November 25, 2008 Agenda
PAGE #
2-3
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5-66
67-68
69-97
98-104
NOTICE:
ORDERS OF THE DA Y
FOR TUESDA Y. NOVEMBER 25. 2008 - 9:00 A.M
STUDENT EDUCA nON DA Y
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Introduction of Students
5th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 a.m. Dave Phillips, Town Crier Annual Report for 2008 (attachment)
9:15 a.m. Terry Day, MPAC, re: Market Value Reassessment
11 :30 a.m. Joel Nicholson, Supervisor, POA Collection, and Jim Clapp,
Commissioner of Finance and Treasurer, Region of Durham re:
Collection Services Purchase Agreement Update (report attached)
11 :45 a.m. Paul Faulds, Vice-Chair, Land Division Committee - 2008 Land Division
Committee Report (attachment)
Motion to Move into "Committee Of The Whole Council"
6th
7th
8th
Reports of Council, Outside Boards and Staff
Council Correspondence - see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
10th Closed Meeting Items (see separate Agenda)
11th Recess
12th Motion to Rise and Report
13th Motion to Adopt Recommendations from the Committee Of The Whole
14th Consideration of By-Laws
15th ADJOURNMENT
9th
LUNCH WILL BE PROVIDED
December 9, 2008 - 7:00 P.M. - Warden's Election Reception
December 11, 2008 - 9:00 A.M. - County Council Meeting
REPORT TO COUNTY COUNCIL
FROM: Dave Phillips, Town Crier
DATE: November 4, 2008
SUBJECT: TOWN CRIER ANNUAL ACTIVITIES
The following is the list of appearances that I have made as Town Crier for the
year 2008:
January 30
February 17
March 2
April 19
April 23
April 26
April 26
May 1
June 6
June 7
June 8
June 13
June 19
June 21
July 1
July4
July 5
July 9
- Robbie Burns Day - St. Josephs Regional Health Centre, St.
Thomas
- Elgin County Museum opening "The Emigrants' Kist"
- Easter Seal Telethon -St Thomas Seniors Center - live TV
- Attended and cried Freedom of the County to Elgin Regiment
- gave pins to 2 visitors from Newfoundland
- National Volunteer Recognition Week - St. Thomas Railway
Station
- presented 2 pins to members of the Bruce clan from Scotland
- St. Patrick's Hall, London, St. Joseph's volunteer dinner uniform
request - Presented pin to guest speaker
- Open Rosy Rhubarb - Shedden
- St. Thomas Air Cadets annual awards day and inspection -
Changed to St. Thomas arena next to Armories
- Rosy Rhubarb all day - Shedden
- Port Stanley Artist Guild opening Port Stanley Legion
- gave pin and supplied a map with route to Wisconsin couple
traveling all roads south of #3 Talbot Trail to Union Road, south
to Port Stanley, west Dexter Line to Port Bruce and Port Burwell
with stop at wind farm
- Art and Music in the Park West Lome
- Wedding St. Anne's Centre - evening
- Canada Day - Dutton
- Gave County pins to 7 wives of veterans traveling the County
from Alberta
- Attended wedding Tracy Gordon and Steve Ferguson. At
church service read the Ontario Guild wedding proclamation
and at reception attended to other requests by bride and groom
as town crier.
- media event Central Elgin boardwalk opening
- Presented a county pin to Jodi Frye Environmental Defense -
Blue Flag
- attended to seniors 10th anniversary picnic Pinafore Park S1.
Thomas
- Grand reopening of Village Crier Gallery Dutton - Canada's
version of Extreme Makeover (in 6 months)
- presented pins at Guelph University to Michael Ridley, Janet
Kaufman and Darlene the Archivist who assisted us in our
research.
- Customer Appreciation Day, Thamesville Credit Union - Dutton
- Shedden Fair - Presented pins to Fair King and Queen
- Shedden Fair - presented pins to BX93 and FM97 radio cruiser
personal
September 11 - Tourism launch at GT's on the beach - Colour only
September 26 - Arranged and greeted 40 people from Calgary traveling via
Carson Tours to Maritimes and back - 8th anniversary for this
one.
September 26 - presented County pin to Wallacetown Fair Ambassador
October 18 - John Kenneth Galbraith Literary Award - WEDS performing
Arts Center
- Jenny Phillips art show - Dutton
- Wardens Banquet - S1. Anne's Center
- Remembrance Service - Shedden Keystone Complex
- evening Remembrance Day - Currie Road, Dutton
July 9
July 20
August 13
August 22
August 23
August 24
October 25
November 7
November 9
November 10
2
Respectfully Submitted,
Dave Phillips,
Elgin's Town Crier.
LAND DIVISION COMMITTEE REPORT
November 25, 2008
To the Warden and Members of the Elgin County Council
The Land Division Committee reports on the number of applications and their disposition as follows:
LAND SEVERANCES
NOVEMBER 1, 2007 TO OCTOBER 31, 2008
Granted Not Existing New Surplus Easement! Deferred
Municipality Conditionally Granted Lot Lot Dwelling Right of Wayl or
Lease Tabled
2007 2008 2007 2008 2007 2008 2007 2008 2007 2008 2007 2008 2007 2008
AYLMER 5 4 3 4 2
SA YHAM 18 16 1 5 4 9 8 2 2 2 2 7 2
CENTRAL ELGIN 17 14 2 10 5 6 8 1 1 1 2
DUTTON/DUNWICH 14 10 3 2 9 4 2 4 1 1
MALAHIDE 33 28 1 6 5 23 19 3 4 1 2 4
SOUTHWOLD 14 7 6 3 8 4 2 3
WEST ELGIN 6 7 1 2 1 2 4 3
TOTAL (2007 - 109) 107 2 34 56 12 5 13
TOTAL (2008 - 88) 86 2 21 49 13 3 12
Number of Hearings - Full Days 4
- Half Day! 6
ALL of which is respectfully submitted.
paul~. ~
Vice-Chairman.
REPORTS OF COUNCIL AND STAFF
NOVEMBER 25, 2008
Staff Reports -(ATTACHED)
6 Tree Commissioner/Weed Inspector - Year End Report for 2008
8 Director of Information Technologies - Terrace Lodge and Bobier Villa Wireless Networks
11 Director of Information Technologies - 2008 Network Security Audit
14 Human Resources Assistant - Summer Student Subsidy Reimbursement
15 Chief Administrative Officer - Appointment of Closed Meeting Investigator for 2009
17 Manager of Administrative Services - Amendments to the Fees and Charges By-Law -
Summary Report
20 Director of Financial Services - Tangible Capital Asset Policy
28 Director of Financial Services - Budget Comparison - September 30, 2008
33 Director of Financial Services - Caledonia Two - Tax Reduction
35 Director of Financial Services - Outstanding Balances - General Ledger
37 Director of Financial Services - Mileage Reimbursement - 2009
39 Financial Analyst, Purchasing Co-ordinator - Amalgamation - Special Events Committee and
United Way Committee
42 Financial Analyst, Director of Financial Services - Collection Services Purchase Agreement
Update
48 Director of Engineering Services - Elgin Manor Wastewater Treatment Plant - Plant Operator
50 Deputy Director of Engineering Services - COMRIF and COIP Communications Event
52 Director of Engineering Services - Vienna Bridge - Options for Consideration
57 Director of Engineering Services - Jamestown Bridge
59 Director of Senior Services, T/L - Ministry of Health & Long Term Care Annual Review
60 Director of Senior Services, T/L - Santa for Seniors - Elgin County Logo Use
62 Director of Community and Cultural Services - Re-supply of Promotional Materials
63 Director of Community and Cultural Services - "Kill A Watt" Metre Partnership
65 Director of Community and Cultural Services - 2009 Projects - Transfers To Reserves
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REPORT TO COUNTY COUNCIL
FROM:
David Pullen
Tree CommissionerlWeed Inspector
DATE:
November 13, 2008
SUBJECT: Year End Report for 2008
INTRODUCTION:
The following is a summary of activity related to the Elgin Woodlands
Conservation By-Law for the months of November 1, 2007 and October 315\
2008 and weed inspection activity from May to October of 2008.
DISCUSSION:
Logging Activity/Applications to Harvest: This year 75 Applications to
Harvest have been submitted from November 1, 2007 to October 31, 2008.
Applications were filed by municipality as follows: West Elgin 11, Dutton!
Dunwich 10, Southwold 17, Central Elgin 12, Malahide 14, and Bayham 11. This
number is down 27 from last year and may be indicative of continuing economic
pressure on the logging industry. During this time there were approximately 1.46
million board feet of lumber harvested from 1160 acres of woodlands within the
County of Elgin. It is interesting to note that the total number of board feet of
lumber harvested in 2007 was 2.4 million compared to the 1.46 million during
2008, a significant decrease.
Applications for Woodland Clearings: There were 5 applications to clear
woodlands within the County in 2008. The five applications totalled 0.76
hectares (1.9 acres) of woodland. Each application conformed with the County
"No Net Loss" policy with equivalent acreage to be replanted in 2009. A total of
over 1300 trees will be replanted and the landowners involved have contributed a
total of $3954 to local planting organizations to carry out the work. The summary
of approved clearings and replantings is: Central Elgin 0.2 ha, West Elgin 0.46
ha, and Southwold 0.09 ha. The number of applications increased by 1 from last
year although the area of woodlands cleared in 2007 totalled 2.0 ha.
Violations: There have been several violations of the Woodlands Conservation
By-Law in 2008. Charges have been laid in a series of violations in Bayham and
charges are pending regarding a violation in Malahide. A fine is pending for
failure to file an Application to Harvest for a woodlot in West Elgin. One violation
occurred during 2007, which was resolved by a replanting agreement.
Weed Complaints and Orders: This year the Weed Inspector received 18
complaints regarding weed problems, up from 10 in 2007. Upon inspection of
the complaints, four were deemed to be outside the authority of the Weed
Control Act. Thirteen of fourteen valid weed complaints were dealt with by the
landowners or contractors and one was not dealt with due to extremely difficult
terrain which did not allow for timely weed control. Three weed orders were
issued and in most cases telephone calls to landowners were sufficient to
achieve results.
Promotion and Meetings: Efforts to promote the Elgin Woodlands
Conservation By-Law and the duties of the Tree Commissioner will take place
throughout the County over the winter of 2008/09. In September and October of
2008 the Tree Commissioner attended the Tree By-Law Officers annual meeting
in Simcoe County and the Carolinian Canada conference in London.
CONCLUSION
This report is for information purposes.
RECOMMENDATION:
THAT this report be received and filed.
Respectfully Submitted
Approved for ~
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Mark G.t .
Chief Administrative Officer
David S. Pullen
Tree CommissionerlWeed Inspector
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REPORT TO COUNTY COUNCIL
FROM: AI Reitsma
Manager of Information Technologies
DATE: November 17, 2008
SUBJECT: Terrace Lodge and Bobier Villa Wireless Networks
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To provide innovative and collaborative quality service
3. To recognize and seize opportunities for improvement
INTRODUCTION:
Within the next year all long term homes will be required to implement a
Minimum Data Set (MDS) system. MDS provides a standardized measure of care
that will replace the current CMI process. As part of this implementation a
wireless network will be required. A wireless network will support the ability for
staff to access computers on med-carts and at patient bedsides. This report
identifies and seeks approval for an opportunity to build the required wireless
network using 2008 Information Technology operating budget.
DISCUSSION:
The Ministry of Health has indicated that funding to assist with staff training for
implementation purposes of an MDS for resident care documentation system will
be exhausted within the next one to two years. Therefore, homes should
proceed with implementation in 2008/2009. Ministry of Health funding does not
cover the cost of any capital improvements that may be necessary.
A wireless network will be required at the County's three long-term care facilities
as part of an implementation of a paperless patient care system. Only Terrace
Lodge and Bobier Villa would require the installation of such a network since a
wireless network capable of supporting the required system was implemented at
Elgin Manor in 2007 as part of the nurse call system upgrade.
The wireless network created will deliver additional benefits by providing the
ability to:
. Implement a wireless nurse call system,
. Provide internet access to patients,
. Allow maintenance staff to access controls information from any location
within the facility.
The following chart identifies the estimated costs of installing a wireless network
at each facility:
Bobier Villa:
Wireless Access Point
Poe Network Switch
Installation
10
1
10
Total Bobier Villa cost:
$4,874.70
$1,214.45
$2,000.00
$8,089.15
$ 487.47
$1,214.45
$200.00
Terrace Lodoe:
Wireless Access Point
Poe Network Switch
Installation
$ 487.47 7
$1,214.45 1
$200.00 7
Total Terrace Lod e cost:
. Estimated costs based on pricing received from a common County of
Elgin supplier. An RFQ will be issued once this report is approved.
The total implementation cost including PST is estimated at $15,245.16.
Normally, the majority of funding for a project of this type would come from
capital funding. The 2008 Information Technology capital funding has been
spent; however, an opportunity exists to utilize unspent Information Technology
operational funds in order to fund this project. The 2008 Information Technology
operational budget includes $50,000 for consulting. As of October 31 only
$20,000 has been charge to consulting. It is anticipated that the majority of the
$30,000 will not be required. The Information Technology department is
requesting approval to spend a portion of the unspent consulting budget for this
project.
CONCLUSION:
In order to support a paperless patient care system a wireless network needs to
be created at Bobier Villa and Terrace Lodge. The estimated cost of the project
is $16,000. Funding for the project is available from the 2008 Information
Technology operation budget.
RECOMMENDATION:
THAT a wireless network be installed at Terrace Lodge and Bobier Villa.
THAT the funding for the creation of the wireless network be taken from the 2008
Information Technology operating budget.
Respectfully Submitted
Approved for Submission
AI Rei sma
Manager of Information Technologies
Mark G. McDonalC
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: AI Reitsma
Manager of Information Technologies
DATE: November 25,2008
SUBJECT: 2008 Network Security Audit
CORPORATE GOAL(S} REFERENCED:
1. To recognize and seize opportunities for improvement
INTRODUCTION:
On an annual basis the Information Technology Department commissions an
independent security audit of the County's network. This report provides a
summary of the results and recommendations for improved network security
DISCUSSION:
A security audit of the County of Elgin's network commenced October 16, 2008.
The audit was designed to determine what external vulnerabilities exist from
outside the firewall, perform a controlled attack against findings to verify results,
and provide an overall risk assessment to identify ways in which the network
could be secured.
At the conclusion of the audit, the auditor considered the County of Elgin's
network to be at a medium-high risk of external unauthorized network access
from exploitation of known system vulnerabilities and high risk through social
engineering attack methods.
The auditor made several recommendations that would reduce the risks
identified:
1. Configuration changes are made to reduce chances of successful external
attacks on some corporate systems, particularly Terminal Services.
Action Plan: staff to review Terminal Services access to all servers.
2. Increase end user awareness of social engineering attacks.
Action Plan: Information Technologies staff to review policies with all new
employees. Increase awareness of social engineering practises through
regular email updates.
3. The current password policy should be updated to include and enforce the
use of strong passwords. Strong passwords must be at least nine (9)
characters long, AND contain characters from at least three (3) of the
following four (4) classes: upper case letters, lower case letters, numeric
characters and/or non-alphanumeric characters (i.e. !@#).
Action Plan: Discuss the implementation of Active Directory complex
password requirement policy with the management team since it will affect
staff. Implementing this policy will increase the difficulty of coming up with
a new password every 42 days. Passwords such as "sunshine" will no
longer be valid. An example of a valid password under the complex
password policy would be "P@sswOrd01". Complex passwords are
harder to remember and may result in an increase of password reset
requests to the Information Technology Department.
Note: Software is available that allows users to reset their own password.
The viability of this software is being investigated.
4. Implement intrusion detection and host monitoring system.
Action Plan: The de facto standard for intrusion detection/prevention is the
open source Snort Intrusion Detection and Prevention system and the
most flexible and widely deployed solution available. Staff is investigating
the requirements and viability of this product. An intrusion detection
system will be implemented before the end of the 1st quarter of 2009.
CONCLUSION:
On October 16, 2008 an independent security audit of the County of Elgin
network was performed. The audit identified several weaknesses and made
recommendations to remove the vulnerabilities identified and improve security.
Action plans to address the recommended improvements have be created.
RECOMMENDATION:
THAT the report entitled 2008 Network Security Audit be received and filed.
Respectfully Submitted
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AI Reitsma
Manager of Information Technologies
Mark G. Mc ona
Chief Administrative Officer
REPORT TO COUCIL
FROM: Heather Rosevear
Human Resources Assistant
DATE: November 25,2008
SUBJECT: Summer Student Subsidy Reimbursement
CORPORATE GOAL(S) REFERENCED:
To be recognized as a desired employer
To forge community partnerships
To provide innovative and collaborative quality service
To recognize and seize opportunities for improvement
INTRODUCTIONIDISCUSSION:
The County of Elgin participated in the Summer Jobs Service Program (SJS)
provided by Employment Services Elgin. This program is offered to employers to
support students with their search for summer employment as well as helping
employers by offering a $2.00 per hour wage subsidy to hire students.
CONCLUSION:
The County of Elgin was reimbursed $5,628.00 for 21 students hired from May
20,2008 - August 31,2008.
RECOMMENDATION:
THATthis report be received and filed.
Respectfully Submitted
Mark Mc on
Chief Administrative Officer
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Heather Rosevear -
Human Resources Assistant
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REPORT TO COUNTY COUNCIL
FROM:
Mark G. McDonald
Chief Administrative Officer
DATE:
October 27,2008
SUBJECT: Appointment of Closed Meeting Investigator for 2009
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To provide innovative and collaborative quality service
3. To recognize and seize opportunities for improvement
INTRODUCTION:
In 2008, Mr. John Maddox was appointed as Closed Meeting Investigator for the
County as well as all lower-tier municipalities, for a one-year term. In exchange
for his services, Mr. Maddox received a non-refundable retainer of $2,500 from
the County and $300 from each municipality ($2,100) which was paid for by the
County. If called upon to investigate, then Mr. Maddox would charge out at $75
per hour plus reasonable expenses. Each municipality would be responsible for
chargeable costs.
For 2009, Mr. Maddox has proposed a new fee structure consisting of a retainer
of $1,000 for the County and $300 per municipality plus a fee for service of $100
per hour, if required (see proposal attached).
DISCUSSION:
Recently a meeting of local administrators and clerks was held to discuss the
various options available, regarding the appointment of a Closed Meeting
Investigator. These options ranged from reappointing Mr. Maddox, to hiring a
lawyer without retainer, to appointing the Ontario Ombudsman (default position).
The gathering unanimously agreed to recommend Mr. Maddox for a second
term, in accordance with the attached proposal.
By already handling 30 to 40 inquiries (within his area of jurisdiction across
Ontario) without the need for a formal investigation, it is believed that Mr. Maddox
has provided quality service. In addition, while no formal investigations have been
conducted in the Elgin area, the potential for such an event remains very real.
In addition, by voluntarily reducing the non-refundable retainer to the County,
Mr. Maddox has recognized the need to adjust fees based on the first year's
experience. It is also recognized that once his service has been established and
initial start-up costs have been incurred, year two commitments should be less.
CONCLUSION:
Local administrators and clerks recommend re-appointing JGM Consulting as the
Closed Meeting Investigator for 2009 according to the rate structure attached.
RECOMMENDATION:
THAT Mr. John Maddox (JGM Consulting) be re-appointed as Closed Meeting
Investigator for the County of Elgin for a further one-year term (2009); and,
THAT Elgin County agrees to pay Mr. Maddox's retainer fee for each of the
participating lower-tier municipalities in Elgin County; and,
THAT the County's composite budget for 2009 make provision for said fees
estimated at $3,100 for retainer and an estimate for possible investigation(s);
and,
THAT the Warden and Chief Administrative Officer be authorized and directed to
sign the necessary documents and agreements; and,
THAT the necessary by-law be amended.
ALL of which is respectfully submitted,
Mark G. Mc
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM:
Sandra Heffren
Manager, Administrative Services
DATE:
November 1, 2008
SUBJECT: Amendments to the Fees and Charges By-Law - Summary Report
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To recognize and seize opportunities for improvement
Introduction:
Each year staff review the fees and charges levied for administrative activities
within each department to ensure costs are being recovered.
Discussion:
Departments have reviewed changes to the fees and charges levied for
chargeable activities and the changes below are requested to reflect actual costs:
COMMUNITY & CULTURAL SERVICES
Libraries (authority under the Public Libraries Act)
Old Schedule
New Schedule
Lost or stolen audio books - $35
Lost or stolen audio books - $50
LONG TERM CARE HOMES
(authoritv under the Municipal Act)
Old Schedule
New Schedule
Cable TV
Terrace Lodge - $11.50 per month
Cable TV/Internet
Market Rate
Visitor Meals at all Homes
Full Course Meals:
Beginning 2007 - $7.00 per meal
Beginning 2008 - $8.00 per meal
Under the age of 5 years no charge
Full Course Meals:
$8.00 per meal
Under the age of 5 years no charge
Old Schedule
New Schedule
Special Event Meals
Beginning April 1 ,2007 - $12.00 per meal
Beginning April 1 , 2008 - $14.00 per meal
Under the age of 5 years no charge
$14.00 per meal
Under the age of 5 years no charge
Diners Club for Community Seniors
Beginning April 1 , 2007 - $5.00
Beginning April 1 , 2008 - $6.00
Old Schedule
$6.00
New Schedule
Not previously listed
Guest Room Accommodations
$40.00 per night's stay - includes
breakfast (Bobier Villa & Elgin Manor)
Room Rental Fees - to be
determined by Director of Home
$25.00 minimum fee may apply
Purchased Services - Resident
requested - sundry products,
therapy services, supplies, etc. -
Market Rate
Preferred Accommodation Rate
Upon Admission (minimum 2 years'
agreement applies, based upon
basic rate availability)
PROVINCIAL OFFENCES - (authoritv under the Provincial Offences Act)
Old Schedule
New Schedule
Not previously listed
Costs of Collection - a range of 10% to 45%
for Collection Agents
All other costs of enforcement as incurred.
Conclusion:
The increases to fees and charges requested by departments be implemented
and the Fees and Charges By-Law amended to reflect current costs.
Recommendation:
THAT the increases to fees and charges contained in this report be adopted and
the appropriate by-law be prepared.
Respectfully Submitted
Approved for
'ssion
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Sa Cl a He n
Manager, Administrative Services
Mark G. McDona
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger
Director of Financial Services
DATE:
October 27,2008
SUBJECT: Tangible Capital Asset Policy
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability.
INTRODUCTION:
The objective of PS 3150 Tangible Capital Assets is to prescribe the accounting
treatment for tangible capital assets so the users of financial statements can
learn about a local government's investments in its tangible capital assets and
the changes in those investments over time. In order to accomplish this task in a
consistent manner a policy must be developed as a guide.
DISCUSSION:
Over the past year and a half staff have been developing an inventory of County
assets, determining the historic values, and building an audit trail to be in
compliance with PS 3150. A draft policy was prepared and revised as staff
progressed through the project. A copy of the final policy is attached for your
approval.
CONCLUSION:
Staff has prepared a policy that outlines the process that should be followed to
recognize tangible capital assets in the financial statements. This is a living
document and may be revised as staff move from the inventory stage to actually
setting up the assets in the general ledger.
RECOMMENDATION:
THAT the policy tilled Tangible Capital Assets be approved.
Respectfully Submitted
Approved for Su 'ssion
4~,,~uv
Linda B. Veger
Director of Financial Services
Mark G. on
Chief Administrative Officer
The Corporation of the County of Elgin
Policies and Procedures
SUBJECT
TANGIBLE CAPITAL ASSETS
PURPOSE:
The objective of this policy is to prescribe the accounting treatment for tangible
capital assets so that users of the financial report can discern information about
the investment in property, plant, and equipment and the changes in such
investment. The principal issues in accounting for tangible capital assets are the
recognition of the assets, the determination of their carrying amounts,
amortization charges, and the recognition of any related impairment losses.
In addition the policy covers policy and procedures to:
a) Protect and control the use of all tangible capital assets.
b) Provide accountability over tangible capital assets.
c) Gather and maintain information needed to prepare financial statements.
DEFINITIONS:
Tangible Capital Assets:
Assets having physical substance that:
a) Are used on a continuing basis in the County's operations.
b) Have useful lives extending beyond one year.
c) Are not held for re-sale in the ordinary course of operations.
Betterments:
Subsequent expenditures on tangible capital assets that:
a) Increase previously assessed physical output or service capacity.
b) Lower associated operating costs.
c) Extend the useful life of the asset.
d) Improve the quality of the output.
An example of a betterment would be converting storage space into an office,
whereas refurbishing an office would be a repair.
Any other expenditure would be considered a repair or maintenance and be
expensed in the period.
Pooled Assets:
Assets that have a unit value below the capitalization threshold but have a
material value as a group. Pooled assets are normally recorded as a single asset
with one combined value. Although recorded in the financial systems as a single
asset, each unit may be recorded in the asset sub-ledger for monitoring and
control of its use and maintenance. Examples could include personal computers,
furniture and fixtures, small moveable equipment, etc.
Fair Value:
Fair value is the amount of consideration that would be agreed upon in an arm's
length transaction between knowledgeable, willing parties who are under no
compulsion to act.
Capital Lease:
A capital lease is a lease with contractual terms that transfer substantially all the
benefits and risks inherent in ownership to the County. For substantially all of the
benefits and risks of ownership to be transferred to the lessee, one or more of
the following conditions must be met:
a) There is reasonable assurance that the County will obtain ownership of
the leased property by the end of the lease term.
b) The lease term is of such a duration that the County will receive
substantially all of the economic benefits expected to be derived from the
use of the leased property over its life span.
c) The lessor would be assured of recovering the investment in the leased
property and of earning a return on the investment as a result of the lease
agreement.
POLICY STATEMENTS:
Capitalization:
Tangible capital assets should be capitalized according to the following
thresholds:
Ca italize
$25,000
$50,000
$50,000
Ca italize
$5,000
$5,000
$100,000
$50,000
Capitalize betterments to existing assets when unit costs exceed the threshold.
Financial Services will record asset additions and deletions / sales except
infrastructure. Engineering will have responsibility to record infrastructure.
Departments:
All assets will be assigned to departments within the County. The following is a
list of the departments that shall be used:
En ineerin
Elgin Manor
Bobier Villa
Administration Buildin
Information Technolo ies
Ambulance
Terrace Lod e
Communit & Cultural Services
Administration/Council
Categories (includes sub-categories):
A category of assets is a grouping of assets of a similar nature or function in the
County's operations. The following list of categories and sub-categories shall be
used:
Furniture and fixtures
Sub-Cate 0
n/a
Structure; site elements; interior
components; exterior components;
mechanical/electrical system; elevator;
site services; fire and life safet
Medical; 0 erational; other
Bridges; urban roads; rural roads;
traffic signals; signs; culverts
Hardware and peripherals; software;
radio e ui ment; other
Licensed vehicles; unlicensed
equipment; attachments/fixtures;
miscellaneous e ui ment
Office; furniture
Categor
Land
Building
Equi ment
Infrastructure
Technology/Communications
Vehicle and Machinery
Valuation:
Tangible capital assets should be recorded at cost plus all ancillary charges
necessary to place the asset in its intended location and condition for use.
Purchased assets
Cost is the gross amount of consideration paid to acquire the asset. It
includes all non-refundable taxes and duties, freight and delivery charges,
installation and site preparation costs, etc. It is net of any trade discounts
or rebates.
Cost of land includes purchase price plus legal fees, land registration fees,
transfer taxes, etc. Costs would include any costs to make the land
suitable for intended use, such as pollution mitigation, demolition and site
improvements that become part of the land.
When two or more assets are acquired for a single purchase price, it is
necessary to allocate the purchase price to the various assets acquired.
Allocation should be based on the fair value of each asset at the time of
acquisition or some other reasonable basis if fair value is not readily
determinable.
Acquired, Constructed or Developed assets
Cost includes all costs directly attributable (e.g., construction, architectural
and other professional fees) to the acquisition, construction or
development of the asset. Carrying costs such as internal design,
inspection, administrative and other similar costs may be capitalized.
Capitalization of general administrative overheads is not allowed.
Capitalization of carrying costs ceases when no construction or
development is taking place or when the tangible capital asset is ready for
use.
Capitalization of Interest Costs
Borrowing costs incurred by the acquisition, construction and production of
an asset that takes a substantial period of time to get ready for its
intended use should be capitalized as part of the cost of that asset.
Capitalization of interest costs should commence when expenditures are
being incurred, borrowing costs are being incurred and activities that are
necessary to prepare the asset for its intended use are in progress.
Capitalization should be suspended during periods in which active
development is interrupted. Capitalization should cease when substantially
all of the activities necessary to prepare the asset for its intended use are
complete. If only minor modifications are outstanding, this indicates that
substantially all of the activities are complete.
Donated or Contributed Assets
The cost of donated or contributed assets that meet the criteria for
recognition is equal to the fair value at the date of construction or
contribution. Fair value may be determined using market or appraisal
values. Cost may be determined by an estimate of replacement costs.
Ancillary costs should be capitalized.
Componentization:
Tangible capital assets may be accounted for using either the single asset or
component approach. Whether the component approach is to be used will be
determined by the usefulness of the information versus the cost of collecting and
maintaining information at the component level.
Factors to consider when determining whether to use a component approach
include:
a) Major components have significantly different useful lives and
consumption patterns than the related tangible capital asset.
b) Value of components in relation to the related tangible capital asset.
Infrastructure systems should use the component approach. Major components
should be grouped when the assets have similar characteristics and estimated
useful lives or consumption rates.
INFRASTRUCTURE SUB- COMPONENT
CATEGORY
Bridqe Footinqs; superstructure; deck; whole
Urban Road Surface; base; land
Rural Road Surface; base; land
BUILDING SUB-CATEGORY COMPONENT
Site Elements Asphalt / concrete / retaining walls; fencing;
site drainage; miscellaneous (sheds, signs,
etc.)
Exterior Components Roofing; siding/facia/eaves; windows and
doors; masonrv / concrete repairs; other
Interior Components Kitchen / bath upgrades; flooring; appliances;
furnishinqs; other
Site Services Water/sewer; electric power system;
engineering
Mechanical/Electrical Internal lighting; plumbing; exhaust; fans;
electrical/distribution panels; security access
system; exterior Iightina; heatina svstem
Amortization:
The cost, less any residual value, of a tangible capital asset with a limited life
should be amortized over its useful life in a rational and systematic manner
appropriate to its nature and use. The amortization method and estimate of
useful life of the remaining unamortized portion should be reviewed on a regular
basis and revised when the appropriateness of a change can be clearly
demonstrated.
Useful life is normally the shortest of the asset's physical, technological,
commercial, or legal life.
The County will use a straight-line method for calculating the annual amortization
in most situations. County departments, boards and commissions, agencies and
other organizations are responsible for establishing an appropriate estimated
useful life for assets acquired.
Disposal:
Disposal of tangible capital assets identified as surplus must follow the disposal
of surplus policy.
When tangible capital assets are taken out of service, destroyed or replaced due
to obsolescence, scrapping or dismantling, the department head or designate
must notify Financial Services of the asset description and effective date.
Financial Services is responsible for adjusting the asset registers and accounting
records and will record a loss / gain on disposal.
Capital Leases:
When a capital lease is recorded, the asset is treated as an acquisition of a
capital asset and thereby setting up a liability. A lease may be recorded as an
operating lease when the net present value of the future minimum lease
payments or fair value, whichever is less, is less than $5,000.
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REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger
Director of Financial Services
DATE:
October 21, 2008
SUBJECT:
Budget Comparison - September 30, 2008
CORPORATE GOAL REFERENCED:
1. To ensure fiscal responsibility and accountability.
INTRODUCTION:
Attached is the budget comparison to September 30, 2008 for the County
operating departments.
DISCUSSION:
The departmental totals are reasonabie for the ninth month of the year. Negative
trends are not apparent.
Warden & Council - 28,200 - the increased benefit costs expected at budget
time have not materialized.
Administration Building - 66,072 - utilities and purchased services less than
anticipated at budget time offset by less than budgeted rental revenues.
Corporate Expenditures - 66,843 - no additional insurance claims recorded as
yet for 2008. Legal and professional are less than anticipated. Balance of this
favourable variance is from smaller variances on several expenditure lines.
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 September 30.
Library - 97,200 - the provincial grant has been received 116,739.
Ambulance Services - 159,558 - 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.
Economic Development - (17,548) - 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.
(Have not received September's invoices as yet.)
RECOMMENDATION:
THAT the report titled Budget Comparison - September 30, 2008 and dated
October 21, 2008 be received and filed.
Respectfully Submitted
c1;P~uLhljL/
Linda B. Veger t/
Director of Financial Services
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Mark G. McDonald
Chief Administrative Officer
COUNTY OF ELGIN
Departmental Budget
Comparisons
For The 9 Periods Ending September 30, 2008
Total YTD YTD Variance %OF
Budget Budget Actual 0 Budget
Warden & Council
Wages 197,980 148,485 147,878 607
Benefits 38,900 29,175 6,062 23,113
Operations 74,275 59,781 55,302 4,480
Total 311,155 237,441 209,241 28,200 67.25%
Administrative Services
Wages 286,923 209,741 208,979 762
Benefits 70,519 51,549 48,186 3,363
Operations 16,300 12,225 12,517 (292)
Total 373,742 273,515 269,682 3,833 72.16%
Financial Services
Wages 336,733 246,152 245,558 594
Benefits 79,754 58,300 58,831 (531)
Operations 17,332 12,999 22,706 (9,707)
Total 433,819 317,451 327,094 (9,643) 75.40%
Human Resources
Wages 338,486 247,433 238,887 8,547
Benefits 82,445 60,305 54,184 6,121
Operations 17,800 13,350 10,281 3,069
Total 438,731 321,089 303,352 17,737 69.14%
Administration Building
Wages 202,630 148,123 142,720 5,402
Benefits 48,848 35,708 33,471 2,237
Operations 123,280 92,460 34,027 58,433
Total 374.758 276,290 210,218 66,072 56.09%
Corporate Expenditures
Insurance 259,000 246,633 221,990 24,643
Telephone 35,000 26,250 27,460 (1,210)
Legal & Professional 162,000 121,500 104,415 17,085
Retiree Benefits 18,000 13,500 12,359 1,141
Other Expenditures 90,675 68,006 42,823 25,184
Total 564,675 475,890 409,047 66,843 72.44%
Engineering
Wages 274,910 200,959 210,936 (9,977)
Benefits 62,633 45,785 47,463 (1,678)
Operations 68,800 51,600 13,067 38,533
Maintenance 2,645,542 1,992,907 1,967,757 25,150
Total 3,051,885 2,291,251 2,239,224 52,027 73.37%
Agriculture
Fees Revenue 0 0 (624) 624
Operations 34,500 25,875 8,623 17,252
Total 34,500 25,875 7,999 17,876 23.19%
Elgin Manor
Revenues (4,793,451) (3,595,088) (3,622,691) 27,603
Wages 4,385,801 3,206,020 3,152,912 53,108
Benefits 1,185,466 866,576 791,298 75,278
Operations 1,009,930 757,448 669,942 87,505
Total 1,787,746 1,234,955 991,461 243,494 55.46%
Terrace Lodge
Revenues (5,396,941 ) (4,047,706) (4,086,938) 39,232
Wages 4,582,460 3,349,778 3,418,056 (68,278)
Benefits 1,121,433 819,767 859,528 (39,761)
Operations 1,136,675 852,507 644,625 207,882
Total 1,443,627 974,346 835,272 139,075 57.86%
Bobier Villa
Revenues (3,025,137) (2,268,853) (2,237,914 ) (30,939)
Wages 3,103,499 2,268,657 2,274,583 (5,926)
Benefits 722,396 528,071 530,605 (2,533)
Operations 749,653 562,240 391,398 170,842
Total 1,550,411 1,090,116 958,672 131,444 61.83%
Museum
Wages 102,025 74,656 83,774 (9,118)
Benefits 24,836 18,155 19,028 (873)
Operations 25,300 18,975 9,197 9,778
Total 152,161 111,787 112,000 (213) 73.61%
Library
Wages 1,209,766 884,339 883,557 782
Benefits 318,300 232,677 214,332 18,346
Collections 245,000 183,750 191,830 (8,080)
Operations 246,247 184,685 98,533 86,152
Total 2,019,313 1,485,451 1,388,252 97,200 68.75%
Archives
Wages 97,316 71,138 91,902 (20,764)
Benefits 24,602 17,984 19,562 (1,578)
Operations 51,800 38,850 7,407 31,443
Total 173,718 127,972 118,872 9,100 68.43%
Land Division
Wages 56,464 41,572 38,027 3,545
Benefits 10,260 7,511 7,296 216
Operations (63,000) (47,250) (54,453) 7,203
Total 3,724 1,833 (9,131) 10,964 (245.19%)
Emergency Measures
Wages 5,460 3,991 3,991 0
Benefits 1,420 1,038 1,038 0
Operations 9,000 6,750 2,811 3,939
Total 15,880 11,779 7,840 3,939 49.37%
Information Technologies
Wages 209,365 153,046 154,600 (1,555)
Benefits 53,938 39,429 37,728 1,701
Operations 317,700 238,275 171,489 66,786
Total 581,003 430,750 363,817 66,932 62.62%
Provincial Offences
Grant (78,590) (58,943) 0 (58,943)
Fines Revenues (850,000) (637,500) (708,533) 71,033
Shared Revenues - Municipal 494,799 247,400 291,893 (44,494)
Wages 159,687 116,731 121,202 (4,471)
Benefits 38,632 28,240 30,483 (2,243)
Operations 213,175 159,881 110,149 49,732
Total (22,297) (144,191) (154,806) 10,615 694.29%
Ambulance Services
Province of Ontario (3,551,002) (2,663,251 ) (2,705,360) 42,109
City of SI. Thomas (1,433,802) (1,075,352) (985,099) (90,253)
Contractor Payments 6,940,053 5,205,040 5,007,147 197,893
Wages 70,592 51,603 51,919 (316)
Benefits 17,549 12,828 12,311 518
Operations 35,300 26.475 16,867 9,608
Total 2,078,690 1,557,343 1,397.785 159,558 67.24%
Collections
Revenue (461,175) (345,881 ) (268,110) (77,771)
Shared Revenues - Municipal 262,652 196,989 79,930 117,059
Wages 0 0 0 0
Benefits 0 0 0 0
Operations 180,475 135,356 76,830 58,526
Total (18,048) (13,536) (111,350) 97,814 616.96%
Tourism
Grants (82,791 ) (62,093) (47,232) (14,861)
Wages 60,281 44,065 59,480 (15,415)
Benefits 13,680 10,000 8,500 1,501
Operations 119,395 89,546 50,158 39,388
Total 110,565 81,518 70,906 10,613 64.13%
Economic Development
Grants (20,000) (15,000) 0 (15,000)
Wages 82,519 60,321 59,460 861
Benefits 20,524 15,003 14,110 893
Operations 174,300 130,725 135,027 (4,302)
Total 257,343 191,050 208,598 (17,548) 81.06%
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REPORT TO COUNTY COUNCIL
FROM: Linda B. Veger
Director of Financial Services
DATE: November 6,2008
SUBJECT: Caledonia Two - Tax Reduction
CORPORATE GOAL(SI REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
The Municipality of Dutton/Dunwich has requested that the County of Elgin apply
the residential ratio of one (1) to a property that would otherwise carry the multi-
residential ratio of 2.3458. The multi-residential properties pay almost two and
one-half times the tax rate of residential.
DISCUSSION:
Dutton & District Lions Non-Profit Housing Inc. applied for funding under the
Canada/Ontario New Affordable Housing Program, a program funded by both the
Federal and Provincial governments. The Corporation was approved for funding
for twenty-four one and six two bedroom seniors' apartments. The project is
started and occupancy is slated for February 2009.
A program requirement is a reduced tax rate at the local level over the course of
the next twenty years. Section 110(6) of the Municipal Act allows for this
reduction once a corporation under this program has entered into an agreement
with the designated Consolidated Municipal Service Manager, the City of Sl.
Thomas. Dutton/Dunwich has passed a by-law allowing for the reduction in tax
ratio.
The County is now being requested to also reduce the ratio on this property.
Using 2008 County tax rates, for every $1 million of assessment this would
represent a savings to Dutton & District Lions Non-Profit Housing Inc. of $7,850
of County taxes. This reduction in their taxes would then be borne by other
taxpayers across the County.
CONCLUSION:
Council has shown its support for affordable housing projects. The reduction of
the tax ratio on this property will assist in keeping rents reasonable by reducing
the annual operations expenditures.
RECOMMENDATION:
THAT Council approve a tax ratio of one (1) for the Dutton & District Lions Non-
Profit Housing Inc. project; and,
THAT this tax ratio shall apply to taxation as of the effective date of the first
supplementary or omitted assessment notice on the property; and,
THAT a by-law be prepared; and,
THAT the Municipality of Dutton/Dunwich be requested to keep the County of
Elgin apprised as to the status of the assessment on this property.
Respectfully Submitted
Approved
ission
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Linda B. Veger
Director of Financial Services
MarK. eFla1
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Linda B. Veger
Director of Financial Services
DATE: November 10, 2008
SUBJECT: Outstanding Balances - General Ledger
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
There are several balances in the general ledger that have been outstanding for
a number of years and could be cleared prior to the start of the 2009 year.
DISCUSSION:
The three outstanding balances that could be cleared are:
1. Inter-municipal transfers
2. Sesquicentennial Atlas
3. National Child Benefit Reinvestment
$45,536.62
36,229.55
(14,389.48)
1. The inter-municipal transfer relates to ambulance services. At the time
ambulance services were downloaded, the Province calculated that the
Consolidated Municipal Service Providers (CSCM's) would either pay to or
receive dollars from the neighbouring CSCM's for the service provided. The
Province estimated that the County would receive at least $340,000 each year
from its neighbours. In the first year, $250,000 was set up as a receivable.
An agreement was reached with Middlesex and a total of $347,964 was received
and shared with St. Thomas. The County's net share was $204,463 leaving an
outstanding balance of $45,537. The County will not be receiving any additional
funds from Middlesex.
The CSCM's have not been able to come to an agreement on how to calculate
the transfers and staff do not expect any additional funds at this time.
2. To celebrate the County's Sesquicentennial, a plan to develop an atlas
was presented to Council and approved. The funds for this project would come
from the proceeds generated by the sale with the County up-fronting the cost. An
excellent atlas was produced. Due to higher than expected overhead costs and
modest sales, a balance of $36,230 remains outstanding.
3. As part of the shared services agreement with the City of St. Thomas, the
responsibility for social services was transferred to the City. In 1999, certain
entries were made to the general ledger to close off accounts under certain
assumptions. One of those entries set up a payable for the National Child Benefit
Reinvestment. Other entries cleared, either as amounts owing to the County or
amounts owed by the County. This one entry did not clear and remains in the
general ledger.
CONCLUSION:
Several entries remain in the general ledger that could be cleared at this time.
The entry required is internal and no cheques would be issued. The total of all
three is $67,376.60 and the entry could be processed through the Mill Rate
Stabilization Reserve.
RECOMMENDATION:
THAT the general ledger balance of $45,536.62 for Inter-municipal Transfers be
written off; and,
THAT the general ledger balance of $36,229.55 for the Sesquicentennial Atlas
be written off; and,
THAT the general ledger balance of ($14,389.48) for the National Child Benefit
Reinvestment be written off; and,
THAT the above entries be made to the Mill Rate Stabilization Reserve.
Respectfully Submitted
Appro~d-fe
Jf:~~d~
Linda B. Veger
Director of Financial Services
Mark G.
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Linda B. Veger
Director of Financial Services
DATE: November 14, 2008
SUBJECT: Mileage Reimbursement - 2009
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
Human Resources Policy 10.50 - Mileage recommends that the annual
kilo metric rate will be the same as that established each year by the Treasury
Board of Canada. The rate will remain constant for the entire year and will be
adjusted each December thereafter for the following year.
DISCUSSION / CONCLUSION:
The rate set out by the Treasury Board dated October 1, 2008 is
$0.555/kilometre. Gas prices are currently more reasonable than a short time
ago, however indications are that the price will return to higher levels. Senior staff
considered the current economic downturn and the significant effect the loss of
many jobs within the geographic confines of the County will have on ratepayers.
In light of the downturn, staff is recommending that the reimbursement rate be
frozen at the 2008 rate, $0.495.
RECOMMENDATION:
THAT the 2009 mileage reimbursement rate be frozen at the 2008 rate of
$.495/kilometre.
Respectfully Submitted
Approved for Submission
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Linda B. Veger
Director of Financial Services
Mark G. Id
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Jennifer Ford, Financial Analyst
Sonia Beavers, Purchasing Co-ordinator
DATE: November 14,2008
SUBJECT: Amalgamation - Special Events Committee and United Way
Committee
CORPORATE GOAL/S) REFERENCED:
To ensure fiscal responsibility and accountability
To be recognized as a desired employer
To forge community partnerships
To recognize and seize opportunities for improvement
INTRODUCTION:
In 2002, Council approved the creation of a Social Committee to plan
recreational events for County employees. The mandate of the committee still
continues today, to bring employees and Council together socially so that they
may get to know one another and have some fun in the process. The
committee's evolution has included a name change to Special Events Committee
and the creation of an annual County of Elgin Christmas Party which took place
for its seventh year on November 22, 2008.
The United Way Committee has also undergone an evolutionary process from its
inception as simply a possible deduction on the payroll to its current existence as
a working task force to provide incentives and fundraising opportunities for staff
and Council to contribute back to the communities in which they live.
Both committees meet on a regular basis and have very active staff volunteer
participants. The groups have evolved to a point where synergies have been
identified that exist between the groups and the potential to partner has been
actively discussed. Staff feel that opportunity exists to amalgamate and seek
Council approval to proceed.
DISCUSSION:
The Special Events Committee and the United Way Committee have identified
many areas of overlap where it is felt that future efforts would be best utilized as
a unified group. With some of the volunteers retiring and others ready for a
change of pace, the two committees have met jointly to discuss possible social
events that could be organized with proceeds going to the United Way.
One such event that the committee is very excited about would be the
implementation of a Warden's Charity Golf Tournament to benefit the United
Way. An admission fee would be charged and sponsors would be given an
opportunity to sponsor a hole at a cost. The day would be capped off with a
supper and social networking opportunity. Staff from all areas of the County,
councillors, and guests would be invited to participate. It is anticipated that this
event would take place on a weekday and that it would be an annual activity.
This is just one of the potential events that the two committees have identified
where social activities mesh with fundraising activities in a combined attempt to
maximize efforts and meet both mandates. Many other ideas are being
contemplated such as a Dinner Theatre Event, Ladies Only Event, as well as the
continuation of the sale of tickets to the events offered at the John Labatt's
Centre. In order to move forward in 2009, staff are suggesting that the two
committees be amalgamated into one. With Council's approval to amalgamate
the new committee could be called the Elgin County United Way Special Events
Committee (ECUWSEC). The joint mandate will be to continue with the annual
Christmas Party (with no fundraising), however with new and innovative ideas. It
is the goal of the new committee to invite all municipal employees in Elgin County
including our local municipal partners to the various activities that will be planned
in 2009.
Council has given generous contributions to the two committees and your
continued support is greatly appreciated. The working budgets allow both
committees to carry out their mandates. ECUWSEC will continue to maintain the
two budgets separately in an effort to keep the Christmas Party as a non
fund raising event and to not intermingle any fundraising money with this separate
and annual event.
The current volunteer staff are very excited to continue offering their services to
these worthwhile staff special events. It is evident that this group is very forward
thinking as they attempt to merge their efforts to promote staff morale while
providing much needed funding for the communities in which staff work and play.
CONCLUSION:
In an effort to find efficiencies and pool human resources, the Special Events
Committee and United Way Committee have met and suggest that amalgamation
of the two committee groups into one group is the next logical step. The
opportunity to work jointly will give municipal staff the added benefit of
participating in social activities while at the same time giving back to their
communities. Budgets will remain separated. This step will ensure that money
provided for the annual Christmas Party remains in place to help offset the cost
of this annual event and that money raised for the United Way will make its way
to those in need. The committee would like to take this opportunity to thank
Council for its continued support.
RECOMMENDATION:
THAT the amalgamation of the Special Events Committee and the United Way
Committee be approved, and;
THAT the newly formed committee be called the Elgin County United Way
Special Events Committee, and;
THAT commencing in 2009 Council authorize an Annual Warden's Charity Golf
Tournament to benefit the United Way.
Respectfully Submitted
Approve tBr-Submlssio
Mark G. (3 nald
Chief Administrative Officer
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/Sonia Beavers
Purchasing Co-ordinator
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REPORT TO COUNTY COUNCIL
FROM: Jennifer Ford, Financial Analyst
Linda Veger, Director of Financial Services
DATE: November 17, 2008
SUBJECT: Collection Services Purchase Agreement Update
CORPORATE GOAL'S) REFERENCED:
To ensure fiscal responsibility and accountability
To forge community partnerships
To provide innovative and collaborative quality service
To recognize and seize opportunities for improvement
INTRODUCTION:
In December 2007, Council authorized staff to proceed with an intermunicipal
agreement with the Regional Municipality of Durham (ROD). The purpose for the
Collections Services Agreement was to streamline, change and enhance a more
efficient and productive means towards the collections of defaulted fines. Since
the initiation of the agreement, staff have had the pleasure of working in
conjunction with the professionals at ROD in a combined effort to collect and
maximize potential revenues for the County of Elgin.
The intermunicipal agreement has a one-year term which is due to be reviewed
prior to its termination on December 315, 2008. The third quarter has now
passed and staff suggest that this is an opportune time to present relevant
information to Council regarding the progress of this partnership. Staff have
provided summarized statistical information regarding the collections portfolio
with this report in Appendix A. Council will note that the partnership to the end of
October 2008 has resulted in increased revenues for the County of Elgin.
DISCUSSION:
The County of Elgin and the Regional Municipality of Durham have made great
strides as the first municipalities in the province to partner with the intent to
deliver a wide range of specialized collections services in this cohesive manner.
The ROD Collection Section has established centralized collection services and
is well known to its municipal partners across the province for its state of the art
collection technologies, policies/procedures and extensive knowledge in civil
enforcement activities. In addition, it is equipped to provide a wide variety of skip-
tracing tools and has on-line access to websites such as the Ministry of
Transportation, Equifax, Teraview (property registration), and OnCorp (business
registration.
It was necessary to revisit all internal processes at The County of Elgin to
determine areas where it would be possible to streamline procedures, provide
venues for information sharing, and improve communication by both telephone
and electronic means which continues on a daily basis to provide up to the
minute collection services to our community.
By January 2008, ROD had already begun collecting on the County of Elgin
portfolio. The team at ROD, headed by Mr. Nicholson, worked diligently to
ensure that processes were in put in place to support the reporting requirements
of everyone involved. The collection agency fees and admin fee By-laws added
administrative challenges to the project for both ROD and the County offices, but
these were quickly overcome with all parties being able to come up with prompt
and innovative solutions in order to commence collection of same by March.
For the defendants, the delivery is seamless. Incoming phone calls to the
Provincial Offences office are easily transferred to the ROD collections
department and there have not been any complaints with regards to the
changeover.
For staff in Finance, the transfer of information between sites is timely and
efficient. A daily payment report from the County of Elgin is received by ROD via
email each morning and payment transactions received by ROD are directly
posted in ICON by the County's Provincial Offences office.
For civil enforcement purposes, communication is done via mail and telephone.
In December 2007, staff reported the County had collected $303,900 in defaulted
fines in 2006. After paying all 2006 costs including the VFS, the municipalities
shared $154,530 worth of revenue. At the end of October 2008, ROD has
collected $475,000 which includes VFS payable to the Ministry of the Attorney
General and recoveries of costs incurred against the files much of which streams
directly from the two new By-laws passed earlier in 2008.
ROD has issued a Request for Proposal to seek Third Party Collection Agencies
for the assignment of defaulted fines. ROD plans to select professional, yet
robust agencies for collections of defaulted fines. In addition, more civil
enforcement (legal procedures and manual documentation to issue Writs of
Seizure and Sale and Notices of Garnishments) will be administered to expedite
remittances of outstanding fines. Given ROD's future approach, Elgin can
anticipate increased services and continued collection of the POA portfolio.
CONCLUSION:
ROD's database of human knowledge and technical resources, which Elgin has
been fortunate enough to access and utilize, has provided a very challenging
experience that has developed into a unique partnership. Staff have come to
appreciate the ability to join forces to negotiate with vendors and develop new
policies and procedures such as the Write off Policy and the By-laws for
recoveries. As the economic climate has taken a downturn, staff have been
fortunate to have this team of professionals working on behalf of the County of
Elgin to ensure that all available opportunities are quickly acted upon in order to
maximize positive results.
"Team ROD" under the guidance of Mr. Nicholson, has become an integral part
of "Team Elgin". Without the cooperation and continued support by staff, and
upper management, in both municipalities, this project would not have prospered
and staff remain confident that this partnership will continue to be a successful
venture.
RECOMMENDATION:
THAT the intermunicipal agreement with the Regional Municipality of Durham for
the Collection of Defaulted POA Fines be reviewed and renewed for an additional
term of five years, and:
THAT staff report annually to Council on the continued feasibility of the
intermunicipal arrangement, and;
THAT the Warden and Chief Administrative Officer be authorized to sign the
agreement once it has been reviewed by the Solicitor.
Respectfully Submitted
Approved for Su mission
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Linda Veger {/
Director of Financial Services
Appendix A
STATISTICAL INFORMATION REGARDING POA DEFAULTED
FINE COLLECTIONS PORTFOLIO TO OCTOBER 31, 2008
As of January 2008, the County of Elgin proceeded with an Intermunicipal
agreement with the Region of Durham.
Since commencement of the agreement, the Region's POA Collections Section
conducts its daily business operations and has effectively streamlined Elgin's POA
collection processes. As a result, the delivery of collection activities is and
continues to be seamless. ..
CHALLENGES:
Both the Region of Durham and County of Elgin have worked together throughout
the duration of the project to ensure the smooth running of processes/procedures
without interruption of service.
Both areas of the province need to confront certain economic challenges that have
recently developed and may potentially impact recoveries in future years.
The demographic area in which the County of Elgin is located has been subject to
deteriorating economics times forcing employers to close businesses which may
result in increased layoffs for members of its communities.
This challenge has been met by taking the initiative to prepare a feasible repayment
plan with offenders that complies with legislation and policies of both the Ministry of
the Attorney General and the County of Elgin. As a result, some affected offenders
may be eligible to negotiate payment plans for unpaid POA defaulted fines that may
include the reinstatement of driver's licences for employment purposes and/or future
employment opportunities.
Civil Enforcement:
Upon obtaining civil judgment by means of a Certificate of DefaulUJudgement
against offender(s), the Region has been permitted (on behalf of the County of
Elgin) to pursue civil enforcement by means of issuing Writs of Seizure/Sale of
Lands, Personal Property, Notices of Garnishments and provide direction to the
Sheriff's office in St. Thomas for the enforcement of Writs.
The filing costs for these judgements are paid by the County of Elgin of which
$6,500 has been successfully recovered.
To date the following number of Writs and Notices of Garnishments:
Writs
. Number of Writs filed - 17
. Total Dollars Collected - $100,000.00
The Region has been successful in the collection of two (2) of the County's
substantial long-standing and unpaid provincial fines recovering a total of
$90,000.00.
1
Garnishments
. Number of Garnishments filed - 35
. Total Dollars Collected - $38,000.00
In addition, it should be mentioned the Ontario Superior Courts of Justice permits
the recovery of post-judgment interest on judgements filed. As a result of filing the
judgements, the Region has recovered in excess of $8,000.00 in post-judgement
interest.
Third Party Collection Aqencies:
Increased collection recoveries are due in part to the management and control of
Third Party Collection Agencies. Recently the Region has issued a joint RFP
proposal which will increase the number of Collection Agencies on behalf of the
County of Elgin from the (1) one agency currently used to (4) four agencies.
The recent approval of the addition of collection agency commission fees to the
POA debt enables the Region to carry out further civil enforcement in the recovery
of those fees which has resulted in increased cost recovery for the County of Elgin.
To date, over $7,000.00 has been collected in Collection Agency Commission
Fees.
User Fee:
Another factor accountable for the escalation in dollars recovered is the County of
Elgin's User fee, which was introduced in March 2008. The User Fee is calculated
at 25% of the POA fine components and the recovery after its implementation has
been favourable with no complaints from offenders. To date, over $37,000.00 has
been collected in User Fees.
Write-Off Process of Defaulted Fines:
All municipalities are required to complete a detailed inventory of aged,
unrecoverable POA defaulted fines by the end of 2008. This is a new mandatory
process invoked by the Ministry of Attorney General's office in 2008. The Region
has since put into place the required reporting and has provided a list of files that
were compliant with the County's New Write-Off Policy.
STATISTICAL RESULTS:
The County of Elgin's collection portfolio shows the following historical recovery
statistics:
. In 2006 revenue collected totalled $304,000.00
. In 2007 revenue collected totalled $282,000.00
Staff are pleased to report the Region of Durham has successfully increased
recoveries on behalf of the County of Elgin. To the end of October 2008,
approximately $475,000.00 has been recovered. In comparison to the revenue
2
collected by the County noted above, this is an increase of 56% for 2006 and 68%
for 2007. Preliminary calculations indicate that as a result municipal partners will
see an increase in revenue for 2008.
MEASURES THAT IMPROVE OPERATIONAL EFFICIENCIES:
Some currently used and prospective methods that improve operational
efficiencies for the County of Elgin are:
. The pending implementation of a new collection application (DRS) will
further improve communication and access for both the County and the
Region.
. The ability to accept payments at multiple locations (Durham and Elgin).
. Continue to build strong relationships with Area Municipalities (Le.:
confirmation of assets), Internal departments (POA Courts, Legal, Provincial
Courts).
. Improved communications by both telephone and electronic means, which
continues on a daily basis to provide up to the minute collection services.
. Continue to meet the needs of the communities.
. Promote the increase in collections while ensuring justice is being served
and maximize recoveries.
. There have been no complaints with regards to the changeover from the
County of Elgin to Region of Durham and/or from its constituents.
. The increased knowledge base and human resources available to the
County at the Region of Durham.
. In-house legal resources.
. Ability to access more sophisticated skip-tracing methods.
. Increased ability to negotiate with vendors.
3
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: October 22,2008
SUBJECT: Elgin Manor Wastewater Treatment Plant - Plant Operator
CORPORATE GOALS
To ensure fiscal responsibility and accountability.
INTRODUCTION:
The wastewater treatment plant, which is a fully automated plant, at Elgin Manor was
completed in early January 2006. The County of Elgin presently has an operating
agreement with Ontario Clean Water Agency to provide: management, operation,
administration and maintenance services. This agreement expires on December 31,
2008.
DISCUSSION:
An operator that is experienced in the operation of a Wastewater Treatment Plant
(WWTP) must operate the Elgin County WWTP at Elgin Manor. Our present
arrangement with OCWA expires on December 31, 2008. There was an original
contract which expired on December 31, 2006 with OCWA.
As directed by Council staff was to communicate with the municipalities within Elgin
County, including the City of St. Thomas, to ascertain their interest in operating the
WWTP at Elgin Manor. One municipality did respond to the staff inquiry, but after
reviewing the plant and associated administrative responsibilities revoked their interest
at this time.
Staff has received a pro forma contract from OCWA that meets the needs ofthe County
of Elgin. Highlights of the contract is as follows:
Term of the agreement is from January 1, 2009 to December 31, 2013,
Price for the first year is $43,011 (current contract price is $39,972),
Price for each succeeding year shall be adjusted by the CPI,
Price for each succeeding year shall be adjusted to maintain the insurance,
Invoice monthly for services,
At least 1 year before expiry of contract notice must be given to termite or renew
contract,
A two year extension of the contract can be accommodated through the contract, if
agreed to by both parties.
The contract with OCWA is a servicing contract and as such the County is responsible
for all operating costs and all capital costs related to the servicing of the WWTP.
CONCLUSION:
The County of Elgin should continue with our present WWTP operator, Ontario Clean
Water Agency, at Elgin Manor for a minimum of five years. If agreed by both parties
the contract can be extended for an additional two year period.
RECOMMENDATION:
That the Warden and Chief Administrative Officer directed and authorized to sign a
contract with Ontario Clean Water Agency to start on January 1, 2009 and terminate on
December 31, 2011; and also,
That the contract price for year one is $43,011 and be adjusted each year by the CPI
and also an adjustment for insurance; and also,
That the contract be extended for a further two years if agreed to by both parties.
Respectfully Submitted
Approved fo
n
OOW ~1tw~
Clayton Watters
Director, Engineering Services
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REPORT TO COUNTY COUNCIL
FROM:
Peter Dutchak, Deputy Director of Engineering Services
DATE:
November 5, 2008
SUBJECT: COMRIF and COIP Communications Event
Comorate Goal{s} Referenced:
To build and maintain an efficient, affordable, effective and safe transportation network that
accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
Introduction
The County of Elgin has received Federal funding for four different infrastructure projects
over the past 7 years. It is a communications obligation of the recipient of Federal funds to
hold at least one "Communications Event" recognising these contributions.
Discussion
The County of Elgin has received funding for four infrastructure projects since 2002 from
the Federal Government as follows:
COIP Date Awarded Project Name Federal Fundina
County of Elgin 414 Januarv 14, 2002 Vienna Bridge South $ 339,842
COMRIF
Countv of Elgin 11493 April 25, 2005 Sunset Road $ 2,331,117
County of Elgin 13840 April 21, 2006 New Sarum Bridge $ 502,333
An obligation of the funding agreements is, "When asked by elected representatives or
designated officials from the Senior Government, the Recipient will coordinate a mutually
agreeable venue, date and time for the event in light of the availability of participants from
all levels of government".
The County has been asked by Industry Canada to provide 3 dates to hold a recognition
communications event for past project funding. Staff is suggesting that the first 3 regular
County Council meetings of 2009 be chosen to hold such a ceremony. Plaques for the
COMRIF projects will be available for unveiling.
Conclusion
Industry Canada has requested that 3 potential dates be selected to hold a
communications event, recognising Federal funding contributions to Elgin County
infrastructure projects.
Staff is suggesting that the first 3 regular County Council meetings of 2009 be fOlWarded
as potential dates for such a ceremony for members of Senior Government to attend.
Recommendation
THAT the first 3 regular County Council meetings in 2009 be fOlWarded to Industry Canada
as potential dates for a communications event recognising Federal funding contributions to
County infrastructure projects.
RESPECTFULL Y SUBMITTED
APPROVED FOR SUBMISSION
(frJ\fiJ ttwJ
Pet r utchak
Deputy Director of Engineering Services
Clayton Watters
Director of En in
Mark McDon Id
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters
Director of Engineering Services
DATE: November 18, 2008
SUBJECT: The Vienna Bridge - Options for Consideration
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To forge community partnerships
3. To build and maintain an efficient, affordable, effective and safe
transportation network that accommodates the diverse needs of our
communities and is able to support economic development and
sustainable growth
INTRODUCTION:
The Municipality of Bayham has submitted a letter from a local resident
requesting comments from the County of Elgin on future directions for the Edison
Bridge in the former village of Vienna. This report examines the various options
at Council's disposal.
DISCUSSION:
The attached letter from a concerned resident forms the basis of this report.
Essentially, the taxpayer raises several issues such as limited access, weight
limits, availability of fire service and height and alignment restrictions.
Over the years, this bridge has benefited from various capital improvements such
as replacing damaged components due to accidents or rust accumulation on
connection plates. Currently, the bridge does reside as a need on the County's
long-term capital projects list with an estimated replacement cost of $2 million.
The new structure would include a new three span bridge in a new location west
of the present site. The new bridge, if built, would satisfy all of the concerns
raised by the ratepayer in his letter to Bayham Council.
It should be noted that the present bridge was built in 1925 and was originally
designed to hold 20 imperial tons of weight. The bridge is posted with weight
restrictions due to its truss design and bracing fortification. Every two years the
bridge is inspected by a qualified engineer. The bridge has been well-maintained
over the last 30 years and the structure remains relatively sound. The average
annual daily traffic count is 100 vehicles across the bridge while the County's
average for all bridges is closer to 2000 vehicles per day.
Resident Concerns:
The resident is concerned that the County has no plans to ever replace the
bridge. It should be made known that a project of this magnitude commands a
review under the Ministry of the Environment's Municipal Class Environmental
Assessment Act (EA). This is a lengthy and costly process that involves:
identifying the problem or opportunity; alternative solutions; alternative design
concepts for the preferred solution; an environmental impact study report; the
identification of the preferred solution along with an implementation plan.
The bridge however in its present state may well last another 25 years without
any major repairs if bridge maintenance is continued at its current pace.
Therefore, although the structure is on the long-term list of needs, it is not on the
5 year capital replacement plan.
The resident's second issue relates to weight restrictions that prevent fire trucks
and snow ploughs from crossing the bridge safely. It should be noted that the
weight restrictions have been effective in this area and that residents are used to
and knowledgeable about the limited access. Anyone who defies the restrictions
would be subject to legal action. Lifting the restrictions is not an option for
obvious safety reasons.
The third and fourth concerns raised in the letter relate to physical limitations of a
bridge designed for the commerce of the day, back in the mid 1920's. The
bridge's dimensions have not changed in 83 years and the local travelling public
is well aware of the limitations.
In short, the resident cites restrictions on emergency vehicle access, winter
access due to lack of winter control from snow ploughs, and an inability to move
large farm machinery across the bridge to efficiently farm the property.
Options:
Option one is to continue with the status quo and accept the bridge's limitations,
as has been the case for the last 83 years.
Option two is to replace the structure at a new location but close to the original
site. This would involve an Environmental Assessment and at least $2 million for
replacement using today's estimates.
Option three is to simply remove the structure all together so that nothing could
pass. This too, would involve an Environmental Assessment.
Option four is to give the bridge back to the Municipality of Bayham and allow
that municipality to deal with the matter in the way they deem most appropriate.
Other considerations:
As Council is aware, the entire County Road Network requires over $225 million
in capital improvements. With approximately $4 million available each year, it will
take more than 50 years to address these needs. Resources are limited and
Council is left with the difficult task of determining which priorities will receive the
scarce financial resources available. It is staff's contention that there are more
pressing needs than those identified at the Vienna bridge.
Moreover, the discussion of the replacement of the Vienna Bridge raises the
question of why the County is responsible for a bridge which by definition is a
local bridge? The bridge serves a purely local function for local purposes while
County structures are normally reserved for major/minor arterial roads, suburban
links and collectors. Therefore, the Vienna Bridge is near the bottom of the
County's Capital Priority List.
CONCLUSION:
The concerns of the ratepayer from the Municipality of Bayham are true and
legitimate. However, the cost of the various options relative to the needs of the
County Road system make the replacement of the Vienna Bridge a very doubtful
prospect. In fact, it may be argued that the bridge really serves local needs and
should therefore be transferred to the local municipality as it does not serve a
County purpose. However, this may be cost prohibitive for the local municipality.
All things considered, perhaps the best option is to carry on with the status quo,
albeit with limited access and weight restrictions. Some regular use is better
than no use.
RECOMMENDATION:
THAT the Vienna Bridge continue to be included in the County of Elgin's capital
needs list; and,
THAT the Vienna Bridge be kept in a state of repair that enables vehicles with
appropriate weight configurations to cross safely; and,
THAT the Vienna Bridge continue to be evaluated and monitored on a regular
basis.
Respectfully Submitted
Clayton Watters
Director of Engineerng Services
Mark G. Mc I
Chief Administrative Officer
'I
October 15,2008
7.1 (b )tl
Nov 6/08 Motion # 08
I ~
To: The Council of the Municipality of Bayham
From: Tim Emerson
Due to the deteriorating condition of the bridge on Edis.Qn Drive, could you, at the council meeting,
please consider alternative arrangements for access to my and my Grandfathers property for the
foIIowing reasons:
1. The county plans are to close the bridge with no plans of replacing it. At some time in the
future this would leave us no access to our properties and homes. There are currently 3 houses
with 15 residents on this section of Edison drive, as weII as my farmland and several severed
lots.
2. The weight limits have been reduced to the point where we would have no fire service. Since
the snowplows are also above the weight limits, during the event of a storm there would be no
way to get in our or out if my grandfather needed to get emergency treatment. In short, we have
substandard emergency services.
3. I no longer have access to my property through my uncles farm and since the bridge is not wide
enough for todays farm equipment, this is a restriction to normal commerce and a severe
limitation to the profitability of my farm. Sprayers, combines, tillage equipment, etc. are all too
wide or too heavy for the bridge.
4. Even without considering weight limitations, the bridge is not high enough for normal
commercial truck standards. As weII, the corner past the bridge is to sharp for a truck to turn
without hitting the bridge.
I have spoke to the county engineer about this issue. He has informed me that the bridge would be weII
in excess of$1 million to replace and this is why they intended to close it. Maybe an alternative would
be to open the road aIIowance which I believe is known as MiII Street..
I would greatly appreciate your consideration in this matter. Perhaps some discussion with the county
on our behalf would be helpful as weII.
Thanking you in advance for your attention, and response to this inquiry.
Sincerely,
Tim Emerson
Box 190
Vienna, On.
NOJ 1Z0
5195211234
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REPORT TO COUNTY COUNCIL
FROM: Clayton Wattersl Director of Engineering Services
DATE: November 171 2008
SUBJECT: Jamestown Bridge
CORPORATE GOALS
To build and maintain an efficient, affordablel effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
INTRODUCTION
The County of Elgin has retained an engineering consultant to inspect the roads and
structures for the County of Elgin infrastructure. During that review the consultant notified
the County that Jamestown Bridge must immediately be closed to traffic.
DISCUSSION
The County of Elgin has retained AECOMI a consulting engineering firm, to evaluate all
road related infrastructure and report back their findings in 2008. Those evaluations
included 700 kilometres of roads and 135 structures. During their reviews of the structures
it was recommended that Jamestown Bridge be closed until repairs are completed to
reinstate the 2 tonne load limit.
The consultant made those recommendations on November 17 and Jamestown Bridge was
closed to through traffic on November 171 2008.
Jamestown Bridge is located in Central Elgin on Martyn Line and is referred to as a
townline structure. A townline structure was defined as a bridge that separated two
municipalities. Those municipalities were the former Township of Yarmouth and the former
Township of Malahide.
Jamestown Bridge is a single span through truss steel bridge built in 19091 designed to the
old HS-20 or a maximum weight of 20 imperial tons. The overall structure is 34 meters
long and 4.0 meters wide. The restrictions for heightl which is postedl are 4.4 meters at
the centre and 4.1 meters at the edge due to the truss design or knee brace. The weight
restrictions are 2 tonnesl which is posted and verified every two years by a professional
engineer experienced in such decisions. It was changed in 2003 from 5 tonnes to the
, ~
present 2 tonnes. The Average Annual Daily Traffic, AADT, in 2007 on the bridge was 50,
the County of Elgin's average is approximately 2000 AADT, which is significantly higher
than the Jamestown Bridge.
Before Jamestown Bridge was reduced to a 2 tonne load limit, in 2003, a report was
presented to County Council on its options. From that discussion County Council directed
staff to research the costs and benefits of rehabilitating the structure. Due to the urgency,
repairs had been made to a few stringers and one floor beam as a cost effective measure
to keep the bridge open to the 2 tonne limit.
At this time staff is reviewing the options for Jamestown Bridge and a report will be
presented in the new year.
CONCLUSION
AECOM have been evaluating all the road and infrastructure for the County of Elgin. After
their review of the Jamestown Bridge it was recommended that it be closed immediately.
The structure was closed on November 17, 2008.
County staff is evaluating the options for this structure and will be presenting at report
when those findings are complete.
RECOMMENDATION
That this report be received and filed.
Respectfully Submitted
(UJ l~>
Approved for Submission
Clayton D. Watters
Director of Engineering Services
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REPORT TO COUNTY COUNCIL
FROM: Rhonda L, Roberts
Director of Senior Services, Terrace Lodge
DATE: November 12, 2008
SUBJECT: Ministry of Health & Long Term Care Annual Review
CORPORATE GOAL'S) REFERENCED:
1, To nurture and support dignified long-term care
2, To promote Elgin as "The Place to Live"
3, To provide innovative and collaborative quality service
4. To recognize and seize opportunities for improvement
INTRODUCTION:
The Ministry of Health and Long Term Care conducts unannounced annual reviews for
all long-term care homes. Terrace Lodge received an unannounced visit on October 23,
2008.
DISCUSSION:
During the annual review, the compliance advisor identified one area which did not meet
standard concerning the resident assessment process and ensuring inclusion of all
supports needed so that a full assessment occurs.
A plan of correction was forwarded and accepted by the Compliance Advisor on
November 4, 2008.
CONCLUSION:
Overall, the annual review for Terrace Lodge was very positive. The Compliance Advisor
commented on the cleanliness and organization of the home.
RECOMMENDATION:
THAT, this report be received and filed, and
THAT, a congratulatory letter be sent from the Warden to Terrace Lodge Staff.
Respectfully Submitted
rId"~J/iJ~
Director of Senior Services-TL
Mark G. c
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Roberts
Director of Senior Services, Terrace Lodge
DATE: November 17, 2008
SUBJECT: Santa for Seniors - Elgin County Logo Use
CORPORATE GOAL(SI REFERENCED:
1. To promote Elgin as "The Place to Live"
2. To forge community partnerships
INTRODUCTION:
The SANTA FOR SENIORS project for Elgin County was initiated in the fall 2008. This
is a charitable group whose purpose is to provide outreach to isolated and lonely seniors
in Elgin-County and St. Thomas by way of a Christmas gift and a friendly visit. The
Santa for Seniors Committee has requested the ability to add the County of Elgin logo to
print material that will be distributed for various fund-raising venues.
DISCUSSION:
The SANTA FOR SENIORS project was started on 2006 in London, Ontario to profile
"lonely" seniors during the Holiday Season. As a result of the success of this project, a
second group was established in the Elgin-St. Thomas area in 2008.
Santa for Seniors reaches out to elderly people in Elgin-St.Thomas who may typically
reside in a long term care home, 'assisted' living residence or senior's apartment
building, others may be on their own and only seen occasionally in the community. The
Santa for Seniors committee is comprised of community partners such as: the V.O.N.,
O.P.P., Thames Valley EMS, West Elgin Community Health Centre, Rogers and St.
Thomas - Elgin General Hospital. Staff has agreed to participate on the Santa for
Seniors committee in representation of the County of Elgin.
CONCLUSION:
Participation on the Santa for Seniors committee promotes the corporate goal of forging
community partnerships and the County of Elgin as the place to live. The Santa for
Seniors program is an outreach program designed to positively enhance the seniors of
long term care homes and within the communities across the county.
The Santa for Seniors committee chairperson has asked all community partners
permission to include corporate logos on various communication pieces, i.e., letter of
introduction, etc. Any use of the County of Elgin logo wouid adhere to the guidelines as
established in the Visuai Identity Standards document.
Use of the County of Eigin logo requires the permission of the Warden and County
Council.
RECOMMENDATION:
THAT, County Council grant permission to The Elgin-St. Thomas Santa for
Seniors committee to include the County of Elgin Corporate Logo on
communications, all of which would be pending approval of the Director prior to
publication and,
THAT, a letter from the Warden acknowledging such permission and outlining
criteria for use is forwarded to the Santa for Seniors Committee Chairperson.
Respectfully Submitted
Mar G. cD
Chief Administrative Officer
JAw1D1Jtth~
Rhonda L. Roberts
Director of Senior Services-TL
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REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Director of Community and Cultural
Services
DATE:
October 20, 2008
SUBJECT:
Re-supply of Promotional Materials
CORPORATE GOAL/S) REFERENCED:
To promote Elgin as "The Place to Live".
INTRODUCTION:
This report recommends that the existing inventory of products promoting the
new brand be replenished using reserve funds.
DISCUSSION:
As part of the initial launch of the new brand, staff ordered a limited amount of
promotional products. Quantities of many items were kept relatively low initially
so that staff could assess their relative popularity and demand for certain sizes.
A further order is now required for items such as dress shirts, t-shirts, hats and
tote bags to maintain a sufficient inventory for the rest of 2008 and 2009.
The total cost for these products is approximately $4000. Staff recommend that
this amount be paid from the Mill Rate Stablization Reserve given that it is a one
time cost. From this point forward, revenues from the sale of items will off-set the
cost offuture inventory.
CONCLUSION:
Staff recommend that certain promotional items be purchased in order to
replenish existing inventories.
RECOMMENDATION:
THAT staff proceed with the purchase of promotional items to an upset limit of
$4000 with funds drawn from the Millrate Stablization Reserve.
Respectfully Submitted
ID~g
Bnan Masschaele ------
Director of Community and
Cultural Services
Approve -feF-Bubmissio
Mark G. McDon
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Director of Community and Cultural
Services
DATE:
October 17, 2008
SUBJECT:
"Kill A Watt" Metre Partnership
CORPORATE GOAL(Sl REFERENCED:
To promote cultural services;
To forge community partnerships.
INTRODUCTION:
This report seeks Council's endorsement for a partnership between the Port
Stanley, Belmont and Aylmer branches of the Elgin County Library and Erie
Thames Powelines to loan "Kill A Watt" metres to their customers.
DISCUSSION:
Erie Thames Powerlines wishes to provide the Port Stanley, Belmont and Aylmer
branches of the Elgin County Library with complimentary "Kill A Watt" metres that
patrons could then borrow for use at home. These metres are used to track
power usage of appliances and other household items in order to assist with
energy conservation efforts.
Staff support entering into this partnership given that this is a public service to
existing customers of the utility and is part of provincial conservation efforts as a
whole. These three branches have been selected because Erie Thames is the
power utility in these communities. However, the company understands that all
patrons within these branches will be able to borrow these items regardless of
their power provider.
There is no direct cost to the library for participating in this partnership. In
addition to providing the metres, the company will be providing instructional kits
and promotional materials. A formal agreement will be established with the
company to clarify that the County will not be liable for any misuse of these items
with a standard cancellation clause.
CONCLUSION:
It is hoped that this partnership will lead to similar initiatives with other power
utilities serving the County, further positioning the library as a key source of
information about energy conservation.
RECOMMENDATION:
THAT the Warden and CAO be authorized to enter into an agreement with Erie
Thames Powerlines Inc. for the loan of "Kill A Watt" metres at the Port Stanley,
Belmont and Aylmer branches of the library.
Respectfully Submitted
~~.
Brian Masschaele
Director of Community and
Cultural Services
Mark G. nal
Chief Administrative Officer
~~~unty
l'I"tf~lSl.~I:rJII.lt...fl1
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Director of Community and Cultural
Services
DATE:
November 5th, 2008
SUBJECT:
2009 Projects - Transfers To Reserve
CORPORATE GOAL'S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
This report recommends that $103,317 of operating funds within the 2008 budget
of the Department of Community and Cultural Services be reserved for usage in
2009.
DISCUSSION:
The 2008 operating budget of the Department of Community and Cultural
Services contains funds for projects that staff have determined will not be
completed until 2009. Staff are recommending that the following funds be
reserved for usage into 2009:
. $21,000 for a digital display board currently within the budget of library
services;
. $42,117 for the position of a web developer to assist with migrating the
County's web pages from Docket software into a new platform currently
within the budget of library services;
. $16,200 in CAP Sustainability funding to cover expenses associated with
the program in 2009 currently within the budget of library services;
. $24,000 to cover the County's contribution towards a tourism study
expected to be completed in spring 2009 currently within the budget of
tourism services.
Total: $103,317
These funds have all been previously budgeted and approved by Council for the
specified use so there is no net impact to the County's overall budget going into
2009 deliberations.
CONCLUSION:
The Department of Community and Cultural Services wishes to reserve $103,317
of 2008 operating funds for usage into 2009.
RECOMMENDATION:
THAT $103,317 of 2008 operating funds within the budget of the Department of
Community and Cultural Services be placed in reserve for usage by the end of
2009 to support on-going projects within the department.
Respectfully Submitted
~
Mark G. c ona
Chief Administrative Officer
Brian Masschaele
Director of Community and
Cultural Services
CORRESPONDENCE - November 25, 2008
Items for Consideration
1. Town of East Gwillimbury, with a resolution requesting the Provincial and Federal
Governments provide more predictable and sustainable funding to municipalities to
support aging roads and bridges. (ATTACHED)
t
, "
~ East'bwilIimbury
~r/_~.QMr~UI~
C 2008-437CFS
COUNCIL
MOVED BY "Councillor Hauseman"
DATE: September 22, 2008
SECONDED BY "Councillor Hackson"
BE IT RESOLVED THAT the e-mail received from C. Aker, dated September 11, 2008,
regarding safer roads in our community, be received; and
FURTHER, the Municipal Council of the Town of East Gwillimbmy refer this
correspondence to the Regional Municipality of York; and
FURTHER, in consideration that the Municipal Council of the Town of East Gwillimbmy
supports safer roads; and
FURTHER, in consideration that our roads and bridges are becoming increasingly more
costly to maintain with less financial resources to do so.
THEREFORE BE IT RESOLVED that the Municipal Council of the Town of East
Gwillimbury request that the Provincial and Federal Governments provide more funding that is both
predictable and sustainable to municipalities to suppOli our aging municipal roads and bridges; and
THAT this Resolution be distributed to the Association of Municipalities of Ontario,
Provincial and Federal Members of Parliament for consideration, action and suppOli.
CARRIED
DEFEATED
TIED (LOST)
~
o
o
"James YOUlll!_ Mavor"
James Young, Mayor
Lucille King
Director of Corporate Services / Municipal Clerk
Town of East Gwillimbury
19000 Leslie Street
Sharon,ONT LOG IVO
Telephone: (905)478-4282
Facsimile: (905)478-2808
DISCLAIMER
This materia/is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or
positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents
CORRESPONDENCE - November 25. 2008
Items for Information (Consent Aaenda)
1. Joe Preston, M.P., Elgin-Middlesex-London, advising he has forwarded a letter of
support for the County's application through the Building Canada Fund -Communities
Component for the rehabilitation of Calton Line. (ATTACHED)
2. Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to
Hon. Leona Dombrowsky, Minister of Agriculture, Food & Rural Affairs, in support of
the County's application for funding to the Building Canada Fund - Communities
Component to rehabilitate Calton Line from Richmond Road to Plank Road.
(ATTACHED)
3. Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs,
acknowledging Hon. Steve Peters' letter of support for the County's application to the
Building Canada Funds' Communities Component. (ATTACHED)
4. Jim Malik, AMEMSO Organizing Committee 2008, thanking Council for sponsoring a
hole at the recent tournament at FireRock with proceeds of $7500 going to the
Children's Wish Foundation. (ATTACHED)
5. i) Melanie Reska, Administrative Clerk, City of St. Thomas, with a resolution
accepting the County's challenge for the 2008 United Way Campaign.
ii) Maria Konefal, Assistant to the City Clerk, City of St. Thomas, with a resolution
advising that the County's grant request concerning the Tourism Designation
Development and Marketing Initiative is being referred to the City's Treasury
Department for budget consideration. (ATTACHED)
6. Doug Brooks, Chief Executive Officer, Certified General Accountants of Ontario,
thanking the County for its support for Jennifer Ford as she completed her CGA
designation. (ATTACHED)
7. Mark McDonald, Chief Administrative Officer, County of Elgin, with a copy of
correspondence sent to the Office of the Chief Coroner concerning the County of
Elgin's Implementation Response to the Jury Recommendations for the Michael
Hipson Inquest. (ATTACHED)
8. Thank you card from the Paul Mistele Family. (ATTACHED)
9. Larry Morrison, Relationship Manager, Barbara Hodgkinson, Customer Service
Representative, Farm Credit Canada, thanking the County for its participation in the
Farm Credit Canada's 2008 Drive Away Hunger campaign. (ATTACHED)
10. Port Glasgow Yacht Club, with copy of correspondence sent to Port Glasgow Marina
Boaters concerning the commercial development of the marina. (ATTACHED)
11. Association of Municipalities of Ontario - Member Communication ALERT, re:
"Ontario Proposes Ban on Cell Phones While Driving". (ATTACHED)
2
12. Hon. Dwight Duncan, Minister of Finance and Revenue, Hon. Jim Watson, Minister of
Municipal Affairs and Housing, Hon. George Smitherman, Minister of Energy and
Infrastructure and Deputy Premier, announcing the County's capital grant for 2008 of
$1,604,467 based on the Province's final results for 2007-08 in the Public Accounts.
(ATTACHED)
13. Dr. Peter A. Clark, Regional Supervising Coroner and Chair, Geriatric and Long Term
Care Review Committee, Office of the Chief Coroner, advising that the Eighteenth
Annual Report of the Geriatric and Long Term Care Review Committee to the Chief
Coroner for the Province of Ontario is now available online. (ATTACHED)
14. The Canadian Red Cross - St. Thomas Branch, advising that they provide community
transportation services for medical appointments to residents (Monday - Friday rides
only) with a contact phone number and fee involved. (ATTACHED)
.
(9ttawa
fuWlmmlClf
24 IstAvenue, Unit 2
St Thomas, Ontario
NSR4MS
TeJ:(519) 637.2255
Fax; (5 f9) 637-3358
Confederation Bullding, Room 144
Ottawa, Ontario
KIA OA6
Tel: 613.990-7769
Fax: 613-996.0 194
HOUSE OF COMMONS
'jo.e g>1MJ Wn
Member of Parliament for Elgin-Middlesex-London
R=-!F"E~!t=D
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Monday, October 06, 2008
OCT 2 7 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
To The County of Elgin
RE: Building Canada Fund
Please be advised that I have forwarded a letter on behalf of my office supporting your
application for the Building Canada Fund- Communities Component for the rehabilitation
of Calton Line.
p~ease. con~:~.t'~7office if there is anything further that I can do for the County of Elgin.
Sm~;;ylY; /;;2/
// /
/ ,/
/ /-
( & ~~~~.~
J'Preston
/K1:ember of Parliament
/ Elgin-Middlesex-London
/
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On!ano
Steve Peters, M.P.P.
Elgin - J\'1iddlesex - London
RE~"""I~'''-D
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October 24, 2008
OCT 2 3 2008
COUNTY OF ELGIN.
ADMINISTRATIVE SERVICES
Honourable Leona Dombrowsky
Minister of Agriculture, Food & Rural Affairs
II Ih Floor
77 Grenville Street
Toronto, ON M5S IB3
Dear Minister:
Please find enclosed a letter from Warden Sylvia Hofhuis of the County of Elgin who has
asked for my SUPPOlt of their application to the Building Canada Fund - Communities
Component for senior government funding to rehabilitate Calton Line from Richmond
Road to Plank Road in.
As this road serves as a major thoroughfare in the East Elgin area, especially for the
residents of the communities of Straffordville and Vienna, it is important that area
motorists have a safe and reliable transpoltation system in their own backyards. The
County of Elgin has obviously identified this project as its infrastructure priority for
consideration of senior government funding and this application has my full support. It is
my hope that it is given due consideration in the application process.
As always, thank you in advance for your time and consideration.
Sincerely,
&~
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: Warden Sylvia Hofhuis, County of Elgin, 450 Sunset Drive, St. Thomas, Ontario,
N5R 5Vl
Mr. Joe Preston, M.P. Elgin-Middlesex-London, 2-24 First Avenue, St. Thomas, Ontario,
N5R 4M5
542 Talbot Street, St. Thomas, ON N5P lOf
T _ (519) 631-0666 Toll free _ 1-800-265-7638 F - (519) 631-9478 TTY - (519) 631-9904 E - speters.mpp.co@liberal.ola.org
"","w.stcycpelers,com
Ministry of Agriculture,
Food and Rural Affairs
Mlnistere de l'Agrlculture,
de l'Allmentation et
des Affalres rurales
~
~
Ontario
Office of the Minister
77 Grenville Street, 11th Floor
Toronto, Ontario M7A1B3
Tel: 1416) 326-3074
Fax: 14161 326-3083
Bureau de la ministre
77 t rue Grenville, 11' etage
Toronto (Ontario) M7A 183
Tel.: (416) 326-3074
Telee.: (416) 326-3083
RecelVl!D
NOV t () 2008
. COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
NOV 0 5 2008
Mr. Steve Peters, MPP
Elgin-Middlesex-London
542 Talbot Street
St. Thomas, Ontario
N5P lC4
Dear ~Peters: ~
Thank you for your letter of October 24, 2008, and for indicating your support for the
County of Elgin's application to the Building Canada Fund's Communities Component.
The county's application will be evaluated using a competitive, merit-based process.
This process involves technical review of applications using expertise from other Ontario
government ministries, where appropriate.
The application deadline for the first round of funding under the fund's Communities
Component is November 21,2008. Any questions with regard to applications can be
directed to Joint Secretariat staff by calling 1-866-306-7827 or through
www.bcfontario.ca.
Thank you, once again, for taking the time to indicate your support for this application.
Sincerely,
~
Leona Dombrowsky
Minister of Agriculture, Food and Rural Affairs
c: ~s. Sylvia Hofhuis, Warden, County of Elgin
Ministry Headquarters: 1 Stone Road West, Gueiph, Ontario N1G 4Y2
Bureau principal du mlnistere: 1 Stone Road West, Gueiph (Ontario) Nl G 4Y2
Pick Ontario Freshness
Cueillez la fralcheur de l'Ontario
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STTHO:\f/\S
2008 AM fiO ~
d"~ 211, 25, 26th 2008 ~ 1J~
October 09, 2008
Warden Sylvia Hofhuis
C/o County of Elgin
450 Sunset Dr.
St.Thomas, Ont.,
N5R 5Vl
RI=C~~'\\ICD
b'dJ~:;j l$' ~"-",~,,,--,
Dear Warden Hofhuis:
NOV - 6 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
As one of the organizers of the AMEMSO (Association of Municipal Emergency Medical Services of
Ontario) Charity Golf event I would like to thank you for your kind donation of $200.00 to sponsor a hole for
the tournament that was held September 23rd at FireRock. Your donation assisted us in raising over
$7,500.00 for the Children's Wish Foundation. I also wish to thank you for supplying us with the County
pins for distribution, during the event.
Please pass along our appreciation to the County Council members and Mark McDonald.
Thanks for your ongoing support.
Jirns Christie & alik
340 Waterloo
London,
2N6
AMEMSO Letter - Tllank you - County
Richard J. Beachey
Deputy City Clerk
ST. THOMAS
Office of the Clerk
P.O. Box 520, City Hall
SI. Thomas, ON N5P 3V7
Telephone: (519) 631-1680 Exl.
4125
Fax: (519) 633-9019
Wendell Graves
City Clerk
TIlTi r.ORI'ORXIlON OFlllE <:m- OF
545 Talbot Street. P.O Box 520. City Hall. SI. Thomas. Ontario N5P 3V7
October 10, 2008
REceIVED
OCT 1 4 2008
COUNTY O~ ELGfN
ADMINISTRA TIVE SERVICES
Warden Sylvia Hofhuis
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Re: County of EI!!in - 2007 United Way Campai!!n - 2008 Contribution ChaIlen!!e
Dear Warden Hofhuis:
Please be advised that the Council ofthe Corporation ofthe City of St. Thomas passed
the following resolution on October 6th, 2008:
"THAT: Council accept the challenge from the County of Elgin for the United
Way Campaign."
Should you have any questions, please advise.
Sincerely,
~ QomWv
Melanie Reska
Administrative Clcrk
ccl United Way ofElgin-St. Thomas
St. Thomas United Way Committee
Richard J. Beachey
Deputy City Clerk
Qftice of the Clerk
P. O. Box 520, City Hall
St. Thomas, Ontario N5P 3V7
Telephon" (519) 631-1680 Ext.4123
Fax: (519) 633-9019
Wendell Graves
City Clerk
'fHE CORPORATION OF THE CITY or
ST. THOMAS
R~f:~='\tf~=n
b ~9 ",',~<..", >i \;' N.;'':: ~<cJ
October 17th, 2008
OCT 2 1 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Warden Sylvia Hofhuis
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Re: Tourism Destination Development and Marketinl!: Initiative - Grant Request
Dear Warden Hofhuis:
Please be advised that the Corporation of the City of St. Thomas passed the following resolution:
"THAT: The grant request from Warden Sylvia Hofhuis, County of Elgin, regarding the
Tourism Designation Development and Marketing Initiative be referred to the Treasury
Department for Part One Capital budget consideration."
Should you have any questions, please contact Mr. W. Day, Director of Finance and City
Treasurer, at 631-1680, extension 4101.
Sincerely,
:!2~I~
Assistant to the City Clerk
ccl Mr. W. Day, Director of Finance and City Treasurer
Ms. T. Johnson, Accounting Manager
Certified General
Acconntants of Ontario
240 Eglinton Avenue East
Toronto ON iV14P 1K8
Tel: 416-322-6520 1-800-668-1454
Fax: 416-322-8809
E-mail: info@cga-ontario,org
\i\Teb: www.cga-ontario.org
October 10, 2008
Mr. Mark McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Dr
SI. Thomas, ON N5R 5V1
RECEIVED
OCT I 4 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Mr. Mark McDonald:
Congratulations: you now have a newly designated certified general accountant on your staff.
And thank you: your support helped Mrs. Jennifer Lynn Ford achieve the CGA designation.
Jennifer Lynn completed a challenging academic curriculum, verified competence via an
examination process, demonstrated applied capability through an experience evaluation process.
That accomplishment will now be recognized at the Certified General Accountants of Ontario's
admission to membership ceremony on Saturday, November 8, 2008 in Toronto.
Both you personally and your organization played an important role in this significant
achievement by providing the employment opportunity to build the skills, judgment and
experience needed to qualify as a certified general accountant.
Jennifer Lynn joins an association of 18,500 CGAs in Ontario, and 42,000 nationally who are
dedicated to meeting the needs of their employers. She will continue to demonstrate a
commitment to you, the employer, and the accounting profession through adherence to an oath of
obligation and a code of ethics.
Thank you for helping Jennifer Lynn achieve this significant career milestone. I am honoured to
welcome her into membership at the Certified General Accountants of Ontario's admission to
membership ceremony on November 8, 2008.
Sincerely,
{J~
Doug Brooks, CGA
Chief Executive Officer
MARK G. McDONALD
CHIEF ADMINISTRATIVE OFFICER
(Mrs.) SANDRA J. HEFFREN
MANAGER OF
ADMINISTRATIVE SERVICES
450 SUNSET DRIVE
ST. THOMAS. ONTARIO
N5R 5V1
PHONE 519-631-1460
FAX 519-633-7661
www.elgin-county.on.ca
October 17, 2008
Inc. 1852
Office of the Chief Coroner
26 Grenville Street
Toronto, Ontario
M7 A 2G9
ATTENTION: Dr. Bonita M. B. Porter, Chief Coroner for Ontario
Dear Dr. Porter:
RE: Deceased - Michael Hipson
Chief Coroner File No. - Q2007-52
Matter - Implementation Response for the Corporation of the County of Elgin
As Chief Administrative Officer for the Corporation of the County of Elgin, I am pleased to
enclose the Implementation Responses of the County of Elgin in relation to the Jury
Recommendations for the Inquest into the death of Michael Hipson.
Should you have any questions or require clarification regarding the enclosed responses,
please feel free to contact either myself or our Counsel, Stephen H. Gibson.
I believe that you are in possession of the contact information for Mr. Gibson.
It is noteworthy that a comprehensive review of the maintenance policies and protocols
relating to County Roads within the territorial limits of the County of Elgin is currently under
review. The Consultant's report relative to that study is expected to be received by year's
end and thereafter placed before Council for consideration and, depending upon results,
implementation. In those circumstances, it is certainly my intention that further responses
relative to implementation of Jury Recommendations be forwarded to you in due course.
Yours truly,
Mark McDona ,
Chief Administrative Officer.
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Corporation ofthe County of Elgin
Responses to Recommendations of the Coroner's Jury
Inquest into the Death of Michael Hipson
GENERAL Following completion of the Coroner's Inquest into the death of Michael
Hipson and consideration of Jury Recommendations, the Corporation of
the County of Elgin has commenced a comprehensive study of its road
maintenance policies and practices.
The study consultants were made aware of the circumstances leading to
this review, including the significance ofthe death of Michael Hipson and
the Recommendations of the Coroner's Jury into his death, and thereafter
given a wide mandate which included identification of weaknesses and
current road maintenance policies and practices with an expectation for
recommendations to address any such weaknesses.
According to CUlTent timelines, the study repOlt will be presented to Elgin
County Council by the end of the CUlTent calendar year.
It is anticipated that this study process will result in systemic
improvements to preclude the repetition of circumstances which resulted
in the tragic death of Michael Hipson.
RECOMMENDATION 8
The County of Elgin create and utilize a standardized maintenance
report to be completed on a regular basis.
Response: Recommendation has been implemented.
Explanation: Since completion of Inquest, administrative/engineering staff for the
Corporation of the County of Elgin has created and now utilizes a
standardized maintenance repOlt for completion on regular inspections as
well as on adhoc/incident basis.
A copy of the precedent repOlt is attached.
Improvement of report format will be considered as part of road
maintenance study now underway.
It is also noted that, in addition to utilization of a standardized
maintenance report, improvements have been made in follow-up with
lower tier municipalities for repairs to deficiencies identified during
inspections.
RECOMMENDATION 9
Quarterly County of Elgin inspections be conducted with the
municipal road official.
Response: Recommendation has been implemented.
Explanation: While the specific recommendation has been implemented for inspection
of County Roads located within all lower tier municipalities, the specifics
of such qumierly inspection process will be reviewed as pmi of pending
Road Maintenance Study, including emphasis upon means of improving
follow-up procedures and repair/maintenance accountability.
RECOMMENDATION 10
All Elgin Municipalities provide quarterly "activity reports" back to
the County of Elgin.
Response: Recommendation under consideration.
Explanation: It is anticipated that recommendation and implementation, either in fmm
as made by Coroner's Jmy or in alternative form, will be addressed by
consultants in maintenance review study.
RECOMMENDATION 6
That the Province consider amending the minimum road standards to
give consideration to periodic inspections for the structural integrity
of roads and to include a requirement to maintain construction details
and maintenance records. This should also include records of visual
inspections.
Note: Recommendation referred to the Corporation of the County of
Elgin at an instance of the Ontario Ministry of Transportation.
Response: Not applicable to the Corporation of the County of Elgin.
Explanation: The Corporation of the County of Elgin is not in a position to mnend
minimum road standards which are created and specified by regulation to
the Highway Traffic Act (Ontario). To that extent, the re-assignment of
this Jury Recommendation to the Corporation ofthe County of Elgin is not
appropriate.
As the recommendation relates specifically to the responsibilities of the
Corporation of the County of Elgin in respect of roads under its
jurisdiction, it is repeated that improvements have been made to record
keeping of visual inspections and maintenance (see Response to
Recommendation 8 above).
It is also anticipated that the balance of the substantive elements of this
recommendation will be considered by the consultants within the
parameters of the pending Road Maintenance Review Study.
RECOMMENDATION 7
That permits obtained for the use of the road during the course of a
project will include a requirement for period engineering assessment
of the structural integrity ofthe road, if deemed necessary and
appropriate by the official granting the permit.
Note: Recommendation referred to the Corporation of the County of
Elgin at instance of the Ontario Ministry of Transportation.
Response: Under consideration.
Explanation: It is anticipated that recommendation and implementation, either in the
form as made by the Coroner's JUlY or in alternative fonn, will be
addressed by consultants in pending Road Maintenance Review Study.
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Farm Credit Canada
Financement agricole Canada
41 7 Exeter Road
London ON N6E 223
'Ii' 519-681-1130
I'J 519-681-3304
Toll free/Sans frais 1-800-387-3232
Extended hours/Heures prolongees 1-888-332-3301
\iVWVIf,fcc-fac.ca
October 23, 2008
D IF''''''' I&: RVr; 0
n'~':l~R;;tl~:ll \l :l:~~.o_,
Warden and Councillors
County of Elgin
450 Sunset Drive
St Thomas ON
N5R 5V1
OCT 2 7 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Warden and Co uncillors
DRIVE AWAY HUNGER 2008
We are writing to thank the County of Elgin for its participation in Farm Credit Canada's 2008
Drive Away Hunger campaign_
Our event on October 16th was a huge success with 21,640.5 Ibs of food coilected for The Caring
Cupboard Food Bank - more food than they have ever received at a single event and enough to
suppiy their needs for over 2 months!
On a national level, Farm Credit Canada's goal of raising 500,000 Ibs of food for food banks
across the country has exceeded all expectations.
The national total raised was 1,035,539 pounds offoodl
Once again, many thanks for heiping us to make our campaign such a success.
Yours sincerely
Larry Morrison
Relationship Manager
Barbara Hodgkinson
Customer Service Representative
t:.X4~X:"/C'\ liJc~h^---^J1. ,.----.
BEST5GWW=~O'
BIPLOYERS CHOIX
IN CA,',ADA AU CANA.DA
lIlEGtCBEMiOWJl
REPORT ON BUSINESS
t.US.U.lnE
Canada
Drive away hunger
News Release
For immediate rei ease
FCC Drive Away Hunger tours collect ONE MILLION pounds of food
Regina, Saskatchewan, October 22,2008 - Farm Credit Canada's (FCC) Drive Away Hunger program finished
its final lap on Friday October 17, with 1,035,539 pounds of food for the hungry in Canada. The program doubied
its national goai of 500,000 pounds - see details on the next page.
"We're amazed by the generosity of our partners and the overwhelming response from people across Canada
who dropped off food with us," says Greg Stewart, FCC's president and CEO.
FCC presented the food and money raised to food banks involved across the country. "Food Banks Canada and
its members are grateful that Farm Credit Canada has taken such an active role in helping us feed those most in
need in Canada. We hope communities will continue to help thousands of less fortunate peopie during the
upcoming holiday season," says Katharine Schmidt, Executive Director, Food Banks Canada.
FCC is also donating $25,000 to Food Banks Canada to support the National Food Sharing System. Canada's
food sharing system ensures equitable distribution of food among member food banks across the country.
Since 2004, FCC Drive Away Hunger tours have collected over 2 million pounds of food for food banks in
Canada.
This year, for the first time, Drive Away Hunger went national. Four tour" took place in Alberta, Manitoba, Nova
Scotia and Regina (where head office is located) from October 13 to 17. In addition, FCC collected food and
cash donations in every field office across Canada from September 15 to October 17.
~~ ft Farm Credit Canada
C d'"
ana a
About Farm Credit Canada:
FCC Is Canada's largest provider of business and financial services to farms and agribusiness. Operating out of
100 offices located primarily in rural Canada, FCC's 1,400 employees are passionate about the business of
agriculture. A healthy portfolio of more than $15 billion and 15 consecutive years of portfolio growth are a
reflection of our customers' success. For more Information, visit www.fcc.ca.
Thank you for helping us fight hunger in Canada I
Final results (Ibs)
Level Tours Field office collection Total
Canada 578,6'15 456,924 1,035,539Ibs
Alberta 193,235 35,349 228,849 Ibs
British Columbia N/A 127,038 127,0381bs
Manitoba 203,588 21,253 224,8411bs
New Brunswick N/A 9,824 9,824 Ibs
Newfoundland and N/A 2,000 2,0001bs
Labrador
Nova Scotia 116,418 2,000 118,4181bs
Ontario N/A 116,577 116,577 Ibs
Prince Edward Island N/A 9,276 9,2761bs
Quebec N/A 91,670 91,670 Ibs
Saskatchewan 65,374 41,937 107,3111bs
:::~ fi' Farm Credit Canada
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Port Glasgow Yacht Club
P.O. Box 315, Rodney, ON NOL 2CO
Rcr::Fft'"~D
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October 27, 2008
Re: Commercial Development of the Marina
OCT 3 0 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Fellow Port Glasgow Marina Boaters:
West Elgin Council voted in August to in principal partner with Seaside Waterfronts
Inc in the use of Municipal lands for commercial development. These lands consist
mainly of the green area along both sides of Havens Lake Road, below the plateau
west of Havens Lake Road and the entire lands west and south of the basin.
The Council October 23rd voted unanimously to allow the developer to proceed and
acquire engineering and building requirements for the Havens Lake Road
development and commercial development proposed at the bottom of Havens Lake
Road. Council is encouraging the developer to move along with the commercial
development plans of Municipal Public Recreational Land.
The PGYC and others have adamantly opposed Council and the development ofthese
public recreational lands. Council will not support the growing Public opinion to
advise the developer that commercial development will not include public recreational
green land
The motion does call for public input; PLEASE VIEW THE DEVELOPMENT PLANS,
AND VOICE YOUR OPINION TO COUNCIL bPlease refer to the actual motion for all
wording, as canied unanimously at the Aug 24' West Elgin Council meeting. The
motion is available from the Councilor the Municipal Clerk).
Development plans are posted on the Marina Restaurant window.
It is the West Elgin Council's moral duty to protect Municipal Public
Recreationalland. Council must stop Seaside Waterfront Inc development plans
on Municipal land NOW
Objections and legal advice stating our position have been delivered to Council.
Council is not altering course one degree; and the development planning and rezoning
is forging ahead.
Commercial Development oftlle Marina
October 27, 2008
Page 2
We have been forced to retain the Law Firm Lerners LLP to move Council to honour
past Marina Agreements and Land Transfers, Your donation to the legal fund and
voicing your opinion to Council will support the future ofthe Marina.
The Council, in our opinion, is allowing and encouraging the Developer to submit
concepts and development plans to:
Build a 5 storey 72 room hotel, spa and dining room on the cun-ent site of the
washrooms and showers, the five star hotel and convention center will require
demolition of our new washrooms, wasting $500,000 of taxpayer money, The Hotel
will not match the personality of the PGYC causing impossible congestion and land
use conflicts.
A 1,000 seat amphitheater, aka band shell, in the Municipal wetland natural area west
of the washroom. We are against building over the Naturalized green lands,
WE IMPLORE COUNCIL
DO NOT PAVE OVER RECREATIONAL GREEN LAND!!
(former Beattie Access Provincial Park transfen-ed to the Municipality in 1994),.
We are told Seaside Waterfronts Inc. is cun-ently working with Orchestra London to
make this new amphitheater their summer home, When the orchestra is performing
the west ramp and roadways will be totally impeded.
Traffic impeding roundabouts will be built at both ends of Havens Lake Road, These
stone roundabouts, are popular in new upscale subdivisions to calm traffic. Circling
around stone walls will make trailer towing nerve wracking to say the least.
The cun-ent grassed and treed picnic area by the west ramp will be a paved parking
lot; lands of the former Beattie Access Provincial Park. The paved parking is setup
for compact cars, trying to maneuver a truck and boat trailer will become impossible.
The paved parking will extend into the naturalized area west of the cun-ent beach
parking lot; we oppose paving this naturalized area.
A 30 to 40 foot stone lighthouse is planned for the parking area south of the basin,
This will stop our annual dredging, which helps maintain the channel depth, The
lighthouse is being built in a traffic roundabout to encomage car, pedestrian and
bicycle sight seeing traffic. This will agaiu impede use of the west ramp, to the point
of being unsafe to use, and eliminate parking south of the Basin on the gravel area,
Commercial Development of the Marina
October 27, 2008
Page 3
Building a 200 boat dry storage warehouse building north of the bait shop. These
"store and launch" warehouses are popular in southern USA. They use huge fork lift
trucks to lift and launch boats from the warehouse into the basin. Up to 26' boats will
be lifted across the parking lot and roadways and lowered into the basin. This will
require huge amounts of parking lot space, roadway space and basin dockage space.
PGYC has a 2 year waiting list for dockage; however, at least 10 to 15 current docks
will be forfeited to accommodate the boat dry storage facility. The warehouse has the
potential of adding 100' s of boats a day into our already congested marina and
channel. What will happen if a storm comes up and all the boats out on the Lake
cannot fit back into the basin? This will create a velY dangerous situation. We were
told the cost of storing here will be in the $2,000 a year range plus launch fees. The
plan calls forii boat store and bait and tackle shop here as well, this will close our bait
shop.
The new restaurants, catTY outs, atld bars along Havens lake Road will close our
restaurant.
Everyone supports West Elgin development, but the development must be well
planned and thought through to benefit all West Elgin.
This Commercial development on Municipal Public Recreational Land is NOT
RESPONSIBLE and IS NOT WELL PLANNED use of Municipal Public
Recreational Land.
We implore Council to stop encouraging the plivatizing
and destruction of the Madna.
The PGYC and others have numerous other items of concern about the Seaside
Waterfront Inc development of the new village of Seaside.
Please voice your opinion to Council and MPP Honourable Steve Peters
Honourable Steve Peters MPP
542 Talbot Street
8t Thomas ON N5P lC4
519631 0666 or 1 800265 7638
Municipality of West Elgin
22413 Hoskins Line
PO Box 490
Rodney, Ontario NOL 2CO
Reeve Graham Warwick 519 6955790 Deputy Reeve Bemie Wiehle 519 785 0405
Jonathon Wolfe 519 768 2345, TlUdy Baliant 519 768 2987, Mary Bodnar 5197850937
West Elgin Municipal Council August 2008 Resolution:
"Resolved that Council agrees in principal with
partnering with Seaside Waterfronts Development Inc
in the use of Public land subject to Public participation,
engineering review and Compliance with Disposal of
Lands policies"
West Elgin Council October 2ih 2008 Resolution moved:
(Actual re,~olutio>> wording available ji'om CounciO
to support the Engineering review by Seaside
Waterfronts Inc, of the Public Lands to be developed.
..Rde
Mwdati!Jn of Munidpalilit'1 of Onltlrio
200 University Ave, Suite 801
Toronto, ON M5H 3C6
Tel.: (416) 971-98561 Fax: (416) 971-6191
E-mail: amo@amo.on.ca
MEMBER COMMUNICATION
ALERT NO: 08/050
To the attention of the Clerk and Council
October 29, 2008
FOR MORE INFORMATION CONTACT:
Craig Reid, AMO Senior Policy Advisor
(416) 971-9856 ext. 334
Ontario Proposes Ban on Cell Phones While Driving
Issue:
Legislation introduced today will ban the use of hand held electronic
communications devices by drivers if passed by the Ontario legislature.
Background:
The proposed Countering Distracted Driving and Promoting Green Transportation Act,
2008, introduced into the legislature today by the Minister of Transportation, Jim Bradley will
ban the use of cell phones and other hand-held electronic communications devices by
drivers on Ontario's roads. Devices such as portable video games, DVD players and GPS
are also included.
In introducing the legislation, the Ministry noted that distracted driving is estimated to be a
factor in 20 per cent of all collisions and that drivers using cell phones were four times more
likely to be involved in a collision than a driver who is focused on the road,
The new legislation would, if passed, allow police to fine drivers convicted of using a banned
device while driving up to $500. Quebec, Nova Scotia and Newfoundland and Labrador
have similar laws in place.
Using cell phones with ear pieces and fixed, in-dash GPS systems would continue to be
allowed as would exemptions for 911 calls on a cell phone. In addition, police, fire
department and emergency medical services personnel will be permitted to use hand-held
wireless communications devices in the normal performance of their duties.
The proposed legislation will also remove barriers to carpooling in Ontario by recognizing
informal, irregular carpools that operate between municipalities for purposes other than just
home-to-work and work-to-home trips.
For more information, please go to: http://www.mto.qov.on.ca/enqlish/index.html.
Action: For information. AMO will continue to update members on relevant transportation
issues as they arise.
This information is available in the Policy Issues section of the AMO website at www.amo.on.ca.
I-
0::
W
......I
<C
1-1
Association of At'll.
Municipalities of Ontario
From:
To: 151S6337661
11/10/2008 1S:21
11218 P.002/004
Ministry of Finance and MinIstry 01 Ministry of Energy Bnd ~
Ministry of Revenue Municipal Affairs and Housing Infrastructure
Office of the Minister Offles 01 the Minister Office of the Deputy Prsmlsr
ibFloor l't"Floor 4lh Floor, Hearst Block
7 Queen's Park Crescent 177 Bay Strest 900 Bay Street ...-"-=
Toronto, ON M7A lZ1 Toronto, ON M5G 2E5 Toronto ON M7A 2El Ontario
Tel 41632&0400 Tal 416585-7000 Tel 416-325'2201
Fax 416325-0374 Fax 4t6 565.6470 Fax 416.327.6754
\WNJ.fin.gov.on.ca www.mah.gov.on.ca www.energy.gov.on.ca
November 10, 2008
Ms. Sylvia Hofhuis
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Warden Hofhuis,
On March 31,2008 we wrote to advise your municipality.that the McGuinty government had
introduced the Investing in Ontario Act, 2008 (the Act). Under this Act and the related 2008
regulation, every municipality in Ontario is entitled to receive a capital grant in 2008 based
on the Province's final results for 2007-08 in the Public Accounts.
On August 25th, the Premier was pleased to announce that the 2007-08 Public Accounts
had been finalized and that, under this new Act, all municipalities in the province would be
receiving additional capiial grants this year. We are pleased to advise you that your
municipality will be receiving its allocation under the Act and related 2008 regulation of
$1,604,467 on November 12, 2008.
By redirecting a portion of the provincial surplus to municipalities for capital purposes, the
Ontario govemment is helping to address Ontario's municipal infrastructure deficit. Investing
in infrastructure is a crucial component of a strong economy and part of the governnient's
five-point plan for jobs and growth in Ontario.
The allocation of the Investing in Ontario Actto individual municipalities is based on a
formula, determined in consultation with AMO and the City of Toronto and detailed in the
2008 regulation. ,This formula is based on municipal population distribution according to the
) 2006 Census and, in the case of two-tier municipalities, the respective upper- and lower-tier
shares of capital expenditures between 2001 and 2005 inclusive, as reported by
municipalities. The specific allocations to individual municipalities are posted on the Ministry
of Finance website at wwwJin.gov.on.ca/enalishlbudaet/oaccts/2008/ioa.html.
Your municipality has the discretion to spend your grant to address your capital priorities.
Under the 2008 regulation, payment:
...Iconl'd
1671..01 (07/11)
7530-4658
Received Time Nov, 10,2008 6:19PM No, 1804
From:
To: 15196337661
11/10/2008 19:21
11218 P.003/004
-2-
(a) may only be used by an eligible recipient for expenditures that are capital
expenditures with respect to the eligible recipient under generally accepted accounting
principles for local govemments as recommended, from time to time, by the Public Sector
Accounting Board of the Canadian Institute of Chartered Accountants; and
(b) shall not be used for the purpose of reducing or paying out the amount of any debt
relating to a capital expenditure if the debt was incurred by the eligible recipient before the
date on which the relevant payTnent is received.
The government will be requesting report-backs on your municipality's planned use of these
funds and how you plan to publicly demonstrate the Government of Ontario's contribution to
your capital priorities through signage, local events and other means of recog'nition. The
government is particularly interested in the sign dimensions, their placement and
presentation of the provincial graphic. You will be receiving templates detailing the report-
back information that will be required. As the projects are completed, the Province will also
be requesting additional report-backs on how the funds were actually spent and the nature.
of public recognition provided for the Government of Ontario's contribution. In addition, the .
Province maintains the right to audit how the funds were used and to recover any, or all, of
the funds granted if it is determined that they were not used, or will not be used, for the
eligible capital purposes.
The McGuinty govemment recognizes the importance of our municipalities, which Is why we
have made the strategic decision this year to invest in our communities. This initiative is .
continuing to build our investments towards municipalities and is part of our ongoing
commitment to working towards a sustainable provincial-municipal relationship.
As we all know, Ontario is facing a more challenging global economy. Economic data
released since the end of the fiscal year indicate that growth has been below forecast so far
in 2008. As a result, it is important that we continue to work together to focus on key
investment priorities and to manage our finances carefully. We look forward to working in
collaboration with you and our other municipal partners to successfully meet today's
economic challenges and to build a solid foundation for a positive future for Ontario's
businesses and its citizens.
Yours sincerely,
f47f4-
-,
IWU
&'1 &~
Dwight Duncan
Minister of Finance
Minister of Revenue
Jim Watson
Minister of Municipal
Affairs and Housing
George Smitherman
Minister of Energy and
Infrastructure
Deputy Premier
1671-01 (07/11)
7530-4658
Rece ived Time Nov, 10, 2008 6: 19PM No, 1804
From:
To: Hi186337661
11/10/2008 18:21
c: The Honourable Steve Peters, MPP Elgin-Middlesex-London
Peter Wallace, Deputy Minister of Finance
John S. Burke, Deputy Minister of Municipal Affairs and Housing
Saad Rafi, Deputy Minister of Energy and Infrastructure
Linda Veger, Director of Financial Services .
167HH (07/11)
Rece ived Time Nov, 10. 2008 6: 19PM No. 1804
11218 P.004/004
7530-11658
Office of the Chief Coroner
Bureau du coroner en chef
26 Grenville Street
Toronto ON M7A2G9
Telephone: (416) 314-4000
Facsimile: (416) 314-4030
26 rue Grenville
Toronto ON M7A2G9
Telephone: (416) 314-4000
Telecopleur: (416) 314-4030
October 22, 2008.
Dear Geriatric and Long Term Care Stakeholder:
In 2007, the Office of the Chief Coroner Geriatric and Long Term Care Review Committee
reviewed a total of 17 coroners' cases that were referred to them involving elderly
residents of acute care and long term care facilities. Upon reviewing the cases,the
committee generated a total of 35 recommendations aimed at preventing future similar
deaths. These recommendations focused on issues and concerns relating to:
. Medical and Nursing Management
. Communication and Documentation
. Use of Drugs in the Elderly.
. Admissions, Discharge and Transfer Procedures
. The Acute Care and Long Term Care Industry in Ontario, including
the Ministry of Health and Long -Term Care
I am pleased to announce that the Eighteenth Annual Report of the Geriatric and Long
Term Care Review Committee to the Chief Coroner for the Province of Ontario is now
available online at the following address:
http://www.mcscs.ius.qov.on.ca/Enqlish/pubsafetv/officecoroner/pubsandreports.html
The recommendations suggested by the Geriatric and Long Term Care Committee are
intended to promote discussion and initiate change. The recommendations are not to be
interpreted as policy directives from any agency or ministry of government, including the
Office of the Chief Coroner. The recommendations focus on preventing future similar
deaths by building awareness and recognition of issues affecting the geriatric and long
term care communities within Ontario.
Sincerely,
dJM
;k;. Dr. Peter A. Clark .
II' Regional Supervising Coroner and
Chair, Geriatric and Long Term Care Review Committee
PAC/KKldl
TI18 Canadian Red Cross Society
La Societe canadienne de la Croix-Rouge
'141 Wellington Street
SI. Thomas, Ontario
Canada N5R 2R8
Telephone (519) 631-161"
Fax (519) 631-3681
~\
SI. Thomas Branch
TRAN'~,POR.T A TION
PIt (;.RAM
'TIle r=~U1adian Red Cross-St. Thomas Branch offers a transportation service
l}\[0 nday-Friday rides only) for medical appointments. Our volunteer drivers call
mke :rOll to London, Aylmer, Port Stanley, Dutton and within St. Thomas. Please
t;aU ;'-3 business days in advance OfyOUT appointment.
Please not:e theJransportation fees below:
Within St. Thomas - $15,.00 return
To London ~ $40.00 Jl'eturn
To Aylmer, Port Stanley - $20.00 rerum
To Dutton - $45.00 return
To set up a ride or to get more information
please call the St. Thomas Branch office at
(519) 631-1611
NA'101.J4L '{2\ U-"jUE CHARITABLE NUMBER
NO .-)'R::GJSfAl:11E1>ITDE l'ORGANISME
!19?19814f'RO;ll1
.
CLOSED MEETING AGENDA
November 25.2008
Correspondence:
1) Elgin St. Thomas Board of Health re: Municipal Act, Section 240.2 (a) the security of
the property of the municipality or local board (ATTACHED)
4-
EIglnCounty
fax cover
DATE: 21/11/2008
Send to: Warden Hofhuis and Elgin County
Councillors
Attention:
Office Location:
Fax Number: Call Group #'s
From: Mark G. McDonald, Chief Administrative Officer
mmcdonald@elgin-county.on.ca
Office Location: Administrative Services
Phone Number: Ex!. 161
Number of Pages, Including Cover: 8
D URGENT D REPLY ASAP D PLEASE COMMENT D PLEASE REVIEW D FOR YOUR INFORMATION
COMMENTS:
Additional Items for Council Agenda of November 25, 2008
Bv-Laws:
By-Law No. 08-33 - "Being A By-Law to Expropriate Lands Required for Municipal Purposes
Note: By-Law 08-33 - Schedule "B" is not attached and will be
circulated on Tuesday.
Correspondence - Information (Consent Aaendal: (attached)
1) Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to Dr. Dieter
Zetsche, Chairperson, Board of Management Daimler AG, regarding the Sterling Truck plant
closure announcement.
TIlE TNFORMA TION IN THIS F ACSIMJLE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONT ATN INFORMA lION 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 COIvllifUNICATION IS
STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMNruNICATION IN ERROR, OR THERE ARE ANY PROBLEMS IN TRANSMISSION, PLEASE
NOTIFY US BY TELEPHONE County of Elgin
450 Sunset Drive
St. Thomas. Ontario
N5R 5V1 Canada
Phone: 519.631-1460
Fax: 519.633.7661
www.ergin~county.on.ca
Progressive by Nature
~
,-,
Ontario
Steve Peters} M.P.P.
Elgin - Middlesex - London
Dr. Dieter Zetsche, Chairperson
Board of Management
Daimler AG
70546 Stuttgart
Germany
RECE~VED
NOV 1 9 200B
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
November 14, 2008
Dear Dr. Zetsche:
Please find enclosed a letter from Mr. Ken Lewenza, National President of CA W-
Canada.
The announcement by your corporation that the Sterling Truck plant will close in March
2009 and permanently put more than 1,500 people out of work has created a shockwave
not only within the City of St. Thomas, but throughout the entire region. As you are no
doubt aware, every manufacturing sector job correlates into up to eight other jobs in the
region and the negative economic impact of a plant closure reaches into practically every
other employment sector.
Local community leaders that included myself, my federal counterpalt, the Mayor ofSt.
Thomas and other officials met as soon as possible after the announcement to start the
process of working together to do what we can to keep the plant from closing and save
these jobs. I assure you that this work will continue on the local level.
Immediately after learning this devastating news, I called the Honourable Michael
Bryant, Minister of Economic Development of Ontario. I have also discussed this matter
with the Honourable Dalton McGuinty, Premier of Ontario. Both Minister Bryant and
Premier McGuinty understand the enormity of the dire situation and have committed to
do what they can to save these jobs. And Ontario's Finance Minister, the Honourable
Dwight Duncan, has called on the Canadian federal government to assume more of an
active role in protecting our manufacturing sector and investing in our local economies.
As you are aware, the provincial government has programs that the manufacturing sector
can utilize including the Advanced Manufacturing Investment Strategy, the Communities
in Transition Initiative and the Ontario Auto Strategy. These programs invest hundreds of
millions of dollars in Ontario's manufacturing sector. It is unfortunate that your company
has chosen not to work with all levels of Canadian government (municipal, provincial
and federal) to find a solution that would work for your corporation and the thousands of
people that face an uncertain future right here in St. Thomas, Elgin County and
throughout southwestern Ontario.
/2...
542 Talbot Street, St. Thomas, ON N5P lCA
T _ (519) 631-0666 Toll free - 1-800-265-7638 F - (519) 631-9478 TTY - (519) 631-9904 E - speters.mpp.co@liberal.ola.org
"\...",,,,..stevepeters.com
I understand that the decision to close Sterling was based on international factors and the
global economy. It was not a decision based upon what's best for local workers and their
communities or the local, regional or Ontario economy.
It is my hope that Daimler AG will reconsider its decision to close Sterling. The
provincial government has offered your company everything in its power and has
committed to use every tool at its disposal to help our community keep this plant open,
save these jobs and keep our local and regional economy vibrant. I promise to work with
you to achieve this goal.
Mr. Zetsche, I would appreciate your reviewing my request and responding to my
constituency office at your earliest convenience. As always, thank you in advance for
your time and consideration.
Sincerely,
~\\:
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: Mr. Ken Lewenza, National President, CAW-Canada
Mr. Dave Elliott, President, CAW Local 1001
Mayor Cliff Barwick, City ofSt. Thomas
Mr. Bob Wheeler, G.M., St. Thomas Economic Development Corporation
Warden Sylvia Hofhuis, County of Elgin
Mr. Joe Preston, M.P. Elgin-Middlesex-London
Honourable Michael Bryant, Minister of Economic Development
Honourable Dwight Duncan, Minister of Finance
Honourable Dalton McGuinty, Premier of Ontario
Honourable Sandra Pupatello, Minister of International Trade and Investment
542 Talbot Street. St. Thomas, ON N5P lCA
T ~ (519) 631-0666 Toll free ~ 1-800.265-7638 F - (519) 631-9478 TrY - (519) 631-9904 E - speters.mpp.co@liberal.ola.org
"'''''''''.stevepeters.com
CAW~TCA
CANADA
www.caw.ca
KEN LEWENZA
Natiof1aJPra.siOenl
Presidentoot'onal
JEAN-PIERRE FORTIN
Qoobec Di<eCfor
Okect~rqOObeoo's
JIM O'NEIL
Nar.icnal Seael/lfY-Tre.;slJ(e(
Secretah3-tfesc>ri!lrnat.iOnE/
205 PLACER COURT, TORONTO, ONTARIO M2H 3H9
PHONE (416) 49H110 FAX (416) 495.6559
October 30, 2008
Dr, Dieter Zetsche via fax: +49 71117 22244 & mail
Chairman of the Board of Management
Daimler AG
70546 Stuttga rt
Germany
Dear Dr. Zetsche,
I am writing in regard to the recent announcement by your Daimler Trucks
division that it plans to close its heavy truck assembly plant in St. Thomas,
Ontario, Canada next spring,
This decision has been linked to the concurrent decision to eliminate the Sterling
brand of trucks (which is currently produced at that plant).
This decision, if enacted, will impose a terrible economic and social blow on the
workers at that facility, their families, the broader community, and indeed on the
general economy of Ontario and Canada. This region has been hit very hard by
the current downturn in manufacturing and the broader restructuring of the auto
industry. We cannot afford to lose a major facility like this one.
The St. Thomas facility has operated for almost two decades. It has produced a
range of products over that period (including Freightllner-branded products), not
just Sterling products. The plant, and the company, has benefited from the work
ethic, high quality, and superior productivity of its Canadian workers, It has
benefited from our taxpayer-funded universal public health care system (which
reduces labour costs by several dollars per hour).
We recognize the current severe downturn in the North American heavy truck
market. This is a notoriously cyclical business at the best of times, and the
current downturn has been made far worse by the effects of the global financial
crisis and the resulting slump in U.s, construction and other industries.
*
National Automobile, Aerospace, Transponalion and General Workers Union of Canada (CAW-Canada)
Syndicat nat!ooat de I'automobile, de !'aerospatia(e, du transport at des alflres travailleurs at IravaIUeuses du Canada (TeA-Canada)
.
However! in our judgment! the decision to eliminate the Sterling brand! and the
decision to close the St. Thomas plant entirely! are two completely separate
decisions. And the proposal to close the St. Thomas plant in conjunction with
cancelling that brand will deprive Daimler Trucks! as well as the community! of
the possibility of generating tremendous economic wealth once the North
American truck market recovers (as it surely will).
In particular! We fear that your executives with Daimler Trucks in North America
have overlooked several significant developments which together could
substantially affect the rationale for plant closure:
· The Canadian and Ontario governments have both confirmed their willingness
to participate in major capital investment projects in the auto industry! as a
way of assisting Canadian facilities to adjust to current realities! providing
total assistance for capital projects of 20 percent or more (including
contributions toward training! infrastructure! and research costs).
· The Canadian currency! which was temporarily overvalued as a result of
bubble-like conditions in global commodity markets (Canada! as you know, is
a major resource exporter)! has quickly corrected to more normal! sustainable
levels. At current exchange ratesCanadlan'rilanufacturing faCilities have a
. significant labour cost advantage compared to those In the U.S.
. Our local union at the St. Thomas facility has indicated its commitment to
continue identifying and implementing productivity-enhancing measures and
other cost-saving initiatives as part of a broader effort to restructure this
facility and keep it operating. Our local union leadership believes these
initiatives would reduce unit labour costs at the facility by 20 percent.
Together these developments serve to reduce the effective cost of operation of
the st. Thomas facility! and enhance its underlying profitability! by more than
one-third. In our judgment! Daimler Trucks management should revisit the
decision to dose this facility! in light of the falling Canadian dollar and these
other profit-enhancing developments.
I would like to make one other point in reference to the decision to close this
facility. In past collective bargaining with our local union in St. Thomas! Daimler
Trucks committed to sole-source production of certain models at our plant. The
local union later accepted that the company could produce "overflow" units at a
new facility in Mexico (Daimler Trucks' second facility in that country) -
contingent on full utilization of the Canadian plant. Now the Canadian plant is
being closed (leaving Daimler Trucks with no assembly capacity in Canada), and
the Mexican plant will remain in operation. This results in the effective transfer
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of our work to Mexico, and is deeply offensive in light of our local union's past
cooperation on the issue of Mexican sourcing.
We have been working closely with officials from the federal government, the
Ontario government, and the local government in st. Thomas, to prepare a joint
case on the merits of maintaining the facility here, and assigning it production of
alternative models at a point in the future when overall market conditions
improve in this sector.
We request the opportunity to meet with you in person, along with your senior
Daimler Trucks management team, to present this case, to highlight the
continuing benefits of doing business in Ontario, and to point out that closing
this plant as a result of a severe but temporary downturn in the continental
market is short-sighted and will damage Daimler's long-run profitability.
Dr. Zetsche, you and I worked closely together during your years at Chrysler.
You know that the CAW is a pragmatic, realistic organization, committed to
productivity, quality, and the long-run sustainability of the businesses where our
members work. This facility in St. Thomas has done very well for your company;
we urge you and your executive team to review the facts of the case with us,
before making'a move that would hurt both your company and our community.
Please contact my office to make arrangements for us to meet with you.
Thank you in advance.
Yours sincerely
rIP
Ken Lewenza
National President
c.c. Andreas Renschler, Member of the Board of Management, of Daimler AG & Head of
Daimler Trucks
Erich Kiemm, Chairman of the Corporate Works Council, Daimler AG
Chris Paterson, CEO, DTNA
Cliff Barwick, Mayor of St Thomas
Joe Preston, MP, Elgin-Middlesex-London
Steve Peters, MPP, Elgin-Middlesex-London
David Elliott, President, CAW Local1Q01
David MacArthur,Plant, Chair, CAW Local 1001
Kl/JS/kvcope343
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