ORDERS of the DAY for Tuesday, January 26, 2021 – 9:00 A.M

Table of Contents

I. Orders – January 26, 2021……….…………...……………………..….……………. 2 II. Elgin County Council Minutes – January 12, 2021………....………….……..….… 3 III. Delegation – Future of Shortline Rail in the South Central Ontario Region……... 17 IV. Reports Index – January 26, 2021…………………………………….………...…… 37 V. Report – Xplornet Request for Letter of Support…………………………………...….. 38 VI. Report – Tree Commissioner/Weed Inspector Quarterly Report October – December 2020………………………………………………………………………… 41 VII. Report – Tree Commissioner/Weed Inspector Year End Report 2020………….. 45 VIII. Report – Clearing Exemption Application………………………………………….... 48 IX. Report – Port Bruce Temporary Panel Bridge & Boat Launch Removal Engineering Services Award………………………………………………………….. 53 X. Report – Administration Building – Council Chambers and Entrance Lobby Reception Renovation, and Elevator Decommissioning…………………………... 59 XI. Report – Council and Warden Policy Revisions…………………………………..... 63 XII. Report – Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan Update…………………………………………………………………………………… 75 XIII. Report – Elgin County Council Strategic Plan – 2021 Council Work Plan………. 83 XIV. Correspondence – Items for Information Index…………………………………….. 88 XV. SWIFT – Monthly Project Update – December 2020………………...... 89 XVI. Oxford County – Letter – Zorra School Retention Plan…………………………… 95 XVII. Closed Meeting Agenda………………………………………………………………. 100

ORDERS OF THE DAY FOR Tuesday, January 26, 2021 – 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. – Future of Shortline Rail in the South Central Ontario Region, SCOR 5th Motion to Move Into “Committee Of The Whole Council” 6th Reports of Council, Outside Boards and Staff

7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-laws 14th ADJOURNMENT

Video Conference Meeting – IN-PERSON PARTICIPATION RESTRICTED

NOTE FOR MEMBERS OF THE PUBLIC:

Please click the link below to watch the Council Meeting: https://www.facebook.com/ElginCountyAdmin/

Accessible formats available upon request.

2 Page 1 January 12, 2021

ELGIN COUNTY COUNCIL

MINUTES

January 12, 2021

Council Present: Warden Tom Marks (in-person) Deputy Warden Dave Mennill (electronic) Councillor Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Martyn (electronic) Councillor Grant Jones (electronic) Councillor Mary French (electronic) Councillor Dominique Giguère (electronic) Councillor Ed Ketchabaw (electronic)

Staff Present: Julie Gonyou, Chief Administrative Officer (in-person) Brian Lima, Director of Engineering Services (electronic) Stephen Gibson, County Solicitor (electronic) Jim Bundschuh, Director of Financial Services (electronic) Amy Thomson, Director of Human Resources (electronic) Nancy Pasato, Manager of Planning (electronic) Deanna Laemers, Acting POA Supervisor (electronic) Katherine Thompson, Supervisor of Legislative Services (in-person) Carolyn Krahn, Legislative Services Coordinator (in-person)

1. CALL TO ORDER

Elgin County Council met this 12th day of January, 2021 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Marks in the chair. Some Councillors and staff participated electronically by video conference.

2. ADOPTION OF MINUTES

Moved by: Councillor Mennill Seconded by: Councillor Purcell

RESOLVED THAT the minutes of the meeting held on December 8 & 10, 2020 be adopted.

Recorded Vote

Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail No Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguѐre Yes Bayham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 1 0

- Motion Carried.

3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF

Councillor Martyn identified a conflict of interest regarding the second in-camera item, Whites Station Operations Centre Building Condition Assessment Findings.

3 Page 2 January 12, 2021 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS

4.1 Development Charges Workshop – Stefan Krzeczunowicz, Hemson

Stefan Krzeczunowicz, Associate Partner – Hemson, presented information on development charges including legislative background, development study requirements, proposed work plan, and rate comparisons and rate impacts.

Moved by: Councillor Mennill Seconded by: Councillor Jones

RESOLVED THAT the presentation from Stefan Krzeczunowicz, Associate Partner – Hemson, be received and filed.

Recorded Vote

Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguѐre Yes Bayham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0

- Motion Carried.

5. COMMITTEE OF THE WHOLE

Moved by: Councillor Giguѐre Seconded by: Councillor Jones

RESOLVED THAT we do now move into Committee of the Whole Council.

Recorded Vote

- Motion Carried.

6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF

6.1 Warden’s Activity Report (December) and COVID-19 Update – Warden Marks

Warden Marks provided a summary of the County’s response to the pandemic as well as a list of events he attended on behalf of County Council.

Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail

4 Page 3 January 12, 2021 RESOLVED THAT the January 4, 2021, report titled, Warden’s Activity Report (December) and COVID-19 Update submitted by the Warden, be received and filed for information.

Recorded Vote

- Motion Carried.

6.2 2021 Committee and Local Board Appointments – Warden Marks

Warden Marks presented the 2021 recommendations for Committee and Local Board Appointments. In addition to the Council Committee and Local Board Appointments recommended in the appendix to the report, the Warden recommended that Councillor Martyn be appointed to the Rural Education Task Force with Councillor Giguѐre as alternate and that Councillor Giguѐre be appointed to the Terrace Lodge Redevelopment Fundraising Committee.

Moved by: Councillor Purcell Seconded by: Councillor Mennill

RESOLVED THAT County Council approve the Council Committee and Local Board Appointments for 2021, as attached “Appendix I,” as recommended by Warden Marks, and as amended.

Recorded Vote

- Motion Carried.

6.3 County of Elgin Official Plan Review – Manager of Planning

The Manager of Planning provided an overview of the Official Plan Review process, public consultation strategy, and associated timelines.

Moved by: Councillor Martyn Seconded by: Councillor French

RESOLVED THAT Council direct staff to proceed with a Five-Year Review process for the County of Elgin’s Official Plan in 2021; and

5 Page 4 January 12, 2021 FURTHER THAT Council hold a Special Public Meeting in February, 2021, in accordance with Section 26 (3) of the Planning Act to discuss the Official Plan review process and hear comments from the public.

Recorded Vote

- Motion Carried.

6.4 Provincial Offences Act (POA) Video Court Proceedings – Acting Provincial Offences Court Supervisor

The Acting Provincial Offences Court Supervisor provided an update on Provincial Offences Court proceedings. In-person court proceedings have been suspended since March 16, 2020. The Ministry of the Attorney General has provided direction on their approved technical solution for virtual trials and the requirements for remote proceedings, and Elgin Court staff have begun preparations for the first video session in the coming weeks.

Moved by: Councillor Mennill Seconded by: Councillor Jones

RESOLVED THAT the January 12, 2021, report titled, Provincial Offences Act (POA) Video Court Proceedings, submitted by the Acting Provincial Offences Court Supervisor, be received and filed for information.

Recorded Vote

- Motion Carried.

RECESS – COUNCIL RECESSED AT 10:11 A.M. AND RECONVENED AT 10:18 A.M.

6.5 2021 Budget Presentation – Director of Financial Services

The Director of Financial Services provided an overview of the 2021 Budget process including cost reductions, cost increases/service enhancements, taxes, debt financing, use of surplus, reserves, and tax recommendations.

Moved by: Councillor Mennill Seconded by: Councillor French

6 Page 5 January 12, 2021

RESOLVED THAT approximately $9 million increase in total debt for the facility asset management plan be included in the preliminary budget plan; and

THAT tax ratios for farm and small commercial be left unchanged.

Recorded Vote

- Motion Carried.

6.6 Contract Award – Corporate Facility Cleaning Services – Director of Engineering Services

The Director of Engineering Services provided details on the tender for Contract Cleaning Services at the Administration Building, Elgin County Heritage Centre and POA Courthouse.

Moved by: Councillor Martyn Seconded by: Councillor Jones

RESOLVED THAT the Contract Cleaning Services Tender for the Administration Building, Heritage Centre and POA Courthouse be awarded to Serv-U-Clean Inc. for a two-year term at a total price of $265,148; and,

THAT the enhanced cleaning services, consisting of a day porter focussing on COVID related cleaning across the three facilities, be accepted for an initial one (1) year term for a total price of $31,200; and,

THAT staff be authorized to extend the cleaning contract for an additional three (3) one-year terms, in accordance with section 7.6 of the Procurement Policy, subject to satisfactory performance during the initial two-year contract term; and,

THAT the Warden and Chief Administrative Officer be authorized to sign the contract.

Recorded Vote

- Motion Carried.

7 Page 6 January 12, 2021 6.7 Contact Award – John Wise Line Reconstruction Project Tender No. 2020-T40 – Director of Engineering Services

The Director of Engineering Services provided details on the tender for the John Wise Line Reconstruction Project, which was advertised and issued, in advance of the approved 2021 Capital Budget, as per the County’s Procurement Policy.

Moved by: Councillor Ketchabaw Seconded by: Councillor Giguѐre

RESOLVED THAT ASG Excavating Inc. be awarded the John Wise Line Reconstruction Project, Tender No. 2020-T40 at a total price of $1,211,058.65 exclusive of HST;

THAT project funds in the amount of $1,215,000 be preapproved for inclusion in the 2021 Capital Budget to fund the expected project construction cost; and,

THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract.

Recorded Vote

- Motion Carried.

6.8 Contract Award – Village of Rodney Reconstruction Tender No. 2020-T42

The Director of Engineering Services provided details on the tender for the Village of Rodney Reconstruction project, which was advertised and issued, in advance of the approved 2021 Capital Budget, as per the County’s Procurement Policy.

Moved by: Councillor Purcell Seconded by: Councillor McPhail

RESOLVED THAT Van Bree Drainage and Bulldozing Limited be awarded the Village of Rodney Reconstruction Project, Tender No. 2020-T42 at a total price of $4,741,050.11 exclusive of HST, and subject to the Municipality of West Elgin’s commitment to fund its proportionate share;

THAT project funds in the amount of $3,750,000 be preapproved for inclusion in the 2021 Capital Budget to fund the County’s proportionate project construction cost in partnership with the Municipality of West Elgin; and,

THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract.

Recorded Vote

Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes

8 Page 7 January 12, 2021 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguѐre Yes Bayham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0

- Motion Carried.

6.9 Proposed Replacement Agreement – Elgin/Central Elgin/Dropbike Inc. – Reinstatement of Suspended Short-Term Bicycle Rental Pilot Project – County Solicitor

The County Solicitor presented a report regarding the reinstatement of the suspended short-term bicycle rental pilot project in Port Stanley.

Moved by: Councillor Martyn Seconded by: Councillor Mennill

RESOLVED THAT subject to prior approval by Council for the Corporation of the Municipality of Central Elgin, Elgin County Council approve a proposed replacement Services Agreement with Central Elgin and Dropbike Inc. for reinstatement of the pilot project for Short-Term Rental of Bicycles in the Community of Port Stanley for at least the second year of the original Term contemplated by the existing Services Agreement; and

THAT upon approval of the said proposed replacement Services Agreement, the Warden and Chief Administrative Officer be authorized to execute such Agreement on behalf of the Corporation of the County of Elgin.

Recorded Vote

- Motion Carried.

6.10 Council Policy Revisions – Chief Administrative Officer

The Chief Administrative Officer presented amendments to the Elgin County Council Policies Manual with respect to virtual meeting and conference attendance as well as additional amendments arising from Council feedback over the past two (2) years.

Moved by: Councillor Jones Seconded by: Councillor Martyn

RESOLVED THAT Elgin County Council consent to the suggested amendments to Elgin County Council Policies Manual as presented in the report titled “Council Policy Revisions”, dated January 5, 2021; and

THAT staff be directed to present a final draft of Elgin County Council Policies Manual which incorporates Council’s approved changes at an upcoming meeting of County Council for final review and approval.

9 Page 8 January 12, 2021 Recorded Vote

- Motion Carried.

6.11 COVID-19 Emergency Team Planning – December Update – Chief Administrative Officer

The Chief Administrative Officer provided Council with an update on the County’s COVID-19 response.

Moved by: Councillor Mennill Seconded by: Councillor Purcell

RESOLVED THAT the January 6, 2021, report titled, COVID-19 Emergency Team Planning – December Update, submitted by the Chief Administrative Officer, be received and filed for information.

Recorded Vote

- Motion Carried.

7. COUNCIL CORRESPONDENCE

7.1 Items for Consideration

7.1.1 Debbie France with a letter requesting support for communications regarding cannabis legislation.

7.1.2 The Municipality of Dutton Dunwich with a letter regarding the Western Elgin Homeless Coalition.

Item #1

Moved by: Councillor Mennill Seconded by: Councillor Jones

RESOLVED THAT the correspondence from Debbie France be received and filed.

10 Page 9 January 12, 2021 Recorded Vote

- Motion Carried.

Item #2

Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw

RESOLVED THAT the correspondence from the Municipality of Dutton Dunwich be received and filed.

Recorded Vote

- Motion Carried.

7.2 Items for Information (Consent Agenda)

7.2.1 The Association of Municipalities Ontario with a policy update regarding additional COVID-19 Vaccine Sites, ESA Termination and Severance Provisions Extension.

7.2.2 The Association of Municipalities Ontario with a policy update regarding Lockdown 2.0.

7.2.3 Southwestern Public Health with a memo regarding the provincial shutdown.

7.2.4 The Ministry of Municipal Affairs and Housing with a letter regarding Enforcement of Orders under the Reopening Ontario Act, 2020.

7.2.5 The Ministry of Municipal Affairs and Housing with a letter confirming the County’s 2021 allocation under the Safe Restart Agreement.

7.2.6 The Ministry of Agriculture, Food and Rural Affairs with a letter regarding updates to the Ontario Wildlife Damage Compensation Program (OWDCP).

7.2.7 The Ministry of Agriculture, Food and Rural Affairs with a letter regarding recent amendments to the Drainage Act.

7.2.8 The Ministry of Transportation with a letter regarding off-road vehicles on municipal highways. 11 Page 10 January 12, 2021

7.2.9 The Municipal Property Assessment Corporation with the Assessment Change Summary for Elgin County.

7.2.10 SWIFT with their December Newsletter.

Moved by: Councillor Mennill Seconded by: Councillor Martyn

RESOLVED THAT Correspondence Items #1-10 be received and filed.

Recorded Vote

- Motion Carried.

8. OTHER BUSINESS

8.1 Statements/Inquiries by Members

The Warden announced that the County of Elgin will be flying the Alzheimer’s Society Flag at the Elgin Heritage Centre for the month of January to mark Alzheimer’s awareness month.

8.2 Notice of Motion

None.

8.3 Matters of Urgency

8.3.1 The Chief Administrative Officer provided a verbal update on the status of Elgin County’s temporary face covering by-law. The temporary face covering by- law was enacted at the direction of the Medical Officer of Health on August 6, 2020 to remain in effect until the earlier of December 31, 2020, or until such time as O.Reg 364/20, as amended, is revoked.

Moved by: Councillor French Seconded by: Councillor Jones

RESOLVED THAT staff seek direction and input from the Medical Officer of Health before re-enactment of the By-law, specifically whether the Medical Officer of Health recommends re-enactment; and

THAT staff follow up with the Town of Aylmer and the Municipality of Dutton Dunwich with respect to their position regarding the face covering requirements.

Recorded Vote

Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes

12 Page 11 January 12, 2021 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguѐre Yes Bayham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0

- Motion Carried.

9. CLOSED MEETING ITEMS

Moved by: Councillor Giguѐre Seconded by: Councillor French

RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2):

In-Camera Item #1

(d) labour relations or employee negotiations – CUPE Bargaining Mandate.

In-Camera Item #2

(c) a proposed or pending acquisition or disposition of land by the municipality or local board – Whites Station Operations Centre Building Condition Assessment Findings.

In-Camera Item #3

(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose – Phillmore Bridge.

In-Camera Item #4

Recorded Vote

- Motion Carried.

10. MOTION TO RISE AND REPORT

Moved by: Councillor French Seconded by: Councillor Ketchabaw

RESOLVED THAT we do now rise and report.

Recorded Vote

13 Page 12 January 12, 2021 Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguѐre Yes Bayham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0

- Motion Carried.

In-Camera Item #1 – CUPE Bargaining Mandate

Moved by: Councillor Jones Seconded by: Councillor Purcell

RESOLVED THAT staff proceed as directed.

Recorded Vote

- Motion Carried.

Councillor Martyn declared a conflict of interest regarding In-Camera Item #2. She was removed from the virtual meeting during discussion and abstained from voting on the matter.

In-Camera Item #2 – Whites Station Operations Centre Building Condition Assessment Findings

Moved by: Councillor Mennill Seconded by: Councillor Jones

RESOLVED THAT the report from the Director of Engineering Services be received; and THAT staff proceed as directed.

Recorded Vote

Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Abstain Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Giguѐre Yes Bayham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 1

- Motion Carried. 14 Page 13 January 12, 2021 In-Camera Item #3 – Phillmore Bridge

Moved by: Councillor Giguѐre Seconded by: Councillor Ketchabaw

RESOLVED THAT the report from the Director of Engineering Services be received; and THAT staff proceed as directed.

Recorded Vote

- Motion Carried. In-Camera Item #4 – Port Bruce Temporary Bridge and Boat Launch

Moved by: Councillor Mennill Seconded by: Councillor Jones

RESOLVED THAT the correspondence from Mr. Campbell and Baroudi Law on behalf of North Erie Marina be received; and THAT staff proceed as directed.

Recorded Vote

- Motion Carried.

11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE

Moved by: Councillor Martyn Seconded by: Councillor French

RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole.

Recorded Vote

Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes

15 Page 14 January 12, 2021 Malahide Dominique Giguѐre Yes Bayham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0

- Motion Carried.

12. CONSIDERATION OF BY-LAWS

12.1 By-Law 21-01 – Confirming all Actions and Proceedings

BEING a By-law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 12, 2021 Meeting.

Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell

RESOLVED THAT By-Law No. 21-01 be now read a first, second and third time and finally passed.

Recorded Vote

- Motion Carried.

13. ADJOURNMENT

Moved by: Councillor Purcell Seconded by: Councillor Jones

RESOLVED THAT we do now adjourn at 12:58 p.m. to meet again on January 26, 2021 at 9:00 a.m.

Recorded Vote

- Motion Carried.

Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden.

16 FUTURE OF SHORTLINE RAIL IN THE SOUTH CENTRAL ONTARIO REGION

17 Outline • Background Information • Issues region is currently facing • CN Notice of Discontinuance and Status • Past Shortline Operations & Plans • Opportunity to Encourage Rail Usage and Investment for Economic Development • Industrial Sites Along the Cayuga Line • Potential models of local ownerships/Review of other rail models • Letter of Intent • Business Case Development • Next Steps

18 Background Information

• Issues region is currently facing

• Strengths – Manufacturing base, Proximity to large population centres/US, Road/Airport/Rail/Port Infrastructure, Population growth, Agricultural Production/Diversity, Climate, etc.

• Weakness – Aging infrastructure, Lack of investment in transportation infrastructure (esp. rail, ports and airports), Lack of investment in 21st century infrastructure (connectivity), Climate, etc.

19 Background Information

• Issues region is currently facing

• Opportunities – Grow Advanced Manufacturing Supercluster, Take Advantage of new/revised trade agreements (USMCA, CETA, TPP), Increase Infrastructure investments (WOWC and local gov’t priorities)

• Threats - Pandemic Recovery, Aging workforce, Population growth below GTA levels, Loss of Infrastructure (Rail)

20 Status of CN Discontinuance

• CN Notice of Discontinuance • Published circa June 2020 • Response deadline for rail operators of August 24, 2020 • Status Update • Discontinuance process is on hold until 2021 • “Notice to Governments” phase to proceed in Q1 2021

21 Background Information – Discontinuance Section

CAYUGA LINE

22 Past Shortline Rail Operations

• Past Users • Future Transfer Co (Univar) • IGPC • International Beams • Wellmaster • Cayuga line rail volumes and operating costs • Estimated volume ~400 – 800 carloads per year • Estimated ~ 1 – 1.5 million operating costs

23 Opportunity to Encourage Rail Usage and Investment for Economic Development

• Discontinuance applies to 27.28 miles of the Cayuga Rail Subdivision from New Sarum to Courtland • Across Elgin, Oxford and Norfolk Counties with Elgin having the largest stretch followed by Norfolk and then Oxford • Through the urban areas of Aylmer and Tillsonburg and terminating in Courtland • Majority of lands travelled through are agricultural, BUT there are significant existing and future industrial lands along the line

24 Industrial Sites along the Cayuga Line

~Total ~Vacant Number of ~Occupied Number of Acreage Acreage Vacant sites Acreage Occupied Sites Norfolk County 305.29 98.8 9 206.49 25 *Delhi 79.44 30.8 8 48.64 13 Courtland 67.11 0 0 67.11 7 Middleton 158.74 68 1 90.74 5

Oxford County 609.71 458.8 8 150.91 10

Elgin County 171.21 95.81 6 75.4 10

Aylmer 155.31 42.79 4 75.4 10

Bayham 53.02 53.02 2 0 0

Total 1149 653.41 23 495.01 49

25 *Shortline has been officially discontinued Potential Models of Local Ownership - GJR

• Guelph Junction Railway owns 38.6 kilometres of track that runs from the Guelph Junction near Campbellville, Ontario to Guelph’s northwest industrial park. • GJR is governed by a shareholder declaration (sole shareholder is the City of Guelph) and day to day operations are managed by single fulltime-staff member. • Guelph Junction Railway has 10 customers and provides transloading services to local Guelph businesses. Materials commonly moved on the line include grain, plastics and lumber.

26 Potential Models of Local Ownership - BCRY

• The Barrie Collingwood Railway (BCRY) is owned by the City of Barrie and is currently contracting railway services/operation to CANDO Rail Services • Currently there are four industrial customers who use the BCRY, with average volumes of 220 carloads per year, commodities being transported along the line include bulk clays, chemical, industrial products and oversize structures.

27 Potential Models of Local Ownership - BOSR

• The Brampton-Orangeville shortline rail is a 60-kilometre rail line that lies between Orangeville and Mississauga.

2 • The Town of Orangeville is responsible for property taxes along the entire length of the line. • The Orangeville-Brampton Rail Access Group (OBRAG), which comprises the five customers on the line are responsible for track maintenance, upgrades, and compliance to Transport Canada Standards • Trillium (GIO) Railways is currently contracted to OBRAG as the rail operator • Currently the route is estimated to employ 422 employees on a combined payroll of $25 million.

28 LetterIndustrial of Intent withSties Shortline alongService the CayugaProvider Line

Shortline Service Provider • Lead collaborator with SCOR in the Cayuga Rail Subdivision Review Project • Lead development of a business case/feasibility study on the re- start of rail operations on the Cayuga Subdivision • Support or lead applications for funding in partnership with SCOR and private industry

29 Letter of Intent with Shortline Service Provider

South-Central Ontario Region EDC • Lead collaborator with shortline service provider and SCOR member counties/municipalities regarding the Cayuga Rail Subdivision Review Project • Responsible for maintaining relationship with shortline service provider and engaging with member municipalities • Providing administrative support and meeting coordination as needed • Act as a liaison with members and business representatives within the SCOR region • Support development of a business case/feasibility study on the re-start of rail operations on the Cayuga Subdivision • Support or lead applications for funding in partnership with members, shortline service provider and private industry

30 Letter of Intent with Shortline Service Provider

Town of Tillsonburg • Co-collaborator with shortline service provider and SCOR regarding the Cayuga Rail Subdivision Review Project • Act as a liaison with members and business representatives within the SCOR region • Support development of a business case/feasibility study on the re-start of rail operations on the Cayuga Subdivision • Support or lead applications for funding in partnership with members, shortline service provider and private industry

31 Business Case Development

Market Development Study • Preliminary efforts underway • Considering options to either do in-house or outsource (with funding) Advocacy • Rural Ontario Municipal Association (ROMA) • Infrastructure Canada • Ministry of Transportation (MTO)

32 Market Development Study – Funding

• Municipal Funding • Monetary contributions from local municipalities and rail users to support a market development study • Provincial Funding • Rural Economic Development (RED) program • Application being reviewed • Program anticipated to open (Dec 2020) • Once submitted anticipate 90-120 days for review/approval • Other Funding Options • Community Futures Organizations • National Trade Corridor Fund

33 NextNext Stepssteps

• Continued business case development • Continued Engagement with Economic Development Offices through SCOR’s Resource Advisory Group

• Bimonthly meetings

• Next Meeting February 4th

34 Next Steps

• Formally engage with impacted Counties • Discontinuance process

• “Support in principal”

• Further business case development

• Regional funding application?

35 FUTURE OF SHORTLINE RAIL IN THE SOUTH CENTRAL ONTARIO REGION

Contact: Kimberly Earls [email protected]

REPORTS OF COUNCIL AND STAFF

January 26, 2021

Council Reports – ATTACHED

Warden Marks – Xplornet Request for Letter of Support

Councillor Purcell – Terrace Lodge Redevelopment Project Budget (Walk-on)

Staff Reports – ATTACHED

Tree Commissioner/Weed Inspector – Quarterly Report, October – December 2020

Tree Commissioner/Weed Inspector – Year End Report 2020

Tree Commissioner/Weed Inspector – Clearing Exemption Application for Part Lots 7 & B, Range 1, North of Lake Road, Township of Southwold

Director of Engineering Services – Port Bruce Bridge & Boat Launch Removal Engineering Services Award

Director of Engineering Services – Administration Building – Council Chambers and Entrance Lobby Reception Renovation, and Elevator Decommissioning

Chief Administrative Officer – Council and Warden Policy Revisions

Chief Administrative Officer – Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan Update

Chief Administrative Officer – Elgin County Council Strategic Plan 2020-2022 – 2021 Council Work Plan

Chief Administrative Officer – Environmental Committee Mandate (Walk-on)

Chief Administrative Officer – Service Delivery Review – Recommendations and Priorities (Walk-on)

37 1

REPORT TO COUNTY COUNCIL

FROM: Tom Marks, Warden/Chair of Connectivity Committee

DATE: January 19, 2021

SUBJECT: Xplornet Request for Letter of Support

RECOMMENDATION:

THAT Elgin County Council consider the request from Xplornet for a letter of support for their application to the Universal Broadband Fund, as recommended by the Connectivity Committee.

INTRODUCTION:

Xplornet requested a letter of support from Elgin County Council for the organization’s application to the Universal Broadband Fund. The Connectivity Committee received a representative of Xplornet as a delegation at its meeting held on January 14, 2021. The Committee recommended referring the request to County Council for consideration as the Xplornet application is not due until early February.

DISCUSSION:

If approved, the Xplornet project will build hundreds of kilometres of new fibre, establishing a robust backbone for Xplornet’s 5G wireless broadband network, with existing sites in Elgin County connected to fibre. Once completed, this project will enable rural households in communities such as North Hall, Corinth, New Sarum, Iona Station and Crinan access to 1 Gbps fibre services, while those beyond the fibre path will be able to connect to 5G wireless broadband services up to 100 Mbps. Additionally, on Friday January 15, I received a request from North Frontenac Telecom Company to provide a letter of support for the company’s application to the Universal Broadband Fund Rapid Response stream. Because the application for this stream of funding was due at the end of the day on January 15, 2021, I consented to providing a

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letter of support for the project in the spirit of facilitating access to high speed broadband internet for the residents of our County. Access to fast, reliable broadband internet in Rural Elgin County has been a challenge we have been facing for over a decade. Finding a solution that will meet the needs of our residents is critical and is reflected both in the Council and Staff Action plans associated with Council’s Strategic Plan. Since its first meeting in September of 2020, the Connectivity Committee has been aggressively pursuing action through data collection, public engagement and industry feedback. The Committee has committed itself to working as quickly as possible to develop a ‘Made in Elgin’ solution to the challenges faced by our residents and exacerbated by the COVID-19 pandemic. New fibre installations in rural Elgin County take us one step closer to servicing all Elgin County residents and providing letters of support is one way that the Connectivity Committee and Elgin County Council can play a role in getting everyone in underserved areas connected.

FINANCIAL IMPLICATIONS:

There are no financial implications involved in providing a letter of support.

ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

☒ Ensuring alignment of ☒ Planning for and ☒ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ☐ Exploring different ☐ Fostering a healthy now and in the future. ways of addressing environment. community need. ☐ Delivering mandated ☒ Enhancing quality of programs and services ☒ Engaging with our place. efficiently and effectively. community and other stakeholders.

Additional Comments: Establishing a Connectivity Committee to develop a solution to rural connectivity challenges in Elgin was identified as a Council action item under Growing Elgin - Enhancing Quality of Place strategic priority.

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LOCAL MUNICIPAL PARTNER IMPACT:

None.

COMMUNICATION REQUIREMENTS:

Should Council wish, a letter will be sent to Xplornet supporting the company’s application to the Universal Broadband Fund.

CONCLUSION:

Xplornet has asked that County Council provide a letter of support for their application to the Universal Broadband Fund. Should Xplornet be successful they will be installing a fibre backbone network that will enable rural households in communities such as North Hall, Corinth, New Sarum, Iona Station and Crinan access to 1 Gbps fibre services and will boost wireless signals beyond the fibre path. The Connectivity Committee has referred this matter to Council for their consideration given the timing of the application.

All of which is Respectfully Submitted

Warden Tom Marks

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REPORT TO COUNTY COUNCIL FROM: Jeff Lawrence, Tree Commissioner/Weed Inspector

DATE: January 14, 2021 SUBJECT: Tree Commissioner/Weed Inspector Quarterly Report October – December 2020

RECOMMENDATION:

THAT the report titled “Tree Commissioner/Weed Inspector Quarterly Report October – December 2020” from the Tree Commissioner/Weed Inspector, dated January 14, 2021 be received and filed for information.

INTRODUCTION:

The following is a summary of activity related to the Elgin Woodlands Conservation By- Law for the period of October 1, 2020 to December 31, 2020 and weed inspection activity for the same period.

DISCUSSION:

Logging Activity/Applications to Harvest: A total of 18 applications to harvest were submitted from October 1, 2020 to December 31, 2020. Applications were filed by municipality as follows: West Elgin-4, Dutton/Dunwich-4, Southwold-2, Central Elgin-0, Malahide-3, and Bayham-5. The total volume for harvest was approximately 480 thousand board feet. The total forested area involved in these harvests was approximately 655 acres.

Applications for Woodland Clearings: Four (4) Council Exemption for Woodland Clearing applications were received between October 1, 2020 and December 31, 2020 for the clearing of approximately 3.89 hectares. Three of the applications are still in the public consultation phase of the review process. The remaining application to clear approximately 0.75 hectares in the

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Municipality of West Elgin was approved conditional upon adherence to the County No- Net Loss Policy. Weed Complaints, Orders and Updates: No weed complaints were received between October 1, 2020 and December 31, 2020.

Meetings/Workshops The Annual Meeting of the Tree By-law Enforcement Officers in Ontario was conducted virtually on November 18, 2020. Presentations included investigative data collection for filing charges with respect to tree cutting by-law infractions. Industry News: Forest Invasives – Trees and Shrubs European Buckthorn (Rhamnus cathartica) European Buckthorn is also known as common buckthorn and is very common in Ontario and throughout Elgin County. This small tree/large shrub thrives in disturbed soils, along forest edges and the understory of woodlots. Its black berries have a laxative effect on wildlife that aids in its dispersal. It can be identified by a thorn at the tip of most branches, and it tends to hold on to its leaves in the Fall much later than native trees and shrubs. European Buckthorn is listed as a noxious weed under the Weed Control Act in Ontario as it is identified as an alternate host for oat crown rust and for soybean aphids. Controlling this invasive is challenging as simply cutting it causes it to re-grow aggressively. Autumn Olive (Elaeagnus umbellate) Autumn Olive is very common in many areas of Ontario, including Elgin County. Although this shrub is only moderately shade tolerant, it is capable of surviving in a variety of soil conditions including acidic soils, can form very dense thickets that prevent native plants from growing and can increase the nitrogen content of soil. It is a prolific producer of edible red seeds and it can be readily identified by its silvery green leaves and thorns. Autumn Olive is also very challenging to control due to its aggressive re- growth after it has been cut. Tartarian Honeysuckle: (Lonicera tatarica) Tartarian Honeysuckle is another very common invasive shrub in Ontario and Elgin County and introduced to this area as a garden/landscape plant. It is capable of very rapid growth, high reproduction and an ability to outcompete native vegetation and take over the understory of woodlots. It is a deciduous, multi-stemmed shrub and at different stages in its growth cycle, it exhibits many similarities to native honeysuckles and other

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native shrubs. It can be identified by its hollow stems, and green leaves and red berries that hang on into the winter. Similar to other invasive shrubs, Tartarian Honeysuckle can grow back aggressively after it has been cut.

Norway Maple: (Acer platanoides) Norway maple is a medium-large tree commonly planted for landscape purposes in Ontario and Elgin County due to its tolerance to pollution and a variety of soil conditions. Although the leaf of Norway maple is similar to native sugar maple, it can be relatively easily identified by its milky sap. Many cultivars of Norway maple have been planted locally, including the Crimson King cultivar that maintain attractive burgundy leaves throughout the growing season. Norway maple is fast growing (for a tree) and is a prolific produce of seed. Many forested areas invaded by Norway maple have little understory or undergrowth as it forms a very dense canopy that inhibits growth of native trees and plants by completely blocking sunlight. Interested councillors can obtain additional information and find images of these forest invasives at the following websites: https://www.ontarioinvasiveplants.ca/wp- content/uploads/2016/06/OIPC_BMP_Buckthorn.pdf https://www.ontarioinvasiveplants.ca/wp-content/uploads/2020/10/AutumnOlive- BMP.pdf https://www.ontarioinvasiveplants.ca/wp- content/uploads/2016/06/OIPC_BMP_Honeysuckle.pdf http://oakvillegreen.org/resources/invasive-species-oakvilles-most-wanted/

FINANCIAL IMPLICATIONS:

None.

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ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

☐ Ensuring alignment of ☐ Planning for and ☒ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ☐ Exploring different ☒ Fostering a healthy now and in the future. ways of addressing environment. community need. ☒ Delivering mandated ☒ Enhancing quality of programs and services ☐ Engaging with our place. efficiently and community and other effectively. stakeholders.

LOCAL MUNICIPAL PARTNER IMPACT:

None.

COMMUNICATION REQUIREMENTS:

None.

CONCLUSION:

The above report details the activities of the Tree Commissioner/Weed Inspector for the period of October – December 2020.

All of which is Respectfully Submitted Approved for Submission

Julie Gonyou Jeff Lawrence Chief Administrative Officer Tree Commissioner/Weed Inspector

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REPORT TO COUNTY COUNCIL FROM: Jeff Lawrence, Tree Commissioner/Weed Inspector

DATE: January 14, 2021 SUBJECT: Tree Commissioner/Weed Inspector Year End Report 2020

RECOMMENDATION:

THAT the report titled “Tree Commissioner/Weed Inspector Year End Report 2020” from the Tree Commissioner/Weed Inspector, dated January 14, 2021 be received and filed.

INTRODUCTION:

The following is a summary of activity related to the Elgin Woodlands Conservation By- law and weed inspection activity for 2020.

DISCUSSION:

Logging Activity/Applications to Harvest: A total of 68 applications to harvest were submitted from January 1, 2020 to December 31, 2020. Applications were filed by municipality as follows: West Elgin 21, Dutton/Dunwich 9, Southwold 18, Central Elgin 5, Malahide 13, and Bayham 12. The total volume harvested was approximately 1.95 million board feet. The total forested area involved in these harvests was approximately 1500 acres.

Applications for Woodland Clearings: There were 7 applications received to clear portions of woodlands within the county in 2020, for a total area to be cleared of approximately 6.39 hectares (~15.7 acres). Five (5) of these applications were approved conditional upon conformity with Elgin County’s “No Net Loss” policy. Two clearings in West Elgin were approved for clearing approximately 1.9 hectare. One application was approved in Malahide for clearing

45 2

approximately 0.65 hectare and one application to clear approximately 0.75 hectare was approved in Dutton Dunwich. Three applications are still in the public consultation phase of the review process. Violations: Discussion with the landowner regarding non-compliance with court ordered reforestation following violations of the Elgin Woodlands Conservation By-law in 2015 resulted in updated court ordered reforestation orders.

Weed Complaints and Orders: A total of 12 complaints were received over the 2020 season. This number is consistent with those received in 2019. No Weed Destruction Orders were issued in 2020.

Meetings and Workshops: Due to COVID-19 restrictions, the annual Weed Inspectors Conference normally held in April was cancelled for 2020. The annual meeting of the Tree By-law Enforcement Officers was held virtually on November 18, 2020.

FINANCIAL IMPLICATIONS:

None.

ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

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LOCAL MUNICIPAL PARTNER IMPACT:

None.

COMMUNICATION REQUIREMENTS:

None.

CONCLUSION:

The above report details the activities of the Tree Commissioner/Weed Inspector for the 2020 calendar year.

All of which is Respectfully Submitted Approved for Submission

Julie Gonyou Jeff Lawrence Chief Administrative Officer Tree Commissioner/Weed Inspector Quarterly Report July – September 2020

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REPORT TO COUNTY COUNCIL FROM: Jeff Lawrence, Tree Commissioner/Weed Inspector

DATE: January 19, 2021 SUBJECT: Clearing Exemption Application for Part Lots 7 & B, Range 1, North of Lake Road, Township of Southwold

RECOMMENDATION:

THAT the Council Exemption for Woodlands Clearing conditional on the applicant planting 420 trees as per the “No Net Loss” policy be approved.

INTRODUCTION:

The Tree Commissioner received a Council Exemption for Woodlands Clearing Application from Ryan and Lane Walker requesting permission to clear 0.24 hectare (~0.59 acres) of woodland for the purpose of constructing a residence and accessory structure(s) on property located on Lake Line, on Part Lots 7 & B, Range 1, North of Lake Road in the Township of Southwold.

DISCUSSION:

The entire subject property is vegetated with a variety of vegetation types and includes a ravine with Significant Woodland along the south part of the property which extends onto adjacent properties. The proposed development envelope includes an area of mixed meadow and shrubs not regulated by Elgin County Woodlands Conservation By-law 05- 03, but does include approximately 0.24 hectare of mixed shrubs and trees subject to this application. The area proposed for clearing is outside of the identified Significant Woodland. The dominant tree species within the proposed clearing area is seedling White Ash and does include some smaller diameter Black Walnut. Current zoning for the property permits residential construction. Environmental Impact Screening (EIS) for Species at Rick (SAR) identified the proposed clearing area as Gray Dogwood Deciduous Shrub Thicket. The EIS further indicated four SAR bird species that could be associated with the wooded ravine to the south but do not typically use the Gray Dogwood Thicket Habitat. The EIS identified several large dead

48 2 cottonwood trees located approximately 27 metres south of the proposed clearing area that could be used by Red-headed woodpecker and/or as SAR bat habitat. These trees would be retained and the EIS recommends any tree removal be conducted outside of bat maternity roost season. As per the protocol in Woodlands Conservation Bylaw 05-03, letters were sent to all adjacent landowners and the property was posted 21 days in advance of the application being considered by Council. Comments were received from the Kettle Creek Conservation Authority and one abutting landowner. Kettle Creek Conservation Authority indicated that the area of proposed clearing is outside of the area regulated by the Authority through their hazard lands regulations. Comments received from an abutting landowner outlined a number of items that they would like considered during review of this application. A copy of their comments has been attached to this report. The applicant is willing to plant trees to compensate for those removed in order to meet Elgin County’s “No Net Loss” Policy. Replant location has not been predetermined, however if acceptable to County Council the applicant is willing to plant trees within vegetation “holes” on their property near or on the wooded ravine in an effort to reduce concerns associated with erosion. This planting could also extend onto neighbouring properties, pending permission from those neighbours.

FINANCIAL IMPLICATIONS:

None.

ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin Investing in Elgin

49 3

LOCAL MUNICIPAL PARTNER IMPACT:

None.

COMMUNICATION REQUIREMENTS:

None.

CONCLUSION:

Replanting according to the Elgin County’s “No Net Loss” Policy on the same property will ultimately: 1) Improve tree species diversity within the wooded area on the property; 2) Assist with slope stability.

All of which is Respectfully Submitted Approved for Submission

Julie Gonyou Jeff Lawrence Chief Administrative Officer Tree Commissioner/Weed Inspector

50 51 52 1

REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services Stephen Gibson, County Solicitor

DATE: January 14, 2021 SUBJECT: Port Bruce Temporary Panel Bridge & Boat Launch Removal Engineering Services Award

RECOMMENDATION:

THAT the report titled “Port Bruce Temporary Panel Bridge & Boat Launch Removal Engineering Service Award” from the Director of Engineering Services, dated December 3, 2020 be received and filed; and,

THAT the sole source provision of detailed design and contract administration engineering services associated with the Port Bruce Temporary Panel Bridge & Boat Launch Removal in the amount of $29,380.00 (excluding HST), be included as part of CIMA Canada Inc.’s ongoing Meeks Bridge Replacement engineering assignment previously awarded by Council on December 12, 2019.

INTRODUCTION:

Following the Port Bruce, Imperial Road bridge collapse and structure removal, a temporary bridge and boat launch were installed in 2018 to restore vehicular and active transportation movement across Catfish Creek. Impacts associated with the temporary bridge’s location and footprint prompted the need to install a temporary boat launch on Rush Creek Line. In advance of these temporary measures being installed, the County both obtained the required agency approvals from the provincial Ministry of Natural Resources and Forestry and Catfish Creek Conservation Authority and, where needed, acquired short-term jurisdiction over affected or required road allowances from Malahide (Township). In accordance with these approvals and acquisitions, the temporary facilities are required to be removed and the areas disturbed to be restored to pre- existing conditions after construction and opening of the replacement bridge on Imperial Road.

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This Report serves to detail the required additional engineering services and seek Council’s sole source award to include the required additional detailed design and contract administration engineering services scope of work as part of CIMA Canada Inc.’s ongoing Meeks Bridge Replacement engineering assignment.

DISCUSSION:

Following collapse of the Imperial Road (CR73) bridge over Catfish Creek on February 23, 2018, the County of Elgin with the support of the Township of Malahide installed a temporary modular panel bridge over Catfish Creek using the Bank Street / Dexter Line alignment, and a temporary boat launch into Catfish Creek off of Rush Creek Line. In accordance with the ‘Permission to Construct and Occupy’ Letter of Approval issued to the County from the provincial Ministry of Natural Resources and Forestry (MNRF), it is specifically noted that the temporary boat launch was permitted to occupy the bed of Catfish Creek for a period expiring June 28, 2021 or 30 days from the date the Imperial Road bridge was opened for public use, whichever date occurs first. The Ministry’s approval also requires the area disturbed to be restored to a neat and tidy condition to the satisfaction of the MNRF and CCCA prior to expiry of the term. Immediately following contract award by Council of the Imperial Road Port Bruce Bridge Replacement Project to Hayman Construction Inc. (HCI) on January 31, 2020, HCI commenced construction of a new steel girder bridge structure on February 18, 2020, and achieved substantial completion when the bridge was reopened to the public on December 18, 2020. As recommended in the Port Bruce Bridge Replacement Schedule ‘B’ Municipal Class Environmental Assessment (EA) prepared by K. Smart Associates Limited, and endorsed by Council on August 12, 2019, the temporary panel bridge will be relocated and repurposed later this year to replace the County’s existing Meeks Bridge structure constructed in 1900, located within the Township of Southwold and which crosses Kettle Creek. Such decision by Council also supports Meeks Bridge replacement schedule as detailed in the County of Elgin Bridge and Culvert 2019 Inspection and Assessment Report, prepared by Spriet Associates. At its meeting on December 12, 2019, County Council retained CIMA Canada Inc. (CIMA) to undertake a Schedule ‘B’ Municipal Class Environmental Assessment, preliminary engineering, detailed design, contract administration and inspection for the replacement of Meeks Bridge. Once the municipal class environmental assessment Project File was endorsed by Council on October 13, 2020, the Project File was placed on public record for the mandatory 30-day public review period, and the detailed design and tender document have achieved 90% completion to date. Given the required

54 3

temporary bridge relocation and removal effort synergies, staff is recommending that CIMA’s engineering scope of services be expanded to include the required detailed design, agency approvals, and contract administration necessary to realize the County’s MNRF temporary panel bridge and boat launch removal and restoration requirements. In separate recent consultation meetings with both MNRF and CCCA agencies, staff were advised that removal of the temporary panel bridge and boat launch is still expected. Staff have requested an extension of the MNRF’s Letter of Approval necessary to accommodate the aforementioned coordinated efforts for removal of the temporary facilities and remediation of affected lands, in respect of which request both agencies appear supportive. Deviation from the requirement to remove the temporary panel bridge and boat launch, including for purposes of creation of a passive launch for public use, is understood to require further agency consultation.

LEGAL COMMENT – REQUEST FOR NON-REMOVAL OF TEMPORARY LAUNCH TO FACILITATE PUBLIC USE AS A PUBLIC BOAT LAUNCH______The County Solicitor provides the following comments and recommendation against the request of the Port Bruce Ratepayers Association that Elgin County not remove the temporary launch and otherwise facilitate its conversion to public use as a passive boat launch: As Council is aware and as reflected above, Elgin County applied for and received permission from various regulatory agencies, principally the Ministry of Natural Resources and Forestry (MNRF), for construction and licensed use of a temporary launch by North Erie Marina to offset the requirement for restricted use of its private launch and as resulting from redirection of traffic to and over the temporary bridge. This arrangement was necessary since the installation and use of the temporary bridge was a municipal project in relation to which Elgin was and is required to mitigate against adverse effects. As noted above, a term of the permission to construct and use the temporary launch was the removal of the launch and remediation of regulated lands following construction of the replacement bridge on Imperial Road. After receiving requisite regulatory permissions, Elgin finalized arrangements with Malahide (Township) for assumption of road allowances and highways affected by the replacement bridge project, including but not limited to highways leading to and from the temporary bridge and, more relevant to the current issue, specifically including the road allowance upon which the temporary launch was eventually constructed. A critical term of the temporary jurisdiction arrangements was the commitment to return road allowances and/or highways to the local municipality in at least the same condition which existed on the date of assumption of jurisdiction – in respect of the road allowance upon which the temporary launch was constructed, this commitment

55 4

necessitates removal of the temporary launch and remediation of the affected lands to the previous condition. It is therefore noted that the obligation for removal of the temporary boat launch is expressly provided for or otherwise implicit in the following permits/agreements: 1. Permission to Construct and Occupy – MNRF; 2. Terms of Transfer of Road Allowance Jurisdiction – Malahide (Township); 3. Temporary Launch Licence Agreement – North Erie Marina. In addition to the formal arrangements/obligations identified above, it is noteworthy that Elgin County officials, including the County Solicitor, have repeatedly made verbal and written representations as to the temporary nature of and obligation/intention to remove the temporary launch following construction/opening of the replacement Imperial Road Bridge. The recipients of these representations include but are not limited to landowners neighbouring the temporary launch facility, owners/operators of marinas in Port Bruce, and attendees at the information session(s) conducted by Elgin in respect of the Bridge Replacement Project. Against the above legal comments, it is suggested that any Elgin decision not to remove the temporary launch and/or remediate affected lands will represent potential contraventions and/or violations of those commitments, representations, and agreements, attracting potential liability for any losses arising therefrom. In this regard, it is noted that Elgin has already received notices of potential claims from two individuals/entities in the event that the temporary launch was not removed and otherwise converted to the proposed passive launch for public use. It is further understood that, based upon staff inquiries, MNRF expects removal of the temporary launch in accordance with the terms of the original permission. A formal position in respect of the proposed conversion of the launch facility to public use has not been received from the local municipality but, as of the date of this Report, the obligation to remove the launch and remediate the affected lands prior to return transfer of jurisdiction to Malahide (Township) remains in effect. From a legal perspective, therefore, it is recommended that Elgin County Council respectfully decline the request of the Port Bruce Ratepayers Association for non- removal of the temporary launch facility and otherwise proceed with such removal and remediation of affected lands prior to return of road allowance jurisdiction to Malahide (Township) in satisfaction of existing commitments, obligations, and agreements. In making that recommendation, potential merit of the proposed public use of such a facility is not ignored – unfortunately, in unique circumstances of the matter at hand, the legal requirement for County compliance with the existing commitments, obligations, and agreements should and must prevail, particularly in the face of potential litigation and risk of liability.

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FINANCIAL IMPLICATIONS:

In the absence of a final detailed design associated with the Port Bruce temporary panel bridge and boat launch removal, staff is recommending the required additional detailed design and contract administration engineering services, in the amount of $29,380.00 (excluding HST), be included with CIMA’s Meeks Bridge Replacement engineering assignment, previously awarded by Council on December 12, 2019. Within the 2021 capital budget currently being considered by the Budget Committee, staff have allocated $250,000 to complete the required removals and restore site conditions to the satisfaction of MNRF and CCCA. If approved, the total value of CIMA’s combined detailed design and contract administration engineering assignments will be $248,157.50 (excluding HST), for an anticipated combined project construction estimate of $2,750,000 (inclusive of engineering).

ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

☒ Ensuring alignment of ☐ Planning for and ☒ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ☐ Exploring different ☐ Fostering a healthy now and in the future. ways of addressing environment. community need. ☒ Delivering mandated ☐ Enhancing quality of programs and services ☒ Engaging with our place. efficiently and community and other effectively. stakeholders.

LOCAL MUNICIPAL PARTNER IMPACT:

None.

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COMMUNICATION REQUIREMENTS:

As part of ongoing Imperial Road Port Bruce Bridge Construction Project communications, village residents, businesses, and directly impacted property owners will continue to be notified of the removal works in advance of work commencing.

CONCLUSION:

Following collapse of the Imperial Road (CR73) bridge over Catfish Creek a temporary modular panel bridge and boat launch was permitted for installation through an agreement with the provincial Ministry of Natural Resources and Forestry (MNRF) and permit approval from the Catfish Creek Conservation Authority (CCCA). The MNRF issued its Letter of Approval which permitted installation of the temporary boat launch, and requires its imminent removal. Combined with the temporary panel bridge planned to be relocated and repurposed in later this year to replace the County’s existing Meeks Bridge structure, staff is recommending that Council award the required additional temporary bridge and boat launch removal detailed design and contract administration engineering services to CIMA Canada Inc. in the amount of $29,380.00 (excluding HST), for inclusion as part of their ongoing Meeks Bridge Replacement engineering assignment.

All of which is Respectfully Submitted Approved for Submission

Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer

Stephen Gibson County Solicitor

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REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services Eugenio DiMeo, Manager of Corporate Facilities

DATE: January 19, 2021 SUBJECT: Administration Building – Council Chambers and Entrance Lobby Reception Renovation, and Elevator Decommissioning

RECOMMENDATION:

THAT the report titled “Administration Building – Council Chambers and Entrance Lobby Reception Renovation, and Elevator Decommissioning” from the Director of Engineering Services, dated January 19, 2021 be received and filed; and, THAT the provision of detailed design and contract administration architectural services for the proposed renovation of Council Chambers, the front lobby reception, and decommissioning of the existing elevators in the amount of $64,490.00 (excluding HST), be included as part of L360 Architecture’s ongoing Administration Building Accessibility Elevator Addition and Basement Public Accessibility Washroom Upgrades Project assignment previously awarded by Council on September 8, 2020.

INTRODUCTION:

The purpose of this report is to obtain Council’s approval to expand L360 Architecture Inc.’s existing Administration Building Accessibility Elevator Addition and Basement Public Accessibility Washroom Upgrades Project scope of architectural design and contract administration services to include the renovations of Council Chambers, the establishment of a designated front lobby reception service kiosk, and decommissioning of the existing elevators.

DISCUSSION:

County of Elgin staff has identified the need to increase the scope of architectural design and construction administration services currently being undertaken by L360 Architecture, to include additional renovations and enhancements at the County’s Administration Building. As proposed in the 2021 Capital Budget, technological

59 2

hardware modernization and space remodeling is proposed to be undertaken within Council Chambers. Further, in response to COVID-19 related building access and social distancing improvements, and in an effort to continually improve the customer service experience, staff has identified the opportunity to establish a designated front lobby reception service kiosk, utilizing Suite 149 last occupied by the Justice of the Peace presiding over Provincial Offences Court. In addition, decommissioning of the existing elevators following completion of the Administration Building Accessibility Elevator Addition and Basement Public Accessibility Washroom Upgrades Project is also required. In response to the aforementioned works to be staged and expected to commence in 2021, staff believes it would be both efficient and more cost effective to integrate these works as part of the Administration Building Accessibility Elevator Addition and Basement Public Accessibility Washroom Upgrades Project. Accordingly, staff recommends that L360 Architecture’s ongoing architectural design and contract administration project assignment expanded to include the additional works. In doing so, a more consistent, collaborative design and construction level of service will be realized throughout all distinct components of the project.

FINANCIAL IMPLICATIONS:

In 2020, County Council approved capital budget funds in the amount $2,580,000.00 for the Administration Building Accessibility Elevator Addition Project, and also successfully received grant application ICIP COVID-19 Resilience Infrastructure Stream funding in the amount of $100,000.00 to complete Basement Public Accessibility Washroom Upgrades. The proposed 2021 capital budget allocates a total of $650,000.00 to modernize Council Chambers, establish a designated front lobby reception service kiosk, and decommission the existing elevators. All design and construction management fees will be paid from these identified funds. The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Engineering1 $ 203,765.00 Construction $ 3,000,000.00 Net HST (1.76%) $ 56,261.70 County’s Total Projected Costs $ 3,260,026.70

Combined 2020/2021 Capital Budget $ 3,330,000.00

1Administration Building Accessibility Elevator Addition and Basement Public Accessibility Washroom Upgrades Project architectural design and contract

60 3

administration engineering service fees in the amount of $139,275 (excluding HST) were previously awarded to L360 Architecture by County Council at its September 8, 2020 meeting

ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

☐ Ensuring alignment of ☐ Planning for and ☒ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ☒ Exploring different ☒ Fostering a healthy now and in the future. ways of addressing environment. community need. ☒ Delivering mandated ☒ Enhancing quality of programs and services ☐ Engaging with our place. efficiently and community and other effectively. stakeholders.

LOCAL MUNICIPAL PARTNER IMPACT:

The new elevators, basement public accessible washroom upgrades, and a designated front lobby reception service kiosk will address significant challenges associated with the original Administration Building design, and provide an enhanced barrier-free customer service experience. Compliance with all applicable provincial codes, legislation and standards, will achieve the Accessibility for Ontarians with Disabilities Act’s mandate for an accessible Ontario by 2025. As the County’s Administration Building services all local municipal partners, building tenants, residents, tourists and visitors, the building upgrades will achieve the Act’s mandate.

COMMUNICATION REQUIREMENTS:

All Council, Staff and Administrative Building tenants will be advised of the Project and be provided construction progress updates throughout the duration of construction, including advance notice of any facility access or temporary service disruptions.

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CONCLUSION:

As identified in the proposed 2021 Capital Budget, staff is recommending that additional architectural design and construction administration scope of services associated with the renovation of Council Chambers, the establishment of a designated front lobby reception service kiosk, and decommissioning of the existing elevators being included in L360 Architecture’s ongoing Administration Building Accessibility Elevator Addition and Basement Public Accessibility Washroom Upgrades Project assignment. This combined scope of work will result in a more efficient and consistent design, and contract administration. Once completed, the project will comply with the Province’s Accessibility for Ontarians with Disabilities Act requirements for redeveloped public facilities.

All of which is Respectfully Submitted Approved for Submission

Brian Lima Julie Gonyou Director of Engineering Services Chief Administrative Officer

Eugenio DiMeo Manager of Corporate Facilities

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REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, CAO DATE: January 14, 2021 SUBJECT: Council and Warden Policy Revisions

RECOMMENDATION:

THAT the report titled “Council and Warden Policy Revisions” submitted by the Chief Administrative Officer, dated January 14, 2021 be received and filed; and

THAT Elgin County Council approve the Council Policy and Warden Policy as presented.

INTRODUCTION:

On January 12, 2021, Council consented to a number of amendments to the Council Policy and Warden Policy. Staff direction to include recommended revisions and seek Council approval for a final draft of the Council and Warden Policies was received.

DISCUSSION:

No additional updates, other than those presented to Council on January 12, 2021 have been included. An updated “final draft” Council Policy and Warden Policy are attached for Council’s consideration.

FINANCIAL IMPLICATIONS:

There are no financial implications associated with the proposed amendments as presented.

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ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

☒ Ensuring alignment of ☒ Planning for and ☒ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ☒ Exploring different ☒ Fostering a healthy now and in the future. ways of addressing environment. community need. ☒ Delivering mandated ☒ Enhancing quality of programs and services ☒ Engaging with our place. efficiently and community and other effectively. stakeholders.

LOCAL MUNICIPAL PARTNER IMPACT:

There is no direct impact to Local Municipal Partners as a result of the proposed amendments to Elgin County Council Policies Manual.

COMMUNICATION REQUIREMENTS:

To ensure transparency and accountability, any changes to Council and Warden policies are reviewed, debated, and approved by Council in open session.

CONCLUSION:

As directed by Council, the Council and Warden Policies are presented for Council’s review and approval.

All of which is Respectfully Submitted

Julie Gonyou Chief Administrative Officer

County of Elgin Elgin County Council Policies Manual ______

Subject: Warden and Council Policies Policy Number: 1.00 Date Approved: May 25, 2010 Date Last Revision: January 26, 2021 ______WARDEN

CELLULAR TELEPHONE/ELECTRONIC COMMUNICATION DEVICE

The Warden shall be provided with a cellular telephone/Blackberry or other electronic devise approved by Information Technology for business use. Personal use is subject to County Policy. The device shall be returned to Information Technology at the end of the Warden’s term.

CHAIN OF OFFICE/GOWN/LORD ELGIN WATCH

The Warden is authorized to use his/her own discretion as to whether the traditional Chain of Office, Gown, or Lord Elgin Watch will be worn at meetings of Council, other than at the time of election to Office, or other events or occasions as warranted.

CONVENTION/WORKSHOP/SEMINAR ATTENDANCE AND HOSPITALITY ROOMS

1. The Warden may attend any number of conventions/workshops/seminars or conferences, provided the said convention/conference/workshop/seminar is relevant to the business of the County and does not exceed budget allocations.

2. The Warden shall be paid the following rates for attending conventions/conferences/ workshops/seminars:

a) Registration fee, approved expenses and standard travel from St. Thomas to the convention site and return (see Schedule “A”), shall be paid at the same rate established for the use of personal vehicles for County business.

Whenever possible the Warden and delegates are encouraged to travel together in order to reduce costs.

County of Elgin Elgin County Council Policies Manual ______b) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited to the actual number of days that the convention has sessions listed which the delegate attends. c) A meal allowance of $75.00 per day will be paid ($15/breakfast; $20/lunch; $40/dinner), if meal is not otherwise provided or included in the registration, and limited to the actual number of days that the convention has sessions listed which the delegate attends.

d) Parking shall be reimbursed from receipts and limited to the actual number of days that the convention has sessions listed which the delegate attends.

e) Claim for reimbursement of expenses shall be made on approved claim form (see Schedule “B”). The Warden will be required to declare all meals that were provided or included in the registration. Reimbursement shall be made as soon as possible after receipt of claim but will coincide with the next scheduled cheque run.

f) If attending a virtual conference using his or her personal internet, the Warden may submit $5/hr for conference meetings attended virtually to offset internet costs.

ELECTION RECEPTION

The County will provide and pay half, and the Warden shall pay half, of the cost of a wine and hors d'œuvré reception after the Warden's Election each year. The County will also provide a Guest Book and purchase the liquor license. The Administrative Services Department will make the necessary arrangements for a wine and hors d'œuvré reception. Should a Warden wish another type of reception, the arrangements would be made by and costs borne by the Warden.

OFFICIAL STATEMENTS

Statements concerning official policies of County Council shall be released by the Warden only or a person named by the Warden (Chief Administrative Officer) to provide statements or information to the media. Senior staff are encouraged to provide timely responses to media inquiries by providing factual information, subject to freedom of information provisions, as requested and subject to the Chief Administrative Officer’s approval.

PHOTOGRAPH

After the Warden is elected, arrangements will be made for taking a photograph of the Warden in official attire. Two copies of the photograph will be purchased, one to be displayed in the

County of Elgin Elgin County Council Policies Manual ______Council Chambers and one to be given to the Warden. Copies will be supplied to the County in digital format for departmental use and for use by the media.

PROCLAMATIONS

Effective June 27, 1995, the practice of issuing proclamations is discontinued.

MEETING DEFINITION

A meeting is defined as a duly called Council meeting, Special Committee (including outside committees) or Sub-Committee meeting established to carry out the business of the Council, Committee or Sub-Committee. Occasionally, the Warden may designate a Councillor to meet with staff or to attend meetings on behalf of County Council. These meetings are to be kept to a minimum.

1. The following remuneration shall be paid to the Warden for attending meetings of the Council, committees/boards, and performing all other duties applicable to the Office: a) The Warden shall be paid an annual remuneration of, $71,246.40 (2020) to be paid monthly, with said stipend to include all meeting and incidental claims (telephone, paper, etc.) for all responsibilities including work associated with outside boards, meetings with ratepayers, etc. The above remuneration shall be automatically adjusted annually by the same percentage as is determined for non-union staff. b) In addition to the above remuneration, the Warden shall be paid the same rate for each kilometre necessarily travelled in attending meetings as established for the use of personal vehicles for County business and shall submit a monthly account to Administrative Services on the form provided (see Schedule “C”) and would receive payment on the next scheduled pay date. If attending a virtual Council or other virtual meeting in his or her capacity as Warden, the Warden may submit $5/hr for meetings attended virtually to offset internet costs. c) Monthly accounts for kilometres travelled for other than Council meetings shall be submitted to Administrative Services on the form provided (see Schedule “D”) and receive payment on the next scheduled pay date.

County of Elgin Elgin County Council Policies Manual ______COUNCIL

ASSET DISPOSAL

Periodically, equipment, furniture, supplies, materials and other County property (excluding land) will be deemed to be surplus and of no potential use for County purposes. The Asset Disposal Policy shall be followed in determining the disposition of property and is available upon request.

BEREAVEMENT

Flowers or a donation up to an amount of $100, as adjusted from time to time, will be sent, in the event of bereavement, for current Councillors, Department Heads, and their Spouses or Children; Past Councillors who served during the previous term; all Past Wardens and Past Department Heads; and Residents of County Homes. In addition, flowers or a donation may be sent to other persons who have had considerable dealings with the County, at the discretion of the Warden.

BUSINESS CARDS

Business Cards with the County Insignia/logo will be supplied to the Warden annually, denoting his/her year(s) as Warden, and to Councillors as requested.

CODE OF CONDUCT

A Code of Conduct has been established for the Warden, Council and Members of Outside Boards to establish guidelines for ethical and interpersonal standards of conduct (see Schedule "E").

COFFEE/REFRESHMENT

The County will purchase coffee or tea or other non-alcoholic refreshments for Council meetings and to be used by the staff in the Administration Building for business meetings.

COMMITTEE MEETINGS

All committee meetings shall be open to the public, except for Closed Meetings held in accordance with the Municipal Act or any other relevant Act. (see Section 9 of Council’s Procedural By-Law).

County of Elgin Elgin County Council Policies Manual ______CONVENTION ATTENDANCE

1. County Councillors shall be permitted to attend any convention/conference/workshop/ seminar in accordance with the established convention policy, provided the said attendance is relevant to the business of the County and is contained within approved budgetary limits.

2. Members of County Council shall be paid the following rates for attending conventions/conferences/ workshops/seminars.

a) The per diem rate, (currently $150) registration fee, approved expenses and standard travel from St. Thomas to the convention site and return (see Schedule “A”), paid at the same rate established for the use of personal vehicles for County business. If attending a virtual conference using his or her personal internet, Councillors may submit for $5/hr for conference meetings attended virtually to offset internet costs.

Whenever possible, Councillors are encouraged to travel together in order to reduce costs. b) The per diem rate of $150.00 (adjusted from time to time) shall be paid and limited to the actual number of days that the convention/conference/workshop/seminar has sessions listed which the delegate attends. c) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited to the actual number of days that the event has sessions listed which the delegate attends. d) A meal allowance of $75.00 per day will be paid ($15/breakfast; $20/lunch; $40/dinner), if a meal is not otherwise provided or included in the registration, and limited to the actual number of days that the convention has sessions listed which the delegate attends. The meal allowance is applied when staying at least one night, otherwise meals are reimbursed through receipt and actual cost. e) Parking shall be reimbursed from receipts and limited to the actual number of days that the convention has sessions listed which the delegate attends. f) Claims for reimbursement of expenses and per diem shall be made on approved claim forms (see Schedule “B”). Reimbursement shall be made as soon as possible after receipt of claim but will coincide with the next scheduled cheque run.

County of Elgin Elgin County Council Policies Manual ______g) The above provisions shall be subject to the payment of a maximum of $4,000.00 per member (excludes registration and travel), per calendar year, subject to adjustment from time to time.

CORRESPONDENCE

1. The deadline for correspondence is eight (8) days prior to a regular Council meeting. Correspondence received after the deadline may be forwarded to the Councillors by no later than the Friday preceding a regular Council meeting. Notwithstanding the deadline limitation, if an item must be dealt with due to an emergency situation or extreme time constraints, the item may be dealt with as an Addendum to the Council Agenda (see Section 8.2 of Council's Procedural By-Law).

2. No action will be taken on any unsigned and unsolicited correspondence received by County staff with said correspondence being destroyed immediately upon receipt.

COUNCIL PHOTOGRAPH

Arrangements will be made for taking the annual photograph of the Council, Department Heads and Seconds-In-Command. The photograph will be displayed in the hallway outside Council Chambers and a copy supplied to the Council and appropriate staff at no charge.

COUNCILLOR ORIENTATION

Following the election of a new Council, a general Orientation Session for new Councillors will be held. The orientation would cover Council procedures and departmental operations and include topics such as departmental organization and functions, introduction of key personnel, tours of facilities, etc.

COUNTY COUNCIL DRESS CODE

The following dress code for County Council Members and Officials was adopted on May 25, 2010 and became effective on December 1, 2010:

Council Members and Officials shall wear appropriate business attire for Council meetings (defined as semi-formal and not business casual – specifically dress shirt/blouse, jacket, dress pants or suit);

County of Elgin Elgin County Council Policies Manual ______Traditional attire shall be mandated at the Warden’s Election, the Warden’s Annual Banquet, the annual photo, and any other function as determined by the Warden. Members and Officials are also permitted to wear traditional attire at other functions, when not mandated by the Warden, at their discretion;

An allowance of up to $200 will be provided (with receipts) once per term to each Council Member and Official required to wear traditional attire at aforementioned times for the purchase of said attire;

The Warden, who by by-law is responsible for Council decorum, shall also enforce the dress code.

COUNTY CRESTS AND TIES

County Crests and Ties, supplied to Councillors and Officials, are expected to last at least four (4) years. Anyone requiring a replacement prior to the end of the term will be required to purchase it at actual cost. Staff members shall not be provided with a tie or crest until their probationary period has been fulfilled.

COUNTY RINGS

A gold County Wardens’ Ring may be purchased by Wardens, past and present, and a standard gold County Ring may be purchased by Wardens, County Councillors and staff, past and present, at their cost, each available in men’s and women’s sizes.

DISTRIBUTION OF LITERATURE FROM OUTSIDE AGENCIES

No person shall cause any printed matter to be circulated or posted on corporate property without obtaining the approval of the Department Head or the Chief Administrative Officer.

ELGIN MUNICIPAL ASSOCIATION

Past Wardens shall be recognized by the Elgin Municipal Association at the annual dinner meeting, and County Council shall provide complimentary tickets for the current Warden, Past Wardens and guest.

County of Elgin Elgin County Council Policies Manual ______ELECTRONIC DEVICES

1. An electronic device (i.e. laptop or tablet), as approved by Council, shall be supplied for conducting County business as determined by Information Technology and based on approved budgets.

2. Damaged and unrepairable equipment or lost electronic devices must be replaced – each member of Council is permitted one replacement per term at the County’s cost. Subsequent losses or damage shall be replaced at the Councillor’s or Warden’s cost.

3. Retiring Councillors will return said equipment to the County as soon as possible after completion/termination of their term for distribution to the new Councillors, or at the discretion of the Chief Administrative Officer, may be retained due to the age or condition of the equipment.

MEALS

Councillors and appointed officials shall be provided with a meal, when appropriate during Council meetings.

NAMETAGS

A nametag with the County Logo and the person's name and title will be supplied to the Warden, Council & Senior Staff.

PURCHASING

The Procurement Policy was established to standardize procedures to ensure fair and equitable practices for the procurement of all County goods and services and will be adhered to for all purchases made on behalf of the County. The Procurement Policy is available upon request.

REMUNERATION

A meeting is defined as a duly called Council meeting, Special Committee (including outside committees) or Sub-Committee meeting established to carry out the business of the Council, Committee or Sub-Committee. Occasionally, a Member designated by the Warden may be required to meet with staff or attend meetings on behalf of Council. These meetings are to be kept to a minimum and must have prior approval of the Warden.

County of Elgin Elgin County Council Policies Manual ______1. The following remuneration shall be paid to each Member of County Council, for attending meetings of the Council and committees thereof:

a) County Councillors shall be paid an annual honorarium of $26,093.52 (2020) to be paid monthly, with said stipend to include all meeting and incidental claims (telephone, paper, etc.) for all responsibilities including work associated with outside boards, meetings with ratepayers, etc. The above remuneration shall be automatically adjusted annually by the same percentage as is determined for non-union staff.

b) In addition to the above remuneration, each Member shall be paid the same rate for each kilometre necessarily travelled in attending meetings as established for the use of personal vehicles for County business. If attending a virtual Council or other virtual meeting in his or her capacity as County Councillor, the Member may submit $5/hr for meetings attended virtually to offset internet costs.

c) Members of Council will record their kilometres travelled or virtual meeting expenses for attending Council and other approved meetings on the form provided (see Schedule “D”) and submit said record to the Administrative Services at the final Council meeting of each month, thereby being paid once a month on the next scheduled pay date.

d) Councillors attending a function as “Deputy Warden” shall be paid kilometres travelled at the same rate established for the use of personal vehicles for County business.

e) Councillors are permitted to claim kilometres travelled for attendance at ceremonial functions (i.e. official openings and sod turnings).

f) Separate per diems for attending outside board meetings (i.e. Board of Health) shall not be permitted since the monthly honorarium is designed to cover these obligations.

REPORTS

All reports to Council will be presented by the author or alternate and shall include a recommendation for Council’s consideration.

RESOLUTIONS

1. Where a resolution is endorsed, a reply is sent to the originating body only, regardless of the request for copies to be sent to others.

County of Elgin Elgin County Council Policies Manual ______2. Where a resolution is filed or not endorsed, no reply is sent, it being felt that no response will indicate non-support.

3. In the event Council wishes copies of resolutions, etc., sent to other than the originating body, direction to this effect is incorporated into the recommendation.

RETIREMENT GIFT

Every retiring County Councillor shall receive a desk pen set or other suitable commemorative item with the County Crest affixed and a suitable plaque indicating the term held on Council.

WARDEN'S RECOGNITION

a) Council shall host an annual banquet or recognition evening at which the Warden and spouse/guest shall be recognized for their achievements and contributions during the year.

b) The banquet shall be arranged and conducted by the members of the Social/ Entertainment Committee with participation in the programme by each County Councillor.

c) The timing of the banquet shall be near completion of the term as Warden (early November).

d) The Warden may determine the location of the banquet if so desired; otherwise the Social/Entertainment Committee shall decide in consultation with the Warden.

e) The Warden may invite up to 26 family members and guests as complimentary. Additional invitations shall be at the cost of the Warden and paid at the per ticket cost as determined by the Social/Entertainment Committee.

f) Past Wardens and Visiting Dignitaries shall be invited as complimentary guests. Other guests may be invited as complimentary as determined by the Social/ Entertainment Committee in consultation with the Warden.

g) A recognition gift at a cost of up to $500 shall be chosen by the Warden or a watch with suitable engraving and a silver tray with suitable engraving and shall be purchased by the Social/Entertainment Committee.

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REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: January 19, 2021 SUBJECT: Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan Update

RECOMMENDATION:

THAT the January 19, 2021, report titled, Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan Update, submitted by Julie Gonyou, CAO, be received and filed for information.

INTRODUCTION:

The Ontario government requires that all municipalities prepare and adopt a Community Safety and Well-Being (CSWB) Plan as outlined in Bill 175 – The Safer Ontario Act1. Legislative amendments related to Community Safety and Well-Being (CSWB) planning came into force on January 1, 2019, as an amendment to the Police Services Act, 1990 (PSA). Due to the efforts required to respond to the COVID-19 pandemic, the Ontario government has extended the deadline for municipalities to complete and adopt a CSWB Plan to July 1, 20212. Municipalities have a leadership role in identifying their local priority risks in the community and addressing these risks through evidence-based programs and strategies, focusing on social development, prevention and risk intervention. The Town of Aylmer, County of Elgin and City of St. Thomas are taking a holistic approach to CSWB planning, and planning for a joint Aylmer-Elgin-St. Thomas CSWB Plan is well underway.

1 https://www.ontario.ca/laws/statute/s18003 2 Coronavirus (COVID-19) Support and Protection Act22020 amended the Police Services Act, S.O. 2019 to prescribe a new deadline for the completion and adoption of CSWB plans.

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DISCUSSION:

The Aylmer-Elgin-St. Thomas CSWB Plan will set out how partners across different sectors can work together to make our community a safer, more inclusive community where all residents thrive. CSWB planning recognizes that complex risks to safety and well-being cannot be addressed in isolation by any one organization, agency or sector. The goal of this process is to achieve greater coordination and collaboration on issues and situations before they escalate.

CSWB Goals: The Goals of the Aylmer-Elgin-St. Thomas Community Safety and Well-Being Plan are to:

• Engage citizens, businesses, agencies and organizations in making Elgin, Aylmer and St. Thomas healthier for all; • Increase our understanding of local risk factors; • Reduce demand for emergency response and acute care; • Ensure individuals are receiving the right response at the right time by the right service provider; • Increase the reputation of Elgin, Aylmer and St. Thomas as a safe and healthy community in which to live, work and play; and • Increase the community’s sense of pride.

Leadership: The County of Elgin has been designated to lead this collaborative planning process with a Coordinating Committee and Advisory Committee. Jennifer Kirkham (Mischevious Cat Productions) has been hired to support the plan development in our community.

Coordinating Committee Members

• Chief Administrative Officers from the County of Elgin and Town of Aylmer • City Manager – City of St. Thomas • Mayors from the Town of Aylmer and City of St. Thomas • Councillor (Elgin County) • Councillor (City of St. Thomas) • Police Chiefs – Aylmer Police Service and St. Thomas Police Service • Additional leadership and support: Elgin County Legislative Services Coordinator (Carolyn Krahn)

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Advisory Committee Members The Advisory Committee is comprised of over 20 organizations, representing various sectors including community agencies, emergency and police services, social service providers, and local government. Multi-sector collaboration is a key factor in our community’s CSWB planning process. Existing planning tables and groups with multi- sectoral representation and mandates have been supportive of this process.

PLAN DEVELOPMENT:

The Community Safety and Well-Being Plan work is being guided by the Province’s Community Safety and Well-Being Framework3 (“Framework”).

Requirements: A CSWB Plan must include the following core information:

3 https://www.mcscs.jus.gov.on.ca/english/Publications/MCSCSSSOPlanningFramework.html

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• Local priority risk factors that have been identified based on community consultations and multiple sources of data, such as Statistics Canada and local sector-specific data; • Evidence-based programs and strategies to address those local priority risk factors; and • Measurable outcomes with associated performance measures to ensure that the strategies are effective and outcomes are being achieved.

Four (4) Phases Planning for a CSWB Plan has been ongoing since March 2020. The planning process includes four (4) Phases:

Phase 1: Project Planning and Onboarding • Kick off meeting with the Coordinating Committee • Introductory email and video for the Advisory Committee

Phase 2: Research and Asset Mapping

• Data package • Inventory of existing planning tables

Phase 3: Community Engagement (ongoing) • Advisory Committee Online Discussion Forum • Advisory Committee Survey • Data walk session with the Advisory Committee • General public survey (Open July 27 – December 4, 2020; 429 responses – 4.72 confidence interval) • Interviews with the Ontario Health Team, Elgin Community Foundation

Phase 4: Plan Development (currently underway)

• Identify areas of focus for the Plan • Review community assets • Identify strategies • Set measurable outcomes • Performance measurement framework

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Community Safety and Well-Being Elements The public and community partner surveys asked questions about the following elements of Community Safety and Well-Being (*):

• Criminal Activity • Mental Health Issues • Discrimination, Marginalization • Mobility Safety and Racism • Physical Health Issues • Education and Skills • Social Behaviours Development • Social Environment • Employment • Social Support • Emotional Violence • Street Violence and Gang Issues • Family Support • Substance Use and Addiction • Financial Security • Transportation • Housing Security • Victimization • Internet Access and Digital Literacy (*) note: survey respondents were provided with a definition of each element

Preliminary Identification of Community Priorities4 Top Priorities for the Aylmer-Elgin-St. Thomas CSWB Plan identified through the public survey are: 1. Mental Health Issues 2. Education and Skills Development 3. Substance Use and Addiction 4. Criminal Activity 5. Housing Security 6. Employment Community Partners identified the following Top Priorities: 1. Housing Security 2. Mental Health Issues 3. Substance Use and Addiction 4. Poverty and Income Security 5. Regional Economy

4 Responses are available by community and survey response summary is available on the County’s CSWB landing page www.elgincounty.ca/CSWB. Meeting minutes, agendas and additional information about the CSWB Plan can be accessed on the County’s website as well.

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6. Primary Care/Physical Health

Next Steps in the CSWB Plan Development The Advisory Committee and Coordinating Committee will conduct a comprehensive review of the priorities identified by community partners and the general public, along with the strategies/initiatives that are currently underway in our community. It is anticipated that the insights and ideas shared by community partners and the general public will inform the context of the plan and will identify any gaps in services or resources available in our community. As well, this information will be used to help build the strategies and actions for the plan.

FUNDING IMPLICATIONS:

The following list includes Provincial and Federal funding opportunities5 that could be leveraged to support the implementation of the Aylmer-Elgin-St. Thomas CSWB Plan.

Provincial Funding Opportunities • Safer and Vital Communities (SVC) Grant; • Proceeds of Crime – Front Line Policing (POC-FLP) Grant; • Community Safety and Policing (CSP) Grant • Youth Collective Impact Program • Youth Opportunities Fund • Community Homelessness Prevention Initiative • Civil Remedies Grant Program • Seniors Community Grant Program • Ontario Trillium Foundation

5 Note: Timing for call-for-applications and eligibility criteria has not yet been reviewed.

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ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

☒ Ensuring alignment of ☒ Planning for and ☒ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ☒ Exploring different ☒ Fostering a healthy now and in the future. ways of addressing environment. community need. ☒ Delivering mandated ☒ Enhancing quality of programs and services ☒ Engaging with our place. efficiently and community and other effectively. stakeholders.

Additional Comments: The CSWB planning process aligns with Elgin County Council’s 2020-2022 Strategic Plan and associated Action Plan.

LOCAL MUNICIPAL PARTNER IMPACT:

As prescribed in legislation, every municipal Council shall prepare, and by resolution, adopt a CSWB plan. The same process must be followed for a joint CSWB Plan (i.e. every municipality involved must pass a resolution to adopt the joint plan). The Coronavirus (COVID-19) Support and Protection Act, 2020 amended the Police Services Act by prescribing a new deadline for the completion and adoption of CSWB Plans. The new deadline for municipalities to prepare and adopt a CSWB Plan is July 1, 2021.

The PSA includes regulatory requirements for municipalities related to the publication of their CSWB plans. These requirements include:

• Publishing a CSWB Plan publicly (website) within 30 days after adopting it; • Making printed copies of the CSWB Plan available for review by anyone who requests it; • Publishing the plan in any other manner or form the municipality desires.

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New legislation identifies that a municipality is required to provide the Minister of Community and Correctional Services with any prescribed information related to (upon request):

• The Municipality’s CSWB plan, including preparation, adoption or implementation of the plan; • Any outcomes from the municipality’s CSWB plan; and • Any other prescribed matter related to the CSWB plan6.

COMMUNICATION REQUIREMENTS:

A copy of this report will be provided to all Local Municipal Partner CAOs for distribution to their Councils, as appropriate.

CONCLUSION:

The implementation of a CSWB Plan will mark a shift in focus from a reactive, response-based approach to incidents to a more predictive, holistic approach to community safety.

All of which is Respectfully Submitted

Julie Gonyou Chief Administrative Officer

6 Note: Additional requirements related to monitoring CSWB plans may be outlined in regulation in the future.

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REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, CAO DATE: January 20, 2021 SUBJECT: Elgin County Council Strategic Plan 2020- 2022 – 2021 Council Work Plan

RECOMMENDATION:

THAT the January 20, 2021 report titled, Elgin County Council Strategic Plan 2020-2022 – 2021 Council Work Plan, submitted by Julie Gonyou, CAO, be received and filed; and

THAT Council approve the 2021 Council Work Plan to support the Strategic Plan 2020- 2022.

INTRODUCTION:

Council continued its work on the 2020-2022 Strategic Plan at a planning session held on January 20, 2021. At this meeting, Council developed a 2021 Council Work Plan with associated timelines. The purpose of this report is to seek Council’s approval of its 2021 Work Plan.

DISCUSSION:

Council’s Strategic Plan is a roadmap that aligns efforts and resources in a way that supports Elgin County to be the best County it can be. In 2020, Elgin County Council endorsed its 2020-2022 Strategic Plan as well as a Work Plan developed by Management Team in support of Council’s priorities.

At its planning meeting on June 19, 2020, Council drafted a 2020 Council Work Plan to support its strategic priorities. Council reviewed and approved this work plan at its meeting held on July 14, 2020 and spent the remainder of the year working towards the completion of the actions contained within.

Council held a planning meeting on January 20, 2021 to review progress related to the actions contained within the 2020 plan and to identify actions for 2021.

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The attached 2021 Council Work Plan is the result of this planning meeting.

FINANCIAL IMPLICATIONS:

There are no direct financial implications associated with the approval of the 2021 Council Strategic Work Plan.

ALIGNMENT WITH STRATEGIC PRIORITIES:

Serving Elgin Growing Elgin Investing in Elgin

☒ Ensuring alignment of ☒ Planning for and ☒ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, resources, and need. and agricultural growth. infrastructure to deliver programs and services ☒ Exploring different ☒ Fostering a healthy now and in the future. ways of addressing environment. community need. ☒ Delivering mandated ☒ Enhancing quality of programs and services ☒ Engaging with our place. efficiently and community and other effectively. stakeholders.

LOCAL MUNICIPAL PARTNER IMPACT:

There is no direct impact to Local Municipal Partners.

COMMUNICATION REQUIREMENTS:

A copy of Council’s 2021 Work Plan will be posted on the County of Elgin’s website on the strategic plan page.

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CONCLUSION:

Council remains committed to working towards the completion of the actions contained within the 2021 Work Plan with the goal of achieving the objectives contained within the Elgin County 2020-2022 Strategic Plan.

All of which is Respectfully Submitted

Julie Gonyou Chief Administrative Officer

Elgin County Council 2021 Work Plan

Strategic Priorities and Objectives 2021 Actions Timelines Goals Ensuring alignment of current Prioritize the recommendations from the Service programs and services with Q1 Delivery Review and select areas of focus for 2021 community need Remain current about priority projects/needs in Exploring different ways of each local municipal partner and identify the role of Ongoing addressing community need the County, if any Hold an annual meeting with local municipal partner Q1 Serving Elgin Councils and the City of St. Thomas To re-design how we CAO and Warden visit each local municipal partner Q3 respond to community Council need in a creative, Provide input into and participate in current Ongoing sustainable way. Engaging with our community provincial modernization initiatives and other stakeholders Attend and support Public Information Centres for Ongoing community- specific, County projects Promote engagement in the update to the Official Q4 Plan Promote engagement in the development of the 2022 Transportation Master Plan Explore opportunities to facilitate and promote Q1 development (i.e. debt, development charges,

Growing Elgin Planning for and facilitating incentives, taxation, etc.) commercial, industrial, To be the place where Review, evaluate, and determine whether to residential, and agricultural Q2 people want to live, continue to invest in the Community Improvement growth work, and play. Program (CIP) Support COVID-19 recovery for our taxpayers Ongoing

86 Strategic Priorities and Objectives 2021 Actions Timelines Goals Ensure local municipal partners’ Official Plans align Ongoing with the County’s Official Plan Review and approve the Community Safety and Q2 Fostering a healthy Well-Being Plan environment Clarify the mandate of the Environmental Advisory Q1 Committee Review, approve and fund recommendations from Enhancing quality of place Q1 the Connectivity Committee Ensuring we have the necessary Review and approve an update to the Official Plan Q4 tools, resources, and Review and approve a Transportation Master Plan 2022 infrastructure to deliver Investing in programs and services now and Support the Terrace Lodge fundraising Q4 Elgin in the future Develop and deliver key talking points/narrative To make responsible Q1 + ongoing financial decisions. Delivering mandated programs about decisions and the future and services efficiently and Support, fund and enable the implementation of the Q1 + ongoing + effectively selected Service Delivery Review recommendations 2022

87 CORRESPONDENCE – January 26, 2021

Items for Information – (Attached)

1. SWIFT with their Monthly Project Update for December 2020.

2. Oxford County with a Letter regarding the “Zorra School Retention Plan.”

88 Sunday, January 17, 2021 at 09:49:04 Eastern Standard Time

Subject: SWIFT Monthly Project Update - December 2020 Date: Sunday, January 17, 2021 at 9:48:35 AM Eastern Standard Time From: Barry Field To: DG-SWIFT Board, DG-WOWC CAOs, DG ContribuPng CAOs CC: Deb FawceS, Melissa O'Brien ADachments: 200.04.011.v1.0 Monthly Dashboard - December 2020.pdf, image001.png, image002.png, image003.png, image004.png, image005.png, SWIFT Monthly Project Update - December 2020.pdf

SWIFT Board Members and CAOs,

Please see the attached monthly project update for December 2020. Any information in this report is not deemed confidential and can be shared with your respective municipalities as you see fit. ------

All report data is as at December 31, 2020

Phase 2 Status Procurement All contracts executed; implementation is underway. Implementation Implementation underway and progressing well with one major delay to report NOR_EXE_06 (Long Point) is expected to be delayed by 11 months due to environmental permitting issues. SWIFT and Norfolk County are working with Execulink to help expedite the permitting process where possible. The ISP has redirected resources to other SWIFT projects in order to bring them in ahead of scheduled and

89 Page 1 of 4 compensate for the delay in Long Point. Construction started/underway in 9 of 12 projects. 198 kilometres of fibre construction has been completed to date 3,761 premises passed to date 1,722 premises serviceable to date See attached Monthly Dashboard for details for each project.

Phase 3 Status Procurement RFP RFP Evaluation PAC Contracts Projects Municipality Issued Closed Complete Approved Executed Announced Dufferin ✓ ✓ ✓ ✓ ✓ ✓ Caledon ✓ ✓ ✓ ✓ ✓ ✓ Oxford ✓ ✓ ✓ ✓ ✓ ✓ Grey ✓ ✓ ✓ ✓ ✓ ✓ Essex ✓ ✓ ✓ ✓ ✓ ✓ Windsor ✓ ✓ ✓ ✓ ✓ ✓ Bruce ✓ ✓ ✓ ✓ ✓ ✓ Simcoe ✓ ✓ ✓ ✓ ✓ ✓ Waterloo ✓ ✓ ✓ ✓ ✓ ✓ Niagara ✓ ✓ ✓ ✓ ✓ TBD Brant ✓ ✓ ✓ ✓ ✓ TBD Middlesex ✓ ✓ 12-Jan-21 19-Jan-21 04-Feb-21 TBD London ✓ ✓ 12-Jan-21 19-Jan-21 04-Feb-21 TBD Chatham- ✓ ✓ Kent 12-Jan-21 19-Jan-21 04-Feb-21 TBD Perth 08-Jan- ✓ 21 29-Jan-21 18-Feb-21 11-Mar-21 TBD Elgin 15-Jan- ✓ 21 05-Feb-21 18-Feb-21 11-Mar-21 TBD Huron 22-Jan- ✓ 21 12-Feb-21 04-Mar-21 25-Mar-21 TBD Implementation Implementation underway and progressing well with no major delays to report Construction started/underway in 5 of 53 projects 17 kilometres of fibre construction has been completed to date 124 premises passed to date 0 premises serviceable to date See attached Monthly Dashboard for details for each project.

Financial/Spending Update Private Sector contributions have increased by $35.6 from budgeted amount (based on first 12 complete procurements announced to date). SWIFT+ contributions of $3.8M received (Lambton County and Dufferin County) in order to facilitate the award of an additional projects in those counties. Total project funding increased from $209M to $248M as a result. Note: Federal and Provincial contribution are ‘up to’ amounts and will depend on the results of the Phase 3 procurements.

90 Page 2 of 4

Issues and Risks Municipal Loan Guarantee $27.5M short-term bridge financing required in order to fund gap between SWIFT’s requirement to pay ISPs per the Construction Act and anticipated reimbursement of claims. SWIFT’s current Phase 2 financing agreement with TD Bank is being extended to cover Phase 3. Municipal guarantees are required to guarantee the overall loan and 100% participation is required or else there will be a shortfall the overall loan available. TD Bank and SWIFT have executed the Demand Operating Facility Agreement. Municipal guarantee letters have been provided by TD Bank and are being sent to each municipality (completion targeted for February 2021). COVID-19 COVID-19 remains a risk for the SWIFT project Need to keep an eye on potential supply chain issues.

Communications Update To-date SWIFT has announced nearly $175M in projects, including 2,630 Fibre KMs and more than 44,140 premises passed. 8 project areas still to be announced, including: Brant County Niagara Region Chatham-Kent Middlesex County City of London Perth County

91 Page 3 of 4 Elgin County Huron County All open RFPs (Elgin/Huron) will be closed by the end of January 2021 and we anticipate having all contracts signed for the remaining project areas by mid to late March. Selected and approved projects for the remaining RFPs will be announced by the province on a rolling basis once SWIFT has completed its evaluation assessment, negotiated contracts and awarded funding to projects that scored the highest based on the evaluation process. Installations/connections have now been made in both Wellington County and Norfolk County as a result of SWIFT funding and we anticipate many more residents will be brought online throughout the project region in the upcoming months as providers begin to turn up services as construction progresses. • Recent Announcements: o SWIFT Announces Broadband Expansion Plans for Waterloo Region o SWIFT Announces Windsor Broadband Project o SWIFT Projects Continue to Move Forward in Lambton County o SWIFT Announces $41.1 Million in Broadband Upgrades for Simcoe County o $4.3 Million SWIFT Project Now Underway In Grey County

Please let me know if you have any questions or concerns.

Regards,

Barry Field Executive Director Southwestern Integrated Fibre Technology C: 519.319.1112 789 Broadway Street, Wyoming, ON N0N 1TO www.swiftruralbroadband.ca

92 Page 4 of 4 SWIFT Project Dashboard Dec-20 Report Date: 31-Dec-20

Premises Passed Fibre Road KMs Milestone 1 (Design) Construction Start Milestone 2 (Construction) Milestone 3 (In- Service) Funding Status e % l Pro jects County Area Pro ject Value Notes Planned Complete Serv iceab le Planned Comp lete Contract Forecast Actua l Contract Forecast Actua l Contract Forecast Actua l Contract Forecast Actua l Complete Tota l* Invo iced Remaini ng Issues Scope Schedu PHASE 2 LAM_03_BKTEL Lambton Petrolia 578 0 0 155.1 0 15-Oct-20 05-Nov-20 05-Nov-20 01-Apr-21 01-Apr-21 30-Nov-22 30-Nov-22 31-Dec-22 31-Dec-22 12.0% $ 3,325,097 $ 3,835 $ 3,321,262 $ 5,969,277 LAM_07_COG Lambton St.Clair Township 1769 279 0 115.1 0 31-Jul-20 15-Jan-21 15-Jan-21 01-Jan-21 21-Oct-20 21-Oct-20 30-Nov-21 30-Nov-21 31-Dec-21 31-Dec-21 48.0% $ 2,248,732 $ 19,061 $ 2,229,671 $ 5,002,264 - Amendment #1 completed and sent for approval - Milestone #1 Report complete LAM_08_EXEC Lambton Highland Glen 991 0 0 50.4 0 21-Dec-20 12-Nov-20 12-Nov-20 18-Jan-21 09-Nov-20 16-Nov-20 20-Jun-21 15-Feb-21 18-Jul-21 15-Mar-21 27.0% $ 1,482,991 $ - $ 1,482,991 $ 2,196,379 - Lakeshore to Townsend has pipe plowed. North section to be started early January

LAM_09_EXEC Lambton Kettle Point 1032 1032 0 35.1 35 16-Mar-20 19-Aug-20 16-Sep-20 13-Apr-20 13-Jul-20 13-Jul-20 03-Dec-20 28-Feb-21 31-Dec-20 31-Mar-21 80.0% $ 1,843,336 $ - $ 1,843,336 $ 2,730,067 - Execulink working with Our Ponderosa RV Resort to confirm details and obtain official sign-off (anticipated early 2021) - 1st customer hook-up scheduled for early February 2021 LAM_10_EXEC Lambton Bosanquet 202 0 0 81.5 0 10-May-21 10-May-21 07-Jun-21 07-Jun-21 03-Dec-21 03-Dec-21 31-Dec-21 31-Dec-21 0.0% $ 1,150,899 $ - $ 1,150,899 $ 1,704,535 NOR_03_EXEC Norfolk Turkey Point 905 905 905 32.4 32 14-Jan-20 26-Jun-20 26-Jun-20 15-Jan-20 11-Feb-20 11-Feb-20 03-Dec-20 28-Feb-21 31-Dec-20 31-Mar-21 90.0% $ 1,383,446 $ 1,015,860 $ 367,586 $ 2,123,731 - First customer hook-up completed in the town of Turkey Point on October 19th NOR_06_EXEC Norfolk Long Point 926 0 0 24.5 0 23-Sep-20 01-Jun-21 21-Oct-20 01-Sep-21 31-Jan-21 12-Dec-21 28-Feb-21 31-Jan-22 2.5% $ 1,272,159 $ - $ 1,272,159 $ 1,952,894 - Delay in obtaining environmental permits - Discussions between SWIFT, Norfolk County, and ISP are in-progress to find a suitable solution to address the permit delay NOR_12_ROG Norfolk Wilsonville 2116 345 130 86.6 33 17-Oct-20 03-Dec-20 03-Dec-20 30-Jun-20 15-Jul-20 15-Jul-20 05-Jul-21 05-Jul-21 18-Aug-21 18-Aug-21 35.0% $ 2,873,449 $ 10,389 $ 2,863,060 $ 7,669,911 - 130 premises In-Service in Dec 2020

WEL_01_COG Wellington Eden Mills 283 0 0 22.6 0 31-Jul-20 10-Dec-20 10-Dec-20 01-Jan-21 04-Jan-21 04-Jan-21 30-Jul-21 30-Jul-21 31-Aug-21 31-Aug-21 49.0% $ 534,690 $ 33,675 $ 501,015 $ 976,084

WEL_03_COG Wellington Belwood 1777 269 0 156.6 0 31-Jul-20 31-Jan-21 02-Feb-21 02-Feb-21 20-Apr-20 30-Nov-21 30-Nov-21 31-Dec-21 31-Dec-21 45.2% $ 4,406,497 $ 259,952 $ 4,146,545 $ 7,275,759 - Amendment is in-progress (scope increase in lieu of dollar savings due to design change) - Completion and approval of design report is delayed pending completion of amendment - Risk on GRCA access, easements and other requirement to service cottages surrounding Belwood Lake. The access risk may impact delivery timeline. WEL_04_EHTEL Wellington Ariss 674 674 674 34.2 35 31-Mar-20 31-Mar-20 31-Mar-20 14-Apr-20 27-Apr-20 27-Apr-20 07-Sep-21 31-Dec-20 31-Dec-20 30-Sep-21 31-Jan-21 88.0% $ 1,801,633 $ 883,804 $ 917,829 $ 2,668,303 - Construction complete - All KPI complete WEL_08_NFTC Wellington Wallenstein 275 257 24 64.2 62 26-Feb-20 24-Mar-20 24-Mar-20 28-May-20 25-May-20 25-May-20 28-Sep-20 28-Feb-21 07-Dec-20 31-Mar-21 95.0% $ 1,311,714 $ - $ 1,311,714 $ 2,032,590 - 257 premises passed and 62 fibre road kms completed in Dec 2020. Remaining work: 18 premises passed and 2.3 fibre kms to complete construction. - Construction delay due to reduced crew size due to COVID, undocumented existing infrastructures leading to multiple locates - With the exception of HWY 6 all premises passed (257) will be fully serviceable by Jan 30, 2021 (currently at 24) PHASE 3 CHK_00_TEKS Chatham-Kent Moraviantown 94 94 0 12.6 13 17-Jul-20 17-Jul-20 17-Jul-20 24-Aug-20 28-Aug-20 28-Aug-20 09-Oct-20 04-Dec-20 06-Dec-20 16-Oct-20 22-Jan-21 95.0% $ 478,038 $ - $ 478,038 $ 692,871 - Activation of final solution by 13-Jan-2021 - Submission of Test Results by 15-Jan-2021 - Final invoice will be submitted by 22-Jan-2021 DUF_01_ROG Dufferin Garafraxa Woods 108 0 0 4.7 0 29-Mar-21 29-Mar-21 29-Mar-21 29-Mar-21 16-Jul-21 16-Jul-21 22-Oct-21 22-Oct-21 3.0% $ 419,036 $ - $ 419,036 $ 687,804 DUF_04_BELL Dufferin Mansfield 301 0 0 17.4 0 31-Dec-20 31-Dec-20 31-Dec-20 01-Jan-21 18-Jan-21 31-Dec-21 31-Dec-21 31-Mar-22 31-Mar-22 23.0% $ 355,476 $ - $ 355,476 $ 829,111 - Design report complete and submitted for approval. - Construction scheduled to start upon receipt of permits DUF_10_COG Dufferin Marsville 145 0 0 13.5 0 28-Feb-21 28-Feb-21 01-Mar-21 01-Mar-21 28-Feb-22 28-Feb-22 31-Mar-22 31-Mar-22 10.0% $ 534,173 $ - $ 534,173 $ 866,636 DUF_13_NFTC Dufferin Camilla 460 0 0 41.7 0 29-Nov-20 10-Dec-20 10-Dec-20 30-Nov-20 26-Apr-21 08-Dec-21 08-Dec-21 28-Feb-22 28-Feb-22 5.0% $ 2,318,642 $ - $ 2,318,642 $ 4,048,091 '- Start of construction pending approval of permits (ROW running line) and MC acqusition. . Also, due to safety reasons (winter road condition in the Dufferin area), construction is deferred till April 2021 (better spring road conditions) - No impact to construction completion date DUF_15_EHTEL Dufferin Horning's Mills 649 0 0 54.7 0 31-Mar-22 30-Jun-21 01-Apr-22 01-Jul-21 30-Nov-22 30-Nov-21 31-Dec-22 31-Dec-21 3.0% $ 2,385,863 $ - $ 2,385,863 $ 3,948,048 - No impact to construction completion date. CAL_02_VIAN Caledon North East Caledon 375 0 0 26.1 0 15-Jan-21 30-Jan-21 01-Dec-20 11-Jan-21 11-Jan-21 31-Oct-21 31-Oct-21 15-Dec-21 15-Dec-21 12.9% $ 958,656 $ 74,302 $ 884,353 $ 1,880,972 - Amendment #1 approved - Construction started on areas with approved permits - Design report submission delayed and is dependent on completion of various permit revisions. CAL_03_VIAN Caledon Central Caledon 471 0 0 34.3 0 15-Jan-21 01-Mar-21 01-Dec-20 08-Dec-20 08-Dec-20 31-Jan-22 31-Jan-22 31-Mar-22 31-Mar-22 18.0% $ 1,251,207 $ 74,928 $ 1,176,279 $ 2,454,985 - Approximately 3.1 kms of conduit drilled to date - Design report submission delayed and is dependent on completion of review and revisions of permits in the Caledon area CAL_06_NFTC Caledon The Grange 150 0 0 15.9 0 17-Nov-20 11-Dec-20 11-Dec-20 23-Nov-20 26-Apr-21 26-Nov-21 26-Nov-21 28-Feb-22 28-Feb-22 5.0% $ 1,261,877 $ - $ 1,261,877 $ 1,887,292 - Start of construction pending approval of permits (ROW running line) and Municipal Consent. Also, due to safety reasons (winter road condition on HWY 6), construction is deferred till April 2021 (better spring road conditions) - No impact to construction completion date. OXF_01_ROG Oxford Drumbo 484 0 0 15.4 0 30-Mar-21 30-Mar-21 15-Apr-21 15-Apr-21 30-Dec-21 30-Dec-21 30-Mar-22 30-Mar-22 0.0% $ 697,305 $ - $ 697,305 $ 1,517,260 OXF_02_QUAD Oxford Brooksdale 326 0 0 106.8 0 26-Mar-21 15-Mar-21 19-Apr-21 19-Apr-21 30-Nov-22 30-Nov-22 30-Dec-22 30-Dec-22 8.5% $ 2,521,442 $ - $ 2,521,442 $ 5,214,563 - Design in-progress and will complete on time OXF_11_EXEC Oxford Huntingford 255 0 0 12.4 0 28-May-22 28-May-22 29-May-22 29-May-22 23-Sep-22 23-Sep-22 30-Sep-22 30-Sep-22 0.0% $ 485,961 $ - $ 485,961 $ 719,731 OXF_12_EXEC Oxford Kintore 82 0 0 10.5 0 30-Apr-22 30-Apr-22 01-May-22 01-May-22 23-Jun-22 23-Jun-22 30-Jun-22 30-Jun-22 0.0% $ 274,491 $ - $ 274,491 $ 406,534 OXF_13_EXEC Oxford Salford 239 0 0 18.4 0 27-Aug-22 27-Aug-22 28-Aug-22 28-Aug-22 24-Dec-22 24-Dec-22 31-Dec-22 31-Dec-22 0.0% $ 580,144 $ - $ 580,144 $ 859,221 OXF_14_EXEC Oxford Verschoyle 107 0 0 16.7 0 06-Aug-22 06-Aug-22 07-Aug-22 07-Aug-22 23-Sep-22 23-Sep-22 30-Sep-22 30-Sep-22 0.0% $ 414,965 $ - $ 414,965 $ 614,582 OXF_15_EXEC Oxford Delmer 189 0 0 11.1 0 25-Jun-22 25-Jun-22 26-Jun-22 26-Jun-22 23-Sep-22 23-Sep-22 30-Sep-22 30-Sep-22 0.0% $ 384,430 $ - $ 384,430 $ 569,359 ESX_03_COG Essex Marshfield 1544 0 0 83.9 0 30-Apr-21 30-Apr-21 01-May-21 01-May-21 31-Aug-22 31-Aug-22 30-Sep-22 30-Sep-22 10.0% $ 2,802,812 $ - $ 2,802,812 $ 5,940,363 - Pre-Design work in progress ESX_05_COG Essex Mount Carmel 1732 0 0 101.5 0 31-May-21 31-May-21 01-May-21 01-May-21 30-Sep-22 30-Sep-22 31-Oct-22 31-Oct-22 10.0% $ 2,559,267 $ - $ 2,559,267 $ 5,701,845 - Pre-Design work in progress ESX_06_COG Essex Point Pelee 411 0 0 21.7 0 30-Apr-21 30-Apr-21 01-May-21 01-May-21 31-May-22 31-May-22 30-Jun-22 30-Jun-22 10.0% $ 784,463 $ - $ 784,463 $ 1,635,538 - Pre-Design work in progress ESX_17_TEKS Essex Lighthouse Cove 540 0 0 25.3 0 30-Oct-20 30-Oct-20 30-Oct-20 02-Nov-20 01-Feb-21 10-Sep-21 10-Sep-21 05-Oct-21 05-Oct-21 10.0% $ 660,294 $ - $ 660,294 $ 2,074,628 - Construction start delayed due to municipal permit issue

ESX_18_TEKS Essex Stoney Point 946 0 0 27.1 0 13-Nov-20 13-Nov-20 13-Nov-20 16-Nov-20 01-Feb-21 27-Aug-21 27-Aug-21 21-Sep-21 21-Sep-21 10.0% $ 1,706,711 $ - $ 1,706,711 $ 3,713,981 - Construction start delayed due to municipal permit issue

GRY_02_EHTEL Grey Dromore 1007 30 0 59.0 4 31-Mar-21 13-Nov-20 13-Nov-20 01-Apr-21 01-Dec-20 01-Dec-20 31-Dec-22 30-Jun-21 31-Dec-22 31-Jul-21 7.0% $ 2,687,020 $ - $ 2,687,020 $ 4,271,476 - Construction in-progress. - SVCA permits received (river crossing deferred till June)

GRY_03_EHTEL Grey Allan Park 897 0 0 51.3 0 31-Mar-21 01-Feb-21 01-Apr-21 01-Mar-21 31-Dec-22 31-Jul-21 31-Dec-22 31-Aug-21 0.0% $ 2,532,314 $ - $ 2,532,314 $ 3,787,389 - Permit work started GRY_07_XPLO Grey Holland Centre 1058 0 0 56.6 0 25-Aug-21 25-Aug-21 21-Jun-21 21-Jun-21 15-Mar-22 15-Mar-22 15-Jun-22 15-Jun-22 1.0% $ 2,602,109 $ - $ 2,602,109 $ 4,209,060 - Preliminary design in-progress GRY_08_XPLO Grey Cruickshank 378 0 0 19.9 0 09-Jul-21 09-Jul-21 03-May-21 03-May-21 15-Jan-22 15-Jan-22 15-Apr-22 15-Apr-22 1.0% $ 1,086,348 $ - $ 1,086,348 $ 1,621,005 - Preliminary design in-progress GRY_09_XPLO Grey Leith 422 0 0 24.8 0 09-Jul-21 09-Jul-21 03-May-21 03-May-21 15-Jan-22 15-Jan-22 15-Apr-22 15-Apr-22 1.0% $ 1,246,241 $ - $ 1,246,241 $ 1,846,319 - Preliminary design in-progress GRY_15_GBTEL Grey Bognor 64 0 0 3.9 0 28-Feb-21 28-Feb-21 01-Mar-21 01-Mar-21 15-Dec-22 15-Dec-22 31-Dec-22 31-Dec-22 7.0% $ 90,131 $ - $ 90,131 $ 176,845 - Permits complete / Design complete GRY_19_WIGHT Grey Hanover 134 0 0 14.6 0 31-May-21 31-May-21 01-Aug-21 01-Aug-21 31-Dec-21 31-Dec-21 31-Mar-22 31-Mar-22 0.0% $ 404,393 $ - $ 404,393 $ 941,672 BRU_01_WIGHT Bruce Formosa 226 0 0 5.6 0 31-May-21 31-May-21 01-Aug-21 01-Aug-21 31-Dec-21 31-Dec-21 31-Mar-22 31-Mar-22 0.0% $ 384,029 $ - $ 384,029 $ 1,070,192

93 SWIFT Project Dashboard Dec-20 Report Date: 31-Dec-20

BRU_05_XPLO Bruce Sauble Beach 1293 0 0 24.4 0 22-Aug-21 22-Aug-21 01-Aug-21 01-Aug-21 02-Apr-22 02-Apr-22 30-May-22 30-May-22 1.0% $ 770,195 $ - $ 770,195 $ 2,421,525 - Preliminary design in-progress BRU_06_XPLO Bruce Lion's Head 647 0 0 18.2 0 22-Aug-21 22-Aug-21 01-Aug-21 01-Aug-21 02-Apr-22 02-Apr-22 30-May-22 30-May-22 1.0% $ 1,065,333 $ - $ 1,065,333 $ 1,577,833 - Preliminary design in-progress BRU_08_XPLO Bruce Wiarton 1307 0 0 26.3 0 22-Aug-21 22-Aug-21 01-Aug-21 01-Aug-21 02-Apr-22 02-Apr-22 30-May-22 30-May-22 0.0% $ 1,031,588 $ - $ 1,031,588 $ 2,426,393 - Preliminary design in-progress BRU_11_EHTEL Bruce Cargill 1054 0 0 66.4 0 31-Mar-21 01-Mar-21 01-Jul-21 01-Apr-21 30-Nov-22 30-Sep-21 31-Dec-22 31-Oct-21 0.0% $ 3,136,426 $ - $ 3,136,426 $ 4,690,914 BRU_12_HURON Bruce Langside 128 0 0 49.7 0 31-Mar-21 31-Mar-21 01-Apr-21 01-Apr-21 31-Dec-21 31-Dec-21 31-Mar-22 31-Mar-22 0.0% $ 908,956 $ - $ 908,956 $ 1,346,207 - Working on detailed design, suppliy and equipment list. BRU_13_GBTEL Bruce Skipness 252 0 0 22.3 0 15-Jan-21 31-Jan-21 16-Jan-21 01-Apr-21 30-Nov-22 30-Nov-22 31-Dec-22 31-Dec-22 3.5% $ 913,906 $ - $ 913,906 $ 1,500,081 - Design work 100% complete. - Delays experienced with South Bruce Peninsula permit that will be issued piece-meal as GBTEL works on targeted areas.

SIM_03_VIAN Simcoe Athlone 1207 0 0 72.8 0 31-Mar-21 31-Mar-21 01-Apr-21 20-Nov-20 20-Nov-20 31-Jan-22 31-Jan-22 31-Mar-22 31-Mar-22 17.3% $ 2,946,507 $ - $ 2,946,507 $ 5,781,322 - Good start to construction / 9.3 km of conduit complete - Continuing with permit work on Adjala-Tosorontio area SIM_09_BELL Simcoe Edgar 2331 0 0 107.9 0 31-May-21 31-May-21 01-Jun-21 01-Jun-21 30-Apr-22 30-Apr-22 30-Jun-22 30-Jun-22 7.5% $ 3,649,045 $ - $ 3,649,045 $ 9,280,259 - Commenced with pre-design work SIM_10_BELL Simcoe Horseshoe Valley 2853 0 0 100.4 0 31-May-21 31-May-21 01-Jun-21 01-Jun-21 30-Apr-22 30-Apr-22 30-Jun-22 30-Jun-22 7.5% $ 3,807,662 $ - $ 3,807,662 $ 9,684,250 - Commenced with pre-design work SIM_11_BELL Simcoe Wahnekewaning Beach 5420 0 0 180.4 0 31-May-21 31-May-21 01-Jun-21 01-Jun-21 30-Apr-22 30-Apr-22 30-Jun-22 30-Jun-22 7.5% $ 6,698,376 $ - $ 6,698,376 $ 13,091,489 - Commenced with pre-design work

SIM_17_ROG Simcoe New Lowell 422 0 0 15.0 0 30-Jun-21 30-Jun-21 02-Jul-21 02-Jul-21 28-Feb-22 28-Feb-22 30-Mar-22 30-Mar-22 0.0% $ 812,107 $ - $ 812,107 $ 1,806,519 SIM_24_COG Simcoe Severn Bridge 467 0 0 19.2 0 30-Jun-21 30-Jun-21 01-Jul-21 01-Jul-21 30-Nov-22 30-Nov-22 31-Dec-22 31-Dec-22 5.0% $ 639,127 $ - $ 639,127 $ 1,468,233 - Pre-Design work in progress WIN_02_COG Windsor Windsor 190 0 0 12.2 0 30-Jun-21 30-Jun-21 01-May-21 01-May-21 30-Jun-22 30-Jun-22 31-Jul-22 31-Jul-22 5.0% $ 570,344 $ - $ 570,344 $ 936,160 WAT_04_NFTC Waterloo Maryhill 140 0 0 21.0 0 31-Mar-21 31-Mar-21 01-Apr-21 01-Apr-21 15-Mar-22 15-Mar-22 15-Apr-22 15-Apr-22 7.0% $ 1,288,048 $ - $ 1,288,048 $ 1,926,436 WAT_05_EHTEL Waterloo Weissenburg 92 0 0 14.0 0 31-Mar-21 31-Mar-21 01-Apr-21 01-Apr-21 31-Dec-21 31-Dec-21 31-Mar-22 31-Mar-22 0.0% $ 584,096 $ - $ 584,096 $ 873,588 WAT_11_ROG Waterloo Haysville 54 0 0 2.1 0 31-Jul-21 31-Jul-21 01-Aug-21 01-Aug-21 28-Feb-22 28-Feb-22 30-Mar-22 30-Mar-22 0.0% $ 205,459 $ - $ 205,459 $ 304,294 WAT_14_BELL Waterloo Clyde 250 0 0 13.5 0 31-May-21 31-May-21 01-Jun-21 01-Jun-21 30-Apr-22 30-Apr-22 30-Jun-22 30-Jun-22 7.5% $ 861,964 $ - $ 861,964 $ 1,289,174 - Commenced with pre-design work WAT_15_NFTC Waterloo Bamberg 507 0 0 82.4 0 31-Mar-21 31-Mar-21 01-Apr-21 01-Apr-21 31-Jul-22 31-Jul-22 31-Aug-22 31-Aug-22 5.0% $ 4,844,203 $ - $ 4,844,203 $ 7,245,106 NIA_02_COG Niagara Fulton 755 0 0 53.2 0 30-Jun-21 30-Jun-21 01-Jul-21 01-Jul-21 30-Nov-22 30-Nov-22 31-Dec-22 31-Dec-22 3.0% $ 1,845,823 $ - $ 1,845,823 $ 3,338,858 NIA_09_BELL Niagara Niagara-on-the-Lake 2014 0 0 137.4 0 31-Jul-21 31-Jul-21 01-Aug-21 01-Aug-21 31-May-22 31-May-22 30-Jun-22 30-Jun-22 0.0% $ 2,039,653 $ - $ 2,039,653 $ 5,338,272 NIA_24_NRBN Niagara Chantler 626 0 0 71.2 0 02-Jul-21 02-Jul-21 05-Jul-21 05-Jul-21 01-Dec-22 01-Dec-22 30-Dec-22 30-Dec-22 0.0% $ 1,651,274 $ - $ 1,651,274 $ 5,074,202 NIA_28_BELL Niagara Wainfleet 2234 0 0 134.4 0 31-Jul-21 31-Jul-21 01-Aug-21 01-Aug-21 31-May-22 31-May-22 30-Jun-22 30-Jun-22 0.0% $ 3,299,395 $ - $ 3,299,395 $ 7,467,113 BRA_05_XPLO Brant Brant 2465 0 0 120.3 0 22-Oct-21 22-Oct-21 23-Oct-21 23-Oct-21 02-Jul-22 02-Jul-22 31-Aug-22 31-Aug-22 0.0% $ 3,169,647 $ - $ 3,169,647 $ 9,371,827 TOTAL 52,343 3,885 1,733 3,160 215 $ 106,100,795 $ 2,375,806 $ 103,724,989 $ 206,013,469 *Funding amounts are inclusive of 3.94% residual HST.

CHLOÉ J. SENIOR, CLERK 21 Reeve Street, PO Box 1614 Woodstock, ON N4S 7Y3 519.539.9800, ext. 3001  1.800.755.0394 oxfordcounty.ca

January 15, 2021

Clerk, Elgin County Clerk, City of London Clerk, Middlesex County Clerk, Township of Zorra Thames Valley District School Board Rural Education Task Force

SENT VIA EMAIL

At its meeting of January 13, 2021, Oxford County Council adopted the following resolution in response to the Zorra School Retention Plan:

Moved By: Marcus Ryan Seconded By: Mark Peterson

Resolved that the correspondence from the Township of Zorra regarding the adoption of a "Zorra School Retention Plan", dated December 2, 2020 be received;

And further, that Oxford County Council hereby supports the "Zorra School Retention Plan", and inform the Township of Zorra, the Thames Valley District School Board's Rural Education Task Force, Elgin County, Middlesex County and the City of London accordingly.

DISPOSITION: Motion Carried

Attached is the Zorra School Retention Plan.

Sincerely,

Chloé J. Senior Clerk

Attach.

At a regular meeting of Council on December 2, 2020, Township of Zorra Council adopted the Township’s School Retention Plan as suggested by the Zorra Local School Committee. The resolution from Zorra Council is as follows:

Item 9(b) Resolution No. 17-12-2020 Moved by: Katie Davies Seconded by: Ron Forbes “THAT the resolution from the Zorra Local School Committee be received and adopted as the Zorra School Retention Plan.” Disposition: Carried

Whereby, the resolution from the Zorra Local School Committee was as follows:

“THAT the Zorra Local School Committee recommends to the Council of the Township of Zorra: 1. To continue including a school retention plan as part of the Township’s Strategic Plan and advocate accordingly. 2. To maintain an ongoing membership in the Community Schools Alliance (CSA). 3. Supports, through resolution, the CSA’s endorsement of the Rural and Northern Education Fund (RNEF) as an appropriate differentiator and funding model for rural and northern schools. 4. Request that the Thames Valley District School Board (TVDSB) and London District Catholic School Board (LDCSB) suggest possible reallocation of Grants for Student Needs (GSNs) to support a net funding neutral increase in the RNEF. 5. Recommend that the TVDSB review its policies for capacity planning and pupil accommodation reviews to formally recognize the importance and value to the community of rural and single school community schools. 6. Request communication and notification on an ongoing basis from all relevant School Boards of any areas of study considering possible consolidation, closure, additions, or new builds. 7. Request annual planning reports from all relevant School Boards for all Zorra schools and possibly related/affected/affecting schools and compare municipal growth forecasts and school board(s) growth forecasts identifying any discrepancies; and 8. Forward this resolution to the Thames Valley District School Board’s Rural Education Task Force (RETF), and Oxford County for support.”

Please see the following pages for background and comments regarding the School Retention Plan formation.

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BACKGROUND & COMMENTS: The purpose of the Zorra Local School Committee (ZLSC) is to make recommendations to Council regarding opportunities for the Township of Zorra to maximize long term economic development by attracting and retaining students through the development of a “School Retention Plan” in accordance with the Township of Zorra’s Strategic Plan. The above recommendations will serve as the Township of Zorra’s school retention strategy.

One of the Township’s Strategic Plan states: “Continue school retention strategy by advocating with Oxford County Planning that schools are an integral part of the Planning Process and should be reflected in the County Strategic Plan and Official Plan, and lobbying the Provincial Government that there be greater integration of school locations with Municipalities.” This item has a target for completion of 2020 in the Strategic Plan. Through its membership in the CSA, Zorra has successfully advocated for a Province-wide moratorium on school closures, and additional funding recognizing the unique value of rural and northern schools to their community (RNEF). With respect to the Ministry of Education and School Boards there have been several relevant developments.

1. Integrated Local Planning (Ministry of Education, 2018) Throughout our public consultations, the ministry also heard about the need to strengthen integrated local planning at the community level and to promote local planning conversations among school boards, municipalities, and other relevant local partners. There will be a call for proposals this summer, seeking approximately three communities across Ontario to participate in VIPPI. These communities will represent a mix of urban, rural, Northern and Francophone communities. Each community must identify partners to participate in a local integrated planning table that should include, at a minimum, school boards and municipalities and relevant local partners that reflect each area's unique needs. The ministry will provide a facilitator to lead a series of sessions spanning approximately one year. The goal of VIPPI is for all members involved to share and discuss capital and community planning processes and relevant data to create a collection of best practices.

2. Draft Revised Pupil Accommodation Review Guideline and Community Planning and Partnerships Guideline Updates Date: February 18, 2018 The current requirement for school boards to consider community impacts, such as loss or gain of community use of school space, will be maintained and extended to include consideration of any possible impacts on First Nation communities’ on-reserve. If at least one school that is eligible to receive support from the Rural and Northern Education Fund (RNEF) is included in a pupil accommodation review at any time, then economic impacts must also be given consideration for each accommodation option. School boards will have discretion to undertake economic impact assessments in other communities, if needed. The ministry will: Develop guidance that will define key parameters it expects the economic impact assessment to address (such as, impact on local businesses, impact on family commutes / schedules and housing starts). We will consult with school boards and municipalities on how these key parameters are shaped; Develop an approved list of vendors from which boards may select a third party to undertake this work. Seek approval for additional funding for boards that will be required to undertake economic impact assessments.

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3. Updates on Integrated Local Planning and the Community Planning and Partnerships Guideline (CPPG) The ministry remains committed to updating the CPPG to further encourage joint responsibility for integrated community planning as we learn more from the new voluntary pilot program and other work across government. This decision was based on consultation feedback, which suggested that adding new requirements on school boards through the CPPG in an attempt to compel local partnerships is unlikely to be successful. Instead, the ministry plans to work with the Ministries of Infrastructure and Municipal Affairs to: • Develop a new voluntary pilot program that will provide flexible support to municipalities, school boards, and other relevant local actors who wish to enhance their collective capacity for integrated local planning. Best practices and lessons learned will inform future policy and supports for integrated local planning across the province. At it’s September 28th meeting the Thames Valley District School Board’s (TVDSB) Rural Education Task Force (RETF) passed the following: That the Board of Trustees advocate for the following and invite the Rural Education Task Force municipal members to advocate similarly: Maintaining and enhancing the Rural and Northern Education Fund (RNEF) funding model for rural and northern schools, with possible reallocation of Grants for Student Needs (GSNs) to support a net funding neutral increase in the RNEF. Maintaining the moratorium on school consolidations and closures for the schools that qualify/ identified for the Rural and Northern Education Fund. Strengthening of integrated local planning at the community level and to promote local planning conversations among school boards, municipalities, and other relevant local partners to ensure ongoing communication and notification regarding possible school consolidations, closures, additions or new builds. Provincial policies for capacity planning and pupil accommodation reviews that formally recognize the importance and value to the community of rural and single school community schools. This will be considered by the Board at its October 13th meeting.

4. At its September 28, 2020 meeting, the Thames Valley District School Board of Trustees passed the following:

1. That the Rural Education Task Force Committee be provided an extension to 2021 November 23. 2. That the Board of Trustees advocate for the following and invite the Rural Education Task Force municipal members to advocate similarly:

a. Maintaining and enhancing the Rural and Northern Education Fund (RNEF) funding model for rural and northern schools. b. Maintaining the moratorium on school consolidations and closures for the schools that qualify/identified for the Rural and Northern Education Fund, in accordance with the Ministry of Education Draft Public Accommodation Guidelines. c. Strengthening of integrated local planning at the community level and to promote local planning conversations among school boards, municipalities and other relevant local partners to ensure ongoing communication and notification regarding possible school consolidations, closures, additions or new builds. d. Provincial policies for capacity planning and pupil accommodation reviews that formally recognize the importance and value to the community of rural and single school community schools. 98 Page | 4 School Retention Plan

LINK TO STRATEGIC PLAN Continue school retention strategy by advocating with Oxford County Planning that schools are an integral part of the Planning Process and should be reflected in the County Strategic Plan and Official Plan, and lobbying the Provincial Government that there be greater integration of school locations with Municipalities.

Goal: We are a vibrant community that values our uniqueness, creativity and takes pride in calling Zorra home. Action: Supporting our community, events and celebrations Developing safe, liveable communities.

99 CLOSED MEETING AGENDA

January 26, 2021

Staff Reports:

County Solicitor and Director of Engineering Services – Municipal Act Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board – Land Acquisition Update and Analysis – Centennial Road / Elm Line

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