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27 - December 9, 2021 County Council Agenda Package�uuuuumppppiuuwv ° �� m,ou a� Pn,,agrrnsvvby N afllerl;: TABLE OF CONTENTS Orders — December 9, 2021.................................................................... 3 Elgin County Council Minutes — November 23, 2021.................................... 4 Delegation — Road Maintenance Agreement Review .................................... 14 Delegation — Elgin County Land Division Activities for 2021........................... 72 ReportsIndex ....................................................................................... 77 Report — Warden's Activity Report (November) and COVID-19 Update............ 79 Report — County of Elgin/Central Elgin Joint Accessibility Advisory Committee Update.............................................................................................. 84 Report — Connectivity Committee Update .................................................. 89 Report — Elgin County Museum Update .................................................... 94 Report — Environmental Advisory Committee Update ................................... 103 Report — Health Recruitment Partnership Committee Update ........................ 107 Report — Rural Initiatives and Planning Advisory Committee Update ............... 115 Report — Terrace Lodge Redevelopment Fundraising Committee Update......... 119 Report — Terrace Lodge Redevelopment Steering Committee Update ............. 124 Report — General Insurance and Risk Management Services Program for 2022 131 Report — Data Hosting Agreement Extension to December 31, 2022 with London Public Library........................................................................... 206 Report — Lease Extension to December 31, 2022 for Aylmer Library ............... 222 Report — County of Elgin Market Comparators for Strategic Compensation Analysis............................................................................................. 240 Report — Bridge Weight By -Law Amendments ............................................ 244 Report — Urban Reconstruction — Private Drain Connections ......................... 248 Report — Port Bruce Road Transfers......................................................... 254 Report — Zero -Emission Vehicle Infrastructure Program — Proposed Charging Fee................................................................................................... 260 �uuuuumppppiuuwv ° �� m,ou a� Pn,,agrrnsvvby N afllerl,: I.�NVI L — �Igin County Industrial and Business Employment Vacant Land Inventory.......................................................................................... . 265 Report — Transfer of Lands from Elgin County to the City of St. Thomas.......... 369 Report — Council Meeting Schedule 2022................................................... 397 Report — COVID-19 Emergency Team Planning — November Update ............... 399 Correspondence — Items for Consideration ................................................ 421 Letter from the Township of Malahide...................................................... 422 Correspondence — Items for Information................................................... 423 SWIFT Monthly Project Update — October 2021.......................................... 424 Letter from MP Karen Vecchio................................................................ 431 Closed Session Agenda......................................................................... 432 By -Law No. 21-46 Bridge Weight By -Law .................................................. 433 `a ORDERS OF THE DAY FOR TUESDAY, December 9, 2021, 9:00 AM 1St Meeting Called to Order 2°d Adoption of Minutes — November 23, 2021 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. — County of Elgin Road Maintenance Agreement Review - StrategyCorp 9:20 a.m. — Elgin County Land Division Activities for 2021 — John "Ian" Fleck, Chairman of the Elgin County Land Division Committee 5th Motion to Move Into "Committee of the Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1. Items for Consideration 2. Items for Information (Consent Agenda) 8th Other Business 1. Statements/Inquiries by Members 2. Notice of Motion 3. Matters of Urgency 9th Closed Meeting Items 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee of the Whole 13th Consideration of By -Laws 14th Adjournment VIRTUAL MEETING: IN -PERSON PARTICIPATION RESTRICTED NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: Accessible formats available upon request. 3 of A�rriro,�l�l/((lliil��j�l( Elgiri Pmgme. Pwe Pay N tw e AEel 1►[d9111►IVYd9111►Eel l MINUTES November 23, 2021 Page 1 November 23, 2021 Elgin County Council met this 23rd 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 (electronic) Councillor Mary French (Council Chambers) Councillor Dominique Giguere (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 (Council Chambers) Michele Harris, Director of Homes and Seniors Services (electronic) Nancy Pasato, Manager of Planning (Council Chambers) Stephen Gibson, County Solicitor (Council Chambers) Jeff Brock, Director of Information Technology Services (electronic) Amy Thomson, Director of Human Resources (Council Chambers) Katherine Thompson, Manager of Administrative Services (Council Chambers) Jenna Fentie, Legislative Services Coordinator (Council Chambers) Carolyn Krahn, Legislative Services Coordinator (Council Chambers) Sarah Savoie, Accessibility Coordinator (electronic) 1. CALL TO ORDER The meeting convened at 9:00 a.m. with Warden Marks in the chair. ADOPTION OF MINUTES Moved by: Deputy Warden Mennill Seconded by: Councillor Purcell RESOLVED THAT the minutes of the meeting held on November 9, 2021 be adopted. Motion Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF i• •[Tip 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS i• •[Tip 5. COMMITTEE OF THE WHOLE Moved by: Councillor French Seconded by: Councillor Ketchabaw RESOLVED THAT we do now move into Committee of the Whole Council. Motion Carried. Page 2 November 23, 2021 Additional Reports Moved by: Deputy Warden Mennill Seconded by: Councillor McPhail RESOLVED THAT County Council consider two additional reports titled "Appointment of Treasurer and Deputy Treasurer" and "Appointment of Deputy Clerk and Deputy Clerks (Alternate)" from the Chief Administrative Officer. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Joint Multi -Year Accessibilitv Plan 2021 — 2026 — Accessibility Coordinator The Accessibility Coordinator presented the Joint Multi -Year Accessibility Plan 2021 — 2026 for County Council's review and approval. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the Joint Multi -Year Accessibility Plan 2021-2026 be approved for implementation; and THAT the report titled "Joint Multi -Year Accessibility Plan 2021-2026" dated November 23, 2021 be received and filed. Motion Carried. 6.2 Library, Museum, and Archives Service Updates — September to November 2021 — Director of Community and Cultural Services The Director of Community and Cultural Services presented the service and project updates for Elgin County Library, Elgin County Museum, and Elgin County Archives for the period of September to November 2021 relative to the province's COVID-19 re -opening framework. Moved by: Councillor Giguere Seconded by: Councillor Martyn RESOLVED THAT the report titled "Library, Museum and Archives Service Updates — September to November 2021" dated November 23, 2021 from the Director of Community and Cultural Services be received and filed. Motion Carried. 6.3 Meals on Wheels Agreement Elgin/WECHC — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report seeking Council's approval for the execution of the Meals on Wheels Supply Agreement between Elgin County and the West Elgin Community Health Centre. Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT the report titled "Meals on Wheels Agreement Elgin/VVECHC" dated November 15, 2021 from the Director of Homes and Seniors Services 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 for the time period of January 5, 2022 to January 4, 2024. Motion Carried. Page 3 November 23, 2021 6.4 Compensation Review — RFP Award — Director of Human Resources The Director of Human Resources presented the report seeking Council's approval to award selection for the Compensation Review and Pay Equity Analysis of Non - Union Staff, County Councillors and Boards of Council Request for Proposal. Moved by: Councillor McPhail Seconded by: Councillor Giguere RESOLVED 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. Motion Carried. 6.5 Organizational Culture Initiative — Update — Director of Human Resources The Director of Human Resources provided an update to County Council on the organizational culture work that is presently underway at the County of Elgin. Moved by: Deputy Warden Mennill Seconded by: Councillor French RESOLVED THAT the report titled "Organizational Culture Initiative -Update" dated November 17, 2021 from the Director of Human Resources be received and filed. Motion Carried. 6.6 Approval for Official Plan Amendment No. 10, Municipality of Central Elgin — Manager of Planning The Manager of Planning presented the report outlining the information required for County Council to consider granting approval to the Official Plan Amendment No. 10 to the Municipality of Central Elgin Official Plan, File No. CE OPA 10-21. Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 10 to the Municipality of Central Elgin Official Plan, File No. CE OPA 10-21; and THAT staff be directed to provide notice of this decision in accordance with the Planning Act. Motion Carried. 6.7 Draft Plan of Subdivision Craigholme Estates Phase 6, Municipality of Central Elgin — Manager of Planning The Manager of Planning presented the report outlining the information required for County Council to consider granting draft plan approval to the Draft Plan of Subdivision for Craigholme Estates Limited in the Municipality of Central Elgin. Moved by: Councillor Martyn Seconded by: Councillor McPhail RESOLVED THAT the Council of the Corporation of the County of Elgin grants draft plan approval to the Draft Plan of Subdivision for Craigholme Estates Limited in the Municipality of Central Elgin (Belmont) File No. 34T-CE1902; and Page 4 November 23, 2021 THAT staff be directed to provide notice of this decision subject to the conditions of final approval in accordance with the Planning Act. Motion Carried. 6.8 Bridge Weight By-law Amendments — General Manager of Engineering, Planning and Enterprise/Deputy CAO The General Manager of Engineering, Planning and Enterprise/Deputy CAO presented the report recommending amendments to the posted load limit postings on Fulton Bridge (B-23), Gillets Bridge (B-27), and Phillmore Bridge (B-49). Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT the report titled "Bridge Weight By -Law Amendments" dated November 23, 2021 from the General Manager of Engineering, Planning and Enterprise/Deputy CAO be deferred; and THAT staff be directed to gather additional information regarding the classification and weight limits of bridges to be presented at a future meeting. Motion Carried. 6.9 Currie Road Pedestrian Crossing — Village of Dutton — General Manaqer of Engineering, Planning and Enterprise/Deputy CAO The General Manager of Engineering, Planning and Enterprise/Deputy CAO presented the report recommended 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. Moved by: Councillor Purcell Seconded by: Councillor Jones RESOLVED THAT the report titled "Currie Road Pedestrian Crossing — Village of Dutton" dated November 23, 2021 from the General Manager of Engineering, Planning and Enterprise/Deputy CAO be received and filed; and 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. Motion Carried. 6.10 Port Stanley Community Policing Requests —General Manager of Engineering, Planning and Enterprise/Deputy CAO The General Manager of Engineering, Planning and Enterprise/Deputy CAO presented the report recommending the implementation of a no -parking zone on Sunset Road. Moved by: Deputy Warden Mennill Seconded by: Councillor Jones RESOLVED THAT the report titled "Port Stanley Community Policing Requests" dated November 23, 2021 from the General Manager of Engineering, Planning and Enterprise/Deputy CAO 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: Page 5 November 23, 2021 County Road #4 (Sunset Road), from the north property limits of Warren Street (CR #21) for a distance of 105 m north on the east side of Sunset Road. Motion Carried. 6.11 Request for Ambulance Donation — Chief Administrative Officer The Chief Administrative Officer presented the report seeking Council's consideration of the request from St. John's Ambulance for the donation of the surplus vehicle that is currently on loan to them. Moved by: Councillor French Seconded by: Councillor Martyn RESOLVED THAT Elgin 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. Motion Carried. 6.12 Proposed Amendments to By -Law No. 19-41 "To Regulate the Proceedings of the Municipal Council of the Corporation of the County of Elgin and to Repeal By -Law No. 18-38" — Chief Administrative Officer The Chief Administrative Officer presented the report recommending that Council consider clarifying and amending the procedures for the Inaugural Meeting and Annual Election of the Warden. Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw RESOLVED 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 No. 18-38". Motion Carried. 6.13 Appointment of Deputy Clerk and Deputy Clerks (Alternate) — Chief Administrative Officer The Chief Administrative Officer presented the report to seek approval and authorization for a By -Law appointing a Deputy Clerk, a Deputy Clerk (alternate) and a Deputy Clerk (alternate) for the purpose of planning matters, in conformance with the Municipal Act, 2001, S.O. 2001, c. M. 25, as amended. Moved by: Councillor Giguere Seconded by: Councillor Jones RESOLVED THAT the report titled "Appointment of Deputy Clerk and Deputy Clerks (Alternate)" dated November 19, 2021 from the Chief Administrative Officer be received and filed; and THAT Council approve and authorize By -Law No. 21-44 "BEING a By -Law to Appoint a Deputy Clerk and Deputy Clerks (Alternate) for the Corporation of the County of Elgin and to Repeal By -Law No. 20-30". Motion Carried. Page 6 November 23, 2021 6.14 Appointment of Treasurer and Deputy Treasurer— Chief Administrative Officer The Chief Administrative Officer presented the report to seek approval and authorization for a By -Law appointing a Treasurer and Deputy Treasurer, in conformance with the Municipal Act, 2001, S.O. 2001, c. M. 25, as amended. Moved by: Councillor McPhail Seconded by: Councillor Purcell RESOLVED THAT the report titled "Appointment of Treasurer and Deputy Treasurer" dated November 19, 2021 from the Chief Administrative Officer be received and filed; and THAT Council approve and authorize By -Law No. 21-45 "BEING a By -Law to Appoint a Treasurer and Deputy Treasurer for the Corporation of the County of Elgin and to Repeal By -Law No. 08-29 and By -Law No. 20-31. - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) 7.2.1 Second Stage Housing with their Fall/VA/inter 2021 Newsletter. Moved by: Councillor Giguere Seconded by: Councillor Jones RESOLVED THAT Correspondence Item #7.2.1 be received and filed. - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Deputy Warden Mennill introduced and shared a video honouring Warden Marks that was presented at the Annual Warden's Banquet on Friday, November 19, 2021, and congratulated Warden Marks on a successful term as Elgin County Warden. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Councillor Martyn Seconded by: Councillor French 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): 9 Page 7 November 23, 2021 In -Camera Item #1 (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 In -Camera Item #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 In -Camera Item #3 (a) the security of the property of the municipality or local board — Property Matter In -Camera Item #4 The County Solicitor acted as Clerk for In -Camera Item #4. (b) personal matters about an identifiable individual, including municipal or local board employees — CAO Performance Review - Motion Carried. Council recessed at 9:57 a.m. and reconvened at 10:10 a.m. 10. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Deputy Warden Mennill RESOLVED THAT we do now rise and report. - Motion Carried. In -Camera Item #1 — Insurance Moved by: Councillor Ketchabaw Seconded by: Deputy Warden Mennill RESOLVED THAT staff proceed as directed. - Motion Carried. In -Camera Item #2 —Telecommunications Moved by: Councillor Purcell Seconded by: Councillor French RESOLVED THAT staff proceed as directed. - Motion Carried. In -Camera Item #3 — Property Matter Moved by: Councillor McPhail Seconded by: Councillor Giguere RESOLVED THAT the confidential report from the Chief Administrative Officer be received. - Motion Carried. 10 Page 8 November 23, 2021 In -Camera Item #4 — CAO Performance Review Moved by: Councillor Giguere Seconded by: Councillor Martyn RESOLVED THAT the County Solicitor proceed as directed. - Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor French Seconded by: Councillor McPhail RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. - Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law No. 21-41 — Regulation of Traffic 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. Moved by: Councillor Martyn Seconded by: Deputy Warden Mennill RESOLVED THAT By -Law No. 21-41 be now read a first, second and third time and finally passed. - Motion Carried. 12.2 By -Law No. 21-42 — Procedural By -Law Amendement BEING a By -Law to Amend By -Law No. 19-41, Referred to as the Procedural By - Law. Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT By -Law No. 21-42 be now read a first, second and third time and finally passed. - Motion Carried. 12.3 By -Law No. 21-43 — Appointing Deputy Clerk and Deputy Clerks (Alternate) BEING a By -Law to Appoint a Deputy Clerk and Deputy Clerks (Alternate) for the Corporation of the County of Elgin and to Repeal By -Law No. 20-30. Moved by: Councillor McPhail Seconded by: Deputy Warden Mennill RESOLVED THAT By -Law No. 21-43 be now read a first, second and third time and finally passed. - Motion Carried. 12.4 By -Law No. 21-44 — Appointing Treasurer and Deputy Treasurer BEING a By -Law to Appoint a Treasurer and Deputy Treasurer for the Corporation of the County of Elgin and to Repeal By -Law No. 08-29 and By -Law No. 20-31. Moved by: Councillor Giguere Page 9 November 23, 2021 Seconded by: Councillor McPhail RESOLVED THAT By -Law No. 21-44 be now read a first, second and third tme and finally passed. Motion Carried. 12.5 By -Law No. 21-45 — 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 23, 2021 Meeting. Moved by: Councillor Purcell Seconded by: Councillor French RESOLVED THAT By -Law No. 21-45 be now read a first, second and third time and finally passed. Motion Carried. 13. ADJOURNMENT Moved by: Councillor Martyn Seconded by: Deputy Warden Mennill RESOLVED THAT we do now adjourn at 12:10 p.m. to meet again on December 7, 2021 at 7:00 p.m. Motion Carried. Julie Gonyou, Chief Administrative Officer. 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N QJ C i QJ E C Q N O f0 bA " =O +' N c� = O l7 -Q *Z Q U .� E 'i -6 0 QQJ J u N " i O QJ lu N C _ m N _ QJ f0 O i- i QJ C QJ N V Vf .a'' O N •— }' Q `�° N O }' i O N Eu N O C7 v N i -Q Q1 'Q V 5 OV) CL Q 4N O I— O O N +O_ N U O V Z om o/ QJ 0 O > N i Q1 Q1 C " ru (J V V = O = E N > C 'p a--' Q N QJ QN i Q1 = N ��-+ a--+ i E V) ,�, QJ � u � �' v a O C i C c- QJ ate+ Vf Vf C N v Q m UO N A-�, v K •O Q N E Q = _ -Q ma C 0J O �1 O m N +-+ Vf ate+ a--+ Q Q •— _ f0 N -Q CL :3 Q QJ C: N O U = M V>f OO -CQ i CvN UA-- N O W O :3 Vf i � Oc > �E QJ; ON UN Om= QJ NO� c U p bD 4:1 Q O O QJ QJ N Q .E f0 C U u c N Q C E O ate-+ C N -Q i f,� QJ Ln � E L v O �i C: > ate, O O QJ Q) c�-. f0 E = f0 f0 O N bOA N N i N O v 'Q N a--+ f0 > -p N = i f0 QJ N v O v E c bn _ Q a _ QJc: QJ '+, L N QJ QJ O C w u QJ A-- QJ +� N bA O E a a O N Q> j_ > c ni E= E O v E E a_ N O u co O O E N w Ln CC = u N E >- a" r N v N U U a Q E v v L QJ QJ O L Q O UO v v c A-- Q A--E Q O 'a I— -O > U H co m u H m H u C H 0 4� x 41 41 E C: 0 C: 4-J CA aj C: m > C: C ai 41 0 tw 0 41 (A E 0 41 0 m C U) CA E m 0 > m u 0 w tw (A 0 m U— m C CL 4-J 0 E CA 0Ln 0 " 0 a m (A w 4� > 0 m ?-,E CL o 4- M aj 0 W 0 -0 'a o t aj A b.0 c CL 41 M W :2- u r r- 0 = a W aj aj m > o E " (n tw w w a u = txo 0 C: 41 co CA c: CA m (3j 0 ■4� m ai E 0. CA m cc -0 5: m Zi CA o C / " 3aj .2 > 41 aj M aj ai 0 0-2 0 > Tu 4- j.0 > w r bD 4- a bD a m = E 0" � 0 m u E E 0 u u r_ m 0 Q -a C: Ln C: 0 0 o o C: 0) u aJ c: c: t CL "I VI -L' 0 co m 0 > 0 U o CL o " Ln (3) to (3) "I CL co CL (3) co o C: C: C: 0) " CL a > E 0 CL @ 0) -- U u E E 0 u Ln -a E Ln 0 M = 4-1 76 41 4- >Gj = On - U aj M 4-J C: 4- ai > = tm aj o C: u 0 " 4� E — — ai ai o E c Ln C: Ln 4� c E2 X =3 L" GJ ai aj -0 ai E .2 +1 CL 4� GJ 6 = 0 = W C > , 4- 0 W u aj aj E c: GJ = 0 4� = = E aj 0 GJ aj to m 4- 0 aj -C a) ai 4- 'o a, ai u E < 0 aJ > u tm 5 ai ai CL < " = ai 4� aj Ln Ln WU > 0) 0 u 4� 4CIdA aJ CL 0) W W W 0 0 C)- u o 0 �5 -a (3) (3) -0 0 E aJ cu 0 0 Ln bo 0 > 0 0 u u U CL 0 a a) ao on CL 0 0 W (n 4- o aj 7-- a 0 0 E E L) O 0 CL < 0 < o w aj 0 aj E Ln aJ CL E tw E 0 C3 C:) w > - C-.l) 75 0 w > U >— cm 0 0) 0 Lu M > 5 v, 0) 0 aj u v, :t > 0 u u 4+ a) 0 =4� c -a 0 4N V) (A r_ u .2 0 0 0 U) u 0) m 4- �5 bb V) bb U- >1 E 4� SZ 4� u c c 0 a) 0 L- 4- E u Oe U) 41 0 4� 4-1 4h IA E 0 CA y E u. 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O c — � 6 U v 0 � N- V 4 O a O a a o u U a -6 O 41 2. vi -6 C vt 13) 41 O Q = w U (6 L O •� N UA Q N C fl- O O- E j C .� i1 OU m i O_ Q O N 41 •ca vNi vi 41 -6 41 -6 O 41 41 41 U 41 ut ut '6 v-6 am) E O E C O -41 � 41 C 6 u C u m 41 v�i m 41 O -O ut '� L O > a� ,tn to U O C U aTI MC aTI i MC •C ci V -0� i1 C: U bz ut C C i1 C m OW p M ut O '� O_ �p E E _ C O O O O O u Z //ii aof i Vf L C O O N vi O co coo Q C '+, `� O QJ u p O U � N — -O m QJ -O OU O O C O i_ -O •N O N L >. •= N c6 -p C _ U O N} in O C:-0 6 i QJ u iJ C O Q -6 N �bn U •u > UO QJ C p 0 _ +� E O co O O O '� v; � C P+ C QJ C N C C w -O p a U O v7 O C N m-0 O U � •j O_ O N D" V O, i 'n N-0 QJ �J Q Q p '� v7 N C to S_ QJ > N vy O N O Vf E N v f° C - a U _ _0 a .p E �' � O O -p � O u N U Vf E t � to `� V1 bCA > O M O pN t +-+ ,� "a to *- U C ,u U >, C L p C VI p Vf N_ w C Q1 +-+ N N U-6 C _ > f0 4J u •> O~ N p -p N p O N O �, f0 U N C: 0 E cCo E v E C t • ,H N •Q Q1 p a)''� O N i -p N N 'a v7 O U I— U O O_ .E _Q _Q H f0 C �+ LL • 0 ti `- III x v Q, X O u t a+ Q :0- m .a v 41 N is.+ QJ Z S N L m i '�, � o � v a 0-Z N O J QJ 3 aA � c v c a Qjv IIII •v � u � � a., � � u c ma Ma N Qj � u p j i Z r i a s ® c o Qom' a s -a a u Q a Q a > Cr rs i vmu N t6 O 3 c v '> o a o o acz oC v�i u u°n 4� N N � O O N .v y m a Cm7 O O E i � iD " v N O O i C — o 7 N m m u c O -a v o m 'a to c O m O_ O CA u c v E� N on w QJ i C U OU C .� i m w J N-C x O L DJ i 4-1 y1n. 0 w Ili1� O' t N M m 'A4-+ O M +-• n 4� 4� 0 c .O .O O a —� s s E `�' +� N E O to C N U -O O U E U 4 d �' E N N U c:U �,�—� E+ S N i U G •� u 4J s 4� N O tN 4. 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A O N I III � � illl •C: N 'N 0 O N � cdc 41 J L N U � O EC f0 N L u4• •_ L C� O U 1 41 U 4- U l0 O12N GJ C: 73 O u N N L VC) v K O QJ 4.J z G 4 ma O L O Q 4 to > O N O 4' N >� N EN O O txo 4 O U O c dA N 41 v � 41 0- O (a) U 44 L � •� O CL � O S •�_ u O v CC� L G 4' � c Q j FXO •C: 4 U U V QJ O y u 4. L. c L 41 Zi C: U1 °' a to a 4- Q O N T = V t l0 4J L _g- O 4- �_ co o N 4J U 4- O O O _g—_ N E Q iJ O � S /7 aJ :3 0 0 -0 1 0 (j) Illlxm aj W 0 Ln 0- o :3 w 0 -c- o :13 u > E on w > 0 on Z m u -a -u E o CO> 0 0 W U o on u o m CU V a (2) tw u (2) o (2) -a (2) (j) _0 0 -0 0 ® :3 0 .-L' L (j) aj U oc c Lun -0 o 0 Ln 0 u N E 0 Na .N Ln S.e < Ln 0 ---------- 4j ma c .2 Lonn o 0 E 0 U 0 Ln -0 0 0) -0 U)wow 2 u o Ln >, c 0 u o 0 0) u 0 c: < cz milllalou-0 (2) ;wU 0 -C 0 — U 0- -Z M 0) u U m 0 , 0 M U u U c u u JS -(QD Ln -5 ® co•F > 2 0 0) (3) Ln > Ln W W c W C-70 (j) E Ln Ln Ln = M m a", 0" 1� c,c, < Lun a) u 2- Z3 0 uu .2 Ln 0 26' tw -0 on 0) -z-n on 0) 0) -0 0) > "0 > o >, cn au) 0)E o o 2 -0a 0) c o Jill 0 J 0 j C-D E a) :3 0 u 01) .- X ® ' _0 - CL: cc x E 0 0) 00 0 0) -0 0 C=) 7T > 0 0 Ln :t:' cm E E 0 on M Lu F— > u 0) 0) -0 - - • u 14• x c 0 u o Ln :3 - u: Coe) -5 c: - > E o -C 0 C 0 Ln -0 cn 0 0 u U) C 0) 0 0 > co (3) co g® O (3) o a) u O V)(3) N 0 O (3) u (3) CL (3) 0 -0 CL 0) 0 u u 0 u x 0) 0 E 0 u 0 (U E 0 > E E =3 0 c u 0 -Z D D 0 O (3) on C) -0 0 0 (3) CL :D CL 0 V) 0 0 > 0 0) (3) " 0 m 2 75 CL aj 0 0 U C3 C: u (3) 4:; OLA (3) 0 u n D o Qj u O U 0 E 0 aj 0 u 0) 0 75 0 0 CL 0 -0 U M 0 0 > (3) , 0 0 u aj u (3) c (3) > 0) N (3) D (3) 0 > >. " 0 aj > 0 m D P txo E 'E Q. c� o -a 0 =3 E u -5 CL 0 " 2 0) o CL w 0 CL -i -C x ui 0) = CL 0 0 A A m E Ks: r1i N d X = 'C U QJ N �- V .= bA v N N co �O bCn O - E = QJ bA -6 C uo Cc QJ (3) *' QJ QJ > i 0�= o f C _ +� O -66 -66 bn C -C O u i' (M Q Q- }' O (O C a--+ Ou _ C E V C = C X C L � C +� p v E °J f° Q _ Q1 a v a E v �' V > QJ E o0 O 4. r L I— QJ = I— N co 1 O A-bn d u M + co C7 u Z bn C �O ate-+ c0 u L +-+ p Vf u C C fB QJ u = � p QJ N co = N O � Q N N u -A--O •bn i i ate-+ O } QJ Q) i i 0 N u �_ -O C i N N +' E O uo C O O O p E u — U _ 6 c O0 U c U C QQj f0 C QJ _ G aC N bn O i s N Q c a u = .� C:N i O C a--+ ,N EO O O 4 O u N D Q O C f0 u a--+ n- � (n N f0 N f0 � N N N v O E _0 `' � M u� +�-+ U to w m E O Q) E O S� O _ +-+ f0 o a v O v C u=_ 2— fo N u N N fS5 p u C C tB i N N O> � u QJ > C O m m p m E QJ QJ '+-+ u > A-- O C 4 C O '6 -6 C O O _ •c.� co �- �- N Eu N> O O 6 0 u O C > bn N H N C QJ j O > -p -p C E -6 QJ = c0 :� N N .Q' V p _ = y = Q1 N C cc O O O 6" 6 `� u1 U 6 to C 6 C C LL R. 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[f o o o ; o o' ; ; o oo �n N M O N O O O 00 N O n3 J O N oO d N O N C a, E O_ .O O- w O O In a, c 1 1►O I V) txD =3 0 W W -a C: 0 V) m l.; W E 4.1 0 Vf U- . m Ln L_ GJ = .0 o 0 4- > 0 CL U) Ln L- -I-- U) C) Ln tw L- u ." 6 V� 4� ii Ln 0 u 41 4� U aj t,O r CL V) 0 U) 4� V) 0 U 4~ 0 0 CL Vl 4� V) W I W LM- W 0 on Ln 0 CL M aj E 0 co m 4- m " 0 CL 0 U- ai " N WZ5 0, , CL 0 ('4 — fB on on a a- LU Qj u uo a) 0 C W w :6 on 3 U aj U aj M m CL o > -0 u aj aj U F x -0 0 u -E on 0 0 W U 0 M - on CL �::, aj aj u W on U aj CL E c) 0Ln 0 CL -0 S- CL .0 - Fa c ±� aj -E 'o M 3: " M S-- E "o aj 0, S-- aj r, , < m :* o 0 C: 0 0 ca u 0 Qj 0 0 E z05 U 0 U E z5 bon 0 M Z5 E 0 < 0 li- rl N I W 0- W W 4� C: 0 W 4- u V) 4� W V) U 0 '.P u u W V) W CL UD 0 0Ln U- L� u aj tw 4- E .— ai 4� Ln ai 0 4� Ln 4� 0 0 ci U) u ai > U) 0 Ln C)- 4- C)_ 0 V) C) 0 4U� 0 u (3) W 72 _0 0V) Q) C)- 0 W ai -0 ai E ON Ln V� CL m U) tw E P GJ M m v CL Ln M -0 t a m 0 In CL > 0 CL u > m L- Ln 0 M U 4- E E N; 0 CL "a ai r_ m ai -a ai E 50 CL W> aj " 0 0 c— u 0 0 0 u 0 E E m CL E 5 CT aj 0 "e u on c 27 .7, S- u u bA x u 0 Ln a) E u > E aj E 0 u CL M on co E o C E 0 Ln u E u 0 C: 0 c CL E on C: 0 CL on On u uN > 0 u 0 0 m co r1i W Aj \a" lo oZ 0 A-2 Lr) 0 Z Ln u E 0 ra P U C3 txD of C: Ln in > cmi ,j Ln �001 4- 0 qj CL x r, Zn z u E cr- 0- > Ln on 0, L n aj uo C) GJ c3i ('4 4� 41 aj 0 0 u I-- "0 0, CL W i ��o I co " C) C) W c W ." ai o m Lr) =3 E "0 aj cr ai E 'o o' 0 rH ............. 0 u E o z Ln 4� o• ai =3 0 M 0 Ln > z aj u o-o u u -,z m 0 u ai u E 0 in � i o ai tw 4� o Z tw o r_ CL M W W V 0 �ool 0 E ............ 4� CL Ln ('4 m tw 0 v� CL ai Ln n 0 ai Ln GJ 0 u M aj CL > E 0 Ln ai o u x 4+ 0 (3) u : m W ai 0 ai M 0 u 0 c (3j V) v) u W M 0 4� 0 (31 �ool tw un (14 r, a Ln v) x aj W (y) Ln GJ 0 o o W 4� = 0 4� C C) 4F 4� �o ol 4� v� 0 aj 4- < < rH CL E on N z z E 0 0 N qj Ln ai 0 aj qj aj Ln W ('4 Ln Ln tw Ln qj u E o' C C) 14 M Ln r-I 4� Ln Ln r 0 w aCL c c 0 r u (D aj 0 0 u CL M rr ai w Lu UJ " L- cf:ago LU: 0) N ZZ/ I 0 0 b o 0 0 0 E CL 4� Ln ro CM p 0 as :Zo L- aj 0 U kD Naj a) > V1 M on aj -c m w W = 0 L: m C: 0 0)= sa.m > u -0 E '-0 u a) 0 E < m L- 0 U cn , r * C) 0 V Ln M " eq 0- — c aj 0 0 m 'i 7) u v -u 0 b.0 I rq 0 m -0 E 0 u c on M bb :3 C a I>j Ln co 1� M M o (j) 'r �t 1-1 �; -8 aj -0 CA aj >- W C M aj N M Q) O 4' 12 ca E 'M' 0 CL .0 N E In Ci EL Z-n > 41 U GJ M o Er M CL ar tw aj OCT 4' E m 0 C CL W o ar m aj 00 Ln to m 0 ob 0 m r- 4, m a) r,4 C) 0. 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O O O U O N Q N 7 U L •F� c�c N � C C C to N to .� -0 0 co co O C N U ON C •2- Q o n \ Ln C 0 Q QL 4' o ro L 4J O 5 4O vi C U O U O U O a) � t .> N co co co -C H= H aA 0 >4 0 0 0 0 O Ll Ln • • LL 0- LL LL 4- LL r- ri m W N r-I m ® ® ® r-i N 0) 0 Q C) CD CD r-I (o � M ri N Ln N m (o � N Ln Ln Ln U {n. c-I 00 co (�o U {n a) aj CL 41 H � (o O cc o o 0 00 LL } rn O N 5 I N U N O Y 4+ � z N z O+ L IZ M� M F N0 00 O iD ate.+ O C N N M C � c-I r3o iD CA O L +-+ co N 1)RAF1' F(W 1)1SCU 1()N SiBAiEGV COAP M." 1 Date: November 12", 2021 This document sets out the proposed amendments to the Road Maintenance Agreement (RMA) between County and LMPs as agreed to by the Advisory Committee for the RMA Review conducted by StrategyCorp. All other findings and recommendations from this review that do not involve direct changes to the Agreement are summarized in the Final Report. 1. The RMA should include the following shared guiding principles as a section of the Agreement: i. The fee schedule is intended to be sufficient to cover the anticipated average costs of maintenance activities in an average year. ii. Municipalities will execute all the services outlined in the Agreement to the standards outlined in the Agreement irrespective of annual operating cost fluctuations. iii. Municipalities will have the flexibility to perform the services outlined in the Agreement using any service delivery methods they choose, so long as they meet the minimum standards outlined in the Agreement. iv. Municipalities will be entitled to the entire amount outlined in the fee schedule irrespective of annual operating cost fluctuations. V. Municipalities should be given the control and flexibility to annually appropriate funds received as part of the Agreement to operations and/or reserves at the Municipality's discretion. 2. The RMA should establish an Operations Committee comprised of the County and Municipal Superintendents that meets quarterly with the purpose of sharing upcoming County capital project and repair plans; identification of shared procurement opportunities; and the coordination of shared service delivery, or County -led services. a. Terms of Reference for the Operations Committee should be established and attached as a schedule to the RMA. These terms should include: i. Committee mandate (described above) ii. Meeting schedule iii. Standard agenda items 1010 RUE QUEEN STREUSUPE8501 146 KING STREET EAST', 2NN FLOOR OITTAWA, ONT II I A TOaOT , ONTARIO W 2171 CREATING CONDITIONS FOR SUCCESS Ern 1 � 4 16 -6,4-71112 6VI iv. Agenda pre -publishing requirements v. A mechanism for reviewing LMP and County engagement at operational meetings (i.e. attendance, submitted documentation requests, agenda publishing etc.) 3. The RMA should establish a Governance Committee comprised of the County and Municipal CAOs to act in an advisory and steering role with a mandate to assess structural or systemic concerns that arise on a regular basis between renewal cycles and recommend changes to the agreement to County Council, where required; resolve disputes and conflicts that cannot be resolved at the operational level; oversee general compliance with the Agreement. a. Terms of Reference for the Governance Committee should be established and attached as a schedule to the RMA. These terms should include: i. Committee mandate (described above) ii. Meeting schedule —Governance Committee activities maybe rolled into shared service discussions at existing regular CAO meetings, but frequency of these discussions should be prescribed. Specific recommended structure and language for Schedule C is provided in Appendix A to this Term Sheet, with all recommended new or amended language highlighted in red. 4. The format of the Scope of Services should be amended to clearly define and describe all Municipal maintenance obligations. a. Schedule C should be amended so standards are organized be service category and include descriptions of all required services including those prescribed in the MMS, including inspections. b. Where service standards are prescribed by the MMS, "to be completed as per MMS," should be added to the schedule. c. Where a specific service level limit is described in Schedule C, a clause referencing section 4.5 of the RMA should be added to clarify the County responsibility to pay for any additional work necessary to meet minimum service standards. 5. The following changes to service levels should be made to Schedule C. a. Grass Cutting -The existing minimum standard for full width cutting of the ROW every third year should be removed and replaced with a standard that allows the area between biannual cutting and the property line to naturalize to the extent that Elgin County RMA Review lll0 STP' TEOYCOPPUM September 8`", 2020 2 [xt it remains free of invasive and noxious weeds, or larger brush and vegetation that impedes sight lines or drainage facilities. Larger vegetation in these areas should also be removed by the municipality before the canopy begins to encroach the road property. b. Line Painting — A provision should be added to the schedule for the County to take on responsibility for the costs of remarking roads following capital re -surfacing or re -paving projects on County roads but that there should be continued collaboration between Municipalities and the County to eliminate duplication of road markings in cases where capital projects are planned, as has been the practice in recent years. c. Road Signs — A provision should be added to the scope of services schedule to clarify that where road signs have become deficient over time (i.e. failed reflectivity tests) the County is responsible for the costs of replacing those signs, as has been the practice in previous years. The municipalities should continue to be responsible for replacing damaged or stollen signs, and for regular reflectivity testing as per the MMS. 6. Where Municipalities are expected to provide services with regard to a particular policy referenced in the RMA or Scope of Services, that policy should be attached at an appendix to Schedule C, with a provision allowing the County to update these policies between RMA renewal cycles. a. The following County Policies shall be appended as currently referenced in the RMA or Scope of Services: i. "No Spray" Policy ii. Road Salt Management Plan iii. Deer Warning Signage Policy 7. A schedule mapping out all drainage system under the responsibility of Municipalities should be added to the RMA to better facilitate Municipal maintenance on these structures. a. Schedule C should be amended to include a provision requiring the County to provide a schedule of known drainage structures under the responsibility of Municipalities, and will continuously updates that schedule as asset inventories are updated and improved, Municipalities will still be responsible for all drainage structures in the municipality. Elgin County RMA Review lll0 STE' TEOYCO RCOM September 8`", 2020 3 F'Yd 1)R A F1' F(_)1( 1)1 U 1()N 8. Regular Municipal Monthly County Roads Reports and Inspection Responses should be harmonized into a single quarterly report to County. a. Section 8.2 (Inspection) and 9.1 (Records) should be amended to prescribe a quarterly schedule for Municipalities to provide reporting on road maintenance activities using a template attached as a schedule to the agreement. b. Schedule F should be amended to include the following fields of information: i. Description of activities by service (inspections, road surfaces, roadside, drainage systems, bridges and culverts, safety devises and road closures, and winter control) and road number completed since the previous report ii. Planned activities by service type and by road number for the next reporting period iii. Number of Winter events, and volume of materials used in Winter Controls iv. Description of work performed in response to previous Inspection Report c. Section 5.1 (Payment to the Municipality) should be amended to remove requirements for Monthly County Road Reports and reporting on winter control material as part of Monthly invoicing requirements. i. Language requiring supporting documentation for all additional charges above the monthly allocation prescribed in Schedule D (section 5.2), should remain. d. Schedule G should be amended or removed to reflect the amended reporting requirements for invoicing. 9. The RMA should prescribe a standard reporting template and reporting methodologies for Year -End Financials. a. A template for Year -End Financial reporting should require costs be reported by a set list of service categories and cost centres as outlined in Table 1 and attached as a Schedule to the RMA. i. Reported work hours for Labour and Equipment costs should be included in Year -End Financial Reports Elgin County RMA Review lll0 STE' TEOYCO RCOM September 8', 2020 M Table 1: Draft Annual Financial Reporting Template Labour Equipment Materials/ Admin Other Totals Contracts Inspection/ Patrol $ - $ - $ - $ - $ - $ - Road Surfaces $ - $ - $ - $ - $ - $ - Roadside $ - $ - $ - $ - $ - $ - Drainage Systems $ - $ - $ - $ - $ - $ - Bridges/ Culverts $ - $ - $ - $ - $ - $ - Safety Devises $ - $ - $ - $ - $ - $ - Winter Control $ - $ - $ - $ - $ - $ - Totals b. Section 5.1(3) (Payment to the Municipality) should be amended to reference the new schedule. c. The following standard financial reporting methodologies for required cost centres should be added as a section or subsection of the RMA. i. Labour costs should be reported as true costs of salary and benefits paid out. ii. Equipment costs should be reported as machine hours using OPS-127 rates most recently published by MTO. iii. Material and Contract costs should be reported as invoiced to the Municipality by the vendor. iv. A flat fee of up to 5% of the LMPs total annual allocation may be reported as administrative charges v. All other expenses, including major maintenance works, should be reported as "Other" and should be accompanied by supporting documentation on the reported costs. 10. The RMA should direct the County to compile and submit an Annual Compliance Report to the Governance Committee for review. a. The new section in the RMA should note the following indicators to be included in this report: i. Individual and summary results of Quarterly Inspections ii. Overall LMP response to noted deficiencies Elgin County RMA Review lll0 STE' TEOYCO RCOM September 8`", 2020 5 63 iii. Summary of LMP compliance with reporting requirements and deadlines iv. LMP and County engagement in Operational Committee meetings (as determined in the Terms of Reference) Elgin County RMA Review lll0 STP' TEOYCOPPUM September 8`", 2020 0 64 0 This Appendix sets out draft terms for the updates scope of services schedule. All provisions from the existing Schedule are sited with footnotes referencing the corresponding section in the current schedule. Provisions in red are recommended changes as per workshop discussions. Service descriptions were agreed to by Advisory Committee members in the Scope of Services worksheet completed by all parties. 1.0 Inspection 1.1 Routine Inspections Service Description: Routine inspection of roads for defects, safety concerns, and road conditions. 1111 Routines inspections .shouldf llow a.schedule consistent with they IWS, • Municipalities shall, as part of their regular road patrols, report any concerns with flashing beacons, traffic signals, or pedestrian crossings to the County and the County's Electrical Services Contractor upon becoming aware of the defect. 2.0 Road Surface Maintenance 2.1 Maintaining asphalt pavement & surface treated surfaces Service Description: Identification and repair of road surface defects including potholes, cracks, edge drop off etc. Repairs .should be complete cis psis. lltl S, • For asphalt pavement surfaces, original design width, minus 0.1m shall be maintained. 101 • For surface treated surfaces, original design width, minus 0.2m shall be maintained. 102 • Total linear work should be limited to 50 m per lane km annually. 1011102 In cosecs where Municipalities believe that more than 50 sus of work in a specific loner kni is necessary to meet AWS, section 4. f the RMA .should apply, 2.1.1 Bicycle Facilities Maintenance Service Description: Identification and repair of surface defects on designated bike lanes. • Designated bicycle lanes shall be inspected and maintained considering the facility user.101 • Identification (e.g. with a traffic barrel) of defects should occur as soon as practical, Elgin County RMA Review 1110 STE' TEOYCO RCOM September 8', 2020 0 I:V 1)i:(.A i' F(_)R IASC I IC)N while repair being scheduled for repair. 101 2.2 Maintaining gravel shoulders Service Description: Identification and repair of defects along gravel shoulders including potholes, cracks, and edge maintenance etc. Repairs .should be complete cis psis. I MS, • Original design width, minus 0.3 meters shall be graded a minimum of 2 times per year and as required. 201 • Where partially or fully paved shoulders exist, the shoulder width shall be measured from the edge of the driving lane (white line). 201 • Isolated or spot shoulder graveling (supply and install Granular 'A' material to a maximum of 10 tonnes and not exceeding 20m in length per location), shall be completed as required to eliminate edge of pavement drop-offs, standing water or depressions and may require berm removal to promote positive sheet flow. 201 • In cose.s where Municipalities believe that more than N ' a h )nnes d) Granular :l,M rn t rial is needed, d, exceeding 0 sus in length th pegs. location, in order to meet IIt MS, section 4.5 of they RMA should apply, 2.3 Sweeping Service Description: Sweeping of roadways. Roadway sweeping shall be completed 2 times per year in urban areas and as required in rural areas. 301 2.3.1 Bicycle Facilities Sweeping Service Description: Sweeping of designated bicycle facilities. • Designated bicycle facilities shall be swept a minimum of five times annually and as required considering the road user. 301 • The County will accept an additional service invoice for the cost of sweeping designated bicycle facilities five times annually. 301 3.0 Roadside Maintenance 3.1 Debris Control Service Description: Removal of all material deposited on the traveled portion of the road or shoulder, either intentionally or unintentionally (e.g. mud, rocks, dead animals, trash, etc.).306 Elgin County RMA Review lll0 STP' TEOYCOPPUM September 8`", 2020 [,.IV' Material should be removed upon being identified. 306 3.2 Vegetation Control Service Description: Cutting ofovergrown orunwanted vegetation along roads, at intersections, and under and around bridges, culverts, and safety systems. ° Cutting along roads shall be completed 2 times annually to a minimum width of 3.6m from the edge of shoulder in the spring, and a minimum width of 1.8m in the fa 11. 311 °VegetationshaUbeoutanoundguidenai|postsandarninirnurnwidthof1.8rnbehindguide 302 rail where practicable. °Vegetationshall becut across all road property atintersections toachieve aclear sight distance of at least 200rn in all directions from intersections. The vegetation shall not be greater than O.3rninheight.*u ° Cutting of brush shall be completed annually and removed underneath and within 3 meters ofculverts, bridges and safety systems (guard rai|). 313 ao ° Brush and vegetation that obscures any road sign shall beremoved. Municipalities shall be responsible for ensuring the full mfidthufthe County road right-of- way isfree of invasive and noxious mxeedc Drlarger brush and vegetation that impedes sight lines or drainage,facilities, I arger vegetation in these areas should be removed by the municipality before the conopy begins to encroach the road property, ° Municipalities shall perform maintenance (i.e. weed trimming) around Elgin County sm 3.3 Tree Maintenance Service Description: Identification and removal of dead trees, and hazardous limbs. 0 Tree limbs that pose a public safety hazard shall be remove as soon as they are identified. am Dead trees should be removed within 1 year of identification. Elgin County RMAReview 0 STA&TEGVCORpCOM September 8 th 2020 E 67 • Stumps shall be ground down to be level with surrounding terrain in rural areas; in manicured lawn areas, ground stumps shall also be restored with topsoil and seed to match surrounding terrain. 304 3.4 Weed Control Service Description: Cutting and spraying of noxious weeds and invasive species. • Herbicide use to control unwanted vegetation shall conform to the County of Elgin's "No Spray policy". 305 4.0 Drainage Systems Maintenance 4.1 Cleaning of Drainage Systems Service Description: Cleaning and removal of obstructions in all outlets, subdrains, storm sewers, curbs and gutters, catch basins etc. on all County roads, • Storm drainage systems shall be cleaned when they have been identified to be restricting flow (i.e. gutter outlets/swales). This may require video investigations, flushing, removing of obstructions (i.e. roots), etc. 403 • Catch basins shall be cleaned at least once every 2 years or more if debris has filled their sumps. 403 • l.. s County .shall provide a .schedule of currently known drainage .system assets to be cleaned and will endeavor avor to update they .schedule cis its drainage asset inventory becomes more accurate, 4.2 Repairs of Drainage Systems Service Description: Identification of deficiencies and repairs to all drainage systems on t' unt)l roads, • Grate replacement, riser repairs and patching around catch basins shall be carried out under maintenance operations. 403 • All other defects shall be reported to the County of Elgin,403 and section 4of the l M, should apply, • lhe County.shall provide a .schedule of currently known drainage .system assets to be ins e cte dfor repairs and will endeavor avor to update they .schedule cis its drainage asset inventory becomes more accurate, 4.3 Ditch Maintenance Service Description: Ditching to maintain positive water flow and to eliminate standing Elgin County RMA Review lll0 STE' TEOYCO RCOM September 8', 2020 10 68 water.401 Ditch maintenance should be limited to 50m in length at each identified area. 401 • In cosecs where IItIunici alltles believe that more than 50m of ditching is required to maintain .positive water flow or to eliminate .standing water, section 4. f the RA4Ashould apply, 5.0 Bridges and Culverts 5.1 Structure Cleaning Service Description: Cleaning of all bridges and culverts. Cleaning shall be completed annually as per the guidelines of the Ontario Good Roads Association's Bridge and Culvert Management Course. 404 • All culverts shall be cleaned using water jets (flushing) or other effective means where water flow has been restricted by material, debris, etc. 401 Noted deficiencies shall be reported to the County in writing. 404 5.2 Erosion Control Service Description: The installation of stone or similar material to prevent erosion around bridges and culverts. Municipalities shall be responsible for the costs of supplying and installing up to 10 tonnes of quarry stone or similar repair material per location.40' Where municipalities have identified areas where more than 10 tonnes of.stone is required, section 4. of they RA4A .should apply, 6.0 Safety Devices 6.1 Road Markings Service Description: Painting of road markers that includes but is not limited to: centerline markings, edge of lane markings, stop blocks, turn arrows, bike lanes, etc. All road markings shall be painted annually as per the Ontario Traffic Manual — Book 11. 501 White, edge of lane marking locations to be painted annually are shown on Attachment #2 to this schedule. Generally, these locations are at road crests, sags, curves, narrow structures, Class 1 roads and roads with partially or fully paved shoulders. Most county road intersections also have diverging lanes, turning tapers and radii that also require annual painting, and are not specifically depicted on these maps and OTM Book 11 shall be followed. sos Elgin County RMA Review lll0 STE' TEOYCO RCOM September 8`", 2020 11 W 1)i:(.A i' F(_)R IASC SSIC)N On paved shoulders that the County has defined as a bicycle lane, two solid white edge lines will be painted annually to create a buffer zone. The County will accept an invoice from the municipality for the cost to paint the second and additional white edge line where bicycle lanes are designated. sos Municipalities will be made aware of planned resurfacing at the beginning of each year soi w ud a w61114u6pallut ussau ks a uceadway plaHHedfeiccesui4a4ng by tllse Gebmty that yeaiic7 tllse 11' 1. uss�,wuswwdsaiwt ulli Ills w s....a�sruus..awllslls.. a�.. iw ussau �uws that a s�asi at tise uu sru..�t. .s municipalities may defer road marking for that year, Re -marking made necessary by County capital works projects shall be Ifunded and coordinated by the County, 6.2 Road Signs Service Description: Maintenance of all existing regulatory, warning, and information road signs and beacons; re -installation of damaged or stolen road signs; and removal of unapproved signs. • Road signs to be installed and maintained cis pegs. AWS and the Ontario Traffic Manual.502 • Municipalities are responsible for all costs to supply signs and materials to re -install damaged or stolen signs and to maintain battery operated beacons. soz �f requested by the County, all municipality labour andlor material costs required to replace road signs that fail reflectivity inspection cis part of routine testing, .s all be invoiced to the County, • Any unapproved signage attached to County infrastructure shall be removed immediately. 702 • The municipality shall remove any and all signage that becomes a safety concern due to sight line or drainage obstruction or is found to be in an unsafe condition or position that has the potential to threaten pedestrian or motorist safety. 702 • Signage to warn motorists of areas identified to have high incidents of deer vs. vehicle collisions will be installed with operating beacons on October 1st and remain in place until January 1st; all other times the beacons shall be removed, and alternative approved signage will be installed. sot • Elgin County "green" roadway directional/information signs and Elgin County Tourism signs will be supplied by the County. Labour and material costs required to re -install "green" roadway directional/information signs will be included within the base maintenance allocation. Labour and material costs required to re -install Elgin County Tourism signs shall be invoiced to the County. sot • The municipality is fully responsible for Hamlet Identification signs. sot Elgin County RMA Review lll0 STP' TEOYCOPPUM September 8t", 2020 12 rct 1)R A F1' F(_)R I)I "U1(IN • All signs shall be installed on wooden 4"x4" posts, with the exception of 90cm x 90cm signs (or greater), that shall be installed on 6"x6" wooden posts with a 2"x4" cross bracing. "I 6.3 Guide Rail and Traffic Barrier Systems Service Description: Maintain all existing safety systems (i.e. cable, steel beam guide rail, end treatments, etc.). • Systems to be maintained to the Ontario Provincial Standard Specifications. 503 • When damage has occurred from a motor vehicle collision, the municipality shall notify the County. 503 • The municipality is responsible for the first $10,000 spent annually to complete repairs and maintenance on all existing systems; complete documentation shall be provided to the County once this limit has been reached. 503 • Damage occurring as a result of municipal operations shall not form part of the annual $10,000 deductible. 503 6.4 Road Closures Service Description: Management, coordination and participation of road closures and detours on County roads. The municipality shall cooperate and participate with all emergency road closures and emergency detour routes that occur. 701 All costs to facilitate and supervise the event shall be borne by the municipality and are included in the base annual allocation for maintenance services. 701 • The municipality shall participate to manage all temporary road closures that are approved by the local municipality (i.e. parades). 701 7.0 Winter Control 7.1 Winter Control Service Description: Salting/sanding, plowing, ice blading, additional patrols, standby etc. 1111 Winter Maintenance activities to adhere to I MS, Municipality will also provide routine winter maintenance of highway bridges and overpasses not owned by the County but connecting at least to portions of County roads. 4.9 RMA Municipalities shall follow the "Canadian Code of Practice for the Environmental Management of Road Salts" and the County of Elgin's "Road Salt Management Plan". so1 Elgin County RMA Review lll0 STE' TEOYCO RCOM September 8', 2020 13 r`i IRIS!) Prugressive by Nature RECOMMENDATIONS: 1 REPORT TO COUNTY COUNCIL FROM: John "Ian" Fleck, Chairman Elgin County Land Division Committee Nancy Pasato, Manager of Planning DATE: December 9, 2021 SUBJECT: Elgin County Land Division Activities for 2021 THAT the report titled "Elgin County Land Division Activities for 2021" from the Elgin County Land Division Committee Chairman and the Manager of Planning, dated December 9, 2021 be received and filed. INTRODUCTION: The Elgin County Land Division Committee is the consent -granting authority for the County of Elgin since 1971, and its purpose is to authorize the separation of parcels of land where a plan of subdivision is deemed unnecessary. When making a decision on an application for consent, the approval authority shall have regard to the requirements of the Planning Act, the Provincial Policy Statement (2020), the policies of the Elgin County Official Plan, local municipal Official Plans, Ministry and Agency comments, and input from the public. In making sound planning decisions the Committee carefully reviews all of the information received in its deliberations. The Land Division Committee acts as a quasi-judicial body, similar to a minor court of law. It must be unbiased and has a duty to act fairly. Ideally it operates at arm's length and free from political interference. DISCUSSION: 2021 was a year filled with new and ongoing challenges. Nancy Pasato, Manager of Planning, who was acting in the position of Secretary -Treasurer stepped out of the role on May 26, 2021 when Aisling Laverty, Planning Technician, was sworn in. Aisling was hired in April 2021 to permanently fill the role of Secretary -Treasurer. The role of Secretary -Treasurer is responsible for the daily operations of the Land Division Committee. This involves the keeping of files, minutes, records and decisions of all applications and all other official business of the Committee. The Secretary -Treasurer MAI 2 attends all meetings and acts in an advisory capacity regarding policy and procedure. At the beginning of November 2021, Aisling resigned from the role and Nancy became the Acting Secretary -Treasurer until such time as a replacement was hired. The ongoing Covid-19 pandemic has continued to take a toll on the Land Division Committee and has produced changes in related processes. Since the beginning of 2021, meetings have been conducted through a blended model of video/telephone conference and in -person attendance (when virtual attendance was not possible). Meetings were also streamed through Facebook Live to reach a wider audience. Starting in July 2021, Committee members were invited to join County staff in -person to conduct the meetings. Public attendance was still limited. Despite the pandemic however, the Land Division Committee received a high number of applications for consent, which is expected to continue into the new year. There are seven members on the Land Division Committee which are appointed by County Council for the term January 1, 2019 to December 31, 2022. A new Committee Chair will be nominated in January, 2022. The members include: John "Ian" Fleck - Chairman, responsible for the Municipality of Dutton/Dunwich Dennis O'Grady — Vice Chairman - responsible for the Municipality of Central Elgin Dugald Aldred - responsible for the Municipality of West Elgin John Andrews - responsible for the Township of Southwold Jack Van Kasteren - responsible for the Town of Aylmer Rosemary Kennedy - responsible for the Township of Malahide John Seldon - responsible for the Municipality of Bayham All members of the Elgin County Land Division Committee, including the Secretary - Treasurer, are members of the Ontario Association of Committees of Adjustment and Consent Authorities (OACA). This organization provides seminars, conferences and annual workshops which help members stay current with changing legislation and committee procedures. The largest number of applications continue to be surplus farm dwellings and lots within settlement areas. Due to this, the consent application form was revised to make surplus farm dwelling criteria more transparent to applicants and members of the Committee. The Committee also deals with easements and rights -of -way, and the creation of new farm parcels. 73 3 Appendix A and B Land Division Committee Report — Statistics for 2021 indicate the numbers and types of severances that the Committee heard from October 31, 2020 to December 1, 2021, as well as the number of hearings held. FINANCIAL IMPLICATIONS: None. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: This applies to all of the local municipalities. COMMUNICATION REQUIREMENTS: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. This information report should be circulated to all of the local municipalities. CONCLUSION: Although the pandemic, the addition of a new Secretary -Treasurer, and limited in person meetings have affected the Land Division Committee, it is anticipated that the 74 0 2022 year will return to a more usual, pre -pandemic structure, and the high number of applications received will be maintained. It has been a pleasure serving as Chairman and working with such a committed group of individuals over the past year. All of which is Respectfully Submitted John "Ian" Fleck, Chair Elgin County Land Division Committee Nancy Pasato Manager of Planning Approved for Submission Julie Gonyou Chief Administrative Officer W U) z 0 H a U_ J d d a W U z a (Y W W U) LL 0 W a 0 z a LY W m D z x 0 z W a a Q O 04 O � L N � O O 0 N O N O O O O O N O O N wJ t O O O O CO N O O O N O O CO N CD O E N O N CO O O f� qT C7 i N " N fn p O N N O O K co 'IT N (0 N +, J O N co O O (0 fl- z N O (0N C7 (D N N N J p LD N O CO N N N O O N X W N NLO O LO N N C7 C7 O °r o L N 00, O 0 0 0 0 O O N z N O O O O O O O O 00 04 N 4a LO co N O L O 0 O N O O N O N C7 O CO CO N U co (0 CO (0 (0 M '0) N � '� O �-CuL O U Z � N O N O Q W D W N N U) 0 H U) cD z w LL 0 LY W m D z m x 0 z W a a Q O a 0 U a 0cu 70 (1) C: .- 70 0) Z) C: U 'E CU O N N N �.C� E z 2 LL _ REPORTS OF COUNCIL AND STAFF December 9, 2021 Council Reports — ATTACHED 2021 Warden Marks — Warden's Activity Report (November) and COVID-19 Update 2021 Warden Marks — Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) 2021 Warden Marks — Annual Council Committee Update: Connectivity Committee 2021 Councillor Martyn — Elgin County Museum 2021 Annual Report Councillor Jones — Annual Council Committee Update: Environmental Advisory Committee Councillor Jones — Annual Council Committee Update: Health Recruitment Partnership Committee Councillor Ketchabaw — Annual Council Committee Update: Rural Initiatives and Planning Advisory Committee 2021 Councillor Giguere — Annual Council Committee Update: Terrace Lodge Redevelopment Fundraising Committee 2021 Councillor Purcell — Terrace Lodge Redevelopment — 2021 Year End Update Staff Reports — ATTACHED Purchasing Coordinator — General Insurance and Risk Management Services Program for 2022 Director of Community and Cultural Services — Data Hosting Agreement Extension to December 31, 2022 with London Public Library Director of Community and Cultural Services — Lease Extension to December 31, 2022 for Aylmer Library Director of Human Resources — County of Elgin Market Comparators for Strategic Compensation Analysis General Manager of Engineering, Planning & Enterprise/Deputy CAO — Bridge Weight By -Law Amendments General Manager of Engineering, Planning & Enterprise/Deputy CAO — Urban Reconstruction — Private Drain Connections General Manager of Engineering, Planning & Enterprise/Deputy CAO — Port Bruce Road Transfers General Manager of Engineering, Planning & Enterprise/Deputy CAO — Zero -Emission Vehicle Infrastructure Program — 77 Proposed Charging Fee General Manager of Engineering, Planning & Enterprise/Deputy CAO — Elgin County Industrial and Business Employment Vacant Land Inventory Senior Legal Counsel — Transfer of Lands from Elgin County to the City of St. Thomas — Rectifying Title for a Portion of Wellington Road (County Road 25) Chief Administrative Officer — Council — Meeting Schedule 2022 Chief Administrative Officer — COVID-19 Emergency Team Planning — November Update 78 Prugressive by Nature RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: Tom Marks, 2021 Warden DATE: November 29, 2021 SUBJECT: Warden's Activity Report (November) and COVID-19 Update THAT the November 29, 2021, report titled, Warden's Activity Report (November) and COVID-19 Update submitted by the Warden, be received and filed for information. INTRODUCTION: This report provides a high-level summary of the County's response to the pandemic as well as a list of events and meetings I attended and organized on behalf of County Council. DISCUSSION: Over the past several weeks, COVID-19 cases across the province have begun to rise steadily. Today (November 29) the province is reporting 788 new cases of COVID-19. The seven-day average has also risen to 783. These are numbers we have not seen since the beginning of September. In our own Health Unit (Southwestern Public Health) cases have also increased significantly over the course of November. There are 211 confirmed active cases of COVID-19 in the Southwestern Public Health region. Our weekly incidence rate of 87.5 per 100,000 people is the fifth highest in the province. On November 29, Southwestern Public Health issued a II �..:..�...�.,ei: °:..............IL.I...9."' ..L......£..::�..I�.'..).i::1 requiring reinstatement of capacity limits in certain settings in the municipalities of Aylmer, Bayham, Blandford-Blenheim, Malahide, Norwich, South-West Oxford, Tillsonburg and West Elgin. These municipalities had weekly COVID-19 incidence rates of 80 per 100,000 people (or greater) AND/OR have vaccination rates of less than 80% of those 12 and older (as of November 26). The Letter of Instruction goes into effect on December 2, 2021 at 12.01 AM and will be in place for at least 6 weeks. rR 2 The average age of a case in our region is 41 years old. Most exposures happen from close contact with an infected person. Vaccinations On November 19, 2021 Health Canada announced that the Pfizer BioNTech vaccine has been approved for children ages 5-11. This is extremely exciting news and it is my hope that this will stop the spread amongst school children and reduce the amount of infections in our communities. Appointments for children ages 5-11 can be booked through Southwestern Public wwwu°r oll III cn�� or call 226-289-3560 (9.00 am — 5.00 Health. To book, visit......f...f.l.f' fn..:.£............:... pm, Monday to Sunday) or 1-800-922-0096 ext. 9 (8:30am to 4:30pm, Monday to Friday). 2021 Year in Review: As I reflect on my past year as Warden of Elgin County, I am filled with pride about what we have been able to accomplish as a County/Staff Team. Despite the challenges and uncertainty presented by the continuing COVID-19 pandemic we rose to the occasion and completed several important projects and advanced Council's strategic priorities. We have invested in our critical infrastructure significantly, ensuring that our roads, bridges and facilities will be safe and available to our residents for years to come. We have completed a reconstruction in downtown Rodney, replaced the Meeks Bridge in Southwold with the temporary bridge from Port Bruce, and completed a comprehensive rehabilitation of the King George the VI Lift Bridge in Port Stanley. The important work of the Connectivity Committee, continued over the course of 2022. Ensuring our residents have access to fast, reliable and affordable high-speed internet access in rural areas is a top priority of County Council. Over the past year the County has prioritized engaging with our residents in two-way communication using a broad array of in -person, print and electronic methods. The critical feedback received from our residents has been taken into consideration during a number of projects including but not limited to the Official Plan 5 Year Review, The Transportation Master Plan and the 2022 Budget development process. The County is committed to making public engagement and transparency a component of all projects and initiatives going forward. Partnerships with our Local Municipal Partners have become increasingly important as we respond to the rapidly changing COVID-19 environment and work to provide residents with access to seamless and efficient services. I look forward to what we can accomplish with our partners in 2022. 80 3 County Operations: The Elgin County Administration Building is now open to the public and Administration staff have returned to in -office work. Visitors are required to enter through the centre front door, provide their contact information, undergo a COVID-19 screening, and wear a face covering. Residents are also able to receive service by email or telephone between the hours of 8.30 a.m. and 4.30 p.m. All staff and visitors to the Administration Building are screened for COVID-19 upon entry. The Museum and Archives are open to the public for in -person visits. All ten Elgin County Library branches are providing Curbside Plus services, as well as use of computers and photocopying / printing services. Libraries are providing enhanced in -branch services including materials browsing and an increase in branch capacity. POA is open to the public. Payments can also be made virtually or by phone. A Vaccination Verification Policy is in place for administration staff, Councillors, Committee Members, volunteers and contractors doing business in County facilities. An Immunization Policy is also in place for Long -Term Care Homes Staff. Events/Meetings Attended by Warden: • Southwestern Public Health Municipal Partner Calls (November 4, 18) • Elgin County Council (November 9, 23) • Budget Committee (November 8, 16) • Official Plan Review — Draft Elgin Natural Heritage Systems Study Community Feedback Meeting (November 3 and 4) • Meeks Bridge Opening Ceremony (November 3) • Aylmer -Elgin -St. Thomas Housing Forum (November 10) • Remembrance Day Service, Rodney Cenotaph (November 7) • Remembrance Day Service, Dutton Community Centre (November 10) • Remembrance Day Service, Port Stanley (November 11) • Thames Valley District School Board Rural Education Task Force (November 17) • Community Safety and Well -Being Integration Table (November 18) • Warden's Banquet (November 19) • SCOR Meeting (November 25) • Municipal Engineers Association Awards (November 26) • Middlesex County Warden's Banquet (November 27) • Staff Service Recognition Awards Presentations (December 1) FINANCIAL IMPLICATIONS: The financial impact of COVID-19 and the County's response efforts are reported to Council on a regular basis. There are no other financial implications to report at this time. 81 0 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Additional Comments: Elgin County Council's response efforts and the continuity of essential projects and services align with Elgin County Council's Strategic Plan 2020- 2022. LOCAL MUNICIPAL PARTNER IMPACT: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: A brief synopsis will be included in the Council Highlights document that is posted to the website and distributed to local Councils. CONCLUSION: The holiday season is approaching and it is understandable that we are all very excited to enjoy activities that we were required to miss out on last year as a result of the COVID-19 pandemic. It is important to remember that although there are fewer restrictions in place than last year, we are still in the midst of a pandemic and COVID-19 cases remain high in our region. I urge you to partake in these activities while following all appropriate health and safety protocols as recommended by Southwestern Public 82 province has released some guidelines for celebrating safely this holiday -h can be fr)"nri hinnn - -H 11vultultu f'urlhi-if's ......................... :11,111,111,111,1111,'ll""I'll""I'll'll,I.� 11,1111=11,1111,I All of which is Respectfully Submitted MYNTOProure "I, LTANTUT 5 83 1 REPORT TO COUNTY COUNCIL FROM: 2021 Warden Tom Marks Iluumouuu°° DATE: November 29, 2021 Elgin, SUBJECT: Annual Council Committee Update. Prug1ressive by Nature County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) RECOMMENDATION: THAT the Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee, submitted by 2021 Warden Tom Marks, dated November 29, 2021, be received and filed for information; and, THAT the County of Elgin/Central Elgin Joint Accessibility Advisory Committee Terms of Reference be amended to allow for electronic participation in accordance with By -Law 20-47 being a by-law to amend by-law no. 19-41, referred to as the procedural by-law and to repeal by-law no. 20-13; and, THAT these amendments be made subject to the approval of the Municipality of Central Elgin. INTRODUCTION: Pursuant to Council's By -Law 19-41, being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin", reports shall be delivered to Elgin County Council on an as -needed basis and at least once per year. The purpose of this report is to provide Council with an update on the activities of the County of Elgin/Central Elgin Joint Accessibility Advisory Committee. DISCUSSION: Background: The County of Elgin/Central Elgin Joint Accessibility Advisory Committee was created in 2002 with the intent to advise members of Council on the implementation of the Accessibility for Ontarians with Disabilities Act (AODA) along with the affiliated Integrated Accessibility Standards Regulation (IASR). 84 2 Municipalities with a population of 10,000 or more are required to establish an accessibility advisory committee — two or more municipalities may, instead of each establishing their own accessibility advisory committee, establish a joint accessibility advisory committee. Other local municipal partners do not meet the population threshold of 10,000 and thus the Joint Accessibility Advisory Committee is only comprised of The County of Elgin and the Municipality of Central Elgin. The Committee shall consist of five (5) members and shall be comprised of: • Three residents with disabilities, from the County, at large • OR two residents with disabilities, plus a member of the community who is actively involved in a disability related profession, or caregiver for a person with a disability. • Mayor or Deputy Mayor from Central Elgin In a typical year, the County of Elgin/Central Elgin Joint Accessibility Advisory meets quarterly at the call of the Chair. As a result of the on -going COVID-19 pandemic and the recruitment of a new Accessibility Coordinator, the Committee met only three (3) times in 2021 (January, October and November). Committee Mandate: In conjunction the Accessibility for Ontarians with Disabilities Act, the County of Elgin/Central Elgin Joint Accessibility Advisory Committee shall provide advice to participating municipal councils in relation to accessibility planning and legislated standards. This includes: • Advise Councils, regarding the preparation, implementation and effectiveness of the multi -year accessibility plans of the participating municipalities. • Advise participating municipalities on the accessibility of buildings, structures or premises that the municipalities lease, purchase, construct or significantly renovate. • Review and advise municipalities on the accessibility of site plans and drawings described in Section 41 of the Planning Act that the committee selects. • Advise councils about the requirements and implementation of accessibility standards and the preparation of accessibility reports and such other matters for which the councils may seek its advice. • Perform all other functions specified in the Accessibility for Ontarians with Disabilities Act. Committee Accomplishments: The following accomplishments encompass all that the Committee achieved in 2021: 85 3 Committee reviewed the Elgin County Administration Building Elevator �uu,tion and Accessible Washroom project drawings in detail. The Committee had no concerns with this project that will realize significant accessibility improvements. • The Joint Accessibility Advisory Committee provided feedback regarding the need, location and design of accessible parking on Furnival Road. • The Committee reviewed and provided feedback on the 2021 - 2026 Joint Multi Year Accessibility Plan which was approved by County Council on November 23, 2021. • The Committee provided guidance for developing instructions for residents wishing to contact Canada Post regarding snow removal near community mailboxes or wishing to contact the Municipality of Central Elgin regarding snow removal near crosswalks. Next Steps: The County of Elgin/Central Elgin Joint Accessibility Advisory Committee will look to meet virtually early in 2022 while returning to the regular quarterly meeting schedule. The Committee will continue to advise the County of Elgin and Municipality of Central Elgin on accessibility issues as we work towards compliance in all areas. After dedicated service to the Committee, Harry Muir resigned in October 2021. The Committee will consider how to fill this vacancy in 2022. Terms of Reference The Terms of Reference for the JAAC currently provide for electronic participation only in the event that an accommodation is approved by the JAAC Chairperson, Central Elgin Deputy Clerk or designate and the County's Accessibility Coordinator. The terms indicate that electronic participants cannot vote or count towards quorum. This is inconsistent with amendments made to the County of Elgin's Procedural By -Law which allow for those who participate electronically to count towards quorum, vote and do so without an accommodation. It is recommended that the JAAC Terms of Reference be amended for consistency with By -Law 20-47 "Being a by-law to amend by-law no. 19- 41, referred to as the procedural by-law and to repeal by-law no. 20-13". This Committee is a joint committee with the Municipality of Central Elgin and therefore these changes would be subject to the approval of Central Elgin Council. FINANCIAL IMPLICATIONS: None. 0 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Changes to the JAAC Terms of Reference to allow for electronic voting will be considered by the Municipality of Central Elgin on December 13, 2021. COMMUNICATION REQUIREMENTS: None. CONCLUSION: The County of Elgin/Central Eglin Joint Accessibility Advisory Committee looks forward to 2022 as we continue to improve, recognize, remove and prevent barriers and increase inclusion and accessibility for people with disabilities in our communities, while continuing to be consulted on all appropriate projects that fall under the Integrated Accessibility Standards Regulation as well as the Accessibility for Ontarians with Disabilities Act. 87 All of which is Respectfully Submitted 2021 Warden Tom Marks Sarah Savoie Accessibility Coordinator 88 Progressive by Nature RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: 2021 Warden Tom Marks DATE: December 1, 2021 SUBJECT: Annual Council Committee Update: Connectivity Committee 2021 THAT the December 1, 2021, report titled, Annual Council Committee Update: Connectivity Committee, submitted by 2021 Warden Tom Marks, be received and filed; and, THAT the Terms of Reference for the Connectivity Committee be revised to indicate that the Committee Chair be elected for a term that coincides with the term of Council. INTRODUCTION: Pursuant to Council's By -Law 19-41, being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin", reports shall be delivered to Elgin County Council on an as -needed basis and at least once per year. The purpose of this report is to provide Council with an update on the activities of the Connectivity Committee. DISCUSSION: Background: The need to increase high-speed internet connectivity throughout Elgin County was identified as a key priority in Elgin County Council's Strategic Plan 2020-2022. The goal of the Committee is to identify high-speed internet solutions for Elgin County's rural residents and organizations and champion high-speed internet across the County. In 2021, the Committee met on January 14 & 28, February 11 & 25, March 11, April 8 & 29, June 17, July 22, August 26 and September 9. Council appointed the following Members to serve on the Connectivity Committee: • Councillor Tom Marks (Chair) (Vice Chair) • Councillor Dominique Giguere Justin Pennings 89 ua Kiirya 1„11r\U Andrews • Warden Dave Mennill Committee Mandate: 2 • Shawn Southern (Mr. Southern tendered his resignation in 2021) The Connectivity Committee is an Advisory Committee which reports to Council. The Committee has no binding decision -making authority. The Connectivity Committee's mandate is to: • Identify broadband and internet initiatives; • Champion high-speed connectivity across the County; • Interface with and consult with stakeholders; • Provide feedback and input into policy development, as required; • Encourage investments that will provide higher connectivity speeds within Elgin County; • Create an environment that facilitates open, competitive and innovative services and applications; • Maximize the efficient investment of both public and private sector funding to improve connectivity throughout Elgin County; • Develop tools to assist with attraction of broadband infrastructure investments; • Work with local municipal partners, schools and health sector throughout Elgin to improve research, innovation and education capabilities in the County; • Engage public and private sector stakeholders to investigate opportunities for partnerships that promote Broadband development and access for residents, businesses and institutions; • Investigate infrastructure investment priorities; and • Review and refine specific goals, outcomes and timelines for short-term and medium -term priorities. Committee Accomplishments: In 2021 the Committee accomplished: • Received requests for letters of support for Broadband projects and referred these to County Council for consideration; • Received and replied to correspondence from residents concerned about their level of highspeed connectivity in Elgin County; • Reviewed the ROMA Municipal Connectivity Roadmap document; Olt 3 • Engaged in a Connectivity strategic planning process in order to develop goals and next steps; • Recommended that County Council consider engaging a Technical Consultant to support the Committee's work in identifying community specific solutions with respect to enhancing connectivity across Elgin County, the costs associated with these solutions and, recommend funding models. • Reviewed and provided feedback on the contents of the Request for Proposal (RFP) to procure a technical consultant; • Provided feedback to staff regarding fibre installation guidelines and removing barriers for ISPs wishing to install fibre on Elgin County road allowances. This resulted in the approval by County Council of a Telecommunications Equipment and Road User Agreement. • Received and provided feedback on interim reports from IBI Group (Technical Consultant) regarding Analysis of Data and Local Resources; Current State Assessments; Mapped Survey Results; Funding Options; and Technical Options (Fibre, Wireless, Hybrid); • Conducted a survey of residents and businesses regarding their internet connectivity experiences in Elgin County in order to validate consultant data, reach a broader portion of Elgin's population, and fill in data gaps; and, • Approved an engagement strategy for Connectivity Committee activities that is transparent, focused and accessible. • Warden and CAO met with MPP to discuss the Accelerated High -Speed Internet Program. Next Steps: • The Connectivity Committee will receive a final report from IBI Group in mid - December. • Recommendations from the IBI Group report will be brought forward to County Council for consideration in January 2022. Terms of Reference The current Connectivity Committee Terms of Reference indicate that a Committee Chair will be reappointed annually. Staff are recommending that the Terms of Reference be amended to indicate that the term of the Committee Chair coincide with the term of Council. This will ensure continuity and better reflect current practices. 0111 0 FINANCIAL IMPLICATIONS: Recommendations from the technical consultant may result in budgetary requests. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: CONCLUSION: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. The Committee has worked closely with IBI Group (Technical Consultant) over the past year to ensure that robust data was available in order to develop an accurate current state analysis and develop options for consideration that reflect Elgin County's unique political, topographic and population features. The Committee remains committed to developing a solution to provide affordable, reliable highspeed internet to rural residents. Oy All of which is Respectfully Submitted Warden Tom Marks Chair, Connectivity Committee 01%] IRIS!) Prugressive by Nature RECOMMENDATION: 1 REPORT TO COUNTY COUNCIL FROM: Councillor Sally Martyn Mike Baker, Manager of Museum and Archives DATE: December 9, 2021 SUBJECT: Elgin County Museum 2021 Annual Report THAT the report titled "Elgin County Museum 2021 Annual Report" from Councillor Sally Martyn and the Manager of Museum and Archives dated December 9, 2021 be received and filed. INTRODUCTION: Below is the 2021 annual report of the Elgin County Museum submitted on behalf of County Council's 2021 representative on the Elgin County Museum Advisory Committee, Councillor Sally Martyn. DISCUSSION: The Museum Advisory Committee met only once during 2021 as a result of the restrictions put in place due to the pandemic. The following are issues and reports brought forward to the committee during this period: Membership The Museum Advisory Committee is currently composed of: Amanda Vanden Wyngaert, Chair (County Museums representative) Donna Lord (Women's Institute representative) Charlie Jenkins, (Agricultural representative) Joan Mansell, Secretary (Women's Institute representative) Kim Teuscher, (At -large member) Sally Martyn, (Elgin County Council representative) At -large member vacant Oi! 2 The museum was very fortunate to have had Lauren Docker for a second year as the summer student funded in part by the Government of Canada's Young Canada Works program. Much of the work involved on -going cataloguing and preparing archival material for transfer. 2021 Exhibitions • Unmasking Influenza January 9 - April 18 The world's deadliest influenza pandemic — known as the Spanish Flu — swept across Canada between 1918 and 1919. With no effective vaccine or treatment available, the virus infected Canadians living in cities, towns, and farms. Approximately 55,000 Canadians died; most of the casualties were young adults. The display also examined the lasting impact of the influenza pandemic in Canada. Presented by Ingenium — Canada's Museums of Science and Innovation and the Museum of Health Care in Kingston. • The Ones We Met - Inuit Traditional Knowledge and the Franklin Expedition May 1 - August 28 The fate of Sir John Franklin's 1845 expedition was one of the Arctic's most enduring mysteries, until the wrecks of HMS Erebus and HMS Terror were found. This exhibition explored the role of Inuit oral history in solving that mystery. It featured photographs, illustrations and an animated map of routes charted by Europeans looking for a Northwest Passage in the 350 years before Franklin's expedition. Visitors heard stories of Inuit encounters with Franklin and his men, and of Martin Frobisher's voyages to Baffin Island in the 1570s. Developed by the Canadian Museum of History and the Inuit Heritage Trust. • My Story, My Tattoo September 11 -December 23 My Story, My Tattoo featured 32 photographs and stories of people and their amazing tattoos. The exhibit included audio stations, videos and text panels. Participants represent every walk of life - everyone from a cancer survivor to teachers and their students, a firefighter and a farmer - and live throughout Wellington County. All of the individuals were open and honest, and their stories and personalities were represented through a series of thought -provoking and colourful images. 0-10 3 A travelling exhibit from the Wellington County Museum and Archives. Programs During the two lock -downs in the early part of the year alternative means were found to communicate the content of the first two exhibits. For the 1918 Flu exhibition, extracts from the St. Thomas Times -Journal were used to create a chronology of the epidemic as it rolled through the county. Social media posts were created illustrated with photos of the artifacts in the exhibition. Posts composed of text and images were also developed from the content of The Ones We Met. One talk to a live audience was delivery by the curator this year. Approximately 350 members of the Women's Canadian Club of London received a presentation on WWI memorials in London and Elgin County on November 11t" at the Hellenic Centre with another 65 watching the live -stream at home. An earlier version of the talk had been contributed to the RCR Museum 2021 lecture series. It appears on YouTube and as a Podcast. Virtual Cycling Tour— I iiip� //Www f2i iUh sspg� c,',,a/c,,J� k< n Work on the transportation murals has provided an opportunity to update the county's cycling guide and make it more accessible. With the opening of the county's newest cycling route, the High Wheel Way, a focus on the area along Imperial Road seemed appropriate. A tech firm, onthisspot, was approached to produce a cost-effective, on-line tour through their app that could be accessed easily by cyclists. The area between Belmont and Port Bruce and west to Sparta was selected. At the conclusion of the first phase, 42 locations, each with a then -and -now photo and a description, were brought on-line. A more detailed tour using 15 of these locations will be undertaken in the next phase. Site research has been completed for a possible tour in Southwold in 2022. Visitor Statistics 2021 (to November 27) (The museum was closed for 24 weeks) Exhibit Attendance 394 1 booked tour (Alzheimer's Society) 15 1 Advisory Committee meeting 4 Off -site Programme (Women's Canadian Club) 415 Total OR 0 2020 (to November 21) (The museum was closed for 21 weeks) Exhibit and programme attendance 612 school tours 0 2 booked tours 13 Off -site Programmes 76 Zoom talks 38 Meetings 57 Total 796 Permanent Collection The museum processed 36 donations and two purchases Highlights include Alma College memorabilia; several artifacts from the Baker homestead in Central Elgin - including the trunk the family used when emigrating to Canada; and the Aldborough/Rodney WWI and WWII honour rolls, donated by the Rodney Legion. Social Media Facebook followers — 836, an increase of 106 from 2020 Twitter followers — 687, an increase of 70 from 2020 The museum posts information on its artifacts and exhibitions at least twice a week. Gift Shop 2021 net income 2020 net income $ 74.00 (to Nov. 26) $675.50 (to Oct. 31) Admissions 2021 Admission donations $312.00 (to Oct. 31) 2020 Admission donations $227.04 (to Oct. 31) O:rA 5 Donations Estate of Donna Vera Evans Bushell Cycling Murals This series of murals is intended to animate the county's existing network of cycling trails using the theme of transportation. The use of six municipal buildings including several of the branch libraries was approved early in the year and a request for pre - qualification for artists was issued by the Purchasing Co-ordinator in June. Three artists were selected who have been contracted for four of the locations. Two of these murals have now been installed: one at the Belmont Library, painted by Melissa Kempf of St. Thomas and one at the Port Burwell Library, painted by Laura Peturson of Callander, Ontario. A third painted by Candy McManiman from Union is nearing completion on the picnic shelter at the fair grounds in Shedden. The remaining murals will be contracted for and completed in the spring. Augmented Reality Even though the museum was closed for part of the year, one could still appreciate some Elgin -St. Thomas art and history using the free engageARt app from EXAR Studios. Augmented Reality allows users to access animated images, photographs and audio through their phones. Five AR adventures were launched in June and are all located near the St. Thomas Tourist Information building. Users are able to animate two of the new downtown murals, shoot virtual pucks at a virtual net, hear readings of veterans' letters home at the Memorial Gardens and watch steam locomotive CN 5700 arrive at the reproduction railway station. An animated elephant guides visitors through the adventures. Over 200 users have downloaded the app. Another six adventures, based on aspects of Port Stanley's history, are now in production. Subjects include the Stork Club, the incline railway, the electrification of the London and Port Stanley Railway, ships and their cargoes through the ages, the 1902 rescue of the crew of the coal schooner Mineral State and a series of animated fish. These adventures will launch early in 2022. A full-time researcher/writer has been employed on this project for the past year. In addition to writing the content for all of the adventures, she has produced a series of articles based on the research which have appeared in local publications and on-line. 01. A Digital Archivist Position The digital archivist position has processed thousands of Stollery Studio photographs which have been added to the on-line database and is now focussed on digitizing newspapers. Outdoor Learning Area Furnishings and landscaping will provide an outdoor learning environment at the rear of the Heritage Centre for classes visiting the museum and potential summer camps. This will be completed in 2022. Conservation The Robert H. Whale oil painting, Spohn's Flats, 1891, has been cleaned, restored and reframed. Additional works will be restored in 2022. County -wide Database A completely new public interface for the database was launched in June, allowing users to search all partner collections simultaneously or individually. New graphics and a new format for displaying search results has made it much more user-friendly. The Oneida Language and Cultural Centre was invited to join the database as a partner during a visit to their facility to consult with their staff and volunteers on the display and storage of their collection. Outlook for 2022 Collections Review and Storage Consolidation The renovations in the Elgin County Administration building next year will provide an opportunity to consider renovating onsite storage. In preparation, a collections review will be started in February, 2022 to ensure that all items in the permanent collection meet the mandate and have adequate documentation. Storage will then be consolidated to make better use of our facilities. A contract position will be created for this project. Exhibition Schedule Two travelling exhibitions will be hosted during the year both on tour from Ingenium: Canada's Museums of Science and Innovation Space to Spoon, January 8 to April 3 Space to Spoon demonstrates how space technology benefits Canadian farmers and sustainable agriculture. It also highlights the Canadian Space Agency's Earth OR, 7 observation satellite, RADARSAT-2, and its cutting -edge successor, RADARSAT Constellation. Cipher/Decipher, September 16 to January 8 Developed by Ingenium in partnership with the Communications Security Establishment, this exhibit allows visitors to scramble their own messages using a cipher wheel, see how an Enigma cipher machine works, and tackle puzzles to learn if they have what it takes to work in the field of cryptology. Both are interactive and will offer plenty of opportunity for programming such as our annual Family Day event, if we are actually able to host activities by then. The summer exhibit will highlight the 125th anniversary of the Baker Family Re -union and Picnic using their collection to illustrate key periods in the history of the family and their part of Central Elgin. A complementary exhibit on the 19t" century picnic tradition will illustrate the many union, club, fraternal, school, and church picnics often held at the county's lake ports. These events with their ancillary trains, boats, and bands constituted major social occasions. FINANCIAL IMPLICATIONS: Not applicable. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. 0 INICIPAL PARTNER IMPACT: Not applicable. COMMUNICATION REQUIREMENTS: Not applicable. CONCLUSION: Many aspects of the Museum's 2021 operations were again dramatically impacted by the global pandemic. The Elgin County Heritage Centre was closed to the public for a total of 24 weeks, impacting performance metrics such as the number of visitors, program attendance and revenue. Consequently, a great deal of effort was put into finding other ways of providing service. On-line resources were either up -graded as was the case with the database or were newly created as with the onthisspot cycling tour and the Augmented Reality adventures. 2022 looks forward to the completion of the Bushell Estate -funded projects and a comprehensive collections review and storage consolidation. All of which is Respectfully Submitted Councillor Sally Martyn Mike Baker, Manager of Museum and Archives Mural - Fred Bodsworth Public Library at Port Burwell Mural - Belmont Library `Nya Progressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Councillor Grant Jones DATE: November 25, 2021 SUBJECT: Annual Council Committee Update: Environmental Advisory Committee THAT the Annual Council Committee Update: Environmental Advisory Committee report from Councillor Grant Jones, dated November 25, 2021, be received and filed; and, THAT the Terms of Reference for the Environmental Advisory Committee be revised to indicate that the Committee Chair be elected for a term that coincides with the term of Council. INTRODUCTION: Pursuant to Council's By -Law 19-41, being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin", reports shall be delivered to Elgin County Council on an as -needed basis and at least once per year. The purpose of this report is to provide Council with an update on the activities of the Environmental Advisory Committee. DISCUSSION: Background: Fostering a healthy environment is a strategic priority of County Council as contained within its 2020-2022 Strategic Plan. An action associated with this strategic priority was to create and Environmental Advisory Committee. In 2021, the Committee met on January 27, February 24, May 26 and December 1. Council appointed the following Members to serve on the Environmental Advisory Committee: • Councillor Grant Jones (Chair) • Kim Smale (Vice Chair) • Warden Mennill 1 INB3 icillor Sally Martyn • Michaela Lenz Committee Mandate: 2 • Robert Braam • Sarah Emons • Ray Price The Environmental Advisory Committee provides input, advice and makes recommendations on environmental matters affecting the County of Elgin. The Advisory Committee is responsible for the following: • To serve as an advisory, resource and information support group to the Rural Initiatives and Planning Advisory Committee, Municipal Council and its Committees as required, and to the citizenry to encourage and promote sustainable programs and functions such as: Waste reduction, reuse and recycling programs; Water and energy conservation measures; and Climate change mitigation. • To investigate such other aspects of environmental concern as may be suggested by County Council, its other Committees, or civic administration. • To initiate and/or receive submissions and/or delegations regarding any environmental concerns and to report with recommendations to the Rural Initiatives and Planning Advisory Committee and/or County Council when appropriate. Committee Accomplishments: In 2021 the Environmental Committee has accomplished the following: • Provided feedback to County Council regarding a proposed lawn sign campaign (December 2020). • Provided feedback to the Manager of Planning during the stakeholder consultation phase of the Official Plan Review. • Received informative presentations from the Kettle Creek Conservation Authority and the Elgin Clean Water Program. • Began the process of investigating pollinator gardens at County facilities. • Began the process of investigating sustainable procurement practices. • Engaged in discussion about roadside habitats. • Provided feedback to the Manager of Planning during the Elgin Natural Heritage Systems Study and Source Water Protection Plan consultation process. `11L1 ,,,� Committee will continue to investigate sustainable procurement practices and the viability of pollinator gardens at County facilities. Recommendations will be made to Council on an as needed basis. Terms of Reference The current Environmental Advisory Committee Terms of Reference indicate that a Committee Chair will be reappointed annually. Staff are recommending that the Terms of Reference be amended to indicate that the term of the Committee Chair coincide with the term of Council. This will ensure continuity and better reflect current practices. FINANCIAL IMPLICATIONS: None. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. 3 CONCLUSION: The Environmental Advisory Committee was established to help foster a healthy environment — a strategic priority as identified in Council's 2020-2022 Strategic Plan. 2021 was characterized by providing meaningful feedback as required for the Official Plan Review process and laying the groundwork through research for initiatives to be further explored in 2022. All of which is Respectfully Submitted Councillor Grant Jones Chair, Environmental Advisory Committee 0 `11zy 1 Progressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Councillor Grant Jones DATE: December 1, 2021 SUBJECT: Annual Council Committee Update: Health Recruitment Partnership Committee THAT the Annual Council Committee Update: Health Recruitment Partnership report from Councillor Grant Jones, dated December 1, 2021, be received and filed. INTRODUCTION: The purpose of this report is to provide Council with an update on the activities and accomplishments of the Health Recruitment Partnership Committee in 2020/2021. DISCUSSION: Background: Elgin County approved a continued investment of $76,800 (2021) to support the Elgin - St. Thomas Health Recruitment Partnership (HRP). This includes the originally budgeted $57,000 and the additional $19,800 approved by Council in September 2021. Elgin County and the City of St. Thomas work collaboratively to meet the needs of local residents and fill any "gaps" in health services that exist in the community. Committee Mandate: In response to growing local demand for primary physicians in the community, the HRP was formed as a joint County -City initiative in 2007 to develop activities with the goal of attracting new Family Physicians to the area, as well as offering new physicians support as they integrate in the community. The Committee was originally launched as a two-year pilot project, but worked so well that the County has been providing funding for the program since inception. The Committee's work seems to improve the overall health and well-being of the community and helps alleviate pressure on the St. Thomas -Elgin General Hospital, and Emergency 2 Medical Services. In addition to supporting the salary of a part-time Health Recruiter, funding from the County and the City supports scholarships for up to five (5) local St. Thomas and/or County residents who are enrolled in a Canadian medical school with an emphasis placed on the pursuit of a career in family medicine. Remaining funds are utilized to support new physicians as they set up their practice through a loan program — a loan that is forgiven after a four (4) year commitment to service in Elgin -St. Thomas is completed. At the present time, there are 52 family physicians in Elgin County. Between 2015-2019, 21 new physicians have been recruited — 10 of whom replaced retiring physicians. Committee Accomplishments 2020-2021: Expanded Membership: The Health Recruitment Committee expanded its membership over the last several years. We are pleased to have added another physician who had recently taken over a retiring physician's practice. The St. Thomas -Elgin Home Builders Association has joined us to provide community support and a Representative from the St Thomas Elgin General Hospital has been appointed. Physician Retirements: Retirement replacements have made up the majority of recruitment efforts. • In 2020, two (2) family physicians retired from practice. Both of these positions were replaced with new graduates. In 2021, five (5) family physicians retired. The Committee is pleased to advise that replacements have been found for all five (5) retired physicians and these replacements were able to take over the practices with little or no disruption to patient access. • Three (3) family physicians have shared their plans to retire by the end of 2022. Recruitment for these opportunities is underway. The Committee is pleased to see that our ongoing education on succession planning for retiring physicians has been well received. Retiring physicians are now involving the Committee earlier in their decision -making process, are more engaged and eager to work with us to help them find their successor. St. Thomas/Elgin County has at least three (3) more family physicians that are over 65 years of age and could potentially decide to retire at any time. IDU 3 Change in Status/New Positions: • St. Thomas/Elgin County had (2) physicians change their practice status due to poor health. Neither of these physicians were of retirement age and locums (substitutes) were found to assist with the patient load. • Two (2) new physicians joined practices in St Thomas and Elgin County on a part-time basis. Late in the fall of 2020, the East Elgin Family Health Team in Aylmer received permission to increase their physician team by two (2) additional positions. Construction of new treatment areas & offices started early in the New Year and recruitment efforts are ongoing. New Physician Orientation Program: Of the nine (9) new physicians that have joined our community over the last two (2) years, seven (7) of them participated in the "New Physician Orientation Program" hosted by the Local Health Integration Network (LHIN). This initiative has proven to be extremely helpful for new physicians in St. Thomas and Elgin County as it enhances understanding of patient and provider resources available and facilitates ease of referrals while nurturing collaboration. New physicians participating in the orientation program complete satisfaction surveys which provide them with the opportunity for input and content adjustments. Scholarship Program: The committee continues to offer an annual Scholarship Program for local students who are enrolled in a Canadian Medical School with emphasis placed on the pursuit of a career as a physician in family medicine. In 2020 and 2021, a total of six (6) $1000 scholarships were awarded. Our Recruiter remains in contact with our scholarship recipients for updates on their studies and shares practice opportunities. Events: Due to the pandemic we were unable to host our annual "Home for the Holiday" event, however, our Recruiter makes one on one ongoing contact with our local medical students throughout the year. I[$R] 0 FINANCIAL IMPLICATIONS: $67,409 has been budgeted for 2022. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ® Exploring different ® Fostering a healthy now and in the future. ways of addressing community need. ® Engaging with our community and other stakeholders. environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: CONCLUSION: ❑ Delivering mandated programs and services efficiently and effectively. Council receives great value for its investment in this important and successful initiative. All of which is Respectfully Submitted Councillor Grant Jones Health Recruitment Partnership Committee IsM i November 26, 2021 To: Councillor Grant Jones- County of Elgin p//mNaii,, Y V # bpV�id by 7Miture Re: Activities and Accomplishments of the Health Recruitment Partnership Committee Thank you for providing the St Thomas -Elgin Health Recruitment Partnership Committee the opportunity to share up to date stats and recap their activities and accomplishments in 2020/2021 and to share a glimpse of what's in store for 2022. Retirement replacements have made up the majority of recruitment efforts. In 2020 we had (2) two family physicians retire from practice. Both of these positions were replaced with new grads. In 2021 we had (5) five family physicians retire between March and December. We are pleased to advise that replacements have been found for all five (5) and these replacements were able to take over the practices with little or no disruption to patient access. We have been notified by 3 family physicians about their plans to retire by the end of 2022. Ads have been placed and these opportunities will be highlighted during recruitment events & during conversations with Residents and new grads. The committee is pleased to see that our ongoing education on succession planning for a retiring physician is having excellent results. Our retiring physicians are now approaching us early in their decision making process, are more engaged and eager to work with us to help them find their successor. St. Thomas/Elgin has at least three (3) more family physicians that are over 65 years of age and could potentially decide to retire at any time. St. Thomas/Elgin county had (2) physicians change their practice status due to poor health. Neither of these physicians where of retirement age and locums were found to assist with the patient load. Two new physicians joined practices in St Thomas and Elgin County on a part time basis. Of the nine new physicians that have joined us over the last 2 years 7 of them participated in the "New Physician Orientation Program" hosted by the LHIN. The concept to provide an orientation to new physician originated in Elgin County before being adopted by the LHIN. This initiative has proved to be extremely helpful for new physicians in St. Thomas and Elgin County to expedite and enhance their understanding of patient and provider resources available and facilitate ease of referrals while nurturing collaboration. New physicians participating in the orientation program complete satisfaction surveys which provide them with the opportunity for input and content adjustments. INS Late in the fall of 2020 the East Elgin Family Health Team in Aylmer received permission to increase their physician team by 2 additional positions. Construction of new treatment areas & offices started early in the New Year and recruitment efforts are ongoing. The City/County continues to offer an incentive grant to new physicians taking over a retiring physicians practice or to new physicians starting a new practice or joining an existing. In 2020 this grant was happily provided to 3 physicians and in 2021 an additional five (5) grants were awarded. Early in 2021 the committee was approached by (3) three investment corporations advising us they have land in St Thomas and would be commencing the construction of Medical Centers. Some of these centers will provide retail space, office space for specialists and allocate space for 6-8 family physicians to start a new Family Health Organization (FHO). They have requested our assistance to recruit physicians/new grads to join these teams. Construction for all 3 projects was targeted to commence in the spring of 2021 with a completion time of 12-24 months. Unfortunately the construction schedule for all 3 projects has been delayed and a new target date of 2022/2023 has been advised. Several reasons for the delay were sited one being the substantial cost increase for building materials and the difficulty in getting construction crews and specialty trades. Ads have been posted on Health Force Ontario to start the recruitment process. The major challenge to starting a new FHO is convincing a new grad to take the role as a Lead physician. Although it has been successfully done by new grads in St Thomas in the past it's very difficult to persuade them. From a physician recruitment perspective we were able to get 4 physicians to commit to practice however, we were hoping for 6-8. Some of these physicians have moved on to other opportunities and some have found locum or alternative practices and will wait until the construction is completed. The Ministry allows St Thomas/Elgin County to create new FHO's due to the number of retiring physicians, the number of unattached patients (patients without a family physician) which is at least 10,000 and the growing population of over 1,000 new citizens annually. Early in 2020 the ST. Thomas Elgin General Hospital (STEGH) revised their program for medical leaners from Schulich by developing a general orientation day hosted each month. A representative from our Committee was invited to attend this orientation to make a presentation about practice opportunities available in St. Thomas/Elgin County, provide an overview of our committee and its accomplishments and highlight the attractions and advantages of living and working in Elgin County. This provided us with a great opportunity to meet Residents and assist them in developing networking opportunities. Unfortunately in March 2020 the Covid 19 pandemic caused the hospital to shut down their group events and they are still unable to reopen this activity at this time. In an effort to continue to assist us the medical affairs department began sending our Recruiter a list of names with email addresses so they could reach out and share info while the Residents are here in St. Thomas doing their placements. Although this approach has worked well and our Recruiter has contacted approximately 50 Residents we are hoping there might be an opportunity for Schulich to revisit how contact information could be shared and the potential for more opportunities to meet Residents and new grads while doing their "Pa rotations. The committee continues to liaison closely with both the Hospital and Schulich School of Medicine (Western University) to find ways of making contact with Reside nts/Leaners and Students to make them aware of the practice opportunities that exist in St Thomas/Elgin County at the present time and what is coming in the future. The committee continues to approach our nine Physicians who are Preceptors for Western University requesting that when they host a Resident in their practice to reach out to us so contact could be made during their placement. Only a couple of family physicians/clinics are sharing this info on a regular basis. This is a missed opportunity. The committee has discussed this with our liaison members from the University and we continue to develop ways to educate our existing physicians about this valuable tool. We also encourage our new physicians once they are settled in to pursue becoming a preceptor. Data provided by Dr. Stephen Wetmore (Chief, Dept. of Family Medicine Western University) at a recent presentation to our committee shared that 60 % of the Medical students who did a placement with a physician in a community returned to that community to practice. As you can well imagine the Covid 19 Pandemic required us to cancel all of our annual events and prevented us from organizing tours, hosting dinner or lunches and restricted us from introducing Residents to practice opportunity and limited our ability to showcase our community. "Discovery Week" was cancelled and as you know we enjoyed hosting 10-14 medical students each year providing them with an opportunity to job shadow with our physicians, do placements in various departments within the hospital and wrap up their rural experience with a fabulous dinner in Port Stanley. We did participate in virtual events such as the Family Medicine Residents retreat, Succession planning sessions and Orientation sessions. The committee continues to offer a Scholarship Program each year for local students who are enrolled in a Canadian Medical School with emphasis placed on the pursuit of a career as a physician in family medicine. In 2020 a $1.000 scholarship was awarded to 3 applicants and in 2021 we also have 3 scholarship applications. Throughout the year our Recruiter stays in contact with our scholarship recipients for updates on their studies and to share with them the practice opportunities which are available now and what's coming in the future. Due to the pandemic we were unable to host our annual "Home for the Holiday" event, however our Recruiter makes one on one ongoing contact with our local medical students throughout the year. Over the years our committee has found that new grads enjoy doing a locum & it's an excellent opportunity for them to try out a practice and area by covering a physicians practice for vacation, maternity leaves, sick replacements etc., Our Recruiter compiles a list from discussions with new grads and when our physicians are looking for a locum a notice is sent out to the names on the list advising them to contact the physician to review the details. A limited amount of locum coverage for vacation was required in 2020 & 2021 since travel was restricted due to the pandemic, however several locums contacts were established in 2021 with the hopes they will lead to the physician joining a team or coming to the area permanently. INN The Health Recruitment Committee expanded its membership over the last several years. We are pleased to have added another physician who had recently taken over a retiring physicians practice. The St. Thomas -Elgin Home Builders Association has joined us to provide community support and a Representative from the St Thomas Elgin General Hospital has been appointed. The committee appreciates the support of these individuals/organizations and looks forward to receiving their contributions and perspectives on Physician recruitment and retention. In 2021 the Committee was pleased to assist the St Thomas Elgin General Hospital with communicating to our contacts the application for their Summer Bursary Opportunity. This application is for first and second year medical students to participate in a 6 week program at the Hospital. This year the opportunity was awarded to 2 local students. The Recruiter has reached out and spoken with both the recipients and will continue to stay in contact with them as they pursue their career in medicine. As you can see 2022 is ramping up to be a busy year as we work to recruit replacement physicians for the 3 retiring physicians, continue the search for new grads or physicians wishing to relocate to our area to join one of the 10-15 FHO spaces within the three new clinical spaces being constructed and find the right fit for the two additional physician joining the Family Health Team in the east. I hope you find this recap helpful as you prepare your presentation to County council. Have a happy holiday season, Stay Safe Regards Cheryl Fish- Health Recruiter -City of St Thomas -County of Elgin "E11 Progressive by Nature RECOMMENDATIONS: 1 REPORT TO COUNTY COUNCIL FROM: Councillor Ed Ketchabaw DATE: November 24, 2021 SUBJECT: Annual Council Committee Update: Rural Initiatives and Planning Advisory Committee 2021 THAT the Annual Council Committee Update: Rural Initiatives and Planning Advisory Committee report from Councillor Ed Ketchabaw, dated November 24, 2021, be received and filed; and, THAT the Terms of Reference for the Rural Initiatives and Planning Advisory Committee be revised to indicate that the Committee Chair be elected for a term that coincides with the term of Council. INTRODUCTION: Pursuant to Council's By -Law 19-41, being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin", reports shall be delivered to Elgin County Council on an as -needed basis and at least once per year. The purpose of this report is to provide Council with an update on the activities of the Rural Initiatives and Planning Advisory Committee throughout 2021, with a focus on the recently revised Community Grant Program and the Official Plan Review process. DISCUSSION: Background: The Rural Initiatives Committee doubles as the "Rural Initiatives and Planning Advisory Committee" and was combined in 2016 in response to Bill 73 and changes to Development Charges Act and the Planning Act which requires that all upper -tier and single -tier levels of municipal government establishes a Planning Advisory Committee. In 2021, the Committee met on February 9, March 9, May 4, May 18, June 29, July 27, August 31 and December 3. Ifl1 2 Council appointed the following Councillors to serve on the RIPA Committee: • Councillor Ed Ketchabaw (Chair) • Councillor Dominique Giguere • Councillor Sally Martyn • Warden Tom Marks • Donna Lunn (EFA Member) It is noted that a member of the Elgin Federation of Agriculture is invited to participate on the RIPA Committee as a citizen appointee. Committee Mandate: The RIPA Committee's mandate is to: • To promote the viability of agriculture and rural affairs in the County and throughout the Province; • To examine issues such as, but not limited to: the challenges of the global economy on local agricultural practices; the viability of schools in rural communities; and, alternative sources of economic development in rural areas; • To develop goals and objectives to improve and promote rural life; • To demonstrate County Council's commitment to delivering services to rural communities by recommending a budget to Council that will accomplish identified goals; • To act as a Planning Advisory Committee by providing information, perspective and recommendations to County Council on broad planning matters that may have an effect on the County and/or its local municipalities, as required from time to time; • To review from time to time the provisions of the Official Plan and related policy, and recommend to Council general amendments thereto which would be in the best interests of the County of Elgin (this would include 5-year reviews of the Official Plan); • To advise County Council on general planning and development issues of Council and/or local municipal significance; to report to County Council on proposed land use policy changes as introduced by the Province of Ontario; and • To review and report on specific aspect(s) of a submitted application. In 2021 the Committee implemented for the first time the Community Grant Program (CGP) which was overhauled in 2020. HIGHLIGHTS: The RIPA Committee's accomplishments include: IRS] ration of $55,962 to 14 local services/groups (2021 CGP). $66,304 in funding VVG� originally allocated; however due to the COVID-19 pandemic and restrictions on events that were in place for much of 2021, several events were forced to cancel and returned unused funds as required by their funding agreements. • Development of a standardized Final Report Template and Funding Agreement for the Community Grant Program. • Reviewed Final Reports for 2021 Community Grant Program recipients and determined eligibility for 2022. • Thanked former RIPA Committee Member Heather Derks for her dedicated service and onboarded new Committee Member Donna Lunn. • Review and refinement of newly developed Community Grant Program based on grant applicant survey and feedback. • Development, refinement and approval of a comprehensive engagement strategy for the Official Plan Review Process. • Reviewed and helped to refine four (4) Official Plan Review Discussion Papers for presentation to Council — Servicing and Development, Elgin Natural Heritage Systems Study and Source Water Protection Plan, Provincial Policy Statement Changes, Housing and Affordability. Terms of Reference The current Rural Initiatives and Planning Advisory Committee Terms of Reference indicate that a Committee Chair will be reappointed annually. Staff are recommending that the Terms of Reference be amended to indicate that the term of the Committee Chair coincide with the term of Council. This will ensure continuity and better reflect current practices. FINANCIAL IMPLICATIONS: None. 3 INN 0 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: CONCLUSION: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. The Committee is looking forward to reviewing the 2022 Community Grant Program applications and continuing to act in an advisory capacity in regards to the Official Plan Review process. All of which is Respectfully Submitted Councillor Ed Ketchabaw Chair, Rural Initiatives and Planning Advisory Committee IMP-] Progressive by Nature RECOMMENDATIONS: 1 REPORT TO COUNTY COUNCIL FROM: Councillor Dominique Giguere DATE: November 24, 2021 SUBJECT: Annual Council Committee Update: Terrace Lodge Redevelopment Fundraising Committee 2021 THAT the Annual Council Committee Update: Terrace Lodge Redevelopment Fundraising Committee 2021 report from Councillor Dominique Giguere, dated November 24, 2021, be received and filed; and THAT Council consent to receiving a more detailed report, including a financial update, with recommendations for consideration, in February of 2022. INTRODUCTION: Pursuant to Council's By -Law 19-41, being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin", reports shall be delivered to Elgin County Council on an as -needed basis and at least once per year. The purpose of this report is to provide Council with an update on the activities of the Terrace Lodge Redevelopment Fundraising Committee. DISCUSSION: Background: The County of Elgin is in the process of redeveloping the Terrace Lodge Long -Term Care Home. This redevelopment is being led by the Terrace Lodge Redevelopment Steering Committee. Raising funds for service enhancements that will directly support quality of life for Terrace Lodge residents has been delegated to the Terrace Lodge Redevelopment Fundraising Committee — a Sub -Committee of the Steering Committee. These value-added enhancements will ensure that Terrace Lodge Residents have "the comforts of home" in the newly redeveloped facility. In 2021, the Committee met on January 18, February 22, March 15, April 26, May 17, June 21, July 19, August 23, September 27, October 25, and November 15. INRl 2 The following individuals are appointed Members of the Terrace Lodge Redevelopment Fundraising Committee: • Councillor Dominique Giguere (Chair) • Pete Barbour • Jamie Chapman • Fiona Wynn Committee Mandate: • Ruth Anne Perrin • Kay Haines • Jim Jenkins • Richard Kisuule The Terrace Lodge Redevelopment Fundraising Committee is a Sub -Committee of the Terrace Lodge Redevelopment Steering Committee. The mandate of the Committee is to assist the Terrace Lodge Redevelopment Project Steering Committee to meet its project targets, including working with staff and volunteers to recommend goals and objectives of the fundraising initiatives: • Recommend and draft a Fundraising Plan and Fundraising Target that supports and encourages community engagement with Terrace Lodge Redevelopment Project both the short and long-term, for approval by the Terrace Lodge Redevelopment Steering Committee; • Support the staff and volunteers to identify, research, solicit, foster and steward major prospect and donors so as to build a pipeline of project specific support; • Assist with the development and cultivation of mutually supportive fundraising partnerships with local community groups and organizations; • Monitor and evaluate progress in meeting fundraising targets and return on investment; • Oversee the formation/review of policies and procedures associated with fundraising activities so that they are conducted in accordance with County of Elgin Policies; • Create and recommend fundraising policies that ensure that fundraising best practices are maintained and that committee's program is donor -centric; • Promote and support fundraising events/activities by attending, volunteering and/or giving monetary/in-kind assistance to the level that committee members are able; • Review and recommend levels of sponsorship recognition and evaluate methods of donor recognition and stewardship `NII 3 opportunities so that all donations of time and money are recognized appropriately. Committee Accomplishments: The Committee meets approximately once (1) a month between January and November and has accomplished the following in 2021: • Formally launched fundraising campaign on December 1, 2020. • Engaged in constant outreach to community partners and donors; • Recognized donors through website listings, thank you cards, media releases, promotional photos and social media posts; • Received donations from corporations, service clubs, community organizations and individual donors; • Was featured through articles in the Aylmer Express, Dorchester Signpost and North Shore Beacon; • Through a generous donation from the Aylmer Express, developed a campaign brand, designed and published advertisements in support of the campaign, designed and printed promotional and recognition tools: ads, thank you cards/ envelopes, brochures; • Through the ongoing partnership with Aylmer Express, designed and produced additional campaign materials and tools, at no cost: large re -usable donation cheque for photos, legacy giving brochures, posters, in English and Low German, greeting cards for donations as gifts; • Used social media and the Aylmer Express for seasonally themed campaigns; • Continuously updated the online catalogue to ensure accuracy and consistency with themed campaigns; and, • Partnered with Dominos Pizza to receive a portion of proceeds from pizza sales on November 19, 2021. Next Steps: • Elgin County's Terrace Lodge Redevelopment Fundraising Committee will focus on its holiday Campaign throughout the month of December; • The Committee will develop a complete "Annual Report", including an inventory of items funded and financial statements. This report will be shared with Council, the public, and with past and future donors in February; • The Committee will reflect and assess its work and the success of the campaign after 1 year. The Committee will prepare recommendations for year 2 and share with Council. • Continue to explore potential donors and community partnerships; and, `M 0 inue to explore creative fundraising opportunities as COVID-19 mstances permit. FINANCIAL IMPLICATIONS: None. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: COMMUNICATION REQUIREMENTS: None. CONCLUSION: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Despite the challenges of COVID-19 the Committee has been able to meet eight (11) times, exceeding its mandated six (6) annual meetings. These meetings have been exceptionally productive and the Committee remains passionate about reaching its targets over the next two years. The input of knowledgeable Committee Members has IPA 5 been invaluable throughout this process and the Committee is excited for the opportunities that 2022 will bring. All of which is Respectfully Submitted Councillor Dominique Giguere Chair, Terrace Lodge Redevelopment Fundraising Committee 123 REPORT TO COUNTY COUNCIL FROM: Bob Purcell Terrace Lodge Redevelopment Steering Committee Chair r �Il�uumouuu^^ DATE: November 30, 2021 Prug1ressive by Nature SUBJECT: Terrace Lodge Redevelopment - 2021 Year End Update RECOMMENDATION: THAT the December 9, 2021, report titled, Terrace Lodge Redevelopment - 2021 Year End Update, submitted by Bob Purcell, Terrace Lodge Redevelopment Steering Committee Chair, be received and filed for information. INTRODUCTION: Pursuant to Council's By -Law 19-41, being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin", reports shall be delivered to Elgin County Council on an as -needed basis and at least once per year. The purpose of this report is to provide Council with an update on the status of the Terrace Lodge Redevelopment Project progress achieved in 2021. DISCUSSION: As the 2021 construction season ends, Phase One of the Terrace Lodge Redevelopment Project is progressing in general conformity to the approved construction schedule and at this time is on track to move to Phase Two in late 2022. A minor 5-week schedule delay experienced thus far was predominantly the result of inclement weather (wet Summer and Fall), and a discrepancy in building dimensions that required extended delivery time of select construction materials. A detailed summary of construction progress achieved in 2021 is as follows; • March 2021 — Start of project, clearing of site and setting up of construction trailers and staging/storage areas. Construction of temporary access lane for the project. 1 124 2 I — May 2021 — excavation of addition, preparation for the relocation of the �,.,.,ng ground mounted air handling units for north and south wings. • June — Aug 2021 - Ongoing forming and pouring of concrete footings, pads, and walls. Delays experienced due to multiple heavy rain events throughout the summer. • Sept — Nov — Completion of foundation, installation of all underground electrical conduit and plumbing. The erection of all structural steel framing and metal studding. Ongoing installation of above ground electrical conduit, and mechanical rough -ins. Installation of concrete floor on ground level. Staff have been working on several items to be brought forward to the Committee for their review in the new year. • RFP - Nurse Call System procurement, has been reviewed by staff and the design team. A recommendation will be coming to the Committee at its next meeting. • RFP — Interior Design Consultant procurement, under review by staff and the design team. A recommendation will be coming forward to the Committee at a future meeting. • Tender Preparation for Network/Communications cabling, results to be presented to the Committee at a future meeting. • The Draft Development Agreement received is currently being reviewed by County staff, an update will be provided to the Committee at a future meeting. Staff continue to work with the Ministry and the Construction Management Team to continue to move the project forward. This is achieved by regular site meetings and inspections, and frequent communications with our construction manager. The project can be followed on the communications webs iteo We have also included a number of pictures attached to the report which showcases the progress of the construction achieved throughout 2021. The Fundraising Committee continues to plan, coordinate, implement and evaluate its activities in support of the Comforts of Home fundraising campaign. This campaign is designed to enhance the Terrace Lodge Redevelopment Project with amenities that will provide a more home -like environment for the residents. The Committee is currently engaged in a number of promotional initiatives leading up to Christmas. This part of the campaign is encouraging the community to share their holiday spirit by considering donations to Terrace Lodge as part of their gift -giving. The Fundraising Committee will provide Council with a more detailed report, including a financial update, with recommendations for consideration, in February of 2022. Meanwhile, you can follow the progress as regular updates are made to the online catalogue at wtifw IFIV 3 FINANCIAL IMPLICATIONS: Currently the Project remains within approved Budget and contingencies. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Continue to update the project webpage showcasing construction progress with all interested community residents. CONCLUSION: The Steering Committee is excited to see the first year of construction come to an end. It is very rewarding to see all the progress made on this very significant facility redevelopment for the County of Elgin. We look forward to our first meeting of 2022 as we continue to provide Council with updates as the project progresses. `Ny All of which is Respectfully Submitted Bob Purcell, Terrace Lodge Redevelopment Steering Committee Chair Approved for Submission Julie Gonyou Chief Administrative Officer IWA March 2021 - Clearing of Top Soil and start of excavation 128 ,ugust 2021 — North wing addition. Formwork and rebar installation August 2021 — South wing Foundation completed, perimeter insulation being installed INIR] November 2021 - North wing addition — East elevation 119111 Prugressive by Nature RECOMMENDATIONS: 1 REPORT TO COUNTY COUNCIL FROM: Mike Hoogstra, Purchasing Coordinator DATE: November 30, 2021 SUBJECT: General Insurance and Risk Management Services Program for 2022 THAT the General Insurance and Risk Management Services Program proposed by Marsh Canada Limited ("Marsh") be approved at the proposed annual premium cost of $426,866 plus taxes commencing December 15, 2021 until December 15, 2022, subject to County refinements of proposed coverage; and THAT the General Insurance and Risk Management Services Program be renewed for up to four, one-year terms, for a potential five (5) year contract, all subject to annual Council approval of the renewal program proposed. INTRODUCTION: This report provides details on the Request for Proposal (RFP) for General Insurance and Risk Management Services recently issued. The last update to Council in December 2020 regarding insurance and risk management services recommended that a new Request for Proposal be issued in Q3 2021 for a new General Insurance and Risk Management Services Program for the 2022 policy term. DISCUSSION: Request for Proposal No. 2021-P37 (refer to Attachment 1) was published on October 1, 2021, for the County's General Insurance and Risk Management Services Program for 2022. The RFP also included providing a separate insurance policy for the Elgin Group Police Services Board. IF-11 2 Information that was advertised and posted on the County's Bid Portal page a l l r �.�.� k r,i < including RFP dates, proposals submitted and list k V 4 I. of registered firms, is attached to this report as Attachment 2. Prior to issuing the RFP, staff retained the services of Cunnart Associates, an independent Risk Management Services Consultant, to review the RFP document, the submitted proposals and each firm's complex policy terms and conditions. Cunnart Associates was also retained in 2018, the last time the RFP was issued. An extensive evaluation process was conducted that included Cunnart Associates and the Purchasing Coordinator. A meeting to review the evaluations and coverage was held on November 24. The evaluation process has identified Marsh Canada Limited as the highest scoring firm. The total premium proposed for 2022 is $426,866 which represents a 15% increase from the expiring 2021 premium cost of $370,852. The highest scoring firm also submitted the lowest premium cost to the County. There are some minor changes to our existing coverage. Marsh added an aggregate limit to our Products and Completed Operations coverage and included maximum limits on Abuse/Molestation Liability coverage. All Proponents included some variations of exclusions, increasing deductibles and lowering coverage limits to what was previously available as a result of the current hard insurance market. It should be noted that the continuing hard insurance market has also extended policy exclusions, especially in relation to COVID. The 2022 policy will again include the following exclusions: • Excluding Communicable disease in excess of $1,000,000 (claims made, single aggregate limit, Indemnity & defense cost cover); • Excluding Communicable disease absolutely in respect of Long -Term Care / Senior Care Operations. These policy exclusions were introduced during the last renewal and will be in place for the foreseeable future. For Council's information, a summary of the actual annual premium costs for the last four (4) years are noted below: Annual Premium Cost % Increase 2022 - Proposed $426,866 15% 2021 $370, 852 11.4% 2020* $332,737 6% `K91A 2019 $312,674 2018 $385,229 * Cyber coverage was added in 2020 As a final comment, it is acknowledged that periodic performance issues, particularly related to timeliness of response, was experienced by Elgin under the expiring Marsh / JLT insurance program in place since 2018. It is understood that the assigned insurance team under the Marsh proposal has been re -organized to address this responsiveness complaint. Furthermore, it is intended that, if the recommendation of this Report is approved and implemented, a meeting will be held between Elgin and Marsh representatives to communicate and reach clear understanding of specific Elgin expectations for the subject insurance program. FINANCIAL IMPLICATIONS: The 2022 premium cost is $426,866 which represents an approximate 15% increase over the expiring premium. Insurance market challenges are expected to continue for the foreseeable future. The 2022 operating budget included an allowance for a potential 25% increase. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. 3 133 INICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: With the changes and challenges in the current hard insurance markets, many municipalities have experienced large percentage increases in their insurance premiums over the last two years. The County of Elgin is no exception with a proposed 15% increase over the expiring premium. Joy Jackson from Cunnart Associates is also available should Council have any questions regarding the review and types of coverages. All of which is Respectfully Submitted Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer 0 134 �rq�Od 0 Y GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM REQUEST FOR PROPOSAL No. 2021-P37 Proposals shall be received by the Bidding System no later than: November 2, 2021 @ 3:00 p.m. (local time) Issue Date: October 1, 2021 1811 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM INDEX DEFINITIONS AND INTERPRETATIONS.................................................................................................... 3 SECTION 1.0 - INFORMATION TO PROPONENTS................................................................................... 4 1.1 Introduction and Background........................................................................................ 4 1.2 Proposal Format and Delivery ....................................................................................... 4 1.3 Designated Official......................................................................................................... 5 1.4 Questions/Inquiries......................................................................................................5 1.5 Addenda..........................................................................................................................6 1.6 RFP Schedule.................................................................................................................. 6 1.7 Proponent Communications.......................................................................................... 7 1.8 Proponent Investigations............................................................................................... 7 1.9 Notice of No Response................................................................................................... 7 SECTION 2.0 -TERMS OF REFERENCE..................................................................................................... 8 2.1 Introduction.................................................................................................................... 8 2.2 Term of Contract............................................................................................................ 8 2.3 County Services Overview............................................................................................. 8 2.4 County Roads and Sidewalks......................................................................................... 9 2.5 Coverage......................................................................................................................... 9 2.6 Coverage Specifications - Main County Policy........................................................... 10 2.7 Coverage Specifications- Police Services Board Policy ............................................. 10 2.8 List of Properties, Contents, Equipment and Vehicles ............................................... 11 2.9 Additional Named Insured........................................................................................... 11 2.10 Definition...................................................................................................................... 12 2.11 Fuel Tanks..................................................................................................................... 12 2.12 Employee Counts.......................................................................................................... 12 2.13 Confidential Claims History Summary ......................................................................... 13 2.14 Municipal Insurance Questionnaires.......................................................................... 13 SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 14 3.1 Proposal Submissions................................................................................................... 14 3.2 Proposal Submission Requirements -Technical Proposal (Part 1)........................... 14 3.3 Financial Submission Requirements - Financial Proposal (Part 2)............................. 16 3.4 Evaluation Process........................................................................................................ 16 3.5 Evaluation Criteria........................................................................................................ 17 3.6 Ratings...........................................................................................................................19 3.7 Presentation and Interview......................................................................................... 20 SECTION 4.0 - GENERAL CONDITIONS.................................................................................................. 21 4.1 Rights of the County..................................................................................................... 21 4.2 Conflict of Interest........................................................................................................ 21 4.3 Modified Proposals...................................................................................................... 22 1 11911 REQUEST FOR PROPOSAL NO. 2021-P37 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 4.4 Disqualification of Proponents.................................................................................... 22 4.5 Confidentiality.............................................................................................................. 22 4.6 Proposal Assignments.................................................................................................. 23 4.7 Purchasing Policy.......................................................................................................... 23 4.8 Failure to Perform........................................................................................................ 23 4.9 Award and Agreement................................................................................................. 23 4.10 Insurance Requirements.............................................................................................. 23 4.11 Indemnification............................................................................................................ 24 4.12 WSIB Requirements..................................................................................................... 24 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................ 24 4.14 Disqualification.............................................................................................................24 4.15 Record and Reputation................................................................................................ 25 4.16 Proponent's Costs........................................................................................................ 25 4.17 Legal Matters and Rights of the County...................................................................... 26 4.18 Human Rights, Harassment and Occupational Health and Safety ............................ 27 4.19 Clarification...................................................................................................................27 4.20 Supplementary Information........................................................................................ 27 4.21 Default / Non-Performance......................................................................................... 27 0a9:1010]EI_1iQK011,1111i►1VLK01kv/:l11AT IM9x411914 41[el0 0a9:1010]EI_ =011[y�1:1:NT/[y�i:Zi7TI00K91LT/ I11ATT W9x411914011Eel0 11R APPENDIX B — BUILDINGS, STRUCTURES, CONTENTS AND VEHICLE LIST ................................ Attached APPENDIX C— CONFIDENTIAL CLAIMS HISTORY...................................................................... Attached APPENDIX D1— MUNICIPAL CRIME QUESTIONNAIRE............................................................ Attached APPENDIX D2 — MUNICIPAL CASUALTY QUESTIONNAIRE...................................................... Attached 2 INFA I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM DEFINITIONS AND INTERPRETATIONS The following definitions apply to the interpretation of the Request for Proposal Documents; 1. "Addenda or Addendum" means such further additions, deletions, modifications or other changes to any Request for Proposal Documents. 2. "Authorized Person" means; i. For a Proponent who is an individual or sole proprietor that person. ii. For a Proponent which is a partnership, any authorized partner of the Proponent. iii. For a Proponent which is a corporation: a) any officer of director of the corporation; and b) any person whose name and signature has been entered on the document submitted with the Request for Proposal, as having been authorized to participate in the completion, correction, revision, execution, or withdrawal of the submission, whether that person is or is not an officer or director. iv. For a Proponent that is a joint venture, the submission shall be signed by a person for and on behalf of each joint venture or, if they warrant that they have the authority vested in them to do so, one person so authorized may sign on behalf of all joint venture's. 3. "Bidding System" means the County's bid portal website operated by bids&tenders'" and posted as https://elgincounty.bidsandtenders.ca/Module/Tenders/en 4. "County" refers to the Corporation of the County of Elgin. 5. "Designated Official" refers to the Purchasing Coordinator for the County of Elgin. 6. "Municipal Partner" refers to the seven (7) lower -tier municipalities in the County of Elgin. 7. "Proposal" means the Response in the form prescribed by this Request for Proposal Document and completed and submitted by a Proponent in response to and in compliance with the Request for Proposal. 8. "Proponent" means the legal entity submitting a proposal. 9. "Request for Proposal (RFP)" means the document issued by the County in response to which Proponents are invited to submit a proposal that will result in the satisfaction of the County's objectives in a cost-effective manner. 10. "Successful Proponent" means the Proponent whose proposal has been approved by the County. 3 138 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM SECTION 1.0 - INFORMATION TO PROPONENTS 1.1 Introduction and Background The County of Elgin is situated in the heart of southwestern Ontario along the north shore of Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural zone complemented by industry. The County is an upper -tier municipality comprised of seven local municipalities covering an area of 460,000 acres, with a population of approximately 50,000 people. For more information on the County and the services we provide, visit www®elincounty®ca The County is inviting proposals from qualified full -service brokerage firms which will support the County's Insurance needs and provide assistance in the development and enhancement of a Risk Management Program as outlined in this Request for Proposal document. The successful firm will possess the requisite technical skills to deal with the matters to be addressed in the following tasks and will be required to work directly with County staff, the public and other agencies in a professional manner. The firm, in addition to technical qualifications, must exhibit skills such as timeliness, diplomacy, tact, strong communication ability and an understanding of the County. Further information regarding the scope of work is included in Section 2.0. 1.2 Proposal Format and Delivery FLFCTROINflC III''1110POSAL ;"! i.IVBIV'illl;"! SIONS 01YU11, shall be received by the Bidding System. Hardcopy submissions not permitted. All Proponents shall have a Bidding System Vendor account with bids&tenders'" and be registered as a Plan Taker forthis RFP opportunity, which will enable the Proponent to download the Request for Proposal document, download Addendums, receive email notifications pertaining to this RFP and to submit their proposal electronically through the Bidding System. Proponents are cautioned that the timing of their Proposal Submission is based on when the proposal is RECEIVED by the Bidding System, not when a proposal is submitted, as proposal transmission can be delayed due to file transfer size, transmission speed, etc. For the above reasons, it is recommended that sufficient time to complete your proposal submission and attachment(s) (if applicable) and to resolve any issues that may arise. The closing time and date shall be determined by the Bidding System's web clock. Proponents should contact bids&tenders'" support listed below, at least twenty-four (24) hours prior to the closing time and date, if they encounter any problems. The Bidding System will send a confirmation email to the Proponent advising that their proposal was submitted successfully. If you do not receive a confirmation email, contact bids&tenders'" support at support@bi san ten ers.ca. Late Proposals are not permitted by the Bidding System. 4 11914 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM To ensure receipt of the latest information and updates via email regarding this RFP, or if a Proponent has obtained this RFP document from a third party, the onus is on the Proponent to create a Bidding System Vendor account and register as a Plan Taker for the RFP opportunity. Proponents may edit or withdraw their proposal submission prior to the closing time and date. However, the Proponent is solely responsible to ensure the re -submitted proposal is received by the Bidding System no later than the stated closing time and date. The onus unequivocally remains with the Proponent to ensure that the proposal is submitted electronically prior to the deadline and in accordance with the submission instructions. The County, its elected officials, employees and agents shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non -acceptance by the County of any proposal, or by reason of any delay in the acceptance of any proposal. The County shall not be liable for any cost of preparation or presentation of proposals, and all proposals and accompanying documents submitted by the Proponent become the property of the County and will not be returned. There will be no payment to Proponents for work related to, and materials supplied in the preparation, presentation and evaluation of any proposal, nor for the Contract negotiations whether they are successful or unsuccessful. 1.3 Designated Official For the purpose of this contract Mike Hoogstra, Purchasing Coordinator for the County is the "Designated Official" and shall perform the following functions: releasing, recording, and receiving proposals, recording and checking of submissions; answering queries from perspective proponents, considering extensions of time, reviewing proposals received, ruling on those not completely meeting requirements and coordinating the evaluation of the responses. 1.4 Questions / Inquiries All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the "Submit a Question" button for this bid opportunity. Questions submitted through the bidding system are directed to the Designated Official. The deadline for submitting questions is October 21, 2021 at 4:00 pm. If during the period prior to submission of proposals, the County determines, in its sole and unfettered discretion, that part of the RFP requires formal amendment or clarification, written addenda to this RFP will be distributed to all registered Proponents. No clarification requests will be accepted by telephone, fax or in -person meeting. Responses to clarification requests will be provided to all interested parties. Inquiries must not be directed to other County employees or elected officials. Directing inquiries to other than the Designated Official may result in your submission being rejected. 140 I\H: Luiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 1.5 Addenda The County, may at its discretion, amend or supplement the RFP documents by addendum at any time prior to the closing date. Changes to the RFP documents shall be made by addendum only. Such changes made by addendum shall be supplementary to and form an integral part of the RFP documents and should be allowed for in arriving at the total cost. The County will make every effort to issue all addenda no later than three (3) days prior to the closing date. Proponents shall acknowledge receipt of any addenda through the Bidding System by checking a box for each addendum and any applicable attachment. It is the sole responsibility of the Proponent to have received all Addenda that are issued. Proponents should check online at https://el incounty. i san ten ers.ca/ o ule/Tenders/en prior to submitting their proposal and up until the RFP closing time and date in the event additional addenda are issued. If a Proponent submits their proposal prior to the RFP closing time and date and an addendum has been issued, the Bidding System shall WITHDRAW the proposal submission and the bid status will change to an INCOMPLETE STATUS and Withdraw the proposal. The Proponent can view this status change in the "MY BIDS" section of the Bidding System. The Proponent is solely responsible to: • make any required adjustments to their proposal; and • acknowledge the addenda; and Ensure the re -submitted proposal is RECEIVED by the Bidding System no later than the stated RFP closing time and date. Receipt by the Bidding System may not be instantaneous with the submission by the Proponent. The Proponent shall not rely on any information or instructions from the County or a County Representative except the RFP Documents and any addenda issued pursuant to this section. 1.6 RFP Schedule The RFP process will be governed according to the following schedule. Although every attempt will be made to meet all dates, the County reserves the right to modify or alter any or all dates at its sole discretion by notifying all Proponents in writing at the address indicated in the completed RFP submitted to the County. Issue RFP: October 1, 2021 Last Date for Questions: October 21, 2021 RFP Close: November 2, 2021 @ 3:00 p.m. (local time) Interviews/Presentations: TBD* Award of Contract: November 30, 2021 *Dates noted above are an approximation only and are subject to change. MIS I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 1.7 Proponent Communications Each Proponent is solely responsible to ensure that all contact information for the Proponent is accurate and updated at all times during the RFP process. Proponents may update or revise their contact information in their Bidding System Vendor account. All correspondence from the County to a Proponent will be issued through the Bidding System. 1.8 Proponent Investigations Each Proponent is solely responsible, at its own cost and expense, to carry out its own independent research, due diligence or to perform any other investigations, including seeking independent advice, considered necessary by the Proponent to satisfy itself as to all existing conditions affecting the Proposal for this RFP. The Proponents' obligations set out in this RFP apply irrespective of any background information provided by the County or information contained in the RFP Documents or in responses to questions. The County does not represent or warrant the accuracy or completeness of any information set out in the RFP Documents or made available to Proponents. The Proponents shall make such independent assessments as they consider necessary to verify and confirm the accuracy and completeness of all such information as any use of or reliance by Proponents an any and all such information shall be at the Proponent's sole risk and without recourse against the County. 1.9 Notice of No Response If you are unable, or do not wish to provide a proposal, please complete a notice of no response form in the bidding system. It is important to the County to receive a reply from all Proponents. `IN 2.1 Introduction I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM SECTION 2.0 - TERMS OF REFERENCE The County is interested in entering into a long-term partnership program for insurance that will provide optimum pricing to the County, while ensuring appropriate coverage for all County assets and liabilities. The County requires a full appraisal of all County owned, operated or covered facilities, assets, programs and responsibilities. The County of Elgin intends to partner with one full service brokerage firm which will support the County's Insurance needs and provide assistance in the development and enhancement of a Risk Management Program. 2.2 Term of Contract The successful Firm will provide services to and arrange insurance for the County for the upcoming policy term, from December 15, 2021 to December 15, 2022. Based on satisfactory performance, cost and service, at the County's sole option, subsequent renewals for one (1) year increments, up to a 5-year term may be granted. 2.3 County Services Overview The services the County provides to its residents include, but are not limited to: ➢ Land Ambulance (contracted to Medavie Health Services) ➢ Community & Cultural Services including Library Services (10 branches), Museum and Archives ➢ Engineering Services including Roads and Bridges (road maintenance is contracted) ➢ Corporate Facilities Management ➢ Planning Services and Land Division (Consent Approval Service) ➢ Economic Development and Tourism Services ➢ Fire Training Services and Emergency Preparedness ➢ Long -Term Care Homes and Senior's Services (3 Homes) ➢ Provincial Offences Administration (POA) ➢ Information Technology Services ➢ Corporate Services including Administration, Finance, Human Resources and Legal Services ➢ County Forests and Weed Control (contracted to Kettle Creek Conservation Area) Policing in Elgin County is provided by both the Ontario Provincial Police (OPP) and the Aylmer Police. The OPP is contracted to provide all policing services in the County with the exception of the Town of Aylmer which operates its own police service. The Police Services Board oversees the OPP contract only. Additional details are listed in section 2.7 g 143 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 2.4 County Roads and Sidewalks The County structure for road maintenance is unique from most upper tier municipalities in Ontario. The County owns and has jurisdiction for all County Roads however maintenance for all County roads by contract is the responsibility of each Municipal Partner. The County has entered into a Road Maintenance Agreement with each of the seven (7) Municipal Partners. In addition, the County is not responsible for sidewalks on County Roads. These sidewalks are the responsibility of each Municipal Partner. The County, by statute, is not responsible for sidewalks. 2.5 Coverage Details of the County's required coverage and deductibles are set out in the Coverage Specifications Section. The following highlights some of the key requirements: ➢ Subscription Identification If more than one Insurer is proposed for a selected coverage, each Insurer and percentage of subscription is to be identified for each class of insurance and the proponent must warrant that all subscriptions are firm authorizations. As well, all Liability insurance, including Municipal Liability, Errors and Omissions Liability, Non -Owned Automobile and Environmental Liability must be placed with the same General Insurance Company. ➢ Wordings Insurers may quote on their own wordings as long as all conditions are met by the wordings. The County will require that original specimen wordings must accompany the proposal showing all Terms, Conditions and Exclusions. It is mandatory that deviations from the coverage requested be outlined in full in a separate section, marked "Deviations". ➢ Claims Made The Errors and Omissions Liability and the Environmental Liability policies are to be written on a claims made form. ➢ Assignment/Transfer The successful proponent will not assign or transfer any portion of the proposal submitted and subsequently accepted without receiving prior approval to do so by the County. ➢ Coverage At any time for the period that the Agreement arising out of this RFP is in force, the County reserves the right to increase coverage for insurance purposes, or to add additional items to the respective policies or to increase or decrease deductibles, all of which would be subject to increases / decreases to premium costs. 144 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM If coverage exceeds those set out in the "Coverage Requirements", proponents must include a separate recommendations section to their submission outlining enhancements and costs associated. This separate section should be marked "Enhancements". 2.6 Coverage Specifications — Main County Policy The following describes the current requirements of the County; however, it should be noted that alternate proposals whether it be in insured limits or deductibles are welcomed and encouraged. ➢ Municipal Liability Insurance ➢ Errors and Omissions Liability Insurance ➢ Non -Owned Automobile Insurance ➢ Environmental Liability Insurance ➢ Crime Insurance ➢ Board Members Accident Insurance ➢ Volunteers Accident Insurance ➢ Conflict of Interest Insurance ➢ Legal Expense Insurance ➢ Property Insurance ➢ Equipment Breakdown Insurance ➢ Automobile Fleet Insurance ➢ Cyber Insurance It is MANDATORY that deviations from the coverage requested be outlined in full in a separate section marked "DEVIATIONS". It is presumed that the proponents possess a reasonable working knowledge of the County's insurance structure, as well as the breadth of coverages that other providers of insurance for municipal entities are generally offering. Any significant areas where a proponent's proposed insurance is more restrictive shall be included in this listing. More detailed coverage requirements for policies are outlined in Appendix A-1. 2.7 Coverage Specifications — Police Services Board Policy In addition to the main County policy for insurance as described in Section 2.6, the County also requires a separate Police Services Board Policy. The Police Services Board is separate from the County. The Elgin Group Police Services Board oversees how policing is provided in six (6) of Elgin's Local Municipal Partners (West Elgin, Dutton-Dunwich, Southwold, Central Elgin, Malahide, and Bayham). Policing services in these communities are contracted to the Ontario Provincial Police (OPP). The Elgin Group Police Services Boards meets quarterly and consists of an equal number of members appointed from both the regional or municipal council level and the province, and one community member chosen by council. The following describes the current requirements of the Police Services Board; however, it should be noted that alternate proposals whether it be in insured limits or deductibles are welcomed and encouraged. 10 IE61 REQUEST FOR PROPOSAL NO. 2021-P37 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM ➢ General Liability Insurance ➢ Errors and Omissions Liability Insurance ➢ Non -Owned Automobile Insurance ➢ Crime Insurance ➢ Board Members Accident Insurance ➢ Legal Expense More detailed coverage requirements for policies are outlined in Appendix A-2 2.8 List of Properties, Contents, Equipment and Vehicles Appendix B provides a detailed list of properties, contents, equipment and owned vehicles, along with the overall estimated values of property and contents and equipment. Every effort has been made to ensure the accuracy of the list, however it is to be understood that changes could occur and that changes will occur during the coverage period(s). The following information is being provided in addition to the information provided in Appendix B. Location Occupancy Sq. Ft. Built Construction Type Full Sprinkler / Alarm Monitored Long-term Bobier Villa 47,900 1996 Wood frame Yes care Long-term Elgin Manor 83,200 2003 Wood frame Yes care Long-term Non-combustible Terrace Lodge 57,600 1977 Yes care cement steel Offices 1939 Admin Building 87,000 Cement block Yes Reno 1995 Museum & Heritage Centre archives 3,000 2018 Wood frame Alarm only Courthouse Non-combustible 922m2 Partial Sprinkler / POA Courthouse & offices 2019 steel frame, 9,924 Alarm monitored concrete block All buildings are within 300 meters of a hydrant. 2.9 Additional Named Insured The insurance program for the County will have additional insureds. The following is a list of additional insured currently included in the County's Insurance Program: ➢ Association of Municipalities Ontario with respect to Federal Gas Tax Funding; ➢ Her Majesty the Queen in Right of Ontario as represented by the Attorney General with respect to Provincial Offences Act responsibility; 11 `EII I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM ➢ Her Majesty the Queen in Right of Ontario as represented by the Minister of Health and Long -Term Care with respect to service agreements with Bobier Villa, Elgin Manor, and Terrace Lodge ➢ The Corporation of the Township of Southwold and The Corporation of the Town of Aylmer and The Corporation of the Municipality of Bayham and the Corporation of the Municipality of Central Elgin and The Corporation of the Municipality of Dutton-Dunwich and the Corporation of the Municipality of West Elgin and The Corporation of the Township of Malahide and the Port Stanley Festival Theatre with respect to the lease agreements for Libraries; ➢ Senior Citizen's Group Drop -In Centre with respect to contents of Drop -In Centre at Terrace Lodge; ➢ Her Majesty the Queen in Right of Ontario as represented by the Minister of Tourism Culture and Recreation with respect to Museum services; ➢ Her Majesty the Queen in Right of Ontario as represented by the Minister of Community Safety and Correctional Services with respect to the funding agreement under the Court Security Prisoner Transportation (CSPT) Program; ➢ Pitney -Bowes Global Credit Services with respect to leased postage meter. Additional Named Insured's may be added or removed during the term of the program. 2.10 Definition The definition of the Named Insured is intended to cover all operations of the County. Specifically, to be included are all of the County's Boards, Commissions, Committees, and Council, and all members of such; all employees, statutory officers, officers, and all volunteers, while performing duties on behalf of or in association with the County. 2.11 Fuel Tanks The County has three (3) fuel tanks located at White Stations Garage, 42343 Fruit Ridge Line, (County Road # 51), St. Thomas and fuel tanks for generators at each of our LTC Homes and Administration Building. All tank details are listed on the Municipal Casualty Questionnaire (see Appendix D2). 2.12 Employee Counts The employee count for the County as of the date of issue for this RFP is as follows: 211 Full time, 256 Part time, 5 Contract, 13 Casual and 16 Students Of the totals above, the numbers are further broken out into the following insured positions for: # Position # Position 9 Elected Officials 2 Medical Directors (LTC Homes) 1 Engineer & Deputy CAO 11 Full time Registered Nurses 3 Lawyers 11 Part Time Registered Nurses 1 Chief Administrative Officer 4 Casual Registered Nurses 21 Full Time RPN's 20 Part Time RPN's 7 Casual RPN's 12 WFA I\H: Liiriei.ul: 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 2.13 Confidential Claims History Summary The County's Claims History for the last ten years is listed in Appendix C. Every effort has been made to ensure the accuracy of the list, however it is to be understood that this list may not be complete or accurate. This information MUST be treated as CONFIDENTIAL. For greater certainty, requesting and obtaining a copy of Appendix C, the Proponent is agreeing that Appendix C and all of the data, information and content contained therein shall remain the sole property of the County and Proponent or prospective Proponent shall: treat Appendix C as confidential; shall not use Appendix C for any other purpose other than submitting a Proposal in response to this RFP; shall not disclose Appendix C to any person who is not involved in the preparation of the Proponent's Proposal; and, if requested by the County, shall be returned to County. Appendix C is only available to registered Proponents and will be emailed directly upon request. Please email mhoo stra elfin.ca to request a copy. The successful Proponent will provide and review with the County the claims summary at least quarterly. 2.14 Municipal Insurance Questionnaires A copy of the Municipal Insurance Questionnaires for Crime and Casualty, answered to the best of our ability, are attached as Appendix D1 and D2. The County is not responsible for errors or omissions. 13 148 I\Hi : Luirieil1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions ELECTROINflC III'')II POSIII.. ;"! i.IVBIV'illl;"! 5101NIS 01YU11, shall be received by the Bidding System. The Proposal Submission shall comprise of two (2) separate proposal submission files as detailed in section 3.2 Hardcopy submissions not permitted. Failure to include the submission requirements may result in your proposal being disqualified. 3.2 Proposal Submission Requirements —Technical Proposal (Part 1) Proponents shall upload a PDF Proposal Submission to the Bidding System. The submission shall be no longer than one hundred (100) single sided pages (Arial 12 font or equivalent). The submission should include all of the information listed in this Technical Proposal Requirements section. Each response to a request should clearly identify the section of this RFP to which it is responding (by number and heading). The Proponent should provide information of sufficient scope and depth to demonstrate the ability of the Proponent to deliver the services described in this RFP. Information submitted is subject to verification, and further pertinent information may be obtained from references. a) Section 1: Overview A narrative demonstrating the firm's understanding of the full scope of services, reasons why the Proponent is interested in taking on this project and its familiarity with the County of Elgin. b) Section 2: Brokerage Responsibilities Provide the following related to Brokerage responsibilities: i. Provide evidence of long-term strength and viability. Provide evidence that the Proponent has flexibility to react to the changing insurance needs of the County, but also has the ability to anticipate the County's needs and respond with innovative solutions. ii. Proponents must attest that they have access to appropriate insurance markets. iii. Provide AM Best Rating for all proposed insurers. iv. Confirm your organization is licensed and in good standing to operate as an insurance broker in the Province of Ontario. v. Provide evidence of municipal experience including your familiarity with operations and associated risks as well as demonstrate knowledge of legislation governing municipal operations. 14 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM vi. Outline the Account Management Team you propose to assemble to service the needs of the County including the qualifications and functions of each team member. Include the head office address and the locations of the proposed servicing office and methods by which the County will be able to interact with the proposed servicing office. Include a resume for each member of the Account Management Team. If the Proponent is assigning the account to a particular team member as the central point of contact, identify that team member and outline any particular areas of expertise, service methods, service level guarantees or other information that demonstrates why that team member is being appointed as the central point of contact. vii. Provide a list of current municipal clients of similar size, exposures and scope of operations to the County of Elgin in your proposal. Please include a list of three (3) references including contact names, addresses and phone numbers. viii. Members of the Account Management Team will attend such meetings as are called to discuss their work and shall provide such information as requested which will enhance the understanding of the County concerning matters pertaining to insurance and risk management services. c) Section 3: Risk Management Services The County is interested in receiving information on new and innovative ways to manage its risks and insurance requirements during the policy period. Include in your response an overview of the Risk Management Services (including seminars and training) that you will provide for the County. Information should be included in your proposal regarding any advisory services which are included in the premium and any other relevant services which can be provided separately on a fee for service basis. Provide examples of instances where claims management services have resulted in savings for a client, though the client need not be specifically identified. d) Section 4: Claims Management Services Describe in detail how claims for the County will be handled. Provide an overview of the Claims Management Plan that your organization will use. Outline the claims handling procedure that would be implemented to standardize this process in multi -site operations. Discuss the use of adjusters, legal representatives, the handling of sensitive claims and education. e) Section 5: Additional Response Requirements The following information must also be provided in the submission on a point -by -point basis: ➢ Indicate what expertise you have to review policy wordings, coverage, coverage / risk management strategies to ensure complete informed advice to the County. 15 W111 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM ➢ Describe your level of expertise in Loss Control and Claims -mediation services and how your firm will advocate for the County on claims matters. ➢ Describe services, programs, and procedures concerning claims and risk management. Indicate which claims and risk management services are included in the annual fee and which will be at an additional cost. ➢ Provide an overview of the claims handling process including the role of the County for all claims under the policy deductible level. ➢ Describe any service level guarantees. This may include response times for correspondence; turn -around time for requested certificates of insurance and/or availability of Account Management Team members. ➢ Describe any other services you propose to offer and how those services will benefit the County. ➢ Describe the criteria used to determine the premium structure and confirm that this criteria will be used to determine any fluctuation in premiums in any renewal year. 3.3 Financial Submission Requirements - Financial Proposal (Part 2) Proponents are required to complete the electronic Pricing Forms in the Bidding System. Identify the insurance premiums proposed by insurer for the class of insurance as listed. All applicable taxes shall be excluded from the pricing. Specify separately any other ancillary costs that apply in addition to the proposed premiums and any optional pricing. The proposal must clearly state which services are not included in your financial pricing submission. 3.4 Evaluation Process This is a multi -stage evaluation process that considers both the qualifications of the Proponent and price. Phase I: Technical Proposal Phase I of this RFP requires that Proponents respond to the Technical Proposal Requirements listed in section 3.2. During this phase of the evaluation process, submissions will be reviewed and evaluated by an evaluation committee through a consensus method based on the evaluation criteria set out in section 3.5. The disclosure of the allocated weightings for each category/criteria is provided to assist Proponents in preparing a submission that best meets the requirements of the County. 16 IN I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Phase II: Financial Proposal Phase II of this RFP requires that Proponents complete the electronic Pricing Forms in the Bidding System and provide any clarifications (if required) on a separate submission document. Pricing will be calculated according to the example in section 3.6. Each proposal will be evaluated on its clarity and the demonstrated understanding of the Project requirements, the services proposed and timeframes, as well as the proponent's experience and the anticipated benefit to Elgin County. A short list of firms may be created for purposes of an interview or presentation, should this be required. Proponents may be contacted to explain or clarify their proposals; however, they will not be permitted to alter information as submitted. An Evaluation Committee will be established from members of the County or any others the County deems necessary. Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the proposal non -responsive at the County's sole and absolute discretion. Selection of a proposal that will be recommended to Council for an award will be based on (but not solely limited to) the following criteria and any other relevant information provided by the Proponent at the time of submission as well as any additional information provided during subsequent meetings with the Proponent. Proposals are likely to be for a diverse range of approaches, wordings, service delivery models and methodologies, and therefore may not be readily comparable to one another. As a result, notwithstanding the general evaluation criteria set out in this section 3.4 and the detailed evaluation criteria set out in section 3.5 of this RFP, the County intends on exercising a broad range of discretion in evaluating, short -listing and recommending a Proposal. In recognition of the importance of the procedure by which a Proponent may be selected, the following criterion outlines the primary considerations to be used in the evaluation and consequent awarding of this project (not in any order). The County reserves the right to evaluate and rank each submission using criterion noted. Actual scores will be confidential. The County reserves the right to request confidential references for any of the proponent's services listed, as well as any of the proponent's other services, and factor the ratings from all references, whether completed or in progress. 3.5 Evaluation Criteria Submissions will be evaluated by an evaluation committee based on the following categories. The disclosure of the allocated weightings for each category is provided to assist in preparing a proposal that best meets the requirements of the County. By responding to this RFP, Proponents agree to accept the decision of the evaluation committee as final. 17 IM I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Proposals will be evaluated based on the following weighted evaluation factors: Maximum Rated Criteria Weight Points )i...iA,5E':i............. .... i..I Ci...iIIA�. INflC„ I„ III: iWPOSAlll.. ' 7P III: c MllM..i°"'�� Company Profile, Company History and understanding of County 10 Comprehensive Approach to County Requirements 20 - Proponent's statement of understanding of the program requirements - Quality of the proposal and its responsiveness to, and compliance with, the County's requirements and expectations Submission Content / Proposal Clarity 10 - Ability to concisely present offer - Compliance with the Proposal submission requirements - Demonstrated capacity for superior service - Innovation - Ability to propose alternative methods, cost saving initiatives - Additional Services Qualifications / Experience 20 - Familiarity with working on behalf of a Municipality (a higher weighted score will be given to those with proven municipal experience) - Project Team / Staff Experience - Ability to provide prompt, accurate advice and services - Risk Management Plan - Claims handling process References / Past Performance 15 .) Premium Cost / Pricing / Total Overall Cost 25 points - cost effectiveness of proposal based on fees quoted and any other costs including Risk Management Plan - Any financial terms and conditions identified by the Respondent I OTAL CIII.,IIilll 11III.,IIiLAi""IIVE Ill)OillM°°i°°S :1()() Ill:)OilllM I 18 153 I\H: Liiriei.ul: 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 3.6 Ratings For consistency, the following table describes the characteristics attributable to particular scores. 0 Unacceptable Did not submit information 1-2 Very Very poor to unsatisfactory Unsatisfactory 3 Unsatisfactory Minimally addresses some, but not all of the requirement of the criteria. Lacking in critical areas 4 Somewhat Addresses most of the requirements of the criteria to the minimum Unsatisfactory acceptable level. Lacking in critical areas. 5 Somewhat Addresses most, but not all, of the requirements of the criteria to the Satisfactory minimum acceptable level. May be lacking in some areas. 6 Satisfactory Adequately meets most of the requirements of the criteria. May be lacking in some areas that are not critical. 7 Good Meets all requirements of the criteria. 8 Very Good Somewhat exceeds the requirements of the criteria. 9 Excellent Exceeds the requirements of the criteria in ways that are beneficial. 10 Outstanding Proposal exceeds the requirements of the criteria in superlative ways / very desirable. The lowest cost proposed shall be awarded the full amount of points available for the financial portion of the evaluation. All higher proposals shall be awarded points, rounded to the closest full point for the cost portion of the evaluation by the following: Lowest Cost _ Proposed Cost x Maximum Financial Points = Total Cost Points. It should be emphasized that pricing/cost is only one of the factors being considered in determining the successful Proponent, as set out in the Evaluation Criteria. In submitting a proposal, the Proponent acknowledges the County's right to accept other than the lowest priced proposal and expressly waives all rights for damages or redress as may exist in common law stemming from the County's decision to accept a proposal which is not the lowest price proposal, if it is deemed to be in the County's best interest to do so. All qualified proposal submissions will be reviewed and evaluated. Additional information may be requested if necessary. Only the Proposal will be evaluated, collateral statements, marketing or correspondence from a Proponent not included in the Proposal will not form part of the evaluated material. Proponents must include all relevant information in the required page limit restriction identified in section 3.2. 19 154 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 3.7 Presentation and Interview The County may request that the two highest scoring Proponents attend an interview to present the evaluation team with additional insight into the Proponent's ability to meet the requirements as requested in the RFP. The County reserves the right to interview more or fewer than two Proponents based on the scoring results. The interviews, if applicable, will be conducted by the representatives of the Evaluation Committee via web conference. The Proponent's senior staff members to be assigned to this project must attend the interview. Presentations shall follow this general format: ➢ Introduction of Proponent's Project Team & Presentation of the Proposal (30 minutes) ➢ Questions and Discussion (15 minutes) The Proponents will be notified of the final format and exact date and time for presentations in advance. For the interview portion of the evaluation (if applicable), the County of Elgin will use the rating criteria shown below and will evaluate each short-listed Proponent only. Interview Criteria and Weighting (Second Stage if applicable): Criteria Category Weighted Points Presentation 25 Response to Questions 10 Total Weighted Points 35 The score from the proposal evaluations and the Interview will be combined to determine an overall score out of a maximum potential of 135 points. 20 W11 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM SECTION 4.0 - GENERAL CONDITIONS 4.1 Rights of the County The County is not liable for any costs incurred by the Proponent in the preparation of their response to the RFP or selection interviews, if required. Furthermore, the County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non -acceptance by the County of any proposal or by reason of any delay in the award of the contract. The County reserves the right to accept any proposal, in whole or in part, that it feels most fully meets the selection criteria. Therefore, the lowest cost proposal, or any proposal may not necessarily be accepted. County staff shall evaluate all compliant proposals received by the closing time and make evaluations and recommendations for acceptance. The County reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the Request for Proposal. The County reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of the contract. The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the County. This Request for Proposal should not be considered a commitment by the County to enter into any contract. The County reserves the right to enter into negotiations with the preferred Proponent. If these negotiations are not successfully concluded, the County reserves the right to begin negotiations with the next selected Proponent. Proposals shall irrevocably remain open and subject to acceptance for a period of ninety (90) days from closing date. In the event of any disagreement between the County and the Proponent regarding the interpretation of the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in that capacity, shall make the final determination as to interpretation. No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal proceeding against the County or against whom the County has a claim or has instituted a legal proceeding, without the prior approval of County Council. This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP. 4.2 Conflict of Interest The Proponent declares that no person, firm or corporation with whom or which the Proponent has an interest, has any interest in this RFP or in the proposed contract for which this proposal is made. 21 W11 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM The Proponent further declares that no member of the Council of the County and no officer or employee of the County will become interested directly or indirectly as a contracting party, partner, shareholder, surety, or otherwise in or in the performance of the Contract or in the supplies, work or business to which it relates, or in any portion of the profits thereof, or in any of the money to be derived there from. Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the Proponent must disclose this information to the County prior to the submission of a proposal. The County may, at its discretion, delay any evaluation or award until the matter is resolved to the County's satisfaction. The County may allow a conflict of interest or potential conflict of interest to exist if it is satisfied that there are adequate safeguards in place and if the County determines that it is in its best interests to do so. The County reserves the right to disqualify a proposal where the County believes a conflict of interest or potential conflict of interest exists. 4.3 Modified Proposals In the event that a preferred proposal does not entirely meet the requirements of the County, the County reserves the right to enter into negotiations with the preferred Proponent, to arrive at a mutually satisfactory arrangement and to make any modifications to the proposal as are in the best interests of the County. 4.4 Disqualification of Proponents More than one Proposal from an individual firm, partnership, corporation or association under the same or different names will not be considered. A Proponent shall not discuss or communicate, directly or indirectly with any other Proponent, any information whatsoever regarding the preparation of its own Proposal or the Proposal of the other Proponent. Proponents shall prepare and submit Proposals independently and without any connection, knowledge, comparison of information or arrangement, direct or indirect with any other Proponent. Collusion between Proponents will be sufficient for rejection of any Proposals so affected. 4.5 Confidentiality The proposal must not be restricted by any statement, covering letter or alteration by the Proponent in respect of confidential or proprietary information. The County will treat all proposals as confidential to the extent permitted by governing law. The County will comply with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and its retention by-law pursuant to the Municipal Act, 2001, in respect of all proposals. All Public Reports approved by the Council of the County will become public information and may contain top -line pricing figures as part of that public information. By providing a response, the Proponent agrees that the County may disclose the name, address and price or rates of the Proponent to the public. The County may provide the Proposals to any person involved in the review and evaluation of the Proposals. The County may also make copies of, and retain, the Proposal. To facilitate safeguarding the right to confidentiality, if the Proponent is of the opinion that its Proposal reveals trade secrets, technical, commercial, financial or labour relations information and disclosure of such information could reasonably be expected to result in harm, as specified at section 10 of MFIPPA, 22 WrA I\H: Liiriei.ul: 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM the Proponent shall mark each part of its proposal that it wishes to be kept confidential with a stamp, watermark or some other clearly identifiable method. 4.6 Proposal Assignments The successful Proponent will not be permitted to assign or transfer any portion of the proposal as submitted or the subsequent agreement without prior written approval from the County. 4.7 Purchasing Policy Submissions will be solicited, received, evaluated, accepted and processed in accordance with the County's Purchasing Policy as amended from time to time. In submitting a proposal in response to this RFP, the Proponent agrees and acknowledges that it has read and will be bound by the terms and conditions of the County's Purchasing Policy. The Purchasing Policy can be viewed on the County's website, www®elincounty®ca 4.8 Failure to Perform Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation, as required herein, shall be just cause for cancellation of the award. The County shall then have the right to award this contract to any other Proponent or to re -issue this RFP. 4.9 Award and Agreement The Proponent that fully meets the requirements and scores the highest based on the evaluation criteria, will be recommended to County Council for the award. The report recommending an award, including the total cost of the awarded project, shall be a matter of public record. There is no guarantee that County Council will accept any recommendation or Proposal at all. A written agreement, prepared by the County shall be executed by the County and the successful Proponent. The complete proposal package submitted by the successful proponent, together with the entire Request for Proposal documents prepared by the County of Elgin, shall form part of the Agreement. 4.10 Insurance Requirements Proponents shall obtain and maintain the following insurance to protect it from financial losses that may affect its ability to provide uninterrupted services to the County. All such insurance shall be placed with insurers licensed to operate in the Province of Ontario. This coverage includes, but is not limited to: Commercial General Liability (CGL) Insurance, including Non -Owned Automobility Liability throughout the term of this Agreement from the date of commencement of work until at least one year following the date of contract expiry. Coverage shall consist of a comprehensive policy of third -party liability insurance, with all applicable coverage extensions/endorsements available, in an amount of not less than $5,000,000 per occurrence. Such CGL insurance shall 23 158 I\H: Luiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM include the County, as an additional insured with a cross -liability endorsement and severability of interests' provision, and b. Professional Errors and Omissions Liability insurance in an amount not less than $10,000,000 per occurrence. This insurance shall remain in full force and effect for at least two years from completion of the work covered by the contract. 4.11 Indemnification The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers, County Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost, damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by reason of a requirements of this agreement save and except for damage caused by the negligence of the County or their employees. 4.12 WSIB Requirements Not applicable to this RFP. 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 The Proponent shall ensure that all its employees and agents receive training regarding the requirements as outlined in the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11) as well as the Ontario Human Rights Code. The Proponent is responsible to ensure that all of its employees, volunteers and others for which the Proponent is responsible are adequately trained. In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated Accessibility Standards Regulation (Ontario Regulation 191111), the County requires content created for the municipality that is to be posted on our website to be provided in a format which is compliant with WCAG 2.0 Level AA requirements. As required under Section 14 of the regulation, any content published on our website after January 1, 2012 needs to be compliant with the WCAG requirements by the timelines set out in the Regulation. It is the successful Proponent's responsibility to produce the required documents in an accessible format 4.14 Disqualification The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under this RFP, at any time prior to the execution of the Agreement by the county, if, ➢ the Proponent fails to cooperate in any attempt by the County to verify any information provided by the Proponent in its proposal; ➢ the Proponent contravenes one proposal per Person or Entity; ➢ the Proponent fails to comply with the laws of Ontario or of Canada, as applicable; ➢ the Proposal contains false or misleading information; ➢ the Proposal, in the sole opinion of the County, reveals a material conflict of interest; ➢ the Proponent misrepresents any information contained in its proposal. 24 159 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 4.15 Record and Reputation Without limiting or restricting any other right or privilege of the County and regardless of whether or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify any proposal from any Proponent, where; ➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the commercial relationship between the Corporation of the County of Elgin and the Proponent has been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but not limited to: a) Litigation with the County; b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the Proponent after the County has made demand for payment; c) The refusal to follow reasonable directions of the County or to cure a default under a contract with the County as and when required by the County or it's representatives; d) The Proponent has previously refused to enter into an Agreement with the County after the Proponent's proposal was accepted by the County; e) The Proponent has previously refused to perform or to complete performance of contracted work with the County after the Proponent was awarded the contract; f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid bond, a performance bond, a warranty bond or any other security required to be submitted by the Proponent on an RFP within the previous five years. ➢ In the opinion of County Council or the Chief Administrative Officer, or their designate, there are reasonable grounds to believe that it would not be in the best interests of the County to enter into an Agreement with the Proponent, for reasons including but not limited to the conviction or finding of liability of or against the Proponent or its officers or directors and any associated entities under any taxation legislation in Canada, any criminal or civil law relating to fraud, theft, extortion, threatening, influence peddling and fraudulent misrepresentation, the Environmental Protection Act or corresponding legislation in other jurisdictions, any law regarding occupational health or safety or the Securities Act or related legislation. 4.16 Proponent's Costs The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its participation in this RFP process, including all costs and expenses related to the Proponent's involvement in; ➢ the preparation, presentation and submission of its proposal; ➢ the Proponent's attendance at the Proponent's meeting; ➢ due diligence and information gathering processes; ➢ site visits and interviews; ➢ preparation of responses to questions or requests for clarification from the County; ➢ preparation of the Proponent's own questions during the clarification process; and, ➢ agreement discussions. 25 f[:i1] I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process, including the rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the conduct of the RFP process. 4.17 Legal Matters and Rights of the County This RFP is not an offer to enter into a contract or to provide services. Neither this RFP nor the submission of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the Proponent or the County. The County may at its sole discretion change or discontinue this RFP process at any time whatsoever. The County may in its sole discretion enter into negotiations with any person, whether or not that person is a Proponent or a Short -Listed Proponent with respect to the work that is the subject of this RFP. The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation. Without limiting the generality of the RFP, the County may at its sole discretion and at any time during the RFP process; ➢ reject any or all of the Proposals; ➢ accept any Proposal; ➢ if only one Proposal is received, elect to accept or reject it; ➢ elect not to proceed with the RFP; ➢ alter the timetable, the RFP process or any other aspect of this RFP; and ➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject matter of this RFP. In addition to and notwithstanding any other term of this RFP, the County shall not be liable for any damages resulting from any claim or cause of action, whether based upon an action or claim in contract, warranty, equity negligence, intended conduct or otherwise, including any action or claim arising from the acts or omissions, negligent or otherwise of the County and including any claim for direct, indirect or consequential damages, including but not limited to damages for loss of profit, loss of reputation, injury to property and bodily injury that results from the Proponents' participation in the RFP process, including but not limited to; ➢ the disclosure of a Proponent's confidential information; ➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or rejected; ➢ any delays, or any costs associated with such delays, in the RFP process; ➢ any errors in any information supplied by the County to the Proponents; ➢ the cancellation of the RFP; and ➢ the award of the contract to a Proponent other than the Proponent recommended by the Proposal Review Committee. 26 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM 4.18 Human Rights, Harassment and Occupational Health and Safety The Proponent shall be required to comply with the County's policies regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety as well as all Provincial and Federal laws, regulations and guidelines regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety, including any policies associated with COVID-19 health and safety. 4.19 Clarification The County may require the Proponent to clarify the contents of its proposal, including by the submission of supplementary documentation, or seek a Proponent's acknowledgement of the County's interpretation of the Proponent's proposal. The County is not obliged to seek clarification of any aspect of a proposal. 4.20 Supplementary Information The County may, in its sole discretion, request any supplementary information whatsoever from a Proponent after the submission deadline including information that the Proponent could or should have submitted in its proposal prior to the submission deadline. The County is not obliged to request supplementary information from a Proponent. 4.21 Default / Non -Performance The County will reserve the sole right to determine "non-performance" or "poor quality" of service and further reserves the right to cancel any or all of this contract at any time should the Proponent's performance not meet the terms and conditions of the RFP upon 30 days written notification to the Proponent. "Non-performance" shall mean the failure to meet the complete terms and conditions of this Contract including, but not limited to, the response time. In the event of such cancellation, the County retains the right to claim damages as a result of such default. If the County terminates the Contract, it is entitled to: a) withhold any further payment to the Proponent until the completion of the work and the expiry of all obligations under the Contract; and b) recover from the Proponent any loss, damage and expense incurred by the County by reason of the default (which may be deducted from any monies due or becoming due to the Proponent). 27 I"M I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM APPENDIX A1— COUNTY COVERAGE SPECIFICATIONS Part A - Municipal Liability Insurance (OCCURRENCE FORM) NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: Insures all operations of the Municipality against claims arising from bodily injury, property damage, personal injury. LIMITS OF PROTECTION PER OCCURRENCE: $ 25,000,000 any one liability claim with no annual aggregate. $ 250,000 Wrongful Dismissal (legal expense —Claims Made) Limit per claim. $ 250,000 Annual Aggregate Limit. $ 50,000 Voluntary Medical Payments per Person and $ 50,000 per Accident $ 50,000 Voluntary Property Damage Per Occurrence and $ 50,000 Annual Aggregate $ 50,000 Voluntary Compensation — Employees per Person and $ 250,000 Annual Aggregate $ 1,000,000 Forest Fire Expense Limit and $ 1,000,000 Annual Aggregate DEDUCTIBLE: $ 25,000 Third Party Claims Deductible (including expenses). $ 25,000 Sewer Backup per Claimant Deductible (including expenses). $ 5,000 Wrongful Dismissal Deductible. $ Nil Forest Fire Expense Deductible OPTIONAL DEDUCTIBLE (Include optional price on Electronic Pricing Forms): $ 50,000 Third Party Claims Deductible (including expenses) Deductible may be a deductible and reimbursement clause (including expenses) refer to policy wordings. POLICY COVERAGE AND CONDITIONS: • Bodily injury including assault and battery coverage • Property damage • Personal injury • No General Aggregate • Broad definition of insured applies, including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions and Committees. • Cross Liability included • Employers' Liability • Contractual Liability • Liquor Liability • No Products and Completed Operations Aggregate. 28 I I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM • Professional Liability (including Medical Malpractice) on an occurrence basis • Blanket Tenants' Legal Liability • No exclusion for sexual, physical or mental abuse applicable to the entity • Coverage applies Worldwide • Malpractice Liability • Watercraft Liability • Sewer Backup Liability 29 IBEI I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part B - Errors and Omissions Liability Insurance (CLAIMS MADE POLICY) NAMED INSURED: Corporation of the County of Elgin Protects the Municipality from liability imposed upon it by a court of civil law, for compensatory damages because of a wrongful act causing financial loss to a third party. LIMITS OF PROTECTION PER CLAIM: $ 25,000,000 any one claim with no annual aggregate. DEDUCTIBLE: $ 25,000 Deductible may be a deductible and reimbursement clause (including expenses) refer to policy wordings. POLICY COVERAGE AND CONDITIONS: • Broad form definition of Insured applies including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions and Committees. • Administration of Employee Benefits Programs included to the full policy limit • Defence costs over above Limit of Protection • Coverage applies Worldwide. I"M 30 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part C - Non -Owned Automobile Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: Provides legal liability protection against claims arising out of accidents involving vehicles not owned by the municipality but being operated on their behalf. Coverage is provided as per the Statutory Non - Owned Automobile policy. LIMITS OF PROTECTION PER OCCURRENCE: $ 25,000,000 any one liability claim, with no annual aggregate $ 250,000 SEF 94 Legal Liability (Physical Damage) to Hired/Rented Automobile — All Perils DEDUCTIBLE: $ 500 SEF No. 94 POLICY COVERAGE AND CONDITIONS: • Provides legal liability protection against claims arising out of accidents involving vehicles not owned by the Insured but being operated on their behalf. Coverage is provided as per the Statutory Non - Owned Automobile policy. • Physical Damage insures the legal liability of the Insured for damage to vehicles not owned by them. • This stand-alone policy includes the standard Non -Owned Automobile endorsements in the base wording: S.E.F. 96 (Contractual Liability) and S.E.F. 99 (Long Term Lease Exclusion) • Broad form definition of Insured applies including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions and Committees. 31 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part D - Environmental Liability Insurance (CLAIMS MADE POLICY) NAMED INSURED: Corporation of the County of Elgin 01:041ilk] I29Eel ►E Protects the municipality from environmental liability for claims for Third Party bodily injury, and property damage resulting from pollution conditions on or migrating from premises owned or occupied by the Insured that are discovered and reported during the policy period. LIMIT OF PROTECTION PER CLAIM: $ 2,000,000 any one liability claim $ 4,000,000 annual aggregate SELF -INSURED RETENTION: $ 25,000 POLICY COVERAGE AND CONDITIONS: • Broad form definition of Insured applies, including: Councillors, Employees, Statutory Officers, Firefighters, Volunteers, Boards, Commissions and Committees. • Broad definition of Environmental Impairment applies. • Coverage is included for sudden and accidental events and for liability resulting from events that occur gradually and over a period of time. • Separate limits of liability apply specifically to this coverage including a Limit per Occurrence and an Annual Aggregate Limit. • Coverage is included for liability arising out of the escape of contaminants from properties previously owned, leased or operated by the municipality. • Coverage is included for impairment caused by owned watercraft. • Coverage applies worldwide. • No exclusion for landfill sites, open or closed. • No exclusion or limitation for fuel tanks, above or underground. 32 Iff- A I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part E - Crime Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: Provides protection to the municipality for the loss of money, securities and other property through the fraudulent or dishonest acts of employees and others. IILTA 11WelaaCt919xy1Eel ►A Employee Dishonesty -Form A (Commercial Blanket Bond) $ 1,000,000 Loss Inside Premises (Broad Form Money and Securities) $ 300,000 Loss Outside Premises (Broad Form Money and Securities) $ 300,000 Money Orders & Counterfeit Paper Currency $ 200,000 Forgery & Alteration (Depositors Forgery) $ 1,000,000 Audit Expense $ 200,000 Computer and Transfer Fraud $ 200,000 DEDUCTIBLE: NIL POLICY COVERAGE AND CONDITIONS: Comprehensive Dishonesty, Disappearance and Destruction policy includes: • Definition of "messenger" is extended to include persons not compensated • The definition of "employee" is extended to include all persons holding positions in the municipality's service who are not compensated, and includes members of Council, members of all Boards, Commissions and Committees appointed by and under Council's jurisdiction. • Computer and Transfer Fraud includes voice computer toll fraud. 33 I11-M I\H: Luiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part F - Board Members' Accident Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: This policy provides accident insurance coverage for the benefit of the municipality's elected officials. Persons to be covered are: 1 Warden, 8 Councillors & 7 Land Division Members LIMITS OF PROTECTION: Schedule of Benefits (on Duty): Accidental Injury, Death & Dismemberment $ 250,000 Paralysis $ 500,000 Permanent Total Disability $ 250,000 Weekly Indemnity —Total Loss of Time $ 500 Weekly Indemnity— Partial Loss of Time $ 300 Accidental Death of a Spouse While Travelling on Business Included 24 Hour coverage Included DEDUCTIBLE: NIL POLICY COVERAGE AND CONDITIONS: • Coverage applies while the individual is acting within the scope of their duties, including all travel required. • Aggregate limit applies only when more than one Board Member is involved in the same accident. • Coverage applies to Insured Persons 80 years of age or under. • Weekly indemnity for Total Loss of Time is payable for 52 weeks (own occupation). Coverage extends for permanent disability (every occupation). • Schedule of Dismemberment Benefits payable as set out in the policy. • Accident Reimbursement up to $ 15,000. • Dental Expenses are included up to $5,000. • Occupational Retraining Expenses are included up to $15,000. • Repatriation Expenses are included up to $15,000. • Dependent Children's Education is included up to $10,000. • Dependent Children's Day Care is included up to $10,000. • Spousal Occupational Training included up to $15,000. • Transportation/Accommodation expenses included up to $15,000 (when Insured is being treated over 100km from home). • Home Alteration and Vehicle Modification expenses up to $15,000. • Seat Belt Dividend up to $25,000. • Funeral expenses are included up to $10,000. • Identification Benefit up to $5,000. 34 IM-4 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM • Eyeglasses, Contact Lenses & Hearing Aids up to $3,000. • Convalescence Benefit • Workplace Modification Benefit up to $5,000. • Elective Benefits payable as set out in the policy. 35 iris] I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part G - Volunteers' Accident Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: This policy provides accident insurance coverage for the benefit of the Insured's volunteers. The County had (pre-COVID) approximately twenty (20) volunteers in the Community and Cultural Services Department and approximately two hundred (200) volunteers in the Homes and Senior Services Department. LIMITS OF PROTECTION: Schedule of Benefits (on Duty): Accidental Injury, Death & Dismemberment $ 50,000 Paralysis $ 100,000 Weekly Income —Total Loss of Time $ 500 Weekly Income — Partial Loss of Time $ 250 DEDUCTIBLE: NIL POLICY COVERAGE AND CONDITIONS: • Coverage applies while the individual is acting within the scope of their duties, including all travel required. • An aggregate limit is only applicable if more than one volunteer is involved in the same accident. • Coverage applies to Volunteers 80 years of age or under. • Weekly indemnity for Total Loss of Time is payable for up to 52 weeks. • Schedule of Dismemberment Benefits payable as set out in the policy. • Dental Expenses are included up to $5,000. • Occupational Retraining Expenses are included up to $15,000. • Repatriation Expenses are included up to $15,000. • Dependent Children's Education is included up to $10,000. • Dependent Children's Day Care is included up to $10,000. • Spousal Occupational Training included up to $15,000. • Transportation/Accommodation expenses included up to $1,500. • Home Alteration and Vehicle Modification expenses up to $15,000. • Seat Belt Dividend up to $5,000. • Funeral expenses are included up to $10,000. • Identification Benefit up to $5,000. • Eyeglasses, Contact Lenses & Hearing Aids up to $3,000. • Convalescence Benefit • Workplace Modification Benefit up to $5,000. IVA 36 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part H -Conflict of Interest Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: This policy provides for the reimbursement of legal fees and expenses incurred by the elected or appointed members of Council who are charged under the Municipal Conflict of Interest Act, [or other applicable Statute title(s) in Provinces other than Ontario] provided that the court finds: • that there has been no contravention, or • contravention has occurred by reason of inadvertence, remoteness, or insignificance, or • contravention has occurred by reason of a bona fide error in judgement. LIMITS OF PROTECTION: Coverage is provided for 100% of legal fees and disbursements up to a maximum limit of $ 100,000 in respect of each individual Insured's claim. DEDUCTIBLE: NIL POLICY COVERAGE AND CONDITIONS: • Coverage is provided in respect of each individual Insured's claim up to the maximum limit. • Separate limit of insurance applies. • No annual aggregate limit applies. • Coverage is extended to include any member of a Board, Commission or Committee of the Insured as defined by the Municipal Conflict of Interest Act. • Coverage is also included for any subsequent proceedings under the Act. • The Insured is able to select and instruct legal counsel with no intervention by the Insurer. 37 IW&A I\H: Liiriei.ul: 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part I - Legal Expense Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: This policy provides for payments as costs are incurred (up to Limit of Insurance and Aggregate Limit) of legal defence costs incurred by the insured for: • Provincial statute or regulation (including human rights tribunals); • Criminal code coverage when being investigated or prosecuted. Coverage is applicable whether pleading guilty or a verdict of guilt is declared; • Civil action for failure to comply under privacy legislation; • Civil action when an Insured is a trustee of a pension fund for the Named Insured's employees In addition to the Base Coverage, coverage is included for: • Unlimited Telephone Legal Advice and access to Specialized Legal Representation in event of legal disputes. IIILTA IIto] aa t911119xy111Eel 01 • Coverage is provided for 100% of legal fees and disbursements up to $100,000 subject to an annual aggregate for all claims of $500,000. 101:10191401111 1.11M0111 OPTIONAL INCRESED LIMIT OF PROTECTION: Provide an alternate price on the electronic pricing forms for 100% of legal fees and disbursements up to $250,000 subject to an annual aggregate for all claims of $1,000,000. Optional Coverages may include the following (if specified in Limit of Protection): • Contract Disputes and Debt Recovery; • Statutory License Protection; • Property Protection; • Tax Protection. Appeals Legal costs for appeals are covered for Legal Defense Costs and any Optional Coverage purchased. 38 173 REQUEST FOR PROPOSAL NO. 2021-P37 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part J - Property Insurance (Including Data Processing Insurance) NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: This policy provides "All Risk" coverage to protect the Municipality's assets from direct physical loss or damage. Coverage is provided on a blanket basis unless otherwise indicated. IILTA IIWo]a1►Wvj11L1►14:1 Total Sum Insured (See Appendix B) Valuable Papers Accounts Receivable (other than Data Processing) Extra Expense Accounts Receivable Rent or Rental Value Form Master Key Personal Effects Data Processing: • Systems and Equipment • Media • Extra Expense Fine Arts Form Residents' Personal Effects Exhibition Form $ 98,845,578 $ 1,500,000 $ 500,000 $ 500,000 $ 500,000 $ 500,000 $ 25,000 $ 5,000 per Person and $ 25,000 per Occurrence $ 1,156,600 $ 90,500 $ 50,000 $ 505,978 $ 67,626 As per lists provided DEDUCTIBLE: $ 10,000 Exceptions: • Contents (Senior Citizens $ 2,500 Drop -In Terrace Lodge) • Data Processing $ 2,500 • Fine Arts Form $ 2,500 • Residents' Personal Effects $ 2,500 • Exhibition Form $ 2,500 • Peril of Flood $ 25,000 • Peril of Earthquake 3% or Minimum $100,000 Note: Property Insured (See list of properties in Appendix B attached) 39 174 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part J - Property Insurance (Including Data Processing Insurance) CONTINUED • Broad Definition of property insured • No co-insurance or margins clause • Replacement cost coverage provided • Worldwide coverage included • Replacement on same site not required • No restriction on property in transit and coverage is provided to policy limit • Newly acquired property is automatically included with no limit other than the policy limit • Sewer back-up coverage included • By-law coverage included to the policy limit • Permission is granted: to make additions, alternations and repairs; for property to remain vacant or unoccupied; to keep and use materials as usual and necessary to the Insured's business. • Debris removal • If a single loss involves both the Automobile and Property Insurance policies, the Property policy deductible is waived only on any insured property attached to the automobile. • Land/water (pollution) clean-up provided up to the limit of insurance if caused by an Insured Peril to Insured property, no sub -limit. • Insured is not required to provide a signed statement of values and policy does not contain a stated amount clause. 40 IM11 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Park K - Equipment Breakdown Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: Coverage is extended to pay for: Property Damage: The cost to repair or replace damaged equipment or other covered property, including computers, due to a covered accident. Business Income: The loss of business income due to an interruption caused by a covered accident from the date of loss until such equipment is repaired or replaced or could have been repaired or replaced plus additional time to allow your business to become fully operational. Extra Expense: Additional costs (e.g., equipment rental) you incur after a covered loss to maintain normal operations. Expediting Expenses: The cost of temporary repairs or to expedite permanent repairs to restore business operations. Service Interruption: Business income and extra expense resulting from a breakdown of equipment owned by a supplier with whom the Insured has a contract to supply a service. If there is no contract, the equipment must be within 1000 metres of the location. Data Restoration: The restoration of data that is lost or damaged due to a covered loss. Demolition: Building demolition and rebuilding required by building laws. Ordinance or law: The additional costs (other than demolition) to comply with building laws or codes. Other Coverage: Spoilage, Hazardous Substances, Ammonia, Water damage, Professional Fees, Errors and Omissions, Newly Acquired Locations, Civil Authority or Denial of Access Coverage Description ($) Deductibles / �$) Limit of Insurance Waiting Period Direct Damage 10,000 50,000,000 Per Accident Extra Expense 500,000 Spoilage 50,000 Expediting Expense Included Hazardous Substances 500,000 Ammonia Contamination 500,000 Water Damage 500,000 Professional Fees 500,000 Civil Authority or Denial of Access 30 days Errors and Omissions 250,000 Data Restoration 50,000 By -Law Cover Included 41 fi 1 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Off Premises Transportable Object Brands and Labels Green Coverage Environmental Efficiency *Will not show on Declarations Anchor Locations Service Interruption *Will not show on Declarations LOCATIONS: All locations excluding unlisted sub -stations. 10,000 100,000 50,000 Up to 150% of Loss Included Included Within 1000 metres 42 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part L - Automobile Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: This policy provides protection for all claims arising out of the use or operation of licensed automobiles owned or leased by the municipality. Coverage is provided as per the Statutory Automobile Owner's Policy. IILTA I1Welaa10919:1l111Nl►A Liability Limit $ 25,000,000 Direct Compensation Property Damage Accident Benefits Physical Damage: All Perils DEDUCTIBLES: All Perils $ 1,000 Note: Owned Vehicles (See list of vehicles in Appendix B attached) POLICY COVERAGE AND CONDITIONS: • Coverage provided for Third Party Liability, Statutory Accident Benefits, Uninsured Automobile, Direct Compensation (property damage), and Physical Damage as shown. • Coverage is extended to include: • Replacement Cost Endorsement • Replacement cost with no deduction for depreciation up to 25 years of age. • Valued coverage (#19A) can be provided on specified vehicles, usually those that are obsolete, would not be replaced, or would be replaced with a used vehicle. • Actual Cash Value coverage can be provided on specified vehicles • If a single loss involves both the Automobile and Property Insurance policies, the Property policy deductible is waived only on any insured property attached to the automobile. 43 178 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Part M — Cyber Insurance NAMED INSURED: Corporation of the County of Elgin DESCRIPTION: This policy provides protection for all claims arising out of a data breach, cyber incident or other incident as described below. LIMITS OF PROTECTION: Part 1— Cyber Incident Response The following are subject to an each and every claim limit. Coverage Description Deductible Limit of Liability Incident Response Costs $ 0 $ 1,000,000 Legal and Regulatory Costs $ 25,000 $ 1,000,000 IT Security and Forensic Costs $25,000 $ 1,000,000 Crisis Communication Costs $ 25,000 $ 1,000,000 Privacy Breach Management Costs $ 25,000 $ 1,000,000 Third Party Privacy Breach Management Costs $ 25,000 $ 1,000,000 Post Breach Remediation Costs $ 0 $ 50,000 Part 2 — Cyber Crime The following are subject to an each and every claim limit. Coverage Description Deductible Limit of Liability Funds Transfer Fraud $ 25,000 $ 250,000 Theft of Funds Held in Escrow $ 25,000 $ 250,000 Theft of Personal Funds $ 25,000 $ 250,000 Extortion $ 25,000 $ 1,000,000 Corporate Identity Theft $ 25,000 $ 250,000 Telephone Hacking $ 25,000 $ 250,000 Push Payment Fraud $ 25,000 $ 50,000 Unauthorized Use of Computer Resources $ 25,000 $ 250,000 Part 3 — System Damage and Business Interruption The following are subject to an each and every claim limit. Coverage Description Deductible Limit of Liability System Damage and Rectification Costs $ 25,000 $ 1,000,000 Income Loss and Extra Expense $ 25,000 $ 1,000,000 Additional Extra Expense $ 25,000 $ 100,000 Dependent Business Interruption $ 25,000 $ 1,000,000 Consequential Reputation Harm $ 25,000 $ 1,000,000 44 I\H: Luirieirl 1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM Claim Preparation Costs $ 0 $ 25,000 Hardware Replacement Costs $ 25,000 4 $ 1,000,000 Part 4 — Network Security and Privacy Liability The following are subject to an aggregate limit. Coverage Description Deductible Aggregate Limit of Liability Network Security Liability $ 25,000 $ 1,000,000 Privacy Liability $ 25,000 $ 1,000,000 Management Liability $ 25,000 $ 1,000,000 Regulatory Fines $ 25,000 $ 1,000,000 PCI Fines, Penalties and Assessments $ 25,000 $ 1,000,000 Part 5 — Media Liability The following are subject to an aggregate limit. Coverage Description Deductible Aggregate Limit of Liability Defamation $ 25,000 $ 1,000,000 Intellectual Property Rights Infringement $ 25,000 $ 1,000,000 Part 6 — Court Attendance Costs The following is subject to an aggregate limit. Coverage Description Deductible Aggregate Limit of Liability Court Attendance Costs $ 0 4 $ 100,000 45 W-111 I\H: Liiriei.ul:1 REQUEST FOR PROPOSAL NO. 2021-1337 GENERAL INSURANCE AND RISK MANAGEMENT SERVICES PROGRAM APPENDIX A2 - POLICE SERVICES BOARD COVERAGE SPECIFICATIONS CASUALTY Coverage Description Deductibles Limit of Insurance General Liability (Occurrence Form) 1,000 $10,000,000 per claim No Aggregate Voluntary Medical Payments Nil 50,000 per person 50,000 per accident Voluntary Property Damage Nil 50,000 per occurrence 50,000 annual aggregate Voluntary Compensation — Employees Nil 50,000 each person 250,000 annual aggregate Forest Fire Expense Nil Errors and Omissions Liability (Claims Made Form) 2,500 10,000,000 per claim no aggregate Non -Owned Automobile Liability 10,000,000 Legal Liability for Damage to Hired Automobiles 500 50,000 CRIME Coverage Description Deductibles Limit of Insurance Employee Dishonesty— Form A (Commercial Blanket Bond) Nil 1,000,000 Loss Inside the Premises (Broad Form Money & Securities) 100,000 Loss Outside the Premises (Broad Form Money & Securities) 100,000 Audit Expense 100,000 Money Orders and Counterfeit Paper Currency 2001000 Forgery or Alteration (Depositors Forgery) 1,000,000 ACCIDENT Coverage Description Deductibles Limit of Insurance Board Members— Five Board Members & Secretary /Administrator Board Members —Accidental Death & Dismemberment 100,000 Paralysis 200,000 Weekly Income —Total Disability 300 Weekly Income — Partial Disability 150 Accidental Death of Spouse while travelling on business Included Legal Expense Coverage Description Deductibles Limit of Insurance Legal Defense Cost 100,000 250,000 aggregate 46 IWl rdrr',romi%G,mlllr/r%IY/I/SElgifl %/////t Addendum No. 1 Progress�ve by Nature Request for Proposal No. 2021-1337 INSURANCE AND RISK MANAGEMENT SERVICES This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with all other parts of the Request for Proposal. RFP Document Revisions: The updated information below regarding Above Ground Storage Tanks was unavailable at time of RFP issuance. This updated information shall replace the incomplete information provided in Appendix D-2, page 5. Tanks — Fuels & Other Chemicals Above Ground Storage Tanks (ASTs): 1. Are there any aboveground storage tanks (ASTs) present at any of the premises? Yes ® No ❑ If so, please provide details as follows: Tank Address Volume Content Age Secondary Double Walled Containment (Yes / Nor (Yes / No) Yes ® No ❑ Yes ❑ No 1 42343 Fruit Ridge Line, Central Elgin 4500 L Diesel Fuel (Coloured) 1990 Yes ❑ No ® Yes ® No ❑ 2 450 Sunset Drive, St. Thomas 2200 L I Diesel Fuel 2020 Yes ❑ No ® Yes ® No ❑ 3 29491 Pioneer Line, Dutton 2200 L Diesel Fuel 2013 Yes ❑ No ® Yes ® No ❑ 4 39262 Fingal Line, St. Thomas - Tank #1 2200 L Diesel Fuel 2014 Yes ❑ No ® Yes ® No ❑ 5 39262 Fingal Line, St. Thomas - Tank #2 2200 L Diesel Fuel 2014 Yes ❑ No ® Yes ® No ❑ 6 475 Talbot Street East, Aylmer 4540 L Diesel Fuel 2002 'Secondary containment must be impermeable and 110% of tank volume if a single tank, or 25% of volume if multiple tanks are stored in the same secondary containment. Questions: The following questions have been received by the County; the County's response follows each question. 1. We would like to request a two (2) week extension to the closing date to allow proponents more time to negotiate the best possible terms with the various underwriters. Is this available? No extension available. Wit! Addendum No. 1 RFP No. 2021-P37 2. Please provide details of Wrongful Dismissal protocols. The County does not have documented protocols. If we were to receive a legal claim of wrongful dismissal, we would engage the employment lawyer that we work with to challenge and resolve the claim. 3. Does the County own or operate any Drones? If yes, please provide the values for physical damage, if required, and advise if flown over 400 ft in the air, and please provide pilot credentials etc. Yes, a drone was recently purchased; $5,000. Engineering Services staff will soon undertake required training in the near future. 4. We have requested a ten-year Claims Report for all lines of coverage, including the Police Services Board program (if no claims, please indicate the same). If you could provide in Excel format, that would be appreciated. Proponents shall follow the instructions contained in section 2.13 of the RFP. All requests for documents have been issued to date. 5. Kindly advise any information on the County's current risk management policies, regarding road liability and maintenance, including documentation and any other risk management tools used to control or prevent claims. Attached is a copy of a redacted Road Maintenance Agreement the County has with a Municipal Partner. (see Attachment #1-1) 6. Please provide full details or a schedule of fuel tanks (above ground and underground), along with age, containment, size and values. Please refer to info on page 1 of this addendum. 7. Thank you for providing additional information on the County's high valued buildings in section 2.8 of the RFP. Could you provide similar COPE (Construction, Occupancy, Protection, Exposure) details for all locations valued over $2 million, such as the EMS buildings and the Sewage Treatment plant? Attached are COPE forms for the four (4) EMS Stations and one (1) Sewage Treatment Plant. (see Attachment #1-2) 183 Addendum No. 1 RFP No. 2021-P37 8. Thank you for providing your current Crime application for the Municipality; however, could you also provide a similar recently completed application for the Police Services Board? Attached is the most recent application for the Police Services Board. (see Attachment #1- 3) 9. Please provide a full list of owned automobiles in Excel format including usage, VIN number and list price new. The EMS vehicle listing is attached (see Attachment #1-4). The EMS service provider is responsible for insuring the EMS fleet. The three (3) additional county owned vehicles are listed on Appendix B. The three (3) vehicles listed are used for day-to-day county operations by the Engineering Services, Tourism Services and Library Services departments. 10. Please confirm maximum total insured value of ambulances stored on County owned locations, if applicable, and confirm if indoors or outdoors. Ambulances are insured for the value noted on the EMS vehicle listing. All ambulances are stored indoors. 11. Please provide a full copy of the agreement with the County's service provider (Medavie) regarding the land ambulance services, along with insurance requirements and limits. The relevant insurance sections relating to the agreement between the County and Medavie Health Services are attached (see Attachment #1-5). Registered Proponents only may request a full copy of the agreement by sending an email to unrmlllog,;ur Ill,q,iiiilrmca stating you agree to the following: (a) Information / detail will be used solely for purpose of preparing and submitting a proposal for the insurance and risk management services contract; and, (b) The contract documents and the information therein shall be maintained as confidential and not disclosed to any entity without the written Consent of Elgin County and Medavie; and, (c) Any and all copies of the contracts made to facilitate preparation of the proposal will be destroyed upon submission of the proposal to Elgin County. 12. Please provide a copy of your Level 2 CVOR report from the Ministry of Transportation. The County does not require a CVOR. None of the vehicles fit the Ministry requirements for a CVOR. 184 Addendum No. 1 RFP No. 2021-P37 13. Please provide a full copy of your most recent Cyber application and confirm that the County presently incorporates MFA (Multi Factor Authentication) protocols. The most recent (2019) Cyber insurance application form is available. Due to the sensitive nature of the information on the form and security concerns, this document will not be posted with this RFP. Registered Proponents only may request a copy of this document by sending an email to rm111 0gj..Ea, ,lmir;;,,, End of Addendum No. 1 Addendum Issued: October 14, 2021 Addendum Pages: Four (4) + Five (5) Attachments Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: oosra aelin.ca rdrr',romi%G,mlllr/r%IY/I/d%/////t Addendum No. 2 Elgifl ProgressNe by Nature Request for Proposal No. 2021-P37 INSURANCE AND RISK MANAGEMENT SERVICES This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with all other parts of the Request for Proposal. RFP Document Revisions: Due to the number of questions received by Proponents, the closing date for this RFP will be extended. The revised closing date is November 9, 2021. Section 1.6 — RFP Schedule is amended as follows: Last Date for Questions: November 1, 2021 @ 12:00 p.m. (noon) RFP Close: November 9, 2021 @ 3:00 p.m. (local time) Addendum No. 3 will be issued shortly addressing all questions received to date. :it'1:Sfire r 17Ii S"I,1►row Addendum Issued: October 27, 2021 Addendum Pages: One (1) Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: oosra _elin.ca IW-11 rdrr',romi%G,mlllr/r%IY/I/dElgifl %/////t Addendum No. 3 ProgressNe by Nature Request for Proposal No. 2021-1337 INSURANCE AND RISK MANAGEMENT SERVICES This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with all other parts of the Request for Proposal. The following questions have been received; the County's response follows each question in bold text for this addendum. Question 1: Please confirm that the County currently only insures three (3) owned vehicles as listed in Appendix B. Also advise if there is any US exposure. Correction, please see revised Appendix B for Owned Vehicles below. The County currently insures four (4) vehicles. The fourth vehicle (2012 Chev Ambulance) is temporary and will be removed from the County policy at a later date. There is no US exposure. Al 2013 Chev Express Van / Tourism (VIN 1GCWGFBA1 D1153761) 35,000 A2 2015 Dodge Ram Pickup Truck / Engineering (VIN 1 C6RR7FT1 FS710505) 35,000 A3 2019 Ford Transit Van / Library (VIN 1FTYR2CM8KKA25030) 45,000 A4 2012 Chev Model ETV Ambulance (VIN 1GB3G3CG1C1162581) 215,000 TOTAL OWNED VEHICLES: 330,000 NOTE: 12 Ambulances and 2 Emergency Response Vehicles are owned by the County but insured by the Service Provider (Medavie Health Services) Question 2: Please confirm that all of the claims/loss information provided do not include any Ambulance/EMS vehicle claims. Confirmed INFA Addendum No. 3 RFP No. 2021-P37 Question 3: Please advise if the Marsh Claims report includes any of the Police Services Board claims or if there were no claims for the PSB during the time period that Marsh was on risk. No claims for PSB during the time Marsh was on risk. Question 4: Please confirm the County's annual budget as well as the Police Services Board's annual budget. County — $74M Police Services Board — $34K Question 5: Please provide the Police Services Board's liability and crime application/questionnaire forms provided to the incumbent insurance provider which will provide us with underwriting details of their operations. This form was provided with Addendum 1. Refer to Attachment 1-3 Question 6: Cyber Questions: Current limit of liability and current deductible Refer to RFP (Part M, page 44-45) Question 7: Prior / Current and Next year domestic gross revenues (can be an estimate) 2020 - $80.7 2021 - $86.7 2022 - $81.2 Question 8: Number of Employees Refer to RFP (Section 2.12, page 12) 188 Addendum No. 3 RFP No. 2021-P37 Question 9: Has Cyber risk insurance been cancelled, declined or non -renewed? No Question 10: Suffered any known intrusions, unauthorized access or been a target of a security or virus incident of their computer system (including extortion) of other type of cyber claims? If yes, how many intrusions or attempted intrusions occurred? Please provide full details including the nature of the event and damages and expenses incurred. No Question 11: Any fact, circumstance or situation that could give rise to a claim? No Question 12: Have internal training for employees concerning the handling of private and sensitive information on an annual basis? No Question 13: Have a disaster recovery and incident policy and a business continuity policy in place? No Question 14: Number of credit card / healthcare / social insurance numbers / bank account information of customers and employees / employee / volunteer information Approximately 1300 Addendum No. 3 RFP No. 2021-P37 Question 15: Have written procedures in place to comply with laws governing the handling or disclosure of such information? Housed within Human Resources and Finance software applications. Access to the information is restricted by job function which limits the ability to change information on customer, staff, and vendor accounts. Question 16: Has the applicant had a third party audit their network and/or computer systems? If so when was the last audit and are all recommendations been implemented? Yes, 2019 Question 17: IT infrastructure operated and managed in house or outsourced? In-house Question 18: Does the applicant develop or maintain a network operating system for another entity? If yes, please provide full details. The IT department supports two network operating systems for other entities, however they are both completely separate from our network, and each entity has their own insurance. Question 19: Does the applicant use SCADA for water wastewater treatment or any other operations? If yes is this system completed segregated and on its own network? No `Rz11 Addendum No. 3 RFP No. 2021-P37 Question 20: Does the applicant provide remote access to computer systems? If yes, how many users? Store sensitive information on laptops? Remote Access is available to approximately 100 users accessed through a VPN with multifactor authentication. Users are instructed to store all data on the network in order to allow for secure backup and recovery of data. Question 21: Does the applicant: Terminate all associated computer access and user accounts when an employee leaves the company? Yes Question 22: Restrict employee access to private information? Yes Question 23: Use fire wall technology? Yes Question 24: Use anti -virus software? If yes is it installed on all computers including mobile devices? Only on computers and servers. Not on Whones Question 25: Use intrusion detection software to detect unauthorized access to internal networks and computer systems? Yes I Addendum No. 3 RFP No. 2021-P37 Question 26: Up -grade all security software as new releases/improvements become available? Yes Question 27: Use encryption to protect data on all systems when data is `at rest'? No Question 28: Use encryption to protect data on all systems when data is `in transit'? 1►r Question 29: Are authentication measures for incoming email (SPF DKIM and/or DMARC) implemented and strictly enforced? DMARC record published Question 30: Is multi -factor authentication required for access privileged user accounts? If no has been answered to any of the above security measures, please provide full details regarding the procedures the application employees to ensure the security of information. Yes, but only for remote access and on servers. Question 31: Indicate how often sensitive/valuable information is backed up? Hourly Question 32: Do back ups include off-line and off -site generations segregate from networks? If no, please provide a brief description of your back up system. IRYA Addendum No. 3 RFP No. 2021-P37 No. Backups are replicated to an off -site location on a separate vlan with restricted access. Question 33: Length of time the applicant stores information? Backups for user files are kept for 1 year. Question 34: Ransomware: Do you employ endpoint protection across your enterprise? The County uses McAfee Enterprise Anti -virus on all user machines and servers. Question 35: Use multi -factor authentication to gain access to your computer network? Yes Question 36: Backups are encrypted and kept separate from your network (`offline') or in a cloud service? Yes Question 37: How often do you test the data integrity of these back-ups? Intermittently, whenever a file restore is requested and completed from users. From time to time the backups have been used to restore an entire server. Question 38: Have you tested the successful restoration and recovery of key servers/configurations and data from backups in the last 6 months? No Question 39: Do you install patches across your network at least monthly? IWN Addendum No. 3 RFP No. 2021-P37 Yes Question 40: Is there an incident response plan in place which is tested specifically regarding a ransomware event? No not tested. Question 41: Are incoming emails scanned for malicious content? Yes Question 42: Cyber Crime: Estimate the number of fund transfers sent on a daily basis? 2 or 3 per week Question 43: Estimate the average size of a fund transfer? $500K to $1 M Question 44: Confirm dual verification is in place before amending account details and sending fund transfer requests? Bank transfers require the bank's dual verification process. Account details are amended using a confirmation process by two individuals. Fund transfers are handled such that the sender does not create the payment batch. Question 45: For fund transfers of $50K, is authorization form more than one individual required? Addendum No. 3 RFP No. 2021-P37 Through our AP and payment processes we have more than one individual involved in our payment process. We cannot create a fund transfer without an approved invoice. Approvers cannot approve invoices payable to themselves. Question 46: Are all employees with fund transfer authority given specific cybercrime training? Not specific to fund transfers but we have had training on email spoofing and unknown links/emails. Question 47: Are external emails flagged to notify the employee it has come from the outside network? Yes Question 48: Does the Applicant: Have an information website? Yes, www.elgincounty.ca Question 49: Have a transactional or accessible website? No, transactions are not completed through the website. Question 50: Have a review procedure to screen the content for copyright or trademark infringement or invasion of privacy issues? We largely post all original content on the website so we have not had an issue with copyright or trademark infringement. We also do not use our website to store any sort of personal or constituent data and therefore aren't concerned with invasion of privacy. MFIPPA applies to all county information regardless of where it is posted and stored, including the website. Question 51: Have a clearance procedure for website content (e.g. removal of controversial, offensive, infringing or out -dated material)? 195 Addendum No. 3 RFP No. 2021-P37 We do not post any controversial, offensive or infringing materials so we have no need to remove them. The process would be for anyone who saw anything inappropriate or outdated would contact Administrative Services through a contact form available on the website and it would then be removed or updated. What we share on the website is governed by our Acceptable Use Policy for Computer Equipment Software, Internet Access and Internet E-mail and our Social Media Policy. Question 52: Have a procedure in place for responding to allegations that content created, displayed or published is libelous infringing, or in violation of a third party's privacy rights? MFIPPA applies to all county information regardless of where it is posted and stored, including the website. The attached Social Media Policy addresses these questions (see Attachment #3-2). Question 53: Had a suit filed against them, cease or desist demand, or been subject to a complaint or a claim, alleging trademark, copyright, software copyright, invasion of privacy or defamation regarding any content? Question 54: Have you had any incidents relating to COVID-19 or any other contagious diseases, or similar outbreaks? If yes, please provide current status. Two of our three LTC Homes have experienced COVID confirmed and/or suspect outbreak(s) during the course of the pandemic. There are currently no outbreaks at any of our three homes. Question 55: If your organization working at full capacity? If no, please provide full details including any and all operations/activities that have been suspended. Currently only POA Court in -person proceedings are suspended. IRN] Addendum No. 3 RFP No. 2021-P37 All other County operations have resumed full services. Restrictions on visitors and movement through some facilities is still limited at some locations. Question 56: Do you have an adequate supply of Personal Protective Equipment (PEE) for all emergency service workers? If no, how will any shortfall be resolved? Yes. We also keep a pandemic supply should any shortfalls occur. Question 57: Does the applicant operate a long-term care retirement homes of group homes, Daycares, Health Units/Department or Assisted Living Facility? Yes Question 58: Does the applicant comply with Provincial or other Governmental recommendations /guidelines/directives regarding contagious diseases, pandemics or similar outbreaks for your operation? Yes Question 59: Does the applicant have a Return to work plan? Yes Question 60: Does the applicant have a Business continuity plans/policy and procedures? See response to Question 62. Question 61: Does the applicant have a Crisis management plan/policy and procedures including communication plans in place? We have the following plans/policies: Addendum No. 3 RFP No. 2021-P37 • Emergency Response Plan — has dedicated communication section • Pandemic Response Plan — has dedicated communication section • Fire Safety Plans for all buildings • Evacuation Response Plan • Critical Infrastructure list that is reviewed annually • Hazard Identification and Risk Assessment list that is reviewed annually For 2022 we will be taking the following plans to Council for approval (currently in development): • Continuity of Operations Plan • Emergency Management Communication Plan Question 62: Is the applicant providing temporary services or additional operations to a third party related to an infectious disease or pandemic such as COVID 19? Please provide full details, provide all contracts and confirm there is a hold harmless or waivers of liability clauses in these contracts. 1►[7 Question 63: Board Accident: Please advise occupation of council and any Land Division Members who aren't part of council. We are unable to provide this information. Information to be provided to successful Proponent. Question 64: Drones: Municipality advised they have a drone. Please advise we'll need the below information to insure. General information required for drone: Year Make Model Serial Number Weight (kg) Transport Canada Registration Number ILT.] Addendum No. 3 RFP No. 2021-P37 Rotary or Fixed Wing or Other Power Source (including battery source if applicable) Indicate type of safety features and redundancy system(s) (e.g. height controllers, maximum distance warning systems, auto detect and avoid systems) Altitude(Manufactures) Altitude (Expected use) Airspeed Flight Endurance Range(Manufactures) Range (Expected use) Maximum Gross Take - Describe the application and all usages of the U.A.V. (e.g. photography, mapping/surveying, filming, inspection, surveillance etc.) Indicate the approximate number of flight hours Per month Per year Is a log of each flight kept? Is Navigation by Line of Sight GPS Both? If 'GPS' or'Both' have been selected provide full details as to when 'Visual Line of Sight' only will be used versus that of the 'GPS' system Does the U.A.V. have the ability to fly autonomously, or is manual input required at all times Please provide full details Will you provide any services to others and/or rent the UAV to others? If the answer is 'Yes' to any of the above, provide full details Will any U.A.V. be used to carry a payload (other than cameras)? If the answer is 'Yes' to any of the above, provide full details Are there internal written policies and procedures in place regarding the use and operation of the U.A.V.? Yes No HAZARDOUS OR UNUSUAL OPERATIONS Indicate if U.A.V. ever operates: Outside of the Transport Canada Rules for either Basic or Advanced Operations? Under poor weather conditions? Over water ? At night ? Near Power lines ? Indoors ? IW.4 Addendum No. 3 RFP No. 2021-P37 For racing, at concerts, sporting events, festivals or similar events ? In controlled airspace ? If 'Yes' to any of the Hazardous or Unusual Operations provide full details OPERATOR INFORMATION Provide full information for each Individual that will be operating the U.A.V. Operator 1 Name Date of Birth Training and Qualifications Experience (in flight time) in past 12 months Accidents /Violations/Fines (whether insured or not) *Indicate Type of Pilot Certificate (Basic, Advanced or SFOC) *Attach supporting documentation from Transport Canada Indicate if licensing, training Proponents are advised not to include insurance coverage for the drone at this time. The County will add insurance coverage for the drone with the successful Proponent at a later date once the drone is placed into service and training is completed. Question 65: Please provide a Drivers List comprising of the Full Name, Driver's License # and identify who is the Principal Operator of each vehicle. The most recent Drivers List is available. Due to the personal information on the list, this document will not be posted with this RFP. Registered Proponents only may request a copy of this document by sending an email to mhoogstra(cDelgin.ca Question 66: Property: Please provide a breakdown of computer hardware by location. Total numbers below, unable to provide by location. • Desktop computers: 181 • Laptops:136 • Thin Clients: 15 • All -In -One Touchscreen Kiosk: 49 • Monitors:254 ►0111 Addendum No. 3 RFP No. 2021-P37 • TV Screens: 45 • i Pads: 149 • iPhones:99 • Projectors:18 • VoIP Phones: 93 • Conference Phones: 3 • Wireless controllers: 5 • Wireless access points: 80 • Network switches: 90 • Network Routers: 4 • Network Firewalls: 14 • Vertiv UPS: 2 Question 67: Please provide year, model, and serial number for Item 38, 41, 44. See details below, also added information for item 47. Description Year Make/Model Serial # 38 — Tractor — Bobier Villa Pre 1996 Kubota B2150 Unknown 41 —Tractor — Elgin Manor 2011 John Deere 1435, Series II F2100 1 TC 1 435DC BT1 10342 44 — Tractor — Admin Building Pre 2004 Kubota F2560 21090 47 — Tractor — Terrace Lodge 2013 John Deere 1565, Series II F2100 1 TC1565DCDT120502 Question 68: Is Item 46 the personal effects of drop -in centre participants or are these County contents? Item 46 relates to County contents. ►N Addendum No. 3 RFP No. 2021-P37 Question 69: We require additional information on your long-term care homes and would like to send you are easy to complete application via email. Alternatively, could you please provide the information on Pages 5 to 8 via addendum or provide currently completed application for the incumbent. Form completed, see Attachment #3-1 Note that there are an additional 43 staff in dietary aid/cook roles and 32 staff in housekeeping roles. There was no place to indicate these positions on the form. End of Addendum No. 3 Addendum Issued: October 29, 2021 Addendum Pages: Sixteen (16) + Two (2) Attachments Regards, Mike Hoogstra, CPPB I Purchasing Coordinator P: 519-631-1460, extension 129 1 E: oosra _elin.ca ► YA Rog l side b r NruiFddtl°e III 1ericb s View Details Return to the Bids Homepage (https:Helgincounty.bidsandtenders.ca/Module/Tenders/en) Bid Details Bid Services Classification: Bid Type: Request For Proposal Bid Number: 2021-P37 Bid Name: Insurance and Risk Management Services Bid Status: Closed Published Fri Oct 1, 2021 3:45:59 PM (EDT) Date: Bid Closing Tue Nov 9, 2021 3:00:59 PM (EST) Date: Question Mon Nov 1, 2021 12:00:00 PM (EDT) Deadline: Time -frame for delivery or the duration Refer to project document of the contract: Negotiation Refer to project document Type: Condition for Refer to project document Participation: Electronic Not Applicable Auctions: Language for Bid English unless specified in the bid document Submissions: Submission Online Submissions Only Type: Submission Online Submissions Only Address: Public No Opening: Description: The County is inviting proposals from qualified full -service brokerage firms which will support the County's Insurance needs and provide assistance in the development and enhancement of a Risk Management Program as outlined in the Request for Proposal document. Bid Document Bid document preview, bid opportunity, and award notices are available on the site free of charge. Access: Suppliers are not required to register for a bid opportunity prior to previewing unsecured bid documents. Please note, some documents may be secured and you will be required to register for the bid to download and view the documents. To obtain an unsecured version of the bid document and/or to participate in this opportunity, an annual or a per bid fee must be paid (annual fee - $180.25, per bid fee - $53.95). 203 Categories: Show Categories [+] Register for this Bid Download Bid Documents Documents File Name RFP Document Friday October 1, 2021 03:24 PM Appendix B - List of Buildings -Contents -Auto Friday October 1, 2021 03:24 PM Appendix C - Claims History Friday October 1, 2021 03:24 PM Appendix D1 - Municipal Crime Questionnaire Friday October 1, 2021 03:25 PM Appendix D2 - Municipal Casualty Questionnaire Friday October 1, 2021 03:25 PM Electronic Pricing Forms (COPY ONLY) Friday October 1, 2021 03:27 PM Addenda File Name Addendum No. 1 Thursday October 14, 2021 02:26 PM Attachment 1-1 - Road Maintenance Agreement Thursday October 14, 2021 02:27 PM Attachment 1-2 - COPE Forms Thursday October 14, 2021 02:28 PM Attachment 1-3 - PSB Crime Questionaire Thursday October 14, 2021 02:29 PM Attachment 1-4 - Ambulance Fleet Thursday October 14, 2021 02:29 PM Attachment 1-5 - Land Ambulance Agreement - Insurance Provisions Thursday October 14, 2021 02:33 PM Addendum No. 2 Wednesday October 27, 2021 08:55 AM Addendum No. 3 Friday October 29, 2021 09:11 AM Attachment 3-1 - Questionnaire for Clinic & Senior Care (Pgs 5-7) Friday October 29, 2021 09:12 AM Attachment 3-2 - Social Media Policy Friday October 29, 2021 09:12 AM Purchasing Representatives Employee Hoogstra, Mike Bids Submitted The following are the unofficial bid results Company Contact 204 Result David, Kyle Aon Reed Stenhouse Inc. 20 Bay st., Toronto Ontario, Canada M5J 2N9 Gauthier, Brianna Intact Public Entities 278 Pinebush Road, Cambridge Ontario, Canada N1T 1Z6 Pires, Anjelca MARSH CANADA LIMITED' 120 BREMNER BOULEVARD, SUITE 800, TORONTO ONTARIO, CANADA M 5J OA8 Plan Takers The following are the plan takers for the bid: Company Contact David, Kyle Aon Reed Stenhouse Inc. 20 Bay st., Toronto Ontario, Canada M5J 2N9 Valencia, Stephanie BDO Canada LLP 180 Kent Street, Ottawa Ontario, Canada K1P OB6 Gauthier, Brianna Intact Public Entities 278 Pinebush Road, Cambridge Ontario, Canada N1T 1Z6 Pires, Anjelca MARSH CANADA LIMITED' 120 BREMNER BOULEVARD, SUITE 800, TORONTO ONTARIO, CANADA M 5J OA8 Nanda, Anurag People Corporation 2225 Sheppard Ave East , Toronto Ontario, Canada M23 5C2 r01-1 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: December 9, 2021 Prug1ressive by Nature SUBJECT: Data Hosting Agreement Extension to December 31, 2022 with London Public Library RECOMMENDATION: THAT the report titled "Data Hosting Agreement Extension to December 31, 2022 with London Public Library" from the Director of Community and Cultural Services dated December 9, 2021 be received and filed, and; THAT the Warden and/or Chief Administrative Officer be authorized to execute a Hosting Services Agreement between the County of Elgin / Elgin County Library and the London Public Library Board to December 31, 2022 subject to review by the County Solicitor. INTRODUCTION: Elgin County Library utilizes the services of London Public Library (LPL) to host data and related applications for the operation of the library's integrated library system (i.e. catalogue) which is licensed through Innovative Interfaces Inc. (iii) under the Sierra platform. This report recommends that the data hosting agreement with LPL be renewed for a period of one year to expire December 31, 2022. DISCUSSION: Elgin County Library established an agreement with LPL in 2015 to host data and related applications and provide support hosting services associated with the library's integrated library system called Sierra provided through Innovative Interfaces. LPL also provides IT support specific to the software under this agreement. The current data hosting agreement with LPL expires December 31, 2021. Staff are recommending that a new agreement be established under similar terms to apply for one year to the end of 2022. This one-year extension will then allow for a more holistic review of the library's strategic direction with regards to the Sierra platform, or other options, given that the current agreement for Sierra also expires at the end of 2022. ►z1zy Staff recommended that the CAO and/or Warden be authorized to execute the agreement before the end of 2021 based on the attached draft which will be subject to final review by the County Solicitor. FINANCIAL IMPLICATIONS: Total cost associated with this renewal in 2022 is $10,000 plus applicable taxes which represents an increase of $1,170 from the amount paid in 2021. Discussions with LPL have revealed that this increased fee reflects actual costs now being incurred by LPL to provide the service. In this regard, LPL has been subsidizing this agreement in recent years in the spirit of partnership. $13,000 has been included in the draft Information Technology budget for 2022 to accommodate this cost which has received preliminary approval from Council's Budget Committee. It is anticipated that further costs associated with the renewal process for 2023 and beyond, including data migration, could be experienced in 2022 so staff recommend that this larger amount remain in the draft IT budget for 2022. Estimates have already been received for costs associated with data hosting for 2023 and beyond that will require $13,000 of annual support in future years of the IT budget. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ❑ Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ® Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. 2 Oki] FA INICIPAL PARTNER IMPACT: 3 St. Thomas Public Library (STPL) also has a similar data hosting agreement with LPL and is in the process of extending same. This will ensure that both STPL and Elgin remain in lock -step with each other when it comes to future software renewals. Both systems plan to co -negotiate a new contract with Innovative Interfaces Inc. in the coming year in order to leverage competitive pricing to continue the integrated software experience that both systems have come to enjoy. Such a partnership was one of the recommendations of the County's recent Service Delivery Review. Other partners, including LPL and Middlesex County Library, may also be involved in this renewal process. COMMUNICATION REQUIREMENTS: Not applicable. CONCLUSION: St. Thomas Public Library and Elgin County Library have benefitted from a cost- effective data hosting partnership with London Public Library since 2015. LPL has provided excellent service during the term of this agreement and staff are recommending that the agreement be extended to the end of 2022 during which time future options can be considered which may include a longer -term partnership between the three systems. These three libraries are solid partners as evidenced by reciprocal borrowing agreements which allow residents of each municipality to access services and collections held by all three systems. All three systems also use Innovative Interface's Sierra platform for the management and loan of library collections and plan to work together to leverage future competitive pricing as renewals are contemplated for 2023 and beyond. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Julie Gonyou Director of Community and Cultural Chief Administrative Officer Services ►z N HOSTING SERVICES AGREEMENT BETWEEN: LONDON PUBLIC LIBRARY BOARD a library board incorporated under the laws of the Province of Ontario (the "Host Library") of the First Part - and - CORPORATION OF COUNTY OF ELGIN a municipality incorporated under the laws of the Province of Ontario (the "Participating Library") of the Second Part WHEREAS the Parties intend to enter into separate licensing agreements with Innovative Interfaces Inc. ("Innovative") for the use of library catalogue and management systems known as Sierra; AND WHEREAS the Host Library has agreed to install the Sierra software on computer systems owned by and located at the Host Library (the "Computer Systems") and to provide the Participating Library with access through all necessary communication network lines and equipment (the "Network") to the Computer Systems and the software governed by this Agreement. For the purposes of this Agreement, the hosting of the library catalogue and management software on the Computer Systems and the making available of the Computer Systems and said software over the Network shall be referred to as the "Hosting Services"; AND WHEREAS this Agreement sets forth the general terms and conditions to govern the provision of the Hosting Services; NOW THEREFORE in consideration of the premises, covenants and agreements set forth herein, and other good and valuable consideration, the receipt and sufficiency of which each Party hereby acknowledges, the Parties hereto covenant and agree as follows: 1. HOSTING SERVICES 1.1. Recitals The recitals hereto are true in substance and in fact. 1.2. Licensing of Software On or before the 1st day of January, 2022, the Participating Library agrees to provide proof of a current licensing agreement for any software utilized as part of the hosted environment. If during the course of the term of this agreement, additional software is introduced, proof of licensing will be provided prior to installation. Proof of licensing will be provided in its standard form, for the non-exclusive use of the Sierra library catalogue and management software, and in particular certain modules and products 4114 thereof as specified on Schedule "A" hereto (the "Base Software"). It is the sole responsibility of the Participating Library to keep and maintain all such licensing agreement in good standing during the term of this Agreement. 1.3. Hosting Services and Base Software The Host Library agrees to host the Base Software together with any Authorized Additions (as defined in Article 1.4 below, together with the Base Software the "Software") on Computer Systems appropriate for such Software, acting reasonably. The Host Library will make access to the Computer Systems and the Software available to the Participating Library over the Network. Access to the Hosting Services is provided on a non-exclusive, non -transferable basis only. The Parties acknowledge and agree that the responsibility of the Host Library shall be only to ensure that the Hosting Services are made available to the Participating Library by maintaining the Software on the Computer Systems and by connecting the Computer Systems to the Network, and that the Host Library shall not be liable for the inability of the Participating Library to connect to any or all of the Hosting Services due to any matters relating to the communication network lines or equipment of the Participating Library. 1.4. Additional Modules and/or Products On sixty (60) days' prior written notice to the Host Library, the Participating Library (a "Requesting Library") may license Sierra modules and/or products in addition to the Base Software (the "Authorized Additions"). Within thirty (30) days after receipt such notice, the Host Library shall deliver to the Requesting Library an estimate of costs related to the installation of any Authorized Additions. In the event that any Requesting Library decides to require the installation of any Authorized Additions, the Requesting Library shall be solely responsible for the full costs incurred for the installation of same, to be paid by the Requesting Library to the Host Library within ten (10) days of the Host Library rendering an invoice for the cost incurred. Any ongoing costs associated with any Authorized Additions shall be the sole responsibility of the Requesting Library licensing the Authorized Additions provided that, in the event that the Host Library enters into a similar form of Hosting Agreement with any other library, any such ongoing costs shall be divided between the Requesting Library and any other library licensing the Authorized Additions in such proportions as the Host Library deems appropriate, acting reasonably. In the event that any of the Authorized Additions interferes with any part of the Hosting Services, the Requesting Library shall promptly eliminate the interference failing which the interference shall be removed by the Host Library and the sole cost and expense of the Requesting Library, which removal may include removal of the Authorized Additions from the Software and the Computer Systems. The Participating Library acknowledge and agree that the Host Library may, at any time, licence Authorized Additions for use by the Host Library, provided that no costs associated therewith shall be charged to the Participating Library unless and until access to those Authorized Additions are requested by the Participating Library and the Participating Library licences those Authorized Additions from Innovative. Modules deemed to have a "site license", licenced and implemented by the Host Library, may at there sole discretion, offer the additional services to the Participating Library, and does not entitle, imply, transfer, or augment the services provided in this hosting agreement. These "site license" services may be withdrawn, upon 30 day's notice to the Participating Library, at the sole discretion of the Host Library. 1.5. Participating Library Responsibilities 1.5.1. The Participating Library shall, at all times during the term of this Agreement: ►4111 1.5.2. enter into and continue in good standing a licensing agreement with Innovative for the Base Software and any Authorized Additions (if applicable); 1.5.3. keep and maintain, and the sole cost of the Participating Library, communication network lines and equipment necessary for it to access the Hosting Services; 1.5.4. pay to the Host Library all sums payable to it promptly and without setoff or deduction; 1.5.5. notify its patrons and customers that personal information shall be located on the Computer Systems of the Host Library, and secure all appropriate consents related to same; 1.5.6. notify the Host Library of any error or deficiency related to the Hosting Services as soon as practicable after becoming aware of same' and 1.5.7. participate fully with the Host Library for all purposes contemplated by this Agreement. 1.6. Ownership of Systems The Computer Systems shall be owned and the Computer Systems and the Network shall be operated by the Host Library, and all costs associated therewith shall be the sole responsibility of the Host Library; provided that any costs incurred by the Host Library as a result of the licensing of any Authorized Additions pursuant to Article 1.4 above shall be the responsibility of the Requesting Library as provided therein. 1.7. Maintenance of Systems The Parties acknowledge and agree that the Host Library shall be responsible to maintain and repair the Hosting Services. The Host Library will complete regular back-ups, upgrades and patches as required. The Host Library may, from time to time, offer troubleshooting or other services to the Participating Library but shall not be required to do so, and the Host Library reserves the right to perform any such services only at the expense of the Participating Library. 1.8. Availability of Hosting Services Subject to any other term of this Agreement, the Hosting Services shall be made available to the Participating Library twenty-four (24) hours per day, seven (7) days per week, statutory holidays included. The Host Library shall have the right to terminate access to the Hosting Services for scheduled maintenance, modifications or reconfiguration, as applicable, at all reasonable times and upon reasonable notice to the Participating Library. In the event that the Hosting Services are at any time unable to be accessed as a result of the fault of the Host Library or of anything within the Host Library's control, the Host Library agrees to use all reasonable efforts to restore access to the Hosting Services as soon as is practicable in the circumstances. 1.9. Ownership of Information All information or data stored by the Participating Library on any part of the Hosting Services shall remain the property of the Participating Library. The Participating Library grants to the Host Library full access to any such information or data for all necessary and reasonable purposes as may be contemplated in this Agreement. The Host Library shall also provide authorized employees of Innovative access to the Hosting Services as may be required by it pursuant to the licensing agreements between it ►AN and each Party hereto. Access by employees and agents of each Party to the information or data of that Party shall be subject to the rules and regulations of that Party. 1.10. Privacy and Personal Information For the purposes of this Agreement, "personal information" shall have the meanings attributed to such term within the provisions of Part 1 of the Personal Information Protection and Electronic Documents Act (Canada) ("PIPEDA") and in Section 2 of the Municipal Freedom of Information and Protection of Privacy Act (Ontario) ("MFIPPA"). The Parties shall each comply with the provisions of PIPEDA and MFIPPA and with its own respective privacy policies and procedures with respect to all personal information that is collected, used or disclosed by any Party as a result of this Agreement. Subject to the provisions of this Agreement, each Party shall cease all use of all personal information received from any other Party pursuant to this Agreement upon any termination or expiry of this Agreement and promptly return same to the other Party by a secure means without delay. Each Party shall defend, indemnify and hold the other Parties harmless from and against any and all claims suffered or incurred by any other Party at any time or times as a result of any alleged and/or actual breach by any Party of the provisions of PIPEDA, MFIPPA and/or any of the provisions contained in this paragraph. In the event that access to any information or data, including but not limited to personal information, is requested by a legal authority, such request shall be directed to the Participating Library as owner of the information or data. 1.11. Warranties Except as otherwise provided herein, the Host Library provides no warranties or representations with regards to any matter governed by this Agreement. 1.12. Term This Agreement shall commence January 1, 2022, and shall terminate on December 31, 2022, unless terminated earlier as provided in this Agreement; provided that, unless the Participating Library gives notice in writing to the Host Library on or before September 1, 2022, of its intent to terminate this Agreement, the term shall be automatically extended by 1 year at a prorated yearly rate of 110% and continue to bind the Host Library and the Participating Library. 2. REPORTING The Host Library shall provide the Participating Library with an annual report on the matters governed by this Agreement. 3. FEES 3.1. Fees PAPA For the services described herein, the Participating Library agrees to pay the Host Library a base fee of Ten Thousand Dollars ($10,000.00) per year, payable on the first business day of January in each calendar year, such fee being in addition to any additional costs levied against the Participating Library pursuant to this Agreement and being in addition to any licensing fees paid by a Participating Library to Innovative. The Parties agree that the base fee provided herein may be increased annually by the Host Library, acting reasonably, after consultation with the Participating Library. Any dispute with regards to an increase in base fee shall be subject to the provisions of Article 6 below. 3.2. Interest All invoices submitted by the Host Library to the Participating Library shall be paid within thirty (30) days of the invoice date. In the event invoices are not paid within thirty (30) days of the invoice date, interest shall be charged on the amount of the unpaid balance at the prime rate of Toronto - Dominion Bank plus one percent (1%) per annum. The right of the Host Library to charge interest for late payment shall not be construed as a waiver of the Host Library's right to receive payment of invoices within thirty (30) days of the invoice date. 3.3. Taxes In addition to all fees payable hereunder, the Participating Library shall pay to the Host Library all taxes, duties and other such assessments or charges now in force or enacted in the future that are applicable to this Agreement or are measured directly by payments made under it and are required to be collected by the Host Library or paid by the Host Library to tax authorities. This provision includes, without limitation, sales, use, service and excise taxes, whether collected by withholding or otherwise, and any penalty and interest payments related thereto, but does not include taxes based on the Host Library's net income or taxes for which the Participating Library is exempt by law and for which the Participating Library has furnished to the Host Library a bona fide tax exemption certificate prior to such tax becoming due. 4. INDEMNIFICATION The Participating Library undertakes to indemnify and hold harmless the Host Library for any claim, loss, damage or responsibility which the latter may incur or suffer, including, without limiting the generality of the foregoing, as a result, directly or indirectly, of incorrect information supplied by the Participating Library, the failure of the Participating Library to notify the Host Library of any irregularities, omissions or errors in the Hosting Services, or the inability of the Participating Library to connect to the Hosting Services except for when such inability to connect is caused by the Host Library. ►491 5. TERMINATION 5.1. Termination This Agreement may not be terminated except in accordance with this Agreement. Unless otherwise agreed to by the Parties in writing, this Agreement shall automatically terminate upon the last day of the term of this Agreement, as may be extended from time to time. 5.2. Termination by Host Library The Host Library may terminate this Agreement at any time upon 90 days' notice in writing to the Participating Library, at the Host Library's sole discretion. The Host Library will provide the Participating Library technical support, limited in scope to the abilities of the Host Libraries staff for the transfer of the Participating Library hosted environment 5.3. Costs Upon Termination Upon termination of this Agreement by the Participating Library for any reason, including but not limited to the completion of the term provided herein, all costs related to the discontinuance of the Hosting Services to the Participating Library shall be borne by the Participating Library. Upon termination of this Agreement by the Host Library for any reason, including but not limited to the completion of the term provided herein, a refund for any remaining term of the contract calculated to the nearest month plus one additional month fees to the Participating Library. All other costs related to the discontinuance of the Hosting Services to the Participating Library shall be borne by the Participating Library. 5.4. Default by Host Library Notwithstanding Article 5.3, the Participating Library shall have the option, but not the obligation, to terminate its participation under this Agreement in its entirety without payment of any termination costs for cause: 5.4.1. for a material breach of this Agreement by the Host Library that is not cured by the Host Library within thirty (30) days of the date on which the Participating Library provides written notice of such breach, or 5.4.2. for a material breach of this Agreement by the Host Library that is not reasonably subject to cure within thirty (30) days after its occurrence. 5.5. Default by Participating Library In addition, and without prejudice to the rights of Host Library provided by Article 5.2 of this Agreement, the Host Library shall have the option, but not the obligation, to terminate this Agreement for cause: ►AE11 5.5.1. for a material breach of this Agreement by the Participating Library that is not cured by the Participating Library within thirty (30) days of the date on which the Host Library provides written notice of such breach; 5.5.2. for a material breach of this Agreement by the Participating Library that is not reasonably subject to cure within thirty (30) days after its occurrence; 5.5.3. if the Participating Library fails to pay when due undisputed amounts (including, but without limitation, amounts determined pursuant to Article 6 (Dispute Resolution)) to be owing to the Host Library under this Agreement and the Participating Library fails to cure such failure within fifteen (15) days after receipt from the Host Library of written notice specifically stating that the Host Library is exercising its rights under this Section 5.5, or 5.5.4. if the Participating Library fails to maintain and keep current a licence from Innovative as required herein. 5.6. Survival Termination of this Agreement for any reason under this Article shall not affect: 5.6.1. any liabilities or obligations of any Party arising before such termination or of the events causing such termination, or 5.6.2. any damages or the revenues to which a Party may be entitled under this Agreement, at law or in equity, arising during any breaches of such obligations. 6. DISPUTE RESOLUTION Any dispute or controversy between the Parties with respect to the interpretation or application of any provision of this Agreement or the performance by the Parties of their respective obligations hereunder or thereunder shall be resolved as provided in this Article. 6.1. Mediation The Parties may, by mutual agreement, attempt to resolve their dispute informally in the following manner: 6.1.1. The Parties shall meet as often as the Parties reasonably deem necessary to gather and analyze any information relevant to the resolution of the dispute. The Parties shall negotiate in good faith in an effort to resolve the dispute. 6.1.2. If either Party determines in good faith that resolution through continued informal discussions between the Parties does not appear likely, the matter shall be referred to arbitration in accordance with Section 6.2. 6.1.3. Notwithstanding this Section, either Party may commence formal dispute resolution proceedings pursuant to Section 6.2 without first observing the procedures set forth in this Section. 6.2. Arbitration ►4161 The following provisions shall apply in the event of an Arbitration: 6.2.1. If any disagreement or dispute arises between the Parties with respect to the interpretation of this Agreement and upon which the Parties cannot agree, then such disagreement shall be referred within thirty (30) days to arbitration pursuant to the provisions of the Arbitration Act, 1991 (Ontario) and in accordance with the provisions of this Section 6.2, in which case the following provisions shall govern any arbitration: 6.2.1.1. the reference to arbitration shall be to one (1) arbitrator mutually acceptable to the Parties, but if the Parties cannot reach agreement within five (5) days as to the choice of arbitrator, then the reference to arbitration shall be to three (3) arbitrators, one (1) of whom shall be chosen by each of Host Library and the Participating Library, which arbitrators shall, together, appoint a third mutually acceptable arbitrator; 6.2.1.2. in the case of three (3) arbitrators, a decision and any award shall be made by a majority of the arbitrators; 6.2.1.3. the fees and expenses of the arbitral tribunal shall be shared equally between the Parties, and the arbitral tribunal may award costs and expenses of the Parties in accordance with the provisions of the Arbitration Act, 1991 (Ontario), and 6.2.1.4. there shall be no appeal from any award of the arbitral tribunal. 6.2.2. Notwithstanding the foregoing, either Party may request a court of competent jurisdiction to grant provisional injunctive relief to such Party until an arbitrator can render an award on the matter in question and such award can be confirmed by a court having jurisdiction thereof. 6.3. Obligations Continue Both Parties shall continue performing their respective obligations and responsibilities under this Agreement while any dispute is being resolved in accordance with this Section, unless and until such obligations are terminated or expire in accordance with the provisions of this Agreement. 6.4. Force Majeure Notwithstanding anything to the contrary contained in this Agreement, if any Party thereto is bona fide, delayed or hindered in or prevented from the performance of any work, term, covenant or act required hereunder by reason of strikes, labour disputes, lock outs, power failures, riots, insurrections, sabotage, rebellions, war, acts of God, or any other cause beyond the reasonable control of the Party delayed in the performance of any work, term, covenants, or act required hereunder, then performance of the same is excused for the period of the delay and the Party so delayed shall be entitled to perform such work, term, covenant or act within a reasonable time period after the expiration of the period of such delay. 7. GENERAL 7.1. Association ►41-11 The Parties are not agents, legal representatives, associates, partners, joint venturers or employees of any other Party. The Participating Library hereby agrees that the Host Library is an independent contracting Party. 7.2. Additional Participating Libraries The Host Library may, from time to time in an exercise of the Host Library's discretion, enter into agreements with other libraries for the provision of Hosting Services to those other libraries, on such terms as the Host Library deems appropriate, provided that at no time shall the liabilities or responsibilities of the Participating Library be increased except in accordance with this Agreement. The Participating Library acknowledges and agrees that any licence provided to it by the Host Library, if any, shall be deemed to be, and this Agreement is, non-exclusive. 7.3. Confidentiality The Participating Library covenants and agrees that all information contained in this Agreement, including but not limited to the terms thereof, shall be considered to have been received on an absolutely confidential basis and accordingly, shall not be disclosed to any other persons whatsoever except as permitted under this Agreement or except as required by law. The Parties agrees that no public announcements show with respect to the within shall be made or issued without the prior approval of the content of such announcement by the Host Library. 7.4. Headings The division of this Agreement into articles, sections and subsections is for convenience of reference only and shall not affect the interpretation or construction of this Agreement. 7.5. Expenses In this Agreement, unless otherwise specifically provided, all costs and expenses (including the fees and disbursements of legal counsel) incurred in connection with this Agreement, and the completion of the transactions contemplated by this Agreement shall be paid by the Party incurring such expenses. 7.6. Notices Any notice or other document required or contemplated by any provision of this Agreement shall be in writing and shall be sufficiently given if (i) delivered by hand; or (ii) delivered by facsimile, electronic mail or mailed, registered and postage prepaid, addressed as follows: If to the Host Library: London Public Library Board Central Library c/o Michael Ciccone Chief Executive Officer 251 Dundas Street London ON N6A 6H9 Email: michael.ciccone@lpl.london.on.ca If to the Participating Library: By mail, courier, facsimile or electronic mail addressed to ►AN the Chief Executive of the Participating Library and sent to the mailing address, facsimile number or e- mail address as made generally available by the Participating Library, or as otherwise advised by the Participating Library in writing. Such notices shall be conclusively deemed to have been given and received on the date upon which they were delivered and if mailed as aforesaid, shall be conclusively deemed to have been given on the third business day following the date on which the document was mailed in Ontario. In the event of a postal strike or postal disruption, or in the event of a likelihood of such a strike or disruption, any notice or other document required to be delivered hereunder shall be made by the Party giving the notice delivering the same. 7.7. Severability In the event that any term or provision of this Agreement should be unenforceable or declared invalid for any reason whatsoever, such unenforceability or invalidity shall not affect the enforceability or validity of the remainder of this Agreement and such unenforceable or invalid term or provision shall be severable from the remainder of this Agreement. 7.8. Survival Any provision of this Agreement which contemplates performance or observance subsequent to any termination or expiration of this Agreement shall survive expiration or termination of the Services to be provided pursuant to this Agreement. 7.9. Currency All amounts stated herein are stated in Canadian currency. Any offer made pursuant to this Agreement shall be payable in Canadian currency. All references to payment in this Agreement shall include a reference to payments by cash, cheque, wire or electronic funds transfer and other methods of payment commonly in use from time to time in Canada. 7.10. Time is of the Essence Time shall be of the essence of this Agreement and every part hereof and no extension or variation of this Agreement shall operate as a waiver of this provision. 7.11. Assignment All of the terms and provisions of this Agreement shall be binding upon the Parties and their respective successors and assigns, but shall ensure to the benefit of and be enforceable by successors and assigns of any Party only to the extent that they are permitted successors and assigns pursuant to the terms hereof. No Party shall have right, power or authority to assign this Agreement, or any portion thereof, or any monies due or to become due hereunder, or to delegate any dues or obligations arising hereunder, other voluntarily, involuntarily, or by operation of law, without the prior written approval of all Parties hereto. 7.12. Amendments This Agreement may not be modified or amended except with the written consent of all Parties hereto. ►4P-1 7.13. Governing Law All questions concerning the validity, interpretation and performance of this Agreement shall be governed by and decided in accordance with the laws of the Province of Ontario, as such laws are applied to contracts between Ontario residents that are entered into and performed entirely within Ontario and the laws of the Country of Canada applicable to the said Province of Ontario. 7.14. Jurisdiction and Venue The Parties hereby submit and consent to the exclusive jurisdiction of any court located within the City of London, Province of Ontario and irrevocably agree that all actions or proceedings relating to this Agreement, other than any action or proceeding required by this Agreement to be submitted to arbitration, shall be litigated in such courts, and each of the Parties waives any objection which it may have based on improper venue or forum non conveniens to the conduct of any such action or proceeding in such court. Nothing in this Section shall affect the obligation of the Parties with respect to the arbitration of disputes pursuant to Section 6.2. 7.15. Further Assurances The Parties hereto agree that they will from time to time at the reasonable request of either of them execute and deliver such assignments, instruments and conveyances and take such further action as may be required to accomplish the purposes of this Agreement. 7.16. Entire Agreement This Agreement constitutes the entire agreement between the Parties hereto with respect to all of the matters herein and its execution has not been induced by, nor do any of the Parties hereto rely upon or regard as material, any representations or writings whatsoever not incorporated herein and made a part hereof. 7.17. Counterparts This Agreement may be signed in counterparts, each of which so executed shall be deemed to be an original and such counterparts together shall constitute one and the same agreement. The delivery of an executed counterpart copy of this Agreement by facsimile or telecopy or by electronic transmission in portable document format (PDF) shall be deemed to be the equivalent of the delivery of an original executed copy thereof. ►AR:I IN WITNESS WHEREOF the Parties hereto have executed this Agreement. rNQ SCHEDULE "A" Until and unless otherwise advised in writing by the Host Library, the following shall form the Base Software: • BasicAPls • Cataloguing • Circulation • Decision Center • Discovery (Encore) • Ecommerce • Electronic Resource Management • Encore Mobile • Patron Self Registration • Program Registration • Sierra base software system • Syndetics I Content Cafe • Synergy Connectors rQ REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: December 9, 2021 Prug1ressive by Nature SUBJECT: Lease Extension to December 31, 2022 for Aylmer Library RECOMMENDATION: THAT the report titled "Lease Extension to December 31, 2022 for Aylmer Library" from the Director of Community and Cultural Services dated December 9, 2021 be received and filed, and; THAT the County Solicitor through the Chief Administrative Officer be authorized to provide notice of intent to extend the current lease for the Aylmer Library to December 31, 2022 for consideration by Aylmer Town Council. INTRODUCTION: The lease for the Aylmer Library expires on June 7, 2022. This report recommends that the Town of Aylmer be notified of the intention to extend the current lease so that it expires on December 31, 2022 in tandem with all other leases with local municipal partners for library branch facilities. DISCUSSION: The lease for the premises comprising the Aylmer Library as attached to this report was established between the Town of Aylmer and the County of Elgin in 1982 for a forty - year term. This term expires on June 7, 2022. This lease is unique to the Aylmer Library and contains provisions which are not encompassed within the County's standard municipal lease agreements that are in place with all other local municipal partners for library facilities, all of which are due for renewal on December 31, 2022. In particular, the Aylmer lease encompasses both capital and operating cost considerations, whereas the County's standard lease establishes a more traditional landlord / tenant relationship where capital costs are the responsibility of the local municipality in exchange for lease payments from the County based on a square footage basis. ►WA 2 mended that the County Solicitor provide notice to the Town of Aylmer of the extend the current lease to December 31 2022 so that it expires in tandem with all other leases for library branch facilities. Subsequent revisions to these leases beyond 2022, including Aylmer, will then be the subject of a future Council report well before their collective expiration at the end of 2022. This will allow for a consistent approach to lease renewals and payment considerations for all library branch facilities with local municipal partners, including Aylmer. FINANCIAL IMPLICATIONS: Costs for the lease extension with the Town of Aylmer have been included in the library's 2022 draft budget submission. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Aylmer Town Council will also have to approve this lease extension. COMMUNICATION REQUIREMENTS: The County Solicitor through the Chief Administrative Officer will provide notice of the intention to extend the lease to Aylmer Town Council as soon as feasible should County Council so endorse. 223 CONCLUSION: Staff will provide Council with an update on any action taken by Aylmer Town Council on this matter. Extending the current lease for the Aylmer Library by approximately seven months will allow for its renewal as part of a more comprehensive lease renewal plan for all library branch facilities in 2022 with local municipal partners. This comprehensive analysis will build on the very successful partnership that has been established to date with local municipal partners who generally own the library's facilities. It will consider issues such as appropriate lease rates, landlord / tenant responsibilities and renewal terms going forward with the goal of having similar terms in place for all ten library branch facilities. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Julie Gonyou Chief Administrative Officer 3 224 BY-LAW NO. 75-82 OF THE CORPORATION OF THE TOWN OF AYLMER Being a By -Law to authorize the signing of a Lease Agreement between the Corpor- ation and the Elgin County Library Board to lease part of the building, located at 38 John Street South, in the Town of Aylmer_ ---------------------_.-- THE COUNCIL OF THE CORPORATION OF THE 'DOWN OF AYLMER HEREBY ENACTS AS FOLLOWS. 1. That the Mayor and Deputy -Clerk be authorized to sign an Agreement between the Corporation and The Elgin County Library Board, to allow the Elgin County Library Board to lease part of the building at 38 John Street South, in the Town of Aylmer, for a term of forty (40) years, to be computed from the 7th day of June, 1982, 2. The said Agreement shall be attached hereto as Exhibit "A" to this By -Law and form a part,of this By -Law. i READ A First and Second time this 12th day of October, 1982. MAYOR DEPUTY -CLERK READ A Third time and finally passed this 12th day of October, 1982. /L, ZC wi%WIZ'i x 0 DEPUTY -CLERIC 225 L:�LlLliil, "A" Lu bV-',aW Nu. 75-62 '1111S LEASE; made in duplicate this 24th day of September , 198Z_ B E T W F E N: A N D : THE CORPORATION OF THE TOWN OF AYLMER hereinafter called the TOWN OF THE FIRST PART T11E ELGIN COUNTY LIBRARY BOARD hereinafter called the COUNTY BOARD OF THE SECOND PART WHEREAS the Town owns certain lands and premises in the Town of Aylmer, more particularly described in Schedule "A" herein, upon which it maintains a building, hereinafter called the "building"; AND WHEREAS the Town deems it in the general interest of the Town to lease part of the building located on the said lands to the County Board, subject to the terms and conditions hereinafter set forth. NOW THEREFORE THIS LEASE WITNESSETH that in consideration of the covenants and mutual covenants hereinafter reserved and contained herein, the Town doth demise and lease unto the County Board, its successors and assigns, all those certain premises, herein called the "leased premises" being by admeasurement 3,081 square feet of floor area, which said "leased premises" are described in Schedule "B" attached hereto; subject to the right of the Town, its servants and invitees, to use that portion of the leased premises known as the "lobby" together with the right, in favour of the County Board, its servants and invitees, of egress and ingress from and to the leased premises over the lands described in Schedule "A". 1. TO HAVE AND TO HOLD the "leased premises" for the term of forty (40) years to be computed from the 7th day of June, 1982. rM z. YIELDING AND PAYING therefor yearly during the said term to the Town: A. One Hundred Per Cent (loQ.) of all the Town's cost of operating, maintaining and repairing the leased premises during such year, and in particular and without limiting the generality of the foregoing, (i) the cost of all fuel, oil, gas, electricity and water supplied to the leased premises for heating, lighting and all other purposes; (ii) the cost of salaries, wages and other payments made by the Town to its janitors and caret-akers or to any other person or corporation with whom the '['own contracts for the operation, maintenance and repair of the leased premises'; (iii) the cost of all cleaning and maintenance supplies and all materials, labour and things required to operate, maintain and repair the leased premises; (iv) the cost of all repair to any part of the building located on the lands describedTin Schedule "A" which repair is necessitated by the negligent actions of the County Board, its servants and employees; and (v) the capital cost to replace the "air conditioning" equipment servicing the leased premises or any part thereof,- if in the opinion of the Town Engineer, replacement is necessary. B. In addition the County Board shall pay to the Town 41.410 of the Town's cost of: (i) premiums of insurance on the buildings and the leased premises as provided for in this agreement; maintaining and repairing, subject to the provisions of paz'igs`aplt 8(g) , the exterior of the building, including the roof. 3. The County Board shall not be liable to pay or contribute to the Town any cost relative to: ► MA - 3 - (i) any furniture, interior fittings purchased by the Town for the building; (ii) salaries, wages and other payments made by the Town to its employees, agents or staff, other than those persons or corporations in paragraph A(ii) above; (ii.i) repairing any damage to the building caused by the negligence of the Town or its agents, servants or invitees; (iv) the replacement of the ground floor furnace; and (v) replacement of the exterior window glass, unless the damage is caused by the negligence of the Board or its agents and servants. 4. The first payment on account of the Town's'cost shall be made on the 13th day of October, 1982 and on such date the cost of $ 7,000.00, being the estimated cost from the commencement date of the term to December 31, 1982, shall be paid. Thereafter the costs shall be paid quarterly on the first days of February, May, August and November in each year, the first of such quarterly payments to be made on February 1, 1983. Each of such quarterly payments shall be for three (3) consecutive months, the payment due on February 1, 1983 being for the months of January, February and March and so on. S. The costs payable in 1983 and each year thereafter shall be based on the Town's estimate of the costs for such year and the estimate for each year shall be mailed to the County Board on or before the 1st day of October in the preceding year. 6. On or before March 31st in each year, commencing in 1983, the Town shall. mail to the County Board a statement certified by the Town's auditor as to the actual costs payable by the County Board for the preceding year and in the event that the costs paid in the preceding year based on the Town's estimate is less than the actual costs payable by the County Board as calculated by the Town's auditor, the difference shall be paid by the County Board to the Town 228 - 4 - within thirty (30) days of the mailing of such statement, and if the costs paid were greater than the actual costs payable by the County Board, the difference shall be paid by the Town to the County Board within thirty (30) days of the mailing of such statement, 7- The County Board covenants and agrees with the Town as follows: (a) to pay the costs referred to above; (b) to use the leased premises in a tenant -like manner and to leave the leased premises in a clean and tidy condition; (c) to use the leased premises and the grounds surrounding the building and to cause its agents, servants and invitees to use the same in accordance with the rules and regulations from time to time established by the Town for the use of such areas by all persons; (d) not to permit anything to be done on the leased premises which may be deemed to be a nuisance or by which the insurance on the building will be increased; (e) not to use the leased premises except as part of a public library; (f) to pay for any loss or damage to the Town's contents within the building or for any loss or damage to the building, including the leased premises, when any such loss or damage is caused by its negligence or that of its agents, servants or invitees and any cost payable pursuant to this provision shall not be included in calculating the costs as hereinbefore provided; (g) not to allow any refuse, garbage or other loose or objectionable material to accumulate in or about the leased premises and on the grounds surrounding the leased premises,` (h) not to injure or remove or permit its agents, servants and invitees to injure or remove any shade trees, shrubbery, hedges or any other trees or plants which r -4 - S - may be in or on the lands surrounding the building; (i) to give the Town immediate written notice of any accident or defect in the water pipes, gas pipes or heating apparatus, electrical lights or other wires within the leased premises; (}) that if the County Board shall be in default in respect to any of its covenants and such default shall continue for thirty (30) days after notice of such default to the County Board, the Town may, at its option, repossess the leased premises and the said lease shall thereupon terminate; and (k) not to assign or sublet except with the consent of the Town which shall not be unreasonably withheld if the sub -tenant or assignee is a public library authority established under any general or special Act. S. The Town covenants and agrees with the County Board as follows; (a) To provide sufficient heating of the leased premises to maintain a reasonable temperature therein at all times during normal business hours except during the making of repairs to the heating equipment; (b) To give free use to the County Board and all persons designated by the County Board, which use may be in common with the Town and all persons designated by it, of all stairways, hallways, entrances and common areas used by the public within the building for all library purposes and for providing ingress to and egress from the leased premises; (c) To supply hot and cold water to the washrooms and sinks in the leased premises; (d) To provide adequate toilet facilities in common with the Town for male and female employees to comply with the requirements of The Industrial Standards Act, 1980 and any other Provincial requirements or regulations or municipal by-laws, and to permit the County Board, its PAY] - b - servants and agents to use the said toilet facilities and to keep them in good working order; (e) To supply the leased premises with electric power; (f) To promptly remove snow and ice from the sidewalks and driveway adjacent to and leading to the building and to reasonably maintain the grounds around the building; (g) To promptly repair and keep the building, including the leased premises and every part thereof in a good repair, order and condition and whenever any structural repair is required to any part of the building, to consult with the County Board as to the nature and need for such repair before making the same; (h.) To supply janitor service in the leased premises and to cause, whenever reasonably necessary, the floors and windows (inside and outside) of the leased premises to be swept and cleaned and the desks, tables and other furniture of the County Board to be dusted, waste baskets emptied and to keep the washrooms in proper repair and condition and to furnish washroom supplies; (i) To provide air-conditioning within the leased premises except during the making of repairs to the equipment, so as to maintain a temperature and working conditions suitable for comfortable occupancy by the County Board, its employees and invitees; (j) To obtain and maintain, at all times, insurance as follows: (i) Insurance against loss or damage to the building by fire, lightning or tempest with the usual additional perils as covered by extended coverage and to the full insurable value of the building on a replacement cost basis with loss payable to the Town and the County Board as their interests may appear; (ii) General public liability insurance in an amount satisfactory to the Town and the County Board against claims for personal injury, death or damage ►AI to property occurring upon or in or about the building including the leased premises with the Town and the County Board as the insureds; (iii) Pressure vessels and other apparatus which may be in, about or upon the building in such amount or amounts as the Town and the County Board may agree upon a replacement cost basis with loss payable'to them as their interests may appear. (k) To pay for any loss or damage to the County Board's contents within the library or for any loss or damage to the library including the leased premises when any such loss or damage is caused by its negligence or that of its agents, servants or invitees and any cost payable pursuant to this provision shall not be included in calculating the costs as hereinbefore provided. 9. The County Board, in consideration of the covenants contain( herein on the part of the Town, covenants and agrees with the Town to pay to the 'Town upon the execution hereof by the Parties, the sum of FORTY-OhE THOUSAND DOLLARS ($41,000.00). 10. If the leased premises are totally destroyed by fire or other cause for which the Town is insured, the Town may at its option, replace the building according to plans approved by the Town and the County Board. If the Town elects to replace such building, the proceeds payable under the insurance policy or policies shall be used for such purpose. if the building is not replaced, 41.910 of such proceeds shall be paid to the County Board and thereupon this lease shall terminate. 11. If the leased premises are partially destroyed by fire or other cause for which the Town is insured, the Town at its option may repair the damaged portion of such building according to plans approved by the 'Town and the County Board. If the "Town elects to repair the damaged portion of the building, the proceeds paid under the insurance policy or policies shall be used for such purposes. If such building is not repaired, 41.910 of such proceeds shall be ►ARA - s - paid to the County Board, and if 50; of the leased premises have been partially destroyed, this lease shall terminate. 12.. where any option is given to the Town to repair or replace the existing building or to pay to the County Board 41.91% of the proceeds received by it under any insurance policy or policies, the Town shall elect to repair or replace the existing building or elect to pay such sum within ninety (90) days of the fire or cause of the damage and if it elects to pay such sum, it shall be paid within fifteen (15) days of the election if such sum has already been received or within fifteen (15) days of receipt, whichever is the later. 13, In any case where the Town elects to replace or repair the building and the proceeds from the Town's policy or policies of insurance are not sufficient to meet the cost of the repairs or replacements, the Town shall'pay 100a of the difference. 14. Except as provided in the preceding paragraph, each of the parties hereto agree that if it defaults in making any payment required to be made herein by it, interest at the rate charged by the Town on tax arrears at the time of default, shall, if demanded, be paid by it to the payee. 15. The Town covenants with the County Board for quiet enjoyment. 16. PROVIDED THAT the County Board may remove its fixtures brought by it to the leased premises provided that it makes good any damage in so doing. 17. PROVIDED THAT the County Board shall have the privilege of affixing such signs as do not permanently disfigure the library and as may be approved by the 'Town in writing and such approval shall net be unreasonably withheld. 18. If the County Board should hold over after the original term, such holding aver shall be construed to be a tenancy from year to year only, and shall have no greater effect, any custom, 233 - 9 - statute, law or ordinance to the contrary notwithstanding. Such year to year tenancy shall be governed by the terms and conditions of this lease, notwithstanding any statutory provisions or rules of law with respect to the incidents of the year to year tenancy, and shall be subject to termination upon six (b) months` notice in writing. 19. Heritage Easement A. Provided that nothing in this agreement shall relieve the Town or the County Board from the obligation of obtaining the prior approval of the Ontario Heritage Foundation for changes to the building or property as may be required under the terms of a heritage easement agreement between the Ontario Heritage Foundation and the Town. B. Notwithstanding any term of this agreement, the Board agrees not to violate or breach in any way any of the terms of the easement agreement presently in effect between the Town and the Ontario Heritage Foundation, and not to request or require the Town to do anything or perform any act which would violate or breach in any way any of the terms of the said easement agreement. 20. Any notice required by this lease to be sent or any notice requesting a renewal or extension of this lease or any notice as to any breach of covenant or any notice as to changing the address to which notices, statements or estimates are to be sent, shall be sent by prepaid registered mail and when the notice is to the Town, it shall be addressed as follows: Corporation of the Town of Aylmer Aylmer, Ontario and where such notice or statement is to the County Board, it shall be addressed as follows: The Elgin County Library Board Curtis Street St. Thomas, Ontario 234 - 10 - 21. All notices, statements and estimates shall be sent by prepaid first class mail addressed as provided above, 22. PROVIDED THAT in the alternative, any such notice, may, in the case of the County Board, be delivered to its Chairman and in the case of the Town, to its Clerk. 23. The Parties agree that the lease shall be registered against the lands described in Schedule "A" hereto. 24. This lease shall enure to the benefit of and be binding upon the successors and assigns of the Parties hereto. IN WITNESS WHEREOF the said Parties hereto have hereunto affixed their Corporate Seals attested to by the hands of their proper respective signing officers. SIGNED, SEALED AND DELIVERED in the presence of THE CORPORATION OF THE TOWN OF AYLMER PER: Mayor Deputy —Clerk THE ELGIN COUNTY LIBRARY BOARD PE R: Chairman i Secretary ►AII 10/ 1C111TD "All ALL AND SINGULAR those certain parcels or tracts of land and premises situate, lying and being in the Town of Aylmer formerly in the Village of Aylmer, in the County of Elgin containing by admeasurement one -fifth of an acre more or less being composed of part of the North part of what was Lot Number Eighty-three (83), South on Talbot Road East and more particularly known as the North halves of Village Lots Numbers one (1) and two (2) North on Sydenham Street in the Town of Aylmer formerly in the Village of Aylmer as the same is surveyed and laid out on,the North end of said Lot Eighty-three (83) according to a Plan of the said Town of Aylmer formerly Village of Aylmer. by John D. BaikieE�quire P.L.S. ►AI:i SCHEDULE " B" "Leased Premises" ALL of those premises indicated on Appendix "A" and commonly referred to as "Ground Floor" and being 3,081 square feet. Ratio of "Leased Premises" to total area of building. Basement 432 square feet Ground Floor 3,081 square feet Second Floor 3,081 square feet Balcony 7S6 square feet Total: 7,3S0 square feet "Leased Premises" 3,081 square feet = 41.910 Remainder 4,269 square feet = 58.09% Total; lOQ. o ►AYA L'� \ Temp. v --_— —± GROUND FLOOR VE..=)'-Oil 238 LL, r)� aLU w F -f H u V) O �4 � o L' O U i O (D +j w cn s4 C cn +) oo O m va V) -. w Ln ✓t N ,.0 � S-4 T-+ oo p • tti 4 a-) Ln m a U, 7 (h N 1 REPORT TO COUNTY COUNCIL FROM: Amy Thomson Director of Human 11111 Resources Stephanie Godby, Manager of Human ��r�o �Iressive by �°��r��y� Resources DATE: December 9, 2021 SUBJECT: County of Elgin Market Comparators for Strategic Compensation Analysis RECOMMENDATIONS: THAT the December 9, 2021 staff report titled, County of Elgin Market Comparators for Strategic Compensation Analysis, prepared and submitted by the Director and Manager of Human Resources, be received and filed for information; AND THAT County Council approve the following list of market comparators for utilization when determining compensation compared at the 50t" percentile (per HR policy): The County of Brant The Municipality of Chatham -Kent The County of Grey The County of Haldimand The County of Huron The County of Middlesex The County of Norfolk INTRODUCTION: The County of Oxford The County of Perth The County of Simcoe The City of St. Thomas The County of Wellington The City of Woodstock 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 compared at the 50t" percentile (per HR Policy). 240 2 Item 1 was presented to County Council on November 23, 2021. The contract was awarded to Gallagher Benefits Services (Canada) Group Inc. On August 10, 2021 Human Resources staff recommended a list of market comparators, and took direction from County Council to work with the approved compensation consultant on a finalized list for further consideration. This staff report is to fulfill such direction. DISCUSSION: Municipal market comparators are used to inform market competitiveness in compensation practices and remuneration plans for non -union and bargaining unit staff, and to ensure attraction and retention of a skilled and professional workforce. The use of surveying external market compensation and remuneration comparison (for both non- union and bargaining unit positions) is a generally accepted practice in the municipal sector, and ensures a more credible assessment of the competitiveness for similar skills and qualifications. The information obtained from these surveys is utilized to inform design and implementation of sound and effective compensation and remuneration practices. When determining appropriate market comparators, "market" can be defined as: • Those organizations of similar size or scope and conducting the same type of business • Organizations within the same geographic area that compete for the same labour pool within that area • Any other organization whose pay practices will influence an organization's ability to attract and retain skilled resources The approved municipal market comparators used in 2015 included the following twelve (12) municipalities: Mu n ci allit� '�Oo o UlAtimi 2016 Type, The County of Elgin 50,069 Upper Tier The County of Brant 36,707 Single Tier The County of Dufferin 61,735 Upper Tier The County of Grey 93,830 Upper Tier The County of Haldimand 45,608 Single Tier The County of Huron 59,297 Upper Tier The County of Middlesex 71,551 Upper Tier The County of Norfolk 64,044 Single Tier The County of Oxford 110,862 Upper Tier The County of Perth 76,796 Upper Tier The City of St. Thomas 38,909 Single Tier The County of Wellington 90,932 Upper Tier The City of Woodstock 40,902 Lower Tier 3 Human Resources staff, in conjunction with Jane Mizanski, Senior Consultant, Human Resources & Compensation Consultant, Gallagher Benefit Services (Canada) Group Inc., recommend replacing the County of Dufferin with the following two municipalities: Municipal,ify Population 2016 Type (gathered from 'Stats, Canada),,,,;,,, The Municipality of Chatham -Kent 102,042 Single Tier The County of Simcoe 479,650 Upper Tier The recommendation of the 13 municipal comparators comes from careful consideration of such data points as population, households, employee count, and taxation, as well as non-specific considerations like those mentioned above (location, labour market), and concurs with the proposed list based on current labour market trends and economic conditions. It is important to keep in mind no comparator will be an exact match, therefore it is important to include a number of comparators within the scope of the market survey. FINANCIAL IMPLICATIONS: There are no financial implications associated with this staff report. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. CONCLUSION: Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Municipal market comparators are important for strategic compensation analysis. Approval of the recommended municipalities will be utilized for the upcoming non -union ► ,PA 0 compensation review and pay equity analysis, as well as future compensation studies for both unionized, non -unionized and elected/appointed positions. All of which is Respectfully Submitted Amy Thomson Director of Human Resources Stephanie Godby Manager of Human Resources Approved for Submission Julie Gonyou Chief Administrative Officer 243 INN!! Elgin, Prugressive by Nature RECOMMENDATIONS: 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 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) Gillets Bridge (B-27) Phillmore Bridge (B-49) INTRODUCTION: Level 1 — 23 tonnes Level 2 — 18 tonnes Level 3 — 9 tonnes Level 1 — 27 tonnes Level 2 — 19 tonnes Level 3 — 10 tonnes Level 1 — 49 tonnes Level 2 — 33 tonnes Level 3 — 19 tonnes 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). 244 2 In addition, the County of Elgin's consultant providing engineering services associated with the Phillmore Bridge Deck Replacement Engineering Project has also recommended a revision to the load limit postings for Phillmore Bridge (B-49). DISCUSSION: The County of 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 processes detailed 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 — 49 tonnes Level 2 — 33 tonnes Level 3 — 19 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. 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ❑ Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The Municipality of Central Elgin will be requested to replace the signage in advance of Gillets Bridge 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. ►z1:1 All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak Manager of Transportation Services Approved for Submission Julie Gonyou Chief Administrative Officer 2 ►zfA REPORT TO COUNTY COUNCIL �FROM: Brian Lima, General Manager of 1m�� 1 0 1 Engineering, Planning, & Enterprise (EPE) / Deputy Iluumouuu^^ CAO Prug1res ive by Nature Peter Dutchak, Manager of Transportation Services DATE: December 9, 2021 SUBJECT: Urban Reconstruction — Private Drain Connections RECOMMENDATIONS: THAT the report titled, "Urban Reconstruction — Private Drain Connections" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated December 9, 2021 be received and filed; THAT in advance of future urban road reconstruction projects, the local municipality be granted the option of requesting the inclusion of private drain connections (PDCs) to private properties within the project scope where feasible; and, THAT when requested by the local municipality, the installed PDC's be recognized as local infrastructure assets, and as such, all costs associated with their installation and any future maintenance/replacement remain the responsibility of the local municipality. INTRODUCTION: The County of Elgin has included private drain connections (PDCs) as part of recent urban road reconstruction projects within the Village of Sparta and Village of Rodney at the local municipality's request and cost. Most recently, during preliminary design communications with the Municipality of Bayham for the proposed reconstruction of the Hamlet of Richmond, the Municipality has requested a deviation from the County's past practices regarding PDCs. This report seeks Council's support for a formal policy regarding PDCs for all future urban reconstruction projects in order to provide a transparent and consistent service to our local municipal partners. 248 2 DISCUSSION: Private drain connections (PDCs) are legal drainage outlets for private property owners to manage their surface flooding and/or sump pump discharge. Collected stormwater flows through a storm drain on private property ("building sewer") to the property line at the road property limits where it meets the "private drain connection" (PDC). This PDC pipe then connects to the storm sewer under the road. The property owner is responsible for the length of storm drain pipe from the collection point on private property to the main storm sewer under the road (the "building sewer" portion and the PDC pipe portion). During road reconstruction, the PDC connection is provided to the private property limits where then the landowner is responsible for hiring a qualified plumber or drainage contractor to install the "building sewer" portion of the pipe at any future time. The diagram below showcases a typical PDC installation. PDCs are deemed to be private plumbing elements for the sole purpose and benefit of adjacent roadside properties, providing no benefit for the County road, hence their "private" designation. Like other private property services, PDCs can provide great value to private properties who may not have other suitable means of discharging collected stormwater legally, thus adding potential value to their property. The County has recently completed urban reconstruction projects through the Village of Sparta and Village of Rodney where in both cases, PDC installation was included within the works at the request of, and funded by the local municipality. During recent discussions with staff from the Municipality of Bayham for the planned reconstruction of the Hamlet of Richmond in 2022, the County requested confirmation if 3 the municipality desired to include PDC installations within the project scope. In response, County staff received a resolution from the Council of the Municipality of Bayham (attached) requesting that the County of Elgin either "retain ownership of the proposed PDCs or remove them from the proposed design". County staff believe PDCs provide a beneficial local service and the opportunity to provide them at the lowest cost only occurs during road reconstruction projects when the road is being excavated. Staff also understands that Councils in all municipalities are under competing fiscal pressures and not all projects can be funded. Since PDCs are deemed to be a local responsibility, each respective member municipality has the full authority to request their inclusion within County urban reconstruction projects or not. County staff however cannot support the concept to "retain ownership of the proposed PDCs" since this would create a precedence inconsistent with past practices if they become County assets and/or were funded in whole or part. Additionally, such infrastructure assets are not included within the County's approved Asset Management Plan and not included within the approved 10 Year Capital Budget since they add no benefit for county road assets. Therefore, staff proposes to remove the PDCs from the Hamlet of Richmond Reconstruction project scope as requested by the Council of the Municipality of Bayham. In order to maintain a consistent approach and for all future urban road reconstruction projects as it relates to the inclusion of PDCs, staff recommends County Council adopt the following resolution to formalize the County's practice and asset responsibilities: THAT in advance of future urban road reconstruction projects, the local municipality be granted the option of requesting the inclusion of private drain connections (PDCs) to private properties within the project scope where feasible; and, THAT when requested by the local municipality, the installed PDCs be recognized as local infrastructure assets, and as such, all costs associated with their installation and any future maintenance/replacement remain the responsibility of the local municipality. 2 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ❑ Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Municipalities will be engaged early in urban road reconstruction planning where they will be provided an opportunity to include PDCs within the project scope, understanding that all associated costs will remain with the municipality, consistent with past practices. COMMUNICATION REQUIREMENTS: A copy of this report be provided to all municipalities so that they are formally made aware of the opportunity to install PDCs when urban county road reconstruction projects occur within their municipality. CONCLUSION: Private drain connections (PDCs) are legal drainage outlets for private property owners to manage their surface flooding and/or sump pump discharge. The County of Elgin has included private drain connections (PDCs) as part of recent urban road reconstruction projects within the Village of Sparta and Village of Rodney at the local municipality's request and cost. Most recently, during preliminary design communications with the Municipality of Bayham for the proposed reconstruction of the Hamlet of Richmond, the municipality has requested a deviation from the County's past practices regarding PDCs. Staff recommends that County Council adopt a formal policy regarding PDCs for all future ►US M urban reconstruction projects in order to provide a transparent and consistent service to our local municipal partners. All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak Manager of Transportation Services Approved for Submission Julie Gonyou Chief Administrative Officer ►MA 0-M A: P.O. Box 160, 56,16,9, Heritage Lino Straffordville, ON NO,J IYO, T. 5119-866-5521 F., 519-866-3884 E: bavharn@bayhanj.onjQj W: -w-wAj?-ayLiarR.cjLi., November 91, 2021 County of Elgin, 450 Sunset Drive St. Thomas, ON N5R 5V1 mm Attention: Brian Lima, General Manager of Engineering, Planning & Enterprise / Deputy CAC Via email: bfirna@eIgin.ca Re: County of Ejjqjn— Hamlet of Richmond Reconstruction The Council of The Corporation of the MunicipaRy of Bayham wishes to thank the County of Elgin for considering Private Drainage Connections (PDCs)1 as an uirban design staindard for the Hamlet of Richmond. Report PS-1 2/21 re County of Elgin;, — Hamlet of Richmond Reconstruction was presented to the Council of The Corporation of the Municipality of Bayhiam at the regular meeting held November 4, 2021 and the following resolution was passed: THAT Report PS- 12/21 re C o,uinty of Elgin — H am let of Richmond Reconstruction be received for information; AND THAT the Council of The Corporation, of the Municipality of Baiyh:am respectfully acknowledges PDCs as an urban design standard; AND THAT The Council of The Corporation of the Municipality of Bayham requests that the County of Eliglin, either retain ownershiip of the proposed P,DCS or remove them from the proposed design, Any questions, or concerns may be directed to the undersigned. YOUrs ayer, MSc, CMO CAOICIerk Municipality of Bayham t bay E@ t ,§Ayham.on.ca 253 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy lliium��nrc CAO Prug1 essive by NatureDATE: November 30 2021 SUBJECT: Port Bruce Road Transfers RECOMMENDATIONS: THAT the report titled, "Port Bruce Road Transfers" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated November 30, 2021 be received and filed; THAT at its Meeting of January 11, 2022, Elgin County Council consider the following matters, by by-law, resolution or enactment: 1. that portions of Highways as specified in By -Law No. 18-22 be removed from the Highway system of the Corporation of the County of Elgin; 2. that By -Law No. 18-22, "Being a By -Law to add highways, including lower tier highways, to the highway system for Elgin County", otherwise be repealed; and, 3. that the respective related By -Laws be amended as follows: (i) By -Law No.18-26 "Being a By -Law to Remove and Prohibit the Right of Passage Over a Portion of the Lewis Street Road Allowance (South of the Travelled Portion of Rush Creek Line) in the Township of Malahide in the County of Elgin" be repealed; (ii) By -Law No. 20-05 "Being a By -Law for the Regulation of Traffic (No Parking)", Schedule `B' be amended to remove the following sections: (a) 20.30 — County Road #73 (Dexter Line) from the north side of Colin Street to the north side of Dexter Line for a distance of 290 metres. (b) 20.31 — Rush Creek Line from the west side of Bank Street to the east side of Imperial Road for a distance of 252 metres. (c) 20.32 — Bank Street from the north side of Rush Creek Line to the south side of Imperial Road for a distance of 146 metres; and, (iii) By -Law No. 20-58 "Being a By -Law to Authorize Speed Limits", be amended to remove the following section from Schedule `A' (40km/h): 254 2 Road 73, Section A - From the north property limits of Colin Street, north to the south property limits of Imperial Road, being a distance of 550 metres. THAT as notice of the potential decisions and actions by Elgin County Council, copies of the proposed By -Laws and/or resolutions as identified above be forwarded to The Corporation of the Township of Malahide. INTRODUCTION: In response to the collapse of the Port Bruce bridge on February 23, 2018, the County of Elgin proposed to construct a temporary panel bridge along Bank Street over Catfish Creek to provide a means of access to and egress from the community of Port Bruce. The Township of Malahide proposed that the County of Elgin assume temporary jurisdiction over specified parts of its municipal highways to facilitate construction and use of the temporary bridge crossing. Now that a new Imperial Road (CR 73) Port Bruce bridge has been constructed and the temporary bridge removed, the temporary jurisdiction of local roads can be concluded and reverted back to the Township of Malahide. This report recommends appealing and/or amending by -Laws associated with the temporary jurisdiction and associated traffic regulations associated with the construction detour. DISCUSSION: The County of Elgin entered into a formal agreement (adopted under By -Law 18-22) with the Township of Malahide to temporarily assume jurisdiction over specified parts of the Township of Malahide's municipal highways in order to facilitate construction of a new Port Bruce bridge and to utilize local roads associated with the temporary bridge and construction detour route. These road sections are identified in Schedule `A' and depicted in Schedule `B' attached to this report The temporary road jurisdiction agreement acknowledged the County's intention to repeal the agreement's by -Law and return road sections back to the Township of Malahide's jurisdiction once the new bridge has been commissioned on Imperial Road and the temporary bridge on Bank Street has been removed and restored. Now that work has been completed, satisfying the temporary jurisdiction agreement, the supporting and/or associated By -Laws can be repealed so that these road sections can return to the Township of Malahide's jurisdiction. Additionally, two traffic regulation By -Laws, establishing speed limits and restricted parking zones on these road sections must be amended to remove their reference, since these road sections will not longer be under the jurisdiction of the County of Elgin. ►4M 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The Township of Malahide will resume jurisdiction over the road sections identified in By -Law 18-22 and as listed and depicted in the attached Schedules `A' and `B' respectively. COMMUNICATION REQUIREMENTS: A copy of this Report, and any proposed By -Laws be provided to the Township of Malahide. In due course, correspondence notifying of the expiry of the Agreement relating to the Temporary Transfer of Highways should be delivered to the Township of Malahide. CONCLUSION: In response to the collapse of the Port Bruce bridge on February 23, 2018, the County of Elgin entered into a temporary jurisdiction agreement to utilize portions of the Township of Malahide's municipal highways. The agreement acknowledged that once facilities were constructed and returned to previous conditions, the temporary jurisdiction agreement and supporting By -Law would be appealed. Now that the Port Bruce bridge has been commissioned and the temporary panel bridge removed and involved road allowances restored, the temporary jurisdiction and related agreement can be concluded, reverting local road jurisdiction back to the Township of Malahide. This Report's recommendations also include proposed amendments to Traffic Regulation By -Laws associated with the ►�7y 0 construction detour which are therefore no longer required. All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer ►4WA S,CHEDULE "A" Item Road Number or Road Naime Description Braink Street Between, Ilrnped4ll Road and the north banik of Catfish Creek 2. Rush, Creek Line Between IlrnperiRalll Road and Bank Street IbUlt including only those portioins incorporated MINn the oirigiinall road al]owances for Lewis Street:, North Water Street, and North River Street, and i'llICILiding the road allbwances for the said Lewis Street, North 'Water Street, and Nort1h River Street al[ as, abstracted under Property Identifier Nuirnbeir 35�316-0279 Bank Street, known as Dexter Between the sotith bank of Catfish, Creek and Line Colin Street 258 �W:IAOIW ►44*1 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning & Enterprise / Deputy CAO - Eugenio DiMeo, Manager of Corporate Facilities Prug1re`sive by Nature DATE: November 29, 2021 SUBJECT: Zero -Emission Vehicle Infrastructure Program - Proposed Charging Fee RECOMMENDATION: THAT the report titled "Zero -Emission Vehicle Infrastructure Program Final Report and Proposed Charging Fee" from the General Manager of Engineering, Planning & Enterprise / Deputy CAO, dated November 29, 2021, be received and filed; THAT a new electric vehicle charging station rate fee of $2.40 per be established; and, THAT during the 2022 annual review of the County's Fees and Charges By -Law No. 20- 18, an amendment be made to include the new electric vehicle charging station charge rate fee. INTRODUCTION: At their meeting on December 10th, 2020, County Council passed the following resolution: RESOLVED THAT the report titled "Zero -Emission Vehicle Infrastructure Program — Phase 2 Funding Award" from the Director of Engineering Services, dated December 1, 2020, be received and filed, THAT the Warden and Chief Administrative Officer be authorized to sign the Contribution Agreement, THAT the County's funding project contribution in the amount of $52,218 be preapproved in the 2021 capital budget, and, THAT staff be directed to provide a report detailing the costs associated with electric charging stations and metering options for Council's consideration. This report details the final costs associated with the supply and installation of the electric charging stations and proposes a recommended charging rate for Councils consideration. -:111 2 DISCUSSION: Zero -Emissions Vehicle Infrastructure Program (ZEVIP) The Government of Canada has set federal targets for zero -emission vehicles (ZEV) reaching 10% of light duty (LDV) sale per year by 2025, 30% by 2030 and 100% by 2040. Access to localized and visible charging infrastructure is key to alleviate consumer concerns about where to charge their vehicle. To that end, the Government of Canada announced $130 million over five years (2019-2024) to deploy a network of zero -emission vehicle charging (Level II and higher) and refuelling stations in more localized areas where Canadians live, work and play. In the summer of 2020, Natural Resources Canada (NRCan) sought applications from eligible organizations to distribute funding through its Zero -Emissions Vehicle Infrastructure Program (ZEVIP — hereinafter also refer to as Program) to install a minimum of 20 electric vehicle charging stations as part of an infrastructure project in public places, on -street, in multi -unit residential buildings, at workplaces or for light -duty vehicle fleets. Successful proposals, like that of Elgin County's joint public -private partnership funding project proposal in partnership with the Municipality of Central Elgin, and ERTH Corporation, received funding for up to 50% of total project costs, to a maximum of $5,000 per connector. The joint project, now completed, involved the installation of twenty (20), Level II electric vehicle connectors, nine (9) of which are located at County of Elgin facilities: Location Organization Quantity of Level II Public Connectors Charging Availability Administration County 4 Yes Building Provincial Offences County 2 Yes Act Building Terrace Lode County 1 Yes Elgin Manor County 1 Yes Bobier Villa County 1 Yes In June of this year, Arntjen Solar North America Inc. was awarded the contract to supply and install the twenty (20), Level II electric vehicle connectors. The installations commenced the first week of September and was recently completed. All nine (9) County EV Charging Stations are now online and are ready for activation once a charging fee has been established. ►.1 3 Electric Vehicle (EV) Charging According to the Ontario Ministry of Transportation's website last modified on December 22, 2020, on average a typical battery electric vehicle (EV) will cost less than $530 per year, or about $1.45 per day to charge at night.' A typical plug-in hybrid EV will cost about $700 per year, or $1.92 per day for fuel (including gasoline and electricity Costs).2 Comparable gasoline cars can cost about $2,500 per year to fuel - up to eight times more money spent each day.3 An independent operational cost evaluation undertaken by staff, inclusive of all electricity, extended warranty, maintenance, and Program required network solution fees, is anticipated to cost approximately $1.60 per hour to charge an EV. All nine (9) charging connectors installed at County properties, utilize Level II EV charging equipment. Level II charging equipment has similar electrical requirements to a clothes dryer or stove (240 Volts/30 Amps), and one hour of charging is equivalent to approximately 30 km of driving range4. Once activated, the public will also have an opportunity to charge EVs, for which charging fees will be collected through the manufacturer's cloud -based ChargePoint Ip App II a ll � p 2 u ��r��vvv a II a 1�.U.: �o � �a ii u u ll a �. a irk i� u u a'��, 1� A review of other local public charging station locations within a 30-minute driving range of the various County facilities determined that charging fees vary in pricing anywhere from being free to $3.00 per hour. Based on the anticipated operational costs, and with input from our hardware service provider, staff recommends establishing a competitive hourly charging station rate fee of $2.40 per hour, consistent to rates recently established by the City of London, and Fanshawe College. This new revenue source will not only fund all operational costs, but will also fund future lifecycle replacement of the charging equipment hardware and/or expansion of the County's charging station network. Staff further recommends that this fee be reviewed annually and adjusted accordingly for adoption within the County's Fees and Charges By-law. Value for Nissan Leaf, adapted from Natural Resources Canada 2018/19 Fuel Consumption Guide, using Ontario off-peak electricity prices, based on an average annual driving distance of 20,000 km. 2 Value for Chevrolet Volt, adapted from Natural Resources Canada 2018/19 Fuel Consumption Guide, using Ontario off-peak electricity prices and a gas price of $1.20/litre, based on an average annual driving distance of 20,000 km. 3 Estimate based on values from Natural Resources Canada 2018/19 Fuel Consumption Guide and a gas price of $1.20/litre. ►Z.% 2 'ouncil's endorsement, an amendment to the County's Fees and Charges �J —V 20-18 will be required to include a new electric vehicle charging station charge rate fee. FINANCIAL IMPLICATIONS: In accordance with the Government of Canada's ZEVIP Contribution Agreement, executed by the County of Elgin and its joint partners on September 29, 2021, the County of Elgin's projected proportionate share of all final project costs are as follows: Equipment Supply & Installation $119,394.03 NRCan ZEVIP Funding (-$59,697.02) Net HST (1.76%) $2,101.33 PROJECT TOTAL: $61,798.34 2021 Budget Allocation Surplus/(Deficit) ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin $79,864.44 $18,066.10 ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. The ZEVIP funding allowed the Municipality of Central Elgin to install electric vehicle charging station connectors at select municipal facilities, made available for both workplace and public use. ►v M COMMUNICATION REQUIREMENTS: All Council, staff and administrative building tenants will be advised of the new electric vehicle charging stations and be forwarded instructions regarding access to the mobile application to set up a user account and book use of the EV chargers. Additional promotion of the new electric vehicle charging stations is also planned to be incorporated as part of the County's various tourism literature guides and social media efforts. A public announcement/media release will also be prepared and circulated through local media outlets as a way of informing residents of this new service offering made available at select County facilities. CONCLUSION: A detailed operational cost evaluation undertaken by staff, inclusive of all electricity, extended warranty, maintenance, and program required network solution fees, is anticipated to cost approximately $1.60 per hour to charge an electric vehicle. It was also determined that many charging station locations within a 30-minute driving range of the various County facilities implemented charging fees varying in pricing anywhere from being free to $3.00 per hour. Based on the anticipated operational costs, and with input from our hardware service provider, staff recommends establishing a competitive hourly charging station rate fee of $2.40 per hour. This would fund its anticipated operational costs and future lifecycle replacement of the charging equipment hardware and/or expansion of the County's charging station network. This fee can be adjusted by the County at any time. Subject to Council's charge option direction, an amendment to the County's Fees and Charges By -Law No. 20-18 may be required to include a new public personal electric vehicle charging rate fee. All of which is Respectfully Submitted Brian Lima General Manager of Engineering, Planning & Enterprise / Deputy CAO Eugenio DiMeo Manager of Corporate Facilities Approved for Submission Julie Gonyou Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Brian Lima General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy lliium��nrc CAO Prug1ressi e by Nature Nancy Pasato Manager of Planning DATE: November 30, 2021 SUBJECT: Elgin County Industrial and Business Employment Vacant Land Inventory RECOMMENDATIONS: THAT the report titled, "Elgin County Industrial and Business Employment Vacant Land Inventory" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated August 30, 2021 be received and filed. INTRODUCTION: This report provides an overview of vacant industrial, commercial and business employment land in Elgin County. Information on the current supply and characteristics, and intensification opportunities of vacant employment lands in the County is included. Data contained in this report will compliment the employment forecasts and land budgeting in the County's ongoing Official Plan Review effort, and will be used as a tool to track development in the County. DISCUSSION: Planning for employment lands is key to economic vitality in Elgin County Employment lands are major drivers of economic activity. The 2020 Provincial Policy Statement (PPS) recognizes the need to protect and preserve employment lands within employment areas, especially in freight -supportive locations along 400-series highways and other major goods movement corridors. Provincial and Regional planning policies strive to protect employment lands 441 The County Official Plan aims to maintain and enhance the long-term viability of employment lands. Ensuring that there is an adequate and diverse supply of vacant employment lands assists the County in achieving its goal of economic vitality by creating a competitive and flexible economic environment that encourages investment and a diversity of employment opportunities. Current policies in the County Official Plan strive to protect employment lands from conversions to non -employment uses. Industrial and Business Employment Vacant Land Inventory This report provides a county -wide inventory of employment lands within employment areas to summer (August) 2021. The updated data from this inventory will be incorporated into the land budget that forms part of the County's ongoing Official Plan Review and includes enhancements to the data structure that ensures a comprehensive and consistent approach to analyzing data. It is staff's intention to continue to update the employment land inventory on an annual basis. While the inventory includes all lands within settlement areas, the analysis in this report focuses on the vacant land portion of the inventory. Future work and a staff report will provide detailed information on the current characteristics, uses and densities of built employment lands within existing areas. Data contained within this report will inform the on -going five-year Official Plan Review effort and future Official Plan updates, which will extend the current 2025 forecasts and land needs analysis to 2051. In support of such, Hemson Consulting Ltd. was recently retained by the County as part of its ongoing 5-year Official Plan Review to produce population, housing and employment forecasts. Their preliminary forecasted results project that Elgin County will grow to 21,130 jobs by the year 2051, which represents growth of approximately 5,560 jobs from 2021'. ANALYSIS AND OPTIONS The supply of vacant employment lands remains healthy but strategically located sites need to be protected The key findings of the vacant employment land inventory are: 1. There are 1,775 net hectares of vacant employment lands within designated employment areas. 92 percent of the vacant supply is located in the Township of Southwold and the Municipality of Central Elgin. 2. 10 percent of the vacant employment land supply (185 net hectares) is currently fully supported by existing local municipal wastewater and water servicing Population, Housing and Employment Forecasts and Associated Land Needs Analysis - Draft Forecasts, Hemson Consulting Ltd., October 12, 2021 Q-1y Structure. 34 percent of the vacant employment land (700 net hectares) -11 -ires extension of water and/or wastewater systems to support the provision of municipal services. 3. 57 percent of the vacant employment land supply (1,011 net hectares) is currently partially supported by either existing local municipal wastewater or water servicing infrastructure. 4. Approximately 52% of vacant employment parcels, amounting to 924 net hectares, are equal to or greater than 10 hectares in size. 5. Nearly 14% of vacant employment parcels, amounting to over 249 net hectares of land, are within 1 km of a 400-series highway. 6. Approximately 1 % of vacant employment parcels, amounting to approximately 16 net hectares of vacant employment land, are within 500 metres of a transit stop. 7. Unless otherwise stated, all area calculations are reported in net hectares. In order to continue attracting high quality employers to the County, it is important that a diverse and quality selection of employment lands is available. Sites need to offer readily available servicing, a wide variety of sizes, proximity to the 400-series highways, and ideally, within close proximity to transit stops. Over 55% of vacant employment land parcels (981 net hectares) are greater than 5 hectares A stock of vacant employment land that includes a variety of site sizes addresses the potential needs of a variety of employers. Findings indicate that vacant parcels 5 hectares or greater account for 19% of all vacant parcels and approximately 55% of the vacant employment land supply. Approximately 56% of the vacant parcels in the inventory are less than 1 net hectare, accounting for just over 1 % of the total vacant land area. The majority of the vacant employment land supply is located in close proximity to 400-series highways and transit stops There is a high demand for employment lands that are strategically located within urban areas near major transportation corridors and transit stops. The 400-series highways are extremely important for employment lands from a strategic location and market accessibility standpoint as they facilitate goods movement and are highly visible locations for major employers. Opportunities to provide public transportation, currently under review as part of the County's ongoing Transportation Master Plan Study, will, if implemented, help to manage congestion and travel times in the County and will further improve the County's economy by facilitating more efficient movement of residents, workers, goods, and services alike. ► -W Attachment 3 provides detail on the distribution of vacant employment land parcels by distance to 400-series highways, as well as existing transit stops providing by various external service providers. There are 55 parcels (or 42% of all vacant employment parcels) within 5 kilometres of a 400-series highway. Of this, only 1 parcel, representing almost a quarter of total vacant employment parcels, is within 1 kilometre of a 400-series highway. Approximately 14% of vacant employment land parcels in the County are located within 500 metres of either a T:GO Transit, the City of St. Thomas's Local Motion Railway City Transit or a Southwest Transit stop. Given the desirability of employment lands that are in strategic locations near major transportation corridors and transit stops, it is therefore important to ensure that these strategically located lands are preserved for employment uses over the long term. While there are no employment -specific intensification targets set out in the Provincial Policy Statement, the intensification of both residential and employment areas is expected to accommodate a portion of new growth. Link to key Council -approved plans The vacant land portion of the employment land inventory informs a number of goals in the Elgin County 2020 - 2022 Strategic Plan, one of which is "Growing Elgin", with a particular focus of "Planning for and facilitating commercial, industrial, residential, and agricultural growth". The County's Official Plan also contains policies related to the protection and conversion of employment lands. FINANCIAL IMPLICATIONS: Employment lands play a central role in the County's economy. The availability of a wide range of vacant employment lands is integral to the fiscal health of a community and can directly affect economic development and diversification of the assessment base. ►1-M ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ® Planning for and current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Vacant employment lands from each of the seven local municipalities of Elgin County are identified and analyzed in this report. Staff from the local municipalities provided input in the delineation of the areas examined. Local municipalities are key partners in the ongoing preservation and enhancement of employment areas. COMMUNICATION REQUIREMENTS: Staff will circulate this report and its analysis findings to local partner municipalities for information purposes. CONCLUSION: Maintaining a robust and diverse supply of vacant employment lands supports the economic vitality of the County. As of November 2021, there were 1,775 net hectares of vacant employment lands within designated employment areas. 67 percent of vacant employment lands in the County as of 2021 have full or partial County and municipal servicing infrastructure provisions in place. ►1:R] thin this report will be used in the County's ongoing five-year Official Plan ,e Review will include an evaluation of employment and land needs to the year 2051. County staff will assess the characteristics of employment land supply in context of the short, medium, and long-term as a component of the review. All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Nancy Pasato, Manager of Planning Approved for Submission Julie Gonyou Chief Administrative Officer ► 11 t ❑ 0 E CM El v •V N cm (D ❑ ^' L Gi as CE El Q N w ^ C ElEl N O .^ L C . � > EEl :] E C O C U El Q O m O as Q O vi ai ai ❑ 0 c O v v c p 0 L ■ w El r C E G> > C C C> > L El ^ C N1 O O O C cm N �_ N i❑ L c N Q Gi > c E 0 L L L❑ .L N C t N p O y V O E C❑ — 0 i O N C p L C N N Q❑ E El w E N i=❑ 7 Q O �? C 1- Q ElCL0 0Q❑ L c,i 'a as ❑ ■ ' +� ai �+ ai N > Q❑ E cn :.: L L C Q L. 0 cc a M El O N y 7_ cc c V El cEl W acacm c`�>aa C y °a) 0 Q .. 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County Council approve and authorize the Warden and Chief Administrative Officer to execute the Agreement attached to this report as "Appendix "A"" and further authorize the County Solicitor and/or Senior Counsel to execute such legal or other documents as are reasonably necessary to give effect to the Transfer described in the Agreement. INTRODUCTION: The purpose of this Report to Council is to seek approval and authorization for execution of a proposed Agreement for the transfer of title of lands, comprising a portion of Wellington Road north of Talbot, from the Corporation of the County of Elgin ("Elgin") to The Corporation of the City of St. Thomas (the "City") BACKGROUND AND DISCUSSION: The Agreement attached to this report to council is to transfer a portion of Wellington Road from the County to the City. The transfer is, in effect, a housekeeping exercise to ensure that title to lands that were the subject of a 1994 Annexation Order are in the ownership of the City, which conforms to the purpose of the 1994 Annexation Order. The need for rectifying title in this manner results from an oversight / failure by one of, or all of, the County, City and/or Province to register the 1994 Annexation Order on title in 1994 or 1995. 4i:R] 2 The Subject Lands that are proposed to be transferred from the County to the City are a portion of the Wellington Road right of way, north of Talbot, heading part -way up the hill toward Lynnhurst. The reason the transfer is being proposed is that the subject lands ought to already be in the ownership of the City, but as a result of an oversight by all parties described earlier in this report to council, the title was never transferred to the City. The oversight was recently discovered by the City. The City has maintained this portion of Wellington Road for many years and has invested in reconstructing the intersection at the southerly end of Wellington Road. County staff confirm that County operations have assumed City jurisdiction over the portion of Wellington Road that will be transferred. Therefore, there is no impact on County operations resulting from the transfer of title. Upon the City advising of the title issue to the County, administrative staff for both parties entered into discussions to find an efficient and effective resolution that would transfer the lands described in the 1994 Annexation Order. The land parcel that includes the subject lands also includes additional lands at the northerly end that will remain in title with the County. As a result, prior to any transfer occurring, the County needed to be satisfied that the lands described in the 1994 Annexation Order are the only lands being transferred. The City retained the services of a title searcher and an Ontario Land Surveyor for the purpose of plotting the legal description of land contained in the Annexation Order. Ultimately, two R-Plans were created and deposited with the Elgin Land Registry Office showing the lands described in the Annexation Order. Having reviewed R-Plans 11 R-10695 and 11 R-10788, the County is prepared to transfer each of the part 1 s set out on those R-Plans to the City, as described in the Agreement. The lands are proposed to be transferred for nominal value. The City is responsible for all costs associated with the transfer save and except that the County shall bear its own legal costs, which are expected to be minimal. FINANCIAL IMPLICATIONS: The legal costs associated with the transfer are expected to be minimal and will be absorbed within the existing miscellaneous consulting engineering budget account. � FN 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ® Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Additional Comments: None ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The City has been maintaining this section of Wellington Road for many years. There is no boundary adjustment required as a result of the transfer. Therefore, there is no Local Municipal Partner impact. COMMUNICATION REQUIREMENTS: ►= CONCLUSION: Staff presents an Agreement to transfer a portion of Wellington Road from the County to the City. The transfer is, in effect, a housekeeping exercise to ensure that title to lands that were the subject of a 1994 Annexation Order are properly in the ownership of the City. � FA All of which is Respectfully Submitted Nicholas Loeb, Senior Counsel Approved for Submission Julie Gonyou Chief Administrative Officer c FAA Appendix "A" THIS AGREEMENT dated the day of 2021. BETWEEN: THE CORPORATION OF THE CITY OF ST. THOMAS -and- Hereinafter the "City" CORPORATION OF THE COUNTY OF ELGIN Hereinafter the "County" Collectively referred to as the "Parties" WHEREAS the subject of this Agreement is certain lands which are hereinafter referred to as the "Subject Lands" and comprise the southernmost portion of Wellington Road, also formerly known as Elgin County Road 26; AND WHEREAS the Subject Lands are legally described in the records of the Elgin Land Registry as FIRSTLY: ROAD ALLOWANCE BETWEEN TOWNSHIP OF SOUTHWOLD & TOWNSHIP OF YARMOUTH; PART LOT A OR 43 GORE LOT, B OR 44 GORE LOT CON NTR SOUTHWOLD (BETWEEN LOT 45 & 46), (BETWEEN LOT 45 & 46); PART PARK LOT J PLAN 174 YARMOUTH AS IN D720, D506, D455 EXCEPT PART 1 TO 3 11R- 780 AND E178300; PART LOT C OR 45 GORE LT CON NTR SOUTHWOLD PART 3 11R7611; SECONDLY: PART LOT C OR 45 GORE LOT CON NTR SOUTHWOLD (BETWEEN LOT 45 & 46) AS IN E110836 AKA WELLINGTON ROAD & COUNTY RD NO. 25 BETWEEN LONDON & PORT STANLEY GRAVEL RD & COUNTY RD NO. 26; ST. THOMAS/SOUTHWOLD, and presently being the parcel represented by Property Identifier Number (PIN) 35169-0102 (LT); AND WHEREAS pursuant to a Regulation made by Order -in -Council on the recommendation of the Minister for Municipal Affairs under the Municipal Boundary Negotiations Act, and dated the 7`' day of December, 1994 (the "1994 Annexation Order," attached hereto as Schedule "A"); AND WHEREAS a segment of the above described Subject Lands, marked as #1 on the sketch attached as Schedule "B" to this Agreement, is the area annexed to the City from the County as stated in section 2 (1) 3. and more particularly described in Appendix "B" of the 1994 Annexation Order (the "Annexation Lands"); AND WHEREAS the area of the Subject Lands marked as #2 on Schedule "B" is located outside of the Annexation Lands and has at all times remained within the County of Elgin, being a portion of Wellington Road owned and maintained by the County and legally described as located in the geographical Township of Southwold; AND WHEREAS as summarized at the conclusion of the legal description found in the Elgin Land Registry as provided above, the Subject are known as "Wellington Road" and as "County Road 25" between "London and Port Stanley Gravel Road" (abutting to the South) and "County Road 26" (abutting to the North); AND WHEREAS the Annexation Lands are also cumulatively laid out in their entirety in the following expropriation Plans, referenced in the aforesaid legal description, whereby the County acquired ownership of same as "lands required for Road construction": Plan D455 Registered in the Elgin Land Registry on 15 May 1959 Plan D506 Registered in the Elgin Land Registry on 18 September 1959 Plan D720 Registered in the Elgin Land Registry on 2 March 1962 and attached hereto as Schedule "C" is a complete copy of said Plan D455 with the locations of the lands acquired under D506 and D720 also noted thereon; 373 AND WHEREAS at the time of the 1994 Annexation Order the County owned no lands within the area annexed to the City other than the Annexation Lands; AND WHEREAS the City has commissioned Reference Plans 11R10788 and 11R10695 to show the Annexation Lands and caused those reference plans to be deposited with the Elgin Land Registry Office; AND WHEREAS the County agrees, but does not warrant, that Part 1, Plan 11R-10788 and Part 1, Plan 11R-10695, together, form the Annexation Lands. AND WHEREAS the effect of the 1994 Annexation Order was to cause ownership of all real property of the County located in the annexed area to be vested in the City; AND WHEREAS the intention of the 1994 Annexation Order (sections 2(1)1 to 2(1)3) was that all municipally owned lands therein described as being annexed should be owned by the City as annexing municipality; AND WHERAS, consistent with such intent, the 1994 Annexation Order vested in the City, effective on 1 January 1995, all interest in all the lands therein described which had been owned by the County and within the annexation area annexed to the City from the former jurisdiction of the County or lower tier township jurisdiction; AND WHERAS with respect to the Annexation Lands, since 1 January 1995 no such transfer to or vesting in the City has been noted or recorded in the records of the Elgin Land Registry Office (No. 11); AND WHEREAS in 1994 the City and the County had understood and agreed that the Annexation Lands would belong to the City and the City has made improvements on and has regularly maintained the Annexation Lands and has recently made substantial intersection improvements within that portion of the Subject Lands used a part of the public highway, notwithstanding that the County currently holds registered title; AND WHEREAS the holding of title to the Annexation Lands serves no purpose for the County, which does not wish to own or maintain any of the real property comprising the Annexation Lands; AND WHEREAS the primary objective of the Parties in this Agreement is to update and rectify the title of the Subject Lands, inclusive of the Annexation Lands, so that title as registered in the Elgin Land Registry records will conform to the 1994 Annexation Order and will rectify and confirm the vesting in the City of the Annexation Lands which have inadvertently remained in County ownership since 1 January 1995; AND WHEREAS the Ministry of Municipal Affairs and Housing acknowledges that the Parties are free to remedy the title between themselves, and the Parties are desirous of transferring title as soon as possible; AND WHEREAS sections 2 (1) 1 and 2 (1) 2 of the 1994 Annexation Order which provides for lands to be annexed to the City from the jurisdiction of the Townships of Yarmouth and Southwold, respectively, have been duly noted and followed consistently in the Land Registry System including legal descriptions and documents since or about 1 January 1995 including the conversion of Land Registry records to the current electronic format and modified lands titles system which conversion was completed in 2007. NOW THEREFORE in consideration of the mutual covenants and agreements contained herein, and the sum of one dollar ($1.00) now paid by each of the Parties to each other, and for other good and valuable consideration (the receipt and sufficiency of which is hereby acknowledged), the Parties hereby agree as follows: 1. The City has caused to be prepared and registered two reference plans that, together, include the Annexation Lands, being Part 1, 11R-10695 and Part 1, 11R-10788. 2. Neither of the Parties intend to register this Agreement in the Land Registry Office. 3. On a completion date to be no later than the 17' day of December 2021, to be set by the Parties for their convenience, the County will transfer to the City the Annexation Lands (the "Transfer"): 4. The Transfer shall include all highway, street fixtures, easements and restrictive covenants running with the lands and/or which are located in or on the lands. 374 5. The City's solicitor will prepare a Transfer in Preparation for approval by the County's solicitor, and will, upon signature of the Transfer in Preparation by the County, register said Transfer. 6. Each party will bear their own legal costs in regard to this agreement and the Transfer. The Registration fee and land transfer tax, if applicable, for the Transfer shall be borne by the City. 7. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Execution copies of this Agreement may be delivered by electronic transmission or fax and the parties agree to accept and be bound by signatures on any document that is delivered by electronic transmission or fax. The signature of any party thereon, for purposes hereof, is to be considered as an original signature, and the document transmitted is to be considered to have the same effect as an original signature on an original document. Any party requested shall provide a signed original of this Agreement after electronic transmission of a fully executed copy. 8. This Agreement shall be construed and enforced in accordance with the laws of the Province of Ontario and the laws of Canada applicable thereto and shall be treated in all respects as an Ontario contract. 9. This Agreement shall be binding upon the parties hereto and their respective successors and assigns and shall enure to the benefit of and be enforceable by the parties hereto and their respective successors and permitted assigns. IN WITNESS WHEREOF the parties hereto have executed this Agreement under seal as evidenced by their properly authorized officers in that behalf as of the day and year first above written. CORPORATION OF THE COUNTY OF ELGIN Per: Name: Title: Per: Julie Gonyou Chief Administrative Officer We have authority to bind the Corporation THE CORPORTION OF THE CITY OF ST. THOMAS Per: Joseph Preston, Mayor Per: Maria Konefal, City Clerk 375 Schedule "A" Ministry of Ministbre des Municipal Affaires Affairs municipales Ontario CITY"- p F. '('HOMAS flEnOWER DEC 29 1994 ............. .... 21, 1994 Munblpal Boundaries Branch 111h Floor, 777 Bay sheet Toronto, OnbAo MSG 2E5 Tel. No: (416) 565-7276 Fax No: (416) 565-7264 Mr. Roy Main City Administrator city of St. Thomas 545 Talbot Street P.O. Box 520 St. Thomas, Ontario N5P 3V7 Dear Roy: Re: Annexation of part of Yarmouth and 8outhwold Townships to the City of et. Thomas under the Municipal Boundary Negotiations Act - R.O.C. 623 The above -noted Regulation was filed in the office of the Registrar of Regulation on December 20, 1994 as O. Reg. 806/94. It will be published in the Ontario Gazette dated January 7, 1994. A copy of the filing notice, Regulltion and map are enclosed and forwarded for your information. Yours sincerely, James A. Rowat Negotiator Enclosures «L:i CITY OF/CITE DE ST. THOMAS PRESENT BOUNDARY ® LIMITE ACTUELLE PROPOSED ANNEXATION ANNEXION PROPOSEE Q 1 2 Mlles p 1000 lobo 3000 4 Molres C�r� Onleno Ministry of the Attorney General Legal Services Branch Ministry of Municipal Affairs Ministere Direction des services juridiques du Procureur Ministere des general Affaires municipales December 20, 1994 121h Floor Telephone: (416) 585• 6545 777 Bay Street Fax: (416) 585.6186 Toronto, Ontario M5G 2E5 121 dtage Telephone: (416) 585• 6545 777, rue Bay T816copleur (416) 585.6106 Toronto (Ontario) M5G 2E5 MEMORANDUM TO: Pamela DIFSouza Coordinator Municipal Boundaries Branch PROM: Kelly Yerxa Solicitor SUBJECT: Municipal Boundary Negotiations Act City of St. Thomas/Townships of Yarmouth and Southwold R.O.C. 623 Annexation Attached is the filing notice regarding the above annexation. The filing was done on December 20 as O.R. 806/94 and will be gazetted on January 7, 1995. A photocopy of the signed regulation is also enclosed. ly G Y rxa f1airWAL BOUNDARIES 11 Attac ent BRANCH 1 KGY: do DEC ^2 t W4, ► Jt,1 � 378 to-i'°Lr Omnno Executive Council Conseil executll R-O.C./Decret 623/9_4 certify that the attached is a true copy of the Regulation under the Municipal Boundary Negotiations Act, made by His Honour the Lieutenant Governor in Council on December 7th, 1994. Dated at Toronto December 8th, 1994. (Deppuzy erk, Executive Council GN.4 Order in Council r- D6cret Qnuno E lcut" CouM1dt ('gnsaii fxicuUf On the recommendation of the undersigned, the Lieutenant Governor, by and with the advice and concurrence of the Executive Council, orders that: the appended Regulation be made under the Municipal Boundary Negotiations Act. Sur la recommandation du soussignd, le lieutenant-gouverneur, sur I'avls at avec le con• sentement du Consell emko f, decrete ce qui suit: Concurr Recommended Minister of Munic pal < affairs Approved and ordered DEC 7 - 1994 Date 4 hO.C.lDdcrel "2-3 '94 0111 tiled as0.FW9.20() 1I`f 0" DEC 2 01934 Mro Osad.Ontario 14� Gazeite data�Qocrui Aflt CONFIDENTIAL K0 895.E/MBNA- MUN - 11- RM Until filed with the 2-LM Registrar of Regulations REGULATION MADE UNDER THE MUNICIPAL BOUNDARY NEGOTIATIONS ACT CITY OF ST. THOMAS/TOWNSHIPS OF YARMOUTH AND SOUTHWOLD BOUNDARY 1, On January 1, 1995, the following land is annexed to the City of St. Thomas: 1. The portion of the Township of Yarmouth described in Schedule A. 2. The portion of the Township of Southwold described in Schedule B. 2. (1) On January 1, 1995, the following vest in The Corporation of the City of St. Thomas: 1. All real property of The Corporation of the Township of Yarmouth situate in the area described in Schedule A. 2. All real property of The Corporation of the Township of Southwold situate in the area described in Schedule B. 3. All public highways of The Corporation of the County of Elgin, including fixtures, waterlines, sewerlines, easements and restrictive covenants running with the public highway situated wholly within the annexed area. (2) For the purposes of subsection (1), "real property" includes any highway, street, fixture, waterline, sewerline, easement and restrictive covenant running with land. 3. On January 1, 1995, the by-laws of The Corporation of the City of St. Thomas extend to the areas described in Schedules A and B, and the by-laws of the township municipalities and The Corporation of the County of Elgin cease to apply to such area, except, (a) by-laws of the township municipalities passed under =ar-i nn 14 nr 42 of nhe Plannincr Act or a predecessor 01 of those sections, which shall remain in force until repealed by the council of The Corporation of the City of St. Thomas; (b) by-laws of the township municipalitiest and The Corporation of the County of Elgin passed under the Highway Traffic Act or the Municipal Act that regulate the use of highways by vehicles and pedestrians and that regulate the encroachment or projection of buildings or any portion thereof upon or over highways, which shall remain in force until repealed by the council of The Corporation of the City of St. Thomas; (c) the by-laws of the township municipalities passed under section 45, 58 or 61 of the Drainage Act or a predecessor of those sections; (d) by-laws conferring rights, privileges, franchises, immunities or exemptions that could not have been lawfully repealed by the councils of the township municipalities and the council of The Corporation of the County of Elgin. 4. If The Corporation of the Township of Yarmouth or The Corporation of the Township of Southwold has commenced procedures to enact a by-law under the Planning Act and that by-law is not in force on January 1, 1995, the council of The Corporation of the City of St. Thomas may continue the procedures to enact the by-law to the extent it applies to the area annexed to the City of St. Thomas. 5. (1) The clerk of The Corporation of the Township of Yarmouth shall immediately prepare and furnish to the clerk of The Corporation of the City of St. Thomas•a special collector's roll showing all arrears of real property and business taxes, local improvement charges and other charges assessed against the land in the annexed area up to and including December 31, 1994 and the persons assessed therefor. (2) The clerk of The Corporation of the Township of Southwold shall immediately prepare and furnish to the clerk of The Corporation of the City of St. Thomas a special collector's roll showing all arrears of real property and business taxes, local improvement charges and other charges against the lands in to annexed area up to and including December 31, 1994, and the persons assessed therefor. 6. (1) All real property and business taxes, local improvement charges and other charges assessed against lard in the annexed area levied under any general or special Act which are due and unpaid on December 31, 1994, shall be deemed on t at date to be taxes and charges due and payable to The Corporation ON of the City of St. Thomas and may be collected by The Corporation of the City of St. Thomas. (2) On or before January 31, 1995, The Corporation of the City of St. Thomas shall pay to The Corporation of the Township of Yarmouth an amount equal to the amount that The Corporation of the City of St. Thomas is entitled to collect I under subsection (1) in the area annexed from the Township of Yarmouth. (3) On or before January 31, 1995, The Corporation of the City of St. Thomas shall pay to The Corporation of the Township of Southwold an amount equal to the amount that The Corporation of the City of St. '^homas is entitled to collect under subsection (1) in the area annexed from the Township of Southwold. 7. For the purposes of the assessment roll to be prepared for the City of St. Thomas under section 14 of the AssessmenC Act for the 1995 taxation year, the area described in Schedule A and Schedule 8 shall be deemed to be a part of the City of St. Thomas. B. (1) In each year from 1995 to 1998, inclusive, The Corporation of the City of St. Thomas shall decrease the real property and business taxes that would otherwise apply in that year to each separately assessed property and business in the annexed area by the product obtained by multiplying the tax differential for that property or business calculated under subsection (2) by the factor for that year listed below: 1995 0.80 1996 0.60 1997 0.40 1998 0.20 (2) In 1995, the treasurer of The Corporation of the City of St. Thomas shall calculate a tax differential for each separately assessed property and business in the annexed area as follows: In respect to a residential or farm property in the area annexed from the Township of Southwold, by subtracting the product of 106.923 mills and the realty assessment on that property as shown on the last returned assessment roll of the City of St. Thomas "or taxation in 1995 from the product of 240.180 mills and the same assessment. 2. In respect to a residential or farm property in the area annexed from the Township of Yarmouth, by subtracting the product of 132.876 mills and the realty assessment on that property as shown on the last Y returned assessment roll of the City of St. Th.cmas 383 taxation in 1995 from the product of 240.180 mills and the same assessment. 3. In respect to a commercial or industrial property or a business in the area annexed from the 'Township of Southwold, by subtracting the product of 125.791 mills and the realty or business assessment on that property or business, as the case may be, as shown on the last returned assessment roll for the City of St. Thomas for taxation in 1995, from the product of 282.564 mills and the same assessment. 4. Ir. respect to a commercial or industrial property or a business in the area annexed from the Towaship of Yarmouth, by subtracting the product of 156,324 mills and the realty or business assessment on that property or business, as the case may be, as shown on the last returned assessment roll for the City of St. Thomas for taxation in 1995, from the product of 282.564 mills and the same assessment. (3) If, before December 31, 1999, the assessment pertaining to property or business in the annexed area is reduced from that shown on the last returned assessment roll for the City of St. Thomas for taxation in 1995, the treasurer shall recalculate the tax differential under subsection (2) using the reduced assessment. (4) The tax reduction under subsection (1) shall be adjusted utilizing the recalculated tax differential as of the effective date of the assessment reduction. (5) The phase -in of real property taxes under this section with respect to a property, ceases effective January 1 of the year following the year in which, (a) all or part of the property is consolidated with another property in the annexed area; (b) all or part of the property is conveyed; (c) all or any part of the property is re -assessed from one assessment property class to another; or (d) the realty assessment on the property increases by 25 per cent or more from the realty assessment on that property on January 1, 1995 as a result of the erection or enlargement of a building or structure on the property. 16) The phase -in of business taxes under this section w_t:: respece to a business in the annexed area ceases on january 1 cf 384 the .year following the year in which the business assessment with respect to that business differs by 25 per cent or more from the business assessment on that business on January 1, 1995. 9. (1) In each year from 1995 to 1999, inclusive, The Corporation of the City of St. Thomas shall pay to The Corporation of the Township of Yarmouth, as compensation for the .loss of tax revenues from the annexed area, an amount equal to the 1994 own purpose tax revenue from real property and businesses in the area described in Schedule A. (2) In each year from 1995 to 1999, inclusive, The Corporation of the City of St. Thomas shall pa.y to The Corporation of the Township of Southwold, as compensation for the loss of tax revenues from the annexed area, an amount equal to the 1994 own purpose tax revenue from real property and businesses in the area described in Schedule B. (3) In each year from 1995 to 1999, inclusive, The Corporation of the City of St. Thomas shall pay to The Corporation of the County of Elgin, as compensation for the loss of tax revenues from the annexed area, an amount equal to the 1994 county levy revenue from real property and businesses in the area described in Schedule A and Schedule B. (4) The payments under subsections (1), (2) and (3) shall be paid in installments on or before the due dates of each installment of the tax levy of The Corporation of the Township of Yarmouth, the 'tax levy of The Corporation of the Township of Southwold and the county levy of The Corporation of the County of Elgin, respectively. (5) In any year, the amount of an installment payment under this section shall be: Installment Payment = A x B C where A = the total payment for the year under this section B - the amount of the levy installment payable on that date , C - the total levy payable in that year (6) If the total levy payable for the year has not been determined as of an installment date, the installment payment shall be calculated using the total levy payable for the _:r.mediately preceding year, and adjustments shall be made when t ac year's total levy payable is determined. MA 10. The agreement among The Corporation of the City of St. Thomas, The Corporation of the County of Elgin, The Corporation of to Township of Yarmouth and The Corporation of the Township of Scuthwold entered into on July 19, 1994, to the extent it is referred to in this Order, is hereby given effect. 011 7 Schedule A 'Land in the Township of Yarmouth to be annexed to the City of St. Thomas 11 In the Township of Yarmouth, County of Elgin being PARCEL #1 All of Lot 1 Concession 7 and Part of Lots 2 & 3 Concession 7, Lots 24 to 46 both inclusive, Lots 62 to 72 both inclusive, and Mill Lane, all on Plan 256 Part of Lot 1 & Part of Lot In Concession 8 The North 1/2 of the Road Allowance between Concessions 6 & 7 (Southdale Road) opposite Lots 1 & 2 Concession 7 & that Part of Lot 3 Concession 7 West of Plan 247 The Road Allowance between Concessions 7 & 8 (Elm Street) opposite Lots 1 & 2 & Part of Lot 3 Concession 7 West of the present City Limit North 1/2 of Glenwood Street as diverted through Plans 247 & Plan 256 Highway #4 from the centre line of Elm Street South to the centre of Glenwood Street according to Plan 247 produced Easterly Southwold Street Plan 192 & Horseshoe Hill (Kains Hill Road as laid out by Bostwick 1833 & diverted) DESCRIBED AS FOLLOWS: COMMENCING in the centre line of the Road Allowance between Concessions 6 & 7 (Southdale Road) at the East limit of the townline between the Townships of Southwold & Yarmouth; THENCE Northerly along the East Limit of the Townline between the Township of Yarmouth & Southwold to its intersection with the South West Limit of the City of St. Thomas being the North bank of Kettle Creek; THENCE Easterly, Southerly, Westerly, Easterly & South Easterly along the East bank of Kettle Creek (the present limit of the City of St. Thomas) to its intersection with the centre line of the Road Allowance between Concessions 7 & 8 (Elm Street); THENCE Easterly along the centre line of Road Allowance between Concessions 7 & 8 (Elm Street) to its intersection with the East Limit of Highway #4 as shown on Plan D-40; 01FA e THENCE Southerly along the East Limit of Highway #4 as shown on said Plans D-40 & D-214 to its intersection with the centre line of Glenwood Street produced Easterly; THENCE Westerly along the centre line of the production of Glenwood Street as diverted through Plan 247, 256 to its intersection with the West Limit said Plans 247, 256; THENCE Southerly along the West Limit of Plan 247 and its production Southerly to its intersection with the centre line of Road Allowance between Concessions 6 & 7 (Southdale Road); THEIXE West along the centre line of Road Allowance between Concessions 6 & 7 (Southdale Road) to the ,lace of beginning. PARCEL #2 Lots 2 & 3 Plan 256 North 1/2 of South 1/2 of Lot 5 Concession 7 South 1/2 of Lots 6, 7, 8 Concession 7 The Road Allowance between Concessions 6 & 7 (Southdale Road) opposite Lots 6 & 7 Concession 7 The North 1/2 of Road Allowance between Concessions 6 & 7 (Southdale Road) opposite Lot 8 Concession 7 The Road Allowance between South 1/2 of Lot 7 & South 1/2 of Lot. 8, Concession 7 (Fairview Ave) Part of Lot 7 Concession 6 designated as Part 1 on Plan D-1461 DESCRIBED AS FOLLOWS: COMMENCING at the North West angle of Lot 3 Plan 256; THENCE Easterly along the North Limit of said Lot 3 to its intersection with the West Limit of Lot 2 Plan 256; THENCE Northerly along the West Limit of said Lot 2 to the North West angle of said Lot 2; THENCE Easterly along the North Limit of said Lot 2, and along the Limit between North 1/2 & South 1/2 Lots 5, 6, 7 Concession 7 across Fairview Ave. and along the Limit between North 1/2 & South 1/2 Lot 8 Concession 7 to the East Limit of Lot 8; THENCE Southerly along the East Limit of said Lot 8 Concession 7 & i--s Southerly production to its intersection with the centre 388 G line of the Road Allowance between Concessions 6 & 7 (Southdale Road); THENCE Westerly along the centre line of Road Allowance between Concessions 6 & 7 (Southdale Road) to its intersection with the West Limit Lot 8 Concession 6, produced Northerly; THENCE Southerly along the west Limit of Lot 8 Concession 6 produced Northerly to the South Limit of Road Allowance between Concessions 6 & 7 (Southdale Road); THENCE Westerly along the South Limit of Road Allowance between Concessions 6 & 7 (Southdale Road) across the intersection as shown on Plan D-1461 to the North East angle of Part 1 Plan D- 1461; THENCE Southerly along the East Limit of said.Part 1 to the South East angle of said Part 1; THENCE Westerly along the South Limit of Part 1 Plan D-1461 to the South West angle of said Part l being in the West Limit of Lot 7 Concession 6; THENCE Northerly along the West Limit of said Part 1 to the Nor4.h West angle of said Part 1 being the North West angle of Lot 7 Concession. 6; THENCE Westerly along the South Limit of Road Allowance between Concessions 6 & 7 to its intersection with the West Limit of Lot 6 Concession 7 produced Southerly; THENCE Northerly along said production and along West Limit Lot 6 Concession 7 to its intersection with Limit between North 1/2 & South 1/2 of the South 1/2 of Lot 5 Concession 7; THENCE Westerly along said Limit to its intersection with the West Limit said Lot 5; THENCE Northerly along the west Limit of said Lot 5 to its intersection with the South East angle of Lot 3 Plan 256; THENCE Westerly along the south Limit of Lot 3 Plan 256 to the South West angle of said Lot 3; THENCE North Westerly along the South West Limit of said Lot 3 to the place of beginning. OR] We PARCEL #3 Part of Lot 10 Concession 8 DESCRIBED AS FOLLOWS: COMMENCING at a point in the East Limit said Lot 10 distant 905.60 feet measured Southerly thereon from a point in the North East angle of said Lot 10; THENCE Southerly along the East Limit said Lot 10 a distance of 463.91 feet; THENCE Westerly to and along the North Limit of Lots 55, 56 Plan 251 across Coulter Ave. as shown on Plan 251 and along the South Limit of Part 4 Plan 11R-5555; THENCE Northerly along the west limit of Part 4 Plan 11R-5555 a distance of 1007.91 feet to the North West angle of the said Part 4; THENCE Easterly along the North Limit of said Part 4 a distance of 330 feet to the North east angle of said Part 4; THENCE Southerly along the East Limit of said Part 4 a distance of 403.47 feet; THENCE Easterly parallel to the North Limit of said Lot 10 a distance of 66 feet; THENCE Southerly parallel to the East Limit of said Lot 10 a distance of 140 feet; THENCE Easterly parallel to the North Limit of said Lot 10 a distance of 584.13 feet to the place of beginning. PARCEL #4 In the Township of Yarmouth, County of Elgin, being that portion of the East half of the Townline between the Townships of Southwold and Yarmouth from the centre line of the road allowance between Concessions 6 and 7 in the Township of Yarmouth, northerly to the boundary of the City of St. Thomas. KRIII Schedule B Land in the Township of Southwold to be annexed to the City of St. Thomas PARCEL #1 In the Township of Southwold, County of Elgin being Part of Lots 9 & 10 Range 2 East River Road Part Lots 40, 41, 42 South Talbot Road Lot 43 South Talbot Road and Lots 44, 45, South Talbot Road West of the City Limit Lot 43 North Talbot Road :art of Lots 44, 45 North Talbot Road Lots 1 to 27 both inclusive, Munro Ave., Gooding Street Plan 259 Lots 1 to 12 both inclusive and the Road between Lots 1 & 2 Plan 34 Gore Lot A between Lots 45, 46 North Talbot Road Part Gore Lot B between Lots 45, 46 North Talbot Road Part Lot D East Branch North Talbot Road Part of By -Law Road between Range 1 and Range 2 East River Road opposite Lots 9 & 10 Part of Bush Road (travelled Road in Lots 40, 41, 42 South Talbot Road) Part of Road Allowance between Lot 10 Range 2 East River Road and Lots 40, 41, 42 South Talbot Road Road Allowance between Lots 43, 44 in the Concessions North Talbot Road and South Talbot Road Talbot Road opposite Lots 43, 44, 45 North Talbot Road and South Talbot Road West of City Limit South 1/2 of Road Allowance between Concessions North Talbot Road and South North Branch Talbot Road opposite Lots 43, 44 and .Part of 45 West of the centre line of Highway #4 Road Allowance between Concessions North Talbot Road and East North Branch Talbot Road opposite Lots 45, A & B from the Centre line of Highway #4 Easterly to its intersection with the South Limit of CNR right of way Part of South 1/2 of Road Allowance between Concessions North Talbot Road and East North Branch Talbot Road opposite Gore Lot B East 1/2 of Highway #4 in Lot D East North Branch Talbot )toad as shown on Plan D-696 All of Highway #4 through Lot 45 North Talbot Road to the City Limit as shown on Plan D-77, Plan D-446 & Plan D-696 South of the Centre line of the Road Allowance between Concessions North Talbot Road & South North Branch Talbot Road DESCRIBED AS FOLLOWS: COMMENCING at the South East angle of Lot 9 Range 2 East River Road; 4R] 12 THENCE Westerly along Southerly Limit of Lot 9 to the centre line of Road established by By -Law 71 passed November 15, 1844; THENCE Northerly along the centre line of said By -Law Road to its intersection with the centre line of Road Allowance between Concessions South Talbot Road and Range 2 East River Road; THENCE North East along said centre line of said Road Allowance to its intersection with the centre line of travelled road across Lots 41, 42, 43 South Talbot Road to its intersection with the South Easterly production of the South West Limit of Lot 41 South Talbot Road; THENCE North Westerly to and along the South West Limit of said Lot 41 South Talbot Road to the West corner of Part 1 on Plan 11R-5347; THENCE North Easterly along the North West Limit of said Part 1 on Plan 11R-5347 to its intersection with the South'West Limit of Lot 42 South Talbot Road; THENCE South Easterly along the South West Limit of said Lot 42 being the North East Limit Part l on Plan 11R-5347 a distance of 1628.40 feet to an angle of Part 1 on Plan 11R-5347; THENCE North Easterly along the North West Limit of said Part 1 across Lot 42 to its intersection with North East Limit of said Lot 42 and the South West Limit of Lot 43; THENCE North Westerly along South West Limit of said Lot 43 to the West angle of Lot 43; THENCE across Talbot Road to the South angle of Lot 43 North Talbot Road; THENCE North Westerly along the South West Limit of Lot 43 North Talbot Road and its production to the centre line of the Road Allowance between Concession North Talbot Road and South North Branch Talbot Road; THENCE North Easterly along the centre line of said Road Allowance to its intersection with the centre line of Highway ##4 as shown on Plan D-696; THENCE North Westerly along the centre line of Highway 44 to its intersection with the westerly production of South Limit of the right of way of CNR; THENCE Easterly to and along the South Limit of right of way of CNR to its intersection with the centre line of Road Allowance between Concession East North Branch Talbot Road and Concession North Talbot Road; KRYA THENCE North Easterly along the said centre line to its intersection with Northerly production of East Limit of Part 1 on Plan 11R-4716; THENCE Southerly to and along East Limit on Part 1 on Plan 11R- 4716 and its Southerly production across the CNR right of way to the South Limit of said right of way; THENCE Easterly along the right of way of CUR to its intersection with the North East Limit of Gore Lot B North Talbot Road; THENCE South Easterly along North East Limit of Gore Lot B North Talbot Road to its intersection with North West Limit of Part 1 on Plan 11R-5779; THENCE South Westerly, South Easterly along Limit of Parts 1 & 2 on 11R-5779 and along the South West Limit of Parts 9-1 on Plan 11R-1309 and along South East Limit Part 1 on Plan 11R-1309 to its intersection with the North East Limit of Gore Lot B; THENCE South Easterly along the North East Limit of Gore Lot B to its intersection with (East Limit of said Gore Lot B being) the West Limit of the Townline between Townships of Southwold and Yarmouth; THENCE Southerly along the East limit of Gore Lot B & A North Talbot Road to its intersection with the South bank of Kettle Creek (the present North Limit of the City of St. Thomas); THENCR Westerly, Southerly, Easterly along said City Limit to its intersection with East Limit of said Lot 44 South Talbot Road; THENCE Southerly along the East Limit of Lots 44, 43, 42, the Road Allowance between South Talbot Road and Range 2 East River Road and the East Limit of Lots 10 & 9 Range 2 East River Road to the place of beginning. PARCEL #2 in the Township of Southwold, County of Elgin being, IF RSTLY: that portion of'the west half of the Townline between the Townships of Southwold and Yarmouth, from the Southeast angle of Lot 9, Range 2, east of River Road northerly to the boundary of the City of St. Thomas. SECONDLY: that portion of the west half of the Townline between the Townships of Southwold and Yarmouth from the most southerly intersection of the Townline with Lot 1, Concession 9, Township of Yarmouth northerly to the intersection of the northeast limit of Gore Lot 8 North Talbot Road in the Township of Southwold produced southeasterly. MM CITY OF/CITE DE ST. THOMAS PRESENT BOUNDARY ® UMRE ACTUE.IF PROPOSED ANNEXATION ® ANNEXION PROPOSEE p . 1 2 M11-6 O 10ao 2000 3000 40061 md-. 4RU SchedItle "B" is I 9 m #1 portion of parcell PIN located within the 1994Annexatlon Lands #2 portion of parcell FIN located within the County (Township of Southwold) XXXX iIndiicates boundary of lands Annexation to the City under the 1994 Annexation Order (froml 995 sketch by 11 Houghton Surveying) 395 x Progressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: December 1, 2021 SUBJECT: Council — Meeting Schedule 2022 THAT the report from the Chief Administrative Officer titled "Council — Meeting Schedule 2022" be received and filed; and THAT Council approve the 2022 Elgin County Council Meeting Schedule. INTRODUCTION: The attached proposed Meeting Schedule that was circulated to Council in late November 2021 incorporates changes suggested by Council Members and is presented for approval. CONCLUSION: Once approved, the final 2022 Council Meeting Schedule will be distributed to Members, Local Municipal Partners and posted on the website. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 1 MA U) 0 Z H W W 2 d E H o o rn 0 0 rn 00 0 0 rn rn 00 0 0 rn rn 00 0 0 rn rn 0000 0 0 rn rn 0 0 rn rn 00 0 0 rn rn 00 0 0 rn rn 0 0 rn 0 0 rn . 00 0 0 � rn o ° co f— 7 L ~ ~ N N W CO W N — W N i i N co Cn N a) a)N N N N 04 � N N N E E E c6 7 7 L °a -0 ° ° ° 0 a) a) U- LL CL ° > > > > > > a) U) U) O o Z 0 0 ❑❑ c c c c c c c c c c c c 0 0 0 0 0 0 0 0 0 0 0 0 c c c c c c c c c c c c ~ > > > > > > > > > > > > UU UU UUUUUUUU 7 7 7 7 7 7 7 7 7 7 7 7 UU UU UUUUUUUU Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: December 2, 2021 SUBJECT: COVID-19 Emergency Team Planning — November Update THAT the December 2, 2021, report titled, "COVID-19 Emergency Team Planning — November Update", submitted by the Chief Administrative Officer, be received and filed for information. INTRODUCTION: The purpose of this report is to provide Council with an update on the County's COVID-19 response. DISCUSSION: The Elgin County Administration Building is open to the public and appointments are not required. All visitors are screened at the main entrance upon arrival. The Emergency Management Team has ensured that all County facilities are "COVID-secure" and they have conducted risk assessments to ensure practical safety measures are in place. An updated Elgin County Safety Plan, which outlines all the steps that are being taken to ensure a safe office work environment, has been posted to the staff intranet. The Provincial Offences Administration office is open, and ticket payments can also be made online, by phone, or by mail. The Elgin County Archives and the Elgin County Heritage Centre are open for in -person services with strict COVID-19 safety protocols in place. All ten (10) Library Branches are open. With strict public health measures in place, all interior services such as computer use, photocopying, printing, collection browsing and circulation desk service are available with a 50% interior capacity. In response to the increase in local case counts and the Letter of Instruction issued by Southwestern Public Health on November 29, 2021, staff have re-evaluated the format of several planned events, including the 2022 Warden's Election, and where possible are planning virtual or smaller socially -distanced events to take their place. M4 2 FINANCIAL IMPLICATIONS: Ongoing — See the attached Financial Services summary. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The Management Team continues to work with the County's Local Municipal Partners to address community needs. For more information on coordination with the local municipalities, see the attached "Emergency Management Team Planning Chart." COMMUNICATION REQUIREMENTS: The Emergency Management Team will continue to provide monthly updates to County Council. CONCLUSION: The Emergency Management Team continues to work together to ensure that essential County services and the COVID-19 response are properly resourced; to identify and manage resourcing and staffing issues; to support County Council, Municipal Partners, community and stakeholders; and to support staff to be well. The attached "COVID-19 :11111 Emergency Management Team Planning Chart" summarizes the County's COVID-19 response. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer :111 �4 E >w 0 0 C) VA El U) C: 0 -r- 7L- CL cRz U) CL 0) U) 0.- 0.9 0 0 -0 c: a) U)rn - E 3: :E Z mCL -P -5 LU S -2 o0ur_ 0 Z; )o E ac E 0) way o �Dw> 0 0 0 -1 12 C) LU C) < C) C) U) .2- m -2 0 0 U) E 0 8 16 0 i;5 E 3: C) 0 0 L) C) a 0- CL >1 C) CL LL. E z; C/) .2 zz U) U) U) 0)(6 0 U) z; LL � m E Jn On >U) -0 2! 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OL U5) Daf) ................................................ m w m E U).S Na) 0 2-6 .......................................................................................................................................................................................................................................................................................................................................... = w L C .0 0) 0 0 LL -0-0 4 (5 L -0-0 (1) 0 C .-L E: o)-2 M :3— -0 U) V- C: 0 0-0 T) : C E u) 0 E 0 0 u) a) a) :3 a) M 3: z- E -c: a) 0 E 6 - U) ? CL -0 a)2! 0 CL a) 0 a) 0.5 Y U) -E - m 0 E 0 cL 0 CL :3 U) ........................................................................................ 0 0 0 -0 0 .................................................................................................................................................................................. a) a) Of U) .................................................. a) 0 a) :3 2 Of w 2 2 w Of E m - Df — 6 cL 2 a) i ........................................................................................................................................................................................................................................................................................................................................... CORRESPONDENCE — December 9, 2021 Items for Consideration — (Attached) 1. The Township of Malahide with a letter regarding Road Safety Concerns at Imperial Road entering into Port Bruce. Ml 87 John Street South Aylmer ON N5H 20 Phone: 519-773-5344 Fax: 519-773-5334 www. malahide.ca November 23, 2021. County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Attention: Brian Lima 70 PAWa 1 Yi ffIE A proud tradition, a brightfuture. RE: Imperial Road entering into Port Bruce - Road Safety Concerns At its regular meeting held on November 18, 2021, the Malahide Township Council discussed safety concerns on Imperial Road as you enter Port Bruce and suggested a guardrail placement be considered by the County of Elgin. The Township respectfully requests your review of this area and thanks you for your consideration of this matter. Please do not hesitate to contact this office if you require any further information or documentation. Respectfully, Allison Adams Manager of Legislative Services/Clerk Township of Malahide 519-773-5344x222 aaams malaieeca RA CORRESPONDENCE — December 9, 2021 Items for Information — (Attached) SWIFT with their Monthly Project Update for October 2021. 2. MP Karen Vecchio with a letter regarding Parliamentary Consultation on VIA Canada's Extension of High Frequency Passenger Rail. 423 -1 N O N i a) O U a) f6 Q a- U a) O d 4- c O LL N a) LL i (6 CD c a Ln O O a) E ra c a O O a) E ra c a m O O a) E ra c a N O O a) UA (6 E a Q y N E t u m a v N V & q / / e \ § / & » 0 0 � C \ y � ° 0 3 \ q ¥ 7 E 0 £ % / E \ § \ I E E \ \ Z m (\/ / q ° / E 2 • g 0 g ) o 0 CN \ > \ 0 \ D \ / \ \ 0 I \ a-)\ \ \ 2e\ s . > / \ ƒ \ G \ \ \ \ E 9 > E Q) o \ \ \ e \ \ 0 \ \ \ \ e \\\ g O E o E g 0 & D- E O m- E/ E 0 \ \ o e g I J O g&\/3 \ \ o .=/w E g m 3 * j / / / > / 0 e o , \ \ ( \ /\ 2\\ 7 /\ \ 00 ��\ / b 10 Q) g2 E®¥-E� ol D G $ u / O�% — w > e uj 0 J \ / w w m �E Q) \ m Q) e e ° \ \ : \ 0 \ \ o . o x & U m ƒ - / E ± g \ g \ / ///Q)\/ a / f p o "0 Q) E g $ \ � w 0 \ �� • }�E» E / o o R E a _ ± O / § 0 a 11 ] In 0 cn w to m c 0 • .0 .0 6 CN D E D- D- CN 1 0 -5 o E E o o o o 0 0 —0 -0C, CNCN — C,4 U- E - E 0 00 0 E o E E 0---a 0 0® Q) — a > co co Lo LO Q) 0 -0 Q) > E > E0 o 0 \ \ 10 \ 0 c 0 0 0 0 0 0 70 7-- 7-- C) 0 E Q) O D- E E 0 0 0 E Q) 0 E E 0 0 LO Q) 0 D- 0 CO D- 0 — 0 o .0 .I- 0 E 0 0 0 00 CN D I-0 CN ICN -r C� o n 0 0 o 0 C 0 C - — -0 C 3Q) CI4C L E -0 D o 7-- CI4 -, o o 7-- D- o - < CI4 —, 0.0 CN , -0 0 E 0 E D o 0 D 7-- 0 0 0-6 0--E-----E2E—(D:2.-5 D 0 0 0 0 c 0 o C t= 0 C-N -C 6 0 o t= o - n 0 o 0 -0 0 C,4 LU -0 .00-00 0 > 0 n E 1) Q) 0 1) 0 E w 0Lu E w x X E ww c� 0 0 CN o 0 0 co -0 — r- 0 00 co 0 CN 10 0 oil � > 0 x C', x C', - 5 < 06 E w w m P -.j z N N CN N O Q� N `n O 0 N N O O N O O E E C O U � N N O Q O O E c E O O U 0 o Q U 0 0 N � Q Q E 00 O` O U -0 U N Q 0o - U O O U 0) N O O_ O C O E O O C N � U cNc N � C .- O N N Q O N N j N N 0 0 N �N -1 -IL ULU OUi 0i wi O p N OIO�N w U IIIRW I _ LO 00 10 ON N - CO N N '0 ON ON ON ON ON V) CN 10 C 1 co N N L O O Q N W.!I •0 O N 00 - n LO r- LO o ON ap O O N Q O N � O O N O C a N O Q O N � U � Q Q Q) U- N O O � C N � � C O O Q O N N 0 D-N LO LOLO (DN „.., . n/o0 O O _ t _ O > O 0 LO E E 0 LO U 0 Ln w 0o m a 00 N V 0 U N .� O N z o 0 7 z (DN z (h O U � O U- >� Q) (h x o c a2 N O m O 00 r I1 N V Good Morning Colleagues, My office has been approached by Transport Canada and Minster Alghabra regarding parliamentary consultation on VIA Rail Canada's extension of high frequency passenger rail. As you may be aware, the federal government is proposing to establish a dedicated higher frequency passenger rail (HFR) track within the Quebec City — Windsor corridor, with a phase two being considered in Southwestern Ontario. More details on the pro] ect can be found here:ii�� ,5„//wrww:....cati� da.....ca/ ti/ira s ort caria;da/tip rw;s/2021„/0 //�rt:�;�rxt�g; :.�'j.- .,5 ixg; :.: i:� cq u ,tic; .y til.. xn t p.c boron. .:9tac...cx w...cc tti�:�c t.i�bxttl My office is reaching out to your organization today to request concerns, feedback and views to share with Minister Alghabra regarding this pro] ect. As the Member of Parliament for Elgin -Middlesex -London, I am committed to ensure that the voices of constituents, municipal governments and businesses are heard and that this project is in the best interest of our community. If your organization would like to share comments with my office to forward to Minister Alghabra, please email my assistant Jillian Ferguson at.z. llx tt� i t u, ,c t . 9„ „r(er/„star .Lc.ca by December 5, 2021. I look forward to receiving your feedback. Sincerely, Karen Vecchio Member of Parliament Elgin -Middlesex -London Ottawa: 613-990-7769 Constituency: 519-637-2255 karenvecchiomp.ca :191 CLOSED MEETING AGENDA December 9, 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 — Telecommunications 2) County Solicitor — Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose — Reforestation Orders 3) General Manager of Engineering, Planning and Economic Development/Deputy CAO — Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Property Matter 4) Chief Administrative Officer — Municipal Act Section 239 (2) (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board — Elgin 9-1-1 P-PSAP 5) Chief Administrative Officer — Municipal Act Section 239 (2) (b) personal matter about an identifiable individual, including municipal or local board employees — Organizational Update (verbal) 6) Chief Administrative Officer — Municipal Act Section 239 (2) (b) personal matter about an identifiable individual, including municipal or local board employees — Personel Matter (verbal) :PIA COUNTY OF ELGIN By -Law No. 21-46 "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. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 9th DAY OF DECEMBER 2021. Julie Gonyou, Chief Administrative Officer. Warden. 433 SCHEDULE NO. 1 By -Law No. 21-46 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 — 49 Bridge Richmond Road, Level 2 — 33 1992 Steel Municipality of Level 3 — 19 Grate Ba ham 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). 434