ORDERS of the DAY AYLMER TOWN COUNCIL Page 1. ROLL

ORDERS OF THE DAY

AYLMER TOWN COUNCIL

[Monday, October 3, 2016] [7:00 P.M]

Page

1. ROLL CALL

2. MOMENTS OF MEDITATION

3. CONFIRMATION OF AGENDA

(a) Confirmation of Agenda 4. DECLARATION OF PECUNIARY INTEREST

5. DELEGATIONS AND PUBLIC MEETINGS

6. ADOPTION OF COUNCIL AND COMMITTEE MINUTES

1. Minutes to Approve:

4-11 (a) Minutes of the Regular Session of Council held on September 19, 2016. 2. Minutes to Receive: There are none.

7. CONSENT AGENDA

12 (a) Municipality of Bayham - Resolution - Terrace Lodge Fundraising Committee. Action: Receive for information. 13-15 (b) Elgin County - Council Highlights September 13, 2016. Action: Receive for information. 16-17 (c) Ministry of Infrastructure - Establishment of a Clean Water and Wastewater Fund. (CWWF) Action: Receive for information.

Page 1 of 51 [DATE] Regular Session Page

7. CONSENT AGENDA

18-24 (d) County of Elgin - Newsletter September 2016. Action: Receive for information. 25 (e) Ontario Energy Board - Community meeting about the Natural Resource Gas Limited proposed increase. Action: Receive for information. [Addenda] 8. ACTION ITEMS

26-27 (a) Report from the Director of Operations - "Moore Ave Underground" request for use of Palmer Park for a food bank fundraiser June 15-17, 2017. Action: Recommendation. 28-34 (b) Report from the Director of Operations - "2016 Hot Mix Asphalt & Repairs Tender" Action: Recommendation. (Bylaw to be considered under the Bylaw portion of the Agenda.) 35-41 (c) Report from the Administrator - Tax Reduction Request - Cherry Street - 10 Wellington Street Affordable Housing Apartments. Action: Recommendation. 42-43 (d) Report from the Administrator - Affordable Housing Support Resolution for Walter Ostojic & Sons Ltd. Action: Recommendation. 44-50 (e) Report from the Administrator - Strategic Plan Update. Action: Recommendation. 9. NEW BUSINESS AND MATTERS OF URGENCY

10. READING OF BY-LAWS AND PROCEEDINGS THEREON

1. Council to consider giving third and final reading to: There are none.

2. Council to consider giving first and second readings to: There are none.

3. Council to consider giving three readings to:

51 (a) By-Law 44-16 - Agreement between The Corporation of the Town of Aylmer and Middlesex Paving & Maintenance for the 2016 Hot Mix Asphalt and Repairs. 11. INQUIRIES BY MEMBERS

12. STATEMENTS AND ANNOUNCEMENTS BY MEMBERS

Page 2 of 51 [DATE] Regular Session Page

13. REPORT OF MAYOR

14. NOTICE OF MOTION

15. CLOSED SESSION

(a) Closed Session - Council to move into Closed Session for the purpose of considering: (a)personal matters about an identifiable individual, including municipal local board employees. 16. ADJOURNMENT

(a) Adjournment

Page 3 of 51

Council - September 19, 2016 TWENTY-THIRD SESSION September 19, 2016 REGULAR SESSION

Present are: Mayor G. Currie Councillor S. Andrews Councillor P. Barbour Councillor B. A. Laur Councillor T. McDonald Councillor A. Oslach

Administrator J. Reynaert Director of Finance L. Pelton Director of Operations R. Tapp

Absent: Deputy Mayor M. French

The meeting commences at 7:00 p.m. with Mayor Currie presiding.

1. ROLL CALL The Deputy Clerk notes the absence of Deputy Mayor French.

2. MOMENTS OF MEDITATION

3. CONFIRMATION OF AGENDA (a) Confirmation of Agenda Resolution No. 376-16 Moved by Councillor Laur and seconded by Councillor Barbour: That Council adopts the Agenda for the meeting of September 19, 2016 as presented. The motion is Carried.

4. DECLARATION OF PECUNIARY INTEREST There are none.

5. DELEGATIONS AND PUBLIC MEETINGS

Minutes of the Regular Session of Council held on Page 4 of 51 September 19, 2016

(a) Jessica Lang and Dan McNeil - Healthy Communities Partnership - presentation of a proposal to all Municipal Councils in Elgin County about working collectively together on a "Get Active Elgin Strategy." Resolution No. 377-16 Moved by Councillor Oslach and seconded by Councillor McDonald: That the following actions be taken with respect to the document entitled "Get Active Elgin Strategy" as presented by Jessica Lang and Dan McNeil on behalf of Healthy Communities Partnership:

That the presentation made by Jessica Lang and Dan McNeil on behalf of Healthy Communities Partnership entitled "Get Active Elgin" be received as information.

The motion is Carried.

6. ADOPTION OF COUNCIL AND COMMITTEE MINUTES

Minutes to Approve: (a) Minutes of the Regular Session of Council held on September 12, 2016. Resolution No. 378-16 Moved by Councillor Andrews and seconded by Councillor Barbour:

That Council approves the following Minutes: (a) Minutes of the Regular Session of Council held on September 12, 2016. The motion is Carried.

Minutes to Receive: (a) Minutes of the Joint Special Council Meeting of the Town of Aylmer, Township of Malahide, and County of Elgin.

(b) Minutes of the Aylmer Police Services Board meeting held on June 14, 2016.

Resolution No. 379-16 Moved by Councillor Andrews and seconded Councillor Laur: That Council receives the following Minutes:

Minutes of the Regular Session of Council held on Page 5 of 51 September 19, 2016

(a) Minutes of the Joint Special Council Meeting of the Town of Aylmer, Township of Malahide, and the County of Elgin held on September 8, 2016; (b) Minutes of the Aylmer Police Services Board meeting held on June 14, 2016; and (c) Minutes of the East Elgin Community Complex Interim Board meeting held on June 8, 2016.

The motion is carried.

7. CONSENT AGENDA (a) Aylmer-Malahide Museum & Archives - Newsletter-Sept/Oct 2016

(b) Aylmer-Malahide Museum & Archives - Fabulous 50's Event September 24, 2016.

(d) AMO Communications - Funding Announcement - Formula Allocation for New Federal and Provincial Clean Water Funding. Resolution No. 380-16 Moved by Councillor Oslach and seconded by Councillor Barbour: That items (a) to (d) of the September 19, 2016 Consent Agenda, be adopted as printed, with actions to be taken as noted. The motion is Carried.

8. ACTION ITEMS (a) Report from the Director of Finance - Budget Comparison as of September 13, 2016. Resolution No. 381-16 Moved by Councillor Laur and seconded by Councillor Oslach: That the following action be taken with respect to the Report from the Director of Finance;

(a) That council receives the 2016 Budget to YTD Actual Comparison report for information.

The motion is Carried.

Minutes of the Regular Session of Council held on Page 6 of 51 September 19, 2016

(b) Report from the Administrator - Annexation of Lands known Municipally as 516 John St N. Resolution No. 382-16 Moved by Councillor Andrews and seconded by Councillor McDonald: That the following actions be taken with respect to the Report from the Administrator about Annexation of Lands known Municipally as 516 John St N;

(a) That Council receives the Report; and further,

(b) That Council gives three readings to By-law 41-16 to support and approve the Restructuring Proposal for the annexation of the Elgin Innovation Centre Lands from the Corporation of the Township of Malahide to the Corporation of the Town of Aylmer. The motion is Carried.

(c) Report from the Administrator - Site Plan Development Agreement - Bank of Montreal, 3 Talbot St E. Resolution No. 383-16 Moved by Councillor Barbour and seconded by Councillor Laur: That the following actions be taken with respect to the Report from the Administrator about the Site Plan Development Agreement for Bank of Montreal, 3 Talbot St E, Aylmer;

(a) That Council receives the Report; and further,

(b) That Council approves the site plan and development agreement and gives three readings to By-Law 42-16 for the development of a property at 3 Talbot Street East. The motion is Carried.

(d) Report from the Administrator - Amendment to the Terms of Reference for the EECC Interim Board and Complex Management Staff. Resolution No. 384-16 Moved by Councillor McDonald and seconded by Councillor Oslach: That the following actions be taken with respect to the Report from the Administrator about an amendment to the Terms and Reference for the EECC Interim Board and Complex Management Staff;

Minutes of the Regular Session of Council held on Page 7 of 51 September 19, 2016

(a) That Council receives the Report; and further,

(b) That Council approves the amending agreement and gives three readings to By-Law 43-16 to amend section 2.2 as follows: “Unless otherwise agreed, the Board shall remain in place from September 1, 2015 until the date that a more permanent board of governance is established for the East Elgin Community Complex”. The motion is Carried.

9. NEW BUSINESS AND MATTERS OF URGENCY

10. READING OF BY-LAWS AND PROCEEDINGS THEREON

Council to consider giving third and final reading to: (a) By-law 37-16 - To amend the Town's Zoning By-law 57-99 (Day Care Facility Definition). Resolution No. 385-16 Moved by Councillor Barbour and seconded by Councillor Oslach: That Council gives third and final reading to By-law 37-16 – to amend the Town's Zoning By-law 57-99 (Day Care Facility Definition). The motion is Carried.

Council to consider giving first and second readings to: There are none.

Council to consider giving three readings to: (a) By-law 41-16 - Annexation of the Elgin Innovation Centre Lands from the Township of Malahide to The Corporation of the Town of Aylmer.

(b) By-law 42-16 - Development Agreement between BMO and the Corporation of the Town of Aylmer for the Development of a property at 3 Talbot St E. (c) By-law 43-16 - EECC Interim Board and Complex Management Staff - Terms of Reference Amendment

Minutes of the Regular Session of Council held on Page 8 of 51 September 19, 2016

Resolution No. 386-16

Moved by Councillor Andrews and seconded by Councillor McDonald: That Council suspend the procedural policies and proceed with first, second and third readings of By-Laws 41-16, 42-16, and 43-16. The motion is Carried. Resolution No. 387-16 Moved by Councillor McDonald and seconded by Councillor Oslach: That Council gives first, second and third readings to:

(a) By-Law 41-16 - Annexation of the Elgin Innovation Centre Lands from The Township of Malahide to The Corporation of the Town of Aylmer;

(b) By-Law 42-16 - to Authorize the signing of a Development Agreement, between Bank of Montreal and the Corporation of the Town of Aylmer, for the development of property at 3 Talbot Street East; and

(c) By-Law 43-16 - EECC Interim Board and Complex Management Staff - Terms of Reference Amendment. The motion is Carried.

11. INQUIRIES BY MEMBERS (a) Councillor Laur requests that the strategic plan come back to Council for discussion. The Administrator notes that updates to the plan were made just prior to receiving the Service Delivery Review and that the current documents can be added to a future Council meeting for discussion.

12. STATEMENTS AND ANNOUNCEMENTS BY MEMBERS (a) Councillor Oslach notes that the Doors Open event is scheduled on September 24th from 10 am to 4 pm. Event locations include Aylmer-Malahide Museum & Archives, Aylmer Police Station, East Elgin Community Complex, Elgin Innovation Centre, Our Lady of Sorrows Catholic Church and the Royal Canadian Legion, also celebrating 90-year anniversary. (b) Councillor Oslach notes hazardous waste day was held the previous Saturday. (c) Councillor Oslach notes that the live video feed has been repaired and live broadcasting will be available for next Council meeting.

Minutes of the Regular Session of Council held on Page 9 of 51 September 19, 2016

13. REPORT OF MAYOR Mayor Currie reports that he made inquiries on behalf of Council regarding the Old Town Hall waiver discussion at the previous meeting. County staff was taken aback and communicated that they did not have plans in the current year programming to show movies at the Aylmer Branch noting that other programs had been planned for Aylmer. He further notes that the 2016 and 2017 budget did not include this program for Aylmer Branch.

14. NOTICE OF MOTION There are none.

15. CLOSED SESSION (a) Closed Session - Council to move into Closed Session for the purpose of considering: (a) personal matters about an identifiable individual, including municipal local board employees. Resolution No. 388-16 Moved by Councillor Laur and seconded by Councillor Barbour: That Council moves into Closed Session at 7:38 p.m. for the purpose of considering:

(a) personal matters about an identifiable individual, including municipal local board employees. The motion is Carried. Resolution No. 389-16 Moved by Councillor Oslach and seconded by Councillor McDonald: That Council rise from Closed Session at 7:55 p.m. and reports the following:

(a) That Council confirmed the appointment of Jamie Harwood as full time Parks Maintenance/Crossing Guard effective September 19, 2016; and (b) That Council gave direction to the Administrator about personal matters.

The motion is Carried.

16. ADJOURNMENT (a) Adjournment

Minutes of the Regular Session of Council held on Page 10 of 51 September 19, 2016

Resolution No. 390-16 Moved by Councillor Oslach and seconded by Councillor Barbour: That Council do now adjourn at 7:56 p.m. The motion is Carried.

Deputy Clerk

Mayor

Minutes of the Regular Session of Council held on Page 11 of 51 Municipality of Bayham

PO. Box 160, 954-4Plank Road, St1‘2lff()1‘(lVi1lC,Ontario N0] 1Y() Tc1:(519) 866-5521 - Fax: (519) 866-5884 email: [email protected]

September 16, 2016

Michelle Casavecchia-Somers CAO/Clerk Township of Malahide 87 John Street South Aylmer, ON N5H 2X3

Via email: [email protected]

Re: Terrace Lodge — Fundraising Committee

At the regular meeting of the Council of the Municipality of Bayham held September 15, 2016 the following resolution was passed:

THAT correspondence from the Township of Malahide regarding Terrace Lodge Fundraising committee be received for information;

AND THAT the Council of The Corporation of the Municipality of Bayham defer decision of a Fundraising Team member until goals and objectives of fundraising is specified.

In that regard we would ask that once the goals and objectives are determined please provide same to the undersigned and Council will reconsider it’s position.

We look forward to a response with additional information.

Yours truly \ Mg/Lmad‘ tn/= Brenda Gibbons Clerk’s Assistant [email protected]

cc: Town of Aylmer Municipality of Central Elgin

Municipality of Bayham - Resolution - Terrace Lodge Page 12 of 51

Council Highlights

September 13, 2016 Museum Receives Funding for Interpretive Kits In This Issue  Museum Receives Funding The Elgin County Museum is pleased to have received a grant in the for Interpretive Kits amount of $2,860 from the Province of Ontario’s Seniors Community Grant Program. These funds will be used to create interpretive kits to  Fibre Optic Connectivity for be used in the County’s three long-term care homes for residents and Dutton Library participants in adult day programs. The museum has already been  Assumption of Dexter Line engaging in highly successful historical programming at the homes in  Request for Transfer of recent years. These kits will help to enhance this programming and Wonderland Road enrich the lives of residents through education and celebration of the County’s rich history.

Contact Us County of Elgin Fibre Optic Connectivity for Dutton Library (519) 631-1460 ext. 161 [email protected] www.elgincounty.ca County Council approved the installation and supply of fibre optic connection to the John Kenneth Galbraith Reference Library in Dutton. Internet connectivity is a critical piece of community infrastructure and it is important that sufficient bandwith exists to meet the online useage needs of library patrons. Fibre optic connectivity will result in vastly improved speed and reliability at the branch. Recently the Municipality of Dutton Dunwich installed fibre optic connectivity through Bell Canada to its municipal office. This opened up opportunities for further fibre installations in the area.

For additional information see the September 13, 2016 Elgin County Council Agenda package.

Assumption of Dexter Line

Construction of the new Dexter Line is well underway and is expected to be completed in the fall of 2016. The newly constructed road is ready to be assumed as part of the public highway of the Elgin County road system.

In order to assume the reconstructed portion of Dexter Line as public highway, Council approved the following amendments to the Road Consolidating By-Law 10-10: Elgin County - Council Highlights September 13, Page 13 of 51

THAT the Road Consolidating By-Law 10-10 be amended to include the lands and premises hereinafter described:

Part of Lot 23, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin, County of Elgin, designated as Part 24, Plan 11R-9880;

Part of Lot 24, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin, County of Elgin, designated as Parts 18, 20, 22 & 23, Plan 11R-9880;

Part of Lot 25, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin, County of Elgin, designated as Part 16, Plan 11R-9880;

Part of Lot 26, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin, County of Elgin, designated as Part 12 & 14, Plan 11R-9880;

Part of Lot 27 & 28, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin, County of Elgin, designated as Part 8 & 10, Plan 11R-9880;

Part of Lot 28, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin, County of Elgin, designated as Part 6, Plan 11R-9880;

Part of a road allowance between the Geographic Townships of Yarmouth and Malahide in Concession 1, Municipality of Central Elgin, County of Elgin, designated as Part 4, Plan 11R-9880;

Part of a road allowance between the Geographic Townships of Yarmouth and Malahide in Concession 1, Municipality of Central Elgin, County of Elgin, designated as Part 25, Plan 11R-9880;

Part of Lot 1, Concession 1, Geographic Township of Malahide, County of Elgin, designated as Part 2, Plan 11R-9880; and;

THAT the County insurance provider, Frank Cowan Company, be informed of this change.

Request to Transfer Wonderland Road

The Township of Southwold has passed a resolution requesting that Wonderland Road be transferred to the County of Elgin and that a similar section of less travelled County road be transferred to Southwold.

Elgin County - Council Highlights September 13, Page 14 of 51

In the Fall of 2015 the Ontario Government and the City of London completed a new 401 Interchange that significantly increased the traffic volume on Wonderland Road. Wonderland Road was previously frequented by low volumes of local traffic. Since the opening of the interchange, the road has seen a significant increase in traffic volume and is now a major arterial roadway moving traffic from Elgin County to the 401 and City of London and as a result, now meets the requirements for a County Road.

If the County assumes Wonderland Road, there will be financial implications as improvements will need to be made to accommodate the current traffic increase and future traffic increases. These financial implications may have an effect on other planned capital improvements to the County road system.

Council voted to defer the decision until a more fulsome discussion on financial implications and timeline for expected 10 year capital plan project deferrals could be undertaken. They also recommended that the Township of Southwold be asked to comment on the proposed road assumption and transfers.

The full September 13, 2016 Elgin County Council agenda can be accessed on our website.

Elgin County - Council Highlights September 13, Page 15 of 51 SEP1 9 2015 @c+3//é n‘se”7L dz Ministry of Infrastructure Ministére de l’infrastructure 00 aft’)

8"‘Floor, Hearst Block 8e étage, édi?ce Hearst ) 900 Bay Street 900 rue Bay % . Toronto, Ontario M7A2E1 Toronto (Ontario) M7A 2E1 r Tel: 1-800-268-7095 Tél. : 1-800-268-7095 V n arI0

September 14, 2016

Town of Aylmer 46 Talbot Street W. Aylmer, ON N5H 1J7

DearAdministrator/Deputy Clerk:

The 2016 Federal Budget announced the establishment of a Clean Water and Wastewater Fund (CWWF) that proposes to invest up to $569.6 millionin the province of Ontario for immediate improvements to water distribution and treatment infrastructure, starting in 2016-17.

CWWF willprovide municipalities with vital infrastructure funding to help accelerate short term investments to support the rehabilitation and modernization of drinking water, wastewater and stormwater infrastructure, and the planning and design of future facilities and upgrades to existing systems. 1

The provision of CWWF funding is governed by a bilateral agreement between Canada and Ontario, with the Ontario Ministry of Infrastructure being responsible for the administration of CWWF. The federal government willcontribute 50% of the eligible project costs, up to the maximum federal allocation noted below. In addition, the Province willcontribute 25% of eligible project costs, up to the maximum provincial allocation noted below.

Municipality allocations under the CWWF are based on the amount of water, wastewater and stormwater assets owned by municipalities and their economic conditions. Grants for First Nations are based on each community's population on reserve. Allrecipients receive a minimum of $75,000. ’

Projects must be complete with all costs incurred prior to March 31, 2018. Where need is demonstrated, up to 25% of costs can extend beyond March 31, 2018. Extensions beyond March 31, 2018 require pre-approval by the Province and the Federal Government.

I am pleased to note that, Town of Aylmer will be eligible to receive a maximum federal allocation of $407,551 and a maximum provincial allocation of $203,776.

Ministry of Infrastructure - Establishment of a Clean Page 16 of 51 -2-

In order to submit an application to receive CWWF funding and access the CWWF Program Guide, please visit: httpz//www.grants.gov.on.ca/GrantsPortal/en/OntarioGrants/GrantO_gportunities/PRDRO 15994.html.

Please note that eligible recipients must complete in full and submit electronically a CWWF Project List Template to the email identified on the Grants Ontario web portal by October 31, 2016.

For more information on how to complete each component, in addition to information regarding general program requirements and eligibilitycriteria please referto the CWWF Program Guide.

Ifyou have any questions regarding the Clean Water and Wastewater Fund (CWWF), please contact infrastructure Ontario, at 1-844-803-8856.

Sincerely, L/€“)i0vL'~‘-W“

Elizabeth Doherty Director, Intergovernmental Policy Branch Infrastructure Policy Division

Disponible en francais

Ministry of Infrastructure - Establishment of a Clean Page 17 of 51

Business Profile TABLEInside OF this CONTENTS issue: Village Square Coffee House - Coffee For a Good Cause

Business Profile According to Michelle Fournier, living in Village Square Coffee Port Stanley is a little bit like living on House Pg01 an island. The community is alive with TourismInside Story Profile 2 Culture Days Pg03 great places to eat, shop, and enjoy Award live entertainment, but is far enough Where in Elgin? Video Contest Pg04 removed from the rush of the big city

BusinessInside Story Profile 2 (and close enough to the beach) to Grandma’s Oven Pg05 make you feel like you are on a Local Event Bridge to Better Business permanent vacation. Pg07 “We have a very tight knit community Inside Story 2 here,” says Michelle. “Everyone in Port Stanley is so friendly and willing to help out; people genuinely care about your well-being.” InsideAlan Story Smith 3 General Manager, Five years ago when the local bakery/ Economic Development (519) 631-1460 Ext. 133 coffee shop on the corner of Bridge St.

and Main St. was set to close, Michelle Katherine Thompson small lakeside village. Staff develop sprung into action to make sure that InsideMarketing Story & 4 close relationships with customers who Communications this tight knit community had a Coordinator come back again and again, year after (519) 631-1460 Ext. 180 comfortable place to hang out. The year, bringing their friends and family need for a local hub was apparent Lindsey Duncan with them. InsideTourism Story Services 5 when, on a cold day in February 2012, Coordinator Homemade baked goods, light lunches (519) 631-1460 Ext. 164 Michelle opened the doors of the made with local ingredients, and of Village Square Coffee House for the course superb coffee are the Kate Burns Gallagher first time to a whopping 50 customers. Economic Development specialties of the Village Square InsideCoordinator Story 6 The Village Square Coffee House is a (519) 631-1460 Ext. 137 Coffee House. Michelle serves up welcoming stop for both tourists and espressos, cappuccinos, ice coffees, cyclists alike but caters primarily to and regular coffee in dark roast, full-time and seasonal residents of the medium roast, and decaf – all made

www.progressivebynature.comCounty of Elgin - Newsletter September 2016. Page 18 of 51 1

other things that are needed in the community. “When a customer buys a cup of my coffee, they can know that a percentage is going to a worthy cause,” says Michelle. Through her relationship with Las Chicas, Michelle has been able to travel to Nicaragua to the Las Chicas Plantation and meet with the coffee growers, pickers, farm hands, and their neighbours and families. She feels very fortunate to have been able to travel to Nicaragua, develop exclusively from freshly ground Las Chicas Del meaningful relationships with her suppliers, and Café coffee beans. learn about the coffee that she sells. Las Chicas Del Café Coffee is imported, roasted “I am very lucky to have a business in a and packaged in downtown St. Thomas by Maria community that I love,” says Michelle. “I am a Fiallos and Valeria Fiallos-Soliman who source part of the Port Stanley Community but at the the beans directly from suppliers in their native same time, I now feel like part of this community country of Nicaragua. Through coffee sales and in Nicaragua.” fundraising Las Chicas Del Café raises money For more information about the Village Square for the remote mountain community in Nicaragua Coffee House visit the website or Like them on where the Las Chicas Plantation is located. Facebook. Proceeds from the coffee sales go to purchase medical supplies, maternity support items, and

www.progressivebynature.comCounty of Elgin - Newsletter September 2016. Page 19 of 51 2

Tourism Profile Culture Days Sees Record Number of Events Registered in Elgin County

Elgin County is thrilled to be included amongst Community Development for Elgin County more than 7,500 free activities that are already Library. registered to take place in some 900 Some of the event highlights include communities across Canada as part of the 7th demonstrations of “Gadgets and Gizmos’ at the anniversary of Culture Days happening on Elgin County Museum, The West End Arts September 30, October 1 & 2, 2016. Mingle at the St. Thomas and Elgin Public Art This year Elgin County Cultural Services has Centre, Pottery Demonstrations at Pinecroft teamed up with Economic Development and Pottery, and Low German Cultural Activities at Tourism to support Cultural Producers and Elgin the Aylmer Library. All activities are free to the Arts Trail Members in helping to make Culture public and celebrate the value culture brings to Days a showcase of the rich and diverse Culture the community. that exists in our region. To kick of Culture Days a Flagship Culture Days Over 50 free local events featuring Elgin Arts event is planned for the Port Stanley Festival Trail Members and local Artists are currently Theatre and Library on Friday, September 30th registered on the easy to navigate Culture Days at 6:00p.m. – 8:30 p.m. This “Culture Talks” website, www.culturedays.ca. event will feature Canada’s leading Cultural “This year there is definitely a momentum Champions Jane Nokes – retired Director of Fine building surrounding the unique cultural identity Art Collection and Archives for Scotiabank and of our region. This is shaped by the amazing Paul Roth Director of Ryerson Image Center. Polaris Prize nominated musician Jennifer Castle artists, musicians, crafters, authors, creators, and cultural producers that call Elgin County and St. will punctuate the talks with songs from her Thomas their home. Culture Days provides the critically acclaimed album Pink City. Limited public a unique opportunity to meet, connect and space is available so reserve your free tickets by create and we are thrilled to see such a positive calling 519-631-1460 ext. 151 or emailing response from participants”, states Sandra [email protected]. For all other events visit Poczobut Manager of Programming and www.culturedays.ca and search ELGIN.

www.progressivebynature.comCounty of Elgin - Newsletter September 2016. Page 20 of 51 3

Award Elgin County Promotional Campaign Recognized Internationally

The International Economic Development encouraged to guess the featured locations for Council (IEDC) presented Elgin County the chance to win prizes. Elgin County was able Economic Development with a Silver Award in to significantly increase engagement on its social the New Media category for its 2015 “Where in media platforms while simultaneously Elgin?” Facebook Video Contest. The award was highlighting the area’s great local tourist presented at the IEDC annual conference in attractions and businesses. Cleveland, Ohio on September 27, 2016. This is Over the course of three months the “Where in the 8th time that Elgin County has received Elgin?” videos were viewed over 39,000 times. international recognition from IEDC. The campaign was so well received that it was "It is a tremendous honour for Elgin County to continued during the summer of 2016 with once again be recognized as one of the world's increased success. Elgin County Economic best economic development programs,” said Development plans to bring the campaign back Elgin County Warden Bernie Wiehle. "The again in 2017. County has been able to successfully tap into the For more information on Elgin County’s Tourism power of social media, using it to generate program visit www.elgintourist.com or to view the interest in our local tourism assets and raise the “Where in Elgin?” videos find Elgin on Youtube profile of businesses in our community.” (www.youtube.com/elgincounty) . The “Where in Elgin?” Video Contest was a campaign designed to engage Elgin County’s social media followers through the use of video content. A Go-Pro camera was used to film different local tourist attractions over the course of 15 weeks and social media followers were

www.progressivebynature.comCounty of Elgin - Newsletter September 2016. Page 21 of 51 4

Business Profile Grandma’s Oven Bakery & Cakes – Designing Confectionary Masterpieces

In 2008 Anna Hiebert and her daughter Martha Zacharias embarked on a journey to fulfill a lifelong dream of opening a bakery. Although they had no formal training, Anna was a tremendously skilled baker with experience creating delicious homemade treats for her family. The decision to open Grandma’s Oven Bakery in Aylmer was a daunting one but the initial leap of faith paid off as eight years later the business is a huge success. The bakery started by employing only family but over the course of time has grown to accommodate increased demand for its delicious sugary treats. For the past eight years Anna and Martha have worked alongside each other as business

partners – Anna baking and supervising staff and Martha running the business and taking care of custom cake orders. Martha has recently taken over as sole proprietor as Anna slowly works towards retirement. In the meantime she is still expertly whipping up traditional recipes from her Mennonite background that include pies, fresh breads, squares, and cookies of all types. Customer favourites include chocolate filled cream cookies, chocolate dipped marshmallow cookies, cornflake cookies, cake truffles, cheesecakes, and deliciously decadent cupcakes in a variety of enticing flavours. These flavours are continuously changing and include everything from strawberry swirl with cream cheese, chocolate peanut butter, and red velvet to lemon and chocolate with cookies and cream. Martha has always enjoyed baking but her artistic side longed for a creative outlet. She

www.progressivebynature.comCounty of Elgin - Newsletter September 2016. Page 22 of 51 5

began by creating basic cakes for special portion of her business coming from the London occasions and weddings and has worked up to area. Martha’s reputation has even reached the designing edible works of art that are nothing Muskoka area where she recently delivered a short of confectionary masterpieces. wedding cake to an extremely satisfied couple. Word has spread about Martha’s artistry and not For more information on Grandma’s Oven Bakery only are her cakes a hit in Aylmer, but across and Cakes, to place a custom order, or to view a southwestern Ontario as well. She now makes full gallery of special occasion cakes visit cakes, cupcakes, cake pops, and cake truffles for www.grandmasoven.ca or like Grandma’s Oven approximately 200 weddings a year with a large on Facebook.

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www.progressivebynature.comCounty of Elgin - Newsletter September 2016. Page 24 of 51 7 140/C/ecé/lg». 7(a) \ THE ONTARIOENERGYBOARD / / WANTS TO HEARFROM YOU \

Natural Resource Gas Limited has applied to increase its natural gas rates by $8.90 a month. This application may impact your bill for the next 5 years.

HAVE A SAY AT THE ? Thursday, October 13, 2015 ONTARIO ENERGY BOARD’S 513” t° 333° P-"'- COMMUNITYMEETING (D°°"°‘ °P“3“ at 53°“ P~"‘-) O00 7 Malahide Community Place WH ' 12105 Whittaker Road, Spring?eld

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WANT TO MAKE A PRESENTATION AT THE MEETING? if you would like to make a 5-minute presentation at the meeting, Please contact us at [email protected] or call 1-877-632-2727 (toll-free within Ontario) View Natural Resource Gas Limited’s fullapplication at OntarioEnergyBoard.caINotice Ontario EnergyBoard Ontario Energy Board - crurc Community meeting about Page 25 of 51 Town of Aylmer 46 Talbot Street West Aylmer, ON N5H 1J7 (519) 773-3164

Report Title: “REQUEST FOR USE OF PALMER PARK” Date Submitted: October 03, 2016 Submitted for: Aylmer Town Council Report Author: Rod Tapp, Director of Operations

Recommendation:

Council authorizes the use of Palmer Park and permits the fundraising Concert/BBQ event as described in the request proposal from the “Moore Ave Food Bank Benefit Group”.

Background and Analysis:

The Town of Aylmer recently received a written proposal, requesting the use of Palmer Park for the following; 8:00am – 11:00pm Thursday June 15th, Friday June 16th & Saturday June 17th, 2017. The purpose of the park rental request is to provide a fund raising Concert/BBQ. Proceeds from the proposed event will be donated to Aylmer’s Corner Cupboard (food bank). The event organizer’s, former students under the E.E.S.S.’s Leadership Program which originally promoted and held the event in 2013 have continued to promote and hold the annual event under the name “Moore Ave Benefits the Food Bank” and in conjunction with their website www.MooreAveUnderground.com

Report from the Director of Operations - "Moore Ave Page 26 of 51

ANALYSIS:

As per the Town’s current Parks By-Law 73-95, the sale of refreshments and articles is not permitted in any Town owned park without attaining permission from the Town. Similar requests have been received and granted in past years.

Staff recently reviewed the request and all related issues concerning the proposed use of Palmer Park for this particular event and do not foresee any potential problems if this particular event is allowed to proceed. After reviewing the pertinent information, staff is recommending the following for Council’s consideration moving forward:

 Council permit the event to proceed provided the Event Organizer’s are responsible for attaining any and all required permits etc. from Elgin/St. Thomas Public Health pertaining to the handling of food and are responsible for following the Public Health’s guidelines regarding safe food handling.

 The Event Organizer’s shall follow and adhere to all existing Town By- Laws and Policies as they pertain to this particular event.

Respectfully submitted, Rod Tapp Director of Operations

Reviewed by,

Jennifer Reynaert Administrator

Report from the Director of Operations - "Moore Ave Page 27 of 51 Town of Aylmer 46 Talbot Street West Aylmer, ON N5H 1J7 (519) 773-3164

Report Title: “2016 HOT-MIX ASPHALT & REPAIRS TENDER” Date Submitted: October 03, 2016 Submitted for: Aylmer Town Council Report Author: Rod Tapp, Director of Operations

Recommendations:

1.) Council approves the recommendations as per the Town’s Engineer (CJDL) to proceed with the 2016 Hot-Mix Asphalt & Repairs for Talbot Street West and the E.E.C.C. parking lot as listed in the tender form and accepts the tender form from “Middlesex Paving & Maintenance” for the adjusted amount of $45,353.40 plus applicable taxes.

2.) Council consider giving three readings to the respective By-law to authorize the signing of an agreement between the Town of Aylmer and Middlesex Paving & Maintenance to perform the work required by the 2016 Hot-Mix Asphalt & Repairs contract documents.

3.) Council approves the transfer from the appropriate Accounts/Reserves to cover the project costs.

Report from the Director of Operations - "2016 Hot Mix Page 28 of 51 Background and Analysis

CJDL Consulting Engineer’s opened tenders for the 2016 Hot-Mix Asphalt & Repair works on Wednesday September 28, 2016.

The tender included for the supply and placement of approximately 250 tonnes of hot-mix asphalt, 725m2 milling and associated appurtenances on sections of Talbot Street West and the East Elgin Community Complex parking lot. The Town of Aylmer’s segment of the proposed works (Talbot Street – maintenance-mill & pave) was approved under the 2016 Town of Aylmer Budget and will be 100% funded by the Federal Gas Tax monies. The East Elgin Community Complex’s Parking Lot segment of works was included and approved under the 2016 EECC Budget ($35,000.00).

Tender Results The tender’s received for the 2016 Hot-Mix Asphalt & Repair Project were as follows: Dufferin Construction Company……………………………….…………..$67,790.00 Middlesex Paving & Maintenance…………………………….…………...$67,887.50 Armstrong Paving Ltd…………………………………………...... $103,903.83

Based on the various component/unit prices included in the tenders received, the scope and extent of works of the EECC’s portion of the tender was adjusted to maximize and complete the largest volume of works under the 2016 approved budgeted amount. Based on the unit/quantity prices provided in the tenders submitted and adjusted scope of works, the tender quotation received from Middlesex Paving works out to be the lowest tender pricing submitted and is in line with the Engineer’s estimate for unit pricing. (please refer to CJDL’s letter and revised EECC diagram attached) After all adjustments, the revised extent of works being recommended fall in line and will meet both, Town/EECC approved 2016 budgets. Staff recommends that all works as adjusted and specified be completed. Prior to the paving works being completed at the EECC parking lot under this contract, the Town’s PW’s will be completing the necessary prep works It is anticipated that all works will be scheduled and completed by October 31, 2016.

Report from the Director of Operations - "2016 Hot Mix Page 29 of 51 Based on the Town’s Engineer CJDL’s review and recommendation, staff is recommending that the project tender be awarded.

Respectfully submitted, Rod Tapp Director of Operations

Reviewed by,

Jennifer Reynaert Administrator

Report from the Director of Operations - "2016 Hot Mix Page 30 of 51

Report from the Director of Operations - "2016 Hot Mix Page 31 of 51 CYRILJ. DEMEYERELIMITED John D. Wiebe, P. Eng. T. Paul Tull, P. Eng. . Peter J. Penner, P. Eng. DerenLyle,P. Eng. CODSUHIIHQEFIQIDEEPS Andrew Gilvesy, P. Eng.

261 Broadway, PO. Box 460, Tillsonburg, ON N4G 4H8 T: 5l9~688~1000 F: 5l9—842-3235 www.cjd|eng.com

28 September 2016 1600-50 Town of Aylmer

. 46 Talbot Street West Aylmer, Ontario N5H 117

RE: HOT—MlXASPHALTANDREPAIRS TOWN OF AYLMER

ATTENTION: MR. RODTAPP, CST,DIRECTOROF OPERATIONS

Dear Rod:

Tenders for the above project were opened at 12:00 noon, Wednesday, 28 September 2016 at a meeting attended by Jenny Reynaert, yourself, Matt Sweetland, P. Eng., CJDL,and representatives from some of the contractors that submitted tenders.

The following tenders were received (Excl.HST):

Dufferin Construction Company Part 1: Talbot St. West ' $27,101.00 Part 2: East ElginCommunity Centre $40,689.50 Total: $67,790.50

Middlesex Paving & Maintenance Part 1: Talbot St. West $17,970.00 Part2: East ElginCommunity Centre $49,917.50 Total: $67,887.50

Armstrong Paving and Materials Group Ltd. Part 1: Talbot St. West $37,279.53 Part 2: East ElginCommunity Centre $66,624.30 Total: $103,903.83

The total tender price of $67,790.50 from Dufferin Construction Company is the lowest of the three tender submissions provided however, in accordance with the General Conditions of the Contract Documents, the scope of work in Part 2 of the Tender have been revised (reduced) to suit budget constraints.

I3 Fax El Mail I] Deliver IIICourier I17(e-mail

Report from the Director of Operations - "2016 Hot Mix Page 32 of 51 -2-

Provisional items including removal of the existing asphalt in the East ElginCommunity Complex (EECC)parking lot, and installation of subdrains will be completed by Town of Aylmer Works Department. Removal of these items from the contract adjusts the total tender prices as follows (Excl. HST):

Dufferin Construction Company $59,822.50

Middlesex Paving & Maintenance $57,133.00

Armstrong Paving and Materials Group Ltd. $86,580.63

This adjustment moves Middlesex’s tender to low bid; however in the adjusted tenders, Part 2 of both of the low tenders still exceed the allotted budget for work at EECC.Removing the milling component from the contract and adjusting the scope of work and hot—mixasphalt quantities accordingly to suit budget constraints, results in the following values for the two low bidders (Excl.HST):

Dufferin Construction Company Part 1: Talbot St. West $27,101.00 Part 2: East ElginCommunity Centre $24,675.90 Total: $51,776.90

Middlesex Paving & Maintenance Part 1: Talbot St. West $17,970.00

Part 2: East ElginCommunity Centre $27,383.40 » Total: $45,353.40

Based on the forgoing, it is recommended that a contract be awarded to Middlesex Paving & Maintenance with revised scope at EECCto remove the provisional asphalt removals and subdrain installation, remove the asphalt milling component, and adjust fine grading and hot-mix asphalt quantity accordingly, in the amount of $45,353.40 (Excl.HST.)

Ifthere are any questions, please do not hesitate to contactthis office.

Peter?enner, P. Eng. PJP/MDS

c.c. Ms. Jenny Reynaert, Administrator, Town of Aylmer

$$$$$$$$$$$$$$$$$ 11 EJEEReport from the Director of Consulting EngineersOperations - "2016 Hot Mix Page 33 of 51 Operations Report from the Director of - "2016 Hot Mix

EAST ELGIN COMMUNITY COMPLEX HIGHWAY 3 No. Page 34 of 51 TALBOT STREET EAST

TOWN OF AYLMER Cyril J. Demeyere Limited P.O. Box 606, 261 Broadway Tillsonburg, Ontario. N4G 4J1 Tel: 519-688-1000 866-302-9886 Fax: 519-842-3235 [email protected]

1 Town of Aylmer 46 Talbot Street West Aylmer, ON N5H 1J7 (519) 773-3164

Report Title: Report 94-16, Cherry Street Affordable Housing Request for Tax Reduction and Relief from Development Charges

Date Submitted: October 3, 2016

Report Author: Jenny Reynaert, Administrator/Deputy Clerk

Recommendation: THAT Report 94-16 entitled “Cherry Street Affordable Housing Request for Tax Reduction and Relief from Development Charges.” be received; That Council provides direction regarding Cherry Street request for development charges relief;

That the Council of the Town of Aylmer supports Cherry Street in their development at 10 Wellington Street as an Affordable Housing Project, noting endorsement of the request for tax relief for the project set at the single residential rate for the area or provide a grant in lieu of this property tax reduction for a minimum of 25 years, and further;

That Council provides a copy of this resolution to the County of Elgin requesting support.”

Background and Analysis: On September 12, 2016, Council received a request from Cherry Street for relief of development charges for the affordable housing project being developed at 10 Wellington Street (report 78-16 attached for background).

Council deferred making a decision regarding development charges relief until Cherry Street made a request for tax relief as was anticipated. The tax relief request has now been received and further the non-profit Board of Directors has requested Development Charges relief is considered by Council. This project was approved under a Request for Proposal (RFP) terms of reference that did not require commitment for tax relief prior to being considered for approval as is the case for the Brown Street project. The Investment in Affordable Housing Program requires the municipality to reduce property taxes to the residential rate Report from the Administrator - Tax Page 35 of 51 for the term of the affordability agreement with the Service Manager (City of St. Thomas). For St. Thomas/Elgin projects, this is 25 years. Because this is a non- profit housing provider, Council may wish to extend the tax reduction period beyond 25 years.

In 2011 Walter Ostojic & Sons opened a 23 unit apartment building funded under the Canada Ontario Affordable Housing Program on Brown Street (Report 93-16, of the October 3, 2016 agenda identifies support for a second unit). This was one of the first rental apartment buildings to provide an elevator making it accessible to people with mobility challenges.

Investment in Affordable Housing for Ontario Program Guidelines outlines suggested contributions by others in relation to the grant application this project currently falls under as follows:

“In addition to the mandatory requirements of reducing property taxes/grants in lieu and providing required equity, SMs and proponents are encouraged to provide additional contributions in order to increase the financial viability of the project and/or to provide deeper affordability.

Contributions by SMs may include: waiving or reducing development charges, planning approvals application fees, building permit fees, and full property tax exemptions as well as contributions of municipal grants, and municipally-owned land.

Contributions by proponents may include: land or cash, including that from fundraising and donations.”

The affordable housing program is administered by the City of St. Thomas for the entire region. The City is unable to make reductions to taxation as outlined in the Ontario guidelines and therefore taxation and other considerations must be considered by the appropriate lower tier Councils as well as the County when projects are being considered and/or built.

Respectfully Submitted by, Jenny Reynaert, Administrator

Report from the Administrator - Tax Page 36 of 51 16Talbot Street East Tel: 226-234-2907 CI/Ix’e rry Aylmer, Ontario, NSH 1H4 Fax: 519-765-3023 est. 1972 CouncilEl CAO - male Code: Cl k , September 15’2016 , Dirof Finance Ell§i.?t?j‘-fat: Dir.Plan/Mun.Serv. [J Town of Aylmer Dir.of Operations El DateReceived: 43 Ta|bot street FireChief/EmergServ. El 2 0 2015 Aylmer Ontario Othe" N5H 1J7

Attention: The Council of the Town of Aylmer

Re: Tax Reduction Request Investment in Affordable Housing for Ontario (2014 Extension) Cherry Street 10 Wellington Street Affordable Housing Apartments

Your Worship and Members of Council,

Cherry Street is in the process of constructing 10 new affordable housing apartments at 10 Wellington Street in Aylmer. A portion oftheycost of the project is being funded under the investment in Affordable Housing Program with contributions from the Federal and Provincial governments. The funding represents approximately one half of the total cost with the balance of the cost paid by Cherry Street and financing. The City of St. Thomas acts as service provider for all funded affordable housing projects in the County of Elgin. Cherry Street is a charitable non—profitorganization that has been providing affordable housing for families in Aylmer and Malahide Township since 1972. The mandate ofthe organization is to provide services and housing for needy families and has always done so at substantially lower rates than the private rental market.

The new building will be one storey with eight one-bedroom and two two-bedroom apartments with two of the apartments designed for wheelchair accessibility. The rents for the apartments are set at 80% ofthe CMHCmarket rent which translates to $509 for one bedroom apartments and $624 for two bedroom apartments. The rents include heating and water. The building is designed to be energy efficient and includes features such as LEDlighting and increased insulation. Thiswill be a significant community project for Cherry Street and they look forward to beginning construction this summer. The following is an excerpt from the Investment in Affordable Housing for Ontario (2014 Extension) Program Guidelines regarding the requirements of Service Managers and participating municipalities. General Program Requirements

The following general program requirements apply to projects approved under the Rental Housing component:

Construction start - Projects must start construction within 120 days of signing a CA. - Projects that do not start construction within 120 days of signing a CA may, at the Ministry's discretion, have IAH(2014 Extension) program funding withdrawn and re—al|ocated. - Written confirmation of construction start must be provided to the Ministry. - Site inspections will be conducted at Report from the the discretion of the Ministry. Administrator - Tax Page 37 of 51 Municipal Property Tax Service Mangers (SMs) are required to either: - Reduce property taxes for Rental Housing projects by setting it at a rate equivalent to, or lower than, the single residential rate for the area; or - Provide a grant in lieu ofthis property tax reduction. Municipal Housing FacilityBylaw - SMs are required to have a Municipal Housing Facility Bylawto enable municipal contributions according to Municipal Act, 2001. Equhy - Minimum 10% equity must be provided for projects sponsored by private proponents. 0 Minimum 4% equity must be provided for projects sponsored by partnerships between private companies and non-profit organizations. 0 No equity contribution is required for projects sponsored by non-profit or cooperative housing organizations to encourage participation by these groups in the program. 0 Please note that private lenders may have additional equity requirements. Contributions by Others ln addition to the mandatory requirements of reducing property taxes/grants in lieu and providing required equity, SMs and proponents are encouraged to provide additional contributions in order to increase the financial viabilityof the project and/orto provide deeper affordability. Contributions by SMs may include: waiving or reducing development charges, planning approvals application fees, building permit fees, and full property tax exemptions as well as contributions of municipal grants, and municipally-owned land. Contributions by proponents may include: land or cash, including that from fundraising and donations. On behalf of the Board of Directors of Cherry Street, this letter is a request to the Council of the Town of Aylmer to reduce the property tax for the project at 10 Wellington Street to the single family tax rate as per the IAHProgram Guidelines. We further request that the Town of Aylmer pass a Municipal Housing Facility Bylaw, if it has not yet done so, to enable municipal contributions according to Municipal Act, 2001. As such we reiterate our request to have the development charges for the project waived. Should Council or staff require additional information regarding the IAHprogram guidelines and municipal requirements please contact the Acting Director and Social Housing Administrator, Elizabeth Sebestyen, 519-631-9350 X7126. [email protected]. Thankyou for your consideration on this matter.

Yo incerely,

Abe Harms President c.c. Directors: Don Prendergast, Jeff Wiebenga, Grace Miedema, Frank Martens, Barb Hotke Elizabeth Sebestyen, Acting Director and Social Housing Administrator

Report from the Administrator - Tax Page 38 of 51 16 Talbot Street East Tel: 226-234-2907

Cherry Street Aylmer, ::;.z1.%7::::.3.: est. ‘I972

July 12, 2015 Agendaat Avq,‘7I"' mo B’FlleCode: Town of Aylmer cjgk El Name: d Sublect 48 Talbot Street Dlf.ofl-'lnance Dlr.Planlllllun.Serv.D _ Aylmer, Ontario Dlnofoperations D Date Received: N5H 1J7 El jU|_ 12 2015 |c-')[:;1echlefIEmergSeW-SI’: _ - mode c Attention: Mayor Greg Currie and Members of Council 3°“'°3°3 """“'.'L‘E_’\"._".3i?‘,.:"3

Re: Development Charges Request 3.,\ Cherry Street 10 Wellington Street Affordable Housing Apartments

Dear Mr. Mayor and Members of Council,

Cherry Street is in the process of constructing 10 new affordable housing apartments at 10 Wellington Street in Aylmer. A portion of the cost of the project is being funded under the Investment in Affordable Housing Program with contributions from the Federal and Provincialgovernments. The funding represents approximately one half of the total cost with the balance of the cost paid by Cherry Street and ?nancing. Cherry Street is a charitable non-profit organization that has been providing affordable housing for families in Aylmer and Malahide Township since 1972. The mandate of the organization is to provide services and housing for needy families and has always done so at substantially lower rates than the private rental market. Many of the 11 properties that they own and rent are older and require constant maintenance. Consequently, they have not been able to build up any significant reserves over their 44 years of operation.

The new building will be one storey with eight one-bedroom and two two—bedroomapartments with two of the apartments designed for wheelchair accessibility. Thiswill be a signi?cant community project for Cherry Street and they look forward to beginning construction this summer. The anticipated development charges for the project are $28,056. in consideration of the many years of service providing affordable housing, on behalf of the Boardof Directors of Cherry Street, this is a request for the Town of Aylmer to consider waiving the development charges to help reduce the capital costs and facilitate financing. Thiscontribution by the Town of Aylmer to this much needed development in the downtown would be a great benefit to the success of the project. Yours sincerely,

Abe Harms President c.c. Directors: Don Prendergast, Jeff Wiebenga, Grace Miedema, FrankMartens, Barb Hotke

Report from the Administrator - Tax Page 39 of 51 Town of Aylmer 46 Talbot Street West Aylmer, ON N5H 1J7 (519) 773-3164

Report Title: Report 78-16, Cherry Street Request for Development Charges Exemption Related to 10 Wellington Street Development

Date Submitted: September 12, 2016

Report Author: Jenny Reynaert, Administrator/Deputy Clerk

Recommendation: THAT Report 78-16 entitled “Cherry Street Request for Development Charges Exemption Related to 10 Wellington Street Development” be received;

AND THAT, Council provides staff direction regarding said request.

Background and Analysis: At the August 8, 2016 Council meeting, Council considered a request from Cherry Street for an exemption for development charges to assist in the development capital costs to construct a new 10-unit affordable housing apartment unit (request attached for information). Council referred the request to Staff to review and submit a report to the September 12, 2016 Council meeting.

Section 9 of By-Law 24-12, the current Development Charges By-Law allows for exemptions as follows:

9. Council may, from time to time, grant full or partial exemption from the development charges provided in this By-Law shown on Schedule "A" hereto.

It is Council’s discretion to exempt in full or in part the Development Charges as it relates to the request received from Cherry Street. We understand through our Planning Consultants, that some communities grant requests in an effort to encourage these types of developments in their communities where much needed affordable housing is proposed to keep costs lower for the development.

Should Council wish to consider this request, they would need to consider setting a precedence for future requests. The cost of services calculated in the Development Charges By-Law would not be paid by this development in full or partially, depending on the amount of relief granted. Report from the Administrator - Tax Page 40 of 51

On May 2, 2016, Council authorized an increase to Schedule “A” to the development charges By-Law that would authorize the charge for Apartment dwelling to $2,805.56 up from $2,788.83. Based on the new rates established for June 1, 2016, the development charges to be levied on this project would be $28,056.

Respectfully Submitted by, Jenny Reynaert, Administrator

Report from the Administrator - Tax Page 41 of 51 Town of Aylmer 46 Talbot Street West Aylmer, ON N5H 1J7 (519) 773-3164

Report Title: Report 93-16, Affordable Housing Support Resolution for Walter Ostojic & Sons Ltd.

Date Submitted: October 3, 2016

Report Author: Jenny Reynaert, Administrator/Deputy Clerk

Recommendation: THAT Report 93-16 entitled “Affordable Housing Support Resolution for Walter Ostojic & Sons Ltd.” be received;

AND THAT, Council pass a resolution of support for a new housing development they are making application for on Brown Street as follows;

“That the Council of the Town of Aylmer supports Walter Ostojic & Sons Ltd. in their development of the second building on Brown Street in Aylmer as an Affordable Housing Project, noting endorsement of the request for tax relief for the project set at the single residential rate for the area or provide a grant in lieu of this property tax reduction for a minimum of 25 years; and further,

That Council provides a copy of this resolution to the County of Elgin requesting support.”

Background and Analysis: Peter Ostojic contacted the Administrator to request Council provides a resolution of support as a mandatory requirement under the Terms of Reference for New Affordable Rental Housing administered by the City of St. Thomas. The terms of reference require that both the lower tier and upper tier pass a resolution of support for the project including the commitment to reduce tax rates to single family residential rate for a minimum of 25 years.

Investment in Affordable Housing for Ontario Program Guidelines outlines suggested contributions by others in relation to the grant application this project currently falls under as follows:

Report from the Administrator - Affordable Page 42 of 51 “In addition to the mandatory requirements of reducing property taxes/grants in lieu and providing required equity, SMs and proponents are encouraged to provide additional contributions in order to increase the financial viability of the project and/or to provide deeper affordability.

Contributions by proponents may include: land or cash, including that from fundraising and donations.”

Respectfully Submitted by, Jenny Reynaert, Administrator

Report from the Administrator - Affordable Page 43 of 51 Town of Aylmer 46 Talbot Street West Aylmer, ON N5H 1J7 (519) 773-3164

Report Title: Report 96-16, Strategic Plan Update

Date Submitted: October 3, 2016

Report Author: Jenny Reynaert, Administrator/Deputy Clerk

Recommendation: THAT Report 96-16 entitled “Strategic Plan Update” be received.

Background and Analysis: Periodically a strategic plan update will be provided to Council for information. The attached updated document provides information regarding projects undertaken and completed or planned in the current budget year that have supported the identified plan goals. At previous Council meeting held on September 19, 2016, Council requested that an update be provided.

Respectfully Submitted by, Jenny Reynaert, Administrator

Report from the Administrator - Strategic Page 44 of 51 29/09/2016 Town of Aylmer - Council Strategic Planning Strategic Priority Financial and Human Timing

Administrator Report from the Action Activities to Support Strategic Priority Resources Required to Start Update as of May 2, 2016 Update as of October 3, 2016

Resolve issues related to the East Elgin Community Complex At Joint Council meeting on March 23, 2015 the RFP process was discontinued, Look at outside management company to save money, on-line booking being developed, revenue -

Strategic provide more/alternate services, increase revenues and increases through approved marketing explore online bookings. Draft of RFP developed. Unknown plan. GM Marketing Plan approved by Interim Board, new web page created, Wi-Fi Create a positive image. installed and available.

Look at the economic development spin off, including Currently being developed as part of youth retention and attraction. Marketing Plan and programs development Review of governance of the facility to begin May, 2015, on-going restructuring of the governing body has been Create a process to accommodate a partnership where recommended and on track to be urban/rural methodology are different. competed by October of 2016.

Improve Financial Stability and Health including Increase in Reserves Service Delivery Review to be presented in SDR provides clarification regarding tax Review, assess and clarify tax levels 2016 will provide this information and assessment differences.

Service Delivery Review will assist in SDR recommends a fees/services policy Increase Revenues identifying some potential opportunities. and review. Outstanding work to be done. Continue to put aside OMPF revenues into debt reserve to pay down current debt and off-set the need for future debt, debt reserve being utilized to construct a new public works facility in 2016, reserve will Page 45 of 51 Reduce Debt Load On-going cover outstanding EECC debt. SDR recommended a part time Ec Dev Officer, this is addressed with the restructure of the Planning Department and Service Delivery Review will provide some creation of Director of Municipal Planning Better utilize and/or maintain current business/commercial recommendations to provide potential and Development (1/2 time planning and opportunities solutions. 1/2 time Ec Dev) To be addressed through lands needs Lands needs study will provide study and discussions as well as opportunities to increase developable land, restructure of Planning Dept. with addition Increase/Expand Assets new public works facility in 2016. of Ec Dev responsibilities.

1 29/09/2016 Town of Aylmer - Council Strategic Planning Strategic Priority Financial and Human Timing

Administrator Report from the Action Activities to Support Strategic Priority Resources Required to Start Update as of May 2, 2016 Update as of October 3, 2016

Focus on Economic Development to Increase Tax Base and Encourage Job Creation

Study delivered and discussions underway, - Strategic Study underway and report going to servicing study being developed, Assess and implement boundary adjustment On-going Council in 2016 annexation of EIC at MMAH for approval

CBO contract, by-law enforcement contract, GIS services with Malahide, Winter Patrols with Malahide, Accessibility assistance through County Coordinator, Recycling - MRF City of London and several lower tier municipalities, Animal Control/Patrol with City of St. Thomas, Elgin Fire Chiefs working towards standardization of Operational Guidelines, parking enforcement contract, Assessment Appeal Management through County Staff, Counselling services and benefit package management through County, Fire Dispatch with Tillsonburg, Hazardous (Delete - Waste Collection -Aylmer and Malahide), (Add-Solid Waste Disposal Contract - all Elgin County lower tiers).Training of municipal staff - several coordinated efforts for water, fire, health and safety, accessibility, human resources, Doors Open - Aylmer, Malahide and Bayham, Elgin Economic Development Advisory Group (EEDAG) - County and all Page 46 of 51 lower tier municipalities, Primary and Secondary Water Boards, Healthily Communities Partnership, further opportunities may be identified with the Form municipal partnerships Service Delivery Review. Council may wish to update the Recreational Master Plan to help guide Create, maintain and expand recreation facilities planning. 2017 or 2018 budget process.

2 29/09/2016 Town of Aylmer - Council Strategic Planning Strategic Priority Financial and Human Timing

Administrator Report from the Action Activities to Support Strategic Priority Resources Required to Start Update as of May 2, 2016 Update as of October 3, 2016 County continues to market all lower tiers Restructure of Planning Dept. will provide in the Economic Development activities, 1/2 time Ec Dev for this purpose. further opportunities may be identified through Service Delivery Review. Promote the Town Relationship with Commercial Realtor to -

Strategic market existing land and creation of Ensure there is readily available and accurate information promotional materials with the County about the Town completed in 2016

Relationship established with Commercial Realtor to market available Town owned Implement marketing strategies through real estate industrial land, currently drafting professionals agreements for Council consideration. Land needs study will identify opportunities for commercial development, review of Official Plan and Zoning By-Law scheduled in 2016 may assist in developing concrete Improve downtown core plans. Take advantage of networking opportunities Developments on-going or completed IGPC Development, Continued since last update: 70 Beech St expansion, development at Elgin Innovation Centre Aylmer Retirement Home development, including recent development of Planet A&W development, 50 South St Shrimp and WeedMD, Expansion of Enns Residential Quadruplex, 10 Wellington St Textile, potential development at Affordable Housing Dev., 157 John N Cottonwood, Anne Street West, Jane Bakery Dev., 85 Forest reviewing Street and Bradley Park developments, proposals, Cottonwood reviewing Cherry Street Development on Wellington conditions. Brown St housing dev., 35 Review past successes in economic development Street Forest duplex dev. Land Needs Study to be delivered to

Page 47 of 51 Council in 2016 to assist in decision making process regarding industrial and Land Needs Study delivered, discussions Control negotiations through land ownership residential growth underway

Maintain and Renew Infrastructure

3 29/09/2016 Town of Aylmer - Council Strategic Planning Strategic Priority Financial and Human Timing

Administrator Report from the Action Activities to Support Strategic Priority Resources Required to Start Update as of May 2, 2016 Update as of October 3, 2016

On-going applications will be suggested for large infrastructure projects and ten year surface roadwork identified by staff and approved by Council, 2016 budget process Cedar Street - 2017

- John Street Watermain - 2014/15 Strategic Water Street - 2015/16 Caverly Rd. Mill and Pave - 2015 Canada 150 Grant capital grant Connecting Link - approved Grant - 2016- application, Reviewing Clean Water Continue to solicit government funding On-going 2018 Wastewater fund currently. HVAC reserves started, AODA Elevator for Town Hall will need to be addressed in future budget development, trail expansion reserve contribution in 2016, increase reserves for library project in 2016, rolling stock contributions, explore grant opportunities as details are released for the Earmark appropriate fund for projects identified new Federal Infrastructure program. 2015/16 reserve contributions: full recommended asset replacement contribution, 2015/16 rolling stock contributions for fire and public works, EECC capital reserve contribution in 2016, 2015 reserve contribution for police Increase reserves On-going building Improve public education and awareness including sharing SDR report and presentation provided successes public education and awareness Replacement Aerial truck-2016,Coopers alley reconstruction-2015 and 2016, Sweeper replacement-2016, Playground equipment upgrades-2016, Mower Page 48 of 51 Take care of what we have first; before considering replacement-2015, 2015 dump truck and Replace water pickup 2016, Public Works expansions pick up truck replacement for public works Bldg. 2016-17, Backhoe 2016 Project identification and planning discussions during budget process, building budget through priorities identified in Asset Management Plan, large infrastructure projects and ten year road resurfacing plans approved by Council in Provide continued Council support for projects Staff resources On-going 2015 and 2016

4 29/09/2016 Town of Aylmer - Council Strategic Planning Strategic Priority Financial and Human Timing

Administrator Report from the Action Activities to Support Strategic Priority Resources Required to Start Update as of May 2, 2016 Update as of October 3, 2016 Review Competitiveness of Tax Rate with similar Municipalities and Explore Potential to Lower Tax Rate as Needed

Clarify perception versus reality and similar municipalities Part of Service Delivery Review materials for competitiveness through benchmarking analysis SDR completed and delivered. Approved 2015 budget project to be -

Strategic Conduct a service delivery review delivered in Spring of 2016 SDR completed and delivered. Strong economy at all levels required Service Delivery to identify opportunities Determine cost to reduce tax rates and weaknesses. SDR completed and delivered. New developments to reduce/allow competitive taxes Study to understand potential pitfalls Determine if processes are easily accessible Assessment tools available on web site and MPAC site Other levels of taxation on bill other levels explained on tax bills

Resolve Library Issue Council has initiated an Expression of Interest to determine potential for existing Determine current and projected needs buildings for a library location. On-going study of options by Council. Determine costs and benefits Obtain public input County and Town will proceed in library project development as partners, County Develop partnerships with the County, as well as private for delivery of service and Town for entities and other public entities if applicable provision of facility. Page 49 of 51 County provides library programs as well Determine program delivery needs such as English as a as Aylmer Mennonite Central Committee second language, computer literacy and/or home school and Thames Valley through local school programs programs. Determine whether it will be contemporary, modern or other

Improve the Downtown Core Remember the backside of the downtown

5 29/09/2016 Town of Aylmer - Council Strategic Planning Strategic Priority Financial and Human Timing

Administrator Report from the Action Activities to Support Strategic Priority Resources Required to Start Update as of May 2, 2016 Update as of October 3, 2016

County CIP plan has approved the following projects in 2016: Elgin Feeds-2 applications, one for paving one for building expansion, Kebbels Funeral Home- façade improvements, Durkees-heating -

Strategic Establish a CIP program for downtown - increase budgets County CIP and Town OP amendment to improvements, Family Central-façade and for grants/loans in this program plus consider County CIP accommodate going to Council on July 6, window upgrades, Showcase East Elgin program being developed 2015 for approval Realty-signage and facade improvements. Networking Work with BIA regarding façade program New signs for downtown Apply for grants Establish design guidelines

The Town and County CIP helps support and drive downtown revitalization, along See above re. Elgin CIP program, with Parks on-going enhancements Town/BIA initiated Downtown Develop Downtown Revitalization Plan supported during 2015 and 2016 budgets. Improvements (benches, trees, banners) Representatives of Mainstreet Committee provide communications and program suggestions which are considered during Develop vision with BIA and communicate budget deliberations. Mainstreet Committee representative Find downtown niche/specialty communications at Committee

Heritage Committee reviewing by-laws for the purpose of developing and identifying Develop culture, heritage aspects heritage aspects of designated properties. Mainstreet Committee representatives Dress up/fix up vacant store spaces/windows (i.e. museum address and provide recommendations to Page 50 of 51 artifacts) Council. CIP programs through Town and County Programs/specials for new businesses and building available, adopted in 2012 and to be owners reviewed in 2016.

BY-LAW NO. 44-16

BY-LAW NO. 44-16 OF THE CORPORATION OF THE TOWN OF AYLMER

Being a By-Law to authorize the signing of an Agreement between The Corporation of the Town of Aylmer, and Middlesex Paving & Maintenance to perform the work required by the contract documents for the 2016 Hot-Mix Asphalt & Repairs

THE COUNCIL OF THE CORPORATION OF THE TOWN OF AYLMER HEREBY ENACTS AS FOLLOWS:

1. That the Mayor and Clerk be authorized to sign the contract documents between Middlesex Paving & Maintenance and The Corporation of the Town of Aylmer, to perform the work required by the contract documents for the 2016 Hot-Mix Asphalt & Repairs;

2. That this By-Law shall come into force upon final passing thereof.

READ A First, Second and Third time this 3rd day of October, 2016.

______Greg Currie, Mayor

______Jennifer Reynaert, Deputy Clerk By-Law 44-16 - Agreement between The Corporation of Page 51 of 51