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Regular Council Agenda - 2021/02/18 The Corporation of the Township of Malahide A G E N D A February 18, 20217:30 p.m. Malahide Township Office 87 John Street South, Aylmer ** Note:Due to the COVID-19 restrictions, this meeting will be held electronically via videoconference. The meeting will be streamed live on YouTube.** Roll Call Disclosure of Pecuniary Interest Approval of Previous MinutesRES1(Pages9-18) Presentations/Delegations/Petitions DelegationTony Wall - Rezoning ApplicationofDwightand Lydia Steven, owners of property atConcession 3, South Part Lot 21, Township of Malahide,municipallyknownas 6242 Springfield Road.RES 2 Reports of Departments Director of Fire& Emergency Services -Emergency ServicesActivityReportJanuary.RES 3 (Pages 19-22) Director of PublicWorks -Roads Department 2020 Year-End Report.RES 4 (Pages 23 -27) -Tender Results - 2021 Processed Aggregates.RES5(Pages28 -32) -Request to Reserve2020 Allocation for Outstanding Projects. RES6(Pages33-34) -Restructuring Water Boards under the Municipal Act.RES 7 (Pages35-66) Director of DevelopmentServices -Follow-Up Report - Zoning By-lawAmendmentApplicationof Tony Wall, on behalfof Dwight and LydiaSteven.RES8 (Pages67-76) -County ofElginOfficial Plan ComprehensiveReview&Five- Year Update.RES 9 (Pages 77 - 81) Director of FinancialServices/Treasurer -2020 DevelopmentCharges and Reserve Fund.RES 10 (Pages82-84) CAO/Clerk -Results of RFP for Pay Equity & CompensationReview.RES 11(Pages85-87) Reports of Committees/Outside BoardsRES12 LongPointRegionConservationAuthorityBoard of Directors Minutes of January 13,2021.(Pages 88 - 96) CorrespondenceRES13 AssociationofMunicipalities of Ontario - Watch FiledatedFebruary 4and February 11,2021.(PagesC3-8) Township of Asphodel-NorwoodResolution requesting Solicitor General for an extension to deadline for the Community Safetyand Well Being Plan. (PagesC9-10) Township of Guelph/EramosaResolutionrequestingMinistryof Government and ConsumerServices to reviewMunicipal Freedom of InformationandProtectionofPrivacyAct(MIPPA) and consider8 recommendations.(PagesC11- 13) Township of LakeofBays and TownofBracebridge - Resolution requestingFederalandProvincial Governments provideInfrastructure Fundingopportunitiesfor projects prioritized undermunicipal asset management plans toprovidestimulustoeconomies in order to rebound from impactof pandemic. (PagesC14- 17) Township of LakeofBaysResolutionsupportingTownshipof West GreyrequestingProvinceto repeal Schedule 8ofBill 229, Protect, Support and Recover from COVID19 Act, 2020 (Endangered Species Act).(PagesC18-20) 6.Township of Lake of Bays and Township of Conmee Resolution supporting Municipality of Mississippi Mills regarding request to amend Municipal Elections Act to provide clearer wording to assist Clerks in addressing issues regardingadding names to the voters list. (Pages C21 -24) 7.County of Norfolk Resolution requesting the Province to amend Bill 197, COVID-19 Economic Recovery Act, 2020, to eliminate the development approval requirement provisions from adjacent municipalities a final approval for landfills within their jurisdiction. (Pages C25 -26) 8.City of St. Catharines Resolution requesting Province to provide universal paid sick days. (Pages C27 -28) 9.Town of Gore Bay and Township of Georgian Bay Resolution supporting Municipality of Charlton and Dack requesting the province to review recommendations and investigate unethical practices of preferred insurance vendors. (Malahide Township supported a similar Resolution on January 21, 2021). (Pages C29 -31) 10.Township of Lake of Bays and Town of Gravenhurst Resolution supporting Township of Augusta requesting the Province to reverse decision to close the Ontario Fire College. (Malahide Township supported a similar Resolution on February 4, 2021). (Pages C32 -38) 11.Town of Orangeville Resolution requesting that the Provide develop and implement a plan to phase-out all gas-fired electricity generation as soon as possible, with an emphasis on proven renewable energy technologies and energy storage, to ensure that Orangeville and other (Page C39) 12.Ministry of Agriculture, Food and Rural Affairs Information relating to home based food businesses. (Pages C40 -41) 13.Township of Perth South Correspondence to the Province seeking clarification relating to working group to focus on Conservation Authorities. (Pages C42 -45) 14.Ministry of the Environment, Conservation and Parks-Frequently Asked Questions regarding the implications of Proclamation of Various Provisions. (Pages C46 -48) 15.Municipality of Central Elgin Notice of Public Meeting for Proposed Zoning By-law Amendment relating to property at 45939 John Wise Line. (Page C49) 16.Town of Aylmer Notice of Public Meeting for Proposed Minor Variance relating to the following properties: -73 Myrtle Street (Page C50) -142 South Street West 2 applications. (Pages C51 -52) Other Business By-laws Closed Session ConfirmatoryBy-lawRES14(Page97) AdjournmentRES15 **VIDEOCONFERENCE MEETING Note for Members of the Public: In order to respect the State of Emergency declared by the County of Elgin and not hold public gatherings, please note that the Regular Council Meeting scheduled to be held on February 18, 2021will be via videoconference only. Please note that, at this time, there is not an option for the public to call in to this meeting. However, we will be livestreaming the Council Meeting via YouTube.Please click the link below to watch the Council Meeting. https://www.youtube.com/channel/UC2WWxGHYoaNBixWD8viFlGw Written comments regarding the Council Agenda items are welcome please forward such to the Clerk at mcasavecchia@malahide.ca 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 February 4, 2021be adopted as printed and circulated. 2.THAT the presentation received from Tony Wall regarding the Rezoning Application of Dwight and Lydia Steven, owners of property located at Concession 3, South Part Lot 21, Township of Malahide, and municipally known as 6242 Springfield Road, be received. 3.THAT Report No. F21-Emergency Services Activity Report January 4.THAT Report No. PW-21--End 5.THAT Report No. PW-21--2021 Processed 6.THAT Report No. PW-21-Request to Reserve 2020 Allocation for Outstanding Projects AND THAT the Director ofFinance/Treasurer be authorized to transfer $179,700.00 to Reserves from the unspent 2020 Public Works Operating Budget allocation in order to enable the completion of outstanding projects in 2021. 7.THAT Report No. PW-21-Water Boards under 8.THAT Report No. DS-21-10-Up Report -Zoning By-law Amendment Application of Tony Wall, on behalf of Dwight and Lydia Steven AND THAT the Zoning By-law Amendment Application of Tony Wall, on behalf of Dwight and Lydia Steven, BE DENIED for the reasons set out in Report No. DS-21-01. 6 9.THAT Report No. DS-21-County of Elgin Official Plan Comprehensive Review & Five-Year Update AND THAT the Municipal Staff be directed to send formal comments to the County of Elgin in support of its Official Plan Comprehensive Review and Five-Year Update; AND THAT such correspondence to the County include a statement that the Township of Malahide is currently nearing completion of its own Official Plan Comprehensive Review and Five-Year Update and will work with the County of Elgin to ensure conformity between both documents. 10.THAT Report No. FIN 21- website. 11.THAT Report No. CAO-21- Compensati AND THAT the contract to conduct a Pay Equity & Compensation Review be awarded to ML Consulting, in the amount of $28,600 (excluding HST). 12.THAT the following Reports of Committees/Outside Boards be noted and filed: (i)Long Point Region Conservation Authority Board of Directors Minutes of January 13, 2021. 13.THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated February 4 and February 11, 2021. 2.Township of Asphodel-Norwood Resolution requesting Solicitor General for an extension to deadline for the Community Safety and Well Being Plan. 3.Township of Guelph/Eramosa Resolution requesting Ministry of Government and Consumer Services to review Municipal Freedom of Information and Protection of Privacy Act (MIPPA) and consider 8 recommendations. 4.Township of Lake of Bays and Town of Bracebridge -Resolution requesting Federal and Provincial Governments provide Infrastructure 7 Funding opportunities for projects prioritized under municipal asset management plans to provide stimulus to economies in order to rebound from impact of pandemic. 5.Township of Lake of Bays Resolution supporting Township of West Grey requesting Province to repeal Schedule 8 of Bill 229, Protect, Support and Recover from COVID 19 Act,2020 (Endangered Species Act). 6.Township of Lake of Bays and Township of Conmee Resolution supporting Municipality of Mississippi Mills regarding request to amend Municipal Elections Act to provide clearer wording to assist Clerks in addressing issues regarding adding names to the voters list. 7.County of Norfolk Resolution requesting the Province to amend Bill 197, COVID-19 Economic Recovery Act, 2020, to eliminate the development approval requirement provisions from adjacent final approval for landfills within their jurisdiction. 8.City of St. Catharines Resolution requesting Province to provide universal paid sick days. 9.Town of Gore Bay and Township of Georgian Bay Resolution supporting Municipality of Charlton and Dack requesting the province to review recommendations and investigate unethical practices of preferred insurance vendors. (Malahide Township supported a similar Resolution on January 21, 2021). 10.Township of Lake of Bays and Town of Gravenhurst Resolution supporting Township of Augusta requesting the Province to reverse decision to close the Ontario Fire College. (Malahide Township supported a similar Resolution on February 4, 2021). 11.Town of Orangeville Resolution requesting that the Provide develop and implement a plan to phase-out all gas-fired electricity generation as soon as possible, with an emphasis on proven renewable energy technologies and energy storage, toensure that Orangeville and other 12.Ministry of Agriculture, Food and Rural Affairs Information relating to home based food businesses. 13.Township of Perth South Correspondence to the Province seeking clarification relating to working group to focus on Conservation Authorities. 8 14.Ministry of the Environment, Conservation and Parks -Frequently Asked Questions regarding the implications of Proclamation of Various Provisions. 15.Municipality of Central Elgin Notice of Public Meeting for Proposed Zoning By-law Amendment relating to property at 45939 John Wise Line. 16.Town of Aylmer Notice of Public Meeting for Proposed Minor Variance relating to the following properties: -73 Myrtle Street -142 South Street West 2 applications. 14.THAT By-law No. 21-15, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. 15.THATtheCounciladjournits meetingat _______ p.m.to meet again on March 4, 2021, at 7:30 p.m. 9 20-32 February 4, 2021 7:30 p.m. ________________________________________________________________ The Malahide Township Council met via videoconference. The Deputy Clerk was present in the Township Office, 87 John Street South, Aylmer, Ontario. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Mayor and other Members of Council participated remotely. The following members were present: Council Members via Videoconference: Mayor D. Mennill, Deputy Mayor D. Giguère, Councillor R. Cerna, Councillor C. Glinski, Councillor M. Moore, Councillor S. Lewis, andCouncillor M. Widner. Staff via Videoconference: Chief Administrative Officer/Clerk M. Casavecchia- Somers, Director of Financial Services A. Mohile, Director of Fire and Emergency Services B. Smith, Director of Public Works M. Sweetland, Director of Development Services A. Betteridge, Drainage Superintendent B. Lopez, Manager of Information Technology C. Coxen,and Deputy Clerk D. Wilson. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 7:30 p.m. DISCLOSURE OF PECUNIARYINTEREST andthe General Nature thereof: Councillor Widner disclosed a pecuniary interest with respect to the following Council Agenda Items: (D)(i) Meeting to Consider J. A. Charlton Drain 2020. (E)(ii) Public Works Report Request for Drain Improvement: McIntyre Drain. The nature of the conflict being that a Junior Partner at Spriet Associates is an immediate relative of his. MINUTES: 10 20-33 No. 21-45 Moved by:Rick Cerna Seconded by:Max Moore THAT the minutes of the regular meeting of the Councilheld on January 21, 2021be adopted as printed and circulated. Carried. PRESENTATIONS/DELEGATIONS/PETITIONS: -Meeting to Consider J. A. Charlton Drain 2020relating to property at Part Lots 6 and 7, Concession 7, Geographic Township of South Dorchester. Councillor Widner declared a conflict of interest with respect to Council Agenda Item D (i) relating to theJ. A. Charlton Drain 2020, retired from the meeting and abstained from all discussions and voting on the matter. Drainage Engineer, Mike Devos, of Spriet Associates,appeared before the Council to present the Drainage Eng,dated November 25, 2020, regarding the J. A. Charlton Drain 2020and outlined the nature of the proposed work. Mayor Mennill inquired if any persons were in attendance that wished to comment or ask questions concerning the Drainage Report and there were none. Mayor Mennill inquired if any persons, including Members of Council, would like to withdraw or add their names to the Petitionand there were none. No. 21-46 Moved by:Scott Lewis Seconded by:Chester Glinski by Spriet Associates and dated November 25, 2020, be accepted; AND THAT By-law No. 21-12,being a by-law to provide for the J. A. Charlton Drain 2020 drainage works,be read a first and second time and provisionally adopted. Carried. No. 21-47 Moved by:Rick Cerna Seconded by:Dominique Giguère 11 20-34 THAT the Court of Revision for the J. A. Charlton Drain 2020 be scheduled to be held on March 4, 2021, at 7:30 p.m. Carried. No. 21-48 Moved by:Max Moore Seconded by:Rick Cerna THAT the tenders for the construction of the J. A. Charlton Drain 2020 be requested for February 25, 2021 at 11:00 a.m. Carried. The Mayor thanked the Engineer for his report and he retired from the meeting. Councillor Widner resumed his seat in the Videoconference Council meeting. Public Meeting Zoning By-law Amendment, as submitted by Gregory Max Underhill, relating to property at Part Lot 25, Concession 2, Geographic Township of Malahide. No. 21-49 Moved by:Scott Lewis Seconded by:Chester Glinski THAT the Public Meeting concerning the Zoning By-law Amendment Application of Gregory Max Underhill, relating to the property located at Part Lot 25, Concession 2, be called to order at 7:35p.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 5031 Sawmill Road from the Special Agricultural (A2) Zone to the Small Lot Agricultural(A4) 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 January 13 and 20, 2021. In addition, affected property owners within 120 metres 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 overviewandof the applicationtogether with any comments received. The Directoradvised that the purpose of the proposed amendment is to change the 12 20-35 zoning on a surplusfarm dwelling lot proposed to be severed, which contains a single detached dwelling, from the Special Agricultural (A2) zone to the Small Lot Agricultural (A4) zone, to permit the use of the proposed lot for residential purposes. The lot would comprise an area of approximately 2998.4 square metres. The Director advised that the zoning of the retained farm parcel, comprising an area of approximately 40 hectares (98 acres) is proposed to remain within the Special Agricultural (A2) Zone, and prohibit the establishment of any residential dwelling in accordance with Provincial planning directives. The Director noted that the change in zoning for the severed parcel is being requested to fulfil conditions of Application for Consent E42/20 granted by the County of Elgin Land Division Committee. The Director advised that one piece of correspondence was received from Catfish Creek Conservation Authority indicatingno objections. Mayor Mennill asked if any persons were in attendance that wished to make any comments regarding the application andthere were none. Mayor Mennill asked if any Council Members 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. 21-50 Moved by:Max Moore Seconded by:Dominique Giguère THAT the Public Meeting relating to Zoning By-law Amendment Application of Gregory Max Underhill,relating tothe property located at Part Lot 25, Concession 2, be adjourned and the Council meeting reconvene at 7:40 p.m. Carried. No. 21-51 Moved by:Rick Cerna Seconded by:Scott Lewis THAT Report No. DS-21-08Zoning By-law Amendment Application of Gregory Underhill AND THAT the Zoning By-law Amendment Application of David Roe, on 13 20-36 behalf of Gregory Underhill, relating to the property located at CON 2, E PT LOT 25, (Malahide), and known municipally as 5031 Sawmill Road, BE APPROVED for the reasons set out in this Report. Carried. No. 21-52 Moved by:Max Moore Seconded by:Scott Lewis THAT By-law No. 21-11,being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by Gregory Max Underhill, located atPart Lot 25, Concession 2, be given first, second and third readings, and properly signed and sealed. Carried. REPORTS: Director of Fire and Emergency Services -Malahide Fire and Emergency Services 2020 Year End Report No. 21-53 Moved by:Chester Glinski Seconded by:Mark Widner THAT Report No. F21- Carried. Director of Public Works -Tender Results Catfish Creek Drain Cleanout No. 21-54 Moved by:Max Moore Seconded by:RickCerna THAT Report No. PW-21-Catfish Creek Drain AND THAT the tender for the Catfish Creek Drain Cleanout be awarded to Cassidy Construction London Ltd., in the amount of $16,040.00 (exclusive 14 20-37 of HST). Carried. -Request for Drain Improvement: McIntyre Petition Councillor Widner declared a conflict of interest with respect to Council Agenda Item E(ii) relating to theRequest for Drain Improvement: McIntyre Petition, retired from the meeting and abstained from all discussions and voting on the matter. No. 21-55 Moved by:Rick Cerna Seconded by:Scott Lewis THAT Report No. PW-21- AND THAT John M. Spriet, P.Eng., of Spriet Associates Ltd., be appointed Carried. Councillor Widner resumed his seat in the Videoconference Council meeting. Director of Development Services -Outdoor Parking of Transport Trucks in Residential Zones No. 21-56 Moved by:Scott Lewis Seconded by:Mark Widner THAT Report No. DS-21- AND THAT the current Zoning By-law regulations for the parking of commercial vehicles in residential zones be maintained for the reasons set out in this Report; AND THAT the Council consider requests for outdoor parking of transport trucks in residential zones on a case-by-case basis in accordance with the Planning Act, RSO 1990. Carried. 15 20-38 Chief Administrative Officer/Clerk -Springfield Lioness to be Re-named to Springfield Swans No. 21-57 Moved by:Max Moore Seconded by:Chester Glinski THAT Report No. CAO-21- AND THAT the Policy for Founding Organizations be updated, effective June 1, 2021, to reflect the change in name of the Springfield Lioness Club to Springfield Swans Club. Carried. -Complaint Protocol Annual Report No. 21-58 Moved by:Scott Lewis Seconded by:Dominique Giguère THAT Report No. CAO-20- be received. Carried. -Compressed Work Week No. 21-59 Moved by:Dominique Giguère Seconded by:Max Moore THAT the revised HR Policy C-1.3, entitled Compressed Work Week, be approved; AND THAT the Municipal Staff be requested to notify eligible Staff of the opportunity to opt in to a compressed work week schedule. Carried. CORRESPONDENCE: No. 21-60 Moved by:Max Moore 16 20-39 Seconded by:Rick Cerna THAT the Township of Augusta resolution requesting the Province to reverse their decision to close the Ontario Fire College as it is one of the best and most cost-effective methods for municipalities to train firefighters be supported. Carried. No. 21-61 Moved by:Max Moore Seconded by:Rick Cerna THAT the Township of South-West Oxford resolution requesting the Province to allow municipalities to use Automatic Speed Enforcement (aka Photo Radar) be supported. Carried. No. 21-62 Moved by:Max Moore Seconded by:Rick Cerna THAT the following correspondence be noted and filed: 1.Association of Municipalities of Ontario -Watch File dated January 21 and 28, 2021. 2.Municipality of Grey Highlands and Town of Gore Bay Resolution requesting the Province to address seven insurance issues including replacement of joint and several liability; and investigate the unethical practice of preferred vendors. (Malahide Township Council supported a similar Resolution on January 21, 2021.) 3.Town of Plympton-Wyoming and Municipality of West Nipissing Resolution requesting the Province to address concerns regarding municipal drainage matters and the need for coordination with the national railways. (Malahide Council supported a similar Resolution on December 17, 2020.) 4.Town of Plympton-Wyoming Resolution requesting the Province provide longer turnaround times for deadlines on grant applications. 17 20-40 5.Municipality of Mississippi Mills Resolution requesting Province to review Municipal Elections Act to provide Clerks with clarity in addressing issues regarding additions to the voters list. 6.United Counties of Stormont, Dundas & Glengarry, Township of South Stormont, and Township of North Glengarry Resolution requesting the Province to allow small businesses to reopen immediately with the required health guidelines and protocols in place for COVID-19. 7.County of Peterborough Resolution requesting the Province to deploy rapid testing into Long Term Care facilities and commit to vaccinating all Long Term Care Residents with dose by February 15. 8.Town of Aylmer Notice of Public Meeting regarding 2 Minor Variance applications relating to the property at 142 South Street East. 9.Municipality of Central Elgin Notice of Passing ofZoning By-law Amendments relating to the following properties: -6738 Quaker Road. -45811 Fruit Ridge Line Carried. OTHER BUSINESS: -Councillor Widner Apology regarding Closed Session Matter. Councillor Widner noted that he had inadvertently made an error in the Council Code of Conduct by contacting one of the individuals noted in a Human Resources concern fromthe January 19, 2021 Closed Session Council Agenda. He noted that he had contacted that individual(s) to obtain all of the information available in order to make a judgement. He noted that he should have asked for an opinion prior to contacting the individual directly and heapologized for the misstep. Councillor Cerna commented that heunderstoodwanting all of the background information prior to making a decision. Councillor Cerna noted he would like to see changes in procedure in order to ensure proper documentation is exchanged between affected parties. The Clerk/CAO indicated that the process has changed in that future notices will now be sent by registered mail. She noted that if the Council has any concernsregarding any staff reports,they are encouraged to contact staff for clarification and not seek clarification from other external parties. 18 20-41 BY-LAWS: -By-law No. 21-14Agreement with The Talbot Trail ATV Club Inc. regarding use of off-road vehicles. No. 21-63 Moved by:Rick Cerna Seconded by:Scot Lewis THAT By-law No. 21-14, being a By-law to enter into an Agreement with The Talbot Trail ATV Club Inc. to ensure the use of off-road vehicles within the Township of Malahide is orderly and lawful, be given first, second and third readings, and be properly signed and sealed. Carried. CONFIRMATORY: No. 21-64 Moved by:Max Moore Seconded by:Scott Lewis THAT By-law No. 21-13, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 21-65 Moved by:Chester Glinski Seconded by:Mark Widner THATtheCounciladjournits meetingat 8:20p.m.to meet again on February 18, 2021, at 7:30 p.m. Carried. ______________________________________ Mayor D. Mennill ______________________________________ Clerk M. Casavecchia-Somers 19 Report toCouncil REPORT NO.:F21-04 DATE: February 5, 2021 ATTACHMENT:None SUBJECT:Emergency Services Activity Report -January Recommendation: THAT Report No. F21-04Emergency Services Activity Report January be received. Background: Department Responses In January 2021, Malahide Fire Services responded to twenty-two (22) incidents as compared to thirty-nine (39)incidents in 2020,eighteen (18) incidents in 2019, fifty four (54)incidentsin 2018,fifty eight (58)incidents in 2017, fourteen (14) incidents in 2016, andnineteen(19) incidents in 2015. Medical incidents accounted for approximately sixty-three(63%) of all January incidents in 2021. The average age of persons requiring medicalresponse in January 2021was 43with a 71/29male/female ratio. Of the twenty-two (22) incidents in January 2021, South Stationresponded to fourteen (14)incidentsand the North Stations to eight (8) incidents. January Incidents by Station 8 14 South StationNorth Stations 20 January Incidents by Type 0 0 Fire Burn Complaint 1 3 Alarm Malfunction 1 CO Alarm 0 Public Hazard - Wires Down 3 Technical Rescue MVC 14 Technical Rescue Other 0 Medical Assisting Other Fire Department Responses Month to Month Comparison 70 58 54 60 50 39 40 30 22 19 18 14 20 10 0 2021202020192018201720162015 Fire Events Loss/Save There were no structure fires in January, therefore no dollar loss or save to be reported. There was one (1) vehicle fire with a reported loss of $3,500.00. Fire Prevention The Januaryfire safety message of the month was Plan your escape in case of fire Fire Prevention Staff had noactivitiesforFire Prevention instructionand Public Educationin January. Fire Safety Inspections In January 2021,the Staff conducted noinspections.Noinspection orders for non- compliance wereissued. Ontario Police College To date in 2021,the Staff have nottrainedanyPolice Cadets. The current agreement with the Ontario Police College is that they will reimburse MalahideFire Service $2,000.00 per session as well as cover the cost of any equipment that is damaged during any presentation. Thenext training session at OPC isscheduled to be held in May, 2021. To date in 2021, theStaff have not filled anybottles for the OPC. 21 OPC Cadet Training -Year to OPC SCBA Cylinder Filling - Date ComparisonYear to Date 80002500 $2,099.00 $6,000.00 $6,000.00 2000 $1,554.00 6000 $1,407.00 1500 $3,086.00 4000 1000 $2,096.00 647.49 $2,000.00 $385.00 1000 2000 1410830 726231 201 500 489 222 71 55 475 0$-0000 00 20212020201920182017201620152021202020192018201720162015 Motor Vehicle Collision Revenues Malahide Fire Services responded to three (3)motor vehicle collisions(MVC) in January.To date in 2021,we have invoiced$4,885.02for services provided to the MTO andto non-residents of Malahide Township(December, 2020incidents). Accident Invoices -Year $60,000.00 $53,524.46 $50,000.00 $32,621.00 $38,338.00 $40,000.00 $30,940.00 $30,258.62 $26,729.00 $30,000.00 $20,000.00 $4,885.02 $10,000.00 $- 2021202020192018201720162015 Burn Permits To date in 2021,the Staff have issued one hundred twenty-five(125) burn permits. Burn Permits Issued -Year 449 446 442 500 417 412 348 400 300 200 125 100 0 2021202020192018201720162015 General Automatic Aid Agreement(s) The Automatic Aid Agreement with Central Elgin was not activated inJanuary,2021. 22 Mutual Aid Malahide Fire Services was notrequested for Mutual Aid assistance inJanuarynor did Malahide Fire ServicesrequestMutual AidinJanuary. Emergency Management Program Emergency Response No emergency activities in January. Public Education/Awareness Included as apart of Fire Prevention activities. Training TBD. Emergency Management Program Committee Next meeting TBDin 2021. 2021Program Compliance Activities EMPC Meeting TBD ERP Review TBD Annual Exercise TBD Malahide Flood Plan Review TBD Annual CCG Training TBD. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the g . By undertaking a long-range strategy, in consultation with the appropriate emergency services authorities, to identify resources required to optimize the provision of emergency services. Submitted by:Approved by: H. BrentSmith 23 Report toCouncil REPORT NO.:PW-21-12 DATE: February 8, 2021 ATTACHMENT:N/A SUBJECT:Roads Department 2020Year-EndReport Recommendation: THAT Report No. PW-21-12Roads Department 2020Year-EndReport received. Comments/Analysis: The following is a summary of activities completed by the Roads Department during the fiscal year 2020: Culverts and Roadside Drainage: Roads Department Staff completed the installation of approximately 890metres of roadway culverts and roadside drainage pipe in 2020. This work included driveway improvements, road cross culverts,and roadside drainage improvements,in several locations within the Township. In addition, Staff installed 6new catchbasinsto improve roadside drainage conditions. 24 AsphaltPatching,Padding & Shoulder Creep: Township Staff completed approximately 48km (1,450tonnes) of hot mix asphalt edge repairs,asphalt profile corrections,and patching on Township roads in 2020.These repairs extend the lifecycle of our surface treated roadways and improve safety of the motoring public. Staff also placed approximately 86tonnes of cold patchasphalt to repair various potholes on asphalt and surface treated roadways. Dust Control: In 2019,the Township awarded a 3-year contract for the application of dust control products to Da-Lee Dust Control Ltd.,of Stoney Creek, Ontario. Under the 2020portion of this contract, the Township applied 86.4flake tonnesof dust control productcompared to 86.6flake tonnes of dust control in 2019, and 111 flake tonnes of dust control in 2018. Road Reconstruction: The Staff successfully completed 350 metresof road reconstructionon Conservation Line, from the Lee Municipal Drainto Imperial Road during the 2020seasonwhich included roadside drainage improvements, road base improvements, and new double surface treatment applications. 25 Pressey Line Bridge & Culvert Replacement: In September, Staff undertook thereplacement of a cast in place concretebridge and a structural steel culvert on Pressey Line, between Walker Road and Carter Road. Both structures were replaced with pre-cast rigid frame concrete culverts. The project which took 11 weeks to complete,vastlyimprovessafety for motorists by allowing for a widening of the roadway to two full lanes. The new structures also extend the lifespan of the water crossings by an estimated 75 years. 26 Surface Treatment Resurfacing: Municipal Staff contracted Duncor Enterprises,of Barrie, Ontario,to complete surface treatment resurfacing as apart of the Township hard top road maintenance program. A total of 24.5 kilometresof single surface treatment was completedon the following roads: Mapleton Line, from Belmont Road to Imperial Road John Wise Line, from Springfield Road to Richmond Road Calton Line, from Imperial Road to Springfield Road Vienna Line, from Imperial Road to Springfield Road Half Moon Road, from Imperial Road S. to ImperialRoad N. Roadside Ditching & Drainage: The Staff completed atotal of approximately 2.3kmof roadside ditching on County and Township roadsin 2020. Gravel ResurfacingProgram: The Township includes a gravel resurfacing program in itsmaintenance budget. During the year of 2020, Township Staff placed 15,570tonnes of gravel on existing gravel roads. In addition, another1,060tonnes of gravel was use in spot repair locations and gravel shoulders. Winter Control: Though we continue to operate under our winter control program for thiswinter, the 2020 statistics have been compiled. Wecontinued to see a trend of milder temperatures 27 through the winter months of 2020,withthe overall number of winter control responses required belownormal. Though the temperatures are milder, we are experiencing an increasednumber of freeze/thaw cycles and freezing rain/ice events. The total number of winter control event days in 2020were 47. The 5-year average for winter event days is 56. Historical Winter Control Event Days 25 23 2020 19 20 17 16 1515 1414 15 1313 12 9 10 88 77 66 4 5 3333 2 11 0000000 0 JANUARYFEBRUARYMARCHAPRILSUMMEROCTOBERNOVEMBERDECEMBER MONTHS 20162017201820192020AVERAGE There were approximately 36,350lane kilometers of winter control servicing completed in 2020, totalingnearlyof 2,300operator hours. A total of 2,100tonnes of salt,1,064 tonnes of mixed salt/sand,and 14,160litres of anti-icing liquid (beet juice) was applied to the roadways. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland,P.Eng. Roads & Construction Director of Physical ManagerServices 28 Report toCouncil REPORT NO.:PW-21-14 DATE: February 11, 2021 ATTACHMENT:Tender Summary SUBJECT:Tender Results -2021Processed Aggregates Recommendation: THAT Report No. PW-21-14Tender Results -2021 be received. Background: The Township regularly solicits prices from suppliers to secure unit prices for materials at the source. The choice of whether the material is delivered or picked up and from which pit is dependent on the unit prices, location to the pit, and the availability of Staff. Prior to working for the Township, owner operators/contractors are required to supply the proof of: compliance with OH&S, WSIB, Ministry of Labour, adequate insurance coverage, employee training in WHMIS and MSDS,and traffic control plans. A list of suppliers will be posted once the Township has received the proper documentation. Comments/Analysis: ria in selecting service providers. The Township will select service providers and suppliers based on the following: Suppliers history of schedule flexibility/product/quality/H&S compliance Select materials that fit the requirements of the project Select suppliers on availability of product at time of job scheduling Selection is not based solely on lowest $/tonne quoted Haul distances between the jobsite & source pit are considered when selecting the supplier Loader and scale availability is also taken into consideration. 29 In addition to being on the Township website, the contractors below were circulated a copy of the Township quote package. A quote was received from AAROC Aggregates andNicli Aggregates. quotation results. Financial Implications to Budget: The proposed program has beenincluded in the 2021Budget as previously approved by the Council. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ACSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support the MakingStrategic Pillar. Obtaining competitive quotations from local service providers helps to ensure financial efficiencies. Submitted by:Approved by:Approved for Council: Ryan DeSutter,Matt Sweetland, P.Eng., Roads & Construction Director ofPhysical Manager Services 30 SUPPLY OF GRANULAR MATERIALS QUOTE RESULTS (Prices include HST) February 9, 2021-11:00 AM In attendance: PRIVATE OPENING 1.Supply Only Nicli Aggregates$16.95 AAROC Aggregates Alisar Pit$19.15 2.Supply Only AAROC Aggregates Alisar Pit$11.81 3.Supply Only Winter Sand AAROC Aggregates Alisar Pit$9.55 Nicli Aggregates$11.87 4.Supply Only Nicli Aggregates$26.56 AAROC Aggregates Alisar Pit$40.62 5.Supply Only AAROC Aggregates Alisar Pit$40.62 Nicli Aggregates$43.39 6.Supply Only Nicli Aggregates$21.02 AAROC Aggregates Alisar Pit$31.58 7.Supply Only Nicli Aggregates$18.76 AAROC Aggregates Alisar Pit$20.17 31 SUMMARY OF HISTORICAL PRICES PRICE PER TONNE -(All Prices Include Applicable Taxes) 3/4A:(10yr Average Annual Price Increase = 11%) (5yr Average Annual Price Increase = 29%) ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ υЍ͵ВЎ υЎ͵ЊЎ υЎ͵ЌЎ υЎ͵ЍЍ υЎ͵ЍЊ υА͵ЋЉ υБ͵ЊВ υВ͵ЎЎ υЊЎ͵ЎЍ υЊЏ͵ВЎ 3/4" Granular A υЋЉ͵ЉЉ υЊЉ͵ЉЉ υЉ͵ЉЉ ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ GranularB:(10yr Average Annual Price Increase = 11%) (5yr Average Annual Price Increase = 24%) ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ υЍ͵ЌЎ υЍ͵ЍЎ υЍ͵ЉЉ υЍ͵ЉЉ υЌ͵ВЉ υЍ͵ВЍ υЎ͵ВЌ υА͵ЋВ υЊЊ͵БЊ υЊЊ͵БЊ Granular B υЋЉ͵ЉЉ υЊЉ͵ЉЉ υЉ͵ЉЉ ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ :(10yr Average Annual Price Increase = 7%) (5yr Average Annual Price Increase = 14%) ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ υЊЌ͵ЎЉ υЊЌ͵ЏЎ υЊЌ͵АЎ υЊЍ͵ЎЉ υЊЍ͵ЎЉ bƚ .źķυЊА͵ЍЏ υЋЎ͵ВЌ υЌА͵ЋЌ υЋЏ͵ЎЏ 4" to 8" Gabion Stone υЍЎ͵ЉЉ υЌЉ͵ЉЉ υЊЎ͵ЉЉ υЉ͵ЉЉ ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ 32 :(10yr Average Annual Price Increase = 7%) (5yr Average Annual Price Increase = 21%) ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ υЋЋ͵ЉЉ υЋЋ͵ЉЉ υЋБ͵ЎЉ υЊБ͵ЎЉ υЊЏ͵ЉЉ υЋБ͵ЋЎ υЌВ͵БЌ υЍЍ͵ЉЊ υЍЎ͵ЊЍ υЍЉ͵ЏЋ 8" to 12" Blasted Cap Rock υЍЉ͵ЉЉ υЋЉ͵ЉЉ υЉ͵ЉЉ ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ :(10yr Average Annual Price Increase = 8%) (5yr Average Annual Price Increase = 15%) ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ υВ͵ЎЉ υВ͵БЉ υВ͵ВЎ υВ͵ЉЋ υЊЉ͵БА υЊЋ͵БЎ υЊЍ͵ЉА υЊЏ͵ЌЌ υЊА͵ЎЋ υЋЊ͵ЉЋ 3/4" to 1-1/2" Round Clear Stone υЋЎ͵ЉЉ υЊЋ͵ЎЉ υЉ͵ЉЉ ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ :(10yr Average Annual Price Increase = 11%) (5yr Average Annual Price Increase = 19%) ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ υЏ͵ЍЉ υА͵ЉЉ υА͵ЉЉ υБ͵ЉЉ υА͵ВВ ΏΏΏΏΏυБ͵ЋЎ υЊЉ͵ЊЊ υЊЎ͵АЏ υЊБ͵АЏ 3/4" Crushed Asphalt υЋЎ͵ЉЉ υЊЋ͵ЎЉ υЉ͵ЉЉ ЋЉЊЋЋЉЊЌЋЉЊЍЋЉЊЎЋЉЊЏЋЉЊАЋЉЊБЋЉЊВЋЉЋЉЋЉЋЊ 33 Report toCouncil REPORT NO.:PW-21-11 DATE: February 10, 2021 ATTACHMENT:None SUBJECT:Request to Reserve 2020Allocation for Outstanding Projects Recommendation: THAT Report No. PW-21-11Request to Reserve 2020Allocation for Outstanding Projects; AND THAT the Director of Finance/Treasurer be authorized to transfer $179,700.00 to Reserves fromthe unspent 2020Public Works Operating Budget allocation in order to enable the completion of outstanding projects in 2021. Comments/Analysis: The followingPublic Works maintenance projects were initiated,but not completed,in 2020: 1.Road Safety Audit Phase 3of 3(2017 -2020) 2.Pressey Line Surveying 3.Bridge & Culvert Inspection Additional Scope 4.Walker Road Ditching & Drainage Improvements (Pressey Line to Ron McNeil Line) 5.LeviStreet Ditching & Drainage Improvements (Hale Street to Colen Street) 6.Parking Lot Line painting at Malahide Community Place 7.Painting of the washrooms in Wonnacott Park in Port Bruce The Council had approved these projects for completion in 2020through the Public Works Operating Budget, but as a result of time constraints and other priority projects, these projects were not able to carried out. Thus, the Municipal Staff are recommending that $179,700.00of the unspent 2020Public Worksbudget allocation be reserved in order to allow the work to be completed in 2021. Financial Implications to Budget: The Public Works Department is proposing unspent 2020 allocations be carried forward to 2021 as follows: 34 2020 Carry 2020 2020 Unspent Forward ProjectAccountBudget Actuals Budget Budget (B)(A) (B-A)to 2021 01-1320-5395 Pressey Line Survey$10,000 $0$10,000 $10,000 Surveying Road Safety Audit, 01-1320-5430, Bridge & Culvert 5713 Consultants $37,000 $7,997 $29,003 $29,000 Inspection/ Studies 01-1320-5710, Walker Road & Levi 5711, 5712, 5720, Street Ditching & 5721 Bridges & $159,500 $14,910 $144,590 $136,000 DrainageCulverts and Ditching 01-1240-5230 Parking Lot Line MCP Grounds $7,000 $5,012 $1,988 $1,900 Painting -MCP Maintenance Bathroom Painting -01-1260-5220 Wonnacott Park, Port Parks Building $6,500 $3,699 $2,801 $2,800 BruceMaintenance TOTAL$220,000 $31,618 $188,382 $179,700 Carrying the funds forward to 2021 will allow the work to be completedin 2021 without affecting the approved 2021 Budget. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based on four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. o cy throughout Decision-Regularly reviewing Department Operations and projectsensures that the cost of maintaining municipal infrastructure is equitably borne by current and future rate payers. Submitted by:Approved by:Approved for Council: Ryan DeSutter, Roads & Construction Matt Sweetland,P.Eng. ManagerDirector of Public Works Chief Administrative Officer/Clerk Chris Cox, Facilities Coordinator 35 Report to Council REPORT NO.:PW-21-09 DATE: February 10, 2021 ATTACHMENT:Discussion Paper: Boards of Management for Lake Huron and Elgin Area Water Supply Systems Steering Committee Terms of Reference SUBJECT:Restructuring Water Boards under the Municipal Act Recommendation: THAT Report No. PW-21-09Restructuring Water Boards under the Municipal Actbe received. Background: The Elgin Area Water Supply System was constructed and owned by the Province of Ontario until 2000 when the Transfer Order created a Board of Management for the System, transferring the System ownership to the benefiting municipalities. This Transfer Orderimplied that the System is a Corporation, however the Order and enabling Act did not explicitly state that, which has left the legal status of the System in question,leaving the Primary System with the inability to explicitly enter into legalcontractsin accordance with the Municipal Act. Comments/Analysis: The Municipal Act, 2001 allows two or more municipalities to enter into an agreement to create a Joint Municipal Services Board or a Municipal Services Corporation for the purpose of undertakingactivities or services collectively authorized by the municipalities. As it applies to the Regional Water System, these two options may be considered to clear , allowing the system to become contracts in accordance with the Municipal Act. The attached discussion paper prepared by the Lake Huron & Elgin Area Water Supply Systems outlines the differences and implications of creating either a Joint Municipal Services Board or Joint Municipal Services Corporation. 36 In summary, a Joint Municipal Services Board -generally acts as an extension of a department within the municipality, and answers directly to its board whose membership is appointed by the Council of a municipality. A MunicipalServices Board is bound bywhat the municipalities can and cannot do, and may retain employees, enter into contracts and have a bank account, unless the Municipal Council specifically provides otherwise when establishing such board. The member municipalities assume financial and legal responsibility for the Municipal Services Board and the service. A Joint Municipal Services Board ensures all assets and liabilities are jointly held by the participating municipalitieswhich are reported on the participating municipalitiesfinancial statements and in turn impacting their respective debt-carrying capacity, in proportion to the water volume supplied to that Municipality. Conversely, a Joint Municipal Services Corporation operates as an independent arms- length entity from the municipalities, thereby insulatingmunicipalities and their Councils from assets and liabilities (debts carried by the Primary system).Membership to the Board of Directors would be appointed as outlined in a Shareholders Declaration(to be negotiated and approved by all municipalities), which specifically identifies the activities and scope of services of the Corporation and reporting requirements. The Corporation would be case to be developed, including public participation in accordance with O. Reg. 599/06. Due to the significant amount of preparation required to pursue these options, the Lake Huron and Elgin Area Water Systems have offered to coordinate and facilitate the requirements on behalf of the municipalities. In order to avoid duplication of efforts, the EAPWSS has proposed the formation of one Steering Committee to investigate the appropriateness of each option for each water system, or one for the entire region;it being noted that the formation of either option requires unanimous agreement of the benefiting municipalities. The Director of Public Works participated in the first steering committee meeting held virtually on January 20, 2021,the purpose of which was an introductionof members and discuss the Terms of Reference of the Committee (attached)and consideration for future meeting attendance. Poll results are presently being awaited, to consider the frequency of meetings as there were many mixed reviews amongstCommittee members regarding the urgency of a solution, or whether a solution is required. The purpose of this report is to provide the Municipal Council with an update of the issue at hand, and provide notification that future updates will be forthcoming regarding discussions of the committee, for the purpose of the Council preparing a recommendation of opinion with respect to the options at hand (Do Nothing, Municipal Services Board, or Municipal Services Corporation). 37 Financial Implications to Budget: There may be future financial implications as a result of obtaining legal advice related to the above noted optionsas a solution is sought. The specific amount is unknown at this time. Summary: The implied legal status of the Elgin Area Water Supply System is in question due to irregularities in the Transfer Order handed down from the Province of Ontarioin 2000. To clear up the legal status and address the implications of various options allowable under the Municipal Act, the Lake Huron and Elgin Area Water Systems havepreparedterms of reference for a Steering Committee to review these various options as they apply to benefiting municipalities. Unanimous consent is required among all Municipalities if any change is to occur. The Staff will bring further updates to the Council regarding the discussions of the Committee, and solicit the Councilrecommendation accordingly. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. One of the goals that support Financial Efficiency throughout Decision. Ensuring that the cost of maintaining municipal infrastructure is equitably borne by currworks to achieve this goal. Submitted by:Approvalfor Board: Matt Sweetland, P. Eng., Director of Physical Services 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 DRAFT TERMS OF REFERENCE for a STEERING COMMITTEE collaborating to explore OPTIONS TO ESTABLISH A MUNICIPAL SERVICE BOARD(S) AND/OR MUNICIPAL SERVICES CORPORATION(S) UNDER THE MUNICIPAL ACT related to the LAKE HURON PRIMARY WATER SUPPLY SYSTEM and the ELGIN AREA PRIMARY WATER SUPPLY SYSTEM August 2020 Draft Document for Discussion Purposes Only 61 MUNICIPAL SERVICES BOARD/MUNICIPAL SERVICES COPORATION STEERING COMMITTEE Terms of Reference 1.0 Background The Lake Huron Water Supply System and the Elgin Area Water Supply System (collectively Ðthe Regional Water SystemsÑ) were each constructed and owned by the Province of Ontario until 2000 when the Minister of the Environment, through Transfer Order issued under the Municipal Water and Sewage Systems Transfer Act, 1997, created a Board of Management for each of the Regional Water Systems and transferred ownership to the benefiting municipalities as an undivided share and tenant-in-common. While the Transfer Order implied that the Regional Water Systems were a corporation (body-corporate), the Order and the enabling Act did not explicitly state it, leaving the legal status of the Regional Water Systems in question. As the legal status of the Regional Water Systems remains unclear, legal liabilities of the Regional Water Systems extend directly to the benefiting municipalities and their respective Councils. The benefitting municipalities currently hold the Regional Water System basis, each in proportion to the volume supplied to the respective municipality in that year. Debt incurred by the Regional Water Systems must be held by the benefiting municipalities and runs the risk of significantly reducing or eliminating the debt capacity of the municipalities and hindering the municipalitastructure within their municipality. The Municipal Act, 2001, establishes the authority of a municipality to create a Municipal Service Board (sections 194 - 202), or a Municipal Services Corporation (section 203) for the purpose of undertaking activities or services authorized by the municipality. In addition, two or more municipalities may enter into an agreement to create a Joint Municipal Services Board (section 202) or Municipal Services Corporation (section 203) for the purpose of undertaking activities or services collectively authorized by the municipalities. With respect to the Regional Water Systems, there are two general options under the Municipal Act, 2001 that can be considered: the establishment of a Joint Municipal Services Board, and the establishment of a Municipal Services Corporation. To address the legal status of the Regional Water Systems, as well as limiting the financial implications and liabilities to the benefiting municipalities, it is recommended that the municipalities acting collectively consider the establishment of a Joint Municipal Services Board under section 202 or a Municipal Services Corporation under section 203 of the Municipal Act for each water system to undertake the services currently undertaken by the Regional Water Systems. 2.0 Mandate The mandate of the Steering Committee will be to explore options for the establishment of a (Joint) Municipal Services Board(s) and/or Municipal Services Corporation(s) in accordance with the Municipal Act, 2001, S.O. 2001, c.25. August, 2020 Page 2 of 7 62 MUNICIPAL SERVICES BOARD/MUNICIPAL SERVICES COPORATION STEERING COMMITTEE Terms of Reference 3.0 REPRESENTATION Each municipality which benefits from the Lake Huron and Elgin Area Water Supply Systems may appoint no more than two people to the Steering Committee. Each member of the Steering Committee acknowledges that they are speaking on behalf of their municipality and are responsible for bringing the recommendations of the Steering Committee to their municipality and Municipal Council for consideration. For the purpose of system-wide coordination and provision of support services to the Steering Committee, the Regional Water Systems may appoint up to two non-voting representatives. cipate in the discussions and deliberations of the Committee but does not have decision-making authority on the Committee. 4.0 STEERING COMMITTEE MEMBERSHIP aǒƓźĭźƦğƌ AylmerJenniferReynaert(ChiefAdministrativeOfficer) wĻƦƩĻƭĻƓƷğƷźǝĻƭ KaleBrown(DirectorofCorporateServices) BayhamMattSweetland(MalahideDirectorofPhysicalServices) BluewaterJimFergusson(DeputyMayor) LaurieSpenceBannerman(ChiefAdministrativeOfficer) CentralElginDennisCrevits(Councillor) GeoffBrooks(Director,Infrastructure&CommunityServices) DuttonDunwichTrishCorneil(Councillor) LambtonShoresJeffWilcox(Councillor) StephenMcAuley(DirectorofCommunityServices) LondonScottMathers(Director,Water&Wastewater), AaronRozentals(DivisionManager,WaterEngineering) LucanBiddulphCathyBurghardtJesson(Mayor) JeffLittle(Manger,PublicWorks) MalahideMattSweetland(DirectorofPhysicalServices) MiddlesexCentreRobertCascaden(DirectorofEngineering) EricJoudrey(ManagerofWater/Wastewater) NorthMiddlesexBrianRopp(Mayor) JonathanLampman(InfrastructureManager) August, 2020 Page 3 of 7 63 MUNICIPAL SERVICES BOARD/MUNICIPAL SERVICES COPORATION STEERING COMMITTEE Terms of Reference St.ThomasSteveWookey(Councillor) JustinLawrence(CityEngineer) SouthHuronMarissaVaughan(Councillor) DanBest(ChiefAdministrativeOfficer) SouthwoldGrantJones(Mayor) RobertMonteith(DeputyMayor) StrathroyCaradocJoanneVanderheyden(Mayor) GeorgeElliott(Director,Engineering&PublicWorks) wĻŭźƚƓğƌ‘ğƷĻƩ AndrewHenry(DirectorRegionalWater) {ǤƭƷĻƒƭ wĻƦƩĻƭĻƓƷğƷźǝĻƭ (nonvoting) No sub-committees will be created for this initiative. 5.0 STEERING COMMITTEE RESPONSIBILITIES The Steering Committee is responsible for undertaking and participating in discussions, reviewing of options, and coming to a consensus in determining the recommended framework for establishing a Joint Municipal Services Board and/or a Municipal Services Corporation for the Regional Water Systems. If the benefiting municipalities of one Regional Water Supply System achieve consensus, and the recommendation does not materially impede the benefiting municipalities of the other Regional Water System from deliberating and achieving a recommendation by consensus, the recommendation of the one Regional Water System may proceed to the Councils of the benefiting municipalities. For Example: If the municipalities benefiting from the Lake Huron Water Supply System determine, by consensus, that the recommended option for the Lake Huron Water Supply System is to establish the system as a Joint Municipal Services Board separate from the Elgin Area Water Supply System, the Members of the Steering Committee from the Lake Huron municipalities may proceed with proposing the recommendation to their respective Municipal Council for their approval. This recommendation does not prevent the municipalities of the Elgin Area Water Supply System from deliberating on either a Joint Municipal Services Board or Municipal Services Corporation for the Elgin Area Water Supply System. August, 2020 Page 4 of 7 64 MUNICIPAL SERVICES BOARD/MUNICIPAL SERVICES COPORATION STEERING COMMITTEE Terms of Reference Options which may be considered by the Steering Committee include, but are not limited to: Do Nothing: The legal and related status of the Regional Water Systems will remain unchanged, and continue to operate in accordance with the Transfer Orders issued by the Minister of the Environment in 2000 under the Municipal Water and Sewage Systems Transfer Act, 1997, as well as subsequent Policies and Bylaws approved by the respective Board of Management for the Regional Water Systems. Establishing one or both Regional Water System as its own Joint Municipal Services Board in accordance with section 202 of the Municipal Act, 2001. Establishing both Regional Water Systems as one combined Joint Municipal Services Board in accordance with section 202 of the Municipal Act, 2001. Establish one or both Regional Water System as its own Municipal Services Corporation in accordance with section 203 and Regulation 599/06 of the Municipal Act, 2001. Establish both Regional Water Systems as one combined Municipal Services Corporations, with or without subsidiary corporations for each service area, in accordance with section 203 and Regulation 599/06 of the Municipal Act, 2001. If it is clear that consensus cannot be achieved, the Regional Water System(s) will continue under the current structure as established by Transfer Order issued under the Municipal Water and Sewage Systems Transfer Act 6.0 COMMUNICATION AND ADMINISTRATION The Regional Water Supply will provide coordination and administrative services for the Steering Committee as needed. Individual members of the Steering may communicate ideas or concerns from individual municipalities and to the Steering Committee and represent the interest of their municipality to the Steering Committee. Likewise, the Steering Committee members are expected to keep their municipalities informed of the discussions and consensus recommendations of the Steering Committee. 7.0 COMMITTEE ORGANIZATION Meetings of the Steering Committee will be chaired by the representative of the Regional Water Supply for the sole purpose of agenda and meeting management. The Steering Committee will meet at least monthly, or more frequently related to major milestone dates as defined by the members. The Chair will ensure that a detailed agenda is provided to the Steering Committee members at least one (1) week prior to each meeting. If issues are to be raised which require August, 2020 Page 5 of 7 65 MUNICIPAL SERVICES BOARD/MUNICIPAL SERVICES COPORATION STEERING COMMITTEE Terms of Reference member(s) to obtain feedback from their respective municipalities prior to the meeting, notification will occur at least two (2) week prior to the release of the agenda to ensure adequate time for members to receive feedback. Any supporting material and administrative supports necessary for the operation of the group will be provided by the Chair. 8.0 COMPENSATION Representation on the Steering Committee is on a voluntary basis. Expenses incurred by Steering Committee members are to be reimbursed by the respective municipality in 9.0 Accessibility for Ontarians with Disabilities Act While Steering Committee meetings are closed to the public, documents produced for meetings and the deliberations of the Steering Committee will comply with the Accessibility for Ontarians with Disabilities Act, 2005, and the WCAG 2.0 AA standard. Documents produces for the consideration of the Steering Committee and in support of the deliberations will be posted to a private SharePoint site and made available to Steering Committee members. August, 2020 Page 6 of 7 66 MUNICIPAL SERVICES BOARD/MUNICIPAL SERVICES COPORATION STEERING COMMITTEE Terms of Reference Name, Title & Organization Email Phone ahenry@huronelginwater.ca 519-930-3503 Water Ext.1355 Lake Huron & Elgin Area Water Supply Systems August, 2020 Page 7 of 7 67 Report to Council REPORT NO.:DS-21-10 DATE: February 18, 2021 ATTACHMENT:PreviousReport No. DS-21-01 SUBJECT: Follow-Up Report -Zoning By-law Amendment Application of Tony Wall,on behalf of Dwight and Lydia Steven LOCATION: Part of Lot 21, Concession 3 (Pt. 13, 11R-8049)(Malahide) (Ward 4)(6242 Springfield Road) Recommendation: THAT Report No. DS-21-10Follow-Up Report -Zoning By-law AmendmentApplication ofTony Wall,on behalf of Dwight and Lydia Steven received; AND THAT the Zoning By-law Amendment Application ofTony Wall,on behalf of Dwight and Lydia Steven,BE DENIED for the reasons set out in ReportNo. DS-21- 01. Background: The subject Zoning By-law Amendment Applicationwas considered by the Council at a Public Meeting held January 7, 2021. It is proposed that an existing 3,200 squarefeet accessory building (shop) would be used as a for a temporary period of timewhile public health restrictions are in place for social gatherings due to the COVID-19 pandemic; after such time it is proposed that the use wouldcease. Two pieces of written correspondence were received opposing the Application. The Council deferred a decision by passing the following resolution: Resolution No. 21-04 Moved by:Rick Cerna Seconded by:Dominique Giguère 68 THAT Report No. DS-21-01 entitled -law Amendment Application of received; AND THATfurther consideration ofthe Zoning Bylaw AmendmentApplication of Tony Wall, on behalf of Dwight and Lydia Steven, BEDEFERRED, pending a further review by the Applicant of the feasibility ofproceeding with the application in recognition that significant upgrades arenecessary under the Building Code and Fire Code in order to enable thesubject building to be used as a place of worship. Carried. Comments/Analysis: -21-01) on this Application is attached for convenience purposes. The Township Planner remains of the opinion that theApplication should be denied as theusewill require significant permanent upgrades to the building in order to meet health and safety requirements, and will create a desire for this building and the property to be used in a manner not permitted in the Official Plan and Zoning By-law. Notwithstanding, and as provided in the previous report, a draft Temporary Use By-law has been prepared that would limit the temporary use to a period not to exceed 12 months, and that the use be subject to a site plan agreement. Financial Implications to Budget: N/A. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. One of the goals that support new development in a responsible manner that directs growth to appropriate Submitted by:Approved by: Adam Betteridge, MCIP, RPP Director of Development Services (Township Planner) 69 Report to Council REPORT NO.:DS-21-01 DATE: January 7, 2021 ATTACHMENT:Application, By-law SUBJECT: Zoning By-law Amendment Application ofTony Wall,on behalf of Dwight and Lydia Steven LOCATION: Part of Lot 21, Concession 3 (Pt. 13, 11R-8049)(Malahide) (Ward 4)(6242 Springfield Road) Recommendation: THAT Report No. DS-21-01Zoning By-law AmendmentApplication of Tony Wall,on behalf of Dwight and Lydia Steven AND THAT the Zoning By-law Amendment Application ofTony Wall,on behalf of Dwight and Lydia Steven,BE DENIED for the reasons set out in this Report. Background: The subject Zoning By-law Amendment Application submitted by Tony Wall, on behalf of the property owners,to permit a use described as The subject property is approximately 10.9hectares (26.9acres) in area, and has approximately 275metres(902feet) of frontage along the eastside of Springfield Road. The subject property is located just south ofthe hamlet of Mount Salem. There is an existing single-detached dwelling, a recently constructed accessory building (shop), and a storage building on the subject property. The subject property is surroundedby lands zoned for agriculturaluses. It is proposed that theuse wouldbe establishedand conductedin the existing 3,200 sq. ft. accessory building (shop) recently constructed on the subject property.Although the shop was not constructed for this purpose, the property owners 70 desire tomake the necessary building upgrades in order to conduct church services temporarily for a portion of the whole congregation that they belong to. Such use would occur only while public health restrictions are in place for social gatherings due to the COVID-19 pandemic; after such time it is proposed that the use wouldcease. Provincial Policy Statement (PPS) Policies of particular relevance in the review of the proposal include Sections 2.3.3 (permitted uses and activities inprime agricultural areas) and 2.3.6 (non-agricultural uses in prime agricultural areas).Such will be further discussedin the Comments/ Analysissection of this report below. County of ElginOfficial Plan The subject Agriculture Area Woodlands Petroleum Resources). In addition to the above, the subject property is identified as having frontage along a County Collector proposal (no seek to limit non-farm uses from occurring and directing those to settlement areas. Provided that the proposed use would indeed only be conducted on a short, temporary basis, it canbe considered that the Applicationdoes not conflict with the County of Elgin Official Plan. Malahide Official Plan The subject property is designatedAgriculture(Land Use Plan)and Provincially Significant (20+ ha)Woodlands,Hazard Lands,andWatercourseon 2(ConstraintsPlan). Similar to the County Official Plan above, no new development is proposed that would impactthe woodlotorwatercourse/hazard landson the property. The Agriculturedesignationalso seeks to direct non-farm and non-farm related uses to the settlement areas. Section 2.1.4,Secondary Uses and Agricultural Related Uses occur on farm properties. Such uses are intended to support and be accessory to a farm operation, and do not include institutional uses such as churches. The A- 8.15 of the Malahide Official Plan. Temporary Use By-laws may be passed to allow land, buildings and structures to be zoned fortemporary uses for renewable periods of up to three years. Suchby-laws may also beextended indefinitely, at the discretion of 71 Council, providing that each extension is enactedby anappropriately approved by-law pursuant to the Planning Act. Malahide Council has traditionally employed temporary use by-laws for mobile homes, however such by-laws can apply to broader situations that the Council deems appropriate.Further, temporary use by-laws should not be used where the proposed useis not permitted Malahide Zoning By-law No. 22-18 General Agricultural (A1) Zoneon Key Map 83of -law No. 22-18,and a portion of the subject Regulated Area General Agricultural (A1) Zonedoes not permit ato occur, and as such the Application proposes such to occur on the property through a temporary use by-law. Public/Agency Comments Received Notice of Public Meeting was given in accordance with Planning Act regulations. As of the date of writing this report, the following has been received: The Catfish Creek Conservation Authority(CCCA) (emaildated December 16, 2020)has advised that it hasno objections to the application. Southwestern Public Health (letter dated December 17, 2020) has advised that it has no objections to the application, provided thepublic facilityconformsto applicable regulatory requirements. hief and Chief Building Official attended the site along with the Applicant to discussed Building and Fire Code Requirements if approved. Their respective comments have been sent to the Applicant under separate cover. There have been no comments received from the general public as of the date of writing this report. Comments/Analysis: The Township Planner has reviewed the Applicationtogether withthe applicable policies and Planning Act legislation. The PPS defines On-farm diversified uses as follows: On-farm diversified uses: means uses that are secondary to the principal agricultural use of the property, and are limited in area. On-farm diversified uses include, but are not limited to, home occupations, home industries, agritourism uses, and uses that produce value-added agricultural products. Ground-mounted 72 solar facilities are permitted in prime agricultural areas, including specialty crop areas, only as on-farm diversified uses. It is the opinion of the Township Planner that the proposed use is not, and should not be On-farm diversified usein the PPS above, such uses are to be secondary to the principal agricultural use of the property.Although portions of the property are cultivated, the subject property does not contain a farm operation. In addition to the above, the Applicants have commissioned a letter in support of their application from Mr. David Roe, registered professional land-use planner. Mr. Roe advises in his letter that he is of the opinion that the proposal is consistent with the PPS. Minimum Distance Separation (MDS) Formulae and Guidelines, relief is given to allow churches andother institutional uses in the prime agricultural area for those communities reliant on horse- on horse-drawn transportation, but rather suggests relief should be granted only while restrictions are in place for social gatherings due to the COVID-19 pandemic. Although theTownship Planner does not entirely disagree with the above rational given by Mr. Roe, the Township Planner is concerned that, giventemporary use by-laws do not provide relief from any applicable building, fire, or other applicable code requirements, the necessary upgrades needed to the shop and the property to conduct gatherings mayrequire substantial financial investment,and becomepermanent upgrades. Given thisneeded investment and improvement to the property, there could be expressed desire (by the property owners) to allow permanent non-farm uses to occur on this sitefollowing the pandemicon a permanent basis. The Township Planner agrees that this is a very unique proposal, and to a large extent the land-use planning policies that we have to evaluate proposals do not contemplate rare and wide spreading occurrences such as a global pandemic. If the proposed use indeed occurs on only a short-term temporary basis, much of the applicable policy can be considered satisfied. Notwithstanding, this proposal should still be evaluated on the basis of whether or not it is in the best interestof the community. The Councilshould consider and be cognizant that the proposal seeks to permit a new, albeit temporary gathering space during a critical time when social gatherings are being widely discouraged by governments and public health officials. Although it is recommended that the Application be denied, if the Council deems it appropriate to approve and allow the proposed use to occur,in addition to the proposal meeting all applicable fire/building code and health unit requirements,it is advisable that the Council stipulate in the temporary use by-law thatthe use, prior to any gatherings occurring, be subject to site plan control(being an executed site plan agreement)in accordance with Sections 8.16 and 8.16.1.2of the Malahide Official Plan. Subjecting the useto site plan control will ensure that such matters as on-site parking, emergency access route(s), and temporary washroom facilities,as well as any on-site 73 facilities to be establishedas per the above-noted fire/building code and health unit requirements,will be appropriately provided and addressed. It is also recommended that if the Application is approved, that the temporary use by- law be limited to a period of no more than twelve (12) months. Financial Implications to Budget: N/A. Relationship to Cultivating Malahide: The Cultivating MalahideIntegrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Local Government. One of the goals that support te Submitted by:Approved by: Submitted by: Adam Betteridge, MCIP, RPP Director of Development Services (Township Planner) 74 THE CORPORATION OF THETOWNSHIP OF MALAHIDE BY-LAW NO. 21-04 Being aBy-law toamend By-law No. 18-22 Dwight and Lydia Steven 6242 Springfield Road WHEREASthe Council of The Corporation of the Township of Malahide deems it necessary in the public interest to pass a By-law to amend By-law No. 18-22, as amended; AND WHEREAS,pursuant to the provisions of Section 34 of the Planning Act, as amended, By- laws may be passed by Councils of municipalities for prohibiting or regulating the use of land and the erection, location, or use of buildings or structures within the municipality for or except for such purposes as may be set out in the By-law, and for regulating in certain respects buildings or structures to be erected or located within the municipality; AND WHEREAS,pursuant to the provisions of Section 39 of the Planning Act, as amended, By- laws may be passed by Councils of local municipalities under the provisions of Section 34 of the Planning Act to authorize the temporary use of land, buildings,or structures for any purpose set out therein for a period of time not exceeding three years from the day of the passing of the By-law; AND WHEREASthis By-law conforms with the Official Plan of the Township of Malahide, as amended; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THATthe area shown (A1-law No. 18-22 and shall be subject to the added provisions of Section 5.4.12 of By-law No. 18-22 as set forth in this By-A1- 12-T-law No. 18-22, as amended. 2.THATBy-law No. 18-22, as amended, is hereby further amended by amending Section 5.4 GENERAL AGRICULTURAL (A1) ZONE -, by adding the following new subsection. 4.12a)Defined Area-12-83,being Part of Lot 21, Concession 3 (Malahide), known municipally as 6242 Springfield Road. b)Notwithstanding any provisions of Section 5.1 of By-law No. 18-22 to the 75 contrary, an additional use described as a Place of Worship in accordance with Section 2.164 of By-law No. 18-22shall be permitted to occur within an existing 3,200 sq. ft. accessory building located on the lands described in a) above for a period of twelve(12)months from the day of passing of By-law th No. 21-04(February 18, 2021) on the 1-12- shown on Key Map 83-law No. 18-22(also shown on -law No. 21-04). c)For the purposes of paragraph b) above, the additionaluse described as a Place of Worship shall not occur until a development agreement in accordance with Section 41 of the Planning Act, R.S.O. 1990, addressing such matters as on-site parking, emergency access route(s), and temporary washroom facilities,has been executed with the Township of Malahide. d)Upon the expiry of the time period during which the authorization of the temporary use described in paragraph b) above is in effect, Section 34(9)(a) of the Planning Act, R.S.O. 1990 does not apply so as to permit the continued use of the land, buildings, or structures for the permitted temporary use. e)Upon the expiry of the time period during which the authorization of the temporary use described in paragraph b) above is in effect, the zone General Agricultural (A1) -1 Key Map 83-law and the applicable provisions of this By-law shall apply. f)All other applicable provisions of By-law No. 18-22, as amended, shall apply. 3.THAT thisBy-lawshallcome into force: a) prescribed by the Planning Actand regulations pursuant thereto, upon the expiration of the prescribed time; or b) prescribed by the Planning Actand regulations pursuant thereto, upon the approval of the Local Planning Appeal Tribunal. th READ aFIRSTandSECOND time this 18day of February, 2021. th READ aTHIRD time andFINALLY PASSED this 18day of February, 2021. ____________________________________ Mayor D. Mennill ____________________________________ 76 LANDS SUBJECT TO TEMPORARY USE BY-LAW This is Schedule 'A' to By-law No. 21-04 passed on the 18th day of February, 2021 MAYOR CAO/CLERK Map 81 Township of Malahide Comprehensive Zoning By-law No.18-22 o SCHEDULE 'A' Metres Map 83 050100200 77 Report toCouncil REPORT NO.:DS-21-11 DATE: February 18, 2021 ATTACHMENT:County of Elgin Notice: Special Meeting of County Council/Public Notice County of Elgin Official Plan Review SUBJECT:COUNTY OF ELGINOFFICIAL PLAN COMPREHENSIVE REVIEW ANDFIVE-YEAR UPDATE Recommendation: THAT Report No. DS-21-11entitledCounty of ElginOfficial PlanComprehensive Review & Five-Year Update; AND THAT the Municipal Staff be directed to send formal comments to the County of Elgin in support of its Official Plan Comprehensive Review andFive- Year Update; AND THAT such correspondence to the County include a statement that the Township of Malahideis currently nearing completion ofits own Official Plan Comprehensive Review andFive-Year Updateand will work with the County of Elgin to ensure conformity between both documents. Background: The Township has received formal notice from the County of Elgin that it is commencing with aComprehensive Review & Five-Year Update of its Official Plan. As the Council is aware, in early 2019, theTownship Council commenced with the comprehensive review and update of its own Township of Malahide Official Plan, which isanticipatedto be complete within the next few months. It is expected that the County of Elgin Manager of Planning will engage with the Council at an upcoming meeting to help inform the scope of itsreviewprocess, and will provide the Council with more detailed information at that time. 78 Comments/Analysis: With the County beginning its own official plan review and update process,the Municipal Staff feel that proceed and completedas scheduled. As the Township is a Lower-Tier municipality, its Official Plan is required to conform to the Upper-Tier Official Planof the County Review process,,may jeopardize this conformity requirement from being met. opinion that both OP Review processes will be required toensure consistency with the Provincial Policy Statement (PPS), and that any inconsistencies between the updated official plans, if at all, would be minor and able to be rectified through an administrative amendment to the (then updated) Township of Malahide Official Plan. In this regard, the Township Planner believes that the Township is in a favorable position,given that the work that has been completed to date on OP Review process can be easily provided to the County for its review process. Updating and completion of both official plans is very important for growth and development in the Township. The Township Planner is not concerned with the County commencing its own review process, and looks forward to working with the County, other Township Staff, and the Council towards updated and modernized official plans at both levels. 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 Government. In addition to the Township of Malahide Official Plan, the County of ElginOfficial Plan is also an importantupper-tier policy document for our municipality. By ensuring that the the review and update of the County Official Plan, including the information arising from the consultation with our community that has occurreddu-year Official Plan Review process, will meet many of the goals established under the four pillars of the ICSP noted above. Submitted by:Approved by: Adam Betteridge, MCIP, RPP Director of Development Services (Township Planner) 79 Submitted by:Approved by: 80 Special Meeting of County Council/Public Notice County of Elgin Official Plan Review TAKE NOTICEthat the Corporation of the County of Elgin will hold a Special Meeting of Council to discuss revisions that may be required to the Elgin County Official Plan. This meeting is required under the provisions of Sections 17 and 26 of the Planning Act, RSO 1990, as amended. An Official Plan is a legal statutory planning document required by the province that - the vision, goals and policy directions of the County, as established by the community, and provides guidance for land use planning decisions in the County; including: locations for settlement areas, agricultural lands, and natural heritage; when and in what order parts of our communities will grow; and protection for agricultural, mineral and environmental resources. The purpose of an Official Plan 5-Year Review update is to ensure that the community vision/values, directions, policies and actions in the Plan reflect changes and meet the needs of the community for the future, and to review for consistency with the Provincial Policy Statement. A public meeting will be held to discuss potential revisions to the County of Elgin Official Plan. The County is required to update their Official Plan at least every five years, in accordance with Section 26 of the Planning Act. Your insights and input will help inform and shape the new Plan. ANY PERSON is invited to attend the special meeting and make oral representation. The special meeting will be held on: Date: Thursday, February 25, 2021 Time: 7:00 p.m. Place: This Facebook page www.facebook.com/elgincountyadmin You may provide comments at thepublic meetingby phone or on-line via WebEx. Only those that register will be permitted to participate during the meeting. To register, send your request viaemailno later than 4:30 p.m. on Monday, February 22, 2021. Phone requests to join the meeting by phone may be made to: (519) 631-1460 ext.183 Please include your first and last name, phone number, home address with postal code, and any prepared speaking notes. Tell Us What You Think We are interested to hear your comments and thoughts. You can provide input in several ways. 1) REVIEWING OFFICIAL PLAN MATERIALS As the Official Plan Review progresses, documents and materials will be made www.elgincounty.ca/officialplanreview. 81 2)PROVIDE WRITTEN COMMENTS Written comments about the Official Plan Review may be submitted via emailto opreview@elgin.ca or by mailat: Official PlanReview, County of Elgin 450 Sunset Drive St. Thomas, ON. N5R 5V1 3) COMPLETE THE SURVEY This survey will gather your thoughts on community priorities and vision for the County. 4) PARTICIPATE AT THEPUBLIC MEETING This is the first meeting before Council regarding the Official Plan Review.There will be additional opportunities for comment throughout the review process. Please see theOfficial Plan Reviewwebpage (www.elgincounty.ca/officialplanreview)for more detailsand to see where we are at in the process. To register or for further information: phone: 519-631-1460 ext.183 email:opreview@elgin.ca website:www.elgincounty.ca/officialplanreview If a person or public body would otherwise have an ability to appeal the decision of the County of Elgin to the Local Planning Appeal Tribunal but the person or public body does not make oral submissions at a public meeting or make written submissions to the County of Elginbefore the proposed official plan or official plan amendmentis adopted, the person or public body is not entitled to appeal the decision.If a person or public body does not make oral submissions at a public meeting or make written submissions to County of Elginbefore the proposed official plan or official plan amendmentis adopted, the person or public body may not be added as a party to the hearing of an appeal before the Local Planning Appeal Tribunal unless, in the opinion of the Tribunal, there are reasonable grounds to add the person or public body as a party. 82 Report toCouncil REPORT NO.:FIN-21-04 DATE: February 18, 2021 ATTACHMENT:Development Charges Reserve Fund Statement SUBJECT:2020 Development Chargesand Reserve Fund Recommendation: THAT Report No. FIN 21-04and Reserve Fund AND THAT a copy of the attached Background: Development Charges or D.C.s provide for the recovery of growth-related capital expenditures from new development, under the Development Charges Act, 1997. These amounts must be placed into a separate reserve fund which is restricted to be used to offset prescribed costs associated with growth. Annually, the Treasurer of the municipality is required to provide Council with a financial statement related to the D.C. by-law(s) and reserve funds. Subsection 43 (2) and O. Reg. 82/98 prescribes the information that must be includ statement. Comments/Analysis: The Township collectedDevelopment Charges at the time of issuance of the building permit, as per Section 26 of the D.C.Act, 1997 and Township By-law No. 19-73. Commercial and industrial properties are charged per square footage while single and semi-detached residential units are charged per unit as follows: 83 By-law & Schedule inEffectPer unit Per Sq. Ft. for Resfor Non Res By-law No. 19-73 Schedule B $5,338$ 2.45 Jan to Jul 2020 By-law No. 19-73 Schedule C $6,217$ 2.62 thereafter The attached statement provides details as prescribed under Section 43 of the D.C.Act, 1997. A summary is noted below. DescriptionAmount Balance on Jan 1, 2020$572,846.26 D.C.s collected during the year$197,717.23 Interest earned during the year$3,927.30 Funds used during the year$0.00 Balance at Dec 31, 2020$774,490.79 D.C.s were collected on 22 residential and 3 non-residential permits issued in 2020. Financial Implications to Budget: No immediate impact. Development Charges are a valuable source of revenue as it enables the Township to fund growth-related activities as governed by the D.C.Act, 1997. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. Review and reporting on the different aspects of the financial activities of the Township to ensure fiscal prudence, meet legislative requirements and keep Council informed, helps to achieve this goal. Submittedby:Approved for Council: Chief Administrative Officer / Clerk Director of Finance/ Treasurer 0.000.000.000.000.000.00 3,927.30 Total 572,846.26197,717.23201,644.53774,490.79 0.000.000.000.000.00 31.95 9,062.141,238.461,270.41 Library 10,332.55 5 0.000.000.000.000.00 789.81 31,381.6532,171.46 160,710.37192,881.83 Parks and Recreation or another Act. Discounted Services 0.000.000.000.000.00 285.31 49,114.9414,572.9714,858.2863,973.22 Administration 4 0.000.000.000.000.00 1,374.18 69,386.29 73,315.1774,689.34 Development Charges Act 144,075.63 Protection 0.000.000.000.000.00 Services to which the Development Charge Relates (examples) 1,446.06 77,208.9778,655.03 284,572.52363,227.55 84 Services Highway Non-Discounted Services Related to a , whereby charges are not directly or indirectly imposed on development nor has a Township of Malahide 1 Development Charges Act 2 Description Annual Treasurer's Statement of Reserve Funds under By-Law 19-73 for the year ended 31 December, 2020 3 Source of funds used to repay the D.C. reserve fund See Attachment 1 for details, where applicable. See Attachment 2 for details, where applicable. Service category includes: Fire Services Service category includes: Indoor Recreation Services and Parkland Development Services Opening Balance, January 1, 2020Plus:Development Charge CollectionsAccrued InterestRepayment of Monies Borrowed from Fund and Associated InterestSub-TotalLess:Amount Transferred to Capital (or Other) FundsAmounts RefundedAmounts Loaned to Other D.C. Service Category for Interim FinancingCreditsSub-TotalClosing Balance, December 31, 2020 12345 The Municipality is compliant with s.s. 59.1 (1) of the requirement to construct a service related to development been imposed, except as permitted by the 85 Report toCouncil REPORT NO.:CAO-21-03 DATE: February 12, 2021 ATTACHMENT:RFP Evaluation Summary SUBJECT:Results of RFP for Pay Equity & Compensation Review Recommendation: THAT Report No. CAO-21-03entitled Results of RFP for Pay Equity & Compensation Review AND THATthe contract to conduct a Pay Equity & Compensation Review be awarded to MLConsulting, in the amount of $28,600(excluding HST). Background: During the recent Service Delivery & Organizational Review, Performance Concepts Consulting recommended that the Township retain a consultant to carry out a thorough compensation review for the municipality. A formal compensation review was last completed for the municipality in 2010. Comments/Analysis: A Request for Proposal was prepared by the Township Staff, and posted to the Township website and the Bids and Tenders website on January 15, 2021and closed onFebruary 9, 2021. The stated objectives of the RFP were to seekproposals for suitably qualified consulting firms to provide professional services to: review and edit job descriptions, develop job evaluation tool and pay equity plan, analyze the remuneration of municipal comparators for similar-sized municipalities, and carry out a comparator assessment for all non-unionized positions in the Township. 86 The Township received a total 9proposals for this project (see attached RFPevaluation summary). The Evaluation Committee, consisting of the CAO, Director of Finance and the HR Manager, reviewed the proposals and, based on the results of such review, are recommending that the Council award the project to ML Consulting, in the amount of $28,600 (excluding HST).The Consultant has advised that the project will be commencedat the end of February and would be completed within 13 to 14 weeks, in order to meet aproject completion date of May 31, 2021. ML Consulting is a well-established firm that has an extensive track record in providing consulting services in all areas of compensation, job evaluation and pay equity for public, private, and not-for-profit organizations across Ontario. They have conducted similar work and have provided advisory services for a number of municipalities and organizations in the area including: Central Elgin, Dutton Dunwich, County of Elgin, Thames Centre, Ingersoll, Tillsonburg, Middlesex Centre, and Southwest Middlesex. Marianne Love will be the principal consultant that manages the project and performs the identified elements of this assignment. Marianne has worked in and serviced the municipal sector for 35 years with a background in municipal and employment law, as an HR practitioner and as a Compensation Consultant for 20 years. She has performed numerous pay equity and compensation audits, facilitated pay equity/internal equity appeals and has been qualified as an expert witness at the Ontario Pay Equity Tribunal. Financial Implications to Budget: An allocation of $30,000 has been included in the 2021 Budget, and therefore the approval of this project, in the amount of $28,600,will have no impact on the budget as previously adopted by the Council. Relationship to Cultivating Malahide: The Cultivating Malahide Integrated Community Sustainability Plan (ICSP) is based upon four pillars of sustainability: Our Land, Our Economy, Our Community, and Our Government. iency throughout Decision- using a competitive procurement practice achieves this goal. Submitted by: Michelle Casavecchia-Somers, Chief Administrative Officer/Clerk 87 88 89 90 91 92 93 94 95 96 97 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.21-15 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 February 18,2021,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 this18day of February,2021. th READaTHIRDtime and FINALLY PASSEDthis18day of February, 2021. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers