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Regular Council Agenda - 2020/04/02 The Corporation of the Township of Malahide A G E N D A April 2, 2020 7:30 p.m. Springfield & Area Community Services Building** 51221 Ron McNeil Line, Springfield. **Note: Due to the COVID-19 situation this meeting will be held via teleconference. ** (A) Disclosure of Pecuniary Interest (B) Approval of Previous Minutes RES 1 (Pages 7 - 20) (C) Presentations/Delegations/Petitions (i) Public Meeting Minor Variance Application of Ryan and Jennifer Meesters relating to property at Part Lot 16, Concession 3, municipally known as 50118 Vienna Line. RES 2 - 4 (Pages 21 - 28) (ii) Public Meeting Minor Variance Application of Johan and Tina Schmitt, relating to property at Part Lot 21, Concession 9, municipally known as 11660 Springfield Road. RES 5 - 7 (Pages 29 - 36) (D) Reports of Departments (i) Director of Fire & Emergency Services (ii) Director of Physical Services - Contract Award: 2020 to 2022 Centreline Painting. RES 8 (Pages 37 - 40) (iii) Director of Development & Community Services (iv) Director of Financial Services/Treasurer (iv)CAO/Clerk - COVID-19 Emergency Status Report. RES 9 (Pages 41 - 50) (E) Reports of Committees/Outside Boards (F) Correspondence RES 10 1. Association of Municipalities of Ontario - Watch File dated March 19 and 26, 2020. (Pages C2 - 7) 2. Town of Essex -19 pandemic. (Page C8 - 9) 3. Municipality of Callander and Town of Fort Erie Resolution requesting Provincial Government to waive the restrictions on electronic participation in Council Meetings. (Page C10-11) 4. City of Sault Ste. Marie Resolution supporting Conservation Authorities in Ontario. (Malahide Township supported a similar Resolution on March 19, 2020) (Page C12 - 13) 5. County of Grey Resolution supporting the excise exemption for 100% Canadian wines. (Page C14 - 15) 6. County of Elgin Notice of Approval of Official Plan Amendment No. 18 (Penner) relating to property at Part Lot 14, Concession 7. (Pages C16 - 17) 7. Municipality of Central Elgin Notice of Passing of Zoning By-law Amendment relating to property at 116 Coulter Avenue. (Page C18) (H) By-laws (i) By-law No. 20-25 Authorize Agreement with 2228977 Ontario Ltd. (RanN Maintenance) for Centreline Painting on various municipal roads. RES 11 (Pages 51 - 98) (ii) By-law No. 20-26 Amending Interim Tax Levy By-law to defer imposition of all new penalties and interest on property taxes until April 30, 2020. RES 12 (Pages 99) (iii) By-law No. 20-05 Third reading of Franchise Agreement with Enbridge Gas Inc. RES 13 (Pages 100 - 111) (I) Closed Session RES 14 - 15 (i) A Labour Relations or Employee Negotiations Matter relating to emergency management and staffing in response to COVID-19 pandemic. (J) Confirmatory By-law RES 16 (Page 112) (K) Adjournment RES 17 TELECONFERENCE MEETING Note for Members of the Public: In order to respect the State of Emergency declared by the Province of Ontario and not hold public gatherings, please note that the Regular Council Meeting scheduled to be held on April 2, 2020 will be via teleconference only. Please note that, at this time, there is not an option for the public to call in to this meeting. However, we will attempt to livestream or audio stream via an on-line service. We will post links on Facebook and Malahide Website when they become available. Written comments regarding the Council Agenda items are welcome please forward such to the Clerk at mcasavecchia@malahide.ca PLEASE NOTE that the draft resolutions provided below DO NOT represent decisions already made by the Council. They are simply intended for the convenience of the Council to expedite the transaction of Council business. Members of Council will choose whether or not to move the proposed draft motions and the Council may also choose to amend or defeat them during the course of the Council meeting. 1.THAT the minutes of the regular meeting of the Councilheld on March 19, 2020 be adopted as printed and circulated. 2.THAT the Committee of Adjustment for the Township of Malahide be called to order at 7:____p.m. and that Mayor Dave Mennillbe appointed 3.THAT Report No. DCS-20-50118 AND THAT, notwithstanding that Section 5.2.1 of Zoning By-law No. 18-22 states that the minimum interior side yard depth of 5 metres (16.4 feet) in the General Agricultural (A1) Zone, the Minor Variance Application of Ryan & Jennifer Meesters relating to the property located at 50118 Vienna Line, to allow relief for the construction of an accessory building on the subject lot which is proposed to have a minimum interior side yard depth of 1.52 metres (5.0 feet), be granted. 4.THAT the Committee of Adjustment for the Township of Malahide be adjourned and the Council meeting reconvene at _____p.m. 5.THAT the Committee of Adjustment for the Township of Malahide be called to order at 7: p.m. and that Mayor Dave Mennillbe appointed 6.THAT Report No. DCS-20-11660 AND THAT, notwithstanding that Section 5.2.1 of Zoning By-law No. 18-22 states that accessory buildings are not to exceed 120 square metres (1,292 square feet) for lands in the Village Residential One (VR1) Zone, the Minor Variance Application of Johan & Tina Schmitt relating to the property located at 11660 Springfield Road, to allow relief for the construction of an accessory building on the subject lot which is proposed to have a total floor area of approximately 167.2 square metres (1,800 square feet), be granted. 7.THAT the Committee of Adjustment for the Township of Malahide be adjourned and the Council meeting reconvene at _____p.m. 8.THAT Report No. PS-20- AND THAT the 2020 to 2022 Centerline Painting contract be awarded to RanNMaintenance (2228977 Ontario Ltd.), in the amount of $4.29 unit price per liter of paint applied; AND THAT the Mayor and Clerk be authorized to enter into an agreement with RanN Maintenance (2228977 Ontario Ltd.), of Guelph, Ontario, for the purpose of completing the 2020 to 2022 Centerline Painting Program. 9.THAT Report No. CAO-20-06 entitled COVID-19 Emergency Status Reportbe received. 10.THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated March 19 and 26, 2020. 2.Town of Essex Resolution requesting Province to -19 pandemic. 3.Municipality of Callander and Town of Fort Erie Resolution requesting Provincial Government to waive the restrictions on electronic participation in CouncilMeetings 4.City of Sault Ste. Marie Resolution supporting Conservation Authorities in Ontario. (Malahide Township supported a similar Resolution on March 19, 2020). 5.County of Grey Resolution supporting the excise exemption for 100% Canadian wines. 6.County of Elgin Notice of Approval of Official Plan Amendment No. 18 (Penner) relating to property at Part Lot 14, Concession 7. 7.Municipality of Central Elgin Notice of Passing of Zoning By-law Amendment relating to property at 116 Coulter Avenue. 11.THAT By-law No. 20-25,being a By-law to authorize the execution of an Agreement with 2228977 Ontario Ltd. (RanN Maintenance) for Centreline Painting on various Municipal Roads, be given first, second and third readings, and be properly signed and sealed. 12.THAT By-law No. 20-26, being a By-law to amend Interim Tax Levy By- law No. 20-02 to defer the imposition of all new penalties and interest on property taxes until April 30, 2020, be given first, second and third readings, and be properly signed and sealed. 13.THAT By-law No. 20-05, being a By-law to authorize a Franchise Agreement between the Township of Malahide and Enbridge Gas Inc., be read a third time and properly signed and sealed. 14.THAT Council move into Closed Session at p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discussthe following matters: (i)Labour Relations or Employee Negotiations matter relating to emergency management and staffing in response to COVID-19 pandemic. 15.THAT Council move out of Closed Session and reconvene at _ p.m. in order to continue with its deliberations. 16.THAT By-law No. 20-24, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. 17.THATtheCounciladjournits meetingat _______ p.m.to meet again on April 16,2020, at 7:30 p.m. 20-73 ________________________________________________________________ The Malahide Township Council met at the Malahide Community Place, 12105 Whitaker Road, Springfield,at 7:30 p.m. The location of the meeting was changed to allow for Social Distancing because of the COVID19 Coronavirus outbreak. The following members were present: Council:Deputy Mayor D. Giguère, Councillor M. Widner, Councillor R. Cerna, andCouncillor S. Lewis. Staff:Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire and Emergency Services B. Smith,and Deputy Clerk D. Wilson. Absent with regret: Mayor D. Mennill, Councillor C. Glinski, and Councillor M. Moore. CALL TO ORDER: Deputy Mayor Giguèretook the Chair and called the meeting to order at 7:30 p.m. Deputy Mayor Giguère advised that the Malahide Township Council wasdoing its part to flatten the curve-19by disinfecting surfaces, ensuring appropriate spacing between attendees, and having a minimum of Council Members andMunicipal Staffattending the meeting.The Deputy Mayor noted that there is a Business Continuity Plan in place and the Council and Staff are activating various components of it as the need arises.She noted that todate, any disruption of municipal services hasbeen relatively small. She advisedthat the Township is prepared. She also stressed that the publicshould take this matter very seriously and follow all the recommended guidelines,including washing their hands and wiping down shared surfaces. DISCLOSURE OF PECUNIARY INTERESTandthe General Nature thereof: No disclosures of pecuniary interest weredeclared. MINUTES: No. 20-99 Moved by:Mark Widner Seconded by:Rick Cerna 20-74 THAT the minutes of the regular meeting of the Councilheld on March 5, 2020 be adopted as printed and circulated. Carried. PRESENTATIONS/DELEGATIONS/PETITIONS: -Public Meeting Zoning By-law Amendment, as submitted by Andrew and Connie Thiessen, relating to property at Part Lot 15, Concession 4, Geographic Township of Malahide. No. 20-100 Moved by:Rick Cerna Seconded by:Scott Lewis THAT the Public Meeting concerning the Zoning By-law Amendment Application of Andrew and Connie Thiessen relating to the property located at Lot 15, Concession4, be called to order at 7:36p.m. Carried. Deputy Mayor Giguereadvised that the purpose of this Public Meeting is to consider an application to amend the zoning of the subject property located at 7381 HaciendaRoad, being Part of Lot 15, Concession 4, Geographic Township of Malahide. Deputy Mayor Giguereasked the Deputy Clerk to advise and confirm on the method and date of notice given for this meeting. The Deputy Clerk advised that this public meeting was advertised in the Aylmer Express on February 26 and March 4, 2020. In addition, affected property owners within 120 meters were sent a notice by prepaid first class mail that was posted at least twenty days prior to this meeting. Deputy Mayor Giguererequested the Chief Administrative Officer/Clerkto provide an overview of the application. The CAO/Clerkadvised that the purpose of the proposed amendment is to change the zoning on parcel of land occupied by a single detached dwelling and accessory building (three sheds), from the Hamlet Commercial (HC) zone to the Hamlet Residential (HR) zone, to permit the creation of two lots for residential purposes, one of which would constitute a new building lot. In addition to the existing residential use, it is understood that a bakery was operated from the premises although this commercial use ceased operation some time ago. The change in zoning is being requested to fulfill conditions of Application for Consent E78/19 granted by the County of Elgin Land Division Committee. The subject lands are in the process of being severed into two smaller parcels. The northernmost lot, occupied by an existing single unit dwelling, comprises an area of approximately 3,150.9 square metres(0.8 acres), a frontage of 30.7 metres (100.7 feet) and a depth of 107.6 metres (353 feet). The southernmost lot occupied by three sheds, comprises an area of 20-75 approximately 3,246 square metres(0.8 acres), a frontage of 28.8 metres (94.4 feet) and a depth of 107.7 metres (353 feet). It is proposed that a new single unit dwelling be erected on the proposed lot. The Deputy Mayor asked the Applicant and/or their agent to provide any additionalinformation. TDavid Roe,advised that he was present toanswer any questionsthat the Council may have. Deputy Mayor Giguereasked the Deputy Clerk to provide any comments received from the circulated agencies and landowners. The Deputy Clerk advised that correspondence has been received from the Catfish Creek Conservation Authority indicating no concerns. Deputy Mayor Giguereasked if any person in attendance wished to make any comments regarding the application and there were none. Deputy Mayor Giguerethanked those in attendance and advised that the Council will consider all comments received when making its final decision on the application. No. 20-101 Moved by:Rick Cerna Seconded by:Mark Widner THAT the Public Meeting relating to Zoning By-law Amendment Application of Andrew and Connie Thiessen relating to the property located at Lot 15, Concession 4, be adjourned and the Council meeting reconvene at 7:40 p.m. Carried. No. 20-102 Moved by:Rick Cerna Seconded by:Scott Lewis THAT By-law No. 20-16,being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by Andrew and Connie Thiessen, located at Lot 15, Concession 4, be given first, second and third readings, and properly signed and sealed. Carried. -Public Meeting Zoning By-law Amendment, as submitted by Daryl and Katharina Good, relating to property at Part Lot 10, Concession 2, Geographic Township of Malahide. No. 20-103 Moved by:Mark Widner Seconded by:Rick Cerna 20-76 THAT the Public Meeting concerning the Zoning By-law Amendment Application of Daryl and Katharina Good relating to the property located at Lot 10, Concession2, be called to order at 7:41p.m. Carried. Deputy Mayor Giguere advised that the purpose of this Public Meeting is to consider an application to amend the zoning of the subject property located at 5457 ImperialRoad, being Part of Lot 10, Concession 2, Geographic Township of Malahide. Deputy Mayor Giguere asked the Deputy Clerk toadvise and confirm on the method and date of notice given for this meeting. The Deputy Clerk advised that this public meeting was advertised in the Aylmer Express on February 26 and March 4, 2020. In addition, affected property owners within 120 meters were sent a notice by prepaid first class mail that was posted at least twenty days prior to this meeting. Deputy Mayor Giguere requested the CAO/Clerkto provide an overview ofthe application. The CAO/Clerk advised that the purpose of the proposed amendment is to change the zoning which applies on a parcel of land occupied by a single detached dwelling and accessory buildings (greenhouses, workshop, and two barns). In addition to the existing residential use, a market garden and animal kennel (Candyville Pups) are currently operated from the premises. The --9) zoning would be amended to recognize the animal kennel as a permitted use notwithstanding that such uses -s allows for the animal kennel use (the A4-9 zoning currently does not). The subject lands comprise an area of approximately 8,892 square metres(2.2 acres), a frontage of approximately 114 metres (374 feet) and a depth of approximately 78 metres (256 feet). The Deputy Mayor asked the Applicant and/or their agent to provide any additionalinformation. Tthat was present to answer any questionsthat the Council may have. Deputy Mayor Giguere asked the Deputy Clerk to provide any comments received from the circulated agencies and landowners. The Deputy Clerk advised that correspondence has been received from the Catfish Creek Conservation Authority indicating no concerns. Deputy Mayor Giguere asked if any person in attendance wished to make any comments regarding the application and there were none. In response to an inquiry from Councillor Widner regarding the potential for a d there were many measures in place to deal with barking dogs, including screening to stop the dogs from seeing one another, runs are set up to deter barking, and the property is a good distance from neighbouring properties. 20-77 Deputy Mayor Giguere thanked those in attendance and advised that the Council will consider all comments received when making its final decision on the application. No. 20-104 Moved by:Rick Cerna Seconded by:Scott Lewis THAT the Public Meeting relating to Zoning By-law Amendment Application of Daryl and Katharina Good relating to the property located at Lot 10, Concession 2, be adjourned and the Council meeting reconvene at 7:47 p.m. Carried. No. 20-105 Moved by:Scott Lewis Seconded by:Rick Cerna THAT By-law No. 20-17,being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by Daryl and Katharina Good, located at Lot 10, Concession 2, be given first, second and third readings, and properly signed and sealed. Carried. The ApplicantsPlanner, David Roe, retired from the meeting. REPORTS: Director of Fire and Emergency Services -Emergency Services Activity Report -February No. 20-106 Moved by:Rick Cerna Seconded by:Scott Lewis THAT Report No. F-20-Services Activity Report Carried. -COVID-19 Coronavirus Verbal Update The Director of Fire and Emergency Services provided a verbal updatetothe Council regarding protective measures being undertaken by the Volunteer Firefighters(VFF),including enhanced personal protective equipment (PPE)and 20-78 limiting the number of VFFentering a premises. He advised that all regular training has been cancelled with the exception of medical training. He confirmed that only three of the VFFwere self-isolating as they were returning from out of the country. Hedid not have any staffing concerns at this point. In response to an inquiry from Councillor Widner, the Director advised the Fire Stations were well supplied for the next two months and he remained optimistic that the supply chain will continuein the future. He indicated that if N95 masks were not available in the future, he was consideringfilter masks as an option. The CAO/Clerkadvised that discussions at inter-municipal meetings have indicated a willingness amongst the partnermunicipalities to share resources if a municipality experienced a critical shortageof PPE. Director of Physical Services -Request for Drain Improvement: Abrams Petition No. 20-107 Moved by:Rick Cerna Seconded by:Scott Lewis THAT Report No. PS-20- AND THAT Brad Bunke, P. Eng., of GM BlueplanEngineering, be appointed Carried. -Malahide Water Distribution System: 2019 Drinking Water Quality Trends Report No. 20-108 Moved by:Scott Lewis Seconded by:Mark Widner THAT Report No. PS-20-07 en Carried. -Malahide Distribution System: 2019 Section 11 Annual Report and Schedule 22 Summary Report No. 20-109 Moved by:Rick Cerna Seconded by:Mark Widner 20-79 THAT Report No. PS-20- Carried. REPORTS OF COMMITTEES/OUTSIDE BOARDS: No. 20-110 Moved by:Rick Cerna Seconded by:Scott Lewis THAT thefollowing Reports of Committees/Outside Boards be noted and filed: (i)Long Point Region Conservation Authority Board of Directors Minutes of February 5, 2020. Carried. CORRESPONDENCE: No. 20-111 Moved by:Mark Widner Seconded by:Scott Lewis THAT the County of Norfolk correspondence requesting the Province to review process for Provincially Significant Wetlands mapping to allow for transparency and better land owner engagement be supported. Carried. No. 20-112 Moved by:Mark Widner Seconded by:Scott Lewis THAT the Town of Ajax Resolution supporting the continuation of both mandatory and non-mandatory programs and services provided by ConservationAuthorities be supported. Carried. No. 20-113 Moved by:Mark Widner Seconded by:Scott Lewis 20-80 THAT the County of PeterboroughResolution requesting Federal Government to pass Bill C-211, an Act to amend the Criminal Code (Assaults against health care professionals and first responders) be supported. Carried. No. 20-114 Moved by: Mark Widner Seconded by: Scott Lewis THAT the Municipality of West NipissingResolution requesting the Ministry of Natural Resources and Forestry to provide supporting evidence with respect to the expansion of wetlands designations be supported. Carried. No. 20-115 Moved by:Mark Widner Seconded by:Scott Lewis THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated March 5 and 12, 2020. 2.Township of TyendinagaResolution supporting a peaceful conclusion to the ongoing rail disruptions and encouragement to find a path to a peaceful solution regarding the Coastal GasLink Project. 3.Town of Kirkland Lake and Town of Grand Valley Resolution supporting the Provin Bill 156 Security from Trespass and Protecting Food Safety Act, 2019. (Malahide supported a similar Resolution on August 1, 2019). 4.Municipality of West Nipissing Resolution supporting the Association of Municipalities of Ontario position on the Legislative Changes in Bill 132 with respect to Aggregate Resources Act and the Safe Drinking Water Act. 5.County of Elgin Land Division Committee Notice of Decision for Severance Applications as follows: -Application E87/19 Nilholm Holsteins Ltd. relating to property at Part Lot 3, Concession 11 (Granted). -Application E94/19 Solagrace Enterprises Inc. relating to property at Part Lot 88, Concession South Talbot Road (Granted). 20-81 6.Municipality of Central Elgin Notice of Zoning By-law Amendment relating to property at 5013 Yarmouth Centre Road. Carried. OTHER BUSINESS: -EECC Approval of 2020 Operating and Capital Budget No. 20-116 Moved by:Scott Lewis Seconded by:Rick Cerna THAT the Draft 2020 Operating Budget for the EECC, in the amount of $539,246.00 and the Draft 2020 Capital Budget for the EECC, in the amount of $60,000.00 be approved. Carried. -Aylmer & East Elgin Agricultural Society -Request for In-Kind Support No.20-117 Moved by:Scott Lewis Seconded by:Mark Widner THAT the request received fromthe Aylmer & East Elgin Agricultural Society for in-kindsupport from the Township of Malahide for its annual Truck and Tractor Pull beapproved; it being pointed out that such in-kind support includes the use ofMalahide Road Operators and equipment to assist with preparing the trackfor the Truck and Tractor Pull; as well as, mutual aid assistance from theMalahide Fire Services in the event that the Aylmer Fire Department isunable to respond to an incident/call for service. Carried. -LPRCA -2019 Financial Statements and Annual Report No. 20-118 Moved by:Scott Lewis Seconded by:Rick Cerna THAT the Long Point Region Conservation Authority 2019 Annual Report and2019 Audited Financial Statements be received. Carried. -Springfield Family Fun Day Event -Request for Support No. 20-119 20-82 Moved by:Mark Widner Seconded by:Rick Cerna THAT the 2020 Springfield Family Fun Day event being held on June 20, 2020 in Springfield be supported; AND THAT, in recognition of the community benefit, the Municipal Staff be insurance coverage for the Springfield Family Fun Day event and its Organizing Committee. Carried. -COVID19Town of Aylmer Declaration of Emergency Councillor Widner noted that the Town of Aylmer had declared a State of Emergencyrelating to the COVID 19 Coronavirusand questioned if the Township should do the same. The CAO/Clerk held a teleconference in response to Declaration of Emergency. She noted that the Town of Aylmer declared an emergency assome of their staffing resources may beimpacted. She advised that currently there are not concerns regarding Malahide staffing. She also noted that the Senior Staff continue to monitor this situation daily and determinations will be made accordingly. She all decisions are being made with the assistance of the Medical Officer of Health andthe Southwestern Public Health. In response to an inquiry from Councillor Cerna regarding employees working from home, the CAO/Clerk advised that some employees are currently working from home. She also noted that within the Township Office building, the Staff were practicing social distancing, the office was being cleanedmore often, public access was restricted, and hand hygiene and workspacecleaning procedures were put into place. She noted this was a fast moving situation and that the Municipal Staff weredoing theirbest to adapt to the frequently changing circumstances. -Outstanding Report on Amish Safety Concerns Councillor Widner inquired regarding the status of the recommendations of the Amish Safety Committee. He noted that Staff Reportregarding the Amish Area (signage, lighting, photo radar) had been submitted by the Staff in the Fall, however, no further reports had been provided to the Council since then.The CAO/Clerk advised that the Staff would review the matter and report back to the Council soon. The Director of Fire and Emergency Services advised he has reached out to the Amish Community to ensure they were aware of the COVID19 Coronavirus. He also advised that COVID 19 Coronavirus information has been provided to Mennonite Community Services and the Low German Radio Station. 20-83 -Traffic Concerns on Imperial Road (Clovermead area) Councillor Widner expressed his dissatisfaction with the results of the Imperial Road Traffic Study that had been commissioned by the County of Elgin. Councillor Widner was concerned that the traffic figures may not be representative of a typical day on Imperial Road and suggested that the traffic study be completed on a day that many children were attendingClovermead at the same time. The Deputy Mayor advised that she will follow-upon the matter and ensure that brought forward to the County. -Aylmer Policing Report Councillor Cerna questioned the status of the Aylmer Police Costing Proposal. The CAO advised that consultations with the Ontario Provincial Police, Aylmer Police, the Ministry,and Malahide Staff were in progress. She advised that a review of the proposal was being completed and that she anticipated that a report would be forthcoming to the Council in the next couple of months. -Deferral of Interest/Penalties on Municipal Taxes (COVID19) No. 20-120 Moved by:Rick Cerna Seconded by:Mark Widner THAT, notwithstanding section 5. of By-law No. 20-02, being a by-law to provide for an interim tax levy for the year 2020, the Director of Finance/Treasurer be authorized and directed to defer, until April 30, 2020, the imposition of all new penalties and/or interest on all property tax accounts for non-payment or late payment of taxes; it being noted that such deferral is being taken in response the current COVID-19 Coronavirus pandemic. Carried. BY-LAWS: -By-law No. 20-18Transfer Payment Agreement Municipal Modernization Program No. 20-121 Moved by:Rick Cerna Seconded by:Scott Lewis THAT By-law No. 20-18,being a By-law to authorize the execution of an Agreement with Her Majesty the Queen in right of Ontario as represented by the Minister of Municipal Affairs and Housing for the Transfer Payment Agreement relating to the Municipal Modernization Program, be given first, second and third readings, and be properly signed and sealed. 20-84 Carried. -By-law No. 20-20Roadside Grass Cutting 2020-2022 No. 20-122 Moved by:Rick Cerna Seconded by:Mark Widner THAT By-law No. 20-20,being a By-law to authorize the execution of an Agreement with D & D Commercial Property Maintenance Ltd. for roadside grass cutting for the years 2020-2022, be given first, second and third readings, and be properly signed and sealed. Carried. -By-law No. 20-21Supply and Placement of Road Granulars No. 20-123 Moved by:Mark Widner Seconded by:Scott Lewis THAT By-law No. 20-21,being a By-law to authorize the execution of an Agreement with McKenzie and Henderson Ltd. for supply and placementof road granulars, be given first, second and third readings, and be properly signed and sealed. Carried. -By-law No. 20-22Delegation of Duties during Declared Pandemic No. 20-124 Moved by:Rick Cerna Seconded by:Mark Widner THAT By-law No. 20-22,being a By-law to delegate duties during a declared Pandemic Period, be given first, second and third readings, and be properly signed and sealed. Carried. CLOSED SESSION: No. 20-125 Moved by:Rick Cerna Seconded by:Mark Widner 20-85 THAT Council move into Closed Session at 8:33p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discuss a Labour Relations or Employee Negotiations matter relating to Employee Benefits. Carried. No. 20-126 Moved by:Rick Cerna Seconded by:Mark Widner THAT Council move out of Closed Session and reconvene at 8:33p.m. in order to continue with its deliberations. Carried. The Deputy Mayor advised that during the Closed Session, the Council provided direction to the Municipal Staff regarding a Labour Relations or Employee Negotiations matter relating to Employee Benefits. There is nothing further to report. CONFIRMATORY: No. 20-127 Moved by:Rick Cerna Seconded by:Scott Lewis THAT By-law No. 20-19, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 20-128 Moved by:Scott Lewis Seconded by:Rick Cerna THATtheCounciladjournits meetingat 8:53p.m.to meet again on April 2, 2020, at 7:30 p.m. Carried. _______________________________ Deputy Mayor D. Giguère 20-86 _______________________________ Clerk M. Casavecchia-Somers Report toCouncil REPORT NO.:DCS-20-11 DATE: April 2, 2020 ATTACHMENT:Application of Ryan & Jennifer Meesters,50118 Vienna Line SUBJECT:Minor Variance Review 50118 Vienna Line ______________________________________________________________________ Recommendation: THAT Report No.DCS-20-11entitledceReview 50118 Vienna Line AND THAT, notwithstanding that Section 5.2.1of Zoning By-law No. 18-22states that the minimum interior sideyard depth of 5metres (16.4feet) in the General Agricultural (A1) Zone,the Minor Variance Application ofRyan & Jennifer Meestersrelating to the property located at50118 Vienna Line, to allow relief for the construction of an accessory building on the subject lot which is proposed to havea minimum interior sideyard depth of 1.52 metres (5.0feet), be granted. Background: The purpose of this Report is to provide background information to the Council regarding a minor variance application by Ryan & Jennifer Meestersrelating to the property located at50118 Vienna Line.The Applicants areseeking relief fromthe interior sideyard depth provision in a General Agricultural (A1) Zone as required in the Township of Malahide Zoning By-law No. 18-22. The requested relief is to allow an accessory building to be constructedon the subject property with a rear yard depth of 1.52 metres (5.0feet), where the currentminimum interior sideyard depth required is5 metres (16.4feet). The subject property has a lot area of 1.85 hectares (4.58acres), with a lot frontage of approximately121.7 metres (399feet) along Vienna Line.The property is zoned General Agricultural (A1)and has an Official Plan designation of Agricultural.The property currently has a single detached dwellingon it. The property is surrounded by residential properties and agricultural farming operations. Comments/Analysis: Section 45.1 of the Planning Act Adjustment must be satisfied with when considering an application for a minor variance to the Zoning By- 1.Is the variance minor in nature?A request for a decrease in interior sideyard depth to 1.52 metres(5.0feet)would not be considered detrimental to the use of the property in this case. Assuch, this request would be considered minimal and minor in nature, when compared to similar typestructuresin the area and the size of the lots in the area. 2.Is the variance desirable for the use of the building? The variance request was brought forwardby the Applicantsdue to a need forincreased storage space but with limited placement as a result of the location of the well on the property. The Staff would suggest that the variance would not change or increase the impact of the on the neighboring residential uses and could therefore be 3.Does the variance maintain the general intent and purpose of the Zoning By-law? The intent of the Zoning By-law with respect to minimum setback requirements is to minimize the previously stated, the requested variance is believed to be both minor and - law. 4.Does the variance maintain the general intent and purpose of the Official Plan? The intent of the Official Plan with respect to setback requirementsisto requested variance is believed to be both minor and desirable; andtherefore, in The Municipal Staff have reviewed this minor variance application and are of the opinion Planning Act recommendation that the requested minor variance be granted. Financial Implications to Budget: The full costof the minor varianceprocess is at the expense of the applicant and has no impOperating Budget. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. One of the goals that support this project is th responsible manner that directs growth to appropria Prepared by:Approved by:Approved For Council: Allison Adams,Eugenio DiMeo, Director of Community Services ClerkDevelopment & Community Services NOTICE OF PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE TOWNSHIP OF MALAHIDE TAKE NOTICE that the Township of Malahide has received a complete application for a Minor Variance. APPLICANT: Ryan & Jennifer Meesters, owners of Part Lot16,Concession 3,Township of Malahide. The lands affected by the minor variance are known municipally as 50118 Vienna Line, being situated on the east side of Hacienda Road north of Vienna Line. AND TAKE NOTICE that the Council of the Corporation of the Township of Malahide will hold a public meeting onThursday, April 2, 2020, at 7:30 p.m. in the Malahide Township Council Chambers at the Springfield & Area Community Service Building, 51221 Ron McNeil Line, Springfield to consider a proposed minor variance to Zoning By-Law No. 18-22 under Section 45 of the Planning Act. THE PURPOSE AND EFFECT of this variance is to grant relief from theGeneral Agricultural (A1) Zone and applicable regulations in the Township of Malahide Zoning By-Law No. 18-22, requiring a minimum rear yard depth of 7.5 metres (24.6 ft) (Section 5.2.1).The variance will permit the construction of an accessory building (detached garage) in the easterly portion of the subject lands, situated 1.52 metres (5.0 ft) from the rear lot line. Due to its location adjacent to Hacienda Road and Vienna Line, the subject parcel is deemed to be a corner lot in the Zoning By-law. As such, the shorter lot line abutting Hacienda Road is deemed to be the front lot line and the lot line opposite to it is deemed to be the rear lot line (even though the dwelling faces Vienna Line). The subject lands comprise an area of approximately 1.85 hectares (4.58 ac), afrontage of approximately 121.7 metres (399 ft) on Hacienda Road and a depth and flankage on Vienna Line of approximately 151.4 metres (497 ft). The parcel is occupied by a single detached dwelling. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. IF ANY PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Council of the Corporation of the Township of Malahide before the variance is granted, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Township of Malahide to the Local Planning Appeal Tribunal. If a person or public body does not make oral submission at a public meeting, or make written submissions to the Township of Malahide before the variance is granted, the person or public body may not be added as a party to the hearing of an appeal before the Local Planning Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained at the Township Office. th DATED at the Township of Malahide this 11 day of March, 2020. M. Casavecchia-Somers, CAO/Clerk Township of Malahide, 87 John Street, South, Aylmer, Ontario. N5H 2C3 519-773-5344 Report toCouncil REPORT NO.:DCS-20-12 DATE: April 2, 2020 ATTACHMENT:Application of Johan & Tina Schmitt,11660 Springfield Road SUBJECT:Minor Variance Review 11660 Springfield Road ______________________________________________________________________ Recommendation: THAT Report No.DCS-20-12ceReview 11660 Springfield Road AND THAT, notwithstanding that Section 5.2.1of Zoning By-law No. 18-22states that accessory buildings are not to exceed 120 square metres (1,292 squarefeet) for lands in the Village Residential One (VR1)Zone, the Minor Variance Application ofJohan & Tina Schmittrelating to the property located at11660 Springfield Road, to allow relief for the construction of an accessory building on the subject lot which is proposed to have a total floor area of approximately 167.2 square metres (1,800 squarefeet), be granted. Background: The purpose of this Report is to providebackground information to the Council regarding a minor variance application by Johan & Tina Schmittrelating to the property located at 11660 Springfield Road.The Applicants are seeking relief from the maximum building size of anaccessory building in a Village Residential One (VR1) Zone as required in the Township of Malahide Zoning By-law No. 18-22. The requested relief is to allow a total floor area of 167.2 square metres (1,800squarefeet), where the current maximum floor area allowed is 120square metres. The subject property has a lot area of 4,227square metres, with a lot frontage of approximately 27.3metresalong SpringfieldRoad.The property is zoned VR1(Village Residential One)and has an Official Plan designation of Residential.The property currently has a single detached dwelling and a detached garage. The property is surrounded by residential properties and agricultural farming operations. Comments/Analysis: Section 45.1 of the Planning Act Adjustment must be satisfied with when considering an application for a minor variance to the Zoning By- 1.Is the variance minor in nature?A request for an increase in an accessory building size of 167.2square metres (1,800 squarefeet) for a property of this size would represent 2.3%lot coverage, where30% lotcoverage would be the maximum allowable in this zone. There are a number of similarly sized buildings in the area and this would not be out of place in this part of the Township. As such, this request would be considered minimal and minor in nature, whencompared to similar typestructuresin the area and the size of the lots in the area. 2.Is the variance desirable for the use of the building? The variance request was brought forward by the Applicant due to a need forincreased storage space. The Staff would suggest that the variance would not change or increase the impact of the on the neighboring residential uses and could therefore be interpreted as 3.Does the variance maintain the general intent and purpose of the Zoning By- law?The intent of the Zoning By-law with respect to maximum accessory building size requirements is previously stated, the requested variance is believed to be both minor and desirable; and - law. 4.Does the variance maintain the general intent and purpose of the Official Plan? The intent of the Official Plan with respect to maximum accessory building size requirements isto m previously stated, the requested variance is believed to be both minor and The Municipal Staff have reviewed this minor variance application and are of the opinion Planning Act recommendation that the requested minor variance be granted. Financial Implications to Budget: The full costof the minor varianceprocess is at the expense of the applicant and has no impOperating Budget. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. in a responsible manner that directs growth to appropria Prepared by:Approved by:Approved For Council: Allison Adams,Eugenio DiMeo, Director of Community Services ClerkDevelopment & Community Services NOTICE OF PUBLIC MEETING CONCERNING A PROPOSED MINOR VARIANCE IN THE TOWNSHIP OF MALAHIDE TAKE NOTICE that the Township of Malahide has received a complete application for a proposed Minor Variance. APPLICANT: Johan & Tina Schmitt, owners of Part Lot 21,Concession 9,Township of Malahide. The lands affected by the minor variance are known municipally as 11660 Springfield Road, being situated on theeast side of Springfield Road in the Village of Springfield. AND TAKE NOTICE that the Council of the Corporation of the Township of Malahide will hold a public meeting onThursday, April 2, 2020, at 7:30 p.m. in the Malahide Township Council Chambers at the Springfield & Area Community Service Building, 51221 Ron McNeil Line, Springfield to consider a proposed minor variance to Zoning By-Law No. 18-22 under Section 45 of the Planning Act. THE PURPOSE AND EFFECT of this variance is to grant relief from theVillage Residential One (VR1) Zone and applicable regulations in the Township of Malahide Zoning By-Law No. 18-22, requiring that an accessory building not exceed a maximum floor area of 120 square metres (1,292 sq ft) (Section 6.2.1).The variance will permit the construction of 60 ft) and having a floor area of 167.2 square metres (1,800 sq ft). The subject lands comprise an area of approximately 4,227 square metres (1.0 ac), afrontage of approximately 27.3 metres (90 ft) and a depth of approximately 154.8 metres (508 ft). The parcel is occupied by a single detached dwelling and a detached garage. ANY PERSON may attend the public meeting and/or make a written or verbal representation in support of or in opposition to the proposed amendment. IF ANY PERSON OR PUBLIC BODY does not make oral submissions at a public meeting, or make written submissions to the Council of the Corporation of the Township of Malahide before the variance is granted, the person or public body is not entitled to appeal the decision of the Council of the Corporation of the Township of Malahide to theLocal Planning Appeal Tribunal. If a person or public body does not make oral submission at a public meeting, or make written submissions to the Township of Malahide before the variance is granted, the person or public body may not be added as a party to the hearing of an appeal before the Local Planning Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISH to be notified of the decision of the Committee of Adjustment, you must make a written request to the undersigned. ADDITIONAL INFORMATION relating to the proposed minor variance may be obtained at the Township Office. th DATED at the Township of Malahide this 11 day of March, 2020. M. Casavecchia-Somers, CAO/Clerk Township of Malahide, 87 John Street, South, Aylmer, Ontario. N5H 2C3 519-773-5344 Report toCouncil REPORT NO.:PS-20-17 DATE: March 11, 2020 ATTACHMENT:Tender Summary SUBJECT:Contract Award: 2020 to 2022CenterlinePainting Recommendation: THAT Report No. PS-20-17Contract Award: 2020 to 2022CenterlinePainting received; AND THAT the 2020 to 2022CenterlinePainting contractbe awarded to RanN Maintenance (2228977 Ontario Ltd.), in the amount of $4.29 unit price per literof paint applied; AND THAT the Mayor and Clerk be authorized to enter into an agreement with RanN Maintenance (2228977 Ontario Ltd.),of Guelph, Ontario,for the purpose of completing the 2020 to 2022CenterlinePaintingProgram. Background: In the past, the Township has participated with several other lower tier municipalities to issue amulti-year CenterlinePaintingTender. Since 2014, the Township has participated in a multi- year purchasing co-operative with the Municipality of Central Elgin and the City of St. Thomas to secure a contractorfor CenterlinePainting. The Staff would again recommend that the Township participate in a purchasing co-operative with the Municipality of Central Elgin and the City of St. Thomas. The Municipalityof Central Elginobtained pricingusing a competitive process. The Township procurement policypermits the Township to participate in co-operative purchasing with other government agencies or public authorities where it is in the best interest of the Township to do so. The policies of the government agencies or public authorities calling the co-operative are to be the accepted policyfor that particular tender. Comments/Analysis: The Municipality of Central Elgincalled for tenders to complete their multi-yearCenterlinePainting Program.The tender was awarded to RanN Maintenance (2228977 Ontario Ltd.),of Guelph, Ontario. The unit prices in the Municipality of Central Elgintender are based on per literof paintapplied. The Township of Malahide is responsible for line painting applications on County of Elgin The tender identified a need for 25,300liters of paint required within the Township of Malahide area. This total can be further broken down to approximately 10,000 liters of paint on Township of Malahide roads, and 15,300 liters of paint on County of Elgin roads. The Ontario Traffic Manual Book 11 Specificationswere identified in the tender for road line painting.Based on these specifications, the unit price per liter is $4.29. In comparison, the previous 3-year contract awarded in 2014, included a unit price of $3.30per liter. Financial Implications to Budget: Historical unit pricing for the Centerline Paintingtender are as follows: Centerline Painting:(6yr Average Annual PriceDecrease=0.2%) (3yr Average Annual Price Increase = 30.0%) 201420152016201720182019202020212022 $4.30$4.30$4.30$3.30$3.30$3.30$4.29$4.29$4.29 The 2020Budget includes $68,500for line painting as a SafetyMaintenance item. The Staff estimate the work listed above to cost approximately $42,900per year plus applicable taxes.The County Road line painting expense is included in the Road Maintenance Agreement to be paid for by the County. The Council is reminded that payment for line paintingis based on the actual field measurement of material applied. A multi year contract through the purchasing co-operative will secure the Township a good price and continuity of service. Summary: The Staff recommend awarding the 2020 to 2022Line Painting Contractto RanN Maintenance (2228977 Ontario Ltd.),of Guelph, Ontario; as the selected contractor following the Municipality of Central Elginprocurement process. The project is included in the 2020Budget and therefore the approval of this project will have no impact on the budget as previously adopted by the Council. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the Embody Financial Efficiency throughout DecisionSecuring service providers using a competitive procurement practice and using a purchasing co-operative typifies thisgoal. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland, P.Eng., Roads & Construction Director of Physical ManagerServices 2020-08 Centerline Painting Closing Date: Tuesday, March 3, 2020 Submission Summary VendorCity/ProvinceSubmission NameUnofficial Value or Notes 2228977 Ontario Inc. o/a RanNGuelph, OntarioSubmission 1$241,527.00 Maintenance Provincial Road Markings Inc.Guelph, ONSubmission 1$253,350.00 McGuinness Coatings LtdPort Perry, Ontario (ON)Submission 1$355,300.00 KDN PAVEMENT MARKINGSRockwood, ONTSubmission 1$425,065.00 LT., Witness (Print Name)SignatureDate Witness (Print Name)SignatureDate Witness (Print Name)SignatureDate Report to Council REPORT NO.:CAO-20-06 DATE: April 2, 2020 ATTACHMENT:Risk Evaluation Matrix SUBJECT:COVID-19 Emergency Status Report Recommendation: THAT Report No. CAO-20-06entitledCOVID-19Emergency Status Report received. Background: The Province of Ontario declaredaState of Emergency on March17, 2020 to help contain the spread of COVID-19 and protect the public. Further, the Provinceordered the mandatory closure of all non-essential workplaces effective Tuesday, March24, 2020at 11:59 p.m. This closure is in effectuntil April 13, 2020with the possibility of extending this order as the situation evolves. Comments/Analysis: late on Friday, March 13, 2020 to extend school closurefor two weeks after March Break as a precautionary measure, the Malahide Emergency Control Group (MECG) began to actively monitor the situation and evaluate courses of action. Immediately, effective Monday, March 16, 2020,measures were implementedto safeguard the Staff while continuing to deliver essential services to our residents. Increased hand hygiene and workplace disinfection, as well as social distancing continue to be promoted among all Staff. Public access to municipal buildings (MCP, SDCH,Township Office,and other locations) has been discontinued effective Wednesday, March 18, 2020until further notice. Alocal State of Emergency has been declared effective Saturday,March 21, 2020. These actions weremade in consultation with our local SWPH Medical Officer of Health and have been reported to the Council regularly via email.With regards tothe Staff working arrangements,Dr. Lock has indicated several times that while the impact in other partsof the Province ismore serious, our local situation did not dictate thatall Staff should be working remotely (at home).But rather, local municipalities should ensure the following for their staff:hand hygiene, disinfection, and social distancing. However, in response to concerns expressed by the Staffabout the impact of aperson in the same building as several others falling sick, a proposal to redistribute the Staff to satellite facilities (other municipal buildings) wassuggested and tentatively discussed with the Staff.TheStaffwere agreeable to this added social distancing that would result in minimaldisruption to service delivery and negligible adjustments to work processes and technology. They were also advised to make use of the Township Office outsideDrop Box to submit their concerns or suggestions anonymously, if they so preferred. There have been none received to date, however, the Staff have indicated they are comfortable voicing their concerns, suggestions,and questions during the daily Staff meetings that are being coordinatedby the Department Heads.The Staff indicated astrong preference towards working from home rather than another municipal facility. At the last Municipal Emergency Control Group (MECG) meeting held on Friday, March 27, 2020, themembers indicated that the Provincial Medical Officerof Health to stay home should be followed, notwithstanding local conditions or recommendations. Based on these discussions, the MECGimplemented additional measures effective Monday, March 30, 2020, where the Township Office staffing model further minimizes the number of staff in any municipal buildingat one time. the Staff preferences, job demands,and capacity of technology. This model enhances social distancing andminimizes contact with shared touch points such as door knobs and printers, withamanageable impact on service delivery. The Outside Staff (i.e. the RoadStaff)have already been split between the North and South shops, use separate vehicles, and complete a log book entry in each vehicle identifying that sanitation measures on common surfaces have been taken (handles, steering wheel, etc.), to achieve the same objective. All Staff entering Township facilities complete a questionnaire (every Monday, or the first day of their weekly shift) to ensure the well-being of all individuals. As well, the Staff are required to notify us immediately if theirhealth condition changesduring the week. Financial Implications to Budget: The financial implications of the events unfoldingacross the country and the world are significant and repercussions will be experienced in waves over the coming months and years. Some of the supports announced by the Federal and Provincial Governments are: Loans of up to $400,000 to small and medium sized businesses with zero rate of interest for the first year. 75% wage subsidy to small and medium sized businesses. Canada Emergency Response Benefit (CERB) of $2,000 per month for up to four months for those who lose their income as a result of the COVID 19 pandemic. Extension of tax filing dates and, where taxes are payable, tax payment dates. Significant funding committed towards public health, paramedic services, social services,and emergency assistance. Assessment updates for 2021 are on hold. Assessed values for 2021 will be based on the same valuation date as they are for 2020. Deadlines for submitting Requests for Reconsideration (RfRs) and appeals to the Assessment Review Board (ARB) extended until after the emergency declaration is lifted. The June 30 and September 30 due dates for payment of the Ministry of Education portion of the tax levy havebeen postponed toSeptember 30 and December 30 respectively. The Township of Malahideoperates on a much smaller scale than these entitiesand has to weigh all impacts on the community and extend assistance to its residents. Short term measures 1.As an immediate measure, the imposition of all new penalties and/or interest on all property tax accounts for non-payment or late payment of taxeswas waived by Council until April 30. The resulting loss ofinterest and penalty revenue is not significant.Municipalities across the country have taken similar action. Many of thosewith taxes due in April or May have postponed it by a month or more. 2.Additional personal protective equipment (PPE) has been arranged for our emergency responders to use for medical responses that may bepotential COVID-19 cases. Refresher training and additional messaging about response protocols has been provided to the firefighters. Tillsonburg dispatch has amended its call screeningprocedures to identify such medical calls andadvise our firefighters. Cost of the additional PPE is approximately $1,500.00.If the PPE is not used during this outbreak, it will be held in stock and can be used for any future responses to medical calls.While there is an additional cost for PPE, there will be some payroll savings achieved as non-essential firefighter training has been cancelled and we have imposed a limit on the number of firefighters responding to medical calls. 3.Procedures governing by-law enforcement,Building Code inspections, in-person water/wastewater support services,and in-person drainage services have been amended to incorporate an assessmentand screening tool as well as physical distancing. To date, work in these areas hasessentially continued as before, with no known loss of revenue and only minimal additional expense(gloves, disinfectant wipes). 4. Roads crews are now using separate vehicles even if working at the same site. The cost impact of additional fuel and maintenance is dependent on the period of time for which such arrangements will have to be in place, which is being tracked independently. 5. The cleaning regimen at all Fire Halls,the North and South Shop,the Township Officehas been enhanced.Some Staff will beworking periodically outof the Council Chambers so this building will also require some level of enhanced cleaning. Other locations such as MCP andSDCH are closed to the public, hence, do not need ongoing enhanceddisinfection.Although, because the MCP is being used for Council Meetings, there will be some additional cost twice a month.Additional disinfectant wipes and hand sanitizers have been put in place at the active locations as well. The additional cost of intensified cleaning is estimated at around $100 per week. 6. Alternative methods of service delivery were achieved with essentially no additional cost as a result of the creativity and innovation of the frontline Staff and management. Simple measures such as locking the inside door at the Township Office during business hours rather than the outer door and placing a bin in the foyer has allowed for secure courier pick-up and delivery. Signage to clearly identify the outside mail drop off slot has been helpful along with the idea to provide envelopes in a weather proof box, if needed, for a cheque deposit. The sale of dog licensesand garbage bag tagsare usually conducted in person. These sales werelargely complete before the start of the emergency measures. However, there have beenavery few residents in the last two weeks who visited the office for bag tags, and these were handled courteously by the Staff while maintaining social distancing. Other services such as certification of documents by aCommissioner of Oaths and the issuance of burial permits are also conducted in person.The Clerk and Deputy Clerk are currently the only two individuals eligible to provide bothof these services. However, as theDeputy Treasurer has been appointed previously to act as the Commissioner of Oaths,steps are being taken to also appoint the Deputy Treasurer as a Sub-Registrar for the purposes of issuing burial permits.This additional appointment will facilitate the current remote working arrangements as the Deputy Clerk and the Deputy Treasurer will be working in the office on alternate weeks. 7. The setup for Staff to work alternate weeks from home has been accomplished by using older laptops that are currently owned by the Township or personal laptops made available by Staff for work purposes. Several Staff already have and work regularly from a Township laptop or tablet. The Staff have access to a reliable internet connection to enable them to virtually connectto the Township network. Calls received at the Township Office have been redirected to the appropriate staff membercell phone, using an internet applicationthat works with our Voice over Internet Phone (VoIP)system. It remains to be seen how robustall of the technology and individual as well as collective internet capability will be. If these arrangements are found lackingand the need to work from home continues beyond the first two weeks,the additional costsare estimated as follows: # of StaffEquipmentCost per unit Total Cost (HST excluded) 5(Physical Service Laptops$2,000$10,000 Clerk, Community(5-7 days delivery) Services Clerk and 3 Finance Staff) Additional monitor$175$700 # of StaffEquipmentCost per unit Total Cost (HST excluded) Keyboard and $40$160 mouse Headsets$40$160 SUB TOTAL$11,020 Ifit becomes necessary for theStaff to work exclusively from home and not access theTownship Officeat all,the logistics around delivery, processing,and pick up of drawings, permit applications, lawyers letters, cash, debit and cheque payments will have to developed and costed out. In person tax, building permit,or other queries could be replaced by telephone calls, emails,or FaceTime or videoconferences. Given that the environment is changing day to day, all possibilities are being assessed by the Staff and will be brought forward to the MECG and the Council. Medium Term Measures It is unclear at this point, how long the emergency will last, as well as what the scope and extent of its impact will be. The Staff have made a preliminary assessment of the potential financial and business impacts of the pandemicfor the current calendar year.See attached Risk Evaluation Matrix. Mitigating Measures Since we have minimal ability to reverse the revenue losses, it becomes necessary to manage expenditures in such circumstances. Some potential cost saving measures are: 1.Personnel Costs Short term hiring freeze:Some other municipalities have decided to defer any new hires temporarily until more information is available regarding further impacts to municipal services. Voluntary Time Off:Some other municipalities have provided Staff with the option of taking an unpaid leave of absence, or moving to part time hours, etc. This could potentially assist both the employer and employeeasworkloads become affected due to closures of municipal facilities and/or cancellation of municipal services. Professional Development funds:The current crisis suggests that in person conferences and training sessions will be on hold for a large part of the year. So, some savings may be achieved, although, it is possible that the same training sessions may be offered in a video conference or webinar format, at a potentially lower cost. Personal equipment:A temporary moratorium on additional or replacement computers, cell phones, uniforms or any other equipment that would typically be issued to the Staff is a potential source of cost savings. 2.Capital and otherproject spending Defer capital projects or reduce the scope of capital investments:Deferral of some of the capital spending such as parks projects will reduce the need for cash outflows capital projects can be deferred or eliminateddue to public safety or other legislated requirements.Instead, some of the planned works could be broken into phases and done over acouple of years, rather than this year. Reduce or defer studies: The Township has budgeted for several studies / audits / plan reviews. Some like the Community Benefit Charges are currently awaiting legislation that is now on hold. Deferral or phased-in approach to these expenses mayhelp with cost savings. The Council is respectfully requested to note that eliminating or reducing projects or other activities may have an impact on the level of service delivery. There is also a direct impact on youth, local contractors,small and medium sized businesses. The local government plays a critical role in the life and livelihood of the community and the region. In summary, as a preliminary cost control measure, the Staff suggests that capital projects and studies except road works could beput on holdtemporarily until more information is available: Project/ Activity2020 Budget Lifecycle replacement of computers, servers, network switches$25,000 Lifecycle replacement of MCPball diamondpavilion roof $7,500 Tracey St. Park playground equipment $50,000 Cement Pad for scoreboard by Brewers Association$10,000 Copenhagen park development $5,000 Lifecycle replacement of Tractor$175,000 SUBTOTAL272,500 CBC Study (subject to provincial decision / legislation)$30,000 Road Safety AuditPhase 3$20,000 TOTAL$322,500 This would go towards offsetting the following potential revenue losses: 2020 2020 Net Potential Source of RevenueBudget ReceivedRevenue Loss Tax Penalty and Interest$190,000$40,000$150,000 Bank Interest, Lottery Licences, Tax $63,000$11,800$51,200 Certificates Fire Training, OPC courses and bottle fills$22,500$14,275$8,225 Building Permit Fees, Lot Applications$242,000$38,500$203,500 2020 2020 Net Potential Source of RevenueBudget ReceivedRevenue Loss POA Fines$30,000$6,600$23,400 Ball Diamond Rental & Sponsorship $11,325$0$11,325 Boards(net of grant monies) Concession Booth Revenue$7,000$0$7,000 MCP & SDCH Rental Revenue$44,650$0$44,650 GIS Services$50,000$11,880$38,120 TOTAL$660,475$123,055$537,420 Whether and what the revenue loss will be and whether all the noted projects will need to be put on hold, and whether any other mitigating measures will also be needed, is subject to events in the coming weeks or months. This report is being presented to Council to advise them of the actions taken to date and further action that may be needed. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. gEnsuring that the Council is made aware of potential financial and staffing challenges when dealing with emergency situations works to achieve this goal. Submitted by:Approved for Council: A. Mohile,Director of Finance/Treasurer E. DiMeo, Director of Development & Community Services Chief Administrative Officer / Clerk B. Smith, Director of Fire & Emergency Services M. Sweetland, Director of Physical Services SCALE OF LIKELIHOOD THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-25 Being a By-law toauthorizethe execution of anAgreement with 2228977 Ontario Ltd. (RanN Maintenance) for Centreline Painting on various Municipal Roads. WHEREASSection 5(3) of the Municipal Act, 2001, c. 25, as amended, authorizes a municipality to pass by-laws to exercise its municipal powers; AND WHEREASthe Council of The Corporation of the Township of Malahide is desirous of entering into an Agreement with 2228977 Ontario Ltd. (RanN Maintenance) for Centreline Painting on various municipal roads; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THATthe entering into of an Agreement with 2228977 Ontario Ltd. (RanN Maintenance)for centerline painting on various municipal roadsis hereby approved and authorized. 2.THATthe Deputy Mayorand the Clerkbe and they are hereby authorized and directed to execute on behalf of The Corporation of the Township of Malahide the said Agreementin substantially the same form as that attached hereto as Schedule "A" and forming a part of this By-law. 3.THATthis By-law shall come into force and take effect on the final passing thereof. nd READaFIRSTandSECONDtime this2day of April, 2020. nd READaTHIRDtime and FINALLY PASSEDthis2day of April, 2020. __________________________ Deputy Mayor,D. Giguère __________________________ Clerk, M. Casavecchia-Somers AGREEMENT THIS AGREEMENT made in triplicatethis ______day of _____in the year 2020. B E T W E E N: 2228977 Ontario Ltd.(RanN Maintenance) () Of The First Part and THE CORPORATION OF THE TOWNSHIP OF MALAHIDE(herein called the Township) Of The Second Part WHEREASthe Corporation of the Municipality of Central ElginCentral Elginand the Contractor entered into Contract 2020-08Afor the supply of all labour, equipment and materials tosupply and place Centreline Painting on various roads throughout the Municipality of Central Elgin, Township of Malahide and the City of St. Thomas; AND WHEREASthe Corporation of the Township of Malahide wishes to enter into an agreement for Centreline Painting with the Contractor for quantities identified within the Township of Malahide in Contract 2020-08; AND WHEREASthis Agreement is further to and does not replace or otherwise alter the rights, privileges, obligations, covenants, agreements, promisesand consideration included in Contract 2020-08as betweenthe Contractor and Central Elgin; NOW THEREFORE,in consideration of the amounts as herein stated to be paid by the Township to the Contractor and in consideration of the promisesand other good and valuable consideration and the covenants and agreements hereinafter to be performed, theparties hereto covenant and agree as follows: 1. The Contractor and the Township agree the above recitals are true. 2. This Agreement shall be referred to herein 3. The Contractor 4. The Parties agree to change the Corporation of Contract 2020-08as described in this Agreement to include theAdditional Works. 5. The Contractor hereby agreesto honourand extend all the rights, privileges,and obligations, which are afforded to Central Elginpursuant to the Contract,to the Townshipat the unit prices assubmitted by tender to Central Elgin by the Contractor and accepted by the Contract. 6. The rights, privileges,obligations, covenants, agreements, promises, termsand consideration included in the Contract as between the Contractor and Central Elgin shall apply as between the Contractor and the Township with respect to the works identified for the Township of Malahide.For clarityand where the context requires, wherever Central Elginit shall include the Township only to the extent that it applies to the works identified for the Township of Malahideand except as otherwise stated herein. 7. The Contractor agrees that all specifications, guarantees/warranties, deposits, schedules and other requirements included in the tender documents and inthe Contract apply to the works identified for the Township of Malahide and that all works carried out pursuant to this Agreement shall be provided and carried out in accordance with and pursuant to the Contract. 8. The Parties agree that the Townshipshallnot be responsible for payment of any costs or amounts owed to the Contractor by Central Elginpursuant to the Contract except as payment relates directly to the this Agreement. 9. The Parties further agree that theTownship shallnot be liable or otherwise responsible for any works or other obligations and responsibilities of Central Elgin related directly or indirectly to the supply and placement of Centreline Painting on various roads throughout the Municipality of Central Elgin, Township of Malahide and the City of St. Thomas, except as the works, obligations and responsibilities relate directly to the works identified for the Township of Malahide and this Agreement. 10.The Parties agree that payment for the works identified for the Township of Malahide shall be paid by the Township to the Contractor in accordance with the same payment terms and at the same unit prices tendered and included in the Contract;subject to any additions and deletions as may be properly made under the terms of the Contract. IN WITNESS WHEREOFthe parties have hereunto set their hands and seals and the Corporations havehereunto caused to be affixed theircorporate seal under the hands of the duly authorized officers. SIGNED, SEALED AND DELIVERED)The Corporationof the Township in the presence of) ofMalahide ) ) ________________________ ) )Date of Signature ) )________________________ ) )Date of Signature We have authority to bind the Corporation. )2228977 Ontario Ltd.(RanN Maintenance) ) ) ) __________________________ ) Per: ) Date of Signature ) ) ) ________________________ )Per: ) Date of Signature I/Wehave the authority to bind the Corporation. SCHEDULE A Corporation of the Municipality of Central Elgin Centreline Painting Contract 2020-08 Municipal Freedom of Information and Protection of Privacy Act Owner Contractor's Owner Contractor Contractor OwnerContractor OwnerContractor Contractor Owner ContractorOwner ContractorOwner Contractor Owner Contractor ContractorContractor Contractor Owner's Contractor Contractor Contractor Owner Owner’s Owner Contractor THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-26 Being a By-law toamend section 5. of the Interim Tax Levy By-law No. 20-02 to defer the impositionof all new penalties and intereston property taxes until April 30, 2020. WHEREASSection 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, authorizes a municipality to pass by-laws to exercise its municipal powers; AND WHEREASthe Council of TheCorporation of the Township of Malahide enacted By-law No. 20-02, on January 9, 2020, to provide for an interim tax levy for the year2020 for all property classes; AND WHERASthe Province of Ontario declared a State of Emergency on March 17, 2020 as a result of the COVID-19 Coronavirus pandemicand further ordered the mandatory closure of all non-essential workplaces on March 24, 2020; AND WHEREASthe Council of The Corporation of the Township of Malahide deems it expedient to amend section 5of By-law No. 20-02to defer the imposition of all new penaltiesand intereston property taxes until April 30, 2020; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THAT By-law No. 20-02, and in particular Section 5 thereof, shall be amended by adding Section 5.1 asfollows: 5.1Notwithstanding that set forth in Section 5 above, the Treasurer be directed not to impose any penalties and interest for non-payment or late payment of taxes for the period from April 1, 2020 to and including April 30, 2020. 2.THAT this By-law shall come into force and take effect on the final passing thereof. nd READaFIRSTandSECONDtime this2day of April,2020. nd READaTHIRDtime and FINALLY PASSEDthis2day of April, 2020. __________________________ Deputy Mayor,D.Giguère __________________________ Clerk, M. Casavecchia-Somers THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-24 Being a By-law toadopt, confirm and ratify matters dealt with by resolution of the Township of Malahide. WHEREASSection 5(3) of the Municipal Act, 2001, c. 25, as amended, provides that thepowers of every council are to be exercised by by-law; AND WHEREASin many cases, action which is taken or authorized to be taken by the Township of Malahidedoes not lend itself to the passage of an individual by-law; AND WHEREASit is deemed expedient that the proceedings of the Council of the Township of Malahideat this meeting be confirmed and adopted by by-law; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THAT the actions of the Council of the Township of Malahide,at itsspecial meeting and itsregular meeting both held on April 2,2020,in respect of each motion, resolution and other action taken by the Council of the Township of Malahideat such meetingis, except where the prior approval of the Ontario Municipal Board or other authority is required by law, ishereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this By-law. 2.THAT the Mayorand the appropriate officials of the Township of Malahideare hereby authorized and directed to do all things necessary to give effect to the action of the Council of the Township of Malahidereferred to in the proceeding section. 3.THATthe Mayorand the Clerk are hereby authorized and directed to execute all documents necessary in that behalf and to affix thereto the corporate seal of the Township of Malahide. 4.THAT this By-law shall come into force and take effect upon the final passing thereof. nd READaFIRSTandSECONDtime this2day of April, 2020. nd READaTHIRDtime and FINALLY PASSEDthis2day of April, 2020. __________________________ Deputy Mayor, D. Giguère __________________________ Clerk, M. Casavecchia-Somers