Loading...
Regular Council Agenda - 2021/03/04 The Corporation of the Township of Malahide A G E N D A March 4, 20217:30 p.m. Malahide Township Office 87 John StreetSouth, 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(Pages10-19) Presentations/Delegations/Petitions 7:30p.m.- Court of Revision J.A. Charlton Drain 2020 relatingto propertyatPart Lots 6 and 7, Concession 7,Geographic Township ofSouthDorchester.RES26(Page20) 8:00p.m.- Presentation NancyPasato,Manager of Planning for theCountyofElgin, Process.RES 7 (Pages 21 - 27) Reports of Departments Director of Fire&EmergencyServices Director of PublicWorks -No ParkingAreaHaciendaRoad.RES 8 (Pages 28-30) Director of DevelopmentServices -Severance ApplicationE11/21Algar Farms Limited Report. RES9(Pages31-32 -Severance ApplicationE11/21Algar Farms Limited Conditions. RES 10 (Pages 33 - 41) Director of FinancialServices/Treasurer -2020 Council Remunerationand Expenses. RES11(Pages 42-44) CAO/Clerk -Pay Equity & CompensationReview RFP Update.RES12 (Pages45-48) -OPC Pumping StationTransfer to Township. RES 13(Pages 49-52) -Municipal Modernization ProgramIntake2.RES 14 (Pages 53-63) (F)Reports of Committees/Outside Boards (G)CorrespondenceRES15 1.Association of Municipalities of Ontario -Watch File dated February 18 and 25, 2021. (Pages C3 -8) 2.Township of Emo Resolution supporting the Township of Stormont Resolution regarding the reopening of small businesses.(Pages C9) 3.Municipality of St. Charles Resolution supporting the Municipality of Tweed regarding Cannabis Production Facilities. (Pages C10 -13) 4.Township of South Glengarry Resolution supporting the Township of Guelph/Eramosa requesting the Province to review the Municipal Freedom of Information and Protection of Privacy Act.(Pages C14 - 17) 5.Township of South Glengarry Resolution supporting the Township of South West Oxford regarding the use of Automatic SpeedEnforcement (Photo radar) by municipalities. (Malahide Township supported a similar resolution on February 4, 2021).(Pages C18 -19) 6.Township of Archipelago Resolution requesting the Province to initiate a review of the Municipal Elections Act to address issues related to non-resident electors. (Pages C20) 7.Township of Perry Resolution supporting the Town of Carleton Place requesting the Provincial government to prioritize children and childcare as part of its post pandemic recovery plan.(Pages C21 -22) 8.Township of Perry Resolution requesting the Province to provide an extension to the Community Safety and Well-being Plan submission. (Page C23) 9.Township of Strong, Township of Archipelago and Town of Mono Resolutionsupporting Township of Augusta requesting the Province reverse its decision to close the Ontario Fire College Campus in Gravenhurst. (Malahide Township supported a similar resolution on February 4, 2021). (Pages C24 30) 10.Kettle Creek Conservation Authority 2020 Annual Report.(Pages C31 -34) 11.County of Elgin Centre based in St. Thomas and Green eRecycling for the collection of e- waste at library branches has been eliminated. (Page C35) 12.County of Elgin 2021 Budget approval. (Page C36 -44) 13.County of Elgin Notice of Decision for Official Plan Amendment of Creative Enterprises relating to property at Part Lot 24, Concession 3. Last date for Appeals is March 18, 2021.(Page C45 -57) Other Business Aylmer & Area Chamber of Commerceand Aylmer BIA - Request for funding for joint advertising onCTV.RES16(Pages64-68) By-laws By-lawNo.21-16BeingaBy-lawtoincorporatevarious parcels intoRoad System. RES17(Pages 69 - 72) By-law No. 21-20BeingaBy-lawtoauthorizethe execution of a LeaseAgreementwiththe Province relatingtotheOntarioPolice CollegePumpingStation.RES18(Pages 73 - 74) Closed Session RES19and20 Apersonalmatter about an identifiable individual relating tothe MalahideFireServices personnel policies. Apersonal matter about an identifiable individual relating tothe recruitment of Municipal Staff. Apersonal matter about an identifiableindividual relating tothe recruitment of Municipal Staff. ConfirmatoryBy-lawRES 21 (Page 75) (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 not hold public gatherings, please note that the Regular Council Meeting scheduled to be held on March 4, 2021 will be via videoconference only. Please note that, at this time, there is not an option for the public to call in to this meeting. However, we will be livestreaming the Council Meeting via YouTube. Please click the link below to watch the Council Meeting. https://www.youtube.com/channel/UC2WWxGHYoaNBixWD8viFlGw Written comments regarding the Council Agenda items are welcome please forward such to the Clerk at mcasavecchia@malahide.ca PLEASE NOTE that the draft resolutions provided below DO NOT represent decisions already made by the Council. They are simply intended for the convenience of the Council to expedite the transaction of Council business. Members of Council will choose whether or not to move the proposed draft motions and the Council may also choose to amend or defeat them during the course of the Council meeting. 1. THAT the minutes of the regular meeting of the Council held on February 18, 2021 be adopted as printed and circulated. 2. THAT the Council of the Township of Malahide does hereby appoint the following members to sit on the Court of Revision for the J. A. Charlton Drain 2020: Mayor Dave Mennill (Chair) Deputy Mayor Dominique Giguère Councillor Max Moore. 3. THAT the Court of Revision for the J. A. Charlton Drain 2020 be called to order at 7:_____ p.m. AND THAT Dave Mennill be appointed Chairman. 4 THAT the Court of Revision members for the J. A. Charlton Drain 2020 do hereby accept the recommendations of Drainage Engineer Mike DeVos, Spriet Associates; and further, does hereby confirm the drainage assessments as outlined in the Report of the Drainage Engineer, dated November 25, 2020. 5. THAT the Court of Revision relating to the J. A. Charlton Drain 2020 be adjourned and the Council Meeting reconvene at 7:_____ p.m. 6. THAT the tender for the J. A. Charlton Drain 2020 be awarded to Cassidy Construction, in the amount of $64,310.50; subject to the expiration of all appeal periods and subject to no appeals having been received related to the J. A. Charlton Drain 2020. 7. THAT the presentation from Nancy Pasato, County of Elgin Manager of Planning, regarding the Official Plan Review process for the County of Elgin, be received. 8. THAT Report No. PW-21- be received; AND THAT the Municipal Staff be authorized and directed to take the ng both sides of Hacienda Road from the intersection at Talbot Line to 200 metres south of such intersection. 9. THAT Report No. DS-21-13 entitl AND THAT this report be forwarded to the Land Division Committee for its review and consideration. 10. THAT the Malahide Township Council has no objection to the Land Severance No. E11/21, in the name of Algar Farms Limited., relating to the property located at Part Lot 23, Concession 2, Geographic Township of Malahide, subject to the following conditions: (i) That all entrance permits are acquired from the appropriate road authority as per our entrance control policy. (ii) That the applicants initiate and assume all planning costs associated with the required Official Plan Amendment, Zoning Amendment, Minor Variance or other land use planning process as required in accordance with the Ontario Planning Act, RSO 1990, with such cost to be paid in full to the Township and that the required process be successfully completed prior to the condition being deemed fulfilled. (iii) Confirmation that private sewage system be confined entirely within the boundaries of the newly created parcel. That system be in conformance with all required setbacks from lot lines prior to the condition being deemed fulfilled. (iv) That the necessary deeds, transfers and charges for certificates and/or instruments necessary for registration be submitted in triplicate prior to certification all of which are to be fully executed. (v) That all applicable property taxes, municipal fees and charges be paid to the Municipality prior the stamping of the deeds. (vi) That an electronic version of the reference plan be submitted to the satisfaction of the Municipality. (vii) That the applicant is responsible to apply and pay all fees to the Township with respect to Civic Addressing Numbers/Signage for the severed and retained portions of property prior to the condition being deemed fulfilled. 11. THAT Report No. FIN 21- 12. THAT Report No. CAO-21- AND THAT the contract to conduct a Pay Equity & Compensation Review be awarded to ML Consulting, in the amount of $24,200 (excluding HST); it being pointed out that the revised costing is premised on the Township Staff completing some aspects of the work in-house. 13. THAT Report No. CAO-21-OPC Pumping Station Transfer to Township; AND THAT the draft OPC Pumping Station Lease Agreement with Her Majesty The Queen In Right of Ontario, As Represented By The Minister of Government and Consumer Services, be approved; AND THAT the Mayor and the Clerk be authorized and directed to execute the said Lease Agreement on behalf of the Township. 14. THAT Report No. CAO-21- ; AND THAT the Municipal Staff be directed to submit an application under the Review Stream of the Municipal Modernization Program Intake 2 for the Facilities Consolidation/Relocation Business Plan Project; it being noted out that the Review Stream provides 100% funding to successful projects; AND THAT the Municipal Staff be directed to submit an application under the Implementation Stream of the Municipal Modernization Program Intake 2 for the Development Approvals Service Business Plan and Electronic Processing Project; it being noted out that the Implementation Stream provides 75% funding to successful projects. 15. THAT the following correspondence be noted and filed: 1. Association of Municipalities of Ontario - Watch File dated February 18 and 25, 2021. 2. Township of Emo Resolution supporting the Township of Stormont Resolution regarding the reopening of small businesses. 3. Municipality of St. Charles Resolution supporting the Municipality of Tweed regarding Cannabis Production Facilities. 4. Township of South Glengarry Resolution supporting the Township of Guelph/Eramosa requesting the Province to review the Municipal Freedom of Information and Protection of Privacy Act. 5. Township of South Glengarry Resolution supporting the Township of South West Oxford regarding the use of Automatic Speed Enforcement (Photo radar) by municipalities. (Malahide Township supported a similar resolution on February 4, 2021). 6. Township of Archipelago Resolution requesting the Province to initiate a review of the Municipal Elections Act to address issues related to non-resident electors. 7. Township of Perry Resolution supporting the Town of Carleton Place requesting the Provincial government to prioritize children and childcare as part of its post pandemic recovery plan. 8. Township of Perry Resolution requesting the Province to provide an extension to the Community Safety and Well-being Plan submission. 9. Township of Strong, Township of Archipelago and Town of Mono Resolution supporting Township of Augusta requesting the Province reverse its decision to close the Ontario Fire College Campus in Gravenhurst. (Malahide Township supported a similar resolution on February 4, 2021). 10. Kettle Creek Conservation Authority 2020 Annual Report. 11. County of Elgin Centre based in St. Thomas and Green eRecycling for the collection of e- waste at library branches has been eliminated. 12. County of Elgin 2021 Budget approval. 13. County of Elgin Notice of Decision for Official Plan Amendment of Creative Enterprises relating to property at Part Lot 24, Concession 3. Last date for Appeals is March 18, 2021 16. THAT the funding request received from the Aylmer & Area Chamber of Commerce and the Aylmer BIA to participate in a joint television advertising campaign on CTV in support of local businesses be approved in the amount of $________. 17. THAT By-law No. 21-16, being a By-law to incorporate various parcels into road system, be given first, second and third readings, and be properly signed and sealed. 18. THAT By-law 21-20, being a By-law to execute a Lease Agreement with Her Majesty the Queen in Right of Ontario, as represented by the Minister of Government and Consumer Services, relating to the Pumping Station at the Ontario Police Collage, 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 discuss: (i) A personal matter about an identifiable individual relating to the Malahide Fire Services personnel policies. (ii) A personal matter about an identifiable individual relating to the recruitment of Municipal Staff; and (iii) A personal matter about an identifiable individual relating to the recruitment of Municipal Staff. 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. 21-17, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. 22. THAT the Council adjourn its meeting at _______ p.m. to meet again on March 18, 2021, at 7:30 p.m. 10 21-39 February 18, 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, and Councillor 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, Manager of Information Technology C. Coxen, Roads and Construction Manager R. DeSutter,and Deputy Clerk D. Wilson. 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 INTERESTandthe General Nature thereof: No declarations of pecuniary interest were declared. MINUTES: No. 21-66 Moved by:Max Moore Seconded by:Rick Cerna THAT the minutes of the regular meeting of the Councilheld on February 4, 2021be adopted as printed and circulated. Carried. 11 21-40 PRESENTATIONS/DELGATIONS/PETITIONS: Delegation Zoning By-law Amendment, as submitted by Tony Wall,on behalf of Dwight and Lydia Steven, relating to property at Part Lot 21, Concession 3, Geographic Township of Malahide. Tony Wall, on behalf of Dwight and Lydia Steven, appeared before the Council to provide an update,in response to a Council request made following the Public Meeting held on January 7, 2021, regarding the Zoning By-law Amendment related to the property at Part Lot 21, Concession 3, and municipally known as 6242 Springfield Road. Mr. Wall advised that,after the initial public meeting for the rezoning of this property,he discussed the issuesand potential expenses of proceeding with such rezoning with his church members and they have determined it is economically feasible to completethe necessary building upgrades in order to allow for church services to be held in person at 6242 Springfield Road. He noted that while the congregation has sought an alternate facility, they have been unable to rent a temporary location. No. 21-67 Moved by: Dominique Giguère Seconded by: Mark Widner 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. Carried. The Council agreed to advance the consideration of Staff Report No.DS-21-10 at this time. The Director of Development Services advised that he did not recommend approval of the zoning amendment. He noted that the investment involved to make the necessary buildingupgradesand improvements may result in the ownerdesire to pursue permanent non-farm uses to occur on this site in the future following the pandemic. The Director notedthat if the Council did approve a Temporary Use By-law it was proposed to be fora maximum of 1 year and would begin on the date that the by- law was passed. He also confirmed that an approvedSite Plan Agreement would be a requirement, prior to any use of the building as an assembly occupancy. Moved by:Dominique Giguère Seconded by:Chester Glinski 12 21-41 THAT Report No. DS-21-10-Up Report -Zoning By-law Amendment Application of Tony Wall, on behalf of Dwight and Lydia Steven received; 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. MOTION DEFEATED. No. 21-68 Moved by:Rick Cerna Seconded by:Mark Widner THAT Report No. DS-21--Up Report Zoning By-law Amendment Application of Tony Wall, on behalf of Dwight and Lydia AND THAT By-law No. 21-04,being a By-law to amend Zoning By-law No. 18-22 insofar as it relates to the property owned by Dwight and Lydia Steven, locatedat Part Lot 21, Concession 3, be given first, second and third readings, and properly signed and sealed. Carried. The Mayor thanked Mr. Wall for his presentation and he retired from the meeting. REPORTS: Director of Fire and Emergency Services -Emergency Services Activity Report -January The Fire Chief noted the excellent community support received at a recent fire at Walker Dairy Farms. The Council asked that a letter of thanks be sent to Aylmer Submarine, Dominos Pizza,and Northside Tim Hortons for their generous food donationsto the Volunteer Firefighters. No. 21-69 Moved by:Rick Cerna Seconded by:Mark Widner THAT Report No. F21-Emergency Services Activity Report January Carried. 13 21-42 Director of Public Works -Roads Department 2020 Year-End Report No. 21-70 Moved by:Max Moore Seconded by:Mark Widner THAT Report No. PW-21-12 enti-End Carried. -Tender Results 2021 Processed Aggregates No. 21-71 Moved by:Dominique Giguère Seconded by:Rick Cerna THAT Report No. PW-21--2021 Processed Carried. -Request to Reserve 2020 Allocation for Outstanding Projects No. 21-72 Moved by:Max Moore Seconded by:Mark Widner THAT Report No. PW-21-Request to Reserve 2020 Allocation for Outstanding Projectsceived; AND THAT the Director of Finance/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. Carried. -RestructuringWater Boards under the Municipal Act No. 21-73 Moved by:Dominique Giguère Seconded by:Rick Cerna 14 21-43 THAT Report No. PW-21- Carried. Director of Development Services -County of Elgin Official Plan Comprehensive Review & Five-Year Update No. 21-74 Moved by:Max Moore Seconded by:Dominique Giguère 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 Malahideis 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. Carried. Director of Financial Services -2020 Development Charges and Reserve Fund In response to an inquiry from Councillor Glinski, the Director of Finance advised that she reviewed the recent Central Elgin Development Charges and the base chargesfor specific (urban) areas. No. 21-75 Moved by:Rick Cerna Seconded by:Dominique Giguère THAT Report No. FIN 21- AND THAT a copy of the attached statement be posted to the website. 15 21-44 Carried. Chief Administrative Officer/Clerk -Results of RFP for Pay Equity & Compensation Review The Deputy Mayor noted that she had envisioned the scope of the project to be less, particularly relatedto the job descriptions and job evaluation tool. The CAO advised it was necessary to ensure that job descriptions have been updated, noting that some were over 10 years old. She advisedthat the job evaluation tool was to ensure that the compensation modelstayed uptodate. Upon an inquiry from Councillor Widner relating to the possibility of anin-house review, the CAO noted that the Municipal Staff do not have the skills and training to undertake thistype of project. She noted that using a third party expert will provide an opportunity to update and prepare the job descriptions in a consistent manner to facilitate the job evaluation. She noted that the tool that the Consultants were proposing to provide would allow in-house capability to undertake job evaluationsin a timely fashion in the future. Moved by:Max Moore Seconded by:Dominique Giguère THAT Report No. CAO-21- AND THAT the contract to conduct a Pay Equity & Compensation Review be awarded to ML Consulting, in the amount of $28,600 (excluding HST). Motion Defeated. REPORTS OF COMMITTEES/OUTSIE BOARDS: No. 21-76 Moved by:Rick Cerna Seconded by:Max Moore 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. Carried. 16 21-45 CORRESPONDENCE: No. 21-77 Moved by:Mark Widner Seconded by:Rick Cerna THAT the following correspondence be notedand 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 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 theProvince to amend Bill 197, COVID-19 Economic Recovery Act, 2020, to eliminate the development approval requirement provisions from adjacent render 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 Dackrequesting the 17 21-46 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, to ensure that Orangeville and other municipalities are enabled to achieve climate action g 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. 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. Carried. OTHER BUSINESS: -Human Resources Policy for Municipal Staff and Firefighters Councillor Widner requested that changes be made to the Human Resource Policy as it relates to warnings and dismissals ofMunicipal Staff and Volunteer Firefighters. He noted that,currently a letter regardinga warning or dismissal is sent by regular mail and he requested consideration to changing it to Registered Mail and that allfinal noticesbe forwarded by Registered Mail. 18 21-47 Councillor Widner also suggesteda new three step warning processwhich included: (i)Averbal warningto be held on file for one year; (ii)A second offence being a written warning,given personally with a witness from the Township and kept on file for a year; (iii)Athird and finaloffence would require be having the person in question come in and the situation written out with both the offender and the Department Head/ CAO signing and dating it. The Municipal Staff was directed to review Councillor and report back to Council at a future date. -Pay Equity Reviewand Compensation Review Deputy Mayor Giguère clarified that she believed that the pay equity and compensation review needed to be completed. She,however,indicated that she would like to see a more cost effective optionand questioned whether the scope of services could be adjusted to allowfor some additionalsavings. The CAO agreed tocontact the Consultants to determine if they were able to revise their proposals in a manner that would reduce the overall cost of the project. -Expression of Appreciation for Support Council Cerna thanked the Council and Staff for their incredible support on the recent passing of his brother Bob Cerna. CONFIRMATORY: No. 21-78 Moved by:Max Moore Seconded by:Rick Cerna THAT By-law No. 21-15, being a Confirmatory By-law, be given first, second and third readings, and be properly signed and sealed. Carried. ADJOURNMENT: No. 21-79 Moved by:Chester Glinski Seconded by:Mark Widner 19 21-48 THATtheCounciladjournits meetingat 8:50p.m.to meet again on March 4, 2021, at 7:30 p.m. Carried. __________________________________ Mayor D. Mennill _________________________________ Clerk M. Casavecchia-Somers 20 TOWNSHIP OF MALAHIDE SUMMARY OF TENDERS J.& A. Charlton Drain (Prices do not include HST) ğƓ DƚƩƦ 5ƩğźƓğŭĻ $ 76,650.88 /ğƭƭźķǤ /ƚƓƭƷƩǒĭƷźƚƓ $ 64,310.50 In attendance: Ashley MacArthur & Bob Lopez County of Elgin 21 Official Plan Review 22 Municipality of BayhamTownship of MalahideTown of AylmerMunicipality of Central ElginTownship of SouthwoldMunicipality of Dutton DunwichMunicipality of West Elgin Comprised of 7 local partner municipalities:Has a population of 50,069 (2016 Census)Predominately agricultural, but also includes: rural and urban settlements, 85 kmof Lake Erie shoreline, and significant natural heritage. Elgin County is: 30 years - 23 Planning Act was approved by the Ministry of Municipal Affairs It is a road map for development over the next 20It is a legal document that is legislated by the All Regions, Counties, and Local Municipalities have an official planand Housing on October 9, 2013 and was consolidated in February 2015. What is an Official Plan? 24 It protects agricultureIt promotes new housing, employment and retail in settlement areasIt protects natural heritageIt plans for County roads and infrastructure The County Official Plan impacts your communities Provincial Policy 25 . That way we can make sure it reflects the needs of our communitiesTo ensure the Official Plan complies with any changes to the Statement We update the Official Plan every 5 years term impacts - 26 Items for Consideration consistent criteria for all municipalities; surplus farm - still require full services, minor infilling and rounding out when - Heritage Study Protection and employment projections and land needs assessment for the County limitations? atural staff considerations: opulation PSettlement Expansions local levelPartial servicing partial services available; communal servicing next option; directs the County towork with its local municipalities to assess the longIndigenous consultationClimate change and impactsSecondary dwelling unitsElgin NSourcewaterCondominium types and requirementsSeverance policies review dwelling ther Provincial Policy Statement changes, 2020OOther? Official Plan Review 27 th 450 Sunset Drive, St. Thomas, ON, N5R 5V1 1460 - 631 - : April 15 opreview@elgin.ca www.elgin.ca/officialplanreview eadline Visit: Email: Survey on webpage!Call: 519Mail: OP Review, D We are starting the review process, and we want to hear from you! 28 Report toCouncil REPORT NO.:PW-21-15 DATE: February 11, 2021 ATTACHMENT:Map SUBJECT:No Parking Area Hacienda Road Recommendation: THAT Report No. PW-21-15No Parking Area Hacienda Road received; AND THAT the Municipal Staff be authorized and directed to take the necessary along both sides of Hacienda Road from the intersection at Talbot Line to 200metressouth of such intersection. Background: The Township of Malahide has received a residents concern regarding parked vehicles blocking driveways and obstructing sightlines near the intersection of Hacienda Roadand Talbot Line (Hwy. 3). The resident has statedthatthere are vehicles including transport trucks, recreational vehicles, commercial vehicles,and delivery trucks that are parking on the shoulders on both sides of Hacienda Road,just south of Talbot Line,in front of a commercial property(restaurant). The complainant has also observed parked vehicles being loadedand unloaded and deliveries being made to the restaurant while parked on the shoulder. This is obstructing sightlines when exiting from driveways as well as inconveniencing property owners due tothe inability to enter or exit theirblocked driveways. Comments/Analysis: Staff have reviewed the area of concern and are recommending that the area along both sides of HaciendaRoad from the intersection at Talbot Line to 200metressouthof the intersectionarea. This would prohibit large transient vehicles from blocking driveways and enhance safety by keeping sightlines in both directions clear. 29 Deliveries to the commercial property are not anticipated to be impacted as section 7ii of By-law No. 01-61 allows parking of heavy trucksin no parking zoneswhile engaging in the delivery of goods and services. In order to proceed, the Council must amend the TownshipsParking By- completed, the Township Public Works Staff can proceed with erecting the appropriate the OPP to commenceenforcement measures. Financial Implications to Budget: The cost of implementing and enforcing this additional parking restriction is anticipated to be$1,250.00. The would be erected at and any costs associated with the enforcement,will be able to be recovered through any fines levied, with the balance of the costs to be financed through the general tax rate as NoP 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 the cost of maintaining municipal infrastructure is equitably borne by current and future ratepayers. One of the goals that support this project is the "Continued exploration of partnerships that will result in the efficient and effective delivery of services". By supporting this and facilitating this proposal, the Council is achieving this goal. Submitted by:Approved by:Approved for CounciL Bob Lopez,Matt Sweetland, P.Eng., Engineering TechnologistDirector of Public Works Drainage Superintendent 30 31 Report toCouncil REPORT NO.:DS-21-13 DATE: March 4, 2021 ATTACHMENT:Severance Application SUBJECT:Severance Application E11-21 Recommendation: THAT Report No. DS-21-13entitledSeverance Application E11-be received; AND THATthis report be forwarded to the Land Division Committee for its review and consideration. Background: The purpose of this Report is to provide background information to the Council regarding Severance Application E11-21. Should the Council support the application, this Report will be forwarded to the Land Division Committee together with the imposed conditions and Municipal Appraisal Sheet for their review and consideration. Comments/Analysis: The Applicant, Algar Farms Limited,isproposing to create through consent one (1) new surplus farm residence of3,100square metres(0.77acres). The applicant will retain a vacant agricultural parcelof 40.16 hectares(99.24acres). This consent is proposed at N PT 23, CON 2, geographic Township of Malahide; known municipally as 51271 Vienna Line. The Malahide Official Plan designation of the subjectpropertyisAgricultural. Areas of the property contain vegetated areas/woodlots that are designatedaccordingly, however the proposed severance is not proposed to impact those areas. The current zoning of the property is(A3) condition of consent it is recommended that the severed surplus dwelling parcel be rezoneandthe retained farm parcelbe rezoned to the 32 Agricultural (A2) Zone. Theseproperties (severed and retained)will conform to the size requirements of the Zoning By-law. This area of the Township is serviced by private water and wastewater systems. A number of conditions will be placed on this consent as set out in a proposed resolution. The Municipal Staff,including the Township Planner,have reviewed the application and find that itwill conform to the Township of -law. Of note however, the Township Planner advised that the proposed rear (southerly) lot line for the severed dwelling lot shouldbe adjusted such that there is a 7.5metre (~25 feet)rear yard between the existingaccessory structure on the severance sketch)and the newly-established rear lot line so to meet the requirements of Section5.2.1 (6) of the Zoning By-law.The Township Planner believes this to be a minor adjustment that shouldnot cause concern to the applicant. The rear yard requirement ensures that there is sufficient area for building maintenance and equipment maneuverability around such buildings in the agricultural area. The Staff recommends that the Council supportsthisapplication. Financial Implications to Budget: The full cost of the consent and associated rezoning process is at the expense of the 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 supportgrowth in a new developmentand directing growth to appropriate areas withinthe Townshipthrough its supportof this proposal,the Council is achieving this goal. Submitted by:Reviewedby:Approved by: Allison Adams,Adam Betteridge, MCIP, RPP Development Services Director of Development CoordinatorServices 33 34 35 36 37 38 39 40 41 42 Report to Council REPORT NO.:FIN-21-05 DATE: February 22, 2021 ATTACHMENT:Statement of Council Remuneration SUBJECT:2020COUNCIL REMUNERATION AND EXPENSE Recommendation: THAT Report No. FIN 21-052020Council Remuneration and Expense received. Background: Section 283 of the Municipal Act, 2001states that 283(1) A municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality and of the officers and employees of the local board.2001, c.25, s.283(1). Limitation (2)Despite anyAct, a municipality may only pay the expenses of the members of its council or of a local board of the municipality and of the officers and employees of the municipality or local board if the expenses are of those persons in their capacity as members, officers or employees and if, (a)the expenses are actually incurred; or (b)the expenses are, in lieu of the expenses actually incurred, a reasonable estimate, in the opinion of the council or local board, of the actual expenses that would be incurred.2001, c.25, s.283(2). Section 284 of the Municipal Act, 2001states that 284(1) The treasurer of a municipality shall in each year on or before March 31 provide to the council of the municipality an itemized statement on remuneration and expenses paid in the previous year to, (a)each member of council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council; (b)each member of council in respect of his or her services as an officer or employee of the municipality or other body described in clause (a); and 43 (c)each person, other than a member of council, appointed by the municipality to serve as a member of any body, including a local board, in respect of his or her services as a member of the body.2001, c.25, s.284(1). Mandatory item (2)The statement shall identify the by-law under which the remuneration or expenses were authorized to be paid.2001, c.25, s.284(2). Comments/Analysis: By-law No. 20-74outlines the remuneration established for all members of Council for regular Council and Committee of the Whole meetings,annual mileage allowance for such meetings, per diemsfor participation in work-related conferences and workshops, alongwith mileage for such conferences and workshops. Mileage is paid at a rate of $0.52/km, being the rate established in By-law No. 20-74for the use of personal vehiclesfor Township purposes. It is each individual Council membermaintain personal records for theirincome tax files, sufficient to justify that the mileage payment is a reimbursement for costs and not considered remuneration which is subject to income tax. A simple sheet showing the dates, distance travelled,and purpose or reason for such travel wouldbe adequate. Attached is the statement of the 2020remuneration and other payments to each member of Council. Financial Implications to Budget: An independent Council Remuneration Review Committee comprised of 4 members of the public was formed in 2020 to discuss remuneration/benefits for the Malahide Council members.Based on therecommendation of thatCommittee and input from public consultations, By-law No. 20-74 was passed on November 19, 2020increasingthe Council remuneration commencing onJanuary 1, 2020.There was no impact to the 2020 Budget as this increase was contemplated in advance of the Committeedeliberations. 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. Improve Communication within our CommunityTransparency in reporting promotes public confidence. Submitted by:Approved by:Approved for Council: Sue Loewen Payroll/Finance Clerk Chief Administrative Officer/Clerk Director of Finance/Treasurer 44 45 Report toCouncil REPORT NO.:CAO-21-04 DATE: March 1, 2021 ATTACHMENT:None SUBJECT:Pay Equity & Compensation ReviewRFP Update Recommendation: THAT Report No. CAO-21-03entitled Pay Equity & Compensation ReviewRFP Update AND THATthe contract to conduct a Pay Equity & Compensation Review be awarded to MLConsulting, in the amount of $24,200(excluding HST); it being pointed out that the revisedcosting is premisedon the Township Staff completing some aspects of the work in-house. Background: During the recent Service Delivery & Organizational Review, Performance Concepts Consulting noted that the recruitment and retention of technical talent directly depends on a competitive compensation model in the labour marketplace, which has recently proven increasingly difficult to source across the Province. Accordingly, a recommendation was includedin the adopted Service Delivery & Organization Review for the Township to retain a consultant to carry out a thorough compensation review for the municipality, having noted the Townshipsdirect need giventhe recent and pending departure of long servingleadership. Such recommendation was received and adopted by the Budget Committee and Township Council for inclusion in the 2021 Budget, noting that acompensation review for the municipality has not been conducted since2010. A Request for Proposal was issuedby the Township Staffand closed on February 9, 2021. A Staff Report was submitted to the Council,at its meeting held on February 18, 2021,recommending the award of the contract to apreferred bidder. The Council did not proceed to award the contract citing concerns related to the overall cost of the project, even though it was within the approved budget. The Council further directed the Staff to contact the bidders to determine whether or not the proposals could be revised in order to reduce the overall costs. 46 Comments/Analysis: Scope of Work As previously reported, thestated objectives of the RFP were to seekproposals for suitably qualified consulting firms to provide professional services to: review and edit job descriptionsinlight of the recent departmental reorganization implemented according tothe Service DeliveryReview, develop job evaluation tool and pay equity plan,and analyze the remuneration of municipal comparators for similar-sized municipalities, and carry out a comparator assessment for all non-unionized positions in the Township. In addition to the above, the following deliverables were also specified in the RFP: develop an extensive questionnaire, and/or interview HR Manager/ Department Heads and a selection of staff, to ensure a clear understanding of the duties and responsibilities of the positions, determine the best method and establish a set of factors and weights to appropriately evaluate positions, recognizing the scope of responsibility of the positions to achieve internal equity resulting in the completion and posting of a compliant pay equity plan, adhering to current best practices and based on the findings from the reviews of internal and pay equity, ensure that the salary structure is consistent with uity plan, assess salary structure and make recommendations as to the appropriate salary bands, salary grid or steps within bands using external data for positions, recommend a job evaluation tool for use by the Township to maintain pay equity and job or internal equity in the futureand train up to three (3) members of staff on the use of the job evaluation tool, complete a preliminary costing of the salary adjustments that would be required to ensure pay equity and implement the proposed salary structure, prepare and present the final plan to Council. The RFP further stated that the successful consultant wouldbe responsible for the entire Pay Equity and Compensation Review process, with only limited involvement of Township Staff. As reported previously, the Township did receive a total 9 submissions in response to the original call for proposals. Following the Council directionat the last meeting,the Township Staff contacted all of those bidders to ascertain whether or not theywere able to revise theirproposal in a manner that would reduce the overall cost without compromising the quality of the project. 47 Adjusted Procurement Process When seeking revised proposals, some consultantshave expressed concern that since the initial submissions were now public information because the RFP evaluation process had been completed, subsequent revisionswould be coloured by the information,and contrary to the intended fair evaluation process. Indeed, this process of asking Consultants to revise their proposal without award and afterpresentation of the evaluationis not standard practice. The Staff did consult with other Procurement Specialists and it was recommended that,if the Township was going to seek revised proposals, then all bidders should be given the opportunityin order to maintain afair process. If the Council determines that the adjusted procurement process may be perceived as compromised, it has the optionto terminate this RFP process and re-issue a new RFP with an amended scope of work. However, that approach is not being recommended as essentiallythe same pool of consultantswith fundamentallythe same deliverables as the current adjusted RFP,thepotentialexists to receive fewersubmissions due to frustration as well as less favourable proposals, at a potentially increased cost. Revised Proposalsand Evaluation The Township has received8revised proposals.1of the previous bidders chose not to submit a revised proposal. The Evaluation Committee, consisting of the CAO, Director of Finance and the HR Manager, hascompleted areviewof suchproposalrevisions. Based on the results of thatreview,the Evaluation Committeeis recommending that the Council proceed to award the project tothe original preferred bidder, ML Consulting, in the revised proposal amount of $24,200-$25,300 (excluding HST), noting the reduced fee is $4,400less than the original $28,600 proposed, due to the reduced scope of work. The Consultant has advised that the revisions have been prepared with a view to reducing the overall cost without compromising the quality of the project.The revised proposal is premised onthe Township Staff completingcertain aspects of the project in- house, such as updating job descriptions,etc. rather than the Consultant being responsible for the entire review process. The Consultant has also confirmed thatthe project will be undertaken by the same principal staff and that the project completion date of May 31, 2021 will remain the same. Independent Third Party Review While some aspects of the project couldbe completed in-house, such as updating job descriptions,having a third party involved ensures objectivity and minimizes the perception of any bias.Conducting a large portion of the work in-house could compromise the benefit of retaining a third party to completework that is of a sensitive nature -pay equity and staff compensation. 48 The recommendation to retain a third party expert to carryout the entire review process was strongly based on the intent to achieve a result that would be perceived as unbiased and expertly arrived at by all Staff and the Council. Preferred Consultant As reported previously to the Council, 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. 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 $24,200,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. - using a competitive procurement practice achieves this goal. Submitted by: Michelle Casavecchia-Somers, Chief Administrative Officer/Clerk 49 Report toCouncil REPORT NO.:CAO-21-06 DATE: March 1, 2021 ATTACHMENT:Draft Lease Agreement/Transfer Document SUBJECT:OPC PUMPING STATION TRANSFER TO TOWNSHIP Recommendation: THAT Report No. CAO-21-06OPCPumping Station Transfer To Township AND THATthe draft OPC Pumping Station Lease Agreement with Her Majesty The Queen In Right of Ontario, As Represented By The Minister of Government and Consumer Services, be approved; AND THAT the Mayor and the Clerk be authorized and directed to execute the said Lease Agreement on behalf of the Township. Background: As the Council is aware, the Springfield Sewage System outlets to the Ontario Police College (OPC) sewage pumping station. This ispermitted through a legal agreement between the Province and the Township. The agreement requires the Township to pay its proportional cost of maintenance and capital. The OPC pumping station reached the end of its useful life and the Province, as the owner of the pumping station, proceeded to tender the work to replace/renew the pumping station, award the contract, and manage the project according to their policies. The construction of the new pumping station was substantially completed inJanuary, 2021.The Township is required, on behalf of the Springfield Sewage System, to pay its proportionate amount of the capital costs of the new pumping station. In 2017, anticipating the need for asset replacement in the near future, and the significant financial impact to replace the pumping station, the Township of Malahide applied to the Province for grant funding under the Ontario Community Infrastructure Fund (OCIF) program. The Township was notified in February, 2018 that project was 50 accepted and is eligible to receive grant fundingof $618,614; subject to a number of conditions. Comments/Analysis: OCIF Grant Funding As noted above, the Province is currently the owner of the pumping station and the Township, through agreement with the Province, is to pay its proportionate amount of the capital costs of the new pumping station. The Province, through its OCIF grant program, provides assistance to municipalities to help them to improve vital local infrastructurein rural communities. However, such grant funding must be used to improve municipal assets only. As the Township is not the current owner of the pumping station, the Contribution Agreement,that was executed between the Province and the Township on March 1, 2018, stipulated that provide evidence to the Province, in a form prescribed by theProvince, that the Recipient ownsthe Projectprior to the Township receiving any monies under the OCIF program. Legal Transfer of Ownership to Township The Township Staff have been working with the Province to preparethe legal documents by which to formally make this ownership transfer take place. There have been some complications along the way, specifically with regard to the Province selling , as it forms a part of the Ontario Police College property. Following lengthy deliberations with the Province, it has been determined that the most prudent course of action involves two processesin order to resolve the matter of ensuring that the Township ownsthe pumping station. The first being the execution of a long term (21 year) lease agreement between the Township and the Province for the ;and the second, is aformal transfer of ownership for the pumping stationfrom the Province to the Townshipto enable it to become a Township asset. The Municipal Staff, in conjunction with the Municipal Solicitor, have reviewed the attached draft Lease Agreement for the land and the appended Bill of Sale for the transfer of the pumping station to the Township and are recommending that the Council approve the execution of such Agreement. Moving forward with the proposed Lease Agreement will enable the Township to meet a necessary condition of the OCIF Contribution Agreement. OCIF Grant Deadline to Meet Conditions Itis important to note that, in order for the grant monies to be released to the Township, all conditions of the OCIF Contribution Agreement must be met by no later than March 31, 2021. As such, the Lease Agreement must be executed by both the Township and 51 st the Province prior totheMarch 31deadline. The Township Staff have been advised by Provincial representatives that if the Malahide Council authorizes the Mayor and the Clerk to execute the agreement at the March 4, 2021 Council meeting, then it would provide sufficient time for the Province to also execute the document before the March st 31deadline. Financial Implications to Budget: The 2020 Sewer Capital Budget included $1,112,500 for the OPC Pumping Station as $493,883 is estimated to be funded from reserves, after using the OCIF grant in full. While the construction of the new pumping station is complete, the Township has not yet received a final accounting of the project. However, Infrastructure Ontario had previously advisedthat the total post-tender project cost breakdown is as follows: DescriptionProvincialTownship Total ShareShareCost Design$184,622$0$184,622 Construction$1,012,500$1,012,500$2,025,000 Contingency$200,000$0$200,000 PMSP (Consultant) Fees$114,457$114,457$228,914 TOTAL$1,511,579$1,126,957$2,638,536 Overall Cost sharing57.3%43.7%100% The Township share of $1,126,957 is marginally higher than the budgeted $1,112,500 and will be funded as follows: DescriptionAmount OCIFGrant approved funding$618,614 Sewage Lifecycle Replacement Reserve$508,343 Total Township share$1,126,957 There are currently sufficient funds in the Sewage Lifecycle Replacement Reserve to Grant. A further report will be submitted to the Council at a future meeting detailing the final costing for this project once it is known. 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. 52 Pillar relates to Embody financial Efficiency throughout Decision Making. This collaborative effort that pools resources and shares costs works to ensure that the maintenance and replacement of infrastructure is carried out in a fiscally responsible and practically reasonable manner that would bring long term benefits to the residents. Submitted by: Michelle Casavecchia-Somers, Chief Administrative Officer/Clerk 53 Report toCouncil REPORT NO.:CAO-21-05 DATE: February 26, 2021 ATTACHMENT:Program Guidelines SUBJECT:Municipal Modernization Program Intake 2 Recommendation: THAT Report No. CAO-21-05entitled Municipal Modernization Program Intake 2 AND THATthe Municipal Staff be directed to submit an application under the Review Streamof the Municipal Modernization Program Intake 2 for the Facilities Consolidation/Relocation Business PlanProject; it being notedout that the Review Streamprovides 100% fundingto successful projects; AND THAT the Municipal Staff be directed to submit an application under the Implementation Streamof the Municipal Modernization Program Intake 2 for the Development Approvals Service Business Plan and Electronic Processing Project; it being notedoutthat the Implementation Streamprovides 75% funding to successful projects. Background: Municipal Modernization Program(MMP) to complete a Service Delivery and Organizational Review. Recently, the Province announced the launch of the second intake under theMMP. This programwill providefunding to help small and rural municipalities modernize service delivery and identify new ways to be more efficient and effective. The second intake of the MMP will allow municipalities to benefit from provincial funding to conduct third party reviews as well as to implement projects to increase efficiency and effectiveness and lower costs in the longer term. 54 Comments/Analysis: Program Guidelines/Eligibility Criteria The program guidelines indicate that priority will be given to innovative joint projects with neighbouring municipalities that willprovide benefitsto each municipality.In addition, the followingare also identified as priorities: ; ; ; and/or . The Intake 2 of the MMP will provide funding under 2 different streams: 1)Review Streamprovides 100% funding to undertake service delivery or administrative expenditure reviews with the goal of finding efficiencies and lowering costs in the longer term.Such reviews must be undertaken by an independent third-party reviewerand be completed by no later than November 30, 2021. 2)Implementation Streamprovides 75% funding for municipalities under 5,000 households to undertake projects that increase municipal efficiency and effectiveness. Municipalities can only apply under this stream for projects that implement the findings of previous reviews (i.e. service delivery review) or other evidence-based reports.Such projects must be completed by September 30, 2022. To be eligible for funding, amunicipality must confirm that it has fully spent or allocated the unconditional modernization funding provided by the Province in March 2019.As the Council is aware, such funding has been earmarked in the 2021 Capital Budget for the Broadband Tower Project. As such this eligibility criteria. Recommended Projects Based on a review of the program guidelines and criteria, the Municipal Staff have identified the following projects from the recommendations of the Service Delivery Review as being eligible: Review Stream Project- Facilities Consolidation/Relocation Business Plan This project would result in the preparation of a Facilities Consolidation/Relocation Business Planfor all municipal facilities, with a specific focus on the Public Works facilities as was recommended in the Phase 1 Service Delivery Review (SDR). The Township currently has two Public Works Facilities one north and one south of Aylmer. The existing facilities are old and need repairs and/orreplacement, particularly with ongoing pandemic restrictions. Further, the existing facilities do not have adequate materials storage nor do the locations maximize deployment of either equipment or staff for winter controlactivities. 55 The SDR noted that the forward and recommended that a detailed business plan be prepared including a complete Functional Designanalysis and Financing/Costing details for the consolidation of the Public Works yards. While the SDR specifically identified a review of the Public available 100% Provincial funding to conduct a review of all municipal facilities to identify any opportunities to find efficiencies and address long term needs of the Township. Thecompleted Business Plan would meet the MMP program goals of identifying efficiencies and resulting in lower operational costs in the longer term. Further, the project is one that can be undertaken by an independent third-party reviewer and could be completed before the program deadline of November 30, 2021. A third-party review would provide the Council and Administration with a detailed analysis that will enable the Township to make informed decisions regarding how and when to move forward with optimizationofits Facilities to reduce duplication and operate moreefficiently. Implementation Stream Project-Development ApprovalsService Business Model and Electronic Processing This projectwould result in the preparation of abusiness plan for a shared Development Approvals Process model incorporating planning, building & by-law enforcement services, staff and contractors. As well, it would recommend the implementation ofan appropriatesoftware to enable online applicationsand electronic business processes that are also able to be integratedwith the MPAC platform. This project is being recommended as the completed Business Plan would meet the MMP program goals of increase municipal efficiency and effectivenessand also implementsa recommendation of the Phase 1 Service Delivery Reviewwhich was . In addition, with the recent turnover in staff in our neighbouring municipalities, athird- party review would provide the Council and Administration with the most appropriate strategies for a possible shared service arrangement with one or more of our neighbouring municipalities. It would also provide the strategies needed to operate efficiently with third-party e-permitting and review software. Such software could provide positive impacts on the efficiencies of multiple departments. This would provide a wider benefit and service to our development community as building and planning resources would be able to consolidate and be shared in an efficient and strategic manner. Further, the development community isincreasingly looking for quick and easy processes (i.e. quick inspections and less paperwork) with regard to development permits and approvals. E-processing/permitting options would enable us to deliver what is strongly desired. 56 Summary: Both of theabove noted projects meet the Intake 2 MMP eligibility criteriadigital modernization, service integration, streamlined development approvals, as well as shared service and alternative service delivery models. Thecompletion of these projects will result in increased efficiency, future cost savings, andenhanced customer service. By taking advantage ofavailable Provincial Funding, the Township will be able to continue to modernize and improve the way that we provide services to our community. Financial Implications to Budget: ReviewStream Project- Facilities Consolidation/Relocation Business Plan The estimated consultant cost to prepare a business plan is in the range of $30,000 to $50,000.The MMP funding would cover 100% of the project costs, resulting in no impact on the 2021 Budget as previously adopted by the Council. Implementation Stream Project-Development ApprovalsService Business Plan and Electronic Processing The estimated consultant cost to prepare a business modelis$30,000.The MMP funding would provide 75% in the amount of $22,500 the project is estimated to be $7,500 funded from thePlanning & Development Reserveheld to fundplanning / economic development studies & reports. 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. -Ensuring that the Council is aware of potential financial implications related to grant funding works to achievethis goal. Submitted by:Approved by: Brent Smith, Director of Fire & Emergency Services Arundhati Mohile, Director of Financial Michelle Casavecchia-Somers, Services/Treasurer Chief Administrative Officer/Clerk Matt Sweetland, Director of Public Works Adam Betteridge, Director of Development Services 57 Ministry of Ministère des Municipal Affairs Affaires municipales and Housinget du Logement Office of the Minister Bureau du ministre the 777 Bay Street, 17777, rue Bay, 17 Floor étage Toronto ON M7A 2J3 Toronto ON M7A 2J3 Tel.: 416 585-7000 Tél. : 416 585-7000 234-2021-344 January 26, 2021 Dear Head of Council: Our government is committed to improving local service delivery and better respecting taxpayers’ dollars. That is why we launched the Municipal Modernization Programin 2019. Through this program, the Ontario government is providing funding to help small and rural municipalities modernize service delivery and identify new ways to be more efficient and effective. Today at the Rural Ontario Municipal Association (ROMA) conference, I announced the launch of the second intake under the Municipal Modernization Program. Modern, efficient municipal services that are financially sustainable are more important than ever in light of the COVID-19 pandemic. Even asmunicipalities continue to face challenges, there are also opportunities to transform services and stimulate new ways of doing business. The second intakewill allow municipalities tobenefit from provincial funding to conduct third party reviews aswell as to implementprojects to increase efficiency and effectiveness and lower costs in the longer term. I also want to encourage you to work with your neighbouring municipalities to find innovative joint projects that can benefit each of you. The government is excited to learn about your project applications that support the following priorities: Digital modernization S ervice integration Streamlined development approvals Shared services/alternative delivery models To apply, you must submit a completed Expression of Interest form with attached supporting documents via the Transfer Payment Ontario (TPON) system by March15, 2021. To get started, visitwww.Ontario.ca/getfunding. If you have questions on the program, or would like to discuss a proposal, I encourage you to contact your Municipal Services Office or e-mail municipal.programs@ontario.ca. 58 I look forward to continuing to work together to support your municipality in delivering efficient, effective and modern services for your residentsand businesses. Sincerely, S teve Clark Minister c.Chief Administrative Officers and Treasurers 59 Municipal Modernization Program Intake 2 Program Guidelines WHAT YOU NEED TO KNOW Ontario is continuing to help municipalitiesbecome more efficient and modernize service delivery. Ontario’s 405 small and rural municipalitiescan now apply to Intake 2 of the Municipal Modernization Program for funding under two streams. The review stream will provide funding for municipalities to undertake expenditure reviews with the goal of finding efficiencies and lowering costs in the longer term. The implementation stream will provide provincial cost-sharing for municipalities to undertake projects that increase municipal efficiency and effectiveness. Municipalities can apply under this stream for projects that implement the findings of previous reviews or other evidence-based reports. Under both streams, municipalities can apply individually or jointly with other eligible municipalities. ELIGIBILITY CRITERIA – REVIEW STREAM To be eligible under Intake 2, a review stream project must: 1.Be a review of municipal service delivery or administrative expenditures by an independent third-party reviewer for the purpose of finding savings and efficiencies. The review project could take a number of forms including: a line-by-line review of the municipality’s entire budget; or a review of service deliveryand modernization opportunities;or a review of administrative processes to reduce costs. 2.Result in a report by the independent third-party reviewer that provides specific and actionable recommendations for cost savings and improved efficiencies. 3.Begin field work no earlier than January 26, 2021, with a final report completed and posted publicly on the municipal website by November30, 2021. To be eligible for funding, the municipality must confirm that it has fully spent or allocated the unconditional modernization funding provided by the province in March 2019. 60 It is anticipatedthat most review projects will cost between $20,000 and $150,000. Higher funding amounts may be available for joint projects. Proposals will be reviewed on a case- by-case basis and funding amounts may depend on the available appropriation. Priority may be given to projects that address one or more of the following priorities: Digital modernization Service integration Streamlined development approvals Shared services/alternative service delivery models Municipalities will be eligible to receive funding up to the full amount of the third-party service provider’s fees for the review. Municipal administrative costs, such as staff time, are not eligible. The program will not cover review projects where: the goal is to identify opportunities for revenue generation or reductions in front line services; or the review does not result in a formal report prepared by a third party that the municipality is prepared to make publicly available online; or the object of the review extends beyond municipal accountability; or the review is related to requirements under the asset management regulation. ELIGIBILITY CRITERIA – IMPLEMENTATION STREAM To be eligible under Intake 2, an implementationproject proposal must: 1.Be based on demonstrated evidence of savings the municipality intends to realize through the project; 2.Begin no earlier than January 26, 2021 and be completed by September 30, 2022; 3.Include a high level workplan with project milestones; 4.Include a commitment to providing a final report that forecasts annual savings and other efficiency and effectiveness outcomesfor at least three years as a result of project completion 5.Include a commitment to reporting back one-year post project completion with actual savings over the course of the year and a revised forecast of annual savings and other efficiency and effectiveness outcomes for the following two years. 61 To be eligible for funding, the municipality must confirm that it has fully spent or allocated the unconditional modernization funding provided by the province in March 2019. Priority may be given to projects that address one or more of the following priorities: Digital modernization Service integration Streamlined development approvals Shared services/alternative service delivery models The program will not cover projects where: the expected outcome is a reduction in front line services; or the expected outcome would not result in efficiencies or cost savings; or the municipality would not be prepared to support any ongoing maintenance costs resulting from the project. COST SHARING AND ELIGIBLE COSTS – IMPLEMENTATION STREAM The cost of implementation projects will be shared between the province and the municipality. The province will contribute a greater portion for projects within municipalities with fewer households according to the following thresholds. Number of households in the Maximum provincial Minimum municipal municipality (2020 MPAC data) share of project costs share of project costs 0 - 5,000 75% 25% >5,00065% 35% It is anticipated that the provincial share of most projects will be between $20,000 and $250,000. Higher funding amounts may be available for joint projects. Proposals will be reviewed on a case-by-case basis and funding amounts may depend on the available appropriation. Major capital expenditures are not eligible for funding as project costs. Regular municipal staff costs that are part of the municipality’s annual budget are not eligible for provincial funding as project costs. However, additional temporary hiring (including internships) for an implementation project could be considered as an eligible cost. Other eligible costs could include amounts paid to fee-for-service providers, software licenses, systems development and training. 62 HOW TO APPLY 1.Log onto the Transfer Payment Ontario (TPON) system (Ontario.ca/getfunding) and select the program stream you wish to apply for(review stream, implementation stream); 2.Complete an Expression of Interest form for the appropriate stream of the program. 3.Ensure that you have uploaded the required attachments and completed the municipal attestation in the Expression of Interest Form. 4.Submit your completed application through TPON by March 15, 2021 HOW IT WORKS The ministry expects to advise municipalities of the outcomes of their applications in May 2021. If your application is approved, a proposed transfer payment agreement with the ministry will be sent to confirm the funding amount and set out the terms, including reporting requirements and a payment schedule. Municipalities can expect to receive an initial payment following execution of a transfer payment agreement. PROGRAM TIMELINE Submit your Expression of Interest and any supporting March 15, 2021 documentation to Transfer Payment Ontario (TPON) at www.ontario.ca/getfunding Learn whether your application is approved. If it is approved, enter May 2021 into a transfer payment agreement for project funding, and receive an initial payment once the agreement is executed. Review Stream: Submit an interim project status report August2021 Implementation Stream: Submit quarterly project status and Quarterly starting expenditure reports October 2021 Review Stream:Post the third-party reviewer’s final report November 2021 online and submit your final project status report. This report will include: a hyperlink to the publicly posted third-party reviewer’s report; the amount paid to the third-party reviewer and a copy of the invoice; a statement of the total amount of expenditures reviewed and the total amount identified as potential savings; and a 250-word abstract of the project and its findings. Implementation Stream: All implementation stream projects are By Fall 2022 completed. Submit final reports including copies of invoices. 63 FOR MORE INFORMATION Please direct program questions to your Municipal Services Office Municipal Advisor or Municipal.Programs@ontario.ca. For support with the Transfer Payment Ontario (TPON) system contact the Transfer Payment Ontario Client Care from Monday to Friday 8:30 a.m. to 5:00 pm, except for statutory holidays: Tel: 416-325-6691 Toll-free: 1-855-216-3090 TTY: 416-325-3408 Toll-free TTY: 1-800-268-7095 Email: TPONCC@ontario.ca 64 Subject:CTV Advertising Good morning Michelle, The Aylmer & Area Chamber of Commerce and the Aylmer BIA are both working together to bring some positive media coverage to our area.We have inquired on doing some television advertising on CTV.I have reached out to my contact at CTV and they have put together an advertising program to allocate at least 18 ad spaces on CTV.The number of ads depends on the financial support we can gather together.We have approached the Town of Aylmer as well and we are looking at $1100 per partner. The time sensitive portion is that they are not charging production fees for any ads produced before the end of March.This saves over $1100.00 to be able to invest in actual advertising.If all parties agree, we are looking at the cost divided between the organizations. Please let me know if you have any questions or if you would rather a different approach to the request.I can send you the 15 second campaign we did in the fall along with the County of Elgin if you would like. Thank you very much for your time, have a good day. Nicole -- Nicole Pressey-Wiebenga Executive Director Aylmer & Area Chamber of Commerce aylmerchamber@eastlink.ca 65 Diana Wilson From:Aylmer & Area Chamber of Commerce <aylmerchamber@eastlink.ca> Sent:February 26, 2021 2:23 PM To: Diana Wilson Subject:Time Sensitive Advertising Opportunity! Here's an opportunity to take your advertising to a whole new level! The Aylmer & Area Chamber of Commerce, Aylmer BIA and the Town of Aylmer are partnering to create a powerful 'community' brand message on CTV to bring some positive advertising to our area. Our community has so much to offer and we are stepping up to be a positive light for our businesses. This media campaign will run in the spring. Along with this, we have an opportunity for you that will directly benefit your business. Here are the details: Timeline: 3 week advertising campaign on CTV2-CTV News to run April 19- May 9 Length of Ad: 30 second commercial (which would include three Aylmer area businesses featured) Quantity: minimum 15 ad spots (ads between 6-9am and 11-11:35pm) Cost: $725 (includes HST) for each participating business The recording and producing of the ad would be during the month of March while their production fees are waived. If you are interested, please reach out to me as soon as possible. I have a pdf 1 66 with the details that I can email you to review. There is absolutely no pressure to anyone, as we understand it's a challenging time right now. But to those who are looking for an opportunity to elevate their business, reach out to me before Wednesday, March 3, 2021. We want to participate! An Additional Advertising Opportunity from the Aylmer Express: In an effort to share positive, uplifting stories and memories, we will be running a special contest throughout the month of March in The Aylmer Express: The idea is to create a community event where people can share positive stories (present and historic) about Aylmer as a way to counter the recent negative attention. The contest would run in the paper, as well as accompanying online promo. Prizes would be awarded after the last week of that can be spent in town to support our local businesses and AE subscriptions as well. As part of this initiative, we are inviting businesses to take part in a where you can promote your business with your logo etc. and add your full colour will be $30 + HST, or $100 + HST for the full 4 weeks. 2 67 Please let Cindy know if you wish to be part of this positive outreach for our community. (email: ads@aylmerexpress.ca) contest that support your business and our town, that would be great too and we will increase the number of prizes awarded. We also welcome businesses to share your hometown photos and stories with us to add some current and historical Aylmer community photos to enhance this promotion. Connect with Cindy Here As always, don't forget as a benefit to your membership with the Aylmer & Area Chamber of Commerce, we are happy to share promos, photos and information on our social media accounts. Simply email any details and photos and we will happily post them. If you aren't able to take a photo, send us an email and we will come out to take some photos. By utilizing various social media accounts, you are capturing a new reach of potential customers. Send Social Media Info 3 68 Copyright © 2021 Aylmer & Area Chamber of Commerce, All rights reserved. As a valued member you and your staff are invited to monthly Chamber Business After Business Socials. Our mailing address is: Aylmer & Area Chamber of Commerce 51 Talbot Street East Aylmer, On N5H 1H3 Canada Add us to your address book Want to change how you receive these emails? You can update your preferences or unsubscribe from this list. 4 69 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.21-16 Being a By-law toincorporate various parcels as part of the public highways located within the Township of Malahide. WHEREASSection 31 of the Municipal Act, S.O. 2001, c.25 authorizes a municipality to open by by-law any highway within its jurisdiction; AND WHEREASthe Council of The Corporation of the Township of Malahidehas acquired land for the purpose of widening various publichighways located within the municipality; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THATthe lands and premises described in forming a part of this By-law be and the same are hereby assumed and dedicated by the Township of Malahide as a highway for public use. 2.THAT this By-law shall come into force and take effect on the final passing thereof. th READaFIRSTandSECONDtime this 4day of March, 2021. th READaTHIRDtime and FINALLY PASSEDthis 4day of March, 2021. __________________________ Mayor,D. Mennill __________________________ Clerk, M. Casavecchia-Somers 70 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE TO BY-LAW NO. 21-16 DESCRIPTIONAUTHORIZINGPURPOSE BY-LAW Chalet Line Part of Lot 17, Concession 500-02Road Widening Part 4, Reference Plan11R-5582 Instrument No. 412057 Registered on 2001/10/30 Part of Lot 18, Concession 500-02Road Widening Part 11, Reference Plan11R-5596 Instrument No. 413107 Registered on 2001/12/07 Part of Lot 18, Concession 500-02Road Widening Part 10 and 12, Reference Plan11R-5596 Instrument No. 412047 Registered on 2001/10/30 Part of Lot 19, Concession 600-02Road Widening Part 5, Reference Plan11R-5596 Instrument No. 412059 Registered on 2001/10/30 Part of Lot 18, Concession 600-02Road Widening Part 3, Reference Plan11R-5596 Instrument No. 412058 Registered on 2001/10/30 Part of Lot 19, Concession 600-02Road Widening Part 7, Reference Plan11R-5596 Instrument No. 412060 Registered on 2001/10/30 Part of Lot 21, Concession 600-02Road Widening Part 2, Reference Plan11R-5607 Instrument No. 412056 Registered on 2001/10/30 71 Part of Lot 21, Concession 500-02Road Widening Part 3, Reference Plan11R-5607 Instrument No. 412048 Registered on 2001/10/30 Part of Lots 22 & 23, Concession 600-02Road Widening Part 1, Reference Plan11R-5657 Instrument No. 412054 Registered on 2001/10/30 Part of Lot 22, Concession 500-02Road Widening Part 4, Reference Plan11R-5657 Instrument No. 412049 Registered on 2001/10/30 Part of Lot 23, Concession 6 00-02Road Widening Part 2, Reference Plan11R-5657 Part of Lot 24, Concession 5 Part 3, Reference Plan 11R-5891 Instrument No. 412053 Registered on 2001/10/30 Part of Lot 25, Concession 600-02Road Widening Part 1, Reference Plan11R-5898 Instrument No. 412051 Registered on 2001/10/30 Part of Lot 28and 29, Concession 600-02Road Widening Part 7, Reference Plan11R-6062 Instrument No. 412050 Registered on 2001/10/30 Part Lot 25, Concession 500-02Road Widening Parts 6, 7 and 8 ReferencePlan11R-5898 Instrument No. 412045 Registered on 2001/10/30 Part of Lot 25, Concession 500-02Road Widening Part 9, Reference Plan11R-5898 Instrument No. 413112 Registered on 2001/12/07 Part Lot 25, Concession 500-02Road Widening Part 10, Reference Plan11R-5898 Instrument No. 412044 Registered on 2001/10/30 72 Part of Lot 26, Concession 500-02Road Widening Part 14, Reference Plan11R-5898 Instrument No. 413109 Registered on 2001/12/07 Part of Lot 27, Concession 500-02Road Widening Part 2, Reference Plan11R-6062 Instrument No. 412043 Registered on 2001/10/30 Part of Lot 28, Concession 500-02Road Widening Part 4, Reference Plan11R-6062 Instrument No. 412039 Registered on 2001/10/30 Part of Lot 29, Concession 500-02Road Widening Part 5, Reference Plan11R-6062 Instrument No. 412038 Registered on 2001/10/30 Part of Lot 94, Conc. South Talbot Road00-02 andRoad Widening Part 1, Reference Plan11R-560702-48Daylight Corner Part 3,Reference Plan 11R-7785 Instrument No. 423509 Registered on 2003/02/19 73 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.21-20 Being a By-law toauthorizethe execution of aLeaseAgreement WithHer Majesty The Queen In Right of Ontario As Represented By The Minister of Government and Consumer Services for the lease of a portion of the provincially-owned property located at 10716 Hacienda Road. 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 WHEREASthe Ministry of Government and Consumer Services (the 10716 Hacienda Road andon which is situated Pumping Station which serves both the OPC and the Village of Springfield; AND WHEREASthe ownership of the said Sewage Pumping Station, but not the land that it is situated on,is to be transferred by the Ministry to The Corporation of the Township of Malahide; AND WHEREASthe Township has requested the Ministry to utilize a portion of the property for the purpose of continuing to situate the said Sewage Pumping Station in its present location; AND WHEREASthe Ministry has agreed to lease a portion of the property to the Township for the purpose of continuing to situate the said Sewage Pumping Stationin its present location; AND WHEREASthe Council of The Corporation of the Township of Malahide is desirous of entering into a Lease Agreement Her Majesty The Queen In Right of Ontario As Represented By The Minister of Government and Consumer Services for a portion of the property for the purpose of continuing to situate the said Sewage Pumping Stationin its present location; NOW THEREFOREthe Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1.THAT the entering into of aLeaseAgreement with Her Majesty The Queen In Right of Ontario As RepresentedBy The Minister of Government and Consumer Servicesfor the purpose of continuing to situate aSewage Pumping Stationon a portion of theproperty located at 10716 Hacienda Roadis hereby approved and authorized. 74 2.THAT the Mayorand the Clerkbe and they are hereby authorized and directed to execute on behalf of The Corporation of the Township ofMalahide the said Lease Agreementin substantially the same form as that attached hereto as Schedule "A" and forming a part of this By-law. 3.THAT the said Lease Agreement shall take effect and come into force upon the signing thereof by all parties thereto. 4.THAT this By-law shall come into force and take effect on the final passing thereof. th READaFIRSTandSECONDtime this4day of March, 2021. th READaTHIRDtime and FINALLY PASSEDthis4day of March, 2021. __________________________ Mayor,D. Mennill __________________________ Clerk, M. Casavecchia-Somers 75 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.21-17 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 March 4,2021,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 of the Ontario Municipal Board or other authority is required by law, ishereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in this By-law. 2.THAT the Mayorand the appropriate officials of the Township of Malahideare hereby authorized and directed to do all things necessary to give effect to the action of the Council of the Township of Malahidereferred to in the proceeding section. 3.THATthe Mayorand the Clerk are hereby authorized and directed to execute all documents necessary in that behalf and to affix thereto the corporate seal of the Township of Malahide. 4.THAT this By-law shall come into force and take effect upon the final passing thereof. th READaFIRSTandSECONDtime this4day of March,2021. th READaTHIRDtime and FINALLY PASSEDthis4day of March, 2021. __________________________ Mayor, D. Mennill __________________________ Clerk, M. Casavecchia-Somers