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Regular Council Agenda - 2020/05/21 The Corporation of the Township of Malahide A G E N D A May 21, 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 6 - 16) (C) Presentations/Delegations/Petitions (D) Reports of Departments (i) Director of Fire & Emergency Services - Emergency Services Activity Report April. RES 2 (Pages 17 - 21) (ii) Director of Physical Services - Kettle Creek Drain. RES 3 (Pages 22 - 26) - Tender Results: 2020 Supply & Place Surface Treatment. RES 4 (Pages 27 - 29) - Request for Signage Amish Safety Committee. RES 5 (Pages 30 - 33) - Request for Additional Roadside Mowing Amish Safety Committee. RES 6 (Pages 34 - 36) (iii) Director of Development & Community Services (iv) Director of Financial Services/Treasurer (iv) CAO/Clerk (E) Reports of Committees/Outside Boards RES 7 (i)Long Point Region Conservation Authority - Annual General Meeting of Board of Directors February 28, 2020. (Pages 37 - 43) - Special Meeting of Board of Directors April 22, 2020. (Pages 44 - 45) (F) Correspondence RES 8 1. Association of Municipalities of Ontario - Watch File dated May 7 and 14, 2020. (Pages C2 - 7) 2. Town of Midland and Township of Montague Resolution requesting Federal Government to provide grant funding to Municipalities in order to waive property taxes for the year 2020. (Federation of Canadian Municipalities information relating to urgent request for emergency operating funding for municipalities using new hybrid formula modelled on Federal Gas Tax Fund and ridership-based allocations for municipalities that operate transit systems.) (Pages C8 - 26) 3. Township of North Frontenac Resolution requesting Province to consider lifting the prohibition on residential construction where no building permit had been issued prior to April 4, 2020, in all instances where construction can take place in accordance with principles (Pages C27 - 28) 4. Municipality of Central Elgin Notice of Passing of a Zoning By-law Amendment relating to the property at 116 Coulter Avenue. (Page C29) (G) Other Business (i) County of Elgin - Contract Extension for Integrity Commissioner/ Closed Meeting Investigation/Ombudsman. RES 9 (Pages 46 - 67) (H) By-laws (I) Closed Session (J) Confirmatory By-law RES 10 (Page 68) (K) Adjournment RES 11 **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 21, 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://www.youtube.com/channel/UC2WWxGHYoaNBixWD8viFlGw 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 May 7, 2020 be adopted as printed and circulated. 2.THAT Report No. F-20-Emergency Services Activity Report April. 3.THAT Report No. PS-20-Kettle AND THAT Mike Devos, P. Eng., of Spriet Associates, be appointed to 4.THAT Report No. PS-20-Results: 2020 Supply & Place AND THAT the 2020 Supply & Place Surface Treatment work be awarded to Duncor Enterprises Inc.; AND THAT the Mayor and Clerk be authorized to enter into an agreement with Duncor Enterprises Inc., of Barrie, Ontario, for the purpose of completing the 2020 Surface Treatment Program. 5.THAT Report No. PS-20-Amish Safety AND THAT Municipal Staff be authorized and directed to proceed with the installation of additional safety signage within the Amish Settlement Area. 6.THAT Report No. PS-20- Mowing AND THAT the Municipal Staff be authorized and directed to proceed with additional roadside mowing within the Amish Settlement Area. 7.THAT the following Reports of Committees/Outside Boards be noted and filed: (i)Long Point Region Conservation Authority -Annual General Meeting of Board of Directors February 28, 2020. -Special Meeting of Board of Directors April 22, 2020. 8.THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated May 7 and 14, 2020. 2.Town of Midland and Township of Montague Resolution requesting Federal Government to provide grant funding to Municipalities in order to waive property taxes for the year 2020. (Federation of Canadian Municipalities information relating to urgent request for emergency operating funding for municipalities using new hybrid formula modelled on Federal Gas Tax Fund and ridership-based allocations for municipalities that operate transit systems.) 3.Township of North Frontenac Resolution requesting Province to consider lifting the prohibition on residential construction where no building permit had been issued prior to April 4, 2020, in all instances where construction can take place in accordance with principles rk fo 4.Municipality of Central Elgin Notice of Passing of a Zoning By-law Amendment relating to the property at 116 Coulter Avenue. 9.THAT the County of Elgin be advised that the Malahide Township Council is supportive of extendingthe current contract with Independent Resolutions Inc. as Integrity Commissioner/Closed Meeting Investigator/ Ombudsman for the Township of Malahide effective January 1, 2021 until December 31, 2022, with the existing terms and conditions as the previous contract and with no change in fees for another two (2) years, if agreed to by Elgin County, Middlesex County,and Elgin municipalities. 10.THAT By-law No. 20-33,being a Confirmatory By-law, be given first, second and third readings, andbe properly signed and sealed. 11.THATtheCounciladjournits meetingat _______ p.m.to meet again on June 4, 2020, at 7:30 p.m. 20-99 May 7, 2020 7:30 p.m. ________________________________________________________________ The Malahide Township Council met via videoconference. 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 toCOVID-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 Videoconference: Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor R. Cerna, Councillor C. Glinski, 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 Videoconference: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, Drainage Superintendent B. Lopez,and Manager of Water/Wastewater Operations S. Gustavson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:30 p.m. DISCLOSURE OF PECUNIARY INTERESTandthe General Nature thereof: Councillor M. Widnerdisclosed a pecuniary interest with respect to the following: (i)Council Agenda ItemC (i) and (ii) regarding the Meetings to Consider the Hansebout Drain Extension 2020. The nature of the conflict beingthat a Junior Partner at Spriet Associates is an immediate relative of his. 20-100 MINUTES: No. 20-161 Moved by:Max Moore Seconded by:Rick Cerna THAT the minutes of the regular meeting of the Councilheld on April 16, 2020 be adoptedas printed and circulated. Carried. PRESENTATIONS/DELEGATIONS/PETITIONS: -Meeting to ConsiderTaylor Drain Branch D Councillor Widner declared a conflict of interest with respectto Council Agenda Item (C) (i)and (ii)relating to SprietAssociates, retired from the meeting,and abstained from all discussions and voting on the matter. Drainage Engineer, John M. Spriet, of Spriet Associates, appearedby videoconferencebefore the Council to present the Drainage Engi dated April 1, 2020, regarding the Taylor Drain Branch Dand outlined the nature of the proposed work. Mayor Mennill inquired if anypersons had submitted any comment or concerns relating the Drainage Report. The Deputy Clerk advised that there were no submissions. Mayor Mennill lost his video connection 7:35 p.m. and Deputy Mayor Giguere assumed the Chair temporarily. Mayor Mennill was able to reconnect to the videoconferenceat7:36 p.m. and resumed the Chair. Mayor Mennill inquired if any persons, including Members of Council,would like to withdraw or add their names to the Petition and there were none. No. 20-162 Moved by:Scott Lewis Seconded by:Chester Glinski Branch D, as prepared by SprietAssociates and dated April 1, 2020, be accepted; AND THAT By-law No. 20-29,being a by-law to provide for the TaylorDrain Branch D drainage works,be read a first and second time and provisionally adopted. Carried. 20-101 No. 20-163 Moved by:Max Moore Seconded by:Rick Cerna THAT the Court of Revision for the TaylorDrainBranch Dbe scheduled to be held on June 4, 2020at 7:30 p.m. Carried. No. 20-164 Moved by:Chester Glinski Seconded by: Scott Lewis THAT the tendersfor the construction of theTaylorDrain Branch Dbe requested for May 29, 2020at 11:00 a.m. Carried. The Engineer, John M. Spriet, retiredfrom the videoconference meeting. -Meeting to ConsiderHansebout Drain Extension 2020 Drainage Engineer, Mike DeVos, of SprietAssociates, appearedby videoconferencebefore the Council to present the Drainage Engin dated January 29, 2020,regarding the Hansebout Drain Extension 2020and outlined the nature of the proposed work. Mayor Mennill inquired if anypersons had submitted any comment or concerns relating the Drainage Report. The Deputy Clerk advised that there were no submissions. Mayor Mennill inquired if any persons, including Members of Council would like to withdraw or add their names to the Petition and there were none. No. 20-165 Moved by:Scott Lewis Seconded by:Dominique Giguère Hansebout DrainExtension 2020, as prepared by Spriet Associates and dated January 29, 2020, be accepted; AND THAT By-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. Carried. 20-102 No. 20-166 Moved by:Rick Cerna Seconded by:Max Moore THAT the Court of Revision for the HanseboutDrainExtension 2020 be scheduled to be held on June 4, 2020at 7:30 p.m. Carried. No. 20-167 Moved by:Scott Lewis Seconded by:Chester Glinski THAT the tenders for the construction of the Hansebout DrainExtension 2020 be requestedfor May 29, 2020at 11:00 a.m. Carried. Councillor Widner resumed his seat in the videoconferencemeeting. The Engineer, Mike DeVos, retired from the videoconference meeting. REPORTS: Director of Physical Services -Consulting Services: 2020 Bridge and Culvert Inspection No. 20-168 Moved by:Rick Cerna Seconded by:Max Moore THAT Report No. PS-20- 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 to complete 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. Carried. 20-103 -Tender Results: 2020 Bridge Washing No. 20-169 Moved by:Mark Widner Seconded by:Rick Cerna THAT Report PS-20- 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). Carried. -Tender Results: 2020 Processed Aggregates No. 20-170 Moved by:Chester Glinski Seconded by:Scott Lewis THAT Report No. PS-20--2020 Processed Carried. -APAM SCADA Central Server Replacement and Hardware and Software System Upgrates No. 20-171 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT Report No. PS-20- Replacement and Hardware and Software Sys 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 ofMalahide does hereby approve the Malahide 20-104 (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 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. Carried. Director of Development and Community Services -Municipal By-law Enforcement Service Agreement No. 20-172 Moved by:Rick Cerna Seconded by:Scott Lewis THAT Report No. DCS-20--law Enforcement ANDTHAT 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 Carried. Director of Financial Services -COVID-19 Impact on Budget 2020 The Mayor noted the Report did not take into account the losses in revenue at the East Elgin Community Complex (EECC) whichis owned jointly with the Town ofAylmer. He noted that while the ice was removed at the beginning of the COVID-19 outbreak in an effort to reduce costs, there will still be a significant revenue loss as the facility remains closed. The Chief Administrative Officer noted that while there will be losses due to COVID-19, the Aylmer CAO has advised that efforts have been taken to minimize such losses for the EECC, specifically by redeploying EECC Staff to the Aylmer Parks Department. While 20-105 this results in a higher wage expense for Aylmer, the cost to the EECC will be e of the costs will be less as well. Councillor Widner noted that the Equipment Committee has delayed the purchase of a tractor and will also be considering whether or not such equipment should be rentedor leasedas needed rather than proceeding with the purchase. Inresponse to asuggestion fromDeputy MayorGiguèrethat the increased fee for the late payment of dog tags should be waived, the Treasurer advised that the extra amount added to thedog tagswas not a penalty but rather was a reduced rate available to dog owners as an incentive to pay before March 31. The Treasurer noted that invoices and dog tags were availableto dog owners in November 2019 so there had been ample opportunity to pay the invoiceprior to the March 31 deadline. She indicated that approximately 100 invoices remained unpaid out of 1,100 invoices issued. No. 20-173 Moved by:Max Moore Seconded by:Scott Lewis THAT Report No. FIN-20-- received; ANDTHAT 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. Carried. CORRESPONDENCE: No. 20-174 Moved by:Rick Cerna Seconded by:Scott Lewis 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 20-106 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-Wolfordand County of Norfolk requesting a review procedures to include 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). 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 . 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 toregulate and enforce odour and 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.) Carried. OTHER BUSINESS: -Elgin OPP 2019 Year-end Report 20-107 No. 20-175 Moved by:Mark Widner Seconded by:Scott Lewis THAT the Elgin County Ontario Provincial Police 2019 Year-end Report be received. Carried. -Usage of South Dorchester Community Hall for Harvest Bowl Project Councillor Widner advised that Donna Lunn, on behalf of the Harvest Bowl Project,has requested the use of the South Dorchester Community Hall for the preparation of dehydrated soup mix to supply food banks. Mayor Mennill advised that access to the hall was restricted during the COVID-19 pandemic, and suggested that instead she be permitted toobtain all of goods/materials that are stored at the hallso that she could prepare the soup mix in her own home. Councillor Widner indicated that the Southwestern Public Health was supportive of allowing the Harvest Bowl volunteers tousethe hall for the purpose of preparing the soup mix provided that they adhere to all of the safety requirements related to COVID-19, including social distancing. Deputy MayorGiguère indicated that she supportedthe use of the hall for this purpose. Councillor Cerna noted that food processing was an essential service and supported the use of the hallfor this purpose. Councillor Moore advised that he would support the use ofthe hall with the written consentof the Public Health andensuring that all recommended safety requirements were followed. No. 20-176 Moved by: Rick Cerna Seconded by: Max Moore THAT the Harvest Bowl Project be permittedto utilize the South Dorchester Community Hall for the purpose of food preparation during the COVID-19 pandemic; SUBJECT TO the volunteers adhering to all applicable Provincial Regulations related to theCOVID-19 pandemic. Carried. -Share the Roadwith Farm Vehicles Councillor Widner noted that a recent motor vehicle collision had occurred with a tractor towing spray equipment on Hacienda Road near Glencolin Line. He asked that a notice be published to remind the public be to share the road with farm vehicles. 20-108 The CAO advised the next Malahide Informer does include messagingabout tractors and motor vehicles sharing the road. She also noted that theMalahide Website and Facebook is beingupdated to include similar reminders to the public. BY-LAWS: -By-law No.20-32Agreement with MEDA Engineering Bridge and Culvert Inspections No. 20-177 Moved by:Rick Cerna Seconded by:Scott Lewis 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 be properly signed and sealed. Carried. -By-law No. 20-31Agreement with MEU Consulting Enforcement of By-laws Services No. 20-178 Moved by:Max Moore Seconded by:Scott Lewis 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. Carried. CLOSED SESSION: No. 20-179 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT Council move into Closed Session at 8:55p.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. 20-109 Carried. No. 20-180 Moved by:Scott Lewis Seconded by:Rick Cerna THAT Council move out of Closed Session and reconvene at 9:30p.m. in order to continue with its deliberations. Carried. The Mayor advised that during the Closed Session, the Council provided direction to the Municipal Staff regarding a proposed or pending acquisition or disposition of land by the municipality or local board relating to property on Imperial Road.There is nothing further to report. CONFIRMATORY: No. 20-181 Moved by:Scott Lewis Seconded by:Max Moore THAT By-law No. 20-28,being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 20-182 Moved by:Chester Glinski Seconded by:Mark Widner THATtheCounciladjournits meetingat 9:35p.m.to meet again on May 21, 2020, at 7:30 p.m. Carried. ____________________________________ Mayor D. Mennill ____________________________________ Clerk M. Casavecchia-Somers Report toCouncil REPORT NO.:F20-06 DATE: May 6, 2020 ATTACHMENT:None SUBJECT:Emergency Services Activity Report -April Recommendation: THAT Report No. F20-06Emergency Services Activity Report Aprilbe received. Background: Department Incidents In April2020, Malahide Fire Services responded to nine (9) incidents as compared to thirty-one (31)incidents in 2019, twenty-eight (28) incidentsin 2018,twenty-three (23) incidents in 2017, twenty-eight (28) incidents in 2016,and twenty-five(25) incidents in 2015. Medical incidents accounted for approximately sixty (66%) of all Aprilincidents in 2020. The average age of persons requiring medicalresponse in April2020 was 64.5with a 75/25male/female ratio. Of the nine (9)incidents inApril2020, South Stationresponded to three (3)incidents, Station #3 to two (2) incidents, and Station #4 to four (4) incidents. Department Responses Department protocols provide for response by additional Stations depending on the type of incident reported (e.g. MVC, structure fire, water rescue). Individual Station responses resulted in South Stationresponding to five(5) incidents, Station #3 to three(3)incidents, and Station #4 responding to four(4)incidents. Fire Events Loss/Save There wasone structure fireinApril resulting in fire loss of $2,000 and savingsof $250,000. Fire Prevention The Aprilfire safety message of the month was Is your 911 number easy to read During this time of physical distances and the inability to congregate, the Fire Prevention Committee has been preparing and posting videos to their Association Facebook page and the Township website. Fire Safety Inspections In April2020,the Staff did not conduct any inspection and no orders for non-compliance wereissued. Station and Technical Training Station training is currently suspended. Training Revenue No external DZ training was provided in April,2020. Ontario Police College To date in 2020,the Staff hastrained489Police Cadets. The current agreement with the Ontario Police College is that they will reimburse MalahideFire Service $2,000.00 per session as well as cover the cost of any equipment that is damaged during any presentation. OPC has beenbilled $2,000.00 for 1 sessionso far in 2020. The next training session at OPC isscheduled to be held inMay,2020. To date in 2020, theStaff have not filled anybottles for the OPC. Motor Vehicle Collision Revenues Malahide Fire Services responded to zero (0)motor vehicle collisions(MVC) inApril.To date in 2020,we have invoiced$13,896.18for services provided to the MTO andto non-residents of Malahide Township(March2020incidents). Burn Permits To date in 2020,the Staff have issued threehundred and fourteen(314) burn permits. General Automatic Aid Agreement(s) The Automatic Aid Agreement with Central Elgin was not activated inApril,2020. Mutual Aid Malahide Fire Services did not request or be requested to provideMutual Aid assistanceto or from other municipalities in April. Emergency Management Program Emergency Response The outbreak of the COVID-19 pandemic has resultedinthe Municipality making a Declaration of Emergency on March 21, 2020.The Province of Ontario has declared that non-essential business are to close, but that municipal operations, with the exception of parks and recreation, are an essential service. Administrative Staff are working from home on a revolving basis to ensure that there is minimal interaction in the TownshipOffice. Road Staff have adjusted their schedule and have been split between the North and South Shop to reduce interaction. In addition,they havebeen instructed to only have one person in a vehicle and are regularly cleaning and disinfecting the vehicles before and after each use. The Staff are attending regular conference call updates from SouthwesternPublic Health to receive updates on the status of the pandemic and to receive advice on municipal operations under the current health emergency. We continue to monitor the situation and make necessary adjustments as warranted. We continue to answer all inquiries from the public as well as communicating regularly with our Amish and Mennonite communities. Regular meetings of the MECC (Municipal Emergency Control Group) have taken place as required. Public Education/Awareness Included as apart of Fire Prevention activities. Training TBD. Emergency Management Program Committee Next meeting TBDin 2020. 2020Program Compliance Activities EMPC Meeting TBD ERP Review TBD Annual Exercise TBD Malahide Flood Plan Review TBD Annual CCG Training TBD. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. Community . By undertaking a long-range strategy, in consultation with the appropriate emergency services authorities, to identify resources required to optimize the provision of emergency services. Submitted by:Approvedby: H. Brent Smith Report toCouncil REPORT NO.:PS-20-23 DATE: April 22, 2020 ATTACHMENT:Mapand Request for Improvement SUBJECT:New Engineers Report Kettle Creek Drain Recommendation: THAT Report No.PS-20-23entitledNew Engineers Report Kettle Creek Drain be received; AND THAT Mike Devos, P. Eng.,of Spriet Associates, be appointed to prepare an Comments/Analysis: The Township of Malahide has received a request for improvementfor the portion of the Kettle Creek Drain that runs from Helder Road to the outlet, east of Dorchester Road. Jim Crane, the landowner at 2733 Avon Road, has requested a bottom cleanout be completedto attempt to alleviate drainage issues he is having on the southerly portion of his property. This property is bisected by the Kettle Creek Drain and the Harrietsville Drain, (see maps). This existing portion of the Kettle Creek Drain was last re-constructed pursuant to a report by H. M. Gibson P.Eng., O.L.S., dated December 12, 1966. TheStaff is recommending that Spriet Associates be appointed by the Council to prepare a new Engineers Reportunder Section 78of the Drainage Act R.S.O. 1990, including a new assessment schedule for the entire length of the Kettle Creek Drain. Summary: TheTownship received a request for improvement from alandowner on the Kettle Creek Drain. The Staff are recommending that Spriet Associatesbe appointed by the Council to Reportunder Section 78of the Drainage Act R.S.O. 1990for the Kettle Creek Drain.The estimated construction date is 2022. Financial Implications to Budget: The Township has lands which contribute to the drainage area,and thus,will likely be a party tothe Report. 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 Financial Efficiency throughout Decision. Ensuring that the cost of maintaining works to achieve this goal. Submitted by:Approved by:Approved for Council: Bob Lopez,Matt Sweetland, P.Eng., Engineering Technologist/Director of Physical Services Drainage Superintendent Report toCouncil REPORT NO.:PS-20-25 DATE: May 5, 2020 ATTACHMENT:None SUBJECT:Tender Results: 2020Supply & Place Surface Treatment Recommendation: THAT Report No.PS-20-25Tender Results: 2020Supply & Place Surface Treatmentreceived; AND THAT the 2020Supply & Place Surface Treatment work be awarded to Duncor Enterprises Inc.; AND THAT the Mayor and Clerk be authorized to enter into an agreement with Duncor Enterprises Inc.,of Barrie, Ontario,for the purpose of completing the 2020 Surface Treatment Program. Background: In the past, the Township has participated with several other lower tier municipalities in ElginCounty to issue a Surface Treatment Tender. Since 2013, the Township has participated in a purchasing co-operative with the County of Elgin to secure a Contractor. The Staff would again recommend that the Township participate in a purchasing co- operative with the County. The County obtained a competitive price using a competitive process. The Township procurement policypermits the Township to participate in co- operative purchasing with other government agencies or public authorities where it is in thebest interest of the Township to do so. The policies of the government agencies or public authorities calling the co-operative are to be the accepted policyfor that particular tender. Comments/Analysis: Single and Double Surface Treatment The County of Elgin called for tenders to complete their annual Microsurfacing & Surface Treatment Program. The tender was awarded to Duncor Enterprises Inc.,of Barrie, Ontario. The unit prices in the Coukilogram of emulsion applied and a pertonne of aggregate applied,rather than a permeter cost of finished product. Typically, the Township requests a per square meter price. Based on a typical application rate, as identified in the tender, of 1.85 kg/m2 of emulsion and 15 kg/m2 of aggregate, the unit price per square meter is $2.74(single surface treatment). Based on a typical application rate of 1.65 kg/m2 of emulsion and 15 kg/m2 of aggregate, the unit price per square meter is $5.28(double surface treatment). The Staff recommendsentering into an agreement with the Contractor to formally stipulated a two--year warranty. requesting a two-year warranty in recognition of the increased tender quantities. The following roads are scheduled to be resurfaced (Single Surface Treatment) in 2020: 1.Calton Line; from Imperial Road to Springfield Road 2.Half Moon Road; from Imperial Road (west) to Imperial Road (north) 3.John Wise Line; from Springfield Road to Richmond Road 4.Mapleton Line; from Belmont Road to Imperial Road 5.Vienna Line; from Imperial Road to Springfield Road 6.Whittaker Road; from Wilson Line to Yorke Line. The following roads are scheduled to be reconstructed(Double Surface Treatment) in 2020: 1.Conservation Line;from Lee Municipal Drainto Imperial Road 2.Pressey Line; from Carter Road to Pigram Road. Thetender documents identify an August 28, 2020completiondate.The contract recognizes an existing County of Elgin material installation specification and the Staff also recommend requesting a two-year warranty. Financial Implications to Budget: The table below shows that the prices have risen in recent years. This is due to the price of materials. The Staff believe that the Township is still receiving a good value for its money and should continue to expand its surface treatment program to maximize its return on investment. To date, the Council committed to expanding and maintaining its surface treatment program to ensure the program is fullyfundedto meet this commitment. The recommended engineering best practice is to have a surface treatment program on th a seven year cycle. 1/7of our system should be resurfaced every year. This is based on the life expectancy of surface treatment in order to minimize maintenance costs. 20102011201220132014201520162017201820192020 $2.71$2.74 SINGLE SURFACE $2.39$1.81$2.14$2.26$2.34$2.64$2.55$2.54$2.64 $5.17$5.28 DOUBLE SURFACE $4.74$3.44$3.98$4.68$4.85$4.88$4.88$4.85$5.04 Based on the unit prices for2020, the Staff estimate a total of$487,000for single surface treatmentto be funded through the approved Hard Top Road maintenance budget. A totalof$40,000for double surface treatment to reconstruct existing hard surface roads is included in the 2020Capital Construction budgets for Conservation Lineand Pressey Line. The Council is reminded that payment for surface treatment is based on the actual field measurement of material applied. Road widths vary and will influence the final cost. Summary: The Staff recommend awarding the 2020Surface Treatment contractto Duncor Enterprises Inc.,of Barrie, Ontario,as the selected contractor following the Elgin County procurement process. The projectsareincluded in the2020Budget and within the budget estimate as adopted and therefore the approval of this project will have no impact on the budget as previously adopted by the Council. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ACSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the Embody Financial Efficiency throughout DecisionSecuring service providers using a competitive procurement practice and using a purchasing co-operative typifies this goal. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland, P.Eng., Roads & Construction Director of Physical Manager Services Report toCouncil REPORT NO.:PS-20-24 DATE: May 13, 2020 ATTACHMENT:Rural Settlement Area Map SUBJECT:Request for Signage Amish Safety Committee Recommendation: THAT Report No. PS-20-24entitledRequest for Signage Amish Safety Committee AND THAT Municipal Staff be authorized and directed to proceed with the installation of additional safety signage within the Amish Settlement Area. Background: As the Council is aware, sometime ago an Amish Area Safety Committee was established to address ongoing safety concerns unique to the Amish Settlement Area. The informal Committee is comprised of members of the Township Staff, Council, Ontario Provincial Police, and Amish Safety Committee. The Committee has been particularly concerned with the interaction between vehicles and the vulnerable users on the Malahide road network. Vulnerable users include: pedestrians, horse and carriages, and cyclists. Comments/Analysis: Followingthe recent completion of the GlencolinLine construction project, the Committee metto discuss the impact of the newly-constructed roadon the community, and to discuss any new or existing safety concerns. One of the concerns raised by the Committee was the apparent confusion with some motor vehicle drivers on their responsibility with respect to overtaking horse and carriage vehicles. The Committee felt that increased and improved informational signs that advise operators of recommended safety protocols would serve to educate both the vehicle and carriage operators. The Staff are proposing two types of signage improvements. The first signage recommendation is to add a text tab below the existing horse and carriage signs dispersed throughout the Amish community. The Text Tab will reminded The second signage recommendation is to add a text tab below the existing Rural Settlement Area signs located at entry points to the Amish community. The Text Tab will The Staff recommend the installation of both types of signage improvements as indicated above. Financial Implications to Budget: The financial implications to the budget will be dependent on the optionapproved.The estimatedcost to install 24 of the $900.00. The estimated cost to install6 of signs is approximately $300.00. The total cost to install both types of signage isapproximately $1,200.00. This expense is in addition to the regular Signs & Safety Maintenance program and wouldbe funded from reserves. 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 Financial Efficiency throughout Decision.Ensuring that the cost of maintaining municipal infrastructure is equitably borne achieve this goal. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland, P.Eng., Roads & Construction Director of Physical Manager Services Report toCouncil REPORT NO.:PS-20-26 DATE: May 13, 2020 ATTACHMENT:Rural Settlement Area Map SUBJECT:Request for Additional Roadside MowingAmish Safety Committee Recommendation: THAT Report No. PS-20-26entitledRequest for Additional Roadside Mowing Amish Safety Committee AND THAT the Municipal Staff be authorized and directed to proceed with additional roadside mowingwithin the Amish Settlement Area. Background: As the Council is aware, sometime ago an Amish Area Safety Committee was established to address ongoing safety concerns unique to the Amish Settlement Area. The informal Committee is comprised of members of the Township Staff, Council, Ontario Provincial Police, and Amish Safety Committee. The Committee has been particularly concerned with the interaction between vehicles and the vulnerable users on the Malahide road network. Vulnerable users include: pedestrians, horse and carriages, and cyclists. Comments/Analysis: Followingthe recent completion of the Glencolin Line construction project, the Committee metto discuss the impact of the newly-constructed roadon the community, and to discuss any new or existing safety concerns. Oneof the concerns raised by the Committee was the growth of vegetation along the roadways frequently used by Amish pedestrians. Pedestrians regularly use the roadside as a refuge area when traffic is heavy or when they otherwise feel unsafe to walk on the road surface. While the Township does complete roadside grass cuttingon all roads twice per year, the Committee requests that increased mowing in the Rural Settlement Area be considered. Currently, the Township has a three year contract with D&D Commercial Property Maintenance to provide roadside grass cutting services. This contract was awarded in 2020, and is in place through the year 2022. Through the tendering process, the Staff included a provisional price for additional mowing services as required.The contractor has been consulted about the additional work and has confirmed they can complete an additional mowing of the Rural Settlement Area roadsides within their schedule. With the addition of a third mowing pass within the Rural Settlement Area, it would mean roadsides are mowed in Mid-June, Early August and Mid-September (All dates are approximate, and can vary)in this area. Financial Implications to Budget: The total cost to implement additional mowing within the Rural Settlement Area is approximately $1,250.00 per year. The roadside grass cutting contract was awarded based on a competitive bid process, and was awarded under the 2020 budgeted amount. While recognizing that the work is completed as a unit rate per kilometer contract, it is anticipated that the additional work can be completed within the allotment provided in the 2020 Budgetthat was 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, OurEconomy, Our Community, and Our Government. One of the goals that support the Financial Efficiency throughout Decision.Ensuring that the cost of maintaining municipal infrastructure is equitably borne achieve this goal. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland, P.Eng., Roads & Construction Director of Physical Manager Services May 12, 2020 To Municipal Partners: Re:Contract Extension forIntegrity Commissioner/Closed Meeting Investigator/Ombudsman On April 28, 2020, County Council approved the extension of the current contract withIndependent Resolutions Inc. as Integrity Commissioner/Closed Meeting Investigator/Ombudsman for the County of Elgin effective January 1, 2021 until December 31,2022. Independent Resolutions Inc. is willing to roll over the existing terms and conditions with no change in fees for another two (2) years if agreed to by Elgin County, Middlesex County and Elgin’s participating municipalities. We ask that youwouldadvisein writingofyour Council’s position on the contractextensionwith Independent Resolutions Inc. as Integrity Commissioner/Closed Meeting Investigator/Ombudsman. Included in this package is the previous agreement and by-law. We will send out a revised agreement and by-law once we have confirmation of whichmunicipalitieswill be participating in the extension. If you need anything further, please do not hesitate to contact me. Yours truly, Julie Gonyou, Chief Administrative Officer Enclosure THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-33 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 21,2020,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. st READaFIRSTandSECONDtime this21day of May, 2020. st READaTHIRDtime and FINALLY PASSEDthis21day of May, 2020. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers