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September 23, 2008 Agenda (2) ORDERS OF THE DA Y FOR TUESDA Y. SEPTEMBER 23. 2008 - 9:00 A.M "8:45 A.M." - COUNCIL PHOTO TO BE TAKEN PAGE # ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. Amber Patrick, reporting on the trip to the Dominican Republic for a humanitarian relief project and to thank Council for the grant money. 9:15 a.m. Sandra Datars-Bere, Co-Chair for Public Service, UnitedWay Elgin- St. Thomas, with a presentation on the United Way Campaign 11 :45 a.m. Presentation to Ella Kyle and Erika Lang 5th Motion to Move into "Committee Of The Whole Council" 2-35 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence - see attached 36-38 1) Items for Consideration 39-49 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items (see separate agenda) 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 50-53 13th Consideration of By-Laws 14th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: September Outside Board Reportina Schedule: Elgin SI. Thomas PUblic Health Social/Entertainment October 21, 2008 - 9:00 A.M. - County Council Meeting October Outside Board Reoortina Schedule: Elgin County Museum SI. Thomas-Elgin Public Art Centre REPORTS OF COUNCIL AND STAFF SEPTEMBER 23. 2008 Councillor Reports - (ATTACHED) 3 Councillor Wilson - Elgin St Thomas Public Health - Annual Report 8 Councillors Marks and Mennill - Warden's Banquet Staff Reports - (ATTACHED) 11 Tree Commissioner/VVeed Inspector - Weed Inspection in the County of Elgin 15 Chief Administrative Officer - 2007 United Way Campaign 18 Manager of Administrative Services, Director of Community & Cultural Services, - Student Education Day Itinerary Director of Financial Services - Budget Comparison - July 31, 2009 (to be included on Friday Fax) Director of Financial Services - Performance Measures - Year Ended December 31, 2007 (to be included on Friday Fax) Financial Analyst, Provincial Offences Co-ordinator, Director of Financial Services - Cease Active Collection - Write-off Policy (to be included on Friday Fax) Financial Analyst, Director of Financial Services - Capital Projects as at August 19, 2008 (to be included on Friday Fax) 21 Purchasing Co-ordinator, Manager of Administrative Services - General Insurance and Risk Management Services Program Deputy Director of Engineering Services - Mill Creek Culvert Replacement (to be included on Friday Fax) Deputy Director of Engineering Services - Building Canada Fund (to be included on Friday Fax) 32 Director of Engineering Services - Ontario Government - Investing in Ontario Act 34 Director of Senior Services - Elgin Manor - Request for Temporary Evacuation Site 2 Annual Report of Elgin St. Thomas Public Health to the County of Elgin September 2008 INTRODUCTION Elgin St. Thomas Public Health is pleased to provide the following report related to its activities in 2008. Public Health is a team of professionals who are dedicated to building a healthy community by promoting and supporting the health of the people who live, work, and play in Elgin County through the delivery of effective public health programs and services. Listed below are just a few highlights of the past year. As with previous reports, the highlights are divided into two main program areas: health promotion and health protection. We are proud of our program and service achievements this year, especially given the ever increasing needs of public health programs and services in our community. As always, we appreciate the opportunity to share these highlights and we thank the County of Elgin for their continued support! HEALTH PROMOTION HIGHLIGHTS In promoting the health of Elgin County residents, the goal of the Health Promotion programs and services is to increase the length and quality of life by reducing sickness and death associated with chronic diseases like cancer and heart disease, injuries and substance abuse and by promoting the health of children, youth and families. ~ Over the past 7 months (Jan 1 to July 31,2008), our ambitious health promotion staff: . Responded to about 8,000 telephone, drop-in and e-mail requests for advice and information . Made almost 1,721 home visits to families with babies and young children, which is 100 more than in 2007 . Offered 92 parenting sessions, including a new teen post partum support group . Gave 110 presentations to school classes and groups in Elgin, reaching about 3,700 people on a variety of topics. This was lower than in 2007 due to staffing issues in our dental program. . Hosted or participated in 120 community events or public displays. This is about 30 higher than in 2007 due to more displays being set up at the hospital. . Prepared about 76 media communications, including news releases, articles, ads and interviews . Screened about 2,200 children for oral health problems and treated 272 children with urgent dental needs under the Children in Need of Treatment Program. . Under the Smoke Free Ontario Act, conducted 465 inspections/educational visits, investigated 35 complaints, gave 15 written warnings and laid 9 charges That's on top of many other educational, partnership and advocacy activities, along with the 1,450 hours of service provided by our great volunteers. ~ In response to a growing amount of strong research linking the built environment to health (for example, a link between obesity and a lack of safe, well maintained bike paths and sidewalks), we hosted a workshop on this topic for planners, recreational providers, community leaders and health professionals. This event generated an interest in forming an Active Elgin Coalition which is now working on an inventory of recreation and leisure activities in Elgin and St. Thomas. This inventory has been funded by a Trillium grant and will be launched in early 2009. ~ We recently received funding from the Ministry of Health Promotion in order to pilot test a comprehensive and practical model to increase primary care providers' knowledge and dissemination of prevention information to their patients and thereby prevent strokes in our community. Our model includes practitioner education outreach visits to disseminate best practice information, screening tools for the stroke risk factors and then a referral system that would enable local practitioners to refer their patients to existing activities or to Elgin St. Thomas Public Health (ESTPH) for healthy weights education and smoking cessation counselling. ~ Elgin St. Thomas Public Health is partnering with the West Elgin Community Health Centre to coordinate a quit smoking workshop in Elgin County. With assistance from the STOP study team from the Centre for Addiction and Mental Health, smokers over the age of 18 will have the opportunity to receive free Nicotine Replacement Therapy to help them quit. Participants will be screened beforehand to test their nicotine dependence level and will also be contacted by telephone for follow-up after 10 weeks, 6 months and 12 months. Since our smoking rate in Elgin is almost 10% higher than the province, we continue to look for ways to increase access to smoking cessation for people who live, work and play in Elgin and St. Thomas. ~ In response to a provincial student drug use survey showing 21 % of students had used pain medication for non-medical reasons within the last year and expressed local concern about the rising illegal use of prescription medication, Elgin St. Thomas Public Health hosted a community meeting to discuss the non-medical use of opioid pain medications. Twenty-nine participants attended, including physicians, pharmacists, dentists, workplace and school representatives, public health and other community agencies involved in substance use prevention. The participants had good discussions around prevention, treatment, enforcement and harm reduction issues. A follow-up meeting is being scheduled for later this fall. ~ With the support of our school nurses, 15 public schools and four catholic schools applied for Healthy School Recognition Awards through the Ministry of Education. Schools were encouraged to take up the Healthy School challenge by promoting and undertaking activities that encouraged a healthy culture, environment and community at the school. Of the 51 schools from the Thames Valley District School Board that applied, just over one quarter came from Elgin County! ~ The Family Education and Support Project of Aylmer (FESPA) is a program for new immigrants to Canada. FESPA assists families in adapting to Canada by offering several services including health classes. Public Health Nurses from Elgin St. Thomas Public Health completed a series of health classes for the 64 women who attended the 2007-2008 FESPA school program. 2 ~ The 2005 Canadian Community Health Survey revealed that less than 37% of women in Elgin County between the ages of 17 to 24 took folic acid before their last pregnancy. This is a concern since research has shown that adequate folic acid intake can prevent neural tube defects in newborns. As well, we know that the rate of teen pregnancy in Elgin County is 44 per 1000. In response to this known information, we, in partnership with Oxford County Health Unit and Middlesex-London Health Unit, developed a multivitamin supplementation pilot project. A multivitamin that contains folic acid is now being offered to clients in our sexual health program. ~ To assist school boards in the building of healthy new schools, we created a document outlining important areas of consideration to take into account when building a new school. Recommendations included shaded playgrounds, bike racks, approved kitchens, windows that open, sound barriers between floors, and multi-purpose rooms to be used for extra gym space. This document has been shared with both school boards and at accommodation review public meetings. ~ Knowing that injuries are a primary cause of emergency room visits, hospitalizations and deaths, particularly for the children, youth and seniors in our community, we, along with our partners, hosted a "SAFE" breakfast for community leaders, to increase awareness of the problem and how to address it. ~ A Smoke Free Ontario Act ban on power walls or tobacco displays took effect on May 31, 2008. Compliance with the ban by tobacco retailers has been excellent across the County. HEALTH PROTECTION HIGHLIGHTS The goal of Health Protection programs is to reduce or eliminate infectious diseases. Infectious diseases represent constant new challenges to public health's role as new organisms emerge as causes of disease. Surveillance, case finding, contact tracing, immunization, infection control and risk assessment are all important components in controlling infectious diseases. ~ Specific programs are directed at controlling the potential for infectious disease in food and water. In addition, programs are directed at specific disease control requirements for tuberculosis, rabies, vaccine preventable diseases, and sexually transmitted diseases including AIDS. Infection Control defines requirements for assuring that effective infection control techniques are in place in institutions, day cares and personal service settings. ~ Sexual health programs are directed at decreasing the rate of teenage pregnancy, increasing access to contraception for those who have need, and increasing the awareness and knowledge about personal responsibility and life skills required to deal with sexual relationships. ~ In the past year, the Health Protection staff has been challenged to provide a number of program and service activities to address situations that pose a threat to the health of the people of St.Thomas and Elgin County. These activities include: 3 . Providing over 6000 doses of influenza vaccine to residents of St. Thomas and Elgin County at 10 community clinics held in the fall of 2007; . Providing active surveillance for evidence of West Nile Virus activity in mosquito larvae, adult mosquitoes, birds and humans that would potentially trigger a need for adulticiding or increased larviciding; . Coordinating a larviciding program in St. Thomas and Aylmer in July and August 2008; . Issuing Drinking Water Advisories and Boil Water Advisories as appropriate in response to reports of adverse drinking water; . Responding to water sample reports indicating high levels of bacteria at some Elgin County beaches and communicating to the public the potential health risks associated with swimming in these recreational waters; . Investigating 39 outbreaks of infectious disease affecting hundreds of staff and residents of long term care facilities, hospitals and child care settings in 2007; . Managing community food borne outbreaks such as the recent Listeria outbreak and a local outbreak of e-coli illness involving six people known to have been infected; . Ensuring food premise operators as defined under the Food Premise Regulations are in compliance with accepted public health practices for food handling; . Reaching a 93% completion rate for three inspections for the 67 high risk food premises; a 98% completion rate for two inspections for the 165 medium risk food premises; and a 90% completion rate for one inspection for the 257 low risk food premises in Elgin County; . Providing clinical services to 400 individuals attending Sexual Health Clinics, and to 435 individuals attending Sexually Transmitted Infections Clinics; . Developing a new resource on Raising Sexually Healthy Children in collaboration with local libraries; . Working with local agencies in developing policies and procedures regarding safe disposal of needles and other biohazards for the purpose of protecting staff and patrons from needlestick injuries: . Investigating 241 animal bite cases in 2007, some being high profile in regards to public attention, and issuing rabies post exposure treatment to 33 people in 2007; . Promoting and administering non-mandatory but publicly funded Hepatitis Band Meningococcal Meningitis vaccine for students in Grade 7; . Launching the Human Papillomavirus (HPV) immunization campaign targeting Grade 8 girls in September 2007 with approximately 50% of eligible students completing the three doses during the school year; . Immunizing several hundred individuals at the weekly immunization clinics held at the Health Unit office in St. Thomas and the monthly clinic held in Aylmer; . Completing and disseminating a report of the January 2007 outbreak of tuberculosis infectious disease involving two residents of local nursing homes; . Certifying seven more staff through the Basic Emergency Management course; . Working with the Elgin Elder Abuse Network to secure funding for a Senior Support Coordinator position; . Launching an Extreme Temperature Alert system across the county; 4 ~ While it has been a year of challenges and learning, we were grateful for the excellent working relationship we have with community partners such as the Sl. Thomas Elgin General Hospital, long term care facilities, physician practice settings, emergency service workers, municipal authorities, educators, and other ministry officials. 5 REPORT TO COUNTY COUNCIL FROM: Councillor Tom Marks Councillor David Mennill DATE: September 10, 2008 SUBJECT: WARDEN'S BANQUET Introduction: Council policy is to arrange appropriate recognition annually for the Elgin County Warden and that the Social/Entertainment Committee plans the programme. Discussion: The date for the Warden's Banquet has been set for Friday, November 7,2008 and St. Anne's Centre has been booked. Prices for the meal, other aspects of the Banquet, and the role(s) each Councillor will play during the evening are shown on the attached spreadsheet. Recommendation: THAT the annual Warden's Banquet be held at St. Anne's Centre, on Friday, November 7, 2008, with the social hour beginning at 5:30 p.m. and the Banquet commencing at 6:30 p.m.; and, THAT all other costs and items be approved as detailed on the attached spreadsheet; and, THAT the charge for each purchased ticket be set at $20.00, to cover the cost of the meal, taxes and gratuities; and further, THAT County Councillors and Officials dress in standard Council attire. 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(j ai :c: a1 I- '" Q :::: a: '" ,t: 0 " ~ 0 a1 .;:: .... il:: '" c '" :::: ~ ~ ~ t: .e j.:: S j.:: :~ .. ... (5 t: .. ai CI) ... CI) ~ E ::;; E 0 0 ;S '" tl ~ 0 'E .... ~ ~ (!) ~ ~ - l!! :::> 0 ~ E .S 0 .'" g, tl " ~ E a1 ~ l!! ... Cll ai .. .e Q ~ ~ ~ .... ~ tl) ~ ~ ~ .e- 0 t: f-; 0 ffi .f::l ~ .... .. .... ... .. .S ~ 0.: ~ If.l 0 ~ a; ~ 'E I~ " '" t: ~ "l) S .... E .... .... 0.: 0.: f-; .., i ~I ~ '" '" '" ~ '" '- 0 .e. '" ~ <3 ~ .!Q g: a1 Q ii: Jj ~ ~ ~ :l!! 8:. :;i :;i .... i::: (!) a.. (!) (!) ::;; CI) <( REPORT TO COUNTY COUNCIL FROM: David Pullen County Weed Inspector DATE: August 19, 2008 SUBJECT: Weed Inspection in the County of Elgin Introduction: The new Weed Inspector for the County of Elgin looks forward to dialogue with Council on emerging weed control issues in the county and on issues related to weed inspection services as they relate to the provincial Weed Control Act. The following is an excerpt from the weed inspector's job description as provided by Council. 1. Receives and reviews complaints from municipal offices and directly from property owners. Will inspect complaints to determine if there is a weed problem and if is serious enough to warrant action, locates owners and suggests cutting or spraying. 2. (a) For properties of less than 10 acres where owner will not cut or where there have been previous problems, places ad in paper and personally arranges for cutting or spraying by firm. (b) Inspects property during cutting to see if work is being done properly. 3. For properties over 10 acres, issues formal Weed Order, arranges for registered delivery to owner and if no compliance within 7 days, authorizes cutting as above. 4. Testifies at court hearings when owner appeals or when bars access to property. 5. Checks conditions of County roads, and M.T.O., hydro and railway property, brings weed problems to the attention of the staff involved. 6. Checks activities of contractors spraying County and Township roads. 7. Consults with, and advises local Weed Inspectors as necessary. 2 8. Maintains up-to-date knowledge of the Weed Control Act, weed varieties, herbicides and related information by attending seminars and courses. Discussion: To date complaints have been received on 16 properties throughout the County. Thirteen of these complaints have been valid and all but one have been dealt with successfully (rough terrain and debris prevented weed control in one case in West Elgin). In order to be valid under the Weed Control Act the inspector must be able to validate that noxious weeds as listed in the Act are present (list attached). In addition, the purpose of the Weed Control Act is clearly defined "to reduce the impact of noxious weeds on the industries of agriculture and horticulture. Primarily the Act applies to agricultural and horticultural lands that generate income or other benefits to agriculture; this excludes lawns. aardens and private areas for personal enjoyment and leisure." (excerpt from Appendix B of the Weed Inspector's Guide) The following are brief examples of three weed complaints received this year: 1. A call was received via the Township of Malahide office regarding weeds on a small lot on Ron McNeil Line adjacent to a home in Springfield. Although a few noxious weeds were present, the lot was not adjacent to any agricultural fields and therefore did not present a threat to agriculture. While it may well have been a property standards issue, no action could be taken under the Weed Control Act. Had this lot been on the edge of the village and adjacent to agricultural land, further action could have been taken. 2. Another call was received from Malahide on a lot on Hacienda Road in a residential area - this field was backing onto an agricultural field and therefore action was taken. A Weed Order was couriered to a non- resident landowner in Quebec with a note for her to call the Weed Inspector. A call was received three days later and the landowner had arranged for the weeds to be cut that week. Alternately, if the landowner had not co-operated a contractor would have been hired to cut the weeds and the bill would have been added to the owner's taxes along with a surcharge. 3. A call was received on a twenty-two acre agricultural field on Pioneer Line in the Municipality of West Elgin. The property had been allowed to grow up in weeds, as the landowner was a resident of Florida and had not been heard from by anyone including the farmer who had always rented the land. Inspection revealed many noxious weeds of five different species. The landowner's number could not be located and a Weed Order was sent by courier to Florida. The landowner contacted the weed inspector and 3 arrangements were made to have a local farmer disc the field. This process can take up to 21 days to complete from the time a Weed Order is issued (in order to have the weeds destroyed and billed to the landowner's taxes). In this case, because direct contact was made with the owner and an arrangement was made for her to take action, the process was accelerated by a few days. One area of the job description that the weed inspector will be more prepared to deal with next season is the issue of monitoring weed control along County and Township roads. Next season a letter will be sent early in the spring indicating the weed inspector's availability to provide advice on all road related weed control issues. As well, weed control notices will be placed in local newspapers for the third week of May instead of the first week of June. Conclusion: Overall, the compliance rate was excellent when action could be taken on weed complaints. The weed inspector would anticipate more complaints being received in 2008 since there will be more contact with township offices and notices in the paper will be taken out earlier. Recommendation: THAT the report on Weed Inspection in the County of Elgin be received and filed. Respectfully Submitted ~~ David S. Pullen, County Weed Inspector. Mark G. cDonalEl, Chief Administrative Officer. 4 WEED CONTROL ACT NOXIOUS WEEDS Item Common Name Scientific Name 1. Barberry, common Berberis vulgaris L. 2. Buckthorn, European Rhamnus cathartica L. 3. Carrot, wild Daucus carota L. 4. Colt's-foot Tussilago farfara L. 5. Dodder spp. Cuscuta spp. 6. Goat's-beard sPP. Traaopogon spP. 7. Hemlock, poison Conium maculatum L. 8. Johnson qrass Sorghum halepense (L.) Persoon 9. Knapweed spp. Centaurea spp. 10. Milkweed spp. Asclepias spp. 11. Poison-ivy Rhus radicans L. 12. Proso millet, black-seeded Panicum miliaceum L. (black-seeded biotype) 13. Ragweed spp. Ambrosia spp. 14. Rocket, yellow Barbarea spp. 15. Sow-thistle, annual, perennial Sonchus spp. 16. Spurge, Cypress Euphorbia cyparissias L. 17. Spurge, leafy Euphorbia esula L. (complex) 18. Thistle, bull Cirsium vulgare (Savi) Tenore 19. Thistle, Canada Cirsium arvense (L.) Scopoli 20. Thistle, nodding, spp. Carduus spp. 21. Thistle, Russian Sa/sola pest/fer Aven Nelson 22. Thistle, Scotch Onopordum acanthium L. 23. Vetchling, tuberous Lathyrus tuberosus L. R.R.O. 1990, Reg. 1096, Sched. REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: September 10, 2008 SUBJECT: 2007 United Way Campaign CORPORATE GOAL(S) REFERENCED: 1. To promote Elgin as "The Place to Live" 2. To forge community partnerships INTRODUCTION: Council will recall that in September 2007 the Council of the City of St. Thomas issued a friendly challenge to County Council regarding which municipality could donate the most money to the United Way Campaign. Elected officials representing the lesser contribution level would then have to cook a meal for their counterparts. Attached to this report is a letter from the United Way suggesting that the City raised $468.00 more than the County. DISCUSSION: Apparently there are some reservations about the calculation of the final figures. For example, the St. Thomas City Police contributions were used in the tally and Elgin O.PP. and the Town of Aylmer Police contributions were not. In a true comparison of City versus County it can be argued that the method of calculating final numbers could be refined to include a service for service comparison. Nonetheless, the 2007 Campaign has concluded and the challenge served its purpose by raising the level of contributions to this very worthwhile and essential support agency. Given the potential for dispute over the calculation of contribution levels and the friendly nature of the challenge, Council may want to match the City's contribution by adding $468.00 and call the competition a draw. A similar challenge for 2008 could be issued, this time using police contributions in the County calculation of donations. CONCLUSION: The 2007 City-County United Way challenge was successful in raising funds for the various agencies supported by the Elgin-St. Thomas United Way. RECOMMENDA nON: THAT Elgin County Council match the City of StThomas' contribution level to the 2007 United Way Campaign by donating an additional $468.00 to the United Way; and, THAT the City of St. Thomas Council be offered a similar challenge for the 2008 Campaign with the understanding that contributions from the Elgin Detachment of the O.P.P. and the Town of Aylmer Police Services be included in the final calculation. ALL of which is respectfully submitted, Mark G. c , Chief Administrative Officer. e United Way of Elgin-St. Thomas 300 South Edgoworo Rd., St. Thomos, ON N5P 411 Tal: 519-631-3171 Fox: 519-631.9253 W'ww.sthomo$unltedway.ca Roglsterod Chorlty No. 118897107 R0001 I believe in my community. I believe that its .ucc..s. depen<1S on the people who live in It. That everyone has something to contribute. 1h"t every",,,e deserves resped. That everyone'. potential can be realized. 111", diversity i. viwl. That every person has value. lhal everyone needs holl) cmd eve,'yo,,,, call offer help. That a safe, supportive community Is everyone's responsibility. I believe In l'os5lbllity. RECEIVED VVednesday, August6,2008 VVarden Sylvia Hofhuls County of Elgin Administration Building 450 Sunset Drive St. Thomas, ON N5R 5V1 . AUG - 8 Z008 COU~ITY OF ELGI~l ADMIHlSTMTlVt: SERWC!S Dear VV arden Sylvia Hofhuls: I would like to take this opportunity, to thank the County of Elgin Council members and employees, for their support of the 2007 Elgin - St. Thomas United VVay Campaign. In September 2007, Elgin - St. Thomas United VVay made a deputation to the City of st. Thomas Council members. During that deputation Alderman VVarden Issued a Campaign challenge to the County of Elgin Council members and staff. I am writing to Inform you of the final results for the County of Elgin and the City of St. Thomas for the 2007 United VVay Campaign. The Council members and employees for the County of Elgin raised $9,682.00. The Council members and employees for the City of St. Thomas raised $10,150.00. Thank you for your contribution to llie 2U07 United VVay Campaign and we look forward to your support for the 2008 United VVay Campaign. "VVithout you. there would be noWay" SI~nCereIY' ,.' ,- . ..../' _/ Anne Kenn Elgln-St. Thomas United ay, Public Service Division REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community & Cultural Services Sandra Heffren, Manager of Administrative Services DATE: September 12, 2008 SUBJECT: Student Education Day Itinerary CORPORATE GOAL(Sl REFERENCED: . To be recognized as a desired employer . To promote Elgin as "The Place to Live" . To forge community partnerships INTRODUCTION: At a previous Council meeting, Student Education Days were reinstated. An itinerary for the day is required. DISCUSSION: The Student Education Day for 2008 has been set for November 25, 2008 and each County Councillor and Senior Management staff person may bring one student attending high school in Elgin County to observe the meeting. An itinerary has been prepared for the day and is attached for consideration. Councillors and Senior Management staff would need to notify staff if they are bringing a student to arrange with the caterer for lunch preparation. CONCLUSION: The Student Education Day itinerary is attached for Council's consideration. Staff will need to be informed of the numbers attending for lunch preparation. RECOMMENDATION: THAT the Student Education Day Itinerary for November 25,2008 be adopted; and THAT Councillors and Senior Management staff inform the Administrative Services Department of the numbers attending by no later than November 18, 2008. Respectfully Submitted ~~y Brian Masschaele Director of Community and Cultural Services 0~.~~ Sand Heffr Manager of Administrative Services Approved for Submission ~ Mark G-McDonald --- Chief Administrative STUDENT EDUCATION DAY ITINERARY 9:00 a.m. - Councillors and Senior Management to introduce Students to Council - Students will then leave Chambers and go to Museum where staff will explain the day's Council Agenda and pick out a controversial report for discussion by the students - Students will form 2 teams and select a spokesperson - Students will discuss the pros and cons of the aspects of the report and form a conclusion as to its outcome (for this discussion, the staff recommendation will be removed from the report) - The team that most closely matches Council's decision on the report will receive a County memento 10:00 a.m. - Return to Council Chambers and listen to Council deliberations of reports and correspondence 11 :00 a.m. - Students could either go to Archives and participate in searching for documents on LaserFiche Or Students could remain in Council to finish observing the deliberations 12:00 noon - Break for lunch with Council 1 :00 p.m. - Return to the Museum for a short program (to be determined) until Council adjourns and then travel back to school or home with Councillors or staff REPORT TO COUNTY COUNCIL FROM: Sonia Beavers, Purchasing Co-ordinator Sandra Heffren, Manager, Administrative Services DATE: 12 September 2008 SUBJECT: General Insurance and Risk Management Services Program CORPORATE GOAL(S) REFERENCED: To ensure fiscal responsibility and accountability. INTRODUCTION As per Council's resolution on October 16, 2007, Frank Cowan Insurance Company Limited was selected for the provision of General Insurance and Risk Management Services Program for 2007-2008, for the premium of $235,222 plus taxes commencing November 15, 2007 until November 14, 2008, with an option to renew for up to and including an additional three year term provided that the premium increase did not exceed 10% of the previous years' insurance program, exclusive of any program changes. DISCUSSION I CONCLUSION: The contract for the Provision of General Insurance and Risk Management Services Program expires November 14, 2008. Frank Cowan Insurance Company was asked to provide the following: a) an updated/amended General Insurance Program for the County that encompasses all of the assets and requirements of what is currently in place, b) identify options for the overall reduction of premiums while maintaining sufficient insured coverage to the County, c) submit total premium for November 15, 2008 to November 14, 2009, Pro osed 2008-2009 annual remium 2007-2008 ex irin annualized cost Difference $237,387 $235,222 $2,165 The proposed changes to the Insurance Program are outlined in Appendix A. Staff have reviewed and have no concern with the changes outlined in Appendix A. Frank Cowan Insurance also submitted two recommendations for consideration that are listed in Appendix B. The recommendations are as follows; a) an optional deductible of $25rOOO for council to consider. If the optional deductible program is adoptedr the County would receive a $10r195 credit on the premium. Staff recommend that the present deductible remain as is at $10rOOO. b) increase in liability limits from 20M to 25M with respect to the Municipal Liabilityr Errors and Omissionsr Non-Owned Automobile and Owned Automobile policies. The increase in liability limits would require an additional annual premium of $3r375. Staff recommend that the present liability limits remain as is at $20M . RECOMMENDATION: THAT Frank Cowan Insurance Company be selected to provide General Insurance and Risk Management Program commencing November 15r 2008 to November 14r 2009 at their proposed annual premium of $237r387 plus applicable taxesr with an option to renew up to including an additional 2 year term provided that the premium increase does not exceed 10% of the previous years' insurance programr exclusive of any program changesr and THAT the Warden and the CAO be directed and authorized to enter into an agreement for the Provision of General Insurance and Risk Management Program. Respectfully Submitted yd~ ~C--'--LlUr.l ./ Sonia Beavers Purchasing Co-Ordinator dnfjH~ Managerr Administrative Services Approved for Submission ~ Linda B. Vege~ Di torl5fFinancial-se MarK G:-M Donald Chief Administrative Officer . (~ c2~~2ompany 2008 Report Attachments . CORPORATION OF THE COUNTY OF ELGIN REF: 21575/05 August 12,2008 CLAIMS EXHIBIT * INCURRED AMOUNT - Includes all payments plus outstanding reserves plus expenses, less any deductible applying. CLASSIFICATION OF CLAIM YEAR NUMBER * INCURRED AMOUNT I. Premises and Operations 1998-1999 7 $ o. Liability 1999-2000 4 17,260. 2000-2001 5 O. 2001-2002 4 2,421. 2002-2003 1 O. 2003-2004 4 35,504. 2004-2005 1 O. 2005-2006 4 104,032. 2006-2007 7 104,259. 2007-2008 1 OIS TOTAL 38 $ 263,476. +O/S 2. Property - Buildingsl 1998-1999 1 $ 1,826. Contents 1999-2000 0 O. 2000-2001 1 27,417. 2001-2002 4 165,691. 2002-2003 2 11,528. 2003-2004 1 13,145. 2004-2005 0 O. 2005-2006 2 45,526. 2006-2007 2 450,985. 2007-2008 1 626. TOTAL 14 $ 716,744. Frank Cowan Company Limited '-';-i.~r ~ ~;?~t.tf.f.__~1#-fr.',~-' 'PART'A'''''€l i; 'i-:;i~~;~:.~-'~~1~-i"~~tt~ MUNICIPAL LIABILITY ERRORS AND OMISSIONS NON-OWNED AUTOMOBILE FOLLOW FORM EXCESS LIABILITY ENVIRONMENTAL LIABILITY COMPREHENSIVE CRIME COUNCILLORS' ACCIDENT CONFLICT OF INTEREST LEGAL EXPENSE i~~?!l.I;[<<~t.ll PROPERTYIDATA PROCESSING BOILER AND MACHINERY ';!~t~~:i:V\tfJfii1~ OWNED AUTOMOBILE EXCESS AUTOMOBILE ANNUAL PREMIUM COST ANALYSIS EXPIRING PROGRAM 2007-2008 TERM $ 147,228. $ 8,235. 250. 6,134. 11,092. 2,367. 1,199. 540. 1,988. RENEWAL PROGRAM 2008-2009 TERM 147,228. 8,235. 250. 6,134. 10,537. 2,500. 1,199. 540. 1,988. 53,187. 3,531. 1,858. 200. $ 237,387. 50,414. 3,717. 1,858. 200. $ 235,222. PLUS APPLICABLE TAXES Frank Cowan Company Limited PROGRAM SUMMARY SUMMARY OF COVERAGES LIMITS/AMOUNTS pAittF!A{~~w~ Municipal Liability Limit of Protection per occurrence (No Annual Aggregate Limit) Tlllrd Party Claims Deductible including expenses Sewer Backup per Claimant Deductible including expenses Wrongful Dismissal (legal expense) Limit per claim Annual Aggregate Limit Deductible Malpractice Liability $ 20,000,000. $ 10,000. $ 10,000. $ 100,000. $ 200,000. $ 5,000. Included Errors and Omissions Limit of Protection per claim (No Annual Aggregate Limit) Deductible including expenses $ 20,000,000. $ 10,000. Non-Owned Automobile Limit of Protection per occurrence (No Annual Aggregate Limit) Legal Liability for Non-Owned Vebicles (S.E.F. No. 94) All Perils Physical Damage Limit Deductible $ 20,000,000. $ 250,000. $ 500. Environmental Liability Liability of Protection per claim Annual Aggregate Limit Self-Insured Retention $ 2,000,000. $ 4,000,000. $ 10,000. Comprehensive Crime Commercial Blanket Bond Counterfeit Paper and Depositors' Forgery Audit Expense (Sub-Limit $ 100,000.) Money and Securities - Blanket any Location Excess on Securities $ 1,000,000. Included Included Included $ 100,000. $ 100,000. Frank Cowan Comllany Limited PROGRAM SUMMARY SUMMARY OF COVERAGES LIMITS/AMOUNTS Councillors' Accident - Warden, Eight Councillors and Five Members of County Land Division Committee Accidental Death & Dismembennent * (24 Hour Coverage) (No Annual Aggregate Limit and No Deductible) Weekly Income- Total Disability Weekly Income - Partial Disability Municipal Conflict of Interest Percentage of Legal Fees and Expenses Maximum Limit of Reimbursement per claim (No Annual Aggregate Limit) Legal Expense Percentage of Legal Fees and Expenses Maximum Limit of Reimbursement per claim Annual Aggregate Limit Frank Cowan Company Limited $ 100,000. $ $ 500. 250. $ 100% 100,000. $ $ 100% 100,000. 250,000. PROGRAM SUMMARY SUMMARY OF COVERAGES LIMITS/AMOUNTS DX:&lrnt,;fifRBEEit'im Property Insurance (including Data Processing Insurance) Total Sum Insured * Valuable Papers Accounts Receivable Extra Expense (other than Data Processing) Business Interruption Rent or Rental Value Form $ 68,243,785. $ 1,500,000. $ 500,000. $ 500,000. $ 500,000. Data Processing System and Equipment Media Extra Expense $ $ $ Fine Arts Form $ Residents' Personal Effects $ 652,900. 90,500. 50,000. 359,385. 60,000. Exhibition Form As Per Lists Provided Deductible $ Exceptions: Data Processing, Fine Arts Form, Residents' Personal Effects and Exhibition Form $ . Contents of Senior Citizens Drop-In Centre at Terrace Lodge $ With respect to Item No. 10 ONLY: . Peril of Flood $ - Peril of Earthquake 3% or Minimum $ *Note: Please refer to the insurance contract for an itemized list of assets containing specific limits of insurance or that are excluded from the policy. Frank Cowan Company Limited 10,000. 2,500. 2,500. 250,000. 250,000. PROGRAM SUMMARY SUMMARY OF COVERAGES LIMITS! AMOUNTS Boiler and Machinery Limit per Accident - Comprehensive Extra Expense Water Damage Ammonia Contamination Expediting Expenses Hazardous Substance (including PCB Contamination) Business Interruption - Valued Daily Indemnity - Museum, 32 Talbot Street, St. Thomas, Ontario ONLY Spoilage - Goods under Refrigeration Professional Fees Data Restoration By-Law Cover Errors and Omissions Denial of Access Deductible $ 50,000,000. $ 500,000. $ 500,000. $ 500,000. Included $ 500,000. $ 11 ,250. $ 50,000. $ 500,000. $ 25,000. Included $ 100,000. 2 Weeks $ 10,000. :PARr e*aftftCOMoBiifE Automobile Fleet Liability Limit Deductible All Perils $ 20,000,000. $ 1,000. 2007 - 2008 EXPIRING ANNUALIZED PREMIUM $ 235,222. 2008 - 2009 ANNUAL PREMIUM $ 237.387. PLUS APPLICABLE TAXES NOTE: Value Added Risk Management Services are included in the total premium. Frank Cowan Company Limited ~~?E~ t)\ '" ~ CHANGES TO YOUR INSURANCE PROGRAM Please be advised of the following changes to your insurance program that now apply: . Non-Owned Automobile Policv . The O.E.P. 98B - Reduction of Coverage for Lessees or Drivers of Leased Vehicles Endorsement - now applies to the Non-Owned Automobile Policy, confmning that coverage under the Non-Owned Automobile Policy is excess of the primary Owner's Auto Policy (O.A.P. #1) coverage available to a lessee or driver. Coverage is provided for the new vicarious liability of renters of short-term (30 days or less) vehicle rentals, if such vehicles are rented in the business of the Insured. . Propertv Policv . Property values' have been increased in order to reflect inflationary trends. Frank Cowan Company Limited {\'V?f.N.D\~ b RECOlVlMENDATIONS We recommend that you consider the following optional coverages that are available as follows: (please note that in addition to these coverages, you may want to consider increasing your limits of insurance or deductible levels as appropriate. You may also have other exposures that require or may benefit from specific insurance forms, such as: marina liability, aviation liability, etc.) 1. SELF-INSURANCE - DEDUCTIBLE PROGRAMS For comparison PUl]Joses \ve are setting out optional deductible programs that the Insured may wish to consider. CLASSIFICATION PRESENT DEDUCTIBLE OPTIONAL DEDUCTIBLE CREDITS AVAILABLE Municipal Liability $ 10,000. 10,000. Environmental Liability 10,000. $ 25,000. 25,000. 25,000. $ 10,195. Errors & Omissions 2. LIABILITY LIMITS To increase the present limit of liability from $ 20,000,000. to $ 25,000,000. with respect to the Municipal Liability, Errors & Omissions, Non-Owned Automobile and Owned Automobile policies would require an additional annual premium of$ 3,375. Frank Cowan Company Limited REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: August 26, 2008 SUBJECT: Ontario Government - Investing in Ontario Act CORPORATE GOALS To build and maintain an efficient, affordable, effective and safe transportation network that accommodates the diverse needs of our communities and is able to support economic development and sustainable growth. INTRODUCTION The Ontario public accounts recently released for their year-end of 2007 - 2008 a surplus of $1.7 billion. Of that total $600 million is reserved for debt reduction and $1.1 billion will be transferred to the municipalities on a per capita basis. The County of Elgin share is $1,604,467 that will fund infrastructure projects. DISCUSSION The County of Elgin has more than $230 million dollars of capital projects that need to be undertaken on County of Elgin infrastructure. The Province of Ontario has realized the infrastructure needs of municipalities and has allocated a $1.1 billion towards infrastructure improvements for municipalities in Ontario. The Province has indicated that the municipalities will be subject to accountability that will require the following: report backs on how the funds were used; the right of the province on independent verification and the right of the province to recover funds that are not used for capital purposes. The County of Elgin's number one priority for road infrastructure is Talbot Line. Talbot Line: is an arterial road; 51 kilometers in length; an emergency detour route; crosses three of our western municipalities and is an important economic link. Other County infrastructure priorities have been previously identified (i.e. Furnival Road, Miller Road, Calton Line, etc.) in the 5-year Capital Budget, however, the County's consultant may re-prioritise the order in which projects are completed. As Council is aware, a consultant will be evaluating the County's transportation assets and developing a new 5-year Capital Plan for Council's consideration at year's end. The County started the Talbot Line Rehabilitation project in 2006 by starting the engineering in Dutton / Dunwich. The last phase, asphalt rehabilitation, of the project will be completed in Southwold in 2010. The present planning schedule cannot be accelerated due to the past project schedule. The cost for the Talbot Line project is estimated at $16,000,000 and will be funded from three sources: Province of Ontario; Move Ontario programme 2008 Ontario Budget programme Investing in Ontario Act $2,053,333 $3,097,386 $1,604,467 Government of Canada; Gas tax programme (2005 till 2010) $3,925,136 County of Elgin; General capital program $5,309,678. Therefore, the Ontario Government will be contributing 42%, the Federal Government will be contributing 25% and the County of Elgin will be contributing the remaining portion or 33% of the $16,000,000 project. CONCLUSION The Province of Ontario has provided $1,604,467 to the County of Elgin to fund infrastructure projects. The largest project and number one priority for engineering services is the Talbot Line rehabilitation project. This project will take more than 5 years to complete, consume more than $16 million dollars and affect three municipalities in the western portion of our County. This project is our most important road project and completing it with assistance from the Federal and Provincial governments the County can proceed with other projects sooner. RECOMMENDATION That the $1,604,467 received form the Ontario Government, from the Investing in Ontario Act, be allocated to the Talbot Line Rehabilitation project; and also, That a letter be forwarded to Mr. Steve Peters, MPP thanking him for his assistance in this matter. R(jJW~tKUbmitted Clayton D. Watters Director of Engineering Services cDonald I rative Officer REPORT TO COUNTY COUNCIL FROM: Pat Vandevenne Director of Senior Services, Elgin Manor DATE: September 11, 2008 SUBJECT: Request for Temporary Evacuation Site CORPORATE GOAL(SI REFERENCED: 1. To promote Elgin as "The Place to Live" 2. To forge community partnerships 3. To provide innovative and collaborative quality service 4. To recognize and seize opportunities for improvement INTRODUCTION: Southwold Public School and Elgin Manor have historically had many partnerships over the years. Students are often seen participating in special events and programs for our seniors. Currently, with the new school year beginning, a request for a further partnership has come forward. DISCUSSION: Ms Lynda Pressey, Principal of Southwold Public School, contacted the Director of Senior Services for Elgin Manor, requesting that in the event of Evacuation of the Southwold School, that the students use the Elgin Manor as a secure evacuation site, temporarily. Ms Pressey indicated that the students would only stay at Elgin Manor briefly, until transportation could be arranged to move them to Parkside Collegiate Institute. CONCLUSION: In consultation with the CAO and Ambulance and Emergency Management Coordinator, it is felt that this is a positive partnership and continues the tradition of Elgin Manor and Southwold School working together for the betterment of the students and seniors of Elgin County. RECOMMENDATION: That County Council support the use of Elgin Manor as a temporary evacuation site for Southwold Public School and give authorization for the Director of Senior Services of Elgin Manor to work out the appropriate details. Respectfully Submitted Approved for Submission R-o J~~ Pat Vandevenne Director of Senior Services - Elgin Manor Mark G. G onald Chief Administrative Officer CORRESPONDENCE - September 23, 2008 Items for Consideration 1. Kyle Kruger, Administrator, Municipality of Bayham, with a resolution requesting the County of Elgin use funding received under the Investing in Ontario Act to repair Calton Line (County Road #45) from Plank Road to the hamlet of Calton. (ATTACHED) 2. Karen B. Canivet, Deputy Clerk, Township of East Garafraxa, with a resolution of support concerning the concept of Compensation for Land Use Restrictions. (ATTACHED) 1l109/05/2008 FRI 16:17 FA! 510 866 3884 Municipality of Bayha, ;;; Blgln County Admin ~OOI/OOI Municipality of Bayham 0" ~<- :t>o"'I.lltity l""'to p.o. Box 160,9344 Plank Road, StrafCordvillc, Ontario NO) 1 yo 'l'el: (519) 866.5521 . Fax: (519) 866.3884 email: bayham@bayham.on.ca . September 5, 2008 Sandra Heffren Manager of Administrative Serviccs County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl Dear Mcs. Heffren, Re: Investing in Ontario Act and Calton Line (Countv Road #45) Council foc the Municipality of Bayham considered thc recent funding announcement undcr the Investing in Ontario Act at its mccting September 4th, 2008. In discussions of infrastTUcture needs for the Municipality, it was noted that Calton Line (County Road #45) from Plank Road to the hamlet of Calton is in great need of attention. Following discussions, Council adopted the following resolution: "THAT Press Release from Steve Peter:,~ MPr. be received for information.: AND THAT a request be made to the County of Elgin that funding be utilized jar Calton Line repairs. " Bayhanl Council well understands that the County of Elgin will have a large number of infrastructure needs, but does ask that Calton Line be included in any considerations for utilizing this funding. The consideration of County Council on this item is much appreciated. oql/of Cot/pO 70 uri'l7'o ..J ~ Rece ived Time Sep. 5. 2008 4: 16PM No, 1222 CORPORATION OF Township of East Garafraxa Mailing Address. R.R. 3, ORTON, ONTARIO LON lNO (Col/rier Address 374028 6'H Lil/e Amaral/fit) TEL: (519) 928-5298 or 941-1007 FAX: (519) 941-1802 e-mail: fOll.llsf1..J(]i)ama/.{/llff1-easfffOl.I..ca SUSAN M. STONE-C.A.o./CLERK-TREASURER&TAX COLLECTOR July 25, 2008 Lake Erie Source Protection Region clo Grand River Conservation Authority 400 Clyde Road Cambridge ON N1 R 5W6 Attention: Craig Ashbaugh, Chair Dear Sir: At a recent meeting of Council of the Township of East Garafraxa the Lake Erie Region SPC Meeting Agenda and Attachments were reviewed. Discussion ensued with respect to compensation for landowners who suffer loss of land use and other enjoyment of land as a result of source protection initiatives under the Clean Water Act, and the Motion of the Nation Municipality was supported as follows: MOVED BY PINKNEY, SECONDED BY GARDHOUSE "THAT Council of the Township of East Garafraxa support the concept of Compensation for Land Use Restrictions as presented by the Raisin-South Nation Source Protection Region Agricultural Representatives and we forward our concerns to Dale Murray and Craig Ashbaugh of the Lake Erie Region Source Protection Committee." CARRIED. Council supports the need to shift the onus of cost bearing responsibility from disparate individuals, to the pUblic community that demands these land use restrictions in anticipation of a collective benefit, and request that this strategy be adopted by the Source Protection plan and their regulations. In addition, Council expressed their concern with the 18 activities contained in the draft Definitions Regulation that are prescribed as drinking water threats, being skewed to agricUlture. If the intention of the regulation Is Well Protection, there are many other activities that are not listed, that would be a greater hazard. Council hereby requests that Dale Murray, area representative attend a meeting of Council to discuss the situation. Please contact this office to arrange a meeting date and time. Yours truly, CORPORATION OF THE TOWNSHIP OF EAST GARAFRAXA 9(wm If. (k/2wdJ Per: Karen B. Canlvet, Deputy Clerk c.c. Dale Murray, Representative All participating source water protection municipalities CORRESPONDENCE - September 23. 2008 Items for Information (Consent A~endal 1. Hon. James M. Flaherty, Minister of Finance, acknowledging Council's concerns regarding the tax-exempt per kilometer limit for automobile allowance deductions. (ATTACHED) 2. Ken Arnold, President, Ontario Medical Association, concerning the doctor shortage across the province and their role in a recruitment and retention strategy. (ATTACHED) 3. Scott Brunelle, thanking Council for supporting his trip to the 2008 HOBY World Leadership Congress in Washington, D.C. (ATTACHED) 4. Erica Arnett, Health Promoter, Elgin Sl. Thomas Public Health, announcing a new initiative "Active Elgin", promoting participation in leisure and recreational programming in the County of Elgin. (ATTACHED) 5. Hon. Donna Cansfield, Minister of Natural Resources, with strategy information concerning human-wildlife conflicts in both urban and rural area. (ATTACHED) 6. City of Sl. Thomas with an invitation to attend a Public Information Centre on September 24th, 2008 from 5:00 -7:30 p.m., at the Sl. Thomas Timken Community Centre, to review and comment on the infrastructure master plan work being undertaken to support the Sl. Thomas Urban Area Expansion projecl. (ATTACHED) 7. Joe Preston, M.P., Elgin-Middlesex-London, acknowledging Council's resolution requesting support for increasing tax exemption allowances for employees using personal vehicles for business purchases. 8. Hon. Lincoln M. Alexander, Chairman, Ontario Heritage Trust, with information on the 2008 Young Heritage Leaders program. (ATTACHED) 9. Tobi Maniacco, Senior Support Coordinator, Elgin Elder Abuse Resource Committee, West Elgin Community Health Centre, with information on confidential assistance available to callers who require information, referral, support, and advocacy services or who wish to report elder abuse. (ATTACHED) Minister of Finance Ministre des Finances Ottawa, Canada K1A 085 SEP 0 52001l RECEIVED 2008FIN253581 Mrs. Sandra J. Heffi'en Manager County of Elgin Administrative Services 450 Sunset Drive St. Thomas, ON N5R 5Vl SEP 1 2 zooe COUNTY OF ELGIN ADMINISTRATIVE SERViCeS Dear Mrs. Heffi'en: Thank you for your conespondence of July 23, 2008, written on behalf of the Council for the Corporation of the County of Elgin, which was refened by the Canada Revenue Agency (CRA), regarding the tax-exempt per kilometre limit for automobile allowance deductions. The tax-exempt per kilometre allowance limit is the maximum amount that an employer can deduct for calculating income for tax purposes in respect oftax-exempt allowances paid to employees who use their own vehicles for business purposes. The limit is a simplifYing provision designed to reduce the compliance burden for both employees and employers by allowing employers to deduct reasonable reimbursement costs without requiring employees to include the amounts in income or keep detailed records of their actual automobile costs. For 2008, the limit is 52 cents for the first 5,000 kilometres driven and 46 cents for each kilometre thereafter. The limit is reviewed annually to ensure that it continues to reflect the costs involved in business driving. The tax-exempt kilometre allowance limit restricts the amount that employers may deduct in computing income for tax purposes, but does not limit the amount of tax-free allowance paid to employees. Higher reimbursement rates may be paid and not included in employees' income ifthey are judged reasonable by the CRA. However, because tax- exempt allowances paid to employees do not have to be suppOlied by records of actual expenses incuned, the deductibility of these allowances are restricted for employers. Alternatively, employers may choose to fully deduct automobile reimbursement expenses in excess of the tax-exempt kilometre allowance limit provided the amounts are reasonable and included in their employees' income for tax purposes. Employees that fulfill celiain conditions (e.g., required to use a vehicle to accomplish the work such as a salesperson) could then claim a deduction for their actual automobile expenses incun'ed, subject to the Canada -2- lUles and limits for these deductions, provided the amounts are reasonable and suppOlied by receipts and driving records. The Council also mentions rising gasoline costs. Gasoline Plices may fluctuate considerably over the course of a year and it would not be practical or appropliate to adjust the automobile deduction limits and expense benefit rates in response to frequent and sometimes temporary price fluctuations. As mentioned above, the Government of Canada's approach is to review the automobile limits and rates, including the tax-exempt kilometre allowance limit, on an annual basis. The limits and rates are reviewed each Autumn and an announcement of the rates and limits that will apply in the coming year is generally made prior to the end of the year. Thank you for communicating the concerns of the Council for the Corporation of the County of Elgin. Sincerely, ()~M. \jPJames M. Flahe- y - OMA Ontario Medical Association 525 University Avenue Suile 200 Toronto, Ontario M5G 2K7 Tel: 416-599-2580 1-800-268-7215 Fax: 416-599-9309 www.oma.org September 5, 2008 RW"'C"'!r~~U"~D II:: _,0 l-:' J W t:: . Sylvia Hofhuis Warden, County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl SEP 1 2 200a COUNTY OF ELGIN ADMINISTRATIVE SERVICES Dear \X1arden: I would like to take tbe opportunity to d,ank tbose of you who visited tbe Ontario Medical Association (OMA) booth and attended our reception during dle Association of Municipalities of Ontario (AMO) Annual Conference. Speaking with municipal leaders from across our province reinforced our awareneos of how doctor shortages ditecdy affect communities. \Y.fe heard tbat recmitment and retention is a common problem across the province. The OJl"IA has long been advocating for solutions, and we need your help to bring tbe message to d,e provincial government tbat dlCY need to take whatever action necessary to ensure evel")' Ontarian has access to tbe right type of care when and where tbey need it most. I would also like to take dlis opportunity to thank all those who signed our petition calling on the Government of Ontario to do just diat. Ahnost 400 municipal leaders and other attendees of d,e conference signed dlC petition in full support of tbis initiative. As you know, tbere is intense national and international competition for Ontario's doctors. \Y.f e believe dlCre is a need for a comprehensive province-wide recruitment and retention strategy to encourage practicing doctors to stay in Ontario and motivate tbose practising outside of Ontario to retum. l\gain, I would also like to encourage you to contact us if you know of patients who have personal experiences dley wish to share wid, us regarding d,eit lack of access to heald, care. By fostering a strong working relationship, we are better able to speak witb a common voice about the vely real health care needs of your citizens and our patients. Thank you again for your support. Sincerely, 4-~ Ken Arnold MB BCh President RECEIVED Dear Elgin County Council, AUG 2 0 200B COUNTY OF ELGIN ADMINISTRATIVE SERVICES August 8, 2008 Thank you very much for supporting my trip to the 2008 HOBY World Leadership Congress in Washington, D.C. I can truly say that the trip was the best nine days of my life! While attending the congress, I gained many useful leadership skills, and learned methods to implement them. Throughout a series of daily panels, discussions and debates I greatly developed my communication abilities. I discussed and was spoken to about entrepreneurship, technology and its uses, the environment, politics, and world religions. Some of our speakers included: Leon Quan (cultural analyst), Don Tocco (world renowned business consultant), Chris Hughes (co- founder ofwww.facebook.com). Julian Geiger (CEO of Aeropostale), and Mike Huckabee (presidential candidate). I also participated in the WLC service day, in which all five hundred ambassadors performed volunteer work across Washington. During service day, I helped clean up a swamp in danger of being overrun by a foreign plant species, package rice for third-world countries, and advocate on Capitol Hill for the creation of a civic service university. These activities made me feel like I was contributing to the well being of others, and the environment. I now have an overwhelming urge to contribute to my community as a volunteer. My most memorable WLC experience was being one of twelve ambassadors chosen to meet HOBY's founder, Hugh O'Brian, and speak in his documentary. I am thankful that others will be able to hear how HOBY has changed my life through this film. It was extremely difficult leaving my four hundred and ninety nine new friends from all over the world when the WLC was over, but I am grateful that I was given the opportunity to attend such a spectacular meeting of amazing people. I was touched by each person I spoke to, and learned more than I thought possible in nine days. I look forward to bringing my knowledge back to our community and using my leadership abilities to benefit myself, and more importantly, the people around me. Scott Brunelle Sincerely, ~RL / ELGIN ST. THOMAS PUBLIC HEALTH ~~CEIVEiJ ~(., ~" ~'Joa August 29, 2008 COUrnY Of ELlill~ " ADMINISTRATIVE SERVICE~ Mr. Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive Sl. Thomas, ON N5R 5V1 Dear Mr. McDonald: Elgin Sl. Thomas Public Health is pleased to announce a new initiative - Active Elgin. The goal of Active Elgin is to increase the number of people participating in leisure and recreation programming in the County of Elgin. Active Elgin formed in order to deveiop and promote a user friendly, searchable web-based inventory and printed information guide of recreation and leisure opportunities across the County of Elgin. The project has the potential to touch all residents of the County by increasing their awareness of existing available leisure and recreation programs. This may in tum increase the number of people participating in leisure and recreation programming across the County. Leisure and recreation program providers will benefit as their programs will be promoted throughout the community. Through the support of our current partners - City of Sl. Thomas Parks and Recreation, YWCA of Sl. Thomas-Elgin, West Elgin Community Heath Centre, East Elgin Community Complex and funding from The Ontario Trillium Foundation, the project is weli under way with an inventory being collected of recreation, sport and leisure activities in parts of the County. A student funded through The Ontario Trillium Foundation, will be working to complete this inventory. We welcome new partners to join this initiative. Support from all municipalities in the County will ensure its' success. Please don't hesitate to contact me should you have any questions. Sincerely, c4~ . ;;' ~.': ,- .' Erica Arnett Health Promoter Elgin St. Thomas Public Health 99 Edward Street, St. Thomas, ON N5P 1 Y8 Phone: 519-631-9900 Toll Free 1-800-922-0096 Fax: 519-633-0468 Voicemail: 519-631-3159 www.elginhealth.on.ca Office of the Minister Bureau du ministra ~ Ontario Ministry of Natural Resources Minlstere des Richesses naturelles Room 6630, Whitney Block 99 Wellesley Street West Toronto ON M7A 1W3 Tel: 416.314.2301 Fax: 416.314.2216 SEP 0 5 2008 Edifice Whitney, bureau 6630 99, rue Wellesley Ouest Toronto (Ontario) M7A lW3 Tel.: 416-314-2301 Telec.: 416-314-2216 MNR3006MC-2008-2364 Ms. Sylvia Hofhuis County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 RECEIVED Dear Warden Hofhuis: SEP 1 2 2000 COUNTY OF ELGIN ADMINISTRATIVE SERVICES In recent years, there has been much interest and concern about the increasing interactions between people and wildlife in both urban and rural areas. This is happening not only in Ontario but in communities right across Canada and North America. Contributing factors to human- wildlife conflicts include changing land use patterns, agricultural practices, transportation corridor planning, human behaviour and the habitat and behaviour of wildlife. The responsibility for preventing human-wildlife conflicts is shared among all levels of government and the public. After consulting with over 30 stakeholders, the Ministry of Natural Resources, together with other ministries and agencies, released two new strategies. Strategy for Preventing and Managing Human-Wildlife Conflicts in Ontario and Strategy for Preventing and Managing Human-Deer Conflicts in Southern Ontario represent the collaborative effort of numerous provincial ministries, partners, stakeholders and individuals. We are currently establishing a stakeholder advisory team to help set priorities for action. During the implementation phase of these strategies, we will continue to involve municipal associations to ensure municipal interests are well represented. We look forward to continued collaboration with our municipal partners to implement these strategies and will keep you informed of our progress. To view the final strategies, please visit www.ontario.caJenvironmentalreqistrv and access Registry Number PB06E6018 (Strategy for Preventing and Managing Human-Wildlife Conflicts in Ontario) and Registry Number PB06E6017 (Strategy for Preventing and Managing Human- Deer Conflicts in Southern Ontario). If you would like to discuss the strategies further, please contact John Dungavell, Wildlife Health Policy Advisor in the ministry's Fish and Wildlife Branch, at (705) 755-1573 or iohn.dunqavell@ontario.ca. I would appreciate that you share this information with your council members so they can address any concerns their constituents may have. Thank you for your attention to this matter. Sincerely, . ~~~/ Donna Cansfield Minister of Natural Resources o f/P,-jDY Co ,? /It i} -;;; Ct-,47' ldrJ an RECEIVED St. Thomas Infrastructure Master Plans Public Information Centre SEP 1 2 2008 COUNTY OF ELGIN ADMINISTRATIVE SERVICES We invite you to attend a Public Information Centre (PIC) to review and provide input on the infrastructure master plan work being undertaken to support the St, Thomas Urban Area Expansion project. Public Information Centre Date: September 24th, 2008 Time: 5:00 -7:30 P.M. Location: Douglas Tarry Room St. Thomas Timken Community Centre 2 Third Ave, St. Thomas At the PIC infonnation will be available on the proposed transportation, transit, water, wastewater and stonnwater improvements related to the three proposed expansion areas. Infonnation on the next steps in the planning ant;! approvals process for the expansion areas will also be presented. The draft documents are available for review, upon request, at the Environmental Services Dep~rtment, City Hall. We are interested in your input, so if you are unable to attend the Public Information Centre, please contact us to obtain infonnation and to provide your comments. Final reports on the infrastructure improvements for the expansion areas will be available for your review this Fall. This PIC is the third in a series of public events held to detennine appropriate growth areas for the City of St. Thomas. Work to date has included identifying appropriate growth areas and undertaking infrastructure master plans in accordance with the Municipal Class EA process. Later this fall, the results of all the work to date will be incorporated into a proposed amendment to the Official Plan which if approved, will incorporate the expansion areas into the City of St. Thomas. The three potential Urban Expansion Areas are shown on the Key Plan below. Ron McNeil line Ron McNeil Une Key Plan ~, '0W}1\o.t<>'l ~ ~ n: . , e . Jt ~ ~ ~ a South Edgeware Road x .. ~ , '" ~ ~ n: g e o " " g E " 0f;>.0 '<:>-v~'" Study Contacts: If yon have any questions or wish to be added to the study mailing list, please contact: John Dewancker, P.Eng. Patrick Keenan Ron Shishido, Project Manager Director, Environmental Services & Director of Planning Dillon Consulting, City Engineer City of S1. Thomas 235 Y orkland Blvd., Toronto, City of St. Thomas 9 Mondamin Street ON M2J 4Y8 545 Talbot Street, Sl. Thomas, Ontario N5P 2T9 416-229-4646, exl. 2301 St. Thomas, Ontario N5P 3V7 519-631-1680, exl. 4211 rshishi<lo@dilloll.ca 519.63 I ~1680, ext. 4165 pkeenan@city.sHhomas.on.ca jdewancker@city.st-thomas.on.ca S~(Jl IbID f CO/Iii-I) TO L'-t'/-YToJJ ~ (9ttawa 0m"tiUww; 24 I st Avenue, Unit 2 StThomas,Ontarlo N5R4MS Tel: (519) 637.2255 ,.,,,(519) 637-3358 Confederation Building, Room 144 Ottawa, Ontario KIAOA6 Tel: 613-990-7769 Fax: 613-996-0194 HOUSE OF COMMONS 'Jo-e P'iUWn Member of Parliament for Elgin-Middlesex-London RECEiVED SEP 1 0 2008 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Thursday, September 04, 2008 To The County of Elgin ATTN: Sandra Heffren Thank you for your letter requesting support for increasing tax exempt allowances for employees using personal vehicles for business purposes. I support this proposal and will forward a letter to the Minister of Finance on your behalf. J 0 Preston ember of Parliament 19in-Middlesex- London ii]1~ ONTARIO iiim HERITAGE IIIIl111 TRUST 10 Adelaide Street East Toronto, Ontario M5C 1 J3 1m agency of the Government of Ontario Telephone: 416-325-5000 Fax: 416-325-5071 WVffl.heritagetrust.on,ca August 29, 2008 Warden Sylvia Hofhuis County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl ~lF~C.""ERi\fi'!:'n ....., t:. ~ t~ ~') re iJ SEP 1 0 2008 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Dear Warden Hofhuis: The Ontario Heritage Trust would like to help you recognize young people in your community who are making a difference in protecting our heritage, I invite your council to pmticipate in the 2008 Young Heritage Leaders program, Since the program began in 2000, the TIUSt has helped communities publicly acknowledge over 3,000 young heritage volunteers across the province, Municipal councils, regional councils, First Nation band councils and Metis community councils may submit up to three nominations, one in each of the heritage areas - built, cultural and natural. Nominations must be endorsed by a Chair, Mayor, Reeve, Warden, Chief or Council President. This material is also being sent to school boards, They may also submit up to three nominations endorsed by a Principal. Weare pleased that nominees of the Young Heritage Leaders program will also be considered for the new Lieutenant Governor's Ontario Heritage Award, The award recognizes the most exceptional youth group in each of the nomination categories, and the most outstanding individual nominee across all categories, The Awards will be presented at a reception at Queen's Park, The most exceptional individual nominee will receive the award and the Young Heritage Leaders scholarship, which is given to SUPPOlt the cost of post-secondary education. Nominations are not submitted specifically for the Lieutenant Governor's Award or the scholarship. The recipients of these awards will be selected from all nominations through the adjudication process. The enclosed 2008 brochure is also being sent to local heritage organizations and youth groups. I encourage your council to work with these groups to identifY wOlthy young people. The nomination deadline is Friday, October 31, 2008, The nomination form is also available in electronic format at www.heritagetrust.on.ca. If you have any questions, please do not hesitate to contact Susan Schappelt at 416-314-4907 or susan.schaooett@heritagetrust.on,ca. The Young Heritage Leaders program would not exist without the generous, ongoing SUPPOlt of our program sponsors Great-West Life, London Life and Canada Life. They believe, as we do, that conserving Ontario's heritage in the future depends on the young volunteers of today. I hope yo\\\' council will patticipate in this program to recognize the impOltant work being done by young people to preserve and promote heritage. Yours truly, F-- ~. c;~ The Hono\\\'able Lincoln M, Alexander Chairman LGIN ELDER ABUSE Resource Committee August 29, 2008 RECEIVED Warden Sylvia Hofhuis County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 SEP 1 0 2008 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Dear Warden Hofhuis, I am writing to inform you of a new service for older adults (55+) in Elgin County. The Senior Support Coordinator, reporting to the Elgin Elder Abuse Resource Committee, is available to provide confidential assistance to callers who require information, referral, support, and advocacy services, or who would like to report possible elder abuse. The position, modelled after successful programs in other communities, provides a single contact for older adults and those who care about them, when they don't know who else to call. The Senior Support Coordinator may offer assistance as simple as providing supportive listening and a referral to a service provider, or as comprehensive as pulling together community partners to hear a case of alleged elder abuse, making recommendations and providing resources for moving forward. Current research suggests the occurrence of abuse and neglect rests somewhere between 2% and 10%, although professionals working with abused adults believe the number is closer to 10%. That equals between 239 and 1194 of Elgin County seniors. The most common form is financial abuse, often times by someone whom the victim trusts such as an adult child or another family member. Those at higher risk for abuse and neglect are over the age of 75, socially isolated, have some form of mental incapacity or physical frailty, and are dependent on others for care. The Elgin Elder Abuse Resource Committee and I believe that having someone in this position for the community to turn to for information and services will benefit older adults, and those who help them, as they age in place. We are pleased to have had 18 calls since April 1, 2008 when the new position started. Of those calls for help, 7 were presented as cases of possible elder abuse. The others consisted of callers needing help with understanding POA documents, housing issues, mental health and relationship issues, and referrals to other providers. Funding for the position has been provided by a Trillium Foundation and New Horizon's grant. While we are working to make this important position sustainable, the reality remains that it may not exist after the grant monies are used by September 2009. We are committed to serving Elgin County's older adults by building partnerships in our communities and developing a coordinated community response. Please share this information and feel free to have your staff call with any questions. Sincerely, .~/~ Tobi Maniacco, RSW Senior Support Coordinator Elgin Elder Abuse Resource Committee West Elgin Community Health Centre 153 Main St. P.O. Box 761 West Lome, ON NOL 2PO 519-768-1715 ext 2220 Cell: 519-495-0697 Take a Second look.... COUNTY OF ELGIN By-law No. 08-24 "BEING A BY-lAW TO ESTABLISH A PAY SCHEDULE FOR EMPLOYEES COVERED BY THE JOB EVALUATION SCALE" WHEREAS pursuant to Section 5(3) of the Municipal Act, 2001, S.O. 2001, c.25, a municipal power, including a municipality's capacity, rights, powers and privileges under Section 8, shall be exercised by by-law unless the municipality is specifically authorized to do otherwise; and WHEREAS pursuant to Section 8 of the Municipal Act, 2001, S.O. 2001, c.25, 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 pursuant to Section 9(1) of the Municipal Act, 2001, S.O. 2001, c.25, broad authority is conferred on municipalities to enable them to govern their affairs as they consider appropriate; and WHEREAS By-Law No. 06-10, as amended, presently establishes pay schedules for positions not covered by agreements or otherwise; and WHEREAS it is necessary to establish or to make changes to the remuneration to be paid to the persons holding these positions. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. That the attached Schedule "A" and Schedule "B" be and the same are hereby adopted. 2. That By-Law No. 06-10 and 08-14 be and the same are hereby repealed. 3. That this By-Law become effective on the first pay of 2009. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 23RD DAY OF SEPTEMBER 2008. Mark G. McDonald, Chief Administrative Officer. Sylvia Hofhuis, Warden. SCHEDULE "A" By-law No. 08-24 POSITIONS 1. ADMINISTRATIVE SERVICES Chief Administrative Officer No Level Manager of Administrative Services Level 10 Ambulance and Emergency Management Coordinator Level 10 TreelWeed Inspector/By-Law Enforcement Officer Level 5 Administrative Assistant Level 3 Administrative Assistant Level 2 2. COMMUNITY & CULTURAL SERVICES Director of Community & Cultural Services Level 13 Deputy Director of Community & Cultural Services Level 11 Manager of Cultural Services Level 10 Manager of Archives Level 6 Branch Supervisor Level 6 Curator of Elgin County Museum Level 6 Library Coordinator Level 6 Tourism Development & Marketing Coordinator Level 6 Assistant Archivist Level 5 Manager of E;lgin County Museum Level 5 Administrative Assistant Level 3 Archivist Assistant Level 3 Museum Assistant Level 2 4. ENGINEERING SERVICES Director of Engineering Services Level 14 Deputy Director of Engineering Services Level 11 Manager of Corporate Facilities Level 9 Building Sciences Technologist Level 6 Engineering Technologist Level 6 land Division Secretary-Treasurer Level 5 Administrative Assistant Level 3 5. FINANCIAL SERVICES Director of Financial Services Level 14 Manager of Information Technologies Level 11 Court Services Coordinator Level? Financial Analyst Level? Purchasing Coordinator Level? Network Analyst Level 6 Provincial Offences Administrative Clerk Level 5 Provincial Offences Collections Officer Level 5 Accounts Clerk Level 3 6. HUMAN RESOURCES Director of Human Resources level 14 Manager of Human Resources Level 10 Human Resources Coordinator Level 8 Payroll and Benefits Coordinator Level? Human Resources Assistant level 5 Administrative Assistant Level 3 Administrative Assistant Level 2 8. lONG-TERM CARE HOMES Director of Homes & Seniors Services Level 14 Manager of Resident Care - Long-Term Care Homes Level 12 Manager of Support Services Level 8 Manager of Program and Therapy Services Level? Administrative Assistant Level 3 Ward Clerk Level 3 -3- SCHEDULE "B" By-Law No. 08-24 Year 2009 Non-Union Salary Grid Januarv 1, 2009 Estimated Estimated Salary Annual Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Annual Salary Level Salary at at Job Rate Base Rate Base Job Rate 16 107,489.20 59.06 61.43 63.88 66.44 69.10 71.86 130,785.20 15 98,625.80 54.19 56.35 58.61 60.95 63.39 65.93 119,992.60 14 90,472.20 49.71 51.70 53.77 55.92 58.16 60.48 110,073.60 13 83,010.20 45.61 47.43 49.33 51.30 53.35 55.49 100,991.80 12 76,148.80 41.84 43.52 45.26 47.07 48.95 50.91 92,656.20 11 69,869.80 38.39 39.92 41.52 43.18 44.91 46.70 84,994.00 10 64,100.40 35.22 36.63 38.09 39.61 41.20 42.85 77,987.00 9 59,350.20 32.61 33.91 35.27 36.68 38.15 39.67 72,199.40 8 54,945.80 30.19 31.40 32.66 33.96 35.32 36.73 66,848.60 7 50,887.20 27.96 29.07 30.24 31.45 32.70 34.01 61,898.20 8 47,119.80 25.89 26.93 28.00 29.12 30.29 31.50 57,330.00 5 44,025.80 24.19 25.16 26.17 27.21 28.30 29.43 53,562.60 4 41,150.20 22.61 23.51 24.45 25.43 26.45 27.51 50,068.20 3 38,456.60 21.13 21.98 22.85 23.77 24.72 25.71 46,792.20 2 35,945.00 19.75 20.54 21.36 22.21 23.10 24.03 43,734.60 1 33,597.20 18.46 19.19 19.96 20.76 21.59 22.45 40,859.00 0 31,395.00 17.25 17.94 18.66 19.40 20.18 20.99 38,201.80 Year 2010 Non-Union Salary Grid Januarv 1, 2010 Estimated Estimated Salary Annual Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Annual Salary Level Salary at at Job Rate Base Rate Base Job Rate 16 110,728.80 60.84 63.27 65.80 68.43 71.17 74.02 134,716.40 15 101,574.20 55.81 58.04 60.37 62.78 65.29 67.90 123,578.00 14 93,184.00 51.20 53.25 55.38 57.60 59.90 62.30 113,386.00 13 85,503.60 46.98 48.86 50.81 52.84 54.96 57.15 104,013.00 12 78,442.00 43.10 44.82 46.61 48.48 50.42 52.43 95 422.60 11 71,962.80 39.54 41.12 42.77 44.48 46.25 48.10 87542.00 10 66,011.40 36.27 37.73 39.23 40.80 42.44 44.13 80,316.60 9 61,133.80 33.59 34.93 36.33 37.78 39.29 40.86 74,365.20 8 56 602.00 31.10 32.34 33.64 34.98 36.38 37.84 68,868.80 7 52,397.80 28.79 29.95 31.14 32.39 33.69 35.03 63,754.60 6 48 539.40 26.67 27.73 28.84 30.00 31.20 32.44 59,040.80 5 45,354.40 24.92 25.92 26.95 28.03 29.15 30.32 55,182.40 4 42,387.80 23.29 24.22 25.19 26.20 27.24 28.33 51,560.60 3 39 603.20 21.76 22.64 23.54 24.48 25.46 26.48 48,193.60 2 37,018.80 20.34 21.15 22.00 22.88 23.80 24.75 45,045.00 1 34,598.20 19.01 19.77 20.56 21.38 22.24 23.13 42,096.60 0 32,341.40 17.77 18.48 19.22 19.98 20.78 21.62 39,348.40 COUNTY OF ELGIN By-Law No. 08-25 "BEING A BY-LAW TO AUTHORIZE THE WARDEN AND THE CHIEF ADMINISTRATIVE OFFICER TO SIGN AN AGREEMENT WITH CHIPPEWA OF THE THAMES LAND CLAIM TRUST TO INSTALL FIBRE OPTIC LINES IN THE COUNTY OF ELGIN" WHEREAS the Chippewa of the Thames Land Claim Trust has made application to the County of Elgin for permission to install, construct, maintain, and operate fibre optic lines and related equipment and facilities within that certain road allowance known as Elgin County Road 14; and WHEREAS the County of Elgin has agreed to grant permission to the Chippewa of the Thames Land Claim Trust to install, construct, maintain, and operate such fibre optic lines and related equipment within the said road allowance, under certain terms and conditions. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the Warden and the Chief Administrative Officer are hereby authorized to sign an Agreement with the Chippewa of the Thames Land Claim Trust granting permission to the Chippewa of the Thames Land Claim Trust to install, construct, maintain, and operate such fibre optic lines and related equipment and facilities over, along, across or under the road allowance known as Elgin County Road 14, subject to certain terms and conditions. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THiS 23RD DAY OF SEPTEMBER 2008. Mark G. McDonald, Chief Administrative Officer. Sylvia Hofhuis, Warden. CLOSED MEETING AGENDA September 23. 2008 Staff Reports: (attached) 1) Ambulance & Emergency Management Coordinator - Municipal Act, Section 240.2 (d)labour relations or employee negotiations - Contract Negotiations 2) Director of Engineering Services - Municipal Act, Section 240.2(b) personal matters about an identifiable individual- Tenant lease (to be included on Friday fax) Administrative Services Department Administration Building 450 Sunset Drive, SI. Thomas, Ontario, N5R 5V1 Phone: (519) 631-1460 Ext.156 Fax: (519) 633-7661 County of Elgin www.elgin-county.on.ca Fax Fax: Phone: Re: Warden Hofhuis and County Councillors Call Group From: Mark G. McDonald mmcdonald@elgin-county.on.ca September 19, 2008 including cover sheet To: Additional Items for Council Agenda of September 23, 2008 Date: Pages: cc: Comments: Confidential Closed Meetinq Report: 1) Director of Engineering Services - Municipal Act, Section 240.2(b) personal matters about an identifiable individual- Tenant Lease Staff Reports: (attached) 1. Director of Financial Services - Budget Comparison - July 31, 2008 2. Director of Financial Services - Performance Measures - Year Ended December 31,2007 3. Financial Analyst, Provincial Offences Co-ordinator, Director of Financial Services - Cease Active Collection - Write-off Policy 4. Financial Analyst, Director of Financial Services - Capital Projects as at August 19, 2008 6. Deputy Director of Engineering Services - Mill Creek Culvert Replacement 6. Deputy Director of Engineering Services - Building Canada Fund - Communities Component 7. Director of Homes & Senior Services - T/L - Enabling Accessibility Fund Program - Grant Award By-Law: (attached) By-Law No 08-26 "A By-Law to Approve a Policy Regarding the Collection of Overdue and Unpaid Fines Imposed by the Corporation of the County of Elgin's Provincial Offences Court" THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRIVILEGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE. REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: August20,2008 SUBJECT: Budget Comparison - July 31, 2008 Corporate Goal Referenced: To ensure fiscal responsibility and accountability. Introduction: Attached is the budget comparison to July 31,2008 for the County operating departments. Discussion: The departmental totals are reasonable for the seventh month of the year. All departments have reasonable variances to July 31 and negative trends are not apparent. Corporate Expenditures - the insurance premium and the County share of the doctor recruitment have been paid increasing the percent of budget up to 66.96% to July 31. Overall the three Homes are in a positive position. A number of positive variances occur in the departments within each of the Homes leading to overall positive variances at July 31. Provincial Offences - the first payments have been made to the municipalities in July. Ambulance Services - the up-staffing that was included in the budget has not taken place as yet. Payments to the contractor are under budget leading to lower than expected revenues from St. Thomas. Collections - payments have been made to the municipalities in July. City of St. Thomas - (not included on the budget comparison) - three programs that we share with the City of St. Thomas, Ontario Works, Child Care, and Social Housing, are over budget by approximately $222,240 to June 30. All indications are that this trend will continue. Recommendation: THAT the report titled Budget Comparison - July 31, 2008 and dated August 20, 2008 be received and filed. Respectfully Submitted Approved for Submission ~~~~ Linda B. Veger Director of Financial Services a~~ f,- Mark G. Mc onald Chief Administrative Officer COUNTY OF ELGIN Departmental Budget Comparisons For The 7 Periods Ending July 31,2008 Total yrD YTD Variance %OF Budget Budget Actual 0 Budget Warden & Council Wages 197,980 115,488 115,016 472 Benefits 38,900 22,692 4,729 17,962 Operations 74,275 50,719 45,242 5,477 Total 311,155 188,899 164,987 23,911 53.02% Administrative Services Wages 286,923 165,841 164.705 1,136 Benefits 70,519 40,760 38,972 1,788 Operations 16,300 9,508 10,010 (502) Total 373,742 216,110 213,687 2,423 57.18% Financial Services Wages 336,733 194,632 194,497 135 Benefits 79,754 46,098 47,277 (1,179) Operations 17,332 10,110 11,463 (1,353) Total 433,819 250,840 253,238 (2,398) 58.37% Human Resources Wages 338,486 195,645 190,431 5,214 Benefits 82,445 47,664 41,077 6,586 Operations 17,800 10,383 8,382 2,002 Total 438,731 253,692 239,890 13,802 54.68% Administration Building Wages 202,630 117,120 114,971 2,149 Benefits 48,848 28,234 27,352 882 Operations 123,280 71,913 36,658 35,255 Total 374,758 217,268 178,981 38,287 47.76% Corporate Expenditures Insurance 259,000 238,389 221,990 16,399 Telephone 35,000 20,417 21,372 (955) Legal & Professional 162,000 94,500 92,010 2,490 Retiree Benefits 18,000 10,500 9,455 1,045 Other Expenditures 90,675 52,894 33,204 19,690 Total 564,675 416,699 378,032 38,668 66.95% Engineering Wages 274,910 158,898 163,776 (4,878) Benefits 62,633 36,202 38,238 (2,036) Operations 68,800 40,133 8,892 31,242 Maintenance 2,645,542 1,340,271 1,315,121 25,150 Total 3,051,885 1,575,504 1,526,027 49,478 50.00% Agriculture Fees Revenue 0 0 (624) 624 Operations 34,500 17,300 8,402 8,898 Total 34,500 17,300 7,778 9,522 22.54% Elgin Manor Revenues (4,793,451) (2,796,180) (2,796,760) 580 Wages 4,385,801 2,534,993 2,469,856 65,137 Benefits 1,185,466 685,199 631,589 53,610 Operations 1,009,930 589,126 511,983 77,143 Total 1,787,746 1,013,138 816,668 196,471 45.68% Terrace lodge Revenues (5,396,941 ) (3,148,216) (3,154,402) 6,186 Wages 4,582,460 2,648,662 2,692,902 (44,240) Benefits 1,121,433 648,188 684,917 (36,728) Operations 1,136,675 663,061 457,131 205,929 Total 1,443,627 811,695 680,548 131,147 47.14% Bobier Villa Revenues (3,025,137) (1,764,663) (1,735,740) (28,923) Wages 3,103,499 1,793,822 1,804,691 (10,869) Benefits 722,396 417,545 422,407 (4,862) Operations 749,653 437,298 289,292 148,006 Total 1,550,411 884,001 780,649 103,352 50.35% Museum Wages 102,025 58,992 66,677 (7,686) Benefits 24,836 14,355 15,017 (662) Operations 25,300 14,759 (1,840) 16,598 Total 152,161 88,106 79,855 8,251 52.48% Library Wages 1,209,766 699,245 712,344 (13,099) Benefits 318,300 183,977 172,784 11,194 Collections 245,000 142,917 151,115 (8,198) Operations 246,247 143,644 159,601 (15,957) Total 2,019,313 1,169,783 1,195,843 (26,060) 59.22% Archives Wages 97,316 56,249 71,201 (14,952) Benefits 24,602 14,220 15,532 (1,312) Operations 51,800 30,217 13,636 16,581 Total 173,718 100,685 100,369 316 57.78% land Division Wages 56,464 32,719 31,332 1,387 Benefits 10,260 5,933 5,990 (56) Operations (63,000) (36,750) (37,395) 645 Total 3,724 1,903 (73) 1,976 (1.95%) Emergency Measures Wages 5,460 3,156 3,156 0 Benefits 1,420 821 821 0 Operations 9,000 5,250 2,811 2,439 Total 15,880 9,227 6,787 2,439 42.74% Information Technologies Wages 209,365 121,013 122,392 (1.379) Benefits 53.938 31,176 30.345 832 Operations 317,700 185,325 103,874 81,451 Total 581,003 337,514 256,610 80,904 44.17% Provincial Offences Grant (78,590) (45,844) 0 (45.844) Fines Revenues (850,000) (495,833) (546,471 ) 50,638 Shared Revenues - Municipal 494,799 247,400 291,893 (44,494) Wages 159.687 92,299 95,952 (3,652) Benefits 38.632 22.329 24,133 (1.803) Operations 213.175 124.352 71.588 52,765 Total (22,297) (55,298) (62,907) 7,609 282.13% Ambulance Services Province of Ontario (3.551,002) (2,071,418) (2,107,608) 36.190 City of Sl. Thomas (1,433,802) (836.385) (768,370) (68,015) Contractor Payments 6,940.053 4.048.364 3,900.907 147,458 Wages 70.592 40.802 41.107 (304) Benefits 17.549 10.143 10.283 (140) Operations 35.300 20.592 12.004 8.588 Total 2,078.690 1.212.099 1.088.322 123.777 52.36% Collections Revenue (461.175) (269.019) (180,404) (88,614) Shared Revenues - Municipai 262.652 153,214 79.930 73.284 Wages 0 0 0 0 Benefits 0 0 0 0 Operations 180,475 105,277 62.156 43.121 Total (18.048) (10.528) (38.318) 27.790 212.31% Tourism Grants (82,791) (48.295) (34.576) (13.718) Wages 60,281 34,842 43,647 (8.805) Benefits 13,680 7,907 5,838 2,069 Operations 119.395 69.647 44,017 25,630 Total 110.565 64.102 58.926 5.176 53.30% Economic Development Grants (20,000) (11.667) 0 (11,667) Wages 82.519 47.696 46.765 931 Benefits 20.524 11.863 12.071 (209) Operations 174.300 101.675 61.241 40,435 Total 257.343 149.567 120.077 29,490 46.66% REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: September 1, 2008 SUBJECT: Performance Measures - Year Ended December 31,2007 CORPORATE GOAL REFERENCED: To ensure fiscal responsibility and accountability. INTRODUCTION/DISCUSSION: This is the eighth year that the County is required to report Performance Measures (MPMP) to the Province. Following is a comparison of 2005,2006 and 2007. 2005 2006 2007 Adequacy of % of paved lane 71% 71% 70.7% Roads kilometres rated adequate An adequate road is a road where surface distress is minimal and no maintenance or rehabilitation action is required. 2005 2006 2007 Maintenance Per paved lane $2,038.60 $2,250.90 $2,260.07 Costs kilo metre Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave/base/utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping, and surface flushing. Surface maintenance activities include crack sealing, spray patching, and slurry seal. The County of Elgin contracts with its seven member municipalities to provide roads maintenance based on a set per kilometre dollar amount. General 2005 2006 2007 Government General Government - % of total 4.8% 4.3% 6.5% operating costs for governance and corporate management. General government administration includes departments primarily involved in general administration, financial management, and human resources. For the 2007 reporting, the Province changed the formula resulting in the increase from 2006 to 2007. 2005 2006 2007 for library services per $43.30 $42.78 $49.38 $2.38 $2.55 $2.89 18.198 16.751 17.110 27.8% 28.5% 32.7% 72.2% 71.5% 67.3% The increase in operating costs relates to increased wages, materials, and the increase in the library leases. Library measures were introduced in the 2004 Financial Information Return (FIR). RECOMMENDATION: THAT the 2007 Municipal Performance Measures as outlined in the September 1, 2008 report titled Performance Measures - Year Ended December 31, 2007 be reported to the public on the County web site with the 2007 Audited Financial Statements. Respectfully Submitted Approved for Submission ~~J.1~ Linda B. Veger Director of Financial Services V'~1p-- fv Mark G. M Donald Chief Administrative Officer REPORT TO COUNCIL FROM: Jennifer Ford, Financial Analyst Leesa Shanley, Provincial Offences Co-ordinator Linda Veger, Director of Financial Services DATE: September 12, 2008 SUBJECT: Cease Active Collection - Write-off Policy CORPORATE GOAL(SI REFERENCED: To ensure fiscal responsibility and accountability INTRODUCTION: In February 2008, the Ministry of the Attorney General issued bulletin POA - IB - 126 entitled "Clarification Revisions to POA Write-Off Directive and Operating Guideline" (Schedule B). This bulletin outlined the need for Municipal Partners to create a formal Write-off Policy under which POA accounts receivable shall be deemed to be uncollectible and as a result "written off". DISCUSSION: Fines are currently not recognized as revenue until paid, therefore no accounts receivable has historically been put on the books for unpaid fines, and therefore nothing to "write-off" from an accounting perspective. In 2009, this practice will change with the implementation of accrual accounting as outlined by the Public Sector Accounting Board (PSAB). In an effort to bring the outstanding fines due to the Municipalities into perspective by January 2009, it is necessary to define what is realistically collectible and to place this number on the balance sheet for accounting purposes. The Ministry has recognized that there is a need to proceed with the purging of uncollectible files and has been working with Municipal partners to compile guidelines as such. In February 2008, the Provincial Offences Act Unit of the POA and Strategic Planning Branch of the Ministry of the Attorney General issued their "Provincial Offences Act Write-off Directive and Operation Guideline as POA information Bulletin POA -IB -126 (Schedule B) for the purposes of: 1) ensuring that municipal partners administering the Provincial Offences Act courts can demonstrate that they have exercised due diligence with respect to the "write off' of POA accounts receivable and made all reasonable efforts to minimize the value of POA accounts receivable recommended for same 2) providing guidance with respect to best practices regarding same. It is noteworthy to mention that purging cases from the court system and ceasing collection activities on POA defaulted fines does not absolve offenders from the requirement to pay the fines, as debts to the Crown are owed in perpetuity (are not subject to the Limitations Act) and are never forgiven. In joint collaboration with the Regional Municipality of Durham and our Provincial Offences Office, staff have drafted a "write-off" policy for fines that are no longer deemed collectible. The policy attached as Schedule A outlines responsibilities and the general criteria that defines when to cease active collection activities and purge them from the court services database. CONCLUSION: In recognition of the fact that many of the transferred fines were several years past due, and that after all collection activities, administrative sanctions and civil enforcement proceedings that are applicable have been undertaken and exhausted, there are some fines that still remain unpaid and are considered to be uncollectible. In the interest of efficiency of information systems and collection efforts, certain uncollectible fines of the Elgin court service area should be annually purged from the information system of the Court Services Division of the Ministry of the Attorney General (currently "ICON") and collection activities on these fines should cease. RECOMMENDATION: THAT the Policy entitled "Cease Active Collection - Write-off Policy" be adopted and; THAT a By-Law be prepared. Respectfully Submitted #f~d1 YbrI Je. nifer F d Financial Analyst Approved for Submission a~$ ~L Mark G. M Donald / Chief Administrative Officer ~~[~~ Linaa Veger Director of Financial Services SCHEDULE "A" By-Law No. CORPORATION OF THE COUNTY OF ELGIN CEASE ACTIVE COLLECTION - WRITE - OFF POLICY 1.0 Purpose: 1.1 This policy outlines the guidelines to be followed to ensure that the County of Elgin complies with Bulletin POA -IB -114 and subsequent revised Bulletin POA - IB -126 issued by the Provincial Offences Act and Strategic Planning Branch of the Ministry of the Attorney General. 1.2 To establish guidelines to cease the active collection of outstanding and overdue fines until conditions change and/or new information is received. 1.3 To archive and maintain the inactive files for audit purposes and to remove the inactive files from the court database system. 1.4 To ensure compliance with Public Sector Accounting Board recommendations regarding Revenue Recognition as it pertains to Accrual Accounting. Definitions: "Accounts Receivable" refers to outstanding POA fines receivable. "Agent" refers to any third party that may be contracted to manage the collections portfolio or the collections database on behalf of the County of Elgin. "ICON" is the current court database system. "Write-off' refers to the purging of fines from the courts information system only. Special note should be made that purging cases from the courts system and ceasing active collection activities on POA defaulted fines does not absolve offenders from the requirement to pay the fines, as debts to the Crown are owed in perpetuity (are not subject to the Limitations Act) and are never forgiven. Under no circumstances are the public to be under the assumption or informed that collection activity will never be resumed while a case remains in default. 2.0 Responsibilities/Authoritv 2.1 Provincial Offences fines in default are the responsibility of Financial Services. Recommendations to cease active collection of specific Provincial Offences fines in default until such time as circumstances change will be prepared by Financial Services or their agent at least annually and will require the approval of the Director of Financial Services. 2.2 Financial Services or their agent will archive the cases in the collections database system and will provide the approved list to Court Services. 2.3 For audit purposes, Financial Services or their agent will maintain all necessary supporting information in perpetuity with regards to the reason the write-off is recommended. 2.4 Provincial Offences Court Services will flag the cases approved for cessation of collection in the ICON system and maintain the record in perpetuity in accordance with the County Retention Policy. 2.5 Ministry of the Attorney General will periodically, run a purge of the flagged cases in the ICON system. 3.0 Cessation of Collections Activities 3.1 The criteria for identifying cases for archiving in the collection database and purging from ICON are: 1) Offender is deceased 2) Offender is a defuncUclosed corporation 3) Offender's Driver's license is not recorded 4) All efforts to contacUlocate offender have been exhausted 5) Conviction date of defaulted fine has exceeded 6 years 6) Underpayments of fees are not greater than $25 3.2 Due diligence will be exercised and can be demonstrated to ensure that all reasonable collection efforts have been made prior to recommending cessation of collection and will remain available for audit purposes in the Collections Database. 3.3 All reasonable efforts have been made to minimize the value of POA accounts receivable that are recommended for purging. Schedule "B" Provincial Offences Act Write-Off Directive and Operating Guideline ProvIncial Offences Act Unit POA and Strateglo Planning Branoh Court SeNloea Division Ministry of the Attorney General February 25, 2008 PROVINCIAL OFFENCES ACT WRITE-OFF DIRECTIVE AND OPERATING GUIDELINE PURPOSE: 1. To ensure that Municipal Partners administering the Provincial Offenoes Act (POA) courts can demonstrate that they have exercised due diligence with respect to the write-off of pOA accounts receivable and made all reasonable efforts to minimize the value of POA accounts receivable recommended for write-off. 2. To provide guidance with respect to best practices regarding the wrlte4f of POA accounts receivable that have been deemed uncollectible. SCOPE AND APPL.IOA TION: 1. This Directive and Operating Guideline applies to €lit Municipal Partners that are subject to a POA Transfer Agreement and the related Memorandum of Understanding (MOU) with the Altorney General. 2. This document has been developed to provide Municipal Partners with guidance as to the minimum requirements they are expected to meet In order to write-off POA accounts receivable. While the decision to write-off POA accounts receivable that have been deemed uncollectible Is a local declston to be made by a Municipal Partner once all reasonable efforts to collect. unpaid, defaulted fines have been exhausted, a Municipal Partner must follow the directives contained herein in order to ensure that the Province of Onlarlo, Its Ministries and Agencies wllf not attempt to collect any portion of the wrlltan off funds from the Municipal Partner, Including funds related to dedicated fines, fees or surcharges, subject to olause 4 below. 3. The Recommended Best Practices contaIned In this document have been developed to provide Municipal Partners with guIdance with respect to best practlces regarding the write-off of POA accounts receivable that have been deemed unoollectlble. 4, Where a Municipal Partner has written off POA accounts receivable and any portion of those accounts receivable are subsequently paid, the requirements of the POA Transfer Agreements and the Provincial Offenoes Aot, Including requirements with respect to the remittance of oertaln funds to the Province of Ontario upon collection, continue to apply. POA Write-Off DlrecUve end OperaUng GUideline PRINCIPL.ES: 1. AII.reasonable effort to collect fInes imposed under the POA must be made before any consideration for write-off Is made. For purposes of this polley, "write-off' means the cessallon of active collectlon. 2. In accordance wUh the requirements of the MOU, an equal effort to collect unpaid flnes, regardless as to whether they are retained by the municipality or paid to a third party, must be demonstrated. 3. POA accounts receivable may be written off for accounting purposes only and do not absolve a convicted offender from the requirement to pay a fine, as debts to the Crown are owed In perpetuity and are never forgiven. 4. CoUectlon acllvitles of wrltlen-off accounts can be resumed when conditions ohange, as ffnes Imposed by POA Courts are debts owed to the Crown and therefore are not subJect to the Limitations Act. 6. Municipalities must retain adequate records after an account Is written-off In order to support the possible future reinstatement of collection efforts. MANDATORY REQUI~EMENTS: Genaral 1. Each Municipal Partner shall create a formal Write-off Polley establishing protocols and thresholds under which POA accounts receivable shall be deemed to be uncollecllble and therefore eligible for write-off. 2. Equal treatment and effort regarding the collectlon of all POA fines must be applied, without regard to whether the resulting revenue will be retained by the Municipal Partner or remitted to another third party. 3. With the exception of minor underpayments (I.e., less than $26 outstanding), POA accounts receivable marked for write-off must have been in default for a minimum of 2 years. 4. Actlon to collect accounts receivable outstanding less than 2 years from Individuals for whom a death certificate has been received may be undertaken should the Municipal Partner's Colleclions Polley and Protocol specIflcatly require recoveries from Estates. 6. Where a Municipal Partner decides to write-off POA accounts receivable, the reasons for the wrlle-off must be transparent and Justifiable and must not place the administration of Justice Into disrepute. POA Write-Off DIrective and Operating GuIdeline 2 6. Each Municipal Partner must have exhausted all reasonable and appropriate measures and efforts to collect unpaid, defaulted fines prior to the conslderatlon of recommending a wrlte"off. 7. The documentation In support of a Wrlte"off recommendation must, at i! minimum, Include the following: . Copy of original Certificate of Offence or Part III informallon; . Record of addltlonal costs and fees Included In the outstanding amount; . Documentallon as to all collection actlvlUes \mdertaken; and . Reason the write-off Is recommended OngoIng Administration 1. Where a Munlolpal Partner has written off POA accounts receivable and any portion of those aooounts receivable are subsequenlly paid, the Municipal Partner must remll to Ontario, In a timely manner, all monies received In respect of fines, suroharges and fees that are payable to Ontario pursuant to subsectlon 165(5) of the Provlnolal Offences Aot. 2. Where a Municipal Partner has wrmen off POA accounts reoelvable and the related case(s) have been purged from ICON and any portion of those accounts receivable are SUbsequently paid, the case(s) related to the payment received must be re-entered Into ICON (see related ICON Instructions In Appendix A) and the payment must be recorded as revenue, with supporting documents, and distributed In accordance with the MOU. 3. Where, under the terms of the POA Transfer Agreement, a Municipal Partner proposes the contracllng out of any services related to the performance of Its obllgallons under the POA Transfer Agreement, the Municipal Partner must ensure that the contract provides that the person or organlzatlon performing the contract wlll meet the mandatory requirements and have due regard for the recommended best praollces contained within this dlrectlve and operating guideline. 4. On an annual basis, each Municipal Partner must provide the POA Unit of the Ministry of the Attorney General with Information regarding the total value of all fines deemed uncollectible and wrlUen-off during the previous municIpal fiscal year (I.e., January 1'( to December 31SI) as part of the Annual P.erformance & Progress Report to be submitted no later than Jun(l 30th of each year. POA Write-Off Directive and Operating Guideline 3 RI:COMMENDED BI:ST PRACTICES: 1, The Municipal Paliner should have Its written policy and protocol for the collection of unpaid, defaulted POA tines and criteria for write-off of uncollectible amounts approved by Counoll or by the Council committee responsible for the adminIstration of the POA courts via a municipal By-Law, 2, Examples of reasonable and appropriate measures and efforts to collect unpaid fines prior to the consIderation of recommending a write-off Include the following collection activities, applied progressively. While the actual measures and efforts to be employed by a Municipal Partner should be dccumented In Its Write-off Policy, the following steps provide guidance as to what Is reasonable and appropriate: . Timely creation and distribution of all notices and communications; . ProgressIvely severe delinquency notices, Including letters via registered mall; . Consideration of extended payment plan; . Application of available administrative sancllcns; . Specialized collection assistance; and . Civil fine enforcement mechanisms, 3. Accounts receivable should be reviewed semi-annually to Identify potenllal write-offs and annually to Identlfy accounts deemed uncollectible and to be recommended for write-off. RESPONSIBILITIES: Municipal Partners: . SeHing thresholds and formalization of own write-off polley based on the prlnclpals and requirements of this document; . Specifying the format and reporting detail for write-offs recommendation submissions; and . Final approval to cease active collection and write-off a fine, Court Managers: . Coding and processing In ICON; POA Write-Off Directive and Operallng Guideline 4 . Document collectlon efforts made prior to the recommendatlon of a wrlle- off; and . Monitor outstanding accounts receivable on a semi-annual basis for potentlal wrile-offs. Ministry of the Attorney General: . ProvIsion of continued access to ICON or lIs successor; . Timely and regular scheduling of ICON purgesj and . Assistance to municipalities In dealing with other ProvincIal Ministries ADDITIONAL INFORMATION: If you have any questlons or require further Information regarding this document, please contact Pam Elliott, Provincial Offences Act Unit, at (416) 326-2590 or Pamela.Ellloll@ontarlo.ca. POA Write-Off DirectIve and Operating GUideline 5 Appendix A Process for Re-Enterlnet Cases Into ICON 1. Access the IACVH (conversion) screen with the case number. 2. The 1I0FE (entry) screen will appear, allowing for entry of the case Information. Please note that ICON will only allow dates prior to December 31, 1994 to be entered Into the court date field. It Is suggested that, In order to Identify these cases, all cases being re-entered after write-off and subsequent payment should be keyed with a common court date (e.g., 010194). Once you hit the enter key, the ISCDS (update) screen will automatically appear. 3. Update the case Information on the ISCDS (update) screen with the disposition Information, Including entering the same date In the conviction date field as was entered In the court date fleld on the previous 1I0FE (entry) screen (e.g., 010194 as noted above). Update the fine and cost Information and hit the enter key. The case has now been re-entered Into ICON and payment can be tJrocessed through the IFCR (cash) screen. The payment Information related to the case should appear on the dally RICO reports. Please note that access to the IACVH (conversion) screen Is llmlted to Court Manager's. POA Wrlte-Ofr Dlrectlve and Operallng Guideline 6 REPORT TO COUNCIL FROM: Jennifer Ford, Financial Analyst Linda Veger, Director of Financial Services DATE: September 12, 2008 SUBJECT: Capital Projects as at August 19, 2008 CORPORATE GOAL/S) REFERENCED: To ensure fiscal responsibility and accountability INTRODUCTION: In 2008, Council has approved several changes to the 2008 Capital Projects budget. This report serves to update Council on the status of all projects currently approved. DISCUSSION: Schedule A has been included for Council's information which updates the status of the projects as at August 19, 2008. At that time, the changes in the various project budgets amounts to the following: Balance Forward: $ 24,661,485 $3,619,064 Council Approved Closed projects - Feb 12/08 (5,935,400) Council Approved 2008 Capital budget - Mar 25/08 5,852,550 Council Approved 2007 Surplus - Feb 12/08 303,940 COMRIF funding received - New Sarum Bridge - April 9/08 - $621,300 Sunset Road - April 9/08 - $590,550 1,211,850 White Station Rent - Jan to July 2008 21,201 Infrastructure Funding Roads/Bridges - Council Approved April 22/08 - To Talbot Line project 3,097,386 Fire Insurance Claim - West Lome - Council Approved April 22/08 - Added to Surplus 2007 233,170 Total Proiects $ 29,446,182 $7,715,822 In March 2008, Council approved a capital projects deficit of $54,154. In April 2008, Council approved that 2007 year end operational surplus be used to cover this shortfall in the amount of $53,710. This brings the deficit to a nominal amount of $444. CONCLUSION: Projects are proceeding as outlined on Schedule A. RECOMMENDATION: THAT this report entitled "Capital Projects as at August 19,2008" and dated September 8, 2008 be received and filed. Respectfully Submitted Approved for Submission aw- ~'- Mark G. cDonald IF Chief Administrative Officer ~uAh~ Linda Veger Director of Financial Services z - C>.... ..J Q) WCl Cll u. '7 l<) o ~~ >,~~ I- 0'" Z a: ~ ::J .l!l ~ o 'Q.. ~ (.)8~ - 'I~ i ,_ .c "'- E U Cll ,Cll 0:: e a. o - .l!l III CllI 0_ o '" ..0 ::J ~ III ::J 10 - (J) '0 '" ~ - c: o o 00- (f) a c: Cll oW COo N E '" g '2: 0.0 N .!:'5o Q.) "'0 rrN ,s: if) ~ Q),~"'O ~ ro(J)>Cll::J ..c:~c:::~~ ~Ww..c~ ro::::l4-,+-~O >c.oo::lE >.>.>.>.>. eIDc+-'o.o 1ij~~1ij1ij a...c Q.) 53 ill .t= Q) ill ill III ill 0.0 E EU 0) >.>.>.>.>. ro +-' Q.) .- c Q.) 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Q) m LO '" ci '" ...... ~ N <( ~ ::> '0 Q) "" o cn o o N '" ~ cD ~ oi N ]j o f- '" U Q) 'e- 0.. ]j '0. ro o REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services Sonia Beavers, Purchasing Co-Ordinator DATE: September 23, 2008 SUBJECT: Mill Creek Culvert Replacement CorDorate Goal Referenced To build and maintain an efficient, affordable, effective and safe transportation network that accommodates the diverse needs of our communities and is able to support economic development and sustainable growth. Introduction As part of the Capital Budget, Requests for Tenders were issued as per the County's Purchasing Policy and sealed bids were received until Tuesday, September 16, 2008. The project entails the supply of all labour, equipment and materials necessary for the replacement of Mill Creek Culvert located in Sparta in the Municipality of Central Elgin. Discussion / Conclusion Formal Tenders were retained and bids were received as follows: Company Birnam Excavatin Limited PCN Construction Grou Inc. EI in Construction Birnam Excavating Limited submitted the lowest bid for the replacement of Mill Creek Culvert at a total price of $ 715,901.88 (including taxes). The bid includes all labour, material and equipment required to complete the project as specified in the Tender Document. The project had been estimated at $650,000 as reported to Council in June. The project will be funded by the Capital Budget ($300,000) with the remainder being allocated from the Bridge Replacement Reserve as directed by Council. Tender prices received were higher than forecasted due to the specialized nature of the work, the volume of work available to contractors this year and the inherent risks involved with this project. Recommendation THAT Birnam Excavating Limited be selected for the supply of all labour, material and equipment necessary for the replacement of Mill Creek Culvert located in Sparta in the Municipality of Central Elgin at their quoted price of $ 715,901.88 (including taxes); and, THAT the project be funded by the Capital Budget ($300,000) with the remainder allocated from the Bridge Replacement Reserve. THAT the Warden and the Chief Administrative Officer be directed and authorized to enter into an agreement with Birnam Excavating Limited to replace the Mill Creek Culvert, Contract No. 6290-08-02. Pe er chak Deputy Director of Engineering Services APP~& ~ t- Clayton Watters Director, Engineering Services 4~~ ~1~ Sonia Beavers Purchasing Co-Ordinator ~Ma"j?r- IF Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: September 18, 2008 SUBJECT: Building Canada Fund - Communities Component Coroorate Goals To build and maintain an efficient, affordable, effective and safe transportation network that accommodates the diverse needs of our communities and is able to support economic development and sustainable growth Introduction The federal and provincial governments have signed an agreement for the Building Canada Fund - Communities Component (BCF-CC). This new initiative will invest $1 billion in community infrastructure over then next 7 years. Staff is recommending to apply for the rehabilitation of Calton line between Richmond Road and Plank Road in the Municipality of Bayham. Discussion: The Building Canada Fund - Communities Component (BFC-CC) is a competitive application based program open to all Ontario communities with a population less than 100,000. Intake One of the BCF-CC will provide $100 million from the federal government and $100 million from the provincial government. The competitive application is similar to the COMRIF process and will also be a one-third cost sharing funding formula, meaning the County of Elgin will be Investing one third towards the project cost. The application period opened on September 12, 2008 and will close on November 21, 2008. Staff recently has informed County Council of the needs of the road system, those needs have surpassed $30 million for bridges and $228 million for road infrastructure. The County has been actively investing in bridge infrastructure and road projects are now prioritized. Calton Line (County Road #45) between Richmond Road and Plank Road in the Municipality of Bayham is on the County's 5-Year Capital Plan for reconstruction. This section of road was a provincial development road originally constructed in the 1950's and much of the infrastructure is beyond its life expectancy. This section of Calton Line is 6.7 kilometers long and includes 2 horizontal and 16 vertical curve deficiencies. A topographical survey has been completed with some preliminary engineering. The intersection of Calton Line and Plank Road also requires improvements because the existing configuration does not meet present design standards. Additional engineering will need to be completed. Staff has estimated the project at $6.75 million. An application to BCF-CC to rehabilitate Calton Line will request an equal investment of $2.25 million from the federal and provincial governments and the County of Elgin. CONCLUSION: The Building Canada Fund - Communities Component is a $1 billion, 7 year initiative to invest in communities with a population less than 100,000. Intake One of the BCF-CC will accept applications until November 21, 2008 and is a competitive, merit based process similar to COMRIF. Funding will also be on a one-third basis as COMRIF. Staff is proposing a submission under the local road category for the rehabilitation of Calton Line, from Richmond Road to Plank Road, at an estimated value of $6,750,000. The County of Elgin's road infrastructure needs has a backlog of $228,000,000 with an additional $30,000,000 for the structures and approximately $4,500,000 is allocated for County road capital projects annually, therefore, if approved, this project would assist with our road infrastructure deficits. RECOMMENDATION: THAT the rehabilitation of Calton Line in the Municipality of Bayham is the County of Elgin's highest infrastructure priority; and also, THAT staff complete and submit an application to the Building Canada Fund - Communities Component to rehabilitate Calton Line: and also, THAT a letter be forwarded to Steve Peters M.P.P. and Joe Preston M.P. thanking them for supporting this program and assisting municipalities with infrastructure needs: and also, THAT the appropriate by-law be prepared. Approved for Submission U0w t-1tlrv Clayton Watters Director, Engineering Services a}C;;~ f'- Mark G. ~cDonald Chief Administrative Officer Respectfully Submitted Peter Dutchak Deputy Director, Engineering Services REPORT TO COUNTY COUNCIL FROM: Rhonda L. Roberts Director of Senior Services - Terrace Lodge DATE: September 16, 2008 SUBJECT: Enabling Accessibility Fund Program - Grant Award CORPORATE GOAL/S} REFERENCED: 1. To ensure fiscal responsibility and accountability 2. To promote cultural services 3. To nurture and support dignified long-term care 4. To promote Elgin as "The Place to Live" 5. To forge community partnerships 6. To provide innovative and collaborative quality service 7. To recognize and seize opportunities for improvement INTRODUCTION: In April 2008, Human Resources and Social Development Canada (HRSDC) announced a call for proposals for Enabling Accessibility Funding (EAF) through the Office for Disability Issues. Staff submitted an application for Terrace Lodge proposing renovations to the washroom/change area of the therapy pool. A grant in the amount of $50,000 has been awarded to County of Elgin, Terrace Lodge, for this proposal. DISCUSSION: The Office for Disability Issues, HRSDC, has notified staff of the "conditional" grant of $50,000 for the renovations to the washroom/change area of the therapy pool. The grant would facilitate renovations to this area, which would dramatically improve functionality and meet accessibility standards. The therapy pool is utilized by residents in the Home, residents in the community through YWCA programs, Adult Day Program participants, VON and other community groups. The YWCA and Elgin St. Thomas Public Health have provided letters of support for the need to increase accessibility to the therapy pool area. Staff has estimated project costs and submitting the grant proposal based upon the following: Item Costs to be Applicant/Partners Total Cost funded bv EAF Equipment 16,000 16,000 Professional fees 14,000 14,000 Building renovation, construction, etc. 50,000 40,000 90,000 Material and Supplies 2,000 2,000 Total Costs $50,000 $72,000 $122,000 Capital Cost to County $72,000 CONCLUSION: The existing washroom/change room area does not meet accessibility standards. While the therapy pool is used by a variety of community groups and residents, access is limited for those with greater disabilities. The YWCA and Elgin St. Thomas Public Health have shown support for the need to improve accessibility to the washroom/change room area of the therapy pool. Improved accessibility will provide greater access and increased use of the therapy pool benefiting individuals with a variety of physical limitations and assist in promoting fall prevention initiatives being undertaken by Public Health. The project deadline for completing is March 2010. The grant award is given provided the applicant is able to commit to the remainder of the project cost of $72,000. Staff suggests that the project would be started in the late fall 2009 and completed by the March 2010 deadline. The project could then be budgeted accordingly, $35,000 for 2009 and $37,000 for 2010. RECOMMENDATION: THAT, County Council approves the capital expenditure for the renovations to the therapy pool/change room area for the proposed 2009 and 2010 Capital Budgets. Respectfully Submitted Approved for Submission Lj)ufldfrdlG:!iJ~ 1'7K, Rhonda L. Roberts Director of Senior Services-TL a~h-- in Mark G. McDon Id r - Chief Administrative Officer COUNTY OF ELGIN By-Law No. 08-26 "A BY-LAW TO APPROVE A POLICY REGARDING THE COLLECTION OF OVERDUE AND UNPAID FINES IMPOSED BY THE CORPORATION OF THE COUNTY OF ELGIN'S PROVINCIAL OFFENCES COURT" WHEREAS the Corporation of the County of Elgin is a signatory to the Memorandum of Understanding with the Ministry of the Attorney General under which it assumed responsibility for the administration of the local Provincial Offences Act Court; and WHEREAS the Ministry of the Attorney General issued POA Info Bulletin #POA-1B- 126 on February 25, 2008 stipulating that municipalities with responsibility for administering Provincial Offences Act Court shall establish a Write-Off Policy to govern the process by which to make the decision to cease active collection of outstanding and unpaid fines. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin hereby enacts as follows: 1. THAT the Write-off Policy, attached as Appendix "A" hereto and forming part of this by-law, detailing the process and steps which the Corporation of the County of Elgin shall follow in order to cease the active collection of unpaid fines imposed for matters adjudicated in its Provincial Offences Act Court be approved. 2. THAT this By-Law shall come into force and become effective upon the final passing hereof. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THiS 23RO DAY OF SEPTEMBER 2008. Mark G. McDonald, Chief Administrative Officer. Sylvia Hothuis, Warden. COUNTY OF ELGIN ENGINEERING SERVICES 450 SUNSET DRIVE 2ND FLOOR SOUTH ST. THOMAS, ONTARIO N5R 5V1 FAX ~~~ . WARDEN HOFHUIS . COUNTY COUNCIL MEMBERS FROM: CLAYTON WATTERS, DIRECTOR ENGINEERING SERVICES TO: Phone: Fax: Cell Phone: (519) 671-7482 Phone: (519) 631-1460 Ex!. 117 Fax: (519) 631-4297 No. of Pages ( 5 ) CC: REMARKS: Urgent x For your information Reply ASAP Please comment RE: MILL CREEK CULVERT REPLACEMENT STAFF IS REQUESTING THAT THE ATTACHED REPORT TO COUNTY COUNCIL BE CONSIDERED AT COUNCILAS A MATTER OF URGENCY. REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: September 23, 2008 SUBJECT: Mill Creek Culvert Replacement - Approval to Expropriate Lands Coroorate Goal Referenced To build and maintain an efficient, affordable, effective and safe transportation network that accommodates the diverse needs of our communities and is able to support economic development and sustainable growth. Introduction The County will be replacing the Mill Creek culvert in Sparta in 2008. In order to stabilize and flatten the road embankments, additional road property is required on the east and west sides of Quaker Road. This report will seek Council's approval to expropriate the required lands to facilitate the Mill Creek culvert replacement. Discussion / Conclusion Additional road right of way is required on the east and west sides of Quaker Road in Sparta to facilitate the replacement of the Mill Creek culvert. The existing road embankments are steep and failing and will be reconstructed to a 2: 1 slope. The projection of the new slopes and culvert extend beyond the existing road allowance and additional property is required around the proposed culvert. There are three property owners registered to the lands required by the County of Elgin. Staff has met with two of these owners and have reached agreements to purchase their lands. The third parcel of land required was last registered by an individual in 1904 and he nor his heirs can be located. This third parcel may be obtained through expropriation. Because all of the required lands reside in a ravine, where a pond once resided, clear title may be disputed. Upon searching, parcel descriptions and boundaries are somewhat ambiguous. A land surveyor has advised that in order to distinguish any possible future claim toward the county, the county should expropriate the lands in question. The agreements made with the other 2 owners would be honoured and the process to obtain the lands will be through expropriation rather than by deed. The expropriation process is the preferred method of obtaining lands used by many municipalities. The County of Elgin has used the Expropriations Act many times in the past, however, recently land purchases have been through deed transfers and then those parcels are incorporated into the road network by by-law annually. In this instance the expropriation process is simplified because agreements have been already made with the available property owners and a compensation formula does not have to be determined by the courts. In order to initiate the expropriation process the Expropriations Act names the Council of the municipality as the "approving authority". Therefore a by-law must be passed in order to initiate the process. The County will be able to take possession of the lands in three months time after serving "notice of possession" as defined in the Act. Agreements will be executed with the available land owners immediately to allow the County to encroach upon these lands to begin the Mill Creek culvert replacement this year. Recommendation THAT lands adjacent to Quaker Road, as shown (approximately) on Schedule 'A' attached, be expropriated by the County of Elgin, for the purpose of the Mill Creek Culvert replacement project, and; THAT the County Solicitor be directed to initiate expropriation proceedings and authorize the Warden and Chief Administrative Officer to execute any related documentation, and; THAT the applicable by-law be passed. APp,?~~d ~: 'JL.. I UVIM/b'rtLWf Clayton Watters ~;:~Sffi' / Mark McDonalcL_~/ Chief Administrative Officer Pe er Dutchak Deputy Director of Engineering Services ~tiJ en'" '" ------'---- '" "' a, '" o Schedule 'A' ~8~ ~~~ ~~~ ~ z "\ ~ ~,,<:::J I tll; ~~~::j ':lQQ I~g,' ~t:J~ ~'" ~ ~ ~ I PI? 35261-01~1 : I Of ~ ~ ~~lw-<- ~~ ... 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