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03 - July 20, 2022 Connectivity Committee Agenda Package Corporation of the County of Elgin Connectivity Committee AGENDA ForWednesday, July 20, 2022, 2:00 P.M st 1 Meeting Called to Order nd 2 Approval of the Agenda rd 3 Adoptionof MinutesÎJune 29, 2022 th 4 Disclosure of Pecuniary Interest th 5 Delegations th 6Reports 1) Connectivity Advocacy Plan Updates 2) Building Broadband Faster Act, 2021 Update Î Chief Administrative Officer (walk-on) 3) SWIFT Project Update Î Chief Administrative Officer (walk-on) th 7 Other Business th 8 Correspondence th 9 Date of Next Meeting th 10Adjournment VIRTUAL MEETING: IN-PERSON PARTICIPATION RESTRICTED NOTE FOR MEMBERS OF THE PUBLIC: Please click the link below to watch the Council Meeting: https://www.facebook.com/ElginCountyAdmin/ Accessible formats available upon request. Page 1 June 29, 20222 Corporation of the County of Elgin CONNECTIVITY COMMITTEE MINUTES For Wednesday, June 29, 2022 at 2:00 p.m. th The Elgin County Connectivity Committee met this29day ofJune, 2022. The meeting was held in a hybrid in-person/electronic format with Committee Members and staff participating as indicated below. Attendees: Deputy Warden Tom Marks, Chair (in-person) Councillor Dominique GiguŽre (electronic) Councillor Duncan McPhail (electronic) Justin Pennings, Community Member (electronic) Mike Andrews, Community Member Staff: Julie Gonyou, Chief Administrative Officer (in-person) Brian Lima, General Manager of EPE/Deputy CAO (in-person) Delany Leitch, Legislative Services Coordinator (in-person) Regrets: Jeremy Sharkey, IT Coordinator Joshua Kiirya, Community Member 1. CALL TO ORDER The meeting convened at 2:05 p.m. with Councillor McPhail the Chair. Deputy Warden Marks was delayed due to an event and later resumed the Chair. 2. APPROVAL OF THE AGENDA Moved by: Councillor GiguŽre Seconded by: Councillor McPhail RESOLVED THAT the agenda for the June 29, 2022 meeting be approved as presented. Page 2 June 29, 2022 Recorded Vote Yes No Abstain Councillor Dominque GiguŽre X Councillor Duncan McPhail X Justin Pennings X Mike Andrews X Deputy Warden Tom Marks, Chair X TOTAL 5 0 - Motion Carried. 3. ADOPTION OF MINUTES Moved by: Councillor GiguŽre Seconded by: Justin Pennings RESOLVED THAT the minutes of the meeting held February 17, 2022 be adopted. Recorded Vote Yes No Abstain Councillor Dominque GiguŽre X Councillor Duncan McPhail X Justin Pennings X Mike Andrews X Deputy Warden Tom Marks, Chair X TOTAL 5 0 - Motion Carried. 4. DISCLOSURE OF PECUNIARY INTEREST OR THE GENERAL NATURE THEREOF None. 5. DELEGATIONS None. Page 3 June 29, 2022 6. BRIEFINGS 6.1Whites Station Operations Centre Antenna Communications Tower Optional Replacement Report Î General Manager of Engineering, Planning and Enterprise The General Manager of Engineering, Planning and Enterprise presented the report providing the Committee with a review of the recently completed structural inspection undertaken on the CountyÓs Whites Station Operations Centre antenna communication tower. Moved by:Councillor GiguŽre Seconded by: Justin Pennings RESOLVED THAT the report titled ÐWhites Station Operations Centre Antenna Communications Tower - Optional Replacement ReportÑ from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated June 21, 2022 be received and filed; and THAT follow-up information with respect to the option of providing space at Whites Station for prospective ISPs to install towers be provided to the Connectivity Committee at a future meeting. Recorded Vote Yes No Abstain Councillor Dominque GiguŽre X Councillor Duncan McPhail X Justin Pennings X Mike Andrews X Deputy Warden Tom Marks, Chair X TOTAL 50 - Motion Carried. 6.2Connectivity Advocacy Plan Î Chief Administrative Officer The Chief Administrative Officer presented the report containing a draft Connectivity Advocacy Plan for the CommitteeÓs review and comment. Moved by: Mike Andrews Seconded by: Justin Pennings RESOLVED THAT the report from the Chief Administrative Officer, entitled ÐConnectivity Advocacy PlanÑ, dated June 22, 2022 be received and filed; and Page 4 June 29, 2022 THAT feedback from the Committee be incorporated into the Connectivity Advocacy Plan; and THAT a revised Connectivity Advocacy Plan be presented to the Connectivity Committee at a future meeting. ecorded Vote R YesNoAbstain Councillor Dominque GiguŽre X Councillor Duncan McPhail X Justin Pennings X Mike Andrews X Deputy Warden Tom Marks, Chair X TOTAL 5 0 - Motion Carried. 7. OTHER BUSINESS None. 8. CORRESPONDENCE None. 9. DATE OF NEXT MEETING The Connectivity Committee will meet again on July 20, 2022 at 2:00 p.m. 10. ADJOURNMENT Moved by: Councillor GiguŽre Seconded by:Justin Pennings RESOLVED THAT we do now adjourn at 3:15 p.m.to meet again at the call of the Chair. Recorded Vote Yes No Abstain Councillor Dominque GiguŽre X Councillor Duncan McPhail X Justin Pennings X Mike Andrews X Deputy Warden Tom Marks, Chair X TOTAL 5 0 Page 5 June 29, 2022 - Motion Carried. ______________________________________________________________ Julie Gonyou, Tom Marks, Chief Administrative Officer. Chair. REPORT TO CONNECTIVITY COMMITTEE FROM: Julie Gonyou, Chief Administrative Officer DATE: July 15, 2022 SUBJECT: Connectivity Advocacy Plan RECOMMENDATION: THAT the Connectivity Committee Advocacy Plan be approved and forwarded to Elgin County Council for their review and endorsement. PURPOSE: At its meeting on June 29, 2022, the Connectivity Committee reviewed a draft Connectivity Committee Advocacy Plan. The purpose of this report is to follow-up on feedback received regarding the plan. A revised draft of the plan is attached to the report for the CommitteeÓs consideration. ATTACHMENTS: Appendix I Î draft Connectivity Advocacy Plan Appendix II - Infographic Î Connectivity Advocacy Plan Appendix III - Fibre Optic Progress Map - Connectivity in Elgin BACKGROUND: The Connectivity Committee has worked very hard to identify ways to create enabling environment for Internet Service Providers (ISPs) to grow and flourish within Elgin County. The landscapefor connectivity networks across Elgin County is already changing. Since the CommitteeÓs work began in 2018, additional community networks have emerged, and their potential for meeting connectivity gaps has improved (see Appendix III). Nevertheless, there are still many areas that must still be addressed before community networks will reach their full potentialwhich is why a formalized Connectivity Advocacy Plan is imperative. CONNECTIVITY STUDY ÎBACKGROUND& DECISION-MAKING: The following information provides background information and the decision-making chronology for the Internet Connectivity and Broadband Analysis, Assessment, and Proposed Solutions study undertaken by IBI Group. In 2021, Elgin County Council engaged IBI Group to complete a study including ÐInternet Connectivity and Broadband Analysis, Assessment, and Proposed SolutionsÑ (ÐStudyÑ). The Study provides a series of actions that are intended to advance connectivity in the County, while acknowledging the importance of partnerships and advocacy efforts. It recognizes the importance of broadband as an indispensable part of modern infrastructure. th At the December 16 2021 Connectivity Committee (ÐCommitteeÑ) meeting, IBI Group presented its final draft report which included options to advance the access of affordable and reliable high-speed internet in Elgin County. For ease of reference, IBI GroupÓs options are included within the next section of this report. The Connectivity Committee carefully considered all options presented by IBI Group and requested that staff provide additional information regarding Option #1: Advocacy, Strategic Purchasing & ISP Coordination. th At its meeting on February 17, the Connectivity Committee passed the following motion: THAT the IBI final report titled ÐInternet Connectivity and Broadband Analysis, Assessment, and Proposed SolutionsÑ presented to Elgin County Council; and THAT the Chair be directed to provide Elgin County Council with a summary of the Connectivity CommitteeÓs recommended next steps with respect to final report prepared by IBI Group Inc. On February 22, 2022, Elgin County Council supported the Connectivity CommitteeÓs recommendation and passed the following motion: THAT the report titled ÐInternet Connectivity - IBI Group Final Report and Committee RecommendationsÑ from Deputy Warden Marks, dated February 17, 2022, be received and filed for information; and, THAT Elgin County Council support the Connectivity CommitteeÓs recommendation to leverage existing staff resources and the Connectivity Committee to support to IBIÓs Option #1 Î Advocacy, Strategic Purchasing and ISP Coordinationto facilitate and advocate for investment in broadband infrastructure (senior government / private sector). A delay in bringing forward a draft strategy for consideration by the Committee was associated with a technical disruption at the County of Elgin in April 2022 which required Committee meetings to be suspended for the month of April and part of May. On June 29, 2022, staff presented a draft Connectivity Advocacy Plan for the CommitteeÓs review. The Committee provided comments, and a revised Plan is attached for further consideration. CONNECTIVITY ADVOCACY PLAN: Advocacy efforts with all other levels ofgovernment to be centered on the critical role played by access to stable and affordable broadband infrastructure in local, provincial, and national economic recovery following the COVID-19 pandemic. The Connectivity Advocacy Plan includes four (4) key pillars which are detailed in Appendix I. An infographic that supports the Connectivity Advocacy Plan is included in Appendix II and a Fibre Optic Progress Map is included in Appendix III. 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 programs and services Exploring different now and in the future. Fostering a healthy ways of addressing environment. Delivering mandated community need. Enhancing quality of programs and services Engaging with our efficiently and place. effectively. community and other stakeholders. LOCAL MUNICIPAL PARTNER IMPACT: The Connectivity Advocacy Plan requires that Elgin collaborate with its Local Municipal Partners. The Connectivity Advocacy Plan, once finalized, will be discussed with ElginÓs Administrators at an upcoming meeting. COMMUNICATION REQUIREMENTS: The Connectivity Advocacy Plan includes a Communications/Engagement pillar with the goal of communicating the activities and efforts of the Connectivity Committee. CONCLUSION: It is recommended that the Committee review and provide feedback regarding the draft Connectivity Advocacy Plan. Once finalized, it is recommended that the Committee seek CouncilÓs approval for the Connectivity Advocacy Plan. All of which is Respectfully Submitted Julie Gonyou Chief Administrative Officer 19 - Responsibility Administrative Services/Communications Actions establish a dedicated section of the existing Connected Elgin page for the Committee. plan, conduct, and process strategic public surveys to ensure engagement is always ongoing. make publicly available information regarding Elgin CountyÓs efforts to facilitate broadband expansion targeted toward potential ISPs (web page, social media) publicize news and updates on Committee activity; link to ---- Ensure that Committee activities and news are made publicly accessible so residents and ISPs recognize that broadband is a key priority being supported by an active and engaged Committee: Connectivity Advocacy Plan , and national economic recovery following the COVID Draft Î Outcomes Elgin County Connectivity Committee activities and efforts of the broader public The the Connectivity Committee are communicated in an accessible manner that intentionally reaches an audience which includes Elgin County residents, prospective residents, current and prospective ISPs, other levels of government, and Appendix I 1. Advocacy, Strategic Purchasing and ISP Coordination - Pillar Communications/Engagement Plan to support Option #1Advocacy efforts with all other levels of government to be centered on the critical role played by access to stable and affordable broadband infrastructure in local, provincialpandemic. This key concept will be supported and demonstrated through 4 key pillars and their corresponding objectives: Administrative Services it to updated database - experiences from ews releases for major Committee meeting agendas and minuteshost a renewed forum with current/prospective ISPs for updated insights into contemporary, local needs/considerations Prepare and implement a communications strategy to support advocacy efforts and the work of the Committee Prepare and disseminate nmilestones/advancements.establish and maintain a constantlyof resident concerns that tracks key information to substantiate needs/concerns/geographic considerations and usesupport communications/ advocacy efforts/ Committee business Utilize social media, Engage Elgin and Elgin County website to share these resident experiences. ----- Leverage lived residents and business owners regarding their connectivity experiences. Advocacy efforts include 2. real resident experiences and reflect an accurate local as a key means of attracting ISP and funder support Administrative ServicesEngineering/ITAdministrative Services/Communications Engineering Services/Administrative Services/Legal Services to keep data to expand/enhance the Maintain an updated GIS map showing connectivity/gaps and ensure it is publicly accessible. undertake new survey opportunities for both residents and existing/prospective ISPs on matters of County interest in relation to broadband. Utilize survey resultsrepositories current. undertake a review of current policies/procedures related to permits, construction, information sharing, formal relationships as they relate to broadband projects --- Maintain an organized and updated data repository to support advocacy and engagement efforts, inform committee members, and guide implementation of the plan:Explore opportunities in existing and future Elgin County policies/procedures related to broadband infrastructure construction projects that would reduce or eliminate fees for work undertakenlocal network: streamline specific connectivity - Staff establish and Elgin 3. maintain a public repository of data for use by staff and the Committee The Connectivity Committee and staff routinely and proactively pursue opportunities tothe approval process for new broadband projects 1. Building Leadership/Relationship Administrative ServicesEngineering Services/Administrative ServicesEngineering Services/Legal Services/Administrative ServicesEngineering Services/Purchasing - formation onsider the ture expansion ins, sending up with residents and - - establish a solid customer service presence based on responsible data management and ongoing followISP representatives (collecting information, confirming receipt of all messages, regular updates, checkindividualized inwhen relevant) reach out to counterparts at comparable/ neighbouring municipalities for insight into other incentivization/facilitation policies and procedures that support broadband projects meet with senior management and legal counsel to cimplications and technicalities of reducing/eliminating fees related to broadband infrastructure explore potential for the establishment of an Elginspecific RFP process as a means of supporting the value of a localized approach to infrastrucand enhancement ---- ive Services Administrative Services/Engineering ServicesAdministrative Services/Engineering ServicesAdministratCouncil and Committee y lic enhancement, while demonstrate a meaningful awareness of Elgin County taking ownership of local broadband infrastructure issues/ advancement by building relationships with both members of the puband current/prospective ISPs Maintain a close working relationship with LMPs on this shared priorityresearch policies implemented by neighbouring jurisdictions intended to incentivize/facilitate broadband projects with a focus on making Elgin Counta competitive regional presence for attracting new prospective ISPs engage with stakeholders/partners (WOWC, SCOR) to remain updated on best practices and regional advocacy efforts ---- Establish and maintain a strong public presence for Elgin County as the lead for community broadband expansion/ being mindful of key relationships with the province, LMPs: Elgin County is clearly established and recognized as the lead for advancing rural broadband efforts 2. Engineering Services/Administrative Services/CommitteeAdministrative Services/Economic DevelopmentAdministrative Services Administrative ServicesCouncil/Committee/Administrative ServicesEconomic Development and ensure coordination of efforts establish a positive working relationship with representation from Infrastructure Ontario (IO), government ministries, relevant agencies define the vision and framework for relationships with ISPs and the level of support to be provided to ISPs as part of funding application processes streamline access to information and centralize contact maintain regular engagement with key provincial contacts (both political and staff/department) host a second public internet forum for the sharing of ideas and discussion. engage in regular communication with local way communication and ------ - Cultivate relationships with key stakeholders and engage in regular twoinformation sharing: of Elgin County both 3. maintains and seeks opportunities for relationships with members of the public, large and small ISPs, and other levels government regarding broadband 1. Administrative Services/Engineering ServicesEconomic Development Administrative Services/Communication ountyÓs - election - tc. as s, remain updated on municipal partners to facilitate streamlined messaging, project policy and implementation coordination, benefit from localized insightongoing/emerging issues and concerns engage with a broad spectrum of ElginÓs business community, especially rural businesses, to establish a sound understanding of needs and concerns specific to business operationpossible survey, equantifying this will be critical to supporting advocacy efforts. develop and implement an advocacy strategy with senior levels of government, especially the province and especially in the preperiod, centered on meetings and delegations with Ministers/senior ministry representatives that highlights both Elgin Cunique needs and approach -- Engage in a variety of advocacy efforts with the goal of achieving increased funding for rural broadband in Elgin: Elgin County receives funding for rural broadband projects and has the ability to distribute it in a way that best meets local needs. Advocacy Council/Committee/Administrative ServicesCouncil/Committee/Administrative ServicesCouncil/Committee/Administrative Services ible concerns and gations. to addressing the need for broadband, and emphasizes the need for Elgin to receive its fair share of funding. prepare standard advocacy strategy materials and tailor them to specific audiences in advance of meetings/ dele establish working relationships with ministry staff/government representatives who can facilitate advocacy efforts. (Admin, Committee)facilitate communication to the provincial government on behalf of local/prospective ISPs regarding barriers that impact the advancement of broadband projects in Elgin. using data collected via the previous surveys and webpage/database, communicate to the province at every opportunity the degree to which the lack of stable/affordable/accessbroadband negatively impacts life and business in Elgin. ---- Administrative Services/ Engineering Services/ ITAdministrative ServicesAdministrative ServicesAdministrative Services - tters on behalf of of Council/ Committee advocacy efforts - act as a resource for Committee members and Councillors on matters related to broadband advocacy, support as a central point of contact to streamline information dissemination (Admin) draft leCounty Council, the Connectivity Committee in response to senior government changes regarding broadband to continually reinforce Elgin as a willing partner in advancing and expediting local projects prepare letters of support on behalffor ISP funding applications to senior levels of government create, update, and make public templated advocacy letters for residents to download and personalize and send to senior levels of government (general concerns, specific tounserved residents, issuespecific) and share suggestions for optimizing self ---- Administrative Services/CommunicationsAdministrative Services/Library Staff e most speed - easily accessible net, reasons given by develop and make public an Elgin County connectivity guide that is both on the web page and in hard copy (Admin/EcDev) engage with library branch staff in order to gather information about local community internet needs collected both formally and informally (level of use by residents without home interclients for lack of home internet) Leverage the Elgin County Library network as a key means of receiving and disseminating hard copy information related to broadband. The Library will act as a source of localized insights as a servicconnected to the public and can target residents who lack access to stable and affordable highinternet (Admin) --- Develop and make public resources that support enhanced connectivity for Elgin County residents: of broadband The public is aware of the current status access in Elgin and how they can become connected/ improve their connection 1. Education This objective links Administrative Services/Communications Administrative Services/Communications Note:back to the actions taken to communicate the activities and efforts of the Connectivity Committee and County Council in regards to improving connectivity in Elgin County. and affordable elated date in Elgin County: - unication in a way speed internet in Elgin - develop and maintain a section on the Engage Elgin web page with updated information on provincial legislation and programs regarding broadband expansion, SWIFT project details and updates and connectivity rresources from AMO, ROMA etc. Share publicly goals, priorities, process, timelines, efforts, etc.address the common misconceptions (most significantly, that nothing is being done to address the lack of stablehighCounty --- Synthesize the broad volume of technical/contextual/logistical information related to broadband expansion in Ontario and locally and prepare it for public access/commthat is easy to understand: Endeavour to contextualize/ chronologize the process by which broadband enhancements/expansion have taken place to supports a date on the CountyÓs - to - The public has access to information that clear understanding of the broadband landscape both locally and provinciallyElgin residents are aware and upefforts to advance local broadband expansion 2.1. inuous avenue to maintain an updated public archive of County of Elgin advocacy efforts to date. post previous Council correspondence related to broadband advocacy on the Engage Elgin Connectivity Webpage Provide contprovide feedback. --- Appendix II Connectivity Advocacy Plan Î Infographic in Connectivity in Elg - Appendix III Fibre Optic Progress Map