Council Meeting 7:00 PM Tuesday, February 16, 2021

Agenda Council Meeting 7:00 PM Tuesday, February 16, 2021

Page

1. Call Meeting to Order

2. Motion to Accept Agenda

3. Declaration of Pecuniary Interest

4. Minutes 5 - 15 February 2nd, 2021 - Regular Council Meeting Minutes

5. Business Arising From the Minutes 16 - 19 CL 09-2021: Business Arising from the Minutes of the February 2nd, 2021 Council Meeting

6. Appointments 20 - 29 7:05 a.m. - Development Planner Adam Ager - Public Meeting: ASB Greenworld Ltd. ZN 4-20-14 for property located at 264177 Prouse Road

30 - 37 7:15 p.m. - Development Planner Adam Ager - Public Meeting: Dayspring Residence Inc. ZN 4-20-09 for property located at 332767 Plank Line

38 - 46 7:25 p.m. - Development Planner Adam Ager - Public Meeting: Kloepfer Holdings Ltd. ZN 4-20-11 for property located at 434304 Rivers Road

47 - 62 8:15 p.m. - Watson & Associates - Public Meeting: 2021 Development

Page 1 of 151 Page

Charges Study Update

63 8:30 p.m. - Court of Revision - Stevens 2020 (no appeals have been received)

7. Staff Reports 64 - 66 BD 02-2021: Monthly Building Report January 2021

67 - 70 CAO 02-2021: Transitioning Two (2) Part-Time Positions to One(1) Full- Time Position

71 - 72 CL 10-2021: Recommendation from Engage and Inform Committee: Refrigerator Magnets

73 - 81 CL 11-2021: Recommendation from the Environment and Energy Innovation Committee: Comments re: Ontario's Energy Plan

82 - 87 CL 12-2021: Update: Proposed Audio/Video Equipment for Virtual Hybrid Council Meetings

88 - 90 TR 01-2021: Extension of Audit Services for 2021 to 2024

91 - 93 WD 01-2021: Boom Arm Mower Tender Results

94 - 96 WD 02-2021: Snow Plow Truck Tender Results

8. Discussion Items Exemption Request re: Approval of Oxford Hills Site Plan (verbal update)

Recommendation: Resolved that the Council of the Township of South- West Oxford provide an exemption to the requirements of Sections 5.2 and 5.5. of By-law No. 04-2010 being a by-law to provide for site plan control and approval, and further that Council authorize Chief Administrative Officer Mary Ellen Greb to approve the site plan application submitted on behalf of The Oxford Hills for property located at

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324183 Mount Elgin Road with a report from the Township's development planner to follow at a later date.

Tree Planting on Ebenezer Road

9. Planning & Zoning

10. Agenda Items & Correspondence 97 - 111 #18- Township of South-West Oxford Letters of Support re: Photo Radar

112 - 116 #19- Town of Ingersoll Resolution re: Oxford County Council Weighted Voting

117 - 118 #20- Correspondence from Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs re: Support for Small Business

11. Accounts Payable Report 119 February 16th, 2021 - Accounts Payable Report

12. Information Items & Correspondence 120 - 122 #21- Resolution re: Closure of Ontario Fire College

123 - 124 #22- Township of Terrace Bay Resolution re: Taxation for Railroad Rights of Way

125 - 126 #23- Township of Asphodel-Norwood Resolution re: extension of Community Safety and Well-being Plan deadline

127 - 129 #24- Township of Guelph-Eramosa Resolution re: Advocacy for MFIPPA Legislation

13. By-Laws and Agreements 130 By-Law No. 12-2021 - To provide for Drainage Works (third and final reading only)

131 - 132 By-Law No. 19-2021 - To appoint municipal by-law enforcement officers (parking/traffic)

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133 - 137 By-Law No. 20-2021 - To authorize the execution of an agreement with the Township of Zorra for reciprocal Drainage Superintendent services

14. Committees 138 - 140 Engage and Inform Committee Minutes

141 - 143 Environment and Energy Innovation Committee Minutes

15. Strategic Planning

16. New Business 144 - 149 Development Approval Requirements for Landfills (Bill 197) - Resolution Support Request

17. Closed Session

18. Council Round Table

19. Confirmatory By-Law 150 By-Law No. 16-2021 - To confirm all actions and proceedings of Council (February 16th, 2021)

20. Adjournment

21. Dates to Remember

151 This document is available in alternate formats upon request.

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Township of South-West Oxford Council Minutes February 2, 2021

Members Present: Mayor: David Mayberry Councillors: Paul Buchner (Ward 1), Peter Ypma (Ward 2), Valerie Durston (Ward 3), George Way (Ward 4), Jim Pickard (Ward 5), Craig Gillis (Ward 6)

Members Absent: None

Staff Present: Mary Ellen Greb, Chief Administrative Officer Diane Larder, Treasurer/Deputy CAO Julie Forth, Clerk Adam Prouse, Works Superintendent Howard Leaver, Chief Building Official

Call Meeting to Order

The meeting was called to order at 9:00 a.m. by Mayor David Mayberry and a quorum was present.

Motion to Accept Agenda

Resolution No. 1 Moved by Jim Pickard Seconded by Craig Gillis

RESOLVED that the regular meeting agenda for the February 2nd, 2021 meeting of council be approved.

DISPOSITION: Motion Carried

Declaration of Pecuniary Interest

There were no declarations of pecuniary interest.

Minutes

January 19th, 2021 - Regular Council Meeting Minutes

Resolution No. 2 Moved by Paul Buchner Seconded by Peter Ypma

RESOLVED that the regular minutes of the January

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Council Minutes - February 02, 2021

19th, 2021 Council meeting be approved.

DISPOSITION: Motion Carried

Business Arising from the Minutes

CL 06-2021: Business Arising from the Minutes of January 19th, 2021

Clerk Julie Forth provided Council with a report to provide them with an overview of the staff actions arising from the minutes of the last Council meeting.

Resolution No. 3 Moved by Valerie Durston Seconded by Jim Pickard

RESOLVED that the Council of the Township of South-West Oxford receive report CL 06-2021 Summary of Staff Actions Related to Business Arising from the Minutes of January 19th, 2021 as information.

DISPOSITION: Motion Carried

Staff Reports

CAO 01-2021: Alternative Proposal for Township Hall and Park Committees Annual General Meeting (AGM)

CAO Mary Ellen Greb provided Council with a report to provide them with adequate information to amend the South-West Oxford Term of Reference (A reference guide for Council appointed Township Hall, Park and Recreation Committees) to allow for a number of options for the payment of the annual Township grant and the holding of the AGM for each council committee as required in the Terms of Reference. The following options were considered:

1. Committees proceed with the Annual AGM with assistance from staff to set up virtual “Zoom” option; 2. Committees be permitted to hold the Annual AGM at a later date (June 30th) should they wish to hold hybrid or in person meetings; 3. Committees be permitted to reappoint current members that wish to continue to serve – members that no longer wish to service may be removed by resolution.

CAO Mary Ellen Greb advised that a process will also need to be determined to pay out annual grants to the hall and park committees.

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Council Minutes - February 02, 2021

Council agreed to permit the hall and park boards to hold their annual general meetings at a later date and to permit current members to continue to serve in 2021. Council also agreed that hall and park committee may be paid their annual grants as approved in the 2021 budget so long as the required financial information from each committee has been received by the Treasurer. Council expressed that they don’t want improvements scheduled for this year to be delayed because they haven’t held the annual general meeting yet.

Resolution No. 4 Moved by Peter Ypma Seconded by Paul Buchner

RESOLVED that the Council of the Township of South-West Oxford grant an exemption to the Terms of Reference for Township Hall, Park and Recreation Committees to delay the Annual General Meetings in 2021 to a date to be scheduled later in the year by the Committees;

AND FURTHER THAT the Treasurer be authorized to forward grant funding as approved by Council in the 2021 budget to hall and park committees subject to receipt of required financial records by the Treasurer.

DISPOSITION: Motion Carried

Resolution No. 5 Moved by Craig Gillis Seconded by Paul Buchner

RESOLVED that Council receive Report CAO 01- 2021 as information.

DISPOSITION: Motion Carried

CL 07-2021: Ward Boundary/Council Composition for 2022 Municipal Election

Clerk Julie Forth provided Council with a report to provide Council with an overview of the current South-West Oxford ward boundaries and council composition and seek their input with respect to undertaking a review, or make changes, to ward boundaries and/or council composition in advance of the 2022 Municipal Election. She noted that the current ward boundaries reflect generally equal and proportionate representation across the Township, however she noted that the boundary adjustment with the Town of Ingersoll split Ward 4 into an east and west side which is note idea. She also commented on the development planned in Mt. Elgin over the next several

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Council Minutes - February 02, 2021

years and noted that a ward boundary review will be needed in advance of the 2026 municipal election.

Council discussed the matter and made suggestions regarding possible realignment of the Ward 2 and Ward 3 boundaries that may be considered in the future. Council agreed that now is not the time to undertake a ward boundary review, due to the ongoing COVID-19 pandemic, and the public consultation requirements of the process, and the recent Ingersoll and Woodstock boundary adjustments. Council provided direction to staff to undertake a full ward boundary review in advance of the 2026 municipal election.

Mayor David Mayberry noted that the elector count within Ward 2 is near the upper 25% threshold, and that the population in Ward 2 will continue to grow over the next four years.

Resolution No. 6 Moved by Jim Pickard Seconded by George Way

RESOLVED that Council of the Township of South- West Oxford receive report CL 07- 2021: Ward Boundary/Council Composition for 2022 Municipal Election for information;

AND FURTHER THAT Council provide direction to staff investigation boundary adjustment, size of council during the next term of Council and maintain the status quo for the 2022 municipal election.

DISPOSITION: Motion Carried

CL 08-2021 - Continued Virtual/Hybrid Council Meetings & AV Options

Clerk Julie Forth provided Council with a report to provide them with options to consider for continued virtual and/or hybrid Council and Committee meetings due to the ongoing COVID-19 pandemic and to support Council openness and transparency.

Council expressed support for investment in audio and video technology for ongoing virtual and hybrid Council meetings. Council provided direction to staff to bring forward more information from AV Armour Pro and Ronsons Audio Video to ensure that the two quotes provide pricing for the same equipment. It was noted that the quote from Ronsons Audio Video only included one camera and did not include pricing details for installation and initial set up. It was also stated that the equipment quoted is all portable and may be set up and relocated to a different location. Use of the equipment may

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Council Minutes - February 02, 2021

be made available to Township Hall and Park Committees should the need arise.

Clerk Julie Forth will bring this back to Council for final consideration at the regular Council meeting of February 16th, 2021.

Resolution No. 7 Moved by Craig Gillis Seconded by Valerie Durston

RESOLVED that Council of the Township of South- West Oxford receive report CL 08- 2021: Continued Virtual Council Meetings & AV Options for information.

DISPOSITION: Motion Carried

Agenda Items & Correspondence #10 - SWOX County Council Report - January 2021

#11 - ROEDC Activity Report - November/December, 2020

#12 - Municipality of Dutton Dunwich Resolution re: support for automatic speed enforcement

#13 - Email from Ministry of Seniors and Accessibility re: Website Accessibility Requirements

Resolution No. 8 Moved by Paul Buchner Seconded by Valerie Durston

RESOLVED that agenda and correspondence items #10 to #13 inclusive be received for information and that they be noted and filed.

DISPOSITION: Motion Carried

Accounts Payable Report

February 2nd, 2021 - Accounts Payable Report

Resolution No. 9 Moved by George Way Seconded by Peter Ypma

RESOLVED that the following Accounts be approved for payment: Accounts Payable for $394,604.99 January 21st, to 31st,

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Council Minutes - February 02, 2021

2021 Bi-Weekly Payroll #2 $43,697.87

Total: $438,302.86

Discussion on the motion:

Discussion regarding the status of the generator at the Mt. Elgin Hall took place. Chief Building Official Howard Leaver advised that all of the wiring and preparation work has been completed for the generator, they are just waiting for the generator to arrive and be connected.

DISPOSITION: Motion Carried

Information Items & Correspondence #14 - Municipality of Mississippi Mills Resolution re: Revisions to Municipal Elections

#15 - United Counties of Stormont, Dundas & Glengarry Resolution re: Small Businesses to Reopen

#16 - Municipality of West Grey Resolution re: Schedule 8 of Provincial Budget Bill 229

#17 - Grey Highlands Resolution re: Insurance Rates

Resolution No. 10 Moved by Peter Ypma Seconded by Craig Gillis

RESOLVED that Council provide direction to staff to send a letter of support for item #17 Grey Highlands Resolution re: Insurance Rates.

DISPOSITION: Motion Carried

Resolution No. 11 Moved by George Way Seconded by Valerie Durston

RESOLVED that information and correspondence items #14 to #16 inclusive be received for information and that they be noted and filed.

DISPOSITION: Motion Carried

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Council Minutes - February 02, 2021

By-laws and Agreements  By-Law No. 14-2021 - To authorize the execution of an agreement with Hillside Animal Control Ltd.  By-Law No. 15-2021 - A by-law to appoint Municipal Law Enforcement Officers (Municipal Enforcement Unit - Chief William Menzie)  By-Law No. 16-2021 - To establish a stop condition at railway crossings (amend By-law 30-2009)  By-law No. 17-2021 - To appoint a municipal law enforcement officer (Howard Leaver)

Resolution No. 12 Moved by Paul Buchner Seconded by Craig Gillis

RESOLVED that the following By-laws be introduced and that they be read a first and second time:  By-Law No. 14-2021 being a by-law to authorize the execution of an agreement with Hillside Animal Control Ltd.  By-Law No. 15-2021 being a by-law to appoint Municipal Law Enforcement Officers (Municipal Enforcement Unit - Chief William Menzie)  By-Law No. 16-2021 being a by-law to establish a stop condition at railway crossings (amend By- law 30-2009)  By-law No. 17-2021 being a by-law to appoint a municipal law enforcement officer (Howard Leaver)

DISPOSITION: Motion Carried

Resolution No. 13 Moved by Jim Pickard Seconded by Peter Ypma

RESOLVED that By-laws 14-2021 to 17-2021 inclusive be read a third time and finally passed, and that the Mayor and Clerk be authorized to sign the By-laws and affix the corporate seal.

DISPOSITION: Motion Carried

Committees  Engage and Inform Committee - December 2nd, 2020  Environment and Energy Innovation Committee - December 2nd, 2020  SWOX Zero Waste Facilities Committee - November 17th, 2020

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Council Minutes - February 02, 2021

Councillor Ypma provided comment on the Environment and Energy Innovation Committee meeting agenda and the minutes of January 6th in relation to the committee’s comments on the Province’s new long term energy plan. Mayor David Mayberry stated that the Committee will be reviewing the draft letter which is included as part of the agenda package at their meeting tomorrow, and with the Committee’s support, it will be brought forward for endorsement by Council at the next regular meeting.

Resolution No. 14 Moved by George Way Seconded by Paul Buchner

RESOLVED that the following committee minutes be received for information:  Engage and Inform Committee minutes of December 2nd, 2020;  Environment and Energy Innovation Committee minutes of December 2nd, 2020;  SWOX Zero Waste Facilities Committee minutes of November 17th, 2020.

DISPOSITION: Motion Carried

Council Round Table Council members shared updates from their respective wards and community involvement. “Beer for a Year” fundraiser in Beachville is underway. Councillor Pickard commented on an issue regarding the ice rink in Sweaburg – residents have been asked not to use the ice rink for playing hockey since a neighbour’s window was broken by a hockey puck. The Winter Walk for Warmth will be postponed this year due to gathering restrictions and the COVID-19 pandemic. SWOX Trivia Night is coming up again on February 11th. Rural Mayors will be meeting to discuss water and wastewater rates.

* Council took a five-minute break and resumed at 10:18 a.m.

Closed Session The meeting will be closed to the public to discuss subject matter that is:

(i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations or a person, group or persons, or organization (fibre connectivity).

Resolution No. 15 Moved by Paul Buchner Seconded by Craig Gillis

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Council Minutes - February 02, 2021

RESOLVED that Council hold a closed meeting in order to discuss a matter pertaining to:

DISPOSITION: Motion Carried

Resolution No. 16 Moved by Paul Buchner Seconded by Craig Gillis

RESOLVED that Council reconvene in regular session.

DISPOSITION: Motion Carried

Discussion arising from Closed Session

Resolution No. 17 Moved by Valerie Durston Seconded by Peter Ypma

RESOLVED that the Council of the Township of South- West Oxford provide direction to staff to contact Coyle’s Country Store to request 50% funding $4,833.50 to extend fibre to their location in partnership with SWIFT and Execulink;

AND FURTHER THAT staff be directed to contact the Town of Tillsonburg to request 50% funding $16,175.50 to extend fibre to the Tillsonburg Airport in partnership with SWIFT and Execulink.

DISPOSITION: Motion Carried

Council provided direction to staff to request that Execulink and Quadro submit applications by the February 15, 2021 deadline for the Federal Universal Broadband Fund with a proposal to service remaining residential, business and agri-businesses in South-West Oxford.

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Council Minutes - February 02, 2021

Council provided direction to staff to reach out to neighbouring municipalities to ensure that there is coordination among them and the Township when boundary roads are serviced with fibre. This should be considered as part of the evaluation of how fibre will be funded in the future – how will boundary roads be funded between Township residents/property owners and neighbouring residents/property owners.

SWOX Fibre Connectivity Steering Committee

Resolution No. 18 Moved by Peter Ypma Seconded by Jim Pickard

RESOLVED that the Council of the Township of South- West Oxford provide direction to staff to develop terms of reference for a SWOX Fibre Connectivity Steering Committee and that the draft terms be brought forward to Council at their next regular meeting of February 16th, 2021.

DISPOSITION: Motion Carried

Resolution No. 19 Moved by Valerie Durston Seconded by Craig Gillis

RESOLVED that the SWOX Fibre Connectivity Steering Committee be made up of five members;

AND FURTHER THAT David Mayberry, Paul Buchner, Jim Pickard, Mary Ellen Greb and Diane Larder be appointed to the Committee.

DISPOSITION: Motion Carried

Council provided direction to include as part of the Terms of Reference for the SWOX Fibre Connectivity Steering Committee how fibre may be funded within the Township.

CONFIRMATORY BY-LAW

By-Law No. 18-2021 - To confirm all actions and proceedings of Council (February 2nd, 2021)

Resolution No. 20 Moved by Craig Gillis Seconded by Valerie Durston

RESOLVED that By-law 18-2021 being a By-law to

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Council Minutes - February 02, 2021

confirm the proceedings of Council held Tuesday, February 2nd, 2021 be read a first, second and third time this 2nd day of February, 2021.

AND FURTHER THAT the Mayor and Clerk are hereby authorized to sign the By-law and affix the corporate seal.

DISPOSITION: Motion Carried

ADJOURNMENT Resolution No. 21 Moved by Craig Gillis Seconded by Peter Ypma

RESOLVED that there being no further business, the Council meeting be adjourned at 11:46 a.m. to meet again on Tuesday, February 16th, 2021 at 7:00 p.m.

DISPOSITION: Motion Carried

CLERK: Julie Forth MAYOR: David Mayberry

This document is available in alternate formats upon request.

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STAFF REPORT

Report No: CL 09-2021 Meeting Date: 16 Feb 2021 Department: Clerk's Department

Business Arising from the Minutes of the February 2nd, 2021 Council Meeting

Recommendation:

RESOLVED that the Council of the Township of South-West Oxford receive report CL 09-2021 Summary of Staff Actions Related to Business Arising from the Minutes of February 2nd, 2021 as information.

Purpose:

The purpose of this report is to provide an overview for Council of the staff actions arising from the minutes of the last Council meeting.

Background:

Following each Council meeting the Clerk will prepare a report for Council’s information to be presented at the following meeting to advise Council of any action that has been taken as a result of their decisions and direction.

Discussion:

The items contained in the chart below in Column 1 were discussed as directives for staff; followed by the staff actions in Column 2.

BUSINESS ARISING FROM THE MINUTES Council Requests: Staff Actions: Council provided direction to staff Clerk Julie Forth has arranged a meeting to obtain more information with Ronsons Audio Video at the Mt. Elgin regarding the quotes for audio and Community Centre and will provide a video equipment for ongoing virtual further report to Council regarding these and hybrid Council meetings. options at their February 16th, 2021 meeting. Council provided direction to staff A letter of support has been sent to the to send a letter of support for Grey Premier and copied to MPP Ernie Highlands Resolution re: insurance Hardeman, Attorney General of Ontario rates. Hon. Doug Downey, Minister of Finance

CL 09-2021: Business Arising from the Minutes of the February 2nd, 2021 ... Page 16 of 151 AGENDA ITEM #

Hon. Peter Bethlenfalvy. Council provided direction to staff CAO Mary Ellen Greb has contacted to contact Coyle’s Country Store Coyle’s Country Market and the Town of and the Town of Tillsonburg Tillsonburg. regarding a possible extension of fibre in partnership with SWIFT and Execulink. Council provided direction to staff CAO Mary Ellen Greb has sent a letter of to send a letter of support to support. Execulink and Quadro for an application to the Universal Broadband Fund. Council provided direction to staff Draft Terms of Reference will be presented for the development of a SWOX to Council for consideration at their meeting Fibre Connectivity Steering on February 16th, 2021. Committee.

Strategic Plan:

The Township will maintain quality of services by demonstrating corporate and community leadership to enhance quality of life and to strive for excellence in stewardship of all resources.

Financial Implications:

A) There are no financial implications to the Township.

Julie Forth Approved by Treasurer Larder and CAO Greb

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Terms of Reference

1.0 Committee Name Township of South-West Broadband Implementation Steering Committee

2.0 Committee Type: Special

3.0 Committee Nature: Ad Hoc

4.0 Committee Purpose: To assist Council in moving forward with its’ strategic planning/direction related to universal broadband availability in the Township of South-West Oxford.

5.0 Committee Responsibilities The Steering Committee is responsible for assisting Council in:  Examining options for the provision of universal broadband access to residents and businesses within the Township of South-West Oxford;  Providing input to South-West Oxford Council regarding funding options, timelines and other matters requested by Council related to Universal Broadband Funding:  Assist in the drafting of press releases and public information a document to answer questions from the public regarding the new technologies  Providing input into the Township budget process to ensure adequate funds are set aside for Council strategic initiatives related to Universal Broadband.

6.0 Composition of Committee - Directors (Minimum of 5 voting members) Council (3): Councillor Paul Buchner Councillor Jim Pickard Mayor David Mayberry Staff (2): CAO Mary Ellen Greb Treasurer/Deputy CAO Diane Larder Should a member of the Committee resign the remaining members will decide whether the vacancy needs to be filled. If the Committee moves forward with filling the vacancy the new member chosen should be selected from the same category as the previous appointee.

Quorum: For the purposes of this committee quorum is calculated is 3 voting members (2 council and 1 staff).

Chairperson: Shall be elected by the Committee at the first meeting of each calendar year. Should the Chairperson be absent from a meeting the Committee will vote to appoint an Acting Chairperson for that specific meeting.

Authority: Decisions will be decided by a majority vote (50% of the members present). Motions dealing with matters are introduced by the request of a mover and seconder. In the case of a tie vote, the chair will make the breaking vote.

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Page 2 Township of South-West Oxford High Speed Connectivity Committee Terms of Reference

7.0 Support and Resources Administrative and Technical support will be provided by the Township of South- West Oxford as needed.

8.0 Committee Meeting Location: Committee meetings should take place at the Municipal Council Chambers and at times may take place at facilities that accessible by all members of the public. Virtual or hybrid meetings are permitted

9.0 Frequency of Meetings Monthly ?

10.00 Accountability and Transparency: All meetings are open to the public.  Complete agenda packages (including previous minutes and reports) are to be published and circulated to committee members a minimum of 4 days prior to the meeting date; Township staff will post this information on the Township website and circulate copies of the minutes to Council as part of their agenda package.  The business of the Committee will be unbiased in respect of race, religion, gender, age politics, sexual orientation, and physical or mental defect.

11.0 Committee Reports: The Committee reports directly to Council through the CAO or Chairperson?

A leader in the development and delivery of municipal services for the growth and well-being of our community

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Report No: CP 2021-58 COMMUNITY PLANNING Council Date: February 16, 2021

To: Mayor and Members of South-West Oxford Township Council

From: Adam Ager, Development Planner, Community Planning

Application for Zone Change ZN 4-20-14: ASB Greenworld Ltd.

REPORT HIGHLIGHTS

 An application for zone change is to rezone a portion of the subject lands of the proposed from ‘General Agricultural (A2)’ to ‘Special Agri-Business Zone (AB-6)’ to permit storage of soil and associated material from the agri-business use on the subject lands.

 Planning staff are recommending support of the application as it complies with the policies of the Provincial Policy Statement and the Official Plan respecting the expansion of existing Agri-Business Uses.

XDISCUSSION

Background

OWNERS: ASB Greenworld Ltd. 332911 Plank Line Mt. Elgin, ON N0J 1N0

APPLICANT: Sheryl Chanyi 332911 Plank Line Mt. Elgin, ON N0J 1N0

LOCATION:

The subject lands are described as Part Lot 9, Concession 6 (Dereham), Township of South-West Oxford. The property is located on the North West corner Prouse Road and Plank Line and is municipally known as 264177 Prouse Road.

COUNTY OF OXFORD OFFICIAL PLAN:

Schedule “S-1” Township of South-West Oxford Agricultural Reserve Land Use Plan

TOWNSHIP OF SOUTH-WEST OXFORD ZONING BY-LAW NO. 25-98:

Existing Zoning: Special Agribusiness Zone (AB-6) and General Agricultural Zone (A2)

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Report No: CP 2021-58 COMMUNITY PLANNING Council Date: February 16, 2021

Proposed Zoning: Amended Special Agribusiness Zone (AB-6) and General Agricultural Zone (A2)

PROPOSAL:

The purpose of the Application for Zone change is to rezone a portion of the subject lands of the proposed from ‘General Agricultural (A2)’ to ‘Special Agri-Business Zone (AB-6)’ to permit storage of soil and associated material from the agri-business use on the subject lands.

The subject lands are approximately 26.7 ha (66 ac) in size partially zoned Special Agribusiness Zone (AB-6) which permits the open storage of soil processed products and associated loading and parking facilities, as well as General Agriculture Zone (A2). The subject lands currently are both in agricultural production (cash crop) as well as soil production (area in special agribusiness zone). Surrounding land uses are industrial, non-farm rural residential, and agricultural.

Plate 1, Location Map with Existing Zoning, identifies the location of the subject lands.

Plate 2, Aerial Map (2015), provides an aerial view of the subject lands and the immediate area.

Plate 3, Applicant’s Sketch, shows the subject property and the configuration of the proposed area to be rezoned.

Comments

PROVINCIAL POLICY STATEMENT

The 2020 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act.

Section 2.3 directs that prime agricultural areas shall be protected for long term agricultural use. Permitted uses in prime agricultural areas include agriculture, agriculture-related uses and on- farm diversified uses. Proposed agricultural-related uses and on-farm diversified uses shall be compatible with, and shall not hinder, surrounding agricultural operations. Criteria for these uses may be based on guidelines developed by the Province (e.g. Guidelines on Permitted Uses in Ontario’s Prime Agricultural Areas) or municipal approaches, as set out in municipal planning documents.

Agricultural-related uses are defined as farm-related commercial and farm-related industrial uses that are directly related to farm operations in the area, support agriculture, benefit from being in close proximity to farm operations, and provide direct products and/or services to farm operations as a primary activity.

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Report No: CP 2021-58 COMMUNITY PLANNING Council Date: February 16, 2021

OFFICIAL PLAN

The subject lands are located within the ‘Agricultural Reserve’ designation on the Land Use Plan for the Township of South West Oxford in the Official Plan.

Section 3.1.4.6.1 of the Official Plan includes policies for existing agricultural related uses. Agricultural related uses located on a separate parcel from a farm operation and recognized by Agricultural Business zoning in the Area Zoning By-Law, as of January 14, 2009, may be permitted to redevelop for the following uses, subject to a site specific Zoning By-Law amendment:  an agricultural commercial or agricultural industrial use, in accordance with the policies of this section;  uses permitted in the standard Agricultural Business Zone in the Area Zoning By-Law and other uses which are related to, or generally supportive of, agriculture; and  an industrial or commercial use, provided that any redevelopment is limited to a specific use or uses

ZONING BY-LAW

A portion of the subject lands are currently zoned ‘Special Agribusiness Zone (AB-6)’ according to the Township of South-West Oxford Zoning By-law.

The AB-6 Zone permits the open storage of soil processed products and associated loading and parking facilities. The AB-6 zone also has site specific provisions for the above noted storage with respect to front yard, and side yard setbacks, and also only permits one singular entrance point to the subject lands off of Prouse Road.

The AB zone permits a range of farm related business uses, including but not limited to a farm produce retail outlet, a processing plant for agricultural products and/or by-products and a single detached dwelling accessory to a permitted use. A garden suite is not a permitted use in the AB Zone, however, the A2 Zone does permit such use.

The ‘Agricultural Business Zone (AB)’ requires a minimum lot area of 0.4 ha (1 ac) and a lot frontage of 45 m (147.6 ft). The AB zone also requires a minimum side yard width of 7.5 m (24.6 ft) and a front yard width of 10 m (32.8 ft).

AGENCY COMMENTS

This application has been circulated to those agencies that were considered to have an interest in the proposal. The following comments were received:

Oxford County Public Works Department commented that at the time of site plan application, more information will be provided with respect to entrance on to Prouse Road. Further, along frontage of property, a road widening of 3m will be conveyed to the County, at no cost to the County.

The Township Chief Building Official, Township of South-West Oxford Drainage Superintendent, and Township of South-West Oxford Septic Department, have commented that they have no objection or concern to the proposed application.

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Report No: CP 2021-58 COMMUNITY PLANNING Council Date: February 16, 2021

PUBLIC CONSULTATION:

Notice of the application was provided to the surrounding property owners in accordance with the Planning Act. As of the date of this report, one letter from neighbouring property owner been received regarding the subject application. The letter addresses concerns with respect to traffic and entrances for the expansion of the existing use. A copy of the letter has been attached to the end of this report for Council’s information.

Planning Analysis

The owner has submitted an application to to rezone a portion of the subject lands of the proposed from ‘General Agricultural (A2)’ to ‘Special Agri-Business Zone (AB-6)’ to permit storage of soil and associated material from the agri-business use on the subject lands.

The subject lands are located within the Agricultural Reserve according to the County of Oxford Official Plan. Further to this, policies of the PPS direct that Prime Agricultural areas shall be used for agricultural uses, agriculturally-related uses and on-farm diversified uses.

In this case, Planning staff are of the opinion that the proposed application to permit the expansion of a soil production operation is considered to be an agriculturally-related use and is in-keeping with the relevant policies of the PPS.

The proposal is also consistent with the policy direction of the County of Oxford Official Plan respecting the expansion of existing agricultural related uses. The proposed expansion to the existing soil production operation is a specific use that will be subject to site plan control to ensure that all matters relating to drainage, parking, servicing, and building location are satisfactorily addressed. No adverse impacts to surrounding roads or surrounding agricultural operations are expected. Further, the comments raised by the circulated agencies will be addressed through the above noted Site Plan Control approval process.

In light of the foregoing, it is the opinion of this Office that the application for zone change is consistent with the policies of the PPS and is generally in-keeping with the County Official Plan. As such, Planning Staff are satisfied that the application can be given favourable consideration. An amending by-law will be brought forward at a later date when the required by-law schedules have been prepared.

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Report No: CP 2021-58 COMMUNITY PLANNING Council Date: February 16, 2021

RECOMMENDATION

That the Council of the Township of South-West Oxford approve-in-principle, the zone change application File No. ZN 4-20-14, submitted by Sheryl Chanyi, for lands described as Part of Lot 9, Concession 6 (Dereham), Township of South-West Oxford, to rezone a portion of the subject lands from ‘General Agricultural Zone (A2)’ to ‘Special Agribusiness one (AB-6)’ to permit storage of soil and associated material from the agri-business use on the subject lands.

SIGNATURES

Authored by: Original Signed by Adam Ager, MCIP, RPP Development Planner

Approved for Submission by: Original Signed by Eric Gilbert, MCIP, RPP, Senior Planner

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Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Wetlands - Provincially Significant (MNRF) DRAFT - Wetlands - Non-Provincially Significant (ONHSS) Earth Science ANSIs - Provincially Significant (MNRF) Life Science ANSIs - Provincially Significant (MNRF) Life Science ANSIs - Regionally Significant (MNRF) DRAFT - Woodlands - Significantly Ecologically Important (ONHSS) DRAFT - Woodlands - Other Ecologically Important (ONHSS) DRAFT - Meadows,Thcikets,etc - Ecologically Important (ONHSS) DRAFT - Valleylands - Significant (ONHSS) DRAFT - Woodlands - Non-Ecologically Important (ONHSS) DRAFT - Meadows,Thickets,etc - Non-Ecologically Important Notes(ONHSS) Conservation Authority Watersheds Page 25 of 151 Zoning Floodlines Regulation Limit 100 Year Flood Line 30 Metre Setback

Conservation Authority AGENDA ITEM # Regulation Limit Regulatory Flood And Fill Lines Land Use Zoning (Displays 1:16000 to 1:500)

This map is a user generated static output from an Internet mapping site and 0 205 409 Meters is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey NAD_1983_UTM_Zone_17N November 19, 2020 7:05 a.m. - Development Planner Adam Ager - Public Meeting: ASB Greenwor...

Legend

Parcel Lines Property Boundary Assessment Boundary Unit Road Municipal Boundary Zoning Floodlines Regulation Limit 100 Year Flood Line 30 Metre Setback Conservation Authority Regulation Limit Regulatory Flood And Fill Lines Land Use Zoning (Displays 1:16000 to 1:500)

Notes Page 26 of 151 AGENDA ITEM #

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From: Planning To: [email protected] Cc: Adam Ager Subject: FW: Rezoning file number ZN-20-14 Date: February 5, 2021 2:25:55 PM

Good Day Gerrit,

I have copied your email to Adam Ager, so that he may include your comments and suggestions in his report to Council.

Sincerely,

Shelley Buchanan Planning Secretary Community Planning County of Oxford 21 Reeve St Woodstock, ON N4S 7Y3 P: 519-539-9800 x3912 F: 519-421-4712 [email protected]

This e-mail communication is CONFIDENTIAL AND LEGALLY PRIVILEGED. If you are not the intended recipient, use or disclosure of the contents or attachment(s) is strictly prohibited. If you have received this communication in error, please notify the author by return e-mail and delete this message and any copy of it immediately. Thank you. þ Think about our Environment. Print only if necessary.

From: G van de belt [mailto:[email protected]] Sent: February 5, 2021 1:54 PM To: Planning Subject: Rezoning file number ZN-20-14

CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or on clicking links from unknown senders. Hello, Adam Ager

We received a letter about the rezoning of ASB greenworld Ltd file number ZN-20-14 applicant Sheryl Chanyi. I have a few comments and concerns about this to share with you. We are neighbours with the company, we do not have any issues with this company but the rezoning that may occur would be right in front of our house. ASB greenworld is a very busy and noisy business with everyday loading and unloading of many trucks. Beeping pay loaders and forklifts even throughout the night in the busy times. Our suggestion is to rezone to the North of the storage plant instead of to the West like it is in the map we received. The North would have less noise for the neighbourhood as it is farther away from the homes

7:05 a.m. - Development Planner Adam Ager - Public Meeting: ASB Greenwor... Page 28 of 151 AGENDA ITEM #

and road. Please see the picture attached to this email with our idea. We would appreciate this, and thank you for your time.

Thank you Gerrit Vandebelt

Virus-free. www.avast.com

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Report No: CP 2021-59 COMMUNITY PLANNING Council Date: February 16, 2021

To: Mayor and Members of South-West Oxford Council

From: Adam Ager, Development Planner, Community Planning

Application for Zone Change ZN 4-20-09 – Dayspring Residence Inc.

REPORT HIGHLIGHTS

. The application for Zone Change is a condition of an approved consent application for for an agricultural lot addition in the Township of South-West Oxford.

. The application for Zone Change proposes to rezone the severed lots from the related approved consent application from ‘Special General Agricultural Zone (A2-3)’ to ‘General Agricultural Zone (A2)’, and amend the existing ‘Special General Agricultural Zone (A2-3)’ to recognize the new area of the retained lot as a result of the approved consent.

. Planning staff are recommending approval of the application as it is generally consistent with the policies of the Provincial Policy Statement and the County Official Plan with respect to lands designated for agricultural purposes.

DISCUSSION

Background

OWNERS: Stan Fomin Dayspring Residence Inc. 332787 Plank Line Tillsonburg ON N4G 4H1

LOCATION:

The subject lands are described as Part Lot 8, Concession 7 (Dereham), Township of South-West Oxford. The property is located on the west side of Plank Line, between Prouse Road and Airport Road and is municipally known as 332787 Plank Line.

COUNTY OF OXFORD OFFICIAL PLAN:

Schedule “S-1” Township of South-West Oxford Agricultural Reserve Land Use Plan

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Report No: CP 2021-59 COMMUNITY PLANNING Council Date: February 16, 2021

TOWNSHIP OF SOUTH-WEST OXFORD ZONING BY-LAW:

EXISTING ZONING: Lot to be Retained Special General Agricultural Zone (A2-3) Lot to be Severed Special General Agricultural Zone (A2-3) Lot to be Enlarged General Agricultural Zone (A2)

PROPOSED ZONING: Lot to be Retained Amended General Agricultural Zone (A2-3) Lot to be Severed General Agricultural Zone (A2) Lot to be Enlarged General Agricultural Zone (A2)

PROPOSAL:

The purpose of this application is to appropriately rezone the severed and retained lot relating to an application for consent (B20-49-4) that was approved by Land Division Committee on January 28, 2021. The related consent application facilitated an agricultural lot addition. The severed lot will cover an area of approximately 10.29 ha (25.4 ac), contains no buildings or structures, and is in agricultural production (cash crop) as well as woodlands. The severed lot will be added to the agricultural lands to the immediate north. The enlarged lot currently covers an area of approximately 24.4 ha (60.4 ac), consists of agricultural lands, a commercial nursery and associated buildings. The retained lot comprises approximately 1.8 ha (4.4 ac), and contains an existing retirement home.

Surrounding land uses are predominantly agricultural with non-farm rural residential and an agribusiness use to the immediate east.

Plate 1, Location Map with Existing Zoning, indicates the location of the subject property and the existing zoning in the immediate vicinity.

Plate 2, 2015 Aerial Photography, shows an aerial view of the lot to be severed, retained, and enlarged.

Plate 3, Applicant’s Sketch, shows the existing buildings, wells and tanks on the site, as provided by the applicant.

Application Review

PROVINCIAL POLICY STATEMENT:

The 2020 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions shall be consistent with all policy statements issued under the Act.

Section 2.3 (Agriculture) of the PPS directs that prime agricultural areas shall be protected for long term agricultural use.

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Report No: CP 2021-59 COMMUNITY PLANNING Council Date: February 16, 2021

Further, Section 2.3.4 (Lot Creation and Lot Adjustments) discourages the creation of new lots in prime agricultural areas and provides only four instances where such lot creation may be permitted, as summarized below:

 for agricultural uses, provided the lots are of a sufficient size for the type of production common in the area and are sufficiently large enough to maintain flexibility in adapting the operation in the future;  for agricultural-related uses;  for a surplus farm residence resulting from a farm consolidation; and,  for infrastructure facilities and corridors in lieu of an easement or right-of-way.

Section 2.3.4.2 states that lot adjustments in prime agricultural areas may be permitted for legal or technical reasons.

OFFICIAL PLAN:

The subject lands are designated Agricultural Reserve according to the County Official Plan. In the Agricultural Reserve designation, lands are to be developed for a wide variety of agricultural land uses, including general farming, animal or poultry operations, regulated livestock farms, cash crop farms and specialty crop farms together with farm buildings and structures necessary to the farming operation, and accessory residential uses required for the farm.

The policies of Section 10.3.5 (Zoning By-Laws and Non-Conforming Uses) provide that zoning by-laws are the primary means of implementing the policies of this Plan. The zoning by-law defines the uses permitted in specific locations within a municipality and the specific development standards relating to those uses. Non-conforming uses are legally established uses that do not conform to the current land use designations, policies, requirements or zones of the Official Plan and/or zoning by-law.

For uses recognized by existing zoning, but that do not conform to this Plan, Area Councils may permit minor expansion or minor change in use and the Land Division Committee may consider the granting of consents for existing uses to permit the expansion of the use or readjustment of property boundaries provided that the appropriate services are in place, parking and loading spaces are adequate, and compatibility with existing land uses in the vicinity is maintained.

TOWNSHIP OF SOUTH-WEST OXFORD ZONING BY-LAW:

The severed and retained lots are currently zoned “Special General Agricultural Zone (A2-3)” in the Township’s Zoning By-law. The A2-3 zone permits a long term care facility containing a maximum of 20 residents, as well as a dwelling unit in a portion of a long term care facility. The A2-3 zone also recognizes the existing lot area of 11 ha (27.2).

The A2 zone permits a variety of agriculture-related uses, including a farm, a regulated farm, and a single-detached dwelling, if accessory to a farm or a regulated farm. The zone requires a minimum lot area of 30 ha (74.1 ac) and a minimum lot frontage of 100 m (328.2 ft). The lot to be severed will need to be rezoned from A2-3 to A2 to be consistent with the lands to which it is being merged. Once merged, the severed and enlarged lots will meet the development standards of the ‘A2’ zone with respect to lot area, frontage and depth.

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Report No: CP 2021-59 COMMUNITY PLANNING Council Date: February 16, 2021

The proposed zone change application is amend the lot area provisions of the existing A2-3 Zone to reflect the resulting lot area of the retained lot (1.81 ha (4.4 ac)), as well as rezone the lot to be severed to be consistent with the lands it is being merged with to the immediate north.

AGENCY COMMENTS:

This application has been circulated to those agencies that were considered to have an interest in the proposal. The following comments were received:

The Township Chief Building Official, Township of South-West Oxford Drainage Superintendent, Oxford County Public Works, and Township of South-West Oxford Septic Department, have commented that they have no objection or concern to the proposed application.

PUBLIC CONSULTATION:

Notice of the application was provided to the surrounding property owners in accordance with the Planning Act. As of the date of this report, no concerns or objections have been received regarding the subject application.

Planning Analysis

The purpose of this application is to appropriately rezone the severed lot relating to an application for consent (B20-49-4) that was approved by Land Division Committee on January 28, 2021. The related consent application facilitated an agricultural lot addition.

As the proposal will result in the enlargement of an existing undersized farm parcel where agricultural uses will continue, Planning staff are generally satisfied that the proposal complies with the policies of the PPS regarding agricultural uses and lot adjustments for technical reasons.

The proposal also appears to maintain the general intent of the Official Plan. The newly enlarged parcel will continue to be used for agricultural purposes, will not result in further fragmentation of agricultural land, and will be of sufficient size to maintain flexibility for future changes in the type of farm operation. Furthermore, the plan allows for the Land Division Committee to grant consents for existing non-conforming uses recognized by the area municipality’s zoning by-law to permit the expansion of the use or adjustment of property boundaries provided that the appropriate services are in place, parking and loading spaces are adequate, and compatibility with existing land uses in the vicinity is maintained. From this perspective staff are satisfied that the proposal meets these criteria the proposal will not negatively impact the operations of the retirement facility on the lands to be retained.

Staff are of the opinion that severed lot being rezoned ‘A2’ to be consistent with the lands to which it will be merged is appropriate, and further that the A2-3 zoning of the lands to be retained will be amended to reflect the new lot size associated with the retirement home use.

In light of the foregoing, Planning staff are satisfied that the proposed application is consistent with the policies of the Provincial Policy Statement and meets the general intent and purpose of the County Official Plan.

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Report No: CP 2021-59 COMMUNITY PLANNING Council Date: February 16, 2021

A proposed amending Zoning By-law will be forwarded for Council’s consideration once the schedules for the amending by-law are completed.

RECOMMENDATION

It is recommended that the Council of the Township of South-West Oxford approve-in- principle the zone change application submitted by Stan Fomin, whereby the lands described as Part Lot 8, Concession 7 (Dereham), Township of South-West Oxford are to be rezoned from ‘Special General Agricultural Zone (A2-3)’ to ‘General Agricultural Zone (A2)’ and to amend the existing ‘Special General Agricultural Zone (A2-3)’, to satisfy a condition of severance.

SIGNATURES

Authored by: Original Signed by Adam Ager, MCIP, RPP Development Planner

Approved for submission by: Original Signed by Eric Gilbert, MCIP, RPP Senior Planner

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Notes Page 35 of 151 AGENDA ITEM #

This map is a user generated static output from an Internet mapping site and 0 205 409 Meters is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey NAD_1983_UTM_Zone_17N December 14, 2020 7:15 p.m. - Development Planner Adam Ager - Public Meeting: Dayspring Re...

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Notes Page 36 of 151 AGENDA ITEM #

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Report No: CP 2021-60 COMMUNITY PLANNING Council Date: February 16, 2021

To: Mayor and Members of South-West Oxford Council

From: Adam Ager, Development Planner, Community Planning

Application for Zone Change ZN 4-20-11 – Kloepfer Holdings Ltd. & William Kloepfer

REPORT HIGHLIGHTS

. The application for Zone Change is a condition of an approved consent application that facilitated a farm consolidation resulting in the retention of a surplus dwelling in the Township of South-West Oxford.

. The application for Zone Change proposes to rezone the retained lot from the related approved consent application from ‘General Agricultural Zone (A2)’ to ‘Rural Residential Zone (RR)’

DISCUSSION

Background

OWNERS: Kloepfer Holdings Ltd. c/o Darrel Kloepfer 464304 Rivers Road Ingersoll ON N5C 3J8

APPLICANT: Barron Planning Consulting c/o Paul Barron 628 Lakeview Drive Woodstock ON N4T 0A5

SOLICITOR: Gordon Klein, White Coad LLP 408 Dundas Street Woodstock ON N4S 1B9

LOCATION:

The subject lands are described as Part Lot 12, Concession 5 (West Oxford), Township of South- West Oxford. The property is located on the south side of Rivers Road, between Foldens Line and Trillium Line and is municipally known as 434304 Rivers Road.

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Report No: CP 2021-60 COMMUNITY PLANNING Council Date: February 16, 2021

COUNTY OF OXFORD OFFICIAL PLAN:

Schedule “S-1” Township of South-West Oxford Agricultural Reserve Land Use Plan

TOWNSHIP OF SOUTH-WEST OXFORD ZONING BY-LAW:

EXISTING ZONING: Lot to be Retained General Agricultural Zone (A2) Lot to be Severed General Agricultural Zone (A2) Lot to be Enlarged General Agricultural Zone (A2)

PROPOSED ZONING: Lot to be Retained Rural Residential Zone (RR) Lot to be Severed General Agricultural Zone (A2) Lot to be Enlarged General Agricultural Zone (A2)

PROPOSAL:

The purpose of this application is to appropriately rezone the severed lot relating to an application for consent (B20-60-4) that was approved by Land Division Committee on January 28, 2021. The related consent application facilitated a farm consolidation resulting in the retention of a surplus dwelling. The severed lot covers an area of approximately 28 ha (69.5 ac), contains no buildings or structures, and is in agricultural production (cash crop). The severed lot will be added to the agricultural property to the immediate southeast consisting of a drive shed and silo, covering an area of approximately 40.3 ha (99.6 ac). The retained lot comprises approximately 0.6 ha (1.6 ac), contains a barn, two accessory structures, and an existing single detached dwelling, with frontage on Rivers Road and is proposed for non-farm rural residential purposes. It is further proposed that the existing barn and one of the existing accessory structures will be removed from the lands to be retained.

Surrounding land uses are predominantly agricultural.

Plate 1, Location Map with Existing Zoning, indicates the location of the subject property and the existing zoning in the immediate vicinity.

Plate 2, 2015 Aerial Photography, shows an aerial view of the lot to be severed, retained, and enlarged.

Plate 3, Applicant’s Sketch, shows the existing buildings (including those proposed to be removed), wells and tanks on the site, as provided by the applicant.

Application Review

PROVINCIAL POLICY STATEMENT:

The 2020 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions shall be consistent with all policy statements issued under the Act.

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Report No: CP 2021-60 COMMUNITY PLANNING Council Date: February 16, 2021

Section 2.3 (Agriculture) of the PPS directs that prime agricultural areas shall be protected for long term agricultural use.

OFFICIAL PLAN:

The policies of Section 3.1.4.4.1 (Farm Consolidation) apply to proposals where lands being conveyed are to be added to an adjoining farm property. The following criteria will be evaluated to determine the acceptability of severing agricultural land for farm consolidation purposes:

 the intended use of the lands must be farming;  proposals to consolidate farm parcels must conform to the provisions of the Zoning By- law;  conformity with criteria regarding flexibility, suitability, viability and avoidance of further fragmentation of Class 1 to 3 agricultural lands and removal of woodlots;  compliance with Minimum Distance Separation Formula II (MDS II); and,  compliance with Section 3.2 Environmental Resource policies.

In addition to the above farm consolidation policies, an evaluation system has been included in the County Official Plan under Section 3.1.5.4 (Rural Residential Uses) to provide an impartial and consistent method of evaluating proposals which would result in non-farm rural residential development within the Agricultural Reserve designation. The system is designed to evaluate proposals on the basis of criteria such as agricultural land preservation, location, land use compatibility, and environmental compatibility. Points are assigned to each factor to reflect that particular factor’s level of importance in supporting the goal for agricultural policies.

According to the policies of the Official Plan, proposals for non-farm residential development which accumulate less than +12 points may be considered for approval, provided that the proposal conforms to the general policies for such consent applications.

The proposal to retain approximately 0.6 ha (1.6 ac) for non-farm rural residential purposes would accumulate +10 points, as follows:

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Report No: CP 2021-60 COMMUNITY PLANNING Council Date: February 16, 2021

Site Assessment Factors Points

Land Capability for Agriculture n/a Surrounding Agricultural Land Use +10 Compliance with the Minimum Distance Separation 1 0 Surrounding Extractive Resource Land Use 0 Access to Major Roads 0 Traffic Safety 0 Surplus Farm Dwelling 0 Heritage 0 Total + 10

The final step of the evaluation system consists of general policies for the consideration of non- farm rural residential severance proposals. It is the intent that new or expanded non-farm rural residential lots will be as small as is practical to preserve the County’s agricultural land base. Severance proposals to create new or expanded lots for non-farm rural residential development will generally not exceed 0.8 ha (2 ac). Proposals seeking to sever parcels larger than this limit will only be permitted where it can be demonstrated that the additional area is required to accommodate a private water supply or on-site sewage facilities, where the topography of the area has limitations for agriculture, or where the proposed lots are physically isolated by natural features such as streams.

TOWNSHIP OF SOUTH-WEST OXFORD ZONING BY-LAW:

The subject property is zoned “General Agricultural Zone (A2)” in the Township’s Zoning By-law. The A2 zone permits a variety of agriculture-related uses, including a farm, a regulated farm, and a single detached dwelling, if accessory to a farm or a regulated farm. The zone requires a minimum lot area of 30 ha (74.1 ac) and a minimum lot frontage of 100 m (328.2 t). Once merged, the severed and enlarged lot will meet the development standards of the ‘A2’ zone with respect to lot area, frontage and depth.

The retained lot will be used for non-farm rural residential purposes and is required to be rezoned to recognize the use of the lands for rural residential purposes. The RR zone requires a minimum lot area of 2,800 m2 (30,139 ft2), a minimum lot frontage of 35 m (114.8 ft), and a minimum lot depth of 80 m (262.5 ft). The zone also requires a minimum front yard depth of 10 m (32.8 ft), a minimum rear yard depth of 7.5 m (24.6 ft) and a minimum interior side yard width of 1.5 m (4.9 ft).

The lot to be retained is proposed to have an area of 0.6 ha (1.6 ac), a frontage of 69 m (226 ft) and a depth of 98 m (321 ft). The existing house has a front yard depth of approximately 39 m (127 ft), an interior side yard width of 26 m (85 ft) and 31 m (101 ft), and a rear yard depth of 43 m (141 ft) meeting all requirements of the RR Zone.

As noted, the existing barn on the lot to be retained is proposed to be removed. The existing accessory building (to remain) on the retained lot appears to meet all of the relevant set back provisions of the RR Zone. The said accessory structure is approximately 148 m2 (1,600 ft2), which is within the maximum allowed by the Township’s Zoning By-law for buildings and structures accessory to a residential use (i.e. 150 m2 or 1,614 ft2). As such, Staff are satisfied the accessory structures on the retained lot meet the requirements of the RR Zone.

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Report No: CP 2021-60 COMMUNITY PLANNING Council Date: February 16, 2021

AGENCY COMMENTS:

This application has been circulated to those agencies that were considered to have an interest in the proposal. The following comments were received:

The Township Chief Building Official, commented that if given favourable consideration a demolition permit will need to be obtained for the proposed removal of the accessory structures.

Township of South-West Oxford Drainage Superintendent commented a drainage reapportionment will be required at the expense of the owners.

Oxford County Public Works, and Township of South-West Oxford Septic Department, have commented that they have no objection or concern to the proposed application.

PUBLIC CONSULTATION:

Planning Analysis

As the proposal will result in the enlargement of an existing farm parcel where agricultural uses will continue and the retention of a surplus rural residential lot, Planning staff are generally satisfied that the proposal complies with the policies of the PPS regarding agricultural uses and lot creation in prime agricultural areas.

The proposal also appears to maintain the general intent of the Official Plan. The newly enlarged parcel will continue to be used for agricultural purposes, will not result in further fragmentation of agricultural land, and will be of sufficient size to maintain flexibility for future changes in the type of farm operation. Furthermore, the applicant’s request to maintain the surplus dwelling on the lot to be retained accumulates +10 points according to the Official Plan Point System and, at 0.6 ha (1.6 ac) in area will remain within the maximum lot size parameters for non-farm rural residential development, resulting in compliance with the policies of the Plan.

Further to this the newly enlarged lot and the retained lot will meet the provisions of the A2 zone and RR Zone respectively as set out in the Township’s Zoning By-law.

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Report No: CP 2021-60 COMMUNITY PLANNING Council Date: February 16, 2021

A proposed amending Zoning By-law will be forwarded for Council’s consideration once the applicant has provided a draft reference plan with bearings to allow for the schedules to be completed for the amending by-law.

RECOMMENDATION

It is recommended that the Council of the Township of South-West Oxford approve-in- principle the zone change application submitted by Kloepfer Holdings Ltd. & William Kloepfer, whereby the lands described as Part Lot 12, Concession 5 (West Oxford), Township of South-West Oxford are to be rezoned from ‘General Agricultural Zone (A2)’ to ‘Rural Residential Zone (RR)’, to satisfy a condition of severance.

SIGNATURES

Authored by: Original Signed by Adam Ager, MCIP, RPP Development Planner

Approved for submission by: Original Signed by Eric Gilbert, MCIP, RPP Senior Planner

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Notes Page 44 of 151 AGENDA ITEM #

This map is a user generated static output from an Internet mapping site and 0 205 409 Meters is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. This is not a plan of survey NAD_1983_UTM_Zone_17N December 2, 2020 7:25 p.m. - Development Planner Adam Ager - Public Meeting: Kloepfer Hol...

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Notes Page 45 of 151 AGENDA ITEM #

7:25 p.m. - Development Planner Adam Ager - Public Meeting: Kloepfer Hol... Page 46 of 151 8:15 p.m. - Watson & Associates - Public Meeting: 2021 Development Charg...

Page 47 of 151 Township of Southwest Oxford 2021 Development Charges AGENDA ITEM # Update Study Public Meeting

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Introduction Public Meeting Purpose

• This meeting is a mandatory requirement under the Development Charges Act (D.C.A.) • Prior to Council’s consideration of a by-law, a background study must be prepared and available to the public a minimum of 2 weeks prior to a public meeting and provided on the municipality’s website 60 days prior to by-law passage • Purpose of the public meeting is to provide an overview of the proposed amendment and to receive public input on the matter Page 48 of 151 AGENDA ITEM #

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Introduction Development Charges Update Study and By-law Amendment

• Development Charges (D.C.) Update Study prepared to amend the Township’s 2019 D.C. Background Study and By-law 55-2019 • Purpose of the proposed D.C. by-law amendment is to: • Reflect recent amendments to the D.C.A. made through the More Homes, More Choice Act, and COVID-19 Economic Recovery Act, including: • Changes to the D.C. recoverable costs (i.e. removal of the 10% statutory deduction, updates to capital cost estimates and reallocation of Page 49 of 151 service specific growth-related studies); and AGENDA ITEM # • Changes to the timing of calculation and collection of D.C.s and statutory exemptions • All other components of the 2019 D.C. Background Study and D.C. By- law 55-2019 remain unchanged 3 8:15 p.m. - Watson & Associates - Public Meeting: 2021 Development Charg...

D.C. By-law Amendment D.C. Eligible Costs

• Changes to the D.C. recoverable costs by service include: • Removal of the 10% statutory deduction from the calculation of the charge for Parks and Recreation Services and Administration Studies • Updated capital costs for Fire Services • Reallocation of service specific growth-related studies and costs of D.C. amendment process

D.C. Eligible Costs Page 50 of 151 Service/Class By-law 2019 D.C. Study Change ($) Amendment AGENDA ITEM # Municipal Wide Services/Class of Service: Fire Services 372,786 476,789 104,003 Roads and Related 235,139 260,139 25,000 Parks & Recreation 88,448 106,612 18,164 Administration Studies (Growth-Related Studies) 57,119 43,206 (13,913) Total Municipal Wide Services/Class of Services 753,492 886,746 133,254 4 8:15 p.m. - Watson & Associates - Public Meeting: 2021 Development Charg...

2020 D.C. Amendment Proposed Schedule of Charges

2019$

RESIDENTIAL NON-RESIDENTIAL Apartments - Service/Class Single and Semi- Apartments - 2 (per m2 of Gross (per Wind Bachelor and 1 Other Multiples Detached Dwelling Bedrooms + Floor Area) Turbine) Bedroom Municipal Wide Services/Class of Service: Fire Services 2,357 1,257 850 1,481 6.51 2,357 Roads and Related 1,010 538 364 634 3.33 1,010 Parks & Recreation 539 287 194 339 0.90 - Growth-Related Studies 221 118 80 139 0.58 221 Total Municipal Wide Services/Class of Services 4,127 2,200 1,488 2,593 11.33 3,588

2021$

RESIDENTIAL NON-RESIDENTIAL Apartments - Service/Class Single and Semi- Apartments - 2 (per m2 of Gross (per Wind Page 51 of 151 Bachelor and 1 Other Multiples Detached Dwelling Bedrooms + Floor Area) Turbine) Bedroom Municipal Wide Services/Class of Service: Fire Services 2,484 1,325 896 1,561 6.87 2,484 AGENDA ITEM # Roads and Related 1,064 567 384 668 3.51 1,064 Parks & Recreation 568 303 205 357 0.95 - Growth-Related Studies 233 124 84 146 0.61 233 Total Municipal Wide Services/Class of Services 4,349 2,319 1,569 2,732 11.94 3,781

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D.C. Impacts and Municipal Comparisons Page 52 of 151 AGENDA ITEM #

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2020 D.C. Amendment Development Charge Comparison (2021$)

2020 D.C. By- Service/Class Current law Change ($) Change (%) Amendment Residential Single and Semi-Detached Dwelling Municipal Wide Services/Class of Service: Fire Services 1,938 2,484 546 28.2% Roads and Related 861 1,064 203 23.6% Parks & Recreation 471 568 97 20.6% Growth-Related Studies 298 233 (65) -21.8% Total Municipal Wide Services/Class of Services 3,569 4,349 781 21.9% Non-Residential (per sq. m. of Gross Floor Area) Municipal Wide Services/Class of Service: Fire Services 5.35 6.87 1.51 28.2%

Page 53 of 151 Roads and Related 2.85 3.51 0.67 23.5% Parks & Recreation 0.79 0.95 0.16 20.2% Growth-Related Studies 0.82 0.61 (0.21) -25.5% AGENDA ITEM # Total Municipal Wide Services/Class of Services 9.81 11.94 2.13 21.7%

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Municipal D.C. Comparison per Single Detached Residential Dwelling Unit (2021$)

Residential Development Charges (per Single Detached Dwelling) $45,000 Education DCs Upper Tier Charges

$40,000 Lower/Single Tier Charges

$35,000

$30,000

$25,000

$20,000

$15,000

$10,000 Page 54 of 151 $5,000

$0 AGENDA ITEM #

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Municipal D.C. Comparison $ per sq.m. of Commercial Gross Floor Area (2021$)

Commercial Development Charges (per sq.m. of GFA)

$250 Education DCs Upper Tier Charges Lower/Single Tier Charges

$200

$150

$100

$50 Page 55 of 151

$0 AGENDA ITEM #

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Municipal D.C. Comparison $ per sq.m. of Industrial Gross Floor Area (2021$)

Industrial Development Charges (per sq.m. of GFA)

$120 Education DCs Upper Tier Charges Lower/Single Tier Charges $100

$80

$60

$40

$20 Page 56 of 151

$0 AGENDA ITEM #

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D.C. By-law Policies Page 57 of 151 AGENDA ITEM #

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D.C. By-Law Policies

• Except for the following revisions, policies contained within By- law 55-2019, remain unchanged • Rental housing and institutional developments will pay D.C.s in 6 equal annual payments, commencing from the date of occupancy • Non-profit housing will pay D.C.s in 21 equal annual payments, commencing from the date of occupancy • D.C. for developments proceeding through Site Plan or Zoning By-law Amendment will be determined based on the charges in effect on the day the application is made Page 58 of 151 • Charges to be frozen for a maximum period of 2 years after planning

application approval AGENDA ITEM #

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D.C. By-Law Policies Interest Charges

• Interest on installment payments and charges calculated at Site Plan or Zoning By-Law Amendment application will be imposed as identified the Township’s amending by-law. Proposed policy is consistent with that of the County and area-municipalities (excl. Woodstock). • Interest to be charged at the Prime lending rate + 2% • Interest rate to be determined at April 1st each year • This interest rate is to be fixed throughout the duration of the installment payments Page 59 of 151 AGENDA ITEM #

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D.C. By-Law Policies Statutory Exemptions

• Residential intensification (within existing residential buildings or structures ancillary to existing residential buildings): • May add up to two apartments for a single detached home as long as size of home doesn’t double • Add one additional unit in medium & high density buildings • The creation of a second dwelling unit in prescribed classes of new residential buildings, including structures ancillary to dwellings Page 60 of 151 AGENDA ITEM #

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Next Steps Page 61 of 151 AGENDA ITEM #

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Next Steps

• Council will receive input from the public and consider any amendments to the D.C Update Study and draft amending By-law • Council to approve D.C Update Study, as amended and consider adoption of amending D.C. By-law – March 16, 2021 • By-law effective date – April 1, 2021 Page 62 of 151 AGENDA ITEM #

16 AGENDA ITEM #

Township of South-West Oxford

COURT OF REVISION HEARING

AGENDA

Date: February 16th, 2021

Place: Virtual Meeting (via WebEx/Live Stream)

Time: 8:30 p.m.

1. Opening

2. Stevens Drain 2020

 Hearing of Appeals – NO appeals have been received by the Clerk  Recommendations of the Court of Revision

3. Adjournment

Chair of Court of Revision: Councillor George Way

Members: Councillor Paul Buchner

Councillor Valerie Durston

8:30 p.m. - Court of Revision - Stevens 2020 (no appeals have been recei... Page 63 of 151 AGENDA ITEM #

STAFF REPORT

Report No: BD-02-2021 Meeting Date: 16 Feb 2021 Department: Building Services

Monthly Building Report January 2021

Recommendation:

BE IT RESOLVED that the Council of the Township of South-West Oxford receive report BD-02- 2021 Monthly Building Report for January 2021 as information.

Purpose:

Report BD-02-2021 provides Council with the status of the activities in the building department as of end of January, 2021 including Development Charges that were collected on behalf of the Township (Municipal) and the County (Upper Tier).

Background:

As of the end of 2020, a total of two hundred twenty six (226) building permits had been issued with a total value of construction of $21,717,349.88 and building permit fees of $181,871.62 collected.

Discussion:

In January, 2021 eight (8) building permits were issued with a total value of construction of $1,625,999.00 and building permit fees of $10,974.01 were collected.

The municipal development charges collected for January is: $7,885.83 and an additional $3,075.18 was exempt. Oxford County's share of the development charges for January is $14,392.88 and $4,044.60 was exempt. The funds collected on behalf of the upper tier are funded back to Oxford County quarterly. (Table 2 highlights the classes that the development charges occurred for both the lower tier and the upper tier). Table 1: January 2020 January 2020 Permit Summary Building Permit Construction Value Permits Code Fees Category Number Accessory $0.00 0 (Residential)

BD 02-2021: Monthly Building Report January 2021 Page 64 of 151 AGENDA ITEM #

Agricultural $0.00 0 Commercial $0.00 0 Industrial $0.00 0 Institutional $0.00 0 Residential $220,000.00 1 $ Total $220,000.00 1 3,532.30

Table 2: January 2021 January 2021 Permit Summary Building Permit Municipal Construction Value Permits County D/C Code Fees D/C Category Number Accessory $0.00 0 (Residential) $ $ Agricultural $350,000.00 1 (3,075.18) (4,044.60) $ $ Commercial $150,000.00 1 919.83 1,244.88 $ Industrial $0.00 0 $ - - $ Institutional $0.00 0 $ - - $ $ Residential $1,125,999.00 6 6,966.00 13,148.00 $ Total $1,625,999.00 8 10,974.01

I have included the Development Charges collected and exempt for your information.

Strategic Plan:

The Township will maintain quality of services by demonstrating corporate and community leadership to enhance quality of life and to strive for excellence in stewardship of all resources.

Financial Implications:

The 2021 Township budget included $150,000.00 in building permit fees.

Howard Leaver

BD 02-2021: Monthly Building Report January 2021 Page 65 of 151 AGENDA ITEM #

Approved by Treasurer Larder and CAO Greb

BD 02-2021: Monthly Building Report January 2021 Page 66 of 151 AGENDA ITEM #

STAFF REPORT

Report No: CAO 02-2021 Meeting Date: 16 Feb 2021 Department: Chief Administration Officer

Transitioning Two (2) Part-Time Positions to One(1) Full-Time Position

Recommendation:

WHEREAS the Township requires additional administrative/financial support to: 1. provide adequate consistent administrative support required for meeting the Townships increasing strategic, financial and administrative responsibilities; 2. provide a work environment with adequate staffing to provide for staff development and cross-training; 3. Re-align the use of staff resources in a more productive and cost effective way.

THEREFORE BE IT RESOLVED that Council receive report CAO 02-2021 as information:

AND FURTHER that Council authorizes the merging of two part-time positions to create one (1) permanent full-time entry level position to be filled in 2021.

Purpose:

Report CAO 02-2021 brings forward a proposal to combine two (2) part-time positions into one (1) permanent full-time position to allow for a more focused administrative and financial support for council committees, cemeteries, Township communications and records management.

Background:

The Township currently has two (2) full-time Administrative Assistants: • One (1) Administrative Assistant - Finance... responsible for assisting at the front counter answering phones, taking payments, processing mail, answering tax inquiries etc; processing accounts payable and account receivable; posting items to the Townships social media and newsletter development; • One (1) Administrative Assistant - Protective and Health Services...responsible for all administrative support for Building and Fire including processing of permit applications, billings related to building/fire; setting up appointments for inspections for building. This position includes the responsibilities of the Township's Health and Safety Coordinator;

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• In addition the Township has one (1) part-time Administrative Assistant - Finance...works for 14 hours per week at the front desk and one (1) part-time administrative assistant (previously a summer student over the last 3 years) who works 21 hours per week on varying tasks (most recently the key person developing Township Covid protocols, managing the Covid Recovery Committee and the Covid Community Control Group, blogging on the Township facebook page for all things Covid), as well as working on various non-Covid projects (i.e. assisting with the Zero Waste and Environment & Energy Council Committee policy development, as well as the review of the Township Noise By-Law.)

Discussion:

Over the past several years the staff workload related to Council Committees has increased due to important Council initiatives. These committees include with each requiring regular staff involvement: • Engage and Inform • Environment and Energy Innovation Committee • Housing Opportunities • Zero Waste Facilities • SWOX Universal Broadband (est. 2021) • Covid Recovery Committee

The longer term (LT) council committees operate Township Halls, Parks and limited Recreational Programs, have local committees in place that run efficiently without the need for staff to be present at each meeting. Township staff provide support behind the scenes for these committees to provide advice, the Treasurer function, ensure Township Terms of Reference for Local Committees is followed and that financial data (repairs & maintenance) are properly captured as part of the Township's Asset Management Plan. With respect to records management the Township should have copies of all of the committee agendas and minutes. Further if we continue with the need to meet virtually or conduct hybrid meetings, more staff involvement will be needed in these areas.

The LT committees run their facilities efficiently utilizing grants, rental revenues as well as fundraising dollars to meet the goals and objectives of their community. The Township's role continues to be overseeing the operations, ensuring long term capital projects related to the upkeep of the physical facilities are planned as well as providing reviewing billings and revenues on a monthly basis to ensure any rebates (hst) are applied for and that the Township's purchasing policy is followed.

Over the past several years some of the committees have agreed to having all billings sent directly to the Township for payment with the Township then billing the local committee on a monthly basis. The Township summarizes invoices sending the summary to each committee for approval of payment to the Township (Treasury). In the

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past several years billings have been delayed at times due to there not being adequate staffing available to process the invoicing/statements. For the most part this issue has been remedied.

Other committees pay their bills directly and produce financial statements and bill approval summaries for their committee. The Township is working with these committees to receive all of their financial information on a monthly basis to.

The audit process includes the review of minutes etc. to ensure expenditures are properly authorized by the committee. The goal is to ensure that the Township audit is not held up by committee information not being received by the Township on a timely basis; and to avoid the need for overtime by staff due to information not being forwarded until the end of the year.

In recent years the Township has taken on other responsibilities: • The sale of cemetery plots is now handled at the Township for all Township Cemeteries (Beachville, Sweaburg and Harris Street). A number of council committees (Beachville Cemetery, Beachville Parks & Recreation, Sweaburg Parks, Brownsville Hall and Mount Elgin Hilltop Park) have the Township Treasurer as a board member due to members not wishing to commit to this responsibility; • The Township has taken on the role of book keeper for the Beachville Museum with the Township Treasurer taking on the responsibility of Museum Board Treasurer, including overseeing the investments of the museum; • Electronic booking rentals for Brownsville and Dereham Halls and from time to time for Salford and Foldens Halls. Rental payments are also collected at the Township office for Brownsville and Dereham Halls; • Data tracking, analysis and submission for provincial programs in keeping with the grant requirement (office electronic charging station) as well as mandated reporting annual green house gas emissions.

The Township contracted out By-law Enforcement in 2021 to MEU on an as needed basis. This was done to provide a more focused and specialized approach to By-Law Enforcement. The time that was previously spent on by-law enforcement by staff is now to be spent on coordinating Township facilities repairs and maintenance (while working with the local committees). The Clerk will oversee by-law enforcement and the CBO will continue to supervise the position that is now responsible for coordinating building maintenance/repairs as well as Building Inspections and Drainage.

Should council approve the new administrative position a redistribution of duties will be undertaken internally to: • assist the Clerk with Committees and records management in general (paper & electronic) and to support all departments with records management as needed (includes review, organizing, cataloguing and where authorized destroyed (in keeping with the Township records retention policy);

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• assist the Treasurer in gathering and inputting financial data and minutes from the council committees • assist the Treasurer in duties related to cemeteries, audit etc.

Having adequate staffing levels in place benefits the Township as it: • provides a permanent solution to the existing staff shortage; • provides an encouraging work environment for staff allowing for more cross- training opportunities to take place; • provides staff a chance to get involved in other areas of interest to them, as workload allows; • provides staff the opportunity to prepare for potential advancement in the future (succession planning). • reduces the overtime of some of the management team by shifting some of the administrative work to non-management employees.

Staff is being shifted to different locations within the physical office to allow for better training and cross training. This will also allow for further examination of the functionality of the current office design.

Strategic Plan:

The Township will maintain quality of services by demonstrating corporate and community leadership to enhance quality of life and to strive for excellence in stewardship of all resources.

Financial Implications:

The Township 2021 budget includes 2 part time positions that total 35 hours per week. The per hour rate differs for each position and neither of the positions qualify for benefits, OMERS etc. due to the each position working less than 24 hours per week. Should the Township move forward with combining these two positions into a full-time position it would include additional cost of benefits (including OMERS). This would increase the hourly rate cost by approximately 31%.

The 2021 budget included the utilization of covid funding from the province to cover 21 hours per week. This fund will continue to be utilized in 2021 should a full-time position be created. Should there be a shortfall in funding the newly created position in 2021 funds could be taken from reserve to make up the difference. The 2021 cost of the full- time position will be dependent upon the hiring date.

Mary Ellen Greb Approved by Treasurer Larder and CAO Greb

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STAFF REPORT

Report No: CL 10-2021 Meeting Date: 16 Feb 2021 Department: Clerk's Department

Recommendation from Engage and Inform Committee: Fridge Magnets

Recommendation:

Resolved that the Council of the Township of South-West Oxford receive report CL 10- 2021: Recommendation from Engage and Inform Committee - Fridge Magnets for information;

And Further That Council approve the purchase of 500 fridge magnets to a maximum amount of $200 to be funded from the General Government Council advertising account.

Purpose:

The purpose of this report is to bring forward to Council a recommendation from the Engage and Inform Committee to purchase Township of South-West Oxford fridge magnets to promote communication with Township residents.

Background:

The Engage and Inform Committee participated in a brainstorming session at their meeting held on January 6th, 2021 to consider goals and action items that the Committee would like to focus on in 2021. This discussion continued at their last meeting held on February 8th, 2021. The following resolution was passed:

Resolved that the Engage and Inform Committee request up to $200.00 from Council to be used for informational refrigerator magnets to be added to the SWOX Welcome Package.

Discussion:

During the Committee's brainstorming session held in January, communication between the Township and residents was discussed. While the Township is using many different ways to communicate information to residents (ie. website, social media, Village Voice, SWOX Talks (paper) and the SWOX Talks eNewsletter), there remains a perception and concern that information is still not getting to residents. This discussion led to

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further concern that residents, particularly new residents, don't know that the settlement area which they live in is actually part of the greater Township of South-West Oxford. The Committee would like to explore this in more detail this year, and is also giving consideration to ways the Committee may be able to survey residents to find out if they are in fact receiving the information they are looking for and how they most prefer to receive this information.

The Committee suggested purchasing a Township of South-West Oxford fridge magnet as one way the Township can provide a quick and easily accessible reference for residents to encourage them to contact the Township if they are looking for information or have Township related questions. With Council's support, the fridge magnets would be included in the SWOX Welcome Package that is mailed out to new residents and also be available at the Municipal Office for visitors.

At the last Committee meeting, initial estimates were reviewed, and it was determined that the Township could purchase 500 fridge magnets for $171.00 plus HST. The Committee is seeking Council's approval of this expense. With Council's support, the fridge magnet would be designed and purchased. The design would be simple, in full colour and include the Township's logo, website and contact information; it would be about the size of a business card.

Strategic Plan:

The Township will promote quality of life by protecting and enhancing our natural environment and create a sense of well-being, belonging and active engagement in the community.

Financial Implications:

The Engage and Inform Committee is seeking Council's authorization to spend a maximum of $200 for Township of South-West Oxford fridge magnets to be funded from the General Government Council Advertising account. The 2021 budget has set aside $6,500 for advertising costs to cover general advertising costs associated with Council, the village voice and possible ward boundary notices.

Julie Forth Approved by Treasurer Larder and CAO Greb

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STAFF REPORT

Report No: CL 11-2021 Meeting Date: 16 Feb 2021 Department: Clerk's Department

Recommendation from the Environment and Energy Innovation Committee: Comments re: Ontario's Energy Plan

Recommendation:

Resolved that the Council of the Township of South-West Oxford receive report CL 11- 2021: Recommendation from the Environment and Energy Innovation Committee - Comments re: Ontario's Energy Plan for information;

And Further That Council endorse the draft letter attached to this report as Appendix 'A' to Minister of Finance Greg Rickford regarding Ontario's Long Term Energy Plan.

Purpose:

The purpose of this report is to bring forward for Council's information and support a recommendation from the Environment and Energy Innovation Committee regarding proposed comments, on behalf of the Township, regarding the Province's new Energy Plan.

Background:

During the Environment and Energy Innovation Committee's January 6th meeting, Committee members participated in a brainstorming and goal setting session for the year. During this discussion, committee members made comments regarding the Province's new Long-Term Energy Plan as follows: • Encourage local generation to create local jobs; • Encourage local production; • Encourage small producers rather than one large one; • Encourage energy efficiency in homes; • More solar and wind energy opportunities; • Potential investment for livestock producers and solar on barn roofs; • Recommendation to support natural gas investment in southwester Ontario; • Consider the big picture with respect to renewable energy – what happens to solar panels after their lifespan? What is the future impact (i.e. on mining resources, electric vehicle batteries)? • Encourage tree planting goals.

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Mayor Mayberry offered to draft a letter for the Committee to review at the next meeting. At the February 3rd Committee meeting, the draft letter was approved and resolution was passed by the Committee to bring the letter forward to Council for support.

Discussion:

The Province of Ontario is currently in the process of updating and releasing the next Long-Term Energy Plan (LTEP). The next LTEP was scheduled to be released by February, 2021; however, this timeline has been extended and the province is now requesting input into the development of the next plan.

In 2016, the Energy Statue Law Amendment Act amended the legislation under the Electricity Act, 1998, to give the Minister of Energy, rather that the Independent Electricity System Operator, the responsibility of developing the LTEP. The Ministry of Energy, Northern Development and Mines has reached out to municipalities across Ontario to provide input on the development on the next plan. The Environment and Energy Innovation Committee agreed that they would like to take this opportunity to provide comments on behalf of the Township. The Committee is seeking Council's endorsement of their comments, as outlined in the letter attached to this report as 'Appendix A'.

Strategic Plan:

The Township will promote quality of life by protecting and enhancing our natural environment and create a sense of well-being, belonging and active engagement in the community.

The Township will maintain quality of services by demonstrating corporate and community leadership to enhance quality of life and to strive for excellence in stewardship of all resources.

Financial Implications:

There are no financial implications to the Township.

Julie Forth Approved by Treasurer Larder and CAO Greb

CL 11-2021: Recommendation from the Environment and Energy Innovation Co... Page 74 of 151 AGENDA ITEM #

TOWNSHIP OF SOUTH-WEST OXFORD R. R. # 1, Mount Elgin, ON N0J 1N0 312915 Dereham Line Phone: (519) 877-2702; (519) 485-0477 Fax: (519) 485-2932 ______

February 9th, 2021

Hon. Greg Rickford Minister of Energy, Northern Development and Mines Whitney Block Room 5630, 5th Floor 99 Wellesley St. W Toronto, ON M7A 1W1

Dear Minister Rickford:

Re: Ontario’s Next Long-Term Energy Plan

On behalf of the people of South West Oxford, I thank you for the opportunity to provide some comments to you regarding your consultation on the future of energy for Ontario. The Township created an Energy and Environment Innovation Committee about 10 years ago to advise Council on opportunities to become more energy efficient and reduce negative environmental impacts. These comments are made on behalf of the Energy and Environment Innovation Committee and endorsed by the Township of South-West Oxford for your consideration.

Although we recognize the need to view our energy future from a holistic perspective, we have attempted to categorize our comments into four main areas. We believe that any energy used in an inefficient manner is a waste of resources (both financial and physical) and therefore our first recommendation is to always pursue energy efficiencies through conservation. This is closely linked to our second suggestion that we look to our current and future utilization of both fossil fuels and non-carbon-based energy sources in the larger global context with a view to where we (and the world) are or need to be heading. Third, with the need to shift from fossil fuels to other sources of renewable energy, we need to look at generation and distribution through a more localized perspective to encourage local private investment in potential community-based generation. Finally, no energy plan would be complete without addressing the work that needs to happen regarding mitigation and lifecycle costs and consequents. We will attempt to address these four topics individually despite their obvious interconnections.

Conservation – job one!

Most energy, once used is gone forever. We know that Oxford County imports and consumes about $500 million worth of energy every year. Energy drives our economy and therefore we need to utilize it, but we also need to strive for greater efficiencies. There is considerable low hanging fruit such as LED lighting (all municipalities in Oxford

A leader in the development and delivery of municipal services for the growth and well-being of our community.

CL 11-2021: Recommendation from the Environment and Energy Innovation Co... Page 75 of 151 AGENDA ITEM #

TOWNSHIP OF SOUTH-WEST OXFORD R. R. # 1, Mount Elgin, ON N0J 1N0 312915 Dereham Line Phone: (519) 877-2702; (519) 485-0477 Fax: (519) 485-2932 ______

are working on this) and to this point South-West Oxford has already created a policy that all lighting in municipal owned buildings must be as energy efficient as possible with automatic shut offs where possible (through motion sensors). The Township has also done energy audits on all buildings that are heated to look for opportunities to improve energy efficiencies through better insulation and reduced heat losses. Based on our findings, we would encourage the province to promote the opportunity for all municipalities to seek ways to reduce the energy wasted through heat losses. While sealing areas with spray foam insulation is inexpensive and often relatively easy, it is only through the auditing of the building that you can really address the challenges. We have found that audits help clearly identify and prioritize the most necessary improvements and the expected pay back periods for each initiative. Therefore, we strongly recommend that all government buildings (for all levels of government) including social housing be audited for their energy consumption and potential efficiency measures that could be initiated. While there are costs associated with making progressive improvements, for the most part we have found that in addition to energy savings, these upgrade investments remain in our community by hiring local contractors for these often small and incremental improvements.

Further, the Township of South-West Oxford has created a “Thermostat Policy” that sets the temperature for all heated facilities for both with and without occupancy. Many people have become accustomed to warmer or cooler room temperatures than are necessary. Reducing temperatures just one degree in larger buildings can have a significant effect on heating (increasing one degree for cooling) costs over the year. The Province could encourage people to wear a sweater during the winter, it is Canada after all. The technology to control and monitor temperatures is readily available and easily operative from most common devices. Preprogram thermostats which can be remotely controlled can save time as well. In new builds, the ability to control or customize individual areas for heat, cooling and lighting is readily available.

For the broader public, we would encourage a joint Federal Provincial program for improving energy efficiency through door and window replacements, sealing and insulating private and group homes that can demonstrate a need and potential for improvement. This program should require an audit before and after improvements are made and could be aimed at homes of a certain age (ie. built before 1980 or 1970) where the opportunity for the greatest improvement might be available. We would suggest that this program be jointly funded with the homeowner so that the money saved in reduced energy consumption would help offset the retrofitting costs over a period of time for the owner. Programs that allow owners to borrow from the municipality for energy efficiency improvements (to be repaid through property taxes) should be promoted.

A leader in the development and delivery of municipal services for the growth and well-being of our community.

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TOWNSHIP OF SOUTH-WEST OXFORD R. R. # 1, Mount Elgin, ON N0J 1N0 312915 Dereham Line Phone: (519) 877-2702; (519) 485-0477 Fax: (519) 485-2932 ______

The Ontario Building code has seen good progress in improving the energy efficiency of new home construction over the past few decades but there is still room for improvement. The Building Code needs to continue to push for greater energy efficiencies to reduce long term energy consumption and costs for the public. The readily available technology and materials of today have helped create opportunities for far greater efficiency, but they need to be implemented through the requirements of the building code. Further, we support the opportunity that all new homes should be audited for energy efficiency and be rated so as to more fully inform the potential purchaser.

While the province has clearly indicated that they want to keep the cost of energy down, we would suggest that the province consider funding some of the conservation efforts through modest increases in the public cost of energy.

Finally, the greatest opportunity for public buy-in for conservation is when the public sees the cost vs. benefits of conservation. Currently, the practice of artificially reducing energy costs through provincial actions only delays the eventual need for businesses and the public to accept their responsibilities. We would encourage the province to gradually move the cost of energy to the actual cost of production and distribution of the energy. This would in fact also help demonstrate which energy sources are the best for our collective future. The province can, and should play the leadership role in all energy issues. Educating the public that they can proactively reduce their individual costs through conservation and reducing overall consumption will lead to residents voluntarily taking the steps they need to.

Utilization in the Future

With the newly elected President Biden’s first actions being to rejoin the Paris Climate Change agenda and the cancelation of the Keystone XL pipeline, it suggests that the USA maybe heading in a new direction. His more recent announcements regarding investing in “green” energy reinforce the idea that there may be a major change about to happen. This new direction will impact Canada directly (positively and negatively) but in either case we want to be ready to engage and participate. Locally the recent announcement by CAMI Automotive that they will be producing Electric Vehicles here also points to a potential major shift in where the automotive business is going. While not directly connected to a new provincial energy plan, South West Oxford would encourage the province to be very involved in promoting this move to electric mobility by encouraging that not only the assembly jobs happen in Ontario, but that the supplier spinoff jobs are created here in Ontario. While we greatly appreciate the vehicle assembly jobs in our community, we recognize that there is far more employment (and future opportunities) in the feeder businesses. If transportation is moving to E Mobility, then we believe Ontario should aggressively pursue those opportunities. The province

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TOWNSHIP OF SOUTH-WEST OXFORD R. R. # 1, Mount Elgin, ON N0J 1N0 312915 Dereham Line Phone: (519) 877-2702; (519) 485-0477 Fax: (519) 485-2932 ______

should encourage the automotive industry in this transition by being prepared to invest in the retooling of our feeder businesses as necessary.

Further, if the transition to electric mobility is beginning to happen (and we are convinced that it is), then the potential increased demand for energy needs to be addressed. We will talk about generation later. Regardless of how generation occurs, there will be a need for a variety of storage options. We are pleased to see the Ministry looking at the use of wells for compression storage and would encourage the ministry to consider other storage opportunities. While Hydrogen currently has some economic challenges as a source of storage, we would encourage the province to not rule it out yet especially considering the fact that both Toyota and Japan are still committed to hydrogen research and development. We would also encourage the province to encourage the Energy Board and the IESO to advance the potential for private and community storage which would require improvements in Smart Grid adaptation. There is a huge potential for most EVs to be part of the storage solution through a fully integrated Smart Grid especially during times of lower consumption (Night) which would have the added benefit of utilizing the excess energy produced overnight rather than selling at a loss or simply dumping it.

Finally, we would encourage the Province to consider significantly improving the requirements of the Ontario Building Code for energy efficiencies across the province. Buildings tend to be with us for longer periods of time than vehicles and therefore there are longer periods for either recapturing the investments in efficiencies, or suffering the costs of poorer quality construction from the outset, through wasted energy. While there will be reluctance from the building industry to change, that industry has clearly demonstrated an ability to adapt to market conditions and requirements. The improvements made in the past are helpful, but we can move even further ahead towards the Passive House Standard at a faster rate. Oxford County’s experience in improving standards for our Social housing projects have seen energy consumption reductions above 80%, and these savings are recurring every year. There may be some initial short-term pain, but there is most definitely long-term gain.

Generation: Energy, Energy Everywhere!

In the transition from a carbon-based economy to a non-carbon one, there will be a need for massive investment. In the past few weeks, the Governor of New York State has announced a multi-billion-dollar plan to generate more of their own power through renewable energy sources. To provide the energy required for the transition for both transportation and space heating/cooling to non-carbon sources will require huge investments. Traditionally, many of these investments have been left to the public sector borne by the public taxpayer. The previous government’s creation of the FIT and Micro

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TOWNSHIP OF SOUTH-WEST OXFORD R. R. # 1, Mount Elgin, ON N0J 1N0 312915 Dereham Line Phone: (519) 877-2702; (519) 485-0477 Fax: (519) 485-2932 ______

FIT program demonstrated clearly that the private sector is willing and able to invest in energy production on their own. While there were some issues with the FIT/Micro-Fit programs as offered, there was a clear message that we should not ignore. The private sector realizes that the need for new energy sources in the post carbon era will be worthy of private investments. The province should encourage private investment in new generation through more fully utilizing the current grid structure and encouraging local distribution and storage for local consumption. There is no doubt that we will need some new major transmission lines but much of that cost could be avoided by local generation. This will require a greater adaptation and utilization of the Smart Grid. Our Local LDC has stated that the technology hardware and required software are readily available or easily produced to fully implement a truly Smart Grid. The ability for local generation and distribution is more dependent on the rules and regulations of the province than on the ability of the electrical system to be able to deliver.

Local generation has the obvious advantages of less transmission and line loss, but far more importantly, local communities and businesses can invest close to home. The province needs to expand the opportunities for private investors and groups of investors to create their own models of ownership and revenue sharing. In our rural communities, there is huge potential for local generation through individual, group or business investments in energy generation. We would also encourage the province to allow the LDCs to be involved on their own or through shared ownerships with other LDCs or the private sector.

The province also needs to allow individual generators to be able to create power in one location and utilize it in another local through a Virtual Net Metering system of some type. Often, the opportunities for generation are not near the areas of consumption. As an example, the County of Oxford could produce significant energy at their Landfill Site, but need to use it at the Admin building 20 kilometers away. The ability to credit/debit the production/consumption over distances within one LDC should be as simple as a net metering project is now. Creating policies that hinder private investment for their consumption should be avoided. The province needs to look at Net Metering and Virtual Net Metering across LDCs as well especially in some rural areas where there are two or more LDCs operating.

We encourage the province to implement the changes required for more on farm Bio Digestion to create energy from waste. While the use of manure produced methane to generate energy is a very positive development (that needs to be encouraged) there are other organic wastes that could be processed on farms or through other facilities. The restrictions on the volume of material allowed to be processed in combination with the on farm generated wastes needs to be maximized to help drive the efficiency of the bio generators. We are not suggesting unlimited utilization of off farm organics, but rather

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TOWNSHIP OF SOUTH-WEST OXFORD R. R. # 1, Mount Elgin, ON N0J 1N0 312915 Dereham Line Phone: (519) 877-2702; (519) 485-0477 Fax: (519) 485-2932 ______

increasing the level of off farm organics for bio digestors based on a review of the capacity of the digester and the nature of the organics used as a source for digestion. In addition, we would encourage the province to promote the capture of methane gases from municipal waste water facilities and landfills to reduce methane going into the atmosphere, but also to capture (where possible) a wasted source of energy. The captured energy could be used for heating or generating electricity.

As mentioned previously, to encourage local investment in generation and storage, the investors need to be assured that the market is fairly stable and predictable. South- West Oxford encourages the province to gradually move the cost of electricity in Ontario to cover the total cost of generation. This would result in a higher consumer cost which would in turn promote better conservation and efficiencies efforts by the public. Higher costs that reflect the true cost of energy generation would also drive the investment community towards the most efficient forms of energy. While each energy form has advantages and disadvantages, if all costs are considered (life cycle and environmental) then clearer direction would be more apparent. The province should provide the public and private sector with a more accurate full costing of the various energy sources.

Mitigation

While not directly related to energy use, in addition to reducing fossil fuel demand through conservation and conversion, we would recommend the province be actively involved in mitigating the impacts of increased CO2 levels in the atmosphere. While the Prime Minister committed to planting 2 billion trees over ten years, we know of no progress to date. The province could support this initiative by encouraging the use of private and public lands for reforestation projects particularly in areas with limited development or redevelopment potential such as abandoned gravel pits and brown fields. The province should consider programs similar to the ALUS program in Norfolk and Elgin Counties. The province should encourage partnerships between the Conservation Authorities and community groups that have an interest in increasing natural cover in their communities such as the work being done by the community group Reforest Oxford.

In addition to the natural organic capturing of CO2 through reforestation, the province should strongly encourage the Federal government to invest in other forms of Carbon Capture. Reducing carbon in the atmosphere is of national scope and scale and therefore requires a nationally coordinated initiative.

In addition to promoting electric transportation, the province should encourage active transportation such as bicycle and walking paths as ways to move people around their communities. Separating active transportation paths from roadways greatly enhances

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TOWNSHIP OF SOUTH-WEST OXFORD R. R. # 1, Mount Elgin, ON N0J 1N0 312915 Dereham Line Phone: (519) 877-2702; (519) 485-0477 Fax: (519) 485-2932 ______

the use of the paths when the potential danger of collisions is reduced. Separated active transportation routes not only increases usage but also reduces our dependence on external energy sources, and has the greater benefit of improving public health and safety.

Summary Comments

The province can greatly impact the future of energy by providing clear leadership and setting achievable targets or goals. The need to reduce our dependency on fossil fuels globally is well established. The Federal government has indicated they understand the seriousness of changing weather patterns globally but has not demonstrated to the public that they are prepared to walk the talk. The province must do better in educating the public regarding the need for a shift from a carbon-based economy to a non-carbon one. The province should clearly demonstrate that the transition caused by this change is manageable and necessary. The potential investment opportunities in new forms of energy generation, storage, utilization and conservation are immense. The province can and should articulate a clear vision to help educate the people as to both the why and where we are going. The province should not see this as a challenge to be met by government alone, but rather to be met through the cooperation and collaboration of all stake holders. The economic development opportunities for Ontario are beyond anything we have seen so far because of the continuous nature of the demand for energy in our society. The role of the government should be to lead by example, ensure barriers to change are removed and innovation is promoted and encouraged.

The future of energy in Ontario is mirrored by the future of our economy and community. There are tremendous opportunities to be grasped, we should not be afraid!

Thank you.

Yours truly,

David Mayberry, Mayor Township of South-West Oxford

cc. Premier Doug Ford; Oxford MPP Hon. Ernie Hardeman

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STAFF REPORT

Report No: CL 12-2021 Meeting Date: 16 Feb 2021 Department: Clerk's Department

Update: Proposed Audio/Video Equipment for Virtual Hybrid Council Meetings

Recommendation:

Resolved that the Council of the Township of South-West Oxford received report CL 12-2021: Update - Proposed Audio/Video Equipment for Virtual/Hybrid Council Meetings for information;

And Further That Council approve the purchase of audio/video equipment as outlined in the proposal submitted by Ronsons Audio Video in the amount of $31,795.07 plus HST and attached as Appendix A to this report.

Purpose:

The purpose of this report is to bring forward for Council's consideration updated information regarding the proposed audio/video equipment for continued virtual/hybrid Council meetings.

Background:

At the Council meeting held on February 2nd, 2021 Council considered quotes from Armour Pro AV and Ronsons Audio Video for audio/video equipment to be purchased to address the ongoing sound issues when hosting and live streaming virtual Council Meetings. Staff advised that there were some variations in the quotes that were received, specifically the quote received from Ronsons Audio Video included one camera and the quote from Armour Pro AV included two cameras. Further, the quote received from Ronsons Audio Video did not include delivery and initial set up/training costs due to their staff not being able to visit the Mt. Elgin Community Centre in advance of providing the quote.

Council provided direction to staff to request more information from both providers and to bring back updated quotes for Council's consideration at the next Council meeting. Council expressed support for moving forward with a wireless option.

Discussion:

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Attached as Appendix A to this report is an updated quote from Ronsons Audio Video. Ronsons Audio Video advised that the camera which is included with their proposal rotates 360 degrees. This would allow the one camera to be set up in the middle of the room and rotate around the Council horseshoe to pick up who is speaking. Through the computer software that comes with the camera, presets can be defined based on who is speaking so that the camera will move to each preset location when directed through the software. This proposal also includes a set of wireless microphones and receivers. The updated quote also includes delivery and initial set up costs.

Attached as Appendix B to this report is the quote from Armour Pro AV for their wireless proposal. Armour Pro AV initially provided two quotes; one wireless and one wired. This quote includes two cameras; however, the cameras do not rotate a full 360 degrees, therefore two cameras would be required to ensure that everyone in the room could be picked up in the video. The quote includes delivery and initial set up costs.

The Township's purchasing policy requires that three quotes be received for expenses greater than $25,000 and less than $50,000. Staff is requesting an exemption to this requirement should Council wish to proceed with one of the quotes presented. Staff made best efforts to obtain a third quote from a local supplier for similar equipment, however after multiple attempts to follow up no response or quote was received. One other estimate was provided by a supplier in the United States (Shure) for a set of wireless microphones for $48,243 plus HST. This proposal did not include any cameras.

Strategic Plan:

The Township will promote quality of life by protecting and enhancing our natural environment and create a sense of well-being, belonging and active engagement in the community.

The Township will support economic development by empowering the community to live, work and thrive in a changing environment.

Financial Implications:

Funds have not been budgeted in 2021 to cover this expense. However, two years ago the Province provided a Municipal Modernization Grant to all Ontario municipalities and these funds are currently in the Township’s general reserve - $472,048 remains from this grant. There are no conditions from the Province regarding the use of these funds, however the Province has requested information on how the funds have been spent. This type of expense would fit within the modernization parameters that the Province established with this funding.

Julie Forth Approved by Treasurer Larder and CAO Greb

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2091768 Ontario Inc. O/A Ronsons Audio Video Estimate 98 BROADWAY Tillsonburg ON N4G 3P6 +1 5198423694 [email protected] HST Registration No.: 811829670RT0001

ADDRESS Township of South West Oxford 312915 Dereham Line, Mount Elgin ON N0J 1N0

ESTIMATE # DATE 1246 15/01/2021

PHONE NUMBER SALES REP PAYMENT METHOD 226-970-1343 STE ESTIMATE

ACTIVITY DESCRIPTION TAX QTY RATE AMOUNT

ATT: JULIE FORTH T.O.A. ELECTRONICS EQUIPMENT MISC TS-820-03C - CENTRAL UNIT - NO RECORDER H 1 2,161.26 2,161.26 MISC TS-821 - DELEGATE UNIT - FOR CHAIRMAIN H 1 864.50 864.50 MISC TS-822 - DELEGATE UNITS H 11 789.73 8,687.03 MISC TS-924 - LONG NECK MICROPHONES H 12 249.28 2,991.36 MISC TS-905 - TRANSMITTER/RECEIVER FOR H 4 811.36 3,245.44 WIRLESS MIC SYSTEM MISC YW-1024 - ANTENNA DISTRIBUTOR 1-IN - 4- H 1 337.44 337.44 OUT MISC BP-900A - RECHARGEABLE BATTERIES FOR H 12 161.09 1,933.08 CHAIRMAN/DELEGATE UNITS MISC BC-900 - BATTERY CHARGING STATION - 8 H 2 1,217.10 2,434.20 PORT MISC MB-TS920 - RACK MOUNT KIT FOR TS-800/900 H 1 79.99 79.99 MISC A-812D - SEVEN CHANNEL DIGITAL MIXER H 1 1,198.15 1,198.15 AMPLIFIER MISC HS-1200BT - BOX SPEAKER - 12" WOOGER, 6 H 2 585.42 1,170.84 DOME TWEETERS - BLACK, 100V, 70V, 8 OHM MISC S2.4-HX-RX1 DIIGITAL WIRELSS SINGLE H 1 553.44 553.44 RECEIVER WITH HANDHELD MIC FOR AUDIENCE PARTICIPATION MISC SPEAKER TRIPOD STANDS FOR BOX H 2 145.00 290.00 SPEAKERS MISC MICROPHONE STANDS FOR TS-905 IR H 4 94.99 379.96 REC/TX UNITS NEARUS- USB 2.0 PTZ 1080P WEB CONFERENCING H 1 1,499.99 1,499.99 NU350USB2PTZB CAMERA WITH 10X ZOOM (BLACK). -

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ACTIVITY DESCRIPTION TAX QTY RATE AMOUNT

SUBJECT TO AVAILABILITY. MISC STANDARD CAMERA TRIPOD H 1 200.00 200.00 MISC VISCA TO RS-232 CABLE -CAMERA TO H 1 175.00 175.00 LAPTOP 50' MISC USB-M TO USB-F EXTENSION - 50' KRAMER H 1 99.99 99.99 AUDIO MISC ANALOGUE AUDIO TO USB AUDIO CAPTURE H 1 250.00 250.00 F56 F56 SNAP & SEAL CONNECTOR FOR RG6 H 10 2.75 27.50 CABLE MISC BNC TO F ADAPTER H 10 6.00 60.00 MISC SPEAKON NLF-FX SPEAKER CONNECTORS H 2 12.95 25.90 RG6BOX RG-6 COAXIAL CABLE, PVC JACKET, SIGNAL H 0.50 140.00 70.00 SWEPT TO 3GHZ 16/2 16/2 IN-WALL FT4 SPEAKER WIRE - 65 H 1 30.00 30.00 STRAND SHOP CONNECTORS/FASTENERS, WIRE TIES, H 1 30.00 30.00 SCREWS, SPACERS, CABLING, LOOM, MISC PARTS, ETC.. SERVICE ON-SITE INSTALLATION/REPAIRS/SET UP. H 1 3,000.00 3,000.00 BILLED AT SHOP RATE TO NEAREST 1/2 HOUR. - multiple tech's - system design based upon customer spec's - deliver & set up conference equipment in community centre as per spec - install operational software in existing laptop - set up system - inital test of system operation - customer education - includes 1 year support

* Equipment Estimate subject to product availabiliy. Changes/additions to equipment list can affect overall estimate costing. *Note: Installation labour estimated at this time. Visit our new website at: SUBTOTAL 31,795.07 www.ronsonsaudiovideo.com email:[email protected] HST @ 13% 4,133.38 TOTAL Customer Satisfaction is our Mission $35,928.45 All estimates are subject to change due to price and service changes. Returns must be made within 5 business days. See in store for details.

Accepted By Accepted Date

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Armor Pro Audio Visual Inc. Quote 1280 Seagrave Rd Unit D Q000003352 Woodstock ON N4T 0E3 Ph. (519) 421-3214 Date November 3, 2020 [email protected] Customer SWOXFD armorpro.com Page 1 of 2

Bill To: Township of Southwest Oxford Ship To: Township of Southwest Oxford 312915 Dereham Line 312915 Dereham Line Mt. Elgin ON N0J 1N0 Mt. Elgin ON N0J 1N0

Ph. (519) 887-0477 Ph. (519) 887-0477

PO Number F.O.B. Salesperson Quote Date Quote Number Woodstock Bob November 3,2020 Q000003352 Ship Via Payment Terms Reference Best Way Net 15 Days Ordered by Julie Forth (226) 970-1343

Unit Extended Part NumberDescription Ordered Tax Price Price Portable System for Gymnasium Meetings Audio QU-PAC Allen and Heath Ultra Compact Digital Mixer with 5" Touchscreen 1 H 2,199.00 2,199.00 01ELITEMICGN6 Revolabs Gooseneck Wireless Tabletop Microphone (6") 13 H 745.00 9,685.00 01ELITEEXEC8 Revolabs Executive Elite 8-Channel Wireless System 2 H 6,840.00 13,680.00 AT8015 Long Shotgun Mic 1 H 439.00 439.00 2059 K&M Low Level Mic Stand 1 H 98.99 98.99 01ELITEMICTA4 Revolabs Executive Elite TA4 Microphone Beltpack 1 H 575.00 575.00 WL185 SHURE WL185 CARDIOID CONDENSER LAVALIER MIC 1 H 156.00 156.00 CAT6 Cat-6 cable TF4 per foot 100 H 0.49 49.00 18-2-SHIELDED FT6 18-2 shielded Mic cable ft-6 Plenum CSA rated per ft 75 H 0.59 44.25 2146 214/6 speaker stand aluminium K & M 2 H 169.95 339.90 ZX1-90-HE EV 8" Black SGL 2-way Loudspeaker System 4 H 645.00 2,580.00 NLN2-14/2-25 speakon to speakon cable 25' D-14/2 2 H 29.99 59.98 NLN2-14/2-50 speakon to speakon cable 50' D-14/2 2 H 49.99 99.98 NLN2-14/2-10 10' Digiflex 14/2 speaker cable with NL2FX connectors 1 H 19.99 19.99 GTOUR-GRC12X12 GATOR G-TOUR GRC12X12 COMBO RACK 12U TOP / 12U FRONT 1 H 879.00 879.00 GX5 QSC 2 Channel Amplifier - 500 Watts / 8 Ohms 1 H 599.00 599.00 M-8X2 Furman 12v/15a power conditioner with 9 outlets 1 H 129.00 129.00 ROUTER Wireless Router 1 H 79.99 79.99 UTLILITY CASE 2' x 4' Utility Case on Casters - CUSTOM 1 H 800.00 800.00 SHOPSUP Shop Supplies - Utilities, Solder, Tyes, Wick, Tape, Cleaner, Lubes, 1 H 19.99 19.99 Comp. Air Video V-1HD-PLUS-STR V-1HD-PLUS and UVC-01 Streaming Bundle 1 H 1,999.00 1,999.00

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Armor Pro Audio Visual Inc. Quote 1280 Seagrave Rd Unit D Q000003352 Woodstock ON N4T 0E3 Ph. (519) 421-3214 Date November 3, 2020 [email protected] Customer SWOXFD armorpro.com Page 2 of 2

Bill To: Township of Southwest Oxford Ship To: Township of Southwest Oxford 312915 Dereham Line 312915 Dereham Line Mt. Elgin ON N0J 1N0 Mt. Elgin ON N0J 1N0

Ph. (519) 887-0477 Ph. (519) 887-0477

PO Number F.O.B. Salesperson Quote Date Quote Number Woodstock Bob November 3,2020 Q000003352 Ship Via Payment Terms Reference Best Way Net 15 Days Ordered by Julie Forth (226) 970-1343

Unit Extended Part NumberDescription Ordered Tax Price Price Video ... continued 22BK430 22" LG Monitor 1 H 149.00 149.00 PT12X-SDI PTZOptics 12X-SDI-GY-G2 2 H 2,100.00 4,200.00 MK290XTA3-2W MANFROTTO 290 XTRA ALUMINUM TRIPOD KIT WITH 128RC FLUID 2 H 299.00 598.00 HEAD PT-JOY-G3 PTZOPTICS-PTZJOY-G3 1 H 860.00 860.00 RCC-3-HDMI Roland 3' HDMI Cable 2 H 18.99 37.98 RCC-10-HDMI Roland 10' HDMI Cable 2 H 27.99 55.98 BR25HDMI BlueRigger 4K HDMI Cable - 25' 1 H 39.99 39.99 BRHDMI50 BlueRigger 4K HDMI Cable - 50' 2 H 68.99 137.98 CAT6 Cat-6 cable TF4 per foot 100 H 0.49 49.00 SHOPSUP Shop Supplies - Utilities, Solder, Tyes, Wick, Tape, Cleaner, Lubes, 1 H 19.99 19.99 Comp. Air IES8100POE 8 Port 10/100 PSE Industrial Power Over Ethernet Switch - All 8 1 H 290.99 290.99 Ports POE UTLILITY CASE 2' x 4' Utility Case on Casters - CUSTOM 1 H 800.00 800.00 ** Client to provide compatible computer for their streaming service Labour INSTALL Installation Labour - Custom Cases and prewiring for portability 24 H 75.00 1,800.00 MISC Miscellaneous Hardware, As Needed 1 H 300.00 300.00

Net Amount 43,870.98 13386 0197 H.S.T. 5,703.23 Total Due 49,574.21

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STAFF REPORT

Report No: TR01-2021 Meeting Date: 16 Feb 2021 Department: Finance/Treasury

Extension of Audit Services for 2021 to 2024

Recommendation:

RESOLVED that the Council of the Township of South-West Oxford receive Report No. TR01-2021 as information;

AND FURTHER THAT Council approves the extension of the appointment of Scrimgeour & Company Chartered Accountant for external audit services for the four (4) year period of 2021 to 2024.

Purpose:

The purpose of this report is to extend the contract of the Township's auditing services for the years 2021 to 2024.

Background:

Subsection 296(1) of the Municipal Act, 2001, states that a municipality shall appoint an auditor licensed under the Public Accounting, 2004 who is responsible for, (a) Annually auditing the accounts and transactions of the municipality and its local boards and expressing an opinion on the financial statements of these bodies based on the audit; and (b) Performing duties required by the municipality or local board.

The external auditing services contract began in 2012 with a successful bid through a Request for Proposal (RF) process from our existing audit firm of Scrimgeour & Company and continued until 2016. The Treasurer brought forward Report No. TR18- 2016 of October 4, 2016 expressing the wish to extend the contract with Scrimgeour & Company for an additional 4 years to 2020 and at which time Council approved the recommendation of staff.

Discussion:

Scrimgeour & Company specializes in municipal audits and has been kept apprised of all recent and developing auditing requirements and standards as they relate to the municipal sector. Their auditing firm has been appointed by a number of the area

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municipalities including the County of Oxford to complete external audits and is well respected for their expertise. The Township and the auditing firm have a respectful working relationship that results in a timely delivery of the financial reports and ensures that the Township's records are transparent and accountable.

Staff believe that going to market for audit services at this time would be counter productive. We are all dealing with COVID and changes in processes have been put into place to ensure that the operating audit is still being conducted in a timely manner. With a change in audit services, there is a learning curve for any new audit firm that requires extra staff time to go over explanations of daily operating processes and software training. Over the past year the Township has been busy implementing many new efficiencies; i.e.. installation of new software, changes in processes, new hires and while also continuing to meet regulation deadlines set out by both Federal and Provincial Governments. Due to all these changes, it is felt it is important that the Township allow for some consistency for the staff to adjust to these changes; while still encouraging staff to look at ways to provide efficiency with the services being provided to the community.

Strategic Plan:

The Township will maintain quality of services by demonstrating corporate and community leadership to enhance quality of life and to strive for excellence in stewardship of all resources.

Financial Implications:

The audit fee for 2020 will be $21,300 plus HST and is in keeping with the approved 2021 Township Budget. The proposed fees for 2021 to 2024 will increase by the inflation rate.

Diane Larder Approved by Treasurer Larder and CAO Greb

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,3 3 K. SCRIMGEOU l?ll. ‘ -. OMPANY if CPA ORPORATION PROFESSI(*7. ‘-._._ January 21, 2021

Membersof Council Townshipof South-WestOxford 312915Dereham Line,R.R. #1 Mount Elgin,Ontario NOJ1N0

Dear Sirs:

As you are aware, my contract for audit servicesexpiresDecember31, 2020. I wish to thank Council for their support over the last severalyears. As a demonstrationof my commitment to the Townshipof South-West Oxford, I am proposingto extend my contract for a four-year term at the same fee structure approvedfor 2020 auditwith an in?ationaryincreaseonly.

The audit fee for 2020 is $21,300 plus HST. In addition,there are chargesfor the completion of the EFIR. I am proposingsimilar fees for 2021 to 2024 audits,with in?ationaryincreases only. Any other additionalwork required beyond the audit would be billed at these same rates.

If you have any questionsregardingthis proposal,pleasedo not hesitateto contact my o?ice.

Sincerely, O

ChristeneA. Scrimgeour,CPA, CA, BA Scrimgeour& Company,CPA ProfessionalCorporation

Suite 1706, I48 Fullarton Street London, ON N6A 5P3 0 Phone: 5l9-672-68|l Fax: 519-672-9757

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STAFF REPORT

Report No: WD 1-2021 Meeting Date: 16 Feb 2021 Department: Public Works Department

Boom Arm Mower

Recommendation:

RESOLVED that council receive report WD 1-2021 as information;

AND FURTHER that council approve the purchase of a new 2021 Tiger Bengal Brute boom mower from Colvoy Enterprises 2012 LTD. at the tendered price of $74,821.15 plus applicable taxes

AND FURTHER that the estimated extra cost of $6,138.00 be transferred from the Public Works Equipment Reserve;

Purpose:

Report WD 1-2021 seeks councils approval for the purchase of one (1) new 2021 Tiger Bengal Brute Boom arm mower to replace the Townships 2012 Dimond Boom arm Mower as per the 2021 Township Budget

Background:

The Current 2012 Dimond Boom Arm mower is Scheduled for replacement as per the 2021 Budget

Discussion:

The Township contacted the following companies that were listed in the AORS Spotlight selling this type of equipment: Mallard Mungal at Cubex Ltd. Jeff Armstrong at Amaco Construction Equipment Ltd. Andre Boutin at Colvey Enterprises Ltd.

The Township Purchasing policy requires three (3) written tenders to ensure a more competitive process. Section 22.0 of the purchasing policy states that In the event only one bid is received and is found acceptable, it will be awarded as an Irregular Result under Section 6.0. The tender was publicly advertised on the Township website and

WD 01-2021: Boom Arm Mower Tender Results Page 91 of 151 AGENDA ITEM #

only one (1) bid submission was received. Staff's recommendation is to accept and award the tender to Colvoy Enterprises 2012 LTD. for $74,821.15 plus HST of $ $9,726.75 for a total of $84,547.90. The Township's rebate of the HST will be $8,409,90; the remaining $1,316.85 will be added to the cost of the boom arm mower for a total cost of $76,138.00. This exceeds the $70,000.00 set within the 2021 budget by $6,138.00, a 8.76% increase. the extra $6,138.00 will be transferred from the public works equipment reserve.

The one (1) tender received is attached to this report and is summarized as follows: - Colvoy Enterprises 2012 LTD $74,821.15 plus applicable taxes

Strategic Plan:

The Township will promote quality of life by protecting and enhancing our natural environment and create a sense of well-being, belonging and active engagement in the community.

The Township will maintain quality of services by demonstrating corporate and community leadership to enhance quality of life and to strive for excellence in stewardship of all resources.

Financial Implications:

The 2021 budget allocates $70,000.00 towards the purchase of a new boom arm mower for the works department. The recommendation before council is to accept the bid of $74,821.15 plus HST and to fund the overage from the public works equipment reserve.

Adam Prouse Approved by Treasurer Larder and CAO Greb

WD 01-2021: Boom Arm Mower Tender Results Page 92 of 151 WD 01-2021: Boom Arm Mower Tender Results

Township of South - West Oxford 2021 Boom Arm

Project Name: 2021 Boom Arm

Closing Date: January 29, 2021 Closing Time: 11:00 a.m.

Opened On: January 29, 2021 Opening Time: 11:05 a.m.

Opened By: Works Superintendent Adam Prouse, Treasurer Diane Larder and Payroll Finance Officer Brooke Crane

In Attendance: n/a

Cost of Equipment Plus non-refundable Provider Price HST Total HST Comments

Colvoy Equipment $74,821.15 $9,726.75 $84,547.90 $76,138.00 Budget set for 2021 is $70,000 Page 93 of 151 AGENDA ITEM #

C22E1958C4DA48C4B582D85051C49723-Summary of Tender Results - 2021 Boom Arm AGENDA ITEM #

STAFF REPORT

Report No: WD 2-2021 Meeting Date: 16 Feb 2021 Department: Public Works Department

Snow Plow Truck Tender Results

Recommendation:

RESOLVED that Council receive report WD 2-2021 as information;

AND FURTHER that Council approve the purchase of a new 2022 Freightliner snow plow truck from Metro Freightliner Hamilton INC. at the tender price of $274,714.00 plus applicable taxes;

AND FURTHER that Council authorize the sale of the 2009 Sterling snow plow truck.

Purpose:

Report WD 2-2021 seeks Councils approval for the purchase of one (1) new snow plow truck to replace the current 2009 Sterling snow plow truck as per the Township 2021 budget.

Background:

The Township of South-West Oxford currently has a 2009 Sterling dump truck within its fleet, this piece of equipment has accumulated 13033 hours and 403,062 km's and is scheduled for replacement as included in the 2021 budget and 10 year capital plan.

Discussion:

The Township of South-West Oxford received three (3) tenders for the purchase of a new snow plow truck, A copy of the tender summary is attached to Report WD 2-2021. The 2021 budget allocates $310,000.00 towards the purchase of a new snow plow truck for use by the Public Works Department. Staff's recommendation is to accept and award the bid to the lowest tender; that tender belonging to Metro Freightliner Hamilton Inc. for $274,714.00 plus HST of $35,712.82 for a total of $310,426.82. The Townships rebate of the HST is $30,877.30; the remaining $4,835.55 will be added to the cost of the vehicle for a total cost of $279,549.55.

WD 02-2021: Snow Plow Truck Tender Results Page 94 of 151 AGENDA ITEM #

The tender for the snow plow truck included options for bidders to submit specifications and pricing for a fully electric truck. At the time of receiving the tenders, there was no fully electric option bid available.

Strategic Plan:

The Township will promote quality of life by protecting and enhancing our natural environment and create a sense of well-being, belonging and active engagement in the community.

The Township will maintain quality of services by demonstrating corporate and community leadership to enhance quality of life and to strive for excellence in stewardship of all resources.

The Township will support economic development by empowering the community to live, work and thrive in a changing environment.

Financial Implications:

The recommendation is within the budget amount allocated in the 2021 Township Budget.

Adam Prouse Approved by Treasurer Larder and CAO Greb

WD 02-2021: Snow Plow Truck Tender Results Page 95 of 151 AGENDA ITEM #

Township of South-West Oxford

2021 Snow Plow Truck Tender Summary of Tender Results

Project Name: 2021 Snow Plow Truck

Closing Date: February 9th, 2021 Closing Time: 11:00 a.m.

Opened On: February 9th, 2021 Opening Time: 1:14 p.m.

Opened By: Works Superintendent Adam Prouse, Works Mechanic Scott Vitas, Works Operator Evan Swance Summary of Tender Results:

Provider Price HST Total Comments Carrier Truck Center $276,304.00 $35,919.52 $312,223.52 Meets and exceeds tender request Team Truck Centres $278,970.00 $36,266.10 $315,236.10 Meets and exceeds tender request Metro Freightliner $274,714.00 $35,712.82 $310,426.82 Meets and exceeds tender request

WD 02-2021: Snow Plow Truck Tender Results Page 96 of 151 AGENDA ITEM ##18-

312915 Dereham Line R. R. # 1, Mount Elgin, ON N0J 1N0 Phone: (519) 877-2702; (519) 485-0477; Fax: (519) 485-2932 www.swox.org

January 11, 2021 Premier Doug Ford Legislative Building, Queens Park Toronto, ON M7A 1A1

Dear Premier Ford:

Speeding on provincial, county and municipal roadways continues to put the lives of Ontarians at risk. While we have access to several tools to help mitigate speeding traffic, the one tool that is currently not fully available to us is Automatic Speed Enforcement (ASE) (aka Photo Radar). Over the past decade, in South West Oxford the vast majority of charges laid are for drivers travelling well in excess of the posted speed limit. The cost of providing police time for something that could be done through the use of technology is disturbing to our council. The Council feels that it would be far more effective to have police concentrate on other problems such as Break and Enters, illegal drugs and domestic problems.

We need a way to address the poor behaviours and habits that are putting our citizens at risk and tying up much needed first responder resources that could be better utilized to improve the well-being of our communities. Speeding, particularly through our small villages, creates community concerns for the safety and wellbeing of our children and other vulnerable members. We need your help.

In keeping with this The Council of the Township of South-West Oxford duly moved and carried the following resolution at the regular meeting held on January 5, 2021: …RESOLVED that the Council of the Township of South-West Oxford provide direction to the Clerk to send a letter to the Premier, MPP Ernie Hardeman, AMO and all Ontario municipalities in support of the use of Automatic Speed Enforcement (photo radar) by municipalities.

Please help municipalities in the Province by passing the necessary regulations for municipalities to use ASE (if they choose) that will bring about the driving behavioural changes we need.

We look forward to your help with this issue.

Yours truly,

Mary Ellen Greb, CAO c.c. AMO, Honourable Ernie Hardeman, Ontario Municipalities

A leader in the development and delivery of municipal services for the growth and well-being of our community

Township of South-West Oxford Letters of Support re: Photo Radar Page 97 of 151 AGENDA ITEM ##18-

January 28, 2021

Township of South-West Oxford Julie Forth Clerk Sent via email to: [email protected]

Dear Julie Forth,

Re: Use of automatic speed enforcement (photo radar) by municipalities

The email received from Julie Forth, Clerk, a copy of which is enclosed, was reviewed by the Council of the Municipality of Northern Bruce Peninsula on January 25, 2021, relating to the above noted item. At this meeting, the following Resolution #04-13-2021 was carried and adopted by Council:

“That Council supports a resolution from the Township of South-West Oxford with respect to the use of automatic speed enforcement (photo radar) by municipalities.”

The above is being provided for your information.

Yours truly,

Cathy Addison

Cathy Addison Clerk

Encl.

CC: AMO, Honourable Ernie Hardeman

Township of South-West Oxford Letters of Support re: Photo Radar Page 98 of 151 AGENDA ITEM ##18-

COUNCIL RESOLUTION

Res: 2021.02. ___06 Wednesday, January 27, 2021

Moved by: ____Loveland______

Seconded by: ___Corneil______

THAT the Council of the Municipality of Dutton Dunwich supports the Township of South-West Oxford requesting the Province of Ontario pass necessary regulations for municipalities to use Automatic Speed Enforcement (photo radar) if they choose to address speeding behaviours; and

THAT a copy of this resolution be forwarded to Jeff Yurek, MPP, Karen Vecchio, MP, and the Township of South-West Oxford.

Recorded Vote Yeas Nays CARRIED:

P. Corneil _x______A. Drouillard _x______Mayor

K. Loveland _x______DEFEATED:

M. Hentz _x______B. Purcell – Mayor _x______Mayor

Township of South-West Oxford Letters of Support re: Photo Radar Page 99 of 151 AGENDA ITEM ##18-

Township of

Addington Highlands

February 9, 2021

The Township of South-West Oxford 312915 Dereham Line, R.R. #1 Mount Elgin, ON N0J 1N0 Emailed to: [email protected]

Re: Resolution regarding the Use of Automatic Speed Enforcement

To Whom It May Concern,

Please be advised that at their February 2nd, 2021 meeting, the Council of the Corporation of the Township of Addington Highlands resolved to endorse your municipality’s resolution in support of the use of automatic speed enforcement (photo radar) by municipalities.

I trust you will find this letter of support satisfactory.

Sincerely,

Christine Reed CAO/Clerk-Treasurer

cc. The Honourable Doug Ford, Premier – [email protected] Daryl Kramp, MPP Hastings-Lennox and Addington – [email protected]

PO BOX 89 FLINTON ON, K0H 1P0 (613) 336-2286 PH (613) 336-2847 FX www.addingtonhighlands.ca

Township of South-West Oxford Letters of Support re: Photo Radar Page 100 of 151 AGENDA ITEM ##18-

NW‘ The Corporation of the Town of Marathon 4 Hemlo Drive, P.O. Bag T Marathon, Ontario POT 2E0M c|[email protected] Phone: (807) 229-1340 Ext. 2223 Fax: (807)229-1999 wvvw.marathon. ca OFFICE OF THE DEPUTY CLERK File 4-6

SENT VIA EMAIL

January 28, 2021

Mary Ellen Greb, CAO Township of South-West Oxford 312915 Dereham Line R. R. #1 Mount Elgin, ON NOJ 1N0

Dear Mary Ellen Greb:

At the Regular Meeting of Council held on Monday, January 25, 2021, Council passed Motion No. 026/21 which supports your resolution pertaining to photo radar.

Accordingly, I have enclosed a copy of the motion as well as your original request.

Itrust you willfind this satisfactory, but should you have any questions please do not hesitate to contact my office at your convenience.

Sincerely,

N OF THON

ise Deputy Clerk

LL:jg

Enc|osure(s)

Cc: Honourable Doug Ford, Premier of Ontario Honourable Ernie Hardeman, Ontario Municipalities

M:\4-6 (Administration)\2021 Correspondence\Let_O128.Township of South-West Oxford.doc

respect respect. works here. 5.,0 Township of South-West Oxford Letters of Support re: Photo Radar Page 101 of 151 AGENDA ITEM ##18-

Township of South-West Oxford Letters of Support re: Photo Radar Page 102 of 151 AGENDA ITEM ##18-

‘?wmlxi 312915 Dereham Lin R. R. # 1, Mount Elgin, ON NOJ e1N0 Phone: (519) 877-2702; (519) 485-0477; Fax: (519) 485-2932 wvvw.swox.org

January 11, 2021 Premier Doug Ford Legislative Building, Queens Park Toronto, ON M7A 1A1

Dear Premier Ford

Speeding on provincial, county and municipal roadways continues to put the lives of Ontarians at risk. While we have access to several tools to help mitigate speeding traffic, the one tool that is currently not fully available to us is Automatic Speed Enforcement (ASE) (aka Photo Radar). Over the past decade, in South West Oxford the vast majority of charges laid are for drivers travelling well in excess of the posted speed limit.The cost of providing police time for something that could be done through the use of technology is disturbing to our council. The Council feels that it would be far more effective to have police concentrate on other problems such as Break and Enters, illegal drugs and domestic problems.

We need a way to address the poor behaviours and habits that are putting our citizens at risk and tying up much needed first responder resources that could be‘ better utilized to improve the well-being of our communities. Speeding, particularly through our small villages, creates community concerns for the safety and wellbeing of our children and other vulnerable members. We need your help.

In keeping with this The Council of the Township of South-West Oxford duly moved and carried the following resolution at the regular meeting held on January 5, 2021: ...RESOL VEDthat the Council of the Township of South-West Oxford provide direction to the Clerk to send a letter to the Premier, MPP Ernie Hardeman, AMO and all Ontario municipalities in support of the use of Automatic Speed Enforcement (photo radar) by municipalities.

Please help municipalities in the Province by passing the necessary regulations for municipalities to use ASE (if they choose) that will bring about the driving behavioural changes we need.

We look fon/vard to your help with this issue wYours truly, Man?Ellen Greb, CAO c.c. AMO, Honourable Ernie Hardeman, Ontario Municipalities

A leader in the development and delivery of municipal services for the growth and well-being of our community

Township of South-West Oxford Letters of Support re: Photo Radar Page 103 of 151 AGENDA ITEM ##18-

PO Box 488 Office Phone: (807) 852-3244 201 Atwood Avenue Clerk Phone: (807) 852-3978 Rainy River, ON Fax: (807) 852-3553

' ‘X’ Pow 1L0 ~ Email: rainy1'[email protected] - Website: www.rainyriver.ca

RESOLLHION

MOVED BY LQW-§iilxr/r?S5JN*ov\gDATE: February 8, 2021

SECONDED BY /\l“LLlSUCLH RESOLUTION: 21-006

“BE IT RESOLVED that the Town Council of The Corporation of the Town of Rainy River hereby supports the Township of South-West Oxford in sending a letter to the Premier, MPP Ernie l-lardeman, AMO and all Ontario municipalities in support of the use of Automatic Speed Enforcement (photo radar) by municipalities.”

ABSTAIN CARRIED t/' AYES DEFEATED NAYES »\ L. ARMSTRONG M D. EWALD MAYORoR ACTING MAYOR B. HELGESON N. IVALL M.KREGER P. WHITE fA\\ in the heart ofOntario's Sunset C‘ountr_\'

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The Town of Blue Mountains, Council Meeting

Date: Monday, February 8, 2021

Moved by: Councillor Uram Seconded by: Deputy Mayor Potter

THAT Council of the Town of The Blue Mountains receives the January 11, 2021 correspondence from the Township of South-West Oxford to Premier Doug Ford providing its January 5, 2021 resolution in support of the use of Automatic Speed Enforcement (photo radar) by municipalities, and refers this correspondence to the Transportation Committee and to the Police Services Board for consideration and recommendation back to Council

The motion is Carried

Township of South-West Oxford Letters of Support re: Photo Radar Page 107 of 151 AGENDA ITEM ##18-

Township of South-West Oxford Letters of Support re: Photo Radar Page 108 of 151 AGENDA ITEM ##18-

Township of South-West Oxford Letters of Support re: Photo Radar Page 109 of 151 AGENDA ITEM ##18-

Township of South-West Oxford Letters of Support re: Photo Radar Page 110 of 151 AGENDA ITEM ##18-

Township of South-West Oxford Letters of Support re: Photo Radar Page 111 of 151 AGENDA ITEM ##19-

Department: Administration

Report Number: A-002-21

Council Meeting Date: February 8, 2021

Title: County Composition Consideration

Objective

To provide Council with an option for discussion and consideration on realigning the Composition of County Council.

Background

Council is aware that the County, as required by the Province, is to review and establish its composition prior to the next municipal election. It was to have been completed by December 31st 2020 but has been granted and extension until March 31, 2021. A new composition or retaining the status quo both require a triple majority of municipalities as defined by the Municipal Act. The Status Quo was proposed by County Council but has failed to meet the threshold required. Primarily the Urban municipalities have not approved the status quo, where 50 percent of the Council is made up of Urban Councillors and 50 percent of Rural Councillors, as acceptable for the following reasons: 1. Urban municipalities represent more that 65 percent of the population of the County. 2. Assessment of the Urbans represents more than 65 percent of the total for Oxford County. As such the basic tenant of democracy or representation by population is not being expressed in the current County Council Structure.

Department Report A-002-21 Regular meeting of Council February 8, 2021

Town of Ingersoll Resolution re: Oxford County Council Weighted Voting Page 112 of 151 AGENDA ITEM ##19-

The current Warden of the County attended Ingersoll Council in December 2020, where Ingersoll expressed its concerns with the status quo. Including the required need to elect the Warden at large, considering the term and remuneration for the position. To Staff’s knowledge it is unaware of any other activity on addressing the legislative requirement. Failure to submit to the province will leave the composition to the Minster to determine. Staff do not believe that this would be a concern, however a local solution would be preferable in most cases.

Analysis

Staff have considered the situation and understand that the Province may be unwilling to significantly increase the number of County elected representatives. However there is a way to ensure better representation without adding significantly to the number at County Council. Based on Warden Martin’s own numbers better representation could be achieved by utilizing a weighted voting system. In today’s technological era the implementation of a weighted voting system would be relatively straight forward and easily accomplished. To argue otherwise is not being realistic. Woodstock would not have to reduce the number of representatives at County Council, their current three members could be allocated 1.33 votes each, totaling the four that they should have under a more balanced system. They could arrange them in a format to suit the City, this is just one option. Likewise no municipalities would lose any votes, if each municipality were guaranteed at least one vote and an additional vote for each multiple of 6000 electors thereafter. The Warden expressed concern that those municipalities that did not have at least 6000 elector should maintain at least one vote, that should be avoided by ensuring the base for each municipality is one vote. In this way Tillsonburg would be able to have two votes based on the Warden’s own numbers. Electing a Warden at large is also something the Council has requested be given consideration, in any restructuring of the County Council. Although this is not an unreasonable idea, staff would suggest that it not be pursued at this time for the following reasons: 1. The Province, prior to the municipal elections in 2018, eliminated directly elected heads of Council in four regional governments. The likelihood of that option finding favour with this government at this time is unrealistic.

Department Report A-002-21 Regular meeting of Council February 8, 2021

Town of Ingersoll Resolution re: Oxford County Council Weighted Voting Page 113 of 151 AGENDA ITEM ##19-

2. County Councillors themselves are not likely to support the proposal, where the weighted voting system is less contentious, just fairer. County Council members themselves have expressed that they would not support a directly elected head of Council change. Achieving a better balance of representation through a weighted vote is more advantageous than achieving nothing by proposing too many changes that would not find favour at the County level of governance. Based on the current numbers the voting totals would be as follows under a weighted system for one vote for every 6000 electors, if implemented: Woodstock 4 votes Tillsonburg 2 votes Ingersoll 1 vote Norwich 1 vote SWOX 1 vote Zorra 1 vote EZT 1 vote B-B 1 vote Total 12 votes The change here would provide that the Urbans would have 58 percent of the vote while the rurals would retain 42 percent. This still does not achieve a true representation of the elector distribution but it is a move in the right direction. As has been seen in the past County Councillors vote not necessarily along urban/rural lines, there is nothing that would suggest a redistribution would impede that going forward. Each member of County Council is independent in their decision making relative to the position their home municipal Councils may support. There have been recent examples of this to demonstrate the practice.

Interdepartmental Implications

N/A

Financial Implications

No financial impacts on the Town of Ingersoll

Department Report A-002-21 Regular meeting of Council February 8, 2021

Town of Ingersoll Resolution re: Oxford County Council Weighted Voting Page 114 of 151 AGENDA ITEM ##19-

Recommendation

That The Council of the Corporation of the Town of Ingersoll receives report numbered A-002-21 as information; And further that the Council approves the restructuring of Oxford County Council utilizing a weighted voting mechanism based on a minimum of one vote per municipality for any number of electors up to 6,000 and an additional vote for every 6,000 electors thereafter, And further that the metric to be used shall be the total number of eligible electors following each regularly scheduled election and that this weighting shall remain until the next regularly scheduled election, And further that the distribution of weights be split equally where the area municipality has more than one representative at County Council,

And that the proposal be circulated to the seven other municipalities and Oxford County for consideration of a restructured County Council. Attachments

None.

Approved by: William Tigert, Chief Administrative Officer

Department Report A-002-21 Regular meeting of Council February 8, 2021

Town of Ingersoll Resolution re: Oxford County Council Weighted Voting Page 115 of 151 AGENDA ITEM ##19-

Town of Ingersoll Resolution of Council Regular Meeting of Council February 8, 2021

Moved by Deputy Mayor Freeman_

Seconded by Councillor Petrie

THAT The Council of the Corporation of the Town of Ingersoll receives report numbered A-002-21 as information;

AND FURTHER THAT the Council approves the restructuring of Oxford County Council utilizing a weighted voting mechanism based on a minimum of one vote per municipality for any number of electors up to 6,000 and an additional vote for every 6,000 electors thereafter,

AND FURTHER THAT the metric to be used shall be the total number of eligible electors following each regularly scheduled election and that this weighting shall remain until the next regularly scheduled election,

AND FURTHER THAT the distribution of weights be split equally where the area municipality has more than one representative at County Council,

AND THAT the proposal be circulated to the seven other municipalities and Oxford County for consideration of a restructured County Council.

YEAS RECORDED VOTE 2020 NAYS Councillor Kristy Van Kooten-Bossence Councillor Michael Bowman Councillor Rick Eus Councillor Gordon Lesser Councillor Brian Petrie Deputy Mayor Fred Freeman Mayor Ted Comiskey TOTALS

Lost by______Carried by ______

Town of Ingersoll Resolution re: Oxford County Council Weighted Voting Page 116 of 151 AGENDA ITEM ##20-

Ministry of Agriculture, Ministère de l’Agriculture, de Food and Rural Affairs l'Alimentation et des Affaires rurales

Office of the Minister Bureau du ministre

77 Grenville Street, 11th Floor 77, rue Grenville, 11e étage Toronto, Ontario M7A 1B3 Toronto (Ontario) M7A 1B3 Tel: 416-326-3074 Tél. : 416 326-3074 www.ontario.ca/OMAFRA www.ontario.ca/MAAARO

February 11, 2020

Julie Forth Clerk Township of South-West Oxford (SWOX) [email protected]

Dear Julie Forth:

The best small businesses are born out of a passion and a dream.

When it comes to many home-based food businesses, they start with a love of food and a cherished family recipe. Whether passionate about making grandma’s coveted baked goods or a new take on homegrown pickles, jams and preserves, we are making it easier for Ontarians to share their homemade goods with their communities and turn their passion into a successful business.

As our government recently announced, Ontario has made changes to the Food Premises Regulation under the Health Protection and Promotion Act that allow more flexibility for small, independent businesses to sell their low-risk, home-prepared foods from their homes or at special events like farmers’ markets, festivals and fairs. While these changes came into effect on January 1, 2020, the desire to start low-risk, home based food businesses has only increased during COVID, which is why we’re clarifying the rules now.

Low-risk foods are non-hazardous and do not require refrigeration. They include such items as baked goods, pickles, jams and preserves, chocolates, hard candies and brittles, fudge and toffees, granola, trail mix, nuts and seeds, and coffee beans and tea leaves.

These regulatory changes support Ontario’s entrepreneurs in running a home-based food business, without compromising our high standards for food safety. The changes also give Ontarians new opportunities to buy locally produced foods.

…/2

Good things grow in Ontario Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2 À bonne terre, bons produits Bureau principal du ministère: 1 Stone Road West, Guelph (Ontario) N1G 4Y2

Correspondence from Ernie Hardeman, Minister of Agriculture, Food and Ru... Page 117 of 151 AGENDA ITEM ##20-

- 2 -

The Ministry of Health has published a guide to help such entrepreneurs take the recommended steps to succeed, in a food-safe way, in their homemade food business efforts: www.health.gov.on.ca/en/pro/programs/publichealth/coronavirus/docs/selling_low_risk_f ood.pdf I welcome you to use your networks to share this important information with those who may be interested.

Starting a home-based food business is an excellent opportunity for people across Ontario to share their culinary creativity, build a business for themselves and be part of the province’s agri-food sector. Our government is committed to encouraging this growing part of the economy and to support all the good things that are grown and produced right here in Ontario.

Thank you for your support of this initiative and for all your efforts to partners with us as we strive to build strong communities and a vibrant economy in Ontario.

Sincerely,

Ernie Hardeman Minister of Agriculture, Food and Rural Affairs

COVID-19 Reminders  Practise physical distancing – stay 2 metres away from others in public  Wash your hands – with soap and water thoroughly and often  Get the facts - www.ontario.ca/page/covid-19-stop-spread

Correspondence from Ernie Hardeman, Minister of Agriculture, Food and Ru... Page 118 of 151 AGENDA ITEM #

ACCOUNTS PAYABLE REPORT

Resolved thatthefollowingaccountsbeapproved forpayment:

Accounts Payablefor February1-13,2021$ 498,339.81

Payroll #3General$ 41,902.45

TOTAL$ 540,242.26

Vendor Payments over $25,000Cheque NumberAmount

Min ofFinance-OPP38329$ 91,893.00 December

BFL CanadaEFT4864$ 275,679.96 2021Insurance

TOTAL$ 367,572.96

Accounts PayableReport: CouncilMeetingofFebruary16,2021

February 16th, 2021 - Accounts Payable Report Page 119 of 151 AGENDA ITEM ##21-

“I0 COI'D0l'i|Ii0ll0‘“I0 TDWNSIIIP(IF BALDWIN P.O. Box 7095, 11 Spooner Street MCKERROW,ONTARIO POP1M0 TEL:(705) 869 0225 FAX:(705)869-5049

CLERK:Karin Bates — karin@ba|dwin.ca

MOVED BY: 7//‘ //L DATE: February 1, 2021

SECONDED BY: (p’ MOTIONNO.: 21-

WHEREASthe province wants to man dla e raining Ieve Is for Fire Fighters and now wishes to close the Ontario Fire College located in Gravenh urst, Ontario which has been used for many Government agencies such as Ministryof Transportation, Ontario Provincial Police, Fire Fighters, both full time and volunteer; and WHEREAS only a small percentage of our department has any formal training and are responsible to train junior fire fighters with the minimal training we receive; and WHEREASas volunteers, we are on call 24/7/365 with day jobs and families that expect us to come home safely each and every time; and WHERASthe Fire College makes top tier training accessible to all Fire Departments in Ontario; and WHEREAS municipalities are mandated to have fire departments, yet there is no provincial or federal funding for volunteer fire departments for much needed equipment and training; and

WHEREAS without a plan in place it is irresponsible to close down a vital training centre that sen/es Ontario and it would put Municipalitiesat risk which is shortsighted and not acceptable.

NOWTHEREFORE BE IT RESOLVED THAT: The Corporation of the Township of Baldwin requests the Province of Ontario to reconsider closing this all-importantfacility

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The Corporation of the Township of Terrace Bay P.O. Box 40, 1 Selkirk Avenue, Terrace Bay, ON, P0T 2W0 Phone: (807) 825-3315 Fax: (807) 825-9576

February 2, 2021

The Honourable Doug Ford, Premier of Ontario Legislative Building, Queen’s Park Toronto, ON M7A 1Y7

Dear Premier Doug Ford,

Please be advised that Council of The Corporation of the Township of Terrace Bay at the Regular Council Meeting of February 1, 2021 resolved as follows:

That the resolution received from the Town of Augusta Re: Ontario Fire College

Resolution: 28-2021

Moved By: Councillor St.Louis Seconded By: Councillor Malashewski

WHEREAS the Ontario Fire College has been in existence since 1949; and

WHEREAS the Ontario Fire College is one of the primary sources of certified training for Ontario Firefighters; and

WHEREAS the Ontario Fire College has built a reputation of integrity, credibility, and reliability in providing some of the best training to our Fire Services within the Province of Ontario; and

WHEREAS the Ontario Fire College has been used to train and certify both Volunteer, Part-Time and Career firefighters throughout Ontario; and

WHEREAS the Ontario Fire College gives Ontario Firefighters another option other than Regional Training Centers to obtain National Fire Protection Association (NFPA) certifications; and

WHEREAS the Ontario Fire College is the most cost-effective method to certify Firefighters to NFPA Standards in Ontario; and

WHEREAS the Ontario Government enacted and revoked 0. Reg. 379/18: Firefighter Certification in 2018; and

WHEREAS when the Ontario Government revoked 0. Reg. 379/18: Firefighter Certification, it was made known by the Office of the Solicitor General that the act would be amended and brought back in the future; and

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THEREFORE, BE IT RESOLVED THAT the Township of Terrace Bay requests that the Province of Ontario reverse their decision to close the Ontario Fire College as the OFC is one of the best and most cost-effective methods for municipalities to train their firefighters which assists us in protecting our residents; and CARRIED

BE IT FURTHER RESOLVED THAT this Resolution is forwarded to the Honourable Doug Ford Premier of Ontario, the Honourable Sylvia Jones; Ontario Solicitor General, the Honourable Steve Clark, Minister of Municipal Affairs and Housing, the Ontario Fire Marshal; Jon Pegg, and all municipalities within the Province of Ontario.

Thank you for your consideration.

Sincerely,

Jonathan Hall CAO/Clerk

CC: Honourable Sylvia Jones, Ontario Solicitor General Hon. Steve Clark, Minister of Municipal Affairs and Housing Jon Pegg, Ontario Fire Marshal Ontario Municipalities

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The Corporation of the Township of Terrace Bay P.O. Box 40, 1 Selkirk Avenue, Terrace Bay, ON, P0T 2W0 Phone: (807) 825-3315 Fax: (807) 825-9576

February 2, 2021

The Honourable Doug Ford, Premier of Ontario Legislative Building, Queen’s Park Toronto, ON M7A 1Y7

Dear Premier Doug Ford,

Please be advised that Council of The Corporation of the Township of Terrace Bay at the Regular Council Meeting on February 1, 2021 resolved as follows:

That the resolution received from the Rainy River District Municipal Association Re: Tax Rate for Railway Rights-of-Way – Per Tonne-Mile Contract, be supported.

Resolution: 27-2021

Moved By: Councillor Moore Seconded By: Councillor Malashewski

WHEREAS in 2018 the Province of Ontario adjusted the tax rate for acreage for railway rights of way throughout Ontario which specifically impacted Rainy River, Kenora and Thunder Bay Districts in a positive fashion; and

WHEREAS in other provinces and Jurisdictions the railway companies remit a more equitable share of taxes to their local tax base by using a per tonne-mile concept; and

WHEREAS rail traffic continues to increase and the train length has more than doubled which results in rail traffic congestion, increased wait times, noise pollution, unknown environmental concerns, and causing small municipalities to keep open and maintain road allowances which only benefit the railroads, as well as crossing maintenance payments and inflationary costs; and

WHEREAS the Province of Ontario should review fees based on inflation and current conditions on an annual basis to ensure that Ontario does not continue to fall further behind in their approach to railway property taxation; and

WHEREAS fair and equitable taxation revenue on railway property based on the per tonne-mile will reduce the financial pressure especially during the COVID-19 pandemic and its recovery on the Province and provide financial support to municipalities taxation going forward;

THEREFORE BE IT RESOLVED THAT the Township of Terrace Bay supports the Rainy River District Municipal Association in its call to the Minister of Finance of the Province of Ontario to undertake ongoing consideration of municipal taxation for railroad rights of way properties based on a per tonne-mile concept; and CARRIED

Township of Terrace Bay Resolution re: Taxation for Railroad Rights of W... Page 123 of 151 AGENDA ITEM ##22-

FURTHER BE IT RESOLVED THAT the Township of Terrace Bay send this resolution of support to every Municipal Council within the Province of Ontario seeking their support, the Premier of Ontario, the Minister of Finance of Ontario, Local MPP's, Local MP's, NOMA, ROMA, and AMO."

Thank you for your consideration.

Sincerely,

Jonathan Hall CAO/Clerk

CC: Minister of Finance of Ontario Local MPP Local MP NOMA ROMA AMO

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February 1, 2021

Sent by E-mail [email protected]

Honourable Sylvia Jones Solicitor General 18th Floor - 25 Grosvenor St. Toronto, ON M7A 1Y6

Re: Community Safety & Well-Being Plan - Extension Request

Dear Solicitor General Jones,

The Township of Asphodel-Norwood is participating in a regional Community Safety & Well-Being Plan (CSWB) plan with the City of Peterborough and the eight (8) lower-tier municipalities located within the County of Peterborough. The decision to develop a joint plan was derived after consulting with our municipal neighbours. Our vision for a long- term tool that addresses the unique needs of our area while supporting safe, healthy, and sustainable communities by moving away from reactionary, incident-driven responses and re-focusing on proactive, collaborative initiatives to take the strain off the emergency response system is shared by all of our municipal partners; as the success of our community is dependent upon each and every individual’s well-being.

Preparations are underway, but the response efforts needed to manage the COVID-19 outbreak have taken priority and an unprecedented amount of time, energy, and resources. A meaningful CSWB Plan requires extensive public consultation and engagement in order to prepare a document that is both comprehensive and in alignment with the legislative intent. Given the current political climate and the ongoing effects of the pandemic, a deadline extension for the completion and adoption of a CSWB Plan would be the most appropriate course of action. The Township appreciates the extension previously granted from January 1, 2021 to July 1, 2021, but humbly asks the Solicitor General consult with municipalities before prescribing a new deadline.

With that in mind, I put forward the following resolution for your consideration:

WHEREAS the Police Services Act, 1990, was amended on January 1, 2019 to mandate every municipality in Ontario to prepare and adopt a Community Safety and Well-Being (CSWB) Plan; and

Township of Asphodel-Norwood Resolution re: extension of Community Safet... Page 125 of 151 AGENDA ITEM ##23-

WHEREAS the Ministry of Municipal Affairs and Housing introduced the Municipal Emergency Act, 2020 to assist municipal governments and local boards during the COVID-19 emergency; and

WHEREAS the protective measures municipalities have put in place to protect their communities, Councillors, and staff members include eliminating face-to-face meetings, closing municipal offices, and directing staff to work from home; and

WHEREAS Bill 189, Coronavirus (COVID-19) Support and Protection Act, 2020 was passed to amend various acts to support municipal, policing, and community partners during the pandemic;

NOW THEREFORE, BE IT RESOLVED that while these measures are imperative and necessary, they impose undue hardship on municipalities to meet provincial deadlines such as the completion and adoption of a Community Safety & Well-Being (CSWB) Plan prior to July 1, 2021. The Council of the Township of Asphodel-Norwood calls upon the Solicitor General to review the imposed deadline for municipalities to complete and adopt a Community Safety & Well-Being (CSWB) Plan in consultation with local governments to address the unique challenges facing individual regions.

Thank you in advance for your time and consideration of our request. Please do not hesitate to reach out should you require any further information.

Sincerely,

Candice White, CAO/Clerk/Treasurer Township of Asphodel-Norwood

Cc: Ministry of Community Safety and Correctional Services All Ontario Municipalities in Ontario

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8348 Wellington Road 124 P.O. Box 700 Rockwood ON N0B 2K0 Tel: 519-856-9596 Fax: 519-856-2240 Toll Free: 1-800-267-1465

February 8, 2021

Ministry of Municipal Affairs and Housing 17th Floor, 777 Bay Street Toronto, ON M7A 2J3

Attention: The Hon. Steve Clark

Re: Advocacy for Reform – MFIPPA Legislation

At the Township of Guelph/Eramosa’s Regular Meeting of Council held on Monday February 1, 2021, the following resolution was put forward and passed:

Be it resolved that the Council of the Township of Guelph/Eramosa has received Clerk’s Department Report 21/03 regarding Advocacy for Reform – MFIPPA Legislation; and

That that the following motions be passed in support of a request to review and reform of the Municipal Freedom of Information and Protection of Privacy Act:

WHEREAS the Municipal Freedom of Information and Protection of Privacy Act R.S.O. 1990 (MFIPPA) dates back 30 years;

AND WHEREAS municipalities, including the Township of Guelph/Eramosa, practice and continue to promote open and transparent government operations, actively disseminate information and routinely disclose public documents upon request outside of the MFIPPA process;

AND WHEREAS government operations, public expectations, technologies, and legislation surrounding accountability and transparency have dramatically changed and MFIPPA has not advanced in line with these changes;

AND WHEREAS the creation, storage and utilization of records has changed significantly, and the Municipal Clerk of the Municipality is responsible for records and information management programs as prescribed by the Municipal Act, 2001;

Jenni Spies Tel: 519-856-9596 Deputy Clerk [email protected]

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AND WHEREAS regulation 823 under MFIPPA continues to reference antiquated technology and does not adequately provide for cost recovery, and these financial shortfalls are borne by the municipal taxpayer;

AND WHEREAS the threshold to establish frivolous and/or vexatious requests is unreasonably high and allows for harassment of staff and members of municipal councils, and unreasonably affects the operations of the municipality;

AND WHEREAS the Act fails to recognize how multiple requests from an individual, shortage of staff resources or the expense of producing a record due to its size, number or physical location does not allow for time extensions to deliver requests and unreasonably affects the operations of the municipality;

AND WHEREAS the name of the requestor is not permitted to be disclosed to anyone other than the person processing the access request, and this anonymity is used by requesters to abuse the MFIPPA process and does not align with the spirit of openness and transparency embraced by municipalities;

AND WHEREAS legal professionals use MFIPPA to gain access to information launch litigation against institutions, where other remedies exist;

AND WHEREAS there are limited resources to assist administrators or requestors to navigate the legislative process;

AND WHEREAS reform is needed to address societal and technological changes in addition to global privacy concerns and consistency across provincial legislation;

BE IT RESOLVED THAT the Ministry of Government and Consumer Services be requested to review the MFIPPA, and consider recommendations as follows:

1. That MFIPPA assign the Municipal Clerk, or designate to be the Head under the Act; 2. That MFIPPA be updated to address current and emerging technologies; 3. That MFIPPA regulate the need for consistent routine disclosure practices across institutions; 4. That the threshold for frivolous and/or vexatious actions be reviewed, and take into consideration the community and available resources in which it is applied; 5. That the threshold for frivolous and/or vexatious also consider the anonymity of requesters, their abusive nature and language in

Jenni Spies Tel: 519-856-9596 ext. 107 Deputy Clerk [email protected]

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requests to ensure protection from harassment as provided for in Occupational Health and Safety Act; 6. That the application and scalability of fees be designed to ensure taxpayers are protected from persons abusing the access to information process; 7. That administrative practices implied or required under the Act, including those of the IPC, be reviewed and modernized; 8. That the integrity of the Act be maintained to protect personal privacy and transparent governments.

Please accept this for your information and any necessary action.

Sincerely,

Jenni Spies Deputy Clerk

Cc. Ted Arnott, MPP Wellington-Halton Hills Michael Chong, MP Wellington-Halton Hills Minister of Consumer Services Information and Privacy Commissioner of Ontario Association of Municipalities of Ontario Association of Clerks and Treasurers of Ontario Ontario Clerks

Jenni Spies Tel: 519-856-9596 ext. 107 Deputy Clerk [email protected]

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By—lawNo. 12-2021

The Corporation of the Township of South-West Oxford

By~law No. 12-2021

A By-law to Provide for Drainage Works in the Township of South-West Oxford (Stevens Drain 2020)

WHEREAS the Council of the Township of South-West Oxford in the County of Oxford in accordance with the provisions of Section 78 of the Drainage Act, R80. 1990, c. D. 17. The work was initiated by a request signed by one of the affected landowners and requires that the following lands and roads be drained by drainage works.

Parts of Lots 10 to 14, Concession 4 (geographic Dereham) in the Township of South-West Oxford; County of Oxford

AND WHEREAS the Council of the Township of South-West Oxford in the County of Oxford has procured a report made by Spriet Associates Architects and Engineers and the report is attached hereto and forms part of this By—Law;

NOW THEREFORE the Council of the Township of South-West Oxford pursuant to The Drainage Act, R.S.O. 1990, enacts as follows:

1. The report prepared by Spriet Associates Architects and Engineers, dated December 11”‘,2020 and attached hereto is hereby adopted and the drainageworks as therein indicated and set forth is hereby authorized, and shall be completed in accordance therewith.

2. This by-law comes into force on the passing hereof and may be cited as the “Stevens Drain 2020”.

Read a First and Second time this 19"‘day of January, 2

Mayor: David ayberry W CAOIDepu Clerk: Mary Ellen Greb

Page 1 of 2

By-Law No. 12-2021 - To provide for Drainage Works (third and final read... Page 130 of 151 AGENDA ITEM #

By-law No. 19-2021

The Corporation of the Township of South-West Oxford

By-law No. 19-2021

A By-law to Appoint Municipal By-Law Enforcement Officers (Parking/Traffic Enforcement)

Whereas the Municipal Act S.0. 200, c. 25 as amended provides for appointing such officers and employees as may be necessary for the purpose of the Corporation, or for carrying into effect any Act of the Legislature or by-law of the Council, and for fixing their remuneration and prescribing their duties, and the security to be given to perform them;

And Whereas Section 15 (1) of the Police Services Act, R.S.O. 1990, c.P.15, authorizes municipal councils to appoint persons to enforce the by-laws of the municipality;

And Whereas Section 15 (2) of the Police Services Act, R.S.O. 1990, c.P.15, designates Municipal Law Enforcement Officers are Peace Officers for the purpose of enforcing municipal by-laws;

And Whereas Section 15 (1) of the Provincial Offences Act R.S.O. 1990, c.P.33 empowers Provincial Offences Officers to issue parking tickets;

And Whereas Section 26 of the Provincial Offences Act R.S.O. 1990, c.P.33 states that a summons shall be served by a Provincial Offences Officer;

And Whereas the Solicitor General of Ontario has designated all Municipal Law Enforcement Officers as Provincial Offences Officers;

And Whereas it is deemed desirable to appoint municipal by-law enforcement office to enforce Township parking and traffic related by-laws;

Now Therefore the Council of the Corporation of the Township of South-West Oxford enacts as follows:

1. The Township of South-West Oxford hereby appoints Works Superintendent Adam Prouse, Works Foreman Shawn Chambers and Works Foreman Ron Klingenberg as Municipal By-law Enforcement Officer specifically for the purpose of enforcement of Township by-laws related to parking and uses or activities on Township roads and road allowances.

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By-law No. 19-2021

2. That this By-Law shall come into force and effect on the final date of passing.

Read a first and second time this 16th day of February, 2021.

Read a third and final time this 16th day of February, 2021.

______Mayor: David Mayberry

______Clerk: Julie Forth

By-Law No. 19-2021 - To appoint municipal by-law enforcement officers (p... Page 132 of 151 AGENDA ITEM #

The Corporation of the Township of South-West Oxford

By-law Number 20-2021

A By-law to authorize the Signing of an Agreement between the Township of Zorra and the Township of South-West Oxford for the appointment of an alternate Drainage Superintendent

Whereas section 93(1) of the Drainage Act, R.S.O., 1990, c. D.17 provides that the Council of each municipality may by By-law appoint a drainage superintendent to carry out the responsibilities of the Act;

And Whereas Section 93(2) of the Drainage Act, R.S.O., 1990, c. D17 provides that two or more municipalities may appoint the same person to be the drainage superintendents within each municipality;

And Whereas Corporation of the Township of South-West Oxford deems it necessary to enter into an agreement with the Township of Zorra to appoint their Drainage Superintendent as an alternate Drainage Superintendent for the Township of South-West Oxford, with all of the powers to complete the duties and responsibilities of the Township of South-West Oxford in accordance with the Drainage Act, R.S.O., 1990, c. D17, during times of absence.

Now Therefore the Council of the Corporation of the Township of South-West Oxford enacts as follows:

1. Schedule "A" attached hereto and forming part of this by-law, being an Agreement between the Corporation of the Township of Zorra, and the Corporation of the Township of South-West Oxford, is hereby approved.

2. That the Mayor and Clerk are hereby authorized to sign, on behalf of the Township of South-West Oxford, the agreement, attached hereto as Schedule "A".

Read a first and second time this 16th day February, 2021.

Read a third time and finally passed this 16th day of February, 2021.

______Mayor David Mayberry

______Clerk Julie Forth

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Agreement between: Township of South-West Oxford Township of Zorra (alternate Drainage Superintendent) Page 2

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Agreement between: Township of South-West Oxford Township of Zorra (alternate Drainage Superintendent) Page 3

Schedule A

Agreement for the provision of Drainage Superintendent Services, for enforcing the Drainage Act, R.S.O., 1990, c. D17, as amended.

Made in duplicate this __ day of ______, 2021

BETWEEN:

The Corporation of the Township of South-West Oxford, hereinafter called “Township of South-West Oxford”

OF THE FIRST PART -and-

The Corporation of the Township of Zorra, hereinafter called “Township of Zorra”

OF THE SECOND PART

The parties hereto mutually agree as follows:

1. THAT:

a. Township of South-West Oxford’s Drainage Superintendent is hereby appointed as an alternate Drainage Superintendent for the Township of Zorra.

b. Township of Zorra’s Drainage Superintendent is hereby appointed as an alternate Drainage Superintendent for the Township of South-West Oxford.

2. THAT the parties shall make available to each other, on a reciprocal basis, Drainage Superintendent services, to provide for the duties and services under the Drainage Act, R.S.O., 1990, c. D17, as amended, when a respective party requests assistance during the absence of their Drainage Superintendent;

a. For the purposes of this section, “absence” shall include when the respective party’s Drainage Superintendent is ill, on vacation or otherwise temporarily unavailable, but does not include an absence longer than four (4) consecutive weeks, or a permanent vacancy of the respective position.

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Agreement between: Township of South-West Oxford Township of Zorra (alternate Drainage Superintendent) Page 4

3. THAT each appointed person under this agreement shall have all the powers and duties as assigned to them by statute, and shall be responsible for the provisions of the Drainage Act, R.S.O., 1990, c. D17, as amended, in all of the areas to which the respective Township where they are providing service has jurisdiction, and where the person appointed has qualifications to provide:

a. For the purposes of this section, “duties” and “responsibilities” under the Drainage Act shall include:  inspect every drainage works for which the municipality is responsible and report periodically to council on the condition of those drainage works;  initiate and supervise the maintenance and repair of the drainage works for which the municipality is responsible;  assist in the construction or improvement of the drainage works for which the municipality is responsible; and  report to council on the superintendent’s activities mentioned above.

4. THAT the provision of duties and services under this agreement is subject to the availability of one party being available to perform such duties and services for another party. At all times, regular duties for the assisting party’s home municipality shall take precedence;

5. THAT this agreement is intended to be entirely reciprocal between the parties and as such, no financial compensation shall be owing by either party to the other for any services or duties completed;

6. THAT should any legal or other issues of liability arise out of the services performed under this agreement, the municipality in which the services or duties were actually performed shall be entirely responsible;

7. THAT this agreement shall be effective as of the 16th day of February, 2021, and may be cancelled or withdrawn by either party with thirty (30) days written notice to the other party.

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Agreement between: Township of South-West Oxford Township of Zorra (alternate Drainage Superintendent) Page 5

IN WITNESS WHEREOF the said parties have duly executed this agreement by their proper authorized officers in that behalf and affixed their Corporate Seals.

The Corporation of the Township of South-West Oxford:

______Mayor

______Clerk

The Corporation of the Township of Zorra:

______Mayor

______Clerk

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Engage and Inform Committee Meeting Minutes for January 20th, 2021

Members Present: Mayor David Mayberry, Councillor Valerie Durston, Councillor Paul Buchner, Jen Thomson, Catherine White (1:09).

Staff Present: Nicole Chambers, Julie Forth

Regrets: None

Call Meeting to Order

The meeting was called to order at 1:06 p.m. by Chair Valerie Durston and a quorum was present.

Approval of the Agenda

Resolution No. 1 Moved by Paul Buchner Seconded by Catherine White

RESOLVED that the agenda for the January 20th, 2021 Engage & Inform committee meeting be approved.

DISPOSITION: Motion Carried

Approval of the Minutes

Resolution No. 2 Moved by Catherine White Seconded by Valerie Durston

RESOLVED that the minutes of the December 2nd, 2021 meeting be approved.

DISPOSITION: Motion Carried

Business Arising from the Minutes

Child Care Survey

Nicole Chambers advised the Committee that a child care survey was included in the SWOX Talks eNewsletter in January. 35 responses were received. Of the responses that were received, 24 indicated that they don’t have children, 3 indicated that they are in need of child care for kids aged 0-4 and 3 in need of child care for kids aged 5-12.

The Committee requested that the survey be included on the Township’s social media as well as we continue to explore what the need is within the community for child care. Information that has been received will be shared with Oxford County.

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2 January 20th, 2021 Inform & Engage Committee - Minutes

Catherine White suggested that we also include a question to ask if anyone is interested in providing child care within the community or if anyone already is providing child care within the community – the survey responses are anonymous.

Trivia Night – February 11th, 2021

Mayor David Mayberry has questions developed for Trivia Night on February 11th. He has also spoke with Jakemans Maple Syrup and Coyles – they are both interested in providing a donated gift for the next trivia night. A question will need to be developed about each sponsor to promote the local business.

Councillor Buchner reached out to McKay Custom Candles – he hasn’t heard back from them yet.

Discussion took place regarding who is eligible to participate and win a prize in trivia night – it was agreed that anyone may participate and win a prize so long as they are not a committee member.

Geocache Updates

Clerk Julie Forth will get in contact with Stephanie Radu, Curator at the Beachville Museum to find out next steps for the SWOX geocache project. She will recirculate the list of locations and updates that have been prepared to date.

Christmas Light Contest

The Committee discussed this event and commented on its success. Staff received positive feedback from the community and recommendations for next year’s event as follows:  Include a category for seniors;  Ask the residents include a photo of their submission – an electronic submission form can be developed with the ability to upload a photo;  Leaving a small prize at the door of each participate was a positive part of the evening and well received by residents;  Planning to begin right after Remembrance Day;  May consider developing a Christmas light route which can be shared within the community – specific addresses would not be included.

Discussion Items

Winter Walk for Warmth – to be postponed

The Committee agreed that the Winter Walk for Warmth will be postponed this year due to the COVID-19 pandemic. Clerk Julie Forth will prepare messaging regarding the postponement of the event and will encourage residents to get some fresh air safely within their community and support a local charity if they can.

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3 January 20th, 2021 Inform & Engage Committee - Minutes

Upcoming 2021 Events and Goals:

The events and goals of the committee for 2021 were discussed as follows:

 Thursday, February 11th, 2021 – SWOX Trivia Night;  Saturday, April 24th, 2021 – Earth Day (Beachville Museum – invite Stephanie Radu to the March, 2021 committee meeting);  Consider if the Township needs to conduct an updated visioning exercise;  Continue to explore community engagement – Is the Township sharing information that the public wants to receive? Is the Township using methods of communication that the public wants? How do they want to receive Township messaging?  How do we encourage a new generation of volunteers?  Consider development of fridge magnet for new residents to be included in Welcome package with contact information for the Township (phone number, website, etc.);  Christmas Light Contest - December, 2021.

Standing Items

Review of SWOX 2030 Action Item List (minutes of August 12th, 2015 meeting)

1. Social Responsibility 2. Communication 3. Active Living 4. Safety & Security

Action Items

 Child care survey to also be shared on social media with updated questions regarding service providers in the community;  Julie to develop messaging regarding the postponement of the Winter Walk for Warmth;  Julie to consolidate geocache locations and ones completed to date – circulate to the Committee members;  Julie to invite Stephanie Radu to the March Committee meeting to discuss Earth Day, 2021.

Outstanding:  Catherine to provide 3 questions about Tru Earth laundry strips to Clerk Forth (who will generate a survey for those that took samples).

Next Meeting

To be determined.

Adjournment

The meeting was adjourned at 2:44 p.m.

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REGULAR MEETING OF ENVIRONMENT AND ENERGY INNOVATION COMMITTEE Wednesday, January 6th, 2021 – 4:30 p.m. Township of South-West Oxford Council Chambers

Present: Chair Jim Pickard, Mayor David Mayberry, Works Superintendent Adam Prouse, George Klosler, Rob McKinley (community representatives Phil Gagnon (community representative)

Regrets: Councillor Valerie Durston, Chief Building Official Howard Leaver

Staff: Clerk Julie forth ______

Call to Order Chair Jim Pickard called the meeting to order at 4:36 p.m. and a quorum was present.

Motion to Accept the Agenda Resolution No. 1 Moved by: David Mayberry Seconded by: Adam Prouse RESOLVED that the agenda for the January 6th, 2021 meeting of the Energy Innovation Committee be approved, as amended.

DISPOSITON: Motion Carried Minutes Resolution No. 2 Moved by: Adam Prouse Seconded by: Rob McKinley RESOLVED that the following minutes of the December 2nd, 2020 Environment and Energy Innovation Committee meeting be reviewed and approved.

DISPOSITON: Motion Carried

Business Arising from the Minutes

 Chief Building Official Howard Leaver will follow up on EcoBee thermostats for the Salford hall and Dereham Centre hall.  Works Superintendent Adam Prouse advised that EPCOR will run natural gas to the works shop for $1,000. He is getting quotes to replace the oil furnace in the shop.  ERTH is ready to receive an RFP from the Township for solar panels at the Beachville Fire Hall. They need to know the number of kilowatts required.

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2 January 6th, 2021 Environment and Energy Innovation Committee Minutes

 Clerk Julie Forth will follow up with CAO Mary Ellen Greb on the updated Greenhouse Gas consumptions reports.

Correspondence

Email from Catherine White re: Canadian Environmental Protection Act

Mayor David Mayberry advised that this article came from a discussion at the Engage and Inform Committee to look at products that use less packaging. The Committee received sample laundry strips that are not packaged in bulky containers; however, it was found that the laundry strips don’t dissolve and the micro plastic goes into the sewer and septic – it is better to have the cardboard box. Catherine White stated looking into this and found this article which has been shared with the Committee for information.

Letter from the Minister of Energy, Northern Development and Mines, and the Associate Minister of Energy

This correspondence is to advise that the Province has revoked the long-term energy plan legislation and is in the process of writing new legislation. The Ministry is seeking comments on this process. Mayor David Mayberry advised that he is prepared to write a letter on behalf of the Committee – comments need to be submitted by March. He will share the draft letter with the Committee and they can choose to support it or not. Key points in the letter may include:  Encourage local generation to create local jobs;  Encourage local production;  Encourage small producers rather than one large one;  Encourage energy efficiency in homes;  More solar and wind energy opportunities;  Potential investment for livestock producers and solar on barn roofs;  Recommendation to support natural gas investment in southwester Ontario;  Consider the big picture with respect to renewable energy – what happens to solar panels after their lifespan? What is the future impact (i.e. on mining resources, electric vehicle batteries)?  Encourage tree planting goals.

Mayor Mayberry will reach out to Rob McKinley for ideas on this letter as well and will circulate to the committee.

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3 January 6th, 2021 Environment and Energy Innovation Committee Minutes

Discussion Items

2021 Brainstorming - Projects and Goals

 Continue to work through Township energy audits (ie. Hall pressure testing, address Mt. Elgin Hall heat loss);  Explore purchase power agreement for Dereham Centre shop (ERTH is currently exploring these potential opportunities). Try to engage Hydro One as well. The initiative is designed as a long-term investment – the partner would pay more per kilowatt in the early stages of the agreement. The rate would continue for 20 years with the goal being to pay less in the future as rates increase.  Continue to explore opportunities to increase electric Township fleet. Expect to see more options for electric pick-up trucks in 2022 – GM and Ford are expected to have some options available. A new pick-up truck is forecasted for the Township in 2022. The drainage truck will be ready for replacement as well soon – in the past the public works truck goes to drainage and public works gets a new truck. The Township may consider two new electric trucks and remove the gas trucks. It was noted that there may be a long delivery time for these trucks – staff may need to investigate the options in 2021. Works Superintendent Adam Prouse will look into this.  There not a lot of information yet with respect to larger electric trucks (i.e. garbage trucks, etc.)  Consider options for natural gas vehicles as well and/or natural gas conversions;  Consider alternative ways to educate the public – with current COVID-19 restrictions it is not possible for the Committee to host a public forum;  Solar panels for the Beachville Fire Hall;  Consider natural gas for the public works shop;  Continue to extend the thermostat program to other Township facilities;  Consider options for home insultation program through the Township.

Adjournment and Next Meeting Date Resolution No. 4 Moved by: George Klosler Seconded by: Adam Prouse RESOLVED that the meeting be adjourned to meet again on Wednesday, February 3rd, 2021 at 4:30 p.m. (virtual meeting)

DISPOSITON: Motion Carried

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October 7, 2020

Honourable Jeff Yurek Minister of Environment, Conservation and Parks College Park 5th Flr, 777 Bay St, Toronto, ON M7A 2J3

Sent via email: [email protected]

Re: Development Approval Requirements for Landfills - (Bill 197) Our File 35.2.2

Honourable and Dear Sir,

At its meeting held on October 5, 2020, St. Catharines City Council approved the following motion:

WHEREAS Schedule 6 of Bill 197, COVID-19 Economic Recovery Act, 2020 considers amendments to the Environmental Assessment Act relating to municipal autonomy and the principle that municipalities can veto a development outside their municipal boundary in an adjacent municipality; and

WHEREAS Bill 197 empowers multiple municipalities to ‘veto’ development of a landfilling site within a 3.5 km zone inside the boundary of an adjacent municipality; and

WHEREAS Bill 197 establishes a dangerous precedent that could be expanded to other types of development; and

WHEREAS Bill 197 compromises municipal autonomy and the authority of municipal councils to make informed decisions in the best interest of their communities and municipal taxpayers; and

WHEREAS amendments in Schedule 6 could cause conflict in the effective management of landfill sites, put significant pressure on existing landfill capacity, and threaten the economic activity associated with these sites;

THEREFORE BE IT RESOLVED That the City of St. Catharines calls upon the Government of Ontario (Ministry of the Environment, Conservation and Parks (MOECP) to amend Bill 197, COVID-19 Economic Recovery Act, 2020, to eliminate the development approval requirement provisions from adjacent municipalities and that the ‘host’ municipality be empowered to render final approval for landfills within their jurisdiction; and

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BE IT FURTHER RESOLVED that a copy of this motion be forwarded to Premier Doug Ford, Jeff Yurek the Minister of Environment, Conservation and Parks, Steve Clark the Minister of Municipal Affairs and Housing, local MPP's., the Association of Ontario Municipalities (AMO) and Ontario’s Big City Mayors (formerly Large Urban Mayors Caucus of Ontario-LUMCO)

BE IT FURTHER RESOLVED, that a copy of this resolution be forwarded to all Ontario municipalities with a request for supporting motions to be passed by respective Councils and copies of the supporting motion be forwarded to Premier Doug Ford, Jeff Yurek the Minister of Environment, Conservation and Parks, Steve Clark the Minister of Municipal Affairs and Housing, the local MPP’s, the Association of Ontario Municipalities (AMO).

If you have any questions, please contact the Office of the City Clerk at extension 1506.

Bonnie Nistico-Dunk, City Clerk Legal and Clerks Services, Office of the City Clerk :ra

Cc. Hon. Premier Doug Ford [email protected] Hon. Steve Clark, Minister of Municipal Affairs, Housing [email protected] Jennifer Stevens, MPP - St. Catharines, [email protected] Jeff Burch, MPP - Niagara Centre, [email protected] Wayne Gates, MPP - Niagara Falls, [email protected] Sam Oosterhoff, MPP - Niagara West-Glanbrook, [email protected] Association of Municipalities of Ontario [email protected] Chair of Ontario's Big City Mayors, Cam Guthrie [email protected] All Ontario Municipalities (via email)

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Bill 197 – City of St. Catharines Resolution

The following draft council motion and correspondence additions are provided as suggestions to support the efforts of Council and to assist municipal Clerks.

SUGGESTED DRAFT COUNCIL MOTION

On (date), (municipality) Council met for their Regular Council Meeting at which they considered a letter and resolution from the City of St. Catherine’s regarding the Ontario Bill 197 (attached hereto). As a result, the Council of (municipality) resolved the following: Moved By: Seconded by: That (municipality) Council support the resolution from the City of St. Catharine’s, requesting an amendment to Schedule 6 of Bill 197 (Environmental Assessment Act), eliminating the adjacent municipality overreach powers and That Administration be directed to send correspondence in support of the City of St. Catharines request to amend Bill 197, COVID-19 Economic Recovery Act, 2020 to all parties referenced in the City of St. Catharines resolution. Carried

SUGGESTED CORRESPONDENCE ADDITIONS

The (municipality) agrees with the need to request the Provincial Government to amend Schedule 6 of Bill 197 (Environmental Assessment Act), which impacts municipal autonomy and waste management infrastructure (landfills).

Further, the (municipality) supports the need to eliminate the development approval requirement provisions from adjacent municipalities and that the ‘host’ municipality be empowered to render approval for landfills within their jurisdiction.

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Financial Post Ontario’s garbage crisis is urgent.

Opinion: Every bag of garbage we throw out brings us one step closer to running out of landfill space

Author of the article: Mike Chopowick, Special to Financial Post Publishing date: Jul 30, 2020 • July 30, 2020 • 3 minute read

Ontario’s garbage crisis has just become more dire. With new legislation making it all but impossible to build new landfills, it is more likely the province will run out of waste disposal capacity by 2032.

Ontarians are now sending almost 12 million tonnes of waste to landfills every year. That’s 70 per cent of the material we throw out despite efforts to improve waste diversion with blue boxes and green bins. In 2018, Ontario residents sent 750,000 more tonnes of waste per year to landfills than in 2008.

About one-third of that garbage is trucked to landfills in the United States — a flow that continues through the pandemic, even with the border closed to private travel. But this waste disposal option is increasingly precarious politically, especially now that Ontario has shown itself to be unwilling to build its own new landfills.

Because it takes at least 10 years to plan and construct a new landfill, our only domestic disposal option is the less than 120 million tonnes of landfill capacity left in Ontario — unless we build more.

Part of the problem is that Ontarians are misled by some popular fallacies. One is that we can recycle our way out of this problem. More recycling, composting and waste diversion are core objectives of Ontario’s waste management strategy. But those efforts merely dent the vast amounts of material we send to landfill disposal. In fact, over the past decade, recycling levels have basically flatlined in Ontario. Even 30 per cent of what we toss into our blue boxes ends up in landfills.

There is growing interest in energy and resource recovery from waste, yet energy-from- waste facilities in Ontario have a very limited capacity. And building new energy-from- waste facilities is fraught with the same political difficulties as constructing a new landfill.

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Bill 197, introduced earlier this month, creates a further barrier to waste disposal investment by requiring local municipalities to approve new landfills — in addition to the provincial government’s stamp of approval.

Wanting local approval for new landfills is understandable. And very few landfills are ever built without local community support. But Bill 197 creates a new, unprecedented layer of red tape: requiring the explicit approval of neighbouring towns and cities, not just the municipality where the landfill is to be located.

This means that Markham can halt a project in Pickering, and Toronto can veto a project in Vaughan or Mississauga — and vice versa. In the new world of Bill 197, municipal governments will cede control over what’s built in their communities to neighbouring local councils. “Not in my backyard” becomes “not in my neighbour’s backyard, either.”

Ontario needs to face up to its garbage crisis. Every bag of garbage we throw out brings us one step closer to running out of landfill space. Recycling, composting and energy recovery are important solutions, yet leave us with millions of tonnes of garbage every year.

The environmentally safe, cost-effective and reliable disposal option for this growing amount of garbage is made-in-Ontario landfills. Our landfill capacity deadline of 2032 will arrive even sooner — by 2028, just eight years away — should the U.S. government decide to close the border to Ontario’s garbage.

Ontario’s waste sector is more than ready to work with local communities, residents and the provincial government to mitigate issues related to odour, environmental impact and traffic that are often associated with landfills. Active landfills usually aren’t pretty but they are vital to managing the garbage we all throw out. Landfills ensure waste is managed responsibly, not illegally dumped or tossed into our public spaces and natural environment.

Landfills really are critical infrastructure, necessary for the economic and environmental well-being of our province. Changes to the environmental assessment process should remove barriers to landfill projects, not create new ones. Ontario needs more landfills before it’s too late.

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REQUEST TO SUPPORT CITY OF ST. CATHARINES RESOLUTION

OWMA is a not-for profit organization representing both private sector companies and municipal stakeholders in the Ontario waste management sector

A Request  Support of the City of St. Catharines’ request to: (1) endorse their position on Bill 197; and (2) pass a supporting motion.

Background to Bill 197  Bill 197, the COVID-19 Economic Recovery Act, 2020 deals with COVID-19 issues, but obscured in a Schedule to the Act is a significant change to the Environmental Assessment Act impacting municipalities.

Municipal Autonomy Compromised  The Environmental Assessment Act change, while dealing with landfill development, undermines municipal autonomy and establishes the principle that municipalities can ‘veto’ a development outside, and adjacent to, their own municipal boundaries.  Bill 197 would empower multiple municipalities to ‘veto’ development – currently a landfill development - within a 3.5 km zone inside the boundary of an adjacent municipality - even if the host municipality supports the development.  This veto empowerment to adjacent municipalities is overreach.

Overreach Consequences  The potential consequences are real and substantial.  The overreach is a dangerous precedent – the ‘thin edge of the wedge’.  It is landfill development today, but if the principle remains unchallenged, what next? Consider the implications for: other waste management infrastructure like organics processing, composting and recycling facilities; agricultural developments and activities; transit infrastructure; waste water treatment facilities; etc.  The overreach compromises the autonomy and the authority of elected officials to make decisions in the best interest of their communities and taxpayers.  It will cause political entanglements between local municipal neighbours.

Bill 197 Does Contain Supportable Change  Bill 197 does change the landscape around landfill developments and environmental assessment.  In the past, while local municipalities were intimately involved in the process, the province made the final decision on development.  Bill 197 now establishes that the province cannot issue a positive development decision without the approval/support of the ‘host’ municipality.  While this will make it more challenging to get new landfill developments approved and potentially exacerbates our current landfill capacity crisis, it is a reasonable and supportable change.

The Solution  The City of St. Catharines’ resolution accurately reflects the issues and concerns around the ‘adjacent municipality’ overreach.  The answer is a simple amendment to Schedule 6 in Bill 197, removing the reference to adjacent municipalities while maintaining the ultimate right of host municipalities to have the final say.

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The Corporation of the Township of South-West Oxford By-law No. 21-2021

A By-law to Confirm the Proceedings of the Council of the Township of South-West Oxford at the Regular Council Meeting held on February 16th, 2021

Whereas Section 5(3) of the Municipal Act, 2001, Chapter 25, provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under section 8, shall be exercised by by-law unless the municipality is specifically authorized to do otherwise.

Now therefore the Council of the Township of South-West Oxford enacts as follows:

1. That the actions of the Council of the Township of South-West Oxford at the Regular Council Meeting held on February 16th, 2021, in respect to each report, motion, resolution or other action passed and taken by the Council at its meeting, is hereby adopted, ratified and confirmed, as if each resolution or other action was adopted, ratified and confirmed by its separate by-law.

2. That the Mayor and the proper officers of the Corporation are hereby authorized and directed to do all things necessary to give effect to the said action, or obtain approvals, where required, and, except where otherwise provided, the Mayor and the Clerk are hereby directed to execute all documents necessary and to affix the Corporate Seal of the Township of South-West Oxford to all such documents.

Read a First and Second time this 16th day of February, 2021.

Read a Third time and Finally Passed this 16th day of February, 2021.

______Mayor: David Mayberry

______Clerk: Julie Forth

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Dates to Remember

Date Time Details February 15th, 2021 All Day Office Closed (Family Day) February 16th, 2021 7:00 p.m. Regular Council Meeting (virtual) March 2nd, 2021 9:00 a.m. Regular Council Meeting (virtual) March 2nd, 2021 To follow SWOX Housing Opportunities Meeting (virtual) Council March 3rd, 2021 1:00 p.m. Engage and Inform Committee Meeting (virtual) March 3rd, 2021 4:30 p.m. Environment and Energy Innovation Committee Meeting (virtual)

Please check the Township website at www.swox.org for all events in your community

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