2020-05-28 Council Agenda Package - Dufferin County · 5/28/2020 · COUNCIL AGENDA – May 28, 2020 – Page 2 7. PRESENTATION AND CONSIDERATIONS OF REPORTS Infrastructure & Environmental

COUNCIL AGENDA – May 28, 2020 – Page 1

COUNCIL AGENDA Thursday, May 28, 2020 at 3:00 p.m. By video conference – The meeting will be live streamed on YouTube at the following link: https://www.youtube.com/channel/UCCx9vXkywflJr0LUVkKnYWQ

1. ROLL CALL Verbal roll call by the Clerk.

2. APPROVAL OF THE AGENDA THAT the Agenda and any Addendum distributed for the May 28, 2020 meeting of Council, be approved.

3. DECLARATION OF INTEREST BY MEMBERS Members of Council are required to state any pecuniary interest in accordance with the Municipal Conflict of Interest Act.

4. APPROVAL OF MINUTES OF THE PREVIOUS MEETING THAT the minutes of Special Meeting of Council of April 16, 2020 and the minutes of the regular of Council of May 14, 2020, be adopted.

5. PROCLAMATIONS, DELEGATIONS AND PRESENTATIONS 5.1. Proclamation: Accessibility Week – May 31 – June 6, 2020

6. PUBLIC QUESTION PERIOD

https://www.youtube.com/channel/UCCx9vXkywflJr0LUVkKnYWQ


7. PRESENTATION AND CONSIDERATIONS OF REPORTS

Infrastructure & Environmental Services Reports – Chair Currie

7.1. Director of Public Works/County Engineer’s Report – Municipal Fleet EV Charging Stations – Funding Opportunity A report from the Director of Public Works/County Engineer, dated May 28, 2020, to introduce a Federal cost share opportunity to help develop a municipal fleet electric vehicle charging network. In order to be eligible for the funding, financial commitment is required for the County portion. THAT Report, Municipal Fleet EV Charging Stations – Funding Opportunity, dated Thursday, May 28 2020, from the Director of Public Works/County Engineer be received; AND THAT Council supports submitting an application to the Zero-Emission Vehicle Infrastructure Program (ZEVIP) fund for 20 municipal fleet vehicle charging stations (12 for Dufferin County, 6 for Orangeville, 2 for Melancthon; AND THAT the County portion of the project ($75,000) be funded from the federal gas tax.

7.2. Director of Public Works/County Engineer’s Report – Battery Collection Program – Funding Transition A report from the Director of Public Works/County Engineer, dated May 28, 2020, to inform Council of the upcoming transition of Dufferin’s battery collection programs to the new Individual Producer Responsibility framework. THAT Report, Battery Collection Programs - Funding Transition, from the Director of Public Works/County Engineer, dated May 28, 2020, be received; AND THAT staff be authorized to enter the necessary agreements with Call 2 Recycle and Raw Materials Company Inc. to ensure continued service and funding for battery collection/recycling programs in Dufferin County.


7.3. Director of Public Works/County Engineer’s Report – AMO Resolution – Preferred Blue Box Transition Date A report from the Director of Public Works/County Engineer, dated May 28, 2020. The Association of Municipalities Ontario is requesting support in the form of municipal resolutions on the Blue Box transition to Full Producer Responsibility. THAT Report, AMO Resolution – Preferred Blue Box Transition Date, from the Director of Public Works/County Engineer, dated May 28, 2020, be received; AND THAT the County support the Association of Municipalities Ontario resolution on transition to Full Producer Responsibility as described in and attached to this report.

General Government Services Reports – Chair Creelman

7.4. Acting Treasurer’s Report – Building Reserve Fund Annual Report A report from the Acting Treasurer, dated May 28, 2020, to update members of Council on the Building Permit Reserve Fund (BPRF) results for 2019, as required under the Building Code Act, S.O. 1992, Chapter 23. THAT the report of the Acting Treasurer, dated May 28, 2020, regarding the Building Reserve Fund Annual Report, be received.

7.5. Acting Treasurer’s Report – First Quarter 2020 Report on Request for Tenders and Request for Proposals A report from the Acting Treasurer, dated May 28, 2020, to provide the quarterly update on all Request for Tenders and Request for Proposals in accordance with By-law 2017-33 Procurement of Goods and Services 2017, Section (4.2.7). THAT the Report on Request for Tenders and Request for Proposals, from the Acting Treasurer, dated May 28, 2020, be received.


7.6. Acting Treasurer’s Report – Commercial Tenant Temporary Rent Reduction A report from the Acting Treasurer, dated May 28, 2020, to seek approval for temporary rental reduction for certain commercial tenants. THAT the report of the Acting Treasurer, dated May 28, 2020, regarding Commercial Tenant Temporary Rent Reduction, be received; AND THAT a rental reduction of 30% per month for a period of three months for commercial tenants (not including other government agencies) be approved.

Community Services/Dufferin Oaks/Museum Committee Reports – Chair Ryan

7.7. Director of Community Services’ Report – Quarterly Community Services Activity Report – Fourth Quarter 2019 A report from the Director of Community Services, dated May 28, 2020, to provide Council with the quarterly infographics that summarizes work being undertaken by the Community Services Housing, Ontario Works and Children’s Services Divisions. THAT the report of the Director, Community Services, titled Quarterly Community Services Activity Report – Fourth Quarter 2019, dated May 28, 2020, be received.

7.8. Director of Community Services’ Report – iCAN Service Feedback Survey Results A report from the Director of Community Services, dated May 28, 2020, to provide an overview of the Service Feedback Survey results for the iCAN (Inclusion for Children with Additional Needs) program’s first year of service. THAT the report of the Director, Community Services, titled iCAN Service Feedback Survey Results, dated May 28, 2020, be received.


7.9. Director of Community Services’ Report – Housing Benefits Update A report from the Director of Community Services, dated May 28, 2020, to provide an overview of the upcoming housing allowance programs that the Community Services Housing Services Division will be operating effective April 1, 2020 onwards. THAT the report of the Director, Community Services, titled Upcoming Housing Benefits Report, dated May 28, 2020, be received.

7.10. Administrator of Dufferin Oaks’ Report – Dufferin Oaks 2019 Resident and Family Satisfaction Survey A report from the Administrator of Dufferin Oaks, dated May 28, 2020, to inform Council members of the results of the annual Dufferin Oaks Resident and Family Satisfaction Survey. THAT the report of the Administrator of Dufferin Oaks, dated May 28, 2020, regarding the Dufferin Oaks 2019 Resident and Family Satisfaction Survey, be received.

7.11. Administrator of Dufferin Oaks’ Report – 2020 Accreditation Report A report from the Administrator of Dufferin Oaks, dated May 28, 2020, to provide an update on the outcome of the Dufferin Oaks’ Accreditation Survey. THAT the report of the Administrator of Dufferin Oaks, dated May 28, 2020, regarding the 2020 Accreditation Report, be received.

8. CORRESPONDENCE 8.1. Township of Amaranth

Correspondence from the Township of Amaranth, dated May 13, 2020, to request the County of Dufferin share the cost of installing a flashing like at the County owned bridge on Mono-Amaranth Townline. For consideration of Council.


9. NOTICE OF MOTIONS

10. MOTIONS

11. BY-LAWS 2020-44 A by-law to amend By-Law #2015-24, a by-law to govern the

proceedings of Council and its Committees. (Permit Electronic Participation at Meetings) Authorization: Council – May 14, 2020

12. OTHER BUSINESS

13. CONFIRMATORY BY-LAW

2020-xx A by-law to confirm the proceedings of the Council of the Corporation

of the County of Dufferin at its meeting held on May 28, 2020. THAT by-law 2020-xx be read a first, second and third time and enacted.

14. ADJOURNMENT THAT the meeting adjourn.

COUNCIL MINUTES – April 16, 2020 – Page 1

DUFFERIN COUNTY COUNCIL MINUTES

Thursday, April 16, 2020 at 3:00 p.m.

Video Conference

Council Members Present: Warden Darren White (Melancthon)

Councillor Steve Anderson (Shelburne)

Councillor Sandy Brown (Orangeville)

Councillor John Creelman (Mono)

Councillor Bob Currie (Amaranth)

Councillor Guy Gardhouse (East Garafraxa)

Councillor Chris Gerrits (Amaranth)

Councillor Earl Hawkins (Mulmur)

Councillor Janet Horner (Mulmur)

Councillor Andy Macintosh (Orangeville)

Councillor Wade Mills (Shelburne)

Councillor Laura Ryan (Mono)

Councillor Steve Soloman (Grand Valley)

Councillor Philip Rentsch (Grand Valley)

Staff Present: Sonya Pritchard, Chief Administrative Officer

Pam Hillock, Clerk/Director of Corporate Services

Aimee Raves, Acting Treasurer

Anna McGregor, Director of Community Services

Scott Burns, Director of Public Works

Brenda Wagner, Administrator of Dufferin Oaks

Tom Reid, Chief, Paramedic Service

Cheri French, Director of Human Resources

Darrell Keenie, Director of Planning, Economic Development & Culture

Michelle Dunne, Deputy Clerk

Warden White called the meeting to order at 3:00 pm

The Warden announced that this meeting is being live streamed and publicly broadcast.

The recording of this meeting will also be available on our website in the future.

The Warden read the electronic meeting protocols as outlined in the by-law:


The Procedural By-law shall continue to apply to an Electronic Meeting held pursuant to

this Protocol

o Each Member participating in a meeting electronically shall be available at

least fifteen (15) minutes before the beginning of the meeting to assist staff

in confirming establishment of the electronic connection.

o Each Member participating in a meeting electronically will mute their

electronic device when not speaking and/or it will be muted by meeting

support staff, depending on the technology used for the meeting.

o The Chair will canvass Members participating electronically about their

intention to speak to a matter on the floor and will notify each Member

when it is their turn to speak.

o Member(s) participating electronically will be deemed to have left the

meeting when they are no longer electronically connected to the meeting.

o In the case of a loss of connection, or any connection issue which impedes

the ability of a Member(s) to participate in the meeting in real time, the

meeting will continue without attempts by either staff or the Member(s) to

reconnect.

For any procedural or technology matters unforeseen and not clearly identified

within these rules or the Procedural By-law, the matter shall be decided by the

Warden, upon advice from the Clerk or County Staff, subject to an appeal to the

Council.

Members follow meeting leadership from the Warden as Chair.

At the start of the meeting, the Clerk shall conduct a roll call by voice (calling out

each Member in alphabetical order. After roll call, a Member participating

electronically should advise verbally that they are leaving the meeting before

ending their participation.

The Chair is to announce each agenda item on the floor of the meeting and shall

maintain an orderly meeting process keeping Members informed.

1. ROLL CALL

The Clerk verbally took a roll call of the Councillors in attendance.


2. APPROVAL OF THE AGENDA

Moved by Councillor Brown, seconded by Councillor Horner

THAT the Agenda and any Addendum distributed for the April 16, 2020

meeting of Council, be approved.

-Carried-

3. DECLARATION OF INTEREST BY MEMBERS

Members of Council are required to state any pecuniary interest in accordance

with the Municipal Conflict of Interest Act.

4. APPROVAL OF MINUTES OF THE PREVIOUS MEETING

Moved by Councillor Creelman, seconded by Councillor Hawkins

THAT the minutes of the Special Planning meeting of March 12, 2020, the

regular meeting of Council of March 12, 2020 and the minutes of the Special

Meeting of Council of April 1, 2020, be adopted.

-Carried-

PRESENTATION AND CONSIDERATIONS OF REPORTS

5. Clerk/Director of Corporate Service’s Report – Community Grants –

Cancelled Events

A report from the Clerk/Director of Corporate Services, dated April 16, 2020, to

seek direction from Council on how they would like to handle the funding that

was granted to community groups with events being cancelled due to COVID-

19.

Moved by Councillor Ryan, seconded by Councillor Macintosh

THAT the report of the Director of Corporate Services dated April 16, 2020,

regarding the Community Grants, be received;

AND THAT the funding provided to organizations for events that were

scheduled in 2020 and cancelled due to COVID-19, be returned to the

County.

-Carried-


6. Acting Treasurer’s Report – Property Tax Deferral

A report from the Acting Treasurer, dated April 16, 2020, to provide information

to Council surrounding property tax levy deferral as a result of the COVID 19

pandemic.

Moved by Councillor Mills, seconded by Councillor Gardhouse

THAT the report of the Acting Treasurer, dated April 16, 2020, regarding

Property Tax Deferral, be received;

AND THAT the remaining 2020 Property Tax Payments schedule be

amended to coincide with the education payment dates, deferring the June

and September payments by 90 days subject to the lower tier municipalities

providing agreement as per Section 311 (15) of the Municipal Act;

AND THAT, the Dufferin County member municipalities be requested to

provide a resolution of support for the change to the due dates by no later

than May 31, 2020.

-Carried-

7. Acting Treasurer’s Report – COVID-19 Financial Implications

A report from the Acting Treasurer, dated April 16, 2020, to provide information

to Council about current and potential financial implications during the COVID

19 pandemic.

Moved by Councillor Creelman, seconded by Councillor Horner

THAT the report of the Acting Treasurer, dated April 16, 2020, regarding

COVID-19 Financial Implications, be received.

-Carried-

8. Chief Administrative Officer’s Report – SWIFT Credit Facility Guarantee –

Letter of Intent

A report from the Chief Administrative Officer, dated April 16, 2020, to

recommend approval of a Letter of Intent (LOI) for a credit facility guarantee for

the SWIFT project in Dufferin County.


Moved by Councillor Ryan, seconded by Councillor Gardhouse

THAT the report of the Chief Administrative Officer, dated April 16, 2020,

regarding SWIFT Credit Facility Guarantee – Letter of Intent, be received;

AND THAT, the attached Letter of Intent to guarantee $1,313,000 of a

$27,531,000 credit facility required by SWIFT for the Phase 3 projects be

approved and submitted to SWIFT.

-Carried-

9. Administrator of Dufferin Oak’s Report – Verbal COVID-19 Update

Brenda Wager, Administrator of Dufferin Oaks, gave a verbal update on the

status and timeline of the COVID-19 outbreak at Dufferin Oaks Long Term Care

Home.

In January 2020, Ontario Health initiated Situation Reports on a daily basis

regarding the emerging Coronavirus outbreak centered in Wuhan China. By the

end of January, cases were starting to appear in North America and

recommendations were made to start screening residents being admitted or

readmitted to long term care facilities. As well, it was recommended to start

passive screening of staff and visitors to long term care centres. At this point,

Dufferin Oaks was informing staff daily with provincial updates, providing

educational handouts and had posted signage directing visitors and staff to not

enter the home if they were experiencing fever, acute respiratory illness and had

travelled to Wuhan Province.

As COVID 19 continued to spread around the globe, additional measures were

implemented including the following:

March 11, 2020 – Active Screening of staff and visitors began along with reduced

visiting hours. All respiratory screenings now included COVID 19 testing.

March 14, 2020 – Restriction of all visitors with the exception of essential visitors.

March 17, 2020 – Daily management meetings established to assist with

pandemic planning.

March 22, 2020 – Dufferin Oaks received Directive 3 from the Ministry of Health

and Long Term Care restricting all residents from leaving on short term

absences. At this time it was also recommended to restrict staff from working in

more than one facility where possible.

Week of March 23, 2020 – Dufferin Oaks enhanced screening to include

symptoms not covered in original screening tool as well as providing a deadline

to staff who worked in multiple homes to select one site.


March 30, 2020 – Dufferin Oaks was informed that two of residents who had

returned from hospital the previous week had been in contact with a staff

member who had later tested positive for COVID 19. Both residents were placed

on precautionary measures and were tested for COVID 19. We were later

informed that a staff member at Dufferin Oaks had tested positive for COVID 19

after experiencing mild symptoms. At this point, a COVID outbreak was declared

at Dufferin Oaks. Daily calls with Public Health were established at this time to

assist with outbreak management and Public Health established contact with the

Dufferin Oaks staff who were affected as well as potentially affected. It is

important to note that Public Health has daily calls with positive staff and

communicate directly with the staff.

March 31, 2020 – Implemented a measure requiring all staff in the facility to

wear surgical masks which are provided to them upon entry.

April 2, 2020 – Dufferin Oaks implemented twice daily temperature checks of

residents, and the addition of temperature checks of staff during screening. Staff

were also recommended to take their own temperature twice daily as a measure

to self-monitor their own health.

April 3, 2020 – Dufferin Oaks received notification that one of the residents

swabbed earlier in the week had tested positive for COVID 19. As precautionary

measures had already been implemented earlier in the week, this did not result

in any change in practice at that time.

Week of April 6, 2020 – Dufferin Oaks started proactive screening of additional

residents to help identify potential positive cases as early as possible. Dufferin

Oaks triaged the approach to start with roommates of affected residents, then

residents living in adjacent rooms and then residents experiencing symptoms

but not meeting the case definition of COVID 19. During the week of April 12,

2020, the testing expanded to all residents. As we move forward, testing

residents multiple times has been occurring as appropriate. Staff are also

encouraged and directed to go for screening if they are experiencing any kind of

symptom or if they have any concerns with potential contact to a positive case.

There has been a recent announcement that all staff in long term care centres

should be tested. Dufferin Oaks will work with Public Health on the management

of that process.

To date, Dufferin Oaks has 4 residents and 5 staff who have tested positive for

COVID 19 and we have currently tested 105 residents. It is with sadness that we

share one of our residents passed away this past weekend after being diagnosed

with COVID 19. Our heartfelt sympathies to the family during this difficult time.

Daily conference calls with Public Health are ongoing and all recommendations


are implemented. Almost daily updated have been received from the Ministry of

Health and Long Term Care and all their directives are implemented. Dufferin

Oaks has been proactive in implementing changes, even implementing changes

prior to them becoming a directive.

Staff continue to work tirelessly to ensure the safety of our residents. Overall

support from the community has been tremendous but there have been

challenges for the facility and staff as well due to the publics’ understandable

concern with COVID. Dufferin Oaks continues to provide as much education as

possible and also rely on Public Health to provide education to the community.

Moved by Councillor Hawkins, seconded by Councillor Macintosh

THAT the verbal report from the Administrator of Dufferin Oaks regarding

the COVID-19 status at Dufferin Oaks Long Term Care Home, be received.

-Carried-

CORRESPONDENCE

10. Township of Amaranth

Correspondence sent to Premier Ford by the Township of Amaranth, dated April

8, 2020, to request the Ministry revert back to a three year timeframe before the

registration of a tax arrears certificate.

Moved by Councillor Ryan, seconded by Councillor Macintosh

THAT the correspondence from the Township of Amaranth to Premier Ford,

dated April 8, 2020, be received.

-Carried-

MOTIONS

11. Moved by Councillor Mills, seconded by Councillor Creelman

BE IT RESOLVED THAT Dufferin County supports the efforts of MP Kyle

Seeback in calling for all internet and cellular providers to stop data overage

charges during the COVID-19 crisis.

-Carried-


12. Moved by Councillor Creelman, seconded by Councillor Brown

WHEREAS the Municipal Act Section 238 (3)(1) allows for procedural by-

laws to provide that a member of Council can participate electronically in a

meeting which is open to the public to the extent and in the manner set out

in the by-law provided that any such member shall not be counted in

determining whether or not a quorum of members is present at any point in

time;

BE IT RESOLVED THAT staff be directed to report back to Council on the

possibilities and options regarding electronic participation in Council and/or

Committee meetings.

-Carried-

13. BY-LAWS

2020-37 A by-law to appoint an Acting Treasurer and to repeal By-Law

#2006-51. (Aimee Raves)

Authorization: Council – April 16, 2020

2020-38 A by-law to appoint an Acting Deputy Treasurer and to repeal By-

Law #2004-58. (Suzanne Moore)


2020-39 A by-law to ratify the actions of the Warden and Clerk for executing

an agreement between the Corporation of the County of Dufferin

and Upper Grand District School Board. (Lease Agreement – Mel

Lloyd Centre)


2020-40 A by-law to authorize the Warden and the Clerk to execute an

agreement between the Corporation of the County of Dufferin and

Her Majesty the Queen in Right of Canada as represented by the

Ministry of Employment and Social Development. (COVID-19

Economic Response Plan Funding Agreement)



2020-41 A by-law to authorize the Warden and the Clerk to execute an

agreement between the Corporation of the County of Dufferin and

Her Majesty the Queen in Right of Ontario as represented by the

Minister of Municipal Affairs and Housing. (Municipal

Modernization Funding Transfer Payment Agreement)


Moved by Councillor Mills , seconded by Councillor Gardhouse

THAT By-Law 2020-37 through By-Law 2020-41, inclusive, be read a first,

second and third time and enacted.

-Carried-

OTHER BUSINESS

14. Shelburne Centre for Health

Correspondence from the Shelburne Centre for Health requesting consideration

for their rent to be discounted or payments deferred during the COVID-19

pandemic. (Correspondence was circulated via email)

Moved by Councillor Ryan, seconded by Councillor Hawkins

THAT staff prepare a report for Council on the financial impacts of

discounting or deferring lease payments for the businesses leasing space

from Dufferin County.

-Carried-

Chief Administrative Officer, Sonya Pritchard, and Warden White, along with

other Councillors, thanked all Dufferin County staff for their dedication and work

during the ongoing pandemic.


2020-42 A by-law to confirm the proceedings of the Council of the

Corporation of the County of Dufferin at its meeting held on April

16, 2020.


Moved by Councillor Rentsch, seconded by Councillor Horner

THAT By-law 2020-42 be read a first, second and third time and enacted.

-Carried-

16. ADJOURNMENT

Moved by Councillor Macintosh , seconded by Councillor Gardhouse

THAT the meeting adjourn.

-Carried-

The meeting adjourned at 4:23 p.m.

Next meeting: To Be Announced

Darren White, Warden Pam Hillock, Clerk

COUNCIL MINUTES – May 14, 2020 – Page 1

DUFFERIN COUNTY COUNCIL MINUTES

Thursday, May 14, 2020 at 3:00 p.m.

Video Conference

Council Members Present: Warden Darren White (Melancthon)

Councillor Steve Anderson (Shelburne)

Councillor Sandy Brown (Orangeville)

Councillor John Creelman (Mono)

Councillor Bob Currie (Amaranth)

Councillor Guy Gardhouse (East Garafraxa)

Councillor Chris Gerrits (Amaranth)

Councillor Earl Hawkins (Mulmur)

Councillor Janet Horner (Mulmur)

Councillor Andy Macintosh (Orangeville)

Councillor Wade Mills (Shelburne)

Councillor Laura Ryan (Mono)

Councillor Steve Soloman (Grand Valley)

Councillor Philip Rentsch (Grand Valley)

Staff Present: Sonya Pritchard, Chief Administrative Officer

Michelle Dunne, Deputy Clerk

Aimee Raves, Acting Treasurer

Anna McGregor, Director of Community Services

Scott Burns, Director of Public Works

Brenda Wagner, Administrator of Dufferin Oaks

Tom Reid, Chief, Paramedic Service

Cheri French, Director of Human Resources

Darrell Keenie, Director of Planning, Economic Development & Culture

Steve Murphy, Emergency Management Coordinator

Pam Hillock, Clerk/Director of Corporate Services

Warden White called the meeting to order at 3:05 p.m.

The Warden announced that this meeting is being live streamed and publicly broadcast.

The recording of this meeting will also be available on our website in the future.


1. ROLL CALL

The Deputy Clerk verbally took a roll call of the Councillors in attendance.

2. APPROVAL OF THE AGENDA

Moved by Councillor Mills, seconded by Councillor Brown

THAT the Agenda and any Addendum distributed for the May 14, 2020

meeting of Council, be approved.

-Carried-

3. DECLARATION OF INTEREST BY MEMBERS

Members of Council are required to state any pecuniary interest in accordance

with the Municipal Conflict of Interest Act.

PROCLAMATIONS, DELEGATIONS AND PRESENTATIONS

4. Presentation: Wellington-Dufferin-Guelph Public Health

Dr. Matthew Tenenbaum of Wellington-Dufferin-Guelph Public Health provided

Council with an update and projections on the COVID-19 pandemic.

5. Proclamation: Building Safety Month – May 2020

Warden White proclaimed the month of May 2020 to be Building Safety Month in

the County of Dufferin.

6. Proclamation: Nurses Week – May 11 – 17, 2020

Warden White proclaimed the week of May 11-17, 2020 to be Nurses Week in

the County of Dufferin.

7. Proclamation: Paramedic Services Week – May 24 – 30, 2020

Warden White proclaimed the week of May 24-30, 2020 to be Paramedics

Services Week in the County of Dufferin.


8. Delegation: Dufferin County Cultural Resource Circle

Dufferin County Cultural Resource Circle withdrew their delegation.

9. Proclamation & Delegation: Pride Month

Lisa Post delegated to Council requesting the County proclaim June 2020 as Pride

month and requested the Pride Flag for the month of June be raised for the

month at the County of Dufferin Administration Office.

Moved by Councillor Macintosh , seconded by Councillor Ryan

THAT Council support the requests made by Lisa Post to declare June 2020

as Pride Month in the County of Dufferin and raise the Pride flag at the

County of Dufferin office for the month of June 2020.

-Carried-

Warden White proclaimed the month of June 2020 to be Pride Month in the

County of Dufferin.

10. Delegation: Dentons Canada LLP

Katarzyna Sliwa, Dentons Canada LLP representing Flato Developments Inc.,

delegated to Council regarding a request for expansion of the Town of Shelburne

residential limits to be considered during the Municipal Comprehensive Review.

Councillor Gerrits left the meeting at 4:02 p.m.

PRESENTATION AND CONSIDERATIONS OF REPORTS

11. Clerk/Director of Corporate Service’s Report – Accessibility Advisory

Committee

A report from the Clerk/Director of Corporate Services, dated May 14, 2020, is to

follow up on a report that was presented to the General Government Services

Committee in January. The report recommended the amalgamation of the

County and the Town of Orangeville Accessibility Advisory Committees.

Moved by Councillor Horner, seconded by Councillor Anderson


THAT the report from the Clerk/Director of Corporate Services, dated May

14, 2020, regarding the Accessibility Advisory Committee, be received;

AND THAT the Terms of Reference of the Joint Accessibility Advisory

Committee, attached to this report, (Orangeville and Dufferin County), be

approved;

AND THAT the County of Dufferin provide 3 names to sit on the Joint

Committee from the applications previously received for the Dufferin

Committee;

AND THAT the Town of Orangeville provide names of individuals to sit on

the Dufferin County Older Adults Committee.

-Carried-

12. Clerk/Director of Corporate Service’s Report – Electronic Participation at

Regular Council Meetings

A report from the Clerk/Director of Corporate Services, dated May 14, 2020, in

response to Council’s direct for staff to report back on the possibilities and

options regarding electronic participation in Council and/or Committee meetings

that are open to the public when not in a declared emergency.

Moved by Councillor Creelman, seconded by Councillor Gardhouse

THAT the report from the Clerk/Director of Corporate Services, dated May

14, 2020, regarding electronic participation at regular council meetings, be

received;

AND THAT electronic participation be permitted for Council and Committee

meetings;

AND THAT the draft Procedural By-Law amendment, attached, be presented

at the next meeting of council;

AND THAT staff be directed to investigate the purchase of an agenda

management software and report back to Council;

AND THAT Council petition the Province of Ontario to amend Section 238

(3.1) of the Municipal Act, to allow Members to participate electronically in

a meeting either in full or in part as is currently happening during the

Provincial and Municipal Declarations.


-Carried-

13. Director of Planning, Economic Development & Culture’s Report – COVID-19

& the “Municipal Comprehensive Review” (MCR) Process

A report from the Director of Planning, Economic Development and Planning,

dated May 14, 2020, to provide an update on the County’s Municipal

Comprehensive Review (MCR) process, including information on how the process

is being adapted to COVID-19 related restrictions.

Moved by Councillor Mills, seconded by Councillor Macintosh

THAT the report of the Director of Planning, Economic Development and

Culture, dated May 14, 2020, regarding COVID-19 and the Municipal

Comprehensive Review, be received;

AND THAT the memo from WSP, dated May 5, 2020, regarding the MCR

Process and adaptation to COVID-19 restrictions, be received.

-Carried-

14. Director of Planning, Economic Development & Culture’s Report – Update

on Economic Recovery and Resiliency Efforts

A report from the Director of Planning, Economic Development and Planning,

dated May 14, 2020, to provide an update on economic recovery and resiliency

efforts being taken and planned by Dufferin County during the COVID-19

pandemic.

Moved by Councillor Brown, seconded by Councillor Horner

THAT the report of the Director of Planning, Economic Development and

Culture, dated May 14, 2020, regarding an update on economic recovery

and resiliency efforts, be received;

AND THAT the Terms of Reference for the Dufferin County Rural Resiliency

Task Force be adopted.

-Carried-


15. Director of Public Works/County Engineer’s Report – Courthouse

Chimney/Restoration Tender – Authorization to Award

A report from the Director of Public Works/County Engineer, dated May 14, 2020,

to inform Council that costs related to Tender T2020 FA-20-01, Courthouse

Chimney Repairs and Select Architectural Restoration, exceeds the planned

budget amount by $70,795. Because of this, and in line with the County’s

Procurement By-law 2017-33, staff therefore seek authorization from Council to

award.

Moved by Councillor Brown, seconded by Councillor Currie

THAT Report, Courthouse Chimney/Restoration Tender (T2020 FA-20-01) –

Authorization to Award, dated May 14, 2020, from the Director of Public

Works/County Engineer, be received;

AND THAT staff be authorized to award RFT T2020 FA-20-01 to Clifford

Restoration in the amount of $1,040,700.00;

AND THAT funds from Courthouse Capital Reserve be used to cover the

additional project costs.

-Carried-

16. Director of Public Works/County Engineer’s Report – Public Electric Vehicle

Charging Stations – Procedures and Costs

A report from the Director of Public Works/County Engineer, dated May 14, 2020,

to seek Council support for the recommended operating procedure and costs for

the Charge Up Dufferin public use electric vehicle charging network. The public

charging station network was approved by Council on September 12, 2019, and is

partly funded through the County’s successful 2019 federal grant application to

Natural Resources Canada.

Moved by Councillor Hawkins, seconded by Councillor Macintosh

THAT Report, Public Electric Vehicle Charging Stations – Procedures and

Costs, dated May 14, 2020, from the Director of Public Works/County

Engineer, be received;


AND THAT the staff be authorized to proceed with Option 4 as described in

this report to enable completion of MOUs and to promote network usage

within Dufferin.

-Carried-

Councillor Rentsch left the meeting at 4:28 p.m.

17. Acting Treasurer’s Report – Annual Report on Long Term Debt Capacity

A report from the Acting Treasurer, dated May 14, 2020, to provide to County

Council an annual update on the County’s long-term debt position and future

borrowing capacity, as required by O.Reg.403/02 (amended to O.Reg.289/11).

Moved by Councillor Brown, seconded by Councillor Gardhouse

THAT the report from the Acting Treasurer, dated May 14, 2020, regarding

the Annual Report, updating the County’s Debt Capacity for 2020, as

required by Ont. Regulation 289/11, be received.

-Carried-

18. Acting Treasurer’s Report – COVID-19 Financial Implications May 2020

A report from the Acting Treasurer, dated May 14, 2020, to provide further

information to Council about the financial implications of the COVID-19

pandemic.

Moved by Councillor Creelman, seconded by Councillor Horner

THAT the report of the Acting Treasurer, dated May 14, 2020, regarding

COVID-19 Financial Implications May 2020, be received.

-Carried-

19. Chief Administrative Officer’s Report – Service Review Report #8 – Shifting

Direction

A report from the Chief Administrative Officer, dated May 14, 2020, to

recommend to Council a shift in the focus of the Service Delivery Review (SDR) to

coincide with and support the recovery phase of the COVID 19 pandemic

response.


Moved by Councillor Macintosh, seconded by Councillor Brown

THAT the report of the Chief Administrative Officer, dated May 14, 2020,

regarding Service Review Report #8 – Shifting Direction, be received;

AND THAT, Part B of the SDR project be refocused to consider the current

situation and lessons learned during the previous two months of pandemic

response, by shifting the direction of the project to re-assess service

delivery requirements, complete an organizational assessment and develop

a plan that is financially sustainable;

AND THAT, staff be directed to consult with the local municipalities to

determine the best course of action for Part A of the project.

-Carried-

20. Chief Administrative Officer’s Report – Workforce Strategy

A report from the Chief Administrative Officer, dated May 14, 2020, to

recommend to Council a framework for a workforce strategy in response to the

ongoing need to mitigate for the impact of COVID 19 and to plan for the future.

Moved by Councillor Anderson, seconded by Councillor Brown

THAT the report of the Chief Administrative Officer, dated May 14, 2020,

regarding Workforce Strategy, be received;

AND THAT staff be directed to take the necessary steps to comply with the

provincial guidelines for different workplaces including continuing with

remote work, taking steps to ensure physical distancing, providing

enhanced cleaning, providing appropriate PPE, creating appropriate

policies/procedures and other actions deemed necessary;

AND THAT staff be directed to move forward with creating a Workforce

Strategy that focuses on work, workforce and workplaces.

-Carried-


CORRESPONDENCE

21. Canadian Radio-Television & Telecommunications Commission

Correspondence from the Canadian Radio-Television and Telecommunications

Commission, dated April 8, 2020, regarding suspension of Next-Generation 911

due to COVID-19.

Moved by Councillor Gardhouse, seconded by Councillor Brown

THAT the correspondence from the Canadian Radio-Television and

Telecommunications Commission, dated April 8, 2020, regarding suspension

of Next Generation 911 due to COVID-19, be received.

-Carried-

22. Town of Mono

Correspondence from the Town of Mono to Bell Canada, dated April 16, 2020, in

response to Bell Canada’s request for Town of Mono support in Bell’s

participation in the CRTC Broadband fund.

Moved by Councillor Macintosh, seconded by Councillor Hawkins

THAT the correspondence from the Town of Mono to Bell Canada, dated

April 16, 2020, regarding Bell Canada’s request for Town of Mono support

in Bell’s participation in the CRTC Broadband fund, be received.

-Carried-

23. Orangeville BIA

Correspondence from the Orangeville BIA, dated April 29, 2020, requesting for all

levels of government to support small and medium sized businesses during and

post COVID-19 by offering commercial rent relief, interest relief on debt and

financial aid not debt deferral.

Moved by Councillor Creelman, seconded by Warden White

THAT staff communicate with the Orangeville BIA and Economic

Development Officers in Dufferin County to provide information on

programs available at the upper tier and lower tier level to assist businesses.

-Carried-


24. NOTICE OF MOTIONS

25. MOTIONS

26. BY-LAWS

27. OTHER BUSINESS

Councillor Currie asked staff to advise him what Fiddlehead Care Farm was. Staff

advised they would send Councillor Currie information regarding the

organization.


2020-43 A by-law to confirm the proceedings of the Council of the

Corporation of the County of Dufferin at its meeting held on May

14, 2020.

Moved by Councillor Horner, seconded by Councillor Brown

THAT By-law 2020-43 be read a first, second and third time and enacted.

-Carried-

29. ADJOURNMENT

Moved by Councillor Macintosh, seconded by Councillor Gardhouse

THAT the meeting adjourn.

-Carried-

The meeting adjourned at 4:56 p.m.

Next meeting: Thursday, May 28, 2020 at 3:00 p.m.

Video Conference

Darren White, Warden Pam Hillock, Clerk

REPORT TO COMMITTEE

To: Warden White and Members of County Council From: Scott C. Burns, Director of Public Works/County Engineer Meeting Date: May 28, 2020 Subject: Municipal Fleet EV Charging Stations – Funding Opportunity In Support of Strategic Plan Priorities and Objectives: Sustainable Environment and Infrastructure Purpose The purpose of this report is to introduce a Federal cost share opportunity to help develop a municipal fleet electric vehicle charging network. In order to be eligible for the funding, financial commitment is required for the County portion. Applications are due by June 11, 2020, and therefore staff are now seeking Council support. Background & Discussion Mitigating and adapting to climate change is a far-reaching and long-term initiative that requires action from all levels of government. For each, the issue will need to be addressed both at the corporate and community levels. On June 6, 2018, the County of Dufferin committed to acting on climate change and transitioning the community towards a low-carbon future by joining the Partners for Climate Protection Program. The Federal Government has identified the electrification of Canada’s transportation sector as being a key step in transitioning to a low-carbon future. This is demonstrated by the ambitious federal targets for zero-emission vehicles, reaching 10% of light-duty vehicles sales per year by 2025, 30% by 2030 and 100% by 2040. This illustrates an inevitable shift towards electrification of the County’s corporate fleet vehicles. Transportation is the largest contributor to Ontario’s greenhouse gas emissions (35%)1. This is consistent with Dufferin County’s corporate vehicle fleet being responsible for 36.7% of the corporation’s total emissions. Providing visible and localized charging infrastructure for electric vehicles where citizens live, work and play is crucial to support 1 Environment and Climate Change Canada, National Inventory Report 1990-2016: Greenhouse Gas Sources and Sinks in Canada (2018)

Municipal Fleet EV Charging Stations – Funding Opportunity Page 2 of 3 broader local use of new transportation technologies and to support the County’s low-carbon commitments as a member of the Partners for Climate Protection Program. To help fund the installation of a Dufferin municipal fleet electric vehicle-charging network and to encourage staff use of electric vehicles, staff propose to submit a request for proposal to the Natural Resources Canada Zero-Emission Vehicle Infrastructure Program (ZEVIP) fund. This fund builds upon the 2019 ZEVIP fund for public use EV charging stations that the County was successful in securing (see January 23 2020 Committee report) and preliminary work has begun on that project. This new funding opportunity specifically targets parking areas intended for workplaces, corporate fleets, and multi-unit residential buildings. Staff understand that collaborative applications for the funding will receive favourable consideration. Staff invited each of Dufferin’s member municipalities to collaborate on the application, outlining that participating municipalities are responsible for the project costs associated with the number of stations requested. The Town of Orangeville and the Township of Melancthon have both committed to participate in the application. Orangeville is requesting six EV charging stations, and Melancthon is requesting two for their corporate fleets. The fund follows a cost-sharing contribution agreement that covers up to 50% of the capital and installation costs of fleet electric vehicle charging stations. To be eligible, the funding requires a minimum installation of 20 charging stations. The County’s submission will propose 20 charging stations total:

• Dufferin County - twelve level-two stations. • Town of Orangeville - six level-two stations. • Township of Melancthon - two level-two stations.

Project updates will be provided to future Committee meetings. Financial, Staffing, Legal, or IT Considerations This project has an estimated total budget of $230,000 for capital and installation; the ZEVIP funding will cover $115,000, the Town of Orangeville has committed $30,000, and the Township of Melancthon has committed $10,000, while the remaining County portion of $75,000 can be funded through the federal gas tax transferred to the County.

Municipal Fleet EV Charging Stations – Funding Opportunity Page 3 of 3 Recommendation THAT Report, Municipal Fleet EV Charging Stations – Funding Opportunity, dated Thursday, May 28 2020, from the Director of Public Works/County Engineer be received; AND THAT Council supports submitting an application to the Zero-Emission Vehicle Infrastructure Program (ZEVIP) fund for 20 municipal fleet vehicle charging stations (12 for Dufferin County, 6 for Orangeville, 2 for Melancthon; AND THAT the County portion of the project ($75,000) be funded from the federal gas tax. Respectfully Submitted By: Scott C. Burns, P.Eng., C.E.T. Director of Public Works/County Engineer

REPORT TO COUNCIL

To: Warden White and Members of County Council From: Scott C. Burns, Director of Public Works/County Engineer Meeting Date: May 28, 2020 Subject: Battery Collection Program – Funding Transition In Support of Strategic Plan Priorities and Objectives: Service Efficiency and Value - determine the right services for the right price Purpose The purpose of this report is to inform Council of the upcoming transition of Dufferin’s battery collection programs to the new Individual Producer Responsibility framework. Staff therefore seek authorization to transition the subsequent agreements to ensure continued program funding. The shift to producers is set to occur July 1st, 2020 for batteries. Background & Discussion The County of Dufferin collects single-use and rechargeable batteries through a variety of channels. This collection occurs through Household Hazardous Waste events, community battery bins located throughout the County, and through curbside collection in both spring and fall of each year. Funding for the collection and recycling of single-use batteries is currently provided by Stewardship Ontario through the Municipal Hazardous or Special Waste program. Moving forward into an individual producer responsibility framework, this funding structure is transitioning directly to producers. As of June 30, 2020 the current program structure will wind-up, after which time single-use and rechargeable batteries will be managed according to the new individual producer responsibility framework. Through this framework, battery producers are required to meet certain responsibilities such as battery recycling targets. Since many municipalities already successfully manage batteries through means such as Household Hazardous Waste Event Days curbside collection, and community bins, direct

Battery Collection Programs - Funding Transition Page 2 of 3 partnerships between producers and municipalities are the natural approach for producers to ensure they meet their target obligations, maintain convenient collection services to residents, and continue funding for municipally operated programs. Under the new producer responsibility framework, producers can enter into an agreement with a Producer Responsibility Organization to act on their behalf to ensure that their responsibilities and targets are satisfied. Call 2 Recycle is a registered Producer Responsibility Organization that will deal with single-use and rechargeable batteries within Ontario. By entering into an agreement with Call 2 Recycle, the County will report battery tonnages from Household Hazardous Waste Event Days and continue to receive funding for the collection and recycling of these materials. For the County’s bi-annual curbside and community bin battery collection programs, Raw Materials Company Inc. has been providing the County with battery recycling services and funding through the Municipal Hazardous and Special Waste program. As the battery program transitions July 1st, Raw Materials Company Inc. will be working with Call 2 Recycle to maintain these services and funding to the County. A new agreement will therefore need to be signed with RMC. All of the above changes are connected to the shift towards a full producer responsibility framework that municipalities have been pursuing for years. As the shift continues, staff will update Council as changes occur to ensure funding continues. Financial, Staffing, Legal and IT Considerations The stewardship funding will remain the same for batteries collected at Household Hazardous Waste Event Days. As rechargeable batteries are now included in the new Individual Producer Responsibility program, these batteries will also be funded. Similar funding will also continue for batteries collected in the curbside collection and community bin programs. Recommendation THAT Report, Battery Collection Programs - Funding Transition, from the Director of Public Works/County Engineer, dated May 28, 2020, be received; AND THAT staff be authorized to enter the necessary agreements with Call 2 Recycle and Raw Materials Company Inc. to ensure continued service and funding for battery collection/recycling programs in Dufferin County.

Battery Collection Programs - Funding Transition Page 3 of 3 Respectfully Submitted By: Scott C. Burns, P.Eng., C.E.T. Director of Public Works/County Engineer

REPORT TO COUNCIL

To: Warden White and Members of County Council From: Scott C. Burns, Director of Public Works/County Engineer Meeting Date: May 28, 2020 Subject: AMO Resolution – Preferred Blue Box Transition Date In Support of Strategic Plan Priorities and Objectives: Good Governance - ensure transparency, clear communication, prudent financial management Purpose The Association of Municipalities Ontario is requesting support in the form of municipal resolutions on the Blue Box transition to Full Producer Responsibility. The Association has provided a resolution template that now includes Dufferin specific details that are further explained through this report. Background & Discussion As discussed in the October 2019 Recycling staff report, the Ministry of Environment, Conservation and Parks (MECP) announced in August 2019 that the province is formally initiating the timeline to wind-down the current Blue Box system under the Waste Diversion Transition Act, 2016 and alter O. Reg 101/94 to allow for Blue Box responsibility to transition from municipalities to producers. This transition is currently slated to occur between 2023 and 2025. This process would include the operational and financial transition of the Blue Box program. This means that Producers will have responsibility of curbside collection and processing of recyclable materials, in addition to the management of any other designated packaging, printed paper and paper products. The Association of Municipalities Ontario has provided a backgrounder to the Blue Box transition which is attached to this report along with a resolution template for adoption by Council. The template has been modified to align with Dufferin specific details explained below.

AMO Resolution – Preferred Blue Box Transition Date Page 2 of 5 As explained in the above noted attachment, the Association is requesting municipal resolutions to help “…map out an ideal transition timeline, and determine whether there are years that are over or under subscribed, as it has been dictated that a rolling total of up to one-third of Blue Box programs can transition each year. This information will also allow AMO and the Province to better understand whether there are conflicts. If there are too many conflicts, the Province may still need to retain a third-party expert to develop a methodology as to how municipal Blue Box programs will transition”. Adoption of the resolution is by no means a final decision, but will assist the Association with the general intent of Ontario municipalities around the transition. Given the terms of the County’s current collection and processing contracts, staff recommend that a transition in 2023 is optimal for the County.

• Curbside Collections Contract: o Expires May 31, 2022 o A further one year extension to May 31st 2023 will need to be negotiated

with the County’s collections contractor to align with the 2023 timeline. This avoids a new long-term contract at a time of much uncertainty and would bridge the County into the new producer responsibility framework.

• Recyclables Processing Contract: o Expires May 31st, 2023. o Should the transition to producer responsibility be delayed for any reason,

this contract includes three one-year options to extend beyond 2023. Although transition details are not specifically known at this time, potential municipal operational roles in a Producer-run system could range from administering contracts on behalf of Producers to not being involved at all. Staff recommend that the County express interest in providing collection services to Producers should we be able to arrive at mutually agreeable commercial terms. Since the County has an integrated waste management system, various waste streams are within the current collections contract such as co-collection of organics and recyclables. Maintaining involvement provides the County more oversight of recycling programs in this integrated system, including maintaining support for promotion and education and ensuring cohesive customer service. Transition details will also include a decision from the Province on eligible material sources. Although households, including detached, semi-detached and multi-residential homes will continue to be serviced under this new producer-run program, a majority of Industrial, Commercial and Institutional locations will not be included. As the County currently services many of these locations (which are not funded through the current 50% Blue Box funding model), an exploration of how transition will impact the County’s

AMO Resolution – Preferred Blue Box Transition Date Page 3 of 5 system is required. Staff will need to review current and potential future practices to properly prepare for upcoming decisions around transition and service delivery, especially to the Industrial, Commercial and Institutional locations. Updates will continue to be provided as they develop. Financial, Staffing, Legal, or IT Considerations The 2020 Waste Services Budget includes funds to assist staff in accurately assessing the financial and operational impacts of potential transitional scenarios that could occur, including how to deal with IC&I locations. Recommendation THAT Report, AMO Resolution – Preferred Blue Box Transition Date, from the Director of Public Works/County Engineer, dated May 28, 2020, be received; AND THAT the County support the Association of Municipalities Ontario resolution on transition to Full Producer Responsibility as described in and attached to this report. Respectfully Submitted By: Scott C. Burns, P.Eng., C.E.T. Director of Public Works/County Engineer

AMO Resolution – Preferred Blue Box Transition Date Page 4 of 5 Your Council’s stated preference may not be the final determination of your transition date, nor are you obligated in any way by the date that is specified. The resolution will be used to map out an ideal transition timeline, and determine whether there are years that are over or under subscribed, as it has been dictated that a rolling total of up to one-third of Blue Box programs can transition each year. This information will also allow AMO and the Province to better understand whether there are conflicts. If there are too many conflicts, the Province may still need to retain a third-party expert to develop a methodology as to how municipal Blue Box programs will transition. Resolution on Transition to Full Producer Responsibility WHEREAS the amount of single-use plastics leaking into our lakes, rivers, waterways is a growing area of public concern; WHEREAS reducing the waste we generate and reincorporating valuable resources from our waste stream into new goods can reduce GHGs significantly; WHEREAS the transition to full producer responsibility for packaging, paper and paper products is a critical to reducing waste, improving recycling and driving better economic and environmental outcomes; WHEREAS the move to a circular economy is a global movement, and that the transition of Blue Box programs would go a long way toward this outcome; WHEREAS the County of Dufferin is supportive of a timely, seamless and successful transition of Blue Box programs to full financial and operational responsibility by producers of packaging, paper and paper products; AND WHEREAS the Association of Municipalities of Ontario has requested municipal governments with Blue Box programs to provide an indication of the best date to transition our Blue Box program to full producer responsibility; THEREFORE BE IT RESOLVED: THAT the County of Dufferin would like to transition their Blue Box program to full producer responsibility on June 1st, 2023. AND THAT this decision is based on the following rationale:

AMO Resolution – Preferred Blue Box Transition Date Page 5 of 5

• The County’s processing contract for recyclable material expires May 31st, 2023, and the curbside collections contract expires May 31st, 2022 (with potential for further extension to May 31st 2023).

AND THAT the County of Dufferin would be interested in providing collection services to Producers should we be able to arrive at mutually agreeable commercial terms. AND THAT any questions regarding this resolution can be directed to Scott Burns, Director of Public Works and County Engineer at 519-941-2816, x2601 or [email protected] AND FURTHER THAT the resolution be forwarded to the Association of Municipalities of Ontario and the Ontario Ministry of the Environment, Conservation and Parks.

mailto:[email protected]

200 University Ave., Suite 801 Toronto ON M5H 3C6 Canada | Tel: 416.971.9856 | Fax: 416.971.6191 | Toll-Free in Ontario: 1.877.426.6527 | [email protected]

December 18, 2019

Attachment 1: Background on Transition to Full Producer Responsibility

Municipal governments have been advocating for over a decade for producers to have full fiscal and operational responsibility for end of life management of their packaging, printed paper and paper products. Producers are best positioned to reduce waste, increase the resources that are recovered and reincorporated into the economy and enable a consistent province-wide system that makes recycling easier and more accessible.

In August 2019, Minister Yurek announced that municipal Blue Box programs will be transitioned to full producer responsibility over a three-year period based on the recommendations from the Special Advisor’s report titled, “Renewing the Blue Box: Final report on the blue box mediation process.” Municipal governments played a key role in helping to develop the recommendations within this report. These recommendations broadly reflected the positions advocated by AMO and there was also a great deal of alignment with producers on how the Blue Box should be transitioned.

The municipal transition is proposed to occur between 2023 and the end of 2025, as shown in the table below:

Date Description

Sept. 2019 → Dec. 2020

Blue Box wind-up plan developed for Stewardship Ontario

Development of a Regulation under the Resource Recovery and Circular Economy Act, 2016

Jan. 2021 → Dec. 2022

Producers prepare to assume control and operation of system and work with municipal governments and service providers

Jan. 1, 2023 → Dec. 31, 2025

Transition of individual municipal Blue Box programs to full producer responsibility. Occurs in phases over three years with a rolling total of up to one-third of the Provincial program transitioning annually

The Minister wants to ensure that the transitioned Blue Box system is affordable for producers, workable for the waste processing sector, and effective and accessible for residents. AMO and municipal representatives are involved in the consultation process to develop a new regulation for the Blue Box. The Province’s intent is to finalize a Regulation by the end of 2020.

200 University Ave., Suite 801 Toronto ON M5H 3C6 Canada | Tel: 416.971.9856 | Fax: 416.971.6191 | Toll-Free in Ontario: 1.877.426.6527 | [email protected] 2

AMO staff held in-person workshops on the Blue Box transition across the Province through October and November 2019 to discuss this topic with municipal waste management staff. Over 165 staff and elected officials attended the sessions in Vaughan, London, Smiths Falls, North Bay and Dryden. The workshops provided an opportunity to engage directly with our sector to build understanding about this transition process and the level of engagement from attendees was excellent.

We also began the discussion about what municipal governments should take into consideration about how to prepare for this change and what factors might be considered as to when a Council might want to transition.

HOW YOUR RESOLUTION WILL HELP INFORM THE DISCUSSION:

The resolutions will be used to map out an ideal transition timeline, and determine whether there are years that are over or under subscribed, as it has been dictated that a rolling total of up to one-third of Blue Box programs can transition each year. This information will also allow AMO and the Province to better understand whether there are conflicts. If there are too many conflicts, the Province may still need to retain a third-party expert to develop a methodology as to how municipal Blue Box programs will transition.

However, rather than deferring to the Province to retain an expert immediately, we think this information would provide a good basis for a more informed decision to be made.

REPORT TO COUNCIL

To: Warden White and Members of Council From: Aimee Raves, Acting Treasurer Meeting Date: May 28, 2020 Subject: Building Reserve Fund Annual Report In Support of Strategic Plan Priorities and Objectives: Good Governance – ensure transparency, clear communication, prudent financial management Purpose The purpose of this report is to update members of Council on the Building Permit Reserve Fund (BPRF) results for 2019, as required under the Building Code Act, S.O. 1992, Chapter 23. Background & Discussion The Building Code Act requires an annual reporting of the activity in the BPRF. The BPRF is restricted in its use; namely it may only be used to pay for the operational net losses of the Building Department, to ensure that Department has a zero net impact on the County budget. The BPRF may be applied to special projects that are directly building-related. An example of this would be the purchase of specifically-for-building software. Regarding permit-volume activity, for background, there were 827 residential permits issued in 2016, 718 in 2017, 702 in 2018, and 692 in 2019. More recently, annual revenues have dropped back to more typical levels (namely in the range of $700,000 to $800,000 per year). Year 2019 was at the low end of that range. Financial, Staffing, Legal, or IT Considerations

Building Reserve Fund Annual Report Page 2 of 3 Consultants stated in a report on the BPRF, done in 2007, that the target level for the Fund should be 1.3 times the annual operational costs of the Building Department. The large amount of revenues received, earlier in this decade, raised the BPRF to a level that was about 4 times the annual operational costs, as of the end of 2017 (roughly $4 million balance was reached, whereas annual operating costs are roughly $1.1 million, see attached schedule). Moderate annual operating losses are forecasted in future years. These losses should bring down the BPRF closer to the level recommended by the consultants. Over the past two years combined, the Fund has reduced by about $750,000. The 2019 net loss was higher because it included the cost of the change-over to the CityView software. Approval was recently received from County Council to increase Permit Fee rates. The increase will impact net results in the future, as will the volume of building activity. The BPRF will continue to be monitored by County staff. If permit fee revenues in the future should exceed forecasted levels, the option is always there for Council to take further actions with permit fee rates. Recommendation THAT the report of the Acting Treasurer, dated May 28, 2020, regarding the Building Reserve Fund Annual Report, be received. Prepared By: Alan Selby, CPA, CGA Treasurer Submitted By: Aimee Raves, CPA, CMA Acting Treasurer ATTACHMENT: Schedule of 2019 results

Building Reserve Fund Annual Report Page 3 of 3

COUNTY OF DUFFERIN BUILDING PERMIT RESERVE FUND REPORT

AS REQUIRED UNDER BUILDING CODE ACT, S.O. 1992, Chapter 23

FOR THE YEAR 2019 PERMITS and LETTERS, FEES RECEIVED $ 706,566 OTHER REVENUES $ 0 TOTAL REVENUES $ 706,566 DIRECT COSTS ADMINISTRATION 517,579 INSPECTION SERVICES 539,148 SOFTWARE CHANGE-OVER 87,843

$1,144,570

INDIRECT COSTS (Overhead) $ 82,600 TOTAL EXPENSES $1,227,170

Net Operating Loss $ - 520,604 Net Cost of Hurricane Clips program - 6,141 Building Reserve Fund at the start of 2019 $ 3,732,917 Interest Income added in 2019 to the Reserve Fund $ 112,911 Building Reserve Fund at the end of 2019

$ 3,319,083

REPORT TO COUNCIL

To: Warden White and Members of County Council From: Aimee Raves, Acting Treasurer Meeting Date: May 28, 2020 Subject: First Quarter 2020 Report on Request for Tenders and Request for

Proposals In Support of Strategic Plan Objective: Good Governance – ensure transparency, clear communication, prudent financial management Purpose The purpose of this report is to provide the quarterly update on all Request for Tenders and Request for Proposals in accordance with By-law 2017-33 Procurement of Goods and Services 2017, Section (4.2.7). Background and Discussion This report covers the period from January 1, 2020 through April 30, 2020. Details The table below provides the details of the Requests for Tender and the Requests for Proposal (where amounts were greater than $50,000 as per By-Law 2017-33) for the reporting period outlined. All procurement of goods and services, by every department in the County, is governed by guidelines of the Procurement Policy By-Law 2017-33. There are multiple approval stages, creating a system of checks and balances, to purchases, as outlined in the Policy. Department Heads, or their Authorized Delegate(s) initiate purchases for values up to $10,000. As outlined in the Policy, further steps are taken in the case of purchases of greater than $10,000 to obtain competitive quotes. For purchases greater than $50,000 there are additional steps for formal Tenders and/or Requests for Proposals, including detailed

Report on Request for Tenders and Request for Proposals Page 2 of 3

evaluation of bids received. Further, these purchases are reported to Council on a quarterly basis, in reports such as this one. Still further steps are required, as outlined in the Policy, for situations where vendor price bids are above the approved annual budget.

Tender/RFP Number Description Status Vendor Budget

Value Contract

Value

SQ2019-FA-19-05

General Restorative

Work

Awarded

Clifford Restoration Ltd.,

Ultimate Construction Ltd.,

Roof Tile Management Inc.

n/a n/a

T2020 ED-20-01

Fabrication and

Installation of Signs

Cancelled $367,000 n/a

T2020 CF-20-01

Professional Surveyors Awarded JD Barnes $70,000 $57,000

T2020-FA-20-01

General Restorative Work Part 2

Intent to Award

Clifford Restoration

Limited $1,076,000

Could change (will be sending

intent letter)

T2020 PW-20-02

Purchase of Snow Plows Awarded B & I Complete

Truck Centre $975,000 $933,594

T2020 DO-20-01

Sprinkler System Retrofit

Cancelled $190,000

T2020 PW-20-01

Resurfacing Dufferin

County Roads 3 and 12, and

Marsville Storm Sewer

Repair

Under Review $3,480,000

Report on Request for Tenders and Request for Proposals Page 3 of 3

Tender/RFP Number Description Status Vendor Budget

Value Contract

Value

T2020 PW-20-03

Rehabilitation of Bridge 004-

0038

Under Review $680,300

T2020 PW-20-04

Rehabilitation of Bridges

004-0062 and 004-0064

Under Review $1,292,600

T2020 PW-20-05


0030


T2020 PW-20-06


9993


Recommendation THAT the Report on Request for Tenders and Request for Proposals, from the Acting Treasurer, dated May 28, 2020, be received. Respectfully Submitted by: Aimee Raves, CPA, CMA Acting Treasurer

REPORT TO COUNCIL

To: Warden White and Members of County Council From: Aimee Raves, Acting Treasurer Meeting Date: May 28, 2020 Subject: Commercial Tenant Temporary Rent Reduction In Support of Strategic Plan Priorities and Objectives: Good Governance – ensure transparency, clear communication, and prudent financial management Purpose The purpose of this report is to seek approval for temporary rental reduction for certain commercial tenants. Background & Discussion The Federal government recently announced the Canada Emergency Commercial Rent Assistance program to assist businesses and landlords during the pandemic. In order to qualify small business tenants must:

• pay no more than $50,000 in monthly gross rent per location (as defined by a valid and enforceable lease agreement)

• generate no more than $20 million in gross annual revenues, calculated on a consolidated basis (at the ultimate parent level)

• have experienced at least a 70% decline in pre-COVID-19 revenues As a municipality we as the landlord are not eligible for this program and thus are not able to assist our tenants during these difficult times. A commercial tenant has made a request to the County for a 30% rental reduction for a three month period. If this is permitted for one commercial tenant it should be considered for others.

Commercial Tenant Rent Forgiveness Page 2 of 2 Staff reviewed the list of current commercial tenants and removed tenants that would not fit within the criteria listed above as well as any government agencies. This left us with a list of only nine commercial tenants whose annual rent is estimated at just under $200,000. Financial, Staffing, Legal and IT Considerations In the event a temporary reduction is provided this means a loss of revenue for the County, impacting both the Mel Lloyd Centre and the Edelbrock Centre. The level of forgiveness provided will determine the full impact. Below is a chart detailing the impact of various levels of forgiveness.

Level of Forgiveness

Lost Rent Revenue – One Month

Lost Rent Revenue – Three Month

25 % $4,167 $12,500 30 % $5,000 $15,000 40 % $6,667 $20,000

Recommendation THAT the report of the Acting Treasurer, dated May 28, 2020, regarding Commercial Tenant Temporary Rent Reduction, be received; AND THAT a rental reduction of 30% per month for a period of three months for commercial tenants (not including other government agencies) be approved. Respectfully Submitted By: Aimee Raves, CPA, CMA Acting Treasurer

REPORT TO COUNCIL To: Warden White and Members of County Council From: Anna McGregor, Director of Community Services Meeting Date: May 28, 2020 Subject: Quarterly Community Services Activity Report – Fourth Quarter

2019 In Support of Strategic Plan Priorities and Objectives: Good Governance - ensure transparency, clear communication, prudent financial management Economic Vitality – promote an environment for economic growth and development Inclusive and supportive community – support efforts to address current and future needs for a livable community Purpose The purpose of this report is to provide Council with the quarterly infographics that summarizes work being undertaken by the Community Services Housing, Ontario Works and Children’s Services Divisions. Background and Discussion Attached is the Housing Services, Ontario Works and the Children’s Services Activity Reports for the fourth quarter of 2019. The attached documents provide quick reference information for consideration. The Housing Services infographic report summarizes:

• Housing Access Dufferin (HAD) Wait List Composition • Housing Access Dufferin (HAD) Average Wait Times for Housed Applicants • Housing Access Dufferin (HAD) Applicants Housed • Homelessness Prevention Program (HPP) Statistics • Ongoing Property and Unit Composition • County Housing Move In and Move Out

Quarterly Community Services Activity Report – Fourth Quarter 2019 Page 2 of 3

• New Announcements The Ontario Works infographic report summarizes:

• Intake Statistics • Client Outcomes • Caseload Statistics • Case Composition • Orangeville & Shelburne Employment Resource Centre (ERC) Statistics • New Announcements

The Children’s Services infographic report summarizes:

• Fee Subsidy Statistics • Jean Hamlyn Average Monthly Number of Children • EarlyON Child and Family Centre Number of Visits • Raising the Bar Program • Special Needs Resourcing Program iCAN (Inclusion for Children with Additional

Needs) • New Announcements

Changes from the Previous Quarter Housing Services:

• The decrease in Q4 as compared to Q3 in the number of applicants on the HAD waitlist is a result of file clearing process as part of a portfolio/caseload review

• The total HAD applicants housed remained steady in Q4 • Slight decrease from Q3 to Q4 in the number of those provided financial

assistance from urHome/PEPP • Decrease in the total number of contacts for HPP • Increase in the number of referrals made for HPP from Q3 to Q4

Ontario Works:

• There was a slight decrease in the total applications received in Q4 as compared to Q3

• The total exits to employment increased slightly from Q3 to Q4 • The total number of visits at both the OERC and SERC decreased in Q4 as

compared to Q3

Quarterly Community Services Activity Report – Fourth Quarter 2019 Page 3 of 3 Children Services:

• There was a slight increase in the average monthly number of children receiving fee subsidy in Q4 (458) compared to Q3 (449)

• There was a decrease in the total number of new children served by fee subsidy in Q4 (17) compared to Q3 (133); however, this can be explained by a waitlist being created in September

• Jean Hamlyn average enrollment numbers increased for preschool and school age in Q4 compared to Q3

• EarlyON Child and Family Centres saw an increase in total visits in Q4 compared to Q3

• There were less children receiving Special Needs Resource Programming in Q4 than in Q3

• The Raising the Bar Program had more workshops in Q4 (7) than in Q3 (2) Financial, Staffing, Legal, or IT Considerations There is no impact. Recommendation THAT the report of the Director, Community Services, titled Quarterly Community Services Activity Report – Fourth Quarter 2019, dated May 28, 2020, be received. Respectfully Submitted By: Anna McGregor Director, Community Services Attachments: Q4 Attachment Quarterly Community Services Report – Housing Q4 Attachment Quarterly Community Services Report – Ontario Works Q4 Attachment Quarterly Community Services Report – Children

Housing ServicesActivity Report

2019 Q4

HAD¹ COMPOSITION & AVERAGE WAIT TIMES

HOUSED APPLICANTS UNIT COMPOSITIONRGI Units 225

Affordable Units 65

Market Units 8

RentSupplementUnits

90

DufferinHousingAllowance Units

12

IAH RS Units 2

Average numberof applicants on

waitlist

695 12 yrsCurrent

longest waittime in HAD¹

1,125Total

householdmembers

HAD¹ Average Wait Times for Housed Applicants

Total HADApplicants Housed

10

RGI8

RentSupplement

2

Affordable/Market

0

1

2

56%16%

2%22%

3% 1%

Total Units with RentalSupport Supplied: 402County

Move Out: 1

CountyHoused:

6

Bachelor 1 Bdrm 2 Bdrm 3 Bdrm 4 Bdrm7 yrs 5 yrs 3 yrs 7 yrs 5 yrs

Please note: Wait times vary depending on family size, ageof applicant and choice of location the applicant selects

3

NEW ANNOUNCEMENTS THIS QUARTERThe Home Ownership

Program assisted threehouseholds in Q4 with a

total of $122,950.00 inloan assistance

provided.

Housing Services hosted their annualHousing Forum on National Housing Day,November 22. This year's event, Housing:

Rising to the Challenges included aPrivilege Walk exercise and presentations

on Bed Bugs, Golden Girls Canada,regulations updates and more.

Dufferin County hasreduced chronichomelessness by 10% ormore and sustained it forat least three consecutivemonths.

¹ HAD - Housing Access Dufferin ² RGI - Rent Geared to Income³ IAH RS - Investment in Affordable Housing Rent Supplement

⁺ please note: statistics areaccurate as of January 21, 2020

HOMELESSNESS PREVENTION PROGRAM (HPP)

Number ofclients served

75 6Intake

assistanceprovided forLEAP/OESP

69Financial

assistanceprovided

urHome/PEPP

17Number of

referralsmade

Total numberof contacts

(walk in, telephoneand email)

141 19Number

ineligible forHPP financial

assistance

Ontario WorksActivity Report

2019 Q4

INTAKE CLIENT OUTCOMES

Total exits toemployment18

CASE COMPOSITION CASELOAD

Singles 55.9%

Sole SupportParent (SSP)

37.9%

Couples 2.3%

Couples withDependents

3.9%56%38%

2% 4%

Totalapplications

received in Q4

136 41Online

applicationsreceived

5Total emergencyassistance cases

1,085Average monthlybeneficiaries

622Average monthlycaseload

27Average monthson assistance

1Average

number ofbusiness days¹

56%

38%

2%

4%

EMPLOYMENT RESOURCE CENTRESShelburne (SERC)Orangeville (OERC)

NEW ANNOUNCEMENTS THIS QUARTER

1,501Total number

of visits

1,223Total number

of visits

294Total number ofvisitors requiring

one-on-onesupport ²

129Total numberof new clientsvisiting OERC

Total numberof days open

in Q4

59Total numberof days open

in Q4

59

The OERC hosted its annual GivingTree clothing collection where new

hats, mitts, gloves, scarves and warmsocks for all ages were donated bystaff and placed on the tree. Clients

were able to help themselves asneeded.

The mall vendors tosign up for DBD.

Ontario Works staff arecontinuing toencourage MyBenefitsfor our clients.

¹ Average # of business days from screening to financial eligibility decision² OERC & SERC track different statistics. SERC keeps track of those requiring one-on-one supportto measure service demand and capacity as historically less services were available in Shelburne.

⁺ please note: statistics areaccurate as of January 21, 2020

Dufferin County hasmaintained its one-day

average for averagenumber of business

days from screening tofinancial eligibility

decision for a full year!

Children's ServicesActivity Report

2019 Q4

CHILD CARE FEE SUBSIDY

Fee Subsidy Age Groups by Percentage

JEAN HAMLYN DAY CAREAverage monthly number ofchildren receiving fee subsidy 458

17Total number of new children served

EARLYON CHILD & FAMILY CENTRES

44.3%55.7%

Adults 3,169 Children 3,987

43.3%

41.5%

15.2%

Orangeville 3,098 Shelburne 2,970

Grand Valley 1,088 St. Peter * 0

6%Infant

18%Toddler

Jean Hamlyn Average Monthly Number ofChildren by Age Group

55

1531

7 6 7

Preschool Kindergarten School Age0

50

Enrolled WaitlistKindergarten

19%Preschool

22%School Age

35%

Number of EarlyON Visits by Age GroupNumber of EarlyON Visits by Site

1

Special Needs Resourcing Program iCAN⁴

NEW ANNOUNCEMENTS THIS QUARTERChildren’s Services presented its

2020 - 2023 Service Plan, which wasdeveloped using a communityplanning process throughout

2018/2019 and identifies strategicpriorities and actions which will be

implemented.

As finalized at theDecember Council

meeting, Jean HamlynDay Care will be

closing its doors as ofJune 2020.

Staff collaborated with alocal videographer tocreate an engaging shortvideo about our EarlyON

¹ Adults include parents and caregivers² Raising the Bar (Early Learning Quality Accreditation Program)³ RECEs (Registered Early Childhood Educators)⁴ iCAN (Inclusion for Children with Additional Needs)*Please note St. Peter location closed permanently as of June 30, 2019

⁺ please note: statistics are accurateas of January 21, 2020

RAISING THE BAR SPECIAL NEEDS RESOURCING

Total number of workshops 7

165Total number of RECEs³ served inworkshops

Average monthly number of childrenages up to Kindergarten receiving

Special Needs Programming

16 Average monthly number of school agechildren receiving Special Needs

Programming

36Raising the Bar² Program

Centres and what we offer.This will be shared publiclyonline and with our communitypartners.

REPORT TO COUNCIL

To: Warden White and Members of County Council From: Anna McGregor, Director of Community Services Meeting Date: May 28, 2020 Subject: iCAN Service Feedback Survey Results In Support of Strategic Plan Priorities and Objectives: Good Governance - ensure transparency, clear communication, prudent financial management Inclusive and Supportive Community – support efforts to address current and future needs for a livable community Purpose This report provides an overview of the Service Feedback Survey results for the iCAN (Inclusion for Children with Additional Needs) program’s first year of service. Background and Discussion Implemented in April 2018, iCAN is a Resource Consultation program run by Dufferin Child and Family Services for families and their children (up to 12 years), with additional needs, who are attending licensed child care settings in Dufferin County. A feedback survey was conducted for the program in the spring and summer of 2019 to evaluate the first year of service. The purpose of the survey was to gather feedback from stakeholders about iCAN’s team of Resource Consultants and the new service delivery model in order to determine areas of strength of the iCAN program and opportunities for improvement. The survey was made available online, on paper and electronically. In total, 85 respondents completed the survey. Just over half of the respondents identified themselves as child care staff. The other respondents included child care supervisors/directors and parents/caregivers. The results of the iCAN feedback survey provided insights into the successes of the program and areas for improvement. It was found that, on average, 70% of respondents

iCAN Service Feedback Survey Results Page 2 of 2 agree that service deliverables are being met overall. Based on the results of the survey, the top strengths of the iCAN program are that the Resource Consultants (RCs) foster positive and collaborative relationships and that they are also responsive to needs. Particular strengths of the RCs include that they:

• Are friendly and helpful • Do their best to form effective relationships within the time they have available at

each child care centre • Have good ideas and provide fun activities for the children

Some opportunities for improvement, from the results of the survey include:

• More structure and planning is needed, including: o clear, up-to-date and useful strategies provided by the RC o clear goals for the children and progress updates for staff and families

• Greater communication is needed between the RCs and the staff at the child care centres regarding goals and strategies

• More RC time is needed • More tools and resources would be helpful

These areas of consideration shall be reviewed, evaluated and actioned as appropriate for continuous improvement of the program. The attached two-page infographic provides a summary of the survey findings. Financial, Staffing, Legal, or IT Considerations There is no impact at this time. Recommendation THAT the report of the Director, Community Services, titled iCAN Service Feedback Survey Results, dated May 28, 2020, be received. Respectfully Submitted By: Anna McGregor Director, Community Services Attachments: iCAN Feedback Survey 2019 Infographic

Child CareSupervisors

14.1%

Child Care Staff 51.8%

Parents/Caregivers 18.8%

Unidentified 15.3%

iCAN is a Resource Consultation programrun by Dufferin Child and Family Servicesfor families and their children (up to 12years), with additional needs, who are

attending licensed child care settings in Dufferin County.

iCAN Service Feedback Survey Results 2019

85responses

AGREE that servicedeliverables are being

met overall

Overall Summary and Highlights

Responses by survey question on second page....

Opportunities: Comments by

child care staff andsupervisors indicate

that they would like tosee more:

Consultant time inprogram...goals andupdated strategies...communication with

families aboutprogress...new skills,tools and resources...opportunity for staff to help set strategies.

"Our Consultant has beenamazing with our team and

so helpful with thechildren...truly wants to see

the children and staff besuccessful."

"This is a fantasticprogram. My son hasdelayed speech and

we see his confidencegrow every day in the

way he interacts with people."

Questions measure agreement level on service deliverables

Top strengths:Fostering

relationshipsand

responsiveness to needs

81%

66%

64%

of parents

of child care staff

of child care supervisors

70% of all respondents

iCAN Service Feedback Survey Results 2019 Overall Responses by Question

The Resource Consultant (RC)

fostered positive and

collaborative relationships

(with staff/children/families).

Agree Disagree

The RC was flexible and

responsive to our

program/child's needs.

The RC helped me learn new

skills or approaches to use in

my work (or at home).

The RC listened to the

concerns of staff and

parents while developing

individual support plans.

Neutral

Full report is available from DCAFS

82% 5%

The goals set for children

were realistic and

achievable.

The RC modelled behaviour

and strategies that I found

effective with the children.

The tools and strategies

given to me were

reasonable to implement

and impactful.

75% 8% 17%

62% 21% 17%

69% 20% 11%

69% 18% 13%

65% 16% 19%

65% 18% 17%

13%

REPORT TO COUNCIL To: Warden White and Members of County Council From: Anna McGregor, Director of Community Services Meeting Date: May 28, 2020 Subject: Housing Benefits Update In Support of Strategic Plan Priorities and Objectives: Good Governance - ensure transparency, clear communication, prudent financial management Inclusive and Supportive Community – support efforts to address current and future needs for a livable community Purpose This report provides an overview of the housing allowance programs that the Community Services Housing Services Division will be operating effective April 1, 2020 onwards. Background and Discussion The Housing Access Dufferin (HAD) centralized waitlist had a monthly average of 720 applicants on the waitlist in 2019, the highest ever in the County of Dufferin. The average wait time to be housed is approximately 3-7 years. In order to relieve some of the strain on the waitlist and to help those that are vulnerable in our community, several housing allowance programs are starting on April 1, 2020. The table on the follow page provides a brief overview of each of the programs.

Housing Benefits Update Page 2 of 3

Program Name

Delivery Provided

By

Eligibility/ Criteria

Amount Provided

($)

Who Receives Duration Impact to

Wait List

OPHI – Housing Allowance

Shared delivery with the Ministry

- Waitlist - Income

$200, $275, or $350

Client (landlord can at the request of the recipient)

8 or 9 years - Reduction by 10% - Recipients status put in pending on wait list

CHHAP – Chronic Homeless Housing Allowance Program

Dufferin County. Recycled SARR funds

- Chronic Homeless - By-Name List (BNL)

Maximum $541

Client or landlord, client’s choice

No end date - Can allocate allowance to 15 from the BNL (which would clear the current BNL)

COHB – Canada Ontario Housing Benefit

Shared delivery with the Ministry

- Waitlist - Income

Calculation, similar to CHHAP, avg. $541

Client or landlord, client’s choice

8 years, with potential for renegotiation with Fed. and Prov. Gov’t.

- Can allocate for approx. 16 recipients - Applicants must cancel wait list application

The first program, the Ontario Priorities Housing Initiative (OPHI) Housing Allowance Program, is a financial supplement paid from the Province of Ontario directly to eligible renter households, to help them pay their rent. Households that are eligible for the program could receive $200.00, $275.00 or $350.00 per month starting in April 2020. This program will provide housing allowance supports for clients on the Housing Access Dufferin (HAD) waitlist. It should also be stressed at the time this report was first written in February 2020, there were discussions with the provincial government regarding set up delays and slippage, for year 1 for the OPHI Housing Allowance, i.e. 2019/2020. The provincial government indicated they wished to change the implementation date with the Ministry of Finance (MOF). The resulting slippage is now being diverted to community housing providers via the Ontario Renovates program. Therefore, OPHI Housing Allowance will now operate for 8 years and not 9 years, starting 2020/2021.

Housing Benefits Update Page 3 of 3 The second program, the Chronic Homeless Housing Allowance Program (CHHAP), is funded through repurposing of existing municipal monies from the Social Assistance Restructuring and Reinvestment (SARR) budget. The allowance will be used to address chronic homelessness for up to 15 clients starting in April 2020. Finally, the Canada-Ontario Housing Benefit (COHB), which builds on the Canada-Ontario Bilateral Agreement under the National Housing Strategy, will provide funding directly to approximately 16 households that are on the waitlist. These housing allowance programs starting in spring 2020 are aimed at addressing our local housing needs and priorities. They will be used to help reduce the pressure on the waitlist and will also help to assist those that are vulnerable to achieve housing stability. The housing benefits detailed in this report are in addition to the County’s standard rent supplement program which operates around 89 units. These provide Rent Geared to Income assistance to tenants with private landlords. It also does not include the temporary Housing Allowance program that operates with Family Transition Place, which currently offers fixed subsidy of $537 or $268 per month, depending on household size, to ten (10) households and will expire on March 31, 2023. Financial, Staffing, Legal, or IT Considerations There is no impact at this time. Recommendation THAT the report of the Director, Community Services, titled Upcoming Housing Benefits Report, dated May 28, 2020, be received. Respectfully Submitted By: Anna McGregor Director, Community Services

REPORT TO COUNCIL

To: Warden White and Members of Council From: Brenda Wagner, Administrator Meeting Date: May 28, 2020 Subject: Dufferin Oaks 2019 Resident and Family Satisfaction Survey

In Support of Strategic Plan Priorities and Objectives: Good Governance – ensure transparency, clear communication, prudent financial management Service Efficiency & Value – determine the right services for the right price Inclusive & Supportive Community – support efforts to address current & future needs for a livable community

Purpose The purpose of this report is to inform Council members of the results of the annual Dufferin Oaks Resident and Family Satisfaction Survey. Background & Discussion As part of the Quality Services program at Dufferin Oaks, residents and families are surveyed to evaluate their satisfaction with care and services provided. This survey is conducted annually with input from the Residents Council as well as Family Council. Surveys were distributed November 2019 and the results are included as an attachment to this report. The response rate was 25% or 40 surveys were returned which has decreased from last year. Discussion with Family Council has indicated that the time of year may contribute to less surveys being returned. Of note is that of those responding in the “Your Overall Satisfaction” section, an average score of 100% was received for “Your Overall Satisfaction” with care and services and “Your Overall Satisfaction” with clean and well-maintained home. As well, 97.5% of

Dufferin Oaks 2019 Resident and Family Satisfaction Survey Page 2 of 2 respondents stated that they would recommend the Home to others requiring long-term care. Financial, Staffing, Legal, or IT Considerations There is no financial impact at this time. Recommendation THAT the report of the Administrator of Dufferin Oaks, dated May 28, 2020, regarding the Dufferin Oaks 2019 Resident and Family Satisfaction Survey, be received. Respectfully Submitted By: Brenda Wagner, Administrator

CONTINUOUS QUALITY IMPROVEMENT (C.Q.I.) – PAGE 1

DUFFERIN OAKS – SUMMARY REPORT FORM TOPIC: Resident Family Opinion Survey 2019

RISK MANAGEMENT ASSESSMENT: [ ] DEPARTMENT/TEAM: Leadership

QUALITY ASSURANCE ASSESSMENT: [ X ] DATE: February 2020

STANDARD RESULTS OF MONITORING ACTIONS

Ratings of Agree/Not Applicable will be achieved for 85% of surveys returned.

2019 survey questions were reviewed by Family Council and Residents Council prior to distribution. New this year were the addition of emojis as a visual communication tool to enhance the accessibility of the survey. Surveys were mailed out in November and we again provided a link to Survey Monkey so those who wished could fill out the survey on line in addition to mail, fax or hand delivering. Overall Response Rate: 40 surveys were completed (32 paper and 8 electronic) or 25%. 77.5% of surveys were completed by Family Member(s)/Friend, 5% by Resident, and 17.5% with input from both. Overall Score on “Your Overall Satisfaction” Questions = 100% Satisfaction Rate. (40 responses) (“Your Overall Satisfaction” on care and services = 100% and “Your Overall Satisfaction” on clean and well-maintained home = 100% ) 97.5% would recommend the Home to others requiring long term care. 2.5% no opinion 85% Average Satisfaction scores for contracted services survey questions There are a large number of blanks or no opinion due to residents not requiring that particular service 1.Personal Care and Service: Standard exceeded for all questions.

Suggestions/comments were reviewed by the Senior management team members.






My Family member is well cared for – 100% Care is provided in a kind, friendly, and gentle manner – 100% (1 response left blank) 2. Communication/ Advocacy: Standard exceeded for all questions. The Home keeps me informed about changes in my family members status – 100% When I have concerns about resident care issues, I know whom to communicate these concerns to – 100% I feel comfortable expressing my opinions and feelings about my family member’s care. – 97.5% 3. Living Environment: Standard exceeded for all questions. Overall, I am satisfied that Dufferin Oaks is clean and well maintained – 100% 4. Participation: Standard exceeded for all questions. My family member is given the choice to participate in in-Home activities. (1 response no opinion) – 97.3% 5. Quality of Life: Standard exceeded for all questions. Staff, volunteers and others demonstrate a genuine concern about my family member’s well-being. – 100% Staff treat my family member with respect. – 100% Areas where we could improve (individual comments) “Would like a hearing aide specialist who could make visitations” “Would like weekend coverage at reception”






“Better wifi for residents” “More access outside for wheelchair bound residents” (mentioned several times) “More outings for residents” (mentioned several times) “Hairdressing coverage if hairdresser is away for an extended period of time” Areas where we exceed expectations (individual comments) “Staff exceed expectations every day. Excellent staff doing exceptional work.” “When staff call and tell me something good that has happened with my mom that day. Something that they know will uplift me. How gracious is that! Also, when they call and say, everything is ok, but we want to tell you this, etc. Good to know at the outset of a call that she is ok.” “Staff are always approachable. They care not only about ____ but also about me.” “Staff member's caring & compassion safety & cleanliness accessibility laundry services” “Friendly, consistent good care.”

Concerns on individual surveys were forwarded to applicable managers and have been or are being addressed as able.

ASSESSED BY: Brenda Wagner PRESENTED TO Q.S. TEAM ON: February 2020

DATE ASSESSED: February 2020 PRESENTED TO C.O.M. ON:

REPORT TO COUNCIL

To: Warden White and Members of Council From: Brenda Wagner, Administrator Meeting Date: May 28, 2020 Subject: 2020 Accreditation Report In Support of Strategic Plan Priorities and Objectives: Good Governance – ensure transparency, clear communication, prudent financial management Service Efficiency & Value – determine the right services for the right price Inclusive & Supportive Community – support efforts to address current & future needs for a livable community

Purpose The purpose of this report is to provide an update on the outcome of the Dufferin Oaks’ Accreditation Survey. Background & Discussion All health service providers in the Central Local Health Integration Network (LHIN) were required to achieve accreditation status as a stipulation of the accountability agreement. Due to this mandatory requirement, Dufferin Oaks recently went through the process of becoming accredited. Accreditation is a process of review that healthcare organizations participate in to demonstrate the ability to meet pre-determined criteria and standards of accreditation established by a professional accrediting agency. Accreditation represents agencies as credible and reputable organizations dedicated to ongoing and continuous compliance with the highest standards of quality.

2020 Accreditation Report Page 2 of 3 Dufferin Oaks chose to be accredited by the CARF Canada organization. CARF Canada is an approved accreditation body in Ontario by the Ministry of Health. The CARF standards have been developed over 50 plus years by international teams of service providers, policy makers, family members, and consumers. The standards have also been submitted to the public for review to validate relevancy and ensure input from all interested stakeholders. The standards review organizational structure, policies & procedures, leadership, resident and client rights, fiscal operations, human resource management, provision of care, resident and client records, quality outcomes, performance improvement, infection control, and health and safety. Prior to the survey, the Dufferin Oaks staff worked diligently to meet the hundreds of standards required by CARF. The staff were also required to prepare binders of mandatory documents for the on-site surveyors to review prior to the accreditation survey. On January 27th and 28th, four surveyors came to the Oaks to review the programs of our long-term care home and Dufferin County Community Support Services. The surveyors were peer experts selected by CARF to conduct the on-site survey. Following completion of the survey, the accreditation body reviews the assessments from the on-site surveyors and renders an accreditation decision. A report is given that identifies the service provider's strengths and areas for improvement and its level of demonstrated conformance to the standards. On March 18th, 2020, Dufferin Oaks received notification that it successfully received a 3-year accreditation status. The accreditation letter and report are attached to this report. The accreditation is effective January 28th, 2020 and will extend through February 28, 2023. As the accreditation letter states, “this achievement is an indication of your organization’s dedication and commitment to improving the quality of the lives of the persons served. Services, personnel and documentation clearly indicate an established pattern of conformance to standards.” Next steps:

To demonstrate its ongoing conformance to the CARF standards, Dufferin Oaks is required to complete a Quality Improvement Plan, 90 days after receiving the accreditation report, outlining how it will achieve the areas recommended for improvement in the report. Dufferin Oaks will then be required to submit an Annual Conformance to Quality Report each year throughout the accreditation term. In 2023, Dufferin Oaks will then be required to go through another on-site survey to ensure continuing compliance with the accreditation standards.

2020 Accreditation Report Page 3 of 3 Financial, Staffing, Legal, or IT Considerations Once accredited, the Ministry of Long Term Care provides $0.36 per resident day each year the home is accredited. This equates to $21,024.00 year for Dufferin Oaks in funding. Recommendation THAT the report of the Administrator of Dufferin Oaks, dated May 28, 2020, regarding the 2020 Accreditation Report, be received. Respectfully Submitted By: Brenda Wagner, Administrator

374028 6TH LINE AMARANTH ON L9W 0M6

May 13, 2020 County of Dufferin Attention Roads Department 55 Zina Street Orangeville, Ontario L9W 1E5 Scott Burns, Re: County Bridge on Mono Amaranth Townline A ratepayer recently submitted a concern about the single lane bridge on the Mono Amaranth Townline. Amaranth understands that while the road is maintained by the respective townships, this is a country owned bridge. The resident concern outlines that there are several “almost accidents” as it is single lane bridge and cars are not yielding to the oncoming traffic. The resident asked for a flashing light above the single lane bridge sign to draw the driver attention to the sign. It is not an unreasonable request by any means. The Township of Amaranth would like to see if the County will entertain a shared cost to the flashing light as it is a County bridge. To support public safety, the Township has replaced the single lane bridge sign with a new better reflectivity sign. The Township recognizes that this bridge needs upgrading and wishes to point out that large farm equipment does use the bridge and it is hardly wide enough for this purpose. Respectfully submitted,

Nicole Martin

Nicole Martin Acting Clerk

CORPORATION OF THE COUNTY OF DUFFERIN

BY-LAW NUMBER 2020-44

A BY-LAW TO AMEND BY-LAW 2015-24, A BY-LAW TO GOVERN THE PROCEEDINGS OF COUNCIL AND ITS COMMITTEES. (Permit for Electronic Participation at Meetings)

WHEREAS the Municipal Act, 2001, S.O. 2001, c. 25, section 238 provides that a municipality shall establish a procedure by-law to govern meetings; AND WHEREAS the Corporation of the County of Dufferin has enacted Procedural By-law #2015-24; AND WHEREAS Section 238 (3.1) of the Municipal Act provides that a member of council, of a local board or of a committee of either of them, can participate electronically in a meeting which is open to the public to the extent and in the manner set out in the bylaw provided that any such member shall not be counted in determining whether or not a quorum of members is present at any point in time.; AND WHEREAS it is necessary to amend By-Law 2015-24, being a by-law to govern the proceedings of Council and its Committees; NOW THEREFORE THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF DUFFERIN ENACTS AS FOLLOWS: 1. That a the following be added:

4.7 Electronic Participation at a Meeting

a. Electronic Means of participating in a meeting is available only for meetings of Council or Committee that take place in the Town of Orangeville Council Chambers, 87 Broadway, Orangeville, Ontario or Sutton Room, Dufferin County Municipal office, 55 Zina Street, Orangeville, Ontario or other location as determined by Council.

b. Requests to participate in a meeting by Electronic Means must be made to the Clerk in writing at least two (2) business days before the meeting.

c. Council Members may participate in the same Council meeting by Electronic Means as long as there is a quorum in the room of representatives of five (5) municipalities and a majority of Members. Where more Members than quorum requests to participate in the same meeting by Electronic Means, the request will be granted to the Members that made the request in writing on a first received basis.

d. Committee Members may participate in the same Standing Committee meeting by Electronic Means as long as there is a quorum in the room of a majority of Members. Where more Members than quorum requests to participate in the same meeting by Electronic Means, the request will be granted to the Member that made the request in writing on a first received basis.

e. Members may not participate electronically in any meeting that is closed to the public.

f. A Member participating in a meeting by Electronic Means shall be considered to be present at such meeting but shall not be counted towards quorum.

g. The Chair must be present in person at a meeting.

2. That Appendix 1 of By-Law #2015-24 (Procedural By-law) be replaced with the

attached.

3. This by-law shall come into effect immediately upon passing.

READ a first, second and third time and finally passed this 28th day of May, 2020. _______________ Darren White, Warden Pam Hillock, Clerk

Appendix 1 to By-law #2015-24

Electronic Meeting Protocol

Note: The Procedural By-law shall continue to apply to an Electronic Meeting held pursuant to this Protocol, and that amendments to this Protocol may be permitted to be made by simple majority vote of Council to accommodate an effective and efficient meeting so long as any such amendments are consistent with the intent of the Procedure By-law and do not directly conflict with the Procedure By-law or are contrary to prevailing Provincial legislation or orders. General

• The method and technology used for an Electronic Meeting in Open Session or Closed Session shall be determined by the Clerk, based on advice and resources available at the time and the prevailing circumstances and context for a meeting.

• The Warden or Acting Warden (or designate) shall lead the meeting and be present from a designated meeting location supported by the Clerk (or designate), where possible.

• The following practices will be followed for electronic participation by a Member:

o Each Member participating in a meeting electronically shall be available at least fifteen (15) minutes before the beginning of the meeting to assist staff in confirming establishment of the electronic connection.

o Each Member participating in a meeting electronically will mute their electronic device when not speaking and/or it will be muted by meeting support staff, depending on the technology used for the meeting.

o The Chair will canvass Members participating electronically about their intention to speak to a matter on the floor and will notify each Member when it is their turn to speak.

o Member(s) participating electronically will be deemed to have left the meeting when they are no longer electronically connected to the meeting.

o In the case of a loss of connection, or any connection issue which impedes the ability of a Member(s) to participate in the meeting in real time, the meeting will continue without attempts by either staff or the Member(s) to reconnect.

• For any procedural or technology matters unforeseen and not clearly identified within these rules or the Procedural By-law, the matter shall be decided by the Warden, upon advice from the Clerk or County Staff, subject to an appeal to the Council.

• Members follow meeting leadership from the Warden as Chair. • At the start of the meeting, the Clerk shall conduct a roll call by voice (calling out

each Member in alphabetical order. After roll call, a Member participating electronically should advise verbally that they are leaving the meeting before ending their participation.

• The Chair is to announce each agenda item on the floor of the meeting and shall maintain an orderly meeting process keeping Members informed.

• A Member who participates electronically shall have the same rights and responsibilities as if they were in physical attendance, including the right to vote.

Member Speaking • Five-minute maximum (Clerk to time and provide warning at four minutes). • Member can use time allotment to speak, ask questions of staff and/or introduce a

motion. • Each Member is provided only two opportunities to speak (five minutes each),

subject to other meeting rules. • Each Member speaks to Council through the Chair. • After a Member finishes speaking, the Chair may confirm verbally the list of

remaining speakers and calls out name of the next Member assigned the floor.

Motions • All motions must be germane to the agenda • All motions to be in writing with mover/seconder identified (except procedural

motions) and provided to Chair/Clerk in advance of Member speaking by email. • Any introduced motion accepted by the Chair is to be read by the Chair and/or

Clerk.

Voting • All votes shall be a recorded vote conducted by the Clerk, as directed by the Chair,

unless Council decides otherwise. • Clerk to call each name of Member to record vote (calling out each Member in

alphabetical order • If a Member is present in-person or electronically, and their name is called and there

is no response to indicate the vote provided, the Clerk will ask one more time, and if there is no indication of a vote, and the Member is present in-person or electronically, the vote is recorded as negative, unless directed otherwise by the Chair.

• Clerk to announce results to Chair and Council Member Conduct

• Each Member shall remain silent and attentive to the proceeding when not assigned the floor by the Chair.

• Each Member to listen for their name to be assigned the floor to speak or to vote. • Each Member takes directions from the Chair in order to facilitate an effective,

efficient and orderly meeting.

CORPORATION OF THE COUNTY OF DUFFERIN

BY-LAW NUMBER 2020-xx

A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE COUNCIL OF THE CORPORATION OF THE COUNTY OF DUFFERIN AT ITS MEETING HELD ON MAY 28, 2020.

WHEREAS Section 5 (1) of the Municipal Act, 2001, as amended, provides that the powers of a municipality shall be exercised by its Council; AND WHEREAS Section 5 (3) of the Municipal Act, 2001, as amended, provides that municipal powers shall be exercised by by-law; NOW THEREFORE BE IT ENACTED BY THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF DUFFERIN ENACTS AS FOLLOWS:

1. All actions of the Council of the Corporation of the County of Dufferin at its meetings held on May 28, 2020 in respect to every report, motion, by-law, or other action passed and taken by the Council, including the exercise of natural person powers, are hereby adopted, ratified and confirmed as if each report, motion, resolution or other action was adopted, ratified and confirmed by its separate by-law.

2. The Warden of the Council and the proper officers of the Corporation of the County of Dufferin are hereby authorized and directed to do all things necessary to give effect to the said action, to obtain approvals where required and except where otherwise provided, to execute all documents necessary in that behalf.

READ a first, second and third time and finally passed this 28th day of May, 2020. ____________________________ __________________________ Darren White, Warden Pam Hillock, Clerk

Documents

2020-05-28 Council Agenda Package - Dufferin County · 5/28/2020 · COUNCIL AGENDA – May 28, 2020 – Page 2 7. PRESENTATION AND CONSIDERATIONS OF REPORTS Infrastructure & Environmental