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Regular Council Agenda - 2020/05/07 The Corporation of the Township of Malahide A G E N D A May 7, 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 electronically via videoconference.** (A) Disclosure of Pecuniary Interest (B) Approval of Previous Minutes RES 1 (Pages 8 - 14) (C) Presentations/Delegations/Petitions (i) Meeting to Consider property at Part Lot 15, Concession 4, Geographic Township of Malahide. RES 2 - 4 (Pages 15 - 16) (ii) Meeting to Consider Hansebout Drain Extension 2020 relating to property at Part Lot 29 to 32, Concessions 1 to 3, Geographic Township of Malahide. RES 5 - 7 (Pages 17 - 18) (D) Reports of Departments (i) Director of Fire & Emergency Services (ii) Director of Physical Services - Consulting Services: 2020 Bridge and Culvert Inspections. RES 8 (Pages 19 - 30) - Tender Results: 2020 Bridge Washing. RES 9 (Pages 31 -33) - Tender Results - 2020 Processed Aggregates. RES 10 (Pages 34 - 39) - APAM SCADA Central Server Replacement and Hardware and Software System Upgrades. RES 11 (Pages 40 - 54) (iii) Director of Development & Community Services - Municipal By-law Enforcement Service Agreement. RES 12 (Pages 55 - 59) (iv) Director of Financial Services/Treasurer - COVID-19 Impact on Budget 2020. RES 13 (Pages 60 - 74) (v) CAO/Clerk (E) Reports of Committees/Outside Boards (F) Correspondence RES 14 1. Association of Municipalities of Ontario - Watch File dated April 16, 23, and 30, 2020. (Pages C3 - 12) 2. Township of North Dumfries Resolution supporting the County of Haliburton request to the Minister of Tourism, Culture, and Sport and the Minister of Transportation to reconsider or phase in fee increases for tourism oriented destination signage. (Malahide supported a similar resolution on March 5, 2020). (Pages C13 - 14) 3. Township of North Dumfries Resolution supporting the Town of Grimsby request to the Ontario Energy Board to suspend time-of-use electricity billing to support lower electricity bills until the COVID-19 outbreak has been contained. (Pages C15 - 16) 4. Township of Perth South and Township of North Stormont Resolution supporting the Municipality of West Nipissing, Village of Merrickville- Wolford and County of Norfolk requesting a review of the Ministry of a requirement to provide supporting evidence to impacted municipalities when designating Provincially Significant Wetlands within their boundaries. (Malahide supported a similar resolution on March 19, 2020). (Pages C17 - 24) 5. Township of Mapleton - Resolution requesting the Province to review the Farm Property Class Tax Rate Program in light of Economic Competitiveness concerns between Rural and Urban Municipalities erty (Pages C25 - 35) 6. District Municipality of Muskoka and Town of Gravenhurst Resolution requesting Province to add Community Gardens, Garden Centres, and Nurseries as essential services during the COVID-19 Pandemic. (Pages 36 - 37) 7. Township of Armour Resolution supporting the need to make substantial investments in high speed internet connectivity in rural areas. (Pages 38 -40) 8. City of Hamilton Resolution requesting the Province to regulate and enforce odour and lighting nuisances relating to cultivation of cannabis plants. (Pages 41 - 42) 9. Municipal Property Assessment Corporation (MPAC) 2019 Annual Report. (Click on link on MPAC Correspondence to review report.) (Page 43) (G) Other Business (i) Elgin County Ontario Provincial Police 2019 Year-end Report. RES 15 (Pages 75 - 96) (H) By-laws (i) By-law No. 20-32 Authorize Agreement with MEDA Engineering and Technical Services for the provision of bridge and culvert inspection services. RES16 (Page 97) (ii) By-law No. 20-31 Authorize Agreement MEU Consulting for the provision of by-law enforcement services. RES 17 (Pages 98 - 105) (I) Closed Session RES 18 and 19 (i) A proposed or pending Acquisition or Disposition of Land by the Municipality or Local Board related to property on Imperial Road. (J) Confirmatory By-law RES 20 (Page 106) (K) Adjournment RES 21 **VIDEOCONFERENCE 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 May 7, 2020 will be via videoconference only. Please note that, at this time, there is not an option for the public to call in to this meeting. However, we will be livestreaming the Council Meeting via YouTube. Please click the link below to watch the Council Meeting. https://youtu.be/s9vD0qH_v6E 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 April 16, 2020 be adopted as printed and circulated. 2.Branch D, as prepared by Spriet Associates and dated April 1, 2020, be accepted; AND THAT By-law No. 20-29,being a by-law to provide for the Taylor Drain Branch D drainage works,be read a first and second time and provisionally adopted. 3.THAT the Court of Revision for the TaylorDrainBranch Dbe scheduled to be held on June 4, 2020at 7:30 p.m. 4.THAT the tendersfor the construction of the TaylorDrain Branch Dbe requested for May 29, 2020at 11:00 a.m. 5.Hansebout DrainExtension 2020, as prepared by Spriet Associates and dated January 29, 2020, be accepted; AND THATBy-law No. 20-30,being a by-law to provide for the Hansebout Drain Extension 2020 drainage works,be read a first and second time and provisionally adopted. 6.THAT the Court of Revision for the HanseboutDrainExtension 2020 be scheduled to be held on June 4, 2020at 7:30 p.m. 7.THAT the tenders for the construction of the Hansebout DrainExtension 2020 be requested for May 29, 2020at 11:00 a.m. 8.THAT Report No. PS-20- and AND THAT the 2020 Bridge and Culvert Inspection work be awarded to MEDA Limited, of Windsor, Ontario, to provide inspection services to the Township, in the amount of $8,880.22 (inclusive of HST), being the upset limit tocomplete the work; AND THAT the Mayor and Clerk be authorized to enter into an agreement with MEDAEngineering and Technical ServicesLimited, of Windsor, Ontario, for the purpose of completing the 2020 Bridge and Culvert Inspection work. 9.THAT Report PS-20- be received; AND THAT the 2020 Bridge Washing Contract be awarded to Norbrook Contracting Ltd., of Caledon, Ontario, in the amount of $7,051.00 (plus applicable taxes). 10.THAT ReportNo. PS-20-22-2020 Processed 11.THAT Report No. PS-20- AND THAT the Township of Malahide does hereby authorize the Single Source acquisition of the APAM SCADA Central Server Replacement and Hardware and Software Upgrades from Summa Engineering Ltd.; AND THAT the Township of Malahide does hereby accept the quote received from Summa Engineering Ltd., in the amount $88,928.00 (excluding applicable taxes), for the Central Server replacement and hardware and software upgrades of the existing SCADA System; AND THAT the Township of Malahide does hereby approve the Malahide cost, in the amount of $9,879.90 (excluding applicable taxes), for the APAM SCADA Central Server Replacement and Hardware and Software System Upgrades; AND THAT the Township of Malahide does hereby approve the Malahide the amount of $9,879.90 (excluding applicable taxes), for the APAM SCADA Central Server Replacement and Hardware and Software System Upgrades; AND THAT, the Mayor and Clerk, on behalf of the Township of Malahide, the Port Burwell Area Secondary Water Supply System (PBASWSS) Joint Board of Management, and the Aylmer Area Secondary Water Supply System (AASWSS) Joint Board of Management, be authorized as the Administering Municipality to sign and enter into an agreement with Summa Engineering Ltd., on behalf of the PNASWSS and the AASWSS Joint Boards of Management. 12.THAT Report No. DCS-20--law Enforcement AND THAT the Municipal Staff be authorized and directed to enter into a 3 year service agreement extension for by-law enforcement services with MEU Consulting, as outlined in this Report 13.THAT Report No. FIN-20-- be received; AND THAT the waiver of interest, penalty, or other late payment charges on property taxes as well as water and sewer billings be continued until September 15, 2020; AND THAT the Municipal Staff be directed to defer remaining non-critical capital projects until September 15, 2020 by which time more information will be available related to the pandemic. 14.THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated April 16, 23, and 30, 2020. 2.Township of North Dumfries Resolution supporting the County of Haliburton request to the Minister of Tourism, Culture, and Sport and the Minister of Transportation to reconsider or phase in fee increases for tourism oriented destination signage. (Malahide supported a similar resolution on March 5, 2020). 3.Township of North Dumfries Resolution supporting the Town of Grimsby request to the Ontario Energy Board to suspend time-of-use electricity billing to support lower electricity bills until the COVID-19 outbreak has been contained. 4.Township of Perth South and Township of North Stormont Resolution supporting the Municipality of West Nipissing, Village of Merrickville- Wolford and County of Norfolk requesting a review of the Ministry of Natural Res a requirement to provide supporting evidence to impacted municipalities when designating Provincially Significant Wetlands within their boundaries. (Malahide supported a similar resolution on March19, 2020). 5.Township of Mapleton -Resolution requesting the Province to review the Farm Property Class Tax Rate Program in light of Economic Competitiveness concerns between Rural and Urban Municipalities together with County of Wellington Committee Rep . 6.District Municipality of Muskoka and Town of Gravenhurst Resolution requesting Province to add Community Gardens, Garden Centres, and Nurseries as essential services during the COVID-19 Pandemic. 7.Township of Armour Resolution supporting the need to make substantial investments in high speed internet connectivity in rural areas. 8.City of Hamilton Resolution requesting the Province to regulate and enforce odourand lighting nuisances relating to cultivation of cannabis plants. 9.Municipal Property Assessment Corporation (MPAC) 2019 Annual Report. (Click on link on MPAC Correspondence to review report.) 15.THAT the Elgin County Ontario Provincial Police 2019Year-end Report be received. 16.THAT By-law No. 20-32,being a By-law to authorize an agreement with MEDA Engineering and Technical Services for the provision of bridge and culvert inspection services, be given first, second and third readings, and beproperly signed and sealed. 17.THAT By-law No. 20-31,being a By-law to authorize and agreement with MEU Consulting to provide services for the enforcement of by-laws and provincial offenses, be given first, second and third readings, and be properly signed and sealed. 18.THAT Council move into Closed Session at _________p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discuss a pending Acquisition or Disposition of Land by the Municipality or Local Board relating to property on Imperial Road. 19.THAT Council move out of Closed Session and reconvene at ________ p.m. in order to continue with its deliberations. 20.THAT By-law No. 20-28,being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. 21.THATtheCounciladjournits meetingat _______ p.m.to meet again on May 21, 2020, at 7:30 p.m. 20-94 The Corporation of the Township of Malahide April 16, 2020 7:30 p.m. ________________________________________________________________ The Malahide TownshipCouncil met via video conference. The Manager of Information Technology and the Deputy Clerk were present in the Council Chambers located in the Springfield & Area Community Service Building, at 51221 Ron McNeil Line, Springfield. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Mayor and other Members of Council participated remotely. The following members were present: Council via Video Conference: Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor R. Cerna, Councillor C. Glinksi, Councillor S. Lewis, Councillor M. Moore,and Councillor M. Widner. Staff present in Council Chamber:Manager of Information Technology C. Coxen and Deputy Clerk D. Wilson. Staff via Video Conference:Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire and Emergency Services B. Smith, Director of Development and Community Services E. DiMeo, Director of Physical Services M. Sweetland, Director of Financial Services A. Mohile,. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:30 p.m. DISCLOSURE OF PECUNIARYINTERESTandthe General Nature thereof: Mayor Mennill disclosed a pecuniary interest with respect to the following: (i)Council Agenda ItemE (ii) regarding North VanWychenDrain Unauthorized Cleanout. The nature of the conflict being that he is an assessed landowner on the drain. Councillor Glinski disclosed a pecuniary interest with respect to the following: (ii)Council Agenda Item E (ii) regarding North VanWychen Drain Unauthorized Cleanout. 20-95 The nature of the conflict being that he is an assessed landowner on the drain. MINUTES: No. 20-149 Moved by:Max Moore Seconded by:Rick Cerna THAT the minutes of the regular meeting of the Councilheld on April 2, 2020 be adopted as printed and circulated. Carried. No. 20-150 Moved by:Dominique Giguère Seconded by:Mark Widner THAT the minutes of the special meeting of the Council held on April 2, 2020 be adopted as printed and circulated. Carried. PRESENTATIONS/DELEGATIONS/PETITIONS: President Todd MacDonald, Project ManagerTony Quirk, and Senior Associate John Prno, of Performance Concepts Consulting, appeared before the Council via video conference to provide proposed work plan refinements for the Service Delivery and Organizational Review Project. Mr. MacDonald advised that the progress completed to date included:the project kickoff and transition to anon-line delivery model, data/information transfer, interviews with Township Senior Management Team andother selected Staff, and a Malahide drive-through by Performance Concepts to put eyes on the community as well as Township facilities and assets. Mr. MacDonald advised that the refinements for the Service Delivery and Organization Review Project would include deep dives into shared services with other Elgin municipalities, organization re-design, recreation service model rationalization, stakeholder engagement,and implementation roadmap and ongoing support. In response to an inquiry from the Council, Mr. MacDonald confirmed that if the Provincial grant will not fund the implementation roadmap and ongoing support phase, the project would be modified accordingly in order that the entire project would be able to be funded by the approved grant. 20-96 No. 20-151 Moved by:Dominique Giguère Seconded by:Rick Cerna THATthe presentation received from Todd MacDonald, President of Performance Concepts Consulting, regarding proposed work plan refinements for the Service Delivery & Organizational Review Project, be received. Carried. REPORTS: Director of Fire and Emergency Services -Emergency Services Activity Report March No. 20-152 Moved by:Max Moore Seconded by:Chester Glinski THAT Report No. F20-Emergency Services Activity Report March Carried. Director of Physical Services Mayor Mennill declared a conflict of interest with respect to Council Agenda Item (E) (ii)relating to the North VanWychen Drain Unauthorized Cleanout,vacated the Chair, retired from the meeting,and abstained from all discussions and voting on the matter. Councillor Glinski declared a conflict of interest with respect to Council Agenda Item (E) (ii)relating to the North VanWychen Drain Unauthorized Cleanout, retired from the meeting and abstained from all discussions and voting on the matter. Deputy Mayor Dominique Giguère assumed the Chair. -North Van Wychen Drain Unauthorized Cleanout No. 20-153 Moved by:Max Moore Seconded by:Mark Widner 20-97 THAT Report No. PS-20-- AND THAT the Director of Physical Services or his designate be authorized to engage the services of a qualified contractor to undertake the necessary repairs to restore the North Van Wychen and Barrington Drains. Carried. Mayor Mennill and Councillor Glinski resumed their seats in the videoconference and Mayor Mennill resumed the Chair. Director of Financial Services -Asset Report Card -2019 No. 20-154 Moved by:Rick Cerna Seconded by:Scott Lewis THAT Report No. FIN 20-Asset Report Card -2019 Carried. -Annual Investment Report No. 20-155 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT Report No. FIN 20- received. Carried. -2019 Development Charges No. 20-156 Movedby:Scott Lewis Seconded by:Max Moore THAT Report No. FIN 20- received. Carried. 20-98 -Revised Proposal for Service Delivery Review Deputy Mayor Giguère advised that she was in favour of the proposed enhancements to the project subject to receiving written confirmation from the Ministry that the enhancements would all be covered by the grant. She suggested the contract with Performance Concepts Consulting Inc. include a clause indicating that the project refinements beapproved conditional upon 100% funding coverage by the Ministry. She also suggested that the consultants be requested to review the Aylmer Policing proposal as a component to the Service Delivery Review if the enhancements were approved by the Ministry. No. 20-157 Moved by:Mark Widner Seconded by:Dominique Giguère THAT Report No. FIN 20- AND THAT the enhanced scope for the Service Delivery & Organizational Review Project, as submitted by Performance Concepts Consulting, be approved; AND THAT the contract to complete the enhanced scope for the Service Delivery & Organizational Review Project be awarded to Performance Concepts Consulting, at a cost of $119,000 (excluding HST);SUBJECT TO written confirmation being received from the Ministry that all project refinements will be eligible for funding under the terms of the Municipal Modernization Program. Carried. CORRESPONDENCE: No. 20-158 Moved by:Mark Widner Seconded by:Chester Glinski THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated April 2 and April 9, 2020. 2.Town of Midland Resolution to request Federal funds to municipalities to waive property taxes for the year 2020 providing help to alleviate financial suffering from COVID 19 pandemic. 20-99 3.Municipality of Grey Highlands Resolution supporting the Township of Greater Madawaska in calling for electronic delegations for small and rural municipalities. 4.Canadian National Railway (CN) Notice regarding discontinuance of Cayuga Line. 5.Stewardship Ontario Confirmation of Termination regarding Wind-up of Municipal Hazardous or Special Waste program. 6.Ministry of Agriculture, Food and Rural Affairs Notice that the Line Fences Act has transitioned from the Ministry of Municipal Affairs and Housing to the Ontario Ministry of Agriculture, Food and Rural Affairs. 7.Elgin County Land Division Committee Notice that appeal period has expired and no appeals were received for the following: -Severance Application E87/19 Nilholm Holsteins Ltd. relating to property at Part Lot 3, Concession 11. -Severance Application E94/19 Solagrace Enterprises Inc. relating to property at Part Lot 88, Concession STR. Carried. CONFIRMATORY: No. 20-159 Moved by:Max Moore Seconded by:Rick Cerna THAT By-law No. 20-27, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 20-160 Moved by:Chester Glinski Seconded by:Mark Widner THATtheCounciladjournits meetingat 8:30p.m.to meet again on May 7, 2020, at 7:30 p.m. Carried. 20-100 ___________________________________ Mayor D. Mennill ___________________________________ Clerk M. Casavecchia-Somers DRAINAGE BY-LAW NO.20-29 Drainage Act, R. S.O. 1990, c. D17 Reg. 300/81, s.1, Form 6 Being a By-law to provide for a drainage works on the Taylor Drain D in the Township of Malahide, in the County of Elgin *********** WHEREASthe requisite number of owners have petitioned the Council of the Township of Malahide in the County of Elgin in accordance with the provisions of the Drainage Act, requesting that the following lands and roads may be drained by a drainage works. Pt Lot15 Concession4 In the Township of Malahide AND WHEREASthe Council for the Township of Malahide has procured a report made by Spriet AssociatesEngineers& Architects and the report is attached hereto and forms part of this by-law. AND WHEREASthe estimated total cost of constructing the drainage works is $26,300.00. ANDWHEREAS$26,300.00 is the amount to be contributed by the municipality for construction of the drainage works. AND WHEREAS$26,300.00 is being assessed in the Township of Malahide in the County of Elgin. AND WHEREASthe council is of the opinion that the drainage of the area is desirable. NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF MALAHIDE UNDER THE DRAINAGE ACT ENACTS AS FOLLOWS: 1.The report datedApril1, 2020, and attached hereto is hereby adopted and the drainage works as therein indicated and set forth is hereby authorized, and shallbe completed in accordance therewith. 2. (a)The Corporation of the Township of Malahidemay borrow on the credit of the Corporation the amount of $26,300.00 being the amount necessary for construction of the drainage works. (b)The Corporation may issue debentures for the amount borrowed less the total amount of, i.Grants received under section 85 of the Act; ii.Commuted payments made in respect of lands and roads assessed within the municipality; iii.Moneys paid under subsection 61(3) of the Act; and iv.Moneys assessed in and payable by another municipality, (c)And such debentures shall be made payable within five years from the date of the debenture and shall bear interest at a ratenot higher than the rate charged by The Ontario Municipal Improvement Corporation on the date of sale of such debentures. 3.A special equal amount rate sufficient to redeem the principal and interest on the debentures shall be levied upon the lands and roads as west forth in the Schedule to be collected in the same manner and at the same time as other taxes are collected in each year for five years after the passing of this by-law. 4.All assessmentsof $500.00 or less are payable in the first year in which the assessment is imposed. 5.This By-law comes into force on the passing thereof and may be cited asTaylor DrainD. READ AFIRST ANDSECOND TIME THIS 7thday ofMay, 2020. __________________________________________________________ MayorClerk READ A THIRD TIME AND FINALLY PASSED THIS18thday ofJune, 2020. ____________________________________________________________ MayorClerk DRAINAGE BY-LAW NO.20-30 Drainage Act, R. S.O. 1990, c. D17 Reg. 300/81, s.1, Form 6 Being a By-law to provide for a drainage works on the Hansebout Drain Extension in the Township of Malahide, in the County of Elgin *********** WHEREASthe requisite number of owners have petitioned the Council of the Township of Malahide in the County of Elgin in accordance with the provisions of the Drainage Act, requesting that the following lands and roads may be drained by a drainage works. Pt Lots 29 to 32 Concessions 1 to 3 In the Township of Malahide AND WHEREASthe Council for the Township of Malahide has procured a report made by Spriet AssociatesEngineers& Architects and the report is attached hereto and forms part of this by-law. AND WHEREASthe estimated total cost of constructing the drainage works is $38,800.00. ANDWHEREAS$38,800.00 is the amount to be contributed by the municipality for construction of the drainage works. AND WHEREAS$38,800.00 is being assessed in the Township of Malahide in the County of Elgin. AND WHEREASthe council is of the opinion that the drainage of the area is desirable. NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF MALAHIDE UNDER THE DRAINAGE ACT ENACTS AS FOLLOWS: 1.The report datedJanuary 29, 2020, and attached hereto is hereby adopted and the drainage works as therein indicated and set forth is hereby authorized, and shallbe completed in accordance therewith. 2. (a)The Corporation of the Township of Malahidemay borrow on the credit of the Corporation the amount of $38,800.00 being the amount necessary for construction of the drainage works. (b)The Corporation may issue debentures for the amount borrowed less the total amount of, i.Grants received under section 85 of the Act; ii.Commuted payments made in respect of lands and roads assessed within the municipality; iii.Moneys paid under subsection 61(3) of the Act; and iv.Moneys assessed in and payable by another municipality, (c)And such debentures shall be made payable within five years from the date of the debenture and shall bear interest at a rate not higher than the rate charged by The Ontario Municipal Improvement Corporation on the date of sale of such debentures. 3.A special equal amount rate sufficient to redeem the principal and interest on the debentures shall be levied upon the lands and roads as west forth in the Schedule to be collected in the same manner and at the same time as other taxes are collected in each year for five years after the passing of this by-law. 4.All assessmentsof $500.00 or less are payable in the first year in which the assessment is imposed. 5.This By-law comes into force on the passing thereof and may be cited asHansebout Drain Extension. READ AFIRST ANDSECOND TIME THIS 7thday ofMay, 2020. __________________________________________________________ MayorClerk READ A THIRD TIME AND FINALLY PASSED THIS18thday ofJune, 2020. ____________________________________________________________ MayorClerk Report toCouncil REPORT NO.:PS-20-19 DATE: April 8, 2020 ATTACHMENT:MEA Agreement SUBJECT:Consulting Services: 2020Bridge and Culvert Inspection Recommendation: THAT Report No. PS-20-19Consulting Services: 2020Bridge and Culvert Inspection AND THAT the 2020Bridge and Culvert Inspectionwork be awarded to MEDA Limited,of Windsor, Ontario, to provide inspection services to the Township, in theamount of $8,880.22(inclusive of HST),being the upset limit to complete the work; AND THAT the Mayor and Clerk be authorized to enter into an agreement with MEDA Limited,of Windsor, Ontario,for the purpose of completing the 2020 Bridge and Culvert Inspectionwork. Background: As the Council is aware, the Public Transportation and Highway Improvement Act, Ontario Regulation 104/97, as amended by O. Reg. 472/10, requires that all bridges be inspected every two years. The regulation states: The structural integrity, safety and condition of every bridge shall bedetermined through the performance of at least one inspection in every second calendar year under the direction of a professional engineer and inaccordance with the Ontario Structure Inspection Manual. and culvert inspection was completed in 2018.The work was contracted to MEDA Limited, of Windsor, Ontario, and was completed in the Fall of 2018.The total cost to undertake the 2018inspection was $8,880.22(inclusive of HST). Comments/Analysis: The Municipal Staff were again pleased with the 2018Bridge and Culvert Inspection Report presented by MEDA Limited.The report was thorough, well detailed,and included multiple photos of each structure. The reports and recommendations were concise and well prepared. To that end,the Staff contacted MEDA Limitedto request an estimate to complete the 2020inspections. Once again, MEDA is proposing to undertake the work at a cost $8,880.22 (inclusive of HST). It should be noted that this is the same cost that MEDA Limitedinvoiced the Township for the work done in 2018.Given the high level of service providedby MEDA Limitedin 2018,the Staff feelthat this is excellent value. The Staff would therefore recommend that theCouncil retain the consulting services of MEDA Limited to complete the 2020Bridge and Culvert Inspection and authorize the Mayor and Clerk to enter into an agreement with MEDA Limited to complete the work. Financial Implications to Budget: There is sufficient funding included in the 2020Budget for the project/program. Thus, approval of this project will have no impact on the budget as previously adopted by the Council. Summary: The Township contacted MEDA Limited,of Windsor,Ontario,to request an estimate for the bi-annual Bridge and Culvert Inspection work which is required by statute. MEDA Limitedsubmitted an estimate of $8,880.22(inclusive of HST). This was the same amount that MEDA Limitedinvoiced the Township for the 2018inspections.The Staff were very pleased with the 2018Bridgeand Culvert Inspection Report provided by MEDA Limitedand are satisfied that they can perform the duties required once again. The Staff would recommend retaining MEDA Limitedto perform the 2020Bridge and Culvert Inspection. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ACSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the equitably borne by current and future ratepayers. Submitted by:Approved by:Approved for Council: Bob Lopez,Matt Sweetland, P.Eng., Engineering TechnologistDirector of Physical Services Drainage Superintendent APPENDIX C AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES MEMORANDUM OF AGREEMENT dated the day of in the year 2020 -BETWEEN- THE TOWNSHIP OF MALAHIDE Hereinafter called the 'Township' THE PARTY OF THE FIRST PART -AND- MEDA Engineering and Technical Services Hereinafter called the 'Consultant' THE PARTY OF THE SECOND PART WHEREAS the Township intends to engage the services of a professional consultant to undertake bridge assessments to meet its legislative responsibility for ensuring structural integrity of the Township owned bridges and culverts. Additionally the information collected during the assessment will form the basis of a structural report prepared for the Township. The consultant will be responsible to provide the Township with a proposed capital and maintenance schedule identify time of need for major deficiencies. The Consultant will be r requirements of the Municipal Bridge Data Collection Program; all as identified in the Hereinafter called the 'Project' and has requested the Consultant to furnish professional services in connection therewith; and whereas the consultant has offered to provide such services as per the Proposal dated March 25, 2020. NOW THEREFORE WITNESSETHthat in consideration of the covenants contained herein, the Township and the Consultant mutually agree as follows: ARTICLE 1 -GENERAL CONDITIONS 1.01Retainer The Township hereby retains the services of the Consultant in connection with the Project and the Consultant hereby agrees to provide the services described herein under the general direction and control of the Township. In this Agreement the word Consultant shall mean professionals and other specialists engaged by the Township directly and whose names are party to this Agreement. 1.02Services The services to be provided by the Consultant and by the Township for the Project are set forth in Article 2 and such services as changed, altered or added to under Section 1.08 are hereinafter called the 'Services'. 1.03Compensation The Township shall pay the Consultant in accordance with the provisions set forth in Article 3. For purposes of this agreement, the basis of payment shall be as specified in Article 3.2.1. 1.04Staff and Methods The Consultant shall perform the services under this agreement with that degree of care, skill and diligence normally provided in the performance of such services as contemplated by the agreement at the time such services are rendered and as required by the Professional Engineers Act (RSO 1990, Chapter P. 28) and regulations therein. The Consultant shall employ only competent staff who will be under the supervision of a senior member of the Consultant's staff. 1.05Drawings and Documents Subject to Section 3.2.4 of Article 3, drawings and documents orcopies thereof required for the Project shall be exchanged between the parties on a reciprocal basis. Documents prepared by the Consultant for the Township, including record drawings, may be used by the Township, for the Project herein described. 1.06Intellectual Property All concepts, products or processes produced by or resulting from the Services rendered by the Consultant in connection with the Project, or which are otherwise developed or first reduced to practice by the Consultant in the performance of his Services, and which are patentable, capable of trademark, shall be considered as Intellectual Property and remain the property of the Consultant. The Township shall have permanent non-exclusive royalty-free license to use any concept, product or process, which is patentable, capable of trademark or otherwise produced by or resulting from the Services rendered by the Consultant in connection with theProject and for no other purpose or project other than those purposes or projects in direct relation to this project. 1.07Records and Audit (a)In order to provide data for the calculation of fees on a time basis, the Consultant shall keep a detailed record of the hours worked by staff employed for the Project. (b)The Township may inspect timesheets and record of expenses and disbursements of the Consultant during regular office hours with respect to any item which the Township is required to pay on a time scale or disbursement basis as a result of this Agreement. (c)The Consultant, when requested by the Township, shall provide copies of receipts with respect to any disbursement for which the Consultant claims payment under this Agreement. 1.08Changes and Alterations and Additional Services With the consent of the Consultant the Township may in writing at any time after the execution of the Agreement or the commencement of the Services delete, extend, increase, vary or otherwise alter the Services forming the subject of the Agreement, and if such action by the Township necessitates additional staff or services, the Consultant shall be paid in accordance with Section 3.2.1 for such additional staff employed directly thereon, together with such expenses and disbursements as allowed under Section 3.2.2 In the event that the Township delays the project then the consultant shall have the right to renegotiate the agreement. 1.09Suspension or Termination Either party may at any time by notice in writing to the other party, suspend or terminate the Services or any portion thereof at any stage of the project. Upon receipt of such written notice, the Consultant shall perform no further Services other than those reasonably necessary to close out his Services. In such an event, the Consultant shall be entitled to payment in accordance with Section 3.2 for any of the Consultant's staff employed directly thereon together with such expenses and disbursements allowed under Section 3.2. If the Consultant is practicing as an individual and dies before his Services have been completed, this Agreement shall terminate as of the date of his death, and the Township shall pay for the Services rendered and disbursements incurred by the Consultant to the date of such termination. In the event the services or any portion of services are suspended or terminates, all material produced by the consultant for the project shall become the property of the Township. 1.10Indemnification The Consultant shall indemnify and save harmless the Township from and against all claims, actions, losses, expenses, costs or damages of every nature and kind whatsoever which the Township, his employees, officers or agents may suffer, to the extent the Consultant is legally liable as a result of the negligent acts of the Consultant, his employees, officers or agents in the performance of this Agreement. 1.11Insurance The Township will accept the insurance coverage amount specified in this clause section (a) as the aggregate limit of liability of the Consultant and its employees for a)Comprehensive General Liability and Automobile Insurance The Insurance Coverage shall be two million dollars ($2,000,000.00) per occurrence and in the aggregate for generalliability and $ two million dollars ($2,000,000.00) for automobile insurance. When requested, the Consultant shall provide the Township with proof of Comprehensive General Liability and Automobile Insurance (Inclusive Limits) for both owned and non-owned vehicles. b)Professional Liability Insurance The Insurance Coverage shall be in the amount of five million dollars ($5,000,000.00) per claim and in the aggregate. When requested, the Consultant shall provide to the Township proof of Professional Liability Insurance carried by the Consultant, and in accordance with the Professional Engineers Act (RSO 1990, Chapter P. 28) and regulations therein. c)Change in Coverage If the Township requests to have the amount of coverage increased or to obtainother special insurance for this Project then the Consultant shall endeavour forthwith to obtain such increased or special insurance at the Township's expense as a disbursement allowed under Section 3.2. It is understood and agreed that the coverage provided by these policies will not be changed or amended in any way nor cancelled by the Consultant until thirty (30) days after written notice of such change or cancellations has been personally delivered to the Township. 1.12Contracting for Construction Neither the Consultant nor any person, firm or corporation associated or affiliated with or subsidiary to the Consultant shall tender for the construction of the Project, or have an interest either directly or indirectly in the construction of the Project. 1.13Assignment Neither party may assign this Agreement without the prior consent in writing of the other. 1.14Previous Agreements This Agreement supersedes all previous agreements, arrangements or understandings between the parties whether written or oral in connection with or incidental to the Project. 1.15Approval by Other Authorities Unless otherwise provided in this Agreement, where the work of the Consultant is subject to the approval or review of an authority, department of government, or agency other than the Township, such applications for approval or review shall be the responsibility of the Consultant, but shall be submitted through the offices of the Township and unless authorized by the Township in writing, such applications for approval or review shall not be obtained by direct contact by the Consultant with such other authority, department of government or agency. 1.16Principals and Executives The use of Principals and Executives on a time basis by the Consultant, will bein accordance with Section 1.23.1 (c). 1.17Sub-Consultants The Consultant may engage others as sub-consultants for specialized services provided that prior approval is obtained, in writing, from the Township and may add a mark-up of not more than 3% of the cost of such services to cover office administration costs when claiming reimbursement from the Township plus the cost of the additional insurance incurred by the Consultant for the specialized services. 1.18Inspection The Township, or persons authorized by the Township, shall have the right, at all reasonable times, to inspect or otherwise review the Services performed, or being performed, under the Project and the premises where they are being performed. 1.19Publication The Consultant agrees to obtain the consent in writing of the Township before publishing or issuing any information regarding the Project. 1.20Confidential Data The Consultant shall not divulge any specific information identified as confidential, communicated to or acquired by him, or disclosed by the Township in the course of carrying out the Services provided for herein. These obligations of confidentiality shall not apply to information which is in the public domain, which is provided to the Consultant by a thirdparty without obligation of confidentiality which is information, or which is required to be disclosed by law or by court order. No such information shall be used by the Consultanton any other project without the approval in writing of the Township. 1.21Dispute Resolution (a)If requested in writing by either the Township or the Consultant, the Township and the Consultant shall attempt to resolve any dispute between themarising out of or in connection with this Agreement by entering into structured non-binding negotiations with the assistance of a mediator on a without prejudice basis. The mediator shall be appointed by agreement of the parties. If a dispute cannot be settled within a period of ninety (90) calendar days with the mediator, the dispute shall be referred to and finally resolved by arbitration under the rules of the province having jurisdiction or by an arbitrator appointed by the agreement of the parties. (b)No person shall be appointed to act as mediator or arbitrator who is in any way interested, financially or otherwise, in the conduct of the work on the Project or in the business or other affairs of either the Township or the Consultant. (c)The award of the arbitrator, including an award for costs if applicable, shall be final and binding upon the parties. (d)The provisions of The Arbitration's Act, R.S.O., 1991, Chapter 17, as amended shall apply. 1.22Time The Consultant shall perform the Services expeditiously to meet the requirements of the Township and shall complete any portion or portions of the Services in such order as the Township may require. The Township shall give due consideration to all designs, drawings, plans, specifications, reports, tenders, proposals and other information submitted by the Consultant, and shall make any decisions which he is required to make in connection therewith within a reasonable time so as not to delay the work of the Consultant. 1.23Estimates, Schedules and Staff List 1.23.1Preparation of Estimate of Fees, Schedule of Progress and Staff List When requested by the Township, and where payment is calculated on a time basis, the Consultant shall provide, for approval by the Township: (a)An estimate of the total fees to be paid for the Services. (b)A Schedule showing an estimate of the portion of the Services to be completed in each month and an estimate of the portion of the fee which will be payable for each such month. (c)A Staff list showing the number, classifications and hourly rate ranges for staff, Principals and Executives, for which the Consultant will seek payment on a time basis. The Consultant shall relate such information to the particular typeof work that such staff is to perform, while employed on the Project. Such list shall designate the member of the Consultant's staff who is to be the liaison person between the Consultant and the Township. 1.23.2Subsequent Changes in the Estimate of Fees, Schedule of Progress and Staff List The Consultant will require prior written approval, from the Township for any of the following changes: (a)Any increase in the estimated fees beyond those approved under Subsection 1.23.1 (a). (b)Any change in the schedule at progress which results in a longer period than provided in Subsection 1.23.1 (b). (c)Any change in the number, classification and hourly rate ranges of the staff provided under Subsection 1.23.1 (c). 1.23.3Monthly Reporting of Progress When requested by the Township, the Consultant shall provide the Township with a written report showing the portion of the Services completed in the preceding month. ARTICLE 2 SERVICES 2.1 Services to be provided by Consultant The services required are those identified in the email from MEDA dated March 25, 2020. 2.2 Services to be provided by Township The services required are those identified in the Townships emaildated March 12, 2020. ARTICLE 3 -FEES AND DISBURSEMENTS 3.1Definitions For the purpose of this Agreement, the following definitions shall apply: (a)Cost of the Work: (i) all materials, equipment, sales taxes, profit, necessary to complete the work for which the Consultant prepares designs, drawings or specifications, for which he is responsible. Where sales taxes are not included in the cost of the work, the fee shall be adjusted upwards by the factor equivalent to the sales taxes. The adjusted fee may be computed to the nearest one-tenth of one percent (1/10%). (ii)Wherever the Township furnishes labour or other service which is incorporated in the work, the current price of labour or other service when the work was executed shall be used to compute the Cost of the Work. (iii)Whenever used materials or equipment is furnished by or on behalf of the Township, the fair market value of such materials or equipment, as though it was purchased new, shall be used to compute the Cost of the Work. (iv)In computing the Cost of the Work, no deductions shall be made on account of any penalties or damages claimed by the Township from any contractor or on account of any othersum withheld from any contractor. (v)The Cost of the Work shall not include any fees and disbursements due to land. (b)Site: Site includes the actual work site and other locations where the checking of materials, equipment and workmanship is carried out. 3.2Basis of Payment 3.2.1Fees Calculated on a Time Basis The Township shall pay the Consultant a fee, calculated on a time basis, for that part of the Services described in Article 2. Fees on a time basis for all staff shall be hourly rates based on job classifications as attached to this agreement. For a project of over one (1) year duration, or for projects which become extended beyond one (1) year in duration, the consultant may from time to time seek approval from the Township to adjust hourly rates and such approval shall not be unreasonably withheld. 3.2.2Time Expended All time expended on the assignment, whether in the Consultant's office, at the Township's premises, or elsewhere, and including travel time, shall be chargeable. This also includes, but is not limited to, stenographic and clerical staff engaged in the preparation of documents such as reports and specifications. 3.3Payment 3.3.1Fees Calculated on a Time Basis The Consultant shall submit an invoice to the Township for all Services completed in the immediately preceding month. Interest at the annual rate of 2.0percent (0.16 percent monthly) will be paid on the total outstanding unpaid balance commencing 30 days SIGNED, SEALED AND DELIVERED CONSULTANT The signatory shall have the authority to bind the corporation or company for purposes of this agreement (Signature) (Name) (Title) THE CORPORATION OF THE TOWNSHIP OF MALAHIDE The signatory shall have the authority to bind the municipality or its agency for purposes of this agreement MAYOR CLERK Report toCouncil REPORT NO.:PS-20-21 DATE: April 20, 2020 ATTACHMENT:Tender Summary SUBJECT:TenderResults: 2020Bridge Washing Recommendation: THAT Report PS-20-21Tender Results: 2020 received; AND THAT the 2020Bridge Washing Contract be awarded to Norbrook Contracting Ltd.,of Caledon, Ontario,in the amount of $7,051.00 (plus applicable taxes). Background: The Township of Malahide has been washing bridge structures since 2001. This program was initiated to reduce the harmful effects of road salt in order to increase the life expectancy of the bridge structures. The Township annually solicits prices from Contractors to perform the service. Contractors arerequested to submit their unit rates to supply the labour & equipment and materials required to wash all the Township and County structures. There are 25structures in total. The request for quotation was advertised on the Township website. Prior to working for the Township, owner operators/contractors are required to supply the proof of compliance with OH&S, WSIB, Ministry of Labour, adequate insurance coverage, employee training in WHIMIS and MSDS,and traffic control plans. The Township reserves the right to increase or decrease the number of bridges to be washed. Comments/Analysis: Request for Quotation (RFQ) clearly states that the low bid is not the only criteria in selecting service providers. The Township of Malahide will select service providers based upon the following: flexibility/jobsite productivity/H&S complianceand select owner operators/contractor on availability at time of job scheduling. Four bids for Bridge Washing Services were received, with the low bid being from Norbrook Contracting Ltd.,of Caledon, Ontario. The Staff recommend awarding the 2020 Bridge Washing Contract to the low bid contractor. Financial Implications to Budget: The estimated cost of the annual bridge washing program is as follows: COUNTY BRIDGESTOWNSHIP BRIDGESTOTAL CONTRACT $3,026+HST$4,025.00 +HST$7,051+HST Historical unit pricing for the Bridge Washing tender is as follows: Bridge Washing:(8yr Average Annual Price Increase = 4.6%) (4yr Average Annual Price Increase = 2.5%) 201220132014201520162017201820192020 $128.70$149.00$159.00$160.00$160.00$159.00$157.00$169.00$176.28 The program is includedin the of the approved 2020OperationalBudget. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ACSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the MakingStrategic Pillar. Obtaining competitive quotations from local service providers helps to ensure financial efficiencies. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland, P.Eng., Roads & Construction Director of Physical Manager Services Norbrook Contracting Ltd.$7,051 CanSweep$7,240 GFS Services$7,760 SprayClean $11,500 Report toCouncil REPORT NO.:PS-20-22 DATE: April 20, 2020 ATTACHMENT:Tender Summary SUBJECT:Tender Results -2020Processed Aggregates Recommendation: THAT Report No. PS-20-20Tender Results -2020Processed Background: The Township regularly solicits prices from local suppliers to secure unit prices for aggregate materials at the source. The choice of whether the material is delivered or picked up and from which pit is dependent on the unit prices, location to the pit, and the availability of Staff. Prior to working for the Township, owner operators/contractors are required to supply the proof of: compliance with OH&S, WSIB, Ministry of Labour, adequate insurance coverage, employee training in WHMISand MSDS,and traffic control plans. A list of suppliers will be posted once the Township has received the proper documentation. Comments/Analysis: criteria in selecting service providers. The Township will select service providers and suppliers based on the following: Suppliers history of schedule flexibility/product/quality/H&S compliance Select materials that fit the requirements of the project Select suppliers on availability of product at time of job scheduling Selection is not based solely on lowest $/tonne quoted Haul distances between the jobsite & source pit are considered when selecting the supplier Loader and scale availability is also taken into consideration. In addition to being on the Township website, the contractorslistedbelow were circulated a copy of the Township quote package. A quote was received from AAROC Aggregates and Nicli Aggregates. results. Financial Implications to Budget: The proposed program has beenincluded in the 2020 Budgetas previously approved by the Council. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ACSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the MakingStrategic Pillar. Obtaining competitive quotations from local service providers helps to ensure financial efficiencies. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland, P.Eng., Roads & Construction Director of Physical Manager Services SUPPLY OF GRANULAR MATERIALS QUOTE RESULTS (Prices include HST) April 15, 2020-11:00 AM In attendance: Ryan DeSutter 1.Supply Only Nicli Aggregates$14.97 2.Supply Only Granular A Nicli Aggregates$15.54 AAROC Aggregates Alisar Pit$16.89 3.Supply Only AAROC Aggregates Alisar Pit$11.81 Nicli Aggregates$12.71 4.Supply Only Winter Sand AAROC Aggregates Alisar Pit$8.19 Nicli Aggregates$11.58 5.Supply Only Nicli Aggregates$37.23 AAROC Aggregates Alisar Pit$39.49 6.Supply Only Nicli Aggregates$45.14 7.Supply Only Nicli Aggregates$17.52 AAROC Aggregates Alisar Pit$28.19 8.Supply Only AAROC Aggregates Alisar Pit$15.76 Nicli Aggregates$16.95 SUMMARY OF HISTORICAL PRICES PRICE PER TONNE -(All Prices Include Applicable Taxes) Granular M:(10yr Average Annual Price Increase = 11%) (4yr Average Annual Price Increase = 29%) 2011201220132014201520162017201820192020 No Bid $5.10$5.05$5.40$5.45$5.45$5.45$8.53$9.44$14.97 3/4A:(10yr Average Annual Price Increase = 12%) (4yr Average Annual Price Increase = 30%) 2011201220132014201520162017201820192020 $4.95$4.95$5.15$5.35$5.44$5.41$7.20$8.19$9.55$15.54 GranularB:(10yr Average Annual Price Increase = 10%) (4yr Average Annual Price Increase = 31%) 2011201220132014201520162017201820192020 $4.50$4.35$4.45$4.00$4.00$3.90$4.94$5.93$7.29$11.81 :(10yr Average Annual Price Increase = 14%) (4yr Average Annual Price Increase = 27%) 2011201220132014201520162017201820192020 No Bid $10.00$13.50$13.65$13.75$14.50$14.50$17.46$25.93$37.23 :(10yr Average Annual Price Increase = 8%) (4yr Average Annual Price Increase = 29%) 2011201220132014201520162017201820192020 $20.65$22.00$22.00$28.50$18.50$16.00$28.25$39.83$44.01$45.14 :(10yr Average Annual Price Increase = 6%) (4yr Average Annual Price Increase = 15%) 2011201220132014201520162017201820192020 $9.75$9.50$9.80$9.95$9.02$10.87$12.85$14.07$16.33$17.52 :(10yr Average Annual Price Increase = 10%) (4yr Average Annual Price Increase = 20%) 2011201220132014201520162017201820192020 $6.25$6.40$7.00$7.00$8.00$7.99-----$8.25$10.11$15.76 Report to Council REPORT NO.:PS-20-16 DATE: March 12, 2020 ATTACHMENT:Summa Engineering Ltd. SCADA System Upgrade Proposal SUBJECT:APAM SCADA Central Server Replacement and Hardware and Software System Upgrades Recommendation: THAT Report No. PS-20-16APAM SCADA Central Server Replacement and Hardware and Software System Upgrades AND THAT the Township of Malahidedoes hereby authorizetheSingle Source acquisition of the APAM SCADA Central Server Replacement and Hardware and Software Upgradesfrom Summa Engineering Ltd.; AND THATthe Township ofMalahide does hereby accept the quote received from Summa Engineering Ltd., in the amount$88,928.00 (excluding applicable taxes), for the Central Server replacement and hardware and software upgrades of the existing SCADA System; AND THAT the Township of Malahide does hereby approve the Malahide Water apportioned cost, in the amount of $9,879.90(excluding applicable taxes), for the APAM SCADA Central Server Replacement and Hardware and Software System Upgrades; AND THAT the Township of Malahide does hereby approve the Malahide Sewer apportioned cost, in the amount of $9,879.90(excluding applicable taxes), for the APAM SCADA Central Server Replacement and Hardware and Software System Upgrades; AND THAT, the Mayor and Clerk,on behalf of the Township of Malahide, the Port Burwell Area Secondary Water Supply System(PBASWSS)Joint Board of Management, and the AylmerArea Secondary Water Supply System (AASWSS) Joint Board of Management, be authorized as the Administering Municipality to sign and enter into an agreement with Summa Engineering Ltd., on behalf of the PNASWSSand the AASWSSJoint Boardsof Management. Background: As the Councilis aware, the Malahide Water Distribution and the Malahide Sewage Collection System utilizea Supervisory Control and Data Acquisition System (SCADA) to provide continuous monitoring, operational control, alarm notification, historical data retention, trending, and to generate regulatory reports required for annual inspection by the MECP. It is the understanding that,in 2006, the Primary Water Supply System responsible for the Regional Water Supply (RWS) initiated the implementation of SCADA and invited the Secondary Water Systems and member Municipalities to collectively enter into agreements. Both the PBASWSSand the AASWSS Joint Boards of Management,and the Township of Malahideacting as the Administrating Municipality,formed the APAM (Aylmer, Port Burwell, and Malahide) group through a mutual agreement process. The APAM group then gained approval to enter into an agreement with the Primary Water Supply Systemto oversee the project and contract with Summa EngineeringLtd.to construct the SCADA system. Summa Engineering was selected at that time through a competitive bidding process, and SCADA was constructed in 2008 and became operational in November of 2009. Once SCADA was established,the responsibility of overseeing the continued management of the system was under the control of the APAM members. SCADA is an essential component of the technological monitoring infrastructure which requires continued lifecycle replacements at scheduled intervals to ensure the asset maintains its reliable and useful function which in turn satisfies the regulatory requirements set forth in O. Reg. 170/03for data collection and reporting purposes. As a result of the aging central server in 2016, the Staff retained Stantec Consulting to proceed with the preparation and release of a quotation document for the of the existing SCADA central server. This would modifythe existing central server to act as a host machine and allow multiple operating systems to be partitioned as specialized small virtual servers, each capable of their own independent operating system instances at the same time. This provided a greater ability for backup and recovery of pertinent data and their related systems.Only two qualified vendors submitted bids for this work. The bid submitted by Summa Engineering Ltd. was 38%less than the other vendor. Stantec completed a thorough review and recommended that Summa Engineering Ltd. be retained to complete the required work. Theproject did not include upgrades to the existing SCADA software applications. Comments/Analysis: The SCADA system is a unique standalone system that was developed built, implemented and customized for each site that is connected. Summa Engineering Ltd. are the original systemdeveloper andintegratorof the SCADA system and have provided ongoing support and maintenance since the time it was created. Summa Engineering Ltd. has the required knowledge and experience, specializing in the Water and Wastewater Industry and advising of industry best practices for the type of application recommended and outlined in the attached proposal. In previous projects they have a demonstrated atrack record of successful implementation of similar upgrades with a strong understanding of data collection and essential services operations with minimal impact to operations during the upgrade process. They have provided the Staff with continued support to address issues as they arise throughout the life of the SCADA system. On numerous occasions,they have provided remote support at no additional cost to the Township when issues arise. Summa advised,at the time of Virtualization, that in order to ensure long term sustainability and not degrade the SCADA system,lifecycle replacements would need to be completed in the coming years. Continual improvements and investments are required to ensure the system remains current as technology evolves and software and hardware compatibilityissues develop. This approach also ensure that the system remains current with industry standards and manufacturer supportmay be provided. The existing 12 year old server SCADA applications were installed to run as is on the new virtual machines and servers. The existing server which utilizes software developed in 2007 has reached the end of its useful life and is no longer compatible with the evolved field hardware, and accordingly, the proposed upgrades recommended in this reportare required.Industry best practices recommendations suggest that a 6 year lifecycle for hardware can be expected with software lasting for 2 hardware lifecycles.The majority of the existing Programmable Logic Controllers (PLC) are also 12 years old. These controllers are the hardware which provide operational control and communicate with the central server and are located at each site connected to the SCADA system. They are an integral component of the SCADA system and have already completed their recommended lifecycle and will require replacement in thecoming years. Summa has indicated that PLC lifecycle replacements arenot possible without the proposed upgradedserver, software and hardware upgrades for multiple reasons. As a result of these issuesrelating to aged technology,partnered withthe need to maintain the existing system to achieve regulatory compliance, the Staff sought a work plan and proposal from the current SCADA provider, Summa Engineering Ltd., to implement the required upgrades. The contents of theattached proposedupgrade program, outline the issues the SCADA system will face if continued improvements are not made. To summarize, the existing HMI (Human Machine Interface) software completing the proposed upgrade, CompactLogix will not be possible. In the event of a PLC hardware failure requiring with the system.The existing server does not have the power or capacity to run new The proposed upgrade will provide the necessary SCADA hardware and software upgrades to address the current shortfall of the system.These upgradeswill provide when field replacements are required, for future new facilities,and allow for emergency replacement in the event of PLC failure. It will alsodeliveran upgraded data collection rate tomeet the Ministry of Environment,Conservation,and Parks (MECP)minimum sample rate requirements, allow new tags to be added for future sites, provide upgradedreport formats, improve SCADA server performance and allow for user friendly report generation including exceedance reporting. Additionally,a Win911 upgrade is included to take advantage of the APAM groups existing service support subscription. Given thecomplex intricacy of SCADA systemandthe requirementto maintain its successful long term operation,the Staff sought a proposal fromthe original integratorsof the SCADAsystem. Summa Engineering Ltd. hasprovided all engineering design for the entirecost of the upgrade. Receipt of the Summa Engineering Ltd. proposal has avoidedthe costs associated withdesign, tendering and contract administrationas compared to the 2016 Virtualization where they were the successful bidderthrough a competitive process. At this time, the Staff of the Administering Municipality recommends that the Township of Malahide, along with the AASWSS Joint Board of Management, and the Port Burwell Area Secondary Water Supply System Joint Board of Management, accept the SCADA System Upgrade,as proposed by Summa Engineering Ltd.,for the replacement of the central server and corresponding software and hardware upgrades as outlined in the attached proposal. Financial Implications to Budget: When the SCADA system was constructed, the capital cost for the central server was shared between the Port Burwell Area Secondary, Aylmer AreaSecondary, and Malahide Township water and sewersystems. The cost was divided betweeneach system based on the number of remote SCADA sites. It should be noted that for the proposed upgrade the Elgin Middlesex Pumping Station (EMPS)was not included in a separate SCADA system,anduses interconnectivity to allowit to be viewed on the APAM SCADA HMI. The EMPS has been historically included for cost apportionment as an additional share to the Aylmer Secondary in network agreements for communication purposesbut not for network upgrades such as this. Based on historical cost apportionment for this project is as follows: Aylmer Area Secondary-3/9: $29,648.60 Pt. Burwell Secondary-4/9: $39,519.60 Malahide Water-1/9: $9,879.90 Malahide Sewer-1/9:$9,879.90 This is a joint project as the work will be on a shared asset with the AASWSS and PBASWSS Joint Boards of Management. At their scheduled meeting on April 29, 2020 both the AASWSS and PBASWSS approved the funding of their cost apportionment for required APAM SCADA Central Server replacement and Hardware and Software Upgrades. Additionally, both the AASWSS and PBASWSS Joint Boards of Management authorized the Single Source acquisition of the APAM SCADA Central Server replacement and Hardware and Software Upgrades from Summa Engineering Ltd at their scheduled meeting. Thisrequired work is included in the 2020 Malahide Water Budget,which was adopted by the Councilon November 7, 2019,being less than the$19,762.00 allocatedin the 2020 Budget for the portion of thiswork. This required work was not included in the 2020 Malahide Sewer Budget. The costs of this project can be accommodated within the overall capital budgets to be funded in 2020. Summary: In order to ensure the long term sustainability and useful function of the SCADA system it is essential that lifecycle replacements are completed at scheduled intervals.This also allows capital upgrades to be scheduled appropriately and ensure future budgets plan for lifecycle replacements. Keeping the Owners informed ensures that they are made aware of the maintenance needs of the SCADA system and allow for effective long term planning of required maintenance and upgrades so a proactive approach can be achieved. Submitted by:Approved by:Approved by: Sam GustavsonMatt Sweetland, P.Eng. Water/Wastewater Director of Physical Operations ManagerServices ...................................................................................................................................... 1 ......................................................................................................................... 1 ..................................................................................................................... 2 ..................................................................................................................................................... 3 ......................................................................................................................... 4 Introduction The current infrastructure for the Town of Malahide SCADA System was implemented in 2007 as part of the Elgin Area Primary Water Supply System SCADA Upgrades. A project in 2016 included upgrading and virtualizing the main servers, upgrading one workstation, and implementing data backup on a Network Attached Storage system. This project did not include upgrades to the existing SCADA softwareapplications. The existing 12 year old SCADA applications were installed to run as is on the new virtualmachines and servers. The existing PLC controllers are the Rockwell MicroLogix family of PLC’s. Although these PLC’s are still supported by Rockwell, they are based on an older generation of PLC’s. These PLC’s are still supported by Rockwell with the time line to start phasing them out unknown at this time. The SLC PLC’s of the same generation as the MicroLogix are being phased out. With the majority of the PLC’s being over 12 years old, the Town should be looking to migrate to the next generation CompactLogix in the near future. To do this, the SCADA software needs to be upgraded to the current version. Thissystem currently has the following shortfalls: HMI software version will not communicate with current Rockwellfamily ofPLCs o The future migration of the system’s existing PLC’s to CompactLogix and the implementation of new facilities with CompactLogix will not be possible o In the event of aPLC failure resulting in a replacement will result in the inability to migrate to CompactLogix. o MicroLogix does not have the followingCompactLogix features: User Defined Data Types to maintain uniformity and readable routines Add-on instructions for functions and algorithms Alarm management features such as arm, disarm, shelve, etc More efficient data gap recovery Data collection and reportingsystemis limited and not user friendly. o Data collection rate cannot be increased to meet ministry minimum sample rate requirements o Existing reporting package cannot accommodate tags from future new facilitiesor PLC upgrades o Exceedance reporting cannot be added o Configuringon-demand reports as neededisnot possible o Configuration of manual entry data is not possible o There is no electronic signature or audit trail The current serverspecifications for memory and performance is sufficient for the existing virtualized configuration. o Current SCADA configurations require servers withmore memory and performance(NAS capacity is sufficient) Executive Summary Summa is pleased to submit our proposal to upgrade Town of Malahide SCADA System. Our skills in project management, SCADA design, and implementation will enable us to successfully deliver a positive upgrade experience. We have in-depth knowledge of Malahide SCADA System and have successfully implemented, upgraded, and maintained the systemsince it was installed. Our understanding of current SCADA practices,implementing upgrades, and lessons learned will be utilized in delivering this project on time and on budget to meet the Towns upgrade goals. We have successfully delivered numerous design build projects in the water and wastewater industry and know what is required for a successful project. We will workto maintain the Town’sbest interest. Our past experience with the SCADA System will ensure open communications to ensure all details are addressed effectively. We will utilize the following skills to ensure this project will delivered with a positive upgrade experience to the City. Project Management Detailed Design SCADA Systems Implementation SCADA Maintenance Understanding the needs of this upgrade isthe key to meeting the Town’s upgrade goals. The SCADA component requirements, detailed design, implementation strategy, and maintaining the facility data collection are key components to this project. Project Understanding Summa will upgrade the Town’s SCADA Systemwith the necessary SCADAhardware and software upgrades to address the current shortfalls of the system.The implementation of this project will be designed to work with the Town’s operations staff schedules for shutdown requirements, minimize downtime, and loss of data. Project timeline is estimated to be 4-6 months depending on component delivery. To address upgrading existing PLCs to CompactLogix, a separate Budgetary proposal will be submitted taking in consideration component price increases based on a 2021-22 implementation. The upgrade will provide the Town with the following: Allow integration of CompactLogix PLC’s forfuture new facilities, PLC upgrades, and or an emergency PLC failure replacement Upgrade data collection rate to ministry minimum sample rate requirements Allow new tags to be added to the reportsfromfuture new facilities Upgrade reports to include exceedance reporting Allow for user friendly on-demand report generation ImproveSCADA server performance Upgrade the WIN911 to take advantage of the Town’sWIN911 servicesupport subscription The scope of work will include: Upgrade existing Rockwell software o Migrate existing applications to new software Supply and install FactoryTalk Historian SE500 tags o Enhance data collection and improve resolution Supply and install Dream Report1000k tags, 1 concurrent user o Enhance report templateswith min/max/average, exceedance o Setup automatic report generationfor daily, monthly, yearly o Train Town for on-demand reports Upgrade WIN911 with Town’s subscription complimentary upgrade o Migrate WIN911 application to new software o Review alarms Supply and install one serverc/w 2016 OSfor 7 VM(5 used, 2 spare) o Configure server and VM o Load software Reuse NAS, VMware software, and server rack and accessories Test and commission Train Town staff Cost See attached Summa Engineering Limited quote 1. FORMATION OF CONTRACT (a) therwise expressly agreed to in writing between the parties. (b) Notwithstanding e of such agreement, be acceptance of l agreement in writing, acceptance of any Goods and Services shall be deemed acceptance of the terms and conditions stated herein. (c) head office at Mississauga, Ontario, Canada. (d) THE PARTIES HAVE EXPRESSLY AGREED THAT THE TERMS AND CONDITIONS AND ALL RELATED DOCUMENTS, INCLUDING NOTICES, BE DRAFTED IN THE ENGLISH LANGUAGE 2. QUOTATIONS, PRICES AND TERMS (a) All quotations are subject to the terms and conditions stated herein as well as any additional terms and conditions that may appear on the face thereof. (b) In the case of a conflict between the terms and conditions stated hereon and those appearing on the face thereof, the latter shall govern. (c) Unless otherwise specified in writing, all quotations expire thirty (30) days after date thereof, may be terminated earlier by notice, and constitute only solicitations for offers to purchase. (d) Unless otherwise stated in writing by Summa, all prices are F.O.B. Mississauga, Ontario and are exclusive of transportation, insurance, taxes (including, without limitation, any sales, use, or similar tax) licence fees, customs fees, duties and other charges related to the purchase by the Purchaser, and Purchaser shall report and pay any and all such shipping charges, premiums, taxes, fees, duties and other charges related thereto, and shall hold Summa harmless therefrom, provided that, if Summa, in its sole discretion, chooses to make any such payment, Purchaser shall reimburse Summa in full upon demand. Stenographic, typographical and clerical errors are subject to correction. (e) Prices quoted are for Goods and Services only and do not include technical data, proprietary rights of any kind, patent rights, or packaging, unless expressly agreed to in writing by Summa. (f) Unless otherwise agreed in writing by Summa, terms of payment are net thirty days following invoice. Pro-rata payments will become due as shipments are made. Interest at the rate of one and one-half per cent per month (eighteen per cent per annum) shall be payable on overdue accounts. (g) Purchase is subject to Summa credit approval and Purchaser must be in good standing with Summa 3. DELIVERY, RISK OF LOSS AND TITLE (a) Summa shall send the Goods to Purchaser by any does not impose upon Summa the duty to make delivery at that point. Delivery of the Goods by Summa to a carrier shall constitute delivery to Purchaser. (b) No loss, injury or destruction of the Goods subsequent to their delivery to a carrier for transportation to Purchaser shall release Purchaser from any obligations with respect to the Goods, including without limitation, the obligation to pay the price reflected on the face hereof. (c) Summa shall not be liable for failure to deliver the Goods and Services by the specified delivery date unless Summa has given an express undertaking in writing to deliver the Goods and Services by a specified date with an agreed penalty for failure to deliver by the specified date and, in such a case, specified delivery date and shall in no case exceed the agreed upon penalty not to exceed the purchase price under the contract. In any case, Summa shall not be liable for delays due (d) Title to the Goods and Services shall remain in or with Summa regardless of mode of attachment to royalty or other property until full payment in cash has been made. Notwithstanding the foregoing, in the event that title to Goods and Services has passed to Purchaser prior to receipt by Summa of payment in full, Summa shall retain a purchase money security interest under the Personal Property Security Act of Ontario, or other applicable law in all such Goods and Services until payment is received by Summa in full. (e) Delivery dates quoted by Summa should be interpreted as estimated and in no event be 4. FORCE MAJEURE Summa shall not be liable for loss, damage, detention, or delay due to war, riots, civil insurrection or acts of the common enemy, fire, flood, strikes or other labour difficulty, acts of civil or military authority including governmental laws, orders priorities or regulations, acts of the Purchaser, embargo, car shortage, wrecks or delay in transportation, inability to obtain necessary labour, materials or manufacturing facilities from usual sources, faulty forgings or castings, or other causes beyond the reasonable control of Summa. In the event of delay in performance due to any such causes, the date of delivery or time for completion will be adjusted to reflect the ac constitute a waiver of any claims for delay. 5. ASSIGNMENT, TERMINATIONS AND CANCELLATIONS (a) Any assignment by Purchaser of any contract hereunder without the express written consent of Summa is void. (b) No order may be terminated by Purchaser except by mutual agreement in writing. (c) Terminations by mutual agreement are subject to the following conditions. Purchaser will pay, at applicable contract prices for all Goods which are ination. Purchaser will pay all costs, direct and indirect, which have been incurred by Summa with regard to Goods and Services which have not been completely manufactured 6. SET-OFF Neither Purchaser nor any affiliated company assignee shall have the right to claim compensation or to set off against any amount which may become payable to Summa under this contract or otherwise. 7. LIMITED WARRANTY (a) Summa distributes Goods and Services obtained from, or manufactured by others. Summa warrants that Goods and Services actually manufactured or performed by it and delivered hereunder will be free of defects in material and workmanship for a period of twelve months from the date of placing the Goods and Services in operation or eighteen months from the date of shipment, whichever shall first occur. Should any failure to conform to this Warranty be reported in writing to Summa within said period, Summa shall, at its option, remedy such nonconformity, by suitable repair to such Goods and Services or, in the case of Goods, to furnish a replacement part F.O.B. point of shipment, provided the Purchaser has stored, installed, maintained and operated such Goods and Services in accordance with good industry practices and has complied with specific recommendations of Summa. Accessories or equipment furnished by Summa, but manufactured by others, shall carry whatever warranty the manufacturers have conveyed to Summa and which can be passed on to the Purchaser. Summa shall not be liable for any repairs, replacements or adjustments to the Goods and Services or any costs of labour performed by the Purchaser of others wi approval. (b) The effects of corrosion, erosion and nor vided above. (c) SUMMA MAKES NO OTHER WARRANTY OR REPRESENTATION OF ANY KIND WHATSOEVER, EXPERSSED OR IMPLIED, EXCEPT THAT OF TITLE, AND ALL IMPLIED WARRANTIES, INCLUDING ANY WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE PROVIDED BY LAW, ARE HEREBY EXCLUDED. (d) Correction by Summa of non-conformities whether patent or latent, in the manner and for the period of time provided above, shall constitute fulfillment of all liabilities of Summa for such non-conformities, whether based on contract, warranty, negligence, indemnity, strict liability or otherwise with respect to or arising out of such Goods and Services. (e) The Purchaser acknowledges that the Goods and Services have been purchased for use in the conduct of its business, that it is familiar with the Goods and Services and the specifications pertaining thereto, that its own engineering shall have reviewed and/or participated in preparing such specifications and the consequently Purchaser is satisfied that the Goods and Services are functional for the purpose for which they are acquired. (f) Other than Summa executive management, no employee or representative of Summa or any of its affiliates is authorized to change the warranty in any way or to grant any other warranty 8. LIMITATION OF LIABILITY The remedies of the Purchaser set forth herein are exclusive, and the total liability of Summa with respect to this contract or the Goods and Services furnished hereunder, in connection with the performance or breach thereof, or from the manufacture, sale, delivery, installation, repair or technical direction covered by or furnished under this contract, whether based on contract, warranty, negligence, indemnity, strict liability or otherwise, shall not exceed the purchase price of the unit of Goods and Services upon which such liability is based. Summa and its suppliers shall in no event be liable to the Purchaser, any successors in interest or any beneficiary or assigns of this contract for any consequential, incidental, indirect, special or punitive damages arising out of this contract or any breach thereof, or any defect in, or failure of, or malfunction of the Goods and Services hereunder, whether based upon loss of use, lost profits or revenue, interest lost goodwill, work stoppage, impairment of other goods, loss by reason of shutdown or non-operation, increased expenses of operation, cost of purchase of replacement power or claims of Purchaser or customers of Purchaser for service interruption whether or not such loss or damage is based on contract, warranty, negligence, indemnity, strict liability or otherwise, and Purchaser shall insure against all such risks. 9. WAIVER The rights and remedies herein reserved to Summa shall be cumulative and in addition to any other rights and remedies provided by law. The failure of Summa to insist upon strict performance of the terms hereof shall not constitute a waiver of, or estoppel against asserting the right to require such performance in the future, nor shall a waiver or estoppel in any one instance constitute a waiver or estoppel with respect to a later breach of a similar nature or otherwise. 10. INDEMNITY FROM THIRD PARTY CLAIMS Purchaser shall protect, indemnify and hold Summa free and harmless from and against any and all liability and any and all losses, costs (including, without limitation, legal fees), claims and causes of action in favour of any and all persons (which term shall include, without limitation, individuals, corporations, partnerships, organizations and other legal entities), whatsoever on account of injury to or death of any such persons and or damage to or loss of the property of such persons caused by or arising out of the use of operation of the Goods and Services or any device, material or thing of which the Goods and Services are made a part or to which the Good to any transfer of possession to any third party, regardless of whether Summa and/or others may be worthy, partially or solely negligent or otherwise at fault. 11. NUCLEAR LIMITATION OF USE Purchase warrants that the Goods and Services are not for use in or with any nuclear facility unless specifically so stated in writing and acknowledged by Summa. Purchaser accepts the responsibility for insuring that the Goods and Services are not used in violation of this limitation and Purchaser shall indemnify and hold oper use. 12. NOTICE Any notice provided for hereunder must be given in writing. Notices shall be served and documents shall be submitted by depositing same in the mail, addressed to the appropriate party at the address reflected on the face hereof, postage paid and registered or certified with return receipt requested, or by delivering same in person to such other party or by, e-mail, facsimile or any other form of electronic transmission. Contract Agreement CONTRACT AGREEMENT RE: Township of Malahide, SCADA System Upgrade Quote No# SE19-2565-CC Rev. 2 This document contains the entire agreement of the parties and represents the entire resolution to complete the assignment as quoted on SE19-2565-CC-Rev. 2. Agreed and Accepted: Summa Engineering Limited Township of Malahide Authorized Signing Officer Authoirzed Signing Officer By: By: Name: Name: Print Name & Title Print Name & Title Date: Date: Report to Council REPORT NO.:DCS-20-13 DATE: May 7, 2020 ATTACHMENT:Schedule A Services Required Schedule B Compensation for Services SUBJECT: Municipal By-law Enforcement Service Agreement ______________________________________________________________________ Recommendation: THAT Report No. DCS-20-13Municipal By-law Enforcement Service Agreement AND THAT theMunicipal Staff be authorized and directed to enter into a 3 year service agreement extension for by-law enforcementservices with MEU Consulting, as outlinedin this Report. Background: The purpose of this Report is to obtaintheapprovalto enter into a service agreementextensionwith MEU Consulting to provideby-law enforcement services to the Township of Malahidefor an additionalthree (3) year term. Comments/Analysis: TheTownship had contracted MEU Consulting fora one (1) year trial period for by-law enforcement services effective June 1, 2019 with an expiry date of June 1, 2020. In the current contract, there was a provision that if the Township found the service of MEU Consulting satisfactory,the agreement could be renewed for a further three (3) year term. The Township is satisfied with the service that MEU Consulting provided during this past year. They were effective and efficient in delivering the services that were requested of them.We have had positive feedback from the community and Members of Council with respect to their performance this past year. MEU Consulting provides municipal law enforcement services to the Town of Aylmer, Municipality of Bayham, Municipality of Central Elgin, and Municipality of Dutton- Dunwich. A proposedagreement and compensation for servicessummariesare attached to this Reportwhich outline the details of the services provided by MEU Consulting. Theseprovisions and rates are the same as those of the aforementioned municipalities. The process will remain the same with Building/By-law Enforcement Staff receiving the complaints and forwarding them to MEU Consulting for investigation and enforcement. Where practical, it is intentionto have MEU Consulting investigate more than one complaint per callout to ensure that the minimum callout fee is fully utilized. The Municipal Staff recommendthat the Council authorize the enteringinto of athree (3)year service agreement extension for by-law enforcement services with MEU Consulting, as outlined in this Report. Financial Implications toBudget: The full cost of the by-law enforcement services is includedin the 2020Operational Budgetas previously approved by the Municipal Council. 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. Community Community Safeproviding a mechanism to enforce Township by-laws, the Council is achieving this goal. Submitted by:Approved by:Approved For Council: Allison Adams,Eugenio DiMeo, Director Community of Development & Services ClerkCommunity Services -SERVICES REQUIRED - 1. The Contractor shall: -laws as directed by the Municipality, 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. ted event -laws and address any trespass and vandalism issues. - law infractions or Provincial Offence infractions and determine course of action. - laws and enforcement of such by-laws. -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. -operate with all local emergency services. This will include making and part of it first/emergency response when needed. -two (72) hours of end of shift and/or call-in. g knowledge of Part I, II and III of Provincial Notices and Crown briefs. Criminal Code of Canada matters. This shall include co-operating with the local courts for the Municipality. shifts. aining in all areas of by-law enforcement $5,000,000.00 for carrying out all duties as provided for in this Agreement. -laws and municipal signage. -laws and enforcement of such by-laws. d and determined by the Municipality from time to time. Director of Development & Community Services or their designate Compensation for Services 2% per hour increase effective June 1,2020 and each calendar year thereafter 1. The Contractor shall provide the following services on an as needed basis: a) Single Uniformed Officer -@ $46.50 per hour for one officer (including vehicle and fuel) Minimum charge to be invoiced -(4) hours b)Two Uniformed Officers -@$69.50 per hour for two officers (including vehicle and Fuel) Minimum charge to be invoiced -(4) hours c) Court attendance if required -@$26.00 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. 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 Municipality at the discretion of the Director of Development & Community Services or their designate. 6. The Contractor agrees to respond to any call-outs from the Ontario Provincial Police and any other agency. Report to Council REPORT NO.:FIN-20-10 DATE: May 7, 2020 ATTACHMENT:MFOA Poll Results, Grants&Projected Impacts SUBJECT:COVID-19Impact on 2020 Budget Recommendation: THAT Report No. FIN-20-10entitledCOVID-19Impact on Budget 2020 received; AND THAT the waiver of interest, penalty,or other late payment charges on property taxesas well as water and sewer billingsbe continued until September 15, 2020; AND THAT the Municipal Staff be directed to defer remaining non-critical capital projects until September 15, 2020by which timemore information will be available related to the pandemic. Background: In March 2020,theProvince and,shortly thereafter, the Township of Malahide declared a state of emergency to tackle the COVID-19 pandemic. The Council was advised of various operational changes made in response to the emergency,along with the potential financial impacts and mitigation strategies. Comments/Analysis: Municipalities across the province have considered various relief measures ranging from tax deferrals anddue date deferralsto reduced interest rates and waiver of late payment chargeson unpaid dues, to assist taxpayers during these uncertain times as seen by the attached results of a poll conducted by the Municipal Finance Officers Association (MFOA)recently. As an immediate relief measure, the Township Council waived penalties and/or interest chargeable for non-payment or late payment of taxes until April 30, 2020. Itis recommended that this waiver be extended to water and sewer billings also, th including those that were due April 30, along with the suspension of water shut-offsfor non-payment. Also recommended is the waiver of other charges related to late payment or non- payment (such as Non-Sufficient Funds -NSF Fees). The Staff recommend that these relief measures remain in effect until September 15, 2020.Unpaid taxes, water and sewer bills will be charged interest as per the usual practice thereafter. At this time, no other relief programs are under consideration becausethey fall outside the scope and mandate of the Township, a lower tier municipality. There are a number of such relief measures being directly provided by senior levels of government. Agencies such as the Economic DevelopmentgroupsandSocial Services administratorsare also working with businesses and individuals directly. At this time, no modifications are being recommended to any of the User Fees set out in the User Fee Schedule as these However, the dog tag fee is a fixed fee payable for owning one or more dogs and offers st an incentive to encourage payment by March 31.The number of outstanding accounts at this time of year is actually lower than prior yearsas a result of several process changes. Thoseaccounts still owing will be charged the full dog tag fee as per usual practice. The Council hasapproved Grants to several community organizations and events during the 2020 Budget process. Many of theseactivities have been put on hold or cancelled by the organizers.Grants will be disbursed forevents that have already occurredand for those events that are able to take placelater in the year, potentially in an alternate format or on a smaller scale.Please refer to the detailed chart attached. It is difficult to determine the impact to community events due to the inability to predict with enhanced safety protocols by late summer. The Staff arein contact with the various groups and continue to monitor developments and provincial directives. Financial Implications to Budget: Budget Impact A review of the 2020 Budget was conducted by all Department Heads in order to tentatively quantify the potential impacts resulting from COVID-19. Some mitigation strategies were already brought forward to Council. There are still far too many factors categoryand these could significantly affect the projections and change the estimates. In view of the recent framework released by the Provincial Government regarding re- opening Ontario in phases, the Municipal Staff are discussing additional procedures or safety measures required at the various Township locations and operations. The implementation costs are unknown at this time. Nevertheless,some of the more significant potential variances, both favorableand (unfavorable), are outlined in a table(appended to this report).At this time, the projection is a cost savings of approximately$1,400.00, however, the estimates are preliminary and will be adjusted as more information becomes available. This table has been compiled to provide the Council withanoverall understanding of the current status that is being monitoredclosely. A further report will be submitted to the Council later this Summer,subject to provincial directives and other pandemic related activities. Cash Flow Several municipalities arereviewing their cash flow and are concerned with the anticipateddecrease in revenuesand increases in costs resulting from the COVID-19 pandemic. Many of these municipalities have high debt payments, or rely on revenue streams that have had to be waived or stopped (transit or arena, for example) or are experiencing significant increases to their expenses due to the need for enhanced long term care, Ontario Works,or homelessness support services. TheTownship does not have these same pressures. The temporary hold on remaining non-critical capital projects until September will assist with immediate cash outflow and will beapart of futureupdatesto the Council. Also, the Townshiphas a line of credit limit of $2.2 million available for temporary borrowing if required. The Council approved the Annual Temporary Borrowing By-law in January and ithas been confirmed by our bank. Again, it is important to note that the extent of the revenue loss, unprecedented costs, andthe nature of any mitigating measures is subject to further provincial directives and other pandemic related activitiesin the coming months. 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 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 Table of Contents Governance and Accountability 3 Police Service Board Detachment Commander Organization 4 Staffing Elgin OPP Auxiliary Business Planning 6 Crime Management Plan Traffic Management Strategy Community Satisfaction Survey Community Mobilization and Engagement Community Safety Officer Detachment Statistics 14 Calls for Service Traffic & Marine Safety Crime Prevention Criminal Offences Financial Reports 20 Overtime Revenue Criminal Record Checks RIDE Grant Our Elgin Police Services Board is very proud of all the great work our detachment has done. They keep us up to date and informed at all times. The ElginGroup front line staff as well as the Detachment Commander and office staff Police Services Board perform their duties in an exemplary fashion keeping Elgin a safe and healthy community to live in. The reports brought to our meetings are truly Chair: Sally Martyn eye openers for all of us and help us understand the complexities of their Ida McCallum work. Trudy Kanellis We were a totally new board in 2019, with the retirement of Joanne Ferguson and Bonnie Vowell as our Provinvial appointees. We thank Joanne and Bonnie for their many years of commitment to the board. We welcomed Trudy Kanellis as one new provincial appointee and are still awaiting the appointment of the second. Dan Froese and Ida McCallum are two new members representing respectively, Bayham, Malahide and Southwold, Dunich-Dutton and West Elgin. I was also new this year representing Central Elgin. Our board has worked very well together and attended meetings of the Zone 6 region to learn and grow. At this time, we want to thank Detachment Commander Brad Fishleigh for his great leadership over the past 10 years and wish him all the best in his retirement. He will be sorely missed. Sincerely, Sally Martyn Board Chair On behalf of the dedicated officers and staff of the Elgin OPP Detachment, it gives me great pleasure to present the 2019 Annual Report. This report will demonstrate the high level of commitment Elgin County OPP has brought to all municipalities of the Elgin Group. Elgin officers and staff have worked in partnership with many stakeholders including our partners in the Provincial and Ontario Courts, Family and Childrens Services, The Ministry of Natural Resources, neighboring OPP Detachments and Municipal Police Services, and the dedicated members of our Community Policing Committees,to deliver a “community first” policing service. In 2019 our policing priorities, as identified through community consultation, were Traffic Safety, Crime Prevention, and Increased Visibility. Inspector Brad Fishleigh In 2019 Elgin OPP continued to focus on service delivery using the Ontario Mobilization and Engagement Model of Community Policing. We have engaged our community partners and stakeholders to form collaborative partnerships and develop strategies that will allow us to respond more effectively to social issues like mental illness, domestic violence, and issues involving youth. With the continued support of the Police Services Board, Municipal Councils, and our Community Policing Committees, Elgin County OPP will continue to provide a service that is professional, transparent, and appropriate to the circumstances, respecting the individual dignity of all persons. Detachment Commander This will be my last report as your Detachment Commander as I will be retiring in 2020. I would like to express my deepest gratitude for the support I have received from the Police Service Board and all municipal officials as well as our partner agencies and stakeholders. The officers of Elgin County Detachment are second to none and will continue to provide a professional service to our communities while a new Detachment Commander can be identified. Elgin County OPP Detachmentstaffing remains unchanged in 2019. Wehave had many officers move on to new areas of the organization to be replaced by new officers from other areasin the province. The Elgin County AuxiliaryUnit is led by S/Sgt, Jeff Lister. Our Auxiliary unit is currently at 12 members and wecontinue to recruit for future openingswith two new officers scheduled to attend training in March. The unit continues to provide a great service to the community as you will see on the following page. Elgin County Auxiliary Unit 2018 Year inReview The Elgin Auxiliary Unitcurrently has acompliment of14members. Our members participated in over 40 events throughout Elgin County. Those events included major operational events, ride alongs with officers on regular shifts and supplementing the marine patrol program. The Auxiliary unit also supported many community events across the county. Below you will see a sampling of some of the events we were able to participate in throughout the year. – Prescription Drug Drop Off Day – Rosy Rhubarb – Kids and Cops Fishing Derby in Port Bruce, Pt Glasgow, Springwater C.A. – Canada Day Celebrations – Rollover Demonstrations - Remembrance Day Ceremonies – Santa Claus Parades 2017-2019 ActionPlan Our Annual Business Plan has been changed to a three year Action Plan to coincide with the new OPP three year Strategic Plan. Our 2017-2019 Action Plan priorities as identified with community and Police Service Board consultation are: Crime - Reducing victimization resulting from Domestic Violence and related occurrences - Reduction in property crimes including Break & Entersand theft from motor vehicles - Reducing victimization from cyber and /or technology-enabled crime Drugs - Continued emphasis on drug investigations focusing on trafficking and drugs in schools Traffic - Concentrating on The Big Four; impaireddriving, speeding/aggressive driving, inattentive/ distracteddriving, and seat belt use. - Motorcycle related collisions - Animal related collisions Other - Marine patrol and emergency response on Lake Erie - Response to persons with mental illness or in crisis - Reducing 911 pocket dials - Reducing false alarms Crime Management Plan Elgin County Detachment has a comprehensive Crime Management Plan that is administered through the leadership of Regional Detective Sergeant Victoria Loucks. The Crime Unit includes four detectives assigned to major case investigationsandthree detectivesassigned to the Street Crimes Unit investigating property crimes and drug investigation.The DomesticViolence Investigatorposition has been bundled with the Community Mobilization and Engagement Officer and is supervised by the Detachment Sergeant. The Crime Unit is responsible for oversight and investigation of all serious crimes that occur in our detachment area. The foundation of the plan supports the OPP Results Driven Policing methodology and focuses on public safety through crime prevention and investigative excellence. Traffic Management Strategy Elgin County Detachment has developed a Traffic Management Strategy with a goal of reducing motor vehicle collisions, specifically those that result in injury and death. Our focus in 2019 continued to be enforcement and education around aggressive driving, impaired driving, seat belt use, and distracted driving. These four driving habits are within complete control of thedriver and together can have the largest impact on road safety. Elgin County Detachment continues to employ a Traffic Team designated to traffic enforcement. Our Traffic Team is dedicated to be responsive to community identified traffic issues as well asissues identified through analysis by our RegionalAnalyst. Using analytics provided by the RegionalAnalyst and the Focused Patrol Program the traffic team will continue to focus their efforts where they are most needed and can have the greatest impact on traffic safety. Community Satisfaction Survey Year: 2017 1.98.4% of respondents felt “very safe” or “safe” in their community. 2.Of the 98respondents (or 25.9%) who said they had contacted the OPP in the past year, 89.9% were “satisfied” or “very satisfied” with the ease of contacting the OPP. 3.Overall, 93.4% of respondents were “very satisfied” or “satisfied” with the quality of police service provided by the OPP. 4.91.9% of respondents were “satisfied” or “very satisfied” with the OPP’s ability to work with communities to solve local problems. 5.83.8% of respondents were “satisfied” or “very satisfied” with the OPP’s visibility in the community. Community Policing Committees Elgin County OPP is very blessed to have a strong network of Community Policing Committees to represent the municipalities we serve. We work in partnership with our committees to identify and resolve issues of crime and traffic that are identified by the community. In addition, our committees volunteer countless hours of their time to support many community initiatives, particularily those that assist children, the elderlyand vulnerable groups. Elgin County has sevenCommunity Policing Committees located in West Elgin, Southwold, Dutton Dunwich, Port Stanley, Belmont, Malahide, and Bayham. Elgin County OPP is very appreciative of the hard work all of our committees do to support their communityand the OPP.In 2019 we continued to work withour committees usingthe Ontario Mobilization & Engagement Model of Community Policing and all committees are now using the model as a guide to assist them in setting priorities and objectives. Community Mobilization and Engagement What is Community Mobilization and Engagement? Elgin County OPP follows Ontario's Community Mobilization and Engagement Model of Community Policing. Prevention and early intervention by collaboratively working with community partners has proven time and again to provide the most impact and lasting solutions to crime and the reduction of harm or victimization. Building strong relationships with community residents and stakeholders is an effective and efficient method of preventing crime and increasing the quality oflife for the residents of Elgin County. This fairly new approach allows for more flexibility to address policing needs and priorities at the local level, by involving residents in efforts to improve the overall quality of life in their neighbourhoods. It also allows for a fundamental PC Carlson going blue to support St. Thomas Elgin shift in police work from the traditional response Alzheimer’s Society to calls for service, to a more holistic approach that builds upon localized community capacity to address the risk factors associated with crime and victimization.The goal ofengaging the community is to move from police led initiatives to community led initiatives that contribute to the safety of all. PC Carlson at the West Elgin PRIDE Flag raising along Safe Communities Committee at the 2019 Seniors Picnic – with St. Thomas Elgin Rainbow alliance members and P/C Carlson Co-chairs this committee MP Karen Vecchio As the Community Mobilization and Engagement, Mental Health and Abuse Issues Coordinator, Constable Carlson works closely with community members, community stakeholders, businesses and community groups to develop innovative responses and solutions to crime and social disorder. Taking part innumerous committees and collaborations such as the Elgin County Situation Table (co-chair), SAFE Communities (Co-chair), Elgin Alliance to End Violence Against Women, Elgin Elder Abuse Committee and the Elgin County Drug Strategy Committee, Constable Carlson utilizes his 29 years of diverse policing experiences from across Ontario to provide the policing perspective to the multitude of committees and groups that he is part of. Working closely with the LGBTQ2S+ community, Constable Carlson works to foster trust and break down barriers recognizing diversity and the responsibility of the OPP to work towards creating asafe and accepting environment for persons of all gender identities, expressions and sexual orientation. The following Community Mobilization Projects took place in 2019 and are ongoing; 1.Elgin Community Drug and Alcohol Strategy Development 2.Elder Abuse Prevention 3.Mental Health and Crisis Response Team 4.Police and Hospital Transition Framework 5.Senior Frauds/Scams 6.Formation of a Community Policing Committee in Dutton/Dunwich 7.Rapid Response Working Group – Alzheimer’s Society Rapid Response Working Group – Alzheimer’s Society Constable Carlson represents the Ontario Provincial Police on the Alzheimer Society rapid response working group. In this provincial initiative Constable Carlson has been workingclosely with Ontario Alzheimer Societies in designing resources, training and an educational video series for police officers. The training is designed to assist police officers in dealing with cases where someone living with dementia go missing. This includes working with thefamily, care partners, long term care or retirement home to quickly locate the missing person. The training also gives officers knowledge on prevention and referral processes and strategies. Elgin County Drug and Alcohol Strategy Identified through community concerns, in 2018 the Elgin Situation Table identified a need for a comprehensive drug and alcohol strategy within our community. A dedicated workgroup/taskforce was formed whose primary focus will be to develop a collaborative plan based on a “Four Pillars” approach of prevention, treatment, harm reduction and justice. The mission:Create, implement and evaluate a comprehensive drug and alcohol strategy that meets the needs of our community based on the pillars of prevention, treatment, harm reduction and justice.The vision:A safe and healthy Community in Elgin County without the negative impacts of drugs and alcohol. The workgroup has worked hard throughout 2019 to continue to develop a community base Drug and Alcohol Strategy. This project is anticipated to be complete in 2021. Community Safety Officer Constable Adam Crewdson will complete his four year commitment as our Community Safety Officer (CSO) in May of 2020. In 2019 Adam showed continuing successes with strengthening connections with community stakeholders, schools, and media partners. During the school year Adam spends muchof his time within the elementary schools teaching the Knowledge Influences Decisions Supports (K.I.D.S) programto grade six students. This program which is similar to V.I.P program discusses the topics of: Youth and the Law (Youth Criminal Justice Act, making the right choices, etc.), Peer to Peer Relationships (healthy relationships, taking responsibility for your actions, bullying, etc.) Internet Safety (staying safe online, sexting, etc.) and Drug Awareness Adam further assisted the Thames Valley District School Board and London Catholic School Board in training grade six teachers on how to implement and use the K.I.D.S/V.I.P program within their classes for 2019. Adam continued to support school administration with non-investigative questions and solutions to ongoing issues with high needs youth. New this year was Adam’s support of the YMCA Children’s Safety Village in London, Ontario. Schools from Elgin County elect to attend the Safety Village for presentations on pedestrian, cycling, and various other safety topics. Adam conducted the grade one and two programs for students. This provided more direct one on one support for our schools byhaving a local officer provide the classes. This was previously facilitated by the London Police Service. Adam also dedicated time within West Elgin High Schoolproviding students and staff continued face to face interaction with police throughout the school year. MEDIA Adam has continued to work with our media partners within the County and area. This has allowed for greater messaging on public safety and current crimeand traffic issues. Adam often covers off regional issues for main stream media at the request of West Region Headquarter. Recently, other OPP Counties have had new media officers join the regional media team. Adam has taken a mentorship role with these new media officers to ensure consistent messaging throughout our area. Social media continues to be a priority for Adam. This enables our communities to be instantly connected to investigations and police activities within their specific communities. COMMUNITY Being available to the community is a key role for the CSO’s. In 2019 Adam attended many events throughout Elgin County, often with the support of our AuxiliaryUnit. Adam continues tosupport the Youth Task Team in West Elgin/Dutton. This group provides support and advocatesfor youth wellness and involvement in the communities of West Elgin and Dutton-Dunwich. Adam further connects with the youth and community members throughout Elgin County by attending Early Year events, library’s, presenting at service groups and daycares. SPECIAL PROJECTS Adam continues toensure historic homicides within Elgin County remain in the media to be easily accessible to the public usingsocial media. This will ensureinvestigations and family intrests are not forgotten for years to come. One example is the Smith-Haveron double hoimicide that included collorbation with the family and media partners. Adam connected with the Cywink family and was able to highlightthe invesitgation to date and allow the public to have access to this usingsocial media. Adam partnered this year with Middlesex County OPP to run a citizen police academy for residents of Elgin and Middlesex. This had Elgin County residences attending a six week course to learn about the OPP. The course covered topics from OPP resources to current trends in crime. On numerous nights thisshowcased our own officers within Elgin County. This was the first time that Elgin County OPP has created and taken part in a citizen police academy. Regionally, Adam continues to represent the Elgin County OPP on the OPP West Region Diversion and Inclusion Counsel and the West Region Ceremonial Team. This allows the Elgin County OPP to gain further expourse and recognition throughout the region. Provinically, Adam sits on the innovations from the front line steering committee. This group is committed to the officers of our organization by providing positive changes at an orginzational level. Adam will be returning to front line policing on platoon and will bringthe knowledge and connections he has made over the last four years with him, making him an asset for other officers. Thanks Adam for your commitment and a job very well done. Community Street Crime Unit Our Community Street Crime unit has been very successful in 2019obtaining 77 judicial authorizations for search warrants. Below are someof the major investigations they have been involved in. Funeral Break and Enters – Since December 2018, break-ins began to occur while innocent mourning victims were at the funerals of their lost loved ones in Strathroy, Stratford, Elgin, Middlesex, Huron, Oxford, Norfolk and Lambton counties. The pattern of the suspect(s) was unravelled by CSCU members which led to countless daily hours of scraping the online obituaries in order to narrow targeted locations to where the suspect(s) could strike.Between December 2018 and August 2019, a total of 34 break and enters with this matching MO took place. CSCU members would stage at selected locations in hopes to capture the villain(s) of these heinous crimes in the act.Once the suspect(s) were captured several search warrants were executed resulting in the recovery of more than $100,000 worth of stolen goods snatched from the homes of Southwestern Ontario families who were attending funerals at the time of the break-ins. Trailer Theft Investigation – This investigation started off as a property crime Search Warrant which opened up an untouched multijurisdictional trailer theft scheme where victims had their enclosed trailers stolen, VIN’s replaced and registered as new in order to disguise the theft. As a result, approximately 35 trailers were discovered to be stolen and recovered by the CSCU members. Turner Road – What started off as a stolen property occurrence, a search warrant was executed at a residence where it was learned the occupants were deeply rooted as Sikh Organized Crime members. Intelligence was gained and shared with the appropriate intelligence units. Marijuana Grow Op – An investigation involving cocaine dealing resulted in the largest seizure of an illegal marihuana grow in the East of Elgin County.The farm was staged with a full working crew and supervision, all unlicensed and not permitted. Street value of the marihuana was conservatively estimated to be 1.5 million dollars. Property Theft – CSCU were quick to identify subjectsinvolved in break and enters in the Malahide area which led to a Search Warrant at the suspect’s residence recovering an abundance of stolen property identified to be out of St Thomas and surrounding area. Break and Enter/Theft – CSCU members noticed a trend of property crime in the West Elgin area involving the thefts of ATV’s and vehicles. CSCU followed up with investigative leads based on similar MO’s used by Persons of Interest. As a result of this, CSCU observed a POI being in possession of a stolen 70,000 construction pick-up truck that was taken during a break and enter in Lambton County. Firearms were also stolen. Search Warrants were executed at the property of the accused and numerous pieces of stolen property including ATV’s, the $70,000 pick-up truck, and numerous pieces of expensive construction equipment were recovered. Intelligence linking a ring of property crime groups within Elgin and Chatham was gathered after executing search warrants on electronic devices that were owned by the accused. Elgin County OPPCalls for Service 15,500 15,139 15,000 14,500 14,270 14,257 14,000 13,415 13,500 13,000 12,500 2017201820195 Year Elgin CountyTotal Calls For Service 4000 3000 2000 1000 0 Dutton Central West ElginSouthwoldMalahideBayham DunwichElgin 11858071092253513321194 2017 10818861134311714551216 2018 124810081565368515201154 2019 Elgin GroupTotal Calls for Service by Municipality 11% 12% West ElginDutton 10% 15% SouthwoldCentral 15% MalahideBayham 37% Elgin Group Total Calls Distribution 2019 Traffic Safety The safety of motorists on Elgin County roads has always been a priority for Elgin Detachment. Our Traffic Management Team is dedicated to enforcement and response to traffic complaints within the County. Officers conducted 548static RIDE checks in 2019, in addition to other tactics used to identify and remove109 impaired driversandissue 102 suspensions.Festive RIDE was in operation from Nov 23rdto Jan 2nd. During that time officers conducted 97RIDE checkscharging 9 impaired drivers and issuing 3 drivers licence suspensions. As you can see from the Motor Vehicle Collision chart below, we have seen a significantincreasein total crasheswith 914in 2018 compared to 720 in 2018.We will continue to use statistical analysis and focus on targeted enforcement of Impaired Driving, Aggressive Driving, Seat Belt Use, and Distracted Drivingto attempt to bring the total crashes down. These four factors can often be the difference between a minor crash with no injuries and a major crash resulting in injuries or death. Below are the causal factors for crashes inElgin County in 2019: Causal Factors Fatal CrashesRemaining Crashes 2018 2019 2018 2019 Alcohol Involved 3 1 2721 No Seat Belt 2 1 13 0 Aggressive Driving 0 0 80125 Distracted Driving 1 1 6695 Animal Related 0 0 266395 1000 800 600 400 200 0 Damage Personal InjuryFatalCar/Deer 5521426285 2017 5971167266 2018 7701368370 2019 Marine Safety Elgin County Detachment has 5 qualified marine operatorsconducting marine patrols, supported by theElgin Auxiliary Unit. The Marine Unit is out early for the May long weekend to ensure the boating public is ready for the boating season with properly equipped vessels and properly qualified captains. Officers are on the water patrolling every weekend and attend water related community events including Can-Fest, Harbourfest and Tall Ships in Port Stanley and Tub Daze in Port Burwell.The marine unit is responsible for approximately 450 square kilometers of Lake Erie and covers approximately 100km of shoreline along the north shore of the Lake. This includes the four ports of Port Burwell, Port Bruce, Port Stanley and Port Glasgow. YearMarine Hours# of Vessels Checked#of Charges (Criminal, Provincial, Marine) 1943037 2017 32239510 2018 2019454NoData8 Crime Prevention In 2019 Elgin County Detachment continuedour committement to crime prevention. A large component of this goal is the pro-active education provided through media outlets and presentations provided by our CSO. We continue to follow the principles of Intelligence Led Policing.Using analytics from the RegionalAnalyst we identify areas of concern and assign officers to specific focused patrols related to crime and traffic trends.The creation of our Community Street Crime Unit has increased the effectiveness of our investigations and provided targeted enforcement. 6000 5000 4000 3000 2000 1000 0 Criminal ChargesPOA ChargesFoot PatrolFocused 6625396955411 2017 7125478719741 2018 12525029212961 2019 Enforcement Statistics False Alarms -Elgin OPP officers responded to 299false alarms in 2019 downfrom343in 2018. 911Calls -Elgin OPP Officers responded to 1206 - 911 calls in 2019 upfrom 822in 2018. Break & Enter We experienced anoverall increasein Break & Entersacross the Countywith a total of 160 compared to 99in 2018. 60 40 20 0 Dutton Central West ElginSouthwoldMalahideBayham DunwichElgin 27811352124 2017 19101929139 2018 291422512717 2019 Break and Enter By Municipality DomesticViolence We experienced a notable increase in domestic violence occurrencesin Elgin Countyin 2019 with a total of 294in 2019 compared to 193in 2018. In 2019 we have continuedto work with our partner agencies, like Violence againstWomen Services Elgin County,to increase awareness and education and provide alternativeservices from the community. 100 80 60 40 20 0 Dutton West ElginSouthwoldCentral ElginMalahideBayham Dunwich 512535663650 2017 321614604328 2018 582345864042 2019 DomesticOccurrencesby Municipality Other Crimes 400 300 200 100 0 Sexual Theft Theft Theft Auto RobberyAssaultsMischief AssaultsUnderOverfrom MVTheft 21062831310313025574 2017 3129262831178414379 2018 122634223898513380 2019 Elgin Group Other Crimes Drugs 120 100 80 60 40 20 0 OccurrencesSearch WarrantsCDSA Charges 84649 2017 1011131 2018 211422 2019 CRIME STOPPERS London*Elgin*Middlesex(800) 222-TIPS (8477) Elgin County OPP continues to support the London Elgin Middlesex Crime Stoppers Program. This program has been very successful in 2019, handling 1789tips that resulted in the clearance of 36 criminal cases, 32arrests,2 weaponsseized,andover $61,740in seized drugs. Crime Stoppers Ontario Stats(Statistics 1983 to November 30, 2018): Arrests:124,009 Cases Cleared:133,244 Rewards Paid:$8,098,397 Arson Loss Value:$16,769,779 Property Recovered:$306,406,496 Drugs Seized:$1,924,799,718 Total Dollars $2,231,206,214 Recovered: Elgin Group Overtime Report The charts below outline the overtime expended for theElgin Group excludingprovincial responsibility. Elgin County OPP has implemented a number of strategies to reduce the use of overtime, including the creation of overlap shiftsfrom 3:00 pm to 3:00 amand noon to midnight to matchpeak time for calls for service.In addition there are policies that govern when officers are called in on overtime. 4100 3,980 4000 3900 3800 3688 3700 3,631 3600 3500 3400 201720182019 22% 9% 8% AdminCourt CrimeTraffic OperationalOther 21% 31% 9% Overtime Expenditure by Type Elgin GroupRevenue Report The chart below outlines the revenue collected on behalf of the municipality for services provided by the OPP. JANUARYFEBRUARYMARCHAPRILMAYJUNEJULY $ 2,073.75$ 1,982.75$ 2,629.50$ 3,389.00$ 3,512.75$ 3,603.50$ 4,739.00 AUGUSTSEPTEMBEROCTOBERNOVEMBERDECEMBER TOTAL:$ 46,118.25 $ 6,186.00$ 4,184.00$5,675.00$4,860.00$3,283.00 Criminal Record Checks The chart below provides a breakdown of criminal records checks completed by Elgin Detachment in 2019, a decreaseof 209 checks lessthan those completed in 2018. Of the 2590Criminal Records checks completed 161persons required fingerprints for RCMP verification. Criminal Record Checks 2019 JanFebMarAprMayJunJulAugSeptOctNovDecTotal Vulnerable Screening115941571672672021321792032121591182005 Regular273641443638334124423523420 Other109171913131522122483165 TOTAL1521392152303162531802422392782021442590 R.I.D.E. Grant Each year Elgin County OPP completes an application for a RIDE Grant through Mothers Against Drinking andDriving. In 2019 Elgin OPP received $13,539.38and all of that grant money has been spent to provide officers at RIDE checks throughout the County, with the bulk of those checks occurring during the Festive RIDE Season. We are very proud and appreciative to be partners with Mothers Against Drinking andDrivingin the fight to keep impaired drivers offour roadways. Elgin County OPP, 42696 John Wise Line, RR#5 St Thomas, ON. N5P 3S9EMERGENCY CALL 911 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-32 Being a By-law toauthorize the execution of an Agreement with MEDA Engineering and Technical Servicesfor the provision of bridge and culvert inspectionservices. 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 Municipality is desirous ofenteringinto an agreement with MEDA Engineering and Technical Servicesfor the provision of bridge and culvert inspection services; AND WHEREASa copy of the said AgreementbetweenMEDA Engineering and Technical Servicesand The Corporation of the Township of Malahide is attached hereto; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS ASFOLLOWS: 1.THAT the entering into of anAgreement for the provision of bridge and culvert inspection serviceswith MEDA Engineering and Technical Servicesis hereby approved and authorized. 2.THAT the Mayorand the Clerkbe and they are hereby authorized and directed to execute on behalf of The Corporation of the Township of Malahide the said Agreement in substantially the same form as that attached hereto as Schedule "A" and forming a part of this By-law. 3.THAT the said Agreementshall take effect and come into force upon the signing thereof by all parties thereto. 4.THAT this By-law shall come into force and take effect on the final passing thereof. th READaFIRSTandSECONDtime this7day of May, 2020. th READaTHIRDtime and FINALLY PASSEDthis7day of May, 2020. __________________________ Mayor,D. Mennill __________________________ Clerk, M. Casavecchia-Somers THE CORPORATION OF TOWNSHIP OF MALAHIDE BY-LAW NO.20-31 Being a By-law to authorize the execution of an agreement between The Corporation of theTownship of Malahide and MEU Consulting to provide services for the enforcement of by-lawsand provincial offenses. 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 WHEREASthe Council of The Corporation of the Township of Malahide deems itexpedient toenter into anAgreement with MEU Consulting to provide services for the enforcement of by-laws and provincial offences; AND WHEREASsuch Agreement is required to set out the terms and conditions of the provision of such enforcement services; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THATthe entering into of an Agreement with MEU Consulting is hereby approved and authorized. 2.THATthe Mayor and the CAO/Clerk be and they are hereby authorizedand directed toexecute on behalf of The Corporation of the Township of Malahidethe said Agreement in substantially the same form as that attached hereto as Schedule "A" and forming a part of this By-law; 3.THATthe said Agreement shall take effect and comeinto force upon the signing thereof by all parties thereto. 4.THATthis By-law shall come into force and take effect on the final passing thereof. READaFIRSTandSECONDtime this7th day of May, 2020. READaTHIRDtime and FINALLY PASSEDthis 7th day of May, 2020. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers SCHEDU to By-law No.20-31 st THIS AGREEMENT made this 1day of JUNE, 2020 B E T W E E N: WILLIAM MENZIE, carrying on business as MEU CONSULTING OF THE FIRST PART herein calledthe and THE CORPORATION OF THE TOWNSHIP OF MALAHIDE OF THE SECOND PART hereinheTownship WHEREAS the Council of theTownship of Malahidedeems it expedient to enter into a contract to provide services for the enforcement of by-laws and provincial offences; AND WHEREASboth parties hereby mutually covenant and agree that all services and supplies provided to the Municipality by the Contractor, shall be on the following terms and conditions; NOW THEREFOREbe it enacted as follows: ARTICLE 1 INTERPRETATION 1. DEFINITIONS In this Agreement: Director of Development & Community Servicesofthe Township of Malahide, or their designate. heirs, legal personal representatives, successors and assigns. TownshipTownship of Malahide. 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 Townshipto provide services for the enforcement of by-laws and property standardsand any other legislation requestedin the Township of Malahidefor a term of three (3) years, effective June 1, 2020 to June 1, 2023, subject to any changes to the scope of work and subject to the provisions of this hereto. The Townshipand the Contractor further agree that theTownshiphas 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 Agreement shall be paid in accordance wi hereto, and subject to an increase of 2% per year will apply for the remainder of the contract termbeginning on June 1, 2020. No municipal benefits will be paid to the Contractor or its employees. HST shall be in 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): a) 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 i) The theftor fraud by the Contractor involving property of the Township; action of gross moral turpitude or other criminal acts bringing the Townshipinto disrepute; ii) 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 complete the required work to satisfaction and standard of performance acceptable to the Municipality. 10. Termination at End of Term June 1, 2023 a) On or before June 1, 2023, the Municipality shall advise whether it wishes to renew this Agreement, or wishes to exercise a three (3) year option extending the contract to June 1, 2026. 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 June 1, 2023. The Contractor will not be entitled to any further notice, pay or remuneration whatsoever. 11. Reporting The Contractor will report directly to the Director of Development & Community Services ortheir designate. 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. TownshipProvisions The Townshipwill provide the Contractor with access to a municipal building of its choosing for restroom facilities while on duty in the Township. 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 To the Township of Malahideat:Township of Malahide 87 John Street South Aylmer, ON N5H 2C3 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 as an independent contractor. IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and year first above written. SIGNED, SEALED AND DELIVERED In the presence of)Corporation of the Township of Malahide ) )_______________________________SEAL ) ) )_______________________________ ) ) )William Menzie MEU CONSULTING ) )_______________________________ ) -SERVICES REQUIRED - 1. The Contractor shall: by-laws as directed by the Municipality, 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. requested event -laws and address any trespass and vandalism issues. complaints, by-law infractions or Provincial Offence infractions and determine course of action. municipal by-laws and enforcement of such by-laws. -operatively with Ontario Provincial Police and any other agencieson municipal related mattersandrespond to any requests from the Ontario Provincial Police and other agenciesin regard to municipal by-law matters. -operate with all local emergency emergency planningand part of it first/emergency response when needed. tractor shall keep records and provide written reports within seventy- two (72) hours of end of shift and/or call-in. briefs. dures, evidence procedures and Criminal Code of Canada matters. This shall include co-operating with the local courts for the Municipality. required. that enforcement may require evening and weekend shifts. -law enforcement staff. amount of $5,000,000.00 for carrying out all duties as provided for in this Agreement. -laws and municipal signage. te the public, when possible, regarding municipal by-laws and enforcement of such by-laws. from time to time. Director of Development & Community Services or their designate Compensation for Services 2% per hour increase effective June 1, 2020 and each calendar year thereafter 1. The Contractor shall provide the following services on an as needed basis: a) Single Uniformed Officer -@ $46.50 per hour for one officer (including vehicle and fuel) Minimum charge to be invoiced -(4) hours b) Two Uniformed Officers -@$69.50 per hour for two officers (including vehicle andfuel) Minimum charge to be invoiced -(4) hours c) Court attendance if required -@$26.00 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. HST shall be in addition to the Contr 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, tagsand or any other administration needs thatwill 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 invoicepast 15 days will have a penalty of 2% applied weekly. 5. The Contractor agrees to respond to service upon request from the Municipality at the discretion of the Director of Development & Community Services ortheir designate. 6. The Contractor agrees torespond to any call-outs from the Ontario Provincial Police and any other agency. THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-28 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,atitsregular meeting held on May 7,2020,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. th READaFIRSTandSECONDtime this7day of May, 2020. th READaTHIRDtime and FINALLY PASSEDthis7day of May, 2020. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers