseeing the implementation of accessibility standards for the corporation as well as providing ongoing training. Further, the Accessibility Coordinator works to identify accessibility issues, needs, resources and opportunities for integrated accessibility planning to ensure best practices are being implemented. The Accessibility Coordinator acts as the main point of contact for accessibility related concerns across the County. Questions or concerns can be brought to the attention of the Accessibility Coordinator via the Accessible Feedback Form or by directly contacting them via email or phone (see the Contact Information section of the plan for details). Plan Coordination and Implementation Elgin County supports the goals of the AODA, which seeks to meet Ontario’s vision to make the province accessible by 2025. The County strives to be more accessible and inclusive for people with disabilities, and to ensure that accessibility measures are undertaken throughout all facilities and business operations. Accessibility is an integral part of all County initiatives, business practices, boards, committees, departments and divisions. The County of Elgin and all participating Local Municipal Partners are committed to fulfilling the accessibility requirements under the AODA and IASR. The County’s Accessibility Coordinator is responsible for the development of this plan, in consultation with the Joint Accessibility Advisory Committee, the public and persons with disabilities. All staff have a role to play in identifying, removing and preventing 6 20 barriers. Employees who are engaged and knowledgeable are able to incorporate accessibility considerations into their daily business practices. The publicand persons with disabilities wereconsulted via an online survey regarding the establishment, reviewing and updating of the JointMulti-Year Accessibility Plan. 48% of respondents were persons with disabilities. Questions were asked pertaining to the County and all Local Municipal Partners concerning topics on: Use of service animals and support persons in County or LMPs facilities Barrier-free accessible feedback process and inclusive customer service Requesting accessible formats and communication supports Accessible and barrier-free websites and web content Barrier-free recruitment process and accommodations Barrier-free public spaces, accessible parking and accessible pedestrian signals Assurance of barrier-free municipal-owned facilities Accessible barrier-free transportation services (West Elgin) Feedback was incorporated and taken to the Joint Accessibility Advisory Committee (JAAC) to be reviewed and revised. Once the review by the JAAC and incorporation of feedback was completed,the finalJointMYAPwas presented to Council for approval. The final version of the MYAP approved by Council will be available on the County of Elgin and Local Municipal Partners websites for the public to access. The MYAP is available in an accessible format and/or with communication supports, upon request. Participating Municipalities The Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville, ON N0J 1Y0 The Municipality of Central Elgin450 Sunset Drive, St. Thomas, ON N5R 5V1 The Municipality of Dutton Dunwich 199 Currie Road, Dutton, ON N0L 1J0 The Municipality of West Elgin 22413 Hoskins Line Rodney, ON N0L 2C0 The Town of Aylmer 46 Talbot Street West, Aylmer, ON N5H 1J7 The Township of Malahide 87 John Street South, Aylmer, ON N5H 2C3 The Township of Southwold 35663 Fingal Line, Fingal, ON N0L 1K0 7 21 Accountability: Evaluation, Reporting & Compliance The success of a Joint Multi-Year Accessibility Plan of this nature relies on having clear and transparent methods of evaluating and reporting progress. As laid out in the Integrated Accessibility Standards Regulation (IASR), designated public sector organizations are required to report to their respective Council’s on an annual basis in the form of Annual Accessibility Status Report highlighting any achievements relating to accessibility they have realized in the previous year. In this instance, where Local Municipalities are participating in a Joint Multi-Year Accessibility Plan, the Annual Accessibility Status Report will be presented to County Council and circulated following its receival and filing to all Local Municipal Council. These Annual Accessibility Status Reports are publicly available on the County’s and LMPs websites. Further, on a bi-annual cycle, all designated public sector organizations are required to file Accessibility Compliance Reports with the Ministry for Seniors and Accessibility. These Accessibility Compliance Reports come in the form of a fillable PDF, requesting specific information on how the organization is meeting is requirements under the AODA as well as the IASR. It is recognized that those in non-compliance with the requirements of the AODA and IASR may be subject to administrative penalties. Like the AnnualAccessibility Status Reports, the Accessibility Compliance Reports follow an open-government model and are made publicly available for residents to view and provide feedback on. This Joint Multi-Year Accessibility Plan will be reviewed at least once every five years. Overview of IASR Requirements Part I – General Requirements Overview General Requirements section of the IASR requires the County and LMPs to: Implement and maintain policies governing how the organization achieves or will achieve accessibility by meeting its requirements under the AODA and the IASR Include a statement of organizational commitment to meet the accessibility needs of persons with disabilities in a timely manner in their policies Establish, implement, maintain and document a Multi-Year Accessibility Plan, which outlines the organization’s strategy to prevent and remove barriers and meet its requirements under the IASR Incorporate accessibility design, criteria and features when procuring or acquiring goods, services or facilities, except where it is not practicable to do so 8 22 Ensure that training is provided on the requirements of the accessibility standards referred to in the Integrated Accessibility Standards Regulation and on the Ontario Human Rights Code as it pertains to persons with disabilities Part II – Information and Communications Information and communications play an integral role in service delivery across all municipalities. It is imperative that information is shared in an accessible and barrier free manner, so that all residents can access information that may impact their day to day lives. It should be free of communication and technological barriers. The County and LMPs will follow Universal Design principles and best practices when developing, implementing and maintaining information and communication strategies. This includes websites, print communications materials as well as face to face interactions. Overview The Information and Communications section of the IASR requires the County and LMPs to: Ensure processes for receiving and responding to feedback are accessible to persons with disabilities Provide or arrange for the provision of accessible formats and communications supports for persons with disabilities Provide emergency procedures, plans or public safety information in an accessible format or with appropriate communication supports Provide websites and web content conforming with the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA (live captioning and audio description are excluded from the accessible web requirements under the IASR) Part III – Employment The County of Elgin and LMPs are committed to ensuring the employment life-cycle (finding, getting and keeping a job) is as inclusive and barrier free as possible. Effective workplaces provide diverse, inclusive and accessible employment experiences. Accessible recruitment is a powerful tool, it improves our ability to communicate, brings more people together and increases our competitive advantage as to not overlook quality, qualified potential employees. Human Resources, in conjunction with hiring directors and managers will work to ensure the County and Local Municipal Partners provides prospective and current employees a barrier-free employment process. Overview The Employment section of the IASR requires the County and LMPs to: Ensure the recruitment, assessment and selection process is accessible and barrier-free 9 23 o This includes notifying job applicants, when they are selected to participate in an assessment or selection process that accommodations are available upon request Notify successful applicants of our policies for accommodating employees with disabilities Provide accessible formats and communication supports for employees required to perform the employees job including information that is generally available to employees in the workplace Provide Workplace Emergency Response Information to employees who have a disability Provide documented Individual Accommodation Plans for employees with disabilities Develop and have in place a Return to Work process for employees who have been absent from work due to a disability Consider performance management, career development and advancement and redevelopment for employees with disabilities Part IV -Transportation This section applies only to the Municipality of West Elgin. The Municipality is dedicated to providing barrier free accessible transportation. The IASR put in place the Transportation Standard with a goal of making it easier for everyone to travel. Designing a transit system that provides universal access enables people with disabilities to have more transportation options and allows them to fully participate in the community of West Elgin. The Four Counties Community Transportation service recognizes the diverse needs of all its riders and will respond by striving to provide services that are accessible to all. The Municipality of West Elgin ensures that accessibility features and criteria are accounted for as it relates to the design, procurement of goods, services and facilities, and makes available all information pertaining to accessible equipment, accessibility features of the vehicles, routes and services provided. Overview The Transportation Standard requires the Municipalityto: Ensure universal access to specialized transportation provided by the Municipality, that considers the abilities of its passengers and provides accommodations as required Provide details on the accessibility equipment and accessibility features of vehicles Give notice when there is a disruption of services or non-functioning accessibility equipment and to take reasonable steps to accommodate people with disabilities, as well as ensuring accessibility equipment is repaired as soon as practicable 10 24 Provide training to employees, volunteers, third parties and all persons participating in providing transportation services in The Municipality of West Elgin Notify riders of appointment booking and client cancellation policies Provide a detailed Emergency Preparedness and Response plan that ensures drivers are prepared and the bus is equipped for emergency situations Permit riders to have services animals or support persons at no additional cost Part IV.1 – Design of Public Spaces (Accessible Built Environment) The County of Elgin and LMPs will strive to ensure that new facilities are designed and built with Universal Design principles in mind. The Joint Accessibility Advisory Committee reviews all new Countyand Local Municipal Partnerfacility projects to ensure they are meeting relevant legislative requirements, while also looking for opportunities to go above and beyond as it relates to barrier-free design. The Integrated Accessibility Standards Regulation (IASR) Design of Public Spaces Standard (DOPS) works hand in hand with the Ontario Building Code to ensure all new buildings and public spaces are barrier-free. Ontario Building Code Section 3.8: Barrier- Free Design outlines design requirements for buildings including but not limited to barrier-free paths of travel, washrooms (including universal), accessible signage, doorways and ramps. The DOPS focuses on building exteriors and ensuring public spaces are easily accessible to everyone including those with disabilities. Overview The Design of Public Spaces Standard requires the Countyand LMPs to: Meet the technical requirements as outlined in Part IV.1 for: o Recreational trails and each access routes o Outdoor public use eating areas o Outdoor play spaces o Exterior paths of travel (outdoor sidewalks and walkways, ramps, stairs, curb ramps, depressed curbs, accessible pedestrian control signals, rest areas) o Off-street accessible parking o Service counters, fixed queuing guides and waiting areas Meet the consultation requirements as outlined in Part IV.1 for: o Recreational trails o Outdoor play spaces, o On-street parking o Rest areas Consultation is required with the general public, individuals living with disabilities as well as the Joint Accessibility Advisory Committee 11 25 Part IV.2 Customer Service The County and LMPsarecommitted to providing a universally accessible customer service experience to all of its residents. All members of the Elgin County and Local Municipal Partner communitieswill receive equitable and barrier-free customer service when interacting with municipal staff. All staff will receive training on how to provide exceptional customer service to all residents including those living with disabilities. Overview The Customer Service Standard requires the Countyand LMPs to: Implement and maintain policies governing its provision of goods, services or facilities, as the case may be, to persons with disabilities Ensure policies are consistent with barrier-free principles, providing goods, services or facilities in a manner that respects the dignity and independence of persons with disabilities Provide persons with disabilities equal opportunity to that of others to obtain, use and benefit from the goods, services or facilities provided by the County or LMPs Allow the use of service animals and support persons to enable persons living with disabilities to obtain, use or benefit from goods, services or facilities Provide timely notice of Temporary Service Disruptions by identifying the reason for the disruption, its anticipated duration and a description of alternative facilities Provide training on how to interact and communicate with persons with various types of disability, how to interact with persons with disabilities who use an assistive device or require the assistance of a service dog, how to use equipment or devices available on County or LMPs premises and what to do if a person living with a disability is having difficulty accessing goods, services or facilities Create processes for receiving and responding to feedback about the manner in which the County provides goods, services or facilities to persons with disabilities 12 26 County of Elgin Part I – General Requirements Progress County Accessibility Policy (HR 2.130) updated in November 2016 to address legislative changes to the Integrated Accessibility Standards Regulation (IASR) inclusive of an organizational commitment Elgin County’s first Multi-Year Accessibility Plan created in 2015 Annual Accessibility Status Reports created and presented to County Council yearly from 2015-2020 Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility(formerly Accessibility Directorate of Ontario) in 2015,2017 & 2019 Ministry for Seniors and Accessibility file review audit in April 2018 stating full compliance o Audit included accessibility policies and procedures, training requirements, accessible formats and communication supports and feedback processes Joint Accessibility Advisory Committee Terms of Reference update in 2019 and was made available on the Accessibility page of the County’s website Integrated Accessibility Standards Regulation & Ontario Human Rights Code training overhaul on the Moodle training platform in 2018 o Updated trainingmodules to reflect legislative changes and best practices. Training modules downloaded onto Elgin County Homes Surge Learning training platforms New Council orientation training provided to a number of Local Municipal Partner Council members in 2018 County of Elgin Procurement Policy updated in 2020 to include appropriate accessibility related verbiage Goals Accessibility Policy review and update to meet in precise detail requirements under the AODA and IASR while also including barrier-free best practices Look into recruiting new members to join the Joint Accessibility Advisory Committee from the County of Elgin or Municipality of Central Elgin o Discuss possibility of all LMPs having representation on the committee Continue to monitor ongoing and future IASR standards development review committee recommendations and possible legislative changes (mirror in respective policy updates and training updates as required) o Specific consideration given to the newly proposed Health Care Standard and how this might intersect with the long-term care portfolio of the County 13 27 Create short, job-specific trainingmodules to complement the standard, general on-boarding accessibility training. Ensure enrolment process includes affiliated training modules based on hiring department o Employment standard focused training for Human Resources Staff & hiring managers o Design of public spaces & accessible design focused training for engineering & facilities staff o Procurement focused training for staff with purchasing authorization o Customer service focused training for front line staff o Information & communications training (specifically web accessibility focused) training for staff with authoring & upload authority for the County website o Transportation training available for any local municipalities who add a transportation service to their working portfolio Create Accessible Elections Guide template for all Local Municipal Partners for 2022 Municipal Election including information on remote voting as well as in- person voting relating to the accessible built environment and customer service standards under the IASR o Provide Accessible Elections Guide template to LMPs to use Timelines Ongoing Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 Accessible Elections Guide (Q1 2022) Accessibility policies and procedures review and update 2024-2026 Job specific training modules Part II – Information and Communications Progress Website redevelopment in 2017 to WCAG 2.0 Level A compliance County Council Reports and PowerPoint templates created in 2019 to meet WCAG 2.0 Level AA requirements Administrative Services staff training on document accessibility in 2018 & 2019 Request for Accessible Formats and Communication Supports Procedure created in 2017 14 28 Accessibility Feedback Procedure & Feedback Form updated in 2018 Goals Continue to work towards WCAG 2.0 AA compliance - with a particular focus on a website redevelopment and significant content review - PDF’s / pages that can be removed or moved into HTML content o website scanning tool will significantly assist in leveraging analytics to identify pages that are rarely/ never being viewed o Utilize accessibility tools and third-party screening software to determine where remaining compliance issues are Following website redevelopment - develop robust accessible document training strategy for website content uploaders onto the County Site, including library staff o Provide template of training to LMPs to use to train staff o Develop guide for third parties on accessible documents (PDFs) o Update guide on how to create accessible Word and PDF documents Review and update Request for Accessible Formats and Communication Supports Procedure Provide guided or one-on-one training on maintaining website compliance and accessible documents as needed/as requested to County staff and LMPs Timelines 2021-2023 Redevelop website so it better meets the WCAG 2.0 Level AA requirements (2023) Provide in-depth training on maintaining accessibility on the website and creating accessible documents o Update existing training to ensure it adheres to industry best practices 2024-2026 Review and update Request for Accessible Formats and Communication Supports Procedure Part III – Employment Progress All job postings let the public know that accommodations are available upon request during the recruitment process Accommodations in the Workplace Policy updated in 2014 to reflect legislative updates – encompassing vast majority of Employment standard requirements Emergency Workplace Response for Employees with Disabilities Policy created in 2012 15 29 Goals Review and update Accommodations in the Workplace Policy to reflect industry best practices and include S.32 from the IASR “Redeployment” Review and update Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices Create new Return to Work Process and Return to Work Plan for employees Update Human Resources Policy 3.10 “Hiring Procedure” and Human Resources Policy 3.20 “Posting, Advertising and Reporting” to include relevant recruitment, assessment and selection requirements under the IASR Update Human Resources Policy 4.80 “Performance Appraisal for all Staff” to include relevant sections of the IASR S. 30 “Performance management” and S. 31 “Career development and advancement” Continue to monitor potential changes to the Employment Standard under the IASR as a result of 2018 Standards Development Committee (SDC) review Timelines Ongoing Monitor potential changes to Employment standard from 2018 SDC Review 2021-2023 Create new Return to Work Process and Return to Work Plan (2021) Review and update: o Accommodations in the Workplace Policy o Emergency Workplace Response for Employees with Disabilities 2024-2026 Update Human Resources Policies 3.10, 3.20 and 4.80 Part IV.1 – Design of Public Spaces Accessible Built Environment Progress Created: o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin county Accessible On-Street Parking Standard o Elgin County Rest Areas Consultation Document All acting as design guidelines for Elgin County and local municipal partnersincluding technical requirements, opportunities for best practices to go above and beyond compliance levels and incorporated consultations from members of the public, individuals 16 30 living with disabilities as well as the Joint Accessibility Advisory Committee New Elgin County Provincial Offences Administration building built in 2018 - entirely barrier-free equipped with universal washroom and accessible court room Council approval for Main entrance project Elgin County Heritage Centre constructed in 2017 –equipped with designated accessible parking and universal washroom Secured funding under the Enabling Accessibility Fund in the form of $100,000 in 2020 for a new universal washroom in the County Administration Building basement o providing fully barrier-free washroom facilities for the first time on this floor level for staff and members of the public Installed adult sized change table in Shedden Library in 2018 County Administration Building Accessibility Lift Procedure created in 2016 Accessible Maintenance Procedure created and attached as Appendix A Goals Create Service Counter Design Guidelines including mobility device friendly access to be shared with Local Municipal Partners o Consider placement and location of information, signage, brochures etc. Create Universal Washroom Emergency Call Button Alarm Procedure for all County facilities equipped with universal washrooms Continue to monitor potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program at both the County and Local level Create Facility Accessibility Audit Standards spanning across all County of Elgin facilities including the Administration Building, Heritage Centre, POA Building, all County long-term care homes and County library facilities o Implement a Facility Audit Schedule outlining how often County facilities should be reviewed o Develop design standards in line with Integrated Accessibility Standards Regulation (IASR) as well as Ontario Building Code (OBC) requirements for the accessible built environment outlining areas of improvement for all County facilities o Alternatively adopt a commonly used municipal Accessibility Design Standards document to base these audits off of (see City of Guelph Facility Accessibility Design Manual, City of London Facility Accessibility Design Standards etc.) 17 31 o Use these tools to inform barrier-free facility improvement recommendations Incorporate barrier-free transportation initiatives and infrastructure in the future Elgin County Transportation Master Plan Administration Building renovation project: o Elevator project projected to start in November 2021 Timelines Ongoing Monitor potential funding opportunities for the accessible built environment Monitor timing and implementation for Elgin County Transportation Master Plan 2021-2023 Service Counter Design Guidelines Universal Washroom Emergency Call Button Alarm Procedure Accessible elevator project in County Administration Building (2021-2022) 2024-2026 Facility Accessibility Audit Standards Part IV.2 Customer Service Progress Complete overhaul of the on-boarding accessibility training across the corporation, creating new accessibility module including customer service best practices County Accessibility Policy (HR 2.130) updated in November 2016 providing appropriate requirements as it relates to the Customer Service Standard Created Accessibility Feedback Procedure and Accessibility Feedback Form (2018) Created Accessibility Training Procedure (2017) Created Service Animals in the Workplace Procedure (2017) Created Assistive Device Procedure – Administration Building lift (2017) Created Support Persons Procedure (2017) Temporary Service Disruptions Procedure created and attached as Appendix B Goals Accompanying the goals laid out in the General Requirements Section as it relates to job specific training, create a customer service focused training module for all County staff to complete in addition to the standard on-boarding accessibility training 18 32 Review and update Service Animals in the Workplace Procedure to reflect new industrybest practices Review Accessibility Feedback Procedure and Form to ensure it is in-line with Corporate Communications Strategy moving forward Ensure Temporary Service Disruption Procedure is included in communications related on-boarding training New platform lift installed in Old South elevator shaft to ensure rear entrance remains accessible after completing Administrative Building Renovations Timelines 2021-2023 Customer service focused training module Review and update Service Animals in the Workplace Procedure Ensure Temporary Service Disruption Procedure is included in communications related to on-boarding training Updated Administration Building Lift Procedure when Administration Building Project is complete 2024-2026 Review Accessibility Feedback Procedure and Form 19 33 Municipality of Bayham Part I – General Requirements Progress Municipality of Bayham adopted a Multi-Year Accessibility Plan in 2015, applicable for 2015-2020 An update to the Multi-Year Accessibility Plan was completed in 2018. Annual Status Report for 2020 on the Municipal website Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 Council orientation training provided to Bayham Council in 2018 Goals Work with Elgin County on an Accessible Elections Guide for the 2022 Municipal and School Boards Election Work with Elgin County and other Elgin County lower-tier municipalities on a Joint Elections Plan, if deemed applicable Continue to monitor ongoing and future IASR standards development review committee recommendations and possible legislative changes Timelines Ongoing Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 Accessible Elections Guide (Q1 2022) Joint Elections Plan (Q1-Q2 2022) Ongoing Accessibility Policy reviews and updates as deemed necessary Part II – Information and Communications Progress Website redevelopment to WCAG 2.0 Level A compliance Accessible Formats and Communications processes established Goals Continue to work towards WCAG 2.0 Level AA compliance including potential for website revamp in 2023-2024 o Current focus on colour contrasting and determining degree of PDF scan and review requirements 20 34 o Current website may not be fully compatible with common sitecrawling applications (Monsido & SiteImprove) Review and update processes for gathering feedback on web accessibility and document format accessibility Timelines 2021-2023 Review and update processes for gatheringfeedback on web accessibility and document format accessibility Commence process for a website revamp to ensure compliance 2024-2026 Continue with website revamp processes if not complete by Q4 2023 Part III – Employment Progress All job postings let the public know that accommodations are available upon request during the recruitment process Accommodations language in Bayham Health & Safety Policy updated in 2016 Goals Review and update Accommodations in the Workplace Policy to reflect industry best practices Continue to monitor potential changes to the Employment Standard under the IASR as a result of 2018 Standards Development Committee (SDC) review Timelines Ongoing Monitor potential changes under IASR and AODA 2021-2023 Review and update Accommodations in the Workplace Policy Part IV.1 – Design of Public Spaces Accessible Built Environment Progress Renovation and accessibility upgrades to Straffordville Community Centre and Municipal Office in 2016 Grant received and process commenced for expansion of Straffordville Community Centre including accessible public amenities 21 35 Ongoing sidewalk improvements as part of Bayham’s capital program Goals Completion of Straffordville Library Accessible Lift in 2021 (grant for project was a 2019 grant) Touchless retrofits identified in 2022-2031 capital budget Straffordville Community Centre works to be completed in 2022-2023 including accessible public walking trail Planned upgrades to Port Burwell ball diamond and tennis court Timelines Ongoing Ongoing sidewalk improvements as part of Bayham’s capital program Monitor grant opportunities for accessible built environment projects 2021-2023 Straffordville Community Centre works to be completed in 2022-2023 including accessible public walking trail Planned upgrades to Port Burwell ball diamond and tennis court Part IV.2 Customer Service Progress Upgrades to Straffordville Community Centre / integration of Municipal Office and associated accessibility features Website redevelopment to WCAG 2.0 Level A compliance including sections regarding Accessibility and Service Animals within facilities Goals Review Accessibility Feedback processes to ensure compliance with accessibility needs and requirements Council Chamber upgrades identified in 2025 for facilitation of hybrid meetings Timelines 2021-2023 Review Accessibility Feedback processes to ensure compliance with accessibility needs and requirements 2024-2026 Council Chamber upgrades identified in 2025 for facilitation of hybrid meetings 22 36 Municipality of Central Elgin Part I – General Requirements Progress Updates to Accessibility Policy in 2016 to address legislative changes to the (IASR)inclusive of an organizational commitment Council adopted Multi-Year Accessibility Plan for 2016-2021 Accessibility Compliance Reports filed with the Ministry forSeniors and Accessibility (formerly Accessibility Directorate of Ontario) for years 2015, 2017 and 2019 as required by the Ministry Accessibility training provided during on-boarding which is given by Human Resources staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC)requirements As a member of County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) o Terms of reference were updated in 2019 Developed Guide to Accessibility Requirements for purchasing goods, services and facilities for the Municipality of Central Elgin Goals Investigate updating accessibility training modules, possibly online training platform with updated modules and accurate, automated record tracking Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements Create an Accessible Municipal Elections Guide for 2022 Timelines Ongoing Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 Accessible Municipal Elections Guide (2022) 2024-2026 Accessibility training updates 23 37 Part II – Information and Communications Progress Investigated options for accessible document training Implementation of alternative format request form Goals Website redevelopment maintaining WCAG 2.0 Level AA compliance (2021) Review and upgrade where needed, request for accessible formats and communications supports procedure Timelines 2021-2023 Accessible document training 2024-2026 Continue to update and revise policies as needed to meet AODA and IASR requirements Part III – Employment Progress All municipal job postings provide a clause to let the public know that accommodations are available upon request during the recruitment process Created Emergency Workplace Response for Employees with Disabilities Policy (2013) Created Accommodations for Employees with Disabilities Policy (2016) Goals Update Emergency Workplace Response for Employees with Disabilities Policy Ensure that Human Resources Policies reflect best practices and IASR requirements Timelines Ongoing Continue to ensure that Human Resources Policiesreflect best practices and IASR requirements 2021-2023 Continue to update and revise policies as needed to meet AODA and IASR requirements and industry best practice 24 38 Part IV.1 – Design of Public Spaces Accessible Built Environment Progress In consultation with the County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC), the Municipality of Central Elgin is able to utilize the following documents in place of their respective consultation requirements as outlined above Elgin County Accessible Playground Consultation Document Elgin County Recreational Trails Consultation Document Elgin County Accessible On-Street Parking Standard Elgin County Rest Areas Consultation Document Recreational trails and each access routes completed since 2016 include: Trail under bridge on Belmont Road at Kettle Creek Drive Turvey Park walking and access trails (asphalt) Eastwood Park trails Outdoor public use eating areas None Outdoor play spaces completed since 2016 include: Turvey Park which incorporated accessible play features Exterior paths of travel (outdoor sidewalks and walkways, ramps, stairs, curb ramps, depressed curbs, accessible pedestrian control signals, rest areas) completed since 2016 includes: Belmont Road Crosswalk Bridge Street Crosswalk Freeman Court Sidewalk Crescent Avenue Sidewalk Woodland Road Sidewalk Battram Avenue Sidewalk Lynhurst Avenue Sidewalk Hillcrest Avenue Sidewalk George Street Sidewalk Hill Street Sidewalk High Street Sidewalk Compass Trail Sidewalk 25 39 Old Field Lane Sidewalk Lincoln’s Cove Sidewalk Snyders Avenue Sidewalk Helen Court Sidewalk Walkway from Helen Court to West Street Robin Ridge Drive Sidewalk Off-street accessible parking completed since 2016 include: Little Beach Parking Area (3 spaces) Main Beach Parking Lot (2 spaces) Visitor Centre Parking Lot (3 spaces) Service Counters, fixed queuing guides and waiting areas completed since 2016 include: Visitor Centre To meet the consultation requirements as outlined in Part IV.1 for Recreational trails Outdoor play spaces o Eastwood Park Open House to support park development On-street parking o Main Beach and Little Beach Parking areas consultation with the County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) Rest areas o All portable washrooms in rest areas have accessible features Goals Continue to explore and monitor potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart and Investing in Canada Infrastructure Program Timelines Ongoing Monitoring of potential funding opportunities 26 40 Part IV.2 Customer Service Progress Created Alternative Format Request Form -Accessibility Standards for Customer Service Created Compliant/Suggestions Form -Accessibility Standards for Customer Service Created Accessibility Training Procedure (2017) Developed Best Practices and Procedures pamphlet -Accessibility Standard for Customer Service Goals As noted under General Requirements Section, continue to investigate updating accessibility training modules, possibly online training platform with a focus on customer service for all staff to complete in addition to the standard on-boarding accessibility training Ensure Temporary Service Disruption Procedure is included in on-boarding training for staff responsible for corporate communications Timelines 2021-2023 Investigate customer service focused training module Review and update customer service related policies and procedures as needed 2024-2026 Continue to review and monitor procedures and policies 27 41 Municipality of Dutton Dunwich Part I – General Requirements Progress Accessibility Policy updated in 2018 to address legislative changes to the Integrated Accessibility Standards Regulation (IASR) inclusive of an organizational commitment providing staff with direction on implementing these expectations Multi-Year Accessibility Plan created in 2016 and expires at the endof 2021 Annual Accessibility Status Report updated 2019 and adopted by Council Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015,2017 & 2019 Accessibility on-boarding training provided by HR staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC) requirements Goals Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens Consider updating accessibility training modules onto an all-encompassing, online training platform with updated modules and accurate, automated record tracking once the new website and employee portal has been established Timelines Ongoing Monitoring ongoing and future potential updates to the IASR 2021-2023 Continue to investigate viable new digital (drone technology) and accessible opportunities for tourism, economic development and events so everyone can enjoy and access these either in person or online Part II – Information and Communications Progress Residents can now attend meetings either virtually or by phone and meeting recordings can be made available by request Introduction of Laserfiche scanning technology into a central depository 28 42 All employees now have access to more documentation when requested by residents to ensure successful continuity of providing services Applied for a grant to upgrade website (eSolutions) to provide an online residential portal and self-service opportunities o This platform will integrate with existing eSCRIBE Software Implemented e-transfer payments for items such as Landfill, Building Permits, Planning Department Fees (i.e., other general accounts that cannot currently be paid through online banking such as water and taxes) Goals Council approved – October 13, 2021 to hire an individual to assist staff in ensuring continuity of accessible scanned content Review and update the Election Accessibility Plan for the 2022 Election Timelines Ongoing Continue to populate Laserfiche central depository Continue to seek out grants for new accessible technology opportunities 2021-2023 Continue to populate Laserfiche central depository Prioritize a residential and staff portal if successfully secure eSolutions grant o If unsuccessful prioritize web software procurement during the 2022 budget process Continue to investigate viable new digital (drone technology) to promote tourism, economic development and events so everyone can enjoy in person or online Part III – Employment Progress Emergency workplace Response for Employees with Disabilities Policy 2014 Hiring Policy RR 04-2014 updated September 2018 and 2019 to address legislative changes during the recruitment and onboarding process All job postings let the public know that accommodations are available upon request during the recruitment process Goals Review Accommodations in the workplace January 21, 2021 (no changes) o The Municipality is committed to supporting employees who have been absent from work and who require and accommodation plan to return to work 29 43 Timelines 2021-2023 Continue to promote inclusion and diversity with the recruitment process Online applicationprocess once a public portal has been developed Part IV.1 – Design of Public Spaces Accessible Built Environment Progress All sidewalks as planned will be 60” wide with tactile plates at intersections. New sidewalk with tactile plates, whichincludes the following: o Currie Road, o John Street, o Annabella Street, o Marsh Line (east of Currie), o Wesley Street, o Talbot Line in Wallacetown, and o Both sides of Gordon Street to Currie Road A section of the sidewalk on Chestnut Street leading to the school included tactile plates New crosswalk at Miller Road by Sons of Scotland park includes 60” width with tactile plates at intersections as well as wheelchair accessible entrance ramping All new signage through the community i.e., park, trails, grant funds received for projects etc., included high contrast text and/or informative images using a sans serif font and anti-glare materials Goals Continue to include barrier free outdoor spaces, infrastructure etc., as capital or operational projects are identified and approved by council Ensure any major renovations are retrofitted to minimum meet Design of Public Spacesand Ontario Building Code specifications and standard Timelines Ongoing Continue to monitor funding opportunities and ensure all projects meet the IASR and Ontario Building Code requirements 30 44 Part IV.2 Customer Service Progress In consultation with the County of Elgin & Central Elgin Joint Accessibility Advisory Committee, the Municipality is able to utilize the following documents: o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin County Accessible On-Street Parking Standard o Elgin County Rest Areas Consultation Document Installed new accessible splashpad in the Sons of Scotland Park in 2018 with accessible play features Ensured all new signage for trails, parks and roads were compliant with ISAR technical minimum standards i.e., anti-glare, high contrast, correct size and positioning o Signs installed at the Buttermilk Bog, Pool, Sons of Scotland and the Trail o Other signs are community signage Successfully secure a grant for a digital sign located at the Municipal office on the main street Currie Road o Providing high visibility to residents and people leaving the 401 corridors Goals Resident online portal to conduct personal business or access to public central depository Continue to provide accessible recreational opportunities Timelines Ongoing Implementation and introduction of online resident portal 31 45 Municipality of West Elgin Part I – General Requirements Progress Accessibility Policies updated in 2021 Multi-Year Accessibility Plan in conjunction with Elgin County in 2015 and expired at the end of 2020 Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015,2017 & 2019 Accessibility on-boarding training provided by HR staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC) requirements, which includes online video options Desk Audit completed in 2021 by Ministry for Seniors and Accessibility Goals Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens Create better tracking of accessibility training Provide updated training for writing accessible reports for Council and Committees Timelines Ongoing Working with Elgin County Accessibility Coordinator on developing training for staff Monitoring ongoing and future potential updates to the IASR via Standards DevelopmentCommittee Recommendations 2021-2023 Writing accessible reports training before the end of 2022 Review procurement policy Ensure transit policies are up to date Part II – Information and Communications Progress Website redevelopment in 2020 to WCAG 2.0 Level AA compliance Accessibility Feedback Procedure & Feedback Form created in 2018 32 46 Goals Review Request for Accessible Formats and Communications supports Procedure and Accessibility Feedback Procedure & Feedback Form for potential areas to upgrade above and beyond IASR requirements Training for staff on accessible Social Media posting Purchase of Accessibility scanning software for website to ensure compliance is maintained Timelines Ongoing Receive accessible document training for document authors and staff website content writers Accessibility Feedback Procedure & Feedback Form review and updates to ensure compliance 2021-2023 Update request for Accessible Formats and Communication Supports Procedure Part III – Employment Progress All job postings include a statement about being an equal opportunity employer and that accommodation for accessibility purposes can be requested (2018) Updated Workplace Accommodation and Emergency Procedures for Accessibility policies (2021) Goals Ensure that Human Resources policies reflect best practices and IASRstandards Timelines Ongoing Ensure that Human Resources policies reflect best practices and IASR requirements by conducting annual reviews Part IV -Transportation Progress Creation of Four Counties Transit Service Accessibility Policy (2019) Creation of Four Counties Transit Accessibility Training (2020) Goals Ensuring policies and training standards are met as per the IASR 33 47 Timelines Ongoing Review and update all Four Counties Transit Service Policies to ensure they are meeting industry best practices and IASR Transportation Standard 2021-2023 Procurement of a new Accessible Transit Bus Part IV.1 – Design of Public Spaces Accessible Built Environment Progress Creation of accessible parking spot in West Lorne on Main Street (2018) Installation of a barrier free playground in Miller Park (2020) Creation of accessible parking spaces at Miller Park (2019) Redevelopment of Municipal Office to include barrier free washroom for public use, barrier free work spaces and improve accessibility to office o Received Enabling Accessibility Fund –small projects Grant (2020) Goals Applied for Enabling Accessibility Fund – mid-sized projects Grant to provide improvements to accessibility at all recreation facilities, including pathways, washrooms, change rooms at pool and sliding entrance doors at facilities (2021) Redevelopment of all public washrooms to include barrier free washrooms and improve accessibility (Arena, Recreation Centre, Pool, Marina and Beach, Miller Park) Creation of multi-use pathways to link barrier free playground equipment and other amenities within Miller Park Redevelopment of change room at Rodney Community Pool to include lift and accessible change table, accessible showers and improved accessible doorways to and from pool Creation of a barrier free washroom within Recreation Centre Continue to work with the County Accessibility Coordinator monitoring potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program Timelines Ongoing Applying for grants to improve accessibility within all Municipal buildings 34 48 2021-2023 Redevelopment of all public washrooms to include barrier free washrooms and improve accessibility –Arena, Recreation Centre, Pool, Marina and Beach, Miller Park (pending funding approval) Creation of multi-use pathways to link barrier free playground equipment and other amenities within Miller Park (pending funding approval) Redevelopment of change room at Rodney Community Pool to include lift and accessible change table, accessible showers and improved accessible doorways to and from pool (pending funding approval) Creation of a barrier free washroom within Recreation Centre (pending funding approval) Part IV.2 Customer Service Progress Incorporated Customer Service Policy with updated Accessibility Policy meeting appropriate requirements (2021) Created accessible feedback form and policy (2019) Provided refresher training to staff on accessible customer service (2020) Developed on-boarding accessible customer service training video in conjunction with Elgin County Accessibility Co-Ordinator (2020) Goals Create Temporary Service Disruption Procedure Create Service Animals in the Workplace Procedure Create Support Persons Procedure Review and update accessibility feedback procedure while including an accessibility feedback form for members of the public Ensure Temporary Service Disruption Procedure is included in on-boarding training for staff responsible for corporate communications Timelines Ongoing Update the policies and procedures to better align them with IASR and AODA requirements and industry best practice Create the following procedures: o Temporary Service Disruption Procedure o Service Animals in the Workplace Procedure o Support Persons Procedure Ensure staff are trained at on-boarding on the Temporary Service Disruption Procedure 35 49 Town of Aylmer Part I – General Requirements Progress Multi-Year Accessibility Plan created in 2015 and expired at the end of 2020 Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2017, 2018, 2019 Updated all HR Policies to correspond with introduction of the Integrated Accessibility Standards Regulation (2017) Updated accessibility training for all staff at the Town of Aylmer to include the IASR (2017) Updated the orientation training to align with HR Policy and training updates with respects to the IASR (2017) Provided training on the IASR to Council members (2016) Goals Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens Updating accessibility training modules onto an all-encompassing, online training platform with Laserfiche with updated modules and accurate, automated record tracking Review to ensure compliance with the IASR and implement drafted policies pertaining to accessibility o Accessible Elections Guide (2022) Timelines Ongoing Continue monitoring the IASR to ensure policies and procedures reflect best practices and any changes made by the Standards Development Committee 2021-2023 Review and implement an Accessible Elections Guide (2022) Utilize new Laserfiche platform to better track accessibility training Update Procurement By-Law 34-19 to reflect current Accessibility criteria (2022) Part II – Information and Communications Progress Website redevelopment in 2020 to WCAG 2.0 Level AA compliance 36 50 Provided basic overview of WCAG 2.0 Level AA requirements to all staff Training provided by the website vendor on web accessibility Request for Accessible Formats and Communication Supports Procedure section created and added to the Accessibility Policy (2017) Added an Accessibility Feedback Procedure & Feedback section in the Accessibility Policy (2017) Emergency Services Department implemented an app available to the public that provides accessible emergency notifications (2018) Goals Update Town Council Reports and PowerPoint templates via Laserfiche to ensure continued compliance with the WCAG 2.0 Level AA Corporate training on website accessibility and accessible documents for administrative staff Timelines Ongoing Continue to ensure templates are in accessible format and provide updated templates to all staff on an ongoing basis Provide accessibility training to administrative staff on web compliance and accessible documents on an ongoing basis to ensure compliance with IASR requirements 2021-2023 Created and implemented an accessible logo to confirm that documents have been screened for accessibility and who to contact for accessible formats (2021) Part III – Employment Progress Review and update Accommodations Policy to reflect industry best practices Redeveloping the Recruitment section of the webpage to ensure it is user friendly and aligns with the IASR requirements o Notify public of changes to recruitment process to ensure applicants are aware of accommodation procedures Review and update Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices o Potential development of specific Emergency Response Plans based on specific disabilities 37 51 Goals Review and update Accommodations Policy to reflect industry best practices Redeveloping the Recruitment section of the webpage to ensure it is user friendly and aligns with the IASR requirements o Notify public of changes to recruitment process to ensure applicants are aware of accommodation procedures Review and update Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices o Potential development of specific Emergency Response Plans based on specific disabilities Timelines Ongoing Redevelopment of the Recruitment section of the website to improve recruitment process and ensure alignment with the IASR requirements Review of the Accommodation Policy and Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices Part IV.1 – Design of Public Spaces Accessible Built Environment Progress New Gazebo beside Town Hall meets the Ontario Building Code requirements and consultation with the builder was done to ensure the following: o The creation of a barrier free path of travel o The entrance width would accommodate mobility devices and equipment o All accessibility requirements were met per the IASR Goals Secured a Covid-19 Resiliency Fund to make renovations to Town Council Chambers that will aim to improve social distancing as well as accessibility Renovation project on the Town Council Chambers will improve the following: o Provide access to a separate public entrance with an accessible barrier- free washroom o Enlarge the Council Chambers to make it easier to access to improve accommodation options o Upgrading the technology in the Council Chambers to improve assistive services (closed captions, audio output, visibility of agendas/content) o Install a ramp to connect the adjoining buildings where the new Council Chambers will be located 38 52 Timelines 2021-2023 Renovation project to Town Council Chambers will be completed providing better access to the Chambers and accommodations for people with disabilities Part IV.2 Customer Service Progress Introduced new policies regarding Accessibility Service Animals in the Workplace, Accessibility Support Persons and Temporary Service Disruptions to account for the IASR requirements (2017) Accessible Customer Service training and quiz taken by all Town of Aylmer staff New website greatly assists with resident or visitor access to important Town of Aylmer information Goals Training on Customer Service to improve knowledge on accessibility and accommodations, as well as how to interact with people with various types of disabilities Review processes to determine if more can be transitioned to provide online options as well as in person options to increase accessibility Ongoing monitoring of IASR requirements to ensure that policies and procedures are aligned with Customer Services Standard and industry best practices Implement new online processes for providing public services to the community. This includes integration of the public facing Laserfiche portal to assist with property tax payment, building inspection services, vital statistics related information etc. Timelines Ongoing Review of policies and procedures to align it with best practices and IASR Training provided to all staff on Customer Service processes and interactions with persons with various types of disabilities 2021-2023 Review of processes to provide multiple means of accessing the processes (in person or online) 39 53 Township of Malahide Part I – General Requirements Progress Accessibility Policy updated in 2016 to address legislative changes to the Integrated Accessibility Standards Regulation (IASR) inclusive of an organizational commitment Multi-Year Accessibility Plan created in 2015 and expired at the end of 2020 Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 Accessibility on-boarding training provided by HR staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC) requirements Goals Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens Consider updating accessibility training modules onto an all-encompassing, online training platform with updated modules and accurate, automated record tracking Timelines Ongoing Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 Procurement Policy update Accessibility Policy review and update 2024-2026 Accessibility training updates Part II – Information and Communications Progress Website redevelopment in 2020 to WCAG 2.0 Level AA compliance Request for Accessible Formats and Communication Supports Procedure created in 2017 40 54 Accessibility Feedback Procedure & Feedback Form updated in 2018 Goals Receive accessible document training for document authors/ staff website content uploaders Review Request for Accessible Formats and Communications supports Procedure and Accessibility Feedback Procedure & Feedback Form for potential areas to upgrade above and beyond IASR requirements Timelines 2021-2023 Accessible document training 2024-2026 Review Request for Accessible Formats and Communications Supports Procedure and Accessibility Feedback Procedure & Feedback Form Part III – Employment Progress All job postings let the public know that accommodations are available upon request during the recruitment process Human Resources Policy B-4.3 Accommodating Special Needs updated in 2013 Goals Update HR Policy B-4.3 Accommodating Special Needs to reflect industry best practices and IASR requirements Create Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices Create new Return to Work Process and Return to Work Plan for employees Timelines 2021-2023 Update HR Policy B-4.3 Accommodating Special Needs Create Emergency Workplace Response for Employees with Disabilities Create new Return to Work Process and Return to Work Plan 41 55 Part IV.1 – Design of Public Spaces Accessible Built Environment Progress In consultation with the County of Elgin & Central Elgin Joint Accessibility Advisory Committee, the Township of Malahide is able to utilize the following documents in place of their respective consultation requirements as outlined above o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin County Accessible On-street Parking Standard o Elgin County Rest Areas Consultation Document Installed new playground equipment in 2019 at Mill Street Park in Springfield incorporating accessible play features Sidewalk installations at WonnacottPark in Port Bruce in 2018 Hard surfacing, accessible parking installed at the observation deck In Port Bruce in 2019 Additional accessible picnic tables purchased at both Port Bruce, Malahide Community Placeand Mill Street Park across 2018 & 2019 Engineered Wood Fibre (EWF)installed in 2018 at the playground area in Port Bruce, providing significant upgrades to the previous surface Goals No major built environment/ capital projects planned at this time – most municipal building is fairly new and not considering any significant renovations over the next 5 years Continue to work with the County Accessibility Coordinator monitoring potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program Timelines Ongoing Monitor funding opportunities Part IV.2 Customer Service Progress Accessibility Policy updated in 2016 meeting appropriate requirements as it relates to the Customer Service Standard Created Accessibility Feedback Procedure (2017) 42 56 Created Accessibility Training Procedure (2017) Created Temporary Service Disruption Procedure (2017) Created Service Animals in the Workplace Procedure (2017) Created Support Persons Procedure (2017) Goals Accompanying the goals laid out in the General Requirements Section as it relates to job specific training, consider creating a customer service focused training module for all Township staff to complete in addition to the standard on- boarding accessibility training Review and update Service Animals in the Workplace Procedure to reflect new industry best practices Review and update accessibility feedback procedure while including an accessibility feedback form for members of the public Ensure Temporary Service Disruption Procedure is included in on-boarding training for staff responsible for corporate communications Timelines 2021-2023 Customer service focused training module Review and update Service Animals in the Workplace Procedure Ensure Temporary Service Disruption Procedure is included in communications related to on-boarding training Review and update accessibility feedback procedure 2024-2026 Review Accessibility Feedback Procedure and Form 43 57 Township of Southwold Part I – General Requirements Progress Accessibility policy updated in 2019 to address Accessible Maintenance procedures relating to any newly constructed or redeveloped elements provided for under the Design of Public Spaces Standard. Multi-Year Accessibility Plan created in 2016 and expired at the end of 2020 Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 Goals Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements Timelines Ongoing Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 Accessibility Policy review and update Part II – Information and Communications Progress Website redevelopment in 2021 to WCAG 2.0 Level AA compliance Accessibility Feedback Procedure and Feedback Form updated in 2019 Accommodation Policy updated in 2019 Goals Receive accessible document training for document authors/ staff website content uploaders Timelines 2021-2023 Accessible document training 2024-2026 Web content to meet success criteria 1.2.4 Captions (Live) Web content to meet success criteria 1.2.5 Audio Descriptions (Pre-Recorded) 44 58 Part III – Employment Progress All job postings let the public know that accommodations are available upon request during the recruitment process Accommodation Policy updated in 2019 Goals Review and update Emergency Workplace Response for Employees with Disabilities procedure Review and update the Return to Work Process and Return to Work Plan Timelines 2021-2023 Review and update the: o Emergency Workplace Response for Employees with Disability procedure o Return to Work Process and Return to Work Plan Part IV.1 – Design of Public Spaces Accessible Built Environment Progress In consultation with the County of Elgin and Central Elgin Joint Accessibility Advisory Committee, the Township of Southwold is able to utilize the following documents in place of their respective consultation requirements as outlined above: o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin County Accessible On-street Parking Standard o Elgin County Rest Areas Consultation Document Completion of a new accessible playground at the Talbotville Meadows Subdivision Park Completion of accessible walking trails at parks in Shedden, Fingal and Talbotville Goals Completion of new accessible playground and pavilion at the Shedden Open Space Park – 2021 Continue to work with the County Accessibility Coordinator monitoring potential funding opportunities for built environment relating to accessibility under the 45 59 Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program Timelines Ongoing Monitor funding opportunities Part IV.2 Customer Service Progress Created Accessibility Feedback Procedure (2019), updated (2019) Created Accessibility Training Procedure (2017), updated (2019) Created Temporary Service Disruption Procedure (2017) Created Service Animals in the Workplace Procedure (2017) Created Support Persons Procedure (2017) Updated Accommodation Policy (2019) Goals Conduct a thorough review of all customer service policies and procedures (Accessibility Feedback Procedure, Accessibility Training, Temporary Service Disruption Procedure, Service Animals in the Workplace Procedure, Support Persons Procedure, and Accommodation Policy), and update accordingly Provide annual training to staff on customer service policies and procedures Provide bi-annual training to all Township of Southwold Volunteers and Committee members on customer service policies and procedures Timelines 2021-2023 Conduct a thorough review of all customer service policies and procedures (Accessibility Feedback Procedure, Accessibility Training, Temporary Service Disruption Procedure, Service Animals in the Workplace Procedure, Support Persons Procedure, and Accommodation Policy), and update accordingly. Provide annual training to staff on customer service policies and procedures 2024-2026 Provide bi-annual training to all Township of Southwold Volunteers and Committee members on customer service policies and procedures 46 60 Communication This plan will be available on Elgin County’s website, located at www.elgincounty.ca.A print copy of this plan is also available by contacting the County’s Accessibility Coordinator. Local Municipal Partner Websites: Municipality of Bayham: https://www.bayham.on.ca/ Municipality of Central Elgin: https://www.centralelgin.org/en/index.aspx Municipality of Dutton Dunwich: https://www.duttondunwich.on.ca/ Municipality of West Elgin: https://www.westelgin.net/en/index.aspx Town of Aylmer: https://aylmer.ca/ Township of Malahide: https://www.malahide.ca/en/index.aspx Township of Southwold: https://www.southwold.ca/en/index.aspx Feedback The County of Elgin is committed to ensuring accessibility is a reality throughout all facilities and business operations. There is still so much to accomplish, and as we progress, we would like to hear from you! Do you have any thoughts or feedback on what has been accomplished so far? Please contact us with your questions and ideas: Elgin County Accessibility Feedback Form Contact Information Phone: 519-631-1460 x 167 Fax: 519-633-7785 Mail: Sarah Savoie, Accessibility Coordinator Elgin County, Administration Building 450 Sunset Drive, St. Thomas ON N5R 5V1 Email: ssavoie@elgin.ca This document is available in accessible format and/or with communication supports, upon request. 47 61 Appendix A Accessible Maintenance Procedures Maintenance of Accessibility Elements Design of Public Spaces Standard Purpose: To meet the requirements under the Integrated Accessibility Standards Regulation (O.Reg 191/11), Design of Public Spaces Standard (Section 80.44) Maintenance of Accessible Elements Practices To ensure that any newly constructed or redeveloped elements provided for under the Design of Public Spaces will have procedures for preventative and emergency maintenance of the accessible elements in public spaces. Scope Organizations shall ensure that their Multi-Year Accessibility Plan includes procedures for preventative and emergency maintenance of the accessible elements in public spaces as required under this Part and procedures dealing with temporary disruptions when accessible elements required under this Part are not in working order. The Design of Public Spaces Standard applies to public spaces that are newly constructed or redeveloped, that include: Recreational Trails and Beach Access Routes Outdoor Public Use Eating Areas Outdoor Play Spaces Exterior Paths of Travel Accessible Parking Application Departments that maintain elements listed under Scope: - Shall apply best practices in the preventative maintenance of accessible elements with periodic checks such as; o Annual inspections, or more frequently as per the Minimum Maintenance Standards o After storms or events that might affect accessible elements o As part of any reports of vandalism or complaints - Shall apply best practices in the emergency maintenance of accessible elements with active response once notified 48 62 -Shall apply best practices in the emergency maintenance of accessible elements with active response once notified -Shall continue to provide public notification of temporary disruptions in keeping with compliance requirements under the Integrated Accessibility Standard Regulation (O. Reg 191/11) and the Municipality’s corresponding policy: o Notice of the disruption will include: the reason for the disruption, its anticipated duration and a description of alternative facilities or services, if any that are available o Notice will be given by posting the information in a conspicuous place as well as by posting the information on the Municipal website -Notify the Road Supervisor for the affected Municipality (where applicable) -Repair as soon as practicable 49 63 Appendix B Temporary Service Disruptions If a temporary service disruption is planned the County will give notice of the disruption. Notice of the disruption will include: the reason for the disruption, its anticipated duration and a description of alternative facilities or services, if any that are available. Procedures for specific service disruptions will be developed, and a copy of the procedures will be available to individuals upon request. Notice will be given by posting the information in a conspicuous place as well as by posting the information on the County or Library website. Temporary Service Disruptions Procedure Purpose The purpose of this procedure is to establish guidelines for providing notification of temporary disruptions of service to people with disabilities. These notices may be for either planned or unexpected disruptions of service. Implementation Notices for both unexpected and planned service disruptions will be provided in a variety of formats that will take into account a range of disabilities and will outline: The reason for the disruption; Its anticipated duration; A description of alternative facilities or services, if any are available; and, Contact information. Notices for unexpected service disruptions will be posted as soon as possible, using large, clear print and plain language at the physical entrances to the facility and throughout the facility (if required) and in any other location that the County deems is necessary. Notices for planned service disruptions will be posted using large, clear print and plain language at the physical entrances to the facility and throughout the facility where necessary. In addition, planned service disruptions that are intended to last more than 48 hours will be posted on the County’s website. 50 64 1 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE:November 23, 2021 SUBJECT: Library, Museum and Archives Service Updates – September to November 2021 RECOMMENDATION: THAT theNovember 23, 2021 report titledLibrary, Museum and Archives Service Updates – Septemberto November2021 submitted by the Director of Community and Cultural Services be received and filed for information. INTRODUCTION: This report provides County Council with service and project updates for Elgin County Library, Elgin County Museum and Elgin County Archives for the period of Septemberto November2021 relative to the province’s COVID-19 re-opening framework. DISCUSSION: Elgin County Library, Elgin County Museum (including the Elgin County Heritage Centre) and Elgin County Archives remain under service and safety protocols outlined in Step 3 of the province’s Roadmap to Reopen established in July. This means that all facilities are operating under a 50 per cent capacity limit without proof of vaccination required for entry, as long as other safety protocols such as masking, physical distancing and customer service behind plexiglass are observed. Staff are recommending that current capacity limits be maintained for at least the remainder of 2021 in lieu of proof of vaccination until more definitive guidance is available from the province or Southwestern Public Health. The following is an update on current service levels and projects at each institution: Elgin County Library Curbside Pickup service continues and interior branch spaces remainopen for all services, including service from the circulation desk as well as self check out stations, browsing the collections, use of computers and wifi, photocopying, printing and reader’s advisory services. Capacity is being controlled through on-going use of the concierge model, with 3 patrons allowed to enter the branch for every 1 staff member. Visits have now been increased to one hour from 30-minutes, with extensions permitted where occupancy limits allow. Hours of operation are now back to 100 per cent of pre- 65 2 pandemic hours according to the revised schedule approved by County Council on September 14, 2021. Current hours and safety protocols for service can be viewed here. The following are highlights of projects and initiatives undertaken by library staff during this period: Circulation of print materials has increased to over 80 per cent of pre-pandemic levels (82% during the month of October). A full analysis of circulation levels throughout the year will the subject of the library’s annual report in early 2022. Re-introduction of adult programming, including book clubs, within library space and following COVID-19 health and safety and capacity protocols. Many of these programs are made possible through kits provided by St. Thomas Public Library as part of a growing partnership between the two systems. Introduction of new self-directed drop-in family story time formatwhich allows families to self-engage in stories, games and crafts in the library. Staff continue to prepare take ‘n’ make style activities for families to take home with them after their library visit. Launch of a public consultation process on going fine-free as outlined in the presentation to County Council on September 28, 2021. This consultation is utilizing the County’s Engage Elgin platform and can be viewed here. Free printing and lamination of COVID-19 vaccine certificates. Over a hundred of these certificates were printed in the month of October alone. Addition of 8 new Wonderbook titles through the financial support of the Sarah Badgley Literacy Fund, which is captured in the press release here. Wonderbooks are print books for young children with pre-loaded audio players that play out loud or connect to headphones and include both a read-along and learning mode, as well as a narrator-led question and answer session. Renewal of participation in Ontario Parks Day Use Permit Lending programfor 2022. To-date the park permit collection has had 151 checkouts. Ongoing provision of Library virtual live chat reference and readers’ advisory service with approximately 40 inquiries monthly. Negotiation of a contract extension with London Public Library for the hosting of the library’s catalogue data. This agreement will require further consideration in 2022 as part of the renewal of the library’s integrated library system contract. Participation in programming and events surrounding the National Day for Truth th and Reconciliation on September 30, as outlined in the news post here. Programs ran across the system relating to Indigenous themes and authors. Staff played an active role in events hosted by the Municipalities of West Elgin and Dutton Dunwich. Elgin County Museum / Elgin County Heritage Centre / Elgin County Archives Facilities are open for public visits. No appointment is needed to visit the Elgin County Heritage Centre, subject to safety protocols such as masking, physical distancing and customer service behind plexiglass. Archives is open to the public by appointment. 66 3 The followingare highlights of projects and initiatives undertaken by museum and archives staff during this period: Launch and an exhibit called “My Story, My Tattoo”, a travelling exhibit from the Wellington County Museum and Archives. There were 64 visitors to this exhibit in the month of October, a sign that the public is gradually returning to the centre after COVID-19 restrictions. Staff participated in two partnership meetings with representatives of the Oneida Language and Cultural Centre, one on site at the Heritage Centre and another on site at Oneida. Among the many items discussed is future participation by Oneida in the “Museums of Elgin County” database. Both museum and archives provided extensive content for social media channels, media and community groups surrounding Remembrance Day programming. Elgin County Cycling History Murals Project – This project is made possible due to the support of the estate of Donna Vera Evans Bushell and involves the installation of six murals depicting cycling heritage at the following locations: Port Burwell, Port Bruce, Belmont, Shedden, Dutton and Rodney. Murals for Belmont, Port Burwell and Shedden will be installed before the end of November. The three remaining murals will be installed in spring 2022. Augmented Reality project – This project is also funded by the Bushell estate. Initial experiences based in St. Thomas were launched in June and further experiences relating to Port Stanley will be launched shortly. On-going digitization work of early local newspapers and photographs from the former Stollery Studio. Much of this work has been completed through an internship project supported by Young Canada Workers in Heritage Institutions. Museum also has a summer student that has been extended into December under this program who is supporting collection work. Hosting of a meeting of the Elgin County Museum Advisory Committee on October 6, 2021. This meeting resulted in a recommendation to revise the committee’s representation to include an additional member from County museum’s which Council subsequently approved on October 26, 2021. FINANCIAL IMPLICATIONS: Library revenue continues to be well below pre-pandemic levels but this has been more than mitigated by savings in staffing costs and other parts of the budget. Councilcan expect the results of the public consultation process on the library’s proposed move towards going fine free by early 2022. The anticipated impact of this move has been incorporated into the library’s draft 2022 budget. 67 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: Local municipal partners have been kept informed of the library’s service planning and hours as service has evolved. This includes the amendments to branch hours that took effect in September. Partners have been providing appropriate support such as cleaning under the terms of the County’s leases for library facilities. Any further changes to library service will be communicated to partners well in advance of implementation. COMMUNICATION REQUIREMENTS: These service updates have been posted on respective websites, through social media accounts and as part of the County’s weekly ads running in local newspapers. Any immediate changes to service levels and procedures will be communicated through these channels. 68 5 CONCLUSION: Library, museum and archives’ services are nearingpre-pandemic levels despite public occupancy limits remaining at 50 per cent. Some library programs, particularly for adults, have been re-established, and plans have been developed for the re-introduction of larger scale children’s programs as soon as early 2022. The Heritage Centre is open for public visits and staff in museum and archives continue to engage in collection work, digitization activities and special projects funded through the Bushell estate. Approved for Submission All of which is Respectfully Submitted Julie Gonyou Brian Masschaele Chief Administrative Officer Director of Community and Cultural Services 69 1 REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services DATE: November 15, 2021 SUBJECT: Meals on Wheels Agreement Elgin/WECHC RECOMMENDATIONS: THAT the report titled “Meals on Wheels Agreement Elgin/WECHC” dated November 15, 2021 be received and filed; and, THAT Council authorize the Warden and Chief Administrative Officer to execute the agreement between Elgin and West Elgin Community Health Centre (WECHC) for the time period of January 5, 2022 to January, 2024. INTRODUCTION: The purpose of this report is to seek Council approval for execution of the Meals on Wheels Supply Agreement between Elgin (County) (“Elgin”) and West Elgin Community Health Centre (“WECHC”). BACKGROUND AND DISCUSSION: On July 27, 2018, Elgin and WECHC executed a further Meals on Wheels Supply Agreement, for the Term commencing July 1, 2018 and ending June 30, 2020, for the supply of fresh hot meals from kitchen facilities at the Bobier VillaFacility. Due to pandemic restrictions which frustrated performance of the said Agreement, Elgin and WECHC agreed to suspend the operation and Term of the said Meals on Wheels Supply Agreement effective April 2020. In consultation with the County Solicitor, the Director of Homes and Seniors Services has reached consensus with representatives of WECHC for a new Meal Supply Agreement for the time period of January 5, 2022 to January 4, 2024. Within the Agreement, the following pricing changes are noted: Meal price increase from $6.75/meal to $7.00/meal effective January 5, 2022 – January 4, 2023 Meal price increase from $7.00/meal to $7.15/meal effective January 5, 2023 – January 4, 2024 70 2 Double portions price increase from $3.30/meal to $3.50/meal effective January 5, 2022 – January 4, 2024 A photocopy of the draft new Meal Supply Agreement is attached as Schedule “A” to this Report. FINANCIAL IMPLICATIONS: Based upon a review of current and forecasted labour, food and packaging costs, the above price increase recommendations will support the costs associated with both preparing and providing meals on wheels services to seniors in West Elgin communities. Additionally, modest net revenues to Elgin are anticipated for the term of the proposed agreement. 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: Providing nutritional meal service to community residents continues to be a valuable and needed service. COMMUNICATION REQUIREMENTS: WECHC will communicate price increases as applicable to community residents receiving meals on wheels services. 71 3 CONCLUSION: Staff is pleased to recommend an Agreement to Council to provide Meals on Wheels services with a minimal price increase to community residents; and, seeks approval and authorization to execute the agreement to do so. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Michele Harris, Chief Administrative Officer Director of Homes and Seniors Services 72 MEALS ON WHEELS AGREEMENT This Agreement is made as of the ______ day of _______________, 2021. B E T W E E N WEST ELGIN COMMUNITY HEALTH CENTRE (hereinafter “Purchaser”) -and- CORPORATION OF THE COUNTY OF ELGIN BOBIER VILLA (hereinafter “Supplier”) RECITALS: WHEREAS the Purchaser wishes to engage the Supplier to prepare the meals (“Meals”) for its Meals on Wheels Program, upon the terms and conditions set out in this Agreement. NOW THEREFORE in consideration of the sum of ONE DOLLAR ($1.00) now paid by the Purchaser to the County as well as the mutual covenants contained herein, the nature and extent of which consideration is acknowledged as sufficient and received, the Parties hereto agree as follows: SECTION 1 — DEFINITIONS 1.1 In this Agreement, unless the context otherwise requires, the following terms shall have the following meanings: (1) “Agreement” means this agreement, including any recitals and schedules to this agreement, as amended, supplemented or restated from time to time. (2) “Client” means any person who receives a Meal. (3) “Client Information” means any and all material, data or any other information whatsoever, whether in verbal, written or any other form, relating to Clients, including name, address, telephone number, information concerning dietary requirements or restrictions and any and all other personal health information and health data that the Supplier may obtain or have access to in the course of performing its duties under this Agreement. (4) “Statutory Holidays” means the statutory holidays listed in Schedule “A” to this Agreement. SECTION 2 — TERM AND TERMINATION 2.1 The term of this Agreement shall commence on January 5, 2022 and shall terminate on January 4, 2024 (the “Term”), unless sooner terminated in accordance with the provisions of this Agreement. 2.2 This Agreement may be extended upon such terms and conditions as may be reached by mutual agreement of the parties in writing not less than sixty (60) days before the expiration of the Term or any extension thereof. If the parties fail to reach agreement at least sixty (60) days prior to the expiration of the Term or any extension thereof, this Agreement shall terminate. 2.3 The Purchaser may terminate this Agreement at any time on sixty (60) days’ prior written notice to the Supplier. 2.4 The Supplier may terminate this Agreement at any time on sixty (60) days’ prior written notice to the Purchaser. 2.5 The Purchaser may terminate this Agreement immediately upon notice in writing to the Supplier if: (1) an order is made under any statute, law, regulation, enactment or ordinance from time to time applicable requiring the Supplier to close its premises or any part thereof; or 73 – 2 – (2) the Supplier is convicted of an offence under any statute, law, regulation, enactment or ordinance from time to time applicable; or (3) otherwise complying with obligations in effect as of the date of termination. 2.6 The expiration or sooner termination of this Agreement shall not relieve or release either party from making payments that might be owing under this Agreement. SECTION 3 — COMPENSATION 3.1 The Purchaser shall pay the Supplier the sum of $7.00 per Meal, consisting of an entree, salad and dessert, from January 5 , 2022 to January 4, 2023 and $7.15 from January 5, 2023 to January 4, 2024. Double portions can also be purchased at an additional cost of $3.50 during this time period. 3.2 The Supplier shall invoice the Purchaser on a monthly basis for all Meals prepared in accordance with this Agreement, with payment due within thirty (30) days of the date of th the invoice. The Purchaser shall email the Supplier by the end of the 5 business day of each month to advise of the number of meals for the previous month. 3.3 The Supplier shall keep accurate and systematic accounts in respect of the Meals and services provided under this Agreement in accordance with generally accepted accounting principles. SECTION 4 — MENUS AND SCHEDULES 4.1 The Supplier agrees to supply the Purchaser with meals on Monday, Wednesday and Fridays with the option of adding Tuesday and Thursday as per client request. 4.2 The Meals will be ready for pick up by the Purchaser’s volunteers by 11.30 a.m. for the West Lorne and Rodney routes and 11:45 a.m. for the Dutton route and such volunteers will return delivery equipment to the Supplier after meals have been delivered. Specialty diet meals are to be clearly identified for the volunteers. 4.3 Meal specifications will be followed as provided for in Schedule “A” attached to this Agreement. 4.4 The Supplier shall ensure that the Purchaser’s volunteers have a safe and clean area in its premises in which to meet for assembly of Meals. 4.5 Meals will be ordered and updated before 3:00 pm on the preceding day. The Purchaser shall have the right to cancel the preparation of Meals on any day by notifying Supplier by no later than 9:30 a.m. on such day, and there will be no charge for that day’s Meals. Due to inclement weather or an emergency, it may be necessary to cancel the service for one day. The Purchaser will determine the delivery of meals under these conditions. 4.6 The Purchaser will be responsible for the supply of delivery equipment (ie; coolers, hot packs, etc.). The Supplier will store, clean, disinfect and sanitize all equipment according to provincial legislation and in addition to the Meals, the Supplier will provide all food containers required for Meals packaging and delivery. SECTION 5 — WARRANTIES AND REPRESENTATIONS 5.1 The Supplier hereby warrants and represents to the best of its current knowledge that: (1) in preparing the Meals under this Agreement it will utilize only food articles, ingredients, packaging and labelling that are, to the best of the Supplier’s knowledge in acting diligently and in full compliance with all applicable food handler’s legislation standards; (2) all Meals shall be prepared, stored and readied for delivery in accordance with best practices for food preparation and safety and, as a minimum, in accordance with the requirements of any statute, law, regulation, enactment or ordinance from time to time applicable concerning, without limitation: (a) food temperature control; 74 – 3 – (b) protection of food from contamination; (c) employee hygiene and hand washing; (d) maintenance and sanitation of surfaces and equipment that come into contact with food; (e) maintenance and sanitation of surfaces and equipment that do not come into contact with food; (f) maintenance and sanitation of washrooms; (g) storage and removal of waste; and (h) pest control; (3) it shall keep such records in respect of the preparation, storage, handling and readying for delivery of the Meals as are prescribed by any statute, law or regulation from time to time applicable and shall keep the records in such form, with such detail and for such length of time as is prescribed by such statute, law or regulation; (4) it holds and will continue to hold throughout the term of this Agreement all licenses, approvals and permits required to perform its obligations hereunder; and (5) it shall at all times be registered with and report to the proper authorities and shall be responsible for paying all taxes, employment insurance contributions, Canada Pension Plan contributions, employer health tax, Harmonized Sales Tax, workers’ compensation premiums or any other payments for which the Supplier may be liable at law in respect of the fees payable under this Agreement 5.2 The representations and warranties of the Supplier contained in this Agreement shall survive the expiration or sooner termination of this Agreement. 5.3 The Supplier covenants and agrees to take all steps necessary to cause each of its representations and warranties to remain true and correct throughout the Term. SECTION 6 — INSURANCE 6.1 The Supplier covenants that it has and shall maintain in full force and effect during the Term and any renewals thereof, at its own cost and expense, comprehensive general liability insurance including product liability coverage, which shall include, without limitation coverage for a limit of not less than Five Million Dollars ($5,000,000.00) per occurrence including personal injury, death or property damage. 6.2 The Purchaser covenants that it has and shall maintain in full force and effect during the Term and any renewals thereof, at its own cost and expense, comprehensive general liability insurance, professional liability insurance and property insurance, each of which shall include, without limitation coverage for a limit of not less than Five Million Dollars ($5,000,000.00) per occurrence including personal injury, death or property damage. 6.3 Each party shall deliver certificates of insurance to the other party within ten (10) days of the request of the other party at any time during the Term. SECTION 7 — INDEMNITY 7.1 The Supplier agrees to indemnify and save the Purchaser harmless from and against: (a) all claims for bodily injury or death, property damage or other loss or damage arising under this Agreement from the conduct of any work or any act or omission of the Supplier or anyone for whom it is in law responsible, and for all costs, expenses and liabilities incurred by the Purchaser in connection with such claims, including reasonable legal fees, unless caused or to the extent contributed to by the negligent or willful act or omission of the Purchaser; and (b) any loss, cost, expenses or damages (including, reasonable legal fees), suffered by the Purchaser due to any breach by the Supplier of any of its covenants and 75 – 4 – obligations under this Agreement, unless caused or to the extent contributed to by the negligent or willful act or omission of the Purchaser. 7.2 The Purchaser agrees to indemnify and save the Supplier harmless from and against: (a) all claims for bodily injury or death, property damage or other loss or damage arising under this Agreement from the conduct of any work or any act or omission of the Purchaser or anyone for whom it is in law responsible, and for all costs, expenses and liabilities incurred by the Supplier in connection with such claims, including reasonable legal fees, unless caused or to the extent contributed to by the negligent or willful act or omission of the Supplier; and (b) any loss, cost, expenses or damages (including, reasonable legal fees), suffered by the Supplier due to any breach by the Purchaser of any of its covenants and obligations under this Agreement, unless caused or to the extent contributed to by the negligent or willful act or omission of the Supplier. 7.3 The parties agree each with the other that either one receiving notice of a claim shall give the other prompt written notice of any claim to which it claims the indemnity in this Section applies and shall provide all such assistance as the indemnifying party may reasonably request with respect to the conduct of proceedings or settlement discussions. 7.4 The indemnities set forth in this Agreement shall survive the expiry and/or other termination of this Agreement. SECTION 8 — CLIENT INFORMATION AND CLIENT RECORDS 8.1 The Supplier covenants and agrees that it will not use or disclose to any third party any Client Information except to the extent necessary to perform its obligations under this Agreement and with the consent of the Client, or where required by law. 8.2 Upon termination, for any reason, of this Agreement, or at any time prior to the termination upon the request of the Purchaser, the Supplier will deliver forthwith to the Purchaser all Client Information (including all notes, records and documents pertaining thereto), received from the Purchaser that is in its possession or under its control at that time; provided that, at all times, the Supplier shall be permitted to keep one copy of any such record or document constituting Client information to satisfy and comply with its statutory and regulatory obligations, including but not limited to those provided for in the Long Term Care Home Act, 2007 (LTCHA), Health Promotion and Protection Act (HPPA), and Personal Health Information Protection Act (PHIPA). The County will retain all Client Information generated by the Supplier and those documents will remain the property of the County of Elgin. 8.3 In the event of any dispute, claim or litigation commenced on the part of or on behalf of any Client, the Purchaser will provide the Supplier with such access to the Client Information as it requires in order to prepare a legal defence. 8.4 The provisions of this section shall continue in force, notwithstanding the termination of this Agreement. SECTION 9 — GENERAL MATTERS 9.1 The parties are independent Contractors. Nothing contained in this Agreement shall be deemed to constitute the Purchaser or Supplier as agents, joint venturers or partners of one another for any purpose. For greater certainty, nothing in this Agreement shall be construed as creating an employer-employee relationship between the Purchaser and any of the Supplier’s employees or personnel. 9.2 The division of this Agreement into sections and the insertion of headings are for convenience of reference only and are not to affect the construction or interpretation of this Agreement. 9.3 This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and each of the parties hereto hereby irrevocably attorns to the jurisdiction of the courts of the Province of Ontario for all matters arising herein. 76 – 5 – 9.4 Supplier shall not assign this Agreement without the prior written consent of the Purchaser. This Agreement shall enure to the benefit of and be binding upon the parties and their respective successors and assigns. 9.5 Any provision of this Agreement that is invalid or unenforceable shall not affect any other provision and shall be deemed to be severable. 9.6 No amendment, supplement or restatement of any term of this Agreement is binding unless it is in writing and signed by each party. 9.7 This Agreement may be executed and delivered in any number of counterparts, each of which when executed and delivered is an original but all of which taken together constitute one and the same instrument. To evidence the fact that it has executed this Agreement, a party may send a copy of its executed counterpart to the other party by facsimile transmission and the signature transmitted by facsimile shall be deemed to be the original signature for all purposes. 9.8 Time shall be of the essence of this Agreement. 9.9 This Agreement constitutes the entire agreement between the parties with respect to the subject matter of this Agreement and supersedes all prior negotiations and understandings. 9.10 Unless otherwise specified, words importing the singular number shall include the plural and vice versa, words importing gender shall include the masculine, feminine and neutral genders, and references to persons shall include individuals, trusts, firms and corporations. The term “including” means “including without limitation”. 9.11 Unless otherwise specified, each notice to a party must be given in writing and delivered personally or by courier, sent by prepaid registered mail or transmitted by fax to the party as follows: To WECHC: West Elgin Community Health Centre 153 Main Street, West Lorne, ON N0L 2P0 Shelly Vergeer SVergeer@wechc.on.ca 519-768-1715 Ext. 2210 To Supplier: Corporation of the County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Michele Harris mharris@elgin.ca 519-631-1460 ext. 191 or to any other address, fax number or person that the party designates. Any notice, if delivered personally or by courier, will be deemed to have been given when actually received, if transmitted by fax before 3:00 p.m. on a business day will be deemed to have been given on that business day, and if transmitted by fax after 3:00 p.m. on a business day, will be deemed to have been given on the Business Day after the date of the transmission. 9.12 Annual client satisfaction surveys will be implemented by the Purchaser’s Community Support staff and results will be shared with meal suppliers. 77 – 6 – IN WITNESS WHEREOF this Agreement has been executed by the parties as of the date first written above. SIGNED, SEALED, AND DELIVERED ) ) WEST ELGIN COMMUNITY ) HEALTH CENTRE In the presence of ) ) per:________________________________ ) Name: ) Position: ) ) We have authority to bind the Corporation. ) ) ) CORPORATION OF THE ) COUNTY OF ELGIN ) ) per:________________________________ ) Name: Tom Marks ) Position: Warden ) ) ) per: _______________________________ ) Name: Julie Gonyou ) Position: Chief Administrative Officer ) ) ) per:________________________________ ) Name: Michele Harris ) Position: Director of Homes and Seniors Services ) ) We have authority to bind the Corporation. ) 78 – 7 – SCHEDULE “A” SPECIFICATIONS AND SCHEDULE The Supplier will provide the following types of Meals, which will include an entrée (consists of 1 protein, 1 starch and 2 vegetables), salad (in summertime to replace 1 vegetable) and dessert: (1) regular; (2) diabetic; and (3) special meals to meet the specific dietary needs or restrictions of Clients including, without limitation puréed, restricted fat or food sensitivity/allergy Meals. The Purchaser will provide the Supplier with a list of all special Meals required and shall update the list from time to time as necessary to reflect changes in Clients or Client needs. The Meals on Wheels menu must have a minimum rotation time of three weeks and be reviewed by a registered dietician. A copy of the current menu is to be made available to the Meals On Wheels coordinating staff on an ongoing basis. Meals are to be date stamped and identified with the Meals on Wheels stamp. The Purchaser will send labels monthly with the date, the clients’ name and which route they are on. The Supplier shall not be required to provide Meals on the following Statutory Holidays: New Years Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Remembrance Day, Thanksgiving, Christmas Day and Boxing Day. 79 1 REPORT TO COUNTY COUNCIL FROM: Amy Thomson, Director of Human Resources; Stephanie Godby, Manager of Human Resources; Mike Hoogstra, Purchasing Coordinator DATE:November 23, 2021 SUBJECT:Compensation Review – RFP Award RECOMMENDATIONS: THAT the provision of consulting services associated with the Compensation Review and Pay Equity Analysis be awarded to Gallagher Benefits Services (Canada) Group Inc. in the amount of $25,465 (excluding HST); and, THAT the Warden and Chief Administrative Officer be authorized to sign the supporting consulting service agreement. INTRODUCTION: On August 10, 2021 County Council directed staff to present a report for approval on the following two (2) items: 1- Award selection for the Compensation Review and Pay Equity Analysis of Non- Union Staff, County Councillors and Boards of Council Request for Proposal (RFP); and, 2- A list of market comparators for utilization when determining compensation th compared at the 50percentile (per HR Policy). This staff report is to seek Council’s approval for the first item. Item 2, a recommended list of market comparators, will be prepared by Human Resources staff and the approved Consultant, and presented to County Council for consideration on December 9, 2021. DISCUSSION: Request for ProposalNo. 2021-P36 (refer to Attachment 1) was published on September 22, 2021 seeking a consultant with expertise in compensation review and pay equity analysis to conduct a review for the County. 80 2 Information that was advertised and posted on the County’s Bid Portal page https://elgincounty.bidsandtenders.ca, including RFP dates, proposals submitted and list of registered consultants, is attached to this report as Attachment 2. The Evaluation Committee (refer to Attachment 3), used a ‘Quality Based Selection Process’ utilizing a “two-part submission method” procurement process in which proposals were received astwo separate submissions. The first submission consisting of technical and qualitative information was opened and evaluated based on the following criteria: i) Strength of Consultant team including history, area of expertise, level of resources; ii) Demonstrated familiarity and prior work in the Municipal Government field; iii) Demonstrated knowledge and understanding of compensation practices; iv) Submission Content and understanding of requirements; v) Work schedule / Availability; vi) Reference Credentials. Once the technical proposals were evaluated in accordance with the requirements of the RFP document, the second submissionconsisting of the price information was opened only for those firms that achieved the minimum score. The firm selected by the Evaluation Committee is Gallagher Benefits Services (Canada) Group Inc. The total cost to complete the review is $25,465 (excluding HST). The proposal submitted by Gallagher Benefits Services (Canada) Group Inc. was the highest scoring qualified proposal and thus represented the best complete quality submission. All Proponents that submitted a proposal to the County will be advised of the contract award and will be offered a debriefing of their individual proposal submission. This is the same firm that completed the County’s last market salary review in 2015. Their organizational knowledge should be helpful for the current project. FINANCIAL IMPLICATIONS: The amount budgeted for this consulting services project is $30,000. There is sufficient funding to proceed with the contract award. 81 3 ALIGNMENT WITH STRATEGIC PRIORITIES: 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. CONCLUSION: As detailed above, the Evaluation Committee completed a quality-based evaluation and selection process in accordance with RFP 2021-P36 and subsequently the proposal submission from Gallagher Benefits Services (Canada) Group Inc. was deemed the successful qualified proponent and is recommended for award. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Amy Thomson Chief Administrative Officer Director of Human Resources Stephanie Godby Manager of Human Resources Mike Hoogstra Purchasing Coordinator 82 Attachment 1 83 Attachment 1 84 Attachment 1 85 Attachment 1 86 Attachment 1 87 Attachment 1 88 Attachment 1 89 Attachment 1 90 Attachment 1 91 Attachment 1 92 Attachment 1 93 Attachment 1 94 Attachment 1 95 Attachment 1 96 Attachment 1 97 Attachment 1 98 Attachment 1 99 Attachment 1 100 Attachment 1 101 Attachment 1 102 Attachment 1 103 Attachment 1 104 Attachment 1 105 Attachment 1 106 Attachment 1 107 Attachment 1 108 Attachment 1 109 Attachment 1 110 Attachment 1 111 Attachment 1 112 Attachment 1 113 Attachment 2 114 Attachment 2 115 Attachment 2 116 117 1 REPORT TO COUNTY COUNCIL FROM: Amy Thomson, Director of Human Resources DATE:November 17, 2021 SUBJECT: Organizational Culture Initiative – update RECOMMENDATION: THAT the report titled “Organizational Culture Initiative – Update” dated November 17, 2021 from the Director of Human Resources be received and filed. INTRODUCTION: As discussed with Council and the Budget Committee previously in 2019 and 2020, the County is undertaking work aimed at improving overall workplace health and wellness, in the form of organizational culture improvement initiatives. Improving corporate culture takes time and ongoing effort; therefore, we are planning over the long-term and a multi- faceted approach is needed. DISCUSSION: This report is to provide County Council an update on organizational culture work that is presently underway. We recently initiated the ‘Respect Lives Here’ program with consultant Sara Lutherfrom Forward Working, as discussed in detail during the 2021 budget deliberations. Sara and her program came highly recommended from other municipalities who have realized successful culture change utilizing this program. The program is very much tailored to our organization and aligns with principles of organizational change and culture improvement. The primary phase of this program includes engagement of the entire leadership team across the organization. Leadership has a significant impact on workplace culture; this is why the program starts by specifically engaging leadership and identified key influencers. Leaders must set theexample when it comes to acceptable workplace attitudes and behaviours. We have completed two of four 75-minute sessions with Sara Luther and already hearing positive feedback; much of which relates to the benefit of increased collaboration with stafffrom various departments. Many individuals had not met or worked together before, and are now enjoying collaborative work on this positive initiative. Additional feedback has included gratitude that the organization is resourcing this initiative, and showing value to staff via their inclusion. The other key element that work is underway on relates to corporate systems that must support a positive workplace culture – in this case it is key human resources policies 118 2 and procedures that speak to behaviours and attitudes that arevalued and acceptedby the corporation, and alternatively what is not appropriate in County workplaces. We must ensure we have thesystems in place to support the culture that we want. To facilitate this policy development work, Sara Luther requested volunteers from the leadership and key influencer group with hopes to have three or four individuals on the focus group. There were eight volunteers to take on this additional task, which shows the strong engagement and commitment of our leadership team! Essentially, a clear set of workplace values and improved HR policies will be the outcome over the next couple of months. Some additional organizational culture initiatives to date include: - Leadership training and development opportunities (especially for new and developing leaders) - Long-term Care Home specific facilitated sessions (Fall 2020, and Fall 2021) - Addition of mental health supports to existing benefit plans, providing options beyond psychologists to expand options for mental health support to staff and their covered family members (no added employer premium cost) - HR policy review and development (key policies under review in relation to Respect Lives Here initiative) - Homewood Employee and Family Assistance Plan (EFAP) provision with strong initial uptake and usage by staff; sharing of wellness resources throughout the pandemic Toxic culture and incivility in the workplace occur in part due to insufficient policiesor resources to support leaders, lack of leadership training, and leadership allowance of detrimental behaviours. Once the appropriate leadership training and policies are in place to support leaders in consistently ensuring positive workplace behaviours and attitudes, we should gradually see improvement in areas of toxic culture as it will not be tolerated or allowed. In line with culture improvement, it is also on our radar to review and revise our corporate performance appraisal process, as well as recognition andreward procedures. Note that a streamlined digital performance appraisal process will be captured within the new human capital management system. FINANCIAL IMPLICATIONS: All initiatives within budget parameters approved for 2021 and to be continued into 2022 (if approved). 119 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, necessarytools, 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. CONCLUSION: Ultimately, our goal is to foster a safe and healthy work environment for all staff. This includes a psychologically safe workplace, and targeted initiatives will continue to be developed to maintain and further improve our corporate culture across all of our workplaces. Another report will be forthcoming to Council in the next couple of months to provide an update and to have newly developed HR policies reviewed and approved by County Council. All of which is Respectfully Submitted Approved for Submission Amy Thomson Julie Gonyou Director of Human Resources Chief Administrative Officer 120 1 REPORT TO COUNTY COUNCIL FROM: Nancy Pasato, Manager of Planning Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO DATE:November 10, 2021 SUBJECT: Approval for Official Plan Amendment No. 10, Concession 6 Part of Lot 3, West Side of Highway 4, geographic Township of Yarmouth, now Municipality of Central Elgin Address: 400 Sunset Drive, Norman Lyndale File No.: CE OPA 10-21 Owner: Elgin Harvest Provisions Inc. RECOMMENDATIONS: THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No.10 to the Municipality of Central ElginOfficial Plan, File No. CE OPA 10- 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 Official Plan submitted Official Plan Amendment No.10 to the County of Elgin on October 21, 2021 for approval. 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 Local Planning Appeal Tribunal. DISCUSSION: The applicant is proposing a site-specific exception to the Office Professional designation to permit a standalone restaurant use. Specifically, the owners are looking 121 2 to convert an existing vacant building on the property into a restaurant and to allow for a future outdoor patio. The subject lands are designated Office Professional in the Municipality of Central Elgin Official Plan. A concurrent zoning by-law was also approved by the Municipality to permit the proposed restaurant use. Provincial Policy Statement, 2020 (PPS) Subsection 1.1.3 of the PPS provides that, settlement areas shall be the focus of growth and development, and that the land use patterns within settlement areas are based on densities and a mix of land uses which efficiently use land and resources and are appropriate for, and efficiently use, the infrastructure that is available. The property is currently serviced by municipal water and is on a private septic system, as such, subsection 1.6.6.5 as it relates to partial services would apply. This subsection provides that, within settlement area, partial services may be provided if site conditions are suitable for the long- term provision of such services with no negative impacts. A septic letter was provided to the satisfaction of municipal staff for the proposed use and no requirement to connect to municipal services were requested at the time of consultation. Subsection 2.1.8 speaks to development and site alteration adjacent to natural heritage features and provides that no development shall be permitted unless it has been demonstrated that there will be no negative impacts on the natural features or on their ecological functions. It was determined that the proposed use was unlikely to negatively impact the feature or area given that the restaurant would be contained within an existing building on the property and will be utilizing parking that is already in existence on site. County Official Plan The subject lands are located within the Community of Norman Lyndale, a Tier 1 Settlement Area and is intended to be one of the settlements where new growth is to occur. Settlement areas are the focus of growth, and a concentration of development and mix of permitted land uses including a variety of housing types, commercial and employment uses, institutional uses, community and recreational facilities, and open space. Subsection C1.1.2 sets out specific policy direction and objectives for commercial development in settlement areas. These include, "encourage commercial development that will provide a full range of goods and services, at appropriate locations, to meet the needs of the County's residents, employees and businesses" and, "promote the efficient use of existing and planned infrastructure by creating the opportunity for various forms of commercial and residential intensification, where appropriate". While not designated "commercial" in the Municipality of Central Elgin Official Plan, the Official Professional 122 3 designation is contained within the Commercial land use designation section of the OP. As such, the proposed use would be in keeping with the County direction on Commercial areas. A portion of property is identified as "Woodlands" on Appendix #1 - Natural Heritage Features. No development is proposed within the identified woodland and will be limited the existing built area. No impact then is anticipated to the natural heritage features or functions. An Environmental Impact Study was not requested given the scope and nature of the proposal. A copy of the Central Elgin adopted OPA No. 10 are attached to this report. FINANCIAL IMPLICATIONS: There will be no financial implications for the County as a result of this application. 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 10 will affect the Municipality of Central Elgin. COMMUNICATION REQUIREMENTS: Notice of adoption will be sent as per the requirements of the Planning Act. 123 4 CONCLUSION: The Council of the Municipality of Central Elgin supports this Amendment and adopted it by By-law No. 2646 on October 12, 2021. The Manager of Planning has reviewed File No. CE OPA 10-21, and therefore is of the opinion that this Official Plan Amendment is consistent with the Provincial Policy Statement 2020, and conforms to the County of Elgin Official Plan. All of which is Respectfully Submitted Approved for Submission Nancy Pasato Julie Gonyou Manager of Planning Chief Administrative Officer Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO 124 125 126 127 128 129 130 131 132 133 134 1 REPORT TO COUNTY COUNCIL FROM: Nancy Pasato, Manager of Planning Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO DATE:November 23, 2021 SUBJECT:Draft Plan of Subdivision Craigholme Estates Phase 6 Part of Lot 2, Concession 7, being Part 1, Plan 33R8653 Municipality of Central Elgin, County of Elgin Applicant: Craigholme Estates Limited File 34T-CE1902 RECOMMENDATION: THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision for Craigholme Estates Limited in the Municipality of Central Elgin (Belmont)File No. 34T-CE1902; and, THAT staff be directed to provide notice of this decision subject to the conditions of final approval in accordance with the Planning Act. INTRODUCTION: This report will provide County Council with information required in order to consider granting draft plan approval to the above noted plan of subdivision. In accordance with Section 51 of the Planning Act, the Council of the County of Elgin, the “Approval Authority,” is required to make a decision which gives or refuses to give approval to a draft plan of subdivision. DISCUSSION: The subject lands are located Belmont, in the Municipality of Central Elgin (see below location map). 135 2 Figure 1 - LocationMap Draft Plan of Subdivision The original draft plan of subdivision application was received in July, 2019, but was deferred due to comments received from the Thames Valley District School Board (TVDSB) and the requirement to include a school block within the draft plan. Since the public meeting in 2019, the applicant and the TVDSB have been working to incorporate 136 3 a school block into a revised draft plan. The revised application was submitted on June 15, 2021 along with updated materials to support the amended proposal. The applicant, Craigholme Estates Limited, are now requesting approval of a residential Plan of Subdivision, consisting of 158 single detached lots; 17 semi-detached lots (34 dwelling units); four (4) street townhouse blocks (16 dwelling units); one (1) school/future low- density residential block; two (2) servicing/walkway blocks; one (1) maintenance access for storm water management; one (1) stormwater management/wetland block; and two (2) 0.3m reserve bocks, all serviced by four (4) new streets and the continuation of Landon Lane. The proposed subdivision plan is attached shown as Figure 2. The developer submitted documents to support the proposed subdivision including: Revised draft plan of subdivision in pdf and cad drawing; Planning Justification Report Addendum Environmental Impact Study Addendum Report Servicing and Stormwater Management Feasibility Study (updated) Transportation Impact Study (updated) The subject site is located to the west of an existing, newly developing residential plan of subdivision (on-going, not yet assumed by the municipality), south and east of existing agriculture, and north of an identified natural heritage feature (wetland). An addendum to the Environmental Impact Study (EIS) was prepared by MTE Consultants to address the impact of the proposed development on the adjacent feature, as well as revisions to the stormwater management and servicing plans of the original submission. Staff have reviewed the recommendations of the report and are satisfied that they address the natural heritage policies of the Provincial Policy Statement, and the County Official Plan. PS. In addition, the applicant will work with the KCCA on the development of a new and enhanced meadow marsh on the subject lands. Conditions of draft approval have also been added as per KCCA comments. A statutory public meeting was held by the Municipality on September 27, 2021. Several questions, concerns and comments were raised by an adjacent neighbour, including the following: No area marked for new school which is needed in Belmont Wants new subdivision to mirror others in Belmont with larger lots, less density and he requests a reduction in the number of lots approved Concerns for quality of life and suggests that if new subdivision does not have space for a new school, it should be required to incorporate a park, dog park or children's playground into the design. 137 4 A full package was received from the municipality, including comments received from the public and a summary of comments from the public meeting, and is attached to this report. Figure 2 - Draft Plan of Subdivision 138 5 The proposed subdivisionmeets the policies of the County Official Plan, as the plan is generally consistent with the objectives and policies of the Plan; conforms with the local Official Plan; will be serviced by and has suitable provision for roads, water, storm and sanitary; has been designed to reduce negative effects on surrounding land uses; and, will be integrated with adjacent neighbourhoods and development. The proposed plan also provides a mix of unit types and sizes to provide for more affordable housing, and provides a school block to service the needs of the community. The subject lands are designated Residential in the Official Plan. A zoning amendment was approved by Central Elgin on September 27, 2021 to implement zoning related to the subdivision, including an institutional dual zone to permit the school block. The plan is consistent with the Provincial Policy Statement and complies with both the County and Municipality of Central Elgin Official Plans. Staff are recommending adding conditionsrelated to Enbridge, Bell Canada, Kettle Creek Conservation Authority, and the Municipality of Central Elgin. FINANCIAL IMPLICATIONS: There will be no financial implications on the County Budget. 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. 139 6 LOCAL MUNICIPAL PARTNER IMPACT: This draft plan of subdivision will be located within the Municipality of Central Elgin. COMMUNICATION REQUIREMENTS: Notice of decision will be sent out to all parties that requested notification, to the local municipality, and to anyone prescribed under the Planning Act. CONCLUSION: The Manager of Planning has reviewed File No. 34T-CE1902 and has prepared conditions for draft approval which are attached for Council’s review. These conditions have been reviewed by the Municipality of Central Elgin and by the applicant and no changes have been requested. Based on the above the Manager of Planning is satisfied that this plan of subdivision has had regard to subdivision criteria as set out in Section 51 (24) of the Planning Act, is consistent with the Provincial Policy Statement and the County of Elgin Official Plan, and that the conditions, as attached, are reasonable. If County Council approves this draft plan of subdivision, the owner will be responsible for fulfilling the conditions before final approval can be given. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Nancy Pasato Chief Administrative Officer Manager of Planning Brian Lima, General Manager of Engineering, Planning, & Enterprise 140 Appendix A Draft Conditions 34T-CE1902 The conditions and amendments to final plan of approval for registration of this Subdivision as provided by the County of Elgin are as follows: No. CONDITIONS 1. That this approval applies to the draft plan of subdivision, prepared by MTE Ontario Land Surveyors, dated June 2, 2021, which shows: 158 single detached lots(Lots 1-84, Lots 102-175); 17 semi-detached lots (34 dwelling units)(Lots 85-101); 4 street townhouse blocks (16 dwelling units) (179-182); 1 school/future low-density residential block (Block 183); 2 servicing/walkway blocks (Block 176, 178); 1 maintenance access for storm water management (Block 177); 1 stormwater management/wetland block (Block 184); and 2 x 0.3m reserve blocks; all serviced by 4 new streets and the continuation of Landon Lane. 2.The approval for the draft plan of subdivision lapse after three years pursuant to section 51(32) of the Planning Act. 3. The road allowances included on the draft plan shall meet the standards of the Municipality of Central Elgin and be shown and dedicated as public highways on the final plan submitted for approval and registration. 4. The streets within the draft plan of subdivision shall be named to the satisfaction of the Municipality of Central Elgin. 5. The owner enter into a subdivision agreement with the Municipality of Central Elgin wherein the owner agrees to satisfy all of the requirements, financial and otherwise of the Municipality of Central Elgin concerning the installation of services including roads, sanitary sewage collection system, water distribution system, utilities and storm water management facilities for the development of the lands within the plan. 6. The subdivision agreement be registered against the lands to which it applies once the plan of subdivision has been registered. 1 141 7.The subdivision agreement, where required, contain a provision, prepared to the satisfaction of the municipality, regarding the phasing or timing of the development. 8. The owner provide easements as may be required for services, utility or drainage purposes in a form satisfactory to the Municipality or Utility and where required by the Municipality, daylight corners and street reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality. 9. The owner provide a storm water management report satisfactory to the Municipality based on the revised preliminary report, Servicing and Stormwater Management Feasibility Study, Proposed Subdivision Development – Craigholme Phase 6, Belmont Ontario, Strik, Baldinelli Moniz, Dated June 11, 2021. The development agreement between the owner and the Municipality shall contain provisions regarding the development, implementation, installation, dedication and maintenance of the storm water management facilities. 10. The appropriate zoning is in place for the development. 11. The subdivision agreement between the owner and the Municipality shall contain a provision requiring the owner to install geodetic monuments within the subdivision. The number, specifications and location of the monuments are to be approved by the Director of Infrastructure and Community Services prior to final approval and registration. 12. The subdivision agreement between the owner and the Municipality shall contain provisions requiring the implementation of the recommendations of the environmental impact study (EIS) reports, Scoped EIS – Craigholme Estates: Phase 6, Dance Environmental, 2019, and Environmental Impact Study Addendum, Craigholme Estates, , MTE, June 7, 2021, MTE File No. 43900-200. 13. The subdivision agreement between the owner and the Municipality shall contain provisions requiring the implementation of the recommendations of the geotechnical report, Craigholme Subdivision-Phase 6, EXP, Date: June 8, 2021, Project No. LON-00016106-GE. 14. The subdivision agreement between the owner and the Municipality shall contain provisions requiring the implementation of the recommendations of the reports, Craigholme Estates Development, Transportation Study, Belmont, ON, R.J. Burnside & Associates Limited, Date: May 2019, Revised July, 2021, Reference No.: 300044342.0000 and report Craigholme Estates Development, Transportation Study, Belmont, ON, R.J. Burnside & Associates Limited, Date: July 2021, Reference No.: 300044342.0000. 2 142 15.The subdivision agreement between the owner and the Municipality contain a provision requiring: a) The owner to include a statement informing the persons who first purchase a unit following final approval of all the approved development charges, including development charges for school purposes, relating to any such unit within the draft plan of subdivision pursuant to Section 59(4) of the Development Charges Act. 1997; b) All services, which in the opinion of the Municipality are necessary for the development of the lands within the Plan, such services being hereinafter called the “necessary services” shall be in place before the development begins; and c) Nothwithstanding, development may begin before all of the necessary services are in place if the Municipality is satisfied that adequate arrangements have been made to ensure that the necessary services shall be provided in a timely manner as development proceeds. Adequate arrangements shall include the passing of an area-specific development charge by-law pursuant to section 2 of the Development Charges Act, 1997 and the entering into of a front-ending agreement under section 44 of such Act, which by-law and agreement relate to the necessary services. 16. That prior to final approval, the Municipality shall confirm that there is uncommitted reserve sewage and water treatment capacity to service the development and that the proposed arrangements for stormwater management are acceptable and can be assumed by the Municipality. 17. That prior to final approval, no grading or other soil disturbances shall take place on the subject property prior to the Owner's Licensed Archaeologist providing a letter to the Municipality and the County indicating that there are no further concerns for impacts to archaeological sites on the subject lands. This is to be accompanied by a Ministry of Tourism, Culture and Sport letter indicating that the licensee has met the terms and conditions for Archaeological Licensing and that the report has been entered into the Ontario Public Register of archaeological reports. 18. The owner conveying up to 5% of the land included in the plan to the Municipality for park or other public recreation purposes or alternatively the Municipality may require cash in lieu of all or a portion of the conveyance. 19. Upon registration of the Draft Plan, the developer shall convey to the municipality at no cost and free of encumbrances, Blocks 176, 177, 178, 184, Street “A”, Street B from Seventh Ave south to the south right of way limit of Street “C”, Street “C’, and Landon Lane from Street “A” easterly. 3 143 20.That a permit be obtained from KCCA under Ontario Regulation 181/06 prior to any development, including site grading activities upon, or within, Lots 36 through 52 and Block 184 of the Draft Plan of Subdivision. 21. The applicant be responsible for implementing and maintaining sediment and erosion controls and mitigation measures on the subject lands until such time as the Municipality assumes ownership of the roads and associated services. 22. The Owner acknowledges and agrees to convey any easement(s) as deemed necessary by Bell Canada to service this new development. The Owner further agrees and acknowledges to convey such easements at no cost to Bell Canada. The Owner agrees that should any conflict arise with existing Bell Canada facilities where a current and valid easement exists within the subject area, the Owner shall be responsible for the relocation of any such facilities or easements at their own cost. Bell Canada shall advise in writing how this condition as been satisfied prior to final approval. 23. Prior to final approval, the owner will provide to Enbridge the necessary easements and/or agreements required by Enbridge for the provision of gas services for this project, in a form satisfactory to Enbridge. Enbridge shall advise in writing how this condition as been satisfied prior to final approval. 24. Prior to final approval of the plan of subdivision, the Municipality of Central Elgin shall advise in writing how conditions 1 to 19 have been satisfied. 25. Prior to final approval of the plan of subdivision, Kettle Creek Conservation Authority shall advise in writing how conditions 20 and 21 have been satisfied. 4 144 145 146 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak, Manager of Transportation Services DATE:November 23, 2021 SUBJECT: Bridge Weight By-Law Amendments RECOMMENDATIONS: THAT the report titled, “Bridge Weight By-Law Amendments” from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated November 23, 2021 be received and filed; and, THAT the Bridge Weight By-Law 15-26 be amended as follows: Fulton Bridge (B-23) Level 1 – 23 tonnes Level 2 – 18 tonnes Level 3 – 9 tonnes Gillets Bridge (B-27) Level 1 – 27 tonnes Level 2 – 19 tonnes Level 3 – 10 tonnes Phillmore Bridge (B-49) Level 1 – 19 tonnes Level 2 – 33 tonnes Level 3 – 49 tonnes INTRODUCTION: The County of Elgin’s consultant has completed biennial inspections of its bridge and culvert structures. As part of this assignment, bridges that have regulatory load limits have been evaluated to ensure current load postings are appropriate. As a result of this work, the consultant has recommended a revision to the load limit postings on Fulton Bridge (B- 23) and Gillets Bridge (B-27). In addition, the County of Elgin’s consultant providing engineering services associated with the Phillmore Bridge Deck Replacement Engineering Projecthas also recommended a revision to the load limit postings for Phillmore Bridge (B-49). 147 2 DISCUSSION: The Countyof Elgin has jurisdiction over 59 bridge and 84 culverts with a span of 3 metres or greater. These transportation structures require biennial inspections by a professional engineer and following the inspection format and processesdetailed in the Ontario Structure Inspection Manual (OSIM). These inspections, including a re- evaluation of bridges that have load restriction postings, have been completed in 2021, and additionally the consultant’s assignment providing engineering services associated with the Phillmore Bridge Deck Replacement Engineering Project. As a result, the consultants have respectively recommended that two of the County’s load restricted bridges have their regulatory load limit postings revised to indicate the following: Fulton Bridge (B-23) Level 1 – 23 tonnes (no change) Level 2 – 18 tonnes(no change) Level 3 – 9 tonnes (previously 12 tonnes) Gillets Bridge (B-27) Level 1 – 27 tonnes (previously 34 tonnes) Level 2 – 19 tonnes (previously 32 tonnes) Level 3 – 10 tonnes (previously 25 tonnes) Phillmore Bridge (B-49) Level 1 – 19 tonnes Level 2 – 33 tonnes Level 3 – 49 tonnes Road signage in advance of the bridges will be replaced to indicate these new load limits. The County’s Bridge Weight By-law, 15-26, must also be amended to reflect these revisions. 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. 148 3 LOCAL MUNICIPAL PARTNER IMPACT: The Municipality of Central Elgin will be requested to replace the signage in advance of GilletsBridge on Sparta Line, the Township of Southwold will be requested to replace the signage in advance of Fulton Bridge on Fulton Bridge Line, and the Municipality of Bayham will be requested to install new signage in advance of Phillmore Bridge on Richmond Road. COMMUNICATION REQUIREMENTS: None. CONCLUSION: As part of the biennial OSIM bridge and culvert inspections, and ongoing engineering services associated with the Phillmore Bridge Deck Replacement Engineering Project, Elgin County’s load restricted bridges were also evaluated to determine weight limit postings under current conditions. As a result, existing tripe weight postings signage for Fulton Bridge (B-23) and Gillets Bridge (B-27) will be updated, while new signage will be installed in advance of Phillmore Bridge (B-49) to reflect these changes and the County’s Bridge Weight By-Law must also be amended. 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 Peter Dutchak Manager of Transportation Services 149 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak, Manager of Transportation Services DATE: November 15, 2021 SUBJECT: Currie Road Pedestrian Crossing – Village of Dutton RECOMMENDATIONS: THAT the report titled, “Currie Road Pedestrian Crossing – Village of Dutton” from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated November 23, 2021 be received and filed; THAT staff be directed to procure and install a Level 2 Type “C” Pedestrian Crossover on Currie Road (CR 8) at the intersection at Mary Street in the Village of Dutton; and, THAT this project be included in the 2022 Capital Budget. INTRODUCTION: The County of Elgin received a letterfrom the Council of the Municipality of Dutton Dunwich requesting a pedestrian crossing warrant analysis be completed on Currie Road at Mary Street in the Village of Dutton. As a result of this request, County staff completed a warrant analysis and determined a Pedestrian Crossover is warranted. This report recommends the installation of a Level 2, Type “C” Pedestrian Crossover be installed on Currie Road (CR 8) at the intersection of Mary Street in the Village of Dutton. DISCUSSION: The Municipality of Dutton Dunwich Council has requested that the County of Elgin complete a pedestrian crossing warrant analysis on Currie Road (CR8) at Mary Street th within the Village of Dutton. On November 10, 2021, County staff completed a pedestrian count study following the guidance of the Ontario Traffic Manual – Book 15, Pedestrian Crossing Treatments. 150 2 The warrant analysis has concluded that the installation of a pedestrian crossing(PXO) is warranted at this location. Staff recommends that a PXO, Type “C” be installed to include installation of Rectangular Rapid Flashing Beacons (RRFBs) above the pedestrian crossing signs along with push button activation. Parking lanes exist at this location and staff therefore also recommends to extend the intersection curb and gutter radii out to the edge of the driving lanes in order to shorten pedestrian road crossing distance and to ensure driver and pedestrian sight lines are established. The proposed curb “bump outs” may also encourage drivers to travel at slower speeds in this vicinity on Currie Road by reducing the perceived road lane widths. A concept drawing showcasing the proposed PXO location and details is attached to this report for Council’s information. FINANCIAL IMPLICATIONS: It is estimated that the cost of installing a Level 2 – Type “C” PXO as identified on the attached concept plan is $60,000. If approved by County Council, a project in this amount will be included within the proposed 2022 budget. 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: None. COMMUNICATION REQUIREMENTS: None. 151 3 CONCLUSION: The County of Elgin has received a request from the Municipality of Dutton Dunwich to conduct a pedestrian crossing warrant analysis at the intersection of Currie Road (CR8) and Mary Street within the Village of Dutton. A pedestrian and traffic study was completed per the guidelines of the Ontario Traffic Manual. As a result of the study, staff recommends that a Level 2 – Type “C” PXO be installed, complete with rapid flashing beacons and projected curb radius extensions as detailed in the report. Staff estimates the installation is valued at approximately $60,000. If approved by Council, these funds will be included within the 2022 draft budget. Approved for Submission All of which is Respectfully Submitted Julie Gonyou Peter Dutchak Chief Administrative Officer Manager of Transportation Services Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO 152 153 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak, Manager of Transportation Services DATE: November 15, 2021 SUBJECT:Port Stanley Community Policing Requests RECOMMENDATIONS: THAT the report titled, “Port Stanley Community Policing Requests” from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated November 23, 2021 be received and filed; and, THAT By-Law 20-05, “being a consolidated By-Law for the regulation of traffic including parking on County roads” be amended to include: County Road #4 (Sunset Road), from the north property limits of Warren Street (CR #21) for a distance of 105m north on the east side of Sunset Road. INTRODUCTION: The County of Elgin has received correspondence from the Port Stanley Community Policing Committee requesting that an all-way stop be implemented on East Road (CR23) at Hill Street and to implement a restricted parking zone north of Warren Street (CR21) on Sunset Road (CR4). This report will discuss these requests and recommend to County Council that the requested no parking zone on Sunset Road be implemented. DISCUSSION: The County of Elgin has received two requests from the Port Stanley Community Policing Committee (letter attached). The Committee’s first request to the County is to implement an all-way stop condition at the intersection of East Road (CR23) and Hill Street stating that, “traffic in the subdivision are unable to get out”. Prior to approving new developments along East Road, a Transportation Impact Study (TIS) was completed (March 2019) and approved by the County of Elgin and 154 2 Municipality of Central Elgin staff. Part of this TIS reviewed eight intersections within the development area to determine if any necessary improvements are required under the future, 2028 projected conditions. Specifically, as it relates to East Road (CR23) and Hill Street, the TIS concluded that the only measures that should be considered is to provide a 15 m long, northbound, left turn lane on East Road at Hill Street to accommodate future holiday peak conditions. No additional traffic control mitigation measures have been identified, therefore a request for an all-way stop control is not supported. The Port Stanley Community Policing Committee has also requested that a restricted parking area be implemented on Sunset Road (CR4) north of Warren Street (CR21) on the east side. Currently, a restricted parking zone exists on the west side of Sunset Road at this location and staff is not opposed to implementing a restricted parking zone on the east side of Sunset Road at this location as well. Additionally, the paved shoulder in this vicinity serves as a signed bicycle lane, forming part of the Whistle Stop Trail and parking upon it should be discouraged. Therefore, the County’s “No Parking” by-law requires amendment to include this area. 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: The Municipality of Central Elgin will be requested to install restricted parking signage on Sunset Road, north of Warren Street to support this newly identified area. COMMUNICATION REQUIREMENTS: None. 155 3 CONCLUSION: The County of Elgin has received correspondence from the Port Stanley Community Policing Committee requesting that an all-way stop be implemented on East Road (CR23) at Hill Street and to implement a restricted parking zone north of Warren Street (CR21) on Sunset Road (CR4). The intersection of East Road (CR23) and Hill Street has been evaluated under future 2028 conditions and traffic controldevices are not warranted. The requested restricted parking zone on Sunset Road north of Warren Street is supported by staff and the applicable by-law is recommended to be revised to include this location. All of which is Respectfully Submitted Approved for Submission Julie Gonyou Brian Lima, General Manager of Chief Administrative Officer Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak Manager of Transportation Services 156 157 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE:November 17, 2021 SUBJECT: Ambulance Donation Request RECOMMENDATIONS: THATElgin County Council direct the Chief Administrative Officer to discuss the proposed donation of a surplus ambulance to St. John’s Ambulance with the City of St. Thomas; and THAT the Chief Administrative Officer be directed to provide a follow-up report including recommended next steps to County Council at a future meeting. INTRODUCTION: Since the onset of the pandemic, St. John’s Ambulance has used a surplus ambulance to enhance their fleet for the purpose of transporting individuals in our community currently experiencing homelessness. A request was received from St. John’s Ambulance in St. Thomas for the donation of the surplus vehicle currently on loan to them. The purpose of this report is to consider the request from St. John’s Ambulance and gauge Council’s interest in gathering additional information to support its decision- making. DISCUSSION: Elgin County is the designated delivery agent for Emergency Medical Services (EMS) in Elgin County and the City of St. Thomas. Medavie EMS Elgin Ontario (MEMSEO) assumed the provision of land ambulance services as a contract service provider for the County of Elgin and City of St. Thomas on December 29, 2013. The County of Elgin currently has an ambulance fleet consisting of twelve (12) ambulances and two (2) emergency response vehicles. At the onset of the pandemic in 2020, Elgin County loaned a surplus ambulance to St. John’s Ambulance. This vehicle allowed St. John’s Ambulance and Elgin-St. Thomas Social Services to offer a unique service in Elgin County and the City of St. Thomas; it 158 2 has allowed for enhanced support to individuals in our community who are experiencing homelessness and required support through the pandemic. The surplus ambulance currently on loan to assist Elgin-St. Thomas Social Services is as follows: 2012 Chevrolet Express G3500, Fleetmax Conversion; and It had approximately 279,000 km when it was provided on loan last year. Recent surplus ambulance sales on GovDeals have generated the following amounts: Model YearDate Sold 2013$10,050 2013 $11,255 2012 $8,600 (*note –same as one on loan) 2011 $9,136 2011 $9,327 In July 2021, and as part of the County’s ambulance fleet replacement plan, County Council approved the purchase of two ambulances and declared two ambulances surplus (one in 2021 and one in 2022). Council directed that the two surplus ambulances be disposed of according to the Asset Disposal Policy. Prior to 2017, all ambulances were traded in to Crestline as part of the new purchase. The County’s Asset Disposal Policy (#2003-01) is attached to this report for Council’s information. The purpose of the policy is: To establish an acceptable process for disposal of County assets, inclusive of selling, trading, assignment, auctioning or scrapping of surplus assets excluding “real property”; To provide the County with the most advantageous investment recovery of existing assets; and To provide environmentally friendly methods of disposal. The objective of the policy is: To establish a practical and fair guideline for disposal of County owned surplus furniture and equipment; To ensure that all Departments of the County have an equal opportunity to obtain surplus equipment and minimize costs; To receive a fair market value for surplus items where possible; To ensure the County disposes surplusequipment in an environmentally friendly manner; and To minimize the amount of space occupied by surplus equipment. 159 3 The County has not donated ambulances to organizations or groups in recent years. A request from Operation Nicaragua for the donation of an ambulance was considered by Council in April-March 2019. Council carefully considered the request and ultimately decided not to donate a surplus ambulance to this organization. Ultimately, this decision was made within the context of budgetary constraints. RECOMMENDED NEXT STEPS: It is recommended that Council direct the CAO to undertake the following to inform a future report to County Council: Gather more information from St. John’s Ambulance including, but not limited to: the extent of use and plans for future use of the ambulance currently on-loan; and Connect with the City of St. Thomas City Manager to discuss this request and determine nextsteps. FINANCIAL IMPLICATIONS: Retiring ambulances have normally been sold for an average of $9,159.83 which is the amount the County would forgo as a result of this donation. The financial impact to the County is minor in nature with the potential assistance to people in need in our community being much greater. ALIGNMENT WITH STRATEGIC PRIORITIES: 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. 160 4 CONCLUSION: The loan of the surplus ambulance during the pandemic has allowed St. John’s Ambulance and Elgin-St. Thomas Social Services to support the improved health and well-being of our residents – specifically, our community’s most vulnerable residents. It is recommended that Council carefully consider this request and, in an effort to support Council in making an informed decision, it is recommended that the CAO be directed to provide a more fulsome report and detailed recommendations for Council’s consideration at a future meeting. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 161 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz;Bttfu!Ejtqptbm ______________________________________________________________ 1. Purpose of Asset Disposal Policy The purpose of this policy is: to establish an acceptable process for the disposal of County assets, inclusive of selling, trading, assignment, auctioning or scrapping of surplus assets excluding “real property” to provide the County with the most advantageous investment recovery of existing assets to provide environmentally friendly methods of disposal. 2. Objective of Asset Disposal Policy to establish a practical and fair guideline for disposal of County owned surplus furniture and equipment to ensure that all Departments of the County have an equal opportunity to obtain surplus equipment and minimize costs to receive a fair market value for surplus items where possible to ensure the County disposes surplus equipment in an environmentally friendly manner to minimize the amount of space occupied by surplus equipment 3. Policy – Disposal of Surplus Items No surplus equipment or material may be removed from any facility without the proper authority of the Department Head. Any items donated or “left” to any Department of the County will be immediately considered County property and will be bound by the Donation Policy and Procedure unless an agreement has been signed and approved by the Department Head. An example would be the Libraries and the donation of photocopiers. All donations must be recorded on the Donation Form. The person(s) donating the item(s) must sign the form, which confirms that the donation becomes theProperty of the County of Elgin. Jnqmfnfoubujpo!Qspdfevsf! 4. Ejtqptbm!Qspdfevsft 4.1 In order to properly dispose of assets that are no longer required, Managers will deem the assets as surplus, obsolete, worn out, damaged or scrap. Managers shall complete and forward to the Purchasing Co-Ordinator a “Request for Asset Disposal” form on an as needed basis. (Appendix A). As well, the Manager will forward to the Purchasing Co-Ordinator a digital picture of the item. 1 162 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz;Bttfu!Ejtqptbm ______________________________________________________________ 4.2 The Purchasing Co-Ordinator and Manager disposing of the asset will first offer all obsolete or surplus assets to other departments. Exception of this clause may occur when the asset can be “traded-in” or a value can be applied against the purchase cost of the replacement asset. Departments will be responsible for adjusting their inventory for any assets obtained from one department to another. 4.3 Dpvodjm!Fydfqujpo: Special written requests to purchase surplus assets may be considered by County Council from time to time. Under these circumstances, Council may dispose of surplus item(s) as deemed appropriate. 4.4 All obsolete, damaged or surplus assets not required by any other County Department will be disposed of by any of the following methods as deemed appropriate by the Purchasing Co-Ordinator and the Manager of the asset: Trade-in replacement asset Electronic internet auction Sealed bid by advertisement Scrap and recycling Rubbish 4.4a) Trade-in on Replacement Asset: Any trade-in value deemed as acceptable after best-value analysis will be applied against the purchase price of the replacement asset. 4.4 b) Ontario Government Surplus Auction: This method is the most appropriate and economic method for disposing surplus assets . The auction site url is www.dsbn.edu.on.ca/purchasing. Posting of surplus items on the auction website will take place quarterly unless the need to remove the surplus item(s) is urgent. 4.4 c) Sealed Bid Advertisement: Formal sale of asset(s) through sealed bid process. Highest bid accepted with consideration given to environmental, (recycling methods), and socioeconomic factors, (non-profit organizations). The County reserves the right to accept or reject any or all bids. 4.4 d) Scrap and Recycling: Any scrap that is deemed as still having asset recovery value will be sold to pre-approved vendors operating in this capacity, (e.g. metal). Items that have been used to their full capacity and can be “recycled” are encouraged. Whenever possible, recycling should be considered as part of the original purchase term and conditions. An example might be an agreement with a supplier to recycle printer toner cartridges. 2 163 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz;Bttfu!Ejtqptbm ______________________________________________________________ 5/5!f*!!Vovtfe!Dpnqvufs!Frvjqnfou! All unused computer equipment will be immediately brought to the attention of the Information Technology Department. It will be the responsibility of the Information Technology Department to provide a list of unused/obsolete equipment to the Purchasing Co-Ordinator. The Purchasing Co-Ordinator will ensure that the disposal of computer equipment is executed in a manner that will ensure acquisition of fair market value. If the computer equipment is determined to have no value, then the Purchasing Co-Ordinator will ensure that all technology items are disposed of in a safe and environmentally friendly manner. ie. Given to responsible company to destroy equipment, extract precious metals, and/or recycle parts. 5/5!!g*!Boujrvf!Gvsojtijoht The Manager will complete an asset disposal form for any antique item that is deemed as still having asset recovery value. The Manager will clearly write in the description of the Surplus Form that the asset may be antique. The Purchasing Co- Ordinator will review the form and will have the item appraised. Once the item has been appraised, the item will be offered to other departments. If there is no interest from other departments, the Purchasing Co-Ordinator will prepare a Report to Management with a recommendation for disposal. County Council will decide how to dispose of antique items valued over $500.00. 4.4 g) Rubbish: Items that are unable to be disposed in the methods listed from a) to d), will be disposed of to a County approved facility, as determined by the Department Head. 4.5 At any time where the value of the surplus asset is estimated to exceed $5,000.00 for 4.4 a) to c), a report recommending the method of disposal shall be submitted to Council for approval. 4.6 All assets are to be disposed of “as is, where is, no guarantees or warranties implied”. 4.7 No employee or elected official shall purchase any surplus asset except those goods, which are being disposed of by public auction or public bid and must follow the bid process. 4.8 Proceeds generated from the disposal of assets are to be applied to general revenues. If the disposal of the asset exceeds $500.00 or more per item, than the proceeds will be applied to the relevant departments operating revenues. 3 164 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz;Bttfu!Ejtqptbm ______________________________________________________________ 4.9 An information report prepared by the Purchasing Co-Ordinator will be provided to Council annually detailing assets disposed, methods of disposal and proceeds generated. 4.10The disposed assets will need to be removed from the County’s Tangible Capital Assets Inventory. Financial Services will review the list of items sold on a quarterly basis. Items sold will be removed from the Asset Inventory. 4.11 Exceptions Njojtusz!pg!Ifbmui!boe!Mpoh!Ufsn!Dbsf;! This Asset Disposal Policy is applicable to the Elgin County Homes (service provider) in conjunction with the Ministry of Health and Long Term Care Regulations. The Ministry of Health and Long Term-Care Regulations (0606-04) stipulates that the service provider shall not sell, change the use, or otherwise dispose of any item, furnishing or equipment specifically listed in any schedule relating to the nursing and personal care and/or the program and support services funding envelopes (additions to “any items listed” since January 1, 1995), as well as any furnishing and equipment purchased by a capital grant in all funding envelopes, pursuant to the Service Agreement and paid for in whole or in part by Ontario, without the prior written consent of Ontario, which consent may be subject to such terms and conditions as Ontario may deem advisable. This clause also includes furnishings or equipment purchased through the High Intensity Needs envelope. Therefore when purchasing new furnishings or equipment, Managers in all departments will be responsible for recording information on the Furnishings and Equipment Ledger. (Appendix B). An electronic copy is sent to the Purchasing Co- thst Ordinator on June 30 and Dec. 31 of each year. In order to properly dispose of assets that are no longer required, the Purchasing Co-Ordinator would determine whether or not the asset may have a value of $500.00 or more. Managers will deem the assets as surplus, obsolete, worn out, damaged or scrap. Managers will forward a Request for Asset Disposal Form on an as needed basis to the Purchasing Co-Ordinator, (Appendix A) The Homes will document on the form the funding envelope the equipment was purchased from. Assets purchased from the Ministry of Health and Long Term Care Funding Envelopes may not be disposed of without prior consent from the Ministry. The Purchasing Co-Ordinator will be responsible for obtaining all pertinent information 4 165 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz;Bttfu!Ejtqptbm ______________________________________________________________ and ensuring the appropriate information is shared with the Ministry of Health and Long Term Care Division. The Purchasing Co-Ordinator will be responsible for the management and retention of these records and ensuring compliance of the County’s Records Retention Policy. As quoted in the Ministry of Health and Long Term Care Guidelines; “Where the Ministry has contributed to the original purchase price of disposed furnishings and equipment, the percent share of the Ministry’s contribution must be applied to the proceeds and credited to the Levels-of-Care funding envelope that reflects the disposed asset. The relevant amount should be recorded as an Expenditure Recovery under the Levels-of-Care Component”. The guideline continues by stating, “Where the Ministry of Health and Long Term Care has not contributed to the original purchase price of the disposed asset, the proceeds are treated as non-recoverable revenue”. 5 166 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz;Bttfu!Ejtqptbm ______________________________________________________________ Bqqfoejy!B! Date Department Manager (please print) Telephone E-mail Dbqjubm!Bttfu!Ovncfs Eftdsjqujpo!pg!Tvsqmvt!Frvjqnfou!.!Pof!Dpnnpejuz0qbhf Model Serial Number Year Purchased Quantity Eftdsjqujpo0Dpoejujpo Tubsujoh!Cje```````````!!Boujrvf!Jufn!!!Zft````!!!!!!!Op```!!!!Volopxo````! Additional Comments: Name/Contact on Arrival for Pickup: Location/Room Department Head: Date: Purchasing Co-Ordinator: Date Received: 6 167 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz;Bttfu!Ejtqptbm ______________________________________________________________ Hvjefmjof!gps!Tvsqmvt!Frvjqnfou!Efdmbsbujpo!Gpsn! Cont’d Appendix A On the back of this form, please complete the relevant sections to describe the surplus item(s). Add a page if room is insufficient to adequately describe surplus item(s). Please forward completed form to the Department Head for approval. Once the form is reviewed and initialed by the Department Head, the form is forwarded to the Purchasing Co-Ordinator. 7 168 Financial Services – Purchasing Policy # 2003- 01 Date: April 16,2003 Revised: Sept. 2, 2005 Sfwjtfe;!!Kbo/!33-!3119! Qpmjdz; Bttfu!Ejtqptbm ______________________________________________________________ Bqqfoejy!C! !!!!Ebuf!pg!Bqqspy/!!!!!!!!!Bttfu!!!!!!Obnf!pg!!!!Mpdbujpo!pg!!Bttfu!Usbdljoh!!!!!!!!Gvoejoh! !!Qvsdibtf!!Mjgf!Fyqfdubodz!!!!Qvsdibtfe!!!!!!Tvqqmjfs!!!!!!!!Bttfu!!!!!!!!Ovncfs!!!!!!!Fowfmpqf! Submitted by: Date: 8 169 1 REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: November 18, 2021 SUBJECT: Proposed Amendments to By-Law No.19-41 “To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and to Repeal By-Law No.18-38” RECOMMENDATIONS: THAT the report from the Chief Administrative Officer titled “Proposed Amendments to By-Law No.19-41 ‘To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and to Repeal By-Law No.18-38’ ” be received and filed; and, THAT Council approve the proposed amendments as presented to By-Law 19-41 “To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and to Repeal By-Law 18-38”. INTRODUCTION & BACKGROUND: At this time, two (2) Members of Council have expressed an interest in running for the position of Warden at the upcoming election on December 7, 2021. Additional Members may declare their interest at Council’s meeting on November 23, 2021 or on the night of the election. Upon my review of By-Law 19-41, it is recommended that Council consider clarifying and amending the procedure(s) for the Inaugural Meeting and Annual Election of Warden. In accordance with By-Law No. 07-29 “Being a By-Law to establish a policy respecting the circumstances and manner in which notice will be provided to the public”, notice to pass a Procedure by-law governing calling, proceedings and place of meetings must be included on the agenda of a preceding regular Council meeting. Notice of the changes proposed here today were not included on the agenda of the preceding regular council meeting that occurred on November 9, 2021. However, Section 9 of the aforementioned By-Law states that “If a matter arises, which in the opinion of the Clerk in consultation with the Warden, is considered to be of an urgent or time sensitive nature, or which could affect the health or well-being of the residents of the County, or if a State of Emergency is declared, or if so advised by a Provincial Ministry, the notice requirements of this by-law may be waived and the Clerk shall make his/her best efforts to provide as much notice as is reasonable under the circumstances.” In consultation with the Warden it was determined that these amendments are time sensitive as they must be in place before the Warden’s Election on December 7, 2021 in order to clarify voting procedures and there is no intervening regular Council meeting between now and that time. 170 2 Within the current By-Law, a conflict arises if, after the first round of balloting, multiple Members are tied. One section, 9(f)(vi) states thatballoting should continue until one candidate has a majority of votes. However, 9(f)(xiii) states that where there is an equality of votes, then the successful candidate will be drawn by lot from a box. There is no opportunity for Council to re-vote and Council must proceed with a random draw of a lot from a box. For example, if three (3) Members run for the position and each receive three (3) votes, the current By-Law does not contemplate a re-vote, rather we a successful candidate will be drawn randomly. Having reviewed this issue, it is also noted that even where an additional round of balloting is permitted, if it results in another tie, a successful candidate for Warden will be selected by random lot from a box, even though that successful candidate will have only received the voting support of a small minority of Council (in this example scenario, 3 votes out of a potential 9). It is recommended that, if there is a tie after the first round of voting, Council have the ability to reconsider their vote rather than immediately proceed to a random draw of a lot from a box. If the second vote for the candidates that initially tied results in another tie, then a lot will be drawn to eliminate one of the candidates. In our example, this will reduce the number of candidates from 3 to 2 and then another round of balloting will occur with the remaining 2 candidates. Once there are only two candidates left, if there is a tie vote, then there will again be an opportunity to have a re-vote on just those two candidates and if that second vote on those two candidates results in a tie, it is only at that point that the successful candidate for Warden will be selected by random lot drawn from a box. The rules of procedure for the Inaugural Meeting and Annual Election of Warden (Section 9) and proposed amendments (in red) are set out in Council’s Procedural By- Law 19-41 and are as follows: 9. Inaugural Meeting and Annual Election of Warden (a) A person elected or appointed as a Member of Council shall not take a seat on Elgin County Council until the CAO/Clerk has received the certificate from the constituent municipality certifying the name of each person elected or appointed. (b) No business shall be conducted at the first meeting of Council until after the declarations of office have been made by all Members who present themselves for that purpose. (c) The first Meeting of a new council of a municipality after a regular election shall be held in the evening of the second Tuesday of the month of December, or at such hour and on such day thereafter as the majority of the Members of the Council are present in the Council Chamber but in any case, not later than 31 days after its term commences, as provided for in the Act. 171 3 (d)The annual election of the Warden shall be held in the evening of the second Tuesday of the month of December, or at such hour and on such day thereafter as the majority of the Members of Council are present in the CouncilChamber. (e) Section 233 of the Act requires Council to appoint the Head of Council (“Warden”) at its first Meeting. No other business shall be conducted until the Head of Council is confirmed. (f) For the appointment of the Warden, the following regulations and procedures shall be followed: i. The CAO/Clerk shall take the Chair at seven o’clock in the evening of the second Tuesday of the month of December in each year, or at such hour and on such day thereafter as the majority of the Members of Council are present in the Council Chamber; ii. The CAO/Clerk shall prepare ballots for voting; iii. The CAO/Clerk shall inform the Members that he or she is ready to proceed with the election of one of their Members to be Warden, unless only one Member indicates his or her intention to run for the Office, in which case the election procedure is dispensed with in favour of a resolution appointing the Warden; iv. The CAO/Clerk shall ask those Members of Council seeking the Office of Warden to stand; v. The CAO/Clerk shall announce that any person aspiring to the position of Warden shall be granted an opportunity, not exceeding five (5) minutes, to address Council. Candidates will address Council in alphabetical order; vi. Voting shall be by secret ballot. and balloting will continue until a candidate obtains a majority of votes, except in the scenario described in section 9(f)(x), where a candidate may be appointed Warden while obtaining only 50% of the vote. The CAO/Clerk shall count the votes, in the presence of a representative/witness to be chosen by the CAO/Clerk; vii. In the event there are more than two (2) candidates and if, following a round of balloting, the candidate with the most votes does not have a majority, then the candidate receiving the lowest number of votes shall retire. A subsequent round(s) of balloting will be taken until one candidate has a majority of votes, unless the situation in section 9(f)(x) occurs. At no time shall the actual number of votes received by any candidate be announced, only the name or names of the successful candidate during such round of voting; 172 4 viii.If there are more than two (2) candidates and following a round of balloting no candidate has a majority of the votes, and there is not a tie among all candidates, but there is a tie between two or more candidates with the least number of votes, there will be a round of balloting including only the candidates with the least number of votes, to eliminate one of them. In the event that this round of balloting results in a tie, the CAO/Clerk will by lot pick a candidate to be eliminated by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the CAO/Clerk. The name picked shall be the candidate eliminated. If two (2) candidates with the least number of votes are tied, then a tie-breaker ballot between the two lowest (tied) votes shall take place; ix. If there are more than two (2) candidates and the result of a round of balloting is a tieamong all candidates, there will be another vote, and if the result remains a tie, the CAO/Clerk will by lot pick a candidate to be eliminated by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the CAO/Clerk.The name picked shall be the candidate eliminated. x. If there are two candidates and the result of a round of balloting is a two-way tie, there will be another round of balloting, and if the result remains a two-way tie, the CAO/Clerk will by lot pick the candidate for the position of Warden by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the CAO/Clerk. The name drawn shall be the successful candidate for the position of Warden. xi. By Motion, the CAO/Clerk shall be directed to destroy the ballots after the election has been completed; xii. For the purposes of electing the Warden, each Member of County Council shall have one vote; xiiii.In the case of an equality of votes for Warden, the successful candidate shall be determined by the CAO/Clerk placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by a person chosen by the CAO/Clerk; and xiii.The Warden-Elect shall forthwith sign and declare and read aloud the Declaration of Office and, on completion thereof, he or she shall take the Chair. LEGISLATION: Section 238 of the Municipal Act, 2001, S.O. 2001 stipulates that every municipality is required to pass a procedural by-law governing the calling, place and proceedings of meetings. 173 5 The Warden of the Corporation of the County of Elgin, in accordance with the Municipal Act, 2001, S.O. 2001, is “Head of Council”. County Council itself selects the Warden from among its Members annually. FINANCIAL CONSIDERATIONS: None at this time. ALIGNMENT WITH STRATEGIC PRIORITIES: 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. COMMUNICATION REQUIREMENTS: None at this time. CONCLUSION: The proposed amendments will give Council an opportunity for additional voting in the event there is a tie. These proposed amendments will reduce the chance that the successful candidate for Warden will need to be chosen by random lot drawn from a box. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 174 CORRESPONDENCE – November 23, 2021 Items forInformation – (Attached) 1. Second Stage Housing with their Fall/Winter 2021 Newsletter. 175 50th Edition Fall/Winter 2021 BothNationalDayforTruthandReconciliationandOrangeShirt DaytookplaceonSeptember30.Thisdaymarkedthefirst NationalDayforTruthandReconciliation.Thedayhonouredthe lostchildrenandsurvivorsofresidentialschools,theirfamilies andcommunities.Publiccommemorationofthetragicand painfulhistoryandongoingimpactsofresidentialschoolsisa vitalcomponentofthereconciliationprocess. OrangeShirtDayisanIndigenousledgrassrootscommemorativeday thathonoursthechildrenwhosurvivedresidentialschoolsand remembersthosewhodidnot.Thisdayrelatestotheexperienceof PhyllisWebstad,aNorthernSecwepemc(Shuswap)fromthe Stswecem'cXgat'temFirstNation,onherfirstdayofschool,whereshe arriveddressedinaneworangeshirt,whichwastakenfromher.Itis nowasymbolofthestrippingawayofculture,freedomandself esteemexperiencedbyIndigenouschildrenovergenerations. TocommemorateNationalDayforTruthandReconciliationandto honourtheSurvivors,theirfamiliesandcommunities,StaffofSt ThomasElginSecondStageHousingattendedtwoceremonies.Onein theCityofStThomasandthesecondinMunicipalityofDutton Dunwich.Botheventsrecognizedtheintergenerationalharmthat residentialschoolshavecausedtoIndigenousfamiliesand communities,andtohonourthoseaffectedbythisinjustice. Thisdayhighlightedtheimportanceofcontinuingtolearnaboutall aspectsofResidentialSchoolsandtheintergenerationaltraumathey havecaused.Itgaveanopportunitytocreatemeaningfuldiscussions abouttheeffectsofResidentialSchools,thelegacythatwasleft behind,andtoacknowledgethelivesaffectedandthattheirlives matter.Tolearnmoreaboutthehistoryofresidentialschoolsystem, anditsimpactsonIndigenouspeoplepleasevisit; https://education.afn.ca/afntoolkit/learningmodule/residentialschools/ 176 50th Edition Fall/Winter 2021 We would like to take this National Day of Remembrance and Action on opportunity to thank all of Violence Against Women December6thistheNationalDayofRemembrance our generous supporters andActiononViolenceAgainstWomen.Itwason thisdayin1989thatfourteenwomenattheÉcole PolytechniqueinMontrealweremurderedbecause and wish everyone a safe oftheirgender. TheNationalDayofRemembranceandActionon ViolenceAgainstWomenisaboutremembering and happy holiday season. thosewhohaveexperiencedgenderbasedviolence andthosewhowehavelosttoit;itisalsoatimeto takeaction.SecondStageHousingrecognizesthe importanceofthisdayandfeelsthebestwayto rememberthesefourteenwomenistorecommit ourselves,womenandmen,tothefightforwomen's liberationandendtoviolenceagainstwomen. St.ThomasElginSecondStage Housing Invitesyoutojoinusforan outdoormemorialceremony inremembranceofthis importantday. Thedaycommemoratesthe 14youngwomenwhoselives endedinanactof Genderbasedviolencethat shockedthenation th Date:December6,2021at11am Place:ColumbusClubofStThomas, ȏ4§¤³±´¤©®¸®¥³§¤ 265WellingtonSt. §®«¨£ ¸²¨²­®³¶§ ³ AdvertisinggenerouslyLocationgenerously donatedbydonatedby ¸®´¦¤³ȁȁȁ "´³¶§ ³¸®´¦¨µ¤Ȑ 177 50th Edition Fall/Winter 2021 CharitableGamingisone Thank you Elgin St Thomas avenuethatlocalcharities canearnlocalfundsand Community Foundation receivesupportdirectlyfrom theircommunity.Whenlocal Donald and Helen Black Fund! charitiesandnonprofitssuch asSecondStageHousing, InMay2021,ESCFDonaldandHelenBlackfund,issued havevolunteersthatdonate agrantfor$65,000toStThomasElginSecondStage theirtime,thosecharities Housing.Thisgrantwasissuedinresponsetoaneedfor andnonprofitsreceivea lifeskillsprograming.Staffhavefocusedondeveloping shareofprofitseachmonth. programresourcesaimedatincreasingtheabilitytotrust, FromApril1,2021 aswellasincreasetheirsenseofsecurity,selfconfidence, November15,2021StThomasElginSecondStageHousing identityandselfesteem.Throughthisprogram,weare earnedatotalof$10,589inshares.Throughoutthe increasingtheirindependentlivingskillsinorderthatthey pandemictheOCGAandOLGtemporarilysuspendedthe cantransitionintothecommunitywithasolidfoundation requirementforvolunteerstorepresenttheir ofstrategiesandtools.Inadditiontothis,eachwoman organizationatcGamingcentres.Afterayearandahalf, throughourregularprogramingisalsoprovidedindividual charitiesandthevaluablevolunteersarenowableto counsellinginordertoprovidesupportregardingtheir reintegratedintoourrolesinthecGamingcentre. experienceswithdomesticviolence.Familiesare VolunteersreturnedtotheJackpotCityGamingCentreon reportingfeelingverypositiveabouttheskillstheyare November1st.Volunteerroles,forthisfirstphaseof developing. reintegrationare,assistingatthegamingcentre entrances,openingdoors,welcomingpatrons,thanking InAddition,wewereabletopurchaseanewFurnaceand themforsupportingtheircharity,andpromotingthe HVACtoincreaseindoorairqualitythroughventilation positiveimpactthatthefundsraisedinthecentreishaving andfiltrationsupports.Byreplacingour27yearold ontheircharitableorganizationandthelocalcommunity. furnacewewereabletoimprovetheairqualityand Pleasecontactusifyouwouldliketobecomeoneofour reducethepossibilityofanoutbreakofCovid19within CharitableGamingVolunteers. ourbuildingandinturndoingourparttoreducethe STESSHtrulyappreciateswhatcharitablegaminghas possibilityofspreadingCovid19throughoutthe doneforourorganizationoverthelast5years! community. ThankyousomuchElginStThomasCommunity FoundationDonaldandHelenBlackFundforyour generosityandsupport! Jointhe100ClubToday! The100Clubisaplannedgivinginitiative,whichaimsto get100individuals,families,orgroupstocommitto makinganannualdonationof$120ormoretoouragency. Itisthemostconvenientwaytosupportus.Theobjective ofthe100Clubistogeneratesustainablefundingforour programs.Ourhopeistobeabletofocuslessefforton fundraisingandmoreontheprogrammingweoffertothe AsofNovember1st2021,wewillbebackoutinthe womenandchildrenatouragency. communityvolunteeringandeducatingaboutourservices Wewouldliketothankallour100Clubdonorsfortheir inorderthatwecancontinuetoservicethewomenand continuedsupporttoourprograms! childrenofElginCounty.Comeandseeusthere! 178 ³§³§ 3¤¢®­£3³ ¦¤&¨­ ­¢¨ «$®­®±²- ¸ͲͶǾͳͱͳͱ³®.®µ¤¬¡¤±ͲͶͳͱͳͲ $1,000+ 100ClubMembers $1$99.99 ElginSt.ThomasCommunityFoundation C.McConnell Donald&HelenBlackFund M.Keefer C.Beaudry WalmartCanada M.Ladd J.Davis StirlingChapterIode M&JCollins G.&A.Berger TheForeverLegacyFoundation S.Roberson N.Newby EnbridgeTalbotWindFarm P.Morfee Don&HazelWilliamsFoundation 100ClubMembers P.Newman GreenLaneCommunityTrust A.Lounsbury P.Pol GeorgeLunanFoundation A.Meeuse R.Jackson WinePoolFundraiser A.Pol S.Broadbent N.Watts A.Verhoeven S.Vanderkooy $500$999.99 A.Wright S.Westaway B.Andrews ElginSt.ThomasCommunityFoundation T.Phillips StCatholicLeagueB.Blackman T.Sherratt EFTO B.Graham UniforLocal27 B.Keefer tƌĻğƭĻƓƚƷĻǞĻƭƷƩźǝĻŅƚƩğĭĭǒƩğĭǤźƓ AylmerLionessClub B.Wright ƌźƭƷźƓŭķƚƓƚƩƭͳŷƚǞĻǝĻƩͲƭƚƒĻĻƩƩƚƩƭ PortStanleyLionessClub C.Ford ƒğǤƚĭĭǒƩ͵tƌĻğƭĻĭƚƓƷğĭƷǒƭźŅğƓǤ OptimistClubofStThomas C.Gathercole ĻƩƩƚƩƭƚƩƚƒźƭƭźƚƓƭğƩĻķĻƷĻĭƷĻķ͵ LibroCreditUnion C.Keefer D.McCaig C.Limbrick C.Braun E.Lanning Receiveournewsletterbyemail! $100$499.99 E.York Emailsecondstage.stessh@rogers.comto F.Edgar LondonCommunityFoundation beaddedtoourelectronicnewsletterlist G.Clark RoyalCanadianLegion andreceiveyourcopyinyourinbox! 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CLOSED MEETING AGENDA November 23, 2021 Staff Reports: 1) County Solicitor – Municipal Act Section 239 (2) (a) the security of the property of the municipality or local board; (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board – Insurance 2) County Solicitor – Municipal Act Section 239 (2) (a) the security of the property of the municipality or local board; (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board – Telecommunications 3) Chief Administrative Officer – Municipal Act Section 239 (2) (a) the security of the property of the municipality or local board – Property Matter 4) County Solicitor – Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees – CAO Performance Review 180 COUNTY OF ELGIN By-Law No. 21-41 “BEING A BY-LAW TO RESTRICT THE WEIGHT OF VEHICLES PASSING OVER BRIDGES AND TO AMEND BY-LAW NO. 15-26” WHEREAS Section 123 (2) of the Highway Traffic Act, being Chapter H.8, R.S.O. 1990, as amended, provides that the Municipal Corporation or other authority having jurisdiction over a bridge may by by-law limit the gross weight of any vehicle or any class thereof passing over such bridge, and the requirements of Subsection 1 with respect to the posting up of notice apply thereto; AND WHEREAS it is deemed expedient to limit the weight of vehicles passing over certain bridges in the County of Elgin; AND WHEREAS Council did pass By-Law No. 15-26 respecting certain bridges in the County of Elgin; AND WHEREAS it was deemed necessary to amend By-Law No. 15-26 through By-Law No. 19-23; AND WHEREAS it is deemed necessary and appropriate to further amend By-Law No. 15-26; NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. That no vehicle or any class thereof, whether empty or loaded, shall be operated over any bridge designated in the attached Schedule No. 1, forming part of this By-Law, with a weight in excess of the weight limit prescribed in the Schedule for such bridge. 2. That any person violating any of the provisions of this By-Law shall be subject to the penalty provided in Section 125 of the Highway Traffic Act. 3. That this By-Law shall become effective once a notice of the weight permitted, legibly printed, has been posted up in a conspicuous place at either end of each bridge designated in the attached Schedules. 4. That this By-Law shall be effective upon passing. 5. That By-Law No. 15-26 be and is hereby amended. rd READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 23DAY OF NOVEMBER 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 181 SCHEDULE NO. 1 By-Law No. 21-41 No.Bridge Name of Location Weight Year of Type of No. Bridge Limit in Construction Floor Tonnes Finish 1. B-23 Fulton Bridge Fulton Bridge Level 1 – 23 1912 Concrete Line, Township of Level 2 – 18 Southwold Level 3 – 9 2. B-27 Gillets Bridge Sparta Line, Level 1 – 27 1930 Municipality of Level 2 – 19 Concrete Central Elgin Level 3 – 10 3. B-49 Phillmore Level 1 – 19 Bridge Richmond Road, Level 2 – 33 1992 Steel Municipality of Level 3 – 49 Grate Bayham This weight limit is based on the detailed evaluations and recommendations of J.L. Richards and Associates Limited, September 30, 2021 (Fulton Bridge and Gillets Bridge); and, CIMA+, November 12, 2021 (Phillmore Bridge). 182 COUNTY OF ELGIN By-Law No. 21-42 “TO AMEND THE SCHEDULE TO BY-LAW NO.20-05 BEING A CONSOLIDATED BY-LAW FOR THE REGULATION OF TRAFFIC INCLUDING PARKING ON COUNTY ROADS” WHEREAS, pursuant to Section 210, of the Municipal Act, being Chapter M.45, R.S.O. 1990, as amended, the Council of the Corporation of the County of Elgin did pass By-Law No. 20-05 for the regulation of traffic including parking on County Roads; AND WHEREAS now 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 parking and traffic on highways; AND WHEREAS it was deemed necessary and appropriate to amend Schedule “B” to By- Law No. 20-05 to restrict parking on a section of Sunset Road (County Rd. #4). NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule “B” of By-Law No. 20-05 be and is hereby amended to include “County Road #4 (Sunset Road) from the north property limits of Warren Street (County Rd. #21) for a distance of 105 metres north on the east side of Sunset Road.”; and 2. THAT this by-law shall come into force and take effect upon erection of appropriate signage indicating said No Parking Zones. rd READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 23 DAY OF NOVEMBER 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 183 COUNTY OF ELGIN By-Law No. 21-43 “BEING A BY-LAW TO AMEND BY-LAW NO. 19-41, REFERRED TO AS THE PROCEDURAL BY-LAW” WHEREAS the Municipal Act, 2001, S.O. 2001, c. M. 46, as amended (“Act”), and in particular section 238 thereof, requires a municipal corporation to enact a procedure by- law governing, among other things, the calling, place, and proceedings of meetings of its Council; AND WHEREAS Council for the Corporation of the County of Elgin previously enacted By- Law No. 19-41, referred to as the Procedural By-Law, to satisfy the said requirement of the Act; AND WHEREAS the County of Elgin deems it necessary and appropriate to amend By- Law No. 19-41, as previously amended by By-Law 20-47, in particular Appendix “A”, section 9 (f) thereof, providing provisions for the appointment of the Warden; NOW THEREFORE, the Corporation of the County of Elgin, by its Council, hereby enacts as follows: 1. By-Law 19-41, as amended by By-Law 20-47, is hereby amended by repealing section 9(f) of Appendix ‘A’ in its entirety and replacing it with: (f) For the appointment of the Warden, the following regulations and procedures shall be followed: i. The CAO/Clerk shall take the Chair at seven o’clock in the evening of the second Tuesday of the month of December in each year, or at such hour and on such day thereafter as the majority of the Members of Council are present in the Council Chamber; ii. The CAO/Clerk shall prepare ballots for voting; iii. The CAO/Clerk shall inform the Members that he or she is ready to proceed with the election of one of their Members to be Warden, unless only one Member indicates his or her intention to run for the Office, in which case the election procedure is dispensed with in favour of a resolution appointing the Warden; iv. The CAO/Clerk shall ask those Members of Council seeking the Office of Warden to stand; v. The CAO/Clerk shall announce that any person aspiring to the position of Warden shall be granted an opportunity, not exceeding five (5) minutes, to address Council. Candidates will address Council in alphabetical order; vi. Voting shall be by secret ballot. and balloting will continue until a candidate obtains amajority of votes, except in the scenario described in section 9(f)(x), where a candidate may be appointed Warden while obtaining only 50% of the vote. The CAO/Clerk shall count the votes, in the presence of a representative/witness to be chosen by the CAO/Clerk; vii. In the event there are more than two (2) candidates and if, following a round of balloting, the candidate with the most votes does not have a majority, then the candidate receiving the lowest number of votes shall retire. A subsequent round(s) of balloting will be taken until one candidate has a majority of votes, unless the situation in section 9(f)(x) occurs. At no time shall the actual number of votes received by any candidate be announced, only the name or names of the successful candidate during such round of voting; 184 viii. If there are more than two (2) candidates and following a round of balloting no candidate has a majority of the votes, and there is not a tie among all candidates, but there is a tie between two or more candidates with the least number of votes, there will be a round of balloting including only the candidates with the least number of votes, to eliminate one of them. In the event that this round of balloting results in a tie, the CAO/Clerk will by lot pick a candidate to be eliminated by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the CAO/Clerk. The name picked shall be the candidate eliminated. ix. If there are more than two (2) candidates and the result of a round of balloting is a tie among all candidates, there will be another vote, and if the result remains a tie, the CAO/Clerk will by lot pick a candidate to be eliminated by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the CAO/Clerk. The name picked shall be the candidate eliminated. x. If there are two candidates and the result of a round of balloting is a two-way tie, there will be another round of balloting, and if the result remains a two- way tie, the CAO/Clerk will by lot pick the candidate for the position of Warden by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the CAO/Clerk. The name drawn shall be the successful candidate for the position of Warden. xi. By Motion, the CAO/Clerk shall be directed to destroy the ballots after the election has been completed; xii. For the purposes of electing the Warden, each Member of County Council shall have one vote; xiii. The Warden-Elect shall forthwith sign and declare and read aloud the Declaration of Office and, on completion thereof, he or she shall take the Chair. rd READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 23 DAY OF NOVEMBER 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 185