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HomeMy WebLinkAboutDecember 16, 2021 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – Held Virtually Thursday, December 16, 2021 7:00 p.m. The December 16, 2021 Council Meeting will be held virtually via Zoom and livestreamed on YouTube. The Public may watch the Council meeting utilizing the Municipality of Bayham YouTube Channel: https://www.youtube.com/channel/UCpY8wjivr1zSsi0tvbgtUrg 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. Council Meeting held December 2, 2021 B. Statutory Planning Meeting held December 2, 2021 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 2021 Council Agenda December 16, 2021 2 10.1.1 Receive for Information A. Notice of Committee of Adjustment Decision Minor Variance A-25/21 Countryside Communities Inc. c/o Cale Barnes, Oak Street, Vienna B. Notice of Committee of Adjustment Decision Minor Variance A-26/21 Countryside Communities Inc. c/o Cale Barnes, Snow Street Road Allowance, North of Chestnut Street, Vienna C. Notice of the Adoption of Official Plan Amendment No. 27 10.1.2 Requiring Action 10.2 Reports to Council A. Report DS-67/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Easement Agreement – Peter Hiebert, 57121 Gray Street, Eden B. Report DS-68/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Zoning Amendment Application – Anderson Smith Zoning By-law No. Z735-2021 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Town of Penetanguishene re Concerning Rates of Recidivism B. City of Kitchener re Conversion Therapy C. City of Kitchener re Fire Safety Measures D. City of St. Catharines re National Childcare Program E. Long Point Region Conservation Authority Minutes of Virtual Meeting held November 3, 2021 and Budget Meeting held November 10, 2021 F. Long Point Region Conservation Authority re LPRCA Transition Plan G. Huron Perth Public Health, Southwestern Public Health and Middlesex – London Health Unit re Media Release H. Alexandra Hospital Ingersoll and Tillsonburg District Memorial Hospital re Mandatory Visitor Vaccination Policy 11.1.2 Requiring Action A. Canadian Union of Postal Workers re Expanding Service at Canada Post B. Polar Ridge Riders Snowmobile Club re Snowmobile Trail Land Use 2021 Council Agenda December 16, 2021 3 C. GIO Railways Corporation re Green Line rail crossing 11.2 Reports to Council A. Report CAO-55/21 by Thomas Thayer, CAO|Clerk re Joint Multi-Year Accessibility Plan 12. BY-LAWS A. By-law No. Z735-2021 Being a by-law to amend By-law No. Z456-2003, as amended (This by-law follows the recommendation in Report DS-68/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of December 16, 2021) B. By-law No. 2021-070 Being a by-law to provide for an Interim Tax Levy C. By-law No. 2021-071 Being a by-law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31, 2022 D. By-law No. 2021-072 Being a by-law to authorize the execution of an easement agreement between Peter Hiebert, The Corporation of the Municipality of Bayham and The Corporation of the Town of Tillsonburg (This by-law follows the recommendation in Report DS-67/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of December 16, 2021) E. By-law No. 2021-073 Being a by-law to authorize the execution of a consulting agreement between The Corporation of the Municipality of Bayham and a+LINK Architecture Inc. 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. 2021-074 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 – Held Virtually Thursday, December 2, 2021 7:00 p.m. 6:45 p.m. Committee of Adjustment A. Countryside Communities Inc. A-25/21 B. Countryside Communities Inc. A-26/21 7:30 p.m. Public Meeting - Planning A. Official Plan Amendment No. 27 B. Wayne Anderson and Patti Smith The June 17, 2021 Council Meeting was held virtually via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS C. VALERIE DONNELL DAN FROESE SUSAN CHILCOTT STAFF PRESENT: CAO|CLERK THOMAS THAYER DEPUTY CLERK BRENDA GIBBONS DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL TREASURER LORNE JAMES FIRE CHIEF|BY-LAW ENFORCEMENT OFFICER HARRY BARANIK 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:04 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA A. Report CAO-50/21 by Thomas Thayer, CAO|Clerk, re Ontario Trillium Foundation – Resilient Communities Fund added as Item 11.2-E B. Confidential Report CAO-54/21 re labour relations or employee negotiations (Human Resources) added as Item 14.1-C C. Verbal Item re litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Property Tax Matters) added as Item 14.1-D 2021 Council Minutes December 2, 2021 2 4. ANNOUNCEMENTS A. Deputy Mayor Weisler advised the Lighting of the Lights hosted by the Straffordville EMC Church in the Straffordville Parkette is scheduled for Friday, December 3, 2021 at 6:30 p.m. Southwestern Public Health COVID protocols will be in place. B. Councillor Donnell advised the Bayham Beachfest Committee is hosting the 2021 Port Burwell Santa Claus parade Saturday, December 4, 2022 at 6:00 p.m. Parade participants are asked not to throw candy. Santa will be at the Lighthouse with goodies following the parade. South Western Public Health COVID protocols will be in place. C. Councillor Chilcott advised the Straffordville Santa Claus Parade hosted by the Straffordville Hall Foundation will be held Saturday, December 11, 2021 at 10:30 a.m. Participants are to arrive at the Straffordville Community Centre parking lot by 10:00 a.m. Those wishing to hand out candy must wear masks and gloves. Bags of candy will be available at the pavilion following the parade. D. Mayor Ketchabaw advised Southwestern Public Health has issued a Letter of Instruction outlining restrictions to capacity limits due to high number of infections and low vaccination rates in certain areas. He reminded all to exercise caution, be safe, be smart and stay apart in order to all get through this together. E. The Treasurer advised of a two week delay in posting the 2022 – 2023 Operating Budget due to delays receiving 2022 Roll Assessment from MPAC. 5. DELEGATIONS A. Presentation by Olivia Lahaie, Jaiman Chin and Connor Sharp of StrategyCorp re RMA findings Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the presentation by Olivia Lahaie, Jaiman Chin and Connor Sharp of StrategyCorp re RMA findings be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED Council recessed for the Public Meeting at 7:30 p.m. and reconvened at 7:36 p.m. 2021 Council Minutes December 2, 2021 3 B. Kim Earls of SCOR EDC re Annual Partner Update Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the presentation by Kim Earls of SCOR EDC re Annual Partner Update be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED C. Derek Richmond of Canadian Union of Postal Workers re Expanding Service at Canada Post Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT the presentation by Derek Richmond of Canadian Union of Postal Workers re Expanding Service at Canada Post be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 6. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Council Meeting held November 18, 2021 B. Statutory Planning Meeting held November 18, 2021 Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT the minutes of the Council Meeting held November 18, 2021 and the minutes of the Statutory Planning Meeting held November 18, 2021 be adopted. 2021 Council Minutes December 2, 2021 4 Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x 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 FR-05/21 by Harry Baranik, Fire Chief|By-law Enforcement Officer re Emergency Response Plan Update Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report FR-05/21 re 2021 Emergency Response Plan Update be received for information; AND THAT a by-law to adopt the Emergency Response Plan be brought forward for Council’s consideration Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x 2021 Council Minutes December 2, 2021 5 CARRIED 10. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 10.1 Correspondence 10.1.1 Receive for Information A. Notice of Public Meeting re Proposed Official Plan Amendment – OPA No. 27, Municipality of Bayham B. Notice of Public Meeting re Proposed Zoning By-law Amendment, Wayne Anderson and Patti Smith, 9743 Plank Road, Eden C. Notice of Public Meeting re Proposed Minor Variance A-25/21 Countryside Communities Inc. c/o Cale Barnes, Lot 24 West Side of Oak Street on Registered Plan 54, Vienna D. Notice of Public Meeting re Proposed Minor Variance A-26/21 Countryside Communities Inc. c/o Cale Barnes, Lot 24 East Side of Snow Street on Registered Plan 54, Vienna Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT correspondence items 10.1.1-A - 10.1.1-D be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 10.1.2 Requiring Action 10.2 Reports to Council A. Report DS-65/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Consent Applications E89-21 and E90-21 Community of Christ – Corinth Congregation Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report DS-65/21 regarding Consent Applications E89-21 and E90-21 for Community of Christ – Corinth Congregation be received for information; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Applications E89-21 and E90-21 be granted subject to the following conditions and considerations: 2021 Council Minutes December 2, 2021 6 1. Installation of a private well on the severed lot with water quantity and water quality reports for bacteria and nitrates content meeting the Provincial standards for residential use, as a matter of public health and safety 2. Rezoning the severed lot from Institutional (I) Zone to Hamlet Residential (HR) Zone to permit residential development/use 3. Cash-in-lieu of Parkland Fee for severed lot payable to the municipality 4. Municipal lot assessment for soil evaluation (septic) 5. Confirmation of the actual location of the existing septic bed to confirm suitable setback from the lot line Parcel “B” 6. Digital copy of the final survey provided to the municipality 7. Purchase civic number signage for the severed lot 8. Planning Report fee payable to the municipality 9. Engineered drainage plan for the severed and retained lands 10. Confirmation of suitability of access to County Rd 44 (Eden Line) Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED B. Report DS-66/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator re Official Plan Amendment No. 27 – Partial Services in Straffordville/Eden By-law No. 2021-066 Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report DS-66/21 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 December 2, 2021 regarding revising policy criteria for partial servicing policies in Straffordville and Eden, there were no written or verbal public submissions regarding this matter and that all considerations were taken into account in Council’s decision passing this resolution; AND THAT the proposed amendment is consistent with the Provincial Policy Statement 2020 and the Elgin County Official Plan; AND THAT By-law 2021-066, being an adopting By-law for Official Plan Amendment No. 27 regarding revised partial servicing policies for the Village of Straffordville and Hamlet of Eden in the Municipality of Bayham, be presented for enactment; AND THAT adopted Official Plan Amendment No. 27 be forwarded to the County of Elgin for approval. 2021 Council Minutes December 2, 2021 7 Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 11. FINANCE AND ADMINISTRATION 11.1 Correspondence 11.1.1 Receive for Information A. Township of Wainfleet re Lake of Bays Resolution Requesting Support for Federal and Provincial Funding of Rural Infrastructure Projects B. Municipality of Chatham Kent Support Resolution re Huron County Homeless Task Force C. Municipality of Chatham Kent Support Resolution re City of Kitchener Renovictions D. Municipality of Chatham Kent Support Resolution re City of Kitchener Vaccine Passport Program E. Town of LaSalle re COVID-19 Testing Requirement at Land Border F. OMERS Bulletin re Investment Performance G. Southwestern Public Health re Santa Claus Parades and Seasonal Gatherings, Festive Occasions and other Fall/Winter Events Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT correspondence items 11.1.1-A - 11.1.1- G be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 2021 Council Minutes December 2, 2021 8 11.1.2 Requiring Action 11.2 Reports to Council A. Report TR-17/21 by Lorne James, Treasurer re Clearbeach Property Tax Write Off Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Staff Report TR-17/21 re Clearbeach Property Tax Write-off be received for information. THAT Council direct the Treasurer to write off taxes for Clearbeach Resources Inc. in the amount of $647,415.48 and claw-back unpaid taxes from the upper tier and school boards. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED B. Report TR-18/21 by Lorne James, Treasurer re Development Charges – Water/Wastewater Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT Report TR-18/21 re Development Charges be received for information; AND THAT Council direct to engage in Watson & Associates Economists Ltd. to bring forth a Development Charge study for Water and Wastewater capital charges. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 2021 Council Minutes December 2, 2021 9 C. Report CAO-49/21 by Thomas Thayer, CAO|Clerk re Stop-Up and Close – Part 4, Plan 11R-10789 (Snow Street, Vienna) Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report CAO-49/21 re Stop-Up and Close – Part 4, Plan 11R-10789 (Snow Street, Vienna) be received for information; AND THAT a by-law to stop-up and close Part 4 of Plan 11R-10789, being a part of the Snow Street road allowance, Vienna, be brought forward for Council’s consideration. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED D. Report CAO-51/21 by Thomas Thayer, CAO|Clerk re 2021 Municipal Assistance – EarlyON Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-51/21 re 2021 Municipal Assistance - EarlyON 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 – East Elgin to use: • The Straffordville Community Park Pavilion on Tuesday mornings from 9:30 a.m. – 11:30 a.m. • The Port Burwell Pavilion on Thursday mornings from 9:30 a.m. – 11:00 a.m. until the end of February 2022 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 the cleanup of the requested locations be the responsibility of the organizers. AND THAT all Municipal Assistance Approvals are subject to public health guidelines and provincial regulations and Council may revoke said approvals as required. 2021 Council Minutes December 2, 2021 10 Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED E. Report CAO-50/21 by Thomas Thayer, CAO|Clerk re Ontario Trillium Foundation – Resilient Communities Fund Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-50/21 re Ontario Trillium Foundation – Resilient Communities Fund be received for information; AND THAT Council supports an application to the Ontario Trillium Foundation – Resilient Communities Fund for a hybrid meeting solution for Municipal Council meetings. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 12. BY-LAWS A. By-law No. 2021-065 Being a by-law requiring an Emergency Management Program for the protection of public safety. health, the environment, the critical infrastructure and property and to promote economic stability and a disaster-resilient community (This by- law follows the recommendation in Report FR-05/21 by Harry Baranik, Fire Chief|By-law Enforcement Officer during the regular meeting of December 2, 2021) B. By-law No. 2021-066 Being an amending by-law for Official Plan Amendment No. 27 regarding partial services in the Village of Straffordville and Hamlet of Eden (This by-law follows the recommendation in Report DS-66/21 by Margaret Underhill, Deputy Clerk|Planning Coordinator during the regular meeting of December 2, 2021) C. By-law No. 2021-067 Being a by-law to authorize the execution of an operating and maintenance lease agreement between The Corporation of the Municipality of Bayham and Straffordville Hall Foundation (This by-law follows the recommendation in Report 2021 Council Minutes December 2, 2021 11 CAO-44/21 by Thomas Thayer, CAO|Clerk during the regular meeting of November 18, 2021) D. By-law No. 2021-068 Being a by-law to stop up and close part of the road allowance between Fulton Street and Ann Street in the Municipality of Bayham, in the County of Elgin designated as Part 4 on Registered Plan 11R-10789 (Snow Street) (This by-law follows the recommendation in Report CAO-49/21 by Thomas Thayer, CAO|Clerk during the regular meeting of December 2, 2021) Moved by: Councillor Froese Seconded by: Councillor Donnell THAT By-law No. 2021-065, By-law No. 2021-066, By-law No. 2021-067 and By-law No. 2021-068 be read a first, second and third time and finally passed. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 13. UNFINISHED BUSINESS 14. OTHER BUSINESS 14.1 In Camera Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT the Council do now rise to enter into an “In Camera” Session at 8:59 p.m. to discuss: • a proposed or pending acquisition or disposition of land by the municipality or local board (Facilities) • labour relations or employee negotiations (Human Resources) • litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Property Tax Matters) Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x 2021 Council Minutes December 2, 2021 12 Mayor Ed Ketchabaw x CARRIED A. Confidential Report re a proposed or pending acquisition or disposition of land by the municipality or local board (Facilities) B. Confidential Report re labour relations or employee negotiations (Human Resources) C. Confidential Report re labour relations or employee negotiations (Human Resources) D. Verbal Item re litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Property Tax Matters) 14.2 Out of Camera Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT the Council do now rise from the “In Camera” session at 9:42 pm and report on Closed Session Item A. a proposed or pending acquisition or disposition of land by the municipality or local board (Facilities), Item B. labour relations or employee negotiations (Human Resources), Item C. labour relations or employee negotiations (Human Resources) and Item D. litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board (Property Tax Matters) Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Confidential Report CAO-52/21 re Sale or Disposition of Land (Facilities) be received for information; AND THAT the Council of the Corporation of the Municipality of Bayham declares Parts 4 and 5 on Plan 11R-10789, being the Vienna Community Centre and parking lot, subject to potential sale; AND THAT the Municipality provide twenty-five (25) days’ notice for the submission of public comment on the potential sale. 2021 Council Minutes December 2, 2021 13 Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED Moved by: Councillor Chilcott Seconded by: Councillor Donnell THAT Confidential Report CAO-53/21 re Labour Relations, Employee Negotiations (Human Resources) be received for information. AND THAT staff proceed as directed. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED Moved by: Councillor Donnell Seconded by: Deputy Mayor Weisler THAT Confidential Report CAO-54/21 re Labour Relations, Employee Negotiations (Human Resources) be received for information. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 2021 Council Minutes December 2, 2021 14 Moved by: Deputy Mayor Weisler Seconded by: Councillor Donnell THAT Confidential Verbal Item re litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board (Property Tax Matters) be received for information AND THAT Staff proceed as directed. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 15. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2021-069 Being a by-law to confirm all actions of Council Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Confirming By-law No. 2021-069 be read a first, second and third time and finally passed. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED 16. ADJOURNMENT Moved by: Councillor Froese Seconded by: Councillor Donnell THAT the Council meeting be adjourned at 9:46 p.m. 2021 Council Minutes December 2, 2021 15 Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM STATUTORY PLANNING MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers - Held Virtually Thursday, December 2, 2021 7:30 p.m. A. Official Plan Amendment – OPA No. 27 B. Wayne Anderson and Patti Smith The December 2, 2021 Statutory Planning Meeting was held virtually via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS C. VALERIE DONNELL DAN FROESE SUSAN CHILCOTT STAFF PRESENT: CAO|CLERK THOMAS THAYER DEPUTY CLERK BRENDA GIBBONS DEPUTY CLERK|PLANNING COORDINATOR MARGARET UNDERHILL TREASURER LORNE JAMES FIRE CHIEF|BY-LAW ENFORCEMENT OFFICER HARRY BARANIK SIGNED IN ATTENDEES: None APPLICATION A - MUNICIPALITY OF BAYHAM 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:30 p.m. 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. Official Plan Amendment Application submitted by Municipality of Bayham THE PURPOSE of the Official Plan Amendment is to amend Section 4.2.1.4 a) by revising the text to remove requirement for an Agreement be entered into between the developer and the municipality for cost apportionment for future extension of municipal water services; and, to revise requirement for the applicant/developer to provide detailed engineering plans considering future municipal water services for 2 Statutory Planning Minutes December 2, 2021 the subject lands and connection(s) to municipal water services for draft plan of subdivision or condominium applications. THE EFFECT of this Official Plan Amendment will be to revise policy criteria to allow subdivision development in the Village of Straffordville and the Hamlet of Eden on municipal sanitary services and private on-site water services without requiring agreement for cost apportionment for future municipal services. 5. PUBLIC PARTICIPATION None. 6. CORRESPONDENCE None. 7. OTHER BUSINESS None. 8. ADJOURNMENT Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Official Plan Amendment and By-law No. 2021-066 be considered at the regular meeting of December 2, 2021; AND THAT pursuant to the Planning Act requirements, the Public Meeting for Official Plan Amendment No. 27 is now complete at 7:33 p.m. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED APPLICATION B – WAYNE ANDERSON AND PATTI SMITH 9. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:33 p.m. 3 Statutory Planning Minutes December 2, 2021 10. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 11. CHAIRMAN’S REMARKS ON THE PURPOSE OF THE MEETING The Chairman stated the purpose and effect of the proposed amendment. B. Zoning Application submitted by Wayne Anderson and Patti Smith THE PURPOSE of this By-law is an amendment to change the zoning regulations on a 4,006 m2 (1 acre) parcel of land in the site-specific Estate Residential (ER-9) Zone to a modified site-specific Estate Residential (ER-9) Zone, to permit maximum accessory building floor area of 207 m2 (2,228 ft2) whereas 55 m2 (592 ft2) is the permitted maximum in Zoning By-law Z456-2003. The subject lands are located on the west side of Plank Road, north of 5th Street, known as 9743 Plank Road. THE EFFECT of this By-law will be to permit a 26.7 m2 (287 ft2) enlargement of an existing oversized accessory building, where previous Zoning By-law Amendment (application Z702-2020) and Minor Variance (application A-05/20) permitted combined maximum accessory building floor area of 187 m2 (2,012.8 ft2) and accessory building location in the front yard and closer to the front of the lot than the dwelling for accessory residential use. 12. PUBLIC PARTICIPATION None. 13. CORRESPONDENCE None. 14. OTHER BUSINESS None. 15. ADJOURNMENT Moved by: Deputy Mayor Weisler Seconded by: Councillor Donnell THAT the Zoning By-law be considered at the regular meeting of December 16, 2021; AND THAT pursuant to the Planning Act requirements, the Public Meeting for Zoning Application Wayne Anderson and Patti Smith is now complete at 7:36 p.m. Recorded vote: Member of Council YES NO Councillor C. Valerie Donnell x 4 Statutory Planning Minutes December 2, 2021 Councillor Dan Froese x Councillor Susan Chilcott x Deputy Mayor Rainey Weisler x Mayor Ed Ketchabaw x CARRIED MAYOR CLERK OPA No. 27 PLANNING ACT NOTICE OF THE ADOPTION OF OFFICIAL PLAN AMENDMENT NO. 27 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: MUNICIPALITY OF BAYHAM TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By-Law No. 2021-066 on the 2nd day of December 2021 in accordance with Section 17 of the PLANNING ACT. THE PURPOSE of the Official Plan Amendment is to amend Section 4.2.1.4 a) by revising the text to remove requirement for an agreement be entered into between the developer and the municipality for cost apportionment for future extension of municipal water services; and, to revise requirement for the applicant/developer to provide detailed engineering plans considering future municipal water services for the subject lands and connection(s) to municipal water services for draft plan of subdivision or condominium applications. THE EFFECT of this Official Plan Amendment will be to revise policy criteria to allow subdivision development in the Village of Straffordville and the Hamlet of Eden on municipal sanitary services and private on-site water services without requiring agreement for cost apportionment for future municipal services. THE COMPLETE By-law 2020-066 and Official Plan Amendment No. 27 is available for inspection on the Bayham Municipal website: www.bayham.on.ca 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: Brian Lima Ph: 519-631-1460 Ext 117 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 10th DAY OF DECEMBER 2021. 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 Town of /Ville de Penetanguishene 10 rue Robert St. West/ouest, P.O./C.P. Box 5009 Penetanguishene, ON L9M 2G2 Tel: 705.549.7453 Fax: 705.549.3743 www.penetanguishene.ca Police Services Board December 7, 2021 Hon. Doug Downey Attorney General McMurtry-Scott Bldg 11th Floor 720 Bay Street Toronto, ON M7A 2S9 Dear Hon. Doug Downey; RE: Concerning Rates of Recidivism At the Penetanguishene Police Services Board meeting held on June 14, 2021, members of the board received a quarterly report from the Southern Georgian Bay OPP Detachment Commander. Within the report, the board noticed that the crime rate numbers were surprisingly high. The Detachment Commander explained that a major contributing factor to the high crime rate was that a high number of offenders were often being released by the courts and therefore given the opportunity to re-offend. Following the meeting, the Detachment was able to research the recidivism rates for the catchment area in order to get a better understanding of the circumstances. Prior to the COVID-19 pandemic (August 2018 to February 2020) to post pandemic (March 2020 to September 2021) there was increase of 11% in recidivism rates. In Penetanguishene alone, there were a total of 12427 charges that were analyzed (29% criminal and 71% Provincial) with 519 persons who had charges withdrawn in the same time period. These recidivism rates were concerning for the Police Services Board for two reasons. The first being that it’s obvious that no lesson is learnt by most offenders when they are provided with multiple chances. The second being that this recidivism cycle that’s being created continues to cause more work for the police which then takes them away from other important duties. We’re aware that the analysis of rates demonstrates an increase since the pandemic, and fully recognize that the COVID-19 pandemic could have been a contributing factor to the increase in rates. However, since the pandemic restrictions seem to be lifting, we’re hopeful that the recidivism rates lessen as well. Our hope is to bring awareness to the recidivism rates, advocate for the Southern Georgian Bay OPP and finally, enact change within the provincial court system to help minimize these rates. It would be most helpful not only to the Southern Georgian Bay OPP but all detachments across the province if the provincial court system could help minimize Delivered by Email: attorneygeneral@ontario.ca Letter to Hon. Doug Downey, Attorney General Concerning Rates of Recidivism Page 2 of 2 10 rue Robert St. West/ouest, P.O./C.P. Box 5009 Penetanguishene, ON L9M 2G2 Tel: 705.549.7453 Fax: 705.549.3743 www.penetanguishene.ca recidivism rates by monitoring and recording the offenders who continue to reoffend and highly consider recidivism when sentencing. We’re hopeful that by raising awareness of the high recidivism rates within our detachment, it may persuade change within the provincial court system related to offender sentencing. Please feel free to reach out to the undersigned bcummings@penetanguishene.ca should you have any questions. THE CORPORATION OF THE TOWN OF PENETANGUISHENE Brian Cummings, Board Chair Penetanguishene Police Services Board CC: Hon. Sylvia Jones, Solicitor General Inspector Joseph Evans, OPP Interim Executive Director, Bruce Chapman, OAPSB Council of the Town of Penetanguishene Chief Administrative Officer, Jeff Lees, Town of Penetanguishene All municipalities in Ontario /kc CHRISTINE TARLING Director of Legislated Services & City Clerk Corporate Services Department Kitchener City Hall, 2nd Floor 200 King Street West, P.O. Box 1118 Kitchener, ON N2G 4G7 Phone: 519.741.2200 x 7809 Fax: 519.741.2705 christine.tarling@kitchener.ca TTY: 519-741-2385 December 1, 2021 The Right Honourable Justin Trudeau Prime Minister of Canada 80 Wellington Street Ottawa ON K1A 0A2 Dear Prime Minister: This is to advise that City Council, at a meeting held on November 22, 2021, passed the following resolution regarding conversion therapy: "WHEREAS Conversion practices or conversion “therapy” (also known as “reparative therapy”, “reintegrative therapy” or “aversiontherapy”) include any treatment, practice, or sustained effort that has the intended effect of denying, repressing, discouraging or changing a person’s non-heterosexual sexual orientation, noncisgender gender identity or gender expression, or any behaviours associated with a gender other than the person’s sex assigned at birth; and, WHEREAS all such practices are unscientific, dangerous and proven to cause harm to their victims; and, WHEREAS such practices are opposed by more than 50 professional associations, including the Canadian Association the Canadian Association of Social Workers, Canadian Psychiatric Association, Canadian Professional Association for Transgender Health, Canadian Psychological Association, College of Registered Psychotherapists of Ontario, as well as the United Nations and World Health Organization; and, WHEREAS Bill C-6-2020, An Act to Amend the Criminal Code (Conversion Therapy), which proposed five conversion therapyrelated offences, was an historic piece of legislation preceded by decades of advocacy by conversion practice survivors, that progressed to the second reading stage in the Senate before dying on the order paper when an election was called in August 2021; and, WHEREAS several cities across Canada have adopted bylaws to prohibit conversion practices or are in the process of doing so, including the City of Kingston and the City of Thunder Bay in Ontario; and, -2- WHEREAS the City has adopted a Strategic Plan with a theme of being a “Caring Community”, which includes a commitment to supporting our diverse populations, including the removal of social stigmas and where possible being more equitable and inclusive; and, WHEREAS Kitchener continues to seek opportunities to demonstrate leadership in making all those within our community feel equal and included; THEREFORE BE IT RESOLVED that Kitchener City Council formally denounce conversion practices as dangerous and harmful, perpetuating myths and stereotypes about sexual orientation and gender identity and expression; and, THEREFORE BE IT FURTHER RESOLVED that the City of Kitchener request our Office of Equity, Anti-Racism and Indigenous Initiatives explore ways to support conversion therapy survivors and those at risk; and, THEREFORE BE IT FURTHER RESOLVED that Kitchener City Council direct City staff to continue to monitor legislative developments at the federal and/or provincial orders of government pertaining to conversion therapy, and in conjunction with any actions taken by them and our regional and municipal partners locally, bring a report to Council outlining any further legislative and/or policy actions which may be contemplated by the municipality to further prohibit conversion practices, and, THEREFORE BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Right Honourable Prime Minister of Canada, Minister of Housing, and Diversity and Inclusion, Minister of Justice, Minister for Women and Gender Equality and Youth, and area Members of Parliament urging creation of a new bill within the first 100 days of their mandate which will include a “no consent” provision to protect Canadians of all ages; and, THEREFORE BE IT FINALLY RESOLVED that a copy of this resolution be forward to the Honourable Premier of Ontario, area Members of Provincial Parliament, the Association of Municipalities of Ontario, and all other municipalities in Ontario encouraging both the Province and other municipalities to also formally denounce and take action to prohibit conversion practices against all persons regardless of age." -3- Yours truly, C. Tarling Director of Legislated Services & City Clerk c: Hon. Ahmed Hussen, Minister of Housing, Diversity and Inclusion Hon. David Lametti, Minister of Justice Hon. Marci Ien, Minister for Women and Gender Equality and Youth Hon. Doug Ford, Premier of Ontario Tim Louis, MP (Kitchener-Conestoga) Raj Saini, MP (Kitchener Centre) Marwan Tabbara, MP (Kitchener South-Hespeler) Laura Mae Lindo, MPP (Kitchener Centre) Mike Harris, MPP (Kitchener Conestoga) Amy Fee, MPP (Kitchener South-Hespeler) Monika Turner, Association of Municipalities of Ontario Ontario Municipalities CHRISTINE TARLING Director of Legislated Services & City Clerk Corporate Services Department Kitchener City Hall, 2nd Floor 200 King Street West, P.O. Box 1118 Kitchener, ON N2G 4G7 Phone: 519.741.2200 x 7809 Fax: 519.741.2705 christine.tarling@kitchener.ca TTY: 519-741-2385 December 1, 2021 Honourable Doug Ford Premier of Ontario Legislative Building Queen’s Park Toronto ON M7A 1A1 Dear Premier Ford: This is to advise that City Council, at a meeting held on November 22, 2021, passed the following resolution regarding fire safety measures: "WHEREAS the Government of Ontario, in December 1975, enacted the Ontario Building Code for the purpose of regulating the construction of new, safe buildings within the Province of Ontario; and, WHEREAS the Government of Ontario, in November 1981 enacted the Ontario Fire Code for the purpose of maintaining the life safety systems of all buildings within the Province of Ontario; and, WHEREAS the Government of Ontario, in November 1983 began the process of amending the Ontario Fire Code to include Retrofit provisions, for the purpose of providing a minimum level of life safety for those existing buildings which had not been built under the provisions of any version of the Ontario Building Code; and, WHEREAS the government of Ontario, in October 1992 amended the Ontario Fire Code Retrofit provisions, for the purpose of providing a minimum level of life safety to buildings classed as low rise residential (9.5); and, WHEREAS October 2021 marks twenty-nine (29) years since the requirements outlined by Retrofit 9.5 have been substantially updated; and, WHEREAS this lack of currently appropriate standards for self-closing devices on suite doors and positive latching on exit stairwell doors has led to significant serious injuries, deaths, long term dislodgement of residents, and significant unnecessary insurance loss due to allowed building deficiencies; -2- THEREFORE IT BE RESOLVED that the City of Kitchener urges the government of Ontario to direct the Ontario Fire Marshal’s Office – Technical Services, to undertake an immediate review of that portion of the Ontario Fire Code known as Retrofit Section 9.5; THEREFORE IT FURTHER BE RESOLVED that the City of Kitchener urges the Government of Ontario to, as expeditiously as possible, amend the Ontario Fire Code Sentence 9.5.2.8.(1) to require self closing devices on all suite closures (doors) within low rise residential buildings: and, THEREFORE IT FURTHER BE RESOLVED that the City of Kitchener urges the Government of Ontario to, as expeditiously as possible, amend the Ontario Fire Code Sentence 9.5.3.3.(3) to require that closures (doors) entering exit stairwells be equipped with both self-closing devices and positive latching; and, THEREFORE IT FINALLY BE RESOLVED that a copy of this resolution be forwarded to the Honourable Premier of Ontario, the Minster of Municipal Affairs and Housing, the Association of Municipalities of Ontario; and, all other Ontario municipalities." Yours truly, C. Tarling Director of Legislated Services & City Clerk c: Honourable Steve Clark, Minister of Municipal Affairs and Housing Monika Turner, Association of Municipalities of Ontario Ontario Municipalities December 1, 2021 The Honourable Doug Ford, M.P.P. Premier of Ontario Legislative Building Queen's Park Toronto, ON M7A 1A1 Sent via email: premier@ontario.ca Re: National Childcare Program Our Files: Dear Premier Ford, At its meeting held on November 15, 2021, St. Catharines City Council approved the following motion: “WHEREAS the province of Ontario has the most expensive childcare in the country, presenting a financial hardship for many families and a barrier for women’s full economic participation; and WHEREAS the $34 billion early learning and childcare spending commitment announced this year by the federal government will bring transformative change to childcare by lowering parent fees and expanding the supply of regulated not-for-profit and public childcare in this country; and WHEREAS the federal government has already reached childcare agreements with BC, Nova Scotia, Manitoba, Saskatchewan, Yukon Territory, PEI, Newfoundland and Labrador and Quebec; and WHEREAS the provisions of each agreement vary to some degree, but the majority of the jurisdictions have agreed to use the federal funds to: (a) lower parent fees by 50 per cent by the end of 2022 and to $10 a day by 2025-26 or sooner; (b) improve the wages and working conditions of early childhood educators, and (c) publicly fund the expansion of not-profit and public childcare; THEREFORE BE IT RESOLVED that the City of St. Catharines request that the provincial government take the necessary steps to work with the federal government on a bilateral agreement to ensure the new national child care program be made available to Ontarians, and that it focuses on increased access, affordability, quality and responsiveness, all of which are essential to the COVID-19 pandemic response; and BE IT FURTHER RESOLVED that staff actively monitor federal developments and engage in provincial and regional discussions; and BE IT FURTHER RESOLVED that City Council request the City Clerk circulate Council's decision to other municipalities in Ontario, the Ontario Municipal Social Services Association and the Association of Municipalities of Ontario.” If you have any questions, please contact the Office of the City Clerk at extension 1524. Bonnie Nistico-Dunk, City Clerk Legal and Clerks Services, Office of the City Clerk :mb cc: Niagara Area MPPs Ontario Municipal Social Services Association Ontario Municipalities Association of Municipalities of Ontario, amo@amo.on.ca FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 1 - LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Virtual Meeting Minutes of November 3, 2021 Approved December 1, 2021 The Board of Directors Meeting was held via videoconference, on Wednesday, November 3, 2021 pursuant to section C.9, of the LPRCA’s Administrative By-Law. Members in attendance: Michael Columbus, Chair Norfolk County John Scholten, Vice-Chair Township of Norwich Dave Beres Town of Tillsonburg Robert Chambers County of Brant Kristal Chopp Norfolk County Valerie Donnell Municipality of Bayham/Township of Malahide Tom Masschaele Norfolk County Stewart Patterson Haldimand County Ian Rabbitts Norfolk County Peter Ypma Township of South-West Oxford Regrets: Ken Hewitt Haldimand County Staff in attendance: Judy Maxwell, General Manager Leigh-Anne Mauthe, Interim Manager of Watershed Services Zachary Cox, Marketing Coordinator Dana McLachlan, Executive Assistant *T. Masschaele joined the meeting at 6:45 p.m. *R. Chambers joined the meeting at 6:55 p.m. 1. Welcome and Call to Order The chair called the meeting to order at 6:30 p.m., Wednesday, November 3, 2021. 2. Additional Agenda Items There were no additional agenda items. 3. Declaration of Conflicts of Interest None were declared. 4. Minutes of the Previous Meeting a) Board of Directors Meeting October 6, 2021 FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 2 - There were no questions or comments. A-110/21 Moved by S. Patterson Seconded by D. Beres That the minutes of the LPRCA Board of Directors Meeting held October 6, 2021 be adopted as circulated. CARRIED 5. Business Arising There was no business arising from the previous minutes 6. Review of Committee Minutes There were no committee meeting minutes for review. 7. Correspondence a) Catfish Creek CA Release – Underhill Names Interim Manager of Catfish Creek Conservation Authority b) From the Ministry of the Environment, Conservation and Parks – Release of New Regulations under the Conservation Authorities Act c) Conservation Ontario Release – Phase 1 Regulations for the Conservation Authorities Act are Finalized by the Province d) St. Clair Region CA – New General Manager e) Camp Trillium Release – Merger and Rebranding as Campfire Circle A-111/21 Moved by J. Scholten Seconded by V. Donnell That the correspondence outlined in the Board of Directors Agenda of November 3, 2021 be received as information. CARRIED 8. Development Applications a) Staff Approved applications Twelve applications were approved through the General Manager’s delegated authority in the past month. LPRCA-219/21, LPRCA-220/21, LPRCA-221/21, LPRCA-222/21, LPRCA-223/21, LPRCA-225/21, LPRCA-226/21, LPRCA-227/21, LPRCA-228/21, LPRCA-230/21, LPRCA-231/21, and LPRCA-233/21. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 3 - All of the staff approved applications met the requirements as set out in Section 28 of the Conservation Authorities Act. A-112/21 Moved by I. Rabbitts Seconded by P. Ypma That the LPRCA Board of Directors receives the Staff Approved Section 28 Regulation Applications report dated October 21, 2021 as information. CARRIED 9. New Business a) General Manager’s Report The General Manager provided an overview of operations this past month. A meeting was held with representatives of the Turkey Point Mountain Bike Club to discuss the operation and compliance with the agreement. More information to follow. Hydro and water upgrades are currently underway at the Deer Creek Conservation Area. Water quality sampling is ongoing, and the LPRCA forest tracts are undergoing surveys of invasive species. Treatment of the invasive species will be carried out in 2022. There were no questions or comments. A-113/21 Moved by D. Beres Seconded by P. Ypma That the LPRCA Board of Directors receives the General Manager’s Report for October 2021 as information. CARRIED b) Conservation Authority Act Amendments – Phase 1 Regulations and Timelines Last month three new regulations were announced. The regulations are: O. Reg. 686/21: Mandatory Programs and Services; O. Reg. 687/21: Transitions Plans and Agreements for Programs and Services under S. 21.1.2 of the Act; and O. Reg. 688/21: Rules of Conduct in Conservation Areas. Based on feedback from the public consultations, changes made to the Act most significant to LPRCA are: FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 4 -  The removal of the requirement for community advisory boards  The extension of some of the time lines, including the transition period for the new levy framework to January 1, 2024  The inclusion of passive areas as part of the mandatory programs A Transition Plan, to outline the steps to be taken for inventory programs and services and enter into agreements with participating municipalities to fund municipally driven programs, is to be submitted to the Ministry of Environment, Conservation and Parks (MECP) by December 31, 2021. Detailed quarterly reports are required to be submitted to MECP during the transition period beginning February 22, 2022. A-114/21 Moved by D. Beres Seconded by V. Donnell THAT the LPRCA Board of Directors receives the Conservation Authorities Act Amendments – Phase 1 Regulations and Timelines report as information. CARRIED T. Masschaele arrived at 6:45 p.m. Mr. Maschaele had no conflicts of interest to declare. c) Exception Request for Chair and Vice-Chair Terms Under the Conservation Authorities Act LPRCA is seeking a ministerial exception from recently proclaimed provisions of the Conservation Authorities Act; specifically, to the two consecutive one-year term limit for the Chair and Vice-Chair, and the requirement to rotate the Chair and Vice-Chair positions amongst all participating municipalities. If an exception is granted, it will most likely be for a one-year term and will require an annual exception request. A-115/21 Moved by D. Beres Seconded by T. Masschaele THAT the report entitled “Exception Request for Chair and Vice-Chair Terms under the Conservation Authorities Act” be received as information; And THAT the Long Point Region Conservation Authority submits a request to the Minister of Environment, Conservation and Parks for an exception as per s.17 (1.3)(a) of the FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 5 - Conservation Authorities Act to the two consecutive one-year term limit for Chair and Vice-Chair; And THAT the Long Point Region Conservation Authority submits a request to the Minister of Environment, Conservation and Parks for an exception as per s.17 (1.3)(b) of the Conservation Authorities Act that the LPRCA be exempt from the requirement to rotate the Chair and Vice-Chair amongst all participating municipalities; And THAT the LPRCA Board of Directors endorses the letter of exception to be sent the Minister of Environment, Conservation and Parks. CARRIED All members present, Dave Beres , Robert Chambers, Kristal Chopp, Valerie Donnell, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma, and Michael Columbus, voted in favour of the motion. d) Q3 Financial Report – September 30, 2021 Revenues to September 30, 2021 represented 93.2% of the annual budget and expenditures 73.6%. Overall, the Authority is in a favourable position to September 30, 2021 and management anticipates that LPRCA will remain in a favourable position for fiscal 2021. R. Chambers arrived at 6:45 p.m. Mr. Chambers had no conflicts of interest to declare. A-116/21 Moved by I. Rabbitts Seconded by D. Beres THAT the LPRCA Board of Directors receives the Q3 Financial Report – September 30, 2021 for the period up and including September 30th, 2021 as information. CARRIED e) Backhoe Loader Purchase A tender was issued for a backhoe loader through the bids and tenders website. Six bids from five vendors were received by the deadline. All bids met or exceeded the requirements specified. Staff recommended the tender be awarded to the lowest bidder. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 6 - A-117/21 Moved by J. Scholten Seconded by P. Ypma THAT the LPRCA Board of Directors accepts the tender submitted by Toromont Cat for the purchase of one new 2020 Backhoe Loader, model Caterpillar 416 four-wheel drive, for $111,190; And, THAT the LPRCA Board of Directors approves the purchase of a 4-year or 4000-hour extended powertrain warranty for a cost of $2,660. CARRIED f) Regulations and Provincial Offences Officer Designations Three staff members recently completed a virtual Level 1 Provincial Offences Officer training session. With these appointments there are now three staff members appointed as LPRCA Regulations Officers and Provincial Offences Officers for the purpose of compliance and enforcement of Section 28 of the Conservation Authorities Act and five staff members appointed for the purpose of compliance and enforcement of Section 29 of the Conservation Authorities Act and the Trespass to Property Act. A-118/21 Moved by V. Donnell Seconded by R. Chambers THAT the LPRCA Board of Directors appoints Ben Watson, Development Technician, as an LPRCA Regulations Officer and Provincial Offences Officer for the purpose of compliance and enforcement of any regulation made under Section 28 of the Conservation Authorities Act. And, THAT the Board appoints Debbie Thain, Forestry Supervisor, and Evan Forbes, Haldimand Park Supervisor, as LPRCA Regulations Officers and Provincial Offences Officers for the purpose of compliance and enforcement of any regulation made under Section 29 of the Conservation Authorities Act and the Trespass to Property Act. CARRIED FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Ken Hewitt, Tom Masschaele, Stewart Patterson, Ian Rabbitts, John Scholten, Peter Ypma - 7 - g) Communications Update – November 2021 Staff presented an overview of communications initiatives and performance metrics of the LPRCA website and social media accounts. Recent initiatives include the virtual 2021 Memorial Forest Dedication Service now posted on LPRCA’s website, and the Conservation Ontario driven Drinking Water Source Protection Communication campaign. The top search terms for LPRCA have been for outdoor recreation and the conservation areas. LPRCA continues to have a strong presence on FaceBook, Instagram and Twitter. A-119/21 Moved by T. Masschaele Seconded by S. Patterson THAT the LPRCA Board of Directors receives the Communications Update – November 2021 report as information. CARRIED Adjournment The Chair adjourned the meeting at 7:15 p.m. _______________________________ ________________________________ Michael Columbus Judy Maxwell Chair General Manager/Secretary-Treasurer /dm FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 1 - LONG POINT REGION CONSERVATION AUTHORITY Board of Directors Budget Meeting of November 10, 2021 Approved December 1, 2021 Members in attendance: Michael Columbus, Chair Norfolk County John Scholten, Vice-Chair Township of Norwich Dave Beres Town of Tillsonburg Robert Chambers County of Brant Kristal Chopp Norfolk County Valerie Donnell Municipality of Bayham/Township of Malahide Ken Hewitt Haldimand County Tom Masschaele Norfolk County Stewart Patterson Haldimand County Ian Rabbitts Norfolk County Peter Ypma Township of South-West Oxford Staff in attendance: Judy Maxwell, General Manager Aaron LeDuc, Manager of Corporate Services Leigh-Anne Mauthe, Interim Manager of Watershed Services Lorrie Minshall, Project Manager Dana McLachlan, Administrative Assistant * K. Chopp joined the meeting at 9:50 a.m. Welcome and Call to Order The chair called the meeting to order at 9:40 a.m., Wednesday, November 10, 2021. Approval of Agenda A-122/20 Moved by T. Masschaele Seconded by V. Donnell That the Board of Directors approves the agenda for the LPRCA 2022 Budget Meeting held November 10, 2021. CARRIED Declaration of Conflicts of Interest None were declared. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 2 - Budget Overview The General Manager summarized the budget process. Once recommended by the Board, the 2022 LPRCA Draft Budget will be circulated to member municipalities for a 30-day review. At the first meeting of the new year, the budget will be voted on by a recorded, weighted vote. The Manager of Corporate Services presented a general overview of the 2022 budget. Some changes were made in accordance with the Conservation Authorities Act amendments. The Audit and Finance Committee met October 6th and the Committee directed staff to prepare a budget with a maximum 2.5% target increase on the levy. A budget was presented for 2.13% or $44,015 on the overall municipal general levy. The operating levy increased by 2.21% or $37,315 and the capital levy increased by 1.79% or $6,700. There is no requirement for a special levy in 2022. K. Chopp arrived. No conflict was declared. OPERATIONS The 2022 total operating budget is $4,797,561 requiring $1,724,259 from the general levy. Watershed Planning and Technical Services The Watershed Planning and Technical Services Department has two main responsibilities: regulating development in and around hazardous areas through the permitting process; and, providing advice on planning and land-use matters to municipalities. The Action Plan for 2022 includes collaborating with municipal partners to streamline plan review services. The proposed Planning and Technical fees have been increased by 2.1% on average. The Pre-Consultation fee will not be increased and a new fee has been added for Ministry Zoning Orders (MZO). Staff recommended the fee for permits issued by MZO be charged on a full cost-recovery basis. Planning, permitting, and lawyer inquiry fee revenues are currently above the 2021 budget. The draft budget included an additional Resource Planner in 2022 in support of the succession plan. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 3 - Watershed Flood Control Services The Flood Control Services department includes the Flood Forecasting and Warning System, and the maintenance and operation of dams and weirs. This department provides notices about potential flooding to municipalities and the public, works with member municipalities and emergency responders in flood preparation and response, maintains hydrometric data, and works with member municipalities in hazard risk identification assessment. The Action Plan for 2022 includes hydraulic modeling of the Big Otter River system and hosting a Flood Coordinators workshop. Healthy Watershed Services The Healthy Watershed Services Department includes land stewardship and restoration programs, surface water and groundwater quality monitoring, low water response programs, and source water protection programs. The majority of the activities/projects in this department are funded through various government programs and private landowners/organizations while three programs are funded through levy. The Action Plan for 2022 includes establishing 1,300 acres of cover crops, monitoring five lamprey barriers, and providing phragmites control on 111 acres of LPRCA owned lands. Conservation Authority Lands The Conservation Authority Lands department was created to conform with changes in the Conservation Authorities Act and associated Regulations. The department encompasses activities on lands owned by the Authority and includes the Lee Brown Marsh, fish and wildlife support services, parkettes, hazard tree removal, enforcement, and property taxes. The Action Plan for 2022 includes managing properties for a healthy ecosystem, recreational opportunities, and hunting opportunities. Communications and Marketing Services The Communications and Marketing Services department is responsible for producing all marketing materials, creating website content, monitoring and managing LPRCA social media accounts, and all external messaging. The Action Plan for 2022 includes increasing public access to information about LPRCA website, creating a database of LPRCA owned and managed properties, and creating a StoryMap of LPRCA’s water control structures. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 4 - Backus Heritage and Education Services This department covers the Backus Education Centre, the Backhouse Historic Site and Services, and Conservation Education and programming. The Action Plan for 2022 includes the construction phase of the Gallery Revitalization Project at the Education Centre, and continuing educational and interpretive programming. Conservation Parks Management Services The Backus campground has been added to the Conservation Parks Management Services department along with the other four conservation area campgrounds: Deer Creek, Haldimand, Norfolk, and Waterford North. Workshop staff provides support with park infrastructure and mechanical repairs. Demand for camping is expected to increase, therefore, staffing has been increased to match the workload. The Action Plan for 2022 includes opening the final phase of upgrades to Waterford North CA, starting phase one of the Norfolk CA upgrades, and streamlining the entry/exit process at Deer Creek CA. Conservation Area User Fees Seasonal camping fees have been increased to reflect upgrades in the parks and the cost of services provided. There is no change to nightly camping fees, with the exception of new, reduced rates for seniors and those with disabilities. There are no other rate changes for 2022. Public Forest Lands Management Services LPRCA owns just over 11,000 acres, of which over 7,500 acres are managed forests. The Action Plan for 2022 includes contracting an Ecologist to help protect species at risk, marking LPRCA utilizing good forestry practices, monitoring ongoing logging operations, and developing strategies with community partners for invasive species. Private Forest Land Management Services The Private Forest Lands Management Department assists private landowners to reforest lands on their property. The Action Plan for 2022 includes planting approximately 63,000 trees funded by private landowners and Forest Ontario, and tree survival monitoring and reporting. FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 5 - Maintenance Operation Services This department includes all of the LPRCA facilities and the motor pool. The Action Plan for 2022 includes maintaining all LPRCA vehicles and equipment, supporting operation for the parks, and completing capital projects to improve LPRCA facilities and campgrounds. Corporate Services The Corporate Services Department includes administration, accounting, and IT services. The Action Plan for 2022 includes a compensation survey and pay equity review, and a review and update to the Purchasing policy and Record Retention Schedule. CAPITAL Capital Budget Summary – 2022-2026 The 2022 total for capital spending is budgeted at $511,250 requiring $381,700 from the general levy, $60,000 from the Strategic Reserve, and $69,550 from the Capital Levy Reserve. Watershed Services Capital Projects Staff provided an updated detailed plan for the flood control structures to 2026. To date, all Dam Safety Reviews are complete with the exception of Lehman Dam pending direction from the Ministry of Transportation regarding the bridge and road repairs on Highway 3, and Deer Creek. Repairs are required at the Norwich Dam. The expected cost for the repairs is $25,000 to come from the Capital Levy Reserve. The repairs will be completed in 2022. The Deer Creek Dam repair has been tendered and awarded and will be completed in 2022. Conservation Authority Lands Capital Projects Gates are added or replaced at woodlot entrances to discourage ATV trespass and garbage dumping. The gates are built and installed by the workshop staff, $5,000 has been budgeted for 2022 and will continue at least until 2024. Conservation Parks Management Capital Projects Haldimand Conservation Area: To provide greater safety for staff and visitors, and reduce trespassing, $9,000 has been budgeted to install an access control gate with a card reader on the north entrance. There is currently limited access control at the north FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 6 - entrance and the gate would allow access to registered campers and visitors with an access card. Norfolk Conservation Area: Staff proposed a 3-phased project to upgrade hydro, bury lines, and reconfigure the park to alleviate ongoing electrical issues and add premium sites. Phase one is expected to cost $145,000 with $60,000 coming from the Strategic Reserve. Maintenance Operation Services Capital Projects Staff requested funds to purchase the following motor pool items to maintain and replenish the fleet:  One 4WD pickup truck to replace an older model truck  One mid-mount riding mower to be deployed to one of the campgrounds  One diesel engine tandem dump truck to replace the current dump truck  One utility/landscape trailer to replace the current trailer The budgeted amount for the motor pool items is $248,450 with $44,550 coming from the Capital Reserve. The workshop roof was leaking and has been patched and requires replacing. Sheet metal roofing will be installed at a budgeted cost of $27,500. Corporate Services Capital Projects Computer hardware and accessories upgrades are required which will be deployed throughout the organization. $7,000 has been budgeted for the equipment. BUDGET RECOMMENDATIONS General Manager’s Report and Budget Recommendations Staff provided a Cash Reserve Projection and reiterated that once recommended by the Board, the 2022 LPRCA Draft Budget will be circulated to member municipalities for a 30-day review. A-121/20 Moved by D. Beres Seconded by I. Rabbitts THAT the LPRCA Board of Directors approves the following recommendations regarding LPRCA’s 2022 Draft Operating and Capital budgets; THAT the 2022 proposed Ontario Regulation 178/06 Permit Fees and Planning Act Review Fees as set out in Tab 5 be approved; FULL AUTHORITY COMMITTEE MEMBERS Dave Beres, Robert Chambers, Kristal Chopp, Michael Columbus, Valerie Donnell, Roger Geysens, Ken Hewitt, Tom Masschaele, Stewart Patterson, John Scholten, Peter Ypma - 7 - THAT the 2022 proposed Conservation Area User Fees as set out in Tab 11 be approved; THAT the draft 2022 operating budget of $4,797,561 requiring $1,724,259 of general levy representing an increase in the general levy of 2.21% or $37,315; AND draft 2022 capital budget of $511,250 requiring $381,700 of general levy representing an increase in the general levy of 1.79% or $6,700; AND the total general municipal levy of $2,105,959 requiring an increase of 2.13% or $44,015 overall compared to 2021 be circulated to member municipalities for review and comment; AND FURTHER that staff be directed to present the Draft 2022 Budget to member municipalities when requested. CARRIED The Chair adjourned the meeting at 11:40 p.m. _______________________________ ________________________________ Michael Columbus Judy Maxwell Chair General Manager/Secretary-Treasurer /dm Long Point Region Conservation Authority 4 Elm St., Tillsonburg, Ontario N4G 0C4 519-842-4242 or 1-888-231-5408 ˖ Fax 519-842-7123 Email: conservation@lprca.on.ca ˖ www.lprca.on.ca A Member of the Conservation Ontario Network December 2, 2021 Thomas Thayer, CAO tthayer@bayham.on.ca Re: LPRCA Transition Plan – O. Reg. 687/21 Dear Mr. Thayer, The Board of Directors meeting was held on Wednesday December 1, 2021 and the LPRCA Transition Plan (attached) was recommended to be circulated to member municipalities. The LPRCA Transition Plan communicates the Authority’s strategy to achieve the requirements of Ontario Regulation 687/21. Ontario Regulation 687/21 requires each Conservation Authority to develop and implement a “Transition Plan” that outlines the steps to be taken to develop an inventory of programs and services. The Transition Plan is to be circulated to member municipalities and submitted to the Ministry of Environment, Conservation and Parks by December 31, 2021. The Authority’s inventory of programs and services will be circulated to member municipalities by February 28, 2022. If you or your officials have any questions or need further information, please contact Aaron LeDuc, Manager of Corporate Services at aleduc@lprca.on.ca or 519-842-4242, ext. 224. The Long Point Region Conservation Authority appreciates your continued support and we look forward to working with you to ensure the delivery of quality programs and services throughout the watershed. Sincerely, Judy Maxwell, General Manager cc. Brenda Gibbons, Deputy Clerk 1 Transition Plans and Agreements for Programs and Services O. Reg. 687/21 Effective Date: December 1, 2021 2 Transition Plan: O. Reg. 678/21 Prepared by: Lorrie Minshall Title: Project Manager Approved by: Judy Maxwell Title: General Manager Prepared for: LPRCA Board of Directors, Member Municipalities and MECP Long Point Region Conservation Authority Transition Plan Introduction O. Reg. 687/21 “Transition Plans and Agreements for Programs and Services” made under the Section 21.1.2 of the Conservation Authorities Act came into effect on October 1, 2021. O. Reg. 687/21 requires each Conservation Authority to develop and implement a Transition Plan. The Transition Plan is to outline the process and timelines for the development of cost apportionment agreements with their member municipalities for non-mandated programs and services that rely, in whole or in part, on municipal levy. The purpose of the transition period is to prepare conservation authorities and municipalities for the change to the budgeting process based on the delivery of mandatory and non-mandatory programs and services by January 1, 2024. Phase 1 Transition Plan This Transition Plan is required to be completed by December 31, 2021 and distributed to member municipalities and the Ministry of the Environment, Conservation and Parks (MECP). Prior to this distribution, the Long Point Region Conservation Authority (LPRCA) Board of Directors will receive the Transition Plan. The Transition Plan will be posted on the LPRCA website before December 31, 2021. Inventory of Programs and Services An inventory of program and services is to be prepared and circulated to member municipalities by February 28, 2022. LPRCA’s programs and services will be classified as either Category 1 Mandatory, Category 2 Non-Mandatory or Category 3 Other, as identified in Section 21 of the Conservation Authorities Act and O. Reg. 686/21. The inventory will include an estimate of the annual cost of the service, sources of funding and the percentage attributed to each funding source. In addition, a record of the municipal distribution of the inventory is to be forwarded to MECP. Any changes to the inventory after February 28, 2022 will be documented and forwarded to MECP. Phase 2 Municipal Agreements All municipal agreements for non-mandated services are to be in place by January 1, 2024. LPRCA will negotiate with its municipal partners to develop agreements for non-mandated but 3 important watershed-wide programs and services. The negotiations will be undertaken upon the circulation of the inventory in February 2022. In addition, LPRCA will consult with neighbouring Conservation Authorities to ensure we are coordinating programs and services to meet the needs of our shared municipal partners. Timeline Summary Chart Action/Deliverable Execute Deadline 2021 Develop Transition Plan Oct. - Nov. 2021 Dec. 31, 2021 Board Report on Transition Plan Dec. 2021 Transition Plan sent to member municipalities and MECP, posted to LPRCA web Dec. 2021 Dec. 31, 2021 2022 Develop Programs and Services Inventory Oct. 2021 – Jan. 2022 Feb. 28, 2022 Board Review of Programs and Services Inventory for circulation to municipalities Feb. 23, 2022 Inventory of Programs and Services sent to municipalities Feb. 28, 2022 Feb. 28, 2022 Inventory of Programs and Services sent to MECP with municipal circulation record Feb. 28, 2022 Feb. 28, 2022 2023 Negotiate cost apportioning agreements with municipalities Feb. 2, 2022 – Sep. 30, 2023 Sept. 30, 2023 Consult with neighbouring CAs Dec. 2, 2021 – Sep. 30, 2023 Sept. 30, 2023 Request for extension of transition date (if required) Sept. 30, 2023 Execute municipal agreements August/September 2023 Dec. 31, 2023 2024 Board Approval of 2024 Budget implementing agreements Jan. 2024 Final Report to MECP Jan. 30, 2024 The Authority Shall submit progress reports to the Ministry on the following dates: Quarterly Progress Report July 1, 2022 Quarterly Progress Report October 1, 2022 Quarterly Progress Report January 1, 2023 Quarterly Progress Report April 1, 2023 Quarterly Progress Report July 1, 2023 Quarterly Progress Report October 1, 2023 MEDICAL OFFICERS OF HEALTH RECOMMEND CAUTION DURING THE HOLIDAYS AS COVID-19 CASE NUMBERS CONTINUE TO CLIMB FOR IMMEDIATE RELEASE December 9, 2021 London, ON – Increasing case numbers and the arrival of the Omicron variant have prompted area Medical Officers of Health to issue a letter outlining recommendations for how residents can protect themselves and their loved ones from COVID-19 during the holidays. Huron Perth Public Health’s Dr. Miriam Klassen, Southwestern Public Health’s Dr. Joyce Lock and the Middlesex-London Health Unit’s Acting Medical Officer of Health, Dr. Alex Summers issued the joint statement today. The letter does not add restrictions or gathering limits for businesses, restaurants, or other establishments to those already put in place by the Provincial Government. However, it does advise individuals of the steps they can take to limit the potential spread of COVID-19 at a critical time, when the number of cases is on the rise and holiday gathering and travel plans are being made. The joint letter from the Medical Officers of Health recommends the following: • Everyone should limit indoor social gatherings in private dwellings to no more than 10 people. All attendees 12 years of age and older should be vaccinated. • All unvaccinated individuals 12 years of age and older should avoid any non-essential indoor contact with individuals who are not part of their household. • Where possible, individuals should work remotely. The recommendations come into effect immediately and will be reassessed in four weeks. In addition to limiting close contact with others, the best way to prevent COVID-19 spread and severe illness from the virus, is to get fully vaccinated. The recommendation for unvaccinated individuals 12 years of age and older is included as the risk of acquiring COVID-19 infection is much higher in unvaccinated or partially vaccinated individuals compared to vaccinated individuals. While breakthrough cases may occur in vaccinated people, they tend to be milder with a much lower risk of hospitalization, ICU admission and death. “We know people are tired, but we hope they’ll understand why we’re asking them to take extra steps to prevent further spread, especially as we approach the holidays,” says Dr. Alex Summers, Acting Medical Officer of Health with the Middlesex-London Health Unit. “We know that this means adjusting plans, which is a big ask, but the number of new cases and the arrival of the Omicron variant have shown we can’t let our guard down.” Adds Dr. Joyce Lock, Medical Officer of Health with Southwestern Public Health, “So many of those from our region have embraced vaccination and the other public health measures we’ve asked of them. This is a reminder that a layered approach is required. We can’t rely on vaccination alone. As our socializing is primarily happening indoors right now, we need multiple strategies in place at once.” “We continue to see a steady stream of new cases in Huron-Perth, and many are associated with social gatherings and events,” says Dr. Miriam Klassen, Medical Officer of Health for Huron Perth. “The more contacts you have, the higher the risk of COVID-19 spreading to you or your loved ones, including the vulnerable. Following these three recommendations will help keep community members as safe as possible during the holiday season and into January.” In recent weeks, the three health units have seen higher transmission of the virus and COVID- 19 outbreaks in multiple settings, including schools, childcare centres, long-term care, and retirement homes. The recommendations are intended to lower the number of close contacts between individuals, which previous experience and Science Table modelling have shown can lead to a decrease in case counts. For more information about COVID-19 and how to protect yourself and your family and friends from the virus, please visit: Middlesex-London Health Unit: www.healthunit.com/novel-coronavirus Southwestern Public Health: www.swpublichealth.ca/covid19 Huron Perth Public Health: www.hpph.ca/coronavirus Media Contacts: Dan Flaherty, Communications Manager, Middlesex-London Health Unit, 519-617-0570 Megan Cornwell, Manager of Communications, Southwestern Public Health, 519-320-0819 Rita Marshall, Communications Manager, Huron Perth Public Health, communications@hpph.ca Spokespeople: Dr. Alex Summers, Acting Medical Officer of Health, Middlesex-London Health Unit Dr. Joyce Lock, Medical Officer of Health, Southwestern Public Health Dr. Miriam Klassen, Medical Officer of Health, Huron Perth Public Health [Type text] TILLSONBURG DISTRICT MEMORIAL HOSPITAL 167 Rolph St., Tillsonburg, ON N4G 3Y9 Phone: 519-842-3611 Fax: 519-842-6733 www.tillsonburghospital.on.ca ALEXANDRA HOSPITAL, INGERSOLL 29 Noxon St., Ingersoll, ON N5C 1B8 Phone: 519-485-1732 Fax: 519-485-9606 www.alexandrahospital.on.ca Media Release Date: November 26, 2021 AHI AND TDMH IMPLEMENT MANDATORY VISITOR VACCINATION POLICY As health care organizations, it is our responsibility to do everything we can to protect our patients, staff, and community. Throughout the pandemic, Alexandra Hospital, Ingersoll and Tillsonburg District Memorial Hospital have put measures in place to protect patients seeking care at our hospitals, as well as for staff and visitors. To ensure the safest possible environment for our patients to receive care, AHI and TDMH will be implementing mandatory COVID-19 vaccination policies for visitors effective 11:00 am on Monday, November 30th, in addition to mandates already in place for our staff. Please note, this policy does not impact patients coming to the hospital seeking treatment or tests. Proof of full COVID-19 vaccination will be required for all individuals seeking to visit a patient at AHI and TDMH. Vaccines are safe and effective, and are our best defense against the COVID-19 virus. Please refer to hospital websites for further details on our visiting guidelines. Because of the proven effectiveness of the vaccine against the virus and its variants, we encourage everyone who is eligible to get the COVID-19 vaccine as soon as possible. -30- Media Contact: Sandy Jansen, President and CEO Phone Number: AHI 519-485-1700 ext. 8231; TDMH 519-842-3611 ext. 5303 E-mail: sandy.jansen@ahi.ca or sandy.jansen@tdmh.on.ca Good Day Brenda. I spoke at Council last night regarding the resolution for the delivering community power. The debate was to support resolution a request was made to remove the electric vehicles and charging stations. It was adopted to be accepted as correspondence and reviewed to support resolution at a later council meeting. We are ok with council amending the resolution to remove the 2 whereas they pertain to EV’s and charging station. I hope this amendment will encourage Bayham council to adopt the resolution to try to bring in much needed community services through Canada post to the municipality of Bayham. Derek Richmond Ontario Region Delivering Community Power Coordinator Canadian Union of Postal Workers 416 809 7632 Poplar Ridge Riders Snowmobile Club December 9 2021 Bayham Township and to whom in may concern in Vienna: Poplar Ridge Riders is one of 20 snowmobile clubs in District 5 which is one of 16 districts of the Ontario Federation of Snowmobile clubs. There are 280 clubs in Ontario and operate approx. 30,000 km of trails in Ontario. OFSC was started over 50 years ago to make interconnected snowmobiling function in Ontario. That way the rules and the pass, insurance, risk management etc could be done on a province wide basis. This has allowed us to be part of something that is run professionally with proper landowner “memorandum of understanding” and liability insurance with a limit of $15,000,000.00. They have their own legal team to manage risk and to represent the defense of land owners. www.ofsc.on.ca As a local club we are in the process of doing a reroute of our main trail 5-108 which takes us from St Thomas to our west and east to Langton and beyond. Our wish is to “follow road to trail” on Centre St to Fulton St and then Union St and would like to utilize the road right of way to Queen St extension. Then east to Edison Dr over the new bridge and follow the Edison along the south shoulder to gate at the Tim Emerson farm. I understand that this needs to come before council to put proper bylaw in place. I have attached a copy of our insurance policy which we can have Bayham or Vienna named insured. We would also need a signed land owner “memorandum of understanding “. See attached. Poplar Ridge used to ride into the southwest end of the village allowing us to go to the restaurant back in the day. The season is short and we are snowmobile only. ATVs are not allowed on OFSC trails in this area at all except for trail install and removal as required. If conditions allow you can leave home locally and ride to Ottawa area or Cochrane or Longlac or Marathon if your so inclined. Check out the OFSC map link to show the province. https://ofsc.evtrails.com/# Trails in red are closed and will turn yellow for limited conditions and show green when they are fully open. A little bit of yellow up there in Cochrane as of December 9 2021. And so It begins. We at Poplar Ridge have worked hard to maintain the integrity of this trail in the south. Many of us trailer to the north to ride but we want to maintain this link so our children and families can “catch the bug” and enjoy the great outdoors in this time of uncertainty. We were not aware of the requirement for a bylaw in the village and apologise for putting up signage before we make this request. We are looking for a positive response from your council as the season will be upon us in the very near future. If any more information is required do not hesitate to ask or you can reach out to our district office at info@ofscdistrict5.com. They can also direct you to the appropriate people at the OFSC. For Poplar Ridge Riders Snowmobile Club #152 Martin Baelde 6757 Springwater Rd Aylmer ON N5H 2R4 519-808-0269 lifttrucksarecool@hotmail.com Template prepared by: Ontario Federation of Snowmobile Clubs: 09/2016 MEMORANDUM OF UNDERSTANDING PRESCRIBED SNOWMOBILE TRAIL LAND USE PERMISSION (PLEASE PRESS HARD AND PRINT OR TYPE) On this ________ day of _____________________, year ________ I, the undersigned, owner/occupier of the premises that is lot #___________________________________________ concession #____________________________________________ or other in the Township of____________________________________________, County/District/Region of do hereby give the undersigned named local snowmobile club, as a member in good standing of the Ontario Federation of Snowmobile Clubs, hereinafter referred to as the OFSC, permission to legally enter, establish, groom, maintain, sign and use that portion of the premises herein designated by me for the exclusive purpose of allowing valid permitted and exempted snowmobiles and their riders to use said designated premises for snowmobiling for the period commencing ___________________________ and ending ___________________________ under the following terms and conditions: 1. The local snowmobile club shall at all times remain a member in good standing of the OFSC and be able to verify this to the owner/occupier with a current OFSC certificate or this agreement shall be immediately null and void. 2. By remaining a member in good standing of the OFSC, the local snowmobile club shall be party to the OFSC’s third party liability insurance. This coverage is confirmed to the undersigned owner/occupier by signing this memorandum of understanding on the condition no fee has been charged by the owner/occupier for the use of designated premises. The insurance shall have adequate limits to cover land uses specified herein by the local snowmobile club and valid permitted and exempted snowmobiles and their riders on the designated premises. 3. The designated premises shall be sketched on a separate sheet of paper or shown on an attached map and a copy of each/both shall be initialed by both parties hereto and attached to each copy of this agreement. 4. It is understood that the local snowmobile club, with the owner/occupier’s verbal consent on each occasion, shall have access to the designated premises prior to and after the winter months for the purpose of opening and closing, upgrading and maintaining the trail when there is no snow cover. 5. The local snowmobile club shall maintain that portion of the designated premises to be used by valid permitted and exempted snowmobiles and their riders in reasonably good condition for snowmobiling purposes only; and undertake to post appropriate signage; remove on an annual basis any litter caused by valid permitted and exempted snowmobiles and their riders; and repair or replace property damaged by valid permitted and exempted snowmobiles and their riders on that portion of the designated property used for snowmobiling. 6. Each party hereto shall give the other sixty (60) days prior written notice to the address below of any changes to, or cancellation of this agreement. 7. The local Snowmobile Club, its Trail Patrol Members and Executive are hereby authorized to be the undersigned owner/occupier’s agent(s) to supervise and enforce the uses defined hereunder with respect to the designated premises in accordance with the Trespass to Property Act R.S.O. 1990, c.T21; the Motorized Snow Vehicles Act R.S.O. 1990, c.M44; and the Occupiers Liability Act R.S.O. 1990, c.O-2 as amended. 8. The landowner/occupier and the local snowmobile club mutually confirm that the landowner/occupier, by signing this MOU is not requesting nor granting permission for a registered easement over the designated premises. 9. Additional Conditions: ___________________________________________________________________________________ ______________________________________________________________________________________________________ LANDOWNER/OCCUPIER LOCAL SNOWMOBILE CLUB NAME NAME ADDRESS ADDRESS PHONE PHONE SIGNATURE SIGNATURE LOCAL SNOWMOBILE CLUB CONTACT PERSON NAME & PHONE: OFSC DISTRICT OFFICE CONTACT NAME & PHONE “Your local snowmobile club is committed to safeguarding your personal information provided on this form and may only be used by the clubs to provide guidelines and procedures under which the Club and Landowner operate” CERTIFICATE OF LIABILITY INSURANCE This certificate is issued as a matter of information only and confers no rights upon the certificate holder and imposes no liability on the insurer. This certificate does not amend, extend or alter the coverage afforded by the policies below. 1. CERTIFICATE HOLDER - NAME AND MAILING ADDRESS 2. INSURED’S FULL NAME AND MAILING ADDRESS POSTAL POSTAL CODE CODE 3. DESCRIPTION OF OPERATIONS/LOCATIONS/AUTOMOBILES/SPECIAL ITEMS TO WHICH THIS CERTIFICATE APPLIES (but only with respect to the operations of the Named Insured) 4.COVERAGES This is to certify that the policies of insurance listed below have been issued to the insured named above for the policy period indicated notwithstanding any requirements, terms or conditions of any contract or other document with respect to which this certificate may be issued or may pertain. The insurance afforded by the policies described herein is subject to all terms, exclusions and conditions of such policies. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS LIMITS OF LIABILITYEXPIRYEFFECTIVEINSURANCE COMPANY (Canadian dollars unless indicated otherwise)DATETYPE OF INSURANCE DATEAND POLICY NUMBER AMOUNT OFYYYY/MM/DD YYYY/MM/DD DED.COVERAGE INSURANCE COMMERCIAL GENERAL LIABILITYCOMMERCIAL GENERAL LIABILITY BODILY INJURY AND PROPERTY DAMAGE LIABILITY CLAIMS MADE OR OCCURRENCE - EACH OCCURRENCE PRODUCTS AND COMPLETED OPERATIONS AGGREGATE PRODUCTS AND / OR COMPLETED OPERATIONS OR PERSONAL INJURY LIABILITY PERSONAL AND ADVERTISING INJURY LIABILITY AGGREGATE TENANTS LEGAL LIABILITY TENANTS LEGAL LIABILITY EXCESS LIABILITY EACH OCCURRENCE FOLLOW FORM 5. CANCELLATION Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will endeavor to mail ______ days written notice to the certificate holder named above, but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives. ADDITIONAL INSURED NAME AND MAILING ADDRESS6. BROKERAGE/AGENCY FULL NAME AND MAILING ADDRESS 7. POSTAL CODE POSTALBROKER CLIENT ID:CODE 8. CERTIFICATE AUTHORIZATION CONTACT NUMBER(S)ISSUER TYPE NO.TYPE NO. NO.NO.TYPE TYPEAUTHORIZED REPRESENTATIVE SIGNATURE OF DATE EMAIL ADDRESSAUTHORIZED REPRESENTATIVE © 2010, Centre for Study of Insurance Operations.All rights reserved.CSIO C0910ECL - CERTIFICATE OF LIABILITY INSURANCE - 2010/09 AWILSON To Whom it May Concern Ontario Federation of Snowmobile Clubs & Member Organizations 322 King Street, Unit 9 and 10 Barrie, ON L4N 6L2 Re: The Certificate of Insurance (COI) naming the Additional Insured party is only applicable to the Ontario Federation of Snowmobile Clubs insurance policy pertaining to coverage for liability arising from the grooming, operation, use and maintenance of the snowmobile trail, but only with respect to the negligence of the Member snowmobile club and/or district for those operations usual to a snowmobile trail. X 5,000,000X5,000,0002021/10/1 2022/10/1Novex Ins Comp (Intact) 501406921 5,000,000X 1,000,000 X 2021/10/1 2022/10/1 10,000,000Markel Canada Limited CAS551058-02 Halpenny Insurance Brokers Ltd 1550A Laperriere Ave Suite 104 Ottawa, ON K1Z7T2 ONTAFED-01 Halpenny Insurance Brokers Ltd Phone (613) 722-7626 Fax (613) 722-5382Mike Oulahen 2021/10/06 X N/A 30 moulahen@halpenny.com CROSS LIABILITYXX CLAIMS MADE OR X OCCURRENCE PRODUCTS AND / OR COMPLETED OPERATIONS CROSS LIABILITY 1 ELGIN COUNTY AND LOCAL MUNICIPAL PARTNERS JOINT MULTI-YEAR ACCESSIBILITY PLAN 2021-2026 2 Table of Contents Introduction ......................................................................................................................... 3 Message from the Chief Administrative Officers ....................................................... 3 Executive Summary ........................................................................................................ 4 Statement of Commitment ............................................................................................. 4 Elgin County’s Previous Multi-Year Accessibility Plan ............................................ 5 Accessibility for Ontarians with Disabilities Act........................................................ 5 Joint Accessibility Advisory Committee ..................................................................... 6 Accessibility Coordinator .............................................................................................. 6 Plan Coordination and Implementation ....................................................................... 6 Accountability: Evaluation, Reporting & Compliance ............................................... 7 Overview of IASR Requirements .................................................................................. 8 Part I – General Requirements................................................................................... 8 Part II – Information and Communications.............................................................. 9 Part III – Employment .................................................................................................. 9 Part IV -Transportation ............................................................................................. 10 Part IV.1 – Design of Public Spaces (Accessible Built Environment) ............... 11 Part IV.2 Customer Service ...................................................................................... 12 County of Elgin ................................................................................................................. 13 Municipality of Bayham ................................................................................................... 20 Municipality of Central Elgin........................................................................................... 23 Municipality of Dutton Dunwich ..................................................................................... 28 Municipality of West Elgin............................................................................................... 32 Town of Aylmer ................................................................................................................. 36 Township of Malahide ...................................................................................................... 40 Township of Southwold ................................................................................................... 44 Communication ................................................................................................................. 47 Feedback ............................................................................................................................ 47 Contact Information.......................................................................................................... 47 Appendix A: Accessible Maintenance Procedures ..................................................... 48 Appendix B: Temporary Service Disruptions .............................................................. 50 3 Introduction Message from the Chief Administrative Officers On behalf of the Municipalities of Bayham, Central Elgin, Dutton Dunwich, West Elgin, Aylmer, Malahide, Southwold, and the County of Elgin, we are pleased to present the 2021-2026 joint Multi-Year Accessibility Plan (MYAP). This plan will act as a guide for the next 5 years, outlining our accessibility progress, goals and timelines. The MYAP was created in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and the O.REG 191/11 Integrated Accessibility Standards Regulation. We are proud of our accomplishments under our previous MYAPs, and look forward to continuing to support accessibility initiatives and projects in our community. The plan demonstrates our commitment to identifying, removing and preventing barriers for persons with disabilities through accessibility planning, collaboration with the community, and implementation of our accessibility goals and initiatives. The plan was developed by incorporating feedback from the public, community members with disabilities, and the Joint Accessibility Advisory Committee. The feedback helps to ensure that the goals we have set out in the plan meets the expectations of the members of our community. We would like to take this opportunity to thank all that were involved in the creation of this plan, and for the ongoing efforts of the Joint Accessibility Advisory Committee in furthering our accessibility goals across the County of Elgin. Through continuous achievements in accessibility, the County of Elgin and our seven Local Municipal Partners will continue to work towards providing an accessible and equitable environment, and community that encourages inclusion of all of its diverse members. In doing so, we are taking the steps necessary to support the Provincial Government’s plan to make Ontario fully accessible by 2025. Sincerely, Thomas Thayer, CAO Andy Grozelle, CAO The Municipality of Bayham The Town of Aylmer Paul Shipway, CAO Adam Betteridge, CAO The Municipality of Central Elgin The Township of Malahide Heather Bouw, CAO Lisa Higgs, CAO The Municipality of Dutton Dunwich The Township of Southwold Magda Badura, CAO Julie Gonyou, CAO The Municipality of West Elgin The County of Elgin 4 Executive Summary In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), the County of Elgin and its Local Municipal Partners (LMP) have created a Joint Multi-Year Accessibility Plan, which builds on the accomplishments of the previous MYAP plans. The County and its LMPs continue to maintain compliance with the requirements under the AODA and the Integrated Accessibility Standards Regulations (IASR). This plan acts as an accessibility road map, detailing key initiatives and progress made, as well as goals and timelines to be achieved over the next 5 years. It demonstrates the commitment made to identifying, removing and preventing barriers for people with disabilities. It is designed to create a more accessible and inclusive community. The plan is available online at the County of Elgin’s website, as well as on all of the Local Municipal Partner websites, and it is made available in an alternative format and/or with communication supports, upon request. Statement of Commitment The County of Elgin, along with its Local Municipal Partners are committed to creating and maintaining a barrier-free County where everyone can live, work and play. This Joint Multi-Year Accessibility Plan, spanning from 2021 to 2026, will act as a roadmap on our journey to meeting the Province’s mandate of a fully accessible Ontario by 2025. This commitment of removing barriers that prevent people with disabilities from accessing our goods, services and facilities was made through a streamlined, collaborative approach in an effort to realize efficiencies from both a planning and reporting perspective. Elgin County, along with its 7 Local Municipal Partners, are committed to ensuring equal access and participation for people with disabilities. We are committed to treating people with disabilities in a way that allows them to maintain their dignity and independence. We are dedicated to meeting the needs of people with disabilities in a timely manner. We will do so by removing and preventing barriers to accessibility and by meeting, and where possible exceeding, our accessibility requirements under Ontario’s accessibility laws. Elgin County’s Previous Multi-Year Accessibility Plan The County of Elgin’s previous Multi-Year Accessibility Plan was created and approved by County Council in 2015 spanning to the end of 2020. During this time period, The County of Elgin filed Accessibility Compliance Reports on a bi-annual basis to the Ministry for Seniors and Accessibility (formerly the Accessibility Directorate of Ontario). These reports were filed in 2015, 2017 and 2019, and were all under full compliance with the Accessibility for Ontarians with Disabilities Act (AODA). 5 The previous Multi-Year Accessibility Plan, unlike the 2021-2026 iteration, focused only on accessibility initiatives at the County level. Further, under the previous model each Local Municipality was required to create their own Plan while preparing Annual Accessibility Status Reports to their respective Councils. In looking forward to the opportunity of renewing the Multi-Year Accessibility Plan, County staff wanted to take the opportunity to streamline the annual reporting process, while also creating a truly collaborative Joint Multi-Year Accessibility Plan. Accessibility for Ontarians with Disabilities Act The structure of the Joint Multi-Year Accessibility Plan is based upon requirements outlined under the Accessibility for Ontarians with Disabilities Act (AODA). The AODA came into effect in 2005 with a goal to make the Province of Ontario fully accessible to all by 2025. The AODA is a law that sets out a process for developing and enforcing accessibility standards. Ontario is the first province and one of the first jurisdictions in the world to enact specific legislation establishing a goal and time-frame for accessibility. It is also the first jurisdiction to legislate accessibility reporting and to establish standards in areas like employment, transportation and the design of public spaces. These standards fall under the Integrated Accessibility Standards Regulation O. Reg 191/11 (IASR). The IASR are laws that government, businesses non-profits and public sector organizations must follow to become more accessible and provide barrier-free service delivery. Every 3 years the Accessibility for Ontarians with Disabilities Act is reviewed by an individual appointed by the Provincial government. In 2017, the Honorable David C. Onley was selected to undertake this review. Over the course of 2018, Mr. Onley held public consultations across the Province interviewing a wide array of individuals living with disabilities, as well as those working in the realm of accessibility. In 2019, Mr. Onley put forward 15 recommendations to the Minister of Seniors and Accessibility. With the goal of a fully accessible Ontario by 2025 quickly approaching, it is apparent that we as a Province are a far-cry from this 2005 vision. There is work to be done across all sectors: public, not for profit and private. For those interested in where to read more about the 15 recommendations made, visit: 2019 Legislative Review of the Accessibility for Ontarians with Disabilities Act, 2005. Progress has certainly been made across all of these sectors with work still to come in the lead-up to and beyond 2025. As designated public sector leaders, the County of Elgin, along with its Local Municipal Partners have important roles to play in making continual and significant improvements relating to accessibility, not only in our built environments, but also in the way we deliver our day-to-day services to our residents. 6 This Joint Multi-Year Accessibility Plan will act as our roadmap towards a fully accessible Ontario for all. Joint Accessibility Advisory Committee The Joint Accessibility Advisory Committee (JAAC) is a public committee that is comprised of people with disabilities, members of the community who are actively involved in a disability related profession or are caregiver for a person with a disability, and staff members from the County of Elgin and Municipality of Central Elgin. Advisory Committee’s are only required for municipalities with a population of 10,000 or more. The JAAC meets on a quarterly basis and the majority of the committee is represented by people with disabilities. The purpose of the committee is to provide advice to Councils on the removal and prevention of barriers, consult on the accessibility of buildings, structure or premises, the Multi-Year Accessibility Plan, site plans and drawings, and the implementation of accessibility standards and reports. Accessibility Coordinator The Accessibility Coordinator looks after accessibility in Elgin County, and collaborates with its Local Municipal Partners on accessibility initiatives. The Accessibility Coordinator provides consultation on accessibility related projects. The Accessibility Coordinator is responsible for overseeing the implementation of accessibility standards for the corporation as well as providing ongoing training. Further, the Accessibility Coordinator works to identify accessibility issues, needs, resources and opportunities for integrated accessibility planning to ensure best practices are being implemented. The Accessibility Coordinator acts as the main point of contact for accessibility related concerns across the County. Questions or concerns can be brought to the attention of the Accessibility Coordinator via the Accessible Feedback Form or by directly contacting them via email or phone (see the Contact Information section of the plan for details). Plan Coordination and Implementation Elgin County supports the goals of the AODA, which seeks to meet Ontario’s vision to make the province accessible by 2025. The County strives to be more accessible and inclusive for people with disabilities, and to ensure that accessibility measures are undertaken throughout all facilities and business operations. Accessibility is an integral part of all County initiatives, business practices, boards, committees, departments and divisions. The County of Elgin and all participating Local Municipal Partners are committed to fulfilling the accessibility requirements under the AODA and IASR. The County’s Accessibility Coordinator is responsible for the development of this plan, in consultation with the Joint Accessibility Advisory Committee, the public and persons with disabilities. All staff have a role to play in identifying, removing and preventing 7 barriers. Employees who are engaged and knowledgeable are able to incorporate accessibility considerations into their daily business practices. The public and persons with disabilities were consulted via an online survey regarding the establishment, reviewing and updating of the Joint Multi-Year Accessibility Plan. 48% of respondents were persons with disabilities. Questions were asked pertaining to the County and all Local Municipal Partners concerning topics on: • Use of service animals and support persons in County or LMPs facilities • Barrier-free accessible feedback process and inclusive customer service • Requesting accessible formats and communication supports • Accessible and barrier-free websites and web content • Barrier-free recruitment process and accommodations • Barrier-free public spaces, accessible parking and accessible pedestrian signals • Assurance of barrier-free municipal-owned facilities • Accessible barrier-free transportation services (West Elgin) Feedback was incorporated and taken to the Joint Accessibility Advisory Committee (JAAC) to be reviewed and revised. Once the review by the JAAC and incorporation of feedback was completed, the final Joint MYAP was presented to Council for approval. The final version of the MYAP approved by Council will be available on the County of Elgin and Local Municipal Partners websites for the public to access. The MYAP is available in an accessible format and/or with communication supports, upon request. Participating Municipalities The Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville, ON N0J 1Y0 The Municipality of Central Elgin 450 Sunset Drive, St. Thomas, ON N5R 5V1 The Municipality of Dutton Dunwich 199 Currie Road, Dutton, ON N0L 1J0 The Municipality of West Elgin 22413 Hoskins Line Rodney, ON N0L 2C0 The Town of Aylmer 46 Talbot Street West, Aylmer, ON N5H 1J7 The Township of Malahide 87 John Street South, Aylmer, ON N5H 2C3 The Township of Southwold 35663 Fingal Line, Fingal, ON N0L 1K0 8 Accountability: Evaluation, Reporting & Compliance The success of a Joint Multi-Year Accessibility Plan of this nature relies on having clear and transparent methods of evaluating and reporting progress. As laid out in the Integrated Accessibility Standards Regulation (IASR), designated public sector organizations are required to report to their respective Council’s on an annual basis in the form of Annual Accessibility Status Report highlighting any achievements relating to accessibility they have realized in the previous year. In this instance, where Local Municipalities are participating in a Joint Multi-Year Accessibility Plan, the Annual Accessibility Status Report will be presented to County Council and circulated following its receival and filing to all Local Municipal Council. These Annual Accessibility Status Reports are publicly available on the County’s and LMPs websites. Further, on a bi-annual cycle, all designated public sector organizations are required to file Accessibility Compliance Reports with the Ministry for Seniors and Accessibility. These Accessibility Compliance Reports come in the form of a fillable PDF, requesting specific information on how the organization is meeting is requirements under the AODA as well as the IASR. It is recognized that those in non-compliance with the requirements of the AODA and IASR may be subject to administrative penalties. Like the Annual Accessibility Status Reports, the Accessibility Compliance Reports follow an open-government model and are made publicly available for residents to view and provide feedback on. This Joint Multi-Year Accessibility Plan will be reviewed at least once every five years. Overview of IASR Requirements Part I – General Requirements Overview General Requirements section of the IASR requires the County and LMPs to: • Implement and maintain policies governing how the organization achieves or will achieve accessibility by meeting its requirements under the AODA and the IASR • Include a statement of organizational commitment to meet the accessibility needs of persons with disabilities in a timely manner in their policies • Establish, implement, maintain and document a Multi-Year Accessibility Plan, which outlines the organization’s strategy to prevent and remove barriers and meet its requirements under the IASR • Incorporate accessibility design, criteria and features when procuring or acquiring goods, services or facilities, except where it is not practicable to do so 9 • Ensure that training is provided on the requirements of the accessibility standards referred to in the Integrated Accessibility Standards Regulation and on the Ontario Human Rights Code as it pertains to persons with disabilities Part II – Information and Communications Information and communications play an integral role in service delivery across all municipalities. It is imperative that information is shared in an accessible and barrier free manner, so that all residents can access information that may impact their day to day lives. It should be free of communication and technological barriers. The County and LMPs will follow Universal Design principles and best practices when developing, implementing and maintaining information and communication strategies. This includes websites, print communications materials as well as face to face interactions. Overview The Information and Communications section of the IASR requires the County and LMPs to: • Ensure processes for receiving and responding to feedback are accessible to persons with disabilities • Provide or arrange for the provision of accessible formats and communications supports for persons with disabilities • Provide emergency procedures, plans or public safety information in an accessible format or with appropriate communication supports • Provide websites and web content conforming with the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA (live captioning and audio description are excluded from the accessible web requirements under the IASR) Part III – Employment The County of Elgin and LMPs are committed to ensuring the employment life-cycle (finding, getting and keeping a job) is as inclusive and barrier free as possible. Effective workplaces provide diverse, inclusive and accessible employment experiences. Accessible recruitment is a powerful tool, it improves our ability to communicate, brings more people together and increases our competitive advantage as to not overlook quality, qualified potential employees. Human Resources, in conjunction with hiring directors and managers will work to ensure the County and Local Municipal Partners provides prospective and current employees a barrier-free employment process. Overview The Employment section of the IASR requires the County and LMPs to: • Ensure the recruitment, assessment and selection process is accessible and barrier-free 10 o This includes notifying job applicants, when they are selected to participate in an assessment or selection process that accommodations are available upon request • Notify successful applicants of our policies for accommodating employees with disabilities • Provide accessible formats and communication supports for employees required to perform the employees job including information that is generally available to employees in the workplace • Provide Workplace Emergency Response Information to employees who have a disability • Provide documented Individual Accommodation Plans for employees with disabilities • Develop and have in place a Return to Work process for employees who have been absent from work due to a disability • Consider performance management, career development and advancement and redevelopment for employees with disabilities Part IV -Transportation This section applies only to the Municipality of West Elgin. The Municipality is dedicated to providing barrier free accessible transportation. The IASR put in place the Transportation Standard with a goal of making it easier for everyone to travel. Designing a transit system that provides universal access enables people with disabilities to have more transportation options and allows them to fully participate in the community of West Elgin. The Four Counties Community Transportation service recognizes the diverse needs of all its riders and will respond by striving to provide services that are accessible to all. The Municipality of West Elgin ensures that accessibility features and criteria are accounted for as it relates to the design, procurement of goods, services and facilities, and makes available all information pertaining to accessible equipment, accessibility features of the vehicles, routes and services provided. Overview The Transportation Standard requires the Municipality to: • Ensure universal access to specialized transportation provided by the Municipality, that considers the abilities of its passengers and provides accommodations as required • Provide details on the accessibility equipment and accessibility features of vehicles • Give notice when there is a disruption of services or non-functioning accessibility equipment and to take reasonable steps to accommodate people with disabilities, as well as ensuring accessibility equipment is repaired as soon as practicable 11 • Provide training to employees, volunteers, third parties and all persons participating in providing transportation services in The Municipality of West Elgin • Notify riders of appointment booking and client cancellation policies • Provide a detailed Emergency Preparedness and Response plan that ensures drivers are prepared and the bus is equipped for emergency situations • Permit riders to have services animals or support persons at no additional cost Part IV.1 – Design of Public Spaces (Accessible Built Environment) The County of Elgin and LMPs will strive to ensure that new facilities are designed and built with Universal Design principles in mind. The Joint Accessibility Advisory Committee reviews all new County and Local Municipal Partner facility projects to ensure they are meeting relevant legislative requirements, while also looking for opportunities to go above and beyond as it relates to barrier-free design. The Integrated Accessibility Standards Regulation (IASR) Design of Public Spaces Standard (DOPS) works hand in hand with the Ontario Building Code to ensure all new buildings and public spaces are barrier-free. Ontario Building Code Section 3.8: Barrier- Free Design outlines design requirements for buildings including but not limited to barrier-free paths of travel, washrooms (including universal), accessible signage, doorways and ramps. The DOPS focuses on building exteriors and ensuring public spaces are easily accessible to everyone including those with disabilities. Overview The Design of Public Spaces Standard requires the County and LMPs to: • Meet the technical requirements as outlined in Part IV.1 for: o Recreational trails and each access routes o Outdoor public use eating areas o Outdoor play spaces o Exterior paths of travel (outdoor sidewalks and walkways, ramps, stairs, curb ramps, depressed curbs, accessible pedestrian control signals, rest areas) o Off-street accessible parking o Service counters, fixed queuing guides and waiting areas • Meet the consultation requirements as outlined in Part IV.1 for: o Recreational trails o Outdoor play spaces, o On-street parking o Rest areas • Consultation is required with the general public, individuals living with disabilities as well as the Joint Accessibility Advisory Committee 12 Part IV.2 Customer Service The County and LMPs are committed to providing a universally accessible customer service experience to all of its residents. All members of the Elgin County and Local Municipal Partner communities will receive equitable and barrier-free customer service when interacting with municipal staff. All staff will receive training on how to provide exceptional customer service to all residents including those living with disabilities. Overview The Customer Service Standard requires the County and LMPs to: • Implement and maintain policies governing its provision of goods, services or facilities, as the case may be, to persons with disabilities • Ensure policies are consistent with barrier-free principles, providing goods, services or facilities in a manner that respects the dignity and independence of persons with disabilities • Provide persons with disabilities equal opportunity to that of others to obtain, use and benefit from the goods, services or facilities provided by the County or LMPs • Allow the use of service animals and support persons to enable persons living with disabilities to obtain, use or benefit from goods, services or facilities • Provide timely notice of Temporary Service Disruptions by identifying the reason for the disruption, its anticipated duration and a description of alternative facilities • Provide training on how to interact and communicate with persons with various types of disability, how to interact with persons with disabilities who use an assistive device or require the assistance of a service dog, how to use equipment or devices available on County or LMPs premises and what to do if a person living with a disability is having difficulty accessing goods, services or facilities • Create processes for receiving and responding to feedback about the manner in which the County provides goods, services or facilities to persons with disabilities 13 County of Elgin Part I – General Requirements Progress • County Accessibility Policy (HR 2.130) updated in November 2016 to address legislative changes to the Integrated Accessibility Standards Regulation (IASR) inclusive of an organizational commitment • Elgin County’s first Multi-Year Accessibility Plan created in 2015 • Annual Accessibility Status Reports created and presented to County Council yearly from 2015-2020 • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 • Ministry for Seniors and Accessibility file review audit in April 2018 stating full compliance o Audit included accessibility policies and procedures, training requirements, accessible formats and communication supports and feedback processes • Joint Accessibility Advisory Committee Terms of Reference update in 2019 and was made available on the Accessibility page of the County’s website • Integrated Accessibility Standards Regulation & Ontario Human Rights Code training overhaul on the Moodle training platform in 2018 o Updated training modules to reflect legislative changes and best practices. Training modules downloaded onto Elgin County Homes Surge Learning training platforms • New Council orientation training provided to a number of Local Municipal Partner Council members in 2018 • County of Elgin Procurement Policy updated in 2020 to include appropriate accessibility related verbiage Goals • Accessibility Policy review and update to meet in precise detail requirements under the AODA and IASR while also including barrier-free best practices • Look into recruiting new members to join the Joint Accessibility Advisory Committee from the County of Elgin or Municipality of Central Elgin o Discuss possibility of all LMPs having representation on the committee • Continue to monitor ongoing and future IASR standards development review committee recommendations and possible legislative changes (mirror in respective policy updates and training updates as required) o Specific consideration given to the newly proposed Health Care Standard and how this might intersect with the long-term care portfolio of the County 14 • Create short, job-specific training modules to complement the standard, general on-boarding accessibility training. Ensure enrolment process includes affiliated training modules based on hiring department o Employment standard focused training for Human Resources Staff & hiring managers o Design of public spaces & accessible design focused training for engineering & facilities staff o Procurement focused training for staff with purchasing authorization o Customer service focused training for front line staff o Information & communications training (specifically web accessibility focused) training for staff with authoring & upload authority for the County website o Transportation training available for any local municipalities who add a transportation service to their working portfolio • Create Accessible Elections Guide template to be used by Local Municipal Partners for 2022 Municipal Election including information on: o Remote voting as well as in-person voting relating to the accessible built environment and customer service standards under the IASR o Customer service and accommodation support for staff o Candidate information on accessibility and advertisements Timelines Ongoing • Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 • Accessible Elections Guide (Q1 2022) • Accessibility policies and procedures review and update 2024-2026 • Job specific training modules Part II – Information and Communications Progress • Website redevelopment in 2017 to WCAG 2.0 Level A compliance • County Council Reports and PowerPoint templates created in 2019 to meet WCAG 2.0 Level AA requirements • Administrative Services staff training on document accessibility in 2018 & 2019 15 • Request for Accessible Formats and Communication Supports Procedure created in 2017 • Accessibility Feedback Procedure & Feedback Form updated in 2018 Goals • Continue to work towards WCAG 2.0 AA compliance - with a particular focus on a website redevelopment and significant content review - PDF’s / pages that can be removed or moved into HTML content o website scanning tool will significantly assist in leveraging analytics to identify pages that are rarely/ never being viewed o Utilize accessibility tools and third-party screening software to determine where remaining compliance issues are • Following website redevelopment - develop robust accessible document training strategy for website content uploaders onto the County Site, including library staff o Provide template of training to LMPs to use to train staff o Develop guide for third parties on accessible documents (PDFs) o Update guide on how to create accessible Word and PDF documents • Review and update Request for Accessible Formats and Communication Supports Procedure • Provide guided or one-on-one training on maintaining website compliance and accessible documents as needed/as requested to County staff and LMPs Timelines 2021-2023 • Redevelop website so it better meets the WCAG 2.0 Level AA requirements (2023) • Provide in-depth training on maintaining accessibility on the website and creating accessible documents o Update existing training to ensure it adheres to industry best practices 2024-2026 • Review and update Request for Accessible Formats and Communication Supports Procedure Part III – Employment Progress • All job postings let the public know that accommodations are available upon request during the recruitment process • Accommodations in the Workplace Policy updated in 2014 to reflect legislative updates – encompassing vast majority of Employment standard requirements 16 • Emergency Workplace Response for Employees with Disabilities Policy created in 2012 Goals • Review and update Accommodations in the Workplace Policy to reflect industry best practices and include S.32 from the IASR “Redeployment” • Review and update Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices • Create new Return to Work Process and Return to Work Plan for employees • Update Human Resources Policy 3.10 “Hiring Procedure” and Human Resources Policy 3.20 “Posting, Advertising and Reporting” to include relevant recruitment, assessment and selection requirements under the IASR • Update Human Resources Policy 4.80 “Performance Appraisal for all Staff” to include relevant sections of the IASR S. 30 “Performance management” and S. 31 “Career development and advancement” • Continue to monitor potential changes to the Employment Standard under the IASR as a result of 2018 Standards Development Committee (SDC) review Timelines Ongoing • Monitor potential changes to Employment standard from 2018 SDC Review 2021-2023 • Create new Return to Work Process and Return to Work Plan (2021) • Review and update: o Accommodations in the Workplace Policy o Emergency Workplace Response for Employees with Disabilities 2024-2026 • Update Human Resources Policies 3.10, 3.20 and 4.80 Part IV.1 – Design of Public Spaces Accessible Built Environment Progress • Created: o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin county Accessible On-Street Parking Standard o Elgin County Rest Areas Consultation Document 17 ▪ All acting as design guidelines for Elgin County and local municipal partners including technical requirements, opportunities for best practices to go above and beyond compliance levels and incorporated consultations from members of the public, individuals living with disabilities as well as the Joint Accessibility Advisory Committee • New Elgin County Provincial Offences Administration building built in 2018 - entirely barrier-free equipped with universal washroom and accessible court room • Council approval for Main entrance project • Elgin County Heritage Centre constructed in 2017 –equipped with designated accessible parking and universal washroom • Secured funding under the Enabling Accessibility Fund in the form of $100,000 in 2020 for a new universal washroom in the County Administration Building basement o providing fully barrier-free washroom facilities for the first time on this floor level for staff and members of the public • Installed adult sized change table in Shedden Library in 2018 • County Administration Building Accessibility Lift Procedure created in 2016 • Accessible Maintenance Procedure created and attached as Appendix A Goals • Create Service Counter Design Guidelines including mobility device friendly access to be shared with Local Municipal Partners o Consider placement and location of information, signage, brochures etc. • Create Universal Washroom Emergency Call Button Alarm Procedure for all County facilities equipped with universal washrooms • Continue to monitor potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program at both the County and Local level • Create Facility Accessibility Audit Standards spanning across all County of Elgin facilities including the Administration Building, Heritage Centre, POA Building, all County long-term care homes and County library facilities o Implement a Facility Audit Schedule outlining how often County facilities should be reviewed o Develop design standards in line with Integrated Accessibility Standards Regulation (IASR) as well as Ontario Building Code (OBC) requirements for the accessible built environment outlining areas of improvement for all County facilities 18 o Alternatively adopt a commonly used municipal Accessibility Design Standards document to base these audits off of (see City of Guelph Facility Accessibility Design Manual, City of London Facility Accessibility Design Standards etc.) o Use these tools to inform barrier-free facility improvement recommendations • Incorporate barrier-free transportation initiatives and infrastructure in the future Elgin County Transportation Master Plan • Administration Building renovation project: o Elevator project projected to start in November 2021 Timelines Ongoing • Monitor potential funding opportunities for the accessible built environment • Monitor timing and implementation for Elgin County Transportation Master Plan 2021-2023 • Service Counter Design Guidelines • Universal Washroom Emergency Call Button Alarm Procedure • Accessible elevator project in County Administration Building (2021-2022) 2024-2026 • Facility Accessibility Audit Standards Part IV.2 Customer Service Progress • Complete overhaul of the on-boarding accessibility training across the corporation, creating new accessibility module including customer service best practices • County Accessibility Policy (HR 2.130) updated in November 2016 providing appropriate requirements as it relates to the Customer Service Standard • Created Accessibility Feedback Procedure and Accessibility Feedback Form (2018) • Created Accessibility Training Procedure (2017) • Created Service Animals in the Workplace Procedure (2017) • Created Assistive Device Procedure – Administration Building lift (2017) • Created Support Persons Procedure (2017) • Temporary Service Disruptions Procedure created and attached as Appendix B 19 Goals • Accompanying the goals laid out in the General Requirements Section as it relates to job specific training, create a customer service focused training module for all County staff to complete in addition to the standard on-boarding accessibility training • Review and update Service Animals in the Workplace Procedure to reflect new industry best practices • Review Accessibility Feedback Procedure and Form to ensure it is in-line with Corporate Communications Strategy moving forward • Ensure Temporary Service Disruption Procedure is included in communications related on-boarding training • New platform lift installed in Old South elevator shaft to ensure rear entrance remains accessible after completing Administrative Building Renovations Timelines 2021-2023 • Customer service focused training module • Review and update Service Animals in the Workplace Procedure • Ensure Temporary Service Disruption Procedure is included in communications related to on-boarding training • Updated Administration Building Lift Procedure when Administration Building Project is complete 2024-2026 • Review Accessibility Feedback Procedure and Form 20 Municipality of Bayham Part I – General Requirements Progress • Municipality of Bayham adopted a Multi-Year Accessibility Plan in 2015, applicable for 2015-2020 • An update to the Multi-Year Accessibility Plan was completed in 2018. • Annual Status Report for 2020 on the Municipal website • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 • Council orientation training provided to Bayham Council in 2018 Goals • Work with Elgin County on an Accessible Elections Guide for the 2022 Municipal and School Boards Election • Work with Elgin County and other Elgin County lower-tier municipalities on a Joint Elections Plan, if deemed applicable • Continue to monitor ongoing and future IASR standards development review committee recommendations and possible legislative changes Timelines Ongoing • Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 • Accessible Elections Guide (Q1 2022) • Joint Elections Plan (Q1-Q2 2022) • Ongoing Accessibility Policy reviews and updates as deemed necessary Part II – Information and Communications Progress • Website redevelopment to WCAG 2.0 Level A compliance • Accessible Formats and Communications processes established Goals • Continue to work towards WCAG 2.0 Level AA compliance including potential for website revamp in 2023-2024 o Current focus on colour contrasting and determining degree of PDF scan and review requirements 21 o Current website may not be fully compatible with common site crawling applications (Monsido & SiteImprove) • Review and update processes for gathering feedback on web accessibility and document format accessibility Timelines 2021-2023 • Review and update processes for gathering feedback on web accessibility and document format accessibility • Commence process for a website revamp to ensure compliance 2024-2026 • Continue with website revamp processes if not complete by Q4 2023 Part III – Employment Progress • All job postings let the public know that accommodations are available upon request during the recruitment process • Accommodations language in Bayham Health & Safety Policy updated in 2016 Goals • Review and update Accommodations in the Workplace Policy to reflect industry best practices • Continue to monitor potential changes to the Employment Standard under the IASR as a result of 2018 Standards Development Committee (SDC) review Timelines Ongoing • Monitor potential changes under IASR and AODA 2021-2023 • Review and update Accommodations in the Workplace Policy Part IV.1 – Design of Public Spaces Accessible Built Environment Progress • Renovation and accessibility upgrades to Straffordville Community Centre and Municipal Office in 2016 • Grant received and process commenced for expansion of Straffordville Community Centre including accessible public amenities 22 • Ongoing sidewalk improvements as part of Bayham’s capital program Goals • Completion of Straffordville Library Accessible Lift in 2021 (grant for project was a 2019 grant) • Touchless retrofits identified in 2022-2031 capital budget • Straffordville Community Centre works to be completed in 2022-2023 including accessible public walking trail • Planned upgrades to Port Burwell ball diamond and tennis court Timelines Ongoing • Ongoing sidewalk improvements as part of Bayham’s capital program • Monitor grant opportunities for accessible built environment projects 2021-2023 • Straffordville Community Centre works to be completed in 2022-2023 including accessible public walking trail • Planned upgrades to Port Burwell ball diamond and tennis court Part IV.2 Customer Service Progress • Upgrades to Straffordville Community Centre / integration of Municipal Office and associated accessibility features • Website redevelopment to WCAG 2.0 Level A compliance including sections regarding Accessibility and Service Animals within facilities Goals • Review Accessibility Feedback processes to ensure compliance with accessibility needs and requirements • Council Chamber upgrades identified in 2025 for facilitation of hybrid meetings Timelines 2021-2023 • Review Accessibility Feedback processes to ensure compliance with accessibility needs and requirements 2024-2026 • Council Chamber upgrades identified in 2025 for facilitation of hybrid meetings 23 Municipality of Central Elgin Part I – General Requirements Progress • Updates to Accessibility Policy in 2016 to address legislative changes to the (IASR) inclusive of an organizational commitment • Council adopted Multi-Year Accessibility Plan for 2016-2021 • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) for years 2015, 2017 and 2019 as required by the Ministry • Accessibility training provided during on-boarding which is given by Human Resources staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC)requirements • As a member of County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) o Terms of reference were updated in 2019 • Developed Guide to Accessibility Requirements for purchasing goods, services and facilities for the Municipality of Central Elgin Goals • Investigate updating accessibility training modules, possibly online training platform with updated modules and accurate, automated record tracking • Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements • Create an Accessible Municipal Elections Guide for 2022 Timelines Ongoing • Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 • Accessible Municipal Elections Guide (2022) 2024-2026 • Accessibility training updates 24 Part II – Information and Communications Progress • Investigated options for accessible document training • Implementation of alternative format request form Goals • Website redevelopment maintaining WCAG 2.0 Level AA compliance (2021) • Review and upgrade where needed, request for accessible formats and communications supports procedure Timelines 2021-2023 • Accessible document training 2024-2026 • Continue to update and revise policies as needed to meet AODA and IASR requirements Part III – Employment Progress • All municipal job postings provide a clause to let the public know that accommodations are available upon request during the recruitment process • Created Emergency Workplace Response for Employees with Disabilities Policy (2013) • Created Accommodations for Employees with Disabilities Policy (2016) Goals • Update Emergency Workplace Response for Employees with Disabilities Policy • Ensure that Human Resources Policies reflect best practices and IASR requirements Timelines Ongoing • Continue to ensure that Human Resources Policies reflect best practices and IASR requirements 2021-2023 • Continue to update and revise policies as needed to meet AODA and IASR requirements and industry best practice 25 Part IV.1 – Design of Public Spaces Accessible Built Environment Progress In consultation with the County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC), the Municipality of Central Elgin is able to utilize the following documents in place of their respective consultation requirements as outlined above • Elgin County Accessible Playground Consultation Document • Elgin County Recreational Trails Consultation Document • Elgin County Accessible On-Street Parking Standard • Elgin County Rest Areas Consultation Document Recreational trails and each access routes completed since 2016 include: • Trail under bridge on Belmont Road at Kettle Creek Drive • Turvey Park walking and access trails (asphalt) • Eastwood Park trails Outdoor public use eating areas • None Outdoor play spaces completed since 2016 include: • Turvey Park which incorporated accessible play features Exterior paths of travel (outdoor sidewalks and walkways, ramps, stairs, curb ramps, depressed curbs, accessible pedestrian control signals, rest areas) completed since 2016 includes: • Belmont Road Crosswalk • Bridge Street Crosswalk • Freeman Court Sidewalk • Crescent Avenue Sidewalk • Woodland Road Sidewalk • Battram Avenue Sidewalk • Lynhurst Avenue Sidewalk • Hillcrest Avenue Sidewalk • George Street Sidewalk • Hill Street Sidewalk • High Street Sidewalk • Compass Trail Sidewalk 26 • Old Field Lane Sidewalk • Lincoln’s Cove Sidewalk • Snyders Avenue Sidewalk • Helen Court Sidewalk • Walkway from Helen Court to West Street • Robin Ridge Drive Sidewalk Off-street accessible parking completed since 2016 include: • Little Beach Parking Area (3 spaces) • Main Beach Parking Lot (2 spaces) • Visitor Centre Parking Lot (3 spaces) Service Counters, fixed queuing guides and waiting areas completed since 2016 include: • Visitor Centre To meet the consultation requirements as outlined in Part IV.1 for • Recreational trails • Outdoor play spaces o Eastwood Park Open House to support park development • On-street parking o Main Beach and Little Beach Parking areas consultation with the County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) • Rest areas o All portable washrooms in rest areas have accessible features Goals • Continue to explore and monitor potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart and Investing in Canada Infrastructure Program Timelines Ongoing • Monitoring of potential funding opportunities 27 Part IV.2 Customer Service Progress • Created Alternative Format Request Form -Accessibility Standards for Customer Service • Created Compliant/Suggestions Form -Accessibility Standards for Customer Service • Created Accessibility Training Procedure (2017) • Developed Best Practices and Procedures pamphlet -Accessibility Standard for Customer Service Goals • As noted under General Requirements Section, continue to investigate updating accessibility training modules, possibly online training platform with a focus on customer service for all staff to complete in addition to the standard on-boarding accessibility training • Ensure Temporary Service Disruption Procedure is included in on-boarding training for staff responsible for corporate communications Timelines 2021-2023 • Investigate customer service focused training module • Review and update customer service related policies and procedures as needed 2024-2026 • Continue to review and monitor procedures and policies 28 Municipality of Dutton Dunwich Part I – General Requirements Progress • Accessibility Policy updated in 2018 to address legislative changes to the Integrated Accessibility Standards Regulation (IASR) inclusive of an organizational commitment providing staff with direction on implementing these expectations • Multi-Year Accessibility Plan created in 2016 and expires at the end of 2021 • Annual Accessibility Status Report updated 2019 and adopted by Council • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 • Accessibility on-boarding training provided by HR staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC) requirements Goals • Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements • Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens • Consider updating accessibility training modules onto an all-encompassing, online training platform with updated modules and accurate, automated record tracking once the new website and employee portal has been established Timelines Ongoing • Monitoring ongoing and future potential updates to the IASR 2021-2023 • Continue to investigate viable new digital (drone technology) and accessible opportunities for tourism, economic development and events so everyone can enjoy and access these either in person or online Part II – Information and Communications Progress • Residents can now attend meetings either virtually or by phone and meeting recordings can be made available by request • Introduction of Laserfiche scanning technology into a central depository 29 • All employees now have access to more documentation when requested by residents to ensure successful continuity of providing services • Applied for a grant to upgrade website (eSolutions) to provide an online residential portal and self-service opportunities o This platform will integrate with existing eSCRIBE Software • Implemented e-transfer payments for items such as Landfill, Building Permits, Planning Department Fees (i.e., other general accounts that cannot currently be paid through online banking such as water and taxes) Goals • Council approved – October 13, 2021 to hire an individual to assist staff in ensuring continuity of accessible scanned content • Review and update the Election Accessibility Plan for the 2022 Election Timelines Ongoing • Continue to populate Laserfiche central depository • Continue to seek out grants for new accessible technology opportunities 2021-2023 • Continue to populate Laserfiche central depository • Prioritize a residential and staff portal if successfully secure eSolutions grant o If unsuccessful prioritize web software procurement during the 2022 budget process • Continue to investigate viable new digital (drone technology) to promote tourism, economic development and events so everyone can enjoy in person or online Part III – Employment Progress • Emergency workplace Response for Employees with Disabilities Policy 2014 • Hiring Policy RR 04-2014 updated September 2018 and 2019 to address legislative changes during the recruitment and onboarding process • All job postings let the public know that accommodations are available upon request during the recruitment process Goals • Review Accommodations in the workplace January 21, 2021 (no changes) o The Municipality is committed to supporting employees who have been absent from work and who require and accommodation plan to return to work 30 Timelines 2021-2023 • Continue to promote inclusion and diversity with the recruitment process • Online application process once a public portal has been developed Part IV.1 – Design of Public Spaces Accessible Built Environment Progress • All sidewalks as planned will be 60” wide with tactile plates at intersections. • New sidewalk with tactile plates, which includes the following: o Currie Road, o John Street, o Annabella Street, o Marsh Line (east of Currie), o Wesley Street, o Talbot Line in Wallacetown, and o Both sides of Gordon Street to Currie Road • A section of the sidewalk on Chestnut Street leading to the school included tactile plates • New crosswalk at Miller Road by Sons of Scotland park includes 60” width with tactile plates at intersections as well as wheelchair accessible entrance ramping • All new signage through the community i.e., park, trails, grant funds received for projects etc., included high contrast text and/or informative images using a sans serif font and anti-glare materials Goals • Continue to include barrier free outdoor spaces, infrastructure etc., as capital or operational projects are identified and approved by council • Ensure any major renovations are retrofitted to minimum meet Design of Public Spaces and Ontario Building Code specifications and standard Timelines Ongoing • Continue to monitor funding opportunities and ensure all projects meet the IASR and Ontario Building Code requirements 31 Part IV.2 Customer Service Progress • In consultation with the County of Elgin & Central Elgin Joint Accessibility Advisory Committee, the Municipality is able to utilize the following documents: o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin County Accessible On-Street Parking Standard o Elgin County Rest Areas Consultation Document • Installed new accessible splashpad in the Sons of Scotland Park in 2018 with accessible play features • Ensured all new signage for trails, parks and roads were compliant with ISAR technical minimum standards i.e., anti-glare, high contrast, correct size and positioning o Signs installed at the Buttermilk Bog, Pool, Sons of Scotland and the Trail o Other signs are community signage • Successfully secure a grant for a digital sign located at the Municipal office on the main street Currie Road o Providing high visibility to residents and people leaving the 401 corridors Goals • Resident online portal to conduct personal business or access to public central depository • Continue to provide accessible recreational opportunities Timelines Ongoing • Implementation and introduction of online resident portal 32 Municipality of West Elgin Part I – General Requirements Progress • Accessibility Policies updated in 2021 • Multi-Year Accessibility Plan in conjunction with Elgin County in 2015 and expired at the end of 2020 • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 • Accessibility on-boarding training provided by HR staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC) requirements, which includes online video options • Desk Audit completed in 2021 by Ministry for Seniors and Accessibility Goals • Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens • Create better tracking of accessibility training • Provide updated training for writing accessible reports for Council and Committees Timelines Ongoing • Working with Elgin County Accessibility Coordinator on developing training for staff • Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 • Writing accessible reports training before the end of 2022 • Review procurement policy • Ensure transit policies are up to date Part II – Information and Communications Progress • Website redevelopment in 2020 to WCAG 2.0 Level AA compliance • Accessibility Feedback Procedure & Feedback Form created in 2018 33 Goals • Review Request for Accessible Formats and Communications supports Procedure and Accessibility Feedback Procedure & Feedback Form for potential areas to upgrade above and beyond IASR requirements • Training for staff on accessible Social Media posting • Purchase of Accessibility scanning software for website to ensure compliance is maintained Timelines Ongoing • Receive accessible document training for document authors and staff website content writers • Accessibility Feedback Procedure & Feedback Form review and updates to ensure compliance 2021-2023 • Update request for Accessible Formats and Communication Supports Procedure Part III – Employment Progress • All job postings include a statement about being an equal opportunity employer and that accommodation for accessibility purposes can be requested (2018) • Updated Workplace Accommodation and Emergency Procedures for Accessibility policies (2021) Goals • Ensure that Human Resources policies reflect best practices and IASR standards Timelines Ongoing • Ensure that Human Resources policies reflect best practices and IASR requirements by conducting annual reviews Part IV -Transportation Progress • Creation of Four Counties Transit Service Accessibility Policy (2019) • Creation of Four Counties Transit Accessibility Training (2020) Goals • Ensuring policies and training standards are met as per the IASR 34 Timelines Ongoing • Review and update all Four Counties Transit Service Policies to ensure they are meeting industry best practices and IASR Transportation Standard 2021-2023 • Procurement of a new Accessible Transit Bus Part IV.1 – Design of Public Spaces Accessible Built Environment Progress • Creation of accessible parking spot in West Lorne on Main Street (2018) • Installation of a barrier free playground in Miller Park (2020) • Creation of accessible parking spaces at Miller Park (2019) • Redevelopment of Municipal Office to include barrier free washroom for public use, barrier free work spaces and improve accessibility to office o Received Enabling Accessibility Fund –small projects Grant (2020) Goals • Applied for Enabling Accessibility Fund – mid-sized projects Grant to provide improvements to accessibility at all recreation facilities, including pathways, washrooms, change rooms at pool and sliding entrance doors at facilities (2021) • Redevelopment of all public washrooms to include barrier free washrooms and improve accessibility (Arena, Recreation Centre, Pool, Marina and Beach, Miller Park) • Creation of multi-use pathways to link barrier free playground equipment and other amenities within Miller Park • Redevelopment of change room at Rodney Community Pool to include lift and accessible change table, accessible showers and improved accessible doorways to and from pool • Creation of a barrier free washroom within Recreation Centre • Continue to work with the County Accessibility Coordinator monitoring potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program Timelines Ongoing • Applying for grants to improve accessibility within all Municipal buildings 35 2021-2023 • Redevelopment of all public washrooms to include barrier free washrooms and improve accessibility –Arena, Recreation Centre, Pool, Marina and Beach, Miller Park (pending funding approval) • Creation of multi-use pathways to link barrier free playground equipment and other amenities within Miller Park (pending funding approval) • Redevelopment of change room at Rodney Community Pool to include lift and accessible change table, accessible showers and improved accessible doorways to and from pool (pending funding approval) • Creation of a barrier free washroom within Recreation Centre (pending funding approval) Part IV.2 Customer Service Progress • Incorporated Customer Service Policy with updated Accessibility Policy meeting appropriate requirements (2021) • Created accessible feedback form and policy (2019) • Provided refresher training to staff on accessible customer service (2020) • Developed on-boarding accessible customer service training video in conjunction with Elgin County Accessibility Co-Ordinator (2020) Goals • Create Temporary Service Disruption Procedure • Create Service Animals in the Workplace Procedure • Create Support Persons Procedure • Review and update accessibility feedback procedure while including an accessibility feedback form for members of the public • Ensure Temporary Service Disruption Procedure is included in on-boarding training for staff responsible for corporate communications Timelines Ongoing • Update the policies and procedures to better align them with IASR and AODA requirements and industry best practice • Create the following procedures: o Temporary Service Disruption Procedure o Service Animals in the Workplace Procedure o Support Persons Procedure • Ensure staff are trained at on-boarding on the Temporary Service Disruption Procedure 36 Town of Aylmer Part I – General Requirements Progress • Multi-Year Accessibility Plan created in 2015 and expired at the end of 2020 • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2017, 2018, 2019 • Updated all HR Policies to correspond with introduction of the Integrated Accessibility Standards Regulation (2017) • Updated accessibility training for all staff at the Town of Aylmer to include the IASR (2017) • Updated the orientation training to align with HR Policy and training updates with respects to the IASR (2017) • Provided training on the IASR to Council members (2016) Goals • Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements • Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens • Updating accessibility training modules onto an all-encompassing, online training platform with Laserfiche with updated modules and accurate, automated record tracking • Review to ensure compliance with the IASR and implement drafted policies pertaining to accessibility o Accessible Elections Guide (2022) Timelines Ongoing • Continue monitoring the IASR to ensure policies and procedures reflect best practices and any changes made by the Standards Development Committee 2021-2023 • Review and implement an Accessible Elections Guide (2022) • Utilize new Laserfiche platform to better track accessibility training • Update Procurement By-Law 34-19 to reflect current Accessibility criteria (2022) Part II – Information and Communications Progress • Website redevelopment in 2020 to WCAG 2.0 Level AA compliance 37 • Provided basic overview of WCAG 2.0 Level AA requirements to all staff • Training provided by the website vendor on web accessibility • Request for Accessible Formats and Communication Supports Procedure section created and added to the Accessibility Policy (2017) • Added an Accessibility Feedback Procedure & Feedback section in the Accessibility Policy (2017) • Emergency Services Department implemented an app available to the public that provides accessible emergency notifications (2018) Goals • Update Town Council Reports and PowerPoint templates via Laserfiche to ensure continued compliance with the WCAG 2.0 Level AA • Corporate training on website accessibility and accessible documents for administrative staff Timelines Ongoing • Continue to ensure templates are in accessible format and provide updated templates to all staff on an ongoing basis • Provide accessibility training to administrative staff on web compliance and accessible documents on an ongoing basis to ensure compliance with IASR requirements 2021-2023 • Created and implemented an accessible logo to confirm that documents have been screened for accessibility and who to contact for accessible formats (2021) Part III – Employment Progress • Review and update Accommodations Policy to reflect industry best practices • Redeveloping the Recruitment section of the webpage to ensure it is user friendly and aligns with the IASR requirements o Notify public of changes to recruitment process to ensure applicants are aware of accommodation procedures • Review and update Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices o Potential development of specific Emergency Response Plans based on specific disabilities 38 Goals • Review and update Accommodations Policy to reflect industry best practices • Redeveloping the Recruitment section of the webpage to ensure it is user friendly and aligns with the IASR requirements o Notify public of changes to recruitment process to ensure applicants are aware of accommodation procedures • Review and update Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices o Potential development of specific Emergency Response Plans based on specific disabilities Timelines Ongoing • Redevelopment of the Recruitment section of the website to improve recruitment process and ensure alignment with the IASR requirements • Review of the Accommodation Policy and Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices Part IV.1 – Design of Public Spaces Accessible Built Environment Progress • New Gazebo beside Town Hall meets the Ontario Building Code requirements and consultation with the builder was done to ensure the following: o The creation of a barrier free path of travel o The entrance width would accommodate mobility devices and equipment o All accessibility requirements were met per the IASR Goals • Secured a Covid-19 Resiliency Fund to make renovations to Town Council Chambers that will aim to improve social distancing as well as accessibility • Renovation project on the Town Council Chambers will improve the following: o Provide access to a separate public entrance with an accessible barrier- free washroom o Enlarge the Council Chambers to make it easier to access to improve accommodation options o Upgrading the technology in the Council Chambers to improve assistive services (closed captions, audio output, visibility of agendas/content) o Install a ramp to connect the adjoining buildings where the new Council Chambers will be located 39 Timelines 2021-2023 • Renovation project to Town Council Chambers will be completed providing better access to the Chambers and accommodations for people with disabilities Part IV.2 Customer Service Progress • Introduced new policies regarding Accessibility Service Animals in the Workplace, Accessibility Support Persons and Temporary Service Disruptions to account for the IASR requirements (2017) • Accessible Customer Service training and quiz taken by all Town of Aylmer staff • New website greatly assists with resident or visitor access to important Town of Aylmer information Goals • Training on Customer Service to improve knowledge on accessibility and accommodations, as well as how to interact with people with various types of disabilities • Review processes to determine if more can be transitioned to provide online options as well as in person options to increase accessibility • Ongoing monitoring of IASR requirements to ensure that policies and procedures are aligned with Customer Services Standard and industry best practices • Implement new online processes for providing public services to the community. This includes integration of the public facing Laserfiche portal to assist with property tax payment, building inspection services, vital statistics related information etc. Timelines Ongoing • Review of policies and procedures to align it with best practices and IASR • Training provided to all staff on Customer Service processes and interactions with persons with various types of disabilities 2021-2023 • Review of processes to provide multiple means of accessing the processes (in person or online) 40 Township of Malahide Part I – General Requirements Progress • Accessibility Policy updated in 2016 to address legislative changes to the Integrated Accessibility Standards Regulation (IASR) inclusive of an organizational commitment • Multi-Year Accessibility Plan created in 2015 and expired at the end of 2020 • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 • Accessibility on-boarding training provided by HR staff covering Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR) and Ontario Human Rights Code (OHRC) requirements Goals • Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements • Review and update corporate Procurement Policy, incorporating a barrier-free purchasing lens • Consider updating accessibility training modules onto an all-encompassing, online training platform with updated modules and accurate, automated record tracking Timelines Ongoing • Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 • Procurement Policy update • Accessibility Policy review and update 2024-2026 • Accessibility training updates Part II – Information and Communications Progress • Website redevelopment in 2020 to WCAG 2.0 Level AA compliance • Request for Accessible Formats and Communication Supports Procedure created in 2017 41 • Accessibility Feedback Procedure & Feedback Form updated in 2018 Goals • Receive accessible document training for document authors/ staff website content uploaders • Review Request for Accessible Formats and Communications supports Procedure and Accessibility Feedback Procedure & Feedback Form for potential areas to upgrade above and beyond IASR requirements Timelines 2021-2023 • Accessible document training 2024-2026 • Review Request for Accessible Formats and Communications Supports Procedure and Accessibility Feedback Procedure & Feedback Form Part III – Employment Progress • All job postings let the public know that accommodations are available upon request during the recruitment process • Human Resources Policy B-4.3 Accommodating Special Needs updated in 2013 Goals • Update HR Policy B-4.3 Accommodating Special Needs to reflect industry best practices and IASR requirements • Create Emergency Workplace Response for Employees with Disabilities Policy to reflect industry best practices • Create new Return to Work Process and Return to Work Plan for employees Timelines 2021-2023 • Update HR Policy B-4.3 Accommodating Special Needs • Create Emergency Workplace Response for Employees with Disabilities • Create new Return to Work Process and Return to Work Plan 42 Part IV.1 – Design of Public Spaces Accessible Built Environment Progress • In consultation with the County of Elgin & Central Elgin Joint Accessibility Advisory Committee, the Township of Malahide is able to utilize the following documents in place of their respective consultation requirements as outlined above o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin County Accessible On-street Parking Standard o Elgin County Rest Areas Consultation Document • Installed new playground equipment in 2019 at Mill Street Park in Springfield incorporating accessible play features • Sidewalk installations at Wonnacott Park in Port Bruce in 2018 • Hard surfacing, accessible parking installed at the observation deck In Port Bruce in 2019 • Additional accessible picnic tables purchased at both Port Bruce, Malahide Community Place and Mill Street Park across 2018 & 2019 • Engineered Wood Fibre (EWF) installed in 2018 at the playground area in Port Bruce, providing significant upgrades to the previous surface Goals • No major built environment/ capital projects planned at this time – most municipal building is fairly new and not considering any significant renovations over the next 5 years • Continue to work with the County Accessibility Coordinator monitoring potential funding opportunities for the built environment relating to accessibility under the Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program Timelines Ongoing • Monitor funding opportunities Part IV.2 Customer Service Progress • Accessibility Policy updated in 2016 meeting appropriate requirements as it relates to the Customer Service Standard • Created Accessibility Feedback Procedure (2017) 43 • Created Accessibility Training Procedure (2017) • Created Temporary Service Disruption Procedure (2017) • Created Service Animals in the Workplace Procedure (2017) • Created Support Persons Procedure (2017) Goals • Accompanying the goals laid out in the General Requirements Section as it relates to job specific training, consider creating a customer service focused training module for all Township staff to complete in addition to the standard on- boarding accessibility training • Review and update Service Animals in the Workplace Procedure to reflect new industry best practices • Review and update accessibility feedback procedure while including an accessibility feedback form for members of the public • Ensure Temporary Service Disruption Procedure is included in on-boarding training for staff responsible for corporate communications Timelines 2021-2023 • Customer service focused training module • Review and update Service Animals in the Workplace Procedure • Ensure Temporary Service Disruption Procedure is included in communications related to on-boarding training • Review and update accessibility feedback procedure 2024-2026 • Review Accessibility Feedback Procedure and Form 44 Township of Southwold Part I – General Requirements Progress • Accessibility policy updated in 2019 to address Accessible Maintenance procedures relating to any newly constructed or redeveloped elements provided for under the Design of Public Spaces Standard. • Multi-Year Accessibility Plan created in 2016 and expired at the end of 2020 • Accessibility Compliance Reports filed with the Ministry for Seniors and Accessibility (formerly Accessibility Directorate of Ontario) in 2015, 2017 & 2019 Goals • Review and update Accessibility Policy to reflect industry best practices, continuing to meet AODA and IASR requirements Timelines Ongoing • Monitoring ongoing and future potential updates to the IASR via Standards Development Committee Recommendations 2021-2023 • Accessibility Policy review and update Part II – Information and Communications Progress • Website redevelopment in 2021 to WCAG 2.0 Level AA compliance • Accessibility Feedback Procedure and Feedback Form updated in 2019 • Accommodation Policy updated in 2019 Goals • Receive accessible document training for document authors/ staff website content uploaders Timelines 2021-2023 • Accessible document training 2024-2026 • Web content to meet success criteria 1.2.4 Captions (Live) • Web content to meet success criteria 1.2.5 Audio Descriptions (Pre-Recorded) 45 Part III – Employment Progress • All job postings let the public know that accommodations are available upon request during the recruitment process • Accommodation Policy updated in 2019 Goals • Review and update Emergency Workplace Response for Employees with Disabilities procedure • Review and update the Return to Work Process and Return to Work Plan Timelines 2021-2023 • Review and update the: o Emergency Workplace Response for Employees with Disability procedure o Return to Work Process and Return to Work Plan Part IV.1 – Design of Public Spaces Accessible Built Environment Progress • In consultation with the County of Elgin and Central Elgin Joint Accessibility Advisory Committee, the Township of Southwold is able to utilize the following documents in place of their respective consultation requirements as outlined above: o Elgin County Accessible Playground Consultation Document o Elgin County Recreational Trails Consultation Document o Elgin County Accessible On-street Parking Standard o Elgin County Rest Areas Consultation Document • Completion of a new accessible playground at the Talbotville Meadows Subdivision Park • Completion of accessible walking trails at parks in Shedden, Fingal and Talbotville Goals • Completion of new accessible playground and pavilion at the Shedden Open Space Park – 2021 • Continue to work with the County Accessibility Coordinator monitoring potential funding opportunities for built environment relating to accessibility under the 46 Enabling Accessibility Fund, Ontario Trillium Foundation, Canadian Tire Jumpstart, Investing in Canada Infrastructure Program Timelines Ongoing • Monitor funding opportunities Part IV.2 Customer Service Progress • Created Accessibility Feedback Procedure (2019), updated (2019) • Created Accessibility Training Procedure (2017), updated (2019) • Created Temporary Service Disruption Procedure (2017) • Created Service Animals in the Workplace Procedure (2017) • Created Support Persons Procedure (2017) • Updated Accommodation Policy (2019) Goals • Conduct a thorough review of all customer service policies and procedures (Accessibility Feedback Procedure, Accessibility Training, Temporary Service Disruption Procedure, Service Animals in the Workplace Procedure, Support Persons Procedure, and Accommodation Policy), and update accordingly • Provide annual training to staff on customer service policies and procedures • Provide bi-annual training to all Township of Southwold Volunteers and Committee members on customer service policies and procedures Timelines 2021-2023 • Conduct a thorough review of all customer service policies and procedures (Accessibility Feedback Procedure, Accessibility Training, Temporary Service Disruption Procedure, Service Animals in the Workplace Procedure, Support Persons Procedure, and Accommodation Policy), and update accordingly. • Provide annual training to staff on customer service policies and procedures 2024-2026 • Provide bi-annual training to all Township of Southwold Volunteers and Committee members on customer service policies and procedures 47 Communication This plan will be available on Elgin County’s website, located at www.elgincounty.ca. A print copy of this plan is also available by contacting the County’s Accessibility Coordinator. Local Municipal Partner Websites: Municipality of Bayham: https://www.bayham.on.ca/ Municipality of Central Elgin: https://www.centralelgin.org/en/index.aspx Municipality of Dutton Dunwich: https://www.duttondunwich.on.ca/ Municipality of West Elgin: https://www.westelgin.net/en/index.aspx Town of Aylmer: https://aylmer.ca/ Township of Malahide: https://www.malahide.ca/en/index.aspx Township of Southwold: https://www.southwold.ca/en/index.aspx Feedback The County of Elgin is committed to ensuring accessibility is a reality throughout all facilities and business operations. There is still so much to accomplish, and as we progress, we would like to hear from you! Do you have any thoughts or feedback on what has been accomplished so far? Please contact us with your questions and ideas: Elgin County Accessibility Feedback Form Contact Information Phone: 519-631-1460 x 167 Fax: 519-633-7785 Mail: Sarah Savoie, Accessibility Coordinator Elgin County, Administration Building 450 Sunset Drive, St. Thomas ON N5R 5V1 Email: ssavoie@elgin.ca This document is available in accessible format and/or with communication supports, upon request. 48 Appendix A Accessible Maintenance Procedures Maintenance of Accessible Elements Purpose: To meet the requirements under the Integrated Accessibility Standards Regulation (O.Reg 191/11), Design of Public Spaces Standard (Section 80.44) Maintenance of Accessible Elements Practices To ensure that any newly constructed or redeveloped elements provided for under the Design of Public Spaces will have procedures for preventative and emergency maintenance of the accessible elements in public spaces. Scope Organizations shall ensure that their Multi-Year Accessibility Plan includes procedures for preventative and emergency maintenance of the accessible elements in public spaces as required under this Part and procedures dealing with temporary disruptions when accessible elements required under this Part are not in working order. The Design of Public Spaces Standard applies to public spaces that are newly constructed or redeveloped, that include: • Recreational Trails and Beach Access Routes • Outdoor Public Use Eating Areas • Outdoor Play Spaces • Exterior Paths of Travel • Accessible Parking Application Departments that maintain elements listed under Scope: - Shall apply best practices in the preventative maintenance of accessible elements with periodic checks such as; o Annual inspections, or more frequently as per the Minimum Maintenance Standards o After storms or events that might affect accessible elements o As part of any reports of vandalism or complaints - Shall apply best practices in the emergency maintenance of accessible elements with active response once notified 49 - Shall apply best practices in the emergency maintenance of accessible elements with active response once notified - Shall continue to provide public notification of temporary disruptions in keeping with compliance requirements under the Integrated Accessibility Standard Regulation (O. Reg 191/11) and the Municipality’s corresponding policy: o Notice of the disruption will include: the reason for the disruption, its anticipated duration and a description of alternative facilities or services, if any that are available o Notice will be given by posting the information in a conspicuous place as well as by posting the information on the Municipal website - Notify the Road Supervisor for the affected Municipality (where applicable) - Repair as soon as practicable 50 Appendix B Temporary Service Disruptions If a temporary service disruption is planned the County will give notice of the disruption. Notice of the disruption will include: the reason for the disruption, its anticipated duration and a description of alternative facilities or services, if any that are available. Procedures for specific service disruptions will be developed, and a copy of the procedures will be available to individuals upon request. Notice will be given by posting the information in a conspicuous place as well as by posting the information on the County or Library website. Temporary Service Disruptions Procedure Purpose The purpose of this procedure is to establish guidelines for providing notification of temporary disruptions of service to people with disabilities. These notices may be for either planned or unexpected disruptions of service. Implementation Notices for both unexpected and planned service disruptions will be provided in a variety of formats that will take into account a range of disabilities and will outline: • The reason for the disruption; • Its anticipated duration; • A description of alternative facilities or services, if any are available; and, • Contact information. Notices for unexpected service disruptions will be posted as soon as possible, using large, clear print and plain language at the physical entrances to the facility and throughout the facility (if required) and in any other location that the County deems is necessary. Notices for planned service disruptions will be posted using large, clear print and plain language at the physical entrances to the facility and throughout the facility where necessary. In addition, planned service disruptions that are intended to last more than 48 hours will be posted on the County’s website. THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2021-070 A BY-LAW TO PROVIDE FOR AN INTERIM TAX LEVY WHEREAS Section 317 of The Municipal Act, 2001, Chapter 25, S.O. 2001, as amended, provides for an interim levy for 2021 on the assessment of property in the municipality rateable for local municipal purposes, subject to certain restrictions; AND WHEREAS the Council of the Corporation of the Municipality of Bayham deems it advisable and expedient that such a levy should be made; THEREFORE the Council of the Corporation of the Municipality of Bayham enacts as follows: 1. That for the year 2022, the interim tax levying amounts to be levied, raised and collected on all real property taxable within the residential, farmland, pipeline, multi-residential, commercial and industrial classes, and liable to pay the same according to the last revised assessment roll, shall be fifty (50) percent (%) of the total amount of annualised taxes for municipal and school purposes levied on the property for the previous year, that is for the year 2021. 2. The said interim tax levying amounts shall be due and payable in two instalments at the Municipality of Bayham Office at 56169 Heritage Line, Straffordville, on or before the following dates: FIRST INSTALMENT February 25, 2022 SECOND INSTALMENT May 27, 2022 Notice of such taxes due shall be sent by first class mail by the Tax Collector to those persons or firms liable for the payment of taxes. 5. That a charge as a penalty of one and one-quarter per cent on the amount of any outstanding taxes levied in 2022 shall be made on the first day of each calendar month thereafter in which default continues, until December 31st 2022, and any such additional amount shall be levied and collected in the same manner as if it had been originally imposed with and formed part of such levy. 6. That interest of one and one-quarter per cent on the amount of any taxes due and unpaid after December 31, 2022, shall be charged on the first day of each calendar month thereafter in which the default continues. 7. That taxes may be levied, in accordance with the provisions of this by-law on the assessment of property that is added to the assessment roll after this by-law is passed. By-law 2021-069 -2- 8. That the provisions of the Municipal Act with respect to the levy of the yearly rates and the collection of taxes apply mutatis mutandis to the levy of rates and collection of taxes under this by-law. 9. That this by-law shall become effective as of the 1st day of January 2022. READ A FIRST AND SECOND TIME this 16th day of December, 2021. READ A THIRD TIME AND FINALLY PASSED this 16th day of December 2021. ___________________________ _____________________________ MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2021-071 BEING A BY-LAW TO AUTHORIZE BORROWING FROM TIME TO TIME TO MEET CURRENT EXPENDITURES DURING THE FISCAL YEAR ENDING DECEMBER 31, 2022. WHEREAS the Municipal Act, 2001 S.O. 2001, Chapter 25, s.407, provides authority for a council by-law to authorize temporary borrowing, until taxes are collected, and until other revenues are received, to meet the current expenditures of the municipality for the year, AND WHEREAS the total amount which may be borrowed from all sources at any one time to meet the current expenditures of the municipality, except with the approval of the Ontario Municipal Board, is limited by Section 407 of the Municipal Act, 2001. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: Borrowing 1) The head of Council and the Treasurer are hereby authorized to Authority borrow from time to time by way of promissory note or bankers’ acceptance during the year 2022 (hereinafter referred to as the current year) such sums as may be necessary to meet, until the taxes are collected, and until other revenues are received, the current expenditures of the municipality and the other amounts that are set out in section 407 of the Municipal Act, 2001. Instruments 2) A promissory note or bankers’ acceptance made under Section 1 shall be signed by the head of Council or such other person as is authorized by by-law to sign it and by the Treasurer. Lenders 3) The lenders from whom amounts may be borrowed under authority of this by-law shall be the Royal Bank of Canada and such other lender(s) and reserve funds of the municipality as may be determined from time to time by resolution of the Council. Limit on 4) The total amount which may be borrowed at any one time under Borrowing this by-law, together with the total of any similar borrowings that have not been repaid, shall not exceed, from January 1st until September 30th of the current year, 50 percent of the estimated revenues of the municipality as set forth in the estimates adopted for that year. Such borrowing shall not exceed, from October 1st until December 31st of the current year, 25 percent of the said estimated revenues of the municipality as set forth in the estimates adopted for that year. For purposes of this by-law, the estimated revenues of the municipality shall not include revenues derivable or derived from B/L 2021-070 -2- (a) borrowings or issues of debentures, or (b) a surplus, including arrears of levies, or (c) a transfer from the capital fund, reserve funds or reserves. Borrowing 5) The Treasurer shall, at the time when any amount is borrowed Documents under this by-law, ensure that the lender is or has been furnished Required with a certified copy of this by-law, a certified copy of the resolution mentioned in Section 3 determining the lender if applicable and a copy of the estimates of the corporation adopted for the current year and also showing the total of any other amounts borrowed from any and all sources under authority of Section 407 of the Municipal Act, 2001 that have not been repaid. When 6) If the estimates for the current year have not been adopted at the Estimates Not time an amount is borrowed under this by-law. Adopted (a) the limitation on total borrowing shall be calculated for the time being upon the estimated revenues of the municipality as set forth in the estimates adopted for the previous year. The 2021 estimated amount of revenues applicable to the limitation on total borrowing is $10m. Charge on 7) All or any sums borrowed under this by-law shall, with interest Revenues thereon, be a charge upon the whole of the revenues of the municipality for the current year and for any preceding years as and when such revenues are received but such charge does not defeat or affect and is subject to any prior charge then subsisting in favour of any other lender. Directive to 8) The Treasurer is hereby authorized and directed to apply in Treasurer payment of all or any sums borrowed under this by-law, together with interest thereon, all or any of the money hereafter collected or received, either on account of or realized in respect of the taxes levied for the current year and preceding years or from any other source, which may lawfully be applied for such purpose. Effective Date 9) This by-law shall come into full force and effect the 1st day of January, 2022. Read a first, second and third time and finally passed this 16th day of December 2021. MAYOR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2021-073 BEING A BY-LAW TO AUTHORIZE THE EXECUTION OF A CONSULTING AGREEMENT BETWEEN THE CORPORATION OF THE MUNICIPALITY OF BAYHAM AND a+LINK ARCHITECTURE INC. WHEREAS the Council of The Corporation of the Municipality of Bayham is desirous of entering into an agreement with a+LINK Architecture Inc. for provision of Architectural Services pursuant to RFP 21-02; 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 Corporation of the Municipality of Bayham and a+LINK Architehture Inc. for provision of Architectural Services; 2. THAT this by-law shall come into full force and effect upon the final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 16th DAY OF DECEMBER 2021. ______________________ ___________________ MAYOR CLERK Page 1 of 11 THIS AGREEMENT made the day of , 2021 B E T W E E N: The Corporation of the Municipality of Bayham (hereinafter referred to as the “Municipality”) and a+LiNK Architecture Inc. A corporation incorporated in the Province of Ontario (hereinafter referred to as "the Service Provider") WHEREAS: 1. The Municipality issued RFP 21-02 “Architectural Services” (the “RFP”) attached hereto as Schedule “A” in regard to the Straffordville Community Centre, in accordance with the purchasing and procurement policies and by-laws of the Municipality. 2. The Service Provider responded to the RFP with a Proposal dated July 26th, 2021 (the “Proposal”) attached hereto as Schedule “B”. 3. The Service Provider has the requisite skill, experience and knowledge necessary to carry out the architectural services required; 4. The Service Provider was selected, in compliance with the purchasing policies of the Municipality, to provide the services on the terms described in this Agreement; 5. The parties wish to formalize their contractual relationship through this Agreement. IN CONSIDERATION of the mutual covenants and other terms and conditions hereinafter contained, the parties hereby covenant, promise and agree each with the other as follows: Definitions 1. In this Agreement, a) "Municipality" means The Corporation of the Municipality of Bayham; Page 2 of 11 b) "CAO" means the person holding the position of Chief Administrative Officer of the Municipality; c) “Consultant” means any other entity providing technical or professional advice with regard to the Services that is not the Service Provider. d) “Contractor” means the contractor that is the successful respondent to the tender administered by the Service Provider for the construction of the Straffordville Community Centre renovations and that has entered into a stipulated price contract with the Municipality. e) “Council” menas the Council of the Municipality. f) "Service Provider" means a+LiNK Architecture Inc, its agents, officials, employees and subconsultants, when applicable; g) "Services" means the professional architectural services to be provided by the Service Provider pursuant to this Agreement and as specified in clause 5 of this Agreement. h) “Work” means the total construction and related services required by the construction contract documents. General 2. The Municipality is a Municipal corporation governed by Mayor and Council and operated by Administration, who is hereby authorized to administer this Agreement save for those areas specifically limited herein. 3. The Schedules attached hereto are incorporated into and form part of this Agreement. 4. The Service Provider is corporation, incorporated in Ontario, and has represented and warranted to the Municipality that it has the requisite skill, ability, expertise and qualifications to carry on the Services. Services of the Service Provider 5. The Service Provider agrees to the following conditions related to the delivery of Services: a. The Service Provider shall perform and be responsible for the architectural services set out in the Proposal and the RFP, including, but not limited to pre-design, schematic design, design development, construction documents, tender and contract administration (including payment certification). This Agreement, the Proposal and the RFP are complimentery, and what is required by any one shall be as binding as if required by all. In the event there is any conflict, the higher standard in favour of the Municipality shall apply. b. The tender indicated in sub-paragraph 5(a) shall be for a stipulated price contract. c. The Service Provider shall include the consultant coordination of all consultants, whether engaged by the Service Provider or the Municipality. Page 3 of 11 d. When engaged for services during the construction phase, the Service Provider shall: i. Advise and consult with the Municipality; ii. Have authority to act on the Municipality’s behalf as a representative of the Municipality to the extent specifically provided for in this Agreement, and have access to the Work at all times. iii. Forward all instructions from the Municipality to the Contractor expeditiously; iv. Have the authority to reject Work which does not conform to the construction contract documents, and whenever, in the Service Provider’s opinion, it is necessary or advisable for the implementation of the intent of the construction contract documents, have the aurhotity to require special inspection or testing of the Work; and v. Have the authority to order minor adjustments in the Work which are consistent with the intent of the construction contract documents, when such changes do not involve an adjustment in the construction contract price or an extension of the construction contract time. The Service Provider shall make reasonable efforts to confirm the minor adjustment with the Municipality in advance of ordering it. e. When engaged in the performance of payment certification, the Service Provider shall issue certificates for payment. Such certificates for payment shall constitute a representation by the Service Provider to the Municipality, that the Work has progressed to the value indicated, subject to review and evaluation of the Work as it progesses for general conformity; the results of any subsequent tests required by or performed under the construction contract documents; minor deviations from the construction contract documents being corrected prior to completion; and, any specific qualifications stated in the certificate for payment. Changes and Additions to Services 6. The Service Provider hereby acknowledges and agrees that: a. The Municipality may, by request in writing, make a change in the Services without invalidating this Agreement. The Service Provider is not required to proceed with a change in the Services until in receipt of the written request for the change. Once the written request for the change is received, the Service Provider shall proceed with the change and the Municipality shall pay for any additional Services or fees arising out of the change, as agreed or negotiated between the Parties. b. The Municipality may, by request in writing, require the Service Provider to perform additional work without invalidating this Agreement. If the Service Provider agrees to perform additional Services, the Service Provider shall proceed with such additional Sork in accordance with the written request. Payment for additional Sork may be negotiated between the parties or be paid in accordance with the hourly rates set out by the Service Provider. Page 4 of 11 Fees and Disbursements 7. The Municipality shall pay to the Service Provider for the Services set out in Section 5 of this Agreement the sum of $155,998.76, which is inclusive of H.S.T. for the Services. No payment in excess of $155,998.76 shall be made without the authorization of Council. 8. Payments under this Agreement will be made only after this Agreement has been duly executed by both parties and the Services have been completed to the satisfaction of the Municipality. The Service Provider shall provide detailed accounts for the Services on a monthly basis. If requested by the CAO, the Service Provider will make available to the Municipality such accounts, records, receipts, vouchers and documents for the purpose of substantiating its billings. 9. The Municipality shall pay each monthly invoice within 30 days of receipt of the invoice. 10. Where changes or additional Services are requested pursuant to Section 6 of this Agreement, it shall be paid at agreed upon hourly rates as set out in Schedule “C” to this Agreement. Service Provider Covenants 11. The Service Provider hereby covenants as follows: a) to assist with obtaining any licences or other governmental approvals to provide the Services; b) to comply with all applicable laws, legislation, directives, rules and orders, whether International, Federal, Provincial, or local in providing the Services; c) to comply with the Workplace Safety and Insurance requirements (WSIA) and Human Rights policies; d) to obtain and keep current WSIB insurance and to provide the Municipality with a clearance certificate issued by the WSIB as proof of such insurance if requested; e) to ensure that the persons in their organizations who deal with members of the public or other third parties on behalf of the Municipality or who participate in developing the Municipality’s policies, practices and procedures governing the provision of goods and services to members of the public or other third parties receive training about the provision of goods or services to persons with disabilities as required by the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c.11, as amended; f) to supply at its sole cost and expense all staff, equipment, accommodations and technical assistance necessary to perform the Services and assume all overhead expenses in connection with the Services; g) that in addition to complying with all applicable legislation, regulations, directions and orders of any regulatory body, the Service Provider covenants to comply with all policies of the Municipality applicable to consultants and contractors, which may include particular policies with regard to COVID-19 saftey. Where there is any conflict between applicable legislation, regulation, directions and orders, the Service Provider agrees to adhere to the highest standard established. In Page 5 of 11 addition, the Service Provider agrees to review and execute any documents reasonably required by the Municipality in relation to its policies, including but not limited to acknowledgment agreements regarding the polices; h) that the Municipality shall be permitted to monitor the Services in such ways as the CAO may determine; and i) to co-operate with the CAO and to do all things necessary to enable the CAO to evaluate the Services as required. Service Provider Representations 12. The Service Provider hereby represents as follows: a) that it is not now, and will not in the future be, in a conflict of interest in regard to providing the Services; b) that any representations made by it in offering the Services were accurate, and continue to be accurate, and that it agrees to abide by those representations; c) that it understands that it must obtain its own financial, legal or other professional advice regarding the Services, and this Agreement, and that it has had the opportunity to do so; d) that it will refrain from contacting members of Council or the Mayor without written approval from the CAO; and e) that it will refrain from discussing the Services via the media or any social media services without written approval from the CAO, provided that the Service Provider shall be entitled to mention the project and the Services provided in future proposals as proof of the Service Provider’s experience with this type of work. Term and Termination 13. The Service Provider shall carry out the Services with the utmost dispatch, subject to delays beyond its control, between the Effective Date of the Agreement noted at the top of page 1 and July 1, 2023. 14. The Municipality may, in its sole discretion, terminate this Agreement by providing the Service Provider with thirty (30) days’ written notice of termination. Municipal Termination 15. The Municipality may immediately terminate the Agreement upon giving notice to the Service Provider where: a) the Service Provider breaches any provisions of this Agreement, including but not limited to poor performance, by the Service Provider; b) the Service Provider is adjudged bankrupt, makes a general assignment for the benefit of its creditors or a receiver is appointed on account of the Service Provider’s insolvency; Page 6 of 11 c) the Service Provider breaches any confidentiality or conflict of interest obligation set out in this Agreement; d) the Service Provider, prior to or after executing the Agreement, makes a material misrepresentation or omission or provides materially inaccurate information to the Municipality; e) the Service Provider undergoes a change in control which adversely affects the Service Provider’s ability to satisfy some or all of its obligations under this Agreement; f) The Service Provider’s acts or omissions constitute a substantial failure of performance; or g) If the Service Provider assigns this Agreement without consent of the Municipality; and the above rights of termination are in addition to all other rights of termination available under this Agreement, at law, or events of termination by operation of law. Municipality’s Covenants 16. The Municipality hereby covenants as follows: a) To provide full information regarding he requirements for the Services including the objectives, constraints and criteria inclusive of spatial and functional requirements, flexibility, expandibility, special equipment, systems and site requirements. b) To provide information and instruction to the Service Provider in a reasonably timely manner. c) To provide such information, surveys and reports as may be reasonably necessary for the Service Provider to perform the Services. d) To execute, apply or confirm any documents necessary for the Service Provider to perform the Services. Indemnity 17. The Service Provider hereby agrees that it will, from time to time, and at all times, well and truly save, keep harmless and fully indemnify the Municipality, its successors and assigns, from and against actions, claims and demands whatsoever which may be brought against or made upon the Municipality and against all loss, liability, judgments, claims, costs, demands or expenses which the Municipality may sustain, suffer or be put to: a) resulting from or arising out of any breach, violation or non-performance of any covenant, condition, agreement or other obligation in this Agreement to be fulfilled, kept, observed and performed by the Service Provider; and Page 7 of 11 b) resulting or occasioned by any wrongful act, default, omission or negligence of the Service Provider and those for whom it is in law responsible, including but not limited to any damage to property and any injury to any person (including death). Insurance 18. The Service Provider shall maintain the following policies of insurance and provide a Certificate of Insruance at the commencement of the term and each anniversary thereof until termination of the Agreement or any renewals: a) A policy of Commercial General Liability insurance that: i. Shall have a limit of liability of not less than Two Million Dollars ($2,000,000) inclusive for any occurrence; ii. include damage caused by vehicles owned by the Service Provider and used in conjunction with the Services either within or outside the contract limits, and shall have a limit of liability of not less than $2,000,000 inclusive for any one occurrence; iii. be endorsed to include The Corporation of the Municipality of Bayham as additional insured. iv. The Municipality shall have the right to request that an Extended Reporting Endorsement be purchased by the Service Provider at the Service Provider’s sole cost. b) A policy of Professional Liability coverage of not less than Two Million Dollars ($2,000,000). Subconsultants 19. The Service Provider will be solely responsible for the payment of any subconsultants and/or subcontractors employed, engaged or retained by it for the purpose of assisting it in the discharge of its obligations under this Agreement. The employment, engagement or retainer of any subcontractors and/or sub-consultants not identified in the Proposal must have received prior written approval from the Municipality. The Service Provider shall co-ordinate the services of all subcontractors so employed, engaged or retained by it, and the Service Provider shall be liable to the Municipality for costs or damages arising from errors or omissions of the subcontractors, or any of them. Confidential Information 20. Upon termination or expiry of this Agreement, the Service Provider shall return to the Municipality all written or descriptive matter provided to it by the Municipality, including but not limited to drawings, prints, descriptions or other papers, documents or any other material maintained in any format, including digital format, which contains any confidential information whatsoever. 21. Subject to the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31 and the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 and any amendments thereto, and except as expressly provided in this Page 8 of 11 clause, no confidential information shall be disclosed by the Service Provider in any manner whatsoever without the approval in writing of the Director, and: a) the Service Provider shall hold all confidential information obtained in trust and confidence for the Municipality and shall not disclose any such confidential information, by publication or other means, to any person, company or other government agency nor use same for any other project other than for the benefit of the Municipality as may be authorized by the CAO in writing; b) any request for such approval by the CAO shall specifically state the benefit to the Municipality of the disclosure of the confidential information; c) any use of the confidential information shall be limited to the express purposes as set out in the approval of the CAO; and d) the Service Provider shall not, at any time during or after the term of this Agreement, use any confidential information for the benefit of anyone other than the Municipality. 22. The Service Provider agrees that the terms and conditions of this Agreement are confidential and shall not be disclosed to third parties, without prior written consent of the Municipality. This term shall survive the termination of this Agreement by a period of five (5) years. No Agency or Employment Relationship 23. The Service Provider and the Municipality agree that the Service Provider, its servants, agents and employees shall under no circumstances be deemed agents or representatives of the Municipality and except as the Municipality may specifically authorize in writing, shall have no right to enter into any contracts or commitments in the name of or on behalf of the Municipality or to bind the Municipality in any respect whatsoever. Right to Project Information 24. The Service Provider shall reasonably provide all information requested and/or required by the Municipality for the purpose of its record keeping with regard to the Services / Straffordville Community Centre project, to complete any required municipal financial reporting or financial record keeping, or, for fulfilling any requests by the Municipality’s auditors. Right of Ownership and Use 25. From the date of termination or expiry of this Agreement the paper or non-editable electronic documents which comprise the design, drawings, specifications and reports prepared by or on behalf of the Service Provider that are prepared for the Municipality and the authorities having jurisdiction and for construction, (the "Material") shall remain the property of the Service Provider. The Service Provider represents and warrants to the Municipality that it owns or shall own all copyright in the Material and no other person shall own any copyright in the Material. Page 9 of 11 26. The Service Provider will provide copies of the Material for use by the Municipality. Force Majeure 25. The performance of the respective parties hereto or their respective obligations hereunder shall be subject to force majeure, including, but not limited to, insurrections, riots, wars and warlike operations, explosions, governmental acts, epidemics, strikes, fires, accidents, acts of any public enemy, or any similar occurrence beyond the reasonable control of the party affected. Any party temporarily excused from performance hereunder by any such circumstances shall use its best efforts to avoid, remove or cure such circumstances and shall resume performance with utmost dispatch when such circumstances are removed or cured. Any party claiming circumstances as an excuse for delay in performance shall give prompt notice in writing thereof to the other party. Notices 26. Any notification or written communication required by or contemplated under the terms of this Agreement shall be in writing and sent by Registered Mail, Return Receipt Requested and which shall be deemed to have been delivered five business days after the date of mailing. Addresses for such notices shall be: If to the Service Provider: Attention: Ed J. Vandermaarel, CEO a+LiNK Architecture Inc. 126 Wellington Road London, ON, N6C 4M8 If to the Municipality : Attention: CAO The Corporation of the Municipality of Bayham 56169 Heritage Line Straffordville, ON, N0J 1Y0 Miscellaneous 27. The waiver of any provision hereof or the failure of any party hereto to enforce any right hereunder shall apply to that provision or right only and shall not be deemed to affect the validity of the remainder hereof. 28. No departure from or waiver of the terms of this Agreement shall be deemed to authorize any prior or subsequent departure or waiver and the Municipality shall not be obligated to continue any departure or waiver or to permit any subsequent departure or waiver. 29. This Agreement shall be constructed with all changes in number and gender as may be required by the context. Any titles used within this document are for reference purposes only and not an aid to interpretation. 30. All obligations herein contained, although not expressed to be covenants, shall be Page 10 of 11 deemed to be covenants. 31. Whenever a statement or provision in this Agreement is followed by words denoting inclusion or example and then a list of or reference to specific items, such list or reference shall not be read so as to limit the generality of that statement or provision, even if words such as “without limiting the generality of the foregoing” do not precede such list or reference. 32. The parties agree that all covenants and conditions contained in this Agreement shall be severable, and that should any covenant or condition in the Agreement be declared invalid or unenforceable by a court of competent jurisdiction, the remaining covenants and conditions and the remainder of the Agreement shall remain valid and not terminate thereby. 33. This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. 34. This Agreement embodies the entire agreement between the parties with regard to the provision of deliverables and additional deliverables and supersedes any prior understanding or agreement, collateral, oral or otherwise with respect to the provision of the deliverables and additional deliverables, existing between the parties at the date of execution of the agreement. 35. This Agreement shall not be assignable by the Service Provider without the prior written consent of the Municipality, in its sole discretion. 36. This Agreement, executed in counterpart, may be exchanged by scanned or faxed copy. A combination of counterparts shall be deemed to be an original. This Agreement may be signed by electronic signatures. 37. This Agreement shall enure to the benefit of, and be binding upon, the heirs, executors, administrators, successors and permitted assigns of the parties hereto. IN WITNESS WHEREOF, the Municipality and the Service Provider have respectively executed and delivered this Agreement on the date set out above. The Corporation of the Municipality of Bayham by: _________________ ____________________________________ Date Name: Title: by: _________________ ____________________________________ Date Name: Title: I/We have the authority to bind the Corporation. Page 11 of 11 A+LiNK Architects Inc. by: _________________ ____________________________________ Date Name: Title: by: _________________ ____________________________________ Date Name: Title: I/We have the authority to bind the Corporation. REQUEST FOR PROPOSAL ARCHITECTURAL SERVICES RFP 21-02 RFP CLOSING: July 26, 2021 AT 11:00 A.M. Municipality of Bayham P.O. Box 160 56169 Heritage Line Straffordville, ON N0J 1Y0 Schedule "A" The Corporation of the Municipality of Bayham Request for Proposal For Architectural Services Instructions to Proponents 1. GENERAL: This Request for Proposal invites qualified Architectural Consultants to provide their design expertise and team leadership for the planned improvements to the Straffordville Community Centre Complex. (See Scope of Work for details) Submissions will be received at the office of: Municipality of Bayham 56169 Heritage Line, Straffordville, ON N0J 1Y0 Not later than 11:00 a.m. local time, Monday, July 26, 2021 Any proposal not necessarily accepted. The proposals will be opened shortly after 11:00 a.m. on Monday, July 26, 2021 at the office of the Municipality of Bayham. 2. RIGHT TO ACCEPT OR REJECT PROPOSALS: Proposals may be invalidated if the forms are not properly or fully completed. Proposals must be on the forms provided. No substitutions will be considered. Acceptance or rejection will be at the sole discretion of the Municipality. 3. ABILITY AND EXPERIENCE OF PROPONENT: The Corporation of the Municipality of Bayham reserves the right to reject the proposal of any proponent who does not furnish satisfactory evidence of sufficient experience to successfully provide the service. 5. PROPONENTS TO INVESTIGATE: It is the responsibility of the proponent to examine and satisfy himself as to the general area of the Municipality and satisfy himself as to all the terms and conditions of the contract documents. 6. INQUIRIES DURING PROPOSALS: The proponent is advised that inquiries regarding the interpretation of the proposal and contract document shall be written and directed to the Municipality of Bayham Office to Bill Knifton, Chief Building Official Email: bknifton@bayham.on.ca 7. CONTRACT: The successful Proponent(s) will be required to enter into a formal Agreement with the Municipality of Bayham. Appendix “A” Straffordville Community Center Complex SCOPE OF WORK 1. GENERAL 1.1 The Municipality of Bayham has obtained Provincial and Federal funding to enhance the existing Straffordville Community Centre site. 1.2 The total project value is approximately two million dollars ($2,000,000) with a grant deadline of March 2027. 1.3 The Municipality requires the following in support of the project: 1.3.1 Architect will complete architectural design for the proposed building addition (see attached grant approval drawing for conceptual details). 1.3.2 Architect will act as design lead to all other professionals as may be required to complete and implement the design. 1.3.3 Architect will provide project lead to all aspects of the improvements listed below in description of work. 2. DESCRIPTION OF WORK 2.1 Construct a 56 ft x 25 ft (1,400 ft2) community centre expansion inclusive of change rooms, canteen, universal washroom, and commercial kitchen. 2.2 Construct a 56 ft x 70 ft (3,920 ft2) covered open air pavilion with new 4” concrete floor slab. 2.3 Rehabilitation of existing pavilion, sport field buildings, and upgrade of sport field lighting to LED. F. gb Guy R. Bellehumeur, B. Arch., OAA, MRAIC,Principal Architect of GB ARCHITECT INC. is the designer for this project with respect to all architectural work identified on this drawing sheet. The Ontario Association of Architects has assigned as per requirements of the Ministry of Municipal Affairs & Housing Bill 124."Guy R. Bellehumeur & GB ARCHITECT INC.The Architect above has exercised responsible control with respect to design activities. The Architect's seal number is their BCDN number.430 ONTARIO STREET STRATFORD, ONTARIO. N5A 3J2 PHONE (519) 272 0073 FAX (519) 272 1433 architect inc. DATE:DRAWN BY: SCALE:CHECKED BY:PRINT DATE:G.R. B.PROJECT No.:DATENo. REVISION bg bg bg 19- 1979 STRAFFORDVILLE COMMUNITY CENTRE ADDITION 56169 HERITAGE LINE STRAFFORDVILLE, ONTARIO February 23, 2021 February 23, 2021 FLOOR PLANS FIRST AND SECOND PARTIAL A2. 1 1/8"=1'- 0"MHW / ABM KITCHEN OUTLINE OF CANOPY ABOVE CONCESSIONBOOTH UNIV.W/ R.UNISEXW/ R.UNISEXW/ R. STORAGE JAN.STORAGE STAIR COVEREDPAVILLION OUTLINE OF CANOPY ABOVE EXIST. AUDITORIUM EXIST. FOYER EXIST. STORAGE EXIST. CORRIDOR OPEN TO AUDITORIUM BELOWMEETINGROOM STORAGEUNISEXW/ R.UNISEXW/ R. STAIR EXIST. KITCHEN EXIST. BAR EXIST. COAT EXIST.W/ R EXIST.W/ R EXIST. STAIR EXIST. STAIR NEW LOCATION FOR EXIST. STAGEEXIST. MEETINGROOM EXIST. ELEV. EXIST. ELEV. HIGH ROOF BELOW FLAT BOTTOM TRUSS) LOWER ROOF BELOW SCISSOR gb Guy R. Bellehumeur, B. Arch., OAA, MRAIC, Principal Architect of GB ARCHITECT INC. is the designer for this project with respect to all architectural work identified on this drawing sheet. The Ontario Association of Architects has assigned as per requirements of the Ministry of Municipal Affairs & Housing Bill 124." Guy R. Bellehumeur & GB ARCHITECT INC. The Architect above has exercised responsible control with respect to design activities. The Architect's seal number is their BCDN number. 430 ONTARIO STREET STRATFORD, ONTARIO. N5A 3J2 PHONE (519) 272 0073 FAX (519) 272 1433 architect inc. DATE: DRAWN BY: SCALE: CHECKED BY: PRINT DATE: G.R.B. PROJECT No.: DATENo.REVISION bg bg bg 19-1979 STRAFFORDVILLE COMMUNITY CENTRE ADDITION 56169 HERITAGE LINE STRAFFORDVILLE, ONTARIO February 23, 2021 February 23, 2021 BUILDING SECTION A2.3 3/16"=1'-0" MHW / ABM CONCESSIONBOOTH COVEREDPAVILLION EXIST. AUDITORIUM MEETINGROOM HIGH ROOF BELOW FLAT BOTTOM TRUSS) LOWER ROOF BELOW SCISSOR TRUSS) STORAGE B.F. RAMP B.F. RAMP Appendix ‘B’ STRAFFORDVILLE COMMUNITY CENTRE COMPLEX IMPROVEMENTS 1. PROPOSAL SUMMARY FORM 2. LIST OF EXPERIENCE Appendix ‘C’ The Corporation of the Municipality of Bayham Proposal Architectural Services for Straffordville Community Centre Complex Improvements Proposal Summary FEE FOR SERVICES Fee for services as described HST TOTAL Closing Date: 11:00 a.m. July 26, 2021 Date:_______________________ Company Name: _______________________________ Address:______________________________ Telephone:____________________________ Fax:__________________________________ Signed:_______________________________ Print:_________________________________ NOTES: 1. Highest or any proposal not necessarily accepted The Corporation of the Municipality of Bayham Proposal Architectural Design Services for the Straffordville Community Centre Complex Improvements Project Proposal for Completion of Works The proponent provides the following detailed proposal, including timelines, for how to address and complete the described Scope of Work: To be completed and returned with proposal. The Corporation of the Municipality of Bayham Proposal Architectural Design Services for the Straffordville Community Centre Complex Improvements Project List of Experience The following is the experience of the proponent in providing similar services: To be completed and returned with proposal. REQUEST FOR PROPOSAL ARCHITECTURAL SERVICES RFP 21-02 RFP CLOSING: July 26, 2021 AT 11:00 A.M. Municipality of Bayham P.O. Box 160 56169 Heritage Line Straffordville, ON NOJ 1YO a+LINK Architecture Submission 126 Wellington Road London, Ontario N6C 4MB 519-649-0220 Schedule "B" a+LiNK Site Plan for Civil Engineering Services The Corporation of the Municipality of Bayham Request for Proposal For Architectural Services Instructions to Proponents 1. GENERAL: This Request for Proposal invites qualified Architectural Consultants to provide their design expertise and team leadership for the planned improvements to the Straffordville Community Centre Complex. (See Scope of Work for details) Submissions will be received at the office of: Municipality of Bayham 56169 Heritage Line, Straffordville, ON NOJ 1 YO Not later than 11:00 a.m. local time. Monday. July 26, 2021 Any proposal not necessarily accepted. The proposals will be opened shortly after 11:00 a.m. on Monday, July 26, 2021 at the office of the Municipality of Bayham. 2. RIGHT TO ACCEPT OR REJECT PROPOSALS: Proposals may be invalidated if the forms are not properly or fully completed. Proposals must be on the forms provided. No substitutions will be considered. Acceptance or rejection will be at the sole discretion of the Municipality. 3. ABILITY AND EXPERIENCE OF PROPONENT: The Corporation of the Municipality of Bayham reserves the right to reject the proposal of any proponent who does not furnish satisfactory evidence of sufficient experience to successfully provide the service. 3. PROPONENTS TO INVESTIGATE: It is the responsibility of the proponent to examine and satisfy himself as to the general area of the Municipality and satisfy himself as to all the terms and conditions of the contract documents. 6. INQUIRIES DURING PROPOSALS: The proponent is advised that inquiries regarding the interpretation of the proposal and contract document shall be written and directed to the Municipality of Bayham Office to Bill Knifton, Chief Building Official Email: bknifton@bayham.on.ca CONTRACT: The successful Proponent(s) will be required to enter into a formal Agreement with the Municipality of Bayham. Appendix "A'' Straffordville Community Center Complex SCOPE OF WORK 1. GENERAL 1.1 The Municipality of Bayham has obtained Provincial and Federal funding to enhance the existing Straffordville Community Centre site. 1.2 The total project value is approximately two million dollars ($2,000, 000) with a grant deadline of March 2027. 1.3 The Municipality requires the following in support of the project: 1.3.1 Architect will complete architectural design for the proposed building addition (see attached grant approval drawing for conceptual details). 1.3.2 Architect will act as design lead to all other professionals as may be required to complete and implement the design. 1.3.3 Architect will provide project lead to all aspects of the improvements listed below in description of work. 2. DESCRIPTION OF WORK 2.1 Construct a 56 ft x 25 ft (1,400 ft2) community centre expansion inclusive of change rooms, canteen, universal washroom, and commercial kitchen. 2 Construct a 56 ft x 70 ft (3,920 ft2) covered open air pavilion with new 4" concrete floor slab. 2. 3 Rehabilitation of existing pavilion, sport field buildings, and upgrade of sport field lighting to LED. 01 I L : La k The Corporation of the Municipality of Bayham Proposal Architectural Design Services for the Straffordville Community Centre Complex Improvements Project Proposal for Completion of Works The proponent provides the following detailed proposal, including timelines, for how to address and complete the described Scope of Work: 1. The design is based on the drawigns provided in the RFP. 2. We will develop a 'Work Plan' with the Client group to meet the objectives and deadlines for the project. 3. We will be using the following consultants: CJDL for Civil Engineering Works (local Tillsonburg) Gray & Fick Structural Engineering (Owner lives just outside of Stratffordville) VanderWesten & Rutherford Mechanical and Electrical Engineering (Talbotbville) 4. a+LiNK has a great deal of expereince completing community centre projects and have 15 staff including architects, interior designs, and technical staff. 5. We provide the following fee breakdown for Civil Engineering Services for quote comparison: Base Fee (included): Site Plan Engineering $ 7,000 This assumes no SWM as the area in the photo appears to be hard surfaced already Limited Functional Servicing Report is included Preparation of Quotation Documents/Spec $ 1,500 Field inspections — 4 if required at $ 700 $ 2,800 Final Grading Survey and Compliance Cert. $ 2,500 Total = $13,800 + HST 6. We provide the additional considerations for items (not included in the fee): 1. Topographic Survey and base plan $ 3,000 2. Cost Consulting Services $ 5,000 To be completed and returned with proposal. The Corporation of the Municipality of Bayham Proposal Architectural Design Services for the Straffordville Community Centre Complex Improvements Project List of Experience The following is the experience of the proponent in providing similar services: 1. Bostwick Community Centre, London, Ontario 2. East London Community Centre, London, Ontario 3. Schlegel Park Phase 2, Splash Pad Building and Operations Buildng, Kitchener, Ontario 4. Thames Pool, London, Ontario 5. YOU Youth Shelter, London, Ontario 6. L'Arche Development Centre, London, Ontario 7. London Gymnastics Academy (LGA), London, Ontario 8. North London Optimist Centre, London, Ontario To be completed and returned with proposal. Appendix `C' The Corporation of the Municipality of Bayham Proposal Architectural Services for Straffordville Community Centre Complex Improvements Proposal Summary I Fee for services as described HST TOTAL FEE FOR SERVICES Closing Date: 11:00 a.m. July 26, 2021 Date: July 26th, 2021 I $ 138,052.00 17,946.66 155,998.76 Company Name: a+LiNK Architecture Inc. Address: 126 Wellington Road London, Ontario N6C 4M8 Telephone: 519-649-0220 _ Fax: 519-495-3571 (remote during COVID-19) Signed: Print: Ed J. Vandermaarel, Principal Architect CEO and Managing Director NOTES: 1. 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OV)) t7 y, as vCi Q) O rO -O rIj Y4S COUU, Q m Z Q 71. a M f Q Inm 126 WELLINGTON ROAD LONDON ON N6C 4M8 519.649.0220 www.aLiNKarch.ca preserve + create + sustain a+LiNK Architecture Inc. refers to the standard Ontario Association of Architects (OAA) Document 600,  2013 for a description of services.  The following per diem rates apply effective January 1, 2020 and  until further notice.  Specialized Consultants Principal Heritage Architect $ 205.00 per hour   LEED Consultant $ 205.00 per hour  a+LiNK Architecture Inc.  Principal Architect $ 195.00 per hour  Senior Heritage Architect $ 145.00 per hour  Project Architect (Associate)   $ 135.00 per hour  Intern Architect $ 120.00 per hour  Senior Licensed Technologist  $ 120.00 per hour  Intermediate CAD Technologist $ 100.00 per hour  Interior Designer $ 100.00 per hour  Junior $   85.00 per hour  Clerical $   65.00 per hour  Sub Consultants As their individual per diem rates   Site Visits  Site Visit Rate $ 600.00 London  $ 850.00 Out of London  Travel  Car Rental Package (includes mileage)  $ 200.00 per day  Mileage for personal vehicles  $       .55 per km  Printing  At cost + 10%  Taxes  Harmonized Sales Tax (HST) is additional to invoice amounts.  Services and Fee Structure  Schedule "C" THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2021-074 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD DECEMBER 16, 2021 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 December 16, 2021 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 16th day of December, 2021. ____________________________ _____________________________ MAYOR CLERK