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01 - January 11, 2022 County Council Agenda Package
ay", callUmmoii m� ,ailgr ,. Progressive, by Nature TABLE OF CONTENTS Orders — Tuesday, January 11, 2022....................................................... 3 Elgin County Council Minutes — December 7 & 9, 2021................................ 4 ReportsIndex.................................................................................... 20 Report — Warden's Activity Report (December) and COVID-19 Update............ 21 Report — Annual Council Committee Update — South Central Ontario Region... 26 Report — 2022 Community Grant Program Allocations ................................. 33 Report — Homes — Infection Control Policy 2.10 — Immunization — Staff COVID- 38 19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 — Visitors and Resident Absences During a Pandemic............................................................................................ Report — Elgin County Library Policy Revision — "Displays, Bulletin Boards and 67 Petitions"............................................................................................ Report — HR Policies — 8.26 "Substance Use" & 3.30 "Employment of 71 Relatives............................................................................................ . Report — 2022 Non -Union Economic Increase Recommendation ..................... 81 Report — Official Plan Review — Discussion Paper #4 — Housing and 85 Affordability......................................................................................... . Report — Approval for Official Plan Amendment No. 27 Municipality of Bayham... 110 Report — Tender Award: Contract T21-279 Clachan Road Bridge Rehabilitation.. 117 Report — Imperial Road Roadside Safety Review — Port Bruce ......................... 123 Report— Terrace Lodge Redevelopment Steering Committee January 127 Update.............................................................................................. . Report — Planning Services — By -Law No. 22-01 133 Report — Medavie EMS Elgin Ontario (MEMSEO) Community Paramedicine 135 Program............................................................................................... Report — Electronic Digital Signature Policy 1.9............................................. 139 Report — COVID-19 Vaccination Verification Policy ....................................... 149 Report — COVID-19 Emergency Team Planning — December Update ................ 168 IJJVOR, callUmmoii m� ,ailg n Progressive, by Nature �ONV1 Idence —Items for Consideration Index .......................................... 189 Correspondence — Elgin County Environmental Committee request .................. 190 Correspondence — Municipality of Dutton Dunwich Construction of Pork Chop 191 Island................................................................................................... Closed Session Agenda — January 11, 2022................................................ 192 By -Law 22-01 — Approval Authority............................................................ 193 By -Law 22-02 — Elgin Port Bruce Repealing By -Law 18-26 .............................. 194 By -Law 22-03 — Elgin Port Bruce Repealing By -Law 18-22 .............................. 195 By -Law 22-04 — Speed Zone Amendment ................................................... 198 By -Law 22-05 — No -Parking Amendment..................................................... 199 ay", callUmmoii m ,ailg n Progressive, by Nature ORDERS OF THE DAY For Tuesday, January 11, 2022, 9:00 AM 1 St Meeting Called to Order 2nd Adoption of Minutes — December 7 & 9, 2021 31d Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations - none 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) - none. 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 :IEel 1►[d9111►IVYd9111►Eel l MINUTES December 7, 2021 Page 1 December 7 & 9, 2021 Elgin County Council met this 7th day of December 2021. The meeting was held in -person at the Masonic Centre of Elgin, St. Thomas. In -person participation for the public was restricted due to the COVID-19 pandemic, and the meeting was Iivestreamed. Council Present: Councillor Tom Marks Councillor Dave Mennill Councillor Duncan McPhail Councillor Bob Purcell Councillor Sally Martyn Councillor Grant Jones Councillor Mary French Councillor Dominique Giguere Councillor Ed Ketchabaw Staff Present: Julie Gonyou, Chief Administrative Officer Brian Lima, General Manager of EPE/Deputy CAO Stephen Gibson, County Solicitor Nick Loeb, Senior Counsel Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Carolyn Krahn, Legislative Services Coordinator 1. CALL TO ORDER Elgin County Council met this 7th day of December, 2021 at 7:00 p.m. The Chief Administrative Officer presided as Chair of the meeting. I:111x41Eel ► Eel 91hT%1C7D1:11►1 The Chief Administrative Officer asked members of Council wishing to run for the Office of the Warden to stand. Councillors French, Marks, and Purcell offered their candidacy for the position of Elgin County Warden for 2022. Each candidate was then given an opportunity to address Council. Voting was done by secret ballot and ballots were counted by the Chief Administrative Officer in the presence of Mr. Rob Foster from Graham Scott Enns who had been appointed as a scrutineer. The Chief Administrative Officer announced that the 2022 Elgin County Warden is Councillor Mary French. Moved by: Deputy Warden Marks Seconded by: Councillor Mennill RESOLVED THAT Councillor French be elected to the position of 2022 Warden. Motion Carried. ADMINISTERING AND SIGNING OF DECLARATION OF OFFICE Warden French took the Declaration of Office administered by the Chief Administrative Officer. E�elelhy1►IILlcc The Warden was gowned, and the Chief Administrative Officer presented the 2022 Warden to Council. Page 2 December 7 & 9, 2021 5. PRESENTATION BY PAST WARDEN TOM MARKS The Warden was officially presented with the Chain of Office, the Lord Elgin Watch, and the Gavel of Office by Past Warden Tom Marks. 6. WARDEN'S ADDRESS Warden French delivered her Inaugural Address to Council, thanked her family and friends for their support, and outlined the several items of interest and importance for consideration in 2022. RESOLUTION TO DESTROY THE BALLOTS Moved by: Councillor Jones Seconded by: Councillor Purcell RESOLVED THAT the ballots used for the election of the 2022 Warden be destroyed Motion Carried. RECESS Moved by: Councillor Purcell Seconded by: Councillor Martyn RESOLVED THAT we do now recess at 7:33 p.m. until Thursday, December 9, 2021 at 9:00 a.m. Motion Carried. Page 3 December 7 & 9, 2021 ELGIN COUNTY COUNCIL MINUTES December 9, 2021 Elgin County Council met this 9th day of December 2021. The meeting was held in a hybrid in- person/electronic format with Councillors and staff participating as indicated below. Council Present: Warden Mary French (Council Chambers) Deputy Warden Tom Marks (Council Chambers) Councillor Dave Mennill (Council Chambers) Councillor Duncan McPhail (Council Chambers) Councillor Bob Purcell (Council Chambers) Councillor Sally Martyn (Council Chambers) Councillor Grant Jones (Council Chambers) Councillor Dominique Giguere (electronic) 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) Jeff Brock, Director of Information Technology Services (electronic) Stephen Gibson, County Solicitor (Council Chambers) Nick Loeb, Senior Legal Counsel (Council Chambers) Amy Thomson, Director of Human Resources (Council Chambers) Stephanie Godby, Manager of Human Resources (Council Chambers) Mike Hoogstra, Purchasing Coordinator (electronic) Katherine Thompson, Manager of Administrative Services/Deputy Clerk (Council Chambers) Jenna Fentie, Legislative Services Coordinator (Council Chambers) 1. CALL TO ORDER The meeting convened at 9:00 a.m. with Warden French in the chair. ADOPTION OF MINUTES Moved by: Councillor Marks Seconded by: Councillor Ketchabaw RESOLVED THAT the minutes of the meeting held on November 23, 2021 be adopted. Motion Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Councillor Martyn declared a Conflict of Interest on Closed Session Item #3 — Property Matter. Councillor Martyn will leave the Council Chambers and abstain from discussion and voting on this item. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS Warden French, Deputy Warden Marks, and the Chief Administrative Officer congratulated General Manager of Engineering, Planning and Enterprise/Deputy CAO Brian Lima on receiving the 2021 Municipal Engineer of the Year Award from the Municipal Engineers Association. Page 4 December 7 & 9, 2021 4.1 StrategyCorp — County of Elgin Road Maintenance Agreement Review StrategyCorp presented their final report regarding their review of the current Road Maintenance Agreement with the Local Municipal Partners. The review included the confirmation of service standards, an assessment of the financial model, and the development of a revised term sheet. Moved by: Councillor Purcell Seconded by: Councillor Martyn RESOLVED THAT the presentation from StrategyCorp be received. Motion Carried. 4.2 John "Ian" Fleck, Elgin County Land Division Committee — Elgin County Land Division Activities for 2021 Ian Fleck, Chair of the Elgin County Land Division Committee, presented an overview of the Land Division Committee's activities in 2021. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED 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. Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Deputy Warden Marks RESOLVED THAT we do now move into Committee of the Whole Council. Motion Carried. Additional Reports Moved by: Councillor Mennill Seconded by: Councillor Martyn RESOLVED THAT an additional planning report and verbal update regarding Emergency Procurement from the General Manager of Engineering, Planning & Enterprise/Deputy CAO as well as Committee Appointments be considered as part of the December 9, 2021 Council Agenda. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden's Activity Report (November) and COVID-19 Update — 2021 Warden Tom Marks 2021 Warden Tom Marks provided a summary of the County's response to the pandemic as well as a list of events and meetings he attended and organized on behalf of County Council. Moved by: Councillor Jones Seconded by: Councillor Purcell RESOLVED THAT the November 29, 2021, report titled, Warden's Activity Report (November) and COVID-19 Update submitted by 2021 Warden Tom Marks, be received and filed for information. Page 5 December 7 & 9, 2021 Motion Carried. 6.2 Annual Council Committee Update: County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) — 2021 Warden Marks 2021 Warden Tom Marks provided an update on the activities of the County of Elgin/Central Elgin Joint Accessibility Advisory Committee. Moved by: Deputy Warden Marks Seconded by: Councillor Jones RESOLVED 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. Motion Carried. 6.3 Annual Council Committee Update: Connectivity Committee 2021 —2021 Warden Marks 2021 Warden Tom Marks provided Council with an update on the activities of the Connectivity Committee. Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw RESOLVED 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. Motion Carried. 6.4 Elgin County Museum 2021 Annual Report — Councillor Martyn Councillor Martyn presented the 2021 Annual Report for the Elgin County Museum on behalf of the Elgin County Museum Advisory Committee. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED 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. Motion Carried. 6.5 Annual Council Committee Update: Environmental Advisory Committee — Councillor Jones Councillor Jones provided an update on the activities of Environmental Advisory Committee. Page 6 December 7 & 9, 2021 Moved by: Councillor Mennill Seconded by: Councillor Martyn RESOLVED 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. Motion Carried. 6.6 Annual Council Committee Update: Health Recruitment Partnership Committee — Councillor Jones Councillor Jones provided an update on the activities and accomplishments of the Health Recruitment Partnership Committee in 2020/2021. Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT the Annual Council Committee Update: Health Recruitment Partnership report from Councillor Grant Jones, dated December 1, 2021, be received and filed. Motion Carried. 6.7 Annual Council Committee Update: Rural Initiatives and Planning Advisory Committee 2021 — Councillor Ketchabaw Councillor Ketchabaw provided an update on the activities of the Rural Initiatives and Planning Advisory Committee in 2021, with a focus on the recently revised Community Grant Program and the Official review process. Moved by: Deputy Warden Marks Seconded by: Councillor Martyn RESOLVED 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. Motion Carried. 6.8 Annual Council Committee Update: Terrace Lodge Redevelopment Fundraising Committee 2021 — Councillor Giguere Councillor Giguere provided an update on the activities of the Terrace Loge Redevelopment Fundraising Committee. Moved by: Councillor Ketchabaw Seconded by: Councillor Mennill RESOLVED 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. Motion Carried. Page 7 December 7 & 9, 2021 6.9 Terrace Lodge Redevelopment — 2021 Year End Update — Councillor Purcell Councillor Purcell presented an update on the Terrace Lodge Redevelopment Project progress achieved in 2021. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED 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. Motion Carried. 6.10 General Insurance and Risk Management Services Program for 2022 — Purchasinq Coordinator The Purchasing Coordinator provided details regarding a Request for Proposal issued in October 2021 for a new General Insurance and Risk Management Services Program for the 2022 policy term. Moved by: Councillor Purcell Seconded by: Councillor McPhail RESOLVED 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. Motion Carried. 6.11 Data Hosing Agreement Extension to December 31, 2022 with London Public Library — Director of Community and Cultural Services The Director of Community and Cultural Services presented a report recommending the extension of Elgin County Library's data hosting agreement with London Public Library for a period of one (1) year. Moved by: Deputy Warden Marks Seconded by: Councillor Jones RESOLVED 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. Motion Carried. 6.12 Lease Extension to December 31, 2022 for Aylmer Library — Director of Community and Cultural Services The Director of Community and Cultural Services presented a report regarding the extension of the lease for the Aylmer Library with the Town of Aylmer until December 31, 2022 so that it will expire in tandem with all other leases with Local Municipal Partners for library branch facilities. 10 Page 8 December 7 & 9, 2021 Moved by: Councillor McPhail Seconded by: Councillor Martyn RESOLVED 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. Motion Carried. 6.13 County of Elgin Market Comparators for Strategic Compensation Analysis — Manager of Human Resources The Manager of Human Resources presented a list of market comparators for utilization when determining compensation compared at the 50th percentile as part of the Compensation Review and Pay Equity Analysis for Non -Union Staff, County Councillors and Boards. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED 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 50th 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 The County of Oxford The County of Perth The County of Dufferin The City of St. Thomas The County of Wellington The City of Woodstock Motion Carried. 6.14 Bridge Weight By -Law Amendments — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise presented recommendations regarding revisions to load limit postings on Fulton Bridge, Gillets Bridge, and Phillmore Bridge. Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn RESOLVED THAT the report titled, "Bridge Weight By -Law Amendments" from the General Manager of Engineering, Planning, & Enterprise / Deputy CAO, dated November 23, 2021 be received and filed; and THAT the Bridge Weight By -Law 15-26 be amended as follows: Fulton Bridge (B-23) Level 1 — 23 tonnes Level 2 — 18 tonnes Level 3 — 9 tonnes Gillets Bridge (B-27) Level 1 — 27 tonnes Level 2 — 19 tonnes if Page 9 December 7 & 9, 2021 Level 3 — 10 tonnes Phillmore Bridge (B-49) Level 1 — 49 tonnes Level 2 — 33 tonnes Level 3 — 19 tonnes Motion Carried. 6.15 Urban Reconstruction — Private Drain Connections — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented a report regarding the creation of a formal policy for private drain connections (PDCs) for all future urban reconstruction projects. Moved by: Councillor Purcell Seconded by Councillor McPhail RESOLVED 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; and 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. Motion Carried. 6.16 Port Bruce Road Transfers — General Manager of Engineering, Planninq & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented a report recommending repealing and/or amending By -Laws associated with the temporary jurisdiction and traffic regulations associated with the construction detour. Moved by: Councillor Mennill Seconded by Councillor Jones RESOLVED 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; and 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; 12 Page 10 December 7 & 9, 2021 (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): (a) 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. Motion Carried. 6.17 Zero -Emission Vehicle Infrastructure Program — Proposed Charging Fee — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented a report detailing the final costs associated with the supply and installation of the electric charging stations and proposing a recommended charging rate for Council's consideration. Moved by: Councillor Martyn Seconded by Councillor Purcell RESOLVED 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; and 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. Motion Carried. 6.18 Elgin County Industrial and Business Employment Vacant Land Inventory — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO provided an overview of vacant industrial, commercial and business employment land in Elgin County. Moved by: Councillor Jones Seconded by Deputy Warden Marks RESOLVED 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. Motion Carried. Council recessed at 10:13 a.m. and reconvened at 10:33 a.m. 13 Page 11 December 7 & 9, 2021 6.19 Transfer of Lands from Elgin County to the City of St. Thomas — Rectifying Title for a Portion of Wellington Road (County Road 25) — Senior Legal Counsel The Senior Legal Counsel presented a report seeking the 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"). Moved by: Deputy Warden Marks Seconded by Councillor Jones RESOLVED the Report to Council, dated November 29, 2021, and entitled "Transfer of Lands from Elgin County to the City of St. Thomas — Rectifying Title for a Portion of Wellington Road (County Road 25)" be received and filed; and THAT 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. Motion Carried. 6.20 Council — Meeting Schedule 2022 — Chief Administrative Officer The Chief Administrative Officer presented the proposed 2022 Council Meeting Schedule. Moved by: Councillor Martyn Seconded by Councillor Jones RESOLVED 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. Motion Carried. 6.21 COVID-19 Emergency Team Planning — November Update — Chief Administrative Officer The Chief Administrative Officer provided an update on the County's COVID-19 response. Moved by: Deputy Warden Marks Seconded by Councillor Ketchabaw RESOLVED 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. Motion Carried. 6.22 Approval for Official Plan Amendment No. 9. Port Stanlev Harbour Secondar Plan, Municipality of Central Elgin, File No.: CE-OPA 9-21, Applicant: Municipality of Central Elgin — Manager of Planning and General Manager of Engineering, Planning & Enterprise/CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO reviewed File No. CE OPA 9-21 and found it consistent with the Planning Act and Provincial Policy Statement, 2020. 14 Page 12 December 7 & 9, 2021 Moved by: Deputy Warden Marks Seconded by: Councillor Martyn RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No.9 to the Municipality of Central Elgin Official Plan, File No. CE OPA 9-21; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. Motion Carried. 6.23 Emergency Procurement and the Terrace Lodge Redevelopment Project — General Manager of Engineering, Planning and Enterprise/Deputy CAO The General Manager of Engineering, Planning and Enterprise/Deputy CAO presented an update with respect to the Terrace Lodge Redevelopment Project. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT the verbal report from the General Manager of Engineering, Planning and Enterprise/Deputy CAO be received. Motion Carried. 6.24 Council Committee Appointments — Chief Administrative Officer The Chief Administrative Officer presented an updated list of Council Committee Appointments. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT County Council approve the Council Committee and Local Board Appointments for 2022 as presented by the Chief Administrative Officer and as recommended by Warden French. Motion Carried. Cd9111►INIWolf] dd*y197►U]:I►IN0 7.1 Items for Consideration 7.1.1 The Township of Malahide with a letter regarding Road Safety Concerns at Imperial Road entering into Port Bruce. Moved by: Councillor Mennill Seconded by: Deputy Warden Marks RESOLVED THAT staff be directed to review the road safety concerns on Imperial Road entering into Port Bruce and report back to Council. Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 SWIFT with their Monthly Project Update for October 2021. 7.2.2 MP Karen Vecchio with a letter regarding Parliamentary Consultation on VIA Canada's Extension of High Frequency Passenger Rail. Moved by: Councillor Jones Seconded by: Councillor Mennill 15 Page 13 December 7 & 9, 2021 RESOLVED THAT Correspondence Items #1-2 be received and filed. Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Deputy Warden Marks Seconded by: Councillor Jones RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): In -Camera Item #1 (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 #2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (0 advice that is subject to solicitor -client privilege, including communications necessary for that purpose — Reforestation Orders In -Camera Item #3 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Property Matter In -Camera Item #4 (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 In -Camera Item #5 (b) personal matter about an identifiable individual, including municipal or local board employees — Organizational Update In -Camera #6 (b) personal matter about an identifiable individual, including municipal or local board employees — Personnel Matter Motion Carried. Councillor Martyn left the meeting for Closed Meeting Item #3. 0. Page 14 December 7 & 9, 2021 10. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail RESOLVED THAT we do now rise and report. - Motion Carried. In -Camera Item #1 —Telecommunications Moved by: Councillor Jones Seconded by: Deputy Warden Marks RESOLVED THAT the report from the County Solicitor be received; and THAT staff proceed as directed. - Motion Carried. In -Camera Item #2 — Reforestation Orders Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED THAT the report from the County Solicitor be received. - Motion Carried. In -Camera Item #3 — ProDerty Matter Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT the report from the General Manager of Engineering, Planning and Enterprise/Deputy CAO be received. - Motion Carried. In -Camera Item #4 —Elgin 9-1-1 P-PSAP Moved by: Councillor Purcell Seconded by: Councillor McPhail RESOLVED THAT the report from the Chief Administrative Officer and Fire Training Officer/CEMC be received; and THAT staff proceed as directed. - Motion Carried. In -Camera Item #5 —Organizational Update Moved by: Councillor Jones Seconded by: Deputy Warden Marks RESOLVED THAT the update from the Chief Administrative Officer and the General Manager of Engineering, Planning and Enterprise/Deputy CAO be received; and THAT staff proceed as directed - Motion Carried. 17 Page 15 December 7 & 9, 2021 In -Camera Item #6 — Personnel Matter Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the verbal report from Chief Administrative Officer be received; and THAT staff proceed as directed. - Motion Carried. 11. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF (continued) 11.1 Elgin 9-1-1 P-PSAP —Chief Administrative Officer The Chief Administrative Officer presented information regarding a one-year contract extension with Northern 9-1-1 for the provision of 9-1-1 Primary Public Safety Answering Point (P-PSAP) service. Moved by: Councillor Martyn Seconded by: Councillor McPhail RESOLVED THAT following a review by the County Solicitor, staff be directed and authorized to sign a one (1) year extension agreement with Northern Communication Services Inc. - Motion Carried. 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. - Motion Carried. fi K1 9191► P1I D1 :IC7er I ILL Eel WeWATIT&y 13.1 By -Law No. 21-46 — Restrict the Weight of Vehicles Passinq Over Bridges Being A By -Law To Restrict The Weight Of Vehicles Passing Over Bridges And To Amend By -Law No. 15-26 Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell RESOLVED THAT By -Law No. 21-46 be now read a first, second and third time and finally passed. - Motion Carried. 13.2 By -Law No. 21-47 — 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 December 7 & 9, 2021 Meeting. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT By -Law No. 21-47 be now read a first, second and third time and finally passed. - Motion Carried. 18 Page 16 December 7 & 9, 2021 14. ADJOURNMENT Moved by: Deputy Warden Marks Seconded by: Councillor Mennill RESOLVED THAT we do now adjourn at 12:33 p.m. to meet again on January 11, 2022 at 9:00 a.m. Motion Carried. Julie Gonyou, Mary French, Chief Administrative Officer. Warden. IR REPORTS OF COUNCIL AND STAFF January 11, 2022 Council Reports — ATTACHED Warden French — Warden's Activity Report (December) & COVID-19 Update Warden French — Annual Council Committee Update — South Central Ontario Region Councillor Ketchabaw — 2022 Community Grant Program Allocations Staff Reports —ATTACHED Director of Homes and Seniors Services — Homes — Infection Control Policy 2.10 — Immunization - Staff COVID-19 and 2.23 Pandemic Prevention and Control - Staff Testing; and Administration Policy 1.35 — Visitors and Resident Absences During a Pandemic. Director of Community and Cultural Services — Elgin County Library Policy Revision — "Displays, Bulletin Boards and Petitions" Director of Human Resources — HR Policies — 8.26 "Substance Use" & 3.30 "Employment of Relatives" Director of Human Resources — 2022 Non -Union Economic Increase Recommendation General Manager of EPE/Deputy CAO — Official Plan Review — Discussion Paper #4 — Housing and Affordability General Manager of EPE/Deputy CAO —Approval for Official Plan Amendment No. 27, Partial Services in the Village of Straffordville and Hamlet of Eden, Municipality of Bayham File No. BA OPA 27-21; Applicant: Municipality of Bayham General Manager of EPE/Deputy CAO — Tender Award: Contract T21-279 Clachan Road Bridge Rehabilitation General Manager of EPE/Deputy CAO — Imperial Road Roadside Safety Review — Port Bruce General Manager of EPE/Deputy CAO — Terrace Lodge Redevelopment Steering Committee January Update General Manager of EPE/Deputy CAO — Planning Services — By -Law No. 22-01 Chief Administrative Officer— Medavie EMS Elgin Ontario (MEMSEO) Community Paramedicine Program Chief Administrative Officer— Electronic Digital Signatures Policy 1.9 Chief Administrative Officer — COVID-19 Vaccination Verification Policy Chief Administrative Officer — COVID-19 Emerancy Team Planning — December Update �111uumouuu��^°� Elgin, Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Mary French, Warden DATE: January 4, 2022 SUBJECT: Warden's Activity Report (December) and COVID-19 Update THAT the January, 2022, report titled, Warden's Activity Report (December) 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: COVID-19 Update I began my term as Warden on December 7, 2021. The Province of Ontario began December with an average of 900 new COVID-19 cases a day. As a result of the arrival of the Omicron Variant, case counts rose rapidly throughout the month of December and at the time of this report Ontario was reporting 11,352 new cases. Public Health Ontario has warned that case counts are an underestimate of the true number of infections in Ontario due to the issues with the availability of testing resources in the province. At the time of this report (January 4, 2022) the Southwestern Public Health Region was reporting 1,379 active cases. Southwestern Public Health also noted that due to limited availability of PCR testing, this number is also a significant under -representation of COVID-19 in our communities. Booster Vaccines Everyone over the age of 18 is now eligible to receive a booster of the COVID-19 vaccine. These boosters are the best way to enhance immunity and slow the spread of the Omicron Variant. To book a booster appointment visit - !"1!!ps,//www.......:...p....N....:..:..p..!:..!L..'?.ILI!aC..N......�..:.e..,.�. 21 2 Provincial Restrictions Restrictions and recommendations changed significantly over the course of December, beginning with a Letter of Recommendation from Southwestern Public Health on December 9, 2021. As a result of rising case numbers in the region and the arrival of the highly transmissible Omicron Variant, Southwestern Public Health in conjunction with the London Middlesex Health Unit and Huron Perth Public Health issued a Letter of Recommendation on December 9, 2021. This letter of recommendation provided direction as to how residents could protect themselves and their loved ones from COVID-19 during the holidays. They recommended that indoor social gatherings be kept to no more than 10 people and that all attendees 12 and older should be vaccinated. They also recommended that all unvaccinated individuals 12 years of age or older should avoid any non -essential contact with those outside of their households and that where possible individuals should work from home. This letter of recommendation was later rescinded on December 20, 2021, in response to new restrictions at the provincial level. On December 15, 2021, the Ontario government, in consultation with the Chief Medical Officer of Health, announced several new measures to combat the spread of the highly transmissible Omicron Variant: • The province will delay lifting the Proof of Vaccination requirements beyond January 17, 2022. • Effective January 4, 2022, the Enhanced Vaccine Certificate with QR Code is required in settings where proof of vaccination is required. • Effective December 20, 2021, youth ages 12-17 are required to provide proof of vaccination to participate in organized sports. • Effective December 18, 2021 at 12.01 a.m., Ontario introduced a 50 per cent capacity limit at indoor venues with a capacity of 1,000 or more. • On the Advice of the Chief Medical Officer of Health, the Province of Ontario is strongly advised Ontarians to limit their social gatherings and the number of social gatherings over the holiday season. • On December 14, 2021, the Ministry of Long -Term Care (MLTC) sent out updated direction irection for "Enh or"Enhanced Measures ,for LTC Homes" - I tt fpVVL! . I 11 I � o I e I t � ()2e ii Ii"�e d �� IL.� �. u' � � i «, �;�� l a" i � II (1 .. lk", l � ,�,�„ irn e s/ On December 17, 2021 the Ontario Government announced additional public health and workplace safety measures that came into effect on Sunday, December 19, 2021 at 12.01 a.m. These included introducing capacity limits in a number of indoor public settings, prohibiting food and drink service at sporting events, concert venues and theatres, requiring bards to close by 11 p.m. and restricting sale of alcohol after 10 p.m., and limiting social gatherings to 10 people indoors and 25 outdoors. On December 30, 2021 new restrictions were introduced in Long -Term Care Homes including banning general visitors and day time absences for residents. 22 3 n January 3, 2022 the Province announced a return to Step 2 of the oad , ap, at 12.01 a.m. on January 5, 2022 effective until January 27, 2022 and the reinstatement of restrictions associated with this step. Including: • Delay in class learning for 2 weeks (return to virtual learning) with free emergency child care planned for school -aged children of health care and other eligible frontline workers. • Indoor gatherings limited to 5 people and outdoor to 10. • Indoor areas are closed with exceptions (such as child care, court and government services, social services, health services) • Indoor events limited to five people or fewer. • Outdoor events have no limits, but face coverings and/or masks must be worn when distancing cannot be maintained. • Businesses must ensure that all work is conducted remotely, unless the nature of the work requires workers to be on -site at the workplace. • Indoor recreational amenities closed. • Outdoor recreational amenities open. • Museums closed. • Libraries and Community Centres can remain open with 50% capacity. • Indoor dining service is closed — take out, drive -through and delivery is allowed. • Theatres, Museums and Cinemas are closed. • Gyms and indoor sports closed. Outdoor sports open with limits. • Personal care services limited to 50% • Indoor religious services limited to 50%. • Hospitals will return to Directive 2 which pauses all non emergent and urgent procedures. • Ontario added new restrictions to long-term care homes, including banning access to general visitors and day absences for social purposes as of December 30, 2021. • Under the new restrictions, access to long-term care homes by general visitors is paused, but two (2) designated caregivers per person may continue to enter the Homes. County Operations The Elgin County Administration Building is serving the public by telephone, email or by appointment only between the hours of 8.30 a.m. and 4.30 p.m. Visitors are limited and anyone entering the building is screened for COVID-19. As a result of the provincial restrictions announced on January 3, 2022, we have closed our Museum and Archives to the public. Staff are serving the public utilizing virtual platforms at this time. All ten Elgin County Library branches remain open with strict capacity limits and health and safety protocols in place. All Administration staff who are able, are being encouraged to work from home as much as possible to reduce contact with coworkers. Provincial Offences is open by appointment only. Ticket payment is to be done virtually or by 23 0 phone. No general visitors are permitted in the Homes at this time and resident absences are not permitted during this time. Warden's Election I was elected Warden at a meeting held on December 7, 2021. 1 am honoured to have been chosen to serve as Elgin County Warden for 2022 and although we have considerable challenges ahead of us, I am optimistic that we will also be able to accomplish a great deal while working with our municipal partners to keep our communities safe. Events/Meetings Attended by Warden: • Warden's Election (December 7) • Elgin County Council (December 9) • Budget Committee Meeting (December 9) • Connectivity Committee Meeting (December 16) FINANCIAL IMPLICATIONS: The financial impact of COVID-19 and the County's response efforts are reported to Council on a monthly basis. There are no other financial implications to report at this time. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Additional Comments: Elgin County Council's response efforts and the continuity of essential projects and services align with Elgin County Council's Strategic Plan 2020- 2022. 24 INICIPAL 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: 2021 was another challenging year for Elgin County residents and the fight against the COVID-19 pandemic will continue into 2022. The Omicron variant is extremely transmissible and I urge everyone to continue to follow the public health recommendations of physical distancing, wearing a face covering in all indoor enclosed spaces and when physical distancing is not possible, frequent hand washing, and limiting gatherings to five people or less. It has been a long road and I understand how tired we all are, but if we work together we can protect our families, friends and co- workers and ensure we remain healthy and productive into the new year. All of which is Respectfully Submitted Warden Mary French 5 25 REPORT TO COUNTY COUNCIL FROM: Elgin, DATE: Prugressive by Nature RECOMMENDATIONS: 2022 Warden Mary French 4041 IRVJFTLi0012reTNI8FTEW November 21, 2021 SUBJECT: Annual Council Committee Update: South Central Ontario Region THAT the report titled, Annual Council Committee Update: South Central Ontario Region, submitted by 2022 Warden Mary French and 2021 Warden Tom Marks be received and filed; and THAT continued investment of $25,000 for membership in South Central Ontario Region Economic Development Corporation (SCOR) be considered as part of the 2022 Budget deliberations. 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 and achievements of South Central Ontario Region accomplished in 2021 DISCUSSION: Background The South Central Ontario Region (SCOR) is a regional partnership comprised of the Counties of Brant, Middlesex, Norfolk and Oxford as well as the Municipality of Bayham. SCOR was incorporated in 2010 to provide planning and coordination for regional issues, implement regional economic development priorities, identify funding sources and to partner with other levels of government, and act as a regional catalyst for investment. Since 2013, when Elgin County did not renew their membership, the SCOR Board of Directors have requested that Elgin County consider joining the organization as a full partner on several occasions. 2 At its regular meeting held on November 24, 2020, Council passed the following resolution: RESOLVED THAT Elgin County Council fund a one-time investment of $25,000 for Membership in South Central Ontario Region Economic Development Corporation (SCOR) subject to SCOR's willingness to waive the notice provision in their by-law, which requires a one (1) year notice to withdraw membership, and THAT the General Manager of Economic Development for Elgin County be directed to provide a report in November 2021 to inform Council's decision to reinvest in SCOR as part of its 2022 Budget Deliberations. Resulting from Council's aforenoted direction, 2021 Warden Marks and 2022 Warden French were later appointed by Council on March 9, 2021 to serve on the SCOR EDC Board of Directors until December 31, 2021, and also appointed the County's Economic Development Officer and Tourism Services Officer to participate in SCOR's Resource Advisory Group meetings. SCOR Accomplishments / Initiatives For the past several years, SCOR's three (3) priority areas have been: • public infrastructure that fosters economic development; • development of human capital in support of economic development; and • sector development — focus on agriculture and agri-food value added processing. Priority: Public infrastructure that fosters economic development Transportation In 2021, SCOR has made progress in moving this priority forward, particularly in transportation. SCOR, working with the Town of Tillsonburg, Strathroy-Caradoc, Oxford County, and not -for -profit organizations, helped form the Southwest Community Transit Association (SCT), "...which is mandated to coordinate the integrated delivery of inter -community public transportation services in Southwestern Ontario, share information and develop best practices, identify economies of scale through shared purchasing and operating agreements, and act as a common voice to support long-term sustainable transit funding..."' SCOR helped formalize the SCT by developing a Memorandum of Understanding (MOU). This MOU is contained in Appendix One of this report. SCOR is now playing an integral role in transportation issues in Southwestern Ontario. It should be noted that the Memorandum of Understanding — Establishment of the Southwest Community Transit Association (Draft) — Version 1.7 — July 2020 27 3 membership fee for the SCT is $2,000. However, being a SCOR member, this fee is waived. Other benefits of joining the SCT include: • Shared resources • Common policies and procedures thus creating efficiencies • Potential join procurement thus able to leverage economies of scale in purchase of buses, shelters, benches, software, for example. • Advertising and revenue generation sharing opportunities • Mapping and routing connection across the region • Website will be launched for members that will connect to individual community systems. • Shared revenue generation potential • Aligning and connecting of routing and coordinating times of routes • Utilizing Workforce Planning Boards Jobs Hub to promote and show routing across the region so that job seekers can also view transit and transportation options • Advocacy on transportation (SCOR has requested a seat at the MTO master planning Mayor's Task Force table) • Aligning MTO master plan with regional needs commitment With forming the SCT, the first of its type in Canada, SCOR is playing a key role in the development of network community transportation systems. Elgin County having a presence with the SCT may assist with developing solutions to transportation issues that hinder economic development and growth in the County. Short -Line Rail As mentioned, infrastructure supporting economic development has been a long-term priority for SCOR. Transportation is a critical piece of this infrastructure. With the announcement earlier this year, of the Cayuga Rail Line being discontinued, brought to the forefront the importance that rail plays in the region's ability to move goods, ensure transportation options for business activity and spur future growth. For Elgin County, the discontinuance of the Cayuga line is of concern as the portion of the line runs through New Sarum to Bayham and may negatively affect businesses and future development of industrial lands adjacent to that route. To address this issue, SCOR has facilitated meetings attended by all municipalities and businesses that are directly affected or potentially could have an impact on their business operations. Potential models of short -line rail ownership were discussed. Elgin County's General Manger of Economic Development was invited to attend the economic development resource group that supports the SCOR Board of Directors to discuss developing a possible business case to support the development of a local short -line rail model for the SCOR region. This is an important issue that directly affects economic development in Elgin County. Working as a region, with SCOR, may provide solutions to assist Elgin County with the transportation of goods which is vital to the continued 28 0 efforts of the County's Economic Development department of growing and diversifying the local economy. SCOR's activities in transportation does reflect its success in providing planning and coordination for regional issues, and the implementing of regional economic development priorities. Priority: Development of human capital in support of economic development With respect to job training, SCOR has also collaborated with Conestoga College to develop the Pilot Agricultural Equipment Program. This program takes the heavy equipment course currently offered at Conestoga College and focuses it on agricultural equipment training to support farmers. The first term began this year in January with the second planned January 2022. This 16-week course accommodated 16 students per in- take. SCOR was the lead partner in advertising and job matching for agriculture operations affected by COVID-19. This initiative promoted agricultural job opportunities to those individuals that may have lost theirjobs due to COVID-19, including students. The program involved: • Bringing together 29 organizations • Running 20 ads across the region • Reaching on ads in St Thomas/Elgin Facebook Page • Total reach through social media alone 62,107 with total engagements of 9,341 This initiative contributed to local agricultural jobs being filled. Although, difficult to track as many job seekers may have contacted employers directly through the Service Canada Job Board, SCOR maintains this initiative was a contributing factor in filling some of those positions; due to the reach and interest generated through likes, shares and positive comments on social media. Priority: Sector development — focus on agriculture and agri-food value added processing In 2021, SCOR also focused on agricultural issues. SCOR partnered with the Ontario Federation of Agriculture (OFA) on two major projects: (1) Always in Season and (2) Feeding Your Future With respect to the first, working with the OFA and other partners, a toolkit was developed to help foster an environment where agricultural producers and processors can thrive. This toolkit helps guide communities through potential activities, such as Local Food Week, Ontario Agriculture Week, Canadian Agricultural Literacy Month, Canada's Ag Day, and Food Day Canada. Funding opportunities, and ways to collaborate to and support the agri-food sector are also contained in the tool kit. 29 5 I, Feeding Your Future, promotes agri-food jobs and training opportunities _ -irio. As part of this initiative SCOR is assisting with the creation of a series of training and capacity building videos for farmers across commodities. This video series is branded as Focus on Food. SCOR is presently in the process of producing the following videos: three pork producers; two beef producers; one berry, apple, and grain/equipment. These videos will assist with training of potential employees. Advocacy In 2021, SCOR also played an advocacy role for the region. SCOR attended AMO and ROMA. Regional issues raised by SCOR included: rural broadband; transportation planning for Southwestern Ontario; workforce related issues (agricultural program development for regional needs); and housing related issues — particularly in relation to workforce attraction. These are all important issues that affect Elgin County. Alignment with SCOR When taking into consideration the original intent of forming SCOR, the work undertaken, by the Corporation, in 2020, as described above, speaks to this intent of providing planning and coordination for regional issues, and partnering with other levels of government. SCOR's ability to provide the aforenoted services and senior level government advocacy, merits consideration for renewed membership. It is important to note, other areas in which SCOR provides service such as advocacy complement Elgin County's membership in the Western Ontario Wardens Caucus (WOWC). The WOWC advocates to various government Ministries and attends ROMA and AMO. One may conclude then that the advocacy function offered by SCOR may not be as necessary as are the other benefits of rejoining the Corporation. Deciding to renew membership in SCOR would acknowledge the importance of working as a collective to address important regional issues. Membershia Renewal Given the work of SCOR over the past couple of years in the areas of transportation, human capital, and sector development, thus supporting regional issues, staff recommends that County Council consider its annual reinvestment in the amount of $25,000 associated with its annual membership as part of the 2022 operating budget of the County's Economic Development department. SCOR membership renewal requires that all partners give one-year notice before withdrawing from the partnership so that appropriate financial and budgeting adjustments can be made; effectively resulting in a membership renewal term for 2 years. 30 FINANCIAL IMPLICATIONS: 0 Should County Council decide not to renew its annual SCOR membership for 2022, the membership in the amount of $25,000 would be removed from the Economic Development Department's 2022 operating 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. 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. Local municipal partners wishing to maintain membership in SCOR would be required to obtain their own membership status. COMMUNICATION REQUIREMENTS: Should County Council decide to maintain its membership in SCOR for another year, Council would need to appoint a Council member to the SCOR Board of Directors. Furthermore, a future report in the fall of 2022 will provide County Council with an analysis that will assist Council determine if on -going membership in SCOR is warranted. Alternatively, should County Council decide not to continue its membership in SCOR for 2022, staff will advise SCOR's in writing. 31 7 CONCLUSION: The actions undertaken by SCOR over the past year warrant County Council to revisit its decision to renew its membership as part of the 2022 Budget deliberations, in joining the Counties of Brant, Norfolk, Middlesex, and Oxford, and be a part of an organization that aims to address regional issues. SCOR's ability to provide planning and coordination for regional issues, identify funding sources and to partner with other levels of government, can complement Elgin County's economic development efforts while meeting County Council's strategic priorities. All of which is Respectfully Submitted 2022 Warden Mary French 2021 Warden Tom Marks 32 REPORT TO COUNTY COUNCIL FROM: Councillor Ketchabaw, Chair of Rural Initiatives and Planning Advisory Committee DATE: January 5, 2022 Prugfressive by Nature SUBJECT: 2022 Community Grant Program Allocations RECOMMENDATIONS: THAT the January 5, 2022 report titled "2022 Community Grant Program Allocations" submitted by the Chair of the Rural Initiatives and Planning Advisory Committee be received and filed for information; and THAT Council approve the 2022 Community Grant Program allocations as referenced in Table 1-1-: 2022 Community Grant Program Allocations; and THAT the 2022 Community Grant Program allocations be considered as part of the 2022 Elgin County Budget process. INTRODUCTION: The purpose of this report is to review the 2022 Community Grant Program (CGP) allocations as recommended by the Rural Initiatives and Planning Advisory Committee (RIPA). In 2022 the proposed budget allocation for grants is $69,498 which is $3.51 per household. In total 18 eligible grant requests were received with a total funding request of $109,253. The County also contributes $500 to Fanshawe College's Personal Support Worker Program (Warden's Budget). BACKGROUND: In 2020, the Rural Initiatives and Planning Advisory Committee developed a new Community Grant Program (CGP) to guide the allocation of Council's grant budget. The Committee developed new application packages to correspond with the program, clearly defining criteria and eligibility. After the first in -take in 2021, the Committee directed that staff survey applicants to gather feedback about their experience with the redeveloped Community Grant Program. Overall feedback about the process was positive and applicants appreciated the standardized approach and the customer service they received from staff. 33 2 Each year the application process is supported by a dedicated website i�u� ��«uif:un eMl� ��ui��u���«ui�uun iue��i�unll„ ug� 1,,��M.li�i1) that allows community groups to access application packages and view a video explaining how the application process works. Previous applicants and Elgin County Tourism Members were contacted directly three times during the in -take period to ensure they were aware of relevant deadlines and information was shared on social media. The CGP is now broken into two streams: Community Services and Festivals and Events. Organizations may apply to one of these streams per year. These streams are further broken down into "Seed" and "Cultivate" grants. Seed Grants are open to new community organizations or festivals and events wishing to research the feasibility of a new service, program or event, or wishing to launch something new. Cultivate Grants are available to existing community organizations or events that wish to build on their successes, grow their reach, enhance the quality of their offerings, or improve their sustainability with new features, programs, services and outreach methods. DISCUSSION: The Rural Initiatives and Planning Advisory Committee is responsible for considering grant requests made to Council through the Community Grant Program and providing recommendations to Council as to which organizations should be granted funding as part of the Council budget process. Accountability and Transparency To ensure the process of allocating grants is as equitable and unbiased as possible, the Committee: • Assesses eligibility of all applications against County Council approved criteria; • Scores applications independently utilizing a standardized scoring matrix; • Uses a needs -based criterion to allocate funds to each stream; and • Assesses combined committee scores and recommend allocations. After Committee scores are combined a weighted formula is used to calculate proposed funding allocations. A weighted formula is used because funding requests exceed the budgeted amount for grant funding. The results of the weighted approach were used as a starting point for Committee discussion. The following weighted approach was used across all applications with the exception of the Fanshawe College PSW Scholarship. The weighting factor was calculated as follows: Total Score x 2022 Ask / Sum of Scores x Sum of Asks To calculate normalization of weights: (Weighting factor/Total Weights) x available money 34 3 FINANCIAL IMPLICATIONS: The proposed 2022 grant allocation amount is $69,498 amounting to $3.51 per household. 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. Community groups will be notified of the status of their application following the schedule specified by the Community Grant Program. CONCLUSION: The Rural Initiatives and Planning Advisory Committee considered the Community Grant Program applications for 2022 and has included recommended allocations for Council's consideration. All of which is Respectfully Submitted Councillor Ed Ketchabaw 35 able 1-1-: 2022 Community Grant Program Allocations — RIPA Recommendations Recommended Allocations 2022 Ask 2022 Allocation Community Services - Seed $3000 $1,908 Community Services - Cultivate $34,562 $21,986 Festivals and Events - Seed n/a n/a Festivals and Events — Cultivate $71,691 $45,604 Si na e Grant 100% $0 $0 Total: $109, 253 $69,498 Denied (Proposed) 2022 Ask 2022 Allocation Port Stanley Lioness Wine and Cheese Event (ineligible) $5,000 $0 Total ALLOCATIONS: $5,000 $0 Community Services Seed 2022 Ask 2022 Allocation Second Stage Housing $3,000 $1,908 Total COMMUNITY SERVICES(Seed): $3,000 $1,908 Community Services Cultivate 2022 Ask 2022 Allocation Second Stage Housing $10,000 $6,536 STEAM Centre $10,000 $6,313 Multi -Service Centre $3,200 $2,068 4-H Association $2,000 $1,218 Quad County $2,000 $1,203 VON $7,362 $4,648 Total COMMUNITY SERVICES(Cultivate): $34,562 $21,986 Festival and Event Cultivate 2022 Ask 2022 Allocation Aylmer and East Elgin Agricultural Society $10,000 $5,739 Ba ham Beachfest $10,000 $6,547 Ba ham Historical Society — Edisonfest $1,500 $934 C.A.L.I.P.S.O. Port Stanley $10,000 $6,870 Elgin County Plowmen's Association $250 $150 Port Burwell Periscope Playhouse $10,000 $7,113 Port Stanley Festival Theatre $2,940.5 $1,783 Wallacetown Agricultural Society $10,000 $6,224 Shedden Agricultural Society $4,500 $2,546 Rodney Aldborou h Agricultural Society $10,000 $6,224 Elgin -Middlesex VON Seniors Day in the Park $2,500 $1,475 Total FESTIVALS & EVENTS Cultivate : $71,691 $45,604 Si na a Grant 2022 Ask 2022 Allocation No Applications Received $0 $0 Total: $0 $0 Fanshawe College Personal Support Worker PSW Scholarship Warden 2022 Allocation Committed Fanshawe College $500 $500 Total: $500 $500 37 Prugressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Michele Harris, Director of Homes and Seniors Services DATE: January 4, 2022 SUBJECT: Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic THAT the report titled "Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic" dated January 4, 2022 be received and filed; and THAT Council approve the adoption of the "Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic" policy changes. INTRODUCTION: Ministry of Long -Term Care (MLTC) directives provide direction related to COVID-19 immunization and testing (rapid antigen and PCR) for staff, students, support workers, volunteers, residents and essential caregivers/general visitors; and for visiting/absences within Long -Term Care Homes. DISCUSSION: In October 2021 Council approved updates to the Homes Infection Control policy 2.10 "Immunization — Staff COVID-19", 2.23 "Pandemic Prevention and Control — Staff Testing" and Administration policy 1.35 "Visitors and Absences During a Pandemic". The MLTC has issued updated directives and policy regarding long-term care home (LTCH) COVID-19 immunization requirements, rapid antigen testing requirements and visitors and absences in both November 2021 and December 2021. The updated directives have been issued in response to pandemic activity and research; and the potential impact to long-term care home residents to support health and well being of staff, residents and visitors; and include changes related to, but not limited to the following: 38 2 I dose of COVID-19 vaccination requirements for staff, students, support .. _...ers volunteers and visitors • Fourth dose option of COVID-19 vaccination for LTCH residents • Type and number of visitors permitted — e.g. general visitors currently paused • Absences — e.g. social and overnight absences currently paused • Testing requirements — type, frequency The mandated and legislative pandemic measure changes are being implemented within the required timelines across the County of Elgin Homes. FINANCIAL IMPLICATIONS: Although continued gradual uptake was noted in third dose of COVID-19 vaccine staff immunization rates while optional, mandatory third dose immunization of existing staff has a slight potential to impact both the Homes operating budget; and the quality of resident care and services in the County's three long-term care homes. The Homes management team are working to provide support and education to front line staff regarding third dose immunization benefits; and, working closely with the Human Resources department to implement a staffing plan to support any potential staffing impacts, and, to support quality resident care and services. 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. 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. Although the current pause on social absences and general visitors may be challenging for some residents and families, staff of the Homes are working to support virtual visits 39 3 and programs and activities within pandemic measures/guidelines. Communications received to date from residents and families remain supportive of the required COVID- 19 pandemic measures. COMMUNICATION REQUIREMENTS: Updates to the Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic" will be placed on Surge learning for all staff and communicated to resident and family council. CONCLUSION: The Homes "Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic" policy updates align with ministry directives and guidance documents. Staff has developed plans to operationalize and implement the required ministry and legislative directives. All of which is Respectfully Submitted Approved for Submission Michele Harris Julie Gonyou Director of Homes and Seniors Services Chief Administrative Officer .ff o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 PURPOSE: SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 1 of 9 The purpose of this policy is to outline Elgin County Homes expectations and requirements with regards to COVID-19 immunization of staff, student placements, support workers and volunteers. Employers across Canada have a legal obligation under occupational health and safety legislation to provide their employees with safe workplaces and to take all reasonable precautions to protect employees from getting a work -related illness. COVID-19 is an acute respiratory illness caused by the severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2). It may be characterized by fever, cough, shortness of breath, and several other symptoms. Asymptomatic infection is also possible. The risk of severe disease increases with age but is not limited to the elderly and is elevated in those with underlying medical conditions. Achieving high immunization rates in Ontario's long-term care homes through vaccination is part of a range of measures and actions that can help prevent and limit the spread of COVID-19 in homes. Vaccination against COVID-19 helps reduce the number of new cases, and, most importantly, helps to reduce severe outcomes including hospitalizations and death due to COVID-19 in both residents and others who may be present in a long-term care home. High rates of vaccination in our Homes is important to protect all person(s) who live, work and visit our Homes to help reduce the risk of outbreaks and the need to isolate residents. Isolation impacts residents' access to in -person social interaction, activities, and communal dining. The effects of isolation may be greater for residents who have dementia and/or cognitive impairment. Medical experts in Canada and throughout the world have concluded, overwhelmingly, about the outstanding effectiveness of the COVID-19 vaccines in preventing serious illness and hospitalization. There is mounting evidence that vaccines reduce transmission of the virus. Recent data has indicated that the vast majority of new COVID-19 cases are those who are unvaccinated and/or partially vaccinated. Advice from Public Health officials in Canada as well as federal and provincial governments has been to get vaccinated. Protection of our vulnerable residents is of paramount importance and the participation in COVID- 19 vaccination is strongly encouraged for our staff. Given the nature of our work with a vulnerable senior population and our responsibility to ensure a safe workplace for staff, students 41 o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 2 of 9 and volunteers, we have an obligation to ensure that we are protecting everyone in our Homes from COVID-19 infections and therefore are following Ministry of Long -Term Care Directive 43, and, implementing a mandatory COVID-19 policy for anyone engaging in work (staff, students, support workers and volunteers) in our Homes. Mandatory Vaccination Effective November 15, 2021, all staff, student placements, support workers and volunteers who began working or attending the Home on or prior to October 1, 2021 are required to provide proof that they have received at least one dose of a COVID-19 vaccine by November 15, 2021, and proof of all required doses of a COVID-19 vaccine by December 13, 2021, or proof of a valid medical contraindication. Any staff, student placements, support workers and volunteers who began working or attending the Home after October 1, 2021 must show proof of all required doses of COVID- 19 prior to entering the Home to work, train or volunteer. Effective December 31, 2021 all staff, support workers, student placements or volunteers who attends the home for the purposes of working, undertaking a student placement, or volunteering, are required to have a third dose as follows: a. Staff, support workers, student placements, and volunteers who are eligible for a third dose prior to January 1, 2022 must meet the applicable requirements set out in section 2 by January 28, 2022; b. Staff, support workers, student placements, and volunteers who are eligible for a third dose on or after January 1, 2022 must meet the applicable requirements set out in section 2 by March 14, 2022. Individuals who choose not to show proof of vaccination or valid medical contraindication will not be permitted to enter the Home to work, train or volunteer. In partnership with Southwestern Public Health, Elgin County Homes will provide support for COVID-19 vaccination to staff members as protection for residents and staff, and to ensure appropriate staffing availability for resident care. WIA o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 APPLICATION OF THE POLICY: SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 3 of 9 Regardless of how often they are at the long-term care home and how much time they spend there, this policy applies to: • workers (including employees, persons on contract), and people employed by an employment agency or other third party • students on an educational placement at the home • volunteers • support workers (Support workers attending the Home for emergency or palliative situations, to provide timely medical care or for the purposes of making a delivery are not required to provide proof of vaccination prior to entering the Home) • any corporate internal support department staff (e.g. Human Resources, IT, etc.) working in or providing services to the Long -Term Care Homes. For the purposes of this Policy, an individual is considered fully immunized against COVID-19 if they have received: • the full series of a COVID-19 vaccine authorized by Health Canada, or any combination of such vaccines, • one or two doses of a COVID-19 mRNA vaccine not authorized by Health Canada, followed by one dose of a COVID-19 mRNA vaccine authorized by Health Canada, or • three doses of a COVID-19 vaccine not authorized by Health Canada, • and, a third dose of a COVID-19 vaccine authorized by Health Canada if eligible for a third dose. In addition, requirements related to a third dose do not apply to general visitors or to staff, students, volunteers or support workers under the age of 18 N. B. Eligible for a third dose is defined in the Ministry of Health's COVID-19 Vaccine Third Dose Recommendations guidance. Please be advised that the definition of fully vaccinated will be amended to include the requirement for additional doses or booster shots as recommended and approved by Health Canada; and, as directed by the Ministry of Long -Term Care. 43 o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 4 of 9 Notwithstanding that an individual is fully vaccinated, they are still required to adhere to applicable testing and personal protective equipment, or other such requirements mandated by ministry, public health authorities and/or County of Elgin Homes. If, and when, new or amended government directives are issued or alternatives to vaccinations are developed and then approved for use by Health Canada as being effective to protect individuals against COVID-19 (e.g. oral antiviral medications, etc.) this policy shall be reviewed and revised/updated as appropriate. PROCEDURE: Mandatory COVID-19 Immunization Requirements — Existing Staff, Students, Su port Workers and Volunteers It is important that all person(s) have the required information/education to make an informed decision about whether to receive a COVID-19 vaccine. In order to ensure that all person(s) subject to this policy are adequately educated about this policy, COVID-19 and the COVID-19 vaccine(s), educational materials/resources will be available and promoted within the Homes. • All staff, students, support workers and volunteers are required to be fully vaccinated (subject only to legitimate established exemptions of a medical nature). All employees are required to complete vaccination and submit acceptable written proof of being fully vaccinated to the Manager of Resident Care. The Manager of Resident Care will update the Vaccination Status portal for all Home staff and forward any medical exemption requests (that include the effective time period for the medical exemption) to Human Resources. • The enhanced vaccine certificate with a QR code as well as existing vaccine receipts are considered valid proof of vaccination. Starting January 4, 2022, all individuals will be required to use a QR code as valid proof of vaccination. The QR code can be used digitally or by printing a paper copy. Individuals who previously provided proof of vaccination are not required under the Directive to re -submit proof of vaccination, o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 5 of 9 however, a licensee may require an individual confirm proof of vaccination using the enhanced vaccine certificate / QR code. • Notwithstanding that an employee is fully vaccinated, they are still required to adhere to applicable testing and personal protective equipment requirements mandated by Public Health, MLTC Directive 43 and in accordance with County of Elgin Homes policy. Where an existing staff member, student, support worker or volunteer cannot be vaccinated due to a legitimate established medical reason (as approved by the Human Resources department), County of Elgin Human Resources department and Homes management will work with the individual to accommodate pursuant to the organizational accommodation policy and procedure. To best meet the health and safety requirements of the individual, the exempt individual will be required to: • Wear appropriate personal protective equipment (PPE) — including, but not limited to, mask and face shield/protective eyewear even after such precautions are no longer mandated by applicable public health authorities; and, • Submit to daily (every shift) rapid antigen COVID-19 testing, even after such precautions are no longer mandated by applicable public health authorities • These precautions will be required until the employee provides evidence to the Manager of Resident Care that they are fully vaccinated. In accordance with Elgin County Homes and Human Resources policies, collective agreements and applicable legislation and directives, failure to meet the above mandated requirements shall result in staff, student, volunteer access to the Home being removed and, staff to be placed on an unpaid leave, until such time as the mandated requirements are met. • Additionally, exempt persons who fail to adhere and/or comply with any of the measures outlined above will be placed on unpaid leave until they comply. • The Home will reimburse the staff member for such expense incurred in obtaining and providing written proof of medical exemption by a physician and/or Registered Nurse in extended class. If the effective time period of a medical reason provided has expired, 45 o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 6 of 9 Elgin County Homes management shall ensure, within 10 days of the medical reason expiring, that the individual provides proof of vaccination. Starting January 10, 2022, those with medical exemptions will be required to use a QR code to provide proof of a valid medical exemption. To obtain an enhanced vaccine certificate with QR code, individuals who have an eligible medical exemption must ask an Ontario physician or registered nurse in the extended class to submit their exemption directly to the public health unit where the issuer's practice is located. Once an individual's exemption is reviewed and entered into COVaxON by the public health unit, individuals will be able to access their enhanced vaccine certificate with QR code through the COVID-19 vaccination portal. • Medical exemptions issued outside of Ontario are not eligible for an enhanced vaccine certificate. Individuals who previously provided proof of a valid medical exemption are not required under the directive to resubmit proof of a medical exemption, however a licensee may require an individual confirm proof of medical exemption using the enhanced vaccine certificate / QR code. The Educational program is mandatory for all staff, students and volunteers that provide written proof of approved medical exemption for COVID-19 vaccination. The educational program will be available to all persons to support informed decision making related to COVID-19 vaccination and will include the following: a. How COVID-19 vaccines work b. Vaccine safety related to the development of the COVID-19 vaccines c. The benefits of vaccination against COVID-19 d. Risks of not being vaccinated against COVID-19 e. Possible side effects of COVID-19 vaccination • While we will respect staff, students, support workers and volunteer's decision about vaccination, we strongly encourage all person(s) working in, or otherwise attending, our Homes to help protect everyone by getting vaccinated. Me o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 7 of 9 • Elgin County Homes are committed to supporting access to vaccination. As such, on -site COVID-19 vaccination clinic(s), where sanctioned by the Homes Medical Director and/or Southwestern Public Health (Medial Officer of Health) through a signed medical directive, will be provided for staff members who have provided informed consent. The nurse giving the injections may administer the COVID-19 vaccine to eligible County of Elgin staff members according to the applicable manufacturer's instructions after performing a health assessment, reviewing contraindications and receiving informed consent. Adrenaline 1:1000 IU 1 ml will be available on the injection tray in case of adverse reaction. Registered staff to understand and be able to apply the medical directive for dosage of Adrenaline prior to vaccination. A list of immunized staff will be compiled in each Home by the Manager of Resident Care. • Staff members who receive their vaccine at the Home will be recorded on the list of immunized staff members in each Home. A record of immunization will be provided by the Home. Mandatory Vaccination — New Hires, Student Placements, Support Workers and Volunteers • New student placements, volunteers, support workers and staff members hired after July 1, 2021, will, prior to commencement of placement/work, be required to be provide proof of full COVID-19 vaccine administration, or provide written proof of a valid medical reason, provided by either a physician or registered nurse in the extended class, that sets out: a. that the person cannot be vaccinated against COVID-19 or cannot receive a subsequent dose of a covid-19 vaccine; and b. the effective time period for the medical reason; and they c. Must comply with all PPE and rapid antigen testing requirements as outlined above 47 o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 COMPLIANCE SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 8 of 9 1. Employees who refuse to adhere and/or comply with any of the measures outlined above will be excluded from work without pay until they are able to fulfill the requirements of this policy. 2. New hires, students, support workers, volunteers, independent operators and individuals employed by an employment agency or third -parry provider who refuse to adhere and/or comply with any of the measures outlined above will be denied further access to the Home and as applicable their placement will cease. Policy updates shall be communicated to all existing staff (including, but not limited to, Surge learning), student placements, support workers, and volunteers, and a copy of the policy shall be made available to residents and families. • Elgin County Homes shall comply with all statistical information collection and disclose in aggregate form (without any identifying information) to Ministry of Long -Term Care as set out by the ministry. References/Resources: • MLTC Minister's Directive: Long- Term Care Home COVID-19 Immunization Policy, December 16, 2021 & December 31, 2021 • MLTC Resource Guide Minister's Directive: Long- Term Care Home COVID-19 Immunization Policy Version 9, December 16, 2021 • Directive 43, COVID-19 Guidance Document for LTCHs, and Rapid Testing Merged FAQs, December 16, 2021 • About COVID-19 Vaccines (Ontario Ministry of Health) • COVID-19 Vaccine Information Sheet (Ontario Ministry of Health) • **bilingual* *Building Confidence in Vaccines [English] and Accroitre la confiance a 1'6gard des vaccins [French] (Public Health Ontario) • Communicating effectively about immunization: Canadian Immunization Guide (Government of Canada) o"Woopfdl�bllr,. Y t�� �wxiuna�p drr xn�im,v�w HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.10 DEPARTMENT: Infection Control APPROVAL DATE: June 2021 REVISION DATE: January 2022 SUBJECT: Immunization Staff COVID-19 REVISION DATE: September 2021; October 2021 Page 9 of 9 • "multilingual" Coronavirus disease (COVID-19): Awareness resources (Government of Canada) • COVID-19 Info (Immunize Canada) • "bilingual" COVID-19 vaccines and workplace health and safety: Learn how COVID- 19covid 19 vaccines help protect you and make your workplace safer [English] and Les vaccins contre la COVID-19 et la sante et la securite au travail: Decouvrez comment les vaccins contre la COVID-19covid 19 contribuent a vous proteger et a rendre votre lieu de travail plus securitaire [French] (Ontario Ministry of Labour, Training and Skills Development) • COVID-19: Vaccines I Centre for Effective Practice - Digital Tools (Centre for Effective Practice) • COVID-19 Vaccines Explained (World Health Organization) • "multilingual" COVID-19: Vaccine Resources and in American Sign Language (City of Toronto) • "multilingual" Documents multilingues sur la vaccination contre la COVID-19 (Alliance des communautes culturelles pour 1'egalite dans la sante et les services sociaux) • Gashkiwidoon toolkit: covid-19 vaccine implementation (Indigenous Primary Health Care Council) • "multilingual" LTC COVID-19 Vaccine Promotion Toolkit (Ministry of Long -Term Care) • Ontario's doctors answer COVID-19 vaccine questions (Ontario Medical Association) • Tools to Boost Vaccine Confidence in LTC Teams (Ontario Centres for Learning, Research and Innovation in Long -Term Care) • Updates on COVID-19 (National Collaborating Centre for Indigenous Health) i • arf�wnnUllyl ' U1 � ,Ln m. HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.23 DEPARTMENT: Infection Control APPROVAL DATE: July 2020 REVIEW DATE: December 2021 PURPOSE: SUBJECT: Pandemic Prevention and Control Staff Testing e.g. COVID-19 REVISION DATE: March 2021; October 2021 Page 1 of 5 The health and safety of workers is a priority at all times, especially during a pandemic (e.g. COVID-19 coronavirus). This priority includes protecting staff from exposure to infectious diseases at work. To provide a safe environment for both staff and residents, all staff shall be tested as directed by Ontario Health and/or Ministry of Long -Term Care and any other applicable legislative authority. Testing of staff is key during a pandemic, as the sooner cases can be identified, the better positioned health care organizations are to contain them, and, ultimately save lives of staff, residents and their families. PROCEDURE: 1. Elgin County Homes will follow the direction and recommendations of Ontario Health, Ministry of Long -Term Care and other applicable legislative authorities in regards to the testing of staff (frontline workers, management, food service workers, contracted workers, etc.). Testing will be as directed by the ministry and/or Ontario Health and may include the following: rapid antigen testing, PCR testing. 2. Information provided by Ontario Health and/or Ministry of Long -Term Care and any other applicable legislative authority regarding staff testing requirements, and this policy, will be made available in the workplace. Education regarding the occupational expectation and requirements of this policy will be provided upon implementation, time of hire, annually, and as required (e.g. with changes in directives). 4. Where feasible, on -site testing will be made available; otherwise Elgin County Homes will identify alternative approaches (e.g. local assessment centres, etc.) to support required testing. 50 ,uf�wnnUllyl , U1 ,Ln m. HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.23 DEPARTMENT: Infection Control APPROVAL DATE: July 2020 REVIEW DATE: December 2021 SUBJECT: Pandemic Prevention and Control Staff Testing e.g. COVID-19 REVISION DATE: March 2021; October 2021 Page 2 of 5 5. Staff testing during a pandemic is mandatory. 6. Specific requirements related to intervals of testing will be as per Ontario Health and/or Ministry of Long -Term Care and any other applicable legislative authority direction; and, will be communicated to staff upon notification to the licensee. 7. All new hires, and staff members returning to work after an absence (maternity/parental leave, short term disability or long-term disability, etc.) should be tested as per ministry and/or Ontario Health/public health directive(s) prior to their start/return to work date to ensure the safety of both their colleagues and residents. 8. If required, long-term care Home staff may get PCR tested at any assessment centre. A long-term care home specific requisition (assigned staff investigation number INV) may be required for each test. 9. The clinician (physician, nurse practitioner, paramedic, registered nurse or registered practical nurse) performing the test is required to obtain consent from the staff member. 10. Any positive test results will be sent to the local public health unit for case management. Local public health units will notify the long-term care (LTC) home of any positive results. 11. If an employer is advised that a worker has tested positive due to exposure at the workplace, or that a claim has been filed with the workplace safety and insurance board (WSIB), the employer is required to give notice in writing within four (4) days to: a. The Ministry of Labour, Training and Skills Development b. The workplace Joint Health and Safety Committee or a health and safety worker representative c. The worker's trade union (if applicable) Additionally, the employer must report any instances of occupationally acquired illnesses to WSIB within three (3) days of receiving notification of said illness. 51 arf�wnnUllyl ' U1 � ,Ln m. HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.23 DEPARTMENT: Infection Control APPROVAL DATE: July 2020 REVIEW DATE: December 2021 SUBJECT: Pandemic Prevention and Control Staff Testing e.g. COVID-19 REVISION DATE: March 2021; October 2021 Page 3 of 5 12. The health and safety of workers is a top concern during a pandemic. Testing results help employers protect both staff and residents from exposure to infectious diseases while on the job. Homes are required to implement policies and procedures, including those related to staff refusal, in order to protect the health and safety of staff and residents. 13. Testing is conducted at a point in time as directed by Ontario Health and/or Ministry of Long -Term Care and any other applicable legislative authority. In the case of COVID-19, existing literature indicates that the incubation period (the time from exposure to development of symptoms) ranges from 2-14 days. Retesting is necessary because the virus may not be detectable when the person was originally tested. In addition, the person may have come into contact with an infected person (who was symptomatic or asymptomatic) to the virus in the time after the earlier test. 14. Where possible, LTC homes are to keep statistical information regarding the number of staff tested and the dates on which testing was conducted. 15. Staff members who refuse to be tested are required to meet with the Administrator, departmental manager, and union (if applicable). The meeting will include education regarding the purpose of staff testing, directives and staff informing the employer of the reason(s) for refusal and discussion regarding next steps. The meeting will be documented and a letter outlining the discussion details provided to the staff member. 16. If a staff member continues to refuse testing following the meeting, the staff member will be provided with the following direction: a. If citing medical reasons, the staff member is to contact their attending physician and schedule an appointment within seven (7) days to determine potential options to support the required testing (e.g. medication, alternate testing options, etc.) Supporting documentation will be provided by the employer for the Physician. b. Staff member must receive testing within the directed timeframe 52 arf�wnnUllyl ' U1 � ,Ln m. HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.23 DEPARTMENT: Infection Control APPROVAL DATE: July 2020 REVIEW DATE: December 2021 SUBJECT: Pandemic Prevention and Control Staff Testing e.g. COVID-19 REVISION DATE: March 2021; October 2021 Page 4 of 5 c. Failure to receive testing within the directed timeframe, or provide substantiation that is acceptable to the employer, will result in the following: i. Staff member will not be permitted to work until the staff member receives testing (and provides evidence of testing) within the required timelines; ii. Staff member will be placed on an unpaid leave of absence; iii. Disciplinary action as deemed appropriate by the employer, up to and including termination (may be deemed position abandonment) 17. Pregnancy is not considered a contraindication for testing. 18. When a pandemic outbreak in a long-term care home is confirmed by the Medical Officer of Health (MOH), all applicable staff will be required to be tested as directed by the MOH and public health. 19. The choice of test should be a clinical decision to be made by the health care provider. Testing measures may include, but not limited to: a. Nasopharyngeal (NP) swab is the best choice for testing and provides the most accurate results. b. Deep nasal swabs c. Anterior nasal swabs d. Throat swabs References: 1. Ministry ofLong- Term Care July 16, 2020 "CO VID-19 Testing for Long -Term Care Home Staff' 2. Ontario Health "COVID-19 Surveillance Testing -Frequently Asked Questions Regarding Long -Term Care Homes Staff Testing 3. Ministry ofHealth COVID-19 Guidance: Considerations for Antigen Point -of -Care Testing, Version 4, March 19, 2021 53 arf�'(01y6 ' U1 ,Ln m. HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 2.23 DEPARTMENT: Infection Control APPROVAL DATE: July 2020 REVIEW DATE: December 2021 SUBJECT: Pandemic Prevention and Control Staff Testing e.g. COVID-19 REVISION DATE: March 2021; October 2021 Page 5 of 5 4. Minister's Directive: COVID-19: Long -Term Care Home Surveillance Testing and Access to Homes, October 15, 2021 S. Ministry ofLong-Term Care Directive #3, COVID-19 Guidance Document for LTCHs, and Rapid Testing Merged FAQs, December 16, 2021 54 arf�wnnUllyl ' U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 POLICY: SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 1 of 12 During a pandemic (e.g. COVID-19), visits to the Home, and absences from the Home, will be guided by ministry directives (e.g. COVID-19 Directive 43), Long -Term Care Home Act, 2007 and related legislation, and local/regional public health unit guidance (including consideration to local disease transmission and activity). PURPOSE: To provide opportunities for visitors to attend the Home, and residents to leave the Home, as permitted, while ensuring the safety of residents and staff during a pandemic. Guiding Principles: This policy is guided by the following principles: • Safety — Any approach to visiting must balance the health and safety needs of residents, staff, and visitors, and ensure risks are mitigated. • Emotional Well -Being — Allowing visitors is intended to support the emotional well- being of residents by reducing any potential negative impacts related to social isolation. • Equitable Access — All residents must be given equitable access to receive visitors, consistent with their preferences and within reasonable restrictions that safeguard residents. • Flexibility — The physical/infrastructure characteristics of the home, its staffing availability, whether the home is in an outbreak and the current status of the home with respect to personal protective equipment (PPE) are all variables considered in the development of this policy. • Equality — Residents have the right to choose their visitors. In addition, residents and/or their substitute decision -makers have the right to designate caregivers. Visitors should consider their personal health and susceptibility to the virus in determining whether visiting a LTC home is appropriate. Further, Homes will maintain a list of visitors that is available for staff to access. 55 ,uf�'(01y6 , U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 PROCEDURE: 1. Short Stay Absence Guidelines: SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 2 of 12 • Essential medical or compassionate absences are permitted. Rapid testing, PCR testing and isolation will be as per ministry/legislative requirements and/or public health direction • Effective December 28, 2021, day absences for social purposes will not be permitted, regardless of vaccination status. The following highlighted measures are on hold while day absences for social purposes are temporarily suspended: • Fully vaccinated residents may leave the Home's property for a short stay absence for social reasons • Does not include overnight stay, with the exception of a single -night emergency room visit • The Home requests that short stay absences be communicated to the Home in advance of the absence. For a risk assessment to be completed, it is recommended/encouraged this communication include the nature of the absence, the date of the absence, duration, the location(s) where the resident will be going; and the individuals the resident will be interacting with, including vaccination status • If the planned absence is deemed to put the resident at risk for exposure, the family member/friend will be asked to make alternative arrangements for the short stay absence • For those residents capable of making their own decisions regarding a short stay absence, the resident must agree to the absence • All family members or friends must self -screen for COVID-19 symptoms prior to picking up the resident. If family members/friends fail the self -screen, the outing must be rescheduled • It is recommended/encouraged that resident social absences are limited to those with fully vaccinated attendees • Family member(s)/friend(s) arriving at the Home will be actively screened and rapid antigen tested prior to the commencement of a short stay absence • Once the family member(s)/friend(s) have passed active screening and rapid testing, the resident will be brought to the front entrance/lobby by Home staff/the visitor • Resident must pass active screening prior to leaving the Home for a short stay absence arf�wnnUllyl ' U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 3 of 12 • Resident must be provided with a medical mask to be worn at all times when outside of the home (if tolerated) • Medications provided as per pharmacy leave of absence policy • Residents, family and friends are to be reminded about the importance of public health measures including physical distancing, hand hygiene, mask etiquette, respiratory etiquette, social circles, indoor capacity limits, etc. • Upon return to the home, the resident must be actively screened but is not required to self -isolate (unless any high -risk activity/symptoms/known exposure during short stay absence) • Effective December 17, 2021, any resident returning from a social, medical, compassionate absence will be required to complete rapid testing, PCR testing and isolation as per ministry/legislative requirements and/or public health direction • Any care packages/items returned with the resident must follow guidelines — i.e. no homemade food, fresh fruit or vegetables; and, all items must be presented to the screener for disinfection, etc. • The Home reserves the right to cancel any future requests for short stay absences should it be deemed that the resident and/or the responsible family member are not following public health/ministry standards which potentially puts the resident at risk for exposure • Short stay absences will be cancelled in the event of an outbreak at the Home and/or as per ministry/public health direction 2. Temporary Absence Guidelines: • Effective December 17, 2021, overnight absences for social purposes are suspended, based on the advice of the Chief Medical Officer of Health and community transmission. Exception for essential, medical or compassionate absences • Residents returning from essential, medical or compassionate absences will follow all applicable screening, testing and isolation requirements • Residents who wish to leave the Home for the holidays or due to COVID-19 may be temporarily discharged and are required to follow the re -admission protocol in order to return at a Later date The following highlighted measures are on hold while overnight social absences are temporarily suspended: 57 ,uf�wnnUllyl , U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 4 of 12 • Residents may leave the Home's property for a temporary absence (one or more nights) for personal reasons Temporary absences must be pre-arranged/scheduled at least 5 days in advance of the absence; and must include the nature of the absence, the date of departure, duration, location(s) where the resident will be going; and the individuals the resident will be interacting with Medications provided as per pharmacy leave of absence policy Homes management (Manager of Resident Care/designate) must review and approve all temporary absences based on a case by case risk assessment considering, but not limited to, the following: o The Home's ability to support applicable self -isolation upon the resident's return o Local disease transmission and activity o The risk associated with the planned activities that will be undertaken by the resident while out of the Home o The resident's ability to comply with local and provincial policies/bylaws • If the Home denies a temporary absence request, the Home will communicate to the resident/substitute decision maker in writing, including the rationale for the decision • For those residents capable of making their own decisions regarding a temporary absence, the resident must agree to the absence, and the applicable self -isolation upon return to the Home • All family members or friends must self -screen for COVID-19 symptoms prior to picking up the resident. If family members/friends fail the self -screen, the outing must be rescheduled • Any individual who is unable to show proof of vaccination and is taking the resident out will be required to participate in rapid antigen testing with a negative result prior to the outing. • Resident must pass active screening prior to leaving the Home for a temporary absence • Resident must be provided with a medical mask to be worn at all times when outside of the home (if tolerated). Family members will be required to provide additional personal protective equipment as required during the temporary absence • Residents, family and friends are to be reminded about the importance of public health measures including physical distancing, hand hygiene, mask etiquette, respiratory etiquette, social circles, etc. • Upon return to the home, the resident must be actively screened and the resident will be required to self -isolate for the applicable timeframe 58 arf�wnnUllyl ' U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 5 of 12 • The resident will be required to be tested for COVID-19 as per ministry directives/public health guidelines, upon return from the temporary absence (or upon return to the Home if the resident is symptomatic/known exposure during temporary absence) • Any care packages/items returned with the resident must follow guidelines — i.e. no homemade food, fresh fruit or vegetables; and, all items must be presented to the screener for disinfection, etc. • The Home reserves the right to cancel any future requests for temporary absences should it be deemed that the resident and/or the responsible family member are not following public health/ministry standards which potentially puts the resident at risk for exposure • Temporary absences will be cancelled in the event of an outbreak at the Home and/or as per ministry/public health direction 3. Visiting Guidelines: • Effective December 28, 2021, general visitors, regardless of vaccination status, are not permitted entry to the Home, indoors or outdoors • Essential caregivers who are not fully vaccinated are not permitted entry (exception for palliative, medically exempted) • Maximum number of essential caregivers is 2/resident at a time, including for outdoor visits (exception for palliative residents for which there are no limits to caregiver visitors). • First dose of vaccination for current essential caregivers is required by December 20, 2021, and all required doses by February 21, 2021. During this time, current, partially or unvaccinated essential caregivers are restricted to resident rooms • Caregivers who are eligible for a third dose on or before December 31, 2021 must meet the applicable requirements set out in section 2 by January 28, 2022. Up to January 28, 2022, these caregivers may enter the home with two doses. • Caregivers who are eligible for a third dose on or after January 1, 2022 must meet the applicable requirements set out in section 2 by February 21, 2022 for second dose and May 23, 2022 for third dose. From January 1, 2022 to February 20, 2022, these caregivers may enter the home with one dose, and between February 21, 2022 to May 23, 2022, these caregivers may enter the home with two doses, or in both instances with a valid medical contraindication. • Proof of vaccination is required — the QR code can be used digitally or by printing a paper copy. Those with medical exemptions will also be required to have a QR code. Until that time, homes can continue accepting vaccination proof by QR code or using the 59 ,uf�wnnUllyl , U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 6 of 12 receipt provided at the time of vaccination. Medical exemptions issued outside of Ontario are not eligible for an enhanced vaccine certificate., • Caregivers who are entering the Home to visit a resident receiving end of life care will be permitted to enter the Home regardless of vaccination status. • Eating and drinking by visitors on site is not currently permitted • Visits will be made available according to local/regional public health and provincial ministry guidelines/direction and will be offered equitably to all residents • Types of visits, when permitted, may include: virtual and indoor; window and outdoor (where feasible), • Visitor limits will be as directed by Ministry directives/public health direction • Homes have the discretion to determine where visits may be held (e.g. dedicated outdoor area, inside the resident's room, specified indoor area, etc.). In determining the location of visits, Homes will consider: o Staffing capacity for transferring residents into and out of the visiting location, and escorting visitors to the visiting location o Space available in the location for physical distancing o Weather forecast and resident status • Signage will be posted indicating maximum room/area capacity • Visitors are to visit one resident only and are not to interact with other residents/visitors of the Home • Visitors are provided with Infection Prevention and Control (IPAC) education on hand hygiene, physical distancing, number of visitors permitted, mask etiquette, personal protective equipment • Visitors will be provided guidance related to movement throughout the Home; which may include staff escort to and from designated visit area(s) • Visitor washrooms are for emergency use only; and will be designated • Homes are not required to supervise visits but have the discretion to do so in order to manage health and safety during visits • Any supervision of visits should respect the resident's right to communicate in confidence, receive visitors of their choice (within ministry vaccination/other directives) and consult in private with any person without interference • Whereas general visitors are permitted, Homes have the discretion to require visits by general visitors to be: o Scheduled in advance We ,uf�wnnUllyl , U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 7 of 12 o Limited in time, provided the visit is at least 30 minutes, starting from the time the visitor and resident have arrived in the visiting area o Limited in frequency, provided a resident receives at least one visit per week o In any appropriate area of the Home (e.g. dedicated outdoor area, resident room, specified indoor area, etc.) Homes have discretion to manage visits as appropriate to balance the safety of residents, staff, and visitors with the needs of the Home and its residents As each visitor type is permitted access, all visitors to the Home (general, support, essential caregivers, etc.) must pass the screening upon entry to the Home; and, as applicable, must pass ministry/public health testing requirements/timelines (i.e. rapid antigen testing, PCR testing, etc.) and vaccination requirements Non -adherence by Visitors: • The following are procedures for responding to non -adherence by visitors in the Home: o Support visitors in understanding and adhering to the Home's visitor policy o Recognize visits as critical to supporting a resident's care needs and emotional well-being o Consider the impact of discontinuing visits on the resident's clinical and emotional well-being o Reflect and be proportionate to the severity of the non -adherence o Where the Home ends a visit or temporarily prohibits a visitor, specifies any education/training the visitor may need to complete before visiting the Home again o Protect residents, staff and visitors in the Home from the risk of COVID-19 Ending a Visit • Homes may end a visit after repeated non -adherence, provided: o Home has explained the applicable requirement to the visitor o The visitor has been given sufficient time and resources to adhere to the requirement (e.g. there is sufficient space to physically distance) Temporarily Prohibiting a Visitor • Homes have the discretion to temporarily prohibit a visitor in response to repeated and flagrant non -adherence with the Home's visitor policy. In exercising this discretion, Homes should consider whether the non -adherence: 61 ,uf�wnnUllyl , U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 8 of 12 o Can be resolved successfully by explaining and demonstrating how the visitor can adhere to the requirements o Is within requirements that align with instruction in Directive 43 and guidance in this policy o Negatively impacts the health and safety of residents, staff and other visitors in the home o Is demonstrated continuously by the visitor over multiple visits o Is by a visitor whose previous visits have been ended by the home Anv decision to temporarily brohibit a visitor should o Be made only after all other reasonable efforts to maintain safety during visits have been exhausted o Stipulate a reasonable length of the prohibition o Clearly identify what requirements the visitor should meet before resuming visits (e.g. reviewing the Home's visitor policy, reviewing Public Health Ontario resources, etc.) o Be documented by the Home Where the Home has temporarily prohibited a caregiver, the resident and/or their SDM may need to designate an alternate individual as caregiver to help meet the resident's care needs. • Essential visitors o Essential visitors defined as including a person performing essential support services (e.g. food delivery, inspector, maintenance, or health care services (e.g. phlebotomy) or a person visiting a very ill or palliative resident o Essential visitors include support workers and caregivers. However, an essential visitor does not need to be a support worker or caregiver, as long as they meet the definition o Suport worker is a type of essential visitor who is visiting to perform essential support services for the Home or for a resident at the Home (physicians, nurse practitioners, maintenance workers or a person delivering food, provided they are not staff of the Home as defined within the Long -Term Care Home Act) o Caregiver is a type of essential visitor who is ■ Designated by the resident and/or their substitute decision maker; and .: ,uf�wnnUllyl , U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 9 of 12 ■ Visiting to provide direct care to the resident (e.g. supporting feeding, mobility, personal hygiene, cognitive stimulation, communication, meaningful connection and assistance in decision making) ■ Examples of caregivers include family members who provide meaningful connection, a privately hired caregiver, paid companions and translators o The ministry is limiting the number of caregivers a resident may designate at a time to two (2) unless designation for more than 2 was in place before December 15, 2021 o Caregivers must be at least 18 years of age o The decision to designate an individual as a caregiver is entirely the decision of the resident and/or their substitute decision -maker (SDM) o Caregiver designations must be requested in writing and will be documented o A resident and/or their SDM may change a designation in response to a change in the resident's care needs that is reflected in the plan of care; availability of a designated caregiver, either temporary (e.g. illness) or permanent. Such changes in designation shall be for urgent needs/reasons and shall be approved by a manager of the Home o The Home should ensure there is the ability for adequate physical distancing between groups and persons (as required) and that public health measures are being followed o One essential visitor may be permitted if the Home is in outbreak, or, the resident is self -isolating or symptomatic pending the direction of local public health o Where a support person requires immediate access to the Home in an emergency situation, the Home does not need to ask for a verbal attestation for a negative COVID-19 test result or vaccination status o Homes are responsible for providing surgical/procedure masks, gloves, gowns, and eye protection (i.e. Face shield or goggles) for essential visitors as required • General Visitors o Where permitted by ministry directives, a general visitor is a person who is not an essential visitor and is visiting: ■ To provide non -essential services, who may or may not be hired by the Home or the resident and/or their substitute decision -maker; and/or ■ For social reasons (e.g. family member or friends) that the resident or their substitute decision -maker assess as different from direct care, including 63 arf�wnnUllyl ' U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 10 of 12 care related to cognitive stimulation, meaningful connection, and relational continuity o The Home should ensure there is the ability for adequate physical distancing between groups and persons (as required) and that public health measures are being followed. o General visitors younger than 14 years of age should be accompanied by an adult o General visitors are not permitted if the Home is in outbreak or the resident is self -isolating or symptomatic or when ministry directives limit access of general visitors to the Home • Prior to visiting any resident for the first time, monthly, and as required/identified, the Home will provide training to caregivers that addresses how to safely provide direct care, including putting on and taking off required personal protective equipment (PPE) and hand hygiene • Homes may not require a person visiting an ill or palliative resident to verbally attest to a negative COVID-19 test result given the urgency of the situation • Homes are responsible for providing surgical/procedure masks for general visitors for indoor visits • General visitors are responsible for bringing their own cloth mask or face covering for outdoor visits Screening Measures for Visitors Measures Applicable To Active screening on entry for symptoms All types of visitors, including short stay and exposures for COVID-19, including and temporary absences when permitted temperature checks Attest to not be experiencing any of the All types of visitors, including short stay typical and atypical symptoms and temporary absences when permitted Provide evidence and/or consent to required Support workers pandemic related testing (e.g. rapid antigen, Caregivers etc.) to the Home that they have tested General visitors visiting indoors when negative for COVID-19 within the required permitted ministry directives/public health guidelines Individual picking resident up for short and, not subsequently tested positive stay and temporary absences when ,uf�'(01y6 , U1 H,L1 m. HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 11 of 12 ermitted Verbally attest that, in the last 14 days, they Caregivers have not visited another home in an General visitors — indoor and outdoor outbreak or a resident who is self -isolating Individual picking resident up for short or symptomatic stay and temporary absences Prior to visiting any resident for the first All types of visitors; including individuals time, and at least once every month taking resident out for short stay and thereafter, verbally attest to the Home that temporary absences they have read/re-read the Home's visitor policy • Education • Public Health Ontario resources should be made available as education on Infection Prevention and Control (IPAC) and Personal Protective Equipment (PPE) as follows: Caregivers General Visitors Document: Recommended steps: Putting on PPE Document: Recommended steps: Putting on PPE Video: Putting on Full PPE Video: Putting on One -Piece Facial Protection Video: Taking off Full PPE Video: Taking off One -Piece Facial Protection Video: How to Hand Wash I Video: How to Hand Wash References: 1. Ministry of Long -Term Care: "Resuming Visits in Long -Term Care Homes" Released September 2, 2020 2. COVID-19 Directive 43 for Long -Term Care Homes under the Long -Term Care Homes Act, 2007; Date of Issuance: August 28, 2020 and December 7, 2020 65 ,uf�'(01y6 , U1 HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: 1.35 DEPARTMENT: Administration APPROVAL DATE: September 2020 2021; January 2022 SUBJECT: Visitors and Resident Absences During a Pandemic REVISION DATE: February 2021; October Page 12 of 12 3. Directive 43, COVID-19 Guidance Document for LTCHs, and Rapid Testing Merged FAQs December 16, 2021 4. COVID-19 Guidance Document for LTCHs in Ontario, September 3, 2021 5. Resource Guide Minister's Directive Long -Term Care Home COVID-19 Immunization Policy, Version 9.0 December 16, 2021 6. Minister's Directive: Long-term care home COVID-19 Immunization policy, December 15, 2021 & December 31, 2021 7. Minister's Directive: COVID-19 Long -Term Care Home Surveillance Testing and Access to Homes, December 17, 2021 8. Key Messages to Support Residents and Families Temporary Enhanced Measures in LTC Homes, December 14, 2021 & December 31, 2021 9. Long -Term Care Home Visitor, Absences & Social Gatherings Snapshot, December 17, 2021 10. COVID-19 Safety Measures for Absences, December 17, 2021 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: January 5, 2022 Prug1ressive by Nature SUBJECT: Elgin County Library Policy Revision — "Displays, Bulletin Boards and Petitions" RECOMMENDATIONS: THAT the report titled "Elgin County Library Policy Revision — Displays, Bulletin Boards and Petitions" from the Director of Community and Cultural Services dated January 5, 2022 be received and filed; and, THAT the policy "Displays, Bulletin Boards and Petitions" attached to this report as Appendix A be hereby adopted. INTRODUCTION: This report recommends revisions to Elgin County Library's policy for "Displays, Bulletin Boards and Petitions" as part of an on -going review of library policies. DISCUSSION: Attached to this report as Appendix A is an update to the library's policy on displays, bulletin boards and petitions within library branches. This policy governs the types of materials and information that is appropriate for public display and dissemination within library branches. The following are highlights of recommended updates since this policy was first adopted in 2009 which are also reflected in red text: More explicit wording to make it clear that information displayed does not imply direct endorsement by the library. Clarification that the library will not distribute fundraising materials or engage in fundraising activity for external agencies unless specifically endorsed by Elgin County Council. Integration of terms from Council approved policies regarding "Code of Conduct for Elgin County Library Patrons" and "Use of County and Library Resources During an Election Campaign". FINANCIAL IMPLICATIONS: Not applicable. 67 2 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: Not applicable. COMMUNICATION REQUIREMENTS: Not applicable. 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 library's supervisory team played a leading role in these revisions which included a comprehensive review of policies used by other library systems. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved for Submission Julie Gonyou Chief Administrative Officer 3 EXTON, • Subject: Displays, Bulletin Boards and Petitions Elgin County Library Policy Manual Date Approved: January 27, 2009 Date Last Revision: DISPLAYS, BULLETIN BOARDS AND PETITIONS Purpose The purpose of this policy is to provide consistent guidelines for community and cultural groups, agendes andrganizall n that wish to post flyers, notices and pamphlets of relevance to the community within any or all branches of the Elgin County Public Library system in fulfilment of the library's mission as a key access point for community information. Priorities for Displays, Bulletin Boards and Petitions Notices, Il irinl or liglitat l IlDosters, pamphlets and other informational material will be displayed in branches of the Elgin County Public Library under the following conditions: Materials for posting or distribution must be approved in advance by the Director or Branch Supervisor; First priority will be given to information and programs offered by the library and/or the County of Elgin; Second priority is to provide the public with information relevant to local cultural, educational, recreational, community service, volunteer, health promotion/prevention, and government agencies within the County of Elgin or the City of St. Thomas. Health information must come from a public health unit or ubl Ih eaftIh care agency. Community services includes, but are not limited to, local churches and non-profit agencies; Third priority is to provide the public with information relevant to local cultural, educational, recreational, community service, volunteer and government agencies outside the County of Elgin or the City of St. Thomas. Approved materials will be displayed and removed as space and staff time permit. The library reserves the right to limit the amount of time an item is on display. and 6str�bul�oil of l liinfori Ilan does un l ns[l y County l...li brary of any group or Is vli . l le Ih....library is un l responslbIe for Uieft or darnage to rnalerIsuIba li[I for 6spIay or fines 6strbullon wiUhln Ule Ih....liIbr ry we _ ble Materials 0 Materials that are not acceptable for display at any location include: • Retail or wholesale advertisements, private notices, personal services and information about money making events, which are sponsored by for -profit, non - cultural organizations'. ..." y Ih II....Durposes uunlill> • Any materials that contravene the Human Rights Code, the Charter of Rights, the Criminal Code of Canada or local by-laws; Materl4s UIh at contravene IIIIIII[]ggin Counly Il...library Do�ldes, Drocedures, uregdl tl n , n llu6ng Uhe Code of Conduct f r� Elgin County L...ibmt�Y Pn turns • Petitions, IlDlledge f nnn , surveys or contests not approved by Elgin County Council or the Council of a lower -tier municipality upon authorization of the Director; Materials that advocate a particular political, religious or philosophic position. II ecll n align or poster spedf�c to a candidate or IIDoll Ilca11 IlDaiily can Ihoe posted in any u nly f Ali II li t , li n u u ling on Uhe grounds of Uhe lbrary or li in Uhe li b r u Iun lilt' Iln llli n Use f County and h.� �.� li II ' li un �, under ' u� .�Ih� ��� u�unn � Ih''''��: III li un �.� un�y L...ibmt�y Resout-ces DunngElection Can7p. aign, • nvllallons to Da rfi li lln l li on m cat l ureseardil • Material which is too large or bulky; • Material which is of such poor quality that it is difficult to read or understand, un llu6ng rniffiung un[li 11 liunf rrnali un (date, tlrne, IlDllace or fee), • Material which is determined to not be of relevance to the local community. All material becomes the property of the Elgin County Public Library and the library reserves the right to dispose of material as it sees fit. The library does not return unsolicited material or notify a group if their material is not acceptable for any reason, including lack of space. 1 A cultural organization is defined as one devoted to performing arts, visual arts, theatre, music, education, museums, libraries, historic sites, art galleries and archives. 70 REPORT TO COUNTY COUNCIL FROM: Amy Thomson Director of Human Resources 1 �111uumouuu^^ DATE: January 11, 2022 Pruillressiv by Nature SUBJECT: HR Policies: 8.26 `Substance Use' & 3.30 `Employment of Relatives' RECOMMENDATIONS: THAT HR Policies 8.26 `Substance Use' and 3.30 `Employment of Relatives' be approved as drafted by County Council; and THAT the report titled "HR Policies: 8.26 `Substance Use' & 3.30 `Employment of Relatives' dated January 11, 2022 from the Director of Human Resources be received and filed. INTRODUCTION: The attached policies were drafted by Human Resources staff and have been reviewed by County legal and the Management Team. Feedback received has been integrated within the current draft polices. DISCUSSION: HR Policy 8.26 `Substance Use / Workplace Impairment' has been drafted to provide management an enforceable tool if issues arise relating to staff impairment or workplace possession, and to provide clarity to staff regarding what is not appropriate within County workplaces. This is a new policy. There had been prior HR communication to all staff relating to the legalization of cannabis; this policy formalizes and provides additional depth to the prior communication. HR Policy 3.30 `Employment of Relatives' is an amended policy. Additional detail has been included to provide further clarity to the appropriateness of family, personal and workplace relationships, when they may potentially overlap. The policy development process included gathering of many comparator policies to help determine current best practices; a management team review to provide feedback related to stakeholder impact within individual departments; and finally, a legal review by County Senior Counsel. Feedback has been integrated within the draft policies before County Council. 71 2 FINANCIAL IMPLICATIONS: There are no financial implications related to these policies. 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. Any amendments directed by County Council will be incorporated into the draft policies before being implemented and communicated to staff. All of which is Respectfully Submitted Amy Thomson Director of Human Resources Approved for Submission Julie Gonyou Chief Administrative Officer 72 i�llrrrrrr»»rr /?',yyllllllllllllll% rProgressive i�y Nature County of Elgin Human Resources Policy Manual Subject: Substance Use / Workplace Impairment Policy Number: 8.260 Date Last Revised: November 2021 Date Last Reviewed: N/A Code: A Section: 8 The County of Elgin is committed to providing a saf all employees, residents, customers and the general effects of workplace impairment. Employees are ex carry out their regular duties safely, competently an Impairment from the use of Substances, Medication Impairment: Limitation resulting person's ability to carry out the r Fit for Work: A person is able to in a safe manner. Medication: A drug product tha� including over-the-counter prod health professional that is authc e ,healthy and productive workplace where public are protected from the adverse pected to ,report Fit for Work and be able to d efficiently, without any limitation due to . or other external factors. the use of'ubstance(s) which negatively affects the gents of the person's job in a safe and efficient manner. m the duties of the job with efficiency, competency and approved under the Food and Drug Act and its regulations, :s and drug products that are prescribed by a regulated ed to prescribe the product. Substance: Something that is ingested, consumed, or otherwise taken, and includes alcohol, cannabis, Medication, and drugs, whether illegal, legal or prescribed and has the ability to affect a person's physiology, coordination, cognition or behavior. Workplace: Any property owned, leased or operated by the County, including physical job sites, offices, buildings, or anywhere in or around County -owned or leased vehicles or equipment, or anywhere else where County business is being carried out (including remote workspaces or 73 i�llrrrrrr»»rr /?',yyllllllllllllll% rProgressive i�y Nature County of Elgin Human Resources Policy Manual personal vehicles when being used for County business). This includes during training and breaks from work while on County property and while on duty. Substance use Problem: The chronic use of Substance(s) that results in Impairment and can include Impairment from the chronic effect of the Substance(s) even where the person is not actively under the influence of the Substance at a particular moment in time, but is Impaired. It is the expectation that all employees are fit to safely and reliably perform their work duties throughout their shift and are free from Impairment due to Substance consumption. Accordingly, all employees and contractors are prohibited from conducting their job responsibilities while under the influence of alcohol, illegal drugs, recreational marijuana, other cannabis products or prescribed medications that create Impairment. This policy and its related practices apply' County business at a Workplace, includinE owned or leased vehicles or when using includes volunteers, students and interns. In a situation where an the Workplace is or has employee must, in goo( aware that such reporti II employees and contractors while engaged in irking on or off'County premises, driving County sonal vehicle for County business. The scope �rnployee reasonably believes that another employee or individual in been':tmpaired at,work or while conducting County business, the faith, immediately report this to their supervisor. Employees should be and that empioyees are prc conditions or situations. All conditions. Management Responsi�bilil • Managers and sup( work, to inform sta one with, protection from the threat of reprisal, or actual reprisal, cted by law where they report unsafe, or potentially unsafe runty employees are required by law to report unsafe working )rs are responsible for monitoring staff to ensure fitness for the policy and expectations and apply the policy in a consistent manner. • Management is responsible for safe operation within the workplace, including identifying and addressing any situation where an employee appears to be Impaired as a result of a Substance and/or appears to be suffering from a Substance use Problem. • Managers and supervisors must guide employees to seek assistance through the appropriate resources, including the employee and family assistance program. 74 i�llrrrrrr»»rr /?',yyllllllllllllll% r ,l °�. County of Elgin Progressive i�y Nature Human Resources Policy Manual • Management is responsible for appropriate investigative steps and actions related to observed or reported possible violations of this policy and standards set out within. • Managers and supervisors must take reasonable steps from preventing an employee from driving home if an employee is being sent home for breaching this policy. Managers shall arrange or assist in arranging suitable transportation for the employee to leave the Workplace. In the event that the employee refuses and it is not reasonably practical to prevent the employee from driving away from the Workplace, the Manager or Supervisor shall immediately alert the police and their Director. Employee Responsibilities: • Employees must read and understand the policy and their responsibilities set out within. • All employees are expected to perform work in a safe manner, consistent with established County policies and procedures, including reporting to;work Fit for Duty and remaining Fit for Duty while on County business and at any County Workplace. • Employees shall refrain from possessing any illegal Substance(s), alcohol or recreational cannabis products. Employees shall refrain from distributing, buying, selling or manufacturing legal or illegal Substances of any kind at a Workplace or its premises. • Employees may possess Medication while on County business or at a County Workplace, provided that the Medication is in its original packaging if the Medication is over-the- counter or in a container labeled by a licensed pharmacist if the Medication is prescribed. • Employees must not possess at work or willfully use any substance that impairs or has the ability to impair safe and productive job performance. Employees must use medications responsibly,and be aware of potential side effects. Employees must notify supervisor of Any potential side effects of Medication, where applicable, that may impair ability to effectively perform the'essential functions of the job or may endanger the safety of the individual or others within the workplace. This disclosure will be considered private and confidentiaF and will be treated as such throughout any required accommodation process. The employee is not required to provide an explanation of why the medication is prescribed or reveal their diagnosis. • Employees must report suspected Impairment of another employee to their Supervisor where the employee, has a reasonable suspicion that the employee is Impaired. Where the suspected Impaired employee is the Supervisor or Manager, or if the employee is uncomfortable reporting the suspected Impairment to their Supervisor for any reason, then the employee shall report the suspected Impairment to Human Resources. • Employees must participate fully and honestly with any investigation into workplace Impairment. 75 i�llrrrrrr»»rr /?',yyllllllllllllll% rProgressive i�y Nature County of Elgin Human Resources Policy Manual Any employee who is found to have reported to work Impaired as a result of being under the influence of any Substance, or the after effects of Substance use, will be immediately removed from the Workplace pending an investigation. An employee that is removed from the Workplace shall have suitable transportation arranged for leaving the Workplace and in no event shall an employee that is Impaired be permitted to drive away from the Workplace. An investigation resulting in findings of workplace possession of Substance(s) or impairment that contravene the responsibilities set out in this Policy will result in disciplinary action up to and including termination of employment for cause. 12", 0111,11141,0111 1 '' Both management and employees have responsibility under the Occupational Health and Safety Act to report suspected employee Impairment. Generally, Impairment can be noticed through changes in, or atypical patterns of employee attendance, performance or behaviour. Some signs of workplace Impairment include, but are not limited to: • Personality changes or erratic behaviour (e.g. increased interpersonal conflicts, overreaction to workplace events) - • Appearance of impairment at work (e.g. unsteady gait, poor coordination) • Working in an unsafe manner or involves • Consistent lateness, absenteeism, or red • Changes in speech (e.g. slurred, slow, co • Balance issues (e.g. falling, holding on fo Not allof these symptoms would outomaticdll) not otherwise explained, should be reported to r of alcohol or drugs, glassy or red eyes, in an incident or near miss productivity or quality of work d, rambling) )ort, staggering / unsteady gait) icate substance use in the workplace, but if supervisor for further investigation. The following are expressly prohibited while on County business or at a Workplace: • The use, possession, distribution, purchase and/or sale of illegal drugs, recreational cannabis or drug'paraphernalia; • The unauthorized use possession, distribution, purchase or sale of alcoholic beverages; • Possession and use of prescribed Medications not authorized for personal use by the Employee possessing the prescribed Medication or which result in side effects that hinder workplace safety. All employees are to be Fit for Work and remain Fit for Work throughout their work day. The County of Elgin prohibits employees from possessing non -prescribed drugs or alcohol in the i�llrrrrrr»»rr /?',yyllllllllllllll% rProgressive i�y Nature County of Elgin Human Resources Policy Manual Workplace. The County also prohibits employees from being under the influence of Substance(s), or their after-effects, in the Workplace. Prohibited Substances(s) are considered to be any substance capable of affecting a person's physiology, coordination, cognition, and/or behavior. This includes recreational cannabis not prescribed by a qualified regulated health professional. The use of prescribed Medications, which includes cannabis, must be done responsibly, ensuring one's ability to perform job duties in a competent and safe manner. The County encourages all employees to report the use of any prescribed or over-the-counter Medication that may cause Impairment in the workplace. The County"requires all employees to report the use of any prescribed or over-the-counter medication that may cause the employee to no longer be Fit for Work, including potential side -effects that may result in Impairment, even where the employee sincerely believes they are Fit for Work. The County has a workplace accommodation policy and procedure that provides for the evaluation, assessment and accommodation of staff who have a disability (as defined and protected under the Ontario Human Rights Code). Where an employee suffers from a disability under the Ontario Human Rights Code, the County and all workplace parties will make reasonable efforts to accommodate an employee in accordance with its obligations at law. This Policy shall at all times be interpreted in conformance with the Ontario Human Rights Code. If there is a reasonable bE has not been disclosed ar the County, an employee; County's expectation thal have concerns that anoth I that an employee is not Fit for Work due to substance use which or for which accommodation has not been sought and approved by may be all emp Occupational Health and Safety supervisor the existence of any concerns,cf a potentially unfit c legislation. See also: • HR Policy 2.80: • HR Policy 8.50 - moved from'duty and disciplinary action may result. It is the lees will immediately report to their supervisor should they may be Impaired by a Substance in the Workplace. The requires that all employees immediately report to their rd of which he or she becomes aware. Reporting all )rker is expected by the County and is required by ations in the Workplace rug Addiction 77 ��rrrrrrmrrmrrar llla ��1y11111/lllllll//%//��///` County of Elgin Human Resources Policy Manual Subject: Employment of Relatives Policy Number: 3.30 Date Approved: October 1, 1987 Date Last Revision: November 2021 Code: A Section: 3 ) III 4""'IIII IIII 114""' All employment -related matters, including recruitment, promotion, performance management and discipline shall be undertaken in an objective and impartial manner. All candidates will be given equal opportunity for employment based on qualifications, merit and initiative, regardless of relationship. Family Members may not be employed in the same department where their relative will directly supervise or manage them. Family Members may work in the same department if there is not a Direct Reporting Relationship or managerial oversight between the Family Members. The purpose of this policy is to ensure that employment -related decisions concerning existing or potential County employees are free from any real or perceived improper influence based on familial or personal relationships, and to maintain public confidence in the integrity of the County's recruitment and employment practices. The following two statements outline the intention of this policy. It is intended to: • Prevent a conflict of interest, or the appearance of such a conflict, that may arise through the recruitment or employment of family members; and • Prevent the exercise of any improper influence based on familial relationships, or the appearance of such influence, in the County's employment practices. Members of County Council: County Council directly supervises the Chief Administrative Officer, but the Warden or any number of Councillors may be involved in the hiring of other staff from time to time. The 78 ��rrrrrrmrrmrrar llla ��1y11111/lllllll//%//��///` County of Elgin Human Resources Policy Manual Warden or any Councillor shall not be involved in the hiring process for a position where a Family Member has applied for the position. The County shall not hire a Family Member of the Warden or any Councillor, if that Family Member will be in a Direct Reporting Relationship with the Warden or applicable Councillor. IIII IIII I IIII' III IIII III 114""'III IIII "� "Direct Reporting Relationship" (also referred to in this policy as being 'Directly Supervised or Directly Managed') —A relationship in which an employee or elected official has supervisory authority with respect to an employee including, but not limited to, the following four matters: • Approve or deny salary increments, compensatory/overtime or negotiate salary level; • Responsibility for conducting performance management or performance appraisals • Administer discipline; or • Direct work assignments. "Family Member(s)" include the following relatives: A. "Immediate Family", which is defined as: spouse (as defined bylaw), child, mother, father, brother, or sister; B. "Extended Family", which is defined as: grandparent, grandchild, mother-in-law, father- in-law, brother-in-law, or sister-in-law; and/or C. "Other Extended Family", which is defined as: great grandparents, great grandparents - in -law, aunt, uncle, niece or nephew; Immediate Family or Extended Family relationships that are "foster-" or "step" in nature are treated as outlined respectively in (A), (B), and (C) above. "Other Close Personal Relationship(s)" may include, but are not limited to: • Close friends • Partner (boyfriend, girlfriend, significant other - that is not a lawful spouse) • Neighbours • Roommates This policy applies to all County of Elgin employees and elected officials. IIII'°°� IIII'° IIIII IIII � IIII'° IIIII Family relationships should not form the basis of employment related decisions. Family Members and Other Close Personal Relationships will not be given preferential treatment in employment related matters. 79 ��rrrrrrmrrmrrar llla ��1y11111/lllllll//%//��///` County of Elgin Human Resources Policy Manual In employment related matters, Family Members will not be hired or permitted to transfer when the hiring/transfer will result in, or have the potential to result in, a conflict of interest including, but not limited to, a Direct Reporting Relationship. To ensure the best candidate is selected, managers should consider all alternatives with respect to placement and work assignment of Family Members, and each case should be reviewed on its own merit. While the policy of prohibiting a Direct Reporting Relationship is intended to apply to Family Members (see definitions), employees and elected officials should be cognizant that broader familial ties and Other Close Personal Relationships may give rise to the same concerns surrounding real or perceived conflicts, as addressed in this policy. Employees and elected officials who may find themselves in such situations should be sensitive to these concerns and govern themselves in keeping with the spirit and intent of this policy, and are expected to advise the County of any such relationships for the County to determine if a conflict or potential conflict exists. IIII IIIIIII (IIII° III �IIIIIIIIIII III IIIIIIIIIII Employees are requested to notify their manager of their relationship to other employees or to candidates for employment. Management is expected to decline from participating in any employment -related decisions regarding Family Members or Other Close Personal Relationships. Such decisions will be deferred to another management employee. Where employees of the County become related to one another during the course of their employment, employment may continue. However, where employees are in the situations of a Direct Reporting Relationship described above, the manager may consider alternatives with respect to placement and work assignment. Human Resources will review and monitor the County's employment practices to ensure consistency and compliance with this policy. Failure on the part of an employee to comply with this policy may result in discipline, up to and including dismissal. The County of Elgin is an equal opportunity employer and carries out hiring in accordance with all applicable laws, including the Ontario Human Rights Code. See also: HR Policy 2.90 Code of Conduct We REPORT TO COUNTY COUNCIL . FROM: Amy Thomson, Director of Human Resources 1 �111uumouuu^^ DATE: January 11, 2022 E gm Prug1^essi e by Nature SUBJECT: 2022 Non -Union Economic Adjustment recommendation RECOMMENDATIONS: THAT County Council approve a non -union economic adjustment of 2% effective the first full pay period of 2022; and, THAT the necessary by-law be prepared. INTRODUCTION: Human Resources staff is seeking County Council's approval to implement a 2% wage increase for non -union staff and Council, effective the first full pay period in 2022. Each year, Human Resources staff recommends to County Council a non -union salary increase which, by policy, is applied to Council's remuneration. The purpose of this annual action is to ensure the County of Elgin is attracting and retaining skills and talent in the organization by remaining competitive in its compensation practises; and that the County avoid any spikes or gaps in its compensation practises from one year to the next. DISCUSSION: Non -union salaries are reviewed annually to ensure that the County continues to pay competitively to the market. Recommended adjustments to wages are made on the basis of both benchmark data and comparative market trends. In reviewing such data, the County considers a number of factors including, but not limited to: negotiation mandates and outcomes, inflationary trends, attrition data, market factors, non -union recruitment and retention experience, and potential for expanding unionization. The most recently available Ontario Ministry of Labour bargaining data shows that in the fourth quarter of 2021, the municipal average negotiated base wage increase was 1.7%A. The Conference Board of Canada average 2022 pay increase for non -unionized employees is projected to be 2.7%B. with employers seeming more optimistic regarding projected salary increases and appearing to be returning to pre -pandemic levelsB. 81 2 According to the Conference Board of Canada, pressure is expected to increase across Canada for employers, who will "continue to face the challenge of offering affordable, competitive total rewards packages as inflation outplaces salary increases" B. In November 2021, prices grew 4.7% on a year -over -basis. In its October, 2021 monetary policy report, the Bank of Canada forecasts CPI inflation will likely remain higher for longer, but is expected to return to the targeted 2% by the end of 2022°. Higher inflation is being driven by supply chain disruptions and higher energy prices D. "The Canadian economy is once again growing robustly, and the recovery from COVID-19 continues. The Bank is forecasting growth of around 5 percent in 2021, 4.25 percent in 2022 and 3.75 percent in 20231, D. FocusEconomics Consensus Forecast analysts expect inflation to average 3.2% throughout 2022, and report that the 4.7% inflation rate in October 2021 was the highest rate since February of 2003E. In January 2022, the largest of the County's unionized partners (SEIU employees) will receive a 2% increase. Our CUPE (library) employees and ONA employees will receive 1.75% for 2022. All of these bargained settlements took place well in advance of knowledge of how inflation would trend through 2021. As per the annual process, HR staff have surveyed surrounding and local municipalities to gain comparator information on 2022 salary adjustments for non -union staff. There is an average increase of 3.44% throughout the Elgin County Local Municipal Partners; and an average increase of 2.26% across surrounding Counties and municipalities who had approved rates at time of survey (with 1% as the lowest and 4.9% as the highest value across these comparators). What is recommended for County staff is slightly lower than, but not inconsistent with the average of the comparators shown above. Last year, our recommendation was slightly higher than the average, and recommended so as to align more closely with internal bargaining settlements. Many municipalities surveyed who also have unionized staff will match their non -union wage increases to those that are bargained, in order to maintain relative internal equity. Many other municipalities have a compensation policy that dictates that the annual cost of living increase for non -union staff will align with the CPI. The significant spike in the CPI is what has driven significant differences across municipalities with varying compensation policies or practices. The County recommended non -union economic increase was reached by considering and weighing all factors listed within this report, as well as in consideration of the 2022 budgetary process. FINANCIAL IMPLICATIONS: During the November 8t", 2021 Budget Committee meeting, it was communicated by Finance staff that there would be a 2% placeholder included for non -union wage increases, for planning purposes. This represents an approximate annual cost increase of $150,000, or 0.4% on the levy. WIA 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. In view of recent economic trends, comparative data, among other factors, Human Resources staff believes a 2% economic adjustment in 2022 for non -union staff is appropriate. In accordance with municipal bylaw, the 2022 economic adjustment would be applied to members of County Council and come into effect the first full pay period of 2022. REFERENCES: 3 83 All of which is Respectfully Submitted Amy Thomson Director of Human Resources Approved for Submission Julie Gonyou Chief Administrative Officer 011 ,,, roe,ressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO DATE: December 7, 2021 SUBJECT: Official Plan Review - Discussion Paper #4 — Housing and Affordability THAT the report titled "Official Plan Review - Discussion Paper #4 — Housing and Affordability" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO dated December 7, 2021 be received and filed. INTRODUCTION: The Official Plan is a land use planning document that is a statement of where and how development should take place. The purpose of the 5-year Review of the Official Plan exercise is to ensure that the vision/values, directions, policies, and actions in the Official Plan meet the needs of the community into the future. Through the public and surveys responses, and stakeholder discussions, several key topics were identified. These identified topics warrant a larger review to understand the current issue, review the background and history, provide a summary of what provincial and neighbouring municipality policy and /or practices exist, and provide possible recommendations for potential policy changes. At its meeting on December 3, 2021, the County's Rural Initiatives and Planning Advisory Committee received "Discussion Paper #4 - Housing and Affordability" and have recommended its presentation to Council. DISCUSSION: Discussion Paper #4 - Housing and Affordability As part of the County's Official Plan 5-Year Review process, several key topics were identified. These identified topics warrant a larger review and analysis. Affordable housing is a broad term which encompasses a range of housing types. It includes both low-cost market housing for homeowners and renters, and non -market housing available at subsidised rates. The County is seeing a stronger demand for a 85 larger variety of housing types and sizes to meet the diverse range and needs of residents and workers. The discussion paper looks at Provincial and local policies that refer to affordable housing, and what policies and tools have been implemented in surrounding municipalities. The paper also reviews a range of planning and financial tools that are available to encourage the creation of affordable housing. Next Steps The discussion paper will be circulated and reviewed by the public, stakeholders and local municipalities, and comments and feedback on this report will be solicited. Recommendations stemming from these reports/discussion papers and feedback received will result in draft policy changes to the County Official Plan. FINANCIAL IMPLICATIONS: Completion of the official plan review is anticipated to be completed by external consultants including background technical reports. At this time, costs will be contained within Planning and Legislative Services budgets. 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: None 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 OP review and subsequent reports and discussion papers will be circulated and promoted to all municipal partner staff and Councils. We COMMUNICATION REQUIREMENTS: The report and discussion papers will be made available on the County's Engage Elgin we site unnll^ //� �i�u�ie�M�l� �� �II¢i„iii�u e/offiu�uallpgyue� ), and hard copies will be distributed to the County libraries and Tourism kiosks. Availability of the discussion paper for review and comment will also be communicated using email, and the County's various social media forums. CONCLUSION: The County's Official Plan 5-year Review process will ensure that the vision/values, directions, policies, and actions in the Official Plan meet the needs of the community into the future. Through responses and feedback, key discussion topics were identified. "Discussion Paper #4 - Housing and Affordability" is recommended for circulation and review with the public, stakeholders and local municipalities. Additional reports presented at key intervals aims to further keep the community engaged and involved. 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 87 RIIIII IIIIII n elllli ����� ��� ��� County of E��g���n Rn 5 Year R °° 0 u si g a d Aillillfl""fo���������rdab'11'111"ty NoveIII e r d xc utiiv Summary.................................................................................................................................3 liuntirdu tii un...............................................................................................................................................4 Ih•l usliung and Affoirdalblilility - lintir du tii un...........................................................................................5 it vii inn ii ll PoIllicy, Gulidell1knes & Off ii ii ll P11ain PoIllicy ....................................................................... 7 rbe Planning Act, and Proviinciiall Policy Statement ent (PPS).............................................................. 7 Ontario's Long-..f rmn Affordable Housing Strategy ........................................................................... 8 I\A uniiciilprall ...rooiIs for Affordable Housing .............................................................................................. 0 County Of Elgin Offlciiall Plan (OP)........................................................................................................0 Housing and Homelessness Need's Assessment ent for St..'rhomnras and Elgin County (2013) and Long-..f rmn St..rhomnras-EIlgiin Affordable SOcllall Housing Strategy (201)..............................10 Elgin County Housing & Homelessness feeds Assessment ent(2021)...........................................11 Adjacent Co until s/Iftniiciip alliitii s.......................................................................................................12 Cityof London...................................................................................................................................13 OxfordCounty...................................................................................................................................13 MiddlesexCounty.............................................................................................................................13 Municipality of Chatham Kent.........................................................................................................14 Toolls and PoIllicy Olptlions for Affoirdalblie IIh•l uiiung........................................................................15 Secondary Dwelling Uniits/Garden Slullt s........................................................................................15 Community Improvement ent Plans ........................................................................................................16 Demolition Control Areas ....................................................................................................................18 I\A1xed-Use Development, Increased Density, Conversion Of Non-R sid ntllcall Buildings, IVliiniimnumn and IVlraxiimnumn Development Standards ..........................................................................18 Additional Affordable Housing ...frarg is and Criteria ........................................................................19 Cinn li u ii un............................................................................................................................................... 21 I1:31ilbllli gir 1phy............................................................................................................................................22 2 we Executive i i r As part of the County's Official Plan 5-Year Review process, several key topics were identified. These identified topics warrant a larger review and analysis. Affordable housing is a broad term which encompasses a range of housing types. It includes both low-cost market housing for homeowners and renters, and non -market housing available at subsidised rates. The County is seeing a stronger demand for a larger variety of housing types and sizes to meet the diverse range and needs of residents and workers. The discussion paper will look at Provincial and local policies that refer to affordable housing, and what policies and tools have been implemented in surrounding municipalities. The paper will also review a range of planning and financial tools that are available to encourage the creation of affordable housing. When reviewing this document, questions to ask include: • How can the County encourage more affordable housing units? • Is the County willing to invest monies in incentivizing affordable housing? • What tools and policies ensure affordable housing are the best fit for the County? 3 .e An Official Plan is a legal statutory planning document required by the province that describes a municipality's land -use strategy. The County of Elgin's Official Plan includes the vision, goals and policy directions of the County, as established by the community, and provides guidance for land use planning decisions including: locations for settlement areas, agricultural lands, and natural heritage; when and in what order parts of our communities will grow; and protection for agricultural, mineral and environmental resources. The purpose of an Official Plan 5-Year Review update is to ensure that the community vision/values, directions, policies and actions in the Plan reflect changes and meet the needs of the community for the future, and to review for consistency with the Provincial Policy Statement. Through the public and surveys responses, and stakeholder discussions, several key topics were identified. These identified topics warrant a larger review to understand the current issue, review the background and history, provide a summary of what provincial and neighbouring municipality policy and /or practices exist, and provide possible recommendations for potential policy changes. This discussion paper will be circulated and reviewed by the public, stakeholders and local municipalities, and comments and feedback on this report will be solicited. Recommendations stemming from this report and feedback received will result in draft policy changes to the County Official Plan. 4 91 i Housing is a fundamental human need. The challenges associated with providing housing, and people accessing housing, has grown over the last decade. The challenge is twofold — ensuring adequate supply, and ensuring affordability. As housing prices and rents have risen faster than household incomes, coupled with insufficient supply of certain types of housing, this is creating a widening affordability gap. Affordable housing is a broad term which encompasses a range of housing types. It includes both low-cost market housing for homeowners and renters, and non -market housing available at subsidised rates. Providing affordable housing in a community means that families and individuals of all income levels and lifestyles can find suitable and adequate places to live without spending a disproportionate percentage of their income on housing. Based on a definition from the Canada Mortgage and Housing Corporation (CMHC), to be affordable, a household should not spend more than 30 percent of their gross income on shelter costs. This definition has also been used within the Provincial Policy Statement (PPS). Municipalities must be consistent with the PPS in their land use planning and development decisions. The County is seeing a stronger demand for a larger variety of housing types and sizes to meet the diverse range and needs of residents and workers. The PPS recognizes the importance of accommodating for a variety of housing types by ensuring adequate land supply, locating housing where infrastructure and services are available or planned, and allow infill and intensification to occur. The County's Official Plan also recognizes the importance of increasing the inventory of residential units and the opportunities for first- time homeowners by providing for a mix of housing types. Based on information from 2016 Statistics Canada, the current housing stock in the County is primarily made up of single detached dwellings, which account for 78% of housing. About 14% of dwelling units are located in apartment buildings or multi -unit buildings (such as duplexes). Approximately 75% of housing in Elgin is owner -occupied housing, while 25% of the housing stock is rented. For the purposes of this report, we will look at tools available to encourage more "market" housing, defined as private housing for rent or sale where the price is set in the 5 'IA open market within the County of Elgin. This report will not address options to encourage "non -market" housing, generally defined as housing where the price is not set by the open market, often subsidized through a variety of ways, including senior government support, and often managed by various operators, such as emergency housing, public housing run by a level of government, or not -for -profit and co-operative housing. ri 93 F e (Planning Act, and (Provincial (Policy Statement (PIPS) The Planning Act has a significant impact on the production of housing in a municipality. Several sections in the Act relate directly to the provision of housing, particularly items such as affordable housing, density, secondary units, and zoning. The Provincial Policy Statement (PPS) is issued under Section 3 of the Planning Act. Under Section 1.0, Building Strong and Healthy Communities, healthy, liveable and safe communities are sustained by: ....b) accommodating an appropriate affordable and market -based range and mix of residential types (including single -detached, additional residential units, multi -unit housing, affordable housing and housing for older persons), employment (including industrial and commercial), institutional (including places of worship, cemeteries and long-term care homes), recreation, park and open space, and other uses to meet long- term needs, - Section 1.4 of the PPS requires planning authorities to provide for an appropriate range and mix of housing options and densities to meet projected market -based and affordable housing needs of current and future residents of the regional market area by establishing and implementing minimum targets for the provision of housing which is affordable to low- and moderate -income households and which aligns with applicable housing and homelessness plans. However, where planning is conducted by an upper - tier municipality, the upper -tier municipality in consultation with the lower -tier municipalities may identify a higher target(s) which shall represent the minimum target(s) for these lower -tier municipalities. The PPS defines both "affordable housing" and "housing options", and provides direction for municipal policy related to each. In the PPS, "Affordable Housing" means: • In the case of ownership housing, the least expensive of: o housing for which the purchase price results in annual accommodation costs which do not exceed 30 percent of gross annual household income for low and moderate -income households; or o housing for which the purchase price is at least 10 percent below the average purchase price of a resale unit in the regional market area. • In the case of rental housing, the least expensive of- o a unit for which the rent does not exceed 30 percent of gross annual household income for low and moderate -income households; or o a unit for which the rent is at or below the average market rent of a unit in the regional market area. In 2020, the Provincial Policy Statement underwent another round of revisions, including those specifically related to housing affordability. This included defining the term "housing options" to recognize a greater mix of housing types, including additional residential units. Additionally, a 15-year supply of land to accommodate residential development, rather than 10-year, was required through the amendments. As defined by the PPS, "Housing Options" means: A range of housing types such as, but not limited to single -detached, semi-detached, rowhouses, townhouses, stacked townhouses, multiplexes, additional residential units, tiny homes, multi -residential buildings. The term can also refer to a variety of housing arrangements and forms such as, but not limited to life lease housing, co -ownership housing, co-operative housing, community land trusts, land lease community homes, affordable housing, housing for people with special needs, and housing related to employment, institutional or educational uses. Ontario's I1....ong_"'Ferrn Affordable I iou ing Strategy In 2010, the province released the Long -Term Affordable Housing Strategy (LTAHS) which set out a roadmap to address housing needs by creating a flexible, community - centered approach to building healthy strong communities. In 2016, updates to the strategy were introduced, with a vision that "every person has an affordable, suitable and adequate home to provide the foundation to secure employment, raise a family and build strong communities" (Ontario, 2016). The update included the following goals: • Develop an appropriate and sustainable supply of housing; • Create an equitable, portable system of financial assistance; • People -centered, efficient housing programs; • Develop an Indigenous Housing Strategy; • End homelessness; and • Achieve an evidence -informed system. 95 Municipal Fools for Affordable I iou ing The Ministry of Municipal Affairs and Housing (MMAH) developed a handbook to assist municipalities in providing information on the planning and financial tools available to encourage and support the development of affordable housing in their communities. It provides descriptions of the tools and examples of best practices that some municipalities have used to increase the range and mix of housing types, to provide opportunities for more affordable housing development, and to make the construction of affordable housing more financially viable. County of Elgin Official (Plan (OP) The County Official Plan contains various policies on housing and affordable housing. Policy C1.3 provides goals for the County with regards to housing, including monitoring and ensuring that there is a 20 year supply of land for residential development with sufficient water and wastewater capacity, ensuring the provision of an appropriate range of housing types and densities, encouraging opportunities for mixed use development in appropriate locations, encouraging the use of surplus public lands for affordable housing, encouraging the development of seniors housing and the provision of alternative forms of housing for special needs groups, supporting universal physical access, encouraging development and redevelopment at higher densities to maximize infrastructure, and encouraging the redevelopment of brownfield properties and incentives. The County Plan also contains policies related specifically to ensuring affordable housing (C1.3.3). The minimum target for the provision of affordable housing is 20%. Affordable, as defined by the PPS and the County OP is- - housing for which the purchase price results in annual accommodation costs which do not exceed 30 percent of gross annual household income for low- and moderate -income households; or - housing for which the purchase price is at least 10 percent below the average purchase price of a resale unit in the regional market area. - in the case of rental housing, the least expensive of a unit for which the rent does not exceed 30 percent of gross annual household income for low- and moderate- income households, or a unit for which the rent is at or below the average market rent of a unit in the regional market area. I iou ing and I iomelessness INeeds Assessment for St. "T'homas and Elgin County (2 13) and I1....ong_"'I"errn St. "'I"horn -Elgin Affordable & Social I iou ing Strategy (2018) The 2013 Housing and Homelessness Needs Assessment for St. Thomas and Elgin County is a 10-year Housing and Homelessness Plan which details the long-term vision for the provision of housing and homelessness services, and includes an assessment of current and future housing needs in service areas, provides objectives and targets related to housing needs, a description of the measures proposed to meet the objectives and targets, and a description of how progress will be measured. Several land use planning recommendations were provided in the report, including permitting additional residential units, OP policy that supports the development of new affordable rental housing, advocating for commitment from municipal and provincial governments, and school boards, for a more flexible approach to utilizing publicly owned lands for affordable housing, and increasing the number of rent supplements available. The 2018 Strategy was developed to increase affordable housing supply to meet projected need. In addition, this strategy looked at how the St. Thomas and area municipalities within Elgin County can preserve the existing supply of social and supportive housing. Recommendations for Elgin County included: • Continue to use the PPS' definition within its existing planning policies so that they conform with provincial policies, and also encourage local municipalities to adopt the PPS' definition of affordable housing; • Area municipalities should implement an Affordable Housing Community Improvement Plan for areas that are appropriate for new multi -residential developments such as villages, settlement areas etc.; • Area municipalities should provide a waiver or grant for the development charges required by eligible affordable housing developments; • Area municipalities should implement a 20-year Property Tax Increment Financing program for eligible affordable housing developments; • Area municipalities should explore the feasibility of creating an affordable housing trust fund to provide capital funding to eligible developments; • To help promote the creation of second units, area municipalities should consider providing modest capital funding grants (under $25,000 per unit) to interested and suitable home owners; 10 97 - Area municipalities within the County create municipal housing facilities by-laws to provide incentives for future affordable housing developments; - Area municipalities should amend their Official Plans to define and permit second units in single detached, semi-detached and townhouse units.; - The zoning by-laws for area municipalities should outline where second units can be created and to outline appropriate development standards for second units; - A monitoring or registration program should be established so that area municipalities can monitor the number and location of legal second units; - To help generate awareness and interest among homeowners, it is recommended that area municipalities create an education program that promotes the creation of second units in newly built and existing dwellings; - Area municipalities should explore the conditions in which it would permit garden suites if they currently do not a permitted use within their respective zoning by- laws. For municipalities that do contain provisions regarding garden suites, it is recommended that they be updated to conform to Section 39 of the Planning Act; - The County and Area Municipalities should strengthen their affordable housing targets to promote a greater variety of ownership dwelling types and tenure; - Area municipalities should complete the outstanding components of the municipal assessment report that is required to implement Inclusionary Zoning policies. In particular, this work should focus on the potential impact that such policies would have on the housing market and local home builders; and - Area municipalities should amend their respective Official Plans and Zoning Bylaw to implement the inclusionary zoning policies and standards as identified in provincial legislation. Elgin County Iriou ing & I iomelessness INeeds Assessment (2 21) The Housing and Homelessness Needs Assessment Report was commissioned by the West Elgin Community Health Centre (WECHC) on behalf of the Dutton Dunwich West Elgin Housing Stability Coalition and funded by St. Thomas Elgin Social Services. The goal of the report is to better understand the short, medium, and long-term needs for housing and homelessness in the rural municipalities of Elgin County, Ontario. A summary of the policy recommendations stemming from the report include the following: Include a requirement for affordable housing as a percentage of development in municipal Official Plans. Ensure `affordability' is defined. A specific target of 20% of 11 future development including affordable housing become a standard target across municipalities; • Amend zoning by-laws to support housing supply by increasing density and multi- unit residential permissions as of right, and reduce parking requirements to lower development costs and increase the amount of land available for affordable dwelling units on a site; • Support and promote the creation of Second Units for new and existing development as -of -right; • Explore municipal incentives to support the creation of affordable housing, such as capital funding and grants, development fee waivers/exemptions, leveraging municipal land, and fast -tracking planning approvals; and • Develop a policy to review municipal and County land for housing suitability prior to selling it on the general market. Other Service and Community recommendations include advocating for increased funding to support both urban and rural areas, exploring opportunities to increase rural transit and introduce virtual supports, use planning and legislation tools and community engagement, communication, and education to address community concerns with affordable housing/barriers, approach community groups and non -profits to see if they have land suitable for housing, and work with community organizations to develop affordable housing proposals for specific sites to prepare for future proposal calls for government funding. I iou ing & I iomelessness Forum (2 21) The City of St. Thomas, in association with Elgin County, and the Town of Aylmer, hosted a Housing and Homelessness Forum in November, 2021. The forum focused on the results from the Elgin County Housing & Homelessness Needs Assessment (2021), as well as presentations from St. Thomas Elgin Social Services, Planning Services from the City of St. Thomas and the County of Elgin, and the City of St. Thomas Housing Coalition. The results of the Elgin County Housing & Homelessness Needs Assessment have been incorporated into this discussion paper, and links to the presentations have been added to the Engage Elgin Official Plan review webpage. Adjacent Counties/IMunicialitie The policies related to housing and affordability were reviewed for adjacent counties, such as City of London, Oxford County, Middlesex County, and Chatham -Kent. 12 City of London The London Plan contains multiple policies related to ensuring housing affordability, including a target of 25% of new housing is to be affordable to low- and moderate -income households. Secondary plans and larger residential development proposals should include a 25% affordable housing component through a mix of housing types and sizes, and 40% of new housing units within a secondary plan, and lands exceeding five hectares in lands outside of any secondary plan, should be in forms other than single detached dwellings. Other tools include building height and densities which may be increased, in conformity with bonus zoning provisions, to support the provision of affordable housing in planning and development proposals. The City has also adopted an Affordable Housing Community Improvement Plan (CIP) which includes a Development Loan Program that provides financial assistance to off -set the up -front costs associated with the development of new affordable housing, and an Additional Residential Unit Loan Program, that provides financial assistance to off -set costs associated with creating new additional residential units and to improve the affordability of home ownership. Oxford County Oxford County's Official Plan sets a minimum target of 20 percent of all housing in the County which is to be affordable housing. The policies of the Plan are designed to provide opportunities to develop a variety of housing required to meet the needs of County residents including ownership and rental housing, affordable housing and specialized housing. Other policies in the OP include facilitating the creation of new dwelling units through development and residential intensification, designating sufficient lands on a City-wide basis, for municipal unit accommodation to meet projected housing needs, and monitoring benchmarks for affordability on an annual basis and during each 5-year review of this Plan. There is no CIP for Affordable Housing in Oxford County at this time. Middlesex County Middlesex County's Official Plan sets a minimum target of 20 percent of all housing in the County which is to be affordable housing. In the case of ownership, affordable housing is considered to be homes where the purchase price is at least 10 percent below the average purchase price of a resale unit in the regional market area. The County will monitor the prices on an annual basis and adjust the OP as necessary. All local municipalities are encouraged to develop affordable housing targets that are generally consistent with the County's targets. There is no CIP for Affordable Housing in Middlesex County at this time 13 100 Municipality of Chatham Kent The Municipality has established the following targets related to affordable housing- - 25% affordable housing, including 2% for supportive housing; and - 5% accessible housing, fully modified to meet Chatham -Kent Facility Accessibility Design (FAD) requirements. The Municipality encourages the provision of affordable housing through supporting increased residential densities, ensuring a full range of housing choices and land supply, allowing for intensification and redevelopment, streamlining the planning process, and considering innovative and alternative residential development standards that facilitate affordable housing and a more compact development form. There is no CIP for Affordable Housing in Chatham -Kent at this time. 14 101 Tools and I III iii tiiions foir AffoirdableHousiling i A range of planning and financial tools are available to encourage the creation of affordable housing. An overview of these potential tools and policy options is provided below. Secondary IDwelling Units/Garden Suites Second units are one of the most inexpensive ways to increase the stock of affordable rental housing and integrate affordable housing throughout the community, while maintaining neighbourhood character. Second units can provide practical housing options to meet specific needs, including increasing housing choices for low- and modest -income households, accommodating an aging population who wish to live independently but also benefit from the support of having their extended families nearby. Second units — also known as accessory or basement apartments, secondary suites or in-law flats — are self-contained residential units with kitchen and bathroom facilities within dwellings or within structures accessory to dwellings such as coach houses or laneway garages. In many cases, second units provide an important source of affordable housing for low and moderate -income households at what are typically some of the most affordable rental rates. The Minister of Municipal Affairs and Housing introduced Bill 108, More Homes, More Choice Act, 2019 on May 2, 2019. One of the intentions of Bill 108 was to address the housing crisis in Ontario by minimizing regulations related to residential development through changes to various Acts dealing with the planning process, including reducing fees related to development, by reducing the number of services that may be subject to development charges and shortening the timelines for the approval of many planning applications. The Ministry identified affordable housing as a "fundamental need" and additional residential units were identified as one of the least expensive ways to increase the supply of affordable housing while maintaining neighbourhood character. One of the changes to the Planning Act made by Bill 108 was to permit up to two additional residential units on properties containing a single detached, semi-detached or row house residential dwelling. An additional residential unit is currently permitted (as a result of previous changes from Bill 138) in any single detached house, semi-detached 15 102 house or row house OR in a building ancillary to any single detached house, semi- detached house or row house. Through changes made by Bill 108, an additional residential unit would be permitted in any single detached house, semi-detached house, or row house and in an ancillary building. This would allow for a maximum of two additional residential units per property, for a total of three units on a property. These changes to the Planning Act require that Municipal Official Plans and Zoning Bylaws must contain provisions permitting additional residential units. This has the effect of potentially allowing a total of three dwelling units on the same property — subject to applicable provisions in the Ontario Fire Code, Building Code and municipal by-laws. This change will require municipalities to identify appropriate areas for second units within both existing developments, as well as in new development areas. Municipalities are responsible for determining where second units are appropriate, as well as the appropriate standards for second units. Second units can be developed both within existing residential communities, or as part of new residential development and must comply with any applicable laws such as the Building Code, the Fire Code and property standards by-laws. The development of a second unit may require a building permit. Garden suites, also commonly known as granny flats, are one -unit detached residential structures which contain bathroom and kitchen facilities, are designed to be portable, and are accessory to the existing residential structure. Garden suites are an affordable housing type, in part, because they do not necessarily require the purchase of land as they are ancillary to existing dwellings, and are relatively inexpensive to install as they are often constructed off -site or made from pre -fabricated materials. Garden suites are especially suitable for some groups such as seniors because they provide affordable housing and enable older adults to live independently while receiving informal support from family members or a caregiver in an independent unit. Municipalities can pass temporary use by-laws authorizing garden suites as a temporary use for up to 20 years. Municipalities can also extend the temporary authorization for garden suites by further three-year increments, as needed. Community Improvement (Plan A Community Improvement Plan (CIP) is a tool that allows a municipality to direct funds and implement policy initiatives toward a specifically defined project area. Section 28 of 16 103 the Planning Act gives municipalities that have enabling policies in their official plans, the ability to prepare Community Improvement Plans. Community Improvement Plans are intended to encourage revitalization initiatives and/or stimulate development and redevelopment. Once implemented, the Plan allows municipalities to provide tax assistance, grants or loans to assist in the revitalization of lands and/or buildings within the defined Community Improvement Project Area (CIPA). Subsection 28(1.1) of the Planning Act provides that "community improvement" includes the provision of affordable housing. Municipalities can consider using CIPs to provide for grants or loans in relation to the provision of affordable housing within CIP project areas. In some instances, loan agreements between municipalities and landowners have required that specified properties be maintained as affordable housing. Upper -tier municipalities and local municipalities can adopt CIP's relating to affordable housing, and coordination can occur between the upper and local municipality by participating in each other's grant or loan programs. Through Community Improvement Plans, municipalities can focus public attention on local priorities and municipal initiatives, target areas in transition or in need of repair, rehabilitation and redevelopment, facilitate and encourage community change in a co- ordinated manner, and stimulate private sector investment through municipal incentive - based programs. Examples of tools that can be implemented through CIP's include: • reduction in planning fees, which can reimburse municipal fees for developments that meet the definition of affordable housing in the CIP; • tax increment grants, which are based on the difference between property taxes collected on a property before development and the estimated taxes that will be collected after development; • deferral of development charges, where applicable; • building permit fee deferral, reduction, or exemption; and • parking and parkland fee reductions. CIPs do not require provincial approval. However, in accordance with the Planning Act, municipalities must consult with the Ministry of Municipal Affairs and Housing on the preparation of proposed plans, and must provide the Ministry with notice of adoption of a CIP. 17 104 Demolition Control Areas Section 33 of the Planning Act allows municipalities the ability to establish demolition control areas, which can include both ownership and rental properties, as well as properties with less than six units. Once demolition control areas are established, landowners must obtain a demolition permit prior to demolishing the whole or any part of a residential property within the area. Within demolition control areas, municipalities can refuse to issue a demolition permit unless a building permit has been issued to erect a new building on the site. This framework can assist a municipality with maintaining residential properties, including affordable housing. Demolition control areas can encourage owners to maintain viable housing stock. They can also allow municipalities to regulate demolition while considering and developing new land use policies for an area, such as an area in transition, where it may be appropriate to maintain existing affordable housing stock and promote new housing opportunities, while also promoting other uses to help revitalize the area. The Municipal Act 2001 provides authority for municipalities to enact by-laws to regulate the conversion of existing residential rental units. Mixed -Use (Development, Increased Density, Conversion of (Non-FRe idenfial Buildings, , IMinirnurn and IMaxirnurn (Development Standards Mixed use development is characterized as development that blends two or more uses within a single building or buildings, such as residential, commercial, institutional, and/or industrial uses. This allowance for multiple land uses to be combined within a single development or across a designated area can create new housing opportunities in areas where such opportunities may have not previously existed. Mixed use developments can promote housing diversity and more compact, walkable neighbourhoods that are integrated with key community needs, like commercial and service uses. It also has the potential for offering cost savings to developers in the form of shared parking arrangements and shared costs for building operation and maintenance. An example of mixed -use developments are typically found in the downtown of cities and towns, where there may be commercial uses at grade, with residential uses behind or above. Encouraging these existing downtown uses to diversify, the retention of buildings, or ensuring new development takes the form of mixed -use development in local Official Plans can help to provide additional residential units in accessible areas. 105 Increasing density through reduced lot or unit size can reduce per unit housing costs and provide for more effective use of infrastructure, while still considering compatibility with the surrounding area. Increasing density on under-utilized sites can help to increase a community's housing stock, accommodate population growth and increase a neighbourhood's population. Within built-up areas, there may be potential for affordable housing above ground level commercial space and for infill development. Building form and design can provide more opportunities for affordable housing through alternative house forms which can decrease development costs through higher densities. Alternative building forms can range from row houses, to triplexes, fourplexes and stacked townhouses, to low, mid -range, and high-rise apartments. Converting non-residential buildings located in suitably designated areas into affordable housing by renovating and reusing existing buildings can result in more inclusive neighbourhoods, and is generally considered to be more cost-efficient than new development, as the building shell is already in place and the site is usually serviced. By using minimum or maximum standards in local zoning by-laws for residential or mixed -use buildings and development, municipalities can provide for more compact forms of development that provide more opportunities for affordable housing units. Development standards can affect the price of housing construction and can contribute to lowering the costs for housing development. More efficient built forms which contribute to lower base costs for housing development can be achieved through bylaw standards for minimum building height and density. For instance, establishing minimum density and height standards generally has the effect of reducing land and site development costs as costs can be spread over a larger number of units. Other benefits include improving the use of community resources such as public transit, utilities, existing road and sidewalk networks, and greenspaces, while expanding the number of potential customers for area businesses. Additional Affordable I iou ing Fargets and Criteria The County and local municipalities could consider requiring a higher percentage of affordable housing per development/subdivision. Currently, the requirement is 20%, but this could be increased to 25% or even 30%. The local and County OP could also add criteria for affordable housing, such as quantifying a percentage of unit types within certain sized subdivisions, limiting unit sizes or even unit amenities (e.g. no garages to help reduce unit costs), require a 19 106 percentage of new development that must remain rental, and include policy to minimize rental conversions to condominium. Applicants would need to demonstrate at time of submission how the targets within the Official Plan are being met. 20 107 Conclusion Affordable housing is a concern amongst the residents of Elgin County and has been raised through the Official Plan review consultation process. The challenges associated with providing acceptable housing is twofold — ensuring adequate supply, and ensuring affordability. As housing prices and rents have risen faster than household incomes, coupled with insufficient supply of certain types of housing, this is creating a widening affordability gap. This report provides possible policy options that the County can consider, ranging from refinement of current policy, to implementing new tools to encourage more affordability across the County. Circulation and public engagement is recommended as the next step, to understand public, stakeholder and local municipal comments and preferred solutions. These comments will be compiled for review by County Council, where a preferred option or a combination of preferred options will be determined. Ultimately, any policy recommendations as result of municipal, public and stakeholder consultations will need to be approved by the Ministry of Municipal Affairs and Housing (MMAH), the Approval Authority for any County of Elgin Official Plan amendments. 21 108 II„ iii b111 11logiraphy Government of Ontario. 1990. Planning Act R.S.O. 1990. Government of Ontario. 2020. Provincial Policy Statement, 2020. Statistics Canada. 2016. Structure By Tenure 2016 Census, Elgin County, 2016. Ministry of Municipal Affairs and Housing. 2016. Ontario's Long -Term Affordable Housing Strategy, 2016. Ministry of Municipal Affairs and Housing. 2011. Municipal Tools for Affordable Housing, 2011. County of Elgin. 2013. County of Elgin Official Plan, Consolidated Version 2015. Tim Welch Consulting Inc., Lapointe Consulting and Deb Ballak. 2013. Housing and Homelessness Needs Assessment for St. Thomas and Elgin County, 2013. Tim Welch Consulting Inc. 2018. Long -Term St. Thomas -Elgin Affordable & Social Housing Strategy, June, 2018. Tim Welch Consulting Inc. 2021. Elgin County Housing & Homelessness Needs Assessment, October, 2021. City of London. 2016. The London Plan, December 2016. City of London. 2020. City of London Affordable Housing Community Improvement Plan, January 2020. County of Oxford. 1995. The Oxford County Official Plan, Consolidated Version 2021. County of Middlesex. 1997. Middlesex County Official Plan, Consolidated Version 2006. Municipality of Chatham -Kent. 2005. Chatham -Kent Official Plan, Consolidated Version November 19, 2018. 22 109 �111uumouuu��°^� Prugressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO DATE: December 18, 2021 SUBJECT: Approval for Official Plan Amendment No. 27, Partial Services in the Village of Straffordville and Hamlet of Eden, Municipality of Bayham File No.: BA OPA 27-21 Applicant: Municipality of Bayham THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 27 to the Municipality of Bayham Official Plan, File No. BA OPA 27-21; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act IT BEING NOTED that upon adoption of the County's Official Plan Review and associated amendments, the Municipality of Bayham initiate an Official Plan amendment to ensure conformity with the County Official Plan. INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. The Municipality of Bayham submitted Official Plan Amendment No. 27 to the County of Elgin on December 14, 2021 for approval. In accordance with Section 17 of the Planning Act the "Approval Authority" is required to make a decision in which it may approve, modify or refuse to approve an official plan amendment. If the "Approval Authority" fails to make a decision within 120 days after the amendment is received any person or public body may appeal to the Local Planning Appeal Tribunal. DISCUSSION: Background On December 17, 2020, Municipality of Bayham Council approved Official Plan No. 26 to permit subdivision development in the village of Straffordville and the hamlet of Eden 110 2 on municipal sanitary sewers and private on -site wells until such time as municipal water services are available with the passing of the following resolution: THAT Report DS-81120 regarding Official Plan Amendment — Partial Services in Urban Areas be received for information: AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our Communities Act, 2015, it be pointed out that the public participation meeting held December 17, 2020 regarding partial servicing policies in urban areas, there were no written comments but one verbal public submission regarding this matter and that all considerations were taken into account in Council's decision passing this resolution, - AND THAT the proposed amendment is consistent with the Provincial Policy Statement 2020 and the Elgin County Official Plan as outlined in the IBI Group memorandums of September 30, 2020 and December 9, 2020, AND THAT By-law 2020-093, being an adopting By-law of Official Plan Amendment No. 26 regarding partial servicing policies for the village of Straffordville and the hamlet of Eden in the Municipality of Bayham, be presented for enactment, AND THAT adopted Official Plan Amendment No. 26 be forwarded to the County of Elgin for approval. County Council approved OPA No. 26 at its meeting on August 10, 2021. Municipality of Bayham — Proposed OPA Amendment On September 16, 2021 County planning and legal staff met with Municipality staff to discuss the expectations of Section 4.2.1.4 a) in the Official Plan. It was determined that legally having an agreement for future municipal water works was not feasible as there are too many questions about any future costing and infrastructure details to put in to an agreement. There are too many unknowns to have in a "binding" agreement in Straffordville and Eden, where municipal water servicing doesn't current exist and not planned for in the foreseeable future. As an alternative, the wording is revised to require engineered servicing plans that would consider future municipal water services in the subdivision i.e. ensure adequate room in road allowance for future infrastructure, design the subdivision to accommodate future installation. CPA 26 In accordance with Section 4.2.1.4 a) of OPA 26, the developer must enter into an Agreement with the Municipality as to the design and cost apportionment of any future public works required to bring these services or facilities up to the appropriate standard, which complies with all regulatory requirements and protects human health and the 111 3 ronment. Securities by the developer may be required to cover the ultimate e measures. OPA 27 The following is the proposed Official Plan Amendment No. 27 [italicized, the opening paragraph is not part of the amendment but is being provided to Council for context]: 4.2.1.4 Notwithstanding Section 4.2.1.3, any major residential, commercial or industrial development, generally defined as infilling through plans of subdivision or plans of condominium with more than five (5) lots, may be permitted on lands within the urban areas which are serviced by municipal sanitary services but which are not serviced by municipal water services, without an Official Plan amendment in accordance with the following criteria: a) The developer shall provide detailed servicing plans for future municipal water services for the subject lands and connections to municipal water services in the design of any draft plan of subdivision or Condominium application, to ensure that these services or facilities can be provided up to the appropriate standard, which complies with all regulatory requirements, and protects human health and the natural environment in the event of future municipal service extensions to the area. Provincial Policy Statement All planning must be consistent with the policies of the Provincial Policy Statement 2020 (PPS). A servicing hierarchy has been set out in the PPS. The primary consideration for development is full municipal services (1.6.6.1). Where municipal sewage services and municipal water services are not available, planned or feasible, planning authorities have the ability to consider the use of servicing options. These include: private communal sewage services and private communal water services are the preferred form of servicing for multi-unit/lot development to support protection of the environment and minimize potential risks to human health and safety; individual on -site sewage services and individual on -site water services may be used provided that site conditions are suitable for the long-term provision of such services with no negative impacts. In settlement areas, individual on -site sewage services and individual on -site water services may be used for infilling and minor rounding out of existing development. Partial services: means a) municipal sewage services or private communal sewage services combined with individual on -site water services; or 112 0 b) municipal water services or private communal water services combined with individual on -site sewage services. Partial services shall only be permitted in the following circumstances: a) where they are necessary to address failed individual on -site sewage services and individual on -site water services in existing development; or b) within settlement areas, to allow for infilling and minor rounding out of existing development on partial services provided that site conditions are suitable for the long-term provision of such services with no negative impacts. Further, the PPS policies (1.6.6.4) state where planning is conducted by an upper -tier municipality, the upper -tier municipality should work with lower -tier municipalities at the time of the official plan review or update to assess the long-term impacts of individual on -site sewage services and individual on -site water services on the environmental health and the desired character of rural settlement areas and the feasibility of other forms of servicing. County of Elgin Official Plan The County policies on servicing and development are focused within Part B — Growth Management. Settlement areas shall be the focus of growth and their vitality and regeneration shall be promoted. There are a range of urban and rural settlement areas in Elgin County where there is a concentration of development and mix of permitted land uses including a variety of housing types, commercial and employment uses, institutional uses, community and recreational facilities, and open space. 82 GROWTH MANAGEMENT - The majority of the projected population and employment growth in the County is expected to occur in the settlement areas in the County that are on full municipal services. There are 49 identified settlement areas within the County of Elgin. At the time of the adoption of the Official Plan in 2013, it was estimated there is about 700 hectares of vacant or underutilized lands within fully serviced settlement areas (County of Elgin Official Plan 2013, Policy 82.4 a)). There was also in excess of 1, 000 hectares of potentially developable land in settlement areas on partial services (either municipal water or municipal sewer but not both) and within settlement areas that do not have any municipal sewer or water services. 82.5 HIERARCHY OF SETTLEMENT AREAS - The Official Plan policies detail that water supply, treatment and distribution works, along with wastewater collection and treatment works, are the responsibility of the lower tier 113 5 municipalities and/or private sector organizations engaged by the lower tier municipalities. Three tiers of settlement areas are established by this Plan: TIER 1 settlement areas generally have the largest populations in the County and as a consequence have full municipal services (municipal water and sewage services). Given the type of servicing that is provided in these settlement areas and the potential for these settlement areas to be central communities where a range of uses and opportunities are and can be provided, this Plan directs the majority of new growth to Tier 1 settlement areas. TIER 2 settlement areas are generally smaller in population than Tier 1 settlement areas and are on partial services (municipal water/individual onsite sewage services or individual on -site water/municipal sewage services). Limited development is permitted in these settlement areas given the absence of full municipal services. Development on partial services is permitted to allow for infilling and rounding out of existing development provided that: • the proposed development is within the reserve sewage system capacity and reserve water system capacity, and • site conditions are suitable for long-term provision of such services. In Bayham, Eden and Straffordville are recognized as Tier 2 settlement areas in the County Official Plan. Both of these settlement areas have municipal sanitary services, but no municipal water services. County of Elgin Official Plan Review The issue of development on full services vs. partial services has been raised by both the public and several member municipalities through the Official Plan review consultation process. A discussion paper has been provided as part of the Official Plan review process that looks at options for development. Circulation of the report to local municipalities as well as to the public and stakeholders has been undertaken to receive their comments and feedback. Comments received through the consultation process and associated with the discussion paper will be summarized in a future report, and may include potential changes as a result of comments received. It is recommended that upon adoption of the County's Official Plan Review and associated amendments, further amendments to this policy may be required to ensure conformity with the County Official Plan. 114 0 Mndifirafinnc No modifications are necessary. FINANCIAL IMPLICATIONS: There will be no financial implications for the County as a result of this application. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. This OPA No. 27 will affect the Municipality of Bayham, specifically related to two of its settlement areas (Straffordville and Eden). COMMUNICATION REQUIREMENTS: Notice of adoption will be sent as per the requirements of the Planning Act. CONCLUSION: The Council of the Municipality of Bayham supports this Amendment and adopted it by By -Law 2021-066 on December 2, 2021. County staff has reviewed File No. BA-OPA27-21, and therefore is of the opinion that this Official Plan Amendment, with modifications, is consistent with the Provincial Policy Statement 2020, and conforms to the County of Elgin Official Plan. 115 All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning, & Enterprise / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 7 116 �111uumouuu��°^� Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak, Manager of Transportation Services DATE: December 7, 2021 SUBJECT: Tender Award: Contract T21-279 Clachan Road Bridge Rehabilitation THAT the report titled, "Tender Award: Contract T21-279 Clachan Road Bridge Rehabilitation" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated December 7, 2021 be received and filed. INTRODUCTION: The Clachan Road Bridge over the Thames River was built in 1958. This structure has a north -south orientation and is located on Clachan Road, 1 km south of Longwoods Road. This slab on I Girder Bridge carries 2 lanes of predominantly vehicular traffic across the Thames River in 3 continuous spans with a total crossing length of 92.5 m and a maximum clearance of 10 m. The deck has a travel width of 8.64 m and an C•IR�'fi.11[�1C' [iit•5�i[���:�ii1 With an Average Annual Daily Traffic volume (AADT) of 700, the crossing is lightly used with truck volumes accounting for 25 to 50% of the total traffic. The speed limit at this location is 80 km/hr. The bridge is currently load posted at: _ / 36 / 48 tonnes. Clachan Road is a boundary road shared with the Chatham -Kent and the County of Middlesex. In accordance with the terms and conditions of the pre-existing repair and maintenance agreement, Chatham -Kent maintains and repairs the bridge on behalf of all three municipalities. The cost associated with the repair and maintenance of the bridge is proportionate paid for as follows: ■ Chatham -Kent 50% ■ County of Elgin 27'/2% ■ County of Middlesex 22'/2% 117 2 Bi-annual inspections have been conducted by the Municipality of Chatham -Kent (as legislated under the Public Transportation and Highway Improvement Act) to continually monitor the condition of the structures and to ensure public safety. On March 29, 2018 G.M. BluePlan Engineering Limited was awarded a Direct Assign Proposal by Chatham -Kent to complete a Detailed Condition Assessment of the Clachan Road Bridge over the Thames River. In March 2019, during the preliminary stages of the Detailed Condition Assessment; G.M. BluePlan Engineering Limited advised that due to some condition issues and comparing to today's Bridge Code requirements, a load posting is recommended. A media release was issued by Chatham -Kent on March 8, 2019 to inform the public that a triple load posting of _ / 36 / 48 was issued for the Clachan Road Bridge over the Thames River. In August 2019, the Detailed Condition Assessment of the Clachan Road Bridge over the Thames River was completed; which outlined the existing condition issues and provided various rehabilitation options. On February 10, 2020, Chatham -Kent Council awarded a Request for Proposal (RFP) to G.M BluePlan Engineering Limited for the rehabilitation design, contract administration, and construction inspection of the Clachan Road Bridge over the Thames River. The rehabilitation will remove the load posting and return it to full traffic loading according to the Canadian Highway Bridge Design Code (CHBDC). On August 4, 2021, a contractor pre -qualification document, M21-308, was posted on the Chatham -Kent Bids and Tenders website. A pre -qualification was completed for this project to ensure Chatham -Kent only receives bids from experienced and qualified bidders, due to the complexity of the project. Five (5) Pre -qualification documents were digitally received by Chatham -Kent Purchasing on August 25, 2021 and all five (5) submissions met the requirements of the pre -qualification. Based on the 2019 Ontario Structure Inspection Manual (OSIM) Inspection and the site inspections completed by G.M BluePlan Engineering Limited, this structure was identified to have a number of conditional issues that needed to be addressed in order to maintain public safety, extend the life of this structure, and to return it to full traffic loading according to the Canadian Highway Bridge Design Code (CHBDC). These condition issues include: • Severe corrosion of the steel barrier posts and railings. • Several post bases exhibit loss of section and there is evidence of partial failure of the post anchorages to the concrete deck. • Severe undercutting of the structural coating, severe corrosion of the steel girder ends and bearing seats. • Severe corrosion of abutment bearings. • Spalling, delamination and disintegration of the concrete curbs and deck. 118 3 • Deteriorated concrete abutments and concrete fascia. • Leaking joints. • The absence of approach guiderails. • Isolated erosion of the slopes. Photo of the Clachan Road Bridge over the Thames River Photo of the steel railings on the Clachan Road Bridge over the Thames River 119 habilitation 0 This bridge rehabilitation construction contract administered by Chatham -Kent and to be completed in 2022 consists of the following work: • Removal and replacement of the existing cast -in -place concrete deck. • Removal of the existing steel railing. • Supply and install a new galvanized steel tube railing barrier system. • Rehabilitate the existing steel girders and diaphragms by removing the existing coating, removing any rust, making structural steel repairs as needed, and applying a new coating system. • Remove and replace the existing expansion joint assemblies. • Remove and replace the concrete approach slabs. • Installation of waterproofing and protection board on top of the new concrete deck. • Supply and install new asphalt on the new bridge deck and the approaches. • Jack the existing steel girders and replace all the bearings. • Complete repairs to the existing concrete abutments and piers. • Remove and reconstruct portions of the roadway on either side of the bridge. • Installation of new guiderails on all four (4) corners of the bridge. • Installation of rip rap erosion protection. • A portion of Clachan Road from the Clachan Road Bridge over the Thames River to Longwoods Road will also be resurfaced with asphalt. This tender was released by Chatham -Kent on October 28, 2021 and digital tender recently closed on November 24, 2021. Bids were received were as follows: Company Bid Price (inclusive of contingency, exclusive of HST McLean Taylor Construction Limited $4,618,333.99 Facca Incorporated $4,917,000.00 Lobby Builders Dublin Limited $4,932,104.12 Landform Civil Infrastructure Inc. $5,262,400.00 Clearwater Structures Inc. $5,434,090.00 The estimated duration of construction is approximately 150 working days (30 weeks). The bridge will be closed to vehicular and pedestrian traffic for the duration of the project and a detour will be in place. 120 5 FINANCIAL IMPLICATIONS: The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Engineering' $ 212,404.00 Construction2 $ 4,618,333.99 Net HST (1.76%) $ 85,020.99 Total Projected Costs $ 4,915,758.98 Elgin County Proportionate Share (27 %%) $ 1,351,833.72 2021 Capital Budget $ 1,368,000.00 Forecast Budget Surplus/(Deficit) $ 16,166.28 'Provision of engineering services by G.M BluePlan Engineering Limited. 21ncludes a $500, 000 contingency allowance. The pretender project cost estimate, inclusive of engineering and construction, prepared by G.M BluePlan Engineering Limited estimated the project to cost $4,600,000.00, which is lower then the aforenoted total projected costs. The County's 2021 capital budget had allocated $1,368,000.00 intended to fund the County's proportionate project share. 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. 121 LOCAL MUNICIPAL PARTNER IMPACT: The Clachan Road bridge will be closed to vehicular and pedestrian traffic for the duration of the project and a detour will be in place utilizing nearby County roads in the Municipality of West Elgin. COMMUNICATION REQUIREMENTS: Council, Municipality staff and residents will continue to be advised of the Project, road closures, and be provided construction progress updates. CONCLUSION: Staff are pleased with the results of the tender administered by the Municipality of Chatham -Kent on behalf of Elgin County. Work on this project is expected to commence in the Spring of 2022 with substantial completion anticipated to be achieved by year's end. All of which is Respectfully Submitted Peter Dutchak Manager of Transportation Services Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 0 122 �111uumouuu��°^� Prugressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak, Manager of Transportation Services DATE: December 21, 2021 SUBJECT: Imperial Road Roadside Safety Review — Port Bruce THAT the report titled, "Imperial Road Roadside Safety Review — Port Bruce" from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated January 11, 2022 be received and filed. INTRODUCTION: The County of Elgin has received a request from the Township of Malahide to consider the installation of guide rail on Imperial Road within the Village of Port Bruce. This report considers the request and measures it against existing conditions and technical warrant criteria. DISCUSSION: Imperial Road (CR73) within the Village of Port Bruce has an annual daily traffic volume of approximately 1,800 and a posted speed limit of 50 km/h. A horizontal curve exists north of Rush Creek Line within the 50 km/h speed zone, with an advance curve warning sign, reflective markers and white roadway edge lines to delineate the curve. Imperial Road in this location has recently been reconstructed as part of the Port Bruce Bridge construction and the roadway shoulders have been paved. Roadside slopes are at a 2.1 gradient and the roadway is elevated approximately 2 m from the adjacent lands on the outside of the curve. A review of available police collision reports has not identified any collisions at this location over the past 5 years, however, staff is aware of one recent collision incident where a vehicle failed to negotiate the curve. A review of the applicable technical manuals in respect to guide rails suggests that they are only warranted where the combination of the height and slope of the embankment is a more severe hazard than the barrier system itself. Warrant criteria also states that a guide rail is typically not warranted protecting slopes less than 3m in height nor are they typically installed in low speed, urban environments. This location on Imperial Road is posted at 50 km/h, does not have a historic pattern of collisions over the past 5 years, 123 2 embankment height of only 2 m. These roadway characteristics suggest a 3rrier system is not warranted. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. A copy of this report will be provided to the Township of Malahide in response to their request to consider the installation of guide rail at this location. CONCLUSION: The County of Elgin received a request from the Township of Malahide to consider the installation of guide rail along a section of Imperial Road entering the Village of Port Bruce. Staff has reviewed this location in context of applicable technical manuals and have determined that a guide rail is not warranted at this location. 124 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 3 125 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 ffDol i 1rA._ "A.Hill 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 aadams malahide.ca 126 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of 0000 Engineering, Planning & Enterprise (EPE) / III�luumouuu°° Deputy CAO Julie Gonyou, Chief Administrative Officer Prugressive by Nature DATE: January 4, 2022 SUBJECT: Terrace Lodge Redevelopment Steering Committee January Update RECOMMENDATIONS: WHEREAS the Terrace Lodge Redevelopment Steering Committee met on January 4, 2022 to review project changes and directed staff to provide County Council with a summary of project changes and new expenditures for review and approval; now, therefore, be it resolved THAT the report titled "Terrace Lodge Redevelopment Steering Committee January Update" dated January 4, 2022, received from the General Manager of Engineering, Planning & Enterprise (EPE) / Deputy CAO and Chief Administrative Officer be received and filed; and THAT Council approve an increase in the Terrace Lodge Redevelopment Project's Project Management scope of work previously awarded to D.Grant Construction Limited in the amount of $415,000 for the installation of Communications and Security Infrastructure; and THAT Council consent to including $51,506 in the Terrace Lodge Project Management budget for Interior Design Services related to Furniture, Fixtures & Equipment; and further THAT Council authorize the reallocation of $40,000 identified in the Furniture, Fixtures and Equipment budget for the Terrace Lodge Phone System to the construction budget allowance for a total combined project budget allowance of $554,473. INTRODUCTION: This report provides a summary of several critical and time sensitive items considered by the Terrace Lodge Redevelopment Steering Committee at its most recent January 4, 2022 meeting. The following items are contemplated within this report: 127 2 1. Kitchen Rooftop Unit Replacement; 2. Communication & Security Design Tendering 3. Interior Design Services Request for Proposal 4. Funding Reallocation for Terrace Lodge Redevelopment Nurse Call and Phone System All costs associated with the aforementioned items are accommodated within the Council -approved budget for the Terrace Lodge Redevelopment Project. DISCUSSION: At its recent meeting on January 4, 2022, the Terrace Lodge Redevelopment Steering Committee reviewed and considered the following critical and time sensitive matters as identified by the County's Project Management firm D. Grant Construction Limited, so as not to delay construction progress and avoid material supply chain implications. The Committee directed that staff provide County Council with a summary of project changes and new expenditures for review and approval. 1. Kitchen Rooftop Unit Replacement As reported to Council on December 9, 2021, repeated breakdowns and lack of cooling capacity from the existing kitchen rooftop handling unit (heating, ventilation and air conditioning "HVAC") necessitated emergency procurement of a replacement HVAC unit. Emergency procurement measures were exercised and approval was granted by Warden French and CAO Gonyou. The existing rooftop HVAC unit was installed in 2004 and was scheduled for replacement in 2023. Within the original scope of the Terrace Lodge Redevelopment Project, this HVAC unit was only planned to be relocated to a new location on the roof, necessitated by other mechanical modifications required in this area. It is critical that this issue be resolved before the cooling season begins in late spring / early summer of 2022. Financial Implications: All costs associated with the replacement HVAC unit are accommodated within the Council -approved Terrace Lodge Redevelopment Project. Approval from County Council is not required for the HVAC unit replacement. Quotations were obtained and varied in value and delivery time as set out in the following chart: Unit Manufacturer Quoted Replacement Costs exclusive of HST Delivery Time Daiken $104,769.00 30 weeks Daikon $86,100.73 23 weeks Carrier $44,259.00 12 weeks Lennox $39,069.00 24 to 30 weeks 128 3 red a competitive price and expedited delivery of a replacement unit at a cost of $44,259.00 + HST and was selected as the supplier of the unit. Installation will be completed by Paramount Services Limited, the County's contracted HVAC service provider. The cost provided includes supply and installation of the new unit and removal and disposal of the old unit. All electrical, mechanical and other costs associated with the relocation are covered within the current Terrace Lodge construction budget. 2. Communication & Security Design Tendering The Terrace Lodge Redevelopment Project detailed design only allowed for the electrical infrastructure required to support a telecommunications and security design, however no Registered Communications Distribution Designer (RCDD) was retained at project onset to carry out the need's assessments, and align the telecommunications and security needs with the rest of the project, or coordinate with the electrical discipline. These services have now been requested of the County's architect, who will assign an RCDD to carry out the work, including follow ups with all required stakeholders to validate design assumptions, issuance of tender documents and specifications, and provide contract administration services. Once completed, D. Grant Construction Limited will initiate their internal tendering process and a preferred networking and cabling contractor will be selected. Prior to awarding this project component, the Terrace Lodge Redevelopment Steering Committee recommends that the appropriate budget needs to be approved by Council so staff can award the project according to the Procurement Policy. Financial Implications: All costs relating to tendering and retaining the services of a networking and cabling contractor to install the required Communications and Security Infrastructure are accommodated within the overall Council -approved Terrace Lodge Redevelopment Project. The cost relating to tendering and retaining the services of a networking and cabling contractor to install the required Communications and Security Infrastructure is estimated to be $415,000. It is recommended that Council consent to reallocating this amount from the IT equipment project component of the overall Terrace Lodge Redevelopment project budget. 129 0 ior Design Services Request for Proposal (RFP) The phased redevelopment of Terrace Lodge requires the services of a professional interior design team to assist the County with design, budget preparation, and contract administration leading to procurement of all required Furniture, Fixtures & Equipment (FF&E), that align with Ministry of Long -Term Care (MLTC) guidelines related to infection prevention and control, and resident safety. Financial Implications: All costs relating to Interior Design Services are accommodated within the overall Council -approved Terrace Lodge Redevelopment Project. Staff issued Request for Proposal (RFP) No. 2021-P35 on September 20, 2021 for Interior Design Services. A total of four (4) proposals were received. After a thorough review, staff recommends that the Interior Design Services project component be awarded to L360 Architecture in the amount of $50,615 (excluding HST). Prior to awarding the project, a budget needs to be approved by Council so staff can award the project in accordance with the County's Procurement Policy. It is recommended that Council consent to including $51,506 in the Terrace Lodge Project Management budget for Interior Design Services related to Furniture, Fixtures and Equipment. 4. Funding Reallocation for Terrace Lodge Redevelopment Nurse Call and Phone System The Terrace Lodge Redevelopment Project requires the replacement and expansion of the existing Nurse Call and Phone System both throughout the existing facility and into the expanded facility footprint. Financial Implications: All costs relating to the expansion of the existing Nurse Call and Phone System are accommodated within the overall Council -approved Terrace Lodge Redevelopment Project. Request for Proposal No. 2021-P29 was issued on October 8, 2021 and three (3) compliant proposals were received. After a thorough review, staff recommends that the Nurse Call and Phone System project components be awarded to KR Communications as the highest scoring firm. The total cost for the combined Nurse Call and Phone System project is $552,670 (excluding HST). The total overall project budget awarded to D. Grant Construction Limited included $514,473 for the nurse call system. A separate County FF&E budget included $40,000 for the phone system. Because the two systems were combined and a portion of the funds need to be reallocated to the construction budget, the Steering Committee 130 5 recommends that County Council approved a reallocation of funds from the FF&E budget to the Construction budget. Subject to Council approval, reallocation of the funds will allow D. Grant Construction Limited to award the contract for the Nurse Call and Phone System to KR Communications through the construction project under the new combined allowance of $554,473. FINANCIAL IMPLICATIONS: The kitchen roof top HVAC unit was scheduled to be replaced in 2023, and the 10-year capital budget had $100,000 allocated to replace this unit. This allocation has been prioritized as a 2022 expenditure and the $44,259.00 (excluding HST), plus any work outside of the current construction budget will be drawn from this allocated amount. The $415,000 estimated cost for Communications and Security Infrastructure can be accommodated in the overall project management budget, but needs to be re -allocated from the IT equipment budget. Costs associated with Interior Design Services in the amount of $50,615 (excluding HST) can be accommodated in the overall project management budget. The total overall budget for the Terrace Lodge Redevelopment will not change with the required reallocation of funds in the amount of $40,000 from the Furniture, Fixtures and Equipment budget to fund the Terrace Lodge Phone System. 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. 131 INICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: In an effort to avoid construction progress delays and potential material supply chain implications, staff recommends that D. Grant Construction Limited's scope of work be increased in the amount of $415,000 for the facilitate and administer the timely required design and installation of Communications and Security Infrastructure as part of their ongoing phased construction efforts. Council approval is also required to re -allocate available existing uncommitted project budget funds in the amount of $51,506 for Interior Design Services related to Furniture, Fixtures & Equipment, and approval is required in the amount of $40,000 for the Terrace Lodge Phone System. All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning & Enterprise (EPE) / Deputy CAO Julie Gonyou Chief Administrative Officer 0 132 �111uumouuu��°^� Prugressive by Nature RECOMMENDATION: It is recommended that: REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of Engineering, Planning & Enterprise (EPE) / Deputy CAO DATE: January 4, 2022 SUBJECT: Planning Services - By -Law —No. 22-01 THAT the within Report to Council, dated January 4, 2022, and entitled "Planning Services — By -Law No. 22-01" be received and filed; and 2. THAT County Council approve and authorize By -Law No. 22-01, as included in the January 11, 2022 Council Agenda Package. INTRODUCTION: This report provides an overview of required amendments to By -Law No. 20-32 being "a By -Law to delegate certain authorities vested in the Council of the Corporation of the County of Elgin as the approval authority with respect to plans of subdivision, plans of condominium and part lot control By -Laws pursuant to Section 22 and 51 of the Planning Act, to the Manager of Planning for the County of Elgin and to Repeal By -Law No. 20-32". DISCUSSION: At its meeting on July 14, 2020, County Council passed a By -Law which delegates certain authorities with respect to plans of subdivision, plans of condominium and part lot control by-laws pursuant to Sections 22 and 51 of the Planning Act, RSO 1990, to the Manager of Planning and in his/her absence, the Director of Engineering Services, and repealed the pre-existing By -Law No. 13-28. In 2021, the portfolio of the Director of Engineering Services was expanded which resulted in a change in job title to the General Manager of Engineering, Planning & Enterprise / Deputy CAO. By -Law No. 22-01, included in this agenda package reflects the change in job title and ensures the General Manager of Engineering, Planning & Enterprise / Deputy CAO is able to function as the back-up delegated authority for certain planning functions. This change requires Council's approval in order to maintain the delegated authority deliverables in the absence of a Manager of Planning, and the changes necessitate that the existing By -Law No. 20-32 be repealed. 133 2 FINANCIAL IMPLICATIONS: �m 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. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Council is required to authorize and approve By -Law No. 22-01 to ensure authority is appropriately delegated to the General Manager of Engineering, Planning, & Enterprise/Deputy CAO in the absence of a Manager of Planning, as required by the Planning Act, R.S.O. 1990. All of which is Respectfully Submitted Brian Lima General Manager of Engineering, Planning & Enterprise/Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 134 . _ a-_ Progressive byNature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer Jeff VanRybroeck, Manager of Emergency Management DATE: December 30, 2021 SUBJECT: Medavie EMS Elgin Ontario (MEMSEO) Community Paramedicine Program THAT the report titled "Medavie EMS Elgin Ontario (MEMSEO) Community Paramedicine Program" dated December 30, 2021 from the Chief Administrative Officer and Manager of Emergency Management be received and filed for information. INTRODUCTION: Community paramedicine is a model of community -based health care where paramedics use their education and expertise in community -based, non -emergency care roles, outside their emergency response and ambulance transport roles. On October 22, 2021, the Ontario Government announced an investment of $82.5 million to expand the existing Community Paramedicine for Long -Term Care (CPLTC) to an additional 22 communities, including Elgin County. This initiative is part of the province's modernization plan to address systemic barriers in long-term care bed development and the growing demand for long-term care in the province. This program, which is fully funded by the provincial government, provides additional care for seniors in their own homes before admission into long-term care. The program was piloted across five (5) communities in October 2020 and is already operational across 33 Ontario communities. This program is operated in partnership with municipalities and it works alongside primary care and home and community care to provide the following services to eligible seniors: • Access to health services 24-7, through in -home and remote methods, such as online supports; • Non -emergency home visits and in -home testing procedures; • Ongoing monitoring of vital signs to prevent escalation of chronic medical conditions; and • Assessments, referrals, diagnostic procedures, and point -of -care testing. 135 2 The purpose of this program is to keep individuals who are on the long-term care wait list, or who are soon to be eligible for long-term care, stabilized in their illness trajectory and in their own homes for as long as possible. This program will accomplish this through preventative and responsive care, such as home visits and remote patient monitoring. The CPLTC program is based on four (4) guiding principles: 1.) Accessible: 24/7 access to community paramedicine services for non -emergency procedures in their own home and health system navigation support. 2.) Responsive: Prompt, flexible, proactive, and patient -centred response to changing circumstances or medical conditions and if necessary, connection to the right health care provider at the right time in order to avoid escalation and crisis. 3.) Proactive: Systematic, routine -based remote or home monitoring to prevent emergency incidents or escalation in medical conditions. 4.) Safe: Certain diagnostic procedures and treatments can be provided at home and if required, under appropriate medical oversight. Early feedback from participating communities indicates reduction in rates of hospital admissions and an increased integration with primary care. A business case and budget submission prepared by Elgin County and MEMSEO and has been sent to the Ministry of Long -Term Care for approval. It is anticipated that this program will roll -out in the Spring 2022. BACKGROUND: As of May 2021, more than 38,000 people across the province were on the waitlist to access a long-term care bed in Ontario. In December 2020, Ontario launched a Long -Term Care Staffing Plan', which centres around the province's commitment of delivering an average of four (4) hours of care per resident per day. To meet this commitment, the province is investing $4.9 billion over the next four (4) years to help create 27,000 new positions for PSWs and nurses in long-term care. This funding will also support a 20% increase in direct care time by allied health professionals (i.e. physiotherapists, social workers, etc.) over the next two (2) years. The Long -Term Care Staffing Plan also responds to recommendations from Justice Gillese's Public Inquiry Report on the Safety and Security of Residents in the Long - Term Care Homes System2, and recommendations from Ontario's Long -Term Care li 6�r //Pc k:�..,ii4 k /i� P k �ai� �:.�R h iif r k grog fe nir� pre st�]ffni k21 2,i (',)25. 136 3 COVID-19 Commission3, in addition to submissions from key long-term care organizations and other partners. FINANCIAL IMPLICATIONS: It has been determined that the annual notational allocation for Elgin County to administer the CPLTC program is: • Q3/Q4 of 2021-2022 -> $1,000,000-7 • Fiscal year 2022-2022 -> $2,000,000; and • Fiscal year 2023-2024 -> $270007000. 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: EMS is a mandated program, supporting the health and well- being of County residents. LOCAL MUNICIPAL PARTNER IMPACT: Elgin County is the Designated Delivery Agent for the provision of Land Ambulance Services to Elgin's local municipal partners and the City of St. Thomas. COMMUNICATION REQUIREMENTS: Information regarding the CPLTC program will be shared with Local Municipal Partners and the City of St. Thomas. 3liff.2//If<<k k I��c;'ft I2g,/h„nd , Li.:Iiifl 137 0 CONCLUSION: Elgin County is pleased to see the CPLTC program expanded to our community. Community Paramedicine programs have demonstrated that they are scalable and sustainable solutions which bridge identified gaps in care locally. This investment will support seniors in our community by providing quality care and services needed to live comfortably in their own homes. The CPLTC funding will allow Elgin County and MEMSEO to enhance service for patients on the Long -Term Care Home wait list and provide support to other clinically complex patients in Elgin County. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer Jeff VanRybroeck Manager of Emergency Management 138 rogr(,;& a rb by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: January 4, 2022 SUBJECT: Electronic Digital Signatures Policy No. 1.9 THAT the report titled Electronic Digital Signatures Policy No. 1.9 from the Chief Administrative Officer, dated January 4, 2022, be received and filed; and THAT Elgin County Council approve the Electronic Digital Signatures Policy No. 1.9 as presented. INTRODUCTION & BACKGROUND: As a result of the COVID-19 pandemic and the increased number of people working from home, many organizations have had to quickly develop digital alternatives in order to carry on the business of the organization effectively and efficiently. The County of Elgin continues to streamline its internal and external business processes and improve how it delivers services to our community. The County can achieve these goals, in part, by replacing some paper -based processes with electronic practices that are more modern, faster and easier to use. Whether a signature is paper -based or electronic, the fundamental purpose of the signature is the same. A signature links a person to a document (or transaction) and typically provides evidence of a person's intent to approve or be legally bound by its contents. The primary function of a signature is to provide evidence of the signatory's: • Identity; • Intent to sign; and • Agreement to be bound by the contents of the document. The purpose of this policy is to ensure consistent, authorized and lawful use of electronic signatures by: • Guiding the business process to apply an electronic signature(s); and • Providing guidance on when electronic signatures and signature stamps may be considered official and acceptable by the Corporation. 139 2 The policy does not limit the County's right or option to conduct a transaction on paper or in a non -electronic form, nor affect the Corporation's right or obligation to have documents provided or made available in paper format when required by statute or regulation. It is anticipated that this policy will be a "living" document that will evolve over time in response to lessons learned, changes in related legislative requirements or future technological advancements in the electronic signature area. 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. 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 policy will be distributed to the appropriate staff and will be posted on the Elgin County Intranet. CONCLUSION: The Electronic Digital Signatures Policy will provide guidance on when electronic submissions are considered official and acceptable by the Corporation and will expedite workflow processes, reduce recordkeeping requirements and improve customer service. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 140 riii�/�roidrrii��»»f�111lldllli���1111 fl���j�ll l� �w Progg r .ssivy, by Nature Subject: Electronic / Digital Signature Policy Policy Number: 1.9 Date Approved: To be determined Date Last Revision: [not applicable] Section: Administrative Services 1.0 Purpose County of Elgin Policy Manual The Corporation of the County of Elgin is committed to adopting a consistent and appropriate approach to the use of electronic / digital signatures and stamps with the aim of ensuring document reliability, expediting processes and improving customer services. Whether a signature is paper -based or a signature -stamp is applied — which have been referred to as "wet signature", or electronic / digital — which have been referred to as "e- signature and digital -signature" the fundamental purpose of the signature is the same; a signature links an authorized person to a document or transaction and provides visual evidence of that person's intent to approve or to be legally bound by the contents of the document. The primary function of a signature is to provide evidence of the authorized signatory's: • Identity; • Intent to sign; and • Agreement to be bound by the contents of the document. A signature can be that of a government official or a member of the public, an individual or a business representative, and nothing authorizes the County to require other persons to use, provide or accept information or documents in electronic form without their consent. Canada's and Ontario's laws regarding electronic / digital signatures are generally permissive of digital signatures, however there may be some limitations, such as wills and powers of attorney. The key to use and acceptance of documents executed by a digital signature is the acceptance and consent from parties to the document; if parties do not consent, wet signatures or signature stamp, are to be used. 141 riii�/�roidrrii��»»f�111lldllli���1111 fl���j�ll l� �w Progg r .ssivy, by Nature County of Elgin Policy Manual The purpose of this policy is to ensure consistent, authorized and lawful use of electronic signatures by: • Guiding the business process to apply an electronic signature(s); and • Providing guidance on when electronic signatures and signature stamps may be considered official and acceptable by the Corporation. This policy does not limit the Corporation's right or option to conduct a transaction on paper or in a non -electronic form, nor affect the Corporation's right or obligation to have documents provided or made available in paper format when required by statute or regulation. Nothing in this policy dictates which electronic/digital signature service or technology shall be used by other parties, only that the County of Elgin, at the time policy is in force, uses Adobe Acrobat to apply electronic signatures. 2.0 Definitions For the purpose of this policy: "digital signature" means a regimented business process, such as depicted in schedule 3, where one or more signature block is applied to a document, and one or more of the signature blocks is fully or partially supported by technology to aid in identifying the person applying the signature(s). Signatures may include, but are not limited to, electronic signatures, digital signatures, image of a signature, email signature blocks, and combinations of a username, signatures and personal identification number (PIN). "document" means any document, such as but not limited to an instrument, agreement, cheque or other document in paper or electronic format that when a signature is applied, binds or authorizes an expenditure, procurement or action. "signature stamp" means a physical ink stamp that when applied to a document leaves a permanent printed image of the signing officer or signing authority's signature on the document. 3.0 Use of Digital Signatures and Signature Stamps To the fullest extent permitted by law, the Corporation accepts digitally signed documents and signature stamped documents as legally binding and having the same and equal value as paper document originals with handwritten signatures (wet signatures). To that end, a 142 riii�/�roidrrii��»»f�111lldllli���1111 fl���j�ll l� �w Progg r .ssivy, by Nature County of Elgin Policy Manual requirement that a document be signed is satisfied by a digital signature or signature stamp being applied. When there is a demonstrated legal requirement, such as a last will and testament, or when parties do not consent that a document be signed with a digital signature, wet signatures Internal Documents and Transactions Subject to other restrictive provisions outlined in Schedule 1 to this policy, all internal documents of the Corporation including, but not limited to requests, approvals, written communications, electronic submissions, and transactions may be created, authorized, approved by any of the following methods: • signed using a digital signature; • wet signature; • signature stamp; or • email approval with a signature block. Documents Excluded The following documents shall not be signed, in any circumstances, using electronic signatures: • Wills and codicils; • Trusts created by wills or codicils; • Powers of attorney, to the extent that they are in respect of an individual's financial affairs or personal care; • Documents of title. 4.0 General Consent No person shall be compelled or required to transact with the Corporation using digital signatures or signature stamps without their consent. If a handwritten signature (wet signature) is requested, the Corporation shall also consent. 5.0 Signing Officers The use of electronic signatures by the signing officers that bind the corporation shall closely follow established processes governing the execution of documents on behalf of the Corporation, and as depicted in Schedule 3. The signing officers are generally deemed to be: 143 riii�/�roidrrii��»»f�111lldllli���1111 fl���j�ll l� �w Progg r .ssivy, by Nature • Warden; • Chief Administrative Officer / County Clerk; • Deputy Chief Administrative Officer; • Deputy County Clerk(s); • County Treasurer; and • Deputy County Treasurer. 6.0 Signing Authority County of Elgin Policy Manual The use of digital signatures or signature stamps by a person who may authorize an action that binds the corporation shall closely follow established processes governing the execution of documents on behalf of the Corporation. Signing Authority is given to any person via a policy, procedure, resolution or by-law of Council, or delegation of authority. 7.0 Reliability Requirements A digital signature or signature stamp shall be attributable (or traceable) to the authorized person who has the intent and authority to sign the record, supported by an established business process, such as depicted in Schedule 3 to log the transaction; the signature must clearly identify the authorized person signing. Where an employee believes that a misrepresentation has occurred, the submission or transaction shall not be processed or advanced, and the relevant Department Head and the Clerk's Department shall be notified for review. The policy for digital signatures or signature stamp is intended to be practical, ensure participants establish secure business processes that can account for signatures being applied to documents that bind the corporation, and balance risk and cost. Furthermore, digital signatures or signature stamps may be implemented on a case -by -case basis, closely following existing processes. 8.0 Record Retention Documents shall be created, managed, and retained in accordance with the Corporation's Record Retention By-law. All signed documents constitute the original record and shall be maintained, accessible, and reproducible. 144 riii�/�roidrrii��»»f�111lldllli���1111 fl���j�ll l� �w Progg r .ssivy, by Nature 9.0 Technologies in Use County of Elgin Policy Manual At the time this policy was created, the County of Elgin uses Adobe Acrobat to apply signatures. Other digital signature technologies may be used that keep with the principle of this policy. 10.0 Legislative Authority and Considerations • Electronic Commerce Act, 2000, Section 11. • Personal Information Protection and Electronic Documents Act W 145 riii�/�roidrrii��»»f�111lldllli���1111 fl���j�ll l� �w Progg r .ssivy, by Nature Schedule 1 - Digital Signature Uses County of Elgin Policy Manual Document Digital Wet Signature Written acceptance Name/Nature Signature Permitted - expressed in body of an Permitted, if Original by Pen email consented to by all Parties Agreements - General Yes Yes No Council - Per Diem Yes Yes Yes Cheques - General No Yes No Services Land - Yes Yes No Acknowledgement and Direction Land - Non -Merger Yes Yes No Agreement Land - Purchasers' Yes Yes No Direction and Undertaking Land - Purchasers' Yes Yes No Warranty Letter -Correspondence Yes Yes Yes Permits Yes Yes Yes Road Authority Yes Yes No Agreement Special Events Yes Yes No Timesheets Yes Yes Yes By-laws No Yes No Minutes Yes Yes No 146 riii��iroidrrii��»»fitllllllllli���1111 f�///////t>l�l�, Progg r .ssivy, by Nature Schedule 2 - Sample Signature block - Adobe Signature Image (JPEG etc.) I, o County of Elgin Policy Manual Signature Block J. J Smith,, Digitally signed by County Signature, County Job Title Title Date: 2020.04.25 19:16:28-04'00' https://acrobatusers.com/tutorials/how-do-i-add-a-scanned-signature-to-a-digital-signature/ In an open blank PDF document 1. Edit 2. Preferences 3. Creation & Appearances - More... 4. Appearances ... select Edit 5. Show... Imported graphic 147 riii�/�roidrrii��»»f�111lldllli���1111 fl���j�ll l� �w Progressive by Nature County of Elgin Policy Manual Schedule 3 - Business Process - Signing Officers •Validate agreement received and signed by the third party •Obtain manager's signature on prescribed form (not the agreement) •Forward prescribed form and one digital PDF agreement to adminteam@elgin.ca (via email) •Validate authority to bind as cited on prescribed form •Log agreement, forward form and agreement to County Clerk via email •Review form and agreement for completeness and readability •Apply appropriate digital signature(s) image as cited in the agreement, or correct signature blocks •Apply certified signature of County Clerk to confirm approval, authority to bind •Return form and signed agreement via email to Originating Department, with a copy to adminteam@elgin.ca •Receive and review executed agreement for completeness •File corporate/department original •Return executed agreement to third party 148 rogr(,;& a rb by nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: January 4, 2022 SUBJECT: COVID-19 Vaccination Verification Policy THAT the report titled "COVID-19 Vaccination Verification Policy" from the Chief Administrative Officer, dated January 4, 2022, be received and filed; and THAT Elgin County Council approve the amendments to Policy No. 8.390 — COVID-19 Vaccination Verification Policy as presented. INTRODUCTION & BACKGROUND: The County of Elgin remains committed to promoting vaccination against COVID-19 to ensure the health and safety of all members of our workforce and the community. On September 14, 2021, Council approved a COVID-19 Vaccine Verification Policy (Policy No. 8.390). The policy does not mandate vaccination, rather it mandates the disclosure of vaccination status and testing for those who are not fully vaccinated. Pursuant to the Vaccine Verification Policy: • mandatory rapid testing is required three (3) times per week with 48 hours between testing, as well as completion of an education program. These conditions are required to occur outside of working hours, at the expense of the employee. • Employees who fail to comply with this policy will be subject to progressive disciplinary action up to and including termination. To date, the County has been able to provide rapid antigen tests for employees who required testing under the policy. With the mass distribution of rapid antigen tests across the province, the County's ability to procure rapid antigen tests in bulk for non - health care staff is limited. In the event the County is unable to provide rapid antigen tests, it is the responsibility of the employee (excluding employees receiving accommodation) to obtain rapid antigen tests at their expense. It is recommended that Council consider an amendment to the policy to include the following provision (indicated in the attached policy in red text): 149 2 in Hie event Hlh at 61rcurnstainces arliin wIhlclh rapld anLgen tests cannot reasonabIhDe Ib tas i n Ihoy an ernp, due t li 1rcu r n to in f Il li rn i ted avaHabHtyf rapld anLgen tests oeyond Uhe controll of an ernp, HIh at Drevents Hie ernployeefrorn saLsfying Hi n lL n set f u lhn in Uhe Daragr llnlhn Drece6ng rnrne6at6y above, Hie Countyumay decIareuc� h test un v lill blHl ty as an extraor6nary 61rcurnstaince. Uporn Hie decIaraLon f uc� h extraor6nary 61rcurnstainces, Hie Countyamay nrunt Hie opLon of unlpald, un n.. 6s6plllnary Heave to an affected ernp...IlheIlaraL un of extraor6nary 61rcurnstaince, li un 11 u' li un g Iho u t unot Il li r n li ted to Hie duraLon HIh e reo f, sIha1H1 De at Hie soIIe, Ibsos ut and unfettered 6screLi un of Hie CountyUpoin Hie t nnnlin tlon of Hi ,and/or. uy of u�Luun tu�u� uunu uur�.�unntnnun u�u�°� n�nu�uun �n n�uun �°�u ." an ernployee to accept unpald Heave ends and any and aIHI affected ernployees wHHl hoe ureqUired to ftfl y rn p" I y wlTh Hie wlHhn IIn II Iicy. The provincial government announced on December 30, 2021 that it is tightening access to PCR and rapid testing amid expected widespread community transmission of the Omicron variant. As of December 31, 2021, the province is limiting eligibility for publicly funded PCR tests to high -risk individuals who are symptomatic or who are at risk of severe illness from COVID-19. With this in mind, it is recommended that the following section be removed from the COVID-19 Vaccine Verification Policy (strike -out) and replaced with the following text in red. Additionally minor amendments are recommended to the subsequent bullets (below)- �����oIHow 6recLon Drovlded Ihoy Hie eimployer in cases wIhere : pld AnLgen ...IL..esLing a IIDo§tveIhnlilhn iimay unlluullnlLiun of a bralu... �hoased n 11 nn r Ih a l n reacLon test, wlHh a c� h 6recLon Ih av l n g uregard to r nn nn n a L n Ihoy n u b Il lc Ih ea fthn auHloi,lLesl • Adhere to any additional gUd6lnes, mandates or directives or reporting requirements frorn Uhe Counly provincial or federal authorities; • Follow direction provided by the County of Elgin in cases where Rapid Antigen Testing identifies a positive case, Mhlclh amay on llud completion of a laboratory -based polymerase chain reaction (PCR) test, wlHh uc� h ' rec on h av l ng uregard to r m im n ' L n Ihoy n u b Il lc Ih ea fthn auHhoiJLesl • Adhere to any additional gUd6lnes, mandates or directives or reporting requirements from Hie Counlyf provincial or federal authorities; and, 150 3 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. COMMUNICATION REQUIREMENTS programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Any changes to the COVID-19 Vaccine Verification Policy will be communicated to all relevant parties. CONCLUSION: Since the COVID-19 Vaccine Verification Policy was implemented, rapid antigen tests have been provided to employees who required them (free of charge). While the County will continue to attempt to procure additional rapid antigen tests for non -health care staff, it is recommended that the COVID-19 Vaccine Verification Policy be amended to consider the current reality that rapid tests may not be readily available (either County -supplied or non -County supplied). All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 151 Subject: COVID-19 Vaccination Verification Policy Policy Number: 8.390 Date Approved: September 14, 2021 Date Last Revision: January 4, 2022 Code: L Section: 8 1.1 Background The Corporation of the County of Elgin has an obligation under Provincial legislation to take all necessary precautions reasonable in the circumstances to protect the health and safety of its workforce and members of the public from the hazard of COVID-19, and is committed to providing excellent service to our community and to building trust and confidence in local government. A key element to ensuring this protection is putting in place a program requiring that all employees (excluding Long -Term Care Home Staff), Members of County Council and Council appointed Committees, staff of contractors and consultants acting on behalf of the Corporation and performing work in County facilities and/or buildings, interns, students, and volunteers are fully immunized against COVID-19 or regularly tested for COVID-19. The County of Elgin considers vaccinations to be fundamental to the protection of individuals and the community. This policy is in line with Public Health guidance and supports the direction that vaccines provide a high level of protection against COVID-19 and related variants. Getting both doses of the COVID-19 vaccine and any subsequent recommended boosters is the best defense against the virus, including variants. The Province of Ontario announced that beginning September 22, 2021, proof of COVID-19 vaccination will be required to access certain public settings and facilities. This policy aims to achieve full vaccination amongst those to whom the policy applies in alignment with provincial directives and subject to limited exceptions in accordance with the Human Rights Code (Ontario). Vaccination, in combination with health and safety precautions, have been identified by Public Health as the single most effective means of reducing the transmission of COVID-19 in the workplace and in our community. Individuals who are unvaccinated are at higher risk of contracting and transmitting COVID-19 in our workplace and in the community. In addition to the current health and safety precautions (personal protective equipment, daily health screening, mandatory masking, social distancing, hand hygiene, enhanced cleaning, etc.), which will be maintained and 152 revised in accordance with Public Health guidance, the County of Elgin requires all active employees (excluding Long -Term Care Home Staff), staff of contractors and consultants acting on behalf of the Corporation and performing work in County facilities and/or buildings, volunteers, interns, and students on placements to select one of the following options: 2 Vaccination with proof of vaccination Not vaccinated, but in progress to complete vaccination Mandatory rapid testing is required until proof of full vaccination is provided in accordance with vaccine administration guidelines. Not vaccinated due to a medical accommodation Physician or Nurse Practitioner note is required. Mandatory rapid testing is required three (3) times per week with 48 hours between testing and test will be provided by employer. Not vaccinated Mandatory rapid testing is required three (3) times per week with 48 hours between testing, as well as completion of an education program. These conditions will be required to be satisfied by any employee outside of his or her assigned working hours, at the full expense of the employee. �n the event that bircuuurnstaincesa alruse in whuch Irapd antgen tests, cannot Irea sonall,lly be Ibtalined by an eirnpIl yaTM e, due to bircuuurnstainn es, of Illir6tTM d avalil 11 lilllity of Ir pd antgen tests, beyond the h" Intr I of an a"IirnpI yee, that prevents the a"Iirnpl yee fr Iirn sablsfyIIII11g the cnnrilibon set forty in the paragraph precenri 1n liu i-ne6at6y above, the County a any nriedaIre suuich test uuina valilWl lilllity as a n extra ornriliunaIry bircuuurnstaunce. Upoin the nriedaIrabon of suulich extraornrilllinary n;IIIircuulllrnstainces, the County II may present the opbon of uullnpaIld, Anon a;ioaabiplllnalry Ilea ve to a n affected eirnpll yee. II he nriedlalrabon of extIra or61nalry bircuuurnstaunce, indu6ing lbuuut un t Iluir6ted to the duuulra bon thereof, shaIIII be at the 7„ e, aI[)s6uuite and unfettered a;ioscrebon of the County. Upoin the teinrnlnabon of the aiedalra fion of extIra or61nalry bircuirnstaince nriescrull)ed Iher6n, the opbon and/or of a n eirnpll yee t accept uuinpad IIea ve ends and any and aIIII affected eirnpIl yees uIIII be IrequuJred to huuulllly c imply wlth the WtNin pIllicy. Decline attestation Mandatory rapid testing is required three (3) times per week with 48 hours between testing, as well as completion of an education program. These conditions will be required outside of working hours, at the expense of the employee. �n the event that bircuuurnstaunn es, alruse in whuch Iraplid antgen tests, cannot Irea sonall,lly be Ibtalined by an eirnpIl yee, due to bircuuurnstainces, of Illir6t d a valilWl lilllity of Iraplid antgen 153 tests, beyond d the contIr I of a n eIirnpyee, that prevents the eIirnpyee froifn sabsfyling the c n6bon set forty in the paragraph prece61nIiu i-ne6at6y a [)ove, the County a any nriedaIre suuich test uuina valillaIl)lilllity as a n extra ornriliunaIry bircuuurnstaunce. Upoin the nriedaIrabon of suulich extraornrilllinary n;IIIircuulllrnstainces, the County II may present the opbon of uullnpaIld, Anon a;ioaabiplllnalry IIea ve to a n affected eirnpll yee. II he nriedlalrabon of extIra orfflunalry bircuuurnstaunce, indu6ing lbuuut un t Iluir6ted to the duuulra bon thereof, shaIIII be at the s6e, aI[)s6uuite and unfettered a;ioscrebon of the County. Upoin the teinrnlnabon of the aiedalra fion of extIra or61nalry bircuirnstaince nriescrull)ed Iher6n, the opbon and/or of a n eirnpll yee t accept uuinpad IIea ve ends and any and aIIII affected eirnpIl yees uIIII be IrequuJred to huulllly c imply wIth the wlflNin pIllicy. The policy is indefinite in nature to address the risks and impacts of the COVID-19 pandemic, noting the duration of the pandemic is unknown. The policy will be reviewed on a regular basis and amended as required as new information, data, and Public Health guidance regarding the COVID-19 pandemic evolves. For employees, student placements and volunteers working at any of Elgin's three Long -Term Care Homes (Elgin Manor, Terrace Lodge, or Bobier Villa), mandatory proof of vaccination is required, subject to proof of a medical reason(s) or requirement for Ontario Human Rights Code accommodation. Employees at Elgin County Long -Term Care Homes are required to comply with the Infection Control 2.10 Immunization — Staff COVID-19 Policy, which includes further requirements mandated by the Minister of Long -Term Care, Chief Medical Officer of Health, the Province of Ontario, or other regulatory or legislative authority. 2.0 Purpose The purpose of the COVID-19 Vaccination Policy is to provide guidelines pertaining to the expectations and requirements the County of Elgin has of employees, Members of County Council and Members of Council appointed Committees, volunteers, contractors, and students (interns and students on placements), with respect to COVID-19 and vaccinations. 3.1 Legislative Framework • Occupational Health and Safety Act, R.S.O. 1990, c.0.1 Human Rights Code, R.S.O. 1990, c.H.19 ("Ontario Human Rights Code") Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990 c. M.56 ("MFIPPA") 4.1 Applicability This policy applies to: 3 • County of Elgin employees, including full-time, part-time, permanent, temporary, and casual staff; Members of Elgin County Council and Members of Council appointed Committees 154 required to enter a County facility and/or building; • Staff of contractors and consultants acting on behalf of the Corporation and performing work in County facilities and/or buildings; • Volunteers; and • Interns and students on placements. This policy does not apply to employees, student placements and volunteers working at Elgin Manor Long -Term Care Home, Bobier Villa Long -Term Care Home or Terrace Lodge Long -Term Care Home, who are governed by policies and procedures mandated by the Minister of Long - Term Care, Chief Medical Officer of Health, the Province of Ontario, or other regulatory or legislative authority. All new or rehired County of Elgin employees, including returning Seasonal and Student employees, are required to be fully vaccinated, including any required vaccine boosters, against COVID-19 as a condition of hire by the County of Elgin. The County of Elgin also reserves the right to amend this policy as the County determines to be appropriate or required. 5.1 Definitions Attestation of a medical reason(s) of Ontario Human Rights Code reason(s) — means a written statement that sets out that the person cannot be vaccinated against COVID-19. COVID-19 - a virus belonging to a large family called coronavirus which includes the virus that causes the common cold and more severe disease such as Severe Acute Respiratory Syndrome (SARs) and Middle East Respiratory Syndrome (MERS-COV). The virus that causes COVID-19 is a novel coronavirus, named SARS-CoV-2. Educational Program - an educational program that has been approved by and/or provided by the County of Elgin and addresses the following learning components: • How COVID-19 vaccines work • Vaccine safety related to the development of the COVID-19 vaccines • Benefits of vaccination against COVID-19 • Risks of not being vaccinated against COVID-19 • Possible side effects of COVID-19 vaccination Employees— means County of Elgin employees, including full-time, part-time, permanent, temporary, and casual staff. Fully Vaccinated — means having received the full series of COVID-19 vaccine or a combination of M 155 COVID-19 vaccines approved by Health Canada; and having received the final dose of the COVID-19 vaccine at least 14 days ago. Individuals — means Members of Elgin County Council and Members of Council appointed Committees required to enter a County facility and/or building; Staff of contractors and consultants acting on behalf of the Corporation and performing in County facilities, and buildings; Volunteers; and Interns and students on placements. Proof of Medical Exemption -written proof of a medical reason, provided by a physician or nurse practitioner in the extended class that sets out: (i) a documented medical reason for not being fully vaccinated against COVID-19, and (ii) the effective time -period for the medical reason. Proof of Vaccination - documentation issued by the Ontario Ministry of Health, other province or territory or international equivalent indicating individual immunization status against the COVID-19 virus. Vaccine - for the purposes of this Policy, a Vaccine is defined as a substance used to stimulate the production of antibodies and provide immunity against SARS-CoV-2. Vaccines approved by Health Canada are as follows: • Pfizer-BiolNtech COVI D-19 vaccine • Moderna COVID-19 vaccine • Janssen (Johnson and Johnson) COVID-19 vaccine • AstraZeneca/COVISHIELD COVID-19 vaccine 6.0 Continued Compliance with All Health and Safety Precautions Unless a legislated or regulatory exemption applies, all County of Elgin employees are expected and required to continue to comply with all applicable health and safety measures to reduce the hazard of COVID-19, including but not limited to compliance with established workplace access controls (e.g. screening), wearing a mask or face covering, using provided Personal Protective Equipment (PPE), maintaining appropriate physical distancing and self -monitoring of potential COVID-19 symptoms when at work or otherwise engaged in County business. The applicable Health and Safety measures are outlined in Elgin County's COVID-19 Safety Plan. 7.1 Responsibilities All levels of management are responsible for the administration of this Policy. Management/Supervisors are expected to: 5 • Lead by example; • Submit proof of their vaccination status and meet the requirements outlined in this policy; • Ensure employees have submitted proof of their vaccination status, as outlined in this policy; • Ensure employees complete any required education or training about COVID-19, 156 FWrq—,,%rarws.sive by Nature including regarding vaccinations and safety protocols; and, • Continue to enforce workplace precautions that limit the spread of COVID-19 virus. Employees are expected to: • Continue to follow all health and safety policies and protocols to ensure personal safety and prevent the spread of COVID-19 before and after vaccination, • Submit proof of vaccination status, Rapid Antigen Test results or an approved exemption, and meet the requirements outlined in this policy; • Follow direction provided by the employer in cases where Rapid Antigen Testing identifies a positive case, WNch may include completion of a laboratory -based polymerase chain reaction (PCR) test, wlth suich fflirectonl Iha Vin regard to rec irnimeurdati ns, by puiL lllic h eaIkhrl a with orlities; • Complete any required Educational Program or training about COVID-19, including regarding vaccinations and safety protocols; • Adhere to any additional guiH6lnes, mandates or directives or reporting requirements from the County of Ih:!]gl rl, provincial or federal authorities; and, • If additional booster doses of the COVID-19 vaccine are required, ensure subsequent doses are also received. Individuals are expected to: • Continue to follow all health and safety policies and protocols to ensure personal safety and prevent the spread of COVID-19 before and after vaccination, • Submit proof of vaccination status, Rapid Antigen Test results or an approved exemption, and meet the requirements outlined in this policy; illll I Iow &IraTM"h"'bI In pr \CIIded by the aTM"Ilil pl yer II III cases where I%'apIH s ntIgaTM"In aTM""„wtIIin udeurltfieaa a posJ ve case, WNch a may liurldluide c irnpI fionl of a I4hb lra tory...Ihbased p6yIf"ff era se charlln rearcton test, wIth ",aulich &lrr"ctl In having regard t ryas u u endabi ns, by puiIIIIIlic IhrleaIIIIhrl auitIhrl Irliboes,,, • Adhere to any additional guiH6lnes, mandates or directives or reporting requirements from the County of Ih:]gl rl, provincial or federal authorities; and, • If additional booster doses of the COVID-19 vaccine are required, ensure subsequent doses are also received. All County employees are required to create and foster a work environment free from harassment and disrespectful behaviour, as outlined in HR Policy 2.80 Workplace Harassment and Discrimination Policy and Program and HR Policy 2.80.1 Commitment to a Civil Workplace Environment and Workplace Interactions. 8.1 Procedure County of Elgin employees, including full-time, part-time, permanent, temporary, and casual staff (herein referred to as "employees"); and Members of Elgin County Council and Members of 0 157 Council appointed Committees required to enter a County facility and/or building; Staff of contractors and consultants acting on behalf of the Corporation and performing in County facilities, and buildings; Volunteers; and Interns and students on placements (collectively referred to as "individuals") will be required to select one of the following options and the following procedure(s) will apply: 8.2 Vaccination with proof of vaccination • The County of Elgin requires all employees and individuals to whom the policy applies to disclose their COVID-19 vaccination status through a confidential Vaccine Declaration Form. The only acceptable proof of vaccination is the receipt or other documentation provided by the Ministry of Health/Public Health, or equivalent out -of -province health body to the person who was vaccinated. • Employees must disclose their vaccination status to the County of Elgin in accordance with the established process by no later than Wednesday, September 22, 2021. Individuals must disclose their vaccination status to the County prior to entering a County facility and/or building. 8.3 Not vaccinated, but in progress to complete vaccination • Employees and individuals who, by Friday, October 22, 2021, disclose that they have not received two doses of COVID-19 vaccine (or a single dose in the case of a single dose vaccine series), but have disclosed they are in progress to complete vaccination must participate in mandatory Rapid Antigen Testing three (3) times per week with 48 hours between testing, until proof of full vaccination is provided; • Employees and individuals must provide verification of the negative test result in a manner that enables the County of Elgin to confirm the results at its discretion; and, • Rapid Antigen Testing will be available onsite at no charge for those employees and individuals who have scheduled their second dose of the COVID-19 vaccination in accordance with vaccine administration guidelines. • Rapid Antigen Tests will be supplied by the County for employees and individuals who have scheduled their second dose of the COVID-19 vaccination. 8.4 Not vaccinated due to a medical accommodation 0 • Provide Proof of Medical Exemption; • Employees and individuals must participate in mandatory Rapid Antigen Testing three (3) times per week with 48 hours between testing, until proof of full vaccination is provided; • Employees and individuals must provide verification of the negative test result in a manner that enables the County of Elgin to confirm the results at its discretion; and, 158 FWa q-,,%rarws.sive by Nature • Rapid Antigen Tests will be supplied by the County for employees and individuals who have submitted the required documentation for medical exemption from receiving the vaccination. �n the event that bircuuurnstaunn es, aIruse in whoch Irapd antgen tests, cannot Irea sonall)lly be II' talined by the County, due to bircuuuu stain es, of Ilur6t d avalil ll' lilllity of Ir pd antgen tests, beyond the contIr 11 of the County, that prevents the eirnpIl yeIr frorn proV&ng free on..sJt testing to a n eirnpIl yee that tIher6lby prevents the eirnpIl yee froirn sabsfylng the n; nrrilibon set forth in fINs secton 8.4 irnirnefflat6y a[)ove, theCounty a may a;ien; are such test uuinavaaI laIl)lilllity as a n a xtra ornriliunaIry bircuuurnstaince. Upoin the nried ar bon of such extIra or61naIry bircurnstainces, the County Wllll work the eirnpIl yee to a;ieteinr6ne what other acco imodabi ns, umay be avalilallfle in the bircuuurnstainces. II he nriedar bon of extIra or61naIry bircurnstaince, indu6ing lbuuut not Illiir6ted to the duuulr bon thereof, slhaaIII be at the s6e, al[)s6luuute and unfettered &screbon of the County. Upoin the teinrnlnabon of the dedaIrafion1 of extIra or61naIry h"IIIircuIIIr"GIstaII1ce de";wh"II"IIL)ed ITera:"IIIn, the coinfflbI II1s of accornimodabon Wllll revert to the process, aiesci,lill')ed al[)ove in sect on 8.4 and allll affected a irnpI yees Wllll be IrequuJred to duuulllly n ,imply Wth the WtNin pIllicy. If an employee has a medical reason for not being vaccinated now or in the future, it is the employee's responsibility to contact HR to provide a letter to take to their attending physician (included as Appendix 1); each case will be considered on its own facts, in accordance with any applicable legal obligations under the Human Rights Code. The County will require Proof of Medical Exemption that sets out at least the following: • That the employee or individual cannot be vaccinated against COVID-19; and • The general nature of the medical reason why the employee or individual cannot be vaccinated and confirmation that this is a genuine medical condition and not simply the patient's preference or self -evaluation; and, • The effective time period for the medical reason (i.e., permanent or time -limited). This medical information received is to be submitted to and retained by HR in a confidential file. The County will work with the employee or individual to determine whether and how they may be accommodated, as required, in accordance with the Human Rights Code (Ontario). Without limitation, such measures for employees may include changes to work assignments, work location, as well as regular paid Rapid Antigen Testing. note: These conditions may also be increased following further consultation with Public Health 159 8.5 Not vaccinated 0 The following conditions will be required to occur outside of working hours for employees: • Employees who, by Friday, October 22, 2021, disclose that they have not received two doses of COVID-19 vaccine (or a single dose in the case of a single dose vaccine series), or who have not disclosed their vaccination status as required, shall attend mandatory education on the benefits of vaccination; • Employees and individuals must participate in mandatory Rapid Antigen Testing three (3) times per week with 48 hours between testing, until proof of full vaccination is provided; by means as determined appropriate by the County of Elgin, in consultation with Public Health, until such time as they are considered fully immunized; • Employees and individuals must provide verification of the negative Rapid Antigen Test result in a manner that enables the County of Elgin to confirm the results at its discretion. In cases where testing identifies a positive case, employees will be directed to stay home utilizing sick time or unpaid/personal time until verification in a manner that enables the County of Elgin to confirm their ability to return to work is provided prior to attending the workplace in accordance with the County of Elgin COVID-19 Safety Plan and individuals will not be permitted to enter County buildings and/or facilities; and, Employees must undertake mandatory training/Educational Program (*) outside of working hours. (*) Mandatory training/Educational Program sessions addresses the following: • How COVID-19 vaccines work; • Vaccine safety related to the development of the COVID-19 vaccines; • The benefits of vaccination against COVID-19; • The risks of not being vaccinated against COVID-19; and, • Possible side effects of COVID-19 vaccination. note: These conditions may also be increasing following further consultation with Public Health �n the event that bircuurnstaincesa alruse in whuch Irapd antgen tests, cannot Irea sona L lly be Ibtalined by an eirnpIl yaTM e, due to bircuuurnstainn es, of Illir6tTM d avalil 11 lilllity of Ir pd antgen tests, beyond d the h" Illti,6" f an eirnpyee, that prevents the eirnpyee fr lirn sablsfyllllllg the n; nnrillbl In set forth in fINs sen;tI In 8.5 u i—ne uat6y a[)ove, theCounty a may a;iedare suulich test uuinavaal laIl)lilllity as a n extIra ornriliunaIry bircuuurnstaince. Upoin the nriedaIrabon of such extIraor61nary n;IIIircuulllrnstainces, the County II may present the opbon of uullnpaIld, Anon a;ioaabiplllnalry Ilea ve to a n affected eirnpll yee. II he nriedlalrabon of extIra orfflunalry bircuuurnstaunce, indu6ing lbuuut un t Iluir6ted to the duuulra bon thereof, shaIIII be at the s6e, aI[)s6uuite and 160 unfettered a;ioscrebon ofthe County. Upoin the teinrnlnabon ofthe aiedaIra fion of extIra or61naIry bircuirnstaince nriesci,ull)«TM d Iher«TM n, the opbon and/or IL)li uty of an eirnpIl y«TM e t accept uuinpaud Ilea ve ends and any and allll affected eirnpll yees ullll be IrequuJred to huuulllly c imply wlth the WtNin pIllicy. 8.6 Decline attestation The following conditions will be required to occur outside of working hours for employees: • After Friday, October 22, 2021, employees and individuals must participate in rapid antigen testing conducted at interval frequency/location(s) and/or by means, as determined appropriate by the County of Elgin, in consultation with Public Health, until such time as they are considered fully immunized; • Employees and individuals must provide verification of the negative Rapid Antigen Test result in a manner that enables the County of Elgin to confirm the results at its discretion; • If an employee or individual has chosen not to be vaccinated, without Proof of Medical Exemption (noted above), the employee shall pay for each Rapid Antigen Test. The time required to receive a Rapid Antigen Test will be unpaid time/personal time for the employee or individual, and mileage will not be paid if travel is required to receive the test; and, • Employees must undertake mandatory training/Educational Program (*) (*) Mandatory training/Education Program sessions outside of working hours which addresses the following: • How COVID-19 vaccines work; • Vaccine safety related to the development of the COVID-19 vaccines; • The benefits of vaccination against COVID-19; • The risks of not being vaccinated against COVID-19; and, • Possible side effects of COVID-19 vaccination. note: These conditions may also be increasing following further consultation with Public Health The County of Elgin reserves the right to require Rapid Antigen Testing of any employee or individual at any time. 10 �n the event that bircuuurnstainces, arose in whuch Ir plid antgen tests, cannot not Ireaso aL lly be Ibtalined by an eirnpIl yee, due to bircuuurnstainces, of Illir6t d avalil 11 lilllity of Ir pd antgen tests, beyond the h" Intr I of an a"IirnpI yee, that prevents the a"Iirnpl yee fr Iirn sablsfyIIII11g the n; nnrillbl In set forth in fINs sen;tI In 8.6 uu i—ne uat6y a[)ove, theCounty a may a;iedare suulich test uuina vaIilWl lilllity as a p extIra ornriliunaIry bircuuurnstaince. Upoin the nriedaIrabon of such extIraor61nary n;IIIircuulllrnstainces, the County II may present the opbon of uuIInpaIld, Anon 161 a;losn;lipIllnary Ileave to an affected eirnpll yee. II he nrledlair bon of extraorfflinary bircurnstaince, indu6ing lbuuut un t Iluir6t d to the duuuir bon thereof, shaI III be at the 7„ Ile, aL)s Iluuite and unfettered a;loscrebon of the County. Upoin the teinrnlnabon of the nrledlair fion of extraor61nary bircuirnstaince nrlesci,ull)ed Iher6n, the opbon and/or IL)li uty of an eirnpIl yee t accept uuinpaud Ileave ends and any and aIIII affected eirnpIl yees ullll be irequuJred to huuulllly n ,imply wIth the wIflNin pIllicy. Additional details regarding the implementation of this policy will be available in the COVID-19 Safety Plan. 9.0 Accommodations Employees requiring any further Ontario Human Rights Code accommodations under this policy may request accommodations by advising their Supervisor/Manager/Director. Individuals requiring any further Ontario Human Rights Code accommodations under this policy may request accommodations by advising HR (vaccineinfo@elgin.ca). The County of Elgin is committed to fulfilling its obligations under the Ontario Human Rights Code. 10.0Inactive Employees Inactive employees who are on a leave of absence are not required to comply with s.8.0 so long as they remain on a leave of absence. Employees must comply with this policy prior to returning to work. HR will send information to inactive employees. 11.0 COVID-19 Screening Regardless of vaccination status, all active employees, Members of County Council or Council appointed Committees, staff of contractors and consultants acting on behalf of the Corporation and performing work in County facilities and/or buildings, volunteers, interns, and students on placements shall: a.) Complete daily screening for COVID-19 symptoms prior to attending any County facilities and/or buildings; b.) Be tested for COVID-19 where persons fail screening (provincial COVID-19 self -assessment or County of Elgin COVID-19 self -assessment, or County facility active screening) and be restricted from entering the County building and/or facility; and c.) Provide verification in a manner that enables the County of Elgin to confirm their ability to return to work or enter the County building and/or facility prior to attending the workplace in accordance with the County of Elgin COVID-19 Safety Plan. 12.0 Collection of Information and Privacy Considerations The County of Elgin will maintain vaccination disclosure information, including documentation verifying receipt of a vaccination series approved by Health Canada or the World Health Organization, in accordance with privacy principles and any applicable legislation including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health 11 162 Information Protection Act (PHIPA). This information will be retained by Human Resources (HR), and will only be used to the extent necessary for implementation of this policy, for administering health and safety protocols, and infection and prevention control measures in the workplace. Employees or individuals may also be required to disclose their vaccination status by law or to otherwise give effect to this policy, including, but not limited to, situations where employees or individuals are directed to stay home as a result of the daily screening tool in order to comply with the clearance criteria to return to the office (e.g. after experiencing symptoms, a COVID-19 exposure, or a travel quarantine exemption) or enter a County and/or facility. 13.0 New or Rehired Employees All new or rehired employees must provide the required proof of vaccination to HR prior to commencing their employment, engagement, assignment, or placement. This policy shall form one of the conditions of employment which new employees accept as part of an offer of employment into such positions. Individuals can download copies of their vaccination documentation at this link: covidl9.ontariohealth.ca. If the individual has a red and white health card, call 1-833-943-3900. 14.0 Ongoing Monitoring and Assessment of COVID-19 Workplace Safety Measures The County of Elgin will continue to closely monitor its COVID-19 risk mitigation strategy and the evolving health information and context, to ensure that it continues to optimally protect the health and safety of its employees in the workplace, volunteers, contractors, students, elected officials and the public that they serve. To that end, and in consultation with Public Health and occupational health and safety resources, the County will continue to assess other available workplace risk mitigation measures. If it is determined that additional precautions are necessary, the County of Elgin may decide to deploy new measures (including at an individual level) to protect employees, volunteers, contractors, students, and elected officials and the public from COVID-19, and may amend this policy accordingly and/or communicate the required precautions to impacted employees. 15.0 Consequences of Non -Compliance with Policy Employees who fail to comply with this policy will be subject to progressive disciplinary action up to and including termination. 16.0 Provincial Legislation The County of Elgin has a legal duty under the Occupational Health and Safety Act (OHSA) to take reasonable precautions to protect workplace health and safety, including hazards posed by infectious disease such as COVID-19 and associated variants. 17.OTraining All employees and individuals to whom this policy applies will have this policy shared with them on, 12 163 or as soon as possible following, the effective date of this policy. All new employees, Council appointed Committee Members, staff of contractors, consultants, volunteers, interns and students on placements will have the policy shared with them prior to commencement of first day of employment or entering a County building and/or facility, where possible. Employees and individuals will be required to acknowledge that they have read and understood the policy. Any questions about this policy can be directed to vaccineinfo@elgin.ca 18.1 Policy Implementation Implementation of this policy will be in accordance with applicable Council and/or Corporation by- laws, policies and procedures, legislation, and collective agreement provisions. 13 164 APPENDIX 1- MEDICAL EXEMPTION FOR COVID-19 VACCINATION — LTC HOMES County of Elgin LTC Homes staff, contractors (including those providing direct care and/or having direct interaction with long-term care home residents), students and volunteers are required to be fully compliant with the applicable COVID-19 Vaccination policy and to report their vaccine status to the Human Resources (HR) Department. Individuals who have a medical contraindication to mRNA COVID-19 vaccines (an allergist/immunologist-confirmed severe allergy or anaphylactic reaction to a previous dose of a COVID-19 vaccine or to any of its components that cannot be mitigated; a diagnosed episode of myocarditis/pericarditis after receipt of an mRNA vaccine), as outlined by the National Advisory Committee on Immunizations (NACI) are required to have their treating Physician or Nurse Practitioner complete the information below and submit to HR. The medical exemption is not considered valid until reviewed and accepted by HR. Please submit completed forms in confidence to Vaccinelnfo@elgin.ca. Employee Consent Last Name: First Name: Employee ID#: Job Title: Department: Supervisor: Phone #: Email Address: I, hereby authorize my treating physician or nurse practitioner to release the information on this form to the County of Elgin Human Resources Department. By signing and submitting this form, I understand that the request for medical exemption to COVID-19 vaccination will require a review and approval process by the Human Resources Department. Signature: Date: 14 165 Physician or Nurse Practitioner Attestation I attest that based on my knowledge of my patient and the information available to me, (please print name) has a documented medical reason for exemption from being fully vaccinated against COVID-19 in relation to a condition outlined on page 3 of this document. Name: CPSO or CNOM Address: Phone Fax Signature of Physician or Nurse Date 15 166 Employee Last Name: First Name: The following conditions are the only absolute medical exemptions from the COVID-19 vaccine as expressed by the National Advisory Committee on Immunizations (NACI) as of July 22, 2021. Please indicate which medical condition applies to your patient, as well as the effective time period for the medical reason (i.e. permanent or time - limited). ❑ Severe Reaction (including myocarditis/pericarditis), severe allergic reaction, or anaphylaxis after a previous dose of an mRNA vaccine: Individuals who have a documented severe or anaphylactic reaction to a previous dose of an mRNA vaccine should not receive additional doses of an mRNA vaccine. ❑ Severe Allergic Reaction or Anaphylaxis to any components of an mRNA Vaccine: Individuals who have a documented severe or anaphylactic reaction to one or more mRNA vaccine components should not receive an mRNA vaccine. Please confirm which component your patient is allergic to, and the type of reaction experienced: Vaccine Product Potential Allergen (vaccine or container) Description of Allergic Reaction Pfizer-BioNTech COVID-19 (i.e. Polyethylene Vaccine glycol(PEG)) Moderna COVID-19 (i.e. PEG Vaccine Tromethamine (trometamol or Tris)) NACI Recommendations on the Use of COVID-19 Vaccines: Contraindications andPrecautions ❑ Report of Adverse Event Following Immunization (AEFI) Submitted ❑ AEFI not submitted. Please complete and submit an AEFI ,F0rm, or provide an explanation why anAEFI will not be submitted. ❑ Patient has been referred to an allergist or specialist related to their documented contraindication to being fully vaccinated for COVID-19. ** Effective Time Period for the Medical Reason Listed Above: 167 Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: January 4, 2022 SUBJECT: COVID-19 Emergency Team Planning — December Update THAT the January 4, 2022, report titled, "COVID-19 Emergency Team Planning — December 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: As of January 5, 2022, the Elgin County Administration Building is open by appointment only. All visitors must report to the front desk and will be screened upon arrival. As many staff as possible will transition to working remotely. For those staff who cannot work remotely, 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. All Council and Committee meetings will be virtual, and staff have been encouraged to avoid in -person meetings and to meet virtually where possible. The Provincial Offences Administration office is open by appointment only, and ticket payments can be made online, by phone, or by mail. The Elgin County Archives and the Elgin County Heritage Centre will be closed up to February 1, 2022. All ten (10) Library Branches remain 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. FINANCIAL IMPLICATIONS: Ongoing — See the attached Financial Services summary. 168 2 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 Emergency Management Team Planning Chart" summarizes the County's COVID-19 response. 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(D (D .2 c) o (:D3 u) E 2 _3 CY) C (D V- C: (n a-.O E W 0) :3 (D 0 E E > (D 0 E a- 0 T 4; Z5 w:E E 0 .................................................................................................................................................. .................................................................................. 0 :3 .................................................. .0-6 ................ ................................................................................................... .................................................. D(D — 0 E T C: ........................................................................................................................................................... rl- 00 ......................................................................................................................................................................................... ........................................................................................................................................................................................... ........................................................................................................................................................................................... ......................................................................................................................................................................................... ........................................................................................................................................................................................... ........................................................................................................................................................................................... .......................................................................................................................................................................................... 0 4�1 0-0 L C:.o M M .2 0) o L C () } W 2 C N 0 E) E r) u Lm 0 :3 15 21' -a 0-0- (CD: (D C: -CD Q- 0 0 = X2 (D w :3 T m 0 E C", x CD :3 M M ........................................................................................................................................................................................... 1:3 I CORRESPONDENCE — January 11, 2022 Items for Consideration — (Attached) Councillor Grant Jones, Chair, Environmental Advisory Committee with a letter requesting that Council allocate $10,000 for the installation of a pollinator garden and native pollinator plants at County -owned facilities. 2. Municipality of Dutton Dunwich with a resolution requesting the County of Elgin consider the costs and feasibility of constructing a left-hand turn lane heading south from the intersection of Pioneer Line and Currie Road to Street A of the Dutton Land Holdings Development and that the County of Elgin bear the costs for the construction of a pork chop island and the turning lane at this intersection. 189 rv�"YUl)i)f)f///C �^� ^AA111�I�IIIII �� 000 J In Warden Marks and Elgin County Budget Committee 450 Sunset Drive St. Thomas, ONNSH 1T2 December 1, 2021 Warden Marks and Members of the Budget Committee, The Environmental Advisory Committee provides input, advice and makes recommendations on environmental matters affecting the County ofElgin. Over the course of2021, the Committee has been investigating ways in which the County ofElg*in can reduce its environmental footprint and improve the natural environment in our area. One of these ways is the possible installation of naturalized areas and pollinator gardens at County -owned facilities. Apollinator garden is one that attracts bees, butterflies, moths, hummingbirds or other beneficial creatures that transfer pollen from flower to flower, or in some cases, within flowers. Pollinators are in decline and pollinator gardens are one way in which much needed pollinator habitats can be created. The Committee is in the process of gathering feedback from the Kettle Creek Conservation Authority and County Facilities Staffregarding the cost and viability of installing one larger pollinator garden on the north side of the County Administration Building and incorporating native pollinator species into existing gardens at County owned facilities. The Committee expects to receive a report at its meeting scheduled for January 12, 2022 in which anticipated costs willbe presented. After consideration by the Committee, a recommendation willbe presented to County Council for consideration. The Environmental Advisory Committee is aware that the 2022 Budget process is currently underway and budgetary recommendations are being reviewed by the Budget Committee. The Environmental Advisory Committee is requesting that the Budget Committee consider allocating $10,000 for the installation of pollinator garden and native pollinator plants at County -owned facilities. An updated number based on information gathered over the course of December will be provided to the Committee in January. Sincerely, Councillor Grant Jones Chair, Environmental Advisory Committee 190 COUNCIL RESOLUTION Wednesday, December 15, 2021 Moved by: Lovelan Seconded by: Hen (D Res: 2021.23. 33 THAT the Council of the Municipality of Dutton Dunwich supports the County of Elgin Engineer Department's recommendation to construct a pork chop island at the intersection of Currie Road and Street A of this Dutton Land Holdings Development as an interim solution that will allow the developer to immediately move forward with this development; and THAT Council request that the County of Elgin consider the costs and feasibility of constructing a left-hand turning lane heading south from the intersection of Pioneer Line and Currie Road to Street A of this development initially, with a longer -term vision of extending this turning lane to the intersection of Currie Road and Annabella Street; and FURTHER THAT the Council of the Municipality of Dutton Dunwich requests that all costs of the pork chop island and turning lane be borne by the County of Elgin. Recorded Vote Yeas Nays P. Corneil x_ A. Drouillard x K. Loveland x_ M. Hentz x_ B. Purcell - Mayor x_ CARRIED: DEFEATED: A Mayor Mayor 191 CLOSED MEETING AGENDA January 11, 2022 Staff Reports: 1) Chief Administrative Officer —Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees; (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board — Procurement 2) Chief Administrative Officer —Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Update 192 COUNTY OF ELGIN By -Law No. 22-01 "A BY-LAW TO DELEGATE CERTAIN AUTHORITIES VESTED IN THE COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AS THE APPROVAL AUTHORITY WITH RESPECT TO PLANS OF SUBDIVISION, PLANS OF CONDOMINIUM AND PART LOT CONTROL BY-LAWS PURSUANT TO SECTION 22 AND 51 OF THE PLANNING ACT, TO THE MANAGER OF PLANNING FOR THE COUNTY OF ELGIN AND TO REPEAL BY-LAW NO.20-32." WHEREAS Section 4 (1) of the Planning Act, R.S.O. 1990, Chapter P. 13, as amended, provides that the Minister may by order delegate to the Council of the Corporation of the County of Elgin the authority to approve, among other things, plans of subdivision, plans of condominium and part lot control by-laws; and WHEREAS Section 5 (1) of the Planning Act, Chapter P 13, R.S.O. 1990, as amended, provides that the Council may by by-law delegate all or any of the authority to approve, among other things, plans of subdivision, plans of condominium and part lot control by- laws to a Committee of Council or to an Appointed Officer identified in the by-law by name or position occupied; and WHEREAS County Council considers it advisable to delegate certain powers to the Manager of Planning for the County of Elgin, and, in the Manager of Planning's absence, the General Manager of Engineering, Planning & Enterprise / Deputy CAO. NOW THEREFORE, the Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the Council of the County of Elgin delegates to the Manager of Planning and in his/her absence, the General Manager of Engineering, Planning & Enterprise / Deputy CAO, the authority to: a) Sign draft plans of subdivision forthe purpose of indicating draft approval. b) Sign draft plans of condominium forthe purpose of indicating draft approval. c) Sign local municipal Official Plan Amendments indicating approval d) Sign County Official Plan Amendments indicating approval e) refuse to accept or further consider any application for plan of subdivision or plan of condominium until the prescribed information and material and the required fee and the draft plan are received, pursuant to section 51 (19) of the Planning Act as amended. f) Enter into negotiations/dispute resolution with those parties involved in an objection to a draft plan of subdivision or condominium or conditions thereof. g) Decide whether a change to conditions of draft approval is minor for the purpose of giving notice and to approve such minor changes. h) Extend draft plan approval time periods. i) Approve and sign final plans of subdivision and final plans of condominium for the purpose of indicating that final approval has been granted by the approval authority and is acceptable for registration purposes. j) Approve part lot control by-laws for local municipalities passed under Section 50 of the Planning Act, as amended. 2. THAT this by-law shall come into force and effect on the date of its final passing by the Council of the Corporation of the County ofElgin. THAT By-law No. 20-32 be repealed. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF JANUARY, 2022. Julie Gonyou, Mary French, Chief Administrative Officer. Warden. 193 CORPORATION OF THE COUNTY OF ELGIN By -Law No. 22-02 "BEING A BY-LAW TO REPEAL BY-LAW NO. 18-26, AS 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" WHEREAS, pursuant to section 35 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, Elgin County Council enacted By -Law No. 18-26 to remove and prohibit the right of passage over a portion of the Lewis Street Road Allowance (South of the Rush Creek Line) to facilitate construction and licensed use of a temporary boat launch to mitigate against the adverse consequences of the installation and use of a temporary bridge across the waters of Catfish Creek in the Community of Port Bruce; AND WHEREAS the Bridge works requiring the installation and use of the said temporary bridge and necessitating the construction and licensed use of a temporary boat launch are now complete; AND WHEREAS the temporary boat launch facility has been demolished and removed and the lands upon which it was constructed have been restored; AND WHEREAS the Corporation of the County of Elgin intends to return jurisdiction of the lands upon which the said temporary boat launch was constructed to The Corporation of the Township of Malahide. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. By -Law No. 18-26, enacted and passed on July 24, 2018 be and same is hereby repealed. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11T" DAY OF JANUARY, 2022. Julie Gonyou, Mary French, Chief Administrative Officer. Warden. 194 CORPORATION OF THE COUNTY OF ELGIN By -Law No. 22-03 "BEING A BY-LAW TO REPEAL BY-LAW NO. 18-22 AS A BY-LAW TO ADD HIGHWAYS, INCLUDING LOWER TIER HIGHWAYS, TO THE HIGHWAY SYSTEM FOR THE CORPORATION OF THE COUNTY OF ELGIN" WHEREAS the Municipal Act, 2001, S.O. 2001, c. 25, as amended, and in particular section 52 thereof, authorizes an upper tier municipality to add and/or remove a lower tier highway, including a lower tier highway or part thereof, from its system of highways; AND WHEREAS the Corporation of the County of Elgin is, at law, an upper tier municipality while the Corporation of the Township of Malahide is, at law, a constituent lower tier municipality associated with the said Corporation of the County of Elgin; AND WHEREAS, by By -Law No.:18-22, the Corporation of the County of Elgin assumed temporary jurisdiction over and added specified local highways, or parts thereof, originally under the jurisdiction and forming part of the highway system for The Corporation of the Township of Malahide to its highway system to facilitate both the installation of a temporary bridge and the subsequent construction of a replacement bridge, both across the waters of Catfish Creek, in the Community of Port Bruce within the territorial limits of the said Township of Malahide and County of Elgin; AND WHEREAS the said Bridge works are now complete and, in accordance with its prior commitments, the Corporation of the County of Elgin proposes to return the relevant highways, or portions thereof, to the jurisdiction of The Corporation of the Township of Malahide. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT, pursuant to section 52 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, the portions of the Highway set forth in identified in Schedule "A" hereto and as depicted in Schedule "B" hereto be and same are hereby removed from the highway system of the Corporation of the County of Elgin. 2. By -Law No.:18-22, enacted June 9, 2018, be and same is hereby repealed. READ A FIRST, SECOND, AND THIRD TIME AND FINALLY PASSED THIS 11T" DAY OF JANUARY, 2022. Julie Gonyou, Mary French, Chief Administrative Officer. Warden. 195 Item SCHEDULE "A" Road Number or Road Name Bank Street Description Between Imperial Road and the north bank of Catfish Creek Rush Creek Line Between Imperial Road and Bank Street but including only those portions incorporated within the original road allowances for Lewis Street, North Water Street, and North River Street, and including the road allowances for the said Lewis Street, North Water Street, and North River Street, all as abstracted under Property Identifier Number 35316- 0279 Bank Street, known as Between the south bank of Catfish Creek and Dexter Line Colin Street IM SCHEDU0E"B" Highways to be Assumed depicted as highlighted 197 COUNTY OF ELGIN By -Law No. 22-04 "TO AMEND THE SCHEDULE TO BY-LAW NO. 20-58 BEING A BY-LAW TO AUTHORIZE SPEED LIMITS" WHEREAS, pursuant to Section 128(2) of the Highway Traffic Act, being Chapter H.8, R.S.O. 1990, as amended, the Council of a municipality may by by-law prescribe a different rate of speed for motor vehicles driven on a highway or portion of a highway under its jurisdiction than is prescribed in Section 128(1a); AND WHEREAS the County of Elgin did pass By-law No. 20-58 prescribing different rates of speed for motor vehicles on certain highways under its jurisdictions; AND WHEREAS it is deemed expedient to further amend said By -Law to prescribe a different rate of speed on certain highways under its jurisdiction. NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the County of Elgin enacts as follows: THAT Schedule "A" of By-law No. 20-58 setting out a maximum rate of speed of 40km/hr be and is hereby amended by removing the following: Road Section Description Road 73 A From the north property limits of Colin Street, north to the south property limits of Imperial Road, being a total distance of 550 metres. THAT this by-law shall become effective once signage setting out the speed limit has been removed. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF JAN UARY 2022. Julie Gonyou, Mary French, Chief Administrative Officer. Warden. 198 COUNTY OF ELGIN By -Law No. 22-05 "TO AMEND THE SCHEDULE TO BY-LAW NO.20-05 BEING A CONSOLIDATED BY-LAW FOR THE REGULATION OF TRAFFIC INCLUDING PARKING ON COUNTY ROADS" WHEREAS, pursuant to Section 210, of the Municipal Act, being Chapter M.45, R.S.O. 1990, as amended, the Council of the Corporation of the County of Elgin did pass By -Law No. 20-05 for the regulation of traffic including parking on County Roads; AND WHEREAS now pursuant to Section 11(2) of the Municipal Act, 2001, S.O. 2001, c. 25, an upper -tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to this section; AND WHEREAS said Table authorizes an upper -tier municipality to pass by-laws regulating parking and traffic on highways; AND WHEREAS it was deemed necessary and appropriate to amend Schedule "B" to By - Law No. 20-05 to restrict parking on sections of County Road #73 (Dexter Line), Rush Creek Line and Bank Street. AND WHEREAS it was deemed necessary and appropriate to amend Schedule "B" to By - Law No. 20-05 to remove these restrictions. NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule "B" of By -Law No. 20-05 be and is hereby amended to remove the following sections: 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. 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. 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, 2. THAT this by-law shall come into force and take effect upon the removal of appropriate signage indicating said No Parking Zones. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF JANUARY 2022. Julie Gonyou, Mary French Chief Administrative Officer. Warden. ow