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TABLE OF CONTENTS
Orders — Tuesday, April 26, 2022.......................................................... 2
Elgin County Council Minutes — April 6, 2022........................................... 3
ReportsIndex........................................................................................ 15
Report — Terrace Lodge Redevelopment Fundraising Committee Appointment... 16
Report — Library, Museum and Archives Service Updates — December 2021 to 20
March2022..........................................................................................
Report — Homes — Nursing and Maintenance Department Policy Manual Review 25
andRevisions............................................................................................
Report — Homes — Pharmacy Services — Amending Agreement ......................
28
Report — Elgincentives Program Review ......................................................
34
Report — Elgincentives 2021 Year End Review ..............................................
63
Report — 2021 County Road Maintenance Agreement — Financial Reporting .........
67
Report — East Road — Multi -Use Path Funding Request ...................................
72
Report — Donation Policy No. 1.1................................................................
79
Report — Response to Ukrainian Crisis.........................................................
91
Correspondence — Items for Information Index ..............................................
98
Correspondence — Letter from the Minister of the Solicitor General ..................
99
Correspondence — St. Thomas — Elgin Coalition to End Poverty Year in Review...
100
Closed Session Agenda — April 26, 2022.....................................................
102
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ORDERS OF THE DAY
For Tuesday, April 26, 2022, 9:00 A.M.
1St Meeting Called to Order
2°d Adoption of Minutes —April 6, 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 - none.
2. Items for Information (Consent Agenda)
8th Other Business
1. Statements/Inquiries by Members
2. Notice of Motion
3. Matters of Urgency
9th Closed Meeting Items
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee of the Whole
13th Consideration of By -Laws
14th Adjournment
VIRTUAL MEETING: IN -PERSON PARTICIPATION RESTRICTED
NOTE FOR MEMBERS OF THE PUBLIC:
Please click the link below to watch the Council Meeting:
Accessible formats available upon request.
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MINUTES
April 6, 2022
Page 1
April 6, 2022
Elgin County Council met this 6th day of April 2022 at the Masonic Centre of Elgin, 42703 Fruit
Ridge Line, St. Thomas ON. The meeting was held in a hybrid in-person/electronic format with
Councillors and staff participating as indicated below.
Council Present: Warden Mary French (in -person)
Deputy Warden Tom Marks (in -person)
Councillor Duncan McPhail (in -person)
Councillor Bob Purcell (electronic)
Councillor Grant Jones (in -person)
Councillor Sally Martyn (in -person)
Councillor Dave Mennill (in -person)
Councillor Dominique Giguere (in -person)
Councillor Ed Ketchabaw (in -person)
Staff Present: Julie Gonyou, Chief Administrative Officer (in -person)
Brian Lima, General Manager of Engineering, Planning & Enterprise/Deputy
Chief Administrative Officer (in -person)
Stephen Gibson, County Solicitor (in -person)
Nick Loeb, Senior Counsel (in -person)
Carolyn Krahn, Interim Manager, Economic Development and Tourism (in -
person)
Jenna Fentie, Legislative Services Coordinator (in -person)
1. CALL TO ORDER
The meeting convened at 1:00 p.m. with Warden French in the chair.
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
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
None.
Page 2
April 6, 2022
The Chief Administrative Officer requested that an additional item of urgency be
considered as a closed session matter before Council's consideration of Reports of
Council, Outside Boards and Staff.
Moved by: Councillor Jones
Seconded by: Deputy Warden Marks
RESOLVED THAT the order of proceedings be amended to allow for a brief closed
session update prior to Council's consideration of reports under Reports of Council,
Outside Boards and Staff as permitted under the Municipal Act Section 239 (2) (a) the
security of the property of the municipality or local board.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
5. COMMITTEE OF THE WHOLE
Moved by: Councillor McPhail
Seconded by: Councillor Giguere
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
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
Closed Session Matter of Urgency
Moved by: Councillor Martyn
Seconded by: Councillor Mennill
RESOLVED THAT we do now proceed into closed meeting session in accordance with
the Municipal Act to discuss the following matters under Municipal Act Section 239 (2)
(a) the security of the property of the municipality or local board.
Page 3
April 6, 2022
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
Motion to Rise and Report
Moved by: Councillor Ketchabaw
Seconded by: Councillor Jones
RESOLVED THAT we do now rise and report; and
THAT the report from the Chief Administrative Officer be received.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
Moved by: Councillor McPhail
Seconded by: Councillor Martyn
RESOLVED THAT reports 6.2 — Terrace Lodge Redevelopment Fundraising Committee
Appointment, 6.3 — Library, Museum and Archives Service Updates — December 2021 to
March 2022, 6.4 — Elgincentives Program Review, 6.5 — Elgincentives 2021 Year End
Review, 6.8 — 2021 County Road Maintenance Agreement — Financial Reporting, 6.11 —
Donation Policy No. 1.1, and 6.12 — Response to Ukraine Crisis be deferred for
consideration at the April 26, 2022 meeting.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
Page 4
April 6, 2022
Aylmer Warden Mary French X
TOTAL 9 0 0
Motion Carried.
6.1 Warden's Activity Report (March) and COVID-19 Update —Warden French
Warden French presented the report summarizing her activities on behalf of County
Council in March 2022 and the County's response to the pandemic.
Moved by: Councillor Martyn
Seconded by: Councillor Mennill
RESOLVED THAT the March 31, 2022 report titled "Warden's Activity Report
(March) and COVID19 Update" submitted by Warden French be received and filed
for information.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
6.2 Terrace Lodge Redevelopment Fundraising Committee Appointment —
Councillor Giguere
The report has been deferred until the April 26, 2022 County Council meeting.
6.3 Library, Museum and Archives Service Updates — December 2021 to March
2022 — Director of Community and Cultural Services
The report has been deferred until the April 26, 2022 County Council meeting.
6.4 Elgincentives Program Review — Interim Manager of Economic Development
and Tourism
The report has been deferred until the April 26, 2022 County Council meeting.
6.5 Elgincentives 2021 Year End Review — Interim Manager of Economic
Development and Tourism
The report has been deferred until the April 26, 2022 County Council meeting.
6.6 Elgin (County) / Eh!Tel Networks Inc. - Telecommunications Equipment
Consent and Road User Agreement — Senior Counsel
Senior Counsel presented the report recommending 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.
Moved by: Deputy Warden Marks
Seconded by: Councillor Giguere
Page 5
April 6, 2022
RESOLVED THAT 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; and
THAT 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".
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
6.7 Elgin / Elgin / Municipal Property Assessment Corporation ("MPAC") -
Parking Space Licence Agreement — General Manager of Engineering,
Planning, & Enterprise/Deputy CAO
The General Manager of Engineering, Planning, & Enterprise/Deputy CAO
presented the report recommending the 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.
Moved by: Councillor Mennill
Seconded by: Deputy Warden Marks
RESOLVED THAT 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; and
THAT Council approve preparation and 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; and
THAT 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.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
Page 6
April 6, 2022
TOTAL 9 0 1 0
Motion Carried.
6.8 2021 County Road Maintenance Agreement — Financial Reporting — General
Manager of Engineering, Planning & Enterprise/Deputy CAO
The report has been deferred until the April 26, 2022 County Council meeting.
6.9 Surface Treatment and Microsurfacing (Tender No. 2022-T11) and Culvert
Rehabilitations (Tender No. 2022-T12) - Tender Awards — General Manager of
Engineering, Planning & Enterprise/Deputy CAO
The General Manager of Engineering, Planning & Enterprise/Deputy CAO
presented the report recommending that tender awards for surface treatment,
microsurfacing, and culvert replacement projects be signed by the Warden and
Chief Administrative Officer.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Jones
RESOLVED 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.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
6.10 COVID-19 Emergency Team Planning —March Update —Chief Administrative
Officer
The Chief Administrative Officer presented the report outlining updates to the
County's COVID-19 response.
Moved by: Councillor Martyn
Seconded by: Councillor Mennill
RESOLVED THAT the report titled "COVID-19 Emergency Team Planning — March
Update" dated March 28, 2022 from the Chief Administrative Officer be received
and filed.
Page 7
April 6, 2022
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
- Motion Carried.
6.11 Donation Policy No. 1.1 —Chief Administrative Officer
The report has been deferred until the April 26, 2022 County Council meeting.
6.12 Response to Ukraine Crisis— Chief Administrative Officer
The report has been deferred until the April 26, 2022 County Council meeting.
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7.1 Items for Consideration
7.1.1 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.
Moved by: Councillor Ketchabaw
Seconded by: Deputy Warden Marks
RESOLVED THAT staff be directed to bring a report to County Council with respect
to the 2022 East Road reconstruction project.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
- Motion Carried.
7.2 Items for Information (Consent Agenda)
7.2.1 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.
9
Page 8
April 6, 2022
7.2.2 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.
7.2.3 St. Thomas Elgin Public Art Centre 2021 Annual Report.
7.2.4 City of Barrie with a resolution requesting that the Province of Ontario
develop a plan of action to address joint and several liability.
7.2.5 SWIFT Monthly Project Update - February 2022.
7.2.6 Letter from Vince Romeo, Director of Education and Secretary, London
District Catholic School Board, with notice of LDCSB approval of
recommendations concerning Trustee distribution.
7.2.7 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.
Moved by: Councillor McPhail
Seconded by: Councillor Giguere
RESOLVED THAT Correspondence Items #7.2.1-7.2.7 be received and filed.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
OTHER BUSINESS
8.1 Statements/Inquiries by Members
8.1.1 Councillor Martyn announced that the Vimy Lecture is taking place April 9,
2022 at 2:00 p.m. at the Elgin County Heritage Centre.
8.1.2 Councillor Jones notified Council that Kettle Creek Conservation Authority
recently obtained a donation of 46 acres of forest habitat from Ted and
Duggie Gill and family for the creation of a new Conservation area near
Talbotville.
8.1.3 Councillor Purcell asked for an update on the status of the County's
declared state of emergency. The Chief Administrative Officer noted that the
County, in coordination with local municipal partners, will rescind the state of
emergency on April 8, 2022 at 10:00 a.m.
8.2 Notice of Motion
None.
IN
Page 9
April 6, 2022
8.3 Matters of Urgency
None.
CLOSED MEETING ITEMS
Moved by: Deputy Warden Marks
Seconded by: Councillor Jones
RESOLVED THAT we do now proceed into closed meeting session in accordance with
the Municipal Act to discuss the following matters under Municipal Act Section 239 (2):
In -Camera Item #1
(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
In -Camera Item #2
(b) personal matters about an identifiable individual, including municipal or local board
employees — Organizational Update
In -Camera Item #3
(b) personal matters about an identifiable individual, including municipal or local board
employees — Organizational Update
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
10. MOTION TO RISE AND REPORT
Moved by: Councillor Mennill
Seconded by: Councillor Ketchabaw
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
Southwold
Councillor Grant Jones
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
9
0
0
3
Page 10
April 6, 2022
Motion Carried.
In -Camera Item #1 — Litigation Update
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED THAT staff proceed as directed.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
In -Camera Item #2 —Organizational Update
Moved by: Deputy Warden Marks
Seconded by: Councillor Jones
RESOLVED THAT staff proceed as directed.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
In -Camera Item #3 —Organizational Update
Moved by: Councillor Ketchabaw
Seconded by: Councillor Martyn
RESOLVED THAT staff proceed as directed.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
X
Central Elgin
Councillor Sally Mart n
X
Central Elgin
Deputy Warden Tom Marks
X
12
Page 11
April 6, 2022
Malahide
Councillor Dave Mennill
X
Malahide
Councillor Dominique Gi uere
X
Ba ham
Councillor Ed Ketchabaw
X
Aylmer
Warden Mary French
X
TOTAL
9
0
0
Motion Carried.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE
Moved by: Councillor Purcell
Seconded by: Councillor Jones
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
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
12. CONSIDERATION OF BY-LAWS
12.1 By -Law No. 22-19 — 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 April 6, 2022 Meeting.
Moved by: Councillor Jones
Seconded by: Councillor Mennill
RESOLVED THAT By -Law No. 22-19 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
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
9
0
0
Motion Carried.
13
Page 12
April 6, 2022
13. ADJOURNMENT
Moved by: Deputy Warden Marks
Seconded by: Councillor Ketchabaw
RESOLVED THAT we do now adjourn at 2:38 p.m. to meet again on April 26, 2022 at
9:00 a.m.
Recorded Vote
Yes
No
Abstain
West Elgin
Councillor Duncan McPhail
X
Dutton Dunwich
Councillor Bob Purcell
X
Southwold
Councillor Grant Jones
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
9
0
0
Motion Carried.
Julie Gonyou, Mary French,
Chief Administrative Officer. Warden.
14
REPORTS OF COUNCIL AND STAFF
April 26, 2022
Council Reports — ATTACHED
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
Director of Homes and Seniors Services — Homes - Nursing and Maintenance Department
Policy Manual Review and Revisions
Director of Homes and Seniors Services — Homes — Pharmacy Services — Amending
Agreement
Interim Manager of Economic Development and Tourism — Elgincentives Program Review
Interim Manager of Economic Development and Tourism — Elgincentives 2021 Year End
Review
General Manager of EPE/Deputy CAO — 2021 County Road Maintenance Agreement —
Financial Reporting
General Manager of EPE/Deputy CAO — East Road — Multi -Use Path Funding Request
Chief Administrative Officer — Donation Policy 1.1
Chief Administrative Officer— Response to Ukrainian Crisis
15
m,//y//
e000r
E xn
.
lg
Prue,ressive by Nature
RECOMMENDATIONS:
REPORT TO COUNTY COUNCIL
FROM: Dominique Giguere, Councillor/Chair of
Terrace Lodge Redevelopment Fundraising
Com m ittee
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
We
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
serviceswith community
need.
® Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
Additional Comments: None.
Growing Elgin
❑ Planning for and
facilitating commercial,
industrial, residential,
and agricultural growth.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
Investing in Elgin
® Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effective ly.
17
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
18
i
COUNCIL RESOLUTION
Wednesday, March 23, 2022
Moved by: _Rentz
Seconded by: __Cornei
C)
Res: 2022.08. 16
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
_x
A. Drouillard
K. Loveland
_x
M. Hentz
_x
B. Purcell - Mayor
_x
CARRIED: '
Mayor
DEFEATED:
Mayor
19
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community
and Cultural Services
E... n
DATE: April 1, 2022
PrOgressiveby Naturn SUBJECT: Library, Museum and Archives Service
Updates — December 2021 to March 2022
RECOMMENDATION:
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:
Elain 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
20
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 Ih:�ort Stanley and Ih 3 llnionl and Springf�6d
,)ranclhes, and some were staff -led programs such as at Dutton Illil ru .
• 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
Conferenceof 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 1st. Customers can check out and grow up to six seed
packages per family from these branches. See more details about our seed
�[)ranes h here, as well as other special library collections.
• New titles were added to our accessible Daisy CD collection (50) in partnership
with Ih lh....A (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 "Ih llliu Ih" 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
21
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 Ihere and content on the
regional Black history exhibit can be viewed Ih here.
• The Oneida Language and Cultural Centre is now actively participating in the
"Museunis of Ih lgg n cunl " 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 we!II,.)sl1:e.
• 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.
22
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 Ilinler et rclhhiv . The archives has been
deemed eligible for a complimentary subscription to this service. A preview is
available Ihere 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.
0
23
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.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and Cultural
Services
Approved for Submission
Julie Gonyou
Chief Administrative Officer
24
REPORT TO COUNTY COUNCIL
FROM: Michele Harris Director of Homes and
Seniors Services
DATE: April 13, 2022
Prug1ressive by Nature SUBJECT: Homes — Nursing and Maintenance
Department Policy Manual Review and Revisions
RECOMMENDATIONS:
THAT the report titled "Homes — Nursing and Maintenance Department Policy Manual
Review and Revisions" dated April 13, 2022 from the Director of Homes and Seniors
Services be received and filed; and
THAT Council approve the County of Elgin Homes and Seniors Services Nursing and
Maintenance Department policy manual review and revisions for 2022.
INTRODUCTION:
Departmental policy and procedure manuals ensure consistency and quality in the
services provided by Elgin County Homes and Seniors Services. As per the Long -Term
Care Homes Act (LTCHA), 2007, policies and procedures are to be reviewed annually.
This ensures inclusion of best practice and legislative guidelines and aligns with the
LTCHA and Regulations.
DISCUSSION:
The Homes Policy Manual for Nursing has been reviewed and revised by the Homes
Managers of Resident Care; and the Maintenance Department manual by the County's
Building Science Technologist. The revised manual(s) includes revisions to the
following policies and procedures.
Nursing Department:
• Death of a Resident — updated reference to Home and Community Care Support
Services from Local Health Integration Network
• Handling and Administration of Hazardous/Cytotoxic Agents —grammatical
revisions
• Hot Weather Monitoring & Prevention of Illness —policy name change to "Heat
Related Illness Prevention and Management Plan"; amended to align with
Ministry legislative changes
• Maxislide — updated to best practice
25
2
• Mechanical Lifts — updated to best practice and minor wording changes
• Nail Care — updated to best practice
• Neurotoxin Treatment Clinics for Spasticity Management — typos and reference
update
• Palliative and End -of -Life Care — updated with reference to additional clinical
support assessment tool
• PICC Line — Central Venous Access Device — CVAD — updated to best practice
and scope of practice
• Transfer or Discharge of Resident from Home — updated to align with legislation
related to discharge during a pandemic
Maintenance Department:
• 2.15 Maintenance Procedures — Heating, Ventilation and Air Conditioning —
HVAC — new policy outlining legislative requirements related to HVAC
FINANCIAL IMPLICATIONS:
It is imperative that staff ensure that the requirements of the LTCHA, 2007, including
policy review, are met to support compliance and appropriate funding to the LTCH's.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
services with community
need.
❑ Exploring different
ways of addressing
community need.
❑ Engaging with our
community and other
stakeholders.
Additional Comments:
Growing Elgin
❑ Planning for and
facilitating commercial,
industrial, residential,
and agricultural growth.
® Fostering a healthy
environment.
® Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
None.
Investing in Elgin
❑ Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effectively.
3
COMMUNICATION REQUIREMENTS:
The revised policy changes are minor in nature and will be communicated to staff,
residents, visitors and contracted workers as required within the LTCHA, 2007, and,
through the online Surge learning education portal.
CONCLUSION:
The nursing and maintenance policy revisions align with the LTCHA, 2007, related
Regulations and best practices to support resident and staff safety and service delivery.
The policy manuals in their entirety may be reviewed through the County Website
�u u� � ^�/� �ui��ll�'II�� � �� II ('�
All of which is Respectfully Submitted Approved for Submission
Michele Harris Julie Gonyou
Director of Homes and Seniors Services Chief Administrative Officer
27
Prugressive by Nature
RECOMMENDATIONS:
REPORT TO COUNTY COUNCIL
FROM: Michele Harris, Director of Homes and
Seniors Services
Mike Hoogstra, Purchasing Coordinator
DATE: April 19, 2022
SUBJECT: Homes — Pharmacy Services —
Amending Agreement
THAT Council approve the changes in operating procedures and/or services with an
authorization for execution of an amending agreement prepared by the County Solicitor
which incorporates those changes; and
THAT the Warden and Chief Administrative Officer be authorized to sign the amending
agreement with CareRx Pharmacy Inc. for the ongoing provision of pharmacy services;
and
THAT the report titled "Homes — Pharmacy Services — Amending Agreement" be received
and filed.
INTRODUCTION:
Long -Term Care Home legislation requires Long -Term Care (LTC) Home operators to
provide a number of services related to drugs and medications. Every LTC Home must
retain a pharmacy service provider who is required to:
• Provide drugs to the Home on a 24/7 basis
• Develop medication assessments, records and profiles for every resident
• Monitor therapeutic outcomes of drugs
• Undertake risk management and quality improvement
• Develop audit protocols
• Offer educational support to staff
• Provide drug disposal and destruction services
In addition, pharmacy providers are required to be part of each LTC Home's
interdisciplinary team and collaboratively develop, evaluate and improve the home's
medication management system as well as obtain and maintain drugs in the home
safely.
28
2
DISCUSSION:
CareRx Pharmacy provides pharmacy services to the County of Elgin Homes through a
replacement agreement dated January 1, 2020 and amending agreement dated
October 1, 2021.
On April 28, 2021 notices from the Ministry of Long -Term Care (MLTC) regarding the
LTC Medication Safety Technology (MST) Program were provided to all LTC Homes.
The goals of this program are to:
Strengthen LTC medication safety; and
Increase the adoption of medication safety technologies across the sector
The Director of Homes and Seniors Services, County Purchasing Coordinator, Homes
Administrators and Managers of Resident Care met with CareRx Pharmacy staff several
times in both 2021 and 2022 to review potential options for the County of Elgin LTC
Homes related to medication safety technology.
The March 2022 meetings resulted in the development of proposed changes in
operating procedures and/or services (including technology) for the ongoing provision of
pharmacy services by CareRx Pharmacy to the residents of the County of Elgin Homes
which:
• Aligns with the requirements of the pharmacy service provider within the LTCH
legislation and the the Ministry of Long -Term Care Medication Safety Technology
Program;
• Does not represent a change in fees/costs to the residents of the Homes;
• Involves improved technology and medication process changes for registered
staff that will be implemented following training by the CareRx Pharmacy
educator;
• Supports medication management safety; and
• Represents very minimal financial impact to the Home(s)
The County Solicitor and Purchasing Coordinator have reviewed the current agreement
and proposed changes in operating procedures and/or services to ensure alignment
with legislation and ongoing provision of pharmacy services.
FINANCIAL IMPLICATIONS:
The proposed changes will have a minimal financial impact to the Homes and will be
funded by existing medication safety technology funding provided by the Ministry of
Long -Term Care.
29
3
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
Growing Elgin Investing in Elgin
®Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
❑ Exploring different
ways of addressing
community need.
❑ Engaging with our
community and other
stakeholders.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
No Local Municipal Partner impact.
COMMUNICATION REQUIREMENTS:
No communication requirements.
CONCLUSION:
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effectively.
Pharmacy and County of Elgin staff were successful in negotiating changes in operating
procedures and/or services that align with LTCH legislation and the Ministry of Long -
Term Care related to medication safety technology to support the ongoing provision of
pharmacy services.
All of which is Respectfully Submitted
Michele Harris
Director of Homes and Seniors Services
Mike Hoogstra
Purchasing Coordinator
Approved for Submission
Julie Gonyou
Chief Administrative Officer
30
"I
No CareRx
AMENDING AGREEMENT NO.2 TO SERVICES AGREEMENT
This Amending Agreement is effective as of June 1, 2022 (the "Amendment Effective Date") by and
between Carer Holdings Inc. (the "Pharmacy") and the Corporation of the County of Elgin (the
"County").
WHEREAS SmartMeds Pharmacy Inc. ("SmartMeds") and the County are parties to a services agreement
effective January 1, 2020 (the "Original Agreement");
AND WHEREAS SmartMeds was acquired by the Pharmacy on April 1, 2021 and, following such
acquisition, the Pharmacy began providing the services contemplated by the Original Agreement to the
County;
AND WHEREAS the Pharmacy entered into an amending agreement to the Original Agreement dated
October 1, 2021 (the "Amending Agreement", and together with the Original Agreement, the
"Agreement");
AND WHEREAS the parties wish to make certain amendments to the Agreement as specified herein;
NOW THEREFORE for good and valuable consideration, the receipt and sufficiency of which is hereby
irrevocably acknowledged by the Pharmacy and the County, the said parties covenant agree as follows:
1. Preamble Provisions form Part of Agreement and Amending Agreement No. 2
The Parties hereto acknowledge and agree that the preamble paragraphs set forth above are true and shall
form part of both this Amending Agreement No. 2 and, together with the Original Agreement and the
Amending Agreement, the Agreement as referenced therein.
2. Amendment to the Agreement
(1) Without reference to any specific Article within the Agreement, as amended, but at all times to be
interpreted and implemented to accomplish and result in the acknowledgement, agreement, consensus,
and/or action as contemplated by the ordinary language reflected therein, the Parties hereto acknowledge
and agree that the Agreement, as previously amended by the Amending Agreement, shall be further
amended by this Amending Agreement No. 2 as follows:
(a) As A matter of general interpretation, terms used but not defined within the Agreement, as amended,
have the meaning given to them in and by the said Agreement, as amended.
(b) As of the Amendment Effective Date, the Pharmacy will provide pharmacy services as contemplated
by this Agreement to the County from its Carer pharmacy facility located at 112 Newbold Court, London,
Ontario, N6E 1Z7. In connection with such change in base pharmacy location, the Pharmacy shall develop,
implement, and complete an agreeable training regime and schedule for Elgin Homes staff prior to June 22,
2022, for Bobier Villa and Elgin Manor, and prior to June 29, 2022 for Terrace Lodge, at all times and in
all respects at no cost to Elgin.
31
(c) Following completion of the regime and schedule as provided for in item (b) above and subject to the
requirements set forth in items (d) and (e) below, the Pharmacy shall cease use of the current SmartMeds
Technology upon a date agreed to by Elgin and, concurrently but without any gap in relation to the
pharmacy services as contemplated herein, the Pharmacy shall implement Point Click Care Integrated
Medication Management (IMM), Electronic Medication Administration Record (eMAR) and
Computerized Physician Order Entry (CPOE) (hereinafter "CareRx Technology") in replacement thereof,
at all times at no cost to the County. The Parties further agree that, in connection with the implementation
and commencement of use of the CareRx Technology, the Pharmacy and Elgin shall develop, implement,
and complete an agreeable training regime and schedule for County staff in relation to such CareRx
Technology, at all times at no cost to Elgin.
(d) Subject to the Homes' capacity to implement and program vendor availability the Pharmacy shall
provide the County with IMM access no later than July 31, 2022 and, CPOE implementation during quarter
three (3) of calendar year 2022.
(e) The County and Pharmacy further agree that implementation of bar coding technology of medication
packaging, at the point of medication administration, shall commence no later than September 30, 2022.
The Parties further agree that any hardware costs related to implementation of bar coding technology,
scanners, shall be paid by the County through available Medication Safety Technology Program funding.
(f) Effective June 22, 2022 at Bobier Villa and Elgin Manor and June 29, 2022, at Terrace Lodge, drug
destruction services as contemplated by this Agreement, as amended, will be provided by Daniels Health
Care under arrangements made and paid for by the Pharmacy and at all times at no additional cost to the
County or the Homes.
(g) The Pharmacy agrees that, as part of the redevelopment of Terrace Lodge, it shall reassess pharmacy
equipment utilized within such Home, including but not limited to medication and treatment carts and,
further thereto, to make adjustments or replacements in such equipment in coordination with the County at
all its Homes, including but not limited to Terrace Lodge, at all times at no additional cost to the County
(2) With reference to section 4 of the Amending Agreement, the reference in line 4 to "150 days shall be
deleted and the figure and word "90 days" substituted therefor.
3. Interpretation
(a) From and following the date hereof, each reference in the Agreement to "this Agreement" shall mean
and be a reference to the Original Agreement as amended by the Amending Agreement and this Amending
Agreement No. 2. Except as otherwise expressly amended hereby, the Original Agreement, as amended by
the Amending Agreement and this Amending Agreement No. 2, shall thereafter remain and be in full force
and effect and be read as one and the same instrument.
32
4. Electronic Signatures and Execution in Counterparts
(a) This Amending Agreement may be executed in any number of counterparts, and may be delivered
originally, by facsimile, or by Portable Document Format ("PDF") and each such original, facsimile copy,
or PDF copy, when so executed and delivered, shall be deemed to be an original and all of which taken
together shall constitute one and the same instrument.
IN WITNESS WHEREOF the parties have executed this extension and amending agreement as of the
date first above written.
CORPORATION OF THE COUNTY OF CARERX HOLDINGS INC.
ELGIN
Per: Per:
Name: Mary French
Title: Warden
I have the authority to bind the corporation.
Per:
Name: Julie Gonyou
Title: Chief Administrative Officer
I have the authority to bind the corporation.
Name: Kim Donaldson
Title: VP, Business Development
I have the authority to bind the corporation.
33
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:.v
REPORT TO COUNTY COUNCIL
��°FROM: Carolyn Krahn, Interim Manager of
»5/pp
Economic Development & Tourism
r�I��uuuuouuu,
El(gna Brian Lima General Manager of Engineering,
rueres,, ive by Nature Planning, & Enterprise (EPE) / Deputy CAO
DATE: March 29, 2022
SUBJECT: Elgincentives 2021 Year End Review
RECOMMENDATION:
1
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
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
Aylm er
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
❑ Ensuring alignment of
current programs and
serviceswith community
need.
❑ Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
Growing Elgin
® Planning for and
facilitating commercial,
industrial, residential,
and agricultural growth.
❑ Fostering a healthy
environment.
® Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
Investing in Elgin
® Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effective ly.
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.
65
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
0
We
�mu�»5�//y//
e000r
l a
Prue,ressive by Nature
RECOMMENDATIONS:
REPORT TO COUNTY COUNCIL
1
FROM: Brian Lima, General Manager of
Engineering, Planning, & Enterprise (EPE) / Deputy
CAO
Peter Dutchak, Manager of Transportation Services
DATE: March 25, 2022
SUBJECT: 2021 County Road Maintenance
Agreement — Financial Reporting
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 15t" 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).
67
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
1 $
24,082.95
1 $ 1,159.02
1 $ 13,756.461
$ 5,087.68
1 $
13,500.04
Safety Devices
$
$ 20,810.18
$
136,394.48
$ 6,352.17
1 $ 92,414.341
$ 16,204.22
1 $
82,421.30
Winter Control
$
10,379.05
$ 200,630.51
$
371,345.87
$ 163,915.55
1 $ 394,785.64
1 $ 286,435.01
1 $
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.
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
2016
I
2016
IF
2018
2019
2020
IF
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
Percentage
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.
we
0
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
serviceswith community
need.
❑ Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
Growing Elgin
❑ Planning for and
facilitating commercial,
industrial, residential,
and agricultural growth.
❑ Fostering a healthy
environment.
❑ Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
�6 0
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
Investing in Elgin
® Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effective ly.
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.
70
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
71
Prugressive by Nature
RECOMMENDATION:
REPORT TO COUNTY COUNCIL
FROM: Brian Lima, General Manager of
Engineering, Planning, & Enterprise (EPE) / Deputy
CAO
Peter Dutchak, Manager of Transportation Services
DATE: April 14, 2022
SUBJECT: East Road — Multi -use Path Funding
Request
THAT the report titled "East Road — Multi Use Path Funding Request" dated April 14, 2022
from the General Manager of Engineering, Planning, & Enterprise/Deputy CAO and the
Manager of Transportation Services be received and filed.
INTRODUCTION:
The County of Elgin has received a resolution from the Municipality of Central Elgin
(attached) requesting that the County contribute towards the costs of constructing a multi-
use path on East Road (CR23) as detailed in their resolution below:
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:
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2
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 it
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.
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.
DISCUSSION:
The County of Elgin has received a request from the Municipality of Central Elgin
requesting funding to assist in the costs to install a multi -use path on East Road (CR23)
within the Village of Port Stanley, between Erie Heights Way to the "water tower property",
being a distance of approximately 800m.
In 2017, cycling lanes were installed adjacent to the roadway supporting the County's
Cycle Master Plan. East Road's cross section is predominantly semi -urban in nature,
meaning it utilizes roadside ditches and swales to convey stormwater runoff.
10 Year Capital Plan
The County's approved 10 Year Capital Plan identifies East Road requiring a road
rehabilitation which is currently scheduled in the year 2030 at an estimated value of
$515,000 for its entire 2km length. The planned project proposes to retain the existing
semi -urban cross section incorporating vehicular lanes of travel and adjacent dedicated
active transportation cycling lanes as currently exists, meeting the County's transportation
needs.
For Council's information, reconstructing 800m of East Road between Erie Heights Way
and the "water tower property" to an urban cross section design, as requested by the
Municipality of Central Elgin, will add approximately $2 million to the 10-year Capital Plan
based on recent construction tender results.
In lieu of urbanizing East Road in 2022, the Municipality of Central Elgin has requested
that the County fund the increased costs to add a multi -use path on one side of East
Road, separated by a barrier curb. The municipality has estimated the increased cost of
adding a barrier curb protection buffer, associated drainage and a Rapid Flashing Beacon
Pedestrian Crossing to cost $225,000 but have requested actual costs be funded. County
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3
staff believe this estimate is reasonable, however, a late season construction tender in a
competitive market may increase costs considerably.
Jurisdictional Authority
Section 55 of the Municipal Act, 2001, S.O. 2001, c. 25, states:
55 (1) An upper -tier municipality is not responsible for the construction and
maintenance of sidewalks on its highways and the lower -tier municipality in which
the highways are located is responsible for the construction and maintenance of
the sidewalks and has jurisdiction over that part of the highway, unless the
municipalities agree otherwise.
Historically, the County has not constructed sidewalks or multi -use paths since these
pedestrian facilities are not County owned assets and are local services that fall outside of
the County's jurisdiction. In situations when existing sidewalks reside on a County road
and the County undertakes construction that disturbs them, the County does replace
these, like for like, at the County's cost. Otherwise, in all instances, the local municipality
is fully responsible for construction and maintenance of these facilities as per the
Municipal Act, past practice and consistent with other upper tier road authorities across
Ontario.
Paved shoulders / Cycling Lanes
Bicycles are defined as vehicles under the Highway Traffic Act and are permitted to
operate on County roads. Where cycling facilities have been determined to be required
following the guidance of the Ontario Traffic Manual — Book 18, they are integrated with
the roadway (i.e. paved shoulders). When included within the County's approved Cycling
Master Plan they have been included as a county road asset and are normally constructed
and maintained at the same time the abutting road is constructed and maintained. The
County's assets do not include separated cycling facilities or multi -use paths as these are
classified as pedestrian facilities and treated like sidewalks which are under local
jurisdiction.
Transportation Master Plan
East Road has an average daily traffic volume of 2,000 vehicles and primarily serves as a
residential collector road. As part of the County of Elgin's first ever Transportation Master
Plan (TMP) project, a review of the County road network's functional classifications and
road rationalization is being completed. Road segments have been reviewed by applying
the Ontario Good Roads Association framework criteria and individually scored to assess
their inclusion in the upper -tier road network. Specifically, this contemplated section of
East Road has been reviewed and is being proposed as a local road transfer and to be
removed from the County road network since it predominantly serves a local rather than a
regional purpose. Residing under local municipal jurisdiction, roads and their supporting
74
multi -use paths) can be constructed as best determined by the local
The County's Road Rationalization study is currently being reviewed by the TMP's
Municipal Advisory Committee and a fulsome report with the study's findings will be
presented to County Council at a future meeting for their review and approval.
FINANCIAL IMPLICATIONS:
None.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin
® Ensuring alignment of
current programs and
services with community
need.
❑ Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
Growing Elgin
❑ Planning for and
facilitating commercial,
industrial, residential,
and agricultural growth.
❑ Fostering a healthy
environment.
❑ Enhancing quality of
place.
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
Investing in Elgin
® Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
® Delivering mandated
programs and services
efficiently and
effectively.
0
The County has received a request from the Municipality of Central Elgin to reconstruct
East Road (CR23) within the Village of Port Stanley to an urban road design in 2022 in
order to simplify and reduce the costs of installing a multi -use pedestrian trail. This
envisioned construction would remove roadside ditches and install concrete curb and
gutter with storm sewers to convey storm water runoff. This project is not contemplated
within the 10-year capital plan and its inclusion would add an additional estimated $2
million.
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In lieu of reconstructing East Road to an urban design, the municipality has requested
that the County fund the actual increased cost to add a multi -use path to the existing
semi -urban road design at an estimated cost of $225,000 in 2022.
East Road is currently scheduled for rehabilitation in 2030 at an estimated cost of
$515,000 as identified in the approved 10-year plan. This project proposes to retain the
existing road and cycling facility design and semi -urban cross section, essentially
replacing what currently exists.
Pedestrian facilities are not within the County's jurisdiction as defined by the Municipal
Act, past practice and consistent with other upper tier road authorities across Ontario.
The County remains supportive and approves the construction of sidewalks and multi-
use pedestrian facilities undertaken and funded by local municipalities upon County road
right-of-ways.
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
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: blimaelgin.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.
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
REPORT TO COUNTY COUNCIL
Ag��.
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E.Ilg .n DATE:
Priug're�ssive by Nature
RECOMMENDATIONS:
Julie Gonyou, Chief Administrative
Officer
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
79
ving Elgin
❑ Ensuring alignment of
current programs and
serviceswith community
need.
® Exploring different
ways of addressing
community need.
® Engaging with our
community and other
stakeholders.
Additional Comments: 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
effective ly.
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
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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 Tox 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:
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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
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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 giftgiven 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.
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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.
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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:
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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:
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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 financially jeopardize 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.
5. 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
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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
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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
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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.
We
rogr(,;& a rb by nature
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
1
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.
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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.
LOCAL INITIATIVES:
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 m em bers of our com m unity 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 -
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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 1� 7�ei,i �D.
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".
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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
m ade.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 Cross8
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 Foundations
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.
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Doctors Without Borders/ Medecins 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.
• GlobalMedic12
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
5
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) Canada15
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.
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Communications 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
serviceswith community
need.
❑ Exploring different
ways of addressing
community need.
❑ Engaging with our
community and other
stakeholders.
Growing Elgin
❑ Planning for and
facilitating commercial,
industrial, residential,
and agricultural growth.
® Fostering a healthy
environment.
❑ Enhancing quality of
place.
COMMUNICATION REQUIREMENTS:
Investing in Elgin
❑ Ensuring we have the
necessary tools,
resources, and
infrastructure to deliver
programs and services
now and in the future.
❑ Delivering mandated
programs and services
efficiently and
effective ly.
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
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
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CORRESPONDENCE —April 26, 2022
Items for Information — (Attached)
1. Letter from the Minister of the Solicitor General confirming the County of Elgin's
compliance with the Emergency Management and Civil Protection Act (EMCPA)
for 2021.
2. St. Thomas -Elgin Coalition to End Poverty Year in Review.
Ministry of the Solicitor General
Office of the Fire Marshal and
Emergency Management
25 Morton Shulman Avenue
Toronto ON M3M OB1
Tel: 647-329-1100
Fax:647-329-1143
April 01, 2022
Your Worship Mary French
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R5V1
Dear Warden Mary French:
Ministere du Solliciteur general
Bureau du commissaire des incendies
et de la gestion des situations
d'urgence
25 Morton Shulman Avenue
Toronto ON M3M OB1
Tel.: 647-329-1100
Telec.: 647-329-1143
As the Chief of Emergency Management for Ontario, it is incumbent on me to monitor,
coordinate and assist municipalities with their respective municipal emergency
management programs in accordance with the Emergency Management and Civil
Protection Act (EMCPA). To confirm municipalities are in compliance with the EMCPA,
every municipality in Ontario submits a compliance package to Emergency Management
Ontario on a yearly basis.
Emergency Management Ontario (EMO) has reviewed the documentation submitted by
your Community Emergency Management Coordinator (CEMC) and have determined
that your municipality was compliant with the EMCPA in 2021.
The safety of all our citizens is important, and one way to ensure that safety is to
ensure that your municipality is prepared in case of an emergency. We congratulate you
on your municipality's efforts in achieving compliance in 2021. I look forward to
continuing to work with you to support your continued compliance on an ongoing basis.
If you have any questions or concerns about this letter, please contact our Emergency
Management Field Officer assigned to your Sector; their contact information is below.
Name:
Christopher Pape
Email:
Christopher. Pape@ontario.ca
Phone:
519-854-6595
Sincerely,
Teepu Khawja
Assistant Deputy Minister and Chief, Emergency Management
cc: Jeff VanRybroeck - CEMC
Christopher Pape - Field Officer - St.Clair Sector
9.
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Housing and Built for Attended by food support pro- Outreach Take with 18 of The Inn
[Homelessness Zero Coalition gram, drop -in System Out Meals attendees
with 100 Community Members Navigation centre &
attendees seasonal shelter beds
The Coalition to End Poverty is made up of Elgin St. Thomas citizens, agencies,
businesses and government representatives. Our plans and projects align with
the good work that's already being done in our community.
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Everyone can find and maintain
a safe and affordable place to
call home.
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Everyone has access to accessible
affordable, sufficient and
nutritious food.
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Everyone has access to a Living
Wage and Employment
Resources.
Indwell, a Christian charity dedicated to offering Hope and Homes to All, has opened its first of three programs in St.Thomas
this year. Railway City Lofts is a 15-unit Enhanced Supportive Housing Program that seeks to support individuals who are at
risk of experiencing homelessness. Residents are supported by an interdisciplinary staff team comprised of Housing Sup-
port, Addiction Support, Behaviour Therapy, Nursing, and Food Security
Living
In 2021 the Living Wage Committee recognized Libro Credit Union
St. Thomas and The Inn as living wage employers.
St Thomas Food Providers Netw
The Network organized over 25 different groups and churches to provide
food at the Horton Market while Grace Cafe was closed. They also provided
funds and/or volunteers to prepare meals at the Knights of Columbus Hall
and serve the food at the Market. Over 800 suppers were distributed, with
at least as many lunches and breakfasts. Over 60 volunteers helped, total-
ing well over 500 hours of volunteer time during these 6 days. Many thanks
go out to the Knights of Columbus and the City of St. Thomas for allowing
use of their facilities at no charge to provide this service for those in need.
Built for Zero is an ambitious change effort helping a core group of leading communities to end chronic and veteran home-
lessness. As a Built for Zero Community, St Thomas Elgin receives support to adopt proven practices, utilize real time data to
inform system improvement, and engage in resources from other communities, government leadership, and private & phil-
anthropic sectors. In September, St. Thomas Elgin achieved a Quality By Names List marking a significant milestone for St
Thomas Elgin as the fastest community in Ontario to do so.
2021 saw 84 folxs move off the By Names List into housing, comprising of 45% of the 189 referred within the year.
CLOSED MEETING AGENDA
April 26, 2022
Staff Reports:
1) Chief Administrative Officer —Municipal Act Section 239 (2) (a) the security of the
property of the municipality or local board - Security of Property (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 (VERBAL)
102