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Regular Council Agenda - 2020/12/17 The Corporation of the Township of Malahide A G E N D A December 17, 2020 7:30 p.m. Malahide Community Place 12105 Whittaker Road, Springfield ** Note: Due to COVID-19 restrictions, this meeting will have limited seating capacity. The meeting will also be streamed live on YouTube.** (A) Roll Call (B) Disclosure of Pecuniary Interest (C) Approval of Previous Minutes RES 1 (Pages 9 - 24) (D) Presentations/Delegations/Petitions (i) Public Meeting Rezoning Application of Cornelius and Margaretha Penner relating to property at Part Lot 21, Concession 9, Geographic Township of Malahide, municipally known as 11732 Springfield Road. RES 2 4 (Pages 25 - 35) (E) Reports of Departments (i) Director of Fire & Emergency Services (ii) Director of Public Works - Petition for Drainage Slansky Von Groh RES 5 (Pages 36 - 40) (iii) Director of Development Services (iv) Director of Financial Services/Treasurer - Award of RFP for Feasibility Study for Connectivity Services (Report to be circulated at the meeting.) (v) CAO/Clerk - Video Conferencing Solutions for Council Meetings. (Report to be circulated at the meeting.) - Updated Records Retention Schedule. RES 6 (Pages 41 - 90) - Township of Malahide Website Redesign Launch. RES 7 (Pages 91 - 92) (F) Reports of Committees/Outside Boards RES 8 (i) Long Point Region Conservation Minutes approved December 2, 2020, as follows: - Virtual Meeting Minutes of June 3, 2020. (Pages 93 - 95) - Board of Directors Minutes of November 4, 2020. (Pages 96 - 100) - Board of Directors Budget Minutes of November 12, 2020. (Pages 101 - 107) (ii) Draft Budget Committee Minutes of December 10, 2020. (Pages 108 - 113) (G) Correspondence RES 9 1. Association of Municipalities of Ontario - Watch File dated December 3 and 10, 2020. (Pages C3 - 8) 2. Township of Howick Resolution requesting the Province to require tile drainage contractors to file farm tile drainage installation plans with the local municipality. (Pages C9 - 11) 3. City of Hamilton Resolution requesting the Province to place an interim cap on Gas Plant and Greenhouse Gas Pollution and develop a plan to phase out gas-fired electricity generation. (Pages C12 - 13) 4. City of Hamilton Resolution requesting the Province to place a temporary cap on Food Delivery Service Charges. (Pages C14 - 15) 5. Town of Orangeville, Township of Puslinch, and Long Point Region Conservation Authority Resolution requesting the Province to remove Schedule 6 from Budget Measures Act (Bill 229) and the Province continue to work with Conservation Authorities. (Malahide Township Council supported a similar Resolution on December 3, 2020). (Pages C16 - 51) 6. Municipality of South West Middlesex Resolution requesting the Province to work with Federal Ministry of Transportation to address concerns regarding municipal drainage matters and need for coordination with national railways. (Pages C53 - 54) 7. Municipality of Leamington Resolution supporting the Municipality of Tweed regarding Cannabis Production Facilities and Health Canada Guidelines. (Pages C55 - 56) 8. Long Point Region Conservation Authority Meeting Schedule for 2021. (Page C57) 9. Town of Aylmer Notice of Public Hearing for Minor Variance relating to property at 406 Talbot Street East, Aylmer. (Page C58) 10. Elgin County Land Division Committee Notice of Expiry of Appeal Period for the following Applications: - Severance Application No. E42-20, in the name of Gregory Max Underhill relating to property at 5031 Sawmill Road. (Page C59) - Severance Application E44-20, in the name of Dolores Slanskey VonGroh and Jerry Schram relating to property at 15165 Whittaker Road. (Page C60) (H) Other Business (i) Catfish Creek Conservation Authority 2021 Preliminary Draft Budget. RES 10 (Pages 114 - 120) (ii) Kettle Creek Conservation Authority 2021 Draft Budget. RES 11 (Pages 121 - 122) (iii) Town of Aylmer East Elgin Community Complex Report CAO- 84-RES 12 (Pages 123 - 124) (iv) Budget Committee Approval of 2021 Budget. RES 13 (I) By-laws (i) By-law No. 20-67 Third Reading of Leonard Jones Drain. RES 14 (Pages 125 - 126) (ii) By-law No. 20-68 Third Reading of Leonard Jones Drain Extension. RES 15 (Pages 127 - 128) (iii) By-law No. 20-84 - Official Plan Amendment No. 19 relating to property owned by 1111944 Ontario Ltd. (Creative Enterprises), located at Lot 24, Concession 3, Township of Malahide, municipally known as 51631 and 51553 Calton Line. RES 16 (Pages 129 - 138) (iv) By-law No. 20-86 - Prohibit excessive idling of vehicles. RES 17 (Pages 139 - 143) (v) By-law No. 20-88 - Update the Records Retention Schedule. RES 18 (Pages 144) (J) Closed Session (i) Labour Relations or Employee Negotiations Matter regarding Staff Performance Reviews. RES 19 and 20 (K) Confirmatory By-law RES 21 (Page 145) (L) Adjournment RES 22 **VIDEOCONFERENCE MEETING Note for Members of the Public: In order to respect the State of Emergency declared by the County of Elgin and Township of Malahide and not hold large public gatherings, please note that the Regular Council Meeting scheduled to be held on December 17, 2020 will have limited seating capacity as well as a videoconference option. 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 5 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 December 3, 2020 be adopted as printed and circulated. 2.THAT the Public Meeting concerning the Zoning By-law Amendment Application of Cornelius and Margaretha Pennerrelating to the property located at Lot 21, Concession 9,be called to order at 7:3____ p.m. 3.THAT the Public Meeting relating to Zoning By-law Amendment Application of Cornelius and Margaretha Pennerrelating tothe property located at Lot 21, Concession 9, be adjourned and the Council meeting reconvene at 7:_____ p.m. 4.THAT By-law No. 20-85,being a By-law to amend Zoning By-law No. 18- 22 insofar as it relates to the property owned by Cornelius and Margaretha Penner, located at Lot 21, Concession 9, be given first, second and third readings, and properly signed and sealed. 5.THAT Report No. PS-20-Slansky Von received; AND THAT Mike Devos, P. Eng., of Spriet Associates Ltd., be appointed 6.THAT Report No. CAO-20- AND THAT the attached Records Retention Schedule, dated October 2020, be approved. 7.THAT Report No. DC-20-33 8.THAT the following Reports of Committees/Outside Boards be noted and filed: (i)Long Point Region Conservation Minutes approved December 2, 2020, as follows: 6 -Virtual Meeting Minutes of June 3, 2020. -Board of Directors Minutes of November 4, 2020. -Board of Directors Budget Minutes of November 12, 2020. (ii)Budget Committee Draft Minutes of December 10, 2020. 9.THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated December 3 and 10, 2020. 2.Townshipof Howick Resolution requesting the Province to require tile drainage contractors to file farm tile drainage installation plans with the local municipality. 3.City of Hamilton Resolution requesting the Province to place an interim cap on Gas Plant and Greenhouse Gas Pollution and develop a plan to phase out gas-fired electricity generation. 4.City of Hamilton Resolution requesting the Province to place a temporary cap onFood Delivery Service Charges. 5.Town of Orangeville, Township of Puslinch, and Long Point Region Conservation Authority Resolution requesting the Province to remove Schedule 6 from Budget Measures Act (Bill 229) and the Province continue to work with Conservation Authorities. (Malahide Township Council supported a similar Resolution on December 3, 2020). 6.Municipality of South West Middlesex Resolution requesting the Province to work with Federal Ministry of Transportation to address concerns regarding municipal drainage matters and need for coordination with national railways. 7.Municipality of Leamington Resolution supporting the Municipality of Tweed regarding Cannabis Production Facilitiesand Health Canada Guidelines. 8.Long Point Region Conservation Authority Meeting Schedule for 2021. 9.Town of Aylmer Notice of Public Hearing for Minor Variance relating to property at 406 Talbot Street East, Aylmer. 10.Elgin County Land Division Committee Notice of Expiry of Appeal Period for the following Applications: -Severance Application No. E42-20, in the name of Gregory Max Underhill relating to property at 5031 Sawmill Road. 7 -Severance Application E44-20, in the name of Dolores Slanskey VonGroh and Jerry Schram relating to property at 15165 Whittaker Road. 10.THAT the correspondence received from the Catfish Creek Conservation Authority (CCCA),dated November 26, 2020, regarding the 2021 CCCA Preliminary Draft Budget be received. 11.THAT the correspondence received from the Kettle Creek Conservation Authority (KCCA),dated December 8, 2020, regarding the 2021 Levy and Budget be received. 12.THAT Town of Aylmer Report No. CAO-84-20 relating to the East Elgin Community Complex received. 13.THAT the following actions be taken by the Malahide Township Council with respect to the Draft 2021-2022 Budgets: (i)Approve the Draft 2021 Budget in the amount of $14,568,691; (ii)Approve, in principle, the Draft 2022 Budget in the amount of $13,952,565; itbeing pointed out that the Draft 2021 Budget provides for a total taxation revenue increase of $209,922for Township purposes; and that the increase currently represents a lower tier (Municipal) tax levy increase of about 2.86% for 2021 and about 3% for the year 2022. 14.THAT By-law No. 20-67,being a By-law to provide for Drainage works on the Leonard Jones Drain, be read a third time, finally passed, and be properly signed and sealed. 15.THAT By-law No. 20-68,being a By-law to provide for Drainage works on the Leonard Jones DrainExtension, be read a third time, finally passed, and be properly signed and sealed. 16.THAT By-law No. 20-84, being Official Plan Amendment No. 84to the Official Plan of the Township of Malahide insofar as it relates to the property owned by 1111944Ontario Ltd. (Creative Enterprises), located at Lot 24, Concession 3, Township of Malahide, municipally known as 51631 and 51553 Calton Line, be given first, second, and third readings, and properly signed and sealed. 17.THAT By-law No. 20-86,being a By-law to prohibit excessive idling of vehicles, be given first, second and third readings, and be properly signed and sealed. 8 18.THAT By-law No. 20-88,being a By-law to update the records retention schedule, be given first, second and third readings, and be properly signed and sealed. 19.THAT Council move into Closed Session at ________ p.m., pursuant to Section 239(2) of the Municipal Act, 2001, as amended, to discussa Labour Relations or Employee Negotiations Matter regarding Staff Performance Reviews. 20.THAT Council move out of Closed Session and reconvene at p.m. in order to continue with its deliberations. 21.THAT By-law No. 20-87, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. 22.THATtheCounciladjournits meetingat _______ p.m.to meet again on January 7, 2021, at 7:30 p.m. 9 ________________________________________________________________ Due to COVID 19 and Public Health concerns, the Malahide Township Council met at the Malahide Community Place, at 12105 Whittaker Road, Springfield,at 7:30 p.m. in order to allow for physical distancing and limited public attendance. The following were present: Council:Mayor D. Mennill, Deputy Mayor D. Giguère, CouncillorM. Widner, Councillor M. Moore, Councillor R. Cerna, and Councillor C. Glinski. Staff:Chief Administrative Officer/Clerk M. Casavecchia-Somers, Information Technology Manager C. Coxen, Director of Development Services A. Betteridge, and Deputy Clerk D. Wilson. Staff Members via Videoconference: Director of Financial Services A. Mohile, Director of Fire and Emergency Services B. Smith,and Director of Public Works M. Sweetland. Absent with Regret:Councillor S. Lewis. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:30 p.m. DISCLOSURE OF PECUNIARY INTERESTand the General Nature thereof. No declarations of pecuniary interest were declared. MINUTES: No. 20-498 Moved by:Rick Cerna Seconded by:Max Moore THAT the minutes of the regular meeting of the Councilheld onNovember 19, 2020 be adopted as printed and circulated. Carried. 10 PRESENTATIONS/DELEGATIONS/PETITIONS: Court of Revision Leonard Jones Drain,relating to Part Lots 10 and 11, Concession Gore. No. 20-499 Moved by:Mark Widner Seconded by:Rick Cerna THAT the Council of the Township of Malahide does hereby appoint the following members to sit on the Court of Revision for the Leonard Jones Drain: Mayor Dave Mennill (Chair) Deputy Mayor Dominique Giguère Councillor Chester Glinski. Carried. No. 20-500 Moved by:Chester Glinski Seconded by:Dominique Giguère THAT the Court of Revision for the Leonard Jones Drain be called to order at 7:31p.m. AND THAT Dave Mennill be appointed Chairman. Carried. The Drainage Engineer, Andrew Gilvesy, of CJDL Consulting Engineers,briefly outlined the nature of the proposed drainage works and the related Assessment Schedule. Chair Mennill inquired ifany written comments/objections had been received and was advised that there were none. Chair Mennill asked if any of the Court of Revision Members had any questions or comments for the Engineer and there were none. No. 20-501 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT the Court of Revision members for the Leonard Jones Drain do hereby accept the recommendations of Drainage Engineer Andrew Gilvesy, CJDL Consulting Engineers; and further, does hereby confirm the drainage 11 assessments,as outlined in the Report of the Drainage Engineer,dated September 21, 2020. Carried. No. 20-502 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT the Court of Revision relating to the Leonard Jones Drain be adjourned and the Council Meeting reconvene at 7:34 p.m. Carried. Court of Revision Leonard Jones DrainExtension, relating to Part Lot 10, Concession Gore. No. 20-503 Moved by:Max Moore Seconded by:Rick Cerna THAT the Council of the Township of Malahide does hereby appoint the following members to sit on the Court of Revision for the Leonard Jones DrainExtension: Mayor Dave Mennill (Chair) Deputy Mayor Dominique Giguère Councillor Chester Glinski. Carried. No. 20-504 Moved by:Dominique Giguère Seconded by:Chester Glinski THATthe Court of Revision for the Leonard JonesDrainExtensionbe called to order at 7:35p.m. AND THAT Dave Mennill be appointed Chairman. Carried. The Drainage Engineer, Andrew Gilvesy, of CJDL Consulting Engineers,briefly outlined the nature of the proposed drainage works and the related Assessment Schedule. 12 Chair Mennill inquired if any written comments/objections had been received and was advised that there were none. Chair Mennill asked if any of the Court of Revision Members had any questions or comments for the Engineer and there were none. No. 20-505 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT the Court of Revision members for the Leonard JonesDrain Extensiondo hereby accept the recommendations of Drainage Engineer Andrew Gilvesy, CJDL Consulting Engineers; and further, does hereby confirm the drainage assessments,as outlined in the Report of the Drainage Engineer,dated September 30,2020. Carried. No. 20-506 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT the Court of Revision relating to the Leonard Jones Drain Extension be adjourned and the Council Meeting reconvene at 7:37p.m. Carried. Public Meeting ZoningBy-law Amendment,as submitted by David and Jacqueline Fehr, relating to property at Part Lot 34, Concession 9, Geographic Township of Malahide. No. 20-507 Moved by:Mark Widner Seconded by:Chester Glinski THAT the Public Meeting concerning the Zoning By-law Amendment Application of David and Jacqueline Fehrrelating to the property located at Lot 34, Concession 9, be called to order at 7:39p.m. Carried. Mayor Mennill advised that the purpose of this Public Meeting is to consider an application to amend the zoning of the subject property located at 53250 College Line, being Lot 34, Concession 9, Malahide, from the General Agricultural (A2) Zone to the Small Lot Agricultural (A4) and Special Agricultural (A2) Zones. 13 Mayor Mennill asked the Deputy Clerk to advise and confirm on the method and date of notice given for this meeting. The Clerk advised that this public meeting was advertised in the Aylmer Express on November 11 and 18, 2020. In addition, affected property owners within 120 meters were sent a notice by prepaid first class mail that was posted at least twenty days prior to this meeting. Mayor Mennill requested the Director of Development Servicesto provide an overview of the application. TheDirectoradvised that the purpose of the proposed amendment is to change the zoning on a surplus farm dwelling lot proposed to be severed, which contains a single detached dwelling and accessory building (detached garage) from the General Agricultural (A1) zone to the Small Lot Agricultural (A4) zone, to permit the use of the proposed lot for residential purposes. The lot comprises an area of approximately1.6 hectares (4.0 acres), a frontage of 61.8 metres (203 feet) and a depth of 210.9 metres (692 feet). The zoning of the retained farm parcel comprising an area of approximately 3.7 hectares (9.2 acres), a frontage of 347.2 metres (1,139 feet) and a depth of 175.1 metres (574 feet), is proposed to be rezoned from the General Agricultural (A1) zone to the Special Agricultural (A2) zone to prohibit the erection of a dwelling thereon. The change in zoning is being requested to fulfill conditions of application for Consent E22-20 granted by the County of Elgin Land Division Committee. Mayor Mennill asked the Deputy Clerk to provide any comments received from the circulated agencies and landowners. The Deputy Clerk advised that correspondence has been received from the Catfish Creek Conservation Authority indicating no concerns. Mayor Mennill asked if anypersons were in attendance that wished to make any comments regarding the application and there were none. Mayor Mennill advised that the Council will consider all comments received when making its final decision on the application. No. 20-508 Moved by:Dominique Giguère Seconded by:Rick Cerna THAT the Public Meeting relating to Zoning By-law Amendment Application of David and Jacqueline Fehrrelating tothe property located at Lot 34, Concession 9, be adjourned and the Council meeting reconvene at 7:40 p.m. Carried. No. 20-509 Moved by:Mark Widner 14 Seconded by:Chester Glinski THAT By-law No. 20-79,being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by David and Jacqueline Fehr, located atLot 34, Concession 9, be given first, second and third readings, and properly signed and sealed. Carried. Public Meeting Zoning By-law Amendment,as submitted by MacVicar Farms Ltd., relating to property at Part Lot 24, Concession 12,Geographic Township of South Dorchester. No. 20-510 Moved by:Rick Cerna Seconded by:Chester Glinski THAT the Public Meeting concerning the Zoning By-law Amendment Application of MacVicar Farms Ltd.relatingto the property located at Lot 24, Concession12, be called to order at 7:41p.m. Carried. Mayor Mennill advised that the purpose of this Public Meeting is to consider an application to amend the zoning of the subject property located at 46634 Ron McNeil Line, being Lot 24, Concession 12, Geographic Township of South Dorchester, from the Large Lot Agricultural (A3) Zone to the Special Agricultural (A2) Zone. Mayor Mennill asked the Deputy Clerk to advise and confirm on the method and date of notice given for this meeting. The Clerk advised that this public meeting was advertised in the Aylmer Express on November 11 and 18, 2020. In addition, affected property owners within 120 meters were sent a notice by prepaid first class mail that was posted at least twenty days prior to this meeting. Mayor Mennill requested the Director of Development Servicesto provide an overview of the application. The Directoradvised that the purpose of the proposed amendment is to change the zoning on a surplus farm dwelling lot proposed to be severed, which contains a single detached dwelling from the Large Lot Agricultural (A3) zone to the Small Lot Agricultural (A4) Zone, to permit the use of the proposed lot for residential purposes. The lot comprises an area of approximately 1.01 hectares (2.5 acres), a frontage of 20.5 metres (67.3 feet) and a depth of 345.1 metres (1,132 feet). The zoning of the retained farm parcel, comprising an area of approximately 58 hectares (143 acres), a frontage of 175 metres (574 feet) and a depth of 1,427 metres (4,682feet), is proposed to be rezoned from the Large Lot Agricultural (A3) zone to the Special Agricultural (A2) 15 zone to prohibit the erection of a dwelling thereon. The change in zoning is being requested to fulfil conditions of application for Consent E28-20 granted by the County of Elgin Land Division Committee. Mayor Mennill asked the Deputy Clerk to provide any comments received from the circulated agencies and landowners. The Deputy Clerk advised that correspondence has been received from the Catfish Creek Conservation Authority and neighbouring property owner Marj Steenbergen indicating no concerns. Mayor Mennill asked if any persons were in attendance that wished to make any comments regarding the application and there were none. Mayor Mennill advised that the Council will consider all comments received when making its final decision on the application. No. 20-511 Moved by:Dominique Giguère Seconded by:Max Moore THAT the Public Meeting relating to Zoning By-law Amendment Application of MacVicar Farms Ltd.relatingto the property located at Lot24, Concession 12,be adjourned and the Council meeting reconvene at 7:44p.m. Carried. No. 20-512 Moved by:Max Moore Seconded by:Mark Widner THAT By-law No. 20-77,being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by MacVicar Farms Ltd., located atLot 34, Concession 12, be given first, second and third readings, and properly signed and sealed. Carried. Public Meeting Zoning By-law Amendment,as submitted by Robert, Jean and Jason Nicholson, relating to property at Part Lot 12, Concession 5, Geographic Township of Malahide. No. 20-513 Moved by:Mark Widner Seconded by:Dominique Giguère 16 THAT the Public Meeting concerning the Zoning By-law Amendment Application of Robert, Jean,and Jason Nicholson, relating to the property located at Lot12, Concession 5, be called to order at 7:45p.m. Carried. Mayor Mennill advised that the purpose of this Public Meeting is to consider an application to amend the zoning of the subject property located at 49542 and 49664 John Wise Line, being Part Lot 12, Concession 5, Malahide, from the Rural Residential (RR) Zone to the Site Specific Rural Residential (RR#) Zone. Mayor Mennillasked the Deputy Clerk to advise and confirm on the method and date of notice given for this meeting. The Clerk advised that this public meeting was advertised in the Aylmer Express on November 11 and 18, 2020. In addition, affected property owners within 120 meters were sent a notice by prepaid first class mail that was posted at least twenty days prior to this meeting. Mayor Mennill requested the Director of Development Services to provide an overview of the application. The Directoradvised that thepurpose of the proposed amendment is to change the zoning on a small parcel occupied by a shop and proposed to be severed and merged in name and title with an existing residential lot to the south being 49664 John Wise Line, from the Rural Residential (RR resulting enlarged parcel comprises an area of approximately 3,462.5 square metres(0.3 acres), a frontage of 62.5 metres (205 feet) and a depth of 55.4 metres (182 feet). The existing lot would also be rezoned from RR to RR# to - (RR#) zoning would recognize a minor side yard deficiency for the shop. The remaining lands, being the retained parcel (49542 John Wise Line) are zoned General Agricultural (A1) and would remain as such. The change in zoning is being requested to satisfy conditions of applications for Consent E30-20 and E31-20 granted by the County of Elgin Land Division Committee. Mayor Mennill askedthe Deputy Clerk to provide any comments received from the circulated agencies and landowners. The Deputy Clerk advised that correspondence has been received from the Catfish Creek Conservation Authority indicating no concerns. Mayor Mennill asked if any persons were in attendance that wished to make any comments regarding the application and there were none. Mayor Mennill advised that the Council will consider all comments received when making its final decision on the application. No. 20-514 Moved by:Mark Widner 17 Seconded by:Chester Glinski THAT the Public Meeting relating to Zoning By-law Amendment Application of Robert, Jean,and Jason Nicholson,relating tothe property located at Lot 12, Concession 5, be adjourned and the Council meeting reconvene at 7:47p.m. Carried. No. 20-515 Moved by:Rick Cerna Seconded by:Dominique Giguère THAT By-law No. 20-78,being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by Robert, Jean,and Jason Nicholson, locatedatLot 12, Concession 5, be given first, second and third readings, and properly signed and sealed. Carried. REPORTS: Director of Fire and Emergency Services -Emergency Management Ice Breaking Services In response to an inquiries from Councillor Widner and Councillor Cerna regarding the power and reach of the long arm excavator, the Director of Fire & Emergency Services indicated that the Contractor has advised that the excavator has sufficient force to break throughup to 24 inches of ice and is faster to remove ice than the dragline crane used in the past. He indicatedthatthe long arm excavator can reach out 60 75 feet which is less than the draglinebut if the icebuildup e reached, the excavator operator has the ability to put the bucket into the water and create a wake to assist in ice removal. No. 20-516 Moved by:Max Moore Seconded by:Rick Cerna THAT Report No. F-20-Ice Breaking THAT MalahideTownship, as the benefiting municipality, in conjunction with the Catfish Creek Conservation Authority,does hereby accept the 18 quotation submitted by Laemers Excavating to provide Ice Breaking Services in Port Bruce from January 1 to March 31, 2021; AND THAT the Catfish Creek Conservation Authority be requested to notify Laemers Excavating to have the Long Arm Excavator remain on-site in Port Bruce from January 1 to March 31, 2021, at a cost of $2,500.00 per month, plus $500.00 move in costs (plus applicable taxes) and a working hourly rate of $175.00 per hour. Carried. Director of Public Works -Tender Award Tandem Dump Truck Complete with Winter Control Equipment In response to an inquiry from Councillor Glinski regarding the lack of bids received, the Director advised that the tandem truckis a specialty product which limits the number of bidders. No. 20-517 Moved by:Mark Widner Seconded by:Rick Cerna THAT Report No. PS-20-Tandem Dump Truck Complete with Winter Control Equipment be received; AND THAT the bid received from Team Truck Centres, of London, Ontario, in the amount of $356,300.00 (plus applicable taxes), for the purchase of one new tandem dump truck complete with winter control equipment be accepted. Carried. Chief Administrative Officer/Clerk -Draft Anti-Idling By-law No. 20-518 Moved by:Rick Cerna Seconded by:Mark Widner THAT Report No. CAO-20-19-Idling By- AND THAT the amended draft Anti-idling By-law be supported as presented; 19 AND THAT the Municipal Clerk be directed to finalize the draft by-law for submission to and approval by the Council at a future date. Carried. CORRESPONDENCE: -Howick Township Request to reduce interest rates on Tile Drain Loans No. 20-519 Moved by:Rick Cerna Seconded by:Mark Widner THAT the Township of Howick resolution requesting Province to consider lowering the interest rate on Tile Drain Loans to 4% and increasing the yearly loan limit to $100,000.00 be supported. Carried. -Catfish Creek Conservation Authority et al Request to Amend Budget Measures Act (Bill 229) No. 20-520 Moved by: Rick Cerna Seconded by: Mark Widner THAT the correspondence and resolutions of Catfish Creek Conservation Authority, Town of Mono, Township of Essa, Municipality of Grey Highlands, and Town of Shelburne requesting the Province to repeal Section 6 of the Budget Measures Act (Bill 229)and that the Province continue to work with Conservation Authorities to find workable solutions to reduce red tape and create conditions for growth be supported. Carried. No. 20-521 Moved by: Rick Cerna Seconded by: Mark Widner THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated November 19 and 26, 2020. 20 2.Town of Lincoln resolution regarding illicit cannabis operations. 3.Township of Amarnath Resolution supporting Northumberland tion regarding cannabis issues. 4.Town of Fort Erie and Township of Huron-Kinloss Resolution supporting Township of Asphodel- regarding legislation to support local governments with LandUse Management and Enforcement issues regarding Bill C-45 Cannabis Act. 5.Town of Fort Erie Resolution regarding Amendment to Bill 108,More Homes, More Choice Act, 2019, which amended the Ontario Heritage Act Request to remove the powers provided to the Local Planning Appeal Tribunal, Retain Authority for hearing certain appeals by the Conservation Review Board, and return the authority for final decisions to Municipal Councils. 6.Township of Larder Lake and Municipality of Marmora Lake requesting the Province to consider funding and training to municipalities to comply with standards under Accessibility for Ontarians with Disabilities Act. 7.Township of Huron-Kinloss Resolution supporting Northumberland County and Town of Wasaga Beach requesting the Province develop tougher laws and larger financial penalties regarding unauthorized car rallies. 8.Township of Huron-Kinloss Resolution supporting the Township of Lake of Bays requesting the Province to consider an amendment to Bill 124 relating to insurance to make it a requirement that the building contractor name be disclosed and that the contractor must provide proof of insurance. 9.Township of Amaranth Resolution supporting the County of Wellington Resolution requesting the Province to work with the Municipal Property Assessment Corporation to address the assessment issue relating to aggregate resources. 10.Township of Amaranth Resolution supporting Northumberland County Resolution requesting the Province to review the Municipal Elections Act with a view to making amendments that 21 allow for reporting of election fraud and ensuring that legislation can be enforced. 11.Region of Peel Resolution requesting the Province to amend the Assessment Act regarding property tax exemptions for Veterans Clubs. 12.Gravel Watch Ontario Correspondence relating to recent developments which affect the power of municipalities to apply zoning and to gather revenues and which have significant impacts on communities. 13.Municipality of Bayham Notice of Public Meeting for Official Plan Amendment to permit subdivision development in Village of Straffordville and Hamlet of Eden. 14.Municipality of Central Elgin Notice of Application and Public Meeting relating to the following properties: -6738 Quaker Road. -45811 Fruit Ridge Line. 15.Elgin County Land Division Committee Notice of Decision relating to the following: -Severance Application No. E42-20 Gregory Max Underhill, PartLot 25, Concession 2 Granted. -Severance Application No. E44-20 Dolores Slanskey Von Groh and Jerry Schram, Part Lot 7, Concession 7 Granted. Carried. OTHER BUSINESS: -PBRA Request regarding Temporary Boat Launch Councillor Cerna indicated that he would like to see the temporary Port Bruce boat launch,created to be used during the construction of the new County bridge, remain as the money to install it hasalready been spent. Deputy Mayor Giguère noted that it would be necessary to work with the County of Elgin and the Ministry of Natural Resources regarding any plans for the boat launch area. No. 20-522 Moved by:Max Moore Seconded by:Dominique Giguère THAT the correspondence received from the Port Bruce Ratepayers Association regarding aproposal for a launch in Port Bruce for non- 22 motorized water craft be referred to the Municipal Staff forfurther review and consideration and a report back to the Municipal Council at a future meeting. Carried. -KCCA Request to Amend Budget Measures Act (Bill 229) No. 20-523 Moved by:Max Moore Seconded by:Rick Cerna THAT the correspondence received from Kettle Creek Conservation Authority, dated November 19, 2020, requesting the Province of Ontario to remove Schedule 6 from Bill 229 and allow for more time for communication of the regulations and communication of how these proposed changes address issues raised in the February 2020 multi- stakeholder consultations be supported; AND THAT a copy of this correspondence be forwarded to Premier Doug Ford, Catfish Creek Conservation Authority, Town of Mono, Township of Essa, Municipality of Grey Highlands and the Town of Shelburne. Carried. -Aylmer Police Services Ticketing of Anti-Mask Rally Protesters Councillor Cerna noted that previously he had expressed his disappointment with the Aylmer Police Services regarding the lack of action relating to the Anti-Mask Rally in Aylmer, however, he wishedto now express his satisfaction as the APS has laid charges against the organizers and some participants of the recent Freedom March. -Terrace Lodge Fundraising Campaign Deputy Mayor Giguère noted that the Terrace Lodge Fundraising Campaign had a successful start. She noted there is a catalogue that donors can peruse on-line to on-line catalogue will be available on the County of Elgin website. -Springfield Santa Claus Parade Councillor Widner reminded the Council that,due to Covid-19, the alternative Springfield Santa Claus Parade will have a static display at the Malahide Community Place on Saturday, December 5, 2020 at 1:00 p.m. and then proceed with touringSpringfield streets at 1:30 p.m. 23 BY-LAWS: -By-law No. 20-80Amend Regulations for Off-RoadVehicles No. 20-524 Moved by:Rick Cerna Seconded by:Mark Widner THAT By-law No. 20-80, being a By-law to Amend the Regulations for Off- Road Vehicles, be given first, second and third readings, and be properly signed and sealed. Carried. -By-law No.20-82Director of Physical Services renamed to Director of Public Works. No. 20-525 Moved by:Rick Cerna Seconded by:Max Moore THAT By-law No. 20-82, being a By-law to amend the by-laws and resolutions of the Township of Malahide to delete the reference to the Director of Physical Services, be given first, second and third readings, and be properly signed and sealed. Carried. -By-law No. 20-83Amend Procedural By-law No. 20-526 Moved by:Dominique Giguère Seconded by:Chester Glinski THAT By-law No. 20-83, being a By-law to amend the Procedural By-law to allow for electronic participation by Members of Council, be given first, second and third readings, and be properly signed and sealed. Carried. CONFIRMATORY: No. 20-527 Moved by:Rick Cerna Seconded by:Mark Widner 24 THAT By-law No. 20-76, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 20-528 Moved by:Chester Glinski Seconded by:Mark Widner THATtheCounciladjournits meetingat 8:26p.m. meet again on December 17, 2020, at 7:30 p.m. Carried. ________________________________ Mayor D. Mennill _______________________________ Clerk M. Casavecchia-Somers 25 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 Cornelius & Margaretha Penner,ownersof part of Lot21, Concession 9,Township of Malahide. The lands affected by the amendment, known municipally as 11732 Springfield Road,are situated on the east side of Springfield Road south of Ron McNeil Line in the Village of Springfield,in the Township of Malahide. AND TAKE NOTICEthat the Council of the Corporation of the Township of Malahide will hold a public meeting on Thursday, December17th, 2020,at 7:30 p.m.at the Malahide Community Place, 12105 Whittaker Road,Springfield to consider a proposed Zoning By-law Amendment under Section 34 of the Planning Act. THE PURPOSE AND EFFECTof this amendment is to change the zoning on a small, vacant parcelfrom the Village Residential One (VR1)Zoneto the Village Residential One -Holding (VR1-H-1) ZoneThe landsto be re-zoned to VR- H-1comprise an area of approximately 1,340 sq m (0.3ac), a frontage of 20 metres (66 ft) and a depth of 67 metres (220 ft), The parcel comprises the front portion of a larger lot intended to be ultimately developed as a residential plan of subdivision. The change in zoning of the subject lands to VR1-H-1would ensure that the use of the parcel is preserved for its intended purpose and function as future road access to the aforementioned plan of subdivisionandis being requested to satisfy conditions ofApplication for Consent E 56/19granted by the County of Elgin Land Division Committee. ANY PERSONmay attend themeeting in person or virtually and/or makea written or verbal representation in support of or in opposition to the proposed amendment.The public meeting will be available by clicking on the You Tube icon on the homepage of www.malahide.ca. Persons wishing to make a verbal statement virtually during the meeting are 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. Ifa 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 person or public body may not be added as a party to the hearing of an appeal before the Local 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. th DATEDat the Township of Malahidethis 25day of November,2020. M. Casavecchia-Somers, CAO/Clerk Township of Malahide, 87 John Street, South, Aylmer, Ontario.N5H 2C3 519-773-5344 33 NOTICE OF THE PASSING OF A ZONING BY-LAW BY THE CORPORATION OF THE TOWNSHIP OF MALAHIDE Cornelius & Margaretha Penner th TAKE NOTICE that the Council of the Corporation of the Township of Malahide passed By-Law No. 20-85on the 17day of December 2020 under Section 34 of the Planning Act. AND TAKE NOTICE that any person or agency may appeal to the Local Planning Appeal Tribunal in respect to the By- th law by filing with the Clerk of the Township of Malahide not later than the 6 day of January 2021 a notice of appeal setting out the objection to the By-law and the reasons in support of the objection. THE PURPOSE of the amendment is to change the zoning of lands situated on the east side of Springfield Road south of Ron McNeil Line, from the Village Residential One (VR1) Zone to the Village Residential One Holding (VR1-H-1) Zone.The subject lands comprise part of Lot 21, Concession 9 in the Township of Malahide and are municipally known as 11732 Springfield Road. The lands zoned Village Residential One Holding (VR1-H-1) comprise an area of approximately 1,340 sq m (0.3 ac), a frontage of 20 metres (66 ft) and a depth of 67 metres (220 ft), The parcel comprises the front portion of a larger lot intended to be ultimately developed as a residential plan of subdivision. The change in zoning of the subject lands to VR1- H-1 ensures that the use of the parcel is preserved for its intended purpose and function as future road access to the aforementioned plan of subdivision and is requested to satisfy conditions of Application for Consent E 56/19 granted by the County of Elgin Land Division Committee. THE EFFECT of this amendment is to restrict the use of the subject lands for use as a future road access. Public input was acknowledged by Council at the meeting to consider an amendment to the Zoning By-law held on December 17, 2020 and no objections to the proposed amendment were brought forward by the public. ONLY INDIVIDUALS, CORPORATIONS AND PUBLIC BODIES may appeal a by-law to the Local Planning Appeal Tribunal. A notice of appeal may not be filed by an unincorporated association or group. However, a notice of appeal may be filed in the name of an individual who is a member of the association or the group on its behalf. NO PERSON OR PUBLIC BODY shall be added as a party to the hearing of the appeal unless, before the by-law was passed, the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Local Planning Appeal Tribunal, there are reasonable grounds to add the person or public body as a party. The complete By-law is available for inspection in the Township office during regular office hours. th DATED AT THE TOWNSHIP OF MALAHIDE THIS 18 DAY OF DECEMBER 2020 M. Casavecchia-Somers, C.A.O./Clerk Township of Malahide 87 John Street South AYLMER, ON N5H 2C3519-773-5344 The present fee with regard to the filing of a zoning by-law appeal to the Local Planning Appeal Tribunal is $1,100.00. (Subject to change without notice.) 34 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO. 20-85 BEING A BY-LAW TO AMEND BY-LAW NO. 18-22 Cornelius & Margaretha Penner WHEREAS the Council of the Corporation of the Township of Malahide deems it necessary to amend Zoning By-law No. 18-22, as amended; AND WHEREAS authority is granted under Section 34 of the Planning Act, as amended, to pass a By-Law; AND WHEREAS this By-Law is in compliance with the Official Plan of the Township of Malahide, as amended; THEREFORE the Council of the Corporation of the Township of Malahide enacts as follows: 1.THAT-law No. 18-22, as amended, is hereby further amended by changing the Village Residential One (VR1) zone symbol applicable to the lands located in part of Lot 21, Concession 9 as shown on the attached map comprising of Village Residential One Holding (VR1-H-1) zone outlined in heavy solid lines and marked with an VR1-H-1-Law, which schedule is attached to and forms part of this By-Law. 2.THISBy-law comes into force: a) Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or b) Planning Act and regulations pursuant thereto, upon the approval of the Local Planning Appeal Tribunal. READAFIRST TIME THIS 17TH DAY OF DECEMBER, 2020. READ A SECOND TIME THIS 17TH DAY OF DECEMBER, 2020. READ ATHIRD TIME AND FINALLY PASSED THIS 17TH DAY OF DECEMBER, 2020. ____________________________ _______________________________ MAYOR C.A.O./CLERK 35 36 Report toCouncil REPORT NO.:PS-20-54 DATE: December 1, 2020 ATTACHMENT:Petition and Sketch SUBJECT:Petition for Drainage Slansky Von Groh Recommendation: THAT Report No.PS-20-54entitledPetition for Drainage Slansky Von Groh received; AND THAT Mike Devos, P. Eng.,of SprietAssociatesLtd.,be appointed to Comments/Analysis: The Township of Malahide has received a request (petition and sketch attached) for drainage. The petition is to construct a new branch drain as a condition of severanceto provide a newly created building lotwith a legal and adequate outlet for surface water. As the Council will recall, the landowner at 50890 Yorke Line (Jim Crane) has petitioned to have the existing J. & A. Charlton Drain reconstructed on the east side of Whittaker Road. Accordingly, Spriet Associates Ltd. were Report for reconstruction of the J. & A. Charlton Drain. The landownerat 15163 Whittaker Roadhaspetitioned the Township to have a new branch of the J. & A. Charlton Drain constructed toservice the new lot.The estimated length of the project is 50meters.Asketchis attached showing the location of the propertyand the existing municipal drain. Financial Implications to Budget: The Township has lands which contribute to the drainage area,and thus,will likely be a party tothe report. 37 Summary: The Staff are recommending that Mike Devos, P. Eng., of Spriet Associates Ltd., be appointed by the Council to prepare a report to address the Slansky Von Groh petition, it being noted that Mrs. Slansky Von Groh is looking to have a new extension/ connection on the municipal drain currently being considered. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ACSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the Financial Efficiency throughout Decision. Ensuring that the cost of maintaining municipal infrastructure is equitably borne 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 Public Works Drainage Superintendent 38 39 40 41 Report toCouncil REPORT NO.:CAO-20-22 DATE: December 10, 2020 ATTACHMENT:Records Retention ScheduleOctober 2020 SUBJECT:Updated Records Retention Schedule Recommendation: THAT Report No. CAO-20-22Updated Records Retention Schedule received; AND THAT the attached Records Retention Schedule, dated October, 2020, be approved. Background: Section 254(1) of the Municipal Act, 2001provides that a municipality shall retain and preserve the records of the municipality and its local boards in a secure and accessible manner. In addition, the Act provides that a municipality may establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved. The Council did enact By-law No. 16-69which establishes retention periods for the Township records. Comments/Analysis: Establishing a Records Retention Program involves determining a complete basic system for organizing paper and electronic records and controlling their retention.The control and retrieval of information is especiallyimportant in order to respond to requirements of the Freedom of Information and Protection of Privacy Act. The Records Retention Scheduleis one of the cornerstones of a records management system. The Retention Schedule defines the processing of all records, regardless of the format and medium, from their creation to their destruction or their transfer to the Archives of the Corporation. 42 well as the archives. As mentioned above, the Council didpreviously approve a Retention Schedule in 2016.That Retention Schedule was developed in accordance with The Ontario Municipal Records Management System (TOMRMS).TOMRMS was establishedby the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) in order to assist municipalities with managing their municipal records. TOMRMS provides municipalities with all of the components required to implement an effective record collection, storage and retrieval system. It is the most common records The Retention Scheduleappliesto all records created, received or maintained by employees of the Township of Malahide in the course of carrying out their corporate duties regardless of the medium or format. It is important to note that retention also governs the records generated from databases and with the aid of software. Retention rules are based upon the informational content of the record rather than on its medium. The Retention Schedule has not been updated in a few years. In order to ensure continued legislative compliance, it is important to update the Retention Schedule on a regular basis. A revised by-law and Retention Schedule has been prepared in accordance with TOMRMS. Financial Implications to Budget: N/A. 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. ar relates to By establishing an updated Records Retention Schedule, the Council is ensuring the longevity and appropriate management of its municipal documents and records. Submitted by: Michelle Casavecchia-Somers, Chief Administrative Officer/Clerk 43 Records Management Township of Page:1of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks A01Associations and OrganizationsOriginating1 Includes correspondence, minutes, agenda, notices and reports regarding organizations and associations to which staff belong or with which they communicate in the course of their duties such as AMO, AMCTO, etc. Where possible, these records should be filed by their subject, not the originator or recipient of the document. (Excludes-membership fees -see F01.) Staff Committees and Meetings A02Originating4** Includes records regarding the activities of staff committees and meetings. Includes notices of meetings, agenda, minutes, etc. May also include copies of staff activity reports. (Excludes-Council minutes & agenda -see C03-C04, Standing Committees -see C05- C06. Health and Safety Committee Meetings see H04) A03Computer Systems and ArchitectureOriginatingS+6 Includes records relating to the design of computer systems and/or softwareand network architecture, including needs assessments, business cases, project charter, process flowchart documentation, impact analysis, user and system requirements, specifications, testing plans and results, user sign-offs, project management meeting minutes/documentation, system development documentation, software design records, and software inspection notes. Also includes records on system installations/ conversions and product evaluations. May also include requests for significant modification, fixes and upgrades. (Excludes -reports file by subject, acquisitions see F18.) Conferences and Seminars A04Originating1**Only those sponsored by the Municipality are subject to archival review. Includes invitations, approvals, agenda, notes on proceedings, and other records regarding conferences, conventions, seminars and special functions attended by staff, or sponsored by the municipality. (Excludes-speeches & presentations -see M08, Accommodation and Travel Expenses See A13, Employee & Council expenses -see F09, ceremonies & events -see M02, invoices -see F01, rental agreements -see L14) Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 44 Records Management Township of Page:2of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Category removed. Records contained should be A05Consultants filed in other classification categories. A06Inventory ControlOriginating6 Includes inventory statements and reports, and all other records regarding the control of supplies, fuel and small equipment stock levels. (Excludes Capital Assets see F06; Controlled Drug Substances see S18; Petroleum Products See E24). A07Office Equipment and FurnitureOriginatingEE= Disposal of item Includes records regarding the design and maintenance of owned and leased office equipment and furniture. Includes chairs, desks, tables, photocopiers, printers, scanners, etc. (Excludes Computer Hardware & Software see A03, Service Agreements see L14, Assets see F06). A08Office ServicesOriginating1 Includes records regarding rates and services provided by courier, mail and postage firms. Also includes records regarding the inter-office mail system, internal printing, and management of forms and templates. A09Policies and ProceduresOriginating15** Includes policy & procedure manuals, work instructions, protocols, guidelines and directives relating to administrative, governance and operational processes. A10Records ManagementClerk'sS Includes information regarding the management of corporate records, regardless of medium. Specific records include file listings, classification structures, feasibility studies, & records centre operations, (Excludes Retention By-law see C01, Policies & Procedures see A09, Records Disposition see A11 A11Records DispositionClerk'sP Includes records regarding the disposition of municipal records. Includes the disposal method used and forms authorizing and describing the destruction of records. A12Telecommunications SystemsOriginatingS Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 45 Records Management Township of Page:3of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Includes records regarding all types of telecommunications systems. Includes telephone systems, facsimile machines, base and mobile stations, towers, antennae, police and fire communications systems, and 911 emergency systems. (Excludes Licenses seeP09, Assets see F06, Long Distance Call Records see F01, Agreements see L04 or L14). A13Travel and AccommodationOriginating1 Includes records regarding travel and accommodation arrangements. Includes itineraries, maps, authorizations, reservations, rented vehicles and catalogues and brochures concerning hotels, convention sites and restaurants. (Excludes Employee and Council expenses see F09.) A14Uniforms and ClothingOriginatingS** Includes uniforms & special clothing used by municipal staff members, such as uniforms, fire-fighters' clothing and safety clothing used by road/utilities operators. A15Vendors and SuppliersOriginating2 Includes vendors & suppliers of goods & services & information about these goods & services (ie. catalogues, price lists, correspondence, & bidders information sheets), purchasing co-op price lists. (Excludes Purchase Orders & Requisitions see F17, Office Equipment owned & leased see A07, Fleet Management see V01. A16Intergovernmental RelationsOriginating5** Includes correspondence of a general nature regarding the relationship between the municipality & all other levels of government (such as telephone numbers, contact names, etc.), correspondence to & from boards & commissions. Where possible, these recordsshould be filed by their subject, not the originator or recipient of the report and/or correspondence. (Excludes Legislation see L10/L11.) A17Information Access and PrivacyClerk's2 Includes documents regarding the responsibilities under the Freedom of Information & Protection of Privacy Act & records regarding the handling of requests under the Act. Includes routine disclosure requests and processing, notices of disclosure, responses to FOI request made to Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 46 Records Management Township of Page:4of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks the municipality, access request transfers to another institution, FOI requests made by the municipality, notices of appeal and privacy breach investigation/processing. Also includes lists of Personal Information Banks. (Excludes copies of the Act see L11, Non MFIPPA Complaints and Inquiries see M04). A18SecurityOriginating5 Includes reports, requests, logs, & other records regarding the security of offices/ facilities & properties such as security passes, control of keys, closed-circuit Television output. (Excludes Vandalism Reports see P05, Computer Security see A03). A19Facilities Construction and RenovationsOriginatingE+2**E= Completion of project and no outstanding issues -Specifications Includes records for the planning and permanent construction of municipal facilities such as fire stations and office buildings. Includes site meetings, consultant's reports, cost reports, and design, inspections and site safety certification of equipment such as scaffolds and safety platforms for construction sites controlled by the municipality. (Excludes As-builts and drawings see A27) A20Building and Property MaintenanceOriginating5 Includes records regarding the maintenance of the municipality's buildings and properties, such as cemeteries, garages, libraries, and office buildings. Includes exterior maintenance to buildings, landscaping, grounds keeping and grass cutting. Also includes interior design of buildings, including floor layouts, office cleaning and pest control. (Excludes parks management see R04; Building Systems See A26) A21Facilities BookingsOriginating1 Includes copies of permits & bookings issued for the rental of recreational & administrative facilities or specific activities. A22 Accessibility of ServicesClerk's5 Includes records relating to the accessibility of Municipal buildings, services and information to disabled persons.Includes a multi-year accessibility plan, efforts to remove barriers and notices of availability of these services. (Excludes Report on services See A25) Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 47 Records Management Township of Page:5of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Information Systems Production Activity A23Corporate2 & Control Includes records relating to computer system operations and backup tapes. Includes activity logs, change control sheets, change orders, file access control reports, system changes, and mainframe access forms. A24Access Control & PasswordsCorporateS Records related to the management of and access to programs. Includes individual access, password management, etc. A25Performance Management/Quality Corporate6 Assurance Includes records regarding the performance of the Municipality as a whole and quality assurance programs such as Ontario Municipal Benchmarking Initiative, Excellence Canada (formerly the National Quality Institute), Benchmarking, and BalancedScore Cards.Types of records included are key performance indicators, annual reports submitted to a Ministry such as the Leaf and Yard Waste System Annual Waste Reduction Reports, Waste Recycling Sites Annual Report, drinking water system annual report, and other information related to the efficiency and effectiveness of municipal operations as designated by a Ministry. (Excludes: Employee Performance Appraisals see H03, Council Goals and Objectives see C08 Financial Regulatory report, FIR and MPMP See F27) A26Building Structure SystemsFacilitiesSS or life of system/asset Includes records regarding building systems that are part of the building structure such as HVAC, ventilation, fire and life systems, electrical safety, furnace and emergency operation/technical manuals and warranties; inspection and testing reports; approved life safety studies, approved compliance equivalencies, inspection log books and remedial action for building systems. A27DrawingsFacilitiesSS or life of system/asset Includes architectural and engineering drawings and As-Built drawings and supporting documentation such as specifications required to interpret the drawings and identify the current state of a facility or infrastructure for assessment, rehabilitation and warranty support purposes. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 48 Records Management Township of Page:6of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 49 Records Management Township of Page:7of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks C01By-lawsClerk'sP** - laws & amendments & attachments thatare legally part of the by-laws. Also includes any background documentation required to explain or justify the By-law. C02By-laws -Other MunicipalitiesClerk'sS Includes final versions of by-laws of other municipalities which are of interest. C03Council AgendaClerk'sS+5 Includes notices of meetings and agenda of Council meetingsas well as working notes used in agenda preparation. Council Minutes C04Clerk'sP**Working notes 6 years Includes minutes of the proceedings of Council meetings. Includes attachments to the minutes and voting records. (Excludes Council Committees -see C05, C06, Reports to Council -see C11.) C05Council Committee AgendaClerk'sS Includes notices of meetings & agendas for the committees of Council as well as working notes used in agenda preparation. C06Council Committee MinutesClerk's6** Includes minutes of the committees of Council and copies of Local Board Minutes that members of Council belong to. C07ElectionsClerk'sE+4 E= day action took effect or voting day Ballots E= 120 days after voting or Includes returned notices, lists of officials, initial resolution of recount name applications, nominations, notices, objections lists, candidate compliance reports, third party campaign financial and auditor reports, election report, election coordination documentation, oaths taken by Council Members and information on wardboundaries. Includes advertising. C08Goals and ObjectivesOriginating10** Includes records concerning strategic planning, goals & objectives, such as shared services and mission statements such as the municipal sustainability plan, housing plan and growth plan submissions prepared for the Ministry. (Excludes Environmental Planning See D03, Official Plan See D08). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 50 Records Management Township of Page:8of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks C09Motions and ResolutionsClerk'sP**Copy retention 1 year Includes final signed versions ofresolutions & motions of Council. C10Motions and Resolutions -Other Clerk'sS Municipalities Includes final versions of motions & resolutions of other municipalities, which are of interest. C11Reports to CouncilClerk'sP** Includes all departmental reports to Council agreements, investments and funds disposition reports. Filed by subject. C12Appointments to Boards and CommitteesClerk'sP** Includes records regarding appointments by Council of Staff and Council Members to roles on Council Committees and Boards. C13Accountability, Transparency & 2 Governance Includes records relating to Council Code of Conduct complaints and related investigations, Integrity Officer appointments and reports (including Integrity Commissioner reports, Ombudsman investigations and reports), closed meeting investigations and initiatives, registry of lobbyists, etc. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 51 Records Management Township of Page:9of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks D01Demographic StudiesDevelop-10** ment Includes records regarding trends in population Services growth, census reports, and densitystudies. Includes records regarding the type, level and rate of growth of employment, unemployment statistics, composition of the workforce, etc. (Excludes vital statistics see L12). D02Economic DevelopmentDevelop-10** ment Includes records regarding the growth of the Services economy and economic trends. Includes studies, statistics, projections, etc. (Excludes Demographic Studies see D01, Residential Development see D04, Tourism Development see D06, Industrial/Commercial Development see D21). D03Environment PlanningDevelop-15**E = expired or later of: date of offence or: ment day evidence of offence first came to Includes records regarding general types of Servicesattention of person appointed under s. 5. environmental studies with a long range planning emphasis, such as salt usage impact, storm drainage & flood control planning, parks and open spaces, water sustainability and conservation, pollution prevention and waste management planning. Also contains information on invasive species and source water protection such as risk assessments, well development and purging, risk management plans, site condition reports and information prepared for Phase One and Phase Two environmental assessments. (Excludes Environmental Monitoring see E05, E13-E15, Waste Management see E07 Source Water Protection Committee See E20). D04Residential DevelopmentDevelop-10** ment Includes records regarding the availability of Services housing. Includes general assessments of the need for affordable housing, occupancy rates, housing cost statistics, etc. D05Natural Resources PlanningDevelop-5** ment Includes records regarding the management & Services preservation of forests, natural features, the characteristics of various minerals, as well as mineral deposits, & other natural resources information. (Excludes Tree Maintenance See E04, Natural Resource Management and Preservation See E18) Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 52 Records Management Township of Page:10of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks D06Tourism DevelopmentDevelop-10** ment Includes records regarding the tourism industry Services & efforts made to promote & encourage tourism such as the use of the municipality as a convention site or special event. D07Condominium PlansDevelop-PApplications can be destroyed 2 years ment after final decision. Includes records regarding the pre-consultation Services and the approval of plans ofcondominiums. Includes drawings, technical reports, & correspondence, written comments, working notes, background information & applications. D08Official PlansClerksP** Includes the official plan, exemptions and amendments to the official plan. Also includes secondary plans and amendments, containing detailed objectives and policies concerning the planning, development, and redevelopment of specificplanning districts. D09Official Plan Amendment ApplicationsDevelop-E+5E= Final decision or reflected in revised ment Official Plan +6 Includes the pre-consultation and Services applications to amend the official plan or secondary plans, staff reports, meeting minutes and written commentson the application, notices, resolutions and decisions. D10SeverancesDevelop-E+6E= Land Titles Registration ment Includes records regarding the granting of Services severances to parcels of land including application for severance. D11Site Plan ControlBuildingPApplication 2 years after final decision Includes records regarding approval for the provision of services to individual land sites. Includes water, sewage, utility approvals, comments & correspondence. Also includes correspondence regarding parking areas, drainage & driveways. (Excludes Systems for Servicing Land see relevant subject, Site Plan Agreements L04). Subdivision Plans D12BuildingPApplication 2 years after final decision. Includes records regarding the pre-consultation and the approval of plans of subdivisions (both residentialand commercial), includes drawings, technical reports, correspondence, written comments, working notes & background information. Includes clearance revisions, applications, registered plans, & changes to approved plans. Also includes notices of approval. (Excludes Subdivision Agreementssee L04). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 53 Records Management Township of Page:11of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks D13Variances ApplicationsDevelop-PE= Final decision ment Includes records regarding the pre-consultation Services and the granting of minor variances in land use including zoning applications from existing zoning regulations. (Excludes budget variances see F05). D14ZoningDevelop-E+2E= Final decision ment Includes records and standards regarding the Services designation of zones for land use planning purposes & zoning applications for other municipalities. (Excludes -zoning by-laws -see C01, variances -see D13). D15EasementsDevelop-E+6**E= Termination of right ment I ncludes all records on Rights of Way & Services Easements concerning municipal ownership of private lands in order to maintain public service such as water and sewer lines that cross private property. (Excludes Original Agreements see L04). D16EncroachmentsDevelop-E+6**E= Termination of right ment Includes all records regarding private Services properties encroaching on municipal lands including encroachment permits. Also includes surveys & any other related documentation. (Excludes Original Agreements see L04, Original Encroachment By-laws see C01). D17Annexation/AmalgamationDevelop-P** ment Includes all records pertaining to the annexing Services & amalgamating of land adjacent to municipal lands to accommodate growth. Also includes amalgamation of municipalities. May include studies on county restructuring. D18Community Improvement ProjectsDevelop-E+6**E= Completion of project ment Includes records, studies, statistics & any Services required background information on community development programs/ Examples include Ontario Neighbourhood Improvement Programs, community area improvement programs, BIA etc.), May also include records on housing rehabilitation programs (ie. RRAP, CMHC). (Excludes Economic Development see D02). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 54 Records Management Township of Page:12of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks D19Municipal AddressingBuildingS+10** Includes records regarding requests for & assignment of new subdivision & other street names & numbers. May include correspondence, reports, drawings, & copies of related by-laws. D20Reference PlansBuildingP Includes registered deposit plans (RD Plans), site plans, & propertysurvey plans as received from Registry Office. May include correspondence. D21Industrial/Commercial DevelopmentDevelop-10** ment Includes records regarding promotion & Services development of industry & commerce. Records include studies, statistics, projections, etc. (Excludes agricultural development see D23.) D22Digital MappingCorporateSExcludes the actual data residing on these systems. Includes all records to produce maps and updates in a digital format as in a GIS. Agricultural DevelopmentDevelop- D2310** ment Includes all records regarding development of Services agricultural growth. D24Official Plan BackgroundDevelop-E+5E= Final Decision ment Includes reports pertaining to amendments & Services changes to the official plan. Develop- D25Deeming ProcessE+2E = Final Decision ment Includes records regarding applications and Services background material for Deeming By-law Applications, including Council decisions, by- laws, correspondence etc. A Deeming by-law application is applied for in order to allow 2 or more neighbouringlots on a registered plan of subdivision to merge. Only applicable to parcels of land contained within a plan of subdivision that has been registered for at least 8 years. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 55 Records Management Township of Page:13of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Develop- D26Development Charges Study10** ment Includes records related to the development of Services and the final Development Charges Study as required under Development Charges Act. Includes advertising, public meeting notices, information, background information and supporting documentation, consultant reports, notices regarding adoption of the Development Charges By-law, and other records related to requirements for the development of the Development Charges By-law. Develop- D27Part Lot ControlE + 5E = Final Decision ment Includes records regarding applications and Services background material for Part Lot Control exemptions, council decisions, by-law, correspondence, etc. A Part Lot Control application is applied for to allow the conveyance of a portion of a lot without requiring approval of a land division committee (typically used to separately convey semi- detached and townhouse units). Only applicable to parcels of land contained with a registered plan of subdivision. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 56 Records Management Township of Page:14of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E01Sanitary SewersPublic E+2** E = Project completed and no Works outstanding issues +2 Includes records regarding the design, Specifications are kept permanently construction and maintenance of sanitary sewers such as underground conduits that carry off waste matter. (Excludes Waste Management see E07, Storm Sewers see E02, Treatment Plants see E03, MOE Approvals See E21, Drawings/As Builts and Specifications See A27) E02Storm SewersPublic E+2** E =Project completed and no Works outstanding issues + 2 Includes records regarding the design, Specifications are kept permanently construction & maintenance of storm sewers such as underground conduits that carry off drainage water. (Excludes Drawings/As Builts and specifications See A27) E03Treatment Plants -WastewaterPublic E+5E = Report made or equipment Worksdecommissioned + 5 Includes records regarding the operation of Specifications are kept permanently sewage treatment & pumping stations and lagoons. Includes wastewater treatment facility/collection, identification reports, operator-in-charge records, treatment unit instructions, equipment operating status records and equipment design, construction and maintenance records (work orders) as well as the operations and maintenance manuals. Work orders will include compliance work orders, equipmentwork orders (WSPM) and general work orders (callouts & site-specific collection-related work (ie sewer rodding, lateral inspections, etc.). Also includes facility classification certificate and license to operate. May include records pertaining to Wastewater Treatment Facility and/or Collection upgrades design, construction and commissioning. (Excludes Private Sewage Disposal Systems see E12, Drawings/As builts and specifications See A27) E04Tree MaintenancePublic 5 Works Includes records of tree removal, planting, trimming, pruning & preservation measures taken. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 57 Records Management Township of Page:15of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E = later of: date of offence or: day E05Air Quality MonitoringPublic E+5** evidence of offence first came to Works Includes records regarding the routine attention of personappointed under s. 5 monitoring of air qualityas well as responses to interference with quality or quantity from pollution sources such as smoke, dust, smog or gaseous impurities. Also includes claims and compliance orders. (Excludes Water Quality see E13 to E15, By-law Enforcement see P01, Complaints & Inquiries see M04, Land Quality Monitoring See E23). E06UtilitiesPublic 5** Works Includes maps & location drawings provided to the Township from utility companies such as telephone lines, gas mains, power lines, water mains, etc.) (Excludes site plans see D11). E07Waste ManagementPublic 10**E = 10 orcease to apply + 10** Works Post landfill site closure documentation Includes records regarding the collection & closure + 25 disposal of waste. Includes site operating plans, landfill site records, facility inspections P if national guidelines for the Canadian and stack testing, recycling, energy from Environmental Act apply. waste, source separation, collection services, recycling site vicinity maps, hazardous waste collection, hauled sewage waste collection and composting records. Also includes transportation manifests, transfer compliance records and records of site condition, daily waste reception and inspection records, dust suppression records and closure reports. (Excludes Sanitary Sewers see E01, Environmental Planning see D03, Private Sewage Disposal Systems see E12, Annual reports on blue boxes, recycling program, etc. see A25). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 58 Records Management Township of Page:16of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E08Water Works Drinking Water PlantPublic 15Specifications are kept permanently Works Includes records regarding the design, construction & maintenance of water mains, tanks, pipelines & related facilities & equipment as well as operational plans. Includes water meter registration numbers. Includes point of entry water treatmentrecord, operator in charge shift monitoring and inspection records, water treatment facility/distribution and equipment design, construction, manuals, process adjustment records and maintenance records (work orders). Work orders will include compliance work orders, equipment work orders and general work orders (callouts and site-specific distribution-related work (i.e. water meters, curb stops, etc.) May include records pertaining to Water Treatment Facility and/or Distribution upgrades design, construction and commissioning and operations manuals for equipment. Also includes notices of potential problems and disinfection equipment continuous performance records. (Excludes water pumping stations E03, Drawings/As Builts and specifications see A27.) E09DrainsPublic E+5**Specifications are kept permanently Works Includes records regarding the design, construction & maintenance of drains (channel or pipe) carrying surplus liquid such as rainwater or liquid waste, usually to a sewer. Also includes engineer reports, petitions, assessments, general specifications & correspondence. May include convenience copies of tenders, bylaws & grants. (Excludes Drawings/As Builts and specifications See A27) E10Pits and QuarriesPublic 5**Specifications are kept for the life of the Workspit or quarry. Includes records regarding the design, construction & maintenance of all pits & assessments, general specifications & correspondence. (Excludes license/permits see P09). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 59 Records Management Township of Page:17of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E11Nutrient ManagementBuilding5** or expiry Includes the records regarding the control of of the storing/spreading/using waste materials such plan + as liquid manure and sewage bio-solids on land, near waterways, runoff etc. Includes the 2 years agricultural management strategy/plan, the Greenhouse Nutrient Feedwater Strategy, Site Characterization Plan, documentation relating to the storage and distribution of nutrient material, non-agricultural source material plans and sampling results. Also includes broker transfer and hauled sewage disposal site records. (Excludes Strategy/plan review See A25) E12Private Sewage Disposal SystemsBuilding7**Specification are kept permanently Includes records regarding the design, construction and maintenance of sanitary sewers and septic systems. E13Water MonitoringPublic E +15E = created, approved or plan no longer Worksin force + 15 Includes records regarding the routine monitoring of water quality, water quantity for source water protection purposes, as well as warning notice checks and posting of them and responses to interference with quality or quantity such as chemical samples collected quarterly (trihalomethanes, nitrate and nitrites), water taking logs, methodology and reports. Also includes monitoring andcontrol of creeks and floods, weeds, noise, erosion, top soil and storm water. Includes records of MOE drinking water and waste water Compliance Inspection Reports, data request items, inspection responses and related documents. (Excludes -Air Quality Monitoring see E05, Land Quality Monitoring See E23, By-law Enforcement -see P01, Complaints and Inquiries -see M04, Annual Reports See A25). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 60 Records Management Township of Page:18of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E14Water SamplingPublic E +15E = Created, approved or plan no longer Worksin force Includes operational checks, weekly and monthly microbiological sampling and testing, chain of custodies, report of analysis adverse samples, notices to Ministry Spills Action Centre and local Health Unit. Includes hydrocarbon records, drinking Water and Wastewater routine sampling and determination results, systems effluent information records, sewer overflow reports, CoC and laboratory related communications or documentation. (LSN, Scope of Accreditation and Procedures/Requirements). Includes phosphorous content records, Hydrocarbon records of Upset Condition and Spill Reports for Wastewater Treatment and/or Collection systems to Ministry of the Environment and local Health Unit. (Excludes -Air Quality Monitoring see E05, By-law Enforcement -see P01, Complaints and Inquiries -see M04, Facilities Routine water use, monitoring and testing see P21). E15Chemical Sampling of WaterE +15 Public E = created, approved or plan no longer Worksin force Includes chemicalsamples collected and tested, inorganic and organics, samples collected and tested every 60 months and lead, sodium and fluoride samples collected and tested annually, and engineer evaluation and corrective action reports and pesticide parameter test results. (Excludes -Air Quality Monitoring see E05, By-law Enforcement -see P01, Complaints and Inquiries -see M04, Facilities Routine water use, monitoring and testing see P21). E16Backflow Prevention and Cross Public 15 Connection Control Works Includes records relating to backflow prevention and cross connection control By- law program. Records will include: cross connection surveys, test reports and test results, inspection reports, list ofapproved and installed backflow prevention devices/ assemblies, compliance tracking and notifications; plumbing drawings/schematics; correspondence, forms, copies of work orders, job reports, copies of invoices, fees structures and any other type of media related directly to backflow prevention and cross connection control. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 61 Records Management Township of Page:19of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E17Energy Management Public E+7E = End of reporting period to which Worksrelates Includesall records relating to the ManagementProgram. Includespublished annual energy plans,copies of utility invoices and consumption profiles, commodity procurement strategies,energy related feasibility studies, audit reports andretro-fit project files andreportsand records pertaining to thebenchmarking of energy cost and consumption and greenhouse gas emissions. Also includes conservation and demand measures information and management of energy consumption and conversation at municipal buildings and facilities. E18Natural Heritage E + 3E = end of designated year Public Works Includesrecords regarding green lands, municipal forests and forestry including tree by-law preparation and enforcement records. Also includes records relating to the management and preservation of parks, harbours, piers, and beaches and plans to manage, control or eradicate invasive species or prevent release. (Excludes Natural Resources Planning See D05, Tree Maintenance See E04, Conservation district plans see R01, Archaeological and heritage site investigation reports see R01) E19Renewable Energy Public E + 15E = created, approved or facility no Workslonger in force + 15 Includesdata, applications, standards, monitoring and reports/studies regarding renewable energy facilities powered and renewed by natural processes (e.g., wind, water, biomass, biogas, biofuel, solar energy, geothermal energy, tidal forces and such other energy sources as may be prescribed by senior governments) and their environmental and public health impacts. Also includes reports on hazards to birds and bats monitoring and locations of wind turbines as well as land requirement transfers. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 62 Records Management Township of Page:20of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E20Source Water ProtectionPublic E +15E = created, approved or facility no Workslonger in force + 15 Includes Risk Management Official and Inspector appointment certificates, and the fee schedules for risk management applications, plans, issuing of notices or compliance orders or the acceptance of an assessment. Also includes modelling analysis, vulnerability assessments, source protection area assessment reports and comments, technical studies and Significant Drinking Water Threat verification surveys. Includes Source Water Protection Meeting Minutes. (Excludes Risk Management Plans and/or assessments see D03; Prohibition Notices and Orders see P20; Contracts and agreements Simple -see L14, Soil Contamination E23, Nutrient Management seeE11) E21Ministry of the Environment (MOE) Public E+ 3 ECease to apply Environmental Compliance Approvals.Works Includes Environmental Compliances issued by MOE to the municipality for: municipal drinking watersystems, municipal & private sewage works and waste disposal sites, air quality, noise, storm-water management, storm sewers, culverts, etc. E22Private/Small Water SystemsE+15 Public E+15 maintenance as long as equipment Worksin use Includes records and correspondence regarding the design, construction, operation and maintenance of private water systems and development agreements for private waterworks. Includes operating manuals, maintenance orders, maintenance logs, warning notice checks and system audit reports. E23Land Quality Monitoring7 Public Works Includes records regarding the routine monitoring of land/soil quality and site condition reports as well as responses to interference with quality or contamination. (Excludes Water Quality see E13 to E15, By-law Enforcement see P01, Complaints and Inquiries see M04, AirQuality Monitoring see E05, Natural Heritage E18) Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 63 Records Management Township of Page:21of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E24Gasoline Storage and DispensingPublic 7Use = 7 Works Includes gasoline storage tank and municipal Tank install, inspection = system gasoline dispensing records. Routine removed +5 monitoring and dispensing records relate to loading and dispensing throughput volume; vapour control equipment operation, daily/weekly visual inspection/deficiency remedy actions and maintenance; Free Oil Layer and Separated Solid Layers Measurements and removal records measurements; tank bottom water removal; temporary tank removal; loss of product/Inventory control and reconciliation records; excavation and nearby construction potentially affecting the storage tank system integrity; vapour barrier equipment downtime record; pumping equipment tests; pumping connection leak records; storage leak tests; gasoline levels measurement, and loss and gain records; and piping system pressure tests. System recordsrelate to drawings and specifications for system; installation record; tank and piping systems locates; storage tank and Stage II vapour recovery system commissioning inspection and testing records; and storage tank component inspection reports and compliance documents (including warnings and notices of violations. Excludes Underground storage abandonment record see L07, Major spills see E23. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 64 Records Management Township of Page:22of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks F01Accounts PayableFinanceE+7Close of fiscal tax year end For welfare & child care payments E= Includes records documenting funds payable provincial government year end + 7 by the municipality such as paid invoices, receipts, copies of cheques issued to pay account, rebates, levies payable, reports, telephone bills, and membership fees. (Excludes Cancelled Cheques -see F07, Employee and Council Expenses see F09.) F02Accounts ReceivableFinanceE+7Close of fiscal tax year end + 7 Includes records documenting funds owing to the municipality such as invoices, billing listings, requests from mortgage companies & recoveries reports. Includes correspondence relating to tax collection & supporting documentation. (Excludes Write-offssee F23, Tax Assessments, Rolls & Tax Arrears see F22). F03Audits Finance6 Includes records regarding internal & external financial audits of accounts. (Excludes Operation Audits see relevant subject. Audited Financial Statements see Financial Statements F10). Finance F04BankingE+7E = Close of fiscal tax year end Includes records regarding banking transactions & relationships with banks. Includes bank reconciliation & deposit records. (Excludes Banking Statements see F07). Finance F05Budgets and Estimates6** Includes departmental & corporate budgets and plans, both capital & operating. Includes all working notes, calculations & background documentation. Also includes budget variance. Finance F06AssetsE+10**E= Disposal of asset Includes records regarding current & fixed assets. Includes fixed asset inventory including records of initial expenditure, depreciation, amortization, and disposal. Also includes supporting information required for Public Sector Account (PSAB) purposes. (Excludes Land Acquisition &Sale see L07). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 65 Records Management Township of Page:23of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Finance F07Cheques6 Includes all cancelled cheques issued. Also includes cheque requisitions, cheque listings, & supporting documents used to authorize issuance of cheques, N.S.F. cheques & bank statements. (Excludes Banking see F04). Finance F08Debentures and BondsE+6E= Debentures surrendered for exchange/ cancellation +6 Includes records regarding debentures & bonds issued. Includes information regarding the initial issuance of the debenture or bond as well as all records of payments made to investors. (Excludes debenture registers see Subsidiary Ledgers, Registers and Journals F14). Finance F09Employee and Council ExpensesE+7Close of fiscal tax year +7 Includes travel & meeting expense statements & all receipts submitted by employees or council & committee members to substantiate their claims. May include credit card information ie. account numbers & statements, etc. May also include employee time sheets combined with travel and expense statements. (Excludes Attendance see H01. Honoraria and fees to Council See F16). Finance F10Financial StatementsP** Includes the balance sheet, income statement & statement of source & application of funds, audited. Also includes financial statements. (Excludes All working notes, calculations & background documentation, see F26). Finance F11Grants and LoansE+6E = repayment of loan +6 Includes records regarding revenue generated in the form of grants-in-lieu, provincial and federal grants, loans & subsidies such as the Road and Farm Tax Rebate, Waste Management Improvement Program etc. Also includes submissions acknowledgements, and reports such as market value of assistance report. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 66 Records Management Township of Page:24of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Finance F10Financial StatementsP** Includes the balance sheet, income statement & statement of source & application of funds, audited. Also includes financial statements. (Excludes All working notes, calculations & background documentation, see F26). Finance F11Grants and LoansE+6E = repayment of loan +6 Includes records regarding revenue generated in the form of grants-in-lieu, provincial and federal grants, loans & subsidies such as the Road and Farm Tax Rebate, Waste Management Improvement Program etc. Also includes submissions acknowledgements, and reports such as market value of assistance report. Finance F12InvestmentsE+6E= Closure of account investments, term deposits, & promissory notes. Finance F13Journal VouchersE+6E = close of fiscal tax year +6 Includes completed journal voucher forms, input forms, & all background documentation used to substantiate journal entries. Finance F14Subsidiary Ledgers, Registers, and E+7**Close of fiscal tax year +7** Journals Includes all subsidiary ledgers, registers, & journal such as payment & receipt journals, payroll registers, & debenture registers. (Excludes Documents & vouchers used to support entries -see relevant subject in this primary). Finance F15General Ledgers and JournalsP Includes all records in the books of original entry. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 67 Records Management Township of Page:25of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Finance F16PayrollE+6E = Close of fiscal tax year +6 Includes all records of payments of salary, wages & deductions to employees including vacation entitlement and pay, alternative vacation entitlements, notice of garnishment and termination or severance pay. Includes time sheets and vacation taken, pay lists, Blue Cross reconciliations, T4 Slips, Record of Earnings for pension contribution purposes, Records of Employment (ROE) and Statistics Canada reports. Also includes honoraria and fees to Council. (Excludes Payroll Registers Subsidiary Ledgers, Registers and Journals -See F14, Non-payroll related government and statistical reporting see F27). Finance F17Purchase Orders and RequisitionsE+7E = Close of fiscal tax year +7 Includes purchase orders & requisitions, blanket orders, & all background documentation authorizing the procurement of goods and services. (Excludes-Quotations & Tenders -see F18). Finance F18Quotations and TendersE+7**E+7** Unsuccessful bids -retain for 1 year from Includes records regarding quotations & contract award tenders obtained from suppliers of goods & services. Includes requests for proposal, invitations to tender, proposals, tender submissions, pre-qualifications, & all documentation regarding the selection process. (Excludes-successful quotations & tenders - see Contracts and Agreements L04). Finance F19Receipts7 Includes receipts issued for payment of items such as licenses, rentals & taxes and for charitable donations made to the municipality. Finance F20Reserve Funds6 Includes records documenting obligatory &/or discretionary reserve funds such as reserves for working funds, contingencies, future capital projects, and information systems, etc. F21RevenuesFinance7Mortgage related if no disability = 10 Includes records regarding the generation of revenues other than taxes such as development charges and building code principal authorities authorized fees. (Excludes -Accounts Receivable -see F02, Tax Rolls -see F22). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 68 Records Management Township of Page:26of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks F22Tax Rolls and RecordsClerk'sPTax rolls = when no longer required for planning purposes Includes taxation records of long term importance such as assessment rolls, tax sale records, tax sale deeds, property tax registrations, tax arrears register cards and tax collector's rolls.. (Excludes -Accounts receivable -see F02, mortgage companiessee F02, correspondence related to tax issues that are not of a long-term importance -see F02). F23Write OffsFinance6Court Services write-offs = 37 years. Includes accounts receivable that have been written off as uncollectible, records of bankruptcies. (Excludes -accounts receivable -see F02). F24Trust FundsOriginatingE+7E= fiscal year or last day of residence + 7 Includes records regarding funds established by the municipality for money held in trust, such as bequests, cemetery trust funds, cemetery care and maintenance programs and Ontario Home Renewal Programsuch as fund accounting records, banking statement, banking instructions and fund audit records. Finance F25Security DepositE+6E= Closure of account Includes development deposits, letters of credit, proof of insurance when required & records of monies held as security (ie. bonds). Finance F26Working Papers-FinancialE+1E= After completion of audit + 1 Includes all working notes, calculations, reconciliations, end of year payment in lieu of taxes statements to school, & background documentation used to calculate financial statements (ie. monthly trial balance). (Excludes -financial statements -see F10). Finance F27Regulatory Reporting FinancialE+1 Includes regulatory, financial information returns and government reporting such as HST returns, tax rebate filings, and the Ministry of Municipal Affairs Financial Information Return (FIR) and the Municipal Performance Measurement Program (MPMP) that collects municipal Services data on an annual basis as part of the FIR. (Excludes Performance Management & quality assurance see A25) Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 69 Records Management Township of Page:27of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks H01Attendance and SchedulingPersonnel5Drivers daily logs = 6 months Public vehicle and trip reports 1 year Includes records regarding employee attendance. This includes dates and times of hours worked as well as of on-call schedules and any changes made to on-call scheduling including cancellations, and driver daily logs and record of on-duty and off-duty time. Includes statements related to public holiday substitution dates. (Excludes Individual Time Sheets -see F16, Vacation time and Pay see F16). H02BenefitsProgramPersonnelS Includes brochures, rates, quotes, correspondence & explanatory documents regarding benefits offered to employees such as group insurance, dental plans, Canada Savings Bonds, & general information on Employer Health Tax). (Excludes -payroll -see F16, individual pension and benefit records see H10) E = date employee ceased to be H03Employee RecordsPersonnelE+5 employed by employer + 5 Includes records regarding the employment history of municipal employees. Includes Drinking water system trainee E+5 initial resumes and applications, performance Years. evaluations, correspondence with the employee, and employee assistance. Confined space training cease to perform work and at least 5 years Also includes agreements on extended hours and averaging hours of work, annual Salt program training = 7 summary of hours worked. Includes full-time, part-time, student employees and volunteers. Firefighter Employment terms E+25 Includes CVOR operator safety record, years. certificates and licences such as lifeguard, instructor, first aid and retirement home staff certificates; and training records such as working at heights and service station operations training and training certificates for employees related to legislation such as the Safe Drinking Water Act, Environmental Protection Act, Occupational Health and Safety Act and the Ontario Water Resources Act. (Excludes -grievances -see H14, pensions (OMERS) see H10, harassment See H15, Health & Safety Training See H04 Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 70 Records Management Township of Page:28of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks H04Personnel3Accident reports for construction projects Health and Safety retained 1 year after project completed. Includes records regarding the occupational health and safety of staff. Includes lists of designated substances and assessments, designated substance assessments, fire drill records, ventilation and air quality inspection, fire hydrant flushing, first aid records, non-lost time accident reports, traffic protection plans, portable fire extinguisher maintenance records, chimney test and inspection records, fire safety inspections, safety inspections, Workplace Safety & Insurance Board reports, WSIB certificates, and information on health and safety programs training for staff. Also includes Health & Safety Committee meeting minutes. (Excludes -accidents of the public -see P05, claims for STD, LTD or WSIB -see H13). H05Human Resource PlanningPersonnelE+1** Day last used + 1 year (Human Rights Includes succession planning, executive special program designation minimum of placement, retirement programs, staff 5 years)** turnover rates, annual hire/promotion targets, recruitment freezes, employment equity, performance management,volunteer plans, employee information reporting and related records. (Excludes -employee records -see H03. H06Job DescriptionsPersonnelS** Includes job descriptions & specifications as well as background information used in their preparation or amendment. H07Labour RelationsPersonnelE+10**E= Expiry of contract period + 10** Includes the relationship between labour & management, collective bargaining, correspondence with unions & negotiations. (Excludes -Collective agreement see L04). H08Organization DesignOriginatingS** Includes records regarding reporting relationships, reorganization, organizational analysis, etc., organization charts. (Excludes -job descriptions -see H06). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 71 Records Management Township of Page:29of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks H09Personnel5 Salary Planning Includes records regarding the planning and scheduling of salaries, such as job evaluations, job classification systems, compensation ranges, salary surveys and schedules. Also includes any reference material retained regarding issues related to pay equity and compliance. (Excludes -employee records -see H03). H10Pension and BenefitsRecordsPersonnelE+6E= Termination of employee/beneficiary +6 Includes detailing obligations to individuals under OMERS, pension information of retired personnel, including registration/enrolment & Pension plans, annual information returns records. are kept permanently (Excludes -deductions for pensions see F16, general information on pensionplans - see H02, payments made to OMERS -F01). H11RecruitmentPersonnel1** Includesrecords regardingthe recruitment of staff, job postings, copies of advertisements, records regarding competitions and unsuccessful applications. (Excludes successful applications see H03) H12Personnel Training and Development E+2**Only courses developed and presented by the Municipality are subject to archival Includesrecords regarding courses offered to selection employees, & information on career and professional development programs. Also E = Date when that particular course includes orientation and course content ceases to be offered + 2** delivery materials and attendance records for specific courses. Salt use training materials 7 years (Excludes-employee records -seeH03.) Drinking water training materials 5years H13ClaimsPersonnel E+3E = Resolution of claim +3 Includes records regarding claims to WSIB or Hazardous exposure claims = longer of insurance carriers for lost-time incidents, accidents, STD or LTD. Includes accident 40 years or 20 years after last record notice, accident report. made (Excludes -non lost-time incidents or accidents -see H04, self-insured STD see H04.) Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 72 Records Management Township of Page:30of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks H14GrievancesPersonnelE+10E = Resolution of claim + 10 Includesrecords dealing withgrievance complaints filed against the municipality (ie. the initial complaint, investigation, reports & final resolution including arbitration and arbitration awards. (Excludes Harassment & Violence See H15) H15Harassment And ViolencePersonnelE+3E = Resolution of complaint +3 Includes records dealing with harassment and/or violence complaints by or against employees of the municipality. It includes documents such as the initial complaint, investigation, reports and final resolution. (Excludes grievances see H14.) H16Criminal Background ChecksPersonnelE+7E = date employee ceased to be employed by employer +7 Includes records listing any criminal code convictions that have not been pardoned for all existing and new employees, service providers and volunteers. Also includes annual Criminal Offence Declaration. Or 20 years after last record of exposure H17Employee Medical Records Hazardous PersonnelE+40 Materials Includes records of exposure to asbestos and other hazardous materials.Also includes serious incident and chemical exposure records for firefighters. H18Employee Medical RecordsPersonnelE+3E = When STD/LTD claims are resolved +3 correspondence, and medical situation. H19Disability ManagementPersonnelE + 5 E = day issued or earlier as may be specified by Commission Includes all records related to occupational and non-occupational injuries and illnesses. Alsoincludes accommodation records related to permanent impairment under the Human Rights Code resulting in permanent accommodation. 1 year or the period necessary to ensure H20Confined SpacesPersonnelE+1 2 most recent records retained Includes records relating to the assessment of confined spaces and written plan and procedures for the control of hazards in confined spaces.Also includes confined space atmospheric tests and record of each workers entries and exits. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 73 Records Management Township of Page:31of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 H21Personnel5 Employee Recognition Includes all records and correspondence related to employee awards and honours granted by the Municipality. Includes: organized employee events such as staff barbeques, retirement celebrations, service awards, recognition parties, etc. E =Certification expired + 2 H22PersonnelE+2 Employee Certifications Includes records regarding individual employee certification, credentialing and mandatory training required by legislation or professional standards as a condition of employment. Includes applications, confirmation of mandatory training, certificate renewals and appointment renewals such as fire fighter mandatory training, water quality analyst certificates, sewage works operator certificates and commissioner of oaths appointment. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 74 Records Management Township of Page:32of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks L01Clerk'sPE= Resolution of appeal Appeals and Hearings Includes zoning appeals, development and educational charges appeals, official plan appeals, and Committee of Adjustment appeals. Records include notices of appeal, all transcripts and related documentation regarding appeals, hearings, legal proceedings and final judgments. Also includes orders issued by regulatory bodies and boards. (Excludes -litigation -see L02-L03, harassment & violence see H15). L02Claims Against the MunicipalityClerk'sE+2E= Resolution of claim and all appeals +2 Includes all litigation and insurance claims made by other parties against the municipality. (Excludes-appeals & hearings -see L01). L03Claims By the MunicipalityClerk'sE+2E= Resolution of claims and all appeals +2 Includes all litigation and insurance claims made against other parties by the municipality. (Excludes -appeals & hearings -see L01). Contracts and Agreements L04Clerk'sE+15**E= act or omission on which claim is based took place + 15** Under By-law Includes all agreements entered into by the municipality which require a by-law for approval. Includes construction contracts, collective agreements, development front- ending agreements, and subdivision agreements. Also includes agreements regarding tax arrears payment extension, easements, encroachments, area ways, laneways and records transfer. (Excludes -office equipment maintenance agreements -see L14, contracts regarding land -see L07,insurance policies -see L06, Line Fence Agreements P01). L05Insurance AppraisalsClerk's E+15E= After a new appraisal has been done +15 Includes appraisals of municipal property for insurance purposes. Insurance Policies L06Clerk'sE+15E= Expiry of policy +15 Includes municipal insurance policy documents such as. vehicle, liability, theft, & fire insurance. (Excludes -employee group insurance -see Benefits, H02, third party contracts -see L04, Insurance Claims L03). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 75 Records Management Township of Page:33of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks L07Land Acquisition and SaleClerk'sE+10**E= Property disposition + 10 if no disability** Includes records regarding real estate Renewable Energy Projects agreements transactions & conveyance of land such as lot terms may not be more than 50 years sales, alleyclosings & allowances whether through voluntarytransactions or Append abandoned petroleum storage expropriation. Includes leases, deed including tank to deed underground storage abandonment record, expropriation plans, purchase letters and appraisals. (ExcludesTax Sales F22) L08Opinions and BriefsClerk'sS** Includes copies of opinions & briefs prepared by the municipality's legal counsel on specific issues and by-laws. L09PrecedentsClerk'sS** Includesrecords regarding judgments & position in actual or potential legal matters. L10Federal LegislationOriginatingS Includes records regarding bills, acts & regulations enacted by the Parliament of Canada which affect or are of interest to the municipality. L11Provincial LegislationOriginatingS Includesrecords regardingbills, acts & regulations enacted by the Ontario Legislature which affect or are of interest to the municipality. Vital Statistics L12Clerk'sPMarriage licences 2 years Includes registers of births, deaths & marriages. Registers include license or permit, serial numbers, date of issue and name of parties. (Excludes -population statistics -see D01). L13ProsecutionsOriginatingE+7E= Delivery of judgement +7 Includesrecords regardingprosecutions to enforce by-laws & federal and provincial legislation. (Excludes -by-law enforcement -see P01, appeals & hearings -see L01). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 76 Records Management Township of Page:34of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks M01AdvertisingOriginating1** Includesrecords regardingpublic advertising in magazines, newspapers, radio, television, & transit. (Excludes -news releases -see M06, recruitment -see H11, elections -see C07). M02Ceremonies and EventsOriginating5** Includes records regarding participation in special events, openings, & anniversaries such as Remembrance Day, the set-up & running of special events, retirement parties, tournament, etc.). M03Charitable Campaigns/Fund RaisingOriginating1 Includes records regarding the raising of funds & donations for the municipality, for municipality run programs or for other charitableorganizationssuch as United Way, community interest groups, etc. (Excludes -receipts -see F19). Complaints, Commendations and M04Originating5** Inquiries Includes records regarding commendations, requests for information, & very general types of inquiries & general complaints, concerns about services offered by the municipality, inquiries about council proceedings & congratulatory letters. May also include compliance letters issued in response to a Λ Excludes -accessibility of records-FOI -see A17,Grievances or harassment/violence complaints by or against employees see H14, H15 Employee Recognition H21.) M05News ClippingsOriginating1** Includes clippings from newspapers, information from journals & other printed media. May also include information related to online media coverage, radio or television clips (Excludes -clippings used as reference material -see relevant subject.) M06News ReleasesOriginating1** Includes background notes & final versions of news releases issued, messages for inclusion in special event programs & information. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 77 Records Management Township of Page:35of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks M07PublicationsOriginatingS+ 3S+3 If publication is subject to copyright or trademark. Includes typed manuscripts, artwork, printed copies and related records regarding the publication of tourism information, programs and services pamphlets, trade shows, current events, industrial directories, business directories, and maps. May include annual reports of a non-financial nature as well as copies of social networking sites (website, FaceBook, etc.)published by the municipality. M08Speeches and PresentationsOriginating3** Includes background notes & final versions of speeches, presentations & news conferences given by elected & non-elected officials. (Excludes-media coverage of speeches/presentations -see M05, news releases -see M06). M09Visual Identity and InsigniaClerk'sS+5** Includes records regarding branding and the standards, which apply to graphic designs as part of a visual identify program. Includes trademarks,logo & letterhead design, signage, flags, vehicle identification, etc., & records regarding corporation insignia & seals of office. Website & Social Media Content M10OriginatingS+2 Includes snapshots of website content and copies of web pages created by the municipality for general public use. Also includes information on social media sites such as Facebook & Twitter. (Excludes Published Website Content M07 Public Relations & Public Awareness M11Originating5** Campaigns Includes outgoing letters of support, congratulations, honourable achievement awards, welcome letters, etc. Also includes issues regarding internal/external communications. Includes programs designed for public awareness. Intellectual Property M12E+5**Copyright, patent or trademark expired or last use + 5 years Include certificates of copyright, applications for patents and trademark registration. Also includes monitoring and enforcement of authorized use of copyright, trademarks and patents including copyright use permission requests. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 78 Records Management Township of Page:36of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks P01Originating6** By-law Enforcement Includes records of municipal efforts to enforce bylaws such as parking tickets and fence-line disputes. Includes order to comply, inspection reports, stop work orders, working notes, correspondence, exhibits, photographs, line fence agreements, etc. (Excludes: Health & Fire Inspections SeeP07, Investigations see P08, Environmental Monitoring Industrial/Commercial See E05, Prosecutions see L13, Animal Control Enforcement See P14, Lottery License Enforcement See P09) P02Daily Occurrence LogsOriginating5** Includesdaily occurrences logs maintained by the Chief Building Official. P03OriginatingS**Expiry of plan + 5 if Canadian Emergency Planning and Response Environmental Protection Act applies Includes records regarding the planning, testing, rehearsal of and response to emergency,pandemic,safety and contingency measures. May also include records of previous disasters including emergency command centre operation, response reports, press clippings,pandemic planningetc. P04OriginatingS+57 years or tank removal + 7 years if Hazardous Materials Canadian Environmental Act applies Includes information and reports on chemicals and substances that pose fire or environmental hazards such as PCBs, refrigerants and halocarbons, also includes Material Safety Data Sheets (MSDS) and records dealing with toxic substances control, halocarbon charging records, halocarbon leak tests and release reports, transportation and effects as well as records of pesticide use and environmental spills (Excludes -staff safety training -see H04, personal exposure see H17, manifests see E07). P05Incident/Accident ReportsOriginatingE+5 Includes vandalism & security incidentreports & reports of accidents that occur at recreational facilities & other municipal properties. (Excludes -security -see A18, accidents of municipal staff -see H04, Private child care centre incidents seeS14, compensation claims or vehicle accidents -see L02 or L03). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 79 Records Management Township of Page:37of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks P06BuildingE+2Inspections = 2 Building and Structural Inspections Initial fire system test report = life of Includes building and structural tests and system inspection reports relating to work platforms; plumbing and sprinkler systems; fire alarm circuits, power supply and system; fire suppression systems; electrical; and other structural inspections. Also includes inspections of marijuana grow operations after appropriate notification from a police force. (Excludes -by-law enforcement -seeP01). P07Public SMinimum 1 year Health and Fire Safety Inspections Health related health and safety violation and verification inspection reports conducted or performed on private, public and commercial properties. (Excludes internal health and safety inspections See H04, Routine Building and Structural inspections See P06 P08InvestigationsOriginating10** Includes records of investigation pertaining to law enforcement, or origin or cause of traffic accidents, serious occurences or abuse allegations, ambulance & fire response scrutiny. (Excludes -by-law enforcement see P01, Harassment & Violence See H15) P09LicencesClerk'sE+2E= Expiry of licence Includes records regarding licenses administered by or required by the municipality, or required by the province, such as licensing for dog kennels, dogs, liquor, cemetery, crematorium, funeral establishment licenses, businesses, lotteries, accessible transportation operation& quarries. (Excludes -marriage licences -see L12). P10Building PermitsBuildingP Includes permits issued to builders, contractors, & residents giving them permission to build or renovate. Also includes permits for construction of cell towers and the structure for wind-powered turbines. (Excludes -all other permits -see P11). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 80 Records Management Township of Page:38of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks P11Permits, OtherOriginatingE+2E= Expiry of permit Includes applications & copies of permits issued byother government bodies withinthe municipality as well as permits issuedby the municipalitygiving permission to hold special events, temporary road closure, drinking water works permits, transport oversize loads, erect signs, park on the street,etc. (Excludes -building permits -see P10, encroachment permits -see D16, burial permits -see S09, Road and lane openings and Closings see T09) P12WarrantsCourt E+5E= Occurrence/Investigation closedor Servicesdisposition of charge +5 Includes all issued warrantsfor By-law By-law enforcement purposes. services P13Criminal RecordsCourt E+5E= Occurrence/ investigation closed or Servicesdisposition of charge +5 Includes all documentation relating to By-law individuals with a history of criminal activity. Services (Excludes -investigations see P08, prosecutions see L13. P14Animal ControlOriginatingE+2E = date animal was last in the pound Includes records regarding the control of household pets, strays, livestock& wildlife & livestock evaluation reports. Also shows records of distrained animals. (Excludes -dog licenses -see P09). P15Community Protection ProgramsOriginatingS+2**Surveillance video 72 hours unless requisitioned for use if requisitioned for Includes records on community protection use (MFIPPA or other investigation) = and crime prevention such as neighbourhood S+2 watch & block parent. Also includes programs aimed at public education on fire, water and traffic safety and similar programs. Records include video surveillance footage of high incident and public spaces. P16Emergency ServicesOriginatingS+5 Includes records regarding land ambulance, fire & rescue services & police services. P17EMS and Fire Significant Incident & FireS+5 Impact Reports Includes reports and statements documenting significant and noteworthy incidents events that occur when responding to an EMS or Fire, the role of the attending responders in the incident, and the actual or potential impact of these incidents. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 81 Records Management Township of Page:39of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks P18EMS and Fire Accident Response FireS+5 Reports Includes records relating to emergency services provided such as ambulance paramedical services and patient transport, and fire suppression and emergency call response. Includes ambulance call reports (ACR), emergency response reporting, fire call reports and fire cause identification. (Excludes Investigations See P08) P19EMS and Fire StatisticsFireS+2 Includes records related to performance plans and the associatedstatistical reporting of performance, calls and accidents involving emergency medical services, traffic and work- related issues. P20Prohibition Notices & OrdersOriginating15 Includes prohibition orders, notices and correspondence related to prohibition under regulations such as Source Drinking Water Protection and building code applications denied because of prohibition. P21Facilities Routine Water Use, Monitoring 6Pools and recreational camps = 1 and Testing Includesroutine testing, monitoring and flushing of water systems in recreational camps Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 82 Records Management Township of Page:40of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks R01Clerk'sE+3**E= End of Plan year or Removal of Heritage Preservation designation +3 Includes records regarding heritage and historical development, including designations and registers of buildings, districts, and cemeteries as well as archaeological digs, archeological and heritage assessments, and heritage conservation district studies and plans. May also include heritage registries. (Excludes Historical Designation By-laws See C01, Natural Heritage Preservation E18) R02Library ServicesClerk's5 Includes reports and recommendations related to library collections, general records regarding the operation of libraries.May contain subscriptions to magazines. R03Museum and Archival ServicesClerk'sS+3** Includes museum programming, historical society holdings, archival operations, conservation information & related records. (Excludes Record Centre Operations See A10) R04Parks ManagementFacilities5**Parks maintenance = 5+ Playground equipment maintenance +15 Includes correspondence, descriptions, reports & other records dealing with the management design, set-up, landscaping, maintenance of specific municipal parks, maps and plans, maintenance of playground equipment. (Excludes -building & property maintenance see A20). R05Recreational Facilities Category removed. Recordscontained should be filed in other classification categories. R06Recreational Programming3**Program development & evaluation = +3** Program Registration = 1 Includes correspondence, applications, Attendance fee collection = 6 registrations & general information regarding the development & delivery of recreational programs to the community such as youth, sport & fitness, adult education, crafts & other programs. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 83 Records Management Township of Page:41of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks S01Children's Day Care and Day Nursery E+3Review after 3 years Services Includes general program information regarding childcare programs such as municipal & private day care & day nursery services, general resource information used in counselling children & parents involved in these programs, records for drinking water testing and fire drills. (Excludes day care and nursery schools see S07, Water, plumbing and flushing records see P21). S02Elderly and Supportive Assistance SReview after 3 years Services Includes general program information intended to improve the quality of life for senior citizens such as home care, housing & transit subsidies, any homes for the aged as well as general resource information used in counselling seniors considering moving to homes for the aged, indigent elderly patient reports, & meals on wheels program. (Excludes -homes for the aged residents - see S03). S03Long Term Care Facility ResidentsE+10E = Discharged + 10 Includes records regarding individual residents of homes for the aged. (Excludes-general program information -see S02). S04Communityand Social Assistance S**S (review after 3 years) Services Includes general program information regarding social assistance programs available to residents, general resource information used in counselling recipients of social assistance & informationpertaining to employment supportprograms & community support services, & subsidized housing records. (Excludes -Ontario Works case records see S05). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 84 Records Management Township of Page:42of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks S05Ontario Works Case RecordsE+5Date of last entry +5 Outstanding overpayment = overpayment Includes records regarding individual social resolved +5 assistance recipients. Fraud investigation = fraud resolved +5 (Excludes -Social Assistance program information -See S04.) Outstanding family support issue = 10 S06Medical Case ClientsPublic E+15E= discharged as a client + 15 Health Includes case records regarding Note: reportable diseases may be longer communicable diseases, venereal diseases, dental care, maternal care, respiratory, gastrointestinal or infectious disease outbreaks, medication errors, etc. Includes reportable diseases reports and medical screening. S07Children's ServicesS+3S (Review after 3 years) Includes general program information regarding programs benefiting developmentally handicapped children, general resource information used in counselling children & parents involved in these programs. CAS (chil records. (Excludes -medical records see S06, day care programs see S01). S08Public Health Public S+5S (Review after 5years) Health Includes public health programs such as health & safety education, school health programs, family planning & disease control including immunization. Cemetery Interment S09Clerk'sP**Transfer to archives if no longer managed Burial Permits = 2 Includes cemetery licence, burial permits, maps, plot ownership records, interment, deemed cancellation, death certificates and warrants to bury, interment or scatting rights certificates, cremated remains and body disposal registers, & indexes for municipal cemeteries & abandoned cemeteries. (Excludes -building & property maintenance - see A20, Promotional Material -see M07, Price Lists and cemetery operation See S20). S10Day Care and Day Nursery ClientsCommunity E+3**Last participated date +3 Services S11Disabilities Support ClientsCommunity E+7**No longer receiving support +7 Services S12Housing ServicesCommunity 10 Services S13Housing Tenant ClientsCommunity E+5**No longer resides +5 Services Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 85 Records Management Township of Page:43of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks S14Home Child Care Program AdministrationCommunity 3 Services S15Home Child Care Program ClientsCommunity E+3**Last participated date +3 Services S16Social and Health Care Planning & Community 7 ManagementServices S17Client Care CoordinationCommunity E+10**No longer receiving support +10 Services S18Long Term Care OperationsCommunity 4 Services S19Food Preparation and ServiceCommunity 1 Services S20Cemetery OperationsCemeteryE+6Contract fulfilled or no longer applies + 6 Includes records relating to the business operation of a municipal cemetery including price lists and removed markers records. (Excludes burial permits, interment records, etc. See S09) Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 86 Records Management Township of Page:44of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Public T01IlluminationE+6E= Removal of the equipment +6 Works Specifications = P Includesrecords and studies regardingthe installation & repair of equipment used to illuminate roads such as streetlights, pedestrian crossover lights, etc., & records on power consumption. Public T02ParkingE+6E= Closure of lot or space +6 Works Includesrecords and studies regarding municipal parking issues such as handicapped parking, lot & garage operations, fire routes & employee parking. Public T03Public Transit OperationsE+1**E= Closure of route/shelter/stop +1 Works 2 year minimum retention Includesrecords regardingpublic transit systems, schedules, routes, maps & similar information, the construction of bus shelters & similar facilities, route administration & planning, fare policies, intergovernmental transit co-ordination. Public T04Road ConstructionE+1**E= Project finished +1 Works Specifications = permanent Includesrecords and studies regarding construction projects on roads, the construction of new roads & major improvements to existing roads, such as resurfacing, widening, etc. (Excludes -design & planning -see T05, routine maintenance & minor improvements to road systems -see T06, As-builts See A25). Public T05Road Design and PlanningE+1**E = Project finished +1 Works Specifications = permanent Includes estimates, studies &other records regardingthe design & planning of specific road construction projects, Also includes design of curbs & sidewalks, cycle ways, footpaths, walkways, etc. Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 87 Records Management Township of Page:45of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Public T06Road Maintenance& Salt UsageE+1**E= Project finished +1 Works Salt plans, usage, training and reports = 7 Includes records and studies regarding the years if Canadian Environmental inspection & maintenance of roads. Minor Protection Act applies repair maintenance includes installation of culverts, minor repairs to the road surfaces, Specifications = P curbs, & sidewalks, cycle-ways, footpaths, walkways. Routine maintenance includes grading, ploughing & sanding of roads, & snow removal, & cleaning. Also includes Salt Management Plan and revisions, yearly review, reports, other records, studies, and information regarding salt usage and contamination from salt used on roads. Includes training program materials and records of training for all personnel when managing or performing winter maintenance activities involving the use of road salts. (Excludes Non-salt usage training records See H03) Public T07Signs and SignalsE+1**E= Removal of sign/signal Works Includes records and studies regarding the manufacture, installation, servicing and maintenanceof signs and signals. (Excludes -visual identity program -see M09, Sign Permits see P11). Public T08TrafficE+1**E= Completion of project. Works Temporary closures 2 years Includesrecords and studies regardingthe flow of traffic on roads, intersection drawings, pedestrian crossovers, crossing guards, traffic counts, traffic accident statistics & related records. Also includes records regarding impacts of temporary road closures for special events) (Excludes Permits for temporary closure see P11). Public T09Roads and Lanes Openings/ClosuresE = Completion of project +1 E+1** Works Includesrecords onroads & lanes closed on a permanent or regular basis, reports, appraisals, correspondence & district court applications, requests to open road & street allowances. (Excludes -temporary road closures -see T08, land sales -see L07, road closing by- laws -see C01). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 88 Records Management Township of Page:46of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks Public T10Field Survey/Road Survey BooksE = Completion of project +1 E+1 Works Includes engineering field notes as well as books. T11BridgesPublic E = Completion of project +1 E+1 Works Specifications = P Includes estimates, studies & other records regarding projects specifically for bridge construction, bridge repairs & maintenance Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 89 Records Management Township of Page:47of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E+2E = termination of lease +2 V01Originating Fleet Management Public vehicles trip record = 1 Includes records of summary fleet information Daily inspection Logs = 2 years or 6 and fleet records for each vehicle (including attached devices such as FireFighting months after vehicle ceases to be Chassis Mounted Aerial Devices) leased or operated. owned, operated and maintained by the municipality. This includes plate permits, CVOR certificates, operating manuals, routine/daily inspections, vehicle history files, ignition interlock device installation, and vehicle maintenance, registration and disposal. (Excludes -insurance policies -see L06, accident claims -see L02, L03, leases/contracts -see L14. E+1E=Disposal of equipment +1 V02Mobile EquipmentOriginating Includes records and operating manuals regarding mobile equipment used in conjunction with vehiclesAlso includes routine inspections, maintenance & history files on equipment such as generators, pumps, snowblowers, sanders, etc. E+1E = Disposal of equipment +1 V03Transportable EquipmentOriginating Includes records and operatingmanuals regarding transportable equipment used by the municipality. Also includes routine inspections, maintenance & history files on equipment such as lawnmowers, hoses, weed-eaters, drills, & rescue equipment. E+1E = Disposal of equipment +1 V04Protective EquipmentOriginating Includes operating manuals and records regarding protective equipment used by the municipality. Also includes routine inspections, maintenance & history files on equipment such as breathing apparatus, breathing tanks, down alarms, etc. (Excludes -uniforms & clothing -see A14). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 90 Records Management Township of Page:48of 45 Malahide Subject:Records Retention Schedule Date:Oct. 2020 ClassResponsibleTotal CodeSecondary HeadingDept.Ret.Remarks E+1E = Disposal of equipment +1 V05Ancillary EquipmentOriginating Includes records regarding fixed equipment, Set up tests = until superseded which is non-vehicle and non-office in nature. Includes equipment such as work or suspended platforms, lifting devices not attached to a structure, appliances such as autoclaves and dishwashers, garbage compactors, industrial shredders etc. Includes correspondence, equipment user and procedural manuals,warranty, routine inspections, maintenance, licences and history records. Includes setup tests and manuals. (Excludes Gasoline Storage tanks See E24, Mechanical & operational Systems integral to building structure See A26, Private/small water systemssee E22). Legend:P-Permanent; *-Maximum Copy Retention; S-Superseded; E-Event **-Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified. 91 Report toCouncil REPORT NO.:DS-20-33 DATE: December 17, 2020 ATTACHMENT:None SUBJECT:Township of Malahide Website Redesign Launch ______________________________________________________________________ Recommendation: THAT Report No. DS-20-33 Background: Requests for Proposalswin late October,2019.Thepurpose and scope of this RFP was to obtain cost and design proposals for the redesign of the Townships current website. The proposalswere to focus on a simpler, easy to use design which would lead to a better experience for the Township of Malahideesidents.The new design should also have the ability to expand the current services provided with more user interaction.The Council awarded the contract to eSolutions Group,of Waterloo, Ontario,and the Staff were authorized to proceed with the necessary actions to initiate this project. Comments/Analysis: The website redesignbegan in early 2020. The Municipal Staff hosted a Website Redesign Public Open House on February 20, 2020. All residents were also given the opportunity to participate in a digitaland/orhard copy surveyto provide feedback. With all factors considered, the Staff wereable to take the basic eSolutions template and create a fresh, new and relevant website that will resonate with residents, businesses, and visitorsalike. The new website will ensure that Malahide meets the new requirement for Ontario businesses,including municipalities,asset out by Accessibility for Ontarians with Disabilities Act (AODA) and comes into effectonJanuary 1, 2021. The new requirement is for organizations to ensure that their websites are conformant with the Web Content Accessibility Guidelines WCAG 2.0-Level AA. This conformance standard is that websites are usable and understandable for the majority of people with or without disabilities. eSolutions Group has worked with the Association of 92 Municipalities (AMO) to develop a package of website development tools and services to assist municipalities with implementing barrier-free and AODAcompliant websites. The new website also includes access to Bids & Tenders, which is a system for the Township to post procurement opportunities. Thissystem ensures a transparent, open procurement process and the Staffare able to better managetender documents and addendums. The current process tends to be manualwithlimited potential bidders. The Bids & Tenders system has the potential for our procurement opportunities to be viewed and bid upon by registered usersfrom across Canada. The new website platform includes interactive calendars for Council and Committee meetings and community events. Users have greater access to documentsonlinesuch as Council and Committee Agendas and Minutes, By-laws, etc. as they are now available through an online interface on our website. The MunicipalStaff have been able to develop web-based formsand implement them on our new website. This creates an efficient approval process while alsocutting down on paper-based applications. As time allows, we will continue to convert more of our internal forms which will create a digital record for Staff and a user-friendly approach for applicants. Thiswebsiteplatform has focused on the core needs of municipalityand will be a great resource for the Township for years to comeas its flexibility allows for a great range of opportunities for the Township to continue to expand our services online and to continue to grow our online presence. Financial Implications to Budget: N/A. 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. Regularly engaging the public and assisting persons in dealing with a concern or complaint regarding Township services and administration works to achieve this goal and improve the quality of public service for everyone. Submitted by:Approved For Council: Allison Adams, Development Services Coordinator 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 20-1 The Corporation of the Township of Malahide Budget Committee Meeting December 10, 20207:00 p.m. Due to COVID 19 and Public Health concerns,the Budget Committeemet at the Malahide Community Place, at 12105 Whittaker Road, Springfield,at 7:00 p.m. in order to allow for physical distancing and limited public attendance. The following were present: Council:Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor M.Widner, Councillor M. Moore,Councillor S. Lewis,Councillor R. Cerna,and Councillor C. Glinski. Staff:Chief Administrative Officer/Clerk M. Casavecchia-Somers,Information Technology Manager C. Coxen, Director of Financial Services A. Mohile,andDirector of Public WorksM. Sweetland. CALL TO ORDER: ChairMennill took the Chair and called the meeting to order at 7:00 p.m. DISCLOSURE OF PECUNIARY INTERESTand the General Nature thereof: No disclosures of pecuniary interests were declared. MINUTES: No. B20-11 Moved by:Rick Cerna Seconded by:Mark Widner THAT the Minutes of the Regular Meeting of the Budget Committee held on November 12, 2019be adopted as printed and circulated. Carried. PRESENTATIONS: No delegations or presentationswere received. 109 20-2 DRAFT 2020 BUDGETPRESENTATION: Year 3of 2019-2022 Multi Year Budget The Director of Financial Services (Treasurer) presented Report No. FIN-20-23entitled of 2019-2022 Multi Year BudgetOperating and Capital. CapitalBudget The Treasurer advised that the capital projects proposed for 2021 totaled $2,423,000.00. Sheconfirmed that the capital expenditures proposed are to be funded from various lifecycle replacement reserves, with the exception of the Pier Parking Lot Design, which isestimated at $10,000 and proposed to be funded from the tax levy;and the Broadband Connectivity Project,which is estimated at $450,000and proposedto be funded from grants. She noted that the Municipal Staff continueto seek other grants or funding opportunities to maximize alternate sources of funding Operating Budget The Treasurer noted that the proposed 2021 Operating Budget of $12,145,691.00 is 1.97% higher than the 2020 Operating Budget of $11,910,421.00. She noted that most operating expenditures and revenues are budgeted to increase by 1%to 2% or are based on specific information received from outside agencies, such as the OPP billing, the draft budget of the East Elgin Community Complex, Conservation Authorities,and the Provincial announcement regarding the OMPF allocations. One Time Projects The Treasurer noted the following proposed one-time projects: -Springfield Water Servicing Expansion Feasibility Study to be funded from Development Charges Reserve ($50,000.00) -Development Charges Study Update funded from the Development Charges Reserve ($12,500.00) -Pay Equity and Remuneration Study with 2/3rds funded from Reserves ($30,000.00). Chair Mennill noted that the Township could not proceed with the Water Servicing Project to Springfield unless there was government funding. The CAO indicated that, typically in the past,government funding was subject to projects being shovel-ready and therefore, if this was the case in future,it would be necessary to have the feasibility study completed in advance. In response to an inquiry from Councillor Moore regarding the proposed development of the lands in Springfield, the CAO advised that the Township would not be proceeding with the development of thelands, but rather it is anticipated that a private developer 110 20-3 would undertake such development.She noted that future residential development could occur if the waterline project moved forward. In response to an inquiry from Councillor Widner regarding the existing sewage capacity for Springfield development, the CAO indicated that it is estimated that there is currently allocation for about 350 new homes. Deputy Mayor Giguère noted there is a housing shortage in Elgin Countyand that this proposal will ensure housing opportunities would be availablein the area. The Committee indicated its support to proceed with the $50,000 expenditure relating to the Water Servicing Project to Springfield. The Treasurer requested direction regarding the Pay Equityand Remuneration Study. The Mayor noted his agreement to the studyindicating that he did not want to lose valuable employeesto neighbouring municipalities because of wage inequities. The Deputy Mayor questioned whether the timing to completethis study was appropriate given the recent reorganization. She suggested thatconsideration be given to using theOntario Municipal Compensation Surveyat a cost of $5,000 rather than hiring a third party consultant. The CAO noted that the timing was right for looking at an employee compensation structurewith the expected retirement of municipal staff. The CAO noted that it would be difficult for internal staff to utilize the Ontario Municipal Compensation Survey in order to do a fulsome review. The Committee indicated its support to proceed with the Pay Equity and Remuneration Study. Community Grants and Cemeteries insupport of their request for a $3,000.00 grant.The Committee agreed to provide the East Elgin Housing Initiationwith a grant of $3,000.00. Assessment The Treasurer noted that,due to COVID-19, the Province has postponed the phased-in reassessment. She noted that the 2021 current value assessment (CVA) on a property will remain the same as the 2020 assessment except for any reclassifications, improvements,or demolitions that would affect the CVA. 2021 Tax Levy Increase The Treasurer noted that based on the changes made to date, the proposed 2021 tax levy increase is2.86%. 111 20-4 Councillor Glinski noted that the budgets of some areamunicipalities waslower and that he would like to see further changes to lower the tax levy before finalizing the budget. Councillor Cerna noted that it was important not to fall behind by reducing the tax levy increaseto the detriment of municipal services. Deputy Mayor Giguère noted that she did not like to see line items in the budget carried over from year to year and beunspent. It was noted that COVID-19 played a large part in monies not spent of items such as conferences and workshops. The CAO advised that early in the year because of COVID-19,the Municipal Staff delayed any expenses that were not absolutely necessary as the Staff was unsure of how COVID-19 would affect the finances of the municipality. The CAO noted that many Directors and Managers were new to their positions andthatthey were taking a closer look at their The CAO advised that based on the Township operations, information available, services levels, and expectations of the Council and the public, she was confident that the amounts put forward in the propose 2021 Budget are relevant and accurate to the The Deputy Mayor noted that the budget has improved over the last two years and wanted to stay on that pathto ensure the budget was more accurate each year.She wanted to see full transparency in the budget in the future. Councillor Glinski questioned why the maintenance budget for the South Dorchester Community Hall was $8,000 each year but the original problems from two years ago have not been rectified. The Director of Public Works noted that the community centres had only recently been added to his responsibilities. He noted that he is aware of the deficiencies at the SDCH and they are now identifiedasa priority for his consideration. Councillor Lewis indicated that he was more interested in reviewingpossiblerevenue opportunities rather than simply cutting more expenses. He hopes that Councilwill consider supporting these in the future. In response to a request from Councillor Widner, the Treasurer noted that thereis funding available in reserves to replace the dishwasher at the South Dorchester Community Hall,if replacement is deemed necessary. No. B20-12 Moved by:Scott Lewis Seconded by: Max Moore THAT Report No. FIN 20-23en-2022 Multi Year Budget AND THAT the Municipal Council be requested to approve the amended 2021 and 2022 Operating and CapitalBudgets as presented; 112 20-5 AND THATthe Municipal Council be requested to approve the User Fee Schedules for 2021 and 2022 as previously presented. Carried. CORRESPONDENCE: No. B20-13 Moved by:Rick Cerna Seconded by:Mark Widner THATthe following correspondence be noted and filed: (i)East Elgin Homelessness Initiative Request for funding; (ii)Town of Aylmer CAO Report 88-20 EECC Draft 2021 Budget and 2020 Budget Comparison. (iii)Long Point Region Conservation Authority 2021 Draft LPRCA Budget. (iv)Catfish Creek Conservation Authority 2021 Preliminary Draft Budget. (v)Kettle Creek Conservation Authority 2021 Draft Budget. Carried. NEXT BUDGET COMMITTEE MEETING: The next Budget Committee Meeting will be at the call of the Chair. OPEN QUESTION PERIOD: No Open Question Period was heldas there were no public in attendance. ADJOURNMENT: No. B20-14 Moved by:Chester Glinski Seconded by:Mark Widner THAT the Budget Committee adjourn its meeting at8:15p.m. Carried. __________________________________ ChairD. Mennill 113 20-6 __________________________________ Clerk M. Casavecchia-Somers 114 115 DBUGJTI!DSFFL! DPOTFSWBUJPO!BVUIPSJUZ 3132! ESBGU!CVEHFU Opwfncfs!28-!3131 Levy 94,017.8696,553.2113,744.3821,379.70 137,241.94 2021 Total 362,937.09 350.00350.00 850.00 Levy * 2021 2,150.004,550.00 8,250.00 Planning Levy 93,167.8694,403.2113,394.3821,029.70 132,691.94 354,687.09 2021 General 390.13612.52 2,713.632,749.613,864.81 10,330.69 Increase Approved General Levy 91,304.2393,803.6013,354.2520,767.19 Levy 133,377.13 352,606.40 2020 Total 350.00350.00 850.00 2,150.004,550.00 8,250.00 Levy * 2020 Planning 0.00 -0.40 18.07 100% -409.56 1,970.10 3.7764%5.9291% -1,578.22 26.2676%26.6159%37.4110% New CVA CVA Based Percentage General Levy Change Due to Apportionment 116 90,454.2391,653.6013,004.2520,417.19 128,827.13 344,356.40 740,359,255750,175,976106,438,535167,112,733 1,054,437,7682,818,524,267 Watershed Current Value With New CVA 2020 General Levy Assessment (CVA) in 2021 MUNICIPAL GENERAL LEVY COMPARISON 93,231.8212,986.1820,826.75 90,454.63 126,857.03344,356.40 Levy 740,359,255 (CVA) for 9,409,998,926 1,875,439,9391,285,899,7171,330,481,6864,177,818,330 Municipality Assessment 2020 General Current Value 8%4% 40%82% 100% 100% 3.7764%5.9291% 26.2676%26.6159%37.4110% % in Watershed % of Municipality 2020 CVA Apport. MunicipalityMunicipality Malahide, Township ofSouth-West Oxford, Township ofSt. Thomas, City of Aylmer, Town ofCentral Elgin, Municipality ofFootnotes: * Levies partially support the costs of operating the provinically mandated responsibilities of municipal plan input and review. Operating grants for provincially mandated responsibilities have been flatlined since 2000.The Special Planning Levy is calculated based on past, existing, and anticipated program activity. The municipality has the option of recovering this Special Planning Levy through application fees.Data for Calculation of Sliding Scale of Grants and Levy for 2021Aylmer, Town ofCentral Elgin, Municipality ofMalahide, Township ofSouth-West Oxford, Township ofSt. Thomas, City ofThe apportionment figures are calculated from assessment data provided by the Municipal Property Assessment Corporation (MPAC), and further revised based on the Conservation Authority Levies Regulation (Ontario Regulation 670/00 under the Conservation Authorities Act). 117 CATFISH CREEK CONSERVATION AUTHORITY DRAFT BUDGET 2021 (November, 2020) SUMMARY OF REVENUE AND EXPENDITURES 202120202020 BudgetApproved BudgetProjected SUMMARY - REVENUE Provincial Grants (Transfer Payments)$41,215.00$41,214.50$41,215.00 Other Provincial Grants$9,511.90$16,078.05$17,066.45 Federal Grants$10,472.00$13,420.23$17,300.23 International Grants$0.00$0.00$4,297.36 Employment Program Grants$37,165.80$32,974.00$162,185.22 Municipal General Levies$354,687.09$344,356.40$344,356.40 Special Benefiting Levies$33,584.65$38,713.97$38,726.86 Donations/Sponsorships$50,605.00$37,540.00$402,484.23 Camp User Fees & Sales$599,515.14$567,491.09$565,275.15 Maple Syrup$17,721.87$41,776.53$18,968.82 Other Revenue$90,035.37$79,755.00$75,569.58 Previous Year's Surplus (Deficit)$0.00$1,028.80$1,028.80 From Reserves - Special Projects$11,462.00$47,092.80$9,521.40 From Reserves - General$105,564.70$68,634.73-$94,478.30 TOTAL REVENUE$1,361,540.52$1,330,076.10$1,603,517.20 202120202020 BudgetApproved BudgetProjected SUMMARY - EXPENDITURES Administration$163,749.99$182,461.78$166,915.45 Flood Control Structures$17,479.79$16,169.58$19,481.98 Flood Forecasting & Warning$201,899.96$175,732.16$184,276.57 Ice Management$30,334.65$35,463.97$35,476.86 Plan Input & Review$41,971.90$39,233.34$41,059.76 Watershed Planning$5,894.55$6,518.81$5,755.88 Technical Studies$22,074.45$16,388.71$15,712.47 Information & Education$41,916.28$38,873.38$27,935.09 Other Conservation Lands$43,187.50$42,220.00$38,997.44 Tree Planting$17,776.71$19,181.91$17,069.58 Woodlot Management$2,847.27$3,509.40$3,222.41 Watershed Stewardship$10,872.00$13,820.23$24,557.76 Water Management Programs$7,011.90$18,420.02$9,932.70 Special Projects$5,000.00$21,221.40$24,178.92 Capital Projects$57,000.00$39,420.00$389,420.00 Vehicle & Equipment Op's$78,393.89$43,110.00$31,996.18 Maple Syrup$22,721.87$54,660.53$36,833.81 Springwater CA Operations$591,407.81$563,670.88$530,058.92 To Reserves - Special Projects$0.00$0.00$0.00 To Reserves - General$0.00$0.00$0.00 TOTAL EXPENSES$1,361,540.52$1,330,076.10$1,602,881.78 NET Profit (Loss)$0.00$0.00$635.41 118 Revenue Sources -2021 Provincial Grants , Surplus/Reserves , $41,215.00,3.0% $117,026.70,8.6% Other Provincial Grants, $9,511.90,0.7% Federal Grants,$10,472.00, 0.8% Donations/Sponsorships, Employment Grants, $50,605.00,3.7% $37,165.80,2.7% Motor Pool Operations, $39,988.89,2.9% Watershed Stewardship, Municipal General Levies , $50,046.48,3.7% $354,687.09,26.1% Municipal Special Levies , $33,584.65,2.5% Springwater C.A. , $617,237.01,45.3% Expenditures -2021 Capital & Special Projects ,$112,199.40, 8.2% Administration , $163,749.99,12.0% Springwater C.A. , Watershed Stewardship, $614,129.68,45.1% $73,412.26,5.4% Environmental Planning, $69,940.90,5.1% Flood/Erosion Control, Motor Pool Operations, $249,714.40,18.3% $78,393.89,5.8% Category Balance Tree Planting Other CA's (YNHA)Community ForestSpringwater ForestWoodlot ManagementOther CA's (ACCA)Information & EducationELPSpecial Projects (OPC)Balance AdministrationBalance Information & EducationBalance Tree PlantingBalance Watershed StewardshipBalance Water ManagementWoodlot ManagementPick Up TruckGatehouse/Entrance ProjectCapital Development Projects ---------- 962.00400.00 1,000.002,000.001,000.003,000.003,500.007,211.822,147.278,338.04 11,462.0041,212.3812,255.1934,000.00 105,564.70 Category 117,026.70 Sub-Totals $ $$$$$$$$$$$$$$$ $$$$$$$$$$ -- 845.00529.47 5,785.53 5,529.832,654.493,700.007,858.29 85,528.17 15,638.4275,757.35 144,210.64 106,431.79148,972.82103,340.43408,836.59 557,809.41 BALANCE 2021 Year End $$ $$$ $$$$$$$$$$$$$ - ---- 962.00 3,000.001,000.003,000.003,500.008,338.04 34,000.00 11,462.0063,226.66 105,564.70 117,026.70 119 $$ $$$$ $$$$$$$$$$ Amount per 2021 BUDGET -- 757.35 5,785.53 8,529.832,654.494,700.003,845.001,491.477,858.29 19,138.4275, 119,528.17 106,431.79160,434.82207,437.30111,678.47514,401.29 674,836.11 Year End $$$ $$ $$$$$$$$$$$$$ BALANCE Per Projected 2020 CATFISH CREEK CONSERVATION AUTHORITY Bradley CreekCapital Acquisition TOTALS DRAFT BUDGET 2021 (November, 2020) INCOME APPROPRIATION FROM RESERVESRESERVE NAMESPECIAL PROJECTS RESERVES:YNHACommunity ForestSpringwater ForestACCAEnvironmental Education (General)Environmental Education (ELP)Special Projects SupportFunded ProjectsRecycling InitiativePath of HonourSUB-TOTAL SPECIAL PROJECTS RESERVESGENERAL RESERVES:Working Capital:Land AcquisitionC.A. DevelopmentSUB-TOTAL GENERAL RESERVES 5,894.552,847.277,011.905,000.00 17,479.7930,334.6541,971.9022,074.4541,916.2843,187.5017,776.7110,872.0057,000.0078,393.8922,721.87 TOTAL 163,749.99201,899.96591,407.81 1,361,540.52 700.00 2,500.002,000.009,834.095,824.89 29,187.5039,988.8917,721.87 INCOME599,515.14707,272.38 240.00 1,500.005,000.001,000.00 10,865.0012,000.0020,000.0050,605.00 DONATIONS 0.000.00 RE- 17,611.1728,661.96 -46,273.13 ALLOCATED 0.000.00 (DEFICIT) SURPLUS 0.000.00 400.00 2,000.009,211.822,147.273,500.008,338.04 41,212.3816,217.1934,000.00 117,026.70 RESERVES 10,472.0010,472.00 Federal GRANTS 37,165.8037,165.80 120 GRANTS Employment 2,500.007,011.909,511.90 Oth. Prv.GRANTS 2021 REVENUE SOURCES 8,250.00 LEVY 25,334.6533,584.65 SPECIAL CATFISH CREEK CONSERVATION 5,894.555,000.004,405.00 LEVY 14,862.7930,130.8522,074.45 102,426.44169,893.01354,687.09 GENERAL 0.000.000.00 2,617.005,000.001,591.05 PROV. GRANT32,006.9541,215.00 5,894.552,847.277,011.905,000.00 17,479.7930,334.6541,971.9022,074.4541,916.2843,187.5017,776.7110,872.0057,000.0078,393.8922,721.87 163,749.99201,899.96591,407.81 Proposed 1,361,540.52 PROGRAM AdministrationFlood Control StructuresFlood Forecasting & WarningIce ManagementPlan InputWatershed PlanningTechnical StudiesInformation & EducationOther Conservation LandsTree PlantingWoodlot ManagementWatershed StewardshipWater Management ProgramsSpecial ProjectsCapital ProjectsVehicle & Equipment OperationsMaple SyrupSpringwater CA OperationsTOTALS 121 December 8, 2020 Ms. Michelle Casavecchia-Somers Via Email Chief Administrative Officer / Clerk Township of Malahide 87 John St. South Aylmer, ON N5H 2C3 Dear Ms. Casavecchia-Somers: Subject: Notice of Conservation Authority 2021 Levy and Budget There is no question that 2020 has been a challenging year and Kettle Creek Conservation Authority acknowledges the strain that this has put on its member municipalities. To this end, and in order to facilitate municipal 2021 budget planning, at its November 18, 2020 meeting Board of Directors directed staff to proceed with a draft 2021 Budget based on a 1% increase in 2021 down from the projected 3% levy increase included in the four year plan. In 2021, this would mean an increase to the Township of Malahide of $277.90 over 2020. In order to achieve this target KCCA is proposing the following cost saving measures: Back-filling temporary vacancies and redirecting these cost savings to one-time expenditures including updated floodplain mapping and upgrades to accounting software to facilitate a more paperless environment; No cost of living increase to the salary grid; Utilizing operational reserves to support programs impacted by COVID-19; and Maximizing all contracts, and funding opportunities. KCCA is confident that this fiscal restraint represents a responsible way forward that still serves to ensure the conservation, restoration, development and management of natural resources within the Kettle Creek watershed. Please find attached a draft 2021 Levy sheet detailing a 1% average levy increase. A meeting to approve the 2021 budget will be held in February 2021. In accordance with regulation, member municipalities will be provided 30 days advance notice of that meeting. Sincerely, Stephen Harvey Chair, Kettle Creek Conservation Authority $774.11$774.11$774.11$442.20$442.20$442.20$220.95$220.95$220.95$277.90$277.90$277.90 2020/20212020/2021$5,190.41$5,190.41$5,190.41$1,037.20$1,037.20$1,037.20$2,123.01$2,123.01$2,123.01 Difference Difference $10,066.00$10,066.00 $7,129.82$7,129.82$7,129.82 $79,685.41$79,685.41$79,685.41$15,932.93$15,932.93$15,932.93$13,431.38$13,431.38$13,431.38$41,435.11$41,435.11$41,435.11 $557,480.66$557,480.66$557,480.66$291,482.87$291,482.87$291,482.87 $1,006,578.00$1,006,578.00 2020Total Levy 2020Total Levy $7,407.72$7,407.72$7,407.72 Total LevyTotal Levy $80,459.52$80,459.52$80,459.52$16,375.13$16,375.13$16,375.13$13,652.33$13,652.33$13,652.33$42,472.31$42,472.31$42,472.31 $562,671.07$562,671.07$562,671.07$293,605.88$293,605.88$293,605.88 $1,016,644.00$1,016,644.00 Proposed 2021 Proposed 2021 20212021 Levy **Levy ** SpecialSpecial $886.32$886.32$886.32$880.49$880.49$880.49$880.49$880.49$880.49 $9,061.47$9,061.47$9,061.47$6,589.10$6,589.10$6,589.10 $27,322.74$27,322.74$27,322.74$39,126.44$39,126.44$39,126.44$84,747.06$84,747.06 $8,332.88$8,332.88$8,332.88$6,871.17$6,871.17$6,871.17$3,511.61$3,511.61$3,511.61 2021 Non-2021 Non- $38,411.71$38,411.71$38,411.71$19,304.94$19,304.94$19,304.94 $288,014.14$288,014.14$288,014.14$136,908.38$136,908.38$136,908.38$501,354.85$501,354.85 Matched LevyMatched Levy 20212021LevyLevy Matched Matched $7,155.92$7,155.92$7,155.92$5,900.67$5,900.67$5,900.67$3,015.62$3,015.62$3,015.62 $32,986.33$32,986.33$32,986.33$16,578.26$16,578.26$16,578.26 $247,334.19$247,334.19$247,334.19$117,571.05$117,571.05$117,571.05$430,542.04$430,542.04 122 7.66167.66167.66161.66211.66211.66211.37051.37051.37050.70040.70040.70043.85063.85063.8506 100.00100.00 % Levy% Levy 57.447257.447257.447227.307727.307727.3077 Draft 1% Levy ScenarioDraft 1% Levy ScenarioDraft 1% Levy Scenario 244,110,220244,110,220244,110,220201,289,760201,289,760201,289,760102,871,977102,871,977102,871,977565,534,763565,534,763565,534,763 1,125,263,9631,125,263,9631,125,263,9638,437,320,5358,437,320,5358,437,320,5354,010,705,5964,010,705,5964,010,705,596 14,687,096,81414,687,096,814 MCVA in WatershedMCVA in Watershed ΫΫCƚƚƷƓƚƷĻʹ \[ĻǝǤ ƦğƩƷźğƌƌǤ ƭǒƦƦƚƩƷƭ ƷŷĻ ĭƚƭƷƭ ƚŅ ƚƦĻƩğƷźƓŭ ƷŷĻ ƦƩƚǝźƓĭźğƌƌǤ ƒğƓķğƷĻķ ƩĻƦƚƓƭźĬźƌźƷźĻƭ ƚŅ ƒǒƓźĭźƦğƌ ƦƌğƓ źƓƦǒƷ ğƓķ ƩĻǝźĻǞ͵ tƩƚǝźƓĭĻ ƒƚǝĻķ Ʒƚ ŭƩĻğƷƌǤ ƩĻķǒĭĻ ŭƩğƓƷƭ źƓ ЊВВЎ͵ ŷĻ ƌĻǝǤ źƭ ĭğƌĭǒƌğƷĻķ ĬğƭĻķ ƚƓ ƦğƭƷͲ ΫΫCƚƚƷƓƚƷĻʹ \[ĻǝǤ ƦğƩƷźğƌƌǤ ƭǒƦƦƚƩƷƭ ƷŷĻ ĭƚƭƷƭ ƚŅ ƚƦĻƩğƷźƓŭ ƷŷĻ ƦƩƚǝźƓĭźğƌƌǤ ƒğƓķğƷĻķ ƩĻƦƚƓƭźĬźƌźƷźĻƭ ƚŅ ƒǒƓźĭźƦğƌ ƦƌğƓ źƓƦǒƷ ğƓķ ƩĻǝźĻǞ͵ tƩƚǝźƓĭĻ ƒƚǝĻķ Ʒƚ ŭƩĻğƷƌǤ ƩĻķǒĭĻ ŭƩğƓƷƭ źƓ ЊВВЎ͵ ŷĻ ƌĻǝǤ źƭ ĭğƌĭǒƌğƷĻķ ĬğƭĻķ ƚƓ ƦğƭƷͲ ΫΫCƚƚƷƓƚƷĻʹ \[ĻǝǤ ƦğƩƷźğƌƌǤ ƭǒƦƦƚƩƷƭ ƷŷĻ ĭƚƭƷƭ ƚŅ ƚƦĻƩğƷźƓŭ ƷŷĻ ƦƩƚǝźƓĭźğƌƌǤ ƒğƓķğƷĻķ ƩĻƦƚƓƭźĬźƌźƷźĻƭ ƚŅ ƒǒƓźĭźƦğƌ ƦƌğƓ źƓƦǒƷ ğƓķ ƩĻǝźĻǞ͵ tƩƚǝźƓĭĻ ƒƚǝĻķ Ʒƚ ŭƩĻğƷƌǤ ƩĻķǒĭĻ ŭƩğƓƷƭ źƓ ЊВВЎ͵ ŷĻ ƌĻǝǤ źƭ ĭğƌĭǒƌğƷĻķ ĬğƭĻķ ƚƓ ƦğƭƷͲ ĻǣźƭƷźƓŭ ğƓķ ğƓƷźĭźƦğƷĻķ ƦƩƚŭƩğƒ ğĭƷźǝźƷǤ͵ ŷĻ ƒǒƓźĭźƦğƌźƷǤ ŷğƭ ƷŷĻ ƚƦƷźƚƓ ƚŅ ƩĻĭƚǝĻƩźƓŭ ƷŷĻ ƌĻǝǤ ƷŷƩƚǒŭŷ ğƦƦƌźĭğƷźƚƓ ŅĻĻƭ͵ ĻǣźƭƷźƓŭ ğƓķ ğƓƷźĭźƦğƷĻķ ƦƩƚŭƩğƒ ğĭƷźǝźƷǤ͵ ŷĻ ƒǒƓźĭźƦğƌźƷǤ ŷğƭ ƷŷĻ ƚƦƷźƚƓ ƚŅ ƩĻĭƚǝĻƩźƓŭ ƷŷĻ ƌĻǝǤ ƷŷƩƚǒŭŷ ğƦƦƌźĭğƷźƚƓ ŅĻĻƭ͵ ĻǣźƭƷźƓŭ ğƓķ ğƓƷźĭźƦğƷĻķ ƦƩƚŭƩğƒ ğĭƷźǝźƷǤ͵ ŷĻ ƒǒƓźĭźƦğƌźƷǤ ŷğƭ ƷŷĻ ƚƦƷźƚƓ ƚŅ ƩĻĭƚǝĻƩźƓŭ ƷŷĻ ƌĻǝǤ ƷŷƩƚǒŭŷ ğƦƦƌźĭğƷźƚƓ ŅĻĻƭ͵ 777888888 %% 606060151515787878969696 Municipality Municipality in Watershedin Watershed $725,044,567.50$725,044,567.50$725,044,567.50$70,316,416,975$70,316,416,975 Modified Current Modified Current $1,875,439,939.00$1,875,439,939.00$1,875,439,939.00$3,487,288,851.20$3,487,288,851.20$3,487,288,851.20$2,516,122,003.85$2,516,122,003.85$2,516,122,003.85$1,285,899,716.75$1,285,899,716.75$1,285,899,7 16.75$4,177,818,329.60$4,177,818,329.60$4,177,818,329.60 Value AssessmentValue Assessment $56,248,803,566.80$56,248,803,566.80$56,248,803,566.80 TotalTotal LondonLondonLondon MalahideMalahideMalahide SouthwoldSouthwoldSouthwold St. ThomasSt. ThomasSt. Thomas MunicipalityMunicipality Central ElginCentral ElginCentral Elgin Thames CentreThames CentreThames Centre Middlesex CentreMiddlesex CentreMiddlesex Centre 123 124 Town of Aylmer Report CAO84-20 Annual Building Condition Assessment Report Title: December 7, 2020 Submitted for: Jennifer Reynaert, Chief Administrative Officer/ Deputy Report Author: Clerk Receive for InformationRecommendation Recommendation: ThatReportCAO 84-20entitled Annual Building Condition Assessment be receivedfor information. Background and Analysis: The facility audit attached with this report has been conducted by the Town of Aylmer Chief Building Official as required under the approved Terms of Reference. The recommended repairestimated to be $8,000 should be referred to 2021 budget discussions. The facility was constructed in 2004 and staff is pleased with the overall condition of the building. Because we have faced closures and reduced facility capacity to manage COVID-19 staff have undertaken maintenance projects to reduce disruptions when the building can be fully operational. Respectfully submitted, Jennifer Reynaert Chief Administrative Officer/ Deputy Clerk 125 126 127 128 129 AMENDMENT NO. 19 TO THE OFFICIAL PLAN OF THE TOWNSHIP OF MALAHIDE Subject: 1111944 Ontario Ltd. (Creative Enterprises) 51631 & 51553 Calton Line December 17, 2020 130 CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO. 20-84 WHEREAS the Township of Malahide has an official plan that is in effect, adopted by Council on 16 August 2001 and approved by the Ministry of Municipal Affairs on 9 March 2003, and as subsequently amended; and WHEREAS a meeting of Council, open to the public, was held on November 5, 2020 for the purposes of considering a proposed amendment which would recognize and permit the use and expansion of an existing industrial use byignation in accordance with Section 2.1.2.4 and Section 3.4.4 of the Official Plan; WHEREAS the proposed amendment would be consistent with the Provincial Policy Statement; WHEREAS the intent of the Official Plan of the County of Elgin and the Official Plan of the Township of Malahide would be maintained; WHEREAS the Council of the Corporation of the Township of Malahide now deems it expedient to adopt the proposed amendment to the Official Plan of the Township of Malahide; THEREFORE the Council of the Corporation of the Township of Malahide, in accordance with Section 17 of the Planning Act, R.S.O., 1990, as amended, hereby enacts as follows: 1.THAT Amendment No. 19 to the Official Plan of the Township of Malahide, consisting of the attached explanat, is hereby adopted. 2.THAT the Clerk is hereby authorized and directed to make application to the County of Elgin for approval of the aforementioned Amendment No. 19 to the Official Plan of the Township of Malahide. 3.THAT Amendment No. 19 shall not come into force or take effect unless and until it has been approved in accordance with the Planning Act, R.S.O., 1990, as amended. 4.THAT this By-law shall come into force and take effect on the day of final passing thereof. th READ a FIRST time this 17 day of December, 2020. th READ a SECOND time this 17 day of December, 2020. th READ a THIRD time and FINALLY PASSED this 17 day of December, 2020. Mayor C.A.O/Clerk Amendment No.19 to the Official Plan 1111944 Ontario Ltd. (Creative Enterprises) page 2 Township of Malahide December 17, 2020 131 PART A -THE PREAMBLE 1.PURPOSE The purpose of this Amendment is to change the designation as it applies to certain lands situated on the south side of Calton Line (County Road No. 45) west of Sawmill Road, being part of Lot 24, Concession III in the Township of Malahide. The change in designation, from toSpecific Policy Arearecognizes and permits the use and expansion of an established industrial operation by Creative Enterprises. The expansion of non-agricultural industrial uses in rural areas beyond those lands Suburban requires an amendment to the Township of Malahide Official Plan. The subject lands comprise an area of approximately 6.2 hectares (15.4 ac), a frontage of approximately 216 metres (709 ft) on Calton Line (County Road No. 45) and a depth of approximately 243 metres (797 ft). The lands are occupied by various buildings and structures and open storage associated with an established industrial use (Creative Enterprises) engaged in the manufacturing of concrete mixer drums and agricultural processing equipment. The owners are proposing to construct a new manufacturing building and related open storage on an abutting parcel of land proposed to be conveyed and added to the existing lot (Figure 1) where no new lot would be created. The new building would comprise a floor area of 4,459 sq m (48,000 sq ft). The plant on the existing lot would be increased in size from 6,549 sq m (70,500 sq ft) to 8,606 sq m (92,640 sq ft). The total building area of the site at build-out would be in the order of 13,065 sq m (140,640 sq ft). Neighbouring lands are predominantly used for agricultural purposes (cash crop). Rural residential development is scattered in the area, with the largest residential concentrations lying to the west of the subject lands in the Hamlet of Mount Salem. 2. BASIS The rationale for amending the Official Plan is based on the following considerations. i) Under the Provincial Policy Statement 2020 (PPS), the preservation of prime agricultural land continues to be a matter of provincial concern. The subject lands have a Canada Land Inventory (CLI) ranking of Class III While the preservation of prime agricultural land is a matter of provincial concern, sotoo is the promotion of economic development. The relevant policies of PPS are those related to Employment (Section 1.3) and Non-Agricultural Uses in Prime Agricultural Areas (Section 2.3.6). Establishing consistency with PPSis tied to satisfying the criteria of Section 2.3.6 regarding justification for the proposed expansion of Creative Enterprises and the potential loss of approximately 2.9 hectares (7.2 ac) Amendment No.19 to the Official Plan 1111944 Ontario Ltd. (Creative Enterprises) page 3 Township of Malahide December 17, 2020 132 APPLICATION FOR AN OFFICIAL PLAN AMENDMENT Township of Civic Planning Solutions (c/o David Roe), agent for 1111944 Ontario Ltd. MALAHIDE (Creative Enterprises and David & Mary Thiessen) FIGURE 1 51631 & 51553 Calton Line Township of Malahide OFFICIAL PLAN DESIGNATION AGRICULTURE ZONING A1 GENERAL AGRICULTURAL A1 A1 M3 FARM INDUSTRIAL RR RURAL RESIDENTIAL A1 12 m C ALT ON L INE (39 ft) 205 m (673 ft) FIRE POND RR 55 m (180 ft) EXISTING MANUFACTURING FACILITY PROPOSED ADDITION A1 A1 M3 3.3 Ha (8.2 acres) EXISTING OPEN STORAGE AREA EXISTING STORAGE BARN 205 m (673 ft) 2.9 Ha (7.2 acres) PROPOSED OPEN STORAGE AREA 270 m (886 ft) LANDS TO BE CONVEYED AND ADDED TO EXISTING LOT OCCUPIED BY CREATIVE ENTERPRISES AND RE-DESIGNATED FROM 'AGRICUTURE' TO 'SPECIFIC POLICY AREA NO. 12' o EXISTING LOT OCCUPIED BY CREATIVE ENTERPRISES TO BE Metres RE-DESIGNATED FROM 'AGRICULTURE' TO 'SPECIFIC POLICY 0102040 AREA NO. 12' 133 Based on information provided to the Township as part of the Planning Justification Report (Civic Planning Solutions Inc.) and as reviewed by Monteith Brown Planning Consultants, it is concluded that: the subject lands do not comprise a specialty crop area; there are no reasonable or better alternative locations that would avoid prime agricultural areas. In terms of the potential for conflict with neighouring agricultural operations, the expansion Creative Enterprises is unlikely to result in any greater conflicts than those which may already exist. The onus will be on the owner, at the site plan approval stage, to demonstrate that either appropriate separation distances are maintained or, alternatively, what other mitigation measures can be employed to ensure compatibility with neighbouring sensitive uses. with respect to Class 1, 2 & 3 soils, it is virtually impossible to avoid using such lands in the Township of Malagricultural land is appropriately weighted in this case against the impacts of alternative scenarios, namely, establishing a comparably-sized and functioning industrial operation elsewhere within the confines of a settlement area such as the Town of Aylmer or otherwise seeking out other suitable lands (with buildings) already designated for industrial purposes on a lower soil class rating. Based on the information presented, such a scenario does not exist in Malahide. the modest size of the parcel to be utilized for the proposed industrial expansion calls into question the viability of the lands for productive agricultural purposes. There is nothing to suggest that the balance of the farm parcel (owned by David and Mary Thiessen) will become less viable for productive farm purposes. no major livestock operations have been identified by the applicant in the vicinity of the subject lands. In view of the foregoing, the re-designation of lands would beconsistent with the relevant policies of the PPS. ii) The subject lands are Official Plan. The relevant policies are as follows: C1.1.3 Employment Areas It is the objective of this Plan to: a) monitor and ensure that there is a 20-year supply of land for all types of employment uses in a number of different settings and locations at all times; b) recognize that there are many types of employment in the County and that each has different locational requirements that are necessary to support their continued viability; c) encourage local municipalities to protect employment areas from land uses which may affect the continued viability of existing and future employment uses and their expansion in the future; Amendment No.19 to the Official Plan 1111944 Ontario Ltd. (Creative Enterprises) page 4 Township of Malahide December 17, 2020 134 d) encourage and promote development in appropriate locations that combines a mix of employment uses and supporting uses to facilitate the more efficient use of urban land; e) promote the efficient use of existing and planned infrastructure by creating the opportunity for various forms of intensification, where appropriate; and, f) require a high standard of urban design for development and redevelopment. C2.9 RECREATIONAL AND OTHER NON-AGRICULTURAL USES The development of new recreational uses and expansions to existing recreational uses, such as golf courses and driving ranges, and cemeteries is not permitted on lands designated Agricultural Area by this Plan since it is the intent of this Plan to protect lands which are suitable for agricultural uses for the long term. However, applications to amend the local Official Plan to develop such uses may be considered subject to the submission of appropriate studies, including an Agricultural Impact Assessment, that demonstrates to the satisfaction of the County that: a) there is a need within the planning horizon of this Plan for the proposed use; b) the lands do not comprise a specialty crop area; c) there are clearly no other reasonable alternatives that are outside of prime agricultural areas; d) there are no reasonable alternative locations in prime agricultural areas with lower priority agricultural lands; e) the proposed use will not be located in an area that may have an impact on the efficient and logical expansion of nearby urban areas; f) the proposed use meets the required MDS I setback distances; and, g) impacts from any new or expanding non-agricultural uses on surrounding agricultural operations and lands should be minimized to the extent feasible. Site-specific local Official Plan Amendments of this nature will not require an Amendment to this Plan. As previously stated, the subject lands do not comprise a specialty crop area. There are no reasonable alternatives outside of prime agricultural areas, or for that matter in prime agricultural areas with lower priority agricultural lands. Impacts from the proposed industrial expansion on surrounding agricultural operations are not expected to be significant given that the existence of Creative Enterprises is already well established and given that the industrial use will be subject to site plan control in concert with any recommended mitigating measures An expansion of the existing industrial facility at the subject location is considered a desirable alternative to its relocation elsewhere in the Township. Subject to this amendment to the Township Official Plan and corresponding Zoning By-law amendment and site plan control, conformity with the County of Elgin Official Plan would be maintained. iii) The subject lands are 1 Malahide Official Plan. The Plan includes specific requirements governing new non- agricultural uses and large-scale 2.1.2.4 those contemplated by subsection 2.1.2.2 of the Official Plan will require an amendment to the plan which must be justified on the basis of a growth related demand for the proposed use; the lands do not comprise a specialty crop area; there being no appreciable loss of prime agricultural Amendment No.19 to the Official Plan 1111944 Ontario Ltd. (Creative Enterprises) page 5 Township of Malahide December 17, 2020 135 lands from a prime agricultural area; no reasonable alternative locations which avoid prime agricultural areas; and/or there being no reasonable alternative locations within the prime agricultural area with lower priority prime agricultural lands. 2.1.2.6 In evaluating proposals for non-farm uses, Council shall require a presentation of the proposal which will include a detailed site plan outlining building areas and locations, ingress and egress to the site, parking facilities, existing land use and surrounding land uses, building location, site characteristics, and proposed buffering and landscaping. 3.4.4 Industrial Large Scale 3.4.4.1 The Township of Malahide supports the development of large scale industrial uses which rely on, collaborate with, and benefit the existing agricultural economies found within the permitted on a site-specific basis outside of these areas, in accordance with Section 2.1 of this Plan. The criteria of Section 2.1.2.4 are capable of being satisfied as previously identified. . Based on theinformation provided, reasonable alternatives elsewhere which avoid prime agricultural land do not exist. The provisions of the Official Plan with respect to site plan control (Section 8.16) will apply through the planning approval process. A site plan must be prepared and approved, and the necessary site plan agreement entered into with the owner and registered on title. An amendment to the Township of Malahide Zoning is required to recognize and permit a general industrial use. The application of t-1) symbol will prevent premature development until such time as a site plan agreement has been entered into to the satisfaction of the Township. PART B -THE AMENDMENT - The Amendmen Schedule A and Schedule B, constitutes Amendment No. 19 to the Official Plan of the Township of Malahide. Amendment No.19 to the Official Plan 1111944 Ontario Ltd. (Creative Enterprises) page 6 Township of Malahide December 17, 2020 136 DETAILS OF THE AMENDMENT 1. Section 3.8 of the Official Plan of the Township of Malahide is hereby amended by the addition of the following subsection. 3.8.12 Specific Policy Area No. 12 The lands situated on the south side of Calton Line (County Road No. 45),west of Sawmill Road in Part of Lot 24, Concession III in the geographic Township of Malahide, may be used, developed and zoned for industrial purposes.A consent may be granted to permit the enlargement of lands occupied by Creative Enterprises where no new lot is created. The parcel so designated will be subject to an amendment to -law and removal contingent upon a site plan agreement being entered into. The owner shall be responsible for ensuring that all studies deemed necessary to identify and mitigate any impacts arising from the industrial expansion are provided to 2. Schedule A1,Land Use, of the Official Plan of the Township of Malahide, is hereby amended by changing the designation of part of Lot 24, Concession III from to Specific Policy Area No. 12B hereto. PART C -THE APPENDICES The following appendices do not constitute part of Amendment No. 19 but are included as information supporting the amendment. Appendix I -Notice of Public Meeting Appendix II - Minutes of Public Meeting, 5 November 2020 Appendix III -Correspondence Amendment No.19 to the Official Plan 1111944 Ontario Ltd. (Creative Enterprises) page 7 Township of Malahide December 17, 2020 SCHEDULE 'A' 137 OFFICIAL PLAN OF THE TOWNSHIP of MALAHIDE AVON VII SCHEDULE 'A1' 3 7« 3 2 « TOWNSHIP of MALAHIDE: VIII LAND USE S E A E C N I L E K A R O Y B IX 1 2 3 4 5 6 7 8 9 E N I L N 10 O S L I W 11 12 13 X 14 15 16 17 E N I L S N 9 18 O 4 Y L 19 E N I 20 L R E T 21 N U H Y E 22 L S S O 23 R LYONS C 24 XI ´ E IN L Y R U T N E C XII 4 7 2 5 E N I L ND OR T Y E X LE S P S A E M R P PR ESSEY LIN E Village of Springfield IX Resource Uses 2 5 KINGSMILL CORNERS Base Features CO LLEGE LIN E Provincial Highway 3 1 « VIII 1 2 3 13 1214 410111519 6789171820 1621 52223242526 27 2829 30313233 3435 Bypass (Future) 40 " ) County Roads GLENCOLIN LINE 81 74 82 8384 75 76 7778 80 79 Local Roads 85 NORTH GORE 86 Hamlet 106107 108 87 105 104 6 « N D 103 Aylmer 102 3 Railway 88 89 ORWELL 90 9192949596 93101 97 98 99 UV 100 NTR Mineral Aggregate Resource Area 3 UV SUMMERS Natural Gas Reserves CORNERS CA T T STR SOUTH GORE SOUTH Watercourse/Shoreline GORE CONSE RVATIO N LINE Agriculture C HALET LINE VA N PA TTE R LIN E Non Resource Uses V LANDS TO WHICH LUTON Suburban Area 45 " )" ) AMENDMENT NO. 19 Highway Commercial APPLIES 1 2 3 45 6 7 8 9 1011 12 13 14 15 16 17 18 1920 212224 2325 26 2728 29 30 31 32 33 34 35 Conservation Lands IV 73 " ) CAL TON L INE Specific Policy Areas 45 " ) MOUNT CALTON SALEM Mineral Aggregate Operation SPAR TA L INE 43 5 III " ) « Natural Heritage 40 VIEN NA L INE 4 « 1:125,000 II JA MES TOW N LIN E Kilometres COPENHAGEN NO VA SCO 42 TIA 00.751.53 LINE " ) I Schedule "A1" forms part of 3 7 Village of " ) the Official Plan of the Township Port Bruce See schedule of Malahide and must be read in C conjunction with the written text Lake Erie 138 Schedule 'B' C A L TO N L IN E M O U NT S A L EM LANDS DESIGNATED 'SPECIFIC POLICY AREA NO. 12' o Metres 075150300 139 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW 20-86 BEING A BY-LAW TO PROHIBIT EXCESSIVE IDLING OF VEHICLES WITHIN THE TOWNSHIP OF MALAHIDE WHEREAS Section 128 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a local municipality may prohibit and regulate with respect to public nuisances, including matters that, in the opinion of council, are or could become or cause a public nuisances; ANDWHEREAS Subsection 11(2) of the Municipal Act authorizes a municipal council to pass a by-law respecting the health, safety and well-being of persons, and the economic, social and environmental well-being of the municipality; and, ANDWHEREAS Section 425 of the MunicipalAct provides that a municipality may pass bylaws providing that a person who contravenes any by-law of the municipality is guilty of an offence; ANDWHEREAS Section 435 of the Municipal Act provides for conditions governing the powers of entry of a municipality; ANDWHEREAS Section 436 of the Municipal Act provides that a municipality has the power to pass by-laws providing that the municipality may enter on land at any reasonable time for the purpose of carrying out an inspection to determine compliance with a bylaw; ANDWHEREAS vehicles are sources of carbon dioxide, nitrogen oxides, carbon monoxide, sulphur dioxides, volatile organic compounds, and fine particulate matter in theTownship of Malahide; ANDWHEREAS the Council of the Corporation of the Township of Malahide desires to assist in the reduction of adverse health effects by reducing the unnecessary emissions of nitrogen oxides, carbon monoxide, sulphur dioxides, volatile organic compounds, and fine particulate matter; ANDWHEREAS the Townshipof Malahideis supportive of initiatives designed or intended to reduce harmful emissions from entering the environment. NOW THEREFOREthe Council of the Corporation of the Township of Malahideenacts as follows: Section 1 -Definitions 1.1In this by-law, 140 IdleVehiclewhile the Vehicleis not in motion and not being used to operate auxiliary equipment that is essential to the basic function of the Vehicle, Mobile Workshop (a)aVehiclecontaining equipment that must be operated in association with the Vehicle; or (b)aVehicleserving as a facility for taking measurements or making observations which is operated by or on behalf of a municipal utility or a police, fire or ambulance service Vehicle; Normal Farm Practice (a)is conducted in a manner consistent with proper and acceptable customs and standards as established and followed by similar agricultural operations under similar circumstances; or (b)makes use of innovative technology in a manner consistent with proper advanced farm management practices; OfficerMunicipal Law Enforcement Officer appointed or authorized by By-law to -laws; Private Transit Vehicles Townshipthe Township of Malahide; Vehicle as defined in the Highway Traffic Act, R.S.O. 1990, c. H.8, as amended, and any vehicle drawn, propelled or driven by any kind of non-muscular power but does not include cars of electric or diesel electric railways running on rails. Sections2and 3-General provisions Section 2 2.1No person shall cause or permit a VehicletoIdlefor more than three (3) consecutive minutes in a sixty (60) minute period. Section 3 3.1Section 2 shall not apply to, (a)Vehicles assisting in an emergency activity; (b)Mobile Workshops while they are in the course of being used for their basic function; (c)Vehicles where idling is required to repair the Vehicleor prepare it for service; 141 (d)armoured Vehicles where a person remains inside the Vehiclewhile guarding the contents of the Vehicleor while the Vehicleis being loaded or unloaded; (e)Vehicles required to remain motionless because of any emergency, traffic, weather condition or mechanical difficulty over which the person driving the Vehiclehas no control; (f)Vehicles engaged in a parade or race or any other event authorized by Council; (g)Private Transit Vehicleswhile passengers are embarking or disembarking en route or in terminals; (h)Vehicles transporting a person where a medical doctor certifies in writing that for medical reasons a person in the Vehiclerequires that temperature or humidity be maintained within a certain range; (i)occupied Vehicles when the temperature outside the Vehicleis greater than twenty-seven degrees Celsius (27°C) including the humidex calculation or less than five degrees Celsius (5°C) including the windchill value as determined by the Environment Canada temperature readings; (j)Vehicles engaged in providing Township services; and/or (k)Vehicles engaged in a Normal Farm Practice. Section 4 -Administration and enforcement 4.1TheManager of Building and By-law Enforcement and others designated as Officers are responsible for the administrationand enforcement of this by-law. 4.2For the purposes of determining the outside temperature, an Officer may rely on the following information sources: (a)Environment Canada Weather Office; (b)The Weather Network. 4.3An Officer may, at all reasonable times, enter on land for the purpose of carrying out an inspection to determine compliance with this By-law. 4.4No person shall hinder or obstruct, or attempt to hinder or obstruct, any Officer exercising a power or performing a duty under this By-law. Any person who is alleged to have contravened any of the provisions of this By-law, shall identify themselves to the Officer upon request, failure to do so shall be deemed to have obstructed or hindered the Officer in the execution of his duties. Sections5,6, and 7-Offences and penalties 142 Section 5 5.1Every person who contravenes any of the provisions of this by-law is guilty of an offence. 5.2Every person who is convicted of an offence under this by-law is liable to a fine as provided for in the Provincial Offences Act, R.S.O 1990, c. P.33, as amended. Section 6 6.1When a person has been convicted of an offence under this by-law, (a)the Ontario Court of Justice, or (b)any court of competent jurisdiction thereafter may, in addition to any other penalty imposed on the person convicted, make an order prohibiting the continuation or repetition of the offence by the person convicted. Section 7 7.1Where a Vehicle has been left stopped in contravention of this By-law, the owner of the vehicle, even if the owner was not the driver of the Vehicle a the time of the contravention of the By-law, is guilty of an offence and is liable to a fine as provided in theProvincial Offences Act, R.S.O. 1990, c. P.33, as amended, unless at the time of the offence the Vehicle was in the possession of some person other than the owner without Section 8-Interpretation 8.1In this by-law, (a)words importing the singular number only include more persons, parties or things of the same kind than one (1) and the converse; and (b)a word interpreted in the singular number has a corresponding meaning when used in the plural. 8.2If a court of competent jurisdiction declares any provision or part of a provision of this bylaw to be invalid or of no force and effect, it is the intention of the Council in enacting this by-law that each and every provision of this by-law be applied and enforced in accordance with its terms to the extent possible according to law. Section 9-Effective date This by-law shall come into force and take effect on January 1, 2021. 143 Section 10-Short title This by-- th READ a FIRST and SECOND time this 17day of December,2020. th READ a THIRD time and FINALLY PASSED this 17day of December, 2020. ________________________________ Mayor, D. Mennill ________________________________ Clerk, M. Casavecchia-Somers 144 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-88 Being a By-law to A-law No. 16-69insofar as it prescribes retention periods for documents andrecords to be kept by The Corporation of the Township of Malahide. WHEREASSection 5(3) of the Municipal Act, 2001, c. 25, as amended, authorizes a municipality to pass by-laws to exercise its municipal powers; AND WHEREASSection 254(1) of the Municipal Act, 2001, c. 25, as amended, provides that a municipality shall retain and preserve the records of the municipality and its local boards in a secure and accessible manner; AND WHEREASSection 255(3) of the Municipal Act, 2001, c. 25, as amended, provides that a municipality may establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved; AND WHEREASthe Council of The Corporation of the Township of Malahide enacted By-law No. 16-69to provide for the orderly retention and subsequent destruction or other disposition of its records; AND WHEREASthe Council of The Corporation of the Township of Malahide deems it expedient to change the prescribedretention periods for documents and records to be kept by The Corporation of the Township of Malahide; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THAT S-law No. 16-69,insofar as it prescribes the retention periods for documents and records to be kept by The Corporation of the Township of Malahide, be and it is hereby replaced in its entirety. 2.THAT this By-law shall come into force and take effect on the final passing thereof. th READaFIRSTandSECONDtime this17day of December, 2020. th READaTHIRDtime and FINALLY PASSEDthis17day of December, 2020. __________________________ Mayor,D. Mennill __________________________ Clerk, M. Casavecchia-Somers 145 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.20-87 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 December 17,2020,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 ofthe Ontario Municipal Board or other authority is required by law, ishereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this By-law. 2.THAT the Mayorand the appropriate officials of the Township of Malahideare hereby authorized and directed to do all things necessary to give effect to the action of the Council of the Township of Malahidereferred to in the proceeding section. 3.THATthe Mayorand the Clerk are hereby authorized and directed to execute all documents necessary in that behalf and to affix thereto the corporate seal of the Township of Malahide. 4.THAT this By-law shall come into force and take effect upon the final passing thereof. th READaFIRSTandSECONDtime this17day of December,2020. th READaTHIRDtime and FINALLY PASSEDthis17day of December, 2020. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers