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Regular Council Minutes - 2020/06/1820-121 The Corporation of the Township of Malahide June 18, 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 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. Giguere, 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, and Director of Financial Services A. Mohile. Mayor Mennill took the Chair and called the meeting to order at 7:30 p.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No Declarations of Pecuniary Interest were declared. MINUTES: 1► rowtilIP*A Moved by: Rick Cerna Seconded by: Max Moore THAT the minutes of the regular meeting of the Council held on June 4, 2020 be adopted as printed and circulated. Carried. DELEGATIONS/PRESENTATIONS/PETITIONS: - Feasibility of the Aylmer Police Service Providina Policina for Malahide Todd MacDonald and John Prno, of Performance Concepts Consulting, appeared before the Council to present a report regarding the feasibility of the Aylmer Police Service (APS) providing policing for Malahide Township. Mr. MacDonald reviewed the Performance Concepts Consulting final report regarding the feasibility of the APS providing policing for the Malahide. The report outlined the following aspects that were reviewed in order to determine feasibility, including: the APS website, crime rates and resources, oversight, staffing, training, deployment and assistance, oversight, police officers, court services/administration, training, deployment, assistance and specialty services, policing legislation changes, contract length, Aylmer's intentions, cost effectiveness, and budget. Mr. MacDonald noted that the APS is well situated geographically to provide services for the Township of Malahide. He noted that the proposal of APS to add five frontline officer 20-122 resources would ensure that the APS would be appropriately staffed and equipped to provide adequate and effective police services to the Township. Mr. MacDonald also noted that at least one police officer would be assigned to Malahide Township at all times. The APS proposed budget also limits Malahide's cost exposure to 3% annually. He indicated this level of contractually guaranteed cost containment should be a major consideration in Malahide's decision -making process. He noted that the expected value -for -money generated by the Aylmer proposal, compared to the Ontario Provincial Police status quo, merits serious consideration by the Council. In response to an inquiry from Councillor Cerna, Mr. Prno indicated that any services that APS does not provide directly, the APS has contracts in place with either the OPP or St. Thomas for providing those services (ie. canine services, marine, accident reconstruction). In response to an inquiry from Councillor Widner, Mr. Prno advised that capital expenses such as the construction of a new police station would be at the expense of the Aylmer Police Services. He indicated that the Township would be "renting policing services" at an increase of 3% per year and that any major capital expenses would be Aylmer's responsibility. Deputy Mayor Giguere inquired whether, based on call volumes, etc., the Township currently requires any additional police services. Mr. Prno responded that the Township receives good service from the OPP currently but that the proposed APS model would provide more visibility of police in Malahide. The Council noted that further consideration of the feasibility of the Aylmer Police Service providing policing for Malahide Township would take place later in the meeting when a corresponding staff report was discussed. No. 20-228 Moved by: Mark Widner Seconded by: Rick Cerna THAT the presentation received from Todd MacDonald and John Prno, of Performance Concepts Consulting, regarding the Feasibility of the Aylmer Police Service Providing Policing for Malahide Township, be received. Carried. 14:11:101."41 Director of Fire and Emergency Services - Emergency Services Activity Report - May No. 20-229 Moved by: Chester Glinski Seconded by: Max Moore THAT Report No. F-20-07 entitled "Emergency Services Activity Report — May" be received. Carried. is - Request to Withdrawal Petition — Laidlaw Drain No. 20-230 Moved by: Mark Widner Seconded by: Rick Cerna THAT Report No. PS-20-32 entitled "Request to Withdraw Petition — Laidlaw Drain" be received; 20-123 AND THAT the Notice of Engineer's Recommendation Not to Proceed with Drainage works at 11766 Imperial Road, property owned by 1841591 Ontario Inc. (John and Susana Guenther — Guenther Trucking), be received; AND THAT the request to withdraw the Petition be approved. THAT Report No. PS-20-33 entitled "Waste Management Master Plan: 2020 Revision" be received; AND THAT a goal of a 40% waste diversion rate be set for 2025; AND THAT an optional provision for bi-weekly winter garbage collection be included in the next Request for Proposal (RFP) for garbage collection services for consideration; AND THAT the existing level of service for all waste management programs remain the same until the next Waste Management Master Plan Revision; AND THAT the next Waste Management Master Plan Revision be set for 2025 or when the municipality transitions to full producer responsibility as legislated by the Province of Ontario; AND THAT the Mayor be authorized to advise the Ontario Ministry of the Environment, Conservation and Parks (MECP) and the Association of Municipalities (AMO) that the Corporation of the Township of Malahide will transition to full producer responsibility on January 1, 2023 and that a comprehensive response and rationale as requested by AMO will be provided by June 30, 2020. Carried. Director of Financial Services - FCM Municipal Asset Management Program Grant Application No. 20-232 Moved by: Max Moore Seconded by: Scott Lewis THAT Report No. FIN 20-11 entitled "FCM Municipal Asset Management Program Grant Application" be received; AND BE IT RESOLVED THAT the Council direct the Municipal Staff to apply for a grant opportunity from the Federation of Canadian Municipalities' Municipal Asset Management Program for Asset Management Program updates and analysis; AND BE IT FURTHER RESOLVED THAT the Township of Malahide commits to conducting the following activities in its proposed project submitted to the Federation of Canadian Municipalities' Municipal Asset Management Program to advance our asset management program: 1. Purchase of asset management related software 2. Professional services — Roads Needs Study; AND BE IT THEREFORE RESOLVED THAT the Township of Malahide commits $12,500 from its budget toward the costs of this initiative. Carried. 20-124 Chief Administrative Officer/Clerk - Review of Aylmer Police Service - Malahide Costing Proposal In response to an inquiry from Councillor Cerna, Mayor Mennill indicated that the next step in the process would be to resolve outstanding questions/assumptions as a part of the contract negotiations. He suggested that public consultation may be premature until more information is available regarding contract terms. The CAO/Clerk advised that a traditional public consultation/meeting could be difficult at this time due to COVID-19 restrictions, but indicated that there were still technological opportunities such as online surveys or a virtual webinar that would allow the public to provide input and submit questions. Deputy Mayor Giguere questioned the effect that Malahide leaving the Elgin OPP Group would have on other area municipalities. The CAO/Clerk advised that there would be impacts to our neighbouring municipalities, however, the Detachment Commander has suggested that the financial impact would not be significant. She advised that during preliminary discussions with the Elgin OPP, it was noted that there may be less officers needed and that there was a potential for the boundaries to change. She suggested that the Council should be cognizant of the impact to neighbouring municipalities, however, its decision should be based on what is in the best interests of Malahide Ratepayers. Following a suggestion by the Deputy Mayor, the Council agreed to establish an Ad -hoc Working Group, consisting of Mayor Mennill, Deputy Mayor Giguere, Councillor Widner, and Councillor Cerna (alternate). The purpose of the ad -hoc group is to work with the Municipal Staff to resolve any outstanding questions/issues, and to develop a strategy to obtain public input prior to the Council deciding whether or not to move forward with formal contract negotiations. The Council was asked to provide the CAO/Clerk with any specific questions or issues that they wished the Committee to address. No. 20-233 Moved by: Max Moore Seconded by: Mark Widner THAT Report No. CAO-20-08 entitled "Review of Aylmer Police Service — Malahide Costing Proposal" be received; AND THAT the Malahide Township Council defer making any decisions at this time with regard to commencing negotiations with the Town of Aylmer for a contract for service for the Aylmer Police Service to provide policing services to the Township of Malahide; AND THAT an Ad -hoc Working Group, consisting of Mayor Mennill, Deputy Mayor Giguere, Councillor Widner, and Councillor Cerna (alternate), be established to work with the Municipal Staff to resolve any outstanding questions/issues related to the Malahide Costing Proposal; and to develop a strategy to obtain public input prior to the Council deciding whether or not to move forward with formal contract negotiations. Carried. REPORTS OF COMMITTEES/OUTSIDE BOARDS No. 20-234 Moved by: Rick Cerna Seconded by: Chester Glinski THAT the following Reports of Committees/Outside Boards be noted and filed: (i) Long Point Region Conservation Authority Board of Directors Minutes of January 8 and May 6, 2020. Carried. 20-125 CORRESPONDENCE: No. 20-235 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 June 4 and 11, 2020. 2. Town of Puslinch — Resolution supporting continuation of programs of Grand River Conservation Authority, Conservation Halton, and the Hamilton Conservation Authority, both mandatory and non -mandatory. (Malahide supported a similar Resolution on September 19, 2019 and March 25, 2020.) 3. County of Northumberland — Resolution requesting Ministry of Natural Resources and Forestry to review practices and procedures regarding designating Provincially Significant Wetlands. (Malahide supported a similar Resolution on March 19, 2020.) 4. Town of Orangeville — Resolution requesting Solicitor General to encourage common training requirements for all members of Police Services as it relates to diversity, empathy, and use of force. 5. Town of Fort Erie — Resolution supporting City of Brantford requesting Province to declare March 17 to be "Essential Workers Day". 6. Township of Puslinch — Resolution supporting Township of Mapleton requesting Province to review Farm Property Class Tax Rate Program in light of economic competitiveness concerns between rural and urban municipalities. 7. Town of Bracebridge — Resolution supporting Federation of Canadian Municipalities and the Association of Municipalities of Ontario in requests to Federal and Provincial Governments for financial assistance to offset financial impact of COVID-19 pandemic. 8. Municipality of Chatham Kent — Request to Province to complete a comprehensive impartial review of current best practices in private and public Long Term Care and Retirement Homes. 9. Municipality of Chatham Kent — Request to Province to review Alzheimer Society of Ontario's recommendations for Psychosocial and emotional well-being of Long Term Care Residents and take immediate action to implement recommended changes. 10.Town of Aylmer— Report regarding cancellation of Aylmer Pool Opening and YWCA Pool Program for 2020. 11. County of Elgin — Approval of Official Plan Amendment 18 (2660711 Ontario Inc. — J. Penner) - Notice of Decision extending date of appeal to June 29, 2020. (9 Carried. OTHER BUSINESS: - Trees in Public Spaces in Port Bruce No. 20-236 Moved by: Rick Cerna Seconded by: Max Moore 1 THAT the correspondence received from Ian Johnson and Bert Brower, dated June 15, 2020, relating to Trees in Public Spaces in Port Bruce, be referred to the Municipal Staff for further review and consideration. Carried. - Amish Settlement Area — Speed Reductions and Community Safety Zone In response to an inquiry from Councillor Widner, the CAO/Clerk advised the necessary by-laws to implement speed reductions and a Community Safety Zone in the Amish Settlement Area are being prepard by Staff and would be submitted to the Council for consideration at its next regular meeting on July 9, 2020. BY-LAWS: - By-law No. 20-29 — Third Reading of Taylor Drain — Branch "D" No. 20-237 Moved by: Rick Cerna Seconded by: Scott Lewis THAT By-law No. 20-29, being a By-law to provide for Drainage works on the Taylor Drain - Branch "D", be read a third time, finally passed, and be properly signed and sealed. Carried. - By-law No. 20-30 — Third Reading of Hansebout Drain Extension 2020 No. 20-238 Moved by: Scott Lewis Seconded by: Chester Glinski THAT By-law No. 20-30, being a By-law to provide Drainage works on the Hansebout Drain Extension 2020 be read a third time, finally passed, and be properly signed and sealed. Carried. - By-law No. 20-45 — Joint Fire Training Officer Agreement No. 20-239 Moved by: Dominique Giguere Seconded by: Mark Widner THAT By-law No. 20-45, being a By-law to authorize the execution of a Joint Cost Sharing Agreement with the County of Elgin, Municipality of Bayham, Municipality of Dutton-Dunwich, Township of Southwold, Township of Malahide, and Municipality of West Elgin for a Joint Fire Training Officer, be given first, second and third readings, and be properly signed and sealed. Carried. CONFIRMATORY: No. 20-240 Moved by: Max Moore Seconded by: Scott Lewis THAT By-law No. 20-42, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. 20-127 ADJOURNMENT: No. 20-241 Moved by: Chester Glinski Seconded by: Mark Widner THAT the Council adjourn its meeting at 8:55 p.m. to meet again on July 9, 2020, at 7:30 p.m. Clerk — M. Casavecchia-Somers m m