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Regular Council Agenda - 2020/08/13 The Corporation of the Township of Malahide A G E N D A August 13, 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 15 - 26) (C) Presentations/Delegations/Petitions (i) Public Meeting Zoning By-law Amendment Application of Niholm Holsteins Ltd. (Jordan Vallance) relating to property at Part Lot 3, Concession 11, Geographic Township of South Dorchester, municipally known as 51655 Lyons Line. RES 2 - 4 (Pages 27 - 44) (ii) Meeting to Consider Taylor Drain Bt Lot 16, Concession 5, Geographic Township of Malahide. RES 5 - 7 (Pages 45 - 46) (iii) Meeting to Consider S. Ryan Drain B Lot 93, Concession STR, Geographic Township of Malahide. RES 8 10 (Pages 47 - 48) (iv) Meeting to Consider County Road 24 Drain B to Part Lot 4, Concession 1, Geographic Township of Malahide. RES 11 - 13 (Pages 49 - 50) (v) Meeting to Consider Fuller Drain Branches B & C relating to Part Lot 15, Concession 8, Geographic Township of Malahide. RES 14 16 (Pages 51 - 52) (D) Reports of Departments (i) Director of Fire & Emergency Services - Emergency Services Activity Report June. RES 17 (Pages 53 - 57) - Emergency Services Activity Report July. RES 18 (Pages 58 - 63) (ii) Director of Physical Services - Tender Results: Pressey Line Culvert Supply and Delivery. RES 19 (Pages 64 - 66) - Petition for Drainage Van Rooijen Petition. RES 20 (Pages 67 - 69) - Drain Report Re-assessment: Simpson Drain. RES 21 (Pages 70 - 71) (iii) Director of Development & Community Services - Severance Application E22/20 Report. RES 22 (Pages 72 - 73) - Severance Application E22/20 Conditions. RES 23 (Pages 74 - 83) - Severance Application E23/20 Report. RES 24 (Pages 84 - 85) - Severance Application E23/20 Conditions. RES 25 (Pages 86 - 92) (iv) Director of Financial Services/Treasurer (v) CAO/Clerk - Covid-19 Pandemic Emergency Status Update. RES 26 (Pages 93 - 99) - Amendment to the Procedural By-law to Continue Electronic Participation. RES 27 (Pages 100 - 106) - Health and Safety Policy. RES 28 (Pages 107 - 109) (E) Reports of Committees/Outside Boards RES 29 (i) Council Remuneration Review Committee Minutes July 14 and July 28, 2020. (Pages 110 - 116) (ii) Aylmer Police Costing Ad Hoc Working Group Minutes July 13 and July 30, 2020. (Pages 117- 124) (F) Correspondence (First Agenda) RES 30 1. Association of Municipalities of Ontario - Watch File dated July 9, July 16, and July 23, 2020. (Pages C3 - 9) 2. City of Oshawa Resolution requesting Federal, Provincial and Regional Governments to help local municipalities assist their local social cultural, service clubs and children/youth minor sporting originations with funding programs because of detrimental effects of COVID 19. (Pages C10 - 11) 3. Township of Perth South Correspondence requesting Agricorp (administrators of Farm Property Class Tax Rate Program) to review the Farm Property Class Tax Rate Program in an effort to find efficiencies and a less disruptive classification process. (Pages C12 - 15) 4. Town of Gore Bay Resolution supporting the Town of Orangeville in requesting the Solicitor General to encourage common training requirements for all members of Police Services as it relates to diversity, empathy, and use of force. (Pages C16 - 17) 5. Township of South Glengarry Resolution requesting Ontario Government to provide funding to increase full-time positions in place of casual and part time labour in long term care homes and complete regular inspections. (Page C18) 6. Municipality of Chatham-Kent Resolution requesting support for the (Pages C19 - 20) 7. Minister of the Environment, Conservation and Parks Correspondence providing next steps in Made-in-Ontario Environment Plan commitment to build an environmental assessment (EA) Program that ensures strong environmental oversight and a strong economy. (Pages C21 - 23) 8. Association of Municipalities of Ontario Correspondence regarding transition of Blue Box Program to full producer responsibility with attached summary of participating municipalities. (Pages C24 - 30) 9. Elgin Group Police Services Board 2020 Members of the Elgin Group PSB. (Page C31) 10. Town of Aylmer Resolution authorizing installation of ice in Kinsmen arena in Mid-August. (Malahide passed a similar Resolution on July 9, 2020.) (Page C32) 11. Town of Aylmer Resolution approving the draft East Elgin Community Complex 2019 Financial Statements. (Malahide passed a similar Resolution on July 9, 2020.) (Page C33) 12. Town of Aylmer Notice of Public Meetings: - Official Plan and Zoning By-law Amendment relating to property at 33 South Street East. (Page C34) - Phase 2 of Draft Plan of Subdivision Zoning By-law Amendment relating to property on the north side of Dingle Street. (Page C35) 13. Town of Aylmer Notice of Passing of a Zoning By-law Amendment relating to property at 211 Talbot Street East. (Page C36) 14. Elgin County Land Division Committee Notice of Decision: - Severance Application E11/20 Applicant Bill Reymer relating to property at Part Lots 85, 86, 87, 88, Concession 6, municipally known as 140 Elk Street and 49639 Talbot Line. (Pages C37 - 38) - Severance Application E15/20 Applicants Kenneth, Mary and Anthony Stover relating to property at Part Lots 28 and 29, Concession 3, municipally known as 52371 Calton Line. (Pages C39 - 40) Correspondence (Second Agenda) 1. Association of Municipalities of Ontario - Watch File dated July 30 and August 6, 2020. (Pages C3 - 6) 2. Township of Mono Resolution supporting the Town of Orangeville in requesting the Solicitor General to encourage common training requirements for all members of Police Services as it relates to diversity, empathy, and use of force. (Pages C7 - 9) 3. Town of Amherstburg Resolution requesting Ontario Government to provide funding to increase full-time positions in place of casual and part time labour in long term care homes and complete regular inspections. (Page C10 - 13) 4. Town of Amherstburg Resolution requesting Federal Government to (Page C14 - 16) 5. City of Owen Sound Resolution requesting support for Private Members Bill M-(Pages C17 - 18) 6. Town of Gore Bay Resolution supporting the Federation of Northern Ontario Municipalities regarding replacing current OPP Detachment Boards. (Pages C19 - 20) 7. Ontario Energy Board - Notice to Customers of application to raise Natural Gas rates effective January 1, 2021. (Page C21) 8. County of Elgin Report regarding SWIFT (Southwestern Integrated Fibre Technology) Proposal and Western Ontario Wardens Caucus Update. (Malahide Township Council supported this request on July 9, 2020). (Pages C22 - 29) 9. County of Elgin Tournament Cancelled. (Page C30) 10. County of Elgin Application for Approval of Draft Plan of Subdivision (Municipality of Central Elgin, East of Wellington Road and west of St. Thomas Expressway). (Page C31) 11. Municipality of Central Elgin Notice of Passing of Zoning By-law Amendments relating to property as follows: - 43099 Ron McNeil Line. (Page C32) - 5013 Yarmouth Centre Road. (Page C33) - 44222 Sparta Line. (Page C34) (G) Other Business (H) By-laws (i) By-law No. 20-47 Appointment of Chief Building Official. RES 31 (Pages 125) (I) Closed Session (i) A Proposed or Pending Acquisition or Disposition of Land by the municipality or local board relating to property on Pressey Line. RES 32 and 33 (J) Confirmatory By-law RES 34 (Page 126) (K) Adjournment RES 35 **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 August 13, 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 6 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 July 9, 2020 be adopted as printed and circulated. 2.THAT the Public Meeting concerning the Zoning By-law Amendment Application of Niholm Holsteins Ltd. (Jordan Vallance) relating to the property located at Lot 3, Concession11, be called to order at 7:3___ p.m. 3.THAT the Public Meeting relating to Zoning By-law Amendment Application of Niholm Holsteins Ltd. (Jordan Vallance) relating to the property located at Lot 3, Concession 11, be adjourned and the Council meeting reconvene at 7:___ p.m. 4.THAT By-law No. 20-49,being a By-law to amend Zoning By-law No. 18- 22 insofar as it relates to the property owned by Niholm Holsteins Ltd. (Jordan Vallance), located at Lot 3, Concession 11, be given first, second and third readings, and properly signed and sealed. 5.THAT tDrain,as prepared by CJDL Consulting Engineersand dated July 6, 2020, be accepted; AND THAT By-law No. 20-50,being a by-law to provide for the Taylor Drain drainage works,be read a first and second time and provisionally adopted. 6.THAT the Court of Revision for the Taylor Drainbe scheduled to be held on September 3, 2020, at 7:30 p.m. 7.THAT the tenders for the construction ofthe Taylor Drain requested for August 28, 2020, at 11:00 a.m. 8. prepared by CJDL Consulting Engineersand dated July 6,2020, be accepted; AND THAT By-law No. 20-51,being a by-law to provide for the S. Ryan Drain ,be read a first and second time and provisionally adopted. 7 9.THAT the Court of Revision for the S. Ryan Drain scheduled to be held on September 3, 2020, at 7:30 p.m. 10.THAT the tenders for the construction of the S. Ryan Drain be requested for August 28, 2020, at 11:00 a.m. 11. as prepared by CJDL Consulting Engineersanddated July8, 2020, be accepted; AND THAT By-law No. 20-52,being a by-law to provide for the County Road 24 Drain ,be read a first and second time and provisionally adopted. 12.THAT the Court of Revision for the County Road 24 Drain scheduled to be held on September 3, 2020, at 7:30 p.m. 13.THAT the tenders for the construction of the County Road 24 Drain 14. prepared by CJDL Consulting Engineers and dated July 22, 2020, be accepted; AND THAT By-law No. 20-53,being a by-law to provide for the Fuller Drain ,be read a first and second time and provisionally adopted. 15.THAT the Court of Revision for the Fuller Drain scheduled to be held on September 3, 2020, at 7:30 p.m. 16.THAT the tenders for the construction of the Fuller 24 Drain Branches for August 28, 2020, at 11:00 a.m. 17.THAT Report No. F-20-07 18.THAT Report No. F20- 19.THAT Report No. PS-20-41 AND THAT the Pressey Line Culvert Supply and Delivery be awarded to Coldstream Concrete Ltd.,in the amount of $380,285.30 (plus HST); AND THAT the Mayor and Clerk be authorized to enter into an agreement with Coldstream Concrete Ltd., of Ilderton, Ontario, for the purpose of the supply and delivery of two Precast Concrete Culverts for Pressey Line. 8 20.THAT Report No. PS-20-Petition for Drainage Van Rooijen Petition be received; AND THAT John M. Spriet, P. Eng., of Spriet Associates Ltd., be petition, it being noted that the Petitioner is requesting that this petition to be construction of a new branch of the W. Shively Drain. 21.THAT Report No. PS-20-Drain Report Re-assessment: Simpson Drain AND THAT Mike DeVos, P. Eng., of Spriet Associates, be appointed to -assessment of the Simpson Drain. 22.THAT Report No. DCS-20-22 received; AND THAT this report be forwarded to the Land Division Committee for its review and consideration. 23.THAT the Malahide Township Council has no objection to the Land Severance No. E22/20,in the name of David and Jacqueline Fehr, relating to theproperty located at Part Lot 34, Concession 9, Geographic Township of Malahide, subject to the following conditions: 1.That the applicant initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedule in accordance with the Drainage Act, RSO 1990,as amended, with a deposit to be paid in full to the township prior to the condition being deemedfulfilled. If the deposit does not cover the costs of the revised assessment schedule, the applicantwill be billed for any additional costs incurred. 2.That all entrance permits are acquired from the appropriate road authority as per our entrancecontrol policy. 3.That the applicant be required to retain the services of a professional designer and have anengineered Lot grading development plan and ditch grading plan prepared in accordance withgood engineering practices, that are suitable to the Township prior to the condition being deemedfulfilled. 4.That all outstanding work orders or by-law enforcement issues be resolved to the satisfaction ofthe Chief Building Official prior to the condition being deemed fulfilled. 5.That the applicants initiate and assume all planning costs associated withthe required OfficialPlan Amendment, Zoning Amendment, Minor Variance or other land use planning process asrequired in accordance with the Ontario Planning Act, RSO 1990, with such cost to be paid in fullto the Township and that the required process besuccessfully completed prior to the conditionbeing deemed fulfilled. 9 6.Confirmation that private sewage system be confined entirely within the boundaries of the newlycreated parcel. That system be in conformance with all required setbacks from lot lines prior tothe condition being deemed fulfilled. 7.That all applicable property taxes, municipal fees and charges be paid to the Municipality prior tothe stamping of the deeds. 8.That an electronic version of the reference plan be submitted to the satisfaction of theMunicipality. 9.That the applicant is responsible to apply and pay all fees to the Township with respect to CivicAddressing Numbers/Signage for the severed and retained portions of property prior to thecondition being deemed fulfilled. 24.THAT Report No. DCS-20-23 e received; AND THAT this report be forwarded to the Land Division Committee for its review and consideration. 25.THAT the Malahide Township Council has no objection to the Land Severance No. E23/20,in the name of Dohner Farms Ltd., relating to the property located at Part Lot 34, Concession 1, Geographic Township of Malahide, subject to the following conditions: 1.That the applicant be required to initiate and assume, if required, all cost associate with connection to the Municipal Water Service, with such costs to be paid in full to the township prior to the condition being deemed fulfilled. 2.That all outstanding work orders or by-law enforcement issues be resolved to the satisfaction of theChief Building Official prior to the condition being deemed fulfilled. 3.That the applicants initiate and assume all planning costs associated with the required Official Plan Amendment, Zoning Amendment, Minor Variance or other land use planning process as required in accordance with the Ontario Planning Act, RSO 1990, with such cost to be paid in full to the Township and that the required process be successfully completed prior to the conditionbeing deemed fulfilled. 4.Confirmation that private sewage systembe confined entirely within the boundaries of the newlycreated parcel. That system be in conformance with all required setbacks from lot lines prior tothe condition being deemed fulfilled. 5.That all required land dedications are complete prior to the stamping of the deed. 6.That all applicable property taxes, municipal fees and charges be paid to the Municipality prior tothe stamping of the deeds. 7.That an electronic version of the reference plan be submitted to the satisfaction of theMunicipality. 10 8.That the applicant is responsible to apply and pay all fees to the Township with respect to CivicAddressing Numbers/Signage for the severed and retained portions of property prior to thecondition being deemed fulfilled. 26.THAT Report No. CAO-20-COVID -19 Pandemic Emergency AND THAT the Municipal Staff be directed to take the following actions to address ongoing risks and effects of the COVID-19 pandemic while minimizing disruption of essential municipal services to our residents: (a)the Township Office re-open access to the public by appointment only, beginning September 1; subject to all of the necessary safety measures being installed/implemented by that date; (b)the current staffing safety protocols for both the Administrative Staff and the Road Department Staff be continued; (c)future in-person Council meetings be held at Malahide Community Place (MCP); and that there continue to be an option for Council Members, Staff, and the public to participate in Council meetings virtually if they so choose; (d)the 2021 garbage bag tag allotment be mailed to residents rather than requiring them to attend the Township Office to pick them up; (e)the survey/collection of unused bag tags from the 2020 collection year and the corresponding resident lottery/draw be postponed until next year; (f)the MCP ball diamonds remain closed for organized/league play for the rest of this season; (g)Hall rentals at MCP be permitted effective September 1, 2020; subject to all users of the facility adhering to all Municipal, Provincial, or Southwestern Public Health (SWPH) mandated COVID-19 safety policies/protocols; (h)Hall rentals at the South Dorchester Community Hall (SDCH) be restricted to rentals of limited size and function, such as 1 person kitchen rentals, use by the Harvest Bowl Project, and business meetings of the South Dorchester Optimist Club; subject to all such users adhering to Municipal,Provincial, or SWPH mandated COVID-19 safety policies/protocols. 27.THAT Report No. 20--law to 11 AND THAT the Clerk be directed to prepare the necessary by-law to amend the Council Procedural By-law to continue electronic participation by Council Members. 28.THAT Report No. HS-20- received; AND THAT the Mayor and Chief Administrative Officer/Clerk be authorized to signthe Health and Safety Policy on behalf of the Corporation. 29.THAT the following Reports of Committees/Outside Boards be noted and filed: (i)Council Remuneration Review Committee Minutes July 14and July 28, 2020. (ii)Aylmer Police Costing Ad Hoc Working Group Minutes July 13 and July 30, 2020. 30.THAT the following correspondence be noted and filed: First Correspondence Agenda: 1.Association of Municipalities of Ontario -Watch File dated July 9, July 16, and July 23, 2020. 2.City of Oshawa Resolution requesting Federal, Provincial and Regional Governments to help local municipalities assist their local social cultural, service clubs and children/youth minor sporting originations with funding programs because of detrimental effects of COVID 19. 3.Township of Perth South Correspondence requesting Agricorp (administrators of Farm Property Class Tax Rate Program) to review the Farm Property Class Tax Rate Program in an effort to find efficiencies and a less disruptive classification process. 4.Town of Gore Bay Resolution supporting the Town of Orangeville in requesting the Solicitor General to encourage common training requirements for all members of Police Services as it relates to diversity, empathy, and use of force. 5.Township of South Glengarry Resolution requesting Ontario Government to provide funding to increase full-time positions in place of casual and part time labour in long term care homes and complete regular inspections. 6.Municipality of Chatham-Kent Resolution requesting support for the 12 7.Minister of the Environment, Conservation and Parks Correspondence providing next steps in Made-in-Ontario Environment Plan commitment to build an environmental assessment (EA) Program thatensures strong environmental oversight and a strong economy. 8.Association of Municipalities of Ontario Correspondence regarding transition of Blue Box Program to full producer responsibility with attached summary of participating municipalities. 9.Elgin Group Police Services Board 2020 Members of the Elgin Group PSB. 10.Town of Aylmer Resolution authorizing installation of ice in Kinsmen arena in Mid-August. (Malahide passed a similar Resolution on July 9, 2020.) 11.Town of Aylmer Resolution approving the draft East Elgin Community Complex 2019 Financial Statements. (Malahide passed a similar Resolution on July 9, 2020.) 12.Town of Aylmer Notice of Public Meetings: -Official Plan and Zoning By-law Amendment relating to property at 33 South StreetEast. -Phase 2 of Draft Plan of Subdivision Zoning By-law Amendment relating to property on the north side of Dingle Street. 13.Town of Aylmer Notice of Passing of a Zoning By-law Amendment relating to property at 211 Talbot Street East. 14.Elgin County Land Division Committee Notice of Decision: -Severance Application E11/20 Applicant Bill Reymer relating to property at Part Lots 85, 86, 87, 88, Concession 6, municipally known as 140 Elk Street and 49639 Talbot Line. -Severance Application E15/20 Applicants Kenneth, Mary and Anthony Stover relating to property at Part Lots 28 and 29, Concession 3, municipally known as 52371 Calton Line. Second Correspondence Agenda: 1.Association of Municipalities of Ontario -Watch File dated July 30 and August 6, 2020. 2.Township of Mono Resolution supporting the Town of Orangeville in requesting the Solicitor General to encourage common training requirements for all members of Police Services as it relates to diversity, empathy, and use of force. 3.Town of Amherstburg Resolution requesting Ontario Government to provide funding to increase full-time positions in place of casual and 13 part time labour in long term care homes and complete regular inspections. 4.Town of AmherstburgResolution requesting Federal Government to 5.City of Owen Sound Resolution requesting support for Private Members Bill M- 6.Town of Gore Bay Resolution supporting the Federation of Northern Ontario Municipalities regarding replacing current OPP Detachment Boards. 7.Ontario Energy Board -Notice to Customers of application to raise Natural Gas rates effective January 1, 2021. 8.County of Elgin Reportregarding SWIFT (Southwestern Integrated Fibre Technology) Proposal and Western Ontario Wardens Caucus Update. (Malahide Township Council supported this request on July 9, 2020). 9.County of Elgin Tournament Cancelled. 10.County of Elgin Application for Approval of Draft Plan of Subdivision (Municipality of Central Elgin, East of Wellington Road and west of St. Thomas Expressway). 11.Municipality of Central Elgin Notice of Passing of Zoning By-law Amendments relating to property as follows: -43099 Ron McNeil Line. -5013 Yarmouth Centre Road. -44222 Sparta Line. 31.THAT By-law No. 20-47,being a By-law to appoint a Chief Building Official for the Township of Malahide, be given first, second and third readings, and be properly signed and sealed. 32.THAT Council move into Closed Session at p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discussa Proposed or Pending Acquisition or Disposition of Land by the municipality or local board relating to property on Pressey Line. 33.THAT Council move out of Closed Session and reconvene atp.m. in order to continue with its deliberations. 34.THAT By-law No. 20-48,being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. 14 35.THATtheCounciladjournits meetingat _______ p.m.to meet again on September 3,2020, at 7:30 p.m. 15 July 9, 2020 7:30 p.m. ________________________________________________________________ The Malahide Township Council met via videoconference. The Manager of Information Technology, Councillor Lewis,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 Members via Videoconference: Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor R. Cerna, Councillor C. Glinski(8:25 p.m.),Councillor M. Moore, and Councillor M. Widner. Council Members present in Council Chamber:Councillor S. Lewis. 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 Development and Community Services E. DiMeo, Director of Physical Services M. Sweetland, Director of Financial Services A. Mohile, and Drainage Superintendent B. Lopez. 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: NoDeclarations of Pecuniary Interest were declared. MINUTES: No. 20-242 Moved by:Rick Cerna Seconded by:Max Moore 16 THAT the minutes of the regular meeting of the Councilheld on June 18, 2020 be adopted as printed and circulated. Carried. PRESENTATIONS/DELEGATIONS/PETITIONS: -2019 Audited Financial Statements for the East Elgin Community Complex, as presented by Auditor Christene Scrimgeour, of Scrimgeour & Company Chartered Accountants. Auditor Christene Scrimgeour, of Scrimgeour & Company Chartered Accountants, appeared before the Council to present the 2019 Audited Financial Statementsfor the EastElgin Community Complex. Ms. Scrimgeour reviewed the Audited 2019 Financial Statementsand advised that it was a clean audit opinion with no materialproblems and internal controls are in place. She noted that all transactions continue to flow through the Town of Aylmer Finance Department. She reviewed cash flow, accumulated surplus, statement of operations, budget,and tangible capital assets. Ms. Scrimgeour noted that the budget may be quite different for 2020 as a result of the closure of the EECC due to the COVID-19 pandemic. No. 20-243 Moved by:Scott Lewis Seconded by:Mark Widner THAT the2019 Audited Financial Statementsfor the East Elgin Community Complex, as prepared by Scrimgeour & Company Chartered Accountants, and presented by Auditor Christene Scrimgeour, be approved as submitted. Carried. The Mayor thanked Ms. Scrimgeour for her presentation and she retired from the meeting. -2019Audited Financial Statements, as presented by Auditor Robert Foster, of Graham Scott Enns. Auditor Robert Foster, of Graham Scott Enns, appeared before the Council to present the Audit Findings Letter, dated July 9, 2020, as well as the Audited 2019 Financial Statementsfor the Township of Malahide. The Auditor indicated that the financial statements present fairly, in all material respects, and all testing shows the accounts to be in order. 17 Mr. Foster reviewed the Audited 2019 Financial Statements and highlighted the Statement of Financial Position (balance sheet), Gas TaxRevenue, Reserves, Investments, Receivables, Liabilities, Operating and Accumulated Surplus, Change in Net Financial Assets, Statement of Cash Flows, Long Term Debt, Reserves andTangible Capital Assets, Long Term Liabilities, Breakdown of Surplus Amounts, and Deferred Revenue. Mr. Foster advised the Council that the financial statementsare consistent with prior years, reserves are normal, there is a good replacement of tangible assets, no concerns with any internal workings, and that it was aclean audit. Mr. Foster thanked the Malahide Financial Services Department for providing all necessary documentation, even during the COVID-19 pandemic,in order to allow for a timelycompletion of theaudit. No. 20-244 Moved by:Rick Cerna Seconded by:Mark Widner THAT the 2019 Audited Financial Statements for The Corporation of the Township of Malahide, as prepared by Graham Scott Enns, and presented by Auditor Rob Foster, be approved as submitted; AND THAT the Mayor be authorized to sign the Audit Finding Letter from Graham Scott Enns, dated July 9, 2020, on behalf of the Malahide Township Council. Carried. The Mayor thanked Mr. Foster for his presentation and he retired from the meeting. REPORTS: Director of Physical Services -Drainage Update Report No. 20-245 Moved by:Max Moore Seconded by:Dominique Giguère THAT Report No. PS-20- Carried. 18 -Amish Settlement Area Community Safety Zone Councillor Widner requested that the Council consider adding that portion of College Line between Hacienda Road and Springfield Road to the Community Safety Zone. He noted that this area may not be used by the Amishcommunity as frequently as some other areas,but that it is a regular route taken by runners from the Ontario Police College. The Council agreedto add this section of road to the Community Safety Zone and reduced speed limit area. The Municipal Staff was also directed to advisethe OPP to enforce this area for speeding after the signage has been placed and the County of Elgin has approved the applicable section of CountyRoadfor inclusion in the community safety zone. No. 20-246 Moved by:Mark Widner Seconded by:Scott Lewis THAT Report No. PS-20-Amish Settlement Area Community be received; AND THAT the Municipal Staff be directed to proceed with the installation of a Community Safety Zone and a Reduced Speed Zone on that portion of Glencolin Line, between Springfield Road North and Springfield Road South; SUBJECT TO approval being granted by the County of Elgin; AND THAT the Municipal Staff be directed to petition the County to install a Community Safety Zone and a Reduced Speed Zone on that portion of Glencolin Line, between Springfield Road North and Springfield Road South; it being noted that the establishment and future maintenance of such zon Carried. Director of Development and Community Services -Severance Application E11/20 -Report No. 20-247 Moved by:Scott Lewis Seconded by:Max Moore THAT Report No. DCS-20-20EntiE11/20 received; 19 AND THAT this report be forwarded to the Land Division Committee for its review and consideration. Carried. -Severance Application E11/20 -Conditions No. 20-248 Moved by:Scott Lewis Seconded by:Max Moore THAT the Malahide Township Council has no objection to the Land SeveranceNo. E11/20 in the name of Bill Reymer, relating to the property located at Part Lots 85, 86, 87 and 88, Concession South Talbot Road, Geographic Township of Malahide, subject to the following conditions: (i)Applicant initiate and assume, if required, all engineering costs associated with the preparation of a revised assessment schedulein accordance with the Drainage Act, RSO 1990, as amended,with a deposit to be paid in full to the township prior to the condition being deemed fulfilled. If the deposit does not cover the costs of the revised assessment schedule, the applicant will be billedfor any additional costs incurred. (ii)That all outstanding work orders or by-law enforcement issues be resolved to the satisfaction of the Chief Building Official prior to the condition being deemed fulfilled. (iii)That the applicants initiate and assume all planning costs associated with the required Official Plan Amendment, Zoning Amendment, Minor Variance or other land use planning process asrequired in accordance with the Ontario Planning Act, RSO 1990, with such cost to be paid in full to the Township and that the required process be successfully completed prior to the conditionbeing deemed fulfilled. (iv)That all applicable property taxes, municipal fees,and charges be paid to the Municipality prior to the stamping of the deeds. (v)That an electronic version of the reference plan be submitted to the satisfaction of the Municipality. Carried. -Severance Application E15/20 -Report 20 No. 20-249 Moved by:Dominique Giguère Seconded by:Rick Cerna THAT Report No. DCS-20-21Enti/20 received; AND THAT this report be forwarded to the Land Division Committee for its review and consideration. Carried. -Severance Application E15/20 -Conditions No. 20-250 Moved by:Dominique Giguère Seconded by:Rick Cerna THAT the Malahide Township Council has no objection to the Land SeveranceNo. E15/20 in the name of Kenneth, Mary and Anthony Stover, relating to the property located at Part Lots 28 and 29, Concession 3, Geographic Township of Malahide, subject to the following conditions: (i)That all outstanding work orders or by-law enforcement issues be resolved to the satisfaction of the Chief Building Official prior to the condition being deemed fulfilled. (ii)That the applicants initiate and assume all planning costs associated with the required Official Plan Amendment, Zoning Amendment, Minor Variance or other land use planning processasrequired in accordance with the Ontario Planning Act, RSO 1990, with such cost to be paid in full to the Township and that the required process be successfully completed prior to the conditionbeing deemed fulfilled. (iii)Confirmation that private sewage system be confined entirely within the boundaries of the newly created parcel. That system be in conformance with all required setbacks from lot lines prior tothe condition being deemed fulfilled. Carried. Director of Financial Services -FinancialReport to June 2020 21 Councillor Glinski joined the meeting at 8:25 p.m. No. 20-251 Moved by:Rick Cerna Seconded by:Dominique Giguère THAT Report No.FIN-20- received. Carried. -2019 Annual Report No. 20-252 Moved by:Mark Widner Seconded by:Chester Glinski THAT the 2019 Annual Report, as submitted by the Director of Finance, be received. Carried. CORRESPONDENCE: No. 20-253 Moved by:Max Moore Seconded by:Rick Cerna THAT the County of Elgin correspondence requesting support of the of Carried. No. 20-254 Moved by:Max Moore Seconded by:Rick Cerna THAT the County of Elgin correspondence to Elgin-Middlesex-London MPP, Elgin-Middlesex-London MP, Federal Minister of Finance, Provincial Minister of Finance, advocating for stable Federal Transfer Payments to Canadian Municipalities in 2021 be supported. Carried. 22 No. 20-255 Moved by:Max Moore Seconded by:Rick Cerna THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated June 18, June 25, and July 2, 2020. 2.Township of Lake of Bays, County of Grey, and Municipality of West Elgin Resolution supporting High Speed Internet Connectivity in rural Ontario. (Malahide Township supported a similar resolution on June 4, 2020.) 3.Municipality of Mississippi Mills Resolution requesting Federal and Provincial Governments to include rural broadband investment as part of economic recovery shovel-ready projects for municipalities. 4.Municipality of Grey Highlands and Municipality of West Elgin Resolution supporting Provincial and Federal Governments to work together to investigate the feasibility of implementing a universal basic income program. 5.Town of Renfrew Resolution requesting Provincial and Federal 6.City of Sarnia Resolution requesting Province to implement changes in Long Term Care Homes, including labour hours, inspections, and ending neglect and unacceptable conditions. 7.Town of Kingsville Resolution requesting the Provincial Government to expand their Rent Assistance Program to include -above- n commercial/residential ratio. 8.Town of Aylmer Correspondence and Report regarding Service Delivery Review participation anddecisions regarding Shared Services. 9.Ministry of Municipal Affairs and Housing Correspondence regarding extension of Municipal Modernization Program deadlines. 23 10.Ministry of Municipal Affairs and Housing Correspondence advising the temporary suspension of the Planning Act timelines ends on June 22, 2020. 11.Aylmer Cemetery Board Thank you for municipal grant. 12.Municipality of Central Elgin Notice of Application for Zoning By-law Amendments relating to the following properties: -5013 Yarmouth Centre Road. -43099 Ron McNeil Line. -44222 Sparta Line. 13.Town of Aylmer Notice of Passing of Zoning By-law Amendment relating to property at 50-52 Victoria Street South. 14.County of Elgin Land Division Committee Notice of Expiry of Appeal Period for Severance Application #6/20 (Norman and Beverly Stansell) relating to property atLots 28 and 29, Concession 6. 15.Elgin Area Primary Water Supply System Financial Statements Year ended December 31, 2019. Carried. OTHER BUSINESS: -Old Colony Mennonite Church COVID-19Concerns Councillor Cerna noted the recent news article in the Aylmer Express regarding a COVID-19 issue at a funeral held recently at the Old Colony Mennonite Church. Councillor Cerna questioned if SouthwesternPublic Health could provide additional messaging about the recommendationto wear face coveringsandalso provide more safety messages regarding COVID-19. The Mayor advised that he would be participating in a teleconference meeting with SouthwesternPublic Health on July 10, 2020and would pass along theconcerns. -Value Added Business on Farms In response toan inquiry from Councillor Widner regarding allowingValue-Added Businessesonan Agricultural property, the Chief Administrative Officer advised that the Township Planners are currently working on the Background Study for equest would be forwardedto the Planners for further consideration. 24 The Director of Development and Community Services noted that the County of Elgin is the approval authority agent for the Official Plan. He noted that the County is very progressive butthat the Township does have to follow the County polices in this regard. The Director advised that if the Council Members have examples from other municipalities where such value-added business are permitted, they can be providedto thePlanners to use as models to add policies to the Official Plan. The Mayor noted that the Director of Development and Community Services, Eugenio DiMeo, has taken at job at the County of Elgin after almost 20 years with the Township. On behalf of the Council, the Mayorthanked him for his service, wished him the best in his future endeavors,and indicated that he looked forward to working with him at the County level. -Port Bruce Mobility Mats The Mayor noted that, with the help of MPP Jeff Yurek and the new local Parks Superintendent,permission was received to place the remainder of the mobility mats in the naturalized area of the Port Bruce Provincial Park beach. -EECC Operating and Capital Projects Update No. 20-256 Moved by:Scott Lewis Seconded by:Chester Glinski THAT the Town of Aylmer Report CAO-55- Capital AND THAT Malahide Township Council does hereby support the EECC Staff beingauthorized to install ice in the Kinsmen arena mid-August in order to be prepared for ice rentals anticipating the gradual Provincial reopening strategies will support recreational activities, it being noted that ice rentals will occur only when permittedby Provincial orders. Carried. BY-LAWS: -By-law No. 20-43Amish Settlement Area No. 20-257 Moved by:Rick Cerna Seconded by:Max Moore 25 THAT By-law No. 20-43,being a By-law to prescribe a speed limit of 60 km/hour on certain roads in the Amish Settlement Area,as amendedto add that portion of College Line between Hacienda Road and Springfield Road to the Community Safety Zone,be given first, second and third readings, and be properly signed and sealed. Carried. -By-law No. 20-44Community Safety Zone Amish Settlement No. 20-258 Moved by:Rick Cerna Seconded by:Mark Widner THAT By-law No. 20-44,being a By-law to designate a Community Safety Zone in an Amish Settlement,as amendedto add that portion of College Line between Hacienda Road and Springfield Road to the Community Safety Zone,be given first, second and third readings, and be properly signed and sealed. Carried. CLOSED SESSION: No. 20-259 Moved by:Max Moore Seconded by:Mark Widner THAT Council move into Closed Session at 9:20p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discussaLabour Relations or Employee Negotiations and/or Personal Matters about an identifiable individual, including municipal or local board employees, relating to staffing in Development and Community Services Department. Carried. No. 20-260 Moved by:Max Moore Seconded by:Mark Widner THAT Council move out of Closed Session and reconvene at 9:45p.m.in order to continue with its deliberations. Carried. 26 No. 20-261 Moved by:Rick Cerna Seconded by:Scott Lewis THAT, effective July 18, 2020, Building and Bylaw Enforcement Manager Scott Sutherland be appointed, on an interim basis, as the Chief Building Official (CBO) for the Township of Malahide. Carried. CONFIRMATORY: No. 20-262 Moved by:Scott Lewis Seconded by:Max Moore THAT By-law No. 20-46, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 20-263 Moved by:Chester Glinski Seconded by:Mark Widner THATtheCounciladjournits meetingat 9:46p.m.to meet again onJuly 23, 2020, at 7:30 p.m. Carried. _____________________________ Mayor D. Mennill _____________________________ Clerk M. Casavecchia-Somers 27 NOTICE OF PUBLIC MEETING CONCERNING A PROPOSED ZONING BY-LAW AMENDMENT IN THE TOWNSHIP OF MALAHIDE TAKE NOTICEthat the Township of Malahide has received a complete application for a proposed Zoning By-law Amendment. APPLICANT:Civic Planning Solutions Inc. (David Roe),on behalf of Niholm Holsteins Ltd. (Jordan Vallance), owner of part of Lot 3, Concession 11, Township of Malahide. The lands affected by the amendment are known municipally as 51655 LyonsLine,situated on thesouthsideof LyonsLine,east ofPutnam Road (County Road No. 47). AND TAKE NOTICEthat the Council of The Corporation of the Township of Malahide will hold avirtualpublic meeting on Thursday, August 13th, 2020,at 7:30 p.m.to consider a proposed Zoning By-law Amendment under Section 34 of the Planning Act. THE PURPOSE AND EFFECTof this amendmentis to change the zoningonasurplus farmdwellinglotproposed to be severed, which contains a single detached dwellingand twoaccessory buildings (described as a garage and a barn),from theGeneral Agricultural (A1) zonetotheRural Residential (RR)zone, to permit the use of the proposed lot for residential purposes.The lot comprises an area of 5,997 square metres (1.5 ac), a frontage of 65.4metres (215 ft) and a depth of 91.7 metres (301ft). The zoning of the retained parcel, comprising an area of 19.5 hectares (48.1ac), a frontage of 235.6metres (773ft) and a depthof 653metres (2,142ft),is proposed to be changed fromtheGeneral Agricultural (A1) zonetotheSpecial Agricultural (A2)zone to prohibit the construction of any new dwellingon the lot.The change in zoning is being requested to fulfillconditionsof Application for Consent E 87/19grantedby the County of Elgin Land Division Committee. ANY PERSONmay attend the virtual meeting and/or make written or verbal representation in support of or in opposition to the proposed amendment.The virtual public meeting will be available by clickingon the YouTube icon on thehomepage of www.malahide.ca. Persons wising to make verbal statementsduring the virtual meetingare required to pre-register with the undersigned. IF ANY PERSON OR PUBLIC BODYdoes not make oral submissions at a public meeting, or make written submissions to the Council of The Corporation of the Township of Malahide before the by-lawis passed, the person or public body is not entitled to appeal the decision of the Council of The Corporation of the Township of Malahide to the Local Planning Appeal Tribunal. If a person or public body does not make oral submission at a public meeting, or make written submissions to the Township of Malahide before the by-law is passed, the personor public body may notbe added as a party to the hearing of an appeal before theLocal Planning Appeal Tribunalunless, in the opinion of the Tribunal, there are reasonable grounds to do so. IF YOU WISHto be notified of the adoption of the proposed amendment, or the refusal of a request to amend the Zoning By-law you must make a written request to the undersigned. ADDITIONAL INFORMATIONrelating to the proposed amendment may be obtained at the Township Office. DATEDat the Township of MalahideM.Casavecchia-Somers, CAO/Clerk nd this 22day of July, 2020.Township of Malahide 87 John Street South Aylmer, Ontario.N5H 2C3 519-773-5344 mcasavecchia@malahide.ca 28 610 PRINCESS AVENUE LONDON, ON N6B 2B9 TEL: (519) 686-1300 FAX: (519) 681-1690 E-MAIL: mbpc@mbpc.ca Memorandum To/Attention: Township of Malahide Date: April 29, 2020 From: Jay McGuffin Project No: 2003-001 Subject: Application to Amend the Township of Malahide Zoning By-Law No. 18-22 Part Lot 3, Concession 11,Township of Malahide, Ontario 51655 Lyons Line Applicant: Civic Planning Solutions Inc. (David Roe) Registered Owner: Niholm Holsteins Ltd. (Jordan Vallance) Purpose An application has been made to amend the Township of Malahide Zoning By-Law No. 18-22 to rezone lands occupied by a surplus farm dwelling and accessory building from General Agricultural (A1) to Rural Residential (RR) and to rezone the retained lands (i.e. the remaining farmland) from General Agricultural (A1)toSpecial Agricultural (A2)toprohibit the construction of any new dwellings thereon to satisfy conditions of approval for consent (E 87/19)as a result of a farm consolidation. Subject Site The subject lands are legally known as part Lot 3, Concession 11 in the Township of Malahide and municipally known as 51655 Lyons Line,located on the south side of Lyons Line east of Putnam Road (County Road No. 47). The lands in total comprise approximately 20.1 hectares (49.6 acres). The parcel to be severed comprises an area of 5,997 square metres (1.5 acres) with 65.4 metres (215 ft) of frontage and a depth of 91.7 metres (301 ft).The severed parcel contains a single detached dwelling (51655 Lyons Line) and two accessory buildings (described as a garage and a barn). The existing concrete silo is to be removed from the parcel as a condition of consent approval. The dwelling is connected to a private drilled well and is serviced by an individual septic system. Access to the lands being severed is provided by means of an existing driveway entrance to Lyons Line. The balance of the lands, being the remaining farmland to be retained, comprise an area of approximately 19.5 hectares (48.1 acres), a broken frontage of approximately 365.6 metres (773 ft) andadepth and flankage along Putnam Road of approximately 653 metres (2,142 ft).The lands are devoid of buildings and structures and have been cleared and are in use for agricultural purposes. A high voltage power line extends across the parcel in an east-west direction. Access is available from Lyons Line. No change in the use of either the lands being severed or retained is proposed. Page Њ of Џ 29 Township of Malahide MONTEITH BROWN PLANNING CONSULTANTS 51655 Lyons Line Nilholm Holsteins Ltd. (Jordan Vallance) April 29, 2020 The subject lands are designated and are designated The lands are zoned General Agricultural (A1) on Map 24of the Township of Malahide Zoning By-Law No. 18- 22. Provincial Policy Statement The Provincial Policy Statement 2014 generally discourages lot creation in prime agricultural areas, particularly for residential purposes except in the case of an existing residence declared surplus to a farming operation as a result of farm consolidation (Section 2.3.4.1c).Planning authorities are to ensure thatresidential dwellings are prohibited on the remnant parcel of farmland. The new Provincial Policy Statement 2020, which comes into effect on May 1, 2020, contains the same policy requirements as its predecessor. The parcel to be severed is the result of a surplus dwelling from a farm consolidation as granted by the County of Elgin Land Division Committee on February 26, 2020 (Application E 87/19).Based on the information provided,the subject lands are operated as a bona fide farm operation and are to be consolidated with the farm located at 14370 Putnam Road and other farm operations in the Township of Malahide. Under the relevant PPS policies,the retained parcel will be required to be rezoned to restrict the development of a residential dwelling. Under Section 2.3.4.1 of the PPS, it is stated that: c) the new lot will be limited to a minimum size needed to accommodate the use and The County of Elgin Land Division Committee and the Township of Malahide had previously determined, at the consent granting stage, that the size of the severed lot is appropriate for its intended residential use. County of Elgin Official Plan The subject site County of Elgin Official Plan. Policies regarding lot farm dwellings are contained in Section E1.2.3.4 b) of the Official Plan as follows: a farming operation as a result of a farm consolidation provided that the development of a new residential use is prohibited on any retained parcel of farmland created by the consent to sever, unless the retained parcel is the product of the merging in title of two adjacent agricultural parcels in which case a dwelling unit would be permitted as part of the operation; The general consent policies of the Plan (Section E1.2.3.1) are as follows: Provisional consent may be granted subject to appropriate conditions of approval for the severed and/or retained lot. Prior to issuing provisional consent for a new lot for any purpose, the approval authority shall be satisfied that the lot to be retained and the lot to be severed: a) fronts on and will be directly accessed by a public road that is maintained on a year- Page Ћ of Џ 30 Township of Malahide MONTEITH BROWN PLANNING CONSULTANTS 51655 Lyons Line Nilholm Holsteins Ltd. (Jordan Vallance) April 29, 2020 round basis; b) does not have direct access to a Provincial Highway or County Road, unless the Province or the County permits a request for access; c) will not cause a traffic hazard; d) has adequate size and frontage for the proposed use in accordance with the local municipal Zoning By-law; e) notwithstanding d) above, where a zoning by-law amendment or minor variance is required, approval of such amendment or variance shall be included as a condition of the approval of the consent; f) can be serviced with an appropriate water supply and means of sewage disposal, provided there is confirmation of sufficient reserve sewage system capacity and reserve water system capacity within municipal sewage services and municipal water services; g) will not have a negative impact on the drainage patterns in the area; h) will not restrict the development of the retained lands or other parcels of land, particularly as it relates to the provision of access, if they are designated for development by this Plan; i) will not have a negative impact on the significant features and functions of any natural heritage feature; in this regard, lots should be restricted in size in order to conserve other lands in larger blocks for natural heritage purposes; j) will not have a negative impact on the quality and quantity of groundwater available for other uses in the area; k) will not have an adverse effect on natural hazard processes such as flooding and erosion; l) will conform with the local Official Plan; and, m) will conform to Section 51 (24) of the Planning Act, as amended. Based on a review of the information submitted, the proposed Zoning By-law amendment would be in conformity with the County of Elgin Official Plan. With respect to natural heritage features (Section D1.2.3), no such features have been identified as they relate to the subject lands. Malahide Official Plan The subject site is located i1Malahide Official Plan. Policies regarding severances of surplus farm dwellings are contained in Section 2.1.7 of the Official Plan. An analysis of these policies with regard to the application is contained below. 2.1.7 Farm Consolidation and Severance of Surplus Farm Dwellings 2.1.7.1 In accordance with the Provincial Policy Statement, farm consolidation shall mean the acquisition of additional farm parcels to be operated as one farm operation. Farm consolidation may result in the identification of existing farm dwellings which are rendered surplus to the consolidated farm operation. Consents to sever and convey existing farm dwellings which were built and occupied for a minimum of ten years,and which are surplus to a consolidated farm operation, may be permitted within the Agriculture designation in accordance with the following policies: a) In the opinion of Council, a land use conflict shall not be created with agricultural operations or other existing land uses in the immediate area of the subject lands. crop production. Residential development is limited and scattered in the area.No intensive livestock operations have been identified by the applicant in close proximity to (i.e. within 750 m) the proposed residential lot. Page Ќ of Џ 31 Township of Malahide MONTEITH BROWN PLANNING CONSULTANTS 51655 Lyons Line Nilholm Holsteins Ltd. (Jordan Vallance) April 29, 2020 2.1.7.2 The severed lot with the surplus farm dwelling shall: a) Be large enough to support a private sanitary sewage treatment and disposal system as determined by the appropriate approval authority, and be serviced by a potable water supply. The applicant has indicated that an on-site water supply and individual septic system exists on the lands to be severed. The new lot measures 5,997 sq m. (1.5 acres) in area and the lands contained therein are associated with the existing single detached dwelling, accessory buildings andsurrounding outdoor amenity area. No lands are proposed to be removed from agricultural crop production, in fact, the boundaries of the new lot lie well within the limits of the cultivated field. The Land Division Committee has accepted the dimensions and area of the proposed lot subject to the owners satisfying the usual conditions with respect to water supply and sanitary waste disposal. b) Be situated within approximately 100 metres of an opened travelled road and should not be positioned so as to require cultivatable farmland as part of the severed lot. The existing dwelling unit is situated 21.4 metres (70 ft) from the front lot line (Lyons Line). There is no cultivatable farmland identified as part of the front yard. c) Meet the provisions of the applicable Minimum Distance Separation formula of OMAFRA. The application for consent (Section 19) indicates that the barn on the lands being severed is not used for the purposes of accommodating livestock. Nevertheless, a condition of consent states prohibit livestockly satisfied by re-zoning the proposed lot to Rural Residential (RR). d) Be rezoned in a Special Agricultural Zone in the Zoning By-law. The subject site is currently located in a General Agricultural (A1) zone and a change in zoning is required. While the proposed zone change is not entirely consistent with established practice of applying Small Lot Agricultural (A4) zoning to such lots (based on a size in excess of 1 acres), the aforementioned condition of consent requires a change to the Rural Residential (RR) zone to ensure that no livestock is permitted in the existing barn. 2.1.7.3 The severed lot with the surplus farm dwelling may: a) Include accessory buildings and structures if in the opinion of Township Council a land use conflict will not be created. Farm buildings which may be incompatible with the existing dwelling on the lot proposed to be severed may be required to be removed as a condition of the severance. Their location on the farm and the structural condition of such farm buildings will be evaluated as part of the planning process. The existing accessory building (barn) is used for storage purposes. The silo is to be removed as a condition of the consent being granted. 2.1.7.4 The parcel of property constituting the retained agricultural lands shall: a) Comprise a size appropriate for the type of agricultural use(s) common in the area and be sufficiently large to maintain flexibility for future changes in the type or size of agricultural operation. The retained farm lot comprises an area of approximately 19.5 hectares (48.1 acres). Through the Application for Consent, the County of Elgin Land Division Committee has reviewed and accepted the lot size as proposed. Page Ѝ of Џ 32 Township of Malahide MONTEITH BROWN PLANNING CONSULTANTS 51655 Lyons Line Nilholm Holsteins Ltd. (Jordan Vallance) April 29, 2020 b) Meet the provisions of the Agricultural (A1) or Special Agricultural (A2) Zone regulations of the Zoning By-law. Are-zoning to Special Agricultural (A2) for the lands being retained is required as noted in item c) below. c) Be rezoned to prohibit the placement, development, or establishment of any additional type or form of residential dwelling units thereon, regardless of changes in property boundary or ownership. The lands to be retained are to be rezoned A2 to prohibit a dwelling from being erected thereon. Based on the foregoing, conformity with the Township of Malahide Official Plan is capable of being maintained. Zoning By-Law No. 18-22 The subject lands are zoned General Agricultural (A1) onMap24 of the Township of Malahide Zoning By-Law No. 18-22.This zone permits a range of uses including agricultural,agri- tourism, forestry use, home occupations, market garden operations, plant nurseries, riding schools,one single unit dwelling and accessory uses. The severed lot is proposed to be zoned Rural Residential (RR) which permits home occupations, bed and breakfast establishments, single unit dwellings and accessory uses. The proposed lot would satisfy the minimum lot area and lot frontage requirements (2,000 sq m and 30 m respectively) of the RR zone. Based on the survey provided with the application, the existing accessory building (barn) comprises a floor area of 371 sq m (3,994 sq ft) whereas the maximum floor area is set at 200 sq m (2,153 sq ft). Section 6.3.3 of the By-law, however, provides the necessary relief in this instance where a consent is granted. All other requirements of the By-law are capable of being satisfied. As a condition of consent, the severed lot is to be re-zoned in a manner to prohibit livestock. The most appropriate method of implementing this condition is a re-zoning to Rural Residential (RR). The RR zone does not permit restricted agricultural uses (i.e. the keeping of livestock). Theretained lot is proposed to be zoned Special Agricultural (A2).Council typically requires the retained farm parcel be rezoned to a Special Agricultural (A2) zone to prohibit the construction of a new dwelling. The proposed lot would satisfy the minimum lot frontage requirement of 150 metres (492 ft) but would, at 19.5 hectares (48.1 ac), have slightly less than the minimum lot area requirement of 20 hectares --#) zoning will be required to permit this modest deficiency in lot area. Recommendation Based on the above analysis, the proposed zoning by-law amendment to rezone the lands to be severed from General Agricultural (A1) to Rural Residential (RR) and the retained lands from General Agricultural (A1) to the Special Agricultural (A2) is consistent with the PPS, conforms to the County of Elgin Official Plan and Township of Malahide Official Plan,and maintains the general intent and purpose of the Zoning By-Law. Page Ў of Џ 33 Township of Malahide MONTEITH BROWN PLANNING CONSULTANTS 51655 Lyons Line Nilholm Holsteins Ltd. (Jordan Vallance) April 29, 2020 It is recommended: The parcel to be severed be rezoned from General Agricultural (A1) to Rural Residential (RR) to permit its size and use for residential purposes. The retained farm parcel be rezoned from General Agricultural (A1)to-Special Agricultural (A2-#) to permit a lot having slightly less than the minimum lot area requirement of 20 ha and to restrict a dwelling from being constructed on the parcel. The attached amending By-law be considered for adoption. Yours very truly, MONTEITH BROWN PLANNING CONSULTANTS (digitally signed) Jay McGuffin, MCIP, RPP Vice President, Principal Planner JMC;ds Page Џ of Џ 34 APPLICATION FOR A ZONING BY-LAW AMENDMENT Civic Planning Solutions (c/o David Roe), agent for Niholm Holsteins Ltd. Township of (c/o Jordan Vallance) MALAHIDE 51655 Lyons Line FIGURE 1 Part Lot 3, Concession 11 Township of Malahide OFFICIAL PLAN DESIGNATION AGRICULTURAL A1 E N I L S N O Y L A1 m 3 9 ZONING ) t f 2 7 2 ( ) t f 6 A1 GENERAL AGRICULTURAL 6 4 0. (6 Ha m 2 4 1 A2 SPECIAL AGRICULTURAL (1. 5 ac ) A3 LARGE LOT AGRICULTURAL A1 A2 A1 19 .5 H a (48 .1 a c) ) t f 5 1 2 A3( m 4 . 5 6 A1 D WE LLI NG S HED ) t f 8 8 9 ( m 1 0 3 W ORK SH OP ) t f 5 1 2 ( m A3 4 . 5 6 M2 RR DETAIL LOT TO BE SEVERED AND REZONED FROM 'GENERAL AGRICULTURAL' ('A1') TO 'RURAL RESIDENTIAL' ('RR') o LOT TO BE RETAINED AND REZONED FROM 'GENERAL AGRICULTURAL' Metres ('A1') TO 'SPECIAL AGRICULTURAL' ('A2') 02550100 35 36 37 38 39 40 41 42 43 44 45 - DRAINAGE BY-LAW NO.20-50 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 TaylorDrainBranch C 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 Lot16 Concession5 In the Township of Malahide AND WHEREASthe Council for the Township of Malahide has procured a report made by CJDL ConsultingEngineersand the report is attached hereto and forms part of this by-law. AND WHEREASthe estimated total cost of constructing the drainage works is $35,000.00. ANDWHEREAS$35,000.00 is the amount to be contributed by the municipality for construction of the drainage works. AND WHEREAS$35,000.00 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 datedJuly 6, 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 theCorporation the amount of $35,000.00 being the amount necessary for construction of the drainage works. 46 (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 paymentsmade 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 DrainBranch C. READ AFIRST ANDSECOND TIME THIS 13thday ofAugust, 2020. __________________________________________________________ MayorClerk READ A THIRD TIME AND FINALLY PASSED THIS1stday ofOctober, 2020. ____________________________________________________________ MayorClerk 47 DRAINAGE BY-LAW NO.20-51 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 S. Ryan DrainBranch B 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 Elginin accordance with the provisions of the Drainage Act, requesting that the following lands and roads may be drained by a drainage works. Pt Lot93 ConcessionSouth of Talbot Road East In the Township of Malahide AND WHEREASthe Council for the Township of Malahide has procured a report made by CJDL ConsultingEngineersand the report is attached hereto and forms part of this by-law. AND WHEREASthe estimated total cost of constructing the drainage works is $38,720.00. ANDWHEREAS$38,720.00 is the amount to be contributed by the municipality for construction of the drainage works. AND WHEREAS$38,720.00 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 datedJuly 6, 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 $38,720.00 being the amount necessary for construction of the drainage works. 48 (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 asS. RyanDrain Branch B. READ AFIRST ANDSECOND TIME THIS 13thday ofAugust, 2020. __________________________________________________________ MayorClerk READ A THIRD TIME AND FINALLY PASSED THIS1stday ofOctober, 2020. ____________________________________________________________ MayorClerk 49 DRAINAGE BY-LAW NO.20-52 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 County Road No.24DrainBranch A 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 Elginin accordance with the provisions of the Drainage Act, requesting that the following lands and roads may be drained by a drainage works. Pt Lot4 Concession1 In the Township of Malahide AND WHEREASthe Council for the Township of Malahide has procured a report made by CJDL ConsultingEngineersand the report is attached hereto and forms part of this by-law. AND WHEREASthe estimated total cost of constructing the drainage works is $58,000.00. ANDWHEREAS$58,000.00 is the amount to be contributed by the municipality for construction of the drainage works. AND WHEREAS$58,000.00 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 datedJuly 8, 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 $58,000.00 being the amount necessary for construction of the drainage works. 50 (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 asCounty Road No.24Drain Branch A. READ AFIRST ANDSECOND TIME THIS 13thday ofAugust, 2020. __________________________________________________________ MayorClerk READ A THIRD TIME AND FINALLY PASSED THIS1stday ofOctober, 2020. ____________________________________________________________ MayorClerk 51 - DRAINAGE BY-LAW NO.20-53 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 FullerDrainBranch B & C 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 Concession8 In the Township of Malahide AND WHEREASthe Council for the Township of Malahide has procured a report made by CJDL ConsultingEngineersand the report is attached hereto and forms part of this by-law. AND WHEREASthe estimated total cost of constructing the drainage works is $185,000.00. ANDWHEREAS$185,000.00 is the amount to be contributed by the municipality for construction of the drainage works. AND WHEREAS$185,000.00 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 datedJuly 22, 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 $185,000.00 being the amount necessary for construction of the drainage works. 52 (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 ofthe 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 asFullerDrainBranchB &C. READ AFIRST ANDSECOND TIME THIS 13thday ofAugust, 2020. __________________________________________________________ MayorClerk READ A THIRD TIME AND FINALLY PASSED THIS1stday ofOctober, 2020. ____________________________________________________________ MayorClerk 53 Report toCouncil REPORT NO.:F20-07 DATE: July 8, 2020 ATTACHMENT:None SUBJECT:Emergency Services Activity Report -June Recommendation: THAT Report No. F20-08Emergency Services Activity Report Junebe received. Background: Department Incidents In June2020, Malahide Fire Services responded to twenty-eight (28) incidents as compared to thirty-three (33)incidents in 2019, twenty-seven (27) incidentsin 2018, thirty-five (35)incidents in 2017, forty-two (42) incidents in 2016,and twenty-five(25) incidents in 2015. Medical incidents accounted for approximately sixty (60%) of all Juneincidents in 2020. The average age of persons requiring medicalresponse in June2020 was 70with a 42/58male/female ratio. Of the twenty-eight (28) incidents inJune2020, South Stationresponded to nineteen (19)incidents, Station #3 to three (3) incidents, and Station #4 to six (6) incidents. June Incidents by TypeJune Incidents by Station Ћ Џ Њ Ќ В Ќ ЊВ ЊЌ {ƚǒƷŷ {ƷğƷźƚƓ{ƷğƷźƚƓ ϔЌ{ƷğƷźƚƓ ϔЍ CźƩĻa/ĻĭŷƓźĭğƌ wĻƭĭǒĻaĻķźĭğƌhƷŷĻƩ 54 June Yearly Incident Comparison ЎЉ ЍЋ ЌЎ ЍЉ ЌЌ ЋБ ЋА ЋЎ ЌЉ ЋЉ ЊЉ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ 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 twenty(20) incidents, Station #3 to nine(9)incidents, and Station #4 responding to ten(10) incidents. JuneResponses by Type JuneResponses by Station Ѝ ЊЊ ЊЉ Џ ЋЉ Ќ В ЊЎ {ƚǒƷŷ {ƷğƷźƚƓ{ƷğƷźƚƓ ϔЌ{ƷğƷźƚƓ ϔЍ CźƩĻa/ĻĭŷƓźĭğƌ wĻƭĭǒĻaĻķźĭğƌhƷŷĻƩ Responses Month to Month Comparison ЎЌ ЏЉ ЎЋ ЍЊ ЌВ ЌБ ЍЉ ЋВ ЋЉ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ Fire Events Loss/Save There wasatwostructure fireinJuneresulting in fire loss of $21,000.00and savingof $9,000.00. Fire Prevention The Junefire safety message of the month was BBQ outdoors not in the garage 55 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 theTownship website. Fire Safety Inspections In June2020,the Staff conducted no inspectionsand no orders for non-compliance wereissued. Station and Technical Training Station training is currently suspended. Training Revenue No external DZ training was provided in June,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 been billed $2,000.00 for 1 sessions so far in 2020. The training session at OPCscheduled to be held inMay2020was cancelled and will be rescheduled at a later date. To date in 2020, theStaff have not filled anybottles for the OPC. OPC Cadet Training -Year to OPC SCBA Cylinder Filling -Year Date Comparisonto Date БЉЉЉЌЉЉЉ υЏͲЉЉЉ͵ЉЉ υЏͲЉЉЉ͵ЉЉ υЋͲЉВВ͵ЉЉ ЏЉЉЉ ЋЉЉЉ υЊͲЎЎЍ͵ЉЉ υЊͲЍЉА͵ЉЉ υЌͲЉБЏ͵ЉЉ ЍЉЉЉ υЋͲЉВЏ͵ЉЉ υЋͲЉЉЉ͵ЉЉ ЏЍА͵ЍВ ЊЉЉЉ ЊЍЊЉ υЌБЎ͵ЉЉ ЊЉЉЉ ЋЉЉЉБЌЉ АЋЏ ЋЌЊ ЋЋЋ ЋЉЊ ЍАЎЍБВ АЊ ЎЎ ЉЉ υΏ Љ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ Motor Vehicle Collision Revenues Malahide Fire Services responded to three (3)motor vehicle collisions(MVC) inJune. To date in 2020,we have invoiced$15,757.14for services provided to the MTO andto non-residents of Malahide Township(May2020incidents). 56 Accident Invoices -Year υЏЉͲЉЉЉ͵ЉЉ υЎЌͲЎЋЍ͵ЍЏ υЎЉͲЉЉЉ͵ЉЉ υЌЋͲЏЋЊ͵ЉЉ υЌБͲЌЌБ͵ЉЉ υЍЉͲЉЉЉ͵ЉЉ υЌЉͲВЍЉ͵ЉЉ υЋЏͲАЋВ͵ЉЉ υЌЉͲЉЉЉ͵ЉЉ υЊЎͲАЎА͵ЊЍ υЋЉͲЉЉЉ͵ЉЉ υЊЉͲЉЉЉ͵ЉЉ υΏ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏ Burn Permits To date in 2020,the Staff have issued threehundred and seventy-seven(377) burn permits. Burn Permits Issued -Year ЎЉЉ ЍЍВ ЍЍЏ ЍЊА ЍЊЋ ЌАА ЍЉЉ ЌЍБ ЌЉЉ ЋЉЉ ЊЉЉ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ General Automatic Aid Agreement(s) The Automatic Aid Agreement with Central Elgin was not activated inJune2020. Mutual Aid Malahide Fire Services did not request Mutual Aid,but was requested to provideMutual Aid assistanceto Aylmer and Central Elgin inJune. 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 Township Office. Road Staff have adjusted their schedule and have been split between the North and South Shop to reduce interaction. In 57 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 Southwest Public 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 The Public Educators (Volunteer Firefighters) have been doing Saturday and Sunday education on the Port Bruce Beach. The Emergency Information Team has been patrolling the beach and pier to deliver messaging as it relates to best practices for COVID-19. The Command Trailer is set up inthe Provincial Park parking lot for people to attend and ask questions and again have our staff deliver messaging. Two Public Educators are attending at a time between the hours of 11:00 a.m.until 5:00 p.m.on both weekend days. This operation commenced on June 27, 2020. 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 to. 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:Approved by: H. Brent Smith Director of Fire & Emergency Services 58 Report toCouncil REPORT NO.:F20-09 DATE: August 6, 2020 ATTACHMENT:None SUBJECT:Emergency Services Activity Report -July Recommendation: THAT Report No. F20-09Emergency Services Activity Report Julybe received. Background: Department Incidents In July2020, Malahide Fire Services responded to thirty-three (33) incidents as compared to thirty-eight (38)incidents in 2019, thirty (30) incidentsin 2018,forty-seven (47)incidents in 2017, forty (40) incidents in 2016,and thirty-three (33) incidents in 2015. Medical incidents accounted for approximately forty-eight (49%) of all Julyincidents in 2020. The average age of persons requiring medicalresponse in July2020 was 61with a 37.5/62.5 female/male ratio. Of the thirty-three (33) incidents inJuly2020, South Stationresponded to sixteen (16) incidents, Station #3 to seven (7) incidents, and Station #4 to ten (10) incidents. July Incidents by TypeJuly Incidents by Station Џ В ЊЉ Ћ ЊЏ Љ ЊЏА {ƚǒƷŷ {ƷğƷźƚƓ{ƷğƷźƚƓ ϔЌ{ƷğƷźƚƓ ϔЍ CźƩĻa/ĻĭŷƓźĭğƌ wĻƭĭǒĻaĻķźĭğƌhƷŷĻƩ 59 July Yearly Incident Comparison ЍА ЎЉ ЍЉ ЌБ ЍЉ ЌЌЌЌ ЌЉ ЌЉ ЋЉ ЊЉ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ 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 twenty-two(22) incidents, Station #3 to thirteen(13)incidents, and Station #4 responding to sixteen(16) incidents. JulyResponses by Station JulyResponses by Type ЊЌЊЏ ЊЍ ЋЋ ЊВ ЊЌ Ў Љ {ƚǒƷŷ {ƷğƷźƚƓ{ƷğƷźƚƓ ϔЌ{ƷğƷźƚƓ ϔЍ CźƩĻa/ĻĭŷƓźĭğƌ wĻƭĭǒĻaĻķźĭğƌhƷŷĻƩ Responses Month to Month Comparison ЎЎ ЎЌ ЏЉ ЎЊ ЍБ ЌБ ЌЍ ЍЉ ЋЉ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ 60 Fire Events Loss/Save There wastwostructure fireinJulyresulting in fire loss of $7,000.00and savingof $4,005,000.00. Fire Prevention The Julyfire safety message of the month was A dead smoke/CO alarm battery will not save your family 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 July2020,the Staff conducted no inspectionsand no orders for non-compliance were issued. Station and Technical Training Station training is currently suspended. Training Revenue No external DZ training was provided in July2020. 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 been billed $2,000.00 for 1 sessions so far in 2020.Fire training at OPC is currently suspended due to CoVid 19. The training session at OPCscheduled to be held inMay2020was cancelled and will be rescheduled at a later date. To date in 2020, theStaff have not filled anybottles for the OPC. OPC Cadet Training -Year to OPC SCBA Cylinder Filling -Year Date Comparisonto Date БЉЉЉЌЉЉЉ υЏͲЉЉЉ͵ЉЉ υЏͲЉЉЉ͵ЉЉ υЋͲЉВВ͵ЉЉ ЏЉЉЉ ЋЉЉЉυЊͲЎЎЍ͵ЉЉ υЊͲЍЉА͵ЉЉ υЌͲЉБЏ͵ЉЉ ЍЉЉЉ υЋͲЉВЏ͵ЉЉ υЋͲЉЉЉ͵ЉЉ ЏЍА͵ЍВ ЊЉЉЉ ЊЍЊЉ υЌБЎ͵ЉЉ ЊЉЉЉ ЋЉЉЉБЌЉ АЋЏ ЋЌЊ ЋЋЋ ЋЉЊ ЍБВ ЍАЎ АЊ ЎЎ ЉЉ υΏ Љ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ 61 Motor Vehicle Collision Revenues Malahide Fire Services responded to two (2)motor vehicle collisions(MVC) inJuly.To date in 2020,we have invoiced$16,803.93for services provided to the MTO andto non-residents of Malahide Township(June2020incidents). Accident Invoices -Year υЏЉͲЉЉЉ͵ЉЉ υЎЌͲЎЋЍ͵ЍЏ υЎЉͲЉЉЉ͵ЉЉ υЌБͲЌЌБ͵ЉЉ υЌЋͲЏЋЊ͵ЉЉ υЍЉͲЉЉЉ͵ЉЉ υЌЉͲВЍЉ͵ЉЉ υЋЏͲАЋВ͵ЉЉ υЌЉͲЉЉЉ͵ЉЉ υЊЏͲБЉЌ͵ВЌ υЋЉͲЉЉЉ͵ЉЉ υЊЉͲЉЉЉ͵ЉЉ υΏ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ Burn Permits To date in 2020,the Staff have issued threehundred and seventy-ninety(390) burn permits. Burn Permits Issued -Year ЎЉЉ ЍЍВ ЍЍЏ ЍЊА ЍЊЋ ЌВЉ ЍЉЉ ЌЍБ ЌЉЉ ЋЉЉ ЊЉЉ Љ ЋЉЋЉЋЉЊВЋЉЊБЋЉЊАЋЉЊЏЋЉЊЎ General Automatic Aid Agreement(s) The Automatic Aid Agreement with Central Elgin was not activated inJuly2020. Mutual Aid Malahide Fire Services did not request Mutual Aid,norwas Mutual Aid assistance providedinJuly. 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 62 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 municipal office. Road staff have adjusted their schedule and have been split between the north and south shop to reduce interaction. In addition, they have been instructed to only have one person in a vehicle and are regularly cleaning and disinfecting the vehicles before and after each use. Staff are attending regular conference call updates from Southwest Public 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 The Public Educators have been doing Saturday and Sunday education on the Port Bruce Beach. The Emergency Information Team has been patrolling the beach and pier to deliver messaging as it relates to best practices for Co Vid 19. The Command Trailer is set up at the Provincial Park lot for people to attend and ask questions and again have our staff deliver messaging. Two Public Educators are attending at a time for the th hours of 11am until 5pm both weekend days. This operation commenced on June 27 but was suspended as of July 19, 2020 as there have been no causes for concern during the time the patrolling was implemented. Firefighters are will be continue this process should there be a rise in concerns at Port Bruce beach. 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. 63 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 64 Report toCouncil REPORT NO.:PS-20-41 DATE: August 4, 2020 ATTACHMENT:Tender Summary SUBJECT:Tender Results: Pressey Line Culvert Supply and Delivery Recommendation: THAT Report No.PS-20-25Tender Results:PresseyLine Culvert Supply and Delivery; AND THAT the Pressey Line Culvert Supply and Deliverybe awarded to Coldstream Concrete Ltd., in the amount of $380,285.30 (plus HST); AND THAT the Mayor and Clerk be authorized to enter into an agreement with Coldstream Concrete Ltd.,of Ilderton, Ontario,for the purpose of the supply and delivery of two Precast Concrete Culverts for Pressey Line. Background: As the Council will recall, the Pressey Line West Bridge at the Shively-Neff Drain and the Pressey Line Culvert at the Bear Creek Drain are being reconstructed as apart of the 2020 Capital Works Program. The existing structures have reached the end of their useful life, as reported in the 2018 Bridge Inspection Program. Comments/Analysis: The Physical Services Staff called tenders for the supply and delivery of two concrete box culverts for Pressey Line. Tenders closed on July 23, 2020 at 11:00 am. Three(3) supplierssubmitted bids. The lowbid was received from Coldstream ConcreteLtd, in the amount of $380,285.30(plus HST). Financial Implications to Budget: The low bid conforms to the staff estimates and theapproved 2020 Capital Budget provides sufficient funding for the supply and delivery of the concrete culverts. 65 Summary: The Staff recommend awarding the Pressey Line Culvert Supply and Deliverycontractto Coldstream Concrete Ltd.,of Ilderton, Ontario. The project isincluded in the2020Roads Department Capital Budget and is within the budget estimate 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 SustainabilityPlan (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 Decision.Securing 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 Directorof Physical Manager Services 66 67 Report toCouncil REPORT NO.:PS-20-37 DATE: July 27, 2020 ATTACHMENT:Petition and Sketch SUBJECT:Petition for Drainage VanRooijenPetition Recommendation: THAT Report No.PS-20-37entitledPetition for Drainage VanRooijenPetition bereceived; AND THAT John M. Spriet, P. Eng., of Spriet Associates Ltd.,be appointed to the Van Rooijenpetition, it being noted that the Petitioner is requesting that this petition to be incorporated into the Engineers Report currently being prepared for the construction of a new branch of the W. Shively Drain. Comments/Analysis: The Township of Malahide has received a petition for drainage (petition and sketch attached) from the landowner at 51742Lyons Line. The petition is to construct a new branch drain under LyonsLine to service land on the north side of the road. As the Council will recall, theowner at 51655 Lyons Line (Jordan Valance)has petitioned to have the existing Branch 2 of the W. Shively Drain extendedto the north side of Lyons Lineto provide a legal outlet for his property on the north side of the road. Accordingly, Spriet Associates Ltd. was appointed to prepa construction of a new branch of the W. Shively Drain. Archie Van Rooijen has now petitioned to have Branch 1of the W. Shively Drain extended to the north side of Lyons Lineto provide a legal outlet for his property on the north side of the road. Financial Implications to Budget: N/A. 68 Summary: The Staff are recommending that John M. Spriet, P. Eng., of Spriet Associates Ltd., be appointed by the Council to prepare a report to address the Van Rooijen petition, it being noted that Mr. Van Rooijen is looking to have a new extension/connection on the municipal drain currently beingconsidered. 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. of maintaining municipal infrastructure is equitably borne by current and future ra Submitted by:Approved by:Approved for Council: Bob Lopez,Matt Sweetland, P.Eng. Engineering Technologist/Director of Physical Drainage SuperintendentServices 69 70 Report toCouncil REPORT NO.:PS-20-39 DATE: July 27, 2020 ATTACHMENT:None SUBJECT:Drain Report Re-assessment: Simpson Drain Recommendation: THAT Report No.PS-20-39entitledDrain Report Re-assessment: Simpson Drain be received; AND THAT Mike DeVos, P. Eng.,of SprietAssociates, be appointed to prepare an e re-assessment of the Simpson Drain. Background: The purpose of this report is to appoint an Engineer to prepare a revised assessment schedule (Drainage Report) forthe 1909 and 1985 SimpsonDrain. The 1909 Simpson Drainwas originally constructed pursuant to an EngineerReport prepared by Bell and McCubbin,dated February April 22, 1909.The 1985 Simpson Drain Associates, dated October 31, 1985. Upon review by the Drainage Department, the existing assessment schedules for both drains werefound to be out of date andrequire updating. There have been various land divisionsover the years as well as changes to the watershedandmanyof these changes are not reflected on the current assessment schedule. Comments/Analysis Procedure In order that the cost of future maintenance work be fairly proportioned among the lands and roads within the drainagewatershed that are affected by the SimpsonDrain, a new assessment schedule needs to be developed which accurately defines the said lands and roads.Section 76of the Drainage ActR.S.O. 1990requires a Council Resolution to appoint an Engineer to makerevisions to an existing assessment schedule in an Engineers Report. 71 Prior to the adoption of the new Engineers Report,a public meeting is requiredfor all assessed owners in the watershed to provide and comments or concerns. Upon adoption of the Engineers Report,all affected property owners will be given the opportunity to appeal their assessments at the Court of Revision.Once the new assessment schedule is in place,the costs for future maintenancein the Simpson Drain watershed will belevied using this new schedule. Future Re-assessments TheCounty of Elgin Land Division Committee and the Township of Malahide currently havea list of conditionsthat it places on landowners wishing to sever properties.One of the conditions being, that landowners requesting severances are required to initiate and assume the costs associated with the preparation of a revisedassessment schedulefor anypropertythatis assessed on a municipal drain.This requirement keeps the assessment schedules for all drainage reports up to date and mitigates the expense of a Section 76Engineers Report.Theseconditionshavebeen in place for approximately the last 10 years. Financial Implications to Budget: As per the provisions of the Drainage Act,R.S.O. 1990, the cost of this report will be assessed and billed to the owners along the Simpson Drain using the updated Maintenance Schedule in the new Engineers Report that will be prepared by Spriet Associates. Summary: The Staff are recommending that Spriet Associates London Ltd.be appointed by the Council to prepare an Engineers Report under Section 76of the Drainage Act,R.S.O. 1990,to revisetheassessment schedule (Drainage Report) for the SimpsonDrain. 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 Financial Efficiency throughout Decision. Ensuring that the cost of maintaining municipal infrastructure is equitably borne by current and future 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 72 Report toCouncil REPORT NO.:DCS-20-22 DATE: August 13, 2020 ATTACHMENT:Severance Application SUBJECT:Severance Application E22/20 ______________________________________________________________________ Recommendation: THAT Report No. DCS-20-22entitled SeveranceApplicationE22/20 AND THAT this report be forwarded to the Land Division Committee for its review and consideration. Background: The purpose of this Report is to provide background information to the Council regarding Severance ApplicationE22/20.Should the Council support theapplication, this Report will be forwarded to the Land Division Committee together with the imposed conditions and Municipal Appraisal Sheet for their review and consideration. Comments/Analysis: The Applicants,David and Jacqueline Fehr,areproposing to create through consent one (1) new farm surplus residence of17343.5m². The applicant will retain an8.87 acre agricultural parcel.This consent is proposed atCON 9 PT LOT 34 RP 11R5951 PART 2,geographic Township of Malahide; and is known municipally as 53250 College Line. The Official Plan designation of the proposed parcel is Agricultural and the Zoning is Small Lot Agricultural (A4)for the severed parcel andGeneral Agricultural(A1)for the retained parcel. This property will conform to the size requirements of the Zoning By- law.This area of the Township is serviced by private on-site water and waste water systems. A number of conditions will be placed on this consent as set out in a proposed resolution. The Municipal Staff have reviewed the application and find that they will conform to the ning By-law. The Staff recommends that the Council supportsthisapplication. 73 Financial Implications to Budget: The full costof the consentprocess is at the expense of the Applicant and has no impliOperating Budget. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. One of the goals that supportgrowth in a new developmentand directing growth to appropriate areas withinthe Townshipthrough its supportof this proposal,the Council is achieving this goal. Submitted by:Approved For Council: Allison Adams, Community Services Clerk 74 75 76 77 78 79 80 81 82 83 84 Report toCouncil REPORT NO.:DCS-20-23 DATE: August 13, 2020 ATTACHMENT:Severance Application SUBJECT:Severance Application E23/20 ______________________________________________________________________ Recommendation: THAT Report No. DCS-20-23entitled SeveranceApplicationE23/20 AND THAT this report be forwarded to the Land Division Committee for its review and consideration. Background: The purpose of this Report is to provide background information to the Council regarding Severance ApplicationE23/20.Should the Council support theapplication, this Report will be forwarded to the Land Division Committee together with the imposed conditions and Municipal Appraisal Sheet for their review and consideration. Comments/Analysis: The Applicant,Dohner Farm Ltd.,isproposing to create through consent one (1) new farm surplus residence of1.44 acres.The applicant will retain a131 acreagricultural parcel.This consent is proposed atCON 1 PT LOTS 34 AND 35 RP11R5475 PART 5 RP 11R5471 PTPART 2,geographic Township of Malahide; and is known municipally as 53233 Nova Scotia Line. The Official Plan designation of the proposed parcel is Agricultural and the Zoning is Small Lot Agricultural (A4)for the severed parcel andLarge Lot Agricultural(A3)for the retained parcel. This property will conform to the size requirements of the Zoning By- law.This area of the Township is serviced by private on-site water and waste water systems. A number of conditions will be placed on this consent as set out in a proposed resolution. The Municipal Staff have reviewed the application and find that they will conform to the cial Plan and Zoning By-law. The Staff recommends that the Council supportsthisapplication. 85 Financial Implications to Budget: The full costof the consentprocess is at the expense of the Applicant and has no impliOperating Budget. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. One of the goals that supportgrowth in a new developmentand directing growth to appropriate areas withinthe Townshipthrough its supportof this proposal,the Council is achieving this goal. Submitted by:Approved For Council: Allison Adams, Community Services Clerk 86 87 88 89 90 91 92 93 Report to Council REPORT NO.:CAO-20-09 DATE: August 6, 2020 ATTACHMENT:None SUBJECT: COVID -19PANDEMICEMERGENCY STATUS UPDATE Recommendation: THAT Report No.CAO-20-09entitlCOVID -19PandemicEmergency Status Update; AND THAT the Municipal Staff be directed to take the following actions to address ongoing risks and effects of the COVID-19pandemic while minimizing disruption of essential municipal services to our residents: (a)the Township Office re-openaccessto the public by appointment only, beginning September1;subject to all of the necessary safety measures being installed/implemented by that date; (b)the current staffing safety protocols for both the Administrative Staff and the Road Department Staff be continued; (c)future in-person Council meetings be held at Malahide Community Place (MCP); and that there continue to be an option for Council Members, Staff, and the public to participate in Council meetings virtuallyif they so choose; (d)the 2021 garbage bag tag allotment be mailed to residents rather than requiring them to attend the Township Office to pick them up; (e)the survey/collection of unused bag tags from the 2020 collection year and the corresponding resident lottery/draw be postponed until next year; (f)the MCPball diamonds remain closed for organized/league play for the rest of this season; (g)Hall rentals at MCP be permitted effective September 1, 2020; subject to all users of the facility adhering to all Municipal, Provincial,or Southwestern 94 Public Health (SWPH)mandatedCOVID-19 safety policies/protocols; (h)Hall rentals at the South Dorchester Community Hall (SDCH)be restricted to rentals of limited size and function, such as 1 person kitchen rentals, use by the Harvest Bowl Project, and business meetings of the South Dorchester Optimist Club; subject to allsuchusers adhering to Municipal, Provincial,or SWPH mandatedCOVID-19 safety policies/ protocols. Background: The Province of Ontario declaredaState of Emergency on March 17, 2020 to help contain the spread of COVID-19 and protect the public. During the past several months, the Province has issued orders and established guidance to address the ongoing risks and effects of the COVID-19. On July 24, 2020, the declared provincial emergency came to an end, however,several emergency orders remain in effect. The Malahide Emergency Control Group (MECG) has met regularly during the declared emergency to actively monitor the situation and implementcourses of action. Comments/Analysis: At the last MECG meetingsheld on July 21and August 5, 2020, the MECG discussed current and future challenges to municipal operations and facilities related to the ongoing risks and effects of the COVID-19. While the MECG has managed the majority of the current emergency situations, it was agreed that the Council as a whole should address some of the anticipated future issues. As has been reported to Council previously, almost all of our essential municipal services continue to be delivered to the publicduring the declared emergency. This is primarily the result of a very dedicated and forward thinking Municipal Staff, who have adapted to the available technology to effectively modify service delivery while maintaining safety protocols. However, in order to adhere to Provincial regulations/guidelines,several municipal facilities/services remain either closed or unavailable to the public at this time,such as community hall rentalsandbaseball diamonds for league play. In view of the current directives from the Province and the SWPH, the MECG recommends as follows: Re-opening of Township Office The Township Office remains closed to the public at this time, although all services continue to be available in alternate forms. Consistent with other area municipalities, it is suggested that the Office re-open on a gradual basis. The MECG recommends that the Office re-open to the public beginning 95 onTuesday,September 1, 2020by appointment only,subject to all of the necessary safety measures being inplace. Members of the public will visit the office only if they have set up an appointment for an in-person meeting/consultation. All such meetings will be held in adesignated meeting room sothat physical distancing is maintained andappropriate disinfectioncan be done after each meeting. As well, pursuant to the direction of the SWPH,all persons attending such in-person meetings will have to wear an appropriatefacemask/covering. Other protocols for alternative service delivery such as the drop box facility will continue to be in effect. Municipal Staffing In order to minimize health risk to Staff and to ensure physical distancingin the Office, the Administrative Staff have been split into twoteams,with one team working in the Office while the other worksremotely (at home) onaweekly rotation.With the use of technology and electronic processes that have been in place, this approach has worked extremely well in maintaining service delivery while addressing the health and safety of the Staff and the public. Similarly, the RoadDepartmenthas half of its Staff located at the North Shop and the other half at the South Shop. In addition, vehicle assignments have been limited to not more than one Staff Member per vehicle,whenever possible. The MECG recommends that all existing Staff safety protocolsbe continuedeven after the Township Office re-opens in September. Council/Committee meetings The Province enacted legislation so that Municipal Councils could utilize technology to meet and make decisions virtually.The Malahide Councilhas held virtual Zoom meetingssuccessfullyfor the past several months. Since gatherings of up to 50 personswith physical distancingare now permitted, Council and Committee meetings could go back to in-person mode, however, the Council Chambers is not large enough to permit physical distancingas necessary. The MECG recommends that future in-person Council meetings be held at the MCP where adequate physical distancingcan be achieved for members of Council, the Staff and any attending public. In recognition that some persons may be unable or uncomfortable attending in-person meetings, the MECG recommends that there continue to be an option for Council Members, Staff, and the public to participatein Council meetings virtually. Garbage Bag tags For the past several years, the annual allotment of garbage bag tagshas been picked up by the eligible property owners, rather than being mailed out. There were 2,925 eligible properties in 2020 whose owners or representatives would have visitedthe Office, starting inNovember/December 2019. 96 The MECG is concerned that alarge number of persons coming to the Office later this year for the 2021 bag tagallotmentmay escalate the risk of the spread of COVID-19, particularly as social distancing protocols could be difficult to maintain in the limited front office space in the colder weather. Further, thelocalMedical Officer of Health has indicatedthat a second wave of COVID- 19 is anticipated later this fall and the MECG is concerned that such awave couldmean up their bag tags.The MECG recommendsthat the 2021 bag tag allotment be mailed to the eligible property owners as a one-time interim measure. The cost of mailing garbage bag tags is estimated at about $7,000 for the 2,925 properties in the Township. Onepossiblerisk to this course of action is any Canada Post delivery issues. Using a courier service is anoption,although an expensive one. In addition, the Council had previously authorized the Municipal Staff to proceed with a survey of unused bagtags from the 2020collection year to obtain data in order to determine how many tags are actually being used per year by properties that are currently a part of the bag tag program.This was proposed to be done by soliciting unused 2020 tags which would be used as ballots in a lottery style draw for a prize. The Municipal Staff have not yet finalized plans for such survey/draw and would recommend that the collection of unused bag tags be postponed until next year. Baseball Diamonds The Township previouslymade the decision to keep the baseball diamonds at MCP closed for organized/leagueplay. At this time, they are open for passive recreational use only. Individuals who use the facilities are required to physical distance unless they are membersof the same household. There was an inquiry in June from the Springfield Brewers Baseball League about when the MCP ball diamonds would re-open for organized play, at which time there was no Provincial or SWPHguidelinessuggesting such a re-opening. Preliminary information received from a Provincial Softball Association regarding the Staff. Currently, the Township does not have either the necessary staff orthe required equipment/ infrastructure to be able to satisfy the guidelines/protocols suggested by the Association.Further, the Staff have been advised that the Provincial Softball Associations have cancelled playoffs/league championships for this year. Based on the information available at this time, the MECG recommends thatthe ball diamonds remain closed for organized/league playfor the rest of this season. Closure of ball diamonds for the entire season will result in a loss of budgeted diamond rental revenue of $15,000 offset by reductions in staffing, utilities, maintenance and other costs estimated at $5,000, for a net shortfall of $10,000. 97 Community Hall Rentals During Stage 1 and 2 of the COVID-19 pandemic, the Province ordered the closure of all community spaces such as the library and community centres. Stage 3 has now allowed them to re-open, albeitin a reduced capacityand only if they are able to meet specific requirements. Since the Province announced Stage 3 and increased the maximum number of persons that can gather indoors to 50, the Staff have received several inquiries about availability of the community hallsfor rental. The Staff has been working to develop the necessary policies and protocols to enable the community halls at MCP andSDCHtore-open. Through consultations with the SWPH, the Staff has determined that a 50 person event at MCP that typically would have used only one Community Room, will now require both Community Roomsin order to maintain physical distancing. The SDCHspace will now be able to accommodate a maximum of 25 persons with physical distancing (depending upon family groupings) as there is no additional space available to spread out a group of 50. In addition to reduced number of attendees being permitted, the Provincial regulations require more oversight by Staff and enhanced disinfection, etc. which add more costs to the Township when re-opening the facilities. The Municipal Staff suggested that the MECG may wish to consider only limited rentals at SDCH inorder to allow more Staff time to focus on ensuring enhanced COVID-19 safety protocols are met. TheMECG has consideredseveral different options to bring back this service to the community in as safe a manner as possible and recommends the following: -Hall rentals at MCP be availableeffective September 1, 2020;subject to all users of the facility adhering toall Municipal, Provincial, or Southwestern Public Health (SWPH) mandated COVID-19 safety policies/protocols; -Hall rentals at SDCH be restrictedto rentalsof a limited size and function, such as 1 person kitchen rentals, use by the Harvest BowlProject, and business meetings of the South Dorchester Optimist Club;subject to all usersof the facility adhering to all Municipal, Provincial, or Southwestern Public Health (SWPH) mandated COVID-19 safety policies/protocols. The MECG also emphasizesthat future rentals of MCP and SDCH may be subject to cancellation in the event of a future closure of the facilities due to asecond wave of COVID-19. Emergency closure of the community centreshas affected community events as below: MCP & SDCH20192020 Number of event bookings Jan to Mar6244 Apr to Aug112 0 Sep to Dec127 59 TOTAL301 103 98 MCP & SDCH20192020 Gross Revenue from all bookings Jan to Mar$6,112 $3,620 Apr to Aug$24,080 $0 Sep to Dec$15,493$12,921 TOTAL$45,685 $16,541 Grants to Community GroupsTOTAL$22,908$10,953 Besides the reduced disbursal of grant funding to community organizations, theabove noted revenue loss is anticipated to be offset byoveralllower staffcosts,utilitiesand maintenance costsfor a net estimated savings in 2020 of approximately $50,000. Financial Implications to Budget: To date, thefinancial impact from the COVID-19 emergency primarily relatesto additional costs for the provision of signage and plexi glass barriers,enhancedjanitorial services and supplies such as hand sanitizer at the various locations, and some PPE such as gloves and masks for staff or those members of the public who do not have their own. Some of these costs have already been incurred, for example, signage at parks and the beach, PPE for Firefighters and other Staff, enhanced cleaning at municipal facilities, etc. These have been discussed in previous reports. Afew other items can now be estimated with higher certainty. These have been identified throughout this report. To summarize: Description$Estimated Signage, plexi-glass, janitorial, PPE, enforcement, etc.$100,000 Garbage bagtags mail out cost$7,000 Ball diamond shortfall$10,000 Community centre savings ($50,000) Net Estimated Impact$67,000 As well, the loss of revenue due to afreeze on penalty and interest charges on unpaid taxesand water billingsuntil September 15 has been previously estimated at $60,000. The total overall financial impact to the Township is subject to swings in other revenues or expenses such as permit fees and our share of the EECC costs. NewFunding from the Province and Federal Government TheProvince, in partnership with the Federal Government, under the Safe Restart Agreement will be providing up to $4 billion in one-time emergency assistance to all of , over the next 6 to 8 months. While the specific amount for Malahide, if any, and other details such as eligible costs criteria, supporting documentation,etc.is unknown at this time, such funding would assist in offsetting the costs resulting from the COVID-19emergency. 99 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 Local Government. One of the goals that supportstheEmbody Financial Efficiency throughout DecisionMakingEnsuring that the Council is made aware of potential financial and staffing challenges when dealing with emergency situations works to achieve this goal. Submitted by:Approved for Council: A. Mohile,Director of Finance/Treasurer B. Smith, Director of Fire & Emergency Services M. Sweetland, Director of Physical Services Chief Administrative Officer / Clerk C. Cox, Community Services Coordinator 100 Report to Council REPORT NO.:CAO-20-11 DATE: August 7, 2020 ATTACHMENT:Letter from MMAH and Information Sheets SUBJECT: Amendment to the Procedural By-law to Continue Electronic Participation Recommendation: THAT Report No. CAO-20-11entitled Amendment to the Procedural By-law to ContinueElectronic Participation AND THATthe Clerk be directed to prepare the necessary by-law to amend the Council Procedural By-law tocontinue electronic participation by Council Members. Background: On March 17, 2020,the Province of Ontario declared a state of emergency inresponse to the COVID-19 pandemic. On March 19, 2020,the Province enactedBill 187, the Municipal Emergency Act, 2020 to amend the Municipal Act, 2001 toprovide that, during emergencies, members of councils, local boards andcommittees who participate electronically in open and closed meetings may becounted for purposes of quorum. On April 2,2020, the Council passed By-lawNo. 20-23in order to amend By-law No. 17-97,also referred to as the Council Procedural By-law. This amendment allowed for electronicparticipation when a state of emergency is declared. It also allowed members participating electronically to be counted towards quorum and membersparticipating electronically to participate in closed session meetings. On July 21, 2020,the Ontario government passed Bill 197 which amended the Municipal Act,2001 to permitCouncils to amend their procedure by-laws to allowfor members participating in meetings electronically to be counted for purposesof quorum and members participating electronically to participate in closedsession meetings without there being a declared state of emergency. In addition, Bill 197 authorizes theCouncil to amend its meeting procedures to provide that, in accordance with a process to be established by the MunicipalClerk, a member of Council may appoint another member of Council as a proxy to act in their place when 101 they are absent.The MunicipalStaff will report back to the Council in a future report with respect to this aspect of Bill 197. Comments/Analysis: The Provincial declaration of emergency officially ended on July 24, 2020,and while the Township has not yet ended its declaration of emergency, it will benecessary to amend By-law No. 17-97in order tocontinueto allow for Council membersparticipating electronically to be counted towards quorum and participate inClosed Sessions. This amendment will facilitate members of Council to continueto meet in person or remotely and serve the constituents of Malahide. As a state of emergency will no longer be a requirement for electronicparticipation, the passing of this by-law will also repealBy-law No. 20-23. As the recent revisions to the Municipal Act, 2001have not altered the requirement for meetings to be open to the public, administration recommends that meetingscontinue to be recorded and then streamed tube page. Financial Implications to Budget: IftheCouncil decides to extend or make permanent the electronic participation rules, there will be a need to make investments in permanent technology solutions to replace the ad hoc arrangements that have been madeto support electronic participation during the emergency period. The Manager of Information Technology is working to develop a permanent solution that will enable the participation of Council Members both in-person and electronically.Any additional funding required for meeting support will be included in the Draft 2021 Budget. 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. Two Embody Financial Efficiency throughout DecisionMaking.Providing additional methods of Council Member participation as well as public access to meetings works to achieve these goals. Submitted by: Michelle Casavecchia-Somers, Chief Administrative Officer/Clerk 102 Ministry ofMinistère des Municipal AffairsAffaires municipales and Housinget du Logement Municipal Services Office Bureau des services aux municipalités Western Ontario nde 659 Exeter Road, 2Floor659ExeterRoad,2étage London ON N6E 1L3London ON N6E 1L3 Tel: 519 873-4020Tél: 519 873-4020 Toll Free: 1 800-265-4736Sans frais: 1 800-265-4736 Fax: 519 873-4018Téléc: 519 873-4018 July 22, 2020 Dear Municipal CAO / Clerk: I am writing to inform you of recent changes to the Municipal Act, 2001to provide municipalities with new permissive authority. The Government has made changes to expand the authority for municipalities to amend their procedure by-law to provide that electronic participation in open and closed municipal meetings may count towards quorum beyond times when an emergency declaration is in place. Extending the ability for municipalities to hold electronic meetings responds to feedback we have heard from municipalities that the ability to participate electronically in municipal meetings during the past months has been beneficial to continue the important work that municipalities do and has led to increased engagement with members ofthe public. In addition, the Government has also passed changes to the legislation to give municipalities the authority to amend their procedure by-law to allow members of council who are unable to attend a meeting to appoint a proxyholder to act on their behalf, subject to certain limitations. For more information on these amendments, please see the attached information sheets. Both of these initiatives are optional, and it is up to your municipality to decide whether to provide for electronic participation in meetings and/or proxy appointments and what arrangements are suitable for your municipality. If you have questions regarding these new provisions, please let me know. Kind Regards Ian Kerr Regional Director Municipal Services Office Western Region 103 Electronic Participation in Municipal Meetings July 2020 This document is intended to give a summary of complex matters. It does not include all details and does not take into account local facts and circumstances. This document refers to or reflects laws and practices that are subject to change. Municipalities are responsible for making local decisions that are in compliance with the law such as applicable statutes and regulations. This document applies only to those municipalities whose meeting rules are governed by the Municipal Act, 2001. This document replaces previous guidance released in March 2020 regarding electronic participation in municipal meetings during emergencies. This document, as well as any links or information from other sources referred to in it, should not be relied upon, including as a substitute for specialized legal or other professional advice in connection with any particular matter. The user is solely responsible for any use or application of this document. 104 Overview The province has made changes to the Municipal Act to allow members of councils, committees and certain local boards who participate in open and closed meetings electronically to be counted for purposes of quorum (the minimum number of members needed to conduct business at a meeting). These provisions are optional. Municipalities continue to have the flexibility to determine if they wish to use these provisions and incorporate them in their individual procedure bylaws. Municipalities may wish to review their procedure bylaws to determine whether to allow members to participate in meetings electronically, and whether to take advantage of the new provisions based on their local needs and circumstances. What a municipality can do A municipality can choose to hold a special meeting to amend their procedure bylaw to allow electronic participation. During this special meeting, members participating electronically can be counted for the purposes of quorum. Municipal councils, committees and boards can choose to amend their procedure bylaws to: allow the use of electronic participation at meetings state whether members can participate in both open meeting and closed meetings state whether members participating electronically count towards quorum It is up to municipalities to determine: whether to use these provisions the method of electronic participation the extent to which members can participate electronically (for example, it is up to municipalities to decide whether all council members participate electronically or whether some still participate when physically present in council chambers) Technology to use for electronic meetings Municipalities, their boards and committees can choose the technology best suited to their local circumstances so: their members can participate electronically in decision-making meetings can be open and accessible to the public 105 Municipalities may want to engage with peers who have electronic participation in place to find out about best practices as they revise their procedure bylaws. Some municipalities may choose to use teleconferences while others may use video conferencing. Open meeting requirements If a municipality chooses to amend their procedure bylaw to allow people to participate electronically, meetings would still be required to follow existing meeting rules, including that the municipality: provides notice of meetings to the public maintains meeting minutes continues to hold meetings open to the public (subject to certain exceptions) The Municipal Act specifies requirements for open meetings to ensure that municipal business is conducted transparently, and with access for and in view of the public. There are limited circumstances under the Municipal Act when municipal meetings can be conducted in closed session. Rules for local boards Local boards subject to the meeting rules in the Municipal Act include: municipal service boards transportation commissions boards of health planning boards many other local boards and bodies Some local boards may not be covered. For example, police services, library and school boards have different rules about their meetings, which are found in other legislation. Municipalities are best positioned to determine whether a local entity is considered a local board. If in doubt whether a local entity is covered under these rules, municipalities can seek independent legal advice regarding the status of local entities and whether these new provisions would apply to them. 106 Contact If you have questions regarding how these new provisions might impact your municipality, contact your local Municipal Services Office. Central Municipal Services Office Telephone: 416-585-6226 or 1-800-668-0230 Eastern Municipal Services Office Telephone: 613-545-2100 or 1-800-267-9438 Northern Municipal Services Office (Sudbury) Telephone: 705-564-0120 or 1-800-461-1193 Northern Municipal Services Office (Thunder Bay) Telephone: 807-475-1651 or 1-800-465-5027 Western Municipal Services Office Telephone: 519-873-4020 or 1-800-265-4736 Additional Resources Municipal Act, 2001: https://www.ontario.ca/laws/statute/01m25 https://www.ontario.ca/document/ontario- municipal-councillors-guide-2018 107 Report toCouncil REPORT NO.:HS-20-01 DATE: August 10, 2020 ATTACHMENT:Health & Safety Policy SUBJECT:HEALTH & SAFETY POLICY Recommendation: THAT Report No. HS-20-01 AND THAT the Mayor and Chief Administrative Officer/Clerk be authorized to sign the Health & Safety Policy on behalf of the Corporation. Background: On July 4, 2019, the Council adopted its Health & Safety Policy. The Occupational Health and Safety Actindicates that the Employer must annually review this policy, update it, post it, and maintain a program to ensure all employees are trained and provided refresher training to all workers as required. Comments/Analysis: All new Staff Members,including Volunteer Firefighters, have received Health & Safety Orientation Training and have been provided with a copy of our Health and Safety Handbook. The Staff are provided with ongoing health and safety training through the distribution of various newsletters, brochures, etc. In addition, the Road Department Staff participate and safety before leaving the works yard on a regular basis. All of the tasks of the Staff are reviewed and hazard assessments updated as required to ensure the safety of Staff during working hours whether during daytime or nighttime hours. The Township Safety Program ensures that all workers and supervisors are Occupational Health and Safety Act. FinancialImplications to Budget: N/A. 108 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. Ensuring that the Township Safety Plan and Policy are current and implementedworks to achieve this goal. Submitted by:Approved by: Gwen Tracey Human Resources Coordinator 109 August ??, 2020 Health & SafetyPolicy Malahide Township Council is vitally committed tothe health and safety of its employees. It is theobjective of the Corporation of the Township of Malahide in conjunction with Council to protect Township employees from workplace injury or illness and to make every effort to ensure a healthy environment and provide for work to be carried out in a manner that protects the safety of the employees and the public. All supervisors, workers and volunteer firefighters must be dedicated to the objective of reducing the risk of injury and illness. The health and safety Program, which this Policy is a part of, ensures that health and safety is integrated into all functional operations of the Corporation of the Township of Malahide. The Township of Malahide is ultimatelyresponsible for worker health and safety. Council for the Township of Malahide is committed to taking every reasonable precaution to protect workers from harm. Legislative requirements of the Occupational Health and Safety Actwill serve as the minimal acceptable standard. Supervisors are accountable for health and safety of workers under their supervision. Supervisors are responsible to ensure that machinery and equipment are safe and that workers follow established safe work practices and procedures. Workers must receive adequatetraining in their specific work tasks to protect their health and safety. Every employee, volunteer firefighter, sub-contractor and employee of a sub- contractor must protect his/her own health and safety by following the law and the immediately reported to a supervisor. All parties are expected to consider health and safety in every activity. C organization from Council to the workers. ___________________________________ Mayor -D. Mennill ___________________________________ CAO/Clerk M. Casavecchia-Somers 110 20-1 The Corporation of the Township of Malahide Council Remuneration Review Committee July 14, 2020 10:00 a.m. The Council Remuneration Review Committee met via videoconference at 10:00 a.m. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The original scheduled date of March 16, 2020was cancelled and rescheduled toJuly 14, 2020. The Committee Members and Staff participated remotely. CommitteeMembers:Martin Baelde, Kevin Morrell, Susan Morrell,and Richard Robilliard. Municipal Staff:Chief Administrative Officer/ClerkM. Casavecchia-Somers and Deputy Clerk D. Wilson. CALL TO ORDER: Due to technical difficultiesthe start time of the meeting was delayed. CAO/Clerk M. Casavecchia-Somers called the meeting to order at 10:38a.m. and welcomed those in attendance. DISCLOSURE OF PECUNIARY INTERESTand the General Nature thereof: No disclosures of pecuniary interests were declared. Committee Member Susan Morrell noted that, due to a scheduling conflict, Maureen Jenkins was no longer able to participate on the Committee and questioned whether an additional Member would be appointed. The CAO advised that there would not be a replacement Member appointed. She indicated that the Council was aware that Ms. Jenkins had withdrawn her name and were agreeable to proceeding with the four remaining Members. She noted that the Terms of Reference for this Committee required a minimum of three Committee Members and as such the current complement would be in compliance. APPOINTMENT OF MEETING CHAIRAND VICE-CHAIR: Moved by:Martin Baelde Seconded by:Richard Robilliard THAT Susan Morrellbe appointedas the Chair of the Council Remuneration Review Committee. Carried. Moved by:Kevin Morrell Seconded by:Richard Robilliard THAT Martin Baeldebe appointedas the Vice-Chair of the Council Remuneration Review Committee. Carried. Susan Morrellassumed the position of Chair. 111 20-2 COMMITTEE ORIENTATION SESSION: The Chief Administrative Officer/Clerk reviewed the following documentation with the Committee: -Committee Terms of Reference -Procedural By-law -Conflict of Interest Act -Confidentiality Policy. The CAO advised that the Agenda package contained a Confirmation of Understanding of the Township of Malahide Confidentiality Policy. She requestedthat each Member sign and return this policyat their earliest convenience. The CAO advisedthatthe purpose of the Committee was review the remuneration and benefits paid to the Township of Malahide Council and determine if changes were required. The CAO advisedthat thephilosophy is to base the compensation for the Mayor and Members of Council on realistic standards so that elected officials may be compensated according to their roles and responsibilities. She notedthatto achieve this, a compensation plan reflects one that: (i)Is fair and reasonable and will it attract a diverse and representative pool of candidates from residents wishing to seek election to Council but also be seen as fair by taxpayers; (ii)Recognizes that the work of the Mayor and Council is demanding and important and as such they should be appropriately compensated; (iii)Recognizes the complexity, responsibilities, time commitments and accountabilities associated with the role of Mayor and Council; (iv)Is appropriate for the average full-time earnings within the community; (v)Must demonstrate fiscal responsibility. Committee Member Keven Morrell retired from the meeting at 11:00 a.m. due to a prior commitment. In response toan inquiry from Committee Member Susan Morrell regarding how past compensation reviews were undertaken, the CAO advised that appointing a Committee to review the Council Compensation was a new undertaking for the Council, but that this type of Committee has been used in other municipalities. The CAO advised that, in the past,the Municipal Staffwere usuallydirected to survey other municipalities regarding Council Compensation and the Council typically selected a median compensation within the range of other Municipal Councillorsalaries. However, in 2020, the Malahide Council thought it would be beneficialto undertake a review of the compensation package for CouncilMembersby way of a Committeecomprised if members of the public. Committee Member Martin Baelde requested clarification regarding the loss of the 1/3 tax allowance previously provided to the Council Members. The CAO advised that previously Revenue Canada allowed 1/3 of the Council Compensation to be tax exempt to encourage people to run for positions on the municipal councils. This allowance was discontinuedby Revenue Canadarecently,thereby reducing the actual net amount that the Council Members received in compensation. The CAO noted that some Municipal Councils approved increases in their base compensation to make up the difference in their net wages. She noted that the Malahide Council did not decided to an increase their wages to make up for this shortfall, but determined that itwould be appropriateto review the entire compensation package payable to Council Members. Committee Member Martin Baelde questioned why the deduction was taken prior to the date Revenue Canada required. The CAO advised that the decision was made by the Council. The CAO also advised that some Council Members had expressed concerns regarding the effect that the removal of the 1/3 tax exempt portion had on their own personal tax situation and had questioned why Staff had not advised them of this situation prior to the Council making a decision. The CAO indicated that the Municipal Staff were not privy to personal financial information of individual Council Members to determine if it would detrimentally affect their personal income tax. 112 20-3 Upon an inquiry from Committee Member Richard Robilliard regarding the availability of Compensation Review reports of other municipalities that have undertaken a similar compensation review, the CAO advised she would endeavor to reach out to other municipalities for their final reports and provide any reports received to the Committee Members. REFERENCE MATERIALS: The Chief Administrative Officer/Clerk noted that the following additional documentation was being review and referenceduring its deliberations: -Malahide Council Remuneration By-law No. 19-49 -Council Remuneration Comparison (March 2019) -Malahide Council List of Committees/Participation (November 2019) -Malahide Council Travel & Convention Policy (2015) -Malahide Council Code of Conduct (2019) -AMCTO Report Municipal Council Compensation in Ontario (March 2018). In response toan inquiry from Committee Member Susan Morrell regarding whether or not the Committee could recommend a change from the current monthly stipend for mileage to a per kilometer basis, the CAO advised that benefits would be reviewed by the Committee as well as the base compensation. In response toan inquiry from Committee Member Richard Robilliard regarding additional costs that Council Members may incur related to use of personal vehicles, the CAO advisedthatthe Township does carry liability insurance that would extend to Council Members when they are on Township business but that this does not replace regular car liability insurance. She indicated that the Township does not cover extra is used for Township business.Mr. Robilliard suggested that consideration might be given to Councillors using rental vehicles for Township business. The CAO advisedthatthe Remuneration Comparison included in the Agenda Package did include a comparison of wages from other similar municipalities. She noted that this chart also noted that actions taken by other municipalities regarding the loss of the 1/3 tax free allowance. The CAO clarified that the Report on Page 50 of the Agenda package that set out all of the various boards and committees the Malahide CouncilMembers participated in. As well, it was noted that the compensationnoted in the reportwas not currently paid to Council Members, but ratherthis chart had been prepared to providesome possible costings if a per diem was to be paid to Council Members for participation on each of these Committees/Boards. The CAO notedthatthe Code of Conduct for the Council Members does set out various rules on how the Council must conduct themselves including accountability, conflict of interest, and use of influence. She noted that a number of these sections also applies to this Council Remuneration Review Committee as it is a Committee of the Council. The CAO advised thatthe Association of MunicipalManagers,Clerks and Treasurers of Ontario (AMCTO) had prepared a report in 2018 surveying municipalities regarding Council Compensation. She noted that this report provides additional date to show what other municipalities were paying Council members. In response toan inquiry from Committee Member Richard Robilliard regarding information on the mandated roles and responsibilities of Council Members, the CAO advised she would provide the Committee Members with an excerptof the Municipal Act, 2001which setsout the roles and responsibilitiesof the Mayor and Council Members. In response toan inquiry from Committee Member Martin Baelde regarding the time commitment for the Council Members, the CAO advised she would canvass the current members of the Malahide Council to determine the approximate number of hours per 113 20-4 week/month that they commit to Malahide Councilbusiness. Committee Member Martin Baelde noted that the Mayor and Deputy Mayor also receive paymentdirectly from the County for their work on the County of Elgin Council. NEXT COUNCIL REMUNERATION REVIEW COMMITTEE MEETING: The next Council Remuneration Review Committee Meeting will beTuesday,July 28, 2020, at 10:00 a.m. A tentative future Council Remuneration Review Committee Meeting was set for Tuesday,August 11, 2020, at 10:00 a.m. ADJOURNMENT: Moved by:Martin Baelde Seconded by:Richard Robilliard THAT the Council Remuneration Review Committee meeting be adjourned at 11:56a.m. to meet on July 28, 2020 at 10:00 a.m.via teleconference. Carried. __________________________________ ChairS. Morrell __________________________________ Clerk M. Casavecchia-Somers 114 20-1 The Corporation of the Township of Malahide Council Remuneration Review Committee July 28,2020 10:00 a.m. The Council Remuneration Review Committee met via videoconference at 10:070 a.m. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Committee Members and Staff participated remotely. CommitteeMembers:Martin Baelde, Kevin Morrell, Susan Morrell,and Richard Robilliard. Municipal Staff:Chief Administrative Officer/ClerkM. Casavecchia-Somers and Deputy Clerk D. Wilson. CALL TO ORDER: Chair Susan Morrell called the meeting to order at 10:07a.m. and welcomed those in attendance. DISCLOSURE OF PECUNIARY INTERESTandthe General Nature thereof: No disclosures of pecuniary interests were declared. MINUTES: Moved by:Richard Robilliard Seconded by:Kevin Morrell THAT the Minutes of the Regular Meeting of the Council Remuneration Review Committeeheld on July 14,2020 be adopted,as amended to correct the starting time of the meeting as 10:00 a.m. Carried. BUSINESS ARISING FROM THE MINUTES: -Excerpt from Municipal Act, 2001 Role of Mayor and Council The Committee received an excerpt from the Municipal Act, 2001 thatsets out the roles and responsibilities of the Mayor and Council Members. -Confidentiality Policy The Committee was reminded that each Member needs to sign and return, at their earliest convenience, acopy of the of the Township of COMPENSATION REVIEW REPORTS FROM OTHER MUNICIPALITIES: The Committee received Compensation Review Reports from the Town of the Blue Mountains (pop. 7,000),Municipality of Brockton(pop. 9,400), and the Municipality of Port Hope(pop. 16,750). The Committee deferred further consideration of these reports until a future meeting. 115 20-2 Kevin Morrell inquired why the Federal Government decided to remove1/3 tax free allowance for Municipal Council Members. He noted that, in his discussions with several current Council Members, this decision was not supported by the Councillors. The CAO noted that she did not have the specific rationale, and that there was considerable opposition by many Municipal Councils, however, the Federal Government decided to proceed with the removal of the exemption. In response to an inquiry, the CAO advised that the Malahide Council Members saw a reduction in their net compensation as a result of the removal of the 1/3 tax free allowance. In addition, their base salaries had also not increased for several years as the Council had decided to freeze their salaries. The Committee agreed that base salaries should be set at an amount that would continue to attract election candidates while still being financially responsible to the ratepayers. In response to an inquiry, the CAO advised that the current 7 member Council is not legislated and that there is the option of reducing the number of Council Members or even moving from the current ward structure to at-large representation. This information has been provided to the Council previously, however, the Council at that time was not interested in reducing the number of members on Council or changing the ward structure. The CAO agreed to circulate a previous Staff Report that addressed this matter. COUNCIL REMUNERATION COMPARISON: The CAO advised that the Remuneration Comparison included in the Agenda Package did include a comparison of wages from other similar municipalities. She noted that this chart also noted that actions taken by other municipalities regarding the loss of the 1/3 tax free allowance. The Committee noted that those municipalities that have a higher population, also tend to have higher base salaries. The Committee noted that the Malahide Council salaries were less than several other comparable municipalities. Martin Baelde suggested that the any recommended changes to the base compensation should include adjustments for the removal of the 1/3 tax free allowance. The CAO indicated that those calculations had been completed by Staff previously and agreed to circulate that information to the Committee Members. REVIEW OF COUNCIL BENEFITS: -Mileage monthly allowance vs per km The Committee was advisedthat all Council Members currently receive a monthly mileage allowance to compensate for travel within the Township. In addition, Council Members also are eligible to receive a per kilometer mileage rate for travel outside of the municipality.The Committee noted that the per kilometer rate is also less than several other comparable municipalities. SURVEY OF INCUMBENT COUNCIL MEMBERS: -Hours spent per week/month for Council business The Committee received a summary of the responsesreceivedfrom the current members of the Malahide Council regarding the approximate number of hours per week/month that they commit to Malahide Council business. The Committee noted that not only did the amount of time that the Council Members spent on Council business vary from week to week, but it also varied by individual Member of Council as well. 116 20-3 The Committee also noted that Council business has changed over the yearsand is more complex than before. The types of issues are broader and may require more research/knowledge. As well, technology has resulted in an increased demand from ratepayers for more instantaneous communication/responses.The Committee agreed that the knowledge required for a Council Member has increased over the years and that means there is also a significant time commitment required in order to do a good job.The Committee agreed that Council compensation shouldbe reflective of the duties of the Council Membersand time commitment required. NEXT COUNCIL REMUNERATION REVIEW COMMITTEE MEETING: The next Council Remuneration Review Committee Meeting will beTuesday,August 11, 2020, at 10:00 a.m. The Committee agreed to strive to have a final report presented to the Council with any recommendationsbefore the end of September. It was noted that this timeline would enable any recommendations to be approved by the Council and also be included in the Draft 2021 Budget. In order to facilitate discussions at the next meeting, the Committee asked the Staff to report back with respect to what the Malahide Council Members estimated base salaries would have been if the Council had not agreed to freeze their wagesfor several years. ADJOURNMENT: Moved by:Richard Robilliard Seconded by:Martin Baelde THAT the Council Remuneration Review Committee meeting be adjourned at 11:48a.m. to meet on August 11, 2020 at 10:00 a.m.via teleconference. Carried. __________________________________ ChairS. Morrell __________________________________ Clerk M. Casavecchia-Somers 117 The Corporation of the Township of Malahide AYLMER POLICE COSTING AD HOC WORKING GROUP July13, 20201:00p.m. The Aylmer Police Costing Ad Hoc Working Group met via videoconference. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Chair and other members of the Committee participated remotely. The following members were present: Committee Members via Videoconference: Mayor Mennill, Deputy Mayor Giguère, Councillor Widner,and Councillor Cerna. Municipal Staff via Videoconference: Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire and Emergency Services B. Smith, Director of Finance A. Mohile, and Deputy Clerk D. Wilson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 1:00 p.m. ELECTION OF CHAIR AND VICE-CHAIR Moved by:Rick Cerna Seconded by:Mark Widner THAT Mayor Mennill be appointed the Chair of the Aylmer Police Costing Ad Hoc Working Group; AND THAT Deputy Mayor Giguère be appointed as the Alternate Chair of the Aylmer Police Costing Ad Hoc Working Group. Carried. 118 DISCLOSURE OF PECUNIARY INTEREST No disclosures of pecuniary interest were declared. REVIEW OF COMMITTEE MANDATE: The Committee reviewed the mandate for the Aylmer Police Costing Ad Hoc Working Group as follows: Council Resolution No. 20-233 passed on June 18, 2020: No. 20-233 Moved by: Max Moore Seconded by: Mark Widner THAT Report No. CAO-20- Service 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 Giguère, Councillor Widner, and Councillor Cerna (alternate), beestablished 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. CORRESPONDENCE/REFERENCE DOCUMENTS: The Committee reviewed the following documentation: (i)Town of Aylmer Aylmer Police Service Malahide Costing Proposal. (ii)Performance Concepts Consulting Feasibility of the Aylmer Police Service Providing Policing for Malahide Township Final Report. (iii)Report No. CAO-20- Malahide Costing Proposal. (iv)Elgin County OPP 2019 Annual Report. (v)Aylmer Police 2018 Annual Report. .https://www.aylmerpolice.com/annual-report/#p=1 (vi)Aylmer Police 1029-2021 Strategic Plan. 119 Vice-ChairGiguère noted that additional information would be required in order to put this document into perspective. She indicated that onekey piece of missing information was the number of Aylmer Residents that participated in the customer satisfaction survey. The CAO advised that she would contact the Aylmer Police Service to obtain this information. (vii)Simcoe Reformer Article entitled Police Boards Respond to Officer Shortage. https://www.simcoereformer.ca/news/local-news/police-boards-respond- to-officer-shortage/ Vice-ChairGiguère indicated that she did not have confidence in the article as she understood that many Police Services were looking for new recruits, not just the OPP. The Director of Fire and Emergency Services noted that the current complement at the Ontario Police College has 100 seats attributed to the OPP. He also noted that the Elgin OPP Detachment complement is comprised of 61 officersintotal and that they currently have 61 officers with no shortage. DISCUSSION (i)Additional Background Information Required In response to Board Member inquiries, the CAO responded as follows: (a)The Aylmer Police Service (APS) has indicated that under their proposal they will always have three officers on duty. If there is a need to have three cars at an incident,they will be able to accommodate that service. The APShas also indicated if they require additional officers they can call on the St. Thomas Police or the OPP to provide additional resources. (b)Ifthe APScalls the OPP for additional services/officers,the proposal indicates that it will be at no additional costto Malahide. The Director of Financial Services indicated that the proposal provided to the Township from the APSis financially beneficial to Malahideand that the APS may be more familiar with the area and the residents. In response toan inquiry from the Director of Fire and Emergency Services regarding the yearly annual average increase from the OPP, the Director of Financial Services noted it is reported to be 2% but that may not be a true picture of their actual costs. The Provincial budget is larger and there is an ability to reallocate certain costs to other Provincial programs which, while benefitting municipal policing billings, can distort the true picture. The Director of Fire and Emergency Services noted his reservations for changing the contract provider from the OPP to the APS. He noted that the APSproposal indicates that they will hire 5 new officers,whereas currently the OPP has 6.8 officers for Bayham/Malahide. He believed that the Consultant Report that was presented to Council was slanted in favour of what was being offered by the Aylmer proposal. He indicated that he is satisfied with the current policing for the 120 Township of Malahide. He identified that the OPP have aborderless policing policy where they can deploy additional officers from other OPP regiments in neighbouring counties to ensure that the closest vehicle responds. He also indicated that there would be no Malahide input on the Police Services Board as this would be a contract with Aylmer for services only. Vice-Chair Giguère suggested thata comparison chart between the OPP and the APSshould be created to enable a review of comparables, including satisfaction rates, officer vacancies and speed vacancies are replaced. The CAO asked the Committee Members to provide her with a summary of comparables that they would like to see in the chart. Member Cerna questioned the resources held by the APSas compared to the OPP, specifically marine unit, snowmobile, ATVs, etc. The CAO advised that the APShas indicated that they have reciprocal agreements with St. Thomas and the OPP to provide specialty services/resources. In response toan inquiry from Member Widner, the Director of Fire and Emergency Services indicated that the OPP handle large murder cases (eg BanditosMurder) and that yextra cost to other policing services. Due to technical difficultieswith the Chair, Vice-Chair Dominique Giguère took the Chair at 1:40 p.m. Member Cerna would like a list of what the APScannot provide to Malahide. He indicated that he feared that if the APScould not handle Ma,the OPP would be called and there maybe additional costs to Malahide. The CAO advised that the APSis offering the Township a 10-year Contract with budget increases of 3% each year. If Malahide proceeds to contract the APS,at the end of the 10 year contract,if the price risesexponentially, the Council of the day can return to the OPP services. (ii)Public Consultation Strategy The CAO noted the difficulties at this time,as a result of COVID-19,to organize a public meeting. She suggested that a survey be developed and posted on Social Media or the Township Website requesting resident responses to the following type of questions: (a)Are you satisfied with the current OPP model? (b)If you could make achange, what would you recommend? (c)The cost for OPP Policing is currently $__________, Aylmer is proposing that they can provide theservice for $__________. Would you support a change in police servicein order to save money. What, if any, are your concerns? The CAO noted that if the Committee proceeds with the APSproposal,policing costs to Malahide are projected to be reduced and the service levelincreased. The Town of Aylmer would also benefit with this proposal as it would help reduce 121 police administration costs. She indicated that there was never an issue with the quality of service provided by the OPP, the previous Council had only asked whether or not there was a potential for cost savings by switching to the APS. It was noted that the Province is now movinginto Phase 3 of the Pandemic Plan and will allow indoor gatherings of 50 people.The CAO suggested thatif the Committee wished to proceed with public meetings, thena series of meetings could be held at various locations in the Townshipto accommodate anyone wishing to attend a public meeting. The Vice-Chair noted that before proceeding to hold any public meetings additional information was needed. She suggested that we proceed with the following stages: -Comparison Chart preparation -On-line survey (potentially for late summer) -Public Meetings (potentially September/October) The Members agreed that, in addition to notifying the public of the on-line survey pared and inserted in the next tax bill being mailed in mid-August. The Vice-Chair offered to begin the development of the comparison chartand to report back to the Committeeat the next meeting. Chair Mennill resumed the Chair at 2:00 p.m. NEXT COMMITTEE MEETING The next Council meeting was scheduled for Thursday, July 30, 2020, at 1:00 p.m. via videoconference. ADJOURNMENT: Moved by:Rick Cerna Seconded by:Mark Widner THAT the Aylmer Police Costing Ad Hoc Working Group adjourn its meeting at 2:05 p.m. to meet again onJuly 30, 2020at1:00 via teleconference. Carried. ___________________________________ Chair Dave Mennill __________________________________ Clerk M. Casavecchia-Somers 122 The Corporation of the Township of Malahide AYLMER POLICE COSTING AD HOC WORKING GROUP July30, 20201:00p.m. The Aylmer Police Costing Ad Hoc Working Group met via videoconference. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Chair and other members of the Committee participated remotely. The following members were present: Committee Members via Videoconference: Mayor Mennill, Deputy Mayor Giguère, Councillor Widner,and Councillor Cerna. Municipal Staff via Videoconference: Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire and Emergency Services B. Smith, Director of Finance A. Mohile, and Deputy Clerk D. Wilson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 1:07p.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No disclosures of pecuniary interests were declared. MINUTES: Moved by: Rick Cerna Seconded by: Mark Widner THAT the Minutes of the Regular Meeting of the Aylmer Police Costing Ad Hoc Working Group held on July 13, 2020 be adoptedas printed and circulated. 123 Carried. RESIDENT ON-LINE SURVEY/QUESTIONNAIRE: The Committee reviewed a sample survey template received from Leamington regarding resident satisfaction with police services.The Committee agreed that the content and format of the questionnaire would provide good feedback from Malahide residents and suggested that in addition to the answer options , an additional should be added as some residents may not be familiar with certain aspects of police services. The Committee discussed whether or not to include any questions related to costing of police services. Following some discussion, the Committee agreed to postpone the release of the survey until after more detailed information regarding policing services is available from both the Aylmer PoliceServiceand the OPP. PUBLIC CONSULTATION MEETINGS: The Committee agreed that, in addition to obtaining feedback from the public via a survey,in-person meetings should also be held. The Committee noted that indoor gatherings of 50 peopleare now permitted. The CAO suggested that in order to accommodate anyone wishing to attend a public meeting, then a series of meetings should be held. The Committee agreed that such meetings could be held in late September at Malahide Community Place in order to ensure physical distancing. COMPARISON AYLMER POLICE SERVICES VS ELGIN OPP: The Committee reviewed a draft comparison chart that had been preparedby the Vice-Chair following the last meeting. The comparison chart includes a review of policing services, an analysis of all police service options, a scenario comparison, and service level provision and cost exposure. The Committee noted that additional information is required from both the Aylmer Police Service (APS) and the OPP in order to effectivelyevaluate the costing proposal received from the APS.The Committee finalized the draft comparison chart and asked the Municipal Staff to forward the chart to both the APS and the OPP for completionand to also invite a representative of each Police Service to participate in the next Committee meeting in order to answer anyadditional questions that the Committee may have. The Chair noted that a meeting had been held on July 29, 2020 with representatives of the Elgin Group Police Services Board and the Mayor, Deputy Mayor and CAO of the Township. The purpose of the meeting was to allow the OPP to present additional information to the Township regarding OPP services and the Aylmer Police Costing Proposal. The Chair advised that early in the meeting it was determined that such information should be shared with all members of the Ad Hoc Working Group. As such, no additional information was 124 provided by the OPP at that meeting. Rather, it was agreed that the OPP would make a presentation at a future Ad Hoc Working Group meeting. NEXT COMMITTEE MEETING The next Council meeting will be scheduled at the call of the Chair. ADJOURNMENT: Moved by:Mark Widner Seconded by:Rick Cerna THAT the Aylmer Police Costing Ad Hoc Working Group adjourn its meeting at 1:45p.m. Carried. ___________________________________ Chair Dave Mennill __________________________________ Clerk M. Casavecchia-Somers 125 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-47 Being a By-law to appoint a Chief Building Officialfor the Township of Malahide. WHEREASSections 3(1) and 3(2) of the Building Code Act, S.O.1992, c. 23,as amended, authorizes the Council of a local municipality to appoint a Chief Building Official and Building Inspectors; AND WHEREASSection 227(c) of the Municipal Act, 2001, c. 25, as amended, stipulates that it is the role of the officers and employees of a municipality to carry out duties assigned by the municipality; AND WHEREASthe Council of The Corporation of the Township of Malahide deems it expedientto appoint a Chief Building Official,to act with the full authority and power of the Chief Building Official for all purposesof the Building Code Act; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THAT Scott Sutherlandbe and he is hereby appointed Chief Building Official for The Corporation of the Township of Malahide. 2.THAT the said Chief Building Official shall carry out the duties imposed upon him pursuant to the Building Code Act, and shall submit such reports and carry out such other duties as may be required of him by theCouncil from time to time. th 3.THAT this By-law shall come into force and take effect on the 18day of July, 2020. th READaFIRSTandSECONDtime this13day of August, 2020. th READaTHIRDtime and FINALLY PASSEDthis 13day of August, 2020. __________________________ Mayor,D. Mennill __________________________ Clerk, M. Casavecchia-Somers 126 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-48 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 August 13,2020,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 theOntario 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 this13day of August, 2020. th READaTHIRDtime and FINALLY PASSEDthis13day of August, 2020. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers