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14 - June 28, 2022 County Council MinutesIgi . � .fin Progressive by Nature ELGIN COUNTY COUNCIL MINUTES June 28, 2022 Page 1 June 28, 2022 Elgin County Council met this 28th day of June 2022 at the Elgin County Administration Building. The meeting was held in a hybrid format with Councillors and staff participating as indicated below. Council Present: Deputy Warden Tom Marks (Council Chambers) Councillor Duncan McPhail (Council Chambers) Councillor Bob Purcell (Council Chambers) Councillor Grant Jones (Council Chambers) Councillor Sally Martyn (Council Chambers) Councillor Dave Mennill (Council Chambers) Councillor Dominique Giguere (Council Chambers) Councillor Ed Ketchabaw (Council Chambers) Regrets: Warden Mary French (previous notice provided) Staff Present: Julie Gonyou, Chief Administrative Officer (Council Chambers) Brian Lima, General Manager of Engineering, Planning & Enterprise/Deputy CAO (Council Chambers) Michele Harris, Director of Homes and Seniors Services (Council Chambers) Jennifer Ford, Director of Financial Services (Council Chambers) Amy Thomson, Director of Human Resources (Council Chambers) Stephen Gibson, County Solicitor (Council Chambers) Katherine Thompson, Manager of Administrative Services/Deputy Clerk (Council Chambers) Carolyn Krahn, Interim Manager of Economic Development and Tourism (Council Chambers) Jenna Fentie, Legislative Services Coordinator (Council Chambers) Paul Hicks, Acting Manager of Planning (virtual) 1. CALL TO ORDER The meeting convened at 9:00 a.m. with Deputy Warden Marks in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the minutes of the meeting held on June 14, 2022 be adopted. Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Councillor Martyn disclosed a conflict with Closed Session Item #3 — Property Matter. Councillor Martyn will not be present for the discussion of this item. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Population, Housing and Employment Forecasts and Associated Land Needs Analysis — Hemson Consulting Ltd. and Stantec Stefan Krzeczunowicz and Russell Mathews of Hemson Consulting Ltd. and Amelia Sloan of Stantec presented the final report detailing population, housing and employment forecasts and associated land needs analysis. Page 2 June 28, 2022 Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT the presentation titled "Population, Housing and Employment Forecasts and Associated Land Needs Analysis" from Hemson Consulting Ltd. and Stantec be received and filed. Motion Carried. Deputy Warden Marks introduced Paul Clarke, new Planning Technician for the County of Elgin. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED THAT we do now move into Committee of the Whole Council. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 SCOR EDC Short Line Rail — Warden French The report will be presented following Council's consideration of the Closed Session agenda. 6.2 Terrace Lodge Redevelopment — 2022 Mid -Year Update — Councillor Purcell Councillor Purcell presented the report updating Council on the status of the Terrace Lodge Redevelopment Project progress. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT the report titled "Terrace Lodge Redevelopment — 2022 Mid - Year Update" dated June 20, 2022 from Councillor Purcell, Chair of the Terrace Lodge Redevelopment Committee be received and filed. Motion Carried. 6.3 Terrace Lodge Redevelopment Fundraising Committee Appointment — Councillor Gigu6re Councillor Gigu6re presented the report recommending that County Council appoint a new member to the Terrace Lodge Redevelopment Fundraising Committee. Moved by: Councillor Gigu6re Seconded by: Councillor Martyn RESOLVED THAT the report titled "Terrace Lodge Redevelopment Fundraising Committee Appointment" dated June 21, 2022 from Councillor Gigu6re, Chair of the Terrace Lodge Redevelopment Fundraising Committee be received and filed; and THAT County Council appoint Brigette Clark -Carmichael to sit on the Terrace Lodge Redevelopment Fundraising Committee for the remainder of 2022. Motion Carried. Page 3 June 28, 2022 6.4 HR Policy: 10.50 Mileage — Director of Human Resources The Director of Human Resources presented the report recommending that County Council approve an increase to the County's mileage reimbursement rate to mirror the current CRA rate. Moved by: Councillor Purcell Seconded by: Councillor Mennill RESOLVED THAT County Council approve the amended HR Policy: 10.50 Mileage; and THAT County Council approve the 2022 CRA recommended mileage rate of $0.61 per kilometer effective July 1, 2022; and THAT the report titled "HR Policy: 10.50 Mileage" from the Director of Human Resources dated June 28, 2022 be received and filed. Motion Carried. 6.5 HR Policy: 2.20 Dress Code — Director of Human Resources The Director of Human Resources presented the report recommending County Council approve an updated Dress Code policy for County of Elgin staff. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT County Council approve the amended HR Policy: 2.20 Dress Code; and THAT the report titled "HR Policy: 2.20 Dress Code" from the Director of Human Resources dated June 28, 2022 be received and filed. Motion Carried. 6.6 Consultant Agreement — Long -Term Care Transition Coordinator — Single Source Procurement — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report recommending that Warden and Chief Administrative Officer be authorized to sign a consultant's agreement to appoint Gail Kaufman Carlin Consulting as the Long -Term Care Transition Coordinator for the Terrace Lodge Redevelopment Project. Moved by: Councillor Purcell Seconded by: Councillor Mennill RESOLVED THAT the report titled "Consultant Agreement — Long -Term Care Transition Coordinator — Single Procurement" dated June 16, 2022 from the Director of Homes and Seniors Services be received and filed; and THAT County Council approve the single source procurement of Gail Kaufman Carlin Consulting as Long -Term Care Transition Coordinator for the Terrace Lodge Redevelopment Project pursuant to a Consultant Agreement; and THAT County Council approve and authorize the Warden and Chief Administrative Officer to execute a Consultant's Agreement for the appointment of Gail Kaufman Carlin Consulting as the Long -Term Care Transition Coordinator for the Terrace Lodge Redevelopment project, such Agreement to be in the substantial form and content as attached to the report to Council. Motion Carried. Page 4 June 28, 2022 6.7 Homes — Long -Term Care Homes Quality Improvement Plan (QIP) — 2022-2023 Submission to Health Quality Ontario — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report recommending that County Council approve the submission of the three (3) Quality Improvement Plans (QIPS) to Health Quality Ontario. Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail RESOLVED THAT the report titled "Homes — Long -Term Care Homes Quality Improvement Plan (QIP) 2022-2023 Submission to Health Quality Ontario" dated June 15, 2022 from the Director of Homes and Seniors Services be received and filed; and THAT Council approve submission of the three (3) Quality Improvement Plans (QIPS) to Health Quality Ontario. Motion Carried. 6.8 2022 Borrowing By -Law — Director of Financial Services The Director of Financial Services presented the report recommending that County Council enact a Borrowing By -Law to support the maintenance of our credit facility annually to ensure business continuity. Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT the report titled "2022 Borrowing By -Law" dated June 22, 2022 from the Director of Financial Services be received and filed; and THAT the amended Borrowing By -Law for 2022 be read for approval. Motion Carried. 6.9 2022-2025 Economic Development and Tourism Strategy — Interim Manager of Economic Development & Tourism The Interim Manager of Economic Development and Tourism presented the 2022- 2025 Economic Development and Tourism Strategy for Council's endorsement. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT the report titled "2022-2025 Economic Development and Tourism Strategy" dated June 20, 2022 from the Interim Manager of Economic Development & Tourism be received and filed; and THAT Council endorse the 2022-2025 Economic Development and Tourism Strategy as presented. Motion Carried. 6.10 Elgin County Affordable Housing Summary — Manager of Administrative Services/Deputy Clerk The Manager of Administrative Services/Deputy Clerk provided a presentation outlining actions being undertaken by the County, its partners, and senior levels of government. Moved by: Councillor Martyn Seconded by: Councillor Jones Page 5 June 28, 2022 RESOLVED THAT the presentation titled "Elgin County Affordable Housing Summary" dated May 16, 2022 from the Manager of Administrative Services/Deputy Clerk be received and filed. Motion Carried. 6.11 Council Chamber Renovations and September Meeting Dates — Legislative Services Coordinator The Legislative Services Coordinator presented the report recommending that County Council consent to changing the September 13, 2022 County Council meeting date to September 14, 2022, and to notify Council that all County Council and Land Division Committee meetings scheduled for July, August, and September 2022 will be held at the Masonic Centre of Elgin to accommodate the upcoming Council Chamber renovations. Moved by: Councillor Giguere Seconded by: Councillor McPhail RESOLVED THAT the report titled "Council Chamber Renovations and September Meeting Dates" dated June 23, 2022 from the Legislative Services Coordinator be received and filed; and THAT Elgin County Council consent to a change in the Council Meeting schedule for the first meeting in September from September 13, 2022 to September 14, 2022 at 9:00 a.m. with public notice issued; and THAT public notice be given advising of a change in location for all Council and Land Division Committee meetings for all meetings scheduled in July, August and September 2022. Motion Carried. 6.12 Traffic Signal Modernization — Contract Award — General Manager of Engineering, Planning, & Enterprise/Deputy GAO, Manager of Transportation Services, and Purchasing Coordinator The General Manager of Engineering, Planning, & Enterprise/Deputy CAO presented the report that provides details on the Request for Proposal (RFP) for Traffic Signal Modernization. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the contract for Traffic Signal Modernization be awarded to Fortran Traffic Systems Inc. for a one-year term; and THAT staff be authorized to extend the contract for an additional four (4) one-year terms, in accordance with section 7.6 of the Procurement Policy, subject to satisfactory performance during the initial one-year contract term, pricing and budget approval; and THAT the Warden and Chief Administrative Officer be authorized to sign the contract. Motion Carried. 6.13 Request to fill in the Bennett Municipal Drain — Pioneer Line, Village of Dutton — General Manager of Engineering, Planning & Enterprise/Deputy CAO and Manager of Transportation Services The General Manager of Engineering, Planning, & Enterprise/Deputy CAO presented the report detailing the request received from the Dutton & District Lions Page 6 June 28, 2022 Non -Profit Housing Inc. to fill in the Bennett Municipal Drain and provides options for the land owner under the Drainage Act. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell RESOLVED THAT the report titled "Request to fill in the Bennett Municipal Drain — Pioneer Line, Village of Dutton" dated June 20, 2022 from the General Manager of Engineering, Planning, & Enterprise/Deputy CAO and Manager of Transportation Services be received and filed. Motion Carried. 6.14 Request to Extend Reduced Speed Zone — Village of Springfield — General Manager of Engineering, Planning & Enterprise/Deputy GAO and Manager of Transportation Services The General Manager of Engineering, Planning, & Enterprise/Deputy CAO presented the report detailing the letter received from the Township of Malahide requesting Elgin conduct speed and traffic counts on Ron McNeil Line at the west village limit in the Village of Springfield. The report recommends maintaining the current reduced speed zone limits and that the recently completed traffic study be forwarded to the OPP with a request to provide targeted speed enforcement. Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT the report titled "Request to Extend Reduced Speed Zone — Village of Springfield" dated June 20, 2022 from the General Manager of Engineering, Planning, & Enterprise/Deputy CAO and Manager of Transportation Services be received and filed; and THAT the Ontario Provincial Police be informed of the recent traffic study results and request that they deploy targeted enforcement activities as resources permit. Motion Carried. 6.15 Draft Plan Approval, Plan of Subdivision, Part of Lot 123, Concession North of the Talbot Road Geographic Township of Bavham, County of Elgin; Applicant: CJDL Engineering Ltd.; Owner: 1985763 Ontario Ltd. File No 34T- BY2101 — General Manager of Engineering, Planning & Enterprise/Deputy CAO, and Acting Manager of Planning The General Manager of Engineering, Planning, & Enterprise/Deputy CAO and the Acting Manager of Planning presented the report that provides County Council with information required in order to consider granting draft plan approval to the Plan of Subdivision proposed by CJDL Engineering Ltd, File No. 34T-BY2101. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell RESOLVED THAT the Council of the Corporation of the County of Elgin grants draft plan approval to the Draft Plan of Subdivision proposed by CJDL Engineering Ltd. File No. 34T-BY2101; and THAT staff be directed to provide notice of this decision subject to the conditions for final approval in accordance with the Planning Act. Motion Carried. Page 7 June 28, 2022 6.16 Elgin (County)/Execulink Telecom Inc. — Telecommunications Equipment Consent and Road User Agreement — General Manager of Engineering, Planning & Enterprise/Deputy CAO and Senior Counsel The General Manager of Engineering, Planning, & Enterprise/Deputy CAO presented the report that seeks Council's approval and authorization for the execution of a proposed Telecommunication Equipment Consent and Road User Agreement between Elgin County and Execulink Telecom Inc. Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT the report titled "Elgin (County)/Execulink Telecom Inc. — Telecommunications Equipment Consent and Road User Agreement" dated June 17, 2022 from the Senior Counsel and General Manager of Engineering, Planning, & Enterprise/Deputy CAO be received and filed; and THAT County Council approve and authorize the Warden and Chief Administrative Officer to execute a proposed Telecommunications Equipment Consent and Road User Agreement as between Elgin (County) and Execulink Telecom Inc. substantially in the form and content attached to the Report to Council. Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Letter from the Municipal Engineers Association (MEA) regarding the retention of Professional Engineers at Ontario Municipalities. Moved by: Councillor Mennill Seconded by: Councillor Marlyn RESOLVED THAT the letter from the Municipal Engineers Association (MEA) dated June 13, 2022 be received and filed. Motion Carried. 7.1.2 Letter from Southwestern Public Health with notification of the possible need for additional funding levy in light of financial pressure brought about by the pandemic. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the letter from Southwestern Public Health dated June 15, 2022 be received and filed; and THAT staff be directed to make funds available should they be needed by Southwestern Public Health as detailed in the letter to County Council. Motion Carried. 7.2 Items for Information None. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. Page 8 June 28, 2022 8.2 Notice of Motion None. 8.3 Matters of Urgency The Chief Administrative Officer requested that Council consider an additional item of correspondence from Rick and Rose Robinson regarding parking in Port Stanley, as well as an additional legal matter to be considered in closed session. Moved by: Councillor Purcell Seconded by: Councillor Giguere RESOLVED THAT Council consider an additional item of correspondence from Rick and Rose Robinson dated June 14, 2022 regarding parking in Port Stanley; and THAT an additional legal matter be considered in closed session under Municipal Act Section 239 (2) (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose — Legal. Motion Carried. Additional Correspondence — Item for Consideration 8.3.1 Letter from Rick and Rose Robinson regarding the recent establishment of a two-hour parking limit in Port Stanley. Moved by: Councillor Jones Seconded by: Councillor Purcell RESOLVED THAT the correspondence regarding parking in Port Stanley received from Rick and Rose Robinson dated June 14, 2022 be received and filed; and THAT the letter from Rick and Rose Robinson be forwarded to the Municipality of Central Elgin for consideration; and further THAT a letter detailing Council's direction be sent to Rick and Rose Robinson. Motion Carried. 9. CLOSED MEETING ITEMS Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere 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 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board — Long - Term Care In -Camera Item #2 (b) personal matters about an identifiable individual, including municipal or local board employees — Human Resources (Walk -On) Page 9 June 28, 2022 In -Camera Item #3 (a) the security of the property of the municipality or local board, (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations to be carried on by or on behalf of the municipality or local board — Property Matter In -Camera Item #4 (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations to be carried on by or on behalf of the municipality or local board — Financial Services In -Camera Item #5 (a) the security of the property of the municipality or local board, (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them, and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations to be carried on by or on behalf of the municipality or local board — Properly Matter (Walk -On) In -Camera Item #6 (0 advice that is subject to solicitor -client privilege, including communications necessary for that purpose - Legal Motion Carried. 10. MOTION TO RISE AND REPORT Moved by: Councillor Purcell Seconded by: Councillor Mennill RESOLVED THAT we do now rise and report. Motion Carried. In -Camera Item #1 — Long -Term Care Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT staff proceed as directed. Motion Carried. In -Camera Item #2 — Human Resources Moved by: Councillor Giguere Seconded by: Councillor Mennill RESOLVED THAT staff proceed as directed. Motion Carried. In -Camera Item #3 — Property Matter Moved by: Councillor McPhail Seconded by: Councillor Mennill RESOLVED THAT staff proceed as directed. Motion Carried. In -Camera Item #4 — Financial Services Page 10 June 28, 2022 Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell RESOLVED THAT staff proceed as directed. Motion Carried. Stephen Gibson, County Solicitor/Deputy Clerk acted as Clerk for In -Camera Item #5: In -Camera Item #5 — Property Matter Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT staff proceed as directed. Motion Carried. In -Camera Item #6 — Legal Moved by: Councillor Giguere Seconded by: Councillor Martyn RESOLVED THAT the report from the County Solicitor be received. Motion Carried. 11. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF —CONTINUED 11.1 SCOR EDC Short Line Rail —Warden French The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report outlining recommendations received from the County Budget Committee regarding South Central Ontario Region Economic Development Corporation's (SCOR EDC) request for funding of up to $150,000 (over a three (3) year period) in support of short line rail within the 2022-2024 budgets. County Council received a legal opinion that the funding requested by SCOR could be constituted as a violation of the prohibition against bonusing set forth by Section 106 in the Municipal Act. Moved by: Councillor Mennill Seconded by: Councillor McPhail WHEREAS Council previously consented to providing a letter indicating its non - monetary support in principle for the short line rail project; NOW THEREFORE BE IT RESOLVED THAT Council hereby decline SCOR's request for funding in the amount of up to $150,000 over a three-year period. Motion Carried. 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT we do now adopt recommendations of the Committee of the Whole. Motion Carried. Page 11 June 28, 2022 P► Ri 17 :1 :7_%i Cs7-ki [9711111 3T�L�1 13.1 By -Law No. 22-28 — Borrowing By -Law BEING a By -Law to Authorize the Warden and Treasurer to Borrow from Time to Time to Meet Current Expenses and Other Qualifying Expenditures During the Fiscal Year Ending December 31, 2022. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT By -Law No. 22-28 be now read a first, second and third time and finally passed. Motion Carried. 13.2 By -Law No. 22-29 — Land Division Committee Secretary -Treasurer Appointment BEING a By -Law to appoint a Secretary -Treasurer of the Elgin County Land Division Committee. Moved by: Councillor McPhail Seconded by: Councillor Purcell RESOLVED THAT By -Law No. 22-29 be now read a first, second and third time and finally passed. Motion Carried. 13.3 By -Law No. 22-30 — 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 June 28, 2022 Meeting. Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT By -Law No. 22-30 be now read a first, second and third time and finally passed. Motion Carried. 14. ADJOURNMENT Moved by: Councillor Jones Seconded by: Councillor Purcell RESOLVED THAT we do now adjourn at 1:08 p.m. to meet again on July 12, 2022 at 9:00 a.m. Julie `onyou, Chief Administrative Officer. Motion Carried. !° Tom Marks, Deputy Warden. Elgin ounty P.91=1 a by Nntm Mayor Dave Mennill and Malahide Township Council Township of Malahide 87 John Street South Aylmer, ON N5H 2C3 July 5, 2022 Re: Speed and Traffic Counts on Ron McNeil Line Dear Mayor Mennill, At its meeting held on June 28, 2022 Elgin County Council passed the following resolution in response to the Township of Malahide's request to conduct speed and traffic counts on Ron McNeil Line at the west village limit in the Village of Springfield: "Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT the report titled "Request to Extend Reduced Speed Zone — Village of Springfield" dated June 20, 2022 from the General Manager of Engineering, Planning, & Enterprise/Deputy CAO and Manager of Transportation Services be received and filed; and THAT the Ontario Provincial Police be informed of the recent traffic study results and request that they deploy targeted enforcement activities as resources permit. -Carried." Council decided to maintain the current reduced speed zone limits and directed that the recently completed traffic study be forwarded to the OPP with a request to provide targeted speed enforcement. The report titled "Request to Extend Reduced Speed Zone — Village of Springfield" is attached for reference. If you have any questions please feel free to contact me at blima .elgin.ca Sincerely, Brian Lima General Manager of Engineering, Planning, & Enterprise (EPE) /Deputy CAO blimaCcr�elgin.ca Elgin , nt,�,; Progressive by Nature Mayor Dave Mennill and Malahide Township Council Township of Malahide 87 John Street South Aylmer, ON N5H 2C3 July 5, 2022 Re: Speed and Traffic Counts on Ron McNeil Line Dear Mayor Mennill, At its meeting held on June 28, 2022 Elgin County Council passed the following resolution in response to the Township of Malahide's request to conduct speed and traffic counts on Ron McNeil Line at the west village limit in the Village of Springfield: "Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT the report titled "Request to Extend Reduced Speed Zone — Village of Springfield" dated June 20, 2022 from the General Manager of Engineering, Planning, & Enterprise/Deputy CAO and Manager of Transportation Services be received and filed; and THAT the Ontario Provincial Police be informed of the recent traffic study results and request that they deploy targeted enforcement activities as resources permit. -Carried." Council decided to maintain the current reduced speed zone limits and directed that the recently completed traffic study be forwarded to the OPP with a request to provide targeted speed enforcement. The report titled "Request to Extend Reduced Speed Zone — Village of Springfield" is attached for reference. If you have any questions please feel free to contact me at blima(o-)_elgin.ca Sincerely, Brian Lima General Manager of Engineering, Planning, & Enterprise (EPE) /Deputy CAO blima(cr�elgin.ca June 14, 2022 Elgin Council Rick & Rose Robinson 271 Colborne St., Port Stanley 519-641-8300 Yesterday afternoon we received a ticket for parking in front of our home. Something that we have done since moving here 42 years ago. I thought this couldn't be right. I submitted a dispute form to Central Elgin and received a reply Jason Dale, our By-law Manager. He explained that we had been ticketed under an Elgin County bylaw for parking over 5 hours. He also stated that the 2 hour limit was also coming shortly for all of Colborne St. I understand why Central Elgin initiated this undertaking. The BIA had a very simple request to initiate 2 hour parking along William Street. Council then added on William, Bridge and Main Street. They also included the first block of Colborne St north of the traffic lights. I don't have a problem with this as it's our business district. Get the customers in and get them out. They want to stay longer, hit the paid lots. This motion was to put a stop to the so-called "beach dumping". We do not have a problem of "beach dumping" north on Colborne St. There are no retail business' along this stretch either. However, we do have a couple of marinas with customers that need to park for longer than 2, or 5 hours. It's pretty hard to go out on the lake for that short amount of time. With a quick stroke of the pen, and no forethought, you have caused a huge hardship for the people along this residential section of road. You have imposed a 2 hour parking limit extending 1140 mt. This includes a full kilometre of people's homes that need to park on the road frequently. Did any of you folks come down to Port and drive, or even walk along this section of road before passing this by- law? There are no retail business' along this stretch where a two hour limit would be beneficial. This two hour limit on Colborne St., north of Charlotte Street, needs to rescinded right away. In closing, I would like to ask you why all of a sudden you decided to enforce this 5 hour parking limit? Was it enforced equally all over Elgin County? 'Alas it enforced in Belmont or Dutton as k ElginCounty Progressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Warden Mary French DATE: June 27, 2022 SUBJECT: SCOR Short Line Rail THAT County Council consider feedback from the Budget Committee and provide direction regarding SCOR's request for funding in the amount of up to $150,000 (over a three (3) year period) to inform its application to the National Trade Corridors Fund (NTCF). BUDGET COMMITTEE RESOLUTION: The Budget Committee approved the following resolution at its meeting held on June 24, 2022. WHEREAS at its meeting on May 24th, 2022, Elgin County Council directed staff to prepare a follow-up report for presentation to the Budget Committee regarding South Central Ontario Region Economic Development Corporation's (SCOR EDC) request for funding (up to $150, 000 over a three (3) year period) and including an analysis of County infrastructure; and WHEREAS on May 25th, 2022, the Warden sent a letter of support, in principle, to SCOR EDC for the short line rail project to revitalize the Cayuga Subdivision line, as directed by County Council, and WHEREAS following receipt of the letter sent to SCOR EDC on behalf of Elgin County Council, SCOR EDC requested that the Budget Committee, and by extension, Elgin County Council expedite its consideration of SCOR's request for funding in the amount of up to $150, 000 (over a three (3) year period) to inform its application to the National Trade Corridors Fund (NTCF) due on June 30tn 2022; and WHEREAS on June 24th, 2022, the Budget Committee considered the request for funding from SCOR EDC along with a staff report including background information and details of Crossing Images / Crossing Costs provided to the County by SCOR EDC; and THEREFORE, BE IT RESOLVED... THAT the report presented to the Budget Committee be amended to include Committee discussion and direction and presented by the Warden to Elgin County Council at its meeting on June 28th, 2022, and THAT the Committee direct staff to seek a legal opinion from Elgin County Legal Services with respect to the funding request from SCOR EDC to ensure compliance with the Ontario Municipal Act, 2001 for Council's review on June 28th, 2022, and THAT the Committee recommends that Elgin County Council authorize the Warden to send a letter of support as prescribed by the NTCF application guidelines to South Central Ontario Region Economic Development Corporation (SCOR EDC), and to commit to funding the proposed Cayuga Subdivision Short Rail Line Revitalization Project for up to $150, 000 (over a three (3) year period), subject to NTCF funding approval, using the Growth Reserve; and FURTHER, THAT SCOR EDC be required to provide Elgin County Council with regular progress reports regarding this regionally significant project, not less than on a quarterly basis. PURPOSE: South Central Ontario Region Economic Development Corporation (SCOR EDC) has requested that the County of Elgin provide a letter of support and a financial contribution of up to $150,000 (over a three (3) year period) to support an application for funding under the National Trade Corridors Fund (NTCF) to upgrade infrastructure of the Cayuga Subdivision Short Line Rail (SLR) serving Oxford, Elgin and Norfolk Counties. NTCF program provides up to a maximum of 50% of eligible project costs, therefore SCOR EDC is seeking funding from regional partners including the Counties of Oxford, Norfolk and Elgin to leverage the project. At its meeting on May 24th, 2022, County Council received a presentation from the SCOR EDC along with a request for funding and a letter of support. The following motion was passed by Elgin County Council on May 24th, 2022: RESOLVED THAT the Warden be directed to send a letter of support in principle to South Central Ontario Region Economic Development Corporation (SCOR EDC) for the short line rail project to revitalize the Cayuga Subdivision line; and THAT staff be directed to prepare a follow-up report for presentation to the Budget Committee regarding SCOR's request and including an analysis of County infrastructure; and THAT the Budget Committee, following its review of the report, prepare recommendations for County Council's consideration. Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw The Budget Committee met on June 24, 2022 to provide direction with respect to the provision of funding of up to $150,000 (over a three (3) year period) in support of SLR within the 2022-2024 budgets. After discussion at the Committee level, the Budget Committee directed that Elgin County Legal Services prepare a legal opinion for County Council's consideration regarding the funding request from SCOR EDC to ensure compliance with the Ontario Municipal Act, 2001. In the absence of legal counsel regarding compliance with the Municipal Act, 2001, the Committee is recommending Council consider authorizing the Warden to send a letter of support as prescribed by the NTCF application guidelines to South Central Ontario Region Economic Development Corporation (SCOR EDC), and to commit to funding the proposed Cayuga Subdivision Short Rail Line Revitalization Project for up to $150,000 (over a three (3) year period), subject to NTCF funding approval, using the Growth Reserve. The Committee also requested that staff provide additional detail regarding the Growth Reserve, specifically, anticipated funds available in the reserve at year end. Barring unforeseen circumstances, staff have identified $50,000 in surplus operating funds at the end of Q1, generated through efficiencies and/or additional sources of funding used to offset budgeted operating expenses. SUPPLEMENTARY MATERIALS: • Appendix I — SCOR EDC Presentation to Elgin County Council — May 24th, 2022 • Appendix II — Letter: Warden French's response to SCOR EDC, as directed by County Council on May 24th, 2022 • Appendix III — Crossing Images f Crossing Costs (provided by SCOR EDC) • Appendix IV — Letter of support from Oxford County ($150K) • Appendix V — Letter of support from Norfolk County ($15K) BACKGROUND: An overview of the CN Cayuga Subdivision Short Line Rail (SLR) project, as presented by SCOR EDC to Elgin County Council is attached as Appendix I. In January 2022, a rail operator (GIO Rail) reinstated SLR service for freight goods on the CN Cayuga Subdivision from St. Thomas to Tillsonburg (Phase 1). A number of required rail infrastructure upgrades (bridge repairs, at grade rail crossings, etc.) are required over the next three (3) years to ensure it is maintained in a good state of repair. GIO Rail advises that it plans to invest approximately 43% of the required funding to undertake the SLR upgrades. SLR infrastructure investment funding support ;o being sought through the National Trade Corridor Fund and potential ibutions from the province, private investment along the rail line, and benefitting municipalities. The positive economic, social and environmental impacts of SLR are substantial and were relayed to Elgin County Council as part of SCOR EDC's presentation to Council on May 24th, 2022. On June 22, 2022, Oxford County Council authorized a letter of support for a funding application to be submitted by SCOR EDC under the National Trade Corridors Fund for the Cayuga Subdivision Shoreline Rail Revitalization Project, and approved a funding contribution of $150,000 over a three-year period ($50,000 per year x three (3) years). On June 21, 2022 Norfolk County Council also provided a letter of support for the funding application and approved a funding contribution of $15,000 over a three- year period ($5,000 per year x three (3) years) TECHNICAL ASSESSMENT: At the request of the County, SCOR EDC confirmed that a third -party condition assessment of all at grade rail crossings on County and local roads within Elgin County had not been completed. Instead, project estimates were prepared by GIO Rail Inc. based on similar grade upgrades. GIO Rail Inc. confirmed that they have a 10-year lease agreement with CN to operate along the track. Track upgrades are guided by the Transportation Canada Grade Crossing Standards can be found here: https://tc.canada.ca/en/rail-transportation/grade-crossings SCOR EDC confirmed that, as part of the project preparation, an inventory of track crossings with accompanying images of the current state of the crossings has been developed. Each crossing was reviewed and assigned an approximate cost based on required upgrades (refer to Appendix 3). FINANCIAL IMPLICATIONS: Should SCOR EDC be successful in its application for funding through the National Trade Corridor Fund (NTCF), it is understood that SCOR EDC and the current SLR operator (GIO Rail) will pursue additional funding assistance (grants) from the province and other benefitting counties (including Elgin, Oxford and Norfolk Counties) to support infrastructure investments to the CN Cayuga Subdivision Line. The following was provided to County staff from SCOR EDC's Executive Director: The funding is a 50% matching funding. GIO rail will take on the bulk of the 50% of the partners end but we need to demonstrate business and municipal buy in both in terms of Letter of Support and cash value. Business partners will be contributing to the project and we will be asking the Counties (Elgin, Oxford and Norfolk) for a contribution as well. We would like to present to Elgin Council to br a Letter of Support and a contribution of up to $150,000 (over a three ear period) to commit to the project This project has been brought forward mid -year and was not previously identified in the 2022 Budget. Funding for this project is proposed to be sourced from the Growth Reserve, a stabilization reserve established by Council to be utilized for future capital expansion. The 2022-year end projected balance of the Growth Reserve is $588,000. Staff have identified $50,000 in surplus operating funds (barring any unforeseen circumstances) at the end of Q1, generated through efficiencies and/or additional sources of funding used to offset budgeted operating expenses that could be used to fund the 2022 portion of this request. The balance of this funding commitment could be considered as part of future budget processes. LEGAL CONSIDERATIONS: A legal opinion has been prepared by Elgin County's Legal Services team for consideration by County Council in Closed Session at its meeting on June 28, 2022. 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. CONVERSATION STARTERS: Investing in Elgin ❑ Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. The following list of "conversation starters" was prepared by staff and presented to the Budget Committee at its meeting on June 24, 2022. These "conversation starters" are intended to address a number of questions that have been asked about this project that were not addressed as part of SCOR EDC's presentation to Elgin County Council. Topic I Questions I Notes/Comments Project Management / Is 100% of the "ask' for rail line $20,000 total (one-time) Overhead upgrades? from all partner contributions is earmarked to offset SCOR Administration / Project Management costs. Project Costs Should project costs exceed SCOR indicated that budgetary values, who pays the contribution towards difference? project cost exceedance may potentially be sought from partners in the future (as a last resort). Reimbursement of What if the project comes in Unspent funds will be Unused Funds under budget? returned within the 3- year period if rail operations cease. Revenue Sharing Is there an opportunity to SCOR indicated that recoup investment from future they had not revenue? contem lated this. Administration of Who is administering the funds? Oxford County will act as Funds the "banker" to administer financial transactions on behalf of SCOR for this project. Agreements Has NTCF detailed partnership Preliminary discussions requirements between GIO and have been held. It is SCOR? assumed that there would be a future funding agreement(s) that will detail partnership re uirements. Project Management Who is leading the project? SCOR indicated that the Who will be preparing and project would be led, administering the RFP and an further stated pertaining to required rail that an RFP for the rail upgrades? line improvements would be administered and awarded by SCOR. Cost Estimates & When were project estimates Project cost estimates Price Escalation completed and does it have were developed within regard for price escalation? the last 6 months and does not account for rice escalation. Metrics of Success How will SCOR measure SCOR indicated that success? they will monitor the project to evaluate whether the investment was worthwhile through metrics associated with increase in rail usage, value per car, increased load capacity, development of lands along the rail, business retention along the line, volume of goods, etc. Precedent Setting? Does the provision of funding While some similarities for this project set a precedent? may be drawn to the Elgincentives program, several differences exist — notably: extent of funding, absence of agreement and formalized process for administering the funding, evaluation criteria, etc. Due Diligence & Risk How do we ensure Elgin County It is recommended that a is compliant with the Municipal legal review be Act, and limit risk exposure? undertaken by the County Solicitor. Elgin County will need to enter into future agreements which will have to be carefully vetted to limit exposure to risk. Ownership Who owns the rail line after the CN Rail will ultimately improvements are completed? retain full ownership of the line. Private Investment Have abutting property owners SCOR indicated that or businesses fronting the rail seven (7) local contributed to project costs? businesses have provided a letter of support and have made LOCAL MUNICIPAL PARTNER IMPACT: Local Municipal Partners will be informed of project progress, when appropriate. COMMUNICATION REQUIREMENTS: Should Council decide to support the recommendation(s) from the Budget Committee, a letter of support for the project will be sent to SCOR EDC by Warden French. CONCLUSION: This report serves as a summary of information received to date regarding the SLR program and seeks direction from Council with respect to SCOR EDC's funding request in the amount of up to $150,000 (over a three (3) year period). All of which is Respectfully Submitted Warden Mary French 1) Overview of Project 2) Economic Development Case • Industrial Sites Along Rail Line 3) Project Funding 4) Ask from Municipality • January 2022: GIO Rail reinstated rail service from St. Thomas to Tillsonburg (Phase 1) • Phase 2 will include expansion into Norfolk County if a significant business case can be made • Timeline: Over the next three years, gradual infrastructure upgrades will take place, including bridge repairs, cross tie replacements, and crossing upgrades. 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Consultation, etc. $2,000 Contingency (15%) $865,452 Total $6,635,132 • National Funding • National Trade Corridor Fund • Provincial Funding • Discussion with relevant Ministries • Municipal Funding See next slide • Letter of Support • Financial Contribution • $150,000 (over 3 year life of project) ElginCounty A,09 1. by NW.m Alison Warwick Chair, SCOR EDC 4 Elm Street Tillsonburg, ON N4G OC4 May 24, 2022 Re: National Trade Fund Corridor Application — Revitalization of the Cayuga Sub Division Line Dear Chair Warwick, On behalf of Elgin County Council, please accept this letter of support for South Central Ontario Region Economic Development Corporation's (SCOR EDC) application to the National Trade Corridor Fund for support to upgrade the infrastructure on the Cayuga Sub Division Line. This track runs through the Elgin municipalities of Bayham, Malahide, Aylmer, and Central Elgin, connecting them to St. Thomas, Oxford County, and Norfolk County and servicing a number of Elgin business along the line. As part of the 2020-2022 Elgin County Strategic Plan, Elgin County Council prioritized Growing Elgin which includes planning for and facilitating commercial, industrial, residential, and agricultural growth. Not only will investing in rail line infrastructure increase the environmental sustainability of transportation, it will also play a key role in attracting investment to this region. SCOR EDC's application to the National Trade Corridor Fund, if approved, will help ensure that our local businesses have the infrastructure they need to transport their goods in an efficient and sustainable way. Sincerely, i Mary French Warden, Corporation of the County of Elgin Crossing# �_ Street Name Road Ownership _ _� _ Picture Notes Belmont Rd (County Rd 74) Elgin Penhale Rd Central Elgin Springwater Rd. (Elgin County Rd 35) Elgin Rogers Rd. Malahide no photo available Elm St. (County rd. 53) Elgin John St. N. (County Rd 73) Elgin Hacienda Rd. Malahide Glencolin Line Elgin Springfield Rd (County Rd 40) Elgin Walker Rd Malahide Carter Rd Malahide College Line Malahide Springer Hill Rd. Bayham Culloden Rd Elgin Best Line Bayham Somers Rd Bayham Green Une Bayham Elliot Rd Bayham Bayham Dr Bayham CroaineR Straat Nam. Road OWnershlo R. infrastructure Surfaclg Eleetronhs Cro-Replaeommd*Rail SD.1 Total Com. Timeline Yvvr1 Y.,2 yvvr3 1 Belmont Rd(County Rd 74) Eigln IF) 15,000 140,000 60,000 215,000 ®®® Yavr2 6 6 2 pvnhaly Rd Cenral Elgin DO 151000 N/A WOOD 75,000 yvar2 35pring ter Rd(Cpin County Rd 35) Elgin (F) 15,000 140,000 60,000 215,000 yevr2 4 Ropers Rd. Mviahlde N 15,000 N/A 6g000 75,OW Yvar2 5 Um 51 J.Untyrd. 53) EJ& (F) 15,000 140,000 60.000 215,000 Yaar2 6 lnhn St N.(County Rd 731 Agin (G) 15,000 -,coo 60,000 215,000 Yvar1 7 Hadendv Rd MRInNdv (F) ]SABB 140,000 60,000 215,000 Ymrl 8 Gicnrelln Une Elgin (F) 15,000 141,011 60,000 235,000 Y. 95pr1,M]d Rd lCounty Rd 401 Elhi IF) ZOO 140,000 215,000 Yvor2 30 Walker Rd MWhido N15,000 N/A :a,000 60,000 75,000 Year3 11 Carter Rd M:Mldv (%) ]5,000 N/A 60,000 711,600 Year3 12 Caliea. Una Mulahlda IF) 35,000 14O.OW 60,000 215,000 Yvvrl 13 Spring, Hill Rd evyhvm jA) 15 W, N/A 60,000 75,000 Y. 1 14 CUlioden Rd Ugin (F) 15,000 140.000 60.Om 2]5,000 Yevr3 15 D. Una Bvyhom (F) 35,000 140,000 60,000 215A00 Yevr3 16 Somms Rd gvyham N 15,000 N/A 60,010 75,000 Year3 D Gman Una Bayl, (F) ]5,.0 140.000 60,000 215,000 Y.,t 1g 011. Rd Bayhvm ()() I5,000 N/A 0000 75,000 119 Boyham Or Odyham (F) 15,OOO 140,000 60,000 ZSS,OW Yvar1 To. $3,105,000 Total+l5%ConUnC4acy $3,570,750 Growing stronger together June 23, 2022 County of Elgin 450 Sunset Drive St. Thomas, Ontario Attention: Julie Gonyou, Chief Administrative Officer Dear Julie: RE: Support for SCOR EDC — National Trade Corridor Fund Application CORPORATE SERVICES 519.539.9800 1 1.800.755.0394 21 Reeve Street, PO Box 1614 Woodstock, ON N4S 7Y3 oxfordcounty.ca This correspondence is to inform Elgin County Council that, at the regular meeting of County Council held on June 22, 2022, Council adopted recommendations contained in Report No. CS 2022-23 in response to SCOR EDC's request for a letter of support and a financial contribution of $150,000 for a funding application under the National Trade Corridor Fund (NTCF) for the purpose of upgrading infrastructure of the Cayuga Subdivision Short Line serving Oxford and Elgin Counties. The recommendations in the aforementioned report are as follows: "That County Council hereby authorizes the Chief Administrative Officer to sign a letter of support for a funding application to be submitted by South Central Ontario Region Economic Development Corporation (SCOR EDC) under the National Trade Corridors Fund, regarding the Cayuga Subdivision Short Line Rail Revitalization Project, as outlined in Report No. CS 2022-23; And further, that subject to approval of SCOR EDC's application for funding from the National Trade Corridors Fund, County Council approves a funding contribution of $150,000 to leverage the Cayuga Subdivision Short Line Rail Revitalization project, to be funded by the General Reserve; And further, that SCOR EDC be required to provide County Council with regular progress reports regarding this regionally significant project, not less than on a quarterly basis." As a municipal member of SCOR EDC, Oxford County Council is supportive of the potential economic, social and environmental impacts anticipated by proceeding with the proposed project, both within the County and the broader south central economic region; and in light of Oxford County's advocacy efforts that were initiated in 2017, documented as "Empowering Ontario's Short Line Railways", there are locally supported strategies and initiatives for long- term viability of short line rails which demonstrate this project would benefit our region. Page 1 of 2 If you have any questions please contact the undersigned by phone at 519-539-9800 ext 3000 or by email mduben(d.)countyoxford.ca. Yours truly, Michael Duben, B.A. LL.B. Chief Administrative Officer Page 2 of 2 Norfolk County Office of the Mayor June 21, 2021 SENT VIA E-MAIL TO: scor@scorregion.com and kimberly.earls@scorregion.com South Central Ontario Region Economic Development Corporation (SCOR EDC) Kimberly Earls, Executive Director 4 Elm Street Tillsonburg, ON N4G OC4 Dear Kimberly, Re: SCOR Regional Shortline Rail Project No5COUNTY* DRAFT On behalf of the Council of the Corporation of Norfolk County, please be advised that Council passed the following resolution at the June 21, 2022, Council Meeting: THAT Report CS-22-128 SCOR Regional Shortline Rail Project be received as information; AND THAT Council approve a letter of support related to this project as outlined in Attachment 1; AND THAT upon confirmation that funding for the entire project has been secured, a New Budget Initiative providing the requested grant in the amount of $5, 000 annually for three years be included in the Proposed 2023 Levy Supported Operating Budget for consideration; AND FURTHER THAT the funding be provided from the tax levy. The Council of the Corporation of Norfolk County supports the SCOR Regional Shortline Rail Project as this endeavor includes the following benefits: 1. Long-term infrastructure investment 2. Increased environmental sustainability of transportation 3. Sustainable and affordable logistics for businesses and supply chains (reduced car rate) Page 1 of 2 4. Key piece of Business Retention + Expansion and Business Attraction strategies Please accept this as a letter of support for the SCOR Regional Shortline Rail Project from the Council of the Corporation of Norfolk. Should you have any questions regarding this matter or should you require additional information, please contact Teresa Olsen, Clerk at 519-426-5870 x. 1228, or email: Clerks _norfolkcounty.ca Yours truly, Kristal Chopp Mayor, Norfolk County cc: Norfolk County Council Page 2 of 2