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TABLE OF CONTENTS
Orders —Tuesday, March 22, 2022..........................................................
2
Elgin County Council Minutes — March 8, 2022...........................................
3
Delegation — St. Thomas -Elgin Social Services ............................................
11
ReportsIndex.........................................................................................
46
Report — Joint Accessibility Status Report 2021............................................
47
Report — Notice and Extension of Service Accountability Agreement(s) SAA —
57
ExtendingLetter....................................................................................
Report —Administration Policy Manual Review and Revisions March
68
2022....................................................................................................
Report — Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19
72
and 2.23 Pandemic Prevention and Control —Staff Testing; and Administration
Policy 1.35 Visitors and Resident Absences During a Pandemic .......................
Report — Information Technology Services Departmental Overview ...................
104
Report — 2022 Employee Benefit Plan Renewal .............................................
136
Report —Commissioner of Oaths/Affidavits Policy and Fee ..............................
140
Report — Cold In -Place Asphalt Recycling (Tender No. 2022-T08) and Hot Mix
149
Asphalt Paving (Tender No. 2022-T10) -Tender Awards ................................
Report —Ontario Land Tribunal Planning Jurisdiction ....................................
155
Report —Bell Next Generation 9-1-1 Authority Service Agreement ..................
163
Report —Updated COVID-19 Measures.......................................................
186
Correspondence — Items for Information Index .............................................
220
Correspondence — Letter from Michele Harradence, Enbridge Gas ...................
221
Correspondence — Letter from Tom Allwood.................................................
222
Correspondence — Email from Jessica Johnson ............................................
230
Correspondence —Oxford County Resolution ..............................................
231
Closed Session Agenda — March 22, 2022..................................................
232
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ORDERS OF THE DAY
For Tuesday, March 22, 2022, 9:00 A.M
15f Meeting Called to Order
2"d Adoption of Minutes — March 8, 2022
31d Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATION:
9:00 a.m. — St. Thomas -Elgin Social Services— 2021 Update
5th Motion to Move Into "Committee of the Whole Council"
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence
1. Items for Consideration
2. Items for Information (Consent Agenda)
8th Other Business
1. Statements/Inquiries by Members
2. Notice of Motion
3. Matters of Urgency
9th Closed Meeting Items
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee of the Whole
13th Consideration of By -Laws
14th Adjournment
VIRTUAL MEETING: IN -PERSON PARTICIPATION RESTRICTED
NOTE FOR MEMBERS OF THE PUBLIC:
Please click the link below to watch the Council Meeting:
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MINUTES
March 8, 2022
Page 1
March 8, 2022
Elgin County Council met this 8th day of March 2022. 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 Duncan McPhail (Council Chambers)
Councillor Bob Purcell (Council Chambers)
Councillor Sally Martyn (Council Chambers)
Councillor Grant Jones (Council Chambers)
Councillor Dave Mennill (Council Chambers)
Councillor Dominique Giguere (Council Chambers)
Councillor Ed Ketchabaw (Council Chambers)
Staff Present: Julie Gonyou, Chief Administrative Officer (Council Chambers)
Brian Lima, General Manager of Engineering, Planning & Enterprise/Deputy
Chief Administrative Officer (Council Chambers)
Brian Masschaele, Director of Community & Cultural Services (Council
Chambers)
Stephen Gibson, County Solicitor (electronic)
Nick Loeb, Senior Counsel (electronic)
Katherine Thompson, Manager of Administrative Services/Deputy Clerk
(Council Chambers)
Stephanie Godby, Manager of Human Resources (Council Chambers)
Al Reitsma, Manager of Information Technology Services (electronic)
Jeff Lawrence, Tree Commissioner/Weed Inspector (electronic)
Jenna Fentie, Legislative Services Coordinator (Council Chambers)
Delany Leitch, Legislative Services Coordinator (Council Chambers)
1. CALL TO ORDER
The meeting convened at 9:00 a.m. with Warden French in the chair.
2. ADOPTION OF MINUTES
Moved by: Councillor Mennill
Seconded by: Councillor Jones
RESOLVED THAT the minutes of the meeting held on February 22, 2022 be adopted.
Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
4.1 Oxford, Elgin & Perth Joint Municipal Paramedic Services Deployment Review
— Performance Concepts Consulting
Todd MacDonald, President, Performance Concepts Consulting presented the
findings and recommendations of the Oxford, Elgin & Perth Municipal Paramedic
Services Deployment Review.
Moved by: Councillor Ketchabaw
Seconded by: Deputy Warden Marks
Page 2
March 8, 2022
RESOLVED THAT the presentation titled "Oxford, Elgin & Perth Joint Municipal
Paramedic Services Deployment Review" from Performance Concepts Consulting
be received and filed.
Motion Carried.
5. COMMITTEE OF THE WHOLE
Moved by: Councillor Giguere
Seconded by: Councillor Martyn
RESOLVED THAT we do now move into Committee of the Whole Council.
Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Warden's Activity Report (February) and COVID-19 Update — Warden French
Warden French presented a high-level summary of the County's response to the
pandemic as well as a list of events and meetings attended on behalf of County
Council.
Moved by: Councillor Jones
Seconded by: Councillor Purcell
RESOLVED THAT the report titled "Warden's Activity Report (February) and
COVID-19 Update" dated February 28, 2022 from Warden French be received and
filed for information.
- Motion Carried.
6.2 Tree Commissioner/Weed Inspector Quarterly Report October —December
2021 —Tree Commissioner/Weed Inspector
The Tree Commissioner/Weed Inspector presented the report summarizing the
activity related to the Elgin County Woodlands Conservation By -Law for the period
of October 1, 2021 to December 31, 2021 and weed inspection for the same
period.
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED THAT the report titled "Tree Commissioner/Weed Inspector Quarterly
Report October — December 2021" dated February 15, 2022 from the Tree
Commissioner/Weed Inspector be received and filed for information.
Motion Carried.
6.3 Tree Commissioner/Weed Inspector Year End Report 2021 — Tree
Commissioner/Weed Inspector
The Tree Commissioner/Weed Inspector presented the report summarizing the
activity related to the Elgin County Woodlands Conservation By -Law and weed
inspection for 2021.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Martyn
RESOLVED THAT the report titled "Tree Commissioner/Weed Inspector Year End
Report 2021" dated February 15, 2022 from the Tree Commissioner/Weed
Inspector be received and filed for information; and
THAT staff be directed to prepare a report for a future County Council meeting that
contemplates a County -wide strategy for the treatment of gypsy moth.
Page 3
March 8, 2022
Motion Carried.
6.4 Heart Health Month Contest— Manager of Human Resources
The Manager of Human Resources presented the report highlighting the Heart
Health Month Contest that took place during the month of February.
Moved by: Councillor Mennill
Seconded by: Councillor Giguere
RESOLVED THAT the report titled "Heart Health Month Contest" dated March 8,
2022 from the Manager of Human Resources be received and filed for information.
Motion Carried.
6.5 Setting the Framework for Library Lease Renewals — Director of Community
and Cultural Services
The Director of Community and Cultural Services provided a presentation seeking
Council direction on a path forward for library lease renewals for 2023 and beyond
Moved by: Councillor Jones
Seconded by: Councillor Purcell
RESOLVED THAT the presentation titled "Setting the Framework for Library Lease
Renewals" dated March 8, 2022 from the Director of Community and Cultural
Services be received and filed; and
THAT a standardized lease rate of $17 per square foot be established for all ten
library facilities; and
THAT notice be provided to local municipal partners and the Port Stanley Festival
Theatre regarding the need to execute new lease agreements for Elgin County
Library branches by the end of 2022.
Motion Carried.
6.6 Execution of Lease Extension Agreement for Aylmer Library — Director of
Community and Cultural Services
The Director of Community and Cultural Services presented the report
recommending that County Council authorize a lease extension for the Aylmer
Library with the Town of Aylmer to expire on December 31, 2022.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Martyn
RESOLVED THAT the Warden and Chief Administrative Officer be authorized to
execute a lease extension for Aylmer Library with the Town of Aylmer to expire on
December 31, 2022.
Motion Carried.
6.7 Parking By -Law Amendment —General Manager of Engineering, Planninq &
Enterprise/Deputy CAO
The General Manager of Engineering, Planning & Enterprise/Deputy CAO
presented the report recommending the establishment of a restricted parking zone
on John Street for a distance of 20 metres north of Walnut Street to improve sight
lines for turning movements.
Moved by: Councillor Martyn
Seconded by: Councillor Jones
Page 4
March 8, 2022
RESOLVED THAT the report titled "Parking By -Law Amendment —John Street (CR
73)" dated February 28, 2022 from the General Manager of Engineering, Planning
& Enterprise/Deputy CAO be received and filed; and
THAT By -Law 20-05 Being a Consolidated By -Law for the regulation of traffic
including parking on County Roads be amended to include:
- 20.33 County Road #73 (John Street), west side, from the north property
limits of Walnut Street for a distance of 20 metres northerly.
Motion Carried.
6.8 Transportation Master Plan — Phase 1 Report— General Manager of
Engineering, Planning & Enterprise/Deputy CAO
The General Manager of Engineering, Planning & Enterprise/Deputy CAO
presented the Phase 1 report of the Elgin County Transportation Master Plan and
provided an update on the next phases of the study.
Moved by: Councillor Mennill
Seconded by: Councillor Giguere
RESOLVED THAT the report titled "Transportation Master Plan — Phase 1 Report"
dated March 8, 2022 from the General Manager of Engineering, Planning &
Enterprise/Deputy CAO be received and filed.
Motion Carried.
6.9 COVID-19 Emergency Team Planning — February Update — Chief
Administrative Officer
The Chief Administrative Officer provided Council with an update on the County's
COVID-19 response.
Moved by: Councillor Martyn
Seconded by: Councillor Jones
RESOLVED THAT the report titled "COVID-19 Emergency Team Planning —
February Update" dated March 2, 2022 from the Chief Administrative Officer be
received and filed.
Motion Carried.
6.10 2022 Action Plan Elgin County Council — Chief Administrative Officer
The Chief Administrative Officer presented the 2022 County Council Action Plan for
Council's review and approval.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Purcell
RESOLVED THAT the report titled "2022 Action Plan Elgin County Council" dated
March 1, 2022 from the Chief Administrative Officer be received and filed.
THAT Council approve the 2022 Action Plan as presented
Motion Carried.
6.11 Rural Education Task Force Draft Report— Chief Administrative Officer
The Chief Administrative Officer presented the Rural Education Task Force Draft
Report to Council in advance of the Thames Valley District School Board's review.
It is anticipated that a final draft will be presented to County Council at future
meeting for formal endorsement following the approval of the report by the Thames
Valley District School Board.
Page 5
March 8, 2022
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
RESOLVED THAT the recommendation in the report titled "Rural Education Task
Force Report" from the Chief Administrative Officer dated March 2, 2022 be
amended.
Motion Carried.
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
WHEREAS Councillor Martyn, an Elgin County Council appointed representative of
the Thames Valley District School Board (TVDSB)'s Rural Education Task Force,
requested that a copy of the Rural Education Task Force Draft Report be
presented to Elgin County Council at its meeting on March 8, 2022; and
WHEREAS Councillor Martyn is seeking Council's support, in principle, for the
Rural Education Task Force Draft Report, it is understood that the report has not
yet been presented and approved by the TVDSB and it is anticipated that the Rural
Education Task Force Final Report will be presented to County Council at a future
meeting for formal endorsement;
NOW, THEREFORE BE IT RESOLVED
THAT the report titled "Rural Education Task Force Draft Report" dated March 2,
2022 from the Chief Administrative Officer be received and filed; and
THAT Elgin County Council receive and file the draft Rural Education Task Force
Draft Report.
Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
None.
7.2 Items for Information (Consent Agenda)
7.2.1 Town of Aurora with a letter to The Honourable Doug Ford requesting the
dissolution of the Ontario Land Tribunal.
7.2.2 The County of Prince Edward with a resolution requesting action related to
"Renovictions" and other bad faith evictions.
7.2.3 County of Elgin Homes March 2022 Newsletter.
7.2.4 SWIFT Monthly Project Update —January 2022.
Moved by: Councillor Jones
Seconded by: Councillor Mennill
RESOLVED THAT Correspondence Items #7.2.1- 7.2.4 be received and filed; and
THAT staff be directed to provide a follow-up report with respect to the Ontario
Land Tribunal and LPAT reform.
Motion Carried.
7
Page 6
March 8, 2022
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
1) Councillors discussed the requests for delegations at the Ontario Good Roads
Conference in April 2022. Councillors consented to requesting delegations
regarding the removal of the Highway 3 bypass designation through the
Municipality of Central Elgin, Elgin Regional Transit Implementation Funding,
Wonderland Road/Ron McNeil Line/Highway 3 Implementation Funding to be
led by Deputy Warden Marks with the assistance of other Councillors attending
the conference.
Councillor Ketchabaw also suggested a delegation request with the Ministry of
Natural Resources and Forestry regarding gas tax properties.
2) Councillor McPhail requested a report from the Director of Information
Technology Services requesting an update on the County's IT department.
Moved by: Councillor McPhail
Seconded by: Councillor Giguere
RESOLVED THAT the Director of Information Technology Services be directed
to provide a comprehensive report to Council detailing departmental
improvements over the past year and future plans at the next County Council
meeting.
Motion Carried.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
The Chief Administrative Officer requested that Council consider two (2) additional
closed session items regarding Financial Services and Organizational Review as
allowed under the Municipal Act Section 239 (2).
Moved by: Councillor Purcell
Seconded by: Councillor Jones
RESOLVED THAT Elgin County Council consider two additional closed session
items 1) Financial Services and 2) Organizational Review as allowed under
Municipal Act Section 239 (2).
Motion Carried.
9. CLOSED MEETING ITEMS
Moved by: Deputy Warden Marks
Seconded by: Councillor Martyn
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; (h) information explicitly
supplied in confidence to the municipality or local board by Canada, a province or territory
or a Crown agency of any of them, (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 —Property Matter.
Page 7
March 8, 2022
In -Camera Item #2
(k) a position, plan, procedure, criteria, or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board — Financial
Services
In -Camera Item #3
(b) personal matters about an identifiable individual, including municipal or local board
employees —Organizational Review
- Motion Carried.
10. MOTION TO RISE AND REPORT
Moved by: Councillor Mennill
Seconded by: Councillor Ketchabaw
RESOLVED THAT we do now rise and report.
- Motion Carried.
In -Camera Item #1 — ProDerty Matter
Moved by: Councillor Jones
Seconded by: Deputy Warden Marks
RESOLVED THAT the confidential report be received.
- Motion Carried.
In -Camera Item #2 — Financial Services
Moved by: Councillor Ketchabaw
Seconded by: Councillor Giguere
RESOLVED THAT staff proceed as directed.
- Motion Carried.
In -Camera Item #3 — Oraanizational Review
Moved by: Councillor Jones
Seconded by: Councillor McPhail
RESOLVED THAT staff proceed as directed.
- Motion Carried.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE
Moved by: Councillor Mennill
Seconded by: Councillor Martyn
RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole.
- Motion Carried.
12. CONSIDERATION OF BY-LAWS
12.1 By -Law No. 22-15 — Adoption of the 2022 Budget
BEING a By -Law to Provide for the Adoption of the 2022 Budget of the Corporation
of the County of Elgin and to Establish the 2022 Tax Ratios, and 2022 Tax Rates
9
Page 8
March 8, 2022
for the said Corporation of the County of Elgin and its Constituent Lower -Tier
Municipalities.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Mennill
RESOLVED THAT By -Law No. 22-15 be now read a first, second and third time
and finally passed.
- Motion Carried.
12.2 By -Law No. 22-16 — Parking By -Law Amendment
To Amend the Schedule to By -Law No. 20-05 Being a Consolidated By -Law for the
Regulation of Traffic Including Parking on County Roads.
Moved by: Councillor Martyn
Seconded by: Deputy Warden Marks
RESOLVED THAT By -Law No. 22-16 be now read a first, second and third time
and finally passed.
- Motion Carried.
12.3 By -Law No. 22-17 — 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 March 8, 2022 Meeting.
Moved by: Councillor Jones
Seconded by: Councillor Mennill
RESOLVED THAT By -Law No. 22-17 be now read a first, second and third time
and finally passed.
- Motion Carried.
13. ADJOURNMENT
Moved by: Deputy Warden Marks
Seconded by: Councillor Purcell
RESOLVED THAT we do now adjourn at 12:17 p.m. to meet again on March 22, 2022 at
9:00 a.m.
- Motion Carried.
Julie Gonyou, Mary French,
Chief Administrative Officer. Warden.
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REPORTS OF COUNCIL AND STAFF
March 22, 2022
Council Reports —ATTACHED
Staff Reports— ATTACHED
Accessibility Coordinator — Joint Annual Accessibility Status Report 2021
Director of Homes and Senior Services — Homes — Notice and Extension of Service Accountability
Agreement(s) SAA — Extending Letter
Director of Homes and Senior Services— Homes —Administration Policy Manual Review and
Revisions March 2022
Director of Homes and Senior Services — Homes — Homes — Infection Control Policy 2.10 —
Im m unization — Staff COVID-19 and 2.23 Pandem is
Prevention and Control —Staff Testing; and Administration
Policy 1.35 Visitors and Resident Absences During a
Pandem is
Director of Information Technology Services — Information Technology Services Departmental
Overview
Director of Human Resources — 2022 Employee Benefit Plan Renewal
Manager of Administrative Services/ Deputy Clerk — Commissioner of Oaths/Affidavits Policy and
Fee
General Manager of EPE/ Deputy CAO — Cold In -Place Asphalt Recycling (Tender No. 2022-T08)
and Hot Mix Asphalt Paving (Tender No. 2022-T10) -
Tender Awards
General Manager of EPE/ Deputy CAO — Ontario Land Tribunal Planning Jurisdiction
Chief Administrative Officer— Bell Next Generation 9-1-1 Authority Service Agreement
Chief Administrative Officer- Updated COVID-19 Measures
Me
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RECOMMENDATION(S):
REPORT TO COUNTY COUNCIL
FROM: Sarah Savoie, Accessibility Coordinator
DATE: March 22, 2022
1
SUBJECT: Joint Annual Accessibility Status Report
2021
THAT the report titled "Joint Annual Accessibility Status Report 2021" dated March 22,
2022 be received and filed; and,
THAT the report titled "Joint Annual Accessibility Status Report 2021" be approved.
INTRODUCTION:
Elgin County and its Local Municipal Partners (LMPs) are required to collaboratively
prepare an annual accessibility status report on the progress of measures taken to
implement the goals outlined in the Joint Multi -Year Accessibility Plan. Additionally, the
status report must be posted on the County and LMPs webs ites for the public, per the
Integrated Accessibility Standards Regulation (IASR) requirements.
DISCUSSION:
New this year, the County and its LMPs created a Joint Multi -Year Accessibility Plan
spanning 2021-2026. As a result of the plan becoming ajoint effort between the County
and its Local Municipal Partners, the status reports will also be done jointly. Over the 5-
year period, on an annual basis, the County and its LMPs are required to provide an
update to County Council as well as LMPs Councils on the progress made towards
obtaining the goals outlined in the Joint Multi -Year Accessibility Plan. The attached
report outlines the measures taken to ensure compliance with the Accessibility for
Ontarians with Disabilities Act (AODA) and IASR. It details the initiatives undertaken by
the County and LMPs in 2021 to identify, remove and prevent barriers.
Highlights of the 2021 Joint Annual Accessibility Status Report includes:
• Creation of the first Joint Multi -Year Accessibility Plan between the County of Elgin and
its LMPs
47
2
o Conducted a public survey to get feedback from the public and people with
disabilities to be incorporated into the new Joint MYAP
o Collaborated with the Joint Accessibility Advisory Committee on the creation of
the new Joint MYAP
• WCAG 2.0 Level AA compliance requirements met by many of the LMPs
o Is a result of website redevelopments that took place in 2020 and 2021 for
many of the LMPs
o Started using WAVE Browser Extension for screening websites to maintain
compliance with the WCAG 2.0 Level AA requirements
• Enabling Accessibility Fund (Federal grant opportunity for funding up to $100,000)
application support provided to several LMPs
• Elevator renovation project in County Administration Building is set to begin in
November 2021
• Ministryfor Seniors & Accessibility Compliance Audit support provided to multiple LMPs
o Compliance was achieved by those that were audited
• Completion of the Accessibility Compliance Report for the County of Elgin and all LMPs
o Several LMPs reported yes to being compliant with Question 14 pertaining to
the WCAG 2.0 Level AA web accessibility
• Elgin County/ Central Elgin Joint Accessibility Advisory Committee reviewed and
provided consultation on:
o County Administration Building Elevator Addition and Washroom Renovations
project
o The Joint Multi -Year Accessibility Plan
o Accessible Parking on Furnival Road in Rodney
o The Reconstruction at the Hamlet of Richmond
• Implementation of Return to Work Process and Return to Work Plan for the County of
Elgin in response to the ongoing Covid-19 pandemic
• The Municipality of West Elgin was a Recipient of Enabling Accessibility Grant to
provide a new completely accessible washroom as part of the Municipal Office
Renovations
• The Municipality of West Elgin installed a completely accessible playground in Miller
Park in conjunction with West Lorne Optimists and the Ontario Trillium Grant
• The Municipality of West Elgin applied for the Enabling Accessibility Fund — Mid Sized
projects for the Improving Community Accessibility Project which includes a number of
updates to community facilities including the pool, recreation centre, arena, public
washrooms and trail system.
• Municipality of Central Elgin and Township of Malahide now includes their Temporary
Service Disruption Procedure in on -boarding training for staff
• Municipality of Dutton Dunwich residents can now attend meetings virtually or by phone
o Meeting recordings can be made available upon request
• Municipality of Dutton Dunwich applied for a grant to upgrade website to an eSolutions
platform and provide an online residential portal and self-service opportunity
• Municipality of Dutton Dunwich hired an assistant to ensure continuity of accessible
scanned content to the website
• Municipality of Dutton Dunwich reviewed their Accommodations in the Workplace Policy
o No changes were required
o The Municipality is committed to supporting employees who have been absent
from work and who require an accommodation plan to return to work
• Town of Aylmer provided basic training on website accessibility and compliance with
the WCAG 2.0 Level AA requirements
• Town of Aylmer secured a CmAd-19 Resiliency Fund to make renovations to Town
Council Chambers that will aim to improve social distancing as well as accessibility
• Township of Southwold completion of new accessible playground and pavilion at the
Shedden Open Space Park
• Municipality of Bayham was a recipient of an ICIP COVID Resiliency grant for
$107,000+ for sidewalk improvements in Vienna
o Sidewalks were completed in May/June 2021
• Municipality of Bayham was a recipient of an ICIP Community, Culture and Recreation
grant for expansion of the Straflbrdville Community Centre
o Design includes accessible meeting room and washrooms, and an accessible
outdoor walking path around the grounds
• Completion of the Straflbrdville Library Accessible Lift in the Municipality of Bayham
FINANCIAL IMPLICATIONS:
No financial implications.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
serviceswith 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
effective ly.
3
LOCAL MUNICIPAL PARTNER IMPACT:
As the status reports will now be done collaboratively between Elgin County and its
LMPs, it should reduce the amount of time that the Local Municipal Partners spend
fulfilling this requirement. Since the previous model required each LMP to complete this
requirement independently, making it a joint effort allows LMPs to send information to
the County Accessibility Coordinator, who is wholly responsible for drafting the joint
status reports from 2021 and on.
COMMUNICATION REQUIREMENTS:
The Joint Annual Accessibility Status Report for 2021 is required to be communicated
and collaborated on with Elgin County and its Local Municipal Partners. The report was
taken to the Joint Accessibility Advisory Committee for approval and feedback before
taking it to County Council. Upon approval by County Council, the report will go to all
the Local Municipal Councils to be received for information and posted online. The
report must be made available to the public via the County and LMPs websites.
CONCLUSION:
As outlined in the attached Joint Annual Accessibility Status Report, the County of Elgin
and its Local Municipal Partners will continue to identify, remove and prevent barriers to
people with disabilities. These efforts are communicated to County Council and LMP
Councils through the Joint Multi -Year Accessibility Plan and affiliated status reports.
All of which is Respectfully Submitted
Sarah Savoie
Accessibility Coordinator
Amy Thomson
Director of Human Resources
Approved for Submission
Julie Gonyou,
Chief Administrative Officer
0
50
CRY -
Progressive, ivy Nature
Joint Annual Accessibility Status
Report 2021
A summary of Elgin County and its Local Municipal Partners accompIishmentstowards inclusion
and accessibility in 2021
51
Elgin County and Local Municipal Partners
Joint Annual Accessibility Status Report 2021
Objectives a nd Purpose
This is the County of Elgin and its Local Municipal Partners (LMPs) Annual AccessibilityStatus
Report update. In 2015, Elgin County released its second Multi -Year Accessibility Plan, in
accordance with the Accessibility for Ontarians with DisabilitiesAct (AODA) and the Integrated
Accessibility Standards Regulation (Ontario Regulation 191/11). The plan outlined the County's
strategy to preventand remove barriers to accessibility, which includes howto meet
requirements underthe AODA.
In 2021, the County released its first Joint Multi -Year Accessibility Plan (MYAP), which includes
the County of Elgin and its seven Local Municipal Partners' accessibility progress, goals and
timelinesforthe next five years. Asa result of the MYAP becoming a joint effort, it allowed the
Annual Accessibility Status Reports to become streamlined and collaborative rather than
requiringeach LMP to create theirown.
This Status Report includes the accessibility initiatives thatwere completed in 2021 to
implementthe strategy outlined in the Joint Multi -Year Accessibility Plan.
The purpose of this Status Report is to make the publicaware of Elgin County and its LMPs'
progress with accessibility implementation and to prevent and remove barriers and meet
requirements underthe AODA and IASR.
Compliance Reporting
Elgin Countyand its LMPs filed theirfifth Accessibility Compliance Report in 2021 with the
Ministry for Seniors and Accessibility.
Commitment Statement
The County of Elgin and its LMP's statement of commitment establishesthe vision and goals for
the Municipalities to meet the legislated accessibility requirements. The statement of
commitmentis publicly available on the Countywebsite.
TheCountyofElginand its LMPs are committedto eliminating barriers and improving
accessibilityforpeople with disabilities ina mannerthat respects dignity, independence,
integration and equal opportunity.
The County of Elgin and its LMPs recognize the diverse needs of al I of our residents and
customers and will respond by strivingto provide goods, services and facilities that are
accessible to all.
1
52
The County of Elgin and its LMPs are committed to being responsive to the needs of al I of our
residents and empIoyees.Inorder to meet the needs of peoplewith disabiIitiesthe
Municipalities will:
• Ensure policies address dignity,independence, integration and provide for equal
opportunityfor people with disabilities.
• Al I owpeople with disabi I ities to use their own persona I devices to obtain, use or
benefitfromthe services offered by the County and LMPs.
• Accommodate the accessibiIityneeds ofpeople with disabiIitiestoe nsurethey
can obtain, use, or benefit from the County and LMPs goods, services, programs
and facilities.
• Communicatewith peoplewithdisabilities ina mannerthat is considerate of the
person'sdisability.
The County of Elgin and its LMPs will promote accessibility byensuringthat compliance is met
for all regulations made underthe Accessi bi lity for Ontarians with Disabilities Act,2005. In
orderto ensure that timelinesare met,The County and its LMPs will establish, implementand
maintain a Joint Multi -Year Accessibility Plan.The plan will outlinethe Countyand its LMPs
strategy topreventand remove barriers to peoplewith disabilities. The planwill be updated on
an ongoing basis, as needed, toensure it remains current and alignswiththe IASR.
Continuous Achievements in Accessibility
• The County of Elgin and its LMPs focus on removing barriers which may exist in
our buildings and facilities, while ensuringthat new buildings, leases, and
renovationsdo not create any new barriers.
• Elgin County/Central Elgin Joint AccessibilityAdvisory Committee continuesto
meetand review accessibility initiatives.
• The Countyof Elginand its LMPs continue to comply with the requirementsof
the Integrated Accessibility Standards Regulation i ncl uding continuingto train
staff, volunteersand third partieswho interact on behalfofthe Municipalities on
an ongoing basis.
• All library branches continue to provide accessible materials and communication
supports upon request. In addition, the libraries have several accessible
materials and resources available including but not limited to: large print books,
audio books, CELA Library loan access, electronic materials with zoom features,
hand-held magnifiers as well as ZoomText with large print keyboards
• Continue to review customer feedback and take appropriate action.
• The County of Elgin and its LMPs are continuously looking into new
accommodation options for people with disabilities.
2
53
• Use of technology such as eScri be to ensure that Council agendas and minutes
are completely accessible as well as maintainingthe website compliance
achieved.
• Continue to explore and monitor potential funding opportunities for the built
environment relating to accessibility underthe Enabling Accessibility Fund,
Ontario Trillium Foundation, Canadian Tire Jumpstart and Investing in Canada
Infrastructure Program.
H ighlights of 2021
• Creation of the first Joint Multi -Year Accessibility Plan between the County of Elgin
and its LMPs
o Conducted a publicsurvey to get feedbackfrom the publicand people with
disabilitiesto be incorporated intothe newJoint MYAP
o Collaborated with the Joint Accessibility Advisory Committee on the
creation of the newJoint MYAP
• WCAG 2.0 Level AA compliance requirements met by many of the LMPs
o Is a result of website redevelopments that took place in 2020 and 2021 for
many of the LMPs
o Started using WAVE Browser Extension for screeningwebsitesto maintain
compliance with the WCAG 2.0 Level AA requirements
• Enabli ngAccessibility Fund (Federal grant opportunityfor funding up to $100,000)
application support provided to several LMPs
• Elevator renovation project in County Administration Building began in November
2021
• Ministry for Seniors& AccessibilityCompliance Audit support provided to multiple
LMPs
o Compliance was achieved by those that were audited
• Completion of the Accessibility Compliance Reportforthe County of Elgin and all
LMPs
o Several LMPs reported yes to being compliant with Question 14 pertaining
to the WCAG 2.0 Level AA web accessibility
• Elgin County/ Central Elgin Joint Accessi bi lity Advisory Committee reviewed and
provided consultation on:
o County Administration Building ElevatorAddition and Washroom
Renovations project
o The Joint Multi -Year Accessibility Plan
o Accessible Parkingon Furnival Road in Rodney
o The Reconstruction at the Hamlet of Richmond
3
54
• Implementation of Return to Work Process and Return to Work Plan for the County
of Elgin in response to the ongoing Covid-19 pandemic
• The Municipalityof West Elgin was a Recipient of EnabIingAccessibiIityGrant to
provide anew completely accessiblewashroom as part of the Municipal Office
Renovations
• The Municipalityof West Elgin installed a completely accessible playground in
Miller Park in conjunction with West Lorne Optimists and the Ontario TriIlium
Grant
• The Municipalityof West Elgin applied forthe Enabling Accessibility Fund — Mid
Sized projects for the ImprovingCommunity AccessibilityProject which includesa
number of updates to community facilities includingthe pool, recreation centre,
arena, publicwashrooms and trail system.
• Municipalityof Central Elgin and Township of Malahide now includestheir
Temporary Service Disruption Procedure in on-boardingtraining for staff
• Municipalityof Dutton Dunwich residents can now attend meetingsvirtuallyorby
phone
o Meeting recordings can be made available upon request
• Municipalityof Dutton Dunwich applied fora grant to upgrade websiteto an
eSolutions platform and provide an online residential portal and self-service
opportunity
• Municipalityof Dutton Dunwich hiredan assistantto ensure continuity of
accessible scanned content to the website
• Municipalityof Dutton Dunwich reviewed theirAccommodationsPolicy
• Town of Aylmer provided basic training on website accessi bi lity and compliance
with the WCAG 2.0 Level AA requirements
• Town of Aylmersecured a Covid-19 Resiliency Fund to make renovations to Town
Council Chambers that will aim to improve social distancingas well as accessibility
• Township of Southwold completion of new accessible playground and pavilion at
the Shedden Open Space Park
• Municipalityof Bayham was a recipientof an ICIP COVID Resi I iency grant for
$107,000+ for sidewalk improvements in Vienna
o Sidewalks were completed in May/June 2021
• Municipality ofBayham was arecipient ofanICI PCommunity, Culture and
Recreation grant for expansion of the Straffordville Community Centre
o Design includes accessible meeting room and washrooms, and an accessible
outdoor walking path around the grounds
• Completion of the Straffordville LibraryAccessible Lift in the Municipalityof
Bayham
21
55
Availabilityof the Plan and Status Report
The Multi -Year Accessibility Plan and Annual Accessibility Status Reports can be accessed
through Elgin County'swebsiteon the Access ibiIityPage:
https://www.eI gincounty.ca/accessibility/
Contact Information
For more inform ationcontact —Elgin County's Accessibi I ity Coordinator:
Phone 519-631-1460 ext.167
Fax 519-633-7785
Email ssavoie�elin.ca
Mail Accessibility Coordinator
County of Elgin, Human Resources Dept.
450 Sunset Drive,
St. Thomas, ON N5R 5X7
Accessible formats and communication support(s) available upon request.
5
REPORT TO COUNTY COUNCIL
. FROM: Michele Harris Director of Homes and
0 Seniors Services
E gm
DATE: March 9, 2022
Prug1ressive by Nature SUBJECT: Homes — Notice and Extension of Service
Accountability Agreement(s) SAA — Extending Letter
RECOMMENDATIONS:
THAT the report titled: "Homes — Notice and Extension of Service Accountability
Agreement(s) SAA — Extending Letter" dated March 9, 2022 be received and filed; and,
THAT council authorize staff to sign the Notice and Extension of Service Accountability
Agreement(s) SAA Extending Letter(s).
INTRODUCTION:
The Connecting Care Act, 2019 (CCA) requires Ontario Health (OH) to notify a health
service provider (HSP) when OH proposes to enter into, or amend, a service
accountability agreement with the HSP.
DISCUSSION:
The County of Elgin has a Multi -Sector Service Accountability Agreement (M-SAA) for
Bobier Villa and Terrace Lodge; and, a Long -Term Care Service Accountability
Agreement (L-SAA) for Bobier Villa, Elgin Manor and Terrace Lodge.
As announced earlier this year, given the state of the pandemic and understanding that
the SAA renewal process requires significant resources and time to outline operational
assumptions, complete planning submissions, undertake a review and negotiation
process, and attain necessary approvals, the 2022/23 Service Accountability
Agreements (SAAs) approach and associated timelines and activities have been
revised as follows:
• The completion of the annual Planning Submissions for Community (CAPS)
and Long -Term Care Homes (LAPS) will not be required for 2022/23; and,
• SAAs with all HSPs will be extended for one (1) year from April 1, 2022 to
March 31, 2023; and,
1
57
e schedules in effect on March 31, 2022 shall remain in effect until March
_ 2023 or until such other time as may be agreed to in writing by OH and the
HS P.
The "Notice and Extension of Service Accountability Agreement(s) SAA — Extending
Letter(s)" are attached for your reference and outline the terms and conditions in the
SAA as amended.
FINANCIAL IMPLICATIONS:
It is imperative that staff ensure that the "Notice and Extension of Service Accountability
Agreement(s) SAA — Extending Letter(s)" timelines for execution are met to support
timely and appropriate funding to the LTCH's.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
serviceswith 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
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
effective ly.
2
58
3
COMMUNICATION REQUIREMENTS:
The completed and signed "Notice and Extension of Service Accountability
Agreement(s) SAA — Extending Letter" for the L-SAA and M-SAA shall be forwarded, as
required, to Ontario Health Westwithin the required timelines.
CONCLUSION:
Staff recommend that the "Notice and Extension of Service Accountability Agreement(s)
SAA — Extending Letter(s)" for both the L-SAA and M-SAA be signed and submitted as
required.
All of which is Respectfully Submitted
Michele Harris
Director of Homes and Seniors Services
Approved for Submission
Julie Gonyou
Chief Administrative Officer
59
DocuSign Envelope ID: 8DF61CC4-MCD-4B9D-A174-C8236A3A6BAD
�r� f ntari Health
"vilest
March 4, 2022
Julie Gonyou
Chief Administrative Officer
The Corporation of the County of Elgin
450 Sunset Drive
St. Thomas ON, N5R 5V1
In Respect of Services Provided at:
Bobier Villa, 1052
Elgin Manor, 1056
Terrace Lodge, 3117
DELIVERED ELECTRONICALLY
Dear Julie:
Re: CCA s. 20 Notice and Extension of Long -Term Care Home Service Accountability
Agreement — Multi -Home ("Extending Letter")
The Connecting Care Act, 2019 ("CCA") requires Ontario Health ("OH") to notify a health service
provider when OH proposes to enter into, or amend, a service accountability agreement with
that health service provider.
OH hereby gives notice and advises The Corporation of the County of Elgin (the "HSP") of OH's
proposal to amend the long-term care home service accountability agreement — multi -home (as
described in the CCA) currently in effect between OH and the HSP (the "SAX).
Subject to the HSP's acceptance of this Extending Letter, the SAA will be amended with effect
on March 31, 2022 as set out below. All other terms and conditions of the SAA will remain in full
force and effect.
The terms and conditions in the SAA are amended as follows:
1) Term — In section 2.1, "March 31, 2022" is deleted and replaced by "March 31, 2023".
2) Schedules — The Schedules in effect on March 31, 2022 shall remain in effect until March
31, 2023, or until such other time as may be agreed to in writing by OH and the HSP.
Unless otherwise defined in this letter, all capitalized terms used in this letter have the meanings
set out in the SAA.
Please indicate the HSP's acceptance and agreement to the amendments described in this
Extending Letter by signing below and returning one full electronic copy of this letter by e-mail
We
DocuSign Envelope ID: 8DF61CC4-D3CD-4B9D-A174-C8236A3A6BAD
CCA s. 20 Notice and Extension of Long -Term Care
Home Service Accountability Agreement — Multi -
Home ("Extending Letter")
March 4, 2022
no later than the end of business day on March 25, 2022, to Jolene Sankey, Administrative
Assistant at d Il.....11.. est.1 ���� ��nD lriohek oh. a.
........ ...............��
The HSP and OH agree that the Extending Letter may be validly executed electronically, and
that their respective electronic signature is the legal equivalent of a manual signature.
Should you have any questions regarding the information provided in this Extending Letter,
please contact Mark Brintnell, Vice President, Performance, Accountability and Funding
r.!c I iriintne.JIII �n irli �hea..1oh.c a..
Sincerely,
Susan deRyk
Chief Regional Officer
Ontario Health Central and West
C. Matt Anderson, Chief Executive Officer of Ontario Health
Signature page follows
OHW22-082A
61
DocuSign Envelope ID: 8DF61CC4-MCD-4B9D-A174-C8236AM6BAD
AGREED TO AND ACCEPTED BY
The Corporation of the County of Elgin
In Respect of Services Provided at:
Bobier Villa, 1052
Elgin Manor, 1056
Terrace Lodge, 3117
CCA s. 20 Notice and Extension of Long -Term Care
Home Service Accountability Agreement — Multi -
Home ("Extending Letter")
March 4, 2022
Date:
[Please Insert Name, Title (e.g. ED or CEO)] mm/dd/yyyy
I have authority to bind the health service provider.
uTfirg
Date:
[Please Insert Name, title of Chair >>] mm/dd/yyyy
I have authority to bind the health service provider.
OHW22-082A
WIA
AGREED TO AND ACCEPTED BY
The Corporation of the County of Elgin
In Respect of Services Provided at:
Bobier Villa, 1052
Elgin Manor, 1056
Terrace Lodge, 3117
M
Julie Gonyou, CAO
I have authority to bind the health service provider.
UIT11 •
Mary French, Warden
I have authority to bind the health service provider.
O HW22-082A
CCA s. 20 Notice and Extension
Home Service Accountability
Home
Date:
mm/dd/yyyy
Date:
mm/dd/yyyy
of Long -Term Care
Agreement — Multi -
("Extending Letter")
March 16, 2022
63
DocuSign Envelope ID: EC21 D62D-E604-4AF6-9CEA-4AF1513747EAE
�r� f ntari Health
"vilest
March 1, 2022
Julie Gonyou
Chief Administrative Officer
The Corporation of the County of Elgin
450 Sunset Drive
St. Thomas ON, N5R 5V1
DELIVERED ELECTRONICALLY
Dear Julie:
Re: CCA s. 20 Notice and Extension of Multi -Sector Service Accountability Agreement
("Extending Letter")
The Connecting Care Act, 2019 ("CCA") requires Ontario Health ("OH") to notify a health service
provider when OH proposes to enter into, or amend, a service accountability agreement with
that health service provider.
OH hereby gives notice and advises Corporation of the County of Elgin (the "HSP") of OH's
proposal to amend the multi -sector service accountability agreement (as described in the CCA)
currently in effect between OH and the HSP (the "SAX).
Subject to the HSP's acceptance of this Extending Letter, the SAA will be amended with effect
on March 31, 2022 as set out below. All other terms and conditions of the SAA will remain in full
force and effect.
The terms and conditions in the SAA are amended as follows:
1) Term — In section 2.1, "March 31, 2022" is deleted and replaced by "March 31, 2023".
2) Schedules — The Schedules in effect on March 31, 2022 shall remain in effect until March
31, 2023, or until such other time as may be agreed to in writing by OH and the HSP.
Unless otherwise defined in this letter, all capitalized terms used in this letter have the meanings
set out in the SAA.
Please indicate the HSP's acceptance and agreement to the amendments described in this
Extending Letter by signing below and returning one full electronic copy of this letter by e-mail
no later than the end of business day on March 25, 2022, to Jolene Sankey, Administrative
Assistant at 0�1:::1I.:::: (..,,,st:::. :'::"..I �Ir ..C'�ontairl h(h(.,,alIth.ca.
The HSP and OH agree that the Extending Letter may be validly executed electronically, and
that their respective electronic signature is the legal equivalent of a manual signature.
DocuSign Envelope ID: EC21 D62D-E604-4AF6-9CEA-4AF1513747EAE
CCA s. 20 Notice and Extension of Multi -Sector Service
Accountability Agreement ("Extending Letter")
March 1, 2022
Should you have any questions regarding the information provided in this Extending Letter,
please contact Mark Brintnell, Vice President, Performance, Accountability and Funding
Allocation atirk.Birintn�ll.
........................�.........h ..a.l..o.h.......a..
Sincerely,
Susan deRyk
Chief Regional Officer
Ontario Health Central and West
C. Matt Anderson, Chief Executive Officer of Ontario Health
Signature page follows
OH W22_081 A
65
DocuSign Envelope ID: EC21 D62D-E604-4AF6-9CEA-4AF1513747EAE
AGREED TO AND ACCEPTED BY
The Corporation of the County of Elgin
Corporation of the County of Elgin
[Please Insert Name, Title (e.g. ED or CEO]
I have authority to bind the health service provider.
uTfirg
[Please Insert Name, Chair]
I have authority to bind the health service provider.
OH W22_081 A
CCA s. 20 Notice and Extension of Multi -Sector Service
Accountability Agreement ("Extending Letter")
March 1, 2022
Date:
mm/dd/yyyy
Date:
mm/dd/yyyy
We
AGREED TO AND ACCEPTED BY
The Corporation of the County of Elgin
Corporation of the Countyof Elgin
m
Julie Gonyou, CAO
I have authority to bind the health service provider.
Mary French, Warden
I have authority to bind the health service provider.
CCA s. 20 Notice and Extension of Multi -Sector Service
Accountability Agreement ("Extending Letter")
March 1, 2022
Date:
mm/dd/yyyy
Date:
mm/dd/yyyy
O HW22_081 A
67
1
Prugressive by Nature
RECOMMENDATIONS:
REPORT TO COUNTY COUNCIL
FROM: Michele Harris, Director of Homes and
Seniors Services
DATE: March 16, 2022
SUBJECT: Homes —Administration Policy Manual &
Nursing Mandatory Program Policy Review and
Revisions
THAT the report titled: "Homes — Administration Policy Manual & Nursing Mandatory
Program Policy Review and Revisions" dated March 16, 2022 be received and filed;
and,
THAT Council approve the County of Elgin Homes and Seniors Services Administrative
Policy Manual review and revisions in entirety; and the Nursing department mandatory
program policy review and revisions for 2022.
INTRODUCTION:
Departmental policy and procedure manuals ensure consistency and quality in the
services provided by Elgin County Homes and Seniors Services. As per the Long -Term
Care Homes Act (LTCHA), 2007, policies and procedures are to be reviewed annually.
This ensures inclusion of best practice and legislative guidelines and aligns with the
LTCHA and Regulations.
DISCUSSION:
The Homes Policy Manual for Administration has been reviewed and revised by the
Homes Administrators and Director of Homes and Seniors Services. The revised
manual includes revisions to the following policies and procedures:
• 1.1 Homes Organizational Chart —updated to current state
• 1.4 Smoking: Resident, Staff & Visitors —typo, storage of smoking materials
• 1.30 Telephones and/or Electronic Devices — Staff Use — updated to include
smart watches/electronic devices
• 1.34 Student Educational Placements & Orientation — updated onboarding
requirements
Operational/Scheduling Cohorting Plan —updated resident cohorting
G�,u,rem ents
• 2.3 Requests and Concerns — update to submission process for written
complaints to Ministry of Long -Term Care
• 2.6 Orientation of New Residents — updated list of policies in public information
binder
• 3.11 Material Handling & Disposal — General — updated safety measures to align
with best practice
• 3.15 Emergency Codes — updated to include definition(s)
• 3.15.01 Code White —Aggressive Person — updated to include addition of staff
duress device, where available
• 3.15.02 Code Yellow — Missing Resident/Person — updated Employee Assistance
Program
• 4.1 Continuous Quality Improvement —typo, update related to tools
• 4.3 Continuous Quality Improvement Committee— update to annual quality
improvement plan submission requirements
• 4.5 Policy Review — updated timelines for policy review
Additionally, the Managers of Resident Care have reviewed the mandatory program
policies within the Nursing Policy Manual and, the following mandatory program policies
have been reviewed:
o Falls prevention and management
o Bladder and Bowel Management
o Continence Care — Bladder Function Assessment
o Continence Care — Bowel Function Assessment
o Pain Management
o Pain Assessment in Advanced Dementia (Scale PAINAD)
o Responsive Behaviours; and,
o Nursing policy revision — Skin Care and Wound Management — updated
reference, terminology and tool
FINANCIAL IMPLICATIONS:
It is imperative that staff ensure that the requirements of the LTCHA, 2007, including
policy review, are met to support compliance and appropriate funding to the LTCH's.
ALIGNMENT WITH STRATEGIC PRIORITIES:
2
we
ving Elgin
® Ensuring alignment of
current programs and
serviceswith 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:
�6 0
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
effective ly.
The revised policy changes are minor in nature and will be communicated to staff,
residents, visitors and contracted workers as required within the LTCHA, 2007, and,
through the online Surge learning education portal.
CONCLUSION:
The administration manual and nursing mandatory program policy revisions align with
the LTCHA, 2007, related Regulations and best practices to support resident and staff
safety and service delivery.
The administration policy manual in its entirety and the mandatory nursing program
policies may be reviewed through the County Website:
All of which is Respectfully Submitted
Approved for Submission
3
70
-ris
,4omes and Seniors Services
Julie Gonyou
Chief Administrative Officer
71
REPORT TO COUNTY COUNCIL
. FROM: Michele Harris Director of Homes and
0 Seniors Services
E gm
DATE: March 16, 2022
Prug1ressive by Nature SUBJECT: Homes — Infection Control Policy 2.10 —
Im m unization — Staff COVID-19 and 2.23 Pandem is
Prevention and Control — Staff Testing; and
Administration Policy 1.35 Visitors and Resident
Absences During a Pandemic
RECOMMENDATIONS:
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
March 16, 2022 be received and filed; and,
THAT Council approve the amendments to the "Homes — Infection Control Policy 2.10 —
Im m unization — Staff COVID-19 and 2.23 Pandem is Prevention and Control — Staff
Testing; and Administration Policy 1.35 Visitors and Resident Absences During a
Pandemic" policy changes; and,
THAT staff be directed to provide an updated report to Council no later than sixty (60)
days time, including, but not limited to such items as pandemic trends, scientific/medical
evidence, updated ministry and public health guidance, resident and family council
feedback, labour relations outcomes, and, policy and procedure revision
recommendations.
INTRODUCTION:
Ministry of Long -Term Care (MLTC) directives and public health guidance provide
direction related to COVID-19 immunization and testing for staff, students, support
workers, volunteers, residents and essential caregivers/general visitors; and, guidance
for visiting/absences within Long -Term Care Homes.
1
72
2
DISCUSSION:
In June & October 2021, and January 2022, Council approved updates to the Homes
Infection Control policy 2.10 "Im m unization — Staff COVID-19" and 2.23 "Pandem is
Prevention and Control —Staff Testing" policy and Administration policy 1.35 "Visitors
and Absences During a Pandemic".
On March 9, 2022, the MLTC issued updated pandem is response guidance regarding
long-term care home (LTCH) COVID-19 immunization requirements, testing and
visitors, and absences. The updated guidance documents have been issued in
response to pandem is 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:
• Shifting to a guidance -based approach to support long-term care homes with
employer -driven immunization policies,
• Updating the testing directive to reflect the latest advice of public health experts,
and
• Adjusting measures related to visitors, resident absences and resident cohorting
The MLTC shared the following statistics:
• An estimated 86.3% of eligible LTCH staff across the province have stepped up
to receive their third dose of COVID vaccination.
• Most residents have received at least a third COVID-19 vaccine dose and many
have received a fourth dose of vaccine
The March 9, 2022 MLTC communication states the following:
• At this stage of the pandemic, we are able to shift from a provincial
directive that requires homes to have a mandatory vaccination policy to a
guidance -based approach that continues to support homes with their
employer -led policies and best practices. This means the Minister will revoke
the Minister's Directive on Long -Term Care Home COVID-19 Immunization
Policy effective March 14, 2022."
• "Long-term care homes, as employers, retain their ability to mandate
vaccination requirements for existing and new staff, students and
volunteers, provided they comply with all applicable law, such as the Human
Rights Code. In addition, nothing prevents licensees from having proof -of
vaccination requirements for caregivers, visitors and support workers provided
the licensee's requirements are consistent with the Long -Term Care Homes Act,
2007, including the Residents' Bill of Rights and section 5 of the Act (right to a
safe and secure home), and comply with all applicable laws. This shift is aligned
with the end of provincially set proof of vaccination requirements in other health
care and congregate settings."
73
3
• "This shift does not change the critical importance of vaccination as a key
defense against COVID-19. All Ontarians should be encouraged to get
vaccinated, including receiving medically recommended boosters. This is
particularly important for long-term care home residents to ensure they have the
greatest level of immune protection possible."
• The Ministry continues to work with the Office of the Chief Medical Officer of
Health to monitor trends and will respond as needed if for example, a new variant
emerges
• While the positive trends signal that the Omicron peak is behind us, it remains as
critical as ever to maintain vigilance with infection prevention and control
practices (IPAC) and other public health measures. This includes:
o Ongoing support for up-to-date COVID-19 vaccination, including boosters
through employer -led policies and best practices (per above)
o Active screening for all individuals prior to entry
o Surveillance testing
o Use of appropriate personal protective equipment and masking for all
individuals working at or visiting a long-term care home
o IPAC audits completed every two weeks if not in outbreak, or weekly if in
outbreak, and
o Outbreak management practices, as directed by Public Health Units.
In considering policy revision recommendations, staff considered the following factors:
• Requirements of the Occupational Health and Safety Act
o "employers have a duty to take every precaution reasonable in the
circumstances for the protection of a worker" and
o A violation of this obligation can create the potential for fines and
penalties, as well as incarceration in extreme circumstances
• LTCH Act, 2007/ Regulation 79/10 Residents Bill of Rights
o Right to a safe and secure home
• Potential impact of COVID-19 pandemic measures to resident quality of life
• Local and provincial statistics
o As of March 16, 2022 —41 LTCHs in Ontario in confirmed outbreak; 277
confirmed active cases for LTC residents and 110 confirmed active cases
for LTC staff
o In January and February 2022, all three (3) of the County of Elgin Homes
experienced COVID-19 outbreaks with two (2) of the Homes realizing a
significant impact in both resident and staff cases
■ # of suspect and confirmed outbreaks
■ # of positive resident cases
■ # of positive staff cases
■ # of Workplace Safety and Insurance Board (WSIB cases)
■ Resident mortality rate
74
Impact of outbreak(s) to residents and staff
■ Staffing shortages during outbreak and/or related to community
exposures during same timeframe
■ Impact to resident care and services
• Southwestern Public Health consultation
o The Director of Homes and Seniors Services has consulted with
Southwestern Public Health regarding the MLTC shift in approach to
immunization, and discussions have been supportive of an employer led
policy, requiring all persons (staff, students, support workers, volunteers,
and visitors) entering the County of Elgin LTCHs to have at minimum, two
(2) doses of COVID-19 vaccination; and ideally, in addition, booster doses
as suggested by the National Advisory Committee on Immunizations
o Additionally, SWPH shared the following regarding COVID-19
vaccinations:
■ Vaccination is our strongest defense against COVID-19
■ Southwestern Public Health encourages all workplaces to develop
or maintain workplace vaccination policies for employees
■ All businesses and organizations should encourage employees to
obtain COVID-19 vaccination booster doses as suggested by the
National Advisory Committee on Immunization
■ Provincial proof of vaccination requirements for patrons entering
businesses and organizations have been lifted. Businesses and
organizations may continue to choose to require proof of
vaccinations voluntarily
As such, and after careful review of the above, staff policy revision recommendation
highlights (attached) include the following:
COVID-19 Vaccinations
o Two (2) dose COVID-19 vaccination requirement for all staff, students, support
workers, volunteers and visitors (essential caregivers and general visitors) to
enter the Home
o Encouraging COVID-19 vaccination booster doses for all residents, staff,
students, support workers, volunteers and visitors
o No vaccination requirement for visitors for outdoor visits or absences from the
Home
Screening, Testing and Personal Protective Equipment (PPE)
o Daily rapid antigen testing (RAT) prior to all entry to the Home for all staff,
students, support workers, volunteers and visitors; and, for visitors prior to
outdoor visits and absences from the Home
0
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5
o Continue active screening to be completed prior to entry to the Home and prior to
outdoor visits/absences from the Home
o Masks and other PPE requirements as per public health recommendations
Visiting, Absences and Outings
o Maximum 4 visitors/resident at a time indoors; >4 permitted outdoors depending
on space
o All social, compassionate, medical and temporary (overnight) absences
permitted with required screening, testing, etc.
FINANCIAL IMPLICATIONS:
A two (2) dose COVID-19 vaccination requirement could have a very slight impact on
recruitment if other LTCH's/health care sectors adjust their mandatory vaccination policy
requirements; and, as such, this is an area that Human Resources and the Homes
management shall monitor and evaluate closely. At the time of this report, there is a
strong indication that many LTCH's and other health care sectors intend to continue
with some level of mandatory COVID-19 vaccination policy.
All existing County of Elgin long-term care home staff (excluding a very small
percentage of staff currently on leave) have met the two -dose requirement - the Homes
management team and Human Resources department are continuing to provide
support and education to front line staff on leave that may not have yet met a two (2)
dose and/or valid medical exemption requirement; and, will support new hire candidates
regarding the same.
ALIGNMENT WITH STRATEGIC PRIORITIES:
ving Elgin
® Ensuring alignment of
current programs and
serviceswith 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
effective ly.
While it is anticipated that a mandatory two (2) dose COVID-19 vaccination requirement
may have a slight impact on indoor visit opportunities; it will provide an extended
level/timeframe of protection for the vulnerable residents of the three (3) County of Elgin
Homes to monitor scientific evidence and impact as the pandemic continues to evolve.
Additionally, the updated visitor and absence pandemic measures will provide residents
and families with increased socialization opportunities, outdoor visit and outing
opportunities for/with unvaccinated visitors, and have positive quality of life outcomes
for residents.
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7
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 at general staff meetings and electronically via a
memo. Communications to labour partners will be completed electronically via memo.
Communication to residents and families will be done electronically via memo, in person
via resident and family council meetings across the three (3) Homes; and, via
newspaper.
CONCLUSION:
Recognizing the importance and value of monitoring scientific evidence as the
pandemic continues to evolve, there is a commitment by the Homes management staff
to continue to monitor trends as reported by the Ministry/Chief Medical Officer of Health
and to review the immunization policy requirements of staff, students, support workers,
volunteers and visitors accordingly to support Occupational Health and Safety of staff;
safety of residents within the Residents Bill of Rights, section 5 of the LTCH Act, 2007
(right to a safe and secure home) and the quality of life of residents.
As such, staff recommend providing an updated report to council no later than sixty (60)
days timeframe including, but not limited to, such items as pandemic trends,
scientific/medical evidence, updated ministry and public health guidance, resident and
family council feedback, labour relations outcomes/discussions, and, policy and
procedure revision recommendations.
At this time, considering the current state of the pandemic and rapidly evolving changes
to community pandemic measures, it is imperative that vaccination, visiting and testing
policy and procedures are supportive of resident, staff and visitor safety and well-being;
and, as such, the attached draft policies and procedures have been updated with a two -
dose COVID-19 vaccination approach for council consideration.
Additionally, 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 the
March 9, 2022, ministry guidance "supporting Homes with their employer -led policies
and best practices".
All of which is Respectfully Submitted Approved for Submission
78
-ris
,4omes and Seniors Services
Julie Gonyou
Chief Administrative Officer
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 1 of 11
POLICY:
During a pandemic (e.g. COVID-19), visits to the Home, and absences from the Home, will be
guided by ministry directives/guidance documents, 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.
:e
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 2 of 11
PROCEDURE:
1. Short Stay Absence Guidelines:
All short stay absences will be subject to ministry/legislative requirements and/or public health
direction. This may include requirements for frequency of rapid testing, PCR testing and
isolation.
• Essential medical or compassionate absences will be permitted.
• All residents may leave the Home's property for a short stay absence for social reasons
regardless of vaccination status
• 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 assessmentto 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
• 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 short stay absence
81
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 3 of 11
• 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)
• Any resident returning from a social, medical, and/or compassionate absence will be
required to complete rapid testing, PCR testing and isolation as per ministry/legislative
requirements and/or public health direction
• 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:
• Temporary overnight absences for social purposes are permitted for all residents
regardless of vaccination status
• Residents returning from essential, medical or compassionate absences will follow all
applicable screening, testing and isolation requirements
• 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 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
• 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 temporary
overnight absence
• Medications provided as per pharmacy leave of absence policy
::
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 4 of 11
• 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 as per applicable ministry/public
health direction/guidance
• 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)
• 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 March 14, 2022, the Ministry of Long -Term Care shifted from a provincial
directive that requires Homes to have a mandatory vaccination policy to a guidance -based
approach that continues to support homes with their employer -led policies and best
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 5 of 11
practices. This shift does not change the critical importance of vaccination as a key
defense against COVID-19. All visitors are encouraged to get vaccinated, including
receiving medically recommended boosters. This is particularly important for long-term
care home residents to ensure they have the greatest level of immune protection possible.
• Effective March 14, 2022, all essential caregivers and general visitors are permitted to
visit indoors provided they meet the long-term care homes vaccination policy
requirements.
• Effective March23, 2022, allvisitors to the Home are required to provide proof of
being fully vaccinated (having received two (2) doses of COVID-19 vaccine); or,
proof of a valid medical contraindication prior to a me ring the Home to visit (with
the exception of children under age of who are currently not eligible for COVID-
19 vaccination)
• Outdoor visitors do not require proof of vaccination to visit. There are no limits to the
number of visitors for outdoor visits based on available outdoor spaces.
• The limit on indoor visits is four (4) general visitors and/or essential caregivers/resident
at a time (exception for palliative residents for which there are no limits to caregiver
visitors provided that physical distancing can be achieved; and, subject to public health
outbreak guidance).
• Cohorting continues to be required for dining activities.
• Social group activities canbe increased in size (i.e. more than 10) while larger social
group activities where potential crowding can occur should continue to be avoided, and
IPAC measures should continue to be followed by residents and visitors to promote
safety and wellbeing (e.g. masking, distancing, etc.)
• Proof of vaccination and/or valid medical exemption is required prior to entry to the
Home.
• Visitors 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
011
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 6 of 11
• 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 if required
o Space available in the location for physical distancing
o Weather forecast and resident status
• Visitors are encouraged to visit one resident only and to limit interaction 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 as required by public health/ministry guidance
• 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 visitors are permitted, Homes have the discretion to require visits to be:
o Scheduled in advance
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
• 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
85
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 7 of 11
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:
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 ministry/public health
direction 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.)
:.
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 8 of 11
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 Support 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
■ 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 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
87
HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration
APPROVAL DATE: September 2020
2021; January 2022; March 2022
DRAFT
SUBJECT: Visitors and Resident
Absences During a Pandemic
REVISION DATE: February 2021; October
Page 9 of 11
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 proof of 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
• Ge ne ral Vis ito rs
o 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
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 may not be 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 provide proof of
vaccination status given the urgency of the situation
• Homes are responsible for providing surgical/procedure masks for visitors for indoor
visits
• Visitors are responsible for bringing their own cloth mask or face covering for outdoor
visits
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 10 of 11
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
permitted
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
Document: Recommended steps: Putting
on PPE
on PPE
Video: Putting on Full PPE
Video: Putting on One -Piece Facial
Protection
we
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 1.35
DEPARTMENT: Administration SUBJECT: Visitors and Resident
Absences During a Pandemic
APPROVAL DATE: September 2020 REVISION DATE: February 2021; October
2021; January 2022; March 2022
Page 11 of 11
Video: Taking off Full PPE
Video: Taking off One -Piece Facial
Protection
Video: How to Hand Wash
Video: How to Hand Wash
References:
1. Key Messages to Support Residents and Families (EN) — March 9, 2022
2. Key Messages to Support Residents and Families (FR) — March 9, 2022
3. Visitor Absences and Social Gatherings Snapshot (EN) — March 14, 2022
4. Visitor Absences and Social Gatherings Snapshot (FR) — March 14, 2022
5. COVID-19 Guidance Document for Long -Term Care Homes in Ontario, March 9, 2022
6. Memo from the Associate Deputy Minister of Health: Long -Term Care Pandemic
Response Update — March 9, 2022
7. Directive 43, COVID-19 Guidance Document for LTCHs, and Rapid Testing Merged
FAQs — March 9, 2022
8. Ministry of Long -Term Care: "Resuming Visits in Long -Term Care Homes" Released
September 2, 2020
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,llnnD�y����J DRAFT
�J
HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.23
DEPARTMENT: Infection Control SUBJECT: Pandemic Prevention and Control —Staff
Testing e. g. COVID-19
APPROVAL DATE: July 2020 REVISION DATE: March 2021; October 2021; March 2022
REVIEW DATE: December 2021
Pagel of 5
PURPOSE:
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 atwork.
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.
3. 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.
91
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.23
DEPARTMENT: Infection Control SUBJECT: Pandemic Prevention and Control —Staff
Testing e. g. COVID-19
APPROVAL DATE: July 2020 REVISION DATE: March 2021; October 2021; March 2022
REVIEW DATE: December 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 testis 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.
W:
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.23
DEPARTMENT: Infection Control SUBJECT: Pandemic Prevention and Control —Staff
Testing e. g. COVID-19
APPROVAL DATE: July 2020 REVISION DATE: March 2021; October 2021; March 2022
REVIEW DATE: December 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
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.23
DEPARTMENT: Infection Control SUBJECT: Pandemic Prevention and Control —Staff
Testing e. g. COVID-19
APPROVAL DATE: July 2020 REVISION DATE: March 2021; October 2021; March 2022
REVIEW DATE: December 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 (maybe 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 swab
c. Rapid Antigen Testing — as of March 14, 2022, a combined oral and nasal swab
is recommended
d. Anterior nasal swabs
e. Throat swabs
References:
1. Ministry ofHealth `COVID-19 Guidance Documentfor Long -Term Care Homes in
Ontario
2. Ministry ofHealth "COVID-19Integrated Testing & Case, Contact and Outbreak
Management Interim Guidance: Omicron Surge
,llnnD�y����J DRAFT
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.23
DEPARTMENT: Infection Control SUBJECT: Pandemic Prevention and Control —Staff
Testing e. g. COVID-19
APPROVAL DATE: July 2020 REVISION DATE: March 2021; October 2021; March 2022
REVIEW DATE: December 2021
Page 5 of 5
3. Ministry ofHealth "COVID-19: Long-term care home Surveillance Testing andAccess
to Homes March 14, 2022
4. Ontario Health "COVID-19 Surveillance Testing -Frequently Asked Questions
Regarding Long -Term Care Homes Staff Testing
S. Ministry ofHealth COVID-19 Guidance: Considerations forAntigen Point -of -Care
Testing, Version 4, March 19, 2021
6. Ministry ofLong-Term Care Directive #3, COVID-19 Guidance Documentfor LTCHs,
and Rapid Testing MergedFAQs, December 16, 2021
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Paget of 8
PURPOSE:
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.
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
and volunteers, we have an obligation to ensure that we are protecting everyone in our Homes
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Page 2 of 8
from COVID-19 infections. Effective March 14, 2022, the Ministry of Long -Term Care shifted
from aprovincial directive that requires Homes to have a mandatory vaccination policy to a
guidance -based approach that continues to support homes with their employer -led policies and
best practices. This shift does not change the critical importance of vaccination as a key defense
against COVID-19. All staff, students, support workers and volunteers are encouraged to get
vaccinated, including receiving medically recommended boosters. This is particularly important
for long-term care home residents to ensure they have the greatest level of immune protection
possible.
Mandatory Vaccination
Effective March 23, 2022, all existing and new staff, student placements, support workers
and volunteers are required to provide proof of being fully vaccinated (having received two
(2) doses of COVID-19 vaccine); or, proof of a valid medical contraindication prior to
e me ring the Home to work, train or volunteer.
Individuals who choose not to showproof 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.
APPLICATION OF THE POLICY:
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)
97
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Page 3 of 8
• 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:
• two (2) doses 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,
Please be advised that the definition of fully vaccinated may 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.
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, Support 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.
"o"Woopfdd i
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Page 4 of 8
• 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.
• 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, Ministry of Long -Term Care 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
vaccination requirements shall result in staff, student, volunteer access to the Home being
9.
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Page 5 of 8
removed and, staff to be placed on an unpaid leave, until such time as the vaccination
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,
Elgin County Homes management shall ensure, within 10 days of the medical reason
expiring, that the individual provides proof of vaccination.
• Medical exemptions issued outside of Ontario are not eligible for an enhanced vaccine
certificate.
• 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.
• 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.
100
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Page 6 of 8
• 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
March 22, 2022, 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
COMPLIANCE
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.
101
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Page 7 of 8
2. New hires, students, support workers, volunteers, independent operators and individuals
employed by an employment agency or third -party 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:
• COVID-19 Guidance Document for Long -Term Care Homes in Ontario, March 9, 2022
• Memo from the Associate Deputy Minister of Health: Long -Term Care Pandemic
Response Update — March 9, 2022
• Directive 43, COVID-19 Guidance Document for LTCHs, and Rapid Testing Merged
FAQs — March 9, 2022
• 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'egard des vaccins [French] (Public Health Ontario)
• Communicating effectively about immunization: Canadian Immunization Guide
(Government of Canada)
• **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
102
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HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.10
DEPARTMENT: Infection Control SUBJECT: Immunization —Staff COVID-19
APPROVAL DATE: June 2021 REVISION DATE: September 2021; October 2021
REVISIONDATE: January 2022; March 2022
Page 8 of 8
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'egahte dans la sante et les services sociaux)
• Gashkiwidoon toolkit: covid-19 vaccine implementation (Indigenous Primary Health
Care Council)
• "multilingual" LTC COVID-19 Vaccine Promotion TooMt (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)
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Prugressive by Nature
RECOMMENDATION:
REPORT TO COUNTY COUNCIL
FROM: Amy Thomson, Director of Human
Resources
DATE: March 22, 2022
SUBJECT: 2022 Employee Benefit Plan Renewal
THAT County Council approve the 2022 negotiated renewal rate adjustments with
Manulife Financial for the County of Elgin.
INTRODUCTION:
The annual employee benefits renewal report from our benefit consultants at Mosey and
Mosey has been received by HR staff. The report summarizes Mosey's analysis of the
group benefits renewal action required by Manulife Financial.
As part of the 2022 benefits renewal, Human Resources staff worked with Mosey and
Mosey to ensure that benefit coverage and associated underwriting costs continue to
remain competitive.
Given the circumstances that have led to the current increase, County staff is satisfied
with the renewal as negotiated on our behalf by Mosey and Mosey with Manulife
Financial and recommends renewal of this year's employee benefits program.
DISCUSSION:
The County of Elgin's employee group benefits program is underwritten by Manulife
Financial and AIG Insurance. The County of Elgin is combined with other local municipal
partners forming a "consortium" in order to provide benefits at the most competitive rates.
Manulife Financial underwrites the Life, Long Term Disability (LTD), Health and Dental
benefits. AIG underwrites the Accidental Death and Dismemberment (AD&D) benefit
only. The detailed report was received via Mosey & Mosey on March loth, 2022, following
negotiations with Manulife.
During budget deliberations, HR provided the Budget Committee with the anticipated
benefit renewal for 2022, in December of 2021, at which time an increase of 15.1% was
anticipated; knowing that this was before the negotiation process between Mosey &
Mosey and Manulife.
The County wide consortium represents a total of over three and half -million dollars
($3,646,428) in annual premiums. Annual premiums for the County of Elgin are
1
136
2
$1,674,252 with the extended health and dental representing approximately 70% of total
cost.
The group benefit program for the County of Elgin is broken down into two main
components, based on the underwriting arrangements that apply to each, as follows:
Life Insurance and Long Term Disability: These are underwritten on a partially pooled,
partially experience rated basis. The rating of these benefits takes into consideration
the overall performance of the insurer's pool, changes in employee demographics and
the claims experience for the overall consortium. As a result of the 2020 marketing, life
insurance rates are guaranteed until 2023; and Long Term Disability rates come off rate
guarantee this year.
Extended Health Care and Dental: These are underwritten on a fully experience -rated
basis by Manulife. Rates are established based on the results generated by the premium
and claims experience for a twelve-month period each year (Nov — Oct) combined for all
participating municipalities. A plan change in 2020 has modified the way in which the
consortium shares experience. Effective in 2020, the member municipalities share
experience on a 50/50 basis (50% shared risk/experience and 50% based solely on our
individual group experience). For the County, extended Health Care rates will increase
5.5% and dental rates will increase 22.6%.
Extended Health Care is the highest cost driver and has various contributing factors.
Typically, increased paramedical utilization and the impact of specialty drugs will
contribute to escalating costs, as well as inflationary increases and Ontario Dental
Association (ODA) annual increases. Additionally, there is a stop loss pooling
arrangement in place designed as added protection against the impact of catastrophic
claims. Stop loss is a mandatory insurance and the costs have increased steadily over
the years.
Following negotiations with the insurance carrier and the impact of the extended health
care experience results over the last quarter, renewal costs reflect an upward
adjustment in overall premiums of 10.1% for the County of Elgin's plan. This represents
an additional annual cost over current rates of approximately $165,000 as outlined in
detail, below.
137
3
FINANCIAL IMPLICATIONS:
Proposed/Calculated
Current
Renewal
Negotiated Renewal
Monthly
Monthly
Rate
Monthly
Rate
Benefit
Premium
Premium
Adjustment
Premium
Adjustment
Group Life
$8,102
$8,102
0.0%
$8,102
0.0%
AD&D
$355
$355
0.0%
$355
0.0%
Long Term Disability
$29,296
$37,469
27.9%
$33,691
15.0%
Total Pooled:
$37,753
$45,926
21.6%
$42,148
11.6%
Extended Health Care
$68,675
$74,513
8.5%
$72,453
5.5%
Dental Care
$20,326
$25,429
25.1 %
$24,920
22.6%
Total Experience Rated:
$89,001
$99,942
12.3%
$97,373
9.4%
Total Overall:
$126,754
$146,868
$139,621
8% PST
$10,140
$11,670
$11,162
Overall Premium
$136,894
$167,638
16.1%
$160,683
10.1%
$ Adjustment Over Current
$20,644
$13,789
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
serviceswith 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
effective ly.
Human Resources staff is satisfied with the negotiated renewal and recommends
acceptance of the renewal rate adjustments with Manulife Financial effective April 1,
2022. A copy of the benefit consultant's report is available with Human Resources for
review, if desired.
138
All of which is Respectfully Submitted
Amy Thomson
Director of Human Resources
Approved for Submission
Julie Gonyou
Chief Administrative Officer
139
REPORT TO COUNTY COUNCIL
.
� FROM: Katherine Thompson, Manager of
1ra�//G,i
0 Administrative Services/Deputy Clerk
1 �111uumouuu^^
E gm
DATE: March 14, 2022
Prug1ressive by Nature SUBJECT: Commissioner of Oaths/Affidavits Policy
and Fee
RECOMMENDATION:
THAT the March 14, 2022, report titled, Commissioner of Oaths/Affidavits Policy and
Fee submitted by the Manager of Administrative Services/Deputy Clerk, be received and
filed for information; and,
THAT Council approve Elgin County Administration Policy 1.10 Commissioner of
Oaths/Affidavits; and,
THAT Council approve a fee of $20 for document commissioning services for inclusion
in the 2022 Fees and Charges By -Law.
INTRODUCTION:
Certain County staff, by virtue of their office, are authorized to provide Commissioner of
Oaths/Affidavit services. The County of Elgin currently does not charge a fee for this
service nor does it have a formal policy with respect to commissioning documents. The
following report will present a draft policy for Council's consideration, outline the
reasoning behind introducing a user fee for this service, and will seek Council's
approval for inclusion of said fee in the 2022 Fees and Charges By -Law.
DISCUSSION:
Commissioner of Oaths/Affidavits Policy
A Commissioner for taking Affidavits (more commonly referred to as a Commissioner of
Oaths) is a person who is able to take affidavits (a written statement confirmed by oath
or affirmation). Clerks, Deputy Clerks, Treasurers, Deputy Treasurers, and Persons
licensed under the Law Society Act to practise law in Ontario by virtue of their office, are
granted the authority to commission documents (Commissioner for Taking Affidavits
Act, R.S.O. 1990 c.17 O.Reg. 386/12). Members of the public rely on municipal
governments to commission a number of document types including but not limited to
proof of residency documentation, vehicle transfers, insurance claims, and government -
related forms.
140
2
At the County of Elgin, the following positions are authorized to commission documents:
• CAO/Clerk
• Deputy Clerk
• Treasurer
• Deputy Treasurer
• Solicitor
• Senior Legal Counsel
The Commissioner does not prepare or edit affidavits, nor do they provide legal advice.
They do not assist individuals in completing documents/affidavits. The Commissioner is
responsible for verifying the identity of the individual (through photo identification and
signature) and certifying that the required oath or affirmation declared has been properly
administered. This certification is done through the affixing of a stamp or seal and a
signature of the Commissioner. The Commissioner is not responsible for certifying the
accuracy of statements contained in the document in question, this is the responsibility
of the deponent.
Until 2020, County staff were called on to commission documents rather infrequently;
however, since the establishment of a centralized reception area, the requests for this
service have increased significantly. Staff thought it prudent to develop a formalized
policy/procedure for governing this service at the County level to provide standardized
guidelines for both the general public and those authorized to commission documents
on behalf of the County of Elgin. A draft policy is attached for Council's consideration.
Fee to Commission Documents
The County of Elgin currently does not charge a fee for commissioning documents. A
breakdown of Commissioning Fees across Elgin County and St. Thomas is included
below -
Municipality
Commissioning Fee
Municipality of West Elgin
No fee
Municipality of Dutton Dunwich
No fee for residents and $10.00 for
business purposes.
Township of Southwold
No fee
Municipality of Central Elgin
$20
Town of Aylmer
$15 for residents and $25 for non-
residents.
Township of Malahide
$10.00
Municipality of Bayham
$20.00 (Those seeking proof of life
verification for foreign pensions are
exempt from fee).
City of St. Thomas
1$20.00
141
3
Staff are recommending that the County of Elgin adopt a commissioning fee that is
consistent with the Municipality of Central Elgin as to avoid a situation where all
commissioning requests at 450 Sunset Drive are directed to County of Elgin staff so that
residents can avoid a fee. Ensuring that Elgin's fees are consistent with Central Elgin's
will ensure that that the distribution of commissioning requests for Elgin County and
Central Elgin will not be based on the absence of a fee at Elgin.
FINANCIAL IMPLICATIONS:
Commissioning fees will provide a small source of revenue for the County of Elgin.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
serviceswith 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
effective ly.
Should Council approve a fee of $20 for Commissioning Services, the County of Elgin
will notify the Municipality of Central Elgin that this fee has been put in place.
COMMUNICATION REQUIREMENTS:
Should Council approve Elgin County Administration Policy 1.10 Commissioner of
Oaths/Affidavits, a copy of this policy and instructions for obtaining County of Elgin
Commissioning Services will be made available on the Elgin County website.
CONCLUSION:
142
0
Since the creation of a centralized reception area for the County of Elgin, County staff
have experienced a significant increase in requests to commission documents. Staff are
asking Council to consider the approval of a policy to govern the commissioning
processes and the approval of a commissioning fee for inclusion in the 2022 Fees and
Charges By -Law.
All of which is Respectfully Submitted
Katherine Thompson, Manager of
Administrative Services/Deputy Clerk
All of which is Respectfully Submitted
Julie Gonyou, Chief Administrative
Officer
143
��J1rrirrmrimrrar lll�� ��1y11111/llll � j�� l/`
<�rr/
County of Elgin
Elgin County Administration Policy
Manual
Subject: Commissioner of Oaths/Affidavits
Policy Number: 1.10
Date Approved: March 22, 2022
Date Last Revision: March 22, 2022
1. Purpose
1.1 This policy will provide information to the general public with respect to
Commissioner of Oaths/Affidavits Services provided by the County of
Elgin, as well as provide a guideline for the Clerk's Office.
2. Scope
This policy relates to the commissioning of documents by Elgin County staff.
3. Definitions
3.1 A Commissioner of Oaths/Affidavits is a person authorized by the
Province of Ontario to administer oaths or declarations required by
legislation or regulation.
3.2 A Deponent or Declarant is the person swearing an oath, making an
affirmation, or making a declaration.
3.3 An Oath is a solemn declaration on the deponent's conscience, often
invoking divine witness.
3.4 An Affirmation is a solemn declaration allowed to those who
conscientiously object to taking an oath. An affirmation has exactly the
same legal effect as an oath but is usuallytaken to avoid the religious
implications of an oath; it is thus legally binding but not considered a
religious oath.
144
��J1rrirrmrimrrar lll�� ��1y11111/llll � j�� l/`
<�rr/
County of Elgin
Elgin County Administration Policy
Manual
3.5 A Declaration is an attestation to the truth of any fact or of any account
rendered in writing. (Evidence Act, R.S.O. 1990, c. E.23 Section 43)
3.6 An Affidavit is a written statement confirmed by oath or affirmation.
3.7 The Jurat is the part of the document where the Commissioner certifies
when and where they took the oath, affirmation, or declaration.
4. Background
4.1 Clerks, Deputy Clerks, Treasurers and Deputy Treasurers, and Persons
licensed under the Law Society Act to practise law in Ontario by virtue of
office, are authorized by the Minister of Justice to act as Commissioners of
Oaths/Affidavits, within the limits of their municipality.
4.2 A Commissioner of Oaths/Affidavits is empowered by the Commissioners
for Taking Affidavits Act to administer and witness the swearing of oaths or
solemn affirmations in the taking of an affidavit for any potential legal
matter. Commissioners of Oaths/Affidavits can also witness any
declaration as required under a statute.
5. Procedure
5.1 Commissioner of Oaths/Affidavit services are provided between the hours
of 8:30 a.m. and 4:30 p.m. Monday to Friday, at the County of Elgin
Administration Building at 450 Sunset Drive, St. Thomas.
5.2 An Appointment is required to ensure the availability of the Clerk or
Deputy Clerk, Treasurer, Deputy Treasurer, Solicitor, or Senior Legal
Counsel.
5.3 Walk-ins may be referred to the Municipality of Central Elgin or asked to
return at on an alternate date if an authorized Commissioner is
unavailable.
145
��J1rrirrmrimrrar lll�� ��1y11111/llll � j�� l/`
<�rr/
County of Elgin
Elgin County Administration Policy
Manual
5.4 The fee for this service is per the Fees and Charges By -Law.
5.5 A person swearing an oath or affirming to a document must appear before
the Commissioner of Oaths/Affidavits. The County of Elgin does not offer
electronic commissioning services.
5.6 Proper identification with the signature of the deponent, such as a valid
driver's license, current passport, or any other government -issued photo
identification must be presented.
5.7 The completed affidavit, with the exception of the signature, must be
presented.
5.8 The signing of the affidavit must be completed in the presence of the
Commissioner. The Commissioner shall not commission the document if it
was not signed in his/her presence.
5.9 The Commissioner will administer the declaration, oath, or affirmation in
advance of completing the Jurat.
5.10 The process is finalized when the Commissioner completes the Jurat and
affixes his or her stamp or seal to the document.
5.11 The Commissioner of Oaths/Affidavits shall satisfy himself or herself of the
genuineness of the signature of the deponent and administer the oath or
declaration in the manner required by law.
6. General Rules
6.1 A Commissioner of Oaths/Affidavits only certifies by affixing a stamp or
seal that the required oath or affirmation or declaration has been properly
administered. As per the Commissioners for Taking Affidavits Act,
Commissioners of Oaths/Affidavits do not certify the truth of statements
contained in a document; the responsibility remains with the deponent or
declarant.
146
��J1rrirrmrimrrar lll�� ��1y11111/llll � j�� l/`
<�rr/
County of Elgin
Elgin County Administration Policy
Manual
6.2 The Commissioner of Oaths/Affidavits is not responsible for the content of
the affidavit; it is the responsibility of the person whose signature is being
commissioned (the deponent).
6.3 The Commissioner of Oaths/Affidavits will sign documents relating to the
following, but not limited to:
I. Proof of Residency Documentation
II. Vehicle Transfers
III. Insurance Claims
IV. Change of Ownership
V. Insurance Claims
VI. Pension Plan Documents
VII. Certification of an Identifiable Individual's Signature
VIII. Any government -related forms
IX. County of Elginforms (including Land Division)
6.4 The Commissioner of Oaths/Affidavits will not sign documents relating to
the following:
I. Wills
II. Living Wills
III. Codicils to Wills
IV. Powers of Attorney
V. Divorce, Separation or Custody Agreements
VI. Theft Related Documents
VII. Real Estate Related Documents
VIII. Court Documents or Documents Related to a Court Proceeding
IX. Consents to Travel
X. Documents that Require the Signature of a Notary Public
a. A Commissioner of Oaths/Affidavits cannot notarize documents.
6.5 The County of Elgin cannot notarize or certify documents in the capacity of
a Notary Public. Such requests are referred to law firms entitled to practice
147
��J1rrirrmrimrrar lll�� ��1y11111/llll � j�� l/`
<�rr/
r �
w� 7) County of Elgin
Progresstvie byNiat r Elgin County Administration Policy
Manual
law in Ontario, Justice of the Peace, or similar vocations eligible to notarize
documents.
6.6 Notwithstanding Section 6.3 of this policy, it is at the discretion of the
individual Commissioner of Oaths/Affidavits whether or not they choose to
sign the document. If a Commissioner of Oaths/Affidavits is uneasy about
the identity of the deponent or the content of the document for any
reason, the Commissioner of Oaths/Affidavits may refuse to sign the
document and will recommend that the deponent consult a lawyer.
6.7 The Commissioner of Oaths/Affidavits will not prepare or edit affidavits,
nor provide legal advice.
6.8 The Commissioner of Oaths/Affidavits will not counsel or assist a person
with completing the affidavit document. Any assistance required should be
directed to the agency or party that has requested the form.
6.9 Municipal Clerks and Deputy Clerks are authorized by the Municipal Act,
2001 (in Subsections 253 (1) and Section 447.6) to certify copies of
municipal records as "true copies" of the original documents. Municipal
Clerks and Deputy Clerks have no authority to 'certify" any other
documents as "true copies" of the originals.
148
REPORT TO COUNTY COUNCIL
. FROM: Brian Lima General Manager of
Engineering, Planning & Enterprise /
Illuumouuu^° Deputy CAO
ProgIressive by Nature Mike Hoogstra Purchasing Coordinator
DATE: March 10, 2022
SUBJECT: Cold In -Place Asphalt Recycling (Tender No.
2022-T08) and Hot Mix Asphalt Paving
(Tender No. 2022-T10) -Tender Awards
RECOMMENDATIONS:
THAT Roto-Mill Inc. be selected to complete Cold In -Place Asphalt Recycling on various
roads, Tender No. 2022-T08 at a total price of $2,889,846.51 inclusive of a $50,000
contingency allowance and exclusive of H.S.T.; and,
THAT J-AAR Excavating Limited be selected to complete Hot Mix Asphalt Paving on
various roads, Tender No. 2022-T10 at a total price of $4,498,651.50 inclusive of a
$50,000 contingency allowance and exclusive of H.S.T.; and,
THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the contracts.
INTRODUCTION:
As part of the approved 2022 Capital Budget, tenders were advertised and issued as
per the County's Procurement Policy for Cold In -Place Asphalt Recycling and Hot Mix
Asphalt Paving on various roads.
DISCUSSION:
Cold In -Place Asphalt Recycling (Tender No. 2022-T08)
As part of the approved 2022 Capital Budget, five (5) roads will be rehabilitated utilizing
a Cold In -Place Asphalt Recycling with Expanded Asphalt Material (CIREAM) technique
in advance of hot mix asphalt paving.
The following roads are scheduled to be recycled this construction season:
1. Imperial Road (CR 73) between Town of Aylmer and Avon Drive
1
149
3
4
5
im Road (CR 54) between Lyons Line and Ron McNeil Line
Third Line (CR 18) between Mill Road and Southdel Bourne
Fingal Line (CR 16) between the Village of Fingal and City of St.
Eden Line (CR 44) between Culloden Road and Talbot Line
A total of six (6) contractors downloaded tender documents for this project from the
�� ,,����.�� �:;h��������ir^�.. Two (2) contractors submitted electronic bids
ounty s bidding system �u�:................................
for this tender which closed on March 2, 2022. Bids were received as follows:
Company
Bid Price'
exclusive of HST
Roto-Mill Inc.
$2,889,846.51
Coco Paving Inc.
$3,172,000.00
' Inclusive of a $50, 000 contingency allowance.
Roto-Mill Inc. submitted the lowest compliant bid for the project at a total price of
$2,889,846.51 exclusive of HST.
Hot Mix Asphalt Paving (Tender No. 2022-T10)
As part of the approved 2022 Capital Budget, six (6) roads will receive hot mix asphalt
resurfacing and new granular shoulders as part of a rehabilitation projects or as stand-
alone resurfacing projects, as showcased on the appended map.
The following roads are scheduled to be paved with asphalt this construction season-
1 . Imperial Road (CR 73) between Town of Aylmer and Avon Drive
2. Pigram Road (CR 54) between Lyons Line and Ron McNeil Line
3. Third Line (CR 18) between Mill Road and Southdel Bourne
4. Fingal Line (CR 16) between the Village of Fingal and City of St. Thomas
5. Talbot Line (CR 3) between Iona Road and Shedden
6. Eden Line (CR 44) between Culloden Road and Talbot Line
A total of eight (8) contractors downloaded tender documents for this project from the
������.��:;h������ir^��,� Three (3) contractors submitted electronic bids
ounty s bidding system �u�;�...�����:...............................
for this tender which closed on March 2, 2022. Bids were received as follows:
Company
Bid Price'
exclusive of HST
J-AAR Excavating Limited
$4,498,651.50
Dufferin Construction Company
$5,061,110.00
Coco Paving Inc.
$5,184,000.00
' Inclusive of a $50, 000 contingency allowance.
2
150
avating Limited submitted the lowest compliant bid for the project at a total
N,,. _ w. W ,, t98 651.50 exclusive of HST.
FINANCIAL IMPLICATIONS:
The Cold In -Place Asphalt Recycling with Expanded Asphalt Material (CIREAM) tender
represents road rehabilitation activities for five (5) different projects within the approved
2022 capital budget. Sufficient project funds exist to accommodate the lowest bid
received for this project. The following summary of projected estimated costs is
provided for review and will be confirmed throughout the project:
CIREAM Tender Value $ 2,889,846.51
Net HST (1.76%) $ 50,861.30
Total Projected Costs' $ 2,940,707.81
Combined 2022 Capital Budget Allocations2 $ 3,490,000.00
Forecast Budget Surplus/(Deficit) $ 549,292.19
1 Inclusive of a $50, 000 contingency allowance.
2 Cumulative estimated project costs of CIREAM activities within five (5) identified projects.
The Hot Mix Asphalt Paving tender represents road rehabilitation activities within six (6)
different projects within the approved 2022 capital budget. Sufficient project funds exist
to accommodate the lowest bid received for this project. The following summary of
projected estimated costs is provided for review and will be confirmed throughout the
project:
Hot Mix Asphalt Paving Tender Value $ 4,498,651.50
Net HST (1.76%) $ 79,176,27
Total Projected Costs' $ 4,577,827.77
Combined 2022 Capital Budget Allocations2 $ 5,110,000.00
Forecast Budget Surplus/(Deficit) $ 532,172.23
1 Inclusive of a $50, 000 contingency allowance.
2 Cumulative estimated project costs of paving activities within six (6) identified projects.
3
151
0
It should be noted that the projected surplus' may be reduced to fund the potential
increase in the cost of asphalt cement material used in these contracts. A portion of
these project values is tied the "MTO Asphalt Cement Price Index", which is indirectly
tied to other oil commodity prices, currently at multi -year highs.
It should also be noted that the Pigram Road Rehabilitation project is a jointly partnered
project in cooperation with the County of Oxford and subject to their anticipated County
Council approval to award their portion of the project.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
serviceswith 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
effective ly.
Elgin's local municipal partner staff have been provided the details regarding the
County's 2022 road projects.
COMMUNICATION REQUIREMENTS:
Project sign boards will be installed at each project location in advance of all roadworks.
A weekly capital project update will be circulated to Elgin's local municipal partners and
elected officials to advise them of the following weeks anticipated works.
CONCLUSION:
Tenders for approved capital projects on County roads were issued and received for
CIREAM and Hot Mix Asphalt Paving. This work forms part of six (6) separate road
projects being completed in 2022. Work on these projects is expected to commence in
May with completion anticipated to be achieved by the end of September.
152
5
As per the County of Elgin's Purchasing Policy, if change orders are required and the
cost increases above the tender amount approved by Council by less than 10%, and the
amount is within the overall budgeted project amount, work will proceed upon
authorization by the Director. However, if the cost increases above the tender amount
approved by Council by more than 10%, the Director will prepare a further report to
Council outlining the expenditures.
All of which is Respectfully Submitted
Brian Lima
General Manager of Engineering,
Planning & Enterprise / Deputy CAO
Mike Hoogstra
Purchasing Coordinator
Approved for Submission
Julie Gonyou
Chief Administrative Officer
153
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RECOMMENDATIONS:
REPORT TO COUNTY COUNCIL
FROM: Brian Lima, General Manager
Engineering, Planning, and
Enterprise (EPE) / Deputy CAO
DATE: March 14, 2022
SUBJECT: Ontario Land Tribunal Planning
Jurisdiction
1
THAT the report titled, "Ontario Land Tribunal Planning Jurisdiction" from the General
Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated March 14,
2022 be received and filed.
INTRODUCTION:
The purpose of this report is to provide Council with a detailed understanding of the
Ontario Land Tribunal's planning jurisdiction in response to correspondence received
from the Town of Aurora, attached to this report.
BACKGROUND AND DISCUSSION:
History
Before the Ontario Land Tribunal (OLT) existed, the Local Planning Appeal Tribunal
(LPAT) and the former Ontario Municipal Board (OMB) was an independent adjudicative
tribunal that conducted hearings and made decisions on land use planning issues and
other matters. The OMB was also Ontario's first independent, quasi-judicial
administrative tribunal. Originally named the Ontario Railway and Municipal Board
(ORMB), the ORMB oversaw municipalities' accounts and supervised the rapidly
growing rail transportation system among municipalities. In 1906, the ORMB assumed
new responsibilities, including those previously carried out by the Office of the Provincial
Municipal Auditor, and was renamed to the OMB in 1932. In 2017, the OMB was
continued as the LPAT. On May 2, 2019, the Government of Ontario introduced Bill 108,
the More Homes, More Choice Act, 2019, which aimed to help bring new housing to
market sooner by making sweeping changes to the land use planning regime. Finally,
on June 1, 2021, LPAT was amalgamated and continued into the OLT.
155
2
About the Ontario Land Tribunal
The Ontario Land Tribunal (OLT) hears and decides appeals and matters related to land
use planning, environmental and natural features and heritage protection, land
valuation, land compensation, municipal finance, and related matters.
The OLT was established on June 1, 2021 under the authority of section 2 of the Ontario
Land Tribunal Act, 2021. The Act amalgamated the Board of Negotiation under
the Expropriations Act, and continues the Conservation Review Board, the
Environmental Review Tribunal, the Local Planning Appeal Tribunal and the Mining and
Lands Tribunal, as the Ontario Land Tribunal.
The OLT was introduced to eliminate overlap between cases, streamline the hearing
process and to find efficiencies in tribunals' specialized areas of adjudication and
mediation expertise.
Ontario Land Tribunal Planning Jurisdiction
The Ontario Land Tribunal (OLT)'s planning jurisdiction includes hearing and deciding
appeals in relation to a broad range of land use planning and development, heritage
conservation and municipal governance. Planning matters that come before the OLT
are identified in statutes such as the Planning Act, Aggregate Resources Act, Heritage
Act, Municipal Act, Development Charges Act and Expropriations Act. These include
appeals of official plans, zoning by-laws, subdivision plans, consents and minor
variances, land compensations, development charges, electoral ward boundaries,
municipal finances, aggregate resources.
The Planning Act governs land use planning and development in the province of
Ontario. The OLT may hear appeals based on the decisions of single tier, lower tier,
upper tier municipal governments. The Act sets out who is eligible to make an appeal to
the OLT, and the procedures that must be followed to do so.
The Aggregate Resources Act provides for the standards and policies that aggregate
and petroleum industries must comply with. The Act aims to ensure long-term
management of resources and reduces negative impacts on the public. The OLT may
hear objections or referrals of licence applications.
The Ontario Heritage Act gives municipalities and the provincial government powers to
preserve the heritage of Ontario. The primary focus of the Act is the protection of
heritage buildings, cultural heritage, natural landscapes and archaeological sites. The
OLT hears appeals of certain municipal decisions related to heritage preservation.
The Development Charges Act, 1997 grants municipalities the right to impose charges
on property owners when developing or redeveloping land. The fees charged are to help
156
3
pay for new services and infrastructure needed for growth. The Act also provides for
Education Development Charges.
The Expropriations Act provides for a means for those expropriated to receive fair
compensation when their lands are expropriated or affected by nearby expropriation. It
also sets out the authority and process that must be followed in order to expropriate.
Dissolving of the Ontario Land Tribunal
In accordance with the Planning Act, and through extensive public consultation,
municipalities are required to prepare an official plan, being a policy document that
guides the short-term and long-term development in the municipality. It applies to all
lands within the municipal boundary and the policies within it provide direction for the
size and location of land uses, provision of municipal services and facilities, and
preparation of regulatory by-laws to control the development and use of land. These
types of policies are considered necessary to promote orderly growth and compatibility
among land uses. An official plan may address issues such as where new housing or
industry can be located; where roads, watermains and sewers will be needed; and what
parts of a municipality will grow.
An Official Plan also sets out a municipality's vision and goals for the future. It ensures
that new development and growth considers a broad range of interests and
perspectives and that land use planning decisions reflect local values.
Official Plan Appeal Rights
As is often the case, appeals to the Ontario Land Tribunal (OLT) can be made for any of
the following reasons:
1. an applicant requesting an official plan amendment, the minister and the
appropriate approval authority may appeal to the OLT if the council refuses or
fails to act on a request to amend within 120 days of the receipt of a complete
application by the municipality (Subsection 22(7) of the Planning Act).
2. an applicant requesting an official plan amendment, the municipality that adopted
the amendment and the minister (if not the approval authority) may appeal to the
OLT if the approval authority fails to give notice of its decision regarding part(s)
or all of the plan/amendment within 120 days of the receipt of the prescribed
information by the approval authority (Subsection 17(40) of the Planning Act).
3. An applicant requesting an official plan amendment, the minister, the appropriate
approval authority and any person or public body who made verbal presentations
at a public meeting or written submissions prior to adoption may appeal the
council's adoption within 20 days from the date the notice of adoption is given
(Subsection 17(24) of the Planning Act).
4. An applicant requesting an official plan amendment, the minister and any person
or public body who made verbal presentations at a public meeting or written
157
0
submissions prior to adoption may appeal the approval authority's decision within
20 days from the date the notice of decision is given (Subsection 17(36) of the
Planning Act).
Frustrated with seeing local planning decisions overturned by the OLT, municipal
councils across the province have begun to align efforts and are calling on the
Government of Ontario to dissolve the OLT.
In the majority of cases, the OLT mediates appeals from developers opposing municipal
planning decisions associated with projects that included official plan and zoning
amendments not agreed to with municipal staff and councils.
Having reflected on the matter, staff believe an improved consultative and streamlined
hybrid approach could be advocated for that provides for the opportunity for both
hearings presented in writing for appropriate instances, and a request to increase
chairperson appointments to relieve ongoing file backlog.
FINANCIAL IMPLICATIONS:
None.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
❑ Ensuring alignment of
current programs and
serviceswith 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:
None.
Investing in Elgin
❑ Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effective ly.
158
5
COMMUNICATION REQUIREMENTS:
CONCLUSION:
In accordance with the Ontario Land Tribunal Act, 2021, the Ontario Land Tribunal aims
to fairly, effectively and efficiently resolve disputes related to land use planning,
environmental and natural features and heritage protection, land valuation, land
compensation, municipal finance, and related other matters as authorized by statute
and regulation.
All of which is Respectfully Submitted
Brian Lima
General Manager — Engineering,
Planning, and Enterprise (EPE) / Deputy
CAO
Approved for Submission
Julie Gonyou
Chief Administrative Officer
159
Legislative Services
Michael de Rond
_ 905-726-4771
clerks@aurora.ca
.. .... ... Town of Aurora
' 100 John West Way, Box 1000
Aurora, ON L4G 6J1
February 22, 2022
Delivered by email
premier@a ontario.ca
The Honourable Doug Ford
Premier of Ontario
Premier's Office, Room 281
Legislative Building, Queen's Park
Toronto, ON M7A 1 Al
Dear Premier:
Re: Town of Aurora Council Resolution of February 22, 2022
Re: Item 10.1 - Mayor Mrakas; Re: Request to Dissolve Ontario Land Tribunal
(OLT)
Please be advised that this matter was considered by Council at its meeting held on
February 22, 2022, and in this regard, Council adopted the following resolution:
Whereas Municipalities across this province collectively spend millions of dollars of
taxpayer money and municipal resources developing Official Plans that meet
current Provincial Planning Policy; and
Whereas an Official Plan is developed through months of public consultation to
ensure, "that future planning and development will meet the specific needs of (our)
community"; and
Whereas our Official Plan includes provisions that encourage development of the
"missing middle" or "gentle density" to meet the need for attainable housing in our
community; and
Whereas our Official Plan is ultimately approved by the province; and
Whereas it is within the legislative purview of Municipal Council to approve Official
Plan amendments or Zoning By-law changes that better the community or fit within
the vision of the Town of Aurora Official Plan; and
Whereas it is also within the legislative purview of Municipal Council to deny Official
Plan amendments or Zoning By-law changes that do not better the community or do
not fit within the vision of the Town of Aurora Official Plan; and
160
Town of Aurora Item 10.1 - Request to Dissolve OLT
February 22, 2022
Page 2 of 3
Whereas municipal planning decisions may be appealed to the Ontario Land Tribunal
(OLT; formerly the Ontario Municipal Board or "OMB"), an unelected, appointed body
that is not accountable to the residents of Aurora; and
Whereas the OLT has the authority to make a final decision on planning matters
based on a "best planning outcome" and not whether the proposed development is
in compliance with municipal Official Plans; and
Whereas all decisions —save planning decisions —made by Municipal Council are
only subject to appeal by judicial review and such appeals are limited to questions of
law and or process; and
Whereas Ontario is the only province in Canada that empowers a separate
adjudicative tribunal to review and overrule local decisions applying provincially
approved plans; and
Whereas towns and cities across this Province are repeatedly forced to spend
millions of dollars defending Official Plans that have already been approved by the
province in expensive, time consuming and ultimately futile OLT hearings; and
Whereas lengthy, costly OLT hearings add years to the development approval
process and acts as a barrier to the development of attainable housing;
1. Now Therefore Be It Hereby Resolved That Town of Aurora Council requests the
Government of Ontario to dissolve the OLT immediately thereby eliminating one
of the most significant sources of red tape delaying the development of more
attainable housing in Ontario; and
2. Be It Further Resolved That a copy of this Motion be sent to the Honourable
Doug Ford, Premier of Ontario, the Minister of Municipal Affairs and Housing,
the Leader of the Opposition, the Leaders of the Liberal and Green Party, all
MPPs in the Province of Ontario; the Large Urban Mayors' Caucus of Ontario, the
Small Urban GTHA Mayors and Regional Chairs of Ontario; and
3. Be It Further Resolved That a copy of this Motion be sent to the Association of
Municipalities of Ontario (AMO) and all Ontario municipalities for their
consideration.
The above is for your consideration and any attention deemed necessary.
161
Town of Aurora Item 10.1 - Request to Dissolve OLT
February 22, 2022
Yours sincerely,
Michael de Rond
Town Clerk
The Corporation of the Town of Aurora
MdR/is
Copy: Hon. Steve Clark, Minister of Municipal Affairs and Housing
Andrea Horwath, Leader of the Opposition, New Democratic Party
Steven Del Luca, Leader, Ontario Liberal Party
Mike Schreiner, Leader, Green Party of Ontario
All MPPs in the Province of Ontario
Large Urban Mayors' Caucus of Ontario (Ontario's Big City Mayors)
Small Urban GTHA Mayors
Regional Chairs of Ontario
Association of Municipalities of Ontario (AMO)
All Ontario Municipalities
Page 3 of 3
162
rogr(,;& a rb by Nature
RECOMMENDATION:
REPORT TO COUNTY COUNCIL
FROM: Julie Gonyou, Chief Administrative Officer
DATE: March 16, 2022
SUBJECT: Bell Next Generation 9-1-1 Authority Service
Agreement
1
THAT the within Report to Council, dated March 16, 2022, and entitled "Elgin (County) /
Bell Next Generation 9-1-1 Authority Service Agreement" be received and filed; and
THAT County Council approve and authorize the Chief Administrative Officer to execute
the proposed Next Generation 9-1-1 Authority Service Agreement as between Elgin
(County) and Bell Canada in the form and of the content attached.
INTRODUCTION:
The purpose of this report is to seek Council's authorization to execute the attached
Next Generation 9-1-1 Authority Service Agreement ("Agreement"). This Agreement is
required in order for Bell Canada ("Bell") to provide Next Generation ("NG") 9-1-1
services in Elgin County.
Bell has advised that the NG9-1-1 Authority Service Agreement is a non -modifiable
standard form agreement has been filed with and approved by the Canadian Radio -
television and Telecommunications Commission (CRTC).
BACKGROUND:
Northern 911 (Primary Public Safety Answering Point Service)
Elgin County has contracted 911 Primary Public Safety Answering Point service
("PSAP") and 9-1-1 Emergency Response Network to Northern911, located in Sudbury,
since December 9, 2010. Elgin County's contract with Northern911 includes 9-1-1
primary call answering for fire, police, and emergency medical services for all local
municipal partners. The actual dispatching of the required emergency service is done by
a Secondary -Public Safety Answering Point (S-PSAP).
Elgin's Primary -Public Safety Answering Point service, Northern911, confirmed that the
Agreement is a requirement between Bell Canada and Elgin County as a part of the
transition to NG9-1-1. Accordingly, all of Northern911's clients, including Elgin County,
must sign this new agreement which will allow Northern911, as Elgin County's PSAP, to
perform NG9-1-1 onboarding. Northern911 confirmed that Elgin will not have to
execute agreements with other telecommunications providers.
163
2
Next Generation (NG) 9-1-1 1
According to the Government of Canada website, the Canadian Radio -television and
Telecommunications Commission (CRTC) regulates telecommunications providers.
These are the telephone and cell service companies who create the networks that
connect 9-1-1 calls to emergency call centres. When a 9-1-1 call is received, these
centres dispatch emergency responders, such as police, firefighters, and paramedics.
Both emergency responders and 9-1-1 call centres fall under the jurisdiction of
provincial, territorial, and municipal governments.
Additionally, and as detailed on the CRTC website, telecommunications networks have
greatly evolved over the years to include phone, texts, videos and photos. In an effort to
ensure emergency services benefit from advancements in technology, expanded
services, called "next -generation 9-1-1 (NG9-1-1) services" are being offered. NG9-1-1
will give Canadians improved emergency services using world -class
telecommunications networks. The move to NG9-1-1 is anticipated to occur gradually in
the coming years.
The 9-1-1 Authority plays a critical role in advancing NG9-1-1 forward through the
execution of the NG9-1-1 Authority Service Agreement. This is the first step to
permitting Northern 911 to begin their migration from E9-1-1 to NG9-1-1 with Bell
Canada. PSAPs will not be allowed to migrate to NG9-1-1 until the new agreement has
been signed by Elgin County, and Bell has urged that we expedite the approval process
if at all possible.
What will this mean for first responders and the public?
It is anticipated that NG9-1-1 will make it possible to provide additional details about
emergency situations. As a first step, the CRTC has directed all phone and cell service
companies to update their networks from analog to digital so they are ready to provide
NG9-1-1 voice and text messaging services. This will enable them to carry these NG9-
1-1 calls and connect them to call centres. At the same time, provincial, territorial and
municipal governments will need to ensure their emergency call centres are ready for
the new service.
CRTC has directed all telecommunications providers to update their networks for NG9-
1-1 voice services as of March 1, 2022 in an effort to ensure Canadians have access to
a secure, reliable and resilient network for emergency calls.
These updates will not impact current access to 9-1-1
Additional information is available on the Government of Canada Canadian Radio -television and
Telecommunications Commission website I tI fto Ll L f 1 il.,,l ] f I rl
164
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
serviceswith 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
3
® 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
effective ly.
COMMUNICATION REQUIREMENTS:
It is recommended that a letter be sent notifying Local Municipal Partners of Council's
decision along with a copy of the Report to Council.
CONCLUSION:
Switching over to the new NG9-1-1 network is an important step in future new features
becoming available for 911 services. This development would facilitate greater
accessibility for public assistance requests in critical, time -sensitive situations and afford
dispatch services an enhanced ability to access information about and apply context to
emergencies while deploying first response. It would align Elgin County with other
jurisdictions that engage Northern911 as well as the broader federal transition to a
modernized emergency telecommunications network.
165
Confidential Information of Bell Canada
December 2021
NEXT GENERATION 9-1-1 AUTHORITY SERVICE AGREEMENT
This Agreement is between
[INSERT 9-1-1 AUTHORITY NAME], a municipality, local service board, first nation, province or other authorized signing
authority located at [INSERT ADDRESS] (the "9-1-1 Authority")
Wi
BELL CANADA, a company incorporated under the laws of Canada, and located at 1 carrefour Alexander Graham Bell,
Building A7, Verdun, Quebec H3E 3133 ("Bell")
WHEREAS Next Generation 9-1-1 Service (as defined below) is a service that replaces Enhanced 9-1-1 ("E9-1-1")
service and is based on Internet Protocol (IP) technologies and supports 9-1-1 Calls natively IP end -to -end;
AND WHEREAS the Canadian Radio -television and Telecommunications Commission ("CRTC") determined in Telecom
Decision CRTC 2015-531 that Canada's NG9-1-1 system should use the National Emergency Number Association
standard ("NENA i3") as the baseline reference architecture;
AND WHEREAS in June 2017, the CRTC rendered Telecom Regulatory Policy CRTC 2017-182, which, among other
things, directed all Incumbent Local Exchange Carriers ("ILEC"s) to establish Next Generation 9-1-1 networks by 9-1-1
network service providers;
AND WHEREAS Bell operates and manages a Next Generation 9-1-1 System serving the provinces where it is the ILEC
and where requested by a Small Incumbent Local Exchange Carrier ("SILEC") to operate as the SILEC's NG9-1-1
network provider, including in the territory in which the 9-1-1 Authority operates.
NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which are acknowledged, the parties agree
as follows:
1. DEFINITIONS
In this Agreement, in addition to those terms which are parenthetically defined, capitalized terms shall have the
meanings ascribed to them in Schedule "A" (Definitions).
2. SCOPE OF AGREEMENT
(a) Agreement: The 9-1-1 Authority requests and Bell will provide to the 9-1-1 Authority the Next Generation 9-1-1
services (the "NG9-1-1 Service") described below and in the schedules attached to, and forming part of, this
agreement (each a "Schedule") in accordance with the terms and conditions of this agreement. Altogether, the
Tariffs (as defined in Section 2(b), the terms and conditions set out in this agreement, and the applicable
Schedules form the "Agreement".
(b) Tariffed Services and CRTC Approval: The NG9-1-1 Service is regulated by the CRTC and shall only be
provided in compliance with the applicable tariffs including CRTC 7400, Bell Canada National Services Tariff Item
601 — Next Generation 9-1-1 (NG9-1-1) Service (together with all applicable decisions, directions and orders of
the CRTC, are referred to herein as the "Tariffs"), and the Tariffs, which form part of this Agreement, shall prevail
in the event of a conflict with the terms and conditions set out herein.
(c) Service Description: The NG9-1-1 Service provides a managed, private, dedicated IP network referred to as the
Emergency Services Internet Protocol network ("ESlnet"). The ESlnet provides the transport and interconnectivity
for all i3-PSAPs within the Serving Area as well as Originating Service Provider networks supporting 9-1-1 Calls
over IP-based networks and devices. For i3-PSAPs, the ESlnet is delivered to the PSAP operations premise
using Bell's IP VPN service to the PSAPs authorized by the 9-1-1 Authority. The NG9-1-1 Service also provides a
series of applications and service interfaces known as NG9-1-1 Core Services ("NGCS") and may include other
166
Confidential Information of Bell Canada
third party applications from trusted entities as may be requested by the 9-1-1 Authority and agreed to by Bell.
Bell provided NG9-1-1 Service features are described in the User -to -Network Interface ("UNI") and in Schedule
`B" (NG9-1-1 Network Features). 9-1-1 Authority agrees that Bell is not responsible nor liable for damages arising
from 9-1-1 Authority's use of third party applications in conjunction with the NG9-1-1 Service.
(i) In accordance with CRTC 7400, Bell Canada National Services Tariff Item 601, Bell agrees to:
A. Provide NG9-1-1 Service to the 9-1-1 Authority within the Serving Area;
B. Provide ESlnet IP connection with redundant and, dependent upon availability, diverse facilities to
PSAP locations designated by the 9-1-1 Authority and as listed in Schedule "C" (PSAP Designations &
Locations);
C. Selectively route and enable selective transfer of 9-1-1 Calls to the Primary-PSAP, Secondary-PSAPs
and Dispatch Agency according to policy routing rules crafted to the needs of the 9-1-1 Authority,
including those described in PSAP Contingency Plans;
D. Transmit geodetic and/or civic location information, call back number of the 9-1-1 Caller and any
additional available data elements as made available by the Originating Network Provider ("ONP");
E. Receive, aggregate and maintain into a single dataset representative of Bell's entire serving area,
mapping and addressing information provided by the 9-1-1 Authority or to its designee;
F. Perform Quality Assurance and Quality Control (QA/QC) on the aggregated dataset and provide
mapping and addressing discrepancy / errors reporting back to the 9-1-1 Authorities or to their
designees;
G. Maintain a dedicated 24X7 9-1-1 Control Centre to support the NG9-1-1 Service;
H. Maintain a Basic 9-1-1 Final Routing Alternative involving a third -party call centre, such as those used
for nomadic VoIP calls; and
I. Enable access to location information when provided by -reference by the ONP with the original NG9-1-
1 call;
J. Enable access to the additional data repositories provided by trusted entities as defined by the CRTC.
(ii) The 9-1-1 Authority agrees to:
A. Designate Primary PSAPs, Secondary PSAPs and Back -Up PSAPs to answer and dispatch 9-1-1
Calls in the Serving Area;
B. Where not otherwise defined by applicable provincial legislation and absent a provincial body that acts
as a GIS data aggregator, create, maintain and update all boundaries, addressing and mapping
information according to applicable standards (MSAG and GIS) and perform quality assurance and
control on the data prior to submission. If a third party is to provide the GIS data on behalf of the 9-1-1
authority, such party shall be identified in Schedule "G", and that 9-1-1 specific GIS data layers must
be provided directly to Bell in a secure manner without transiting through any shared open platform;
C. Take responsibility for changes to the 9-1-1 call routing resulting from submitted GIS data.
Page 2 of 20
167
Confidential Information of Bell Canada
D. Ensure that all designated PSAPs are compliant with specifications and guidelines outlined in
Schedule "D" (Specifications & Guidelines);
E. Ensure, all PSAPs in the Serving Area are compliant with the deployment criteria listed in Schedule "E"
(Deployment Criteria);
F. Ensure all PSAPs in the Serving Area have secure 9-1-1 data and systems which security includes
physical security, network security, cybersecurity and all other considerations within the PSAPs
domains;
G. Ensure all PSAPs in the Serving Area have and maintain current contact information and make it
available as per the NENA i3 standard;
H. Ensure the Primary PSAP accepts specific planned test calls from the public;
I. Ensure the Primary PSAP implements a call handling solution that includes a test call interface and
automaton as described in NENA i3;
J. Resolve mapping and addressing discrepancies / errors reported to the GIS Authorities by Bell in a
timely manner or as otherwise specified in the discrepancy report;
K. Provide supporting technical and operational documentation as listed in Schedule "D" (Specifications &
Guidelines) on the Bell 9-1-1 Flex Portal; and
L. Ensure Bell is provided in writing the information listed in Schedule F where the 9-1-1 Authority is a
Government Provincial PSAP and ensure such information is current at all times.
(iii) The NG9-1-1 Authority acknowledges and agrees that NG9-1-1 Service resiliency, reliability and security
depends upon the following:
A. The type and capabilities of the Originating Service Provider and the technology from which 9-1-1
Calls originate;
B. The accuracy of the data provided by the various NG9-1-1 stakeholders including the 9-1-1 Authority,
PSAP and Originating Service Providers and other trusted entities;
C. The use of encryption and appropriate security protocols as described in Schedule E of this Agreement
and as may be further developed over time; and
D. The availability of entrance diversity configuration, and physical attributes including the distance
between entry points and power diversity of the PSAP Location,
and agrees that ensuring the foregoing elements are the best available will improve its experience with
the NG9-1-1 Service.
(iv) Bell and 9-1-1 Authority agree that the implementation of Next Generation 9-1-1 Service within the Serving
Area shall be carried out pursuant to the User -to -Network Interface (UNI) Technical Specification
Document and the requirements established by the CRTC, and the Parties agree to update this Agreement
as the CRTC requirements evolve.
(v) The NG9-1-1 Service allows for many new feature possibilities with regards to types of data that can be
transmitted. The availability of these features may require upgrades to software and or hardware by the
PSAP.
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(vi) The NG9-1-1 Service will require security updates on an ongoing basis. To ensure the security of the NG9-
1-1 Service, the NG9-1-1 Authority commits to ensure the PSAPs selected to serve its inhabitants, apply
security updates (including any security patches) promptly. In the event of a PSAP failure to apply security
updates Bell may, in its sole discretion, remove the PSAP from Bell's ESlnet.
(vii) In the event a PSAP is removed from Bell's ESlnet, 9-1-1 Calls destined for the PSAP will be rerouted in
accordance with the PSAP's defined Policy Routing Rules.
(d) Bell Providers: Bell may perform its obligations under this Agreement through its affiliates (as defined in the
Canada Business Corporations Act) (an "Affiliate"), agents, suppliers or subcontractors (the "Bell Providers"),
but Bell shall not be relieved of its obligations by using the Bell Providers.
3. FEES
The Tariffs set out certain approved rates, fees, and charges and capital, development or installation costs (if any) (the
"Fees") applicable to the NG9-1-1 Services. The 9-1-1 Authority shall pay Fees that are specified in the Tariffs. For
services related to the NG9-1-1 Services but not specified in the Tariffs including those related to tertiary sites and
third circuits the 9-1-1 Authority shall pay the fees as agreed to by the Parties. The 9-1-1 Authority shall also pay
applicable commodity taxes, and similar taxes levied or assessed by any local and/or government authority, as well as
surcharges for foreign taxes or those imposed by third -party providers, withholding tax, and interexchange carrier
charges, if any (collectively, "Taxes"). The 9-1-1 Authority shall pay Fees and Taxes within 30 days of the invoice date.
Fees and Taxes are subject to a late payment charge ("Late Payment Charge") at the rate specified in the invoice,
which rate may vary from time to time, calculated from the invoice date, if Fees and Taxes are not paid within 30 days
of the invoice date. For clarity, the NG9-1-1 Authority may pay all amounts referred to in this Section 3 via
arrangements it may make with an applicable PSAP.
4. TERM AND TERMINATION
(a) Term: The term of this Agreement (the "Initial Term") will begin on the date it is signed by the 9-1-1 Authority (the
"Effective Date") and it will expire or terminate after ten (10) years unless otherwise terminated under the terms
of this Agreement.
(b) Renewal Term(s): If permitted under the relevant Tariffs, upon expiry of the Initial Term the Agreement shall be
automatically renewed for successive periods of five (5) years each unless one party gives to the other at least six
(6) months written notice of termination prior to the end of the initial term or any renewal period (in each case, a
"Renewal Term"). The Initial Term and any Renewal Term(s) are collectively referred to as the "Term".
(c) Termination or Suspension of a Service: Bell may immediately suspend the entirety or a portion of the NG9-1-
1 Service where Bell has reasonable cause to believe that the 9-1-1 Authority's traffic is compromised or
otherwise poses a risk to the NG9-1-1 Service. For any reason other than the integrity of NG9-1-1 Service, the 9-
1-1 Authority may terminate the NG9-1-1 Service, or Bell may terminate or suspend the NG9-1-1 Service, in
accordance with the terms of the relevant Tariffs with six (6) months prior written notice.
5. LIMITATION OF LIABILITY
(a) Bell's liability for the performance of its obligations pursuant to this Agreement shall be subject to and governed by
Bell's Tariffs.
(b) The 9-1-1 Authority and Bell shall, during the Term, maintain sufficient insurance to cover their respective
obligations under this Agreement and shall provide evidence of same to the other party or, if either the 9-1-1
Authority or Bell is self -insured, provide to the other party evidence that is satisfactory to that party that the 9-1-1
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Authority and/or Bell, as the case may be, is and will be, at all relevant times, in a position to face successfully its
monetary obligations stemming from liability under this Agreement.
6. CONFIDENTIAL INFORMATION
(a) "Confidential Information" means any data, documentation or other information of a proprietary or confidential
nature of a party, or its Affiliates, or which is treated as confidential by a party or its Affiliates, whether or not
identified as being confidential or proprietary, which is disclosed or made available to the other party in connection
with the negotiation, preparation or performance of this Agreement. The design, installation, delivery or
implementation of the Services, including pricing information, service levels and network design specifications
shall constitute Confidential Information of Bell. Confidential Information excludes the 9-1-1 Authority's name,
address and listed telephone number and any data, documentation or other information which is (i) in the public
domain, (ii) known to the receiving party prior to receipt thereof from the disclosing party, or (iii) available to the
receiving party on a non -confidential basis from a source other than the disclosing party , if that source or its
source is not in breach of any obligations of confidentiality to the disclosing party ; or (iv) the receiving party can
show to have been developed independently by the receiving party without using the Confidential Information of
the disclosing party. The receiving party agrees to take such care to protect the confidentiality of the Confidential
Information as would be taken by a reasonable party to protect its own Confidential Information from disclosure
subject to the exceptions set out below.
(b) Except as: (i) permitted or required by law, regulation or lawful request or to carry out its obligations; and (ii)
required to receive or provide the Services under this Agreement, as applicable, the receiving party agrees not to
use or disclose the Confidential Information without disclosing party's prior written consent. For clarity, any
information exchanged between Bell and the 9-1-1 Authority, their employees, servants, agents and/or
co -contractors pertaining to the design, the development, the implementation, the operation and the maintenance
of the NG9-1-1 Service is confidential, and shall be provided only to such persons who have a need to know for
the purposes of this Agreement.
(c) The 9-1-1 Authority consents to Bell disclosing 9-1-1 Authority information to the CRTC as required for the CRTC
to approve any regulatory filings or CRTC requests for information related to the Services. Additionally, 9-1-1
information that is available with a 9-1-1 Call is provided on a confidential basis pursuant to CRTC 7400, Bell
Canada National Services Tariff Item 601 as an exception to Item 10 Article 11 of the Bell Canada General Tariff
and shall be used for the sole purpose of answering and dispatching 9-1-1 Calls
(d) In the event that Bell is provided with access to the 9-1-1 Authority's End Users' information ("End User Data"), 9-
1-1 Authority shall ensure that it has all the requisite consents for Bell to use such End User Data in the manner
contemplated under this Agreement. The 9-1-1 Authority acknowledges and agrees that in the event that the 9-1-
1 Authority provides Bell with access to End User Data where Bell is not required to have such access, Bell shall
not be liable for any loss, unauthorized access to, or any other act or omission in relation to the End User Data.
(e) The 9-1-1 Authority and Bell agree to abide by all applicable legislation with respect to the protection of privacy in
effect from time to time.
(f) The 9-1-1 Authority shall ensure their PSAPs comply with the terms of this Section 6. Bell shall only share
Confidential Information pertaining to this Agreement with the PSAPs identified in Schedule "B" (PSAP
Designations & Locations).
7. FORCE MAJEURE
(a) If there is a default or delay in a party's performance of its obligations under this Agreement (except for the
obligation to make any payments under this Agreement), and the default or delay is caused by circumstances
beyond the reasonable control of that party including fire, flood, earthquake, elements of nature, acts of God,
epidemic, pandemic, explosion, power failure, third party caused damage to network infrastructure (e.g., a cable
cut), war, terrorism, cyber terrorism/warfare, revolution, civil commotion, cyber terrorism/warfare, acts of public
enemies, law, order, regulation, ordinance or requirement of any government or legal body having jurisdiction, or
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labour unrest such as strikes, slowdowns, picketing or boycotts (each an "Event of Force Majeure"), then that
party shall not be liable for that default or delay, and shall be excused from further performance of the affected
obligations on a day-by-day basis, if that party uses commercially reasonable efforts to expeditiously remove the
causes of such default or delay in its performance.
(b) Bell and the 9-1-1 Authority agree that in the Event of a Force Majeure the parties will co-operate and make all
reasonable efforts to provide a temporary replacement service until the NG9-1-1 Service is restored. The costs
required to provide temporary replacement service shall be borne as between Bell and the 9-1-1 Authority in
accordance with the Parties' respective obligations as described in Sections 2(c)(i) & (ii) of this Agreement.
8. GENERAL PROVISIONS
(a) No Resale: The 9-1-1 Authority shall not resell or remarket any Service for commercial purposes under the terms
and conditions of this Agreement.
(b) Entire Agreement and Amendment: This Agreement is the entire agreement between the 9-1-1 Authority and
Bell with respect to the subject matter, and supersedes all prior agreements, understandings, commitments,
undertakings, proposals, representations, negotiations and discussions on the subject matter, whether written or
oral. There are no, and Bell shall not be liable for, conditions, agreements, representations, warranties or other
provisions, express or implied (including through course of dealing), collateral or otherwise, relating to the subject
matter of this Agreement, which induced either party to enter into this Agreement or on which either party places
any reliance, other than those set forth in this Agreement. This Agreement shall not be amended other than by an
instrument in writing signed by both parties and stating that the parties intend to amend this Agreement.
(c) Assignment:
This Agreement shall bind and enure to the benefit of Bell and the 9-1-1 Authority and their respective
successors and permitted assigns. Neither party may assign this Agreement in whole or in part, including
any Schedule, without the prior written consent of the other party, not to be unreasonably withheld.
However, without the other party's consent, subject to Paragraph (ii) below, a party may assign all or part
of its benefits, rights or obligations under this Agreement to an Affiliate or to an entity in connection with
any transaction or series of transactions pursuant to which all or a substantial part of the assigning party's
business is assigned to or otherwise results in forming all or part of the business of such entity (including a
present or future affiliate, whether by way of reorganization, consolidation, amalgamation, arrangement,
merger, transfer, sale, change in control or otherwise, and, provided such entity, as assignee, agrees to be
bound by this Agreement and assumes the obligations assigned under this Agreement pursuant to this
Subsection, on and after the effective date of such assignment.
(ii) Bell's prior written consent shall be required in the event of a proposed assignment by 9-1-1 Authority if, in
Bell's determination, the 9-1-1 Authority's proposed assignee is deemed to be (A) not credit worthy; (B) a
competitor of Bell; or (C) non -compliant with any eligibility criteria for the Services. Bell may also assign
any receivable that arises under this Agreement, any right to receive payment related to that receivable
and any interest in that receivable or right to receive payment.
(d) Governing Law: This Agreement shall be governed by and interpreted according to the laws of Ontario unless
the 9-1-1 Authority's head office is situated in Quebec. If the 9-1-1 Authority's head office is situated in Quebec,
this Agreement shall be governed by and interpreted according to the laws of Quebec. The applicable governing
law shall be determined as noted above without regard to any conflicts of law rules that might apply the laws of
any other jurisdiction. The parties attorn to the exclusive jurisdiction of the courts of Toronto unless the 9-1-1
Authority's head office is situated in Quebec, in which case the Parties attorn to the exclusive jurisdiction of the
courts of Montreal in respect of all matters arising out of or in connection with this Agreement except CRTC
regulatory matters. For CRTC regulatory matters the parties attorn to the exclusive jurisdiction of the federal
courts or tribunals of Canada.
(e) Interpretation: In this Agreement, the headings are for convenience of reference only and shall not affect its
construction or interpretation. If there is any conflict between the terms of the main body of this Agreement and a
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Tariff, if applicable to the Service in dispute, the terms of the applicable Tariff shall govern. If there is any conflict
between the terms of the main body of this Agreement and the Schedules, the terms of the main body of the
Agreement shall govern unless otherwise expressly provided in writing in a Schedule.
(f) Waivers: No waiver of any provision of this Agreement shall bind a party unless consented to in writing by that
party. No waiver of any provision of this Agreement shall be a waiver of any other provisions, nor shall any waiver
be a continuing waiver, unless otherwise expressly provided in the waiver.
(g) Notice: All notices and consents provided for shall be given in writing and delivered by personal delivery, prepaid
first class registered or certified mail, by facsimile, by regular mail or e-mail. Notices delivered by facsimile shall
be considered to have been received upon the sender obtaining a bona fide confirmation of such delivery. Notices
delivered by e-mail shall include the following, and shall only be effective if the recipient provides by e-mail a
confirmation of delivery and the date of acceptance of the delivery: (i) sender's name, address, telephone
number, fax number and e-mail address; (ii) date and time of the transmission; and (iii) the name and telephone
number of a person to contact in the event of transmission problems. Delivery of notices after 4:00 p.m. at the
address being served constitutes delivery the following day. Notices delivered by regular mail shall be deemed
received on the fifth day after the notice has been mailed. The address for notice shall be:
For the 9-1-1 Authority,
and
For Bell,
c/o 9-1-1 Service Team
930 d'Aiguillon, B320
Quebec, G 1 R 5M9
Email: signaturese911 bell.ca
With a copy to,
c/o Corporate Secretary
1 Carrefour Alexander Graham Bell, Building A, 4th Floor
Verdun, Quebec H3E 3133.
Facsimile: (514) 766-8161
The 9-1-1 Authority shall notify Bell of a change in its billing address and any change in its corporate name or any
business or trade name used in connection with the Services.
(h) Severability: If any provision of this Agreement is found by a court of competent jurisdiction to be invalid, illegal
or unenforceable, the other provisions of this Agreement shall not be affected or impaired, and the offending
provision shall automatically be modified to the least extent necessary in order to be valid, legal and enforceable.
(i) Survival: The following Sections of this Agreement shall survive termination or expiration of this Agreement:
Sections 3 (Fees ), 4(c) (Termination or Suspension of a Service), 5 (Limitation of Liability), 6 (Confidential
Information), and this Section 8 (General Provisions).
Q) Counterparts: This Agreement may be signed in one or more counterparts (including through electronic
signatures), each of which shall be considered an original and all of which, taken together, shall constitute one
and the same instrument.
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(k) Language: The parties have requested that this Agreement and all correspondence and all documentation
relating to this Agreement be written in the English language. Les parties aux presentes ont exige que la presente
entente, de meme que toute la correspondence et la documentation relative a cette entente, soient redigees en
langue anglaise.
(1) No Partnership and Third -Party Beneficiaries: Bell is an independent contractor of the 9-1-1 Authority. The
Agreement shall not be construed to and does not create a relationship of agency, partnership, employment or
joint venture. Nothing in this Agreement, express or implied, shall or is intended to confer on any other person,
firm or enterprise, any rights, benefits, remedies, obligations or liabilities of this Agreement, other than the parties,
their respective successors or permitted assigns.
[9-1-1 AUTHORITY NAME]
SIGNATURE:
NAME:
TITLE:
I am authorized to bind the 9-1-1 Authority to the terms and
conditions of this Service Schedule.
DATE:
BELL CANADA
SIGNATURE:
NAME:
TITLE:
I am authorized to bind Bell Canada to the terms and
conditions of this Service Schedule.
DATE:
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Schedule "A"
DEFINITIONS
In this Agreement, in addition to those terms which are parenthetically defined, capitalized terms shall have the
meanings ascribed to them in this Schedule "A" and where not otherwise defined in this Agreement, as ascribed in the
current Network Interconnection (UNI) Document.
"9-1-1 Authority" means the municipality, local service board, first nation, province or any other authorized signing
authority responsible for 9-1-1 service operations pursuant to the Bell Canada National Services Tariff Item 601 —
Next Generation 9-1-1 (NG9-1-1) Service, and defined as the 9-1-1 Authority party to this Agreement;
"9-1-1 Call" means a request for public safety assistance signalled by a 9-1-1 Caller using a device and
communications service supporting 9-1-1 dialling, and delivered through the NG9-1-1 Service, regardless of the
media (e.g., voice, video, text, other) used to make that request;
"9-1-1 Caller" means end user dialing 9-1-1;
"9-1-1 Control Centre" means a dedicated 9-1-1 24/7 support, maintenance and surveillance centre;
"Agreement" has the meaning ascribed to it in Section 2(a);
"Back -Up PSAP" or "Back -Up Public Safety Answering Point' means the back-up PSAP as identified by the 9-1-1
Authority in Schedule "C";
"Basic 9-1-1 Final Routing Alternative" means the designated last resort routing destination involving a third -party
call centre, such as those used for nomadic VOIP calls;
"Bell 9-1-1 Flex Portal" means a secure Web site accessible from the public Internet for Customers to access
information pertaining to its NG9-1-1 Services.
"CEE" means Customer Edge Equipment and refers to the peering equipment provided by the customer, facing the
Bell Customer Edge router;
"CRTC" or "Canadian Radio -Television and Telecommunications Commission" has the meaning ascribed to it in
the preamble to this Agreement;
"Effective Date" has the meaning ascribed to it in Section 4(a);
"End User Data" has the meaning ascribed to it in Section 6(d);
"Event of Force Majeure" has the meaning ascribed to it in Section 7(a);
"ESlnet" has the meaning ascribed to it in Section 2(c)(i);
"GIS Authority" means a body that has control over and the power to make decisions about the source addressing
and GIS data which is responsible for providing aggregated GIS/addressing data on behalf of the 9-1-1 Authority to
the NG9-1-1 Service Provider for the purpose of NG9-1-1 Service;
"GIS Data Provider" means an entity that assigns addresses, creates, collects, maintains and shares spatial
datasets. It may include addressing authorities (e.g. local, provincial and territorial governments, First Nations), 9-1-1
Authorities, and data aggregators;
"GIS" and "Geographic Information System" Means a system for capturing, storing, displaying, analyzing and
managing data and associated attributes which are spatially referenced;
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13-PSAP" means a Public Safety Answering Point (PSAP) conformant to the NENA i3 standard (NENA-STA-010),
which is capable of receiving IP-based signaling and media for delivery of emergency calls;
"Initial Term" has the meaning ascribed to it in Section 4(a);
"ILEC" and "Incumbent Local Exchange Carrier" means the existing telephone companies, prior to the introduction
of local competition;
"Late Payment Charges" has the meaning ascribed in Section 3;
"Local Registration Authority" have the meaning ascribed to them in CRTC Decision 2019-353;
WSAG" or "Master Street Address Guide" means the database that contains street names and house number
ranges within their associated communities defining Emergency Service Zones (ESZs) and their associated
Emergency Service Numbers (ESNs) to enable proper selective routing and selective transfer of 9-1-1 calls in the
legacy E9-1-1 environment;
"NENA iW has the meaning ascribed to it in the preamble of the Agreement;
"NG9-1-1" means a secure, IP-based, open -standards based system comprised of hardware, software, data, and
operational policies and procedures that (a) provides standardized interfaces from emergency call and message
services to support emergency communications, (2) processes all types of emergency calls, including voice, text,
data, and multimedia information, (3) acquires and integrates additional emergency call data useful to call routing and
handling, (4) delivers the emergency calls, messages and data to the appropriate PSAP and other appropriate
emergency entities based on the location of the caller, (5) supports data, video, and other communications needs for
coordinated incident response and management and (6) interoperates with services and networks used by first
responders to facilitate emergency response;
"NG9-1-1 Network Provider" means the CRTC mandated ILEC providing the ESlnet/NGCS;
"NG9-1-1 Service" has the meaning ascribed to it in Section 2(c)(i);
"NGCS" and "Next Generation 9-1-1 Core Services" means the base set of services needed to process a 9-1-1 call
on an ESlnet. NGCS includes the Emergency Service Routing Proxy (ESRP), Emergency Call Routing Function
(ECRF), Location Validation Function (LVF), Border Control Function (BCF), Bridge, Policy Store, Logging Services
and typical IP services such as Domain Name System (DNS). The term NGCS includes the services and not the
network on which they operate (i.e., the ESlnet);
"Offnet Agency" means an agency outside of the NG9-1-1 network, such as a poison control centre or an hospital,
which may be designated by the 9-1-1 Authority to be able to receive PSTN calls transferred by a designated PSAP;
"ONP" and "Originating Network Provider" means a CRTC-approved trusted entity service provider that allows its
subscribers to originate 9-1-1 dialled voice or non -voice calls from the public to PSAPs, including but not limited to
wireline, wireless, and fixed/native voice over internet protocol (VolP) services.
"PRR" and "Policy Routing Rule" means the criteria which determines how 9-1-1 Calls are routed under stated
conditions such as when a target PSAP is unable to take 9-1-1 Calls;
"PSAP" or "Public Safety Answering Point' means an entity responsible for receiving 9-1-1 Calls and processing
those 9-1-1 Calls according to a specific operational policy - a Primary Public Safety Point, Secondary Public Safety
Point, and Back -Up Public Safety Point as identified by the 9-1-1 Authority in Schedule "C" (PSAP Designations &
Locations);
"PSAP Contingency Plans" means a plan in case of a disaster;
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"PSAP Credentialing Agency" and "PCA" have the meaning ascribed to them in CRTC Decision 2019-353;
"PSAP Locations" means the locations of the PSAPs as identified in Schedule "C" (PSAP Designations & Locations);
"P-PSAP" or "Primary Public Safety Answering Point" means a communication centre which is the first point of
contact for 9-1-1 Calls as identified by the 9-1-1 Authority in Schedule "C" (PSAP Designations & Locations);
"Renewal Term" has the meaning ascribed to it in Section 4(b);
"S-PSAP" or "Secondary Public Safety Answering Point" means a communication centre to which 9-1-1 Calls are
transferred from a P-PSAP, typically the fire, police or ambulance agency responsible for dispatching emergency
personnel as identified by the 9-1-1 Authority in Schedule "C" (PSAP Designations & Locations);
"Schedule" has the meaning ascribed to it in Section 2(a);
"Serving Area" means the geographic area, as determined by the 9-1-1 Authority from which 9-1-1 Calls will be
directed to a particular P-PSAP;
"Subscriber" means an entity that contracted with a service provider for the provision of a voice telecommunications
service;
"Selective Routing" means the process by which 9-1-1 Calls are routed to the appropriate PSAP or other designated
destination, based on the 9-1-1 Caller's location information, and may also be impacted by other factors, such as time
of day, call type, etc. Location may be provided in a specified format such as an MSAG-valid civic address or in the
form of geo coordinates (longitude and latitude);
"Taxes" has the meaning ascribed to it in Section 3;
"Term" has the meaning ascribed to it in Section 4(b); and
"User -to -Network Interface (UNI) Technical Specifications Document" means the authoritative document which
sets the technical specifications an i3-PSAP must comply with.
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Schedule "B"
NG9-1-1 FEATURES
The NG9-1-1 Service offers features as provided in CRTC 7400, Bell Canada National Services Tariff Item 601.
If a PSAP chooses to forgo utilizing one or more of the NG9-1-1 Service features provided by the NG9-1-1 Service
network provider as described in the UNI, the PSAP does so at its own risk and assume all liabilities including prolonged
restoration times in the event of an outage.
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Schedule "C"
PSAP DESIGNATIONS & LOCATIONS
MUNICIPALITIES INCLUDED: AYLMER, BAYHAM, CENTRAL ELGIN, DUTTON DUNWICH, MALAHIDE TWP,
SOUTHWOLD TWP AND WEST ELGIN
PSAP Type
Name
Location (full address)
Connected to
ESlnet (Y/N)
Primary PSAP (*1 & *2)
NORTHERN911
230 ALDER ST
Y
SUDBURY
Secondary PSAP Police (*1
ST THOMAS
45 CASO CROSSING ST
Y
& *2)
POLICE
ST THOMAS
Secondary PSAP Police (*1
LONDON OPP
5 EXETER ROAD
Y
& *2)
LONDON
Secondary PSAP Fire (*1 &
TILLSONBURG
80 CONCESSION ST E
Y
*2)
FIRE
TILLSONBURG
Secondary PSAP
LONDON
1510 WOODCOCK STREET
Y
Ambulance (*1 & *2)
AMBULANCE
LONDN
Additional Offnet Agency if
required (*1 & *2& *3) i.e.
Poison control
N
Designated Provincial or
Territorial default i3 PSAPs
(*4)
Notes:
*1 — 9-1-1 Authority shall ensure all PSAPs connected to ESlnet meet the NG9-1-1 requirements.
*2 — 9-1-1 Authority shall ensure that if a PSAP changes during the Term, the replacement is aware of the 9-1-1
Authority obligations re: PSAPs under this Agreement, and Bell is notified of the change.
*3 — "Offnet" Agencies are not connected to the ESlnet over an IP-UNI and call transfers to such agencies are the
responsibility of the PSAP's Call Handling System
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*4 — This PSAP is only required if there is a PSAP designated as a safety net for a specific Province or Territory.
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Schedule `D'
SPECIFICATIONS & GUIDELINES
The specifications, templates and guidelines for the NG9-1-1 Service are found at httpse//911flex. bell. ca/Login.html, under
the title "NG9-1-1 Onboarding Documentation".
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Schedule "E"
DEPLOYMENT CRITERIA
PSAPs utilizing networks to process and deliver NG9-1-1 Calls outside of the ESlnet do so at their own risk and assume
all liabilities including prolonged restoration times in the event of an outage.
In order to ensure reliability, resiliency and security of the NG9-1-1 Service, the 9-1-1 Authority shall ensure that all of the
PSAPs meet the following mandatory requirements without which the PSAPs will not be permitted to interconnect with the
production NG9-1-1 network:
1. 112 VI12N IIf;;;ISlllinet Illu�iteircou�iu�iectiiou�I
All i3-PSAP types, Primary and Secondary, are entitled to a single Back -Up location.
All IP VPN ESlnet demarcation locations (Primary, Secondary and Back -Up PSAPs) are provided with two (2)
redundant data paths and must make use of both. PSAPs must make use of all available in-house diversity (cable
entrance, power, etc.).
ESlnet physical demarcation locations must be geographically located within the Bell Canada NG9-1-1 Serving
region.
PSAPs are expressly forbidden to establish private VPN tunnels over the ESlnet, through the provided IP VPN
circuits.
2„ If;;;ISlllinet Illu�iteircou�iu�iectiiou�i of INoin desiiginated I12SAlII2 facilities
For those PSAP sites not listed in Schedule "C", if the 9-1-1 Authority requires additional circuits, these
arrangements may be provided by Bell for a fee;
3„ If) SAllf CIIf;;;IIIf;;;I Illu�iteircou�iu�iectiiou�i IlfZequiiureirneint
a. All PSAPs shall employ a NENA i3 compliant Border Control Function ("BCF") as defined in the Bell
NG9-1-1 UNI technical specification as a mandatory condition of interconnection with the NG9-1-1
network. The BCF must be comprised of a minimum of both a firewall and session border controller
function. The BCF must be deployed in a manner which prevents single points of failure.
b. PSAPs shall ensure their local network infrastructure (i.e., Local Area Network [LAN] and/or private Wide
Area Network [WAN]) is sized appropriately to support the bandwidth of all NG9-1-1 traffic as calculated
and provisioned by the NG9-1-1 Network Provider, in addition to their own in-house network
requirements;
4„ ii3 Callll III°laindiiiing COII)If;;;IC urequiiureirneint
All PSAPs shall implement the mandatory list of CODECs as defined in Telecom Decision CRTC 2019-353
(https://crtc.gc.ca/eng/archive/2019/2019-353.htm) and make necessary changes as updates become approved
by CRTC.
5„ 112 INetwork Iprotocol support
All PSAPs shall deploy Dual Stack as the method for simultaneous use of IPv4 & IPv6 address spaces, or to
individually perform Network Address Translation - Protocol Translation ("NAT-PT") for their Network Domain as
defined in the Bell NG9-1-1 UNI technical specification. This is a mandatory condition to interconnect to the NG9-
1-1 Service Network;
6„ Ifii..uind to llfii..uind Ilfii..uincurylptiioin
All PSAPs shall support encryption of traffic from and towards the ESlnet as defined in the Bell NG9-1-1 UNI
technical specification;
T, Qo S Support
All PSAPs shall implement the QoS requirements as defined in the Bell NG9-1-1 UNI technical specification;
Page 16 of 20
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Confidential Information of Bell Canada
8„ 12SAII:) Curedeintiiaiiiing Ageincy NG9-1,-1 INetwork Il21roviideur seurviice
All PSAPs shall utilize the Bell PSAP Credentialing Agency service. PSAPs shall identify to Bell as part of the
onboarding process the individual or group responsible for acting as the Local Registration Authority ("LRA"). The
LRA agreement and the roles and responsibilities can be found in Schedule H. For clarity, the LRA agreement is
attached for reference purposes. There is no expectation that the NG9-1-1 Authority will sign the LRA agreement
itself but the NG9-1-1 Authority will ensure that the selected PSAPs will execute such agreement.
9„ Cointiirigeincy I!:Zoutiiing
PSAPs shall communicate all 9-1-1 contingency arrangements to Bell including agreements and arrangements
with other agencies in order to design and implement Policy Routing Rules accordingly. PSAP's defined Policy
Routing Rules must contain at a minimum one Policy Routing Rule specifying a partner third party PSAP to act as
backup in the event the PSAP is not able to respond to 9-1-1 Calls.
'10., I11)omaiiin (Name Service (IIf; NS) NG9,,,1,-1 INetwork Il21roviideur seurviice
PSAPs must utilize the Bell NGCS-based DNS service to ensure resiliency of DNS functions and seamless PCA
functionality.
The 9-1-1 Authority is requested to encourage PSAPs to utilize the following NGCS provided functions to further
enhance network reliability, resiliency and security of the NG9-1-1 Service:
't„ Network "'rime Protocol (ITV"'ril:)) NG9,,,1,-1 INetwork Il21roviideir Service
PSAPs are encouraged to utilize the Bell NGCS-based NTP service to ensure accurate time synchronization with
all ESlnet interconnected elements and as an additional time source within their Local Area Network (LAN).
Page 17 of 20
182
Confidential Information of Bell Canada
Schedule "F"
MULTIPLE REGION PSAPs
This Schedule must be filled out by PSAPs covering multiple regions and managed by a provincial or federal authority
(e,g., Ontario Ministry of Health, Surete du Quebec, Ontario Provincial Police etc.
Sites I Official Name 1 9-1-1 authority (municipalities, counties,
Page 18 of 20
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Confidential Information of Bell Canada
Schedule "G"
NG9-1-1 GIS REQUIREMENTS
Municipality, County
or Other Government
Entity name
GIS Data Provider or *Provincial/ Territorial Designated
Data Aggregator name
Provincial \
Territorial
Legislation (Y/N)
❖ In the absence of Provincial or Territorial legislation defining a Data Aggregator body, by default the NG9-1-1 Network
Provider will be the defined GIS and addressing Data Aggregator (Telecom Decision CRTC 2020-150 (CRTC)
Page 19 of 20
184
Confidential Information of Bell Canada
Schedule "H"
Local Registration Authority Agreement
Page 20 of 20
185
rogr(,;& a rb by Nature
RECOMMENDATIONS:
REPORT TO COUNTY COUNCIL
FROM: Julie Gonyou, Chief Administrative Officer
DATE: March 17, 2022
SUBJECT: Updated COVID-19 Measures
THAT the report titled "Updated COVID-19 Measures" dated March 17, 2022 from the
Chief Administrative Officer be received and filed; and
THAT County Council support the ongoing implementation of the COVID-19 Vaccine
Verification Policy No. 8.390 for a minimum of 60 days.
PURPOSE:
This report shares information regarding the County's ongoing response to COVID-19
as we support a collective approach to protect each other and ourselves from COVID-
19. The COVID-19 health emergency is ending. Southwestern Public Health (SWPH)
and the Province of Ontario are encouraging individuals, communities and workplaces
to start resuming normalcy while being mindful of those who remain at great risk of
COVID-19.
The Province of Ontario has released details' of steps to cautiously and gradually ease
public health measures. Additionally, the within attached Public Health Principles for
Living with COVID-19 and Protecting the Most Vulnerable Citizens: Southwestern Public
Health Recommendations for Communities, Businesses and Organizations2 was
distributed to Municipalities on March 15, 2022.
As Provincial restrictions are eased, we continue to review existing health and safety
practices, policies, and precautions for our organization with the assistance of the
County's Joint Health and Safety Committee. The recommendations noted in this report
are drafted to align with guidance provided by SWPH and are presented after careful
review and consideration of the County's obligation to ensure the safety of our staff and
the public we serve.
Province of Ontario COVID-19 public health measures and advice
2 Last updated on March 15, 2022
186
iderstand everyone is suffering from pandemic fatigue, we believe it is
proceed cautiously and with great care. We are optimistic we may be in a
position to continue to ease COVID-19 restrictions over time.
INTRODUCTION:
2
As communicated by Southwestern Public Health (SWPH), the Province of Ontario has
announced a plan and protocols to live with and manage COVID-19 on a long-term
basis.
County COVID-19 Protocols/Policies
COVID-19 Protocol
Recommendations/Notes
Active Screening
The active (online) screening tool used by
employees and volunteers will be simplified
and amended to align with SWPH
recommendations — Screening Employees
and Patrons. The screening tool will
provide direction on self -isolation
requirements and will ensure employees
stay home when sick or when they are
experiencing symptoms of COVID-19.
Recommendation:
The ongoing need for screening by staff
and volunteers will be re-evaluated in 30
days.
Screening Patrons
As of March 21, passive screening of
patrons is no longer required.
Recommendation:
Active screening measures utilized at main
reception at the County Administration
Building end. Information to promote self -
screening will be posted in entrances.
Capacity Limits / Physical Distancing
The Province has listed capacity limits in
all indoor public settings and SWPH
"encourages physical distancing of 2
metres where feasible". It is recommended
that capacity limits and physical distancing
be maintained as much as possible.
Recommendation:
It is recommended that Capacity Limits and
Physical Distancing measures that are
currently in place in County facilities be
maintained and re-evaluated in 30 days.
187
Face Coverings/Masks
As of March 21, 2022, face
coverings/masks will no longer be required
in most public places. Workplaces may
choose to implement and/or maintain a
face mask policy.
Recommendation:
It is recommended that staff working in
County facilities, with the exception of
Provincial Offences Administration and
Long -Term Care, be encouraged but not
required to wear a mask.
Safety Plan
As of March 21, 2022, safety plans are no
longer required under the Reopening
Ontario Act. SWPH advises that safety
plans remain a good strategy to ensure
employers are meeting their obligation to
protect employees' health and safety.
Recommendation:
It is recommended that the County's safety
plan for non -Homes staff be updated
based on Council direction and re-
distributed/posted.
Temporary Work Arrangements /
In March 2020, a public health emergency
Remote Work
meant some staff were required to work
remotely. The health and safety reasons
for having the temporary work
arrangements that have been in place are
greatly reduced. Elgin's Leadership Team
is evaluating staff requests for ongoing
remote work pursuant to the Remote Work
Program Policy No. 2.160.
Cleaning, Disinfecting and Hand
Recommendation:
Hygiene
It is recommended that enhanced cleaning
measures to ensure frequent cleaning and
disinfecting of high -touch surfaces and
common areas be maintained and re-
evaluated in 30 days.
Vaccination
SWPH encourages all workplaces to
develop or maintain vaccination policies for
employees. Additionally, SWPH
encourages all businesses and
organizations to encourage employees to
obtain COVID-19 vaccine booster doses as
suggested by the National Advisory
188
Committee on Immunization. While
provincial proof of vaccination
requirements for patrons entering
businesses and organizations have been
lifted, businesses and organizations may
voluntarily continue to choose to require
proof of vaccination.
Recommendation:
It is recommended that COVID-19
Vaccination Verification Policy No 8.390
remain in place for a minimum of 60 day
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
0
❑ Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effectively.
It is recommended that communication materials be prepared for distribution to staff and
the public.
Elgin's Leadership Team will develop a staff survey to collect feedback which will be
used to inform any future changes to the County's COVID-19 ongoing response
activities.
CONCLUSION:
Since March 2020, many prevention and mitigation strategies have been undertaken by
the County of Elgin to limit the spread of COVID-19. While the COVID-19 health
189
5
emergency is ending, the recommendations included in this report support a cautious
and gradual approach to resuming normalcy. Staff remain committed to reviewing
existing measures on an ongoing basis.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
190
°IIIII � IIII��IIIIL IIIII°'� IIIIIL IIII liii IIII °IIIII IIII IIIII IIII'° IIIIL IIIIL IIIIL liii IIIL IIII�� IIIIL IIIIL IIIIL l IIII ��
IIILIIII' L IIIIL l IIILarid�� IIIL
ae°t Ui a°te t Ilt auirellh'iii 15, 2022
Background
Recently, the Province of Ontario announced a plan to vA U-i ra, ',' T A/I D-19 for the long-
term. This plan includes removing mandatory requirements for businesses and organizations to have
vaccination policies, and removing mask mandates, except for in certain settings. Changes take effect
March 21, 2022 and the Reopening Ontario Act will expire on March 28, 2022. These recommendations
relay the importance of continued implementation of public health principles, on a voluntary basis, in
certain settings to protect the most vulnerable people from COVID-19.
Throughout the COVID-19 pandemic, older adults experienced the greatest risk to their health and
lifespan. In the Southwestern Public Health (SWPH) region, 48% of all hospitalizations and 76% of all
fatalities associated with COVID-19 were in those aged 70+. This data demonstrates the
disproportionate and inequitable burden the pandemic has on seniors. Age is the most significant risk
factor; those with underlying health conditions and/or immune compromised also remain at greater risk.
• We have a collective obligation to protect the most vulnerable from severe illness and death due
to COVID-19, a virus that continues to circulate in our community. This includes protecting older
adults and immune compromised individuals.
• We have a collective responsibility to respect one another and the personal decisions one
makes to protect their own health.
• We need a collective approach to protect each other and ourselves from COVID-19 while
recognizing the need to resume a sense of normalcy.
• Vaccination is our strongest defence against COVID-19. As such, vaccination policies should be
maintained where possible as a protective strategy to safeguard workplace health and safety.
• Businesses and organizations should continue to support physical distancing where feasible.
• Masking policies should still be considered based on the setting and the vulnerability of people.
• Workplaces may experience an increase in absenteeism when public health measures are lifted.
a
As of March 21, safety plans are no longer required under the Reopening Ontario Act. Safety
plans do remain a good strategy to ensure employers are meeting their obligation to protect
employees' health and safety. Information on how to create a safety plan isf
As of March 21, passive screening of patrons is no longer required. Active screening of
employees is also no longer required. However, active screening is one way to ensure that
employees stay home if they are sick or experiencing symptoms of COVID-19.
Southwestern Public Health suggests that workplaces have all employees and volunteers use a
screening tool, if one or more of the following applies to them:
o They have symptoms consistent with COVID-19
o They area close contact of a suspect COVI D-19 case
o They have a household member who is ill
o They have travelled
o They plan to visit a vulnerable individual
• Early evidence demonstrates that the implementation of mask mandates in community settings
was associated with reductions in COVID-19 case growth (Public Health Ontario, March 2022).
• As of March 21, 2022, face coverings/masks will no longer be required in most public places
except for public transit, long-term care homes, retirements homes and other health care
settings, congregate care and living settings, shelters, and jails.
• Workplaces may choose to implement and/or maintain a face mask policy.
• Masking policies should be considered, based on the setting, to protect the most vulnerable
people from COVID-19. This may include health care settings and settings where older adults
live, congregate and/or recreate such as long-term care homes, retirement homes, seniors'
centres and/or churches/places of worship. The wearing of masks should be considered when
singing in large groups.
• Public Health Ontario recommends a respirator (KN95) or a well -fitted medical mask to protect
against COVID-19. The Public Health Agency of Canada states that some high -quality, three -
layer non -medical masks can help prevent the spread of COVID-19 like medical masks. Proper
mask fit determines effectiveness. Learn more about 0i�r<
a
• Employees should not come to work if they have:
o Tested positive for COVID-19 (on a Rapid Antigen or PCR test)
• Employees should complete the screening tool which provides direction on self -isolation
requirements for those who are not fully vaccinated with a booster or previously tested positive
for COVID-19 in the last 90 days. You can learn more about self -isolation requirements at
!/!/!J 0111 r l 0 X/:')0, t. d Or On the o `fl f ,,,/ `ft.'I I I P H al'ih ,,,/ I
• Have a clear procedure in place for employees to notify a supervisor/manager if they can't
attend work. Maintain flexible policies so employees can self -isolate or work from home (if
feasible) when necessary. The taln`r arvo (, OVI 9 V /or t�i .i It +r1 PrO`rr rnon is available
until July 31, 2022 to support employees without paid sick time.
• If an employee becomes ill with COVID-19 r"aii rIl:'flrri while at work, employees should follow
their workplace policy and/or safety plan, to ensure they do not expose others.
• If an employee has symptoms of COVID-19, one negative result on a rapid antigen test is not
sufficient to shorten isolation. If two rapid antigen tests completed within 24-48 hours of each
other are both negative, the employee can end isolation when symptoms are improving for 24
hours. View ouron RiI,:)d Anift 1for more information.
• If an employee or someone in their household has symptoms or they have become a contact of
a case, direct them to review our Syiil�`r oi i Er/:') 0 r `i J (,`,O V I D err f arrraht t '�
• Physical distancing remains an effective public health measure to stop the spread of COVID-19.
• Businesses and organizations should continue to encourage physical distancing of 2 metres
where feasible.
• Enabling employees to work from home may allow for improved physical distancing and may
reduce employee absenteeism.
• Commonly used cleaners and disinfectants are effective against COVID-19.
• Ensure frequent cleaning and disinfecting of high -touch surfaces and common areas such as
door handles, counters, cabinet doors, debit machines, elevator buttons, light switches, faucets,
toilet handles, handrails, touch screen surfaces and keypads.
• ry',"',hrooi should be cleaned and disinfected frequently to maintain a sanitary environment.
171
* Encourage regular hand hygiene byplacing hand sanUtizer(with atleast 00% alcohol) at facility
entrances and exits. Recommend washing hands with soap and water ifhands are visibly dirty.
* Only use disinfectants with a Drug Identification Number (DIN) that confirms they are approved
for use in Canada. Follow manufacturer's instructions and check the expiry date of products.
* Increase the introduction and circulation of outdoor air by maximizing the outdoor air ratio of the
HVAC system settings, or by opening windows and doors where possible. Avoid recirculating air
where possible.
* Ensure the HVAC (s)are adequately maintained.
* Where provided, use the highest efficiency filters that are compatible with the HVAC system.
* Keep areas near HVAC inlets and outlets clear. Seating and activities should be arranged away
from high airflow areas (i.e. not in front ofair vents).
* Rooms, where indoor ceiling fans are used should have an upward airflow rotation.
• If portable fans are used, limit the blowing of air across people and surfaces by positioning them
to provide an upward movement of air.
* Vaccination is our strongest defense against COVIO-19.
* Southwestern Public Health encourages all workplaces to develop or maintain workplace
v@CCiOEdiOO policies for employees. GSS {�ui(',,J�a-i for \/ar"f"'JOafloO
* All businesses and organizations should encourage employees to obtain COVI D-1 9 vaccine
booster doses @Ssuggested bythe Nat�oOa� Dbtf f 01111 1 Visit
VVVVVV�VV�Ub���h��8h f"",a/f"",JVla1�V���IO� for clinic availability.
* Provincial proof of vaccination requirements for patrons entering businesses and organizations
have been lifted. Businesses and organizations may voluntarily continue to choose to require
proof of vaccination.
Resuming Normalcy
* The COVID-19 pandemic has resulted in many unintended negative impacts to our mental,
emotional, and physical health and wellbeing. See the Pubfl�����Oya aO���'�[�p��
* As a community, it is time to start resuming the activities and experiences that are good for our
overall health, while being mindful ofthose who remain odgreatest risk ofCOV|O-19.
• While the principles noted in this guidance should be taken into consideration to mitigate the risk
of COVID-19, we acknowledge the community level of fatigue and the desire to resume normal
activities that benefit our overall health.
• Being considerate of personal decisions while protecting those at greatest risk of COVID-19 will
ensure the least negative impact on the community and the most vulnerable moving forward.
If you have further questions about managing COVID-19 in your workplace or organization, please visit
for current information.
a
��rrrrrrmrrmrrar llla ��1y11111/lllllll//%//��///`
County of Elgin
Policy Manual
Subject: Remote Work Program
Policy Number: 2.160
Date Approved: August 10, 2021
Date Last Revision: n/a
Code: To be determined
Section: Human Resources
1.0 Introduction & Purpose
Remote working, also known as `telecommuting', `teleworking', or `working from home' is a work
arrangement that allows employees to perform their usual job duties at an approved alternative
location. Eligible employees can work on a full- or part-time basis from a remote worksite,
including their home, a shared workspace or an alternate work location, within the guidelines set
out in this policy.
Remote working has the potential to provide significant benefitsfor the County, employees and
the community. Offering remote work opportunities can help ensure business continuity,
increase employee recruitment and retention, help manage workspaces more efficiently, and
contribute to sustainability (reduced carbon footprint).
The Corporation of the County of Elgin (herein referred to as the "County") recognizes the
benefit of permitting certain employees to work from home or another alternative location when
it does not compromise our ability to deliver outstanding service to our citizens. This policy
establishes procedures governing working remotely when such an arrangement is mutually
beneficial to both the County and the employee.
2.0 Procedure
Overview
2.1 Working remotely is neither a universal employee right nor a universal employee
benefit. It will be offered in management's discretion. Not all jobs may be suitable
for work -from -home arrangements. The ability to participate may vary among
departments, orjobs within a work section, depending on the nature of the work.
If established, a remote work arrangement does not serve as a precedent for a
future arrangement within the workplace.
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County of Elgin
Policy Manual
Normally, remote work privileges may be terminated at anytime the beneficial
situation ceases to exist for the County. Remote work arrangements are subject
to ongoing management review and may be altered, suspended or revoked at
anytime, with reasonable notice to the employee unless required as a result of
abuse of remote work arrangement.
There may be times when working remotely is required in order to maintain the
County's business, e.g. during epidemics or pandemics. However, in the normal
course of business, the decision to permit working remotely will be at the County's
discretion, as approved by the Chief Administrative Officer or her designate
(Deputy Chief Administrative Officer).
2.2 Employees do not have an obligation to participate in the Remote Work Program
nor can they be required to participate. An employee may return to the
conventional office arrangement at any time. Except in situations where working
remotely is required such as during epidemics or pandemics.
2.3 Normally, every remote work arrangement will be set out in a written agreement
signed by the employee and the County containing the terms and conditions ofthe
remote work arrangement, including the normal hours of work that the employee
is expected to work. A breach of the Teleworker Agreement may result in the
termination of remote work arrangement and/or the imposition of discipline, up to
and including termination of the employee's employment for cause, without further
notice or pay in lieu of such notice.
The remote work participant agrees to complete all assigned work according to
procedures mutually agreed upon by the employee and management. The remote
work participant agrees to provide regular reports, if required by management, to
help judge performance.
Every employee participating in the Remote Work Program must read and agree
to comply with the County's Remote Work Policy 2.106.
2.4 Employees who are on corrective action or performance improvement plans are
not eligible for the Remote Work Program. Probationary employees are not eligible
for at least the first 60 days worked of the probationary period.
2.5 Remote Work Program participants must not provide ongoing primary care during
work hours to children or elders who would otherwise require a provider's care
during the employee's normal work hours.
2.6 Salary, job responsibilities, benefits, and company -sponsored insurance coverage
will not change due to participation in the Remote Work Program.
197
��J1rrirrmrimrrar lll�� ��1y11111/llll � j�� l/`
<�rr/
r �
w� 71 County of Elgin
Progr .wwstvipe by Nature Policy Manua
2.7 The total amount of time Remote Work Program participants are expected to
work will not change, nor will expectations for productivity. Work schedules must
comply with employment standards legislation and no overtime shall be worked
without prior written consent. Employees working remotely are expected to be
available, responsive and productive during their designated hours. If the Remote
Work Program participant's hours are outside of the regular office hours (8:30
a.m. - 4:30 p.m.) it is understood that they can not expect co-workers to respond
to email, voicemail or be available for appointments outside of regular office
hours.
2.8 Participation in a work -from -home arrangement must not conflict with the
department or division's goals, fiscal responsibility or service to internal and
external customers.
2.9 Working remotely must not negatively impact employees who are not
participating in the program.
2.10 In the event of the transfer of the employee to a new position, either within the
same department or to a different department, the employee will submit a new
proposal to the supervisor of the new position for review and consideration.
2.11 Due to service delivery needs and the type of work involved, work -from -home
arrangements cannot be implemented for all positions within the County. Further,
some departments may have greater flexibility than other departments to approve
certain arrangements. Hence, there will be variation across the County and within
departments in the ability to implement work -from -home arrangements.
Security, privacy, and protection of personal information
Employees are expected to follow all applicable policies on records management
(electronic and non -electronic), protection of personal information in accordance with
the Municipal Freedom of Information and Protection of PrivacyAct (M FI PPA), and
secure and acceptable use of information technology resources.
Employees must take necessary precautions to protect documents and the
confidentiality of information at their homes (i.e. ensuring family members and visitors do
not have access to the information).
This includes:
Municipal records (paper or electronic) should only be taken home if
necessary, with the minimum amount of information required to carry out
duties and with the approval of the supervisor. Records must not be left in
vehicles or unattended while in transit.
Personal email accounts (e.g., Gmail) must not be used for work emails.
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County of Elgin
Policy Manual
iii. All documents created in the course of municipal business should be
saved on the municipal system, network drives or server (through a
Remote Desktop Connection) so that information is available to those who
may require its use from the municipal work site.
iv. Hard -copy municipal records must not be left out visible to other people.
Store them in a locked drawer or file cabinet.
V. If the employee does not turn off their computer, their screen must be
locked.
Employees who connect their computing devices, personal or employer -issued, to their
home network should take the necessary recommended precautions to secure their
home network, and should avoid the use of public networks when performing work
functions unless using a virtual private network (VPN). To ensure a secure digital
environment, it is expected that:
Employees must not disable or circumvent remote access protections on
employer -issued devices such as virtual private network (VPN) without
specific instruction from Information Technology staff.
Employees must maintain the confidentiality of their corporate accounts
and passwords.
Customer service
Employees must be able to demonstrate consistent and professional customer service
delivery that meets the customer service guidelines of the organization, including both
internal and external customers, such as:
i. Respond to inquiries in a timely manner;
ii. At a minimum, respond to telephone calls and emails from your
supervisor within one-half business day;
iii. At a minimum, all non -urgent customer inquiries should be acknowledged
within 1-2 business days, responding fully to inquiries in priority order;
iv. If you are going to be unavailable, update your voicemail and email out of
office to reflect this and provide an alternate contact person if applicable.
Commitment to Compliance
2.12 All work -from -home arrangements will conform to employment laws (e.g.
employment standards provisions related to meal/break times and overtime),
collective agreements, where applicable, and all other corporate policies,
guidelines and practices.
2.13 The County is fully compliant with the Accessibility for Ontarians with Disabilities
Act (AODA) and the Ontario Human Rights Code, and is committed to supporting
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County of Elgin
Policy Manual
employees who have an accommodation need as it may relate to a prohibited
ground of the Code (Disability, Family Status etc.). The provision of work -from -
home arrangements may be considered as an important component in an
accommodation plan for employees and will be addressed with the Manager of
Human Resources/Health & Safety.
2.14 Since the workspace of the employees who remotely will be considered an extension
of the County's workspace, the County will continue to have liability for job -related
injuries during work hours. Remote Work Program participants must notify
management immediately of any accident or injury that occurs at the alternate work
site and complete any required forms.
2.15 A designated workspace must be maintained by the Remote Work Program
participant at the alternate work site. Workers' compensation liability, if any, will be
limited to this workspace as opposed to applying to all areas of the home or
workspace. The County retains the right to make on -site inspections of this work
area to ensure that working conditions are safe and that security of equipment and
records is maintained.
2.16 Prior to commencing any period of working remotely, the employee will complete
and sign a Teleworker Agreement and submit it electronically. Where a period of
working remotely continues for greater than three months, the Teleworker
Agreement must be resubmitted every three months.
The establishment of remote work arrangements cannot be entered into without
approval of the Teleworker Agreement by the Chief Administrative Officer or her
designate (Deputy Chief Administrative Officer). Arrangements may also be
discontinued without notice in the event that concerns arise with respect to a
workstation. Photographs of the workstation are a requirement of the Teleworker
Agreement and must be provided.
Accident and Incident Reporting
2.17 In the event of a work -related incident or injury in the designated workspace,
employees must immediately report the incident in accordance with the Incident
& Accident Reporting Po/icyHR 8.30. Employees working remotely will be
covered by workers' compensation forjob-related injuries that occur in the
course and scope of employment while working remotely, subject to adjudication
and approval by the Workplace Safety and Insurance Board (WSIB).
Third parties
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Policy Manual
2.18 The employee must not conduct any Municipal business related in -person
meeting with other Municipal employees or third parties while working remotely.
The employee remains liable for injuries to third parties that occur on the
employee's premises.
Sick leave and absence reporting
2.19 Employees need to be well to be productive and efficient. If employees are sick,
they are not expected to continue to work remotely and should inform their
supervisor.
An employee with a sick family member at home on a scheduled work -from -
home day may use available Personal Emergency leave, if applicable, to care for
theirfamily member, according to the terms established forthe use of Personal
Emergency Leave Policy.
3.0 Eligibility Considerations
Employees whose job duties, in whole or in part, (i.e. some days of the week in the office
and some days are working remotely) can be carried out effectively under a component
of the Remote Work Program may be eligible to participate. In some cases, employees
will not be eligible to participate because of staffing levels, the necessity to conduct work
on -site at Municipal facilities or out in the community, and/or the nature of work and
operational demands. The work habits, skills and abilities of employees may also impact
the decision to approve or deny an application to work remotely.
3.1 Basic eligibility requirements:
i. Employee must be a permanent or contract employee in good standing who
has successfully passed at least a 60-day probationary period unless
otherwise stated in the employment agreement;
ii. Employee must have a documented historyof job performance that meets or
exceeds their supervisor's expectations;
iii. Completing work at home is both operationally feasible and cost neutral —
there can be no increased labour costs and no significantly increased
operational costs as a result of the arrangement.
iv. The arrangement must be mutually acceptable to the employee and
supervisor;
V. Working remotely is not a long-term permanent replacement for child or
dependent care;
vi. The employee is on a regular work schedule (not a compressed work
schedule);
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vii.
The employee will follow all existing municipal policies and practices, and
abide by the terms and conditions of this procedure such as the use of
applicable information technology, maintenance of a safe and healthy
workstation, the protection of confidential information and all other
expectations identified in this procedure and the accompanying Teleworker
Agreement.
viii.
The employee is not participating in the County's Alternate Work
Arrangement (AWA) policy, eligibility for which requires full-time office
attendance. Employees shall not be eligible for AWA and remote work at the
same time.
3.2 Job characteristics:
Characteristics of positions that can be performed successfully remotely include:
i. the job is characterized by clearly defined tasks and deliverables;
ii. the job is project -based;
iii. results are measurable;
iv. work can be sent to and from the employee's home with ease, speed and
confidentiality;
V. the job involves a high percentage of work that can be performed
remotely;
vi. there is a low requirement for in -person face-to-face contact with
managers, customers, members of the public, other employees, etc.;
vii. the needs of internal and external customers can be satisfied without
adverse impact to the organization or community;
viii. there is minimal need to access equipment, materials, files, etc. that are
situated only at the municipal work site;
ix. security requirements of the job can be met from a home work site; and,
X. confidentiality requirements of the job can be met from a home work site.
3.3 Employee characteristics:
Characteristics of employees who work successfully remotely include:
i. effective at working independently for extended periods;
ii. self -motivated, well -organized, and disciplined in their approach to work;
iii. a proven job performer who consistently delivers on commitments;
iv. does not require constant in -person supervision or feedback;
V. a skilled communicator and takes initiative to keep themselves informed;
vi. has a sound understanding oftheirjob requirements and expectations;
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vii. demonstrates dependability and responsibility by meeting attendance
standards;
viii. can dedicate the required number of hours to fulfilling job requirements
while working at home, and is able to focus and concentrate on work; and,
ix. has a suitable dedicated home workstation that is well-equipped with the
right work tools, is safe, quiet, and ergonomically sound.
Employees must continue to meet the performance expectations for their position
while working remotely to remain eligible.
4.0 Furniture and Equipment
4.1 Few job functions can be handled at an alternate work site without special
equipment. When special equipment is needed to participate in the Remote Work
Program e.g. laptop, desktop, computer, monitor, printer, modem, etc. the Remote
Work Program participant will use the County supplied equipment. Use of County
supplied equipment is subject to availability.
4.2 On a case -by -case basis, the County will provide the remote work participant with
hardware and software to conduct County business at home. Only hardware and
software required to successfully perform remote work duties will be supplied.
Therefore, equipment may vary between Remote Work Program participants.
4.3 Any equipment, hardware, or software provided by the County remains the
property of the County and will be returned to the County at the conclusion of the
Remote Work Program or when the Remote Work Program participant's
employment with the County ends, whichever first occurs.
4.4 When the County's equipment is used, the remote work participant must exercise
reasonable care for the equipment. The employee will be held liable for damage
caused by negligence.
4.5 The County is responsible for the cost of maintaining County -supplied equipment
and software. The remote work participant is responsible for transporting
equipment to and from the County. There will be NO in -home computer support
Meaning, IT will not come to the Remote Work Program participant residence to
support equipment issues.
4.6 The Remote Work Program participant is not authorised to make non-standard
hardware or software modifications to County -supplied equipment and Remote
Work Program participant must adhere to the County's Acceptable Use Policyfor
Computer Equipment Software, Internet Access and Internet Email Policy No.
13.10.
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4.7 If any equipment needed to perform the job effectively at an alternate work site
becomes inoperable or ineffective, the Remote Work Program option is suspended
until the problem(s) are resolved.
4.8 The Countywill not be liable fordamagestothe Remote Work Program participants
personal or real property while the employee is working at the alternate work site,
unless damages are caused as a direct result of malfunctioning of County -supplied
equipment.
4.9 The County will not purchase or reimburse the Remote Work Program participant
for furniture for the alternate work site.
4.10 Supplies required to complete assigned work at the alternate work site must be
obtained during one of the Remote Work Program participant's in -office visits. Out-
of-pocket expenses for supplies normally available at the County's office will not
be reimbursed without prior authorization.
4.11 The County will reimburse the remote work participant for authorized County -
related telephone calls made on personal lines through normal expense
reimbursement policies, if the Remote Work Program participant has not already
been issued with a company cell phone.
4.12 The County will not reimburse the remote work participant for any expenses
associated with the internet.
4.13 Expenses not specifically covered above will be dealt with on a case -by -case basis,
taking into consideration the appropriateness of the expense, other expenses
reimbursed for similar non -Remote Work Program participants, and the overall
budget.
4.14 The County will not be responsible for any costs that are associated with
the Remote Work Program participant using an alternate work site. For example,
maintenance, insurance, internet and utilities are not reimbursable.
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Subject: COVID-19 Vaccination Verification Policy
Policy Number: 8.390
Date Approved: September 14, 2021
Date Last Revision: [not applicable]
Code: L
Section: 8
1.0 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
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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:
■ 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 occur
outside of working hours, at the expense of the employee.
■ 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.
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
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and Members of Council appointed Committees, volunteers, contractors, and students (interns and
students on placements), with respect to COVID-19 and vaccinations.
3.0 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")
4.0 Applicability
This policy applies to:
• 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 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.
5.0 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
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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
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 -Biotech COVID-19 vaccine
• Moderna COVID-19 vaccine
• Janssen (Johnson and Johnson) COVID-19 vaccine
• AstraZeneca/COVISHIELD COVID-19 vaccine
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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.
7.0 Responsibilities
All levels of management are responsible for the administration of this Policy.
Management/Supervisors are expected to:
• 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, 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 including completion of a laboratory -based polymerase chain reaction (PCR)
test;
• Complete any required Educational Program or training about COVID-19, including regarding
vaccinations and safety protocols;
• Adhere to any additional mandates or directives or reporting requirements from 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:
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• 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;
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• Follow direction provided by the County of Elgin in cases where Rapid Antigen Testing
identifies a positive case including completion of a laboratory -based polymerase chain
reaction (PCR) test;
• Adhere to any additional mandates or directives or reporting requirements from 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.
8.0 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 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:
8.1 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.
8.2 Not vaccinated, but in progress to complete vaccination
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• 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;
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• 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.
8.3 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,
• 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.
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
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8.4 Not vaccinated
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
8.5 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;
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• 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.
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.
10.0 Inactive 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
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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
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
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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.
17.0 Training
All employees and individuals to whom this policy applies will have this policy shared with them on,
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
18.0 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.
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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:
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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 CNO#:
Address:
Phone Fax
Signature of Physician or Nurse Date
1-.
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Progressive by 9yati[ire,
Employee Last Name:
First Name:
County of Elgin
Policy Manual
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. Pleaseindicate 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))
*Reference: NACRecommendations Utions�,...............-
❑
Report of Adverse Event Following Immunization (AEFI) Submitted
❑ AEFI not submitted. Please complete and submit an l:..If:..Il...... ll..p.lr.m or provide an
explanation why anAEFI will not be submitted.
❑ Patient has been referred to an allergist or specialist related to their documented
218
/f�" IVVuuumi
9 w . . � � . pi�
Progressive by Nature
contraindication tobeing fully vaccinated for COVID-19.
** Effective Time Period for the Medical Reason Listed Above:
County of Elgin
Policy Manual
219
CORRESPONDENCE —March 22, 2022
Items for Information — (Attached)
1. Incoming Senior Vice President and President, Gas Distribution and Storage,
Enbridge Gas with a letter of introduction.
2. Tom Allwood, Chair, Multi -Municipal Wind Turbine Working Group and
Councillor, Municipality of Grey Highlands, regarding Ontario's Energy Plan and
Wind Turbines. (2 appendices)
3. Email from Jessica Johnson requesting reconsideration and support for the
TVDSB RETF Draft Report.
4. Resolution from Oxford County regarding TVDSB Trustee distribution.
220
500 Consurneirs IRoad
North York, Ontaido M2J 1 PS
Canada
County of Elg4i
Wairden IMairy Firench
450 Sunset Dir.
St. Thoirnas, ON
N51R 5Vl
Dear Wairden Firench and IMeirnl eirs of Coun6ill,
On II airch 1, 2022, 1 assuirned the iro�le of Senlioir Vice Pireslident & Pireslident, Gas D�istilbuHon and Storage
foir Enbildge, wNich Iin6llucles Enbildge Gas lint Ontailo, and Gazlifbire lint Quebec.
I airn excfted to Ilead two stirong coirnpanlies whose coin purpose iis to defiveir the eneirgy that enhances
peoplles quafity of Illife. Ouir 6stilbuhon seirVice airea geneirates 40 peircent of Canada's GDP, and the
eneirgy we piroVide foir 3.9 rnflfion ireslidenhall, burliness and linclustlrliall custurneirs, h6lps keep tMs countiry's
econoirnuc eng4ie huirnm4ig. Ouir unIique Storage and TiransirnVssIion bus4iess piroVides sNippeirs Mth d�iirect
access to North Airneilca's majoir natui4l gas suppy bas4is. TMs bus4iess Iln6lucles one of the airgest
integirated undeirgiround natui4l gas storage fa6ifiHes Iin North Airneilca, that ensuires Ontailo, Quebec and
mairkets fuirtheir east have access to a irefiaUle and secuire eneirgy souirce, when they need lit most.
I intend to IbUiN upon tMs scold foundahon and the outstan6ng leadeirsNip of CyntNia Hansen, who Iis now
Executive Vice PiresIident and PiresIident of Gas TiransirnVssIion foir Enbildge Inc., and bilngs to heir iro�le a
deep undeirstan6ng of Enbildge Gas, Gazlifbire and theliir respecHve mairkets.
You can expect a seairnless tiransftVon. Over the couirse of Irny 25 yeair caireeir Iin eneirgy, most recenHy Iin
my pireVious iroe as Senlioir Vice PiresIident and CNief OpeiraHons Officeir, Gas TiransirnVssIion and
Midstireairn at Enbildge, Irny focus has been to defiveir best-4i-61ass safety, enViironirnentaand
opeiraHonaUly exceUlent peirfoirimance. Under my Ileadelrshlip, we MUI ireirna4i Ilaseir focused on piroVid4ig a
safe, Ir6ll aUle and coirnpeHHve eneirgy chcJce foir ouir custurneirs. In aWiHon, we MUI expand ouir efforts to
advance Ontailo and Quebec's enViironirnentaobjechves thirough investments and pairtneirsNips Iin zeiro
and low-cairbon eneirgy IlnlftVrahves and tech no�log lies, and we will conHnue to defiveir on ouir bus4less and
finan6iall objechves foir ouir shairehoNeirs.
Over the coirn4ig weeks I MlHl be rnak4ig the rounds, meehng Mth eirnplloyees, goveimiment offi6ialls,
In6genous and coirnmunfty Ileadeirs, bus4iess pairtneirs and otheirs, to fuirtheir Irny undeirstan6ng of the
burliness and the needs of those we seirve. I have an open dooir polHcy and want to so�Hcft youir thoughts
on what we aire d6ing weUl, and what we coUld do betteir so that we may IbUilld upon ouir stirengths.
&inceir6ly,
QllY'
Michelle Hairradence
Senlioir Vice Pireslident & Pireslident, Gas D�istilbuhon and Storage, Enbildge
221
March 2, 2022
County of Elgin
..........................................�
RE: Ontario's Energy Plan and Wind Turbines
Dear Mayor and Council:
I am writing to share information compiled by the Multi -Municipal Wind Turbine
Group (MMWTWG) on recent plans announced by the Ontario government to
expand electricity generation capacity. We are providing this update to you
because your municipality endorsed a 2017 resolution indicating that you were
an "Unwilling Host" for wind turbine projects. While the threat of new wind
turbine projects disappeared while Ontario had a surplus of generation
capacity for electricity, the recent announcements suggest a potential for new
wind projects.
The MMWTWGwas initially created in 2009 by municipalities in Bruce, Grey and
Huron Counties to share information on wind turbine projects being proposed or
operating in our municipalities. The organization is a joint committee with
elected and citizen representatives from the member municipalities. Since its
formation, we have been monitoring the operation of wind turbines and
advocating on behalf of our residents adversely affected by the wind turbines.
I wanted to ensure that your municipality is aware of the Ontario government's
recently announced plans that have potential to lead to new wind turbine
installations in rural Ontario. This plan is included among the energy program
that was announced at the Rural Ontario Municipal Association meeting and in
a speech that Todd Smith, as Minister of Energy, gave to the Empire Club. The
program includes a pilot SM R pilot nuclear facility at Darlington, expanded
hydroelectric generation capacity, new RFPs for medium term and long term
generation capacity and a program to certify renewable energy generation
capacity.
We are specifically concerned about the certification program. While limited
details are available for this program, we are concerned that wind turbines are
included among the renewable energy generation facilities that can be
certified under the program used to allow the installation of larger turbines within
existing project sites. The wind companies are certainly listening as leasing
222
activity in support of a project has already been reported in southwestern
Ontario.
While changes introduced by the government allow municipalities to regulate
the creation of new wind turbine facilities within their communities through
zoning by-laws, other regulatory changes by the government exempts existing
wind projects from these municipal by-laws, even when the project operator is
replacing the existing wind turbines with larger, more powerful equipment. On
this basis, the project repowering included in the recent Ministerial Directive
would not require any municipal input or approval due to this regulation.
Many municipalities that have started the process of drafting by-laws relative to
wind turbines find that they need direction on appropriate setbacks that would
be included in a municipal zoning by-law. They know that the existing setbacks
in Regulation 359/09 are not sufficient to protect residents and they are looking
to the provincial government for revised setbacks reflecting the learning from
the existing projects and the lived experiences in other jurisdictions. If the
province is revivingwind power development, it needs to take a leadership role
by updating these regulations immediately.
We are also concerned about the government's failure to address the problems
created by the existing wind turbine projects. These projects operate under
Renewable Energy Approvals or REAs that set out very strict operating
requirements. First, project operators are required to prove that the project is
operating within the 40 dBA audible noise limit by filing noise audit reports prove
compliance. Many projects were provided with specific deadlines for the
submission of these reports. The attached appendix shows the status of these
audits based on public information. Only 45% of projects have reached some
form of closure with the other continuing to operate (three continuing even
though they have been found to be non -compliant) despite concrete timelines
for action in their REAs.
The failure of the government to enforce the requirements of the REAs forwind
turbine project operators to investigate and resolve complaints about project
operations is another concern. More than 5,800 Incident Reports have been
created as a result of complaints about noise emissions from wind turbine
projects and based on feedback from the residents in our communities there
has been little or no action by the project operators on these matters. Frankly,
the government has shown no interest in working on behalf of rural
223
residents. This is an additional concern as 39% of the Incident Reports, prepared
and signed by Provincial Officers, include references to adverse health effects.
If you have not already made adjustments to yourzoning by-laws, I hope that
this reminder will prompt your Council to review their contents in the context of
the government's apparent plans to start construction of more wind turbines
despite the past failings of this technology.
Our view is that the provincial government needs to:
• Update the direction provided in terms of setbacks between wind
turbines and other activities,
• The government needs to take more aggressive action in enforcing the
terms of the approvals for existing wind turbines before authorizing the
construction of any new turbines, and,
• Bar operators of projects with these compliance failures from
participating in any of the contract extensions or opportunities to bid on
capacity expansions that are envisioned in the recent Ministerial
Directive.
If you agree, we ask that you communicate your concern to Minister David
Piccini, Ontario Minister of Environment, Conservation and Parks as well as your
local M PP(s).
If your municipality is interested in joining the Multi -Municipal Wind Turbine
Group to receive updates on these matters please contact the Deputy -Clerk for
information on the fee structure. The group meets every second month and
Zoom facilitates the participation of members beyond easy driving distance of
the normal meeting site in Chesley.
Yours truly,
Tom Allwood,
Chair, Multi -Municipal Wind Turbine Working Group
Councillor, Municipality of Grey Highlands
c. Honourable David Piccini, Minister of Environment, Conservation and Parks,
r;,r;;..„C,!i„",;Il;;,r;,,,,!`.......1,„";......„C a::arolla.:ria::a„ew a.:
Hon. Jeff Yurek,Elgin-Middlesex-London,jeff.yurekco@pc.ola.org
224
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Appendix 2: Complaints by Project
The following table summarizes the information on the complaint records provided in response to a
series of four Freedom of Information requests. In total, the information released indicates that more
than 5,800complaints have been made about the operations of wind turbine projects between 2006
and 2018. (The requests for information covering 2019 and 2020 are outstanding. The fact the
government does not have rapid access tot hese records tofu lfi I I FOI requests is proof that citizen
complaints are going nowhere, and are not subject to any high level scrutiny.)
Communications from residents indicate that when there is no follow-up action on complaints, people
just give up and stop complaining. This does not mean that the problems have been resolved. Actual
follow-up on high profile situations could encourage many residents to start documenting their concerns
and reports of poor health again.
Site Name
Sta rt
Year
2006 -
2014
2015-
2016
2017
2018
Total
Melancthon Wind
(All Phases)
2008
873
62
0
26
961
K2 Wind
2015
1
413
178
149
741
Unifor (CAW)
2013
236
92
174
147
649
Enbridge Underwood
2009
442
73
14
27
556
Talbot Wind Farm
2010
388
7
2
6
403
East Durham
2015
293
6
27
326
Thames Valley Phase 1&2
2010
239
16
0
255
Capstone - Grey Highlands
2014
3
121
79
203
Comber Wind
2010
127
2
9
138
Frogmore-Cultus-
Clear Creek
2008
131
4
0
135
HAF Wind
2014
71
57
2
0
130
Niagara Wind
2016
0
24
20
83
127
Harrow Wind
2010
117
6
0
123
Plateau Wind
2012
119
1
0
120
R i p l ey W i n d
2007
99
0
99
Conestogo Wind
2010
69
10
0
79
Grand Valley Wind
2012
24
38
8
70
Kent Breeze Wind
2011
55
2
0
57
Snowy Ridge
2016
7
46
1
54
Duffe ri n Wind
2014
3
50
0
53
Grand Bend Wind
2016
13
37
2
52
St. Columban Wind
2017
1
30
11
5
47
South Kent Wind
2014
35
5
0
40
Settler's Landing
j 2017
1
1
1 35
2
37
Adelaide Wind
1 2014
1
1 34
1 2
0
36
228
McLean's Mtn. Wind
2010
27
6
3
0
36
Ernestown Wind Park
2014
1
33
0
34
Summerhaven Wind
2010
19
8
3
1
31
Wolfe Island Wind
2009
22
1
23
Proof Line Wind
2009
20
20
Grand Renewable
2014
19
1
20
BluewaterWind
2011
8
8
2
18
Jericho Wind
2014
3
15
18
Armow
2011
15
15
Amherst Island
2018
15
15
Cedar Point
2011
10
4
14
Goshen Wind
2015
8
2
10
Port Alma Wind
2008
9
9
Erieau-Blenheim Wind
2013
8
8
Erie Shores (Port Burwell)
2006
5
2
7
Raleigh Wind Energy
2011
6
6
Kruger -Chatham Wind
2011
5
5
Port Ryerse Wind
2016
5
5
Marsh Line
2010
4
1
5
North Kent Wind
2018
3
2
5
Bornish Wind
2011
1
3
4
Ganaraska Wind
2016
4
4
Zephyr Wind Farm
2012
4
4
Port Dover/Nanticoke
2013
3
3
South Branch Wind
2014
3
3
Springwood Wind
2014
3
3
Sumac Ridge
2013
3
3
Bow Lake
2010
1
2
3
Gesner Wind
2013
2
2
Oxley Wind Farm
2014
2
2
Prince I & II Wind
2006
2
2
Napier Wind
2015
1
1
Wainfleet Wind
2014
1
1
Otter Creek
-
1
1
Total
3,180
1,382
674
595
5,831
229
Name: Jessica Johnson
Email:
Message: To all Central Elgin county councilors;
I am writing to you to please reconsider and support the REFTdraft report. It's important that this is
discussed again and voted in favour of the RETF draft report. Please consider putting this back on the
agenda for your next meeting. I believe this is an important step in achieving control of our rural
education again. I am hopeful that this might be the start of separating from the TVDSB school board.
Our rural kids deserve better.
Thank you for your consideration in this manner.
230
(&Kfard
A
Gmwing stronger togerfi r
Municipal Council of the County of Oxford
Council Meeting - Oxford County
Date: Wednesday, February 9, 2022
Moved By: Marcus Ryan
Seconded By: Mark Peterson
Whereas in 1998 the Thames Valley District School Board (TVDSB) was formed, through the amalgamation of
the former Middlesex County Board of Education, Oxford County Board of Education, Elgin County Board of
Education and the City of London Board of Education;
And Whereas upon amalgamation, the TVDSB Trustee distribution consisted of two Trustees elected in each the
Counties of Middlesex, Elgin, and Oxford for a total of six Trustees and six Trustees elected in the City of
London;
And Whereas the TVDSB electoral group population has remained consistent since amalgamation between
400,000 and 999,999 as such TVDSB qualifies for a total of 12 Trustees for the TVDSB geography, and one
Indigenous Trustee appointed per Ontario Regulation 462/97;
And Whereas the number of elected Trustees and the distribution within a Board's jurisdiction is governed by
Ontario Regulation 412/00, the Regulation (the Act) requires a School Board to pass a resolution by March 31st
of an election year, either designating one or more municipalities as a low population or declaring that no such
designation will be made;
And Whereas the electoral quotient (2018) for Middlesex County meets the requirements for Middlesex County
to be designated a low population municipality;
And Whereas by Board resolution, Middlesex County has historically been designated low population, thus
allotted two Trustee representatives;
And Whereas as contained within the Act, the Board shall have regard based on the principles of: municipalities
with low population shall receive reasonable representation; evidence of historical, traditional or geographic
communities should be taken into account;
Therefore be it resolved that Middlesex County is deemed by Board resolution the designation as a low
population municipality for the purpose of Trustee Distribution;
Therefore be it Resolved that Oxford County support the TVDSB Trustee Distribution of:
2 Trustees representing Middlesex County
2 Trustees representing Oxford County
2 Trustees representing Elgin County
6 Trustees representing the City of London
Indigenous Trustee appointed per Ontario Regulation 462/97 and;
Therefore be it Resolved that Oxford County supports equitable representation that balances the rural interests
within the geography of Thames Valley, and the Resolution be forwarded to the Oxford, Elgin, and Middlesex
Councils, the Minister of Education, TVDSB Board, Minister of Municipal Affairs and Housing, and all Oxford,
Elgin, and Middlesex MPPs.
Motion Carried (21t42 J�u�e2
231
CLOSED MEETING AGENDA
March 22, 2022
Staff Reports:
1) General Manager of EPE/Deputy CAO — Municipal Act Section 239 (2) (a) the
security of the property of the municipality or local board, (h) information explicitly
supplied in confidence to the municipality or local board by Canada, a province or
territory or a Crown agency of any of them, (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 — Property Matter
2) Chief Administrative Officer — Municipal Act Section 239 (2) (k) a position, plan,
procedure, criteria, or instruction to be applied to any negotiations carried on or to
be carried on by or on behalf of the municipality or local board — Financial Services
(walk-on)
3) Chief Administrative Officer — Municipal Act Section 239 (2) (b) personal matters
about an identifiable individual, including municipal or local board employees —
Long -Term Care (walk-on)
232