October 21, 2008 Agenda
ORDERS OF THE DA Y
FOR TUESDA Y. OCTOBER 21. 2008 - 9:00 A.M
PAGE # ORDER
1st 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:
2-14 9:00 a.m. Sandra Datars Bere, Director, Ontario Works and Social Housing,
St. Thomas-Elgin Ontario Works, re: St. Thomas-Elgin Ontario Works Service
Plan 2008-2009 (attachment)
15-16 9:15 a.m. Sine Herold, Renal Dialysis Unit for St. Thomas and Central Elgin
re: need for a renal dialysis unit located in St. Thomas (attachment)
Motion to Move into "Committee Of The Whole Council"
Reports of Council, Outside Boards and Staff
Council Correspondence - see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
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
13th Consideration of By-Laws
14th ADJOURNMENT
5th
17-57 6th
7th
58-67
8th
LUNCH WILL BE PROVIDED
NOTICE:
November 7,2008 - Warden's Banquet at St. Anne's Centre - 5:30 p.m. Social Hour - 6:30 p.m.
Dinner
November 25, 2008 - 9:00 A.M. - County Council Meeting - Student Education Day
November Outside Board Reportinq Schedule: Land Division
Town Crier
ST. THOMAS
ST. THOMAS - ELGIN
ONTARIO WORKS
423 Talbot Street
St. Thomas, Ontario
N5P lel
1T1ECORPORATIo-::-lOfTHR OlYOF
IReport No. OWEC12-0al
REPORT TO COUNTY COUNCil
FROM:
Sandra Datars Bere. Director of Ontario Works and Social Housing
St. Thomas - Elgin
MEETING DATE:
October 21.2008
SUBJECT:
st. Thomas-Elgin Ontario Works Service Plan 2008-2009
Recommendation:
THAT: Report OWEC12-08 of the Director of st. Thomas-Elgin Ontario Works and Social
Housing regarding the st. Thomas-Elgin Ontario Works Service Plan be received for
information.
Report:
The Ministry of Community and Social Services requires the development of a Service Plan
by municipalities who are contracted as Consolidated Municipal Services Managers to
deliver the Ontario Works Program.
The City of st. Thomas. as the CMSM for SI. Thomas and Elgin County developed the
attached Service Plan for the period 2008-2009 which was submitted to MCSS earlier this
month.
The plan is attached for County Council's review. comments and questions.
Page 1 of 1
OWECll-D8
Seplember 9.2008
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Dear Warden and Councilors of County of Elgin;
We, the supporters of a Renal Dialysis Unit for S1. Thomas and Elgin County, ask you to
pass a resolution suppOliing the creation ofa renal dialysis unit for S1. Thomas-Elgin to
be located at the S1. Thomas General Hospital or other suitable location in the area.
The reasons we want a dialysis unit for S1. Thomas-Elgin are as follows:
. There are currently at least 32 patients traveling to London three times a week
for dialysis.
. That's 96 round trips per week at a minimum of60 km round trip
. That's about 6,000 km per week x 52 weeks =. 312,000 km of driving per year
. There is no option in bad weather... you drive
. The cost of transportation by cab is $100.00 return per trip x 156 trips =
15,600 per year in costs
. If you are in a wheelchair it is $184.00 per round trip = about 28,000 per year
. Cost of transportation is NOT considered a medical expense therefore not
deductible for taxation purposes
. The following communities have dialysis: Tillsonburg, Chatham, Sarnia,
Woodstock and Palmerston to name some. We are in London's 'catchment'
area and therefore have not qualified. The quality of life for a dialysis patient
in our area is much lower than the same person living in, say, Palmerston.
. With aging populations and more diabetes, more dialysis units are needed and
S1. Thomas-Elgin deserves to be better served.
. Moving to London has been the only option for some. Why should the most
vulnerable members of society be forced to leave their home communities at
the very time they need their community most? This is a bitter pill to swallow
for people, often seniors, who have served their communities for decades. 5
families have left the community to live in London.
. Ultimately this is a quality of life issue. The stress on the dialysis patient is
great in terms of driving home tired, often in snow or fog. These 32 patients
spend a combined 6000 hours on the road each year. Think what else they
could be doing with their lives. We argue that for dialysis patients there is 25
% less life in S1. Thomas-Elgin.
We need our community's support to make the goal of a dialysis unit for S1. Thomas-
Elgin a reality. In that light we ask you to pass a resolution supporting a unit.
Further, we request to appear as a deputation, during council session, on October 21 st,
2008 at 9: 15 a.m. to better convey what has been condensed into one shOli page. .
RESOLUTION
We would ask you to pass a resolution "that the Warden and the County
. Councilors support the establishment of a renal dialysis unit for St. Thomas
and Central Elgin to be located in a clinic or at the St. Thomas-Elgin General
Hospital or other suitable location in close proximity".
REPORTS OF COUNCIL AND STAFF
OCTOBER 21, 2008
Councillor Reports - (ATTACHED)
18 Warden Hofhuis - St. Thomas-Elgin Public Art Centre
20 Councillor Habkirk - Elgin County Museum
23 Councillor Wilson - Chair, Ambulance Base Building Committee - Terrace Lodge
Ambulance Base Update
Staff Reports - (ATTACHED)
25 Chief Administrative Officer - Council Per Diems
28 Chief Administrative Officer - Procedure for Police Investigations
30 Director of Senior Services - Bobier VillalElgin Manor - Annual Request to Carry
Forward 2008 Vacation
32 Directors of Senior Services - BN & ElM, TL - Ministry of Health & Long-Term Care-
LHIN - PSW Funding Announcement
34 Payroll & Benefits Coordinator, Director of Financial Services - Excess Indemnity
Renewal 2009, Occupational Accident Insurance
36 Director of Community and Cultural Services, Purchasing Coordinator - Replacement
Vehicle for Elgin County Library
40 Manager of Cultural Services - Horticultural Society Plaque at Rodney Library
41 Director of Community and Cultural Services - Surplus Furniture at Land Registry Office
43 Director of Community and Cultural Services - New Signage in Front of Administration
Building
45 Director of Engineering Services - Request to Establish a Community Safety Zone - New
Sarum School
49 Director of Financial Services - Budget Comparison - August 31, 2008
54 Director of Financial Services - Reserve Policy
17
St. Thomas-Elgin Public Art Centre
Executive Directors Report
On behalf of the Board of Directors and staff of the St. Thomas-Elgin Public Art Centre, I would like to
express my sincerest gratitude to the County of Elgin for your continued support. Your support allows
us to present quality exhibitions and programming to our public and provides us with the opportunity to
be creative, responsive and entertaining and allows for considerable and necessary contributions to the
well-being of our community.
It is the mission of the St. Thomas-Elgin Public Art Centre to encourage and promote an appreciation
for and support the practice of the visual arts in our community through a variety of exhibitions,
education programs and through the preservation of a permanent collection.
The Art Centre is situated in St. Thomas, in the centre of Elgin County and provides services to over
46 000 individuals.
The Education Program continued to flourish and grow this year, with a range of diversified programs,
classes and workshops that met the needs and interests of our children and community members. Our
focus is on quality instruction in a creative environment.
This year the Art Centre hosted the "Great Beginnings" exhibition, showcasing nearly 700 works from St.
Thomas and Elgin County's young artists and representing 16 schools. The schools included Scott St.
PS, Davenport PS, McGregor PS, Southwold PS, Dunwich-Dutton PS, St. Raphael PS, New Sarum
PS, Forest Park PS, Monsignor Morrison Catholic School, Elgin Court PS, Port Stanley PS, St.
Thomas Community Christian School, Arthur Voaden SS, Parkside SS, St. Joseph's HS, East
Elgin SS, and Central Elgin Collegiate. It marked the 20th year of the exhibit - and continues to inspire
and thrill the children who participate. Many of the participating schools came to the centre and enjoyed
a two hour gallery visit and studio activity. The Art Centre also provided in-class art instruction in our
public schools and childcare agencies impacting 1534 students (to date).
We look forward to another successful year of reaching out into the community to inspire and cultivate
creativity with partnerships with the St. Thomas Library, Ontario Early Years Centre, Talbot Teen
Centre, Elgin Counseling and Mediation Centre, Family and Children Services, Thames Valley
District School Board and the Catholic School Board.
As part of the St. Thomas-Elgin Public Art Centre's mission to support and promote the arts in our
region, we are delighted to host a diverse array of events through out the year and in our community.
The Art Centre provided many opportunities to our youth with exciting and creative free activities at the
Canada Day celebrations in Pinafore Park, Iron Horse-Kids Junction, and Artfest Elgin.
The 2nd Annual St. Thomas-Elgin Studio Tour featured artists from St. Thomas and Elgin County.
This free weekend event was a great success with the participation from the community and artists.
ARTFEST ELGIN, was hosted in partnership with the Elgin Tourist Association, in the magnificent
Pinafore Park. Artists from Sparta, Shedden, Aylmer, St. Thomas and West Lome participated in the
free one-day event.
The Art Centre is able to offer its beautiful gallery space to community organizations. We were pleased
to support many groups and partners who have held their events and meetings at the centre: CAS
Elgin, Elgin Association for Community Living, St. Thomas Executive Association, St. Thomas-
Elgin Artists Guild, Iron Horse Festival (Celebration of Wine and Food), Metcalfe Gardens, Steps
for Success, St. Thomas Wood Carvers, Thames Valley District School Board Professional
Development, Community Services Coordination Network, and Dundee Wealth Management.
Our members are truly the heart of the SI. Thomas-Elgin Public Art Centre, and we are pleased to report
that membership grew from 103 to 165 in 2008. More efforts will be placed on our annual membership
drive for 2009 to increase our membership 10% annually. We have also worked to improve member
communication in 2008, updating the newsletter and utilizing e-blasts more frequently to provide
members with information about classes, exhibition openings and special events.
Enhancements were made to the Art Centre's website, including dynamic permanent collection
artworks, links to organizations in our community, and great information about our local artists. Hits to
the Art Centre website reached 287, 249 from October 2007 to September 2008.
In 2008, the Art Centre continued to host a variety of exhibitions both onsite and offsite featuring artists
of all ages. The highlight of 2008 was an exhibition in partnership with the YWCA SI. Thomas-Elgin
featuring the works of Cheryl Ann Webster. The artwork was accompanied by motivational and
education a presentations, workshops and resource materials suitable for a broad range of participants.
The mission of the project is to raise awareness about the link between self-worth, self-identity and
physical appearance.
The Art Centre seeks new opportunities for outreach projects and partnerships among community
groups to deepen and expand relationships and audiences in our community. In 2008, an exciting
partnership with the Port Stanley Artists' Guild, has been developed, together we will be organizing
display of artworks from the permanent collection along side of works by local artist at the Port Stanley
Library.
Our permanent collection has also been presented in exhibitions at the Backus-Page House, featuring
works from Robert Whale, William SI. Thomas-Smith and Carolyn Curtis.
The Centre joined forces with the Elgin County Archives and the Elgin County Museum to bring an
exhibition featuring the images and artwork of Alma College. The Archives have been successful in
providing the images and text to community libraries which will be on display at the Springfield Library,
Port Stanley Library and the Shedden Library. Plans to collaborate on "Letters from Home", an
exhibit of images and text from the archives and works from the permanent collection, for November
2008 is in progress. It will be on display in the Timken Gallery from November 1 to January 2, 2009.
It is through your support that we are able to continue to strengthen our programs, and to develop new
and innovative projects to serve our community.
Again, thank you for making our mission a reality.
Sincerely,
Laura Woermke
Executive Director f Curator
SI. Thomas-Elgin Public Art Centre
REPORT TO COUNTY COUNCIL
FROM:
Councillor Bob Habkirk
DATE:
01 October 2008
SUBJECT:
Elgin County Museum Annual Report to Council
CORPORATE GOAL/S) REFERENCED:
To promote cultural seNices.
INTRODUCTION:
The report below is submitted as County Council's representative on the Elgin
County Museum Advisory Committee:
DISCUSSION:
The committee met four times between January and September of 2008 in
fulfilment of the terms of Elgin County By-law No. 05-44. The following are
issues and reports brought forward to the committee during this period:
Staffing
In addition to the Curator and the Museum Assistant, two grant supported
positions were added to the staffing complement during 2008. A Young Canada
Works position, which finished in March, saw the completion of two virtual
museum exhibits for use on the web one on Col. Talbot and his settlers and one
on the Scott-Sefton Collection.
A successful application to the Federal Government's Job Creation Programme
allowed the museum to hire a data specialist, who worked with the museum
partners to strengthen their understanding of the shared data base. A sUNey of
each member museum's registration system was completed, on-site assistance
with setting up registration systems was provided and a new users guide to the
data base was produced.
During June, July, and August, a museum studies student from Algonquin
College was hired through the Young Canada Works program. She greeted
PSTR passengers, kept statistics, re-boxed and listed the entire textile collection.
Exhibitions and Proqrammes
The museum installed four exhibitions during 2008. Two touring exhibitions ran
concurrently in the spring: Sitting Pretty, on the history of the toilet and the
Emigrant's Kist, which was comprised of a typical settler's trunk of the 19th
century and its contents, on loan from the National Museum of Scotland. The
Kist was augmented with objects loaned by descendants of several of Elgin
County's Scottish immigrants. The opening for the Kist was attended by
approximately 80 people who enjoyed Scottish country dancing and
refreshments. Sitting Pretty opened with a Family Fun Day attended by about 30
people and the museum staff was flushed with the success of this exhibit. In
September, about 50 people attended the opening of Pinecroft: 60 Years of
Canadian Achievement, organized by Conrad Biernacki with the assistance of
the Pinecroft Pottery and the Dufferin County Museum. Both Sitting Pretty and
The Emigrant's Kist brought a substantial number of first time visitors to the
museum. An exhibition of the Anderson cranberry glass collection was mounted
at Elgin Manor.
The museum was represented by volunteers at several events including the
Kettle Valley steam show, and the Senior's Picnic.
In June, the museum co-hosted with the Elgin Historical Society, a book launch
for Vanished Villages of Elgin County by Jennifer Grainger, at the Valleyview
Home. Approximately 80 people attended.
Educational Outreach
The Museum Assistant visited residents in the County's long-term care facilities a
total of six times with artifacts related to various themes and also made two visits
to schools with the Pioneer Programme. The Curator participated in the
Education Day programme at Backus-Page House where he portrayed a Scottish
emigrant.
Museum Partners
Several of the museum partners including the Elgin County Railway Museum, the
Forge and Anvil and the Backus-Page House received in-depth assistance with
their cataloguing system allowing them to better utilize the county-wide database.
The curator was invited to join the Elgin County Railway Museum strategic
planning committee in the fall of 2007 and was able to assist with a successful
application to the province for a grant toward the completion of a report on future
directions for the museum. The Arts and Cookery Bank in West Lorne and the
Big Band Hall of Fame in Port Stanley have also received assistance and support
with their planning studies.
A successful Museum Partners meeting was held on February 6th, where
members reviewed their plans for the upcoming season and discussed the
ongoing use of the data base. A fall meeting is planned for October.
Visitor Statistics and Donations
A total of 2287 individuals and groups have visited the museum up to the end of
September; of this total 1093 arrived as passengers on the PSTR. Four groups
booked tours including one school (Summers Corners).
The museum has received $740.00 in admission donations to date and the gift
shop has grossed $1472.00.
32 organizations or individuals have donated approximately 250 artifacts to date.
Port Stan lev Terminal Railwav
During the summer of 2007, Port Stanley Terminal Rail in partnership with the
County ran a trial stop at the County Administration Building on Thursdays during
the summer months. Several stops were made bringing 23 passengers to the
museum and archives. In the fall of 2007, the PSTR proposed a regular stop of
approximately 20 minutes at the Administration building on Tuesdays and
Thursdays during July and August, allowing passengers to visit the museum.
The museum promoted the summer stops on the rack card and provided a guide
to greet the passengers. A total of 1093 passengers visited the museum, a
substantial increase from the one day a week trial in 2007.
The PSTR is currently reviewing its agreement with the County.
CONCLUSION:
This report outlines the activities of the Elgin County Museum Advisory
Committee for the period January 1st, 2008 to September 30th, 2008.
RECOMMENDATION:
That this report be received and filed.
Respectfully Submitted
REPORT TO COUNTY COUNCIL
FROM:
John Wilsonr Chairr Ambulance Base Building Committee
DATE:
October 1r 2008
SUBJECT:
Terrace Lodge Ambulance Base Update
CORPORATE GOALCS) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To forge community partnerships
3. To provide innovative and collaborative quality service
4. To recognize and seize opportunities for improvement
INTRODUCTION:
Construction on the new Terrace Lodge Ambulance Base has begun and a brief
update is provided to Council for information.
DISCUSSION:
At the March 13r 2007 Council Meetingr Council approved the re-activation of the
Ambulance Base Building Committee with the appointment of Councillors Wilson
and Habkirk to sit on this committee to begin the planning of the new Terrace
Lodge Ambulance Base.
The building costs for this project were estimated by SPH Engineering to be
approximately $729r540 not including taxes. The approved construction bid by
Reid & Deleye came in at $555r800.
There were some unexpected costs ($27r134) due to removing materials not
suitable for structural support for the concrete floors. The original design had
included a basement but that was not possible due to flood levels and was
disallowed by the Conservation Authority.
This leaves a contingency amount of 13% or $58rOOO for any necessary change
ordersr base start up costs (i.e. deskr tabler chairsr window blindsr computer
grand openingr) and any unforeseen events.
Costs in general appear to be in line with the costs for the Shaw Valley Base
which were $616r322 in 2005 when accounting for construction cost increases
over the last three years and increase in the building footprint.
The project has experienced some unforeseen delays in obtaining Ministry of
Transportation permits related to exiting onto Highway #3 and in drawing up the
Agreement for Services with the Town of Aylmer. Staff is pleased to report that
construction is now earnestly in progress with completion expected sometime in
early November.
CONCLUSION:
An update on the construction of the new Terrace Lodge Ambulance Base is
provided for Council's information. Approval of a building contingency of 13% of
the building estimate in the amount of $58,000 is requested for any necessary
change orders, base start up costs (i.e. desk, table, chairs, window blinds,
computer, grand opening, and any unforeseen events.
The building costs are to be funded through the financing line of the capital
budget as outlined at a July 24th, 2007 Council Meeting Report "Ambulance Base
Location Plan".
RECOMMENDATION:
That the report dated entitled "Terrace Lodge Ambulance Base Update" dated
October 1, 2008 be received and filed as information.
Respectfully Submitted
REPORT TO COUNTY COUNCIL
FROM:
Mark G. McDonald,
Chief Administrative Officer.
DATE:
September 16, 2008
SUBJECT:
Council Per Diems
CORPORATE GOAL'S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To be recognized as a desired employer
3. To recognize and seize opportunities for improvement
INTRODUCTION:
In March 2008, Council approved a Council compensation review. As part of that
review, the Consultant recommended that "following an in-house review of the
workload of Council, give consideration for standardizing the per diem rates
ranging from $110 to $150." The Consultant's rationale for introducing per diems
in addition to the Council stipend ($18,000 per annum) is "even though they can
be difficult to control/administer, meeting per diems have a distinct advantage.
Members of Council are only compensated for meetings they actually attend".
The purpose of this report is to suggest a system for providing per diems to
members of Council.
DISCUSSION:
As indicated by the compensation consultant, per diems "can be difficult to
control/administer". More particularly, it is very difficult to define what meeting,
function or event qualifies for a per diem. For example, should ceremonial
functions like the Warden's Banquet qualify for a per diem? What about attending
a telephone conference call? What about a local road tour that also examines
County roads within the lower-tier municipality? Does a meeting with staff qualify
for a per diem? Should there be half day and full day rates?
A Suqqestion:
One way to address these matters is to divide meetings/functions into three
distinct categories: a business meeting; a social/ceremonial function; and
convention/seminar/workshop attendance.
A business meeting would be defined as attendance at a duly called meeting of a
committee, sub-committee or board of a municipal organization to which the
council member has been appointed by resolution and at which minutes of the
meeting are taken. Examples would be County Council meetings, Ambulance
Building Committee meetings, SCOR and outside boards such as the Board of
Health, Hospital Boards, Museum, etc.
A social or ceremonial function is defined as attendance at a municipal business
event of a social and or ceremonial nature where no official minutes are taken.
The Warden's Banquet, Business After Five, a public information centre, a Mayor's
Breakfast, a meeting with an M.P. or M.P.P., a County dance, and a Home's
barbeque would all qualify in this category.
Convention/seminar/workshop attendance would generate a per diem at the
approved rate provided the event considered material that was relevant to County
business. Payment would be subject to the yearly maximum (currently $2,000 per
Councillor) as amended from time to time.
Obviously, mileage would be paid for attendance at any County related function,
even ceremonial ones.
Workload:
As Council is aware, Council workload was recorded for a three-month period,
from March to May 2008. Using the above definitions as a guide, the average
number of "business meetings" from the survey sample is four per month. The
average number of "ceremonial functions attended" was two per month. Council
should be cautioned that the number of respondents to the survey was small.
It may be of interest to note that when Council moved to a monthly stipend in
1998, the stipend was based on four meetings per month.
CONCLUSION:
If Council is interested in introducing a per diem to its monthly stipend, then a clear
definition of what type of event qualifies for a per diem should be developed.
Although not perfect, the above definitions attempt to provide consistency in
application.
A major implication of this proposal is that those members of Council who are
currently paid per diems (Board of Health Members) would not be permitted to
accept payment from the Board. Instead, per diems would be paid by the County
for qualifying attendance for the fifth and successive meetings attended each
month.
In addition, the stipend should reflect 2008 rates and be increased to $150 from
$110. It is estimated that the increase would add approximately $2,500 to the
2009 budget. In a somewhat related matter, the Warden receives a per diem for
attendance at conventions, seminars and workshops; however, the Warden's
salary has recently been adjusted to reflect comparables, Perhaps these stipends
are no longer required since they were introduced many years ago when annual
remuneration for the Warden was comparatively low.
In short, if Council adopts this method of remuneration, the per diem will apply at
the fifth and subsequent meetings where minutes are taken and the Warden's
stipend for convention/seminar attendance will be discontinued,
RECOMMENDATION:
THAT the report entitled Council Per Diems, dated September 16th, 2008 be
approved and that staff be directed to operationalize the report by preparing an
enacting by-law to be effective on January 1, 2009,
ALL of which is respectfull submitted,
"
,
Mark G. McDonald,
Chief Administrative Officer.
REPORT TO COUNTY COUNCIL
FROM:
Mark G. McDonald
Chief Administrative Officer
DATE:
September 17,2008
SUBJECT:
Procedure for Police Investigations
CORPORATE GOAL(Sl REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To forge community partnerships
INTRODUCTION:
Occasionally the County will be approached by a Police Agency doing an investigation to
cooperate in the investigation. From time to time, the Police authority will ask for evidence
in the form of computers or other equipment and material and remove the item(s) from
County premises for forensic review. The purpose of this report is to recommend a
common procedure to be followed in the event of an investigation.
DISCUSSION:
When an Officer of the Law approaches a County department requesting the temporary
removal of County property, the following policy is recommended:
1) A badge must be shown along with photo identification of the Officer (Warrant Card);
2) If there is any doubt as to the Officer's authenticity, then the Officer's Police Force
must be called for verification;
3) A duly executed Warrant signed by a Judge must be issued before the item leaves the
premises;
4) The relevant Director or Chief Administrative Officer must be contacted before the
material is released;
5) A receipt for the item must be provided before the item is released from County
custody.
CONCLUSION:
While it is imperative to cooperate in any Police matter, it is equally important to ensure
that County property is protected against unwanted intrusion. In an effort to protect Elgin
County property, the above-mentioned policy is being recommended for implementation.
RECOMMENDATION:
THAT the report and policy on the Procedure for Police Investigations dated September
17th, 2008 be approved for implementation.
All of which is respectfully submitted,
Mark G. Mc aid,
Chief Administrative Officer.
REPORT TO COUNTY COUNCIL
FROM:
Pat Vandevenne
Director of Senior Services, Bobier Villa and Elgin Manor
DATE:
October 6, 2008
SUBJECT: Annual Request to Carry Forward 2008 Vacation
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To be recognized as a desired employer
3. To promote Elgin as "The Place to Live"
4. To provide innovative and collaborative quality service
5. To recognize and seize opportunities for improvement
INTRODUCTION:
The Ontario Nurses Association (ONA) has within the Collective Agreement, the
ability for Registered Nurses to apply for a carry over of vacation into the
following year.
DISCUSSION:
As per the current Collective Agreement with ONA, Registered Nurses do have
the ability to submit a written request to carry forward a portion of their 2008
vacation entitlement into the 2009 calendar year. These requests are subject to
the Employer approval, which will not be unreasonably denied.
CONCLUSION:
At Elgin Manor, two Registered Nurses have submitted written requests to carry
forward Vacation.
. Nurse 1
. Nurse 2
10 Vacation days to be carried over
3 Vacation days to be carried over.
RECOMMENDATION:
That the report entitled Annual Request to Carry Forward 2008 Vacation be
received and filed.
Respectfully Submitted
f2- Lt/7'\rI~<J{,~
Pat Vandevenne
Director of Seniors Services, Elgin Manor
Mar l3':-MGblor.lal
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
From: Pat Vandevenne - Director of Senior Services-BY & EM
Rhonda L. Roberts-Director of Senior Services-TL
Date: October 8, 2008
Subject: Ministry of Health & Long Term Care - LHIN - PSW Funding Announcement
CORPORATE GOALS:
To ensure fiscal responsibility and accountability
To provide innovative & collaborative quality service
To recognize and seize opportunity for improvement
INTRODUCTION:
In August 2008, the Minister of Health and Long-Term Care-LHIN announced $23.3 million in
2008/2009 funding across the long term care sector to support the creation of 873 PSW positions
in the long-term care homes sector.
DISCUSSION:
The intent of the additional funding is to target the initial creation of 873 new PSW Full-Time
Equivalent (FTE) positions. LTC home operators are expected to create net new PSW FTE
positions with the funding, as allocated by home.
LTC homes will receive a per diem increase of $1.25 in the Nursing and Personal Care envelope
adjusted for Case Mix Index (CMI). The funding will be allocated on a monthly basis beginning in
the September 2008 payment notice and will include a retroactive adjustment August 2008.
This increase to base funding is a four year commitment to provide funding to create 2,500 new
PSW positions (FTE's) in the LTC homes sector. Future instalments will be announced at a later
date. It is unclear if funding will continue after the fourth year therefore, the hours will be posted as
temporary full time to avoid possible future layoffs in the event that funding does not continue.
The estimated Increase in full time equivalents per home:
Temp.
Home FTE
increase
Bobier Villa 1
Elgin Manor 1
Terrace Lodqe 2
2
The County of Elgin Homes continue to staff personal care hours per resident per day, higher than
the provincial average as indicated in the chart below.
Provincial Average 2.089
Bobier Villa 2.440
Elgin Manor 2.220
Terrace Lodge 2.220
LTC homes providing enhanced levels of staffing are not permitted to retain the PSW funding for
purposes other than to create additional FTE PSW positions. Any unspent funding is subject to
reconciliation (claw back).
Estimated 2008 funding levels (August - December) and respective increases to care hours - per
resident day (PRD) for the County of Elgin Homes are projected as follows:
Revised
Home Funding Hrs PRO
Bobier Villa * $22,911 2.54
Elgin Manor $40,438 2.33
Terrace Lodge $47,286 2.34
* It is important to note that Bobier Villa care hours PRD are higher due to staffing requirements
related to a 19 bed unit.
CONCLUSION:
The County of Elgin Long Term Care Homes have an excellent reputation for providing quality
nursing care to it's residents, delivered at a staffing level higher than industry average. Entering in
to an agreement with the LHIN would add additional PSW hours per home therefore increasing
part-time positions to full time. There will be no added cost to the County.
RECOMMENDATION:
THAT the report titled Ministry of Health & Long Term Care - LHIN - PSW Funding
Announcement be received and filed.
Respectfully Submitted
12. L)t)/Y'\rJ~<,l[~
Pat Vandevenne
Director of Senior Services, BV & EM
Approved f P8U15mission
Mark McDonald
Chief Administrative Officer
'~ tM-~ tt~
rJ tJJ '1{0-:. ./ ~
Rhonda L. Roberts
Director of Senior Services, TL
REPORT TO COUNTY COUNCIL
FROM: Dorothy Schaap, Payroll & Benefits Coordinator
Linda Veger, Director of Finance
DATE: October 9,2008
SUBJECT: Excess Indemnity Renewal 2009, Occupational Accident Insurance
CORPORATE GOALS:
. To ensure fiscal responsibility and accountability
. To be recognized as a desired employer
. To provide innovative and collaborative quality service
INTRODUCTION:
The County's Excess Indemnity and Occupational Accident Insurance are to be
renewed at 12:01 a.m. on January 1,2009.
DISCUSSION:
As requested by County Council at last year's renewal, the renewal for 2009 covers
the period from January 1, 2009 to October 31, 2009.
The Excess Indemnity Policy assists with liability for claims in excess of $350,000.
The Occupational Accident Policy covers for partial or permanent disability on the
job. To date $ 625,000 has been received from Chubb Insurance Company of
Canada for claims that have exceeded $350,000.
With the ongoing efforts and diligence of the Human Resources Co-ordinator with
claims management, the assistance of Acclaim Ability Management, training,
policies and senior management, staff has seen reductions in accidents and shorter
time periods away from work when they do occur.
Due to continued growth of large losses, the rate has increased from $.402/100 to
$.464/100, a 15% increase. Also, due to annual increases, additional staff, salary
continuance as example, assessable earnings are approximately $1 million higher
for the 2009 coverage year. The Occupational Accident Insurance coverage
(CHUBB) rates are increased by 1%.
The premium for the Excess Indemnity for the 10 month period in 2009 is
approximately $67,319 including taxes. The Occupational Accident Insurance
premium for 2009 is approximately $8,058 including taxes.
The chart below indicates the 2008 and 2009 premiums.
2008 2009 2009
Based on 366 days Based on 365 days Based on 304 days
including taxes including taxes including taxes
at Council's request
Excess Indemnity 62,649.72 80,826.12 67,318.56
Occupational Accident 9,617.40 9,677.61 8,057.88
72,267.12 90,503.73 75,376.44
This represents an annual increase of approximately $18,236.61 but at County
Council's request last January, the renewal date has been changed to November 1st.
The current provider continues to seek alternate insurers, but unfortunately at this
time, there continues to be little demand for this type of coverage for the municipal
sector.
CONCLUSION:
Excess Indemnity coverage as well as Occupational Accident coverage for the
County for 2009 must be secured. Also, as previously agreed by Council, the
renewal period is January 1, 2009 to October 31, 2009.
RECOMMENDATION:
THAT County Council approves the Excess Indemnity coverage and Occupational
Accident coverage for 2009 in the amount of approximately $75,377; and,
THAT the premium be funded from the WSIB Reserve Account.
Respectfully Submitted
Approved for-SU
(}Al_L~f
Dorothy Schaap
Payroll & Benefits Coordinator
4.~4<UJ
Linda Veger
Director of Finance
Mark Mc onald
Chief Administr
Harley . nderhill
Director f Human Resources
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Director of Community and Cultural Services
Sonia Beavers, Purchasing Coordinator
DATE:
October 2,2008
SUBJECT: Replacement Vehicle for Elgin County Library
CORPORATE GOALS REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
The County of Elgin leases a 2006 Cargo Van for the Elgin County Library. The lease ends
December 20, 2008. This report recommends that the van be purchased once the lease
expires.
DISCUSSION:
The current leased vehicle is a 2006 V8 GMC Cargo Van that has almost 88,000 km and
has served the library well.
Staff have explored options for replacing the van once the lease expires. Quotations were
circulated to all Elgin County new vehicle dealers. The results of the quotation are as
follows:
Dealer Option # 1 Option # 2
Purchase Price (inclusive of Monthly Lease
taxes) (inclusive of taxes)
(36 month term)
St. Thomas Ford Lincoln Sales $27,235.57 $ 21,897.00
Dempsev Chrysler No Bid No Bid
Fordham GM No Bid No Bid
EIQin Chrysler Ltd No Bid No Bid
Hutchison Motors No Bid No Bid
Miller Ford No Bid No Bid
Disbrowe Pontiac Buick No Bid No Bid
Co-Trac No Bid No Bid
St. Thomas Ford Lincoln Sales submitted the only bid for a Monthly Lease Option and a
Purchase Option for a 2009 Ford Econoline 250. St. Thomas Ford Lincoln Sales
submitted a pricing option of paying for the lease in a one-time up front payment thereby
saving financing charges. The one time up front payment is quoted at $ 20,615.04
(inclusive of taxes) realizing a savings of $1,281.96.
The County has the option of: 1) purchasing the leased vehicle coming off lease,
2) leasing a new vehicle over a three-year term, 3) leasing a new vehicle and paying the
three-year lease up front, 4) purchasing a new vehicle.
Option 1 (purchasino the current leased vehicle)
The lease end purchase option price is $14,144.11 inclusive of taxes. There are also
governmental fees and related charges such as safety certification, license transfer fees,
emissions testing which may total approximately $500.00, plus possible repair costs that
may be determined during the required safety and emissions check, although these repairs
are unlikely. The van will require new tires.
Although the current van has 88,000 KM of mileage, almost all of this is what can be called
"highway miles", meaning wear and tear on the engine and transmission has been
minimal. Loads tend to be fairly light and well within acceptable cargo limits for a van of
this size. It is reasonable to expect that a V8 cargo van driven under such conditions can
expect to accumulate at least 200,000 KM's or more of low maintenance driving, meaning
that staff can expect at least 3 to 4 years more year's of usage from the current van with
routine maintenance. Even if only three year's of usage is obtained, purchasing the
current van would result in an average annual cost of $5000 per year, a much better value
than leasing.
It should also be pointed out that the current van has been retrofitted with shelving and a
safety panel that were customized for the configurations of the 8M Savana. The safety
panel cannot be transferred to another model and the shelving would require modifications
given that cargo dimensions are slightly different with each manufacturer.
The library's operating budget currently allocates $13,000 per year towards the cost of the
van lease, maintenance and repairs. If Council endorses purchasing the current van out
of the County's vehicle replacement reserve, this line in the library's operating budget will
be reduced to help off-set the purchase of future County vehicles.
Option 2 (Ieasino a new vehicle over a three-year term) and Option 3 (Ieasino a new
vehicle and payino the three-year lease up-front)
The pricing difference between Option (2) and (3) from St. Thomas Ford Lincoln Sales is:
Net Leased Vehicle Amount $ 21,897.00 (includes taxes)
One time payment $ 20,615.04 (includes taxes)
Actual Savings of $ 1,281.96
The County currently earns approximately 2.35 % on cash deposits. St. Thomas Ford
Lincoln Sales financing cost of the three-year monthly payment lease is quoted as 11.75%
and the financing cost for paying the three-year lease up front is 9.50%. The buyout
(residual) value at the end of the 36 month lease will be $10,892.97 plus taxes, plus safety
and emissions certificates and administration fees.
Although the County has preferred leasing in the past, the lack of bids received is a clear
indication of a larger trend in the industry away from leasing. Leasing may no longer
represent the best value for taxpayers given the absence of a competitive environment. In
any case, annual costs over a three year period would average approximately $7000
without any equity in the vehicle at the end of this period.
* Note: The lease program quoted above may change prior to delivery of the vehicle. The
lease rate quoted is subject to interest rates, residual and program changes.
Option 4 (purchasinQ a new vehicle)
The purchase price for a 2009 Ford E250 is $27,235 (inclusive of taxes). In light of the
lack of competition for leasing options, Council may wish to give consideration to
purchasing an entirely new vehicle if purchasing the current van is not pursued. Although
only one bid was received for this option, staff are satisfied that the price is competitive.
Reasonably, staff can expect to receive six years of usage from this vehicle, amounting to
an annual cost of approximately $4500 per year. While the annual costs over a six year
period seem lowest compared to the options of buying the current vehicle of leasing, staff
do not recommend that this option be pursued given that a new van would also need to
retro-fiUed to serve the library's purposes, costs for which could be as much as $1200 in
total, meaning that this option is not cheaper an annual basis than buying the current van.
CONCLUSION:
The existing lease on the GM Savana Van will expire on December 20, 2008 and the use
of a vehicle is required to transport books between the library branches. Quotations were
circulated as per the County's Procurement Policy and sent to all eight new vehicle dealers
in Elgin County. The County of Elgin received one response. Staff are recommending that
the library's current van be purchased once the lease expires as it has served the library
well and will continue to do so for three or more years.
As a departure point, Council should be aware that the previous two times a Request for
Quotation for new vehicles was issued, the County received only 2 responses. The vehicle
in Engineering Services will need to be replaced in 2009. In the past car dealers were
invited to bid. In the future, to ensure a fair competitive bid process, new vehicle dealers
from outside Elgin County may be approached to provide a quote.
RECOMMENDATION:
THAT, the leased 2006 GM Savana be purchased for the buyout residual price of
$14,144.11 inclusive of taxes plus other applicable charges related to the purchase of the
vehicle with funds allocated from the Capital - Vehicle Replacement fund.
Respectfully Submitted
ike18Q
Director of Community & Cultural Services
~Dro ~ro,~~
Sonia Beavers
Purchasing Co-Ordinator
Mark . Me
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Director of Community and Cultural
Services
DATE:
September 29, 2008
SUBJECT:
Horticultural Society Plaque at Rodney Library
CORPORATE GOAL/S} REFERENCED:
To promote cultural services;
To forge community partnerships.
INTRODUCTION:
The Rodney & District Horticultural Society wishes to install a plaque in the
Rodney Library to commemorate deceased donors to the society. This report
recommends that County Council authorize the plaque's installation.
DISCUSSION:
The Rodney & District Horticultural Society wishes to install a plaque to
recognize deceased donors to the society. The society has been a long-standing
partner of the library over the years and its members volunteer their time to
provide landscaping services in front of the building.
Staff support the installation of such a plaque at the society's expense. The
Municipality of West Elgin also approves as the building's owner. A mutually
agreeable location has already been chosen inside the library. The society will
pay for all expenses relating to the plaque's installation.
CONCLUSION:
This report recommends that the Rodney & District Horticultural Society be
authorized to install a commemorative plaque inside the Rodney Library.
RECOMMENDATION:
THAT permission be granted to the Rodney & District Horticultural Society to
install a commemorative plaque inside the Rodne 0-i1mlfY.
Respectfully Submitte
MarkG.
Chief Administrative Officer
Brian Masschaele
Director of Community and
Cultural Services
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Director of Community and Cultural
Services
DATE:
October 3rd, 2008
SUBJECT:
Surplus Furniture at Land Registry Office
CORPORATE GOAL(SI REFERENCED:
To ensure fiscal responsibility and accountability;
To promote cultural services.
INTRODUCTION:
The Elgin County Land Registry office will be vacating its offices on Gladstone
Avenue in St. Thomas by the end of 2008. The report informs Council about the
status of County owned assets within the office.
DISCUSSION:
The Ontario Ministry of Government and Consumer Services is in the process of
moving the Elgin County Land Registry Office to new quarters at 1010 Talbot
Street in St. Thomas, thereby vacating their current offices adjacent to the Elgin
County Courthouse. The relocation will take place by the end of 2008.
Council may be aware that the County owns furniture and equipment at the office
as a result of an agreement established with the province when the function was
formally divested from the County. Staff have been working with the Registrar to
take account of these assets and to determine if they are of use to the County or
the province on an on-going basis. Staff have identified certain furnishings that
should be retained by the County, including an antique desk and a wooden
storage cabinet. Almost all other materials are being claimed by the province for
use in the office's new quarters or can be declared surplus. It is understood that
once the offices are fully vacated, the County will then release the province from
any future claims to furnishing and equipment associated with the Elgin County
Land Registry Office.
Council should be aware that the County still has significant assets at the Elgin
County Courthouse and these are unaffected by this transaction.
CONCLUSION:
The Elgin County Land Registry Office is moving to new quarters. This report
recommends that the County claim furnishings and other equipment of on-going
interest to the County and that all other materials be offered to the Province of
Ontario or be declared surplus.
RECOMMENDATION:
THAT any furniture and assets belonging to the County of Elgin at the Elgin
County Land Registry Office in St. Thomas of on-going or historic value to the
County be claimed by the end of 2008; AND
THAT all other assets be offered to the Province of Ontario or be declared
surplus by the end of 2008; AND
THAT the Province of Ontario be released from any further claims by the County
to furniture and equipment at the Registry Office effective January 1, 2009.
~';:ged
dan Masschaele
Director of Community and
Cultural Services
ubmission
MarR-G>M@onald
Chief AdminlSrrative-e
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Director of Community and Cultural
Services
DATE:
September 15th, 2008
SUBJECT:
New Signage In Front Of Administration Building
CORPORATE GOAL/S) REFERENCED:
To promote cultural services;
To recognize and seize opportunities for improvement;
To forge community partnerships.
INTRODUCTION:
This report recommends that signage with a digital message board be installed in
front of the Elgin County Administration Building that incorporates the County's
new logo to promote County events and services.
DISCUSSION:
Staff recommend that new signage be installed in front of the Elgin County
Administration Building that incorporates the County's new logo and brand
statement. The sign would also incorporate a digital message board to relay
information about programs and events taking place in the building, including
those taking place at the Elgin County Museum. Staff have received feedback
that more prominent signage is required for the museum for motorists along
Sunset Road. New signage would achieve this goal while at the same time
better promoting the County's new brand and all other County services.
Staff recommend that the sign be located in the vicinity of The Municipality of
Central Elgin's 10th anniversary garden at the north end of the property adjacent
to Sunset Road. It would be installed in such a way as to compliment the garden
without affecting its visual appeal. The sign's estimated dimensions are 11 feet
high by eight feet wide, a suitable size to incorporate a message board big
enough that could be read by passing motorists within a few seconds.
Staff recommend that Ministry of Culture grant funds currently in the budget of
the Elgin County Library be used to cover all expenses associated with the sign's
installation, the cost of which is estimated to be between $25,000 and $30,000.
No additional funds are required to proceed.
CONCLUSION:
This report recommends that new signage be installed in front of the Elgin
County Administration Building adjacent to Sunset Road.
RECOMMENDATION:
THAT promotional signage with a digital display board be installed in front of the
Elgin County Administration Building adjacent to Sunset Drive that incorporate
the County's new brand; AND
THAT funds be drawn from the operating budget of the Elgin County Library to
an upset limit of $30,000 and in accordance with the County's purchasing policy.
~
Brian Masschaele
Director of Community and
Cultural Services
Approved for
's .
Respectfully Sub
Mark . 6Qon
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters/ Director of Engineering Services
DATE: October 1/ 2008
SUBJECT: Request to Establish a Community Safety Zone - New Sarum School
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.
To recognize and seize opportunities for improvement.
INTRODUCTION
The County of Elgin has received a resolution (attached) from the Municipality of Central
Elgin/ to establish a Community Safety Zone (CSZ) on County Road #74 (Belmont Road)
within the Hamlet of New Sarum at the New Sarum school.
DISCUSSION
The purpose of Community Safety Zones (CSZs) are to change the behaviours of drivers in
a specific area through active enforcement where a documented need exists. CSZs are
not intended to be permanent installations and permanent solutions (such as reducing the
speed limit or eliminating hazards) should be implemented if driver behaviours do not
change. Studies also show that CSZs with active police enforcement have no further
influence over driver behaviour as compared to police enforcement alone.
The County has a policy to determine if areas warrant the installation of a Community
Safety Zone and is as follows:
In order for the establishment of a Community Safety Zone the
area must comply with 3 out of 4 of the following criteria:
. Minimum traffic volume of 2,500 vehicles per day.
. High truck traffic (>5%).
. High volume of children / seniors crossing the road or walking on the shoulder of
the road where sidewalks are not present (school or seniors home near or within
area).
. Poor sight distance for the posted speed limit.
That regardless of this policy, Council may elect to grant requests received by local
municipal councils at any time so long as all costs are borne by the requesting
municipality.
This section of Belmont Road complies with only 2 of the 4 policy criteria (MDT of 2650
and the truck percentage 6.07%). Anecdotal evidence suggests that, for the high volume
of children and seniors walking on the shoulder where sidewalks, are not present and sight
distance do not meet the policy criteria, therefore, the existing conditions on Belmont
Road in front of the New Sarum School do not automatically warrant a Community Safety
Zone using the policy requirements.
The policy also states that Council may elect to grant requests received by local municipal
councils at any time so long as all costs are borne by the requesting municipality,
regardless of the policy.
All school areas are places where public safety is of special concern and that criteria alone
should not persuade Council's decision to establish a CSZ at this location. In order to
address safety concerns, all County roads adjacent to school areas (including this location
at the New Sarum School) have school zone signs erected as per the Ontario Traffic
Manual to warn motorists of the presence of a school zone and the speeds are reduced to
50 kmph.
CONCLUSION
A requirement for a CSZ is a "demonstrated need that public safety is of special concern".
A policy has been established by Council to determine where CSZ's are warranted so that
damages to persons or public property do not have to occur prior to their establishment.
CSZ's are also not intended to be permanent installations. Their purpose is to change
driver behaviours in an area (along with active police enforcement) and then be removed
once the specific behaviours that initiated the CSZ are modified and other permanent
solutions are implemented to address the "safety concern". The County has consistently
installed school zone signage and reduced speed limits to 50km/h at all schools adjacent
to County roads to address safety concerns near schools.
The resolution supporting a CSZ in New Sarum from the Municipality of Central Elgin does
not automatically satisfy the policy criteria, and is therefore not recommended by staff. A
CSZ installation at the New Sarum School may prompt all schools to request similar
treatment.
Regardless, Council may elect to grant the request from the Municipality of Central Elgin
with all costs being borne by the municipality.
RECOMMENDATION
THAT the request for the establishment of a Community Safety Zone in New Sarum School
area from the Municipality of Central Elgin be denied for the reasons of not meeting the
County's warrant policy criteria.
RESPECTFULL Y SUBMITTED
Qt}tJ vdw
Clayton Watters,
Director of Engineering Services
Mark ElElrlaLd,
Chief Administrative Officer
The Corporation of the Municipality of
Central Elgin
450 Sunset Drive, 1 st Floor, St. Thomas, Ontario NSR 5Vl P: 519.631.4860 F: 519.631.403t
September 23rd, 2008
Clayton Watters
Director of Engineering Services
County of Elgin
450 Sunset Drive
Sl. Thomas, ON
N5R 5V1
Dear Mr. Watters:
Re: New Sarum Community Safety Zone
Please be advised that Council discussed the above noted matter at their meeting dated Monday,
September 22nd, 2008 and the following resolution was passed:
THAT: The Council of the Municipality of Central Elgin is agreeable to paying the cost of installing
community safety zone signs on Belmont Road in New Sarum subject to the County of Elgin
formally approving the community safety zone. CARRIED.
If you have any questions with respect to this information, please do not hesitate to contact me at
the municipal office.
Yours truly,
~X~
Dianne Wilson
Deputy Clerk
c.c. G. Reu, Councillor
L. Perrin, Director of Physical Services
RECEIVED SEP 2 5 2008
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
September 25, 2008
SUBJECT:
Budget Comparison - August 31, 2008
Corporate Goal Referenced:
To ensure fiscal responsibility and accountability.
Introduction:
Attached is the budget comparison to August 31, 2008 for the County operating
departments.
Discussion:
The departmental totals are reasonable for the eighth month of the year. Negative trends
are not apparent.
Financial Services - (10,399) - advertising for the Treasurer's position.
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 August
31.
Library - 132,839 - the provincial grant has been received 116,739.
Provincial Offences - the first payments have been made to the municipalities in July.
Ambulance Services - Payments to the contractor are under budget leading to lower than
expected revenues from St. Thomas. The up-staffing approved with the 2008 budget took
place on August 31, 2008.
Collections - payments have been made to the municipalities in July.
Economic Development - (12,210) - grant monies to be received shortly.
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 $261,687 to August 31, 2008. All indications are that this
trend will continue.
Recommendation:
THAT the report titled Budget Comparison - August 31, 2008 and dated September 26,
2008 be received and filed.
Respectfully Submitted
A~ro ed for Submission
r!t~'AJ~
Linda B. Veger
Director of Financial Services
MarK. onald
Chief Administrative Officer
COUNTY OF ELGIN
Departmental Budget
Comparisons
For The 8 Periods Ending August 31, 2008
Total YTD YTD Variance %OF
Budget Budget Actual 0 Budget
Warden & Council
Wages 197,980 131,987 131,447 540
Benefits 38,900 25,933 5,394 20,539
Operations 74,275 55,250 49,596 5,654
Total 311,155 213,170 186,438 26,732 59.92%
Administrative Services
Wages 286,923 187,648 187,099 549
Benefits 70,519 46,119 43,715 2,405
Operations 16,300 10,867 10,077 790
Total 373,742 244,634 240,890 3,744 64.45%
Financial Services
Wages 336,733 220,223 219,974 249
Benefits 79,754 52,159 53,384 (1,225)
Operations 17,332 11,555 20,978 (9,423)
Total 433,819 283,937 294,336 (10,399) 67.85%
Human Resources
Wages 338,486 221,370 214,606 6,764
Benefits 82,445 53,944 46,963 6,982
Operations 17,800 11,867 9,489 2,377
Total 438,731 287,181 271,059 16,122 61.78%
Administration Building
Wages 202,630 132,520 128,845 3,675
Benefits 48,848 31,947 30,472 1,475
Operations 123,280 82,187 47,393 34,794
Total 374,758 246,653 206,710 39,943 55.16%
Corporate Expenditures
Insurance 259,000 242,511 221,990 20,521
Telephone 35,000 23,333 24,363 (1,030)
Legal & Professional 162,000 108,000 100,638 7,362
Retiree Benefits 18,000 12,000 10,992 1,008
Other Expenditures 90,675 60,450 38,869 21,581
Total 564,675 446,295 396,852 49,443 70.28%
Engineering
Wages 274,910 179,791 187,356 (7,565)
Benefits 62,633 40,962 42,940 (1,978)
Operations 68,800 45,867 13,351 32,515
Maintenance 2,645,542 1,340,271 1,315,121 25,150
Total 3,051,885 1,606,891 1,558,769 48,122 51.08%
Agriculture
Fees Revenue 0 0 (624) 624
Operations 34,500 17,350 8,489 8,861
Total 34,500 17,350 7,865 9,485 22.80%
Elgin Manor
Revenues (4,793,451) (3,195,634) (3,208,200) 12,566
Wages 4,385,801 2,868,314 2,814,081 54,233
Benefits 1,185,466 775,295 714,238 61,056
Operations 1,009,930 673,287 594,203 79,084
Total 1,787,746 1,121,261 914,322 206,939 51.14%
Terrace Lodge
Revenues (5,396,941 ) (3,597,961 ) (3,618,746) 20,785
Wages 4,582,460 2,996,929 3,062,801 (65,872)
Benefits 1,121,433 733,417 775,363 (41,946)
Operations 1,136,675 757,784 571,229 186,555
Total 1,443,627 890,169 790,647 99,522 54.77%
Bobier Villa
Revenues (3,025,137) (2,016,758) ( 1,986,263) (30,495)
Wages 3,103,499 2,029,688 2,046,078 (16,390)
Benefits 722,396 472,447 479,949 (7,502)
Operations 749,653 499,769 343,243 156,526
Total 1,550,411 985,146 883,007 102,139 56.95%
Museum
Wages 102,025 66,775 76,045 (9,270)
Benefits 24,836 16,243 17,142 (899)
Operations 25,300 16,867 2,454 14,413
Total 152,161 99,885 95,641 4,244 62.85%
Library
Wages 1,209,766 791,187 796,458 (5,271)
Benefits 318,300 208,168 193,822 14,346
Collections 245,000 163,333 171,133 (7,799)
Operations 246,247 164,165 32,602 131,563
Total 2,019,313 1,326,853 1,194,015 132,839 59.13%
Archives
Wages 97,316 63,645 82,293 (18,648)
Benefits 24,602 16,090 17,635 (1,546)
Operations 51,800 34,533 11,739 22,794
Total 173,718 114,268 111,668 2,600 64.28%
Land Division
Wages 56,464 37,125 33,763 3,362
Benefits 10,260 6,718 6,556 162
Operations (63,000) (42,000) (45,873) 3,873
Total 3,724 1,843 (5,554) 7,397 (149.14%)
Emergency Measures
Wages 5,460 3,571 3,571 0
Benefits 1,420 929 929 0
Operations 9,000 6,000 2,811 3,189
Total 15,880 10,500 7,310 3,189 46.03%
Information Technologies
Wages 209,365 136,925 138,496 (1,571)
Benefits 53,938 35,275 34,144 1,131
Operations 317,700 211,800 143,255 68,545
Total 581,003 384,000 315,896 68,104 54.37%
Provincial Offences
Grant (78,590) (52,393) 0 (52,393)
Fines Revenues (850,000) (566,667) (564,084) (2,583)
Shared Revenues - Municipal 494,799 247,400 291,893 (44,494)
Wages 159,687 104,435 108,577 (4,141)
Benefits 38,632 25,265 27,469 (2,204)
Operations 213,175 142,117 98,515 43,602
Total (22,297) (99,843) (37,630) (62,213) 168.77%
Ambulance Services
Province of Ontario (3,551,002) (2,367,335) (2,406,484 ) 39,149
City of SI. Thomas (1,433,802) (955,868) (878,087) (77,781)
Contractor Payments 6,940,053 4,626,702 4,455,293 171,409
Wages 70,592 46,167 46,516 (348)
Benefits 17,549 11,477 11,323 154
Operations 35,300 23,533 16,743 6,790
Total 2,078,690 1,384,677 1,245,304 139,373 59.91%
Collections
Revenue (461,175) (307,450) (237,792) (69,658)
Shared Revenues - Municipal 262,652 175,101 79,930 95,171
Wages 0 0 0 0
Benefits 0 0 0 0
Operations 180,475 120,317 71,973 48,344
Total (18,048) (12,032) (85,889) 73,857 475.89%
Tourism
Grants (82,791) (55,194) (47,232) (7,962)
Wages 60,281 39,424 51,976 (12,552)
Benefits 13,680 8,947 7,117 1,829
Operations 119,395 79,597 46,207 33,390
Total 110,565 72,773 58,068 14,705 52.52%
Economic Development
Grants (20,000) (13,333) 0 (13,333)
Wages 82,519 53,967 53,113 855
Benefits 20,524 13,423 13,107 315
Operations 174,300 116,200 116,247 (47)
Total 257,343 170,257 182,467 (12,210) 70.90%
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
October 2, 2008
SUBJECT:
Reserve Policy
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
In March Council approved the following:
THAT staff be directed to develop a reserve policy to be presented to Council later in
the year.
In order to prepare this policy staff must first determine the reserves that are considered
designated or undesignated:
A designated or reserved reserve is a fund whose use has been designated by Council
- as example the Road Maintenance Reserve.
An undesignated reserve or unreserved reserve is a fund that is available for spending
- as example the Mill Rate Stabilization Reserve.
DISCUSSION:
Healthy reserve balances can provide flexibility for Council to meet financial obligations
that were not anticipated during the budget process. It also provides cash flow that
negates the use of bank financing thereby saving the County financing costs and
providing investment income. Examples of how this reserve has been utilized: a) to
cover the shortfall in the budget for the Zoll defibrillators ($100,000) and b) to cover the
unexpected additional expenditures for the third floor renovations ($50,000).
The Government Finance Officers Association (GFOA) suggests a minimum unreserved
fund balance of no less than five to fifteen percent of regular operating revenues with
most municipalities choosing 10%. The County's 2008 budgeted operating revenues
total $41,962,438 and therefore 10% equates to $4,196,244. The operating revenues
are determined as follows:
2008 total budaet $49,429,016
Less: Capital 6,550,328
Less: Amounts set aside as reserves 916,250
2008 operatinq revenues
10%
$41,962,438
$4,196,244
Staff is recommending that the following reserves are undesignated and should be
consolidated into the Mill Rate Stabilization Reserve which is considered an
undesignated reserve.
Reserve Mill Rate Stabilization
Reserves Tourism
Reserves Ambulance Severance
Total (as of October 2,2008)
$1,397,855
36,000
209,858
$1,643,713
The shortfall between actual and the calculation is $2,552,531. This is a significant
shortfall. In order to narrow the gap, Council may consider increasing the annual budget
for the Mill Rate Stabilization reserve to a minimum of $200,000 plus reserve the first
$250,000 of any annual operating surplus until such time as the balance reaches the
10% minimum.
CONCLUSION:
There is a significant shortfall between the actual undesignated reserve balance and the
recommended 10% of operating revenues. Staff recommends increasing the annual Mill
Rate Stabilization budget along with setting aside a portion of any annual operational
surplus until such time as the target is achieved.
RECOMMENDATION:
WHEREAS, Council acknowledges that an adequate undesignated reserve balance is
essential in maintaining the County's strong financial standing, and;
WHEREAS, should the County move into a borrowing or debenture situation, a healthy
undesignated reserve balance provides evidence to bond rating agencies of financial
stability and credit worthiness, and;
WHEREAS, an undesignated reserve balance can provide for capital expenditures,
unanticipated emergency expenses, revenue shortfalls, and one-time expenditures;
NOW, THEREFORE be it resolved that the following be adopted:
1. That an amount equal to at least 10% of operating revenues be established as a
minimum undesignated reserve balance.
2. That annually, until such time as the undesignated reserve balance is equal to
10% of operating revenues, no less than $200,000 be budgeted for the Mill Rate
Stabilization Reserve.
3. That, in the event of an operating surplus and until such time as the 10% target is
met, as a minimum the first $250,000 of the surplus be set aside in the Mill Rate
Stabilization Reserve.
4. That Council may determine to expend or reserve amounts greater than that
listed above based on the immediate or long-term needs of the County.
or~~.J~
Linda B. Veger
Director of Financial Services
u mission
Respectfully Submitted
Mark . G nald
Chief Administrative Officer
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CORRESPONDENCE - October 21.2008
Items for Information (Consent Aaendal
1. Peter Hume, AMO President, Association of Municipalities of Ontario, thanking the
membership for their support, outlining some issues the Association will be working
on in the coming year and with a copy of the 2007 Annual Report. (ATTACHED)
(report available upon request)
2. R. Millard, C.A.O.lClerk, Township of Malahide, with copy of correspondence to the
Ministry of the Environment concerning the Imperial Tobacco Waste Disposal
Application for soil washing within the Town of Aylmer. (ATTACHED)
3. Hon. Dalton McGuinty, Premier of Ontario;
M. Bredeson, Executive Correspondence Officer, Office of the Prime Minister;
acknowledging Council's resolution concerning the protection of Canada's water
resources. (ATTACHED)
4. Thank card from Councillor Jim Mcintyre's family. (ATTACHED)
5. Central Community Health Centre, announcing a Community Forum to be held at the
St. Thomas Seniors' Centre on November 5th, 1-4 pm or 6-9 pm. (ATTACHED)
.6at1te
Association of Municlpalllies of Ontario
Association of
Municipalities of Ontario
OFFICE OF THE PRESIDENT
RECEIVED
September 23, 2008 SEP 2 9 2008
Members of Council COUNTY OF ELGIN.
The Association has emerged from yet another succ~PJmj~%'YMl~~k%~~VI9~ant to take this
opportunity to share with you a number of thi[1gs.
First - a thank you to the membership for bestowing upon me the privilege of becoming your
President. During the 12 years that I've been a member of the Board, I have watched the
. Association grow and become a very influential organization. With your support, we will
continue to do even more - always focused on our advocacy work and development of
services. I have enclosed a copy of the 2007 Annual Report. It provides a synopsis of the
Association's activities for the last year, and an outline of our products that can mean a
difference in stretching your revenue and reducing your costs. I urge you to read it.
I want to acknowledge Doug Reycraft's devoted leadership as president for the hist two years.
If you were not in attendance at the August annual conference, you may not be aware that I
have asked Doug to continue to lead the AMO elected representatives at the Provincial-
Municipal Fiscal and Service Delivery Review Table. The final stage of this project requires
continuity. I also want to acknowledge the time and effort of my colleagues on that team as well
as the contribution of AMO staff and municipal staff, who have undertaken research, worked to
build and analyze data, and brought forward ideas for good public policy and good fiscal policy.
. We know that the financial situation for the province has changed this year, and that the
Province's surplus for the 2007-8 fiscal year is unlikely to be repeated next year. The $1.1
billion of the 2007-8 surplus that is being provided by the Province for municipal capital
investment in infrastructure is significant. While we have a long way to go to eliminate the
municipal infrastructure deficit, we continue to make progress.
AMO, along with the Federation of Canadian Municipalities and other provincial and territorial
associations, are working to see that municipal priorities are considered during the federal
election period.. And we will be there afterward, promoting the municipal orderof government
and the needs of their communities. I encourage you to press your local candidates on the
municipal priorities. I refer you to AMO's Federal Election Alerts which set out these priorities,
including the need for fairness for Ontario. There is no justification for Ontario to receive less
than a fair sphere of provincial/territorial allocations for national programs or for the federal
Employment Insurance rules that short-change Ontario workers.
There are a number of new and emerging. issues that the Association is working on including
economic development, climate change, Hydro One OEB rate applications, aboriginal relations
.../2
200 University Ave., Suite 801 Toronto ON M5H 3C6 Canada I E-mail: amo@amo.on.ca. ~
1 www.amo.on.caTel: (416) 971-98561 Fax: (416) 971-61911 Toil-free in Ontario: 1-877-426-6527 n
2
and a submission to the Premier's Propane Review Expert Panel to name a few. We continue
to advance our policy work on immigration and our integrated waste strategy which the Province
has begun to implement with LeBO deposit return, and 100% producer responsibility for
electronic waste ar:4 special waste. We are also pressing hard for a national housing strategy
and we continue tei. advocate for the predictable, stable infrastruoture funding municipalities
need to keep or communities, our province and our country strong and competitive.
. i- :'-.
With your involvement and local support on these and other issues, I know that we can continue
to make a difference for the better for our communities. I look to working with you as AMO
continues to champion municipal governments of types and all sizes in every part of Ontario.
~~
Peter Hume
AMO President
200 University Ave., Suite 801. Toronto ON M5H 3C6 Canada 1 E-mail: amo@amo.on.calif.W
1 www.amo.on.ca Tel: (416) 971-98561 Fax: (416) 971-61911 Toll-free in Ontario: 1-877-426-6527 n
~9/19/2008 FRI 14:43
~ John Street South,
Aylmer, Ontario N5H 2C3
Telephon.: 519.773..5344
Fox: 519-773..5334
www.townsnlp.malahtde.on.ca
FAX 519 773 5334 TWP OF MALAHIOE ~~~ County of Elgin
~OOl/001
A proud tradition, a bright future.
MALAiiS.H.II
September 19,2008.
Ministry of the Environment,
Environmental Assessment and
Approvals Branch, Floor 12A,
2 St. Clair Ave., West,
TORONTO, Ontario
M5V IL5
Attention: Margaret Wojcik, P. Eng.
Senior Waste Engineer
Dear Ms. Wojcik:
RE: Imperial Tobacco - Waste Disposal Application.
Malahide Township Council met on September 18,2008, and passed the following
Resolution:
THAT Malahide Township Council support the letter of the Cpunty of Elgin to the
Ministry of Environment sent September 17, 200S,regarding their concerns of the
issuing of a waste disposal application for soil washing to Imperial Tobacco Canada
Ltd., on Lot 82, Part 2, Reference Plan HR, within the Town of Aylmer. .
THAT the Corporation also has concerns regarding water demands, storage and
removal of both the contaminated material and materials to be removed and storage
and removal of the wash.
AND THAT upon receipt of the information requested Malahide Township Council
would then provide further comments.
We look forward to receipt of ftuther information with respect to this matter.
Yours very truly,
TOWNSHIP OF MALAHIDE
tJ~
R. MILLARD, C.A.O./CLERK
V
Copy - County of Elgin
Town of Aylmer
\\malahidets.local\usersfiles$\diana\diana's files\Randy 2008\moe - imperial- waste disposal- sept 19,doc
RANDALL R. MILLARD SUSAN E. WILSON
C.A.O./Clerk Treasurer
treosurer@lownship.moJohide,on.ca
Rece ived Time Sep, 19, 2008 2:42PM No, 1329
The Premier
of Ontario
Le Premier ministre
de l'Ontario
til
.......'
Ontario
Legislative Building
Queen's Park
Toronto, Ontario
M7A 1A1
Edifice de l'Assemblee legislative
Queen's Park
Toronto (Ontario)
M7A1A1
September 30, 2008
R"""Ii"'<''''''''~~ RP"D
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Mrs. Sandra J. Heffren
Deputy Clerk
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
OCT ~ 6 2008
COUNTY OF ELGIN
ADMINISTRA liVE SERVICES
Dear Mrs. Heffren:
Thank you for your letter of September 9 providing me with a copy of council's
resolution regarding protecting Canada's water resources. I appreciate your keeping me
informed of council's activities.
I note that you have sent a copy of council's resolution to my colleague the Honourable
John Gerretsen, Minister of the Environment. I trust that the minister will also take
council's views into consideration.
Thank you again for the information.
Yours truly,
~
Dalton McGuinty
Premier
c: The Honourable John Gerretsen
@
Office of the
Prime Minister
Cabinet du
Premier ministre
Ottawa, Canada K1A 0/'2.
October 1, 2008
RE"(':'''W''""\''-D
'.o,W -tf."'-II ~ J.J ~~~
"i'i' (~ e >,l
.~_..~,~ '",;-G' j0-:g If. ,_, l!7,,,", '....
Mrs. Sandra J. Heffi"en
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. llhomas, Ontario
N5R 5VI
OCT ~ 7 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Mrs. Heffi-en:
On behalf of the Right Honourable Stephen Harper, I would like to
acknowledge receipt of your correspondence of September 9, with which you enclosed a
copy of a resolution of the 1l0wnship of Galway-Cavendish and Harvey, as endorsed by
the Council of the Corporation of the County of Elgin, regarding the protection of
Canada's water resources.
You may be assured that the views expressed in the resolution have been
carefully reviewed. As a copy of your correspondence has already been sent to the
Honourable John Baird, Minister of the Environment, I am certain that he will have
appreciated receiving this information.
I have directed a further copy to the Honourable David Emerson, Minister
of Foreign Affairs, for his information and consideration.
llhank you for writing to the Prime Minister.
Yours sincerely,
}VI. 15iu~1J
M. Bredeson
Executive Con'espondence Officer
Canada
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Community Forum
Are you a community member, someone who is concerned about
healthcare services, healthcare provider, member of a social
service organization, faith community, professional association,
municipal government official, concerned citizen, volunteer,
parent, senior, teenager, or a caregiver?
This is your chance to learn more about what a community health
centre (CHC) can offer, and for you to participate in planning the
services to be offered by our CHC.
Everyone is welcome and your input is strongly encouragedl
RSVP: info@centraICHC.ca or call 519-633-5200 ext 224
There is no cost to attend but we ask that you call or
email to confirm attendance to allow us to adequately
prepare and accommodate. Let us know which session
(afternoon or evening) you will be attending. Special
needs, concerns or questions? Please give us a call or
send us an email.
Ontario's Community
Health Centres
What are CHCs and AHACs?
Community Health Centres (CHCs)
Community health centres are not-for-profit, community-governed organizations that provide primary health
care, health promotion and community development services, delivered by inter-disciplinary teams working
in collaborative practice. These teams may include physicians, nurses, nurse practitioners, dieticians,
health promoters, counsellors, community mental health outreach workers, social workers,
physiotherapists, Aboriginal traditional healers, and, Increasingly, oral health practitioners, who are paid a
salary, rather than through a fee-for-service system. Community Health Centres are governed by
Incorporated not-for-profit community boards made up of members of the community and representatives
of partner organizations. Community governance ensures that the health of a community is enhanced by
providing leadership that is reflective of its diverse communities. Community boards and committees
provide a mechanism for Centres to be responsive to the needs of their respective communities, and for
communities to develop a sense of ownership over "their" Centres.
Services are designed to meet the specific needs of a defined community. In addition, CHCs provide a
variety of health promotion and illness prevention services which focus on addressing and raising
awareness of the broader determinants of health such as employment and working condllions, physical
ability, education, environment, isolation, racialization, sexual orientation, social support, income and
housing. CHC care demonstrates the CHC sector's commitment to anti-oppression in all its forms (see
AOHC's Report of the Anti-oppression Working Group, 2007).
CHCs have been in existence in Canada since the 1920s; today, there are over 300 CHCs across Canada.
In Ontario, an announcement by the Ministry of Health and Long-Term Care in 2005 will increase the
number of communities and neighbourhoods benefiting from CHC's unique model of care to 117. This
includes services offered by CHCs, Aboriginal Health Access Centres (see below) and francophone
Centres de sante communautaire.
CHCs prioritize and focus their programs and services on priority populations: those who have difficulties
accessing a full range of appropriate primary health-care services. Some examples of priority populations
are members of linguistic or cultural groups, individuals who live in remote under-serviced communities,
individuals with low incomes, individuals who are newly-arrived to Canada, individuals who are homeless,
at-risk youth and the elderly. CHCs provide accessible primary healthcare services in northern and rural
communities, in communities where many people have a high risk of ill health or to individuals and families
with significant access issues, such as their race, ethnicity, or mother tongue. While focusing on priority
populations, CHCs also serve everyone in a community through programs and initiatives which develop
individual and community capacity, empowerment and well-being.
Community Health Centres are an integral part of the provincial healthcare system. Individual CHCs playa
significant role in the provision of essential services in many communities, and are often the main delivery
of community-based health services. CHCs strive to ensure seamless care across the continuum of
services and throughout an individual's life span by acting as hubs for information, education for self-care,
coordination of and integration with services across the health and social service spectrum. Through
community governance, personal development groups, advocacy and community initiatives, CHCs
promote both Individual and community ownership of health and well-being.
Rellised Jllb', 2008
Aboriginal Health Access Centres (AHAC)
Aboriginal Health Access Centres were created as part of the Aboriginal Healing and Wellness Strategy,
an initiative to improve access to appropriate primary health care for First Nations, Metis and Inuit peoples,
both on and off reserve. Currently there are ten AHACs in Ontario of which the majority are in the north.
AHACs offer culturally appropriate care that complements Western medical approaches through
interdisciplinary teams that also include practitioners such as traditional healers, elders, grandmothers and
midwives.
Range of Programs at CHCs and AHACs
Primary Care
Health Assessment
Clinical evidenced-based illness prevention and health promotion
Interventions for acute and episodic illness or injury.
Primary reproductive care
Early detection of initial and ongoing treatment of chronic illness
Care for the majority of illnesses (in conjunction with specialists as needed)
Education and support for self-care
Support for care in hospital, home and long-term care facilities
Arrangements for 24-hour/7 -day a week response
Service co-ordination and referral
Maintenance of a comprehensive medical record for each client in the centre
Primary mental health care including psycho-social counselling
Coordination and access to rehabilitation
Support for people with a terminal illness
Health Promotion and Community Capacity Building
Asthma health promotion
Smoking cessation
Nutrition workshops
Diabetes education
Housing security and homelessness
Food security
Access to employment
Supports to immigrants and refugees
Parenting support groups
Farm safety
Breast feeding support
Childbirth preparation
Bike safety
Seniors drop-in
Senior recreations
Stress management
Anger management
Self-esteem
Violence prevention
Community justice conflict resolution
Community kitchen, gardens
ESL preparation
Multi-lingual programming on a variety of topics
Youth programs
Women's support group
School snack program
CLOSED MEETING AGENDA
October 21. 2008
Staff Reports:
1) Chief Administrative Officer - Contract Negotiations for Waste Management
Other Business:
1) Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including
municipal or local board employees; Annual Performance Evaluation of Chief
Administrative Officer (under separate cover)
Administrative Services Department
Administration Building
450 Sunset Drive, SL Thomas, Ontario, N5R 5V1
Phone: (519) 631-1460 Ex!. 156
Fax: (519) 633-7661
County of Elgin
www.elgin-county.on.ca
Fax
To:
Fax:
Phone:
Re:
Warden Hofhuis and
County Councillors
Call Group
From:
Mark G. McDonald
mmcdonald@elgin-county.on.ca
October 17, 2008
including cover sheet
Additional Items for Council Agenda of
October 21, 2008
Date:
Pages:
cc:
Comments:
Staff Reports: (attached)
1) Tourism Development and Marketing Coordinator, "County Tourism Progress Report"
2) Chief Administrative Officer, "Expropriation - Quaker Road at Sparta"
Confidential Closed Meetin~ Reports:
1) Tree Commissioner, Municipal Act, Section 239 & 240.2(b) personal matters about an
identifiable individual- Tree By-Law Violation
2) Tree Commissioner, Municipal Act, Section 239 & 240.2(b) personal matters about an
identifiable individual- Tree By-Law Violation
Correspondence:
Items for Information (Consent A~endal: (attached)
1) Danny Brouillette, AlManager, Enabling Accessibility Fund, Office for Disability Issues,
Human Resources and Social Development Canada, advising that the County's grant
application for a barrier free accessibility ramp upgrade submitted under the Small
Projects Enabling Accessibility Fund Program was approved for $50,000.00.
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 RECENED THIS
COMMUNICATION IN ERROR, OR THERE ARE PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE.
REPORT TO COUNTY COUNCIL
FROM:
Karen Cummings, Tourism Development and Marketing
Coordinator
DATE:
October 9,2008
SUBJECT:
County Tourism Progress Report
CORPORATE GOAL(S) REFERENCED:
. To forge community partnerships
. To provide innovative and collaborative quality service
. To recognize and seize opportunities for improvement
INTRODUCTION:
With the addition of new staff, and a new Title defining the responsibilities of the
new Tourism Development and Marketing Coordinator, Elgin St. Thomas
Tourism Services has embraced a renewed vision, incorporating a pro-active
approach to realizing its goals of promoting and servicing tourism members,
developing local tourism product, and the affective marketing and promotion of
both that product and the area to be recognized as a premier destination.
Additionally, the "marketing" aspect of the title allows the department to develop
new priorities to increase recognition of Elgin County and St. Thomas as both
desirable living and working destinations, and a unique and authentic brand to
targeted audiences. Although still in the process of developing strategies to
achieve these goals, Economic Development and Tourism, a function of
Community and Cultural Services, has achieved a number of successes over the
summer.
DISCUSSION:
The "Marketing" aspect of the new job description immersed Elgin St. Thomas
Tourism Services staff in the development of the new economic development
marketing plan including;
- new Community Profiles, Municipal Profiles, Tri-fold Brochure, and
website
- the new Elgin County brand is available on promotional items
- Brand Launch on September 11 th at GT's, resulting in front page coverage
on local news publications including the St. Thomas Times Journal, the
Aylmer Express and the Lake Erie Beacon.
The Summer Starts Here Promotion:
included a coupon with discounts at a selection of tourism partner venues
initiated communications with members, and the press.
Media coverage included two A Channel feature stories airing at both the
news at 6 and 11 pm.
Renewed motivation of tourism partners to participate in new initiatives.
Media Successes:
- two page spread (worth approximately $2,500) in the Summer Destination
special insert (with increased circulation and summer long shelf life) of the
London Free Press for an advertising investment of $190.00
articles on the Talbot Trail of Yard Sales.
An upcoming article, written by staff, along with photo shoots on two
homes in Elgin County will appear in Lake Erie Living Magazine next
spring/summer.
Virtually every press release sent from the department has garnered at
least some media response.
Film and Television Initiative:
- attractions in Elgin County and St. Thomas have been afforded
professional photos of their venues that can be used in new marketing
pieces including web and print for a reasonable cost of $200.00.
- a package on each location will be sent to the Ontario Media Development
Corporation for inclusion in their potential film site database, which is the
go-to resource for film and television producers considering shooting in
Ontario.
Tracking of Tourism StatisticslTourism Booths:
Data was compiled from the tracking sheets completed by students in St.
Thomas, Port Stanley and Port Burwell and charts and graphs were
created which are easy to read and give information which will become the
base point of comparisons in coming years.
One of the highlights upon reviewing the statistical information was to see
the inclusion of TV and Radio as the answer to the "where did you hear of
Elgin County" question for the first time.
Internet was added to the Caboose in St. Thomas to enable our summer
students to better assist visitors.
Summer Student Projects:
an audit of local tourism product
an extensive list of all media in southern Ontario categorized by genre.
Ontario South Coast joint venture:
- Through partnering with Haldimand and Norfolk, Elgin County was able to
benefit from a $15,000 advertising campaign that includes radio
advertising in London, Hamilton and Kitchener - as well as web banners
on the weather network, and a postcard promotion into London, Ontario
over a 4 week period (ending third week of October).
$6,000 of those dollars were courtesy of the Ontario Tourism Marketing
Partnership Corporation's IPPP program.
arget markets in those areas are encouraged to visit
www.gosouthcoast.ca where there is more information on each County
and links to our individual websites.
IPM 2010
The 2008 International Plowing Match in Bruce County afforded promotion
of Elgin Tourism and Economic Development.
Over 1,000 Visit and Tour Guides were given out and promotional
assistance was lent towards promotion of the 2010 event.
Plans to include the 2010 IPM event on all new Tourism Marketing
materials is already underway, beginning with the new Visit and Tour
Guide.
Tourism Packages
packaging our attractions for inclusion in web, print and joint venture
advertising promotions to make sure booking an experience in Elgin
County is as simple as possible.
The first package, Rustic Indulgence includes an overnight stay at
Pinecroft, hot rock massage in their massage cottage, golf at
Tarandowah's Links course and dinner at M.E. and Suzies in Port Stanley.
This package will be linked to the Great Fall Drives promotion on the
Ontario Tourism website, and will appear on our website, along with both
Norfolk's and Haldimand's.
Many more packages will be created to target specific markets over the
coming year.
Ongoing and future initiatives:
re-vamping of the tourism website www.elgintourist.com
Tourism Development and Marketing Strategy. This thorough and
focused evaluation promises to do for Tourism what the Economic
Development Marketing Strategy has already done for Economic
Development.
The department also has plans to evaluate potential tourism development
sites and actively markeUsolicit them to appropriate tourism businesses.
Elgin St. Thomas Tourism Services hopes to secure a new tourism kiosk
in Port Stanley, and will be actively searching for grant funds and/or new
partnerships to do so for 2009.
There are also plans to increase the number of summer students in 2009
to 4 in order to staff a new tourism booth at Lakeview Gardens.
CONCLUSION:
In the past, much of the tourism efforts have been expended on local promotion
with very little focus on marketing or developing our Tourism Product. The recent
Premier Ranked Tourist Destination Framework Project observed a need to
further develop and promote our railway heritage, and the need for more name
brand accommodations. Both the Premier Ranked project and the more recent
Economic Development Marketing Strategy noted a fragmented approach to
tourism across the county, a non-committal approach to and perception of
tourism from many lower tier governments and the need for more partnerships
and team efforts. Tourism Services' recent endeavours have been initiated with
the intention of developing our product to a higher standard that will encourage
overnight stays and bring in more tourism dollars. Staff also hope to solidify the
tourism branding messages, and market to those who have never visited the
destination (rather then spending money on those who already know the
product). The department plans on taking advantage of every marketing
opportunity and getting more value for the advertising dollar by "tooting our own
horn" to motivate members.
RECOMMENDATION:
THAT this report be received and filed.
Respectfully Submitted
~'
. I~
'K re C mmings ~
Tourism Developme t and
M''''et~'d;" . ~
Alan mil
Deputy Director of Community
And Cultural Services
ij,~a~
Director of Community and
Cultural Services
Approve uemissiQn
- ')
r-_/
Mar~G:"" cDonald /
Chief Aaministrative Officer
REPORT TO COUNTY COUNCIL
FROM: Mark G. McDonald,
Chief Administrative Officer.
DATE: October 17, 2008
SUBJECT: Expropriation - Quaker Road at Sparta
CORPORATE GOAL(S) REFERENCED:
. To ensure fiscal responsibility and accountability
. To forge community partnerships
. To recognize and seize opportunities for improvement
. 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:
At its September 23fd, 2008 meeting, Council approved by resolution the
application to expropriate certain lands adjacent to Quaker Road in Sparta to
facilitate the replacement of the "Mill Creek Culvert". The purpose of this report
is to provide an update to Council on the expropriation proceedings to date.
DISCUSSION:
As directed by the County Solicitor and in keeping with the procedures of the
Expropriations Act, the County of Elgin has applied to itself for expropriation. In
fact, the County was served the application on October 15th, 2008.
Notice of Expropriation will be served upon registered owners and a notice will be
placed in the St. Thomas Times-Journal shortly. Anyone with an interest in the
property has 30 days from the date of first publication (expected to be on October
25th, 2008) to make an inquiry of the County of Elgin as to this expropriation and
to request a hearing of necessity as to such expropriation.
If a request for a hearing of necessity does not materialize, then the County may
pass a by-law acknowledging the expropriation and authorizing endorsements on
the Expropriation Plan. The passage of the by-law signifies the completion of the
expropriation and compensation is then issued to the parties.
-2-
CONCLUSION:
Expropriation procedures are proceeding for the properties affected by the Mill
Creek culvert replacement at Sparta.
RECOMMENDATION:
That this report be received and filed for information purposes.
All of which is respectfully submitted,
Mark G. na
Chief Administrative Officer.
.+.
Human Resources and Ressources humaines et
Social Development Canada Developpement social Canada
OCT 0 6 200B
Mr. Clayton Watters
Director of Engineering Services
The County of Elgin
450 Sunset Drive
Central Elgin, Ontario
N5R 5V1
Project Number: 7159700
Project Title: Barrier Free Accessibility Ramp Upgrade
Dear Mr. Watters:
We are pleased to inform you that your application for a grant submitted under the Small
Projects Enabling Accessibility Fund Program has been approved by the Minister of
Human Resources and Social Development Canada (HRSDC). Your organization will
receive a total of $50,000.00 to assist you in calTying out your Small Project entitled
"Barrier FreeAccessibility Ramp Upgrade". The grant will be paid in one installment
after your plarmed project start date of March 15, 2009.
Enclosed is a signed copy of your grant application, which now becomes the agreement
between your organization and HRSDC. This document includes the objectives,
activities, expected results, and the terms and conditions for the funding of your grant.
Please note that the conditions of your grant funding require that you submit, within 30
days of the end of your project, a final project repOlt. You are encouraged to submit
"before" and "after" photographs with your final report.
A Program Officer from the Office for Disability Issues will contact you shortly to
discuss possible approaches to reporting and to assist you with any concerns or questions
you may have. You will be submitting the final project report to the following address:
Enabling Accessibility Fund Program
Office for Disability Issues
105 Hotel de Ville
Bell Building, 1st Floor
Gatineau, QC KIA OJ9
.../2
Canada
RECEIVED OCT 1 5 2008
Should you have any questions regarding your grant or the process, please contact your
Program Officer Bmno Tavares by telephone at 819-994-5878 or by email at:
bmno. tavares@hrsdc-rhdsc.gc.ca
In closing, I would like to wish you every success in achieving the objectives of your
project.
Yours sincerely
D Bro . e
AlManager
Enabling Accessibility Fund,
Office for Disability Issues
Enclosure: 1