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May 02, 2024 - Council
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING AGENDA MUNICIPAL OFFICE 56169 Heritage Line, Straffordville, ON Council Chambers – HYBRID Thursday, May 2, 2024 7:00 p.m. 7:30 p.m. Statutory Planning Meeting – 2 Applications The May 2, 2024 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 April 18, 2024 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 PS-07/24 by Ed Roloson, Manager of Capital Projects / Water/Wastewater re Port Burwell Area Secondary Water Supply System – Pipeline Desktop Condition Assessment Council Agenda May 2, 2024 2 B. Report BL-04/24 by Stephen Miller, By-law Enforcement Officer re Municipal Law Enforcement Policy Update 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information A. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-12/24 Asher B. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-13/24 Dan Froese Farms Inc. C. Notice of Passing re Zoning By-law Amendment ZBA-08/23 Blatz D. Notice of Passing re Zoning By-law Amendment ZBA-05/24 CHR Farms Ltd. E. Notice of Passing re Zoning By-law Amendment ZBA-11/24 Peters F. Notice of Decision re Minor Variance Application A-02/24 Froese 12.1.2 Requiring Action 12.2 Reports to Council A. Report DR-08/24 by Steve Adams, Manager of Public Works/Drainage Superintendent re Bartley Drain Updated Assessment Schedule 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. Municipality of West Perth re Conservation Authorities Act B. Municipality of Huron Shores re Urging the Government to Promptly Resume Assessment Cycle C. Loyalist Township re Housing Funding D. City of St. Catharines re Provincial Regulations Needed to Restrict Keeping of Non- Native (Exotic) Wild Animals E. Municipality of St. Charles re Provincial and National Fire Fighting Strategy F. Town of Grimsby re Endorsement of Bill C-63 in the House of Commons G. City of Peterborough re Jurisdiction of Ontario’s Ombudsman H. Municipal Property Assessment Corporation re 2023 Reports Council Agenda May 2, 2024 3 I. Municipality of Bayham re Notice Concerning the Proposed Closure of a Highway – Snow Street Road Allowance J. Municipality of Bayham re Notice Concerning the Proposed Closure of a Highway – Faye Street Road Allowance 13.1.2 Requiring Action A. Bayham Historical Society re Port Burwell Lighthouse Restoration B. Wendy Carmichael re Vienna Park Improvements & Parking C. James Hicks & Marilyn Davies re Chute Line D. Lyn Acre re Memorial Tulip Tree 13.2 Reports to Council A. Report CL-04/24 by Meagan Elliott, Clerk re Social Media B. Report CAO-15/24 by Thomas Thayer, CAO re Bill 185, Cutting Red Tape to Build More Homes Act, 2024 C. Report CAO-16/24 by Thomas Thayer, CAO re Debrief – April 8, 2024 Total Solar Eclipse 14. BY-LAWS A. By-law No. 2024-023 Being a by-law to adopt a Municipal Law Enforcement Policy 15. UNFINISHED BUSINESS 16. OTHER BUSINESS A. Draft Minutes of the April 15, 2024 Waterfront Advisory Meeting B. Draft Minutes of the April 17, 2024 Museum Advisory Meeting C. Waterfront Advisory Committee Recommendations to Council D. Museum Advisory Committee Recommendations to Council 16.1 In Camera A. Confidential Item re Personal matters about identifiable individual; labour relations, employee negotiations (Administration) B. Confidential Item re 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) Council Agenda May 2, 2024 4 16.2 Out of Camera 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-024 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, April 18, 2024 7:00 p.m. The April 18, 2024 Council Meeting was held using hybrid technologies via Zoom and livestreamed on YouTube. PRESENT: MAYOR ED KETCHABAW DEPUTY MAYOR RAINEY WEISLER COUNCILLORS DAN FROESE SUSAN CHILCOTT TIMOTHY EMERSON STAFF PRESENT: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL MANAGER OF CAPITAL PROJECTS / WATER/WASTEWATER ED ROLOSON 1. CALL TO ORDER Mayor Ketchabaw called the meeting to order at 7:08 pm. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF Councillor Froese declared a pecuniary interest to item 12.1.1 H. 3. REVIEW OF ITEMS NOT LISTED ON AGENDA 4. ANNOUNCEMENTS Councillor Chilcott reminded residents that the Outdoor Show will be at Straffordville Community Centre from 8 am – 2 pm on Saturday, April 20, 2024. Councillor Chilcott announced that EdisonFest will be on Saturday, June 1, 2024 at Memorial Park and that the Marine Museum will host a Grand Opening on Saturday, June 8, 2024. 5. PRESENTATIONS 6. DELEGATIONS 7. ADOPTION OF MINUTES OF PREVIOUS MEETING(S) A. Regular Meeting of Council held April 4, 2024 B. Statutory Planning Meeting held April 4, 2024 Council Minutes April 18, 2024 2 C. Court of Revision Meeting held April 4, 2024 Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT the minutes of the Regular Meeting of Council, Statutory Planning Meeting and Court of Revision Meeting held April 4, 2024 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 11.1.1 Receive for Information 11.1.2 Requiring Action 11.2 Reports to Council A. Report PS-06/24 by Ed Roloson, Manager of Capital Projects / Water/Wastewater re Drinking Water Quality Management Standards – Operational Plans – Bayham and Richmond Water Systems Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott THAT Staff Report PS-06/24 re Drinking Water Quality Management Standards be received for information; AND THAT the Council of The Corporation of the Municipality of Bayham endorse the combined Bayham Water Distribution System and the Richmond Community Water Supply System Operational Plan; AND THAT the Operational Plan be reviewed annually by staff and revisions made as necessary to maintain and improve the quality management system. CARRIED 12. DEVELOPMENT SERVICES – SUSTAINABILITY AND CONSERVATION 12.1 Correspondence 12.1.1 Receive for Information Council Minutes April 18, 2024 3 A. Notice of Passing re Zoning By-law Amendment ZBA-06/24 Unger B. Notice of Passing re Zoning By-law Amendment ZBA-07/24 Underhill C. Notice of Passing re Zoning By-law Amendment ZBA-08/24 Lankhuijzen D. Notice of Passing re Zoning By-law Amendment ZBA-03/24 Schep E. Notice of Public Meeting re Proposed Minor Variance A-02/24 Froese F. Notice of Public Meeting re Proposed Minor Variance A-04/24 Sawatzky & Friesen G. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-12/24 Asher H. Notice of Public Meeting re Proposed Zoning By-law Amendment ZBA-13/24 Dan Froese Farms Inc. Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT items 12.1.1 A – H be received for information. CARRIED 12.1.2 Requiring Action 12.2 Reports to Council A. Report DS-24/24 by Scott Sutherland, CBO re 1st Quarter Building Services Report Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report DS-24/24 re 1st Quarter Report be received for information. CARRIED B. Report DS-27/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Development Agreement re Minor Variance A-03/24 Roy Shcrijver Farms Ltd. 53777 Talbot Line Moved by: Councillor Froese Seconded by: Councillor Emerson THAT Report DS-27/24 regarding the Roy Schrijver Farms Ltd. Development Agreement be received; AND THAT Council authorize the execution of a Development Agreement between the Municipality and Roy Schrijver Farms Ltd. to permit the existing two-storey single- detached dwelling to be deemed as a supplementary farm dwelling to be used for the accommodation of a maximum of ten (10) seasonal farm labourers at 53777 Talbot Line; Council Minutes April 18, 2024 4 AND THAT By-law No. 2024-019 be presented for enactment. CARRIED C. Report DS-28/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Temporary Use and Demolition Agreement Baldwin, 56444 Talbot Line Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report DS-28/24 regarding the Baldwin Temporary Use and Demolition Agreement be received; AND THAT By-law No. 2024-020, being a by-law to authorize an agreement between Dale and Wendy Baldwin and The Corporation of the Municipality of Bayham, be presented for enactment. CARRIED D. Report DS-29/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-11/24 Peters, 9704 Plank Road Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report DS-29/24 regarding the Peters rezoning application ZBA-11/24 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 April 4, 2024 associated with this application, there were no attendees, no oral presentations and no written submissions 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 Lot 126 Concession 7, known municipally as 9704 Plank Road, from Village Residential 1 (R1) to Site-Specific Village Residential (R1-22) to permit a proposed accessory structure (detached garage) on the subject property with a Maximum Height of 5.2 metres (17.1 feet) and a Maximum Floor Area of 149.0 m2 (1,603.8 ft2); AND THAT Zoning By-law No. Z778-2024 be presented to Council for enactment. CARRIED E. Report DS-30/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Rezoning Application ZBA-05/24 CHR Farms Ltd., 56573 Calton Line Moved by: Deputy Mayor Weisler Council Minutes April 18, 2024 5 Seconded by: Councillor Chilcott THAT Report DS-30/24 regarding the rezoning application ZBA-05/24 CHR Farms Ltd. be received for information; AND THAT pursuant to Planning Act Regulations Bill 73 Smart Growth for our Communities Act, 2015, it be pointed out that at the public participation meeting held April 4, 2024 associated with this application, there were no attendees, no oral presentations and no written submissions 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 Lots 18 and 19 Concession 4, known municipally as a 56573 Calton Line, from Agricultural (A1-A-34) to Rural Residential (RR) on the severed lot and from Agricultural (A1-A-34) to Site-specific Special Agriculture (A2-19) on the retained parcel as a condition of Consent E8-24 to permit the severance of a surplus farm dwelling; AND THAT Zoning By-law No. Z773-2024 be presented to Council for enactment. CARRIED F. Report DS-31/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E35-24 Jurenas, 10122 Sandytown Road Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT Report DS-31/24 regarding the Consent Application E35-24 Jurenas be received; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Application E35-24 be granted subject to the following conditions and considerations: 1. The Owner obtains approval of a Zoning By-law Amendment for the proposed severed lot from a “Special Agricultural (A2)’ Zone to a “Site-specific Special Agricultural (A2-XX) Zone to permit a Minimum Lot Area of 18.41 hectares. 2. That the Owner initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule for a municipal drain (Wilson 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. 3. The Owner pay the planning report fee due and payable to the Municipality upon consent approval. 4. The Owner pay the Cash in Lieu of Parkland Dedication fee to the Municipality as required in Municipal By-law No. 2020-053. 5. The Owner provide a digital copy of the registered plan of survey of the subject Council Minutes April 18, 2024 6 land to the Municipality. 6. The Owner purchase a civic number sign for the retained lot. 7. The Owner obtain a Road Access Permit for an approved access to the retained lot. CARRIED G. Report DS-32/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Consent Application E75-23 Giesbrecht, 11450 Ridge Line Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report DS-32/24 regarding Consent Applications E75-23 and E30-24 submitted by Neil and Maria Giesbrecht, be received for information; AND THAT Council recommend to the Elgin County Land Division Committee that Consent Applications E30-24 and E75-23 be granted subject to the following for each: E30-24 for the creation of a new agricultural lot, subject to the following conditions: 1. The Owner pay fees as required in Municipal By-law No. 2020-053 Cash-in-lieu of Parkland. 2. The Owner provides a digital copy of a survey of the subject lands. 3. The Owner provides a Planning Report Fee payable to the Municipality of Bayham upon consent approval. E75-23 for a proposed surplus farm dwelling severance, subject to the following conditions: 1. That the Conditions of Approval are satisfied for Consent Application E30-24. 2. The Owner obtains approval of a Zoning By-law Amendment for the proposed severed lot from the ‘Agricultural (A1-A)’ Zone to the “Rural Residential’ (RR) Zone; 3. The Owner obtains approval of a Zoning By-law amendment for the proposed retained lot from the ‘Agricultural (A1-A)’ Zone to the ‘Special Agricultural (A2)’ Zone to prohibit new dwellings 4. The Owner purchases a civic number sign for the retained lot. 5. The Owner provides a digital copy of a survey of the subject lands. 6. The Owner provides a Planning Report Fee payable to the Municipality of Bayham. CARRIED H. Report DS-33/24 by Margaret Underhill, Planning Coordinator/Deputy Clerk re Development Amending Agreement Froese, 57268 Calton Line Moved by: Deputy Mayor Weisler Seconded by: Councillor Chilcott Council Minutes April 18, 2024 7 THAT Report DS-33/24 regarding the Development Amending Agreement - Froese be received; AND THAT Council authorize the execution of a Development Amending Agreement between the Municipality and Isaac and Maria Froese to continue to permit one (1) supplementary farm dwelling in the form of a mobile home to house up to eight (8) seasonal farm labourers at 57200 Calton Line to satisfy a condition of Consent Application E31-23 granted by the Elgin County Land Division Committee on June 28, 2023; AND THAT By-law No. 2024-021 be presented for enactment. CARRIED 13. FINANCE AND ADMINISTRATION 13.1 Correspondence 13.1.1 Receive for Information A. City of Guelph re Support the Decision of the Ontario Energy Board (OEB) to end the Subsidization of Fossil Gas B. County of Prince Edward re Municipal Accessibility Fund C. Town of Goderich re Recommended Phase-Out of Free Well Water Testing in the 2023 Auditor Generals Report D. City of St. Catharines re Urgent Need for Increased Funding for Museums and Libraries E. City of Brantford re Home Heating Sustainability F. Ministry of Finance re Municipal Taxation Announcements G. Woodstock Ingersoll Tillsonburg & Area Association of Realtors re Housing Market Update for March 2024 H. Long Point Region Conservation Authority re March 1, 2024 Meeting Minutes I. Elgin County re April 9, 2024 County Council Highlights Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT items 13.1.1 A – I be received for information. CARRIED 13.1.2 Requiring Action 13.2 Reports to Council Council Minutes April 18, 2024 8 A. Report CAO-13/24 by Thomas Thayer, CAO re Extension of Site Plan Agreement – Graham Estates Inc. o/a Legend Rubber Inc. 56957 Talbot Line, SPA-03/22 Moved by: Councillor Emerson Seconded by: Deputy Mayor Weisler THAT Report CAO-13/24 re Extension of Site Plan Agreement – Graham Estates Inc. o/a Legend Rubber Inc. – 56957 Talbot Line, Bayham (Application No. SPA-03/22) be received for information. CARRIED B. Report CAO-14/24 by Thomas Thayer, CAO re Site Plan Agreement – Blatz, 12 Elizabeth Street, SPA-01/24 Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT Report CAO-14/24 re Amendment to Site Plan Agreement – Blatz – 12 Elizabeth Street (Grace Court), Port Burwell (Application No. SPA-01/24) be received for information; AND THAT By-law No. Z761-2023 be presented to Council for third and final reading. CARRIED 14. BY-LAWS A. By-law No. 2024-004 Being a by-law to provide for drainage works in the Municipality of Bayham in the County of Elgin known as the Peters Drain Branch D (third reading) B. By-law No. 2024-016 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and R & N Maintenance for pavement marking services C. By-law No. 2024-017 Being a by-law to authorize the execution of an agreement between the Corporation of the Municipality of Bayham and Wilson’s Lawn Care for lawn maintenance services D. By-law No. 2024-018 Being a by-law to adopt a municipal assistance for community events policy E. By-law No. 2024-019 Being a by-law to authorize the execution of a development agreement between Roy Schrijver Farms Ltd. and the Corporation of the Municipality of Bayham F. By-law No. 2024-020 Being a by-law to authorize the execution of a temporary use and demolition agreement between Dale and Wendy Baldwin and the Corporation of the Municipality of Bayham Council Minutes April 18, 2024 9 G. By-law No. 2024-021 Being a by-law to authorize the execution of a development amending agreement between Isaac and Maria Froese and the Corporation of the Municipality of Bayham H. By-law No. Z761-2023 Being a by-law to amend By-law No. Z456-2003, as amended – Blatz (third reading) I. By-law No. Z773-2024 Being a by-law to amend By-law No. Z456-2003, as amended – CHR Farms Ltd. J. By-law No. Z778-2024 Being a by-law to amend By-law No. Z456-2003, as amended – Peters Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson THAT By-law Nos. 2024-016, 2024-017, 2024-018, 2024-019, 2024-020, 2024-021, Z773-2024 and Z778-2024 be read a first, second and third time and finally passed. CARRIED Moved by: Councillor Froese Seconded by: Councillor Emerson THAT By-law Nos. 2024-004 and Z761-2023 be read a third time and finally passed. CARRIED 15. UNFINISHED BUSINESS 16. OTHER BUSINESS 16.1 In Camera Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT the Council do now rise to enter into an “In Camera” Session at 8:00 p.m. to discuss: A. Confidential Item re personnel matters about an identifiable individual (CAO Performance Review) CARRIED 16.2 Out of Camera Moved by: Deputy Mayor Weisler Seconded by: Councillor Emerson Council Minutes April 18, 2024 10 THAT the Council do now rise from the “In Camera” Session at 9:00 p.m. and report on Confidential Item re personnel matters about an identifiable individual (CAO Performance Review). CARRIED Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Confidential Item re personnel matters about an identifiable individual (CAO Performance Review) be received for information; AND THAT staff proceed as directed. CARRIED 17. BY-LAW TO CONFIRM THE PROCEEDINGS OF COUNCIL A. By-law No. 2024-022 Being a by-law to confirm all actions of Council Moved by: Deputy Mayor Weisler Seconded by: Councillor Froese THAT Confirming By-law No. 2024-022 be read a first, second and third time and finally passed. CARRIED 18. ADJOURNMENT Moved by: Councillor Froese Seconded by: Deputy Mayor Weisler THAT the Council meeting be adjourned at 9:01 p.m. CARRIED MAYOR CLERK REPORT PHYSICAL SERVICES TO: Mayor & Members of Council FROM: Ed Roloson, Manager of Capital Projects – Water/Wastewater DATE: May 2, 2024 REPORT: PS-07/24 SUBJECT: PORT BURWELL AREA SECONDARY WATER SUPPLY SYSTEM – PIPELINE DESKTOP CONDITION ASSESSMENT BACKGROUND The Municipality of Bayham is a partner in respect of the Port Burwell Area Secondary Water Supply System (PBASWSS). Three (3) municipalities are involved in the partnership – Bayham, Malahide, and Central Elgin. Each municipality is represented on the Board by one municipally- elected official. Councillor Emerson is Bayham’s appointee. Bayham is the majority partner, while Malahide is the administering municipality. The PBASWSS owns, operates, and maintains transmission mains that run between the Elgin Primary System on Dexter Line, and Port Burwell/Vienna in Bayham. In Q1 2023, the Bayham Water Distribution System was affected by a failure on the PBASWSS transmission main at Nova Scotia Line and Richmond Road. This was the third such failure with the preceding five (5) years. At its April 6, 2023 Council meeting, Council received Report PS-06/23 re Municipality of Bayham Water Distribution System – Service Disruptions. The Report identified the age of the PBASWSS transmission main along with high-level cost estimates to replace a seven-kilometre stretch of the main. The projected cost to replace this stretch was estimated at $17.5 million; Bayham would be responsible for $11 million of the overall cost as majority partner. Council passed the following motion: Moved by: Councillor Chilcott Seconded by: Deputy Mayor Weisler THAT Report PS-06/23 re Municipality of Bayham Water Distribution System – Service Disruptions be received for information. As a component of the 2024-2033 Capital Budget and 10-Year Capital Plan, staff included Bayham’s share of the PBASWSS transmission main replacement cost as Capital Item W-10 at a placeholder value of $15,000,000 for 2028. The cost for the Item was increased to recognize the potential for inflationary pressures over the intervening four-year period. At its October 3, 2023 Special Budget Meeting, Council received Report TR-14/23 re 2024-2033 Capital Budget – Draft. Council passed the following motion: 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 staff be directed to begin the procurement process for Capital Item No. FD- 05; AND THAT staff be directed to report to Council further on Capital Item Nos. FD-06, PW-35, and PW-29; 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. No amendments to Capital Item W-10 were sought, and the Item was included in the approved-in- principle Capital Budget as presented. At a Special Meeting of the PBASWSS Board of Management held on April 24, 2024, Report PBASWSS-24-06 re Port Burwell Area Secondary Water Supply System – Pipeline Desktop Condition Assessment Report was presented. The Report by Malahide’s Water/Wastewater presented findings from a desktop condition assessment conducted by Pure Technologies. The Report identified a $21 million overall cost to the Board for replacement of the seven-kilometre span of transmission main. The Board passed the following motion: Moved by: Chester Glinski Seconded by: Tim Emerson THAT Report No. PBAWSS-24-06 entitled “Port Burwell Area Secondary Water Supply System - Pipeline Desktop Condition Assessment Report” be received; AND THAT the Port Burwell Area Secondary Water Supply System Joint Board of Management direct the Staff of the administering Municipality to initiate and develop a Request for Proposal (RFP) to obtain an Engineering Consultant to prepare a detailed Tender ready engineered design for the replacement of the entire Port Burwell Area Secondary Water Supply System transmission main; AND THAT the Port Burwell Area Secondary Water Supply System Joint Board of Management direct Staff of the administering Municipality to review surge relief mechanisms to help reduce interim risk. DISCUSSION Report PBASWSS-24-06, including the Pure Technologies Desktop Assessment Report, is attached hereto for Council’s information. In respect of costs and based on a $21 million price tag, Bayham’s apportionment would be approximately $13.2 million1. As Council is aware, granting agencies (Federal and/or Provincial) increasingly seek ‘shovel- readiness’ as a key aspect of successful grant applications. The Board was supportive of Malahide staff’s recommendation to draft and issue a Request For Proposals (RFP) for engineering services to ready drawings and tender documents for this project to increase its attractiveness to large grant programs. 1 2024 figures, subject to inflation. If a grant application were to be filed in support of this project, it would have to be a joint application between Malahide, Bayham, and Central Elgin. This is because of the nature of the PBASWSS’s composition. In this case, if an application is made, it may preclude Bayham from making a stand-alone application under the same program intake for one of its own eligible capital initiatives as, often, municipalities are only permitted one (1) application per intake round. In the interim and because of the age of the transmission main, there is the chance that another failure happens before rehabilitation can occur. Malahide, as the administering municipality, will be investigating ways to bolster the existing main against any risks in the short-term. This may include pressure relief and surge systems to reduce the severity of pressures spikes which have historically been a primary cause of main failure. STRATEGIC PLAN 1.1: Quality of Place > To invest in community infrastructure initiatives that create an effective foundation that contribute 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 ATTACHMENTS 1. Report PBASWSS-24-06, as presented to the PBASWSS Board of Management on April 24, 2024 RECOMMENDATION 1. THAT Report PS-07/24 re Port Burwell Area Secondary Water Supply System - Pipeline Desktop Condition Assessment Report be received for information. Respectfully Submitted by: Reviewed by: Ed Roloson Thomas Thayer, CMO, AOMC Manager of Capital Projects – Chief Administrative Officer Water/Wastewater Port Burwell Area Secondary Water Supply System REPORT NO.: PBASWSS-24-06 DATE: April 24, 2024 ATTACHMENT: Desktop Condition Assessment Report of the Port Burwell Area Secondary Water Supply System from Pure Technologies, a Xylem Brand SUBJECT: PORT BURWELL AREA SECONDARY WATER SUPPLY SYSTEM - PIPELINE DESKTOP CONDITION ASSESSMENT REPORT Recommendation: THAT Report No. PBAWSS-24-06 entitled “Port Burwell Area Secondary Water Supply System - Pipeline Desktop Condition Assessment Report” be received; AND THAT the Port Burwell Area Secondary Water Supply System Joint Board of Management direct the Staff of the administering Municipality to initiate and develop a Request for Proposal (RFP) to obtain an Engineering Consultant to prepare a detailed Tender ready engineered design for the replacement of the entire Port Burwell Area Secondary Water Supply System transmission main. Background: The Port Burwell Area Secondary Water Supply System (PBASWSS) is a secondary transmission main which receives all of its water from the Elgin Area Water Treatment Plant on Dexter Line in Central Elgin, ON. The PBASWSS is jointly owned by the Municipality of Central Elgin, the Township of Malahide and the Municipality of Bayham. The water system provides critical fire protection and a safe potable supply of water to the residents who receive water from this system. The long-term sustainability of the pipeline is critical to ensuring that residents and communities which it serves have access to a reliable supply of water that meets Public Health requirements. The original 12’’ AC transmission main is approximately 24km long and was installed in the late 1960s. In the late 1970s, the system was extended by approximately 7km from the Water Tower on Nova Scotia Line easterly to service Vienna and Port Burwell. Historical maintenance on this 7km section has revealed that appropriate bedding material and pipe restraining hardware were not included in the original construction in 3 accordance with present-day industry installation standards. Accordingly, this section of pipe has become problematic and with inherent vulnerability for breaks to occur when pressure transients travel through the pipeline. Since 2019, there have been four (4) Category 2 (suspected contamination) watermain breaks which resulted in a complete loss of service to the Bayham Water Distribution System. When a break occurs, the community is without municipal water supply or fire protection until the service can be restored. Repairs can be very challenging and time- consuming to complete, leaving the affected residents without service until the work is complete, the water is proven to be safe, and the boil water advisory is lifted by the Health Unit. This also has a major impact on local business owners, especially those who require a potable water source to operate. At their scheduled meeting on June 7, 2023, report PBASWSS-23-07 was presented to the Board Members for the PBASWSS. At that time the Joint Board of Management directed the staff of the administering municipality to obtain Pure Technologies, to complete a desktop condition assessment of the water system transmission main. Comments/Analysis: Through the course of 2023, Pure Technologies undertook a document review including but not limited to; known historical failures, inspection reports, pressure monitoring, review of existing engineering drawings, SCADA flow and pressure data, and discussions with current staff. Using this information, Pure Technologies has completed their condition assessment. The full report is attached for the Board’s review; however, it can be generally summarized as having the following recommendations: - seek provincial and federal funding opportunities to assist with future replacement of this watermain - consider additional leak and gas pocket detection - ensure that the operating strategy for the watermain focuses on maintaining consistent operating pressures and limiting pressure surges/transient pressures - obtain a cost estimate for the addition of a second watermain crossing of the Catfish Creek in Port Bruce - consider shifting ownership of the original AC watermain on Old Dexter Line to the Municipality of Central Elgin as it is functioning as a local distribution system for Central Elgin customers and is no longer a part of the transmission watermain - have a high-level estimate prepared for the future replacement of this watermain Staff generally concur with the recommendations provided by Pure Technologies, with one notable difference. Staff recommend proceeding with a detailed engineering design for the complete replacement of the transmission watermain, rather than just developing a budget. By having the detailed engineering design work completed now, the Board will receive accurate budgetary values for inclusion in the future capital plans, and will have 4 the necessary engineering design work ready for tender, so that if there are other funding opportunities available, the Board will be better positioned to apply for funding. Financial Implications to Budget: There will be some general administrative costs to the Board. These costs will be required to have the Staff of the Administering Municipality develop and implement an RFP to obtain a qualified Engineering Consultant to complete a tender-ready engineered design for the replacement of the entire Port Burwell Secondary transmission main. The results and findings of the proposed Engineering design will be incorporated into future capital budgets for the Board’s consideration. Summary: In order to ensure the long-term sustainability and useful function of the Secondary Water Supply System a condition assessment was required to evaluate the existing condition of the pipeline and establish a plan to identify and prioritize the most vulnerable portions of the system for future capital investment. This also ensures future budgets allow capital upgrades to be scheduled appropriately and ensures future budgets plan for lifecycle replacements. Keeping the Owners informed ensures that they are made aware of the needs of the water system and allow for effective long-term planning of required maintenance and upgrades so a proactive approach can be achieved. Submitted by: Approved by: Approved by: Sam Gustavson Water/Wastewater Operations Manager Jason Godby Director of Public Works Nathan Dias Chief Administrative Officer 5 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 1 March 2024 – Rev 3 Sam Gustavson Water/Wastewater Operations Manager Township of Malahide 87 John St South Aylmer, Ontario, N5H 2C3 RE: Desktop Assessment of the Port Burwell Area Secondary Water Supply System Dear Mr. Gustavson, Pure Technologies Ltd., a Xylem brand (Pure Technologies) has completed the desktop assessment of the Port Burwell Area Secondary Water Supply System. The report is intended to provide an amalgamation and assessment of information regarding the history of the transmission main from various sources, as well as recommendations for next steps based on Pure Technologies extensive pipeline condition assessment experience. 1. Document Review Pure Technologies reviewed the following documents, in addition to email communications from Port Burwell Area Secondary Water Supply System staff, to formulate this report: •Ontario Water Resources Commission Project No. 5-0087-68, Lake Erie Secondary Water Supply System #2 (Port Burwell), Plan and Profile Drawings, 1970 •Dexter Line (County Road 24) – Realignment Drawings, 2017 •Elgin Area Water System Overview Metre Map, 2022 •Ontario Clean Water Agency Chamber Inspections Reports •Flow and Pressure data from SCADA system for the Port Burwell Area Secondary Water Supply System •Flow and Pressure data provided by Flowmetrix at Chamber E038, V001 and E034 •Various Watermain Break and Repair photos, emails, and repair reports submitted by Staff. 6 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 2 2. Transmission Main Background and History The Port Burwell Area Secondary Water Supply System (Port Burwell Transmission Main) is a transmission main jointly owned and operated by the Port Burwell Area Secondary Water Supply System (PBASWSS), which is comprised of the Townships of Malahide, Municipality of Bayham, and the Municipality of Central Elgin. In 1998, the Province of Ontario granted equal ownership to the municipalities and created the PBASWSS. This established a Joint Board of Management comprised of one member from each municipality and established the Township of Malahide as the Administering Municipality. The Port Burwell Transmission Main is 31.3 kilometres in length and is comprised of 300- millimetre Asbestos Cement (AC) and Polyvinyl Chloride (PVC) and was installed in 1970. The original PVC section is approximately 7 kilometres in length and runs from the Port Burwell Water Tower to the east termination of the transmission main. The AC sections run approximately 6.2 kilometres from Chamber MV1 to the intersection of Quaker Rd and Dexter Line, 1.1 kilometres from the Quaker Rd and Dexter Line to Old Dexter/New Dexter Rd at Chamber VC-01, and 12.3 kilometres from the Dexter re-chlorination chamber to the Port Burwell Water Tower. These lengths do not include the original 3 kilometres of AC pipe on Old Dexter Line, which is still in service. This portion of the Transmission Main west of Port Bruce underwent significant relocation in 2016 along the shores of Lake Erie due to heavy soil and shoreline erosion and is not intended to be replaced. It remains a liability to the Board, and end users are served with the newly re-aligned 3.5 kilometre long 300-millimetre PVC section along New Dexter Line, which is estimated to have 100 years of shoreline protection from the time of installation. Record drawings do not indicate the pipe material at installation; however, it is assumed from conversations with former staff that the PVC section was installed between 1970 and 1972. This assessment will look at the AC and PVC sections separately, as they have different operating conditions, pipe materials and failure history. The pipeline transports water from the Elgin Water Treatment Plant east to the townships of Malahide, Port Bruce and Port Burwell. Included within the system is a water storage tower, two re-chlorination facilities and 50 access chambers. The water tower provides pressure to the east and west to parts of Central Elgin, Malahide, and Bayham Township serving the communities of Port Bruce, Copenhagen, Vienna and Port Burwell, by way of gravity. The system feeds approximately 3,000 residents through over 1,400 rate connections and terminates at the Metre Chamber V001 (Vienna) and Chamber E038 (Port Burwell) where it enters the Bayham Water Distribution System. 7 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 3 Based on limited budget, extensive past investment, and an aging pipeline, the Joint Board has expressed concern of its ability to maintain the Port Burwell Area Secondary Water Supply System in its current state. 3. Main Breaks and Transmission Main Integrity The Dexter Line Water Main has seen a considerable number of breaks in recent years, leading to increased downtime and costs for the operating municipalities. Main breaks have caused boil water advisories due to risk of loss of pressure, which can cause known or suspect contaminants to enter the main, having significant impacts to public health, and the system does not have redundant feeds for domestic drinking water. Loss of pressure anywhere along the Main also has implications for Fire Protection in all the services communities, as fire hydrants are directly connected. 2.1 PVC Section Since 2013, the PVC section of the Port Burwell Transmission Main has experienced 11 recorded breaks. This equates to a breakage rate of 0.15 breaks per kilometre per year, or approximately 1 break per year. While a breakage rate of this magnitude may be acceptable on similar sized distribution networks of large utilities, the Port Burwell Area Secondary Water System is a transmission main with no alternative water supply. Research has shown that small utilities have up to two times more main breaks than large utilities, as they are less funded, have fewer engineers for design, data analysis and to develop asset management practices (Folkman, 2018). Serving approximately 3,000 residents, the Port Burwell Transmission Main has a much higher ratio of kilometres per customer than that of larger utility transmission mains. This means that breaks in a utility such as Port Burwell have a greater overall impact on the community. The Secondary Board does not have the resources to complete repairs itself or retain stand-by emergency contractors for repairs of main breaks. This requires staff to coordinate and obtain contractors in emergency situations, and hope that an available contractor can provide services in a timely and cost-effective manner. Repairs of just the pipe can cost between $25,000-$50,000 for a single break, not including the cost of bulk water when a boil water advisory is given. This cost does not include the loss of revenue during which the main is out of service, or the potential impacts to private businesses, including Port Burwell Provincial Park, as well as public schools, old age homes, medical clinics and other critical customers requiring potable water supply. More catastrophic repairs such as breaks which cause road washouts or occur at river crossings can increase these costs significantly. A catastrophic failure that requires significant time would require bulk water to be supplied to residents and businesses, further increasing costs. Failures can also result in loss of fire protection to the community, creating increased risk. 8 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 4 Figure 2.1 shows a spatial analysis of the recorded breaks on the transmission main, highlighting the high concentration of breaks on the PVC section at the eastern extent of the transmission main. 9 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 5 Figure 2.1: Overview of Break Density on the Port Burwell Area Secondary Water System 10 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 6 Figure 2.2: Transmission Main Breaks on the PVC Section of the Port Burwell Area Secondary Water System 11 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 7 Figure 2.3: Main Break on the PVC Section of the Port Burwell Transmission Main Figure 2.3 shows a main break which occurred in April of 2018, on the PVC section of the transmission Main. The type of crack shown on the right, is potentially a form of Rapid Crack Propagation (RCP), which is a large longitudinal crack, often spanning many metres in length, which cracks suddenly and causes extensive water loss, as seen on the left image. RCP is commonly caused by a sudden surge pressure, or water hammer. Records from the operation of the Port Burwell Transmission Main show that almost all breaks occurred after downstream hydrants were opened quickly for firefighting, causing pressure surges back through the system. The last four (4) breaks on the Main created points of entry for contaminants and were classified as Category 2 breaks (as classified in the field in reference to the MECP 2020 Watermain Disinfection Procedure), resulting in loss of pressure to downstream users and boil water advisories at the direction of the local Medical Officer of Health. This creates added public health risks to the community and risk to fire protection services. Failures of this type can also be caused by improper installation, where the spigot end of one pipe is inserted too far into the bell end of the adjoining pipe. This type of installation error causes longitudinal cracking originating from the bell end of the pipe. Municipal Staff have expressed concern over the quality of the installation of the original pipe, noting that joints do not appear to be aligned properly in multiple locations. This, coupled with the knowledge of non-engineering bedding being used, suggests that the PVC failure issues may go beyond the pressure surges, and may be additionally caused by poor installation. A 2018 study showed 12 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 8 that in Canada and the United States, 45 percent of PVC failures were caused by poor installation or construction practices (Folkman, 2018), the highest of any pipe material. Additionally, the manufacturing process of the PVC pipe can lead to pipes that are more susceptible to failure, especially with pressure surges. Figure 2.4 shows the 2022 pipe failure, where a longitudinal crack can be seen the length of the pipe, and the two fractured sections overlapping. This can be caused by issues during the manufacturing process of the pipe. PVC pipe is extruded through a circular die under high pressure, where the plastic fuses together after flowing through the die. This process can sometimes lead to weak fusion of the pipe material, causing pre-mature failure. When this happens, the curling of the two fractured sections shown in Figure 2.4 occurs due to high residual stress in the pipe wall. Pipes with high levels of residual stress are more likely to fail. Operations staff have noted that this type of failure has occurred on every PVC main break. Figure 2.4: 2022 PVC Failure 13 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 9 2.2 AC Section The AC section of the main has experienced two breaks, at unknown dates, prior to breaks in the PVC. Operations staff have noted that there are additional issues with the AC pipes related to leaking gaskets, which expand and contract significantly causing their eventual failure. When the pipeline is has been depressurized due to failure, the gaskets relax, and expand again upon repressurization. This expansion and contraction cause strain on the gaskets and results in leaks and loss of water. Aging metallic fittings such as saddles and metallic connections in chambers have an increased risk of failure as the AC pipe ages. Based on conversations with current and previous operations staff members, between 15-20 service saddles have been replaced between 2000 and 2012. Pure Technologies performed a design analysis of the asbestos cement pipe in the Port Burwell Transmission Main. Using pressure data obtained from the pressure monitoring and the Port Burwell SCADA system, the external loading and design pressure were calculated. The analysis uses data from the American Water Works Association C400-64 standard “The Selection of Asbestos-Cement Distribution Pipe, 4 in. Through 16 in. for Water and Other Liquids”, to determine the crushing strength and load coefficient of the 12-inch (300-millimetre) pipe. The analysis uses a combined approach, where the combination of the design pressure and external load (orange and black lines respectively) must remain inside the green design curve. As seen in Figure 2.5, the design requirements for the Port Burwell AC pipe are satisfied for safe operation. Figure 2.5: AWWA C401 Design Parabola for Asbestos Cement Pipe 14 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 10 Since the old section of the AC pipe has been realigned, the new section is able to convey water to Malahide and Bayham assuring that the Board has maintained its responsibility to convey water to these municipalities, while eliminating the threat or shoreline erosion. Unfortunately, the AC section on Old Dexter Line could not be decommissioned as it served existing Central Elgin residents. As such, the pipe has remained in place to serve these properties. This puts the Board in a difficult position as this section of pipe is still vulnerable to damage from erosion, however it does not impact the Board’s ability or obligation to deliver water to the larger number of customers downstream. Currently, this entire section of main and the handful of customers connected to it are entirely in Central Elgin, however any repairs on this section would be funded by all member municipalities. The majority of any potential repair costs in this location would be funded by Malahide and Bayham as they have large proportional flow demand from the system. This distribution of responsibility creates undue financial burden on Malahide and Bayham, as they are already supplying water to their customers through the New Dexter Line section. Further discussion between the members of the Joint Board of Operations would be of value in determining the future of this section of pipe. 15 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 11 4. Assessment of Risk As part of the assessment of risk of the Port Burwell Transmission Main, Pure Technologies has created the following criteria and weightings for calculating the Likelihood of Failure (LoF) in the future. Scores were assigned of 1, 3 and 5 points for each category. • Pipe age: Although age itself is not an indication of whether a pipe will fail, break rates increase with age in all pipe materials: Pre 1970 (5 points), 1970-2000 (3 points), 2000- present (1 point). • History of breaks: Pipes that have broken once are likely to break again. Higher points are assigned for having a history of breaks: Multiple breaks (5 points), one break (3 points), no breaks (1 point). This is due to the impact of the break or the stress of the repair, or continued deterioration from external sources or operating conditions. This is reflected across the literature on pipe failure, as failure prediction models have consistently found that failure history is the most important predictive attribute (Kerwin et al., 2020). • Pressure surges: As part of the assessment, Pure Technologies and the Township of Malahide installed transient pressure monitors at various locations along the transmission main, to capture potentially harmful transient pressure surges. As discussed in Section 1, previous failures were attributed to pressure surges caused by the opening of downstream fire hydrants and the activation of the Vienna Booster Station, which is designed to maintain the pressure in Vienna between 45 and 70 psi (which is in the Bayham Distribution System). Pressure monitoring indicated that the average pressure in the PVC section is approximately 40 psi, with pressure increasing to 80 psi when downstream hydrants are open. The Board has attempted to reduce the impact of these pressure surges by installing a surge busting check valve at the V001 Metre Chamber upstream of the Vienna Booster Station; however, the pressure data shows that transients can still occur. Pressure data can be found attached to this report as Appendix A. As the AC section is significantly farther upstream from the hydrants and the booster station, pressure increases in this area are minimal. o The Vienna Booster Station has been permanently turned off since a main break on March 9, 2023, which happened while the Fire Department was actively fighting a fire and the water supply was interrupted due to the main break. o The pressure surge seen in Appendix A was caused by the Bayham Water Department slowly opening Hydrant #47 in Vienna, to simulate a transient. This was done without the Vienna Booster Station online, as the risk was too great. Were the hydrant to be opened in uncontrolled situations, such as fire 16 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 12 protection, the magnitude of the transient would significantly increase, putting significant physical strain on the PVC pipe. • Soil condition: As PVC is resistant to corrosion, and no corrosivity testing has been completed on the AC section of pipe, the rating is based on the findings of previous excavations of the water main, where Municipal Staff found the pipes to be bedded in non-compacted native fill (Type IV previously excavated fill), which is mostly comprised of clay. Higher levels of soil stiffness from compacted bedding reduces deflection in pipes, which is important in flexible pipes such as PVC to reduce deflection. Although the deflection of the PVC pipe in uncompacted clay is estimated to be between up to 2 percent (using calculation 4-10 in the American Water Works Association M23 Manual), which falls within the acceptable range based on AWWA Standards, the lack of engineered fill based on staff observations increases the long-term risk of the pipeline. For AC pipes, ground movement creates a higher risk of failure, as these pipes have low strain limits, and are therefore sensitive to cyclical shrinkage, settlement, and downward soil creep. The AC section of the main has already been relocated due to shore erosion, which included the installation of approximately 3.5 kilometres of new PVC pipe. Erosion of the Lake Erie shoreline west of Port Bruce is active and expected to continue (W.F. Baird, 2015), leaving the remaining pipe section closest to the lake at risk of future damage. Based on the ongoing erosion and the Port Burwell Transmission Main having already been realigned once for this reason, the AC pipe section was assigned the highest score for soil condition. Table 2.1 shows the results of the likelihood of failure calculations. Table 2.1: Likelihood of Failure Criteria Weight (%) PVC - Score AC - Score Pipe Age 10 3 3 History of Breaks 60 5 5 Pressure Surges 20 3 1 Soil Condition 10 3 5 Total 5 Points 4.2 4.0 As seen in Table 2.1, both sections of the Port Burwell Transmission Main face significant likelihood of failure in the future. To properly assess the risk, the Consequence of Failure (CoF) must also be determined. CoF is usually determined by considering a triple bottom line approach, that is, the financial, social, and environmental impact of a pipe or pipeline failure. 17 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 13 • Land Use Impact: Pipes which follow along, or cross under arterial roads have a larger consequence of failure than those along right of ways or non commercial or residential lands. Most of the PBASWSS follows Dexter Line and Nova Scotia Line, which are considered Collector Roads by Elgin County. These roads are for equal access to land and traffic flow. Were they to close for any period, there are alternative routes in the area, however it could cause minor delays to the flow of traffic and goods. Significant portions of the Port Burwell Transmission Main are adjacent to agricultural industries, including highly valuable cash crops which are a major part of the local economy. Damage to agricultural fields can result in significant costs for the Board, including compensation for future crop yields that may be affected. Scores are assigned based on: Under or crossing major arterial road or agricultural field (3 points), under or crossing minor arterial or collector Road, adjacent to agricultural field (2 points), under or crossing local road or suburban link, or within 100 metres of agricultural field (1 point). • Financial – Redundancy: The Port Burwell Transmission Main has no redundancy, and therefore any failure or leak which requires the pipeline to be shutdown has an immediate impact not only on local businesses, but also on the revenue of the Joint Board of Management. Lost revenue due to pipeline downtime, repair costs, and potential requirements for bulk water to be supplied to customers impacts the Board’s ability to save money for future expenditures and eats into reserves. For this reason, the pipeline has been given a maximum score of 3 points. • Transportation Crossing: Pipelines that cross transportation crossings such as a railway or provincial highway are assigned 3 points. All others are assigned 1 point. The Port Burwell Transmission Main does not cross either a provincial highway or railroad. • Social – Public Safety and Critical Customers including Fire Fighting: Generally, pipelines serving major industrial or commercial customers are assigned 3 points. Although the Transmission Main does not serve large single industrial customers, it is the primary or only source of water for various old age/retirement homes, health clinics and fire fighting in the region, as well as the source of water for the Port Burwell Provincial Park. Fire fighting requires the use of hydrants connected to the Transmission Main and has been the source of previous pipeline failures due to the pressure transients caused when hydrants are opened suddenly. Given the risk of failure would directly impact the ability of the local Fire Department to extinguish fires, this category has been assigned the maximum score of 3 points. • Water and Sensitive Habitat Crossings: Pipelines that cross waterways and sensitive habitats can be damaging to wildlife and water quality should they fail, and repair can be significantly more expensive than that of a pipe along a right of way or road. Pipes 18 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 14 that cross either of these environmental locations are assigned 3 points, and all others are assigned 1 point. As the AC section of the Port Burwell Transmission Main crosses Catfish Creek, as shown in Figure 3.1, it is assigned 3 points. The PVC section, while not crossing the same level of water, travels under multiple small creeks and watershed discharges into Lake Erie and is therefore also assigned 3 points. Figure 3.1: AC Section Crossing of Catfish Creek Table 2.2 shows the results of the consequence of failure calculations. Port Burwell Transmission Main 19 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 15 Table 2.2: Consequence of Failure Criteria Weight (%) PVC - Score AC - Score Financial – Land Use Impact 20 2 (0.4) 2 (0.4) Financial - Redundancy 25 3 (0.75) 3 (0.75) Social – Transportation Crossing 10 1 (0.1) 1 (0.1) Social - Public Safety and Critical Customers including Fire Fighting 25 3 (0.75) 3 (0.75) Environmental – Water Crossings or Sensitive Habitats 20 3 (0.6) 3 (0.6) Total 2.6 2.6 The PVC section of the Port Burwell Transmission Main is assigned a CoF score of 2.6, while the AC section is assigned a CoF score of 2.6. Calculating the total risk for each section as: 𝑅𝑅𝑅𝑅𝑅𝑅𝑅𝑅=𝐿𝐿𝑅𝑅𝑅𝑅𝐿𝐿𝐿𝐿𝑅𝑅ℎ𝑜𝑜𝑜𝑜𝑜𝑜 𝑜𝑜𝑜𝑜 𝐹𝐹𝐹𝐹𝑅𝑅𝐿𝐿𝐹𝐹𝐹𝐹𝐿𝐿 𝑋𝑋 𝐶𝐶𝑜𝑜𝐶𝐶𝑅𝑅𝐿𝐿𝐶𝐶𝐹𝐹𝐿𝐿𝐶𝐶𝐶𝐶𝐿𝐿 𝑜𝑜𝑜𝑜 𝐹𝐹𝐹𝐹𝑅𝑅𝐿𝐿𝐹𝐹𝐹𝐹𝐿𝐿 The overall risk for the PVC section is 10.9, and for the AC section is 10.4, out of a possible 15 points. Given that both sections score above 67% risk level of the maximum total weighted risk score, they are both candidates for further condition assessment and rehabilitation. 5. Costs and Previous Investments The Joint Board has dedicated considerable budget towards the Port Burwell Transmission Main, including repairs (estimate at approximately $15-25,000 per repair), and upgrades to the transmission main infrastructure, since taking over ownership in 1998. In addition to the failure repairs, the Port Burwell Transmission Main has required the following major expenditures greater than $10,000 since 2016: • 2016 Water Main realignment along New Dexter Line – $1,589,000. • Water Tower Refurbishment - $685,459. • Chamber E038: Entire chamber replaced with new piping and flow metre - $75,000. Previous chamber piping in poor condition shown in Figure 4.1. 20 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 16 • PLC Replacement at MV1, Port Burwell Water Tower, and Lakeview Re-chlorination - $54,171. • 2018 Lakeview Re-chlorination building repairs and chemical feed system replacement - $42,000. • 2020 – APAM SCADA server replacement and software upgrades - $39,519. • 2019 Port Burwell Water Tower chemical feed system replacement and building repairs - $25,000. Figure 4.1: Poor Condition of Piping and Chamber E038 Prior to Remediation • Chamber E023: Replacement of chamber lid and chimney, valve replacement - $15,000. • Chamber E029: Replacement of chamber chimney and valve replacement - $14,700. • Chamber E027: Replacement of chamber chimney and valve replacement - $13,000. • Chamber E007: Chamber chimney replacement – $11,200. Poor condition chimney prior to repair shown in Figure 4.2. 21 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 17 Figure 4.2: Poor Condition Chimney in Chamber E007 In addition to these completed or budgeted works, 19 chambers required upgrades or repairs, at an estimated cost of approximately $60,000, based on 2014 estimates. Updated pricing would be required to better estimate these costs. These upgrades and repairs are required to maintain a suitable level of service of the Port Burwell Transmission Main; however, they have used a considerable amount of financial capital, and the Board is only able to complete 1-2 chamber repairs or upgrades per year. Over half of the access chambers on the transmission main have not received major repair or upgrade and will be expected to require significant work in the coming years. The 2024 budget for the Port Burwell Secondary Water Supply System estimates a total revenue of $987,000, with expenditures totalling $545,000, and $447,000, or approximately 46 percent, being transferred to the reserve fund. From this fund, an estimated $51,500 will be spent on capital costs, leaving a total addition $394,500 to the reserve fund. As of the end of 2024, the reserve fund is estimated to be approximately $2.5 million. The current estimate for replacement of the 7 kilometre stretch of PVC pipe is $21 million. The Joint Board cannot fund this capital replacement without significant contributions from the individual owners through financing, which would affect their capacity to fund future capital projects, such as the eventual replacement of the AC pipe section. The cost to rate users would have to be increased over 300 percent to fund the PVC replacement, which is likely unaffordable by many households, therefore the Joint Board should explore external funding options for the future replacement of the PVC section of the transmission main. 22 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 18 6. Future Considerations The area serviced by the Port Burwell Transmission Main is expected to see significant growth in the next 10 years. In 2021, automaker Volkswagen and the Federal and Provincial governments announced the plans for an EV battery cell gigafactory in nearby St. Thomas. This plant will be the largest in North America of its kind and is expected to directly add 3,000 jobs to the region. Additionally, it could add up to tens of thousands of indirect jobs through construction companies, suppliers, and local retail, not only in St. Thomas but in surrounding towns of Port Burwell, Malahide, and Aylmer. This increase in population is expected to increase the current 3,000 customers serviced by the Port Burwell Transmission Main, putting further strain and demand on the aging pipeline. Pure Technologies recommends that repairs and replacement of critical pipeline components occur alongside other infrastructure upgrades in the region to continue to service its residents. When the Port Bruce Bridge along Bank Street was replaced, the Joint Board included in the construction plans the ability for the bridge to support the Port Burwell Transmission Main above ground. This would reduce the risk of failure in an environmentally sensitive water crossing, as the pipeline could be assessed visually on a regular basis. Pure Technologies recommends that to reduce the environmental risk of the AC pipe section, the Board obtain an estimate for adding a second pipe be supported by the bridge, creating a redundancy in this critical area. 23 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 19 7. Recommendations Based on the overall risk of failure of the Port Burwell Transmission Main, Pure Technologies recommends the following: • The Joint Board seek a high-level estimate to prepare the budget for the future replacement of the Port Burwell Transmission Main, with a focus on replacing the PVC section first: o The 7-kilometre PVC section of the transmission main has experienced a high rate of failure for a non-redundant transmission main, and concerns regarding the manufacturing, installation, and past operation lead to uncertainty regarding its future operability. On average, one (1) failure per year has occurred on this section for the past 10 years. This is a significant failure rate for a transmission main and has had adverse effects on the community, including a risk for fire fighting. Previous failure of this section of pipe indicates that future failures are more likely, as past breaks are the strongest predictor of future ones. o While the AC section of the transmission main has similar risk levels as the PVC section, it has seen less overall failure since installation. Although it is approaching 50 years of age, and will continue to degrade and corrode over time, the AWWA design analysis shows that the pipe is able to withstand the current internal and external loads due to low pressure. The Board should obtain an estimate to realign the Catfish Creek crossing to be supported by the Port Bruce Bridge, to reduce the environmental risk associated with the transmission main. • The Joint Board should seek outside investment through the provincial and federal infrastructure funds, to assist with the future replacement of the transmission main. Past investment in the transmission main, while required, has used reserve funds, and the future reserves are not enough to fund the entire replacement. The building of the Volkswagen EV plant in nearby St. Thomas, is expected to put additional strain on the system as 3,000 new jobs are created, and thousands of ancillary jobs. The timing of the replacement should coincide with the increased demand from the expected population growth. This will ensure that that Port Burwell Transmission Main is in good condition to not only ensure the delivery of water now, but for decades to come. • To manage the Asbestos Cement portion of the transmission main, the Joint Board should explore the feasibility of a leak and gas pocket detection inspection. Asbestos Cement pipe actively corrodes and deteriorates overtime, and the pipe has already crossed 50 years of operation. Leak and gas pocket detection can pin-point leaks, and identify potential areas of concern, at a fraction of the cost of replacement. Various 24 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 20 options exist for inspection, including tethered and free-swimming inspection tools which have little to no impact on pipeline operation. • In the short term, the transmission main should be operated with significant effort put towards maintaining a consistent operating pressure and limiting pressure surges. Previous PVC failures have most likely occurred due to pressure surges when operating hydrants, and although the check valve installed in 2022 is intended to mitigate this, pressure spikes were still recorded during the monitoring period. • Pure Technologies recommends that to reduce the environmental risk of the AC pipe section, the Board obtain an estimate for adding a second pipe be supported by the Bridge, creating a redundancy in this critical area. 25 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 21 • Consideration should be given by the Joint Board of Management to no longer consider the original AC section along Old Dexter Line as part of the PBASWSS, as it functions as a tertiary or local distribution system for the few remaining customers on this road. With the increasing costs of maintaining the aging Port Burwell Transmission Main, the Joint Board faces challenges in assuring that the system can provide clean drinking water to its residents, ensure system reliability and fire protection for current and future generations. Based on the available data, significant investment is required to ensure the future operability of the Port Burwell Transmission Main. Kind regards, Ashan McNealy, P.E. Tatiana Wendt Josh Greenberg Manager, Condition Assessment Engineering Project Manager Condition Assessment Specialist 808-445-1709 437-774-5543 647-261-4850 ashan.mcnealy@xylem.com tatiana.wendth@xylem.com josh.greenberg@xylem.com 26 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 22 8. References American Water Works Association. (1964). Standard for Asbestos-Cement Pressure Pipe For Water and Other Liquids. Denver: American Water Works Association. American Water Works Association. (2000). PVC Pipe - Design and Installation. Denver: American Water Worls Association. Kerwin, S., Garcia de Soto, B., Adey, B., Sampatakaki, K., & Heller, H. (2020). Combining recorded failures and expert opinion in the development of ANN pipe failure prediction models. Sustainable and Resiliant Infrastructure, 86-108. Folkman, Steven, "Water Main Break Rates in the USA and Canada: A Comprehensive Study" (2018). Mechanical and Aerospace Engineering Faculty Publications. Paper 174. https://digitalcommons.usu.edu/mae_facpub/174 W.F. Baird & Associates Coastal Engineers Ltd. (2015). Elgin County Shoreline Management Plan. 27 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 23 APPENDIX A: Pressure Monitoring 28 Desktop Assessment Report of the 300-millimetre Port Burwell Area Secondary Water System Page 24 Hydrant Flushing 29 REPORT MUNICIPAL LAW ENFORCEMENT TO: Mayor & Members of Council FROM: Stephen Miller, By-law Enforcement Officer DATE: May 2, 2024 REPORT: BL-04/24 SUBJECT: MUNICIPAL LAW ENFORCEMENT POLICY UPDATE BACKGROUND On August 21, 2014, Council adopted By-law No. 2014-094 which formally brought the Municipal Law Enforcement Policy into force and effect. The Municipal Law Enforcement Policy has governed the operational practices of the Municipal Law Enforcement Officer since that time. In July 2023, a full-time Municipal Law Enforcement Officer was hired by the Municipality of Bayham with services being shared with the Township of Malahide. With the hiring of a dedicated Municipal Law Enforcement Officer, the Municipality of Bayham has increased its capacity to address issues of non-compliance with Municipal By-laws. DISCUSSION Staff have conducted a review of the Municipal Law Enforcement Policy and have identified gaps in the policy that negatively affect the Municipal Law Enforcement Officers ability to address issues and negate potential liability. Beach/Parks and Recreation Enforcement On September 7, 2023, Council Passed Parks and Recreation By-law No. 2023-061. This By- law established a host of regulations, a number of which apply specifically to the East Beach in Port Burwell. Enforcement of these regulations would be difficult, as the current Municipal Law Enforcement Policy requires a complaint to be submitted in writing before an investigation may be undertaken unless the matter is of immediate health and safety concern, or deals with parking infractions. This means that proactively patrolling and addressing issues related to the East Beach would be impossible under the current Policy. Animal Control Issues Staff have further identified Animal Control as an issue which could affect public safety, however proactive enforcement is prohibited in the absence of a complaint under the current Municipal Law Enforcement Policy. It is important to note that Animal Control issues are not only governed by the Municipality of Bayham Dog Control By-law, but are also governed by the Dog Owners' Liability Act, R.S.O. 1990, c. D.16. Under the current Policy, if an animal is found to be running off-leash and off its property, and a Municipal Law Enforcement Officer is aware of the issue, no action could be taken in order to bring the animal under control or to investigate. If the animal is potentially aggressive or bites a person or domestic pet, liability for failure to address the issue is likely to result. How to address these issues In order for effective enforcement of regulations under the new Parks and Recreation By-law, as well as issues related to Animal Control, staff are recommending that the Municipal Law Enforcement Policy be repealed and replaced with a new Policy that allows for some proactive enforcement. These changes would allow for proactive patrols and enforcement of the Parks and Recreation By-law and allow the Municipal Law Enforcement Officer to address issues related to Animal Control. The following changes to the Municipal Law Enforcement Policy are being proposed: Sections 1.3 & 3.1(i) Updated language to permit Municipal Law Enforcement Officers to initiate enforcement on matters dealing with parking, animal control, and parks/beach by-law enforcement. Section 1.3 New language allowing Police Officers to undertake By-law Enforcement activities in the absence of a complaint. This change would allow Police Officers patrolling the Municipality of Bayham to address potential violations of Municipal By-laws at their discretion. These would include beach related issues, issues related to Parks and Recreation as well as issues related to ATVs on municipal roadways. Section 1.4 New Section which makes reference to the fact that Zoning Contraventions will be dealt with under the Council approved Zoning By- law Enforcement Policy. Section 2.1 Updated Definition to recognize “CAO” instead of “Administrator”. CAO further replaces Administrator in the balance of the draft Policy. STRATEGIC PLAN Not applicable. ATTACHMENTS 1. Draft Municipal Law Enforcement Policy RECOMMENDATION THAT Report BL-04/24 re Municipal Law Enforcement Policy Update be received for information; AND THAT Council approve the Municipal Law Enforcement Policy as presented; AND THAT a by-law be brought forward to adopt the Policy. Respectfully submitted: Reviewed by: Stephen Miller, MLEO (c), GDPA, Thomas Thayer, CMO, AOMC Licensed Paralegal LSO By-Law Enforcement Officer Chief Administrative Officer Corporation of the Municipality of Bayham Policy Name: Municipal Law Enforcement Policy Section 1 - Purpose 1.1 To provide a formal policy and procedure governing the handling of Municipal by-law complaints by the Municipality of Bayham and to ensure standardized, thorough, prompt and courteous receipt, processing, investigation and resolution thereof. 1.2 Municipality of Bayham Municipal Law Enforcement Officers are committed to the delivery of professional Municipal Law Enforcement in a timely and effective manner. The goal of the Municipality and of Municipal Law Enforcement Officers is to achieve compliance with Municipal by-laws, through education, mediation and as necessary through enforcement and prosecution. 1.3 Municipality of Bayham shall generally operate on a reactive complaint based process in regards to Municipal Law Enforcement with the exception of parking infractions, Animal Control and violations of the Parks and Recreation By-law that have been observed in the course of regular patrols. Police Officers may action any violation of a Municipal By- law at their discretion regardless of whether a complaint has been received. 1.4 Contraventions of the Municipality of Bayham Zoning By-law will be dealt with under the Council approved Zoning Enforcement Policy. Section 2 - Definitions 2.1 CAO shall mean the Chief Administrative Officer of the Municipality of Bayham. 2.2 Formal Complaint shall mean a complaint received by the Municipality, wherein the complainant provides their full name, address, phone number and nature of complaint, and which can be verified by the Municipal Law Enforcement Officer, in writing using the required form submitted in the manner specified by the Municipality. 2.3 Municipal Law Enforcement Officer shall mean a person appointed by Municipality of Bayham by-law for the purposes of Municipal Law Enforcement including, but not limited to, a Building Inspector, Municipal By-law Enforcement Officer, Police Officer and a person authorized by Council or an assigned individual with the responsibility for enforcing and administering this Policy. 2.4 Municipality shall mean the Corporation of the Municipality of Bayham. 2.5 Spite Complaint, also known as a Frivolous and Vexatious Complaint, shall mean a complaint submitted with ill will or with the intention of malice towards another person and may include retaliatory complaints and civil disputes. A Spite Complaint may also be identified by a complaint that is part of a pattern of conduct by the complainant that amounts to an abuse of the complaints process. Such a pattern occurs when on three (3) or more occasions a complaint comes forward on a matter a Municipal Law Enforcement Officer has already dealt with. The determination of a complaint being a Spite Complaint shall always be at the sole, absolute and unfettered discretion of a Municipal Law Enforcement Officer. 2.6 Municipality shall mean the Corporation of the Municipality of Bayham. Section 3 – By-law Investigation and Enforcement Procedure 3.1 The Municipality shall only respond to Formal Complaints received from a complainant who provides their full name, telephone number, address and nature of the complaint in writing. Anonymous and/or incomplete complaints shall not be investigated. i. A Municipal Law Enforcement Officer may undertake an investigation on his own initiative upon observation of a possible situation of a by-law violation where the matter is of an immediate threat to health or safety, where the matter involves an issue related to Animal Control, where the matter involves an issue related to Traffic or Parking or where the matter involves an issue related to contravention of the Parks and Recreation By-law. ii. The Municipality will offer assistance and direction with respect to by-law interpretations and questions over the telephone, in person, or via email where practical. 3.2 Upon receipt of a Formal Complaint, staff shall record the Formal Complaint in a Complaints Database maintained by the Municipality. i. A Formal Complaint form shall in all cases provide space for the complainant to provide the complaint in their own words, detailing the “who”, “what”, “where”, “when” and “why” of the situation. 3.3 The name and any personal information provided by the complainant shall remain in the strictest confidence in accordance with the Municipal Freedom of Information and Protection of Privacy Act and shall not be intentionally divulged to any member of Council, non-essential municipal staff, the public or media unless so ordered by a Court or other tribunal or body of competent jurisdiction. 3.4 A Municipal Law Enforcement Officer may conduct a preliminary review of the complaint to verify the information provided and research any supporting documentation which may be available in Municipal records. 3.5 A Municipal Law Enforcement Officer may call the complainant, when necessary, for further details or to confirm or clarify information provided within the Formal Complaint. 3.6 A Municipal Law Enforcement Officer may attend the site to witness and record the activity to determine if a Municipal By-law contravention exists. 3.7 If a Municipal Law Enforcement Officer is unclear of a possible contravention, they may seek the advice of the Municipal Prosecutor or Municipal Solicitor if required, or the appropriate Municipality of Bayham staff member. i. A Municipal Law Enforcement Officer may provide the information required to the appropriate party so that an informed determination can be provided and where necessary the appropriate actions initiated. 3.8 Where a violation of a Municipal By-law is determined by a Municipal Law Enforcement Officer, excluding set fine situations or documented, chronic violations or where otherwise warranted, a Municipal Law Enforcement Officer may provide an initial warning to the suspect/violator by at least two (2) of the following three (3) methods: i. in person; or ii. by telephone; and, iii. in writing. 3.9 Notwithstanding Section 3.8 of this Policy, in situations wherein set fines have been established for violations of a Municipal By-law, a Municipal Law Enforcement Officer may, upon confirmation of the existence of a violation, immediately issue an offence notice/ticket. 3.10 Notwithstanding Section 3.8 or 3.9 of this Policy, where provided for by Municipal by-law or otherwise, a Municipal Law Enforcement Officer may issue an emergency order to remedy a violation in lieu of an initial warning when such violation poses an immediate threat to health or safety. 3.11 After the time limit has expired in the warning pursuant to Section 3.8 of this Policy or Order pursuant to Section 3.10 of this Policy a Municipal Law Enforcement Officer may return to the site to determine if compliance has been accomplished. 3.12 When compliance with the warning and/or order is confirmed a Municipal Law Enforcement Officer shall enter the complaint finalized date in the Complaints Database and close the file. 3.13 If the warning and/or order has not been complied with within the specified time period, a Municipal Law Enforcement Officer shall review the non-compliance with the CAO. 3.14 Following discussions with the CAO pursuant to Section 3.13 of this Policy, a Municipal Law Enforcement Officer shall determine whether to attempt a second written warning or proceed with the actions necessary to address the situation in accordance with Municipal By-laws or otherwise. i. If a second hand written warning or formal order is to be issued, a Municipal Law Enforcement Officer shall determine a final time period to achieve compliance. ii. If legal action is required, a Municipal Law Enforcement Officer shall recommend to the CAO to proceed with legal action when it appears obvious compliance is not forthcoming. iii. At any stage of the enforcement process, if, in the opinion of the CAO the matter is of significant consequence, the matter may be brought before Council for direction. 3.15 Spite complaints, shall not be accepted and/or investigated by a Municipal Law Enforcement Officer. 3.16 A failure to comply with any provision of this policy shall not vitiate any proceeding or any step, document or order in a proceeding otherwise in accordance with any Municipal By-law, Provincial or Federal Legislation. 3.17 Any decision made under this policy including a decision not to respond to a complaint or enforce by-laws, and also including a decision made by the CAO, may at any time be revisited. 3.18 The Ontario Provincial police are responsible for emergency situations and should be contacted to deal with issues including but not limited to loitering, trespassing noise related to domestic disputes, possible drug activity vandalism or criminal matters Section 4 – Level of Involvement 4.1 When in receipt of any and all Municipal By-law complaints a Municipal Law Enforcement Officer is delegated the sole absolute and unfettered discretion to determine an appropriate level of response to said complaints. The level of response by a Municipal Law Enforcement Officer may include a decision to act on some or all of the complaints, to not act on some or all of the complaints, or to assign priority to some or all of the complaints. In making a decision on the appropriate level of response to said complaints, a Municipal Law Enforcement Officer shall have regard to the following criteria: i. safety factors; ii. history of attempts for compliance made by a Municipal Law Enforcement Officer; iii. available resources, including financial resources; iv. potential impact of not responding; v. offer for formal mediation; vi. coordinating involvement with other relevant agencies; vii. likelihood of achieving compliance; viii. Municipal jurisdiction and authority; ix. other enforcement avenues including civil processes. 4.2 Complainants are protected under the Municipal Freedom of Information and Protection of Privacy Act and every complainant will be kept completely confidential and not be intentionally divulged to any member of Council, non-essential municipal staff, the public or media unless so ordered by a Court or other tribunal or body of competent jurisdiction. Persons who are the subject of a complaint are also protected under the Municipal Freedom of Information and Protection of Privacy Act and every subject of a complaint will be kept confidential and not be intentionally divulged to any member of Council, non- essential municipal staff, the public or media unless required for investigation purposes or so ordered by a Court or other tribunal or body of competent jurisdiction. 4.3 Pursuant to Section 4.2 of this Policy, once a complaint has been filed, other than acknowledgment of receipt of the complaint, no follow up, involvement, information or correspondence regarding the complaint shall be provided to the complainant as the process is protected by the Municipal Freedom of Information and Protection of Privacy Act. 4.4 No delegations to Council shall be permitted by any person concerning, or with the subject matter, of a Municipal By-law complaint. Section 5- Reporting 5.1 A Municipal Law Enforcement Officer shall provide a semi-annual report to Council regarding general Municipal Law Enforcement statistics. Section 6 – Application 6.1 This Policy shall come into full force and effect on the day it is adopted by the Council of the Corporation of the Municipality of Bayham. ZBA-12/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: JOHN AND CAROL ASHER LOCATION: 11184 PLANK ROAD TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By- law Amendment (ZBA-12/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, May 2, 2024, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the Planning Act. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel THE PURPOSE of this By-law Amendment is to rezone the subject property from ‘Hamlet Residential (HR)’ Zone to a ‘Site-Specific Hamlet Residential (HR-XX)’ Zone to permit the development of an accessory detached garage on the subject property for personal vehicles and storage, which requires relief from the following provisions: Section 4.2.c) to permit an accessory building in the front yard; Section 4.2.d) to permit an accessory building closer to the street than the main building; Section 9.5.1 to permit a Maximum Height of 5.8 metres, whereas 4.5 metres is permitted; Section 9.7 to permit a Maximum Floor Area of 187 m2 (includes the existing 18.9 m2 shed to be relocated), whereas 75.0 m2 is permitted, and; Section 9.10 to permit a Minimum Rear Yard Depth of 2.9 metres, whereas 9.0 metres is permitted. The subject property is known as 11184 Plank Road, east side, and south of Eden Line. THE EFFECT of this By-law will be to permit a new accessory building (detached garage) that is located within the front yard, is closer to the street than the main building, exceeds the Maximum Height and Maximum Floor Area, and does not meet the Minimum Rear Yard Depth. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments are to be submitted on or before 12:00 Noon on Thursday, April 25, 2024 to munderhill@bayham.on.ca or at the municipal office to be included in the public meeting agenda. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 12th day of April 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca Hamlet of Eden ZBA-13/24 NOTICE OF A PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE MUNICIPALITY OF BAYHAM APPLICANT: DAN FROESE FARMS INC. LOCATION: 56796 GLEN ERIE LINE TAKE NOTICE that the Municipality of Bayham has received a complete application for a proposed Zoning By-law Amendment (ZBA-13/24). AND TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham will hold a public meeting on Thursday, May 2nd, 2024, at 7:30 p.m. in the Municipal Council Chambers, 56169 Heritage Line, Straffordville, to consider a proposed Zoning By-law Amendment under Section 34 of the PLANNING ACT. Public Planning Meetings may be viewed virtually through the live-stream on the Municipality of Bayham’s YouTube Channel 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 the the ‘Agricultural (A1)’ Zone to a Site-Specific ‘Rural Residential (RR-XX)’ Zone to permit a Minimum Front Yard Depth of 3.3 metres and Minimum Lot Area of 0.38 hectares as a result of the Glen Erie Line road widening required by the County of Elgin as a Condition of Approval. The proposed Retained Lot is to be rezoned from the ‘A1’ Zone to a ‘Special Agricultural (A2)’ Zone to prohibit new dwellings. The subject lands are known as 56796 Glen Erie Line, north side and east of Stafford 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 E2-24 that was Conditionally Approved on February 28th, 2024. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. Written comments are to be submitted before 12:00 Noon on Thursday, April 25, 2024 to munderhill@bayham.on.ca or at the municipal office to be included in the zoning public meeting agenda. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Municipality of Bayham to the Ontario Land Tribunal. IF A PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Municipality of Bayham before the by-law is passed, the person or public body may not be added as a party to the hearing of an appeal before the Ontario Land Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the adoption of the proposed amendment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed amendment may be obtained at the Municipal Office. Dated at the Municipality of Bayham this 12th day of April 2024. Margaret Underhill Planning Coordinator/Deputy Clerk Municipality of Bayham 56169 Heritage Line, P.O. Box 160 Straffordville, ON, N0J 1Y0 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-08/23 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z761-2023 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: GEORGE BLATZ, 12 ELIZABETH ST, PORT BURWELL TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham gave 1st and 2nd Reading to By-Law No. Z761-2023 on the 7th day of September 2023 and 3rd and Final Reading to By-law No. Z761-2023 on the 18th day of April 2024 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 9th day of May 2024 a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. THE PURPOSE of this By-law is to change the zoning regulations on a 1.2 ha (2.97 acre) parcel of land to add an additional permitted use of a residential apartment dwelling unit in a portion of an existing accessory building, in Zoning By-law Z456-2003. The subject lands are located at 12 Elizabeth Street, east side, south of Wellington Street in the village of Port Burwell. THE EFFECT of this By-law will be to permit one residential apartment unit with a maximum floor area of 51.7 sq. m. (557 sq. ft.) in the second storey of an existing accessory building (Shop/Clubhouse) in the existing mobile home park. 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 19th DAY OF APRIL 2024. 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 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-05/24 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z773-2024 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: CHR FARMS LTD. 56573 CALTON LINE TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By- Law No. Z773-2024 on the 18th day of April 2024 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 9th day of May 2024 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 the ‘Site-Specific Agricultural (A1-A-34)’ Zone to ‘Rural Residential (RR)’ Zone. The proposed Retained Lot is to be rezoned from the ‘A1-A-34’ Zone to a ‘Site-Specific Special Agricultural (A2-19)’ Zone to prohibit new dwellings, recognize and permit a maximum of three (3) supplementary farm dwellings in portions of the two (2) existing buildings to accommodate seasonal farm labourers, permit a minimum Side Yard Depth of 7.2 metres from the existing barn to remain, and prohibit any new supplementary farm dwellings. The subject lands are known as 56573 Calton Line, south side of Calton Line, and east 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 E8-24 that was Conditionally Approved on February 28th, 2024. 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 19th DAY OF APRIL 2024. 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 T: 519-866-5521 Ext 222 F: 519-866-3884 E: munderhill@bayham.on.ca W: www.bayham.on.ca ZBA-11/24 PLANNING ACT NOTICE OF THE PASSING OF ZONING BY-LAW Z778-2024 BY THE CORPORATION OF THE MUNICIPALITY OF BAYHAM APPLICANT: PETERS, JACOB & KATHARINA LOCATION: 9704 PLANK ROAD, STRAFFORDVILLE TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham passed By- Law No. Z778-2024 on the 18th day of April 2024 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 9th day of May 2024 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 the subject property from ‘Village Residential 1 (R1)’ Zone to a ‘Site-Specific Village Residential 1 (R1-22)’ Zone in order to permit a proposed accessory structure (detached garage) on the subject property with a Maximum Height of 5.2 m (17.1 ft.), whereas 4.5 metres is required, and a Maximum Floor Area of 149.0 m2 (1,603.8 ft2), whereas 75.0 m2 (484.4 ft2) is required. The subject property is known as 9704 Plank Road, east side, and north of Heritage Line. THE EFFECT of this By-law will be to permit a new accessory structure (detached garage) on the subject property with a Maximum Height of 5.2 m (17.1 ft) and Maximum Floor Area of 149.0 m2 (1,603.8 ft2) by way of Site-Specific Exceptions to the current R1 Zone. 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 19th DAY OF APRIL 2024. 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 REPORT DRAINAGE TO: Mayor & Members of Council FROM: Steve Adams, Manager of Public Works|Drainage Superintendent DATE: May 2, 2024 REPORT: DR-08/24 SUBJECT: BARTLEY DRAIN UPDATED ASSESSMENT SCHEDULE BACKGROUND Bartley Municipal Drain was a Municipal Drain reconstructed in 2000-2001 under By-law No. 2000-104, for the Bartley open ditch portion and the Smith open ditch portion. Staff received notice in January 2024 from a benefiting landowner in respect to the state of the Bartley Drain open ditch portion. Staff have since investigated and inspected the entirety of the open portion of the Bartley Drain that also outlets water from the Smith Branch. Staff has determined the condition of approximately 1100m of open ditch is Poor. The watershed area is roughly 200 hectares (500 acres) of property with more than 70 different landowners assessed. Since the reconstruction, three (3) additional branches have been added to the Drain. Staff talked to many landowners along the municipal ditch and have identified that little to no maintenance has been provided in the past since the reconstruction in early 2001. Sections 74 of the Drainage Act, RSO 1990, cD 17, as amended, speaks to Maintenance of Drainage Works and Cost. Section 74 states: “Any drainage works constructed under a By-law passed under this Act or any predecessor of this Act, relating to the construction or improvement of a drainage works by a local assessment, shall be maintained and repaired by each local municipality through which it passes, to the extent that such drainage works lies within the limits of such municipality, at the expense of all upstream lands and roads in any way assessed for the construction or improvement of the drainage works and in the proportion determined by the then current by-law pertaining thereto until, in the case of each municipality, such provision for maintenance or repair is varied or otherwise determined by an engineer in a report or on appeal therefrom.”1 DISCUSSION Staff have been working towards the completion of maintenance on the open portion including completing permits required from the Long Point Region Conservation Authority (LPRCA) and meeting contractors on site to complete the works. After reviewing many different assessment schedules and reports, staff have found that properties that have had past severances had not 1 Emphasis added for clarity. been assessed or split properly and have also identified sections to have too much variances between different assessments. The estimated cost if completed this year is considered to be $25,000-$30,000. Part of the intent of the Drainage Act is to review prior to works being completed and determine the assessments are fair and equal. In this case staff found too much variance with the assessment schedules to proceed without a new assessment schedule prepared by the municipal engineer. Section 76 of the Drainage Act states: “The Council of any local municipality liable for contribution to a drainage works in connection with which conditions have changed or circumstances have arisen such as to justify a variation of the assessment for maintenance and repair of the drainage works may make an application to the Tribunal, of which notice has been given to the head of every other municipality affected by the drainage works, for permission to procure a report of an engineer to vary the assessment, and, in the event of such permission being given, such council may appoint an engineer for such purpose and may adopt the report but, if all the lands and roads assessed or intended to be assessed lie within the limits of one local municipality, the council of that municipality may procure and adopt such report without such permission.” Staff are recommending Council appoint Spriet Associates to prepare a new assessment schedule for the purpose of future maintenance billing. Following the engineer’s new schedule, the procedures and appeals under Section 76 are followed in the same manner as Petition Drains (Section 4 of the Drainage Act). The following applies: Council appointment of engineer; Staff hold on-site meeting to affected landowners; Meeting to consider the report and passing of provisional by-law Court of Revision 3rd and final reading of by-law Completion of maintenance Financial impacts will be at the cost of the landowners and roads assessed for the Bartley Drain which includes all cost associated with the engineer. Section 85 of the Drainage Act does not accept reports prepared under section 76 eligible for agricultural grants. STRATEGIC PLAN Not Applicable. RECOMMENDATION THAT Report DR-08/24 re Bartley Drain Updated Assessment Schedule be received for information; AND THAT the Council of the Municipality of Bayham appoints Spriet Associates to prepare an updated maintenance schedule pursuant to Section 76(1) of the Drainage Act, for Council’s consideration. Respectfully Submitted by: Reviewed by: Steve Adams Thomas Thayer, CMO, AOMC Manager of Public Works|Drainage Superintendent Chief Administrative Officer April 16, 2024 Conservation Authorities and Natural Hazards Section Ministry of Natural Resources and Forestry – RPDPB By E-mail: ca.office@ontario.ca Matthew Rae MPP for Perth-Wellington By E-mail: matthew.rae@pc.ola.org RE: Conservation Authorities Act Please note that in response to the attached Ministry of Natural Resources and Forestry’s proposal “Regulation detailing new Minister’s Permit and Review powers under the Conservation Authorities Act” on April 5, 2024, Council of the Municipality of West Perth at its Regular Council Meeting held on April 15, 2024, passed the following resolution: RESOLUTION: 122/24 Moved By: Councillor Trentowsky Seconded by: Councillor Duck CARRIED “That the Council for the Municipality of West Perth recommends to the province that any proposed changes contemplated by the province be put on hold until such time that the planning statement is finalized by the province and communicated to the municipalities and that this motion be circulated to the Association of Municipalities of Ontario (AMO) All Ontario Municipalities for support.” If you require further information, please do not hesitate to contact the Clerk’s Department. Daniel Hobson Manager of Legislative Services/Clerk Municipality of West Perth cc: Matthew Rae, MPP for Perth-Wellington Association of Municipalities of Ontario (AMO) All Ontario Municipalities Environmental Registry of Ontario ERO (Environmental Registry of Ontario) number 019-8320 Notice type Regulation Act Conservation Authorities Act, R.S.O. 1990 Posted by Ministry of Natural Resources and Forestry Notice stage Proposal Proposal posted April 5, 2024 Comment period April 5, 2024 - May 6, 2024 (31 days) Open Last updated April 5, 2024 This consultation closes at 11:59 p.m. on: May 6, 2024 Proposal summary We are proposing a regulation specifying the circumstances under which the Minister may issue an order to prevent a conservation authority from making a permitting decision and make the permitting decision in the place of a conservation authority or may undertake a review of a conservation authority permitting decision. Proposal details Conservation authorities regulate development and other activities through a permitting process under the Conservation Authorities Act for the purposes of natural hazard management and to protect people and property from natural hazards, such as ooding and erosion. Each conservation authority implements the permitting framework based on provincial legislation, regulatory Regulation detailing new Minister’s Permit and Review powers under the Conservation Authorities Act. requirements, and technical standards, as well as conservation authority board-approved policies that outline how the conservation authority administers regulations locally. Recently proclaimed provisions in the Conservation Authorities Act and associated regulations came into e ect on April 1, 2024, including new powers for the Minister to 1) issue an order to prevent a conservation authority from issuing a permit and to take over the permitting process in the place of a conservation authority, and 2) review a conservation authority permit decision at the request of the applicant. The Ministry is proposing a regulation which would set out the circumstances under which these powers could be used. If the regulation is approved, public guidance would be made available on the criteria and processes outlined in the regulation. 1. Permits issued by the Minister Existing requirements under the Conservation Authorities Act regarding permits issued by the Minister under section 28.1.1 include: The Minister may issue an order directing a conservation authority not to issue a permit to a speci c individual to engage in a speci ed activity, or to persons who may wish to engage in a certain type or class of activity, that would be prohibited under section 28 without a permit. The Minister’s decision to issue an order is discretionary, and it may be issued either before or after an application for a permit has been submitted to the relevant conservation authority. Notice of any order must be provided to a ected conservation authorities, any person who applied for the permit in question prior to the order and be posted on the Environmental Registry of Ontario (ERO (Environmental Registry of Ontario)) within 30-days. If an order made, the Minister has the power to issue a permit in place of the conservation authority. When making a permitting decision, the Minister is required to satisfy the same criteria concerning natural hazards and public safety that are considered by conservation authorities. This includes whether the activity is likely to a ect the control of ooding, erosion, dynamic beaches or unstable soil or bedrock. It also must consider whether the activity is likely to create conditions or circumstances that, in the event of a natural hazard, might jeopardize the health or safety of persons or result in the damage or destruction of property. The Minister may refuse the permit or issue a permit subject to such conditions as the Minister determines are appropriate. Proposed additional requirements that would be set out in regulation include: The Minister may make an order to prevent a conservation authority from making a permitting decision and take over the permitting process only if the development activity or type or class of permits pertains to or supports a speci ed provincial interest, including: Housing (community, a ordable and market-based) Community services (health, long-term care, education, recreation socio-cultural, security and safety, environment) Transportation infrastructure Buildings that facilitate economic development or employment Mixed use developments If a proponent wishes to petition the Minister to issue an order, the proponent must submit a request to the Minister that would include information on: Overview of proposed development. Why the Minister’s involvement is requested (e.g., development of provincial interest, timing/urgency; permitting process to date if applicable; other barriers) and preferable to the standard process in the Conservation Authorities Act. Indication of whether the local municipality has endorsed the project and the request for Minister’s involvement (e.g., by municipal letter or resolution). Status of other required project approvals including the extent of any engagement with the conservation authority in the permitting process that the applicant has had to date. 2. Permits reviewed by the Minister Existing requirements under the Conservation Authorities Act relating to requests for review under section 28.1.2 regarding permits where there is an order made by the Minister of Municipal A airs and Housing under section 34.1 or 47 of the Planning Act and section 28.1 regarding all other conservation authority permits include: An applicant who has been refused a permit or had conditions attached to a permit by a conservation authority to which the applicant objects can, within 15-days of receiving reasons for the authority’s decision, submit a request to the Minister for the Minister to review the authority’s decision. Alternatively, an applicant also has the option to appeal the authority’s decision to the Ontario Land Tribunal. After receiving a request, the Minister has 30-days in which to decide whether or not they intend to conduct a review. If the Minister decides to conduct the review. a notice shall be posted on the ERO (Environmental Registry of Ontario) within 30-days of a reply indicating the Minister intends to review the decision by the authority. If the Minister does not reply within 30-days of the request, this is deemed to indicate that the Minister does not intend to conduct a review. After conducting a review, the Minister may con rm or vary the authority’s decision or make any decision that the Minister considers appropriate, including issuing the permit subject to conditions. The Minister is required to base the decision on same criteria concerning natural hazards and public safety that are considered by conservation authorities. This includes whether the activity is likely to a ect the control of ooding, erosion, dynamic beaches or unstable soil or bedrock. It also must consider whether the activity is likely to create conditions or circumstances that, in the event of a natural hazard, might jeopardize the health or safety of persons or result in the damage or destruction of property. Proposed additional requirements that would be set out in regulation include: The Minister may conduct a review of a conservation authority permit decision only if the development activity pertains to or supports a development of speci ed provincial interest, including: Housing (community, a ordable and market-based) Community services (health, long-term care, education, recreation socio-cultural, security and safety, environment) Transportation infrastructure Buildings that facilitate economic development or employment Mixed use developments Note: This criteria would not apply to permit reviews under section 28.1.2 regarding permits where there is an order made by the Minister of Municipal A airs and Housing under section 34.1 or 47 of the Planning Act. The request submitted to the Minister for a review would include information on: Overview of proposed development. If the request relates to conditions imposed by the conservation authority to which the applicant objects, identi cation of the speci c conditions that are subject to the request for review, the changes requested to the conditions and the rationale in support of the requested changes. If the request relates to an authority’s decision to refuse a permit, the rationale in support of requesting that the Minister varies the decision and issues the permit. Why the Minister’s involvement is requested (e.g., development of provincial interest, timing/urgency; permitting process to date; other barriers) and preferable to alternative mechanisms in the Conservation Authorities Act. Indication of whether the local municipality has endorsed the project and/or the request for Minister’s involvement (e.g., by municipal letter or resolution). Status of other required project approvals. Regulatory impact analysis By clearly communicating the circumstances under which the Minister would consider whether to issue an order to prevent a conservation authority from making a permitting decision and to make permitting decisions in place of a conservation authority or to review a conservation authority permitting decision, this proposal would ensure that development proponents pursue the appropriate permitting channel. E ciently navigating the permitting process is expected to help save proponents time and resources. We expect that there will be some minor administrative costs for development proponents based on the time needed to learn about and understand the proposed changes. Supporting materials MNRF - RPDPB - Resources Development Section 300 Water Steet 2nd Floor South Peterborough, ON K9J 3C7 Canada Conservation Authorities Act (https://www.ontario.ca/laws/statute/90c27#BK43) O. Reg. 41/24: Prohibited Activities, Exemptions and Permits (https://www.ontario.ca/laws/regulation/240041) View materials in person Some supporting materials may not be available online. If this is the case, you can request to view the materials in person. Get in touch with the o ce listed below to nd out if materials are available. Comment Let us know what you think of our proposal. Have questions? Get in touch with the contact person below. Please include the ERO (Environmental Registry of Ontario) number for this notice in your email or letter to the contact. Read our commenting and privacy policies. (/page/commenting-privacy) Related links Submit by mail Conservation Authorities and Natural Hazards Section Ministry of Natural Resources and Forestry - RPDPB 300 Water Street 2nd Floor South Tower Peterborough, ON K9J 3C7 Canada Connect with us Contact Conservation Authorities and Natural Hazards Section ca.o ce@ontario.ca April 12, 2024 Resolution #24-12-02 – Urging the Government to Promptly Resume Assessment Cycle The Council of the Corporation of the Municipality of Huron Shores passed Resolution #24-12- 02 at the Regular Meeting held Wednesday, April 10th, 2024, as follows: “WHEREAS the assessment cycle is an essential process for maintaining the fairness and predictability of property taxes in our province; AND WHEREAS the pause in the reassessment cycle has created uncertainty and instability in property taxation, impacting both residential and commercial property owners; AND WHEREAS the government has delayed an assessment update again in 2024, resulting in Ontario’s municipalities continuing to calculate property taxes using 2016 property values; AND WHEREAS both current and outdated assessments are inaccurate, increase volatility, and are not transparent; AND WHEREAS frequent and accurate reassessments are necessary to stabilize property taxes and provide predictability for property owners, residents, and businesses alike; AND WHEREAS the staff at the Municipal Property Assessment Corporation would benefit from further skills enhancement and training in assessments, recognizing the importance of ensuring accurate evaluations for 100% of our municipality; AND WHEREAS the Government has announced a review of the property assessment and taxation system with a focus on fairness, equity, and economic competitiveness, and therefore further deferring new property assessment; NOW THEREFORE BE IT RESOLVED THAT the Council of the Municipality of Huron Shores hereby calls upon the Premier to promptly resume the assessment cycle to ensure the stability and predictability of property taxes while the Government conducts its review of the property assessment and taxation system, or respond with an alternative method for every municipality in Ontario to achieve fair taxation; AND THAT all Municipalities in Ontario and their constituents are encouraged to apply pressure to the Premier, daily, weekly, and monthly, to resolve the situation before it causes undo stress to everyone in the Municipality; AND THAT a copy of this resolution be forwarded to the Premier, the relevant provincial authorities, the Municipal Property Assessment Corporation, and all municipalities in Ontario for their consideration, to make proper changes as quickly and efficiently as possible.” Should you require anything further in order to address the above-noted resolution, please contact the undersigned Yours truly, Natashia Roberts CAO/Clerk NR/KN Cc: Premier of Ontario, the relevant provincial authorities, the Municipal Property Assessment Corporation, and all municipalities in Ontario April 24, 2024 The Right Honourable Justin Trudeau Office of the Prime Minister 80 Wellington Street Ottawa, ON K1A 0A2 DELIVERED VIA EMAIL Dear Prime Minister, Re: Motion regarding Housing Funding Please be advised that at its regular meeting of April 23, 2024, Loyalist Township Council passed the following resolution: Resolution 2024-95 Moved by Councillor Willis Seconded by Councillor Ennis WHEREAS Loyalist Township is in need of $4,375,000 in funding to complete the Peak Flow Equalization and Headworks Upgrades at the Amherstview Water Pollution Control Plant in 2024, which is critical in the ongoing development of new homes in Loyalist Township; AND WHEREAS the Township cannot afford to increase Water or Sewer rates to fund all of this infrastructure; AND WHEREAS increased Debt to build the project will just increase costs to Water and Sewer rates, or increased costs to developers; AND WHEREAS Loyalist Township is currently experiencing a housing crisis from all citizens; Page | 2 AND WHEREAS Peak Flow Equalization and Headworks Upgrades at the Amherstview Water Pollution Control Plant are projected to accommodate 1889 new residential units to be completed, 607 which are shovel ready; AND WHEREAS Loyalist Township is not currently eligible for funding under the Provincial Building Faster Fund as its population is below the threshold; AND WHEREAS Loyalist Township is submitting an application to the provincial Housing-Enabling Water Systems Fund which has only $825M available in funding of which the province would only fund up to 73% to a maximum of $35M for one project; AND WHEREAS additional funding has not been allocated from the Federal Government to enhance the Housing-Enabling Water Systems Funding; NOW THEREFORE BE IT RESOLVED THAT Loyalist Township calls on the Federal Government to re-evaluate their lack of funding for municipalities with a population less than 50,000 in rural Ontario and to make available funding for infrastructure programs to help build infrastructure to help build much-needed new homes; AND FURTHER THAT the Province of Ontario be asked to prioritize funding from the $825M Housing Enabling Water Systems Fund to municipalities without housing targets that are not eligible for funding under the Building Faster Fund; AND FURTHER THAT this motion be circulated to Honourable Justin Trudeau, Prime Minister, Honourable Sean Fraser, Federal Minister for Housing, Honourable Doug Ford, Premier of Ontario, Ministry of Infrastructure, Ministry of Municipal Affairs and Housing, Shelby Kramp-Neuman MP of Hastings-Lennox and Addington and Ric Bresee MPP of Hastings-Lennox and Addington, and all municipalities, for their support. Motion carried. Page | 3 Sincerely, Anne Kantharajah Township Clerk akantharajah@loyalist.ca 613-386-7351 Ext. 121 cc: the Honourable Sean Fraser, Federal Minister for Housing Honourable Doug Ford, Premier of Ontario Ministry of Infrastructure Ministry of Municipal Affairs and Housing Shelby Kramp-Neuman MP Hastings - Lennox and Addington Ric Bresee, MPP Hastings - Lennox and Addington Jim Hegadorn, Mayor, Loyalist Township Rebecca Murphy, CAO, Loyalist Township Councillor Willis, Loyalist Township Councillor Ennis, Loyalist Township Ontario Municipalities April 23, 2024 The Honourable Doug Ford Premier of Ontario Legislative Building 1 Queen’s Park Toronto, ON M7A 1A1 Sent via email: premier@ontario.ca Re: Provincial Regulations Needed to Restrict Keeping of Non-native ("exotic") Wild Animals Our File 35.11.2 Dear Premier Ford, At its meeting held on April 8, 2024, St. Catharines City Council approved the following motion: WHEREAS Ontario has more private non-native (“exotic”) wild animal keepers, roadside zoos, mobile zoos, wildlife exhibits and other captive wildlife operations than any other province; and WHEREAS the Province of Ontario has of yet not developed regulations to prohibit or restrict animal possession, breeding, or use of non-native (“exotic”) wild animals in captivity; and WHEREAS non-native (“exotic”) wild animals can pose very serious human health and safety risks, and attacks causing human injury and death have occurred in the province; and WHEREAS the keeping of non-native (“exotic”) wild animals can cause poor animal welfare and suffering, and poses risks to local environments and wildlife; and WHEREAS owners of non-native (“exotic”) wild animals can move from one community to another even after their operations have been shut down due to animal welfare or public health and safety concerns; and WHEREAS municipalities have struggled, often for months or years, to deal with non-native (“exotic”) wild animal issues and have experienced substantive regulatory, administrative, enforcement and financial challenges; and WHEREAS the Association of Municipalities of Ontario (AMO), the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) and the Municipal Law Enforcement Officers' Association (MLEOA) have indicated their support for World Animal Protection’s campaign for provincial regulations of non- native (“exotic”) wild animals and roadside zoos in letters to the Ontario Solicitor General and Ontario Minister for Natural Resources and Forestry; THEREFORE BE IT RESOLVED that the City of St. Catharines hereby petitions the provincial government to implement provincial regulations to restrict the possession, breeding, and use of non-native (“exotic”) wild animals and license zoos in order to guarantee the fair and consistent application of policy throughout Ontario for the safety of Ontario’s citizens and the non-native (“exotic”) wild animal population; and BE IT FURTHER RESOLVED that this resolution will be forwarded to all municipalities in Ontario for support, the Premier of Ontario, Ontario Solicitor General, Ontario Minister for Natural Resources and Forestry, MPP Jennie Stevens, MPP Sam Oosterhoff, MPP Jeff Burch, AMO, AMCTO, and MLEAO. If you have any questions, please contact the Office of the City Clerk at extension 1524. Kristen Sullivan, City Clerk Legal and Clerks Services, Office of the City Clerk :av cc: The Honourable Michael S. Kerzner, Solicitor General The Honourable Graydon Smith, Minister of Natural Resources and Forestry Local MPPs Association of Municipalities of Ontario (AMO) Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) Municipal Law Enforcement Officers’ Association of Ontario (MLEAO) All Municipalities of Ontario ot/Lq The Corporation of the Municipality of St. Charles RESOLUTION PAGE Regular Meeting of Gouncil Agenda Number: 8.5. Resolution Number 2024-073 Title: Date: Resolution stemming from February 21,2024 Regular Meeting of Council - ltem 10.1 - Correspondence #16 March 20,2024 Moved by: Seconded by: Councillor Lachance Councillor Loftus BE lT RESOLVED THAT Gouncil for the Corporation of the Municipality of St.-Charbs hereby supporb the Resolution passed by the Corporation of the Municipality of Calvin on January 30,2024, regarding provincial and nationalfire fighting strategy; AND BE lF FURTHER RESOLVED THAT a copy of this Resolution be sent to Prime Minister, Justin Trudeau; Minister of National Defence, Bill Blair; Premier Doug Ford; Minister of Natural Resources and Forestry, Graydon Smith; Minister of Economic Development, Vic Fideli; the Association of Municipalities of Ontario (AlrO); our local Member of Padiament (MP); our local Member of Provincial Parliament (MPP); and all Ontario Municipalities. CARRIED MAYOR The Corporation of the Town of Grimsby Administration Office of the Town Clerk 160 Livingston Avenue, Grimsby, ON L3M 0J5 Phone: 905-945-9634 Ext. 2171 | Fax: 905-945-5010 Email: vsteele@grimsby.ca April 16, 2024 SENT VIA E-MAIL Honourable Arif Virani Minister of Justice & Attorney General House of Commons Ottawa, Ontario K1A 0A6 Dear Minister Virani, RE: Township of Clearview Endorsement of Bill C-63 in the House of Commons Please be advised that the Council of the Corporation of the Town of Grimsby at its meeting held on April 2, 2024, passed the following resolution: Moved: Councillor Charrois Seconded: Councillor Korstanje Resolved that Council support the Township of Clearview's resolution regarding the endorsement of Bill C-63 in the House of Commons. If you require any additional information, please let me know. Regards, Victoria Steele Town Clerk CC: Township of Clearview Right Honourable Prime Minister Justin Trudeau Dean Allison, MP Niagara West Association of Municipalities of Ontario Ontario Municipalities Clerk’s Department Township of Clearview Box 200, 217 Gideon Street Stayner, Ontario L0M 1S0 clerks@clearview.ca | www.clearview.ca Phone: 705-428-6230 Page 1 of 2 March 27, 2024 Honourable Arif Virani Minister of Justice & Attorney General House of Commons Ottawa, Ontario K1A 0A6 Sent by Email RE: Township of Clearview Endorsement of Bill C-63 in the House of Commons Please be advised that Council of the Township of Clearview at its meeting held on March 25, 2024, passed the following resolution in support of the endorsement of Bill C-63 in the House of Commons: Moved by Councillor Dineen, Seconded by Councillor Broderick, Whereas The Canadian Federal Government has drafted Bill C-63, The Online Harms Act, currently in front of Parliament and has had its first reading; and, Whereas Bill C-63 requires that online tech companies and social media platforms remove child pornography and other dangerous content within 24 hours once the operator identifies the content, while also mandating the following duties: •Duty to protect children; •Duty to act responsibly; •Duty to remove egregious content; and, Whereas The Canadian Federal Government proposes to establish a “Digital Safety Commission” and nominate an “independent” Ombudsperson to proactively circumvent potential harms on behalf of Canadians; and, Whereas online tech companies and social media platforms need to adhere to existing Criminal Laws; and, Whereas online tech companies and social media platforms need to be held accountable to keep platforms safe from predators targeting children and other vulnerable Canadians and to protect them from bullying, hate, extremism, violence, discrimination, self harm, exploitation and sexual extortion that can lead to the most dire of consequences; and, Clerk’s Department March 27, 2024 Page 2 of 2 Whereas Clearview Township, as all Canadians, endeavours to foster safe homes, communities, schools and public spaces; Be It Resolved That the Mayor and Council of Clearview Township endorse the passing of Bill C-63 in the House of Commons and the establishment of a “digital safety commission” and nomination of an “independent” Ombudsperson; and, That a copy of this resolution be circulated to all municipalities in Ontario; the Association of Municipalities of Ontario; Terry Dowdall, MP; The Right Honourable Justin Trudeau, Prime Minister of Canada and The Honourable Arif Virani, Minister of Justice & Attorney General of Canada. Motion Carried. Sincerely, Sasha Helmkay-Playter, B.A., Dipl. M.A., AOMC Clerk/Director of Legislative Services cc: Right Honourable Prime Minister Justin Trudeau Simcoe Grey MP Terry Dowdall Association of Municipalities of Ontario Ontario Municipalities 500 George Street North, Peterborough, ON, K9H 3R9 April 11, 2024 Hon. Paul Calandra Minister of Municipal Affairs and Housing via Email: minister.mah@ontario.ca Re: Jurisdiction of Ontario’s Ombudsman The following resolution, adopted by City Council at their meeting on April 8, 2024, is forwarded for your information and necessary action. That Council approve the recommendations outlined in Report LSOCS24-005, dated April 2, 2024 of the Commissioner, Legislative Services, as follows: a) That the Honourable Paul Calandra, Minister of Municipal Affairs and Housing, be requested to introduce a Bill to amend the Ombudsman Act to require the Ontario Ombudsman to provide to each municipality, if requested by the municipality, sufficient particulars of each investigation, matter or case respecting the municipality that is referred to in each of the Ombudsman’s Annual Reports to permit the municipality to fully understand and address the subject matter of each such investigation, matter or case including: i) a copy of each complaint, as applicable, redacted only to the extent of individuals’ personal information contained therein; ii) the identities of the municipality’s employees, officers and members of Council with whom the Ombudsman was consulting in respect of the investigation, matter or case; and iii) particulars of the outcome of the investigation, matter or case including the Ombudsman’s findings, conclusions and recommendations, if any. b) That the City Clerk forward Council’s resolutions resulting from Council’s approval of these recommendations to Minister Calandra, MPP David Smith, the Association of Municipalities of Ontario and to the municipal Clerks of Ontario’s municipalities. Sincerely, J. Kennedy John Kennedy, City Clerk cc: David Smith, MPP Association of Municipalities of Ontario (AMO) All Ontario Municipalities Humber Bay Arch Bridge, Toronto, Ontario Pursuing Excellence Annual Report 2023 2023 Annual Report2 | Blue Mountain, Ontario As Ontario’s property market experts, the Municipal Property Assessment Corporation (MPAC) maintains Ontario’s database of 5.6 million properties. We are committed to achieving excellence so that we can provide the most value to Ontarians. 2023 Annual Report | 3 Contents Chair’s Message President’s Message Who we are Striving for operational excellence Our people Social impact and inclusion Empowering municipalities and property owners Driving value and added revenue Leadership Additional reporting 4 6 8 16 23 27 30 35 39 41 Blue Mountain, Ontario 2023 Annual Report4 | Message from the Board Chair MPAC’s promise to bring more value to Ontario fuels everything we do. We are maximizing opportunities and setting ambitious goals for the organization during a complex time. Our goals at MPAC go beyond property assessment. We understand assessments are the foundation of investments in our communities, and we are committed to working with our partners to be agents of progress, motivated by an unwavering dedication to improving our communities. As a society, we are facing multiple challenges, including a rapidly growing population, climate change, and affordability issues, and we know that our rich data and unique insights can help identify significant changes and trends. Through enhanced collaboration with our municipal partners and industry leaders, we will use our extensive data and knowledge to pioneer inventive solutions for tomorrow’s needs and opportunities, so we can keep our communities prosperous for generations to come.Alan Spacek Chair, MPAC Board of Directors 2023 Annual Report | 5 Cobalt, Ontario We are acutely aware of the financial strains faced by municipalities and Ontarians, and to better support our partners, MPAC remains steadfast in managing our operations to help community leaders plan for the future. Now more than ever, we will support municipal revenue through the valuation of new assessment. This past year, we set a record by adding an unprecedented $42 billion in new assessment to municipal rolls, and we aim to exceed this ambitious goal in 2024. We will also continue to maximize the municipal dividends from MPAC’s commercial revenue to offset the municipal levy and maximize our productivity with technological innovations. I invite you to join us in our commitment to progress and our pursuit of excellence. Alan Spacek Chair, MPAC Board of Directors 2023 Annual Report6 | Message from the President As Ontario’s property experts, we intend to set new standards and redefine what it means to be at the forefront of the public sector in innovation. In 2023, we began laying the foundation for our new strategic plan, which aligns with and supports the Government of Ontario’s review of the assessment and taxation system in this province, while underscoring our proactive approach to addressing emerging technologies and upcoming challenges. We are partnering with municipal and provincial governments, industry stakeholders and commercial clients to collaboratively think about how we can leverage the data and insights we collect as part of our valuation work to better support Ontario. In fact, our daily interactions with our partners, stakeholders, and property owners, are critical to our planning for a better future. Given our responsibility for Ontario’s property data we recognize our responsibility to safeguard data assets and to use technology ethically. In fact, MPAC has a long history of technical innovation. For example, we were Nicole McNeill MPAC President and Chief Administrative Officer | 7 Kenora, Ontario one of the first public agencies in the cloud. Now, MPAC stands at the forefront of public service organizations who are ready to embrace artificial intelligence (AI) and machine learning responsibly. Our valuation experts have been using machine learning to support our work for years, and we will use that experience to guide us through the rapid expansion of uses for artificial intelligence. We are also committed to supporting the people behind the technology, motivating our employees to bring their innovative ideas to the table, by listening to and respecting every voice in our organization. A diverse workplace that reflects the Ontarians we serve is more than a moral imperative – it is a strategic advantage that helps us better understand the needs of the communities we live and work in. MPAC’s unique ability to combine technical and human resources to capture the nuances of property markets, from Kenora to Chatham, has always been a key component of our success, and we will continue to invest in our people and our technology so that we can bring more value to Ontario. Nicole McNeill MPAC President and Chief Administrative Officer 2023 Annual Report Who we are About MPAC We are Ontario’s property market experts. Our job is to value and classify over 5.6 million properties across the province and build an accurate property inventory. We do this by analyzing the market through review of sales information, rental data and construction costs, reviewing property sales information, inspecting properties, supporting property owners, and responding to Requests for Reconsideration and assessment appeals. The work MPAC does is an input for government programs, business decisions and property transactions. Municipalities use MPAC assessments to power local investments in important services like emergency services, libraries, water and roads. Our data also helps identify property changes and market trends in Ontario’s communities to propel decisions about where and what to build for future generations. 8 |2023 Annual Report8 | How municipalities calculate your property tax 2023 Annual Report | 9 Government of Ontario Establishes the province’s assessment and taxation laws and decides education tax rates. MPAC Determines property assessments for all properties in Ontario and shares them with municipalities. Municipalities Determine revenue requirements, then use MPAC’s assessed values to set municipal tax rates and collect property taxes to pay for municipal services. Property Owners Pay property taxes which fund services in their community, and education taxes to the Province. The work we do:2023 at a glance 2023 Annual Report10 | $3,140,000,000,000 dollars in total property value in Ontario. $42,000,000,000 dollars in new assessment added to municipal rolls. 5,600,000 total properties in Ontario’s property inventory. 713,000 Property Assessment Notices mailed out. 250,000 building permits. 2023 Annual Report | 11 350,000 sales transactions were completed. 250,000 building permits. 160,000 properties were inspected to keep Ontario’s property inventory up to date. 150,000 sales reviews completed. 129,600 property owners contacted us via phone calls, emails and chats. 92,000 farm properties were reviewed as part of program updates to the Farm Forestry Exemption. 17,500 severances and consolidations were processed. 8,800 appeals were closed. 8,700 Requests for Reconsideration were closed. 2023 ASSESSMENT ROLL New Assessment by Property Type In 2023, MPAC captured more than $42 billion in new assessment. New assessment refers to new construction and/or additions to existing property that have been recently completed and assessed during the year. 12 |2023 Annual Report 2023 - $20.6B 2023 - $10.8B2022 - $20.5B 2022 - $8.1B Residential Residential Condominiums 2023 - $3.2B 2023 - $2.9B 2022 - $2.3B 2022 - $2.3B Commercial Industrial 2023 - $3.0B 2023 - $1.2B 2022 - $2.5B 2022 - $1.1B Multi-residential Farm 2023 - $59M2023 - $318.1M 2022 - $60.2M2022 - $783.8M Managed Forest/Special Exempt Conservation Municipalities with the highest growth 2023 ASSESSMENT ROLL Top 10 Municipalities for New Assessment in Farms 2023 0 20 40 60 80 100 140 LeamingtonKingsvilleNorfolk CountyCaledonChatham-KentOakvillePerth EastMapletonLondonWoolwich2022 1 2 3 4 5 6 7 8 9 10$126.3M$126.8M$65.7M$39.5M$49.7M$11.8M$46.3M$50K$43.6M$75.3M$41.5M$15.1M$29.6M$33.7M$26.3M$7.7M$24.6M$3.1M$24.2M$10.5MAll Amounts arein Millions (M)or Billions (B)120 2023 Annual Report | 13 MPAC Success Stories: Our Record Year Ontario’s property inventory continued to grow in 2023, with more than $42 billion in assessment from new builds and improvements to properties. This marks a record year for Ontario. Residential homes, including condominiums, accounted for more than $31 billion of this increase, while commercial and industrial properties contributed more than $6 billion, which is an increase of 31.5 per cent from 2022. The value of Ontario’s property inventory is now estimated to be approximately $3.14 trillion. These assessments generate approximately $30 billion in revenues each year to support municipalities and school boards. 14 |2023 Annual Report14 | I have had the opportunity to work in private industry, municipal government and with assessment authorities across Canada. MPAC has continuously stood out to me as the premier assessment organization that takes tremendous pride in its work.” Kyle S. MPAC EMPLOYEE 2023 Annual Report | 15 Striving for operational excellence Through the innovation of MPAC’s technologies and processes, we are elevating our data quality to ensure we can deliver market valuation and value-added insights. Sharing our property insights MPAC’s valuation experts maintain Ontario’s diverse property inventory, including the key features and values of every parcel in the province. Our analysis of the changes within Ontario’s inventory helps municipalities and industry leaders identify emerging trends in how communities across the province continue to evolve. To help keep a pulse on the changes in Ontario’s property landscape, MPAC established a new team focused on generating value-added insights to support overall corporate objectives. This year, we looked at residential home improvement building permit trends from across Ontario, which highlighted: •For the first time in three years, Ontario saw the number of residential building permits drop after reaching all-time highs during the pandemic. •Across Ontario, over 108,000 home improvement and new development building permits were issued, reflecting an approximate 11.6 per cent decrease from the previous year. •Still, permit numbers exceeded 2019 levels by 22 per cent. We also looked at trends in condominiums and self-storage utility, which revealed Ontario is seeing a surge in self-storage growth. Factors contributing to this boom include smaller dwellings, limited space for personal possessions, and the impact of the 2023 Annual Report16 | pandemic, such as more people working from home, clearing their living spaces, downsizing, or renovating their homes. In cities with significant condominium concentrations, self-storage growth is striking. Some insights gathered through our analysis include: • The province now has 37.3 million square feet of commercial self-storage space. This equals the total ice surface of almost 2,200 NHL rinks! • In the last three years alone, over 4.2 million square feet have been added to the storage footprint, marking an increase of about 11 per cent. • Ontario condominiums are 35 per cent smaller on average than they were 25 years ago. To discover more of our 2023 insights, check out our Residential Building Permits campaign, or read our full story about Ontario’s self-storage boom. Paris, Ontario | 172023 Annual Report Developing a new Corporate Data Strategy In 2023, MPAC’s Board of Directors approved a new Corporate Data Strategy. To develop the new Corporate Data Strategy, MPAC held extensive municipal and taxpayer discovery sessions over 12 weeks, which helped us understand the needs of our partners and customers. The goal of the Strategy is to position MPAC as a partner with property data users to answer the questions they are currently asking – from how much is my home worth, to how do I plan infrastructure for a new housing development? In partnership with the Association of Municipalities Ontario (AMO), we engaged with Ontario’s municipalities through various strategies. We conducted surveys, interviews, and focus groups. At the Federation of Northern Ontario Municipalities (FONOM) Conference in the spring, we also hosted a live polling session. Through the feedback, we gained a comprehensive understanding of the various perspectives and experiences within the municipal sector. We found challenges and opportunities, which will help our progress and evolution. For example, we heard about the types of business and planning problems municipal staff across numerous departments were trying to solve using property data. To help solve some of the challenges identified through our discovery sessions, we established a robust data release framework that will help streamline our processes, facilitate joint efforts with our partners and expedite our ability to share information. The message we heard was clear: property data is valuable and MPAC is here to partner with data users to meet their current and future needs. Consulting with our partners 3,300 surveys distributed to municipal staff and Heads of Council across Ontario. 518 municipal survey participants, in collaboration with AMO. 11 focus group participants in the Western Ontario warden caucus. 5 focus group participants in the Eastern Warden caucus. 6 municipal interviews conducted. 1 live polling session at FONOM. 2023 Annual Report18 | Modernizing our building permit processes As MPAC focuses on improving efficiencies through modernizing our data collection processes and accessing authoritative sources, our E-permitting pilot played a crucial role in enhancing our operations and our ability to update data in a timely manner. By the end of 2023, nearly 340 municipalities sent digital building permits, and over 31 per cent of all permits are being received electronically, enabling MPAC to capture new assessment 150 days earlier, resulting in faster revenue generation for Ontario’s municipalities. To further support municipalities through the building permit process, we also developed a new Building Permit Dashboard in Municipal Connect. The new dashboard provides municipalities with greater insight into new assessment. It enables municipal staff members to review all building permits sent to MPAC. The dashboard enhances transparency by providing a better understanding of the building permit’s status and it improves communication between municipalities and MPAC throughout the building permit review process. | 192023 Annual Report Developing innovative technologies MPAC has always been eager to integrate innovative technologies into the delivery of our products and services to property owners and stakeholders. Over the past few years, artificial intelligence (AI) and machine learning (ML) have entered the mainstream. As AI becomes more advanced, we recognize the potential to augment various aspects of our operations and we have begun exploring its use to enhance the accuracy and efficiency of our operations. Some of the ways we are integrating AI and ML at MPAC include: • Modernizing how we assess residential properties. • Testing Real Time Value time adjustments to improve our overall processes. • Upgrading MPAC’s Automated Valuation Model, making it more accurate for our clients in Ontario. In 2023, we began developing an in-house product which uses a canopy algorithm and Google imagery to help detect missing structures and streamline property visits. 2023 Annual Report20 | MPAC is also modernizing our data visualization capabilities by developing an innovative new platform which reimagines geospatial visualization and will be able to offer insights ranging from sales market trends to property owner population movements. Safeguarding our systems MPAC’s ability to innovate our technology and deliver more value to Ontario would not be possible without the dedication and ingenuity of our IT department’s top talent, who are committed to meeting international standards in IT. This year, we began developing an AI Policy that will encourage employees to bolster the power of AI and machine learning securely to protect our corporate assets and intellectual property. In addition to achieving ISO/IEC 27001 and ISO/IEC 27017 re-certifications in 2023, MPAC also achieved ISO/IEC 27018, the first international standard created specifically for data privacy in cloud computing. We are proud to be one of 100 companies in Canada to hold all three certifications. We also continue to maintain our IT Support HDI Certification. The IT team also received nominations in six categories for the 2023 Technical Support HDI Awards, including: • Best Service Improvement Initiative • Best Service and Support Culture • Best Customer Experience • Best Service and Support Organization • Best Service and Support Technician • Best Use of Technology Our ongoing achievements prove we have put in place the systems, policies and procedures to ensure MPAC is Ontario’s trusted source for property data. Being a cyber security professional fills me with pride because I can make positive contributions to our society by keeping MPAC’s data safe. Cyber security is very important at MPAC, and it is integrated into all our business processes.” Muhammed U. MPAC EMPLOYEE | 212023 Annual Report MPAC Success Stories: Our achievements in mass appraisal MPAC’s Assessment Standards and Mass Appraisal team was recognized as ‘highly commended’ in the 2023 Valuation Award category by the Royal Institute of Chartered Surveyors (RICS) Americas, highlighting MPAC’s industry expertise and leadership. This exceptional group leads the development and application of mass appraisal models, in support of MPAC’s commitment to innovation and the pursuit of quality. They are constantly working to maintain the balance between emerging technologies and best practices in valuation, so that we can deliver the highest quality products. 2023 Annual Report22 | Our people | 232023 Annual Report At MPAC, we are driving continuous improvement. We do this by celebrating the professional achievements of our employees and maximizing their potential for growth. Promoting professional development As an employer dedicated to creating a culture of empowerment, MPAC promotes the continuous professional development of our valued team members so that our employees can best serve Ontario. To support valuation staff in their daily work, MPAC’s Valuation and Assessment Standards team delivered enhanced training to valuation staff across the province, covering topics related to the cost and income approaches to value, and we developed new valuation standards and policies. MPAC also introduced a career development program for Valuation and Customer Relations employees, encouraging knowledge-sharing and mentorship as MPAC’s assessors progress in their careers. In support of continuous growth, we also introduced the Accreditation Speaker Series in 2023. This series of webinars helped educate employees on accreditation requirements to help them realize their career goals. MPAC Employees Andrew Posteraro, Mark Hotte and Ashley Alladin received the prestigious W.J. Lettner Memorial Award from the Institute of Municipal Assessors for their exceptional performance. Other outstanding achievements include Shelby Roper’s receipt of the Carl B. Davis award, while Dong-hyuk Kang and David Bressi each received the Larry Hummel award. The celebration of their accomplishments helped to motivate others to strive for accreditation. Meanwhile, our new Summer Student Mentorship Program encouraged employees to enhance their coaching and leadership skills by guiding students over 10 weeks. I believe learning is a life-long process and it’s important to continue to invest in ourselves through academic and new experiences. It’s great to see MPAC supporting employees on their professional accreditation journey and providing resources to help navigate the process.” Ivy L. MPAC EMPLOYEE Encouraging workplace wellness Practical and meaningful growth is important at MPAC. We prioritize health and wellness, and we strive to create a positive employee experience for MPAC’s diverse workforce. To help ensure employees can bring their best selves to work, MPAC is proud to offer comprehensive wellness benefits to our employees, including access to our Employee and Family Assistance Program, which offers coaching services, financial planning, and mental health services to help MPAC employees reach their goals. MPAC also offers wellness sessions for all staff, leaders and teams to promote wellbeing in the workplace. In support of a better life-work balance for all employees, we extended our Flexible Work pilot to the end of 2023 with plans to make it permanent in 2024. Our new Flexible Work Program offers employees the opportunity to customize their work environment and schedule according to their preferences, resulting in increased employee wellbeing and overall job satisfaction. With flexible work and employee wellness in mind, we introduced our Workplace Strategy. This strategy promotes continuous evolution in our workplaces, fiscal responsibility, and a consistent brand experience. Our vision for MPAC’s workplaces will better complement remote work and it will shape an environment where employees come together to collaborate and learn, fostering team cohesion. 2023 Annual Report24 | Our People by the numbers 1,848 employees across Ontario. 1,160 participants in our Flexible Work Program. 379 accredited assessors. 287 members of MPAC’s Equity, Diversity, Inclusion and Anti-Racism committee. 113 new employees joined MPAC’s workforce in 2023. 35 Cultural awareness articles featuring the lived experiences of MPAC employees. | 252023 Annual Report MPAC Success Stories: Cultivating a great workplace One of MPAC’s guiding principles is to put our people first. We are always seeking opportunities to elevate the employee experience and ensure their wellbeing is at the forefront of our decision-making. Our goal is to equip our employees with the tools they need to be industry pioneers who are prepared to lead the way forward, no matter what comes next. We do this by fostering an innovative and inclusive learning environment within our workplace. For these reasons and many more, MPAC earned the title of Greater Toronto’s Top Employers for the fifth consecutive year. The Canadian HR Reporter also recognized MPAC’s Human Resources department as one of the Best HR teams in Canada in the category of Innovative HR Teams for 2023, due to their efforts in transforming our organization with novel initiatives to attract, retain, and develop our workforce. 2023 Annual Report26 | Social impact and inclusion | 272023 Annual Report MPAC is committed to improving the communities we live and work in through everything we do. From being conscious of our carbon footprint, to fostering an inclusive workplace, and investing in our communities through fundraising initiatives, we are actively participating in making Ontario a better place. Improving our environmental impact Through our Workplace Lease and Fleet Strategy, we are moving towards occupying smaller, more sustainable spaces. As part of our commitment to sustainability, we have decreased our overall greenhouse gas emissions by 32%, from 893 Kg CO2e/FT to 607 Kg CO2e/FTE. We also reduced our printer usage by 79%. We will continue to improve our fuel efficiencies through the usage of our company fleet of 109 vehicles, 106 of which are hybrid-electric vehicles. Embracing Equity, Diversity, Inclusion and Anti-Racism Fostering inclusion supports an environment where employees can bring their full, authentic selves to work so they can be courageous and share their innovative ideas, which helps move us forward as an organization. A diverse and inclusive environment also enriches our collective understanding of the communities we live and work in, ensuring we treat our municipal partners, stakeholders and property owners with dignity, courtesy and care. This is why equity, diversity, inclusion and anti-racism is a top priority at MPAC. In 2023, MPAC continued to build the Equity, Diversity, Inclusion, and Anti-Racism (EDIA) Office by welcoming a Senior Data Advisor and Manager to support the development and execution of an EDIA strategy, focused on: • Building systems and structures through dedicated EDIA staffing, policy development and review. • Fostering a diverse workforce by attracting and developing staff and removing barriers to equity. • Promoting EDIA awareness and competencies through ongoing communication, events and training. • Advancing and supporting EDIA in our relationships with employees, communities, residents and partners. As a first step in launching our EDIA strategy, MPAC initiated an Employment Systems Review, in partnership with DiversiPro and Alexander Mann Solutions. This comprehensive assessment will help shape future EDIA initiatives and find any existing barriers to employment at MPAC. To make MPAC’s recruitment process even more accessible, MPAC increased candidate outreach to equity-deserving groups and new immigrants to Canada through new partnerships, and we implemented a new Applicant Tracking System to streamline our recruitment processes. MPAC also became an employer partner with Pride at Work Canada, which offers access to exclusive benefits, resources, and services that support individual strategies for inclusion on the grounds of sexual orientation, gender identity and gender expression. We also support community-building through employee-led initiatives, including weekly EDIA-focused Coffee Chats and volunteer planning committees for Black History Month, Pride Month, and the National Day for Truth and Reconciliation. These committees planned corporate-wide events and sourced employee resources to inspire their colleagues to learn, connect and grow along their respective EDIA journeys. And finally, at the helm of our organization, our Board and Executive Management Group have taken decisive action by completing an education plan focused on equity, diversity, inclusion, and anti-racism, in partnership with DiversiPro. By leading with intention and commitment, we are paving the way for a culture of understanding, respect, and opportunity, ensuring that every voice is valued and heard.ensuring that every voice is valued and heard. 2023 Annual Report28 | MPAC’s 2023 social impact initiatives $25,000 in scholarships awarded through MPAC’S Continuing Academic Excellence Awards. $24,500 raised by MPAC’s Corporate Social Responsibility committees to invest in our communities, including: • $7,600 for local charities that help the 2SLGBTQIA+ community. • $7,600 for local school-related initiatives, in addition to school supply collection. • $5,800 raised and 2,118 pantry items donated to support 26 local foodbanks. • $3,500 for other various charities in our community. 198 total volunteer hours served. | 292023 Annual Report Empowering municipalities and property owners To help Ontarians understand MPAC and what we have to offer, we are constantly elevating the property owner and stakeholder experience by expanding value-added services and engagement opportunities. Strengthening our ties with Ontario’s municipalities To increase engagement within the municipal sector, MPAC’s Municipal and Stakeholder Relations team engaged in extensive educational initiatives in 2023. These included hosting meetings, presenting council orientation sessions, attending conferences, delivering newsletters, and conducting monthly webinars on relevant topics. MPAC also responded to 99.5 per cent of municipal inquiries within agreed service level timelines, reflecting our commitment to strong collaboration with municipalities.Cambridge, Ontario 2023 Annual Report30 | Cambridge, Ontario Engaging with stakeholders 2023 Annual Report | 31 10,555 recipients got MPAC’s monthly municipal newsletter, InTouch. 3,450 online visitors checked out our municipal toolkit. 1,920 online seminar attendees took part in eight municipal webinars delivered throughout the year. 1,860 municipal engagements took place. 170 council orientation meetings were delivered following the 2022 Municipal and School Board Elections. 15 Municipal conferences and events were attended across the province. Introducing the new Data Sharing Services Agreement In collaboration with our Municipal Liaison Group and municipal legal teams, we updated and merged several existing MPAC-municipal agreements to create a new Data Sharing and Services Agreement (DSSA). The purpose of designing the new DSSA is to modernize our data-sharing relationship and offer greater clarity to municipalities. It will also enable us to offer a flexible framework for future enhancements. Merging documents such as our Service Level Agreement, Licensing Agreements and Data Use Terms and Conditions, will help address concerns over data sharing, municipal document protection, and obligations. It will also clarify the permitted use of municipal data by MPAC, MPAC data by municipalities, and the scope of use for MPAC products, as well as external distribution. 2023 Annual Report32 | Increasing communication with property owners MPAC understands property assessment and taxation can be complex. To support the ongoing education of property owners, we extended our Property Assessment and Taxation social media campaign. We also launched the First-time Homeowners’ Hub on mpac. ca. The new hub was designed for first-time property owners to help them navigate Ontario’s comprehensive property assessment and taxation system. As MPAC works to keep our property data up to date, we introduced new ‘Contact Us’ and ‘Inspection’ notices earlier this year to increase communication and help property owners prepare for an on-site inspection. The new notices reflect feedback we received from property owners. They also answer some of the most frequent questions we receive. Key pieces of information added to the notices include: • Reasons the property owner is receiving the ‘Contact Us’ and ‘Inspection’ notices. • What the next steps will be for the property owner. • Details on what happens if the property owner does not respond. • Instructions on where to go for more information. 2023 Annual Report | 33 How to read your Property Assessment Notice MPAC also improved our 2023 Property Assessment Notices to include the reason(s) that a property owner received the notice. We also directed property owners to AboutMyProperty™ on mpac.ca to learn more. Unlocking the potential of AboutMyProperty MPAC’s AboutMyProperty is a powerful portal developed to empower property owners. It offers: • Free access to the property details we have on file. • Explanations on how we assessed their property. • The ability to review assessment and sales information for properties in their neighbourhood. • And processes for what to do if they disagree with their assessment. To enhance the property owner experience, we recently made improvements to AboutMyProperty, including: • Creating a new section to submit school board designation information electronically. • Creating a new portal for commercial property owners to send their Property Income and Expense Returns. • Clarifying how to update property information and how to submit a Request for Reconsideration (RfR). • Adding new ways to browse neighbourhoods, with advanced filters. 2023 Annual Report34 | Welcome to AboutMyProperty MPAC Success Stories: How AboutMyProperty is helping MPAC increase transparency AboutMyProperty has made accessing property data easier than ever. By equipping Ontarians with a better understanding of how we value their property, AboutMyProperty plays a key role in fulfilling our commitment to transparency and accountability to Ontarians. We were honoured to feature AboutMyProperty in the Office of the Information and Privacy Commissioner of Ontario’s 2023 Transparency Showcase, which was a virtual exhibit featuring innovative and impactful transparency projects by public institutions. Cornwall, Ontario Driving value and added revenue By exploring commercial opportunities for MPAC data, we are reducing MPAC’s reliance on funding from municipalities. Commercializing our leading technologies For over two decades, MPAC has assessed and delivered accurate property assessments for over five million properties in Ontario. MPAC has achieved this long-term success by developing leading technologies and having a strong understanding of the systems required for modern property assessment. MPAC’s commercial software and valuation teams leveraged our experience, innovation, and knowledge to develop a commercial property assessment software solution based on MPAC’s existing world-class infrastructure. 2023 Annual Report | 35 As our first international client, Tailte Éireann, the Valuation Office of Ireland, launched our product in 2023. Tailte Éireann is leveraging the tools configured by MPAC to deliver on their valuation mandate, and they will continue to use the product for the next five years. As international interest grows and assessment jurisdictions continue to look to MPAC for our expertise and technological innovations, we will grow our commercial software business. The additional revenue stream will continue to offset the municipal levy as we deliver on our statutory responsibility to Ontario. To see the services tailored for Tailte Éireann, watch the video below. 2023 Annual Report36 | Realizing our potential with Ontario’s REALTORS® MPAC’s inventory of real property information helps Ontario’s REALTORS® move their business forward. In 2023, MPAC’s Business Development division focused on developing strong relationships within Ontario’s real estate community. To reach our business goals, we shared our knowledge as Ontario’s property experts with all REALTORS® across Ontario. 46,000 Real Estate Agents received our REALTOR® focused newsletters, and 14,000 Real Estate Agents joined MPAC for 240 training sessions. We also attended 20 real estate industry events. Services tailored for Tailte Éireann Partnerships fortified by property data play a crucial role in the dynamic landscape of the real estate industry. These connections allow us to harness diverse expertise and insights, enabling us to unlock even more innovative opportunities and drive transformative growth.” Lee Taylor VICE-PRESIDENT, BUSINESS DEVELOPMENT Brampton, Ontario 2023 Annual Report | 37 MPAC Success Stories: Commemorating 20 years in business development 2023 marks our 20th anniversary in business! Since 2003, we generated $270 million in revenue, which offsets the municipal levy. These returns also allow us to invest in our business operations so we can be innovative, inventive, and stay ahead of the curve. 2023 Annual Report38 | Providing greater functionality with propertyline™ MPAC’s propertyline platform provides our commercial customers with access to real-time property information and a variety of reports, such as our industry-leading Automated Valuation Model (AVM) products. In 2023, MPAC migrated the online management of propertyline in-house. This change resulted in substantial cost savings, and it has enabled our IT department to enhance platform functionality. Further integrating MPAC’s data into the platform has allowed us to enhance functionality by introducing these new features: • A new property type layer. • Better measuring tools. • A new display tab for property assessment details. • Increased marketing and training capabilities, such as the potential for coupon codes. MPAC’s propertyline™ was also featured in the Proptech in Canada 2023 report, which highlighted our leadership in the Property Data and Appraisal category. Leadership 2023 Executive Management Group Nicole McNeill MPAC President and Chief Administrative Officer Rupa Aggarwal Executive Director, Equity, Diversity, Inclusion and Anti-Racism (EDIA) Jamie Bishop Vice-President, Corporate and Government Relations Ed Broderick Vice-President, Human Resources Chris Devadason Vice-President, Innovation Sujit Jagdev Vice-President and Chief Information and Technology Officer Matthew Kanter Vice-President and General Counsel Don Leblond Vice-President and Chief Strategy Officer Carmelo Lipsi Vice-President, Valuation & Customer Relations and Chief Operating Officer Greg Martino Vice-President and Chief Valuation and Standards Officer Mary Meffe Vice-President, Corporate and Information Services and Chief Financial Officer Lee Taylor Vice-President, Business Development 2023 Annual Report | 39 2023 Board of Directors We are accountable to the people of Ontario through our Board of Directors appointed by the Minister of Finance. The Board provides governance and oversight to ensure our organization’s overall direction, effectiveness, supervision and accountability. Alan Spacek (Chair) (Retired) Mayor, Town of Kapuskasing Janice Baker Chief Administrative Officer, Region of Peel Paul Bernards Finance Professional Niels Christensen Managing Director and Broker, Christensen Real Estate Group Andrew Gassmann President and Chief Executive Officer, ABG Analytika Consulting Inc. Nazmin Gupta Managing Director of Capital Raising and Investor Relations, BentallGreenOak Ray Kindiak Lawyer and Corporate Finance Professional Wendy Landry Mayor, Municipality of Shuniah and President, Northwestern Ontario Municipal Association (NOMA) Jon Olinski (Vice-Chair) Professor and Program Coordinator, Public Administration program, Seneca College Delia Reiche Development Liaison, County of Brant and (Former) Deputy Mayor, Thames Centre Roberto Rossini (Retired) Deputy City Manager and Chief Financial Officer, City of Toronto Ken Seiling (Retired) Regional Chair, Region of Waterloo and (Former) Mayor, Woolwich Township 2023 Annual Report40 | Patricia Vanini (Retired) Executive Director, Association of Municipalities of Ontario Derek Vanstone Global Director of Government and Regulatory Affairs at Hatch Additional reporting 2023 Municipal Partnerships Report Our Municipal Partnerships Report displays the ways we stayed focused on delivering the services Ontario municipalities rely on, while also looking toward the future. 2023 Performance Report Our 2023 Performance Report provides insight into our strategic and operational performance. It includes measures such as new assessment growth, customer experiences, the proportion of property assessments accepted without going to appeal, financial efficiencies and levy offsets. 2023 Annual Report | 41 Financial highlights Statement of Operations (In Thousands of Dollars) Revenue 2023 2022 Municipal 214,919 214,919 Other 26,117 27,094 Interest and Dividend Income 5,097 4,297 Total Revenue 246,133 246,310 Expenses 2023 2022 Salaries and Benefits 199,198 193,095 Professional Services 10,978 11,909 Information Technology 11,783 11,732 Facilities 8,567 8,600 General and Administrative 8,203 6,937 Royalties 2,697 4,290 Amortization of Capital and Intangible Assets 3,002 3,171 Gain on Disposal of Capital Assets (119) (618) Total Expenses 244,309 239,116 Excess of Revenue Over Expenses for the Year Before Changes in Fair Value of Investments 1,824 7,194 Changes in Fair Value of Investments 7,998 (13,711) Excess (Deficiency) of Revenue Over Expenses for the Year 9,822 (6,517) Statement of Changes in Net Assets (In Thousands of Dollars) 2023 2022 Net Assets - Beginning of Year 105,614 95,792 Excess (Deficiency) of Revenue Over Expenses for the Year 9,822 (6,517) Net Actuarial Gain (Loss) on Employee Future Benefits (3,104) 16,339 Net Assets - End of Year 112,332 105,614 2023 Annual Report42 | *Note: the above is an excerpt from the 2023 Audited Financial Statements prepared in accordance with Canadian accounting standards for not-for-profit organizations, and should be read in tandem with the audited statements. Connect with us Customer Contact CentreToll Free: 1-866-296-6722TTY: 1-877-889-6722Monday to Friday, 8 a.m. to 5 p.m. Mail1340 Pickering Parkway, Suite 101 Pickering, OntarioL1V 0C4 Onlinempac.ca mpac.ca Accessible formats and communication supports are available upon request. Compliance statement: In keeping with the reporting requirements under the Municipal Property Assessment Corporation Act, the Corporation has complied with any policies, procedures and standards established by the Minister under Section 10, and with the process established regarding the development and implementation of quality service standards by the Quality Service Commissioner. © 2023 MPAC. All Rights Reserved. Privacy Policy. PerformanceReport 2023 Puente de Luz Pedestrian Bridge, Toronto, Ontario 2023 Performance Report2 | Huntsville, Ontario Contents 2023 Performance Report | 3 Introduction 4 Goal: Assessment Excellence 6 Objective: Assessment Growth Capture 6 Objective: Assessment Accuracy and Equity 9 Objective: Assessment Stability 12 Goal: Customer Service and Stakeholder Engagement 16 Objective: Customer Satisfaction 17 Objective: Stakeholder Engagement 19 Goal: Operational Efficiency 21 Objective: Financial Efficiency 21 Appendix A: Changes to Measures 24 Appendix B: List of Measures & Performance 25 Huntsville, Ontario Introduction 2023 Performance Report4 | The Municipal Property Assessment Corporation (MPAC) is an independent, not-for- profit corporation funded by Ontario municipalities, with a duty to accurately assess and classify all properties in Ontario. MPAC’s role, responsibilities and authority are included in the Municipal Property Assessment Corporation Act, the Assessment Act and regulations set by the Government of Ontario. We are accountable to the Province, municipalities and the property taxpayers of Ontario through a 13-member Board of Directors. Barrie, Ontario 2023 Performance Report | 5 This report provides the public, our partners, and our stakeholders with insight into MPAC’s strategic and operational performance. It is one-way MPAC works to ensure we are accountable for generating fair, accurate, transparent property assessments in an efficient manner. For most measurements, MPAC has set performance targets by analyzing past performance, or by adopting existing targets from other reporting mechanisms, such as the Service Level Agreement (SLA) established between MPAC and Ontario municipalities. Targets are flagged as “SLA” where this is the case. In 2023, we have adopted the best practice of averaging past results from 2020-2022 to arrive at each measure’s new baseline for the foreseeable future. The Performance Report contains a total of 18 measures, organized into three broad goals. Each goal contains objectives and associated performance indicators to evaluate MPAC’s ability to achieve each goal. In 2023, MPAC met 14 of the 16 performance measure targets. Details about each measure and how they fulfill MPAC’s operational goals are included in this report. The following chart provides a summary of results of the operational metrics outlined in the report: Performance Goal Number of Measures Number of Measures That Include a Target Number of Measures That Met orPartially Met Their Targets Assessment excellence 9 7 6/7 Customer service and stakeholder engagement 6 6 6/6 Operational efficiency 3 3 2/3 Total 18 16 14/16 2023 Performance Report6 | Goal: Assessment Excellence Property assessments are the foundation of Ontario’s property tax system, which generates approximately $24 billion in municipal property taxes and $7 billion in education taxes each year1. We continuously monitor property sales transactions, rental information, and new construction to update our assessment data. This work ensures that the assessed values of properties across Ontario meet high standards set out by the International Association of Assessing Officers (IAAO), and meet our commitment to ensure a fair, equitable and transparent property taxation system for Ontario municipalities and the taxpayers they serve. We are committed to delivering operational excellence and assessment excellence in the work that we do. MPAC works to provide Ontario’s municipalities with a stable assessment base. This means municipalities can expect a limited impact on their property tax base due to appeals, and property owners can expect an accurate assessment so that their share of property taxes is calculated fairly. Assessment growth capture, assessment accuracy, equity and stability are important metrics for gauging our delivery of assessment excellence. Objective: Assessment Growth Capture MPAC updates our database daily to ensure we maintain up- to-date information for every property in Ontario—totalling more than 5.6 million properties as of 2023. Our work includes gathering information on new properties and changes to existing properties to capture what is known as new assessment. When MPAC processes new assessment, we issue a Property Assessment Change Notice to the property owner. This new assessment is captured on the assessment roll and 1 https://efis.fma.csc.gov.on.ca/fir/index.php/en/multi-year-reports/provincial-summary/ 2023 Performance Report | 7 can result in assessment growth for a municipality and the province as a whole. The taxes generated from new assessment are a key source of new revenue for municipalities, which they can use to fund local priorities. Indicator: New Assessment Service Thanks in large part to collaboration with our municipal partners, in 2023, we were able to add more than $42 billion in new assessment to municipal assessment rolls across Ontario. This marks a record-breaking year for MPAC. We are proud to report that we processed 87.22% of new assessment within one year of occupancy, exceeding our target of 85%. Collaborating with municipalities to digitize their building permit process provides MPAC with access to electronic building plans, allowing for more efficient data collection. To date, nearly 340 municipalities have submitted digital building plans electronically, and over 31% of all plans are being received electronically. This means that we can capture new assessment 150 days earlier, which means new revenues for municipalities sooner. Although we met our target, not all municipalities have the same experience with assessment growth. Every effort is made to capture new assessment, there are many factors that may impact MPAC’s ability to achieve this target, such as changes in market conditions, construction delays, delay in delivering of building permit notifications from municipalities and limited access to seasonal properties. When this is the case, we are having regular conversations with impacted municipalities. New Assessment Service Indicator: Parcel Maintenance Timelines 0% 20% 40% 60% 80% 100% $0 $10 $20 $30 $40 $50 2020 2021 2022 2023 % Assessed within one year$ (Billions)Year New Assessment Growth Assessed within one year of occupancy MPAC processes parcel information including severances, consolidations, new registered plans of subdivision, reference plans and condominium plans which contributes to new assessment by way of Severance and Consolidation Information Forms (SCIFs) and Condominium Plan Information Forms (CPIFs). The efficient processing of these parcel changes supports both the timely delivery of new assessment growth and parcel maintenance details to municipalities to support changes to their tax rolls. Please note that the time period for this indicator does not commence when MPAC receives the information, but the date on which it is registered with the province. Overall, all targets have been met. The one subset of properties that 2023 Performance Report8 | MPAC periodically processes outside of these time frames are complex severances. Complex severances may include, but not limited to, properties containing multiple classifications of land and/or improvements, or severances that require further policy interpretation, and/or are linked to pending work objects that precede the severance. Measure Target Baselines(2020-2022)2022 2023 Growth assessed within one year of occupancy >=85% (SLA) 85.89% Total Transactions: $37,700,134,562 Within One Year: $32,379,875,573 86.06% Total Transactions: $37,756,994,206 Within One Year: $32,492,375,015 87.22% Total Transactions: $42,002,510,227 Within One Year: $36,633,713,169 Severance and Consolidation Information Forms (SCIFs) delivered within 150 days of registration and within one year of registration 90% within 150 days 100% within one year (SLA) 150 Days 96.65% One Year 98.3% 150 Days 97.49% 9,976 of 10,233 One Year 98.93% 10,123 of 10,233 150 Days 98.38% 8,993 of 9,141 One Year 99.60% 9,104 of 9,141 Condominium Plan Information Forms (CPIFs) delivered within 150 days of registration and within one year of registration 90% within 150 days 100% within one year (SLA) 150 Days 85.68% One Year 98.65% 150 Days 93.13% 217 of 233 One Year 99.57% 232 of 233 150 Days 97.68% 253 of 259 One Year 100% 259 of 259 2023 Performance Report | 9 Objective: Assessment Accuracy and Equity Accurate and equitable assessments provide municipalities and the Government of Ontario with a reliable foundation for taxation. The Office of the Quality Service Commissioner, an independent office reporting to MPAC’s board of directors, measures the quality of MPAC’s assessed values against industry standards set by the IAAO. The IAAO is a non- profit, educational and research association that promotes global excellence in property appraisal, assessment administration and property tax policy. These industry standards are measured when MPAC updates property values provincewide. The Assessment Update originally scheduled for the 2021 taxation year was postponed by the Ontario government during the COVID-19 pandemic. Property assessments continue to be based on a market value of January 1, 2016. MPAC will report on the quality measures once a new valuation date is in place. In between assessment updates, MPAC measures the accuracy and equity of our assessments through other metrics, detailed below. 2023 Performance Report10 | Indicator: Property Reviews Performed Properties are constantly changing, and it is our job to keep the data we have on file up-to-date and accurate. When changes to a property occur, we conduct a review to ensure our assessments accurately reflect the current state and condition of the property. MPAC may conduct a property review due to a recent sale, a new building permit, a data integrity review, a request for reconsideration, or an appeal. To capture all the changes to a property that may occur, MPAC prioritizes its reviews where property data may have changed. Typically, our goal is to complete 550,000 property reviews annually and to utilize technology and various data sources to complete approximately 75% of all property reviews. In this pursuit, prior to conducting reviews, MPAC completes a triage to identify the optimal method to identify and capture any data related to assessment changes ensuring compliance with industry standards. This may result in either relying on third party sources of information, the collection of information by way of an onsite inspection or possibly a combination of the two approaches. Property reviews are also part of our work to capture assessment growth. In some cases, property reviews may result in a decrease of a property’s assessed value, such as when a home is demolished or damaged. MPAC distinguishes between residential and non-residential reviews; and reviews conducted on-site, and those completed off-site using building plans, financials, digital imagery, and information gathered directly from the property owner. Property Reviews 0 100,000200,000 300,000 400,000500,000 600,000 700,000 2020 2021 2022 2023Number ofproperty reviews Performance year Off-site Residential Reviews On-site Residential Reviews Off-site Non-Residential Reviews On-site Non-Residential Reviews In 2023, MPAC conducted a total of 393,235 property reviews; comprised of 111,532 non-residential properties and 281,703 residential properties. The number of reviews were limited due to a decrease in off-site reviews for both property types. This decrease is consistent with business decisions to place more emphasis on property reviews that are tied to other work objects such as large-valued complex building permits and recent sales and/or appeals. MPAC completed 76% of non-residential property reviews off-site. Of these, 35% resulted in a change to the assessed value to the property. The remaining 24% of non-residential property reviews included on-site inspections, and the percentage of properties that experienced a change in assessed value was 44%. 2023 Performance Report | 11 MPAC completed 66% of residential property reviews off-site. Of these, 50% resulted in a change to the assessed value to the property. The remaining 34% of residential property reviews included on-site inspections, and the percentage of properties that experience a change in assessed value was 70%. Measure Target Baselines(2020-2022)2022 2023 Number of property reviews performed Total reviews >=550,000 Off-site ~75%, 412,500 Total reviews = 518,640 Off-site = 83.39%; 360,608 Total reviews = 434,899 Residential: 309,559 Non-Residential: 125,310 Off-site = 82.92%; 360,608 On-site = 17.08%; 74,261 Total reviews = 393,235 Residential: 281,703 Non-Residential: 111,532 Off-site = 69%; 270,212 On-site = 31%; 123,023 Caledon, Ontario 2023 Performance Report12 | Objective: Assessment Stability MPAC’s property assessments are delivered to municipalities in annual assessment rolls covering every property in their jurisdiction. MPAC works to maintain assessment rolls that are complete, traceable, predictable, and stable. MPAC staff and representatives advocate for accurate and equitable assessments using their professional skills and knowledge. The Assessment Stability performance measures highlight the high degree of accuracy, equity, and fairness of MPAC assessments, and the stability they provide to municipal finances. Requests for Reconsideration (RfR) and Appeals If a property owner disagrees with the assessed value and/or classification of their property, they may submit a Request for Reconsideration (RfR) to MPAC. When MPAC receives an RfR, we review the property’s assessment in detail, free of charge, to determine its accuracy as long as it has met requirements set out in section 39.1 of the Assessment Act. The RfR process enables MPAC to resolve property owner concerns without the need for an appeal. If a property includes land classified in the residential, farm or managed forest property tax class, the property owner must attempt to resolve the matter through the RfR process. If the property owner disagrees with the results of their RfR, they may appeal MPAC’s assessment to the Assessment Review Board (ARB). Property owners of other properties may submit an RfR to MPAC or file an appeal directly to the ARB. The ARB is an independent tribunal of the Ontario Ministry of the Attorney General. The ARB’s decisions are final and binding; they can only be appealed to the Divisional Court on questions of law. The ARB plays an important role in the fairness and transparency of the Ontario property taxation system. If an RfR or appeal results in a reduction in a property’s assessed value, then the municipality where the property is located must adjust the taxes they have levied. The length of time to complete an RfR or an appeal can vary, so the municipality may have to adjust taxes retroactively for multiple years. This presents a financial risk for municipalities and their taxpayers. As such, MPAC measures how many property owners accept their assessment without an RfR or appeal, and how many property values change following the RfR process. These are key indicators of assessment excellence and stability. Indicator: Request for Reconsideration Related Assessment Change The RfR and appeal processes provide an opportunity for MPAC and property owners to collaboratively exchange information. New and corrected information about the property may result in a revision to the assessment of a property. MPAC welcomes the opportunity to work with property owners to revise our property data to reflect new information. MPAC does not set a target for RfR and Appeal related assessment change performance measures since it may influence the quality of review by MPAC staff. 2023 Performance Report | 13 During 2023, we completed a total of 10,884 RfRs. Of these, 5,338 RfRs led to a change to the current value assessment of the property. This represents a change to only 0.1% of all properties in Ontario. It is worth noting that as the assessment cycle moves further from the base year, MPAC tends to receive fewer RfRs. Indicator: Assessment Accepted without Appeals High acceptance of assessments by property owners in Ontario indicate the stability, quality, accuracy, equity, and uniformity of MPAC’s property assessments. Approximately 43,070 properties were appealed between 2017-2023, based on MPAC’s January 1, 2016 current value assessment. This means that of Ontario’s 5,612,845 properties, 99.23% of assessments were accepted without appeal for the 2017-2023 taxation years. Measure Target Baselines(2020-2022)2022 2023 Percentage of all properties experiencing a valuation change via the RfR process No target 0.16%0.09% 5,070 of 5,547,280 0.1% 5,338 of 5,612,845 Percentage of all property assessments accepted without appeal >=99%99.32% 99.26% 5,506,383 of 5,547,280 99.23% 5,569,775 of 5,612,845 Renfrew, Ontario 2023 Performance Report14 | Indicator: Appeals Related Assessment Change MPAC contributed to the resolution of appeals on 3,095 properties in 2023. This includes appeals initiated in the current tax year, and previous years. Of these appeals, 56.47% resulted in no change in assessed value. This includes appeals where the ARB confirmed the assessed value, as well as those that were dismissed or withdrawn. Withdrawals often happen because MPAC works with property owners to correct issues with their assessment or clarify the basis for their assessment. Because of these efforts, the property owner may choose not to proceed further with their appeal. In 2023, there are fewer appeals remaining. Those remaining are complex. Numerous outstanding appeals have been put on hold by the Assessment Review Board pending determinations of Divisional Court matters. Appeals Related Assessment Change 0 2,000 4,000 6,000 8,000 10,000 12,000 2020 2021 2022 2023 Appeals concluded for properties with value change Appeals concluded for proeprties with no value change Measure Target Baselines(2020-2022)2022 2023 Appeals concluded for properties during the year with no value change No target 57.26% 42.04% 2,429 of 5,778 56.47% 1,748 of 3,095 Indicator: Request for Reconsideration and Appeal Changes When RfRs and appeals result in changes to a property’s value, this is reflected in the assessment roll, thus impacting municipal finances for the taxation year. In 2023, 395 of the 414, or 95.41% of lower-tier and single-tier municipalities had minor appeal and RfR losses representing less than 0.5% of their assessment base. Indicator: Municipal Stability To calculate the second measure, we included RfR and appeal losses that subtracted from the assessment base, and the new 2023 Performance Report | 15 assessment we captured that added to the assessment base. Factoring in new assessment, 403 of 414 municipalities maintained or increased their assessment base in 2023. Exceeding the targets for these two measures significantly highlight the stability, quality, accuracy, equity, uniformity and work put into MPAC’s property assessments. Measure Target Baselines(2020-2022)2022 2023 Percentage of lower tier/single tier municipalities not experiencing appeal & RfR losses greater than 0.5% >=85% 91.86%93.24% 386 of 414 95.41% 395 of 414 Percentage of lower tier/ single tier municipalities with assessment base remaining the same or increasing >=90%96.63%98.55% 408 of 414 97.34% 403 of 414 2023 Performance Report16 | Goal: Customer Service and Stakeholder Engagement As part of the 2021-2025 Strategic Plan, MPAC is working to elevate the property owner and stakeholder experience. We are dedicated to strengthening our municipal, industry, and provincial relationships by expanding value-added products and services to meet their diverse and evolving needs. At the same time, MPAC’s core work to deliver property assessments remains critical to Ontario’s municipalities. Our work to better engage and serve municipal partners includes an ongoing series of webinars, new systems that provide improved, real-time access to assessment data, and the shift to digital e-permits and ongoing communication with Ontarians about changes in the province’s property landscape. Brockville, Ontario 2023 Performance Report | 17 Objective: Customer Satisfaction Indicator: Customer Contact Centre Satisfaction and Responsiveness In 2023, MPACs Customer Contact Centre (CCC) received 170,619 calls, e-mails, or chat messages from our customers. As a key performance indicator of timeliness, the CCC responded to 90% of phone inquiries in 5 minutes or less, and 91% of e-mail inquiries within 2 business days. As a measure of the customer’s overall experience, 11,121 customers completed a post contact survey resulting in 94% indicating they were either satisfied or very satisfied with MPAC’s service. Measure Target Baselines(2020-2022)2022 2023 Overall customer satisfaction with MPAC›s Customer Contact Centre >=90% 93%94% 94% Percentage of calls responded to by staff within 5 minutes >=90%89%90%90% Percentage of emails responded to by staff within 2 business days >=90%83%80%91% Indicator: Municipal Services Levels Met To measure the delivery of services to Ontario’s municipalities, and to ensure mutual accountability, MPAC and its municipal partners jointly developed a Service Level Agreement (SLA). The SLA spells out fair, meaningful, performance standards for the assessment services that municipalities and taxpayers rely on most. In addition, the agreement fosters continuous improvement in service delivery by nurturing collaboration between MPAC and municipalities. The SLA measures 12 different service levels, including: •Processing of building permits, •Delivery of Post-Roll Reports and New Assessment Forecasts, •Response to and Resolution of Municipal enquiries, and •Delivery of Year-End Tax File. During 2023, we were able to meet 97.72% of all Municipal Service Levels. Our partnerships with municipalities and 2023 Performance Report18 | stakeholders are stronger than ever, and when we are not able to meet a service level, there is a fact-based conversation with the municipality to discuss the cause of the missed service level and how it can be remedied in the future. Municipal Service Levels Met 0% 20% 40% 60% 80% 100% 2020 2021 2022 2023Percentage of Service Levels MetPerformance Year Indicator: Municipal Inquiry Responsiveness Under the SLA, our staff must acknowledge and respond to municipal inquiries within 30 calendar days. This service level demonstrates MPAC’s accountability and overall customer service commitment to our municipal partners which we achieved in 2023 by responding to 99.8% of all inquiries within 30 days with an average response rate of 6 days. By responding in a timely fashion, MPAC ensures municipalities have the information they need to answer any property-specific questions their constituents may have. Measure Target Baselines(2020-2022)2022 2023 Percentage of municipal service levels met >=90% (SLA)90%94%97.72% Percentage of municipal inquiries responded to by staff within 30 calendar days >=100% (SLA)99.64%99.72% 13,485 of 13,523 99.8% 17,544 of 17,579 2023 Performance Report | 19 Objective: Stakeholder Engagement Our liaison groups bring municipalities, municipal sector associations, industry representatives and our experts together, setting the foundation for greater engagement and partnership. Through ongoing engagement, we are committed to building trust and strengthening relationships as part of our commitment to assessment excellence. Indicator: Stakeholder Engagement Frequency As part of our municipal and stakeholder engagement strategy, in 2023 we had a total of 7,802 engagement sessions with our municipal partners, which included meetings, webinars, conferences, and training opportunities. MPAC provides municipal partners with assessment-related information through a variety of channels, including Municipal Connect, virtual conferences, MPAC webinars and mpac.ca. The frequency of engagements in 2023 exceeded past results due to resources committed to engaging and supporting newly elected municipal councillors after the 2022 municipal elections. MPAC works with municipalities, Members of Provincial Parliament and local industry stakeholders on the following topics, and has maintained a strong presence at the following conferences: Topics Conferences/Events •Who we are/what we do •Property tax vs. assessment •Municipal Connect and enhancements to the municipal experience •Status of next assessment update •New Assessment •E-permitting •Annotated Assessment Act Resource •Small Business Property Subclass •MPAC 101 •Modernization of MPAC Products and Services •Appeals Update •Pits & Quarries Update •Overview of About My Property •Farm Tax Incentive Program •Rural Ontario Municipal Association (ROMA) •Economic Developers Council of Ontario (EDCO) •Ontario Business Improvement Area Association (OBIAA) •Northwestern Ontario Municipal Association (NOMA) •Ontario Small Urban Municipalities (OSUM) •Ontario Municipal Administrator› Association (OMAA) •Federation of Northern Ontario Municipalities (FONOM) •Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) •Association of Municipalities of Ontario (AMO) •Ontario Municipal Tax and Revenue Association (OMTRA) •Association française des municipalités de l’Ontario (AFMO) •Municipal Finance Officers Association (MFOA) •Ontario East Municipal Conference (OEMC) •International Association of Assessing Officers (IAAO) and Institute of Municipal Assessors (IMA) •Ontario Professional Planners Institute (OPPI) •Ontario Building Officials Association (OBOA) 2023 Performance Report20 | Measure Target Baselines(2020-2022)2022 2023 Number of municipal engagement sessions “engagements” includes quarterly meetings, days with MPAC, conference work, monthly webinars, training sessions and MPAC 101 for new staff, Council Session, etc. 4,440 engagement sessions with all municipalities throughout the year. 4,785 4,756 engagements completed 7,802 engagements completed Toronto, Ontario 2023 Performance Report | 21 Goal: Operational Efficiency As our province has grown and some of our workload has increased, we have worked to offset the cost of our services through innovation and finding new ways of doing business. Historically, we have tried to keep budget increases – and by extension municipal levy increases – at or below inflation. We are committed to delivering our services efficiently by controlling expenses while unlocking opportunities to provide value and generate additional revenue. strategically investing dollars and focusing our attention where it matters the most. Indicator: Budget Variance At the beginning of 2023, we forecast our annual expenditures and committed to managing our operating budget variance of no more than a 3%. This metric is an indicator of budgeting and MPAC calculates the levy for each municipality based on the proportion of the province’s properties, and the proportion of the province’s total assessed value in their jurisdiction. MPAC’s funding requirements include the cost of operations, capital spending and reserve requirements. However, the cost to municipalities is offset by revenues from commercial activities, such as licensing data, selling services and technologies and investment income. The net amount is the total municipal levy. Objective: Financial Efficiency As a public sector organization, we are also accountable to the Ontario property taxpayer. As such, we are committed to managing our budget and resources responsibly by forecasting accuracy, holding MPAC accountable to efficient use of funds in that requested funds are wholly and appropriately utilized. In 2023, MPAC is proud to report that we had an operating budget variance within 1.7%. 2023 Performance Report22 | MPAC has been controlling expenses through the strategic management of financial and business operations, including efforts to modernize existing services and increase commercial revenues. Although we faced increases in collectively bargained labour costs, and rising inflation, we avoided a budget increase for the third straight year in 2023 and thus were able to freeze the total municipal levy in 2023. For more information on our Statement of Operations, please find our Financial Highlights for 2023 in the 2023 Annual Report. Indicator: Annual Levy Offset MPAC data is used extensively in commercial markets, including real estate, financial services, insurance, and utility. The revenue generated from our Business Development activities offsets municipal funding and has a direct benefit to the people of Ontario, saving municipalities over $132 million since 2002. At the beginning of 2023, we set out to achieve at least $16.6 million in surplus generated from value-added products. We exceeded this target, with revenue from business development activities generating $17.7 million in 2023. 2023 Performance Report | 23 Annual Levy Offset $0 $2,000,000 $4,000,000 $6,000,000$8,000,000 $10,000,000 $12,000,000 $14,000,000 $16,000,000 $18,000,000 $20,000,000 2020 2021 2022 2023$Performance Year Indicator: Cost Per Property To demonstrate the efficiency of our services we calculate the Cost Per Property by adding up MPAC’s total core (i.e. excluding Business Development and Enumeration) operating and capital expenses and dividing by the total number of properties in Ontario. This is a common practice in other assessment jurisdictions. It does not consider weighting of different property types. Cost Per Property reflects MPAC’s commitment to keeping costs to the taxpayer as low as possible while delivering the services that our stakeholders rely on. In 2023, MPAC’s cost per property was $41.78, slightly higher than the 2023 target of $41.31. This represents a 1.12% increase from the prior year’s cost-per property and is significantly less than Ontario’s 2023 annual average inflation rate of 3.8%2 . Measure Target Baselines(2020-2022)2022 2023 Year-end operating budget variance <=3%2.53%1.6%1.7% Annual levy offset >=$16.6M in surplus generated from value-added products (Revised) $15.1M $17.3M $17.69M Cost Per Property <=$41.31 (Revised)$40.97 $41.31 $41.78 2 https://www150.statcan.gc.ca/n1/daily-quotidien/240116/cg-b006-eng.htm Appendix A: Changes to Measures 2023 Performance Report24 | The list below of Performance Measures were altered in some way from last year’s iteration of MPAC’s Performance Report. Indicator Measure Target (New)Target (Old)Reason for Change Property Review Performed Number of property reviews performed Target remained the same. Included data to distinguish between residential & non-residential property reviews. Stakeholder Engagement Frequency Number of municipal engagement sessions “engagements” includes quarterly meetings, days with MPAC, conference work, monthly webinars, training sessions and MPAC 101 for new staff, Council Session, etc. 4,440 engagement sessions with all municipalities throughout the year One quarterly engagement for all 444 municipalities (1,776) Target increased based on past operational performance exceeding previous targets. Annual levy offset Annual levy offset >=$16.6M >= $14.4M Target changes yearly based on departments internal target setting. Cost per property Cost per property <=$41.31 <=$40.68 Target changes yearly. New target is based on last year’s results. Appendix B: List of Measures and Performance Measure Target Baselines (Avg: 2020-2022)2022 2023 Assessment Excellence Assessment Growth Capture Growth assessed within one year of occupancy >=85% (SLA) 85.89% Total Transactions: $37,700,134,562 Within One Year: $32,379,875,573 86.06% Total Transactions: $37,756,994,206 Within One Year: $32,492,375,015 87.22% Total Transactions: $42,002,510,227 Within One Year: $36,633,713,169 Severance and Consolidation Information Forms (SCIFs) delivered within 150 days of registration and within one year of registration 90% within 150 days 100% within one year (SLA) 150 Days 96.65% One Year 98.3% 150 Days 97.49% 9,976 of 10,233 One Year 98.93% 10,123 of 10,233 150 Days 98.38% 8,993 of 9,141 One Year 99.60% 9,104 of 9,141 Condominium Plan Information Forms (CPIFs) delivered within 150 days of registration and within one year of registration 90% within 150 days 100% within one year (SLA) 150 Days 85.68% One Year 98.65% 150 Days 93.13% 217 of 233 One Year 99.57% 232 of 233 150 Days 97.68% 253 of 259 One Year 100% 259 of 259 2023 Performance Report | 25 Measure Target Baselines (Avg: 2020-2022)2022 2023 Assessment Accuracy & Equity Number of property reviews performed Total reviews >= 550,000 Off-site 75%, 412,500 reviews Total reviews: 518,640 Off-site = 83.39%; 432,478 Total reviews: 434,869 Residential: 309,559 Non-Residential: 125,310 Off-site: 82.92%; 360,608 On-site:17.08%; 74,261 Total reviews: 393,235 Residential: 281,703 Non-Residential: 111,532 Off-site: 69%; 270,212 On-site: 31%; 123,023 Assessment Stability Percentage of all properties experiencing a valuation change via the RfR process No Target 0.16%0.09% 5,070 of 5,547,280 0.1% 5,338 of 5,612,845 Percentage of all property assessments accepted without appeal >=99%99.32%99.26% 5,506,383 of 5,547,280 99.23% 5,569,775 of 5,612,845 Appeals concluded for properties during the year with no value change No Target 57.26%42.04% 2,429 of 5,778 56.47% 1,748 of 3,095 Percentage of lower tier/single tier municipalities not experiencing appeal & RfR losses greater than 0.5% >=85%91.86%93.24% 386 of 414 95.41% 395 of 414 Percentage of lower tier/single tier municipalities with assessment base remaining the same or increasing >=90%96.63%98.55% 408 of 414 97.34% 403 of 414 Customer Service & Stakeholder Engagement Customer Service Overall customer satisfaction with MPACˈs Customer Contact Centre >=90%93%94% 94% 2023 Performance Report26 | Measure Target Baselines (Avg: 2020-2022)2022 2023 Percentage of calls responded to by staff within 5 minutes >=90%89%90%90% Percentage of emails responded to by staff within 2 business days >=90%83%80%91% Percentage of Municipal Service Levels Met >=90% (SLA) 90%94%97.72 Percentage of municipal inquiries responded to by staff within 30 calendar days >=100% (SLA) 99.64%99.72% 13,485 of 13,523 99.8% 17,544 of 17,579 Stakeholder Engagement Number of municipal engagement sessions “engagements” includes quarterly meetings, days with MPAC, conference work, monthly webinars, training session and MPAC 101 for new staff, Council Session, etc. 4,440 engagement sessions with all municipalities throughout the year. 4,785 4,756 engagements completed 7,802 engagements completed Operational Efficiency Financial Efficiency Year-end operating budget variance <=3%2.53%1.6%1.7% Annual levy offset >=$16.6M in surplus generated from value-added products (Revised) $15.1 $17.3M $17.69M Cost per property <=$41.31 (Revised) $40.97 $41.31 $41.78 2023 Performance Report | 27 Connect with us Customer Contact CentreToll Free: 1-866-296-6722TTY: 1-877-889-6722 Monday to Friday, 8 a.m. to 5 p.m.provincial issues and trends. Watch y our email for registration details. Mail1340 Pickering Parkway, Suite 101Pickering, OntarioL1V 0C4NeAccount Manager. Onlinempac.ca mpac.ca Accessible formats and communication supports are available upon request. Compliance statement: In keeping with the reporting requirements under the Municipal Property Assessment Corporation Act, the Corporation has complied with any policies, procedures and standards established by the Minister under Section 10, and with the process established regarding the development and implementation of quality service standards by the Quality Service Commissioner. © 2023 MPAC. All Rights Reserved. Privacy Policy. NOTICE CONCERNING THE PROPOSED CLOSURE OF A HIGHWAY IN THE MUNICIPALITY OF BAYHAM TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham proposes to stop up and close a portion of the Snow Street road allowance, being Part 2 and Part 3 of 11R10789, as outlined on the Key Map below. ADDITIONAL INFORMATION relating to this proposed permanent closure may be obtained by contacting the Bayham Municipal Office, 56169 Heritage Line, Straffordville, during office hours Monday to Friday, between the hours of 8:30 a.m. and 4:30 p.m. Comments will be received by email to consultations@bayham.on.ca or in writing at the municipal office until 4:30 p.m. on May 17, 2024. Council may consider a by-law to stop up and close a portion of the Snow Street road allowance at the June 6, 2024 meeting of Council. DATED at the Municipality of Bayham this 26th day of April, 2024. Thomas Thayer, CAO Municipality of Bayham 56169 Heritage Line Straffordville, ON, N0J 1Y0 Telephone: 519-866-5521 consultations@bayham.on.ca NOTICE CONCERNING THE PROPOSED CLOSURE OF A HIGHWAY IN THE MUNICIPALITY OF BAYHAM TAKE NOTICE that the Council of the Corporation of the Municipality of Bayham proposes to stop up, close, and convey a portion of the Faye Street road allowance, being Part 2 of 11R11164, as outlined on the Key Map below. ADDITIONAL INFORMATION relating to this proposed permanent closure may be obtained by contacting the Bayham Municipal Office, 56169 Heritage Line, Straffordville, during office hours Monday to Friday, between the hours of 8:30 a.m. and 4:30 p.m. Comments will be received by email to consultations@bayham.on.ca or in writing at the municipal office until 4:30 p.m. on May 17, 2024. Council may consider a by-law to stop up and close a portion of the Faye Street road allowance at the June 6, 2024 meeting of Council. A by-law to convey the above-noted Part may be considered by Council at a future date. DATED at the Municipality of Bayham this 26th day of April, 2024. Thomas Thayer, CAO Municipality of Bayham 56169 Heritage Line Straffordville, ON, N0J 1Y0 Telephone: 519-866-5521 consultations@bayham.on.ca I am forwarding this letter of concern that I am asking you to review and provide a response. You will note that I previously sent out a letter of concern regarding the future of Anne Street property adjacent to the park. It would appear that Bayham supports developers to pay rather than provide development of green space. As a resident in Vienna and municipality of Bayham I have to say that there are considerable acres of land in and about the village of Vienna for further development which means increased population including children and families. The current park in Vienna is neither a safe or functional park 12 months of the year. The business of the road to cross, proximity to the river and the fact that it is in an active floodplain makes it a risk to children and unable to provide a green space to use without concern for 12 months of the year. One wonders with the building that existed on the lands adjacent to it if in fact the integrity of the soil if tested were clear of carcinogens and hazardous contaminants. For this very reason the entire property on Anne street must remain parkland to ensure for the future needs of this community. It provides a safe place to play and for families to come together. Teams could enjoy this area if further developed for soccer and other sports. At the very least parking needs to be added to the park so people will have a safe place to park for activities. The pavilion and pickleball court were built at the cost of the Vienna Investment Fund but funds to improve Port Burwell and Intended improvement are coming from all taxpayers which seems a significant disadvantage to the residents of Vienna who continue to support the Vienna Lions Community Centre to pay their mortgage. The only parking for the parks is that which is at the Vienna Lions Community Centre and one cannot find the municipality providing insurance for damage or injury for that parking lot. I cannot imagine the Lions group providing that insurance for the general population and if there is damage done to this lot by members of the community using it or a vehicle is damaged because of issues with the parking lot who will reimburse the vehicle owner or injured party . With regard the practice of selling municipal properties to neighbours of the property which seems to be the practise previously observed for a Mr. Underhill and the closure of the road outside of Vienna along the river, I would respectfully request that this not happen on Plank Road.We need parking and have very limited legal street parking in Vienna. Parking on Plank Road allows people to leave their cars and attend stores and events with some security. When construction is being done on the streets of Vienna the lack of safe and legal parking makes for unsafe conditions and this happens frequently. Currently there is building going on in one location on Oak Street and potential for a second and third. No one is ensuring the safety of the community to drive on Oak street. Turning on and off of Fulton Street is extremely dangerous especially with the construction and the blind spots provided by the hill going West on Fulton Street. I would ask that this letter be seriously considered with any planning counsel may be undertaking and I am requesting at this time a response. From a personal perspective I am aging and so have little to gain for myself but there are so many dear children on Snow Street that I know and I value each one of them and want only the best for the residents of this village. It is my commitment to the children of Vienna to ensure they have opportunities and quality life so I am asking that counsel seriously consider ensuring the well being of every child and resident in Vienna as is provided in other communities in Bayham. Thank you for your time and consideration. Wendy Carmichael My name is James Hicks. I am a concerned resident on Chute Line (56078). Since my wife and I moved here 7 years ago we have had concerns about the gravel road. Our property is close to the top of a hill and the road at the end of our driveway is very narrow. It is under 20 feet wide and at times it has been 16 feet which I have photo documented. There is zero visibility prior to cresting the hill traveling west and no available room for two vehicles to pass in opposite directions creating the possibility of a head on collision. There are children on school buses and many cyclists, walkers, Atv’s and horseback riders that travel on Chute line as it is also part of the Trans Canada trail. We have witnessed a person having to jump over the barrier on the road into the ravine in order to avoid being hit by a transport truck. There is simply not enough road width for large transport trucks to travel on Chute Line without compromising the safety of anyone coming from the opposite direction. I am requesting a “Call to Action” as soon as possible to limit the size of vehicles allowed to travel on Chute line. Until the road is able to accommodate Transport Trucks they need to be prohibited. Safety is of utmost priority. Respectfully submitted. James Hicks and Marilyn Davies My camping club is interested in planting a Memorial tulip tree somewhere in Pt.Burwell, possibly the little park, in memory of the late Brenda Almond - former owner of the Pt.Burwell Home Hardware. We'd like to include a plaque engraved on a stone to sit beneath the tree. We are prepared to provide everything, including an underground anchor to prevent the stone from being stolen. I've already consulted with the Pt.Burwell Horticultural Society about a possible location, and they suggested the little park at the end of Erius Street. If we have the permission of Bayham Council, we will work with the Horticultural Society and Bayham Public Works to choose an appropriate site to plant the tree. We thank you in advance for your consideration, Lynn Acre on behalf of the Tri-County Travellers a chapter of Family Campers & RVers REPORT CLERK TO: Mayor & Members of Council FROM: Meagan Elliott, Clerk DATE: May 2, 2024 REPORT: CL-04/24 SUBJECT: SOCIAL MEDIA BACKGROUND Council received Report CL-17/23 at the December 21, 2023 Regular Meeting of Council and passed the following motion: Moved by: Councillor Chilcott Seconded by: Councillor Froese THAT Report CL-17/23 re Social Media Policy and Presence be received for information; AND THAT staff report back to Council in Q1 2024 with costs, timeline and processes associated with having a Facebook page for further consideration of potential implementation. DISCUSSION Staff reached out to the other Elgin Municipalities, including the County, for information on their Facebook implementation process and usage. The main takeaways are: 1. Implementation should only take a day or two. 2. Average amount of staff time on Facebook is 5-10 hours a week. 3. Have a message “pinned” to the top of the page that advises the account is only monitored during business hours. 4. Enable auto-messages on Messenger to note the proper channels to contact the Municipality. 5. Allow comments whenever possible. The purpose of social media is to be social – people want to share their opinions. 6. Have a strong Social Media Policy before launching to outline the proposed use and authority to remove inappropriate comments. 7. Invest in a Canva Pro membership to create graphics. Approximately $150 annual fee. 8. Have one Facebook profile for the entire Municipality – do not have separate accounts for different departments. Should Council be desirous to implement a Facebook account for Bayham, staff recommend adoption of a Social Media Policy in Q2, and the launch of the account in Q3. Staff then recommend to discontinue the Voyent subscription in 2025. The Voyent subscription takes effect in March of a given year which would allow for approximately 6 months of transition time for subscribers. The draft Social Media Policy that was included in Report CL-17/23 is attached to this Report. Council may review and provide comment on the draft Policy for staff to further consider prior to adoption. 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 address and evaluate technology and communication opportunities ATTACHMENTS 1. Draft Social Media Policy, as attached to CL-17/23 RECOMMENDATION THAT Report CL-04/24 re Social Media be received for information; AND THAT Council provide direction, if any, in regards to a Social Media Policy, potential launch of social media, and/or the discontinuation of Voyent in 2025. Respectfully Submitted by: Reviewed by: Meagan Elliott Thomas Thayer, CMO, AOMC Clerk Chief Administrative Officer Social Media Policy Section 1 – Purpose The Municipality of Bayham supports and promotes the use of social media as a tool to deliver effective and accessible communication about Municipal news, services and programs to the community. The purpose of this Policy is to set guidelines and standards to ensure the appropriate use and management of social media by employees whether at work or on personal time. These standards are in place for the protection of all employees and representatives of the Municipality. Section 2 – Scope This Policy applies to all Municipality of Bayham employees, Members of Council, and representatives of the Municipality. Section 3 – General Provisions Philosophy The Municipality is committed to delivering quality services and administration that is done in a transparent, accountable manner with a focus on communication and customer service. The Municipality utilizes social media for the purposes of sharing municipal information to our community, stakeholders, and visitors. Although having a social media presence, the Municipality does not engage on other platforms to correct false information. Any member of the public looking for information should always go through the Corporate Website or contact the Municipal Office directly. The use of social media is to support the information that is posted through the Corporate Website. Corporate Social Media Accounts & Use The Municipality of Bayham maintains a corporate Facebook page. The Clerk or designate is the Account Administrator and has access to log in, publish, post, share, and answer direct messages. The Account Administrator shall abide by the following: Not disclose confidential information Respect copyright laws Ensure content is accessible Not engage in online disputes The Account Administrator has authority to determine which posts are set to allow comments or not. For posts or content that can receive comments, the Account Administrator reserves the right, without notice, to remove the content that is believed to be inappropriate. When applicable, the Account Administrator may respond to a comment or direct message by referring to the appropriate contact or location of information on the Corporate Website. Complaints received through direct message or by commenting on a post will not be considered formally submitted. Those wishing to submit a formal complaint should do so directly through the Municipal Office. The Account Administrator monitors the Facebook account during regular business hours. Members of Council & Social Media The open, transparent nature of social media can present procedural considerations for Members of Council. It is important to note that communications via social media channels are not considered official correspondence in the way email and letters to and from Council are deemed to be official, as outlined within the Municipality’s current Procedural By-law. Social media should not be used to conduct official municipal business, other than to informally communicate with the public and connect them to information on the Corporate Website. Posts or comments will not circulate any organizational or confidential information such as internal deliberations or negative comments about the Municipality, Council, Employees, Representatives, or Residents. Council is encouraged to share municipal social media posts. Personal Social Media Accounts Employees who maintain personal social media accounts are personally responsible for the posted content and their conduct. Any information, images, and statements shared by the employee on their personal social media account should never reflect negatively on the Municipality and employees will be held accountable for what they share on social media if there is a risk of the content leading to negative repercussions for the Municipality. In all instances, Employees should conduct themselves professionally both on- and off-duty. Employees should never make discriminatory statements or comments of a harassing or bullying nature about anyone, including co-workers, management, customers, or vendors. Employees should further adhere to the Technology and Corporate Resources section of the Municipality’s current Personnel Policy – specifically Part 2 Section 16 – which refers to social media use. Employees who fail to abide by this section of the Policy may be subject to progressive disciplinary measures, as outlined in the Municipality’s current Personnel Policy, which may include discipline up to and including termination. Employees who use social media sites are prohibited from publishing any proprietary and confidential corporate information. Section 4 – Administration This Policy and any social media presence will be overseen and administered by the Clerk or designate. REPORT CAO TO: Mayor & Members of Council FROM: Thomas Thayer, Chief Administrative Officer DATE: May 2, 2024 REPORT: CAO-15/24 SUBJECT: BILL 185, CUTTING RED TAPE TO BUILD MORE HOMES ACT, 2024 BACKGROUND: At its May 4, 2023 meeting, Council received Report CAO-31/23 re Bill 23, More Homes Built Faster Act, 2022. Council passed the following motion: Moved by: Councillor Emerson Seconded by: Councillor Froese THAT Report CAO-31/23 re Bill 23, More Homes Built Faster Act, 2022 be received for information; AND THAT, to ensure compliance with Bill 23, the Municipality commence the necessary Official Plan Amendment and Zoning By-law Amendment to implement the recommendations contained in the IBI Memorandum, dated April 26, 2023; AND THAT staff work with Watson and Associates to prepare and present any applicable background works or studies regarding a development charge incorporating all applicable Municipal services. Bill 185 , Cutting Red Tape to Build More Homes Act, 2024, is a proposed Bill currently referred to Standing Committee on Finance and Economic Affairs via Second Reading on April 17, 2024. In its current iteration, the Bill would amend various pieces of legislation including: • Planning Act • Municipal Act • Line Fences Act • Development Charges Act • Conservation Authorities Act • More Homes Built Faster Act and seeks to further reduce “red tape” in respect of housing development and development approvals processes while encouraging more rapid development in municipalities across Ontario to support additional housing and curtail increasing prices associated with home purchase and ownership. While this Bill has not yet received Royal Assent, this Report is presented to Council to outline changes in Bill 185 and their potential impacts to the Municipality with respect to planning and development finance. Should Bill 185 receive Royal Assent, it is expected that a follow-up Report will be provided to Council to identify any changes from the Bill in its current form, along with potential impacts to Bayham. Given the Planning Act implications, Arcadis may be requested to provide a Memo in support of a follow-up Report, similar to Report CAO-31/23. DISCUSSION: Below is a high-level overview of key proposed changes to various pieces of legislation under Bill 185, many of which walk back amendments to the same Acts (specifically, the Development Charges Act and Planning Act) imposed under Bill 23 (More Homes Built Faster Act) in 2022. Development Charges Act Bill 185, as it is currently drafted, presents a pair of reversals from the previously-assented Bill 23, which received Royal Assent in November 2022: • Repealing the five-year phase-in of development charges introduced under Bill 23, and • Restoring studies as eligible development charge costs. Bill 23 required the phase-in of charges imposed in a Development Charge By-law over a five-year period. This applies to Development Charge By-laws adopted after January 1, 2022. The required phase-in is as follows: Year 1 of the by-law – 80% of the charges could be imposed; Year 2 of the by-law – 85% of the charges could be imposed; Year 3 of the by-law – 90% of the charges could be imposed; Year 4 of the by-law – 95% of the charges could be imposed; and Years 5 to 10 of the by-law – 100% of the charges could be imposed. Council will recall that the Municipality’s water and wastewater development charges were affected by Bill 23. The impacts of this are outlined in Report CAO-31/23. Bill 185 proposes to remove the mandatory phase-in of the charges. It is proposed that this change would be effective for Development Charge By-laws passed after Bill 185 comes into effect. Currently, it is not known when this may occur, but it is a consideration for the Municipality as staff are in the process of finalizing a new Development Charge Background Study with Watson and Associates that addresses services such as Fire, Parks and Recreation, and Roads. The percentage of development charges imposed under this Study and ultimate adopting by-law will be contingent on Bill 185 and when it receives Assent. Bill 23 amended Section 5(3) of the Development Charges Act to remove studies, including development charge background studies from the definition of capital costs applicable under eligible capital costs. Bill 18 proposes to reverse this change and proposes the following language for Section 5(3): 5. Costs to undertake studies in connection with any of the matters referred to in paragraphs 1 to 4. 6. Costs of the development charge background study required under section 10. If Bill 185 is adopted, development charge background studies could be a cost recouped through development charges rather than exempt under Bill 23. This is another development charge financial mechanism potentially returning to municipalities. Planning Act While not all-encompassing, there are a couple of proposed Planning Act changes that would affect the Municipality’s approach to either commenting on planning applications, or approving and permitting appeals to planning applications. The two (2) main areas are as follows: • Allowing municipalities to reallocate infrastructure servicing allocations from stalled developments to ready-to-build ones in order to better support growth • Limiting third-party appeals for approved Official Plans and Zoning By-laws Bill 185 proposes a form of “use it or lose it” tool in respect of assigned servicing capacity for certain services and certain forms of development application. Under Bill 185, approval authorities are required to impose lapsing conditions for plans of subdivision/condominium and site plan control applications. A municipality can also impose lapsing conditions on previous applications subject to notice to the Owner of the lands. It is expected that these provisions will encourage developers to proceed quickly with their approved developments. It will also install some certainty to municipalities in respect of housing development and growth accommodation in the near term. Under Bill 23’s adoption, third-party appeal rights were limited on minor variance applications, consents, and plans of subdivisions to the applicant, Minister, municipal authority, or a “specified person”. “Specified person” was narrowed to include the applicant, utilities, Indigenous communities, and public bodies. Third parties (i.e. members of the general public) were removed. Bill 185 seeks to expand this limitation to municipally-approved Official Plans and Zoning By-laws, and any amendment to either document. While perhaps not a major impact to Bayham’s planning applications, it should be noted that these changes do broadly impact public disagreement towards expanded planning decisions. In addition, Council is aware that Bayham has commenced an Official Plan Conformity Review with Arcadis. Proposed changes to appeal criteria would have to be considered, and amendments integrated into the Official Plan, should the Bill be adopted. Municipal Act Section 106 of the Municipal Act, 2001 sets out a broad prohibition against municipal bonusing. A municipality is prohibited from directly or indirectly providing assistance to any manufacturing business or other industrial or commercial enterprise (i.e., for-profit entities). Assistance is generally defined to include the lending of money or municipal property, guaranteeing borrowing, leasing or selling municipal property at below fair market value or giving a full or partial exemption from any municipal levy, charge or fee. Bill 185 proposes to add a new section 106.1, which if passed, would allow the Province to make regulations authorizing a municipality to grant assistance, directly or indirectly, to a specified manufacturing business or other industrial or commercial enterprise during a specified period if the Province considers that it is necessary or desirable in the provincial interest to attract investment in Ontario. This regulation-making power would also allow the Province to set out the types of assistance that may be granted as well as impose restrictions, limits or conditions on the granting of the assistance. The Province may also specify conditions that must be met before the assistance may be granted. Currently, it is unknown how this proposed amendment to the Municipal Act may impact Bayham. STRATEGIC PLAN 2.2: Quality of Life > To ensure, through planning and related strategies, a diversity of housing opportunities that meet the needs of new and current residents. Initiative(s): Review of the Official Plan 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not Applicable. RECOMMENDATION 1. THAT Report CAO-15/24 re Bill 185, Cutting Red Tape to Build More Homes Act, 2024 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: May 2, 2024 REPORT: CAO-16/24 SUBJECT: DEBRIEF – APRIL 8, 2024 TOTAL SOLAR ECLIPSE BACKGROUND In accordance with Section 10 of Ontario Regulation 380/04 – Standards – as under the Emergency Management and Civil Protection Act, RSO 1990, cE 9, as amended (EMCPA), every municipality is required to designate an employee of the municipality as its emergency program coordinator, otherwise known as a Community Emergency Management Coordinator (CEMC). The CEMC’s role is to establish and oversee a municipal Emergency Response Plan (ERP) and guide any emergency response in accordance with the adopted ERP. By by-law, the Fire Chief is appointed as Bayham’s CEMC for the purposes of the Act and O.Reg 380/04. The CAO is appointed as Alternate CEMC and can act in the same capacity as the CEMC in case of an absence. Emergencies are planned for and addressed in accordance with adopted Policy by way of the ERP, Bayham’s ERP utilizes information pertaining to Hazard Identification and Risk Assessment (HIRA) and Critical Infrastructure (CI) to ensure timely responses, resources, and operations/government continuity exist. The ERP also establishes an Emergency Control Group (ECG) for the Municipality, which is responsible for coordinating and actioning a response to any possible emergency under the guidance of the CEMC, CAO, and Mayor. The Municipality’s current ERP was adopted by Council through By-law No. 2021-065. On Monday, April 8, 2024, Bayham witnessed a total solar eclipse – a rare occurrence in southwestern Ontario. All of southwestern Ontario was not impacted. The path of totality was focused on the northern shorelines of Lake Erie and Lake Ontario, with Bayham’s totality expected between 3:15 and 3:20 pm (approximately). To address potential impacts from the expected influx of visitors to Bayham and area, the Emergency Operations Centre (EOC) was activated. Staff are providing this Report to Council to identify successes and challenges evident through the eclipse. DISCUSSION Preparation / Background In mid-2023, Bayham and municipalities along the north shores of Lakes Erie and Ontario began to prepare for the potential impacts of a total solar eclipse on April 8, 2024. The path of totality (i.e. those areas expected to experience a complete eclipse) was to stretch from Texas and proceed in a broad arc north, bending eastward. In Ontario, the path of totality would include those municipalities along and near to Lake Erie’s north shore, including (but not limited to) Bayham and other areas of Elgin County, Chatham, and Essex Counties; Norfolk, Brant, and Haldimand Counties; Niagara Region; and, municipalities from Cobourg east to Cornwall. Importantly, most larger centres in southern Ontario, including most of the Greater Toronto Area (GTA), Waterloo Region, and London, were not in the path of totality. This increased the potential for migration to occur to areas that generally do not experience such influxes and may not have the infrastructure to support a large and sudden increase in population by those wishing to view the eclipse, which is further compounded by the need for suitable viewing weather on the day-of. To prepare, Bayham joined with other municipalities in Elgin County and the greater St. Clair Region to receive background information on how previous events from other areas of North America impacted their operations and critical infrastructure. This was conducted over multiple, regular in-person and Zoom meetings in the fall of 2023. The closest analogue to the April 8, 2024 eclipse was the total solar eclipse that happened in the US on August 21, 2017. This eclipse proceed west-to-east across the continental US, beginning in Oregon before bend south of east and exiting over South Carolina. The primary impact of the 2017 eclipse was migration and traffic. Approximately 6-7 million people migrated to the path of totality in 2017 across the US. This substantially increased the traffic flow, particularly directly after the event, in many centres across the country. The National Guard had to assist with large-scale traffic control, and many smaller towns could not handle the one-time influx of viewers. Based on this, municipal CEMCs across Ontario began planning for the event well in advance under the assumption of suitable viewing weather as it is better to be over-prepared for a potentiality than under-prepared. Emergency Operations Centre – Stand-Up Bayham CEMCs began to monitor the April 8 weather forecast approximately two (2) weeks prior to the eclipse to gauge forecasting signals and trends. 10+ days out, a weather forecast is only about 50 percent accurate. This, however, improves to 80-90 percent once within 5-7 days of a specific date1. By April 1, 2024, the Municipality was aware that probabilities of suitable viewing weather were increasing and expected to continue on the same upward trend. In accordance, Bayham’s EOC was stood-up on Thursday, April 4, 2024 at 10am. The primary impact for Bayham was the influx of visitors to Port Burwell. The Port Burwell East Beach was identified as an Elgin County eclipse viewing location. The East Beach is also only served by one open road (Robinson Street), however, it has ~150 parking spaces. Traffic flow and parking capacity in Port Burwell were primary concerns along with beach usership. To prepare, Public Works staff groomed the beach and ensured the washrooms would be open for April 8. Three (3) portapotties were acquired for the day to provide additional facilities for beach users. The Water/Wastewater department also flushed the Brock pumping station, which serves the East Beach washrooms, to ensure capacity. Approximately one week out, the Municipality began to increase its communications about the event, primarily directly people to the County’s website as they had already established a joint dedicated page for the event. One of the Bayham-specific communications was about the path of totality and that all of Bayham was included, not just Port Burwell, so to limit local impacts, residents should view from their own properties or alternative locations outside of Port Burwell. 1 Statistics from the National Oceanic and Atmospheric Administration (NOAA). Operations Day-of On April 8, 2024, the EOC met at 10am to confirm activities for the day. Public Works and Fire Department staff were staged at the Port Burwell Fire Hall to any necessary road closures and/or emergencies. The new Fire UTV was used in Port Burwell and available for beach access. The OPP were present in three (3) locations in and around Port Burwell to assist with traffic management. By 1230pm, Chatham Street was closed at Nova Scotia Line, Robinson Street was closed at Wellington Street, and Lakeshore was blocked off at Clarke Road. The closures were required to guide the flow of traffic as Port Burwell filled up with visitors. Between 11am and 1230pm, the By-law Enforcement Officer (BLEO), Road Operations Supervisor, and CAO were present in various locations in Port Burwell, reporting on parking lot capacity. The closure at Robinson/Wellington was required to direct traffic away from Municipal parking lots that had reached capacity. Lakeshore required a police presence to discourage visitors from viewing from the bluff in that location. The Clerk was responsible for communications in respect of parking and capacity in Port Burwell. The Fire Chief and BLEO were also monitoring general activity in Port Burwell for orderly conduct and side-street parking, and public safety. Individuals trying to access the closed section of Lakeshore Line from Stafford Road were requested to leave, and a couple of viewing parties close to the top of the bluff were reminded about public safety and to avoid being too close to the top of the bluff due to potential bluff undercutting below. After the eclipse, traffic flow out of Bayham were very heavy and bottlenecked by the lights at Plank and Calton. However, no traffic incidents were reported and general traffic flows had reportedly returned to normal around 530-6pm in the area. Emergency Operations Centre – Stand-Down and Debrief The EOC stood-down at 6pm on April 8 and then formally debriefed the event on April 10, 2024. The debrief included a review of the day and the events, along with successes and challenges associated with the eclipse and internal/external coordination of resources. Successes Pre-planning and coordination were seen as major successes. Prior to April 8, 2024, staff established an open, regular communication network with the County and the OPP to ensure day-of coordination. Being able to cordon off certain roads in Port Burwell at specific times allowed Bayham staff to maintain smooth traffic flow in the village as parking filled up. The Municipality has since received thanks from the Port Burwell Provincial Park for closing Chatham Street as an influx into the Park could have overwhelmed their resources. Due to early discussions in respect of beach usership, staff were able to ensure that our beach contractor had the washroom facilities clean and open, and that portapotties were on-site to address additional demand. The day-of communication was a team effort at all levels respecting road closures, parking availability, response to incidents, and communication to the general public. Businesses have communicated to Municipal staff their positive feedback on how the eclipse was handled. Early communication with business allowed many of them to prepare for heavy business on the day-of, which occurred. Staff have heard that the early-season income for several businesses will be very helpful over the balance of their fiscal years. One business owner remarked to the Fire Chief that the success of the eclipse ensures they remain viable this year. Challenges Bayham staff is small and its resources are finite. When pre-planning for road closures with the County and OPP, staff were desirous of additional closures to further help guide vehicles into and out of Port Burwell. However, due to internal resources, this was not viable so staff had to be selective regarding where and how roads were signed and/or manned when closed for access. Coordination in this regard was a challenge as resources did not meet the overall intent of staff’s plans, but by strategically deploying staff and resources, many of the possible negative impacts were mitigated. As noted earlier, weather predictability is hardly a perfect science, which is why it is presented as probabilities for certain outcomes rather than certainties. Even in the morning of April 8, 2024, staff were unsure whether the skies would clear to the degree needed to suitably view the eclipse; farther east in Niagara, they did not. We were lucky in from that ~11am onwards, the weather was essentially perfect. Staff chose to be prepared for this outcome and incur costs for same. If the weather was poor, the costs would have been sunk by a sub-optimal outcome. Ultimately, in this regard, it is better to be over-prepared than scrambling last-minute. Speaking to costs, this event was not something explicitly budgeted for because costs were unknown before the event, however, we believe the much of the costs associated with the event are for staff time on April 8, 2024 to ensure a proportional response. As of the time of drafting this Report, costs for the event (staff, materials, etc.) are approximately $4,500, and includes known staff time (Fire and Public Works), beach washroom cleaning, and portapotty rentals. Traffic after the event was very heavy northbound on Plank and Nova Scotia. The table below provides some statistics2 on how April 8 compared to April 6 (a Saturday) as a proxy for normal traffic flows around Port Burwell at this time of year: Location April 6 April 8 % Change Brown at Nova Scotia Line 606 1642 +171% Glen Erie at Plank Road 963 2408 +150% Overall, staff agree that the proportional response to the eclipse was very successful and smooth. We estimate 5-6,000 people came to Port Burwell for the event. This does not include other areas of Bayham, such as the Straffordville Communuty Park, which were also heavily- attended. The EOC did an excellent job planning and communicating before and during the event. It is suggested going forward that, in another rare and known event, internal discussion begin sooner in an attempt to mitigate any surprise expenses. Given the duration that the EOC was active for the eclipse event, the Municipality is not required to conduct its annual emergency management exercise for 2024; the eclipse event will satisfy legislative requirements in this regard. STRATEGIC PLAN 3.3: Quality of Governance > To strategically engage in partnerships, joint ventures and other collaborative activities that leverage the Municipality’s resources and capabilities in order to achieve enhanced efficiencies and benefits for the community and its residents. Initiative(s): Not applicable. 2 Road count data – number of cars – provided by Elgin County. RECOMMENDATION 1. THAT Report CAO-16/24 re Debrief – April 8, 2024 Total Solar Eclipse be received for information. Respectfully Submitted by: Thomas Thayer, CMO, AOMC Chief Administrative Officer THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2024-023 A BY-LAW TO ADOPT A MUNICIPAL LAW ENFORCEMENT POLICY WHEREAS Section 9 of the Municipal Act, 2001, S.O. 2001, c.25, provides a Municipality with the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; WHEREAS Section 11 of the Municipal Act, S.O. 2001, as amended, provides that a municipality may pass by-laws respecting matters within the sphere of jurisdiction of Culture, Animals, Parks, and Recreation; WHEREAS the Council of The Corporation of the Municipality of Bayham recognizes the need for a clear and concise set of policies concerning Municipal Law Enforcement; AND WHEREAS the Council of The Corporation of the Municipality of Bayham deems it advisable that the Policy on Municipal Law Enforcement be confirmed and adopted by By-law; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Municipal Law Enforcement Policy attached hereto as Schedule “A” and forming part of this by-law is hereby adopted as the policies and procedures for the management of Municipal Law Enforcement for the Municipality of Bayham; 2. THAT By-law No. 2014-094 is hereby repealed in its entirety; 3. THAT this Municipal Law Enforcement Policy By-law may be amended from time as directed and deemed necessary by The Council of the Corporation of the Municipality of Bayham; 4. 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 2nd DAY OF MAY, 2024. ____________________________ _____________________________ MAYOR CLERK Corporation of the Municipality of Bayham Policy Name: Municipal Law Enforcement Policy Section 1 - Purpose 1.1 To provide a formal policy and procedure governing the handling of Municipal by-law complaints by the Municipality of Bayham and to ensure standardized, thorough, prompt and courteous receipt, processing, investigation and resolution thereof. 1.2 Municipality of Bayham Municipal Law Enforcement Officers are committed to the delivery of professional Municipal Law Enforcement in a timely and effective manner. The goal of the Municipality and of Municipal Law Enforcement Officers is to achieve compliance with Municipal by-laws, through education, mediation and as necessary through enforcement and prosecution. 1.3 Municipality of Bayham shall generally operate on a reactive complaint based process in regards to Municipal Law Enforcement with the exception of parking infractions, Animal Control and violations of the Parks and Recreation By-law that have been observed in the course of regular patrols. Police Officers may action any violation of a Municipal By- law at their discretion regardless of whether a complaint has been received. 1.4 Contraventions of the Municipality of Bayham Zoning By-law will be dealt with under the Council approved Zoning Enforcement Policy. Section 2 - Definitions 2.1 CAO shall mean the Chief Administrative Officer of the Municipality of Bayham. 2.2 Formal Complaint shall mean a complaint received by the Municipality, wherein the complainant provides their full name, address, phone number and nature of complaint, and which can be verified by the Municipal Law Enforcement Officer, in writing using the required form submitted in the manner specified by the Municipality. 2.3 Municipal Law Enforcement Officer shall mean a person appointed by Municipality of Bayham by-law for the purposes of Municipal Law Enforcement including, but not limited to, a Building Inspector, Municipal By-law Enforcement Officer, Police Officer and a person authorized by Council or an assigned individual with the responsibility for enforcing and administering this Policy. 2.4 Municipality shall mean the Corporation of the Municipality of Bayham. 2.5 Spite Complaint, also known as a Frivolous and Vexatious Complaint, shall mean a complaint submitted with ill will or with the intention of malice towards another person and may include retaliatory complaints and civil disputes. A Spite Complaint may also be identified by a complaint that is part of a pattern of conduct by the complainant that amounts to an abuse of the complaints process. Such a pattern occurs when on three (3) or more occasions a complaint comes forward on a matter a Municipal Law Enforcement Officer has already dealt with. The determination of a complaint being a Spite Complaint shall always be at the sole, absolute and unfettered discretion of a Municipal Law Enforcement Officer. 2.6 Municipality shall mean the Corporation of the Municipality of Bayham. Section 3 – By-law Investigation and Enforcement Procedure 3.1 The Municipality shall only respond to Formal Complaints received from a complainant who provides their full name, telephone number, address and nature of the complaint in writing. Anonymous and/or incomplete complaints shall not be investigated. i. A Municipal Law Enforcement Officer may undertake an investigation on his own initiative upon observation of a possible situation of a by-law violation where the matter is of an immediate threat to health or safety, where the matter involves an issue related to Animal Control, where the matter involves an issue related to Traffic or Parking or where the matter involves an issue related to contravention of the Parks and Recreation By-law. ii. The Municipality will offer assistance and direction with respect to by-law interpretations and questions over the telephone, in person, or via email where practical. 3.2 Upon receipt of a Formal Complaint, staff shall record the Formal Complaint in a Complaints Database maintained by the Municipality. i. A Formal Complaint form shall in all cases provide space for the complainant to provide the complaint in their own words, detailing the “who”, “what”, “where”, “when” and “why” of the situation. 3.3 The name and any personal information provided by the complainant shall remain in the strictest confidence in accordance with the Municipal Freedom of Information and Protection of Privacy Act and shall not be intentionally divulged to any member of Council, non-essential municipal staff, the public or media unless so ordered by a Court or other tribunal or body of competent jurisdiction. 3.4 A Municipal Law Enforcement Officer may conduct a preliminary review of the complaint to verify the information provided and research any supporting documentation which may be available in Municipal records. 3.5 A Municipal Law Enforcement Officer may call the complainant, when necessary, for further details or to confirm or clarify information provided within the Formal Complaint. 3.6 A Municipal Law Enforcement Officer may attend the site to witness and record the activity to determine if a Municipal By-law contravention exists. 3.7 If a Municipal Law Enforcement Officer is unclear of a possible contravention, they may seek the advice of the Municipal Prosecutor or Municipal Solicitor if required, or the appropriate Municipality of Bayham staff member. i. A Municipal Law Enforcement Officer may provide the information required to the appropriate party so that an informed determination can be provided and where necessary the appropriate actions initiated. 3.8 Where a violation of a Municipal By-law is determined by a Municipal Law Enforcement Officer, excluding set fine situations or documented, chronic violations or where otherwise warranted, a Municipal Law Enforcement Officer may provide an initial warning to the suspect/violator by at least two (2) of the following three (3) methods: i. in person; or ii. by telephone; and, iii. in writing. 3.9 Notwithstanding Section 3.8 of this Policy, in situations wherein set fines have been established for violations of a Municipal By-law, a Municipal Law Enforcement Officer may, upon confirmation of the existence of a violation, immediately issue an offence notice/ticket. 3.10 Notwithstanding Section 3.8 or 3.9 of this Policy, where provided for by Municipal by-law or otherwise, a Municipal Law Enforcement Officer may issue an emergency order to remedy a violation in lieu of an initial warning when such violation poses an immediate threat to health or safety. 3.11 After the time limit has expired in the warning pursuant to Section 3.8 of this Policy or Order pursuant to Section 3.10 of this Policy a Municipal Law Enforcement Officer may return to the site to determine if compliance has been accomplished. 3.12 When compliance with the warning and/or order is confirmed a Municipal Law Enforcement Officer shall enter the complaint finalized date in the Complaints Database and close the file. 3.13 If the warning and/or order has not been complied with within the specified time period, a Municipal Law Enforcement Officer shall review the non-compliance with the CAO. 3.14 Following discussions with the CAO pursuant to Section 3.13 of this Policy, a Municipal Law Enforcement Officer shall determine whether to attempt a second written warning or proceed with the actions necessary to address the situation in accordance with Municipal By-laws or otherwise. i. If a second hand written warning or formal order is to be issued, a Municipal Law Enforcement Officer shall determine a final time period to achieve compliance. ii. If legal action is required, a Municipal Law Enforcement Officer shall recommend to the CAO to proceed with legal action when it appears obvious compliance is not forthcoming. iii. At any stage of the enforcement process, if, in the opinion of the CAO the matter is of significant consequence, the matter may be brought before Council for direction. 3.15 Spite complaints, shall not be accepted and/or investigated by a Municipal Law Enforcement Officer. 3.16 A failure to comply with any provision of this policy shall not vitiate any proceeding or any step, document or order in a proceeding otherwise in accordance with any Municipal By-law, Provincial or Federal Legislation. 3.17 Any decision made under this policy including a decision not to respond to a complaint or enforce by-laws, and also including a decision made by the CAO, may at any time be revisited. 3.18 The Ontario Provincial police are responsible for emergency situations and should be contacted to deal with issues including but not limited to loitering, trespassing noise related to domestic disputes, possible drug activity vandalism or criminal matters Section 4 – Level of Involvement 4.1 When in receipt of any and all Municipal By-law complaints a Municipal Law Enforcement Officer is delegated the sole absolute and unfettered discretion to determine an appropriate level of response to said complaints. The level of response by a Municipal Law Enforcement Officer may include a decision to act on some or all of the complaints, to not act on some or all of the complaints, or to assign priority to some or all of the complaints. In making a decision on the appropriate level of response to said complaints, a Municipal Law Enforcement Officer shall have regard to the following criteria: i. safety factors; ii. history of attempts for compliance made by a Municipal Law Enforcement Officer; iii. available resources, including financial resources; iv. potential impact of not responding; v. offer for formal mediation; vi. coordinating involvement with other relevant agencies; vii. likelihood of achieving compliance; viii. Municipal jurisdiction and authority; ix. other enforcement avenues including civil processes. 4.2 Complainants are protected under the Municipal Freedom of Information and Protection of Privacy Act and every complainant will be kept completely confidential and not be intentionally divulged to any member of Council, non-essential municipal staff, the public or media unless so ordered by a Court or other tribunal or body of competent jurisdiction. Persons who are the subject of a complaint are also protected under the Municipal Freedom of Information and Protection of Privacy Act and every subject of a complaint will be kept confidential and not be intentionally divulged to any member of Council, non- essential municipal staff, the public or media unless required for investigation purposes or so ordered by a Court or other tribunal or body of competent jurisdiction. 4.3 Pursuant to Section 4.2 of this Policy, once a complaint has been filed, other than acknowledgment of receipt of the complaint, no follow up, involvement, information or correspondence regarding the complaint shall be provided to the complainant as the process is protected by the Municipal Freedom of Information and Protection of Privacy Act. 4.4 No delegations to Council shall be permitted by any person concerning, or with the subject matter, of a Municipal By-law complaint. Section 5- Reporting 5.1 A Municipal Law Enforcement Officer shall provide a semi-annual report to Council regarding general Municipal Law Enforcement statistics. Section 6 – Application 6.1 This Policy shall come into full force and effect on the day it is adopted by the Council of the Corporation of the Municipality of Bayham. THE CORPORATION OF THE MUNICIPALITY OF BAYHAM WATERFRONT ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Monday, April 15, 2024 5:00 p.m. PRESENT: CHAIR RAINEY WEISLER COMMITTEE MEMBERS SERGE PIETERS MARNI WOLFE ASHLEY CARDINAL VAL DONNELL STAFF ATTENDANCE: CAO THOMAS THAYER CLERK MEAGAN ELLIOTT MANAGER OF PUBLIC WORKS / DRAINAGE SUPERINTENDENT STEVE ADAMS BY-LAW ENFORCEMENT OFFICER STEPHEN MILLER 1. CALL TO ORDER Committee Chair Weisler called the meeting to order at 5:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. DELEGATIONS 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Minutes of the Waterfront Advisory Committee Meeting held January 15, 2024 Moved by: Committee Member Pieters Seconded by: Committee Member Donnell THAT the minutes of the Waterfront Advisory Committee Meeting held January 15, 2024 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Memo WAC-04/24 re Consideration of Paid Parking at East Beach Moved by: Committee Member Wolfe Seconded by: Committee Member Cardinal THAT Memo WAC-04/24 re Consideration of Paid Parking at the Port Burwell East Beach be received for information; 2 AND THAT The Waterfront Advisory Committee recommends to Council to move forward with a pilot program for paid parking at the Port Burwell East Beach. CARRIED B. Memo WAC-05/24 re Long Point Littoral Cell Working Group Funding for Coastal Resilience Moved by: Committee Member Donnell Seconded by: Committee Member Pieters THAT Memo WAC-05/24 re Long Point Littoral Cell Working Group Funding for Coastal Resilience be received for information. CARRIED C. Memo WAC-06/24 re 2024 Beach Requests Moved by: Committee Member Wolfe Seconded by: Committee Member Donnell THAT Memo WAC-06/24 re 2024 Beach Requests be received for information; AND THAT The Waterfront Advisory Committee recommends to Council to: - direct staff to create and erect signage for warning about shelf ice in the winter; - direct staff to report back with edits to the sign policy for language to allow businesses to advertise at the East Beach - direct staff to further investigate the usage and implementation of the CoastSnap App CARRIED D. Memo WAC-07/24 re 2024 East Beach Season Opening Information Moved by: Committee Member Donnell Seconded by: Committee Member Pieters THAT Memo WAC-07/24 re 2024 East Beach Season Opening Information be received for information. CARRIED 6. ADJOURNMENT Moved by: Committee Member Wolfe Seconded by: Committee Member Donnell 3 THAT the Waterfront Advisory Committee Meeting be adjourned at 6:03 p.m. CARRIED CHAIR CLERK THE CORPORATION OF THE MUNICIPALITY OF BAYHAM MUSEUM ADVISORY COMMITTEE MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville Wednesday, April 17, 2024 5:00 p.m. PRESENT: CHAIR SUSAN CHILCOTT COMMITTEE MEMBERS ROY SULLIVAN RON BRADFIELD ROBERT PONZIO EX-OFFICIO ED KETCHABAW ABSENT: JEAN-ANN BARANIK STAFF ATTENDANCE: PLANNING COORDINATOR / DEPUTY CLERK MARGARET UNDERHILL CURATOR JENNIFER BEAUCHAMP CLERK MEAGAN ELLIOTT CAO THOMAS THAYER 1. CALL TO ORDER Committee Chair Chilcott called the meeting to order at 5:00 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF Committee Members Roy Sullivan and Ron Bradfield declared conflict of interests to items 3. A and 3. B as they are members of the Port Burwell Historical Society and are the presenters for these items. 3. DELEGATIONS The Committee considered Section 4 and 5 of the agenda before Section 3. Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT Mayor Ketchabaw is to assume the Chair for consideration of items 3.A and 3.B. CARRIED A. Port Burwell Historical Society re Wheelhouse Restoration and Revival Moved by: Committee Member Ponzio Seconded by: Committee Member Chilcott THAT the delegation from the Port Burwell Historical Society re Wheelhouse Restoration and Revival be received for information; 2 AND THAT the Museum Advisory Committee recommends to Council to reaffirm By-law No. 2017-117, being a by-law to authorize the execution of a trust agreement between the Municipality of Bayham and the Port Burwell Historical Society. CARRIED B. Port Burwell Historical Society re Lighthouse Fundraising Efforts Moved by: Committee Member Chilcott Seconded by: Committee Member Ponzio THAT the delegation from the Port Burwell Historical Society re Lighthouse Fundraising Efforts be received for information. CARRIED 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Minutes of the Museum Advisory Committee Meeting held January 17, 2024 Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield THAT the minutes of the Museum Advisory Committee Meeting held January 17, 2024 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Curator Monthly Reports – January, February & March 2024 Moved by: Committee Member Sullivan Seconded by: Committee Member Ponzio THAT the Curator Monthly Reports be received for information. CARRIED B. Memo MAC-04/24 re Lighthouse Status and Costing Moved by: Committee Member Ponzio Seconded by: Committee Member Sullivan THAT Memo MAC-04/24 re Port Burwell Lighthouse Status and Costing Update be received for information. CARRIED C. Memo MAC-05/24 re Museum Summer Season Plans Moved by: Committee Member Sullivan Seconded by: Committee Member Bradfield 3 THAT Memo MAC-05/24 re Museum Summer Season Plans be received for information. CARRIED 6. ADJOURNMENT Moved by: Committee Member Sullivan Seconded by: Committee Member Ponzio THAT the Museum Advisory Committee Meeting be adjourned at 5:52 p.m. CARRIED CHAIR CLERK ADVISORY BOARD & COMMITTEE RESOLUTION Date: May 2, 2024 To: Mayor & Members of Council From: Waterfront Advisory Committee Subject: Recommendations from April 15, 2024 WAC Meeting The Waterfront Advisory Committee respectfully requests the following motions to be considered by the Council of the Municipality of Bayham at the Regular Meeting of Council of May 2, 2024: Moved by: Committee Member Wolfe Seconded by: Committee Member Cardinal THAT Memo WAC-04/24 re Consideration of Paid Parking at the Port Burwell East Beach be received for information; AND THAT The Waterfront Advisory Committee recommends to Council to move forward with a pilot program for paid parking at the Port Burwell East Beach. CARRIED Moved by: Committee Member Wolfe Seconded by: Committee Member Donnell THAT Memo WAC-06/24 re 2024 Beach Requests be received for information; AND THAT The Waterfront Advisory Committee recommends to Council to: - direct staff to create and erect signage for warning about shelf ice in the winter; - direct staff to report back with edits to the sign policy for language to allow businesses to advertise at the East Beach - direct staff to further investigate the usage and implementation of the CoastSnap App CARRIED ADVISORY BOARD & COMMITTEE RESOLUTION Date: May 2, 2024 To: Mayor & Members of Council From: Museum Advisory Committee Subject: Recommendations from April 17, 2024 MAC Meeting The Museum Advisory Committee respectfully requests the following motion to be considered by the Council of the Municipality of Bayham at the Regular Meeting of Council of May 2, 2024: Moved by: Committee Member Ponzio Seconded by: Committee Member Chilcott THAT the delegation from the Port Burwell Historical Society re Wheelhouse Restoration and Revival be received for information; AND THAT the Museum Advisory Committee recommends to Council to reaffirm By- law No. 2017-117, being a by-law to authorize the execution of a trust agreement between the Municipality of Bayham and the Port Burwell Historical Society. CARRIED THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2024-024 A BY-LAW TO CONFIRM ALL ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM FOR THE COUNCIL MEETING HELD MAY 2, 2024 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 May 2, 2024 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 2nd DAY OF MAY, 2024. ____________________________ _____________________________ MAYOR CLERK