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HomeMy WebLinkAboutDecember 07, 2023 - CouncilTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, December 7, 2023 7:00 p.m. The December 7, 2023 Council Meeting will allow for a hybrid meeting function. You may attend in person or virtually through the live-stream on the Municipality of Bayham’s YouTube Channel 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held November 16, 2023 8. MOTIONS AND NOTICE OF MOTION 9. OPEN FORUM 10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council 11. PHYSICAL SERVICES – EMERGENCY SERVICES 11.1 Correspondence 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council A. Report FR-05/23 by Harry Baranik, Fire Chief/CEMC re Grant Received from Enbridge Gas – 2023 Safe Community Assist Project – Education and Training Council Agenda December 7, 2023 2 B. Report PS-18/23 by Steve Adams, Manager of Public Works/Drainage Superintendent re East Beach Bioswale Maintenance 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Passing of Zoning By-law Amendment ZBA-12/23 Bonnefield Farmland Ontario IV Inc. 55314 Jackson Line B. Notice of Decision re Minor Variance A-08/23 Thiessen 45 Chatham Street C. Notice of Meeting re Proposed Minor Variance A-10/23 Hiebert 6 MacNeil Court 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-64/23 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E2-24 Dan Froese and Dan Froese Farms Inc. B. Report DS-65/23 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E4-24 Lankhuijzen Farms Ltd. C. Report DS-66/23 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E6-24 Gregory Underhill Farms Ltd. D. Report DS-67/23 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-11/23 Shaw & Shipway 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Prince Edward County re Ministry of the Environment, Conservation and Parks Expand Permit-By-Rule Proposal B. Loyalist Township re Ministry of the Environment, Conservation and Parks Expand Permit-By-Rule Proposal C. Municipality of Tweed re Funding Grant Programs D. Town of Bracebridge re Request for Amendment to Legislation Act, 2006 E. Township of Puslinch re Illegal Land Use Enforcement F. Township of Puslinch re Amendment to the Legislation Act, 2006 G. Elgin County re November 14, 2023 County Council Highlights Council Agenda December 7, 2023 3 H. Elgin Group Police Services Board re Plank Road at Chute Line and Northern Vienna Bridge I. Elgin Group Police Services Board re September 20, 2023 Minutes J. Capstone Infrastructure re Virtual Public Community Meeting 13.1.2 Requiring Action A. Susanne Schlotzhauer re Request for Action, Lighthouse Reserve Funds B. Grand River Conservation Authority re Lake Erie Region Source Protection Committee Municipal Member Nomination C. Long Point Region Conservation Authority re 2024 Draft Budget 13.2 Reports to Council A. Report TR-17/23 by Lorne James, Treasurer re Revised Cemetery By-laws and Rates and Fees B. Report CL-14/23 by Meagan Elliott, Clerk re Update to Municipal Rates and Fees C. Report CL-15/23 by Meagan Elliott, Clerk re Diversity, Equity and Inclusion Plan D. Report CAO-61/23 by Thomas Thayer, CAO re Amendment to Site Plan Agreement Lighthouse Gospel Church – SPA-01/23 E. Report CAO-62/23 by Thomas Thayer, CAO re Enabling Accessibility Fund – Grant Award and Agreement Authorization F. Report CAO-63/23 by Thomas Thayer, CAO re Straffordville Community Centre Expansion – Timeline Update and Financial Impacts G. Report CAO-66/23 by Thomas Thayer, CAO re Amendment to Site Plan Agreement Periscope Playhouse – SPA-05/23 14. BY-LAWS A. By-law No. 2023-086 Being a by-law to authorize the execution of an enabling accessibility fund agreement between His Majesty the King in Right of Canada and the Corporation of the Municipality of Bayham for works to the Marine Museum entrance and washroom B. By-law No. 2023-087 Being a by-law for the management, regulation and control of cemeteries C. By-law No. 2023-088 Being a by-law to adopt schedules A – H for the management, regulation and control of cemeteries Council Agenda December 7, 2023 4 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera A. Confidential Item re Labour relations, employee negotiations (Compensation) B. Confidential Item re Sale or disposition of land; a position, plan, procedure, criteria or instruction to be applied to any negotiations on or to be carried on by or on behalf of the Municipality or local board (Faye Street) 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2023-089 Being a by-law to confirm all actions of Council 18. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING MINUTES MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, November 16, 2023 7:00 p.m. The November 16, 2023 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER *via Zoom COUNCILLORS TIMOTHY EMERSON DAN FROESE SUSAN CHILCOTT STAFF PRESENT: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL MANAGER OF CAPITAL PROJECTS / WATER/WASTEWATER ED ROLOSON MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS *via Zoom 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF Councillor Dan Froese declared a pecuniary interest to item 12.2 A. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 16.1 D Confidential Item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Lighthouse) 4. ANNOUNCEMENTS Councillor Chilcott reminded residents of the Light up the Park event in Vienna on Saturday, November 18, 2023 beginning at 6:30 pm. Chilcott also reminded of the Santa Claus Parade in Port Burwell on Saturday, December 2, 2023. 5. PRESENTATIONS Council Minutes November 16, 2023 2 6. DELEGATIONS A. Nick Collard re Capstone Infrastructure Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT the Delegation from Nick Collard re Capstone Infrastructure be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham supports the development, construction, and operation of a 50-MW Long-Term Reliability Project within the Municipality of Bayham as described in the delegation from Capstone Infrastructure; AND THAT Council recognizes the sole purpose of this support is to enable Capstone Infrastructure to receive Rated Criteria Points under LT1 RFP or to satisfy its obligations under any awarded LT1 Contract, and may not be used for the purpose of any other form of approval in relation to the Proposal or Long-Term Reliability Project or for any other purpose, including planning approvals; AND THAT the Mayor be authorized to complete and sign a Municipal Support Resolution in this regard on behalf of Council and on the prescribed form. CARRIED 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held November 2, 2023 B. Statutory Planning Meeting held November 2, 2023 Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT the minutes of the Regular Council Meeting held November 2, 2023 and the minutes of the Statutory Planning Meeting held November 2, 2023 be approved as presented. CARRIED 8. MOTIONS AND NOTICE OF MOTION 9. OPEN FORUM 10. RECREATION, CULTURE, TOURISM AND ECONOMIC DEVELOPMENT 10.1 Correspondence 10.1.1 Receive for Information 10.1.2 Requiring Action 10.2 Reports to Council 11. PHYSICAL SERVICES – EMERGENCY SERVICES 11.1 Correspondence Council Minutes November 16, 2023 3 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council A. Report PS 17/23 by Ed Roloson, Manager of Capital Projects – Water/Wastewater Operations & Steve Adams, Manager of Public Works/Drainage Superintendent re PW -25 Tandem Truck – Canoe Procurement Group Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report PS-17/23 re PW -25 Tandem Truck – Canoe Procurement Group be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham approve the procurement of one (1) new Freightliner Tandem Truck supplied with Viking-Cives equipment, as outlined in the quotation received from Viking-Cives Ltd., for a quoted amount of $436,585.00 + HST. CARRIED 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Proposed Minor Variance A-08/23 Thiessen Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT item 12.1.1 A be received for information. CARRIED 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-61/23 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-12/23 Bonnefield Farmland Ontario IV Inc. 55314 Jackson Line Councillor Froese left the table at 7:33 pm Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report DS-61/23 regarding the Bonnefield Farmland Ontario IV Inc. rezoning application ZBA-12/23 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 November 2, 2023 Council Minutes November 16, 2023 4 associated with this application, there were no written submissions and no oral presentation received regarding this matter; AND THAT all considerations were taken into account in Council’s decision passing this resolution; AND THAT Zoning By-law No. Z456-2003, as amended, be further amended by changing the zoning on a property located in Concession South Gore Part Lot 122, known municipally as a 55314 Jackson Line, from Agricultural (A1-A) to Special Agricultural (A2) on the retained lands, and from Agricultural (A1-A) Zone to a site-specific Rural Residential (RR-47) Zone on the severed lands to permit the severance of a surplus farm dwelling in accordance with Official Plan policies; AND THAT Zoning By-law No. Z764-2023 be presented to Council for enactment. CARRIED Councillor Froese returned to the table at 7:37 pm B. Report DS-62/23 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E75-23, Giesbrecht, N & M 11450 Ridge Line Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT Report DS-62/23 regarding Consent Application E75-23 submitted by Neil and Maria Giesbrecht, be received for information; AND THAT Council recommends deferral of Consent Application E75-23 and recirculation if the applicant amends the current application to meet existing policy framework in the Provincial Policy Statement 2020, Elgin County Official Plan, Municipality of Bayham Official Plan and Zoning By-law as follows: a) Consent Application E75-23 would be amended to sever the subject property into two (2) farm parcels, reestablishing parcel fabrics similar to when the subject property wasn’t merged. Therefore, one (1) dwelling would be located on each of the proposed farm parcels. At the time of resubmission, the applicant’s proposal would need to ensure the two (2) farm parcel configurations meet the ‘A1/A1-A’ Zone minimum lot frontage of 150 metres, as well as a minimum lot area of 40.0 hectares for the westerly farm parcel and minimum lot area 20.0 hectares for the easterly farm parcel. If the amended Consent Application is Conditionally Approved by the Elgin County’s Land Division Committee, and the applicant satisfies the conditions and stamping of the deeds has occurred, then the subject property will be severed into two (2) farm parcels. b) Once the lands are successfully severed into two (2) farm parcels, a new Consent Application would be submitted by the applicant for a surplus farm dwelling severance. The new Consent Application would propose to sever the existing single-detached dwelling in the north-western corner of the subject property as a surplus farming dwelling, while the other existing single- detached dwelling would remain on the retained agricultural lands. As a Condition of Approval on the new Consent Application, a Zoning By-law Amendment Council Minutes November 16, 2023 5 would be required to rezone the proposed severed surplus farm dwelling lot to ‘Rural Residential’ (RR) Zone, while the retained agricultural lot would be rezoned to ‘Special Agricultural’ (A2) Zone. The A2 Zone would prohibit any future construction of a new dwelling unit on the retained agricultural lot. If the new Consent Application is Conditionally Approved by the Elgin County’s Land Division Committee, and the applicant satisfies the conditions and stamping of the deeds has occurred, the proposed surplus farm dwelling lot and retained agricultural lot will be successfully severed. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. City of Cambridge re Support for Bill 21, Fixing Long-Term Care Amendment Act B. Long Point Region Conservation Authority re October 4, 2023 Meeting Minutes C. County of Elgin re Resolution in Support of Updating the Municipal Freedom of Information and Protection of Privacy Act Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT items 13.1.1 A, B & C be received for information; AND THAT the Council for the Corporation of the Municipality of Bayham supports item C. CARRIED 13.1.2 Requiring Action 13.2 Reports to Council A. Report CAO-59/23 by Thomas Thayer, CAO re Award of RFP 23-03 Insurance and Risk Management Services Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Report CAO-59/23 re Award of RFP 23-03 – Insurance and Risk Management Services be received for information; AND THAT the 2024 Municipal Insurance Program be obtained from Marsh Canada Limited. CARRIED Council Minutes November 16, 2023 6 14. BY-LAWS A. By-law No. 2023-084 Being a by-law to amend By-law No. 2023-034 being a by-law to appoint committee members B. By-law No. Z764-2023 Being a by-law to amend By-law No. Z456-2003, as amended – Bonnefield Farmland Ontario IV Inc. Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT By-law Nos. 2023-084 and Z764-2023 be read a first, second and third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS A. Draft Joint Cemetery Board Minutes held November 7, 2023 Moved by: Councillor Froese Seconded by: Councillor Emerson THAT the Draft Joint Cemetery Board Minutes held November 7, 2023 be received for information. CARRIED B. Joint Cemetery Board Recommendations to Council Moved by: Councillor Emerson Seconded by: Councillor Froese THAT the Joint Cemetery Board Recommendations be received for information; AND THAT discussions on resuming the interest guarantee at a rate of 6% of the care and maintenance investments be referred to the 2024 operating budget deliberations; AND THAT staff be directed to amend the Cemetery By-law as proposed by the Joint Cemetery Board. CARRIED 16.1 In Camera Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council do now rise to enter into an “In Camera” Session at 8:00 p.m. to discuss: Council Minutes November 16, 2023 7 A. Confidential Item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Road User Agreement Negotiations) B. Confidential Item re Labour relations, employee negotiations (Compensation) C. Confidential Item re Personal matters about an identifiable individual; labour relations, employee negotiations (Staffing) D. Confidential Item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Lighthouse) CARRIED 16.2 Out of Camera Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT the Council do now rise from the “In Camera” Session at 9:43 p.m. and report on Confidential Item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Road User Agreement Negotiations), Confidential Item re Labour relations, employee negotiations (Compensation), Confidential Item re Personal matters about an identifiable individual; labour relations, employee negotiations (Staffing), and Confidential Item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Lighthouse) CARRIED Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Confidential Item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Road User Agreement Negotiations) be received for information; AND THAT staff proceed as directed. CARRIED Council Minutes November 16, 2023 8 Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Confidential Item re Labour relations, employee negotiations (Compensation) be received for information; AND THAT staff proceed as directed. CARRIED Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Confidential Item re Personal matters about an identifiable individual; labour relations, employee negotiations (Staffing) be received for information; AND THAT staff proceed as directed. CARRIED Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Confidential Item re Advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Lighthouse) be received for information; AND THAT staff proceed as directed. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2023-085 Being a by-law to confirm all actions of Council Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Confirming By-law No. 2023-085 be read a first, second and third time and finally passed. CARRIED 18. ADJOURNMENT Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT the Council meeting be adjourned at 9:46 p.m. CARRIED Council Minutes November 16, 2023 9 MAYOR CLERK REPORT FIRE DEPARTMENT TO: FROM: DATE: REPORT: Mayor & Members of Council Harry Baranik, Fire Chief CEMC December 7, 2023 FR-05/23 SUBJECT: GRANT RECEIVED FROM ENBRIDGE GAS – 2023 SAFE COMMUNITY ASSIST PROJECT – EDUCATION AND TRAINING BACKGROUND On July 1, 2022, the Ontario Government passed O. Reg. 334/22 - Firefighter Certification under the Ontario Fire Protection and Prevention Act. This Regulation legislated the requirement for those fire departments in Ontario having full service departments to have all of their firefighters/officers certified in the basic skills for their position by July 2026. Advanced firefighting skills have to be completed by July 2028. In 2022, Enbridge Gas launched a campaign known as the Safe Community Assist Program that was designed to assist volunteer and composite fire departments in obtaining the training materials in order to be successful. This is a three-year project. In the beginning of July 2023, the Municipality of Bayham Fire and Emergency Services applied for the grant through the Ontario Fire Marshal’s Public Safety Council. The Municipality of Bayham Fire and Emergency Services was successful with their application and received a $5,000 grant for training materials. DISCUSSION In choosing the materials, the application focused on tools available to help each firefighter/officer prepare themselves for success in various applicable courses. In early October 2023, Fire Services began to receive the materials it had ordered. The materials ordered were Prep Study materials and textbooks for courses. A condition to the grant was to ensure Enbridge Gas and the Ontario Fire Marshal’s Public Safety Council were publically acknowledged for this Project. The Municipality of Bayham’s Fire and Emergency Services is grateful for the materials obtained through the Project to assist its members in preparing themselves for the future. STRATEGIC PLAN 3.1: Quality of Governance > To undertake strategies and technology and knowledge capital investments that continuously improve a service-oriented governance approach in Bayham. Initiative(s): Continue to develop knowledge regarding new innovative strategies in Fire Services. RECOMMENDATION 1. THAT Report FR-05/23 re Grant Received from Enbridge Gas – 2023 Safe Community Assist Project – Education and Training be received for information. Respectfully submitted: Harry Baranik Fire Chief/CEMC B.A., CMM III Police Professional/Fire Services Executive, CAFI Reviewed by: Thomas Thayer, CMO, AOMC Chief Administrative Officer REPORT PHYSICAL SERVICES TO: Mayor & Members of Council FROM: Steve Adams, Manager of Public Works|Drainage Superintendent DATE: December 7, 2023 REPORT: PS-18/23 SUBJECT: EAST BEACH BIOSWALE MAINTENANCE BACKGROUND At its August 17, 2023 meeting, Council received recommendations from the Waterfront Advisory Committee. Council passed the following motion, in part: Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT the recommendations to Council from the Waterfront Advisory Committee be received for information; AND THAT staff be directed to Report to Council with an informational report on the history of bioswale maintenance before the Operating Budget deliberations; AND THAT a line item regarding annual bioswale maintenance be referred to the 2024 Operating Budget discussions; In 2018, under Phase 1 of the Port Burwell Master Drainage Plan, part of the drainage system was upgrades by way of a new outlet. This outlet was created at the turnaround at the Port Burwell East Beach on Robinson Street, and was in the form of a bioswale. The Robinson Street bioswale was created as an important feature to Phase 1. The Municipal Engineer at the time had developed a naturalized area along the west side of the East Beach that would allow storm water outflows to be naturally treated before entering Lake Erie. Part of the process to allow such an outlet to the East Beach was to ensure that the Municipality followed the Ministry of the Environment, Conservation and Parks (MECP) approval process. Design and background information was provided as part of the Environmental Compliance Approval (ECA) process and now will continue to be part of the process moving forward. DISCUSSION Bioswale Maintenance When the bioswale was created and designed, it was designed as a low-maintenance, naturalized outlet. Nearly 2500 trees, shrubs, and ornamental grasses were planted on top of 30cm of free draining aggregates topped off with planting material for all the plants provided. Over the past six (6) years, many of the outer shrubs along the fences survived and only a few throughout the center of the bioswale were not overtaken by cattails or phragmites. To date, staff have only minimally managed the maintenance of the bioswale in regards to the plantings. Yearly operations has generally allowed for light weed removal along the fence lines and access soils removed from blocking the outlet which is generally sand material from the roadway storm sewers at the bottom of Robinson Street. Currently, staff have been working to utilize the Environmental Leadership Program (ELP) offered at Aylmer’s East Elgin Secondary School as a start to create a maintained naturalized bioswale that still allows the outlet surface water to be treated and soaked up before entering Lake Erie. On November 1, 2023, we had the ELP class attend and work with staff to remove overgrowth and non-native species within the bioswales. Furthermore, the ELP would like to utilize this as a continuing maintenance event for the education of bioswales and their importance to the shores of Lake Erie, and they are willing to make this an annual event in the fall and possibly in the spring to apply mulch around the shrubs. This will provide annual benefit to the Blue Flag Beach program. The aggressive invasive phragmites have been an issue within the bioswale as their speed of growth outstrips native species for water and other nutrients, which means they tend overpower areas like the East Beach bioswale. Phragmites carry a toxin within the roots that will kill the surrounding plants and hinder the growth of shrubs and small trees. Continuous efforts by cutting or burning, or utilization of herbicides, can prevent the growth of phragmites in this naturalized application and allow native plants to re-root and push out the remaining phragmites. In 2022, staff conducted a late cutting of the phragmites before the seed heads were established, and in the summer of 2023 we found much more new growth of broadleaf cattails, which encouraged staff to conduct another late summer phragmites cutting. Municipal staff believe the east beach bioswale is working as designed. Water is not being released from the bioswale at a rapid rate and although the phragmite are not pleasing to the eye and indeed invasive, they too are working to create naturalized filtration system area for outflows from our storm water system. Staff believe that working with local groups and summer staffing we can slowly recreate the bioswale to a once designed piece of infrastructure that may also be ecstatically eye catching to the east beach. Municipal Bioswale Responsibilities Pursuant to the Environmental Protections Act, under the new 2023 amendments, our Municipal storm management systems and East Beach bioswale are included in the Consolidated Linear Infrastructure Environmental Compliance Approval (CLI-ECA). The Municipality’s East Beach bioswale is an engineered bioswale that will now require operator manuals that identify operating and maintenance schedules. On completion of these manuals, record-keeping and annual reporting will be mandatory. Staff have engaged in discussions with the Municipality’s Drainage Engineer regarding what the Municipality would require in regards to an operator’s manual for the bioswale. In response, the operations manual would identify the original design along with the function of the storm water facility and other related information. In future years, the Municipality will be faced with additional stormwater management systems that will also fall under the CLI-ECA. Recommendations would be made in regards to operation and maintenance of applicable structures for a variety of stormwater management facilities. Municipal staff will then have to work collaboratively to complete annual compliance and reporting under the ECA annual reporting requirements. To complete an overall Municipal Stormwater Management System Operations Manual, staff would recommend an additional $5,000 would be added to the 2024 Operating Budget to for this project. Also required by June of 2025, signage would be installed at the locations identifying the Storm Management Facility and the prescribed minimum information. STRATEGIC PLAN 1.2 Quality of Place > to develop policies, plan and strategies to continually enhance the visitor experience to Bayham, and increase the economic benefit of tourism to the community. Initiative(s): Enhance the Port Burwell East Beach 2.1 Quality of Life > to work collaboratively with community organizations of a diverse range of passive recreational, heritage, cultural and other community services that contribute to enriching Bayham’s value of quality of life. Initiative(s): Enhance the Port Burwell East Beach RECOMMENDATION THAT Report PS-18/23 re East Beach Bioswale Maintenance be received for information; AND THAT further discussions regarding funds for a Municipal Stormwater Management System Operations Manual be referred to 2024 Operating Budget discussions. Respectfully Submitted by: Reviewed by: Steve Adams Thomas Thayer, CMO, AOMC Manager of Public Works|Drainage Superintendent Chief Administrative Officer ZBA-12/23 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z764-2023 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: BONNEFIELD FARMLAND ONTARIO IV INC., 55314 Jackson Line TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By- Law No. Z764-2023 on the 16th day of November 2023 under Section 34 of THE PLANNING ACT. AND TAKE NOTICE that any person or agency may appeal to the Ontario Land Tribunal in respect of the By-law by filing with the Clerk of the Municipality of Bayham not later than the 7th day of December 2023 a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. THE PURPOSE of this By-law Amendment is to rezone two portions of the subject lands as a result of a surplus farm dwelling severance, in Zoning By-law Z456-2003. The proposed severed lot is to be rezoned from ‘Agricultural (A1-A)’ to a site-specific ‘Rural Residential (RR-47)’ zone to permit residential use and an oversized accessory building, and prohibit the keeping of livestock in the retained barn. The proposed retained lot is to be rezoned from ‘A1-A’ to ‘Special Agricultural (A2)’ zone to prohibit new dwellings. The subject lands are known as 55314 Jackson Line, north side and west of Plank Road THE EFFECT of this By-law will be to recognize the residential nature of the newly created residential lot and to prohibit new dwellings on the retained farm parcel in accordance with the Official Plan, as part of the clearing of Consent Conditions for Elgin Land Division Committee file number E40-23. ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a by-law to the Ontario Land Tribunal. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or the group on its behalf. NO PERSON OR PUBLIC BODY SHALL be added as a party to the hearing of the appeal unless, before the by-law was passed, the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Ontario Land Tribunal, there are reasonable grounds to add the person or public body as a party. The complete By-law is available for inspection by contacting the municipal office. DATED AT THE MUNICIPALITY OF BAYHAM THIS 17TH DAY OF NOVEMBER 2023. NOTE: For information regarding the fees associated with an appeal to the Ontario Land Tribunal, please see the following link: https://olt.gov.on.ca/appeals-process/fee-chart/ or contact the Municipality. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 Tel: 519-866-5521 Ext 222 Fax: 519-866-3884 E-mail: munderhill@bayham.on.ca W: www.bayham.on.ca A-10/23 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE MUNICIPALITY OF BAYHAM APPLICANT: DAVID HIEBERT LOCATION: 6 MACNEIL COURT, PORT BURWELL (LOT 4, PLAN 11M188) TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Minor Variance (A-10/23). AND TAKE NOTICE that the Committee of Adjustment of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, December 7, 2023, at 6:45 pm in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Minor Variance to Zoning By-law No. Z456-2003 under Section 45 of the PLANNING ACT. Committee of Adjustment Meetings may also be viewed virtually through the live-stream on the Municipality of Bayham YouTube Channel: Bayham YouTube THE PURPOSE of this variance is to grant relief from Section 10.12.7.4 in the Zoning By-law to permit a Maximum Building Coverage of 49%, whereas 40% is the permitted maximum in the R1- 7 Zone, for the property located at 6 Macneil Court, Port Burwell (Lot 4, Plan 11M188). THE EFFECT of this variance will be to accommodate a new single-detached dwelling on the subject property that exceeds the maximum permitted building coverage. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed minor variance. Please be advised that equal consideration is given to all written and oral presentations provided prior to or at the public meeting. When possible, please consider utilizing written correspondence to be submitted to the undersigned by 9:00 am on November 30, 2023 to be included in the Committee of Adjustment agenda. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained by contacting the Municipal Office. Dated at the Municipality of Bayham this 24th day of November 2023. Margaret Underhill Planning Coordinator/Deputy Clerk 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 Village of Port Burwell REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: December 7, 2023 REPORT: DS-64/23 FILE NO. C-07 / D09.23FROE Roll # 3401-000-001-11900 SUBJECT: Consent Application E2-24 Dan Froese and Dan Froese Farms Inc. Concession 2 Pt Lot 23 BACKGROUND A consent application E2-24 was received from the Elgin County Land Division Committee, submitted by Kimberly Mulder on behalf of owner Dan Froese and Dan Froese Farms Inc., for lands located at 56796 Glen Erie Line. The owner is proposing to sever a 0.41 ha (1.01 acres) parcel and retain 21 ha (52 acres) of land with the intent to create a residential lot containing an existing dwelling surplus to the needs of the farm operation. The subject lands are designated ‘Agriculture’ and ‘Natural Gas Reservoir’ and portions of “Natural Heritage’ on Schedule ‘A1’ (Land Use) in the Municipality of Bayham Official Plan and are zoned Agricultural (A1) and portions of ‘LPRCA Regulation Limit’ on Schedule ‘A1’ Map No. 15 of the Municipality of Bayham Zoning By-law No. Z456-2003. Elgin County Land Division Committee will consider the applications on January 24, 2024. DISCUSSION The planner’s memorandum, dated November 29, 2023, analyzes the application subject to the Provincial Policy Statement (PPS), Elgin County Official Plan, Municipality of Bayham Official Plan and Zoning By-law. Staff and municipal planner recommend the support of the consent application for a surplus farm dwelling creating a new residential parcel with the recommended conditions. STRATEGIC PLAN Not applicable Staff Report DS-64/23 Dan Froese 2 ATTACHMENTS 1. Consent Application E2-24 2. Arcadis Memorandum, dated November 29, 2023 RECOMMENDATION THAT Report DS-64/23 regarding the Consent Application E2-24 Dan Froese and Dan Froese Farms Inc. be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E2-24 be granted subject to the following conditions and considerations: 1. The owner obtain approval of a Zoning By-law Amendment for the proposed severed parcel from an Agricultural (A1) zone to a Rural Residential (RR) Zone with a Site-specific exception to recognize and permit the existing Front Yard Depth of 8.5 metres for the existing dwelling 2. The owner obtain approval of a Zoning By-law Amendment for the proposed retained lands from an Agricultural (A1) zone to a Special Agricultural (A2) zone to prohibit new dwellings 3. That the owner removes the existing mobile home trailer on the subject property 4. That the owner provides the Planning Report fee payable to the Municipality 5. That the owner provides a digital copy of the final survey of the subject lands to the Municipality 6. That the owner purchases a civic number sign for the retained parcel from the Municipality Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator|Deputy Clerk Chief Administrative Officer 101-410 Albert Street Waterloo, ON, N2L 3V3 Memorandum To/Attention Municipality of Bayham Date November 29, 2023 From Christian Tsimenidis, BES Project No 3404-920 cc William Pol, MCIP, RPP Subject Dan Froese – 56796 Glen Erie Line – Application for Consent E2-24 Summary and Background 1. We have completed our review of Consent Application E2-24, submitted by Dan Froese for the lands located at 56796 Glen Erie Line, north side and east of Stafford Road. The applicant is requesting consent for severance of 0.41 ha (1.01 acres) of land and to retain 21 ha. (52 acres) of land. The intent is to create a residential lot containing an existing dwelling surplus to the needs of the farm operation. The lands are designated as ‘Agriculture’, ‘Natural Gas Reservoir’, and portions of ‘Natural Heritage’ on Schedule ‘A1’ (Land Use) in the Bayham Official Plan. A portion of the lands are located within ‘Hazard Lands’ and ‘Significant Woodlands’ overlay, which are associated with the ‘Natural Heritage’ designation, on Schedule ‘A2’ (Constraints) of the Bayham Official Plan. The lands are zoned Agricultural (A1) and portions of “LPRCA Regulation Limit” on Schedule ‘A1’ Map No. 15 of the Municipality of Bayham Zoning By-law Z456-2003. 2. The proposed severed parcel has lot frontage of 55 metres (180.4 feet) and lot depth of 75 metres (246.1 feet) and to accommodate the existing single-detached dwelling. The proposed retained parcel has a lot frontage of 165.5 metres (542.97 feet) and lot depth of 1,306.2 metres (3,399.72 ft). An existing mobile home trailer is currently located on the subject property, however, it is our understanding that it will be removed by the applicant. The lands to be retained will be vacant, consisting of no existing buildings or structures. There are two existing driveway accesses, one to the proposed severed parcel, and one to the proposed retained parcel. The surrounding uses are predominantly agricultural, with natural heritage features traversing through the subject property and surrounding lands. Provincial Policy Statement 3. The Provincial Policy Statement (hereafter, “PPS”) provides policy direction with respect to Lot Creation and Lot Adjustments in prime agricultural areas for surplus farm dwelling severances. Section 2.3.4.1.c) of the PPS reads as follows: ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 2 2.3.4.1 Lot creation in prime agricultural areas is discouraged and may only be permitted for: a) a residence surplus to a farming operation as a result of farm consolidation, provided that: 1. the new lot will be limited to a minimum size needed to accommodate the use and appropriate sewage and water services; and Comment: The proposed severed lot is no larger than necessary to meet the minimum size needed to accommodate existing private well and septic system and has adequate servicing according to the documentation provided by the applicant. 2. the planning authority ensures that new residential dwellings are prohibited on any remnant parcel of farmland created by the severance. The approach used to ensure that no new residential dwellings are permitted on the remnant parcel may be recommended by the Province, or based on municipal approaches which achieve the same objective; and Comment: As noted in Paragraph 5 of this Memo below, the applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. Therefore, it is our opinion that the proposed consent is consistent with the PPS, subject to the Conditions of Approval listed below. Elgin County Official Plan 4. In the Elgin County Official Plan (hereafter, ‘Elgin OP’), policies for Consent and Lot Creation on Lands in the Agricultural Area are found in Section E1.2.3 (New Lots by Consent). Section E1.2.3 indicates that proposals for Consent shall be in conformity with the relevant policies in the Elgin OP, the local Official Plan and the provisions of the Planning Act. Elgin County OP Section E1.2.3.1 provides further direction with respect to the general criteria that consent applications shall address as follows: Provisional consent may be granted subject to appropriate conditions of approval for the severed and/or retained lot. Prior to issuing provisional consent for a new lot for any purpose, the approval authority shall be satisfied that the lot to be retained and the lot to be severed: a) Fronts on and will be directly accessed by a public road that is maintained on a year-round basis; ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 3 Comment: The proposed severed and retained lots have adequate frontage on Glen Erie Line. b) Does not have direct access to a Provincial Highway or County Road, unless the Province or the County permits a request for access; Comment: Glen Erie Line is identified as a County Road. The proposed lots will utilize existing accesses that currently have direct access to Glen Erie Line. Staff confirmed that the County will not be requiring road occupancy permits, given the accesses are existing. c) will not cause a traffic hazard; Comment: The proposed severance will not cause a traffic hazard, as the existing accesses to the dwelling and agricultural operations will remain unaltered as they exist today. d) has adequate size and frontage for the proposed use in accordance with the local municipal Zoning By-law; Comment: The proposed severed and retained lots will meet the minimum lot area and frontage requirements in the Bayham Zoning By-law for the future RR and A2 Zone. e) notwithstanding d) above, where a zoning by-law amendment or minor variance is required, approval of such amendment or variance shall be included as a condition of the approval of the consent; Comment: As a Condition of Approval, the applicant is required to rezone the proposed severed and retained lots. Please see Paragraph 6 of this Memo below. f) can be serviced with an appropriate water supply and means of sewage disposal, provided there is confirmation of sufficient reserve sewage system capacity and reserve water system capacity within municipal sewage services and municipal water services; Comment: The owner/applicant provided supporting private water and septic servicing information as part of the complete application. It was demonstrated that the existing private servicing are in adequate condition to support the existing single-detached dwelling on the proposed severed lot. g) will not have a negative impact on the drainage patterns in the area; Comment: There are no other physical changes to the lands proposed, therefore, no negative impacts to drainage patterns are anticipated. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 4 h) will not restrict the development of the retained lands or other parcels of land, particularly as it relates to the provision of access, if they are designated for development by this Plan; Comment: The proposed consent will not restrict the development of the retained lands (or other parcels), as the existing access will remain unaltered. i) will not have a negative impact on the significant features and functions of any natural heritage feature; in this regard, lots should be restricted in size in order to conserve other lands in larger blocks for natural heritage purposes; Comment: The proposed severed lot is located outside of the natural heritage features that traverse the subject property. The natural heritage features are within the proposed retained lot, which will remain unaltered as a permitted use for agricultural operations. j) will not have a negative impact on the quality and quantity of groundwater available for other uses in the area; Comment: The proposed severance will not have negative impact on the quality and quantity of groundwater in the area, as demonstrated by the documentation provided by the applicant. k) will not have an adverse effect on natural hazard processes such as flooding and erosion; Comment: The proposed severance does not propose any physical changes to the subject lands, as the existing single-detached dwelling and agricultural operations will remain as they exist today. T herefore, no adverse impacts will occur. l) conform with the local Official Plan; and, Comment: The proposed severance will conform to the Bayham Official Plan. Please see Paragraph 5 of this Memo below for details. m) will conform to Section 51 (24) of the Planning Act, as amended. Comment: Section 51(24) of the Planning Act pertains to the consideration of a Draft Plan of Subdivision. Therefore, it is our opinion that the proposed Consent Application conforms to the Elgin OP, subject to the Conditions of Approval listed below. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 5 Municipality of Bayham Official Plan 5. The Municipality of Bayham Official Plan Section 2.1.7.1 indicates that “farm consolidation shall mean the acquisition of additional farm parcels to be operated as one farm operation”. There are several policies within Section 2.7.1, which are listed as follows: In the opinion of Municipal Council, a land use conflict shall not be created with agricultural operations or other existing land uses in the immediate area of the subject lands; Comment: It is our opinion that the proposed consent will not result in land use conflicts. The existing single-detached dwelling to be severed as a surplus farm dwelling and existing agricultural operation to be retained will remain as they exist today. Where a farm parcel with more than one existing dwelling is being consolidated into a farm operation, only one dwelling may be severed from that farm parcel, and no more than one severance of a surplus dwelling shall be allowed from an original farm parcel regardless of changes in boundary or ownership; Comment: The proposed consent only contemplates the severance of one (1) surplus farm dwelling as a result of farm consolidation. A minimum of one existing dwelling within the Municipality of Bayham must be retained by the proponent farm operation, or a registered owner of the proponent farm operation. Comment: The owner/applicant owns a minimum of one (1) existing dwelling within the Municipality of Bayham. Sections 2.1.7.2 and 2.1.7.2 of the Bayham Official Plan provides consideration for the approval and requirements of severances for surplus farm dwellings as follows: 2.1.7.2 The severed lot with the surplus farm dwelling shall: a) Be no larger than is necessary to support a private sanitary sewage treatment and disposal system as determined by the appropriate approval authority, and be serviced by a potable water supply; Comment: The proposed severed lot is no larger than necessary to support the existing private well and septic system, and has adequate servicing according to the documentation provided by the applicant. b) Meet the provisions of the MDS 1 for livestock facilities and manure storage facilities on the proposed retained lands; and, ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 6 Comment: It is understood there are no livestock operations identified in the immediate area warranting MDS concerns. c) Be rezoned in a Rural Residential Zone in the Zoning By-law of the Municipality of Bayham Comment: As detailed further in Paragraph 6 of this Memo below, the applicant is required to rezone the proposed severed lot from A1 to RR- XX with a Site-Specific Exception to recognize the Front Yard Depth of 8.5 metres for the existing single-detached dwelling. 2.1.7.3 The severed lot with the surplus farm dwelling may: a) Include accessory buildings and structures if in the opinion of Municipal Council a land use conflict will not be created; and, Comment: It is understood that the proposed severed lot does not feature accessory building or structure. The existing mobile home trailer on the site will be removed by the applicant as a condition of approval. b) Include accessory buildings and structures where the property has been rezoned to prohibit the keeping of livestock Comment: See comment above. Section 2.1.7.4 of the Bayham Official Plan provides additional consideration for the approval and requirements of the retained agricultural lands as follows: a) Depending on the current zoning and lot size, meet the provisions of the Agricultural (A1 / A1-A) Zone regulations of the Zoning By-law of the Municipality of Bayham; and, Comment: The proposed retained lot will have an area of approximately 21 hectares, which is the minimum lot area requirement for the A2 Zone. The applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. b) Be rezoned to prohibit the placement, development, or establishment of any additional type or form of residential dwelling units thereon, regardless of changes in property boundary or ownership. Comment: As noted above and in Paragraph 6 of this Memo below, the applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. Therefore, based on the analysis provided above, the proposed consent is in conformity with Bayham Official Plan, subject to the Conditions of Approval listed below. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 7 Municipality of Bayham Zoning By-law 6. The proposed severed parcel is currently zoned A1 and must be rezoned to a Rural Residential (RR) zone consistent to the resulting residential use and Official Plan Section 2.1.7.2 policies for surplus farm dwellings. The proposed lot configuration by the applicant can accommodate the minimum Lot Area of 0.4 hectares and Lot Frontage of 50 metres in the RR zone. Notwithstanding the above, the existing Front Yard Depth of 8.5 metres between the front lot line and existing single-detached dwelling would not meet the minimum requirement of 15 metres. Therefore, as part of the future Zoning By- law Amendment application, a Site-Specific Exception to the proposed RR Zone would be required to recognize the existing deficiency in order to permit a minimum Front Yard Depth of 8.5 metres specifically for the existing dwelling erected prior to the date of the passing of the future By-law. The proposed retained parcel is currently zoned A1 and must be rezoned to a Special Agricultural (A2) zone to prohibit new dwellings, as per Official Plan Section 2.1.7.4. The proposed retained parcel meets the minimum Lot Area of 20 hectares and minimum Lot Frontage of 150 metres required in the A2 zone. Long Point Region Conservation Authority 7. As previously mentioned in this Memo, portions of the subject property are within the “LPRCA Regulation Limit”. The proposed severed lot for the existing residential dwelling is located outside of the LPRCA Regulation Limit, as this regulatory area only impacts the proposed retained lot which will remain as it exists today for agricultural operations. Therefore, it is our opinion that the proposed severance will not be impacted by the LPRCA Regulation Limit. Conclusion and Condition of Approval 8. Based on the above review of Consent Application E2-24 we have no objection to the proposed consent to create a residential lot for the existing dwelling surplus to the needs of the farm operation and recommend the following conditions for approval: a) That the owner obtains approval of a Zoning By-law Amendment for the proposed severed parcel from an Agricultural (A) zone to a Rural Residential (RR) Zone with a Site-Specific Exception to recognize and permit the existing Front Yard Depth of 8.5 metres for the existing dwelling. b) That the owner obtains approval of a Zoning By-law Amendment for the proposed retained lands from an Agricultural (A1) zone to a Special Agricultural (A2) Zone to prohibit new dwellings. c) That the owner removes the existing mobile home trailer on the subject property. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 8 d) That the owner provides a Planning Report Fee payable to the Municipality of Bayham. e) That the owner provides a digital copy of a survey of the subject lands. f) That the applicant apply to and pay all fees to the Municipality with respect to Civic Addressing/signage for the retained lot, where necessary. Christian Tsimenidis Arcadis Professional Services (Canada) Inc. Christian Tsimenidis, BES Consulting Planner to the Municipality of Bayham REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: December 7, 2023 REPORT: DS-65/23 FILE NO. C-07 / D09.23LANK Roll # 3401-000-008-1000 Roll #3401-004-001-21400 SUBJECT: Consent Application E4-24 Lankhuijzen Farms Ltd. Concession 3 Lot 11, 55106 Vienna Line BACKGROUND A consent application E4-24 was received from the Elgin County Land Division Committee, submitted by David Roe on behalf of owner Lankhuijzen Farms Inc., for lands located at 55106 Vienna Line. The owner is proposing to sever a 0.53 ha (1.3 acres) parcel and retain 42.93 ha (106.1 acres) of land with the intent to create a residential lot containing an existing dwelling surplus to the needs of the farm operation. The subject lands are designated ‘Agriculture’ and ‘Natural Gas Reservoir’ and portions of “Natural Heritage’ on Schedule ‘A1’ (Land Use) and ‘Hazard Lands’ and ‘Significant Woodlands’ and there is an ‘Existing Petroleum Well’ identified on Schedule A2 Constraints in the Municipality of Bayham Official Plan. The lands are zoned Agricultural (A1) and portions of ‘LPRCA Regulation Limit’ on Schedule ‘A1’ Map No. 11 of the Municipality of Bayham Zoning By-law No. Z456-2003. The subject lands were previously subject to Official Plan Amendment (OPA-01/23), adopted by Council on May 18, 2023 and receiving approval from Elgin County on August 8, 2023, purposely addressing Official Plan Section 2.1.7.1 by adding a site-specific Policy, Section 2.1.7.6, to permit the severance of the existing dwelling made surplus through farm consolidation that previously did not conform to Policy 2.1.7.1 which requires a dwelling to be owned by the farm operation within the municipality. Elgin County Land Division Committee will consider the applications on January 24, 2024. DISCUSSION The planner’s memorandum, dated November 29, 2023, analyzes the application subject to the Staff Report DS-65/23 Lankhuijzen Farms 2 Provincial Policy Statement (PPS), Elgin County Official Plan, and Municipality of Bayham Official Plan and Zoning By-law. Staff also recognize that the lands are within the Vienna Line Drain installed in 2019. The Municipality requires a drain reassessment of the property by the engineer and have included a condition to reimburse the fee for the reassessment process. Staff and municipal planner recommend the support of the consent application for a surplus farm dwelling creating a new residential parcel with the recommended conditions. STRATEGIC PLAN Not applicable ATTACHMENTS 1. Consent Application E4-24 2. Arcadis Memorandum, dated November 29, 2023 RECOMMENDATION THAT Report DS-65/23 regarding the Consent Application E4-24 Lankhuijzen Farms Inc. be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E4-24 be granted subject to the following conditions and considerations: 1. The owner obtain approval of a Zoning By-law Amendment for the proposed severed parcel from an Agricultural (A1) zone to a Site-specific Rural Residential (RR-XX) zone to permit the Rear Yard Depth of 3.0 metres, permit the existing oversized accessory building of 285 m2 constructed prior to the passing of the future By-law, as well as the prohibition of the keeping of livestock 2. The owner obtain approval of a Zoning By-law Amendment for the proposed retained lands from an Agricultural (A1) zone to a Site-specific Special Agricultural (A2-XX) zone to prohibit new dwellings and recognize the existing supplementary farm dwelling constructed prior to the passing of the future By-law 3. That the owner enters into a Development Agreement with the Municipality to register the existing supplementary farm dwelling (bunkhouse) and agree to the standard agreement for supplementary farm dwellings 4. That the applicant initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule for the Vienna Line Drain in accordance with the Drainage Act, RSO 1990, as amended, with a deposit to be paid in full to the Municipality prior to the condition being deemed fulfilled. If the deposit does not cover the costs of the revised assessment schedule, the applicant will be billed for any additional costs incurred. 5. That the owner removes the existing two (2) greenhouse buildings/structures from the subject property 6. The owner removes the existing shed, located directly north and adjacent to the existing barn on the proposed severed lot, from the subject property 7. That the owner provides the Planning Report fee payable to the Municipality 8. That the owner provides a digital copy of the final survey of the subject lands to the Municipality Staff Report DS-65/23 Lankhuijzen Farms 3 9. That the owner purchases a civic number sign for the retained parcel from the Municipality Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator|Deputy Clerk Chief Administrative Officer 101-410 Albert Street Waterloo, ON, N2L 3V3 Memorandum To/Attention Municipality of Bayham Date November 29, 2023 From Christian Tsimenidis, BES Project No 3404-888 cc William Pol, MCIP, RPP Subject Lankhuijzen Farms Ltd. – 55106 Vienna Line – Application for Consent E4-24 Summary and Background 1. We have completed our review of Consent Application E4-24, submitted by David Roe of Civic Planning Solutions Inc. on behalf of Lankhuijzen Farms Ltd. (hereafter “owner” or “applicant”) for the lands located at 55106 Vienna Line, north side of Vienna Line, east of Brown Road. The applicant is requesting consent for severance of 0.53 ha (1.3 acres) of land and to retain 42.93 ha. (106.1 acres) of land. The intent is to create a residential lot containing an existing dwelling surplus to the needs of the farm operation. 2. The lands were previously subject to an Official Plan Amendment (OPA-01/23) that was adopted by Bayham Council on May 18th, 2023, and received approval from Elgin County on August 8th, 2023. The purpose of the Official Plan Amendment was to add a new Site-Specific Policy, Section 2.1.7.6, to permit the severance of this existing dwelling made surplus through farm consolidation that previously did not conform to Policy 2.1.7.1 which requires a dwelling to be owned by the farm operation within the Bayham municipal boundary. The owner’s primary farm dwelling is located in Malahide. 3. The lands are designated as ‘Agriculture’, ‘Natural Heritage’ and ‘Natural Gas Reservoir’ on Schedule A1: Land Use; and ‘Hazard Lands’ and ‘Significant Woodlands’ and there is an ‘Existing Petroleum Well’ identified on Schedule A2 Constraints, in the Municipality of Bayham Official Plan (Bayham OP). The lands are zoned Agricultural (A1), and portions are within the ‘LPRCA Regulation Limit’ on Schedule A Map No. 11 in Zoning By-law Z456-2003. 4. Surrounding uses are agricultural in all directions, as well as a rural residential parcel across Vienna Line on the corner of Brown Road. To the north is the Big Otter Creek and woodlands. A portion of the woodlands is within the parcel boundary, to the rear of the lot, approximately 235 metres north of the farm building cluster and future proposed surplus farm dwelling severance. The subject lands also border the settlement area of Vienna to the east. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 2 5. The proposed severed parcel has lot frontage of 75.77 metres (248.57 feet) and lot depth of 73.63 metres (241.57 feet) to accommodate the existing single- detached dwelling, existing accessory shed, and existing accessory barn (approximately 284.6 m2 in size) to the rear of the site. There is an additional accessory shed, as well as two (2) existing greenhouse buildings/structures that encroach on both the proposed severed and retained lot. It is understood that this accessory shed, and two (2) existing greenhouse buildings/structures will be removed by the applicant. There is an existing driveway access to the proposed severed lot that would remain as it exists today. 6. The proposed retained parcel has a lot frontage of 780.14 metres (2,559.51 feet) and lot depth of 672.24 metres (2,205.51 feet) to accommodate the existing agricultural operations. The proposed retained lot will feature an existing barn, as well as an existing supplementary farm dwelling or ‘Bunkhouse’ to be retained. The supplementary farm dwelling provides seasonal accommodation for farm labourers. The bunkhouse has a floor area of approximately 73.6 m2 (792 ft2), one storey in height, and is approximately 50 metres (164 feet) from the existing single-detached dwelling. The existing barn/shop that is proposed to be included on the severed parcel would provide screening/separation between the single- detached dwelling and bunkhouse. The applicant did not indicate the capacity of the bunkhouse in the application. There is also an existing driveway access to the proposed retained lot that would remain as it exists today. 7. As part of the approval process, it is deemed appropriate to have the owner enter into a Development Agreement with the Municipality to register the bunkhouse and agree to the standard agreement for supplementary farm dwellings – period of occupancy, maximum number of workers, etc., which is included as a Condition of Approval. This Development Agreement ensures that the Municipality has an additional level of control should there be any health or safety concerns. Further, the rezoning application, also noted as a Condition of Approval, for the retained lot would need to recognize the existing supplementary farm dwelling. Provincial Policy Statement 8. The Provincial Policy Statement (hereafter, “PPS”) provides policy direction with respect to Lot Creation and Lot Adjustments in prime agricultural areas for surplus farm dwelling severances. Section 2.3.4.1.c) of the PPS reads as follows: 2.3.4.1 Lot creation in prime agricultural areas is discouraged and may only be permitted for: c) a residence surplus to a farming operation as a result of farm consolidation, provided that: ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 3 1. the new lot will be limited to a minimum size needed to accommodate the use and appropriate sewage and water services; and Comment: The proposed severed lot is no larger than necessary to meet the minimum size needed to accommodate existing septic system and has adequate servicing according to the documentation provided by the applicant. The proposed severed and retained lots would utilize existing municipal water servicing. 2. the planning authority ensures that new residential dwellings are prohibited on any remnant parcel of farmland created by the severance. The approach used to ensure that no new residential dwellings are permitted on the remnant parcel may be recommended by the Province, or based on municipal approaches which achieve the same objective; and Comment: As noted in Paragraph 12 of this Memo below, the applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. Therefore, it is our opinion that the proposed consent is consistent with the PPS, subject to the Conditions of Approval listed below. Elgin County Official Plan 9. In the Elgin County Official Plan (hereafter, ‘Elgin OP’), policies for Consent and Lot Creation on Lands in the Agricultural Area are found in Section E1.2.3 (New Lots by Consent). Section E1.2.3 indicates that proposals for Consent shall be in conformity with the relevant policies in the Elgin OP, the local Official Plan and the provisions of the Planning Act. Elgin County OP Section E1.2.3.1 provides further direction with respect to the general criteria that consent applications shall address as follows: Provisional consent may be granted subject to appropriate conditions of approval for the severed and/or retained lot. Prior to issuing provisional consent for a new lot for any purpose, the approval authority shall be satisfied that the lot to be retained and the lot to be severed: a) Fronts on and will be directly accessed by a public road that is maintained on a year-round basis; Comment: The proposed severed and retained lots have adequate frontage on Vienna Line. b) Does not have direct access to a Provincial Highway or County Road, unless the Province or the County permits a request for access; ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 4 Comment: Vienna Line is identified as a Local Road, therefore the above criteria does not apply. The applicant will utilize the existing accesses for the proposed severed and retained lots. c) will not cause a traffic hazard; Comment: The proposed severance will not cause a traffic hazard, as the existing accesses to the dwelling and agricultural operations will remain unaltered as they exist today. d) has adequate size and frontage for the proposed use in accordance with the local municipal Zoning By-law; Comment: The proposed severed and retained lots will meet the minimum lot area and frontage requirements in the Bayham Zoning By-law for the future RR and A2 Zone. e) notwithstanding d) above, where a zoning by-law amendment or minor variance is required, approval of such amendment or variance shall be included as a condition of the approval of the consent; Comment: As a Condition of Approval, the applicant is required to rezone the proposed severed and retained lots. Please see Paragraphs 14 and 15 of this Memo below. f) can be serviced with an appropriate water supply and means of sewage disposal, provided there is confirmation of sufficient reserve sewage system capacity and reserve water system capacity within municipal sewage services and municipal water services; Comment: The owner/applicant provided supporting private septic servicing information as part of the application submission, stating that the existing septic system is in adequate condition for the proposed severed lot. It is understood the proposed retained and severed lots are serviced by municipal water. g) will not have a negative impact on the drainage patterns in the area; Comment: There are no significant physical changes to the lands proposed, therefore, no negative impacts to drainage patterns are anticipated. h) will not restrict the development of the retained lands or other parcels of land, particularly as it relates to the provision of access, if they are designated for development by this Plan; Comment: The proposed consent will not restrict the development of the retained lands (or other parcels), as the existing accesses will remain unaltered. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 5 i) will not have a negative impact on the significant features and functions of any natural heritage feature; in this regard, lots should be restricted in size in order to conserve other lands in larger blocks for natural heritage purposes; Comment: The proposed severed lot is located outside of the natural heritage features that traverse the subject property. The natural heritage features are within the proposed retained lot, which will remain unaltered as a permitted use for agricultural operations. j) will not have a negative impact on the quality and quantity of groundwater available for other uses in the area; Comment: The proposed severance will not have negative impact on the quality and quantity of groundwater in the area, as demonstrated by the documentation provided by the applicant. k) will not have an adverse effect on natural hazard processes such as flooding and erosion; Comment: The proposed severance does not propose any significant physical changes to the subject lands, as many of the existing buildings/structures and agricultural operations will remain as they exist today. Therefore, no adverse impacts are anticipated. l) conform with the local Official Plan; and, Comment: The proposed severance will conform to the Bayham Official Plan. Please see Paragraph 10 of this Memo below for details. m) will conform to Section 51 (24) of the Planning Act, as amended. Comment: Section 51(24) of the Planning Act pertains to the consideration of a Draft Plan of Subdivision. Therefore, it is our opinion that the proposed Consent Application conforms to the Elgin OP, subject to the Conditions of Approval listed below. Municipality of Bayham Official Plan 10. The Municipality of Bayham Official Plan Section 2.1.7.1 indicates that “f arm consolidation shall mean the acquisition of additional farm parcels to be operated as one farm operation”. There are several policies within Section 2.7.1, which are listed as follows: In the opinion of Municipal Council, a land use conflict shall not be created with agricultural operations or other existing land uses in the immediate area of the subject lands; ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 6 Comment: It is our opinion that the proposed consent will not result in land use conflicts. The existing single-detached dwelling to be severed as a surplus farm dwelling and existing agricultural operation to be retained will remain as they exist today. The existing bunkhouse on the proposed retained lot will be screened by the existing barn on the proposed severed lot. Further, as a Site-Specific Provision to the future RR-XX Zone, Staff are requesting that the keeping of livestock on the severed lot is prohibited in order to prevent land use conflicts to the existing single-detached dwelling and bunkhouse. Where a farm parcel with more than one existing dwelling is being consolidated into a farm operation, only one dwelling may be severed from that farm parcel, and no more than one severance of a surplus dwelling shall be allowed from an original farm parcel regardless of changes in boundary or ownership; Comment: The proposed consent only contemplates the severance of one (1) surplus farm dwelling as a result of farm consolidation. A minimum of one existing dwelling within the Municipality of Bayham must be retained by the proponent farm operation, or a registered owner of the proponent farm operation. Comment: As previously mentioned, the lands were previously subject to an Official Plan Amendment (OPA-01/23) that was adopted by Bayham Council on May 18th, 2023, and received approval from Elgin County on August 8th, 2023. The purpose of the Official Plan Amendment was to add a new Site-Specific Policy, Section 2.1.7.6, to permit the severance of this existing dwelling made surplus through farm consolidation that previously did not conform to Policy 2.1.7.1 which is noted above. The owner’s primary farm dwelling is located in Malahide. Therefore, the application conforms to the Site-Specific Policy, Section 2.1.7.6, as a result of the Official Plan Amendment. 11. Sections 2.1.7.2 and 2.1.7.2 of the Bayham Official Plan provides consideration for the approval and requirements of severances for surplus farm dwellings as follows: 2.1.7.2 The severed lot with the surplus farm dwelling shall: a) Be no larger than is necessary to support a private sanitary sewage treatment and disposal system as determined by the appropriate approval authority, and be serviced by a potable water supply; Comment: The proposed severed lot is no larger than necessary to meet the minimum size needed to accommodate existing septic system and has adequate servicing according to the documentation provided by the ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 7 applicant. The proposed severed lot would utilize existing municipal water servicing. b) Meet the provisions of the MDS 1 for livestock facilities and manure storage facilities on the proposed retained lands; and, Comment: It is understood there are no livestock operations identified in the immediate area warranting MDS concerns. The existing shed and oversized accessory building (barn) are proposed on the severed lot. As a Site-Specific Provision to the future RR-XX Zone, Staff are requesting that the keeping of livestock is prohibited in order to prevent land use conflicts to the existing single-detached dwelling and bunkhouse. c) Be rezoned in a Rural Residential Zone in the Zoning By-law of the Municipality of Bayham Comment: As detailed further in Paragraph 14 of this Memo below, the applicant is required to rezone the proposed severed lot from A1 to RR- XX with a Site-Specific Exception to permit the Rear Yard Depth of 3.0 metres, recognize the oversized accessory building, and prohibit the keeping of livestock. 2.1.7.3 The severed lot with the surplus farm dwelling may: a) Include accessory buildings and structures if in the opinion of Municipal Council a land use conflict will not be created; and, Comment: The existing shed and oversized accessory building (barn) are proposed on the severed lot. As a Site-Specific Provision to the future RR- XX Zone, Staff are requesting that the keeping of livestock is prohibited in order to prevent land use conflicts to the existing single-detached dwelling and bunkhouse. Further, it is understood that the applicant will be removing the additional existing shed and two (2) greenhouses on the subject property, which would encroach into both the severed and retained parcels. These are noted as a Condition of Approval below. b) Include accessory buildings and structures where the property has been rezoned to prohibit the keeping of livestock Comment: See comment above. 12. Section 2.1.7.4 of the Bayham Official Plan provides additional consideration for the approval and requirements of the retained agricultural lands as follows: a) Depending on the current zoning and lot size, meet the provisions of the Agricultural (A1 / A1-A) Zone regulations of the Zoning By-law of the Municipality of Bayham; and, ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 8 Comment: The proposed retained lot will have an area of approximately 42.93 hectares, which meets the minimum lot area requirement for the A2 Zone. The applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. A Specific Exception to the proposed A2-XX Zone would be required to recognize this existing supplementary farm dwelling constructed prior to the passing of the future By-law. b) Be rezoned to prohibit the placement, development, or establishment of any additional type or form of residential dwelling units thereon, regardless of changes in property boundary or ownership. Comment: As noted above and in Paragraph 14 of this Memo below, the applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. A Specific Exception to the proposed A2-XX Zone would be required to recognize this existing supplementary farm dwelling constructed prior to the passing of the future By-law. 13. Section 2.1.10 (Supplementary Farm Dwellings) of the Official Plan sets out policies for the need, location, size and type, services, and vehicular access for this form of intended land use. The original intent of this policy is to allow supplementary farm labour to be accommodated on the same farmland on which the labour would be employed. Having the accommodations on the cultivation lands provides the greatest efficiency for location of the labour and maintenance of the accommodations for the owner of the farm. Establishment of supplementary farm dwellings will be: a) Need: Sufficient information must be provided which outlines how the type, scale, and/or size of the farm operation warrant the need for a supplementary farm dwelling; Comment: It is understood that the existing farm operation requires the need for seasonal farm labourers, therefore, the existing bunkhouse dwelling is required to provide seasonal accommodation. b) Existing dwellings: Sufficient justification must be provided to show how any existing supplementary farm dwellings that are part of the farming operation can’t satisfy the housing needs of the farming operation; Comment: No additional supplementary farm dwellings are being proposed by the applicant, as it is understood that the existing bunkhouse is necessary to satisfy the needs for the farming operations and provide seasonal accommodation for farm labourers based on the operation’s current demands. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 9 c) Location: Sufficient justification must be provided to show how the location of the supplementary farm dwelling makes efficient use of existing services and infrastructure and how the location will not impact surrounding land uses. Preference will be given to close proximity to principal farm dwellings and the use of natural landscaping to buffer temporary dwellings from surrounding land uses; Comment: The existing bunkhouse on the proposed retained lot for agricultural operations is located in proximity of the existing driveway access and farm operations. It is our opinion that the existing location of the bunkhouse will not have adverse impacts to the surrounding land use, as it is an existing use. Further, the existing barn to be located on the proposed severed lot will provide a screen or buffer between the existing dwelling and bunkhouse. As a Site-Specific Provision to the future RR-XX Zone, Staff are requesting that the keeping of livestock is prohibited in the existing barn on the severed lot in order to prevent land use conflicts to the existing single-detached dwelling and bunkhouse. d) Size and type: The supplementary farm dwelling unit is of a minimum size and type that can accommodate both health unit and building code requirements, and shall be no larger than necessary to accommodate the needs of the temporary farm help residing in the dwelling. Preference will be given to temporary dwellings, or alternatively permanent dwellings that are one storey in height with a maximum floor area of approximately 167m² (1,800 ft2). Comment: It is understood that the existing bunkhouse is one-storey in height and has an approximate floor area of 73.6 m2 (792 ft2), which is within the maximum height and floor area limit. To ensure the existing bunkhouse can accommodate both public health and safety, as a Condition of Approval, Staff are requesting that the owner enters into a Development Agreement with the Municipality to register the existing supplementary farm well (bunkhouse) and agree to the standard agreement for supplementary farm dwellings. e) Services: The supplementary farm dwelling must demonstrate an adequate supply of potable water and sanitary sewage disposal system to the satisfaction of the Municipality. Preference will be given to dwellings which can make use of existing services; and, Comment: It is understood that the existing bunkhouse currently utilizes private septic and public water servicing and will continue to do so. f) Vehicular access: The supplementary farm dwelling must demonstrate how vehicular access will not contribute to any traffic-related hazards to ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 10 the satisfaction of the appropriate road authority. Preference will be given to the use of existing driveways. Comment: The existing bunkhouse on the proposed retained lot will utilize the existing access. The use currently exists today, therefore, it is our opinion that this application will not cause traffic-related hazards. The Municipality may enter into an agreement with the applicant relating to such matters as location, maintenance, buffering, removal, and period of occupancy of any dwellings, as well as any other matters deemed appropriate to ensure that the dwelling is used for its intended purpose of providing housing for farm help. Comment: As a Condition of Approval, Staff are requesting that the owner enters into a Development Agreement with the Municipality to register the existing supplementary farm well (bunkhouse) and agree to the standard agreement for supplementary farm dwellings. Therefore, based on the analysis provided above, the proposed consent is in conformity with Bayham Official Plan, subject to the Conditions of Approval listed below. Municipality of Bayham Zoning By-law 14. The proposed severed parcel is currently zoned A1 and must be rezoned to a Rural Residential (RR) zone consistent to the resulting residential use and Official Plan Section 2.1.7.2 policies for surplus farm dwellings. The proposed lot configuration by the applicant can accommodate the minimum Lot Area of 0.4 hectares and Lot Frontage of 50 metres in the RR zone. Notwithstanding the above, the proposed Rear Yard Depth of 3.08 between the existing barn and rear lot line would not meet the minimum requirement of 15 metres in the RR Zone. Further, the existing barn on the proposed severed lot would be considered an oversized accessory building, as it is approximately 284.6 m2 in size. Therefore, as part of the future Zoning By-law Amendment application, a Site- Specific Exception to the proposed RR-XX Zone would be required to recognize the deficiency in order to permit a minimum Rear Yard Depth of 3.0 metres specifically for the existing barn erected prior to the date of the passing of the future By-law. Further, an additional Site-Specific Exception would be required to permit the existing oversized accessory building constructed prior to the passing of the future By-law, as well as the prohibition of the keeping of livestock in the existing barn to protect drinking water, consistent to the resulting residential use and Official Plan Section 2.1.7.2 policies for surplus farm dwellings. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 11 15. The proposed retained parcel is currently zoned A1 and must be rezoned to Special Agricultural (A2) zone to prohibit new dwellings, as per Official Plan Section 2.1.7.4. The proposed retained parcel meets the minimum Lot Area of 20 hectares and minimum Lot Frontage of 150 metres required in the A2 zone. As previously mentioned in this Memo, the existing bunkhouse is proposed on the retained lot. Therefore, as part of the future Zoning By-law Amendment Application, a Specific Exception to the proposed A2-XX Zone would be required to recognize this existing supplementary farm dwelling constructed prior to the passing of the future By-law. Long Point Region Conservation Authority 16. As previously mentioned in this Memo, portions of the subject property are within the “LPRCA Regulation Limit”. The proposed severed lot for the existing residential dwelling is located outside of the LPRCA Regulation Limit, as this regulatory area only impacts the proposed retained lot which will remain as it exists today for agricultural operations. Therefore, it is our opinion that the proposed severance will not be impacted by the LPRCA Regulation Limit. Conclusion and Recommendations 17. Based on the above review of Consent Application E4-24 we have no objection to the proposed consent to create a residential lot for the existing dwelling surplus to the needs of the farm operation and recommend the following conditions for approval: a) That the owner obtains approval of a Zoning By-law Amendment for the proposed severed parcel from an Agricultural (A) zone to a Site-Specific Rural Residential (RR-XX) Zone to permit the Rear Yard Depth of 3.0 metres, permit the existing oversized accessory building of 285 m2 constructed prior to the passing of the future By-law, as well as the prohibition of the keeping of livestock. b) That the owner obtains approval of a Zoning By-law Amendment for the proposed retained lands from an Agricultural (A1) zone to a Site-Specific Special Agricultural (A2-XX) Zone to prohibit new dwellings and recognize the existing supplementary farm dwelling constructed prior to the passing of the future By-law. c) That the owner enters into a Development Agreement with the Municipality to register the existing supplementary farm well (bunkhouse) and agree to the standard agreement for supplementary farm dwellings. d) That the owner removes the existing two (2) greenhouse buildings/structures from the subject property. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 12 e) That the owner removes the existing shed, located directly north and adjacent the existing barn on the proposed severed lot, from the subject property. f) That the owner provides a Planning Report Fee payable to the Municipality of Bayham. g) That the owner provides a digital copy of a survey of the subject lands. h) That the applicant apply to and pay all fees to the Municipality with respect to Civic Addressing/signage for the retained lot, where necessary. Christian Tsimenidis Arcadis Professional Services (Canada) Inc. Christian Tsimenidis, BES Consulting Planner to the Municipality of Bayham REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: December 7, 2023 REPORT: DS-66/23 FILE NO. C-07 / D09.23UNDE Roll # 3401-000-001-11900 SUBJECT: Consent Application E6-24 Gregory Underhill Farms Ltd. Concession 2 Lot 19, 54761 Vienna Line BACKGROUND A consent application E6-24 was received from the Elgin County Land Division Committee, submitted by David Roe on behalf of owner Gregory Underhill Farms Ltd., for lands located at 54761 Vienna Line. The owner is proposing to sever a 0.40 ha (0.98 acres) parcel and retain 21.36 ha (52.78 acres) of land with the intent to create a residential lot containing an existing dwelling surplus to the needs of the farm operation. The subject lands are designated ‘Agriculture’ on Schedule ‘A1’ (Land Use) in the Municipality of Bayham Official Plan and are zoned Agricultural (A1) on Schedule ‘A1’ Map No. 13 of the Municipality of Bayham Zoning By-law No. Z456-2003. Elgin County Land Division Committee will consider the applications on January 24, 2024. DISCUSSION The planner’s memorandum, dated November 29, 2023, analyzes the application subject to the Provincial Policy Statement (PPS), Elgin County Official Plan, Municipality of Bayham Official Plan and Zoning By-law. One point taken from the planner’s memorandum is that the application as presented does not meet the zoning regulations for the retained parcel’s minimum lot frontage. Therefore, a condition has been included to revise the sketch in order to achieve the minimum lot frontage on the retained parcel by slightly reducing the frontage on the severed parcel while maintaining the minimum lot areas for both. Staff and municipal planner recommend the support of the consent application for a surplus Staff Report DS-66/23 Gregory Underhill 2 farm dwelling creating a new residential parcel with the recommended conditions. STRATEGIC PLAN Not applicable ATTACHMENTS 1. Consent Application E6-24 2. Arcadis Memorandum, dated November 29, 2023 RECOMMENDATION THAT Report DS-66/23 regarding the Consent Application E6-24 Gregory Underhill Farms Ld. be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E6-24 be granted subject to the following conditions and considerations: 1. The owner obtain approval of a Zoning By-law Amendment for the proposed severed parcel from an Agricultural (A1) zone to a Rural Residential (RR) Zone 2. The owner obtain approval of a Zoning By-law Amendment for the proposed retained lands from an Agricultural (A1) zone to a Special Agricultural (A2) zone to prohibit new dwellings 3. That the owner provides a revised severance sketch at the time of the Zoning By- law Amendment application submission for the retained and severed lots (Conditions 1 and 2 noted above) demonstrating the proposed retained lot can achieve a minimum lot frontage of 150 metres. If the proposed 143.3-metre lot frontage on the retained lot is currently required due to a specific feature or constraint on the subject property, then the applicant must specify or demonstrate this at the Zoning By-law Amendment stage submission. If the reduced lot frontage is necessary for the function of the lots, a Site-specific Exception would then be applied to the proposed A2 Zone to permit the reduced lot frontage on the retained lot. 4. That the owner provides the Planning Report fee payable to the Municipality 5. That the owner provides a digital copy of the final survey of the subject lands to the Municipality 6. That the owner obtain a Road Access Permit from the Municipality for a new access to the retained lands 7. That the owner purchases a civic number sign from the Municipality for the retained parcel Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator|Deputy Clerk Chief Administrative Officer 101-410 Albert Street Waterloo, ON, N2L 3V3 Memorandum To/Attention Municipality of Bayham Date November 29, 2023 From Christian Tsimenidis, BES Project No 3404-920 cc William Pol, MCIP, RPP Subject Gregory Underhill Farms Ltd. – 54761 Vienna Line – Application for Consent E6-24 1. We have completed our review of Consent Application E6-24, submitted by David Roe of Civic Planning Solutions Inc. on behalf of Gregory Underhill Farms Ltd. (hereafter “owner” or “applicant”) for the lands located at 54761 Vienna Line, south side, west of Brown Road and east of Woodworth Road. The applicant is requesting consent for severance of 0.40 ha (0.98 acres) of land and to retain 21.36 ha. (52.78 acres) of land. The intent is to create a residential lot containing an existing dwelling surplus to the needs of the farm operation. The lands are designated as ‘Agriculture’ in Schedule ‘A1’ (Land Use) in the Bayham Official Plan. The lands are zoned Agricultural (A1) in Schedule ‘A1’ Map No. 13 of the Municipality of Bayham Zoning By-law Z456-2003. 2. The proposed severed parcel has lot frontage of 71.1 metres (233.2 feet) and lot depth of 59.5 metres (172.3 feet) and to accommodate the existing single- detached dwelling. The proposed retained parcel has a lot frontage of 143.3 metres (470.1 feet) and lot depth of 1,030.0 metres (3379.2 feet). It is understood that the lands to be retained will be vacant, consisting of no existing buildings or structures. There is one (1) existing driveway access to the proposed severed lot. The surrounding uses are predominantly agricultural, with some rural residential lots within proximity of the subject lands. 3. The Provincial Policy Statement (hereafter, “PPS”) provides policy direction with respect to Lot Creation and Lot Adjustments in prime agricultural areas for surplus farm dwelling severances. Section 2.3.4.1.c) of the PPS reads as follows: 2.3.4.1 Lot creation in prime agricultural areas is discouraged and may only be permitted for: a) a residence surplus to a farming operation as a result of farm consolidation, provided that: ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 2 1. the new lot will be limited to a minimum size needed to accommodate the use and appropriate sewage and water services; and Comment: The proposed severed lot is no larger than necessary to meet the minimum size needed to accommodate existing private well and septic system and has adequate servicing according to the documentation provided by the applicant. 2. the planning authority ensures that new residential dwellings are prohibited on any remnant parcel of farmland created by the severance. The approach used to ensure that no new residential dwellings are permitted on the remnant parcel may be recommended by the Province, or based on municipal approaches which achieve the same objective; and Comment: As noted in Paragraph 5 of this Memo below, the applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. Therefore, it is our opinion that the proposed consent is consistent with the PPS. 4. In the Elgin County Official Plan (hereafter, ‘Elgin OP’), policies for Consent and Lot Creation on Lands in the Agricultural Area are found in Section E1.2.3 (New Lots by Consent). Section E1.2.3 indicates that proposals for Consent shall be in conformity with the relevant policies in the Elgin OP, the local Official Plan and the provisions of the Planning Act. Elgin County OP Section E1.2.3.1 provides further direction with respect to the general criteria that consent applications shall address as follows: Provisional consent may be granted subject to appropriate conditions of approval for the severed and/or retained lot. Prior to issuing provisional consent for a new lot for any purpose, the approval authority shall be satisfied that the lot to be retained and the lot to be severed: a) Fronts on and will be directly accessed by a public road that is maintained on a year-round basis; Comment: The proposed severed and retained lots will have continued frontage along Vienna Line, as well as direct access. b) Does not have direct access to a Provincial Highway or County Road, unless the Province or the County permits a request for access; Comment: Not applicable, as the proposed severed and retained lots will have direct access to Vienna Line, which is identified as a Local Road in the Bayham Official Plan. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 3 c) will not cause a traffic hazard; Comment: The proposed severance will not cause a traffic hazard, as the existing access to the severed lot will remain unaltered as it exists today. It is our opinion that that the anticipated access to the retained lot will not cause a traffic hazard, as Vienna Line is straight and generally level for ease of access. d) has adequate size and frontage for the proposed use in accordance with the local municipal Zoning By-law; Comment: The proposed severed lot will meet the minimum lot area and lot frontage requirements of the future RR Zone. The proposed retained lot will meet the minimum lot area requirement of the A2 Zone, however, based on the current Severance Sketch the proposed lot frontage will not meet the minimum requirement. Based on Staff’s review of the current parcel fabric, the subject property has a total lot frontage of 214.4 metres, which can sufficiently accommodate both the minimum lot frontage of 150 metres for the proposed retained lot, and minimum 50 metres for the proposed severed lot. Please see Paragraph 6 and the Conditions of Approval for further details. Therefore, Staff are of the opinion this criteria can be met, subject to the Conditions of Approval. e) notwithstanding d) above, where a zoning by-law amendment or minor variance is required, approval of such amendment or variance shall be included as a condition of the approval of the consent; Comment: As a Condition of Approval, the applicant is required to rezone the proposed severed lot from A1 to RR and retained lot from A1 to A2. Please see Paragraph 6 of this Memo below. f) can be serviced with an appropriate water supply and means of sewage disposal, provided there is confirmation of sufficient reserve sewage system capacity and reserve water system capacity within municipal sewage services and municipal water services; Comment: The owner/applicant provided supporting private water and septic servicing information as part of the complete application. It was demonstrated that the existing private servicing are in adequate condition to support the existing single-detached dwelling on the proposed severed lot. g) will not have a negative impact on the drainage patterns in the area; Comment: There are no other physical changes to the lands proposed, therefore, no negative impacts to drainage patterns are anticipated. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 4 h) will not restrict the development of the retained lands or other parcels of land, particularly as it relates to the provision of access, if they are designated for development by this Plan; Comment: The proposed consent will not restrict the development of the retained lands (or other parcels), as a future access to the retained lot will not be impacted. i) will not have a negative impact on the significant features and functions of any natural heritage feature; in this regard, lots should be restricted in size in order to conserve other lands in larger blocks for natural heritage purposes; Comment: The subject lands are not impacted by natural heritage features, as per the Bayham Official Plan. j) will not have a negative impact on the quality and quantity of groundwater available for other uses in the area; Comment: The proposed severance will not have negative impact on the quality and quantity of groundwater in the area, as demonstrated by the documentation provided by the applicant. k) will not have an adverse effect on natural hazard processes such as flooding and erosion; Comment: The proposed severance does not propose any physical changes to the subject lands, as the existing single-detached dwelling and agricultural operations will remain as they exist today. T herefore, no adverse impacts will occur. l) conform with the local Official Plan; and, Comment: The proposed severance will conform to the Bayham Official Plan, subject to the recommendations proposed by Staff. m) will conform to Section 51 (24) of the Planning Act, as amended. Comment: Section 51(24) of the Planning Act pertains to the consideration of a Draft Plan of Subdivision. Therefore, it is our opinion that the proposed Consent Application conforms to the Elgin OP, subject to the Conditions of Approval listed below. 5. The Municipality of Bayham Official Plan Section 2.1.7.1 indicates that “farm consolidation shall mean the acquisition of additional farm parcels to be operated as one farm operation”. There are several policies within Section 2.7.1, which are listed as follows: ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 5 In the opinion of Municipal Council, a land use conflict shall not be created with agricultural operations or other existing land uses in the immediate area of the subject lands; Comment: It is our opinion that the proposed consent will not result in land use conflicts. The existing single-detached dwelling to be severed as a surplus farm dwelling and existing agricultural operation to be retained will remain as they exist today. Where a farm parcel with more than one existing dwelling is being consolidated into a farm operation, only one dwelling may be severed from that farm parcel, and no more than one severance of a surplus dwelling shall be allowed from an original farm parcel regardless of changes in boundary or ownership; Comment: The proposed consent only contemplates the severance of one (1) surplus farm dwelling as a result of farm consolidation. A minimum of one existing dwelling within the Municipality of Bayham must be retained by the proponent farm operation, or a registered owner of the proponent farm operation. Comment: The owner/applicant owns a minimum of one (1) existing dwelling within the Municipality of Bayham. Sections 2.1.7.2 and 2.1.7.2 of the Bayham Official Plan provides consideration for the approval and requirements of severances for surplus farm dwellings as follows: 2.1.7.2 The severed lot with the surplus farm dwelling shall: a) Be no larger than is necessary to support a private sanitary sewage treatment and disposal system as determined by the appropriate approval authority, and be serviced by a potable water supply; Comment: The proposed severed lot is no larger than necessary to support the existing private well and septic system, and has adequate servicing according to the documentation provided by the applicant. b) Meet the provisions of the MDS 1 for livestock facilities and manure storage facilities on the proposed retained lands; and, Comment: It is understood there are no livestock operations identified in the immediate area warranting MDS concerns. c) Be rezoned in a Rural Residential Zone in the Zoning By-law of the Municipality of Bayham ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 6 Comment: As detailed further in Paragraph 6 of this Memo below, the applicant is required to rezone the proposed severed lot from A1 to RR. 2.1.7.3 The severed lot with the surplus farm dwelling may: a) Include accessory buildings and structures if in the opinion of Municipal Council a land use conflict will not be created; and, Comment: It is understood that the proposed severed lot does not feature accessory building or structure. b) Include accessory buildings and structures where the property has been rezoned to prohibit the keeping of livestock Comment: See comment above. Section 2.1.7.4 of the Bayham Official Plan provides additional consideration for the approval and requirements of the retained agricultural lands as follows: a) Depending on the current zoning and lot size, meet the provisions of the Agricultural (A1 / A1-A) Zone regulations of the Zoning By-law of the Municipality of Bayham; and, Comment: The applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. The proposed retained lot will have an area of approximately 21.36 hectares, which meets the minimum lot area requirement for the A2 Zone. The proposed retained lot, however, currently does not meet the minimum required lot frontage of 150.0 metres, as the applicant is proposing 143.3 metres. Based on Staff’s review of the current parcel fabric, the subject property has a total lot frontage of 214.4 metres, which can sufficiently accommodate both the minimum lot frontage of 150 metres for the proposed retained lot, and minimum 50 metres for the proposed severed lot. Please see Paragraph 6 and the Conditions of Approval for further details. Therefore, Staff are of the opinion this criteria can be met, subject to the Conditions of Approval. b) Be rezoned to prohibit the placement, development, or establishment of any additional type or form of residential dwelling units thereon, regardless of changes in property boundary or ownership. Comment: As noted above and in Paragraph 6 of this Memo below, the applicant is required to rezone the retained lot from A1 to A2 in order to prohibit the development of a future residential dwelling. Therefore, based on the analysis provided above, the proposed consent is in conformity with Bayham Official Plan, subject to the Conditions of Approval listed below. ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 7 6. The proposed severed lot is currently zoned A1 and must be rezoned to a Rural Residential (RR) zone consistent to the resulting residential use and Official Plan Section 2.1.7.2 policies for surplus farm dwellings. The proposed lot configuration by the applicant can accommodate the minimum Lot Area of 0.4 hectares and Lot Frontage of 50 metres in the RR zone. The proposed retained lot is currently zoned A1 and must be rezoned to a Special Agricultural (A2) zone to prohibit new dwellings, as per Official Plan Section 2.1.7.4. The proposed retained parcel meets the minimum Lot Area of 20 hectares, however, the proposed Lot Frontage of 143.3 metres does not meet the minimum Lot Frontage of 150 metres required in the A2 zone. Based on Staff’s review of the current parcel fabric, the subject property has a total lot frontage of 214.4 metres, which can sufficiently accommodate the minimum lot frontage of 150 metres for the proposed retained lot, and minimum 50 metres for the proposed severed lot. Staff suggest that the applicant reduce the lot frontage of the proposed severed lot by considering shifting the proposed property line east of the existing dwelling further west in order to achieve the minimum lot frontage of 150 metres for the proposed retained lot. Please ensure that the minimum lot area of 20 hectares is still maintained for the proposed retained lot, and minimum lot area of 0.4 hectares is still maintained for the proposed severed lot. Therefore, as a Condition of Approval, Staff are recommending that the applicant provide a revised Severance Sketch at the time of the Zoning By-law Amendment Application demonstrating that the proposed retained lot can achieve a minimum lot frontage of 150 metres, whereas 143.3 metres is currently proposed. As previously mentioned, it is our opinion this can be achieved, however, the revised Severance Sketch will provide confirmation at the Zoning By-law Amendment Application stage. If the proposed 143.3 metre lot frontage on the retained lot is currently required due to a specific feature or constraint on the subject property, then the applicant must specify this at the Zoning By-law Amendment stage submission. If the reduced lot frontage is necessary for the function of the lots, a Site-Specific Exception would then be applied to the proposed A2 Zone to permit the reduced lot frontage on the retained lot. 7. Based on the above review of Consent Application E6-24, we have no objection to the proposed consent to create a residential lot for the existing dwelling surplus to the needs of the farm operation and recommend the following conditions for approval: ARCADIS MEMORANDUM Municipality of BayhamMunicipality of Bayham – November 29, 2023 8 a) That the owner obtains approval of a Zoning By-law Amendment for the proposed severed parcel from an Agricultural (A) zone to a Rural Residential (RR) Zone. b) That the owner obtains approval of a Zoning By-law Amendment for the proposed retained lands from an Agricultural (A1) zone to a Special Agricultural (A2) Zone to prohibit new dwellings. c) That the owner provides a revised Severance Sketch at the time of the Zoning By-law Amendment Application submission for the retained and severed lots (Conditions A and B noted above) demonstrating the proposed retained lot can achieve a minimum lot frontage of 150 metres. If the proposed 143.3 metre lot frontage on the retained lot is currently required due to a specific feature or constraint on the subject property, then the applicant must specify or demonstrate this at the Zoning By-law Amendment stage submission. If the reduced lot frontage is necessary for the function of the lots, a Site-Specific Exception would then be applied to the proposed A2 Zone to permit the reduced lot frontage on the retained lot. d) That the owner provides a Planning Report Fee payable to the Municipality of Bayham. e) That the owner provides a digital copy of a survey of the subject lands. f) That the applicant apply to and pay all fees to the Municipality with respect to Civic Addressing/signage for the retained lot, where necessary. Christian Tsimenidis Arcadis Professional Services (Canada) Inc. Christian Tsimenidis, BES Consulting Planner to the Municipality of Bayham REPORT DEVELOPMENT SERVICES TO: Mayor & Members of Council FROM: Margaret Underhill, Planning Coordinator/Deputy Clerk DATE: December 7, 2023 REPORT: DS-67/23 FILE NO. C-07 / D13.SHAW Roll # 3401-000-006-02400 SUBJECT: Rezoning Application ZBA-11/23 – Shaw, C & Shipway, D 10465 Plank Road Draft Zoning By-law No. Z766-2023 BACKGROUND Council considered and received Staff Report DS-57/23 on October 5, 2023 and passed the following resolution: THAT Report DS-57/23 regarding the Charles Shaw and Debbie Shipway rezoning application ZBA-11/23 be received for information; AND THAT Council defers the requested Zoning By-law Amendment application for the following reasons: a) In order to address conformity with Official Plan Policy 2.1.2.2(a), the applicant shall provide an MDS II Report/Analysis prepared by a qualified professional. b) In order to address conformity with Official Plan Policy 2.1.2.3, the applicant shall confirm that the proposed buildings used for the housing of livestock or storage of manure and including the construction of an earthen manure storage facility does not exceed 5 nutrient units. Should the proposed use exceed 5 nutrient units, the applicant shall provide a Nutrient Management Strategy prepared by a qualified professional. c) That the applicant consult with the LPRCA to determine whether the proposed accessory structures fall within the regulation limits of the Conservation Authority and would require written permission and/or permit from the LPRCA. Staff Report DS-67/23 Shaw Shipway 2 DISCUSSION Staff have received an additional Arcadis memorandum, dated November 29, 2023, being the second memorandum in consideration of Zoning Amendment Application ZBA-11/23. The memorandum provides for a further analysis of the Zoning Amendment application with the MDS II Report/Analysis, Nutrient Management Strategy, and LPRCA information provided by the applicant and municipal planner. Based upon the most recent analysis, the application as presented does not conform to the Municipality of Bayham Official Plan. Staff and planner provide two (2) options for Council’s consideration: Option #1 - To refuse the zoning amendment application ZBA-11/23 as presented for the specified reasons listed in the recommendation; and, Option #2 - To defer the application to amend, and recirculate as a new proposal with a reduced number of livestock that would conform to the Bayham Official Plan and meet the intent and purpose of the MDS Guidelines. STRATEGIC PLAN Not applicable. ATTACHMENTS: 1. Arcadis Memorandum, dated November 29, 2023 2. Arcadis MDS II Mapping 3. Long Point Region Conservation Authority, correspondence, dated November 29, 2023 RECOMMENDATION THAT Report DS-67/23 regarding the Shaw and Shipway rezoning application ZBA- 11/23 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 September 21, 2023 associated with this application, there were no written submissions and no oral presentation received regarding this matter; AND THAT Council considered Staff Report DS-57/23 on October 5, 2023 and deferred the application for the purpose of obtaining additional information regarding MDS II Report /Analysis, Nutrient Management Strategy and LPRCA comments; AND THAT all considerations were taken into account in Council’s decision passing this resolution; EITHER AND THAT Council refuse the requested Zoning By-law Amendment Application ZBA- 11/23 based on the current proposal for the following reasons: Staff Report DS-67/23 Shaw Shipway 3 a) That the application does not conform to the Bayham Official Plan, notably Section 2.1.2.2.a); b) That the application does not meet the overall principal and intent of the MDS Guidelines, which were designed to minimize land use conflict and nuisance complaints from odour, based on the proposed 45 livestock and locations of the accessory buildings; c) That application may result in land use compatibility issues and/or conflict with the adjacent rural residential property immediately to the north, as well as the residential dwellings on agricultural lots surrounding the subject property; d) That the proposed three (3) individual accessory buildings, though they do not require a Building Permit, have an overall Building Floor Area of 27.87 m2 (300 ft2) that will provide for a cumulative impact that exceed or deviate from the overall intent of the MDS Guidelines; e) That the application does not meet the MDS II setback requirements based on the proposed number and type of livestock. OR AND THAT Council defer the requested Zoning By-law Amendment Application ZBA- 11/23, subject to the applicant amending the application for further consideration: a) by proposing a reduced number and/or type of livestock that generate less odour, and reduces the required MDS II setbacks; and, b) by submitting an MDS II Map/Schedule and associated calculations prepared by a qualified professional, similar to what was prepared by municipal staff, demonstrating that the proposed livestock accessory buildings/structures are located outside of the required MDS II setbacks to ensure that the intent and purpose of the MDS Guidelines are met. Respectfully Submitted by: Reviewed by: Margaret Underhill Thomas Thayer, CMO, AOMC Planning Coordinator/Deputy Clerk Chief Administrative Officer 101-410 Albert Street Waterloo, ON, N2L 3V3 www.arcadis.com Memorandum To/Attention Municipality of Bayham Date November 29, 2023 From Christian Tsimenidis, BES Project No 3404-914 cc William Pol, MCIP, RPP Subject Charles Shaw and Debbie Shipway - Application for Zoning By-law Amendment ZBA 11/23, 10465 Plank Road Background 1. We have completed our review of the application for Zoning By-law Amendment submitted by Charles Shaw and Debbie Shipway for 10465 Plank Road, west side and south of Howey Line. The applicant is requesting an amendment to change the zoning regulations from Rural Residential (RR) Zone to a site-specific Rural Residential (RR-48) Zone to permit new livestock uses, livestock-related buildings and structures in accessory for a Maximum Building Floor Area equivalent to or less than 10 m2, whereas Section 7.1 and Section 7.11.1 of Zoning By-law Z456-2003 do not permit such uses in accessory buildings within the ‘Rural Residential (RR)’ zone. 2. The applicant is proposing 30 chickens, 6 sheep, 6 goats, and 3 pigs for a total of 45 livestock. The applicant is proposing to house the livestock in three (3) proposed accessory buildings, each approximately 9.29 m2 (100 ft2) in size. This equals an estimated total Building Floor Area of 27.87 m2 (300 ft2) for the keeping of 45 livestock. 3. This Zoning By-law Amendment Application was originally considered by Council on October 5th, where the decision of Council was to defer the application. Staff had previously recommended deferral of the application in the previous Memo dated September 26th, due to the lack of information required to address conformity with the Bayham Official Plan. More specifically, to permit the keeping of livestock associated with non-farm residential uses in the ‘Agriculture’ designation, Sections 2.1.2.2(a) and 2.1.2.3. of Bayham Official Plan required that the applicant provide a Minimum Separation Distance (MDS) II Report/Analysis prepared by a qualified professional, as well as a Nutrient Management Strategy, should the proposed livestock exceed 5 Nutrient Units. Subsequently, the applicant has provided the information as follows: a) MDS II Report/Analysis: The applicant stated that the MDS II setback distances only apply if a Building Permit Application is required for a first ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 2 or altered livestock facility occupying an area greater than 10 m2 or any anaerobic digester. This is noted in Implementation Guideline #2 of the MDS Guidelines prepared by the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA). Given that the three (3) proposed accessory buildings are approximately 9.29 m2 (100 ft2) in size each, this means a Building Permit Application is not required to construct these structures, as they are below the requirement of 10 m2. As such, based on the applicant’s interpretation of Implementation Guideline #2, MDS II setbacks would not apply given that a Building Permit Application is not required for the proposed three (3) accessory buildings under 10 m2 for the keeping of livestock. Further analysis from Staff is provided in Paragraph 8 of this Memo. b) Nutrient Management Strategy: The applicant demonstrated that the proposed 30 chickens, 6 sheep, 6 goats, and 3 pigs would generate a total of 2.3 Nutrient Units. As such, it was determined that the preparation of a Nutrient Management Strategy was not required, given the proposed livestock do not exceed 5 Nutrient Units. Further analysis from Staff is provided in Paragraph 9 of this Memo. 4. The lands are designated as ‘Agriculture’ on Schedule ‘A1’ - Land Use in the Municipality of Bayham Official Plan with a ‘Hazard Lands’ overlay as per Schedule ‘A2’ - Constraints of the Official Plan on majority of the subject lands. The lands are currently zoned Rural Residential (RR) on Schedule ‘A’ Map No. 6 in Zoning By- law No. Z456-2003. The subject lands are also within the Long Point Region Conservation Authority (LPRCA) Regulation Limits, as a result of the adjacent watercourse to the west. 5. The statutory Public Meeting was held on September 21st, 2023, and no written or oral public comments were received. Subject Property and Surrounding Area 6. The subject property has a lot area of approximately 23,309.89 m2 (2.33 ha.), estimated lot frontage of 337.1 m (1,105.9 ft), and a lot depth of 72.6 m (238.3 ft). The subject property comprises of a single-detached residential dwelling, accessory shed (approximately 50 m2), and detached garage. It is understood the existing accessory shed will be removed by the applicant to make additional space for one of the proposed accessory buildings for livestock, should the Zoning By-law Amendment be approved. ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 3 7. The subject lands are surrounded by a cluster of residential dwellings, notably a rural residential lot immediately to the north (not supported by agricultural operations). One (1) agricultural lot with existing operations to the east exists, as well as smaller agriculturally zoned lots to the south that are currently not supported by agricultural operations, only residential. A watercourse is also located immediately west of the subject property. Municipality of Bayham Official Plan 8. The Bayham Official Plan designates the subject property as ‘Agriculture’ in Schedule ‘A1’ – Land Use, which permits the keeping of livestock associated with non-farm residential uses subject to Section 2.1.2.2(a) of the Official Plan: Section 2.1.2.2(a) - Minimum Distance Separation Formulae The keeping of livestock in a hobby farm context is permitted in connection with both farm and non-farm residential uses provided the complement of livestock facility complies with the regulations of the M.D.S. II. For the purposes of this policy, any animal or fowl that are referenced in the Minimum Distance Separation Formulae tables will be considered as livestock. The proposed site-specific Zoning By-law Amendment to permit livestock uses, livestock-related buildings and structures on the subject lands would constitute as a hobby farm on a non-farm residential use within the ‘Agriculture’ designation. As previously mentioned in this Memo, the applicant pointed to Implementation Guideline #2 of the MDS Guidelines prepared by OMAFRA, which states the following: The MDS II setback distances shall be met prior to the approval of the building permit application for a first or altered livestock facility occupying an area greater than 10 m2 or any anaerobic digester. The information used to carry out an MDS II calculation must reflect the circumstances at the time that the municipality deems the building permit application to be complete. Given that the three (3) proposed accessory buildings are approximately 9.29 m2 (100 ft2) each in size, this means a Building Permit Application is not required to construct these structures, as they are below the requirement of 10 m2. As such, based on the applicant’s interpretation of Implementation Guideline #2, MDS II setbacks would not apply given that a Building Permit Application is not required for the proposed three (3) accessory buildings under 10 m2 for the keeping of livestock. Further, Staff clarified this interpretation with OMAFRA, who also stated that MDS II setbacks would not apply in this situation, given that a Building Permit Application is not required for the proposed new accessory buildings or structures. A Building Permit is considered the ‘trigger’ or ‘mechanism’ that requires MDS II setbacks for ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 4 the establishment of livestock-related buildings or structures. Therefore, the applicant did not provide an MDS II Report/Analysis. Despite the MDS II setbacks not applying, given that a Building Permit is not required, it is Staff’s opinion that there still should be consideration for the overall principal and intent of the MDS Guidelines. Neither the Official Plan nor the MDS contemplated that rural residential lots would accommodate the scale of livestock/manure as proposed with this application. As per the MDS Guidelines, “the intent of this document is to prevent land use conflicts and minimize nuisance complaints from odour.” As such, it is our opinion that the following considerations should still be made for applying the MDS II setbacks: a) Proximity to Existing Residential Uses: As previously mentioned in this Memo, the subject property is within a cluster of residential dwellings along Plank Road. Notably, the subject property directly abuts a residential lot zoned RR to the north, not supported by an agricultural operation. Further, smaller lots that are zoned ‘Agricultural (A1)’ but are currently not supported by existing agricultural operations, only residential, are located directly to the east and south. It would be difficult for the Municipality to regulate and monitor the number and type of livestock being kept as this would result in an enforcement/complaint incident. Therefore, it is our opinion that livestock, notably a total of 45, within close proximity of adjacent residential dwellings will create a land use conflict between these dwellings and proposed livestock uses, thus deviating from the overall intent of the MDS Guidelines. b) Cumulative Impacts: As previously mentioned, a Building Permit is considered the ‘trigger’ or ‘mechanism’ that requires MDS II setbacks for the establishment of livestock-related buildings or structures. Given that the proposed accessory structures are less than 10 m2, a Building Permit is not required. However, it is our opinion the Implementation Guideline #2 ignores the cumulative impacts or overall Building Floor Area being proposed by the applicant. The proposed livestock would be housed in three (3) accessory buildings, each approximately 9.29 m2 (100 ft2) in size. This equals an estimated total Building Floor Area of 27.87 m2 (300 ft2). c) For example, if the applicant were to propose just one (1) accessory structure approximately 27.87 m2 in size, a Building Permit would therefore be required and MDS II setbacks would apply. However, since the applicant is proposing individual accessory buildings that are below 10 m2, a Building Permit and MDS II setbacks are avoided. By this interpretation of the MDS Guidelines, an individual could develop a significant number of accessory buildings under 10 m2 on their property ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 5 (within the confinements of the Zoning By-law’s accessory building regulations), all of which wouldn’t require a Building Permit and MDS II setbacks, thus not accounting for the cumulative impact of all accessory buildings combined to the surrounding area. Therefore, it is our opinion that the proposed overall Building Floor Area of 27.87 m2 (300 ft2) from the three (3) individual accessory buildings would have cumulative impacts that exceed or deviate from the overall intent of the MDS Guidelines. Based on the points noted above, in our opinion, the best way to address land use conflicts and minimize nuisance complaints from odour is to apply the MDS Guidelines, given the surrounding residential dwellings within close proximity of the proposed livestock uses and overall cumulative impacts. It is our professional opinion, while the Official Plan didn’t contemplate the keeping of livestock where a Building Permit is not required and where the MDS is triggered where a Building Permit is required, we believe that for good planning reasons and a good neighbour approach, the concern for land use compatibility and to avoid a situation where conflict and complaints between land uses could result, this application should be refused. Further, Staff decided to take the initiative to prepare the MDS II calculations to determine the appropriate setbacks from the existing residential uses in the immediate area, based on the proposed 30 chickens, 6 sheep, 6 goats, and 3 pigs. Staff utilized the MDS II calculation tool from the OMAFRA “AgriSuite” system/website to determine the setbacks. As per the findings of the calculations, a setback of 102 metres was determined from the northern mutual property line, given that this adjacent property is zoned RR. Further, a setback of 102 metres was also determined from the residential dwellings for all the surrounding agricultural properties zoned ‘A1’. A map was then prepared by Staff, attached to this Memo as Appendix ‘A’, demonstrating how these setbacks would apply to the subject property. The ‘Developable Area’ is noted on the map, accounting for the calculated MDS II setbacks mentioned above. As demonstrated on the map, the only area on the subject property that can meet the MDS II setbacks is located within the existing woodland and LPRCA regulated ‘Hazard Lands’ to the west. Where the applicant has proposed the accessory buildings for the livestock uses are beyond this noted ‘Developable Area’. It is our opinion that this is not an appropriate area for development, given the close proximity of the watercourse to the west, as well as the number and density of existing trees within this ‘Developable Area’ that would need to be removed. Therefore, Staff is of the opinion that the proposed Zoning By-law Amendment Application would not conform to the Bayham Official Plan, notably Section ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 6 2.1.2.2.a), given that the MDS II setbacks cannot be met based on the applicant’s current proposal. While we understand the desire of the applicant to keep livestock and they have limited the type and number, consideration for the impact on other property owners should be considered even where the policies do not require it to be considered. It is our opinion that the proposed number of livestock and location of the proposed accessory buildings to house the proposed livestock will create land use compatibility issues and nuisance complaints from odour, deviating from intent of the MDS Guidelines and thus not conforming to the Official Plan. 9. The Official Plan also provides direction with respect to Nutrient Management for the establishment of a new or expanding livestock operation, including buildings used for the housing of livestock or storage of manure in Section 2.1.2.3 as follows: Section 2.1.2.3 - Nutrient Management Prior to the issuance of a building permit, the establishment of a new or expanding livestock operation including buildings used for the housing of livestock or storage of manure and including the construction of an earthen manure storage facility, that are in excess of 5 nutrient units, shall prepare a nutrient management strategy and/or plan in accordance with the Nutrient Management Act and any regulations made pursuant to such Act, including Regulation 267/03. As previously mentioned, applicant is proposing 30 chickens, 6 sheep, 6 goats, and 3 pigs for a total of 45 livestock. The applicant completed the Nutrient Management Strategy Form using the OMAFRA “AgriSuite” system/website to determine the total Nutrient Units generated as a result of the proposed livestock. It was determined that the that the proposed livestock would generate a total of 2.3 Nutrient Units. As such, the preparation of a Nutrient Management Strategy was not required, given the proposed livestock do not exceed 5 Nutrient Units. Staff are satisfied with the information provided by the applicant. 10. The Official Plan further designates part of the subject lands as being within the ‘Hazard Lands’ overlay, as a result of the watercourse to the west of the subject lands. Section 6.1.2 of the Official Plan prohibits the development of structures within this designation except where a permit or written clearance is obtained from the LPRCA. The LPRCA confirmed that a permit would not be required for this application, given that the proposed structures will be non-habitable, are under 108 ft2 in size, and would be associated with the existing residential use. 11. Based on the analysis provided above, specifically in Paragraph 8 pertaining to MDS II setbacks, it is our opinion that the proposed Zoning By-law Amendment Application would not conform to the Bayham Official Plan, notably Section 2.1.2.2.a). ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 7 Municipality of Bayham Zoning By-law 12. The subject lands currently are zoned Rural Residential (RR) in the Municipality of Bayham Zoning By-law. As per Section 7.1 of the Zoning By-law, the keeping of livestock is not a permitted use in the RR Zone. Further, Section 7.11.1 of the Zoning By-law states that the establishment of new livestock uses, livestock-related buildings and structures are prohibited in accessory buildings within the RR Zone. 13. The intent of this proposed Zoning By-law Amendment is to rezone the subject property from ‘Rural Residential (RR)’ zone to a site-specific ‘Rural Residential’ (RR-48)’ to permit new livestock uses, livestock-related buildings and structures in accessory for a Maximum Building Floor Area equivalent to or less than 10 m2 per structure. The proposed site-specific Rural Residential (RR-48) Zone would permit the proposed development of three (3) new accessory buildings (9.29 m2 each) to accommodate the proposed livestock uses. The proposed development would conform to all other applicable regulations of the RR Zone and Zoning By-law. 14. Notwithstanding the above, it was determined by Staff in Paragraph 8 of this Memo that the proposed Zoning By-law Amendment would not conform to the Bayham Official Plan, notably Section 2.1.2.2.a). Therefore, the proposed Zoning By-law Amendment to establish a site-specific ‘Rural Residential’ (RR-48)’ cannot be supported by Staff at this time. Conclusion and Recommendations 15. Based on our review, we recommend Council refuse the requested Zoning By-law Amendment Application based on the current proposal for the following reasons: a) It is our opinion that the application does not conform to the Bayham Official Plan, notably Section 2.1.2.2.a). b) It is our opinion that the application does not meet the overall principal and intent of the MDS Guidelines, which were designed to minimize land use conflict and nuisance complaints from odour, based on the proposed 45 livestock and locations of the accessory buildings. c) It is our opinion that application may result in land use compatibility issues and/or conflict with the adjacent rural residential property immediately to the north, as well as the residential dwellings on agricultural lots surrounding the subject property. d) It is our opinion that the proposed three (3) individual accessory buildings, though they do not require a Building Permit, have an overall Building Floor Area of 27.87 m2 (300 ft2) that will provide for a cumulative impact that exceed or deviate from the overall intent of the MDS Guidelines. e) The application does not meet the MDS II setback requirements based on the proposed number and type of livestock. ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 8 16. Alternatively, if the applicant agrees and is willing to propose a reduced number and/or type of livestock that generate less odour, and reduces the required MDS II setbacks, Council may wish to defer the application. Therefore, if Council defers the application and the applicant commits to amending the Zoning By-law Amendment Application for further consideration, Staff request that the applicant work with a qualified professional to prepare and submit an MDS II Map/Schedule and associated calculations, similar to what was prepared by Staff, demonstrating that the proposed livestock accessory buildings/structure are located outside of the required MDS II setbacks. This is to ensure that intent and purpose of the MDS Guidelines are met. Christian Tsimenidis Arcadis Professional Services (Canada) Inc. Christian Tsimenidis, BES Consulting Planner to the Municipality of Bayham ARCADIS MEMORANDUM Municipality of Bayham – November 29, 2023 9 Appendix A MDS II Mapping prepared by Arcadis November 29, 2023 To whom it may concern, Long Point Region Conservation Authority (LPRCA) staff have reviewed the application ZBA 11/23 and can offer the following information on the requirements to be met, under Ontario Regulation 178/06. It is staff’s understanding that two accessory structures (10x10) are proposed for livestock use on the subject property. Further, an existing third accessory structure (shed) will be used for livestock use. Ontario Regulation 178/06 – Requirements for permission to development on the subject lands A large portion of the subject property is regulated under Ontario Regulation 178/06. I have attached the applicable sections of the Policies for the Administration of the Development, Interference with Wetlands and Alteration to Shorelines and Watercourses Regulation. Also, included is the link to the document in its entirety https://lprca.on.ca/wp- content/uploads/2020/11/LPRCA-Consolidated-Policies-October-2017.pdf 5. Activities Regulated The Regulation gives the LPRCA the mandate to prohibit or regulate development in river or stream valleys, wetlands, Lake Erie shorelines, inland lakes and hazardous lands within the Long Point Region watershed. Development includes: • the construction, reconstruction, erection or placing of a building or structure of any kind, • any change to a building or structure that would have the effect of altering the use or potential use of the building or structure, increasing the size of the building or structure or increasing the number of dwelling units in the building or structure, • site grading, or • the temporary or permanent placing, dumping or removal of any material, originating on the site or elsewhere (Conservation Authorities Act, R.S.O. 1990, c. 27, s. 28 (25)). In addition, with the exception of activities within wetlands and along the Lake Erie shoreline, the LPRCA will generally not require permission for the following activities, including but not limited to: • non-habitable accessory buildings, associated with existing uses and less than 10m2 (108 ft2) in size. It is staff’s understanding the proposed structures are non-habitable (in terms of people), associated with the existing residential dwelling on the property and approximately 100ft2 in size. Therefore, a permit from LPRCA is not required. If any of the proposed structures will be larger than 108 ft2 or require a concrete pad, please contact this office. Regards. Isabel Johnson, Resource Planner Office: 519-842-4242 ext. 229 Email: ijohnson@lprca.on.ca From the Office of the Clerk The Corporation of the County of Prince Edward T: 613.476.2148 x 1021 | F: 613.476.5727 clerks@pecounty.on.ca | www.thecounty.ca November 17, 2023 Please be advised that during the regular Council meeting of November 14, 2023 the following motion regarding support for the Province to stop the Ministry of the Environment, Conservation and Parks (MECP) proposal to expand the use of the permit-by-rule to waste management systems, storm water management systems, and certain water taking activities was carried: RESOLUTION NO. 2023-569 DATE: November 14, 2023 MOVED BY: Councillor Maynard SECONDED BY: Councillor Roberts WHEREAS the Municipality, in support of the Quinte Conservation Authority, actively supports the Source Water Protection Program, as part of local efforts to implement the Clean Water Act, 2006 and its regulations to protect local municipal drinking water sources; AND WHEREAS the Ministry of the Environment, Conservation and Parks (MECP) is proposing to expand the use of the permit-by-rule to waste management systems, stormwater management systems, and certain water taking activities; AND WHEREAS In 2018, Bill 68, the Open for Business Act was passed, whereby it legislated that less complex activities that pose low-risk to the environment should not be required to go through the approval process and instead, should self -register on the Environmental Activity and Sector Registry (EASR); AND WHEREAS Quinte Conservation Authority has outlined in their October 24, 2023 report to their Board, that the activities proposed to move to the EASR may pose too much risk to drinking water, and can pose threats to human health and the environment; AND WHEREAS Quinte Conservation Authority noted the source water protection concern generally lies in the fact the Ministry will no longer undertake an up -front detailed review of applications related to the specified activities, thereby potentially weakening regulatory oversight; AND WHEREAS the specified activities, which have the potential to cause significant adverse impacts to the natural environment and human health will no From the Office of the Clerk The Corporation of the County of Prince Edward T: 613.476.2148 x 1021 | F: 613.476.5727 clerks@pecounty.on.ca | www.thecounty.ca longer be subject to public and site-specific scrutiny prior to commencing operation in Ontario; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of Prince Edward County supports the concerns outlined by Quinte Conservation Authority and urges the Provincial government to stop the Ministry of the Environment, Conservation and Parks (MECP) proposal to expand the use of the permit-by-rule to waste management systems, stormwater management systems, and certain water taking activities; and THAT this resolution be sent to Premier Doug Ford, Todd Smith, Bay of Quinte M.P.P. and Andrea Khanjin, Minister of the Environment, Conservation and Parks; and THAT this resolution be shared with all 444 municipalities in Ontario, The Federation of Canadian Municipalities (FCM), The Association of Municipalities Ontario (AMO), The Eastern Ontario Wardens’ Caucus (EOWC) and all Ontario Conservation Authorities. CARRIED Yours truly, Catalina Blumenberg, CLERK cc: Mayor Steve Ferguson, Councillor Roberts, Councillor Maynard and Marcia Wallace, CAO December 1, 2023 SENT VIA EMAIL Re: Ministry of the Environment, Conservation and Parks (MECP) proposal to expand the use of the permit-by-rule Please be advised that during the regular Council meeting of Monday, November 27, 2023, Council of Loyalist Township passed the following resolution: Resolution 2023.21.17 Moved by Deputy Mayor Townend Seconded by Councillor Proderick That Council receive and support Prince Edward County’s resolution dated November 14, 2023 urging the Province to stop the Ministry of the Environment, Conservation and Parks (MECP) proposal to expand the use of the permit-by-rule to waste management systems, stormwater management systems, and certain water taking activities. Motion carried. Sincerely, Anne Kantharajah Township Clerk akantharajah@loyalist.ca 613-386-7351 Ext. 121 Att: Prince Edward County resolution, November 14, 2023 cc: Mayor Jim Hegadorn, Deputy Mayor Townend, Councillor Proderick, Rebecca Murphy, CAO From the Office of the Clerk The Corporation of the County of Prince Edward T: 613.476.2148 x 1021 | F: 613.476.5727 clerks@pecounty.on.ca | www.thecounty.ca November 17, 2023 Please be advised that during the regular Council meeting of November 14, 2023 the following motion regarding support for the Province to stop the Ministry of the Environment, Conservation and Parks (MECP) proposal to expand the use of the permit-by-rule to waste management systems, storm water management systems, and certain water taking activities was carried: RESOLUTION NO. 2023-569 DATE: November 14, 2023 MOVED BY: Councillor Maynard SECONDED BY: Councillor Roberts WHEREAS the Municipality, in support of the Quinte Conservation Authority, actively supports the Source Water Protection Program, as part of local efforts to implement the Clean Water Act, 2006 and its regulations to protect local municipal drinking water sources; AND WHEREAS the Ministry of the Environment, Conservation and Parks (MECP) is proposing to expand the use of the permit-by-rule to waste management systems, stormwater management systems, and certain water taking activities; AND WHEREAS In 2018, Bill 68, the Open for Business Act was passed, whereby it legislated that less complex activities that pose low-risk to the environment should not be required to go through the approval process and instead, should self -register on the Environmental Activity and Sector Registry (EASR); AND WHEREAS Quinte Conservation Authority has outlined in their October 24, 2023 report to their Board, that the activities proposed to move to the EASR may pose too much risk to drinking water, and can pose threats to human health and the environment; AND WHEREAS Quinte Conservation Authority noted the source water protection concern generally lies in the fact the Ministry will no longer undertake an up -front detailed review of applications related to the specified activities, thereby potentially weakening regulatory oversight; AND WHEREAS the specified activities, which have the potential to cause significant adverse impacts to the natural environment and human health will no From the Office of the Clerk The Corporation of the County of Prince Edward T: 613.476.2148 x 1021 | F: 613.476.5727 clerks@pecounty.on.ca | www.thecounty.ca longer be subject to public and site-specific scrutiny prior to commencing operation in Ontario; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of Prince Edward County supports the concerns outlined by Quinte Conservation Authority and urges the Provincial government to stop the Ministry of the Environment, Conservation and Parks (MECP) proposal to expand the use of the permit-by-rule to waste management systems, stormwater management systems, and certain water taking activities; and THAT this resolution be sent to Premier Doug Ford, Todd Smith, Bay of Quinte M.P.P. and Andrea Khanjin, Minister of the Environment, Conservation and Parks; and THAT this resolution be shared with all 444 municipalities in Ontario, The Federation of Canadian Municipalities (FCM), The Association of Municipalities Ontario (AMO), The Eastern Ontario Wardens’ Caucus (EOWC) and all Ontario Conservation Authorities. CARRIED Yours truly, Catalina Blumenberg, CLERK cc: Mayor Steve Ferguson, Councillor Roberts, Councillor Maynard and Marcia Wallace, CAO November 27, 2023 Re: Item for Discussion – Request for Amendment to Legislation Act, 2006 At its meeting of November 15, 2023, the Council of the Corporation of the Town of Bracebridge ratified motion #23-GC-229, regarding the Request for Amendment to Legislation Act, 2006, as follows: “WHEREAS Metroland Media Group sought bankruptcy protection and ceased the print publication of more than seventy (70) of its weekly community newspapers across Ontario; AND WHEREAS Metroland Media Group will offer a digital-only format for its customers in place of the more than seventy (70) weekly community newspapers; AND WHEREAS the Legislation Act, 2006 provides a definition of “newspaper” that is applicable to every Provincial Act and Regulation, as a document that, (a) is printed in sheet form, published at regular intervals of a week or less and circulated to the general public, and (b) consists primarily of news of current events of general interest; AND WHEREAS Ontario Municipalities are required to follow publication and notice requirements for Provincial Acts and Regulations; AND WHEREAS communities such as the Town of Bracebridge cannot comply with publication requirements in Provincial Acts and Regulations as the Bracebridge Examiner news publication is no longer being printed in sheet form and there are no other local news publications fitting the definition of “newspaper”; AND WHEREAS Bill 73, Supporting Ontario’s Community, Rural and Agricultural Newspapers Act, 2023, is an Act to amend various Acts with respect to the publication of notices in newspapers, however, it does not address the needs of communities that have no local news publications fitting the definition of “newspaper” being “(a) is printed in sheet form, published at regular intervals of a month or less and circulated to the general public, and (b) consists primarily of news of current events of general interest.”; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Town of Bracebridge does hereby request the Provincial government to make an amendment to the Legislation Act, 2006 to include digital publications as an acceptable means of publication and notice requirements for Provincial Acts and Regulations; AND FURTHER THAT this resolution be forwarded to the Minister of Municipal Affairs and Housing, Paul Calandra; Parry Sound-Muskoka MPP, Graydon Smith; the Association of Ontario Municipalities (AMO); the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO); and, all Ontario Municipalities.” Page 2 In accordance with Council’s direction, I am forwarding you a copy of the resolution for you reference. Please do not hesitate to contact me if I can provide any additional clarification in this regard. Yours truly, Lori McDonald Director of Corporate Services/Clerk Township of Puslinch 7404 Wellington Road 34 Puslinch, ON N0B 2J0 www.puslinch.ca November 27, 2023 RE 6.7 Town of Cobourg -Illegal Land Use Enforcement Please be advised that Township of Puslinch Council, at its meeting held on November 8, 2023 considered the aforementioned topic and subsequent to discussion, the following was resolved: Resolution No. 2023-358:Moved by Councillor Hurst and Seconded by Councillor Bailey That the Consent Agenda items 6.6, 6.7, and 6.8 listed for NOVEMBER 8, 2023 Council meeting be received; and Whereas Council has previously passed a resolution regarding illegal land use enforcement; That Council direct staff to connect with the Town of Cobourg and other municipalities with similar concerns on the possibility of a joint delegation to AMO lead by the Town of Cobourg and report back to Council. CARRIED As per the above resolution, please accept a copy of this correspondence for your information and consideration. Hon. Doug Ford Premier of Ontario Legislative Building, Queen’s Park, Toronto, ON M7A 1A1 VIA EMAIL: doug.fordco@pc.ola.org Sincerely, Justine Brotherston, Municipal Clerk Cc: The Honourable Steve Clark, Minister of Municipal Affairs and Housing, The Honourable Sylvia Jones, Deputy Premier, Minister of Health and MPP Dufferin-Caledon, The Honourable Doug Downey, Attorney General of Ontario, Association of Municipalities of Ontario, Rural Ontario Municipal Association, Ontario Municipalities Resolution The Corporation of the Town of Cobourg 1 Hon. Doug Ford Premier of Ontario Legislative Building, Queen’s Park, Toronto, ON M7A 1A1 VIA EMAIL: doug.fordco@pc.ola.org RE: Correspondence from the Township of Puslinch regarding Illegal Land Use Enforcement Please be advised that the Town of Cobourg Council, at its meeting held on October 2, 2023, passed the following resolution: Moved by Councillor Miriam Mutton Resolution No: 314-2023 Seconded by Councillor Brian Darling October 2, 2023 THAT Council receive the correspondence from the Township of Puslinch regarding Illegal Land Use Enforcement for information purposes; and FURTHER THAT Council endorse and support the resolution from the Township of Puslinch and Council direct staff to send a duplicate resolution to associated ministries and Ontario Municipalities. The resolution reads as follows: That the Illegal Land Use Enforcement Taskforce’s mandate be expanded to include other types of illegal land uses and not solely on illegal trucking land uses; and That the Province be requested to strengthen municipal enforcement powers by: • Amending the Municipal Act to enable municipalities to physically bar entry to properties where illegal land uses that have significant detrimental impacts on adjacent residential properties, the environment or create unsafe situations; • Increasing the maximum penalty amounts in the Planning Act to $50,000 for an individual upon conviction and on a subsequent conviction, not more than $25,000 for each day in which the contravention has continued after the day in which the person was initially convicted; and Town of Cobourg 55 King Street West, Cobourg, ON, K9A 2M2 clerk@cobourg.ca October 11, 2023 Resolution The Corporation of the Town of Cobourg 2 • Including provisions to ensure a corporation is liable to fines of not more $100,000 upon first conviction and not more than $50,000 for each day in which the contravention has continued after the day in which the corporation was initially convicted. That a copy of this report be provided to the Honourable Doug Ford, Premier of Ontario, the Honourable Steve Clark, Minister of Municipal Affairs and Housing, the Honourable Sylvia Jones, MPP, Dufferin-Caledon; the Honourable Doug Downey, Attorney General of Ontario; and That a copy of this report be provided to the municipalities within the Greater Golden Horseshoe area seeking support in the request for strengthened enforcement powers to combat significant illegal land uses negatively impacting communities across Ontario and to the Association of Municipalities of Ontario (AMO) and Rural Ontario Municipal Association (ROMA). Sincerely, Kristina Lepik Deputy Clerk/Manager, Legislative Services Cc: The Honourable Steve Clark, Minister of Municipal Affairs and Housing, The Honourable Sylvia Jones, Deputy Premier, Minister of Health and MPP Dufferin- Caledon, The Honourable Doug Downey, Attorney General of Ontario, Association of Municipalities of Ontario, Rural Ontario Municipal Association, Ontario Municipalities Township of Puslinch 7404 Wellington Road 34 Puslinch, ON N0B 2J0 www.puslinch.ca November 22, 2023 RE 6.10 Call for an Amendment to the Legislation Act, 2006 Please be advised that Township of Puslinch Council, at its meeting held on November 8, 2023 considered the aforementioned topic and subsequent to discussion, the following was resolved: Resolution No. 2023-246:Moved by Councillor Sepulis and Seconded by Councillor Goyda That the Consent Agenda items 6.9, 6.10, and 6.11 listed for NOVEMBER 8, 2023 Council meeting be received; and Whereas Council supports the resolutions from Township of Plympton-Wyoming and the Township of McKeller regarding an Amendment to the Legislation Act, 2006 to permit digital notice; That Council direct staff to send a support resolution accordingly. CARRIED As per the above resolution, please accept a copy of this correspondence for your information and consideration. Hon.Doug Downey Attorney General McMurtry-Scott Bldg 11th Flr, 720 Bay St. Toronto, ON M7A 2S9 VIA EMAIL: doug.downey@ontario.ca Sincerely, Justine Brotherston, Municipal Clerk Cc: Paul Calandra, Minister of Municipal Affairs and Housing Graydon Smith, MPP Parry Sound-Muskoka The Association of Ontario Municipalities (AMO) Neil Oliver, CEO & President,Metroland Media Group All Ontario Municipalities 546 Niagara Street, P.O Box 250 | Wyoming ON, N0N 1T0 | 519-845-3939 | www.plympton-wyoming.com Hon. Doug Downey October 26th 2023 Attorney General McMurtry-Scott Bldg 11th Flr, 720 Bay St. Toronto, ON M7A 2S9 Sent via e-mail: doug.downey@ontario.ca Re: Call for an Amendment to the Legislation Act, 2006 Dear Mr. Downey, Please be advised that at the Regular Council Meeting on October 25th 2023, the Town of Plympton- Wyoming Council passed the following motion, supporting the attached resolution from the Township of McKellar regarding a Call for an Amendment to the Legislation Act, 2006. Motion 10 Moved by Councillor Kristen Rodrigues Seconded by Councillor John van Klaveren That Council support item ‘L’ of correspondence from the Township of McKellar regarding a Call for an Amendment to the Legislation Act, 2006. Carried. If you have any questions regarding the above motion, please do not hesitate to contact me by phone or email at ekwarciak@plympton-wyoming.ca. Sincerely, Erin Kwarciak Clerk Town of Plympton-Wyoming cc: Sent via e-mail Paul Calandra, Minister of Municipal Affairs and Housing Bob Bailey, MPP Sarnia-Lambton The Association of Ontario Municipalities (AMO) Neil Oliver, CEO & President, Metroland Media Group All Ontario Municipalities 7/C? Plympton-Wyoming / O* 4 Jo is Township of McKellar ___________________ 701 Hwy #124, P.O. Box 69, McKellar, Ontario POG 1C0 Phone: (705) 389-2842 Fax: (705) 389-1244 October 19, 2023 Hon. Doug Downey Attorney General McMurtry-Scott Bldg 11th Fir, 720 Bay St. Toronto, ON M7A 2S9 Sent via email: Douq.Downey@ontario.ca RE: Call for an Amendment to the Legislation Act, 2006 Dear Mr. Downey, At the Regular Meeting of Council held on October 17, 2023, the Council of the Corporation of the Township of McKellar carried the following resolution: Resolution No. 23-671 Moved by: Councillor Kekkonen Seconded by: Councillor Zulak WHEREAS Metroland Media Group has sought bankruptcy protection and will cease the print publication of its weekly community newspapers across Ontario, moving to an online-only model; and WHEREAS Neil Oliver, Chief Executive Officer and President of Metroland Media Group, said the 71 Metroland community publications will be digital only going forward; and WHEREAS the Legislation Act, 2006 provides a definition of “newspaper” which applies to every Ontario Act and Regulation, as in a provision requiring publication, means a document that, (a) is printed in sheet form, published at regular intervals of a week or less and circulated to the general public, and (b) consists primarily of news of current events of general interest; (“journal”); and WHEREAS Ontario Municipalities are required to follow publication and notice requirements for Provincial Acts and Regulations; and Page 1 of 2 WHEREAS communities such as the West Parry Sound Area cannot comply with publication requirements in Provincial Acts and Regulations as the Parry Sound North Star news publication is no longer being printed in sheet form and there are no other local news publications fitting the definition of “newspaper”; and WHEREAS some small, rural, Ontario Municipalities may not have the means to bring an application to the Court to ask for directions and approval of an alternate manner of providing notice; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Township of McKellar does hereby request the Provincial government to make an amendment to the Legislation Act, 2006 to include digital publications as an acceptable means of publication and notice requirements for Provincial Acts and Regulations; and FURTHER request the support of all Ontario Municipalities; and FURTHER THAT this resolution be forwarded to the Minister of Municipal Affairs and Housing, Paul Calandra; Parry Sound-Muskoka MPP, Graydon Smith; The Association of Ontario Municipalities (AMO); CEO and President of Metroland Media Group, Neil Oliver and all Ontario Municipalities. Carried Regards, Karlee Britton Deputy Clerk Township of McKellar deputyclerk@mckellar.ca (705) 389-2842 x5 cc: Paul Calandra, Minister of Municipal Affairs and Housing Graydon Smith, MPP Parry Sound-Muskoka The Association of Ontario Municipalities (AMO) Neil Oliver, CEO & President, Metroland Media Group All Ontario Municipalities Page 2 of 2 P A G E 0 1ELGIN COUNTY COUNCIL HIGHLIGHTS HIGHLIGHTS COUNCIL T U E S D A Y , N O V E M B E R 1 4 , 2 0 2 3 IN THIS ISSUE: C h a r t i n g P r o g r e s s : S C O R E D C 's 2 0 2 3 U p d a t e a n d t h e C a l l f o r a S t r o n g e r E c o n o m i c F u t u r e E n h a n c i n g I n c l u s i v i t y : E l g i n C o u n t y 's P r o g r e s s i v e A c c e s s i b i l i t y I n i t i a t i v e s S t r a t e g i c E v o l u t i o n : B a y h a m 's O f f i c i a l P l a n A m e n d m e n t N o . 3 4 N a v i g a t e s B i l l 2 3 f o r S t r e a m l i n e d D e v e l o p m e n t L a n d s c a p i n g P r o g r e s s : T o w n s h i p o f M a l a h i d e 's A p p r o v e d O P A N o . 2 3 S h a p e s F u t u r e R e s i d e n t i a l L o t s S t r a t e g i c A p p r o v a l s f o r I n f r a s t r u c t u r e E n h a n c e m e n t s a n d W a s t e w a t e r M a n a g e m e n t a t E l g i n ’s L o n g -T e r m C a r e H o m e s R e s i l i e n c e o n T a l b o t L i n e : N a v i g a t i n g R o a d S l o p e C h a l l e n g e s a n d I n v e s t i n g i n F u t u r e S t a b i l i t y N a v i g a t i n g S a f e t y C o n c e r n s : C o l l a b o r a t i v e S o l u t i o n s f o r P l a n k R o a d i n V i e n n a U n i t i n g f o r C o m p a s s i o n a t e C a r e : E l g i n C o u n t y 's E n d o r s e m e n t o f B i l l 2 1 Charting Progress: SCOR EDC's 2023 Update and the Call for a Stronger Economic Future D u r i n g a p r e s e n t a t i o n t o C o u n t y C o u n c i l , K i m b e r l y E a r l s , E x e c u t i v e D i r e c t o r , a n d B e r n i a M a r t i n , B o a r d o f D i r e c t o r s C h a i r o f t h e S o u t h C e n t r a l O n t a r i o R e g i o n E c o n o m i c D e v e l o p m e n t C o r p o r a t i o n (S C O R E D C ), p r o v i d e d a n u p d a t e o n t h e o r g a n i z a t i o n 's p r o g r e s s a s o f 2 0 2 3 . S C O R E D C w a s e s t a b l i s h e d i n 2 0 1 0 a s a r e s u l t o f t h e d e c l i n e i n t h e t o b a c c o i n d u s t r y a n d t h e n e e d t o d i v e r s i f y t h e r e g i o n a l e c o n o m i e s o f N o r f o l k , B r a n t , O x f o r d , M i d d l e s e x , a n d E l g i n C o u n t i e s . T h e o r g a n i z a t i o n h a s p l a y e d a v i t a l r o l e i n a d v o c a t i n g f o r t h e m e m b e r s a n d s h a r i n g r e s o u r c e s , e n a b l i n g t h e l a r g e r r e g i o n t o h a v e a s t r o n g e r v o i c e . K i m b e r l y a n d B e r n i a s h a r e d S C O R 's s t r a t e g i c p l a n , w h i c h f o c u s e s o n i n f r a s t r u c t u r e , h u m a n c a p i t a l , a n d t h e k e y s e c t o r s r e l a t e d t o a g r i c u l t u r e a n d a g r i -f o o d . H i s t o r i c a l l y , t h e C o u n t y o f E l g i n h a s p r o v i d e d S C O R w i t h $2 5 ,0 0 0 b u t h a s r e q u e s t e d a n i n c r e a s e i n m e m b e r s h i p f e e s t o $3 0 ,0 0 0 t o p r o v i d e m o r e o f a n i m p a c t f o r m e m b e r s . C o u n t y C o u n c i l r e c o m m e n d e d t h a t t h i s r e q u e s t f o r a n a d d i t i o n a l $5 ,0 0 0 b e f o r w a r d e d t o t h e B u d g e t C o m m i t t e e f o r c o n s i d e r a t i o n d u r i n g t h e B u d g e t d e v e l o p m e n t p r o c e s s f o r 2 0 2 4 . ELGIN COUNTY COUNCIL HIGHLIGHTS P A G E 0 2 Enhancing Inclusivity: Elgin County's Progressive Accessibility Initiatives 2 .1 3 0 C o u n t y A c c e s s i b i l i t y P o l i c y 2 .1 3 0 .1 E m e r g e n c y W o r k p l a c e R e s p o n s e f o r E m p l o y e e s w i t h D i s a b i l i t i e s P o l i c y 2 .8 0 .2 A c c o m m o d a t i o n s i n t h e W o r k p l a c e P o l i c y E l g i n C o u n t y ’s A c c e s s i b i l i t y C o o r d i n a t o r , S a r a h S a v o i e , p r e s e n t e d E l g i n C o u n t y C o u n c i l w i t h u p d a t e s t o t h e f o l l o w i n g t h r e e p o l i c i e s : C h a n g e s t o t h e C o u n t y A c c e s s i b i l i t y P o l i c y a i m a t c l a r i t y , i n c l u s i v i t y , a n d l e g i s l a t i v e a l i g n m e n t . K e y m o d i f i c a t i o n s i n c l u d e a d d i n g P u r p o s e , L e g i s l a t i v e A u t h o r i t y , a n d S c o p e s e c t i o n s , e x p a n d i n g D e f i n i t i o n s , a n d r e o r g a n i z i n g t h e p o l i c y . A d d i t i o n a l s e c t i o n s c o v e r d i v e r s e a r e a s , e m p h a s i z i n g c o m p l i a n c e a n d r e g u l a r r e v i e w s . F o r t h e E m e r g e n c y W o r k p l a c e R e s p o n s e f o r E m p l o y e e s w i t h D i s a b i l i t i e s P o l i c y , c h a n g e s f o c u s o n s a f e t y , u p d a t i n g t h e S t a t e m e n t o f C o m m i t m e n t , e x p a n d i n g D e f i n i t i o n s , a n d d e t a i l i n g R o l e s a n d R e s p o n s i b i l i t i e s . C o m p r e h e n s i v e p r o c e d u r e s f o r D e s i g n a t e d P e r s o n s , a l o n g w i t h a S u p p o r t i n g D o c u m e n t s s e c t i o n a n d a W o r k e r E m e r g e n c y S e l f E v a l u a t i o n f o r m , e n h a n c e t h e p o l i c y . M o d i f i c a t i o n s t o t h e A c c o m m o d a t i o n s i n t h e W o r k p l a c e P o l i c y a i m a t i n c l u s i v i t y a n d c o m p l i a n c e . C h a n g e s i n c l u d e a d d i n g a P u r p o s e s e c t i o n , r e p o s i t i o n i n g t h e S t a t e m e n t o f C o m m i t m e n t , e x p a n d i n g t h e D e f i n i t i o n s a n d L e g i s l a t i v e A u t h o r i t y s e c t i o n s , d e t a i l i n g t h e D u t y t o A c c o m m o d a t e , a n d r e f i n i n g t h e R e s p o n s i b i l i t i e s s e c t i o n s . A S u p p o r t i n g D o c u m e n t s s e c t i o n i s a d d e d f o r p o l i c y r e f e r e n c e . E l g i n C o u n t y C o u n c i l u n a n i m o u s l y a c c e p t e d t h e c h a n g e s t o a l l t h r e e p o l i c i e s . Strategic Evolution: Bayham's Official Plan Amendment No. 34 Navigates Bill 23 for Streamlined Development T h e O f f i c i a l P l a n A m e n d m e n t N o . 3 4 t o t h e O f f i c i a l P l a n o f t h e M u n i c i p a l i t y o f B a y h a m h a s b e e n a p p r o v e d b y C o u n t y C o u n c i l . T h e a m e n d m e n t w a s m a d e t o c o m p l y w i t h O n t a r i o 's B i l l 2 3 , t h e M o r e H o m e s B u i l t F a s t e r A c t . A r c a d i s P r o f e s s i o n a l S e r v i c e s (C a n a d a ) I n c ., a c t i n g o n b e h a l f o f t h e M u n i c i p a l i t y , m a d e c h a n g e s t o a l i g n w i t h t h e P r o v i n c i a l P o l i c y S t a t e m e n t a n d C o u n t y O f f i c i a l P l a n . T h e a m e n d m e n t a d d r e s s e d r e s i d e n t i a l p e r m i s s i o n s a n d S i t e P l a n C o n t r o l w h i l e r e m o v i n g t h e n e e d f o r p u b l i c m e e t i n g s f o r s u b d i v i s i o n a p p l i c a t i o n s . M o r e c h a n g e s a r e e x p e c t e d a t t h e l o c a l l e v e l f o r t h e Z o n i n g B y -l a w a n d S i t e P l a n C o n t r o l B y -l a w . T h e p r o p o s a l u n d e r w e n t a p u b l i c m e e t i n g a n d w a s a p p r o v e d b y t h e M u n i c i p a l C o u n c i l i n A u g u s t 2 0 2 3 , f o l l o w i n g a l l t h e r u l e s o u t l i n e d i n t h e P l a n n i n g A c t , P P S , C o u n t y O f f i c i a l P l a n , a n d t h e M u n i c i p a l i t y o f B a y h a m O f f i c i a l P l a n . ELGIN COUNTY COUNCIL HIGHLIGHTS P A G E 0 3 Landscaping Progress: Township of Malahide's Approved OPA No. 23 Shapes Future Residential Lots T h e O f f i c i a l P l a n A m e n d m e n t N O . 2 3 t o t h e O f f i c i a l P l a n o f t h e T o w n s h i p o f M a l a h i d e h a s b e e n a p p r o v e d b y t h e C o u n t y C o u n c i l . O n S e p t e m b e r 2 1 , 2 0 2 3 , t h e T o w n s h i p o f M a l a h i d e a d o p t e d O P A N o . 2 3 t o a d j u s t a s e t t l e m e n t b o u n d a r y a n d a l l o w t h e c r e a t i o n o f t w o n e w r e s i d e n t i a l l o t s . T h i s i n v o l v e s r e -d e s i g n a t i n g a p o r t i o n o f l a n d f r o m 'A g r i c u l t u r e ' t o 'H a m l e t ' f o r o n e r e s i d e n t i a l l o t a n d v i c e v e r s a f o r a n o t h e r p a r t t o b e u s e d f o r c a s h c r o p g r o w i n g . T h e a d j u s t m e n t a l i g n s w i t h t h e M a l a h i d e O f f i c i a l P l a n , a n d n o p o l i c y c h a n g e s a r e p r o p o s e d . T h e p r o p o s a l , i n c l u d i n g z o n i n g a n d c o n s e n t a p p l i c a t i o n s , w e n t t h r o u g h t h e s t a n d a r d p r o c e s s w i t h t e c h n i c a l s t u d i e s a n d r e p o r t s . A p u b l i c m e e t i n g w a s h e l d , a n d n o c o n c e r n s w e r e r a i s e d . T h e l a n d s a r e c u r r e n t l y d e s i g n a t e d 'S e t t l e m e n t A r e a ' i n t h e C o u n t y o f E l g i n O f f i c i a l P l a n , a n d t h e p r o p o s a l a l i g n s w i t h t h e P r o v i n c i a l P o l i c y S t a t e m e n t 2 0 2 0 . C o u n t y s t a f f a r e s a t i s f i e d t h a t t h e p r o p o s a l m e e t s a l l r e l e v a n t r e q u i r e m e n t s . Strategic Approvals for Infrastructure Enhancements and Wastewater Management at Elgin’s Long-Term Care Homes A n R F Q w a s i s s u e d f o r T e r r a c e L o d g e 's f r o n t f a c i a a n d s o f f i t r e p l a c e m e n t . C o u n t y C o u n c i l a p p r o v e d D F T E x t e r i o r s I n c . t o b e s e l e c t e d f o r t h e T e r r a c e L o d g e V e n e e r R e p l a c e m e n t P r o j e c t a t $9 5 ,2 7 5 .0 0 (e x c l u d i n g H .S .T ). H o w e v e r , t h e l o w e s t b i d e x c e e d e d t h e C o u n t y 's b u d g e t b y $1 1 ,9 5 1 .8 4 . T h e r e f o r e , t h e r e m a i n i n g f u n d s o f $1 9 ,6 4 7 f r o m t h e 2 0 2 3 b u d g e t w e r e r e a l l o c a t e d t o f u n d t h i s p r o j e c t . E l g i n C o u n t y C o u n c i l a l s o a p p r o v e d O n t a r i o C l e a n W a t e r A g e n c y t o o p e r a t e t h e E l g i n M a n o r W a s t e w a t e r T r e a t m e n t P l a n t (E M W W T P ) f r o m J a n u a r y 1 , 2 0 2 4 , t o D e c e m b e r 3 1 , 2 0 2 8 , a t $5 5 3 ,6 8 0 p l u s H .S .T . T h e f u l l y a u t o m a t e d p l a n t , o p e r a t e d b y O C W A s i n c e 2 0 0 6 , r e c e i v e s r e v e n u e f r o m t h e T h a m e s V a l l e y D i s t r i c t S c h o o l B o a r d a n d D i a m o n d S e n i o r L i v i n g C o r p . t h r o u g h s e p a r a t e a g r e e m e n t s f o r t h e i r u s e o f t h e E M W W T P . For the complete November 14, 2023, County Council Agenda Package, please visit the Elgin County website. ELGIN COUNTY COUNCIL HIGHLIGHTS P A G E 0 4 Resilience on Talbot Line: Navigating Road Slope Challenges and Investing in Future Stability D u r i n g t h e C o u n c i l m e e t i n g , P e t e r D u t c h a k , t h e D i r e c t o r o f E n g i n e e r i n g S e r v i c e s , p r o v i d e d a n u p d a t e o n t h e p r o g r e s s m a d e o n T a l b o t L i n e i n N e w G l a s g o w . T h e M u n i c i p a l i t y o f W e s t E l g i n i n f o r m e d t h e s t a f f t h a t a r o a d s l o p e f a i l u r e h a d o c c u r r e d d u e t o s u r f a c e e r o s i o n a l o n g a s t e e p r o a d s i d e o n T a l b o t L i n e i n P o r t G l a s g o w . C o u n t y s t a f f i m m e d i a t e l y v i s i t e d t h e s i t e a n d w o r k e d w i t h c o n t r a c t o r s t o c o m p l e t e t h e r e p a i r s a s d i r e c t e d a n d o n a "t i m e a n d m a t e r i a l " b a s i s . T h e p r o j e c t w a s f i n i s h e d a t a c o s t o f a p p r o x i m a t e l y $1 0 0 ,0 0 0 , w i t h a b o u t $4 5 ,0 0 0 c o m i n g f r o m a n e x i s t i n g p r o j e c t f o r a p r e v i o u s T a l b o t L i n e s l o p e r e p a i r . T h e s h o r t f a l l c a n b e c o v e r e d f r o m a p r o j e c t e d s u r p l u s i n t h e R o a d 4 R e s u r f a c i n g p r o j e c t . A d d i t i o n a l l y , t h e 2 0 2 4 p r o p o s e d c a p i t a l b u d g e t i n c l u d e s a p r o j e c t t o i n s t a l l a s p h a l t c u r b s o n n e a r b y r o a d s e c t i o n s t o p r e v e n t f u t u r e s l o p e e r o s i o n f r o m o c c u r r i n g i n t h e a r e a . Navigating Safety Concerns: Collaborative Solutions for Plank Road in Vienna T h e M u n i c i p a l i t y o f B a y h a m h a s r e c e i v e d a l e t t e r r e g a r d i n g t h e p e r s i s t e n t s a f e t y i s s u e s o n P l a n k R o a d i n V i e n n a . S i n c e P l a n k R o a d i s a C o u n t y R o a d , C o u n c i l d i r e c t e d C o u n t y E n g i n e e r i n g s t a f f t o w o r k w i t h t h e M u n i c i p a l i t y o f B a y h a m t o i n v e s t i g a t e o p t i o n s t o a d d r e s s s i g n a g e c o n c e r n s o n P l a n k R o a d a t C h u t e L i n e a n d N o r t h e r n V i e n n a B r i d g e . S t a f f w i l l r e p o r t t h e i r f i n d i n g s a t a f u t u r e m e e t i n g o f C o u n t y C o u n c i l . Uniting for Compassionate Care: Elgin County's Endorsement of Bill 21 E l g i n C o u n t y C o u n c i l p a s s e d a r e s o l u t i o n i n s u p p o r t o f B i l l 2 1 , a l s o k n o w n a s t h e F i x i n g L o n g -T e r m C a r e A m e n d m e n t A c t . T h i s B i l l a i m s t o p r o t e c t t h e r i g h t s o f l o n g -t e r m c a r e r e s i d e n t s b y a l l o w i n g t h e m t o s t a y w i t h t h e i r s p o u s e a n d h a v e a c c o m m o d a t i o n a v a i l a b l e f o r b o t h o f t h e m . T h e C o u n c i l o f t h e C o r p o r a t i o n C i t y o f C a m b r i d g e h a d p r e v i o u s l y s h o w n s u p p o r t f o r t h e B i l l , a n d E l g i n C o u n t y C o u n c i l h a s n o w f o l l o w e d s u i t . T h e y h a v e d i r e c t e d s t a f f t o f o r w a r d a c o p y o f t h e r e s o l u t i o n t o t h e P r e m i e r o f O n t a r i o , M e m b e r o f P a r l i a m e n t K a r e n V e c c h i o , a n d a l l O n t a r i o M u n i c i p a l i t i e s t o d e m o n s t r a t e t h e i r s u p p o r t . ELGIN GROUP POLICE SERVICES BOARD Municipality of Bayham | Municipality of Central Elgin | Municipality of Dutton Dunwich Municipality of West Elgin | Township of Malahide | Township of Southwold Corporation of the County of Elgin c/o Elgin Group Police Services Board 450 Sunset Drive St. Thomas, Ontario N5R 5V1 November 24, 2023 Meagan Elliott, Clerk Municipality of Bayham 56169 Heritage Line Straffordville, ON N0J 1Y0 Dear Ms. Meagan Elliott, Thank you for bringing to our attention the safety concerns expressed by the residents regarding the area of Plank Road at Chute Line and the Northern Vienna Bridge. In response to these concerns, the OPP is committed to addressing the safety issues promptly. They will be deploying a speed sign to the specific area of concern, aiming to enhance awareness and encourage adherence to the designated speed limit. Additionally, the Traffic Management Unit stands ready to be deployed as needed to ensure the safety and security of drivers and residents in this location. We appreciate the collaboration between the Municipality of Bayham and the OPP in working towards ensuring the safety of our community members. Your continued support and communication are invaluable in our efforts to create a safer environment for everyone. We kindly request that you share this information with your residents, particularly to the concerned resident who raised these safety issues, ensuring transparency and collaboration in our joint efforts towards community safety. Your assistance in sharing this update would be greatly appreciated. Thank you for your proactive approach and dedication to community safety. Sincerely, Dave Jenkins Chairman Elgin Group Police Services Board Minutes ELGIN GROUP POLICE SERVICES BOARD September 20, 2023 The Elgin Group Police Services Board met in the Central Elgin Boardroom at the Elgin County Administration Building, 450 Sunset Drive, St. Thomas, with the following in attendance: David Jenkins, Chair Trudy Kanellis, Vice-Chair Ida McCallum, Board Member Dominique Giguère, Board Member Andrew Sloan, Board Member Inspector Jennifer Neamtz, Detachment Commander (virtual) Sergeant Ed Sanchuk (virtual) Sergeant Eugene Laarman Sergeant Brad Cook Constable Jeff Beaumaster Constable Nathen Bearss Carolyn Krahn, Secretary/Administrator Call to Order: The Chair called the meeting to order at 1:02 p.m. Adoption of Minutes: Moved by: Ida McCallum Seconded by: Dominique Giguère RESOLVED THAT the minutes of the meeting held on May 10, 2023 be adopted. -Motion Carried. Disclosure of Pecuniary Interest and the General Nature Thereof: None. Reports: 1) 2023 Ontario Association of Police Services Boards Spring Conference – Vice Chair Trudy Kanellis T. Kanellis provided a summary of the 2023 Ontario Association of Police Services Boards (OAPSB) Spring Conference. Moved by: Andrew Sloan 1 Seconded by: Ida McCallum RESOLVED THAT the report from the Vice-Chair, dated June 2, 2023 be received and filed. -Motion Carried. 2) Realizing Efficiencies in Crime Detection and Resolution – Sergeant Ed Sanchuk Sergeant Sanchuk provided an overview of the CAMSafe program. This program creates a database of private security cameras within communities that will act as a resource for police when investigating crimes. Participation is voluntary; participants can delete their account at any time; CAMSafe does not have access to footage or cameras; and only police have access to the registry information. This program was developed by Belleville Police and has been successfully implemented in several jurisdictions. Elgin County OPP will be implementing this program and will begin a communications campaign to promote the program in Elgin. Moved by: Trudy Kanellis Seconded by: Dominique Giguère RESOLVED THAT the report be received and filed. -Motion Carried. 3) Project Lifesaver – Constable Jeff Beaumaster Constable Beaumaster presented information on Project Lifesaver. Project Lifesaver is a program designed to protect and quickly locate individuals with cognitive disorders who are prone to wandering. The method relies on proven radio technology and specially trained search and rescue teams. Individuals enrolled in Project Lifesaver wear a small transmitter on the wrist or ankle that emits an individualized frequency signal. If an enrolled client goes missing, the caregiver notifies the OPP, and a trained emergency team responds to the wanderer’s area. The first responders will then use the client’s individualized frequency to locate the position of the individual and bring them back to safety. Elgin County OPP will be implementing this program in partnership with the St. Thomas Police, Aylmer Police, and Chatham-Kent Police. The OPP is collaborating with local community partners to purchase the receivers. Caregivers are responsible to purchase the transmitter for their loved ones. The purchase price is currently around $400; however, funds from community partners may be available to help families purchase the transmitters. It is anticipated that the program will be up and running by January 2024. Moved by: Dominique Giguère Seconded by: Trudy Kanellis RESOLVED THAT the report be received and filed. -Motion Carried. 2 4) OPP Tow Program – Sergeant Eugene Laarman Sergeant Laarman delivered a comprehensive presentation on the OPP Tow Program, highlighting significant changes made by the OPP in response to system abuses in Toronto. Sergeant Laarman distinguished between two types of towing requests: consumer/owner-requested towing, where the owner/driver initiates the tow service, and police-requested towing, which occurs when the police act on behalf of a vehicle owner who is either absent or unable to authorize the tow. Police may also request towing based on legislative authority, such as vehicle impoundment in cases of impaired driving, stunt driving, or evidence collection. Under the new rules, each tow truck company must apply to the OPP to be considered, and must be approved by a local commander. Annually, the company must provide its ownership, registration, licence, vehicle, equipment, and insurance, and submit its principals to a criminal history background check. A company can also be removed if it fails to pass the requirements. The OPP maintains information on capabilities of registered towing companies. When a tow request arises, officers select the nearest towing service that can adequately address the specific situation. Each tow request must be documented, and each officer can only use a company once per shift. Moved by: Ida McCallum Seconded by: Andrew Sloan RESOLVED THAT the report be received and filed. -Motion Carried. 5) Detachment Commander’s Quarterly Report – Inspector Jennifer Neamtz Inspector Neamtz presented the Detachment Commander’s quarterly update. Elgin County OPP have been actively engaged in various initiatives aimed at enhancing community safety. They have been working closely with community partners to address the specific needs of Elgin County, especially focusing on public safety through general patrols and traffic initiatives. Elgin County OPP has been actively involved in educating the community about scams and frauds, while also investigating cases and supporting victims. During the summer months, there has been a focus on boating and water safety. The Crime Unit continues its investigations into benchmark criminal offenses, while the Community Street Crime Unit focuses on drug-related investigations, both units contributing significantly to maintaining community safety. Traffic initiatives, such as the S.P.E.E.D. Campaigns and Commercial Motor Vehicle training, are also planned for this fall. In addition to their various activities, the Elgin County OPP has submitted grant applications for three provincial grant opportunities, each aimed at enhancing community safety. Inspector Neamtz also highlighted the work of the Elgin County OPP Community Response Unit. The Unit continues to deliver programs in local Catholic and private 3 schools, but not in schools in the Thames Valley District School Board (TVDSB). The Board has been conducting a review of allowing officers in schools since Fall 2021. Since that time, there has been an increase in assaults and other crimes in schools. Inspector Neamtz has participated with the TVDSB in the review, and it is expected to be completed soon. Moved by: Dominique Giguère Seconded by: Trudy Kanellis RESOLVED THAT the Chair of the Police Services Board send a letter in support of returning police officers to the schools in the Thames Valley District School Board. -Motion Carried. Moved by: Trudy Kanellis Seconded by: Andrew Sloan RESOLVED THAT the report be received and filed. -Motion Carried. Correspondence: Moved by: Ida McCallum Seconded by: Dominique Giguère RESOLVED THAT Correspondence Items #1-3 be received and filed. -Motion Carried. Other Items: D. Giguère asked a question regarding how residents should report speeding complaints. Inspector Neamtz responded that residents could telephone the non- emergency line to report concerns. For cases that present an immediate threat to public safety such as possible impaired drivers, residents should call 911. Residents may also go through their local councils to submit general traffic complaints with councillors forwarding the complaints to Inspector Neamtz. Sergeant Laarman added that residents should include as much detail as possible when reporting traffic complaints, including any trends related to time of day. New Business: None. Closed Session Items: None. 4 _______________________________ ________________________________ Next Meeting: The Elgin Group Police Services Board will meet again on Wednesday, November 15 at 1 pm. Adjournment: Moved by: Trudy Kanellis Seconded by: Ida McCallum RESOLVED THAT we do now adjourn 2:30 p.m. -Motion Carried. Carolyn Krahn, Secretary/Administrator. David Jenkins Chair. 5 NOTICE OF OPEN HOUSE VIRTUAL PUBLIC COMMUNITY MEETING Erie Shores Batery Energy Storage System Capstone Infrastructure Corpora�on (Capstone) is proposing the development of a batery energy storage system (BESS) with a poten�al capacity of 50 MW in the Municipality of Bayham, Ontario. Figure 1: Approximate location of the proposed Erie Shores BESS Project in the Municipality of Bayham, just outside of Eden, Ontario We invite you to our Virtual Public Community Mee�ng to learn more about the Erie Shores BESS Project. Should the Project be awarded a contract by the Independent Electricity System Operator (IESO), Capstone will work on obtaining all required provincial and municipal permits and approvals while con�nuing our engagement efforts with the community. Please visit our Project website http://www.erieshoresbess.com/ or scan the QR code below for Project updates and resources. Virtual Public Community Mee�ng Tuesday, December 05, 2023 06:00 PM to 08:00 PM Please find the link to the virtual mee�ng and informa�on on dial-in op�ons on the Project website. This is a drop-in event, no RSVP required. The mee�ng will be conducted online with a Q&A session where the project team will be available to answer your ques�ons. We welcome your feedback regarding the Project. If you are unable to atend the Virtual Public Community Mee�ng, a recording of the mee�ng will be made available on the Project website. For any ques�ons and/or comments regarding the Project, please visit our Project website or contact us at projects@capstoneinfra.com. Request for Action - Lighthouse Reserve Funds November 12, 2023 Mayor and Members of Council, With over $63,000 now in the new Lighthouse Reserve, which has been repurposed from the Dredging Reserve, and will receive charitable donations from both Earl Shea’s memorial and “Friends of the Lighthouse” ad-hoc fundraising group, as well as funds already allocated to the Lighthouse through council resolution that is left over in the Facilities Reserve, not withstanding any future charitable donations and municipal funding, we are requesting Council consider to direct staff to: 1.Transfer the remaining funds allocated to Lighthouse through council resolution from the Facilities Reserve to the Lighthouse Reserve. 2.Provide an itemized account of the money in the new Lighthouse Reserve Fund for on- going public review. This could be done through a dedicated page on the municipal website. The account should include funds repurposed from the Dredging Reserve, donations from the Shea memorial, funds transferred from the Facilities Reserve, and any future funding. 3.Authorize a+LiNK to begin developing the comprehensive restoration plan, including the preparation of design and construction drawings, as outlined in a+LiNK’s letter proposal dated August 11, 2023, referenced under Staff Report CAO-47/23. This approach will not only ensure transparency but also expedite the on-site restoration process when other funding sources become available. There seems to be a significant amount of preliminary work that needs to be done before we can send documents out for tender to begin on-site restoration work and develop a long-term conservation and maintenance plan. As the CAO mentioned during the budget consultation meetings, the work completed to date has only prevented the Lighthouse from a catastrophic event, but it has not stopped further deterioration. Time is crucial.  According to Appendix ‘B’ of a+LiNK’s budget proposal (refer to CAO-47/23), the breakdown of the design fees suggests that the new Lighthouse Reserve should have sufficient funds to complete the described pre-design and design work. This includes the preparation of design and construction drawings needed for tendering and permitting purposes.  So, why delay? Funds are now available to start the process. as we all know from experience, “The longer the municipality waits, the more money it will cost”. Waiting for a successful grant application can take years, especially for an expensive restoration like this, which is overshadowed by the need for more than ~$75,000,000 for upcoming core infrastructure upgrades.  I strongly encourage Council to consider starting the groundwork for the Lighthouse Restoration Project using the funds that are now available under the new Lighthouse Reserve. This approach should expedite on-site restoration efforts when funding becomes available, rather than waiting for funding and then starting the process. Given the Lighthouse’s critical condition, the latter approach could be detrimental to its longevity. Once the groundwork is completed, we should have a much better understanding of the scope of work required to restore the Lighthouse. It might even be possible to apply for funding in phases, rather than one large request that has a lower likelihood of success, particularly when Request for Action - Lighthouse Reserve Funds competing with existing core projects. This is a suggestion, not a direction, and could be an alternative approach to the “go big or go home” strategy. It would also be prudent to start investing money into the Lighthouse Reserve now to build up the reserve from the tax levy in support of the development and implementation of the long- term conservation and maintenance plan recommended by a+LiNK. A discussion to be deliberated now and during budget discussions that would most certainly demonstrate a true level of commitment from the Municipality to save the Lighthouse. We therefore request Council consider to approve in principle and direct staff to: 4.Start allocating money from the tax levy on an annual basis to build up the Lighthouse Reserve in support of ongoing conservation and maintenance measures. Considering that the municipality is now actively participating in the Lighthouse Restoration Project fundraising efforts by accepting charitable donations and issuing tax receipts, we propose that the Municipality introduce a fundraising thermometer. This visual tool will track the progress of the Lighthouse fundraising goals and provide constituents with an understanding of the campaign’s overall progress. However, before this can be implemented, the Municipality should define the fundraising goals. What is Bayham’s expectation from the public’s fundraising efforts? A fundraising thermometer will reassure people that they are contributing towards a reachable goal. Ultimately, donors and volunteers want to feel that their efforts are meaningful and that they are working towards a tangible goal. They want to support a cause that is backed by a Municipality that is fully committed to saving the Lighthouse and is actively seeking grant funding opportunities. The Municipality has agreed to hold donated money indefinitely for the restoration of the Lighthouse. For transparency, it should coordinate the fundraising efforts of the two groups involved — the Port Burwell Historical Society, the long-term care takers of the Lighthouse and a registered charity that will issue their own tax receipts for donations over $25.00, and the newly formed ad-hoc fundraising group “Friends of the Lighthouse” that will rely on the Municipality to issue tax receipts (for donations of more than $10.00) on their behalf. To maintain transparency, we request Council consider to direct staff to: 5.Keep an updated online and/or physical tally (i.e. “fundraising thermometer”) of the donations made to the Lighthouse Restoration Project to keep the public informed about the progress of the fundraising efforts. We kindly ask Council to take a look at our 5 action items. We believe that our discussions provide strong reasons for Council to support these requests. If any member of the Staff or Council needs more information or wants to discuss further, please don't hesitate to reach out to me. I'm always available and more than willing to provide additional details. Thank you for supporting our Lighthouse. Sincerely, Susanne Schlotzhauer Port Burwell, Bayham, Ontario November 15, 2023 Meagan Elliott, Clerk Municipality of Bayham 56169 Heritage Line PO Box 160 Stratford, ON N0J 1Y0 Re: Lake Erie Region Source Protection Committee Municipal Member Nomination Dear Ms. Elliott, We write to inform you that Lloyd Perrin, Director of Asset Management and Development at the Municipality of Central Elgin, announced his retirement in June 2023, leaving a vacant seat on the Lake Erie Region Source Protection Committee (SPC). Lloyd was the municipal representative for Group 7, covering the geographic areas of Elgin, Middlesex, St. Thomas, and London. The SPC is a 24-member multi-stakeholder committee comprised of seven municipal representatives, seven economic sector representatives, seven public interest representatives and three First Nations representatives. Additional details on the functions and obligations of SPC members are attached for your reference. Municipal groupings for the SPC were established in 2007. As per the Clean Water Act, municipal members are appointed by the Source Protection Authority, who must select the person jointly nominated by the municipalities in the grouping. Lloyd Perrin was a long standing member on the SPC, representing Group 7 from 2007 to 2023. Since Lloyd’s retirement, Central Elgin has nominated Alex Piggott – Manager of Environmental Services – to take over as municipal representative for Group 7 for a four year term. Central Elgin council passed a resolution on October 23, 2023 in support of this nomination. To assist the Source Protection Authority in appointing a jointly nominated representative for Group 7, we ask that your municipality consider providing a council resolution to support the nomination of Alex Piggot. Sample resolution wording is provided below: THAT Council supports the nomination of Alex Piggott, Manager of Environmental Services at the Municipality of Central Elgin, as municipal representative for Group 7 on the Lake Erie Region Source Protection Committee. To ensure a representative is appointed in time for future SPC meetings planned in 2024, we ask that your council resolution be provided to the undersigned no later than February 29, 2024. If you have any questions regarding this process, or would like assistance, please do not hesitate to contact Lake Erie Region staff. We look forward to receiving your joint nomination of a municipal representative. Sincerely, Shari Dahmer Source Protection Program Manager Lake Erie Source Protection Region c/o Grand River Conservation Authority 400 Clyde Road, PO Box 729 Cambridge, ON N1R 5W6 sdahmer@grandriver.ca July 2017 Page 1 Summary of the Functions of the Lake Erie Region Source Protection Committee The Lake Erie Region Source Protection Committee is responsible for guiding the development and update of four source protection plans, one for each source protection area within the Lake Erie Region: Grand River, Long Point Region, Catfish Creek and Kettle Creek. A map of the Lake Erie Region has been included at the end of this document. The development and update of the plans involves municipalities, farmers, businesses, industry, residents, First Nations and others. The source protection committee's role is to guide the collaborative process that identifies the sources of municipal drinking water, the threats to both water quality and water supplies, and propose actions that can be taken to protect municipal drinking water supplies. The committee oversees the preparation and updates of these major documents: • Terms of Reference The terms of reference was the “work plan” of the process, outlining who is responsible for carrying out the work needed to develop source protection plans. The terms of reference included a plan to consult with potentially affected property owners, to involve the public and to resolve disputes. (Ontario Regulation 287/07 - Terms of Reference). The terms of reference for each source protection area was completed in 2009. • Assessment reports The assessment reports identify municipal drinking water sources and potential threats to both water quality and water supplies for each watershed. As new information becomes available, e.g., new wells are planned, the assessment report needs to be updated. The assessment report forms part of the source protection plan. • Source protection plans The source protection plans for each watershed set out policies on how significant drinking water threats will be reduced, eliminated or prevented, who is responsible for taking action, timelines and how progress will be measured. The plans propose a range of tools that can be used to accomplish these goals. The first Source Protection Plans for the Lake Erie Region’s four source protection areas have been approved in 2014 and 2015. Source protection plans are updated on a regular basis as new information becomes available through plan implementation, and as assessment reports are updated. Further information about the Lake Erie Source Protection Region can be found at www.sourcewater.ca. Note: Under the Clean Water Act, 2006, the four conservation authorities in the Lake Erie Region have been designated "source protection authorities" e.g. Grand River Source Protection Authority (Grand River SPA). The four watersheds have been designated "source protection areas," e.g. the Grand River Source Protection Area. July 2017 Page 2 Summary of the Obligations of Lake Erie Region Source Protection Committee Members Qualifications of committee members • demonstrated ability to understand source protection science, concepts and technical reports; • proven ability to act as liaison for the sector being represented; • problem-solving, analytical, communication and organizational skills; • an openness to working together and with representatives from other sectors; • knowledge of locals, communities and issues; • demonstrated ability to work with group dynamics and team environments; • conciliatory decision-making skills; • willingness to travel around the source protection region • Members of the Source Protection Committee must: • reside in, own or rent property within the source protection region, OR • be employed or operate a business within the source protection region, OR • be employed by a municipality that is in the source protection region, • Members of the Source Protection Committee must not be a member or employee of a conservation authority in the Lake Erie Source Protection Region Responsibilities of committee members • participate fully and work positively toward a successful conclusion of the source protection planning process • act as liaisons by bringing forward common concerns from their knowledge and experience in their sector to the committee and assist in communicating the committee’s work; • make decisions at the committee table; • serve on province-wide committees on special issues or participate in events, as a representative of the committee, at the request of the chair; • attend public information sessions and participate in pubic consultation forums; • respect confidential information and abide by the process in place to safeguard confidential information. Time commitment and remuneration The Lake Erie Region Source Protection Committee meets about four times each year. Meetings are scheduled depending on workload and timelines. Meetings are typically held at the head office of the Grand River Conservation Authority (400 Clyde Road, Cambridge). Occasionally meetings are held in other parts of the Lake Erie Source Protection Region. Committee members should expect to work about four days a year attending meetings and occasional public events. Committee members are typically appointed for a four year term. An honorarium and travel expenses will be paid at rates set by the Grand River Source Protection Authority. July 2017 Page 3 Map 1: Municipal Groups for the Selection of Source Protection Committee Representation November 9, 2023 File:1.4.5.1 Thomas Thayer, CAO/Clerk tthayer@bayham.on.ca Re: 30-Day Notice to Affected Municipalities – 2024 Draft LPRCA Budget Dear Mr. Thayer, The Board of Directors budget meeting was held on Wednesday, November 8, 2023. The Draft 2024 LPRCA Operating and Capital Budgets were recommended to be circulated to member municipalities for review and comment. The proposed overall increase for the municipal levy is $85,393 or 3.80% versus last year’s increase of 6.82%. The overall municipal support requested for the 2024 operating budget of $5,868,270 is $2,145,963 representing a change in the general levy of 2.21% or $46,453. The municipal support requested for the 2024 capital budget of $696,340 is $188,940 representing an increase in the general capital levy of 25.96% or $38,940. The municipal levy is calculated using the Modified Current Value Assessment provided by the Ministry of Natural Resources and Forestry as outlined in Ontario Regulation 402/22. Specific municipal levy allocation can be found in appendix 4. Ontario Regulation 139/96 was replaced with O. Reg. 402/22 (Budget and Apportionments), effective July 1, 2023. The regulation calls for a 30-day notice to affected municipal partners in order for them to consider and provide comment regarding the draft budget. The Regulation also requires that the notice be accompanied by the financial information used to determine that levy. As such, please find attached the following information on LPRCA’s budgets for its member municipalities: 1. 2024 Draft Consolidated Budget Summary 2. 2024 Draft Consolidated Operating Budget 3. LPRCA 2024 Municipal Levy – Consolidated - Draft 4. Five Year Summary by Municipality of Levy Apportioned by CVA % LPRCA is requesting any comments regarding the Draft 2024 Budget to be forwarded to this office no later than noon Thursday, December 14th, 2023. If your officials request a presentation of the Draft 2024 budget, we would be pleased to present at your Councils earliest convenience on behalf of the LPRCA Board of Directors. If you 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. Sincerely, Judy Maxwell General Manager cc. Lorne James, Treasurer Meagan Elliott, Deputy Clerk Encl. (4) 20212022202320232024ActualActual Sept 30 YTD Budget Draft Budget$$$$$%Program:Watershed Planning and Technical Services397,680 441,714 308,846 398,020 439,146 41,12510.3%-16,326Watershed Flood Control Services 222,711 92,558107,534 269,270 320,079 50,80918.9%-50,809Healthy Watershed Services 173,447 243,281 184,173 251,522 167,227 (84,295) (33.5%) -(79,039)Conservation Authority Lands357,192 347,207 298,572 568,996 670,310 101,314 17.8%72,215Communication and Marketing Services81,286101,495 38,937 142,277 136,299 (5,978)(4.2%)-(1,978)Backus Heritage and Education Services 156,553 190,924 164,001 325,662 307,756 (17,905) (5.5%) -(144,845)Conservation Parks Management Services1,180,627 1,362,999 1,294,207 1,612,933 1,667,787 54,8543.4%-No levyPublic Forest Land Management Services307,663 271,042 242,327 320,160 297,532 (22,628) (7.1%)-No levyPrivate Forest Land Management Services136,090 150,013 90,354 119,355 188,427 69,07357.9% 11,443No levyMaintenance OperationsServices400,306 398,765 279,917 383,712 433,307 49,59512.9%-29,317Corporate Services1,025,774 1,099,434 915,916 1,176,846 1,240,400 63,5545.4%-103,648Total Program Expenditures4,439,329 4,699,432 3,924,783 5,568,754 5,868,270 299,516 5.4% 11,443 46,453 Objects of Expenses:Staff Expenses2,510,611 2,716,453 2,268,459 3,603,498 3,803,085 199,588 5.5%Staff Related Expenses34,18530,46031,98355,35552,305(3,050)(5.5%)Materials and Supplies269,764 353,400 257,224 306,018 333,009 26,9918.8%Purchased Services1,280,594 1,252,652 1,268,121 1,484,672 1,557,355 72,6834.9%Equipment45,66940,62542,42650,72553,7253,0005.9%Other59,07655,65056,57068,48568,7903050.4%Amortization239,431 250,192 ----0.0%Total Expenditures4,439,329 4,699,432 3,924,783 5,568,754 5,868,270 299,516 5.4%-Sources of Revenue:-Municipal Levy - Operating 1,686,943 1,724,259 1,574,632 2,099,510 2,145,963 46,4532.2%Provincial Funding50,218128,356 10,51022,44719,000(3,447)(15.4%)MNR Grant35,22935,2298,80735,22935,229-0.0%MNR WECI & Municipal Funding2,579-----0.0%Federal Funding33,80430,41613,2606,5793,994(2,585)(39.3%)User Fees2,748,884 2,991,521 3,139,914 3,100,555 3,248,872 148,317 4.8%Community Support275,847 434,312 467,773 539,233 618,345 79,11214.7%Interest on Investments24,36324,144----0.0%Land Donation------0.0%Gain on Sale of Assets1,21913,339----0.0%Contribution from (to) Reserves(419,757) (682,144) -14,65617,8163,16021.6%Transfer from/(to) Current Year Surplus ------0.0%Total Revenue4,439,329 4,699,432 5,214,897 5,818,209 6,089,220 271,011 4.7%Surplus - current year--1,290,114 249,455 220,950 (28,505) (11.4%)Long Point Region Conservation Authority 2024 DRAFT Consolidated Operating Budget2024 Change fromContribution (to) from Reserves $Increase to Levy $2023 BudgetBOARD OF DIRECTORS DRAFT 2024 BUDGET1 20212022202320232024ActualActual Sept 30 YTD Budget Budget$$$$$$%Total Operating Expenditures4,439,329 4,699,432 3,924,783 5,568,754 5,868,270 299,516 5.4%89.4%Total Capital Expenditures *349,326 349,326 170,336 651,955 696,340 44,385 6.8%10.6%Total Expenditures4,788,655 5,048,758 4,095,119 6,220,709 6,564,610 343,901 5.53%100.0%SOURCES OF REVENUEMunicipal Levy - Operating1,686,943 1,724,259 1,574,632 2,099,510 2,145,963 46,453 2.21%32.7%Municipal Levy - Capital349,326 349,326 368,550 150,000 188,940 38,940 25.96%2.9%Municipal Levy - Total2,036,269 2,073,585 1,943,182 2,249,510 2,334,903 85,393 3.80% 35.57%Municipal Levy - Special Norfolk- - - - 60,000 60,000 0.00%0.9%Total Municipal Levy2,036,269 2,073,585 1,943,182 2,249,510 2,394,903 145,393 6.46% 36.48%Provincial Funding50,218 128,356 10,510 22,447 19,000 (3,447) (15.4%)0.3%MNR Grant35,229 35,229 8,807 35,229 35,229 - 0.0%0.5%MNR WECI & Municipal Funding2,579 - - 132,500 75,000 (57,500) 0.0%1.1%Federal Funding33,804 30,416 13,260 66,579 3,994 (62,585) (94.0%)0.1%User Fees2,748,884 2,991,521 3,139,914 3,100,555 3,248,872 148,317 4.8%49.5%Community Support275,847 434,312 467,773 539,233 618,345 79,112 14.7%9.4%Interest on Investments24,363 24,144 - - - - 0.0%0.0%Land Donation- - - - - - 0.0%0.0%Gain on Sale of Assets1,219 13,339 - - - - 0.0%0.0%Contribution from(to) Reserves(419,757) (682,144) - 74,656 169,266 94,610 126.7%2.6%TOTAL REVENUE4,788,654 5,048,758 5,583,447 6,220,709 6,564,610 343,901 5.53% 100.0%* The Capital Expenditures in the 2024 Draft Budget are proposed to be funded by Municipal Levy of $188,940.**Special Levy of $60,000 to Norfolk County.Long Point Region Conservation Authority 2024 DRAFT Consolidated Budget Summary2024 Change from% of Approved Budget2023 BudgetBOARD OF DIRECTORS DRAFT 2024 BUDGET2 PER CAPITA PER CAPITA OPERATING CAPITAL TOTAL (Watershed) (Municipality) Haldimand County $308,299 $27,144 $335,443 $22.88 $8.01 Norfolk County $1,102,753 $97,091 $1,199,844 $23.41 $22.24 Norwich Twp.$151,620 $13,349 $164,969 $26.45 $19.57 South-West Oxford Twp.$44,661 $3,932 $48,593 $28.28 $8.48 Tillsonburg $273,084 $24,044 $297,128 $21.55 $21.55 Total Oxford County $469,365 $41,325 $510,690 Brant County $152,855 $13,458 $166,313 $30.46 $5.21 Bayham Municipality $97,190 $8,557 $105,747 $19.89 $19.89 Malahide Township $15,502 $1,365 $16,867 $25.31 $2.53 $2,145,963 $188,940 $2,334,903 $23.81 $14.08 Increase over 2023 $46,453.11 $38,940 $85,393 Per Capita Increase over 2023 $0.47 $0.40 $0.87 LPRCA 2024 MUNICIPAL LEVY - CONSOLIDATED - DRAFT MUNICIPALITY LEVY AMOUNTS BOARD OF DIRECTORS DRAFT 2024 BUDGET 3 LPRCA Draft Budget Operating Levy Draft Budget Capital Levy Draft Budget Total Levy 2,145,963$ $188,940 $2,334,903 Municipality Year Haldimand County 2020 $232,601 14.14%$5,637 2.48% $54,631 14.14%($103) -0.19% $287,231 14.14%$5,534 1.96% 2021 $240,090 14.23%$7,489 3.22% $53,371 14.23%($1,260) -2.31% $293,461 14.23%$6,230 2.17% 2022 $245,330 14.23%$5,239 2.25% $54,309 14.23%$938 1.72% $299,638 14.23%$6,177 2.15% 2023 $302,661 14.42%$57,331 23.37% $21,624 14.42%($32,685) -60.18% $324,284 14.42%$24,646 8.23% 2024 $308,299 14.37%$5,638 1.86% $27,144 14.37%$5,520 25.53% $335,443 14.37%$11,159 3.44% Norfolk County 2020 $865,971 52.64%$19,996 2.36% $203,390 52.64%($624) -0.31% $1,069,361 52.64%$19,373 1.85% 2021 $882,185 52.29%$16,214 1.87% $196,106 52.29%($7,284) -3.58% $1,078,290 52.29%$8,930 0.84% 2022 $901,067 52.26%$18,883 2.18% $199,470 52.26%$3,364 1.65% $1,100,537 52.26%$22,247 2.08% 2023 $1,088,124 51.83%$187,057 20.76% $77,741 51.83%($121,729) -61.03% $1,165,865 51.83%$65,328 5.94% 2024 $1,102,753 51.39%$14,629 1.34% $97,091 51.39%$19,350 24.89% $1,199,844 51.39%$33,978 2.91% $3,994 Oxford County* 2020 $349,761 21.26%$5,504 1.60% $82,148 21.26%($872) -1.05% $431,908 21.26%$4,631 1.08% 2021 $360,609 21.38%$10,848 3.10% $80,162 21.38%($1,986) -2.42% $440,771 21.38%$8,862 2.05% 2022 $368,308 21.36%$7,699 2.20% $81,533 21.36%$1,371 1.67% $449,841 21.36%$9,070 2.10% 2023 $451,909 21.52%$83,601 22.70% $32,287 21.52%($49,246) -60.40% $484,196 21.52%$34,355 7.64% 2024 $469,365 21.87%$17,456 3.86%$41,325 21.87%$9,038 27.99% $510,690 21.87%$26,494 5.47% Brant County 2020 $109,970 6.69%$4,742 4.51% $25,829 6.69%$452 1.78% $135,799 6.69%$5,194 3.98% 2021 $114,930 6.81%$4,959 4.51% $25,548 6.81%($280) -1.09% $140,478 6.81%$4,679 3.45% 2022 $119,089 6.91%$4,159 3.78% $26,363 6.91%$814 3.15% $145,452 6.91%$4,974 3.66% 2023 $147,095 7.01%$28,006 23.52% $10,509 7.01%($15,854) -60.14% $157,605 7.01%$12,153 8.36% 2024 $152,855 7.12%$5,760 3.92% $13,458 7.12%$2,949 28.06% $166,313 7.12%$8,709 5.53% Bayham Municipality 2020 $74,792 4.55%$1,422 1.94% $17,566 4.55%($128) -0.72% $92,359 4.55%$1,294 1.42% 2021 $76,671 4.54%$1,879 2.51% $17,044 4.54%($523) -2.98% $93,715 4.54%$1,356 1.47% 2022 $77,927 4.52%$1,256 1.68% $17,251 4.52%$207 1.18% $95,177 4.52%$1,463 1.58% 2023 $94,466 4.50%$16,539 21.22% $6,749 4.50%($10,502) -59.78% $101,215 4.50%$6,038 6.34% 2024 $97,190 4.53%$2,724 2.88% $8,557 4.53%$1,808 10.61% $105,747 4.53%$4,532 4.48% Malahide ` Township 2020 $11,866 0.72%$207 1.77% $2,787 0.72%($25) -0.88% $14,652 0.72%$182 1.26% 2021 $12,459 0.74%$594 5.00% $2,770 0.74%($17) -0.62% $15,229 0.74%$576 3.93% 2022 $12,538 0.73%$79 0.66% $2,775 0.73%$6 0.21% $15,313 0.73%$84 0.58% 2023 $15,255 0.73%$2,717 21.67%$1,090 0.73%($1,686) -60.73% $16,345 0.73%$1,032 7.04% 2024 $15,502 0.72%$247 1.62% $1,365 0.72%$275 25.23% $16,867 0.72%$522 3.43% 2024 $2,145,963 $46,453 2.21%$188,940 $38,940 25.96%$2,334,903 $85,393 3.80% Operating Capital Combined 2020 1,644,960$ 386,350$ 2,031,310$ 2021 1,686,943$ 41,983$ 2.55%375,000$ (11,350)$ -2.94% 2,061,943$ 30,633$ 1.51% 2022 1,724,258$ 37,315$ 2.21%381,700$ 6,700$ 1.79% 2,105,959$ 44,015$ 2.13% 2023 2,099,510$ 375,251$ 21.76%150,000$ (231,700)$ -60.70% 2,249,510$ 143,551$ 6.82% 2024 2,145,963$ 46,453$ 2.21%188,940$ 38,940$ 25.96% 2,334,903$ 85,393$ 3.80% Total 9,301,634$ 1,481,990$ 10,783,625$ Notes: Operating Notes: Capital Notes: Combined 2020 $16.85 per capita 2020 $3.96 per capita 2020 $21.05 per capita 2021 $17.22 per capita 2021 $3.83 per capita 2021 $21.63 per capita 2022 $17.71 per capita 2022 $3.92 per capita 2022 $22.94 per capita 2023 $21.41 per capita 2023 $1.53 per capita 2023 $22.94 per capita 2024 $21.89 per capita 2024 $1.93 per capita 2024 $23.81 per capita Oxford County Apportionment:Oxford County Apportionment:Oxford County Apportionment: Norwich Twp.151,620$ Norwich Twp.13,349$ Norwich Twp.164,969$ South-West Oxford 44,661$ South-West Oxford 3,932$ South-West Oxford 48,593$ Tillsonburg 273,084$ Tillsonburg 24,044$ Tillsonburg 297,128$ 469,365$ 41,325$ 510,690$ % Increase Year over Year 5 Year Summary by Municipality of Levy Apportioned by CVA % Municipal Levy - Operating Municipal Levy - Capital Municipal Levy - Combined Amount of Levy Share % of Total Levy* $ Increase Year over Year % Increase Year over Year Amount of Levy Share % of Total Levy* $ Increase Year over Year % Increase Year over Year Amount of Levy Share % of Total Levy* $ Increase Year over Year BOARD OF DIRECTORS DRAFT 2024 BUDGET 4 BOARD OF DIRECTORS Draft 2024 Budget Package November 8th, 2023 About   Long Point Region Conservation Authority (LPRCA) is a special purpose environmental body tasked with conserving natural resources for economic, social and environmental benefits and protecting people and property within the Long Point Region watershed from flooding, erosion and other natural hazards. Committed to working together to shape the future wellbeing of our watershed, LPRCA provides our eight member municipalities with watershed-based programs and services, and participates actively in collaborative partnerships with landowners, community organizations and all levels of government. LPRCA was formed in 1971 as a result of the amalgamation of the Big Creek Region (1948-1970) and Otter Creek (1954-1970) Conservation Authorities. Our area of responsibility, the Long Point Region watershed, is home to approximately 99,000 people and covers an area of 2,782 square kilometers. This watershed encompasses the entire Municipality of Bayham and the Town of Tillsonburg; most of Norfolk County; and portions of Haldimand County, the County of Brant, the Township of Norwich, and the Townships of Malahide and South-West Oxford. LPRCA provides quality of life and value-added services to residents through our programs. Services offered include watershed management, erosion control and mitigation, flood forecasting and warning, water quality and quantity monitoring, plan input and review, environmental education and land stewardship. LPRCA owns and manages over 11,000 acres of land throughout the watershed, preserving and improving the health of the region and providing recreational opportunities to watershed residents and visitors. Funded through municipal levy, revenue-generating activities and provincial support for government-mandated services, LPRCA's science-based integrated watershed management addresses the unique needs of the Long Point Region watershed, protecting and enhancing the varied natural landscapes, ecosystems and natural areas and ensuring a thriving, resilient and economically sustainable watershed for generations to come. BOARD OF DIRECTORS DRAFT 2024 BUDGET 2 Table of Contents  About. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Budget Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Consolidated Operating Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Consolidated Budget Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Municipal Levy – Consolidated. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Capital Levy by Municipality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Current Value Assessment Apportionment (2023). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Current Value Assessment Apportionment (2022). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 5-Year Summary by Municipality of Levy Apportionment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Watershed Planning and Technical Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Technical and Planning Service User Fees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Ontario Regulation 178/06 Permit Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Planning Act Review Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 Watershed Flood Control Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 Healthy Watershed Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 Conservation Authority Lands Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Forestry Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25 Lee Brown Marsh Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Lands and Waters Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25 Communication and Marketing Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Backus Heritage and Education Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28 Conservation Parks Management Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30 Conservation Area User Fees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Public Forest Land Management Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34 Private Forest Land Management Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Maintenance Operation Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Corporate Services Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40 Corporate Services Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41 Capital Budget Summary – 2024. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Capital Budget Summary – 2024–2028. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 2024-2033 Flood Control Structures Capital Summary. . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Watershed Services Capital Project Detail Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 Conservation Authority Lands Capital Project Detail Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Conservation Parks Management Services Capital Project Detail Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52 Maintenance Operation Services Capital Project Detail Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Corporate Services Capital Project Detail Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Schedule of Land Holdings 2023. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Appendix A: Fee Schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Planning Act Review Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70 Ontario Regulation 178/06 Permit Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Conservation Area User Fees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73 Corporate Services Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75 Forestry Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Lee Brown Marsh Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75 Lands and Waters Fee Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 BOARD OF DIRECTORS DRAFT 2024 BUDGET 3 Introduction  The draft 2024 operating budget in the amount of $5,868,270 requiring $2,145,963 of general levy representing an increase in the general levy of 2.21% or $46,453. The proposed 2024 capital budget of $696,340 requiring $188,940 of general levy representing an increase in the general capital levy of 25.96% or $38,940. The combined total general municipal levy of $2,334,903 requiring an increase of 3.80% or $85,393 overall compared to 2023. The 2024 budget includes a special levy of $60,000 for Norfolk County for Hay Creek Dam project. The 2024 operating budget includes a surplus of $220,950 that will fund the capital acquisition of motor pool equipment & vehicles and investment in campground infrastructure. At the August 24th, 2023 meeting of the Audit and Finance Committee budget direction was provided to prepare the Draft 2024 Budget with a maximum upside target increase to the municipal levy of 5.0%. The budget was prepared in collaboration with staff across the organization. The draft operating budget is an investment of $5,868,270 into programs and services provided throughout the watershed. The 2024 draft capital budget represents an investment of $696,340 in capital infrastructure, technology improvements and studies to provide program and services. The 2024 draft budget provides the organization with the resources necessary to provide quality services and experience to residents of the watershed and good value to our municipal partners and stakeholders in alignment with the strategic directions identified in the 2019 – 2023 LPRCA Strategic Plan. BOARD OF DIRECTORS DRAFT 2024 BUDGET 4 20212022202320232024ActualActual Sept 30 YTD Budget Draft Budget$$$$$%Program:Watershed Planning and Technical Services397,680 441,714 308,846 398,020 439,146 41,12510.3%-16,326Watershed Flood Control Services 222,711 92,558107,534 269,270 320,079 50,80918.9%-50,809Healthy Watershed Services 173,447 243,281 184,173 251,522 167,227 (84,295) (33.5%) -(79,039)Conservation Authority Lands357,192 347,207 298,572 568,996 670,310 101,314 17.8%72,215Communication and Marketing Services81,286101,495 38,937 142,277 136,299 (5,978)(4.2%)-(1,978)Backus Heritage and Education Services 156,553 190,924 164,001 325,662 307,756 (17,905) (5.5%) -(144,845)Conservation Parks Management Services1,180,627 1,362,999 1,294,207 1,612,933 1,667,787 54,8543.4%-No levyPublic Forest Land Management Services307,663 271,042 242,327 320,160 297,532 (22,628) (7.1%)-No levyPrivate Forest Land Management Services136,090 150,013 90,354 119,355 188,427 69,07357.9% 11,443No levyMaintenance OperationsServices400,306 398,765 279,917 383,712 433,307 49,59512.9%-29,317Corporate Services1,025,774 1,099,434 915,916 1,176,846 1,240,400 63,5545.4%-103,648Total Program Expenditures4,439,329 4,699,432 3,924,783 5,568,754 5,868,270 299,516 5.4% 11,443 46,453 Objects of Expenses:Staff Expenses2,510,611 2,716,453 2,268,459 3,603,498 3,803,085 199,588 5.5%Staff Related Expenses34,18530,46031,98355,35552,305(3,050)(5.5%)Materials and Supplies269,764 353,400 257,224 306,018 333,009 26,9918.8%Purchased Services1,280,594 1,252,652 1,268,121 1,484,672 1,557,355 72,6834.9%Equipment45,66940,62542,42650,72553,7253,0005.9%Other59,07655,65056,57068,48568,7903050.4%Amortization239,431 250,192 ----0.0%Total Expenditures4,439,329 4,699,432 3,924,783 5,568,754 5,868,270 299,516 5.4%-Sources of Revenue:-Municipal Levy - Operating 1,686,943 1,724,259 1,574,632 2,099,510 2,145,963 46,4532.2%Provincial Funding50,218128,356 10,51022,44719,000(3,447)(15.4%)MNR Grant35,22935,2298,80735,22935,229-0.0%MNR WECI & Municipal Funding2,579-----0.0%Federal Funding33,80430,41613,2606,5793,994(2,585)(39.3%)User Fees2,748,884 2,991,521 3,139,914 3,100,555 3,248,872 148,317 4.8%Community Support275,847 434,312 467,773 539,233 618,345 79,11214.7%Interest on Investments24,36324,144----0.0%Land Donation------0.0%Gain on Sale of Assets1,21913,339----0.0%Contribution from (to) Reserves(419,757) (682,144) -14,65617,8163,16021.6%Transfer from/(to) Current Year Surplus ------0.0%Total Revenue4,439,329 4,699,432 5,214,897 5,818,209 6,089,220 271,011 4.7%Surplus - current year--1,290,114 249,455 220,950 (28,505) (11.4%)Long Point Region Conservation Authority 2024 DRAFT Consolidated Operating Budget2024 Change fromContribution (to) from Reserves $Increase to Levy $2023 BudgetBOARD OF DIRECTORS DRAFT 2024 BUDGET5 20212022202320232024ActualActual Sept 30 YTD Budget Budget$$$$$$%Total Operating Expenditures4,439,329 4,699,432 3,924,783 5,568,754 5,868,270 299,516 5.4%89.4%Total Capital Expenditures *349,326 349,326 170,336 651,955 696,340 44,385 6.8%10.6%Total Expenditures4,788,655 5,048,758 4,095,119 6,220,709 6,564,610 343,901 5.53%100.0%SOURCES OF REVENUEMunicipal Levy - Operating1,686,943 1,724,259 1,574,632 2,099,510 2,145,963 46,453 2.21%32.7%Municipal Levy - Capital349,326 349,326 368,550 150,000 188,940 38,940 25.96%2.9%Municipal Levy - Total2,036,269 2,073,585 1,943,182 2,249,510 2,334,903 85,393 3.80% 35.57%Municipal Levy - Special Norfolk- - - - 60,000 60,000 0.00%0.9%Total Municipal Levy2,036,269 2,073,585 1,943,182 2,249,510 2,394,903 145,393 6.46% 36.48%Provincial Funding50,218 128,356 10,510 22,447 19,000 (3,447) (15.4%)0.3%MNR Grant35,229 35,229 8,807 35,229 35,229 - 0.0%0.5%MNR WECI & Municipal Funding2,579 - - 132,500 75,000 (57,500) 0.0%1.1%Federal Funding33,804 30,416 13,260 66,579 3,994 (62,585) (94.0%)0.1%User Fees2,748,884 2,991,521 3,139,914 3,100,555 3,248,872 148,317 4.8%49.5%Community Support275,847 434,312 467,773 539,233 618,345 79,112 14.7%9.4%Interest on Investments24,363 24,144 - - - - 0.0%0.0%Land Donation- - - - - - 0.0%0.0%Gain on Sale of Assets1,219 13,339 - - - - 0.0%0.0%Contribution from(to) Reserves(419,757) (682,144) - 74,656 169,266 94,610 126.7%2.6%TOTAL REVENUE4,788,654 5,048,758 5,583,447 6,220,709 6,564,610 343,901 5.53% 100.0%* The Capital Expenditures in the 2024 Draft Budget are proposed to be funded by Municipal Levy of $188,940.**Special Levy of $60,000 to Norfolk County.Long Point Region Conservation Authority 2024 DRAFT Consolidated Budget Summary2024 Change from% of Approved Budget2023 BudgetBOARD OF DIRECTORS DRAFT 2024 BUDGET6 PER CAPITA PER CAPITA OPERATING CAPITAL TOTAL (Watershed) (Municipality) Haldimand County $308,299 $27,144 $335,443 $22.88 $8.01 Norfolk County $1,102,753 $97,091 $1,199,844 $23.41 $22.24 Norwich Twp.$151,620 $13,349 $164,969 $26.45 $19.57 South-West Oxford Twp.$44,661 $3,932 $48,593 $28.28 $8.48 Tillsonburg $273,084 $24,044 $297,128 $21.55 $21.55 Total Oxford County $469,365 $41,325 $510,690 Brant County $152,855 $13,458 $166,313 $30.46 $5.21 Bayham Municipality $97,190 $8,557 $105,747 $19.89 $19.89 Malahide Township $15,502 $1,365 $16,867 $25.31 $2.53 $2,145,963 $188,940 $2,334,903 $23.81 $14.08 Increase over 2023 $46,453.11 $38,940 $85,393 Per Capita Increase over 2023 $0.47 $0.40 $0.87 LPRCA 2024 MUNICIPAL LEVY - CONSOLIDATED - DRAFT MUNICIPALITY LEVY AMOUNTS BOARD OF DIRECTORS DRAFT 2024 BUDGET 7 LPRCAHaldimand Norfolk Norwich South-WestBrant Bayham MalahideProjectCounty County Township Oxford Twp. Tillsonburg County Municipality Township TotalWatershed Services10,775$ 38,540$ 5,299$ 1,561$ 9,544$ 5,342$ 3,397$ 542$ 75,000$ Conservation Authority Lands718$ 2,569$ 353$ 104$ 636$ 356$ 226$ 36$ 5,000$ Conservation Parks Management Services-$ -$-$-$-$-$-$-$-$ Maintenance Operations Services3,425$ 12,251$ 1,684$ 496$ 3,034$ 1,698$ 1,080$ 172$ 23,840$ Communication and Marketing Services-$ -$-$-$-$-$-$-$-$ Corporate Services12,226$ 43,731$ 6,013$ 1,771$ 10,829$ 6,062$ 3,854$ 615$ 85,100$ TOTAL27,144$ 97,091$ 13,349$ 3,932$ 24,044$ 13,458$ 8,557$ 1,365$ 188,940$ 2024 Draft Capital Levy By Municipality Apportioned by CVA % BOARD OF DIRECTORS DRAFT 2024 BUDGET8 Municipality % in CA Municipal Population Municipal Population inCA Jurisdiction2023 Tax Year Current Value Assessment (CVA) (Modified)2023 Tax Year CVA (Modified) in CA JurisdictionCVA Based Apportionment PercentageCounty of Brant17319265,459 7,651,609,216 1,308,425,1767.1229%Bayham M10053165,316831,933,245 831,933,2454.5290%Malahide Tp106665667 1,326,938,185 132,693,8180.7224%Haldimand County354189614,664 7,540,022,556 2,639,007,89514.3665%Norfolk County955394751,250 9,936,265,436 9,439,452,16451.3873%Norwich Tp7484286,237 1,753,848,470 1,297,847,8687.0653%South-West Oxford Tp3057271,718 1,274,309,425 382,292,8282.0812%Tillsonburg T1001378813,788 2,337,574,098 2,337,574,09812.7255%167,69399,09818,369,227,092 100.00%Long Point Region Conservation Authority Current Value Assessment (CVA) Apportionment (2023)BOARD OF DIRECTORS DRAFT 2024 BUDGET9 Municipality % in CA Municipal Population Municipal Population inCA Jurisdiction2023 Tax Year Current Value Assessment (CVA) (Modified)2023 Tax Year CVA (Modified) in CA JurisdictionCVA Based Apportionment PercentageCounty of Brant-43574302,527,179 51,732,148 0.1167%Bayham M--27-2724,875,760 24,875,760 0.0295%Malahide Tp--53-523,652,150 2,365,215 -0.0042%Haldimand County-846296152,175,953 53,261,584 -0.0493%Norfolk County-475451150,726,544 143,190,217 -0.4402%Norwich Tp--17-1352,871,169 39,124,665 0.0478%South-West Oxford Tp--61-1821,157,149 6,347,145 -0.0148%Tillsonburg T-290290111,412,019 111,412,019 0.3144%TOTAL CHANGE18881049839,397,923 432,308,752 0.00%Municipality % in CA Municipal Population Municipal Population inCA Jurisdiction2022 Tax Year Current Value Assessment (CVA) (Modified)2022 Tax Year CVA (Modified) in CA JurisdictionCVA Based Apportionment PercentageCounty of Brant1731,491 5,3857,349,082,037                1,256,693,028 7.0062%Bayham M 100 5,343 5,343807,057,485 807,057,485 4.4994%Malahide Tp 10 6,718 6721,303,286,035                130,328,603 0.7266%Haldimand County 35 41,050 14,3687,387,846,603                2,585,746,311 14.4158%Norfolk County 95 53,472 50,7989,785,538,892                9,296,261,947 51.8275%Norwich Tp 74 8,445 6,2491,700,977,301                1,258,723,203 7.0175%South-West Oxford Tp 30 5,788 1,7361,253,152,276                375,945,683 2.0959%Tillsonburg T 100 13,498 13,4982,226,162,079                2,226,162,079 12.4111%165,80598,04917,936,918,340 100.00%Current Value Assessment (CVA) Apportionment (2022)Long Point Region Conservation Authority Current Value Assessment (CVA) Apportionment (2023)Year over Year AnalysisBOARD OF DIRECTORS DRAFT 2024 BUDGET10 LPRCADraft Budget Operating LevyDraft Budget Capital LevyDraft Budget Total Levy2,145,963$ $188,940$2,334,903MunicipalityYearHaldimandCounty 2020$232,601 14.14%$5,6372.48% $54,63114.14%($103)-0.19% $287,23114.14%$5,5341.96%2021$240,090 14.23%$7,4893.22% $53,37114.23%($1,260)-2.31% $293,46114.23%$6,2302.17%2022$245,330 14.23%$5,2392.25% $54,30914.23%$9381.72% $299,63814.23%$6,1772.15%2023$302,661 14.42%$57,33123.37% $21,62414.42%($32,685)-60.18% $324,28414.42%$24,6468.23%2024$308,299 14.37%$5,6381.86% $27,14414.37%$5,52025.53% $335,44314.37%$11,1593.44%NorfolkCounty 2020$865,971 52.64%$19,9962.36% $203,39052.64%($624)-0.31% $1,069,36152.64%$19,3731.85%2021$882,185 52.29%$16,2141.87% $196,10652.29%($7,284)-3.58% $1,078,29052.29%$8,9300.84%2022$901,067 52.26%$18,8832.18% $199,47052.26%$3,3641.65% $1,100,53752.26%$22,2472.08%2023$1,088,124 51.83%$187,05720.76% $77,74151.83%($121,729)-61.03% $1,165,86551.83%$65,3285.94%2024$1,102,753 51.39%$14,6291.34% $97,09151.39%$19,35024.89% $1,199,84451.39%$33,9782.91%$3,994OxfordCounty*2020$349,761 21.26%$5,5041.60% $82,14821.26%($872)-1.05% $431,90821.26%$4,6311.08%2021$360,609 21.38%$10,8483.10% $80,16221.38%($1,986)-2.42% $440,77121.38%$8,8622.05%2022$368,308 21.36%$7,6992.20% $81,53321.36%$1,3711.67% $449,84121.36%$9,0702.10%2023$451,909 21.52%$83,60122.70% $32,28721.52%($49,246)-60.40% $484,19621.52%$34,3557.64%2024$469,365 21.87%$17,4563.86% $41,32521.87%$9,03827.99% $510,69021.87%$26,4945.47%BrantCounty2020$109,970 6.69%$4,7424.51% $25,8296.69%$4521.78% $135,7996.69%$5,1943.98%2021$114,930 6.81%$4,9594.51% $25,5486.81%($280)-1.09% $140,4786.81%$4,6793.45%2022$119,089 6.91%$4,1593.78% $26,3636.91%$8143.15% $145,4526.91%$4,9743.66%2023$147,095 7.01%$28,00623.52% $10,5097.01%($15,854)-60.14% $157,6057.01%$12,1538.36%2024$152,855 7.12%$5,7603.92% $13,4587.12%$2,94928.06% $166,3137.12%$8,7095.53%BayhamMunicipality2020$74,792 4.55%$1,4221.94% $17,5664.55%($128)-0.72% $92,3594.55%$1,2941.42%2021$76,671 4.54%$1,8792.51% $17,0444.54%($523)-2.98% $93,7154.54%$1,3561.47%2022$77,927 4.52%$1,2561.68% $17,2514.52%$2071.18% $95,1774.52%$1,4631.58%2023$94,466 4.50%$16,53921.22% $6,7494.50%($10,502)-59.78% $101,2154.50%$6,0386.34%2024$97,190 4.53%$2,7242.88% $8,5574.53%$1,80810.61% $105,7474.53%$4,5324.48%Malahide`Township 2020$11,866 0.72%$2071.77% $2,7870.72%($25)-0.88% $14,6520.72%$1821.26%2021$12,459 0.74%$5945.00% $2,7700.74%($17)-0.62% $15,2290.74%$5763.93%2022$12,538 0.73%$790.66% $2,7750.73%$60.21% $15,3130.73%$840.58%2023$15,255 0.73%$2,71721.67% $1,0900.73%($1,686)-60.73% $16,3450.73%$1,0327.04%2024$15,502 0.72%$2471.62% $1,3650.72%$27525.23% $16,8670.72%$5223.43%2024$2,145,963$46,4532.21%$188,940$38,94025.96%$2,334,903$85,3933.80%% Increase Year over Year 5 Year Summary by Municipality of Levy Apportioned by CVA %Municipal Levy - Operating Municipal Levy - CapitalMunicipal Levy - CombinedAmount of Levy Share% of Total Levy*$ Increase Year over Year% Increase Year over YearAmount of Levy Share% of Total Levy*$ Increase Year over Year% Increase Year over YearAmount of Levy Share% of Total Levy*$ Increase Year over YearBOARD OF DIRECTORS DRAFT 2024 BUDGET11 OperatingCapitalCombined20201,644,960$ 386,350$ 2,031,310$ 20211,686,943$ 41,983$ 2.55%375,000$ (11,350)$ -2.94% 2,061,943$ 30,633$ 1.51%20221,724,258$ 37,315$ 2.21%381,700$ 6,700$ 1.79% 2,105,959$ 44,015$ 2.13%20232,099,510$ 375,251$ 21.76%150,000$ (231,700)$ -60.70% 2,249,510$ 143,551$ 6.82%20242,145,963$ 46,453$ 2.21%188,940$ 38,940$ 25.96% 2,334,903$ 85,393$ 3.80%Total9,301,634$ 1,481,990$ 10,783,625$ Notes: Operating Notes: CapitalNotes: Combined2020 $16.85per capita2020 $3.96per capita2020 $21.05per capita2021 $17.22per capita2021 $3.83per capita2021 $21.63per capita2022 $17.71per capita2022 $3.92per capita2022 $22.94per capita2023 $21.41per capita2023 $1.53per capita2023 $22.94per capita2024 $21.89per capita2024 $1.93per capita2024 $23.81per capitaOxford County Apportionment:Oxford County Apportionment:Oxford County Apportionment:Norwich Twp.151,620$ Norwich Twp.13,349$ Norwich Twp.164,969$ South-West Oxford 44,661$ South-West Oxford 3,932$ South-West Oxford 48,593$ Tillsonburg273,084$ Tillsonburg24,044$ Tillsonburg297,128$ 469,365$ 41,325$ 510,690$ BOARD OF DIRECTORS DRAFT 2024 BUDGET12 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #1 Protect People & Property From Flooding & Natural Hazards #2 Deliver Exceptional Services & Experiences PROGRAM MANAGER Action Plan Comply to the new planning regulation that will replace 178/06 and related documents. Participate in the Watershed Resource Management Strategy due December 31, 2024. Report regularly on application turnaround times. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$$ $ $% ACTIVITIES Technical and Planning Services 255,064$ 245,658$ 164,319$ 209,622$ 261,084$ 51,461$ 25% Technical Study Services 103,679 47,800 12,876 25,798 28,751 2,953 11% Administration and Enforcement - 109,227 131,651 162,599 149,310 (13,289) 0% Amortization 38,937 39,030 - - - - 0% 397,680$ 441,714$ 308,846$ 398,020$ 439,146$ 41,125$ 10.33% OBJECTS OF EXPENSES Staff Expenses - Note 1 334,993$ 386,288$ 290,956$ 349,420$ 389,546$ 40,125$ 11% Staff Related Expenses - Note 2 3,810 2,514 4,704 7,400 7,400 - 0% Materials and Supplies 2,294 635 14 5,700 4,700 (1,000) -18% Purchased Services - Note 3 17,647 11,326 11,250 29,000 31,000 2,000 7% Equipment - 1,923 1,923 6,500 6,500 - 0% Amortization 38,937 39,030 - - - - 0% TOTAL EXPENDITURES 397,680$ 441,714$ 308,846$ 398,020$ 439,146$ 41,125$ 10.33% SOURCES OF REVENUE Municipal Levy 206,443$ 203,117$ 119,259$ 159,012$ 175,338$ 16,326$ 10.27% Provincial Funding 7,500 - - - - - 0% MNRF Transfer Payment 8,807 8,807 8,807 8,807 8,807 - 0% User Fees - Pre-Consultation 11,250 12,596 4,200 11,845 10,000 (1,845) -16% User Fees - Lawyer Inquiries 45,289 27,451 18,455 25,956 25,000 (956) -4% Planning Act Review Fees 109,642 125,232 80,889 82,400 100,000 17,600 0% User Fees - Planning/Technical Service Fees 120,494 146,930 93,749 110,000 120,000 10,000 9% Contribution from/(to) Reserves (111,749) (82,418) - - - - 0% TOTAL REVENUE 397,680$ 441,714$ 325,359$ 398,020$ 439,146$ 41,125$ 10.33% NOTES 1. COLA increase, 2 employee moving in the pay grid steps. 2. Courses and professional memberships for 3 staff members. 3.SWOOP mapping imagery, EGRIS software and planning legal services. Watershed Planning and Technical Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET WATERSHED PLANNING AND TECHNICAL SERVICES WATERSHED PLANNING AND TECHNICAL SERVICES Leigh-Anne Mauthe 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 13 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Manager of Watershed Services increased to 0.9 FTE from 0.7 FTE. 3.35 3.69 Manager of Engineering & Infrastructure 0.25 FTE. FTE TOTAL DEPARTMENT 2024 2023 2022 Manager of Watershed Services 100% 1.00 90%0.90 0.70 0.60 Manager of Engineering & Infrastructure 0% 0.00 25%0.25 0.00 0.00 Lands & Waters Supervisor 0% 0.00 5%0.05 0.00 0.00 Project Consultant 0% 0.00 5%0.05 0.14 0.00 Resource Planner 200% 2.00 200%2.00 2.00 1.36 Planning Technician & Regulations Officer 0% 0.00 0%0.00 0.00 1.00 Development Technician 0% 0.00 0%0.00 0.75 0.00 GIS/IT Specialist 0% 0.00 0%0.00 0.00 0.35 Water Resources Analyst 0% 0.00 10%0.10 0.10 0.30 Water Resources EIT (Contract)0% 0.00 0%0.00 0.00 0.60 3.00 3.35 3.69 4.21 BOARD OF DIRECTORS DRAFT 2024 BUDGET 14 Technical and Planning Service User Fees  Program Cost Recovery Goal In 2012, the LPRCA Board of Directors directed staff to prepare a planning fee implementation strategy designed to achieve a 60/40 user/municipal cost sharing for Technical and Planning Services through the administration of fees. The 60/40 user/municipal cost-share is chosen to represent the proportion of the program cost for reviewing and providing comment on municipal planning applications, Section 28 permit applications, and responding to lawyer inquiries, versus all other related activities. The 2024 budget user fees represent 60%, MNRF Grant 2% and municipal levy of 38% cost-share as directed in 2012. Staff time and resources dedicated to Planning Act applications, Section 28 permit applications, and lawyer’s inquiries are cost recovery, and the time spent on administration, training, and enforcement is supported by the levy. 2023 Revenue Planning User fees are down approximately 20% from this time last year; however, we are still on target to exceed the 2023 budget of $230,000. Planning Act inquiries were exceedingly high in 2022 resulting greater than projected revenues. Planning Act applications, permit and pre-consultations are projected to be in line with 2023 budget. Proposed 2024 Technical and Planning Service User Fees In the 2023 budget staff proposed planning users fees increase of 3% and prior to the fee schedule taking effect, the Minister of Natural Resources and Forestry by a Minister’s Direction prohibited Conservation Authorities to make any changes to the fee amount charged associated with planning, development and permitting fees effective from January 1, 2023, to December 31, 2023. The freeze was applied to all 36 Conservation Authorities. As a result, LPRCA fees relating to planning, development and permitting have been frozen at the 2022 levels. Staff are proposing the fees for 2024 to increase on average 5%. Considering planning fees have been frozen at the 2022 rates this would mean an annualized increase of 2.5% including 2023. The 2024 user fee revenue budget is based on a trend analysis of the previous three years including the projection of 2023 year-to-date revenues with an approximate 5% increase applied. BOARD OF DIRECTORS DRAFT 2024 BUDGET 15 Application Type 2023 Fees Proposed 2024 Fees % Change Complex development, interference and alteration Development/work with a high risk and/or potential impact to natural hazards or natural features. One or more studies are required, e.g. an environmental impact study, hydraulic analysis, storm water management report or slope stability study. Examples: Large fill placement, removal, grading (greater than 1000 m3) Golf courses New watercourse bank stabilization New Lake Erie shoreline protection structure Bridge replacement Channel realignment $ 1,380 $ 1,450 5% General On Site Technical Advice Fee (Will be applied to permit application if submitted within 12 months from inspection)$ 248.60 HST included $ 260.00 HST included 5% Wetland Boundary Delineation (Review of MNRF Wetland boundary in the field by LPRCA ecologist, on property owner request) $ 360.00 HST included $ 375.00 HST included 4% Title Clearance (solicitor, realtor, other requests for detailed property information) $ 248.60 HST included $ 260.00 HST included 5% Violations/Application where work has proceeded without authorization 2 x Fee 2 x Fee Permit Revisions (Must be minor in nature and permit must still be valid.) $ 95 $ 100 5% Minister's Zoning Order (MZO) (Permit associated with a Minister's Zoning Order) Cost recovery Cost recovery 6. Where a Section 28 permit approval is required in addition to a Planning Act application for the same activity, the Section 28 permit fee will be discounted 50%. 8. Costs associated with permits (including any conditions) issued under a Minister's Zoning Order shall be paid by the applicant, this includes but is not limited to staff time, any legal review, board expenses, etc. Ontario Regulation 178/06 Permit Fees 1. It is strongly recommended that proponents pre-consult with LPRCA and, if necessary the municipality, prior to the submission of an application and th preparation of detailed plans and technical report(s). 2. Fees must be paid at the time the permit application is submitted. Fees may be paid by debit, cash or cheque (made out to the Long Point Region Conservation Authority) over the phone by credit card or at the LPRCA administration office 3. In the event that the application is placed in a higher fee category, the difference in fee must be paid prior to review. If the application is placed in a lower category, LPRCA will reimburse the applicant accordingly. 4. Fees are assessed based on the extent of review required. LPRCA reserves the right to levy supplementary fees should the review require a substantially greater level of effort than covered by the standard categories above; this supplementary fee includes the peer review of any relevant documents or information. 5. The fees for technical review include one comprehensive review, and one review of the resubmission. Second and each additional resubmission sha are subject to a resubmission fee of 20% of the original application up to a maximum of $525. General Notes for all Application Fees 7. Where a permit has been submitted for an activity across multiple properties and applicants working together, the fee for each property shall be calculated as 50% of the permit fee. For example, the fee for a new shoreline protection structure constructed across two properties is $725 each. BOARD OF DIRECTORS DRAFT 2024 BUDGET 16 Application Type 2023 Fees Proposed 2024 Fees % Change Very minor development Development with very low risk of impact on natural hazards or natural features. Examples: Non-habitable accessory structures less than 23 m2 (247 ft2) , e.g. decks, fences, above-ground pools, barns, sheds Fill placement removal and/or grading (landscaping, driveway top-dressing) Off-line pond maintenance $ 200 $ 210 5% Minor development, interference and alteration Development/work with low risk of impact on natural hazards or natural features. No technical reports are required. Examples: Raising building or additions not requiring engineered drawings Repairs/renovations to existing building Non-habitable accessory structures less than 100 m2 (1076ft2) Septic system Fill placement, removal/or grading (not requiring engineered plans) Minor development (as listed above) more than 30 metres from a wetlands New or replacement residential structures more than 30 metres from a wetland Minor utilities (directional bore) New offline ponds (grading plan required) Docks, boathouses Routine/maintenance dredging Minor repairs to existing shoreline structures Maintenance, repair or replacement of access crossings Other applications not deemed by staff to be “Major” in nature $ 405 $ 425 5% Major development, interference and alteration Development/work with moderate risk of impact on natural hazards or natural features. Detailed report and/or plans are required. Examples: Raising building or additions requiring engineered plans Non-habitable accessory structures greater than 100 m2 (1076ft2) New or replacement structures in a natural hazard area Fill placement, removal and/or grading (requiring engineered plans) Development (including minor development as listed above) less than 30 metres from a wetland Major development greater than 30 m from a wetland New offline pond with overflow or channel connection Maintenance/repairs to existing shoreline structures Water crossing, bridge repair Stormwater management outlet structure Other applications deemed by staff to be “Major” in nature $ 695 $ 730 5% Ontario Regulation 178/06 Permit Fees BOARD OF DIRECTORS DRAFT 2024 BUDGET 17 Application Type 2023 Fees Proposed 2024 Fees % Change Preconsultation Fee Review, comment, or participation in preconsultation process $300 $315 5% Subdivision and Vacant Land Condominium $1,380 + $100/lot (Total Maximum $15,000.00 +HST) $1,450 + $105/lot (Total Maximum $15,000.00 +HST)5% To draft plan approval including associated OPA and ZBA $455 $475 4% Red-line revision (applicant initiated) $720 $755 5% Technical plans and reports (SWM with grading & sediment and erosion $225 $235 4% Clearance letter (each phase) Zoning By-Law Amendment Minor $455 $475 4% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Combined Official Plan/Zoning By-Law Amendment Minor $720 $755 5% Accompanied by 1 technical report $1,430 $1,500 5% Accompanied by 2 technical reports $2,060 $2,160 5% Consent (severance) Minor $455 $475 4% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Variance Minor $455 $477 5% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Site Plan Control Minor $455 $475 4% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Complex Application (incl. OPA/ZBL/Site Plan) for golf courses, trailer parks, campgrounds and lifestyle communities. $2,060 $2,160 5% General Notes for All Application Fees: 8. Where a Section 28 permit approval is required in addition to a Planning Act application for the same activity, the Section 28 permit fee will be discounted 50%. 7. Fees must be paid at the time the application is submitted. Planning Act Review Fees 6.The fees for technical review include one comprehensive review, and one review of the resubmission. Second and each additional resubmission shall are subject to a resubmission fee of 20% of the original application up to a maximum of $525. 1.It is strongly recommended that proponents pre-consult with LPRCA and, if necessary the municipality, prior to the submission of all applications and the preparation of detailed technical reports(s). 2.This fee schedule is effective as of January 1, 2024 and LPRCA reserves the right to revise this fee schedule at any time without notice to adequately cover the costs to provide the service. 3.All applicable taxes are extra. 4.Applications that fall under one or more categories will be charged at the highest rate. 5. Fees are assessed based on the extent of review required. LPRCA reserves the right to levy supplementary fees should the review BOARD OF DIRECTORS DRAFT 2024 BUDGET 18 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #1 Protect People & Property From Flooding & Natural Hazards #2 Deliver Exceptional Services & Experiences PROGRAM MANAGER Action Plan Develop Asset Management Plan for natural hazard infrastructure due Dec. 31, 2024. Vittoria Dam Environmental Assessment, hydraulic model & floodplain mapping for Big Otter. Hay Creek Dam engineering and design project. Apply for WECI funding for projects. 2021 2022 2023 2023 2024 Actual Actual Sept 30 YTD Budget Budget $$$$ $ $% ACTIVITIES Flood Control Administrative Services 91,128$ 50,581$ 74,986$ 107,406$ 97,610$ (9,796)$ -9% Flood Forecasting and Warning Services 35,925 20,518 14,517 51,905 85,333 33,428 64% General Operational Services 17,004 7,952 2,209 38,843 39,984 1,141 3% Structures - Minor Maintenance Services 39,349 5,941 1,452 53,839 79,383 25,544 47% Structures - Preventative Maintenance Services 3,153 7,552 14,370 17,276 17,768 492 3% Deer Cr Dam Chamber Repair - WECI 1,690 14 - - 0% Port Rowan Climate/Hydrometric Monitoring Station 9,572 - - - - - 0% Norwich Dam - Dam Safety Review - WECI 24,708 - - - 0% Norwich Dam - Embankment Design - WECI 181 - - - - - 0% 222,711$ 92,558$ 107,534$ 269,270$ 320,079$ 50,809$ 18.87% OBJECTS OF EXPENSES Staff Expenses - Note 1 169,319$ 71,722$ 86,910$ 218,745$ 277,054$ 58,309$ 27% Staff Related Expenses - Note 2 608 525 1,847 2,700 2,700 - 0% Materials and Supplies 6,161 3,392 405 7,800 7,800 - 0% Purchased Services 33,756 9,451 9,415 32,525 23,525 (9,000) -28% Equipment 12,866$ 7,469$ 8,958$ 7,500$ 9,000 1,500 0% TOTAL EXPENDITURES 222,711$ 92,558$ 107,534$ 269,270$ 320,079$ 50,809$ 18.87% SOURCES OF REVENUE Municipal Levy 186,452$ 178,189$ 182,136$ 242,848$ 293,657$ 50,809$ 21% Provincial Funding 24,534 116,433 - - - - 0% MNRF Transfer Payment 26,422 26,422 - 26,422 26,422 - 0% MNR WECI & Municipal Funding 2,579 - - - - - 0% Contribution from/(to) Reserves (17,276) (228,485) - - - - 0% TOTAL REVENUE 222,711$ 92,558$ 182,136$ 269,270$ 320,079$ 50,809$ 18.87% NOTES 1. COLA increase and 2 staff moving in the grid. 2. Conference, course, and memberships expenses for two staff. Watershed Flood Control Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET WATERSHED FLOOD CONTROL SERVICES WATERSHED FLOOD CONTROL SERVICES Leigh-Anne Mauthe 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 19 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Manager of Engineering & Infrastructure 0.50 FTE. 2.13 1.96 Development technician reduced 0.15 FTE. Manager of Watershed Services reduced 0.3 FTE. FTE TOTAL DEPARTMENT 2024 2023 2022 Manager of Engineering & Infrastructure 100% 1.00 50%0.50 0.00 0.00 Manager of Watershed Services 0% 0.00 0%0.00 0.30 0.40 Project Consultant 0% 0.00 5%0.05 0.14 0.00 Water Resources Analyst 100% 1.00 80%0.80 0.80 0.70 SWP/Water Resources Specialist 0% 0.00 0%0.00 0.00 0.45 Lands & Waters Supervisor 0% 0.00 34%0.34 0.20 0.21 Water Resources Analyst EIT (Contract)0% 0.00 0%0.00 0.00 0.15 Workshop Technician 0% 0.00 20%0.20 0.18 0.18 Workshop Supervisor 0% 0.00 10%0.10 0.10 0.10 Development Technician 0% 0.00 0%0.00 0.15 0.00 Seasonal Support 0% 0.00 14%0.14 0.09 0.09 2.00 2.13 1.96 2.28 BOARD OF DIRECTORS DRAFT 2024 BUDGET 20 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #1 Protect People & Property From Flooding & Natural Hazards #2 Deliver Exceptional Services & Experiences PROGRAM MANAGER Action Plan Target 5 Grant Funded erosion control projects on private landowners properties. Monitor 5 Sea Lamprey barriers five times throughout the year under contract with DFO. Source Water Protection coordinated with GRCA. Administer the Grant Funded crop cover program. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$$ $ $% ACTIVITIES 39,987$ 51,667$ 44,379$ 90,854$ 12,718$ (78,136)$ -86% -2,797 - - -- 0% 32,103 32,955 27,556 50,305 61,970 11,665 23% 9,175 1,606 - - -- 0% 3,033 1,652 1,426 5,394 5,544 150 3% 2,740 1,728 2,708 5,433 3,994 (1,439) -26% 4,370 3,477 3,133 13,553 13,731 178 1% - -- - 19,265 19,265 0% 3,909 -- - --0% 33,329 91,054 75,812 84,838 50,005 (34,833) 0% 2,931 1,348 11,225 - -- 0% 41,869 54,997 17,934 1,146 -(1,146) -100% 173,447$ 243,281$ 184,173$ 251,522$ 167,227$ (84,295)$ -33.51% Land Stewardship Administration* Drain Classification - DFO/Norfolk County Surface & Groundwater Quality Monitoring Services Sediment and Erosion Control Services Watershed Low Water Response Services Lamprey Barrier Inspection Services Water Supply Source Protection Planning Stream Health Monitoring* RBC Blue Water Project ICAP - Integrated Conservation Action Plan COA Agreement Specific Initiatives and Services OBJECTS OF EXPENSES Staff Expenses - Note 1 106,773$ 128,890$ 76,054$ 158,887$ 109,220$ (49,667)$ -31% Staff Related Expenses 265 797 173 1,000 -(1,000)0% Materials and Supplies 7,300 16,445 18,011 2,146 2,000 (146)-7% Purchased Services 59,110 97,150 89,935 89,489 56,007 (33,482)-37% TOTAL EXPENDITURES 173,447$ 243,281$ 184,173$ 251,522$ 167,227$ (84,295)$ -33.51% SOURCES OF REVENUE Municipal Levy 117,073$ 111,946$ 109,915$ 146,553$ 67,514$ (79,039)$ (53.93%) Provincial Funding -1,225 - - -- 0% Federal Funding 33,804 13,840 - 6,579 3,994 (2,585) -39% User Fees 1,239 310 - - -- 0% Community Support 54,239 152,891 106,773 98,390 63,736 (34,654) -35% Contribution from/(to) Reserves (32,909) (36,931) - - -- 0% Transfer from/(to) Current Year Surplus - Note 2 - -- - 31,983 31,983 0% TOTAL REVENUE 173,447$ 243,281$ 216,688$ 251,522$ 167,227$ (84,295)$ -33.51% NOTES * Category 3 programs and services funded by current year surplus transfer. 1. COLA increase and 1 staff moving in the pay grid steps. 2. Transfer from user fee programs and services to fund Healthy Watershed Category 3 programs and services. Healthy Watershed Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET HEALTHY WATERSHED SERVICES HEALTHY WATERSHED SERVICES Leigh-Anne Mauthe 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 21 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Manager of Watershed Services added 0.1 FTE. 1.03 1.61 Water Resources Analyst for Source Water Protection. Healthy Watershed Technician reduced to 0.82 FTE. FTE TOTAL DEPARTMENT 2024 2023 2022 Manager of Watershed Services 0%0 10%0.10 0.00 0.00 SWP/Water Resources Specialist 0%0.00 0%0.00 0.00 0.55 Forestry Technician 0%0.00 0%0.00 0.00 0.10 Lands & Waters Supervisor 100%1.00 24%0.24 0.53 0.40 Water Resources Analyst 0%0.00 10%0.10 0.10 0.00 HWS Technician 100%1.00 58%0.58 0.97 0.36 General Manager 0%0.00 1%0.01 0.01 0.01 2.00 1.03 1.61 1.42 BOARD OF DIRECTORS DRAFT 2024 BUDGET 22 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #1 Protect People & Property From Flooding & Natural Hazards #2 Deliver Exceptional Services & Experiences PROGRAM MANAGER #4 Organizational Excellence Action Plan Manage Lee Brown Marsh for sustainable hunting opportunities and a healthy ecosystem. Provide opportunities for visitors to enjoy outdoor recreational activities. Support Authority initiatives and enforce regulations on Authority lands. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$ $ $ $ % ACTIVITIES Administration & Enforcement 145,367$ 164,160$ 146,078$ 242,514$ 314,101$ 71,586$ 30% Parkettes Services 28,928 26,340 59,050 88,023 93,287 5,264 6% Lee Brown Waterfowl Management Services 147,032 126,058 66,003 151,375 166,500 15,125 10% Hazard Tree Removal 33,075 26,607 24,980 83,584 86,548 2,964 4% Fish and Wildlife Support Services 2,790 4,042 2,461 3,500 3,500 - 0% Partner Agreement Management - - - - 6,374 6,374 0% 357,192$ 347,207$ 298,572$ 568,996$ 670,310$ 101,314$ 17.81% OBJECTS OF EXPENSES Staff Expenses - Note 1 160,192$ 151,702$ 110,919$ 302,476$ 400,170$ 97,694$ 32% Staff Related Expenses - - - 150 150 - 0% Materials and Supplies 24,839 20,955 12,224 30,046 29,723 (323) -1% Purchased Services 172,161 174,549 175,429 236,325 240,267 3,942 2% TOTAL EXPENDITURES 357,192$ 347,207$ 298,572$ 568,996$ 670,310$ 101,314$ 17.81% SOURCES OF REVENUE Municipal Levy 110,735$ 253,425$ 259,479$ 345,971$ 418,186$ 72,215$ 20.87% User Fees - Note 2 219,643 199,238 223,577 223,025 245,750 22,725$ 10% Contribution from/(to) Reserves - Note 3 26,814 (105,456) - - 6,374 6,374$ 0% TOTAL REVENUE 357,192$ 347,207$ 483,056$ 568,996$ 670,310$ 101,314$ 17.81% NOTES 1. COLA increase, 2 staff moving up the grid. 2. Lee Brown Marsh fees - $105,000. 3. Partner Agreement Management - $6,374 from reserves. Conservation Authority Lands Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET CONSERVATION AUTHORITY LANDS Conservation Authority Lands Judy Maxwell 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 23 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Manager of Conservation Lands increased to 0.3 FTE from 0.18 FTE. 3.27 2.65 Supervisor of Forestry increased to 0.43 FTE from 0.07 FTE. FTE TOTAL DEPARTMENT 2024 2023 2022 Lee Brown Marsh Manager 100% 1.00 100%1.00 1.00 1.00 Manager Conservation Land Services 0% 0.00 30%0.30 0.18 0.08 Support Staff (4)154% 1.54 82%0.82 0.82 0.00 Support Staff (2)154% 1.54 48%0.48 0.38 0.00 Superintendent of Conservation Areas 0% 0.00 18%0.18 0.18 0.00 Supervisor of Forestry 0% 0.00 43%0.43 0.07 0.00 Forestry Technician 0% 0.00 6%0.06 0.02 0.00 4.08 3.27 2.65 1.08 BOARD OF DIRECTORS DRAFT 2024 BUDGET 24 Draft 2024 before HST LEE BROWN MARSH Goose Relocation - Per Canada goose $6.20 Hunting Fees 1-Day Field Hunt , 1 person $53.10 1-Day (midweek) Marsh Hunt, 1 person $479.79 1-Day (midweek) Marsh Hunt, 4 people $1,636.90 3-Day Marsh Hunt for 4 people $4,092.27 Draft 2024 before HST LANDS AND WATERS Tree Planting Program - Forest Ontario Sponsored Full Service (Seedling and Planting) per tree1 $0.60 Private Landowner Tree Planting Program Land Owner Cost per tree2 $0.82 - $2.45 Full Service (Seedling and Planting) per tree3 $1.50 - $3.05 Rental of Tree Planter per day for trees purchased from the Conservation Authority $75.00 Restoration Program Erosion Control - Landowner Plans $350.00 1 Pricing subject to change without notice. Subject to approval and availability. Minimum 500 seedlings must be planted. 2 Pricing subject to change without notice. Subject to availability. Minimum 150 seedlings/species. 3 Pricing subject to change without notice. Subject to availability. Minimum 5 acres and 500 seedlings. CONSERVATION LANDS - LEE BROWN MARSH FEE SCHEDULE LONG POINT REGION CONSERVATION AUTHORITY LONG POINT REGION CONSERVATION AUTHORITY CONSERVATION LANDS - LANDS AND WATERS FEE SCHEDULE BOARD OF DIRECTORS DRAFT 2024 BUDGET 25 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #1 Protect People & Property From Flooding & Natural Hazards #2 Deliver Exceptional Services & Experiences PROGRAM MANAGER #4 Organizational Excellence Action Plan Advertise and promote the programs & services of the Authority. Increase the awareness of the Authority's accomplishments via social media. Update information on the Authority website. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$$$$% ACTIVITIES Communication and Marketing Services 71,550$ 95,974$ 26,706$ 129,131$ 122,963$ (6,168)$ -5% Leighton & Betty Brown Scholarship Trust Fund 3,000 2,000 2,000 1,000 1,000 - 0% LPRCA Memorial Woodlot Services 6,737 3,521 10,231 12,146 12,335 189 2% 81,286$ 101,495$ 38,937$ 142,277$ 136,299$ (5,978)$ -4.20% OBJECTS OF EXPENSES Staff Expenses - Note 1 68,777$ 80,827$ 28,248$ 104,027$ 98,799$ (5,228)$ -5% Staff Related Expenses 202 1,279 67 1,650 1,650 - 0% Materials and Supplies 8,942 7,488 5,795 11,550 11,300 (250) -2% Purchased Services 3,365 11,901 4,826 25,050 24,550 (500) -2% TOTAL EXPENDITURES 81,286$ 101,495$ 38,937$ 142,277$ 136,299$ (5,978)$ -4.20% SOURCES OF REVENUE Municipal Levy 92,994$ 96,719$ 97,708$ 130,277$ 128,299$ (1,978)$ -1.52% Community Support - Note 2 11,444 8,976 7,270 12,000 8,000 (4,000) -33% Contribution from/(to) Reserves (23,152) (4,200) - - - - 0% TOTAL REVENUE 81,286$ 101,495$ 104,978$ 142,277$ 136,299$ (5,978)$ -4.20% NOTES 1. COLA increase, 1 employee moving up the grid. 2. Memorial Woodlot Donations of $7,000 and the Leighton & Betty Brown Fund Interest for Scholarships of $1,000. Communication and Marketing Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET COMMUNICATION AND MARKETING SERVICES COMMUNICATION AND MARKETING SERVICES Aaron LeDuc 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 26 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 The FTE's remain at the 2023 level. 1.08 1.08 FTE TOTAL DEPARTMENT 2024 2023 2022 Marketing & Social Media Associate 100% 1.00 100% 1.00 1.00 1.00 Seasonal Support 0% 0.00 8% 0.08 0.08 0.08 1.00 1.08 1.08 1.08 BOARD OF DIRECTORS DRAFT 2024 BUDGET 27 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #2 Deliver Exceptional Services & Experiences #4 Organizational Excellence PROGRAM MANAGER Action Plan Deliver student Outdoor Education & Heritage Programs. Revitalization Project at the Education Centre final phase of display installation. Collection management project continuation. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget ACTIVITIES $$$$$$% Education Centre 4,390$ 27,657$ 30,506$ 48,103$ 49,546$ 1,442$ 3% Educational and Interactive Program Services 13,290 15,095 34,494 99,744 84,423 (15,321) -15% Heritage Village and Historical Services*99,176 108,270 99,001 177,815 173,788 (4,027) -2% Amortization 39,696 39,902 - - - - 0% 156,553$ 190,924$ 164,001$ 325,662$ 307,756$ (17,905)$ -5.50% OBJECTS OF EXPENSES Staff Expenses - Note 1 85,159$ 118,071$ 110,178$ 266,620$ 247,646$ (18,974)$ -7% Staff Related Expenses 573 628 203 2,550 1,550 (1,000) -39% Materials and Supplies 3,069 3,877 14,596 9,392 11,361 1,969 21% Purchased Services 28,055 28,446 39,023 47,100 47,200 100 0% Amortization 39,696 39,902 - - - - 0% TOTAL EXPENDITURES 156,553$ 190,924$ 164,001$ 325,662$ 307,756$ (17,905)$ -5.50% SOURCES OF REVENUE Municipal Levy 92,146$ 94,968$ 112,820$ 150,426$ 5,582$ (144,845)$ -96% Provincial Funding-Student programs 2,993 - - 12,447 4,500 (7,947) -64% Federal Funding - COVID-19 Funding - 16,576 13,260 - - - 0% Other - Interest on Investments, Misc.- - - - - - 0% User Fees - Educational non contract programs - 823 1,402 3,000 3,000 - 0% User Fees - Heritage non contract programs 1,974 1,937 8,586 4,602 4,606 4 0% Community Support - Note 2 58,102 54,030 57,803 155,187 156,074 887 1% Contribution from (to) Reserves 1,337 22,590 - - - - 0% Transfer from/(to) Current Year Surplus - Note 3 - - - - 133,995 133,995 0% TOTAL REVENUE 156,553$ 190,924$ 193,871$ 325,662$ 307,756$ (17,905)$ -5.50% NOTES * Category 3 programs and services funded by current year surplus transfer. 1. COLA increase, 3 staff moving up the grid. 2. Community support revenue includes the interest from the endowment fund of $100,000 and the contracts with the school boards is $50,574. 3. Transfer from user fee programs & services to fund Heritage programs. Backus Heritage and Education Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET BACKUS HERITAGE AND EDUCATION SERVICES BACKUS HERITAGE AND EDUCATION SERVICES Judy Maxwell 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 28 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Heritage Programmer to 0.81 FTE from 0.5 FTE. 3.24 3.80 Curatorial Assistant position incorporated into Heritage Programmer extended term. FTE TOTAL DEPARTMENT 2024 2023 2022 Superintendent of Conservation Areas 0%0.00 25%0.25 0.30 0.30 Curatorial Assistant 0%0.00 0%0.00 0.50 0.00 Curator 90%0.90 90%0.90 0.90 0.90 Heritage Programmer 81%0.81 81%0.81 0.50 0.00 Outdoor Educator 50%0.50 50%0.50 0.50 0.77 Carpenter 0%0.00 0%0.00 0.05 0.05 Workshop Supervisor 0%0.00 5%0.05 0.05 0.05 Heritage Program Students (2)50%0.50 50%0.50 0.50 1.27 Outdoor Education Students 23%0.23 23%0.23 0.50 0.23 2.94 3.24 3.80 3.57 BOARD OF DIRECTORS DRAFT 2024 BUDGET 29 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #2 Deliver Exceptional Services & Experiences #4 Organizational Excellence PROGRAM MANAGER Action Plan Continue to provide visitors and campers exceptional experiences. Washroom renovations at Haldimand, Norfolk and Waterford North CA's. Floating dock replacement and access point upgrades at WNCA. New equipment rental and rack at Deer Creek CA. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$$ $ $% ACTIVITIES Backus Conservation Area Services 303,880$ 295,081$ 321,100$ 390,451$ 356,192$ (34,259)$ -9% Norfolk Conservation Park Services 227,535 251,846 263,896 331,120 348,745 17,626 5% Deer Creek Conservation Park Services 141,809 178,669 173,803 233,343 212,470 (20,873) -9% Haldimand Conservation Park Services 250,009 300,428 269,050 341,980 382,833 40,853 12% Waterford North Conservation Park Services 193,643 258,045 266,358 316,038 367,547 51,509 16% Amortization 63,750 78,930 -- -- 0% 1,180,627$ 1,362,999$ 1,294,207$ 1,612,933$ 1,667,787$ 54,854$ 3.40% OBJECTS OF EXPENSES Staff Expenses - Note 1 636,008$ 722,291$ 718,899$ 995,103$ 1,008,726$ 13,623$ 1% Staff Related Expenses 5,367 4,028 3,028 6,055 5,505 (550) -9% Materials and Supplies 69,352 102,167 86,326 75,635 73,250 (2,385) -3% Purchased Services 386,150 434,083 463,229 513,415 556,581 43,166 8% Equipment - Note 2 20,000 21,500 22,725 22,725 23,725 1,000 4% Amortization 63,750 78,930 -- -- 0% TOTAL EXPENDITURES 1,180,627$ 1,362,999$ 1,294,207$ 1,612,933$ 1,667,787$ 54,853$ 3.40% SOURCES OF REVENUE Municipal Levy -$ -$-$-$ -$-$ 0% User Fees - Note 3 1,677,723 1,914,023 1,992,481 1,885,538 1,940,600 55,062 3% Provincial Funding-Student programs 15,191 10,699 10,510 10,000 14,500 4,500 45% Contribution from (to) Reserves (512,287) (561,723) -(196,151) -196,151 -100% Transfer from/(to) Current Year Surplus - Note 4 ----(258,913) (258,913) TOTAL REVENUE 1,180,627$ 1,362,999$ 2,002,991$ 1,699,388$ 1,696,187 (3,201)$ -0.19% SURPLUS - Note 5 -$ -$708,784$ 86,455$ 28,400$ (58,055)$ -67.15% NOTES 1. COLA increase, and grid movement. 2. Equipment charges for CAMIS reservation system and hardware increasing to $23,725. 3. Budgeted camping revenue increasing 2.9% to reflect fee increase. 4. Transfer to HWS ($31,983), Backus Heritage ($133,995) and Corporate Services ($92,934). 5. Budget surplus of $28,400 to fund campground capital upgrades. Conservation Parks Management Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET CONSERVATION PARKS MANAGEMENT SERVICES CONSERVATION PARKS MANAGEMENT SERVICES Judy Maxwell 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 30 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Manager of Conservation Lands Services 0.5 FTE from 0.6 FTE. 15.98 16.21 Summer/student support at Backus CA reduced from 3.48 to 2.58 FTE. Superintendent of Conservation Areas reduced 0.05 FTE to 0.58 FTE. Seasonal support from the workshop increased to 1.15 FTE's from 0.86 FTE. FTE TOTAL DEPARTMENT 2024 2023 2022 Deer Creek Supervisor and Assistant (2)108%1.08 108%1.08 1.08 1.08 Deer Creek summer/students (2)104%1.04 104%1.04 1.04 0.85 Backus Supervisor and Assistant (2)108%1.08 108%1.08 1.08 0.00 Backus summer/students (2)258%2.58 258%2.58 3.48 0.00 Norfolk Supervisor and Assistant 108%1.08 108%1.08 1.08 1.00 Norfolk summer/students (4)144%1.44 144%1.44 1.44 1.44 Haldimand Supervisor and Assistant (2)154%1.54 121%1.21 1.08 0.92 Haldimand summer/students (4)144%1.44 144%1.44 1.44 1.44 Waterford Supervisor and Assistant (2)108%1.08 108%1.08 1.08 1.08 Waterford summer/students (3)173%1.73 133%1.73 1.33 1.33 Seasonal Support 0%0.00 115%1.15 0.86 0.86 Superintendent of Conservation Areas 0%0.00 63%0.58 0.63 0.50 Manager Conservation Land Services 0%0.00 60%0.50 0.60 0.40 14.08 15.98 16.21 10.90 BOARD OF DIRECTORS DRAFT 2024 BUDGET 31 2020 HST included 2021 HST included 2022 HST included 2023 HST included Draft 2024 HST included Draft increase % DAY USE FEES Walk-in (under 12 free) $6.00 $6.00 $6.00 $6.00 $6.00 0.00% Vehicle $14.00 $15.00 $15.00 $15.00 $15.00 0.00% Motorcycle $9.00 $9.00 $9.00 $9.00 $9.00 0.00% Season Vehicle Day Pass $85.00 $95.00 $95.00 $100.00 $100.00 0.00% Season Vehicle Pass Replacement $10.00 $10.00 $10.00 $10.00 $10.00 0.00% Mini Bus $55.00 $55.00 $55.00 $55.00 $55.00 0.00% Bus $120.00 $120.00 $120.00 $120.00 $120.00 0.00% Operator Permit Fee - Annual $350.00 $350.00 $375.00 $375.00 0.00% Operator Customer Fee - per person $4.00 $4.00 $4.00 $4.00 0.00% CAMPING FEES Per Night Unserviced*$38.00 $38.00 $38.00 $40.00 $41.00 2.50% With Hydro & Water 15 amp*$50.00 $50.00 $50.00 $53.00 $55.00 3.77% With Hydro & Water 30 amp*$59.00 $59.00 $59.00 $60.00 $63.00 5.00% With Hydro, Water & Sewer 15 amp*$61.00 $61.00 $61.00 $64.00 $66.00 3.13% With Hydro, Water & Sewer 30 amp*$70.00 $70.00 $70.00 $70.00 $73.00 4.29% *20% discount for overnight camping for seniors & the disabled. Must show senior or disability permit. Cabin Rental Per Night Cabin 900 A (Backus only)$60.00 $60.00 $60.00 $65.00 $70.00 7.69% Cabin 901 D (Backus only)$105.00 $105.00 $105.00 $110.00 $115.00 4.55% Per Week Unserviced $225.00 $225.00 $225.00 $240.00 $246.00 2.50% With Hydro & Water 15 amp $305.00 $305.00 $305.00 $318.00 $330.00 3.77% With Hydro & Water 30 amp $350.00 $350.00 $350.00 $360.00 $378.00 5.00% With Hydro, Water & Sewer 15 amp $368.00 $368.00 $368.00 $384.00 $396.00 3.13% With Hydro, Water & Sewer 30 amp $415.00 $415.00 $415.00 $420.00 $438.00 4.29% Cabin Rental Per Week Cabin 900 A (Backus only)$360.00 $360.00 $360.00 $360.00 $385.00 6.94% Cabin 901 D (Backus only)$630.00 $630.00 $630.00 $630.00 $635.00 0.79% Per Month Unserviced $675.00 $675.00 $675.00 $720.00 $738.00 2.50% With Hydro & Water 15 amp $915.00 $915.00 $915.00 $954.00 $990.00 3.77% With Hydro & Water 30 amp $1,050.00 $1,050.00 $1,050.00 $1,080.00 $1,134.00 5.00% With Hydro, Water & Sewer 15 amp $1,100.00 $1,100.00 $1,100.00 $1,152.00 $1,188.00 3.13% With Hydro, Water & Sewer 30 amp $1,240.00 $1,240.00 $1,240.00 $1,260.00 $1,314.00 4.29% Per Season Unserviced $1,685.00 $1,770.00 N/A N/A N/A With Hydro & Water 15 amp $2,400.00 $2,520.00 $2,570.00 $2,623.50 $2,722.50 3.77% With Hydro & Water 30 amp $2,650.00 $2,785.00 $2,840.00 $2,970.00 $3,118.50 5.00% With Hydro, Water & Sewer 15 amp $2,900.00 $3,045.00 $3,105.00 $3,168.00 $3,267.00 3.13% With Hydro, Water & Sewer 30 amp $3,125.00 $3,285.00 $3,350.00 $3,465.00 $3,613.50 4.29% Premium & 30 amp $3,200.00 $3,360.00 $3,430.00 $3,565.00 $3,740.00 4.91% 2nd Season Vehicle Day Pass $50.00 $55.00 $55.00 $60.00 $60.00 0.00% Exterior Fridge (Seasonal)$275.00 $300.00 $300.00 $325.00 $335.00 3.08% Seasonal Camper Late Payment Fee $75.00 New CONSERVATION AREA FEE SCHEDULE Backus, Deer Creek, Haldimand, Norfolk and Waterford North BOARD OF DIRECTORS DRAFT 2024 BUDGET 32 CONSERVATION AREA FEE SCHEDULE Backus, Deer Creek, Haldimand, Norfolk and Waterford North 2020 HST included 2021 HST included 2022 HST included 2023 HST included Draft 2024 HST included Draft increase % Group Camping Group Camping Tents Only Group Camping (per night) $55.00 $55.00 $55.00 $60.00 $60.00 0.00% Group Camping (per person/night) $6.00 $6.00 $6.00 $7.00 $7.00 0.00% OTHER FEES Reservation Fee - online $12.00 $13.00 $13.00 $14.00 $15.00 7.14% Reservation Fee - by phone $15.00 $15.00 $15.00 $15.00 $15.00 0.00% Cancellation/Change Fee $15.00 $15.00 $15.00 $15.00 $15.00 0.00% 2nd Vehicle Parking $11.00 $12.00 $12.00 $13.00 $13.00 0.00% Pavilion $75.00 $75.00 $75.00 $75.00 $75.00 0.00% Wood $10.00 $10.00 $10.00 $10.00 $10.00 0.00% Kindling $5.00 $5.00 $5.00 $5.00 $5.00 0.00% Ice $4.00 $4.00 $4.00 $4.00 $4.00 0.00% Picnic Tables (per table per day) $6.00 $6.00 $6.00 $6.00 $6.00 0.00% Bait / Worms $3.50 $3.50 $3.50 $3.50 $3.50 0.00% Vendor permit $55.00 $60.00 $60.00 $60.00 $60.00 0.00% Canoe/Kayak Rental - per hour $15.00 $15.00 $15.00 $15.00 $15.00 0.00% - per 1/2 day (4 hours)$50.00 $50.00 $50.00 $50.00 $50.00 0.00% - per day (8 hours)$80.00 $80.00 $80.00 $80.00 $80.00 0.00% Boat/Trailer Storage - off site $375.00 $375.00 $375.00 $375.00 $375.00 0.00% Winter Trailer Storage/camp site $215.00 $225.00 $225.00 $225.00 $225.00 0.00% Winter Storage Late Fee (per day)$10.00 $10.00 $10.00 $10.00 $10.00 0.00% BACKUS HERITAGE CONSERVATION AR Rentals Church Rental $250.00 $250.00 $250.00 $250.00 $250.00 0.00% Ed. Centre Rentals - 1/2 day $240.00 $240.00 $240.00 $240.00 $240.00 0.00% - full day Auditorium or Classroom $400.00 $400.00 $400.00 $400.00 $400.00 0.00% -add for 2nd room $50.00 $50.00 $50.00 $50.00 $50.00 0.00% Events and Photography Outdoor Wedding $400.00 $400.00 $400.00 $400.00 $400.00 0.00% - includes pavilion & 20 day passes Photography Fee - Weddings $125.00 $125.00 $125.00 $125.00 $125.00 0.00% All other photo shoots $75.00 $75.00 $75.00 $75.00 $75.00 0.00% -includes entry for 2 passenger vehicles Education Programming - full day**$560.84 $583.62 4.06% -1/2 day**$280.42 $291.81 4.06% **Maximum 40 students per class per day. BOARD OF DIRECTORS DRAFT 2024 BUDGET 33 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions PROGRAM MANAGER #1 Organizational Excellence #3 Support & Empower Our People Action Plan Continue sustainable harvesting following 20-year FMP and finalize 5-year operating plan 2025 - 2030. Protection of SAR by continuing with Ecological Surveys. Complete prescriptions, tender marked forest tracts and monitor ongoing logging operations. Ongoing monitoring of the Spongy Moth & Oak Wilt. Grant funding for invasive spraying on Authority properties including HWA inventory/treatment. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$ $ $ $ $ % ACTIVITIES General Forestry Management Services 271,636$ 230,656$ 175,766$ 255,945$ 231,152$ (24,793)$ -10% LPBLT - Upland Habitat Program 36,026$ 40,386$ 66,561$ 64,215$ 66,381$ 2,165$ 0% 307,663$ 271,042$ 242,327$ 320,160$ 297,532$ (22,628)$ -7.07% OBJECTS OF EXPENSES Staff Expenses - Note 1 158,917$ 211,174$ 183,155$ 220,860$ 199,356$ (21,504)$ -10% Staff Related Expenses - Note 2 9,591 9,461$ 9,687 12,300 11,300 (1,000) -8% Materials and Supplies - Note 3 4,658 13,756$ 6,550 19,400 19,276 (124)-1% Purchased Services - Note 4 134,496 36,651$ 42,935 67,600 67,600 - 0% TOTAL EXPENDITURES 307,663$ 271,042$ 242,327$ 320,160$ 297,532$ (22,628)$ -7.07% SOURCES OF REVENUE Municipal Levy -$ -$ -$-$ --$ 0% User Fees - Forest Revenue 353,981 340,505 331,157 310,000 310,000 - 0% Community Support 18,000 22,712 32,830 32,090 40,000 7,910 0% Contribution from (to) Reserves (64,318) (92,174) -- -- 0% Transfer from/(to) Current Year Surplus - Note 5 - - -(21,930) (43,918) (21,988) 100% TOTAL REVENUE 307,663$ 271,042$ 363,986$ 320,160$ 306,082$ (14,078)$ -4.40% SURPLUS -$ -$ 121,659$ -$ 8,550$8,550$ 0% NOTES 2. $8,000 included for membership fees including the Eastern Ontario Model Forest Association. 3. Materials and Supplies: $2,500 for paint and tape. 4.Subcontractors are: $25,000 for ecological survey, $5,000 property surveys and $5,000 for a Forestry Consultant. 5. Transfer to Corporate Services ($43,918). Public Forest Land Management Services Budget 2023 Budget 1. COLA increase. LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET PUBLIC FOREST LAND MANAGEMENT SERVICES PUBLIC FOREST LAND MANAGEMENT SERVICES Judy Maxwell 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 34 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Manager of Conservation Lands increased to 0.20 from 0.10 FTE. 1.56 1.99 Supervisor of Forestry decrease to 0.50 from 0.93 FTE. Forestry Technician decreased to 0.80 from 0.95 FTE. FTE TOTAL DEPARTMENT 2024 2023 2022 Manager Conservation Land Services 0%0.00 20%0.20 0.10 0.10 Supervisor of Forestry 100%1.00 50%0.50 0.93 0.93 Forestry Technician 100%1.00 85%0.85 0.95 0.88 Seasonal Staff 0%0.00 1%0.01 0.01 0.01 2.00 1.56 1.99 1.92 BOARD OF DIRECTORS DRAFT 2024 BUDGET 35 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #2 Deliver Exceptional Services & Experiences #4 Organizational Excellence PROGRAM MANAGER Action Plan The projection is to plant 40,000 trees funded by private landowners and Forest Ontario. Tree survival monitoring and reporting. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$ $ $ $% ACTIVITIES Private Property Tree Planting Services 85,079$ 137,659$ 73,856$ 104,676$ 114,849$ 10,173$ 10% OPG Tree Planting Services 30,972 - - -50,000 50,000 0% LPB/OPG Long Term Tree Planting Services 8,570 - - 14,678 11,443 (3,236) -22% Trees for Roads 11,469 12,354 16,498 -12,136 12,136 0% 136,090$ 150,013$ 90,354$ 119,355$ 188,427$ 69,073$ 57.87% OBJECTS OF EXPENSES Staff Expenses - Note 1 33,766$ 27,026$ 34,007$ 39,455$ 66,753$ 27,298$ 69% Staff Related Expenses 620 740 - 850 850 - 0% Materials and Supplies - Note 2 57,603 80,436 46,027 47,650 72,049 24,399 51% Purchased Services - Note 3 44,101 41,811 10,320 31,400 48,775 17,375 55% TOTAL EXPENDITURES 136,090$ 150,013$ 90,354$ 119,355$ 188,427$ 69,073$ 57.87% SOURCES OF REVENUE Municipal Levy -$ -$ -$ -$-$-$ 0% User Fees - Note 4 85,079 115,836 46,382 86,698 90,849 4,150 5% Community Support - Note 5 63,302 33,454 65,085 18,000 86,136 68,136 379% Contribution from (to) Reserves - Note 6 (12,291) 723 - 14,656 11,443 (3,214) 0% TOTAL REVENUE 136,090$ 150,013$ 111,468$ 119,355$ 188,427$ 69,073$ 57.87% NOTES 1. COLA increase, one staff moving up grid. 2. Nursery stock of $65,000. 3. Subcontractors expense for the tree planting of $32,000. 4. User fees are private property tree planting funding from Forest Ontario. 5.Community Support is fees charged to landowners, trees for roads program and grant funding. 6. OPG Forest Corridor Reserve for Long-term survival monitoring - $11,443. Private Forest Land Management Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET PRIVATE FOREST LAND MANAGEMENT SERVICES PRIVATE FOREST LAND MANAGEMENT SERVICES Leigh-Anne Mauthe 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 36 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Lands & Waters Supervisor decreased 0.025 FTE to grant funded program. 0.80 0.36 FTE TOTAL DEPARTMENT 2024 2023 2022 Forestry Technician 0%0.00 0%0.00 0.00 0.02 Lands & Waters Supervisor 0%0.00 24%0.32 0.27 0.37 HWS Technician 0%0.00 3%0.42 0.03 0.05 Seasonal Staff 0%0.00 6%0.06 0.06 0.06 0.00 0.80 0.36 0.50 BOARD OF DIRECTORS DRAFT 2024 BUDGET 37 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #2 Deliver Exceptional Services & Experiences #4 Organizational Excellence PROGRAM MANAGER Action Plan Support operations for parks, flood control structures, forestry and motor pool. Maintain the equipment and vehicles for the Authority. Utilize staff and their skills to complete capital projects and improve LPRCA facilities and campgrounds. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$$ $$% ACTIVITIES 161,167$ 170,795$ 145,132$ 197,722$ 227,039$ 29,317$ 15% 150,543 145,004 134,784 185,990 206,267 20,277 11% 88,596 82,966 - - - - 0% 400,306$ 398,765$ 279,917$ 383,712$ 433,307$ 49,595$ 12.92% 186,088$ 161,818$ 143,290$ 214,762$ 235,507$ 20,745$ 10% 4,829 2,937 1,671 4,100 4,100 - 0% 75,738 95,178 61,048 87,300 91,550 4,250 5% 45,056 55,866 73,907 77,550 102,150 24,600 32% 88,596 82,966 - - - - 0% 400,306$ 398,765$ 279,917$ 383,712$ 433,307$ 49,595$ 12.92% -$ 231,999$ 260,558$ 148,292$ 197,722$ 227,039$ 29,317$ 15% 98,764 98,291 336,822 348,990 390,267 41,277 12% 69,543 39,916 - - - - 0% 400,306$ 398,765$ 485,113$ 546,712$ 617,307$ 70,595$ 12.91% -$-$ -$ 163,000$ 184,000$ -$ 42.46% General Facility Maintenance Services Motor Pool Services Amortization OBJECTS OF EXPENSES Staff Expenses- Note 1 Staff Related Expenses Materials and Supplies - Note 2 Purchased Services Amortization TOTAL EXPENDITURES SOURCES OF REVENUE Municipal Levy User Fees - Note 3 Contribution from (to) Reserves TOTAL REVENUE SURPLUS - Note 4 NOTES 1.COLA increase, 2 staff moving up the grid. 2.Fuel, Diesel and oil for motor pool. 3.Motor Pool revenues of $390,267. 4.2024 Capital Budget includes the acquisition of $184,000 equipment & vehicles. 2023 Budget Maintenance Operations Services Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET Maintenance Operations Services Maintenance Operations Services Judy Maxwell 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 38 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Manager of Engineering and Infrastructure increase 0.05 FTE to 0.25 FTE allocation. 2.20 2.09 Workshop Technician increased departmental allocation to 0.75 FTE. FTE TOTAL DEPARTMENT 2024 2023 2022 Manager of Engineering & Infrastructure 0%0.00 25%0.25 0.20 0.30 Workshop Technician 100%1.00 75%0.75 0.69 0.69 Workshop Supervisor 100%1.00 85%0.85 0.85 0.85 Support Staff 0%0.00 35%0.35 0.35 1.47 Support Staff (2)0%0.00 0%0.00 0.00 0.38 2.00 2.20 2.09 3.69 BOARD OF DIRECTORS DRAFT 2024 BUDGET 39 PROGRAM NAME LINKS TO STRATEGIC PLAN Strategic Directions #2 Deliver Exceptional Services & Experiences #3 Support & Empower Our People PROGRAM MANAGER #4 Organizational Excellence Action Plan 2024 - 2027 Strategic Plan Refresh. New CA Act regulations requirements for December 31, 2024. Review and update corporate policies. Asset Management Plan for Water Control Structures. 2021 2022 2023 2023 2024 Actual Actual Sep 30 YTD Budget Budget $$$$$% ACTIVITIES LPRCA Board 59,076$ 55,650$ 56,570$ 68,485$ 68,790$ 305$ 0% Corporate / IT Services 958,247 1,034,420 859,346 1,108,361 1,171,610 63,249 6% Amortization 8,452 9,364 - --- 0% 1,025,774$ 1,099,434$ 915,916$ 1,176,846$ 1,240,400$ 63,554$ 5.40% OBJECTS OF EXPENSES 570,619$ 656,645$ 485,842$ 733,142$ 770,310$ 37,167$ 5% 8,321 7,551 10,603 16,600 17,100 500 3% 9,809 9,070 6,229 9,400 10,000 600 6% 356,696 351,419 347,852 335,219 359,700 24,481 7% 12,803 9,734 8,820 14,000 14,500 500 4% 59,076 55,650 56,570 68,485 68,790 305 0% 8,452 9,364 - --- 0% 1,025,774$ 1,099,434$ 915,916$ 1,176,846$ 1,240,400$ 63,554$ 5.40% 649,100$ 525,337$ 545,024$ 726,699$ 830,348$ 103,648$ 14% 23,806 8,351 6,413 8,500 8,800 300 4% 70,755 162,248 198,012 223,566 264,400 40,834 18% 24,363 24,144 - --- 0% 1,219 13,339 - --- 0% 256,532 366,014 - --- 0% --- 218,080 136,852 (81,228) -37% 1,025,774$ 1,099,434$ 749,450$ 1,176,846$ 1,240,400$ 63,554$ 5.40% Staff Expenses - Note 1 Staff Related Expenses Materials and Supplies Purchased Services - Note 2 Equipment Other Amortization TOTAL EXPENDITURES SOURCES OF REVENUE Municipal Levy User Fees - Note 3 Community Support - Note 4 Interest on Investments Gain on Sale of Assets Contribution from (to) Reserves Transfer from/(to) Current Year Surplus - Note 5 TOTAL REVENUE NOTES 1.COLA increase, three staff moving up the grid. 2.Includes the lease of the administration office space $114,900. 3.Rental of office space $8,800. 4.Gas lease revenue of $2,800, water irrigation permit fee of $1,100, interest revenue $240,000 and endowment interest of $20,000 to cover overhead, taxes and insurance for Backus Education Center. 5.The transfer from current year surplus from user fee support departments is $136,852. Corporate Services Budget 2023 Budget LONG POINT REGION CONSERVATION AUTHORITY 2024 DRAFT BUDGET CORPORATE SERVICES CORPORATE SERVICES Aaron LeDuc 2024 Change from BOARD OF DIRECTORS DRAFT 2024 BUDGET 40 STAFFING LEVELS (FTE)CHANGES IN SERVICES & ACTIVITY LEVELS 2024 2023 Accounting clerks (1) increased to 0.9 FTE from 0.8 FTE. 6.55 6.34 Accounting Clerk 1.0 FTE added and reduction of Accounting Supervisor 1.0 FTE. Project Consultant increased to 0.4 FTE to assist in developing Watershed Plans & Strategies. FTE TOTAL DEPARTMENT 2024 2023 2022 General Manager 100%1.00 99%0.99 0.99 0.99 Manager of Corporate Services 100%1.00 100%1.00 1.00 1.00 Supervisor of Accounting 0%0.00 0%0.00 1.00 1.00 Accounting Clerk (2)100%1.90 190%1.90 0.80 0.80 Executive Assistant 100%1.00 100%1.00 1.00 1.00 HR Associate/Receptionist 100%1.00 100%1.00 1.00 1.00 Project Consultant 50%0.50 40%0.40 0.28 0.00 Special Projects 50%0.50 25%0.25 0.25 0.00 Seasonal Support Staff 0%0.00 2%0.02 0.02 0.02 6.90 6.55 6.34 5.81 BOARD OF DIRECTORS DRAFT 2024 BUDGET 41 CAPITAL PROJECTS 2024 General Special In-Year WECI / Prior Year User Fee Total Levy Levy Surplus MNRF Capital Reserve Watershed Services Flood Control Structure Repairs and Studies 75,000 60,000 75,000 210,000 Conservation Authority Lands Property Gates 5,000 5,000 Backus Heritage and Education Services Conservation Parks Management Services Deer Creek/Waterford North CAs Rental Equipment 5,400 5,400 Haldimand CA Washroom Renovations 8,000 8,000 Waterford North CA Washroom Renovations 15,000 15,000 Maintenance Operation Services Vehicle Replacement (1 pickup truck)56,000 56,000 Vehicle Replacement (1 SUV)39,000 39,000 Equipment (1 UTV and Trailer)8,550 18,450 27,000 Equipment Replacement (1 riding lawnmower)24,000 24,000 Equipment Replacement (1 Tractor)65,000 65,000 Equipment Replacement (1 Air Compressor)6,000 6,000 Storage Shed Roof Replacement (2 storage sheds)17,840 17,840 Corporate Services Computer Upgrades 10,100 10,100 Office Renovations 75,000 133,000 208,000 Total 188,940$ 60,000$ 220,950$ 75,000$ 133,000$ 18,450$ 696,340$ Long Point Region Conservation Authority One Year (2024) Draft Capital Budget Capital Budget Summary ‐ 2024 BOARD OF DIRECTORS DRAFT 2024 BUDGET 42 CAPITAL PROJECTS 2024-2028 2024 2025 2026 2027 2028 Total Watershed Services Flood Control Structure Repairs and Studies 210,000 600,000 600,000 600,000 1,450,000 3,460,000 Conservation Authority Lands Property Gates 5,000 5,000 5,000 5,000 5,000 25,000 Backus Heritage and Education Services Conservation Parks Management Services Deer Creek/Waterford North CAs Rental Equipment 5,400 5,400 Haldimand CA Washroom Renovations 8,000 8,000 Waterford North CA Washroom Renovations 15,000 15,000 Maintenance Operation Services Vehicle Replacement (1 pickup truck)56,000 56,000 56,000 56,000 56,000 280,000 Vehicle Replacement (1 SUV)39,000 39,000 Vehicle (1 UTV and Trailer)27,000 27,000 Equipment Replacement (1 riding lawnmower)24,000 24,000 19,000 19,000 19,000 105,000 Equipment Replacement (1 Tractor)65,000 55,000 120,000 Equipment Replacement (1 Air Compressor)6,000 6,000 Storage Shed Roof Replacement (2 storage sheds)17,840 17,840 Corporate Services Computer Upgrades 10,100 10,000 7,500 7,500 7,500 42,600 Office Renovations 208,000 208,000 Total 696,340$ 695,000$ 687,500$ 687,500$ 1,592,500$ 4,358,840$ SOURCES OF REVENUE for 2024 MUNICIPAL GENERAL LEVY - Capital 188,940$ 115,000$ 112,500$ 12,500$ 162,500$ 591,440$ MUNICIPAL SPECIAL LEVY - Capital 60,000$ 500,000$ 500,000$ 600,000$ 1,300,000$ 2,960,000$ Current Year Surplus 220,950$ 80,000$ 75,000$ 75,000$ 130,000$ 580,950$ Grants - Provincial (WECI / MNRF)75,000$ -$ -$ -$ -$ 75,000$ Prior Year Capital 133,000$ -$ -$ -$ -$ 133,000$ User Fee Reserve 18,450$ -$ -$ -$ -$ 18,450$ 696,340$ 695,000$ 687,500$ 687,500$ 1,592,500$ 4,358,840$ Long Point Region Conservation Authority Five Year (2024-2028) Draft Capital Budget Capital Budget Summary ‐ 2024‐2028 BOARD OF DIRECTORS DRAFT 2024 BUDGET 43 Flood Control Structures Capital Summary 2024-2033 The Long Point Region Conservation Authority currently owns and operates 13 dams and water control structures within its watershed. Historically these structures were constructed for a variety of reasons including water storage, flow augmentation, municipal and agricultural water sources, power generation and recreation. Many of these structures were constructed in the 1960’s while others were constructed over 100 years ago. In 2014 LPRCA hired Riggs Engineering to undertake a visual inspection of six structures. The structures identified and inspected were Backus Mill, Deer Creek, Hay Creek, Lehman, Norwich and Teeterville dams. The inspections identified a number of concerns with the structures relating to public safety and maintenance. As part of the inspection, corrective action and tasks were identified based on priority intervals of 1-2, 2-5 and 5-10 years. Dam Safety Reviews and Condition Assessments (DSR) have been completed for Vittoria, Teeterville, Backus Mill, Hay Creek and Norwich Dams. Recommendations from the inspections along with the DSR have been incorporated into the Capital Plan for Dams. Where possible, LPRCA staff applies for matching funds from the Water and Erosion Control Infrastructure (WECI) Program administered by the Ministry of Natural Resources and Forestry. The WECI Program is competitive amongst all conservation authorities with a limited amount of funding allocated based on a priority scoring system. Backus Mill Dam The Backus Mill Dam was constructed to power a grist mill approximately 11 km north of Port Rowan on Dedrick Creek in Norfolk County. Historically the Dam was constructed to power a grist mill in the 1800’s and continues to supply water to the historic mill and serves as a feature for the Backus Heritage Conservation Area. The Dam is a composite gravity dam with earthen embankments on either side and a concrete spillway with stoplogs for adjusting water levels. The Riggs inspection identified the Dam to be in need of repairs to the bridge, spillway and embankment. A structural analysis and assessment of the timber bridge with respect to the Canadian Highway Bridge Design Code was completed. The bridge was reinforced for capacity requirements and curbs added for vehicular safety in 2016. Pedestrian railings around the bridge and dam were added in 2017/18 to protect the public from fall hazards. Portions of the embankment were determined to be steep and over-steep with areas experiencing localized loss of material. Potential solutions included bringing in new material, re-grading the downstream slope to a 2H:1V inclination and installing French drains at the new toe of slope. This would require extending downstream wingwalls at the spillway to accommodate the re-graded 2H:1V inclination of the slope and extending the stilling basin to accommodate the re-graded slope. As required by the Ministry of Natural Resources and Forestry (MNRF) for such work, a Dam Safety Review was carried out in 2017. The Hazard Classification of the Dam is determined to be LOW; however, the Dam fails to pass the 100-year Inflow Design Flood and would be overtopped. A Lakes and Rivers Improvement Act (LRIA) permit is required from MNRF for the dam repairs. The LRIA application requires the Dam to be modified to pass the IDF (100-year flow) as part of the necessary embankment repairs. Design for the repairs was completed by Riggs Engineering in March 2019. The capacity of the dam will be increased by constructing a semi-circular weir upstream of the dam to control the discharge, removing the logs from the dam control structure, and regrading the road to provide for controlled overflow. Funding opportunities are being assessed with construction scheduled post-2027. To date, all repairs and designs have been co-funded by the WECI program and LPRCA general levy. BOARD OF DIRECTORS DRAFT 2024 BUDGET 44 Brook Dam The Brook Dam is an earth fill dam which was built with three stop log sections. LPRCA purchased the property in 1972, and the dam has not been operated since 1980. A new railing at the bridge entrance was installed in 1994. The dam was partially decommissioned in 2007 and although the dam is not operating anymore, the concrete structure still remains. A study is required to determine if a dam failure is still a risk to the downstream properties. Deer Creek Dam The Dam was constructed on Deer Creek approximately 2.7 km north of the confluence with Big Creek in Norfolk County in the late 1960’s. LPRCA constructed the Dam as a water storage area, an agricultural irrigation source, a recreational opportunity and feature for the adjacent Deer Creek Conservation Area, and to support Norfolk County Road 45 and its bridge over the watercourse and valley system. The Dam is a composite gravity dam with earthen embankments on either side and a concrete spillway. Stoplogs are included in the spillway for minor adjustment of water levels but are not actively operated due to inaccessibility and lack of need. The 2014 inspection identified the Dam to be in relatively good condition. Noted by the inspection is an ongoing alkali-silica reaction across the majority of the dam’s concrete. Alkali-silica reaction of concrete is between the cement paste and the aggregate that leads to swelling resulting in spalling, loss of strength, and potential failure. Concrete repair planned in 2020 and 2021 was not approved for WECI funding but proceeded in 2022 with Norfolk County funding. An application made to the WECI program again in 2022 was approved, reducing the cost to Norfolk County. Additional items for further investigation and maintenance to ensure the structure’s long-term health and performance include a video camera inspection of the toe drains. The safety fence was upgraded in 2018 to Ontario Building Code standards around hazards. The required Dam Safety Review and Condition Assessment planned in 2020 was not approved for WECI funding and has been deferred to 2025. Hay Creek Dam In 1967 the Hay Creek Dam was originally constructed approximately 4.5 km from Lake Erie by the Big Creek Conservation Authority. In 1970 the dam came under the ownership of LPRCA with the amalgamation of the Big Creek Region and Otter Creek Conservation Authorities. The dam was constructed as a water storage area, an agricultural irrigation source, a recreational opportunity and feature for the adjacent Hay Creek Conservation Area, and to support Port Ryerse Road and its bridge over the watercourse and valley system. The Dam was identified by the Riggs Engineering inspection as a high priority structure requiring immediate attention. Specifically identified with the Dam was the disabling of the shear pin mechanism without prior approval from MNRF under LRIA. The shear pin mechanism was intended to release stop logs during flood flows to increase flow capacity and reduce the potential for overtopping of the Dam. In 2015/16 WECI co- funded a hydraulic study of the disabled shear pin mechanism. It was determined the flow capacity of the Dam was reduced and the structure would be overtopped during a 100-year flood. In response, the water level was reduced to an appropriate level (now current level) that allows the structure to pass the 100-year flood with adequate freeboard. Deterioration of downstream wingwalls was identified in the Riggs inspection as a priority concern. Potential causes of the issues related to the walls include a buildup of water behind the wingwalls and joint deterioration. A Dam Safety Review and Condition Assessment was completed in 2018 to assess the overall condition of the Dam. The Hazard Classification has been determined to be HIGH based on the potential loss of life due to flooding at one home downstream at Gilbert Road. However, Norfolk County plans to enlarge the Gilbert Road BOARD OF DIRECTORS DRAFT 2024 BUDGET 45 culvert in 2023 at which time the hazard will be reduced to LOW. The Dam Safety Review concluded that the downstream embankment does not meet the structural stability standards. A potential solution would include repairing the concrete, adding wicking behind the wingwalls to improve drainage, installing a sheet pile wall mid-way down the downstream slope to improve stability, and maintaining the lower water level as has been the case since 2016. The capital forecast shows these repairs in 2024. Should LPRCA choose to explore abandonment or decommissioning of the dam in the long-term, an environmental assessment and consultation process will be required. At Norfolk County’s request, the EA is shown in the capital forecast for 2027-28 to align with the County’s bridge repair planning. Lehman Dam Lehman Dam was constructed in 1964 downstream of the confluence of North and South Creek to provide a drinking water source for the Town of Delhi. Norfolk County no longer uses the Dam’s reservoir as a municipal drinking water source. The reservoir continues to be used as an agricultural irrigation source and a conservation area feature. The Dam and reservoir have been identified to be in relatively good condition by Riggs Engineering. Repairs to the fish ladder related to potential erosion were delayed in 2017 and proposed in 2018 with co-funding from WECI (unsuccessfully). These repairs were considered in 2019/2020 but are being postponed until the MTO gives direction to the culvert on Hwy. #3. Action and safety items identified to be addressed in 2-5 years, including replacing safety railings consistent with the Ontario Building Code, are to be complete by the end of 2023. Discussions with Norfolk County staff and the Ministry of Transportation (MTO) have called into question the future of the Dam. New water supply wells east of Delhi eliminate the need for the Dam and reservoir as a source for municipal water. An MTO culvert at the upper upstream limit of the reservoir is scheduled to be replaced. The backwater effects of the reservoir and future of the reservoir will likely impact the type of crossing constructed (bridge or culvert) and associated costs. Discussions with Norfolk County and MTO staff regarding the potential future of the Dam are on hold. To date, no costs associated with the Dam’s future related to decommissioning are included in the Capital Plan. However, options will be explored with both agencies to reduce overall costs. A Dam Safety Review and Condition Assessment for Lehman Dam will be required if the MTO EA for the Highway 3 culvert replacement, now on hold, does not proceed. Norwich Dam The Norwich Dam was originally constructed in the late 1960’s by the Big Otter Conservation Authority approximately 103 km upstream from Lake Erie within the village of Norwich on Big Otter Creek. In 1970, the Dam came under the ownership of the LPRCA after the Big Creek Region and Otter Creek Conservation Authorities merged. The Dam currently serves as a feature to the Norwich Conservation Area and has historically provided low flow augmentation. The Dam has been identified to be in relatively good condition based on the inspection report. Additional action items identified to be addressed in 2-5 years include inspecting the downstream stilling basin for erosion; assessing the upstream embankment condition; and adding riprap protection as necessary. The safety fence around public hazards was upgraded in 2018 to Ontario Building Code standards. A Dam Safety Review and Condition Assessment, was completed in 2020 to assess the overall condition of the Dam. The Hazard Classification has been determined to be Medium based on the potential property damage due to flooding downstream in the Town of Norwich. The Dam Safety Review concluded that the dam meets capacity standards and can pass the inflow design flood without overtopping. However, the dam does not meet the structural stability standard for winter ice loading conditions; the control structure will require anchoring or mass adding to meet this structural stability standard. Ice loading considerations and options for remediation will be investigated further. BOARD OF DIRECTORS DRAFT 2024 BUDGET 46 The severe erosion on the upstream slope of the earth embankment was repaired in 2022 with WECI funding assistance. The dam safety review also recommends a number of small operator and public safety repairs. Sutton Dam The Sutton Dam was reconstructed in 1960, at this time a new spillway section consisting of two log sections, 6 feet wide by 12 feet high, were built. The dam was partially decommissioned in 2005 by removing all of the stop logs and the flashboards. The concrete structure is still intact and a study is required to determine if a dam failure is still a risk to the downstream properties. Teeterville Dam The Teeterville Dam was originally constructed in the early 1900’s approximately 36 km from Lake Erie within the village of Teeterville, Norfolk County on Big Creek. In 1954, the structure and reservoir were purchased by the former Big Creek Conservation Authority. After taking ownership, the Big Creek Conservation Authority made modifications to the dam by adding stop logs to increase the reservoir level approximately 1.0 metre. The dam came under the ownership of LPRCA after the Big Creek Region and Otter Conservation Authorities merged in 1970. Norfolk County, LPRCA and privately owned lands surround the dam and reservoir. The structure was identified as a high priority structure based on its condition by the 2014 Riggs Engineering inspection. A Dam Safety Review and Condition Assessment was co-funded by WECI and completed by AECOM in 2016. The assessment determined the Dam does not meet stability requirements, the stilling basin is undermined and repairs are required to the concrete and operator bridge. The Dam was lowered to its winter operating level in October 2016 and will be maintained at its current level to reduce loading on the Dam and avoid the need for operator access on the unsafe bridge. The current reduced operating level will not address the inadequate stability condition of the Dam. To address the instability, required portions of the Dam could potentially be anchored and/or mass added at a significant cost. A sediment management plan was completed in 2017 to facilitate LPRCA’s options including following through on the necessary repairs or lowering the reservoir further. In 2018/19 Stantec Engineering undertook a design to facilitate construction and obtain Lakes and Rivers Improvement Act (LRIA) approval from MNRF for the repairs. The work will improve global stability to meet dam safety standards and LRIA requirements, repair deteriorated concrete and provide operator access. The old bridge was removed from the top of the dam by Norfolk County in 2022. Based on discussions with Norfolk County staff, the Capital Plan includes proceeding with an Environmental Assessment in 2024 to consider options. The environmental assessment will include consultation with the affected community and applicable government agencies. Vittoria Dam Vittoria Dam was first constructed between 1805 and 1810 near the town of Vittoria, Norfolk County to power grist and saw mills. During its operation the dam was rebuilt a number of times due to failure and deterioration. In 1964 the Big Creek Region Conservation Authority commissioned the dam to be rebuilt at its present location approximately 5 km from Lake Erie on Youngs Creek. The Vittoria Dam is primarily comprised of an earthen berm and concrete structure with stoplogs to control water levels. The majority of the structural components of the dam are located within the road allowance of Mill Pond Road with the berm of Vittoria Dam providing a base for the road and concrete structure supporting the bridge deck. In 2015 a Dam Safety Review was completed by AECOM and co-funded by WECI. The study identified minor, major and safety repairs, as well as the hazard classification, associated inflow/design flood and stability requirements. BOARD OF DIRECTORS DRAFT 2024 BUDGET 47 AECOM identified the need for concrete repair on the wingwalls, piers, abutments and deck, as well as operator safety repairs and repairs/improvements on the approach road and deck. The operator safety repairs were completed in 2016. The Dam Safety Review identified the Dam as a HIGH hazard classification structure based on the potential loss of life at the homes in the floodplain downstream. The high hazard classification sets out very clear and stringent requirements for stability and ability to pass higher design flows. Based on the Dam Safety Review, the structure fails to meet most of these requirements and requires major structural modifications including an emergency spillway to increase discharge capacity, concrete repairs and base anchoring to meet earthquake stability requirements. An Environmental Assessment was initiated in 2023 to investigate options to repair, modify, abandon or decommission the Dam in consultation with the affected community and applicable government agencies. The Capital Plan includes follow-up costs based on the repair costs estimated by AECOM as part of the Dam Safety Review in 2016. The results of the EA have not yet been determined but if the decision is to decommission the dam, reservoir drawdown will be done over a number of years and the implementation costs will come much later in the Capital Plan. Dam Safety Review A Dam Safety Review (DSR) is a comprehensive study of the dam and its associated components. The study determines important information such as the Hazard Classification, Inflow Design Flood, structural stability and condition of the dam, and operator safety. DSR’s were completed for the Vittoria, Teeterville, Backus Mill, Hay Creek and Norwich Dams based on their assessment and condition. A DSR provides valuable information when determining the future of the dam, making LRIA applications and developing decommissioning plans. Dam Safety Reviews are required as part of the provincial Dam Safety Standards. MNRF requires a completed Dam Safety Review accompany any application under the Lakes and River Improvement Act for dam works including most major structural repairs. The current capital forecast includes Dam Safety Reviews for Deer Creek and Lehman Dams. 2024 – 2033 Capital Plan Costs to undertake the necessary repairs and studies for the seven major LPRCA water control structures are forecast as outlined below in Table A. In addition, the plan includes costs necessary to complete two studies to determine if dam failure of Sutton and/or Brook Dams are still a risk to downstream properties. Costs are based on the best available information from the Dam Safety Review studies. Funding through the provincial WECI Program will be sought where possible. LPRCA has begun the process of developing an Asset Management Plan for its Water Control Structures, due to be completed in 2024. BOARD OF DIRECTORS DRAFT 2024 BUDGET 48 Table A: 2024‐2033 Capital Plan Structure  Year(s)  Total 2024 2025 2026  2027  2028  2029‐2033   Repairs Studies  Backus Mill $50,000 $650,000 $700,000   Brook  $100,000 $100,000  Deer Creek $100,000 $100,000  Hay Creek $60,000 $400,000 $150,000 $610,000   Lehman  $100,000 $650,000 $750,000   Norwich $0   Sutton  $100,000 $100,000  Teeterville $150,000 $100,000 $1,250,000 $1,500,000   Vittoria $100,000 $500,000 $500,000  $1,100,000   Total–  General  $150,000 $100,000 $150,000 $150,000 $1,050,000   Total–  Special  $60,000 $500,000 $600,000 $600,000 $1,300,000 $1,350,000 $3,910,000  Total Cost $60,000 $150,000 $600,000 $600,000 $600,000 $1,450,000 $1,500,000 $4,960,000   Dam Safety Review Engineering  Environmental Assessment Safety/Routine Repair Major Construction  BOARD OF DIRECTORS DRAFT 2024 BUDGET 49 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION PROJECT MANAGER 2024 REPAIRS 2024 STUDIES 2025 2026 2027 2028 TOTAL 50,000$ 50,000$ 100,000$ 100,000$ 60,000$ 400,000$ 150,000$ 610,000$ 100,000$ 100,000$ -$ 150,000$ 100,000$ 1,250,000$ 1,500,000$ Vittoria 100,000$ 500,000$ 500,000$ 1,100,000$ Big Creek Control Gate -$ -$ -$ Waterford Control Gate -$ TOTALS 60,000$ 150,000$ 600,000$ 600,000$ 600,000$ 1,450,000$ 3,460,000$ 2024 REPAIRS 2024 STUDIES 2025 2026 2027 2028 TOTAL 75,000$ 100,000$ 100,000$ 150,000$ 425,000$ SPECIAL LEVY 60,000$ 500,000$ 500,000$ 600,000$ 1,300,000$ 2,960,000$ -$ 75,000$ 75,000$ -$ TOTALS 60,000$ 150,000$ 600,000$ 600,000$ 600,000$ 1,450,000$ 3,460,000$ CAPITAL LEVY RESERVE NOTES 1. Teeterville Dam: Conservation Authority Class Environmental Assessment (Class EA) to investigate options to repair, modify, abandon or decommission the Dam in consultation with the affected community and applicable government agencies. Based on the costs for the on-going Class EA for Vittoria Dam, LPRCA staff propose $150,000 to complete this process. 2. Hay Creek Dam: Engineered design to address the issue identified in the Dam Safety Review which concluded that the downstream embankment does not meet the structural stability standards. A potentail solution would include repairing the concrete, adding wicking behind the wingwalls to improve drainage, installing a sheet pile wall mid-way down the downstream slope to improve stability, and maintaining the lower water level as has been the case since 2016. MUNICIPAL GENERAL LEVY - Capital PROVINCIAL (WECI) IN YEAR SURPLUS SOURCES OF FINANCING Backus Mill Deer Creek Hay Creek Lehman Norwich Teeterville Sutton Brook Watershed Services Capital Project Detail Sheets Flood Control Structures Leigh-Anne Mauthe, Manager of Watershed Services 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Repairs and studies for various water control structures. In 2024, staff propose a Conservation Authority Class Environmental Assessment for Teeterville Dam and an engineered design for Hay Creek Dam. See the notes below for details. The Flood Control Structures 10-year Capital Summary 2024-2033 is presented in Table A: 2024-2033 Capital Plan Summary. BOARD OF DIRECTORS DRAFT 2024 BUDGET 50 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 25,000$ -$ -$ TOTALS 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 25,000$ 2024 2025 2026 2027 2028 TOTAL 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 25,000$ SPECIAL LEVY -$ -$ -$ -$ TOTALS 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 25,000$ EQUIPMENT OTHER ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS Property Gates Build and (re)place gates at LPRCA passive property entrances. Some of the LPRCA passive properties are either missing gates at the entrances or require replacements. The placement of gates discourages ATV trespassing and garbage dumping. LPRCA would like to continue installing 4 gates a year. Judy Maxwell, General Manager MATERIALS AND SUPPLIES Conservation Authority Lands Capital Project Detail Sheets NOTES Gates are built and installed by the workshop staff. CAPITAL LEVY RESERVE SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS PROVINCIAL 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET BOARD OF DIRECTORS DRAFT 2024 BUDGET 51 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 5,400$ 5,400$ -$ TOTALS 5,400$ -$ -$ -$ -$ 5,400$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 5,400$ 5,400$ -$ -$ TOTALS 5,400$ -$ -$ -$ -$ 5,400$ CONTRACTS NOTES CAPITAL LEVY RESERVE PROVINCIAL IN YEAR SURPLUS MATERIALS AND SUPPLIES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital Conservation Parks Management Services  Capital Project Detail Sheets ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Rental Equipment Additional Rental Equipment for Deer Creek and Waterford North Conservation Areas. Watersports equipment rentals are very popular at Deer Creek CA and Waterford North CA. The addition of a 3-person canoe and two stand up paddle boards at Deer Creek and a 2-person canoe and two stand up paddle boards at Waterford North would enhance the watersports equipment rental options for visitors. Judy Maxwell, General Manager BOARD OF DIRECTORS DRAFT 2024 BUDGET 52 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ 8,000$ 8,000$ -$ -$ TOTALS 8,000$ -$ -$ -$ -$ 8,000$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 8,000$ 8,000$ -$ -$ TOTALS 8,000$ -$ -$ -$ -$ 8,000$ MATERIALS AND SUPPLIES 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Haldimand CA Washroom Renovations Renovate four washrooms at a cost of $2,000 each. Replace sinks, taps, countertops and plumbing valves and lines. Judy Maxwell, General Manager ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS PROVINCIAL CAPITAL LEVY RESERVE NOTES BOARD OF DIRECTORS DRAFT 2024 BUDGET 53 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ 15,000$ 15,000$ -$ -$ TOTALS 15,000$ -$ -$ -$ -$ 15,000$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 15,000$ 15,000$ -$ -$ TOTALS 15,000$ -$ -$ -$ -$ 15,000$ NOTES CAPITAL LEVY RESERVE PROVINCIAL ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS MATERIALS AND SUPPLIES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Waterford North CA Washroom Renovations Renovate the pavilion washrooms. The two washrooms at the pavilion are needed to help service day-use visiters but have been closed due to safety concerns. Each washroom will have a new sink, countertop and toilet installed. Lighting fixtures will be upgraded and the walls will be covered with washable material. Judy Maxwell, General Manager BOARD OF DIRECTORS DRAFT 2024 BUDGET 54 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 56,000$ 56,000$ 56,000$ 56,000$ 56,000$ 280,000$ -$ TOTALS 56,000$ 56,000$ 56,000$ 56,000$ 56,000$ 280,000$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 56,000$ 56,000$ 56,000$ 56,000$ 56,000$ 280,000$ -$ -$ TOTALS 56,000$ 56,000$ 56,000$ 56,000$ 56,000$ 280,000$ EQUIPMENT OTHER ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS Vehicle Replacements Purchase one new 1/2 ton 4x4 pickup truck. To upgrade and maintain the vehicle fleet. Replacing a 2010 Chevrolet Silverado with 141,900 km. Judy Maxwell, General Manager MATERIALS AND SUPPLIES Maintenance Operation Services  Capital Project Detail Sheets NOTES Adding 4WD trucks to the fleet will improve winter safety and towing/hauling capacity. CAPITAL LEVY RESERVE SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS PROVINCIAL 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET BOARD OF DIRECTORS DRAFT 2024 BUDGET 55 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 39,000$ 39,000$ -$ TOTALS 39,000$ -$ -$ -$ -$ 39,000$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 39,000$ 39,000$ -$ -$ TOTALS 39,000$ -$ -$ -$ -$ 39,000$ 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Vehicle Replacement Purchase one new AWD SUV. To upgrade and maintain the vehicle fleet. Replacing a 2011 Dodge Grand Caravan with 151,000 km. Judy Maxwell, General Manager PROVINCIAL ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS MATERIALS AND SUPPLIES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS NOTES The SUV will service the needs of the staff working at the administration office for site visits, field work, meetings, and conferences. CAPITAL LEVY RESERVE BOARD OF DIRECTORS DRAFT 2024 BUDGET 56 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 27,000$ 27,000$ -$ TOTALS 27,000$ -$ -$ -$ -$ 27,000$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 8,550$ 8,550$ -$ 18,450$ 18,450$ TOTALS 27,000$ -$ -$ -$ -$ 27,000$ NOTES USER FEE RESERVE PROVINCIAL ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS MATERIALS AND SUPPLIES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Utility Task Vehicle and Trailer Purchase of one new utility vehicle and trailer. It was determined that a UTV would be beneficial for the Forestry Department to conduct logging inspections, enforcement and invasive species control. The utility vehicle would be a 4x4 diesel with a tank, hose and retractable sprayer. A utility trailer is required to transport the UTV to various locations. Judy Maxwell, General Manager BOARD OF DIRECTORS DRAFT 2024 BUDGET 57 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 24,000$ 24,000$ 19,000$ 19,000$ 19,000$ 105,000$ -$ TOTALS 24,000$ 24,000$ 19,000$ 19,000$ 19,000$ 105,000$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 24,000$ 24,000$ 19,000$ 19,000$ 19,000$ 105,000$ -$ -$ TOTALS 24,000$ 24,000$ 19,000$ 19,000$ 19,000$ 105,000$ MATERIALS AND SUPPLIES EQUIPMENT OTHER ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Lawn Mower Replacement The new mower will replace a 2005 Toro. The fleet of lawnmowers are utilized to best match the need at the various locations at LPRCA. Judy Maxwell, General Manager Purchase of one new diesel, zero-turn riding lawn mower. SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS PROVINCIAL NOTES CAPITAL LEVY RESERVE BOARD OF DIRECTORS DRAFT 2024 BUDGET 58 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 65,000$ 55,000$ 120,000$ -$ TOTALS 65,000$ -$ -$ -$ 55,000$ 120,000$ 2024 2025 2026 2027 2028 TOTAL -$ SPECIAL LEVY -$ 65,000$ 55,000$ 120,000$ -$ -$ TOTALS 65,000$ -$ -$ -$ 55,000$ 120,000$ MATERIALS AND SUPPLIES 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Tractor Replacement Purchase of one 4WD 60- 65hp diesel tractor with a cab and front loader bucket. The new tractor will replace a 2002 Ford 260C with loader with 2573 hours, currently used at Backus during the camping season and for snow removal. Judy Maxwell, General Manager ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS CAPITAL LEVY RESERVE NOTES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS PROVINCIAL BOARD OF DIRECTORS DRAFT 2024 BUDGET 59 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 6,000$ 6,000$ -$ TOTALS 6,000$ -$ -$ -$ -$ 6,000$ 2024 2025 2026 2027 2028 TOTAL 6,000$ 6,000$ SPECIAL LEVY -$ -$ -$ -$ TOTALS 6,000$ -$ -$ -$ -$ 6,000$ CAPITAL LEVY RESERVE NOTES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS PROVINCIAL MATERIALS AND SUPPLIES 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Air Compressor Replacement Purchase of one new 240V 60hp air compressor with twin heads. The new air compressor will replace the current unit at the workshop purchased in 1976. Judy Maxwell, General Manager ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS BOARD OF DIRECTORS DRAFT 2024 BUDGET 60 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ 17,840$ 17,840$ -$ -$ -$ TOTALS 17,840$ -$ -$ -$ -$ 17,840$ 2024 2025 2026 2027 2028 TOTAL 17,840$ 17,840$ SPECIAL LEVY -$ -$ -$ -$ TOTALS 17,840$ -$ -$ -$ -$ 17,840$ CONTRACTS NOTES CAPITAL LEVY RESERVE PROVINCIAL IN YEAR SURPLUS MATERIALS AND SUPPLIES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Storage Shed Roof Replacement (2) Steel roof replacement of two storage sheds at the central workshop. The roofs of two storage sheds at the workshop are deteriorating and will be replaced with ribbed steel roofing. One shed roof is estimated to cost $10,500 and the other L- shaped shed roof is estimated to cost $7,340. Judy Maxwell, General Manager BOARD OF DIRECTORS DRAFT 2024 BUDGET 61 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 10,100$ 10,000$ 7,500$ 7,500$ 7,500$ 42,600$ -$ TOTALS 10,100$ 10,000$ 7,500$ 7,500$ 7,500$ 42,600$ 2024 2025 2026 2027 2028 TOTAL 10,100$ 10,000$ 7,500$ 7,500$ 7,500$ 42,600$ SPECIAL LEVY -$ -$ -$ -$ TOTALS 10,100$ 10,000$ 7,500$ 7,500$ 7,500$ 42,600$ EQUIPMENT OTHER ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS Computer Upgrades Five laptop replacements plus accessories and various components. To upgrade and maintain computer systems, a backup server and a battery backup will be replaced, and a VPN switch will be upgraded. Five phone handsets and five laptops along with various accessories will be purchased and deployed where needed. Judy Maxwell, General Manager MATERIALS AND SUPPLIES Corporate Services Capital Project Detail Sheets NOTES CAPITAL LEVY RESERVE SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS PROVINCIAL 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET BOARD OF DIRECTORS DRAFT 2024 BUDGET 62 PROJECT NUMBER (use GL account #) PROJECT NAME PROJECT DESCRIPTION NEED FOR PROJECT PROJECT MANAGER 2024 2025 2026 2027 2028 TOTAL -$ -$ -$ -$ -$ 208,000$ 208,000$ -$ TOTALS 208,000$ -$ -$ -$ -$ 208,000$ 2024 2025 2026 2027 2028 TOTAL 75,000$ 75,000$ SPECIAL LEVY -$ -$ -$ 133,000$ 133,000$ TOTALS 208,000$ -$ -$ -$ -$ 208,000$ NOTES A design was completed and a quote was obtained for the office furniture of approximately $163,000. There would be installation, flooring and installation, and electrical drops costs required which is estimated to be $45,000. There is prior year capital available for the project of $133,000 requiring an additional $75,000 to complete the project. PRIOR YEAR CAPITAL PROVINCIAL ESTIMATED COSTS LAND ACQUISITION BUILDING CONSTRUCTION CONSULTANTS CONTRACTS MATERIALS AND SUPPLIES EQUIPMENT OTHER SOURCES OF FINANCING MUNICIPAL GENERAL LEVY - Capital IN YEAR SURPLUS 2024-2028 CAPITAL BUDGET FOR LPRCA CAPITAL PROJECT DETAIL SHEET Office Renovations Flooring and installation, office furniture and workstations plus installation, and electrical upgrades. The office furniture is old and the layout requires an overhaul. To accomplish the renovation new flooring is to be installed, erognomic office furniture and workstations replaced, and electrical work is needed to be installed at the workstation locations. Judy Maxwell, General Manager BOARD OF DIRECTORS DRAFT 2024 BUDGET 63 92LONG POINT REGION CONSERVATION AUTHORITY Norfolk County Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Watson Lands CA 541-010-29300-0000 179.96 TT 179.96 463,000 Watson Lands CA 541-010-38600-0000 94.02 TT 94.02 321,000 Watson Lands CA 541-010-38610-0000 0.77 CL 0.77 8,200 Watson Lands CA 541-020-10550-0000 30.2 TT 30.2 122,000 Watson Lands CA 541-050-01920-0000 1.49 CL 1.49 9,800 Gibel (Public Trustee)541-020-01000-0000 65 TT 65 109,000 Abbott & Townsend 541-020-66100-0000 95 TT 95 323,000 Vermeersch 541-050-03510-0000 10 TT 10 32,000 Parrott 541-060-00100-0000 100.04 TT 100.04 331,000 Ringland 541-060-04900-0000 100 TT 100 132,000 McConkey-Middleton Wetlands 541-060-06300-0000 137.43 TT 137.43 373,000 Goldie-Middleton Wetlands 541-060-06310-0000 2.16 RT 0.14 5,200 CL 2.02 74,800 Lee-Anderson-Becker 541-060-09900-0000 200.1 TT 200.1 496,000 Parsons 541-060-18000-0000 215.52 TT 215.52 522,000 Croton CA 541-070-14320-0000 16 CL 16 95,750 Devos 542-020-21410-0000 94.15 TT 94.15 305,000 Nemeth 542-030-05000-0000 100 TT 100 324,000 Deer Creek Forest 542-030-10700-0000 252.04 TT 190.56 176,300 Deer Creek CA RT 59.13 54,600 CL 2.35 2,100 Jackson 542-030-15200-0000 100 TT 100 324,000 Hepburn-De Wannemaeker 542-030-18000-0000 101.44 TT 72.97 236,400 CL 28.47 93,600 Carr 542-040-24500-0000 50 TT 36.38 117,300 RT 0.31 1,500 CL 13.31 66,200 Lower Big Creek (Temmer)542-040-20000-0000 89.89 TT 88.34 285,600 CL 1.55 7,400 Twin Gullies 542-040-12100-0000 47.81 TT 47.81 122,000 Wilson 543-010-11700-0000 200 CL 200 198,000 Moulton-Townsend 543-010-14700-0000 46.3 CL 46.3 238,750 Ferris-Armstrong-Coppens 543-010-18200-0000 385.33 CL 385.33 271,250 Rowan Mills CA 543-010-23300-0000 108.89 TT 108.89 138,000 Hodges 543-020-01800-0000 50 TT 50 162,000 Abigail-Becker 543-020-19200-0000 13 TT 13 53,000 Backus CA 543-020-37500-0000 430.33 RT 73.5 222,700 FT 32 142,500 TT 324.83 264,800 *Legend FT Farmland CL Conservation Lands RT Residential/Recreational TT Managed Forest Schedule of Land Holdings 2023 BOARD OF DIRECTORS DRAFT 2024 BUDGET 64 BOARD OF DIRECTORS DRAFT 2023 BUDGET PACKAGE 95 Norfolk County Cont’d Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 LB Sanctuary-Cridland 543-030-14910-0000 90.84 FT 90.84 131,000 LB-Boyd 543-030-19410-0000 70.18 FT 9.28 217,700 TT 60.9 44,300 LB Marsh 543-030-19500-0000 545.58 RT 0.8 1,100 CL 544.78 795,900 LB-Walker 543-030-19600-0000 39.26 FT 39.26 186,000 LB-Robinson 543-050-00200-0000 55.8 CL 50.86 93,300 RT 4.94 24,700 Travis-Desilver 545-010-18800-0000 25.04 TT 25.04 81,000 Allan 545-020-01900-0000 50 TT 50 162,000 Harris-Harris-Floyd 4th 545-020-02900-0000 150 TT 95.95 264,800 CL 54.05 149,200 Burwell 545-020-03500-0000 100 CL 35.76 118,500 TT 64.24 207,500 Harris3-Floyd 5th 545-020-12100-0000 200 TT 200 496,000 Gesquiere 545-030-04400-0000 62.02 TT 62.02 200,000 Roney 545-030-07500-0000 80 TT 80 259,000 Harvey 545-030-11000-0000 99.5 TT 45.04 145,900 CL 54.46 180,100 Long 545-030-11500-0000 100 TT 100 245,000 Tulpin 543-020-36200-0000 6.08 RT 6.08 51,000 Neufeld 543-010-23702-0000 45.19 TT 45.19 146,000 Walsingham Flats (Huyge)543-010-02210--0000 69.07 TT 61 197,300 CL 8.07 32,700 Walsingham Flats (Huyge)543-010-02220-0000 9.42 RT 9.42 84,900 CTN 1,100 Little Lake CA 491-003-53000-0000 183.11 RT 9.37 413,000 CL 82.43 TT 91.31 Greathead 491-006-13000-0000 125 TT 125 325,000 Persall 491-006-14000-0000 22 TT 22 22,500 Tarcza 491-006-42000-0000 100.33 TT 100.33 293,000 Vanessa CA 491-010-04000-0000 26 TT 26 27,500 Teeterville CA 491-011-16500-0000 36.6 CL 31.07 211,000 RT 5.53 Mcintosh 491-020-09500-0000 22.32 TT 22.32 90,000 Livsey 491-022-34000-0000 20 TT 20 75,000 Wintemute-Collver 491-022-81000-0000 60 TT 60 241,000 Ryder 491-023-35000-0000 45.5 TT 45.5 183,000 Maddeford 491-002-39150-0000 28.21 TT 28.21 72,000 Landon 9th 493-010-48600-0000 50 TT 50 38,500 Mcknight 493-020-17400-0000 16.5 TT 16.5 17,600 Earl-Danylvich-Hanson 493-030-22300-0000 159.89 CL 76.53 412,000 TT 83.36 Landon 7th 493-040-20500-0000 50 TT 50 38,500 BOARD OF DIRECTORS DRAFT 2024 BUDGET 65 94LONG POINT REGION CONSERVATION AUTHORITY Norfolk County Cont’d Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Smith 493-050-03100-0000 50 TT 50 101,000 Swick-King 493-050-03300-0000 200 TT 200 473,000 Hammond 493-050-11800-0000 50 TT 50 162,000 Sowden 493-060-32900-0000 55 TT 55 178,000 Vanlondersele 493-030-11410-0000 25.56 RT 25.56 26,000 Vittoria CA (Bramhill)493-060-33800-0000 20.12 CL 19.64 150,000 RT 0.48 Vittoria CA (Smith)493-060-33900-0000 34 RT 13.26 21,000 CL 20.74 Lipsett-Penner 493-070-03600-0000 137.85 CL 32.93 378,000 TT 104.92 Baker 493-070-03700-0000 25 CL 9.89 130,000 TT 15.11 Mackay-Kyte-Laforge 493-070-04300-0000 134 CL 79.08 372,000 TT 54.92 Mason-Buchner 493-070-05900-0000 50 TT 50 35,000 Fisher CA 493-080-07500-0000 131.75 TT 131.75 118,000 Cornell 493-080-08010-0000 17.32 CL 17.32 66,000 Anderson 493-080-08200-0000 188 TT 188 225,000 Lehmans Dam 494-040-12500-0000 30.87 RT 30.87 39,000 Croton 494-070-14300-0000 22 CL 21.65 92,000 RT 0.35 Sidney Back 494-070-12850-0000 19.48 TT 19.48 78,000 Decloet 491-002-39000-0000 76.26 TT 76.26 62,000 Casselton 493-070-02000-0000 14 TT 14 45,000 Gage 491-013-18000-0000 50 TT 50 202,000 Blommaert 493-070-08300-0000 37.86 TT 37.86 122,000 Sutton CA 401-001-08500-0000 19.94 CL 18.12 260,800 RT 1.82 26,200 Sutton CA 401-001-27000-0000 1.2 RT 0.39 14,200 CL 0.81 29,300 Brook CA 401-015-35600-0000 30.04 TT 22.51 19,500 CL 7.53 6,500 Pow Wetland 336-030-61800-0000 47.3 RT 0.79 1,900 CL 46.51 115,100 Waterford CA Forest 336-050-02500-0000 294.21 TT 44 73,200 Camp Trillium RT 74.47 4,363,000 Waterford CA RT 130 CL 45.74 79,800 Waterford Workshop 336-050-47300-0000 77 RT 8 6,700 TT 69 58,300 Black Creek CA Forest 337-040-14600-0000 21 TT 21 16,200 Sowden Forest 337-060-00510-0000 15 TT 15 57,000 Hay Creek CA Forest 337-060-01500-0000 98.5 TT 97.5 134,700 RT 1 1,300 Dewal-Black Creek 337-040-18250-0000 2 RT 2 12,400 Vern Ryerse Memorial CA 337-060-07710-0000 2.34 RT 2.34 35,500 BOARD OF DIRECTORS DRAFT 2024 BUDGET 66 BOARD OF DIRECTORS DRAFT 2023 BUDGET PACKAGE 97 County of Brant Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Farkash 011-040-29900-0000 102 TT 102 163,000 Misner 011-010-36600-0000 50 TT 50 202,000 Roswell-Brown-Harley 011-040-26900-0000 80 TT 80 137,000 Drozd-Chernishenko 011-010-37200-0000 100 TT 100 193,000 Dawes-Chambers-Tontsch 011-040-21200-0000 75 TT 75 127,000 Phipps 011-040-16600-0000 8 RT 8 44,500 Dean 011-010-54000-0000 202.51 TT 202.51 519,000 Dawes 011-040-14100-0000 40 TT 40 60,000 Dawes-Norris 011-010-57000-0000 10.16 CL 10.16 90,750 Moore-Force 011-010-57200-0000 50 CL 50 169,000 Armstrong 011-010-59500-0000 5.16 CL 5.16 80,000 Dawes-Lock-Savage 011-010-60900-0000 303.88 CL 297.82 244,300 RT 6.06 9,700 Poole-Durham 011-010-65400-0000 25.11 RT 3.72 22,400 CL 21.39 128,600 Moore 011-010-64800-0000 165 TT 165 184,000 Caley 011-010-63600-0000 263 TT 263 234,000 Mawhinney 011-010-65700-0000 15 TT 15 60,000 Harley-Roswell-Brown 011-040-26299-0000 7.16 RT 7.16 105,000 Total:1,502 1,502 2,773,250 Acres CL 385 RT 25 TT 1,093 Total Acres County of Brant 1,502 Acres FT 171 CL 1,956 RT 506 TT 5,523 Total Acres Norfolk County 8,156 Norfolk County Cont’d Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Vern Ryerse Memorial CA 337-060-07800-0000 0.54 RT 0.54 7,700 Norfolk CA 337-060-05200-0000 45.26 RT 45.26 334,000 Total:8,156 8,156 23,205,650 BOARD OF DIRECTORS DRAFT 2024 BUDGET 67 96LONG POINT REGION CONSERVATION AUTHORITY Township of Norwich Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Arthur 010-020-14500-0000 25 TT 25 24,500 Hughes 010-040-19500-0000 319.46 TT 319.46 333,000 Oatman CA Forest 010-050-06100-0000 40 TT 40 34,500 Rocks Mill Forest 010-050-11100-0000 77.94 TT 77.94 82,000 Rocks Mill 010-050-11400-0000 5.35 RT 5.35 20,000 Norwich CA 020-020-00900-0000 31.85 RT 31.85 40,000 Norwich CA 020-020-19406-0000 8.58 RT 8.58 9,500 Norwich CA 030-010-24500-0000 71 RT 35.87 34,700 CL 35.13 25,800 Sackrider 030-030-02400-0000 50 TT 50 63,000 Smith 030-030-02800-0000 43 TT 43 123,000 Hopkins 030-040-11300-0000 78 TT 9.88 10,800 RT 68.12 3,800 Total:750 750 804,600 Acres CL 35 RT 150 TT 565 Total Acres Township of Norwich 750 Township of South-West Oxford Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Dereham Wetland-Fuller 010-040-03502-0000 93.42 TT 93.42 89,000 Dereham Wetland-Butler 010-040-03900-0000 25.24 CL 23.93 26,025 RT 1.31 1,700 Dereham Wetland-Jeffery 010-040-04200-0000 42.31 CL 41.24 40,850 RT 1.07 1,300 Dereham Wetland-Stafford 010-040-04400-0000 25 RT 1.01 1,300 CL 23.99 26,350 Dereham Wetland-Lee 010-040-04500-0000 19.13 RT 1.84 2,400 CL 17.29 19,300 Dereham Wetland-Atkinson 010-040-04600-0000 37.61 TT 13.75 18,200 CL 23.86 25,600 Dereham Wetland-Hawkins 010-050-02300-0000 50 TT 50 44,500 Dereham Wetlands-Paton 010-040-04300-0000 10.1 FT 1.63 5,000 CL 8.47 Dereham Wetlands-Paton 010-040-04401-0000 19.17 FT 10.3 51,400 CL 8.87 Hughes 010-050-08400-0000 87.75 TT 87.75 103,000 Total:410 410 455,925 Acres FT 12 CL 148 RT 5 TT 245 Total Acres Township of South-West Oxford 410 BOARD OF DIRECTORS DRAFT 2024 BUDGET 68 BOARD OF DIRECTORS DRAFT 2023 BUDGET PACKAGE 99 Haldimand County Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Haldimand North 332-002-09410-0000 121.12 RT 36.4 229,000 TT 78.57 184,700 CL 6.15 20,300 Haldimand South 332-002-09420-0000 15.32 RT 15.32 120,000 Jaques 330-020-21700-0000 40.77 TT 40.77 56,700 RT 63,300 Total:177 177 674,000 Acres CL 6 RT 52 TT 119 Total Acres Haldimand County 177 LPRCA Land Holdings Summary Tax Class Acres Description FT 183 Farmland CL 2,529 Conservation Lands RT 756 Residential / Recreational TT 7,597 Managed Forest Total 11,065 Municipality of Bayham Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Vienna CA 000-002-01000-0000 10.82 TT 10.82 15,900.00 Baker 004-001-22900-0000 0.16 RT 0.16 60,000.00 Bartlett 004-001-23900-0000 0.61 RT 0.61 2,000.00 Rugenuis 000-006-17250-0000 23.18 TT 23.18 50,000.00 Beattie 000-003-09120-0000 18.1 TT 18.1 41,500.00 Total:53 53 169,400 Acres RT 1 TT 52 Total Acres Municipality of Bayham 53 Town of Tillsonburg Roll Number Total Acres Desc. Code Acres Breakdown Realty Assessment 2023 Tillsonburg CA 020-020-44200-0000 15.62 RT 15.62 18,000 Farkas 030-030-22100-0000 1.49 RT 1.49 3,500 Total:17 17 21,500 Acres RT 17 Total Acres Town of Tillsonburg 17 BOARD OF DIRECTORS DRAFT 2024 BUDGET 69 Application Type 2023 Fees Proposed 2024 Fees % Change Preconsultation Fee Review, comment, or participation in preconsultation process $300 $315 5% Subdivision and Vacant Land Condominium $1,380 + $100/lot (Total Maximum $15,000.00 +HST) $1,450 + $105/lot (Total Maximum $15,000.00 +HST)5% To draft plan approval including associated OPA and ZBA $455 $475 4% Red-line revision (applicant initiated) $720 $755 5% Technical plans and reports (SWM with grading & sediment and erosion $225 $235 4% Clearance letter (each phase) Zoning By-Law Amendment Minor $455 $475 4% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Combined Official Plan/Zoning By-Law Amendment Minor $720 $755 5% Accompanied by 1 technical report $1,430 $1,500 5% Accompanied by 2 technical reports $2,060 $2,160 5% Consent (severance) Minor $455 $475 4% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Variance Minor $455 $477 5% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Site Plan Control Minor $455 $475 4% Accompanied by 1 technical report $720 $755 5% Accompanied by 2 technical reports $1,430 $1,500 5% Complex Application (incl. OPA/ZBL/Site Plan) for golf courses, trailer parks, campgrounds and lifestyle communities. $2,060 $2,160 5% General Notes for All Application Fees: 8. Where a Section 28 permit approval is required in addition to a Planning Act application for the same activity, the Section 28 permit fee will be discounted 50%. 7. Fees must be paid at the time the application is submitted. Planning Act Review Fees 6.The fees for technical review include one comprehensive review, and one review of the resubmission. Second and each additional resubmission shall are subject to a resubmission fee of 20% of the original application up to a maximum of $525. 1.It is strongly recommended that proponents pre-consult with LPRCA and, if necessary the municipality, prior to the submission of all applications and the preparation of detailed technical reports(s). 2.This fee schedule is effective as of January 1, 2024 and LPRCA reserves the right to revise this fee schedule at any time without notice to adequately cover the costs to provide the service. 3.All applicable taxes are extra. 4.Applications that fall under one or more categories will be charged at the highest rate. 5. Fees are assessed based on the extent of review required. LPRCA reserves the right to levy supplementary fees should the review Appendix A: Fee Schedules BOARD OF DIRECTORS DRAFT 2024 BUDGET 70 Application Type 2023 Fees Proposed 2024 Fees % Change Very minor development Development with very low risk of impact on natural hazards or natural features. Examples: Non-habitable accessory structures less than 23 m2 (247 ft2) , e.g. decks, fences, above-ground pools, barns, sheds Fill placement removal and/or grading (landscaping, driveway top-dressing) Off-line pond maintenance $ 200 $ 210 5% Minor development, interference and alteration Development/work with low risk of impact on natural hazards or natural features. No technical reports are required. Examples: Raising building or additions not requiring engineered drawings Repairs/renovations to existing building Non-habitable accessory structures less than 100 m2 (1076ft2) Septic system Fill placement, removal/or grading (not requiring engineered plans) Minor development (as listed above) more than 30 metres from a wetlands New or replacement residential structures more than 30 metres from a wetland Minor utilities (directional bore) New offline ponds (grading plan required) Docks, boathouses Routine/maintenance dredging Minor repairs to existing shoreline structures Maintenance, repair or replacement of access crossings Other applications not deemed by staff to be “Major” in nature $ 405 $ 425 5% Major development, interference and alteration Development/work with moderate risk of impact on natural hazards or natural features. Detailed report and/or plans are required. Examples: Raising building or additions requiring engineered plans Non-habitable accessory structures greater than 100 m2 (1076ft2) New or replacement structures in a natural hazard area Fill placement, removal and/or grading (requiring engineered plans) Development (including minor development as listed above) less than 30 metres from a wetland Major development greater than 30 m from a wetland New offline pond with overflow or channel connection Maintenance/repairs to existing shoreline structures Water crossing, bridge repair Stormwater management outlet structure Other applications deemed by staff to be “Major” in nature $ 695 $ 730 5% Ontario Regulation 178/06 Permit Fees BOARD OF DIRECTORS DRAFT 2024 BUDGET 71 Application Type 2023 Fees Proposed 2024 Fees % Change Complex development, interference and alteration Development/work with a high risk and/or potential impact to natural hazards or natural features. One or more studies are required, e.g. an environmental impact study, hydraulic analysis, storm water management report or slope stability study. Examples: Large fill placement, removal, grading (greater than 1000 m3) Golf courses New watercourse bank stabilization New Lake Erie shoreline protection structure Bridge replacement Channel realignment $ 1,380 $ 1,450 5% General On Site Technical Advice Fee (Will be applied to permit application if submitted within 12 months from inspection)$ 248.60 HST included $ 260.00 HST included 5% Wetland Boundary Delineation (Review of MNRF Wetland boundary in the field by LPRCA ecologist, on property owner request) $ 360.00 HST included $ 375.00 HST included 4% Title Clearance (solicitor, realtor, other requests for detailed property information) $ 248.60 HST included $ 260.00 HST included 5% Violations/Application where work has proceeded without authorization 2 x Fee 2 x Fee Permit Revisions (Must be minor in nature and permit must still be valid.) $ 95 $ 100 5% Minister's Zoning Order (MZO) (Permit associated with a Minister's Zoning Order) Cost recovery Cost recovery 6. Where a Section 28 permit approval is required in addition to a Planning Act application for the same activity, the Section 28 permit fee will be discounted 50%. 8. Costs associated with permits (including any conditions) issued under a Minister's Zoning Order shall be paid by the applicant, this includes but is not limited to staff time, any legal review, board expenses, etc. Ontario Regulation 178/06 Permit Fees 1. It is strongly recommended that proponents pre-consult with LPRCA and, if necessary the municipality, prior to the submission of an application and th preparation of detailed plans and technical report(s). 2. Fees must be paid at the time the permit application is submitted. Fees may be paid by debit, cash or cheque (made out to the Long Point Region Conservation Authority) over the phone by credit card or at the LPRCA administration office 3. In the event that the application is placed in a higher fee category, the difference in fee must be paid prior to review. If the application is placed in a lower category, LPRCA will reimburse the applicant accordingly. 4. Fees are assessed based on the extent of review required. LPRCA reserves the right to levy supplementary fees should the review require a substantially greater level of effort than covered by the standard categories above; this supplementary fee includes the peer review of any relevant documents or information. 5. The fees for technical review include one comprehensive review, and one review of the resubmission. Second and each additional resubmission sha are subject to a resubmission fee of 20% of the original application up to a maximum of $525. General Notes for all Application Fees 7. Where a permit has been submitted for an activity across multiple properties and applicants working together, the fee for each property shall be calculated as 50% of the permit fee. For example, the fee for a new shoreline protection structure constructed across two properties is $725 each. BOARD OF DIRECTORS DRAFT 2024 BUDGET 72 2020 HST included 2021 HST included 2022 HST included 2023 HST included Draft 2024 HST included Draft increase % DAY USE FEES Walk-in (under 12 free) $6.00 $6.00 $6.00 $6.00 $6.00 0.00% Vehicle $14.00 $15.00 $15.00 $15.00 $15.00 0.00% Motorcycle $9.00 $9.00 $9.00 $9.00 $9.00 0.00% Season Vehicle Day Pass $85.00 $95.00 $95.00 $100.00 $100.00 0.00% Season Vehicle Pass Replacement $10.00 $10.00 $10.00 $10.00 $10.00 0.00% Mini Bus $55.00 $55.00 $55.00 $55.00 $55.00 0.00% Bus $120.00 $120.00 $120.00 $120.00 $120.00 0.00% Operator Permit Fee - Annual $350.00 $350.00 $375.00 $375.00 0.00% Operator Customer Fee - per person $4.00 $4.00 $4.00 $4.00 0.00% CAMPING FEES Per Night Unserviced*$38.00 $38.00 $38.00 $40.00 $41.00 2.50% With Hydro & Water 15 amp*$50.00 $50.00 $50.00 $53.00 $55.00 3.77% With Hydro & Water 30 amp*$59.00 $59.00 $59.00 $60.00 $63.00 5.00% With Hydro, Water & Sewer 15 amp*$61.00 $61.00 $61.00 $64.00 $66.00 3.13% With Hydro, Water & Sewer 30 amp*$70.00 $70.00 $70.00 $70.00 $73.00 4.29% *20% discount for overnight camping for seniors & the disabled. Must show senior or disability permit. Cabin Rental Per Night Cabin 900 A (Backus only)$60.00 $60.00 $60.00 $65.00 $70.00 7.69% Cabin 901 D (Backus only)$105.00 $105.00 $105.00 $110.00 $115.00 4.55% Per Week Unserviced $225.00 $225.00 $225.00 $240.00 $246.00 2.50% With Hydro & Water 15 amp $305.00 $305.00 $305.00 $318.00 $330.00 3.77% With Hydro & Water 30 amp $350.00 $350.00 $350.00 $360.00 $378.00 5.00% With Hydro, Water & Sewer 15 amp $368.00 $368.00 $368.00 $384.00 $396.00 3.13% With Hydro, Water & Sewer 30 amp $415.00 $415.00 $415.00 $420.00 $438.00 4.29% Cabin Rental Per Week Cabin 900 A (Backus only)$360.00 $360.00 $360.00 $360.00 $385.00 6.94% Cabin 901 D (Backus only)$630.00 $630.00 $630.00 $630.00 $635.00 0.79% Per Month Unserviced $675.00 $675.00 $675.00 $720.00 $738.00 2.50% With Hydro & Water 15 amp $915.00 $915.00 $915.00 $954.00 $990.00 3.77% With Hydro & Water 30 amp $1,050.00 $1,050.00 $1,050.00 $1,080.00 $1,134.00 5.00% With Hydro, Water & Sewer 15 amp $1,100.00 $1,100.00 $1,100.00 $1,152.00 $1,188.00 3.13% With Hydro, Water & Sewer 30 amp $1,240.00 $1,240.00 $1,240.00 $1,260.00 $1,314.00 4.29% Per Season Unserviced $1,685.00 $1,770.00 N/A N/A N/A With Hydro & Water 15 amp $2,400.00 $2,520.00 $2,570.00 $2,623.50 $2,722.50 3.77% With Hydro & Water 30 amp $2,650.00 $2,785.00 $2,840.00 $2,970.00 $3,118.50 5.00% With Hydro, Water & Sewer 15 amp $2,900.00 $3,045.00 $3,105.00 $3,168.00 $3,267.00 3.13% With Hydro, Water & Sewer 30 amp $3,125.00 $3,285.00 $3,350.00 $3,465.00 $3,613.50 4.29% Premium & 30 amp $3,200.00 $3,360.00 $3,430.00 $3,565.00 $3,740.00 4.91% 2nd Season Vehicle Day Pass $50.00 $55.00 $55.00 $60.00 $60.00 0.00% Exterior Fridge (Seasonal)$275.00 $300.00 $300.00 $325.00 $335.00 3.08% Seasonal Camper Late Payment Fee $75.00 New CONSERVATION AREA FEE SCHEDULE Backus, Deer Creek, Haldimand, Norfolk and Waterford North BOARD OF DIRECTORS DRAFT 2024 BUDGET 73 CONSERVATION AREA FEE SCHEDULE Backus, Deer Creek, Haldimand, Norfolk and Waterford North 2020 HST included 2021 HST included 2022 HST included 2023 HST included Draft 2024 HST included Draft increase % Group Camping Group Camping Tents Only Group Camping (per night) $55.00 $55.00 $55.00 $60.00 $60.00 0.00% Group Camping (per person/night) $6.00 $6.00 $6.00 $7.00 $7.00 0.00% OTHER FEES Reservation Fee - online $12.00 $13.00 $13.00 $14.00 $15.00 7.14% Reservation Fee - by phone $15.00 $15.00 $15.00 $15.00 $15.00 0.00% Cancellation/Change Fee $15.00 $15.00 $15.00 $15.00 $15.00 0.00% 2nd Vehicle Parking $11.00 $12.00 $12.00 $13.00 $13.00 0.00% Pavilion $75.00 $75.00 $75.00 $75.00 $75.00 0.00% Wood $10.00 $10.00 $10.00 $10.00 $10.00 0.00% Kindling $5.00 $5.00 $5.00 $5.00 $5.00 0.00% Ice $4.00 $4.00 $4.00 $4.00 $4.00 0.00% Picnic Tables (per table per day) $6.00 $6.00 $6.00 $6.00 $6.00 0.00% Bait / Worms $3.50 $3.50 $3.50 $3.50 $3.50 0.00% Vendor permit $55.00 $60.00 $60.00 $60.00 $60.00 0.00% Canoe/Kayak Rental - per hour $15.00 $15.00 $15.00 $15.00 $15.00 0.00% - per 1/2 day (4 hours)$50.00 $50.00 $50.00 $50.00 $50.00 0.00% - per day (8 hours)$80.00 $80.00 $80.00 $80.00 $80.00 0.00% Boat/Trailer Storage - off site $375.00 $375.00 $375.00 $375.00 $375.00 0.00% Winter Trailer Storage/camp site $215.00 $225.00 $225.00 $225.00 $225.00 0.00% Winter Storage Late Fee (per day)$10.00 $10.00 $10.00 $10.00 $10.00 0.00% BACKUS HERITAGE CONSERVATION AR Rentals Church Rental $250.00 $250.00 $250.00 $250.00 $250.00 0.00% Ed. Centre Rentals - 1/2 day $240.00 $240.00 $240.00 $240.00 $240.00 0.00% - full day Auditorium or Classroom $400.00 $400.00 $400.00 $400.00 $400.00 0.00% -add for 2nd room $50.00 $50.00 $50.00 $50.00 $50.00 0.00% Events and Photography Outdoor Wedding $400.00 $400.00 $400.00 $400.00 $400.00 0.00% - includes pavilion & 20 day passes Photography Fee - Weddings $125.00 $125.00 $125.00 $125.00 $125.00 0.00% All other photo shoots $75.00 $75.00 $75.00 $75.00 $75.00 0.00% -includes entry for 2 passenger vehicles Education Programming - full day**$560.84 $583.62 4.06% -1/2 day**$280.42 $291.81 4.06% **Maximum 40 students per class per day. BOARD OF DIRECTORS DRAFT 2024 BUDGET 74 Draft 2024 before HST CORPORATE SERVICES Hold Harmless Agreements for research or events $45.13 Irrigation Access Permits within Conservation Authority owned properties $1,000.00 Draft 2024 before HST FORESTRY Consulation Service per hour $125.00 Draft 2024 before HST LEE BROWN MARSH Goose Relocation - Per Canada goose $6.20 Hunting Fees 1-Day Field Hunt , 1 person $53.10 1-Day (midweek) Marsh Hunt, 1 person $479.79 1-Day (midweek) Marsh Hunt, 4 people $1,636.90 3-Day Marsh Hunt for 4 people $4,092.27 CONSERVATION LANDS - LEE BROWN MARSH FEE SCHEDULE LONG POINT REGION CONSERVATION AUTHORITY CORPORATE SERVICES FEE SCHEDULE LONG POINT REGION CONSERVATION AUTHORITY LONG POINT REGION CONSERVATION AUTHORITY CONSERVATION LANDS - FORESTRY FEE SCHEDULE BOARD OF DIRECTORS DRAFT 2024 BUDGET 75 Draft 2024 before HST LANDS AND WATERS Tree Planting Program - Forest Ontario Sponsored Full Service (Seedling and Planting) per tree1 $0.60 Private Landowner Tree Planting Program Land Owner Cost per tree2 $0.82 - $2.45 Full Service (Seedling and Planting) per tree3 $1.50 - $3.05 Rental of Tree Planter per day for trees purchased from the Conservation Authority $75.00 Restoration Program Erosion Control - Landowner Plans $350.00 1 Pricing subject to change without notice. Subject to approval and availability. Minimum 500 seedlings must be planted. 2 Pricing subject to change without notice. Subject to availability. Minimum 150 seedlings/species. 3 Pricing subject to change without notice. Subject to availability. Minimum 5 acres and 500 seedlings. LONG POINT REGION CONSERVATION AUTHORITY CONSERVATION LANDS - LANDS AND WATERS FEE SCHEDULE BOARD OF DIRECTORS DRAFT 2024 BUDGET 76 •Long Point Region � Conservation Authority 4 Elm Street, Tillsonburg, ON N4G 0C4 519-842-4242 I 1-888-231-5408 conservation@lprca.on.ca www.lprca.on.ca � Member of the Conservation Conservatio n Ontario Network ONTARIO @) @lpr_ca 0 @LongPointConservation � @longpointca LPRCA MUNICIPAL PARTNERS Municipality of Bayham I County of Brant I Haldimand County I Town of Tillsonburg I Township of Malahide I Norfolk County I Township of Norwich Township of South-West Oxford BOARD OF DIRECTORS DRAFT 2024 BUDGET REPORT TREASURY DEPARTMENT TO: Mayor & Members of Council FROM: Lorne James, Treasurer DATE: December 7, 2023 REPORT: TR-17/23 SUBJECT: REVISED CEMETERY BY-LAWS AND RATES AND FEES BACKGROUND On November 7, 2023, Council received recommendations from Memo JCB-08/23 re Review of Cemetery By-Laws and Rates and Fees, which was received by the Joint Cemetery Board. Council passed the following motion: A. Joint Cemetery Board Recommendations to Council Moved by: Councillor Emerson Seconded by: Councillor Froese THAT the Joint Cemetery Board Recommendations be received for information; AND THAT discussions on resuming the interest guarantee at a rate of 6% of the care and maintenance investments be referred to the 2024 operating budget deliberations; AND THAT staff be directed to amend the Cemetery By-law as proposed by the Joint Cemetery Board. DISCUSSION Municipal staff have identified three (3) areas for increase in rates in fees in the cemetery bylaws:  Niche Nameplate & Engraving, moving from $300 to $700 before taxes  Increasing 2nd to 4th interments in existing plots and cremation plots from $300 to $450 before taxes  Moving all marking and placement of markers and form filing from $35 and $50 respectively to $75 each before taxes The above-noted changes are to bring certain services in line for either cost recovery for Municipal operations, or cemetery standards for charges applicable. The revised Cemetery Price List is attached to this Report. Revised wording was identified in the Cemetery By-law discussions with the Joint Cemetery Board. Proposed changes are below: Section 1 – Definitions 1.1 n) ‘Holiday’ known as statutory holidays as legislated either through Federal or provincial legislation. Section 2 – General Provisions 2.25 Bayham Cemeteries with Boards Remove Best (Corinth) Cemetery and Dobbie Cemetery from the list of Cemeteries with active boards. Section 3 – Operations 3.45 Installation of a vault for all casket type burials is mandated. If acceptable, staff will present to Council new Cemetery By-Laws incorporating these changes. STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not applicable. ATTACHMENTS 1. Revised Cemetery Price List RECOMMENDATION 1. THAT Staff Report TR-17/23 re Revised Cemetery By-Laws and Rates and Fees be received for information; 2. AND THAT Council approve the changes to the Cemetery By-Laws, Nos. 2015-116 and 2016-057; 3. AND THAT the appropriate by-laws be brought forth for Council’s consideration; 4. AND THAT Council direct staff to forward the revised by-laws to the Bereavement Authority of Ontario for acceptance. Respectfully submitted: Reviewed by: Lorne James, CPA, CA Thomas Thayer, CMO, AOMC Treasurer Chief Administrative Officer Fee HST@13%Total Identification & Marking of lot for burial $75.00 $9.75 $84.75 Identification & Marking of lot for marker placement $75.00 $9.75 $84.75 Interment Rights Certificate - Transfer $75.00 $9.75 $84.75 Interment Rights Certificate - Resale Endorsement $75.00 $9.75 $84.75 Interment Permission Form Municipal Cremation fee for opening & closing grave $300.00 $39.00 $339.00 Purchase price of regular lot total (Interment Rights @ $300, C&M @ $300) Purchase price permits one interment in a lot. Purchase price permits the erection of a flat or upright marker, subject to approved by-laws. $600.00 $78.00 $678.00 Fee for each additional interment in any regular lot, subject to completion of authorizing documents. Two (2) cremation burials are permitted on top of a casket burial, provided the first interment is in a vault, and subject to completion of authorizing documents. Up to four (4) cremation burials only are permitted in a regular lot, subject to completion of authorizing documents. $450.00 $55.50 $505.50 Fee HST@13%Total Purchase price of one cremation lot total (Interment rights @ $150, C&M @ $150) Purchase price permits one interment in a lot. Purchase price permits the erection of one flat marker Only, at a maximum size of 24” x 14”, or less, on a 12” diameter post hole filled with a minimum depth of Four feet of concrete, subject to approved by-laws. A maximum of two (2)cremation burials are permitted in a cremation lot,subject to completion of authorizing documents. A cremation lot is 3' x 3'. $450.00 $55.50 $505.50 $450.00 $55.50 $505.50 License # 3267732 Municipality of Bayham 56169 Heritage Line, PO Box 160 Straffordville, ON N0J 1Y0 Tel: 519-866-5521 Fax: 519-866-3884 Email: bayham@bayham.on.ca Web: www.bayham.on.ca Cemetery Price List Placement of up to 4 corner posts provided by interment rights holder Appendix A: Revised Cemetery Price List Cremation Lot Fee for each additional interment in any lot used for cremation purposes, subject to completion of authorizing documents No charge Regular Lot Fee HST@13%Total Purchase price of a single columbarium niche includes (Interment Rights @ 900 C&M @ 300) Purchase price permits one cremation inurnment in a single columbarium niche A maximum of two (2) cremation inurnments are permitted in a single columbarium niche, subject to completion of authorizing documents $1,200.00 156 $1,356.00 Niche Nameplate & Engraving Must be purchased as part of initial columbarium purchase price $700.00 $91.00 $791.00 Inurement – Open/Close $150.00 $19.50 $169.50 $450.00 $55.50 $505.50 Extra copy of Cemetery By-law/Booklet $2.00 $0.26 $2.26 Purchase of 2 small corner posts $10.00 $1.30 $11.30 Fee for a second cremation inurnment in a single columbarium niche General Columbarium Niche REPORT CLERK TO: Mayor & Members of Council FROM: Meagan Elliott, Clerk DATE: December 7, 2023 REPORT: CL-14/23 SUBJECT: UPDATE TO MUNICIPAL RATES AND FEES BACKGROUND Municipalities may enact a by-law that outlines rates and fees to charge for services, activities, applications, licenses, permits, etc. At its August 17, 2023 meeting, Council received Report CAO-44/23 re Update of Bayham Building and Planning Fees. The Report presented consultant findings from Performance Concepts, who were contracted to provide recommendations for updated building and planning fees for Bayham based on staff and consultant effort on key planning file and building permit types. Council passed the following motion: Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Report CAO-44/23 re Update of Bayham Building and Planning Fees be received for information; AND THAT Council approve the recommended planning and building fees as presented in the consultant’s report; AND THAT a comprehensive Rates and Fees By-law, inclusive of the updated Building and Planning fees, be presented to Council for consideration. Bayham’s current rates and fees by-law is By-law No. 2019-025. As this is a 2019 by-law, many of our rates and fees are in need of updates to ensure cost recovery mechanisms are in place due to annual inflation and other industry demands. DISCUSSION Staff collaboratively reviewed the current Rates and Fees By-law and have outlined proposed changes for Council to consider. Changes to the majority of the building and planning fees has already been approved by Council at the August 17, 2023 meeting. Attachment 1 – “Master” The master sheet outlines the current rates and fees per department, save and except rental and building fees as they are on separate documents as further explained below. Proposed changes to the fees are listed and colour-coded for ‘no change’, ‘increase’, ‘increase – already approved’, ‘remove’, or ‘add’. Some items may also have a slight change in the title and is listed where applicable. Attachment 2 – Rentals Rentals are presented on a separate attachment because many of the items have HST and it is necessary to show the HST amount separate from the total. Proposed changes to the fees are the same colour-coded structure as the master. Language surrounding pavilion rentals is proposed to be updated to indicate only the Straffordville Pavilion is able to be formally rented at this time. Staff consulted the Straffordville Hall Foundation for the proposed changes. Attachment 3 & 4 – Building Current and New Building fees are presented on separate attachments because it is difficult to compare each line item like the other departments due to the recommended and adopted Performance Concepts rates having different thresholds and groupings. Two items were identified within the current fees that were not spoken to in the new fees that are highlighted for consideration in the same colour-coded fashion. The Chief Building Official was consulted regarding the accuracy and applicability of the proposed fee changes. General Provisions The rates and fees outlined here are housed in the Schedule to By-law No. 2019-025, and there will be required updates to the body of the by-law as well. Staff intend to include general provisions for each department’s “anomalies” and: define how Full Cost Recovery is determined, define how deposits are used, reference supporting legislation where applicable, and include language for increasing certain fees based on the Ontario October CPI or construction price index, as deemed appropriate, without having to formally amend the fees schedules through Council. This is similar to the way updates to development charges by-law schedules are handled. Staff also recommend removing a number of the general provisions that speak to processes to do with facility rentals and bring back a stand-alone Facility Rentals Policy for consideration. Next Steps Staff are looking for direction on the proposed fees outlined in the attachments of this Report to include in a by-law for Council to adopt at the December 21, 2023 meeting with an effective date of January 1, 2024. STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Investigate options for moving services to full cost recovery ATTACHMENTS 1. Master Rates and Fees 2. Facility Rental Rates and Fees 3. Current Building Fees 4. New Building Fees RECOMMENDATION THAT Report CL-14/23 re Update to Municipal Rates and Fees be received for information; AND THAT the updated rates and fees be approved as presented; AND THAT the appropriate by-law be brought forward for Council’s consideration; AND THAT a Facility Rental Policy be presented to Council for consideration. Respectfully Submitted by: Reviewed by: Meagan Elliott Thomas Thayer, CMO, AOMC Clerk Chief Administrative Officer MASTER CATEGORY ITEM CURRENT FEE ACTION TO FEE PROPOSED FEE NEW TITLE Admin - Photocopying per page - black & white 8.5x11 or 15 $0.75 No Change per page - black & white 11x17 $1.00 No Change per page - coloured 8.5x11 or 15 $2.00 No Change per page - coloured 11x17 $2.50 No Change fax $1.00 No Change per page - GIS maps & plans 8.5x11 $7.00 No Change per page - GIS maps & plans 11x17 $11.00 No Change copy of zoning by-law $25.00 No Change copy of official plan $35.00 No Change Admin - Culture and Tourism Councils & Historic Highlights + 5% HST $3.00 No Change Bayham Memories & Milestones + 5% HST $12.00 No Change Municipal Key Fobs $2.00 No Change Discover Bayham Mugs $5.00 No Change Admin - Lottery Lottery Licence 3% of cash value of all prizes ($10 minimum fee)No Change Admin - Freedom of Information FOI Application $5.00 No Change FOI Additional Charges $7.50/15 min of seach and review of documents, photocopying $0.20/page No Change Admin - Miscellaneous Search Fee (routine disclosure) $50.00/hour Remove Alcohol and Gaming Commission of Ontario Municipal Information Form $25.00 No Change Preparation, Registration or Discharge of Agreement/Interest Fee $500.00 No Change Ontario Power Authority Fee in Tarriff Support Resolution $100.00 No Change Blue Box +HST $10.00 No Change County Map $3.00 No Change Municipal Pins First 15 pins free, each additional $1.00 (maximum 25 pins unless special approval) No Change Commissioning of Affidavits $20.00 (senior pension forms exempt)No Change Certification of Documents $20.00 No Change Livestock Valuer $150.00 No Change Trailer Park Licence $100.00 Remove Admin - Civil Marriage Solemnization Services Civil Marriage Ceremony in Municipality $250.00 Remove Rehearsal Fee $75.00 Remove NEW ITEMS Refreshment Vehicle Licence Add $500.00 Kennel Licence (first time)Add $250.00 Kennel Licence (renewal)Add $200.00 Animal Rescue Facility (First time)Add $150.00 Animal Rescue Facility (renewal)Add $100.00 Garbage Tags Add $2.00 Property Standards Appeal Add $500.00 NEW - By-law Enforcement By-law Exemption Request $50.00 Increase $100.00 Noise Exemption Add $100.00 Remedial Action Fee Add Cost Recovery + $100.00 Per Hour Zoning Enforcement Compliance Date Extension Application Fee Add $100 Per Month Requested Lot Maintenance Extension Fee Add $30.00 Lot Maintenance Final Notice Fee Add $100.00 By-law Enforcement Order Add $100.00 Treasury Tax Certificate $50.00 Increase $75.00 Zoning Certificate $50.00 Increase $75.00 Building/Drainage Work Order $50.00 Increase $75.00 By-law/Fire Services Order $50.00 Increase $75.00 NSF Payment Fee $30.00 Increase $35.00 Tax Sale Registration Process Full Cost Recovery + $100.00 No Change Planning Services Offical Plan Amendment Application $1,000 plus $1,000 deposit Increase - already approved $2492.00 plus $1000 deposit Zoning By-law Amendment Application $1,000 plus $1,000 deposit Increase - already approved $2492.00 plus $1000 deposit Temporary Use Zoning By-law $1,000 plus $1,000 deposit No Change Temporary Use Zoning By-law Renewal $500 plus $1,000 deposit No Change Zoning Amendment to Remove Holding $500.00 plus $1,000 deposit No Change Minor Variance Application $1,000 plus $1,000 deposit Increase - already approved $1074.00 plus $1000 deposit Site Plan Application/Agreement $1,000 plus $1,000 deposit Increase - already approved $1409.00 plus $1000 deposit Site Plan Agreement - properties with accumulative commercial/industrial/institutional building area of 150 m2 or less $250.00 plus $250.00 deposit No Change Site Plan Agreement Amendment $250.00 plus $250.00 deposit Increase $500 plus $500 deposit Development Agreement $1,000 plus $1,000 deposit No Change Plan of Subdivision Application $1,000 plus $1,000 deposit Increase - already approved $2606.00 plus $6000 deposit Defense of Local Planning Appeal Tribunal $5,000.00 deposit - full cost to applicant No Change Planning Report $800.00 Increase $1000.00 Land Division Clearance Letter $100.00 No Change $100.00 Consent Application Clearance Letter Planning Signage - Install and Remove $100.00 Increase $150.00 Land Merger Fee $500.00 Remove Third Party Review Fee $50.00+actual cost No Change Preconsultation Fee $500.00 Increase - already approved $811.00 plus $300 deposit Mandatory Preconsult Zoning By-law - Section 4.12 Temporary Use Fee $10,000.00 Security Deposit $1000.00 Development Agreement No Change Wastewater Monthly Charges $Remove Connection & Frontage Charges $Remove Wastewater - Miscellaneous Sewer Connection Permit $200.00 Increase $280.00 Sewer Connection Inspection $100.00 Increase $180.00 Change of Occupancy - New Account Charge $25.00 Increase $50.00 Add to Tax Roll $50.00 No Change Late Payment Charge 5%No Change Septage Receiving Facility - Disposal Fee $13.50/cubic metre Remove Water Monthly Charges $Remove Connection & Frontage Charges $Remove Water - Miscellaneous Water Connection Permit $200.00 Increase $280.00 Water Connection Inspection $100.00 Increase $180.00 Water Meter- Residential (including dual checkvalve and inspection)$450.00 Increase $790.45 Water Meter- Residential (including dual checkvalve, inspection, meter tail and ball valve) Water Meter Register $310.00 Increase $475.00 Water Meter Register for Pit Application $350.00 Increase $534.00 Dual Check Valve $30.00 Increase $48.95 Water Meter Bottom Plate with Gasket $20.00 Increase $25.00 Water Meter Non-Residential Full Cost Recovery No Change Full Cost Recovery Dual Check Valve Non-Residential Full Cost Recovery No Change Full Cost Recovery Water Meter Test $300.00 Increase Full Cost Recovery Water Shut off/on $100.00 Increase $110 + current OPSS pickup truck rate Change of Occupancy - New Account Charge $25.00 Increase $50.00 Add to Tax Roll $50.00 No Change Late Payment Charge 5%No Change NEW Water meter pit with radio antenna lid and associated couplers/adaptors Add $1,855.00 Public Works Half Load Restriction Exemption $50.00 Remove Road Access Permit $160.00 Increase $180.00 Municipal Consent Application Fee $50.00 Remove Ontario OneCall Relocate/Remark +HST $200.00 No Change Public Works - Civic Addressing Application Blade, Post, Installation $95.00 Increase $135.00 Replacement Blade Only $65.00 Increase $75.00 Replacement Post Only $30.00 Increase $30.00 Public Works - Over Dimensional Load Permit Single Use $200.00 No Change Annual $500.00 No Change NEW MVC Response Add Current MTO Rate Other Emergencies Response Add Current MTO Rate Nuisance calls Debris on Road Add Current MTO Rate Fire Services MVC Response Current MTO hourly rate for pumper, rescue & tanker No Change Other Response Current MTO hourly rate for required apparatus No Change Burn Permit $25.00 per calendar year Increase $50.00 per calendar year Cost Recovery - Foam $250 per pail used Increase Full Cost Recovery Fire Report - Post Fire $75.00 Increase $100.00 Fire Inspection - Real Estate $150.00 Increase $75.00/hr Fire Inspection - Real Estate - Minimum 2 hours Fire Safety Plan Review $100.00 No Change Illegal or unauthorized fire (including arson)Full Cost Recovery No Change Hazardous Materials Clean-up (as per Environmental Protection Act, RSO 1990)Full Cost Recovery No Change Fire Response Fees (Indemnification Technology Municipal Act. 2001 391 (1) Current MTO hourly rate for required apparatus - refer to by- law 2019-101 No Change NEW Fireworks - review application and inspection Add $75.00/hr Marine Museum & Lighthouse Entrance Fees Under 12 years Free No Change Adults (13+)$3.00 per person one site No Change Adults (13+)$5.00 per person for both Marine Museum & Lighthouse No Change Family $8.00 per family one site No Change Family $12.00 per family for both Marine Museum & Lighthouse No Change NEW Museum Admission - School Groups Add $4.00 per Student Museum Admission - Adult Groups 10 or more Add $4.00 per person both sites RENTALS CATEGORY ITEM FEE HST TOTAL ACTION TO FEE PROPOSED FEE HST TOTAL NEW TITLE Vienna Community Centre Muliple Items $$$Remove Straffordville Community Centre - Main Hall Mon - Thurs & Sunday Rental $275.00 $35.75 $310.75 Increase $300.00 $39.00 $339.00 Fri & Sat Rental $330.00 $42.90 $372.90 Increase $400.00 $52.00 $452.00 Damage Deposit $320.00 N/A $320.00 Increase $350.00 $45.50 $395.50 Meetings up to 3 Hours $130.00 $16.90 $146.90 Increase $150.00 $19.50 $169.50 Additional hours $30.00 $3.30 $33.30/hour No Change Funerals $75.00 $9.75 $84.75 No Change Straffordville Community Centre - Trackless Lounge Meetings up to 3 Hours $75.00 $9.75 $84.75 No Change Additional hours $30.00 $3.30 $33.30/hour No Change Straffordville Community Centre - Additional Costs Additional Cleaning/other services Cost Recovery N/A Cost Recovery Key Fee (refundable after function)$20.00 N/A $20.00 Increase $100.00 N/A $100.00 Failing to vacate by 2:00 a.m.$50/hour N/A $50.00/hour Increase $50/half hour N/A $50/half hour Deposit (non-refundable)50% of rental fee N/A 50% of rental fee No Change 50% of rental fee Pavillions Rental $40.00 $5.20 $45.20 Increase $60.00 $7.80 $67.80 Straffordville Pavillion Ball Diamonds (NEW)Rental - League Add $15.00 $1.95 $16.95 Rental - Casual Add $25.00 $3.25 $28.25 BUILDING CURRENT CATEGORY ITEM CURRENT FEE Building Department - Residential Dwelling Residential Dwelling Units $0.90/ft2 plus $150 flat minimum fee $1,500 Garages, carports, etc. over 300 sq ft $0.50 per sq ft plus $150.00 flat Decks, ramps, wood burning appliances $150.00 flat Accessory building up to 300 sq ft $150.00 flat Renovations of accessory buildings & residences $10.00 per $1,000.00 const value plus $150.00 flat Building Department - Swimming pools All types $100.00 Building Department - Agricultural Buildings Kilns, corn cribs, etc $200.00 flat Renovations to Farm Buildings $10.00 per $1,000 const value plus $150.00 flat Farm buildings and additions up to 600m2 $150.00 flat plus $0.40 per sq ft Farm buildings and additions over 600m2 $150.00 flat plus $0.30 per sq ft Building Department - Industrial, Commercial, Institutional New or additions up to 600m2 $150.00 flat plus $0.40 per sq ft New or additions over 600m2 $150.00 flat plus $0.30 per sq ft Renovations of buildings and accessory buildings $150.00 flat plus $10.00 per $1,000.00 const value Other structures such as silos, grain dryers etc. $150.00 flat plus $10.00 per $1,000.00 const value Building Department - Miscellaneous Mobile Homes - as a second dwelling on a farm & trailer park $150.00 flat plus $10.00 per $1,000.00 const value Modular Homes $150.00 flat plus $0.60 per sq ft Temporary Mobile Homes (for supplementary farm dwellings)revised due to zoning amendment Temporary Mobile Homes $150.00 flat used for special circumstances approved by Council up to 3 years duration $100.00 renew fee Temporary Mobile Homes (used on site while residence is under construction)$150.00 flat Existing buildings and houses moved to a new site $150.00 flat plus $0.50 per sq ft Additions to moved-in structures at the time of move $0.50 per sq ft Additions to these moved-in structures at another time $150.00 flat plus $0.50 per sq ft Permit transfer $150.00 flat Temporary special occasion tents $150.00 flat Roof Mounted Solar Panels $200.00 flat Demolition Permits $150.00 flat Municipal Property Damage Deposit $2000.00 flat Work Order Title Registraton $100.00 Building Permit Annual Maintenance Fee $300.00 Building Department - Exceptions Other Inspections $150.00 flat Change of use $150.00 flat Building Department - Septic System Class 1 Exempt Class 2 $200.00 Class 3 $200.00 Class 4 $500.00 Class 5 $500.00 Leaching Beds $500.00 Absorption Trench $500.00 Filter Beds $500.00 Repairs $300.00 Lot Assessments $100.00 Plumbing Permits $80.00 plus $10.00 per fixture Drainage Reassessment $250.00 BUILDING NEW Agricultural Permit Fees Fee Adder Units Farm Buildings - new - up to 10,000 sq ft $150 $0.43 sq ft Farm Buildings - new - over 10,000 sq ft $4,450 $0.37 sq ft Farm Buildings - addition - up to 10,000 sq ft $150 $0.43 sq ft Farm Buildings - addition - over 10,000 sq ft $4,450 $0.37 sq ft Farm Buildings - renovations $150 $10.45 $000cv Manure Tanks $150 $10.45 $000cv Grain Bins $150 $10.45 $000cv Silos $150 $10.45 $000cv Bunker Silos $150 $10.45 $000cv Kilns $200 Flat Rate Corn Cribs $200 Flat Rate Grain Dryers $150 $10.45 $000cv Industrial, Commercial & Institutional (ICI) Permit Fees Fee Adder Units I C I Buildings - new - up to 10,000 sq ft $150 $0.92 sq ft I C I Buildings - new - over 10,000 sq ft $9,350 $0.92 sq ft I C I Buildings - addition - up to 10,000 sq ft $150 $0.92 sq ft I C I Buildings - addition - over 10,000 sq ft $9,350 $0.92 sq ft I C I Buildings - renovations $150 $10.45 $000cv Residential Permit Fees Fee Adder Units Residential Dwellings - new - up to 1,500 sq ft $1,500 $0.00 sq ft Residential Dwellings - new - over 1,500 sq ft $1,500 $0.92 sq ft Accessory Buildings - up to 300 sq ft $300 Flat Rate Accessory Buildings - over 300 sq ft $300 $0.50 sq ft Garage - attached to new home $0.44 sq ft Garages, carports, etc - up to 300 sq ft $150 Flat Rate Garages, carports, etc - over 300 sq ft $300 $0.50 sq ft Renovations $150 $10.45 $000cv Decks, ramps & wood stoves $294 Flat Rate Lot Grading Plan Deposit $1,000 refundable Occupancy Permit (within 2 years) $0 Occupancy Permit (after 2 years) $294 Flat Rate Septic Permit Fees Fee Adder Units Class 1 - small $620 Flat Rate Class 2-3 - small $620 Flat Rate Class 4-5 - small $620 Flat Rate Class 1 - large $1,350 Flat Rate Class 2-3 - large $1,350 Flat Rate Class 4-5 - large $1,350 Flat Rate Leaching Beds $500 Flat Rate Absorption Trench $500 Flat Rate Filter Beds $500 Flat Rate Repairs $492 Flat Rate Lot Assessments $100 Flat Rate Plumbing $150 $10 fixture Swimming Pool $294 Flat Rate Miscellaneous Permit Fees Fee Adder Units Change of Use $186 Flat Rate Other Inspections (as deemed by CBO) $186 Flat Rate Signs $186 Flat Rate Mobile Homes - as second dwelling on farm $186 $10.00 $000cv Modular Homes $186 $0.60 sq ft Temporary Mobile Homes (approved by Council) $186 $100 renewal Temporary Mobile Homes (under construction) $186 Flat Rate Existing buildings moved to a new site $186 $0.50 sq ft Additions to moved structures (at move) $0 $0.50 sq ft Additions to moved structures (after move) $186 $0.50 sq ft Permit Transfer $186 Flat Rate Tents - temporary/special occasion $186 Flat Rate Solar Panel - roof mounted $200 Flat Rate Demolition Permit $186 Flat Rate Municipal Property Damage Deposit Proposed increase Building Permit Annual Maintenance Fee Proposed no change $5,000.00 $300.00 REPORT CLERK TO: Mayor & Members of Council FROM: Meagan Elliott, Clerk DATE: December 7, 2023 REPORT: CL-15/23 SUBJECT: DIVERSITY, EQUITY AND INCLUSION PLAN BACKGROUND Elgin County and its Local Municipal Partners (LMPs) recognize that creating a community that celebrates diversity and inclusion ensures that goods, services, and facilities provided meet the needs and ambitions of the entire population. Staff from Elgin LMPs have been working with Elgin County’s Accessibility Coordinator on developing a Joint Diversity, Equity and Inclusion (DEI) Plan to help achieve this. At its November 28, 2023 meeting, Elgin County Council received a Report on the Joint DEI Plan and resolved to formally adopt same. DISCUSSION The Joint DEI Plan was created to reflect best practices and is comparable to work that has been/is being completed by other municipalities in Ontario. There is no specific legislation that requires municipalities to have a DEI Plan, however, the Joint DEI Plan does consider and account for legislative requirements under the Accessibility for Ontarians with Disabilities Act, and the Ontario Human Rights Code. One of the main objectives of the DEI Plan is to enhance staff awareness and knowledge of diversity, equity, and inclusion, and how it impacts the workforce. This Plan strives to: 1. Increase the County and LMPs understanding and deepen the commitment to DEI; 2. Strengthen DEI within the organizational culture and workplace morale; 3. Engage staff in DEI efforts, and foster opportunities for leadership, advancement and development; 4. Identify, remove and prevent barriers to DEI across the County; and, 5. Determine and implement industry best practices regarding DEI initiatives. County Council received and adopted the DEI Plan, attached hereto as Attachment 1, and are looking for each of the LMPs to adopt the plan also. This is a similar process to the Joint Multi- Year Accessibility Plan, previously received and adopted by Bayham Council. STRATEGIC PLAN 2.1: Quality of Life > To work collaboratively with community organizations and others in ensuring the availability of a diverse range of passive recreational, heritage, cultural and other community services that contribute to enriching Bayham’s valued quality of life. Initiative(s): Ensure that the municipality is complaint with the Accessibility for Ontarians with Disabilities Act (AODA) ATTACHMENTS 1. Joint Diversity, Equity and Inclusion Plan – Elgin County and LMPs RECOMMENDATION THAT Report CL-15/23 re Diversity, Equity and Inclusion Plan be received for information; AND THAT the Council for The Corporation of the Municipality of Bayham adopts the Diversity, Equity and Inclusion Plan as presented. Respectfully Submitted by: Reviewed by: Meagan Elliott Thomas Thayer, CMO, AOMC Clerk Chief Administrative Officer Elgin County and Local Municipal Partners Joint Diversity, Equity and Inclusion Plan 2024-2026 2 Table of Contents Decolonization and Reconciliation .................................................................................. 3 Purpose ........................................................................................................................... 3 Plan Coordination ............................................................................................................ 5 Evaluation, Reporting, and Outcomes ............................................................................. 6 Overview of Diversity Equity and Inclusion ...................................................................... 8 Why DEI Matters.......................................................................................................... 8 Benefits of DEI in the Workplace ............................................................................... 10 CSA Psychological Health and Safety Standard Commitment .................................. 11 Challenges and Directives ............................................................................................. 11 DEI Training .................................................................................................................. 12 County of Elgin (EC)...................................................................................................... 13 Elgin County DEI Progress (General) ........................................................................ 13 EC Human Resources DEI Goals .............................................................................. 16 EC Legislative Services (Admin) Goals ..................................................................... 17 EC Community and Cultural Services (Libraries / Archives / Museum) Goals ........... 18 EC Engineering / Facilities / Planning Goals ............................................................. 19 EC Economic Development / Tourism Goals ............................................................. 19 EC Finance / Purchasing ........................................................................................... 20 EC Homes & Seniors Services .................................................................................. 21 EC POA / Legal ......................................................................................................... 22 Municipality of Bayham ................................................................................................. 22 Municipality of Central Elgin .......................................................................................... 23 Municipality of Dutton Dunwich ..................................................................................... 24 Municipality of West Elgin ............................................................................................. 26 Town of Aylmer ............................................................................................................. 27 Township of Malahide ................................................................................................... 28 Township of Southwold ................................................................................................. 29 Communication and Contact Information ...................................................................... 30 Feedback ................................................................................................................... 30 Compliance ................................................................................................................ 30 Local Municipal Partner Websites.............................................................................. 30 Contact Information ................................................................................................... 30 3 Decolonization and Reconciliation The County of Elgin and its Local Municipal Partners are supportive of all communities and will continue to foster meaningful relationships and collaborate with Indigenous communities and partners to advance mutual diversity, equity and inclusion goals. The County of Elgin supports the Truth and Reconciliation Commission of Canada’s work to implement the 94 Calls to Action. The County further supports and encourages its employees to participate in activities and wear orange shirts to honour the National Day for Truth and Reconciliation, which takes place annually on September 30. The County recognizes that decolonization and reconciliation go beyond the scope of the Commission’s recommendations, and the County has and continues to work with Indigenous leaders to support the recommendations and other relevant initiatives. The County of Elgin has implemented a Land Acknowledgement Statement. The full report on the development of a Rural Indigenous Strategy can be viewed in the County Council Agenda Package August 10, 2021, on page 319. Purpose The County of Elgin and its Local Municipal Partners are regulated by the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, Employment Equity Act, Ontario’s Anti-Racism Strategic Plan and so forth, and are dedicated to responding to and eliminating patterns of unfair treatment and forms of systemic discrimination that still take place, often resulting from bias, stereotypes, and prejudice. The County and its LMPs recognize that creating a community that celebrates diversity and inclusion ensures that goods, services, and facilities provided meet the needs and ambitions of the entire population. One of the main objectives of the DEI Plan is to enhance staff awareness and knowledge of diversity, equity, and inclusion, and how it impacts the workforce. Staff will be provided with training, tools and resources that help increase DEI across the County and Local Municipalities. This Plan strives to: 1. Increase the County and LMPs understanding and deepen the commitment to DEI. 2. Strengthen DEI within the organizational culture and workplace morale. 3. Engage staff in DEI efforts, and foster opportunities for leadership, advancement and development. 4. Identify, remove and prevent barriers to DEI across the County. 5. Determine and implement industry best practices regarding DEI initiatives. Statement of Commitment The County of Elgin and its LMPs are committed to creating a workplace environment and community that is diverse, equitable and inclusive for all. 4 The Diversity, Equity and Inclusion (DEI) Plan aims to: • Identify and address any forms of discrimination that create barriers to services, community engagement, inhibit flexibility, participation and equity in the workplace. • Work with marginalized groups to counter historical, attitudinal, structural, systemic, and institutional practices that hinder inclusivity. • Implement training, programs, and initiatives that recognizes the full range of human differences and ensures fairness and justice. • Embrace differences amongst employees and residents with empathy and curiosity. • Create a workplace culture/environment that is safe, open, and inclusive for everyone. • Increase awareness of the different barriers that prevent DEI in the workforce. The plan seeks to make employees and residents feel valued and accepted. Further, it strives to remove barriers so that all community members can participate in an equitable environment. The plan emphasizes the importance of recognizing the systematic, structural, unified and intersectional aspects of discrimination, and the benefits of undertaking inclusive action. The plan acts as a framework for embracing diversity in the workplace, and seeks to create policies, procedures and practices that are fair, just, and non-discriminatory. Scope This plan applies to all persons who deal with members of the public or other third parties on behalf of the County and its LMPs, whether the person does so as an employee, member of Council, agent, volunteer, student placement, Committee member, or otherwise and all persons who participate in developing the County’s policies and procedures governing the provision of goods, services or facilities to members of the public or other third parties. Legislative Authority The plan adheres to the legislative requirements set out in the following: • Accessibility for Ontarians with Disabilities Act (AODA) • Integrated Accessibility Standards Regulation (ISAR) • Accessible Canada Act • Ontario Human Rights Code (OHRC) • Employment Standards Act (ESA) • Occupational Health and Safety Act • Canadian Charter of Rights and Freedoms • Universal Declaration of Human Rights • International Convention on the Elimination of All Forms of Racial Discrimination • The Citizenship Act • Canadian Multiculturalism Act • Employment Equity Act • Ontario’s Anti-Racism Strategic Plan 5 In addition to the above legislation, several policies and agreements set out requirements, recommendations and frameworks relating to Indigenous-Municipal governance: • Treaties • United Nations Declaration on the Rights of Indigenous Peoples • Report of the Royal Commission on Aboriginal Peoples • Truth & Reconciliation Calls to Action • National Inquiry into Missing and Murdered Indigenous Women and Girls Calls for Justice Plan Coordination This plan was created through a collaborative effort between the County Accessibility Coordinator, Human Resources Department, and Local Municipal Partners. All staff are responsible for identifying, removing and preventing discrimination across the County. The plan went through several phases of revision, and was taken to the Joint Accessibility Advisory Committee for feedback and input. A DEI Survey was circulated amongst staff at the County to identify areas needing improvement and to provide input. Input from the survey was incorporated into the goals section of the DEI Plan. The final DEI Plan was received and approved by County Council. After County Council approved the plan, it was sent to all LMPs to take to their respective Councils to be received and adopted. The plan is available on the County and LMPs websites in accessible format. 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 Implementation In order to implement the DEI Plan, the County and its LMPs will undertake the following actions: • Review County and LMP documents to ensure the use and incorporation of inclusive and gender-neutral language. 6 • Collect, analyze, and interpret data and feedback to assist with identifying ways to enhance DEI within the organization, as well as opportunities for engagement with the community. • Review policies and practices to ensure it aligns with goals outlined in the DEI Plan. • Increase workplace DEI activities and events to increase engagement and awareness. • Engage with local businesses and communities to provide recognition of diversity, equity and inclusion initiatives that have a positive impact across the County. • Create an Intranet and web page for DEI that includes resources and important DEI dates that highlights and celebrates DEI. • Promote staff awareness and participation in internal and external events for DEI (Black History Month, Women’s History Month, Pride Parade, Orange Shirt Day etc.). • Ensure recruitment, selection and retention practices account are diverse, equitable and inclusive. • Provide free training information through the DEI plan and offer training to staff on topics not covered through the free training. Evaluation, Reporting and Outcomes The success of the DEI Plan requires that information and communication is transparent, and that the evaluation, reporting, and intended outcomes of the plan are clearly stated. As laid out in the Ontario Human Rights Code, all employees have a right to Freedom from Discrimination with respect to five social areas and seventeen personal attributes. The protected grounds for the five social areas include: 1. Employment 2. Housing 3. Services 4. Unions and Vocational Associations 5. Contracts The protected grounds for the seventeen personal attributes include: 1. Citizenship 2. Race 3. Place of Origin 4. Ethnic Origin 5. Colour 6. Ancestry 7. Disability 8. Age 9. Creed 10. Sex/Pregnancy 11. Family Status 7 12. Marital Status 13. Sexual Orientation 14. Gender Identity 15. Gender Expression 16. Receipt of Public Assistance (housing) 17. Record of Offences (in employment) The Plan will focus on addressing diversity, equity, and inclusion in the workplace and community, and combat any form of discrimination, direct or indirect. The plan will be updated on an annual basis, as necessary. The DEI Plan provides an overview of diversity, equity and inclusion, and the County and its LMPs goals regarding DEI spanning 2024-2026. The purpose is to provide a high-level overview of all DEI projects and initiatives, and the way that each municipality intends to approach different topics relating to DEI. DEI Progress Reports The DEI Plan will be assessed and updated on an annual basis as needed. A DEI Progress Report will be completed annually to demonstrate commitment to implement the DEI Plan goals. DEI Topics This list is not exhaustive, there are many other topics that connect to DEI. • Anti-racism and anti-oppression o Indigenous awareness o Lasting impact of colonialism o Addressing unconscious and implicit biases o Black and racialized Canadians o Micro-aggressions • LGTBQ2+ o Gender identity o Sexual orientation • Accessibility o Disability awareness o Barriers to accessibility o Accommodations in the workplace • Women o Understanding feminism o Sexism in the workplace • Immigrants and Refugees o Addressing myths about immigrants and refugees o Benefits of a multicultural and diverse workplaces o Cultural competence and diversity • Mental Health o Mental health first aid o Combatting stigmas and bias towards mental illness and addiction o Homelessness 8 • Age o Generational diversity o Digital divide The outcomes of this plan will be measured using the following: • Use surveys to get feedback regarding DEI. • Obtain statistics and demographic information as it relates to DEI. • Review statistics/demographic info to identify areas for improvement regarding: recruitment, selection, retention, employee satisfaction, community outreach etc. • Review HR policies and procedures to ensure industry best practices. • Get feedback on questions related to diverse, inclusive, and equitable workplaces from exit interviews, stay interviews, and employee engagement questionnaires. • Examine workplace accommodations to ensure accessibility and inclusivity, consider a Universal Design approach. • Partner with Council to join the following: o Canadian Coalition of Municipalities Against Racism and Discrimination (CCMARD -United Nations). o Canadian Coalition of Inclusive Municipalities (UNESCO -United Nations) o City for All Women Initiative (CAWI). • Create an annual report to demonstrate progress towards DEI goals laid out in the plan. • Form DEI related committees at the County level and encourage LMP participation. Overview of Diversity, Equity and Inclusion Why DEI Matters Diversity, equity and inclusion in municipalities is imperative. Systemic discrimination remains an ongoing challenge, and when left unaddressed, these issues can grow and become difficult to mitigate. The community is growing, which can lead to an increase in inequities regarding resources, access and power. These barriers impact marginalized communities’ access to healthcare, employment, housing, and County goods, services, and facilities. These inequities negatively impact both the community and the workplace. Elgin County and its Local Municipal Partners are responsible for the wellbeing and quality of life of its residents. Addressing these inequities can help ensure the inclusion of all residents. DEI creates a more sustainable community where people from all walks of life have the right to, and can participate fully in social, economic, political, and cultural life. The demographic and economic changes require focused efforts to advance DEI practices and policies to address unfair treatment and forms of systemic discrimination that still take place. This Plan is a systemic response to these imbalances in accessibility, economic status, religious beliefs, ability, gender and gender identity, 9 geographic location, sexual orientation, race, Indigenous ancestry, age and other similar markers of identity. The Plan aims to incorporate best practices recognized and identified in various Municipalities plans, practices, charters and reports on DEI, and unite the different initiatives the County is currently undertaking to affirm and advance its commitment and focus on DEI. DEI Statistics in Canada In accordance with the Diversity for Social Impact: • In 2018, 23.6% of the population are foreign-born. • A majority of immigrants are from Asia. • Over 6 million people identify as a member of a visible minority group. • 61.4% of women and 70.1% of men participated in the labour force in 2019. • In 2016, less than 1/5 of all leadership roles were held by women. • In 2017, it was reported that 11% of women and 5% of men have a mental health related disability. • In 2017, for First Nations people living off reserves 51% of women and 40% of men reported unemployment due to not having enough education. DEI Statistics in Ontario According to Ontario Public Service Inclusion & Diversity Blueprint: • Ontario is home to the largest population of Indigenous people in the country. • 48% of Ontario’s population will be racialized by 2036. • 1 in 7 Ontarians has a disability. • By 2020, Millennials will make up half of the global workforce. • The majority of visible minority members live in Toronto, Montreal and Vancouver • N 2017, 40% of racialized people in Ontario reported experiencing discrimination due to race in the last 5 years. Demographic Profile of Elgin County According to the Census Profile 2021 for Elgin County: • 20% of the population is age 65 and over. • 9.6% of residents live in low-income status. • Over 2000 residents identify as Indigenous. • Over 4200 residents are visibly minorities including South Asian, Chinese, Black, Filipino, Arab, Latin American, Southeast Asian, West Asian, Korean, Japanese, and multiple. • Over half the population is religious. The County is a growing and changing community. The population of the surrounding local Municipalities is increasing and becoming more diverse due to everchanging immigration, migration, urbanization, and aging society. For further information on the demographic profile of the County, visit Census Profile 2021 –Elgin County. Due to the 10 changing demographics, the County is dedicated to focusing its efforts towards advancing inclusive practices and policies. Applying DEI at Work DEI can be applied to various areas of the workplace, and can enhance existing practices related to, but not limited to, the following: • Communications • Engaging Community • Gathering Information/Research • Leading and Supervising • Monitoring and Evaluation • Planning: Services, Programs, Events • Policy and Procedure Development • Recruitment, Hiring, Selection and Retention • Strategic Planning • Training • Customer Service Benefits of DEI in the Workplace According to the OSP Inclusion & Diversity Blueprint, DEI can lead to: 1. Diverse Talent: ensuring that the workplace is reflective of the population and better represents the public we serve. 2. Inclusive Leaders: allows for better collaboration between the County, its LMPs, internal and external stakeholders and the community. 3. Diversity of Thought & Experience: ensures workplace embraces DEI perspectives. 4. Greater Collaboration: allows for better creativity and innovation in the organization. 5. Responsive Public Service: ensures policies, programs and services are equitable and inclusive. 6. Increased Innovation: improves the creativity and diverse thought and decision making. 7. Better Employee Satisfaction: ensures employees feel included and are represented throughout the organization. 8. Team Performance: enhances team engagement and collaboration 9. Reduces Bias: ensures that all employees are treated with respects, and are free from discrimination. DEI Plans and policies are proven to increase efficiency in customer satisfaction, and contribute to the following improvements for Municipalities: • Increases social capital, engagement, collaboration, and feeling of belonging. • Better physical, psychological and social health and safety. • Decreases healthcare and social services costs. 11 • Increases economic prosperity and productivity. • Increases growth and tax revenue. • Creates a better understanding and empathy for decisions made by the Municipality. CSA Psychological Health and Safety Standard Commitment The County of Elgin and its Local Municipal Partners are committed to ensuring a psychologically healthy and safe workplace. Under the CSA Psychological Health and Safety in the Workplace Standard, there is a section pertaining to diversity that indicates the connection between psychological health hand safety and diversity in the workplace. It states the following: Section 4.3.6 Diversity Organizations comprise diverse populations and groups. • The organization shall consider the unique needs of these diverse populations and solicit input when these needs are relevant to complying with the requirements of this Standard. • The organization shall consider workplace factors that can impact the ability of these workers to stay at work or return to work. • While psychological health and safety in the workplace is a shared responsibility among stakeholders, the organization should support individual workers to seek assistance internally or externally when needed. • The organization shall take steps to link workers in need to internal resources and should also take steps to link workers to community or other resources. Challenges and Directives While the County and its LMPs are committed to achieving greater diversity, equity and inclusion, it is important to recognize the challenges with its implementation: • Financial and resource limitations. • Competing priorities for staff. • Uncertain about what best practices or approaches to apply. • Disbelief inequities exist (ex: “there is no gender pay gap”). • Limited political support. • Lack of knowledge regarding the intersectional lens. • Department DEI initiatives happening in isolation without corporate-wide framework. • Need for greater demographic data or feedback on DEI. • Absence of DEI related performance measures. • Some DEI issues are not given as much attention as others. These challenges can be addressed by: • Realizing that DEI change is fluid, constant and there is no one size fits all approach. 12 • Change can be achieved through many avenues and is not limited. • Tensions are not always negative, it is important to address implicit biases to improve awareness and understanding which can result in some discomfort. • Asking questions is important to determine who is included, what causes exclusion, and how can the organization be more inclusive. • Issues may be complex and should involve various stakeholders and the community. • Engagement with community organizations is critical to advancing DEI goals. The County encourages people to be allies and commit to using info learned to take a stand and advocate for all marginalized groups. Being an ally is not a one-time thing, it is a lifelong learning process of asking questions and turning insights into action. DEI Training The County will provide training to: • All people who are an employee of, or a volunteer with the organization; • All people who participate in developing the organizations policies; and • All other people who provide goods, services or facilities on behalf of the organization. General DEI Training • An overview of the Ontario Human Rights Code • An overview of the protected grounds in Canada • Identify common barriers to DEI and how to mitigate them • Discuss important definitions and their implications in the workplace • Address intersectionality and privilege as it relates to the workforce • Discuss the importance of DEI Fundamentals The training will be appropriate to the duties of the employees, volunteers, Council members, and Committee members. It will be provided on an ongoing basis, and updated as needed. A list of free online training resources will be provided in a DEI Guide on various DEI related topics. 13 County of Elgin (EC) Elgin County DEI Progress (General) • Partners with Homewood Health which includes mental health and DEI related resources and supports. • Participated in Orange Shirt Day to support reconciliation efforts and demonstrating support for Indigenous communities. • Participated in Pink Shirt Day to support anti-bullying initiatives throughout Canada. • Provides comprehensive benefit package to employees. • Engages the Joint Accessibility Advisory Committee on many aspects of accessibility planning and consultation processes. • Provided ongoing training on the AODA and Ontario Human Rights Code. • Creation of the Multi-Year Accessibility Plan with LMPs spanning 2021-2026. • Community and Cultural Services hosted facilities tour and collections review of museum and archives with Chippewas of the Thames First Nation and Oneida Nation of the Thames to review Indigenous collections and discussed ways to work more closely together on future cultural programming. • Community and Cultural Services have actively been working with Oneida Language and Cultural Centre since 2019 on the following: o On-site curatorial support to better display their artifacts to the community. o Providing free collection management software to the Centre.  They now input their artifacts into the “Museums of Elgin County Database” which we host. o Installing (late fall 2023) a 16’ x 8’ mural on the exterior of the Heritage Centre depicting Oneida’s settlement story which went proceeded through Elgin County in 1840. o Library staff are working with Oneida’s educational resource centre to promote usage of our system by Oneida residents.  Rack cards were mailed to residents in 2022 promoting the Shedden branch.  The Digital Services Librarian visits Oneida bi-monthly to distribute cards and promote programs. • Elgin County Library hosted 2 drag queen story times (Belmont 2019 and Dutton 2022) and work regularly with Rainbow Optimists Club on inclusionary programming. • Elgin County Library completed the M.I. Understanding Project. • Elgin County Library participates in the Indigenous Reads program annually. • Elgin County Library has implemented Library policies that address DEI issues: Collection Development Policy (approved September 2022), Collection Acknowledgement Statement (June 2023, Membership & Circulation Policy, Program Policy (expected approval September 2023). • Elgin County Library provides opportunities for cardholders to have their voices heard and participate in collection purchasing and that decision making as well 14 as offer objections to these decisions (e.g. Suggest to Purchase form, Request for Reconsideration form). • Elgin County Library has amended an approach to holiday stickering of the Library collection through a DEI lens (Collection Development Team project). • Elgin County Library has analyzed who our Library cardholders are, as well as County residents, and assessing the composition of our collections using a DEI lens and diversity audit for community fit. • Elgin County Library has selected new purchases and discarding Library collections using DEI information and resources and the Collection Development Policy which includes a DEI lens. • Community and Cultural Services provided training in 2023 on inclusive labelling and displays of library materials. • Elgin County Homes & Senior Services have achieved the following progress: o Collection and utilization of resident demographic data to plan services and activities:  Faith and spiritual program need based on resident demographics  Language, culture and ancestral history.  Recognition of persons with disabilities and ensuring access to accessible programming.  Recreation program development, implementation and review are based on each and collective resident-assessed interests, abilities, past participation, cultural heritage and perceived or actual barriers to promoting inclusion and participation.  Information, programming and resources specific to low-German- speaking residents based on the area demographic and assessed need. o Elgin Homes Grant projects and projects gather demographic data based on participation and report to the Government of Canada, including mentoring others, age, gender identity, and project benefits and outcomes (2019 - 2022). o Leadership Team members actively promote equity, diversity and inclusion:  MPT (8 hours volunteer) and 4 Recreationists participated in the Taking it to the Streets Reimagining Dementia "A Creative Coalition for Justice" Art Show and Film Screening. These Hands Project was a featured Art Exhibit. The focus was to create a more just, caring and inclusive society for everyone impacted by dementia— consultation with the Homes Resident and Family Council and resident participants (September 2023).  Seniors in Sync Grant project, utilizing technology to recognize individuals' ancestral roots and celebrate diversity in Elgin County through recorded interviews and collaboration with the Elgin County Archives, volunteers and staff (2021).  Finding our Heartbeat Drumming Project, utilizing and consulting with Tribal Spirit Music Drums, Studio Arts Music School to create a 15 virtual drumming program for the residents. It was hands-on and celebrated the diversity and history of drums and their importance worldwide; the project continues in the Homes (2022 - 2023). Staff offered, and MPT and project lead participated in the Indigenous Canada Course provided by the University of Alberta.  These Hands, a Published Book and Photographic Art Project, celebrates the accomplishments and lifelong contributions of seniors living in our communities. Fifty-seven residents and community members participated in creating the Book and Photographic Art.  These Hands Art Show with Audio, Elgin-St. Thomas Public Art Gallery (April 2022).  Recorded in an Audio format (2022) and is currently being created in an accessible e-book format (Cooperative Education Student 2023).  MPT and Recreationist presented "These Hands" at the City of London Dearness Home to assist and promote similar projects in the long-term care sector.  MPT and Recreationist attended and presented at the Therapeutic Recreation Ontario Conference (2023). Which provides education and guest speakers related to inclusion, diversity, and the role recreation professionals play in ensuring each individual can reach their highest potential.  MPT attended and presented at the Recreation Professionals of Ontario Conference "Robotic Technology." Participated in the Inclusive Environments for LGBTQ2, provided by the Egale Human Rights Trust and the Indigenous Cultural Competency Training Cycle 1-4 (2019).  MPT attended the Aging and Spirituality Conference 2021 (Virtual attendance).  Terrace Lodge accommodated a Recreation staff with a physical disability utilizing a ride/walker to continue her role in the Home.  Elgin Homes ensures inclusive volunteer services recruitment, onboarding, training and positions which support and recognize diversity.  MPTs and Recreationists offer support to individuals with language, culture or persons with disabilities to ensure they have access to resources such as: • Local affiliated churches, spiritual resources, and organizations. • Adaptive resources and equipment to promote independence through leisure. • Access to or collaboration with local agencies that provide support, such as the CNIB, Alzheimer Society, Community Living, Canadian Multifaith Federation, Music Care 16 Conference, Room 220, and Mennonite Community Services. o Recreation teams at Bobier Villa and Elgin Manor implemented a collaborative project with Dietary services called “Countries of Discovery”. For each month starting in April of 2023, each home had chosen a country to explore where related programs/activities and residents’ meal (lunch service) were focused during the month (i.e. April = Greece, May = Mexico, October = Germany, etc.) Input from residents, families and staff were strongly promoted to enhance cultural feedback, inclusion and participation. This project continues for the remainder of 2023 and is projected to continue in 2024. EC Human Resources DEI Goals The work done to ensure diversity, equity and inclusion is addressed across the County includes, but is not limited to: • Working with other County departments to support various organizations that emphasize DEI in their mission and values. • Sign the declaration or join different groups focused on DEI (Canadian Coalition of Inclusive Municipalities, Canadian Coalition of Municipalities Against Racism and Discrimination, City for All Women Initiative etc.). • Facilitate networking and collaboration with the community to learn from and share ideas and get input from experts on DEI, and uphold an environment where employees feel comfortable expressing their authentic selves at work. • Establishing a DEI Plan and related procedures and guides. • Creating a monthly DEI Calendar highlighting important dates (updated annually). • Include DEI content on HR page on the Intranet (ongoing). • Compose a list of funding available to Municipalities to support DEI projects (ongoing). • Supporting projects and initiatives undertaken in the County and local Municipalities that focus on diversity, equity, inclusion, and accessibility. • Conduct mandatory DEI training for all staff at the County and Council members. • Encourage staff to take Indigenous Awareness training via the Four Seasons of Reconciliation Professional Development Course or Indigenous Awareness by MOOC. • Develop anti-discrimination and diversity education campaigns that elevates the voices and perspectives of diverse groups and celebrates diversity (2SLGBTQI+, Racialized Canadians, Indigenous, persons with disabilities, women, etc.) • Review the anti-harassment and discrimination policies on an ongoing basis, and ensure the process results in appropriate action being taken to address incidents. • Ensure there is a clear confidential process for reporting harassment or discrimination in the workplace or in the policies, procedures, goods, services, and facilities. • Review and implement inclusive practices in place to accommodate diverse needs (disability, religious observances, parental/caregiver obligations, and etc.) 17 • Implement the CSA Psychological Health and Safety Standard and implement initiatives focused on workplace wellness and mental health. • Ensure people with disabilities continue to be consulted, including through the Joint Accessibility Advisory Committee, regarding decisions that can impact accessibility or create/eliminate barriers. • Include diverse perspectives in decision making processes that impact the County, the organization, and community. • Create a handbook (or guide) on DEI including definitions, FAQs, and tips. • Include DEI components into the employee performance and evaluation process, and ensure that people of diverse backgrounds have equal opportunities for advancement/promotion across the organization. • Develop a benchmark to measure progress and conduct regular staff DEI surveys. • Work alongside the Union to identify gaps in DEI awareness and provide training. • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. o Create standardized job templates that are accessible. o Encourage applicants of all backgrounds to apply. • Apply a DEI lens to all policies, processes, procedures, etc. • Encourage open conversations around DEI and areas needing improvement. EC Legislative Services (Admin) Goals • Provide opportunities for community members to be heard and participate in decision-making processes. o This will be accomplished by issuing public surveys (i.e. budget survey) when public input is required, and also by utilizing the Engage Elgin website that allows community members to provide feedback and get information about ongoing County projects. • Celebration of holidays and important calendar dates for community organizations. o With Council’s approval, Admin will continue to arrange and hold flag raisings in support of various community organizations (i.e. Elgin County Pride, Childhood Cancer Awareness, Elder Abuse, etc.). o Make every attempt to acknowledge significant holidays and cultural milestones through our weekly CAO updates, on the Intranet, and on our Facebook page. • Representative marketing on municipal platforms. o Continue to and make a more conscious effort to include representation of ethnicities, LGBTQ2+ communities in our social media advertising i.e. job postings showing equal representation of men and women and diverse ethnic backgrounds for all county positions. • Gathering demographic information of surveys of staff and the public. o Include questions at the beginning of our surveys asking for information on an individual’s background, if they choose to indicate it. 18 EC Community & Cultural Services (Libraries / Archives / Museum) Goals • Elgin County Library o Continue to recognize and embrace the principles of Truth and Reconciliation with Ontario’s diverse Indigenous population. o Continue to engage in meaningful dialogue with Indigenous people and First Nation bands and is committed to drawing on resource and strategies developed by the Canadian and International library community. o Continue to commit to policies and actions that addresses the value of Indigenous collection materials and enables Indigenous authors and content creators to be included and highlighted. o Elgin County Library will continue to offer commit to the provisions of library services for Indigenous people and include plans or policies to partner with Indigenous people and their communities. o Accessing and using other DEI toolkits created by community partners for our own programming and outreach work (e.g. STELIP’s Planning Events That Are Culturally Inclusive Guidebook). o Provide free or low-cost programs for County residents. o Continue to provide inclusive programs that meet the needs of everyone, e.g. First Nations Communities Read, Drag Queen Storytime, M.I. Understanding. o Ensure program accommodation for sensory or other needs. o Ensure the Library has diverse partners and is at community tables to support diverse groups, e.g. Oneida Friendship Resource Centre partnership. o Continue to support National Day for Truth and Reconciliation with programs. o Continue to review and eliminate outdated subject terms in cataloguing of Library materials through a DEI lens. o Continue to evaluate how customers access our systems (and Library services). o Provide DEI support to existing Library teams and Committees (Collection Development Team, Collection Reference and Processing Team, Supervisors’ Meetings, eResources Team). o Provide ongoing regular training and resources for all Library staff with regards to DEI at annual staff development day. • Elgin County Museum and Elgin County Archives o Continue to be committed to the implementation of the Truth and Reconciliation of Canada: Calls to Action as it pertains to museums and archives. o Continue to commit to policies and actions that addresses the value of Indigenous collections and the importance of historical research for purposes that may include Truth and Reconciliation, healing, self- awareness, land acknowledgement and treaty rights. o Continue to make existing Indigenous and non-Indigenous collections fully available for research and understanding with appropriate descriptive 19 language that considers Indigenous traditions and methods of communication. o Continue to commit to repatriating existing Indigenous collections wherever feasible. o Continue to commit to the provision of museum and archives services for Indigenous people that include plans or policies to partner with Indigenous people and their communities. EC Engineering / Facilities / Planning Goals • Ensuring spaces with County owned facilities are sensory-friendly. • Involve DEI representatives in project planning. • Continue to design public spaces in accordance with the Building Code and AODA requirements. • Support and contribute to an inclusive community. • Create an inclusive and equitable work environment. • Offer flexible work arrangements to meet the individualized needs of each employee. EC Economic Development / Tourism Goals • Inclusive Representation in Tourism Marketing o Ensure that all marketing materials, such as videos and photography, accurately represent the diverse demographics of Elgin County, promoting an inclusive and welcoming image to potential visitors. • Comprehensive Diversity and Inclusion Training o Actively participate in ongoing diversity and inclusion training for all department staff, fostering an environment that values and celebrates differences while promoting cultural awareness and sensitivity. • Enhanced Diversity in Summer Tourism Assistants Recruitment o Develop and implement a recruitment process for hiring summer tourism assistants that focuses on increasing representation from diverse backgrounds, fostering a more inclusive and diverse team. • Engagement through Community Partnerships o Strengthen partnerships with community organizations, ensuring all voices are heard in decision-making processes. • Equitable and Inclusive Service Monitoring o Regularly assess and monitor the accessibility, inclusivity, and equitable provision of services, including grant programs and business surveys, to guarantee that they are accessible to all members of the community. • Diverse and Inclusive Event Planning o Incorporate diversity and inclusion principles into event planning, ensuring that all gatherings and consultations are accessible to diverse groups, and actively encourage their participation in regional events and discussions. • Promotion of Elgin's Diverse Workforce and Community 20 o Raise awareness about the diverse composition of Elgin County's workforce and community, offering resources to local employers to encourage inclusivity and diversity within their workforce. • Inclusive Support for Businesses o Provide comprehensive support to both existing and new businesses, offering informational resources that guide them in delivering inclusive services that cater to the diverse needs of local residents. • Empowering Underrepresented Business Owners o Actively attract and support businesses owned by underrepresented groups, including new immigrants, through tailored assistance and resources, fostering an environment that promotes their success and growth. • Amplifying Indigenous History and Practices o Increase awareness and knowledge of Indigenous history and cultural practices through educational initiatives. Incorporate land acknowledgments in corporate communications and events, and provide accessible resources for community members to deepen their understanding. • Elevated Cultural Feedback Mechanisms o Enhance feedback collection methods, such as social media and surveys, to gather insights about cultural offerings, enabling continuous improvement and ensuring that cultural programming resonates with the diverse community. • Provision of Up-to-Date Demographic Data o Provide relevant departments and the business community with current data on resident demographics, community changes, and other trends that impact the inclusive delivery of services. This information will facilitate informed decision-making and strategic planning that addresses the evolving needs of the diverse population. EC Finance / Purchasing • Continue to ensure that documents are made available in accessible format and/or with communication supports upon request. • Coordinate with other departments to identify a designated space that can be utilized for meetings that require confidentiality, that ensures full accessibility for people with disabilities. • Engage in ongoing training on accessibility, diversity, equity and inclusion related topics (implicit biases, accessible customer service, anti-discrimination, etc.). • Support and contribute to an inclusive community. • Create an inclusive and equitable work environment. • Offer flexible work arrangements to meet the individualized needs of each employee. • Review the process for accessing personal financial information and ensure that employees with disabilities are accommodated upon request. 21 EC Homes & Seniors Services • Demonstrate a shared responsibility and commitment to welcoming and affirming communities for all members of the diverse populations who live, work and visit the County of Elgin’s Long-Term Care Homes. • Support the development and implementation of a Long-Term Care Home- specific DEI assessment, which can be utilized at the County of Elgin 3 Long- Term Care Homes, to support equitable and respectful care and services within the Homes. Focus to include areas such as: o Mission, Vision and Values that commit us to practice diversity, equity and inclusion, o Policy and procedures that promote diversity, equity and inclusion, o Including diversity, equity and inclusion as a standing agenda item on committees such as Joint Health and Safety, resident council, family council, etc., o Practices to incorporate DEI into Long-Term Care Homes services and activities, o Staff, resident, family and volunteer engagement, and o Education and training. • Participate in the review of Corporate policies and procedures regarding the process for submitting and responding to complaints about harassment and discrimination to ensure it reflects DEI best practices. • Through the Long-Term Care Home review/assessment process, identify areas for improvement and highlight areas of strength. • Ensure the application of a DEI lens with regards to the Quality Improvement initiatives at the Homes to support work related to the DEI assessment outcomes. • Develop a Home specific DEI policy to support residents within the three Long- Term Care Homes that incorporates opportunities for residents to engage in personal reflection and bring awareness to unconscious biases; and recognition that the resident is the expert in their own life, etc. • Provide training on an ongoing basis to staff on topics related to DEI (implicit bias, anti-discrimination, DEI fundamentals, psychological safety etc.). • Update new hire (employees and volunteers) orientation programs to include diversity, equity and inclusion. • Create awareness and taking an inclusive approach to incorporate cultural considerations (based on resident demographics) to plan services and activities such as meal planning and programming processes. • Continue to include information and resources on DEI related dates and celebrations in communications. • Continue to ensure staff awareness and encourage the use of Employee Assistance Plan and Homewood Health resources. • Seek out meaningful partnerships with community-based organizations and community groups to advance equity, diversity and inclusion within the Homes and enhance life for residents from various communities. 22 EC POA / Legal • Ensure that all personnel practices align with the County DEI Plan. o Review DEI Plan at least annually and review internal legal department practices to ensure alignment. o Promote engagement with the DEI Plan internally with the department at least semi-annually. • With regard to professional regulatory continuing professional development for licensees of the Law Society of Ontario (“LSO”), exceed the minimum EDI requirement for CPD credits in each annual cycle. • Support legal industry DEI groups through the LSO and bar associations. • Ensure that prosecutions have regard to the Gladue Principles where indigenous defendants are involved. • Provide corporate support advice on policy compliance regarding DEI principles to ensure all departmental practices align with the County DEI Plan. • In conjunction with the Human Resources department training, deliver annual training through the Management Team on legal obligations regarding human rights and responsibilities regarding forms of discrimination that may occur in the workplace. • When conducting legal reviews of corporate documents and processes, ensure that all corporate practices within the document align with the County DEI Plan and make recommendations for changes when deficiencies or non-alignment are noted. • Over a five-year window, review all corporate practices to ensure that internal policies, protocols and procedures align with the County DEI Plan. Municipality of Bayham Bayham DEI Progress • Review policies to ensure best practices for workplace discrimination and harassment. • Provides clear, confidential processes for reporting any violations of harassment and discrimination. • Strive for a diverse, talented workforce that is reflective of our community • Offer an Employee Assistance Program. • Supports individuals who experience discrimination. • Offer flexible work arrangements to meet individualized needs of each employee. • Provides a welcoming culture to enable employees who come from all backgrounds to feel comfortable being their authentic selves at work, fostering an open, safe and inclusive environment for everyone. • Implemented the following DEI related policies: o Personnel Policy o Code of Conduct for Members of Council o Council/Staff Relations o Non-Union Work From Home o Accessibility Policies 23 o Council Pregnancy & Parental Leave • Construct accessible recreation facilities such as the Port Burwell Gazebo and Vienna Pavilion. • Provide use of speaking mechanisms to Council on agendas through formal delegation or the use of open forum. Bayham DEI Goals • Provide inclusive voting methods for the 2026 Election. • Incorporate DEI training for new Council in 2026. • Encouraging diverse perspectives in consultation processes. • Review selection and recruitment process. • Develop policies while applying a DEI lens and aligning it with corporate strategic priorities. • Engage with Elgin County regarding general benefits provision to ensure changing workplace demographics and needs are met. • Roll out mandatory diversity and inclusion training to all staff, beginning at the management level. • Create more opportunities to engage youth and seniors. • Continue to improve access to information and services for all residents. Municipality of Central Elgin Central Elgin DEI Progress • Offers flexible work arrangements to meet the individualized needs of each employee. • Actions focused on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Ensures that all Council materials receive an accessibility review via Adobe Pro before publishing Agendas in addition to accessibility features included with the iCompass platform. • Continues to ensure closed captioning for all live-streamed meetings. • Continues to leverage partnerships and community tables. • Provides opportunities for community members to be heard and participate in decision-making processes. Central Elgin DEI Goals • Increase the diversity of job applicants and new staff hired. • Provide staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • Develop a Communications Plan that includes specifications for accessibility requirements. • Offer car-side Commissioner of Oaths for individuals who aren’t able to easily access the municipal office. 24 • Conduct representative marketing on municipal platforms (Training portals, Website, Social Media). • Provide opportunities for community members to be heard and participate in decision-making processes. • Review & adapt the recruitment, hiring, and promotion policies, processes, and practices to ensure barriers to employment are understood & addressed. • Provide training on how to have ‘courageous conversations’ to address bias and support DEI. • Understand who we are and how workplace policies and practices impact us through developing and implementing actions to address gaps. • Develop and implement process for evaluating organization satisfaction with DEI. • Encourage opportunities for cross-training and job shadowing across the organization with increased use of courtesy postings. • Identify and address systemic barriers within the Corporation. Municipality of Dutton Dunwich Dutton Dunwich DEI Progress • Developed and implemented a DEI Plan and Policy in 2022 to provide a framework to staff that supports existing and future policies and procedures. o The plan and framework were provided to all staff to raise education and awareness and equip staff with the knowledge, skills, and resources to reduce racism and discrimination, and improve DEI. • Strive for a diverse, talented workforce that is reflective of our community. • Provides a welcoming culture to enable employees who come from all backgrounds to feel comfortable being their authentic selves at work, fostering an open, safe and inclusive environment for everyone. • Provides clear, confidential processes for reporting any violations of harassment and discrimination. • Has identified and addressed systemic barriers within the Municipality. • Works with diverse communities to ensure our programs and services meet the needs of everyone. • Issues and complaints are addressed in accordance with the procedures outlined in the Harassment and Discrimination Prevention Policy. • Supports individuals who experience discrimination. • Implemented various AODA policies to destigmatize and treat others with dignity • Increased the diversity of job applicants and new staff. • Reviewed recruitment practices to remove barriers impacting the employment of a diverse workforce. • Improved collaboration with diverse community members and organizations to actively celebrate National Truth and Recognition day with our local Indigenous communities, schools, and other community members. • Continue to engage our diverse communities in a meaningful way. • Developed policies while applying a DEI lens and aligning it with corporate strategic priorities. • Implemented the following DEI related policies: 25 o Violence in the Workplace Policy (WE 01-2014) o Workplace Harassment and Discrimination Policy (WE 02-2014) o Commitment to a Civil Workplace Environment and Workplace Interactions Policy (WE 03-2014) o Accommodations in the Workplace Policy (WE 04-2014) o Emergency Workplace Response for Employees with Disabilities Policy (WE 05-2014) o Code of Conduct for Employees Policy (WE 12-2014) o Code of Conduct for Members of Council and Local Boards Policy (WE 17-2114) o Post-Traumatic Stress Disorder – Anti Stigma Policy (WE 24-2017) o Council Member/Staff Relationship Policy (WE 25-2020) o Return to Work – Accommodating Employees with PTSD Procedure (HS&W 75-2017) o Accessibility Training Procedure (A 09-2017) o Requests for Accessible Formats and Communication Procedure (A 10- 2017) o Service Animals in the Workplace Procedure (A 11-2017) o Support Persons Procedure (A 12-2017) o Waiver or Reduction of Rental Fees for Municipally Owned Facilities Policy (A 23-2019) o Patron Conduct Policy (AP 02-2015) o Hiring Policy (RR 04-2014) o General Grants Policy - Culture and Heritage (F&A 11-2016) Dutton Dunwich DEI Goals • Set objectives for advancing DEI at all stages of the employment life cycle, including recruitment, hiring, retention and advancement throughout the Municipality reflecting the qualities and differences of the broader population it serves. • Ensure budget planning, staffing and other resources necessary to meet our DEI goals are available. • Provide for DEI education and training. • Support and promote the breaking down of barriers, deconstructing biases, identifying systemic racism, and fostering and promoting an inclusive, respectful, and welcoming environment for all who interact with the Municipality. • Continue to commit to the principles of DEI when doing business, delivering services, programs and providing opportunities. • To provide opportunities for community members to be heard and participate in decision-making process. • Developing a well-thought out and systematic education plan, including implementing ongoing (vs one-time) Unconscious Bias, Anti-Bias & Diversity Flexible work arrangements to meet the individualized needs of each employee. • Celebration of holidays and important calendar dates for faith-based groups, human rights groups, and cultural groups. 26 • Continue to focus on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Seek out and celebrate DEI to mark Black History Month, International Women’s Day, Asian Heritage Month, Jewish Heritage Month, National AccessAbility Week, National Indigenous History Month, Pride Month, Emancipation Day and Islamic Heritage Month. • Providing free or low-cost recreation programs for residents with low incomes. • Create more opportunities to engage youth and seniors. • Ensuring spaces are sensory-friendly or offering times with reduced noise and stimulation. • Understanding and affirming how we need to treat each other through anti-racism training for all staff and management. • Continue to improve access to information and services for all residents. • Understanding who we are and how workplace policies and practices impact us through developing and implementing actions to address gaps. • Establishing anonymous and safe means for staff to share experiences, feedback, and complaints. • Review Municipal forms for inclusive language and gender neutrality. • Review the recruitment process. • Creating programs that provide recognition of DEI activities that positively impact the Corporate culture and foster a welcoming environment for staff. • Have a Cultural Celebrations Calendar of events. • Promote staff awareness and participation in events and initiatives i.e., Black History Month. • Actively attract ethnic businesses. • Investigate a quiet room/space at a Municipal facility. • Promote and provide training and/or educational sessions on DEI fundamentals, anti-Black racism/anti-racism. • Continually reinforce and set expectations for a harassment free and respectful workplace. Municipality of West Elgin West Elgin DEI Progress • Participate in recognition days to commemorate and raise awareness of important dates relating to DEI (Orange Shirt Day, Pink Shirt Day etc.). • Sharing of resources and posting information internally and externally related to DEI topics and important DEI related dates. • Has a process in place for monitoring discrimination and harassment and responding allegations made by employees and/or members of the public. • Provide equal opportunities as a municipal employer, service provider and contractor. • Offer flexible work arrangements to meet individualized needs of each employee. • Provide opportunities for community members to consult and participate in decision-making processes as it relates to DEI and accessibility. 27 • Ensuring materials and information are accessible and available in language(s) used by the intended audience. • Celebration of holidays and important calendar dates for faith-based groups, human rights groups, and cultural groups. • Offers an affordable and accessible transportation option to members of the community. • Promotes the respect, knowledge, and appreciation of cultural diversity and inclusion of Indigenous and racialized communities in the cultural fabric of the municipality. • Monitors services to ensure they are accessible, inclusive and equitably provided. West Elgin DEI Goals • To provide staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • To improve collaboration with diverse community members and organizations in West Elgin. • Provide professional development opportunities and training on topics relating to DEI (unconscious bias, mental health and wellness, anti-discrimination etc.). • Ensuring the Municipality incorporates a DEI lens when conducting performance evaluations for employees. • Work alongside the Union to identify gaps in DEI awareness and provide training • Develop and implement a process for evaluating the Municipality’s satisfaction with DEI. • Continue to identify, promote and reshare resources on topics relating to DEI. • Develop leadership awareness of DEI and accountability ensuring leaders have an understanding, competence, and resources to discuss a variety of topics relating to DEI. • Evaluate flexibility and accommodation practices ensuring they meet industry best practice, incorporate and consider DEI, and are barrier free. • Provide opportunities to welcome newcomers to the municipality. Town of Aylmer Aylmer DEI Progress • Review recruitment/ candidate pool generation existing and best practices to increase diversity of job applicants and new staff hired. The goal is to attract and leverage a diverse workforce. • Provide opportunities for community members to be heard and participate in decision-making processes through public engagement aimed at engaging a diverse community. The goal is to improve collaboration with diverse community members and organizations in Aylmer. • Establishment of a corporate communication policy (2021) to implement best practices, with the goal of engaging a diverse community. 28 • Encourage opportunities for cross-training and job shadowing across the organization. Aylmer DEI Goals • Reviewing organizational capacity and need for specific positions or departments to support DEI work. • Reviewing organizational complaint processes to ensure complaints stemming from one of more of the protected grounds of the Ontario Human Rights Code are addressed appropriately. • Continued review and consideration of flexible work arrangements to meet the individualized needs of each employee. • Continue working with community organizational stakeholders to ensure that diverse populations are able to effectively and efficiently engage with Town programs and services. Part of this includes engaging diverse communities in a meaningful way. • Increase vigilance against systemic and individual discrimination. Support individuals who experience discrimination. • Monitor services to ensure they are accessible, inclusive and equitably provided • Create more opportunities to engage youth and seniors. • Provide opportunities to welcome newcomers to the municipality. Township of Malahide Malahide DEI Progress • What do we already do in recruitment process. • What do we already to in training of all staff. • Monitor discrimination in the municipality and act to address it. • Support individuals who experience discrimination. • Provide equal opportunities as a municipal employer, service provider and contractor. • Support measures that promote equity in the labour market. • Flexible work arrangements to meet the individualized needs of each employee. • Continue to promote existing resources while creating additional corporate learning opportunities on diversity and inclusion topics that are available to all staff (e.g. mental health, unconscious bias, plain language, anti-oppression). Malahide DEI Goals • Create a handbook (or guide) on DEI including definitions, FAQs, and tips. • Include DEI components into the employee performance and evaluation process. • Develop a benchmark to measure progress and conduct regular staff DEI surveys. • Ensure there is a clear confidential process for reporting harassment or discrimination in the workplace or in the policies, procedures, goods, services, and facilities. • Work alongside the Union to identify gaps in DEI awareness and provide training. 29 • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. • Facilitate networking and collaboration with the community to learn from and share ideas and get input from experts on DEI. • Offer skill-building opportunities that will develop our workforce. • Encourage opportunities for cross-training and job shadowing across the organization with increased use of courtesy postings. • Facilitate networking and collaboration to learn from others with expertise in diversity and inclusion. • Monitor services to ensure they are accessible, inclusive and equitably provided • Review recruitment, selection and retention process to ensure best practices are used during the hiring process and consideration is given to DEI. Township of Southwold DEI Progress • Provided staff with the knowledge, skills and resources to reduce racism and discrimination, and improve inclusion and diversity. • Provide opportunities for community members to be heard and participate in decision-making processes. • Offer flexible work arrangements to meet the individualized needs of each employee. • Established anonymous and safe means for staff to share experiences, feedback, and complaints. • Actions focused on truth and reconciliation through staff education, awareness and reflection to honour the National Day for Truth and Reconciliation, including education sessions on Indigenous history, truth and reconciliation, resources and training materials. • Provided clear, confidential processes for reporting any violations of harassment and discrimination policies. • Encouraged opportunities for cross-training and job shadowing across the organization with increased use of courtesy postings. • Implemented secondments and acting assignments as a tool for employee development and create supporting policies and procedures. • Developed and implemented a diversity and inclusion lens to help staff identify barriers in Regional policies, programs and services. DEI Goals • Developing a well-thought out and systematic education plan, including implementing ongoing (vs one-time) Unconscious Bias, Anti-Bias & Diversity Training – starting with leaders and champions. • Developing supportive resources like a DEI Lens Toolkit to support staff across the municipality to integrate DEI into their work (see Ottawa’s EI Lens Handbook, Appendix A), or a DEI Guide or DEI Policy to supplement the DEI Plan. • Roll out mandatory diversity and inclusion training to all staff, beginning at the management level. 30 • Create a quick reference handbook on diversity and inclusion that includes definitions, FAQs and tips on the best way to address issues and inappropriate behavior. • Create more opportunities for education and awareness on DEI topics for residents. Communication and Contact Information Feedback The County and its Local Municipal Partners accept all feedback from members of the public relating to the provision of accessible goods, services or facilities as it pertains to diversity, equity, inclusion and accessibility. The County and its Local Municipal Partners will develop procedures that specify the actions that will be taken if a complaint is received about the manner it provides goods, services or facilities. Information regarding the feedback process will be posted on the County’s website. Individuals can request this information by contacting the County. Compliance The County is compliant with the various legislative requirements that oversee diversity, equity and inclusion throughout the Province of Ontario and Canada as a whole. This plan will be available on Elgin County’s website, located at www.elgincounty.ca. A hard copy can be obtained by contacting the County’s Human Resources Department. 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 Contact Information The County encourages people to reach out if they have any questions, comments, or concerns regarding the County DEI Plan, or with accessing goods, services, and/or facilities. Address: 450 Sunset Drive, St. Thomas, ON, N5R 5V1 Email: hr@elgin.ca Phone: 519-631-1460 x 125 Website: www.elgincounty.ca This document is available in accessible format and/or with communication supports, upon request. REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: December 7, 2023 REPORT: CAO-61/23 SUBJECT: AMENDMENT TO SITE PLAN AGREEMENT – LIGHTHOUSE GOSPEL CHURCH – 59 VICTORIA STREET, PORT BURWELL (APPLICATION NO. SPA-01/23) BACKGROUND At its June 2, 2022 meeting, Council received Report DS-34/22 re Bill 109, the More Homes for Everyone Act, 2022. Report DS-34/22 presented Council with amendments to the Municipality’s existing site plan control by-law – By-law No. 2016-047 – and recommended that, to ensure compliance with Bill 109, More Homes for Everyone Act, 2022, the Chief Administrative Officer (CAO) be appointed to be the Site Plan Control approval authority for the Municipality. Council passed the following motion: Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report DS-34/22 regarding Bill 109, the More Homes for Everyone Act, 2022, be received for information; AND THAT in consideration of the IBI Group Memorandum, dated May 26, 2022, Council directs staff to proceed with Option 3; AND THAT an Appointment By-law be brought forward to appoint the Municipality of Bayham’s Chief Administrative Officer (CAO) as the approval authority for Site Plan Control applications. Council subsequently adopted By-law No. 2022-046, Site Plan Control By-law, on June 16, 2022. The CAO’s delegated authority is assigned under Section 6(1) of By-law No. 2022-046. In June 2023, the Lighthouse Gospel Church submitted a Site Plan Control Application requesting amendment to the existing Site Plan Agreement for the property known municipally as 59 Victoria Street, Port Burwell. The application was deemed complete by Planning staff on November 9, 2023. The existing Site Plan Agreement was approved by By-law No. 2022-002; it is Agreement No. 0778 in the Municipality’s files. DISCUSSION Lighthouse Gospel Church is requesting amendment to the existing Site Plan Agreement in support of an expansion on the west side of the existing main building, which is 1,551.4 m2 (16,699 ft2). They are seeking a 307 m2 (3,305 ft2) one-storey addition to add four meeting rooms and four washrooms. The lot grading and drainage plan was updated and stamped, and has since been approved by staff for Agreement inclusion. As the CAO is the delegated authority for Site Plan Control approval, this information is provided for informational purposes only. ATTACHMENTS 1. Site Plan Control Application – Lighthouse Gospel Church, 59 Victoria Street, Port Burwell 2. Agreement (signed by Municipality) between The Corporation of the Municipality of Bayham and Lighthouse Gospel Church, 59 Victoria Street, Port Burwell RECOMMENDATION 1. THAT Report CAO-61/23 re Amendment to Site Plan Agreement – Lighthouse Gospel Church – 59 Victoria Street, Port Burwell (Application No. SPA-01/23) be received for information. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: December 7, 2023 REPORT: CAO-62/23 SUBJECT: ENABLING ACCESSIBILITY FUND – GRANT AWARD AND AGREEMENT AUTHORIZATION BACKGROUND In Q4 2022, the Municipality made application to the Enabling Accessibility Fund (EAF) grant program provided through Employment and Social Development Canada (ESDC). The application was made in support of proposed accessibility improvements to the Marine Museum, specifically an accessible entrance and washroom to serve the facility. The grant amount as determined by the grant agency’s capital funding calculator was $49,606. On March 7, 2023, the Municipality was advised that its grant application would not be proceeding further in the process. On October 3, 2023, Council held a Special Meeting to address and adopt in-principle the 2024- 2033 Capital Budget and 10-Year Capital Plan. Capital Item FA-07 – Marine Museum Accessibility – was included in the budget as a $60,000 item, with $49,347 to be levy-supported and the balance ($10,653) funded through Reserves. Additionally, FA-06 – Port Burwell Washroom – was included as a $20,000 item, funded in full through Reserves. Council passed the following motion regarding the draft 2024-2033 Capital Budget, in part: Moved by: Councillor Froese Seconded by: Councillor Chilcott THAT Report TR-14/23 re 2024-2033 Capital Budget - Draft be received for information; (…) AND THAT Council approve in principle the 2024-2033 Capital Budget with amending Capital Item No. W -03 to be $17,500 and Capital Item No. PR-03 to be moved to 2024 from 2026. Since this time, staff has been made aware that additional funding through the EAF program has become available, and the Municipality’s application has been approved for full funding in the applied-for amount. DISCUSSION The authorizing Agreement for the funding amount ($49,606) is attached hereto. Staff are requesting authorization for the CAO and Mayor to execute the Agreement so the Municipality can receive the funds. Preliminary discussions and design works have been commenced for the project through the Public Works department. It appears that, based on early indications, the price tag for the project will be closer to $80,000. Additionally, due to the size of the Port Burwell Library and impacts to the operating area of the facility of a larger washroom, staff have been advised that these upgrades can be deferred until such time as a larger, comprehensive renovation to the facility is being considered. Given the above, staff are recommending that FA-06 be removed from the Capital Budget at this time, and its $20,000 Reserve allocation re-allocated to FA-07 to address the new cost estimate. Upgrades to the Port Burwell Library Washroom can be included in a later Capital Budget at such time as directed by Council or proactively recommended by staff. The impacts from this grant funding are substantial. The $49,606 will replace the entire levy- supported budget amount for the project, which will lower the overall tax levy impact in the 2024 Operating Budget by nearly a full percentage point. STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community Initiative(s): Actively seek and apply for grants to support operational and capital projects ATTACHMENTS 1. Agreement – ESDC – EAF Grant Funding – Marine Museum Accessible Entrance and Washroom RECOMMENDATION 1. THAT Report CAO-62/23 re Enabling Accessibility Fund – Grant Award and Agreement Authorization be received for information; 2. AND THAT the Chief Administrative Officer and Mayor be directed to execute an Agreement with His Majesty the King in Right of Canada, as represented by the Minister of Employment and Social Development, in respect of the Enabling Accessibility Grant awarded for the Marine Museum Accessibility Improvements; 3. AND THAT the appropriate authorizing by-law be brought forward for Council’s consideration; 4. AND THAT Capital Item FA-06 be removed from the approved-in-principle 2024-2033 Capital Budget; 5. AND THAT the $20,000 in funding identified for Capital Item FA-06 be re-allocated to Capital Item FA-07. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer ESDC EMP5585 (2023-03-22) E Page 1 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada Articles of Agreement Between His Majesty the King in Right of Canada (Hereinafter referred to as “Canada”), as represented by the Minister of Employment and Social Development And The Corporation of the Municipality of Bayham (Hereinafter referred to as "the Recipient") Hereinafter collectively referred to as “the Parties” Whereas the Recipient has applied to Canada for funding to carry out the project; Whereas Canada has determined that the Recipient is eligible for a grant under the Program mentioned in Schedule A - Project Description and Signatures and that the Project qualifies for support; and Whereas Canada has agreed to provide a grant to the Recipient to help it to implement the project; Now, therefore, the Parties agree as follows: 1.0 Agreement 1.1 The following documents, and any amendments thereto, constitute the entire agreement between the Parties with respect to its subject matter and supersedes all previous understandings, agreements, negotiations and documents collateral, oral or otherwise between them relating to its subject matter: (a) These Articles of Agreement (b) Schedule A - Project Description and Signatures ESDC EMP5585 (2023-03-22) E Page 2 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 2.0 Interpretation 2.1 Unless the context requires otherwise, the expressions listed below have the following meanings for the purposes of this Agreement: "Eligible Expenditures" means the expenditures listed in the Project budget in Schedule A - Project Description and Signatures; "Fiscal Year" means the period commencing on April 1 in one calendar year and ending on March 31 in the next calendar year; "Grant" means the grant funds provided by Canada under this Agreement; "Project" means the project described in Schedule A - Project Description and Signatures; "Project Period" means the period beginning on the Project Start Date and ending on the Project End Date specified in Schedule A - Project Description and Signatures;and "Working Day" means Monday through Friday except statutory holidays. 3.0 Effective Date and duration 3.1 This Agreement shall come into effect on the date it is signed by both Parties and, subject to section 3.2, shall expire at the end of the Project Period unless the Agreement is terminated on a prior date in accordance with the terms of this Agreement. 3.2 Notwithstanding section 3.1, the rights and obligations of the parties, which by their nature, extend beyond the expiration or termination of this Agreement shall survive such expiration or termination. 4.0 Purpose of the Grant 4.1 The purpose of the funding granted by Canada according to the terms of this Agreement is to enable the Recipient to carry out the Project. The Recipient shall use the grant for paying the Eligible Expenditures of the Project. 5.0 Payment of the Grant 5.1 Canada will pay the Recipient a grant in the amount specified in Schedule A - Project Description and Signatures. The grant will be paid in instalments in accordance with the instalment schedule set out under Payment Method Schedule A - Project Description and Signatures. 6.0 Appropriation 6.1 Any payment under this Agreement is subject to the appropriation of funds by Parliament for the Fiscal Year in which the payment is to be made. 7.0 Reduction or Termination of Funding 7.1 Canada may, upon not less than ninety (90) days' notice, reduce its funding under this Agreement or terminate the Agreement as per article 15.0 if: (a)the level of funding for the Program named in this Agreement for the Fiscal Year in which the payment is to be made under the Agreement is reduced as a result of a governmental or departmental spending decision, or (b)Parliament reduces the appropriation of funds for grants under the Program named in this Agreement. 7.2 Where, Canada gives notice of its intention to reduce its funding pursuant to section 7.1, and the Recipient is of the opinion that it will be unable to complete the Project in the manner desired by the Recipient, the Recipient may terminate the Agreement upon not less than thirty (30) days notice to Canada. ESDC EMP5585 (2023-03-22) E Page 3 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 8.1 The Recipient 8.0 Recipient Declarations (a)declares that it has provided Canada with a true and accurate list of all amounts owing to the Government of Canada under legislation or funding agreements which were past due and in arrears at the time of the Recipient’s Application for Funding under the Program named in this Agreement; (b)agrees to declare any amounts owing to the Government of Canada under legislation or funding agreements which have become past due and in arrears following the date of its Application for Funding, (c)recognizes that Canada may recover any amounts referred to in paragraph (a) or (b) that are owing by deducting or setting off such amounts from any sum of money that may be due or payable to the Recipient under this Agreement; and (d)declares to use a fair, accountable and transparent process when procuring goods and/or for services in relation to the Project. 8.2 The Recipient declares that any person who has been lobbying on its behalf to obtain the grant that is the subject of this Agreement was in compliance with the provisions of the Lobbying Act (R.S.C., 1985, c. 44 (4th Supp.)), as amended from time to time, at the time the lobbying occurred and that any such person to whom the Lobbying Act applies has received, or will receive, no payment, directly or indirectly, from the Recipient that is in whole or in part contingent on obtaining this Agreement. 9.0 Project Records 9.1 The Recipient shall keep proper books and records of the grant received and of all expenditures made using the grant relating to the Project. 9.2 The Recipient shall retain the books and records referred to in section 9.1 for a period of three (3) years following the Project Period. 9.3 During the period of the project as well as the period referred to in section 9.2, the Recipient shall give access to its files, books and records related to the project, upon request and within a reasonable time, to representatives of Canada for the purpose of verifying the use of the grant and compliance with the terms and conditions of this Agreement. The Recipient shall permit Canada’s representatives to take copies and extracts from such books and records. The Recipient shall also provide Canada with such additional information as Canada may require with reference to such books and records. 10.0 Inquiry by the Auditor General of Canada 10.1 If, during the Project Period or within the period referred to in 9.2, the Auditor General of Canada, in relation to an inquiry conducted under subsection 7.1(1) of the Auditor General Act (R.S.C., 1985, c. A-17), requests that the Recipient provide him or her with any records, documents or other information pertaining to the utilization of the funding provided under this Agreement, the Recipient shall provide the records, documents or other information within such period of time as may be reasonably requested in writing by the Auditor General of Canada. (Not applicable to municipalities or other recipients excluded by the application of the Act) 11.0 Reporting 11.1 The Recipient shall submit to Canada, a complete final report acceptable to Canada that outlines the results of the Project within thirty (30) days following the Project Period. 12.0 Continuous Eligibility 12.1 The Recipient must, during the Project Period, continue to meet the eligibility requirements of the Program named in this Agreement which were effective upon signature of the agreement. As such, the Recipient agrees to promptly notify Canada should a change in the Recipient’s status or a change in Project activities result in the Project no longer meeting the eligibility criteria of the Program which were effective upon signature of this Agreement. 13.0 Evaluation 13.1 The Recipient recognizes that Canada is responsible for the evaluation of the Program named in this Agreement. The Recipient agrees to cooperate with Canada for the duration of the Project and within a period of three (3) years thereafter by providing access to the information required to carry out the evaluation. ESDC EMP5585 (2023-03-22) E Page 4 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 14.0 Termination of Agreement Termination for Default 14.1 (1) The following constitute Events of Default: (a)the Recipient becomes bankrupt, has a receiving order made against it, makes an assignment for the benefit of creditors, takes the benefit of a statute relating to bankrupt or insolvent debtors or an order is made or resolution passed for the winding up of the Recipient (section 14.1(1)(a) not applicable to municipalities or school boards); (b) the Recipient ceases to operate (section 14.1(1)(a) not applicable to municipalities or school boards); (c) the Recipient is in breach of the performance of, or compliance with, any provision of this Agreement; (d)the Recipient, in support of its Agreement, has made materially false or misleading representations, statements or declarations, or provided materially false or misleading information to Canada; or (e)in the opinion of Canada, the risk in the Recipient’s ability to complete the Project has changed substantially and unfavorably. (2) If (a)an Event of Default specified in paragraph (1)(a) or (b) occurs (section 14.1(1)(a) not applicable to municipalities or school boards); or (b)an Event of Default specified in paragraphs (1)(c), (d) or (e) occurs and has not been remedied within thirty (30) days of receipt by the Recipient of written notice of default or within such longer period as Canada may specify, or a plan satisfactory to Canada to remedy such Event of Default has not been put into place within such time period Canada may terminate the Agreement immediately by written notice. Effective on that date, Canada has no more obligations to pay any remaining instalments of the grant as specified in the Agreement. (3) Pursuant to paragraph 14.1 (2)(b), Canada may suspend payment of any further instalment of the grant under this Agreement. (4) The fact that Canada refrains from exercising a remedy it is entitled to exercise under this Agreement shall not be considered to be a waiver of such right and, furthermore, partial or limited exercise of a right conferred upon Canada shall not prevent Canada in any way from later exercising any other right or remedy under this Agreement or other applicable law. 14.2 Either Parties may also terminate this Agreement at any time without cause upon not less than ninety (90) days written notice of intention to terminate. 15.0 Repayment Requirements 15.1 (1) When a written notice is provided by either one of the Parties pursuant to section 7 or section 14: (a)the Recipient must not make any new commitment related to the project which may generate eligible expenditures and must cancel any ongoing commitments, or where possible, reduce the amount of such expenditures arising from any commitment; and (b) all eligible expenditures incurred by the Recipient up to the date of termination will be paid by Canada, including direct costs and incidentals related to the cancellation of obligations of the Recipient for the termination of the agreement; a payment or a reimbursement will be made under this paragraph only if it has been demonstrated to the satisfaction of Canada that the Recipient has actually incurred the expenses and they are reasonable and related to the termination of the agreement. 15.2 Notwithstanding section 15.1, if the Agreement is terminated under section 14.1 by Canada because the Recipient uses the grant for a purpose or expenditures not agreed upon under this Agreement, Canada may in addition to the rights conferred upon it under this Agreement or in law or in equity, demand from the Recipient the repayment of the grant funds that were used by the Recipient for purposes other than the Project or used for costs that were not Eligible Expenditures. (2) If this Agreement is terminated by the Recipient in accordance with section 14.2, the latter shall reimburse Canada the unused grant funds in its possession or under its control within thirty (30) days. 15.3 If Canada demands the repayment of any part of the grant pursuant to section 15.1 or section 15.2, the amount demanded shall be deemed to be a debt due and owing to Canada and the Recipient shall pay the amount to Canada immediately unless Canada directs otherwise. ESDC EMP5585 (2023-03-22) E Page 5 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 15.4 Interest shall be charged on overdue repayments owing under this Agreement in accordance with the Interest and Administrative Charges Regulations (SOR/96-188)(the “Regulations”) made pursuant to the Financial Administration Act (R.S.C., 1985, c. F-11). Interest is calculated and compounded monthly at the “average bank rate”, within the meaning of such expression as contained in the Regulations, plus three per cent (3%) during the period beginning on the due date specified in the notice to repay and ending on the day before the day on which payment is received by Canada. 16.0 Indemnification 16.1 The Recipient shall, both during and following the Project Period, indemnify and save Canada harmless from and against all claims, losses, damages, costs, expenses and other actions made, sustained, brought, threatened to be brought or prosecuted, in any manner based upon, occasioned by or attributable to any injury or death of a person, or loss or damage to property caused or alleged to be caused by any wilful or negligent act, omission or delay on the part of the Recipient or its employees or agents in connection with anything purported to be or required to be provided by or done by the Recipient pursuant to this Agreement or done otherwise in connection with the implementation of the Project. It is understood that Canada cannot claim compensation under this section in case of accident, loss or damage caused by Canada or its employees. 17.0 Relationship between the Parties and Non-Liability of Canada 17.1 The management and supervision of the Project are the sole and absolute responsibility of the Recipient.The Recipient is not in any way authorized to make a promise, agreement or contract on behalf of Canada. This Agreement is a funding agreement only, not a contract obtaining services or a contract of service or employment. Canada’s responsibility is limited to providing financial assistance to the Recipient in support of the Project. The parties hereto declare that nothing in this Agreement shall be construed as creating a partnership, an employer- employee, or agency relationship between them. The Recipient shall not represent itself as an agent, employee or partner of Canada. 17.2 Nothing in this Agreement creates any undertaking, commitment or obligation by Canada respecting additional or future funding of the Project beyond the Project Period, or that exceeds the amount of Canada’s funding as indicated in the Agreement. Canada shall not be liable for any loan, capital lease or other long-term obligation which the Recipient may enter into in relation to carrying out its responsibilities under this Agreement or for any obligation incurred by the Recipient toward another party in relation to the Project. 18.0 Conflict of Interest 18.1 No current or former public servant or public office holder to whom the Conflict of Interest Act (S.C. 2006, c. 9, s. 2), the Policy on Conflict of Interest and Post-Employment or the Values and Ethics Code for the Public Sector applies shall derive a direct benefit from the Agreement unless the provision or receipt of such benefit is in compliance with the said legislation or codes. 18.2 No member of the Senate or the House of Commons shall be admitted to any share or part of the Agreement or to any benefit arising from it that is not otherwise available to the general public. 19.0 Informing Canadians of the Government of Canada's Funding 19.1 The Recipient shall allow Canada sixty (60) days from the date of signature of the Agreement to announce the Project. The parties will collaborate for the first public announcement of the project, including all communication, event or ceremony used to promote the project. The time, place and agenda for such communication activities must be appropriate for Canada. 19.2 To enable Canada's participation in any subsequent communications activities about the project the Recipient will inform Canada no later than twenty (20) calendar days preceding such communication activities. 19.3 The Recipient shall ensure that all communication activities, publications and advertising (including on social media or websites) relating to the project include the recognition of Canada's financial assistance to the satisfaction of Canada. 20.0 Access to Information 20.1 The Recipient acknowledges that Canada is subject to the Access to Information Act (R.S.C., 1985, c. A-1), and information obtained by Canada pertaining to this Agreement may be disclosed by Canada to the public upon request under the aforementioned act. 21.0 Proactive Disclosure 21.1 The Recipient acknowledges that the name of the Recipient, the amount of Canada’s funding and the general nature of the Project may be made publicly available by Canada in accordance with the Government of Canada’s commitment to proactively disclose the awarding of grants and contributions. ESDC EMP5585 (2023-03-22) E Page 6 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 22.0 Notices 22.1 Any notices to be given and all reports, information, correspondence and other documents to be provided by either party under this Agreement shall be given or provided by personal delivery, mail, courier service, fax or email to the postal address, fax number or email address, as the case may be, of the receiving party. If there is any change to the postal address, fax number or email address or contact person of a party, the party concerned shall notify the other in writing of the change as soon as possible. 22.2 Notices, reports, information, correspondence and other documents that are delivered personally or by courier service shall be deemed to have been received upon delivery, or if sent by mail five (5) working days after the date of mailing, or in the case of notices and documents sent by fax or email, one (1) working day after they are sent. 23.0 Assignment of the Agreement 23.1 The Recipient shall not assign this Agreement or any part thereof without the prior written consent of Canada. 24.0 Successors and Assigns 24.1 This Agreement is binding upon the parties and their respective successors and assigns. 25.0 Compliance with Laws 25.1 This Agreement shall be governed by and interpreted in accordance with the applicable laws of the province or territory where the Project will be performed. The parties agree that the Court of the province or territory where the Project will be performed is competent to hear any dispute arising out of this agreement. 26.0 Amendment 26.1 This Agreement may be amended, with respect to applicable laws, by mutual consent of the parties. To be valid, any amendment to this Agreement shall be in writing and signed by the parties. 27.0 Unincorporated Association 27.1 If the Recipient is an unincorporated association, it is understood and agreed by the persons signing this Agreement on behalf of the Recipient that in addition to signing this Agreement in their representative capacities on behalf of the members of the Recipient, they shall be personally, jointly and severally liable for the obligations of the Recipient under this Agreement, including the obligation to pay any debt that may become owing to Canada under this Agreement. 28.0 Communication with the Public 28.1 The Recipient shall clearly identify the project's clientele, and shall take the appropriate steps to communicate with the target audience 25.2 The Recipient shall carry out the Project in compliance with all applicable laws, by-laws and regulations, including any environmental legislation and any legislation regarding protection of information and privacy. The Recipient shall obtain, prior to the commencement of the Project, all permits, licenses, consents and other authorizations that are necessary to the carrying out of the Project. 29.0 Agreement without Prejudice [clause applicable only in Québec] 29.1 This Agreement is without prejudice to discussions underway between the Quebec Government and Canada for the purpose of establishing new standard agreements for the application of An Act respecting the Ministère du Conseil exécutif (CQLR, chapter M-30) in regards to Funding Agreements related to the programs of the Department of Employment and Social Development. Section C Schedule A - Project Description and Signatures (to be completed by ESDC) Common System for Grants and Contributions (CSGC) File Number:019066885 Project Title:Marine Museum Accessible Entrance and Washroom Program Name:Enabling Accessibility Fund - Grants This Application is: Approved Not Approved Grant Amount: ESDC EMP5585 (2023-03-22) E Page 7 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada Amount Requested: $49085 Amount Approved: $49606 Project description and Budget adjustments: Activities and Timelines: The project consists of installing an accessible exterior door and constructing an accessible washroom. Budget: The amount recommended and approved was increased to match the calculator. Other Conditions: Condition related to the Official Languages Act : The Recipient acknowledges that Canada is subject to the Official Language Act and, as such, must actively offer project-related services, make project-related documentation and announcements in both official languages. Specific Obligations Related to the Project: i.e.: publication or research, or other tool printed or published in both languages. The Recipient shall meet and/or exceed local accessibility standards, requirements and regulations pursuant to the Project at the time of construction. Please refer to the fact sheet provided for information on accessibility standards for project activities funded with flat rate costing. Project Period: From: 2023/11/27 To: 2025/11/26 Payment Method: Number of Installment(s): 1 1st Installment Amount: $ 49606 1st Installment Date: 2023/11/27 Date of Approval: 2023/10/27 Canada signing authority on behalf of the Minister of Employment and Social Development Canada Date (yyyy-mm-dd) ESDC EMP5585 (2023-03-22) E Page 8 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada For the Recipient (to be completed by the recipient) -I certify that I have the capacity and that I am authorized to sign the Articles of Agreement of this grant on behalf of the "Recipient" organization; -I have read, understand and agree to these Articles of Agreement and I agree that once approved and signed by both parties, these Articles of Agreement will be effective immediately and shall constitute a legally binding agreement. Signatory Name (please print)Title (please print) Signature Date (yyyy-mm-dd) Signatory Name (please print)Title (please print) Signature Date (yyyy-mm-dd) Signatory Name (please print)Title (please print) Signature Date (yyyy-mm-dd) REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: December 7, 2023 REPORT: CAO-63/23 SUBJECT: STRAFFORDVILLE COMMUNITY CENTRE EXPANSION – TIMELINE UPDATE AND FINANCIAL IMPACTS BACKGROUND On March 16, 2023, Council received Report CAO-16/23 re Detailed Costing and Timeline Update – Straffordville Community Centre Expansion. The Report provided a background to- date of the Straffordville Community Centre (SCC) project, including details about the original grant application, its contents, and the apparent cost over-runs as described by a+LINK Architecture Inc. (a+LINK). Council was presented with a detailed breakdown of the costs for the SCC expansion project, which as of Q1 2023, had increased to approximately $2.9 million from $2.003 million, which was applied for in 2019 and included ~$1.47 million in ICIP grant funding. Bayham was projected to have to cover $535,000 in costs for its Municipal contribution, which was allocated into the Facilities Reserve. Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Councillor Emerson THAT Report CAO-16/23 re Detailed Costing and Timeline Update – Straffordville Community Centre Expansion be received for information; AND THAT the detailed costing for the proposed SCC Expansion be referred back to staff for further discussion and presentation to Council in Q2 2023. On April 6, 2023 and after staff followed up with a+LINK on the Council decision, Council received Report CAO-20/23 re Follow-up Report – Detailed Costing and Timeline Update – Straffordville Community Centre Expansion. After much discussion on the Report, Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report CAO-20/23 re Follow-up Report – Detailed Costing and Timeline Update – Straffordville Community Centre Expansion be received for information; AND THAT, due to estimated cost over-runs, Council approve the re-scoping of the Straffordville Community Hub project to remove the Covered Pavilion, LED Ball Diamond Lighting, and new concrete pad; AND THAT an application be made to the ICIP Community, Culture and Recreation program for consideration of the identified reduction in scope. In accordance, staff made application to the ICIP Community, Culture and Recreation (ICIP CCR) program for a scope reduction as directed by Council. At the time of drafting this Report, no approvals had been received from the ICIP CCR program, despite follow-ups, and as such, procurement and construction timelines, and associated costs, have been impacted. This Report is intended to outline the process and potential impacts. DISCUSSION Report CAO-20/23 notes: “Despite timelines having been pushed backwards by ~5 weeks thus far, staff and consultant are confident in a 2023 procurement. It is expected that, if approved, procurement can be awarded in Q3 2023, with construction commencing in the same quarter. Construction works would continue into Q1 2024. The above is contingent on approval through the ICIP program for a scope reduction, if applicable. Staff have confirmed that a reduction of the approved scope can be considered, so long as the Municipality provides details of the scope reduction on the required Program Revision Request form. As this is an approval process, ICIP does note that program revisions are “evaluated on a case-by-case basis and requires approval in most cases by both the federal and provincial governments. Please note that these decisions take time and may affect your construction timelines. Approval of these requests are not guaranteed in which case you will need to ensure you have a mitigation plan in place if your request is denied.”” The ICIP CCR program received the scope reduction in mid-April and reached out in late-June for clarification on a few items. Staff were advised of a 3-6 month approval period for such a request. It has been 7 months since original submission with no formal approvals and no follow- up regarding status since late-July. Procurement and Construction Timeline The original intent was to receive an updated cost estimate in Q1 2023 and procure, award, and commence construction in Q3 2023 as noted above. The strategy behind the cost estimate prior to procurement was to limit upside risk associated with the tendering process. The intent of a Tender is to provide maximum construction detail at the front-end of a procurement process, and any bidder submitting a package for the Tender is to construct to the specifications identified with little to no negotiation. Under Bayham’s Procurement Policy (authorized by By-law No. 2015-030), specifically Section 8.12, it is noted that a Tender “Award shall be made to the Lowest Compliant Bidder”. Risk exists to the Municipality in a Tender process because, despite reasonable cost estimates, the bid award could be lower or higher than the estimate, which is why it is prudent to have an accurate estimate reasonably close to the procurement period. This approach limits upside cost risk. Council was also desirous of limiting the degree to which winter excavation and exterior construction occurred, which reduces certain construction premiums associated with works in cold weather such as excavation of frozen grounds for foundation works. At this juncture, it is not feasibly possible to commence construction prior to colder weather. Realistically, the earliest start date for construction is April 2024, once the ground thaws. This is, however, dependent on a decision response from ICIP regarding the scope reduction request. Cost Implications Council approved a scope reduction on April 6, 2023, which, based on the estimates of the day, would have resulted in a project cost estimate of $2,269,972 + applicable HST and contingencies. The approved descoping sought to remove the Covered Pavilion, new concrete pad, and LED Ball Diamond Lighting from the general scope of work. During discussions and in Report CAO-20/23, staff were confident that the total cost of the project was able to be contained and funded using various Municipal mechanisms including the Facilities Reserve, multi-year Library Reserve transfers, the Parks and Playground Reserve, and 2024 Capital. Other mechanisms including the Contingency Reserve, Road Construction Reserve, and the OCIF/Gas Tax Reserve Fund existed as well in the case of a cost over-run or desire from Council to do the full project with no scope reduction. The latter (use of the OCIF/Gas Tax Reserve Fund), while feasible, is a last option for immediate Municipal funding as we generally hold this Reserve Fund for emergent or priority matters dealing primarily with core infrastructure, debt, and/or to underwrite a portion of an annual Municipal notional levy increase to offset tax impacts to residents. Based on more recent discussions with a+LINK and industry professionals, they are noting that upside risk on the estimate provided may be as much as 30 percent as of April 2024, should works proceed then. When considered in the context of the estimate received in Q1 2023 and approved re-scoped project amount, the upside could be $681,000 before tax and contingency. This may be exacerbated by the announcement of the Volkswagen (PowerCo) Electric Battery Plant coming to St. Thomas. This plant is expected to be the largest of its type in the world and will require an immense amount of construction resources to complete within their ambitious production timeline. Any delays in this project would incur an increased likelihood of further upside cost risk, all of which will have to be carried by the Municipality if the project proceeds as the ICIP funding is capped at ~$1.47 million. A cost increase of this nature would push the project past the brink of feasibly, and while smaller increases up to $250,000 may be captured via use of the Road Construction Reserve and/or OCIF/Gas Tax Reserve Fund allocations, or select other reserves such as the Parkland Reserve Fund, an increase of more than $300,000 makes the project financially no longer viable without the use of debt, which staff would not recommend for non-core projects. This is due, in part, to Council having allocated portions of the Contingency Reserve and Parks and Playground Reserve for other short-term projects including the Port Burwell Fire Hall Generator Replacement and the overage for the multi-use court in the Vienna Community Park. Council has also resolved to repurpose the Dredging Reserve as the Lighthouse Reserve (see Report TR-16/23). Council is also aware of cost pressures in certain functional areas that have led to decreased revenues and/or increased costs in 2023, and have placed the Municipality in a deficit position for the fiscal year, which must be covered by current reserves or within next year’s budget levy. It is also magnified by core infrastructure needs and non-core asset rehabilitation discussed in the next section of this Report, which has also been received and discussed by Council by way of the 2024-2033 Capital Budget Special Meeting on October 3, 2023 (see Report TR-14/23). Competing Budget Priorities Core Further to the above and as a part of the Draft 2024-2033 Capital Budget and 10-Year Capital Plan, Council is aware of substantial core infrastructure needs upcoming between 2026 and 2030. Specifically, needs with respect to the Port Burwell Secondary System transmission main rehabilitation, proposed phases of the Port Burwell Master Drainage Plan1, and potential land and expansion needs for the Wastewater Treatment Plant. These works will require a combination of own-source municipal revenue, debt, and upper-level government support to fund. Another mechanism to smooth costs for large core projects would be investigating public- private partnerships to offset cost and risk exposure in association with design/build/finance/operate mechanisms around these types of projects. This, to-date, has not been contemplated by Council as a way to address mid-term core infrastructure concerns and the financial burden associated with tackling these projects. Council has already pledged in its 2023-2026 Community Strategic Plan to be aggressive on paying off the outstanding HMCS Ojibwa principal by March 2025. Any additional debt, particularly for non-core projects, would not be recommended, especially with the core infrastructure needs foreseen in the near future. Lastly, it is worth noting that the 2024/25 Operating Budget draft is scheduled to be posted December 8, 2023. The baseline notional levy impact in the Operating Budget is currently projected to be approximately 20 percent. Council may seek to utilize OCIF/Gas Tax Reserves to underwrite and reduce the levy impact by shifting eligible capital projects from the levy to reserves. This would remove OCIF/Gas Tax funds from the potential buffer available if the SCC expansion experiences a cost over-run. Non-Core Another consideration and non-core competing priority is the Port Burwell Lighthouse rehabilitation. Although non-core in nature, Port Burwell Council passed By-law No. 85-29 under Part IV of the Ontario Heritage Act with the intent to designate the Lighthouse as a heritage building. If costs for the SCC expansion become prohibitive and Council chooses at whatever juncture to not proceed with the project, the current Facilities Reserve allocation for the project could be re-allocated, in whole or in part, to rehabilitation of the Lighthouse or other priority initiatives such as repayment of the HMCS Ojibwa debt or reserve allocations for core infrastructure needs. It is worth noting that “Rehabilitation of the Port Burwell Lighthouse” is specifically listed as an initiative in the 2023-2026 Community Strategic Plan and, as of this time, Council has allocated $63,600 in Municipal funds for the estimated $1.53 million in works required for the Lighthouse via repurposing the Dredging Reserve. Staff are providing no specific recommendations at this time outside of considering the context of the Municipal financial component of this project in light of other needs. This Report is provided to identify shifts in procurement and construction timelines required to address the ongoing scope reduction request and approval process, and the re-emergent and growing potential for upside risk with respect to costs through the appropriate procurement process. Given cost implications and competing, known infrastructure needs over the next three-to-seven years, Council may consider the viability of this project at this time. Should Council wish to continue with the project through procurement and into construction, and assuming approval of the scope reduction and ability to tender, award, and construct in early 1 DMAF grant application was made in July 2023, and is still outstanding, for 4 phases. The total estimated cost is $5.3 million, as identified in Report CAO-10/23. ~60 percent would be Municipal responsibility to fund, as the DMAF program funds up to 40 percent of approved projects in this intake. 2024, works could be completed in late-2024 or early-2025, which is well within the end date for grant funding. However, the ultimate costs of construction are a growing unknown in light of increasing pressures on the project, both internal and external. If Council should choose to cease the project prior to construction, certain aspects of the project would have to continue as stand-alone capital items, specifically replacement of the SCC HVAC system. Prior to the ICIP CCR application, this was identified as an item for budgetary consideration and will once more have to be considered as the Municipality has incurred substantial maintenance in the unit three of the last four years to maintain functionality. Council may also consider other aspects such as the accessible trail as a stand-alone item. If the project is ceased, Bayham would be relinquishing the ~$1.47 million in ICIP funding. Bayham would also be responsible for architect fees to-date, however the Municipality would have working drawings well underway should another opportunity arise to proceed with the project under a similar grant program, and would maintain a healthy Facilities Reserve and debt capacity for other Municipal needs that may arise and require attention. STRATEGIC PLAN 1.1: Quality of Place > To invest in community infrastructure initiatives that create an effective foundation that contributes to Bayham’s quality of life and economic prospects Initiative(s): Focus on core infrastructure based on the Asset Management Plan and compliance with legislation 1.2: Quality of Life > To develop policies, plans and strategies that continually enhance the visitor experience to Bayham, and increase the economic benefit of tourism to the community Initiative(s): Rehabilitate the Port Burwell Lighthouse 2.2: Quality of Life > To work collaboratively with community organizations and others in ensuring the availability of a diverse range of passive recreational, heritage, cultural and other community services that contribute to enriching Bayham’s valued quality of life Initiative(s): Strategic improvement to recreational amenities to promote healthy living 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community Initiative(s): Pay off the remaining debt related to the HMCS Ojibwa. RECOMMENDATION 1. THAT Report CAO-63/23 re Straffordville Community Centre Expansion – Timeline Update and Financial Impacts be received for information; 2. AND THAT Council provide direction, if any, regarding the proposed expansion to the Straffordville Community Centre. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: December 7, 2023 REPORT: CAO-66/23 SUBJECT: AMENDMENT TO SITE PLAN AGREEMENT – PERISCOPE PLAYHOUSE INC. – 42 WELLINGTON STREET, PORT BURWELL (APPLICATION NO. SPA- 05/23) BACKGROUND At its June 2, 2022 meeting, Council received Report DS-34/22 re Bill 109, the More Homes for Everyone Act, 2022. Report DS-34/22 presented Council with amendments to the Municipality’s existing site plan control by-law – By-law No. 2016-047 – and recommended that, to ensure compliance with Bill 109, More Homes for Everyone Act, 2022, the Chief Administrative Officer (CAO) be appointed to be the Site Plan Control approval authority for the Municipality. Council passed the following motion: Moved by: Councillor Donnell Seconded by: Councillor Chilcott THAT Report DS-34/22 regarding Bill 109, the More Homes for Everyone Act, 2022, be received for information; AND THAT in consideration of the IBI Group Memorandum, dated May 26, 2022, Council directs staff to proceed with Option 3; AND THAT an Appointment By-law be brought forward to appoint the Municipality of Bayham’s Chief Administrative Officer (CAO) as the approval authority for Site Plan Control applications. Council subsequently adopted By-law No. 2022-046, Site Plan Control By-law, on June 16, 2022. The CAO’s delegated authority is assigned under Section 6(1) of By-law No. 2022-046. On October 6, 2023, Port Burwell Periscope Playhouse Inc. submitted a Site Plan Control Application requesting amendment to the existing Site Plan Agreement for the property known municipally as 42 Wellington Street, Port Burwell. The application was deemed complete by Planning staff on November 30, 2023. The existing Site Plan Agreement is Agreement No. 0781, approved by By-law No. 2021-034 on May 20, 2021. DISCUSSION Periscope Playhouse received a grant from the Ontario Trillium Foundation (OTF) towards the renovation/addition of the existing, unoccupied 66.1 m2 (712 ft2) section of the theatre building. Periscope Playhouse is requesting amendment to the existing Site Plan Agreement in support of replacing this unoccupied section with a new, one-storey 115.5 m2 (1243 ft2) addition with a mezzanine and unfinished basement. The intent of the new space is an expanded lobby, servery, and kitchenette, and a mezzanine area for the sound room and associated storage. Due to the changed orientation of the building addition from the existing unoccupied section, updates to the site plan and grading/drainage plan were required and have been made; the engineer-stamped drawings are included in the Agreement. As the CAO is the delegated authority for Site Plan Control approval, this information is provided for informational purposes only. ATTACHMENTS 1. Site Plan Control Application – Periscope Playhouse Inc., 42 Wellington Street, Port Burwell 2. Agreement between The Corporation of the Municipality of Bayham and Periscope Playhouse Inc., 42 Wellington Street, Port Burwell RECOMMENDATION 1. THAT Report CAO-66/23 re Amendment to Site Plan Agreement – Periscope Playhouse Inc. – 42 Wellington Street, Port Burwell (Application No. SPA-05/23) be received for information. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2023-086 A BY-LAW TO AUTHORIZE THE EXECUTION OF AN ENABLING ACCESSIBILITY FUND AGREEMENT BETWEEN HIS MAJESTY THE KING IN RIGHT OF CANADA AND THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR WORKS TO THE MARINE MUSEUM ENTRANCE AND WASHROOM WHEREAS section 8(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, grants a broad scope of powers to municipalities to govern their affairs as they consider appropriate; AND WHEREAS the Municipality made an application in Q4 of 2022 to the Enabling Accessibility Fund (EAF) grant program provided through the Employment and Social Development Canada (ESDC) for proposed accessibility improvements to the Marine Museum entrance and washroom; AND WHEREAS the Municipality was advised in March 2023 that its grant application was unsuccessful; AND WHEREAS in November 2023, the Municipality was advised of additional funding through the EAF and that a grant of $49,606 is awarded to Bayham for its application; AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desiro us of entering into an agreement with His Majesty the King in Right of Canada to receive the funding; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Mayor and Chief Administrative Officer be and are hereby authorized to execute the Agreement attached hereto as Schedule “A” and forming part of this by-law between His Majesty the King in Right of Canada and The Corporation of the Municipality of Bayham for acceptance of the EAF grant to complete the Marine Museum entrance and washroom works; 2. AND THAT this by-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY OF DECEMBER, 2023 ___________________________ _____________________________ MAYOR CLERK ESDC EMP5585 (2023-03-22) E Page 1 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada Articles of Agreement Between His Majesty the King in Right of Canada (Hereinafter referred to as “Canada”), as represented by the Minister of Employment and Social Development And The Corporation of the Municipality of Bayham (Hereinafter referred to as "the Recipient") Hereinafter collectively referred to as “the Parties” Whereas the Recipient has applied to Canada for funding to carry out the project; Whereas Canada has determined that the Recipient is eligible for a grant under the Program mentioned in Schedule A - Project Description and Signatures and that the Project qualifies for support; and Whereas Canada has agreed to provide a grant to the Recipient to help it to implement the project; Now, therefore, the Parties agree as follows: 1.0 Agreement 1.1 The following documents, and any amendments thereto, constitute the entire agreement between the Parties with respect to its subject matter and supersedes all previous understandings, agreements, negotiations and documents collateral, oral or otherwise between them relating to its subject matter: (a) These Articles of Agreement (b) Schedule A - Project Description and Signatures ESDC EMP5585 (2023-03-22) E Page 2 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 2.0 Interpretation 2.1 Unless the context requires otherwise, the expressions listed below have the following meanings for the purposes of this Agreement: "Eligible Expenditures" means the expenditures listed in the Project budget in Schedule A - Project Description and Signatures; "Fiscal Year" means the period commencing on April 1 in one calendar year and ending on March 31 in the next calendar year; "Grant" means the grant funds provided by Canada under this Agreement; "Project" means the project described in Schedule A - Project Description and Signatures; "Project Period" means the period beginning on the Project Start Date and ending on the Project End Date specified in Schedule A - Project Description and Signatures;and "Working Day" means Monday through Friday except statutory holidays. 3.0 Effective Date and duration 3.1 This Agreement shall come into effect on the date it is signed by both Parties and, subject to section 3.2, shall expire at the end of the Project Period unless the Agreement is terminated on a prior date in accordance with the terms of this Agreement. 3.2 Notwithstanding section 3.1, the rights and obligations of the parties, which by their nature, extend beyond the expiration or termination of this Agreement shall survive such expiration or termination. 4.0 Purpose of the Grant 4.1 The purpose of the funding granted by Canada according to the terms of this Agreement is to enable the Recipient to carry out the Project. The Recipient shall use the grant for paying the Eligible Expenditures of the Project. 5.0 Payment of the Grant 5.1 Canada will pay the Recipient a grant in the amount specified in Schedule A - Project Description and Signatures. The grant will be paid in instalments in accordance with the instalment schedule set out under Payment Method Schedule A - Project Description and Signatures. 6.0 Appropriation 6.1 Any payment under this Agreement is subject to the appropriation of funds by Parliament for the Fiscal Year in which the payment is to be made. 7.0 Reduction or Termination of Funding 7.1 Canada may, upon not less than ninety (90) days' notice, reduce its funding under this Agreement or terminate the Agreement as per article 15.0 if: (a)the level of funding for the Program named in this Agreement for the Fiscal Year in which the payment is to be made under the Agreement is reduced as a result of a governmental or departmental spending decision, or (b)Parliament reduces the appropriation of funds for grants under the Program named in this Agreement. 7.2 Where, Canada gives notice of its intention to reduce its funding pursuant to section 7.1, and the Recipient is of the opinion that it will be unable to complete the Project in the manner desired by the Recipient, the Recipient may terminate the Agreement upon not less than thirty (30) days notice to Canada. ESDC EMP5585 (2023-03-22) E Page 3 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 8.1 The Recipient 8.0 Recipient Declarations (a)declares that it has provided Canada with a true and accurate list of all amounts owing to the Government of Canada under legislation or funding agreements which were past due and in arrears at the time of the Recipient’s Application for Funding under the Program named in this Agreement; (b)agrees to declare any amounts owing to the Government of Canada under legislation or funding agreements which have become past due and in arrears following the date of its Application for Funding, (c)recognizes that Canada may recover any amounts referred to in paragraph (a) or (b) that are owing by deducting or setting off such amounts from any sum of money that may be due or payable to the Recipient under this Agreement; and (d)declares to use a fair, accountable and transparent process when procuring goods and/or for services in relation to the Project. 8.2 The Recipient declares that any person who has been lobbying on its behalf to obtain the grant that is the subject of this Agreement was in compliance with the provisions of the Lobbying Act (R.S.C., 1985, c. 44 (4th Supp.)), as amended from time to time, at the time the lobbying occurred and that any such person to whom the Lobbying Act applies has received, or will receive, no payment, directly or indirectly, from the Recipient that is in whole or in part contingent on obtaining this Agreement. 9.0 Project Records 9.1 The Recipient shall keep proper books and records of the grant received and of all expenditures made using the grant relating to the Project. 9.2 The Recipient shall retain the books and records referred to in section 9.1 for a period of three (3) years following the Project Period. 9.3 During the period of the project as well as the period referred to in section 9.2, the Recipient shall give access to its files, books and records related to the project, upon request and within a reasonable time, to representatives of Canada for the purpose of verifying the use of the grant and compliance with the terms and conditions of this Agreement. The Recipient shall permit Canada’s representatives to take copies and extracts from such books and records. The Recipient shall also provide Canada with such additional information as Canada may require with reference to such books and records. 10.0 Inquiry by the Auditor General of Canada 10.1 If, during the Project Period or within the period referred to in 9.2, the Auditor General of Canada, in relation to an inquiry conducted under subsection 7.1(1) of the Auditor General Act (R.S.C., 1985, c. A-17), requests that the Recipient provide him or her with any records, documents or other information pertaining to the utilization of the funding provided under this Agreement, the Recipient shall provide the records, documents or other information within such period of time as may be reasonably requested in writing by the Auditor General of Canada. (Not applicable to municipalities or other recipients excluded by the application of the Act) 11.0 Reporting 11.1 The Recipient shall submit to Canada, a complete final report acceptable to Canada that outlines the results of the Project within thirty (30) days following the Project Period. 12.0 Continuous Eligibility 12.1 The Recipient must, during the Project Period, continue to meet the eligibility requirements of the Program named in this Agreement which were effective upon signature of the agreement. As such, the Recipient agrees to promptly notify Canada should a change in the Recipient’s status or a change in Project activities result in the Project no longer meeting the eligibility criteria of the Program which were effective upon signature of this Agreement. 13.0 Evaluation 13.1 The Recipient recognizes that Canada is responsible for the evaluation of the Program named in this Agreement. The Recipient agrees to cooperate with Canada for the duration of the Project and within a period of three (3) years thereafter by providing access to the information required to carry out the evaluation. ESDC EMP5585 (2023-03-22) E Page 4 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 14.0 Termination of Agreement Termination for Default 14.1 (1) The following constitute Events of Default: (a)the Recipient becomes bankrupt, has a receiving order made against it, makes an assignment for the benefit of creditors, takes the benefit of a statute relating to bankrupt or insolvent debtors or an order is made or resolution passed for the winding up of the Recipient (section 14.1(1)(a) not applicable to municipalities or school boards); (b) the Recipient ceases to operate (section 14.1(1)(a) not applicable to municipalities or school boards); (c) the Recipient is in breach of the performance of, or compliance with, any provision of this Agreement; (d)the Recipient, in support of its Agreement, has made materially false or misleading representations, statements or declarations, or provided materially false or misleading information to Canada; or (e)in the opinion of Canada, the risk in the Recipient’s ability to complete the Project has changed substantially and unfavorably. (2) If (a)an Event of Default specified in paragraph (1)(a) or (b) occurs (section 14.1(1)(a) not applicable to municipalities or school boards); or (b)an Event of Default specified in paragraphs (1)(c), (d) or (e) occurs and has not been remedied within thirty (30) days of receipt by the Recipient of written notice of default or within such longer period as Canada may specify, or a plan satisfactory to Canada to remedy such Event of Default has not been put into place within such time period Canada may terminate the Agreement immediately by written notice. Effective on that date, Canada has no more obligations to pay any remaining instalments of the grant as specified in the Agreement. (3) Pursuant to paragraph 14.1 (2)(b), Canada may suspend payment of any further instalment of the grant under this Agreement. (4) The fact that Canada refrains from exercising a remedy it is entitled to exercise under this Agreement shall not be considered to be a waiver of such right and, furthermore, partial or limited exercise of a right conferred upon Canada shall not prevent Canada in any way from later exercising any other right or remedy under this Agreement or other applicable law. 14.2 Either Parties may also terminate this Agreement at any time without cause upon not less than ninety (90) days written notice of intention to terminate. 15.0 Repayment Requirements 15.1 (1) When a written notice is provided by either one of the Parties pursuant to section 7 or section 14: (a)the Recipient must not make any new commitment related to the project which may generate eligible expenditures and must cancel any ongoing commitments, or where possible, reduce the amount of such expenditures arising from any commitment; and (b) all eligible expenditures incurred by the Recipient up to the date of termination will be paid by Canada, including direct costs and incidentals related to the cancellation of obligations of the Recipient for the termination of the agreement; a payment or a reimbursement will be made under this paragraph only if it has been demonstrated to the satisfaction of Canada that the Recipient has actually incurred the expenses and they are reasonable and related to the termination of the agreement. 15.2 Notwithstanding section 15.1, if the Agreement is terminated under section 14.1 by Canada because the Recipient uses the grant for a purpose or expenditures not agreed upon under this Agreement, Canada may in addition to the rights conferred upon it under this Agreement or in law or in equity, demand from the Recipient the repayment of the grant funds that were used by the Recipient for purposes other than the Project or used for costs that were not Eligible Expenditures. (2) If this Agreement is terminated by the Recipient in accordance with section 14.2, the latter shall reimburse Canada the unused grant funds in its possession or under its control within thirty (30) days. 15.3 If Canada demands the repayment of any part of the grant pursuant to section 15.1 or section 15.2, the amount demanded shall be deemed to be a debt due and owing to Canada and the Recipient shall pay the amount to Canada immediately unless Canada directs otherwise. ESDC EMP5585 (2023-03-22) E Page 5 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 15.4 Interest shall be charged on overdue repayments owing under this Agreement in accordance with the Interest and Administrative Charges Regulations (SOR/96-188)(the “Regulations”) made pursuant to the Financial Administration Act (R.S.C., 1985, c. F-11). Interest is calculated and compounded monthly at the “average bank rate”, within the meaning of such expression as contained in the Regulations, plus three per cent (3%) during the period beginning on the due date specified in the notice to repay and ending on the day before the day on which payment is received by Canada. 16.0 Indemnification 16.1 The Recipient shall, both during and following the Project Period, indemnify and save Canada harmless from and against all claims, losses, damages, costs, expenses and other actions made, sustained, brought, threatened to be brought or prosecuted, in any manner based upon, occasioned by or attributable to any injury or death of a person, or loss or damage to property caused or alleged to be caused by any wilful or negligent act, omission or delay on the part of the Recipient or its employees or agents in connection with anything purported to be or required to be provided by or done by the Recipient pursuant to this Agreement or done otherwise in connection with the implementation of the Project. It is understood that Canada cannot claim compensation under this section in case of accident, loss or damage caused by Canada or its employees. 17.0 Relationship between the Parties and Non-Liability of Canada 17.1 The management and supervision of the Project are the sole and absolute responsibility of the Recipient.The Recipient is not in any way authorized to make a promise, agreement or contract on behalf of Canada. This Agreement is a funding agreement only, not a contract obtaining services or a contract of service or employment. Canada’s responsibility is limited to providing financial assistance to the Recipient in support of the Project. The parties hereto declare that nothing in this Agreement shall be construed as creating a partnership, an employer- employee, or agency relationship between them. The Recipient shall not represent itself as an agent, employee or partner of Canada. 17.2 Nothing in this Agreement creates any undertaking, commitment or obligation by Canada respecting additional or future funding of the Project beyond the Project Period, or that exceeds the amount of Canada’s funding as indicated in the Agreement. Canada shall not be liable for any loan, capital lease or other long-term obligation which the Recipient may enter into in relation to carrying out its responsibilities under this Agreement or for any obligation incurred by the Recipient toward another party in relation to the Project. 18.0 Conflict of Interest 18.1 No current or former public servant or public office holder to whom the Conflict of Interest Act (S.C. 2006, c. 9, s. 2), the Policy on Conflict of Interest and Post-Employment or the Values and Ethics Code for the Public Sector applies shall derive a direct benefit from the Agreement unless the provision or receipt of such benefit is in compliance with the said legislation or codes. 18.2 No member of the Senate or the House of Commons shall be admitted to any share or part of the Agreement or to any benefit arising from it that is not otherwise available to the general public. 19.0 Informing Canadians of the Government of Canada's Funding 19.1 The Recipient shall allow Canada sixty (60) days from the date of signature of the Agreement to announce the Project. The parties will collaborate for the first public announcement of the project, including all communication, event or ceremony used to promote the project. The time, place and agenda for such communication activities must be appropriate for Canada. 19.2 To enable Canada's participation in any subsequent communications activities about the project the Recipient will inform Canada no later than twenty (20) calendar days preceding such communication activities. 19.3 The Recipient shall ensure that all communication activities, publications and advertising (including on social media or websites) relating to the project include the recognition of Canada's financial assistance to the satisfaction of Canada. 20.0 Access to Information 20.1 The Recipient acknowledges that Canada is subject to the Access to Information Act (R.S.C., 1985, c. A-1), and information obtained by Canada pertaining to this Agreement may be disclosed by Canada to the public upon request under the aforementioned act. 21.0 Proactive Disclosure 21.1 The Recipient acknowledges that the name of the Recipient, the amount of Canada’s funding and the general nature of the Project may be made publicly available by Canada in accordance with the Government of Canada’s commitment to proactively disclose the awarding of grants and contributions. ESDC EMP5585 (2023-03-22) E Page 6 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada 22.0 Notices 22.1 Any notices to be given and all reports, information, correspondence and other documents to be provided by either party under this Agreement shall be given or provided by personal delivery, mail, courier service, fax or email to the postal address, fax number or email address, as the case may be, of the receiving party. If there is any change to the postal address, fax number or email address or contact person of a party, the party concerned shall notify the other in writing of the change as soon as possible. 22.2 Notices, reports, information, correspondence and other documents that are delivered personally or by courier service shall be deemed to have been received upon delivery, or if sent by mail five (5) working days after the date of mailing, or in the case of notices and documents sent by fax or email, one (1) working day after they are sent. 23.0 Assignment of the Agreement 23.1 The Recipient shall not assign this Agreement or any part thereof without the prior written consent of Canada. 24.0 Successors and Assigns 24.1 This Agreement is binding upon the parties and their respective successors and assigns. 25.0 Compliance with Laws 25.1 This Agreement shall be governed by and interpreted in accordance with the applicable laws of the province or territory where the Project will be performed. The parties agree that the Court of the province or territory where the Project will be performed is competent to hear any dispute arising out of this agreement. 26.0 Amendment 26.1 This Agreement may be amended, with respect to applicable laws, by mutual consent of the parties. To be valid, any amendment to this Agreement shall be in writing and signed by the parties. 27.0 Unincorporated Association 27.1 If the Recipient is an unincorporated association, it is understood and agreed by the persons signing this Agreement on behalf of the Recipient that in addition to signing this Agreement in their representative capacities on behalf of the members of the Recipient, they shall be personally, jointly and severally liable for the obligations of the Recipient under this Agreement, including the obligation to pay any debt that may become owing to Canada under this Agreement. 28.0 Communication with the Public 28.1 The Recipient shall clearly identify the project's clientele, and shall take the appropriate steps to communicate with the target audience 25.2 The Recipient shall carry out the Project in compliance with all applicable laws, by-laws and regulations, including any environmental legislation and any legislation regarding protection of information and privacy. The Recipient shall obtain, prior to the commencement of the Project, all permits, licenses, consents and other authorizations that are necessary to the carrying out of the Project. 29.0 Agreement without Prejudice [clause applicable only in Québec] 29.1 This Agreement is without prejudice to discussions underway between the Quebec Government and Canada for the purpose of establishing new standard agreements for the application of An Act respecting the Ministère du Conseil exécutif (CQLR, chapter M-30) in regards to Funding Agreements related to the programs of the Department of Employment and Social Development. Section C Schedule A - Project Description and Signatures (to be completed by ESDC) Common System for Grants and Contributions (CSGC) File Number:019066885 Project Title:Marine Museum Accessible Entrance and Washroom Program Name:Enabling Accessibility Fund - Grants This Application is: Approved Not Approved Grant Amount: ESDC EMP5585 (2023-03-22) E Page 7 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada Amount Requested: $49085 Amount Approved: $49606 Project description and Budget adjustments: Activities and Timelines: The project consists of installing an accessible exterior door and constructing an accessible washroom. Budget: The amount recommended and approved was increased to match the calculator. Other Conditions: Condition related to the Official Languages Act : The Recipient acknowledges that Canada is subject to the Official Language Act and, as such, must actively offer project-related services, make project-related documentation and announcements in both official languages. Specific Obligations Related to the Project: i.e.: publication or research, or other tool printed or published in both languages. The Recipient shall meet and/or exceed local accessibility standards, requirements and regulations pursuant to the Project at the time of construction. Please refer to the fact sheet provided for information on accessibility standards for project activities funded with flat rate costing. Project Period: From: 2023/11/27 To: 2025/11/26 Payment Method: Number of Installment(s): 1 1st Installment Amount: $ 49606 1st Installment Date: 2023/11/27 Date of Approval: 2023/10/27 Canada signing authority on behalf of the Minister of Employment and Social Development Canada Date (yyyy-mm-dd) ESDC EMP5585 (2023-03-22) E Page 8 of 8 Project number: 019066885 Emploi et Développement social Canada Employment and Social Development Canada For the Recipient (to be completed by the recipient) -I certify that I have the capacity and that I am authorized to sign the Articles of Agreement of this grant on behalf of the "Recipient" organization; -I have read, understand and agree to these Articles of Agreement and I agree that once approved and signed by both parties, these Articles of Agreement will be effective immediately and shall constitute a legally binding agreement. Signatory Name (please print)Title (please print) Signature Date (yyyy-mm-dd) Signatory Name (please print)Title (please print) Signature Date (yyyy-mm-dd) Signatory Name (please print)Title (please print) Signature Date (yyyy-mm-dd) THE CORPORATION OF MUNICIPALITY OF BAYHAM BY-LAW NO. 2023-087 BEING A BY-LAW FOR THE MANAGEMENT, REGULATION & CONTROL OF CEMETERIES WHEREAS pursuant to the Funeral, Burial and Cremation Services Act 2002, Ontario Regulation 30/11, s. 150 (1) an owner of a cemetery or crematorium may make by- laws affecting the operation of the cemetery or crematorium; AND WHEREAS the Corporation of the Municipality of Bayham is the owner of cemeteries; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS A BY-LAW AS FOLLOWS: SHORT TITLE This By-law may be cited as the Cemeteries By-law Section 1 - Definitions 1.1 For the purpose of this By-law: a) ‘Act’ shall mean the Funeral, Burial and Cremation Services Act, 2002, as amended and the Regulations thereto. b) ‘Board’ shall mean the Cemetery Board appointed by the Municipality to oversee the Cemetery in accordance with the Cemetery By-law and the Act. c) ‘Burial’ shall mean the opening and closing of an in ground lot or plot for the disposition of human remains or cremated human remains. d) ‘Care and Maintenance Fund’ shall mean the trust fund established pursuant to the Act and Regulations thereto for the purpose of providing money for the care and maintenance of the cemetery. e) ‘Cemetery’ shall mean lands set aside and approved for the interment of human remains and includes a mausoleum, columbarium, scattering garden, chapel or other similar structures. f) ‘Cemetery Operator’ shall mean the Municipality or designate. g) ‘Cemetery Services’ shall mean: i. opening and closing of a lot or plot; ii. interring or disinterring human remains; iii. construction of a foundation and installation of a marker or monument; iv. setting of corner posts v. placement of cremated remains in a columbarium. h) ‘Cemetery Supplies’ shall mean interment vaults, liners, markers, flowers, artificial wreaths, caskets, coffins, markers, monuments and other articles intended to be placed in a cemetery. i) ‘Columbarium’ shall mean a structure designed for the interment of cremated human remains in sealed compartments known as a ‘niche’; j) ‘Corner Posts’ shall mean any stone or other land markers which shall be set flush with the surface of the ground and used to indicate the location of a lot or plot. k) ‘Corporation’ shall mean the Corporation of the Municipality of Bayham. l) ‘Council’ shall mean the Council of the Corporation of the Municipality of Bayham. m) ‘Foot Stones’ shall mean a stone placed at the foot of a plot. n) ‘Holiday’ known as statutory holidays as legislated either through Federal or provincial legislation. o) ‘Interment Right’ shall mean the right to require or direct the interment of human remains or cremated human remains in a lot or niche and direct the associated memorialization. p) ‘Interment Rights Certificate’ shall mean the document issued by the Cemetery to the purchaser once interment rights have been paid in full, identifying ownership of the interment rights. q) ‘Interment Rights Holder’ shall mean the person designated to hold the right to inter human remains in a specified lot or niche pursuant to the provisions of the Cemetery By-law. r) ‘Lot’ shall mean an area of land containing or set aside to contain human remains and includes a tomb, crypt, a compartment in a mausoleum and a niche in a columbarium or mausoleum. s) ‘Marker’ shall mean any permanent memorial structure that is set flush and level with the ground, and used to mark the location of a burial lot. t) ‘Monument’ shall mean any permanent memorial projecting above the ground installed within the designated space to mark the location of a burial or lot. u) ‘Plot’ shall mean two or more lots in which the rights to inter have been sold as a unit. v) ‘Price List’ shall mean the Cemetery ‘Price List’ set forth in the appropriate by- law as approved by Council as amended from time to time. w) ‘Scattering’ shall mean the spreading of cremated remains over a designated area within a Cemetery. x) ‘Secretary-Treasurer’ shall mean the Secretary-Treasurer of the Board as outlined in the Municipality of Bayham Advisory Board and Committee Policy. Section 2 – General Provisions 2.1 All persons entering the Cemetery shall behave with due order and decorum and with due respect to the dead. 2.2 Interment Rights Holders shall not permit interments to be made in their lots or plots for remuneration. 2.3 Vehicles within the Cemetery shall be driven at a speed not exceeding 25 kilometres per hour and shall not allow wheels of any such vehicles to run on sod. Vehicle owners and drivers shall be held responsible for any damage done by them. 2.4 Recreational vehicles are not permitted within the Cemetery. 2.5 No persons under the age of sixteen years shall be admitted within the Cemetery unless attended by an adult who shall be responsible for their conduct. 2.6 No persons shall: i. place any fences, railings, or other enclosures around any lot or plot; ii. plant any flowers, plants, shrubs or trees without the permission of the Board. The Board reserves the right to enter onto the lot or plot and remove any flowers, plants, shrubs, or trees planted without permission of the Board; iii. write upon, deface, injure or damage any markers, railing, fence or other structure, or pick or cut flowers of any kind; iv. have in their possession any firearm within the Cemetery enclosure except in the case of a Military or Police Funeral; v. enter into the Cemetery between dusk and dawn; vi. allow entry into the Cemetery of any animal under their ownership and/or control, excluding guide animals. 2.7 Should any trees, shrubs, bushes, flowers or structures situated on or around any lot by any means become detrimental to adjacent lots, monuments, drains, road or walk ways or to the convenience or safety of the public, or to the general appearance of the grounds, the Board may remove such trees shrubs or structures or any part thereof. 2.8 In order to preserve the appearance of the grounds, artificial wreaths must be removed off the ground before April 1st of each year. Otherwise the cemetery authorities will remove them. 2.9 Rubbish shall not be thrown out on roads, walks, or any part of the grounds. A barrel is provided for the deposit of weeds, decayed flowers, plants, etc. 2.10 No unauthorized person shall make any walk, cut any sod or move corner posts or grave markers in the cemetery or in any other way change the surface of any burial lot in the cemetery. 2.11 The Board shall not be responsible for loss of or damage to any portable articles left upon any lot or grave. 2.12 Conveyances heavily loaded shall not be permitted to enter the Cemetery without the approval and supervision of the Board. 2.13 Any person who damages any lot or plot, marker or other structure, or otherwise does any injury in the Cemetery shall be personally responsible for such damage or injury. 2.14 Any person violating any of the provisions of this by-law shall be deemed to be a trespasser and subject to immediate summary eviction from the Cemetery in addition to any and all other penalties provided by law. 2.15 The cemetery reserves the right to regulate the articles placed on lots or plots that pose a threat to the safety of all interment rights holders and visitors to the cemetery, prevents the cemetery from performing general cemetery operations, or are not in keeping with the respect and dignity of the cemetery. 2.16 Prohibited articles will be removed and disposed of without notification and may include articles made of hazardous materials such as glass (excludes glass attached to monuments), ceramics, or corrosive metals; loose stones or sharp objects; trellises or arches; chairs or benches. 2.17 Flowers placed on a grave for a funeral shall be removed by the cemetery operator, after a reasonable time, to protect the sod. 2.18 The cemetery reserves the right to remove quantities of memorial wreaths or flowers considered to be excessive and that diminishes the otherwise tidy appearance of the cemetery. 2.19 The Hours of Operation for Cemeteries shall be 8:30 a.m. until 4:30 p.m., Monday through Friday, except statutory holidays. 2.20 The hours for Cemetery Visitation shall be from dawn until dusk. 2.21 The cemetery operator will not be held liable for any loss or damage, without limitation (including damage by the elements, Acts of God, or vandals) to, any lot, plot, monument, marker, or other article that has been placed in relation to an interment save and except for direct loss or damage caused by gross negligence of the cemetery. 2.22 Provincial legislation – Section 110 of Ontario Regulation 30/11 requires all cemeteries and crematoriums to maintain a public register that is available to the public during regular office hours. 2.23 Pets or other lower animals, including cremated animal remains, are not allowed to be buried on cemetery grounds. 2.24 The Cemetery has the right at any time to re-survey, enlarge, diminish, re-plot, change or remove plantings, grade, close pathways or roads, alter in shape or size, or otherwise change all or any part of the cemetery, subject to approval of the appropriate authorities. 2.25 Bayham Cemeteries With Boards Bayham West (Richmond) Cemetery Calton Cemetery Eden Cemetery Guysboro Cemetery Smuck Cemetery Straffordville Cemetery Cemeteries Without Boards Abandoned Cemetery Amerman Cemetery Best (Corinth) Cemetery Claus Cemetery Dobbie Cemetery Edison Cemetery Estherville (Old Port Burwell) (Otter Valley Baptist) Cemetery Firby Cemetery Hemlock Creek Cemetery Hutchison Cemetery Light Cemetery Old Eden Cemetery Old Richmond (Godwin) Cemetery Otter Valley Cemetery Stanton Cemeter Section 3 - Operations FINANCIAL 3.1 All applicable fees and charges shall be payable in accordance with the fees set by the Council upon recommendation of the Board and listed on the Cemetery Price List. 3.2 Payments for all fees and charges shall be made to the office of the Secretary- Treasurer of the Board and transferred to the Treasurer as applicable. 3.3 A Secretary-Treasurer and/or Treasurer of the Municipality shall keep such books, accounts and records as are necessary for properly recording and exhibiting all financial matters pertaining to the Cemetery as may be prescribed, as applicable. 3.4 All revenue and other monies belonging or pertaining to the Cemetery shall be received by the Secretary-Treasurer or Treasurer of the Municipality as applicable. 3.5 The Treasurer of the Municipality shall maintain, invest, and administer the Care and Maintenance Fund in accordance with provisions and regulations of the Act. 3.6 The application and use of monies, or any part thereof, received and under the control and management of the Board may accumulate and be held or subsequently expended or invested. 3.7 The revenue derived from the Care and Maintenance Fund shall be applied at the discretion of the Board, and shall be used for general maintenance and improvement of the Cemetery. 3.8 The revenue derived from that portion of the Care and Maintenance Fund pertaining to care of markers shall be applied at the discretion of the Board for general maintenance of markers. 3.9 Each Board shall have the authority to establish special funds for donations. The application and use of said funds shall be at the discretion of the Board. 3.10 The Board shall not be bound to expend the whole or any part of the interest or monies earned, including the compounding thereof, but may accumulate and hold or subsequently expend the same or any part thereof, or invest the same or any part thereof. 3.11 A portion of the price of interment rights is trusted into the Care and Maintenance Fund. The income generated from this fund is used to maintain, secure and preserve the cemetery grounds. 3.12 Contributions to the care and maintenance fund are not refundable except when interment rights are cancelled within the 30 day cooling off period. 3.13 Services that can be provided through the income generated from the Care and Maintenance Fund include: i. Re-levelling and sodding or seeding of lots; ii. Maintenance of cemetery roads, sewers and water systems; iii. Maintenance of perimeter walls and fences; iv. Maintenance of cemetery landscaping; v. Repairs and general upkeep of cemetery maintenance buildings and equipment. SALES 3.14 Lots or plots, subdivision of lots or plots or niches may be purchased by individuals upon payment of the appropriate Price List. At the time of sale, the Secretary- Treasurer or Treasurer of the Municipality of Bayham shall provide a copy of the following: i. the Cemetery Contract; and ii. the Cemeteries By-Law. iii. upon payment in full, the Secretary-Treasurer or Treasurer, as applicable, shall provide an Interment Rights Certificate. iv. Consumer Information Guide 3.15 Purchasers of lots, plots or niches acquire only the right and privilege of interment of human remains and of erecting markers, subject to the provisions of the Cemeteries By-Law. 3.16 Each purchaser of a lot, plot or niche shall be entitled to an Interment Rights Certificate, but only when all indebtedness has been satisfied and all charges on the lot or plot have been paid. 3.17 No burial or installation of any monument, marker, inscription or memorialization is permitted until the interment rights, all fees including care and maintenance fees, have been paid in full. 3.18 The Interment Rights Certificate shall specify: i. the name of the Interment Rights Holder; ii. the Certificate number; iii. the name and address of the Cemetery; iv. the size of the lot or plot; v. the location of the lot or plot; vi. the date of purchase; vii. the amount paid; viii. the amount deposited into the Care and Maintenance Fund; and ix. a statement regarding transfer restrictions of said interment rights. 3.19 The Interment Rights Holder must designate in writing, upon the Interment Permission Form if another person is to be buried in their lot or plot. 3.20 The Board may restrict the sale of single lots to certain areas in the Cemetery. 3.21 Only licensed Cemetery sales representatives employed on behalf of the Cemetery Operator may sell Interment Rights. 3.22 The boundaries of any new lot or plot sold shall be marked with corner posts on approval by the Board. All corner posts shall be placed by the Board at the expense of the owner of the lot or plot wherein the same are placed. 3.23 All corner posts shall be placed level with the ground. CANCELLATION 3.24 A purchaser has the right to cancel an interment rights contract within thirty (30) days of signing the interment rights contract, by providing written notice of the cancellation to the cemetery operator. 3.25 The cemetery operator will refund all monies paid by the purchaser within thirty (30) days from the date of the request for cancellation. 3.26 If any portion of the interment rights has been exercised, the purchaser, or the interment rights holder(s) are not entitled to cancel the contract or re-sell the interment rights. When the cemetery operator does not prohibit the resale of interment rights, the operator may repurchase the interment rights portion from the rights holder(s) by negotiating a purchase price, so long as the seller acknowledges being aware of the cemetery operator’s current price list amount for interment rights. CONTRACT 3.27 All purchasers of interment rights must sign a contract with the cemetery, detailing obligations of both parties and acceptance of the cemetery by-laws. 3.28 The purchaser of Interment Rights shall be provided with a Contract, at the time the Contract is made, which shall indicate: i. the date Interment Rights were purchased; ii. the name and address of purchaser; iii. the purchase price including an itemized breakdown of charges and all applicable taxes; iv. the percentage or amount of the purchase price being set aside for Care and Maintenance; v. the existence of a by-law that governs the operation of the cemetery and includes restrictions on Interment Rights in the cemetery; vi. a Certificate of Interment Rights will not be issued until the Interment Rights including Care and Maintenance have been paid in full; and vii. Interment rights may be resold to a third party, through the operator. TRANSFERS, REPURCHASES & THIRD PARTY RESALE 3.29 An Individual interment rights holder may re-sell his interment right to a third party, through the Cemetery Operator, as long as no internment rights in the original purchase have been used. TRANSFERS 3.30 For the purposes of this subsection, ‘transfer’ shall mean a gift, a bequest or any other transfer made without consideration. 3.30.1 If an Interment Rights Holder wishes to transfer their interment rights, notice shall be given, on the ‘Transfer Form’, to the Board Secretary-Treasurer or Treasurer and the original certificate must be returned. 3.30.2 Upon receipt of a request on the ‘Transfer Form’, from the Interment Rights Holder specifying the name and address of the transferor and the transferee, and location of lot or plot, the Secretary-Treasurer or Treasurer, upon payment of the transfer fee in accordance with the Price List, will perform the transfer and provide the interment rights holder with the documents outlined in Section 3.14 of this By-law. 3.31 In the case of succession the following will be required in addition to the aforementioned. 3.31.1 With a Last Will and Testament: i. in case of a specific bequest of an unused lot, a copy of the will of the purchaser is to be provided to the cemetery representative; ii. if no specific bequest, a request in writing from the Executors with the written consent of all or a majority of the beneficiaries; 3.31.2 Intestate: i. A request in writing from the Executor with the consent of all or a majority of the heirs-at-law. 3.31.3 The transfer of Interment Rights is not binding upon the Board until a duly executed transfer form has been deposited with the Secretary-Treasurer or Treasurer. Repurchases 3.32 An individual who wishes to negotiate a repurchase of his unused interment rights back to the Cemetery for a fee, being no more than the fee on the current Price List, shall return the original Certificate (‘deed’ or ‘Perpetual Receipt’ as appropriate), complete, sign and provide the ‘Repurchase of Interment Rights Form’, to the Cemetery Operator. 3.33 The Cemetery operator may negotiate a price, less the amount placed into the Care and Maintenance Fund. The Cemetery operator is not obligated to repurchase. 3.34 Should the individual and the Cemetery Operator agree upon the price, the transaction is completed upon approval and signing of the ‘Repurchase of Interment Rights Form’ by the Cemetery Operator and payment of the negotiated amount to the individual by the Cemetery Operator. There is no charge for a negotiated repurchase back to the cemetery. 3.35 An individual who wishes to donate his unused interment rights back to the Cemetery, shall return the original Certificate (‘deed’ or ‘Perpetual Receipt’ as appropriate), complete, sign and provide the ‘Repurchase of Interment Rights Form’, to the Cemetery Operator. The transaction is complete upon approval and signing of the ‘Repurchase of Interment Rights Form’ by the Cemetery Operator. There is no charge for a donated repurchase back to the cemetery. Resale 3.36 An Individual interment rights holder may resell his interment right to a third party, through the Cemetery Operator, as long as no internment rights in the original purchase have been used, by completing Part 1 and Part 2 of the Interment Rights Resale Endorsement Form. 3.37 The interment rights holder(s) intending to resell their rights shall provide the following documents to the cemetery operator so that the operator can confirm the ownership of the rights and provide the third party purchaser with the required certificate: i. the interment rights certificate endorsed by the current rights holder; ii. a written statement of the number of lots that have been used in the plot and the number of lots that remain available. However, no sale/resale of interment rights is permitted if any of the rights in the original purchase have been used. iii. any other documentation in the interment rights holder(s) possession relating to the rights. iv. an Interment Rights Resale Endorsement, signed by the rights holder(s) selling the interment rights, acknowledging the sale of the interment rights to the third party purchaser; v. confirmation that the person selling the interment rights is the person registered on the cemetery records and that they have the right to re-sell the interment rights; vi. the date of resale of the interment rights to the third party; vii. the name and address of the third party purchaser(s); viii. a statement of any money owing to the Cemetery Operator in respect to the interment rights. 3.38 Upon the return the original Interment Rights Certificate (‘deed’ or ‘Perpetual Receipt’ as appropriate), the completed and signed Interment Rights Resale Endorsement Form , and payment of the Resale Endorsement fee, the Secretary- Treasurer or Treasurer shall sign the Form and issue a new Interment Rights Certificate in the name of the new rights holder 3.39 The cemetery operator may charge an administration fee for the issuance of a new certificate in accordance with the price listed on the cemetery operator’s current price list. INTERMENT 3.40 No interment shall take place until such time as the lot, plot or niche has been paid for in full. 3.41 For every interment the Board must obtain a burial permit or cremation certificate, applicable fees and a completed Interment Permission form if required 3.42 No interment shall be made on Sunday, Good Friday or Christmas Day, except in accordance with the regulations of the Medical Officer of Health. 3.43 Interments shall take place between the 1st of April and the 1st of November unless otherwise authorized by the Board. 3.44 Subject to restrictions, no more than three interments may be made in a regular lot, it is recommended that the first interment be in a concrete vault, and the remaining two interments must be cremation burials for which proper authorization has been documented and approved by the cemetery representative. 3.45 Installation of a vault for all casket type burials is mandated. 3.46 A full body casket in a vault and/or cremation interment must be to a depth that will ensure at least two feet of earth coverage over the case at the surrounding ground level; 3.47 No more than four (4) cremation interments, if placement allows, shall be made in a regular lot. A maximum of two (2) cremation burials are permitted in a 3’ x 3’ cremation lot. 3.48 No more than two (2) appropriately sized urns shall be placed in any single columbarium niche. 3.49 Workmen shall cease work, if in the immediate vicinity of a funeral, until the conclusion of the service. 3.50 All work must be done during regular Cemetery hours, unless by special permission of the Board. 3.51 Notice of each interment shall be given to the Secretary-Treasurer or Treasurer. A minimum of 24 hours’ notice (not including Saturday, Sunday or holidays) is required unless otherwise ordered by the Medical Officer of Health. 3.52 An interment rights holder must provide authorization in writing prior to a burial taking place. Should the interment rights holder be deceased, and the interment rights holder has not designated persons to be interred, authorization must be provided in writing by the person authorized to act on behalf of the interment rights holder i.e. Estate Trustee or Executor. 3.53 A valid burial permit or equivalent document showing that the death has been registered with the Province must be provided to the cemetery operator prior to a burial taking place. 3.54 A Certificate of Cremation must be submitted to the cemetery operator prior to the burial of cremated remains taking place. 3.55 The opening and closing of lots, may only be conducted by contractors designated or authorized to do work on behalf of the cemetery with appropriate and valid WSIB and Insurance coverages 3.56 Cremated remains are not permitted to be scattered on any lot within a Cemetery owned and operated by the Municipality of Bayham. 3.57 Cremation urns or containers may be used for burial in designated 3’x3’ cremation burial lots and in regular lots when used for cremations only 3.58 All cremated human remains interred in a regular 4’x10’ lot on top of a full body casket in a vault shall be placed in a small flat six by six inch (6”x6”) box type container with a depth of no more than four (4) inches to ensure at least two feet (2’) of earth coverage over the cremation remains, at surrounding ground level. 3.59 For each cremation interment on top of an existing body burial with a vault, a permission form must be completed, signed and on file with the Municipality, in advance. DISINTERMENT 3.60 No disinterment shall be permitted in any lot, plot or niche nor any body removed therefrom unless in accordance with the Act, including: i. Consent from the Interment Rights Holder, and; ii. Prior notification to the Medical Officer of Health is made. 3.61 A certificate from the local medical officer of health must be received by the cemetery operator before the removal of casketed human remains may take place. 3.62 A certificate from the local medical officer of health is not required for the removal of cremated remains. 3.63 In special circumstances the removal of human remains may also be ordered by certain public officials without the consent of the interment rights holder and/or next of kin. MARKERS & MONUMENTS 3.64 The Board requires order forms from Monument Dealers showing monument size, base size, property location, and the fee for Marker Care and Maintenance Fund before constructing the foundation for markers and monuments. 3.65 The Board reserves the right to determine the maximum size of markers and monuments, their composition, their number and their location on each lot or plot. i. not more than one marker or monument shall be erected on any one lot; ii. the minimum thickness of an upright marker shall be 6 inches at narrowest point, and every flat marker, including foot stones, shall be a minimum thickness of 4 inches; iii. all markers, other than markers located on a single lot, shall not exceed 42 inches in height, including the base; iv. upright markers on a single lot shall not exceed 24 inches wide by 34 inches high, including the base; v. all flat markers on a single lot shall not exceed 24 inches wide 18 inches deep, and shall be installed flush with the ground level. Every flat marker shall be placed on a base of gravel or crushed stone to a minimum depth of 6 inches, or set in concrete to a depth of 6 inches. The said base shall have a 4 inch border of the same material as the base; vi. where foot stones are permitted, the width shall not exceed 4 inches and the length shall not exceed 12 inches. The foot stone may be placed on a base of gravel, crushed stone or set in concrete to a minimum of 6 inches without any border. vii. all markers shall be made of natural stone (granite) or bronze; viii. no marker shall be allowed to stand on the interment space in any lot or plot 3.66 Markers to be erected shall be set upon a concrete foundation which shall be no less than five feet in depth and must exceed the marker by a minimum of three inches on all sides. 3.67 All foundations shall be set one inch above the surface of the ground. Foundation must be approved by the Cemetery operator before the marker is erected thereon. 3.68 One flat marker only, at a maximum size of 24” x 14”, or less, is permitted on a cremation lot, placed flush with the ground on top of a 12” diameter post hole filled with a minimum depth of 4 feet of concrete; 3.69 No marker shall be erected without the supervision of the Board or Municipal staff. 3.70 The Board reserves the right to enter onto the lot or plot and remove any marker or other structure, or any inscription placed in or upon any lot or plot which is not in keeping with the dignity and decorum of the cemetery. 3.71 Markers may be scratched or chipped by equipment during regular maintenance of the Cemetery grounds and the operator shall not be held responsible for such damage. 3.72 Should any monument or marker present a risk to public safety because it has become unstable, the cemetery operator shall do whatever it deems necessary by way of repairing, resetting, or laying down the monument or marker or any other remedy so as to remove the risk. 3.73 No memorial or other structure shall be erected or permitted on a lot until all charges have been paid in full. 3.74 No monument, footstone, marker or memorial of any description shall be placed, moved, altered, or removed without permission from the cemetery operator. 3.75 The cemetery operator will take reasonable precautions to protect the property of interment rights holders, but it assumes no liability for the loss of, or damage to, any monument, marker, or other structure, or part thereof. 3.76 The cemetery operator reserves the right to determine the maximum size of monuments, their number and their location on each lot or plot. They must not be of a size that would interfere with any future interments. 3.77 All foundations for monuments and markers shall be contracted to be built at the expense of the interment rights holder. 3.78 A monument or other structure shall be erected only after the location has been marked and the hole for the foundation inspected by the cemetery operator or municipal staff. 3.79 In keeping with the cemetery by-laws only one monument shall be erected within the designated space on any lot and shall not reduce legislated burial space. 3.80 No monument shall be delivered to the cemetery for installation until the monument foundation has been completed. 3.81 Markers, monuments and footstones of bronze or granite are permitted with size and quantity restrictions according to cemetery by-laws and the placement of such memorials shall not interfere with future interments. 3.81.1 Footstones are not permitted at any in-active cemeteries or at the following cemeteries: i. Best Cemetery ii. Claus Cemetery iii. Dobbie Cemetery iv. Light Cemetery v. Smuck Cemetery 3.82 Any contract work to be performed within the cemetery requires the written pre- approval of the interment rights holder and the cemetery operator before the work may begin. 3.83 Pre-approval includes but is not limited to landscaping, delivery / installation of foundations, monuments and markers, inscriptions, designs, drawings, plans and detailed specifications relating to the work, proof of all applicable government approvals and permits and the location of the work to be performed. It is the responsibility of all contractors to report to the cemetery operator and provide the necessary approvals before commencing work at any location on the cemetery property. 3.84 Prior to the start of any work, contractors, retained by the Municipality, must provide proof of: i. WSIB coverage; and ii. Evidence of liability insurance of not less than $2 million. a. Contractors retained by Funeral Homes must provide the appropriate WSIB and insurance to the Funeral Home, and be available to the Municipality upon request. 3.85 All cemetery by-laws apply to all contractors for all work carried out within the cemetery grounds. 3.86 Contractors, monument dealers and suppliers shall perform work at the cemetery during the regular visitation hours of the cemetery. 3.87 Contractors shall temporarily cease all operations if they are working within 100 metres of a funeral, until the conclusion of the service. 3.88 The cemetery reserves the right to temporarily cease contractor operations at their sole discretion if the noise of the work being performed by the contractor is deemed to be a disturbance to any funeral or public gathering within the cemetery. 3.89 Contractors, monument dealers and suppliers shall lay wooden planks on the burial lots and paths over which heavy materials are to be moved in order to protect the surface from damage. COLUMBARIUM 3.90 All By-laws of Bayham Cemeteries shall apply to the Columbaria, as far as the nature of the situation permits. 3.91 No floral tributes will be permitted except at the time of inurnment and on Decoration Day. 3.92 Flowers and wreaths placed against or near any part of the Columbarium that are liable to stain or deface the structure, will be removed. 3.93 Glass vases or other breakable items, such as statuary, shall not be placed around the Columbarium. 3.94 No ornaments of any kind will be permitted on or near the Columbaria niche units nor on the vases attached to the niche units. 3.95 The Caretaker or designate shall be in attendance at all inurnments, and only the Caretaker shall be responsible for the opening and closing of the niche. 3.96 The inurnment fee shall be at a rate as specified in the Price List and shall include the opening and closing of the niche. 3.97 An inurnment shall not take place later than 4:00 p.m., Monday to Saturday. 3.98 To maintain uniformity of the Columbaria, only the plaque included in the purchase of the niche will be permitted. 3.99 Pictures will not be allowed on any plaque. This includes sandblasted and/or etched photographic images and reproductions on the face of the niche. 3.100 The cremated remains of the lower animals will not be allowed to be placed in any niche. 3.101 The Municipality, through the Cemetery Board, shall keep the columbaria in good repair at all times but shall not be required to rebuild the columbaria in the case of destruction due to war or insurrection. Section 4 – Cemetery Caretaker 4.1 The Municipality may appoint a Cemetery Caretaker who may conduct the following duties: i. Mark plots ii. Coordinate with grave digger; iii. Be readily available at funerals held in the Cemeteries, when requested. iv. Inter cremation burials v. Cemetery services vi. Observe and carry out all the provisions of this By-law and of the F.B.C.S.A. and the regulations made thereunder. 4.2 Should a Cemetery Caretaker be appointed, the Cemetery Board shall pay the defined piece rate of $35/service performed, to the Cemetery Caretaker. 4.3 Should conflict arise, the Municipality shall determine what constitutes a service. Section 5 – Administration 5.1 GENERAL INFORMATION Inquiries may be made at: Municipality of Bayham P.O. Box 160, 56169 Heritage Line, Straffordville, ON N0J 1Y0 Telephone: 519-866-5521 Fax: 519-866-3884 website: www.bayham.on.ca Email: bayham@bayham.on.ca 5.2 References to ‘Forms’ and the ‘Price List, within this by-law, shall be as passed pursuant to the Municipal By-law of the day, all of which shall be posted and provided to the public. 5.3 The Municipality of Bayham, as Cemetery Owner and Cemetery Operator has chosen to permit resale of interment rights to a third party purchaser provided no internment rights in the plot have been used, subject to applicable legislation and by-law requirements. 5.4 The business and affairs of Cemeteries shall be conducted under the direction of the Treasurer of the Municipality of Bayham and shall be operated by an advisory Cemetery Board as determined by Council. 5.5 The cemetery shall be governed by the cemetery bylaws, and all procedures will comply with the Funeral Burial & Cremation Services Act, 2002 and Ontario Regulation 30/11, which may be amended periodically. 5.6 All cemetery by-law amendments requiring approval of the Registrar, Bereavement Authority of Ontario shall be published in accordance with the F.B.C.S.A. and the regulations made thereunder. 5.7 This By-law shall be in full force and effect upon approval of the Registrar, Bereavement Authority of Ontario. 5.8 By-law No. 2015-116 and any amendments are repealed upon approval of this by-law by the Registrar, Bereavement Authority of Ontario. 5.9 In this By-law, unless the contrary intention is indicated, words used in the singular shall include the plural and words used in the male gender shall include the female gender or vice versa, where applicable. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY OF DECEMBER 2023. ____________________________ _____________________________ MAYOR CLERK THE CORPORATION OF MUNICIPALITY OF BAYHAM BY-LAW NO. 2023-088 BEING A BY-LAW TO ADOPT SCHEDULES ‘A’ – ‘H’ FOR THE MANAGEMENT, REGULATION & CONTROL OF CEMETERIES WHEREAS B y -Law No. 2023 -087 , being a By -Law for the Management, Regulation & Control of Cem eteries for the following cemetery licenses: 00513 00514 00515 00516 00517 00518 00519 00520 00522 00523 00524 00525 00526 00527 00528 00529 00530 00531 00532 00533 00534 was passed by the Council of the Corporation of the Municipality of Bayham on Dec ember 7, 2023, pending approval from the Bereavement Authority of Ontario; AND WHEREAS the Bereavement Authority of Ontario deems it necessary to enact a by- law to adopt Schedules “A” – “H” for the Management, Regulation & Control of Cemeteries: NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE M UNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: THAT the following Schedules attached hereto form part of this by-law: Schedule ‘A’ – Contract for Purchase of Interment Rights, Cemetery Supplies or Services; Schedule ‘B’ – Interment Rights Schedule ‘C’ – Interment Rights Resale Endorsement Schedule ‘D’ – Interment Permission Form Schedule ‘E’ – Interment Rights Transfer Form Schedule ‘F’ – Repurchase of Interment Rights Request Form Schedule ‘G’ – Columbarium Schedule ‘H’ – Cemetery Rates & Fees AND THAT this by-law shall come into full force and effect upon approval from the Bereavement Authority of Ontario. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY OF DECEMBER 2023. ____________________________ _____________________________ MAYOR CLERK To be made in DUPLICATE The Corporation of the Municipality of Bayham 56169 Heritage Line, Box 160 Straffordville, ON N0J 1Y0 Telephone: 519-866-5521 www.bayham.on.ca bayham@bayham.on.ca CONTRACT FOR PURCHASE OF INTERMENT RIGHTS, CEMETERY SUPPLIES OR SERVICES Schedule “A” to By-law 2023-087 Cemetery operator License # 3267732 2016 In Name and Address of Cemetery CONTRACT INFORMATION Contract Reference # __________________________ Date of issue _________________________________ PURCHASER INFORMATION Name ________________________________________________ Address______________________________________________________ PC_________________ Telephone ____________________________ Email address_______________________________ Purchaser’s relationship to the Recipient(s) _______________________________________________ RECIPIENT #1 INFORMATION RECIPIENT #2 INFORMATION Name _______________________________ Name __________________________________ Address _____________________________ Address ________________________________ Province ________ Postal Code__________ Province ____________Postal Code _________ Telephone ___________________________ Telephone ______________________________ Email _______________________________ Email __________________________________ This contract is between the Purchaser AND The Corporation of the Municipality of Bayham For cemetery Interment Rights, Supplies and/or Services for the recipient(s) as identified in this contract. Schedule “A” to B/L 2023-088 - 2 - 2023 The Purchaser (if different than the Recipient (s) represents being legally authorized or charged with the responsibility for the Recipient(s) cemetery Interment Rights and cemetery pre-paid supplies and services arrangements specified in this contract. This agreement will be enforceable to the benefit of and be binding upon the parties hereto and their respective heirs, heirs, executors, administrators, successors, and assigns. Interment Rights per regular lot may include no more than one full size traditional body interment, plus two (2) cremation interments, provided the first interment is in a vault. Alternatively, up to four (4) cremation interments only, may be made in a regular lot. No more than two (2) appropriately sized urns shall be placed in any single columbarium niche or in a designated 3’ x 3’ cremation lot. Cremation urns or containers may be used for burials in regular lots when used for cremation burials only. All cremated human remains interred in a regular 4’x10’ lot on top of a full body casket in a vault shall be placed in a small flat six by six inch (6”x6”) box type container with a depth of no more than four (4) inches to ensure at least two feet (2’) of earth coverage over the cremation remains, at surrounding ground level. For each cremation interment on top of an existing body burial with a vault, permission forms must be completed, signed and on file with the Municipality, in advance. **The purchase price per regular lot, cremation lot or niche permits one interment only in the respective lot or niche. **Each additional interment in a regular lot, cremation lot or niche is subject to payment of an additional fee, as may be in place at time of such interment, and must be properly authorized in writing. ** Resale: Interment Rights may be resold to a third party, through the operator, subject to restrictions. The Purchaser agrees that in the event of resale of the said Internment Rights, this certificate shall be returned with the completed and signed Part 1 and Part 2 of the Interment Rights Resale Endorsement – Form “C”, to the Cemetery Operator who, upon completion, approval and payment of any required fees, will issue a new certificate to the new Interment Rights holder. **( Examples of Care and Maintenance Fund contributions from purchase of interment rights: 1. The Purchase Price of $600.00 (six hundred dollars) per regular lot includes $300.00 to the Care and Maintenance Fund and allows one interment in the regular lot. 2. The purchase price of $300.00 (three hundred dollars) per cremation lot includes $150.00 to the Care and Maintenance Fund and allows one interment in the cremation lot.) Schedule “A” to B/L 2023-088 - 3 - 2023 3. The Purchase Price of $1200.00 (twelve hundred dollars) per single columbarium niche includes $300.00 to the Care and Maintenance Fund and allows one interment in a single columbarium niche. Interment Rights to Regular / Cremation Lot or Columbarium Niche purchased: Location & Details Block ____________ Section_______________ Plot # ______________ Row _______________ Grave(s): ______________ No. of graves(s) __________ Dimensions per lot _____________ Area of ___________ square feet. OR: Columbarium Niche Unit 1 or 2 Side A or B # ____________ The number of Regular Lot(s) / Cremation Lot(s) or columbarium niche purchased: ______________ at ($600 / $300 or $1200)_____________, each, equals ________________________, which includes ($ 150, $300 or $300)_____________________ to the Care and Maintenance Fund. (Circle above as appropriate) Interment Rights Purchases: Amount HST Regular lot(s) ____________ ________ Cremation lot(s) ____________ ________ Columbarium Niche ____________ ________ Services: Identification & marking of lot for burial ____________ ________ Identification & marking of lot for marker placement ____________ ________ Placement of up to four corner posts provided by interment rights holder ____________ ________ Duplicate Interment Rights Certificate – Transfer ____________ ________ Duplicate Interment Rights Certificate – Resale Endorsement ____________ ________ Interment Permission Form No charge Municipal fee for opening & closing Cremation grave ____________ ________ Municipal fee for opening & closing Columbarium Niche ____________ ________ Fee for each additional interment in a regular or cremation lot or inurnment in a single columbarium niche (circle selection) ____________ ________ Name plate & engraving plus cast shipping ____________ ________ Extra copy of Cemetery By-law Booklet ____________ ________ Purchase of two (2) or four(4) corner posts (circle choice) ____________ ________ Ministry interment/inurnment fee ____________ N/C Other ____________________________ ____________ ________ __________________________________________ ____________ ________ Sub-Totals ____________ + ________ Total Contract Price $_____________ Schedule “A” to B/L 2023-088 - 4 - 2023 TERMS & CONDITIONS OF CONTRACT 1. THE FOLLOWING TRUSTING PROVISIONS ARE IN EFFECT: Per each regular Lot: 40% of the Purchase price or $ 300, whichever is greater Per each cremation lot: 40% of the Purchase price or $150, whichever is greater. Per each columbarium niche: 40% of the Purchase price or $300, whichever is greater. 2. CONTRIBUTION TO CARE AND MAINTENANCE FOR MARKER INSTALLATION: Flat marker 173 square inches or more: $ 50. Upright monument up to 4 feet in height or width $100. Upright monument more than 4 feet in height or width $200. 3. A CONTRACT FOR THE PURCHASE OF INTERMENT RIGHTS INCLUDES: • In accordance with the cemetery By-law 2023-087, the following restrictions on the exercising of interment rights and documents required are under the Interment Heading. • If an interment rights holder desires to transfer an interment right, the rights holder shall give notice on the appropriate form Schedule “E” to the cemetery owner and return the original interment rights certificate. Upon full payment of all applicable fees, the cemetery owner shall issue a new interment rights certificate to the Transferee. • For Contract Cancellation within thirty days of purchase, refer to the By-law heading “Cancellation”. • In accordance with By-law 2023-087, restrictions on the transfer of interment rights can be found under the Transfers, Repurchases & Third Party Sales heading. • The resale of interment rights after 30 days by the purchaser or interment rights holder, as applicable, to a third party is now permitted. Please refer to “Resales” under the Transfers, Repurchases & Third Party ReSale heading. NOTE: ALL THIRD PARTY RESALES OF INTERMENT RIGHTS SHALL BE CARRIED OUT THROUGH THE CEMETERY OPERATOR. 4. CANCELLATION OF CONTRACT • If the above Interment Rights have been paid for in full, have not been used, and the Interment Rights Certificate has not been issued, the Purchaser may, in writing to the owner, within thirty (30) days from the signing of the contract, cancel this contract and receive a full refund. • If the above Interment Rights have been paid for in full, have not been used, and the Interment Rights Certificate has been issued, the Interment Rights Holder(s) may, in writing to the owner, within thirty (30) days from the signing of the contract, cancel this contract and receive a full refund. • The Purchaser or Interment Rights Holder, as applicable, may in writing to the owner, within thirty (30) days from the signing of the contract, cancel pre-paid supplies and services, provided they are paid in full, and receive the refund. Schedule “A” to B/L 2023-088 - 5 - 2023 5. RESALE OF INTERMENT RIGHTS AFTER 30 DAY COOLING-OFF PERIOD & PRICE • Unless the interment rights have been exercised the Purchaser or Interment Rights Holder, as applicable, retains the right to re-sell the interment rights. • A Purchaser or an Interment Rights Holder cannot re-sell their Interment Rights for more than the current value on the cemetery price list. • The current cost for the cemetery operator to complete and provide a new Interment Rights Certificate upon resale is listed on the Cemetery Tariff/Fee Schedule. 6. SUBDIVISION OF INTERMENT RIGHTS • No Purchaser or Interment Rights Holder(s) may sub-divide and sell or transfer a portion of an Interment Rights. 7. MEMORIALIZATION • The purchase of a lot permits placement of a maximum of one (1) upright monument only on a traditional full body interment, plus up to two (2) cremations or on a lot with up to 4 cremations only, subject to approved by-laws. • Care and Maintenance Fund Contribution for Marker and Monument Installation: In accordance with the FBCSA and Ontario Regulation 30/11, the following contributions will be made to the Care and Maintenance Fund for every installation of a marker or monument: (a) In the case of a flat marker measuring less than 1,116.3 sq. cm. (173 sq. in.) $0.00 (b) In the case of a flat marker measuring over 1,116.3 sq. cm. (173 sq. in.) $50.00 (c) In the case of an upright monument measuring 1.22 m. (4 ft.) or less in height or length, including the base $100.00 (d) In case of an upright monument measuring more than 1.22m. (4 ft.) either in height or length, including the base $200.00. • Only the Memorial plaque included with the purchase of the Niche are permitted as found under the Columbarium heading. • Interment Rights Holder(s) request to remove memorialization: A marker, monument, or memorialization purchased and/or installed by anyone other than the Rights Holder(s) may be removed by the cemetery representative on the written request of the Rights Holder(s). 8. PAYMENT TERMS • Payment in full is required at time of purchase. Full payment must be made before any burial or memorialization can take place. An Interment Rights Certificate will not be issued until the Interment Right(s) and Care and Maintenance portions have been paid in full. An Interment Rights Certificate(s) will be issued within 14 days of full payment and signing of the contract by the operator. 9. CAUSES BEYOND THE CEMETERY OPERATOR’S CONTROL • The cemetery operator cannot be responsible if unable/prevented from carrying out this contract due to causes beyond its control. Schedule “A” to B/L 2023-088 - 6 - 2023 Privacy Policy Personal Information: The Purchaser acknowledges and provides consent to permit the Corporation of the Municipality of Bayham to collect, use and disclose your personal information in accordance with the requirements under the FBCSA and Ontario Regulation 30/11 for information within the municipal owned cemeteries public register. The Purchaser also understands that the Corporation of the Municipality of Bayham does not rent or sell personal information to third party organizations. Consumer Information Guide and cemetery price list: By initialing below, the purchaser acknowledges receiving a copy of the Ontario Government’s Consumer information Guide (where made available by the Registrar) and the cemetery price list at the time of entering into this contract. {__} I hereby acknowledge I have been offered and/or received a copy of the Ontario Government’s Consumer Information Guide and the Cemetery Price List. I have reviewed the Contract’s terms and conditions and hereby confirm that the Interment Rights, as specified in this contract are complete and correct. I direct the operator to proceed with the sale of the Interment Right(s), as identified in the contract in accordance with the cemetery by-laws which are now or at any time hereafter in force. {__} I hereby acknowledge I have received and reviewed a copy of the cemetery’s by-laws. The Terms and Conditions set out in this contract expire within 30 days unless executed by the purchaser and the operator. The contract date set out below is the date on which this contract is accepted by the operator. {__} I acknowledge having received a copy of this contract, and assume full responsibility for payment of the total contract amount to the operator in accordance with the contract’s terms and conditions. It is agreed between the parties that this contract and the operation of the cemetery, including restrictions on Interment Rights, is subject to the Cemetery By-laws of the Municipality of Bayham and the Purchaser hereby acknowledges receipt of a copy of the current By-laws and that the “Terms & Conditions of Contract” above, have been read and understood. Total Contract Price $_____________ (from page 3) Ordered by: _______________________________ Signature _______________________________ (Purchaser Name) Payment by cheque #: _________________ received on _____________________ Accepted on behalf of the Operator by: _______________________________________ Name Cemetery Operator / Representative: ___________________________________ Signature Contact: Email:___________________________________ Telephone #:_ _____________________ 2023 MUNICIPALITY OF BAYHAM 56169 Heritage Line, Box 160 Straffordville, ON N0J 1Y0 Telephone 519-866-5521 www.bayham.on.ca bayham@bayham.on.ca Schedule “B” to B/L 2023-088 INTERMENT RIGHTS CERTIFICATE Certificate #: ____________ ______ Operator License # 3267732 Pursuant to the Cemeteries Act and Regulations and all amendments thereto, BETWEEN: The Corporation of the Municipality of Bayham Cemetery Name and Address Here hereinafter called “The Cemetery Operator” AND: Interment Rights Holder, hereinafter called the “Purchaser” In consideration of the sum of ______________________________Dollars ($ ), receipt of which is hereby acknowledged, and which included the sum of _______________________Dollars ($ ), for Care and Maintenance which is deposited with the Municipality of Bayham, the Cemetery Operator agrees to assign the Purchaser the Interment Rights as follows: Section: ____________________ Block: ______________________ Plot # ____________________ Row: _______________Grave(s)/Lot(s): _________________ Area of _______________ square feet. OR: Columbarium Niche Unit (1 or 2) Side (A or B) # ____________________ Date of Purchase/Transfer or Third Party Resale (circle 1 only): ______________________________ Interment Rights per regular lot may include no more than one full size traditional body interment, plus two (2) cremation interments, provided the first interment is in a vault. All cremated human remains interred in a regular 4’x10’ lot on top of a full body casket in a vault shall be placed in a small flat six by six inch (6”x6”) box type container with a depth of no more than four (4) inches to ensure at least two feet (2’) of earth coverage over the cremation remains, at surrounding ground level.” Section 3.58 Alternatively, up to four (4) cremation interments only, may be made in a regular lot. A maximum of two (2) cremation burials are permitted in a 3’ x 3’ cremation lot or in a single columbarium niche. Cremation urns or containers may be used for burials in regular lots when used for cremation burials only and in designated 3’x3’ cremation burial lots. Interment Rights Certificate-Schedule B to By-Law 2023-088 Page 2 of 2 To be made in DUPLICATE (Issue one certificate for each lot sold) 2023 For each cremation interment on top of an existing body burial with a vault, permission forms must be completed, signed and on file with the Municipality, in advance. No more than two (2) appropriately sized urns shall be placed in any single columbarium niche. The purchase price per regular lot, cremation lot or niche permits one interment only in the respective lot or niche. Each additional interment in a regular lot, cremation lot or niche is subject to payment of an additional fee, as may be in place at time of such interment, and must be properly authorized in writing. Resale: Interment Rights may be resold to a third party, through the operator, subject to restrictions. The Purchaser agrees that in the event of resale of the said Internment Rights, this certificate shall be returned with the completed and signed Part 1 and Part 2 of the Interment Rights Resale Endorsement – Form “C”, to the Cemetery Operator who, upon completion, approval and payment of any required fees, will issue a new certificate to the new Interment Rights holder. The Purchaser, by signature below acknowledges acceptance of this indenture and confirms that the By-law(s) governing the operation of the cemetery have been received and read, and agrees to be guided by the said By-law(s) as well as the provisions of the Funeral, Burial and Cremation Services Act and Regulations thereto, as if these were included as part of this indenture. With respect to the erection or installation of markers, the Purchaser agrees to abide by the restrictions in the Cemetery by-law(s) regarding the erection or installation of monuments or markers. Signature of Purchaser: _______________________________________ In WITNESS whereof the Cemetery Operator has affixed its signature by the hands of its proper signing officer this ______day of_______________________ in the year ___________. Cemetery Operator Representative Name: ________________________________________ Signature:__________________________________ Schedule “C” to B/L 2023-088 2023 MUNICIPALITY OF BAYHAM 56169 Heritage Line, Box 160, Straffordville, ON N0J 1Y0 Telephone 519-866-5521 Website: www.bayham.on.ca Email: bayham@bayham.on.ca INTERMENT RIGHTS RESALE ENDORSEMENT Regarding the _____________________Cemetery at _________________________________ [If there are more than one Interment Rights Holders, all living Rights Holders shall sign the endorsement certificate. All Third Party Purchaser’s shall be listed in full on the endorsement certificate in order to register their names and addresses on the cemetery records.] Part 1 – Interments Rights Holder(s) Resale Endorsement I/we, the Interment Rights Holder(s) registered on the cemetery records, hereby wish to re-sell the Interment Rights to Section: ______________ Block: _________________ Plot # _______________ Row: _______________Grave(s)/Lot(s): _________________ to a third party purchaser. I/we certify that the Interment Rights are being resold in accordance with the Funeral Burial and Cremation Services Act, 2002 (FBCSA) and Ontario Regulation 30/11, and the Cemetery By-law(s). I/we further certify that the resale is for an amount no greater than the value on the cemetery price list in effect, at the time this resale is completed. I/we hereby acknowledge and direct the above named Cemetery to resell the identified Interment Rights to the purchaser(s) listed below. Interment Rights Holders contact information: Name(s): ______________________________ __________________________________________ Address: _______________________________________________________PC_______________ Telephone #:____________________________ Email: ____________________________________ Signed: _____________________________________ & ___________________________________ Interment Rights Holder(s) Part 2 – Acknowledgement of Purchaser(s) I/we the third party purchaser(s) acknowledge that we have received a current copy of the Cemetery By-laws from the Interment Rights Holder(s). I/we have reviewed the Cemetery By-laws as they may apply to the Interment Rights and hereby agree to abide by the Cemetery By-laws and certify that I/we meet all necessary qualifications and restrictions under those By-laws. I/we have been informed by the Interment Rights Holder(s) that the Interment Rights being resold contains _____ lot(s), and that no lot(s) have been utilized and said lots remain available for future use. Third Party Purchaser’s contact information: Name(s) _______________________________ ________________________________________ Address: _______________________________________________________PC_______________ Telephone #: ______________________________ Email: __________________________________ Signed: _______________________________ & ___________________________________ *Date received by Cemetery Representative: ______________________________(Mandatory) Schedule “C” to B/L 2023-088 2023 Parts 1 and 2 of this form must be completed by the interment rights holder(s) and returned to the Municipal Treasurer in order to proceed with Re-sale of interment rights to a third party, subject to restrictions in the cemetery by-law. The Resale Endorsement fee listed in the current Cemetery Fee Schedule will apply based on the date this form is received by the Cemetery Operator. Part 3 – Cemetery Representative Acknowledgement and Acceptance of the Resale Endorsement The Operator for the above named Cemetery hereby confirms that the cemetery records have been reviewed and that the above Interment Rights Holder(s) are registered on the cemetery records and have the authority to resell the Interment Rights to the Third Party Purchaser(s). It is also confirmed that no monies are owing by the Interment Rights Holder(s) to the above named Cemetery in respect of the Interment Rights. On behalf of the above named Cemetery, I hereby accept and confirm that the resale has been recorded on the cemetery records and have issued a new Interments Rights Certificate in the name(s) of the Third Party Purchaser(s), as applicable for each resold lot. I also confirm payment of the Interment Rights Resale Endorsement Fee of $ _____________, plus HST of $ ______, has been received and paid in full by cheque # ______ in the amount of $_______________. Accepted on behalf of the _________________________ Cemetery License # 3267732 Municipality of Bayham Treasurer: _________________________________ Date of Resale: _________________________ APPLICATION OF RESALE ENDORSEMENT FEES Calculation of the applicable fee(s) for Interment Rights Resale Endorsement will be based on the date this form is received by the Cemetery Operator representative and the current approved fee on the received date. Based on the fee at time of 2023 By-law approval, the Resale Endorsement Fee Payable = $75.00 plus HST $9.75 = $ 84.75, for each new Interment Rights Certificate issued. Examples 1. In the case of four cremation burials to be placed in a regular lot, (or other combinations as applicable), up to four names may be included on the certificate. In this instance, one original would be created and retained by the Operator, certified photocopies would be provided to each of the four persons listed and the respective Cemetery Secretary-Treasurer, if/as applicable, upon full completion of the transaction. This would be considered as one new certificate being issued at a cost of $84.75. 2. A Third Party Resale that pertains to more than one lot, will require a separate interment rights certificate to be issued for each lot regardless of the number of proposed interments in each. Example: 4 resold lots = 4 fees /4 certificates at $84.75 each for a total fee cost of $336.00 Schedule “D” to B/L 2023-088 2023 MUNICIPALITY OF BAYHAM 56169 Heritage Line, Box 160, Straffordville, ON N0J 1Y0 Telephone 519-866-5521 Website: www.bayham.on.ca Email: bayham@bayham.on.ca INTERMENT PERMISSION FORM Regarding the _____________________Cemetery at _____________________________________ Section: ____________________ Block: ______________________ Plot # ____________________ Row: _______________Grave(s)/Lot(s): _________________ OR: Columbarium Niche Unit (1 or 2) Side (A or B) # ____________________ Certificate #(s) OR Other Document(s) _________________________________________________ (Perpetuity Receipt, Deed or other document acceptable to the Cemetery Operator) I/We ___________________________________________________________________________ of Address:__________________________________________________________ PC____________ Telephone: _____________________________ Email: ____________________________________ hereby authorize the burial of __________________________________ in the above noted lot/niche. I acknowledge the following interment requirements (B/L 2023-087, Sections # 3.44, 3.45, 3.46 & 3.47 & 3.58): 3.44 Subject to restrictions, no more than three interments may be made in a regular lot, it is recommended that the first interment be in a concrete vault, and the remaining two interments must be cremation burials for which proper authorization has been documented and approved by the cemetery representative. 3.45 Installation of a concrete vault for all casket type burials is strongly recommended. 3.46 A full body casket in a vault or cremation interment must be to a depth that will ensure at least two feet of earth coverage over the case at the surrounding ground level; 3..47 No more than four (4) cremation interments, if placement allows, shall be made in a regular lot. A maximum of two (2) cremation burials are permitted in a 3’ x 3’ cremation lot. 3.58 All cremated human remains interred in a regular 4’x10’ lot on top of a full body casket in a vault shall be placed in a small flat six by six inch (6”x6”) box type container with a depth of no more than four (4) inches to ensure at least two feet (2’) of earth coverage over the cremation remains, at surrounding ground level. ___________________________________ ________________________________________ Signature of Interment Rights Holder Signature of Interment Rights Holder {Both if Joint Rights Holders only} In WITNESS whereof the Cemetery Owner has affixed its signature by the hands of it’s proper signing officer this ______day of____________________in the year _____________. For Cemetery Operator: __________________________ (Print Name) Signature: _____________________________________ Schedule “E” to B/L 2023-088 2023 MUNICIPALITY OF BAYHAM 56169 Heritage Line, Box 160, Straffordville, ON N0J 1Y0 Telephone 519-866-5521 Website: www.bayham.on.ca Email: bayham@bayham.on.ca INTERMENT RIGHTS TRANSFER FORM Regarding the ________________________ Cemetery at___________________________________ Section: ____________________ Block: ______________________ Plot # ____________________ Row: _______________Grave(s)/Lot(s): _________________ OR: Columbarium Niche Unit (1 or 2) Side (A or B) # ____________________ Certificate #(s) or other documents _____________________________________ __ dated ________ __________ (Perpetuity Receipt, Deed or other document acceptable to the Cemetery Operator) I/We _______________________________________________________________________ of Address:__________________________________________________________________________ Telephone: _____________________________ Email: __________________________________ hereby authorize the transfer of the above noted lot(s), made without consideration, as a gift to: Name __________________________________________ Address __________________________________________________________________________ Telephone: ___________________________ Email: __________________________________ Name __________________________________________ Address __________________________________________________________________________ Telephone: ___________________________ Email: __________________________________ I/We hereby relinquish all rights to the above lot(s) and submit the original copy of the Interment Rights Certificate and request that the Cemetery Operator issue a new certificate(s) in the above noted name(s). (One name per regular lot unless multiple cremation or a mix of burials are proposed, in which case, all names must be provided in writing.) In WITNESS whereof the Cemetery Operator has affixed its signature by the hands of it’s proper signing officer this ______day of ___________________in the year ______________________. _____________________________________ ______________________________________ Signature of Interment Rights Holder Signature of Interment Rights Holder {Both if Joint Rights Holders only} Transfer Fee: $35.00+$4.55 HST per certificate issued For Cemetery Operator: Name: _____________________________ (Print) Signature: _______________________________ Fee amount received: $_______________ Schedule “F” to B/L 2023-088 2023 MUNICIPALITY OF BAYHAM 56169 Heritage Line, Box 160 Straffordville, Ontario N0J 1Y0 Telephone 519-866-5521 Website: www.bayham.on.ca Email: bayham@bayham.on.ca REPURCHASE OF INTERMENT RIGHTS REQUEST FORM Regarding the _____________________ Cemetery at ___________________________________ Section: ____________________ Block: ______________________ Plot # ____________________ Row: _______________Grave(s)/Lot(s): _________________ OR: Columbarium Niche Unit (1 or 2) Side (A or B) # ____________________ Certificate #(s) OR Other Document(s) ________________________________________________ (Perpetuity Receipt, Deed or other document acceptable to the Cemetery Operator) I/We _______________________________________________________________________ of Address:_________________________________________________________________________ Telephone: ____________________________ Email: _____________________________________ hereby request the repurchase of the above noted lot(s) by the ______________________________ Cemetery Board, in the negotiable amount of $ ____________________. I/We acknowledge that the Care & Maintenance portion is non-refundable and a negotiated repurchase, including relevant HST, apply only to the interment right portion of purchases made after May 1, 2014. I/We hereby submit the original copy of the Interment Rights Certificate(s) and upon receipt of the Repurchase Price, I/we hereby relinquish all rights to the above lot(s) (All rights holders must sign). Signed & Dated: ______________________ ___________________________________ ___________________________________ Signature of Interment Rights Holder Signature of Interment Rights Holder ****** Upon successful negotiation, the following is to be completed I/We hereby acknowledge receipt of the agreed repurchase amount of $_________________, paid by cheque # _______ dated ________________________, ____________ ___________________________________ ___________________________________ Signature of Interment Rights Holder Signature of Interment Rights Holder In WITNESS whereof the Cemetery Owner has affixed its signature by the hands of it’s proper signing officer this ______day of ___________________in the year ______________. For Cemetery Operator: _____________________________ THIS FORM TO BE USED ONLY WHEN THE CEMETERY OPERATOR CHOOSES TO NEGOTIATE THE REPURCHASE OF INTERMENT RIGHTS. Unit 1 Unit 2 Schedule H to By-Law 2023-088 Municipality of Bayham 56169 Heritage Line, Box 160 Straffordville, ON N0J 1Y0 Tel: 519-866-5521 Email: bayham@bayham.on.ca Web: www.bayham.on.ca License # 3267732 Cemetery Price List Fee HST@13% Total Identification & Marking of lot for burial $ 75.00 $ 9.75 $ 84.75 Identification & Marking of lot for marker placement $ 75.00 $ 9.75 $ 84.75 Placement of up to 4 corner posts provided by interment rights holder $ 75.00 $ 9.75 $ 84.75 Interment Rights Certificate - Transfer $ 75.00 $ 9.75 $ 84.75 Interment Rights Certificate - Resale Endorsement $ 75.00 $ 9.75 $ 84.75 Interment Permission Form No charge Municipal Cremation fee for opening & closing grave $300.00 $ 39.00 $ 339.00 Regular Lot Purchase price of regular lot total (Interment Rights @ $300, C&M @ $300) Purchase price permits one interment in a lot. Purchase price permits the erection of a flat or upright marker, subject to approved by-laws. $600.00 $ 78.00 $ 678.00 Fee for each additional interment in any regular lot, subject to completion of authorizing documents. Two (2) cremation burials are permitted on top of a casket burial, provided the first interment is in a vault, and subject to completion of authorizing documents. Up to four (4) cremation burials only are permitted in a regular lot, subject to completion of authorizing documents. $450.00 $ 55.50 $ 505.50 Cremation Lot Fee HST@13% Total Purchase price of one cremation lot total (Interment rights @ $150, C&M @ $150) Purchase price permits one interment in a lot. Purchase price permits the erection of one flat marker Only, at a maximum size of 24” x 14”, or less, on a 12” diameter post hole filled with a minimum depth of Four feet of concrete, subject to approved by-laws. A maximum of two (2) cremation burials are permitted in a cremation lot, subject to completion of authorizing documents. A cremation lot is 3' x 3'. $450.00 $ 55.50 $ 505.50 Fee for each additional interment in any lot used for cremation purposes, subject to completion of authorizing documents $450.00 $ 55.50 $ 505.50 Columbarium Niche Fee HST@13% Total Purchase price of a single columbarium niche includes (Interment Rights @ 900 C&M @ 300) Purchase price permits one cremation inurnment in a single columbarium niche A maximum of two (2) cremation inurnments are permitted in a single columbarium niche, subject to completion of authorizing documents $1,200.00 156.00 $1,356.00 Niche Nameplate & Engraving Must be purchased as part of initial columbarium purchase price $300.00 $39.00 $339.00 Inurement – Open/Close $150.00 $19.50 $169.50 Fee for a second cremation inurnment in a single columbarium niche $450.00 $55.50 $505.50 General Extra copy of Cemetery By-law/Booklet $ 2.00 $ 0.26 $ 2.26 Purchase of 2 small corner posts $ 10.00 $ 1.30 $ 11.30 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2023-089 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD DECEMBER 7, 2023 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 7, 2023 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 7th DAY OF DECEMBER 2023. ____________________________ _____________________________ MAYOR CLERK