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08 - April 6, 2022 County Council Agenda Package0011%/;Progressive by Nature TABLE OF CONTENTS Orders — Wednesday, April 6, 2022.......................................................... 3 Elgin County Council Minutes— March 22, 2022........................................... 4 ReportsIndex........................................................................................ 18 Report —Warden's Activity Report (March) and COVID-19 Update .................... 19 Report —Terrace Lodge Redevelopment Fundraising Committee Appointment... 25 Report — Library, Museum and Archives Service Updates — December 2021 to March2022............................................................................................. 29 Report — Elgincentives Program Review ....................................................... 34 Report — Elgincentives 2021 Year End Review .............................................. 63 Report — Elgin (County) / Eh!Tel Networks Inc. - Telecommunications Equipment Consent and Road User Agreement.................................................................. 67 Report — Elgin / Municipal Property Assessment Corporation ("MPAC") - Parking Space Licence Agreement........................................................................ 88 Report — 2021 County Road Maintenance Agreement — Financial Reporting ......... 91 Report — Surface Treatment and Microsurfacing (Tender No. 2022-T11) and Culvert Rehabilitations (Tender No. 2022-T12) -Tender Awards ..................... 96 Report — COVID-19 Emergency Team Planning — March Update ....................... 101 Report — Donation Policy No. 1.1................................................................ 123 Report — Response to Ukrainian Crisis......................................................... 135 Correspondence —Items for Consideration Index ........................................... 142 Correspondence — Letter from Dianne Wilson .............................................. 143 Correspondence —Items for Information Index .............................................. 145 Correspondence — Letter from TVDSB........................................................ 146 Correspondence —Queen's Jubilee Awards ................................................ 150 Correspondence — STEPAC Annual Report 2021.......................................... 156 Correspondence —City of Barrie Resolution ................................................ 175 1 0011%/;Progressive by Nature %,Ul I cON�[ Idence —SWIFT February 2022 Update ......................................... 177 Correspondence —Letter from LDCSB....................................................... 185 Correspondence - Letter from TVDSB Chair ................................................ 192 Closed Session Agenda —April 6, 2022...................................................... 193 2 0011%' Progressive by Nature ORDERS OF THE DAY For Wednesday, April 6, 2022, 1:00 P.M 1St Meeting Called to Order 2nd Adoption of Minutes — March 22, 2022 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations 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: .:i:i: tS //\ de a r Accessible formats available upon request. 46. � g!I , Progteaw.M ive,, by N;aWre ELGIN COUNTY COUNCIL MINUTES March 22, 2022 Page 1 March 22, 2022 Elgin County Council met this 22nd 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 (Electronic) Councillor Sally Martyn (Council Chambers) Councillor Dave Mennill (Council Chambers) Councillor Dominique Giguere (Electronic) Councillor Ed Ketchabaw (Council Chambers) Staff Present: Julie Gonyou, Chief Administrative Officer (Electronic) Brian Lima, General Manager of Engineering, Planning & Enterprise/Deputy Chief Administrative Officer (Council Chambers) Michele Harris, Director of Homes and Seniors Services (Electronic) Jeff Brock, Director of Information Technology Services (Council Chambers) Amy Thomson, Director of Human Resources (Council Chambers) Stephen Gibson, County Solicitor (Electronic) Nick Loeb, Senior Counsel (Electronic) Katherine Thompson, Manager of Administrative Services/Deputy Clerk (Council Chambers) Sarah Savoie, Accessibility Coordinator (Electronic) Jenna Fentie, Legislative Services Coordinator (Council Chambers) Delany Leitch, Legislative Services Coordinator (Council Chambers) Regrets: Councillor Grant Jones 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 Ketchabaw RESOLVED THAT the minutes of the meeting held on March 8, 2022 be adopted. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Page 2 March 22, 2022 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 St. Thomas -Elgin Social Services 2021 Update St. Thomas -Elgin Social Services presented a summary of Children's Services, Ontario Works, and Housing and Homelessness Services provision in 2021. Moved by: Deputy Warden Marks Seconded by: Councillor Martyn RESOLVED THAT the presentation titled "St. Thomas -Elgin Social Services 2021 Update" from St. Thomas -Elgin Social Services be received and filed. Councillor Purcell left the meeting as a result of connectivity issues. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 7 0 - Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT we do now move into Committee of the Whole Council. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X A1mor 1A/nrAJ n Cronnh V Page 3 March 22, 2022 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Report — Joint Accessibility Status Report 2021 — Accessibility Coordinator The Accessibility Coordinator presented the report summarizing the progress of measures taken by Elgin County and its Local Municipal Partners in 2021 to implement the goals outlined in the Joint Multi -Year Accessibility Plan. Moved by: Councillor Martyn Seconded by: Councillor McPhail RESOLVED THAT the report titled "Joint Accessibility Status Report 2021" dated March 22, 2022 from the Accessibility Coordinator be received and filed for information; and THAT the report titled "Joint Annual Accessibility Status Report 2021" be approved. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell Central Elgin Councillor Sally Martyn X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 7 0 Motion Carried. 6.2 Notice and Extension of Service Accountability Agreement(s) SAA — Extending Letter — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report recommending the extension of Service Accountability Agreements (M-SAA and L-SAA) for Elgin County long-term care homes. Moved by: Councillor Martyn Seconded by: Deputy Warden Marks RESOLVED 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). Recorded Vote Yac Nn Ahctain Page 4 March 22, 2022 Motion Carried. 6.3 Administration Policy Manual Review and Revisions March 2022 — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report outlining March 2022 review and revision recommendations for the Elgin County long-term care Administration Policy Manual and Nursing department mandatory program policy. Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED THAT the report titled "Administration Policy Manual Review and Revisions March 2022" dated March 9, 2022 from the Director of Homes and Seniors Services be received and filed for information; 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. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 7 0 Motion Carried. 6.4 Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report recommending amendments to the 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. Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn RESOLVED THAT the report titled "Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 2.23 Pandemic Prevention and Control — Staff Testing; and Administration Policy 1.35 Visitors and Resident Absences During a Page 5 March 22, 2022 Councillor Purcell re-entered the meeting. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 6.5 Information Technology Services Departmental Overview — Director of Information Technology Services The Director of Information Technology Services provided a presentation outlining operations in the Department of Information Technology Services. Moved by: Councillor Mennill Seconded by: Councillor Martyn RESOLVED THAT the presentation titled "Information Technology Services Departmental Overview" dated March 22, 2022 from the Director of Information Technology Services be received and filed. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. RECESS 6.6 2022 Employee Benefit Plan Renewal — Director of Human Resources The Director of Human Resources presented the report recommending the approval of 2022 negotiated renewal rate adjustments with Manulife Financial for the County of Elgin. Page 6 March 22, 2022 Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 6.7 Commissioner of Oaths/Affidavits Policy and Fee — Manager of Administrative Services/Deputy Clerk The Manager of Administrative Services/Deputy Clerk presented the report recommending the adoption of a policy and fee for commissioner of oaths/affidavits services. Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED 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. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 6.8 Cold In -Place Asphalt Recycling (Tender No. 2022-T08) and Hot Mix Asphalt Pwinn (Tnnelnr Me% gn99_T1nI - Tnnelnr AWnrel¢ — (-nnnrni Mnnnnar of Page 7 March 22, 2022 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. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 6.9 Ontario Land Tribunal Planning Jurisdiction — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report summarizing the Ontario Land Tribunal's planning jurisdiction in response to correspondence received from the Town of Aurora. Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw RESOLVED 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; and THAT staff be directed to consult with Elgin's Local Municipal Partners to prepare an advocacy strategy regarding methods that could be utilized to relieve backlog at the Ontario Land Tribunal, to be presented to Council at a future meeting. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Page 8 March 22, 2022 RESOLVED 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. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 6.11 Updated COVID-19 Measures —Chief Administrative Officer The Chief Administrative Officer presented the report containing information regarding the County's ongoing response to COVID-19. Moved by: Deputy Warden Marks Seconded by: Councillor Mennill RESOLVED 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. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. Page 9 March 22, 2022 7.2.2 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). 7.2.3 Email from Jessica Johnson requesting reconsideration and support for the TVDSB RETF Draft Report. 7.2.4 Oxford County with a resolution regarding TVDSB Trustee distribution. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere RESOLVED THAT Correspondence Items #7.2.1, 7.2.2, and 7.2.4 be received and filed; and THAT a response be sent to Jessica Johnson re. Item #7.2.3 relaying Council's decision to receive and file the draft report from the Rural Education Taskforce, and relaying Council's support for rural schools and receipt of local feedback regarding rural schools, and that Council looks forward to receiving the final report from the Thames Valley District School Board; copying the TVDSB Chair, Middlesex and Oxford County Councils. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Warden French gave a statement in support of rural schools. Councillor McPhail gave a statement regarding the humanitarian crisis in Ukraine and raised the possibility of a donation from Elgin County to the Canadian Red Cross. 8.2 Notice of Motion Councillor McPhail moved THAT a report be brought to Council at the April 6, 2022 meeting with recommendations regarding a possible financial contribution from Elgin County to the Canadian Red Cross in light of the humanitarian crisis in I Rernino Page 10 March 22, 2022 RESOLVED THAT Elgin County Council consider one additional report from the Purchasing Coordinator titled "Procurement Policy Exemption for Community Paramedicine Program Purchases. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Southwold Councillor Grant Jones Central Elgin Councillor Sally Marlyn X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 8.3.2 Procurement Policy Exemption for Community Paramedicine Program Purchases — Purchasing Coordinator The Purchasing Coordinator presented a report seeking Council's approval of exempting purchases for the Community Paramedicine Program, 2021/2022 fiscal funding year, from the County's Procurement Policy. Moved by: Deputy Warden Marks Seconded by: Councillor Martyn RESOLVED THAT the March 21, 2022, report titled, Procurement Policy Exemption for Community Paramedicine Program Purchases, submitted by the Chief Administrative Officer and Purchasing Coordinator, be received; and THAT purchasing for the Community Paramedicine Program, 2021/2022 fiscal funding year, be exempt from the County's Procurement Policy; and THAT the Purchasing Coordinator be authorized to purchase the required equipment for the Community Paramedicine Program by the March 31, 2022 deadline using existing suppliers and contracts where possible. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X n.d..,,,,.- %AI—,,4-- n/1— Ew--..-1, v Page 11 March 22, 2022 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. 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 — Long -Term Care Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. 10. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail RESOLVED THAT we do now rise and report. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X AAalahirlc ('ni mr illnr nriminlnl IC ('ZInl i6no X Page 12 March 22, 2022 RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. In -Camera Item #2 — Financial Services Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. In -Camera Item #3 — Long -Term Care Moved by: Deputy Warden Marks Seconded by: Councillor Purcell RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Page 13 March 22, 2022 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Marlyn Seconded by: Councillor Ketchabaw RESOLVED THAT we do now adopt recommendations of the Committee of the Whole. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 - Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law No. 22-18 — 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 22, 2022 Meeting. Moved by: Deputy Warden Marks Seconded by: Councillor McPhail RESOLVED THAT By -Law No. 22-18 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Southwold Councillor Grant Jones Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 - Motion Carried. Page 14 March 22, 2022 Recorded Vote Yes No Abstain West Elgin Councillor Duncan McPhail X Dutton Dunwich Councillor Bob Purcell X Central Elgin Councillor Sally Mart n X Central Elgin Deputy Warden Tom Marks X Malahide Councillor Dave Mennill X Malahide Councillor Dominique Gi uere X Ba ham Councillor Ed Ketchabaw X Aylmer Warden Mary French X TOTAL 8 0 Motion Carried. Julie Gonyou, Chief Administrative Officer. Mary French, Warden. REPORTS OF COUNCIL AND STAFF April 6, 2022 Council Reports —ATTACHED Warden French —Warden's Activity Report and COVID-19 Update (March 2022) Councillor Giguere — Terrace Lodge Redevelopment Fundraising Committee Appointment Staff Reports— ATTACHED Director of Community and Cultural Services — Library, Museum, and Archives Service Updates — December 2021 to March 2022 Interim Manager, Economic Development and Tourism — Elgincentives Program Review Interim Manager, Economic Development and Tourism — Elgincentives 2021 Year End Review Senior Counsel — Elgin (County) / Eh!Tel Networks Inc. - Telecommunications Equipment Consent and Road User Agreement General Manager of EPE/Deputy CAO — Elgin/Municipal Property Assessment Corporation (MPAC) — Parking Space Licence Agreement General Manager of EPE/Deputy CAO — 2021 County Road Maintenance Agreement — Financial Reporting General Manager of EPE/Deputy CAO — Surface Treatment and Microsurfacing (Tender No. 2022-T11) and Culvert Rehabilitations (Tender No. 2022-T12) - Tender Awards Chief Administrative Officer— COVID-19 Emergency Team Planning — March Update Chief Administrative Officer —County Donation Policy Chief Administrative Officer— Response to Ukraine Crisis iim ., . gym.gi n ',,,.i L 1 J Prolgre.ssive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Mary French, Warden DATE: March 31, 2022 SUBJECT: Warden's Activity Report (March) and COVID-19 Update THAT the March 31, 2022, report titled, Warden's Activity Report (March) and COVID- 19 Update submitted by the Warden be received and filed for information. INTRODUCTION: This report provides a high-level summary of the County's response to the pandemic as well as a list of events and meetings I attended and organized on behalf of County Council. DISCUSSION: COVID-19 Update At the time of this report (March 31, 2022) there were 807 individuals hospitalized with COVID-19 in Ontario. 166 of these individuals are in the ICU. As of March 31, Southwestern Public Health was reporting 292 active cases of COVID-19 in the region. Provincial Restrictions On March 1, 2022 the province lifted the following restrictions and i . i..Il a..11:m......Il i aNlgtl q r i�.:�.�.�."..w..!L..P. �..:::s including: • Lifting capacity limits in all indoor public settings • Lifting proof of vaccination requirements, with businesses being allowed to implement them voluntarily On March 21, 2022 the province lifted further restrictions including most notably the require to wear face coverings in indoor settings, excluding: o public transit, including indoor areas and vehicles. o health care settings including: • hospitals • psychiatric facilities 1 19 K K • doctors' offices • immunization clinics • laboratories • specimen collection centres home and community care provider locations only if you are an employee or contractor long-term care and retirement homes shelters and other congregate care settings that provide care and services to medically and socially vulnerable individuals • passive screening of individuals prior to entering a business is no longer required. • businesses and organizations that are open are no longer required to prepare and make available a safety plan. County Operations • The Elgin County Administration Building is open to the public between the hours of 8:30 a.m. and 4:30 p.m. Monday to Friday. • Those entering the building are no longer required to undergo a screening or wear a face covering. • The Museum is open with limited hours and capacity and the Archives are open by appointment. • All ten Elgin County Library branches remain open with health and safety protocols in place. • Provincial Offences opened to the public on February 28. Ticket payment can still be done virtually or by phone. • Over the course of March 2022, the Ministry of Long -Term Care and Health announced several changes to restrictions within Long -Term Care Homes a full update of these changes and policy updates related to COVID-19 can be found sere. ........................ • The majority of Administration staff have returned to the office with some hybrid in -home and remote work arrangements continuing under the Remote work Policy. • Active screening by Administration employees will be required for another month and non -homes staff are encouraged but not required to wear a face covering in indoor office settings. • On March 22, 2022 County Council supported the continued implementation of the Vaccination Verification Policy No. 8.390. This will remain in place for a minimum of 60 days and will be reassessed by County Council at a future date. 2 20 3 Terrace Lodge Redevelopment Resident Home Area and Common Area Naming Survey The Terrace Lodge Long -Term Care Home located in Malahide Township, Elgin County is undergoing a redevelopment that is scheduled to be completed in 2024. Phase One of construction is well underway and it is now time to select updated, meaningful, community -based names for Resident Home Areas and Common Areas. It is critical that when selecting these names, the County of Elgin seeks feedback from Terrace Lodge staff, residents and their family members, as well as members of the broader local community. Fill out our su::yyeY by April 21, 2022 to let us know which of the suggested names your like best and to provide us with your own unique ideas! Warden French's Charity Gala featuring `These Hands' Art Show and Auction I am delighted to announce that in 2022 1 will be hosting a gala event in support of the Terrace Lodge Redevelopment Fundraising Campaign, to be held at the Aylmer Old Town Hall, 38 John St. S, Aylmer on April 29, 2022. The event will include the official launch of the These Hands: Touching Memoirs of Seniors in our Community book, along with the beautiful photography used in the book. Photography from the book will be featured as an Art Show and be accompanied by a silent Art Auction. The These Hands book and photography were prepared by Elgin County Long -Term Care Homes staff and residents with support from the Government of Canada's New Horizon for Seniors Program. 100 tickets will be made available to the event and will cost $75 each. Please click the following link to view a video invitation to this event - I look forward to sharing an evening of fellowship with the community in support of this important local cause. Detailed information is listed below: What: Warden French's Charity Gala featuring the `These Hands' Art Show and Auction in support of the Terrace Lodge Fundraising Campaign When: April 29, 2022 6:30p.m.-9:OOp.m. Where: Aylmer Old Town Hall Cost: Tickets are $75 each and will be eligible for a $25 tax receipt Cause: Terrace Lodge Redevelopment Fundraising Campaign Tickets can be purchased: Online (Creditand Debit) Over the phone (Credit and Debit): (519) 631-1460 ext. 104 In -Person (Cash): Elgin County Administration Building 450 Sunset Drive, St. Thomas, ON N5H 5V1 21 Information: • Cash Bar available • Hors d 'Oeuvres to be served • Please come in formal attire • Attendees will receive a free copy of the These Hands book with their ticket purchase. • Please Note: Masks are welcome but not required, and if you are feeling unwell or exhibiting any symptoms of COVID-19 we encourage you to stay home. Events/Meetings Attended by Warden: • Elgin County Council (March 8, 22) • Environmental Committee (March 1) • Meeting with Middlesex County Warden and CAO (March 15) • EFA Agricultural Round Table (March 31) • Women in Leadership event sponsored by SCOR (March 9) • Meeting with Karen Vecchio (March 17) • St. Thomas -Elgin Health Recruitment Partnership Committee, scholarship recipient's dinner event • Elgin Clean Water Board (March 28) • SCOR meeting (March 31) • WOWC meets (April 1) • Elgin County EOC (April 1) FINANCIAL IMPLICATIONS: The financial impact of COVID-19 and the County's response efforts are reported to Council on a monthly basis. There are no other financial implications to report at this time. ALIGNMENT WITH STRATEGIC PRIORITIES: 9 22 ving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth ® Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Additional Comments: Elgin County Council's response efforts and the continuity of essential projects and services align with Elgin County Council's Strategic Plan 2020- 2022. LOCAL MUNICIPAL PARTNER IMPACT: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: A brief synopsis will be included in the Council Highlights document that is posted to the website and distributed to local Councils. CONCLUSION: As restrictions begin to ease and we return to a sense of normalcy, I want to thank Elgin County residents for the significant adjustments and sacrifices that have been made over the past 24 months to ensure the health and safety of our communities. These past two years have not been easy but together we have collaborated, innovated and cooperated to ensure that our communities remained safe and functional even under the most difficult conditions. The County of Elgin will continue to monitor the COVID-19 situation across Ontario and locally and will act in accordance with Public Health and Provincial recommendations. 5 23 is Respectfully Submitted Warden Mary French 24 m. . n CO Prolgre.ssive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Dominique Giguere, Councillor/Chair of Terrace Lodge Redevelopment Fundraising Committee DATE: March 29, 2022 SUBJECT: Terrace Lodge Redevelopment Fundraising Committee Appointment THAT the March 29, 2022, report titled, Terrace Lodge Redevelopment Fundraising Committee Appointment submitted by Councillor Giguere, be received and filed for information; and THAT County Council appoint Dutton Dunwich Councillor Amarilis Drouillard to sit on the Terrace Lodge Redevelopment Fundraising Committee for the remainder of 2022. INTRODUCTION: On February 22, 2022, County Council approved a change to the Terms of Reference for the Terrace Lodge Redevelopment Fundraising Committee. This change provided for a change in Committee composition allowing for representation from all of Elgin's Local Municipal Partners. In response to a request for an appointed member, the Municipality of Dutton Dunwich appointed Councillor Amarilis Drouillard to sit on the Terrace Lodge Redevelopment Fundraising Committee. DISCUSSION: To reflect that residents of Terrace Lodge come from all across Elgin County and that Terrace Lodge is a Long -Term Care Home that belongs to all County residents, County Council altered the Terms of Reference for the Terrace Lodge Redevelopment Fundraising Committee to include representation from all seven (7) of Elgin County's Local Municipal Partners. Correspondence was sent to Elgin County's LMPs who currently do not have an appointed representative on the Committee inviting them to appoint either a member of Municipal Council or a member of the general public to sit on the Committee. Correspondence was also sent to Elgin County LMPs who already have an appointed member asking them to assist in the recruitment of Members -at -Large and Committee Volunteers. 1 25 2 Elgin County has received a resolution (attached) from the Municipality of Dutton Dunwich appointing Councillor Amarilis Drouillard to the Terrace Lodge Redevelopment Fundraising Committee. The Committee is recommending that Council approve this appointment. The Committee hopes to receive more appointments from other LMPs in the coming weeks; however, in order to allow Councillor Drouillard to take her position as a voting member on the Committee as soon as possible, she must also be appointed by County Council. It is expected that additional reports to County Council with other recommended appointments will be brought before County Council in the coming months. FINANCIAL IMPLICATIONS: There are no financial implications. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Additional Comments: None. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. 26 3 Should Council approve the appointment of Dutton Dunwich Councillor Drouillard to the Terrace Lodge Redevelopment Fundraising Committee, a letter will be sent inviting Councillor Drouillard to attend the next meeting as a voting member. CONCLUSION: The Municipality of Dutton Dunwich has appointed Councillor Drouillard to sit on the Terrace Lodge Redevelopment Fundraising Committee for the remainder of 2022. The Committee is recommending that Council appoint Councillor Drouillard at the County level as well. All of which is Respectfully Submitted Councillor Dominique Giguere 27 �u COUNCIL RESOLUTION Res: 2022.08. 16 Wednesday, March 23, 2022 Moved by: Hentz Seconded by: Corneil THAT the Council of the Municipality of Dutton Dunwich receives correspondence from the Terrace Lodge Redevelopment Fundraising Committee; and THAT Council appoints Councillor Amarilis Drouillard to sit on the Terrace Lodge Redevelopment Fundraising Committee for the remainder of 2022. Recorded Vote Yeas Nays P. Corneil A. Drouillard K. Loveland M. Hentz B. Purcell - Mayor _x_ CARRIED: Mayor DEFEATED: Mayor m ...�_ .,.. i a I Pro&fi°essiv; by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: April 1, 2022 SUBJECT: Library, Museum and Archives Service Updates — December 2021 to March 2022 THAT the April 1, 2022 report titled Library, Museum and Archives Service Updates — December 2021 to March 2022, submitted by the Director of Community and Cultural Services, be received and filed for information. INTRODUCTION: This report provides County Council with service and project updates for Elgin County Library, Elgin County Museum and Elgin County Archives for the period of December 2021 to March 2022 relative to the province's COVID-19 re -opening framework. DISCUSSION: Elgin County Library, Elgin County Museum (including the Elgin County Heritage Centre) and Elgin County Archives are gradually re-establishing full services while adhering to on -going COVID-19 safety protocols. All three are now operating at full occupancy. Customer service is being provided behind plexiglass and both physical distancing and mask wearing are strongly encouraged although no longer mandatory. The following is an update on current service levels and projects at each institution: Elgin County Library All interior services are now available but the option of curbside pickup of materials continues upon request. Interior capacity was limited to 50 per cent occupancy until the end of February but has now been fully restored. The following are highlights of projects and initiatives undertaken by library staff during this period: • Library programs for all ages are gradually returning, particularly indoor children's programming which had been suspended since the on -set of the pandemic in 29 2 March 2020. All ten branches hosted March break programs involving a variety of activities and events which were very well attended. Many programs were customer -led activities such as at II°°) urt aims lle and III36l1aioiril aind SII, u1iingffiicllU Pbir unc[ie , and some were staff -led programs such as at Il.,)LtU0111 IIII brair r. • Circulation of print materials at the end of December 2021 saw an increase to over 90 per cent of pre -pandemic levels. In early 2022, circulation decreased slightly to over 80 per cent of pre -pandemic levels, however this is historically typical of circulation of print materials during the winter months. A full analysis of circulation levels throughout 2021 will the subject of the library's annual report in 2022. • County Council approved the elimination of library fines through a staged process beginning in June 2022. Publicity and awareness surrounding this move is currently in development and will be released in the coming weeks. • All staff were able to participate in virtual sessions of the annual Super oinf it ince of the Ontario Library Association which took place February 1 - 5, 2022. Staff led a session entitled "Gathering Our Resources: A Public Library and Correctional Institution Come Together to Support Literacy and Create Change" in partnership with the Ministry of the Solicitor General on the library's innovative partnership to donate discarded library materials to area correctional institutions. Approximately 150 people attended the session live and at least 219 have viewed. The CAO also presented on the topic of "Relationship Building with Your Municipality" which was well attended. • Branches have been working in partnership with Southwestern Public Health to host COVID-19 vaccination clinics. These clinics are open to all ages but are particularly targeted at youths aged 5 to 11. • Seed libraries at Belmont, Dutton, Shedden and Springfield branches are launching by April 1 st. Customers can check out and grow up to six seed packages per family from these branches. See more details about our seed Iibir u1ie Ilhicurc, as well as other special library collections. • New titles were added to our accessible Daisy CD collection (50) in partnership with CII; ;IL..., (Centre for Equitable Library Access). These digital talking books provide an audio format for those with visual or print disabilities. Also, two additional DAISY readers are being added to the collection to support these special CDs. • A new Digital Book Club, "Ill: 111 liiu Ill:Zea " launched in January and the Facebook group of over 60 members meets monthly, and members can drop in virtually for book discussion on a particular day. To support the Club, the Library is offering on -demand eBook and eAudiobook copies of the titles through Libby and Hoopla (of which this title won't count towards a cardholder's monthly max checkout). • Marketing materials and rack cards continue to be distributed strategically across the County to increase the number of active cardholders. Rack cards were recently mailed to residents of Oneida on behalf of the Shedden branch as part of on -going Indigenous outreach efforts in the region. Similar mailouts will be made shortly to parts of Aylmer, Malahide and Dutton. • Staff remain in active discussions with St. Thomas Public Library and area partners regarding the renewal of the library's catalogue software, the contract for 30 3 which expires at the end of 2022. Renewing this contract is a major strategic initiative for the year. Elgin County Museum / Elgin County Heritage Centre / Elgin County Archives Museum and archives were open at 50 per cent capacity in December, closed in January and re -opened at 50 per cent capacity in February according to the province's COVID-19 re -opening framework. They are now open at full capacity as of March. No appointment is needed to visit the Elgin County Heritage Centre. Archives is open by appointment only as part of entrance protocols for the Elgin County Administration Building. Customer service behind plexiglass continues and physical distancing and mask wearing are strongly encouraged although no longer mandatory. The following are highlights of projects and initiatives undertaken by museum and archives staff during this period: • Launch of the exhibit "Space to Spoon" which showcases technology that transforms satellite images into agricultural applications. This is a travelling exhibit on loan from Ingenium, Canada's Museums of Science and Innovation in partnership with the Canadian Agriculture and Food Museum and the Canadian Space Agency. • Organization and launch of an online Black history tour in partnership with regional museums through the virtual reality application `On This Spot'. The museum's contributions to this site can be viewed Ilheirc and content on the regional Black history exhibit can be viewed heir . • The Oneida Language and Cultural Centre is now actively participating in the '1\Ause1U1n9S Of Coi i nt " database. Staff have provided further training on how to upload to the database. On -site curatorial assistance has also been provided to their staff. • Elgin County Cycling History Murals Project — This project is made possible due to the support of the estate of Donna Vera Evans Bushell and involves the installation of six murals depicting cycling heritage at the following locations: Port Burwell, Port Bruce, Belmont, Shedden, Dutton and Rodney. Murals for Belmont, Port Burwell and Shedden are now complete and Port Bruce is in progress. Murals at Dutton and Rodney will be commissioned in the coming weeks. • Augmented Reality project — This project is also funded by the Bushell estate. Five more experiences relating to Port Stanley will be launched by late spring. • The Elgin County Museum Advisory Committee held its first meeting of 2022 on March 2nd with all members in attendance. The agenda and previous minutes are available on the oiixintr'' ebsl ite. • Staff are currently working with St. Thomas Public Library to consolidate and digitize the library's local history collections which will then be integrated into the archives' searchable database. This includes well over 50,000 index cards relating to genealogy and local history. 31 c continues to digitize local newspapers, including hard copies of the St. nas Times -Journal and its antecedent papers through the support of the Bushell Estate. • Archives is in the process of acquiring records and photographs relating to the tenure of former Member of Provincial Parliament Jeff Yurek. Once fully processed, these records will be a valuable addition to the collection. • Archives is about to enter new territory to preserve the County's social media accounts and postings as archival records. This is being facilitated through a service called "Archive -It" through the Illiiii,teiiriiriet Airdhlve. The archives has been deemed eligible for a complimentary subscription to this service. A preview is available Ih ere and the service has already started mining results. FINANCIAL IMPLICATIONS: Not applicable. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. S 32 5 Local municipal partners have been kept informed of the library's service changes and hours of operation. Notices regarding renewal of leases for 2023 have been issued as recommended by County Council at the March 8, 2022 meeting. Partners have been providing appropriate support such as cleaning under the terms of the County's current leases. COMMUNICATION REQUIREMENTS: These service updates have been posted on respective websites and through social media accounts. Any immediate changes to service levels and procedures will be communicated through these channels. CONCLUSION: Library, museum and archives' services are now approaching pre -pandemic levels, although COVID-19 safety protocols are still in place and are expected to continue for some time despite the lifting of restrictions by the province. Library programs for all ages, particularly children's programs, have been re-established and are being well attended. The Heritage Centre is open for exhibitions and public visits and staff in museum and archives continue to engage in collection work, digitization activities and special projects funded through the Bushell estate. 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E U O C: O Q U , Co 4-0U U- W m a O m O J U � � E :3 -C: O4-1 r U O 4-1 }, U c6 •- 4--+ }+ Q V U LL 'V E w .p EQ LL 4-1 cn o a� .cn O cn 4-0 cn CO cn 4-0 OD C a) a) O r � O � U c6 W a--� N 0 C: CO 0 U O 0 U O '� 0) U O E C: p O N CM t �3 S U co Q cn N c6 co O N E Q _O N N CD N E O O N N 4-1 CD O E O 0 0 cc 5 c6 CN co ,pco 3: :3 •— }' C: W i cc c6 -0 O O � W � •+ •— +•� a) CO CZ C6 Q EZ: 0 Q Q � O � Co P1 05 c6 +� L- 0 • i c6 .0 QL C i c6 r 4-1 C: U CO p C (n .0 ._ co C: -C :3 W � co c6 U O O C: J > C U p � O U OD E � aD o C Q E m N � U � N W C O •� J '� w� N I REPORT TO COUNTY COUNCIL o rr�%' FROM: Carolyn Krahn, Interim Manager of Economic Development & Tourism m�.0 0 �t 1 Brian Lima, General Manager of Engineering, . P roj e ��,sivy by Nature Planning, & Enterprise (EPE) / Deputy CAO DATE: March 29, 2022 SUBJECT: Elgincentives 2021 Year End Review RECOMMENDATION: THAT the report titled "Elgincentives 2021 Year End Review" from the interim Manager of Economic Development & Tourism, dated March 29, 2022 be received and filed as information. INTRODUCTION: In October 2015 the Elgincentives Community Improvement Plan was launched. In five years, the program realized huge success across the County. 2020 marked the end of the Elgincentives funding commitments from County Council. On February 9, 2021 County Council committed an additional $80,000 (property tax vacancy rebate) plus carry-over funds of $150,000 for a total of $230,000, to be included in the 2021 Budget for the Elgincentives Program. DISCUSSION: In 2021 Elgincentives had a total of 30 approved applications from April — October with a total investment by Elgin of $179,755 resulting in private investment of $608,281. One application was withdrawn due to planning issues. Two applications were denied this year as the committee deemed them both to be lifecycle improvements. There are four remaining projects from 2019 that are in the process of being completed and four projects from 2020 have received an extension due to supply chain issues and skilled labour shortage. Dollars Committed as of November 30, 2021 Year Active Applications Dollars Committed 2019 4 $27,564 2020 7 $38,349 1 63 23 1 $153,669 Elgincentives Grants Number of Approved Projects* Approved Grant Value Fagade 14 $44,122 Signage 12 $28,528 Property 5 $11,110 Building Improvement 17 $94,789 Building Conversion/Expansion 0 0 Energy Efficiency 0 0 Outdoor Art Grant (located in priority area) 0 0 Savour Elgin 2 $1,073 Arts Trail 1 $134 Planning and Building Fees Grant 0 0 Tax Increment Equivalent Grant 0 0 *several applications were approved for more than one grant Municipality # of Applications Grant Value Value of Projects Aylmer 9 $63,906 $197,336 Bayham 0 0 0 Central Elgin 9 $43,375 $140,093 Dutton Dunwich 4 $24,955 $115,186 Malahide 1 $6,643 $13,285 Southwold 2 $4,364 $9,531 West Elgin 5 $36,512 $132,850 3 FINANCIAL IMPLICATIONS: There are no financial implications associated with the 2021 year end review. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in 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. ® Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Municipal partners continue to serve on the Implementation Committee to review, comment and approve applications for their respective municipalities. COMMUNICATION REQUIREMENTS: A copy of this report and any further direction provided by Council will be circulated to each of the member municipalities. CONCLUSION: The popularity of the Elgincentives program remains strong and continues to improve Elgin's downtowns, waterfronts, agricultural and tourism areas. ml All of which is Respectfully Submitted Carolyn Krahn Interim Manager of Economic Development & Tourism Brian Lima General Manager of Engineering, Planning & Enterprise /Deputy CAO Approved for Submission Julie Gonyou Chief Administrative Officer 9 REPORT TO COUNTY COUNCIL FROM: 46 uuu E Progressive 4y Nature 117_110 =F Nicholas Loeb, Senior Counsel Brian Lima, General Manager Engineering, Planning, and Enterprise (EPE)/ Deputy CAO March 30, 2022 SUBJECT: Elgin (County) / Eh!Tel Networks Inc. - Telecommunications Equipment Consent and Road User Agreement RECOMMENDATIONS: It is recommended that: 1. The within Report to Council, dated March 30, 2022, and entitled "Elgin (County) / Eh!Tel Networks Inc. — Telecommunications Equipment Consent and Road User Agreement" be received and filed; 2. County Council approve and authorize the Warden and Chief Administrative Officer to execute a proposed Telecommunication Equipment Consent and Road User Agreement as between Elgin (County) and Eh!Tel Networks Inc. substantially in the form and of the content attached as Appendix "A". INTRODUCTION: The purpose of this Report to Council is to seek approval and authorization for execution of a proposed Telecommunication Equipment Consent and Road User Agreement ("Telecommunication Agreement") between Elgin (County) and Eh!Tel Networks Inc. BACKGROUND AND DISCUSSION: Eh!Tel Networks Inc. is a telecommunication carrier proposing to construct fiber-optic installations, in part located within County Road Allowances, to establish and/or improve telecommunication services within unserved or poorly serviced areas in Elgin County. On February 22, 2022, County Council approved revisions to and authorized administered use of a Telecommunications Agreement that was initially approved and authorized on May 25, 2021, in respect of all future proposed fiber-optic installation projects. 67 K vorks Inc. previously received authorization from Council to enter into the initial May 25, 2021 version of the Telecommunication Equipment Consent and Road User Agreement on February 8, 2022. Following the approved revisions to the Agreement and conforming to Council direction, Eh!Tel Networks Inc. was subsequently provided with the opportunity to select whether it wished to enter into the initial version of the Agreement or the revised version. Eh!Tel Networks Inc. selected to enter into the revised Agreement. The proposed Agreement will apply to all future Eh!Tel Networks Inc. infrastructure installed within the County Road Allowances for the duration of the term of the Agreement. FINANCIAL IMPLICATIONS: As between Elgin and Eh!Tel Networks Inc., the Telecommunication Agreement establishes the framework for completion of installation projects in County Road Allowances, including financial arrangements and more specifically including fee and permit structures and blanket performance security, the latter to generally address costs of completion and/or restoration should project works not be completed by Eh!Tel Networks Inc. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Additional Comments: None Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. .: INICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None CONCLUSION: Staff presents a proposed Telecommunication Agreement with Eh!Tel Networks Inc.. This proposed Telecommunication Agreement conforms with the revised format approved by Council on February 22, 2022. All of which is Respectfully Submitted Approved for Submission Prepared By: Nicholas Loeb, Senior Counsel Reviewed By: Brian Lima, General Manager Engineering, Planning, and Enterprise (EPE)/ Deputy CAO Julie Gonyou Chief Administrative Officer W .• APPENDIX "A" TELECOMMUNICATIONS EQUIPMENT CONSENT and ROAD USER AGREEMENT This Agreement made effective the "Effective Date"). BETWEEN: WHEREAS: day of , 2022 (the CORPORATION OF THE COUNTY OF ELGIN (hereafter the "County") - and — EH!TEL NETWORKS INC. OF THE FIRST PART OF THE SECOND PART A. The Company is a "Canadian carrier" as defined in the Telecommunications Act, S.C. 1993, c.38 ("Telecom Act") or "distribution undertaking" as defined in the Broadcasting Act, S.C. 1991, c.11 (collectively, a "Carrier") and is subject to the jurisdiction of the Canadian Radio -television and Telecommunications Commission (the "CRTC"); B. In order to operate as a Carrier, the Company requires to construct, maintain and operate its Equipment in, on, over, under, across or along ("Within") the highways, streets, road allowances, lanes, bridges or viaducts which are under the jurisdiction of the County (collectively, the "Rights -of -Way" or "ROWS"); C. Pursuant to section 43 of the Telecom Act, the Company requires the County's consent to construct its Equipment Within the ROWS and the County is willing to grant the Company a non-exclusive right to construct within the ROWS provided that it shall not unduly interfere with the public use and enjoyment of the ROW or other public place, including any rights or privileges previously conferred or conferred after the Effective date by the County on Third Parties to use or access the ROWS; NOW THEREFORE in consideration of the mutual terms, conditions and covenants contained herein, the Parties agree and covenant with each other as follows: 1. DEFINITIONS AND INTERPRETATION 1.1 Definitions. In this Agreement, the following words and phrases shall have the following meanings: (a) "Affiliate" means "affiliate" as defined in the Canada Business Corporations Act; (b) "Anti -Bribery Law" means any anti -bribery law or international convention, as 2 (d) "CRTC" means the Canadian Radio -television and Telecommunications Commission. (e) "Emergency" means an unforeseen situation where immediate action must be taken to preserve the environment, public health, safety or an essential service of either of the Parties; (f) "Equipment" means the transmission and distribution facilities owned by the Company and/or its Affiliates, comprising fibre optic, coaxial or other nature or form of cables, pipes, conduits, poles, ducts, manholes, handholds and ancillary structures and equipment located Within the ROWs; (g) "Hazardous Substance" means any harmful substance including, without limitation, electromagnetic or other radiation, contaminants, pollutants, dangerous substances, dangerous goods and toxic substances, as defined, judicially interpreted or identified in any applicable law (including the common law); (h) "Municipal Consent" or "MC" means the written consent of the County, with or without conditions, to allow the Company to perform Work Within the ROWS that requires the excavation or breaking up of the ROWS (as more particularly described in Schedule "B" to this Agreement); (i) "Non -Compliant Equipment" means: (i) For all Equipment installed on or after the Effective Date, Equipment that is not compliant with the alignment approved by the County because the placement of the Equipment is greater than a distance of lm horizontally or vertically from the location approved by the County, and, the placement of such Equipment has a material impact on the County's ability to manage or use its ROWs; or, (ii) Equipment installed prior to the Effective Date of this Agreement is assumed to be compliant. However, Equipment installed prior to the Effective Date may be deemed Non -Compliant by the County if unapproved deviations from the approved alignment have a material impact on the County's ability to manage or use its ROWS; or, (iii) Equipment that is not compliant with other requirements of this Agreement. (j) "Permit" means a Municipal Consent or a Road Permit or both; (k) "Relocation Notice" means a written notice given by the County to the Company identifying the specific location and reason for the relocation and directing the Company to relocate the Equipment designated in the notice to another reasonable location in the ROW(s). (1) "Road Permit" means a Permit issued by the County that, generally, is required to authorize the Company to conduct Work that includes any activity that involves a deployment of its workforce, vehicles and other equipment in the ROWs which may interfere with the public use and enjoyment of the ROW for the duration of the Work when performing the Work.(as more particularly described in Schedule "B" to this Agreement); (m) "Service Drop" means a cable that, by its design, capacity and relationship to other fibre optic cables of the Company can be reasonably considered to be for the sole purpose of connecting backbone of the Equipment to not more than one individual other alteration of the Equipment performed by the Company Within the ROWS, including the excavation, repair and restoration of the ROWs. 1.2 Legislation. All references to statutes in this Agreement shall include amendments thereto, regulations thereof, and successor legislation thereafter. 1.3 Recitals, Schedules and Incorporated Documents. The beginning part of this Agreement entitled "Recitals", Schedule "A" as identified below, and the By-laws and Municipal Policies referred to in this Agreement are hereby incorporated by reference into this Agreement and form part thereof: Schedule "A" — Permit Fees Schedule `B" — Permits required by the County 2. USE OF ROWs 2.1 Consent to use ROWS. The County hereby consents to the Company's use of the ROWs for the purpose of performing its Work, subject to the terms and conditions of this Agreement and in accordance with all applicable laws or other municipal by-laws, rules, policies, standards and guidelines ("Municipal Guidelines") pertaining to the Equipment and the use of the ROWs; to the extent, however, that any municipal laws and the Municipal Guidelines are not inconsistent or in conflict with this Agreement or with applicable federal laws. 2.2 Restrictions on use. The Company shall not, in the exercise of its rights under this Agreement, unduly interfere with municipal operations, equipment or installations andthe public use and enjoyment of the ROWs, nor any rights or privileges previously conferred or conferred after the Effective Date by the County on Third Parties to use or access the ROWs 2.3 Equipment acquired by the Company. The Parties agree that, where the Company acquires, or has acquired, directly or indirectly, facilities from a Third Party that are located Within the ROWs (the "New Equipment"), then, effective the day of the acquisition of the New Equipment by the Company: (a) the New Equipment shall form part of the Equipment and shall be governed by the terms and conditions of this Agreement; and (b) where that Third Party is a Party to a valid and existing Road User Agreement with the County (the "RUA") and the Company, directly or indirectly, acquires the rights and obligations under the said RUA, the RUA shall be terminated. 2.4 No ownership rights. The Parties acknowledge and agree that: (a) the use of the ROWS under this Agreement shall not create nor vest in the Company any ownership or property rights in the ROWs; and (b) the placement of the Equipment Within the ROWS shall not create or vest in the County any ownership or property rights to the Equipment. M other occupiers of a County ROW resulting from the Company's Non -Compliant Equipment. If the County identifies the existence of Non -Compliant Equipment, the County will issue a Notice of Non -Compliance to the Company. If the County requires the Non -Compliant Equipment to be relocated, the County will send a Relocation Notice to the Company requesting relocation of the Non -Compliant Equipment and the Company must relocate the Equipment as follows: (i) above ground Equipment must be relocated within 90 days of the Company receiving a Relocation Notice from the County; (ii) below ground Equipment must be relocated within 180 days of the Company receiving a Relocation Notice from the County, such Relocation Notice to be issued by the County only in the event the County approves plans to re -open the site where the Non -Compliant Equipment is located; Prior to removal or relocation of Non -Compliant Equipment, the Company must obtain a new alignment approval from the County. If the Company fails to remove or relocate Non -Compliant Equipment as a result of receiving a Relocation Notice from the County, the County may, in its sole and unfettered discretion, complete the removal or relocation and any associated restoration and the Company must pay to the County all reasonable and verifiable costs related to the relocation and restoration. 3. APPLICABLE PERMITS 3.1 Permits. (a) Subject to Section 3.2 and 3.4, the Company shall not occupy, excavate, break up, disturb, or move oversized or overweight vehicles within a County ROW, where a Permit is required in accordance with this Agreement and Schedule `B", without first obtaining such Permit. (b) For each Permit required above, where applicable, the Company shall submit to the County a completed application, in a form specified by the County and including allFees in effect throughout the Term as set out in Schedule "A" to this Agreement as well as any Security required under this Agreement. 3.2 No Permits for routine Work. Notwithstanding Section 3.1, the Company may, with advance notice as required by the County, without first obtaining a Permit: (a) utilize existing ducts or similar structures of the Equipment with at least twenty- four (24) hours advance notice to the County; (b) carry out routine maintenance and field testing to its Equipment; and (c) install and repair Service Drops; provided that in no case shall the Company break up or otherwise disturb the physical hard surface of the ROW without the County's prior written consent. 5 (a) construction plans of the proposed Work, showing the locations of the proposed and existing Equipment and other facilities, and specifying the boundaries of the area within the County within which the Work is proposed to take place; (b) Traffic control plans for the protection of the workers, public and traveling public including detours as required to minimize traffic disruption; and (c) all other relevant plans, drawings and other information as may be normally required by the County Engineer from time to time for the purposes of issuing Permits. 3.5 Refusal to issue Permits. The County may refuse to issue a Permit in accordance with Section 3.1 for any bona fide municipal purpose, including but not limited to reasons of public safety and health, conflicts with existing infrastructure, proposed road construction, or the proper functioning of public services, all as identified in writing by the County, having regard to the public interest in having access to communications, including 911 access services. The County shall make good faith effort to provide consent to alternative suggestions, wherever possible, for routing the Equipment Within the ROW to assist the Company in its efforts to facilitate the installation of its Equipment. 3.6 Restoration of the Company's service during Emergencies. Notwithstanding Section 3.1, in the event of an Emergency, the Company shall be permitted to perform such remedial Work as is reasonably necessary to restore its services without complying with Section 3.1; provided that such Work does not unduly disrupt any Municipal service or activity and provided that the Company does comply with Section 3.1 within five (5) business days of completing the Work. 3.7 Temporary changes by County. Notwithstanding any other provision in this Agreement, the County reserves the right to set, adjust or change the approved schedule of Work by the Company for the purpose of coordinating or managing any major events or activities, including the restriction of any Work during those restricted time periods; provided however, that any such adjustment or change shall be conducted so as minimize interruption to the Company's operations. The County shall use its commercially reasonable efforts to provide to the Company forty-eight (48) hours advance written notice of any change to the approved schedule of Work, except that, in the case of any Emergency, the County shall provide such advance notice as is reasonably possible in the circumstances. 3.8 Granting of Permit Deemed as Municipal Consent Required Pursuant to the Telecommunications Act (Canada). The County agrees and acknowledges that, subject to satisfaction and performance of all terms and conditions both hereto and provided herein and the granting and issuance of any Roads Pen -nit authorizing installation of Equipment as contemplated by this Agreement and in relation to a location specified therein shall be considered and deemed to represent municipal consent to such installation and use thereof as is required pursuant to applicable laws of the Dominion of Canada, including but not limited to the Telecommunications Act, S.C. 1993, c. 38, as amended. 4. MANNER OF WORK 4.1 Compliance with Applicable Laws, etc. All Work shall be conducted and completed to 6 Pen -nits do not conflict with federal law. 4.2 Underground Equipment. The Company shall place those portions of the Equipment that cross beneath streets or existing buried utilities in ducts, carrier pipes or encased in concrete, or as otherwise specified by the County. Service drops are not required to be in ducts. 4.3 Installation. The Company shall utilize construction methods that minimize the impact on the ROWS, including but not limited to trenchless installation technology and single trench installation methods. 4.4 Stoppage of Work. The County may order the stoppage of the Work for any bona fide municipal purpose or cause relating to public health and safety, special events or any circumstances beyond its control. In such circumstances, the County shall provide the Company with a verbal order and reasons to stop the Work and the Company shall cease the Work immediately. Within two (2) business days of the verbal order, the County shall provide the Company with a written stop work order with reasons. When the reasons for the Work stoppage have been resolved, the County shall advise the Company immediately that it can commence the Work. 4.5 Coordination of Work. To minimize the necessity for road cuts, construction and the placement of new Equipment Within the ROW, the Company shall, where commercially reasonable and technically practicable, coordinate its work with other existing and new occupants of the ROW. 4.6 Identification of contractors. The Company shall ensure that all of its contractors have proper identification visible on the Work site displaying the name of the Company for which they work. 4.7 Emergency contact personnel. The Company and the County shall provide to each other a list of twenty-four (24) hour emergency contact personnel available at all times and shall ensure that the list is kept current. 4.8 Emergency work by County. In the event of an Emergency, the County may take such measures it deems necessary to re-establish a safe environment, and the Company shall pay the County's reasonable and verifiable costs that are directly attributable to the Work or the presence of the Equipment in the ROWS. 4.9 "As -built" drawings. The Company shall, no later than ninety (90) days after completion of any Work, provide the County Engineer with accurate "as -built" drawings, prepared in accordance with such standards as may be required by the County Engineer, sufficient, for planning purposes, to accurately establish the location of the Equipment installed Within the ROWs. As -built drawings to be provided in electronic format suitable to be incorporated into the County's GIS mapping. As -built information is provided a reference only. The County shall direct all inquiries regarding the location of the Equipment to the Company. Access to Company As -Built records are for use by the County only and shall not be distributed or disclosed to other parties without prior written consent of the Company. If the County has not received the As -built drawings from the Company within 90 calendar days following the completion of the Work, the Equipment will be considered to be Non -Compliant Equipment. 7 5.2 Permanent Road Restoration. If the Company has excavated, broken up or otherwise disturbed the surface of a ROW, the Company shall restore the ROW which the Company has excavated, broken up or otherwise disturbed to a similar state that it was in prior to the commencement of the Work. 5.3 Temporary repair. Where weather limitations or other external conditions beyond the control of the Company do not permit it to complete a final repair to the ROW within the expected period of time, the Company may complete a temporary repair to the ROW; provided that, subject to Section 5.5, the Company replaces the temporary repair with a final repair within a reasonable period of time. All repairs to the ROW by the Company shall be performed in accordance with the Municipal Guidelines and to the satisfaction of the County. If a temporary repair gives rise to an unsafe condition, then this shall be deemed to constitute an Emergency and the provisions of Section 4.8 shall apply. 5.4 Warranty of repairs. The Company warrants its temporary repair, to the satisfaction of the County until such time as the final repair is completed by the Company, or, where the County is performing the final repair, for a period of one (1) years or until such time as the final repair is completed by the County, whichever is earlier. The Company shall warrant its final repairs for a period of two (2) years from the date of their completion 5.5 Repairs completed by County. Where: (a) the Company fails to complete a temporary repair to the satisfaction of the County within seventy-two (72) hours of being notified in writing by the County, or such other period as may be agreed to by the Parties; or (b) the Company and the County agree that the County should perform the repair, then the County may effect such work necessary to perform the repair and the Company shall pay the County's reasonable and verifiable direct costs of performing the repair. 6. LOCATING FACILITIES IN ROWs 6.1. Locates. The Company agrees that, throughout the Term it shall, at its own cost, record and maintain adequate records of the locations of its Equipment. Each Party shall, at its own cost and at the request of the other Party (or its contractors or authorized agents), physically locate its respective facilities by marking the ROW using paint, staking or other suitable identification method ("Locates"), under the following circumstances: (a) in the event of an Emergency, within two hours of receiving the request or as soon as practicably possible, following which the requesting Party will ensure that it has a representative on site (or alternatively, provide a contact number for its representative) to ensure that the area for the Locates is properly identified; and (b) in all other circumstances, within a time reasonably agreed upon by the Parties. Company shall attempt to resolve the Error. If the Company is unable to resolve the Error in a reasonable time commensurate with the situation, the Company will pay the County for its reasonable and verifiable costs incurred as a direct result of the Error. An Inaccurate Locate resulting from Equipment relocated due to ground movement stemming from, among other things, weather conditions or work or activities carried out by a Third Party, or by, or on behalf of, the County, is not an Error. In the event of a disagreement as to the existence of an Error, the parties agree to work together to determine whether or not the Error stems from ground movement or work or activities carried out by a Third Party, or by, or on behalf of, the County. If it is determined that the conditions of the municipal right-of-way have changed, the parties agree to be reasonable, including with respect to the allocation of direct costs stemming from the change. 7. RELOCATION OF EQUIPMENT 7.1 County Request. Where the County requires and requests the Company to relocate its Equipment for a bona fide municipal purpose, the County shall notify the Company in writing and, the Company shall complete the requested relocation within ninety (90) days, having regard to the nature of the relocation required, the Company shall commence work to relocate its Equipment within a Right- of -Way. 7.2 Allocation of Cost. The responsibility for the costs incurred in relocating the Company's Equipment or performing such work referenced, where the County has made a request to the Company to relocate its Equipment as set out above will, for the purposes of this Agreement, be based upon the following chart and include all associated costs (labour, materials, design etc.) as well as depreciation, betterment and recovery of costs: Year(s) After Installation of Equipment Percentage of Relocation Costs Paid 1 1 '" a 2 1 11 % 5 80°' Q G;D 7 650/o 9 55% 10 4.5 alb 11 40% 12 35% 13 30% 14 20% 15 1Q 01 16 5 % 17+ 6U/11 0 Company proceeds to install the equipment despite receiving such notice, then the full cost of any relocation of the Equipment shall be at the Company's sole expense. 7.4 Upon Request of the Company. In the event that the Company wishes to relocate Equipment which has been previously installed in accordance with this Agreement at its own expense, the Company shall notify the County of such request, in writing, and such request will thereafter be considered and administered by the County acting reasonably and with diligence giving due consideration to the scope of the works already undertaken by the Company Within the ROWs, provided that, in considering and administering such request the County shall be entitled to take into consideration any specific municipal or engineering interests affected by such relocation including any additional facilities located Within the ROWs. Notwithstanding the foregoing, the County shall not be permitted to unreasonably withhold, delay or condition its approval for such request. 7.5 Request by Third Party. Where relocation of Equipment is required due to the County accommodating a third party (hereinafter "Third Party Work"), the required relocation or related installation work shall be conducted by the Company in accordance with the terms of this Agreement respecting installation, and the full cost of the amendment or Relocation shall be borne solely by the third party and paid in advance. The County agrees to provide the Company with ninety (90) days' notice of the need for any such ThirdParty Work and to require that the relevant third party or parties bear the full cost of such Third Party Work and indemnify the Company against all claims and liabilities arising from the amendment or Relocation as a condition precedent to any such amendment or Relocation. 7.6 County efforts. Where any relocation of Equipment occurs, the County will make good faith efforts to provide alternative routes for the Equipment affected by the relocation to ensure uninterrupted service to the Company's customers. Once the Company has provided the County with all information the County requires to enable it to process a Permit application, the County shall provide, on a timely basis, all Permits required to allow the Company to relocate the Equipment. 7.7 Temporary Reconstruction or Realignment of Road Allowances. The Company shall, upon reasonable prior notice to the County, have the right to: (a) temporarily reconstruct or realign certain portions of the Road Allowances in order to permit the delivery or movement of Equipment. 8. PAYMENT OF FEES AND OTHER CHARGES 8.1 General. The Company covenants and agrees to pay to the County Permit fees, deposits and security associated with and required or reasonably demanded pursuant to this Agreement. The Permit fees and charges and security are set out in this Agreement and in Schedule "A" to this Agreement. 8.2 Fees. The Company covenants and agrees to pay to the County applicable fees as laid out in Schedule "A" ("Fees and Charges"). 10 in writing to the Company. The Company shall have thirty (30) days to cure the Default (the "Cure Period"). In the event that the Default is not cured within the Cure Period, then the County shall have the right to draw upon the Blanket Security described in section 10.7 of this Agreement. 8.5 Payment of taxes. The Company shall pay, and shall expressly indemnify and hold the County harmless from, all taxes lawfully imposed now or in the future by the County, a local municipality within the geographic jurisdiction of the County, or all taxes, rates, duties, levies or fees lawfully imposed now or in the future by any regional, provincial, federal, parliamentary or other governmental body, corporate authority, agency or commission (including, without limitation, school boards and utility commissions) but excluding the County, that are attributable to the Company's use of a County ROW. 9. TERM AND TERMINATION 9.1 Initial term and renewal. Subject to the renewal options described in subparagraph 9.1(a) and termination described in subparagraphs 9.2, 9.3 and 9.4, the Term of this Agreement shall commence on day of 2022 and expire and tenninate due to expiry on day of , 2027 (the "Initial Term"). (a) The Company in its sole discretion may renew this Agreement with the County for three (3) separate consecutive renewal terms of five (5) years each. To exercise the first option to renew, the Company must provide the County written notice of such election to renew prior to the expiry of the Initial Term, failing which the Agreement will terminate due to expiry. To exercise the second option to renew, the Company must provide the County written notice of such election to renew prior to the expiry of the first valid five-year extension, failing which the Agreement will terminate due to expiry. To exercise the third option to renew, the Company must provide the County written notice of such election to renew prior to the expiry of the second valid five-year extension, failing which the Agreement will terminate due to expiry. (b) If a renewal is not exercised prior to the last day of the Initial Term or valid extension, this Agreement shall terminate immediately on the last day of the Term or valid extension, subject to paragraph 9.4 of this Agreement. 9.2 Termination by either Party. Either Party may terminate this Agreement withoutfurther obligation to the other Party, upon providing at least seven (7) days' written notice in the event of a material breach of this Agreement by the other Party after notice thereof and failure of the other Party to remedy or cure the breach within thirty (30) days of receipt of the notice. If, however, in the view of the non -breaching Party, it is not possible to remedy or cure the breach within such thirty (30) day period, then the breaching Party shall commence to remedy or cure the breach within such thirty (30) day period and shall complete the remedy or cure within the time period stipulated in writing by the non - breaching Party. 9.3 Termination by County. The County may terminate this Agreement by providing the Company with at least seven (7) days written notice in the event that: 11 rights to use the ROWS pursuant to the Telecom Act and, unless the Company advises the County in writing that it no longer requires the use of the Equipment: (a) the terms and conditions of this Agreement shall remain in full force and effect until a new replacement agreement (a "New Agreement") is executed by the Parties; and (b) the Parties shall enter into meaningful and good faith negotiations to execute a New Agreement and, if, after six (6) months following the expiry of this Agreement, the Parties are unable to execute a New Agreement, then either Party may apply to the CRTC to establish the terms and conditions of the New Agreement. 9.5 Removing abandoned Equipment. Where the Company advises the County in writing that it no longer requires the use of any Equipment, the Company shall, at the County's request and within a reasonable period of time as agreed to by the Parties, act as follows at the Company's sole cost and expense: (a) Remove the abandoned Equipment that is above ground; (b) Subject to (c) immediately below, make safe any underground vaults, manholes and any other underground structures that are not occupied or used by a Third Party, (collectively "Abandoned Underground Structures"); (c) Where, in the reasonable opinion of the County Engineer, the Abandoned Underground Structures will interfere with any municipally -approved project that will require excavation or otherwise disturb the portions of the ROWS in which the Abandoned Underground Structures are located, then the Company shall, at or about the time the excavation of such portions of the ROWs for said project commences, remove the Abandoned Underground Structures therein. Upon removal of the abandoned Equipment or upon the removal or making safe of Abandoned Underground Structures, the Company shall repair any damage resulting from such removal or making safe and restore the affected ROWS to the condition in which they existed prior to the removal or making safe. If the Company fails to remove Equipment or to remove or make safe Abandoned Underground Structures and restore the ROWS within the time specified above, and to the satisfaction of the County Engineer, the County may complete said work and the Company shall pay the associated County's Costs. 9.6 Continuing obligations. Notwithstanding the expiry or earlier termination of this Agreement, each Party shall continue to be liable to the other Party for all payments due and obligations incurred hereunder prior to the date of such expiry or termination. 10. INSURANCE AND SECURITY 10.1 General. Throughout the term of this Agreement and any renewals or extension thereto, the Company shall maintain, at its sole expense, insurance (the "Company Insurance") in an amount and description as described below to protect the Company and the County from claims for damages, bodily injury (including death) and property damage which mayarise from the Company's operations under this Agreement, including the use or maintenance of the Equipment Within the ROWs or any act or omission of the Company and its employees, contractors and agents while engaged in the Work. The Company Insurance shall include all costs, charges and expenses reasonably incurred with any injury or 12 (c) include the County as an additional insured; (c� contains cross liability and severability of interest clauses. 10.3 Insurance certificates. As soon as possible after the execution of this Agreement, the Company shall provide on the County's standard form, the County with certificates of insurance in respect of the Company Insurance evidencing the cross liability and severability clauses and confirming the County as an "additional insured". Thereafter, the Company shall provide the County with evidence of all renewals of the Company Insurance in a form acceptable to the County. 10.4 General insurance conditions. (a) The Company Insurance shall not be construed to, and shall in no manner, limit or restrict the Company's liability or obligations under this Agreement. (b) The County shall not be liable for any premiums relating to policies under the Company Insurance. (c) The policies under the Company Insurance shall provide: (i) that they are primary insurance which will not call into contribution any other insurance available to the County; (ii) a waiver for severability of interest; and (iii) that the Company Insurance shall not be cancelled, lapsed or materially changed to the detriment of the County without at least thirty (30) business days' notice to the County by mail. (d) The Company will immediately notify the County of any changes to or cancellation of the Company Insurance if they will directly affect or reduce the coverage made available to the County. 10.5 Workplace Safety and Insurance Board. The Company shall provide Workplace Safety and Insurance Board ("WSIB)" clearance certificate that confirms the Company is in good standing with the WSIB. The Company shall ensure the WSIB clearance remains in effect when the Company's personnel are working within the ROWs. 10.6 Blanket Letter of Credit. If requested by the County, the Company shall, within thirty (30) days thereafter, post an irrevocable blanket letter of credit, for the minimum amount of ten thousand dollars ($10,000.00) (the "Blanket Security"). Once posted by the Company, the County may draw upon the Blanket Security and apply the funds therein against any undisputed outstanding financial obligations owed by the Company to the County under this Agreement. 10.7 Blanket Security - Term. The Blanket Security, if requested, shall be posted for a maximum of up to three (3) years and until such time as the County determines that the Company has established a satisfactory business relationship with the County. If the County is required to draw upon the Blanket Security, the County shall advise the Company and the Company shall, within fourteen (14) days thereafter restore the Blanket Security to its original value. 10.8 Proiect-specific Security. The County may also reasonablv reauest. and the Combanv 13 any circumstances be responsible or liable to the Company, its contractors, agents, or customers for any damage or losses in consequence thereof, unless due to the negligence of the County or those for whom at law it is responsible. 11.2 Company Indemnity. The Company hereby releases, indemnifies, completely holds harmless, and agrees to defend the County, its Councillors, officers, employees, legal counsel, agents and contractors, from and against any and all suits, judgments, claims, demands, expenses, actions, causes of action, duties, assessments, fees, penalties, liabilities, losses and costs which the County and its successors and assigns may at any time or times hereafter bear, sustain, or suffer, as a result of the Equipment, including without limitation, its placement, installation, construction, reconstruction, inspection, maintenance, use, operation, alteration, enlarging, repair, replacement, relocation and/or removal. 11.3 County Acknowledgement. The County hereby acknowledges that it is responsible for its negligence and the negligence of those for whom it is responsible for at law. 11.4 County Indemnity. The County hereby releases, indemnifies, completely holds harmless, and agrees to defend the Company, its officers, employees, legal counsel, agents and contractors, from and against any and all suits, judgments, claims, demands, expenses, actions, causes of action, duties, assessments, fees, penalties, liabilities, losses and costs which the Company and its successors and assigns may at any time or times hereafter bear, sustain, suffer, be put to or incur by reason of its negligence and the negligence of those for whom it is responsible at law. 11.5 No liability, both Parties. Notwithstanding any other provision in this Agreement, neither Party shall be liable to any person in any way for special, incidental, indirect, consequential, exemplary, or punitive damages, including damages for pure economic loss or failure to realize expected profits, howsoever caused, or contributed to, in connection with this Agreement and the performance or non-performance of its obligations hereunder 11.6 Survival. The obligation of a Party to indemnify, defend and save harmless the other Party shall survive the termination or expiry of this Agreement. 12. ENVIRONMENTAL LIABILITY 12.1. County not responsible. The County is not responsible, either directly or indirectly, for any damage to the natural environment or property, including any nuisance, trespass, negligence, or injury to any person, howsoever caused, arising from the presence, deposit, escape, discharge, leak, spill or release of any Hazardous Substance in connection with the Company's occupation or use of the ROWS, unless such damage was caused directly or indirectly by the negligence or willful misconduct of the County or those for which it is responsible in law. 12.2. Company to assume environmental liabilities. The Company agrees to assume all environmental liabilities, claims, fines, penalties, obligations, costs or expenses whatsoever relating to its use of the ROWS, including, without limitation, any liability for the clean- up, removal or remediation of any Hazardous Substance on or under the ROWS that result from: 14 provision in a reasonable period of time after the occurrence. For clarity, the Company shall not be liable in any manner for any events which occurred before the Equipment occupied the ROW. 13. NO JOINT VENTURE, PARTNERSHIP OR CO -OWNERSHIP 13.1 No Joint Venture. The Parties hereby acknowledge and agree that this Agreement is solely an access agreement and that no relationship is formed between the Parties in the nature of a joint venture, partnership co -ownership arrangement or other similar relationship. 14. FORCE MAJEURE 14.1 Force Majeure. Except for the Parties' obligations to make payments to each other under this Agreement, neither Party shall be liable for a delay in its performance or its failure to perform hereunder due to causes beyond its reasonable control, including, but not limited to, acts of God, fire, flood, or other catastrophes; government, legal or statutory restrictions on forms of commercial activity; or order of any civil or military authority; national emergencies, insurrections, riots or wars or strikes, lock -outs or work stoppages ("Force Majeure"). In the event of any one or more of the foregoing occurrences, notice shall be given by the Party unable to perform to the other Party and the Party unable to perform shall be permitted to delay its performance for so long as the occurrence continues. Should the suspension of obligations due to Force Majeure exceed two (2) months, either Party may terminate this Agreement without liability upon delivery of notice to the other Party. 15. DISPUTE RESOLUTION 15.1 General. The Parties hereby acknowledge and agree that: (a) this Agreement has been entered into voluntarily by the Parties with the intention that is shall be final and binding on the Parties until it is terminated or expires in accordance with its terms; (b) it is the intention of the Parties that all Disputes (as defined in subsection 15.2) be resolved in a fair, efficient, and timely manner without incurring undue expense and, wherever possible, without the intervention of the CRTC; and (c) the CRTC shall be requested by the Parties to consider and provide a decision only with respect to those matters which form the basis of the original Dispute as set out in the Dispute Notice issued under this Section 15. 15.2 Resolution of Disputes. The Parties will attempt to resolve any dispute, controversy, claim or alleged breach arising out of or in connection with this Agreement ("Dispute") promptly through discussions at the operational level. In the event a resolution is not achieved, the disputing Party shall provide the other Party with written notice of the Dispute and the Parties shall attempt to resolve such Dispute between senior officers who have the authority to settle the Dispute. All negotiations conducted by such officers shall be confidential and shall be treated as compromise and settlement negotiations. If the Parties fail to resolve the Dispute within thirty (30) days of the non -disputing Party's receipt of written notice, the Parties agree to utilize the services of a mutually agreed upon independent third party 15 16. NOTICE 16.1 Method of Notice. Any notice required may be sufficiently given by personal deliveryor, if other than the delivery of an original document, by facsimile transmission or electronic (e- mail) transmission, to either Party at the following addresses: To the County: Corporation of the County Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 To the Company Eh! TEL Networks Inc. 392058 Grey Road, 109 Holstein, Ontario, NOG 2A0 16.2 Delivery of Notice. Any notice given pursuant to Section 16.1 shall be deemed to have been received on the date on which it was delivered in person, or, if transmitted by facsimile or electronic transmission during the regular business hours of the Party receiving the notice, on the date it was transmitted, or, if transmitted by facsimile outside regular business hours of the Party receiving the notice, on the next regular business day of the Party receiving the notice; provided, however, that either Party may change its address and/or facsimile number for purposes of receipt of any such communication by giving ten (10) days' prior written notice of such change to the other Party in the manner described above. 17. FOREIGN CORRUPT PRACTICES ACT AND ANTI -BRIBERY INDEMNITY 17.1 Notwithstanding anything to the contrary herein, the County, in its administration of this Agreement, shall refrain from offering, giving or promising, directly or indirectly, money or anything of value to a Canadian or foreign governmental official to influence the official in his or her official capacity, induce the official to do or omit to do an act in violation of his or her lawful duty, or to secure any improper advantage in order to assist in obtaining or retaining business for or with, or directing business to, any person. For the purposes of this Section, "anything of value" includes, but is not limited to, cash or a cash equivalent, discounts, gifts, use of materials, facilities or equipment, entertainment, drinks, meals, transportation, lodging, insurance benefits, or promise of future employment. "Governmental official" shall mean any person holding any level of legislative, administrative, or judicial office of the Canadian or a foreign government or any of its departments or agencies or divisions; any person acting on behalf of the Canadian or a foreign government, including a local or provincial agency, enterprise, or organization; any official or agent of a Canadian or a foreign public administration or publicly funded organization; any official of a Canadian or a foreign political party; any officer or agent of a public international organization (e.g., World Bank, International Monetary Fund, World Health Organization, United Nations, World Trade Organization); or any relatives or close family/household members of any of those listed above. The County shall indemnify and hold harmless the Company from all claims brought against the Company as a result of the County or its representatives' failure to comply with Anti -Bribery Law. The County shall agreements, oral or written, between the Parties. 18.2 Assignment. This Agreement may not be assigned or transferred, in whole or in part, without the prior written consent of the other Party. Notwithstanding the foregoing, the Company shall, provided that it is not in material breach of this Agreement, have the right to assign this Agreement to an Affiliate without the consent of the County, provided that the Company has given notice to the County. 18.3 Gender and number. In this Agreement, words importing the singular include the plural and vice versa, words importing gender, include all genders. 18.4 Currency. Unless otherwise indicated, references in this Agreement to money amounts are to the lawful currency of Canada. 18.5 Parties to act reasonably. Each Party shall at all times act reasonably in the performance of its obligations and the exercise of its rights and discretion under this Agreement. 18.6 Amendments. Except as expressly provided in this Agreement, no modification of or amendment to this Agreement shall be effective unless agreed to in writing by the County and the Company. 18.7 Survival. The terms and conditions contained in this Agreement that by their sense and context are intended to survive the performance thereof by the Parties hereto shall so survive the completion of performance, the expiration and termination of this Agreement, including, without limitation, provisions with respect to indemnification and the making of any and all payments due hereunder. 18.8 Waiver. Failure by either Party to exercise any of its rights, powers or remedies hereunder or its delay to do so shall not constitute a waiver of those rights, powers or remedies. The single or partial exercise of a right, power or remedy shall not prevent its subsequent exercise or the exercise of any other right, power or remedy. 18.9 Severability. If any provision of this Agreement is determined to be invalid or unenforceable in whole or in part, such invalidity or unenforceability shall attach only to such provision and everything else in this Agreement shall continue in full force and effect. 18.10 Enurement. This Agreement is and shall be binding upon and inure to the benefit of the Parties hereto and their respective legal representatives, successors, and permitted assigns, and may not be changed or modified except in writing, duly signed by the Parties hereto. 18.11 Counterparts: This Agreement maybe executed by the Parties and delivered by facsimile or PDF transmission and in one or more counterparts which when held together shall be considered one and the same Agreement. 18.12 Equitable Relief. Either Party may, in addition to any other remedies it may have at law or equity, seek equitable relief, including without limitation, injunctive relief, and specific performance to enforce its rights or the other party's obligations under this Agreement. 18.13 Governing law. This Agreement shall be governed by the laws of the Province of Ontario and all federal laws of Canada applicable therein. 17 IN WITNESS WHEREOF this Agreement has been executed by the Parties hereto on the date(s) set out below and the Parties agree that this Agreement shall be effective on the date as set out at the top of page one (1) of this Agreement. SIGNED, SEALED AND DELIVERED CORPORATION OF THE COUNTY OF in the presence of: ELGIN Date: , Mary French, Warden Date: Julie Gonyou, Chief Administrative Officer We have the authority to bind the Corporation SIGNED, SEALED AND DELIVERED Eh±TEL Networks Inc. in the presence of: Date: , Per: Title: Date: , Per: Title: I/We have the authority to bind the Corporation IN RIG:I DI ill a Why Fees and Charges Telecommunication Equipment Consent and Road User Agreement By -Law Fee/Charge Amount 21-16 Municipal Consent $200.00 + $0.25/m 21-16 Road Permit $200.00 to $400.00 SCHEDULE "B" Permits reauired by the County Telecommunication Equipment Consent and Road User Agreement WORK ACTIVITY MC RP Notification No Permit or only Notification Road occupation that causes no disruption to traffic or X pedestrian flow to perform Work Work that requires oversize or overweight vehicles X Road Occupancy that involves the temporary closure of a X vehicle travel lane, parking lane to perform Work Emergency Work with no Excavation, no utilization of trees and X or other municipal infrastructure as a support structure Any installation of Equipment that requires Excavation' in the ROW, including: — the installation of buried Equipment crossing a road; — the installation of new Above -ground Plant; — the relocation of buried Equipment or Above -ground X X Equipment; — the replacement of existing Above -ground Equipment with equipment that is significantly larger; and — the installation of buried Service Drops that cross a road or a break a hard surface of the ROW. The installation of aerial Equipment (excluding aerial Service X Drops) Tree trimming on ROWS X The replacement of existing above -ground Equipment without adding more Equipment or significantly increasing its size (pole X replacements excluded) The installation of buried Service Drops that do not cross a road X or break the hard surface of a ROW Pulling cable through existing underground duct X The installation of or repair to aerial Service Drops X The maintenance, testing and repair of Equipment where there X is minimal physical disturbance or changes to the ROW 1 REPORT TO COUNTY COUNCIL FROM: Brian Lima, General Manager of �Engineering, Planning, & Enterprise (EPE) / Deputy CAO ElginC'..o' , Y' Prolgressive by Nature Stephen Gibson, County Solicitor DATE: March 15, 2022 SUBJECT: Elgin / Municipal Property Assessment Corporation ("MPAC") - Parking Space Licence Agreement RECOMMENDATION: It is recommended that: 1. The within Report to Council, dated March 15, 2022, and entitled "Elgin/Municipal Property Assessment Corporation ("MPAC') — Parking Space Licence Agreement", be received and filed; 2. Council approve preparation and execution of a Parking Space Licence Agreement between Elgin County and MPAC for the period June 1, 2022 to May 313 2023, and as applicable to two (2) parking spaces in the County Administration Building Parking Lot; and, 3. The Warden and Chief Administrative Officer be authorized to execute the said Parking Space Licence Agreement for the period June 1, 2022 to May 31, 2023, and as applicable to two (2) parking spaces in the County Administration Building Parking Lot, as prepared by the County Solicitor. INTRODUCTION: The purpose of this Report is to seek Council approval of and authorization for execution of a Parking Space Licence Agreement between Elgin County and MPAC for the period June 1, 2022 to May 31, 2023, and as applicable to two (2) parking spaces in the County Administration Building Parking Lot. BACKGROUND AND DISCUSSION: Since 2019, Elgin County has granted a licence to MPAC to use two (2) parking spaces at the extreme southwest corner of the County Administration Building Parking Lot, 450 Sunset Drive, St. Thomas, Ontario. The current Licence Agreement expires on May 31, 2022. 2 The relevant parking spaces are used to park motor vehicles owned by either MPAC for use by employees while performing duties in Elgin County or motor vehicles owned by those employees while operating the motor vehicles owned by MPAC to perform duties in Elgin County. In response to inquiry from Elgin staff, MPAC has confirmed a desire to continue the existing parking space licence arrangement. Given the stated intention to pursue new commercial lease opportunities within the County Administration Building, County staff recommend continuation of such parking space licence arrangements for only an additional one (1) year term, commencing June 1, 2022, and ending May 31, 2023, at an increased licence fee of $1,100.00, exclusive of taxes. It is noted that MPAC has historically paid the full licence fee in one lump sum at the commencement of the term of the Licence Agreement and, as such, the proposed Agreement now provides for payment of the annual licence fee on or before June 30, 2022. MPAC has agreed to the afore -noted terms and conditions and, in anticipation of approval by County Council, has executed a proposed new Parking Space Licence Agreement as prepared by the County Solicitor. FINANCIAL IMPLICATIONS: Elgin will generate revenue in the amount of $1,100.00, exclusive of taxes. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Additional Comments: None. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. :• LU1:A1- MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: For purposes of corporate efficiency, MPAC, as a Crown agency, has requested continued use of two (2) parking spaces in the County Administration Building Parking Lot. The MPAC request can still be accommodated without detrimental effect upon parking I used by Elgin County and existing tenants, particularly under a further one (1) year period while Council considers future leasing opportunities within the County Administration Building. Al of which is Respectfully Submitted Brian Lima General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Stephen Gibson County Solicitor Approved for Submission Julie Gonyou Chief Administrative Officer 3 91 REPORT TO COUNTY COUNCIL ow., - � FROM: Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy . CAO �.. ..n Prolgressive by Nature Peter Dutchak, Manager of Transportation Services DATE: March 25, 2022 SUBJECT: 2021 County Road Maintenance Agreement — Financial Reporting RECOMMENDATIONS: THAT the report titled "2021 County Road Maintenance Expenditures" report be received and filed. INTRODUCTION: This report summarizes County Road maintenance expenditures as reported by Elgin's member municipalities for the 2021 calendar year as required by the Road Maintenance Agreement. DISCUSSION: The County of Elgin has outsourced road maintenance activities to its member municipalities since 1997. Municipalities are required to report their maintenance expenditures from the prior year before February 15th as detailed in the Road Maintenance Agreement. The Road Maintenance Agreement compensation model allows each municipality the flexibility to determine how to complete a defined scope of maintenance activities and provides a lump sum annual allocation (paid monthly) calculated from the number of kilometres and type (Highway Classification) of County roads maintained. Allocations are increased annually by the Ontario CPI (for the month of October). 1 91 2 The following table summarizes total allocations and unaudited expenditures as reported by each municipality. 2021 RMA LMP Financials Aylmer Bayham Central Elgin Dutton Dunwich Malahide Southwold West Elgin Kilometres Maintained 1 4.1241 91.2471 140.3691 96.6931 146.1911 101.2751 99.533 Inspection/Patrol $ 2,104.86 $ - $ 25,702.83 $ 135,111.62 $ 13,181.57 $ 168,524.71 $ 103,044.34 Road Surfaces $ 3,738.96 $ 110,596.08 $ 105,264.87 $ 82,730.70 $ 10,210.76 $ 53,992.41 $ 32,214.63 Roadside $ 64.26 $ 31,165.02 $ 134,882.41 $ 55,453.15 $ 204,704.78 $ 85,879.27 $ 69,193.86 Drainage Systems $ - $ 23,965.64 $ 155,311.96 $ 27,272.21 $ 3,100.45 $ 10,999.79 $ 12,990.45 Bridges/Culverts $ $ 19,834.57 $ 24,082.95 $ 1,159.02 $ 13,756.46 $ 5,087.68 $ 13,500.04 Safety Devices $ $ 20,810.18 $ 136,394.48 $ 6,352.17 $ 92,414.34 $ 16,204.22 $ 82,421.30 Winter Control $ 10,379.05 $ 200,630.51 $ 371,345.87 $ 163,915.55 $ 394,785.64 $ 286,435.01 $ 157,187.87 Total Reported Total 2021 Allocation $ 16,287.13 $ 22,016.82 $ $ 407,002.00 444,594.18 $ $ 952,985.38 713,348.01 $ $ 471,994.41 465,598.83 $ $ 732,154.00 727,650.72 $ $ 627,123.09 507,754.65 $ 470,552.49 $ 483,035.93 Difference ($) Percent of Allocation Spent as Reported $ 5,729.69 74% $ 37,592.18 92% -$ 239,637.37 134% $ 6,395.58 101% $ 4,503.28 101% -$ 119,368.44 124% $ 12,483.44 97% Road maintenance expenditures are managed by each municipality in a manner they deem to be most effective. With this full autonomy, municipalities are able to retain any surpluses they create and must also manage deficits. After many years of experience, allocation amounts have been tested and found to be adequate to fund maintenance activities over a longer term. However, in any given year, expenditures will fluctuate mainly due to winter weather conditions. Municipalities are encouraged to reserve surpluses to offset years with higher expenditures. It is also important for municipalities to seek and implement efficiencies to reduce costs for their benefit. 92 3 As a comparison for Council's information, the table below showcases the last 6 years of available reported surplus or deficit financial expenditures as provided by municipalities. Municipality 2015 2016 2018 2019 2020 2021 Town of Aylmer $ (631) $ 1,798 $ (17,138) $ 3,675 $ 5,650 $ 5,730 Municipality of Bayham $ 45,178 $ 70,997 $ 54,347 $ (13,317) $ 63,489 $ 37,592 Municipality of Central Elgin $ 12,401 $ (12,254) $ (146,464) $ 18,131 $ (40,962) $ (239,637) Municipality of Dutton/Dunwich $ 5,737 $ (892) $ (21,176) $ (19,462) $ (13,793) $ (6,396) Townshhip of Malahide $ (22,101) $ (2,336) $ (69,519) $ 15,514 $ (6,388) $ (4,503) Township of Southwold $ 22,513 $ 33,713 $ 20,379 $ (97,070) $ (54,274) $ (119,368) Municipality of West Elgin $ 44,170 $ 29,213 $ 37,399 $ (7,511) $ 29,157 $ 12,483 Total Reported Surplus or (Deficit) $ 107,267 $ 120,239 $ (142,171) $ (100,040) $ (17,121) $ (314,099) Total Annual Allocation $3,103,990 $3,131,926 $3,204,657 $3,284,774 $ 3,340,615 $ 3,363,999 Surplus or Deficit / Allocation 3.5% 3.8% -4.4% -3.0% -0.5% -9.3% Winter control activities account for the greatest annual expenditure and can fluctuate drastically from year to year. Winter control costs can typically consume up to 60% of the total maintenance allocation. The following table summarizes winter control costs as reported for the 2021 calendar year. Municipality Total Winter Control Costs Pe rce ntage of Total Funding Town of Aylmer $10,379.05 67% Municipality of Bayham $200,630.51 44% Municipality of Central Elgin $371,345.87 49% Municipality of Dutton/Dunwich $163,915.55 56% Township of Malahide $394,785.64 39% Township of Southwold $286,435.01 64% Municipality of West Elgin $157,187.87 29% Total $1,584,679.50 47% FINANCIAL IMPLICATIONS: None. 93 9 ALIGNMENT WITH STRATEGIC PRIORITIES: w..w.. _ ....w..w ..w..w. _ .w..w.. _ ....w..w .w..w.. _ ....w..w ..w..w. _ .w..w.. _ ....w..w .., . w..w ..w..w. _ .w..w.. _ _....w..w ..w..w. _.w..w.H Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: None. CONCLUSION: ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Municipalities report their total maintenance expenditures to the County annually as per the Road Maintenance Agreement. In 2021, the municipalities had collectively overspent their allocations by $314,099 or by 9.3%. The Road Maintenance Agreement funding model provides municipalities the flexibility to manage their own activities and costs. After many years of experience, allocation amounts have been tested and found to be adequate to fund maintenance activities over a longer term. All of which is Respectfully Submitted Brian Lima, General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO Peter Dutchak Manager of Transportation Services Approved for Submission Julie Gonyou Chief Administrative Officer 5 95 REPORT TO COUNTY COUNCIL row.,- FROM: Brian Lima, General Manager of Engineering, Planning & Enterprise / Deputy CAO ' Mike Hoo stra Purchasing Coordinator Prolgr�;.ssiv�� day Nature g 9 DATE: March 28, 2022 SUBJECT: Surface Treatment and Microsurfacing (Tender No. 2022-T11) and Culvert Rehabilitations (Tender No. 2022-T12) - Tender Awards RECOMMENDATIONS: THAT Duncor Enterprises Inc. be selected to complete Surface Treatment and Microsurfacing on various roads, Tender No. 2022-T11 at a total price of $222,195.00 exclusive of H.S.T.; and, THAT Gary D. Robinson Contracting Ltd. be selected to complete Culvert Rehabilitations on various roads, Tender No. 2022-T12 at a total price of $916,850.00 inclusive of a $25,000 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 Surface Treatment/Microsurfacing and Culvert Rehabilitations on various roads. DISCUSSION: Surface Treatment / Microsurfacing (Tender No. 2022-T11) As part of the approved 2022 Capital Budget, three (3) road sections noted below will receive surface treatment or microsurfacing this construction season: 1. Dunborough Road (CR5) from Pioneer Line to Queens Line 2. Springfield Road (CR40) from Nova Scotia Line to South limits of Mt. Salem 3. Richmond Road (CR42) from Nova Scoria Line to South limits of Calton 99 1 2 A total of six (6) contractors downloaded tender documents for this project from the County's bidding system II ). ii js&t(Ninder . Two (2) contractors submitted electronic bids for this tender which closed on March 18, 2022. Bids were received as follows: Company Total Bid Price' County Portion2 (exclusive of HST) (exclusive of HST) Duncor Enterprises Inc. $1,876,324.80 $222,195.00 MSO Construction $2,879,083.00 $392,325.00 I Indicates total bid price for all LMP's participating in this joint tender. 2Indicates County portion of total bid price. The Municipality of Bayham, Township of Malahide and Municipality of Central Elgin also participated in the tender, bringing the tender's lowest submitted bid total value to $1,876,324.80. Each respective agency will award and enter into separate agreements with the lowest bidder as they determine independently. Duncor Enterprises Inc. submitted the lowest compliant bid for the project at a total price (County portion) of $222,195.00 exclusive of HST. Culvert Rehabilitations (Tender No. 2022-T12 As part of the approved 2022 Capital Budget, forty-one (41) culverts will be rehabilitated along Springfield Road (CR 40), Ron McNeil Line (CR 52), Pioneer Line (CR 2) and Currie Road (CR 8) in advance of proposed future road rehabilitation work. A total of five (5) contractors downloaded tender documents for this project from the County's bidding system Iho..il�(;,�^; ..' �,�; ,nd..n. s. Two (2) contractors submitted electronic bids for this tender which closed on March 25, 2022. Bids were received as follows: Company Bid Price3 exclusive of HST Gary D. Robinson Contracting $916,850.00 2274084 Ontario Ltd o/a GMP Contracting $956,119.00 3 Inclusive of a $25, 000 contingency allowance. Gary D. Robinson Contracting submitted the lowest compliant bid for the project at a total price of $916,850.00 inclusive of a contingency allowance and exclusive of HST. 97 3 FINANCIAL IMPLICATIONS: The Surface Treatment / Microsurfacing project represents road rehabilitation activities within three (3) different projects within the approved 2022 capital budget. Sufficient project funds exist to accommodate the lowest bids received for this project. The following summaryof projected estimated costs is provided for review and will be confirmed throughout the project: Surface Treatment / Microsurfacing Tender Value $ 222,195.00 Granular Road Shouldering Quote Value $ 34,620.00 Road Line Painting (Estimated Value) $ 10,000.00 Net HST (1.76%) $ 4,695.95 Total Projected Costs $ 271,510.95 Combined 2022 Capital Budget Allocations4 $ 375,000.00 Forecast Budget Surplus/(Deficit) $ 103,489.05 4Amount reflects combined capital budget allocations for three projects. The approved 2022 Capital Budget has allocated $900,000 towards culvert rehabilitations and the lowest received bid is in excess of this budgeted amount by $32,986.56 (including net HST), however the shortfall includes a $25,000 contingency allowance and the anticipated project surplus from other awarded construction tenders will offset this amount. Culvert Rehabilitations Tender Value $ 916,850.00 Net HST (1.76%) $ 16,136.56 Total Projected Costs5 $ 932,986.56 2022 Capital Budget Allocation $ 900,000.00 Forecast Budget Surplus/(Deficit) $ (32,986.56) 5Inclusive of a $25, 000 contingency allowance. 9 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Elgin's local municipal partner staff have been provided the details regarding the County's 2022 road projects. The municipal partners participating in the Surface Treatment and Microsurfacing tender have been provided the bid details and will seek approval from their respective Councils for their portions of the project. COMMUNICATION REQUIREMENTS: 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 Surface Treatment / Microsurfacing and Culvert Rehabilitations. This work forms part of three (3) 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 Septem ber. 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 5 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 Director of Engineering Services Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer 100 .. G';.,,,a, , I! tv RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: March 28, 2022 SUBJECT: COVID-19 Emergency Team Planning — March Update THAT the report titled "COVID-19 Emergency Team Planning — March Update" dated March 28, 2022 from the Chief Administrative Officer be received and filed. INTRODUCTION: The purpose of this report is to provide Council with an update on the County's COVID-19 response. DISCUSSION: On March 21, 2022, the Province of Ontario lifted masking mandates for most indoor public settings, and as a result, members of the public are no longer required to wear masks in the County Administration Building and County Library facilities (POA and Long - Term Care Homes have different requirements). Workplaces may choose to implement and/or maintain a face mask policy for employees. Staff working in non -Homes facilities will continue to be encouraged, but not required, to wear a mask. Additionally, passive screening of patrons entering the Administration Building has ended. Information to promote self -screening has been posted at the building entrance. The online screening tool currently used by staff will be updated to reflect current self -isolation recommendations from Southwestern Public Health (SWPH). The on -going need for screening by staff and volunteers will be re-evaluated in 30 days. SWPH encourages all workplaces to maintain a COVID-19 Vaccination policy for employees. While the provincial proof of vaccination for members of the public entering businesses and organizations has been lifted, businesses and organizations can voluntarily choose to continue to require proof of vaccination. At their March 22, 2022 meeting, County Council supported the ongoing application of the COVID-19 Vaccination Verification Policy No. 8.390 for employees and volunteers. This policy will remain in place for a minimum of 60 days and will be reassessed by Council at a future date. The Elgin County Library branches have reopened to 100% capacity and have resumed in -person children's programming and after school programs during the month of March. The Heritage Centre is open at 100% capacity allowing drop -in visitors, however, the Archives remains open by appointment only at 100% capacity. 101 al Offences Administration (POA) has resumed in -person court appearances; however, the majority of defendants continue to attend court proceedings virtually. Enhanced cleaning measures continue to be maintained following in -person attendance at the County POA building. FINANCIAL IMPLICATIONS: Ongoing — See the attached Financial Services summary. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of current programs and serviceswith community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ® Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The Emergency Management Team continues to work with the County's Local Municipal Partners to address community needs. For more information on coordination with the local municipalities, see the attached "Emergency Management Team Planning Chart." COMMUNICATION REQUIREMENTS: The Emergency Management Team will continue to provide monthly updates to County Council. CONCLUSION: The Emergency Management Team continues to work together to ensure that essential County services and the COVID-19 response are properly resourced; to identify and manage resourcing and staffing issues; to support County Council, Municipal Partners, community and stakeholders; and to support staff to be well. The attached "COVID-19 2 102 Emergency Management Team Planning Chart" summarizes the County's COVID-19 response. 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Ul C:N (N p -0 Q) :.a o w c p Y U -- a� �� -0C)U� O s � E C D U a as �� Q U O p E c o U V 3. 0 N' U >i O Q E E U 3: O O- E z 0- ._.. ,...aa... a) ........................................................................................................................................................................................................................................................................ w y LL p c s= p Co p c= p CG O (0 -p _N (6 "p N N 0-'C p Q` p ...,....;...,.....,.....„—' E 07 N .................................................................................................................................................................... E to N ................................................................................................. E C m �. c Z C Z ..................... .' ........................................................................................................................................................................................................... U -0 L �co1 a) c -2 a5 a) C) as N p C: C: 0 y p nLn' @ d @ a) U L — iA W m G c 3 U 7 ns o V) 0� o pace o C o n c c O O C > O N _ .� v co 0-0 a7 Q _ N > a5 o- 'G ;. QQU Q O Qc a) 2 p� p_ � poi U a) O c —� O o o c c d V — c Q O -O O 06 16 o o :° c o m E m CL A c —_ M Q O N (�i y m E a C m _ R 3 u L \ .0 U CL LO _O U y O c V O V C E O) � m d V O dtm O a) d C)O Oaa)) a Oe 15 aj o CL dj o cu ED cu Progressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: March 29, 2022 SUBJECT: Donation Policy No. 1.1 THAT the report titled, "Donation Policy No. 1.1" from the Chief Administrative Officer, dated March 29, 2022 be received and filed; and THAT Elgin County Council hereby approve Donation Policy No. 1.1. INTRODUCTION: The purpose of this report is to present a draft Donation Policy No. 1.1 for Council's review and approval. The attached Donation Policy 1.1 has been drafted to ensure that informed decisions are made regarding the acceptance of gifts to benefit Elgin County and the donor, and that such gifts are receipted in accordance with the Canada Tax Revenue Agency (CRA) and the Income Tax Act. BACKGROUND AND DISCUSSION: This policy provides guidance to Elgin County Council, Committees, and County Staff and applies to all fundraising activities conducted for the County. Details for the acceptance of gifts is included in the draft Donation Policy for Council's review. A written gift acceptance policy can help manage the expectations of donors, and also serve as guidance for Elgin County Council, Committee and County staff who are either on the asking, or receiving end of contributions. FINANCIAL IMPLICATIONS: None. ALIGNMENT WITH STRATEGIC PRIORITIES: 1 123 ving Elgin ❑ Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Additional Comments: None Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. The Donation Policy will be posted on the County's website and will be circulated to the County's Leadership Team. Additionally, the Donation Policy will be circulated to Members of the Terrace Lodge Fundraising Committee. CONCLUSION: Subject to Council's approval, the attached Donation Policy 1.1 will support informed decisions regarding the acceptance of gifts to benefit Elgin County and the donor, and ensure that such gifts are receipted in accordance with the Canada Tax Revenue Agency (CRA) and the Income Tax Act. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 2 124 L7N� E-6� ' �� it �, 7Progressive by Naftire . 1 f. � Subject: Policy Number: Date Approved: Date Last Revision: 1. Purpose Donation Policy 1.1 April 6, 2022 April 6, 2022 County of Elgin Elgin County Administration Policy Manual 1.1 The purpose of this policy is to ensure that informed decisions are made regarding the acceptance of gifts to benefit Elgin County and the donor, and that such gifts are receipted in accordance with the Canada Tax Revenue Agency (CRA) and the Income Tax Act. 1.2 All gifts will be assigned to an appropriate project or donation account (with an assigned unique identifier in the accounting Project system) for tracking of receipts and expenditures. For specific Projects that are larger in scope, County Council may choose to establish a Fund Development Committee to manage the donation Project(s). A Fund Development Committee (herein referred to as "the Committee") encourages the solicitation and acceptance of gifts to help fulfill the vision, mission, and priorities of the Committee. Donations to the Committee will fund enhanced and value-added services, programs, and capital enhancements that support the mission and objectives of the specific Project. 2. Scope This policy provides guidance to Elgin County Council, Committees, and County Staff and applies to all fundraising activities conducted for the County. 3. Definitions 3.1 A Bequest is a specific provision in a will directing assets from an estate to a Project. A bequest may be: 125 L7N� E-6� ' �� it �7 . 1 f. � , Progressive by Nature County of Elgin Elgin County Administration Policy Manual - A general bequest indicated in the will that the County will receive a specified amount of money or other property; - A specific bequest that will ensure that the County receive a specific piece of property; and/or - A residual bequest that will leave all or part of the remaining estate after all debts, taxes and other bequests have been paid. 3.2 Conflict of Interest means any event (whether actual or perceived) in which the Committee or anyone representing the Committee may benefit from the knowledge of, or participation in, the acceptance of a gift. 3.3 County means "County of Elgin". 3.4 Council means "Elgin County Council". 3.5 Fair Market Value means the highest price, expressed in dollars, that a property would bring in an open and unrestricted market, between a willing buyer and a willing sellerwho are knowledgeable, informed and prudent, and who are acting independently of one another. 3.6 A Gift is a voluntary transfer of real or personal property from a donor who freely disposes of his or her property to a recipient who received the property given. The transaction shall not result directly or indirectly in a right, privilege, material benefit, or advantage to the donor or to the person designated by the donor. 3.7 A Gift in Kind (services/goods) is a non -monetary gift, which is a gift or property such as artwork equipment, securities and cultural and ecological property. A contribution of service, for example time, skills or effort, is not property and therefore does not qualify as a gift or gift in kind for purposes of issuing an official receipt. An independent qualified appraisal determines the fair market value of the gift. 3.8 Pledges and Planned/Legacy Gifts are a way of giving to a charity and arranging donations which serve the interests of the charitable 126 L7N� t , 7 .� f. Progressive by Nature County of Elgin Elgin County Administration Policy Manual organization as well as the personal, financial, and tax situation of the individual donor. Pledges are a commitment of a gift given over a predetermined time frame. Planned/Legacy gifts are major gifts, made in lifetime or at death as part of a donor's overall financial and/or estate planning. 3.9 A Professional Advisor is an independent third party with the ability to provide expert tax, legal or financial planning advice to assist staff and to advise donors (or prospective donors) on their charitable giving. 3.10 A Project is an account with an assigned unique identifier in the accounting Project system. Its purpose is to track receipts and expenditures for a specific purpose. 3.11 Securities are gifts of publicly held shares. 3.12 Sponsorship is a giftfrom a corporate entity, individual or community group in support of the project or event, in return for some form of recognition. 3.13 Designated is a gift that a donor indicates where they want their money to be allocated. 3.14 Undesignated is a gift that the donor lets the County decide what the highest priority needs of the Project are. 3.15 Fund is a designated Project(s) held by the County of Elgin for the purposes of fulfilling the vision, mission and priorities of a Fund Development Committee including enhanced and value-added services and programs, and capital enhancements which support the mission and objectives of the Committee. 127 L7N� E -6�. 1 ' �� it �t , 7 f. Progressive by Nature County of Elgin Elgin County Administration Policy Manual 4. Guidelines for the Acceptance of Gifts 4.1 Gift in Kind (services/goods) In -kind donations to the County must be free and clear of all encumbrances, conditions and restrictions and shall provide that the use of the property shall be entirely at the discretion of the County. Final acceptance of an in -kind Donation will require a transfer of title or ownership through written agreement as to the future use and disposition except with respect to applicable legislation on preservation, copyright and/or resale. An agreement satisfactory to the County Treasurer, signed by the Donor and the County shall be required prior to the acceptance of the in -kind Donation. Written valuations of in -kind Donations shall be submitted with an external appraisal by an independent arm's length qualified appraiser or other third party with supporting documentation satisfactory to the County Treasurer to substantiate fair market value. 4.2 Monetary Gifts and Gift Acceptance The County and its Committees will accept monetary gifts in the form of cash, cheque, or online. Online donations will receive official tax receipts electronically through the County's online partner. For other donations, receipts will be issued to donors who have given a gift of $20 or more. Those receipts will be issued by the County's finance department. Receipts will be issued according to CRA principles and guidelines. If a donation is collected outside of County offices, the Council member, staff, or volunteer will issue an official receipt from a County issued receipt book. An official receipt will be issued by the receiving department to donors who have given a gift of $20 or more within three months of the donation. 128 L7N� Progressive by Nature County of Elgin Elgin County Administration Policy Manual 4.3 Pledges and Planned/Legacy Gifts A pledge or promise to make a gift is not in itself a gift. Therefore, the County cannot issue an official donation receipt for a pledge. When the donor honours a pledge by making a voluntary transfer of property, a donation receipt can be issued. Generally, payments made on a gift pledge will be recognized when received, although certain gift pledges may be recognized in full at the time of the pledge with the approval of Council. Expenditures will only be made once the gift is received. Any exception to the pre -spending restriction must be approved by Council. 4.4 Sponsorship The Committee encourages all gifts of sponsorship towards operating and capital costs as long as they comply with the needs of the County and regulations of the CRA. The County and its Committees will respect the wishes of the donor to the best of its ability and in the best interest of the County. A memorandum of understanding (MOU) will be created to outline the terms of payment, nature of the name or brand and terms regarding recognition of the gift. The County of Elgin will issue an official receipt for the amount of the sponsorship. This receipt will not be a donation receipt but will allow businesses to claim their contribution as a business expense. 4.5 Official Income Tax Receipts The County Treasurer shall be responsible for the issuance of all Official Income Tax Receipts in accordance with the following: `f��'7 .. L7N� County of Elgin Progressive by Natre Elgin County Administration Policy Manual • Official receipts for income tax purposes shall be authorized by the County Treasurer for eligible gifts and in -kind gifts made to the County; • For in -kind gifts, the fair market value of the Donation must be supported by an independent arm's length appraisal or other third - party supporting documentation satisfactory to the County Treasurer; • Receipts shall be made in the name of the donor only; • Receipts shall be issued for all Donations having a value of $20.00 or more, if requested by the donor. Non -Qualifying Donations, in accordance with the Income Tax Act regulations and CRA guidelines include: • Intangibles such as services, time, skills, and effort; • Donations that are given to the County intended as a flow through to specified recipient who does not have charitable organization status (a Qualified Donee); • Donation of business marketing products such as supplies and merchandise; • Sponsorship in the form of cash, goods or services toward an event, project program or corporate asset in return for commercial benefit. The County shall maintain proper records supporting all Official Income Tax Receipts issued. Copies of Official Income Tax Receipts issued must be retained and filed in accordance with the County's records retention policy. 4.6 Refusal of Gift The Committee may refuse acceptance of a gift if deemed not beneficial to the County. Donors will be advised accordingly. The County would decline a gift if any one of the following conditions were known: 130 L7N� t , 7 .� f. Progressive by Nature County of Elgin Elgin County Administration Policy Manual • There are conditions to a gift and its designation that are not consistent with the priorities of the County; • The gift is seeking to unduly influence access to County business; • The gift could financiallyjeopardize the donors and/or the County; • The gift or terms are illegal; • The County does not have the resources to honour the gift terms or determine its value; • The gift could jeopardize the County's charitable status. 4.7 Privacy The privacy of donors will be respected in compliance with the Municipal Freedom of Information and Protection of Privacy Act of Ontario. Records management will comply with this Act. The Committee, the County of Elgin, and its partners will not share, sell or trade donor lists. S. Responsibility to Donors 5.1 Ethics All Council members, staff, and volunteers will conduct themselves in accordance with professional standards including accuracy, truth, and integrity. The County will inform, serve, guide and otherwise assist donors who wish to support the County but will not pressure or unduly persuade. 5.2 Independent Counsel In order to avoid conflict of interest by the County and its representatives, volunteers and staff acting on behalf of the County shall in all cases encourage the donor to discuss the proposed gift arrangement with legal and/or tax advisors of the donor's choice. It is the role of this independent counsel to ensure that the donor receives a full and accurate explanation of all aspects of the gift and to provide advice on tax, legal, or financial 131 County of Elgin Elgin County Administration Policy Manual planning to the donor. Donors will be encouraged to discuss gift plans with their families or designates. 5.3 Gift Direction Where justified, the County will work closely with the donor to ensure there is a mutually beneficial agreement on the donor's intent for their gift designation. Donations to the County will fund non -core and value-added services and programs. 5.4 Expenditures Expenditure of all donated funds up to $50,000 will be approved by the responsible Director or designate, prior to being spent, ensuring adherence to donor intentions. All expenditures of undesignated gifts over $50,000 must be approved by Elgin County Council. Under no circumstances may expenditures be made that exceed the funds received to date without Council approval. 5.5 Financial Management Donated funds, designated or undesignated, and their associated expenditures will be allocated in a Project or donation account that best describes the donor's wishes. If a project does not exist that matches the donor's intentions, the responsible Director will request that Financial Services establish a new Project or donation account. All receipting of donations and controlling of expenditures will be conducted by the Financial Services department and its Director in accordance with the County's policies, audit and CRA guidelines, and in such a manner to ensure transparency of the receipt and use of donated funds. Annual financial reports, inclusive of Annual Registered Charity returns, will be factual and accurate in all material respects. The financial reports will be prepared in accordance with Generally Accepted Accounting 132 L7N� t , 7 .� f. Progressive by Nature County of Elgin Elgin County Administration Policy Manual Principles and standards established by the Canadian Institute of Chartered Accountants. Government grants and contributions will be accounted for separately from donated funds unless the grant is a matching grant program. Uncollectable pledges will be reported to Council annually as part of the budget/tax rate setting process. 5.6 Power to Vary the Purpose of the Gift Should the intended purpose of the gift be changed, every attempt will be made to contact the donor to discuss the change. If obtaining donor permission is not feasible, the County will choose a designation of the County's choosing that aligns most similarly with the donor's original intent and carry out all recognition plans as originally discussed with the donor. If the change is for a donation of greater than $50,000, Council approval is required. 5.7 Donor Recognition and Named Giving Donor Recognition will be considered for individuals and organizations whose generous support makes possible the construction, expansion or renovation of buildings or properties, in which the County conducts and organizes its programs. Examples of Donor Recognition would include publication of donor names, listing on a donor wall, or other forms of recognition as approved by Council. Donor Recognition requires consent of the donor. A named giftto the County provides a highly visible and lasting tribute to an individual or individuals whose extraordinary contributions deserve recognition and commemoration. Named giving opportunities may include but are not limited to buildings, wings, room, programs, and awards. Facilities or programs supported by gifts may be named after a donor(s) provided that the donor will provide a major portion of the cost of 133 County of Elgin Elgin County Administration Policy Manual funding. "Major' is deemed to mean either a significant part of the cost, or a contribution which is regarded as central to the completion of the facility or program. All named giving opportunities require approval from County Council and are subject to the provisions outlined in Elgin County's Municipal Property and Building Commemorative Naming Policy. 134 m Progressive by Nat RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: March 22, 2022 SUBJECT: Response to Ukrainian Crisis THAT the within Report to Council, dated March 22, 2022, and entitled "Response to Ukrainian Crisis" be received and filed; and THAT Council support the humanitarian crisis in Ukraine through non -financial means such as raising the Ukrainian Flag at the Elgin County Heritage Centre and undertaking a communications strategy to raise public and staff awareness about the ongoing crisis. PURPOSE: Ukraine is facing an unprecedented and unjustified attack on its people, sovereignty and territory. At the County Council meeting on March 22, 2022, Councillor McPhail made a motion "that a report be brought to Council at the April 6, 2022 meeting with recommendations regarding a possible financial contribution from Elgin County to the Canadian Red Cross in light of the humanitarian crisis in Ukraine." COUNCIL -LED DONATION: Previously, approximately $5,000 annually was included in the Corporate Activities Budget to cover the costs of one-off donations. This fund was utilized in 2016 to donate toward the relief effort for Fort McMurray wildfires and in 2011 for relief efforts after the tornado in Goderich. This budget line was removed during the current term of Council and no funds remain for unplanned donations. All requests for funding are now handled through the Community Grant Program — a competitive process which sees requests for funding evaluated against a set of criteria developed by the Rural Initiatives and Planning Advisory Committee and approved by County Council. The rationale behind removing this budget line was to ensure that all programs and events receiving taxpayer funded grants were vetted through a consistent process and that funds were given to organizations serving the residents of Elgin County. There is no doubt that the citizens of Ukraine are suffering greatly and that their plight is a worthy cause; however, staff are recommending that County Council support the humanitarian crisis in Ukraine through non -financial means or through personal donations. 1 135 2 BACKGROUND: Canada has deep ties with Ukraine. Canada was the first western country to recognize Ukraine's independence on December 2, 1991 and there are over 1.35 million Canadians of Ukrainian heritage. Ray Hnatyshyn, our 24th Governor General of Canada, was Ukrainian -Canadian. Canada has one of the largest populations of Ukrainian citizens outside Ukraine. In 2016, there were almost 1.5 million persons of full or partial Ukrainian origin residing in Canada, making them Canada's 11th largest cultural group and giving Canada the world's third -largest Ukrainian population outside of Ukraine itself and Russia. 116ZO7_10 1011111 /_191 A =61 a Local governments across Canada are uniting to express solidarity with the people of Ukraine and all Canadians of Ukrainian heritage. An estimated 2 million people have fled Ukraine and are looking to nations around the world, including Canada, for support and peace. Many members of our community are deeply troubled by the situation in Ukraine, including a number of community groups who have taken the initiative to organize fundraisers and show their solidarity in support of Ukraine. These initiatives include, but are not limited to: • A group of Ukrainian Canadians who recently hosted the sold out "March for Ukraine" event in St. Thomas raising approximately double its $10,000 fundraising goal. • A group of volunteers in West Elgin have been gathering much needed supplies to send to Ukraine.2 • The Town of Aylmer and the City of St. Thomas have shown their support for Ukraine by raising the Ukrainian Flag at their municipal offices. It is with the greatest concern that we are witnessing the invasion of Ukraine by Russia. The purpose of this report is to identify ways that County Council and the community can provide support in response to the Ukrainian Crisis. Canadian Government Response to Crisis in Ukraine The Canadian Government has taken several actions in response to the Russian Invasion of Ukraine, including but not limited to: Eric Bunnell's People — Support for Ukraine - jftg��; y ywsl ll:, uira�R ,; , ill a =i,r, u , yiw /d`ga07udre�d9.P,nunrou 'fin tuuspnit� VU i N,: !07uu aiii.,d', II uui pdh!%d!.I": i u Ih ira iii a °a ................................... z Community Responding to Ukraine's Plight- Il i�o::..�,I,,,II.Vir.u�uw gwpuu .-0„ NTIf'uY f�tl aII.: 136 3 New immigration measures for people affected by the Russian Invasion of Ukraine.3 To date in 2022, Canada has committed $145 million in humanitarian assistance to respond to the needs of people affected by the situation. With this contribution, government partners will provide emergency health services, protection, support to displaced populations and essential life-saving services such as shelter, water and sanitation, and food. • Canada has offered a loan, as announced on February 14, 2022, of up to $500 million to the Government of Ukraine through the Bretton Woods and Related Agreements Act, in addition to a $120 million loan that was announced on January 21, 2022 through the Sovereign Loans Program (SLP) to support the country's economic resilience and governance reforms. Canada has also offered a technical assistance grant of up to $6 million to support the loan's implementation.4 • Sanctions related to Russia were imposed under the Special Economic Measures Act in order to respond to the gravity of Russia's violation of the sovereignty and territorial integrity of Ukraine, and grave human rights violations that have been committed in Russia.5 Full details of the Canadian Government's response to the invasion of Ukraine can be found nere. ........................ FEDERATION OF CANADIAN MUNICIPALITIES & ASSOCIATION OF MUNICIPALITIES OF ONTARIO: Federation of Canadian Municipalities According to a statement issued by the Federation of Canadian Municipalities (FCM) president Joanne Vanderheyden on behalf of nearly 2000-member municipalities in Canada stated, "Local governments play a vital role as promoters of peace, prosperity, and democracy for our citizen here at home and across the world. Communities are critical to the successful settling of refugees fleeing conflict, whether it be coordinating local supports, offering transit or shelter services, or taking the lead on inclusive integration, we pledge to work with the Government of Canada and provincial and territorial governments across the country to oppose this injustice, and to do more to welcome those fleeing conflicts in search of safety and security". rnd aaw9 fifes. h't rvI ....................................................................... NVw y �q':r! �tlI1111,,;,n If II IIII Y,,,;p lid"41,q"�II"d'1iN%I,;,�IIV ru:,,g n:,e 511 lll.,ll � � ultn� ":,nr n ,lra;�ll w a :�/irrr: Yu..-urrld N� � uu �, rrr l u Naun:pll Ird atuc,�ns.-, n.ur,aad ::is .x?Jang:::::2[1Lj. 137 On February 25, 2022 AMO issued the following statement "Municipalities in every part of Ontario stand with the people of Ukraine in the face of unconscionable tragedy, invasion, and war." AMO also provided a list of organizations where donations could be made.6 OPTIONS FOR RESIDENTS, STAFF AND COUNCILLORS TO SUPPORT UKRAINIAN CITIZENS: The tragedy unfolding in Ukraine has caused many of us to ask "what can we do"? The County of Elgin has compiled an initial list of organizations soliciting donations to support families in Ukraine. The following list is not exhaustive, but rather a starting point for anyone interested in donating. The County of Elgin is not affiliated with any individual organizations, nor is it collecting financial or other types of donations on behalf of these organizations. Councillors, staff, and members of the community are encouraged to support those impacted by the crisis in Ukraine and are encouraged to contact their organization of choice directly. • Canada Helps' Collection of charities providing urgent aid in Ukraine. For more than 21 years, CanadaHelps has been the trusted charity, informing, inspiring and connecting charities and donors, with the causes they care about. They have facilitated over $1 billion in giving. • Canadian Red Cross" Donate to the Ukraine Humanitarian Crisis Appeal. The Canadian Red Cross Society is a Canadian humanitarian charitable organization, and one of 192 national Red Cross and Red Crescent societies. The organization receives funding from both private donations and from Canadian government departments. • Canada -Ukraine Foundation9 Established at the 18th Ukrainian Canadian Congress (UCC), The Canada -Ukraine Foundation was formed in order to coordinate, develop, organize and deliver assistance projects generated by Canadians and directed to Ukraine. Canada Helps -, i/i/i: /AAAAAA1.:'�a u u ull::, 111 ., q/ au/q c,ua �Ld.. to uull miIrii: $ p t i Canadian Red Cross—,Il�i�� :� //„Il�uu�u a [gag ��„i��/��g7i�,�9d $ �,�.uull u �uir�ti...,� ru ;u,.., s p ° Canada -Ukraine Foundation -.hill � ri 9 138 Doctors Without Borders/ Mddecins Sans Frontieres (MSF)1 ° MSF teams act fast to save people's lives in conflict zones, natural disasters and epidemics. • Help Us Help" Works with established networks on the ground to distribute supplies to those who need it most. • GlobalMedic 12 Supporting those exiting Ukraine into neighbouring countries and are raising funds to facilitate this operation. • Ukrainian World Congress (UWC)13 The UWC works with the government of Ukraine, international governments and organizations to support those exiting Ukraine into neighbouring countries. • UNICEF1 a Emergency response to conflict in eastern Ukraine. UNICEF supports health, nutrition, HIV prevention, education, safe drinking water, sanitation and protection for children and families caught in the conflict in eastern Ukraine. • United Nations High Commission for Refugees (UNHCR) Canada's UNHCR Canada provides shelter, food, water, medical care and other life- saving assistance to refugees around the world. In a statement on February 24, it said it is "working with the authorities, UN and other partners in Ukraine and is ready to provide humanitarian assistance wherever necessary and possible." OPTIONS FOR COUNTY COUNCIL TO SUPPORT UKRAINIAN CITIZENS: Flag Raising With Warden French's support, a Ukrainian Flag will be raised on April 6, 2022 at 12:30p.m. A media release has been issued. We stand with everyone who is appalled by this disturbing attack on a sovereign, democratic country. 10 Doctors Without Borders -.1r 11 Help Us Help -Il,), ,p 12 GlobalMedic )h l+ II i°�IIIf;,n4" pll //` I r ullun g; u�ui 13 Ukrainian World Congress 4�,�,n„t[p�irli,Nwrr Il.,ul�;;,,il 14 UNICEF Ukraine - United Nations High Commission for Refugees (UNHCR) Canada 5 139 ations Strategy The County could raise community awareness about the crisis through a communications strategy that will provide resources to Councillors, staff, and members of the public who wish to donate personally to this cause. This strategy can also amplify the efforts of community -led fundraising initiatives through Elgin County's various means of internal and external communication. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ❑ Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ❑ Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ❑ Enhancing quality of place. COMMUNICATION REQUIREMENTS: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. It is recommended that communication materials be prepared for distribution to staff and the public which include a list of resources for those who are interested in donating their time or financial assistance to the cause. The County of Elgin will utilize social media, website, and internal communications tools to circulate this information. A media release will be sent to all local media outlets regarding the Flag raising. The media release will be posted on Elgin County's website, staff intranet, shared through an All Users email to staff, and shared via our Facebook and Linkedln pages. CONCLUSION: As the conflict in Ukraine enters its second month, the world continues to watch from a distance, appalled by the actions taken by the Russian government. The suffering of the Ukrainian people is significant and difficult to witness. The County of Elgin can demonstrate its solidarity with the Ukrainian people through raising of the Ukrainian Flag at the Elgin County Heritage Centre and by undertaking a communications strategy that 0 140 7 raises community awareness about the crisis and provides resources for those wishing to donate time or financial assistance. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer IEN CORRESPONDENCE— April 6, 2022 Items for Consideration — (Attached) 1. Letter from Dianne Wilson, Deputy Clerk/Records Management Coordinator, Municipality of Central Elgin with notice of a Central Elgin Council resolution regarding the 2022 East Road reconstruction project. 142 s wo March 29, 2022 Brian Lima General Manager of Engineering, Planning & Enterprise/Deputy CAO County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Via email: blima(o)elgin.ca RE: EAST ROAD ACTIVE TRANSPORTATION Please be advised on March 28, 2022, the Council of the Corporation of the Municipality of Central Elgin, passed the following resolution: WHEREAS East Road is an Elgin County Road constructed to a rural cross- section within the Port Stanley urban settlement area; AND WHEREAS Elgin County had the opportunity to have the Developer upgrade East Road from a rural cross-section to an urban cross-section and decided to retain a rural cross-section; AND WHEREAS Central Elgin 2022 Capital Item PW-08 contemplates installing active transportation infrastructure within the East Road road allowance; AND WHEREAS the Elgin County decision to retain a rural cross-section, in a rapidly developing urban settlement area, limits active transportation design options and increases costs associated with available active transportation design options and maintenance of the same; NOW THEREFORE the Council of the Corporation of the Municipality of Central Elgin request that Elgin County: Undertake and fully fund the conversion of East Road from a rural cross- section to an urban cross-section to allow for the construction of a sidewalk or path and further that the urban cross-section would allow for improved maintenance that would commonly be expected in an urban settlement area, and that this project be undertaken in 2022. The limits of this request being East Road from the south edge of the Water Tower Property south to Erie Heights Way. 143 2. In lieu of 2022 East Road reconstruction to an urban cross-section, that Elgin County contribute fully to the excess cost of constructing a multi- use path immediately adjacent to the roadway due to the existing rural cross-section not being conducive to an off road sidewalk or path, the excess cost to the Municipality of Central Elgin being initially estimated at $225,000, and that the funding based on actuals be provided from Elgin County in 2022. At this time, staff understand you are in receipt of the drawings for this proposed project. If not, please advice and staff will ensure a copy is forwarded to your office. Kind Regards, Dianne Wilson Deputy Clerk/Records Management Coordinator C. c. P. Shipway, CAO/Clerk G. Brooks, Director of Infrastructure & Community Services L. Perrin, Director of Asset Management & Development Services 144 CORRESPONDENCE— April 6, 2022 Items for Information — (Attached) 1. Letter from Shannon Smith, Acting Supervisor — Board Services, Thames Valley District School Board (TVDSB) with a letter to the Ministry of Education regarding TVDSB's Trustee distribution for the geographic areas of Elgin County, Oxford County, Middlesex County, and City of London. 2. Letter from Warden Mary French to Elgin County Local Municipal Partners requesting support for the initiative put forth by Karen Vecchio MP regarding the Government of Canada's Platinum Jubilee of Her Majesty Queen Elizabeth II Awards. 3. St. Thomas Elgin Public Art Centre 2021 Annual Report. 4. City of Barrie with a resolution requesting that the Province of Ontario develop a plan of action to address joint and several liability. 5. SWIFT Monthly Project Update - February 2022. 6. Letter from Vince Romeo, Director of Education and Secretary, London District Catholic School Board, with notice of LDCSB approval of recommendations concerning Trustee distribution. 7. Letter from Lori -Ann Pizzolato, Chair, Thames Valley District School Board, in response to the Warden's recent letter to Jessica Johnson regarding the draft Rural Education Task Force report. 145 BOARD SERVICES— DIRECTOR'S BRANCH Education Centre, 1250 Dundas Street London, ON N5W 5P2 519-452-2000 x20218 March 24, 2022 Rachel Osborne Ministry of Education Governance — Operations & Board Supports Education Equity Secretariat 315 Front Street West Toronto, Ontario M7A OB8 E-mail: LCGB(a)_ontario.ca Dear Director Osborne: The Board of Trustees for the Thames Valley District School Board approved the trustee distribution to the four geographic areas of the District including Elgin, Middlesex and Oxford Counties and the City of London. By approved motion, they also designated the following Municipalities/Wards in Middlesex County as low population municipalities: Newbury Village, Southwest Middlesex, Strathroy-Caradoc, Thames Centre, Middlesex Centre, Adelaide Metcalfe, North Middlesex and Lucan Biddulph. Please find enclosed a copy of the Board resolutions, the Trustee Distribution by Geographic Area for the 2022 Election and the Determination and Distribution Chart 2022 that provides the data and calculations by which the determination and distribution results were reached. Sincerely, cy� X�& �- Shannon Smith Acting Supervisor — Board Services cc. Vince Romeo, Director of Education, London District Catholic School Board (vromeo@ldcsb.ca) Jean Luc Bernard, Director of Education, Conseil Scolaire Viamonde (bernard'6a�csviamonde.ca) Director of Education, CSC Providence -sent by mail Municipal Election CAOs/Clerks: - Bill Rayburn, County of Middlesex (cao@mdlsx.ca) - Julie Gonyou, County of Elgin (cao@elgin.ca) - Michael Duben, County of Oxford (md u ben @oxford cou nty.ca) - Michael Schulthess, City of London (mschulth@london.ca) - Maria Konefal, City of St. Thomas (mkonefal@stthomas.ca) - Amy Humphries, City of Woodstock (ahumphries@cityofwoodstock.ca) Attach. BOARD SERVICES— DIRECTOR'S BRANCH Education Centre, 1250 Dundas Street London, ON N5W 5P2 519-452-2000 x20218 March 24, 2022 The following resolutions were moved and carried at the 2022 March 22 meeting of the Board of Trustees for the Thames Valley District School Board: That the Thames Valley District School Board designates the Municipalities of Middlesex County identified in Appendix B as Newbury Village, Southwest Middlesex, Strathroy-Caradoc, Thames Centre, Middlesex Centre, Adelaide Metcalfe, North Middlesex and Lucan Biddulph, as low population municipalities. That the following Trustee distribution to the four geographic areas of the Board be approved: • Elgin County - 2 Trustees • Middlesex County - 2 Trustees • Oxford County - 2 Trustees • City of London - 6 with Ward distribution as follows: o Wards 1, 11, 12, 14 - 2 Trustees o Wards 2, 3, 4, 5, 6 - 2 Trustees o Wards 7, 8, 9, 10, 13 - 2 Trustees C � X�& �- Shannon Smith Acting Supervisor - Board Services 147 TRUSTEE DISTRIBUTION BY GEOGRAPHIC AREA FOR THE 2022 ELECTION Geographic Area Number of Members Elgin County 2 Middlesex County 2 Oxford County 2 London Wards 1, 11, 12, 14 2 London Wards 2, 3, 4, 5, 6 2 London Wards 7, 8, 9, 10, 13 2 148 DETERMINATION AND DISTRIBUTION CHART 2022 Norwich Township 8,169 0.216 Tillsonburg Town 12,526 0.331 South-West Oxford Township 5,236 0.138 Ingersoll Town 9,322 0.246 Zorra Township 6,327 0.167 2.206 2 East Zorra-Tavistock Township 6,002 0.159 Woodstock City 29,923 0.791 Blandford Blenheim Township 5,974 0.158 TOTALS 83,479 2.206 Bayham Municipality 5,323 0.141 Malahide Township 6,302 0.167 Aylmer Town 5,200 0.137 Central Elgin Municipality 10,070 0.266 St. Thomas City 25,422 0.672 1.648 2 Southwold Township 3,367 0.089 Dutton/Dunwich Municipality 3,200 0.085 West Elgin Municipality 3,471 0.092 TOTALS 62,355 1.648 Newbury Village 338 0.009 Southwest Middlesex Municipality 3,906 0.103 Strathroy-Caradoc Municipality 15,096 0.399 Thames Centre Municipality 9,579 0.253 Middlesex Centre Municipality 11,821 0.312 1.336 1 Adelaide Metcalfe Township 1,958 0.052 North Middlesex Municipality 4,308 0.114 Lucan Biddulph Township 3,557 0.094 TOTALS 50,563 1.336 Ward 1 16,407 0.434 Ward 11 21,904 0.579 Ward 12 18,428 0.487 1.929 2 Ward 14 16,245 0.429 TOTALS 72,984 1.929 Ward 2 15,748 0.416 Ward 3 15,979 0.422 Ward 4 18,064 0.477 2.314 2 Ward 5 20,761 0.549 Ward 6 16,993 0.449 TOTALS 87,545 2.314 Ward 7 22,378 0.591 Ward 8 16,547 0.437 Ward 9 20,289 0.536 2.568 3 Ward 10 18,767 0.496 Ward 13 19,180 0.507 TOTALS 97,161 2.568 149 .1 g11 Progre,ssive by Nature Elgin County Local Municipal Partners March 25, 2022 Dear Partners, I am writing with introduction and invitation to participate in an historic initiative taking place in our community. The Government of Canada has created a commemorative pin to mark the Platinum Jubilee of Her Majesty Queen Elizabeth II in 2022, quantities of which are being distributed through Members of Parliament. Karen Vecchio, MP has decided to use this occasion to recognize outstanding members of the Elgin -Middlesex - London community via nomination by fellow community members, with the pins to be awarded to successful nominees at a ceremony in June. The pins are to be distributed on an equitable per capita basis among Elgin -Middlesex - London municipalities. Several nomination categories have been established: • Arts and Culture — Recognizing those individuals or groups who make exceptional contributions to the visual, literary, arts, or who advocate for cultural diversity and vitality. • Community Commitment — Recognizing "unsung heroes," or individuals who make outstanding contributions to the community, lead by example, and inspire excellence through community commitment in dynamic participation, leadership, and active citizenship. • Environment — Recognizing individuals who make significant contributions in environmental stewardship, protection, and education. • Heritage —Recognizing individuals who make exceptional contributions to the preservation of natural, built, and cultural heritage through conservation, projects, education, or advocacy. • Health, Wellness, Activity and Sport — Recognizing those individuals or groups who make exceptional contributions to enhancing mental, physical, or emotional wellbeing, and active lifestyles in the community. • Reconciliation in Action — Honouring Indigenous leaders and/or allies committed to finding a new path forward. These individuals engage their communities in dialogue and action to strengthen relationships. These individuals also support healing and building more just and equitable communities for all people. These individuals may also be champions or advocates committed to the reconciliation movement. • Entrepreneurship— Recognizing individuals who have taken an innovative approach to solving a problem, filling a need, or breaking into a new market. 150 g l Progre,ssive by Nature These individuals have drive, ingenuity, and a solid vision for their businesses that separate them from their competitors. They may have a founder, owner, leader, or other innovator who has been operating for a minimum of three (3) years. • Young Person of Distinction — Recognizing exceptional young people aged 18- 25 who demonstrate leadership, maturity, and compassion. These individuals have made a significant difference in our community to a cause or pursuit of a personal dream while showing perseverance, innovation, and a keen understanding of community issues. • COVID-19 Pandemic Response Award — Salutes individuals who supported the resilience, resourcefulness, and tenacity that have been the hallmark of our community's response to the pandemic. The nomination deadline is Thursday, May 12, 2022. Your support is requested in increasing awareness of this remarkable opportunity and making the nomination form readily accessible in your communities. Please consider promoting the initiative using the attached graphic and above details, and having printed copies of the attached nomination form available in your municipal office. Any questions regarding the initiative can be directed to the office of Karen Vecchio, MP at 519-637-2255. Thank you very much for your consideration and I look forward to seeing you soon. Sincerely, Mary French, Warden County of Elgin 151 THE PLATINUM JUBILEE OF HER MAJESTY QUEEN ELIZABETH II NOMINATION FORM NOMINEE MUST BE A RESIDENT OF ELGIN-MIDDLESEX-LONDON • PLEASE PRINT CLEARLY NOMINEE INFORMATION Last Name Given Name (s) Street Address Apartment/Unit # City/Town Prov. Postal Code Phone ( ) E-mail Address Gender MALE FEMALE OTHER Language [] ENGLISH FRENCH Date of Birth Date of Birth ---------- /---------------------- Military? YES NO Rank (Specify) (mmIs the Nominee a Canadian citizen? YES NO Is the Nominee currently alive? YES NO Current Position of Nominee (Optional) RECOGNITION Arts and Culture CATEGORY ..., Community Commitment ..., Environment l Heritage Health, Wellness, Activity & Sport L.... Reconciliation in Action L.... Entrepreneurship & Innovation L.... Young Person of Distinction COVID-19 Pandemic Response Award .... Other SUMMARY OF NOMINEE'S ACHIEVEMENTS Use this space to provide a short citation or brief summary of the nominee's achievements. ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- *@loadnation forms that are not thorough and complete will N01" be considered., 152 NOMINATOR INFORMATION Last Name Given Name Street Address Apartment/Unit # City/Town Prov. Postal Code Phone ( ) E-mail Address Relation to the Nominee How long have you known the Nominee? REFERENCES (OPTIONAL) List up to three other references willing to vouch for your Nominee Full Name Relation to Nominee Company/Organization Phone ( ) Address Full Name Relation to Nominee Company/Organization Phone ( ) Address Full Name Relation to Nominee Company/Organization Phone ( ) Address May we contact your listed references? YES ..., NO L.... May we contact you for more information? YES NO L,,,,,,,,f DISCLAIMER AND SIGNATURE I certify that the answers enclosed are true and complete to the best of my knowledge. Signature Date All completed submission can be emailed to the Office of Karen Vecchio at karen.vecchioCparl. or dropped off at 215- 750 Talbot St. St. Thomas, ON N5P 1 E2 (CASO Station) ** Please note no postage is required to mail to the Office of Karen Vecchio** *Nomination forms that are not thorough and complete will NOT be considered. 153 1aq,;pe 13 RECOGNITION CATEGORY AWARD CATEGORY RECOGNITION CRITERIA Recognizing those individuals or groups who make exceptional contributions to the visual, ARTS AND CULTURE literary, arts, or who advocate for cultural diversity and vitality Recognizing "unsung heroes", or individuals who make outstanding contributions to the community, lead by example, and inspire COMMUNITY COMMITMENT excellent through community commitment in dynamic participation, leadership, and active citizenship. Recognizing individuals who make significant ENVIRONMENT contributions in environmental stewardship, protection, and education. Recognizing individuals who make exceptional HERITAGE contributions to the preservation of natural, built, and cultural heritage through conservation, projects, education, or advocacy. Recognizing those individuals or groups who make exceptional contributions to enhancing HEALTH, WELLNESS, ACTIVITY & SPORT mental, physical, emotional well-being, and active lifestyles in the community. Honouring indigenous leaders and/or allies, committed to finding a new path forward. These individuals engage their communities in dialogue and action to strengthen RECONCILIATION IN ACTION relationships. These individuals also support healing and building more just and equitable communities for all people. These individuals may also be champions or advocates committed to the reconciliation movement. *No nauanaxtion forms that are not thorough and complete will NOT be considered. 154 1a91;pe 14 Recognizing individuals who have taken an innovative approach to solving a problem, filling a need or breaking into a new market. This individual has drive, ingenuity and a solid vision for his/her business that separates them ENTREPRENEURSHIP & INNOVATION from their competitors. They may be a founder, owner, leader, or other innovator who has been operating for a minimum of three (3) years. Recognizes an exceptional young person aged 18-25 (ages?) who demonstrates leadership, maturity and compassion. These individuals have made a significant difference in our YOUNG PERSON OF DISTINCTION community to a cause or pursuit of a personal dream while showing perseverance, innovation and a keen understanding of community issues. Salutes individuals who supported the resilience, resourcefulness and tenacity that COVID-19 PANDEMIC RESPONSE AWARD have been the hallmark of our community's response to the pandemic. *No nauanaxtion forms that are not thorough and complete n ifl N01" be considered., 155 mntFw/l Ma Imirism ,,HHkecufliiredor's Message 2021 has been an extraordinary and unforgettable year for the St. Thomas -Elgin Public Art Centre. Since reopening, after a temporary closure due to the pandemic, we have contin- ued to welcome visitors safely. Our unwavering commitment to our mission, encouraging and supporting an appreciation for the visual arts, allowed us to inspire and connect with - our community and visitors through art and art education. Early in the new year, we concentrated on our permanent collection and online art educa- tion. We began with Ting, Editorial Cartoons from the Collection, and finished with a solo ex- hibition by local artist Mary Donlan. The pandemic brought on an economic climate that has affected organizations through- out North America and the world. It has also left its mark on the Public Art Centre. De- creased earned revenues from classes, workshops, and fundraising, tied to the temporary decline of tourism, require us to continue to face these challenges head-on and steer this organization through these unprecedented times. We are grateful for the continued support of the City of St. Thomas and the County of Elgin, which offered stability during this time. Grants provided by the Ontario Trillium Foundation, the Museum Assistance Program, the Elgin Community Foundation (Howard and Alice Wil- liams Fund), and the Wage Subsidy Programs have ensured our ongoing success. We also take this opportunity to thank everyone who helped make the Public Art Centre's art auction a success. This major event included over 60 outstanding artworks donated through the tremendous generosity of artists, private collectors, and commercial galleries. The funds raised will help the Public Art Centre continue serving children, families, and adults through exceptional exhibitions and engaging art education programs. Thank you to our visitors, members, and supporters whose generosity sustained us this past year. Thank you also to the dedicated staff and volunteers for their ability to pivot to COVID - 19 protocols and procedures, produce and organize impactful exhibitions and programs, as well as a shift to an online presence. With all of those mentioned, the Public Art Centre will continue to impact and engage audiences as we position ourselves to be a vital and active part of our community's recovery and growth across the province and beyond. Sincerely, Laura Woermke a Executive Director 157 a Our Mission To encourage and promote an appreciation for and support the practice of the visual arts in St. Thomas and Elgin County through a variety of exhibitions, educational programs and through the preservation of a permanent collection. Our Vision The St. Thomas -Elgin Public Art Centre is a highly valued and respected art centre that is a focal point for St. Thomas and Elgin County. The public Art Centre is dedicated to fostering a welcoming, enriching, and engaging environment of art and creativity, to inspire, challenge and educate our audiences. The Public Art Centre gratefully acknowledges the continued support from the City of St. Thomas, the County of Elgin, donors, members, and supporters. With your support, you pro- vide us with the opportunity to be creative, responsive, and entertaining. Sil T H Q M A� PRESIDENT: Suzanne Baehr VICE PRESIDENT: Bethany Green TREASURER: Meghan Vreman RECORDING SECRETARY: Laura Woermke DIRECTORS: Amy Sloan Dang Ho Debra Bagshaw f .. Elgin(`,,`,,',"'"0, Ir"li .fib. Progressive by Nature Grayden Laing Neil Hubert Joan Dennis Steven McLarty Payson Andres Villar Andrew Snetsinger Jim Herbert (City Rep.) Alternate Jeff Kolhor (City Rep.) Dominique Giguere (County Rep.) 158 Adiministration/Staff Laura Woermke, Executive Director / Curator Sherri Howard, Program Director Peri Hayes, Summer Student (Gallery Attendant) Teagan Butler, Education and Administrative Assistant, Part-time Reception Acquisitions Committee (standing) Chair Bethany Green Steven McLarty Payson Gerald Pedros Laura Woermke Fundraising Committee (standing) Todd Noble Bethany Green Amy Sloan Suzanne Baehr Sherri Howard Laura Woermke Finance Committee Chair Suzanne Baehr Treasurer Meaghan Vreman Laura Woermke Membership Committee Chair Neil Hubert Laura Woermke Beth Green, (Volunteer) Reception Suzanne Baehr, (Volunteer) Reception Elizabeth Bourque, (Volunteer) Reception Julianne Bryans, Education and Curatorial Assistant (Volunteer) Reception Sherri Howard Human Resource Committee Chair Suzanne Baehr Neil Hubert Dang Ho Megan Vreman Sponsorship Committee Laura Woermke Suzanne Baehr Amy Sloan Volunteers 75 Hours 5 Individuals Suzanne Baehr Elizabeth Bourque Wilma Pineau Rachel Davis Julianne Bryans 159 ifTwitter 4036 followers Instagram 1767 followers Reach 3543 Age & Gender 58.6% women 41.45 men 18 to 65+years Origin Visits Referring Websites 7863 Direct Views 7225 Pages Visits hproxy.php 9031 HOME 4363 exhibitions--- 1212 Search Engines 0 workshops- 819 sealed -bid -auction- 643 access -to -art 504 artist -profiles 501 art -sales -and -services 439 community -artists 320 virtual -exhibitions 317 160 � IQ - 011 s Merle "Ting" Tingley - Editorial Cartoons February 13 to April 10, 2021 Gallery One & Two The St. Thomas -Elgin Public Art Centre has more than 100 works by Ting in our permanent collection. These works document an extraordinary career and the political and societal events (locally, nationally, and in- ternationally) from the 1940s to the 1990s. This exhibition included extensive information regarding the artist and the history of editorial cartoons in Canada. Extended labels, history, and QR codes with links to "The Hecklers" were provided for this exhibition. The Public Art Centre also produced a video for its YouTube channel for this exhibition. The video looks at editorial cartoonist Merle "Ting" Tingley, from his start as a cartoonist with the Canadian army during World War II to his almost 40 years as the editorial cartoonist for the London Free Press. Johnenne Maddison An Interior Life May 1 to July 3, 2021 Gallery One & Two Johnnene Maddison has had a long career of art making, much of it focused on women's history and the exigencies of their con- temporary lives. The numerous exhibitions of her work have in- cluded the variety of media she explores: among these are paint- ing (watercolour and oil), textiles, embroidery and photo col- lage. Most often the works include imagery based in reality --a running figure, eggs in a nest, a garden, a group of women at work. Sometimes the work has struck an even deeper chord with- in her, such as the series and book she produced after the death of her husband in 2009, Losing Dave. Since then, there has been a shift in her approach that clarified over the last few years. Looking at Johnnene Maddison's recent paintings, one has a sense of joy, of freedom. The linear drawing that forms the basic, loose shapes seems to reflect the artist's gestures as she moves her arm across the canvas. Working with the drawn shapes, she adds colour, using acrylic paint. These works are brilliant and evocative in their abstractions, as though the art- ist invites us to join her, to interpret her innermost thoughts and ideas. The surprising reality that grounds these paintings is the fact that Johnnene Maddison was diagnosed with a most serious illness and has had to contend with ongoing treatments and concerns. Per- haps we can understand this work as her expressions of a positive life force that is deter- mined to continue in the face of an ever -narrowing time frame. Her gift to us is the joy of 161 her paintings that speak to each one of us, as we open our hearts and minds to enter the artist's world. Madeline Lennon Professor Emerita Visual Arts, Western University A catalogue of the works in An Interior Life was produced and sold by the Public Art Centre. Several works in the exhibition were purchased by the public and one piece was donated Robin Grindley, Robin's Preserves May 1 to July 31, 2021 Gallery Three "The late, great jazz singer Blossum Dearie referred to her music recordings as "my jams and jellies". That pretty much sums up how I view my work; not only home- made (and hopefully sweet), they are also colourful, and made from the heart. As you can tell, colour is a strong influencer for me, as are bold shapes and lines. My work is both impulsive and ruminating, and my favourite reaction to one of my pieces is a smile. (I also love it when people tell me they want to put it in a hallway or tucked in the kitchen where they will see it all the time). I'm inspired by my travels (Scotland, Fingal, the internet) and by my fellow artists. I feel very fortunate to be living my dream of painting every day, and that I have the sup- port of an art centre such as STEPAC. Several works in the exhibition were purchased by the public. Art Trees & Trails Selections from the Permanent Collection August 7 to September 4, 2021 Gallery One & Two In 2020, the Public Art Centre formed a community partnership with the Estate of Donna Vera Evens Bushnell -St. Thomas Commu- nity Foundation, Kettle Creek Conservation Authority, Catfish Creek Conservation Authority, and St. Thomas Elevated Park. The partnership sought to place art in natural spaces, for people to enjoy, as they walk the stunning trails in St. Thomas -Elgin. Each location selected pieces from the Public Art Centre's permanent collection, that would be reproduced and installed along the existing trails. From August 7 to September 4, 2021 the Public Art Centre exhibited the original permanent collection works for the community to enjoy. 162 Robin Baratta Disappearing Landscapes August 7 to September 4, 2021 Gallery Three "My work is an eulogy for disappearing landscapes, written in high relief, simplified shapes, complicated textures, and eye popping colour". In View of the Artist Annual Juried Exhibition September 11 to October 9, 2021 Gallery One & Two C>0 T H E A R T I S T This exhibition celebrates the artist be- hind the work. It explores what the artist sees and creates, in their view, whether real or imagined. In View of the Artist supports the production of new artwork and showcases a variety of mediums, including painting, sculpture, digital media, photograph, and mixed media. A professional juror makes the selections for the show. This juror considers originality, creativi- ty, process, and engagement while curating the exhibit. In 2021, the Public Art Centre se- lected 62 works from 51 artists for the exhibition. Cathy Horvath Buchanan, Jane Atkinson White, Alice Price Vermeulen, and Heather Keating Collective Chemistry September 11 to October 9, 2021 Gallery Three -1 SJ tom' 4.,,R This group exhibition features four local artists working with various media such as painting and collage. Collective Chemis- try focuses on the artists' most recent works and explores the relationship be- tween the forms, themes, and techniques of this diverse range of contemporary art- ists. 163 Annual Art Auction October 12 to Saturday November 6, 2021 Gallery One, Two & Three For decades the Annual Art Auction has been one of the St. Thomas- „ , "�, 6 Elgin Public Art Centre's main fundraising events. The event showcas- es the works of both contemporary and historical artists and draws a large audience of participants and viewers. The Public Art Centre was required to shift the event format in 2020. Based on its success and the continued need for the new structure, the 2021 Annual Art Auction followed a similar sealed bid format. The auction featured 60 pieces, including works by: Eric Atkinson, John Bennet, Carolyn Curtis, Clark McDougall, Ger- ald Pedros, William St. Thomas -Smith, Laura Woermke, and many others. Bidding was offered both at the Public Art Centre and online. A silent auction component was added to the event this year, also for those bidding in person. Thanks to the generosity of artists, art collectors, and all who bid at the event, Annual Art Mary Donlan Della Luce November 13 to December 23, 2021 Gallery One & Two Mary Donlan is a painter working in the abstract expressionist tradition with a collage aesthetic. Currently, she works with paper collage and painting. She is a resident of St. Thomas, Ontario. "My painting is rooted in the history of abstract art and I work from a collage aesthetic. I love abstract art and I am interested in how an art- ist develops a vocabulary. I use collage to address how we create - merging, synthesizing, layering material on material, pattern on pat- tern, fragment on fragment, building up an image. So that is my cho- sen process - layering. I see the process of layering, merging, changing, interweaving, and synthesizing as simulating the creative process. I have evolved from an abstract expressionist into a conceptual/minimal artist. My paintings are artistic explorations of material. I use paper, acrylic skins, paint shards, and sometimes fabrics, to reference the surface of things, to convey a sense of fragility, vulnerability, and impermanence. Softness and strength. In recent years I have minimized colour and simpli- fied my images. I use acrylic mediums and paints to create luminous surfaces, to embody positive, high energy, and resilience. We are at one with nature in our frailty and mortality. I have been very influenced by Canadian abstract painters - Les Automatistes, Ron Martin, Jack Bush, Paterson Ewen (with whom I studied at UWO), Ronald Bloore, and Painters Elev- en, Cy Twombly, Rebecca Morris, Christopher Wool, and many other contemporary ab- stract artists. Recently I have become interested in Minimalism, in artists such as Agnes Mar- tin, Robert Ryman. I also enjoy contemporary textile art." 164 Miniature Show and Sale November 13 to December 23, 2021 Gallery Three A miniature show and sale is a perfect opportunity for artists and :,7 AV:7-17 the community! Many people lack the wall space to collect large artworks from their favourite (or new favourite) artists. This show and sale is an easy, fun way to do both. Whether you're starting or adding to a collection or purchasing a one -of -a -kind gift, this ....-: mm show has you covered. A ......w..._ . ..,ell The Miniature Show and Sale is not a juried exhibition and all works will be accepted. XOXO Selections from the Permanent Collection February 2021 XOXO draws upon the Public Art Centre's diverse permanent collection to explore the theme of love in art and the changing representations of this complex emotion. While popular conceptions of love frequently focus upon romantic love, XOXO explores love's varied manifestations across the realms of human experience, including familial relationships, friendship, nostalgia, and depictions of love's many variations in painting, sculpture, prints, and drawings. Flames of Love from the Permanent Collection February 2021 The images for this online exhibition were taken from 22 serigraph images created by artist Hugues de Jouvancourt and specially executed for this book of poetry. This volume pays tribute to the beauty and grace of young Canadian women. 165 11 � � W111 I I all In 2020, the Public Art Centre saw a need and an opportunity to increase its online pres- ence. Both of these have continued and expanded in 2021. In 2021, seven new videos/ hands-on tutorials were developed, recorded, and uploaded to the Public Art Centre's YouTube channel. The goals of these videos are many. The Public Art Centre strongly be- lieves that art education matters and created these videos to encourage others who feel the same. There is also the constant desire to offer opportunities free of charge for those who want to access them. WMIC, BOOK MAP ILOn� k In this video, Julianne goes over the tips and tricks to make a successful and dynamic comic book! Breaking down what you need to succeed with your comic book dream! As we go over the process, we also take a look at Merle "Ting" Tingley's artwork! In this video, we are drawing an anime character! Learn step by step how to build the character up with breaking down shapes and adding detail. Learn helpful tricks and strategies to constructing a character. Have fun getting started on drawing along with us! Let's finish drawing an anime character, while also getting helpful tips on how to break down drawing some difficult parts of a character! Learn how inspiration can be used from references! And most of all have fun learning how to build and construct your own characters at home! This video takes a look at the interesting life of editorial cartoonist Merle "Ting" Tingley. From his start as a cartoonist with the Canadian army during World War II to his almost 40 years as the editorial cartoonist for the London Free Press. In this video, we look at the benefits of doing rough sketches and thumb- nails, before drawing up your comic! We look at an example of a title page used for a comic book, and offer great advice while doing it! Helpful ad- vice that will make drawing your comic book easier and more organized! A great introduction to the element of LINE. This video explores how the style and direction of a line changes the feeling and emotion for the artist and the viewer. It includes examples by artists, definitions, art terms as well as hands-on art activities to experiment and explore the element of line. This video gives you a fun, easy way to use and recycle pieces of paper, magazine pages and old gift wrap to create a paper bow! Great for all ag- es. 166 Due to shifts in semester and class schedules in local high schools, many students enjoyed an opportunity to spend entire days in their schools' art studios. The results and creativity were incredible, and the Public Art Centre welcomed the opportunity to share the work on our social media feeds. Although the occasions are fewer, anytime there is an opportunity to participate safely in a community event, the Public Art Centre is ready to go with ideas and free art activities. In August, the Public Art Centre, and its fun retro VW bus display, was at Nostalgia Nights, with free art activities for kids and adults to take home with them. Then in November, the Public Art Centre took part in the Horton Christ- mas Market. One hundred free seasonal craft packages were gone in the blink of a gnome's eye! These two events allowed the Public Art Centre the opportunity to share how much art education matters. It was also a great way to let people know about the free educational videos on the Public Art Cen- tre's YouTube channel. f ZJJI, M, rlz 10 0 In 1969 the Public Art Centre was established to "encourage and promote an appreciation for and support the practice of the visual arts" and our ongoing ability to succeed in doing this is down to our membership's commitment to do the same. Members are the heart and soul of the Public Art Centre. We thank you for your ongoing support. Jane Atkinson -White Robin Baratta Cliff Barwick Lynda Baughman Peter Bloch -Hansen Elizabeth Bourque Joann Dunn Mary Dunn Annette Dutton Robin Fleming Patricia Fryer Lisa Gerrard Anne Gilberrt Connie Gregor Robin Grindley Mary Gullis Beth Green Pat Hartwell -McLean Shirley Hokke Margaret Horn Neil Hubert Marion Hummel Debra Jackson -Jones Mary Jane Johnston Nancy Johnson Dennis Kalichuk Elizabeth Kusinski Patrick Landsley Darlene Loyst Annette Martin Pat McCaig Kathy & Dan McNeil Janet Medlyn Kathleen O'Dea Margaret C. Patterson Lynne Pinchin Alice Price-Vermeulen Elizabeth Raven Dianna Saddington Shirley Shore Sue Shurish Amy Sloan Tony Stacpoole Denise Sutherland Anna Tanguay Helga Victor -Bear Patrick Thibert Katelyn Tippin Meaghan Vreman Pat White FAMILY Janet Brodie Jerry & Mary Jane Col- lins Catherine Craig & John McMahon Diane Dobson Carol & Wally Ewaskiw Jim & Rita Herbert Marg & Wayne Howard Brenda & Mark Hunni- ford Heather Jackson Paul Jenkins & Sandra Poczobut Donald & Gail Leich Kathy Lyle Diane & Don Marcou Linda Maskell & Christo- pher Pereira Dan Peterson Wendy Saby & Dennis Siren Andrew Snetsinger Andres & Cathy Villar Fanny & Lewis Yeager CONTRIBUTING Fred & Ardythe Ander- son Linda Armstrong & Mark Enns Betty Burrell-Beaudry Amanda Caldwell - Wraith Elaine & Gary Clark Jenny Couse & Jeff Strong Pat & Bob Curtis Joan & Darrel Dennis George & Lynn Dis- browe Mary Donlan Dawn Doty Sue Fortin -Smith Ted Gilchrist Eileen Grimley Art & Kate Gutmanis Kathy Hagerman John Hofhuis Dagny Ingolfsrud Joan & Matt Janes Bob & Jill Jones Jean Johnson Grayden Laing Donald & Gillian Law- rence Ellen & John Luft Joel Keenleyside Johnnene Maddison Steven McLarty-Payson Dave & Judy Mennill Kevin Morrell Todd & Kathy Noble Katherine Nicli Joanne Rowles Sharron Russell Tamelynda Lux & Larry Russel Brenda Sheridan John & Lois Smith Rowena Spersrud Janet Willoughby Stephen Wookey SUPPORTING Agnes Berko Joanne Ferguson Joyce Ferguson Louise & Jack Ferriman Brenda Furman Margaret Glover Barb & Bruce Green Sine Herold John & Karen Hueston Kim & Allan Hughson Patricia Johnson Wayne & Maxine Kent- ner Sharon Little Gary & Carolyne McLeod Wendy & Dan Tippin Ian Tripp Malcolm & Monique Wood SPONSORING Suzanne Baehr Mary Carnahan Cathy Collier Suzanne Faris SUSTAINING Carl & Debra Bagshaw Brian & Mary -Ellen Bolt Elgin Contracting & Res- toration Ltd. St. Thomas Downtown Development Board i The generous donations received from our community ensure that the Art Centre is able to continue to promote an appreciation for and support the practice of the visual arts in St. Thomas and Elgin County. ACCESS TO ART Doug Tarry Limited ANNUAL GIVING Glen White Investments Ltd. GENERAL Darryl Arnold Fran(;ios Beauchamp Michel Constantin Brenda Fuhrman Anne Gilbert Debra Jackson -Jones Johnnene Maddison David and Sandra Marr Sheila Martin Mike Pineau Catherine Elliot Shaw & John Shaw Tony Stacpoole Stantec Consulting Ltd. Jens Thielsen GIFTS IN KIND Fran(;ios Beauchamp Sheila Bloomfield Stanley Borenstein Emmi Coburn Jim Coburn Henry Cornelissen Michael Crane GRANTS Jeffery Flinn Lisa Gerrard Robin Grindley Wil Herold Mary Hickey James D. Jacobik Andre Lacroix Al Magrath Kelly Mancari Linda Maskell-Pereira & Chris- topher Pereira Melainie &Jamie McBain Candy McManiman Rhonda & Ron Milton Catherine Montgomery Gerald Pedros Elvine Gignac Pharand Barbara Popham Andrea Renner Larry A. Russel & Tamelynda Lux John Shapendonk Andrew Sloan Jack Snelgrove Rowena Spersrud Jens Thielsen Margaret Thielsen Wendy & Dan Tippin Aidan Urquhart Josepha van den Anker Anne Whiteman Andrew Wilkie Anne Wilson IN MEMORY Suzanne Baehr Janet (Brodie) Farley Martha Farley Sine Herold Sharon Little Anne & Cavan McHenry Jan Row Laurie Shiell INSPIRE A STUDENT Centennial Sports Club of St. Thomas Elgin Contracting and Resto- ration Ltd. Kinsmen Club of St. Thomas Lions Club of St. Thomas Optimist Club of St. Thomas Talbot Trail Optimist Club Williams Funeral Home Ltd. PERMANENT COLLECTION Fran(ios Beauchamp Michel Constantin Robin Grindley Johnnene Maddison Ontario Ontario FoundationTrillium Resilient invests in projects of eligible non-profit organizations t• aid theirmedium longer-termrecovery efforts • • help with their stabilizationthe aftermath Fondation Trillium of COVID-1 9. The Foundation provided funds for operating, better internet ac- .- ['Ontario cess and to provide audio visual equipment. AssistanceMuseums The Museums Assistance Program (MAP) supports heritage institutions and workers in the 169 The ♦ ♦ ♦ ♦ Alice WilliamsThomas Community Founda- tion. under* general Art Sd��es In addition to the Annual Art Auction, the Public Art Centre presented an art sale during February, March, and April 2021 in Gallery Three. This rotating sale offered contemporary and historical works in a wide range of media. Many people purchase artworks during the run of the art sale, providing an oppor- tunity for the Public Art Centre to raise funds through direct art sales and an opportunity for people to add to or begin an art collection that beautifies their living space. The St. Thomas -Elgin Public Art Centre's Gift Shop offers a unique and distinct selection of items. If you are looking for orig- inal art, pottery, jewelry, or items with a distinctly local flair, then, look no further. In addition to the items in the gift shop, the Public Art Centre al- t so put together art packages for sale. These packages offer a "one -stop -shop" for people who wish to access and complete the projects featured in our hands-on YouTube videos. The Public Art Centre's "Supplies Surprise" bags offered both a pp p g surprise and some inspiration and ideas for where to start your next creative adventure. Coolding 301 Cookbook fundraisers are a tradition at the St. Thomas -Elgin Public Art Centre that started with the Women's Committee in 1974. Over the past several months, the Art Centre sought to honour this tradition and the host of women who belong to the Women's Committee and were fundamental to its beginnings and continued success. Cooking 301 offers a great selection of recipes from all three original cookbooks (chosen by people who know and love them), along with stories, photos, and so much more! And it's a fundraiser too! A dona- tion to the project covered all the costs to produce Cooking 301. The cookbook sales have far surpassed the Public Art Centre's expecta- tions, and the fundraiser will continue into 2022. 170 r In 2020 the St. Thomas -Elgin Public Art Centre announced that it would be coordinating the new Art, Trees & Trails project. This collab- oration with Kettle Creek Conservation Authority, Catfish Creek Con- servation Authority, and St. Thomas Elevated Park sought to bring his- torical and contemporary artwork from the Public Art Centre's per- manent collection to our local trails and Elevated Park. This project reinforced the mission of the Public Art Centre, to en- courage and promote an appreciation for and support the practice of the visual arts in St. Thomas and Elgin County and demonstrated art's incredible ability to unify. Twenty reproductions have been installed to date, along the trails at Springwater Forest, Dalewood Conservation Area, and St. Thomas Elevated Park. The Art, Trees & Trails project has allowed the Public Art Centre to engage with the commu- nity outside the walls of the Public Art Centre, and add to our visual environment in places where community members and visitors explore nature. More locations within the city of St. Thomas were selected, and you can look forward to seeing even more pieces from the Public Art Centre's collection dotting the landscape as you en- joy the great outdoors! Thank you to the Estate of Donna Vera Evans Bushell, for gener- ously funding this community project. The St. Thomas -Elgin Public Art Centre's permanent collection is the largest and most signifi- cant collection in St. Thomas and Elgin County. The collection is made up of approximately 2040 artworks of local, regional, national and international origin in a variety of media. In developing the permanent collection, contemporary and historical Canadian art and the artists associated with St. Thomas and Elgin County are the focus. Each year pieces are donated to the collection. The St. Thomas -Elgin Public Art Centre will- ingly accepts the responsibility to house and maintain this valuable community resource. 2021 Donations to the Permanent Collection: Ron Milton, Great Grandfather Study, 2015, Mixed media sculpture Ron Milton, Uncle Alb and the Barnham, 2015, Mixed media sculpture Eric Atkinson, Ruin in the Graveyard, 1997, ink on paper Eric Atkinson, Ruin in the Graveyard (Study), 1997, graphite on paper Eric Atkinson, Graveyard, St. Ives, Cornwall, 1988, Eric Atkinson, Mystic Lake, 1982, mixed media on ink on paper canvas 171 Alexander M. Fleming, Autumn at Belfountain, 1878-1929, oil on canvas Albert Templar, Hanging Wash, Dundas and Clar- ence, nd, watercolour on paper A.Y. Jackson, Autumn Stream, nd, serigraph Charles William Sherman, Untitled (Portrait of a Woman), nd watercolour on paper Ed ZelenakI Ra's Voyage -Divining the Cosmos William Ronald, Untitled Abstract, 1969, watercol- Study One, 1989, watercolour on paper Kerry Ferris, Group of five watercolour paintings, untitled, nd, watercolour on paper Rene Derouin, Abstract Landscape, 1959, oil on canvas Jean Guy Mongeau, Untitled, 1960, oil on canvas Walter Yarwood, September sun, 1960, oil on board Walter Redinger, Untitled, nd fibreglass sculpture Johnnene Maddison, It can't be so, 2020, acrylic on canvas Robin Grindley, Apples, 2021, acrylic on board James W.G. (Jock) MacDonald, Untitled, 1946, watercolour on paper Clark McDougall, Church on HWY #10, 1954, oil on board Tony Urquhart, Landscape, London, ON., 1963, oil on board Graham Coughtry, Untitled Man with Sax, nd, oil on canvas Paul Fournier, Beginnings # 12, 2008, oil on board Ray Robinson, Reclining Nude, 1985, bronze sculpture Gerald Pedros, Untitled (Figure in pink), 2019, mixed media on mylar Ken Danby, Sunbathing, nd, serigraph A.Y. Jackson, Sleighing in Quebec Village, nd, serigraph A.Y. Jackson, Winter in Quebec Village, nd, seri- graph Ed Zelenak, Ra's Voyage -Divining the Cosmos Study Two, 1989, watercolour on paper Ed Zelenak, Ra's Voyage -Divining the Cosmos Study Three, 1989, watercolour on paper Ed Zelenak, Ra's Voyage -Divining the Cosmo_* Study Four, 1989, watercolour on paper Ed Zelenak, Ra's Voyage -Divining the Cosmos Study Five, 1989, watercolour on paper Evelyn Knight, Still Life with Shoes, nd, watercolour on paper Evelyn Knight, Untitled "Chairs", nd, watercolour on paper Evelyn Knight, Untitled "Daisies", nd, watercolour on paper Evelyn Knight, Homestead, nd, watercolour on paper Evelyn Knight, Red Barn, nd, watercolour on pa- per Evelyn Knight, Summer Scene, nd, watercolour on paper Evelyn Knight, Untitled Elgin County Barn, nd, wa- tercolour on paper Evelyn Knight, Small Winter Scene, nd, watercol- our on paper Evelyn Knight, Untitled Nude, nd, watercolour on paper Evelyn Knight, Untitled "Coloured Rocks", nd, wa- tercolour on paper 172 Month Visitors Tours/Offsite Community Adult Classes Children's Classes Openings/ Special Events Facility Rentals Totals *January 0 0 0 0 0 0 0 February 59 0 0 0 0 0 59 March 142 0 0 0 0 0 142 *April 12 0 0 0 0 0 12 *May 3 0 0 0 0 0 3 *June 5 0 0 0 0 0 5 *July 172 0 0 0 0 0 172 August 214 0 0 0 0 0 214 September 206 103 0 0 0 10 319 October 274 24 0 0 0 7 305 November 307 22 0 0 0 11 340 December 193 0 0 0 0 9 202 Totals 1587 149 0 0 0 39 1775 Totals 2020 3532 120 61 168 1078 643 5602 * indicates a month that the Art Centre was fully or partially closed to the public, based on provincial and health guidelines and recommendations. In 2020, the Art Centre was fully open in January and February and partially or fully closed during March, April, May, and June. In July 2020, the Art Centre reopened to the public with reduced hours and limited occu- pancy. These restrictions have remained in place during the months that the Art Centre was permitted to be open to the pubic. 173 OP NO MLW pq 11 Talhnt Strppf St. Thomas ON N5R 6G4 March 17, 2022 The Honourable Doug Ford, MPP Premier of Ontario Premier's Office, 1 Queen's Park Legislative Building, Room 281 Toronto ON M7A 1A1 ipir;i mj;ir,ontairio..ca Dear Premier Ford: Re: REQUEST TO THE PROVINCE OF ONTARIO FOR A PLAN OF ACTION TO ADDRESS JOINT AND SEVERAL LIABILITY On behalf of the Council of The Corporation of the City of Barrie, I wish to advise that on March 7, 2022, City Council adopted the following resolution regarding a Plan of Action to Address Joint and Several Liability: 22-G-064 REQUEST TO THE PROVINCE OF ONTARIO FOR A PLAN OF ACTION TO ADDRESS JOINT AND SEVERAL LIABILITY WHEREAS the cost of municipal insurance in the Province of Ontario has continued to increase with especially large increases going into 2022; and WHEREAS Joint and Several Liability continues to ask property taxpayers to carry the lion's share of a damage award when a municipality is found at minimum fault; and WHEREAS these increases are unsustainable and unfair and eat at critical municipal services; and WHEREAS the Association of Municipalities of Ontario outlined seven recommendations to address insurance issues including: 1. That the Provincial Government adopt a model of full proportionate liability to replace joint and several liability. 2. Implement enhancements to the existing limitations period including the continued applicability of the existing 10-day rule on slip and fall cases given recent judicial interpretations and whether a 1-year limitation period may be beneficial. 3. Implement a cap for economic loss awards. 4. Increase the catastrophic impairment default benefit limit to $2 million and increase the third -party liability coverage to $2 million in government regulated automobile insurance plans. 5. Assess and implement additional measures which would support lower premiums or alternatives to the provision of insurance services by other entities such as non-profit insurance reciprocals. 6. Compel the insurance industry to supply all necessary financial evidence including premiums, claims and deductible limit changes which support its own and municipal arguments as to the fiscal impact of joint and several liability. 7. Establish a provincial and municipal working group to consider the above and put forward recommendations to the Attorney General. NOW THEREFORE BE IT RESOLVED that the Council for the Corporation of the City of Barrie call on the Province of Ontario to immediately review these recommendations despite COVID-19 delays, as insurance premiums will soon be out of reach for many communities and BE IT FURTHER RESOLVED that this motion be provided to the Honourable Doug Ford, Premier of Ontario, the Honourable Peter Bethlenfalvy, Minister of Finance, the Honourable Doug Downey, Attorney General of Ontario and MPP for Barrie-Springwater, the Honourable Andrea Khanjin, MPP for Barrie-Innisfil, and all Ontario municipalities. If you have any questions, please do not hesitate to contact the undersigned, r:r.r..::alk.airi:, or (705) 739.4220, Ext. 4560. Yours truly, Wendy Cooke City Clerk/Director of Legislative and Court Services WC/bt Cc: • The Honourable Peter Bethlenfalvy, Minister of Finance • The Honourable Doug Downey, Attorney General and MPP for Barrie-Springwater • The Honourable Andrea Khanjin, MPP for Barrie-Innisfil • All Ontario municipalities Friday, March 25, 2022 at 14:40:36 Eastern Daylight Time Subject: SWIFT Monthly Project Update - February 2022 Date: Friday, March 25, 2022 at 2:40:25 PM Eastern Daylight Time From: Barry Field To: DG-SWIFT Board, DG-WOWC CAOs, DG Contributing CAOs, jdavidson@london.ca CC: Jen Broos, Justin Bromberg, Melissa O'Brien Attachments: 200.04.024.v1.0 Monthly Dashboard - February 2022.pdf, image001.png, image002.png, image003.png, image004.png, image005.png, image006.png, image007.png SWIFT Board Members and CAOs, Please see the attached monthly project update for February 2022. All report data is as at February 28, 2022 Status • Procurement • All contracts executed (97), projects announced, and implementation underway. • Minor change orders being processed to address small changes. • Projects Completion Progress and Plan • Net 6 projects behind schedule • Late (15) • CAL-06-NFTC (The Grange) - Resources moved to prioritize Caledon project which is required in order to turn up this project. Completion expected May 2022. 40% complete. • CHK-02-TEKS (Tupperville) - Delayed due to ISP issues. Completion expected September 2022. 30% complete. • CHK-03-TEKS (Mitchell's Bay) - Delayed due to general resource availability and easement requirements on private roads. Completion expected May 2022. 60% complete. ■ CHK-04-TEKS(Duart) - Delayed due to ISP issues. Completion expected May 2022. 8% complete. ■ DUF-I3-NFTC (Camilla) - Delayed due to issues running equipment on 177 Page 1 of 6 county roads during winter months. Completion expected Mar 2022. 70% complete. • ESX-17-TEKS (Lighthouse Cove) - Delayed due to design change because of aerial permitting issues with Hydro One. Completion expected August 2022. 58% complete. • ESX-I8-TEKS (Stoney Point) - Delayed due to permitting issues. Completion expected May 2022. 35% complete. • HUR-06-TCC (Henfryn) - Delayed due to weather conditions and locate delays. Completion expected Jun 2022. 20% complete. • HUR-18-HAY (Lumley) - Delayed due to permit challenges. Completion expected Jun 2022. 80% complete. • HUR-22-TCC (Sunshine) - Complete as of 07-Mar-22 but not as of the date of this report (28-Feb-22). • LAM-07-COG (St. Clair) - Delayed due to subcontractor ceasing business operations. Completion expected June 2022. 83% complete. • LAM-08-EXEC (Highland Glen) - Complete as of 18-Mar-22 but not as of the date of this report (28-Feb-22). ■ LAM-1 O-EXEC (Bosanquet) - Delayed due to permitting issues. Completion expected June 2022. 80% complete. • NOR-06-EXEC (Long Point) - Significant delays due to environmental permits / Contingency plan in place to use microwave backhaul but will reduce prems passed. Completion expected June 2022. 85% complete. • WEL-03-COG (Belwood) - Delayed due to easement negotiations on CIRCA land. Completion expected July 2022. 89% complete. Early (9) ■ BRU-01-WIGHT (Formosa) - Project was scheduled to complete in March 2022 but was pulled into February 2022. • BRU-I2-HUR (Langside) - Project was scheduled to complete in March 2022 but was pulled into January 2022. • CAL-03-VIAN (North East Caledon) - Project was scheduled to complete in March 2022 but was pulled into November 2021. • DUF-04-BELL (Mansfield) - Project was scheduled to complete in March 2022 but was pulled into January 2022. ■ GRY-03-EHTEL (Allan Park) - Project was scheduled to complete in March 2022 but was pulled into February 2022. • GRY-I9-WIGHT (Hanover) - Project was scheduled to complete in March 2022 but was pulled into December 2021. • MID-08-START (Thorndale) - Project was scheduled to complete in April 2022 but was pulled into January 2022. • PER-06-WIGHT (Village Park) - Project was scheduled to complete in March 2022 but was pulled into February 2022. • SIM-03-VIAN (New Lowell) - Project was scheduled to complete in March 2022 but was pulled into February 2022. 176 Page 2 of 6 8'D fO 4V Nei, /-J= • Premises Passed Progress and Plan o Net 160 premises behind schedule Prqecl., Cori- Premises Pcj 179 Page 3 of 6 a �:"n,:Rnw " Implementation Metrics (see attached monthly report for details) Contracts Executed 97 97 100% Design Complete 88 97 91 % 112 Construction Started 74 97 76% 113 Construction Complete 20 97 21 % .-u..::.. In -Service 18 97 19% 113 180 Page 4 of 6 Premises Implemented 20,418 63,879 32% 11 11,1166 Premises Serviceable 15,983 63,879 25% 112,847 KMs of Fibre 1,552 4,248 37% 1170 I ss Ili„y es w,w.M in 5,,. R :7 6rs • Utility locates delays • Permits • Resource Issues (construction resources) becoming a serious problem. c) irnr.n u,.n u n kc H a°..n s i.J If :anti a.I[e • We've taken our online map one step further to better serve the residents of Southwestern Ontario by highlighting the project areas that have become serviceable, prior to network completion (purple), in addition to indicating full network completion (green). This update will help to ensure that residents are made aware, sooner rather than later, that access to high-speed service is now available in their area. ._h emg�..._g.n..._d_e.................................................................o l. .._f!.r� Page 5 of 6 181 Recent Announcements: o SWIFT C;:ontinues to [give forward with its Broadband E:x ansion Plans in Nia.ara Re ion ......................................................................................................................................................................................................................................................................................................................................................................................................................... o SWIFT Broadband Project Breaks Ground in the Reaion of Waterloo Regards, pI llairuir I �iiudllld Executive Director Southwestern Integrated Fibre Technology 5._1.._9_..9.1...4_.._1.._308ext_.3 1 '��'� W� 5.1._9.. 3_1.._9..�._1.._1.._1._2. 789 Broadway Street, Wyoming, ON NON 1 TO oc duii� wwtnr v ii i' II. r .ro 11 ca_c _r _I..... a n d _a. �fn 182 Page 6 of 6 O'D sir'` 05 sir'` 05 05 05 005 1 <Ji :1 Woa -i Po �000000000000000000�0 0 0moo�oc�iooc�io o�bcoc�i �'ooc�i �'000�6oG000�o� o0 000b�oc�i bcioc�icoc�i E��'0006000�E 5 - 5 I mmm_C OzoGQ - z i v o o m m m m m ,o 0 uw II V II. 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Yv� v 0 0 > U U 6 m > s ,.� ¢' 3 Y a 3 o U 2 i3¢° oE m O G 6 0 0 0 U 2 y a a B 6 6 m ,IU3z°3��z o U o(�C�om�:5 �,�wz��Yi UU °�3 i U O Ui�J o ��i �(.9 (.�� n (9 ��il�b� E E E ,�,zz��w�J O U O o9 Uz �� Q U(� UU x UUcGew �, 'U"�O .nU�UUO r U El U cUV00000U�Up z m OU Q� m 6' m �' ODU z O�U ww �Z`. w w U U 3 m UI Q xl rlil Ow o �0 o Q o �0 0¢ a r w w G Q S G �O Y Y Q Q Y a a o Q Q o 0 0 x¢ 0 5 5 5¢¢ z Q¢ G V ov w w O Q w U z 3 3 z o U V (7 (9 o m z w w z v w w U U i U o U i G o ri i LD 0 m m C7 � w� x O v A z z� �� w Y.i U O O w- U z o m o co 00 T 0 i i i DISTRICTLONDON Catholic S1ho 1 BOARD March 29, 2022 Hon. Stephen Lecce Minister of Education 5th Floor, 438 University Avenue Toronto, ON M7A 2A5 J.. ster„edu olatariio.ca rr�unl ................................................................................................... Dear Minister Lecce, CATHOLIC LIC EDL)CATION CENTRE 5200 Wellington Road S. London, Ontario N6E 3X8 Canada T 519-663-2088 F ,5 J 9-663-9250 At its 4th Meeting of the 2022 Board held on Monday, March 28, 2022 and in accordance with Ontario Regulation 412/00, the London District Catholic School Board of Trustees reviewed the attached report and recommendations regarding trustee distribution for the upcoming 2022 municipal and school board election. The following recommendations were approved at the meeting. On the motion of J. Jevnikar and S. Cruz that the Board of Trustees approve the following resolutions for the 2022 Municipal Election: 1. That the London District Catholic School Board's electoral population for the 2022 Election is 98,977; 2. That there are no low population areas for the 2022 Election; 3. That the lead municipalities for the 2022 Election are the City of St. Thomas (Elgin); the Municipality of Strathroy-Caradoc (Middlesex); the City of Woodstock (Oxford); and the City of London; 4. That the number of trustee members to be elected in the 2022 Election, in accordance with the Education Act, is eight (8); S. That the eight trustee members shall represent each of the areas of distribution as follows: Elgin County; Middlesex County; Oxford County; and City of London Wards 1 and 14; Wards 2, 3 and 4; Wards 5, 6 and 7; Wards 8, 9 and 10; and Wards 11, 12 and 13. Sincerely, Vince Romeo Director of Education and Secretary /Id Encl. 185 /fl.Wirred by Christ, I eacnin log(, Ax11\\smSlilllCl °u u Page 1 of 2 M. Fisher, Director of Education, Thames Valley District School Board J.Picard, Director "fEducation, Conseil ao|airrotho|inueProvidence xx.Bertrand, Director ofEducation, Conseil sco|aimviamonde Municipal School Board Election Clerks: County ofMiddlesex County ofElgin County of Oxford City ofLondon City ofSt. Thomas City of Woodstock WT Christ. Learning Report to the Board of Trustees Trustee Determination and Distribution Report, Municipal Election 2022 Prepared By: Vince Romeo, Director of Education ,o lot Aw LONDON DISTRICT Catholic School BOARD Public: ❑ Confidential: ❑ Budget Implications: ❑ Core Priority: Meeting Date: March 28, 2022 Community &Catholicity ❑ Report Number: E.4.N.22. Student Achievement and Well -Being ❑ Action: Global Learning & Global Competencies ❑ Information: ❑ Stewardship of Resources ® Follow Up Item: ❑ Prev. Report #: Prev Num Recommendation(s): That the Board of Trustees approve the following resolutions for the 2022 Municipal Election: 1. That the London District Catholic School Board's electoral population for the 2022 Election is 98,977; 2. That there are no low population areas for the 2022 Election; 3. That the lead municipalities for the 2022 Election are the City of St. Thomas (Elgin); the Municipality of Strathroy-Caradoc (Middlesex); the City of Woodstock (Oxford); and the City of London; 4. That the number of trustee members to be elected in the 2022 Election, in accordance with the Education Act, is eight (8); 5. That the eight trustee members shall represent each of the areas of distribution as follows: Elgin County; Middlesex County; Oxford County; and City of London Wards 1 and 14; Wards 2, 3 and 4; Wards 5, 6 and 7; Wards 8, 9 and 10; and Wards 11, 12 and 13. Background and Purpose: Regulation 412/00 of the Education Act requires school boards to determine the number and distribution of members to be elected, by resolution before March 315t in an election year. School boards shall submit their Trustee Determination and Distribution Report to the Minister of Education, municipalities, and secretary of co -terminus boards by April 3rd Page 1 of 3 187 Report to the Board of Trustees lot �o IRW LONDON DISTRICT Catholic School BOARD Discussion: 1. Population of Electoral Groups The Municipal Property Assessment Corporation (MPAC) provides school boards with the Population of Electoral Groups (PEG) Report summarizing the Catholic school electoral population within a board's jurisdiction. The PEG Report identifies the number of eligible voters in each of municipality within the jurisdiction of the Board and is based on year-end assessment data for the current tax year as of January 1" of the election year. The Electoral Report identifies 98,977 eligible English Separate School electors. 2. Low Population Areas School boards are required to determine whether or not any areas within its jurisdiction are to be designated as low population areas. Designating low population areas affects only the distribution calculation and does not affect the total number of trustees determined for the board. Since the current distribution of trustees is based on county representation, it is determined that low population areas do not apply. 3. Lead Municipality The Board is required to identify for each of the counties, Elgin, Middlesex, Oxford and the City of London, the municipality with the largest electoral population for the purpose of identifying the school board election clerk responsible for running the election. Based on the municipality with the largest population, the lead municipalities are St. Thomas (Elgin), Strathroy-Caradoc (Middlesex), Woodstock (Oxford), and London. 4. Trustee Determination The Education Act sets the number of trustees for the Board at eight (8) members. With an electoral population of 98,977, the scheduled number of trustee members is eight (8): Total Population of Electoral Group O. Reg. 412/00, Table 2. Number of Members 45,000 to 59,999 persons 7 100,000 to 149,999 persons 9 5. Trustee Distribution School boards are responsible for determining the geographic allocation of its members across the jurisdiction, within each ward or municipality, based on a quotient formula provided in the regulations. The trustee member distribution for the Board will consist of one (1) trustee representing each of the counties of Elgin, Middlesex, and Oxford and five (5) trustees representing the City of London. Page 2 of 3 ,F- Aw LONDON DISTRICT Report to the Board of Trustees Catholic School BOARD Implications for the LDCSB: As required by the regulations, the LDCSB's Trustee Determination and Distribution Report for the 2022 Municipal Election shall be approved as presented. Appendices: Population of Electoral Groups Report, MPAC, February 2022 Page 3 of 3 iw Population of Electoral Groups Report School Board ID: 38 - LONDON DISTRICT CATHOLIC SCHOOL BOARD Summary Total County/Mun English French English French Prot -Sep Other Total Public Public Separate Separate 3202 0 0 786 0 0 0 786 3204 0 0 2,201 0 0 0 2,201 3211 0 0 704 0 0 0 704 3218 0 0 1,579 0 0 0 1,579 3227 0 0 834 0 0 0 834 3238 0 0 314 0 0 0 314 3242 0 0 5,342 0 0 0 5,342 3245 0 0 525 0 0 0 525 3401 0 0 351 0 0 0 351 3408 0 0 580 0 0 0 580 3411 0 0 486 0 0 0 486 3418 0 0 1,273 0 0 0 1,273 3421 0 0 4,529 0 0 0 4,529 3424 0 0 427 0 0 0 427 3429 0 0 352 0 0 0 352 3434 0 0 929 0 0 0 929 3902 0 0 27 0 0 0 27 3906 0 0 554 0 0 0 554 3916 0 0 4,079 0 0 0 4,079 3926 0 0 1,671 0 0 0 1,671 3936 0 0 66,401 0 0 0 66,401 3939 0 0 2,709 0 0 0 2,709 3946 0 0 558 0 0 0 558 3954 0 0 1,015 0 0 0 1,015 3958 0 0 751 0 0 0 751 Total 0 0 98,977 0 0 0 98,977 Page 8 of 9 February 8, 2022 190 Population of Electoral Groups Report School Board ID: 38 - LONDON DISTRICT CATHOLIC SCHOOL BOARD Summary Total School Board - Grand Totals School English French English French Prot -Sep Other Board ID Public Public Separate Separate 38 0 0 98,977 0 0 0 Total 98,977 Total 0 0 98,977 0 0 0 983977 Page 9 of 9 February 8, 2022 191 Mark Fisher, Director of Education and Secretary March 29, 2022 Warden Mary French 450 Sunset Drive St Thomas, ON N5R 5X7 Dear Warden French, Thank you for including me in your March 22, 2022 reponse letter to Ms. Johnson regarding the draft report from the Rural Education Task Force (RETF), an ad hoc committee of the Board of Trustees. We appreciate your continued support and advocacy for a strong education system across Thames Valley. By way of update, the Board of Trustees passed a motion to share the RETF report with the three First Nations communities with education service agreements with TVDSB, the Special Education Advisory Committee, The Equity and Inclusion Committee as well as administration for feedback. The advisory committees of the Board (Planning and Priorities Advisory Committee and/or Program and School Services Committee) would receive the feedback from these stakeholder groups and consider it along with the full report. As Trustees, we share a commitment to the ongoing improvement of our schools and to the creation of safe and positive learning environments for all students across Thames Valley. We remain committed tc advancing the best possible learning environments for all students, no matter where they live. Thank you again for bringing this issue to our attention. We look forward to continuing to work together on the issues that matter most to Thames Valley District School Board students, staff and families. I would be pleased to schedule a follow up meeting with you. Sincerely, Lori -Ann Pizzolato Chair of the Board LAP:slh c: Trustees Student Trustees Thames Valley District School Board - Office of the Chairperson 1250 Dundas Street, London, Ontario, N5W 5P2 Tel: 519-452-2000 Fax: 519-452-2396 website: www.tvdsb.ca We build each student's r a , every day. 192 CLOSED MEETING AGENDA April 6, 2022 Staff Reports: 1) County Solicitor — Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board —Litigation Update (verbal) 2) Chief Administrative Officer— Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Update 3) Chief Administrative Officer — Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Update 193