AGENDA
COUNTY OF OXFORD
COUNCIL MEETING
WEDNESDAY, NOVEMBER 26, 2014
7:00 P.M.
COUNCIL CHAMBER, OXFORD COUNTY ADMINISTRATION BUILDING, WOODSTOCK
MEETING #20
1. CALL TO ORDER
Time ______
2.
APPROVAL OF AGENDA
3.
DISCLOSURES OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
4.
ADOPTION OF COUNCIL MINUTES OF PREVIOUS MEETING
November 12 2014
5.
PUBLIC MEETINGS
6.
DELEGATIONS AND PRESENTATIONS
7.
CONSIDERATION OF DELEGATIONS AND PRESENTATIONS
8.
CONSIDERATION OF CORRESPONDENCE
9.
REPORTS FROM DEPARTMENTS
HUMAN SERVICES
HS-2014-05
Re: Investment in Affordable Housing Extension 2014/2015
Recommendation
1. That Council authorize the Chief Administrative Officer and Director of Human
Services to execute an agreement between the Province of Ontario and the
County of Oxford for the extension of the Investment in Affordable Housing
program.
County of Oxford ~ eAgenda Application Version 0.3.0
Agenda Version 1,
► Addition to Agenda
PAGE 2
COUNCIL AGENDA
NOVEMBER 26, 2014
PUBLIC WORKS
PW 2014-63
Re: Mill Street, Woodstock, Class Environmental Assessment
Recommendations
1. That County Council approve the Municipal Class Environmental Assessment for
Oxford Road 12 (Mill Street) north of the 401 in Woodstock;
2. And further, that County Council authorize staff to post the Notice of Completion
for the required public review period.
CORPORATE SERVICES
CS 2014-35
Re: Ontario Community Infrastructure Fund – Formula-Based
Funding Contribution Agreement
Recommendation
1. That the Chief Administrative Officer and the Director of Corporate Services be
hereby authorized to execute a Funding Agreement with the Ministry of
Agriculture, Food and Rural Affairs, under the Ontario Community Infrastructure
Fund – Formula-Based Program.
10. UNFINISHED BUSINESS
Pending Items
11. MOTIONS
12. NOTICE OF MOTIONS
13. NEW BUSINESS/ENQUIRIES/COMMENTS
14. CLOSED SESSION (Room 129)
Resolution
Time ______
That Council rise and go into a Closed session for the purpose of considering Report No.
HR(CS) 2014-08 regarding matters that have not been made public concerning labour
relations or employee negotiations.
Resolution
Time ______
That Council and reconvene in Open session.
County of Oxford ~ eAgenda Application Version 0.3.0
Agenda Version 1,
► Addition to Agenda
PAGE 3
COUNCIL AGENDA
NOVEMBER 26, 2014
15. CONSIDERATION OF MATTERS ARISING FROM THE CLOSED SESSION
HUMAN RESOURCES
HR (CS) 2014-08
16. BY-LAWS
BY-LAW NO. 5634-2014
Being a By-law to amend By-law No. 3741-98 by establishing an allway stop at the intersection of Oxford Road 18 and Oxford Road 13
in the Township of Norwich.
BY-LAW NO. 5635-2014
Being a By-law to authorize the Chief Administrative Officer to sign
a Mutual Aid and Assistance Agreement for an Ontario
Water/Wastewater Agency Response Network (OnWARN) to
enable participation in an Ontario program for the provision or
receipt of assistance during emergency situations.
BY-LAW NO. 5636-2014
Being a By-law to confirm all actions and proceedings of the Council
of the County of Oxford at the meeting at which this By-law is
passed.
PRESENTATIONS TO:
Retiring Members of Council
Deputy Warden Lupton
Faith McKay
Warden McKay
17. ADJOURNMENT
County of Oxford ~ eAgenda Application Version 0.3.0
Time ______
Agenda Version 1,
► Addition to Agenda
MINUTES
OF THE
COUNCIL OF THE
COUNTY OF OXFORD
County Council Chamber
Woodstock
November 12, 2014
MEETING #19
Oxford County Council meets in regular session this twelfth day of November 2014, in the Council
Chamber, County Administration Building, Woodstock.
1.
CALL TO ORDER:
9:30 a.m., with Warden McKay in the chair.
All members of Council present except Councillor Tait.
Staff Present: P. M. Crockett, Chief Administrative Officer
P. D. Beaton, Director of Human Services
L. S. Buchner, Director of Corporate Services
C. Fransen, Director of Woodingford Lodge
P. Heywood, Acting Director of Public Health and Emergency Services / Manager of
Health Protection
G. K. Hough, Director of Community and Strategic Planning
A. Smith, Director of Human Resources
R. G. Walton, Director of Public Works
B. J. Tabor, Clerk
Warden McKay mentions yesterday, November 11th, as being Remembrance Day with several services
taking place throughout the County. He feels it is only appropriate and asks that Council join in the
singing of O Canada led by Councillor Comiskey.
Warden McKay allows an opportunity for Council members to provide good news updates.
2.
APPROVAL OF AGENDA:
RESOLUTION NO. 1:
Moved by:
Patrick Sobeski
Seconded by: David Mayberry
That the Agenda be approved.
DISPOSITION:
3.
NIL
Motion Carried
DISCLOSURES OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
Page 2
November 12, 2014
4.
ADOPTION OF COUNCIL MINUTES OF PREVIOUS MEETING:
Council Minutes of October 22, 2014
RESOLUTION NO. 2:
Moved by:
Sandra Talbot
Seconded by: David Mayberry
That the Council Minutes of October 22, 2014 be adopted.
DISPOSITION:
5.
Motion Carried
PUBLIC MEETINGS:
NIL
6.
DELEGATIONS AND PRESENTATIONS:
1.
Presentation – Oxford Stewardship Award
Warden McKay explains that at this time a presentation will be made regarding the 2014 Oxford
Stewardship Award. He proceeds to the podium and provides background information on the award.
Warden McKay asks Gord Hough, Director of Community and Strategic Planning, and Cher Sprague, a
member of the Stewardship Oxford Board and a judge for the award, to come forward. He mentions
Cathy Dibble from the Oxford Soil and Crop Improvement Association, who is not present today, as
also being a judge for the award.
By use of a PowerPoint presentation, Warden McKay explains the process for selecting a winner. He
mentions the short-listed candidates for the award being Gerrit and Margriet Wensink, Hoenhorst
Farms, of the Township of East Zorra-Tavistock, Ryan and Jayne Green of the Township of Zorra, and
Dawn Dennison of the Township of Zorra. He comments on the environmental stewardship practices
of each candidate.
Warden McKay announces that Dawn Dennison is the winner of the 2014 Oxford Stewardship Award.
He asks Peter Crockett, CAO, to come forward to take part in the presentation of the award of a gift
basket and gift certificate. The Warden explains that the gift certificate is towards an artistic work by
local artist Rhonda Franks who he asks to come forward to participate in the presentation. At the
request of Warden McKay, Dawn Dennison joins those gathered at the front of the Chamber and
receives the 2014 Oxford County Stewardship Award.
Dawn Dennison expresses her appreciation for the nomination, judging, and receipt of the Stewardship
Award. She thanks those who were involved in different aspects of the project and the County for
sponsoring the award.
7.
CONSIDERATION OF DELEGATIONS AND PRESENTATIONS:
Not Required.
8.
CONSIDERATION OF CORRESPONDENCE:
Ontario’s South Coast Airshow Committee
October 22, 2014
Re: Expressing thanks for Support of Airshows
1.
Page 3
November 12, 2014
RESOLUTION NO. 3:
Moved by:
Patrick Sobeski
Seconded by: David Mayberry
That the correspondence from the Ontario’s South Coast Airshow Committee, dated October 22, 2014,
expressing thanks for the County of Oxford’s support of the June 2014 Snowbirds Airshow and the
August 2014 OSCA Airshow, be received.
DISPOSITION :
9.
Motion Carried
REPORTS FROM DEPARTMENTS:
CORPORATE SERVICES
CS
Re:
2014-32
Business Plan and Budget Review – 3rd Quarter
RESOLUTION NO. 4:
Moved by:
Marion Wearn
Seconded by: Donald Doan
That the recommendation contained in Report No. CS 2014-32, titled “Business Plan and Budget
Review – 3rd Quarter”, be adopted.
DISPOSITION:
Motion Carried
Recommendation Contained in Report No. CS 2014-32:
1. That Report No. CS 2014-32 entitled “Business Plan and Budget Review – 3rd Quarter” be
received for information.
CS
Re:
2014-34
Court Security and Prisoner Transportation (CSPT) Program Agreement
RESOLUTION NO. 5:
Moved by:
Ted Comiskey
Seconded by: David Beres
That the recommendation contained in Report No. CS 2014-34, titled “Court Security and Prisoner
Transportation (CSPT) Program Agreement”, be adopted.
DISPOSITION:
Motion Carried
Recommendation Contained in Report No. CS 2014-34:
1. That By-law No. 5631-2014, being a by-law to authorize the Chief Administrative Officer and
the Director of Corporate Services to execute a Funding Agreement with the Ministry of
Community Safety and Correctional Services, under the Court Security and Prisoner
Transportation Program, be presented to Council for enactment.
CS
Re:
2014-33
Fees and Charges By-law Update
Page 4
November 12, 2014
RESOLUTION NO. 6:
Moved by:
Donald Doan
Seconded by: Marion Wearn
That the recommendation contained in Report No. CS 2014-33, titled “Fees and Charges By-law
Update”, be adopted.
DISPOSITION :
Motion Carried
Recommendation Contained in Report No. CS 2014-33:
1. That Schedule “A” to By-law No. 4889-2007, being a by-law to impose fees and charges for
services that the County of Oxford provides that are not covered through direct taxation, be
amended as set out in Report No. CS 2014-33 entitled “Fees and Charges By-law Update”.
PUBLIC WORKS
PW
Re:
2014-62
Ontario Water/Wastewater Agency Response Network
(OnWARN) Mutual Aid and Assistance Agreement
RESOLUTION NO. 7:
Moved by:
David Beres
Seconded by: Margaret Lupton
That the recommendations contained in Report No. PW 2014-62, titled “Ontario Water/Wastewater
Agency Response Network - (OnWARN) Mutual Aid and Assistance Agreement”, be adopted.
DISPOSITION:
Motion Carried
Recommendations Contained in Report No. PW 2014-62:
1. That Public Works Report PW 2014-62 entitled Ontario Water/Wastewater Agency
Response Network (OnWARN) Mutual Aid and Assistance Agreement be adopted;
2. And further, that a by-law be raised authorizing the CAO to execute the Agreement with
OnWARN for the provision or receipt of assistance during emergency situations.
PW
Re:
2014-61
All-Way Stop at Oxford Road 18 and Oxford Road 13
RESOLUTION NO. 8:
Moved by:
Margaret Lupton
Seconded by: David Beres
That the recommendations contained in Report No. PW 2014-61, titled “All-Way Stop at Oxford Road
18 and Oxford Road 13”, be adopted.
DISPOSITION:
Motion Carried
Page 5
November 12, 2014
Recommendations Contained in Report No. PW 2014-61:
1. That County Council approve the installation of All-Way Stop signs at the intersection of
Oxford Road 18 and Oxford Road 13 in the Township of Norwich;
2. And further, that the appropriate by-law to amend Oxford County By-law No. 3741-98 be
presented to County Council;
3. And further, that the Ontario Provincial Police and the Township of Norwich be advised of the
All-Way Stop condition.
10.
UNFINISHED BUSINESS:
Pending Items
No discussion takes place regarding the Pending Items list.
11.
MOTIONS:
NIL
12.
NOTICE OF MOTIONS:
NIL
13.
NEW BUSINESS/ENQUIRIES/COMMENTS:
Councillor Comiskey requests that the CAO comment on the Movember campaign as is evidenced by
the growing of facial hair. P. Crockett, CAO, Councillor Comiskey, and Warden McKay all speak
regarding awareness and prevention as it relates to men’s health issues.
14.
CLOSED SESSION:
NIL
15.
CONSIDERATION OF MATTERS ARISING FROM THE CLOSED SESSION:
Not Required.
16.
BY-LAWS:
BY-LAW NO. 5631-2014
Being a By-law to authorize the execution of a Funding Agreement with
the Ministry of Community Safety and Correctional Services, for funding
under the Court Security and Transportation Program, be presented to
Council for enactment.
BY-LAW NO. 5632-2014
Being a By-law to authorize the Chief Administrative Officer to execute
all documents necessary to effect the purchase of lands required for the
County Road 8 reconstruction project.
BY-LAW NO. 5633-2014
Being a By-law to confirm all actions and proceedings of the Council of
the County of Oxford at the meeting at which this By-law is passed.
Page 6
November 12, 2014
RESOLUTION NO. 9:
Moved by:
David Mayberry
Seconded by: Sandra Talbot
That the following By-laws be now read a first and second time: No. 5631-2014, No. 5632-2014 and
No. 5633-2014.
DISPOSITION:
Motion Carried
RESOLUTION NO. 10:
Moved by:
David Mayberry
Seconded by: Sandra Talbot
That the following By-laws be now given third and final reading: No. 5631-2014, No. 5632-2014 and
No. 5633-2014.
DISPOSITION:
17.
Motion Carried
ADJOURNMENT:
Council adjourns its proceedings until the next meeting scheduled for Wednesday, November 26, 2014
at 7:00 p.m.
10:32 a.m.
Minutes adopted on
by Resolution No.
WARDEN
CLERK
Report No: HS 2014-05
HUMAN SERVICES
Council Date: November 26, 2014
To:
Warden and Members of County Council
From:
Director, Human Services
Investment in Affordable Housing Extension 2014/2015
RECOMMENDATION
1. That Council authorize the Chief Administrative Officer and Director of Human
Services to execute an agreement between the Province of Ontario and the
County of Oxford for the extension of the Investment in Affordable Housing
program.
REPORT HIGHLIGHTS

The administration agreement will allow staff to move forward with the issuance of a
Request for Proposals for the development of new affordable housing projects.
Financial Impact
The extension of the Investment in Affordable Housing (“IAH”) program is specific to 2014 /
2015. Year 1 of the extension provides for provincial funding in the amount of $483,900. These
funds must be committed prior to January 31, 2015. Subsequent funding allocations are
expected for Years 2 through 6. However, these amounts will not be known until late
December. The expenditure of the Year 1 funds is anticipated in the Human Services 2015
budget proposal. The actual expenditure recommendation will be the subject of a future report
prior to the January 31st deadline. In the event that an eligible project under the IAH program is
not committed to by the deadline, the funds will be returned to the province.
The Treasurer has reviewed this report and agrees with the financial impact.
Risks/Implications
There is no associated risk with the signing of the administration agreement.
Page 1 of 3
Report No: HS 2014-05
HUMAN SERVICES
Council Date: November 26, 2014
Strategic Plan
County Council adopted the County of Oxford Strategic Plan at its regular meeting held March
27, 2013. The initiative contained within this report supports the Values and Strategic Directions
as set out in the Strategic Plan as it pertains to the following Strategic Direction:
1. ii. A County that Works Together – Enhance the quality of life for all of our citizens by:
-
Maintaining and strengthening core infrastructure
Ensuring a range of housing options
Implementing a healthy community strategy
Adapting programs, services and facilities to reflect evolving community needs
Working with community partners and organizations to maintain / strengthen public
safety
DISCUSSION
Background
Safe and affordable shelter is the foundation for personal success and quality of life. Through
the IAH program, the County of Oxford has facilitated the development of many affordable
housing projects. There remains a keen interest in the Not for Profit sector and Private sector to
develop a range of housing options. It is through monies made available in the form of grant that
these projects attain a level of financial viability. In the absence of grants there has been, and in
all likelihood will be, very little development of housing that is affordable to those of modest
income.
Comments
The reality is that the shortage of affordable housing in the region is forcing many families to
choose which essentials that they can afford. In the region of Oxford, Middlesex, Perth and
Elgin there are over 4,600 families on the waiting list for social housing. This often means that
health, education, earning potential and community involvement will suffer. A safe, comfortable,
and affordable place to live is key to breaking the cycle of poverty and giving families the
opportunity to flourish in our community.
The development of affordable housing does not occur overnight and is not always in keeping
with provincial mandates for special priority groups. Many projects are years in the making and
often expose the development community to financial risk in terms of cost incurred prior to
development. It is often the case that proposals far exceed the available funds. This is an issue
that is inherent to a program that lacks a long term financial commitment from the Federal and
Provincial governments.
Page 2 of 3
Report No: HS 2014-05
HUMAN SERVICES
Council Date: November 26, 2014
Conclusions
The signing of the agreement will allow staff to move forward with the development community
in terms of finalizing proposals. There is a certainty that there will be a number of proposals and
that the available funds will not satisfy the demand. The announcement of Years 2 through 6
funding will at least provide some funding certainty for the foreseeable future. A subsequent
report to County Council in January 2015 will provide further evidence of the willingness of the
development community to construct and operate affordable housing.
SIGNATURE
Departmental Approval:
[Original signed by]
Paul Beaton
Director
Approved for submission:
[Original signed by]
Peter M. Crockett, P.Eng.
Chief Administrative Officer
Page 3 of 3
Report No: PW 2014-63
PUBLIC WORKS
Council Date: November 26, 2014
To:
Warden and Members of County Council
From:
Director of Public Works
Mill Street, Woodstock, Class Environmental Assessment
RECOMMENDATIONS
1.
That County Council approve the Municipal Class Environmental Assessment for
Oxford Road 12 (Mill Street) north of the 401 in Woodstock;
2.
And further, that County Council authorize staff to post the Notice of Completion
for the required public review period.
REPORT HIGHLIGHTS

To obtain County Council approval of the Municipal Class Environmental Assessment
(Municipal Class EA) for Oxford Road 12 (Mill St.) north of the 401 in the City of Woodstock
and to seek Council authorization to post the Municipal Class Environmental Study Report
(ESR) for the required public review period.

With the holiday season approaching, the public review period will be extended from the
minimum 30 days to 45 days (excluding holidays)

Construction is anticipated to start in 2015 with the first of several phases.
Implementation Points
After the public review period, and subject to comments received and budget approvals, the
County will proceed with the implementations of the recommended road improvements in
phases beginning in 2015. There are eight phases planned for the completion of the overall
improvements within the corridor, with implementation planned over the next 5 to 10 years.
Implementation of the recommended road improvements will provide intersection
improvements, cycling lanes, provide additional sidewalk and improve vehicular traffic flow.
Removal of on-street parking on Mill Street is proposed to allow the other improvements to
proceed.
Financial Impact
The estimated cost for the recommended road improvements (surface works) is $3,305,000.
The recommended road improvements are grouped into eight areas of work. The estimated
costs for property acquisitions, utility relocations and underground work are not included in the
above cost but will be considered as budgets are finalized for each phase over the next 5 to 10
years. The utility relocation and underground water and wastewater work are not anticipated to
be large compared to the scope of the road projects. There are two complete residential
Page 1 of 4
Report No: PW 2014-63
PUBLIC WORKS
Council Date: November 26, 2014
property acquisitions anticipated and two daylight triangles required for the entire project. The
area required is 335 square meters.
The cost for the recommended road improvements will be financed through taxation, gas tax,
development charges and reserves. Associated water/wastewater improvements will be
financed through rates, development charges and reserves as appropriate. An expenditure of
$1,200,000 (design, land acquisition and construction costs) has been requested in the 2015
Budget for the first phase of this project.
The Treasurer has reviewed this report and agrees with the financial impact information.
Risks/Implications
An extended public review period is planned in light of the approaching holiday season. During
the public review period, an individual and/or group may raise concerns on the Environmental
Assessment (EA) study to the study team. If the individual and/or group is/are not satisfied with
the solutions provided, the individual or group can write to the Minister of the Environment and
Climate Change (MOEECC) and ask the Minister to elevate the study to an Individual EA. This
request may delay the implementations of the recommended road improvements based on the
Minister’s decision.
Strategic Plan
County Council adopted the County of Oxford Strategic Plan at its regular meeting held March
27, 2013. The initiative contained within this report supports the Values and Strategic Directions
as set out in the Strategic Plan as it pertains to the following Strategic Directions:
1. ii. A County that Works Together – Enhance the quality of life for all of our citizens by:
-
Maintaining and strengthening core infrastructure
2. i. A County that is Well Connected – Improve travel options beyond the personal vehicle by:
-
Creating, enhancing and promoting the use of an integrated trail and bike path system
Promoting active transportation
3. ii. A County that Thinks Ahead and Wisely Shapes the Future – Implement development
policies and community planning guidelines that:
-
Actively promote the responsible use of land and natural resources
3. iii. A County that Thinks Ahead and Wisely Shapes the Future - Apply social, financial and
environmental sustainability lenses to significant decisions by assessing options in regard to:
-
Life cycle costs and benefit/costs, including debt, tax and reserve levels and implications
Responsible environmental stewardship
4. i. A County that Informs and Engages - Better harness the power of the community through
conversation and dialogue by:
-
Fostering greater involvement in County and community events and/or program/project
implementation
Understanding and addressing public aspirations for a more livable community
4. ii. A County that Informs and Engages - Better inform the public about County programs,
services and activities through planned communication by:
-
Improving County-municipality information exchange
Page 2 of 4
Report No: PW 2014-63
PUBLIC WORKS
Council Date: November 26, 2014
DISCUSSION
Background
Oxford County Public Works Department initiated a Class Environmental Assessment in
January 2014 to determine the preferred alternative to improve or reconstruct Oxford Road 12
(Mill Street) in the City of Woodstock.
Through a competitive RFP process, Parsons (formerly Delcan), was retained to conduct the
Class Environmental Assessment (EA).
The EA was undertaken using Schedule C of the Municipal Engineer’s Association Municipal
Class Environmental Assessment (Municipal Class EA), dated October 2000, as amended in
2007 and 2011. The Municipal Class EA is an approved EA planning process that meets the
requirements of the Ontario EA Act for municipal projects.
A Project Team, consisting of the Consultant (Parsons), Oxford County and City of Woodstock
staff, was set up to provide input throughout the EA period.
Public Notices were placed in the Oxford Review and on the Oxford County website to advise
the public of Public Consultation Centres (PCCs). Notices were also mailed out to Agencies,
Stakeholders, First Nation Communities and property owners adjacent to the study area.
The first PCC was held on March 6, 2014 to present the Study objectives and asked for
comments and input. The second PCC was held on October 2, 2014 to present the design
alternatives and the preliminary preferred alternative.
Comments
At the completion of the Environmental Assessment, an Environmental Study Report (ESR) was
prepared by Parsons. The Executive Summary of the ESR is attached as Attachment 1.
The recommended plan proposed includes the elimination of the existing on-street parking on
Mill Street in order to provide the physical space to safely accommodate bike lanes. These bike
lanes are recommended in the City of Woodstock Cycling Master Plan. The parking study
conducted as part of the project clearly indicated that there is minimal usage of the existing
parking and that all properties have their own on site parking. On-street parking is a sensitive
issue and could cause concern with adjacent residents. Directly affected property owners and
City of Woodstock staff have been engaged through the EA planning process.
A copy of the draft Notice of Completion is attached as Attachment 2. Following County Council
approval of the Municipal Class Environmental Assessment for Oxford Road 12 (Mill St.) north
of Highway 401 in Woodstock, staff will advertise the Notice of Completion in the Oxford Review
and on the Oxford County website. A copy of the Notice of Completion will be mailed to the
Regional Office of the Ministry of Environment and Climate Change (MOECC), all stakeholders
indicating an interest previously and all adjacent property owners. With the holiday season
approaching, the public review period will be extended beyond the minimum 30 day review
period to ensure ample time for the public to review and comment on the ESR.
Page 3 of 4
Report No: PW 2014-63
PUBLIC WORKS
Council Date: November 26, 2014
Conclusions
Following County Council approval of the Municipal Class EA, copies of the Environmental
Study Report (ESR) will be made available to the Public for an extended review period at the
County and City administration offices.
Upon completion of the public review period, and subject to comments received and budget
approval, implementation of the recommended road improvements are planned to begin in 2015
to coincide with development work anticipated in the Mill Street/Simcoe Street area. Several
phases over the next 5 to 10 years are anticipated to complete the improvements, all of which
will be subject to Council approval of the necessary capital budget.
SIGNATURE
Report Author:
Original signed by
Dadean Assam, P.Eng.
Manager of Construction
Departmental Approval:
Original signed by
Robert Walton, P.Eng.
Director of Public Works
Approved for submission:
Original signed by
Peter M. Crockett, P.Eng.
Chief Administrative Officer
ATTACHMENTS
Attachment 1 Executive Summary – Environmental Study Report, Municipal Class
Environmental Assessment, Part of Oxford Road 12 (Mill St.), Woodstock.
Attachment 2 Draft Notice of Completion.
Page 4 of 4
Attachment 1 to PW 2014-63
November 26, 2014
ENVIRONMENTAL STUDY REPORT
Part of Oxford Road 12 (Mill Street)
Woodstock, November 2014
Executive Summary
PARSONS, formerly DELCAN, was retained by Oxford County to
conduct an Environmental Assessment in accordance with the
Ontario Environmental Assessment (EA) Act to determine the
impacts for Road improvements on Part of Oxford Road 12 (Mill
Street) in the City of Woodstock.
The Environmental Assessment was undertaken in accordance with
Schedule “C” of the Municipal Engineers Association “Municipal
Class Environmental Assessment” (Municipal Class EA), dated
October 2000, as amended in 2007 and 2011. The Municipal Class
EA is an approved EA planning process that meets the
requirements of the Ontario EA Act for municipal projects.
Study Area:
The 3.5 km section of part of Oxford Road 12 (Mill Street) in the
City of Woodstock, is one of the main access roads from Highway
401 into the city. It connects Highway 401 to Dundas Street, and
serves as an access route to many residential, commercial and
institutional establishments, including Woodstock General Hospital.
The north-half of Mill Street is mostly urban cross-section and the
south-half is mostly rural cross-section. There are a number of
signalized and unsignalized intersections throughout the corridor.
The Mill Street and Athlone Avenue intersection, controlled by the
Ontario Ministry of Transportation (MTO), was resurfaced in 2011.
The section from Athlone Avenue to Highway 401 Ramps, also
controlled by MTO, was resurfaced in 2012.
A key plan of the study area is provided in Figure ES.1.
Figure ES.1
Study Area
Public and Agency Consultation:
Consultation with the public, agencies, First Nations and other
stakeholders was conducted throughout the study in accordance
with the requirements of the Schedule “C” of Municipal Class EA
process. The public, First Nations, businesses, property owners
adjacent to the study area, agencies and stakeholders were invited
to participate in the study process. Key features of the consultation program
undertaken
Figure
ES.1
as part of this study included:
Study Area
Page ES 1
ENVIRONMENTAL STUDY REPORT
Part of Oxford Road 12 (Mill Street)
Woodstock, November 2014
•
Notice of Study Commencement published in local newspapers as well as mailed out
to First Nations, property owners adjacent to the study area, businesses, agencies
and stakeholders on January 25, 2014.
•
Public Consultation Centre No. 1 was held on Thursday, March 6, 2014 to provide
stakeholders, agencies, businesses, First Nations and interested members of the
public with an opportunity to meet the Study Team, review the study scope and
discuss issues related to the study including alternative solutions, environmental
considerations and evaluation criteria.
•
A second Public Consultation Centre was held on Thursday October 2, 2014 to
provide stakeholders, agencies, property owners, First Nations and interested
members of the public with the opportunity to review and comment on the design
alternatives and the preliminary preferred alternative, as well as discuss any
questions or concerns they may have had.
•
Notice of Study Completion will be placed in the local newspapers and also mailed
out to property owners adjacent to the study area, businesses, First Nations,
agencies and stakeholders.
•
Minimum 30 day public review of the Environmental Study Report.
Phase 1 Municipal Class EA Process – Problem/Opportunity Statement:
Based on a review of various background documents, transportation analyses, the Terms
of Reference, site visits, and consultation with key stakeholders, technical agencies and
members of the public, the following Study Problem/Opportunity Statement was
developed:
There is a need to improve Mill Street in order to effectively address
the existing and future travel demands in a manner that benefits all
roadway users: vehicular traffic, pedestrians and cyclists.
If no roadway improvements are undertaken, it is anticipated that
over time, traffic congestion during peak periods will increase
resulting in longer travel delays and decreasing levels of service for
all roadway users.
Phase 2 Municipal Class EA Process - Preferred Solution:
Under Phase 2 of the Municipal Class EA process, all reasonable solutions to the problem
(i.e. planning alternatives) were identified and described, including the “Do Nothing”
alternative. After general inventories of the natural, social and economic environments
were prepared and potential environmental impacts were determined for each planning
alternative, the net positive and negative effects of each planning alternative were then
Page ES 2
ENVIRONMENTAL STUDY REPORT
Part of Oxford Road 12 (Mill Street)
Woodstock, November 2014
identified and the alternatives were evaluated resulting in a recommended planning
solution. The recommended solution was then presented to the public and reviewing
agencies to solicit input into the selection of the preferred solution.
In order to address the Problem Statement, the following approach was recommended:
•
Accommodate other modes of travel (e.g., transit, cycling, walking)
•
•
Improve traffic signal timing
Provide additional capacity along Mill Street with intersection/ roadway
improvements
Phase 3 Municipal Class EA Process - Recommended Design Concept for the
Preferred Solution:
As part of the Oxford Road 12 (Mill Street) study, a number of design alternatives were
identified, evaluated and presented to the public, stakeholders and technical agencies.
The design alternatives were developed as potential methods of implementing the
preferred solution and ultimately to address the problem(s) identified in the first phase of
the EA.
In order to address the Problem Statement, the following design components were
recommended:
Intersection Improvements to:
Dundas Street – Convert one of the westbound through lanes to a left turn lane,
channelize northbound right turn lane
Simcoe Street - Realign east and west legs of Simcoe Street
Pembers Pass - Provide left-turn lanes
Juliana Drive - Provide left-turn lanes
Road Improvements to Mill Street:
Dundas Street to Main Street - Repaint road to 3 lane cross section with two-way left-turn
lane and shared use lanes for cars/cyclists
Main Street to Parkinson Road- Repaint road to 3 lane cross section with two-way left-turn
lane and dedicated bike lanes. This will require the removal of existing on-street parking.
Parkinson Road to Pember’s Pass - Widen road to 3 lane cross section with two-way leftturn lane and shared use lanes
Pember’s Pass to South Limits - Reconstruct road to 2 lane cross section with paved
shoulders
Page ES 3
ENVIRONMENTAL STUDY REPORT
Part of Oxford Road 12 (Mill Street)
Woodstock, November 2014
Staging of Implementation of Preferred Design
The recommended staging of implementation for the preferred design is as follows:
1.
2.
3.
4.
5.
6.
7.
8.
Intersection Improvements at Dundas Street
Intersection improvements at Simcoe Street
Intersection improvements at Pember’s Pass
Intersection improvements at Julianna Drive
Road improvements from Dundas Street to Main Street
Road improvements from Main Street to Parkinson Road
Road improvements from Parkinson Road/Bower Hill Road to Pember’s Pass
Road improvements from Pember’s Pass to South limits of study
Preliminary Cost Estimates
The estimated costs of implementing the improvements are as follows:
IMPROVEMENT
COST
Intersection Improvements at Dundas Street (in 2015)
$40,000.00
Intersection Improvements at Simcoe Street (in 2015)
$1,000,000.00
Intersection Improvements at Pember’s Pass (in 2015)
$45,000.00
Intersection Improvements at Juliana Drive (in 2015)
$45,000.00
Road improvements from Dundas Street to Main Street (in 2015)
$15,000.00
Road improvements from Main Street to Parkinson Road (in 2015)
$55,000.00
Road improvements from Parkinson Road to Pember’s Pass
$1,400,000.00
Road improvements from Pember’s Pass to South limits
$715,000.00
Total
$3,315,000.00
Potential Impacts Associated with the Preferred Design:
Based on an assessment of the potential environmental impacts resulting from
construction of the preferred design, the proposed improvements to Mill Street is not
anticipated to result in any significant environmental impacts providing adequate
mitigation measures are employed. Key impacts that have been identified as a result of
implementing the preferred design (during and post construction) may include:
• Potential disruption to vehicular traffic (travelling public and commercial vehicles).
Traffic disruption shall be minimized as much as possible during construction. A
Page ES 4
ENVIRONMENTAL STUDY REPORT
Part of Oxford Road 12 (Mill Street)
Woodstock, November 2014
•
•
•
•
•
•
construction staging and traffic management plan will be developed during the
detailed design phase of the project.
On-street parking not permitted. Very little use of parking based on Parking Study.
Potential access restrictions to adjacent property driveways. Access to adjacent
properties may be disrupted by a day or two.
Potential impacts on the terrestrial environment (i.e. roadside vegetation and mature
trees). Trees requiring removal will be replaced where appropriate via a tree planting
plan to be developed during detail design.
Relocation of existing utilities to accommodate the preferred design. It is anticipated
that a number of utilities will require relocation.
Archaeological resource impacts. Should the proposed work extend beyond the
current study area then further Stage 1 assessment must be conducted to determine
the archaeological potential of the surrounding lands.
Cultural Heritage resource impacts. A resource-specific heritage impact assessment
should be carried out for two properties prior to construction to evaluate the cultural
heritage value of these resources. The feasibility of implementing tree protection
zones should also be investigated for all identified cultural heritage resources where
tree removal is planned.
Phase 4 Municipal Class EA Process – Environmental Study Report:
This Environmental Study Report (ESR) documents the entire study process, including
technical analysis undertaken and public consultation.
Additional Work Required and Monitoring:
Additional works to be completed during the detail design phase of the project, prior to
construction, include but are not limited to, the following:
•
•
•
Develop a construction staging and traffic management plan to maintain access to
and from the existing driveways along Mill Street and the existing side streets. The
staging plan will also consider the ambulance and fire access routes to ensure
minimal impacts.
Determine detailed locations of all buried utilities and gas lines and coordinate
relocations as required.
Secure any approvals that may be required.
Mitigation measures identified in this report shall be written into the contract
specifications. During construction, the contract administrator will ensure that full-time
monitoring/inspection of the project works is undertaken to ensure that all environmental
commitments identified in the Environmental Study Report are adhered to by the contract
team.
After a period of one year following completion of construction (i.e. post
construction), a final inspection will be undertaken to ensure the effectiveness of the
identified mitigation measures.
Page ES 5
Attachment 2 to PW 2014-63
November 26, 2014
NOTICE OF STUDY COMPLETION
CLASS ENVIRONMENTAL ASSESSMENT STUDY
Oxford County Road 12 (Mill Street)
From Dundas Street to North of Highway 401
Oxford County has completed a Class Environmental Assessment (Class EA) in accordance
with Schedule C of the Municipal Class Environmental Assessment (October 2000, amended
2007 & 2011) to consider a wide range of options for transportation corridor improvement for
part of Oxford Road 12 (Mill Street) from Dundas Street to North of Highway 401 in the City of
Woodstock (see map).
An Environmental Study Report (ESR) has been completed that documents the Class
Environmental Assessment process. The ESR was accepted by County Council on November
26, 2014 and will be available for review starting on December 3, 2014 and ending on January
23, 2015 at the following locations:
Oxford County
Administration Building,
21 Reeve St.,
Woodstock ON N4S 7Y3
Mon – Fri: 8:30 am – 4:30 pm
The City of Woodstock
Engineering Building,
944 James St.,
Woodstock ON N4S 0A7
Mon – Fri: 8:30 am – 4:30 pm
Woodstock Public Library
455 Hunter Street
Woodstock ON N4S 4G7
Mon – Fri: 10:00am-8:30pm
Saturday: 10:00am-5:00pm
Sunday: 1:00pm-5:00pm
The ESR is also available for review on the Oxford County website at www.oxfordcounty.ca
Written comments on the Environmental Study Report should be provided within 30 days and
should be addressed to:
Mr. Dadean Assam, P.Eng.
Manager of Construction
Oxford County, Public Works Department
21 Reeve Street, P.O. Box 1614
Woodstock ON N4S 7Y3
Telephone: 519- 539-9800 Ext. 3117
Fax: 519-421-4711
Email: [email protected]
If concerns regarding this project cannot be resolved in discussion with the County, a person
may request that the Minister of the Environment and Climate Change issue a Part II Order for
an individual environmental assessment.
Ministry of the Environment and Climate Change
135 St. Clair Avenue West, 10th Floor
Toronto ON M4V 1P5
Requests for a Part II Order must be received by the Minister at the address above by January
23, 2015. A copy of the request for a Part II Order must also be sent to the County of Oxford. If
there is no request for a Part II Order, implementation of the preferred solution for the
improvements to Oxford County Road 12 (Mill Street) in Woodstock as presented in the
Environmental Study Report will proceed
Robert Walton, P.Eng.
Director of Public Works
This Notice first issued December 1, 2014
Report No: CS 2014-35
CORPORATE SERVICES
Council Date: November 26, 2014
To:
Warden and Members of County Council
From:
Director of Corporate Services
Ontario Community Infrastructure Fund – Formula-Based
Funding Contribution Agreement
RECOMMENDATION
1.
That the Chief Administrative Officer and the Director of Corporate Services be
hereby authorized to execute a Funding Agreement with the Ministry of
Agriculture, Food and Rural Affairs, under the Ontario Community Infrastructure
Fund – Formula-Based Program.
REPORT HIGHLIGHTS

Authorize the endorsement of an Ontario Community Infrastructure Fund – Formula-Based
funding contribution agreement for years 2015 to 2017 inclusive.

Funding allocations per year - $530,194.
Implementation Points
Subject to the County entering into a Funding Agreement with the Ministry, the Ministry will
provide funding contributions on the basis of a comprehensive formula taking into account the
cost of municipal core infrastructure and various financial indicators. Funding contributions will
be received in three installments in each of the funding years as follows:
Installment
% of Total
Funding
Timing
1
25%
January – March
2
50%
April – June
3
25%
July - September
Page 1 of 4
Report No: CS 2014-35
CORPORATE SERVICES
Council Date: November 26, 2014
Financial Impact
The 2015 funding contribution in the amount of $530,000 has been included in the 2015
preliminary budget to offset a portion of $2.25 million in bridge rehabilitation – the remainder of
the costs funded by reserves ($1 million) and taxation ($720,000).
The Treasurer has prepared this report.
Risks/Implications
There are no risks or implications that could result by adopting the recommendation contained
within this report.
Strategic Plan
County Council adopted the County of Oxford Strategic Plan at its regular meeting held March
27, 2013. The initiative contained within this report supports the Values and Strategic Directions
as set out in the Strategic Plan as it pertains to the following Strategic Directions:
1. ii. A County that Works Together – Enhance the quality of life for all our citizens by working
with community partners and organizations to maintain/strengthen public safety.
DISCUSSION
Background
In August 2014, the Province launched two new municipal infrastructure initiatives, targeted to
support municipal infrastructure projects through the $100 million per year Ontario Community
Infrastructure Fund (OCIF), which, for the first three years of the program will include both
application-based and formula-based components. The application-based component involves
a two-stage process – an expression of interest for pre-screening, and if the proposed project
passes the screening process there is an opportunity to submit a full application. No application
is required to access the funds under the formula-based component, which is the only
component covered in the funding agreement that is the subject of this report.
Comments
Grants are linked to core infrastructure owned by municipalities and to their fiscal
circumstances. In a two-tier municipal structure the cost of the area municipalities’ core
infrastructure is included in calculating the County’s funding allocation. In assessing the
municipality’s fiscal circumstances: weighted assessment; core infrastructure per household;
median income per household; and, median infrastructure index are all factors in the funding
formula.
Eligibility
All eligible municipalities are entitled to receive a minimum of $25,000 under the formula-based
component of the OCIF. Eligible municipalities with populations of less than 100,000 are
Page 2 of 4
Report No: CS 2014-35
CORPORATE SERVICES
Council Date: November 26, 2014
eligible for this funding program as are a few municipalities whose population exceeds 100,000
who were eligible for funding under the program in 2013 – which is the provision by which the
Ministry has deemed the County of Oxford to be eligible.
Use of Grant
Eligible projects include capital projects and capital maintenance for renewal, rehabilitation and
replacement of core infrastructure assets which are defined as:
Roads
Paved and unpaved roads
Street lighting and sidewalks when part of a road project
Bridges and culverts
Water
Water treatment
Water distribution/transmission
Wastewater
Wastewater treatment and disposal
Sanitary sewer systems
Storm sewer systems – urban and rural
In addition to core infrastructure projects, the funding can be used for the development and
implementation of asset management plans (i.e. software, training, inspections) for core
infrastructure assets.
Ineligible Costs
The following ineligible costs are not to be paid from the funds provided under this agreement:
 Growth related expansion projects
 Land acquisition
 Leasing land, buildings and other facilities
 Financing charges
 Legal fees.
Page 3 of 4
Report No: CS 2014-35
CORPORATE SERVICES
Council Date: November 26, 2014
Reporting Requirements
The funds must be used in the fiscal year in which they are allocated. There are three reporting
requirements under this program described as follows:
Report deadline
45 days prior to start of
construction – no later
than March 31
Report Description
Proposed project description, estimated cost
and proposed start date
December 31
Annual project information update – status,
variance between project description and
actual project completed
December 31
Annual report – financial report and duty to
consult declaration
Conclusions
Securing a Funding Agreement for the OCIF Program will allow the County to receive $530,194
in each of the years 2015 – 2017 to assist in funding the County’s Asset Management Plan in
the short-term.
SIGNATURE
Departmental Approval:
Original signed by
Lynn S. Buchner, CPA, CGA
Director of Corporate Services
Approved for submission:
Original signed by
Peter M. Crockett, P.Eng.
Chief Administrative Officer
ATTACHMENTS
None
Page 4 of 4
PENDING ITEMS
Council
Meeting Date
18-Nov-13
10-Sep-14
10-Sep-14
24-Sep-14
08-Oct-14
Issue
2014 Budget Meeting To Do List - Public Works Capital Project
completion success measures - commitment budget vs cashflow budget
Report PW 2014-50 - Acceptance of Liquid Waste at Oxford County
Wastewater Treatment Facilities
Report CAO 2014-12 - University of Ottawa - Woodstock Satellite
Campus Proposal
Resolution No. 5 - Deferring recommendation contained in Report No.
PW 2014-55 - Woodstock Sanitary Sewer and Watermain Extension
Project and By-law No. 5622-2014 to impose the cost to ratepayers
Resolution No. 12 - procedures around water and sewer hook-up
programs - new developed or boundary adjusted areas
Pending Action
Staff Report
Staff to develop policy and report - Res. No. 4,
25-June-14, delegation request to pass resolution to
not accept leachate from privately owned or operated
landfills for treatment deferred until such time
Staff to negotiate partnership agreement and report
Gathering and provision of information to Havelock
Corners Ratepayers Association delegation and report
back to Council
Staff Report
Lead
Dept.
CS
Time Frame
2014 - Q3
PW
Spring 2015
CAO
Spring 2015
PW
2014 - Q4
CS
2015 - Q1
COUNTY OF OXFORD
BY-LAW NO. 5634-2014
BEING a By-law to amend By-law No. 3741-98 by establishing an all-way stop at the
intersection of Oxford Road 18 and Oxford Road 13 in the Township of Norwich.
WHEREAS, the Table to Section 11 and Section 52 (3) of the Municipal Act, 2001, S.O. 2001,
Chapter 25, prescribe that specified highways are within the jurisdiction of the County of Oxford
for all matters relating to those highways, including parking and traffic.
AND WHEREAS, Council may exercise any of its powers under Section 137 of the Highway
Traffic Act, R.S.O. 1990, c. H.8, to erect stop signs at intersections of highways under its
jurisdiction and control.
AND WHEREAS, Council has adopted Public Works Report No. PW 2014-61, dated
November 12, 2014.
NOW THEREFORE, the Council of the County of Oxford enacts as follows:
1.
That By-law No. 3741-98 is hereby amended, by removing the wording respecting the
through highway reference to County Road 18 only, and replacing the wording to read:
“County Road 18 – from the east side of The King’s Highway #19 to the west side of
County Road 13.”
“County Road 18 – from the east side of County Road 13 to the east boundary of the
County of Oxford.”
READ a first and second time this 26th day of November, 2014.
READ a third time and finally passed this 26th day of November, 2014.
DONALD E. McKAY,
WARDEN
BRENDA J. TABOR,
CLERK
COUNTY OF OXFORD
BY-LAW NO. 5635-2014
BEING a By-law to authorize the Chief Administrative Officer to sign a Mutual Aid
and Assistance Agreement for an Ontario Water/Wastewater Agency Response
Network (OnWARN) to enable participation in an Ontario program for the
provision or receipt of assistance during emergency situations.
WHEREAS, Section 9 of the Municipal Act, 2001, S.O. 2001, Chapter 25,
provides that a municipality has the capacity, rights, powers and privileges of a
natural person for the purpose of exercising its authority under this or any other
Act.
AND WHEREAS, the Table to Section 11 of the Municipal Act, 2001, S.O. 2001,
Chapter 25, prescribes that the County of Oxford has exclusive jurisdiction over
all matters pertaining to water production, treatment, storage and distribution and
collection and treatment of sanitary sewage.
AND WHEREAS, Section 20 of the Municipal Act, 2001, S.O. 2001, Chapter 25,
provides that a municipality may enter into an agreement with one or more
municipalities or local bodies, or a combination of both to jointly provide, for their
joint benefit, any matter which all of them have the power to provide within their
own boundaries.
AND WHEREAS, Council has adopted Public Works Report No. PW 2014-62,
dated November 12, 2014.
NOW THEREFORE, the Council of the County of Oxford enacts as follows:
1. That the Chief Administrative Officer is hereby authorized and instructed to
sign a Mutual Aid and Assistance Agreement for an Ontario
Water/Wastewater Agency Response Network (OnWARN), attached hereto
and forming part of this By-law, to enable participation in an Ontario program
for the provision or receipt of assistance during emergency situations.
READ a first and second time this 26th day of November, 2014.
READ a third time and finally passed this 26th day of November, 2014.
DONALD E. McKAY,
WARDEN
BRENDA J. TABOR,
CLERK
COUNTY OF OXFORD
BY-LAW NO. 5636-2014
BEING a By-law to confirm all actions and proceedings of the Council of the County of Oxford at
the meeting at which this By-law is passed.
The Council of the County of Oxford enacts as follows:
1. That all decisions made by Council at the meeting at which this By-law is passed, in respect
of each report, resolution or other action passed and taken by the Council at this meeting,
are hereby adopted, ratified and confirmed.
2. That the Warden and/or the proper officers of the County are hereby authorized and
directed to do all things necessary to give effect to the said decisions referred to in Section 1
of this By-law, to obtain approvals where required, and except where otherwise provided, to
execute all necessary documents and the Clerk is hereby authorized and directed to affix
the corporate seal where necessary.
3. That nothing in this By-law has the effect of giving to any decision or resolution the status of
a By-law where any legal prerequisite to the enactment of a specific By-law has not be
satisfied.
4. That all decisions, as referred to in Section 1 of this By-law, supercede any prior decisions
of Council to the contrary.
READ a first and second time this 26th day of November, 2014.
READ a third time and finally passed this 26th day of November, 2014.
DONALD E. McKAY,
WARDEN
BRENDA J. TABOR,
CLERK