HomeMy WebLinkAboutFebruary 20, 2020 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING AGENDA
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers
Thursday, February 20, 2020
7:00 p.m.
7:30 p.m. – Public Meeting – Planning – W. Anderson & P. Smith
1. CALL TO ORDER
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
4. ANNOUNCEMENTS
5. DELEGATIONS
6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Meeting held February 6, 2020
B. Statutory Planning Meeting held February 6, 2020 re Borm Capital Inc.
C. Statutory Planning Meeting held February 6, 2020 re P. Retsinas
7. MOTIONS AND NOTICE OF MOTION
8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
8.1 Correspondence
8.1.1 Receive for Information
8.1.2 Requiring Action
8.2 Reports to Council
9. PHYSICAL SERVICES – EMERGENCY SERVICES
9.1 Correspondence
9.1.1 Receive for Information
9.1.2 Requiring Action
9.2 Reports to Council
10. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
10.1 Correspondence
10.1.1 Receive for Information
A. Notice of Adoption of Official Plan Amendment No. 25 – Best Line Farms
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B. Notice of Refusal of Official Plan Amendment – Kevan and Phyllis Rouse
C. Notice of Passing of Zoning By-Law No. Z699-2020 – VanQuaethem Farms Ltd.
D. Notice of Public Meeting – W. Anderson and P. Smith, 9743 Plank Road
E. Notice of Public Meeting re Proposed Zoning By-Law Amendment – Cornelius & Helena
Reimer, 56398 Calton Line
F. Notice of Public Meeting re Proposed Zoning By-Law Amendment – Isaac Michael & Annie
Reimer, 53714 Heritage Line
G. Notice of Public Meeting re Proposed Zoning By-Law Amendment – C.H.R. Farms Ltd,
56573 Calton Line
10.1.2 Requiring Action
10.2 Reports to Council
A. Report DS-18/20 by Bill Knifton, Chief Building Official|Drainage Superintendent re ETBO
Drain Award Contract
B. Report DS-19/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Amended
Consent Application E84/19 Hermann – Lot Addition
C. Report DS-20/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Amended
Consent Application E85/19 Hermann – Farm Split
D. Report DS-21/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Zoning
Amendment Application – Borm Zoning By-Law No. Z701-2020
E. Report DS-22/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Site Plan
Agreement By-Law No. 2020-012
F. Report DS-23/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Consent
Application E95/19 MacDonald
11. FINANCE AND ADMINISTRATION
11.1 Correspondence
11.1.1 Receive for Information
A. Ministry of Children, Community and Social Services re Poverty Reduction Strategy
B. County of Elgin re Community Safety and Well-Being Plan Update
C. County of Elgin re Elgin Hospice Group
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D. County of Elgin Minutes of Meeting held January 28, 2020 and Draft Minutes of Meeting
held February 11, 2020
E. County of Elgin Press Release re Measured & Affordable Tax Increase Delivered in County
Budget
F. County of Elgin Press Release re StrategyCorp Inc. to lead Elgin County’s Service Delivery
Review
G. Long Point Region Conservation Authority re 2020 Annual General Meeting
H. Long Point Region Conservation Authority minutes of meeting held January 8, 2020
I. Ministry of Natural Resources & Forestry re Proposed regulatory changes under the
Aggregate Resources Act
J. Southwest Middlesex resolution re Government Bill 156
11.1.2 Requiring Action
11.2 Reports to Council
A. Report TR-03/20 by Lorne James, Treasurer re 2019 Public Sector Salary Disclosure Act
B. Report TR-04/20 by Lorne James, Treasurer re 2019 Investment Report
C. Report TR-05/20 by Lorne James, Treasurer re 2019 Council Remuneration and Expenses
D. Report TR-06/20 by Lorne James, Treasurer re 2019 Q4 Variance Report
E. Report TR-07/20 by Lorne James, Treasurer re 2019 Deficit Allocation
12. BY-LAWS
A. By-Law No. Z701-2020 Being a by-law to further amend By-Law No. Z456-2003 – Borm
(This by-law follows the recommendation in Report DS-21/20 by Margaret Underhill,
Deputy Clerk|Planning Coordinator during the regular meeting of February 20, 2020)
B. By-Law No. 2020-011 Being a by-law to authorize the execution of an agreement
between the Municipality of Bayham and PBR Excavating Inc. for the provision of drainage
works for the ETBO Drain in the Municipality of Bayham pursuant to provisions of the
Drainage Act, Chapter D.17, R.S.O. 1990 as amended (This by-law follows the
recommendation in Report DS-18/20 by Bill Knifton, Chief Building Official|Drainage
Superintendent during the regular meeting of February 20, 2020)
C. By-Law No. 2020-012 Being a by-law to authorize the execution of a site plan agreement
between Etienne Borm, Marie Louise Borm, Borm Capital Inc. and The Corporation of the
Municipality of Bayham (This by-law follows the recommendation in Report DS-22/20 by
Margaret Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of
February 20, 2020)
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D. By-Law No. 2020-013 Being a by-law to authorize the execution of an agreement
between the Corporation of the Municipality of Bayham and Bayham Historical Society
13. UNFINISHED BUSINESS
14. OTHER BUSINESS
14.1 In Camera
14.2 Out of Camera
15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2020-014 Being a by-law to confirm all actions of Council
16. ADJOURNMENT
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
COUNCIL MEETING MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers
Thursday, February 6, 2020
7:00 p.m.
7:30 p.m. – Public Meeting – Planning
A. Borm Capital Inc.
B. Retsinas
PRESENT:
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS C. VALERIE DONNELL
DAN FROESE
SUSAN CHILCOTT
STAFF PRESENT:
CAO|CLERK PAUL SHIPWAY
DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL
FIRE CHIEF|BY-LAW ENFORCEMENT OFFICER RANDY WHITE
CHIEF BUILDING OFFICIAL|
DRAINAGE SUPERINTENDENT BILL KNIFTON
1. CALL TO ORDER
Mayor Ketchabaw called the meeting to order at 7:00 p.m.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
Councillor Chilcott declared a conflict with in-camera Item 14.1 C - Bayham Historical Society.
Councillor Chilcott is the Vice President of the Bayham Historical Society. Councillor Chilcott
vacated the Council Chambers and did not take part in the in-camera session for in-camera item
14.1 C.
3. REVIEW OF ITEMS NOT LISTED ON AGENDA
A. Correspondence from Kevan & Phyllis Rouse added as Appendix to Item 10.2-D, Report
DS-13/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Official Plan
Amendment Rouse
4. ANNOUNCEMENTS
Councillor Froese announced that Inspector Brad Fishleigh, Detachment Commander was
retiring and sent a message of thanks and to enjoy retirement to Inspector Brad Fishleigh,
Detachment Commander on behalf of the Municipality of Bayham.
5. DELEGATIONS
None.
6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S)
A. Regular Meeting held January 16, 2020
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B. Statutory Planning Meeting held January 16, 2020 re Kevan & Phyllis Rouse
C. Statutory Planning Meeting held January 16, 2020 re VanQuaethem Farms Ltd.
D. Court of Revision held January 16, 2020 re ETBO Drain
Moved by: Councillor Chilcott
Seconded by: Councillor Donnell
THAT the minutes of the Regular Meeting held January 16, 2020, Statutory Planning
Meeting re Kevan & Phyllis Rouse held January 16, 2020, Statutory Planning Meeting re
VanQuaethem Farms held January 16, 2020, Court of Revision re ETBO Drain held
January 16, 2020 be adopted.
CARRIED
7. MOTIONS AND NOTICE OF MOTION
8. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT
8.1 Correspondence
8.1.1 Receive for Information
8.1.2 Requiring Action
8.2 Reports to Council
9. PHYSICAL SERVICES – EMERGENCY SERVICES
9.1 Correspondence
9.1.1 Receive for Information
9.1.2 Requiring Action
9.2 Reports to Council
A. Report BL-01/20 by Randy White, Fire Chief|By-Law Officer re Animal Rescue Facility
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT Report BL-01/20 re Animal Rescue Facility be received for information;
AND THAT according to By-Law 2015-113, Section 5, the Council of the Municipality of
Bayham authorizes Teresa Pressey to operate an approved Animal Rescue Facility at
54726 Calton Line, for up to three dogs at a time, for the year ending December 31, 2020;
AND THAT the Animal Rescue Facility is exempt from the requirements to pay a licence fee
for dogs in the facility for the purpose of rescue and adoption for the first year from the date
such dog is harboured by or in the possession of the Rescue Facility.
CARRIED
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B. Report FR-01/20 by Randy White, Fire Chief|By-Law Officer re 2019 Annual Fire &
Emergency Services Report
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT Report FR-01/20 re 2019 Annual Fire & Emergency Services Report Be received for
information.
CARRIED
C. Report FR-02/20 by Randy White, Fire Chief|By-Law Officer re Unmanned Aerial Vehicles
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT Report FR-02/20 re Unmanned Aerial Vehicles (UAV) be received for information;
AND THAT Report FR-02/20 be referred to 2021 Capital Budget deliberations.
CARRIED
D. Report PS-01/20 by Ed Roloson, Manager of Capital Projects Water|Wastewater
Operations re 2019 Annual Drinking Water and Compliance Summary Reporting for the
Bayham & Richmond Water Systems
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Report PS-01/20 re 2019 Annual Drinking Water and Compliance Summary Reports
for the Bayham & Richmond Drinking Water Systems be received for information.
CARRIED
10. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION
10.1 Correspondence
10.1.1 Receive for Information
A. Notice of Passing of Zoning By-Law No. Z697-2020 – D. Bruner
B. Notice of Passing of Zoning By-Law No. Z698-2020 – Zoning By-Law 5-Year Review
C. Notice of Public Meeting re Proposed Zoning By-Law Amendment – Borm Capital Inc.
D. Notice of Intent to pass an Amending By-Law to remove a holding symbol – P. Retsinas
E. Notice of Public Meeting re Proposed Zoning By-Law Amendment – Anderson & Smith
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F. Notice of Court of Revision Disposition – ETBO Drain
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT correspondence items 10.1.1-A – 10.1.1-F be received for information.
CARRIED
10.1.2 Requiring Action
10.2 Reports to Council
A. Report DS-10/20 by Bill Knifton, Chief Building Official|Drainage Superintendent re Petition
for Drainage
Moved by: Councillor Donnell
Seconded by: Deputy Mayor Weisler
THAT Council of the Municipality of Bayham acknowledges the filing with the Clerk
of the Petition for drainage works from Neil Harms for Michael & Annie Reimer;
THAT Report DS-10/20 regarding the petition for drainage and for drainage improvement be
received;
AND THAT Council wishes to proceed with this matter and appoints Spriet Associates,
Engineers, to prepare a report on the proposed drainage area pursuant to Section 5 and
Section 8(1) of the Drainage Act, for Council’s consideration.
CARRIED
B. Report DS-11/20 by Bill Knifton, Chief Building Official|Drainage Superintendent re Stewart
Drain No. 2 Award Contract
Moved by: Councillor Froese
Seconded by: Deputy Mayor Weisler
THAT Staff Report DS-11/20 regarding Stewart Drain No.2 Award Contract be received for
information:
AND THAT Council accept the tender for provision of drainage works set out in the Form of
Tender for the Stewart Drain No.2, as submitted by Froese Excavating Ltd, in the amount of
$54,777.25+HST, with work to commence on or before February 13, 2020 and be
completed on or before April 30, 2020;
AND THAT By-Law 2020-007, being a by-law to authorize the execution of contract
documents with Froese Excavating Ltd. be presented to Council for enactment.
CARRIED
C. Report DS-12/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re By-Law No.
2020-008 Official Plan Amendment No. 25 Best Line Farms/Van Leeuwen
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Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT Staff Report DS-12/20 regarding the Official Plan Amendment No. 25 submitted by
Antonia Van Leeuwen and Best Line Farms Ltd. be received for information;
AND THAT, pursuant to Planning Act Regulations Bill 73 Smart Growth for our
Communities Act, 2015, it be pointed out that at the public participation meeting held
October 17, 2019 associated with this application, there were no written public submissions
regarding this matter and that all considerations were taken into account in Council’s
decision passing this resolution;
AND THAT Council considers the proposed amendment to be consistent with the
Provincial Policy Statement 2014, Elgin County Official Plan, Bayham Official Plan and
Zoning By-law;
AND THAT By-law 2020-008, being an adopting By-law for Official Plan Amendment No. 25
be enacted for the purpose to amend Municipality of Bayham Official Plan Section 2.1.7 by
adding the following sub-section:
2.1.7.6 Notwithstanding Section 2.1.1.2 and Section 2.1.7.1, the existing dwelling
located in Part S1/2, Lot 9 Concession 10 and known municipally as 54728 Best
Line, may be severed as a surplus farm dwelling and zoned for residential use,
whereas a new lot represents the second surplus farm dwelling severance from
the original farm parcel known municipally as 54744 Best Line, and whereas new
lots and new residential uses are not permitted in the Agriculture designation;
AND THAT adopted Official Plan Amendment No. 25 be forwarded to the County of Elgin
for approval.
CARRIED
D. Report DS-13/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Official Plan
Amendment Rouse
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT Staff Report DS-13/20 regarding the Official Plan Amendment submitted by Kevan
and Phyllis Rouse be received for information;
AND THAT the Council of the Corporation of the Municipality of Bayham take the following
action with respect to the application by Kevan and Phyllis Rouse relating to the property
located at 4664 Plank Road:
The request to change the land use designation for 2,441 m2 (0.6 acres) of land to permit
the creation of a residential lot in an area designated “Agriculture” in the Official Plan of the
Municipality of Bayham BE REFUSED for the following reasons:
a) The creation of one residential lot does not justify the creation of a Specific
Policy area
b) PPS 2014 Section 2.3.4.3 states that “the creation of new residential lots in
prime agricultural areas shall not be permitted” except for surplus farm dwellings
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as a result of farm consolidation or other agricultural related uses, such as farm
industrial
c) Municipality of Bayham Official Plan Section 3.1.3 policy for new non-resource
uses does not permit residential uses.
d) Sufficient justification for amending the Official Plan for the creation of one non-
resource lot has not been provided
e) The proposal does not conform to the Bayham Zoning By-law Z456-2003, as
amended
AND THAT, pursuant to Planning Act Regulations Bill 73 Smart Growth for our
Communities Act, 2015, it be pointed out that at the public participation meeting held
January 16, 2020 associated with this application, there were two written public
submissions with three presentations in opposition to the application and the Applicants’
presentation regarding this matter and that all considerations were taken into account in
Council’s decision passing this resolution.
CARRIED
Council recessed at 7:30 p.m. for public planning meetings and reconvened at 7:45 p.m.
E. Report DS-14/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Application
for Site Plan Agreement Emerson – By-Law No. 2020-009
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT Staff Report DS-14/20 regarding the Site Plan Agreement with Timothy and Tami-
Lee Emerson be received for information;
AND THAT By-law 2020-009 being a by-law to approve a site plan agreement between the
Municipality of Bayham and Timothy and Tami-Lee Emerson be presented to Council for
enactment.
CARRIED
F. Report DS-15/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Consent
Application E2/20 McCurdy
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT Staff Report DS-15/20 regarding Consent application E-2/20 McCurdy be received
for information;
AND THAT Council supports and recommends to the Elgin County Land Division
Committee that Consent Application E2/20 submitted by Gary McCurdy be granted subject
to the following considerations and conditions:
1. Provide well water quality reports for bacteria and nitrates content meeting the
Provincial standards for residential use on the severed lot, as a matter of public
health and safety
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2. Engineer design storm water management, drainage and/or grading plan
3. Purchase of civic number sign for the severed lot
4. Digital copy of the registered plan of survey
5. Cash in Lieu of Parkland Dedication fee for the lot
6. Planning Report fee payable to the Municipality.
CARRIED
G. Report DS-16/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Rezoning
Application VanQuaethem Zoning By-Law No. Z699-2020
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Report DS-16/20 regarding the VanQuaethem Farms Ltd. rezoning application be
received for information;
AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our Communities
Act, 2015, it be pointed out that at the public participation meeting held January 16, 2020
associated with this application, there were no written submissions and one oral
presentation in support regarding this matter and that all considerations were taken into
account in Council’s decision passing this resolution;
AND THAT Zoning By-law Z456-2003, as amended, be further amended by changing the
zoning on the lands owned by VanQuaethem Farms Ltd. identified as Concession 9 Part
Lot 18 RP 11R10476 Part 1 from Agriculture (A1) to Rural Residential (RR) as the severed
portion in Consent Application E21/19;
AND THAT Zoning By-law Z699-2020 be presented to Council for enactment.
CARRIED
H. Report DS-17/20 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Retsinas
Zoning By-Law No. Z700-2020
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT Report DS-17/20 regarding the Retsinas rezoning application be received for
information;
AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our Communities
Act, 2015, it be pointed out that at the public participation meeting held February 6, 2020
associated with this application, there were no written submissions and no oral presentation
regarding this matter and that all considerations were taken into account in Council’s
decision passing this resolution;
AND THAT Zoning By-law Z456-2003, as amended, be further amended by changing the
zoning on the lands owned by Peter Retsinas identified as Concession 9 Part Lot 6 RP
11R9019 Parts 1 & 2 from Hamlet Residential – holding [HR(h1/h4)] to Hamlet Residential
(HR) Zone as the severed parcels in Consent Applications E6/19 and E7/19;
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AND THAT Zoning By-law Z700-2020 be presented to Council for enactment.
CARRIED
11. FINANCE AND ADMINISTRATION
11.1 Correspondence
11.1.1 Receive for Information
A. Long Point Region Conservation Authority Notice of Public Information Centre No. 2
B. T:Go Inter-Community Transit Poster
C. Municipality of Bayham 2020 Tree Application Program Notice
D. Municipality of Bayham 2020 Capital Works Projects Notice
E. Municipality of Bayham February 2020 Newsletter
F. Ministry of Municipal Affairs and Housing re Municipal Modernization Program
G. Minister of Transportation re Draft Transportation Plan for Southwestern Ontario
H. County of Elgin re Municipal Service Delivery Review
I. County of Elgin Draft Minutes of meeting held January 14, 2020
J. City of Sarnia re Ontario Power Generation’s Deep Geologic Repository Project
K. Lake Erie Source Protection Region re Support for actions to address over-application of
winter maintenance chemicals to protect sources of municipal drinking water
L. Rainy River District Municipal Association re Resolution to Address Fair and Equitable
Property Taxation Revenue on Railway Right-of-Ways Collected by Municipalities in
Ontario
Moved by: Councillor Donnell
Seconded by: Councillor Chilcott
THAT correspondence items 11.1.1-A – 11.1.1-L be received for information.
CARRIED
11.1.2 Requiring Action
11.2 Reports to Council
A. Report TR-02/20 by Lorne James, Treasurer re 2021 Budget Schedule
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Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT Staff Report TR-02/20 re 2021 Budget Schedule be received for information.
AND THAT the proposed Budget Guidelines and meeting dates be approved as set out in
Report TR-02/20.
CARRIED
B. Report CAO-05/20 by Paul Shipway, CAO|Clerk re 2020 Municipal Assistance
Number 1
Moved by: Councillor Froese
Seconded by: Councillor Donnell
THAT Event Road Closure Request Form from Port Burwell Historical Society be
received for information;
AND THAT the Council of the Municipality of Bayham approves the request by the
Port Burwell Historical Society for permission to use the streets within Port Burwell for
the Canada Day Parade and Celebration to be held, Wednesday July 1, 2020 from
11:30 a.m. to 12:45 p.m., subject to the provision of proof of liability insurance
coverage in the amount of $2 million naming the Municipality of Bayham as additional
insured;
AND THAT Wellington Street from Elizabeth Street to Robinson Street, Robinson
Street from Wellington Street to Pitt Street, Pitt Street from Robinson Street to Erieus
Street and Erieus Street from Pitt Street to Wellington Street be temporarily closed
during the parade between 11:30 a.m. – 12:45 p.m;
AND THAT the County of Elgin be requested to approve use of Wellington Street
from Elizabeth Street to Robinson Street;
AND THAT the Municipality of Bayham Roads Operations Supervisor be directed to
provide the necessary provisions for traffic control and safety;
AND THAT clean-up of all areas and any costs thereof, be the responsibility of the
organizers.
CARRIED
Number 2
Moved by: Councillor Chilcott
Seconded by: Councillor Froese
THAT Event Road Closure Request Form from Port Burwell / Bayham Legion Branch
524 be received for information;
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AND THAT the Council of the Municipality of Bayham approves the request by the
Port Burwell / Bayham Legion Branch 524 for permission to use the streets within
Port Burwell for the Remembrance Day Parade to be held Sunday, November 8,
2020 at 1:30 p.m., subject to the provision of proof of liability insurance coverage in
the amount of $2 million, naming the Municipality of Bayham as additional insured;
AND THAT Wellington Street from the Legion to Robinson Street, Robinson Street
from Wellington Street to Pitt Street and Pitt Street from Robinson Street to the
Cenotaph, be temporarily closed during the parade between 1:30 p.m.–3:00 p.m.;
AND THAT the County of Elgin be requested to approve use of Wellington Street
from Elizabeth Street to Robinson Street;
AND THAT the Municipality of Bayham Roads Operations Supervisor be directed to
provide the necessary provisions for traffic control and safety.
CARRIED
Number 3
Moved by: Councillor Chilcott
Seconded by: Councillor Donnell
THAT the Event Road Closure Request Form from the Bayham Beachfest Committee
for the Port Burwell Santa Claus Parade be received;
AND THAT the Council of the Municipality of Bayham grants permission to use
municipal streets within Port Burwell for parade purposes on Saturday, December 5,
2020 subject to the organizers:
• providing the municipality with proof of liability insurance coverage naming the
Municipality of Bayham as an additional insured, in the minimum amount of
$2,000,000.00;
• obtaining the necessary approvals from the Ontario Provincial Police and the
Bayham Fire Chief (as per completion of the Event Road Closure Request Form
and parade route mapping)
AND THAT Robinson Street from Pitt Street to Wellington Street and Wellington
Street from Robinson Street to Elizabeth Street be temporarily closed during the
parade between 6:00 p.m. – 8:00 p.m.;
AND THAT the County of Elgin be requested for permission to use Wellington Street
in Port Burwell between 6:00 p.m. and 8:00 p.m. for the parade;
AND THAT the Municipality of Bayham Roads Operations Supervisor be directed to
provide the necessary provisions for traffic control and safety.
CARRIED
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Number 4
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT the Event Road Closure Request Form from the Straffordville Hall Foundation
regarding Straffordville Santa Claus Parade be received;
AND THAT the Council of the Municipality of Bayham grants permission to use
municipal streets within Straffordville for parade purposes on Saturday, December
12, 2020 subject to the organizers:
• providing the municipality with proof of liability insurance coverage naming the
Municipality of Bayham as an additional insured, in the minimum amount of
$2,000,000.00;
• obtaining the necessary approvals from the Ontario Provincial Police and the
Bayham Fire Chief (as per completion of the Event Road Closure Request Form
and parade route mapping)
AND THAT Heritage Line from Sandytown Road to West Street, Old Chapel Street
from Heritage Line to Main Street, Main Street from Old Chapel Street to West Street,
West Street from Main Street to Third Street, Third Street from West Street to Plank
Road, Plank Road from Third Street to Main Street be temporarily closed during the
parade between 10:30 a.m. – 12:00 p.m.;
AND THAT the County of Elgin be requested for permission to use Plank Road from
Third Street to Main Street and Heritage Line from Sandytown Road to West Street
between 10:30 a.m. and 12:00 p.m. for the parade;
AND THAT the Municipality of Roads Operations Supervisor be directed to provide
the necessary provisions for traffic control and safety.
CARRIED
Number 5
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Chilcott
THAT the Event Road Closure Request Form from the Straffordville Community
Committee regarding Watermelon Fest and Watermelon Fest Parade be received;
AND THAT an exemption to permit parking on the west side of Sandytown Road be
granted;
AND THAT Council grants permission to use municipal streets within Straffordville for
parade purposes, on Saturday, August 29, 2020 subject to the organizers:
• providing the municipality with proof of liability insurance to cover all events
including naming the Municipality of Bayham as an additional insured, in the
minimum amount of $2,000,000.00;
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• obtaining the necessary approvals from the Ontario Provincial Police and the
Bayham Fire Chief (as per completion of the Event Road Closure Request and
parade route mapping);
AND THAT Old Chapel Street south from Heritage Line to Main Street and Main
Street to Plank Road be closed from 10:00 a.m. - 5:00 p.m.;
AND THAT Plank Road from the Straffordville School to Third Street, Main Street
from Plank Road to West Street, West Street from Main Street to Third Street, Third
Street from West Street to Plank Road and Heritage Line from West Street to
Sandytown Road be temporarily closed during the parade from 10:00 a.m. – 11:00
am;
AND THAT Council requests permission from the County of Elgin to use Plank Road
from the Straffordville School north to Third Street and Heritage Line from West
Street to the Sandytown Road on August 29, 2020 between 10:00 a.m. - 11:00 a.m.
during the parade in Straffordville;
AND THAT the Municipality of Bayham Roads Operations Supervisor be directed to
make the necessary arrangements for traffic control, signage and safety, installation
and removal of extra garbage cans and picnic tables, staff assistance to clean
cement pad (prior to event);
AND THAT for the requirements noted above, quantity and location for drop off with
map be provided to the Municipality one month prior to the event;
AND THAT the cleanup of the park area be the responsibility of the organizers.
AND THAT the Council of the Municipality of Bayham approves, subject to provision
of certificate of liability insurance in the minimum amount of $2 million, naming the
Municipality of Bayham as additional insured:
• Use of the parking lot and cement pad for Watermelon Fest on August 28 and 29,
2020 (cleanup of park after the event responsibility of the organizers);
• Use of Straffordville Community Centre, the evening of Friday, August 28, 2020 and
Saturday August 29, 2020 from 10:00 a.m. – 10:00 p.m. and Pavilion at the
Community Partners rate;
• Use of Straffordville Community Centre Parking Lot.
CARRIED
Number 6
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Donnell
THAT Special Event Request Form from Bayham Historical Society regarding Vienna
Edison Fest, Annual Edison Dinner and Silent Auction be received for information;
AND THAT the Council of the Municipality of Bayham approves, subject to provision
of certificate of liability insurance in the minimum amount of $2 million, naming the
2020 Council Minutes February 6, 2020
13
Municipality of Bayham as additional insured for each event:
• Use of the Vienna Community Centre for Annual Edison Dinner and Silent Auction
November 13, 2020 for preparation and November 14, 2020 from 4:00 p.m. – 11:00
p.m. at the Community Partners rate;
• Use of the Vienna Memorial Park including pavilion and food booth for Vienna
Edison Fest June 6, 2020 from 7:00 a.m. – 8:00p.m. with a rain date of June 7,
2020;
AND THAT Council direct staff to provide access to food booth, water and utility
panels at the Vienna Memorial Park;
AND THAT Council direct staff to provide up to 35 picnic tables, up to 25 waste and
recycle receptacles, garbage & recycle bags at Vienna Memorial Park, 12+ safety
barrier cones;
AND THAT for the requirements noted above, quantity and location for drop off with
map be provided to the Municipality one month prior to the event;
AND THAT clean-up of all areas and any costs thereof, be the responsibility of the
organizers.
CARRIED
Number 7
Moved by: Councillor Froese
Seconded by: Councillor Donnell
THAT Special Event Request Form from Bayham Historical Society regarding various
events be received for information;
AND THAT the Council of the Municipality of Bayham approves the use of the Vienna
Memorial Park, subject to provision of certificate of liability insurance in the minimum
amount of $2 million, naming the Municipality of Bayham as additional insured for
each event:
• Vienna Walking/Driving Tour, Sunday July 12, 2020 from 2:00 p.m. – 4:00 p.m.;
• Talbot Trail of Yard Sales, Saturday, August 15, 2020 (rain date Sunday, August 16,
2020) from 8:00 a.m. – 3:00 p.m.;
• Light up the Park, Saturday, November 21, 2020 from 7:00 p.m. – 9:00 p.m.;
AND THAT Council direct staff to provide access to food booth, pavilion; 5-10 extra
picnic tables; waste and recycle receptacles, garbage and recycle bags; water and
utility panels at the Vienna Memorial Park for each event;
AND THAT for the requirements noted above, quantity and location for drop off
with map be provided to the Municipality one month prior to the event;
AND THAT clean-up of all areas and any costs thereof, be the responsibility of the
organizers.
CARRIED
2020 Council Minutes February 6, 2020
14
Number 8
Moved by: Deputy Mayor Weisler
Seconded by: Councillor Froese
THAT Special Event Request Form and correspondence from Bayham Historical
Society regarding Edison Mystery Cruise be received for information;
AND THAT the Council of the Municipality of Bayham approves, subject to
provision of certificate of liability insurance in the minimum amount of $2 million,
naming the Municipality of Bayham as additional insured for each event:
• Use of the Edison Field Saturday, July 18, 2020 from 8:00 a.m. – 8:00 p.m.;
AND THAT Council direct staff to provide up to 20 picnic tables, 10 waste and
recycle receptacles garbage & recycle bags and safety barrier cones;
AND THAT for the requirements noted above, quantity and location for drop off
with map be provided to the Municipality one month prior to the event;
AND THAT clean-up of all areas and any costs thereof, be the responsibility of the
organizers.
CARRIED
Number 9
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT Special Event Request Form from EarlyON Child and Family Centre – St. Thomas
Elgin be received for information;
AND THAT the Council of the Corporation of the Municipality of Bayham grants permission
for the EarlyON Child and Family Centre – St. Thomas Elgin to use, at the Community
Partners Rate, the Straffordville Community Centre, Pavilion and Green Space on
Wednesday, July 15, 2020 from 9:00 a.m. – 3:00 p.m. for the Teddy Bear Picnic, the Port
Burwell Pavilion Thursday mornings from 9:00 a.m. – 12:00 p.m. beginning the week of
July 6, 2020 until Friday, August 21, 2020 and the Straffordville Pavilion Friday mornings
from 9:00 a.m. – 12:00 p.m. beginning the week of July 6, 2020 until Friday, August 21,
2020 subject to provision of liability insurance certificate in the minimum amount of
$2,000,000.00 naming the Municipality of Bayham as additional insured;
AND THAT vehicle access to the Straffordville Pavilion and Green Space be granted for
the purpose of unloading items;
AND THAT the cleanup of the park area and pavilions be the responsibility of the
organizers.
CARRIED
2020 Council Minutes February 6, 2020
15
C. Report CAO-08/20 by Paul Shipway, CAO|Clerk re E-Commerce
Moved by: Councillor Chilcott
Seconded by: Deputy Mayor Weisler
THAT Report CAO-08/20 re E-Commerce be received for information;
AND THAT staff be directed to proceed with implementation of E-Commerce initiatives in
2020, including the utilization of credit card payments;
AND THAT staff be directed to bring forward a by-law for Council consideration to
implement an E-Commerce payment gateway;
AND THAT staff be directed to bring forward a by-law for Council consideration to amend
the Rates & Fees By-law to incorporate the collection of convenience fees associated with
credit card payments.
CARRIED
12. BY-LAWS
A. By-Law No. 2019-097 Being a Provisional by-law to provide for drainage works in the
Municipality of Bayham in the County of Elgin known as the ETBO Drain (This by-law
follows the recommendation in Report DS-02/20 by Bill Knifton, Chief Building
Official|Drainage Superintendent during the Court of Revision of January 16, 2020) Third
and Final Reading
B. By-Law No. 2020-006 Being a by-law to further amend By-Law No. 2019-017 a by-law to
appoint Board & Committee members
C. By-Law No. 2020-007 Being a by-law to authorize the execution of an agreement
between the Municipality of Bayham and Froese Excavating Ltd. for the provision of
drainage works for the Stewart Drain No. 2 in the Municipality of Bayham pursuant to
provisions of the Drainage Act, Chapter D.17, R.S.O. 1990 as amended (This by-law
follows the recommendation in Report DS-11/20 by Bill Knifton, Chief Building
Official|Drainage Superintendent during the regular meeting of February 6, 2020)
D. By-Law No. 2020-008 Being a by-law to adopt Official Plan Amendment No. 25 (This by-
law follows the recommendation in Report DS-12/20 by Margaret Underhill, Deputy
Clerk|Planning Coordinator during the regular meeting of February 6, 2020)
E. By-Law No. 2020-009 Being a by-law to authorize the execution of a site plan agreement
between Timothy Emerson and Tami-Lee Emerson and the Corporation of the Municipality
of Bayham (This by-law follows the recommendation in Report DS-14/20 by Margaret
Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of February 6,
2020)
F. By-Law No. Z699-2020 Being a by-law to further amend By-Law No. Z456-2003 –
VanQuaethem Farms Ltd. (This by-law follows the recommendation in Report DS-16/20 by
Margaret Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of
February 6, 2020)
2020 Council Minutes February 6, 2020
16
G. By-Law No. Z700-2020 Being a by-law to further amend By-Law No. Z456-2003 –
Retisnas (This by-law follows the recommendation in Report DS-17/20 by Margaret
Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of February 6,
2020)
Moved by: Councillor Donnell
Seconded by: Deputy Mayor Weisler
THAT By-Law No. 2019-097 be read a third and final time;
AND THAT By-Law No. 2020-006, 2020-007, 2020-008, 2020-009, Z699-2020 and Z700-
2020 be read a first, second and third time and finally passed.
CARRIED
13. UNFINISHED BUSINESS
14. OTHER BUSINESS
14.1 In Camera
Councillor Chilcott declared a conflict with in-camera Item 14.1 C - Bayham Historical Society.
Councillor Chilcott is the Vice President of the Bayham Historical Society. Councillor Chilcott
vacated the Council Chambers and did not take part in the in-camera session for in-camera item
14.1 C.
Moved by: Councillor Froese
Seconded by: Deputy Mayor Weisler
THAT the Council do now rise to enter into an “In Camera” Session at 8:21 p.m. to discuss:
labour relations or employee negotiations
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;
a proposed or pending acquisition or disposition of land by the municipality or local
board;
CARRIED
A. Confidential Report regarding labour relations or employee negotiations (Teamsters Local
879)
B. Confidential Report regarding 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 (Certified Site Program – Job Site Challenge)
C. Confidential Report regarding a proposed or pending acquisition or disposition of land by the
municipality or local board; a position, plan, procedure, criteria or instruction to be applied to
2020 Council Minutes February 6, 2020
17
any negotiations carried on or to be carried on by or on behalf of the municipality or local
board (Bayham Historical Society)
14.2 Out of Camera
Moved by: Councillor Froese
Seconded by: Councillor Donnell
THAT the Council do now rise from the “In Camera” session at 8:50 p.m. with nothing to
report.
CARRIED
15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL
A. By-law No. 2020-010 Being a by-law to confirm all actions of Council
Moved by: Councillor Froese
Seconded by: Councillor Donnell
THAT confirming By-Law No. 2020-010 be read a first, second and third time and finally
passed.
CARRIED
16. ADJOURNMENT
Moved by: Councillor Donnell
Seconded by: Councillor Froese
THAT the Council meeting be adjourned at 8:51 p.m.
CARRIED
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
STATUTORY PLANNING MEETING DRAFT MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers
Thursday, February 6, 2020
7:30 p.m.
Borm Capital Inc.
PRESENT:
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS C. VALERIE DONNELL
DAN FROESE
SUSAN CHILCOTT
STAFF PRESENT:
CAO|CLERK PAUL SHIPWAY
DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL
SIGNED IN ATTENDEES: Roger James
Phil Martin
1. CALL TO ORDER
Mayor Ketchabaw called the public meeting to order at 7:30 p.m. and asked those in attendance
for this Planning Public Meeting regarding a Zoning By-Law Amendment application by Borm
Capital Inc. to place their name and contact information on the sign-in sheet provided at the
podium.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. CHAIRMAN’S REMARKS ON THE PURPOSE OF THE MEETING
The Chairman stated the purpose and effect of the proposed amendment.
4. PURPOSE AND EFFECT OF THE PROPOSED AMENDMENT
A. Application submitted by Borm Capital Inc.
The purpose of the public meeting is to change the zoning on 5.9 ha (14.6 acres) of land
from a site-specific Rural Industrial (M2-8) zone and Agricultural (A1) zone to a revised
site-specific Rural Industrial (M2-8) zone in order to allow lot addition and building
addition in Zoning By-law Z456-2003. The subject lands are located at 7288 Richmond
Road, east side, south of James Line.
The effect of the by-law will be to fulfill the conditions of Consent Application E14/19
granted March 20, 2019 for a lot addition; change the zoning of the lot addition lands
consistent to the industrial use; to modify the M2-8 zone to recognize the lot addition; and
to change the M2-8 zone regulations for lot coverage and minimum side yard setback
(north lot line) to allow a 1,772 m2 (19,073 ft2) building addition and two future building
additions. The lands are also subject to site plan control.
Statutory Planning Minutes Borm Capital Inc. February 6, 2020
2
5. PUBLIC PARTICIPATION
Roger James questioned current zoning of the subject property and surrounding area, previous
decisions by the Ontario Municipal Board (OMB) pertaining to the subject property, site plan
requirements and traffic concerns on surrounding roadways including ½ load restrictions.
6. CORRESPONDENCE
None.
7. OTHER BUSINESS
None.
8. ADJOURNMENT
Moved by: Councillor Donnell
Seconded by: Deputy Mayor Weisler
THAT the Zoning By-law be considered at the meeting scheduled for February 20, 2020;
AND THAT pursuant to the Planning Act requirements, the Public Meeting for Zoning
Application Borm Capital Inc. is now complete at 7:41 p.m.
MAYOR CLERK
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
STATUTORY PLANNING MEETING DRAFT MINUTES
MUNICIPAL OFFICE
56169 Heritage Line, Straffordville, ON
Council Chambers
Thursday, February 6, 2020
7:30 p.m.
Retsinas
PRESENT:
MAYOR ED KETCHABAW
DEPUTY MAYOR RAINEY WEISLER
COUNCILLORS C. VALERIE DONNELL
DAN FROESE
SUSAN CHILCOTT
STAFF PRESENT:
CAO|CLERK PAUL SHIPWAY
DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL
SIGNED IN ATTENDEES: None
1. CALL TO ORDER
Mayor Ketchabaw called the public meeting to order at 7:42 p.m. and asked those in attendance
for this Planning Public Meeting regarding a Zoning By-Law Amendment application by P.
Retsinas to place their name and contact information on the sign-in sheet provided at the
podium.
2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF
No disclosures of pecuniary interest were declared.
3. CHAIRMAN’S REMARKS ON THE PURPOSE OF THE MEETING
The Chairman stated the purpose and effect of the proposed amendment.
4. PURPOSE AND EFFECT OF THE PROPOSED AMENDMENT
A. Application submitted by P. Retsinas
The purpose of the public meeting is to remove the Holding (h1/h4) provisions on 3,706
m2 (0.9 acres) of land located at Part Lot 6, Concession 9, Parts 1+ 2, Plan 11R-9019,
on the east side of Culloden Road, south of Best Line, in the hamlet of Corinth, from the
holding Hamlet Residential (HR(h1/h4)) Zone to the Hamlet Residential (HR) Zone, in the
Zoning By-law of the Municipality of Bayham No. Z456-2003. The applicant has fulfilled
the requirements of the holding provisions.
The effect of the by-law will be to permit the development of two residential building lots
created by consent (applications E6/19 and E7/19) in accordance with the Hamlet –
Residential Use policies of the Official Plan.
5. PUBLIC PARTICIPATION
None.
Statutory Planning Minutes - Retsinas February 6, 2020
2
6. CORRESPONDENCE
None.
7. OTHER BUSINESS
None.
8. ADJOURNMENT
Moved by: Councillor Chilcott
Seconded by: Councillor Donnell
THAT the Zoning By-law be considered at the meeting scheduled for February 6, 2020;
AND THAT pursuant to the Planning Act requirements, the Public Meeting for Zoning
Application P. Retsinas is now complete at 7:45 p.m.
MAYOR CLERK
Best Line Farms
PLANNING ACT
NOTICE OF THE ADOPTION OF
OFFICIAL PLAN AMENDMENT NO. 25 BY
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed
By-Law No. 2020-008 on the 6th day of February, 2020 in accordance with Section 17 of
the PLANNING ACT.
THE PURPOSE of the official plan amendment is to change the land use designation on
the land use designation for 27 ha (68 acres) of land to permit, specific to the site, the
creation of a second surplus dwelling lot and residential use in the Official Plan of the
Municipality of Bayham. The amendment applies to lands located at 54728 and 54744
Best Line.
THE EFFECT of the amendment will be to permit Consent and Zoning By-law
amendment applications to create a residential lot in the agricultural area for the existing
dwelling as surplus farm dwelling severance whereas only one surplus dwelling severance
is permitted from the original farm parcel.
THE COMPLETE By-law and Official Plan Amendment No. 25 is available for inspection
in the Bayham Municipal office during regular office hours.
ANY PERSON or public body is entitled to receive notice of the decision of the approval
authority if a written request to be notified of the decision is made to the approval authority,
namely the County of Elgin, County Administration Building, 450 Sunset Drive, St.
Thomas, Ontario, Attention: Steve Evans.
The official plan amendment is not exempt from approval under subsection 17(9) or (10)
of the Act.
DATED AT THE MUNICIPALITY OF BAYHAM THIS 7th DAY OF FEBRUARY 2020.
Margaret Underhill
Deputy Clerk / Planning Coordinator
Municipality of Bayham
P.O. Box 160, 56169 Heritage Line
Straffordville, ON, N0J 1Y0
T: 519-866-5521 Ext 222
F: 519-866-3884
E: munderhill@bayham.on.ca
W: www.bayham.on.ca
Rouse
NOTICE OF REFUSAL OF A
OFFICIAL PLAN AMENDMENT BY THE
CORPORATION OF THE MUNICIPALITY OF BAYHAM
TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham refused
an application for Official Plan Amendment on the 6th day of February 2020 in
accordance with Section 22 of the PLANNING ACT.
THE PURPOSE of this By-law was to change the land use designation on 2,441 m2 (0.6
acres) of land from “Agriculture” to “Special Policy Area No. 5” to permit residential use
of the lands and facilitate the creation of one additional residential lot in the Municipality
of Bayham Official Plan. The amendment applies to lands located at Part Lot 12-13,
Concession 1 of the Municipality of Bayham As in E303703, known as 4664 Plank Road.
THE EFFECT of the amendment would be to permit one additional dwelling lot on the
north portion of the lot, by way of consent and zoning by-law amendment, to be
developed in accordance to the ‘Hamlet Residential’ policies of the Official Plan, and
adding a symbol to Schedule “A1” for small Specific Policy Area locations.
THE REASONS FOR REFUSAL of the Zoning By-law amendment are that the
proposed use is not consistent with policies in the Provincial Policy Statement 2014
(PPS) and the Official Plan of the Municipality of Bayham due to new residential lots not
being permitted in the agricultural area, specifically Section 2.3.4.3 of the PPS and
Section 3.1.3 of the Official Plan, and insufficient justification to create one new non-
resource lot by way of adding a Special Policy Area to the Official Plan and the proposal
does not conform to the Bayham Zoning By-law Z456-2003. Council considered all
written and oral submissions received regarding this application, the effect of which
helped Council to make an informed decision.
AND TAKE NOTICE THAT a person or public body that requested an amendment to the
Official Plan of the Municipality of Bayham may appeal the refusal of the requested
amendment to the Local Planning Appeal Tribunal in respect of all or any part of the
requested amendment by filing a notice of appeal with the Clerk of the Municipality of
Bayham NOT LATER THAN the 27th day of February, 2020. An appeal to the Local
Planning Appeal Tribunal must be accompanied by a fee in the amount of $300.00 that
is made payable to the Minister of Finance and filed with the Clerk of the Municipality.
The notice of appeal must set out the reasons for the appeal and be submitted using the
form available from the Local Planning Appeal Tribunal website:
https://elto.gov.on.ca/tribunals/lpat/forms/. The decision of the Council of the
Municipality of Bayham is final if a notice of appeal is not received on or before the last
day for filing a notice of appeal.
NO PERSON OR PUBLIC BODY SHALL be added as a party to the hearing of the
appeal unless, before the zoning by-law and official plan was refused, the person or
public body made oral submissions at a public meeting or written submissions to the
council or, in the opinion of the Local Planning Appeal Tribunal, there are reasonable
grounds to add the person or public body as a party.
DATED AT THE MUNICIPALITY OF BAYHAM THIS 7th DAY OF FEBRUARY 2020.
Margaret Underhill
Deputy Clerk/Planning Coordinator
Municipality of Bayham
56169 Heritage Line, P.O. Box 160
Straffordville, ON, N0J 1Y0
Tel: 519-866-5521 Ext 222
Fax: 519-866-3884
E-mail: munderhill@bayham.on.ca
W: www.bayham.on.ca
PLANNING ACT
NOTICE OF THE PASSING OF
ZONING BY-LAW Z699-2020 BY
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
APPLICANT: VANQUAETHEM FARMS LTD.
TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By-
Law No. Z699-2020 on the 6th day of February 2020 under Section 34 of THE PLANNING ACT.
AND TAKE NOTICE that any person or agency may appeal to the Local Planning Appeal
Tribunal in respect of the By-law by filing with the Clerk of the Municipality of Bayham not later
than the 27th day of February 2020 a notice of appeal setting out the objection to the By-law and
the reasons in support of the objection.
THE PURPOSE of this By-law is to amend the zoning on 767.9 m2 (8,265 ft2) of land from an
Agriculture (A1) zone to a Rural Residential (RR) zone in Zoning By-law Z456-2003. The lands
are being added to an abutting residential lot and the zoning is changed consistent to the RR
zone of the merged lands. The subject lands are located at Part Lot 18, Concession 9, Plan 11R-
10476 Part 1, Eden Line, north side, east of Sandytown Road.
THE EFFECT of this By-law will be to fulfill the condition of consent to zone the severed lands
consistent to the merged lands used for residential purposes.
ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a by-law to the
Local Planning Appeal Tribunal. A notice of appeal may not be filed by an unincorporated
association or group. However, a notice of appeal may be filed in the name of an individual who
is a member of the association or the group on its behalf.
NO PERSON OR PUBLIC BODY SHALL be added as a party to the hearing of the appeal
unless, before the by-law was passed, the person or public body made oral submissions at a
public meeting or written submissions to the council or, in the opinion of the Local Planning
Appeal Tribunal, there are reasonable grounds to add the person or public body as a party.
The complete By-law is available for inspection in the municipal office during regular office
hours.
DATED AT THE MUNICIPALITY OF BAYHAM THIS 7th DAY OF FEBRUARY 2020.
NOTE: The fee for filing an objection or appeal of a Zoning By-law to the Local Planning Appeal Tribunal is
presently set at $300.00 by the Province of Ontario.
Margaret Underhill
Deputy Clerk/Planning Coordinator
Municipality of Bayham
56169 Heritage Line, P.O. Box 160.
Straffordville, ON, N0J 1Y0
T: 519-866-5521 Ext 222
F: 519-866-3884
E: munderhill@bayham.on.ca
W: www.bayham.on.ca
NOTICE OF A PUBLIC MEETING
CONCERNING A PROPOSED
ZONING BY-LAW AMENDMENT
IN THE MUNICIPALITY OF BAYHAM
APPLICANT: W. ANDERSON AND P. SMITH
9743 PLANK ROAD
TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning
By-law amendment.
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a
public meeting on Thursday, February 20th, 2020 at 7:30 p.m. in the Municipal Council
Chambers, 56169 Heritage Line in Straffordville to consider a proposed Zoning By-law
amendment under Section 34 of the PLANNING ACT.
THE PURPOSE of this By-law is to change the zoning regulations on 4,006 m2 (1 acre) parcel of
land in the Estate Residential (ER) Zone to a site-specific Estate Residential (ER-XX) Zone, to
permit development of an oversized accessory building in a required yard, in Zoning By-law Z456-
2003. The subject lands are located on the north side of Plank Road, north of 5th Street, known
as 9743 Plank Road.
THE EFFECT of this By-law will be to allow for the erection of an oversized accessory building in
the front yard and closer to the front of the lot than the dwelling for accessory residential use,
primarily for the storage of vehicles and property maintenance equipment.
ANY PERSON may attend the public meeting and/or make a written or verbal representation in
support of or in opposition to the proposed amendment.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body is not entitled to appeal the decision of the Council of the Corporation of the
Municipality of Bayham to the Local Planning Appeal Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body may not be added as a party to the hearing of an appeal before the Local Planning
Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written
request to the undersigned.
ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the
Municipal Office.
Dated at the Municipality of Bayham this 30th day of January 2020.
Margaret Underhill
Deputy Clerk/Planning Coordinator
Municipality of Bayham
56169 Heritage Line, PO Box 160
Straffordville, ON, N0J 1Y0
T: 519-866-5521 Ext 222
F: 519-866-3884
E: munderhill@bayham.on.ca
W: www.bayham.on.ca
NOTICE OF A PUBLIC MEETING
CONCERNING A PROPOSED
ZONING BY-LAW AMENDMENT
IN THE MUNICIPALITY OF BAYHAM
APPLICANT: CORNELIUS AND HELENA REIMER,
56398 CALTON LINE
TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning
By-law amendment.
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a
public meeting on Thursday, March 5, 2020 at 7:30 p.m. in the Municipal Council Chambers,
56169 Heritage Line, Lower Level, Straffordville to consider a proposed Zoning By-law
amendment under Section 34 of the PLANNING ACT.
THE PURPOSE of this By-law is amendment to change the zoning regulations on 57.8 ha (143
acres) of land to allow supplementary farm dwelling floor area of 372 m2 (4,000 ft2) in up to two
(2) mobile homes and one (1) permanent building to accommodate up to twenty-four (24)
seasonal farm labourers, in Zoning By-law Z456-2003. The subject lands are located at 56398
Calton Line, north side, east of Plank Road.
THE EFFECT of this By-law will be to recognize the existing supplementary farm dwelling and
allow two additional supplementary farm dwellings with combined floor area exceeding the
maximum of 167 m2 (1,800 ft2).
ANY PERSON may attend the public meeting and/or make a written or verbal representation in
support of or in opposition to the proposed amendment.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body is not entitled to appeal the decision of the Council of the Corporation of the
Municipality of Bayham to the Local Planning Appeal Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body may not be added as a party to the hearing of an appeal before the Local Planning
Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written
request to the undersigned.
ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the
Municipal Office.
Dated at the Municipality of Bayham this 14th day of February 2020.
Margaret Underhill
Deputy Clerk/Planning Coordinator
Municipality of Bayham
56169 Heritage Line, P.O. Box 160
Straffordville, ON, N0J 1Y0
T: 519-866-5521 Ext 222
F: 519-866-3884
E: munderhill@bayham.on.ca
W: www.bayham.on.ca
NOTICE OF A PUBLIC MEETING
CONCERNING A PROPOSED
ZONING BY-LAW AMENDMENT
IN THE MUNICIPALITY OF BAYHAM
APPLICANT: ISAAC MICHAEL AND ANNIE REIMER,
53714 HERITAGE LINE
TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning
By-law amendment.
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a
public meeting on Thursday, March 5, 2020 at 7:30 p.m. in the Municipal Council Chambers in
Straffordville to consider a proposed Zoning By-law amendment under Section 34 of the
PLANNING ACT.
THE PURPOSE of this By-law is amendment to change the zoning regulations on a 4,240 m2 (1
acre) parcel of land from Hamlet Residential (HR) and Agricultural (A1) zone to site-specific
Hamlet Residential (HR-XX) and site-specific Agricultural (A1-XX) zone to permit accessory
building floor area of 212 m2 (2,380 ft2) where the permitted maximum is 75 m2 (807 ft2) in the HR
zone; to permit zero accessory building yard setback in the A1 and HR zone; to permit accessory
residential use on lands in the Agricultural (A1) zone where there is no dwelling; and, to permit
accessory building height of 6.7 m (22 feet) where the permitted maximum is 4.5 m (14.7 feet) in
Zoning By-law Z456-2003. The subject lands are located at 53714 Heritage Line, north side, west
of James Street.
THE EFFECT of this By-law will be to fulfill conditions of consent to rezone the retained lands
comprising existing oversized accessory building floor area in two garages and one barn, to
recognize existing zero yard setback for the barn located in both zones, and to recognize the
height of the barn in excess of the maximum permitted in the HR zone.
ANY PERSON may attend the public meeting and/or make a written or verbal representation in
support of or in opposition to the proposed amendment.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body is not entitled to appeal the decision of the Council of the Corporation of the
Municipality of Bayham to the Local Planning Appeal Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body may not be added as a party to the hearing of an appeal before the Local Planning
Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written
request to the undersigned.
ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the
Municipal Office.
Dated at the Municipality of Bayham this 14th day of February 2020.
Hamlet of Richmond
Margaret Underhill
Deputy Clerk/Planning Coordinator
Municipality of Bayham
56169 Heritage Line, P.O. Box 160
Straffordville, ON, N0J 1Y0
T: 519-866-5521 Ext 222
F: 519-866-3884
E: munderhill@bayham.on.ca
W: www.bayham.on.ca
NOTICE OF A PUBLIC MEETING
CONCERNING A PROPOSED
ZONING BY-LAW AMENDMENT
IN THE MUNICIPALITY OF BAYHAM
APPLICANT: C.H.R. FARMS LTD.,
56573 CALTON LINE
TAKE NOTICE that the Municipality of Bayham has received a complete application for a Zoning
By-law amendment.
AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a
public meeting on Thursday, March 5, 2020 at 7:30 p.m. in the Municipal Council Chambers in
Straffordville to consider a proposed Zoning By-law amendment under Section 34 of the
PLANNING ACT.
THE PURPOSE of this By-law is amendment to change the zoning regulations on 40 ha (100
acres) of land to allow supplementary farm dwelling floor area of 331 m2 (3,563 ft2) in portions of
up to two (2) existing farm buildings to accommodate up to twenty-four (24) seasonal farm
labourers, in Zoning By-law Z456-2003. The subject lands are located at 56573 Calton Line, south
side, west of Plank Road.
THE EFFECT of this By-law will be to recognize the existing supplementary farm dwelling in a
portion of a farm building for up to eight (8) labourers; to permit second supplementary farm
dwelling in the remainder of the same building for up to eight (8) labourers; and to permit a third
supplementary farm dwelling in a portion of an adjacent farm building for up to eight (8) labourers,
with combined floor area exceeding the maximum of 167 m2 (1,800 ft2).
ANY PERSON may attend the public meeting and/or make a written or verbal representation in
support of or in opposition to the proposed amendment.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body is not entitled to appeal the decision of the Council of the Corporation of the
Municipality of Bayham to the Local Planning Appeal Tribunal.
IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make
written submissions to the Municipality of Bayham before the by-law is passed, the person or
public body may not be added as a party to the hearing of an appeal before the Local Planning
Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so.
IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written
request to the undersigned.
ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the
Municipal Office.
Dated at the Municipality of Bayham this 14th day of February 2020.
Margaret Underhill
Deputy Clerk/Planning Coordinator
Municipality of Bayham
56169 Heritage Line, P.O. Box 160
Straffordville, ON, N0J 1Y0
T: 519-866-5521 Ext 222
F: 519-866-3884
E: munderhill@bayham.on.ca
W: www.bayham.on.ca
DISCUSSION:
The Engineer's estimated cost for construction of the works as contained within the report is
$10,900.00. Section 59(1) of the Drainage Act states that where the contract price exceeds
133% of the engineer's estimate of the contract price, Council of the initiating municipality is
required to call a meeting to deal with the necessary modifications. The lowest tender bid
amount was $13,677.32 which is under 133% of the Engineers estimate; therefore, the tender of
the lowest bidder can be accepted.
RECOMMENDATION
1.THAT Staff Report DS-18/20 regarding Etbo Drain Award Contract be received for
information:
2.AND THAT Council accept the ten der for provision of drainage works set out in the Form
of Tender for the Etbo Drain, as su bmitted by PBR Excavating Inc, in the amount of
$13,677.32+HST, with work to commence on or before March 2, 2020 and be completed
on or before March 06, 2020;
3.AND THAT By-Law 2020-011, being a by-law to authorize the execution of contract
documents with PBR Excavating Inc. be presented to Council for enactment
Respectfully Submitted by:
Chief Building Official I
Drainage Superintendent
Paul Shipway
CAO!Clerk
Staff Report DS-19/20 Hermann 2
DISCUSSION:
The proposed lot addition will be possible through the granting and completion of the concurrent
consent application E83/19 whereby a 1 foot by 1 foot parcel is conveyed from the residential
parcel to the subject lands to be consistent with the Planning Act.
Staff and planner had originally recommended Council consider reducing the proposed lot
addition to the rear of the existing lot to include the shed and grassed area and only the well on
the east side in order to retain as much in the agricultural use as possible. Council supported
the original application as presented.
The Land Division Committee at their meeting on December 17, 2019 were not supportive of the
original application in that the addition lands were too large and proposed to the applicants that
they amend the application to propose much smaller addition lands, to not include the frame
shed and only the well on the east side. Council will see by the application sketch that the area
is greatly reduced.
Staff and planner recommend Council's support of the amended application with the same
recommended conditions as previous.
ATTACHMENTS
1.Amended Consent Application E84/19
RECOMMENDATION
1.THAT Staff Report DS-19/20 regarding amended Consent application E84/19
Hermann be received for information;
2.AND THAT Council supports and recommends to the Elgin County Land Division
Committee that amended Consent Application E84/19, submitted by Susan and
Manfred Hermann be granted subject to the following considerations and
conditions:
1.Rezoning of the severed parcel
2.Planning report fee payable to the municipality
3.Digital Copy of the final survey
4.Letter of Undertaking the lands will merge with the abutting property
owned by Susan Hermann
Respectfully Submitted by:
'� Deputy ClerklPlanning Coordinator
Reviewed by:
Paul Shipway
CAO I Clerk
Staff Report DS-20/20 Hermann
farming capability of the lands and is considered large enough to sustain the agricultural
operation.
2
Staff and planner had originally recommended support of the E85/19 application with conditions.
With the changes to the concurrent amended application E84/19 lot addition this application had
to be amended as well to reflect the new dimensions and lot size.
Staff and planner recommend Council's support of the amended application with the
recommended conditions.
ATTACHMENTS
1.Amended Consent Application E85/19
RECOMMENDATION
1.THAT Staff Report DS-20/20 regarding amended Consent application E85/19
Hermann be received for information;
2.AND THAT Council supports and recommends to the Elgin County Land Division
Committee that Consent Application E85/19, submitted by Susan and Manfred
Hermann be granted subject to the following considerations and conditions:
1.Rezoning of the portion of retained lands in the Special Agriculture (A2)
Zone to the Agricultural (A1-A) Zone
2.Purchase of a civic number sign for the severed parcel
3.Planning report fee payable to the municipality
4.Digital Copy of the final survey
Respectfully Submitted by:
/JW�/4t2
Margaretl.Jnderhlll '
Deputy ClerklPlanning Coordinator
Reviewed by:
Paul Shipway
CAO I Clerk
/
D5-21/20 Borm 2
DISCUSSION:
The applicant is rezoning the severed lands and lot addition lands to a revised site-specific rural
Industrial (M2-8) Zone in order to recognize the use and the reduced side yard depth (north
side) from 60.0 metres to 40.0 metres. The majority of the lot addition lands will be zoned M2-8
with a holding provision (h6). The h6 purpose: to ensure that development takes a form
compatible with adjacent land uses, an Agreement with the Municipality shall be entered into
following a public site plan review process specifying the issues allowed for under the Planning
Act.
The applicant is also required as a condition of the current consent application to enter into a
site plan agreement for the lot addition/severed lands with the municipality. The site plan
agreement is considered under separate Staff Report DS-22/20 for Council's consideration.
Staff and planner support the zoning by-law amendment and recommend approval of the zone
change to permit the use.
ATTACHMENTS
1.Zoning By-law Amendment Application dated December 18, 2019
2.Draft Zoning By-law Z701-2020
RECOMMENDATION
THAT Staff Report DS-21/20 regarding the Zoning By-law Amendment for Borm
Capital Inc. be received for information;
AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our
Communities Act, 2015, it be pointed out that at the public participation meeting
held February 6, 2020 associated with this application, no written submissions
were received and one presentation at the public meeting addressed Council with
concerns;
AND THAT all considerations regarding this matter were taken into account in
Council's decision passing this resolution;
AND THAT Zoning By-law 2456-2003, as amended, be further amended by
changing the zoning from Agricultural (A1-A) Zone to a site-specific Rural
Industrial (M2-8) Zone and lands from Agricultural (A1-A) Zone to a holding site
specific Rural Industrial (M2-8(h6)) Zone to satisfy the conditions of Consent
E14/19;
AND THAT Zoning By-law 2701-2020 be presented to Council for enactment;
Marga e nderhill
Deputy ClerklPlanning Coordinator
Reviewed by:
Paul Shipway
CAO I Clerk
Staff Report DS-23/20 MacDonald
ATTACHMENTS
1.Consent Application E95/19
2.IBI Memorandum dated February 11, 2020
RECOMMENDATION
1.THAT Staff Report DS-23/20 regarding Consent application E95/19 MacDonald be
received for information;
2.AND THAT Council supports and recommends to the Elgin County Land Division
Committee that Consent Application E95/19 submitted by John and Maria
MacDonald be granted subject to the following considerations and conditions:
1.Installation of municipal water and sewer connection to the lot line for
mandatory connection to the municipal systems
2.Engineer design storm water management, drainage and/or grading plan
3.Digital copy of the registered plan of survey
4.Cash in Lieu of Parkland Dedication fee for the lot
5.Planning Report fee payable to the Municipality
Respectfully Submitted by:
� / Margaret Underhill
Deputy ClerklPlanning Coordinator
Reviewed by:
Paul Shipway
CAO I Clerk
2
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
January 30, 2020
Dear: Local Municipal Partners
Re: Community Safety and Well-Being Plan Update
On January 1, 2019, new legislative amendments to the Police Services Act, 1990 came into effect requiring
municipalities to prepare and adopt a Community Safety and Well-Being (CSWB) Plan by January 1, 2021.
Creating safe, complete, and healthy communities represents a common goal for the City of St. Thomas, County
of Elgin, Town of Aylmer, and Elgin’s partner municipalities. Under the CSWB process, Municipal governments,
police services and the community will work together to proactively address crime, victimization, and community
safety by assembling a number of sectors to increase our understanding of local interests and risks and ensuring
those in need of help are receiving the appropriate resources from the providers best suited to provide support.
Our Municipal Partners, Community Partners and residents will all be essential to the CSWB process – providing
insight and expertise into the identification of issues and solutions. It is fortunate that as many as 22 local group
planning tables already exist in our community and are actively working to address some of these issues. The
CSWB plan will highlight and build upon the work of these groups.
In support of the development process for the Elgin-Aylmer-St. Thomas Community Safety and Well-Being Plan,
the County of Elgin issued a Request for Proposal (RFP) for professional consulting services on behalf of the City
of St. Thomas, County of Elgin, Town of Aylmer, and Elgin’s partner municipalities. Elgin County Council is
pleased to kick-off the CWSB planning process by engaging the services of Mischevious Cat Productions –
Jennifer Kirkham.
Work on the CSWB plan is expected to begin in the next few weeks. County of Elgin staff will contact members of
the Coordinating Committee, Advisory Committee, and local planning tables/groups to schedule meetings in
order to begin the development of the CSWB plan.
We look forward to working with you on this very important project.
Yours Very Truly,
Julie Gonyou
Chief Administrative Officer
CSWB Coordinator
Cc. City Manager, City of St. Thomas
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
January 29, 2020
St. Joseph’s Health Care Society
c/o Laura Sherwood, Director Hospice Partnerships
700 Richmond St Suite 402,
London, ON N6A 5C7
Dear Ms. Sherwood,
I am writing to inform you that, at its meeting on January 28, 2020, Elgin County Council resolved to support the Elgin Hospice Group
through non-financial measures but declined to offer financial support for the Elgin Hospice program.
On behalf of Elgin County Council, I wish to convey our support and appreciation for the incredible work of the Elgin Hospice Group.
Councillors recognize the extremely important role hospice plays in end of life care, offering an interdisciplinary team approach to
treatment including expert medical care, pain management, and emotional and spiritual care. We understand that Elgin is the only area
in our region without a hospice and there isn’t a single member of Council or Administration who doesn’t recognize the positive benefits
a hospice would offer our residents.
As you know, Elgin County is deeply invested in public health and health care systems including direct, legislated funding and service
delivery, as well as indirect efforts to address local gaps in health services. The provincial government has mandated our m unicipal
role in provincial health activities including investment in such legislated services as public health, long-term care and emergency
medical services.
The decision to decline financial support for the Elgin Hospice was a very difficult decision following careful Council consideration.
Critical to the decision of Council is the harsh reality that the cost of core municipal services continue to experience significant
increases. In addition, Elgin County continues to meet its ongoing commitments in the health care environment, including the recent
$30M investment in the rehabilitation of Terrace Lodge Long Term Care Home, mandated increases in public health investment and an
anticipated increase in funding support to emergency medical services.
We understand that there are donors who are holding back their contributions until “municipal support” for an Elgin Hospice i s
achieved. We wish to convey Elgin County Council’s non-financial support for the Hospice, and in the broader context of our fiscal
responsibilities in mandated programs and services, it is our hope that these donors understand why Elgin County Council made the
very difficult decision not to use the property tax base to support a non-mandatory health care service.
We look forward to continuing to support this initiative through promotion of your campaign and in-kind support.
Yours Very Truly,
Dave Mennill
Warden
cc. Elgin County Council
Elgin County- Local Municipal Partners
Page 1
January 28, 2020
ELGIN COUNTY COUNCIL
MINUTES
January 28, 2020
Council Present: Warden Dave Mennill
Deputy Warden Duncan McPhail
Councillor Bob Purcell
Councillor Grant Jones
Councillor Sally Martyn
Councillor Tom Marks
Councillor Mary French
Councillor Dominique Giguère
Councillor Ed Ketchabaw
Staff Present: Julie Gonyou, Chief Administrative Officer
Brian Lima, Director of Engineering Services
Jim Bundschuh, Director of Financial Services
Amy Thomson, Director of Human Resources
Brian Masschaele, Director of Community & Cultural Services
Michele Harris, Director of Homes and Seniors Services
Alan Smith, General Manager of Economic Development
Stephen Gibson, County Solicitor
Steve Evans, Manager of Planning
Megan Shannon, Legislative Service s Coordinator
Leesa Shanley, Provincial Offences Administration Supervisor (report only)
Jessica Silcox, Economic Development Coordinator (report only)
1. CALL TO ORDER
Elgin County Council met this 28th day of January, 2020 in the Council Chambers, at the
County Administration Building, St. Thomas at 9:00 a.m. with Warden Mennill in the
chair.
2. ADOPTION OF MINUTES
Moved by: Councillor French
Seconded by: Councillor Martyn
Resolved that the minutes of the meeting held on January 14, 2020 be adopted.
- Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
Page 2
January 28, 2020
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
4.1 STEGH Foundation Update – Paul Jenkins, Executive Director
The Executive Director of St. Thomas Elgin General Hospital Foundation
presented the St. Thomas Elgin General Hospital Foundation annual update.
Moved by: Councillor Jones
Seconded by: Councillor Purcell
Resolved that the presentation from Paul Jenkins, Executive Director, St. Thomas
Elgin General Hospital Foundation be received and filed.
- Motion Carried.
4.2 St. Thomas-Elgin Public Art Centre – STEPAC 2019 Annual Report – Laura
Woermke, Executive Director
The Executive Director, St. Thomas-Elgin Public Art Centre (STEPAC) presented
the annual report highlighting the 2019 St. Thomas-Elgin Public Art Centre’s
activities.
Moved by: Councillor Martyn
Seconded by: Councillor Giguère
Resolved that the report from Laura Woermke, Executive Director, St. Thomas-
Elgin Public Art Centre be received and filed.
- Motion Carried.
5. COMMITTEE OF THE WHOLE
Moved by: Councillor Jones
Seconded by: Councillor Marks
Resolved that we do now move into Committee of the Whole Council.
- Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Elgin-St. Thomas Ambulance Service Review – Chief Administrative Officer
The Chief Administrative Officer presented the report regarding Elgin-St. Thomas
Ambulance Service Review. The report includes an analysis of Elgin-St. Thomas
Emergency Medical Service (EMS) undertaken by County staff using data
Page 3
January 28, 2020
provided by Medavie Emergency Medical Services Elgin Ontario (MEMSEO) and
Performance Concepts Consulting Inc (presentation attached).
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
Resolved that the CAO and Warden to present the Elgin-St. Thomas EMS Service
Review to the City of St. Thomas Council on February 10, 2020 and consult with
the City of St. Thomas to evaluate the feasibility of adding an initial, additional
8,760 annual hours (12 hours/week) of transport capable ambulance paramedic
staff hours, directed to the highest call concentration in the City of St. Thomas
during the high-system peak demand time mid -day period to address increases in
Code Zero challenges and to address anticipated population growth in Elgin,
utilizing the existing fleet of ambulances, commencing in July 2020; and that the
CAO be directed to request that Medavie Health Services provide a formal cost
estimate of the full costs associated with an additional 8,760 paramedic staff hours
(12 hours of transport capable ambulance service x 365 days), to be provided
prior to any provincial subsidy, commencing in July 2020; that the CAO be
directed to request that Medavie Health Services provide strategies that will
reduce Code Zero occurrences and reduce demand for emergency calls for
Paramedic Services in Elgin-St. Thomas and recommend that Medavie Health
Services consider moving the existing 0900 – 2100 (9 am – 9 pm) shift at Edward
Street to 0800-2000 (8 am – 8 pm), a change which is expected to eliminate 375
minutes of Code Zero risk at no cost; and that information respective of
deployment, location and scheduling of additional paramedic staff hours to be
provided by Medavie Health Services for City/County review and County Council
approval; and that the CAO be directed to request that Medavie Health Services,
in an effort to prepare for future demands on the service, add capacity for
sophistication in statistical analysis which would assist with analytics-driven
ambulance planning; and that the CAO be directed to work with the General
Manager of Elgin St. Thomas EMS to review optimal deployment of frontline
resources, monitor year-over-year call volume changes and advise Council of any
areas of concern; and that, subject to the Government of Ontario’s plans for the
modernization of EMS, the CAO be directed to prepare and present a report to
Council which explores options for long-range planning associated with Land
Ambulance Services; and that the CAO be directed to report back to County
Council as new information is available.
- Motion Carried.
Council recessed at 10:10 a.m. and reconvened at 10:23 a.m.
6.2 Homes Recruitment and Retention – Director of Homes and Seniors
Services
The Director of Homes and Seniors Services presented the current state of
Homes Recruitment and Retention.
Moved by: Councillor Jones
Page 4
January 28, 2020
Seconded by: Councillor Giguère
Resolved that the presentation titled “Homes Recruitment and Retention” from the
Director of Homes and Senior Services be received and filed.
- Motion Carried.
6.3 Provincial Offences Federal Funding Agreement – Provincial Offences
Administration Supervisor
The Provincial Offences Administration Supervisor presented the report detailing
funding received from the Federal Government for French Language Services.
Moved by: Councillor Marks
Seconded by: Councillor Ketchabaw
Resolved that the Warden and CAO be directed to sign the funding agreement.
- Motion Carried.
6.4 2020 Long-Term Plan and Corporate Asset Management Plan – Director of
Financial Services
The Director of Financial Services presented the 2020 Long-Term Plan and
Corporate Asset Management Plan. The presentation also included the capital
budget, and closed/carry forward reports.
Moved by: Councillor Jones
Seconded by: Councillor Purcell
Resolved that Council approve, in principle, the 2020 Capital Budget and
Closed/Carry Forward budgets; and that the Capital Budget and Closed/Carry
Forward reports in conjunction with the 2020 Operational Budget be considered by
Elgin County Council on February 11, 2020.
- Motion Carried.
6.5 Warden Activity Report – January 2020 – Warden
The Warden presented the report to County Council with a list of official functions
attended in January 2020.
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
Resolved that the report titled “Warden’s Activity Report – January 2020” from
Warden Dave Mennill dated January 20, 2020 be received and filed.
- Motion Carried.
Page 5
January 28, 2020
6.6 Terrace Lodge Steering Committee – Councillor Purcell, Chair – Terrace
Lodge Steering Committee
The Chair of the Terrace Lodge Redevelopment Steering Committee presented a
report highlighting composition of the Terrace Lodge Project Team and Steering
Committee.
Moved by: Councillor Marks
Seconded by: Councillor Purcell
Resolved that the report titled “Terrace Lodge Steering Committee Update” from
Councillor Bob Purcell, Chair – Terrace Lodge Steering Committee dated January
16, 2020 be received and filed.
- Motion Carried.
6.7 Heart & Stroke Foundation of Canada – Big Bike Event – Economic
Development Coordinator
The Economic Development Coordinator presented the report regarding the Heart
& Stroke Foundation of Canada Big Bike Event.
Moved by: Councillor Marks
Seconded by: Councillor Jones
Resolved that the report titled “Heart & Stroke Foundation of Canada - Big Bike
Event” from the Economic Development Coordinator dated January 15, 2020, be
received and filed; and that Council support staff and Council involvement in the
Heart & Stroke Foundation of Canada’s Big Bike Event.
- Motion Carried.
6.8 Job Site Challenge – General Manager of Economic Development
The General Manager of Economic Development provided a report regarding the
Province of Ontario’s provincewide “Job Site Challenge”.
Moved by: Councillor Martyn
Seconded by: Councillor French
Resolved that the report titled “Job Site Challenge” from the General Manager of
Economic Development dated January 21, 2020 be received and filed; and that
the appropriate letters of support be provided by County Council for those
landowners submitting proposals to the Province of Ontario Job Site Challenge.
- Motion Carried.
6.9 Out-of-Province Travel – Director of Community and Cultural Services
Page 6
January 28, 2020
The Director of Community and Cultural Services presented the report regarding
out-of-province meetings and conventions that were attended by the Warden,
Members of County Council and staff in 2019.
Moved by: Councillor Jones
Seconded by: Councillor Marks
Resolved that the report titled “2019 Out-of-Province Travel” from the Director of
Community and Cultural Services dated January 15, 2020 be received and filed.
- Motion Carried.
6.10 King George VI Lift Bridge Rehabilitation Project – Construction Detour
Improvements – Director of Engineering Services
The Director of Engineering Services presented the report regarding the King
George VI Lift Bridge Rehabilitation Project – Construction Detour Improvements.
The report details the proposed improvements along the construction detour route
for the duration of the project rehabilitation works.
Moved by: Councillor Marks
Seconded by: Councillor Martyn
Resolved that the report titled “King George VI Lift Bridge Rehabilitation Project -
Construction Detour Improvements” from the Director of Engineering Services
dated January 20, 2020, be received and filed; and, that GM BluePlan’s submitted
engineering fees for the King George Lift Bridge Rehabilitation Project be revised
to include an additional $69,700 plus H.S.T. for the design, inspection and
administration of the detour route improvements as detailed in this report.
- Motion Carried.
6.11 Village of Rodney Reconstruction Engineering Services Award – Director of
Engineering Services
The Director of Engineering Services presented the report providing details on the
Request for Proposal (RFP) 2019-41 for Engineering Services to reconstruct
sections of Furnival Road (CR103) and Queens Line (CR104) in the Village of
Rodney, within the Municipality of West Elgin and seeks Council’s approval to
award the contract.
Moved by: Councillor Purcell
Seconded by: Councillor Jones
Resolved that the provision of engineering services associated with the Village of
Rodney Reconstruction, Request for Proposal 2019-41 submission received from
GM BluePlan Engineering Limited in the amount of $305,747.00 (excluding HST)
be awarded; and, the Warden and Chief Administrative Officer be authorized to
sign the supporting engineering service agreement.
Page 7
January 28, 2020
- Motion Carried.
6.12 Elgin Natural Heritage Systems Study Update – Chief Administrative Officer
The Chief Administrative Officer presented the report regarding the draft Elgin
Natural Heritage Systems Study.
Moved by: Councillor French
Seconded by: Councillor Ketchabaw
Resolved that the report titled “Elgin Natural Heritage Systems Study Update” from
the Chief Administrative Officer dated January 22, 2020 be received and filed.
- Motion Carried.
6.13 Funding Gaps and Pressures in Provincial Funding for Health Services –
Chief Administrative Officer
The Chief Administrative Officer presented the report regarding Elgin County’s
current health services funding obligations and broader municipal role in funding
provincial health care programs. Council discussed the request received from the
Elgin Hospice Group for a financial commitment of $1.6M and Council discussed
the activities of the Elgin-St. Thomas Health Recruitment Committee.
Moved by: Councillor Purcell
Seconded by: Councillor Jones
Resolved that the report titled “Funding Gaps and Pressures in Provincial Funding
for Health Services” from the Chief Administrative Officer dated January 16, 2020
be received and filed; and that Council respond to the Elgin Ontario Health Team’s
request for 0.1% of Elgin’s Health Services budget with a one-time commitment of
$5,000 for resources required to apply to establish an Elgin Ontario Health Team.
- Motion Carried.
Moved by: Councillor McPhail
Seconded by: Councillor Purcell
Whereas the provincial government has mandated our municipal role in provincial
health activities including investment in such legislated services as public health,
long-term care and emergency medical services; and
Whereas Elgin County is deeply invested in public health and health care systems
including direct, legislated funding and service delivery, as well as indirect efforts
to address local gaps in health services; and
Whereas the cost of core municipal services continue to experience significant
increases and Elgin County is challenged to meet ongoing commitments in the
health care environment, including the recent $30M investment in the
Page 8
January 28, 2020
rehabilitation of Terrace Lodge Long Term Care Home, mandated increases in
public health investment and an anticipated increase in funding to support
emergency medical services;
Whereas Elgin County Council supports and appreciates the incredible work of the
Elgin Hospice Group and recognizes the extremely important role hospice plays in
end of life care, offering an interdisciplinary team approach to treatment including
expert medical care, pain management, and emotional and spiritual care; and
Whereas in the broader context of Elgin County’s fiscal responsibilities in
mandated programs and services it is difficult to rely on the tax base to support a
non-mandatory health care service;
Therefore, be it resolved that Elgin County Council continue to support the Elgin
Hospice Group through non-financial measures and decline to offer financial
support for the Elgin Hospice program; and that the Warden be directed to send a
letter to the Elgin Hospice Group indicating Council’s support for the development
of an Elgin Hospice through ongoing advocacy efforts and cross-promotion of
materials that enhance awareness of what services are offered at a Hospice.
Moved by: Councillor Giguère
Seconded by: Councillor Marks
Resolved that Councillor Jones, Committee Member of the Elgin-St. Thomas
Health Recruitment Partnership Committee be directed to provide a report
detailing Council’s financial commitment to physician recruitment in Elgin County.
- Motion Carried.
Council recessed at 12:17 p.m. and reconvened at 1:21 p.m.
6.14 Strategic Plan – Draft Operational Plan – Chief Administrative Officer
The Chief Administrative Officer presented the report regarding completing an
operational plan to align with Council’s Strategic Plan and present a draft version
for Council’s review.
Moved by: Councillor Giguère
Seconded by: Councillor Marks
Resolved that the report titled “Strategic Plan – Draft Operational Plan” from the
Chief Administrative Officer dated January 22, 2020 be received and filed.
- Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration (Consent Agenda)
Page 9
January 28, 2020
1. Hospice of Elgin Group with a business and fundraising plan overview seeking
support for its Capital Campaign.
2. Anita Provoost, Vice President, Elgin Federation of Agriculture with a letter
requesting Elgin County Council maintains the farm tax ratio at 0.23 for 2020.
Moved by: Councillor Ketchabaw
Seconded by: Councillor French
Resolved that Correspondence Items #1-2 be received and filed; and that Item
#2 be deferred to the Budget Committee for consideration.
- Motion Carried.
7.2 Items for Information (Consent Agenda)
1. The Honourable Steve Clark, Minister Affairs and Housing with a letter
regarding funding received for the Municipal Modernization Program.
2. Connecting the Southwest: A Draft Transportation Plan for Southwestern
Ontario
a) Letter from The Honourable Caroline Mulroney, Minister of
Transportation
b) Ministry of Transportation News Release dated January 17, 2020
c) Draft Transportation Plan for Southwestern Ontario 2020
3. 2020 Ontario Community Infrastructure Fund (OCIF) Revised Allocation
Notice.
4. Association of Municipalities Ontario News Bulletin: Infrastructure and Court
Security Funding News
5. Municipal Property Assessment Corporation (MPAC) 2019 Year End
Assessment Report for 2020 Taxation Year.
6. The Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural
Affairs with a letter announcing the next funding application intake for the Rural
Economic Development (RED) program.
7. The Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural
Affairs with a letter seeking input on a proposal to streamline Drainage Act
approval processes.
8. Southwestern Integrated Fibre Technology (SWIFT) Phase II Announcement
9. The Honourable Sylvia Jones, Solicitor General with an update regarding the
Community Safety and Policing Act, 2019.
Moved by: Councillor Jones
Page 10
January 28, 2020
Seconded by: Councillor Martyn
Resolved that Correspondence Items #1-9 be received and filed.
- Motion Carried.
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
None.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
9. CLOSED MEETING ITEMS
Moved by: Councillor McPhail
Seconded by: Councillor Giguère
Resolved that we do now proceed into closed meeting session in accordance with the
Municipal Act to discuss matters under Municipal Act Section 239 (2):
In-Camera Item #1
(b) personal matters about an identifiable individual, including municipal or local board
employees – GIS/Asset Management engineering Coordinator (WALK-ON)
In-Camera Item #2
(b) personal matters about an identifiable individual, including municipal or local board
employees; (d) labour relations or employee negotiations – SEIU Bargaining
In-Camera Item #3
(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 – Investing
in Canada Infrastructure Program Transfer Payment Agreement
In-Camera Item #4
(c) a proposed or pending acquisition of land by the municipality or local board; (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 – County Property
Disposition – Dutton Dunwich (WALK-ON)
Page 11
January 28, 2020
- Motion Carried.
10. RECESS
None.
11. MOTION TO RISE AND REPORT
Moved by: Councillor Marks
Seconded by: Councillor Jones
Resolved that we do now rise and report.
- Motion Carried.
In-Camera Item #1 – GIS/Asset Management Engineering Coordinator (WALK-ON)
Moved by: Councillor Martyn
Seconded by: Councillor French
Resolved that staff proceed as directed.
- Motion Carried.
In-Camera Item #2 – SEIU Bargaining
Moved by: Councillor Marks
Seconded by: Councillor Jones
Resolved that the Director of Human Resources proceed as directed.
- Motion Carried.
In-Camera Item #3 – Investing in Canada Infrastructure Program Transfer Payment
Agreement
Moved by: Councillor Giguère
Seconded by: Councillor Purcell
Resolved that the Warden and Chief Administrative Officer be directed to execute the
Investing in Canada Infrastructure Program Transfer Payment Agreement and that the
necessary by-law to approve the transfer payment agreement be enacted.
- Motion Carried.
In-Camera Item #4 – County Property Disposition – Dutton Dunwich (WALK-ON)
Page 12
January 28, 2020
Moved by: Councillor Ketchabaw
Seconded by: Councillor McPhail
Resolved that staff proceed as directed.
- Motion Carried.
12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE
WHOLE
Moved by: Councillor Jones
Seconded by: Councillor French
Resolved that we do now adopt recommendations of the Committee Of The Whole.
- Motion Carried.
13. CONSIDERATION OF BY-LAWS
13.1 By-law 20-03 – Investing in Canada Infrastructure Program (ICIP) Transfer
Payment Agreement
BEING a By-law to Approve a Transfer Payment Agreement for the Investing in
Canada Infrastructure Program (ICIP) with her Majesty the Queen in Right of the
Province of Ontario as Represented by the Minister of Agriculture, Food, and
Rural Affairs for Funding of the Port Bruce Bridge Replacement Project and,
further thereto, to Authorize the Warden and Chief Administrative Officer to
Execute the Said Transfer Payment Agreement on Behalf of Elgin County.
Moved by: Councillor Giguère
Seconded by: Councillor Jones
Resolved that By-Law No. 20-03 be now read a first, second and third time and
finally passed.
- Motion Carried.
13.2 By-law 20-04 – 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 January 28, 2020 Meeting.
Moved by: Councillor Jones
Seconded by: Councillor French
Resolved that By-Law No. 20-04 be now read a first, second and third time and
finally passed.
- Motion Carried.
Page 13
January 28, 2020
14. ADJOURNMENT
Moved by: Councillor Marks
Seconded by: Councillor Purcell
Resolved that we do now adjourn at 2:48 p.m. to meet again on February 11, 2020 at the
County Administration Building Council Chambers at 9:00 a.m.
- Motion Carried.
Julie Gonyou, Dave Mennill,
Chief Administrative Officer . Warden.
Elgin-St. Thomas
Ambulance Review
Julie Gonyou, Chief Administrative Officer
Presentation to Elgin County Council
January 28, 2020
Agenda
•Service Overview
•Key Messages
•Designated Delivery Agent
•Medavie Health Services and Medavie Staff
•Provincial Role
•Unifor Local 302 –Delegation
•Council’s Actions
•Council’s Critical Analysis
•Service Study
•Metrics, Dispatch Priorities, Response Rate, Statutory and Contract Compliance, Demographics
•Call Volume, Call Severity, Peer Comparisons, Code Zero and Rural/Urban Challenges
•Service Study -Recap
•Recommendations/Financial Considerations/Next Steps
Service Overview -Key Messages
It is important that our community is aware of the excellent EMS service
delivered by Medavie Health Services to our community.
EMS staff are passionate and provide exceptional service.
Elgin-St. Thomas EMS meets, and in several areas, exceeds our statutory
responsibilities for the provision of EMS.
Avoid the circulation of misinformation that might cause residents to
think twice about calling 911 for medical help.
Service Overview -Designated Delivery
Agent
County of Elgin is the provincially “designated delivery agent” for the delivery of paramedic
services for the County of Elgin, its seven (7) constituent municipalities and for the
separated City of St. Thomas.
Since 2013, Medavie Health Services has been contracted by Elgin County to provide land
ambulance services.
Medavie has demonstrated commitment to the delivery of quality, timely and safe patient
care.
Every Ambulance System in Ontario is unique.
Serves a population base of just over 90,000 residents
Covers a service area of over 1800 km2 of response/service area which includes long, thin
geography running along and south of Highway 401, bordered on the south by Lake Erie.
Service Overview –Medavie Health
Services
Primary Care Paramedic service and Medavie staff are well-trained and
committed to service quality.
Operates 24/7 ambulance bases staffed with two (2) Primary Care
Paramedics in stations located in St. Thomas (2), as well as stations in
Aylmer, Rodney, Dutton and Port Burwell (1 Primary Care Paramedic &
Emergency Response Unit). EMS Headquarters is located on Edward Street
in St. Thomas.
Responds to over 9,500 calls for assistance each year.
External relations with local health care, Fire Departments, base hospital
and dispatch are good.
Service Overview -Medavie Staff
Medavie has complete responsibility for labour and employee relations as they relate to staff employed by Medavie.
This includes, but is not limited to, control of and responsibility for negotiation of Collective Agreements as well as establishing and enforcing policies, practices and procedures governing the conduct of employees.
For some time, Medavie staff have reached out to the Chief Administrative Officer (CAO), either directly or through the Unifor Union, to relay their concerns with respect to resource levels in Elgin-St. Thomas.
This unique relationship has contributed to what some Medavie staff perceive to be a lack of action on behalf of the CAO and Council.
Provincial Role
The Province’s Central Ambulance Communications Centre (CACC) located in
London dispatches Elgin-St. Thomas Ambulances.
The Ministry of Health, along with municipal partners, provides funding for land
ambulance services through a 50/50 cost sharing agreement.
Provincial funding formula is based on the prior year actual approved costs.
Ministry funds 100% of ambulance communications centres (dispatch), certified
First Nations paramedic services and air ambulance services.
Unifor Local 302 -Delegation
It was clear from the Unifor Local 302 presentation that Medavie staff are
passionate about the service they are delivering in Elgin-St. Thomas.
Unifor Local 302 presented to Elgin County Council on January 14, 2020
and requested that Council consider an ongoing investment in an
enhancement of EMS service of a minimum of 36-hours/week of
transport capable ambulance service hours.
Council’s job is to determine an appropriate service level required to meet our
residents’ needs.
Unifor Local 302 -Delegation
Following the delegation, over 400 templated “spam-like” emails have been
sent to several members of County and City Council and social media
posts have circulated.
Medavie has received Notice to Commence Bargaining for a renewed
contract with their staff.
It is not uncommon to see media campaigns similar to the recent campaign
in Elgin-St. Thomas initiated by unions as parties prepare for negotiations.
It is an unfortunate outcome of the recent media campaign and the
paramedic’s desire to draw attention to their concerns that community
members are receiving incorrect, alarming and biased information from
select paramedic staff and Unifor Local 302.
An example includes perpetuating fear through alarmist statements such
as “fatal outcomes have occurred” when there is no data collected on
patient outcomes.
Unifor Local 302 –Vested Interest
Unifor and their Local 302 members have a vested interest in service
enhancements.
Council has undertaken a rigorous review process, ensuring upfront accountability
through their critical analysis of data regarding the Elgin-St. Thomas EMS Service.
Council’s practice of ensuring unbiased and accurate information to inform
decisions related to this service will undoubtedly help dispel rumours and correct
any misinformation that has been relayed to date.
Council’s Actions
Report -directed by Elgin County Council on January 14, 2020
Analysis of the Elgin-St. Thomas Emergency Medical Service (EMS)
undertaken by County staff using data provided by Medavie Emergency
Medical Services Elgin Ontario (MEMSEO) and Performance Concepts
Consulting Inc.
Preliminary Data collected from Medavie was presented to Council in
October 2019
Data was presented as part of an overall review of Medavie Health
Services’ contract compliance.
In response to concerns from Medavie General Manager with respect to
service levels and Medavie’s ability to provide efficient and effective
response to emergency calls for service now and into the future.
Council’s Critical Analysis
Council’s due diligence & review –November 2019:
In an effort to validate information provided by provider and ensure
information used by Council to inform any changes to Elgin-St.
Thomas EMS was correct and unbiased, Council engaged the services
of Performance Concepts Consulting Inc.
Notice of independent third party evaluation sent to Medavie (and
EMS staff) on November 27, 2019.
Notice indicated that the anticipated timeline for the review was late
January –early February 2020.
Service Study
The review completed by Performance Concepts was guided by the following
objectives, as directed by County Council:
Review and assess Elgin-St. Thomas land ambulance service and information provided
by Medavie, drawing on evidentiary information and provincial legislation and
standards;
Provide recommendations for the provision of optimal and efficient land ambulance
service using evidentiary information;
Recommendations including both near-term recommendations and high-level
projections for future service staffing and resourcing needs; and
Recommendations for slowing down future cost escalations while maintaining service
excellence.
Service Study -Metrics
Performance Concepts’review included quantitative modeling of Elgin-St. Thomas
EMS’ performance trends, benchmarking comparisons with relevant peer Ontario
Ambulance services and included several recommended changes to the service.
The evaluation used information provided by Elgin-St. Thomas EMS, as well as
information that is publicly available through the Ministry of Health and
Long-Term Care.
Where there was a need to further clarify issues with the data, Interdev
Technologies was contracted by Performance Concepts to run specialized
reports from Ambulance Dispatch Reporting System and the Elgin-St. Thomas
EMS Patient Care Report database.
The evaluation concentrated on 2018 data and utilized prior years when
appropriate.
Service Study -Response Rate
Response Time Performance Plan details ambulance response time targets by
Canadian Triage Acuity Scale Classification levels. The regulation requires that
municipalities report service performance by CTAS classification, based on
percentile achievement, annually.
Patient Type Plan in Minutes
(mm:ss)
Plan Percentage
(%)
2019 Average
SCA 06:00 45.00%65.4%
CTAS 1 08:00 60.00%68.85%
CTAS 2 10:00 75.00%80.40%
CTAS 3 14:00 95:00%90.39%
CTAS 4 20:00 90.00%96.88%
Study Results -Statutory & Contract
Compliance
The Elgin-St. Thomas EMS service is well-managed by Medavie Health Services
and is in full-compliance with provincial regulations and contractual obligations.
Medavie management makes effective use of available resources to ensure
service efficiency.
Our system and geography are unique. The 401 high volume traffic requires
multiple vehicle response in an otherwise very low call area.
Logistics support services are well-configured and stations are well-situated for
reasonably rapid ambulance response to medical emergencies.
Service Study -Demographics
Population growth and seniors’ population growth (65+) are the primary drivers
of land ambulance service demand and account for approximately 50% of all EMS
calls in Elgin-St. Thomas.
The age group of 50+ accounts for over 71% of the annual calls for service.
Our community’s aging demographic and impact on demand for EMS will require
ongoing monitoring of year-over-year call volume changes as well as ongoing
monitoring of the increasing number of mental health and addictions EMS calls.
Service Study -Call Volume
Call volume is growing, but response time is essentially stable and system
utilization is below average to average (system busyness).
Call volume has increased at a modest average of 1.86% per year with an expected
4+% increase moving forward, this represents a projected 5.4% increased annual
workload (300 hours of new work each year).
Services across the province are experiencing an increase in calls as there is an
increased inclination/tendency on behalf of residents to call 911.
Considering call volume and system utilization alone does not demonstrate
the need for a service enhancement.
Service Study -Peer Comparison
A peer group with similar geography, system pressures and service levels were
identified and includes Oxford County, Norfolk County, Prescott Russell,
Perth County and Grey County.
Four comparison criteria were used:
1.Cost per resident
2.Code 4 response time
3.Canadian Triage and Acuity Scale (CTAS) 1-8 Min Response Time Performance Plan
(RTPP)
4.Sudden Cardiac Arrest (SCA) –6 Min Automated External Defibrillator (AED) RTPP.
Service Study -Peer Comparisons
Results include:
Elgin’s population growth is less than all peers.
Using Ministry Cost-Sharing as proxy for funding comparison, Elgin has the 2nd lowest cost
per resident. In 2018, Elgin’s spending on land ambulance was $57.40/resident.
Elgin has the lowest Code 4 response time despite the 2nd lowest funding.
Elgin ranked 3rd when comparing compliance with CTAS 1-8 Minute Response Time
Performance Plan.
Elgin ranked second highest among peers when assessing compliance with arrival of AED
within 6 minutes for Sudden Cardiac Arrests.
Elgin ranks a favourable 2nd overall across 4 comparison criteria and is the second
lowest cost provider and has less population growth than all peers.
Service Study -Call Severity
25% of dispatched Code 4 calls responded to the hospital with patient Code 4 –
and aren’t “over prioritized” by dispatch.
53% of dispatched to the hospital with patient Code 3.
Call severity is significantly higher than Code 4 “return” which is standard in
other services (25% vs. 10%).
Service Study -Code Zero
Three (3) or fewer ambulances available to respond to a call in Elgin-St. Thomas
While there is no “Elgin-St. Thomas” ambulance immediately available at
these times, the next closest ambulance will be dispatched (cross border).
Example: If an Elgin ambulance is doing a transfer to LHSC, dispatch will frequently
assign the Elgin-St. Thomas ambulance to subsequent out-of-County calls before it is
permitted to return to base –adhering to the principle of “next closest ambulance”.
Service Study -Code Zero
In 2018, Elgin was at Code Zero 277 times for a total of 62.9 hours.
52 times in 2018, response time was negatively impacted by an average of 54 seconds;
22 times in 2018, response time was negatively impacted by an average of 3.9 minutes;
5 times in 2018, response time was negatively impacted by an average of 8.8 minutes.
Service Study -Code Zero
A shift in Elgin-St. Thomas’ experience with Code Zero occurrences is a serious
concern.
When considered within the context of Code 4 return to hospital statistics, this
presents a problem when 25% of calls dispatched Code 4 return the patient to the
hospital as Code 4.
Of the times that Elgin-St. Thomas was Code Zero, the call was ultimately
completed by Elgin-St. Thomas 80% of the time.
Code Zero occurrences are an indicator that workload is excessive and the ability
of Elgin-St. Thomas EMS to respond is thereby challenged and negatively impacts
Medavie’s ability to meet Council’s RTPP.
Service Study -Cross Border Coverage
Elgin provided cross-border coverage in other municipalities 229 times in 2018,
while other municipalities responded to Elgin 416 times.
Elgin is a net receiver of cross-border service from other providers.
Reduction of cross-border call imbalances would be a welcome development
from the perspective of our neighbouring ambulance service.
Service Study –Rural/Urban Challenges
St. Thomas makes up 44% of the Elgin-St. Thomas population.
The City of St. Thomas generates the highest EMS call volume (68% calls for
service and 42.7% of service hours) and is served by two (2) EMS stations and
three (3) ambulances (2 –Edward St., 1 –Shaw).
In recent years, in order to meet overall system response times, Medavie has
relied extensively on rural ambulances to cover both rural areas and the City of
St. Thomas.
As more calls take place in the City of St. Thomas, rural ambulances are spending
more time outside of their coverage zone, performing standby emergency
coverage and/or responding to calls for service in the City of St. Thomas.
Service Study -Recap
Elgin-St. Thomas’ stable response times is attributable, in part, to positive Ambulance Offload times at St. Thomas Elgin General Hospital. (offload delay is greater than 30 minutes –awaiting transfer of patient to hospital personnel)
Service-wide Code 4 -90th Percentile Response Time has increased by 48 seconds since 2015 which represents a 6.2% increase. Code 4-50th Percentile Response Time has increased by 18 seconds in the same period (4.7%).
Elgin provided cross-border coverage in other municipalities 229 times in 2018, while other municipalities responded to Elgin 416 times. Elgin is a net receiver of cross-border service from other providers (64.5% vs 35.5%).
Of all dispatched calls, 25% of Code 4 (lights and siren) return to hospital Code 4, with 53% returning as Code 3.
In 2018, Elgin was at Code Zero 277 times for a total of 62.9 hours.
Rural/Urban system challenges
Recommendations
Recommendations are based on information provided by Medavie Health
Services and Performance Concepts Consulting Inc., based on evidentiary
analyses, peer comparisons, industry leading “best practices” and legislative
requirements.
A number of service changes/ enhancements have been identified and if
implemented, should substantially improve system challenges and, most
significantly, Code Zeros.
Recommendations
It is recommended that a system enhancement be implemented in July 2020, if
financially and operationally feasible for both the County of Elgin and City of St.
Thomas.
Over the past decade, the number of calls requesting an ambulance, the
number of ambulances dispatched and the number of patients transported
have been gradually increasing.
Current contract with Medavie Health Services allows Council to require
staffing pattern changes (Section 7.05(d)) as well as changes to the
Operational Plan as are necessary to meet the County’s statutory
responsibilities.
Recommendations
THAT Elgin County Council consult with the City of St. Thomas to evaluate the feasibility of adding add an initial, additional 8,760 annual hours (12 hours/week) of transport capable ambulance paramedic staff hours, directed to the highest call concentration in the City of St. Thomas during the high-system peak demand time mid-day period to address increases in Code Zero challenges and to address anticipated population growth in Elgin, utilizing the existing fleet of ambulances, commencing in July 2020; and
Recommendations
THAT information respective of deployment, location and scheduling of additional paramedic staff hours to be provided by Medavie Health Services for City/County review and County approval; and
THAT Elgin County Council formally request that Medavie Health Services provide a cost estimate of the full costs associated with an additional 8,760 paramedic staff hours (12 hours of transport capable ambulance service x 365 days), to be provided prior to any provincial subsidy, associated with this service enhancement.
Recommendations
Working arrangements under the City-County Joint Services Agreement contemplate reasonable adjustments in servicing and servicing costs that are generally affordable to the City/County including phasing in of reasonable adjustments.
If funding does not allow for a transport capable ambulance, a less expensive Emergency Response Unit (ERU) could be used for coverage while either Dutton or Rodney could be relocated to St. Thomas. This is not recommended by staff.
It has been confirmed by the provider that the ratio of ambulance vehicles is sufficient to accommodate an enhancement in the service. No additional ambulances (capital) are required to accommodate this enhancement.
Recommendations
The initial enhancement of a new 12-hour shift to the
high-system busyness mid-day period, in combination
with the proposed redeployment, is likely to have a
significant reduction in mid-day and early evening peak
system busyness and reduce Code Zero risk.
Recommendations
THAT Elgin County Council request that Medavie Health Services provide strategies
that will reduce Code Zero occurrences and recommend that Medavie Health
Services consider moving the existing 0900 –2100 (9 am -9 pm) shift at Edward
Street to 0800-2000 (8 am –8 pm), a change which is expected to eliminate 375
minutes of Code Zero risk at no cost.
Recommendations
Staff recommend that, in an effort to prepare for future demands on the
service, additional or contracted capacity for sophistication in statistical
analysis is required by the provider and is needed for analytics-driven
ambulance planning.
Analytics support/reports will provide Elgin County with current information
which would allow Council (with Medavie’s support) to realign (improve) the
front-line operations, supporting services and quality improvement processes
(key performance indicators).
Recommendations
THAT the General Manager of Elgin St. Thomas EMS and County CAO continue to review optimal deployment of frontline resources, monitor year-over-year call volume changes and advise of any areas of concern.
Additionally, and as part of an ongoing review of Elgin-St. Thomas EMS, staff recommend that a review of strategies for reducing demand for emergency calls for Paramedic Services in Elgin-St. Thomas be undertaken by Medavie Health Services.
The feasibility of any options/strategies to curb future cost escalations while sustaining service excellence will be reviewed by the County CAO and brought back to Council for consideration. Community Paramedicine programs in other municipalities have shown some success in mitigating emergency call demand to varying degrees.
Subject to the Government of Ontario’s plans for the modernization of EMS, plan to complete a 10-year Master Plan for Land Ambulance Services to help plan for and manage future demand growth.
Any additional enhancements to the service be brought forward by staff for Council’s consideration (2021 and beyond).
Financial Considerations
It is important for Council to be aware of the following financial challenges/risk(s)
associated with the recommendations included in this report:
Provincial funding for service enhancements is subject to Ministry approval.
Administration will try to mitigate the impact to the municipal budget(s), however,
there is a possibility that the Provincial 50% funding share for successive years may
need to be covered by the Municipality.
As the provincial funding formula is based on the prior year actual approved costs,
provincial funding for service level increases typically lag one (1) year behind the
actual implementation. This means that 100% of the recommended service
enhancement is a municipal responsibility. To mitigate the 2019 funding shortfall and
proposed service enhancements, staff recommend phasing the burden on the levy with
a commencement date of July 2020.
Next Steps –Direction Required
THAT the CAO and Warden to present the Elgin-St. Thomas EMS Service Review the City of St. Thomas Council on February 5, 2020 and consult with the City of St. Thomas to evaluate the feasibility of adding an initial, additional 8,760 annual hours (12 hours/week) of transport capable ambulance paramedic staff hours, directed to the highest call concentration in the City of St. Thomas during the high-system peak demand time mid-day period to address increases in Code Zero challenges and to address anticipated population growth in Elgin, utilizing the existing fleet of ambulances, commencing in July 2020; and
THAT the CAO be directed to request that Medavie Health Services provide a formal cost estimate of the full costs associated with an additional 8,760 paramedic staff hours (12 hours of transport capable ambulance service x 365 days), to be provided prior to anyprovincial subsidy, commencing in July 2020;
THAT the CAO be directed to request that Medavie Health Services provide strategies that will reduce Code Zero occurrences and reduce demand for emergency calls for Paramedic Services in Elgin-St. Thomas and recommend that Medavie Health Services considermoving the existing 0900 –2100 (9 am -9 pm) shift at Edward Street to 0800-2000 (8 am –8 pm), a change which is expected to eliminate 375 minutes of Code Zero risk at no cost; and
THAT information respective of deployment, location and scheduling of additional paramedic staff hours to be provided by Medavie Health Services for City/County review and County Council approval; and
THAT the CAO be directed to request that Medavie Health Services, in an effort to prepare for future demands on the service, add capacity for sophistication in statistical analysis which would assist with analytics-driven ambulance planning; and
THAT the CAO be directed to work with the General Manager of Elgin St. Thomas EMS to review optimal deployment of frontline resources, monitor year-over-year call volume changes and advise Council of any areas of concern; and
THAT, subject to the Government of Ontario’s plans for the modernization of EMS, the CAO be directed to prepare and present areport to Council which explores options for long-range planning associated with Land Ambulance Services; and
THAT the CAO be directed to report back to County Council as new information is available.
Questions?
COUNTY OF ELGIN
By-Law No. 20-03
“BEING A BY-LAW TO APPROVE A TRANSFER PAYMENT AGREEMENT FOR THE
INVESTING IN CANADA INFRASTRUCTURE PROGRAM (ICIP) WITH HER MAJESTY
THE QUEEN IN RIGHT OF THE PROVINCE OF ONTARIO AS REPRESENTED BY THE
MINISTER OF AGRICULTURE, FOOD, AND RURAL AFFAIRS FOR FUNDING OF THE
PORT BRUCE BRIDGE REPLACEMENT PROJECT AND, FURTHER THERETO, TO
AUTHORIZE THE WARDEN AND CHIEF
ADMINISTRATIVE OFFICER TO EXECUTE THE SAID TRANSFER PAYMENT
AGREEMENT ON BEHALF OF ELGIN COUNTY”
WHEREAS Section 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants
municipal power to exercise its capacities, rights, powers, and privileges by by-law;
AND WHEREAS Section 8(1) of the said Act also confers broad authority to municipalities
to govern its affairs as it considers appropriate;
AND WHEREAS Section 9 of the said Act also confers upon a municipality the right,
power, and privileges of a natural person for the purpose of exercising its authority under
that or any other Act, which right, power, and privileges include the authority to enter into
and execute agreements;
AND WHEREAS the Government of Canada (“Canada”) has established and funded the
Investing in Canada Infrastructure Program (“ICIP”) as a federal infrastructure program
designed, among other purposes, to create long-term economic growth and to build
inclusive, sustainable, and resilient communities;
AND WHEREAS the federal Minister of Infrastructure, Communities, and
Intergovernmental Affairs and the provincial Minister of Infrastructure entered into the
Canada-Ontario Integrated Bilateral Agreement for the Investing in Canada Infrastructure
Program for Canada to provide financial support to the Province;
AND WHEREAS under the Bilateral Agreement, Canada agreed, amongst other things, to
provide contribution funding to the Province under the Rural and Northern Communities
Infrastructure Funding Stream of the Investing in Canada Infrastructure Program, which
stream supports projects that improve the quality of life in rural and northern communities
by responding to their specific needs;
AND WHEREAS Elgin County has applied for financial support under the Investing in
Canada Infrastructure Program for the Port Bruce Bridge Replacement Project and
Ontario and Canada have approved the said Project for financial support to a maximum
contribution of $4,166,499.33;
AND WHEREAS a condition for receipt and use of such financial support requires Elgin
County, as a recipient of funding, to enter into a written Transfer Payment Agreement with
Her Majesty the Queen in Right of the Province of Ontario as represented by the Minister
of Agriculture, Food, and Rural Affairs, pursuant to which Agreement Canada will be a
Third Party Beneficiary in respect of the rights, covenants, remedies, obligations,
indemnities, and benefits contained therein;
AND WHEREAS Elgin County Council is satisfied that it is in the best interests of an
advisable to enter into the said Transfer Payment Agreement to secure access to the
financial support granted therein.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin and
enacts as follows:
1. THAT the proposed Transfer Payment Agreement between Her Majesty the Queen
in Right of the Province of Ontario as represented by the Minister of Agriculture, Food,
and Rural Affairs and the Corporation of the County of Elgin in respect of the financial
support for the Port Bruce Bridge Replacement Project through the Investing in Canada
Infrastructure Program be and same is hereby approved for execution.
2. THAT on the advice and direction of the County Solicitor, the Warden and Chief
Administrative Officer be authorized and directed to enter into and execute the proposed
Transfer Payment Agreement between Her Majesty the Queen in Right of the Province of
Ontario as represented by the Minister of Agriculture, Food, and Rural Affairs and the
Corporation of the County of Elgin in respect of the financial support for the Port Bruce
Bridge Replacement Project through the Investing in Canada Infrastructure Program.
3. THAT this By-Law shall become effective once signed by the Warden and Chief
Administrative Officer for the County of Elgin and, further thereto, that the Transfer
Payment Agreement contemplated herein shall become effective once executed by all
Parties thereto.
READ A FIRST, SECOND, AND THIRD TIME AND FINALLY PASSED THIS 28th DAY OF
JANUARY 2020.
Julie Gonyou, Dave Mennill,
Chief Administrative Officer. Warden.
Page 1
February 11, 2020
ELGIN COUNTY COUNCIL
MINUTES
February 11, 2020
Council Present: Warden Dave Mennill
Deputy Warden Duncan McPhail
Councillor Bob Purcell
Councillor Grant Jones
Councillor Sally Martyn
Councillor Tom Marks
Councillor Mary French
Councillor Dominique Giguère
Councillor Ed Ketchabaw
Staff Present: Julie Gonyou, Chief Administrative Officer
Brian Lima, Director of Engineering Services
Jim Bundschuh, Director of Financial Services
Amy Thomson, Director of Human Resources
Brian Masschaele, Director of Community & Cultural Services
Michele Harris, Director of Homes and Seniors Services
Alan Smith, General Manager of Economic Development
Stephen Gibson, County Solicitor
Steve Evans, Manager of Planning
Mike Hoogstra, Purchasing Coordinator (report only)
1. CALL TO ORDER
Elgin County Council met this 11th day of February, 2020 in the Council Chambers, at the
County Administration Building, St. Thomas at 9:00 a.m. with Warden Mennill in the
chair.
2. ADOPTION OF MINUTES
Moved by: Councillor Marks
Seconded by: Councillor Martyn
Resolved that the minutes of the meeting held on January 28, 2020 be adopted.
- Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
4.1 Clearbeach Resources Inc. – Stephen Brown-Okruhlik
Stephen Brown-Okruhlik of Clearbeach Resources Inc. presented a brief of
documents which included an excerpt from Section 394 of the Municipal Act,
2001; Ontario Regulation 584/06; Draft form of Road User Agreement tendered by
Elgin County Council; and MacDonald v. North Norfolk, [1992] M.J. No. 567 and
provided an overview of their concerns with respect to the user fees imposed by
Elgin County through the County’s Road User Agreement.
Moved by: Councillor Jones
Seconded by: Councillor Purcell
Resolved that the presentation from Stephen Brown-Okruhlik, Clearbeach
Resources Inc. be received and filed.
- Motion Carried.
Page 2
February 11, 2020
5. COMMITTEE OF THE WHOLE
Moved by: Councillor French
Seconded by: Councillor Giguѐre
Resolved that we do now move into Committee of the Whole Council.
- Motion Carried.
MATTER OF URGENCY
A Motion submitted by Councillor Purcell as a Matter of Urgency was considered
by County Council. Pursuant to Council’s Procedural By-Law 19-41, consent from
the majority of Members was required to consider this Motion, followed by consent
from the Warden for a change in order to permit the motion to be considered
during the discussion of the Staff report titled “Disposition of Property –
Municipality of Dutton Dunwich”.
- Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Disposition of Property – Municipality of Dutton Dunwich – Chief
Administrative Officer
The Chief Administrative Officer presented details regarding the Dutton and
District Lions Non-Profit Housing Inc. request of land adjacent to Elgin’s Bobier
Villa Long Term Care Home and Elgin’s Dutton Emergency Medical Services
Ambulance Base.
Motion Submitted by Councillor Purcell
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
Elgin County Council declare surplus and donate or make available for Sale to the
Municipality of Dutton Dunwich; the land requested; on Bobier Villa Site, by the
Dutton & District Lions Club Non-Profit Housing Corp. for their proposed Senior’s
affordable housing complex; and that a final decision be made once a mutually
acceptable transfer of lands is negotiated; and that this will be the County’s only
contribution to this project and the Lions will assume full responsibility for all
related funding/financing; construction; operation and future maintenance.
[as amended]
Recorded Vote
Yes No
West Elgin Duncan McPhail No
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Martyn Yes
Central Elgin Tom Marks No
Southwold Grant Jones No
Aylmer Mary French No
Malahide Dominique Giguѐre No
Bayham Ed Ketchabaw No
Malahide Warden Dave Mennill No
2 7
- Motion Defeated.
Page 3
February 11, 2020
Moved by: Councillor Jones
Seconded by: Councillor Giguѐre
Whereas Elgin County Council acknowledges the request from the Dutton and
District Lions Non-Profit Housing Inc., and congratulates the work of the Dutton
and District Lions Non-Profit Housing Inc. on their successful operation of two
senior apartments in Dutton; and,
Whereas Elgin County Council acknowledges the need for affordable seniors
housing/rental units in Elgin County while at the same time recognizes the need
for additional Long-Term Care beds; and,
Whereas when considering anticipated demands on Long-Term Care in Elgin
County, along with innate operational inefficiencies associated with a 57-bed
Long-Term Care Home when compared to the Ministry recommended 96-bed
Home, the property requested by the Dutton and District Non-Profit Housing Inc.
does not meet the County’s definition of “surplus to the County’s needs”, as
there is a likelihood of a required expansion to the number of beds.
Therefore, be it resolved that the County deny the request for conveyance of
approximately 3.8 acres of County-owned land adjacent to Bobier Villa Long Term
Care Home.
- Motion Carried.
6.2 Elgin-St. Thomas Health Recruitment Partnership Committee – Councillor
Jones
Councillor Jones presented the report regarding the County’s financial
commitment to the Elgin-St. Thomas Health Recruitment Partnership (HRP).
Moved by: Councillor Marks
Seconded by: Councillor Purcell
Resolved that the report from Councillor Grant Jones titled “Health Recruitment
Partnership Committee – Budget Update” dated February 3, 2020 be received and
filed; and, that Elgin County Council provide direction that $57,000 in funding for
the Elgin-St. Thomas Health Recruitment Partnership Committee be included as
part of Elgin County’s 2020 Budget.
- Motion Carried.
6.3 Quarterly Information Report – Contract Awards October 1, 2019 to December
31, 2019 – Purchasing Coordinator
The Purchasing Coordinator presented the information report containing the
details relevant to the exercise of delegated authority for all contracts awarded
that exceed $15,000 including amendments and renewals to be prepared and
reported to Council. The report covers the period from October 1, 2019 to
December 31, 2019.
Moved by: Councillor Marks
Seconded by: Councillor Ketchabaw
Resolved that the report titled “Quarterly Information Report - Contract Awards,
October 1, 2019 to December 31, 2019” dated January 29, 2020 be received and
filed.
- Motion Carried.
6.4 Procurement Policy Revisions and Electronic Bidding – Purchasing
Coordinator
The Purchasing Coordinator presented proposed revisions to the County’s
Procurement Policy which also includes the introduction of electronic bidding. The
current policy was last updated in June 2013.
Page 4
February 11, 2020
Moved by: Councillor Purcell
Seconded by: Councillor Ketchabaw
Resolved that the Director of Finance and Purchasing Coordinator be directed to
provide an overview presentation to County Council at its meeting on March 10,
2020 which details the proposed electronic bidding process; and that staff provide
additional information with respect to the bidding platform proposed by staff, along
with options for Council’s consideration; and finally, that, in the interest of
accountability and transparency, that the Director of Community and Cultural
Services/Privacy Officer be directed to provide a report for Council’s consideration
which contemplates the disclosure of proponent scores and Council’s discretion in
this regard.
- Motion Carried.
6.5 2020 Budget Committee Meeting #3 Package – Director of Financial Services
The Director of Financial Services presented the 2020 Budget Committee Meeting
#3 Package. The presentation included a review of tax ratios and tax
increase/service levels/debt.
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
Resolved that the farm tax ratio remain at 23% to take some pressure off of the
residential tax class; and, that the optional 75% reduction in the Small -Scale On -
Farm Business Sub-Class tax ratio be approved; and, that all other property tax
ratios remain at historical levels.
- Motion Carried.
Moved by: Councillor Martyn
Seconded by: Councillor Ketchabaw
Resolved that the County’s ten-year operating plan maintain service with a tax
increase on the average property of 3.6% through 2029, a 2020 levy of
$37,275,000 (2.4% or $37 on the average home) and $35 million of debt
repaid by 2032; and, that an overall 2020 operating budget net income of
$9,401,000 be approved, being the net result of the carry-forward operating
project spend of $138,000 and a 2020 base operating net income of $9,539,000;
and, that the 2020 ten-year capital plan of $199,158,000 with a 2020 capital
budget of $26,039,000 be approved.
- Motion Carried.
Moved by: Councillor Purcell
Seconded by: Councillor Giguѐre
Resolved that the Corporation of the County of Elgin 2020 Operating and Capital
Budgets be approved as presented and that the necessary By-Law be prepared for
enactment at the March 10, 2020 meeting of County Council.
- Motion Carried.
6.6 Parking By-Law Consolidation – Director of Engineering Services
The Director of Engineering Services presented the report seeking to consolidate
the amendments and incorporate additional revisions into a new Parking By-Law.
Moved by: Councillor French
Seconded by: Councillor Jones
Resolved that By-Law 16-11 be repealed; and, that By-Law 20-05, being a By-Law
for the regulation of traffic, be approved.
Page 5
February 11, 2020
- Motion Carried.
6.7 Contract Award – Imperial Road Port Bruce Bridge Replacement Contract No.
2019-42 – Director of Engineering Services
The Director of Engineering Services presented the report regarding the results of
the recent tender awa rd for the Imperial Road Port Bruce Bridge Replacement
project in the Township of Malahide.
Moved by: Councillor Purcell
Seconded by: Councillor Martyn
Resolved that additional capital project funds as identified in the proposed 2020
Budget in the amount of $2,600,000 be approved; and, that Hayman Construction
Inc. be selected for the Imperial Road Port Bruce Bridge Replacement Project,
Contract No. 2019-42 at a total price of $5,089,821.94 inclusive of a $250,000
contingency allowance and exclusive of H.S.T.; and, that the Warden and Chief
Administrative Officer be directed and authorized to sign the contract.
- Motion Carried.
6.8 Homes – Communication at End-of-Life Education Fund – Director of Homes
and Seniors Services
The Director of Homes and Seniors Services presented the report regarding the
Ontario Centre for Learning, Research and Innovation in Long-Term Care (CLRI)
helping the long-term care sector in Ontario deliver communication at end-of-life
training funded by the Ontario Ministry of Health and the Ontario Ministry of Long-
Term Care’s Communication at End-of Life Education in Long-Term Care (LTC)
Fund (CEoL Fund).
Moved by: Councillor Ketchabaw
Seconded by: Councillor Giguѐre
Resolved that the report titled “Homes – Communication at End-of-Life Education
Fund” dated February 4, 2020 be received and filed.
- Motion Carried.
6.9 Homes – Personal Support Worker Education Fund for Long-Term Care –
Director of Homes and Seniors Services
The Director of Homes and Senior Services presented the report regarding the
Personal Support Worker Education Fund for Long-Term Care (LTC) for the
Excellence in Resident-Centred Care (ERCC) training program.
Moved by: Councillor Martyn
Seconded by: Councillor French
Resolved that the report titled “Homes – Personal Support Worker Education
Fund for Long-Term Care” dated February 4,2020 be received and filed.
- Motion Carried.
6.10 Homes – Long-Term Care Home Service Accountability Agreement (L-SAA) –
Schedule E – Director of Homes and Seniors Services
The Director of the Homes and Senior Services presented the South West Local
Health Integration Network (SWLHIN) Long-Term Care Home Service
Accountability Agreement (L-SAA) Schedule E – Form of Compliance Declaration
for the Homes. This is an annual reporting requirement and the reporting period is
from January 1, 2019 – December 31, 2019.
Moved by: Councillor Purcell
Seconded by: Councillor Jones
Page 6
February 11, 2020
Resolved that the report titled “Homes - Long-Term Care Home Service
Accountability Agreement (L-SAA) – Schedule E” dated February 4, 2020 be
received and filed; and, that Council authorize the Chief Administrative Officer
(CAO) and Warden to sign the “Long-Term Care Home Service Accountability
Agreement – Schedule E” for the Homes for January 1, 2019 – December 31,
2019.
- Motion Carried.
6.11 Regional Economic Development Initiatives – Chief Administrative Officer
The Chief Administrative Officer presented the report regarding review a request
received from South Central Ontario Region Economic Development Corporation
(SCOR) for an annual membership fee of $25,000 (full partnership) and a request
for $20,000 in additional funding to support the Elgin-St. Thomas Small Business
Enterprise Centre (SBEC).
Moved by: Councillor Marks
Seconded by: Councillor Ketchabaw
Whereas Elgin County Council remains focused on its ability to afford new
discretionary membership fees and escalating costs for non-legislated services in
relation to all other financial challenges facing the County; and
Whereas Elgin County Council’s strategic planning process focused on ensuring
alignment of current programs and services with community need, exploring
different ways of addressing community need, enhancing quality of place and
planning for and facilitating commercial, industrial, residential and agricultural
growth.
Therefore, be it resolved that Elgin County Council fund a one-time investment of
$25,000 for Membership in South Central Ontario Region Economic Development
Corporation (SCOR), a one-time funding commitment requiring renewal following
an evaluation of activities and accomplishments by County Council as part of its
2021 Budget Deliberations; and, that the General Manager of Economic
Development for Elgin County be directed to present a report in March 2020 which
provides Elgin County Council with recommendations including level of
Staff/Council involvement as well as the metrics that will be used to measure the
value of Council’s investment in SCOR over a 10-month period; and, the General
Manager of Economic Development for Elgin County be directed to provide a
report in November 2020 which includes Council-approved metrics to support
Council’s decision to reinvest in SCOR as part of its 2021 Budget Deliberations.
- Motion Withdrawn.
Moved by: Councillor Purcell
Seconded by: Councillor Jones
Resolved that County Council defer consideration of full membership to South
Central Ontario Region Economic Development Corporation (SCOR) and the
request from the Elgin-St. Thomas Small Business Enterprise Centre (SBEC) for an
increase in funding in the amount of $20,000 until July 2020 or upon completion of
the Elgin County Municipal Service Delivery Review; and that the Warden be
directed to send a letter to SCOR and SBEC with notice of this decision.
- Motion Carried.
Council recessed at 12:15 p.m. and reconvened at 12:47 p.m.
6.12 Service Delivery Review RFP – Consultant Project Award – Chief
Administrative Officer
The Chief Administrative Officer presented the report providing project an
anticipated schedule and background information regarding Elgin County’s
Municipal Service Delivery Review, along with details on the Request for Proposal
Page 7
February 11, 2020
(RFP) recently issued by the County and seeks Council’s approval to award the
contract for a third-party consultant to complete a Service Delivery Review.
Moved by: Councillor Marks
Seconded by: Councillor Jones
Resolved that the the provision of consulting services associated with the
Municipal Service Delivery Review be awarded to Strategy Corp. Inc. in the
amount of $189,985.00 (excluding HST) to be funded using $125,000 Municipal
Modernization Funding recently received from the Government of Ontario, and the
remainder to be funded using the one-time Service Efficiency Funding received
from the Government of Ontario in 2019; and, that the Warden and Chief
Administrative Officer be authorized to sign the supporting agreement.
- Motion Carried.
6.12 Town of Aylmer – Support for Affordable Housing – Chief Administrative
Officer
The Chief Administrative Officer presented a report responding to a request
received from the Town of Aylmer seeking support of Walter Ostojic & Sons Ltd. In
their development of the second building on Brown Street in Aylmer as a Seniors
Affordable Housing Project.
Moved by: Councillor Martyn
Seconded by: Councillor Purcell
Resolved that the report from the Chief Administrative Officer, entitled “Town of
Aylmer – Support for Affordable Housing” dated February 4, 2020 be received and
filed; and that the Warden be directed to send a letter of support to Honourable
Steve Clark, Minister of Municipal Affairs and Housing in support of Walter Ostojic
& Sons Ltd. in their development of the second building on Brown Street in Aylmer
as an Affordable Housing Project.
6.13 Elgin Natural Heritage Systems Study – Next Steps – Chief Administrative
Officer
The Chief Administrative Officer presented a report summarizing feedback
received from County Council with respect to the Elgin Natural Heritage Systems
Study and identifying next steps for Council’s consideration.
Moved by: Councillor Purcell
Seconded by: Councillor Giguѐre
Resolved that the Council of the County of Elgin receives the report entitled “Elgin
Natural Heritage Systems Study” from the Chief Administrative Officer, dated
January 31, 2020 for information; and that in light of anticipated amendments to
the Provincial Policy Statement, it is recommended that Council take no further
action on the Elgin Natural Heritage Systems Study until additional direction/clarity
is received from the Province of Ontario through a revised Provincial Policy
Statement; and that the Manager of Planning be directed to provide Council with a
report in June/July 2020 detailing the proposed amendments to the Provincial
Policy Statement, if available, and proposed next steps regarding the Elgin
Natural Heritage Systems Study.
- Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration (Consent Agenda)
1. Josh Brick, Director of Legislative Services/Clerk of the Town of Aylmer with a
letter requesting that Council accept the notice of resolution regarding the Land
Division Committee recommendation.
Page 8
February 11, 2020
2. Ron Fox, President of the Port Glasgow Yacht Club with a Port Glasgow
Marina – A Case for Action requesting assistance from both the Federal and
Provincial Governments to make the needed improvements to ensure Port
Glasgow Marina remains a safe go to recreational destination.
Item #1
Moved by: Councillor Ketchabaw
Seconded by: Councillor French
Resolved that Elgin County Council hereby appoints Jack van Kasteren as the
Town of Aylmer Representative to the Elgin Land Division Committee and that
Council direct staff to prepare the necessary amendments to the Appointment
By-Law for consideration at the March 10, 2020 meeting of County Council.
- Motion Carried.
Item #2
Moved by: Councillor McPhail
Seconded by: Councillor Purcell
Resolved that Elgin County Council provide a letter of support for the Port
Glasgow Yacht Club – Port Glasgow Marina’s request for assistance from the
Federal and Provincial Governments.
- Motion Carried.
7.2 Items for Information (Consent Agenda)
1. Warden Mennill with a letter to Mayor Preston, City of St. Thomas
regarding the County of Elgin’s Municipal Service Delivery Review
(SDR).
2. Partnering for a Stronger Ontario – Association of Municipalities of
Ontario 2020 Pre-budget Submission
3. Applications Being Accepted for Southwestern Integrated Fibre
Technology (SWIFT) Non-Governmental Board of Directors
4. The Honourable Todd Smith, Minister of Children Community and
Social Services with a letter regarding Ontario’s Poverty Reduction
Strategy survey.
5. Western Ontario Wardens’ Caucus (WOWC) January 2020 Newsletter
6. Association of Municipalities of January 31st Board Highlights
7. 2020 Ontario Farmland Forum
8. Southwestern Integrated Fibre Technology (SWIFT) Project Update for
Western Ontario Wardens’ Caucus (WOWC)
Moved by: Councillor Jones
Seconded by: Councillor French
Resolved that Correspondence Items #1-8 be received and filed.
- Motion Carried.
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
Page 9
February 11, 2020
None.
Councillor McPhail requested that page numbers be included in the Council
agenda.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
The Director of Homes and Senior Services provided an update on the Novel
Coronavirus received from the AdvantAge Ontario Bulletin (attached).
Moved By: Councillor Jones
Seconded By: Councillor McPhail
Resolved that the report titled “Homes – Novel Coronavirus – Long-Term Care
Home Infection Prevention and Control Measures” dated February 11, 2020 be
received and filed.
- Motion Carried.
9. CLOSED MEETING ITEMS
Moved by: Councillor Purcell
Seconded by: Councillor French
Resolved that we do now proceed into closed meeting session in accordance with the
Municipal Act to discuss 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 – Lease
Agreement Amendment – Parking Spaces
In-Camera Item #2
(e) litigation or potential litigation, including matters before administrative tribunals, affecting
the municipality or local board; (f) advice that is subject to solicitor-client privilege, including
communications necessary for that purpose – Solicitor-Client Privilege and Potential
Litigation
- Motion Carried.
10. RECESS
None.
11. MOTION TO RISE AND REPORT
Moved by: Councillor McPhail
Seconded by: Councillor Giguère
Resolved that we do now rise and report.
- Motion Carried.
In-Camera Item #1 – Lease Agreement Amendment – Parking Spaces
Moved by: Councillor Purcell
Seconded by: Councillor Ketchabaw
Page 10
February 11, 2020
Resolved that the Warden and Chief Administrative Officer be authorized to amend the
current Graham, Scott, Enns LLP Lease Agreement, specifically section: [1.2 Definitions,
(K) Premises] to include a total of 30 allocated parking spaces within the parking lot at
the Elgin County Administration Building, located at 450 Sunset Drive, St. Thomas.
- Motion Carried.
In-Camera Item #2 – Solicitor-Client Privilege and Potential Litigation
Moved by: Councillor Marks
Seconded by: Councillor Jones
Resolved that the County Solicitor proceed as directed.
- Motion Carried.
12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE
WHOLE
Moved by: Councillor French
Seconded by: Councillor Jones
Resolved that we do now adopt recommendations of the Committee Of The Whole.
- Motion Carried.
13. CONSIDERATION OF BY-LAWS
13.1 By-law 20-05 – Parking Consolidation
BEING a Consolidated By-law for the Regulation of Traffic Including Parking on
County Roads.
Moved by: Councillor French
Seconded by: Councillor Jones
Resolved that By-Law No. 20-05 be now read a first, second and third time and
finally passed.
- Motion Carried.
13.2 By-law 20-06 – 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 February 11, 2020 Meeting.
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
Resolved that By-Law No. 20-06 be now read a first, second and third time and
finally passed.
- Motion Carried.
14. ADJOURNMENT
Moved by: Councillor Marks
Seconded by: Councillor French
Resolved that we do now adjourn at 2:24 p.m. to meet again on March 10, 2020 at the
County Administration Building Council Chambers at 9:00 a.m.
- Motion Carried.
Page 11
February 11, 2020
Julie Gonyou, Dave Mennill,
Chief Administrative Officer . Warden.
Service Delivery Review for the
Corporation of the County of Elgin
Presentation to Elgin County Council
February 11, 2020
Chief Administrative Officer
Province’s Review of Regional
Governance
October’s conclusion of this review made it clear that Ontario will not force
change.
Local voluntary initiatives, including intermunicipal service agreements are
subjects of on-going conversation.
2019 Fall Economic Statement reiterated that Ontario still has ambitious
targets for cost reductions that will undoubtedly impact transfer payments.
Efforts at continuous improvement are taking place constantly in Elgin
County, but the need to offset new provincial cuts has increased pressure to
find efficiency, to reduce the need for increased taxes or reduced levels of
service.
Service Delivery Review
As part of their Strategic Planning Process, several Councillors expressed an
interest in undertaking a Municipal Services Review in the near future. A
Municipal Services Review is an evaluation process in which municipal
service(s) are systematically reviewed to determine the most appropriate way
to provide services.
Municipal Services Reviews are time and resource-intensive exercises and may
involve sensitive issues.
Council must be fully committed to the process, give staff clear direction and
support the process in its entirety.
Overview
Elgin County has attempted to balance access to services and financial
realities to provide the best possible value to the public.
Over the past two years, it has become increasingly apparent that the County
is facing a number of pressures that will impact services moving forward:
Operations are impacted by a lack of capacity;
Provincial funding to municipalities will be reduced as part of a larger cost
reduction and modernization initiative (instability in structure and governance due
to unilateral provincial initiatives);
The gap between public expectations for service delivery and available revenue
tools.
Available Funding
The province is making up to $125 million available through 2022-23 to help 405 small and
rural municipalities conduct new service delivery reviews, implement recommendations
from previous reviews and undertake a range of projects, such as IT solutions or process
improvements, to achieve cost savings and efficiencies.
On November 12, 2019, Assistant Deputy Minister of Municipal Affairs and Housing, Marcia
Wallace, sent a letter to Municipal Administrators (attached) which provides additional
information about Ontario’s new Municipal Modernization Program Fund and advised that
the first intake was open.
As part of the application process, the CAO was required to advise our regional Municipal
Services Office of Elgin County’s intention to apply no later than November 22, 2019. Notice
was sent to the Ministry office by the CAO on November 16, 2019 and confirmation was
received from the Ministry office on the same date.
Up to $200,000 is available for approved projects and only third-party service provider fees
will be eligible.
Available Funding
Elgin County received $125,000 in funding through the Municipal
Modernization Program Fund.
In 2019, Elgin County was one of 405 small and rural municipalities who
received one-time funding (Improving Service Delivery and Efficiency
Funding) to improve service delivery and efficiency. Elgin County received
$725,000 in support of Ontario’s commitment to reduce the cost of
government.
It was recommended to Council on November 26, 2019 that these funds be
reserved until after the Municipal Services Review –it is anticipated that
there may be some costs associated with the recommendations.
It is recommended that the Improving Service Delivery and Efficiency Funding
be used to augment the Municipal Modernization Program Fund to support
the County’s Service Delivery Review.
Background –Decision Making
November 26, 2019
WHEREAS Elgin County Council is committed to making informed, strategic choices about how
municipal services are delivered; and WHEREAS Elgin County Council wishes to examine how to
improve services and assess service levels in the face of competing priorities and/or decreasing
revenues and reduce costs; and WHEREAS Elgin County Council wishes to set priorities and, where
possible, reduce the cost of delivery while maintaining or improving services and service levels;
Therefore, be it resolved ….
THAT Elgin County Council conduct a Municipal Services Review to identify actions and directions
that could result in a more efficient and effective service delivery, organizational and operation
arrangements and associated savings; and THAT the CAO be directed to finalize and issue a Request
for Proposal for a Service Delivery Review no later than mid-December 2019; and THAT the Chief
Administrative Officer be directed to submit an Expression of Interest Form and applicable
supporting documentation to the Municipal Modernization Program no later than December 6, 2019;
and THAT the $725,000 in funding received from the Province of Ontario through the Improving
Service Delivery and Efficiency Funding be reserved for future use related to the Community Safety
and Well-Being planning process and actions resulting from the recommendations of the Municipal
Services Review or service efficiencies recommended by staff prior to the completion of the
Municipal Services Review; and further THAT the report titled “Municipal Modernization Program –
2020 Service Review” from the Chief Administrative Officer, dated November 16, 2019 be received
and filed.
Background –Decision Making Continued
•Council directed that the CAO apply for the Municipal Modernization Program
funding by the December 6, 2019 deadline on November 26, 2019.
•Draft RFP reviewed by Council on November 26, 2019.
•Request for Proposal issued December 4, 2019.
•Expression of Interest to the Province of Ontario’s Municipal Modernization
Program Fund submitted on December 6, 2019.
•Funding approval –January 20, 2020 ($125k)
Project Structure
Two distinct parts:
Part A –Shared Services/Resource Delivery Review: comprised of services/resources
that are currently shared between the County and all or some municipalities;
Part B –County Operations and Community/Human Services Review: comprised of a
review of County operations that are not part of the Shared Services/Resource
Delivery Review, including Long Term Care.
Goals and Objectives
The project’s goals and objectives for Part A and Part B include:
Lower costs while maintaining service access;
Improve service efficiency and effectiveness;
Streamline and modernize service delivery;
Determine clear lines of accountability and responsibilities;
Ensure long-term financial sustainability; and
Maximize public value.
RFP Overview
Seeking a third-party consultant to undertake a Service Delivery Review
(SDR).
Must understand municipal dynamics and current pressures faced by municipalities;
Must have significant experience working collaboratively with Ontario’s municipal
sector including direct experience completing SDRs;
Previous experience in identification and engagement, research methods, data collection
and analysis, report writing and design; and
Project team –relevant experience and skills of staff assigned/appropriate allocation of
staff time and resources corresponding to project tasks, deliverables and budget.
Demonstrated comprehension of the project intent, scope and challenges;
Project Management –work plan, timelines, milestones and deliverables.
Timing
There is a need to start immediately!
Once a proponent is selected by County Council, the proponent, along with
the CAO will revise and confirm the detailed project plan, including
milestones and activity dates during the first week of the project.
Any expected deviations from the planned timelines will be discussed, and,
when possible, an acceptable course of action will be developed and
communicated to Council.
The final report must be submitted to the Ministry, our partner municipalities
and Council by June 1, 2020.
Project Plan
It is anticipated that a project plan recommended by the CAO and the
consultant will be confirmed by County Council at its meeting on March 10,
2020.
Council will confirm their expectations through a project charter.
Chief Administrative Officer will oversee this project and will closely monitor
cost control/quality assurance throughout the project.
The Chief Administrative Officer will be responsible for reporting to County
Council, and with direction, to municipal partners.
Approach –Part A (Shared Services)
Project Initiation (3 weeks –approx. Feb. 13 –March 5, 2020)
Kick off meetings with CAOs
Confirm services for review
Develop Part A project plan/communications plan
Identify Key Stakeholders
Detailed Service Inventory (3 weeks –approx. Feb. 13 –March 5, 2020)
Data review
Interview Councils and staff from County and local municipalities
Hold workshops/focus groups
Benchmarking (profile development)
Development of Opportunities (est. April 26 –May 29, 2020)
Development of initiatives/high-impact opportunities
Draft final report to CAO group –gather feedback
Present findings to Council
Local Municipal Partners
Opportunity for all CAOs in Elgin to participate in a working group.
Preliminary meeting will be held with CAOs as soon as possible to review:
Methodology;
Identify Shared Services;
Confirm Scope of Work;
Detailed Work Plan;
Project Schedule
City of St. Thomas
Warden Mennill/CAO presentation to the City on February 10, 2020
General interest in participating in Elgin’s Service Delivery Review –shared
services between County and City exist.
Opportunities to participate in Service Delivery Review will be discussed with
City Manager and reported to County Council on March 10, 2020 as part of the
project charter.
Approach –Part B (County Operations &
Community/Human Services Review)
Project Initiation (estimated to begin March 5 –for 7 weeks)
Kick off meetings with Service Review Team
Confirm services for review
Develop project plan and communications plan
Identify key stakeholders
Detailed Service Inventory (estimated to begin March 5 –for 7 weeks)
Data review
Survey providers
Hold workshops/focus groups
Benchmarking (profile development)
Development of Opportunities (est. April 26 –May 29, 2020)
Development of initiatives/high-impact opportunities
Draft final report to Service Review Team –gather feedback
Present findings to Council
Commitment -Staff Resources
Council’s commitment to this very important and substantial initiative will
involve significant resources from Management Team, and in particular, the
Chief Administrative Officer until June 1, 2020.
Once a proponent is selected by Council, we will share information with respect to
the time commitment of local municipal partners.
When combined with regular work and the Community Safety and Well-Being
initiative, this will be an extraordinarily busy time which may result in delays
in progress and reporting on other non-urgent items.
Questions/Comments?
REPORT TO COUNTY COUNCIL
FROM: Michele Harris, Director of Homes and Seniors Services
DATE: February 11, 2020
SUBJECT: Homes – Novel Coronavirus – Long-Term Care Home Infection
Prevention and Control Measures
RECOMMENDATIONS:
THAT the report titled “Homes – Novel Coronavirus – Long-Term Care Home Infection
Prevention and Control Measures” dated February 11, 2020 be received and filed.
INTRODUCTION:
The World Health Organization (WHO) announced the identification of a new (or novel)
coronavirus (2019-nCov) in China on January 10, 2020.
DISCUSSION:
The County of Elgin Long-Term Care Homes (LTCHs) have been in regular contact with
Southwestern Public Health to ensure appropriate Infection Prevention and Control
(IPAC) measures are in place to support the safety and well-being of the residents, staff
and visitors of the Homes. Although the risk in long-term care is low, the Homes are
implementing all recommendations, applicable to LTC, under the guidance of the
Ministry of Health and Public Health to support best practices related to IPAC.
The following measures and actions have been implemented:
• Participation in teleconferences for updates on IPAC measures for LTCHs – i.e.
AdvantAge Ontario
• Implementation of IPAC measures from the January 31, 2020 Ministry of Health
“Novel Coronavirus (2019-nCoV) Fact Guidance for Long-Term Care” document
• Screening (passive) for staff, volunteers and visitors
• Active screening for resident admissions and re-admissions of returning
residents
• Signage reminders for residents and visitors to perform hand hygiene,
sneeze/cough into their elbow, etc.
• Review of IPAC policies including IPAC policy 6.0 Acute Respiratory Infection
(ARI)
• Refresher education for all staff – personal protective equipment, hand hygiene,
ARI policy, etc.
• Heightened surveillance to quickly detect respiratory infections
• Communication on the Homes website, internal memos, staff meetings, etc.
• Ensure supplies of alcohol-based hand rub, PPE’s, etc. are on hand and readily
available
CONCLUSION:
The County of Elgin Homes will continue to review updated information and implement
IPAC measures applicable to LTCHs to support resident, staff and visitor safety and
well -being.
All of which is Respectfully Submitted Approved for Submission
Michele Harris Julie Gonyou
Director of Homes and Seniors Services Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgincounty.ca
February 11, 2020
For immediate release
Measured and Affordable Tax Increase Delivered in County Budget
COUNTY OF ELGIN – At their meeting on February 11, 2020, Elgin County Councillors approved a $65,594,000
operating cost budget and a $37,275,000 levy. The levy represents a tax increase of 3.6% on an average property
(equating to approximately $37 on an average home). While County Council had previously planned on a levy
increase at the rate of inflation, recent financial impacts could have resulted in a double-digit tax increase in 2020.
Council instead developed a plan that minimizes the 2020 levy increase through the use of reserves and leveraging
debt, allowing for reasonable measured tax increases over the next ten years.
The 2020 Budget includes significant infrastructure renewal investments and addresses the priorities Council
established in its recent Strategic Planning process. Elgin’s Chief Administrative Officer Julie Gonyou pointed out
that “As the needs of our community evolve, so must our approach to how we create the financial plan to produce
the best possible outcomes that Council has directed. Change is coming, and Elgin staff are up for the challenge.”
The County has faced a number of additional pressures including significant Provincial policy changes placing
pressure on municipal finances and above inflation increases in a variety of service areas. The financial impacts
identified over the past year facing Elgin County include ongoing provincial funding reductions of $1.3 million (Public
Health, Long-Term Care and Child Care), service enhancements of $0.2 million that are needed in critical areas
(ambulance), increased infrastructure funding needs identified in the Corporate Asset Management Plan ($47-million
incrementally for the next ten years only partially offset by government grants) and other external factors that are
driving costs above the normal rate of inflation. If these problems were solely addressed in 2020, without the benefit
of a long-term plan, the magnitude of financial pressure would require double digit tax increases. Council has
chosen to use reserves and debt in the short-term to avoid such a large increase in 2020 taxes and will use
measured tax increases over the next ten years to achieve long-term financial stability.
“I want to recognize my Council colleagues and, in particular, the Budget Committee, for their work finalizing a
budget that ensures financial sustainability,” said Warden Dave Mennill, “I am confident that we responsibly
managed our taxpayers’ hard-earned dollars, while at the same time safeguarding investments for the quality public
services that our families, businesses and citizen rely on each day.” Mennill went on to say, “The businesses,
citizens and visitors in Elgin can confidently rely on this budget to create a financially sustainable County, today and
into the future.”
In 2020, Council continues to support residents and businesses throughout Elgin County by advancing work started
in previous budget cycles, such as the Terrace Lodge Long Term Care Home redevelopment. Shovels for this
project are anticipated to be in the ground this Summer.
Council will be investing a further $200 million over the next ten years to maintain the condition of roads and bridges
at the lowest life-cycle costs, which includes:
• Major road reconstruction will take place in the Village of Sparta along Sparta Line and Quaker Road during
the Spring months
• The King George VI Lift Bridge in Port will undergo significant rehabilitation from
April 2020-Ma y 2021. This project will cost almost $6.5 million
• Wonderland Road reconstruction, planned for Spring and Summer 2020,
will see an investment of over $5 million
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgincounty.ca
• The Port Bruce Bridge will be replaced in 2020 with a permanent structure. That project will cost
approximately $5 million
• The County will contribute $340,000 towards its share of the St. George Street Bridge Rehabilitation project
in 2020 in partnership with the City of St. Thomas
• In 2020, the Meeks Bridge Replacement and Centennial/Elm Intersection Improvements Municipal Class
Environmental Assessments will be undertaken
• In 2021, the Village of Rodney will be fully reconstructed to the tune of approximately $3.7 million
• In 2027, Heritage Line in Straffordville is slated for reconstruction, resulting in a $3.6 million investment. As
well, County Roads 52, 40 and 49 in Springfield are also set for reconstruction at a cost of $2.7 million
Through Council’s priorities, there are a number of exciting projects on the go, but they can only be achieved
through responsible fiscal management. With a dedicated team and focused approach, Elgin will continue to build
on our successes and will look to leading practices to drive efficiencies, address raising costs and modernize
services. The County’s commitment to open, accountable and transparent government will remain a priority as the
County’s Municipal Service Delivery Review is completed in the first quarter of 2020 - an effort that the Warden says
will “secure greater efficiencies and ensure Council maximizes every dollar we are entrusted to manage by the
residents of Elgin County.”
-30-
For additional information, please contact:
Jim Bundschuh, Director of Financial Services
519 631-1460 x 141
jbundschuh@elgin.ca
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
February 11, 2020
For immediate release
StrategyCorp Inc. to lead Elgin County’s Service Delivery Review
COUNTY OF ELGIN – As part of their commitment to fiscal responsibility, transparency, accountability and
responsiveness to community needs, County of Elgin Councillors at their meeting February 11, approved
StrategyCorp Inc. to move ahead with a Service Delivery Review.
In 2019, County Councillors directed staff to apply for funding under the Ontario Government’s Municipal
Modernization Fund to undertake a Service Delivery Review (SDR) to find ways to make municipal
services more efficient and effective. Through the Municipal Modernization Fund, the County was the
recipient of $125,000 to offset the cost of an independent third-party reviewer.
A Request for Proposal was released in January 2020, and Warden Mennill is pleased to announce
StrategyCorp Inc. as the successful consultant. The total cost to complete the project is $189,985
(excluding HST) and StrategyCorp Inc is expected to deliver a final report by June 15, 2020.
StrategyCorp Inc. has undertaken numerous Service Delivery Reviews, having completed one with the
Town of Aylmer in 2016. In December 2019, StrategyCorp Inc. completed a Service Delivery Review for
the Town of Newmarket that resulted in an estimated $2.6-million in direct savings, and nearly $4-million in
productivity and cost avoidance that the Town could achieve on an annual basis, while not reducing staff
or service levels. Their firm has served over 100 municipalities over the past five (5) years alone.
The Service Delivery Review will consider Shared Services currently delivered and received by the County
as well as consideration of internal operations and community services, including the County’s ten (10)
Libraries and three (3) Long Term Care Homes.
The County has attempted to balance access to services and financial realties to provide the best possible
value to the public. However, over the past two years it has become apparent that the County is facing two
distinct pressures that will impact services moving forward: Operations are impacted by a lack of capacity;
and provincial funding to municipalities will be reduced as part of a larger cost reduction and modernization
initiative.
The consultant will assess and recommend opportunities to be more efficient and
effective in the sustainable delivery of municipal services and ensure long-term
financial sustainability of programs and services by identifying opportunities to:
• Improve services and outcomes
• Meet new or increased demand from customers for services
• Improve service delivery mechanisms/processes and identify alternate
service delivery options
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
• Maintain existing service levels in the face of competing priorities or
decreasing revenues
• Reduce costs and/or improve non-taxation revenues
In January 2020, the Ontario Government announced funding to support 27 joint projects that will help
over 130 small and rural municipalities find more efficient ways to operate and serve their residents.
Steve Clark, Minister of Municipal Affairs and Housing, announced the funding during the annual Rural
Ontario Municipal Association conference in Toronto in January.
-30-
For additional information, please contact:
Melissa Schneider, Communications and Public Engagement Coordinator
519 631 -1460 x 108
mschneider@elgin.ca
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgincounty.ca
February 11, 2020
For immediate release
Measured and Affordable Tax Increase Delivered in County Budget
COUNTY OF ELGIN – At their meeting on February 11, 2020, Elgin County Councillors approved a $65,594,000
operating cost budget and a $37,275,000 levy. The levy represents a tax increase of 3.6% on an average property
(equating to approximately $37 on an average home). While County Council had previously planned on a levy
increase at the rate of inflation, recent financial impacts could have resulted in a double-digit tax increase in 2020.
Council instead developed a plan that minimizes the 2020 levy increase through the use of reserves and leveraging
debt, allowing for reasonable measured tax increases over the next ten years.
The 2020 Budget includes significant infrastructure renewal investments and addresses the priorities Council
established in its recent Strategic Planning process. Elgin’s Chief Administrative Officer Julie Gonyou pointed out
that “As the needs of our community evolve, so must our approach to how we create the financial plan to produce
the best possible outcomes that Council has directed. Change is coming, and Elgin staff are up for the challenge.”
The County has faced a number of additional pressures including significant Provincial policy changes placing
pressure on municipal finances and above inflation increases in a variety of service areas. The financial impacts
identified over the past year facing Elgin County include ongoing provincial funding reductions of $1.3 million (Public
Health, Long-Term Care and Child Care), service enhancements of $0.2 million that are needed in critical areas
(ambulance), increased infrastructure funding needs identified in the Corporate Asset Management Plan ($47-million
incrementally for the next ten years only partially offset by government grants) and other external factors that are
driving costs above the normal rate of inflation. If these problems were solely addressed in 2020, without the benefit
of a long-term plan, the magnitude of financial pressure would require double digit tax increases. Council has
chosen to use reserves and debt in the short-term to avoid such a large increase in 2020 taxes and will use
measured tax increases over the next ten years to achieve long-term financial stability.
“I want to recognize my Council colleagues and, in particular, the Budget Committee, for their work finalizing a
budget that ensures financial sustainability,” said Warden Dave Mennill, “I am confident that we responsibly
managed our taxpayers’ hard-earned dollars, while at the same time safeguarding investments for the quality public
services that our families, businesses and citizen rely on each day.” Mennill went on to say, “The businesses,
citizens and visitors in Elgin can confidently rely on this budget to create a financially sustainable County, today and
into the future.”
In 2020, Council continues to support residents and businesses throughout Elgin County by advancing work started
in previous budget cycles, such as the Terrace Lodge Long Term Care Home redevelopment. Shovels for this
project are anticipated to be in the ground this Summer.
Council will be investing a further $200 million over the next ten years to maintain the condition of roads and bridges
at the lowest life-cycle costs, which includes:
• Major road reconstruction will take place in the Village of Sparta along Sparta Line and Quaker Road during
the Spring months
• The King George VI Lift Bridge in Port will undergo significant rehabilitation from
April 2020-Ma y 2021. This project will cost almost $6.5 million
• Wonderland Road reconstruction, planned for Spring and Summer 2020,
will see an investment of over $5 million
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgincounty.ca
• The Port Bruce Bridge will be replaced in 2020 with a permanent structure. That project will cost
approximately $5 million
• The County will contribute $340,000 towards its share of the St. George Street Bridge Rehabilitation project
in 2020 in partnership with the City of St. Thomas
• In 2020, the Meeks Bridge Replacement and Centennial/Elm Intersection Improvements Municipal Class
Environmental Assessments will be undertaken
• In 2021, the Village of Rodney will be fully reconstructed to the tune of approximately $3.7 million
• In 2027, Heritage Line in Straffordville is slated for reconstruction, resulting in a $3.6 million investment. As
well, County Roads 52, 40 and 49 in Springfield are also set for reconstruction at a cost of $2.7 million
Through Council’s priorities, there are a number of exciting projects on the go, but they can only be achieved
through responsible fiscal management. With a dedicated team and focused approach, Elgin will continue to build
on our successes and will look to leading practices to drive efficiencies, address raising costs and modernize
services. The County’s commitment to open, accountable and transparent government will remain a priority as the
County’s Municipal Service Delivery Review is completed in the first quarter of 2020 - an effort that the Warden says
will “secure greater efficiencies and ensure Council maximizes every dollar we are entrusted to manage by the
residents of Elgin County.”
-30-
For additional information, please contact:
Jim Bundschuh, Director of Financial Services
519 631-1460 x 141
jbundschuh@elgin.ca
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
February 11, 2020
For immediate release
StrategyCorp Inc. to lead Elgin County’s Service Delivery Review
COUNTY OF ELGIN – As part of their commitment to fiscal responsibility, transparency, accountability and
responsiveness to community needs, County of Elgin Councillors at their meeting February 11, approved
StrategyCorp Inc. to move ahead with a Service Delivery Review.
In 2019, County Councillors directed staff to apply for funding under the Ontario Government’s Municipal
Modernization Fund to undertake a Service Delivery Review (SDR) to find ways to make municipal
services more efficient and effective. Through the Municipal Modernization Fund, the County was the
recipient of $125,000 to offset the cost of an independent third-party reviewer.
A Request for Proposal was released in January 2020, and Warden Mennill is pleased to announce
StrategyCorp Inc. as the successful consultant. The total cost to complete the project is $189,985
(excluding HST) and StrategyCorp Inc is expected to deliver a final report by June 15, 2020.
StrategyCorp Inc. has undertaken numerous Service Delivery Reviews, having completed one with the
Town of Aylmer in 2016. In December 2019, StrategyCorp Inc. completed a Service Delivery Review for
the Town of Newmarket that resulted in an estimated $2.6-million in direct savings, and nearly $4-million in
productivity and cost avoidance that the Town could achieve on an annual basis, while not reducing staff
or service levels. Their firm has served over 100 municipalities over the past five (5) years alone.
The Service Delivery Review will consider Shared Services currently delivered and received by the County
as well as consideration of internal operations and community services, including the County’s ten (10)
Libraries and three (3) Long Term Care Homes.
The County has attempted to balance access to services and financial realties to provide the best possible
value to the public. However, over the past two years it has become apparent that the County is facing two
distinct pressures that will impact services moving forward: Operations are impacted by a lack of capacity;
and provincial funding to municipalities will be reduced as part of a larger cost reduction and modernization
initiative.
The consultant will assess and recommend opportunities to be more efficient and
effective in the sustainable delivery of municipal services and ensure long-term
financial sustainability of programs and services by identifying opportunities to:
• Improve services and outcomes
• Meet new or increased demand from customers for services
• Improve service delivery mechanisms/processes and identify alternate
service delivery options
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
• Maintain existing service levels in the face of competing priorities or
decreasing revenues
• Reduce costs and/or improve non-taxation revenues
In January 2020, the Ontario Government announced funding to support 27 joint projects that will help
over 130 small and rural municipalities find more efficient ways to operate and serve their residents.
Steve Clark, Minister of Municipal Affairs and Housing, announced the funding during the annual Rural
Ontario Municipal Association conference in Toronto in January.
-30-
For additional information, please contact:
Melissa Schneider, Communications and Public Engagement Coordinator
519 631 -1460 x 108
mschneider@elgin.ca
Friday, February 28, 20191:30 p.m. - 3:30 p.m.
With Special Guest Speaker
Dr. Frank Seglenieks
Water Resources Engineer
National Hydrological Service of Canada, Environment and Climate Change Canada
Presenting
Lake Erie Water Levels: Where are they now and where are they going in the future?
join us
LPRCA Administration Office
4 Elm Street, Tillsonburg, ON
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Sc holten, Peter Ypma
- 1 -
LONG POINT REGION CONSERVATION AUTHORITY
BOARD OF DIRECTORS MINUTES of January 8, 2020
Approved February 5, 2020
Members in attendance: Dave Beres, Robert Chambers, Kristal Chopp, Michael
Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart
Patterson, John Scholten and Peter Ypma
Staff in attendance: J. Maxwell, A. LeDuc, C. Boothe and D. McLachlan
Special Guests: K. Earls, C. Jacobs
Regrets: none
The meeting was called to order at 6:30 pm Wednesday, January 8, 2020 in the
Tillsonburg Administration Office Boardroom.
ADDITIONAL AGENDA ITEMS
None
DECLARATION OF CONFLICTS OF INTEREST
None
ELECTION OF LPRCA CHAIRMAN AND VICE-CHAIRMAN 2020
The Chair and Vice-Chair vacated their seats and Ms. Kimberley Earls, Economic
Development Coordinator for South Central Ontario Region Economic Development
Corporation assumed the Chair position. The positions for Chair and Vice-Chair were
declared vacant.
a) Appointment of Scrutineer(s)
MOTION A-1/20 moved: J. Scholten seconded: D. Beres
THAT the LPRCA Board of Directors appoints Christine Jacob as scrutineer for the
purpose of electing officers.
CARRIED
b) Election of Chair
1) Call for Nominations
R. Chambers nominated M. Columbus who accepted the nomination.
Chair Earls made two further calls for nominations. There were no further nominations.
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Sc holten, Peter Ypma
- 2 -
2) Motion to Close Nominations for Chair
MOTION A-2/20 moved: R. Geysens seconded: P. Ypma
That the nominations for the Chair be closed.
CARRIED
3) Distribution and collection of ballots by Scrutineer: Not required
4) Announce Election Results
Michael Columbus was declared the Long Point Region Conservation Authority Chair
for 2020.
5) Motion to Destroy Ballots: Not required
c) Election of Vice-Chair
1) Call for Nominations
M. Columbus nominated J. Scholten who accepted the nomination.
Chair Earls made two further calls for nominations. There were no further nominations.
2) Motion to Close Nominations for Vice-Chair
MOTION A-3/20 moved: D. Beres seconded: P. Ypma
That the nominations for the LPRCA Vice-Chair be closed.
CARRIED
3) Distribution and collection of ballots by Scrutineer: Not required
4) Announce Election Results
John Scholten was declared the Long Point Region Conservat ion Authority Vice-Chair
for 2020.
5) Motion to Destroy Ballots: Not required
The Chair and Vice-Chair thanked the Board for their support and were looking forward
to the year ahead.
M. Columbus assumed the Chair. Ms. Earls and Ms. Jacob were thanked for their
service and left the meeting.
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Sc holten, Peter Ypma
- 3 -
2020 LPRCA COMMITTEE APPOINTMENTS
MOTION A-4/20 moved: P. Ypma seconded: V. Donnell
THAT the LPRCA Board of Directors approves the following appointments for 2020:
Dave Beres as the Land Acquisition Chair; John Scholten and the LPRCA Chair to the
Lee Brown Marsh Management Committee; Robert Chambers, Dave Beres, Roger
Geysens and the LPRCA Chair to the Backus Museum Committee;
AND Dave Beres, Ken Hewitt, Valerie Donnell, the LPRCA Chair and LPRCA Vice-chair
to the Audit and Finance Committee.
CARRIED
DEPUTATIONS
None
MINUTES OF PREVIOUS MEETINGS
MOTION A-5/20 moved: K. Chopp seconded: S. Patterson
THAT the minutes of the Board of Directors Meeting held December 4, 2019 be
adopted as circulated.
CARRIED
BUSINESS ARISING
None
REVIEW OF COMMITTEE MINUTES
a) Backus Museum Committee – November 4, 2019
MOTION A-6/20 moved: D. Beres seconded: R. Geysens
THAT the minutes from the Backus Museum Committee meeting of November 4, 2019
be received as information.
CARRIED
CORRESPONDENCE
a) Municipality of Bayham – Re: 30-Day Notice to Affected Municipalities – 2020
Draft LPRCA Budget
b) LPRCA – MECP Thank You
c) Toby Barrett, MPP Haldimand-Norfolk Re: More Work Needed on Flood Policy
article
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Sc holten, Peter Ypma
- 4 -
MOTION A-7/20 moved: K. Chopp seconded: S. Patterson
THAT the correspondence outlined in the Board of Director’s Agenda of January 8,
2020 be received as information.
CARRIED
DEVELOPMENT APPLICATIONS
a) Staff Approved applications
Staff approved eighteen applications since the last meeting. LPRCA-68/19-REVISED,
LPRCA-227/19, LPRCA-236/19, LPRCA-238/19, LPRCA-239/19, LPRCA-240/19,
LPRCA-241/19, LPRCA-242/19, LPRCA-243/19, LPRCA-244/19, LPRCA-245/19,
LPRCA-246/19, LPRCA-247/19, LPRCA-248/19, LPRCA-251/19, LPRCA-252/19,
LPRCA-253/19 and LPRCA-255/19.
MOTION A-8/20 moved: S. Patterson seconded: K. Chopp
That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation
Applications report dated January 9, 2020 as information.
CARRIED
b) New applications
The Planning Department recommended approval for one application.
MOTION A-9/20 moved: R. Geysens seconded: S. Patterson
THAT the LPRCA Board of Directors approves the following Development Applications
contained within the background section of this report:
A. For Work under Section 28 Regulations, Development, Interference with
Wetlands & Alterations to Shorelines and Watercourses Regulations (R.R.O.
1990 Reg. 178/06),
LPRCA-259/19
B. That the designated officers of LPRCA be authorized to complete the approval
process for this Development Application, as far as it relates to LPRCA’s
mandate and related Regulations.
CARRIED
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Sc holten, Peter Ypma
- 5 -
NEW BUSINESS
a) 2020 LPRCA BUDGET VOTE
The 2020 LPRCA Budget was circulated to member municipalities for a 30 -day
comment period on November 14, 2019. There were no requests for municipal council
presentations and no feedback received except the correspondence from the
Municipality of Bayham as noted above.
K. Chopp requested clarification as to when the special levy to Norfolk is to be paid and
when WECI funding approvals are to be announced. The General Manager will follow
up.
MOTION A-10/20 moved: R. Geysens seconded: D. Beres
That the LPRCA Board of Directors approves the following recommendations regar ding
LPRCA’s 2020 Operating and Capital budgets;
1. That the 2020 proposed Ontario Regulation 178/06 Permit Fees and Planning
Act Review Fees be approved as set out in Attachment 1;
2. That the 2020 proposed Conservation Area User Fees be approved as set out in
Attachment 2;
3. That the 2020 Operating Budget in the total amount of $4,441,340 and requiring
a Municipal Levy- Operating of $1,644,960 be approved as set out in Attachment
3;
4. That the 2020 Capital Budget in the total amount of $963,450 requiring a
General Municipal Levy- Capital of $386,350 be approved as set out in
Attachment 3;
5. That the proposed 2020 Consolidated Budget in the total amount of $5,404,790
and requiring a Municipal Levy –Consolidated of $2,031,310 be approved as set
out in Attachment 3.
Member Municipality/Group Weight Present? Yes No
Valerie Donnell Municipality of Bayham 4.80 Y
Robert Chambers County of Brant 7.06 Y
Stewart Patterson Haldimand County 7.47 Y
Ken Hewitt Haldimand County 7.47 Y
Valerie Donnell Township of Malahide 0.76 Y
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Sc holten, Peter Ypma
- 6 -
Member Municipality/Group Weight Present? Yes No
Kristal Chopp Norfolk County 12.50 Y
Michael Columbus Norfolk County 12.50 Y
Roger Geysens Norfolk County 12.50 Y
Tom Masschaele Norfolk County 12.50 Y
John Scholten Township of Norwich 7.48 Y
Peter Ypma
Township of South-West
Oxford 7.48 Y
Dave Beres Town of Tillsonburg 7.48 Y
100 100 100
CARRIED
b) TIMBER TENDER – LANDON TRACT
Two bids were received by the deadline and the winning bid was within the expected
range. Staff recommended the highest bid.
MOTION A-11/20 moved: R. Geysens seconded: D. Beres
THAT the LPRCA Board of Directors accepts the tender submitted by Townsend
Lumber Inc. for marked standing timber at the Landon Tract – LP-325-19 for a total
tendered price of $49,591.
CARRIED
While the Public Forest Revenue fell short of the revenue target of $300,000 in 2019
due to a soft market and the pest damage impact, the budget tar get remains the same
for 2020.
All tracts anticipated to be harvested in 2019 as per the Forest Management Plan were
tendered and recorded in 2019. The updated Forest Management Plan will be
presented to the Board at an upcoming meeting.
MOTION A-12/20 moved: J. Scholten seconded: V. Donnell
THAT the LPRCA Board of Directors does now enter into a closed session to discuss:
Personal matters about an identifiable individual, including employees of the
Authority
CARRIED
Approval of closed session minutes of December 4, 2019.
FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell,
Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Sc holten, Peter Ypma
- 7 -
MOTION A-13/20 moved: V. Donnell seconded: R. Geysens
THAT the LPRCA Board of Directors does now adjourn from the closed session.
CARRIED
The Chair adjourned the meeting at 7:30pm.
Michael Columbus Dana McLachlan
Chair Administrative Assistant
Dear Ontario Heads of Council and Clerks,
The Ministry of Natural Resources and Forestry recognizes the critical role Ontario's
municipalities play in the lives of Ontarians. We value our strong collaborative partnership with
municipalities and the associations that represent their interests.
We want to advise you that the Ministry of Natural Resources and Forestry is proposing
changes to the way extraction of aggregate resources are regulated in Ontario, and we are
inviting your input on the changes proposed.
The Ministry has gathered perspectives from, industry, municipalities, Indigenous communities,
members of the public, and other stakeholders. These proposed changes promote economic
growth within the aggregate industry while also maintaining strong protection of the
environment and addressing community impacts.
The key areas being proposed for change are summarized below for your
convenience. However, we would encourage you to read the details of the proposed
regulatory changes which can be found on the Environmental Registry notice# 019-1303
Proposed amendments to Ontario Regulation 244/97 and the Aggregate Resources of Ontario
Provincial Standards under the ARA located here.
The posting notice can also be viewed by searching for notice#019-1303 at the following web
link: www.ero.ontario.ca
We encourage you to provide feedback through the Environmental Registry process.
If you have any questions about the proposed changes, please call Rebecca Zeran at (705) 749-
8422.
Kind Regards,
Jennifer Keyes
Director, Natural Resources Conservation Policy Branch
Ministry of Natural Resources and Forestry
Proposed regulatory changes include:
For new pits and quarries:
• enhancing the information required to be included in summary statements and technical
reports at the time of application
• improving flexibility in how some standard site plan requirements can be implemented and
modernizing how site plans are created
• creating better consistency of site plan requirements between private and Crown land and
better alignment with other policy frameworks
• updating the list of qualified professionals who can prepare Class A site plans
• updating the required conditions that must be attached to a newly issued licence or permit
• adjusting notification and consultation timeframes for new pit and quarry applications
• changing and clarifying some aspects of the required notification process for new
applications
• updating the objection process to clarify the process
• updating which agencies are to be circulated new pit and quarry applications for comment
For existing pits and quarries:
• making some requirements related to dust and blasting apply to all existing and new pits
and quarries (requirements which were previously only applied to new applications)
• updating and enhancing some operating requirements that apply to all pits and quarries,
including new requirements related to dust management and storage of recycled
aggregate materials
• providing consistency on compliance reporting requirements, while reducing burdens for
inactive sites
• enhancing reporting on rehabilitation by requiring more context and detail on where,
when and how rehabilitation is or has been undertaken
• clarifying application requirements for site plan amendments
• outlining requirements for amendment applications to expand an existing site into an
adjacent road allowance
• outlining requirements for amendment applications to expand an existing site below the
water table
• setting out eligibility criteria and requirements to allow operators to self-file changes to
existing site plans for some routine activities without requiring approval from the ministry
(subject to conditions set out in regulation)
Allowing minor extraction for personal or farm use :
• outlining eligibility and operating requirements in order for some excavation activities to
be exempted from needing a licence (i.e., if rules set in regulation are followed). This
would only be for personal use (max. of 300 cubic meters) or farm use (max. 1,000 cubic
meters)
February 13, 2020
To:
The Honourable Doug Ford, Premier of Ontario,
The Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs,
The Honourable Steve Clark, Minister of Municipal Affairs and Housing,
Andrea Horwath, Leader of the New Democratic Party of Ontario,
John Fraser, Interim Leader of the Liberal Party of Ontario,
Mike Schreiner, Leader of the Green Party of Ontario,
Monte McNaughton, MPP, Middlesex-Kent;
Association of Municipalities of Ontario; and
Ontario municipalities
RE: Southwest Middlesex Resolution regarding Government Bill 156
Please be advised that at its February 12, 2020 meeting, the Council of the Municipality of
Southwest Middlesex passed the following resolution regarding Bill 156, Security from Trespass
and Protecting Food Safety Act, 2019:
Moved by Councillor McGill
Seconded by Councillor Cowell
Whereas the Provincial Government of Ontario is considering Bill 156, Security from Trespass
and Protecting Food Safety Act, 2019; and
Whereas Bill 156 is intended to protect farms, farm operations, and food safety and security by
addressing unwanted trespassing; and
Whereas Ontario farmers are increasingly under threat of unwanted trespassers who are
illegally entering property, barns and buildings, and safety of drivers of motor vehicles
transporting farm animals which threatens the health and safety of the farm, employees,
livestock and crops; and
Whereas additional protection for the agri-food industry to protect the security of the food
chain, the farm owners, family and employees is the purpose of the Security from Trespass and
Protecting Food Safety Act, 2019; and
Whereas unwanted trespassing occurs on all types of farm operations, including grain farmers,
which has the potential to impact the safety and security of people and the food chain;
Now Therefore Be It Resolved That the Municipality of Southwest Middlesex supports the
intent of Bill 156 and requests that the Province of Ontario expanding Bill 156 to identify and
include protections against trespass for grain farm operations; and
That a copy of this Motion be sent to the Honourable Doug Ford, Premier of Ontario, The
Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, the Honourable
Steve Clark, Minister of Municipal Affairs and Housing, Andrea Horwath, Leader of the New
Democratic Party of Ontario, John Fraser, Interim Leader of the Liberal Party of Ontario, Mike
Schreiner, Leader of the Green Party of Ontario, and Monte McNaughton, MPP, Middlesex-
Kent; and
That a copy of this motion be sent to the Association of Municipalities of Ontario (AMO), and
Ontario municipalities.
Carried
REPORT
TREASURY DEPARTMENT
TO:
FROM:
DATE:
REPORT:
Mayor & Members of Council
Lorne James, Treasurer
February 20, 2020
TR-03/20
SUBJECT: 2019 Public Sector Salary Disclosure Act (PSSDA)
BACKGROUND:
The Public Sector Salary Disclosure Act (PSSDA) requires all organizations covered by the Act
to prepare a list, each year, of the employees who were paid $100,000 or more the year before,
with their names, positions, salaries and the value of their taxable benefits. Each organization
must make the list available for inspection without charge between March 31 and December 31
of the year it disclosed.
Employee Position Salary Paid Taxable Benefits
Shipway, Paul CAO/ Clerk $130,543.20 $991.12
Roloson, Edward Manager of Capital
ProjectslWater/
Wastewater
$126,588.00 $991.12
RECOMMENDATION
1.THAT Report TR-03/20 re 2019 Public Sector Salary Disclosure Act (PSSDA) be received
for information.
Respectfully submitted, Reviewed by,
Lorne James, CPA, CA, Treasurer
REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James, Treasurer
DATE: February 20, 2020
REPORT: TR-04/20
SUBJECT: 2019 Investment Report
BACKGROUND:
Section 8(1) of Ontario Regulation 438/97 requires the Treasurer to prepare and provide to
Council, each year, an Investment Report concerning any prescribed investments the
Municipality has under said regulation.
Attached hereto as Appendix ‘A’ is a summary of the portfolio performance for the year 2019. All
investments listed are short-term, meaning the Municipality can withdraw funds at any time; the
exception being the municipal drain/water debentures held. The municipal drain/water
debentures portion of the portfolio is less than 10%.
The majority of the Municipality’s investments (90%) are with The One Investment Program, a
joint program administered by Local Authority Services Limited (LAS) and CHUMS Financing
Corporation. These entities are wholly owned subsidiaries of Association of Municipalities of
Ontario (AMO) and the Municipal Finance Officers Association (MFOA) respectively. All of the
Municipality’s funds in The One Fund are invested in the Bond Portfolio which is comprised of
treasury bills, guaranteed investment certificates and government bonds.
The One Fund Program meets all the investment requirements of Regulation 438/97 and the
investment policies established by By-law No. 2002-095.
RECOMMENDATION
1.THAT Report TR-04/20 re 2019 Investment Report be received for information.
Respectfully submitted, Reviewed by,
________________________ __________________________
Lorne James, CPA, CA, Treasurer Paul Shipway, CAO|Clerk
Account Description Balance 2018 Advances Balance Interest# Dec‐31‐18 Interest (Withdrawals) Dec‐31‐19 RateGeneral & Reserve Funds01‐0100‐1030 General Surplus Funds‐ 18,572.85 ‐ ‐ ‐ 01‐0100‐1176 Recievables Debentures ‐ Rich 281,390.25 6,446.17 25,372.20‐ 262,464.22 2.29%01‐0100‐1177 Drain Debentures‐ ‐ ‐ ‐ 01‐0100‐1460 General Funds 768,851.10 16,630.72 ‐ 785,481.82 2.16% 01‐0100‐1461 Reserve Funds 2,013,140.00 42,799.17 ‐ 2,055,939.17 2.13% 01‐0100‐1470 Eden Cemetery15,375.48 325.75 ‐ 15,701.23 2.12% 01‐0100‐1475 OMPF 570,642.12 12,163.60 ‐ 582,805.72 2.13% 01‐0100‐1480 Parkland Reserve Funds 21,632.13 464.11 ‐ 22,096.24 2.15% 01‐0100‐1485 Edison Museum Reserve 51,479.49 1,089.49 ‐ 52,568.98 2.12% 01‐0100‐1490 Development Charges 38,860.29 834.28 ‐ 39,694.57 2.15%3,761,370.86 99,326.14 25,372.20‐ 3,816,751.95 AllocationGeneral Fund 35,294.27 Cemetery Boards 325.75 Reserve Fund 63,706.12 99,326.14 Trust Funds01‐5050‐1440 Cemetery Maintence &Care249,703.13 5,360.86 ‐ 255,063.99 2.15%Municipality of BayhamInvestment Report ‐ For the Year 2019Appendix "A" Report TR‐04‐2020
REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James, Treasurer
DATE: February 20, 2020
REPORT: TR-05/20 FILE NO. F03.03
SUBJECT: 2019 Council Remuneration and Expenses
BACKGROUND:
Pursuant to Section 284(1) of the Municipal Act, 2001, a Statement of Remuneration and
Expenses for all the Members of Council is to be submitted by the Treasurer each year to
Council. Itemized below are the remuneration and expenses for each Member of Council for
the year 2019.
Taxable Expenses Conference & Mileage
Reimbursements
Ed Ketchabaw 19,382.48 0.00 $328.68
Susan Chilcott 11,835.32 0.00 0.00
Val Donnell 11,835.32 0.00 0.00
Dan Froese 11,835.32 0.00 0.00
Rainey Weisler 14,535.18 0.00 $342.09
Total $69,423.62 $0.00 $670.77
RECOMMENDATION
1.THAT Report TR-05/20 re 2019 Council Remuneration and Expenses be received for
information.
Respectfully submitted, Reviewed by,
__________________________ __________________________
Lorne James, CPA, CA, Treasurer Paul Shipway, CAO|Clerk
REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James, Treasurer
DATE: February 20, 2020
REPORT: TR-06/20 FILE NO.
SUBJECT: 2019 Q4 VARIANCE REPORT
BACKGROUND:
The Q4 (fourth quarter) financial reports are provided for Council’s fiduciary review. This report
provides a summary of current revenues and expenditures to December 31, 2019 and variances
to the operating budget. In addition, a year-end reserve report is attached. There were a couple
sale of assets to report in 2019.
DISCUSSION:
Operational departmental variances are noted within the attachments and all capital programs
were substantially completed in 2019.
The 2019 operating and capital year brought several positive operational results from cost
reductions, to new revenue, cost recovery initiatives, and improved procurement. The
Municipality is still exposed to risks in the upcoming year which include: foreign exchange
fluctuations for materials and supplies, interest rate risk, municipal road drain work, weather and
winter maintenance.
AT TACHMENTS:
1.Appendix A: 2019 Q4 Operating Revenue and Expense Variance Report.
2. Appendix B: 2019 Q4 Capital Expense Variance Report
3.Appendix C: 2019 Reserves Report
4.Appendix D: 2019 Sale of Assets Report
RECOMMENDATION
1.THAT Staff Report TR-06/20 re 2019 Q4 Variance Report be received for
information.
Respectfully submitted, Reviewed by,
__________________________ __________________________
Lorne James, CPA, CA Paul Shipway, CAO
2019 2019 %
Actuals Budget Consumed
Revenues
05.10 General Taxation
4,480,130 4,476,696 100%
05.20 Other Revenues
1,071,897 1,049,000 102%
10.10 General Government
80,459 65,500 123% - special one time sundry
20.20 Police Services
30,882 18,000 172% -cannabis funding
20.30 Conservation Authority
-
20.40 Building Services
142,749 90,000 159%
20.50 Bylaw Enforcement Services
25,889 25,000 104%
25.10 Roads
518,567 451,770 115% -cost recoveries and one time grants
25.20 Winter Control
4,970 2,500 199% - cost recoveries
25.40 Street Lights
-
30.10 Water
724,058 694,991 104%
30.15 Richmond Water
80,247 64,191 125%
30.30 Waste Disposal
130,320 150,000 87% - lower MRF grants
30.20 Waste Water
914,753 961,146 95% - lower debenture payments
35.20 Cemeteries
1,297 1,000 130%
40.10 General Assistance
-
45.10 Parks & Recreation
2,560 2,600 98%
45.20 Straffordville Community Centre
19,971 13,000 154% - capital donations
45.30 Vienna Community Centre
9,677 10,000 97%
45.40 Libraries
71,611 68,850 104%
45.50 Museums
28,042 16,200 173% additional student grants
50.10 Planning, Development & Tourism
50,856 34,200 149% - higher revenue offset with higher expenses
50.15 Tourism & Marketing
8,323 6,000 139%
50.20 Environmental Services
6,187 11,500 54% - lower drainage time grant
Capital 2,635,084 2,382,400 111%
Expenditures
05.10 General Taxation
-
05.20 Other Revenues
-
10.10 General Government
1,317,382 1,285,637 102%
10.20 Council
84,142 80,299 105%
20.10 Fire Services
568,681 560,073 102%
20.20 Police Services
883,534 939,393 94%
20.30 Conservation Authority
92,629 94,564 98%
20.40 Building Services
106,247 103,731 102%
20.50 Bylaw Enforcement Services
38,431 47,902 80%
25.10 Roads
1,707,932 1,494,513 114% -higher due to additional County work
25.20 Winter Control
114,424 109,760 104%
25.40 Street Lights
35,965 45,000 80%
30.10 Water
724,058 699,291 104%
30.15 Richmond Water
80,247 64,191 125%
30.20 Waste Water
914,753 961,147 95%
30.30 Waste Disposal
555,159 496,500 112% - increased population
35.20 Cemeteries
9,123 15,500 59%
40.10 General Assistance
7,816 9,000 87%
45.10 Parks & Recreation
82,772 74,278 111%
45.20 Straffordville Community Centre
68,808 59,949 115% -tranfer to capital donations
45.30 Vienna Community Centre
42,967 61,399 70%
45.40 Libraries
71,611 68,850 104%
45.50 Museums
57,132 56,520 101%
50.10 Planning, Development & Tourism
152,548 112,447 136% - offset with higher revenue
50.15 Tourism & Marketing
57,301 54,684 105%
50.20 Environmental Services
17,423 23,439 74% -lower staff time
Capital 3,485,103 3,084,000 113% - additional capital works performed
Municipality of Bayham
Appendix A: 2019 Q4 Operating Revenue and Expense Variance Report
2019 2019 %
Status Actuals Budget Consumed
General Government
Market Analysis C 13,763$ 15,000$ 92%
Liability Reserve Transfer C 10,000$ 10,000$ 100%
Election Reserve Transfer C 10,000$ 10,000$ 100%
Fire
Roads
Carson Line Bridge O/S 224,881$ 215,000$ 105%
Baynor South Bridge O/S 40,705$ 40,000$ 102%
Tandem Combo Unit C 443,713$ 350,000$ 127%‐ additional costs per report
Bulldozer C 133,306$ 140,000$ 95%
20 Ton Float C 36,904$ 40,000$ 92%
Cornith Road C 239,870$ 200,000$ 120%‐ additional drainage and streetscaping
Chapel St C 74,519$ 75,000$ 99%
Vienna Line Drainage WIP 112,911$ 45,000$ 251%‐ Additional drainage work performed
Sidewalks C 56,394$ 50,000$ 113%
PB Storm Sewer - Phase 1B C 1,329,374$ 980,000$ 136%
Road Signs C 3,772$ 4,000$ 94%
Water
Air Valves N/R -$ 13,500$ 0%‐ program not required in 2019
Water Financial Plan C 23,875$ 35,000$ 68%
Richmond Well Review C 14,011$ 16,000$ 88%
Waster Water
STP Energy Upgrades C 164,990$ 282,500$ 58%
Pump Station Check Valves N/R -$ 10,000$ 0%‐program not required in 2019
Pump Equipment C 38,560$ 40,000$ 96%
New Pumps C 84,537$ 125,000$ 68%
SCADA Packs C 48,845$ 60,000$ 81%
Parks
Cenotaph Fence Drainage C 7,231$ 10,000$ 72%
PB Shed - Pav Con C 158,565$ 155,000$ 102%
Planning
Zoning By-Law W/P 15,052$ 10,000$ 151%‐ op included in 2019 ongoing
Municipality of Bayham
Appendix B: 2019 Q3 Capital Expense Variance Report
Account Balance Transfer Interest Transfer Balance
No.1-Jan-19 To Income From 31-Dec-19
RESERVES
2301 Working Capital 128,495.85$ 10,000.00$ 38,019.72$ 100,476.13$
2302 Equipment 71,203.10$ 63,713.29$ 7,489.81$
2305 Road Construction 270,029.20$ 621,427.00$ 495,201.42$ 396,254.78$
2306 Otter Valley Chamber 1,414.92$ 1,414.92$
2307 Trail Improvements 110,722.18$ 10,440.58$ 2,998.01$ 118,164.75$
2308 Fire Equipment 5,251.00$ 5,251.00$
2310 Water Works 663,646.29$ 119,571.23$ 37,885.89$ 745,331.63$
2314 Building Vehicle 33,698.03$ 33,698.03$
2315 Fire Renumeration 25,000.00$ 25,000.00$
2318 Parks & Playgrounds 44,225.57$ 37,565.08$ 6,660.49$
2322 Dredging 63,600.00$ 63,600.00$
2324 Musuem Artifacts 1,315.85$ 1,315.85$
2327 Election (0.10)$ 10,000.00$ 10,000.00$
2330 Police Services 80,000.00$ 80,000.00$
2331 Contingency 23,619.67$ 10,000.00$ 33,145.68$ 473.99$
2334 Straffordville Skate Park 1,731.70$ 1,731.70$
2335 OMPF 213,866.00$ 213,866.00$
2336 Municipal Facilities 28,752.07$ 11,910.01$ 40,662.08$
2363 Reserve - Planning
2364 SCC Capital Donations 5,501.10$ 9,628.32$ 15,129.42$
2365 Winter 50,000.00$ 50,000.00$
2366 Reserve - Storm Sewer 5,250.00$ 5,250.00$
Consolidated Entities
1,822,072.43$ 808,227.14$ -$ 733,529.09$ 1,896,770.58$
Balance Transfer Interest Transfer Balance
1-Jan-19 To Income From 31-Dec-19
RESERVE FUNDS
2312 Sewage Works 2,623,279.84$ 334,705.49$ 56,034.57$ 366,931.79$ 2,647,088.11$
2316 Edison Museum 97,828.43$ 2,089.66$ 99,918.09$
2352 Environmental 72,938.21$ 1,558.00$ 74,496.21$
2360 Straffordville Community Ctr 2,225.53$ 47.54$ 2,273.07$
2361 Vienna Community Ctr 86,049.91$ 1,838.07$ 87,887.98$
Consolidated Entities -$ -$ -$ -$
2,882,321.92$ 334,705.49$ 61,567.84$ 366,931.79$ 2,911,663.46$
DEFERRED REVENUE
2350 Parkland 17,268.28$ 2,500.00$ 368.86$ 20,137.14$
2357 Developer Deposits 28,806.70$ 615.33$ 29,422.03$
2362 Federal Gas Tax 54,029.57$ 451,119.04$ 1,154.10$ 115,000.00$ 391,302.71$
100,104.55$ 453,619.04$ 2,138.29$ 115,000.00$ 440,861.88$
For The Year Ended December 31, 2019 (un-audited)
Municipality of Bayham
Appendix C: Reserves, Reserve Funds & Deferred Revenue
For The Year Ended December 31, 2019 (un-audited)
Municipality of Bayham
Reserves, Reserve Funds & Deferred Revenue
Asset Description Proceeds (Before HST) Allocated
1993 Case 850 G Long Track Dozer $20,000.00 2019 Capital Equipment
1983 Tri-Axle Equipment Trailer $2,500.00 2019 Capital Equipment
1987 Champion Grader $16,000.00 2019 Capital Equipment
Utility Trailer $1,000.00 2019 Capital Equipment
2007 Sterling Plow Truck $14,306.88 2019 Capital Equipment
2004 Sterling Trucl $11,524.98 2019 Capital Equipment
Total Proceeds on Sale $65,331.86
Municipality of Bayham
Appendix D: 2019 Sale of Asset Report
REPORT
TREASURY DEPARTMENT
TO: Mayor & Members of Council
FROM: Lorne James, Treasurer
DATE: February 20, 2020
REPORT: TR-07/20 SUBJECT: 2019 DEFICIT ALLOCATION PURPOSE:
To approve funding of the 2019 operating deficit of $29,414.05 and capital deficit of
$136,921.56 through reserve transfers.
BACKGROUND:
The 2019 financial statements have been drafted by the Treasurer and an operating deficit of
$29,414.05 and capital deficit of $136,921.56 is estimated for 2019.
The Operating Budget deficit is attributed to exceeding budgeted estimates for the following line
items:
• Drainage Assessments - $74,484
• Recycling Contract (MRF/Collection) - $78,339
In 2019, a number of Municipal Drains were completed including the Centre St. North Drain,
Soper Rd. Drain, Tollgate Drain and No. 1 Drain Branch ‘C’. The Centre St. North Drain was
expected to be completed in 2017. The Municipality utilized 2017 Drainage Assessment
savings as a portion of the 2017 Surplus Allocation.
As outlined in Report CAO-49/18 the National Sword program was expected to have significant
impacts on recycling revenues. Coupled with population growth the Municipality experienced an
increase in net recycling program costs. The RPRA recycling allocations will fund these
program expenses however; the Municipality will not see full revenues until the following year.
Staff would respectfully recommend funding the 2019 Operating Deficit of $29,414.05 from the
Working Capital Reserve.
The Capital Budget deficit is attributed to exceeding budgeted estimates for the following capital
items:
•Carson Line Bridge - $9,881
o Once exposed the bridge deck and rebar required extensive rehabilitation due to
previous capital works.
•Corinth - $39,870
o Corinth rehabilitation works required substantial drainage improvements to
eliminate water concerns within the hamlet.
•Vienna Line - $67,911
o The Municipality completed four municipal drain crossings in 2019 for municipal
drains to be constructed in 2020 lowering 2020 municipal drain construction
costs. Additionally, staff completed Council direction of August 15, 2020
reducing Woodworth Rd. drainage costs.
•Maple Grove Line - $18,590
o Required completion works associated with asphalt on laneways and shoulder
paving at Heritage Line.
Staff would respectfully recommend funding the 2019 Capital Deficit of $136,921.55 from the
Gas Tax Reserve. The Municipality only utilized ½ of the 2019 standard allocation.
Additionally, in 2019 the municipality received a second allocation of Gas Tax Funding, doubling
the 2019 Gas Tax Allocation.
Section 290 (4) (b) of the Municipal Act requires that any surplus or deficit from a previous year
be included as an estimated revenue or expense within the current budget. If this process is
followed, each year, during years where large fluctuations in surpluses or deficit occur, large tax
rate fluctuations may also occur. Therefore, it is common practice for municipalities to allocate
their annual surplus or deficit to or from reserves.
RECOMMENDATION
1.THAT Staff Report TR-07/20 re 2019 Deficit Allocation be received for information;
2.AND THAT Council confirm the 2019 Deficit Allocation funding as outlined with
Report TR-07/20.
Respectfully submitted, Reviewed by,
__________________________ __________________________
Lorne James, CPA, CA Paul Shipway, CAO
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BY-LAW NO. 2020-011
BEING A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT
BETWEEN THE MUNICIPALITY OF BAYHAM AND PBR EXCAVATING INC.
FOR THE PROVISION OF DRAINAGE WORKS FOR THE ETBO DRAIN IN THE
MUNICIPALITY OF BAYHAM PURSUANT TO PROVISIONS OF THE
DRAINAGE ACT, CHAPTER D.17, R.S.O. 1990 AS AMENDED.
WHEREAS the Council of the Municipality of Bayham deems it expedient to authorize
the Mayor and Clerk to enter into and execute a contract on behalf of the Municipality,
for the provision of drainage works of the ETBO Drain based on and in accordance with
the terms and conditions of the tender accepted;
AND WHEREAS the Corporation of the Municipality of Bayham (the “Municipality”)
desires to enter into an agreement with PBR Excavating Inc. for construction of the
ETBO Drain in accordance with the Contract as prepared by Spriet Associates;
THEREFORE, the Council of the Corporation of the Municipality of Bayham enacts as
follows:
1. THAT the Municipality enter into and execute an agreement with PBR
Excavating Inc. for construction of the ETBO Drain in accordance with the
Contract attached hereto as Schedule “A” and forming part of this By-Law;
2. THAT the Mayor and the Clerk of the Municipality are hereby authorized and
directed on behalf of the Municipality to execute all documents as may be
required to give effect to these presents;
3. THAT this by-law shall come into full force and effect upon final passing.
READ A FIRST SECOND AND THIRD TIME AND FINALLY PASSED THIS 20TH DAY
OF FEBRUARY 2020.
_____________________________
Mayor
_____________________________
Clerk
THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM
BY-LAW NO. 2020-013
A BY-LAW TO AUTHORIZE THE EXECUTION OF AN AGREEMENT BETWEEN
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
AND
BAYHAM HISTORICAL SOCIETY
WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a
broad scope of powers to municipalities to govern their affairs as they consider appropriate;
AND WHEREAS the Council of the Municipality of Bayham is prepared to make a one-time
donation to the Bayham Historical Society to further its charitable purposes from time to
time;
AND WHEREAS the Bayham Historical Society desires to accept said one-time donation;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY
OF BAYHAM ENACTS AS FOLLOWS:
1. THAT the Mayor and Clerk be and are hereby authorized to execute the Agreement
attached hereto as Schedule “A” and forming part of this by-law between the
Municipality of Bayham and Bayham Historical Society to provide one-time donation
to the Bayham Historical Society;
2. AND THAT this by-law shall come into full force and effect upon final passing.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 20th DAY
OF FEBRUARY 2020.
___________________________ _____________________________
MAYOR CLERK
THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM
BY-LAW NO. 2020 - 014
A BY-LAW TO CONFIRM ALL ACTIONS OF
THE COUNCIL OF THE CORPORATION OF
THE MUNICIPALITY OF BAYHAM FOR THE
COUNCIL MEETING HELD FEBRUARY 20, 2020
WHEREAS under Section 5 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, the powers of
a municipal corporation are to be exercised by the Council of the municipality;
AND WHEREAS under Section 5 (3) of the Municipal Act, 2001, the powers of Council are to be
exercised by by-law;
AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it
advisable that the proceedings of the meeting be confirmed and adopted by by-law.
THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF
BAYHAM ENACTS AS FOLLOWS:
1. THAT the actions of the Council of the Corporation of the Municipality of Bayham in
respect of each recommendation and each motion and resolution passed and other
action by the Council at the Council meeting held February 20, 2020 is hereby adopted
and confirmed as if all proceedings were expressly embodied in this by-law.
2. THAT the Mayor and Clerk of the Corporation of the Municipality of Bayham are hereby
authorized and directed to do all things necessary to give effect to the action of the
Council including executing all documents and affixing the Corporate Seal.
READ A FIRST, SECOND AND THIRD TIME and finally passed this 20th day of February,
2020.
____________________________ _____________________________
MAYOR CLERK