A G E N D A COUNCIL MEETING 9:00 AM Tuesday, January 5, 2021
Page
1. Call Meeting to Order
2. Motion to Accept Agenda
3. Declaration of Pecuniary Interest
4. Minutes 4 - 19 December 15th, 2020 Regular Council Meeting Minutes
5. Business Arising From the Minutes 20 - 21 CL 03-2021: Business Arising from the Minutes of December 15th, 2020
6. Appointments 22 - 26 9:05 a.m. - Bill Menzie, Chief of Operations - Municipal Enforcement Unit
7. Staff Reports 27 - 31 CL 01-2021: Draft Thermostat Temperature Regulation Policy
32 - 35 CL 02-2021: MFIPPA Legislation - Request for Reform
8. Discussion Items
9. Planning & Zoning
10. Agenda Items & Correspondence 36 #1- AGCO - Municipal Information - The Oxford Hills - for
Page 1 of 78 Page
information/comments
37 - 39 #2- Engage Oxford Webpage
40 #3- Letter from MPP Ernie Hardeman - Tile Loan Program
11. Accounts Payable Report 41 January 5th, 2021 - Accounts Payable Report
12. Information Items & Correspondence 42 - 45 #4- Email from Debbie France, Norfolk County resident re: Federal Cannabis Petition Deadline
46 - 49 #5- Town of Amherstburg Resolution re: Development Approval Requirement for Landfills (Bill 197)
50 - 52 #6- Chatham-Kent Resolution re: Bill 229 and Conservation Authorities
53 - 55 #7- Kingsville Resolution re: Support for Small Business
56 - 57 #8- Township of Matachewan Resolution re: Grant Application Deadline
13. By-Laws and Agreements 58 - 59 By-Law No. 01-2021 - To authorize borrowing from time to time to meet the current expenditures for the year 2021
60 - 62 By-Law No. 02-2021 - To provide for interim tax levies for the year 2021
63 - 66 By-Law No. 03-2021 - To regulate matters related to the health, safety and well-being of inhabitants of the Township (public nuisance)
67 - 76 By-law No. 04-2021 - To authorize the execution of an agreement with
Page 2 of 78 Page
MEU Consulting (by-law enforcement services)
14. Committees
15. Strategic Planning
16. New Business
17. Council Round Table
18. Closed Session The meeting will be closed to the public to discuss subject matter that is:
(b) personal matters about an identifiable individual, including municipal or local board employees (CAO Performance Evaluation).
19. Confirmatory By-Law 77 By-Law No. 05-2021 - To confirm all actions and proceedings of Council (January 5th, 2021)
20. Adjournment
21. Dates to Remember
78
Page 3 of 78 AGENDA ITEM #
Township of South-West Oxford Council Minutes (via web conference) December 15, 2020
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 7:00 p.m. by Mayor David Mayberry and quorum was present.
Motion to Accept Agenda Resolution No. 1 Moved by Jim Pickard Seconded by George Way
RESOLVED that the regular meeting agenda for the December 15th, 2020 meeting of council be approved, as amended to include discussion about the Beachville Road speed limit through the village.
DISPOSITION: Motion Carried
Declaration of Pecuniary Interest There were no declarations of pecuniary interest.
Minutes
December 1st, 2020 - Regular Council Meeting Minutes
Resolution No. 2 Moved by Paul Buchner Seconded by Craig Gillis
RESOLVED that the regular minutes of the December
December 15th, 2020 Regular Council Meeting Minutes Page 4 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
1st, 2020 council meeting be approved, as amended.
DISPOSITION: Motion Carried
Business Arising from the Minutes
CL 50-2020: Business Arising from the Minutes of December 1st
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 Craig Gillis Seconded by George Way
RESOLVED that the Council of the Township of South- West Oxford receive report CL 50-2020 Summary of Staff Actions Related to Business Arising from the Minutes of December 1st, 2020 as information.
DISPOSITION: Motion Carried
Appointments
7:05 p.m. - Al Forrester and George Klosler - Mt. Elgin Hall 2021 Grant Request
Al Forrester and George Klosler, on behalf of the Mount Elgin Community Centre, presented the committee’s 2021 grant request to Council. Al Forrester noted that it has been a difficult year for the community centre and rental revenue has been significantly impacted. He reviewed the proposed budget for 2021.
Council requested more information from the Committee regarding the proposed storage room addition. George Klosler commented that the current storage space is not sufficient and not functional for the needs of the building. He advised Council that the Committee may provide more details on this request in the New Year.
December 15th, 2020 Regular Council Meeting Minutes Page 5 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
Staff Reports
BD 17-2020: Monthly Building Report - November 2020
Chief Building Official Howard Leaver provided Council with a report to provide them with the status of the activities in the building department as of the end of November, 2020. He advised that the month of November slowed down with respect to the number of permits received; however, to date in 2020, 216 permits have been issued and $176,000 of permit fees have been collected.
Resolution No. 4 Moved by George Way Seconded by Paul Buchner
RESOLVED that the Council of the Township of South- West Oxford receive report BD-17- 2020 Monthly Building Report – November 2020 for information.
DISPOSITION: Motion Carried
BD 18-2020: Brownsville Fire Hall - Roof Top Unit (RTU) Replacement
Chief Building Official Howard Leaver provided Council with a report to provide them with information regarding the replacement of the defective Roof Top Unit (RTU) at the Brownsville Fire Hall. He advised that he is recommending that Black and MacDonald do the work to fix this issue. They are currently backlogged and waiting for parts to move forward with this repair.
In response to an inquiry from Council with respect to why the Township is experiencing issues with the RTU, Mr. Leaver advised that the Township does not have a service agreement with anyone for routine repair and maintenance. Mr. Leaver is now speaking with Black and MacDonald and Rick’s Heating and Cooling to provide quotes for maintenance work on all Township systems.
Howard also advised that he will be working with Building Inspector Jason Brunt to develop a maintenance plan for Township facilities by the end of January.
December 15th, 2020 Regular Council Meeting Minutes Page 6 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
Resolution No. 5 Moved by Craig Gillis Seconded by Peter Ypma
RESOLVED that the Council of the Township of South- West Oxford receive report BD-18-2020 as information;
AND FURTHER THAT Council authorize a transfer from the Township Fire Hall Replacement/Renovation Reserve to cover the cost of the project.
DISPOSITION: Motion Carried
CL 51-2020: Update: Operation of Off-Road Vehicles on Highway (O. Reg 316/03)
Clerk Julie Forth provided Council with a report to bring forward an amendment to O. Reg 316/03 regarding the operation of off-road vehicles on municipal roads for Council’s information and consideration and to provide Council with an update regarding the discussion that took place on this matter at the last Council meeting on December 1st, 2020.
Discussion continued...
Appointments (continued)
7:35 a.m. - Dan Pirrie - Foldens Hall 2021 Grant Request
Dan Pirrie, on behalf of the Foldens Hall Board, presented the Committee’s 2021 grant request to Council. He reviewed the committee’s proposed operating and capital budgets. He commented that this has been a challenging year for the hall, and that the committee has experienced a lot of reductions in rental revenue. He noted that the Committee was able to host the outdoor country music concert in the fall which went very well.
For the remainder of the year, 100% of rentals have been cancelled. Mr. Pirrie advised that he is hopeful that the Committee will be able to host the breakfast with the Lions Club and Family Fun Day fundraisers in the summer, 2021. He also commented on capital and maintenance expenditures for the hall which have occurred recently including the water system and furnace replacement and mould growth clean up.
In response to an inquiry from Councillor Pickard, Mr. Pirrie advised that there has been some debate on how to include funding for the proposed homerun fencing in the budget. The estimate should be split with the Township 25/75
December 15th, 2020 Regular Council Meeting Minutes Page 7 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
($3,000 from the hall board and $9,000 from the Township). Mr. Pirrie advised that there was little use of the baseball diamonds this past summer; approximately six games for minor ball and fifteen games for the men’s team.
7:45 p.m. - Committee of Adjustment A07-2020 - 12454611 Canada Inc. - 434844 Zorra Line (deferred from December 1st meeting) A08-2020 - Marcell and Jannette Den Dekker - 333712 Plank Line
Resolution No. 6 Moved by Paul Buchner Seconded by George Way
RESOLVED that the Council of the Township of South-West Oxford move into Committee of Adjustment to consider minor variance applications A07-2020 submitted by 1245611 Canada Inc. for property located at 434844 Zorra Line and A08-2020 submitted by Marcell and Jannette Den Dekker for property located at 333712 Plank Line.
DISPOSITION: Motion Carried
Resolution No. 7 Moved by George Way Seconded by Valerie Durston
RESOLVED that Council reconvene in regular session at 8:35 p.m.
DISPOSITION: Motion Carried
* Council took a five-minute break (8:35 p.m.)
Appointments (continued)
7:25 p.m. - Dave Rooke - Mt. Elgin Parks and Recreation 2021 Grant Request
In the absence of Dave Rooke, Councillor Pete Ypma presented the Mt. Elgin Parks and Recreation 2021 grant request on behalf of the Committee. He reviewed the committee’s proposed operating and capital budgets. He advised that there has been no fundraising activity in 2020 and that the committee is not expecting to have a lot in 2021 either.
The committee has included $1,500 for mulch for the playground and chips & dust for ball diamond in 2021. 2022 will focus on resurfacing the multi-
December 15th, 2020 Regular Council Meeting Minutes Page 8 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
purpose pad $25,000.00; 2023 an equipment shed $2,300.00 and 2023 fence repairs/upkeep in the outfield at an estimated cost of $35,000.
It was discussed that there is a need to look at what the overall recreation needs and wants are within the community of Mt. Elgin. With respect to the outside washrooms, Works Superintendent Adam Prouse advised that they are on septic and that there is a separate water service to the community centre and ball diamond.
Staff Reports (continued)
CL 51-2020: Update: Operation of Off-Road Vehicles on Highway (O. Reg 316/03) (continued)
Council questioned the slow-moving vehicle requirements for ATVs for farm use. Clerk Julie Forth advised that this is a separate requirement under the Off-Road Vehicles Act as it relates to the exemption for farming and hunting purposes and the requirement to have slow moving vehicle signs, and travel at maximum rates of speed set out in O. Reg 316/03. Staff is recommending that the exemption provided in the Off-Road Vehicles Act be included within the Township’s by-law for clarity. The intent is to maintain the status quo in January, 2021 when the proposed legislative changes come into effect.
Clerk Julie Forth also noted that staff and Council can receive input going forward after the by-law is in effect and make any necessary changes based on feedback from the community going forward.
Resolution No. 8 Moved by Peter Ypma Seconded by George Way
RESOLVED that the Council of the Township of South- West Oxford receive report CL 51-2020: Operation of Off-Road Vehicles on Highways as information;
AND FURTHER THAT the Council of the Township of South-West Oxford approve the draft by-law attached to this report as Appendix A to regulate the operation of all-terrain vehicles, off-road vehicles and motorized snow vehicles within the Township of South-West Oxford.
DISPOSITION: Motion Carried
December 15th, 2020 Regular Council Meeting Minutes Page 9 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
CL 52-2020: Review of Township Owned Property/Surplus Lands
Clerk Julie Forth provided Council with a report to provide them with a list of Township owned properties which staff believe have no current or future operational use to the Township for Council’s consideration and direction. Mayor David Mayberry suggested that the list of properties be circulated to the SWOX Housing Opportunities Committee for consideration for affordable housing possibilities.
Council suggested that staff review the properties to provide comment with respect to the future need of the properties and report back to the SWOX Housing Opportunities Committee in February, 2021.
Works Superintendent Adam Prouse advised that public works staff uses the property north of Foldens from time to time for storage; however, it is not seen as valuable to the works department. The Engage and Inform Committee and Foldens Hall Board Committee considered the property for a proposed walking trail; however, there appears to be no interest in that from the community.
Resolution No. 9 Moved by Peter Ypma Seconded by Valerie Durston
RESOLVED that the Council of the Township of South- West Oxford receive report CL 52-2020: Review of Township Owned Property/Surplus Lands as information;
AND FURTHER THAT the Council of the Township of South-West Oxford provide direction to staff to provide the SWOX Housing Opportunities Committee with a detailed report on the need and potential future use of the five properties identified in staff report CL 52-2020.
DISPOSITION: Motion Carried
TR 21-2020: 2020 Third Quarter Budget Update
Treasurer Diane Larder provided Council with a report to provide them with the third quarter financial summary of the Township's financial activities. She advised Council that the Township is in a good position going into the fourth quarter. Staff are trying to cover areas with cost overruns with savings in other areas.
In response to an inquiry from Councillor Pickard, Treasurer Larder advised that going forward information with respect to the Township’s position in
December 15th, 2020 Regular Council Meeting Minutes Page 10 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
relation to tax collection revenue can be included with this report. The position and projected losses for the year for Township hall and park committees will form part of the year end report. A separate report will come forward to Council to determine how to reallocate funds for 2020.
Resolution No. 10 Moved by Paul Buchner Seconded by Peter Ypma
RESOLVED that the Council of the Township of South-West Oxford receive Report No. TR 21-2020 entitled "2020 Third Quarter Budget Update" as information.
DISPOSITION: Motion Carried
TR 22-2020: COVID-19 Financial Impacts
Treasurer Diane Larder provided Council with a report to provide them with a summary of the financial impacts of the COVID-19 pandemic to the Township of South-West Oxford. She noted that wages in the amount of $27,738 would have been paid anyway in 2020; as a result, the Township’s expenses to date due to the COVID-19 pandemic are $84,460.
Treasurer Larder advised that the Township received $189,500 funding through the Safe Restart program; approximately $100,000 remains in reserve to offset unforeseen losses or reduced revenue going into 2021. Councillor Ypma questioned if there is any limit on how long the funds can be held in reserve. Treasurer Larder stated that separate account numbers have been created for expenses related to COVID-19 so that the expenses can be tracked.
Resolution No. 11 Moved by Jim Pickard Seconded by Peter Ypma
RESOLVED that the Council of the Township of South- West Oxford receive Report No. TR22-2020 as information.
DISPOSITION: Motion Carried
TR 23-2020: 2021 Township Budget Final Summary
Treasurer Diane Larder provided Council with a report to provide them with a summary of the changes to the 2021 draft budget resulting from budget discussions held at the November 10th, 17th, 24th and December 1st, 2020
December 15th, 2020 Regular Council Meeting Minutes Page 11 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
council meetings. The proposed budget increase was 1.77% with a tax levy requirement of $6,131,261.
Due to the annexation agreements with Ingersoll and Woodstock former taxation revenue that was generated when the lands were in South-West Oxford will be replaced with funds from Woodstock and Ingersoll (as per the annexation agreements). This will result in the tax levy of $6,212,784 (1.77% increase) decreasing to $5,529,287 (8.22% decrease) as the funds will be made up by the annexation funding. Discussion took place among Council regarding the impact of the Ingersoll/South-West Oxford boundary adjustment and the inclusion of “Revenue from Other Municipalities” in the 2021 budget. Treasurer Larder explained the rationale for including the funds as separate revenue; and the impact that this would have had on the draft budget, and the weighted assessment, if it were included in the budget preparation process. These funds and the assessment value for properties lost due to the boundary adjustment have been excluded to avoid an increase on the tax levy for remaining properties and taxpayers within South-West Oxford.
Resolution No. 12 Moved by Jim Pickard Seconded by Craig Gillis
RESOLVED that the Council of the Township of South- West Oxford receive report No. TR 23-2020 as information;
AND FURTHER that Council approves the 2021 Township of South-West Oxford Budget as outlined in By-Law #64-2020.
DISPOSITION: Motion Carried
DISCUSSION ITEMS
2021 Pick-up Truck Tender Price Update
Council was provided with an update on the planned purchase of the ¾ ton pick-up truck for this year. There has been a change to the quoted purchase price for the truck due to the COVID-19 pandemic – an increase of approximately $2,037. Works Superintendent Adam Prouse advised that the adjusted purchase price remains the lowest bid received for the truck through the procurement process.
December 15th, 2020 Regular Council Meeting Minutes Page 12 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
Resolution No. 13 Moved by Paul Buchner Seconded by Craig Gillis
RESOLVED that the Council of the Township of South-West Oxford approve the purchase of a new 2021 Chevrolet Silverado 2500HD 4WD Reg Cab truck from Anderson Automotive GM at a quoted price of $41,972.85 plus applicable taxes;
AND FURTHER THAT the increase in the quoted price for the truck be funded from the Safe Restart Program.
DISPOSITION: Motion Carried
PLANNING & ZONING
AGENDA ITEMS & CORRESPONDENCE
#138 - SWOX County Council Report - December 2020
#139 - Upper Thames River Conservation Authority - Centreville Pond Board Resolution
#140 - Oxford County Public Works Report PW 2020-58 re: Improving Ontario's Blue Box - Proposed Producer Responsibility Regulation, Environmental Registry of Ontario Posting No. 019-2579
Resolution No. 14 Moved by Valerie Durston Seconded by Jim Pickard
RESOLVED that the Council of the Township of South- West Oxford received agenda and correspondence items #138 to #140 for information and that they be noted and filed.
Discussion on the motion:
Councillor Gillis commented that it was interesting that the Township was turned down for funding with respect to waste management services, however the Tillsonburg Airport received an increased grant without a business plan.
Councillor George Way advised that he has not received any follow up contact from Centreville Pond residents regarding their petition. Clerk Julie Forth will
December 15th, 2020 Regular Council Meeting Minutes Page 13 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
provide contact information to Councillor Way.
DISPOSITION: Motion Carried
ACCOUNTS PAYABLE REPORT
December 15th, 2020 - Accounts Payable Report
Resolution No. 15 Moved by George Way Seconded by Valerie Durston
RESOLVED that the following Accounts be approved for payment: Accounts Payable for December 1st to $1,119,577.68 December 15th, 2020 Bi-Weekly Payroll #25 – $45,342.78 General
Total: $1,164,920.46
DISPOSITION: Motion Carried
INFORMATION ITEMS & CORRESPONDENCE
#141 - Thames Valley District School Board Correspondence - Rural Education Task Force
#142 - Request regarding Bill C-213 The Canada Pharmacare Act
#143 - Peel Region Resolution re: Property Tax Exemption for Veteran Clubs
#144 - Township of Puslinch Resolution re: Bill 229 proposed changes to Conservation Authorities Act
Resolution No. 16 Moved by Paul Buchner Seconded by George Way
RESOLVED that the Council of the Township of South- West Oxford received information and correspondence items #141 to #144 for information and that they be noted and filed.
DISPOSITION: Motion Carried
December 15th, 2020 Regular Council Meeting Minutes Page 14 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
BY-LAWS AND AGREEMENTS By-Law No. 63-2020 - To authorize the execution of an agreement to occupy an existing residence By-Law No. 64-2020 - To adopt estimates of revenues and expenditures for the year 2021 By-Law No. 65-2020 - To regulate the use of off-road vehicles on Township roads By-law No. 66-2020 - To appoint an Acting Chief Building Official
Resolution No. 17 Moved by Craig Gillis Seconded by Valerie Durston
RESOLVED that the following By-laws be introduced and that they be read a first and second time: By-Law No. 63-2020 being a by-law to authorize the execution of an agreement to occupy an existing residence; By-Law No. 64-2020 being a by-law to adopt estimates of revenues and expenditures for the year 2021; By-Law No. 65-2020 being a by-law to regulate the use of off-road vehicles on Township roads; By-law No. 66-2020 being a by-law to authorize the execution of an agreement with the Town of Ingersoll (Chief Building Official).
DISPOSITION: Motion Carried
Resolution No. 18 Moved by Paul Buchner Seconded by Jim Pickard
RESOLVED that By-laws 63-2020 to 66-2020 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
December 15th, 2020 Regular Council Meeting Minutes Page 15 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
STRATEGIC PLANNING
CAO 23-2020: Strategic Planning - Fourth Quarter Update 2020
Chief Administrative Officer Mary Ellen Greb provided Council with a report to provide them with an update on the status of the items included in the 2020 Township Strategic Action Plan for the year 2020. She advised Council that the majority of accomplishments in 2020 centered around:
1. Streamlining of processes via improved utilization of software to eliminate duplicating work and the continuation to reduce the inefficiency of paper-based record keeping processes; 2. Staff resources and development; 3. Developing policies and procedures and releasing information (with the assistance of Southwestern Public Health Unit) to help staff, volunteers and residents manage the COVID-19 pandemic.
CAO Greb commented on the following highlights of projects completed in 2020:
Laserfiche integration with Great Plains for Accounts Payable (reduce the amount of time spend in entry duplication); TD Banking Import Process; Option to accept e-transfers for payments for burn permits, dog tags, building permits, etc.; Improvement of tax bill mailing methods (implantation of e-send); Continued implementation of AMANDA software for use by the building department permit process; Staff resources, development and vacancies – transition of a new public works management team. This has been a smooth transition and the team continues at a high level of customer service. Hopeful that the vacant Fire Chief position will be filled in early 2021; Response to and the development of policies and procedures due to the COVID-19 pandemic – improved partnership with Southwestern Public Health and local municipalities; Extension of natural gas servicing to the village of Salford; Going into 2021 local developer will be submitting an official plan amendment to expand the boundaries of Mount Elgin – this is good new for the growth of the village; Anticipated completion of the community safety and well-being plan; General amendments to the Township’s Zoning By-law are scheduled to come forward with respect to minimum square footage requirements and policies for additional residential units; Recommendations in the Oxford County Service Delivery Review will be considered in 2021; and
December 15th, 2020 Regular Council Meeting Minutes Page 16 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
The Minister has signed the Ingersoll/South-West Oxford boundary adjustment.
Council agreed to postpone the strategic planning session planned for January 5th until Council can meet again in person.
Councillor Pickard commended Mary Ellen for a well-done report, her leadership and all of the progress made in 2020.
Resolution No. 19 Moved by Jim Pickard Seconded by George Way
RESOLVED that Council receive Report CAO 23-2020: Strategic Planning – Fourth Quarter Update 2020.
DISPOSITION: Motion Carried
NEW BUSINESS
Beachville Road Speed Limit
Councillor Gillis expressed concern with the recent changes made by County staff to the speed limit signs within the settlement of Beachville along Beachville Road. He stated that he was of the understanding that proposed changes to the speed limits were going to wait until further data had been collected and further discussions with the OPP had taken place. He questioned when this dialogue between the Township and the County took place. Councillor Gillis noted that the speed limit signs were changed at 8:00 p.m. at night which made the residents in Beachville very unhappy.
Matthew Davidson requested Council’s permission to address Council on this matter. He spoke in follow up to an email he sent today on this issue to Oxford County and the Warden. He has requested contact from the County on the changes made to the speed limits within the village. He was of the understanding that no changes would be made until more data was received and discussions took place between the County and Township Councils. He commented that his property was within a 60km/h zone and now is in an 80km/h zone. He stated that there is no evidence from the County that any further discussion between the County and South-West Oxford Council took place. He stated that the community is upset about this and that they were in support of other traffic calming measures including a speed sign or bike path, and that the community was willing to work with the County to come up with a solution.
Mayor David Mayberry commented that Beachville Road is a County Road and that they can set the speed limits as they consider appropriate. He stated
December 15th, 2020 Regular Council Meeting Minutes Page 17 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
that County public works thought that the obligation to collect more data and to have further dialogue with the Township had been met, therefore they were able to proceed. Mayor Mayberry had had these conversations with the OPP and County public works staff. He will follow up with the County to see if there is still an opportunity to have the 60km/h zone extended through the village.
Oxford County Service Delivery Review Consultation
Council agreed to suggest the morning of Tuesday, January 12th or Tuesday, January 19th, 2021.
CLOSED SESSION - None
COUNCIL ROUND TABLE Council members shared updates from their respective wards and community involvement. They wished everyone a Merry Christmas and Happy New Year. The SWOX Christmas Light contest will end on Thursday, December 17th, 2020.
CONFIRMATORY BY-LAW By-Law No. 67-2020 - To confirm all actions and proceedings of Council (December 15th, 2020)
Resolution No. 20 Moved by Craig Gillis Seconded by George Way
RESOLVED that By-law 67-2020 being a By-law to confirm the proceedings of Council held Tuesday, December 15th, 2020 be read a first, second and third time this 15th day of December, 2020.
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 Paul Buchner Seconded by Peter Ypma
RESOLVED that there being no further business, the Council meeting be adjourned at 10:25 p.m. to meet again on Tuesday, January 5th, 2020 at 9:00 a.m.
DISPOSITION: Motion Carried
December 15th, 2020 Regular Council Meeting Minutes Page 18 of 78 AGENDA ITEM #
Council Minutes - December 15, 2020
CLERK: Julie Forth MAYOR: David Mayberry
December 15th, 2020 Regular Council Meeting Minutes Page 19 of 78 AGENDA ITEM #
STAFF REPORT
Report No: CL 03-2021 Meeting Date: 05 Jan 2021 Department: Clerk's Department
Business Arising from the Minutes of December 15th, 2020
Recommendation:
RESOLVED that the Council of the Township of South-West Oxford receive report CL 03-2021 Summary of Staff Actions Related to Business Arising from the Minutes of December 15th, 2020 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 approved a by-law to Public education and social media prohibit ATVs on Township roads, campaign will begin in January. with limited exceptions for farming related purposes. Council approved minor variance Notice of the decision has been circulated. application A07-2020 for property To date, no appeal has been received. Staff located on 434844 Zorra Line. have received a complaint regarding the proposed development of the property and are awaiting to receive notice if the resident will be filing an appeal.
CL 03-2021: Business Arising from the Minutes of December 15th, 2020 Page 20 of 78 AGENDA ITEM #
Council approved an increased The purchase of the truck has been purchase price for the purchase of approved. It was noted that the increase a 2021 ¾ ton pick up truck (pricing price was lower than all other bids received. was impacted due to supply during the COVID-19 pandemic).
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:
A) There are no financial implications to the Township.
Julie Forth Approved by Treasurer Larder and CAO Greb
CL 03-2021: Business Arising from the Minutes of December 15th, 2020 Page 21 of 78 AGENDA ITEM #
TOWNSHIP OF SOUTH-WEST OXFORD
Introduction:
Respecting the rights of our neighbors is an important aspect of community living. At times, however, boundaries may be crossed, and it is up to Municipal Law Enforcement Officers to investigate complaints received from the public about alleged violations of various Municipal By-Laws.
The goal of the MEU is not to penalize the citizens and or visitors to a community. It is to achieve compliance through education and the provision of information that may help an offender realize his or her mistake, which will help to preserve the quality of life to which each citizen is entitled.
MEU - Municipal Enforcement Officers enforce a variety of Municipal By-Laws and Provincial Legislation, including but not limited to the following:
PARKING NOISE COMPLAINTS DERELICT VEHICLES ANIMAL CONTROL LEGISLATION PARKS AND RELATED LEGISLATION TRESPASS TO PROPERTY ACT MUNICIPAL PROPERTY PROTECTION (Nuisance) WASTE COLLECTION WATER USEAGE REGULATIONS PROPERTY STANDARDS (Cleaning & Clearing By-laws) SMOKING & HEALTH BY-LAWS OPEN BURNING REGULATIONS CONSULTING SERVICES ANY OTHER MUNICIPAL BY-LAWS
In virtually all cases, enforcement of the above regulations is limited to the issue of an advisory or a warning and recommendations as to compliance options. Rarely is it
9:05 a.m. - Bill Menzie, Chief of Operations - Municipal Enforcement Uni... Page 22 of 78 AGENDA ITEM #
necessary to issue an offence notice. It is our philosophy that willing compliance is always the preferred outcome. MEU has several programs that can be put in place to help with education.
Our goal is to work with local police service, giving the police officers more time to do active investigation and enforcement on serious criminal issues while leaving the relatively routine tasks of Provincial Offences Enforcement to us. The other goal is to work with municipal staff to resolve issues that arise and to get a good result to resolving an issue.
The MEU has been supplying By-law Enforcement Services for various locations throughout Southwestern Ontario here are just a few:
Municipality of North Middlesex
Municipality of Dutton-Dunwich
Southwest Middlesex
Township of Norwich
Township of Southwold
We appreciate your time in reviewing the following package. The MEU is honored to have been asked to provide information to your municipality and we would be happy to address your council and provide a full presentation, answering any questions you have.
Management Biography
Chief of Operations - William H.C Menzie - Bill has 32 years’ experience in Security and Law Enforcement in both the private and public sectors. Bill is an instructor in Tactical Handcuffing, Use of Force, Public Order, Aerosol Instructor, Note taking and Court procedures. Bill also has further training in the following areas: DOLA (Dog Owners Liability Act), Graffiti &Tagging Identification, Guns on the Street, Domestic Violence, Emergency Chemical and Biological Incidents, Emotionally Disturb Persons, is a security industry renowned expert in labor dispute security. Bill has also had training and has helped in development of By-laws and Educational programs for various municipalities.
Bill prides himself on providing a quality enforcement team to all of his clients, no matter what their needs.
9:05 a.m. - Bill Menzie, Chief of Operations - Municipal Enforcement Uni... Page 23 of 78 AGENDA ITEM #
Staff Sergeant - Shawn Jean - Shawn has more than 22 years of public and private law-enforcement experience. Shawn has been a sworn Criminal Code Peace Officer since 2001 and a Provincial Offences Officer since 2002. Shawn has become a well know educator in his field, often being called upon to educate his colleagues and the public on the services that he provides. Shawn has extensive experience in the application of the Ontario use of force continuum as well as policy and directive preparation. Basic Honors Biological Physics 1996, University of Western Ontario., Certifications: Author, Surviving Cross Examination, A comprehensive note taking and evidence presentation course. Certified by Ontario Association of Chiefs of Police, 2005, International Law Enforcement Educators and Trainers Association 2006, Gang Expert, and Investigator, 2009, Ontario Gang Investigators Association
Officers on Staff
The rest of the officers that work for MEU have a variety of experience in Private and Public Law Enforcement with the average of 5 to 10 years experience for each officer.
And Management and Staff are always up-dating and taking new courses in other areas throughout their careers.
MEU Officer Training:
Our Training was designed with the co-operation of law enforcement trainer’s. When we approached them and discuss our plans, they immediately reviewed the many requirements needed for MEU Officers to perform the duties of a By-Law and Provincial Offenses Act Officer.
Areas of study for our specialized staff are:
1. First aid and CPR 2. Use of Force training 3. Handcuffing and Restraint techniques 4. Suicide Prevention 5. Emergency Contingency Planning 6. Fire Fighting techniques 7. They will also be versed Act a) The Police Services Act, b) The Criminal Code of Canada, c) The Freedom of Information and Protection of Privacy Act, d) The Youth Criminal Justice Act, e) The Trespass to Property Act, f) The Provincial Offenses Act. 8. Communications 9. Officer Safety / Awareness 10. Any municipal laws that need to be enforced 11. Citation writing for both Local By-Law Citations and Forms I /III Provincial Offences Act Citations
9:05 a.m. - Bill Menzie, Chief of Operations - Municipal Enforcement Uni... Page 24 of 78 AGENDA ITEM #
Municipal Law Enforcement Officers/Provincial Offences Officers
To accomplish this role, it is necessary for the enforcement personnel to be well trained and highly motivated persons.
Our Officers are very carefully chosen people who must have security or law enforcement training at a post secondary level or have previous employment in the law enforcement or military field. This will ensure that only persons who are motivated, skilled, and career oriented are used to fulfill our client’s needs.
The requirements don’t stop there, MEU candidates will be required to pass a rigorous training program, which is administered by certified and licensed trainers.
The candidates must be irreproachable in character, and they must be able to be bonded. They will be well groomed, personable, competent, and professional.
Reporting and Administration:
With each occurrence written you will receive an “Occurrence/Activity Reporting” that will describe in detail the events that led up to the citation being served and anything that is necessary to corroborate the citation (such as video/photo evidence).This will also brief description of any activities while officers are on patrol and any enforcement and education action taken throughout a shift. Also, the information reported is used to develop detailed reports for court if needed.
Our “Video/Photo Evidence Program” Offers conclusive proof of an offence being committed. Our officers are outfitted with a state of the art video system that captures all facets of a situation from the discovery of the offence, to the serving of the citation, our program ensures a higher conviction rating by giving real proof that can be used to help offenders realize they have been caught red handed. This program is also a benefit for the court when having to prosecute a case before the court.
Our “Consulting Services” We also can help a Municipality develop By-laws which will deal with certain problems a Municipality may have, and or up-date their current by- laws. Our staff can do the research and develop a draft by-law to deal with a problem and then submit this to the municipality with recommendations for implementation. The MEU does this already in several municipalities currently.
All the above have helped the MEU have a 93% closing and conviction rating in any of the municipalities we are contracted with.
9:05 a.m. - Bill Menzie, Chief of Operations - Municipal Enforcement Uni... Page 25 of 78 AGENDA ITEM #
We at the Municipal Enforcement Unit know that we will be able to fulfill all of your enforcement needs.
REAL SAVINGS
Save budget dollars, money saved can be used in other areas.
Legislation is already in place. No special approval is needed, only your agreement to contract the service from us.
Many hours and dollars have been devoted to research and development of this program.
Personnel selection is formatted to other Provincial and Federal law enforcement standards. Our officers are equal to those the Municipality would employ themselves.
Saving from equipment, training, overtime costs, and vehicles.
All employees are bonded and insured by the MEU.
Please note, this package gives you only a small quantity of what our firm is capable of. We tailor each Enforcement program to each community. We understand that you are looking at our service because you have a need that is not being met. We look forward to fulfilling your needs.
MEU “Your Partners in Protection”
If you would like further information or would like a quotation, please do not hesitate to contact our office.
We thank you in advance for your consideration.
Chief of Operations William Menzie
9:05 a.m. - Bill Menzie, Chief of Operations - Municipal Enforcement Uni... Page 26 of 78 AGENDA ITEM #
STAFF REPORT
Report No: CL 01-2021 Meeting Date: 05 Jan 2021 Department: Clerk's Department
Draft Thermostat Temperature Regulation Policy
Recommendation:
RESOLVED that the Council of the Township of South-West Oxford receive Report CL 01-2021: Thermostat Temperature Regulation Policy for information;
AND FURTHER THAT Council approve the draft Thermostat Temperature Regulation Policy attached to this report as Appendix “A”.
Purpose:
The purpose of this report is to bring forward a draft policy for Council’s consideration with respect to Thermostat Temperature Regulation Policy on Township owned facilities as considered and approved by the Township's Environment and Energy Innovation Committee.
Background:
The Township's Environment and Energy Innovation Committee provided direction to staff to prepare a Thermostat Temperature Regulation Policy for the Township. At their meeting held on December 1st, 2020, the Committee passed the following resolution:
RESOLVED that the Environment and Energy Innovation Committee approve the Thermostat Temperature Regulation Policy, as amended;
AND FURTHER THAT staff be directed to bring forward the draft policy, as amended, for consideration by Council.
Discussion:
The Township’s Energy Innovation Committee suggested all Township of South-West Oxford facilities have a temperature set point for occupied indoor facilities and unoccupied indoor facilities. It was noted that if Council implements a Temperature Regulation Policy, acceptable temperature controls will help optimize current operations to align with SWOX’s vision of a 100% Renewable Energy future.
CL 01-2021: Draft Thermostat Temperature Regulation Policy Page 27 of 78 AGENDA ITEM #
The attached draft policy will provide staff with formal direction to regulate and define the procedures for heating and cooling SWOX facilities. Dependent on the occupancy type, temperature set points are in place to achieve Thermal Comfort for Occupants and create an Acceptable Thermal Environment while optimizing operating expenses.
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 Township's Environment and Energy Innovation Committee included within the 2021 budget the purchase of two EcoBee Thermostats.
Report and draft policy prepared by: Kandice Pardy
Julie Forth Approved by Treasurer Larder and CAO Greb
CL 01-2021: Draft Thermostat Temperature Regulation Policy Page 28 of 78 AGENDA ITEM #
Township of South-West Oxford Corporate Policy Manual
Thermostat Temperature Regulation Policy Section: Number: Version: 1.0 Review Frequency: as required Approved by: Approval Date: Application:
Notes:
Policy
All Township of South-West Oxford facilities will have a temperature set-point within the Optimum Temperature Range or the Regulated Temperature. Dependent on the occupancy type, temperature set-points are in place to achieve Thermal Comfort for Occupants and create an Acceptable Thermal Environment while optimizing operating expenses.
Purpose
The purpose of this policy is to regulate and define the procedures for heating and cooling SWOX facilities. Acceptable temperature control procedures help optimize current operations to align with SWOX’s vision of a 100% Renewable Energy future.
Scope
This policy applies to all SWOX occupied indoor areas. For facilities with mixed-use (office and operations/garages), only the areas used for office space or areas that fall under a governing bodies’ regulations are subject to this policy. For residential facilities, only common areas and utility areas are subject to this policy (hallways, foyer, etc.)
Definitions
Acceptable Thermal Environment: A thermal environment that a substantial majority (more than 80% of the occupants find thermally acceptable
Air Temperature: The temperature of the air surrounding a person. This has many factors that contribute to the temperature of the air in a room (relative humidity, air speed, activity levels,
CL 01-2021: Draft Thermostat Temperature Regulation Policy Page 29 of 78 AGENDA ITEM #
thermal radiation, and amount of occupants).
Metabolic Rate/ Activity Level: The amount of activity and the number of occupants within a single area
Non-Occupied Areas: Areas include a facility that are not regularly occupied and do not require the Air Temperature to be kept at optimum temperature range (e.g. closets, storage rooms filing rooms).
Optimum Temperature Range: The temperature range that is recommended by CSA Z412-17 Office Ergonomics. In summer conditions optimum temperature target is 24.5C with a range of 23C-26C. In winter conditions optimum temperature target is 22C with a range of 20C-23.5C. For the scope of this policy, the following municipal buildings will be set at an optimal temperature range of 12C when buildings are unoccupied, and 21C when a building is occupied: Dereham Centre Hall, Foldens Hall and Brownsville Community Complex.
Regulated Temperature: Temperature Set Point that the governing body of the specific facility has legislated a specified Air Temperature under normal system operations
Temperature Setback Period: When outside of normal operation hours, the Temperature Set Point is lowered for energy conservation when no occupants are intended to occupy the space
Temperature Set Point: The targeted temperature setting to which the Air Temperature is programmed to meet.
Thermal Comfort: When a person feels neither too hot nor too cold. Thermal Comfort is predominately a condition for indoor environments where thermal regulation is achievable.
Thermal Radiation: The transfer of energy from persons, objects, or energy sources without contact with the object. Room and task lighting, sunlight from windows, and electrical appliances are some of the most common indoor radiant heat gain sources.
Procedures
1.0 Temperature Control
1.1 Occupied Indoor Locations are required to be kept at/in the Regulated Temperature or Optimum Temperature Range
1.2 With the exceptions listen in Section 2, the Optimum Temperature Range may be made on an as seasonal temperatures change or an as needed basis.
1.3 Scheduled Heating and Cooling will occur according to the schedule of operation.
1.4 Temperature Setback Periods will occur in accordance with facility scheduling
CL 01-2021: Draft Thermostat Temperature Regulation Policy Page 30 of 78 AGENDA ITEM #
and normal facility operating hours. This can occur either manually or programmed remotely; depending on what each facility has installed.
1.5 The thermostat display or the programmed temperature setting for a room or area may appear different from the actual Air Temperature. The Temperature Set Point takes the surrounding conditions into consideration to provide the targeted Air Temperature
2.0 Areas within a facility or building that require a specific temperature setting for the protection of the contents or products stored within that area outside of the Optimum Temperature Range must not be categorized as an Occupied Indoor Area.
Examples of contents and products stored in these locations may be but are limited to:
Chemicals Medical supplies Designated substances Sensitive equipment Food and beverage Protected or significant documents
3.0 Non-Occupied areas not controlled to meet Optimum Temperature or Regulated Temperature
4.0 Under extreme weather conditions, a Township manager will work with the respective board to set the Temperature Set Point for health and safety of the occupants, if required.
5.0 Facilities Maintenance Personnel
5.1 Monitor and maintain the Optimum Temperature Range or regulated temperature for SWOX operated facilities, and make changes as required.
5.2 Recommend any temperature change to a facility to a supervisor of the Township. Designate one or two members allowed to approved a Temperature Set Point change.
5.3 Ensure all thermostats and temperature controls are not accessible to those other than by designated staff members.
6.0 This policy will be reviewed annually in December of each year.
CL 01-2021: Draft Thermostat Temperature Regulation Policy Page 31 of 78 AGENDA ITEM #
STAFF REPORT
Report No: CL 02-2021 Meeting Date: 05 Jan 2021 Department: Clerk's Department
MFIPPA Legislation - Request for Reform
Recommendation:
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 South-West Oxford, 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;
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;
CL 02-2021: MFIPPA Legislation - Request for Reform Page 32 of 78 AGENDA ITEM #
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 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.
Purpose:
The purpose of this report is to bring forward for Council's information research and recommendations from the Simcoe County Clerks and Treasurers Association with respect to the Municipal Freedom of Information and Protection of Privacy Act and to request Council's support to ask the province to review and update the current legislation.
Background:
In September, 2019, a committee was formed with the support of the Simcoe County Clerks and Treasurers Association. The Committee had a mandate to seek changes to the MFIPPA, to improve interactions with the Information and Privacy Commissioner's Office and to improve public education on the legislation.
CL 02-2021: MFIPPA Legislation - Request for Reform Page 33 of 78 AGENDA ITEM #
At the County Clerks meeting held on December 21st, 2020, the group received a presentation from the Committee on the work that has been completed to date, findings and recommendations. It was discussed that many clerks across Ontario have expressed frustrations with their experiences with the MFIPPA legislation over the years and have been looking for a mechanism to affect change.
The Committee has worked diligently over the last 14 months to review the legislation, identify the problems that are faced by administrators and residents, and come up with recommendations for reform. A presentation of the Committee's findings has been delivered to the Honourable Lisa Thompson, Minister of Government and Consumer Services - this presentation was received positively and the Committee was encouraged to continue their advocacy. The Committee continues to receive support with further presentations given to AMCTO's Legislative and Policy Committee and several municipalities and counties across Ontario.
Discussion:
The current MFIPPA legislation dates back 30 years. In this time, we have seen drastic changes in government operations, public expectations, accountability and transparency measures, technology, and other legislations - particularly with respect to the digitization of corporate records and automation of business processes. MFIPPA has not been revised to keep up with the progressions that have occurred over the years.
The committee is advocating for the following changes:
1. Create a Communication Portal to provide a connection between the IPC and institutions to enhance communication, facilitate requests for documentation, process enquiries, and track status of appeals (similar to those of the Local Planning Appeal Tribunal and the Municipal Property Assessment Corporation). 2. Designate the Clerk as the ‘head’ under the Act; it has been found that few municipalities do not already have the clerk designated. It makes sense that the statutory officer responsible for the municipality’s records, is also the person that would make determinations on access based on the legislation. In the Committee's research, PEI and Nova Scotia have already made this change. The current MFIPPA legislation states that a member of Council be appointed as the 'head'. 3. Create a Stakeholder Advisory Committee representing different interest groups to provide advice to the Information and Privacy Commissioner on public education, policy and identifying emerging issues affecting access and privacy. 4. Require Routine Disclosure Policies be adopted, and develop a template through coordination with the IPC office, and AMCTO to share collective expertise, allowing for a level of consistency across the province. 5. Update the threshold for frivolous and vexatious actions and take in to consideration the community and available resources, as well as the anonymity
CL 02-2021: MFIPPA Legislation - Request for Reform Page 34 of 78 AGENDA ITEM #
of requestors. The intent of this is to ensure that there is protection from harassment as provided for in the Occupational Health and Safety Act. 6. The application and scalability of fees be designed to ensure taxpayers are protected from persons abusing the access to information process. Currently there are only two steps in the process that are recoverable – searching and preparing records for disclosure. Appeals can be lengthy and costly and yet those costs are not recoverable. The request fee is still set at only $5. 7. The regulation be updated to address current and emerging technologies (ie. most computers no longer support CD-ROMs). 8. The administrative practices implied or required under the Act, including those of the IPC, be reviewed and modernized.
Township staff receive very few requests for information in accordance with the provisions of MFIPPA. Generally, information is shared with residents as requested and at no cost so long as there is no information contained within the request that falls into one of the exemption categories outlined in MFIPPA. With the continued digitization of corporate records, this makes responding to requests for information received from the public much more efficient and we are able to respond in a timely manner.
Even with a low volume of Freedom of Information requests received at the Township under the Act, staff agree that modernization of the legislation, with an open and transparent process, resources for administrators and requesters are needed. Staff is requesting Council's support to request change to the MFIPPA. With Council's support, the recommendation will be shared with all Oxford County Clerks, MPP Ernie Hardeman, the Minister of Consumer Services, the Minister of Municipal Affairs and Housing, the Information and Privacy Commissioner of Ontario, the Association of Municipalities of Ontario (AMO), and the Association of Clerks and Treasurers of Ontario (AMCTO).
Strategic Plan:
The Township will promote quality of life by protecting and enhancing our natural environment and create a sense of well-being, belonging and active engagement in the community.
Financial Implications:
A) There are no financial implications to the Township.
Julie Forth Approved by Treasurer Larder and CAO Greb
CL 02-2021: MFIPPA Legislation - Request for Reform Page 35 of 78 >_no:o_ wan035.39 oo3....:mm_o: on0:310 _. .. . K Q EomamimEa mmamzmzoz E =—.—an— 1 = 8 m:mvu>mo> arm_1o:jm:o: EgcmmamqUm_o<<_m$nc:mg 3 mcvuo:2 m__mvu__om:o:m+9 m:92 EQCQmm_wmEomsom2 0:300.‘ mzwmmUmin253 .8 ms 9.2.8 Cnco?mm_wmEomzom. ._ AGCO - Municipal Information The Oxford Hills - for information/commen... moose: - >_uu=om:o:023.». w$3_mmm Zm3¢ _u$3_mmm 4.m_mU:o:mZc3Uw1 w\§§§ Sim. wk‘ wmx‘ 3% . . m3m._ 003 2 zm3o . Ooimodm am_mu:o:m2:339 >368 4\K\\\\wM\s\\\\m\\«\NbuWxmm.W\\\\w. s3\»mc.3um§2$.»m\__.\\M..E >aa$mm Q2 :92: _u8<3om \ maa vom$_ 9% mwxxww\§\.s§§\ \§§\_mNm§_\ oz \8\\\§ Comm3m mvvzomzos31 mCD501mm_mmC838 3259 Emma EEOC:Oc?oo? mammm mango: N - _<_::_o€n_ o_2_..m 030.». 22.8 9. >c_o=nm:o:3.. mEacowwm_mmEomzom _: <05. _<_::_o_cm_=< _<.::_o:um_0.2.9 Emmmo3:23.: 2.5 =< E16 $8 Erma Sm mm8U__m:3m3 _w_oom89 gm» :9 mU::m_Ummn<<_:ov D0253:2 Umm?msq <<_:mo:_ 23? mumoionosomasm Eom?io No::6 2 :o:.oo3u:m:om <<:: U<._m< >nE$mw o.“_<_:3o_Um_O¢_om Um?m <<<< 2.2. U0 %___7__# mowmm$033: © 0:83 U139 8. O:E:o_ mo; Ummuoazm9. 533a nmomAo: AGENDA ITEM ##2- Arnbrook Where Everyone is Important. They’re more than just words for us. They’re the hard-and- fast principle guiding how we build our commerce, local culture and leaders. Creating a community that’s the right fit for every one. Business in Arnbrook is thriving and growing. It's a town where people take pleasure in everyday life. People will stop on the street to chat. more... We're all About Shopping Local. Shop Locally? When you shop at independent or local-to-you businesses, more money is kept within your community because local businesses often use or buy from local service providers, farms, and companies. Buying locally helps grow other businesses as well as your region’s tax base. more... Local Businesses People Employed. Population.. 35 275 1,457 New Businesses in Arnbrook The Village Market Vintners WineWorks Fewster Appliances Inc The Village Market is a local grocery Together we will select a wine that WE HAVE STOCK! store selling a wide variety of groceries meets your particular taste. Whether Searching for appliances? & deli products. As an addition on the you like dry or sweet, oak flavoured, We may be able to help. Here are just a grocery products, The Village Market full bodied or light, the wine can be few items that we have available for you offers breakfast, lunch, and diner. customized to suit you to pick-up or be delivered more... more... more... Featured Business Add to Calendar Shopping Cart Curbside E-Commerce Instore Delivery House Call The Plumbing Centre Whether you’re planning a renovation or mapping out a new construction project, Plumbing Centre has the bathroom and kitchen products to help you complete the job. Sinks, bathtubs, showers, kitchen faucets, soap dispensers, and medicine cabi- nets are just some of the vast inventory of plumbing fixtures the Plumbing Centre offers. more... What's Happenning? Apr 12 12:00pm - 6:00pm Jul 01 7:00pm - 11:00pm Aug 07 9:00pm - 9:00 pm Easter Egg Hunt Canada Day Fireworks Sidewalk Sale Sugar free easter eggs are one of the There’s nothing quite like the sight of The SArnbrook BIA is encouraging you confectionery products that are highly exploding fireworks over the river in to support local by shopping through consumed in European, American, and Arnbrook to make your trip a the Endless Summer Sidewalk Sale, other countries during the memorable one. more... more... more... Engage Oxford Webpage Page 37 of 78 AGENDA ITEM ##2- Page Content Instructions SECTION 1 – Title Image This section is used to set the mood of the page and consists of: Background: This can be 1 image (minimum 1600px x 730px) or a looping video (HD quality, no audio, no text). Title: 1 to 5 words introducing your municipality, it can be as simple as the name of your municipality or an inviting message such as: “Explore Arnbrook” or “Shop local in Arnbrook” This section will also include 2 buttons to view a directory of local businesses and events happening within your municipality. SECTION 2 – Main Content This section has some flexibility in what you include. The copy/subject should be encouraging and positive about the many businesses and benefits in your municipality. Content/topic ideas include: Message from the Mayor. How we are supporting local businesses. Encouraging people to shop local. Encouraging peoiple to work locally. What is your area known for? Some examples of headings here are “We’re all About Shopping Local.” or “Where Everyone is Important.” These hadings can be used but you may want a to make up your own depending upon your content. Headings can be provided if you are having trouble. This section can have up to 3 blocks of text. Each block should include: Title: 1 to 8 words Content: Maximum 100 words of text, paragraph, and/or list format. Image: 1 Image (minimum 550px x 300px) Buttons/Links: Up to 3 buttons that can link to an: article on EngageOxford (you can supply articles to EngageOxford at any time), link to social media, link to a website. Images: Any images used should be large in resolution size. At least 150 at final use size. 300 would be better. They must be in focus. Unusual angles work well. Make sure shadows do not overpower the subject. A professional photographer would be a good idea. If your municipality has a logo,(Preferably a vector file), slogan, or specific colours please include that information when relaying your content back to the Small Business Centre. SECTION 3 – Local Statistics (Optional) We can include 3 to 4 local stats. Such as: Businesses People Employed Population Density per kilometre This area could be used to include some cool information about the area if you would prefer not to use statistics. If this is the case please limit the copy to no more than 25 words. Engage Oxford Webpage Page 38 of 78 AGENDA ITEM ##2- SECTION 4 – New Businesses This section is automatically generated by businesses within our directory. Businesses can complete this form to be includ- ed: https://forms.zohopublic.com/thesmallbusinesscentre/form/EngageOxfordRegistrationFormv2/formperma/qLvnCu1sS- mhfPCybjAUGpCCisbeG377uOBgVskVtOLU?referralname=engageoxfordwebsite High quality retail images or logos (Vector or eps file), will work well here. 100 word limit. Please mention shopping procedures that they now use so the appropriate icons can be added to ythe listing. (Curbside, in-store, delivery, etc.) SECTION 5 – Featured Business You may provide an article-style writeup to feature a new business, growing business, award winning business, etc. The featured business section will only be shown for a maximum of 3 months after an article is submitted. After which, the article is still available within the “articles” section of the website. The information for this business will be the same as that supplied on the new business listings page. Please mention shopping procedures that they now use so the appropriate icons can be added to the listing. (Curbside, in-store, delivery, etc.) SECTION 6 – What’s Happening This section is automatically generated by events within the events calendar. Events can be submitted to engageoxford.ca after the website is launched or to SBC prior to launch. Engage Oxford Webpage Page 39 of 78 AGENDA ITEM ##3- 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 December 21, 2020 Julie Forth Clerk Township of South-West Oxford [email protected] Dear Ms. Forth: Thank you for your letter, written on behalf of the Township of South-West Oxford, regarding the Tile Loan Program. I agree that tile drainage is a common and beneficial practice among farmers in Ontario that OMAFRA is taking very seriously. OMAFRA continues to monitor interest rates and the costs of installation on an ongoing basis. We are currently developing plans to open public consultations on a new regulation which will seek to simplify the process for minor improvements to municipal drains and also simplify the process for approving updates to Engineer’s Reports for changes to the design made during the construction. As more information becomes available, the ministry will notify municipalities. Again, thank you for writing. 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 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 Letter from MPP Ernie Hardeman - Tile Loan Program Page 40 of 78 AGENDA ITEM # ACCOUNTS PAYABLE REPORT Resolved thatthefollowingaccountsbeapproved forpayment: Accounts Payablefor December 14 -31, 2020$ 2,411,801.31 Payroll #26General$ 43,790.10 Payroll #27General$ 46,994.81 Payroll #12Council$ 6,996.20 Payroll #12Fire$ 22,095.55 TOTAL$ 2,531,677.97 Vendor Payments over $25,000Cheque NumberAmount GordAnderson Automotive Group38291$ 47,880.32 2021ChevPublicWorksTruck Thames ValleyDistrict School Board38280$ 678,287.00 4thquarterinstallment-Education County ofOxford38282$ 1,334,263.00 4thquarterinstallment-uppertiertaxes London District Catholic School Board38283$ 113,500.00 4thquarterinstallment-Education County ofOxfordEFT4715$ 45,192.70 MtElginConnection Debenture ThePublicSectorDigestInc. EFT4756$ 38,203.43 RoadPatrolsoftware & GISimplementation TOTAL$ 2,257,326.45 Accounts PayableReport: CouncilMeetingofJanuary5,2021 January 5th, 2021 - Accounts Payable Report Page 41 of 78 AGENDA ITEM ##4- Julie Forth From: Julie Forth Sent: Thursday, December 31, 2020 8:21 AM To: Julie Forth Subject: FW: Provincial Ministers Communication & Federal Petition Deadline Reminder From: Debbie France CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or on clicking links from unknown senders. Hello Mayors and Clerks of Ontario Upper, Lower and Single Tier Municipalities. Kindly share the communication beneath with your councillors and planning staff that was forwarded to Provincial Ministers and the Premier of Ontario in December 2020. Mayors and councillors... Requesting your urgent attention on 2 matters. 1. The current cannabis regime is in need of urgent and significant change. We are asking for you to support and endorse the communication to our Ministers. Please ask our Ministers and Premier to act immediately on this communication. The health and safety of our residents and communities depend on it. 2. I also ask that as the Federal Cannabis Petition Deadline approaches January 20, 2021, you urge your residents to participate and that you all participate personally. In order for Federal MP Diane Finley to help us, we need to help her by growing the numbers on her Nation Wide Online Federal Cannabis Petition. The goal of the petition is to bring attention to the Federal Government on the Loopholes in this Industry that are adversely affecting the health and safety of residents of our provincial municipalities. The petition will remain open until January 20, 2021. Those wishing to participate in the petition can visit https://petitions.ourcommons.ca/en/Petition/Details?Petition=e‐2920, to add their name in support. Please support this effort. Your participation is confidential. The communication to Provincial Ministers is copied here for you to read. Dear Honourable Provincial Ministers and Premier of Ontario, Caroline Mulroney, Minister of Transportation 1 Email from Debbie France, Norfolk County resident re: Federal Cannabis P... Page 42 of 78 AGENDA ITEM ##4- Doug Downey, Attorney General of Ontario Steve Clark, Minister of Municipal Affairs and Housing Jeff Yurek, Minister of the Environment Christine Elliott, Minister of Health Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs Doug Ford, Premier of Ontario Urgent...Please rescue Ontario from the jaws of illicit cannabis grow ops! ✔ Illicit cannabis grow ops = gangs, guns, methamphetamine and organized crime ✔ Illicit cannabis grow ops are in control of Municipalities ✔ Municipalities not in control = Ontario not in control The Reality 1. Illicit cannabis grow ops are surging across Ontario's Municipalities. 2. Significant loopholes in the current cannabis regime are allowing criminal organizations to profit tremendously all while placing the health and safety of Ontario's residents at significant risk every day. 3. Sadly, our Province has become a massive breeding ground for illicit cannabis and associated dangerous criminal activity. 4. Police forces are raiding these grow ops, yet the current cannabis regime is enabling the very activity that police forces are battling to eliminate. OPP say police have dismantled 52 illegal cannabis production sites since July ‐ Kingston | Globalnews.ca York police seize roughly $150 million worth of illegal pot, firearms and exotic animals in drug bust | CP24.com Simcoe County asking feds for help to deal with cannabis issues ‐ OrilliaMatters.com Important messages in the media Auditor General Illegal sale of recreational cannabis accounted for about 80% of cannabis sales in the Province. OPP It's a profit‐rich environment for organized crime to generate money and a revenue stream. From concerns regarding public safety and environmental contamination, to human trafficking, the impacts that these large scale criminal cannabis production sites have on our communities cannot be understated. YRP Organized crime groups have comfortably embedded themselves in this business. The proceeds from illegal cannabis often fund other activities of these crime groups such as the distribution of firearms, cocaine and methamphetamine. The Ask Health Canada alone cannot solve this. 2 Email from Debbie France, Norfolk County resident re: Federal Cannabis P... Page 43 of 78 AGENDA ITEM ##4- The solution to eliminate illicit cannabis grow ops from our family orientated communities must include the co‐ordinated efforts and actions of several Provincial Ministers. Please start rescuing Ontario now... set a day and time to get together and solve this growing pandemic (A copy of this email is also being sent to Ontario's Municipalities) Minister of Municipal Affairs and Housing The Provincial Policy Statement does not provide the necessary clarity/support for Municipalities to defend their cannabis bylaws in LPAT and Normal Farm Practice Protection Board hearings. This same lack of clarity/support is in effect aiding and abetting very dangerous criminal activity. To protect residents from odour, crime and significant risks to personal health and safety, Municipalities need to be able to control where cannabis can be grown with full independent authority. They also need to have their cannabis bylaws supported by the Provincial Policy Statement. How could growing a drug that attracts and supports dangerous criminal activity ever be considered a "normal farm practice"? Norfolk seeks grow‐op compliance | Simcoe Reformer Minister of Agriculture, Food and Rural Affairs Is cannabis a crop? You don't need a licence from Health Canada to grow tomatoes and cucumbers. You don't need a prescription to buy tomatoes and cucumbers. Cannabis is a regulated drug. How could growing a drug that attracts and supports dangerous criminal activity ever be considered a "normal farm practice"? Organized crime is using the Farming and Food Production Protection Act to legitimize their cannabis cultivation which is used to fund, strengthen and grow their criminal enterprise. Minister of Health Innocent residents across Ontario are suffering from obnoxious skunk odour, high stress and they fear for their personal health and safety. I have seen my daughter‐in‐law suffer massive migraines and tremors. I have seen my grandchildren coughing and gagging. I have seen them all sleep deprived. As a parent and grandparent, it is such a helpless feeling when you feel that no one really cares about your health and safety. Over $2 million in cannabis and cash seized in raids in Mississauga and Bowmanville | CP24.com Attorney General It pays to break the law and grow illicit cannabis. Not only do organized crime groups make huge profits before they are caught, lengthy court dates and drawn out proceedings allow them the time to reap ever larger profits. If you wish to have an impact on organized crime, you prevent organized crime from making money. Criminal activity flourishes without a strong court system. Shutting down illicit cannabis grow ops will have a major impact on guns, gangs, violent crimes and lethal drugs across Ontario. Cannabis producer pleads guilty to violating bylaw | Simcoe Reformer Minister of Transportation 3 Email from Debbie France, Norfolk County resident re: Federal Cannabis P... Page 44 of 78 AGENDA ITEM ##4- Organized crime groups are using Ontario's vast road system to deliver illicit cannabis across the U.S. border. (One of the largest and highly profitable markets) The proceeds from the U.S. sales return in the form of firearms, other drugs and cash. Black market cannabis linked to organized crime being exported to U.S. from Canada: OPP | Globalnews.ca Minister of the Environment The purpose of the Environmental Protection Act is to provide for the protection and conservation of the natural environment. There are numerous examples to demonstrate how the unregulated cannabis industry as it currently stands results in damages to property, material discomfort to residents, impairment of the safety of residents, adverse effects on residents health and loss of enjoyment of normal use of property. Example: OPP sampling of seized illicit cannabis has revealed the existence of banned substances and chemicals exceeding allowable limits. These same harmful chemicals are leaching into the soil and water tables across Ontario. Ministers, the future of Ontario and its residents are in your hands. You have the power to do this....Please have the will! Thanks kindly, Debbie France 751 Concession Rd 14 Townsend Simcoe, Ontario, N3Y4K3 519 426 8626 A resident of Norfolk County Sent from my iPad 4 Email from Debbie France, Norfolk County resident re: Federal Cannabis P... Page 45 of 78 AGENDA ITEM ##5- December 22, 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) At its meeting of December 14, 2020, Council passed the following resolution for your consideration: “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 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.” Enclosed is a copy of the City of St. Catharines correspondence for convenience and reference purposes. Regards, Tammy Fowkes Deputy Clerk, Town of Amherstburg (519) 736-0012 ext. 2216 [email protected] Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860 Town of Amherstburg Resolution re: Development Approval Requirement for ... Page 46 of 78 AGENDA ITEM ##5- CC: Hon. Premier Doug Ford Email: [email protected] Hon. Steve Clark, Minister of Municipal Affairs, Email: Housing [email protected] Taras Natyshak, MPP, Essex Email: [email protected] Chris Lewis, MP Email: [email protected] Robert Auger, Town Solicitor, Legal and Legislative Services/Clerk - Town of Essex Email: [email protected] Jennifer Astrologo, Director of Corporate Services/Clerk - Town of Kingsville Email: [email protected] Agatha Robertson, Director of Council Services/Clerk - Town of LaSalle Email: [email protected] Kristen Newman, Director of Legislative and Legal Services/Clerk - Town of Lakeshore Email: [email protected] Brenda Percy, Municipal Clerk/Manager of Legislative Services - Municipality of Leamington Email: [email protected] Laura Moy, Director of Corporate Services/Clerk - Town of Tecumseh Email: [email protected] Mary Birch, Director of Council and Community Services/Clerk -County of Essex Email: [email protected] Valerie Critchley, City Clerk – City of Windsor Email: [email protected] Robert Cook Email: [email protected] Association of Municipalities of Ontario (AMO) Email: [email protected] All Ontario Municipalities Website: www.amherstburg.ca 271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5 Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860 Town of Amherstburg Resolution re: Development Approval Requirement for ... Page 47 of 78 AGENDA ITEM ##5- 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 Town of Amherstburg Resolution re: Development Approval Requirement for ... Page 48 of 78 AGENDA ITEM ##5- 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) Town of Amherstburg Resolution re: Development Approval Requirement for ... Page 49 of 78 Chatham-Kent Resolution re: Bill 229 and Conservation Authorities 9.63%? <_mm3m__“ m.8_m: mo8m.o:.om mmm3-_Am2 § was _<_o_uoc@m__.®m:m«m_ _<_m:mm_1 m?Qm: Emma:Oo:mm_. HHZ) AGENDA ITEM ##6- Chatham-Kent Resolution re: Bill 229 and Conservation Authorities Page 51 of 78 AGENDA ITEM ##6- Chatham-Kent Resolution re: Bill 229 and Conservation Authorities Page 52 of 78 AGENDA ITEM ##7- 2021 Division Road North Kingsville, Ontario N9Y 2Y9 Phone: (519) 733-2305 www.kingsville.ca [email protected] December 21, 2020 TO: The Honourable Doug Ford ([email protected]) Premier of Ontario AND TO: Minister of Health Hon. Christine Elliott ([email protected]) Board of Health for the Windsor-Essex County Health Unit Attention: Lee Anne Damphouse, Executive Assistant to the Medical Officer of Health, CEO, and Board of Health ([email protected]) The Windsor-Essex County Health Unit ([email protected]) Attention: Dr. Wajid Ahmed Medical Officer of Health, Windsor-Essex County Health Unit Dear Premier: RE: Letter of Support for Small Businesses At its Regular Meeting held on December 14, 2020 Kingsville Council passed the following Resolution: “704-2020 Moved By Councillor Kimberly DeYong Seconded By Councillor Larry Patterson Attention: Premier Doug Ford WHEREAS the health and safety of Ontarians is the number one priority and health is a state of physical, mental and social well-being, not merely the absence of disease; AND WHEREAS many businesses rely on the holiday season for their financial strength and whereby these businesses have faced unprecedented difficult times throughout 2020 due to the COVID-19 pandemic restrictions; Kingsville Resolution re: Support for Small Business Page 53 of 78 AGENDA ITEM ##7- AND WHEREAS closing our small local businesses during the holiday season means many will not survive and business owners and their employees will lose their livelihoods; AND WHEREAS the Town of Kingsville’s commercial businesses are predominately made up of small independently owned businesses and closing them will force residents to travel out of town into larger crowds increasing their exposure to COVID-19; AND WHEREAS our small independent businesses have every reason to keep customers safe and are able to ensure limited capacity, customer contact tracing and disinfecting in-between customers and may be able to offer curb-side and delivery. NOW THEREFORE BE IT RESOLVED that the Town of Kingsville calls upon the Premier of Ontario, Doug Ford, as well as the Ontario cabinet and Health officials, to protect the health of Ontarians and our small businesses by allowing them to remain open to in-store sales and service with limited capacity and increased safety measures; AND THAT this resolution be forwarded to: All Ontario municipalities; Minister of Economic Development, Job Creation and Trade Hon. Victor Fedeli; Associate Minister of Small Business and Red Tape Reduction Hon Prabmeet Singh Sarkaria; Minister of Health Hon. Christine Elliott; Minister of Finance Hon. Rod Phillips; Associate Minister of Mental Health and Addictions Hon. Michael A. Tibollo; MPP Taras Natyshak; the Windsor-Essex County Health Unit Board of Health; and the Windsor-Essex County Health Unit Medical Officer of Health Dr. Wajid Ahmed. CARRIED” Yours very truly, Sandra Kitchen, Deputy Clerk-Council Services Legislative Services Department [email protected] Kingsville Resolution re: Support for Small Business Page 54 of 78 AGENDA ITEM ##7- cc: Taras Natyshak, MPP - Essex Email: [email protected] Minister of Economic Development, Job Creation and Trade Hon. Victor Fedeli Email [email protected] Associate Minister of Small Business and Red Tape Reduction Hon Prabmeet Singh Sarkaria Email: [email protected] Minister of Finance Hon. Rod Phillips Email: [email protected] Associate Minister of Mental Health and Addictions Hon. Michael A. Tibollo Email: [email protected] All Ontario Municipalities Kingsville Resolution re: Support for Small Business Page 55 of 78 AGENDA ITEM ##8- THE CORPORATION OF THE TOWNSHIP OF MATACHEWAN December 14, 2020 Honourable Steve Clark Office of the Minister Minister of Municipal Affairs and Housing 777 Bay Street, 17”‘Floor Toronto, ON M7A 2J3 Dear Honourable Clark: There have been numerous announcements of available grants for municipalities. We acknowledge and are very appreciative of the opportunity to apply for these grants. For small municipalities with few employees, the turn around time for applications is very short and restrictive. We would like to request that the application deadline on any further grants have a longer turn around time. A copy of Resolution 2020-257 is attached. Your consideration and support of this resolution would be greatly appreciated. S incere rbara Knauth Deputy Clerk Treasurer Cc: Association of Municipalities of Ontario (A.M.O.) Federation of Northern Ontario Municipalities (F.O.N.O.M.) All Municipalities in Ontario P.O. Box 177, Matachewan, ON POK 1M0 [email protected] Phone 705-565-2274 Township of Matachewan Resolution re: Grant Application Deadline Page 56 of 78 AGENDA ITEM ##8- THE CORPORATION OF THE TOWNSHIP OF MATACHEWAN P.O. Box 177, Matachewan, Ontario POK 1M0 DATE: November 25, 2020 RESOLUTION #: 2020-avg Moved by: Seconded by: WHEREAS we have been getting numerous armouncements of available grants; and WHEREAS we are very appreciative of the opportunity to apply for these grants; however, the turn around time for applications is very short and restrictive for small municipalities with few employees; NOW THEREFORE we, the Corporation of the Township of Matachewan, send a letter to the Hon. Steve Clarke, Minister of Municipal Affairs and Housing acknowledging the appreciation of the grants but requesting that the application deadline on any further grants have a longer turn around time; and FURTHER THAT a copy of this resolution be forwarded to A.M.O., F.O.N.O.M. and all municipalities in Ontario. CQTJNCILLOR YEA NAY PID CARRIED /Ms. A. Commando-Dubé Mayor AMENDED Mr. N. Costello Mavor DEF EATED Mr. G. Dubé Councillor TABLED Ms. S. Ruck Councillor Mr. A. Durand Councillor Anne Commando-Dubé Certi?edto be a true original Township of Matachewan Resolution re: Grant Application Deadline Page 57 of 78 AGENDA ITEM # CORPORATION OF THE TOWNSHIP OF SOUTH-WEST OXFORD BY-LAW NO. 01-2021 BEING A BY-LAW TO AUTHORIZE BORROWING FROM TIME TO TIME TO MEET CURRENT EXPENDITURES DURING THE FISCAL YEAR ENDING DECEMBER 31, 2021. WHEREAS Section 407 of the Municipal Act, S.O. 2001 provides authority for a municipality to borrow from time to time, such sums as the Council considers necessary to meet, until taxes are collected, the current expenditures of the Corporation for the year; AND WHEREAS the total amount which may be borrowed from all sources at any one time to meet the current expenditures of the Corporation, except with the approval of the Municipal Board, is limited by Section 407(2) of the Municipal Act; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF SOUTH-WEST OXFORD ENACTS AS FOLLOWS: 1. DEFINITIONS: For the purposes of this by-law: “TREASURER” means the Treasurer of the Township of South-West Oxford or the Deputy Treasurer (in the absence of the Treasurer only) 2. PROVISIONS 2.1 The head of Council and the Treasurer are hereby authorized to borrow from time to time by way of a line of credit, bank overdraft protection or promissory note during the year 2021 (hereinafter referred to as the current year) such sums as may be necessary to meet, until the taxes are collected, the current expenditures of the Corporation and the other amounts that are set out in Section 407 of the Municipal Act. 2.2 The lender(s) from whom amounts may be borrowed under authority of this by- law shall be TD CANADA TRUST and such other lender(s) as may be determined from time to time by resolution of Council. 2.3 The total amount which may be borrowed at any one time under this by-law, shall be in accordance with Section 407(2), Section 407(3) and Section 407(4) of the Municipal Act 2.4 The Treasurer shall, at the time when any amount is borrowed under this by-law, ensure that the lender is or has been furnished with a certified copy of this by- law. By-Law No. 01-2021 - To authorize borrowing from time to time to meet th... Page 58 of 78 AGENDA ITEM # The Corporation of the Township of South-West Oxford Page 2 By-law No. 01-2020 2.5 All or any sums borrowed under this by-law shall, with interest thereon, be a charge upon the whole of the revenues of the Corporation for the current year and for any preceding years as and when such revenues are received; provided that such charge does not defeat or affect and is subject to any prior charge then subsisting in favour of any other lender. 2.6 The Treasurer is hereby authorized and directed to apply in payment of all or any sums borrowed under this by-law, together with interest thereon, all or any of the moneys hereafter collected or received, either on account of or realized in respect of the taxes levied for the current year and preceding years or from any other source, which may lawfully be applied for such purpose. 2.7 Promissory Notes made under Section 1 shall be sealed with the seal of the Corporation and signed by the head of Council or such other person as is authorized by by-law to sign it and by the Treasurer. 3.0 EFFECTIVE DATE This by-law shall take effect upon third reading thereof. Read a First and Second time this 5th day of January, 2021. Read a Third time and Finally Passed this 5th day of January, 2021. ______Mayor David Mayberry ______Clerk Julie Forth By-Law No. 01-2021 - To authorize borrowing from time to time to meet th... Page 59 of 78 AGENDA ITEM # THE CORPORATION OF THE TOWNSHIP OF SOUTH-WEST OXFORD BY-LAW NUMBER 02-2021 A BY-LAW TO PROVIDE FOR INTERIM TAX LEVIES FOR THE YEAR 2021 FOR THE TOWNSHIP OF SOUTH-WEST OXFORD WHEREAS section 317 of the Municipal Act, R.S.O. 2001, Chapter 25, as amended, provides that the Council of a local municipality, before the adoption of estimates for the year may pass a by-law levying amounts on the assessment of property in the local municipality rateable for local municipality purposes; AND WHEREAS Council of this municipality deems it appropriate to provide for such interim levy on the assessment of property in this municipality; THEREFORE THE COUNCIL OF THE TOWNSHIP OF SOUTH WEST OXFORD ENACTS AS FOLLOWS: In this by-law the following words shall be defined as: “Collector” shall mean the person appointed as Revenue Officer; “Minister” shall mean the Minister of Finance; “MPAC” shall mean the Municipal Property Assessment Corporation; 1. The amounts levied shall be as follows: 1.1. For the Residential, Pipeline, Farmland and Managed Forest property classes there shall be imposed and collected an interim levy of: (a) the percentage prescribed by the Minister under section 317(3) of the Municipal Act; or, (b) 50% if no percentage is prescribed, of the total taxes for municipal and school purposes levied on in the year 2020. By-Law No. 02-2021 - To provide for interim tax levies for the year 2021 Page 60 of 78 AGENDA ITEM # By-law No. 02-2021 Page 2 1.2. For the Multi-Residential, Commercial and Industrial property classes there shall be imposed and collected an interim levy of: (b) the percentage prescribed by the Minister under section 317(3) of the Municipal Act; or, (c) 50% if no percentage is prescribed, of the total taxes for municipal and school purposes levied on in the year 2020. 2. For the purposes of calculating the total amount of taxes for the year 2020 under paragraph 2, if any taxes for municipal and school purposes were levied on a property for only part of 2020 because assessment was added to the collector’s roll during 2020, an amount shall be added equal to the additional taxes that would have been levied on the property if taxes for municipal and school purposes had been levied for the entire year. 3. The provisions of this by-law apply in the event that assessment is added for the year 2020 to the collector’s roll after the date this by-law is passed and an interim levy shall be imposed and collected. 4. All taxes levied under this by-law shall be payable into the hands of the Collector in accordance with the provisions of this by-law. 5. There shall be imposed on all taxes a penalty for non-payment or late payment of taxes in default of the installment dates set out below. The penalty shall be one point twenty-five percent (1.25%) of the amount in default on the first day of default and on the first day of each calendar month during which the default continues, but not after the end of 2021. The total amount of interest charges per annum shall not exceed fifteen (15%). 6. The interim tax levy imposed by this by-law shall be paid in two installments due on the following dates: 6.1. One-half (1/2) thereof on the 26th day of February of 2021; 6.2. One-half (1/2) thereof on the 28th day of May of 2021; By-Law No. 02-2021 - To provide for interim tax levies for the year 2021 Page 61 of 78 AGENDA ITEM # By-law No. 02-2021 Page 3 7. The Collector may mail or cause to be mailed to the address of the residence or place of business of each person taxed under this by-law, a notice specifying the amount of taxes payable. 8. The notice to be mailed under this by-law shall contain the particulars provided for in this by-law and the information required to be entered in the Collector’s roll under section 340 of the Municipal Act. 9. The subsequent levy for the year 2021 to be made under the Municipal Act shall be reduced by the amount to be raised by the levy imposed by this by-law. 10. The Collector shall be authorized to accept part payment from time to time on account of any taxes due, and to give a receipt of such part payment, provided that acceptance of any such part payment shall not affect the collection of any percentage charge imposed and collectable under section 6 of this by-law in respect of non-payment or late payment of any taxes or any installment of taxes. 11.Nothing in this by-law shall prevent the Collector from proceeding at any time with the collection of any tax, or any part thereof, in accordance with the provisions of the statutes and by-laws governing the collection of taxes. 12.In the event of any conflict between the provisions of this by-law and any other by- law, the provisions of this by-law shall prevail. 13.This by-law shall come into force and take effect on the day of the final passing thereof. Read a First and Second time this 5th day of January, 2021. Read a Third time and Finally Passed this 5th day of January, 2021. ______Mayor David Mayberry ______Clerk Julie Forth By-Law No. 02-2021 - To provide for interim tax levies for the year 2021 Page 62 of 78 AGENDA ITEM # Township of South-West Oxford By-law Number xx-2021 A By-law to regulate matters related to the Health, Safety and Well-being of the Inhabitants of the Township of South-West Oxford pursuant to provisions of the Municipal Act, 2001 Whereas Section 11(2)(6) of the Municipal Act, S.O. 2001 c.25, as amended, provides that a municipality may pass by-laws respecting the health, safety and well-being of persons; And Whereas Section 11(2)(8) of the Municipal Act, S.O. 2001 c.25, as amended, provides that a municipality may pass by-laws respecting the protection of persons and property; And Whereas Section 391 of the Municipal Act, 2001 provides that a municipality may pass by-laws imposing fees or charges on any class of persons for services or activities provided or done by or on behalf of it; Now Therefore the Council of the Corporation of the Township of South-West Oxford Enacts as Follows: Section 1 – Definitions: In this by-law: “Disturb the Peace” means offensive acts to include but not limited to shouting, yelling including profanities, writing graffiti and profanities; “Lewd Activities” means lustful and/or indecent acts; “Loitering” means to hang about idly; “Nuisance” means something or someone harmful, offensive, annoying or disagreeable; “Public Health and Safety” means the health and safety of residents and public of the Township of South-West Oxford. Section 2 – Prohibited Matters: No person shall disturb the Health and Safety of the Public within the Township of South-West Oxford 2.1 No person shall disturb the peace by shouting or yelling including profanities within the Township of South-West Oxford. 2.2 No person shall urinate in a public place. By-Law No. 03-2021 - To regulate matters related to the health, safety a... Page 63 of 78 AGENDA ITEM # By-law No. xx-2020: Public Nuisance By-law 2.3 No person shall commit lewd activities in a public place. 2.4 No person shall loiter on the streets or sidewalks or public place in the Township of South-West Oxford. 2.5 No person shall create a nuisance to residents of the Township of South-West Oxford. SECTION 7 – OBSTRUCTION 7.1 No person shall hinder or obstruct, or attempt to hinder or obstruct, any Officer exercising a power or performing a duty under this By-law. 7.2 Any person who has been alleged to have contravened any of the provisions of this By-law, shall identify themselves to the Officer upon request, failure to do so shall be deemed to have obstructed or hindered the Officer in the execution of his/her duties. Section 3 – Penalty Provisions: 3.1 Every person who contravenes any provision of this By-law is guilty of an offence and on conviction may be subject to a fine as provided for in the Provincial Offences Act. Section 4 – Enforcement: 4.1 The following persons are appointed to enforce this by-law are and not limited to - Ontario Provincial Police, By-law/Provincial Offences Officer, and or persons appointed by the Township of South-West Oxford. Section 5 – Force and Effect: 5.1 Should any section, clause or provision of this by-law be held by a court of competent jurisdiction to be invalid, the validity of the remainder of the by-law shall not be altered. 5.2 This By-law to go into force upon the final passing thereof and approved by the Chief Judge of the Provincial Court. Read a First and Second time this 5th day of January, 2021. Read a Third time and Finally Passed this 5th day of January, 2021. ______ By-Law No. 03-2021 - To regulate matters related to the health, safety a... Page 64 of 78 AGENDA ITEM # By-law No. xx-2020: Public Nuisance By-law Mayor David Mayberry ______Clerk Julie Forth By-Law No. 03-2021 - To regulate matters related to the health, safety a... Page 65 of 78 AGENDA ITEM # By-law No. xx-2020: Public Nuisance By-law Township of South-West Oxford By-law No. xx of 2021: Public Nuisance By-law PART 1 – Provincial Offences Act SET FINE SCHEDULE ITEM: COLUMN 1 – Short COLUMN 2 – Offence COLUMN 3 – Set form wording Creating Provision Fine 1. Disturb peace Sec. 2.1 $350.00 2. Urinate in a public Sec. 2.2 $350.00 place 3. Commit lewd activities Sec. 2.3 $350.00 in a public place 4. Loiter on streets, Sec. 2.4 $350.00 sidewalks or public place 5. Create a nuisance to Sec. 2.5 $350.00 residents NOTE: The general penalty section for the offences cited above is Section 61 of the Provincial Offences Act, R.S.O. 1990, Chp. 33. By-Law No. 03-2021 - To regulate matters related to the health, safety a... Page 66 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit The Corporation of the Township of South-West Oxford By-Law No. 04-2021 A By-law to authorize the execution of an agreement between the Township of South-West Oxford and MEU Consulting to provide services for the enforcement of By-law and provincial offences. Whereas pursuant to Section 9 of the Municipal Act, 2001, S.O. 2001, as amended, a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act; And Whereas pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, the powers of every Council shall be exercised by by-law; And Whereas it is deemed expedient that the Township of South-West Oxford enter into an agreement with MEU Consulting to provide services for the enforcement of by- laws and provincial offences; And Whereas such agreement is required to set out the terms and conditions of the provision of such service; Now Therefore the Council of the Township of South-West Oxford enacts as follows: 1. That the Mayor and Clerk are hereby authorized, on behalf of the Township of South-West Oxford, to enter into and execute under its corporate seal, an agreement with MEU Consulting to provide services for the enforcement of by- laws and provincial offences. 2. That a copy of said agreement shall remain attached to and form part of this by- law marked as Schedule A. By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 67 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit 3. That this by-law shall come into force and effect on the final date of passing. Read a First and Second time this 5th day of January, 2021. Read a Third time and Finally Passed this 5th day of January, 2021. ______Mayor David Mayberry ______Clerk Julie Forth By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 68 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit Schedule A to By-law No. 04-2021 AGREEMENT made this 5th day of January, 2021. B E T W E E N: WILLIAM MENZIE, carrying on business as MEU CONSULTING OF THE FIRST PART (Hereinafter referred to as “the Contractor) -and- THE TOWNSHIP OF SOUTH-WEST OXFORD OF THE SECOND PART (Hereinafter referred to as “the municipality”) WHEREAS the Council of the Township of South-West Oxford deems it expedient to enter into a contract to provide services for the enforcement of by-laws and provincial offences; AND WHEREAS both parties hereby mutually covenant and agree that all services and supplies provided to the Township by the Contractor, shall be on the following terms and conditions; NOW THEREFORE be it enacted as follows: ARTICLE 1 – INTERPRETATION 1. Definitions In this Agreement: a) “CAO” means the Chief Administrative Officer of the Township of South-West Oxford, or their designate. b) “Agreement” means this agreement and all schedules which may be a part thereof. c) “Clerk” means the Clerk of the Township of South-West Oxford, or their designate. d) “Contractor” means MEU Consulting and their heirs, legal personal representatives, successors and assigns. e) “Township” means the Township of South-West Oxford. By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 69 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit 2. Severability If any one or more clauses or paragraphs, or part or parts thereof, in this Agreement are illegal or unenforceable, it or they shall be considered separate and severable from this Agreement, and the remaining provisions shall remain in full force and effect and shall be binding upon the parties hereto as though the said clause or part/parts of clauses had never been included. 3. Number Whenever a word imparting the singular number only is used in this Agreement, such word shall include the plural, and words imparting either gender or firms or corporations shall include the person or other gender and firms or corporations where applicable. Any reference to the terms of this Agreement shall, unless the context otherwise required, be deemed to include any renewals thereof. 4. Headings The headings appearing in this Agreement have been inserted as a matter of convenience, for reference only and in no way define, limit or enlarge the scope of meaning of this Agreement or of any provisions thereof. 5. Entire Agreement This Agreement constitutes the entire understanding between the parties hereto with respect to the subject matter hereof, and cancels and supersedes all prior negotiations, representations and agreements, either written or oral. Changes, alterations or modifications to this Agreement will be effective in stated in writing and signed by the parties hereto. 6. Representations Each party represents that it is authorized to enter into and perform this Agreement in all respects is in full compliance with all applicable statutes, ordinances, rules, regulations and orders and further represents that it is duly authorized hereunto. ARTICLE II – TERMS 7. Terms and Nature of Contract The Municipality hereby agrees to contract the services of the Contractor, who accepts such conditions, and agrees to serve the municipality to provide services for the enforcement of by-laws and property standards and any other legislation requested in the Township of South-West Oxford for a term of one (1) year, effective January 5th, 2021 to January 5th, 2022, subject to any changes to the scope of work and subject to the provisions of this Agreement and services required as outlined on Schedule ‘A’ and Schedule ‘B’ attached hereto. The Township and the Contractor further agree that the By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 70 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit municipality has the option of a three (3) year renewal of the Agreement after the Agreement expires. 8. Compensation In consideration of the services to be performed by the Contractor hereunder and further described in Schedule ‘A’ attached hereto, the Contractor during the term of this Agreement shall be paid in accordance with rates set out in Schedule ‘B’ attached hereto, and subject to an increase of 2% per year will apply for the remainder of the contract term, if the term of the Agreement extends beyond Jan 5th, 2022. No municipal benefits will be paid to the Contractor or its employees. HST shall be in addition to the Contractor’s remuneration set out in Schedule “B”. 9. Termination Prior to Term This Agreement may be terminated prior to the end of the term specified herein with Sixty (60) days written notice by either party prior to the termination date, or in the following manner in the specified circumstance(s): i. At any time by the Municipality for cause, including any material breach of the provisions of this Agreement, and without notice or pay in lieu thereof. For the purposes hereof, “cause” shall include, but shall not in any way be limited to: ii. The theft or fraud by the Contractor involving property of the Township; action of gross moral turpitude or other criminal acts bringing the Township into disrepute; iii. Intoxication of the Contractor, as determined by the Township, while providing services under the terms of this contract, or when representing the Township; iv. Failure to maintain a valid driver’s license; v. Failure to complete the required work to satisfaction and standard of performance acceptable to the Municipality. 10. Termination at End of Term Jan 5, 2022 a) On or before Jan 5, 2022, the Township shall advise whether it wishes to renew this Agreement, or wishes to exercise a three (3) year option extending the contract b) In the event that the Township does not advise the Contractor that it wishes to renew this Agreement, then this Agreement will terminate on Jan 5th, 2022. The Contractor will not be entitled to any further notice, pay or remuneration whatsoever. 11. Reporting The Contractor will report directly to the CAO, Clerk, and/or Senior Management. The Contractor shall provide written reports within 72 hours of end of shift and/or call in. Attendance at Council meeting will be arranged as required by both parties. 12. Municipality Provisions The Township will provide the Contractor with access to a municipal building of its choosing for restroom facilities while on duty in the Township. By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 71 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit 13. Notice Any notice required to be given hereunder shall be deemed to have been properly given if delivered personally or sent prepaid registered mail as follows: To the Contractor at: MEU Consulting Mr. William Menzie, Chief of Operations 438 Brock Street, South Sarnia, ON N7T 2X3 AND The Township of South-West Oxford 312915 Dereham Line Mount Elgin, ON N0J 1N0 AND, if sent by registered mail, shall be deemed to have been received on the fourth business day of uninterrupted postal service following the date of mailing. Either party may change its address for notice at any time, by giving notice to the other party pursuant to the provisions of this Agreement. 14. Disputes All disputes shall be settled in a timely manner between the Contractor and the Township. 15. Independent Contractor The parties hereby acknowledge that the Contractor shall, unless otherwise provided herein, supply all equipment, personnel and incur all expenses necessary to deliver the services set out in Schedule “A”. The Contractor shall deliver the said services as an independent contractor. By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 72 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit IN WITNESS WHEREOF the parties hereunto have hereunto set their hands and seals this ______day of ______, 2020. SIGNED, SEALED AND DELIVERED: THE TOWNSHIP OF SOUTH-WEST OXFORD IN THE PRESENCE OF: ______Mayor ______Clerk ______Witness: ______William Menzie – MEU Consulting ______Witness: By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 73 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit Schedule ‘A’ - SERVICES REQUIRED - 1. The Contractor shall, upon receiving a request or direction from the Township: • Enforce all applicable municipal by-laws as directed by the Township, including but not limited to parking, noise, curfews, nuisance, property standards, animal control, open burning, regulating fireworks, debris and anti-littering, firearms and weapons, and cleaning and clearing, as well as any other by-laws or Provincial Legislation; • Provide coverage for municipal events including but not limited to any requested event; • As directed, patrol Municipal property, including parks, to enforce by-laws and address any trespass and vandalism issues; • As directed, conduct investigations into municipal property standards complaints, by-law infractions or Provincial Offence infractions and determine course of action; • As directed, patrol the Municipality and act on any possible violation of municipal by-laws and enforcement of such by-laws; • Work co-operatively with Ontario Provincial Police and any other agencies on municipal related matters and respond to any requests from the Ontario Provincial Police and other agencies in regard to municipal by-law matters; • Assist in any emergency situations and co-operate with all local emergency services. This will include making the Contractor part of the municipality’s emergency planning and part of it first/emergency response when needed; • The Contractor shall keep records and provide written reports within seventy-two (72) hours of end of shift and/or call-in; • Have a working knowledge of Part I, II and III of Provincial Notices and Crown briefs; • Have a working knowledge of property court procedures, evidence procedures and Criminal Code of Canada matters. This shall include co-operating with the local courts for the Municipality; • Work with Municipal appointed solicitor for any legal/court proceedings, as required; • The Contractor understands that enforcement may require evening and weekend shifts; • Attend Council meetings when requested; • Obtain and maintain current training in all areas of by-law enforcement; • The Contractor shall be responsible for properly trained and knowledgeable staff; • The Contractor shall provide proof of coverage for liability insurance in the amount of $5,000,000.00 for carrying out all duties as provided for in this Agreement; • Make recommendations to the Municipality about by-laws and municipal signage. By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 74 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit • Educate the public, when possible, regarding municipal by-laws and enforcement of such by-laws. • Carry out any related duties as required and determined by the Municipality from time to time. • Work closely with and under the jurisdiction of the CAO, Clerk and/or Senior Management. By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 75 of 78 AGENDA ITEM # Agreement between Township of South-West Oxford and Municipal Enforcement Unit Schedule ‘B’ Compensation for Services: 1. The Contractor shall provide the following services on an as needed basis: a) Single Uniformed Officer - @$47.75 per hour for one officer (including vehicle and fuel) - Minimum charge to be invoiced - (4) hours b) Two Uniformed Officers - @$69.75 per hour for two officers (including vehicle and fuel) - Minimum charge to be invoiced - (4) hours c) Court attendance if required - @$26.25 per hour for one officer - Minimum charge to be invoiced - (4) hours d) Holiday rate (if called in on a statutory holiday): time and one-half on hourly rate only. e) HST shall be in addition to the Contractor’s remuneration. 2. The Contractor is not responsible for the cost of any specialized equipment that maybe required for enforcement (i.e., Drones, ATV, boats) which shall be billed to the municipality as required with approval. All other equipment and personnel required for the delivery of the Services shall be provided by and at the expense of the Contractor. 3. The Contractor is not responsible for any administration costs (ie., computers, tickets, notices, tags and or any other administration needs that will be required to conduct enforcement within the municipality. 4. The Contractor shall submit a detailed invoice after each shift for service(s) provided. The terms of the invoice will be upon receipt from the date of receipt of the invoice. Any invoice past 15 days will have a penalty of 2% applied weekly. 5. The Contractor agrees to respond to service upon request from the Township at the discretion of the CAO, Clerk and or Senior Management. 6. The Contractor agrees to respond to any call-outs from the Ontario Provincial Police and any other agency. By-law No. 04-2021 - To authorize the execution of an agreement with MEU... Page 76 of 78 AGENDA ITEM # The Corporation of the Township of South-West Oxford By-law No. 05-2021 A By-law to Confirm the Proceedings of the Council of the Township of South-West Oxford at the Regular Council Meeting held on January 5th, 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 January 5th, 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 5th day of January, 2021. Read a Third time and Finally Passed this 5th day of January, 2021. ______Mayor David Mayberry ______Clerk Julie Forth By-Law No. 05-2021 - To confirm all actions and proceedings of Council (... Page 77 of 78 AGENDA ITEM # Dates to Remember Date Time Details January 1st, 2021 All day Office Closed – New Year’s Day January 5th, 2021 9:00 a.m. Regular Council Meeting (virtual) January 6th, 2021 1:00 p.m. Engage and Inform Committee Meeting (virtual) January 6th, 2021 4:30 p.m. Environment and Energy Innovation Committee Meeting (virtual) January 12th, 2021 2:00 p.m. SWOX Zero Waste Facilities Committee Meeting (virtual) January 19th, 2021 7:00 p.m. Regular Council Meeting (virtual) Please check the Township website at www.swox.org for all events in your community Page 78 of 78