Electronic Meeting Council Chambers

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The Corporation of the Municipality of Chatham-Kent

Chatham-Kent Council – Electronic Meeting

Council Chambers, Chatham-Kent Civic Centre

September 14, 2020 6:00 P.M.

1. Call to Order

The Mayor called the meeting to Order:

Present: Mayor Darrin Canniff, Councillors Authier, Bondy, Ceccacci, Crew, Faas, Finn, Hall, Harrigan, Kirkwood-Whyte, Latimer, McGrail, B. McGregor, C. McGregor, Pinsonneault, Sulman, Thompson, and Wright

Absent: None

2. Disclosures of Pecuniary Interest (Direct or Indirect) And the General Nature Thereof

3. Supplementary Closed Session Agenda Items

4. Recess to Closed Session – 5:00 p.m. Councillor Carmen McGregor, Closed Session Chair

That Council moved into a Closed Session Meeting of Council pursuant to Section 239 of the Municipal Act, 2001, as amended, for the following reasons:

 Proposed disposition of property by the municipality with regard to Offer to Purchase Vacant Lot, Erie Street North, Ridgetown. Section 239(2)(c), Municipal Act, 2001.  Proposed disposition of land by the municipality with regard to Land Lease 25280 Big Pointe Road Agricultural Land. Section 239(2)(c), Municipal Act, 2001.  Advice that is subject to solicitor-client privilege, including communications necessary for that purpose with regard to Mask Amending By-law. Section 239(2)(f), Municipal Act, 2001.  Advice that is subject to solicitor-client privilege, including communications necessary for that purpose with regard to Rural Fibre Backbone Agreement. Section 239(2)(f), Municipal Act, 2001.

5. Adjournment of Closed Session

Resumption of Open Council Meeting – 6:00 p.m.

6. Approval of Supplementary Agenda

There was no supplementary agenda.

Chatham-Kent Council at its meeting held on September 14, 2020 Page 1 of 14 7. Disclosures of Pecuniary Interest (Direct or Indirect) for Open Session Agenda Items and the General Nature There Of

Declaration of Interest, Municipal Conflict of Interest Act, R.S.O. 1990, .M.50 Re: Council/Committee/Local Board Agenda dated: September 14, 2020 Item Title: Rural Fibre Backbone Agreement Item No: 17(d) I, Councillor Sulman hereby declare a potential (deemed/direct/indirect) pecuniary interest on the above noted Council/Committee/Board Agenda, Item, Title for the following reasons: Due to a Client

Declaration of Interest, Municipal Conflict of Interest Act, R.S.O. 1990, .M.50 Re: Council/Committee/Local Board Agenda dated: September 14, 2020 Item Title: Appointment By-law Contractual Officers Item No: #16(b) I, Councillor Harrigan hereby declare a potential (deemed/direct/indirect) pecuniary interest on the above noted Council/Committee/Board Agenda, Item, Title for the following reasons: The By-law Enforcement Officers being appointed are employees of the Chatham-Kent Health Alliance where I am also an employee.

8. Presentation

(a) Presentation by Daniel Levitan, Vice President of Stakeholder Relations, Hydro One re Proposed Chatham to Lakeshore Transmission Line Project (information report attached)

9. Deputations – items on current agenda

As per By-law 30-2020: 3.10(h) -- Unless otherwise approved by the Chair, an Electronic Meeting shall not permit public deputations, except by way of written submission received in advance of the meeting, which shall be submitted to the Municipal Clerk’s office at [email protected] prior to the start of the Electronic Meeting, and shall be provided to members in advance of the meeting if possible. The Clerk shall verbally read out the written deputation at the beginning of the meeting;

Council received 29 written deputations from the following individuals. The written submissions were read by the Municipal Clerk.

Item 8(a) - Chatham to Lakeshore Transmission Line Project

 E. Blake Vince and Robert C. Smyth

Item 12(b) - Shelter Services Location Change  Rev. Michael Koppes – Praise Fellowship Church  Sherri Saunders – Executive Director – Chatham-Kent Community Health Centres  Bill Folkerts, Grace Christian Reformed Church Deacons

Item 13(b) - Round the River Recreational Trail

 Mike and Colleen Penner  Paul Gardiner  Beverly Van Dyken  Randy MacIntosh  Dianne Flook  Zeb and Gail Talach  Mark Murray  Paul Roy  Jennifer Johnstone  Larry Duquette  Dave and Brenda Baute  Joanne and Gerard Mallette

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 Mike Lenover  Enrico Magnani  Geoff Clement  Ruth Desforges

Item 15(a) - Mask Amending By-law  Dan Christiaans and Rick Dressler, Maple City Baptist Church  Robert Salvatore Powers  Rachel Presley and the Chatham-Kent Freedom Group  John A. Dawson, President, Canadian Council of the Blind (Chatham-Kent)  Alice Lake and the Chatham-Kent Freedom Group  Rose Whyte  Kim Iles

Item 18(e) - Long Grass and Weed By-law for Naturalization Activities

 Larry Cornelis and Dave Smith - Sydenham Field Naturalists  Mike Smith

Consent Agenda

As per By-law 30-2020: 3.10(j) - The agenda shall be modified to allow for all items on the agenda to be voted upon at once, except for Planning Act matters and any others as determined by the Clerk. The Clerk shall first ask if any Member wishes to have any item on the agenda voted upon separately in which instance that item shall be voted upon separately;

The Municipal Clerk explained that all administrative reports and notices of motion are listed under the Consent Agenda. Council has the opportunity to pull any items off the consent agenda and place them aside to be discussed and voted on separately. All items not placed aside will be voted on in one motion.

The Municipal Clerk noted that the following reports were pulled from the consent agenda to be discussed and voted on individually. Items 12(b), 13(b), 14(a), 15(a), 16(a), 16(b), 17(b), 17(d), 18(e).

Councillor Ceccacci moved, Councillor McGrail seconded:

“That the following reports be approved as presented 10(a), 10(b), 11(a), 12(a), 12(c), 13(a), 15(b), 15(c), 15(d), 15(e), 17(a), 17(c), 18(a), 18(b), 18(c), and 18(d).”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas Yes Pinsonneault Yes Finn Yes Sulman Yes Hall Yes Thompson Yes Harrigan Yes Wright Yes Kirkwood-Whyte Yes Mayor Canniff Yes

Yes Votes: 18 No Votes: 0 Motion Carried

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10. Council Meeting Minutes

(a) Council Meeting Minutes from its meeting held on July 20, 2020

(b) Council Meeting Minutes from its meeting held on August 10, 2020

11. Committee Reports

(a) Drainage Board Recommendations from its meeting held on September 1, 2020

These recommendations were approved as part of the Consent Agenda.

12. Information Reports

(a) EMS Covid-19 Temporary Service Level Adjustment Extension

This report was received as part of the Consent Agenda.

(b) Shelter Services Location Change

Councillor Latimer moved, Councillor Kirkwood-Whyte seconded:

“Whereas COVID-19 has exposed the sheer vulnerability of Canadians who lack decent, affordable and safe housing, and

Whereas today’s market conditions create a uniquely cost-effective opportunity to respond—urgently yet permanently expanding Canada’s affordable and supportive housing supply as a first step toward the more comprehensive housing solutions needed to support Canada’s post-COVID recovery, and

Whereas The Canada Mortgage and Housing Corporation forecasts that a range of suitable buildings will be coming up for sale at reduced prices.

Therefore be it resolved that administration immediately engage in discussions with Canada Mortgage and Housing Corporation (CMHC) and Federation of Canadian Municipalities (FCM) to pursue funding and building acquisition opportunities for affordable and supportive housing.”

The Mayor put the Motion

Yes Votes: 18 No Votes: 0 Motion Carried

This report was approved as part of the Consent Agenda.

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13. Tender Awards

(a) Single Source Tender Award – T20-300 (Pedestrian Signal and Crossover Installations – Blenheim, Chatham and Ridgetown)

This report was approved as part of the Consent Agenda.

(b) RFP Award – R20-235 Round the River Recreational Trail – Phase II Construction

Councillor B. McGregor moved, Councillor Ceccacci seconded:

“That

1. The RFP in the amount of $3,514,587 (including HST) for R20-235 Round the River Recreational Trail-Phase II Construction be awarded to Clarke Construction Inc. 2. The Mayor and Clerk be authorized to sign the necessary agreement.”

The Mayor put the Motion

Yes Votes: 18 No Votes: 0 Motion Carried

14. Chatham-Kent Police Service

(a) CKPS – CCTV – Downtown Chatham Proper, Project “Birds Eye View” (presentation by Gary Conn, Police Chief)

Councillor Crew moved and Councillor B. McGregor seconded:

“That Council refer the CPTED Audit report to staff to address all municipal property concerns identified in the report and report back to Council in 6 months with an update on the status of the issues.”

The Mayor put the Motion

Chatham-Kent Council at its meeting held on September 14, 2020 Page 5 of 14

Yes Votes: 18 No Votes: 0 Motion Carried

Councillor Crew moved, Councillor Latimer seconded:

“That

1. Council authorize the implementation of Phase One of the CCTV Project as outlined in Report CKPS-01-20, and further

2. Council authorize the entering into an RFP process to select a supplier and use determined funds towards supporting Phase One of this project.”

The Mayor put the Motion

Yes Votes: 18 No Votes: 0 Motion Carried

15. Community Human Services

(a) Mask Amending By-law

Councillor Bondy moved, Councillor Wright seconded:

“That

1. The amendments to By-law 101-2020, being a By-law requiring that masks be worn in certain enclosed places as outlined in the report, be approved.

2. A new exemption be added to Section 2 of By-law 101-2020 to provide that a mask may be removed by persons attending religious ceremonies once seated at the ceremony, provided that the person can maintain a physical distance of at least two metres from every other person at the ceremony who is not a person in their household and provided that masks must be worn during any singing.”

Council requested that the recommendations be voted on separately.

The Mayor put Recommendation #1

Councillor Vote Councillor Vote Authier No Latimer No Bondy No McGrail No Ceccacci No B. McGregor Yes

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Councillor Vote Councillor Vote Crew Yes C. McGregor Yes Faas Yes Pinsonneault No Finn No Sulman Yes Hall Yes Thompson No Harrigan Yes Wright No Kirkwood-Whyte Yes Mayor Canniff Yes

Yes Votes: 9 No Votes: 9 Motion Defeated

The Mayor put Recommendation #2

Councillor Vote Councillor Vote Authier No Latimer No Bondy Yes McGrail Yes Ceccacci No B. McGregor No Crew No C. McGregor No Faas Yes Pinsonneault Yes Finn Yes Sulman No Hall No Thompson No Harrigan No Wright Yes Kirkwood-Whyte Yes Mayor Canniff No

Yes Votes: 7 No Votes: 11 Motion Defeated

(b) Provincial Initiative School-Focused Public Health Nurses

This report was approved as part of the Consent Agenda.

(d) Age Friendly Community Advisory Committee Terms of Reference

This report was approved as part of the Consent Agenda.

(e) Chatham-Kent Age Friendly Advisory Committee Appointment

This report was approved as part of the Consent Agenda.

16. Corporate Services

(a) Renaming of St. Clair College Chatham Campus Ball Diamonds to Bob Weedon Field

Councillor Finn moved, Councillor Sulman seconded:

“That the renaming application be postponed until the Naming Rights Strategy is completed.”

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The Mayor put the Motion

Councillor Vote Councillor Vote Authier No Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas Yes Pinsonneault Yes Finn Yes Sulman Yes Hall Yes Thompson Yes Harrigan Yes Wright Yes Kirkwood-Whyte Yes Mayor Canniff Yes

Yes Votes: 17 No Votes: 1 Motion Carried

(b) Appointment By-law Contractual Officers

Councillor Kirkwood moved, Councillor Faas seconded:

“That

1. A By-law to amend By-law 78-2019 to provide appointment of Contractual Enforcement Officers be approved.”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas Yes Pinsonneault Yes Finn Yes Sulman Yes Hall Yes Thompson Yes Harrigan Conflict Wright Yes Kirkwood-Whyte Yes Mayor Canniff Yes

Yes Votes: 17 No Votes: 0 Motion Carried

17. Finance, Budget, Information Technology & Transformation

(a) Multi-Year Budget Policy

This report was approved as part of the Consent Agenda.

(b) Financial Policy Review

Councillor B. McGregor moved, Councillor C. McGregor seconded:

“That

1. The Surplus and Deficit Policy, attached as Appendix A, be approved.

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2. The reserve and Reserve Fund Policy, attached as Appendix B, be approved.

3. The Assessment Growth Policy, attached as Appendix C, be approved.

4. The assigned reserve, Operating Budget Contingency Reserve, be created.”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas Yes Pinsonneault Yes Finn Not Present Sulman No Hall Yes Thompson Yes Harrigan Yes Wright Yes Kirkwood-Whyte Yes Mayor Canniff Yes

Yes Votes: 16 No Votes: 1 Motion Carried

This report was approved as part of the Consent Agenda.

(d) Rural Fibre Backbone Agreement

Councillor Authier moved, Councillor Pinsonneault seconded:

“That

1. Chatham-Kent enter into an agreement for a $6.5 Million forgivable loan with TekSavvy Solutions Inc. to fund TekSavvy to build five (5) fibre backbone facilities in all rural wards of Chatham-Kent in accordance with a plan presented to Council and Administration in Closed Session.

2. Administration bring a report to the October 19, 2020 Council meeting with funding recommendations.”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas Yes Pinsonneault No Finn Not Present Sulman Conflict Hall Yes Thompson No Harrigan Yes Wright No Kirkwood-Whyte Yes Mayor Canniff Yes

Yes Votes: 13 No Votes: 3 Motion Carried

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18. Infrastructure and Engineering Services

(a) Bridge and Culvert Weight Limit By-law Amendment

This report was approved as part of the Consent Agenda.

(b) Tile Drainage Loan Debenture By-law and Inspection

This report was approved as part of the Consent Agenda.

(d) Request for Entegrus Easement within Watson Park – Community of Ridgetown

This report was approved as part of the Consent Agenda.

(e) Motion by Councillor Thompson re Amendment to Long Grass and Weed By-law for Naturalization Activities

Councillor Thompson moved, Councillor Ceccacci seconded:

“That administration prepare a report with recommendations on how the by-law could be altered so that it maintains its initial policy while also recognizing the community benefits realized through appropriate naturalization activities.”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Abstain Crew Yes C. McGregor Yes Faas Yes Pinsonneault Yes Finn Yes Sulman Yes Hall Yes Thompson Yes Harrigan Yes Wright Yes Kirkwood-Whyte Yes Mayor Canniff Yes

*Councillor B. McGregor abstained from the vote without declaring a conflict on this item. Therefore his vote is counted in the negative.*

Yes Votes: 17 No Votes: 1 Motion Carried

19. Notices of Motion

(a) Presentation of new Notices of Motion

Councillor Hall presented a notice of motion regarding a Secondary Plan for the south side of Wallaceburg. The matter will be added to the September 21, 2020 Council Agenda for discussion and voting.

Councillor Latimer presented a notice of motion regarding 2020 pre-Covid approved budget service levels. The matter will be added to the September 21, 2020 Council

Chatham-Kent Council at its meeting held on September 14, 2020 Page 10 of 14 Agenda for discussion and voting.

Councillor Ceccacci presented a notice of motion regarding the return of normal service levels for beautification initiatives to communities. The matter will be added to the September 21, 2020 Council Agenda for discussion and voting.

Councillor Harrigan noted that she had a motion that she wanted voted on at this meeting. The Municipal Clerk explained that this would require a 2/3 vote to waive the notice requirement. Councillor Harrigan moved, Councillor Authier seconded:

“That Council waive the notice requirement to allow a motion by Councillor Harrigan to be voted on at this meeting.”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail No Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas No Pinsonneault Yes Finn Yes Sulman No Hall Yes Thompson No Harrigan Yes Wright Yes Kirkwood-Whyte Yes Mayor Canniff No

Yes Votes: 13 No Votes: 5 Motion Carried

Councillor Harrigan moved, Councillor Authier seconded:

“That Chatham-Kent resume its committed arena service levels as assumed in the 2020 budget. And that staff return to Council at the December 7th meeting with a report on arena operations as a result of this motion.”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas No Pinsonneault Yes Finn Yes Sulman Not Present Hall Yes Thompson Yes Harrigan Yes Wright Yes Kirkwood-Whyte Yes Mayor Canniff No

Yes Votes: 15 No Votes: 2 Motion Carried

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20. Closed Session Reports

Council Closed Session Report Monday, September 14, 2020 4:02 p.m. – 5:01 p.m.

Members Present: Chair C. McGregor, Mayor Canniff, Councillors Authier, Bondy, Ceccacci, Crew, Faas, Finn, Hall, Harrigan, Kirkwood-Whyte, Latimer, McGrail, B. McGregor, Pinsonneault, Sulman, Thompson, and Wright

Council directed administration on: . Proposed disposition of land by the municipality with regard to Offer to Purchase Vacant Lot, Erie Street North, Ridgetown. Section 239(2)(c), Municipal Act, 2001. . Proposed disposition of land by the municipality with regard to Land Lease 25280 Big Pointe Road Agricultural Land. Section 239(2)(c), Municipal Act, 2001. Council received information on: . Advice that is subject to solicitor-client privilege, including communications necessary for that purpose with regard to Mask Amending By-law. Section 239(2)(f), Municipal Act, 2001. . Advice that is subject to solicitor-client privilege, including communications necessary for that purpose with regard to Rural Fibre Backbone Agreement. Section 239(2)(f), Municipal Act, 2001.

Councillor C. McGregor moved, Councillor Ceccacci seconded:

“That the September 14, 2020 Closed Session report be received.”

The Mayor put the Motion

Councillor Vote Councillor Vote Authier Yes Latimer Yes Bondy Yes McGrail Yes Ceccacci Yes B. McGregor Yes Crew Yes C. McGregor Yes Faas Yes Pinsonneault Yes Finn Yes Sulman Not Present Hall Yes Thompson Not Present Harrigan Yes Wright Yes Kirkwood-Whyte Yes Mayor Canniff Yes

Yes Votes: 16 No Votes: 0 Motion Carried

21. Approval of Communication Items

(a) Approval of the September 14, 2020 Council Information Package

Councillor Kirkwood-Whyte referenced Item #2(a) – Communication from John Maheu, Executive Director, Association of Ontario Road Supervisors re Certified road Supervisor – Associate Certifications. She congratulated Corey Crow and Steve Bolton for their achievement.

Councillor Latimer referenced Item #2(f) – Letter from Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs re Security from Trespass and Protecting Food

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Safety Act, 2020. She requested that staff review the discussion paper and provide feedback to the Ministry.

Councillor Authier moved, Councillor Faas seconded:

“That the September 14, 2020 Council Information Package be approved.”

The Mayor put the Motion Motion Carried

22. Non Agenda Business

Councillor Authier noted that the virtual Terry Fox Run was taking place on Sunday, September 20, 2020. He encouraged everyone to support this event either by participating or pledging support for others.

Councillor Kirkwood-Whyte reminded Council that there were three deputations supporting Indwell in preparation for a future report to Council. She encouraged Councillors to read the Indwell newsletters for more information about this organization.

Mayor Canniff noted that he sent an email to all of Council asking for a representative to work with the Work Force Planning Board on an upcoming project. Councillor Hall was the only Councillor that indicated an interest in this position and therefore would be assisting the Work Force Planning Board.

Councillor Ceccacci requested an update on the opening of indoor pools. The General Manager of Community Human Services explained that staff are working to finalize all of the Covid-19 safety measures to ensure staff have been trained and plexiglass barriers and directional arrows are in place for physical distancing. A modified opening will take place at one pool with the other to follow. The exact date will be released to the public soon.

23. Reading of By-law

The Municipal Clerk noted that the Mask Amending By-law was removed from the list of by-laws for three readings.

(a) First Reading

Councillor Pinsonneault moved, Councillor Crew seconded:

“That the By-laws be taken as read for the first time.”

The Mayor put the Motion Motion Carried

(b) Second Reading

Councillor Pinsonneault moved, Councillor Crew seconded:

“That the By-laws be taken as read for the second time.”

The Mayor put the Motion Motion Carried

(d) Resumption of Council

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(e) Third and Final Reading

i. By-law to amend By-law 101-2020 requiring that masks be worn in certain enclosed public spaces to limit the spread of COVID-19

ii. By-law to establish a Multi-Year Budget Policy

iii. By-law to amend By-law Number 98-2016 of the Corporation of the Municipality of Chatham-Kent (By-law to Delegate Certain Routine Approvals)

iv. By-law to amend By-law Number 245-2004 of the Municipality of Chatham- Kent (Bridge and Culvert Weight Limits for Various Structures in the Municipality of Chatham-Kent

v. By-law imposing special annual drainage rates upon land in respect of which money is borrowed under the Tile Drainage Act

vi. By-law to amend By-law 78-2019, to provide appointment of Contractual Enforcement Officers for the Corporation of the Municipality of Chatham-Kent

vii. By-law to amend By-law Number 245-2004 of the Municipality of Chatham- Kent. (New Pedestrian Control Signal and Pedestrian Crossovers in the Communities of Blenheim, Chatham and Ridgetown)

viii. By-law to confirm proceedings of the Council of The Corporation of the Municipality of Chatham-Kent at its meeting held on the 14th day of September, 2020

Councillor Finn moved, Councillor B. McGregor seconded:

“That the by-laws be taken as read for a third time and finally passed.”

The Mayor put the Motion Motion Carried

24. Resolution Council in Closed Session & Adjournment

Councillor C. McGregor moved, Councillor Hall seconded:

“That Chatham-Kent Council adjourn to its next Meeting to be held on Monday, September 21, 2020 and that Chatham-Kent Council authorize itself to meet in closed session on that day to discuss any matters permitted by The Municipal Act.”

The Mayor put the Motion Motion Carried

The meeting adjourned at 10:25 p.m.

______Mayor – Darrin Canniff

______Clerk – Judy Smith

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Municipality Of Chatham-Kent

Community Development

Information Report

To: Mayor and Members of Council

From: Bruce McAllister, Acting General Manager Director, Planning Services

Date: August 24, 2020

Subject: Proposed Chatham to Lakeshore Transmission Line Project ______

This report is for the information of Council.

Background

Earlier this year, Hydro One Networks Inc. (Hydro One) initiated a Class Environmental Assessment (Class EA) to construct a new double-circuit 230 KV transmission line from the Chatham Switching Station (SS) located just south of the 401 on Communication Road in the Municipality of Chatham-Kent to the Lakeshore Switching Station (SS), which will be located in the Town of Lakeshore.

In June 2019, Hydro One received direction from the Independent Electricity Systems Operator to initiate work on development activities, including seeking relevant approvals for a new 230 kV double-circuit transmission line. The new transmission line is needed to help ensure the transmission system remains adequate to meet electricity demand, which is expected to increase significantly over the next decade due to strong agricultural growth in the Windsor-Essex area. The required in-service date for the transmission line and associated terminal facilities is prior to the winter of 2025/2026 to address the specified bulk system electricity needs.

Comments

The Chatham to Lakeshore Transmission Line project is subject to the “Class Environmental Assessment for Minor Transmission Facilities” (Hydro One, 2016), in accordance with the Ontario Environmental Assessment Act. The project will also require Ontario Energy Board (OEB) approval under Section 92 (Leave to Construct) of the OEB Act.

Hydro One has identified a number of potential transmission route alternatives for this new transmission line. During the Class EA process, these transmission alternatives will be assessed and evaluated on the basis of natural environment, socio-economic environment, and technical/cost factors to select the preferred route alternative for the Proposed Chatham to Lakeshore Transmission Line Project 2 undertaking. More information, including interactive maps of these proposed transmission line alternatives can be found on Hydro One’s project page:

Hydro One - Major Projects - Chatham to Lakeshore

Due to the COVID-19 pandemic, over the past several months Hydro One has held a number of virtual information sessions and other consultation events. It was determined that providing a presentation to Council on the project would also be of benefit.

Prepared by:

______Bruce McAllister, Acting General Manager, Community Development Director, Planning Services

P:\RTC\CD Gen & Admin\2020\Information Report - Chatham to Lakeshore TL-Sept-14-20.docx

 Back to Top Municipality of Chatham-Kent Recommendations of the Drainage Board To Chatham-Kent Council

RE: Drainage Board Meeting – September 1, 2020

Members present were Chairman Brian Anderson, Vice Chairman Grant Guy, members Louis Roesch, Scott McGeachy, and Steve Gleeson.

A summary of the recommendations of the Board with respect to the drainage matters considered at the September 1, 2020 meeting are set forth below.

Summary of Recommendations of the Drainage Board

That the following engineering appointments be approved: Hind Relief Drain PTO Pump Station – M. Gerrits Consulting Inc., Miller Drain – Spriet Associates London Limited, Merlin tile Sec 4 Drain – M. Gerrits Consulting Inc., Campbell Leatherdale Extension Sec 4 Drain – Spriet Associates London Limited.

 Back to Top Municipality Of Chatham-Kent

Chief Administrative Office

Fire and Emergency Services

Information Report

To: Mayor and Members of Council

From: Chris Case, Fire Chief

Date: August 26, 2020

Subject: EMS COVID-19 Temporary Service Level Adjustment Extension ______

This report is for the information of Council.

Since the commencement of the COVID-19 pandemic, the demands both clinically and logistically for Paramedic Services have grown, and as a result, a service level adjustment was implemented. Operational Supervisors transitioned from working as part of a two-member crew on an ambulance to working in an emergency response vehicle.

It is recommended that an extension be applied to the current level of service, as Medavie EMS Chatham-Kent Ontario (MEMSCKO) continue operating with four operational supervisors in support vehicles to provide supporting clinical care and paramedic operations in Chatham-Kent.

The timeframe for this service level adjustment would be until January 15, 2021 with the option of an additional extension based on the state of the COVID-19 pandemic.

Background

MEMSCKO currently operate under a service agreement and the level of service is set by Chatham-Kent Council. Since 2012, MEMSCKO, in partnership with the Municipality of Chatham-Kent have evaluated and implemented numerous system strategies to respond to various demands as they arise.

As the COVID-19 pandemic and provincial state of emergency continues, MEMSCKO demands, both clinically and logistically, continue to tax their operational leadership team and overall pre-hospital system. This pandemic continues to present MEMSCKO with some unique and new challenges for clinical responses, safety preparation, logistical structure, and quality assurance.

EMS COVID-19 Temporary Service Level Adjustment Extension 2

Still maintaining a comprehensive focus of public safety, pre-hospital patient care, and paramedic safety, they continue to require a level of frontline support to meet the objective of an efficient and effective land ambulance operation.

Having MEMSCKO Operational Supervisors transitioned to an operational support role has allowed them to respond to major incidents to provide scene oversight, and to provide medical response to low acuity patient calls. When ambulance availability is reduced, they continue to perform administrative and supportive duties in an appropriate fashion.

Completion of COVID-19 personal protective equipment audits, support of staff during high-stress calls, liaising with hospital staff and communication staff to clear offload delays, and supporting senior management staff and the COVID-19 response plan, are all examples of benefits incurred with the operational leadership team adjustment.

Comments

Due to direct impacts from COVID-19 and in the best interest of public safety, pre- hospital patient care, and paramedic safety, an increased level of frontline support was required to meet the service level objectives of EMS.

As a result, Operational Supervisors have been transitioned from working as part of a two-member crew on an ambulance to working in an emergency response vehicle. The Operational Supervisors are available to respond to major incidents to provide scene oversight, and available to provide medical response to low acuity patient calls. Furthermore, when ambulance availability is reduced, the Operational Supervisor would also be available to perform administrative and supportive duties increased from COVID-19.

The Operational Supervisor shift will be backfilled by a primary care paramedic. No additional ambulances have been added to the fleet as part of the COVID-19 increase but rather a support vehicle to assist the existing ambulances on duty.

Consultation

CKFES was in consultation with the Chief Financial Officer Gord Quinton on this matter.

Financial Implications

The impact of the COVID-19 service level increase will be $40,000.00 per month. This increase will occur until January 15, 2021 or until such time that, the provincial emergency declaration ends.

The Ministry of Health and Long-Term Care has been notified of this financial impact. The Ontario Action Plan: Responding to Covid-19 announcement released on March 25, 2020 indicated an additional $80 million to be allocated to ambulance and paramedic services across Ontario. At the time of writing there is no confirmation of funding to Chatham-Kent. If Chatham-Kent is approved for funding it is unknown if we EMS COVID-19 Temporary Service Level Adjustment Extension 3 will be compensated in full or for 50% of the expenses as generally provided through the Land Ambulance Services Grant.

Covid-19 impacts to Chatham-Kent are being tracked and will be reported to Council in the future for funding options.

Prepared by: Reviewed by:

______Ken Labonte Chris Case Assistant Fire Chief Fire Chief

Reviewed by:

______Gord Quinton General Manager/ Chief Financial Officer/ Treasurer

Attachment(s):

Appendix A – Medavie EMS COVID-19 Emergency Funding Briefing Note, August 17, 2020

P:\RTC\FES\EMS-Emergency Management\2020\RTC Information Report - EMS COVID-19 Temporary Service Level Adjustment Extension, August 26 2020.docx

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BRIEFING NOTE

Date: August 17, 2020

Topic: COVID-19 Emergency Funding Extension Request

Prepared for: Chris Case, Chief, Chatham-Kent Fire and Emergency Services

Prepared by: Donald MacLellan, General Manager, Medavie EMS Chatham-Kent Ontario

Expected outcome: □ Decision □ Discussion √ Information

Purpose and Background:

As the COVID-19 pandemic and provincial state of emergency continues, CKEMS demands, both clinically and logistically, continue to tax our operational leadership team and overall pre- hospital system. This pandemic continues to present CKEMS with some unique and new challenges for clinical responses, safety preparation, logistical structure, and quality assurance.

Still maintaining a comprehensive focus of public safety, pre-hospital patient care, and paramedic safety, we continue to require a level of frontline support to meet our objective of an efficient and effective land ambulance operation.

Since March 2020, like many other healthcare organizations, CKEMS has had to make a significant focus on the health and safety of their employees during this global pandemic. With the operational structure and delivery of care this focus needs to be completed 24 hours per day, 7 days per week.

Having CKEMS’s Operational Supervisors transitioned to an operational support role has allowed them to respond to major incidents to provide scene oversight, and available to

COVID-19 Emergency Funding provide medical response to low acuity patient calls, and when ambulance availability is reduced. They continue to perform administrative and supportive duties in an appropriate fashion.

Completion of COVID-19 personal protective equipment audits, support of staff during high- stress calls, performing vehicle disinfection, moving CKEMS vehicle assets, liaising with hospital staff and communication staff to clear offload delays, and supporting senior management staff and our COVID-19 response plan, are examples of critical functions being performed by our Operational Supervisors on a 24/7 basis .

Based on the operational and safety requirements of our dynamic system during this pandemic, CKEMS would significantly struggle to meet these additional demands in addition to the regular day to day operational demands and system deliverables.

Recommendation(s)

- Continue to have the four operational supervisors support Clinical Care and Paramedic Operations in Chatham Kent by having them in a support unit role opposed to working in an ambulance until January 15, 2021. The timeframe for this level of service adjustment is based on the state of the COVID-19 pandemic.

Continued COVID Related-Deliverables

- Improve Overall Response Time Performance - Decrease Code Zero Events and Durations - Improve Patient Clinical/Health Outcomes - Improve System Support o Better collaboration with Communication Centre to provide effective solutions to “in the moment” operational barriers and obstacles o Liaise with CKHA ER staff to minimize offload delays and improving ambulance readiness for responses o Provide a safer working environment in be able to support paramedic crews while on shift. o Act as First Response Vehicle when need be to respond to low acuity calls, support system call demand and support paramedic crews on high demand calls o Improve our partnerships with acute care, primary care, and public to develop and implement and deliver innovative solutions in the healthcare response to COVID-19. - Improve Employee Morale o Improve on-scene support for COVID-19 requests for service o Improve the mental health response and cope strategies to support frontline paramedic working through a stressful time in healthcare. o Work in partnership with the union

COVID-19 Emergency Funding o Improving Communication

- Improve First Responder Safety o Providing medical on-scene guidance to CKFES and CKPS personnel o Providing support and guidance to CKFES and CKPS personnel in relation to Donning and Doffing of Personal Protective Equipment required for suspected COVID-19 exposures. o Work as partnership with the respective services. o Being a liaison with CKFES, CFPS, and Communications Centre to build collaborative service capacity and be a support to all stakeholders

Financial Considerations

This recommendation will have a financial request of $40, 000 per month until January 15, 2021.

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COVID-19 Emergency Funding Municipality Of Chatham-Kent

Community Human Services

Employment and Social Services

Information Report

To: Mayor and Members of Council

From: Polly Smith, Director, Employment and Social Services

Date: September 1, 2020

Subject: Shelter Services Location Change ______

This report is for the information of Council.

Background

In July of this year, Council tasked Employment and Social Services to review a variety of shelter building options for the longer term provision of emergency housing services. At the August 10th Council meeting, the negotiation of a two (2) year lease agreement for 280 Merritt Avenue, Chatham was approved by Council, with terms as described in the report and provision of a future report on Indwell, a charity that develops supportive housing. This report is available at the following web link: https://www.chatham- kent.ca/Council/Meetings/2020/Documents/August/Aug-10-15c.pdf

The lease for 280 Merritt Avenue in Chatham is no longer being pursued for the emergency homeless shelter. Despite the sincere efforts of the owners and administration, an agreement within the period needed to move was not reached. The John D. Bradley Convention Centre has been experiencing demand for rental space and can no longer accommodate the shelter. Motels came forward identifying their renewed capacity to serve individuals and families who find themselves homeless and are willingly participating in the sheltering plans. This was not the case at the start of the pandemic and the temporary shelter opened in response to a lack of availability of hotel rooms and the need for people to have a safe place to socially distance.

Employment and Social Services needs expanded emergency accommodations and services for the foreseeable future in order to best serve the most vulnerable members of the community. Funding for these services is provided by the Ministry of Municipal Affairs and Housing through the Social Services Relief Fund.

Shelter Services Location Change 2

Since opening the shelter on April 29th, 2020:

• more than 160 unique individuals and families received services • 106 individuals and families engaged with staff to work on securing permanent housing • 77 individuals and families were housed • 25 chronically homeless individuals were found permanent housing

Comments

Employment and Social Services will move out of the John D. Bradley Centre on or around September 8th and use motel rooms within Chatham-Kent, primarily in Chatham, to meet emergency accommodation needs.

Community partners have been notified, and outreach efforts to advise people who are experiencing homelessness are under way. People in danger of or who are experiencing homelessness should call the Employment and Social Services main office at 435 Grand Avenue West, Chatham, or attend the office in person between 8:30 a.m. - 4:30 p.m. Monday to Friday. After hours, and on weekends and holidays, individuals in need of emergency housing should call the Homeless Response Line (HRL) at 519-354-6628.

In the coming months, Employment and Social Services and municipal and community partners will work on the goals of the Municipality’s Housing and Homelessness Community Plan, to increase capacity in supportive and affordable housing. Further, a report and presentation on Indwell’s supportive housing development opportunities will be presented to Council before year end.

While the problems of homelessness are massive, pervasive, and occurring across the country, there is reason for hope. Nearly every day in Chatham-Kent someone who was homeless is housed. If this municipality is interested in seeing all community members housed they need to support efforts to this end.

Consultation

There was no consultation required in producing this information report.

Financial Implications

There are no financial implications to this report. All funding related to these activities is provincial. Shelter Services Location Change 3

Prepared by: Reviewed by:

______Polly Smith, Director April Rietdyk, RN, BScN, MHS, PHD PUBH Employment and Social Services General Manager Community Human Services

Attachment: None

P:\RTC\Community Human Services\2020\ESS\RTC Shelter Location Plan Change 0920.Docx

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Finance, Budget, Information Technology & Transformation

Financial Services

Routine Approval

To: Mayor and Members of Council

From: Matt Torrance, MBA, CPA, CGA Director, Financial Services

Date: August 25, 2020

Re: Taxes and Assessment Adjusted to July 31, 2020

Because of rulings by the Assessment Review Board (ARB) and Rebate Programs implemented under Section 364 of the Municipal Act, tax and interest adjustments were charged as follows:

Municipal Taxes $ 308,715 School Boards $ 119,636 Interest $ 597 Total Adjustment $ 428,948

It should be noted that tax adjustments are not being written off as bad debts. They are being adjusted on account to reflect proper assessments for the reasons listed.

ARB adjustments are done under the Assessment Act and are binding on the Municipality. The Vacancy Program, previously administered by the Assessment Office, is now done by the Municipality. All aspects of this program are dictated by Provincial legislation.

The following summary shows only the net Municipal tax impact without interest or education amounts. Interest write-offs are netted against interest revenues. Taxes and Assessment Adjusted to July 31, 2020 Page 2

Budget Actuals YTD Provision Legislated Programs: 357 / 358's $ 22,504 $ 150,000 ARB/ PRAN/ ANA $ 1,134,709 $ 1,350,000 Vacancy Rebate Programs $ 86,539 $ 250,000 Charities $ 185,306 $ 200,761 Legions $ - $ 39,718 Tax sale losses $ 245,240 $ 300,000 Other tax losses $ - $ - Capping tax shortfall $ - $ 75,000 Subtotal $ 1,674,298 $ 2,365,479 Council Programs: Municipal properties write-offs $ 102,822 $ 66,272 Capping tax phase-in reductions $ - $ - Financial Incentive Programs $ - $ - Subtotal $ 102,822 $ 66,272 Other: Other bad debts written-off $ - $ - A/R invoice losses $ - $ 8,000 Subtotal $ - $ 8,000 Total $ 1,777,120 $ 2,439,751

An allowance for doubtful accounts exists on the Municipality's balance sheet to provide against significant losses to which the Municipality may be exposed. Where actuals exceed budget, the allowance provision for tax adjustments may be reduced. There will be no effect on the 2020 budget.

Prepared by: Reviewed by:

Matt Torrance, MBA, CPA, CGA Gord Quinton, MBA, CPA, CGA Director, Financial Services Chief Financial Officer, Treasurer

Attachements: None

P:\RTC\F&PS\Finance\2020\RA2004 - Taxes and Assessment Adjusted to July 31, 2020

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Engineering and Infrastructure Services

Engineering and Transportation Division

To: Mayor and Members of Council

From: Mark Ceppi Engineering Technologist 1

Date: September 1, 2020

Subject: Single Source Tender Award – T20-300 (Pedestrian Signal and Crossover Installations – Blenheim, Chatham and Ridgetown) ______

Recommendations It is recommended that:

1. The tender in the amount of $183,913.15 (including HST) for Contract T20-300 (Pedestrian Signal and Crossover Installations – Blenheim, Chatham and Ridgetown) be single source awarded to Ron Field & Son Electrical Limited of Chatham, Ontario.

2. The Mayor and Clerk be authorized to sign the necessary agreement.

3. Chatham-Kent Traffic and Parking By-law #245-2004 be amended, as outlined in Appendix A of this report, to add the new pedestrian signal and pedestrian crossovers to be constructed under contract T20-300.

Background

Earlier this year Chatham-Kent Council approved three Notice of Motions to install pedestrian crosswalks. At the January 13, 2020 meeting the following Notice of Motion was approved:

“Whereas Chatham-Kent takes the safety of school children seriously, and;

Whereas the Naahii Ridge School is located in a high traffic area with an arena and Tim Hortons across the road;

Be it resolved that administration move with the installation of a pedestrian activated cross walk in front of the school similar to the crosswalk in front of the Dresden school.”

Single Source Tender Award – T20-300 (Pedestrian Signal and Crossover Installations - Blenheim, 2 Chatham and Ridgetown)

The following amendment was added to the Motion and approved:

“That the motion be referred to the 2020 Budget Deliberations.”

The pedestrian crosswalk installation at the school in Ridgetown was included in the 2020 budget deliberations and on January 30, 2020 funding from Strategic Reserves was approved.

At the March 2, 2020 Council meeting the following Notice of Motion was approved:

“Whereas Grand Avenue West from Keil Drive to Bear Line experiences a significant amount of vehicular traffic as well as pedestrian traffic generated primarily by the adjacent school, businesses and residential dwellings, and;

Whereas the only controlled crossing for pedestrians wishing to cross Grand Avenue West is at the intersection of Keil Drive and Grand Avenue West and;

Whereas the Village on the Thames is located on the opposite side of Grande River Line to the current multi-use trail and CKTransit route;

Be it resolved that administration proceed with the installation of a pedestrian activated cross walk fronting the Village on the Thames property at an estimated cost of $60,000 to be funded from strategic reserves.”

At the April 6, 2020 Council meeting the following Notice of Motion was approved:

“Whereas Chatham Street North in Blenheim experiences a significant amount of vehicular traffic as well as pedestrian traffic generated primarily by the adjacent grocery store, commercial businesses and residential dwellings, and;

Whereas the only controlled crossing for pedestrians wishing to cross Chatham Street North to access west side businesses from the west side is in the opposite direction at the intersection of Talbot Street and Chatham Street, and;

Whereas the eastern sidewalk terminates at the rail crossing.

Be it therefore resolved that administration proceed with the installation of a pedestrian activated cross walk between the intersection of Anger Street and Chatham Street and the end of the eastern sidewalk to be funded from strategic reserves.”

No traffic studies were conducted to determine if each pedestrian crosswalk meets Ontario Traffic Manual warrants for installation. Single Source Tender Award – T20-300 (Pedestrian Signal and Crossover Installations - Blenheim, 3 Chatham and Ridgetown)

Comments

Contract T20-300 (Pedestrian Signal and Crossover Installations – Blenheim, Chatham and Ridgetown) was issued for the construction of the following:  Chatham Street North at Anger Street, Blenheim – Pedestrian Signal.  Grand Avenue West at address #850 (Village on the Thames), Chatham – PXO Type B.  Victoria Road at address #20473 (Naahii Ridge Elementary School), Ridgetown – PXO Type B (Note: This crossing will be constructed just east of the official limit of Main Street East and so it is technically on Victoria Road)

Construction Details

A pedestrian signal was chosen for the Chatham Street North location due to the width of the roadway and the traffic volume. This signal device will have typical traffic heads (with red, yellow, and green indications) for stopping vehicle traffic on Chatham Street North and pedestrian heads for controlling pedestrian crossing movements. The signal will be activated by pedestrian pushbuttons for crossing Chatham Street North. Vehicle traffic on Anger Street will continue to be controlled by a stop sign. Pavement markings consisting of stop bars and a ladder style crosswalk will also be installed and a street light will be installed to improve nighttime visibility.

The new PXO Type B in Chatham will be installed between the easterly driveway at the Village on the Thames on the south side and the westerly driveway at 857 Grand Avenue West (medical building) on the north side. This location was selected to avoid interfering with transit operations at the bus shelter located immediately to the west and provide enough stopping site distance for westbound vehicles traveling through the curve in the road to the east. This location also satisfies the direction provided in the Notice of Motion. The crosswalk will connect to the existing multi-use bike/pedestrian path on the north side. There is no sidewalk or path on the south side so only access to the Village on the Thames driveway can be provided.

The new PXO Type B in Ridgetown will be installed between the westerly driveway at Naahii Ridge Elementary School on the south side and the westerly driveway at 180 Main Street East (Ridgetown Arena) on the north side. This location is at the east limit of the sidewalk located on the south side of the road and satisfies the direction provided in the Notice of Motion.

The PXO Type B will have rapid flashing rectangular beacons facing both directions on both sides of the roadway. Additional “tell tale” flashing beacons are installed to provide confirmation to pedestrians that the main flashers are operating. The PXO will be activated by pedestrian pushbuttons for crossing Queen Street South. Vehicle traffic on Helen Street and Jeffrey Street West will continue to be controlled by stop signs. Pavement markings consisting of “shark tooth” yield lines and ladder style crosswalk will be installed on Queen Street South. PXO Crossing signs will be installed on each side, and overhead, of the crosswalk and PXO Ahead warning signs in advance of the Single Source Tender Award – T20-300 (Pedestrian Signal and Crossover Installations - Blenheim, 4 Chatham and Ridgetown)

crossing. No stopping and no passing signs will also be installed at the PXO. A street light will be installed on the PXO for enhanced crosswalk lighting.

Each new pedestrian signal device will be constructed to meet provincial accessibility regulations and standards. Audible pedestrian pushbutton systems will be installed to provide locator tones and activation messages to users. Curb drops and sidewalk ramps with tactile plates will be installed at both crosswalk locations.

Additional work was included in the contract to convert the gravel shoulders at each PXO Type B location to an asphalt surface. This is being done to maintain current grades and ensure proper drainage at the crosswalk and the surrounding roadway.

Additional “new” warning signs will be installed with the associated traffic signal ahead and PXO ahead warning signs in conjunction with the activation for each signal device. Each “new” sign, and the traffic signal ahead signs for the Blenheim signal, will be removed after 60 days per the Ontario Traffic Manual. The PXO ahead signs will remain in place.

The specified completion date of the contract work is November 27, 2020. Tender Bid Results In accordance with Purchasing By-law #3-2016 the contract tender was advertised on the Municipal website on August 14, 2020 and closed on August 27, 2020. A total of 2 potential bidding contractors obtained a copy of the contract tender document from the Purchasing Officer and one tender bid was submitted. The tender bid result is outlined in Table 1.

Table 1: Bid Results for T20-300 (Pedestrian Signal and Crossover Installations – Blenheim, Chatham and Ridgetown)

Amount Rank Company Name (including HST) 1. Ron Field & Son Electrical Limited – Chatham, Ontario $ 183,913.15

Engineering reviewed the tender bid submitted and found it to be complete in all respects. Ron Field & Son Electrical Limited has completed many projects for the Municipality of Chatham-Kent over several decades and administration has been satisfied with their performance. Therefore, administration recommends awarding the contract to Ron Field & Son Electrical Limited of Chatham, Ontario as a single source contract.

By-Law Amendment

All traffic control signal devices (i.e. traffic signals, pedestrian signals, and pedestrian crossovers) installed in the Municipality of Chatham-Kent are regulated under Traffic Single Source Tender Award – T20-300 (Pedestrian Signal and Crossover Installations - Blenheim, 5 Chatham and Ridgetown)

and Parking By-law #245-2004 and its corresponding schedules. A by-law amendment (Appendix A) is included in the Council package for reading and approval.

The pedestrian signal and pedestrian crossovers to be constructed upon approval of the tender award will become official devices upon activation.

Areas of Strategic Focus and Critical Success Factors

The recommendations in this report support the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendations in this report support the following critical success factors:

Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership Has the potential to support all areas of strategic focus & critical success factors Neutral issues (does not support negatively or positively)

Consultation

The tenders were opened by the Purchasing Officer and reviewed by Engineering and Transportation Division staff.

Financial Implications

The project cost and funding source for Contract T20-300 (Pedestrian Signal and Crossover Installations – Blenheim, Chatham and Ridgetown) is outlined in Table 2. Single Source Tender Award – T20-300 (Pedestrian Signal and Crossover Installations - Blenheim, 6 Chatham and Ridgetown)

Table 2: Project Cost and Funding Summary

Description Total A) Project Costs Low Tender Bid $ 162.755.00 Plus HST 13% $ 21,158.15 Less HST Rebate 11.24% -$ 18,293.66 Total Project Cost $ 165,619.49 B) Project Funding 2020 Strategic Reserves $ 165,619.49 Total Project Funding $ 165,619.49 The tender bid submitted by Ron Field & Son Electrical Limited was within Engineering’s estimated project cost.

Prepared by:

______Mark Ceppi Engineering Technologist, Engineering and Transportation

Reviewed by: Reviewed by:

______Chris Thibert, P.Eng. Thomas Kelly, P.Eng., MBA Director, Engineering and Transportation General Manager, Infrastructure and Engineering Services

Consulted and confirmed the content of the consultation section of the report by:

______Jennifer Scherle Purchasing Officer c FS Financial Analyst 1 (via email group)

P:\RTC\Infrastructure & Engineering\I & ES\2020\4285 – Tender Award T20-300 Pedestrian Signal Installations - Blenheim – Chatham - Ridgetown.docx By-law Number ______

Of The Corporation of the Municipality of Chatham-Kent

A By-law to amend By-law Number 245-2004 of the Municipality of Chatham-Kent.

(New Pedestrian Control Signal and Pedestrian Crossovers in the Communities of Blenheim, Chatham, and Ridgetown)

Finally Passed the ____ day of ______, 2020.

Whereas the Corporation of the Municipality of Chatham-Kent did enact By-Law 245- 2004 for the purpose of regulating traffic on highways in the Municipality of Chatham- Kent.

And Whereas the Corporation of The Municipality of Chatham-Kent now deems it expedient to amend certain provisions of said By-law 245-2004.

Be it Therefore Enacted by the Municipal Council of the Municipality of Chatham-Kent as follows:

1. Schedule “T” (Pedestrian Control Signals) of By-law 245-2004 be and the same is hereby amended by adding thereto and inserting therein;

COLUMN 1 COLUMN 2

HIGHWAY LOCATION

COMMUNITY OF BLENHEIM a) Chatham Street North Immediately south of Anger Street

2. Schedule “U” (Pedestrian Crossovers) of By-law 245-2004 be and the same is hereby amended by adding thereto and inserting therein;

COLUMN 1 COLUMN 2

HIGHWAY LOCATION

COMMUNITY OF CHATHAM a) Grand Avenue West 90 m east of Campus Parkway

COMMUNITY OF RIDGETOWN b) Victoria Road 385 m east of Hillsdale Avenue

3. By-law 245-2004 of the Corporation of the Municipality of Chatham-Kent as heretofore amended from time to time are hereby ratified and confirmed in all respects save and except as amended hereby.

This By-law shall come into full force and effect upon the final passing thereof.

Read a First, Second and Third Time this ____ day of ______, 2020

______Mayor – Darrin Canniff

______Clerk - Judy Smith

 Back to Top Municipality of Chatham-Kent Infrastructure and Engineering Services Parks, Recreation and Cemeteries

To: Mayor and Members of Council

From: Genevieve Champagne Coordinator, Active Transportation & Special Events

Date: September 2, 2020

Subject: RFP Award – R20-235 Round the River Recreational Trail- Phase II Construction ______Recommendations:

It is recommended that:

1. The RFP in the amount of $3,514,587 (including HST) for R20-235 Round the River Recreational Trail-Phase II Construction be awarded to Clarke Construction Inc.

2. The Mayor and Clerk be authorized to sign the necessary agreement.

Background

The Chatham-Kent Trails Master Plan, (TMP), which provides conceptual plans for trail development throughout Chatham-Kent, was approved by Council on October 16, 2009.

Additionally, this Active Transportation project aligns with Council’s 2018-2022 Council Term Priorities as approved, July 15, 2019.

Through Economic Prosperity:

Growth:  Improve transportation, public transit and active transportation options.  To expand infrastructure related to recreational facilities.

Community Wellness:  To expand trails and active transportation to promote physical activity and a healthy lifestyle.

Environmental Sustainability:  Implement strategies to help everyone become stewards and adapt to a changing climate.  Reduce cost and environmental impact of energy use. RFP Award – R20-235 Round the River Recreational Trail- Phase II Construction

The TMP identifies the 21.50 kilometre “Round the River Route” Recreational Trail, (the Trail) which traverses west along Riverview Line, crosses the Prairie Siding Bridge and heads east back to Chatham on the Grande River Line. (Attachment A). The proposed “Round the River Route” is currently identified via Strava, a premier mobile app used to track athletic activity via GPS, as the ‘trail’ with the highest activity within the Municipality.

In 2014, Infrastructure and Engineering Services assembled a committee of community stakeholders who expressed interest in providing both monetary and in-kind services towards the route construction. Pending Council approval of construction of subsequent phases, Greenfield Specialty Alcohols has pledged $250,000 toward future trail construction. The $250,000 will be granted in $50,000 increments spread over five years until the contribution agreement has been completed. In 2018, $50,000 was paid after the completion of Phase I, the remaining amount will be paid to the municipality after the completion of Phase II.

In March 2016, the Municipality was successful in securing $325,000 in grant funding from the Province’s Ontario Municipal Cycling Infrastructure Program (OMCIP). Extending west on the north side of Grande River Line from Keil Drive, the 2.85 kilometre OMCIP trail section now represents Phase I of the “Round the River Route”. The OMCIP grant allocated $100,000 for the design of this project phase. Through the 2016 Capital budget, $523,000 was approved for the completion of complete design drawings and specifications for the entire Route.

On March 6, 2017, Council approved the Request for Proposal (RFP) R16-324 for the Design and Specifications for the Round the River Recreational Trail, where Dillion Consulting was successful in obtaining the contract. The design services rendered from this contract are complete and have been received by the Municipality. The design package was divided into two segments, i.e., Phase I and Future Phases. Phase I was released for tender on February 15, 2018.

Within the RFP’s scope of services, Dillion Consulting and municipal staff completed three Public Information Centres (PIC) with the general public. The three meetings were held in April, July and September of 2017. At the start of the PIC’s the public supported the project with 74% in favour of proceeding and through feedback and design improvements, the final design was supported by 93% of the public.

In January 2018, the Municipality was successful in securing $755,202.58 in grant funding from the Province’s Ontario Municipal Commuter Cycling Program (OMCC). The funding, which is designated for commuter cycling projects, has been divided among the Bloomfield Multi-Use Pathway, the Keil Drive North Multi-Use Pathway and the remaining $300,202 will be used for the second phase of the Round the River Recreational Trail.

In October 2018, the Phase I of Round the River Recreational Trail was completed and features a 1km long, 3m wide multi-use pathway and 1.85km of paved shoulder that RFP Award – R20-235 Round the River Recreational Trail- Phase II Construction extends west approximately 1km past Bear Line on both the north and south side of Grande River Line.

In February 2020, through the 2020 Capital budget $1,400,000 was approved for the completion of the project.

In June 2020, a Request for Proposal was released for the construction of Phase II of the Round the River Recreational Trail. Phase II consists of connecting to the end of Phase I located on Grande River Line and continuing down Grande River Line towards Jacob Siding Bridge, over to Riverview Line and continuing east back into Chatham to connect back to Keil Drive North. This would complete the remaining 19.1km cycling loop, connecting to the Bloomfield Road multi-use pathway, which connects to Richmond Street bike lanes.

Benefit of Paved Shoulders

Many North American jurisdictions have paved shoulders policies. Operational savings are realized through the reduced need to annually regrade and rebuild gravel shoulders. The lifespan and maintenance costs of the asphalt road edges are also increased through the elimination of vehicle run-off.

Savings are also increased when it is considered that the capital costs of road works are typically shared with the provincial or federal governments. This can reduce the local taxpayers’ direct burden to 50% in many cases. Additionally, all the indicated annual savings are operational, which are currently 100% covered by municipal taxpayers.

Statistics from jurisdictions with paved shoulders show that single vehicle “off the edge” crashes are reduced anywhere from 9% to 40%. In an effort to improve safety, the Ministry of Transportation has moved to a paved shoulder policy of the 401. Paved shoulders provide more recovery room, thus improving safety, reducing accidents and saving lives.

Comments

High Speed Fibre Installation

The Trail project schedule is very timely because of installation and financial synergies with our local telecommunication company’s proposed high-speed fibre installation. The proposed route of the high-speed fibre conduit parallels that of the Trail on both sides of River Line and Grande River Line.

Previously, telecommunication companies planning to install high-speed fibre within the proposed Trail route areas have encountered encroachment issues on private property as well as conflicts with other utilities within the Municipal road allowance. This has resulted in delays and continual challenges with providing high-speed fibre to the properties along this corridor. Coordinating this project, along with the proposed fibre installation, all with the same contractor will ensure the high-speed fibre installation will RFP Award – R20-235 Round the River Recreational Trail- Phase II Construction be completed at an earlier than anticipated date in a cost effective manner. Infrastructure and Engineering Services will work closely with our telecommunication company to complete the required encroachment permits to ensure the fibre conduit can be installed within the Municipal road right-of-way adjacent to the new bike lanes. This approach negates the need to get encroachment permits from numerous private landowners and avoids conflicts with other infrastructure.

The high-speed fibre installation will support the 2018-2022 Council Term Priorities to supply high-speed fibre internet to the homes throughout the municipality. The installation of high-speed fibre will ensure this service is available to all homeowners along the Trail.

By combining the two strategic initiatives together, completion of the Round the River Recreational Trail advances Council’s 2018-2022 term priorities.

This project is for the Round the River Recreational Trail-Phase II. In accordance with the Purchasing By-law the project was advertised on the Municipal Website on June 29, 2020 and closed on July 17, 2020.

The Results are as follows:

R20-235 Round the River Recreational Trail-Phase II Construction Rank Company Name RFP Score 1. Clarke Construction Inc 97 2. Nevan Construction Inc 86.39 3. Delway Contractors Ltd. 85.12 4. CSL Group 51.48 5. Murray Mills Excavating & Trucking Ltd.* 17 *price envelope was not opened due to not meeting minimum requirements.

It is therefore recommended that the RFP R20-235 Round the River Recreational Trail- Phase II Construction be awarded to Clarke Construction Inc. in the amount of $3,697,360 (including HST).

The bid price received was within the anticipated budget.

Additionally, in 2018 the Municipality received $300,202 from the Ontario Municipal Commuter Cycling Grant. These funds were specifically designated to the construction of this project. Due to tendering complications related to COVID-19, an extension was requested and approved to extend the project completion date from December 31, 2020 to December 31, 2021. If this project is not approved, the $300,202 funding amount will be returned to the provincial government.

Areas of Strategic Focus and Critical Success Factors

The recommendations in this report support the following areas of strategic focus: RFP Award – R20-235 Round the River Recreational Trail- Phase II Construction

Economic Prosperity:

Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture:

Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability:

Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendations in this report support the following critical success factors:

Financial Sustainability:

The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance:

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

Prior to the Request for Proposal (RFP) process, Infrastructure and Engineering Services, Engineering and Transportation Division was consulted for their review and comment on the price form documents and drawings.

Infrastructure and Engineering Services, Engineering and Transportation Division was consulted after the close of the RPF process in regards to facilitating the installation of the high-speed fiber network along Grande River Line and Riverview Line.

The RFP’s were opened and reviewed by the Coordinator, Active Transportation and Special Events, the Director of Parks, Recreation and Cemeteries and an Engineering Technologist. RFP Award – R20-235 Round the River Recreational Trail- Phase II Construction

Financial Implications

Round the River Recreational Trail – Phase II R20-235

Phase II - Trail Construction Expenses: Project Cost $3,697,360 HST Rebate ($367,773) Additional Contingency $185,000 Total Project Cost $3,514,587 Municipal Funding Available: 14Round River Project- Unspent Funds $406,097 19Round River Project- Unspent Funds $209,387 Carry Over Capital Budget Allocation $1,876,000 2020 Capital Budget Allocation $1,400,000 subtotal $3,891,484 Additional Project Funding: Greenfield Ethanol Donation $200,000 OMCC Grant Funding $300,202 subtotal $500,202 Total Project Funding $4,391,686 Remaining Available Funding $877,099

Prepared by: Reviewed by:

______Genevieve Champagne Jeff Bray Coordinator Director Active Transportation and Special Events Parks, Recreation and Cemeteries

Reviewed by:

______Thomas Kelly, P.Eng.,MBA General Manager Infrastructure and Engineering Services

Consulted and confirmed the content of the consultation section of the report by: RFP Award – R20-235 Round the River Recreational Trail- Phase II Construction

______Jennifer Scherle Chris Thibert, P.Eng. Purchasing Officer Director Financial Services Engineering and Transportation c FS Financial Analyst 1 (via email group)

Attachments: A – Arial View - Round the River Recreational Trail Phase II

P:\RTC\Infrastructure and Engineering\I & ES\2020\4277 - RFP Award - Round the River Recreational Trail - Phase II Construction.DOCX 4277-RFP Round The River Recreational Trail-Phase II Construction Award Attachment A: Arial View- Round the River Trail Phase II

 Back to Top Municipality Of Chatham-Kent

Chatham-Kent Police Service

Office of the Chief of Police

To: Mayor and Members of Council

From: Gary Conn – Chief of Police

Date: September 14, 2020

Subject: CKPS - CCTV – Downtown Chatham Proper. Project - “Birds Eye View”. ______

Recommendations

It is recommended that:

1. Council authorize the implementation of Phase One of the CCTV Project as outlined in Report CKPS-01-20, and further,

2. Council authorize the entering into an RFP process to select a supplier and use determined funds towards supporting Phase One of this project.

Background

The Corporation of the Municipality of Chatham-Kent and the Chatham-Kent Police Service are committed to the improvement of community safety, crime prevention, and the desirability of the city as a place for shopping, business and leisure. A closed circuit television system (CCTV) will help promote a safer and secured environment in the Municipality of Chatham-Kent.

The purpose of the report is to request Council to approve the implementation of surveillance cameras located within the downtown Chatham-Kent core and other areas as required.

The CKPS - CCTV Program is a proactive, local solution modeled on successful networks in other municipalities to enhance community well-being and assist the Chatham-Kent Police Service with solving crimes and complex social disorders.

Evidence to assist in a crime investigation is sometimes recorded by a security camera. Currently, CKPS members must canvas downtown businesses in person when a crime occurs to determine if there are CCTV cameras that might have captured footage of vital evidence. It can be a time consuming process when expedience is critical in an investigation. The Chatham-Kent Police has investigated a number of incidents in the downtown core where CCTV would have aided in identifying the suspects involved. In addition, this equipment will be effective as an investigative tool for police and assist in the deterrence of crime. This will be demonstrated by providing examples and CCTV - CKPS 2 statistical information to support the implementation of this program as a pilot project, to assist in combating an increase in the level of calls for service to the CKPS. These calls for service surround crime as well as interactions with the vulnerable sector of our society who suffer from mental health, alcohol, poverty, drug addictions, homelessness, unemployment etc... These calls for service are primarily contained within the downtown core of Chatham proper.

Comments - Safe and Vibrant Downtown

Successful downtown revitalization strategies must include policies and programs to ensure that there is a safe and positive environment for visitors, residents and business/property owners. The installation of video cameras is one of the ways we are requesting to enhance the safety of our downtown areas and maintain a thriving and vibrant core. These cameras will help ensure the safety of residents and visitors, deter unsafe activities, and contribute to downtown revitalization. The Municipality of Chatham-Kent already has a number of initiatives achieving this goal by collaborating with the Chatham-Kent Police Service ensuring both general and foot patrols (when staffing permits) continue in the core areas; endorsing Neighbourhood Watch programs, and working closely with the Chatham-Kent BIA to ensure a safe downtown environment.

Proposed Program Solutions

There have been several proposed program solutions for reducing the disturbances and complex social disorders in the downtown core area. Some of the recommended programs include:

• Increasing the number of zones and cars within the downtown area; • Increasing the number of foot patrol officers in the downtown area; • Purchasing and installing a closed circuit television system for the downtown.

The efficacy of these programs would have to be compared through a cost benefit analysis for a fair comparison. Having said that, a cursory examination of these programs has yielded the following results. For the first two suggestions, both require the hiring of additional officers, which further requires training and additional equipment. The estimated cost associated to one additional officer, including labour burden is approximately $130,000.00. The CKPS uses a four platoon model, subsequently to implement either of these programs CKPS would have to hire a minimum of four (4) officers (one per platoon) resulting in an additional cost of approximately $520,000.00. As a result, neither of the aforementioned two options would be fiscally responsible for the CKPS or the taxpayers of C-K. Subsequently, the last option (CCTV) is both operationally feasible and fiscally prudent.

Surveillance Camera Registry Program

The Chatham-Kent Police Service has successfully implemented a Surveillance Camera Registry whereby residents in Chatham-Kent can voluntarily register their security camera (residential or commercial) location(s) and contact information CCTV - CKPS 3 with the Police through our secured website. The database includes a map of where the cameras are located throughout the city. To date, the Chatham-Kent Police Service have registered 184 privately owned cameras. The Information and Privacy Commissioner (IPC) of Ontario is aware of this initiative by police services throughout Ontario.

If an incident occurs, CKPS members can identify registered CCTV cameras in the area and request camera owners provide the footage. The evidence can provide pivotal evidence of the offence(s) much faster. This is a crime prevention partnership and another tool to assist the police with enhancing the well-being and safety of our CCTV - CKPS 4 community. The implementation of this program is another example of our innovative partnerships and collaborative efforts to find ways to improve the lives and safety of our residents. We continue to encourage residence participation through access to online services, technological innovations and collaborative problem-solving strategies. CCTV programs significantly reduce the resources and time spent physically locating potentially vital video evidence. CCTV can also lead to crime deterrence and provide a sense of safety.

The next phase to enhance security in Chatham-Kent is to expand the CCTV program to our downtown. Chatham's downtown core area is an entertainment destination for the citizens of the Municipality, hosting a number of restaurants and bars along King Street. These bars and restaurants are all within a three-block radius, virtually 400 meters apart. As bars let out, certainly on Friday and Saturday nights, problems have occurred within the downtown core.

Merchants have indicated at numerous BIA, Chamber of Commerce meetings, to the Chief of Police and the Mayor's office their concerns regarding issues of suspicious activities and behavior, including the negative effect it has on their respective businesses as well as the overall aesthetics/optics of our downtown core area.

The following comments were received by the Chief of Police or by the Mayor’s Office in respect to downtown Chatham proper:

• "A Police Service priority should be drug enforcement in the downtown core."

• "A more visible uniformed police presence downtown."

• "Police presence in the alleyways or side streets along King Street could potentially prevent some of these crimes to local businesses and residents."

• "More foot patrolling is definitely needed, especially in the downtown area and on King Street where the businesses are located. People should feel safe to walk down King Street."

• "There NEEDS to be officers WALKING King Street and checking the alleys behind the businesses. I am tired of my kids being scared to walk downtown. It is getting ridiculous. I wish that we never bought a house here."

• "I wish I felt safer going to the downtown area. I absolutely would not walk on King Street at nighttime, when the vagrants are out.”

Recently, as a positive proactive initiative, we (police) are in the process of establishing a Bike Patrol Unit for the downtown core, special events and parades. This will augment our Community Mobilization Unit, General Patrol and said proposed CCTV program.

The Chatham-Kent Police Service can cite numerous examples of investigations where CCTV would have benefitted investigators in obtaining evidence, suspect information, identify witnesses, and solve these cases in a timely manner. The CCTV camera system would greatly benefit the community in the number of hours dedicated to follow CCTV - CKPS 5 up investigations and personnel available for other community issues, patrol and enforcement.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following area of strategic focus:

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth.

Justification for the Use of a Security Network

► Below is statistical information relevant to determining whether a security system is necessary.

► Further, a monthly breakdown exhibits calls for service in the downtown core.

Breakdown of Prominent Calls for Service CCTV - CKPS 6

Monthly Breakdown of Calls for Service

Downtown Calls for Service – 3 Year Trend

CCTV - CKPS 7

Motor Vehicle Collision Data - January 1 to December 31, 2019

Privacy Protection Guidelines

In Ontario, FIPPA and MFIPPA set out rules for the collection, use and disclosure of personal information by institutions. Institutions are required to comply with the rules set out in FIPPA and MFIPPA with respect to information that falls under the definition of personal information. Section 2(1) of FIPPA and MFIPPA defines "personal information" as "recorded information about an identifiable individual," which includes, but is not limited to, "information relating to the race, national or ethnic origin, colour, religion, age [or] sex" of the individual. Therefore, if you use video surveillance to collect, use or disclose personal information, you must comply with the rules set out in FIPPA and MFIPPA. Section 38(2) of FIPPA and 28(2) of MFIPPA set out the conditions under which personal information may be collected. These sections provide that no person shall collect personal information on behalf of an institution, unless the collection is:

1. Expressly authorized by statute, 2. Used for the purposes of law enforcement or 3. Necessary to the proper administration of a lawfully authorized activity.

At least one of these three conditions must be met in order for you to have the legal authority to collect personal information. The institution must have a clear law enforcement mandate, ideally in the form of a statutory duty. As per the definition of "law enforcement" in section 2(1) of FIPPA and MFIPPA, this can be either with respect to policing, investigations, or inspections that lead or could lead to CCTV - CKPS 8 proceedings in a court or tribunal if a penalty or sanction could be imposed in those proceedings

Public Notification

FIPPA and MFIPPA require that individuals be notified of the collection of their personal information, subject to specific and narrow exceptions. Specifically, section 39(2) of FIPPA and section 29(2) of MFIPPA provide that an individual must be informed of: (a) the legal authority for the collection;

(b) the principal purpose or purposes for which the personal information is intended to be used; and

(c) the title, business address and business telephone number of a public official who can answer the individual's questions about the collection.

IPC recommends implementing the following conditions:

1. Signs with a clear, language-neutral graphical depiction of the use of video surveillance are prominently displayed at the perimeter of the monitored areas and at key locations within the areas. The signs should include basic information to clarify that video surveillance is being used in the area.

2. The information required by paragraphs (a)-(c) of section 39(2) of FIPPA and section 29(2) of MFIPPA is available and easily accessible on your institution's website.

In addition to IPC's suggested wording, we recommend including Section 82(1) of the 2019 Community Safety and Policing Act that outlines the duties of a police officer.

CCTV - CKPS 9

Sample of CCTV Notification Signage

Lawful Use

Video surveillance collects a broad scope of personal information; much of the information collected is not likely to be relevant to the purpose of the surveillance program. For example, a security camera set up to monitor the entrance to a school will typically collect more information about the movements and activities of law- CCTV - CKPS 10 abiding individuals going about their everyday activities than information relating to security incidents. An important aspect of managing a video surveillance program involves protecting this additional personal information from misuse.

Section 41(1) of FIPPA and section 31(1) of MFIPPA restrict how personal information may be used once it has been lawfully collected. As a rule, the acts prohibit the use of personal information unless the institution obtains consent from the individual to whom the information relates or the personal information is used for the purpose for which it was obtained or compiled or for a consistent purpose. A "consistent purpose" is defined in section 43 of FIPPA and section 33 of MFIPPA as a use of personal information that the individual to whom the information relates might reasonably have expected at the time of collection.

In the context of video surveillance, this means that as a rule, the Chatham-Kent Police Service may only use personal information collected by means of video surveillance for the purpose of the video surveillance program or for a consistent purpose such as law enforcement.

Lawful Disclosure

Police Services have increasingly relied upon video surveillance as an additional evidentiary tool in investigations, including incidents that did not directly occur in those exact camera locations.

While there may be other situations where the disclosure of video surveillance footage is permitted, video surveillance may be disclosed to a law enforcement agency from another institution when:

1. The law enforcement agency approaches your institution with a warrant requiring the disclosure of the footage, as per section 42(1)(e) of FIPPA and section 32(e) of MFIPPA, 2. The law enforcement agency approaches your institution, without a warrant, and asks that you disclose the footage to aid an investigation from which a proceeding is likely to result, as per section 42(1)(g) of FIPPA and section 32(g) of MFIPPA or 3. You observe an illegal activity on your premises and disclose the footage to a law enforcement agency to aid an investigation from which a proceeding is likely to result, as per section 42(1) (g) of FIPPA and section 32(g) of MFIPPA.

Measures to Prevent Unauthorized Access

Section 4 of Regulation 460 of FIPPA and section 3 of Regulation 823 of MFIPPA requires institutions to define, document and put in place reasonable measures to prevent unauthorized access as well as inadvertent destruction or damage of records.

1. Maintain an auditable log of each disclosure. 2. Ensure the log includes the date, time and location of the footage and, where applicable, the case file number of the Police Service investigation. 3. Ensure the log also includes a description of the circumstances justifying CCTV - CKPS 11

the disclosure, the amount of footage involved, the name, title and agency to whom the footage is being disclosed, the legal authority for the disclosure, the means used to disclose the footage and whether the footage will be returned or securely destroyed after use. 4. Ensure that if video surveillance is digitized, the footage is securely encrypted.

Access

Individuals whose personal information is in the custody or under the control of institutions have a right of access to that personal information under section 47(1) of FIPPA and section 36(1) of MFIPPA. It is important to note that all or portions of the video surveillance footage requested may be exempt from disclosure for a number of reasons under FIPPA and MFIPPA, including the fact that disclosure may result in an unjustified invasion of someone else's privacy. Accordingly, a policy will be in place to facilitate responses to access to information requests.

Our video surveillance system will include the ability to remove or redact information from the video footage to protect exempted information by using tools and techniques such as:

1. Blacking out or blurring images of individuals and 2. Removing the sound of voices. 3. Limiting the camera view to exclude areas of private residences (example the last camera on King and Fifth Street will have a multi-floor apartment building to the east and we’d want to “grey out” the floors above the second floor level).

The number of employees who have access to the images will be limited and clearly defined who should have access, in what circumstances, and for what purpose.

Retention

FIPPA, MFIPPA and their regulations set out rules regarding the minimum length of time institutions must retain personal information once they have used it. Specifically, section 5(1) of Regulation 460 of FIPPA and section 5 of Regulation 823 of MFIPPA require institutions in general to retain personal information for at least one year after use, although Regulation 823 permits a municipality to reduce this time through a resolution or bylaw. CKPS policy will require all video surveillance retained for law enforcement purposes will be disposed of according to the following timelines:

1. For all charge related matters, once the appeal period has passed at the conclusion of each court case. 2. For all other matters, for example unsolved crimes, one year plus one day after the information was used.

It is important to note that this retention requirement applies only to personal information that has been "used" by institutions. It does not apply to personal information that has been collected but not used, which in the case of video surveillance may have much CCTV - CKPS 12 shorter retention requirements. In the context of video surveillance, personal information is used whenever footage that contains images of individuals or other identifiable information is accessed or disclosed. Therefore, if we access or disclose video surveillance footage, as a rule it is important that CKPS retain it for at least one year. However, simply viewing a live feed does not represent a "use" of personal information.

In the context of video surveillance used by law enforcement, the IPC recommends that video that has not been used, be retained for a maximum of 72 hours. IPC has permitted a longer retention period in exceptional circumstances, such as in schools where a building is closed for extended periods over the holidays and during the summer. CKPS will only retain “not used video” for a maximum of 72 hours.

Security

Section 4 of Regulation 460 of FIPPA and section 3 of Regulation 823 of MFIPPA require institutions to protect personal information in their custody or under their control from unauthorized access and inadvertent destruction or damage. We need to define, document and put in place reasonable measures to safeguard the video surveillance footage in our custody or under our control. This required security will be accomplished by: 1. Strongly encrypting video surveillance footage at rest and when transmitted across open, public networks, 2. Storing physical records of footage, such as discs, memory cards or servers, in a locked facility, 3. Limiting staff and other individuals' access to footage on a need-to-know basis, 4. Storing monitors in a secure location where they are not visible to the public, 5. Granting accounts, systems, applications and devices only the degree and kind of access necessary to fulfill defined duties and functions, 6. Whitelisting applications to help prevent malware and other non-approved programs from running. 7. Regularly patching systems and applications to protect against vulnerabilities, 8. Using standard, secure system configurations and not using default or factory settings and 9. Keeping auditable logs of all accesses, uses and disclosures of footage that are generated automatically where records are maintained electronically.

Monitors and Storage Servers

All infrastructure will be stored within the secured Chatham-Kent Police Service headquarters.

Designated members at the Chatham-Kent Police Service headquarters will passively/intermittently monitor the CCTV System.

Designated Members will be trained to access the CCTV System as a tool for law enforcement purposes in the (i) prevention, detection, suppression of crimes; CCTV - CKPS 13

(ii) apprehension of criminals; and (iii) promotion of public safety.

All Police Staff Sergeants and some Sergeants will be trained to export, copy, and write recorded video(s) as required.

Public Consultation

The use of video surveillance affects all the individuals who end up moving within the space under observation. Prior to using video surveillance, we will educate the public through social media, traditional media and our local websites (www.ckpolice.com) on the CCTV program's necessity, impact and location of cameras.

Privacy Impact Assessment

A Privacy Impact Assessment - FIPPA and MFIPPA do not require that institutions complete a PIA. However, PIAs are widely recognized as a best practice in Ontario, across Canada and globally. They have become essential tools in the analysis of privacy implications associated with information management systems, programs and technological tools used by institutions today.

• Risks to individuals, including identity theft and other forms of fraud, adverse impact on employment or business opportunities, damage to reputation, embarrassment, distress or financial impacts. • Risks to institutions, including the financial, legal and reputational impact of privacy breaches and the consequences of the failure to comply with FIPPA and MFIPPA.

Carrying out a PIA does not need to be complex or time consuming, but thoroughness is necessary to ensure that potential privacy risks are identified and mitigated.

The benefits of conducting a PIA may include:

• The confirmation of the legal authority for the project to collect, use, retain and disclose personal information. • The ability to demonstrate due diligence and evidence of compliance needed to support informed decision-making during the development of the project. This information may also be important in the event of a privacy breach or complaint to the Information and Privacy Commissioner of Ontario. • The reassurance of individuals, other institutions, partners and your own management that best practices are followed. PIAs may help promote better decision-making and a culture of privacy within an institution. • The improvement of institutional transparency and better individual awareness, understanding and trust of your institution's information management practices.

Planning for Success: Privacy Impact Assessment Guide 3 - (Information Privacy Commission)

• The improvement of operational efficiencies, especially when undertaken early and systematically. It can help minimize excessive and unnecessary collection, use, retention and disclosure of personal information, avoid costly design mistakes and retrofits, and perhaps identify simpler and less costly solutions at the start. CCTV - CKPS 14

A Privacy Impact Assessment has been undertaken and completed, for this proposed project at all locations. Please attachment Appendix “A”.

Policies and Procedures

The Chatham-Kent Police Service has established policies and procedures to assist in complying with the requirements set out in section 4 of Regulation 460 of FIPPA and section 3 of Regulation 823 of MFIPPA. The policies define, document and put in place reasonable measures to safeguard the video surveillance footage and meet our obligations under FIPPA and MFIPPA for the use, access and retention of video surveillance.

Training

Chatham-Kent Police personnel will receive training on their roles and responsibilities to achieve an effective and compliant video surveillance program. We recognize the importance of ensuring police personnel understand their duties and responsibilities under the Ontario Human Rights Commission, FIPPA and MFIPPA with respect to our video surveillance program.

Audits

We will audit the roles, responsibilities and practices of our video surveillance program annually to ensure that they comply with our policies and procedures. The circumstances under which the use of video surveillance was originally justified may change. An area that was once prone to high rates of criminal activity may, through development or other external factors, transformed into a low crime area. Further, new and less intrusive means of achieving the same goals may become available.

Advisory Committee

We will create a community Advisory Committee to provide advice with respect to operations of the CKPS - CCTV program with the primary goal of enhancing community safety. The responsibilities of the Advisory Committee would include:

1. Planning and ensuring operational financial resources 2. Acting as community stakeholder liaison 3. Providing an open discussion forum for any arising issues 4. Promoting surveillance as a form of public safety and security 5. Providing an Annual Report of the Program 6. Maintaining integrity, efficiency and effectiveness of the Program

CCTV - CKPS 15

Equipment Requested for Use - CAMERA Avigilon H4A and SERVER HD NVR4 Standard 32TB (terabyte)

Diagram showing relay points for data from camera to camera and to Police HQ

Locations of the CCTV Camera Systems

This program would initially propose the installation of six cameras, one at the corner of King and Third Street, one at King and Fourth Street, one at Wellington Street and Fourth Street, one at King and Fifth Street, one at King and Sixth Street and finally one at the corner of King and William Street.

The six identified intersections for CCTV camera locations are: 1) Third Street 2) Fourth Street 3) Fifth Street 4) Wellington Street and Fourth 5) Sixth Street 6) William Street

The six CCTV camera locations cover off an approximate 2.17-kilometer section of King Street and can be supported by an analysis of the 2019 Crime Mapping Data and Motor Vehicle Collision reporting information provided in this report.

CCTV - CKPS 16

Implementation Phases

The Chatham-Kent Police Service has planned the following implementation process pending approval and available funding.

Phase 1 • Cameras 1, 2, 3, 4, 5 and 6 will be linked by fibre and Wi-Fi at King Street back to CKPS headquarters. Each camera has four lens pointing in all four compass directions. (Approximate cost $60,000.00 – $80,000.00 including labour, installation and taxes).

Phase 2 • Upon completion of one full year of operational usage surrounding CKPS – CCTV pilot project, statistical crime and calls for service analysis will be completed to review data and report to the Police Services Board and Council on results.

Phase 3 • Expand CCTV to further hamlets within the Municipality of Chatham-Kent including potential commercial industrial locations.

The system is a wireless independent, stand-alone system not tied into any of the current police systems, which would alleviate any possible breaches of security. This system has the capability for future expansion to further identified locations within the Municipality.

Consultation

During the development of the Chatham-Kent Police Services 2018-2020 Strategic Plan, surveys were distributed to community residents. In addition and provided above were actual comments (just a few) which have been received by the Office of the Chief of Police and the Mayor’s Office. Consultations have occurred with local Business owners, the BIA and the Chamber of Commerce in respect to the recommendation. Additionally, the Chief has provided the Police Services Board a report and has consulted with members of EMT including Mr. John Norton, Mr. Thomas Kelly, Mr. Don Shropshire, Ms. Cathy Hoffman, Mr. Gord Quentin, Dr. April Rietdyk and our Mayor Darrin Canniff.

Financial Implications

Should Council choose to proceed with this partnership, the cost of the project is approximately $60,000.00 - $80,000.00 including the supply, labour, taxes and installation of six cameras. This will need to go through an RFP process, in order to provide us with a supplier. We would also request Council consider funding to assist with additional phases of the program, if the pilot is successful and Council requests expansion of its use.

Conclusion

As noted earlier, a safe, secure and vibrant downtown will provide a canvas for economic development. Installation of security cameras is but one element in a variety of factors that will provide that positive atmosphere. The policies governing the use of CCTV - CKPS 17 these cameras will ensure a responsible and regulated use of the new security camera system.

The implementation and use of the CCTV camera system adheres to the Core Principles of the Adequacy Standards set for policing across Ontario. The cameras will assist in all five elements that police services must safeguard in their respective communities.

CCTV camera programs have been in use for a number of years in various cities including Windsor, London, St. Thomas, Sudbury, Cornwall, Orillia, Hamilton, Waterloo, Niagara, Trenton, Brockville and Toronto.

Adequate and Effective Police Service must include the following Core Services:

1. Crime Prevention 2. Law Enforcement 3. Assistance to Victims 4. Public Order Maintenance 5. Emergency Response

The Chatham-Kent Police Service and the Chatham-Kent Police Services Board recommend that Municipal Council support this CCTV Camera Pilot Project.

Prepared by:

______Gary Conn – Chief of Police

Attachment(s): Appendix “A” – Video Surveillance Security Privacy Impact Assessment

CCTV - CKPS 18

APPENDIX “A”

VIDEO SURVEILLANCE SECURITY PRIVACY IMPACT ASSESSMENT

To Determine the Requirements for a Video Surveillance System

Site name: King St and Third St, Chatham ON

Address: King St and Third St, Chatham ON

Name of Requestor: Chief Gary Conn Division: Central Date: July 29, 2020

Video #: ______Proposed Video Location: King St and Third St, Chatham ON

1. Is there already a public video surveillance system and/or camera in the immediate area? There are no public surveillance cameras on this corner nor are there cameras registered with the Chatham-Kent Police Surveillance Camera registry.

2. Video surveillance should only be considered after other measures of deterrence or detection have been considered and rejected as unworkable. Have the following counter-measures been considered and rejected as unworkable?

#2 Security Counter-Measure Yes No Comments a. Increased General Patrols X Officers are encouraged to patrol area b. Neighbourhood Watch Programs X BIA is active in this area c. Targeted Enforcement X Officers target area when complaints are received d. Downtown Core Unit X CKPS has implemented a Bicycle Patrol Unit and have Auxiliary members conducting foot patrol e. Community Mobilization Unit X CMU is actively involved with the BIA f. CPTED Audit X Conducted in 2020, 2012 and 2007

3. The use of each video surveillance camera should be justified on the basis of verifiable, specific reports of incidents of crime or significant safety concerns. Are there any documented incidents of crime or significant safety concerns in any of the following formats?

#3 Documentation Formats Yes No Comments a. Public/Community Complaints X Complaints have been received by the Mayors officer, Councillors and the Police b. Police Reports X Crime reports are presented to the BIA monthly and Crime Plot provides the public with crime events in their areas. c. Internal Crime Data X d. Anonymous Tips X e. Other: X The AGCO have received complaints regarding operations of bars. f.

CCTV - CKPS 19

4. An assessment should be conducted on the effects that the proposed video surveillance system may have on personal privacy and the ways in which any adverse effects can be mitigated. Has the following effects and mitigation strategies been considered?

#4 Effects & Mitigation Strategies Yes No Comments a. The location of the proposed camera is situated in X All four corners are commercial an area that will minimize privacy intrusion? property. Only one corner (SE corner) has apartments on the second floor b. Is the proposed camera location one where an X All four corners feature individual does not have a higher expectation of commercial property that is open privacy (i.e., entrances to a particular building or to the public. structure, windows or doorways that when opened would reveal the interior of a building, etc.)? c. Is the location of the proposed video camera X This corner is free of tall visible? structures that may obstruct the view. d. Can the video surveillance be restricted to the X Refer to manufactures manual recognized problem area? regarding functionality of the CCTV e. Is space allocated for proper video surveillance X Signage can be placed on the signage? existing hydro or traffic poles. f. Has a drawing been attached showing the video X location? g. Other:

5. The proposed design and operation of the video surveillance systems should minimize privacy intrusion. Have the following design and operation factors been considered for each proposed camera location?

#5 Measures to Mitigate Effects Yes No Comments a. Can the proposed camera be restricted through X Refer to manufacture’s manual hardware or software to ensure that operators regarding restrictions of view. cannot adjust or manipulate cameras to overlook spaces that a privacy assessment has not been completed for? b. Is the reception equipment going to be located in X The server will be housed at a strictly controlled access area? CKPS headquarters. Access will be limited to specific employees based on their roles. c. Can the Video Surveillance Monitor be installed in X Cameras will be in open view on such a way that it will be hidden from public view? hydro or traffic poles. d. Other:

Comments:

CCTV - CKPS 20

VIDEO SURVEILLANCE SECURITY PRIVACY IMPACT ASSESSMENT

To Determine the Requirements for a Video Surveillance System

Site name: King St and Fourth St, Chatham ON

Address: King St and Fourth St, Chatham ON

Name of Requestor: Chief Gary Conn Division: Central Date: July 29, 2020

Video #: ______Proposed Video Location: King St and Fourth St, Chatham ON

6. Is there already a public video surveillance system and/or camera in the immediate area? There are no public surveillance cameras in this area. There is one registered surveillance camera near this corner on Fourth St.

7. Video surveillance should only be considered after other measures of deterrence or detection have been considered and rejected as unworkable. Have the following counter-measures been considered and rejected as unworkable?

#2 Security Counter-Measure Yes No Comments a. Increased General Patrols X Officers are encouraged to patrol area b. Neighbourhood Watch Programs X BIA is active in this area c. Targeted Enforcement X Officers target area when complaints are received d. Downtown Core Unit X CKPS have implemented a Bicycle Patrol Unit and have Auxiliary members conducting foot patrol e. Community Mobilization Unit X CMU is actively involved with the BIA f. CPTED Audit X Conducted in 2020, 2012 and 2007

8. The use of each video surveillance camera should be justified on the basis of verifiable, specific reports of incidents of crime or significant safety concerns. Are there any documented incidents of crime or significant safety concerns in any of the following formats?

#3 Documentation Formats Yes No Comments a. Public/Community Complaints X Complaints have been received by the Mayors officer, Councillors and the Police b. Police Reports X Crime reports are presented to the BIA monthly and Crime Plot provided the public with crime events in their areas. c. Internal Crime Data X d. Anonymous Tips X e. Other: X The AGCO have received complaints regarding operations of bars. f.

9. An assessment should be conducted on the effects that the proposed video surveillance system may have on personal privacy and the ways in which any adverse effects can be mitigated. Has the following effects and mitigation strategies been considered?

#4 Effects & Mitigation Strategies Yes No Comments CCTV - CKPS 21

a. The location of the proposed camera is situated in X All four corners are commercial an area that will minimize privacy intrusion? property consisting of a bank, Gentleman’s Club, pawnshop and a nightclub. Fourth St turns into Simcoe Lane, south of King St. Simcoe Lane is designated as parking lot with rear access to the businesses on the north side of King St. b. Is the proposed camera location one where an X All four corners feature individual does not have a higher expectation of commercial property that is open privacy (i.e., entrances to a particular building or to the public. structure, windows or doorways that when opened would reveal the interior of a building, etc.)? c. Is the location of the proposed video camera X This corner is free of tall visible? structures that may obstruct the view. d. Can the video surveillance be restricted to the X Refer to manufactures manual recognized problem area? regarding functionality of the CCTV e. Is space allocated for proper video surveillance X Signage can be placed on the signage? existing hydro or traffic poles. f. Has a drawing been attached showing the video X location? g. Other:

10. The proposed design and operation of the video surveillance systems should minimize privacy intrusion. Have the following design and operation factors been considered for each proposed camera location?

Comments:

CCTV - CKPS 22

VIDEO SURVEILLANCE SECURITY PRIVACY IMPACT ASSESSMENT

To Determine the Requirements for a Video Surveillance System

Site name: King St and Fifth St, Chatham ON

Address: King St and Fifth St, Chatham ON

Name of Requestor: Chief Gary Conn Division: Central Date: July 29, 2020

Video #: ______Proposed Video Location: King St and Fifth St, Chatham ON

11. Is there already a public video surveillance system and/or camera in the immediate area? There are no public surveillance cameras on this corner nor are there cameras registered with the Chatham-Kent Police Surveillance Camera registry.

12. Video surveillance should only be considered after other measures of deterrence or detection have been considered and rejected as unworkable. Have the following counter-measures been considered and rejected as unworkable?

#2 Security Counter-Measure Yes No Comments a. Increased General Patrols X Officers are encouraged to patrol area b. Neighbourhood Watch Programs X BIA is active in this area c. Targeted Enforcement X Officers target area when complaints are received d. Downtown Core Unit X CKPS have implemented a Bicycle Patrol Unit and have Auxiliary members conducting foot patrol e. Community Mobilization Unit X CMU is actively involved with the BIA f. CPTED Audit X Conducted in 2020, 2012 and 2007

13. The use of each video surveillance camera should be justified on the basis of verifiable, specific reports of incidents of crime or significant safety concerns. Are there any documented incidents of crime or significant safety concerns in any of the following formats?

#3 Documentation Formats Yes No Comments a. Public/Community Complaints X Complaints have been received by the Mayors officer, Councillors and the Police b. Police Reports X Crime reports are presented to the BIA and Crime Plot provided the public with crime events in their areas. c. Internal Crime Data X d. Anonymous Tips X e. Other: X The AGCO have received complaints regarding operations of bars. f.

14. An assessment should be conducted on the effects that the proposed video surveillance system may have on personal privacy and the ways in which any adverse effects can be mitigated. Has the following effects and mitigation strategies been considered?

CCTV - CKPS 23

#4 Effects & Mitigation Strategies Yes No Comments a. The location of the proposed camera is situated in X All four corners are commercial an area that will minimize privacy intrusion? property. The SW corner has apartments on the second and third floors. b. Is the proposed camera location one where an X All four corners feature individual does not have a higher expectation of commercial property that is open privacy (i.e., entrances to a particular building or to the public. The NE and NW structure, windows or doorways that when opened corners are currently unoccupied would reveal the interior of a building, etc.)? buildings. The SE corner features an open area with numerous benches, inviting people to linger. c. Is the location of the proposed video camera X This corner is free of tall visible? structures that may obstruct the view. d. Can the video surveillance be restricted to the X Refer to manufactures manual recognized problem area? regarding functionality of the CCTV e. Is space allocated for proper video surveillance X Signage can be placed on the signage? existing hydro or traffic poles. f. Has a drawing been attached showing the video X location? g. Other:

15. The proposed design and operation of the video surveillance systems should minimize privacy intrusion. Have the following design and operation factors been considered for each proposed camera location?

Comments:

CCTV - CKPS 24

VIDEO SURVEILLANCE SECURITY PRIVACY IMPACT ASSESSMENT

To Determine the Requirements for a Video Surveillance System

Site name: King St and Sixth St, Chatham ON (Cenotaph)

Address: King St and Sixth St, Chatham ON

Name of Requestor: Chief Gary Conn Division: Central Date: July 29, 2020

Video #: ______Proposed Video Location: King St and Sixth St, Chatham ON

16. Is there already a public video surveillance system and/or camera in the immediate area? There are no public surveillance cameras on this corner nor are there cameras registered with the Chatham-Kent Police Surveillance Camera registry.

17. Video surveillance should only be considered after other measures of deterrence or detection have been considered and rejected as unworkable. Have the following counter-measures been considered and rejected as unworkable?

#2 Security Counter-Measure Yes No Comments a. Increased General Patrols X Officers are encouraged to patrol area b. Neighbourhood Watch Programs X BIA is active in this area c. Targeted Enforcement X Officers target area when complaints are received d. Downtown Core Unit X CKPS have implemented a Bicycle Patrol Unit and have Auxiliary members conducting foot patrol e. Community Mobilization Unit X CMU is actively involved with the BIA f. CPTED Audit X Conducted in 2020, 2012 and 2007

18. The use of each video surveillance camera should be justified on the basis of verifiable, specific reports of incidents of crime or significant safety concerns. Are there any documented incidents of crime or significant safety concerns in any of the following formats?

#3 Documentation Formats Yes No Comments a. Public/Community Complaints X Complaints have been received by the Mayors officer, Councillors and the Police b. Police Reports X Crime reports are presented to the BIA and Crime Plot provides the public with crime events in their areas. c. Internal Crime Data X d. Anonymous Tips X e. Other: X The AGCO have received complaints regarding operations of bars. f.

19. An assessment should be conducted on the effects that the proposed video surveillance system may have on personal privacy and the ways in which any adverse effects can be mitigated. Has the following effects and mitigation strategies been considered?

CCTV - CKPS 25

#4 Effects & Mitigation Strategies Yes No Comments a. The location of the proposed camera is situated in X The two corners are commercial an area that will minimize privacy intrusion? property including a bank, and an unoccupied commercial property. The entrance to the Downtown Chatham Centre is located at the south of the intersection. b. Is the proposed camera location one where an X Both corners feature commercial individual does not have a higher expectation of property. One is currently open privacy (i.e., entrances to a particular building or to the public. The DDCC structure, windows or doorways that when opened entrances features an open area would reveal the interior of a building, etc.)? with numerous benches, inviting people to linger. c. Is the location of the proposed video camera X This corner is free of tall visible? structures that may obstruct the view. d. Can the video surveillance be restricted to the X Refer to manufactures manual recognized problem area? regarding functionality of the CCTV e. Is space allocated for proper video surveillance X Signage can be placed on the signage? existing traffic or light poles. f. Has a drawing been attached showing the video X location? g. Other:

20. The proposed design and operation of the video surveillance systems should minimize privacy intrusion. Have the following design and operation factors been considered for each proposed camera location?

Comments:

CCTV - CKPS 26

VIDEO SURVEILLANCE SECURITY PRIVACY IMPACT ASSESSMENT

To Determine the Requirements for a Video Surveillance System

Site name: King St and William St, Chatham ON

Address: King St and William St, Chatham ON

Name of Requestor: Chief Gary Conn Division: Central Date: July 29, 2020

Video #: ______Proposed Video Location: King St and William St, Chatham ON

21. Is there already a public video surveillance system and/or camera in the immediate area? There are no public surveillance cameras on this corner nor are there cameras registered with the Chatham-Kent Police Surveillance Camera registry. The Retro Suites have a surveillance system that does capture the sidewalk and parts of the intersection.

22. Video surveillance should only be considered after other measures of deterrence or detection have been considered and rejected as unworkable. Have the following counter-measures been considered and rejected as unworkable?

#2 Security Counter-Measure Yes No Comments a. Increased General Patrols X Officers are encouraged to patrol area b. Neighbourhood Watch Programs X BIA is active in this area c. Targeted Enforcement X Officers target area when complaints are received d. Downtown Core Unit X CKPS have implemented a Bicycle Patrol Unit and have Auxiliary members conducting foot patrol e. Community Mobilization Unit X CMU is actively involved with the BIA f. CPTED Audit X Conducted in 2020, 2012 and 2007

23. The use of each video surveillance camera should be justified on the basis of verifiable, specific reports of incidents of crime or significant safety concerns. Are there any documented incidents of crime or significant safety concerns in any of the following formats?

24. An assessment should be conducted on the effects that the proposed video surveillance system may have on personal privacy and the ways in which any adverse effects can be mitigated. Has the following effects and mitigation strategies been considered?

CCTV - CKPS 27

#4 Effects & Mitigation Strategies Yes No Comments a. The location of the proposed camera is situated in X Two corners are commercial an area that will minimize privacy intrusion? property while the other two are public space (a park and a parking lot). The SW corner features The Retro Suites. There are hotel/meeting rooms on the second floor at this corner. The NE corner features business office space including a lawyer’s office. b. Is the proposed camera location one where an X individual does not have a higher expectation of privacy (i.e., entrances to a particular building or structure, windows or doorways that when opened would reveal the interior of a building, etc.)? c. Is the location of the proposed video camera X This corner is free of tall visible? structures that may obstruct the view. d. Can the video surveillance be restricted to the X Refer to manufactures manual recognized problem area? regarding functionality of the CCTV e. Is space allocated for proper video surveillance X Signage can be placed on the signage? existing hydro or traffic poles. f. Has a drawing been attached showing the video X location? g. Other:

25. The proposed design and operation of the video surveillance systems should minimize privacy intrusion. Have the following design and operation factors been considered for each proposed camera location?

CCTV - CKPS 28

VIDEO SURVEILLANCE SECURITY PRIVACY IMPACT ASSESSMENT

To Determine the Requirements for a Video Surveillance System

Site name: Wellington St and Fourth St, Chatham ON

Address: Wellington St and Fourth St, Chatham ON

Name of Requestor: Chief Gary Conn Division: Central Date: July 29, 2020

Video #: ______Proposed Video Location: Wellington St and Fourth St, Chatham ON

26. Is there already a public video surveillance system and/or camera in the immediate area? There are no public surveillance cameras on this corner nor are there cameras registered with the Chatham-Kent Police Surveillance Camera registry.

27. Video surveillance should only be considered after other measures of deterrence or detection have been considered and rejected as unworkable. Have the following counter-measures been considered and rejected as unworkable?

#2 Security Counter-Measure Yes No Comments a. Increased General Patrols X Officers are encouraged to patrol area b. Neighbourhood Watch Programs X BIA is active in this area c. Targeted Enforcement X Officers target area when complaints are received d. Downtown Core Unit X CKPS have implemented a Bicycle Patrol Unit and have Auxiliary members conducting foot patrol e. Community Mobilization Unit X CMU is actively involved with the BIA f. CPTED Audit X Conducted in 2020, 2012 and 2007

28. The use of each video surveillance camera should be justified on the basis of verifiable, specific reports of incidents of crime or significant safety concerns. Are there any documented incidents of crime or significant safety concerns in any of the following formats?

#3 Documentation Formats Yes No Comments a. Public/Community Complaints X Complaints have been received by the Mayors officer, Councillors and the Police b. Police Reports X Crime reports are presented to the BIA monthly and Crime Plot provides the public with crime events in their areas. c. Internal Crime Data X d. Anonymous Tips X e. Other: X The AGCO has received complaints regarding operations of bars. f.

29. An assessment should be conducted on the effects that the proposed video surveillance system may have on personal privacy and the ways in which any adverse effects can be mitigated. Has the following effects and mitigation strategies been considered?

CCTV - CKPS 29

#4 Effects & Mitigation Strategies Yes No Comments a. The location of the proposed camera is situated in X There are parking lots on the SE an area that will minimize privacy intrusion? and NE corners. The SW corner contains a church and the NW corner contains a commercial property. The NW corner may contain apartments on the second. b. Is the proposed camera location one where an X All four corners feature property individual does not have a higher expectation of that is open to the public. privacy (i.e., entrances to a particular building or structure, windows or doorways that when opened would reveal the interior of a building, etc.)? c. Is the location of the proposed video camera X This corner is free of tall visible? structures that may obstruct the view. It is a very open intersection. d. Can the video surveillance be restricted to the X Refer to manufacture’s manual recognized problem area? regarding functionality of the CCTV e. Is space allocated for proper video surveillance X Signage can be placed on the signage? existing traffic or light poles. f. Has a drawing been attached showing the video X location? g. Other:

30. The proposed design and operation of the video surveillance systems should minimize privacy intrusion. Have the following design and operation factors been considered for each proposed camera location?

Comments:

 Back to Top Municipality Of Chatham-Kent

Community Human Services

To: Mayor and Members of Council

From: Dave Taylor, Manager, Legal Services April Rietdyk, General Manager, Community Human Services

Date: September 1, 2020

Subject: Mask Amending By-law ______

Recommendation

It is recommended that:

1. The amendments to By-law 101-2020, being a By-law requiring that masks be worn in certain enclosed places, be approved.

Background

On August 10, 2020, Council approved a motion as follows:

“That

1. Council approve a By-law mandating masks in indoor public spaces. 2. And further amendments be developed in consultation with the MOH addressing other preventative measures including physical distancing requirements, and the provision of hand sanitizer in public spaces, to be discussed at the September 14th meeting.”

This report addresses the second component of Council’s motion, being amendments addressing other preventative measures for the spread of COVID-19.

Since the August 10, 2020 meeting, administration has also received various requests for amendments to the By-law from other community stakeholders, which are addressed below.

Overall, since the implementation of this By-law, the community has responded positively. We have had very few complaints of businesses not posting the required signage, and only a few complaints of citizens refusing to wear masks contrary to the By-law, where there was no applicable exemption. Mask Amending By-law 2

Comments

While there is a growing body of scientific evidence supporting the use of masks as assisting in reducing the spread of COVID-19, it is important to maintain the key public health message that frequent hand sanitization and physical distancing are the most important tools for reducing the spread of COVID-19. As a result, administration is recommending some amendments to the mask By-law to require, reinforce, and emphasize these public health initiatives as well.

Hand Sanitizer

Section 1 of the attached amending bylaw will add a new requirement to the By-law for all operators of enclosed public spaces to ensure the availability of alcohol-based hand sanitizer, with an alcohol content of not less than 70%, at all entrances and exits of the premises.

Physical Distancing

Section 4 of the amending By-law, attached as Appendix A, will add a requirement to the By-law clarifying that even when wearing a mask, every person must maintain a physical distance of two meters from every other person that is not part of their household or 10 person social circle. There are some exemptions to this requirement, specifically where modified physical distancing is permitted by Provincial regulations or orders, where Plexiglas (or a similar physical barrier) is in place, or where it is not feasible to maintain this social distance.

Public Transit

The Engineering and Transportation Division of the Municipality report that, while there was a requirement to wear a mask on public transit preceding the passing of By-Law 101-2020, there continues to be issues with compliance by transit users. Adding the requirement for masking on transit will make this obligation more clear to the public and provide better enforcement options if users do not comply with the mask requirement. Sections 2 and 3 of the attached amending By-law will add a requirement for all persons to wear masks while on public transit vehicles and public transit property (stations, shelters etc.). This requirement is in place in many other municipalities.

Places of Worship

Requests have been received from several places of worship for an exemption for congregants to be able to remove their masks once sitting in the place of worship and provided they are maintaining social distance.

Public Health has performed an environmental scan of other municipalities/health units to determine how this has been dealt with elsewhere. There are 34 health units in the province of Ontario, of the 33 municipalities/health unit areas reviewed, 26 did not provide an exemption for persons sitting in places of worship, while seven either Mask Amending By-law 3 exempted congregants from wearing masks while siting, or wholly exempted places of worship.

Masks can protect others by catching the respiratory droplets of those wearing them. Singing and speaking loudly, common practices during worship, will result in respiratory droplets being propelled further if masks are not worn throughout the entire service. Masks must cover both nose and mouth and should always be part of a broad strategy to reduce transmission risk. The effectiveness of public health measures increases when used together in all enclosed public spaces, including places of worship.

Administration has prepared an amendment to the mask By-law for the temporary removal of a mask during a religious ritual which requires removal of the mask. This would cover situations such as eating during a part of a religious ritual, but would require congregants to keep the mask on for all other parts of the religious service.

Effective Date of the Amendments

If Council approves this amending By-law, the amendments will be effective on Friday, September 18, 2020 at 12:01 a.m. This short delay in the implementation of the amendments is included to provide citizens and businesses with time to prepare for these changes.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus:

Economic Prosperity:

Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture:

Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors:

Financial Sustainability:

The Corporation of the Municipality of Chatham-Kent is financially sustainable Mask Amending By-law 4

Open, Transparent and Effective Governance:

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

As indicated in a previous section, Public Health conducted an environmental scan of all Ontario Health Unit areas, specifically reviewing By-laws, orders and recommendations regarding places of worship. This scan is attached as Appendix B for your review. Legal Services, CK Public Health, and Community Human Services administration discussed and support the amendments presented in the attached Amending By-law.

Financial Implications

There are no financial implications resulting from this report.

Prepared by:

______Dave Taylor Manager, Legal Services

Prepared by:

______April Rietdyk, RN, BScN, MHS, PhD PUBH General Manager Community Human Services

Attachments:

Appendix A - By-law 101-2020 Appendix B - Environmental Scan

P:\RTC\Community Human Services\Administration\Mask Amending Bylaw.Docx Appendix A

BY-LAW NUMBER _____ OF THE CORPORATION OF THE MUNICIPALITY OF CHATHAM-KENT

A by-law to amend Bylaw 101-2020 requiring that masks be worn in certain enclosed public spaces to limit the spread of COVID-19.

FINALLY PASSED the 14th day of September, 2020.

WHEREAS Council passed Bylaw 101-2020 to require that masks be worn in certain enclosed public spaces to limit the spread of COVID-19;

AND WHEREAS pursuant to subsection 8(3) of the Municipal Act, 2001, S.O. 2001, c.25 (the “Municipal Act”), municipalities may regulate or prohibit, or require persons to do certain things respecting a matter;

AND WHEREAS pursuant to subsection 10(2), paragraphs 6 and 8, of the Municipal Act, a municipality may pass by-laws respecting the health, safety, and well-being of persons, and the protection of persons;

AND WHEREAS on March 17, 2020, an emergency was declared in the Province of Ontario (Order in Council 518/2020) pursuant to Section 7.1 of the Emergency Management and Civil Protection Act due to the spread of the Novel Coronavirus, which causes COVID-19, a disease that is communicable from person to person close contact, primarily through respiratory droplets that are released through the nose and mouth;

AND WHEREAS COVID-19 carries the risk of serious complications such as pneumonia and respiratory failure, and may cause death;

AND WHEREAS on March 11, 2020, the World Health Organization declared the spread of COVID-19 to be a pandemic;

AND WHEREAS the vast majority of persons in Chatham-Kent remain susceptible to COVID-19 and it continues to be transmitted in Chatham-Kent, and with the resurgence of COVID-19 being observed in many countries new outbreaks of COVID-19 could occur in Chatham-Kent at any time;

THEREFORE Council of the Municipality of Chatham-Kent enacts as follows:

Hand Sanitizer

1. A new subsection 3 is hereby added to section 4 of bylaw 101-2020 as follows:

“3. The Operator of an Enclosed Public Space shall ensure the availability of alcohol-based hand sanitizer, with an alcohol content of not less than 70%, at all public entrances and exits of the premises.” Public Transit 2. The following definition is hereby added to section 1 of bylaw 101-2020:

“public transit property” means the areas accessible to the public of any bus, station, platform, shelter, and para-transit vehicle that are used on behalf of the Municipality of Chatham-Kent for the provision of its passenger transportation system.

3. A new subsection 2 is hereby added to section 3 of bylaw 101-2020 as follows:

“2. Subject to Section 2, every person who enters or remains in a public transit property, shall wear a Mask in a manner that covers their mouth, nose, and chin.”

Physical Distancing 4. A new subsection 3 is hereby added to section 3 of bylaw 101-2020 as follows:

“3. In addition to the obligation to wear a Mask in an Enclosed Public Space, every person shall, when within an Enclosed Public Space, maintain a physical distance of at least two metres from every other person who is not a person in their household, in the business or facility, except:

a. where doing so is exempted by, or physical distancing requirements are otherwise prescribed by, Provincial regulations or orders b. where a physical barrier, including but not limited to a plexiglass barrier, is between the two persons; or c. where it is not feasible to maintain the physical distance.”

Religious Ritual

5. A new exemption #5 is hereby added to subsection 1 (4) of section 2 of bylaw 101-2020 as follows:

“5. participating in a religious ritual, for rituals which require a temporary uncovering of the mouth.”

Adjustments

6. The numbering and lettering of Bylaw 101-2020 is hereby adjusted as necessary for the above amendments to be added.

Effective date 7. This by-law shall come into effect at 12:01 a.m. on September 18, 2020.

ENACTED AND PASSED this 14th day of September 2020.

______Mayor – Darrin Canniff

______Clerk – Judy Smith

Appendix B

Mask By Law Places of Worship Scan of Ontario Health Units PHU Face Covering By-Law or MOH Order Application in Places of Worship

Algoma Public Tel: (705) 942-4646 MOH Order Not exempt Health Fax: (705) 759-1534

Web: http://www.algomapublichealth.com

Medical Officer of Health/CEO: Dr. Marlene Spruyt Board of Health Chair: Lee Mason

Brant County Tel: (519) 753-4937 By-Law City of Brantford Except during a religious Health Unit Fax: (519) 753-2140 rite or ceremony that is Web: http://www.bchu.org incompatible with the face being covered and Medical Officer of Health (A): Dr. Elizabeth Urbantke where physical distancing CEO: Jo Ann Tober is maintained.

Board of Health Chair: Greg Anderson By-Law County of Brant Except during a religious rite or ceremony that is incompatible with the face being covered and where physical distancing is maintained. Amendment made on August 11th stating that Clause 9 of By-law 72-20 be amended to include the following additional clause: (q) “Churches / places of worship, provided the congregation has and follows an effective COVID mitigation / risk reduction plan reviewed Mask By Law Places of Worship Scan of Ontario Health Units and approved by the County of Brant.”

Durham Tel: (905) 668-7711 MOH Instruction Churches, mosques, Region Health Fax: (905) 666-6214 synagogues, temples, or Department Web: https://www.durham.ca/en/health-and- other places of worship wellness/health-and-wellness.aspx when used for worship services are NOT included Medical Officer of Health & Commissioner: Dr. Robert in the instructions to Kyle ensure mandatory use of Board of Health (Health & Social Services Committee) Chair: John Henry non-medical masks and face coverings in enclosed public spaces.

Eastern Tel: (613) 933-1375 MOH order Not exempt. Permits the Ontario Health Fax: (613) 933-7930 temporary removal of a Regional approach Unit Web: Engish - http://www.eohu.ca mask where necessary Francais - http://www.bseo.ca for the purpose of receiving services. Medical Officer of Health & Chief Executive Officer: Dr. Paul Roumeliotis Board of Health Chair: Sydney Gardiner Grey Bruce Tel: (519) 376-9420 MOH order Churches and faith Health Unit Fax: (519) 376-0605 settings exempt. Web: http://www.publichealthgreybruce.on.ca Medical Officer of Health: Dr. Ian Arra Board of Health Chair: Mitch Twolan Haldimand- Tel: (519) 426-6170 2 separate by-laws for each county Singing not allowed. Norfolk Health Fax: (519) 426-9974 Norfolk – mandatory Unit Web: http://www.hnhu.org Medical Officer of Health: Dr. Shanker Nesathurai mask use at all times in Board of Health Chair: Kristal Chopp church (only exemption for minister behind plexi glass barrier).

Haldimand – if attendees can maintain 2 metre distance from those Mask By Law Places of Worship Scan of Ontario Health Units outside of social circle, masks are not required.

https://hnhu.org/health- topic/infection-control- recommendations-for- religious-services-rites- or-ceremonies-when- reopening/

Haliburton, Tel: (866) 888-4577 MOH instructions At indoor weddings, Kawartha, Pine Fax: (905) 885-9551 funeral services, or Ridge District Web: http://www.hkpr.on.ca religious Health Unit Medical Officer of Health: Dr. Lynn Noseworthy services/rites/ceremonies Board of Health Chair: Cammie Jaquays , attendees would have to wear masks until seated with a secured distance of 2 metres (6 feet) from others.

Halton Region Tel: (905) 825-6000 By-Law By-law applies to Health Fax: 905-825-8797 churches, mosques, Regional approach Department Web: http://www.halton.ca synagogues, temples or Medical Officer of Health: Dr. Hamidah Meghani other places of worship. Board of Health Chair: Gary Carr The by-law allows for the temporary removal of non-medical masks/face coverings when necessary for receiving services.

City of Tel: (905) 546-2424 By-law Exemptions include: Hamilton Publi Fax: (905) 546-4075 A person who is engaged c Health Web: http://www.hamilton.ca/HealthandSocialService in a public speaking event Services s/ Medical Officer of Health: Dr. Elizabeth Richardson or conducting a Board of Health Chair: Fred Eisenberger ceremony can choose to not wear a mask if Mask By Law Places of Worship Scan of Ontario Health Units standing in an area of the space that is separate from the public attending the event. It is recommended that the person use a microphone to project their voice to reduce the risk of respiratory droplets being spread and not participate in any singing or chanting. The person public speaking or conducting a ceremony should stand at least 2 metres from the people in attendance and if there is more than one public speaker, they should be spaced at least 2 metres apart from each other and not be facing each other.

A person who removes the mask for the period necessary to receive services or treatment, including eating or drinking.

Hastings Prince Tel: (613) 966-5500 MOH instruction Includes places of Edward Public Fax: (613) 966-9418 worship. Health Web: http://hpepublichealth.ca/ Acting Medical Officer of Health: Dr. Piotr Oglaza Public speakers, clergy, Board of Health Chair: Jo-Anne Albert auctioneers, performers are permitted to remove Mask By Law Places of Worship Scan of Ontario Health Units their face covering indoors when they need to speak or perform to a group, however they must remain at least 4 metres from the group, and/or separated by an impermeable barrier. In addition, performers or speakers must maintain a distance of 2 metres between themselves and other performers whenever possible.

Huron Perth Intake: 1‐888‐221‐2133 MOH instructions Includes places of Public Health Web: www.hpph.ca worship.

Medical Officer of Health & CEO: Dr. Miriam Klassen Exemptions include: Board of Health Chair: Kathy Vassilakos A person for whom a religious reason prevents them from wearing a face covering that is compliant with the definition of face covering in these Instructions.

The officiant (e.g. minister, imam) of a religious ceremony can choose to not wear a mask if standing in an area of the religious space that is separate from the public attending the ceremony. The officiant should use a Mask By Law Places of Worship Scan of Ontario Health Units microphone to project their voice to reduce the risk of respiratory droplets being spread; and preferably not participate in any singing or chanting. The officiant should stand at least 5 metres from the people attending and if there is more than one officiant, they should be spaced at least 2 metres apart from each other and not be facing each other.

Recommend against congregational singing.

For a limited number of singers spaced at least 5 metres from people attending and 2 metres apart not facing each other, a mask is recommended but not required.

Not required at weddings or other private events.

Kingston, Tel: (613) 549-1232 MOH order Face coverings can be Frontenac, Fax: (613) 549-7896 removed for: Lennox & Web: http://www.kflapublichealth.ca/ Religious leaders Addington Medical Officer of Health & Chief Executive Officer: Dr. providing sermons or Public Health Kieran Moore Board of Health Chair: Denis Doyle Mask By Law Places of Worship Scan of Ontario Health Units speeches in places of worship.

Lambton Public Tel: (519) 383-8331 By law (Sity of Sarnia) City of Sarnia –churches Health Fax: (519) 383-7092 and other places of County of Lambton has not passed by-law Web: http://www.lambtonhealth.on.ca worship are included in Medical Officer of Health: Dr. Sudit Ranade by-law, but worshippers Board of Health Chair: Bill Weber may remove face coverings once seated for service as long as physical distancing is maintained.

Leeds, Tel: (613) 345-5685 MOH order Includes churches, Grenville and Fax: (613) 345-2879 mosques, synagogues, Lanark District Web: http://www.healthunit.org temples, or other places Health Unit Medical Officer of Health & Chief Executive Officer: Dr. of worship. Paula Stewart Board of Health Chair: Doug Malanka Permits the temporary removal of a mask where necessary for the purpose of receiving services.

Middlesex- Tel: (519) 663-5317 Both City of London – Not London Health Fax: (519) 663-9581 exempt, but worshippers Unit Web: http://www.healthunit.com can remove face Medical Officer of Health: Dr. Christopher Mackie coverings when Board of Health Chair: Trish Fulton participating in rituals that require an uncovered mouth

Niagara Region Tel: 905 688-3762 / (888-505-6074) By-Law Masks required in Public Health Fax: 905 682-3901 churches, mosques, Web: http://www.niagararegion.ca temples, synagogues and Medical Officer of Health: Dr. Mustafa Hirji (Acting) all other places of Board Chair: Jim Bradley worship, except during a religious rite or ceremony Mask By Law Places of Worship Scan of Ontario Health Units that's incompatible with the face being covered.

North el: (705) 474-1400 MOH order Not exempt-includes Bay Parry Fax: (705) 474-8252 places of worship. Sound District Web: http://www.myhealthunit.ca Exemptions include Health Unit Medical Officer of Health/Executive Officer: Dr. Jim religious officiants (e.g. Chirico minister, rabbi, priest, imam) of a religious Board of Health Chair: Nancy Jacko ceremony if standing in an area of the worship space that is separate and at least two metres apart from the public attending the ceremony.

Northwestern Tel: (807) 468-3147 MOH order Not exempt- includes Health Unit Fax: (807) 468-4970 churches, mosques, Web: http://www.nwhu.on.ca synagogues, temples, or Medical Officer of Health: Dr. Kit Young-Hoon other places of worship. Board of Health Chair: Paul Ryan Speakers who are at a planned event such as church, weddings, or funerals can remove their mask when they are at a designated spot for speaking by turning the podium or stage into a controlled, non-public space.

Ottawa Public Tel: (613) 580-6744 By-Law Not exempt- includes Health Fax: (613) 580-9641 churches, mosques, Regional approach Web: www.ottawapublichealth.ca synagogues, temples, or Medical Officer of Health: Dr. Vera Etches other places of worship. Board of Health Chair: Keith Egli Mask By Law Places of Worship Scan of Ontario Health Units Peel Public Tel: (905) 791-7800 Brampton, Caledon and Mississauga have each passed All by-laws include Health Fax: (905) 564-2683 mandatory mask bylaws. churches, mosques and Web: http://www.region.peel.on.ca/health/index.htm other places of worship, Medical Officer of Health: Dr. Lawrence Loh except during a religious Board of Health Chair: Nando Iannicca rite or ceremony conducted that is incompatible with the face being covered.

Peterborough Peterborough, Ontario, K9J 2R8 MOH order Exemptions include: Public Health Tel: (705) 743-1000 Places of worship, Fax: (705) 743-2897 although face coverings Web: http://www.peterboroughpublichealth.ca are strongly encouraged. Medical Officer of Health: Dr. Rosana Salvaterra Board of Health Chair: Kathryn Wilson For any religious reason, the person cannot wear a face covering.

Porcupine Tel: (705) 267-1181 MOH order Order includes churches, Health Unit Fax: (705) 264-3980 mosques, synagogues, https://www.porcupinehu.on.ca/en/your- Web: http://www.porcupinehu.on.ca temples and places of health/infectious-diseases/novel-coronavirus/covid- Medical Officer of Health: Dr. Lianne Catton worship. Board of Health Chair: Sue Perras masks/ Public Health Tel: (705) 522-9200 MOH order Includes all enclosed Sudbury & Fax: (705) 522-5182 public spaces accessible Districts Web: http://www.phsd.ca by the public. Exemptions Medical Officer of Health & Chief Executive Officer: Dr. include religious or Penny Sutcliffe cultural beliefs. Board of Health Chair: René Lapierre Renfrew Tel: (613) 732-3629 MOH order Not exempt-includes County & Fax: (613) 735-3067 churches, mosques, Regional approach District Health Web: http://www.rcdhu.com synagogues, temples, or Unit Medical Officer of Health(Acting) : Dr. Rob Cushman other places of worship. Board of Health Chair: Janice Visneskie Moore Exemptions include any religious reason, the person cannot wear a Mask By Law Places of Worship Scan of Ontario Health Units mask/face covering, or cannot cover the face

Simcoe Tel: (705) 721-7520 MOH order Includes churches and Muskoka Fax: (705) 721-1495 faith settings. Excludes https://www.simcoemuskokahealth.org/Topics/COVI District Health Web: http://www.simcoemuskokahealth.org anyone who cannot wear D-19#a5a16119-5363-4543-961e-ff9510827460 Unit Medical Officer of Health & Chief Executive Officer: Dr. face coverings for any Charles Gardner religious reasons. Face Board of Health Chair: Anita Dubeau coverings must be worn by everyone inside the place of worship at all times unless it is reasonable required to temporarily remove the face covering fro services provided by the religious officiant or other designated member. For loud speaking or singing, speakers may remove their mask only where at least 4 metres is provided between the speaker(s) and participants or if there is a sufficient barrier. If multiple singers, 2 metres distance must be kept between each person. During periods of rest or when not performing/practicing, face coverings should be used. Masking requirements apply to indoor ceremonies and Mask By Law Places of Worship Scan of Ontario Health Units receptions for weddings, funerals, and other religious gatherings.

Southwestern Tel: (519) 639-9300 / 1-800-922-0096 Letter of Instruction by MOH Places of worship are not Public Health Web: https://www.swpublichealth.ca/ exempt. Religious Medical Officer of Health: Dr. Joyce Lock reasons are not an Board of Health Chair: Larry Martin exemption.

Thunder Bay Tel: (807) 625-5900 MOH Directive Churches are included. District Health Fax: (807) 623-2369 Unit Web: http://www.tbdhu.com Medical Officer of Health & Chief Executive Officer: Dr. Janet DeMille Board of Health Chair: James McPherson Timiskaming Tel: (705) 647-4305 MOH order Places of worship are Health Unit Fax: (705) 647-5779 included. Exemptions Web: http://www.timiskaminghu.com include religious reasons Medical Officer of Health & Chief Executive Officer: Dr. or cultural beliefs. Glenn Corneil (Acting). Board of Health Chair: Carman Kidd Toronto Public Tel: (416) 338-7600 By-law Not exempt- places of Health Fax: (416) 392-0713 worship included. Web: http://www.toronto.ca/health Medical Officer of Health: Dr. Eileen de Villa Board of Health Chair: Joe Cressy Region of Tel: (519) 883-2000 By-law Not exempt- includes Waterloo, Fax: (519) 883-2241 places of worship. Public Health Web: http://chd.region.waterloo.on.ca Commissioner and Acting Medical Officer of Health: Dr. Exemption includes a Hsiu-Li Wang person who is consuming Board of Health Chair: Karen Redman food/drink as part of a religious activity within a place of worship.

Wellington- Tel: (519) 822-2715/ 1-800-265-7293 MOH order Churches and faith Dufferin- Fax: (519) 846-0323 settings are exempt. Mask By Law Places of Worship Scan of Ontario Health Units Guelph Public Web: http://www.wdgpublichealth.ca Health Medical Officer of Health & Chief Executive Officer: Dr. Nicola Mercer Board of Health Chair: George Bridge Windsor-Essex Tel: (519) 258-2146 MOH Order Not exempt- includes County Health Fax: (519) 258-6003 churches, mosques, Unit Web: http://www.wechu.org/ synagogues, temples, or Medical Officer of Health (Acting) : Dr. Wajid Ahmed other places of worship. Board of Health Chair: Gary McNamara York Region Tel: (905) 895-4511 MOH Instruction endorsed by the Regional Not exempt- includes Public Health Fax: (905) 895-3166 Municipality of York churches and other Web: http://www.york.ca places of worship. Medical Officer of Health: Dr. Karim Kurji Board of Health Chair: Wayne Emmerson Officiants of a religious ceremony can remove mask if leading the ceremony in an area separate from the public attending at least 5 metres away from attendees and 2 metres away from other officiants. People attending religious establishments are required to wear a mask or face covering.

 Back to Top Municipality Of Chatham-Kent

Community Human Services

Public Health

To: Mayor and Members of Council

From: Teresa Bendo, Director, Public Health

Date: August 28, 2020

Subject: Provincial Initiative School-Focused Public Health Nurses ______

Recommendations

It is recommended that:

1. The hiring of five temporary 1.0 FTE Public Health Nurses for up to two years be approved.

Background

On July 30, 2020 the Government of Ontario announced an investment of $50 million to hire up to 500 additional school-focused nurses in public health units to provide support to schools and boards as part of the safe re-opening of schools plan.

On August 11, 2020 CK Public Health received notice from Dr. Williams, Chief Medical Officer of Health for the Province of Ontario, confirming the funding of an estimated four additional FTEs to hire school-focused public health nurses in Chatham-Kent. The Ministry recommended that public health units begin their recruitment processes for these nurses immediately due to the urgent need to support school boards.

Additionally, Dr. Williams has indicated that these positions will be for a duration of two years and are 100% funded by the Ministry.

On August 14, 2020, the Director, Public Health provided notice to Council regarding this initiative and CK Public Health’s intention to begin recruitment immediately. The recruitment is expected to be completed by the end of September.

On August 25, public health units received a request from the Ministry to complete and submit, daily, a spreadsheet tracking the progress of the Heath Unit’s recruitment of these four positions.

On August 28, CK Public Health received notice confirming funding for 1.0 FTE to hire an additional school focused public health nurse. With this additional funding, five school focused public health nurses will be hired. Provincial Initiative School-Focused Public Health Nurses 2

Comments

These nurses will perform an expanded role by providing support for:

• the development and implementation of COVID-19 health and safety plans; • infection prevention and control; • surveillance, screening, and testing; • outbreak management and case and contact management; and • communication and engagement with parents and local communities.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors:

Financial Sustainability:

The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance:

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership Has the potential to support all areas of strategic focus & critical success factors Neutral issues (does not support negatively or positively)

Provincial Initiative School-Focused Public Health Nurses 3

Consultation

There was no consultation required in producing this report.

Financial Implications

This initiative is 100% funded by the Ministry of Health.

Prepared by:

______Teresa Bendo, MBA Director, Public Health

Reviewed by:

______April Rietdyk, RN, BScN, MHS, PhD PUBH General Manager Community Human Services

Attachment: None

P:\RTC\Community Human Services\2020\Public Health\School Focused Public Health Nurses.Docx

 Back to Top Municipality Of Chatham-Kent

Community Human Services

Seniors Services

To: Mayor and Members of Council

From: Mary Alice Searles, Seniors Services

Date: August 3, 2020

Subject: Request for Transfer from Seniors Services Lifecycle Reserve ______

Recommendations

It is recommended that:

1. $353,600 be approved for transfer from Seniors’ Services Lifecycle Reserve Account #100-17746 to account #15404.78746.GEN (Riverview Gardens’ Operational Budget Lifecycle Account) for the purpose of replacing equipment and furnishings at Riverview Gardens.

2. It is recommended that the Revised Lifecycle Estimated Projections Plan for 2020 be approved.

Background

Riverview Gardens opened in 2006. In addition to the purchase of new furnishings and equipment at the time, many pieces of equipment were transferred from Thamesview Lodge and Victoria Residence as appropriate for continued use. Some of these pieces of equipment are still being used today. Many pieces of equipment and furniture are beginning to come to the end of their life expectancy and require replacement for safety as well as aesthetic purposes.

A Lifecycle Estimated Projections plan was developed for equipment and furnishings for the period of 2014-2020. This plan was updated in May 2018 and a $450,000 transfer from the Lifecycle reserve to be used to replace items as required was approved by Council.

The Lifecycle Estimated Projections plan was reviewed in April of 2019 to more accurately reflect the lifecycle needs for the period of 2018-2022. This is an estimate as to the furnishings and equipment that may require replacement based on life expectancy and the current status. Administration will review the Riverview Gardens Lifecycle Plan in the coming months to determine if it requires further modifications to ensure all Riverview Gardens assets are adequately covered and if budgeted dollars are sufficient. Request for Transfer from Seniors Services Lifecycle Reserve 2

The recommended revised plan for 2020 is attached as Appendix A – CAPEX Projection August 2020. The recommended changes in the 2020 plan are due to critical technology and equipment upgrades which have become obsolete or will no longer be supported by suppliers. These include: staff scheduling software, call bell system, pager system, software to connect various technical systems, updated Wi-Fi, and new beds.

Riverview Garden’s Kronos staff scheduling software, Telestaff, requires a mandatory upgrade in 2020. Telestaff maintains schedules of approximately 450 employees, in a 24/7 essential services operation. Telestaff tracks vacation, sick time, leaves of absence, switched shifts, take call-ins, and it calls out shift vacancies. Telestaff is programmed to follow a number of rules from two Collective Agreements. The current platform will no longer be supported by Kronos as of fall 2020, making an upgrade imperative.

The resident communication and response system, or “call bell system” that residents use to communicate with staff when they need assistance is obsolete and parts are no longer sold. The plan is to install a new system gradually, one unit at a time, saving parts from the removed system to use in other areas of the building. A communication and response system is mandated in the Long-Term Care Homes Act, 2007, S.O. 2007, c. 8 , as per Section 17(1)

Communication and response system 17. (1) Every licensee of a long-term care home shall ensure that the home is equipped with a resident-staff communication and response system that, (a) can be easily seen, accessed and used by residents, staff and visitors at all times; (b) is on at all times; (c) allows calls to be cancelled only at the point of activation; (d) is available at each bed, toilet, bath and shower location used by residents; (e) is available in every area accessible by residents; (f) clearly indicates when activated where the signal is coming from; and (g) in the case of a system that uses sound to alert staff, is properly calibrated so that the level of sound is audible to staff. O. Reg. 79/10, s. 17 (1).

Riverview Gardens’ pager system has a 16 year old component that is in critical need of replacement. The fire alarm and the call bell system both ring into the pagers. Other options besides a radio pager system will be explored.

Connexall is a software that connects a number of technical systems: the fire alarm, the magnetic locking system on the doors, Spectralink phones and the pagers. In December 2020, the current version of Connexall will not be supported and an upgrade from version 4 to version 8 is required. An upgrade will be required for any new communication solution, such a pagers or telephones.

Upgraded Wi-Fi is needed to support technology, including additional access points.

Request for Transfer from Seniors Services Lifecycle Reserve 3

Bed replacement is in the 2018-2022 approved plan. The request for 2020 is to replace 25 beds rather than the 50 in the approved plan. As per the Long Term Care Homes Act s. 15, Riverview Gardens has specific duties regarding cleanliness and repair of equipment and furnishings which include:

(2) Every licensee of a long-term care home shall ensure that, (a) The home, furnishings and equipment are kept clean and sanitary; (b) each resident’s linen and personal clothing is collected, sorted, cleaned and delivered; and (c) the home, furnishings and equipment are maintained in safe condition and in a good state of repair 2007, c.8

Comments

Riverview Gardens administration is requesting a transfer of funds from Seniors Services Lifecycle Reserve to Riverview Gardens Operational Budget Lifecycle account for the purpose of replacing and upgrading equipment and furnishings as required to ensure safe and comfortable resident care and staff safety.

Funds not used in the current year will be transferred back into Seniors Services Life Cycle Reserve Fund for future projects.

An updated copy of the estimated Lifecycle Estimated Projection plan is attached with this report.

Areas of Strategic Focus and Critical Success Factors

The recommendations in this report support the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

The recommendations in this report support the following critical success factors:

Financial Sustainability: Request for Transfer from Seniors Services Lifecycle Reserve 4

The Corporation of the Municipality of Chatham-Kent is financially sustainable Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership Has the potential to support all areas of strategic focus & critical success factors Neutral issues (does not support negatively or positively) Consultation

Chatham-Kent budget and Information Technology and Transformation divisions were consulted regarding this request.

The General Manager of Community Human Services supports this recommendation.

Financial Implications

Funds for this transfer will be taken from account RES LIFEAMP SEN SERV CAP HOME

Prepared by: Reviewed by:

______Mary Alice Searles Catherine Fitzgerald Director, Seniors Services Director, Information Technology and Transformation

Reviewed by:

______April Rietdyk, RN, BScN, MHS, PhD PUBH General Manager Community Human Services

Consulted and confirmed the content of the consultation section of the report by:

______Gord Quinton, MBA, CPA, CGA Chief Financial Officer / Treasurer General Manager Finance, Budget, Information Technology and Transformation Request for Transfer from Seniors Services Lifecycle Reserve 5

______Steven Brown, CPA, CMA Director, Budget & Performance Services Finance, Budget, Information Technology and Transformation

Attachment: Appendix A – CAPEX Projection August 2020

c. Catherine Fitzgerald, Director, Information Technology and Transformation Gord Quinton, General Manager, Finance, Budget, Information Technology & Transformation Steven Brown, Director, Budget & Performance Services, Finance, Budget, Information Technology & Transformation

P:\RTC\Community Human Services\2020\Seniors Services\Report To Council Lifecycle Plan RVG 2020 Sept 14.Docx Appendix A

Appendix A - CAPEX Projection August 2020

Seniors Services Life Cycle Cost Analysis for Furniture and Equipment Replacement - (No Capital Building Projects) Based on 2018-2022 Estimated Projections Revised CAPEX

Annual Totals - Originally Difference ( Approved Less Asset Life Bed replacement Kronos Call Bell system Connexall Pager System Expanded WiFi Annual Totals - Revised Approved Revised = Saving) # Per Cost Cost # Cost # Cost # Cost # Cost # Cost Cost year Year 1-2018 Year 1-2018 $ 300,500 Year 2-2019 Year 2-2019 $ 596,600 Year 3-2020 Year 3-2020 $ 353,600 50 $ 25,000 $ 80,000 Initi insta & u $ 70,000 $ 18,600 $ 70,000 $ 90,000 Year 3-2020 $ 353,600 $ - Year 4-2021 Year 4-2021 $ 334,600 Year 5-2022 Year 5-2022 $ 357,000

Totals Lifecycle Total $ 1,942,300 $ 25,000 $ 80,000 $ 70,000 $ 18,600 $ 70,000 $ 90,000 Lifecycle Total $ 353,600 $ -

parts for old beds Initial installation and unit 1 16 Yrs old Radio equipmnt Connex Nolonger supported after Dec 2020 Need to upgrade support phones

Revised: June 1,2018 Reviewed and updated: April 23, 2019 Reviewed and updated: August 4, 2020 Reviewed: Reviewed: Reviewed:

 Back to Top Municipality Of Chatham-Kent

Community Human Services

Public Health

To: Mayor and Members of Council

From: Heather Prangley, Coordinator, Age Friendly Community

Date: August 11, 2020

Subject: Age Friendly Community Advisory Committee Terms of Reference ______

Recommendation

It is recommended that:

1. The Terms of Reference for the Age Friendly Community Advisory Committee be approved.

Background

On November 21, 2016, the creation of an Age Friendly Community Advisory Committee was approved by Council. The Committee has been dedicated to advocating for “policies, services and physical spaces that are designed to enable people of all ages to live in a secure and accessible physical and social environment”i. It is intended that the Terms of Reference be reviewed and updated as needed on an annual basis. See Appendix A for the updated Terms of Reference.

Comments

The Committee, in reviewing the Terms of Reference, recognized the need to expand the Terms of Reference to include a vision, scope, priorities and responsibilities, and information about how committee members are selected.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus:

Economic Prosperity:

Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth Age Friendly Community Advisory Committee Terms of Reference 2

People and Culture:

Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability:

Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors:

Financial Sustainability:

The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance:

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

The Terms of Reference was updated by members of the Committee and the Age Friendly Coordinator. Changes made were reviewed by the Director of Public Health.

Financial Implications

There are no financial implications resulting from the recommendation.

Prepared by: Reviewed by:

______Heather Prangley Teresa Bendo Coordinator, Age Friendly Community Director, Public Health

Reviewed by:

______April Rietdyk, RN, BScN, MHS, PHD PUBH General Manager Community Human Services

Attachment: Appendix A – Terms of Reference Age Friendly Community Advisory Committee Terms of Reference 3

P:\RTC\Community Human Services\2020\Public Health\AFC Revised Terms Of Reference.Docx

i Seniors Health Knowledge Network. (retrieved 2020, August 25). Age-Friendly Communities Outreach. https://shrtn.on.ca/age-friendly-communities Appendix A

Chatham-Kent Age Friendly Community Advisory Committee Terms of Reference

Mandate Definitions Age-friendly community: a community where policies, services, buildings, and outdoor spaces are designed to enable people of all ages to live in a secure and accessible physical and social environment. Age-friendly communities contribute to good health and allow people to participate fully in society throughout their lifetime. Age Friendly Chatham-Kent: an initiative for which the Age Friendly Community Advisory Committee (the Committee) provides direction and support. This initiative is structured around a Community Action Plan.

Vision The vision of Age Friendly Chatham-Kent (AFCK) and by extension the Committee:

Chatham-Kent is a diverse, inclusive, accessible and respectful community that enables independence and healthy lifestyles at all stages of aging.

Scope The scope of AFCK and by extension the Committee is to build Chatham-Kent for an aging community, where all people are able to live in an environment that is accessible, inclusive, affordable and safe, with readily available resources. This with the understanding that if we build a community for older adults (55+), we build a community for everyone.

Priorities Six core dimensions and two foundational dimensions form the basis for the Committee’s priorities. The six core dimensions are: • Civic Engagement • Community Support and Health Services • Housing • Outdoor spaces and buildings • Social participation • Transportation

The two foundational dimensions are communication and information, and respect and social inclusion. Responsibilities The Committee is responsible for: • Advocating through the Municipality of Chatham-Kent’s Council (Council) and other platforms for age-friendly awareness, education, supportive environments and policies in Chatham-Kent • Engaging Council, other organizations and the community in the work of the committee • Reporting to Council, as appropriate, on Action Plan progress • Providing feedback on new community plans and projects • Decision-making regarding processes for AFCK Action Plan development • Decision-making regarding AFCK priorities • Supporting development, implementation and evaluation of the AFCK Action Plan • Facilitating partnerships for the development, implementation and evaluation of the AFCK Action Plan • Maintaining open lines of communication with CK Public Health • Supporting CK Public Health with projects relevant to AFCK, through planning, implementation and evaluation • Participating in the evaluation of the Committee

Composition of Committee Voting • One member of Council • Senior Advisory Committee Chair • Six members selected through the Council appointment process. The committee will assist Council with recommendations on the appointment of new committee members.

Recruitment of Voting Members Members are recruited through the Committee of Council selection process. The recruitment process endeavours to be inclusive and reflective of Chatham-Kent’s diverse community. The process is intended to achieve a balance of qualified applicants to ensure that all members of the community have access and are represented, while also having some knowledge of at least one dimension/domain of the Age Friendly Community Action Plan.

Non-Voting, Support/Resource Members • Municipal Liaison – Director, Public Health • Designated partner agency representative (if applicable) • Age Friendly Community Coordinator • Up to six municipal staff members as needed and requested by the Chair, each representing one or more of the six core dimensions and two foundational dimensions of the AFCK Action Plan: Civic Engagement, Community Support and Health Services, Housing, Outdoor Spaces and Building, Social Participation, and Transportation; and Communication and Information, and Respect and Social Inclusion

Membership Eligibility and Term of Membership The length of term is four years. If a person is unable to complete a term, a replacement shall be appointed in accordance with municipal and Senior Advisory Committee policy.

The members shall serve without remuneration, however, expenses such as mileage will be reimbursed in accordance with municipal policy.

Role of Committee Members and Meeting Procedure The committee shall select a Chair and 1st Vice every two years. • Meetings will be held monthly or at the call of the Chair • Meeting protocol will follow the Municipal procedural by-law • Working sub-committees will be formed as needed • Quorum will consist of 50% of the membership plus one • Decision-making is by majority vote • Agenda outline: . Call to order . Adoption of agenda . Declaration of Pecuniary/conflict of interest . Introduction of guests . Education session . Motion for approval of the minutes . Business arising from the minutes . Dimensions reviews . Consent agenda . New business . Next meeting . Adjournment

Staff Support Chatham-Kent Public Health’s Medical Officer of Health will champion the Committee. The Director of Public Health and the Administrative Assistant for Public Health will provide administrative support and guidance to the committee. Reports to Council Council will receive the minutes after approval.

The Committee will report annually to Council regarding its activities, progress on its mandate and any recommendations for the coming year.

Other Information Annually, the Terms of Reference will be reviewed and updated, and brought to Council for final approval of any changes.

 Back to Top Municipality of Chatham-Kent

Community Human Services

Public Health Unit

To: Mayor and Members of Council

From: Teresa Bendo, Director, CK Public Health

Date: July 21, 2020

Subject: Chatham-Kent Age Friendly Advisory Committee Appointment ______

Recommendation

It is recommended that:

1. Dava Robichaud be appointed to the Age Friendly Advisory Committee.

Background

Chatham-Kent Age Friendly Advisory Committee (AFC) works to build a diverse, inclusive, accessible and respectful community that enables independence and healthy lifestyles at all stages of aging.

As a committee of council, AFC aims to collaborate with community and Municipal partners, and provide leadership and communication to enhance the age-friendliness of Chatham-Kent:

• Gives stronger opportunity to ‘advise’ Council on recommendations with regard to age-friendly opportunities and initiatives • Helps bring the community and organizations into the work of the committee • Allows AFC to take advantage of potential opportunities that may be outside initiatives in the Age Friendly Community Action Plan • Creates a forum to ensure visibility of the initiatives and helps hold AFC accountable

Comments

A member of AFC, Barbara Ferren, resigned on January 1, 2020. As such, AFC needs a new member.

Twenty-three citizens applied to be on AFC as a result of the recruitment process for citizen appointments that occurred from October 10th to November 2nd, 2018. The chair of AFC and the Age Friendly Community Coordinator reviewed submissions, not already selected for membership on AFC, using the following criteria: Chatham-Kent Age Friendly Advisory Committee Appointment 2

• Interest in being on AFC • Level of committee experience • Experience or interest in serving older adults • Experience or interest in building an age-friendly community, and/or a community that fosters well-being for all • Experience or expertise in at least one of the age-friendly dimensions – civic engagement, community support and health services, housing, outdoor spaces and buildings, social participation, transportation, communication and information, respect and social inclusion • Rural representation The recommendation in this report supports Dava Robichaud joining the committee, as she has experience in community work and a number of the age-friendly dimensions. She also definitively stated wanting to create an age-friendly community.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors: Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors Chatham-Kent Age Friendly Advisory Committee Appointment 3

Neutral issues (does not support negatively or positively) Consultation

The Age Friendly Advisory Committee was consulted on the recommendation of this report.

Financial Implications

There are no financial implications resulting from this recommendation.

Prepared by:

______Teresa Bendo, MBA Director, Public Health

Reviewed by:

______April Rietdyk, RN, BScN, MHS, PhD PUBH General Manager Community Human Services

Attachment: None

P:\RTC\Community Human Services\2020\Public Health\Report To Council Open Session - Age Friendly Advisory Committee Appointment.Doc

 Back to Top Municipality Of Chatham-Kent

Corporate Services

Municipal Governance

To: Mayor and Members of Council

From: Meredith Cadotte, Council Coordinator

Date: July 8, 2020

Subject: Renaming of St. Clair College Chatham Campus Ball Diamonds to Bob Weedon Field ______

Recommendation

It is recommended that:

1. The St. Clair College Chatham Campus Ball Diamonds be renamed to Bob Weedon Field

Background

In early 1980’s a partnership was formed with St Clair College Thames Campus to build three slo-pitch diamonds and three soccer pitches for community and school use on College property located at 23463 Bear Line and 100 Fergie Jenkins Way in the community of Chatham. Since the inception, the facility has been called Thames Campus Ball and Soccer Complex. The facility was developed by the former city of Chatham in partnership with various grants and partners which included the Maple City Slo-Pitch League. In 2010, the facility was further enhanced with a Rinc Project grant to add concrete around the three ball fields and irrigation to allow for continued play. The facility is one of the busiest ball complexes in Chatham-Kent for various levels of play for all ages young and old.

Recently, Chatham Parks & Horticulture was contacted by Maple City Slo-Pitch to see if it would be possible to honour the efforts and achievements of long term president Bob Weedon by re-naming the field in his honour as he has stepped down as president following over 40 years of dedication to Slo–Pitch in Chatham. Chatham Parks administration is in full support of this request. As part of the application, St. Clair College Senior Administration was contacted as the land the ball diamond in on is owned by the College. They are also in support of the renaming. A copy of the email from St. Clair College is included in the renaming application. Renaming of St. Clair College Chatham Campus Ball Diamonds to Bob Weedon Field 2

Comments

As per the requirements of the Commemorative Naming Policy, a renaming application form was submitted and is included with this report as Attachment A. Once the application form was received, the proposed name change was advertised on the municipal website for public comment using Let’s Talk CK.

The public comments were overwhelmingly in favour of the renaming with 174 of the 191 respondents indicating they were in support of the renaming of the St. Clair College Chatham Campus Ball Diamonds to the Bob Weedon Field. A list of all the public comments are provided in Attachment B.

Notwithstanding the Commemorative Naming Policy that permits the renaming of “municipal property” there are two issues to be considered in the renaming of the St. Clair College Chatham Campus ball diamond. The first is that administration is preparing a report to council with respect to a Naming Rights Strategy. This strategy is intended to include a best practice recommendation that going forward no municipal properties be named after an individual. Secondly, if the Naming Rights report is approved, a fulsome strategy would be developed and include an inventory of municipal properties, buildings and features suitable to attract sponsorships or naming rights sold as part of a naming partnership. It may be more prudent to defer the renaming of the St. Clair College Ball Diamond until a decision is made on a Naming Rights strategy.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus:

Economic Prosperity:

Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture:

Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability:

Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors:

Financial Sustainability:

The Corporation of the Municipality of Chatham-Kent is financially sustainable Renaming of St. Clair College Chatham Campus Ball Diamonds to Bob Weedon Field 3

Open, Transparent and Effective Governance:

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

The Director of Parks, Recreation and Cemeteries and the Supervisor of Chatham Parks and Horticulture were consulted during the preparation of this report.

Financial Implications

The current signage at the St. Clair College Chatham Campus Ball Diamonds is in need of replacement. The cost of the replacement sign is approximately $1000 and will be covered under existing budget for park signage if the renaming is approved.

Prepared by: Reviewed

______Meredith Cadotte Judy Smith, CMO Council Coordinator Director, Municipal Governance/Clerk

Reviewed by:

______Cathy Hoffman, MPA, CHRL General Manager, Corporate Services/ Chief Human Resources Officer

Consulted and confirmed the content of the consultation section of the report by:

______Jeff Bray Deb Veccia Manager Supervisor Parks and Open Spaces Chatham Parks and Horticulture

Attachment(s): Attachment A – Renaming Application Attachment B – Summary of Public Comments Appendix A

Municipality of Chatham-Kent Commemorative Naming Policy Appendix A - Naming Application Form Nominator’s Information

Name: Kurtis Holmes, Maple City Slo Pitch League President

Mailing Address: , Chatham Ontario,

Telephone:

E-mail: [email protected]

Information Concerning the Proposed Name Which Municipal property or facility are you submitting this name for: St. Clair College - Chatham Campus Ball Diamonds

Proposed Name: Bob Weedon Field

If the name suggested relates to the commemoration of an individual who is alive, please provide the individual’s contact information in the section below. Note: A Commemorative Name may be used only once in the Municipality of Chatham-Kent – subsequent requests will be denied.

Name of Nominee: Bob Weedon

Mailing Address: , Chatham, ON Telephone:

E-mail: Applicable Criteria (select all that apply)

The nominated names give a sense of place, continuity, belonging and/or celebrates the uniqueness and distinguishing characteristics of Chatham-Kent

The nominated name maintains a long-standing local area identification with residents of Chatham-Kent

The nominated name promotes pride in the Municipality of Chatham-Kent, acknowledges local heritage, history and/or recognizes the unique features and geography

The nominated name recognizes the contributions or organizations such as a partnership with or without financial contribution

The nominated individual/family had demonstrated excellence, courage or exceptional service to the citizens of the Municipality of Chatham-Kent, the Province of Ontario and/or Canada

The nominated individual/family has an extraordinary community service record The nominated individual/family has worked to foster equality and reduce discrimination A direct relationship or association existed between the place of residence of or community efforts undertaken by the individual/family and the property/building or element to be named.

The nominated individual has made a significant financial contribution to a park or facility, and the contribution significantly benefits the community that the park or facility serves

The nominated name has historical significance Rationale

Please describe the rationale for Nomination. Bob Weedon has been an outstanding member of the Chatham- Kent community for 50+ years. Bob has made significant contributions to the Chatham-Kent sports landscape through his decades of work with Maple City Slo Pitch, Slo Pitch Ontario and the numerous coaching, umpiring and executive roles he has held over the past 40 years. 2019 marked the final year for Bob as President of Maple City Slo Pitch, a role that he held since 1978. We feel that this nomination is a testament to the spirit of excellence and extraordinary community service that Bob has provided over the year. Please refer to the attached letter from the Maple City Slo Pitch executive that further details Bob’s achievements and awards and the reasons for this nomination.

Additional Information Required Please attach the following information as required under Section 3 of the Commemorative Naming Policy:

• organization or an individual) demonstrating that the proposed name is of significance to the community and/or the municipality;

• Documentation including letters from organizations and individuals providing substantial support for the request;

• Documentation verifying that the person/organization being honoured is in agreement with the naming proposal (if they are living), or by their legal representative should they be deceased. Consent I have submitted all information accurately and completely to the best of my knowledge

I have read and understand the Municipality of Chatham-Kent Commemorative Naming Policy Understand the Municipality is under no obligation to accept my proposed name, and my proposal may be declined by the Municipality at any time and for any reason during the review

I understand that Municipal staff may contact me at any time during their review of this proposal for further information as needed

Nominator’s Name Kurtis Holmes

Mr. Mayor and Members of Chatham-Kent Council, This note is finding its way to you from the Executive and membership of Maple City Slo-Pitch League (MCSPL) who would like to recognize one of our founding members Robert (Bob) Weedon with naming the Diamonds at St. Clair College ‘Bob Weedon Field’.

Why should you and the community recognize Bob Weedon in this manner,

In 1974 MCSPL was formed, and Bob Weedon was elected as President in 1978. Bob has carried the President position for over four decades purely for the love of the game and its membership. It didn’t stop here he joined Slo-Pitch Ontario Association (SPOA) and served in many roles over the years including President, Secretary\Treasurer along with Zone Director. Plus, we can’t forget he is also a carded Umpire for Slo-Pitch. Below is a list of some of Bob’s roles, achievements, and awards over his tenure:

Assignments\Achievement

- 1978-2019 President of Maple City Slo-Pitch League - 1984-2019 Executive Member of Slo-Pitch Ontario Association (SPOA) - 1989-1993 Coached Senior Men’s 50+ Slo-Pitch Team - 1991-2019 Executive Member of Softball Ontario - 1992-1997 President of Slo-Pitch Ontario, voting delegate of Softball Canada - 1996-2000 Coached Women’s Slo-Pitch Team - 1997 Umpired in Ontario Special Olympics Summer Games - 1998-2019 Secretary\Treasurer of Slo-Pitch Ontario Association (SPOA) - 1999 invited to umpire at World Special Olympics Summer Games in Raleigh, NC

Awards

- 1998 Appreciation Award from Maple City Slo-Pitch for over 20 years of service - 1999 Slo-Pitch Ontario Association Appreciation Award for 15 years of service - 1999 Certificate from Meritor Automotive for Community Participation - 1999 inducted into Slo-Pitch Ontario Association Hall of Fame (Builder Category) - 2006 Government of Ontario Syl Apps Volunteer Achievement Award - 2011 inducted into Chatham Hall of Fame (Builder Category) - 2019 Softball Ontario Hall of Fame (Organizer\Builder Category)

Bob has been involved in this sport of Slo-Pitch for many years in various ways. This should not overshadow his Love and Dedication to his Wife Sylvia and his two children Jim Weedon & Kathy Szymanski plus his grandchildren.

Bob was very instrumental when St. Clair College was looking to build the Diamonds at the College. MCSPL has contacted the administration of St. Clair College and they are fully supportive of this initiative; would it not be rewarding to our community to name these fields after Bob?

Bob further served his community when he sat on the Committees for the Centennial Clock along with Municipal Alcohol Policy.

In closing Bob has been a builder of the sport of Slo-Pitch and he has been a shining example of volunteerism, sportsmanship, and community fellowship. Our community is a better place with someone as passionate as Bob and words cannot express one’s life time of giving. On behalf of the Executive Maple City Slo-Pitch League and its membership, thank you for taking the time necessary to review our proposal.

Sincerely,

Rodney Juniper, Vice President MCSPL John Lane, Treasurer MCSPL 2019 John Compton, President Men’s Masters 2019 Colin Lewis, President Men’s Masters 2020 Stephanie Massender, President Ladies Master Scott Williston, Umpire-in-Chief Kurtis Holmes, President MCSPL 2020 Colleen Chepeka, Treasurer MCSPL 2020 ----- Forwarded message ----- From: "Daniel Chauvin" To: "Deb Veccia" Cc: "Rodney Juniper" Sent: Thu., 15 Aug. 2019 at 4:38 p.m. Subject: Re: Thames Campus Diamonds Good afternoon Deb.

The potential renaming of the Thames Campus Ball Diamonds was discussed at a meeting today with Senior College Administration.

The College has no issue with the renaming and support the renaming of the diamonds.

Best wishes as you move forward with your process and if I can be of any assistance please let me know.

Regards

Dan Appendix B

Renaming Request Survey

SURVEY RESPONSE REPORT

PROJECT NAME: Renaming Request for Baseball Fields Renaming Request Survey : Survey Report for 22 November 2017 to 23 July 2020

Q2 Are you a resident of Chatham-Kent

10 (5.2%)

181 (94.8%)

181 (94.8%) Question options Yes No

Mandatory Question (190 response(s)) Question type: Radio Button Question

Page 13 of 30 Renaming Request Survey : Survey Report for 22 November 2017 to 23 July 2020

Q3 Are you 18 years of age or older?

0 (0.0%)

191 (100.0%)

Question options Yes No

Mandatory Question (190 response(s)) Question type: Radio Button Question

Page 14 of 30 Renaming Request Survey : Survey Report for 22 November 2017 to 23 July 2020

Q4 Do you support the re-naming of the St. Clair College-Chatham Campus Ball Diamonds to Bob Weedon Field

17 (8.9%)

174 (91.1%)

Question options Yes No

Mandatory Question (190 response(s)) Question type: Radio Button Question

Page 15 of 30 Renaming Request Survey : Survey Report for 22 November 2017 to 23 July 2020

Q5 Please explain why or why not.

Bob has made a huge impact on the slo-pitch community in Chatham. There 7/08/2020 11:52 AM is a lot of work that goes into running a league of this size and he has done a wonderful job for over 40 years What an amazing tribute to a man who volunteered his time for over 40 years 7/08/2020 12:24 PM to help others in the community. It is an honour to dedicate the fields in his name as he was so passionate in keeping the community active. Anonymous He's been a community leader in Slo Pitch for decades. It's a well-deserved 7/08/2020 02:32 PM honour.

Anonymous I've known Bob for 5+ years and have been involved in Maple City Slo 7/08/2020 05:44 PM Pitch..Bob has shown a tremendous amount of dedication and passion for supporting local sports, and he is a major reason for the sustained success and growth of slo pitch in Chatham Kent area. This renaming would be an excellent way to show our gratitude to Bob for his decades of service. Anonymous He has grown the game of Slo Pitch in Chatham. 7/08/2020 06:02 PM

Anonymous I am not a current resident but was born and raised in Chatham, I currently 7/09/2020 08:02 AM reside 10 minutes north of Tilbury and I play in the Slo-Pitch league that Bob has dedicated so much of his life to. If this does not go through because some people did not fill out a survey...shame on you Chatham-Kent! Anonymous I have played ball with slo pitch league for 30 years. Bob has always been 7/09/2020 08:22 AM there in some way. He’s an amazing guy always helping teams and others to achieve there baseball dream. To this day he still reminds me to “watch the ball” This would be a great heart felt honour for someone that has given all of maple city Slo pitch people a boost in some way or another. Anonymous Bob is a shinning example of what it takes to succeed in a non-profit 7/09/2020 08:23 AM organization to keeping a sport moving forward as the game evolves over time. For the Love of the Game Anonymous He is a living legend that has dedicated his life to baseball in Chatham 7/09/2020 08:57 AM

Anonymous Bob who was the president of maple city slo pitch and the executive were the 7/09/2020 09:00 AM ones that built the diamonds at St Clair and have always improved and maintained the quality of many diamonds around the city. The league has always put money into the diamonds. He has always promoted the game and the sportsmanship of the game. The renaming of the diamond is well deserved and it would be nice for him to see it happen. Anonymous Great guy. Firm but fair. I've played in for-profit leagues outside CK and the 7/09/2020 09:00 AM leadership are not nearly as dedicated as he was. Kept MCSPL going all these years. He is known well beyond CK for his involvement in the sport. Recognition is well deserved. Anonymous Great tribute to a great man. 7/09/2020 09:01 AM

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Anonymous Bob has done so much for all pitch in Chatham kent 7/09/2020 09:01 AM

Anonymous I feel the current name is appropriate. Numerous leagues play there and I 7/09/2020 09:05 AM don’t believe it is needed. Add a bench or rename the pavilion perhaps.

Anonymous Bob has given an incredible amount of his time to this league and all of us 7/09/2020 09:07 AM over more time than I’ve even been alive. This is a no brainer and everyone involved with slo pitch will agree. Anonymous It isn’t needed at this time. So many other leagues play there. 7/09/2020 09:15 AM

Anonymous No thanks! What did he do to improve them? 7/09/2020 09:19 AM

Anonymous Many leagues play there. 7/09/2020 09:21 AM

Anonymous The current naming works. 7/09/2020 09:23 AM

Anonymous He kept the women’s leagues out of there for years. Doesn’t deserve it! 7/09/2020 09:26 AM

Anonymous God no! Terrible track record in regards to the treatment of female players. 7/09/2020 09:39 AM

Anonymous He is a good guy and very devoted to Baseball why not rename the 7/09/2020 10:20 AM diamonds

Anonymous Prefer to keep the name neutral 7/09/2020 10:35 AM

Anonymous I started at the Chatham News sports department in 1975, the second year of 7/09/2020 10:43 AM slo-pitch's existence in Chatham, witnessed and chronicled the explosive growth for the next 30 years. Thousands of people had the opportunity to be physical active over the years through slo pitch, and it was under Bob Weedon's vision and leadership that allowed this sport to thrive in our community, devoting much of his adult life for men and women to play slo- pitch from their 20s into the 60s and 70s. Renaming the Thames Campus slo-pitch diamonds in Bob's name would be a tremendous tribute to honour a man who has given so much to this community. Anonymous Bob is such a great representation of being a part of the Chatham-Kent Slo 7/09/2020 10:49 AM Pitch league. He is always at the ball park, his passion for the game resonates throughout the years he has been involved, and often, being a commissioner for the length of time he was, it is a thankless job. I 100% support the approval of this name change, so that Bob's legacy will live on, years beyond our lives. Anonymous Bob Weedon has been an integral part of Maple City Slow Pitch for many 7/09/2020 11:34 AM many years. He is great man and I think this would be awesome to name the field after him.

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Anonymous Bob has been a part of C-K baseball for such a long time! His dedication to 7/09/2020 11:40 AM the sport and selflessness have made such a positive impact on all of us, and this is a great way to honour his years of service. Very deserving. Anonymous I have been playing Slo-Pitch for many years in Chatham and I know how 7/09/2020 11:48 AM much Bob Weedon contributed to the league. His dedication to the sport deserves to be remembered. I support renaming the Ball Diamonds at St. Clair College-Chatham Campus in his name. Anonymous He has been a huge part of slopitch and making it the success that it is. He 7/09/2020 11:54 AM has also fixed up the St Clair fields amazingly for the entire community to use. Anonymous Bob has always been huge in our baseball world, helpful when behind the 7/09/2020 11:55 AM plate or not, giving tips and helping making you better. I believe he deserves this for the recognition in the baseball world Anonymous Bob has worked tireless for 40+ years in helping to organize, maintain and 7/09/2020 02:26 PM improve the slo-pitch landscape within Chatham-Kent. His service and dedication to the sport is second-to-none. I fully support this recommendation and it's acceptance should be unanimous. A plaque, stone or entryway should also be considered within the tri-ballfield grounds. Anonymous 100% yes. 50+ years of service and dedication to baseball in the city. He 7/09/2020 02:46 PM deserves this honor.

Anonymous Local citizen supportive of CK sports and their success - no reason not to 7/09/2020 03:15 PM rename it!

Anonymous He is the number one reason the diamonds are there and in that condition 7/09/2020 03:26 PM

Anonymous I have been involved with Maple City Slo Pitch for 27 years either as a player 7/09/2020 03:30 PM and or player/ladies exec member. I have also worked along side of Bob Weedon while sitting on the ladies executive. I enjoyed him as an umpire, he was helpful and enjoyable to work with while on the executive and he is a friend. I think Bob is very deserving of this. Anonymous I have known Bob for 30 plus years. Maple city slo pitch would not be what it 7/09/2020 03:52 PM is without Bob's tireless work and dedication to the sport and to Chatham as a whole. Anonymous Recognize his commitment and service 7/09/2020 04:33 PM

Anonymous He has dedicated many years to maple city slo-pitch In Chatham-Kent. I 7/09/2020 05:50 PM think he deserves the recognition for all of his hard work by renaming St Clair diamonds in his name. Anonymous Had dealings with Bob in the past . He is well deserving of this honor. 7/09/2020 06:49 PM

Anonymous I have been playing slo pitch in Chatham for 40 plus years. Bob has been a 7/09/2020 07:03 PM leader in promoting and ensuring smooth and successful league play for my entire career (and prior to that). Bob's selfless involvement and leadership have been very significant in having adult recreation through slo pitch available to thousands of Chatham-Kent residents over the years. I hope that

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Bob's great contribution will be recognized through the renaming of the St Clair College ball diamonds. Thank you for allowing my input. Anonymous Exceptional devotion of his time to the league over many decades; a 7/09/2020 07:21 PM demonstration of his love for the sport!

Anonymous There is no one more deserving to have this honor. I played against Bob and 7/10/2020 06:55 AM worked with him being a representative of one of the teams for over 30 years. He is the ultimate professional and extremely dedicated to the sport. Great job Bob! 7/10/2020 06:59 AM His dedication to our community needs to be formally recognized through this motion

Anonymous Don't want to find out later that he did or said something he shouldn't have. 7/10/2020 07:53 AM

Anonymous Bob Weeden has dedicated his life to the game of baseball and has given so 7/10/2020 08:35 AM much back to the game so that others like myself could enjoy the game of slo-pitch baseball in Chatham. He has been honored at the highest level (hall of fame) and I think it only fitting that the fields be named after him. Anonymous Bob has dedicated himself to the slo-pitch in Chatham for a lot of years and 7/10/2020 08:38 AM has impacted the whole of Chatham Kent. A selfless volunteer for many years. Anonymous I have played fast ball and slow pitch in Chatham-Kent for over 20 yrs and 7/10/2020 10:14 AM Bob was always involved, never got angry, very patient had to put up with a lot of crap,especially while upmping. Great idea for sure. Anonymous I was involved in slo-pitch in Chatham for many years (25 or so) as both an 7/10/2020 10:23 AM umpire and a player. I also umpired at the World Special Olympic games. Bob always did a very tough job that everyone complained about but no one would do. After all the years of dedication, this is the least that he deserves Anonymous Anyone who has played slo-pitch or been involved , knows Bob Weedon and 7/10/2020 10:24 AM the time and dedication he has volunteered over the years , I cant think of a better way to honor him than to name his second home after him. Anonymous Bob is a long time proponent of physical health through the promotion of the 7/10/2020 10:32 AM great game of baseball. I couldn't think of anyone more deserving of this. Bob is a kind soul who has done a lot for the community. Anonymous Bob has been extremely dedicated to the growth and continuation of baseball 7/10/2020 10:38 AM in the community of Chatham-kent. Through the 16 years that I have played slo pitch, there is not a night that goes by where I didn't see Bob at the diamonds. He is a true legend. Anonymous Bob's amazing contributions to Chatham Slo-Pitch. 7/10/2020 10:44 AM

Anonymous Bob Weedon has put tireless hours into Maple City slo-pitch & Umpires 7/10/2020 12:30 PM scheduling over the years. He deserves this recognition.

Anonymous I support this. As a player of softball over that past 7 years Bob has been the 7/10/2020 12:31 PM leader of this enjoyable sport. He has put countless hours into running these leagues and often doesn’t get the thanks he deserves. I think naming this field after him would be the greatest thanks he could receive.

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Anonymous Years of service and volunteering 7/10/2020 12:43 PM

Anonymous A well earned honour. 7/10/2020 12:59 PM

Anonymous I can think of no one who deserves this honour more then Bob...he has given 7/10/2020 01:07 PM 110%...they should name a base after Sylvia(wife) who never complained...we have known the Weedons for over 50 years great family... Bob has done a lot for the game of Slo-pitch he has given up his time to 7/10/2020 01:30 PM keep things running for countless amounts of players. Would be fitting to have the diamonds named after him Anonymous Bob Weedon has put his heart and soul in to mcspl and was at the ball 7/10/2020 02:13 PM diamonds every night for years running things that's less we can do

Anonymous His record and commitment to Chatham baseball makes this a no-brainer 7/10/2020 02:16 PM

Anonymous As his sister I have watched Bob’s dedication as President of Maple City's 7/10/2020 02:50 PM Slow Pitch and his involvement with umpires. Bob has devoted a lifetime for the betterment of this community. With his contributions the city offered adults a way to keep themselves fit. 7/10/2020 03:33 PM Unfortunately every run in that I’ve had with this man has been self righteous and not for the good for the community rather the good of himself. He picks and chooses who to pick on. Prime example of a bully. I run plenty of tournaments here and I would be embarrassed to have to put his name on a piece of paper Anonymous I think it is a fantastic idea because he has spent his life at the diamonds and 7/10/2020 03:41 PM it has always been a huge passion of his. He’s a very good role model as to what you would want for a community. Anonymous He has put in a lot of years for sloe pitch 7/10/2020 04:18 PM

Anonymous This is a great idea to recognize a fixture of the community. 7/10/2020 04:25 PM

Anonymous Bob Weedon has generously donated so much of his time and efforts over 7/10/2020 04:26 PM four decades and thousands of of C-K residents have benefited from this.

Anonymous Mr. Weedon has done so much for the community in the way of baseball that 7/10/2020 04:54 PM we should honour him for generations. Thank you so much for the opportunity. Anonymous N 7/10/2020 04:54 PM

Anonymous In favour of support to rename the fields as Bob Weedon Field at St Clair 7/10/2020 05:03 PM College. I have personally and professionally known Bob for over 20 years. Great person whom is dedicated, loyal, ethical, upstanding and has been a builder and leader for Maple City Slopitch. Please let us honour a person like Bob whom has given / volunteered all those efforts and time over 40 years to

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help ensure that softball was there for the people of Chatham-Kent to enjoy. Cheers to Bob! Anonymous He has relentlessly taken the job of President for years and did 7/10/2020 05:03 PM phenomenally at it. His shoes will be hard to fill. I think this is a perfect way to thank him for all that he did for CK slopitch. Anonymous Bob has given so much of his time to our community. He is a baseball legend 7/10/2020 05:24 PM and it is only appropriate that a ball diamond is named after him. Much like the Dresden Arena being named after Ken Houston. Anonymous Change it ! He deserves it ! 7/10/2020 05:50 PM

Anonymous Bob has been such a big part of Slopitch here in chatham for a very long 7/10/2020 07:02 PM time..

Anonymous It was built with the St Clair college 7/10/2020 07:11 PM

Anonymous Tremendous work over the past 50 years. Tireless 7/10/2020 07:57 PM

7/10/2020 08:26 PM Bob has dedicated countless hours developing this league into one of the best in Ontario. He is the one who initiated the St. Clair baseball project so it would be fitting to rename it after him Anonymous He’s a great man. Our community is very lucky to have someone like him 7/10/2020 08:36 PM who dedicated so much time and love for the sport and community. Our family fully supports this decision. 7/10/2020 08:39 PM I have known Bob for many many years. He has worked hard for the Slo- pitch league. He has spent many hours keeping it going. There isn't anybody else who deserves this honour. And it would be an honour well deserved Anonymous A great man a great leader and a great sports player. The most deserving 7/10/2020 08:45 PM person for this as he’s done so much for this sports community already.

Anonymous Recognizes the great volunteerism he exhibited over 40 years. 7/10/2020 09:12 PM

Anonymous I KNOW that after all the years and dedication Bob has shown to Chatham- 7/10/2020 09:53 PM Kent, it is the least the community can do to show our appreciation for his lifelong commitment. Don't you? Anonymous Very hard working and deserving. Has given back to the community for many 7/10/2020 10:00 PM decades.

Anonymous His long standing commitment to softball in Chatham Kent. 7/10/2020 10:59 PM

7/11/2020 08:54 AM Bob has done so much for Maple City Slo pitch. He’s worked his butt off to get it where it’s at now.

Anonymous Bob Weedon has done so much for the sports community here in Chatham. 7/11/2020 03:29 PM Without his hard work and organizing the slo pitch league would have never flourished for so many years. His dedication to the sports team was incredible

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and this is something that would say thank you for your hard work and dedication. Anonymous Nice to see the name change while he is still here to see it! Most honourable 7/11/2020 04:02 PM for him!

Anonymous After dedicating 50 years at no cost to Chatham-Kent, we owe him 7/11/2020 05:16 PM recognition for his tireless service to our community. Well deserved and he should be rewarded for this devotion to Chatham-kent. Anonymous Chatham owns it leave it the way it is! Why spend money on changing ? So 7/11/2020 05:22 PM stupid

Anonymous Well deserved. 7/11/2020 06:04 PM

Anonymous You’ll never find another person who would give their time to this sport of 7/11/2020 06:20 PM SLO Pitch than Bob. President of the League and an umpire as well.. If you played slo pitch in Chatham, you knew Bob. Naming the field after him would be a great way to remember him and a tribute to all his hard work Anonymous He has been a long time supporter and participant in slo-pitch in Chatham. It 7/11/2020 09:08 PM would be nice to have a facility named after someone like Bob Weedon

Anonymous See comment at point 1 7/12/2020 07:18 AM

Anonymous His contributions to the sport says it all. 7/12/2020 07:22 AM

Anonymous Bob has been a strong advocate for men’s and women’s slo pitch in our 7/12/2020 07:58 AM community leading to physical health and fun and fellowship for decades. He dedication and commitment to the game has been extraordinary. When tough decisions had to be made, Bob “stepped up to the plate” and made those decisions, albeit not always popular decisions according to some. But he made them and faced criticism head on fearlessly. Anonymous Bob Weedon and slopitch go together in Chatham-Kent Organizer, umpire, 7/12/2020 07:59 AM coach

Anonymous I played in the mcspl for many years. Bob was instrumental in making the 7/12/2020 08:21 AM league what it is today. He greatly deserves this recognition.

Anonymous I have known Bob Weedon for 30 years and worked with him for 20 of those 7/12/2020 08:31 AM years. I personally witnessed the dedication and commitment that Bob put into Maple City Slow Pitch. Bob lived and breathed Maple City Slow Pitch. Therefore I believe it is a very fitting gesture to re-name the St. Clair College Chatham Campus Ball Diamonds to Bob Weedon Field. Anonymous Someone this dedicated deserves the honour 7/12/2020 08:32 AM

Anonymous 50 years of involvement qualifies him. 7/12/2020 08:50 AM

Anonymous My husband has been involved in maple city slo pitch since before we met.

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7/12/2020 09:11 AM The name Bob Weedon (or just “weedon” has been tossed around at our dinner table for years! New processes and procedures he has implemented, (to improve play and equalize the “playing fields”) are the main reasons. His name is synonymous with “slo pitch” in Chatham! Anonymous Bob put his heart and soul into The Sport for so many years 7/12/2020 09:28 AM

Anonymous Bob is a great guy with many achievements in ball/umpiring, etc ....BUT 7/12/2020 09:39 AM ‘Fergie Jenkins’ name should always stay there (for so numerous reasons & achievements) Should be Fergie's Park tho! There are 3 ‘diamonds’ there so name ‘one’ of them for Bob....then you have 2 more available for whomever in the future! You can’t rate these 2 men in same class...Fergie is way above. Thx u Anonymous Bob has contributed greatly to the evolution of slo- pitch and the diamonds in 7/12/2020 09:42 AM Chatham and is deserving of the renaming of these fields.

Anonymous Bob Weedon has been involved with Maple City Slow Pitch/St. Clair College- 7/12/2020 09:45 AM Chatham Campus for what seems like forever. The re-naming of the Campus to "Bob Weedon Field" only seems fitting. 7/12/2020 10:08 AM Influential history in CK

Anonymous 7/12/2020 10:21 AM Great guy, he has done a lot for MCSPL. Running the league is a full time

7/12/2020 10:23 AM commitment without recognition. He absolutely deserves this.

Anonymous Because he’s a big part of the baseball community in Chatham Kent.. so why 7/12/2020 10:48 AM not

Bob was at almost every game I can remember. His presence at the ballpark Anonymous night after night brought leadership and confidence to the umpires and to the 7/12/2020 10:56 AM players. Is knowledge and Love of the game was apparent always. Bob Weedon has been a major sports contributor in our community for over 50 yeara and was instrumental in getting diamonds built to promote participation in sports for all ages. He has done as much more for softball Anonymous then anyone in our community. This would be a well deserved honour to 7/12/2020 11:02 AM rename these fielda after Bob Anonymous 'Cause he deserves this - baseball is synonomous with Bob Weedon 7/12/2020 11:05 AM

Anonymous Having someone that has been involved in community sports and 7/12/2020 11:13 AM participated in the organization.

Anonymous Not necessary. 7/12/2020 11:15 AM

Bob is amazing. Always giving everyone his time. Smiling, laughing, joking Anonymous around. I will never have a bad thing to say about Bob. Great man from this 7/12/2020 11:16 AM city and should be rewarded. Many, many great things done by this man. Bob Weedon has supported our community involvement in maple city slo pitch on many different levels. Name it after someone that has been involved

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in many organizations and have represented our community, is great way to show him, us citizens truly appreciate his 50 years of being involved in our community. Bob Weedon would be wonderful choice for this decision. Anonymous He deserves it 7/12/2020 11:19 AM

Anonymous Bob was very dedicated in the SLO PITCH world on and off the diamond and 7/12/2020 11:23 AM this would be a great tribute

Anonymous There is no other man or woman that was mere devoted to slo-pitch baseball 7/12/2020 11:40 AM then Bob weeden

Anonymous Bob's dedication to slo-pitch over so many years is incredible, This honour 7/12/2020 11:40 AM would be well earned way of saying "thank you".

Anonymous We both knew Bob Weedon and think it is a fantastic way to commemorate 7/12/2020 11:54 AM this man's life in community sports

Anonymous Because he deserves to be honored 7/12/2020 02:56 PM

Anonymous I have known Bob for over 10 years now as an SPO representative. I worked 7/12/2020 03:08 PM and played at a ball field in London and it was Always a pleasure seeing him. Bob has dedicated his time to the sport and loved it. This would be a Very Well Deserved Honour Anonymous Bob has done so much for Slo Pitch here in Chatham 7/12/2020 04:34 PM

Anonymous He earned this through his many years of hard work and caring that often 7/12/2020 04:38 PM went unnoticed and even criticized by those that enjoyed the facilities and the league 7/12/2020 05:04 PM For as long as I have been involved with MCSPL, 25 years, Bob has been a constant presence, a strong presence and a confident presence. He has meant more to this sport in Chatham Kent than anyone, ever. He is synonymous with slo-pitch in CK and therefore, renaming the fields in his name not only makes absolute sense, it is a no brainer. Anonymous To honour his years of dedicated community service especially the MCSPL 7/12/2020 05:16 PM

Anonymous He has organized mcsp for years and is a staple at the diamonds most 7/12/2020 05:33 PM nights.

Anonymous Bob is Baseball in Chatham-Kent. Respected by all & respectful of all. 7/12/2020 05:34 PM

Anonymous Let’s not overthink this. This is 110% deserved. Thank you Bob! 7/12/2020 06:21 PM

Anonymous Well deserved to someone who has made a lifetime commitment to Chatham 7/12/2020 06:25 PM Kent and the Maple City Slow pitch league.

Page 24 of 30 Renaming Request Survey : Survey Report for 22 November 2017 to 23 July 2020

Anonymous As a person that spent years growing up on the playgrounds at those fields 7/12/2020 07:39 PM While parents played ball or umpired there every night ! I say ; The ball diamond already has a name , WHY change it. Just to complicate things. Put up a plaque in his honour in the park or at the college and honour him that way ! NO NEED TO CHANGE IT It is a part of our COMMUNITY COLLEGE LEAVE IT ALONE PLEASE Enough is enough Anonymous I have worked with Bob Weedon with Slo Pitch Ontario for many years. Bob 7/12/2020 08:34 PM is very deserving of a recognition like this for all his efforts in his home town and on the road. He gave a lot to the communities and this would be a wonderful way to honour him. Anonymous Bob always had a smile on his face when at the ball park. His dedication to 7/12/2020 08:38 PM the game was second to none, he volunteered countless hours over so many years to make the league what it is. Chatham has produced many high leveled soft ball players from older guys such as Tim Bently who played for team Canada to the up and coming young guns such as Jeremy (Red) Vandewynkle who is playing for the #1 ranked team in canada. All of which I highly believe wouldnt have happened without Bob's dedication and commitment to the game. There is nobody more deserving of this then Bob Weedon Anonymous His dedication and life commitment to the citizens of CK should be 7/12/2020 08:46 PM recognized

Anonymous As a child in the 80’s, I grew up watching my parents play slo-pitch in a 7/12/2020 09:01 PM Chatham league organized by a man I only knew as “Mr. Weedon”. Flash forward 35 years from that memory and (despite a pandemic this year) I myself have played the last 20 years in that same league still heavily influenced and organized by “Mr. Weedon”. He is the face and reputation of slo-pitch in Ontario and Chatham-Kent should be proud and honoured to have a long standing volunteer like Bob in our community!! He’s a pretty great umpire too! 7/12/2020 09:03 PM There a no words to describe the work that Bob has done for Maple City Slo Pitch. He has committed numerous years to allow people such as myself to play a game he is passionate about. To honour him with something such as this is amazing and truly deserved for all he has done for the Maple City Slo Pitch Leagues. Anonymous Without Bob- Chatham slow pitch would not be what it is today. A lifetime of 7/12/2020 09:27 PM dedication and volunteerism... his love for the game - please honour him while he and his family can enjoy the recognition .... although he would NEVER seek it for himself! There are so many people who disappoint- Bob is not 1 of them. Anonymous Bob has done a lot of work for Maple City Slo Pitch. 7/12/2020 09:40 PM

Anonymous This will be a great compliment to Mr Weedon’s contribution to C-K sports. 7/12/2020 09:43 PM

Anonymous Bob Weedon deserves this honour. His selfless dedication to the Maple City 7/12/2020 09:47 PM SLO-Pitch organization in Chatham is without equal. I have been a team

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sponsor and player for 25 years . His commitment to Maple City Slo-Pitch was a labour of love and required constant attention year after year. This honour to Bob is long overdue. Anonymous opportunity to play slo-pitch for may years and worked with Bob on different 7/12/2020 10:31 PM projects he was always dedicated to his community and fellow team mates.

Anonymous Bob has been a great ambassador for the sport 7/12/2020 10:56 PM

Anonymous As long as there has been MCSP, there has been Bob Weedon leading the 7/12/2020 11:48 PM way. For all he has done to grow the game at all levels, he is more than worthy of this dedication. Anonymous Bob has been an integral part of my decades in the Maple City Slo Pitch 7/13/2020 12:10 AM league. He was always there offering assistance, anytime, anyplace and my team will miss his presence at meetings and on the diamond. Anonymous I have been in the MCSPL since 1996 and I met bob at my very first game . 7/13/2020 03:13 AM He’s been a guy who you can talk to about anything and has been a good friend and it only seem fitting to give Mr Weedon this because the ball diamond has been his second home Anonymous Bob’s contribution to slo pitch in Chatham Kent needs to be recognized and 7/13/2020 07:28 AM this is a fitting way to do that.

Anonymous I grew up in Chatham and know Bob and how much he has put into the 7/13/2020 07:41 AM community, especially through. Maple city slots pitch. He deserves this honour for his decades of service! 7/13/2020 08:03 AM Bob is an amazing, dedicated man and this would be a huge honour to him and all he has down for ball in CK Anonymous 7/13/2020 08:21 AM Bob has done more for baseball in this community than most people could imagine. His tireless efforts has benefited this sport and this community for years and years. And he’s done it all with class. Having St Clair College Anonymous fields renamed in his honour would reciprocate that class. 7/13/2020 09:11 AM I met Bob 38 years ago, my first year of Slo-pitch. I was a teenager. In all the years I have played, Bob was and is a mainstay to the game around here. I cannot think of a better honour for him for all the work he has put in to the game. He definitely did everything he did for no other reason but the love of Anonymous the game. What better way to show all of our appreciation. 7/13/2020 09:51 AM Bob has been a shining example of what a Convener / President of a sports league should be. He has put in countless hours and a tremendous amount of dedication to make sure that Men's slo-pitch runs as smoothly as possible. It would be a great honour for his accomplishments and years of complete Anonymous dedication. 7/13/2020 10:02 AM I fully support the name change. If not for Bob's work and commitment those diamonds may never have been completed. Anonymous 7/13/2020 10:07 AM It would be nice to noon apart after a homemade hero.

Anonymous Bob really deserves this honour - he has devoted almost his whole life to

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7/13/2020 11:37 AM bettering sports in Chatham-Kent- he is a great guy and a great asset to our city. Anonymous I’m a former slow pitch player and met Bob several times. He was dedicated 7/13/2020 11:42 AM to this sport and making it the league function properly to best of his abilities at all times. He deserves to have his name attached to these ball diamonds. Anonymous I think we need to recognize the efforts that Bob put towards the MCSPL and 7/13/2020 12:31 PM naming these fields after him would be an excellent tribute. I was playing in the league when the lights went in and remember Bob's continued efforts to get that project completed. Whatever was needed to improve or expand the league became Bob's next project. Anonymous He's done a lot for the baseball community and deserves this recognition! 7/13/2020 12:42 PM

Anonymous Bob Weedon has given a lifetime to Chatham-Kent and SLO-Pitch Ontario 7/13/2020 12:56 PM not only as a administrator but as an Umpire it is so well deserved

Anonymous He has done so much for baseball in Chatham. Honour a citizen rather than 7/13/2020 02:15 PM a politician for once!

Anonymous Bob Weedeon has done so much for the softball league and deserves this 7/13/2020 02:19 PM recognition.

Anonymous Sure! From the sounds of it, Bob has put a lot of work into the community. 7/13/2020 03:46 PM And since St. Clair is good with it, then we should be; now we'll have a good name for it. Anonymous Bob has volunteered so much of his life to baseball. The naming gives him 7/13/2020 03:59 PM important recognition and an encouragement to others to step up and volunteer. Anonymous Bob has made a great contributions to the sport. I played 25 yrs or more and 7/13/2020 04:49 PM Bob was always there to support the women's league. He is anf always has beenough a great spokesman for Chatham Kent. Anonymous Bob Weedon has done a lot in baseball in Chatham Kent. Without all his hard 7/13/2020 06:21 PM work baseball in Chatham Kent would not be what it is today.

Anonymous He is very deserving of this honour. 7/13/2020 08:38 PM

Anonymous Bob was more than a founding member - he contributed time and passion to 7/13/2020 08:52 PM this sport - always ready to pitch and make it better for the participants of Chatham Kent Anonymous I support this as one of the founding members who worked along side Bob in 7/13/2020 08:56 PM the early days if SloPitch building diamonds, putting in fences around the fields, lining the diamond, Fundraising for lights and much more. This would be a well deserved honour!! Anonymous As someone who is around the softball diamonds every year, I have been a 7/14/2020 12:28 AM witness to just how passionate about the sport Bob Weedon is.

Anonymous Great man. 7/14/2020 06:26 AM

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Anonymous much warrented 7/14/2020 07:00 AM

Anonymous Yes 7/14/2020 07:03 AM

Anonymous Has done many good deeds in the community. 7/14/2020 07:35 AM

Anonymous Mr husband, Paul, played in the Maple City Slow Pitch League for many, 7/14/2020 12:28 PM many years. Bob devoted his life to baseball. My husband joined the Maple City Slow Pitch in 1973 when there were 4 teams (all male). Bob made the league what it is today. He has male and female teams, co-ed, senior and rec. He has spent many days and hours to slow pitch in Chatham and I feel it would be a great honour to him to have the St. Clair College-Chatham Campus Ball Diamonds' name changed to Bob Weedon Field. Anonymous Mr husband, Paul, played in the Maple City Slow Pitch League for many, 7/14/2020 12:28 PM many years. Bob devoted his life to baseball. My husband joined the Maple City Slow Pitch in 1973 when there were 4 teams (all male). Bob made the league what it is today. He has male and female teams, co-ed, senior and rec. He has spent many days and hours to slow pitch in Chatham and I feel it would be a great honour to him to have the St. Clair College-Chatham Campus Ball Diamonds' name changed to Bob Weedon Field. Anonymous First of all this application request was submitted on behalf of the Maple City 7/14/2020 12:36 PM Slo Pitch League. How is it possible that the League which consists of members of Maple City Slo Pitch did not even know about this application. This should have went to the membership first. But instead a few people from the Maple City Executive decided for the League. (Most likely because they knew it would not have passed) This should say something as to what the members think of Bob Weedon. I have known Bob for a long time and I do not support this kind of Honor. He held a position and abused it. Over the years he has destroyed people lives. Deciding who can play and who can't play in his League. Its wasn't his league. But that is how he seen it and that's how many of the players seen it. The name, Bob Weedon, in the league, is not a respected name. You will hear more negative then positive from the players. And since its the players that will be using the field, it to me would be a slap in the face to see his name posted all over. It is not only Maple City Slo Pitch League that plays on this field. Girls and Boys minor Ball, and other Ladies and Co ed Leagues and each of those organizations has had conflict with Bob. I understand Bob has accomplished a lot over the years, I don't want to take that away from him. However people that do give there time to the community deserves to be honored if they aren't make enemies along the route. I would hope that the members of Council do not pass this. I would hope that the decision is not going to be based on majority. Because if there are mores yes's and if there are some no's... then you would know that this person is not Respected by all and should not be given this honor. Anonymous Everyone and anyone who has ever played slo-pitch in Chatham-Kent would 7/14/2020 04:15 PM know Bob and how much he has contributed to this community. It is only

Page 28 of 30 Renaming Request Survey : Survey Report for 22 November 2017 to 23 July 2020

fitting that it be renamed on his behalf. He is failing in health and this would bring a ray of sunshine to his day. Even though he was not 100% last year, he was at the park every night visiting with everyone Anonymous Bob has been a big influence to all ball players over the years. 7/14/2020 08:31 PM

Anonymous 50 years of positive service to the community is good enough for me 7/14/2020 11:48 PM

Anonymous My family has spent a lot of time at those diamonds watching many family 7/15/2020 06:16 AM members play ball and one constant face throughout the years was Weedon. He deserves this honor Anonymous BOB IS likely the biggest reason slow pitch in this area is so big and popular 7/15/2020 08:56 AM and he is also a very nice man

Anonymous The extraordinary hard work, dedication, and life long commitment to the 7/15/2020 01:07 PM community of Chatham-Kent of Bob Weedon is magnificent. His leadership has shown that the power of sport cannot he challenged when bringing people together. For this sole reason I think these ball diamonds should be named after him. Anonymous His life long honesty and dedication to the community of Chatham-Kent has 7/15/2020 01:17 PM been amazing. We are very lucky to have him!

Anonymous Years and years of volunteer work should be recognized. 7/15/2020 09:15 PM

Anonymous Bob is my brother, but I know how many hours he put in to the game. 7/16/2020 05:20 PM

Anonymous He deserves to have the field named after him. 7/17/2020 01:00 PM

Anonymous Bob has been great for this city and slopitch 7/18/2020 01:59 PM

Anonymous he has dedicated many years to baseball and deserves to be honored 7/18/2020 02:03 PM

Anonymous Hes in the chatham kent hall of fame for baseball. Its no different then 7/18/2020 06:47 PM naming something after Fergie Jankins or Larry Lahey

Anonymous I would be very pleased if Chatham-Kent City Council approved the renaming 7/20/2020 09:59 AM of St. Clair Sports field to Bob Weedon Field. Bob has worked tirelessly for decades with baseball and other sports. He has participated at many levels of sports administration. This is quite an honour for Bob and his family. Thank you Bob for all your hard work over the decades for the betterment of your community. Bob is my brother-in-law and what an honour if this takes place. Anonymous Slo-Pitch Ontario strongly and wholeheartedly supports Maple City Slo-Pitch 7/21/2020 10:19 AM League's request for the re-naming of the St. Clair College's Chatham Campus diamonds to Bob Weedon Field. In our opinion, you would not be able to find a more worthy individual for such an honour. Bob has been with

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our Association, whose Mission, in part, is to regulate, foster and improve the game of slo-pitch softball, as well as protect and promote the mutual interests of all of its Members, since 1984. Bob's accomplishments on the field as a Player, Coach, and Umpire, and off the field administratively, are too numerous to list in their entirety, but were recognized with his induction into the Builder Category of our Hall of Fame in 1999, and, this past November, into the Softball Ontario Hall of Fame in the same category. As a Zone Director with our Association from 1984-2019, Bob also served as an Executive Member since 1991 (which included, at various times, being a voting delegate to Softball Canada), served as Secretary-Treasurer of SPO from 1998-2019, and was President of the Chatham Maple City Slo-Pitch League for the past 42 years overseeing the league, its umpires, players and coaches, including the registration of teams and players, securing diamonds, insurance matters, scheduling of all games and umpires, budgeting, bat testing, equipment purchases, as well as organizing annual Awards banquets and prize distribution. The time and effort put forth by any volunteer is extensive even without family, friends, work and everyday responsibilities and obligations, but with a league the size of Maple City, it would require daily care and attention for most of the calendar year, not just during slo-pitch season. The Board of Directors, Staff and Volunteer Team of SPO are incredibly thankful for Bob's dedication to the sport we love, and applaud his generosity with his time in order that so many in your community may have benefitted and had their lives enhanced with the opportunity to play slo-pitch in their free time. His continuous efforts, and his unwavering commitment to contribute to the development and promotion of the sport of slo-pitch will not be matched, and certainly not surpassed by anyone else, and we encourage your Councillors to vote in favour of renaming the diamonds to Bob Weedon Field to honour this well-deserving gentleman. Respectfully submitted on behalf of Slo-Pitch Ontario Association, Kerri Toole Office Administrator & Member Services Coordinator Slo-Pitch Ontario Association | The Home of Slo-Pitch 7-8 Hiscott Street, St. Catharines, ON L2R 1C6 Phone: (905) 646- 7773 | E-Mail: [email protected] Anonymous Through his 40 plus years dedication, perseverance and foresight Bob has 7/23/2020 02:35 PM not only allowed "generations" of Chatham-Kent families to enjoy the sport of Slo-Pitch in our community but just as importantly this has directly led to the development of lasting friendships among our players and their families across all our divisions which i myself can directly speak to. Having been a past executive member with last year being my 42 playing year i can speak directly to Bob"s attributes and the positive impact he has had in so many ways on the citizens of Chatham-Kent. I urge you to seriously consider this application which Bob so richly deserves. Anonymous He is well deserving of this honour to have his name on these ball diamonds. 7/23/2020 07:35 PM

Mandatory Question (190 response(s)) Question type: Essay Question

Page 30 of 30  Back to Top Municipality Of Chatham-Kent

Corporate Services

Municipal Governance

To: Mayor and Members of Council

From: Judy Smith, Director, Municipal Governance/Clerk

Date: August 25, 2020

Subject: Appointment By-law Contractual Officers ______

Recommendation

It is recommended that:

1. A by-law to amend By-law 78-2019 to provide appointment of Contractual Enforcement Officers be approved.

Background

Section 224 (d), of the Municipal Act, R.S.O. 2001, provides that Council ensures that administrative practices and procedures are in place to implement the decisions of council.

Section 227 of the Municipal Act, R.S.O., 2001 states:

It is the role of the officers and employees of the municipality,

(a) to implement council’s decisions and establish administrative practices and procedures to carry out council’s decisions (b) to undertake research and provide advice to council on the policies and programs of the municipality (c) to carry out other duties required under this or any Act and other duties assigned by the municipality

Comments

Due to staff changes the by-law needs to be updated to identify new staff. (Attached)

Areas of Strategic Focus and Critical Success Factors

The recommendations in this report support the following areas of strategic focus:

Economic Prosperity: 2

Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendations in this report support the following critical success factors:

Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance:

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

No other department was consulted.

Financial Implications

There are no financial implications at this time.

Prepared by: Reviewed by:

______

Judy Smith, CMO Cathy Hoffman, MPA, CHRL Director, Municipal Governance/Clerk General Manager, Corporate Services/ Chief Human Resource Officer

Attachment (1)

1. By-law to amend 78-2019 Contractual Enforcement Officers p:\rtc\clerk_municipal governance\2020\sept_14 appointment contractural.docx By-law Number 2020 Of the Corporation of the Municipality of Chatham-Kent

A By-Law to Amend By-law # 78-2019, to provide appointment of Contractual Enforcement Officers for the Corporation of the Municipality of Chatham-Kent

Finally Passed the day of 2020

Whereas Sections 8, 9 and 10 of the Municipal Act, 2001 S.O. 2001, c.25, as amended provide authority to the Municipality of Chatham-Kent to pass by-laws pertaining to services or things which are considered to be desirable for the public;

And Whereas the Council of the Municipality of Chatham-Kent deems it desirable to operate regulatory regimes pertaining to both animal ownership and the parking of motor vehicles;

And Whereas Section 23.1(1) of the Municipal Act, 2001 S.O. 2001, c.25, as amended, provides that Council may delegate authority to a person or body;

And Whereas the Council of the Corporation of the Municipality of Chatham-Kent deems it expedient to approve the appointment of limited purpose Contractual Enforcement Officers;

Be it Therefore Enacted by the Municipal Council of the Municipality of Chatham-Kent as follows:

That bylaw # 78-2019 be amended to add the following employees of Chatham-Kent Health Alliance specific limited appointments as Municipal Law Enforcement Officers to solely enforce By-law 245-2004, as amended:

John Arsenault Aaron Bak Joel Brisco Khristyn Martens Brian Pearson Dan Steveley

That bylaw # 78-2019 be amended to remove the following appointments as Municipal Law Enforcement Officers:

Darcy Cameron Shane Letourneau Darien Primeau Rene Schoonjans Mackenzie Smith

This By-law shall come into full force and effect upon the final passing thereof.

Read a First, Second, and Third Time, this day of 2020.

______Mayor – Darrin Canniff

______Clerk - Judy Smith

 Back to Top Municipality of Chatham-Kent

Finance, Budget, Information Technology & Transformation

Budget & Performance Services

To: Mayor and Members of Council

From: Steven Brown, CPA, CMA Director, Budget & Performance Services

Date: August 27, 2020

Subject: Multi-Year Budget Policy ______

Recommendations

It is recommended that:

1. The Multi-Year Budget Policy, attached as Appendix A, be approved.

2. A by-law to establish multi-year budgeting in 2024 be approved.

Background

In October of 2015, Council was presented with the Long-Term Strategic Financial Plan. Like any other organization, a municipality’s financial condition is a critical factor that must be understood in order for a municipality to operate in an effective and efficient manner. The financial condition of a municipality can be judged on the basis of the following criteria:

• The predictability and stability of the municipality’s revenue sources to its operational needs and long-term obligations

• The municipality’s capacity to respond to financial uncertainty over the short, medium and longer terms

• The effectiveness of the municipality’s financial policies and procedures

At the August 10th, 2020 Council meeting, Council directed administration to review the Municipality’s existing financial policies and bring forward, for Council’s consideration, new or amended policies to ensure alignment with the multi-year budget process.

To align the budget process with a multi-year budget, the current budget policy needs to be replaced to reflect the significant change.

Multi-Year Budget Policy 2

Comments

A multi-year budget is able to link Council’s Strategic Plan with funding requirements outlined within the budget. Benefits of multi-year budgeting include:

• Alignment of longer-term goals and objectives with longer-term funding plans; • Greater certainty is provided to tax payers/residents about the future direction of taxes and the timing of implementation of the Strategic Plan; • Improved accountability and transparency over spending plan changes; and • Prioritization principles aligned with service delivery principles that include: o Risk profile o Degree and speed of implementation o Balancing competing needs across various strategic areas of focus o Impact to the community Following the annual budget update process will assist in ensuring the multi-year budget process is a success. This includes following the scope of annual budget changes as outlined below:

a) New or Changed Regulation – A new or changed legislation or regulation with a financial impact to the municipality

b) New Council Direction – A new Council direction that has transpired after the approval of the multi-year budget

c) Cost or Revenue Driver – A corporate or service area budget adjustment as a result of changes in economic conditions

Areas of Strategic Focus and Critical Success Factors

The recommendations in this report support the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources Multi-Year Budget Policy 3

The recommendations in this report support the following critical success factors: Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

No departments were consulted on the content of this report.

Financial Implications

Budget impacts will generally be long-term in nature and will be discussed in conjunction with the policies being brought forward, and the ramifications of the decisions will be incorporated into the annual budget review process.

Prepared by: Reviewed by:

______Steven Brown, CPA, CMA Gord Quinton, MBA, CPA, CGA Director, Budget & Performance Services Chief Financial Officer, Treasurer

Attachment(s): Appendix A – Chatham-Kent Multi-Year Budget Policy Multi-Year Budget Policy Bylaw

P:\RTC\F&PS\Budget & PM\2020\RTC007 - Multi-Year Budget Policy.docx Chatham-Kent Multi-Year Budget Policy

Multi-Year Budget Policy Appendix A 1.0 Policy Statement and Purpose

The purpose of the multi-year budget policy is to define the approach to be used for multi-year budget planning and Council approvals.

Municipal Act, 2001, Section 291(1) authorizes a municipality to prepare and adopt a budget covering a period of two to five years in the first year to which the budget applies or in the year immediately preceding the first year to which the budget applies. The process for preparing and adopting a multi-year budget and the requirements for a municipality’s budget are prescribed in the Municipal Act, 2001.

If a municipality chooses to adopt a multi-year budget, establishing an annual review process is mandatory as outlined in section 291(4) of the Municipal Act, 2001. The annual review process requires Council to readopt the budget for that year and subsequent years that the budget applies in order to ensure the municipality has sufficient funds to pay all debts, amounts required for retirement funds, and amounts required for boards or other bodies. Also, pursuant to section 290(6) of the Municipal Act, 2001 the passing of a multi-year budget does not limit the power of a municipality to amend or revoke a budget adopted under section 290 nor does it remove the obligation of a municipality to levy taxes in each year.

Integration and alignment of Council’s Strategic Plan to the multi-year budget links the delivery of the Strategic Plan with the funding requirements. Benefits of multi-year budgeting include the following:

The scope of multi-year budgeting, including both operating and capital, extends to all Municipality of Chatham-Kent departments and boards.

3.0 Objectives

3.1 A multi-year budget is developed covering a four year time period beginning in the second year of a new Council term. Annual updates for years two and three will be brought forward for Council consideration during the remaining Council term. The first year of a new Council term will reconfirm the fourth year of the multi-year budget.

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Chatham-Kent Multi-Year Budget Policy

3.2 Early in a new Council term, Council will develop its Strategic Plan.

3.3 Council will approve a four year average annual tax levy adjustment from rates that addresses municipal inflationary pressures and funding for new strategic initiatives that are aligned with Council’s Strategic Plan.

3.4 After Council approves the Strategic Plan and the multi-year budget, Administration will prepare corporate business plans that clearly outline the current state and future direction of each service. The business plans will identify the strategies and priorities that are driving the strategic direction of the service. All strategies and priorities must be aligned with Council’s Strategic Plan and the funding approved through the multi-year budget. Throughout the multi-year budget process, business plans will be modified for material changes that result from any material amendments through annual updates.

3.5 Administration will present to Council a budget that is in compliance with the Municipal Act, 2001. The budget will contain adjustments to reflect inflationary pressures and strategic initiatives that would further adjust the budget requirement.

3.6 In the first year of a budget cycle, Administration will be seeking approval of a multi-year budget for a four year period. Commencing in the second year and in each subsequent year of the multi-year budget, Council is required by the Municipal Act, 2001 to review and readopt the budget for that year. As part of the review process, Council is required to make changes that are required for the purpose of making the budget compliant with the provisions of the Act which include ensuring that the municipality has sufficient funds to pay all debts, retirement funds and amounts required for boards or other bodies. As such, Council will have the opportunity to make other amendments to the budget annually. In addition to the matters required to be addressed by the Municipal Act, 2001, the scope of annual budget changes may include, but are not limited to, the following:

a) New or Changed Regulation – A new or changed legislation or regulation with a financial impact to the municipality.

b) New Council Direction – A new Council direction that has transpired after the approval of the multi-year budget.

c) Cost or Revenue Driver – A corporate or service area budget adjustment as a result of changes in economic conditions. Proposed changes to future years’ operating budgets should only be brought forward and approved once per year. Adjustments are limited to once per year, during the annual update period, to ensure that all requests are considered together.

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Chatham-Kent Multi-Year Budget Policy

3.7 The Multi-Year Budget Policy shall be reviewed at a minimum every four years, after each multi-year budget period, by the Treasurer and be updated as deemed appropriate or required.

4.0 Responsibilities

4.1 The Treasurer or designate is authorized to make adjustments considered “housekeeping” in nature including operating and capital budget transfers made by a service that do not change the net budget for each year (i.e. budget changes are immaterial).

4.2 The Treasurer or designate would be authorized to release budget funds prior to a new multi-year budget or annual budget update approval up to a prorated amount based on the previous fiscal year’s approved budget. Such authorization will continue for a reasonable period of time until budget approval of a new multi- year budget or annual budget update.

5.0 Glossary of Terms

Boards Groups outside the Corporation, typically (although not always) funded by the municipal tax base, that provide specific and/or specialized services to the Chatham- Kent community.

Capital Budget A budget that funds new infrastructure projects as well as expands and maintains existing infrastructure. Some of the expenses could include: A new arena, widening roads, and roof replacement on an existing community centre. Multi-Year Budget Approval of a four year operating and capital budget. Multi-Year Budget Policy Refers to this policy Municipal Act Refers to legislation that governs municipalities in Ontario Operating Budget A budget that funds day to day operations of the municipality. Some of the expenses could include personnel, utilities, and reserve and reserve fund contributions.

Treasurer The individual appointed by the municipality as treasurer and/or deputy treasurer(s).

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THE CORPORATION OF THE MUNICIPALITY OF CHATHAM-KENT

BY-LAW No. ______-2020

Being a By-law to establish a Multi-Year Budget Policy ______

WHEREAS subsection 5(3) of the Municipal Act, 2001 provides that a municipal power shall be exercised by by-law;

WHEREAS the Municipal Council wishes to implement a policy with respect to the Multi- Year Budget;

NOW THEREFORE the Council of the Corporation of the Municipality of Chatham- Kent enacts as follows:

1. The attached Council Policy entitled “Multi-Year Budget Policy”, appended hereto as Schedule “A”, is hereby approved and adopted.

THIS By-law shall come into full force and effect upon the first day of January, 2024.

READ a FIRST, SECOND and THIRD time and finally PASSED this 14th day of September 2020.

______Mayor – Darrin Canniff

______Clerk – Judy Smith

 Back to Top Municipality of Chatham-Kent

Finance, Budget, Information Technology & Transformation

Budget & Performance Services

To: Mayor and Members of Council

From: Steven Brown, CPA, CMA Director, Budget & Performance Services

Date: August 24, 2020

Subject: Financial Policy Review ______

Recommendations

It is recommended that:

1. The Surplus and Deficit Policy, attached as Appendix A, be approved.

2. The Reserve and Reserve Fund Policy, attached as Appendix B, be approved.

3. The Assessment Growth Policy, attached as Appendix C, be approved.

4. The assigned reserve, Operating Budget Contingency Reserve, be created.

Background

 The predictability and stability of the municipality’s revenue sources to its operational needs and long-term obligations

 The municipality’s capacity to respond to financial uncertainty over the short, medium and longer terms

 The effectiveness of the municipality’s financial policies and procedures

A review of the financial condition of a municipality includes the following:

Financial Policy Review 2

 Assessing the state of repair and replacement cycles for the municipality’s infrastructure and assets and ensuring adequate funding sources for the Asset Management Plan

 Determining the appropriate level of reserves to deal with future opportunities and liabilities and assessing whether current levels are adequate

 Being prepared for liabilities and other future risks, which might not be determinable at this point in time

Chatham-Kent currently has a Reserve and Reserve Fund policy, which required changes to both modernize the processes and approvals and to align with the multi-year budget approval. The Municipality does not currently have an Assessment Growth Policy or a Surplus and Deficit Policy, which were created to align with the future multi- year budgeting process.

Comments

Having a Surplus and Deficit Policy is a key element of the Municipality’s long-term financial strategy by ensuring that any unspent budget is invested in reserves and/or used on other strategic priorities, either to increase the service level received by residents or to offset future tax increases.

The policy outlines which operating budgets are mandated to deposit/draw down any surplus or deficit to reserves and also other operational areas which should deposit any surplus to reserve to address future operating pressures such as economic downturns, Provincial Service Requirements, building issues and rapidly changing technology requirements.

The Assessment Growth Policy provides direction on using assessment growth funding generated by new assessment within Chatham-Kent, such as using a portion of the funding to offset any tax increases while maintaining a portion of the revenue during high growth years to be applied towards business cases approved by the Executive Management Team.

Reserves and reserve funds form an integral component of the Municipality’s budget and long-term financial plan. The updated Reserve and Reserve Fund Policy ensures that the Municipality meets its statutory obligations and outlines administration’s key responsibilities and standards of care.

The prior Reserve and Reserve Fund Policy required administration to seek Council approval for all drawdowns from reserves. This required many reports to Council for Financial Policy Review 3 funding source approval, but not project approval, as the projects were within administration’s approval limits. A key change in the new Reserve and Reserve Fund Policy is to provide administration with authority to drawdown up to $25,000 in reserves or reserve funds without needing Council’s approval. These drawdowns would require both the Chief Administrative Officer and Chief Financial Officer’s approval.

The creation of an Operating Budget Contingency Reserve is designed to fund future obligations which are based on calculated estimates, and to mitigate unforeseen events or one-time unanticipated revenue losses and expenses.

Areas of Strategic Focus and Critical Success Factors

The recommendations in this report support the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendations in this report support the following critical success factors: Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

The Director, Financial Services was consulted on the content of this report.

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Financial Implications

Budget impacts will generally be long-term in nature and will be discussed in conjunction with the policies being brought forward and the ramifications of the decisions will be incorporated into the annual budget process.

Prepared by: Reviewed by:

______Steven Brown, CPA, CMA Gord Quinton, MBA, CPA, CGA Director, Budget & Performance Services Chief Financial Officer, Treasurer

Consulted and confirmed the content of the consultation section of the report by:

______Matt Torrance, MBA, CPA, CGA Director, Financial Services

Attachment(s): Appendix A – Chatham-Kent Surplus and Deficit Policy Appendix B – Chatham-Kent Reserve and Reserve Fund Policy Appendix C – Chatham-Kent Assessment Growth Policy

P:\RTC\F&PS\Budget & PM\2020\RTC006 - Financial Policy Review.docx Chatham-Kent Surplus and Deficit Policy

Surplus and Deficit Policy Appendix A 1.0 Policy Statement and Purpose

A policy governing the establishment of a priority framework for the allocation of any operating surpluses and funding for any operating deficits.

2.0 Scope

This policy applies to the annual operating budget for the Property Tax Supported Budget, unless otherwise stated.

3.0 Objectives

All surpluses and deficits be treated as one-time in nature.

3.1 The year-end operating surplus for the Property Tax Supported Budget, Water Rate Supported Budget, and Wastewater & Treatment Rate Supported Budget will only be allocated within the operations, reserves, and reserve funds of each respective Budget.

3.2 The year-end operating deficit for the Property Tax Supported Budget, Water Rate Supported Budget, and Wastewater & Treatment Rate Supported Budget will only be funded within the operations, reserves, and reserve funds of each respective Budget.

3.3 Property Tax Supported Budget – In a Year of Surplus

a) The Treasurer, or designate, be authorized to contribute to prior year reserve provisions for the following items:

i. Mandated Provincial Bill 124 Reserve for Building Permits – Bill 124 mandates that building activities are accounted for separately from municipal activities. Surpluses are reserved with the expectation that, in the event of declining building permit revenue, a draw from the reserve may be required to meet budgetary requirements regarding these activities. This mechanism provides stability to the pricing of building permits;

ii. Insurance Risk Reserve – Any surplus or deficit in the Risk Management area which includes claim recoveries, insurance budget and outside counsel be transferred to/from the insurance risk reserve;

iii. Police Service Board Municipal Reserves – 50% of the final Police Services surplus be allocated to the Police Service Municipal Reserve. The Police Services Board has identified potential business plan investments that require one time funding in the coming years; and

iv. Specific Operational Surpluses – The operating surpluses or deficits in the following areas be transferred to/from reserves to address current and future operating pressures such as economic downturns,

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Chatham-Kent Surplus and Deficit Policy

Provincial service requirements, building issues, rapid technology changes, etc.

1. Health Services 2. Senior Services 3. Housing Services 4. Employment Services 5. Children’s Services 6. Waste Diversion 7. Transit 8. Recreation Community Programs 9. Recreation Special Populations 10. Property Disposition 11. Community Improvement Plan 12. Workers Compensation Municipal Portion 13. Together CK 14. Roadside Drainage b) The remaining surplus reported in the Final Operations Variance Report after the surplus is contributed to the above reserve provisions to be allocated in accordance with the following amounts until such time the budget is balanced:

i. Reserve for Roadside Drainage Assessments – The transfer of current year surplus dollars to the Reserve for Roadside Drainage to offset current year expenses without the need to increase the budget in the following year to pay for roadside drainage assessments;

ii. Bloomfield Business Park Unfunded Capital – An allocation of up to $500,000 of the annual surplus to reduce the unfunded capital associated with the Bloomfield Business Park. In 2005 at a cost of approximately $15M, the Bloomfield Business Park was constructed. Council approved a funding plan consisting of land sale, incremental taxes and anticipated future growth of the park contributing to the initial costs. An unfunded capital account is one where all of the expenses were paid from the municipal cash balances but Council has not allocated funding;

iii. Disaster Mitigation and Adaptation Grant – In 2019, Chatham-Kent was notified that its submission towards the Disaster Mitigation and Adaptation Grant had been approved. Because of the matching funds, the municipality needs to raise a total of $24.9M over the next 10 years. These funds will be raised between a combination of budget increases and applying up to $1M of annual surplus to the Capital Reserve for the Disaster Mitigation and Adaptation Grant funding; and

iv. Operating Budget Contingency Reserve - The Treasurer, or designate, be authorized to contribute an amount to the Operating Budget Contingency Reserve (OBCR) not to exceed the reserve target balance, subject to the contribution to the OBCR being confirmed by the Municipal Council.

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Chatham-Kent Surplus and Deficit Policy

v. Strategic Development Reserve – Any remaining surplus funds, after each of the above noted items have been completed, be placed in the Strategic Development Reserve for the future needs of Council.

3.4 Property Tax Supported Budget – In a Year of Deficit

c) The Treasurer, or designate, be authorized to drawdown from the OBCR, the Winter Control Reserve or the Allowance for Doubtful Accounts, to balance year-end operations.

4.0 Responsibilities

The Treasurer has overall responsibility for the development and recommendations of any annual surplus or deficit allocation.

Notwithstanding; the Director, Budget & Performance Services and/or designate will carry out responsibilities as follows:

 Develop specific procedures and workflows to establish and maintain ongoing variance reporting for each municipal department. This will be accomplished by: o Working with the municipal departments on completing an April, June, October and a final variance; o Reviewing each department’s variance report, ensuring accuracy and providing input on any area with significant under and/or overspending; and o Provide annual reporting to Council through a Report to Council highlighting any variances and making recommendations on any reallocation of funds, which may be required either throughout the year or in the final variance report.

5.0 Glossary of Terms

Deficit In the operating budget, when there is an excess of expenditures over revenues.

Multi-Year Budget Approval of a four year operating and capital budget.

Operating Budget A budget that funds day to day operations. Some of the expenses could include personnel, utilities, and reserve and reserve fund contributions.

Property Tax Supported Budget A budget that includes property taxes as a primary source of revenue used to fund municipal programs and services.

Reserve An appropriation from net revenue and/or cost savings at the discretion of Council, after the provision for all known expenditures. It has no reference to any specific

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Chatham-Kent Surplus and Deficit Policy

asset and does not require the physical segregation of money or assets as in the case of a reserve fund. Municipal Councils may set up reserves for any purpose for which they have the authority to spend money.

Reserve Fund Funds that have been set aside either by a by-law of the municipality or by a requirement of senior government statute or agreement to meet a future event. Municipal Councils may set up reserve funds for any purpose for which they have the authority to spend money.

Reserve Fund Policy A policy governing the management and administration of reserve and reserve funds, establishing guiding principles, primary objectives, key management and administrative responsibilities, and standards of care for reserves and reserve funds managed by the municipality.

Treasurer The individual appointed by the municipality as treasurer and/or deputy treasurer(s).

Surplus In the operating budget, when there is an excess of revenues over expenditures.

Wastewater & Treatment Rate A budget to fund services exclusively related to the Supported Budget collection and treatment of wastewater through rates charged to users of the system.

Water Rate Supported Budget A budget to fund services exclusively related to the distribution of potable water through rates charged to users of the system.

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Chatham-Kent Reserves and Reserve Funds Policy

Reserves and Reserve Funds Policy Appendix B

1.0 Policy Statement and Purpose

A policy to establish guiding principles, primary objectives, key management and administrative responsibilities, and standards of care for reserves and reserve funds managed by the Municipality.

2.0 Scope

The policy applies to all reserves and reserve funds administered by the Municipality, including those administered for any of the Municipality’s Local Boards.

Furthermore, the policy applies to all Municipal employees who are responsible for the establishment, monitoring, administration and management of the Municipality’s reserves and reserve funds.

3.0 Objectives

3.1. Principles & Objectives

The guiding principles for reserves and reserve funds shall be:

A) Budget and Long-Term Financial Planning

Reserves and reserve funds shall form an integral component of the Municipality’s budget and long-term financial plan.

B) Liquidity

Reserves and reserve funds shall be kept at an adequate level to ensure the Municipality has sufficient cash flow to meet its financial obligations; including but not limited to: i. Replace and rehabilitate capital infrastructure assets as required ii. Supply funds for new capital assets identified in the Municipality’s long-term plans, or that arise from time-to-time iii. Fund long-term contingencies and potential liabilities iv. Provide a buffer for significant unanticipated expenditures, or loss of revenues beyond the control of the Municipality

C) Intergenerational Equity

Reserve and reserve fund balances shall be maintained to support the principle of intergenerational equity whereby the generation of citizens who benefit from an investment are also responsible for financing it to the greatest extent possible.

D) Cost of Borrowing

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Chatham-Kent Reserves and Reserve Funds Policy

Reserve and reserve fund balances impact the Municipality’s cost of borrowing, thus at a minimum, reserve and reserve fund balances shall be maintained at levels that support the Municipality’s favourable cost to borrow.

E) Reserve and Reserve Fund Types

The type of reserves and reserve funds the Municipality shall maintain are as follows:

i. Obligatory - A reserve fund created when a senior government statute and/or agreement requires that revenue received for special purposes be segregated from the general revenues of the municipality. Obligatory reserve funds are to be used solely for the purpose prescribed for them by statute or agreement.

ii. Discretionary - A reserve or reserve fund created by Council to set aside revenue and/or cost savings to finance a future expenditure for which Council has the authority to spend money.

F) Adherence to Statutory Requirements

i. It shall be the Municipality’s practice to establish and maintain segregated reserve funds that meet all statutory obligations.

ii. Reserves and reserve funds shall be managed in accordance with the Municipal Act, 2001, as amended, this includes:

 Section 10 (2) authorizing single-tier municipalities to pass by- laws respecting accountability, transparency and financial management;  Section 290 (2) the budget shall set out the estimated revenues and expenditures of reserves and reserve funds contained within a municipality’s budget;  Section 291 covering multi-year budget requirements of municipalities;  Section 417 (4) that money raised for a reserve fund shall be paid into a special account and shall be invested only in securities or classes of securities prescribed;  Section 418 (3) as allowed by the Corporation, shall combine money held in any fund (including General, Capital and Reserves and Reserve Funds) for investment purposes; and  Section 418 (4) that earnings from combined investments shall be credited to each segregated fund in proportion to the amount invested in it.

iii. Reserves shall be established by Council resolution, which governs the purpose, funding sources, and drawdowns of the fund.

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Chatham-Kent Reserves and Reserve Funds Policy

iv. Reserve funds shall be established by Council by-law, which governs the purpose, funding sources, drawdowns, and investment of the fund.

G) Promotion of Financial Stability and Flexibility

i. It shall be the Municipality’s practice to maintain adequate reserves and reserve funds within the following categories to achieve long- term financial stability and flexibility (see glossary of terms for detailed description of categories):  Obligatory  Capital Asset Lifecycle  Capital Asset Growth  Special Projects and New Initiatives  Contingencies/Stabilization and Risk Management

ii. The Municipality shall strive to maintain reserve and reserve fund levels in line with public service associations’ best practices (Municipal Finance Officers Association (MFOA), Government Finance Officers Association (GFOA), Public Sector Accounting Board (PSAB), etc.).

H) Provision for Major Capital Expenditures

i. It shall be the Municipality’s goal to maintain adequate reserves and reserve funds to replace and rehabilitate major capital assets, as required, and to provide for new capital assets that have been identified in the capital plan. To achieve this goal, the following budget practices will be applied where applicable:

 Reserve and reserve funds for the full cost of replacement or rehabilitation of major assets will be funded from ongoing operations at a rate which reflects the consumption of that asset by current ratepayers as per the Asset Management Plan. Contributions to these funds will commence in the fiscal year that the asset is acquired or put into service and will be based on an estimate of the useful life of the asset.  Obligatory reserve funds will be maintained for gas tax related capital projects, parkland, and building code act (Bill 124).

I) Reduce Tax/Rate Supported Debt

i. As per the principles of the Council approved Debt Management Strategy, the Municipality shall use reserve and reserve fund balances as a source of financing for capital projects.

ii. When appropriate, the Municipality shall use reserve and reserve fund balances as a source of debt substitution for capital projects which were previously approved with debt financing.

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iii. If discretionary reserves and reserve funds are below established targets within the Asset Management Plan, all or a portion of the future debt servicing cost savings resulting from reserve and reserve fund balances applied towards debt substitution shall be considered for future contributions to discretionary reserves or reserve funds at the discretion of the Treasurer, it being noted that such contributions are subject to Council approval through the Municipality’s budgetary process.

3.2. Reserves and Reserve Funds Management

A) Establishment and Modification of Reserves and Reserve Funds

i. Reserves and reserve funds shall only be established or modified if they are supported by a financial plan identifying the funding needs, targets, contribution sources, projected drawdowns and investment of funds.

ii. Target funding levels shall be established for all reserve and reserve funds. Methods for calculating reserve and reserve fund targets shall be determined on a case-by-case basis considering the following:

 Purpose of fund  Certainty of end needs  Best practices/standards regarding the identification of need and target balance levels (MFOA, GFOA, PSAB, etc.)  Economic factors

iii. Reserve and reserve fund balances and associated targets shall be reviewed periodically to ensure adequate reserve and reserve fund levels.

B) Investment of Reserves and Reserve Funds:

i. Reserves and reserve funds shall be invested for a term that will not exceed its expected date of need.

ii. Reserves and reserve funds shall be invested in accordance with the Council Approved Investment Policy.

iii. Interest earned on reserves shall be recognized as revenue in the operating budget.

iv. Interest earned on the below reserve and reserve funds shall be recognized as revenue in each specific reserve and reserve fund:

 Federal Gas Tax Reserve Fund  Provincial Gas Tax Reserve Fund  Parkland Reserve Fund  Community Investment Reserve Fund

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Chatham-Kent Reserves and Reserve Funds Policy

 Insurance Risk Reserve  Children Services Mitigation Grant Reserve

C) Contributions To/Drawdowns From Reserves and Reserve Funds:

i. Contributions to/drawdowns from reserves and reserve funds shall be made in accordance with applicable resolution, by-law and this Policy.

ii. Contributions to/drawdowns from reserves and reserve funds shall be approved by Council as part of the annual budget process, or specifically by resolution, with the following exceptions:

 Contributions to/drawdown from reserves and reserve funds with an overall amount of less than $25,000 with the approval of both the Treasurer or designate and the Chief Administrative Officer or designate;  Transfers that are a direct result of Council approved by-laws or resolutions such as Surplus/Deficit Policy;  Transfer of funds up to $25,000 between reserves and reserve funds based upon adequate analysis or other related information, at the discretion of the Treasurer, or designate; and  Use of “revolving” reserves and reserve funds for the purpose approved by Council such as Workplace Safety Insurance Board claims.

iii. Council approved contributions to/drawdowns from reserves and reserve funds not realized due to significant changes in scope or feasibility of the project/purchase for which they were approved shall be reported to Council as part of the budget variance reports, or budgetary process.

iv. Contributions to/drawdowns from reserves and reserve funds shall take into account intergenerational equity between current and future tax/ratepayers

D) Lending/Temporary Borrowing of Reserves and Reserve Funds:

i. Intra-fund lending between reserves and reserve funds shall be permitted to temporarily finance capital and/or operating cash flow deficiencies to avoid external borrowing costs. Intra-fund lending can be accomplished by allowing the reserve or reserve fund to go into a deficit position with a plan on how the reserve will be replenished back to its target reaching state.

ii. External loans shall be approved at the discretion of Council according to Section 107 of the Municipal Act, 2001, as amended, to

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Chatham-Kent Reserves and Reserve Funds Policy

any person, group, or body for any purpose considered to be in the best interest of the Municipality. Prior to recommending such a loan to Council, staff shall consider the following:

 That external loans shall only be made to public agencies/groups and shall benefit the public  That the term of external loans shall not exceed five years  That appropriate security shall be provided by the borrower to protect the interests of the Municipality  The financial profile of the borrower  Whether adequate reserves and reserve funds are available for the term of the external loan  The rate which the external loan shall bear and that principal and interest shall be credited to the appropriate reserve or reserve fund source  The Municipality’s Bridge Financing Policy is followed with appropriate signoffs

iii. All lending/temporary borrowing shall be provided from non- mandated discretionary reserve and reserve fund balances.

E) Termination of Reserves and Reserve Funds:

i. A discretionary reserve or reserve fund shall be terminated (wound down and closed) when the program or project it supports meets any of the following criteria:

 No longer in the scope of the Municipality’s strategic plans  Program commitments have been completed and no future commitments are expected  The Treasurer is confident that balances in other areas can mitigate the need to hold any remaining reserve or reserve fund balance

ii. Reserves or reserve funds identified for termination shall be reported to Council for review and approval. Reports to Council shall include recommendations regarding the timing of wind down, closure and the allocation of fund balances.

3.3. Standard of Care

A) Reporting Requirements

i. The Treasurer, or designate, shall prepare the following reports regarding reserves and reserve funds managed by the Municipality:  Annual Audited Financial Statements - the annual audited financial statements shall include a statement of financial position, financial activities, and changes in fund balances for reserves and reserve funds.

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Chatham-Kent Reserves and Reserve Funds Policy

 Reserve and Reserve Fund Report - a financial plan forecasting reserve and reserve fund balances; this report may include the establishment of new, modification of existing, and termination of existing reserves and reserve funds.  Budget Reports - reserve and reserve fund balances and projected contributions shall be presented in each budget. Annual changes to reserve and reserve fund balances shall be presented with each annual budget update, or specifically by resolution if required.  Other reports in line with this Policy shall be brought forward to Council as needed.

B) Policy Review

i. This Policy shall be presented to Council for review and updated as deemed necessary by Council or the Treasurer.

4.0 Responsibilities

The Treasurer has overall responsibility for the management and administration of reserves and reserve funds.

i. Once Council approves reserves by resolution and reserve funds by bylaw, the Treasurer shall have overall authority for the reserves and reserve funds managed by the Municipality.

ii. The Treasurer may delegate management authority over the reserves and reserve funds managed by the Municipality to a designate.

iii. The Treasurer, or designate(s) has the responsibility for setting reserve and reserve fund targets. (see Reporting Requirements above in section 3.3 A).

iv. The Treasurer, or designate(s) shall have overall responsibility for this Policy, and the authority to implement a program for reserves and reserve funds and establish procedures consistent with the content of this Policy. Administrative responsibilities shall include, but are not limited to, the following:

 Determines need for reserves and reserve funds for operating and capital budgets  Sets targets for reserves and reserve funds in line with directives contained in this Policy and other pertinent policies  As part of the reporting to Council, reviews and reports on the adequacy and continuing need for reserves and reserve funds managed by the Municipality

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Chatham-Kent Reserves and Reserve Funds Policy

 Preparation and presentation of reports and/or by-laws associated with the establishment, monitoring, or termination of reserves and reserve funds  Develops appropriate practices, procedures and processes for the investment of reserves and reserve funds in line with legislative requirements, the Municipality’s Investment Policy and other pertinent policies  Prepares the Municipality’s long-term financial strategy with consideration of appropriate reserves and reserve funds to effectively meet the Municipality’s operating and capital budget financing needs  Ensures reserves and reserve funds managed by the Municipality are in line with senior government statutes and agreements and other pertinent policies

5.0 Glossary of Terms

Budget An estimated financial plan of revenue and expenditure for a set period of time.

Capital Asset Growth A category of reserve funds established to provide funding for the repair and maintenance of existing municipal assets to ensure municipally owned assets do not deteriorate over time.

Contingencies/Stabilization & A category of reserves and reserve funds designed to Risk Management fund future obligations which are based on calculated estimates and to mitigate unforeseen events or one- time unanticipated revenue losses and expenses.

Debt Any obligation for the payment of money. For Ontario municipalities, debt would normally consist of debentures as well as either notes or cash from financial institutions, but could also include loans from discretionary reserves and reserve funds.

Discretionary Reserves and A reserve or reserve fund created by Council to set Reserve Funds aside revenue to finance a future expenditure for which Council has the authority to spend money.

GFOA Refers to the Government Finance Officers Association of the United States and Canada, a professional association of state, provincial and local finance officers dedicated to the sound management of financial resources.

Intergenerational Equity In economic, psychological, and sociological contexts, is the concept or idea of fairness or justice between generations.

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Chatham-Kent Reserves and Reserve Funds Policy

Liquidity A measure of an asset’s convertibility to cash.

MFOA Refers to Municipal Finance Officers Association of Ontario, a professional association which promotes the interests of its members in carrying out their statutory and financial responsibilities by initiating studies and sponsoring seminars to review, discuss and develop positions on important policy and financial management issues.

Municipality The Corporation of the Municipality of Chatham-Kent.

Obligatory Reserve Funds A reserve fund created when senior government statute or agreement requires that revenue received for special purposes be segregated from the general revenues of the Municipality. Obligatory reserve funds are to be used solely for the purpose prescribed for them by statute or agreement.

PSAB Refers to the Public Sector Accounting Board, an independent board with the authority to set accounting standards for the public sector.

Reserve An appropriation from net revenue and/or cost savings at the discretion of Council, after the provision for all known expenditures. It has no reference to any specific asset and does not require the physical segregation of money or assets as in the case of a reserve fund. Municipal Councils may set up reserves for any purpose for which they have the authority to spend money.

Reserve Fund Funds that have been set aside either by a by-law of the Municipality or by a requirement of senior government statute or agreement to meet a future event. As a result, reserve funds are either “discretionary” being those set up by Council, or “obligatory” being those set up by virtue of a requirement of senior government statute or agreement. Municipal Councils may set up reserve funds for any purpose for which they have the authority to spend money.

Revolving Reserves and Reserve Reserves and reserve funds used to fund normal Funds course operating requirements or cash flow deficiencies that do not require Council approval provided they conform with intent of originating resolution or by-law.

Specific Projects & New Initiatives A category of reserves and reserve funds established for planned savings within the budget to fund projects or expenses either identified at the time the reserve or

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reserve fund is set-up or after, which allows the Municipality to save for planned or unanticipated projects or expenses that may arise and do not have another funding source.

Treasurer The individual appointed by the Municipality as treasurer and/or deputy treasurer(s).

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Chatham-Kent Assessment Growth Policy

Assessment Growth Policy Appendix C 1.0 Policy Statement and Purpose

A policy to assist in formalizing a defined and transparent process for providing sustainable funding by establishing a priority framework for the allocation of assessment growth funds.

2.0 Scope

This policy applies to the annual operating budget for the Property Tax Supported Budget.

3.0 Objectives

3.1 Principals

3.1.1 Municipal departments that incur costs to provide existing core services to new growth areas are required to submit business cases to the Treasurer or designate.

3.1.2 The first available assessment growth funds, in the amount of 0.8% of total assessment, are applied to the operating budget in the year following the growth.

3.1.3 The next available assessment growth funds, if any, are applied to business cases approved by the Treasurer or designate and the Executive Management Team.

3.1.4 If business cases submitted by municipal departments exceed available assessment growth funding, then:

3.1.4.1 Approved business cases will be allocated funding according to the following priority order, it being noted that funding allocations to municipal departments for costs due to a growth and expansion may be either one-time or permanent in nature:

3.1.4.1.1 Unfunded costs for business cases approved from assessment growth in the prior year where full funding was not available;

3.1.4.1.2 Business cases will be evaluated as to whether the service and/or funding could be deferred to the following year and whether significant service disruptions would occur if the service did not receive the current year growth funding.

3.1.4.2 Unfunded business cases will be resubmitted for consideration in the following year.

Page 1 of 2

Chatham-Kent Assessment Growth Policy

3.1.5 If assessment growth funding exceeds the accumulated growth costs of municipal departments in any one budget year, the balance available will be applied in the current year as follows:

3.1.5.1 100% to the Capital Infrastructure Reserve Fund on a permanent basis to mitigate growth in the infrastructure gap.

3.2 Budgeting for Assessment Growth

3.2.1 For forecast purposes, assessment growth will be assumed to be fully allocated to the operating budget. Assessment growth and its allocation will be reported annually after the assessment roll is finalized.

4.0 Responsibilities

The Treasurer has overall responsibility for the development and recommendations of any annual assessment growth funding allocation.

5.0 Glossary of Terms

Assessment The dollar value assigned to a property by Municipal Property Assessment Corporation (MPAC) for purposes of measuring applicable taxes. It is the price placed on a home by the corresponding government local municipality to calculate property taxes.

Assessment Growth The increased assessed property value as determined by MPAC. MPAC is the organization that provides province-wide property assessment system using current value assessment.

Property Tax Supported Budget A budget that includes property taxes as a primary source of revenue used to fund municipal programs and services.

Treasurer The individual appointed by the municipality as treasurer and/or deputy treasurer(s).

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Page 2 of 2 Municipality of Chatham-Kent

Finance, Budget, Information Technology & Transformation

Financial Services

To: Mayor and Members of Council

From: Matt Torrance, MBA, CPA, CGA Director, Financial Services

Date: August 19, 2020

Subject: Delegation of Authority - Property Taxation Write Offs ______

Recommendation

It is recommended that:

1. The Delegation of Authority By-Law be amended to delegate authority from Council to the Treasurer, Deputy Treasurer, and Manager of Revenue (minimum of two) for the approval of property taxation write offs in accordance with the Municipal Act, 2001 for Sections 357, 358, and 359.

Background

Taxes and Assessment adjustment reports are compiled frequently by administration for Council approval. The tax adjustments referred to in this report are legislated in the following sections of the Municipal Act, 2001:

1. Section 357 – Applications that allow the Municipality and Municipal Property Assessment Corporation (MPAC) to quickly rectify assessment changes as outlined in Section 357(1) since the return of the year-end assessment roll.

2. Section 358 – Applications that allow the Municipality and MPAC to rectify prior year overcharges due to a gross or manifest error by MPAC.

3. Section 359 – Applications that allow the Municipality to increase taxes due to any undercharge caused by gross or manifest error since the return of the year- end assessment roll from MPAC.

Comments

Adjustments to property tax accounts through these sections of the Municipal Act, 2001 are not material in value and are routine in nature for administration to process.

Frequently reporting these adjustments is a cumbersome task and the benefit from the information is minimal. The adjustments are considered routine in nature and do not represent any unusual dollar amounts. Delegation of Authority - Property Taxation Write Offs 2

Amending the Delegation of Authority By-Law would contribute to the efficient management of municipal operations. The Municipality would maintain accountability by following the legislation as set forth in the Municipal Act, 2001.

Administration would report all adjustments on an annual basis after the final balancing of the taxation year through an information report to Council.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus:

Economic Prosperity:

Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture:

Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability:

Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors:

Financial Sustainability:

The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance:

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

No other department was consulted.

Financial Implications

There are no financial implications resulting from the recommendation. Delegation of Authority - Property Taxation Write Offs 3

Prepared by:

______Joseph Vandermeer, CPA, CGA Project Manager, Tax System Modernization

Reviewed by:

______Amy McLellan, CPA, CGA Matt Torrance, MBA, CPA, CGA Manager, Revenue Director, Financial Services

______Gord Quinton, MBA, CPA, CGA Chief Financial Officer, Treasurer

Appendix: Delegation of Authority Amendment – Property Taxation Write Offs

P:\RTC\F&PS\Finance\2020\RTC025 - Delegation of Authority-Property Taxation Write Offs.docx CORPORATION OF THE MUNICIPALITY OF CHATHAM-KENT

BY-LAW NO.

A By-law to amend By-Law Number 98-2016 of the Corporation of the Municipality of Chatham-Kent (A By-law to Delegate Certain Routine Approvals)

FINALLY PASSED the DD day of MMM, YYYY

WHEREAS Section 2 of the Municipal Act, 2001, S.O. 2001, c. 25, indicates that the purpose of a municipality is to be a responsible and accountable government with respect to matters within its jurisdiction and each municipality is given powers and duties under the Municipal Act, 2001, and many other Acts for the purpose of providing good government with respect to those matters.

AND WHEREAS Section 23.1 of the Municipal Act, 2001, S.O. 2001, c. 25, authorizes a municipality to delegate its powers and duties;

AND WHEREAS it is deemed expedient to delegate authority from Council to the officers and employees of the municipality for the purpose of providing responsible, accountable, good and efficient government;

NOW THEREFORE, the Council of The Corporation of the Municipality of Chatham- Kent enacts as follows:

That Schedule “A” be amended to include:

Description and Limitations Delegation D-13 S. 357 Municipal Act Treasurer, Deputy Treasurer, Manager of Cancel, reduce, refund or restore all or part Revenue of taxes levied on land in the year in which (minimum two of these) the application is made, including holding the required hearing under the Municipal Act

D-14 S. 358 Municipal Act Treasurer, Deputy Treasurer, Manager of Cancel, reduce or refund all or part of the Revenue taxes levied on land caused by a gross or (minimum two of these) manifest error, including holding the required hearing under the Municipal Act

D-15 S. 359 Municipal Act Treasurer, Deputy Treasurer, Manager of Increase the taxes levied on land to the Revenue extent of any undercharge caused by a (minimum two of these) gross or manifest error, including holding the required hearing under the Municipal Act

This By-law shall come into full force and effect upon being finally passed.

READ A FIRST, SECOND, AND THIRD TIME THIS day of , 2020.

SIGNED BY:

MAYOR – Darrin Canniff

SIGNED BY:

CLERK – Judy Smith

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Finance, Budget, Information Technology & Transformation

Administration

To: Mayor and Members of Council

From: Gord Quinton, MBA, CPA, CGA Chief Financial Officer / Treasurer / GM, Finance, Budget, Information Technology & Transformation

Date: September 1, 2020

Subject: Rural Fibre Backbone Agreement ______

Recommendations

As part of the previously approved $6.5 million investment in fibre backbone facilities (“Funds”) for Chatham-Kent in 2018, it is recommended that:

2. Administration bring a report to the October 19, 2020 Council meeting with funding recommendations.

Background

In 2018, Council approved investing $6.5 million towards Canada’s “Connect to Innovate” program application, which at the time was a joint application between Entegrus and TekSavvy. The application was not approved. Currently, Entegrus in not investing in fibre connectivity in Chatham-Kent.

At the May 29, 2020 Council meeting, a motion was passed to support TekSavvy on a proposal to the CRTC Broadband Fund and recommended a legal agreement be drafted to support the fibre backbone throughout Chatham-Kent. Administration has completed its due diligence and is ready to proceed with the binding legal agreement.

No specific funding source has been identified to date.

Comments

There are no competitive market capabilities to support building fibre through to small communities across Chatham-Kent without government financial support. TekSavvy has applied to several higher level grant programs, recently including the CRTC Broadband Fund, the ICON fund referenced in another report on tonight’s agenda, and has Rural Fibre Backbone Agreement 2

indicated it will be applying to the SWIFT RFP currently offered. Chatham-Kent has previously agreed to support TekSavvy in the investment of the backbone fibre network that is essential to connect rural areas, facilitating economic development and job creation, while bringing fibre to local communities and Chatham-Kent public facilities.

Over the past three months, administration has negotiated a detailed agreement with TekSavvy regarding the funding and construction of the backbone fibre network to connect rural communities within Chatham-Kent. The full details of these plans are commercially sensitive and subject to a Non-Disclosure agreement. As a result, those details have been shared with Council in Closed Session, as permitted under the Municipal Act, 2001.

The funds will be provided so that TekSavvy can build backbone fibre facilities within Chatham-Kent. TekSavvy is required to provide fibre-to-the-home internet access to homes and businesses along the backbone routes. Construction of the backbone will also facilitate TekSavvy’s intention to build further networks within the communities at the end of each line. In addition, TekSavvy will make these backbone fibre facilities open-access over time, as specified in the agreement. The loan will be forgiven when the milestones in the agreement are reached; and if the backbone lines are not constructed, the funds will be repaid.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus:

Economic Prosperity:

Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community:

Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture:

Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community

Environmental Sustainability:

Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors:

Financial Sustainability:

The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance: Rural Fibre Backbone Agreement 3

The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

The Solicitor and Manager, Legal Services were consulted and involved in negotiation of the agreement, and reported to Council in Closed Session. The CAO was involved in the negotiations.

Financial Implications

In 2018, the Council of the day did not fund this commitment as it was considering a future revenue stream from the then joint investment with Entegrus that did not materialize.

Council has the option of pulling the funds immediately from reserves. However, given the analysis ongoing concerning current upper level grant opportunities, it is recommended that the funding decision be delayed until the October 19th Council meeting when more detailed reports are forthcoming on the 2020 operational deficit.

Prepared by:

______Gord Quinton, MBA, CPA CGA Chief Financial Officer General Manager Finance, Budget, Information Technology & Transformation

Consulted and confirmed the content of the consultation section of the report by:

______Emily Crawford Dave Taylor Solicitor Manager, Legal Services

Attachments: none

C: Emily Crawford Dave Taylor

P:\RTC\FBITT - Finance, Budget, Information Technology & Transfromation\2020\RTC012 Rural Fibre Backbone Agreement.docx  Back to Top Municipality of Chatham-Kent

Infrastructure and Engineering Services

Engineering and Transportation Division

To: Mayor and Members of Council

From: Mark Ceppi, Engineering Technologist I

Date: July 28, 2020

Subject: Bridge and Culvert Weight Limit By-law Amendment

Recommendation

It is recommended that:

1. Schedule II (Bridge and Culvert Weight Limits) of Chatham-Kent Traffic and Parking By-law #245-2004 be amended as outlined in Appendix A of this report.

Background

Ontario Regulation 104/97 (Standards for Bridges) of the Public Transportation and Highway Improvement Act, R.S.O. 1990 requires every bridge to be kept safe and in good repair. In addition, each bridge must be inspected once every two years under the direction of a professional engineer in accordance with the Ontario Structure Inspection Manual.

The Highway Traffic Act, R.S.O. 1990 allows for a municipality to pass by-laws that limit the maximum gross vehicle weight (i.e. weight of the vehicle, or combination of vehicles, plus load) permitted on a bridge. The by-law may limit a bridge to a single gross weight for all vehicles, or separate gross weight ratings for three different classes of vehicle. These classes include single vehicle (e.g. a cube truck), two vehicle combination (e.g. a tractor and trailer), and three vehicle combination (e.g. a tractor and two trailers). The appropriate weight restriction signs are installed at the bridge in accordance to Ontario Regulation 615 (Signs) of the Highway Traffic Act and Ontario Traffic Manual guidelines.

Traffic and Parking By-law #245-2004 regulates the designation of weight limits for bridges and culverts in the Municipality of Chatham-Kent. A culvert is generally defined as a type of bridge having a span of 6.0 m or less.

Comments

The Engineering and Transportation Division has retained a structural engineering consultant to undertake the required inspections for all bridges having a span of 3.0 m or more. Structural assessments submitted by the consultant have recommended new or updated weight limits for some bridges. In addition, some weight limit restrictions have been removed due to the rehabilitation or replacement of the bridge structure Bridge and Culvert Weight Limit By-law Amendment 2 through the bridge lifecycle program. Table 1 provides a summary of all current weight limit restrictions on bridges.

Table 1: Current Bridge and Culvert Weight Limit Summary

BRIDGE LOCATION WEIGHT LIMIT NOTES

Arnold Road over Skinner Drain 12.5 / 22.5 / 33 New weight limit.

Booth Road over Otter Creek 11 / 21 / 31 tonnes No change.

Brook Line over Big Creek 12 / 22 / 36 tonnes Revised weight limit. 10 / 18 / 26 tonnes

Clachan Road over Thames River HTA / 36 / 48 New weight limit.

Dashwheel Road over Forbes Drain 17 / 30 / 42 tonnes No change.

Dauphin Road over Dauphin Internal Drain 10 / 18 / 25 tonnes Revised weight limit. 8 / 15 / 20 tonnes

Dover Center Line over Big Creek 8 / 14 / 20 New weight limit.

Ella Street South over Malott Diversion 20 / 35 / 50 New weight limit. Drain

Fifth Street Bridge over Thames River 10 / 18 / 25 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Finn Line over Government Drain 1 7 / 13 / 18 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Gleeson Line over McDougal Drive 21 / 38 / 53 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Jacob Road over Rivard Drain 14 / 25 / 35 tonnes Revised weight limit. 13 / 24 / 33 tonnes

Lord Selkirk (McNaughton Ave over 15 / 25 / 40 tonnes Bridge rehabilitated or replaced. Sydenham River) Weight limit removed.

Maple Leaf Cemetery Bridge (North) over 10 / 24 / 34 tonnes No change. McGregor Creek

Maple Leaf Cemetery Bridge (South) over 0 tonnes No change. Bridge closed to McGregor Creek vehicular traffic.

McDougall Line over Government Drain 1 7.5 / 13 / 18 tonnes Revised weight limit. 7 / 12 / 17 tonnes

McPherson Road over Gesner 7 / 12 / 17 tonnes Bridge rehabilitated or replaced. McKerracher Weight limit removed.

Mint Line over Baptiste Creek 0 tonnes No change. Bridge closed to vehicular traffic. Bridge and Culvert Weight Limit By-law Amendment 3

BRIDGE LOCATION WEIGHT LIMIT NOTES

Morris Line over Government Drain 1 11 / 20 / 29 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Pollard Line over Government Drain 1 15 / 27 / 37 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Pollard Line over Government Drain 2 / 3 0 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Pond Line over East Otter Creek 46 / 31 / 18 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Stewart Line over Skinner Outlet Drain 11 / 20 / 28 New weight limit.

Third Street over Thames River 10 / 18 / 25 New weight limit.

Town Line Road over Rivard Drain 19 / 34 / 47 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Tramway Road over Molly Creek 20 / 35 / 49 tonnes Bridge rehabilitated or replaced. Weight limit removed.

Victoria Road over Thames River 20 / 35 / 48 tonnes Bridge rehabilitated or replaced. (Thamesville Bridge) Weight limit removed.

The purpose of implementing weight limit restrictions on bridges is to mitigate further damage to the structure and to prevent a structural failure involving a vehicle. Weight restrictions also allow a bridge to remain open for lighter vehicles, which typically makes up the majority of traffic on Chatham-Kent roadways.

A by-law to amend Traffic and Parking By-law #245-2004 (Schedule II - Bridge and Culvert Weight Limits) according to the summary provided in Table 1 of this report is included in the Council package for reading and approval.

Areas of Strategic Focus and Critical Success Factors

The recommendation in this report supports the following areas of strategic focus:

Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy

A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth

People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community Bridge and Culvert Weight Limit By-law Amendment 4

Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources

The recommendation in this report supports the following critical success factors:

Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable

Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership

Has the potential to support all areas of strategic focus & critical success factors

Neutral issues (does not support negatively or positively)

Consultation

Other Engineering and Transportation Division staff contributed information for this report.

Financial Implications

There are no financial implications associated with the recommendation described in this report.

Prepared by:

______Mark Ceppi Engineering Technologist I, Engineering and Transportation Division

Reviewed by: Reviewed by:

______Chris Thibert, P. Eng. Thomas Kelly, P.Eng., MBA Director, General Manager, Engineering and Transportation Division Infrastructure and Engineering Services

Attachments: Appendix A: By-law Amendment

C: Director, Public Works

(P:\RTC\Infrastructure and Engineering\I & ES\2020\4279 – Bridge and Culvert Weight Limit By-law Amendment.docx Appendix A

By-law Number ______

Of The Corporation of the Municipality of Chatham-Kent

A By-law to amend By-law Number 245-2004 of the Municipality of Chatham-Kent.

(Bridge and Culvert Weight Limits for Various Structures in the Municipality of Chatham- Kent)

Finally Passed the ____ day of ______, 2020.

Whereas the Corporation of the Municipality of Chatham-Kent did enact By-Law 245- 2004 for the purpose of regulating traffic on highways in the Municipality of Chatham- Kent.

And Whereas the Corporation of The Municipality of Chatham-Kent now deems it expedient to amend certain provisions of said By-law 245-2004.

Be it Therefore Enacted by the Municipal Council of the Municipality of Chatham-Kent as follows:

1. Schedule “II” (Bridge and Culvert Weight Limits) of By-law 245-2004 be and the same is hereby amended by deleting therefrom;

COLUMN 1 COLUMN 2 COLUMN 3 BRIDGE LOCATION BRIDGE INVENTORY NUMBER WEIGHT LIMIT a) Brook Line over Big Creek 4701837N17396646E 12 / 22 / 36 tonnes b) Dauphin Road over Dauphin 4687448N17387037E 10 / 18 / 25 tonnes Internal Drain c) Fifth Street Bridge over 4695606N17402429E 10 / 18 / 25 tonnes Thames River d) Finn Line over Government 4681743N17392859E 7 / 13 / 18 tonnes Drain 1 e) Gleeson Line over McDougal 4683379N17390628E 21 / 38 / 53 tonnes Drive f) Jacob Road over Rivard 4694724N17387256E 14 / 25 / 35 tonnes Drain Appendix A g) Lord Selkirk (McNaughton 4716423N17386144E 15 / 25 / 40 tonnes Ave over Sydenham River) h) Maple Leaf Cemetery (North) 469479N1705077E 10 / 24 / 34 tonnes i) Maple Leaf Cemetery Bridge 4694592N17405092E Closed to Vehicular (South) Traffic j) McDougall Line over 4685603N17391111E 7.5 / 13 / 18 tonnes Government Drain 1 k) McPherson Road over 4710158N17438189E 7 / 12 / 17 tonnes Gesner McKerracher l) Morris Line over Government 4683158N17392402E 11 / 20 / 29 tonnes Drain 1 Closed to traffic m) Pollard Line over 4679336N17392746E 15 / 27 / 37 tonnes Government Drain 1 n) Pollard Line over 4680436N17386580E Closed Government Drain 2 / 3 o) Pond Line over East Otter 4718747N17392905E 46 / 31 / 18 tonnes Creek p) Town Line Road over Rivard 4693618N17384111E 19 / 34 / 47 tonnes Drain q) Tramway Road over Molly 4719004N17404713E 20 / 35 / 49 tonnes Creek r) Victoria Road over Thames 4710751N17420532E 20 / 35 / 48 tonnes River (Thamesville Bridge)

2. Schedule “II” (Bridge and Culvert Weight Limits) of By-law 245-2004 be and the same is hereby amended by adding thereto and inserting therein;

COLUMN 1 COLUMN 2 COLUMN 3 BRIDGE LOCATION BRIDGE INVENTORY NUMBER WEIGHT LIMIT a) Arnold Road over Skinner 4718045N17382506E 12.5 / 22.5 / 33 tonnes Drain b) Brook Line over Big Creek 4701837N17396646E 10 / 18 / 26 tonnes c) Clachan Road over Thames 4717624N17431537E - / 36 / 48 tonnes River d) Dauphin Road over Dauphin 4687448N17387037E 8 / 15 / 20 tonnes Internal Drain Appendix A e) Dover Center Line over Big 4705923N17392752E 8 / 14 / 20 tonnes Creek f) Ella Street South over Malott 4679274N17382613E 20 / 35 / 50 tonnes Diversion Drain g) Jacob Road over Rivard 4694724N17387256E 13 / 24 / 33 tonnes Drain h) Maple Leaf Cemetery Bridge 469479N1705077E 10 / 24 / 34 tonnes (North) over McGregor Creek i) Maple Leaf Cemetery Bridge 4694592N17405092E 0 tonnes (South) over McGregor (Closed to Vehicular Creek Traffic) j) McDougall Line over 4685603N17391111E 7 / 12 / 17 tonnes Government Drain 1 k) Stewart Line over Skinner 4718061N17382491E 11 / 20 / 28 tonnes Outlet Drain l) Third Street over Thames 4695547N17402078E 10 / 18 / 25 tonnes River

3. By-law 245-2004 of the Corporation of the Municipality of Chatham-Kent as heretofore amended from time to time are hereby ratified and confirmed in all respects save and except as amended hereby.

This By-law shall come into full force and effect upon the final passing thereof.

Read a First, Second and Third Time this ____ day of ______, 2020

______Mayor – Darrin Canniff

______Clerk - Judy Smith

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Infrastructure and Engineering Services

Drainage, Asset and Waste Management

To: Mayor and Members of Council

From: Tim Dick, C.E.T. Director, Drainage, Asset and Waste Management

Date: August 24, 2020

Subject: Tile Drainage Loan Debenture By-law and Inspection ______

Recommendation

It is recommended that:

1. The Rating By-law for Tile Loan Debenture # 2020-10 for October 1, 2020 imposing special annual drainage rates under the Tile Drainage Act be approved.

Background

The Province of Ontario provides loans to property owners through the Tile Loan Program to assist in funding the installation of private farm tile on their agricultural properties. The program is governed by the Tile Drainage Act. The Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) announced the criteria for the 2020/2021 Tile Loan Program would remain the same as last year, offering an annual loan maximum of $50,000 with a 6% interest rate for a ten year term. Tile drainage loans are available on a first come first served basis for the Provincial fiscal year. The $50,000 loan limit is on a per owner basis, not on a per property basis. The details of the current Tile Loan Program were confirmed by phone call.

Comments

The Tile Drainage Act requires that the Council of the local municipality adopt an authorizing debenture by-law for tile loans. Tile Drainage Loan Debenture By-law and Inspections 2

The following inspections have met the criteria as set out under the Tile Drainage Act.

Tile Drainage Loan Inspection Completed and Loan Requested

Amount of Roll No. Land to be Drained Loan Annual Payment Requested Pt Lot 18 Conc 12 110.008.17301 $36,700.00 $4,986.35 Community of Raleigh TOTAL $36,700.00 $4,986.35