February 17, 2009 Agendar OPEC ORDERS OF THE DAY
x
u°a _r:
N FOR TUESDAY, FEBRUARY 17, 2009 - 9:00 A.M
O AR10
PAGE # ORDER
1st Meeting Called to Order
2nd Adoption of Minutes - January 27, 2009
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
PRESENTATION:
2-11
9:00 a.m. Sandra Datars-Sere, Director, Ontario Works and Social Housing
re: Funeral Service Policy and Revised Rates (attachment)
12-14
9:15 a.m. Steve Gibson, Hennessy Gibson Hogan (letter attached) and
Dave Anderson of AECOM re: Road Maintenance Study (circulated separately
- please bring your copy to the meeting)
9:45 a.m. Mark Emery, Elgin Stewardship Co-ordinator, Elgin Stewardship
Council, re: present Elgin Landscape Strategy Presentation (attached
separately)
5th Motion to Move Into "Committee Of The Whole Council"
15-137
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence - see attached
138-140
1) Items for Consideration
141-148
2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Closed Meeting Items (see separate agenda)
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
149-151
13th Consideration of By-Laws
14th ADJOURNMENT
LUNCH WILL E PROVIDED
NOTICE:
March 10, 2009 9:00 A.M. - County Council Meeting
March 24, 2009 9:00 A.M. - County Council Meeting
I
THE CORY MMINOMEMYOF
ST. THOMAS
ST. THOMAS - ELGIN
ONTARIO WORKS
423 Talbot Street
St. Thomas, Ontario
N5P 1C1
?s`t~ 1
w,
Re ort No. OWEC01-09
REPORT TO COUNTY COUNCIL
FROM: Sandra Datars Bere, Director of Ontario Works and Social Housing
St. Thomas - Elgin
MEETING DATE: February 17, 2009
SUBJECT: Funeral Service Policy and Revised Rates
Recommendation:
THAT: Report OWEC01-09 of the Director of St. Thomas-Elgin Ontario Works (STEOW) regarding
Funeral Service Policy and Revised Rates be received for information.
Report:
On January 12, 2009, the Council of the City of St. Thomas, as the Consolidated Municipal
Services Manager for St. Thomas and Elgin County, received the attached report ((OW01-01
-Attachment A). After consideration, Council approved the new Funeral Service Policy and
Revised Funeral Reimbursement Rates, which went into effect on February 1, 2009.
Since that time, staff from the STEOW has met with representatives from Funeral Service
Providers across the community (4 February 2009) to confirm the new policy and provide
information on reimbursement procedures. During that meeting, Funeral Service Providers
indicated both support for the policy (consistent with meetings with them in late 2008) and
willingness to observe its implementation consistent with STEOW policies and procedures.
STEOW has also received feedback from the Ministry of Community and Social Services
regarding the approved policy. The Ministry has recommended two small
additions/clarifications to the policy (applicability to all; coverage outside community). The
newly revised policy (Attachment B) is also provided for County Council's review and will be
going forward to City Council on February 17, 2009 for their review and endorsement.
All information is attached for County Council's review, comments and questions.
St.
Ontario Works
OWECOI-09 17 February 2009
IT19C11/1i~~1 f}
Report No
r
' Corporation of the
.
OW01-09
File No
City of St. Thomas
.
ST THOilfAS
Date Authored:
Directed to: Chairman Lori Baldwin-Sands and Members of the Social
January 2, 2009
Services Committee
Meeting Date:
January 12, 2009
Department: St. Thomas-Elgin Ontario Works & Social Housing
Attachments
1. Proposed Funeral
Prepared B Sandra Deters Bere, Director
y'
Policy
2. Resolution from United
Counties of 5DG
Subject: Funeral Service Rates
Recommendation:
THAT: Report OW01-09 be received for information, and further;
THAT: Council approve the new Funeral Policy attached to this report, and further;
THAT: Council approve the new funeral rates established for February 1, 2009, and further;
THAT: These new rates be incorporated in the 2009 budget submitted by Ontario Works, and further;
THAT: Council support the resolution of December 15, 2008 of the Council of the United Counties of
Stormont, Dundas and Glengarry, recommending that the Ministry of Community and Social Services
increase maximum rates for funeral services and extend provincial funding to all needy individuals.
Background:
Municipalities are required by the statutes of the Public Hospitals Act and the Anatomy Act to cover the
funeral and burial expenses for indigent persons who die in hospitals and for unclaimed bodies where
the deceased would normally have resided within their jurisdictions. If a body has not been claimed by
a relative for disposition or by any other person who gives a bona fide undertaking to dispose of the
body, it is the responsibility of the municipality within whose limits the body was found to cover the cost
of burial.
Under Regulation 134/98 of the Ontario Works Act (1997), the Ontario Works Administrator (Director,
St. Thomas-Elgin Ontario Works) has the ability to provide a discretionary benefit to residents of the
Elgin and St. Thomas community who are in receipt of social assistance (Ontario Works or Ontario
Disability Support Program) to cover the costs of a funeral and burial or cremation. An amount of
$23250 is the recommended maximum set by the Ministry of Community and Social Services (MCSS)
for funeral services. Administrators do, however, have the discretion to exceed the guideline amount.
Permanent residents of the community with limited income (non-social assistance clients) may also be
eligible for similar assistance. Eligibility in these cases is determined through an application process
prior to the finalization of funeral arrangements. Applications for all seeking benefit are made to and
processed by staff at the Ontario Works Department, in conjunction with families and funeral service
providers/funeral homes within our community.
At present within this community, funeral costs for those on assistance are cost shared (up to $2,250
maximum) with the province (80/20) while the funeral costs for non-social assistance individuals
(indigents are borne 100% by the municipality (in keeping with the statutes of Acts as identified above).
Where they exist, OW does pursue recoveries from Canada Pension Plan Death benefits, proceeds of
bank accounts or life insurance policies to offset some of the funeral service expenditures.
Report:
Consideration for Increased Costs:
The costs for providing funeral services have increased over the last several years. However, the
recommended maximum, as set out by MCSS, has not increased nor has the OW Administrator used
discretion to exceed the guideline amount.
In recent correspondence from the six funeral homes that serve the Elgin County and St. Thomas
community as well as subsequent meetings (November 12, December 16) with representatives from
this group, the Funeral Directors have indicated that the current cost of providing funeral services far
exceeds the recommended maximum set by MCSS and used currently by STEOW. The Directors have
recommended a new fee schedule, which they indicate is based on an average of costs for funeral
services and merchandise across the six funeral service providers. The proposed fee is as follows:
Professional Services, facilities & equipment for two-hour visitation and service, all the same day
including Funeral Coach and Director/Clergy vehicle with local interment (within 50 km) with flattop grey
cloth-covered casket
Cost: $4,650
GS..* $ 233
Total Costs: $4,883
All cash disbursements (cemetery/cremation fees, etc.) will be extra. Unusual circumstances (oversize or
sealed caskets) will require additional negotiation as need arises.
Comparators:
Over the last year, in response to a coordinated campaign from funeral home directors/funeral directors
associations across the province, many municipalities have been reviewing funeral service costs and in
some cases, increasing rates. Rates paid by municipalities tend to vary, especially when costs for
burial and other services are added to the basic funeral rates. In general, additional costs (for items
including cemetery plots, opening and closing grave, liner, etc.) average between $1,000 and $1,500.
The following chart provides an overview of average/maximum rates in other municipalities:
Municipality
Current Maximum
Increase Pending
Other Comments
Rate for Funerals
City of London
2008 - $2,455
Request has been
Still under review by
Additional/ burial costs
made by Funeral Home
Council
= approx. $1000 for
Directors Association
total $3,455
for $5,100
County of Oxford
Increase approved
Request had been
Council approved new
November 1, 2008 to
forwarded by area
rate on October 22 and
$4994.85 (previously
Funeral Home Directors
implemented
$2,250
Association
November 1, 2008
County of Norfolk
2008- $2,258
Request has been
Council review/approval
made by Funeral
pending review by staff
Directors Association
for $4,884 plus GST
County of Bruce
2008 - $2,970 (plus
Request has been
Under review; Council
additional actual costs
made by Funeral Home
approval pending
for other services)
Directors Association
review of actual costs
Total approx.costs -
for $5,100
$4,000
County of Grey
2008 - $3,053 plus
No request has been
N/A
additional costs for
made and no increase
other services
is being considered
City of Stratford/
2008 - $3,035 plus
No request has been
NIA
Perth County
additional actual costs
made and no increase
for other services
is being considered
(cemetery, cremation
County of Middlesex
2008 - $2,225 plus
Automatic Increase
Increase in January
other expenses
annually based on CPI
2009
(capped)
increases
County of Lanark
2008 - $5,169 plus
Increase implemented
NIA
additional actual costs
following request in
December 2007
Municipality of
2008-$ 1,959 plus
No formal increase from
Proposed 3% increase
Chatham Kent
additional actual costs
Funeral Directors at this
in 2009 budget
time
City of Windsor
2008- $1,558 plus
Not currently
No increase since 2004
additional costs
(approx) $1000 for total
of $2,558.
City of St. Thomas
2008- $ 2,250 plus
Request received from
No increases
some additional costs
local funeral directors
-2-
It is noted that the Ministry of Community and Social Services has not increased the maximum rate for
funerals for several years. As a result, as noted above, other municipalities are considering rate
increases as well as recommending that MCSS increase the maximum rate. On December 15, 2008,
the Council of the United Counties of Stormont, Dundas and Glengarry passed a resolution (copy
attached) requesting that MCSS review its current funeral policy to amend it to both increase the
maximum as well as extend provincial funding assistance to all needy individuals, regardless of age or
receipt of any social assistance (OW or ODSP). It is noted that any increase to the maximum rate or
extension of provincial funding to support all funerals could result in a reduction to municipal costs.
Funeral Costs incurred in 2008: St. Thomas Elgin
In 2008, St. Thomas-Elgin Ontario Works facilitated the payment of twelve (12) funeral services.
Funeral services were provided for these deceased individuals by funeral home providers both from
within this community as well as in the London and Middlesex community. Two funerals were indigent
funerals thus requiring a 100% municipal payment.
The average cost/payment for these funerals was $1,875 and reflects both varying costs among
providers as well as the maximum allowable for this community. Local Funeral Home Directors have
advised STEOW that costs over and above the maximum allowable are being absorbed by the
individual funeral home. It is also noted that reimbursements were received for four (4) of these
funerals (CPP Death benefits, ODSP reimbursements). Costs for funerals in 2008 (year to date) total
$20,625 less reimbursements of $3,930 for an overall total of $16,695. With reimbursements, for 2008
the average cost per funeral is $1,518.
Protected Impact of New Rates:
Local Funeral Directors have requested increases to the municipal funeral rate to reflect actual costs
and address the issue of additional costs over and above the maximum rate being absorbed by the
funeral directors. This recommended increase totals $4,883 plus additional costs, estimated to average
$1000 for a total of $5,883. It is noted that this amount is in excess of the MCSS maximum ($2250) as
well as the average incurred by STEOW during the current year ($1,518).
Based on 2008 funeral costs to date (12 funerals), the following comparison is provided:
Projected Costs (net of
Total Costs
Provincial Portion
Municipal Portion
estimated
(80%)
(20%)
reimbursements*)
2008 Funerals -Actual
$16,698
80% of $13,976 =
20% of $13,976=
Costs (average - $1,518)
($13,976 - cost shared,
$11,180
$2,795 plus $2,722
$2,722-100%
Total: $5,517
municipal.)
2008Funerals -AIIat
$20,823
$16,658
$4,165**
provincial maximum ($2250
less reimbursements =
$1,893
2008 Funerals -All at
$ 49786
80% of max allowable
20% of $20,823 =
proposed maximum ($4,883
($20823) _ $16,658
$4165 plus $28,963
less reimbursements=
(100% mun.)
$4,526)
Total: $33,128
2008 Funerals - At
$ 60,786
80% of max allowable
20% of $20,823 =
proposed maximum plus
($20,823) _ $16,658
$4,165 plus $39,963
additional costs 53883
(100% mun.)
less reimbursements=
Total: $44,128
$5,526
Estimated Reimbursement amount is equivalent to 2008 amount, for illustrative purposes.
It is noted that the estimated municipal portion does not reflect any 100% municipally funded
funerals (non-assistance individuals). Where these are approved and occur, the municipal
portion of the costs increases, as it did in 2008.
Analysis and Recommendations:
Adopting the rates as proposed, either the maximum recommended and/or the maximum plus
estimated actual extra costs will have a significant impact on the STEOW budget. There will be a
resulting increase of $43,000 (maximum) in 100% municipal costs over current rates (based on the
number of funerals paid for in 2008.) It is noted that costs will increase aslif additional funerals occur.
Adoption of these rates for the 2009 period, in light of Council's direction for a 0% increase, will mean a
reduction may be required in other areas of the OW budget. This may be difficult, given concurrent
increased caseloads and costs associated with this.
-3-
It is recognized, however, that current rates do not reflect the actual costs being incurred by funeral
home service providers and that costs are being absorbed by funeral directors. As a result, following
negotiations with the funeral service providers, a Funeral Service Policy has been developed. The
policy includes the following schedule of costs / allowances, recommended to be implemented on
February 1, 2009. If approved, increased costs being built into the 2009 budget. It is noted that any
increase will be incurred for all funerals, and will impact county costs, per the cost sharing relationship
with the County of Elgin.
Additionally, if MCSS were to increase the maximum rate and/or extend financial assistance to all
needy individuals, a greater portion of these increased costs could be cost shared, thus reducing the
overall municipal costs.
The following is an overview of the recommended rates:
St. Thomas-Elgin Ontario Works
Funeral Rates - 2009
(Effective February 1, 2009)
k*k***k******#*k#**}*##44444**#*X********#*}*h*343X4k*****k*k*****k###kkkkk*kXkk***k*******#####**kk**kk*******#**#*#*
Basic Funeral Rate: Adult / Child 10 years and older $ 4,883 (plus GST)
Child - under 10 years $ 1,000 (plus GST)
Included in Basic Funeral Rate:
Professional Services, facilities & equipment for two-hour visitation and service, (all the same
day) including Funeral Coach and Director/Clergy vehicle with local interment (within 50 km)
with flat-top grey cloth-covered casket.
Additional Costs/ Disbursements:
St. Thomas-Elgin Ontario Works will pay for the following additional charges, at rates indicated
below.,
Plot At Cost
Opening/Closing of Grave At Cost
Artificial grass & lowering device rental At Cost
Cremation At Cost
Coroner's Certificate At Cost
Clergy Stipend Up to $100
Liner for grave (only as required) Retail Cost less 10%
Heavy duty containment pouch (only as required) At Cost
Cremation Urn (basic) Up to $300
Oversize Casket At additional cost
No provision will be made for medfa/newspapernotices, acknowledgement cards, organist or
other costs.
Reduced Rate:
There is an expectation that where the applicant/family chooses less or minimal services (no visitation,
graveside service only, cremation only), funeral service providers will reduce charges to reflect less
service provided. All discussions in this regard will take place, on a case-by-case basis, with STEOW
staff.
Adoption of Resolution from The Council of the United Counties of Stormont. Dundas and
Glengarry:
It is recommended that Council adopt the resolution passed by the Council of the United Counties of
Stormont, Dundee and Glengarry thereby requesting that the Ministry of Community and Social
Services increase the maximum funeral rates and extend provincial cost shared funding to all needy
individuals. The Council of the County of Elgin has also received a copy of this resolution and may
consider adoption of this resolution and the resulting action at an upcoming meeting.
-4-
Conclusion:
The provision of funeral and burial services for those requiring in it in the Elgin County community,
consistent with both provincial legislation and Ontario Works policy, is an essential service,
administered by St. Thomas Elgin Ontario Works (as the service manager) in partnership with local
funeral service providers. The costs of funerals and burials have risen over the last several years, yet
the maximum paid has remained constant, resulting in much of the additional costs being borne by
funeral service providers. As a result, a new funeral service policy and rate structure is being
recommended for Council's review and approval.
Staff is available to respond to questions or provide clarification as required.
Respectfully submitted,
r.: ~~tl :9,?Le d P/ij-
Sandra Datars Bere, Director
St. Thomas-Elgin Ontario Works
Reviewed By:
Human OW &
Treasury Env Services Planning City Clerk Resources SH
-5--
~I ~~7~ C t{ti1 L ~v^ i ~ ~s
Funeral Policy
St. Thomas Elgin Ontario Works
(Effective February 1, 2009)
Overview:
Municipalities are required by the statutes of the Public Hospita/s Act and the Anatomy
Actto cover the funeral and burial expenses for persons who die in hospitals and for
unclaimed bodies where the deceased would normally have resided within their
jurisdictions. If a body has not been claimed by a relative for disposition or by any other
person who gives a bona fide undertaking to dispose of the body, it is the responsibility
of the municipality within whose limits the body was found, to cover the cost of burial.
Under Regulation 134/98 of the Ontario Works Act (1997), the Ontario Works
Administrator (Director, St.Thomas Elgin Ontario Works) has the ability to provide a
discretionary benefit to residents of the Elgin and St. Thomas community who are in
receipt of social assistance (Ontario Works or Ontario Disability Support Program) to
cover the costs of a funeral and burial or cremation. Under the Ontario Works Provincial
Directive 7.1, Health Benefits, an amount of $2,250 is the maximum set by the Ministry
of Community and Social Services (MCSS) for funeral services. Administrators do,
however, have the discretion to exceed the guideline amount on a case by case basis as
situations warrant.
Permanent residents of the community with limited income (non-social assistance
clients) may also be eligible for similar assistance. Eligibility in these and all other cases
is determined through an application process prior to the finalization of funeral
arrangements. Applications for all seeking benefit are made to and processed by staff at
the St. Thomas Elgin Ontario Works, in conjunction with families and funeral service
providers/ funeral homes within our community, prior to the service being provided.
Policy:
The City of St. Thomas/ St. Thomas Elgin Ontario Works, as the Service Manager on
behalf of both the City and the County of Elgin, administers the funeral and burials
program for both social assistance recipients and limited income individuals across the
Elgin Community. The primary contacts for this program are the STEOW Case Aides,
who can be reached through direct contact with the STEOW office.
Approval for funding to support funerals and burials must be received prior to
finalization of arrangements with funeral service providers. Recipients of assistance are
able to choose any funeral home to provide the necessary service. Regardless of funeral
home chosen, the rates as established through this policy, will apply. STEOW staff will
work with applicants and funeral service providers to finalize approvals and
arrangements, as required.
STEOW Funeral Policy
February 2009
It is recognized that all requests for discretionary benefit funding to cover the cost of
funeral services (regardless if individuals are Social Assistance recipients (SAR) or non-
Social Assistance Recipients) will be reviewed fairly and consistently to determine
eligibility. It is understood, however, that provincial cost sharing funding is available for
SAR funerals only. The cost for all non-SAR funerals are the full responsibility of the
municipality.
Costs to be Paid by St. Thomas Elgin Ontario Works:
Basic Rate/Funeral Coveraoe:
The cost of funeral services will be paid once approved, subject to arrangements made
through funeral directors/ funeral service providers, for the following services:
1. Professional services and attention to all funeral arrangements and details
2. Acquisition of all necessary documents and permits
3. Removal from local place of death to the funeral home (within 50 km)
4. Embalming and casketing of remains
5. Use of funeral service facilities and equipment, including two hour visitation and
service (all same day)
6. Use of Funeral Coach and Director/clergy vehicle (within 50 km) for local
interment
7. Provision of flat-top grey cloth covered casket.
The above noted services are established as the Basic Funeral Coverage to which a
consistent rate will apply. St.Thomas Elgin Ontario Works shall pay the following rates
(plus GST) for funeral services (2009):
Adults and children 10 years and older: $ 4,883 (plus GST)
Children under 10 years: $ 1,000 (plus GST)
There is an expectation that where the applicant/family chooses less or minimal services
(no visitation, graveside service only, cremation only), funeral service providers will
reduce charges to reflect less service provided. All discussions in this regard will take
place, on a case by case basis, with STEOW staff.
STEOW Funeral Policy
February 2009
Disbursements/Additional Charoes
St. Thomas Elgin Ontario Works will pay for the following additional charges, at rates
indicated below:
Plot
Opening/ Closing of Grave
Artificial grass & lowering device rental
Cremation
Coroner's Certificate
Clergy Stipend
Liner for grave(only as required)
Heavy Duty Containment Pouch (only)
as required)
Cremation Urn (basic)
Oversize Casket
At Cost
At Cost
At Cost
At Cost
At Cost
Up to $100
Retail cost less 10%
At Cost
Up to $300
At additional cost
No provision will be made for media/newspaper notices, acknowledgement cards,
organist or other costs.
• Funerals held outside of Community /Jurisdiction
Where it is determined that services for a deceased person from this community are
needed to be provided/ desired to be provided outside of this community, there will be
discussion between the Funeral Service Provider/ family and STEOW staff. Any
additional costs will need to be considered on a case by case basis.
Cost Reimbursement
It is recognized that income from insurance benefits, Old Age Security, GAINS, Canada
Pension Plan or like benefits, contributions from family or friends shall also be taken into
account and treated as primary income with assistance for the balance. In all funeral
and burial situations, as noted previously, prior authorization of STEOW (Director or
designate) is required.
Annual Review
St. Thomas Elgin Ontario Works will review the funeral rates on an annual basis and
subject to negotiations with local funeral service providers and Council approval, will
consider annual increases/ adjustments not to exceed a rate equivalent to the Canadian
Consumer Price Index (as announced in the previous October).
STEOW Funeral Policy
February 2009
St. Thomas Elgin Ontario Works
Funeral Rates - 2009
(Effective February 1, 2009)
Basic Funeral Rate: Adult / Child 10 years and older $ 4,883 (plus GST)
Child - under 10 years $ 1,000 (plus GST)
Included in Basic Funeral Rate:
Professional Services, facilities & equipment for two hour visitation and service,
(all the same day) including Funeral Coach and Director/ clergy vehicle with local
interment (within 50 km) with flat-top grey cloth-covered casket.
Additional Costs/ Disbursements:
St. Thomas Elgin Ontario Works will pay for the following additional charges, at
rates indicated below:
Plot At Cost
Opening/ Closing of Grave At Cost
Artificial grass and lowering device rental At Cost
Cremation At Cost
Coroner's Certificate At Cost
Clergy Stipend up to $100
Liner for grave (only as required) Retail Cost less 10%
Heavy duty containment pouch (only as required) At Cost
Cremation Urn (basic) Up to $300
Oversize Casket At additional cost
No provision will be made for media/newspaper notices, acknowledgement
cards, organist or other costs.
Reduced Rate:
There is an expectation that where the applicant/family chooses less or minimal services
(no visitation, graveside service only, cremation only), funeral service providers MY
reduce charges to reflect less service provided. All discussions in this regard will take
place, on a case by case basis, with STEOW staff.
STEOW Funeral Policy
February 2009
ENNESSEY GIBSON HOGAN LLP
Barristers, Solicitors, Notaries Public
99 Edward Street, 2nd Floor, St. Thomas, Ontario N5P 1Y8
Telephone:
Facsimile:
E-mail:
File No. 150-400
Corporation of the County of Elgin
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
Canada
ATTENTION: Mr. Mark McDonald
Dear Sir:
February 9, 2009
RE: Road Needs Study
(519) 633-3310
(519) 633-9374
steveg@hbeclaw.com
I confirm my understanding that you have received final bound copies of the Road Maintenance
Study from the consultants for purposes of distribution to County Council and, eventually, the lower tier
municipalities.
It is noted that a number of Study recommendations relate to revisions of the current Road
Maintenance Agreement. I support the concept of Agreement review and revision, particularly as it
relates to reporting and penalty provisions.
It is also noted that a number of Study recommendations appear to relate to and be directed at
specific Recommendations of the Hipson Inquest Jury. It is to be emphasized that Inquest Jury
Recommendations must be implemented or, in the alternative, an explanation for non-implementation
provided - it is to be appreciated that a Study recommendation mirroring or supporting an Inquest Jury
Recommendation should emphasize the need for implementation of such recommendations.
The related Inquest Jury and Study Recommendations are as follows:
Inquest Jury Recommendation # 2
Mandatory and annual attendance at "Road School" by the Municipality and County
Road Superintendents. Other road employees should be given the opportunity of
attending.
Study Recommendation # 13
That all of the municipalities establish a training policy (and dedicated budget) that
includes core training on basic maintenance and construction for all operations staff,
equivalent to the OGRA Mahoney Road School; for operations staff that are first level
supervision or above the training should continue through OGRA C.S. Anderson Road
School or equivalent; for engineering staff training should inchcde an appropriate
selection of courses from the OGRA Municipal bikastructure training program or
equivalent.
Murray J. Hennessey, B.A., B.C.L. (retired)
Stephen H. Gibson, B.A., LL.B.
Deborah-Anne (Hennessey) Gibson, B.A., LL.B.
John E. Hogan, B.B.A., LL.B.
-2-
2. Inquest Jury Recommendation # 6
That the Province consider amending the minimum road standards to give consideration
to periodic inspection for the structural integrity of roads and to include a requirement to
maintain construction details and maintenance records. This should also include records
ofvisutal inspections.
Study Recommendation # 17
Standardized forms should be developed for reporting on road conditions, mandatory
patrols, material usage and accomplishment, year end and all other reporting
requirements for the agreement.
Study Recommendation # 19
The County should revise its inspection form to list the speck conditionshneasurenuents
that are being reviewed.
3. Inquest Jury Recommendation # 8
The Comity of Elgin create and utilize the standardized maintenance report to be
completed on a regular basis.
Study Recommendation # 17
As above.
Study Recommendation # 19
As above.
4. Inquest Jury Recommendation # 9
Quarterly County ofElgin inspections to be conducted with the Municipal Road Official.
Study Recommendation # 20
The County and the Lower Tiers should conduct the quarterly inspections jointly.
5. Inquest Jury Recommendation # 10
All Elgin Municipalities provide quarterly "activity reports" back to the County of Elgin.
Study Recommendation # 4
That the agreement be revised to require documentation be provided to the County
identifying labour, equipment and material usage by activity.
Of the Jury Recommendations directed to or otherwise subsequently referred to the County of
Elgin, the Road Maintenance Study does not appear to address Jury Recommendation # 7, requiring
periodic engineering assessment of the structural integrity of roads bearing overweight loads and for
which a County permit has been issued. I again support implementation of that specific recommendation.
In addition to those made by the consultants, I would make the following recommendations to
address issues otherwise identified through the Inquest process:
-3-
That the County of Elgin undertake and maintain an inventory of subsurface
conditions/structural integrity for highways and roads under its jurisdiction and in
particular for those highways and roads currently under its jurisdiction and for which no
construction or maintenance specifications or details are currently held.
2. That the County of Elgin develop and implement a protocol for pre-transfer engineering
review and assessment, including but not limited to subsurface conditions and structural
integrity, of highways and roads to be acquired by the County of Elgin.
I confirm that Mr. Anderson and I will be in attendance before County Council on February 17,
2009, at which time I am certainly prepared to field inquiries relative to the above comments.
SON HOGAN LLP
Yren H EY GIB
SGibson
SHG:sb
REPORTS OF COUNCIL AND STAFF
FEBRUARY 17, 2009
Staff Reports - (ATTACHED)
16 Deputy Director of Community and Cultural Services -Economic Development
Marketing Awards
18 Deputy Director of Community and Cultural Services - SCOR: Funding Request
24 Tourism Development and Marketing Coordinator -Proposed Port Stanley Jazz
Festival
26 Curator, Elgin County Museum -Museum Advisory Committee Appointees
28 Purchasing Coordinator- Procurement Policy Update and Implementation of Informal
Bid Template
39 Elgin County United Way Special Events Committee Chair and Co-Chair -Upcoming
Special Events in 2009
41 Director of Financial Services -Heritage Property Tax Relief
58 Director of Financial Services -Leasing Arrangements
60 Director of Financial Services -Council and Outside Boards Remuneration and
Expenses
66 Building Sciences Technologist, Human Resources Assistant -Accessibility Standards
for Customer Services, Ontario Regulation
88 Engineering Technologist- Talbot Line Rehabilitation -Approval to Expropriate Lands
91 Director of Engineering Services -Union Gas Franchise Agreement
104 Director of Engineering Services -Jamestown Bridge
107 Deputy Director of Engineering Services -Elgin County Teranet Data and Aerial
Photography Update
110 Deputy Director of Engineering Services -Sparta Line Culvert Lining
112 Human Resources Coordinator- Policy Review and Updates
131 Payroll & Benefits Coordinator-Annual Benefit Renewal 2009
136 Directors of Senior Services - BA/, E/M & T/L - Contract Hair Salon Service -Change
in By-Law
15
I Iin_ouunry REPORT TO COUNTY COUNCIL
A sdu brty
FROM: Alan Smith, Deputy Director of Community and Cultural
Services
DATE: February 9th, 2009
SUBJECT: Economic Development Marketing Awards
CORPORATE GOAL(S) REFERENCED:
1. To promote Elgin as "The Place to Live"
3. To forge community partnerships
4. To provide innovative and collaborative quality service
5. To recognize and seize opportunities for improvement
INTRODUCTION:
One of the primary roles of the Cultural Services department, Economic
Development and Tourism Services, as identified in the County of Elgin
Economic Development Plan 2007-2011, is the development and implementation
of marketing initiatives and creating an identity for the County. Consequently, as
a result of the "County of Elgin Marketing and Branding Strategy 2008-2011, a
progressive marketing campaign was developed that included a modern new
logo, community profile brochure, municipal profile brochure, and other initiatives.
Council's investment and forward thinking in this strategy is now being
recognized. In the field of investment attraction, Elgin County's energetic new
marketing campaign has been judged outstanding by the Economic Development
Council of Ontario (EDCO).
DISCUSSION:
The County of Elgin took home two awards at the ECDO Annual Conference.
Elgin County's new brand, "Progressive By Nature" and investment attraction
package were winners under the categories of Branding and Publications at the
Ontario Economic Development Awards held February 5th at the Eaton Centre
Marriot Hotel in Toronto. The competition enables communities to see how they
stack up against other municipalities when it comes to promoting location,
investment and tourism opportunities. Having a marketing campaign that is
creative, attractive and vibrant heightens the County's profile in a very
competitive market for the retention and attraction of business investment,
particularly in Elgin's target sectors of Energy and Environment, Agri-business,
Tourism, and manufacturing.
EDCO's awards panel selected Elgin County for distinction among more than
150 submissions from municipal economic developers, thus, a source of pride for
County officials and staff. It should also be noted that Elgin County was a finalist
for the Lieutenant Governor's marketing award of distinction.
CONCLUSION:
EDCO consists of close to 600 private and public sector members from all
sectors of the Ontario business community. The awards ceremony honours the
location, investment and tourism promotion efforts of Ontario cities and
municipalities. The professional economic development awards for Elgin
County's attraction products are a tangible recognition of the County's history of
innovation and continued propensity to break new ground. By investing in a
progressive marketing strategy, County Council has heightened Elgin's profile in
a competitve market place. Elgin County now has award winning tools and a bold
marketing strategy that will showcase Elgin's incredible attributes, friendly
communities and quality of life to entrepreneurs and prospective businesses.
RECOMMENDATION:
THAT this report be received and filed as information.
All of which is
Alan Sm' i'ih
Deputy Director, Community and
,-Cultural Services
Brian Masschaele
Director, Community and
Cultural Services
Approved for Submission
f Elgll1 _otE» REPORT TO COUNTY COUNCIL
FROM: Alan Smith, Deputy Director of Community and Cultural
Services
DATE: January 23`d, 2009
SUBJECT: SCOR: Funding Request
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability.
2. To promote Elgin as "The Place to Live"
3. To forge community partnerships
4. To provide innovative and collaborative quality service
5. To recognize and seize opportunities for improvement
INTRODUCTION:
As Council is aware, the County of Elgin along with the counties of Brant,
Norfolk, Middlesex, and Oxford form a municipal partnership comprising the
South Central Ontario Region or SCOR. In 2008, the five counties signed a
Memorandum of Understanding and contributed $5,000 each to help fund the
SCOR partnership. A request from the SCOR Executive has been received by
the County of Elgin, requesting each partner county contribute $5000.00 to
SCOR for the fiscal year 2009 (please see appendix one).
DISCUSSION:
As a partner in SCOR, the County of Elgin has supported this municipal
partnership with funds, $5000 from the 2008 Economic Development budget, and
continues contributing considerable staff time. Appendix two provides an update
on SCOR activities and successes. One of the main undertakings of SCOR is the
development of a Strategic Management Plan. A work plan for the remaining
components of this initiative is also provided in appendix two.
As part of the strategic planning process a vision for the economic revitalization
and diversification of the five county region was recently adopted by the SCOR
executive:
In 2020, SCOR has a sustainable, prosperous and diverse economy driven
by innovation. Our bountiful land, enterprising people and dynamic
communities are the foundation of our success"
The vision is supported by seven strategic directions and the partnership is
currently preparing actions plans for each: agribusiness & food industry; tourism;
manufacturing; energy, environment, culture & quality of life; and, public
infrastructure. Volunteers from Elgin County and County staff are currently
involved in the development of these action plans. The Strategic Management
Plan will be ready for implementation at the end of August 2009.
SCOR also has participated in the initiative led by MP Joe Preston with respect
to the Federal Government's response to the decline in the Tobacco Sector,
which culminated in the announcement of $286 million for a Tobacco Transition
Program and $15 million for community development initiatives. The Government
of Canada has pledged that SCOR would be the official "conduit" for the 15
million community development fund.
In order for SCOR to continue to progress and reach its strategic objectives,
continued support from the five (5) counties that consist of SCOR is crucial.
Therefore, staff is recommending that County Council support SCOR's funding
request of $5000.00 for the fiscal year 2009, with the funds being drawn from the
2009 Economic Development operating budget.
CONCLUSION:
At its meeting on December 91h, 2008, the SCOR Executive passed a resolution
requesting each of the five (5) partner counties provide $5000.00 to SCOR for
the fiscal year 2009. In order for SCOR to continue to succeed and to develop a
long-term economic development diversification strategy for the region, and to
address other economic development priorities, staff are recommending that
County Council supports SCOR's funding request.
RECOMMENDATION:
That County Council supports SCOR's funding request for $5000.00, for the
fiscal year 2009, with the funds being drawn from Economic Development's
operating budget.
All of which is Respectfully Submitted
Alan Smith
Deputy Director, Community and
Itural Services
Brian Masschaele
Approved xSU mission
Mar
Chief Administrative Officer
Director, Community and
Cultural Services
Appendix One
December 18, 2008
Alan Smith
Deputy Director
Community and Cultural Services
Economic Development and Tourism
County of Elgin
450 Sunset Drive
St. Thomas ON N511 5V1
Dear Alan:
RE: FUNDING REQUEST FOR SOUTH CENTRAL ONTARIO REGION
The South Central Ontario Region (SCOR) municipal partnership, in which your County is a
partner, is working with representatives of the Province of Ontario and the Government of
Canada to develop a long-term economic development diversification strategy for the region
and to address other priority needs. I would like to take this opportunity to thank you, on behalf
of SCOR, for your past and ongoing support for this Initiative, which is critical to our success.
At its meeting on December 9, 2008, the SCOR Executive passed a resolution requesting each
County to provide $5,000 to SCOR for fiscal year 2009.
A progress report outlining work achieved to date by SCOR is being prepared and will be
forwarded to you by SCOR Executive Chair Dennis Travale. '
On behalf of SCOR, I request that the County of Elgin consider contributing $5,000 to South
Central Ontario Region. If you have any questions about payment, please contact Norfolk
County, which is SCOR's banker, by contacting Clark Hoskin at (519) 426-5870 ext 1238.
Should you have any questions regarding these, please do not hesitate to contact me
immediately. We look forward to the federal government's continued support of the SCOR area.
YoPHa /
Bo k ,
Treasurer
South Central Ontario Region (SCOR)
SCOR - MAILING ADDRESS
200 Broadway, 2n° Floor, Tillsonburg, Ontario N4G 5A7 Canada
Telephone: (519) 842-6428, Ext. 3250 / Fax: (519) 842-9431 -
Web: www.soorrenion.com / Email: scorCo. rreoion com
Appendix
Two
En Iv F.: n
JAN 12 2009
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Warden Sylvia Hothuis
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V I
RE: UPDATE ON SCOR ACTIVITIES
Dear Warden Holhuis:
Further to our recent correspondence, SCOR is pleased to provide an update on our activities and
successes to date:
Development of a regional economic data base and economic profile - all of the SCOR
documentation is posted on the website w~escorreaion.com ;
Establishment of a volunteer-based Strategic Planning Team ((SPT) upwards of 17
members representing each County, which met every two weeks) to develop the
"framework' ;
Preparation of a full draft of the strategic framework by the SPT under the guidance of
staff from OMAFRA and with the support of the SCOR Administrative Committee. The
framework includes a vision statement, strategic priorities and related goal statements and
performance measures;
SCOR hired a Project Manager to guide and facilitate the successful completion of the
strategic framework/planning project;
A detailed work plan is in place to ensure timely completion of the project with all
deliverables achieved;
$CDR -MAILING ADDRESS
200 Broadway, a Floor, Tillsonburg, Ontario N4G 5A7 Canada
Telephone: (519) 842-6428, Ext. 3250 / Fax: (519) 842-9431
Web: wovecorreolon.com l Email: scorascomegion com
January 8, 2009
• A Communications Plan has been prepared and is guiding ongoing communications with
the public and regional stakeholders. The plan supports community engagement
activities. Tools in use include:
➢ SCOR logo;
➢ www.scorregion.com;
➢ An online survey associated with the consultations described below; and
➢ Establishment of a SCOR office;
• With the endorsement of the SCOR Executive Committee, the draft strategic framework
was the focus of discussions with stakeholders at workshops (S) held across the region;
• Stakeholder input was used to refine the strategic framework and to determine the
priorities for action that will he the focus of business planning efforts in Phase 2;
• Volunteers are currently being sought for the working groups that will be completing
business plans in the first few months of 2009; and
• Other organizational activities were undertaken to support and enhance the ability of the
SCOR organizational structure to fulfill its mandate including operational procedures.
Enclosed you will find a summary of the one year work plan for the information of your
Council(s) and staff.
I would like to take this opportunity to thank you on behalf of SCOR for your past and ongoing
support for this initiative, which has been and will continue to be, critical to our success in
diversifying and growing our regional economy.
We look forward to continuing to build our regional economy together in partnership. Should
you have any questions, please do not hesitate to contact me.
Yours truly,
eon, va e, Chair
Sent entral Ontario Region (SCOR)
SCOR -MAILING ADDRESS
200 Broadway, Zo Floor, Tillsonburg, Ontario N4G 5A7 Canada
Telephone: (519) 842-6428, Ext. 32501 Fax: (519) 842-9431
Web: vnvw.scc rrealon.com I Email: seorio)scorreolon.com
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C
j E1inCuul'f} REPORT TO COUNCIL
FROM: Karen Cummings, Tourism Development and Marketing
Coordinator
DATE: February 10, 2009
SUBJECT: Proposed Port Stanley Jazz Festival
CORPORATE GOAL(S) REFERENCED:
1. To forge community partnerships
2. To provide innovative and collaborative quality service
3. To recognize and seize opportunities for improvement
INTRODUCTION:
Both the recent Premier Ranked Destination Framework and Economic
Development and Marketing Strategy identified the need for more attractors to
encourage overnight stays and day trips, specifically in the Port Stanley area. To
accomplish these goals, a "marquis" festival that is authentically based on local
history and culture to be held in Port Stanley has been suggested, to replace
CALIPSO.
DISCUSSION:
A meeting with the producers of the Toronto Beaches Jazz Festival (over
1,000,000 in attendance), and the Barrie Waterfront Festival among many others,
was held in December, 2008 and a proposal to produce a festival in Port Stanley
over the last weekend in August was received in January. A grant application to
Celebrate Ontario, including letters of support for the festival in principle from
M.P. Joe Preston, M.P.P. Steve Peters, and the Municipality of Central Elgin and
from the Warden of Elgin County was sent January 14th, requesting $50,000.00.
Announcements will be made at the end of March, 2009 on the successful
recipients of the grant. The proposed festival would be held on Port Stanley's
Bridge Street, with entertainers from the jazz and blues genres on one main
stage. A beer/wine garden (possibly with proceeds going to the Stork Club),
vendor areas focusing on locally produced crafters, restaurateurs, producers and
artisans will also be featured.
The forecast economic impact of the festival is approximately $2.5 million with an
estimated attendance of just over 20,000. The budget for the event is coming in
at $120,000.00 broken down with contributions as follows: $10,000.00 from
County of Elgin/City of St. Thomas drawn from Tourism Services 2009 operating
budget pending adoption of the County budget, $10,000.00 from Central Elgin,
$10,000.00 from the Port Stanley BIA, $40,000.00 from sponsors (retained by the
production team) and $50,000.00 from Celebrate Ontario. The producers are
confident the event can be executed within the March to August time frame, and
will also look at contingency funding plans even if the BIA's grant bid is
unsuccessful.
CONCLUSION:
It would be difficult for an event of this calibre to be produced in Port Stanley
without the assistance of a professional production team. Finding a sufficient
number of volunteers with suitable experience will be a challenge and soliciting
$40,000.00 worth of sponsors from the local business community would likely
prove extremely difficult as well. The jazz/blues genre has an extremely loyal
following, and this event production team has established a track-record of
success and developed relations with sponsors that may be looking for an
emerging market that Port Stanley and Elgin County represents. Although initial
feedback from Ontario Tourism is that the application is strong, there is by no
means any guarantee that this application will be successful. If the Port Stanley
BIA is not successful in receiving grant funds, it would be difficult, but not
necessarily impossible to execute the event. Once staff have received news of
funding, further recommendations and information will be needed to establish
financial and organizational commitments from the proposed partners.
RECOMMENDATION:
THAT this report be received and filed as information.
Respectfully submitted,
Ka en Cumm n s~
q IV
To rism Development and
arketing Coordinato
AR~,,Q
rian Masschaele /l
Approved for submission,
Deputy Director, Community and Cultural
Services
3
PN$\33113 I••/143fa~v`
REPORT TO COUNTY COUNCIL
FROM: Mike Baker, Curator, Elgin County Museum
DATE: 27 January, 2009
SUBJECT: Museum Advisory Committee Appointees
CORPORATE GOAL(S) REFERENCED:
1. To promote cultural services;
2. To forge community partnerships.
INTRODUCTION:
Two individuals have been proposed for appointment to the Elgin County
Museum Advisory Committee to replace members representing organizations or
groups whose terms have expired. The report recommends appointment of these
two individuals under the terms of By-law No. 05-44.
DISCUSSION:
According to the provisions of By-law No. 05-44 the terms for the two Women's
Institute representatives (Ms. Luella Monteith and Ms. Joan Mansell) have come
to an end. Ms. Mansell has agreed to be re-nominated and Ms. Helen Van Brenk
has agreed to serve as the other Women's Institute representative. Both will
serve a three-year term.
Current committee members:
Mr. Perry Clutterbuck, Chair, (originally appointed on behalf of the St. Thomas-
Elgin Tourist Association), term will expire 2010
Ms. Marie Nancarrow (at large member), term will expire 2010
Leta West, (representing County museums), term will expire 2011
Lynda Hunter (representing IODE), term will expire 2011
Ms. Joan Mansell (representing Women's Institutes), term to expire in 2012
Ms. Helen Van Brenk (representing Women's Institutes), term to expire 2012
Staff recommends these two appointments to the Elgin County Museum Advisory
Committee and that Ms. Montieth be thanked for her service.
CONCLUSION:
This report recommends the appointment to the Elgin County Museum Advisory
Committee of Ms. Joan Mansell and Ms. Helen Van Brenk each to serve a three-
year term beginning in February, 2009, and that Ms. Montieth be thanked for her
service.
RECOMMENDATION:
THAT Ms. Helen Van Brenk (representing the Women's Institutes) and Ms. Joan
Mansell (representing the Women's Institutes) be appointed to the Elgin County
Museum Advisory Committee for a three-year term beginning in 2009; AND
THAT the Warden issue a letter of appreciation to Ms. Montieth for her years of
service.
Respectfully Submitted
r an Lss
Director of Community and Cultural Services
Approved for Submission
Mark G. c
Chief Administrative Officer
/ l7
Mike Baker
Curator, Elgin County Museum
}
EnTCouuSty
Pon me D REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers
Purchasing Coordinator
DATE: January 29, 2009
SUBJECT: Procurement Policy Update and Implementation of Informal Bid
Template
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:
The County of Elgin Procurement Policy has been in place since 2005. Staff
have had the opportunity to work with the policy to evaluate the effectiveness and
integrity of the process.
DISCUSSION:
The County's existing procurement policy and methods have proven to be
effective. Its construction has been specifically tailored to create a transparent,
accountable and competitive process that is open, honest, fair and impartial.
Having had the opportunity to work with the policy staff would like to suggest an
increase to the value threshold for Informal Quotations. For cost saving
measures, County staff is acting as the general contractor for various contracts
therefore we are seeing an increase in the volume of work. By increasing the
value threshold the work can be expedited in a timely manner.
In the current policy, no formal quotes are required for purchases valued at
$5,000 or less. For Informal Quotations, Council delegates authority to the
Director or designate in consultation with the Director of Financial Services or
designate to make purchases of goods and services for estimated expenditures
exceeding $5,000 and less than $50,000. Bids documents do not have to be
sealed. At least 3 bids must be obtained whenever possible. No report to
Council is necessary unless the preferred Quotation exceeds the approved
budget appropriation by more than 10%. A semi annual information report is
provided to Council which contains details relevant to the award of the contract.
Staff would like to suggest the following revisions:
➢ No formal quotes are required for purchases valued at $10,000 or less;
➢ For Informal Quotations, Council delegates authority to the Director or
designate in consultation with the Director of Financial Services or
designate to make purchases of goods and services for estimated
expenditures exceeding $10,000 and less than $50,000. Bids documents
do not have to be sealed. At least 3 bids must be obtained whenever
possible. No report to Council is necessary unless the preferred Quotation
exceeds the approved budget appropriation by more than 10%. A semi
annual information report will be provided to Council itemizing details
relevant to the award of the contract.
The revisions are outlined in the attached Procurement Policy, (Appendix A)
In addition to increasing the threshold for Informal Quotations, Financial Services
would like to implement a template that will be used by all staff when soliciting
bids for items greater than $10,000 but less than $50,000. The implementation
of the template will; a) promote consistency and standardization, b) serves as a
reminder to request documents such as Certificate of Insurance and Workplace
Safety Insurance Board Clearance Certificate, c) provides documentation back
up for each quote issued, d) vendor is aware of County's Terms and Conditions.
The Informal Bid Template is attached for your review as Appendix B. The
Terms and Conditions listed are currently used in the County's Formal Request
for Quotation and Tender Document which has been previously approved by the
County's Solicitor.
CONCLUSION:
The County of Elgin Procurement Policy was developed in 2005. The revisions
to the policy are structured to create efficiencies while promoting and maintaining
the integrity of the procurement process. The Policy protects Council, vendors
and staff involved in the process by providing clear direction and accountabilities.
RECOMMENDATION:
THAT, the Procurement Policy be amended; and
THAT, the Informal Bid Template be implemented by all staff when soliciting bids
for items greater than $10,000 but less than $50,000.
All of which is Respectfully Submitted
V-S
onia Beavers
Purchasing Coordinator
-L
Jim Bundschuh
Director of Financial Services
3.5 SMALL ORDER PURCHASES (Up to $5.00000) 10,000
3.5(1) The Director and/or designate shall be authorized to make Small Order Purchases of
goods and services up to an amount of $5,000.00 10,000.00 from such vendor and upon
such terms and conditions as the Director deems appropriate.
3.6 REQUEST FOR QUOTATION
3.6(1) Informal or Formal Request for Quotation procedures shall be used where:
i. the item is greater than $5-000.00 $10,000 but not greater than $100,000.00;
ii. the requirement can be fully defined; and,
H. best value for the County can be achieved by an award selection made on the
basis of the lowest bid that meets specifications.
3.7 INFORMAL QUOTATION (Greater than $5,0008010.000.00 but not greater than
$50,000.00)
3.7(1) The Director or designate in consultation with the Director of Financial Services or
designate shall be authorized to make purchases of goods and services for estimated
expenditures exceeding $5,000.0010,000.00 and less than $50,000.00 from such
vendor. Bid documents do not have to be sealed. Specifications (as applicable) can be
issued and quotes can be received by e-mail and/or fax transmission at the using
department location. At least 3 bids must be obtained whenever possible.
3.7(2) When the preferred Quotation exceeds the approved budget appropriation by more than
10%, the Director shall submit a report to Council for direction.
3.7(3) The County reserves the right to accept or reject any submission.
3.8 FORMAL QUOTATION (Greater than $50,000.00 but not greater than $100,000.00)
3.8(1) The Director or designate and the Director of Finance or designate shall be authorized to
make Formal Quotation Purchases for goods and services for estimated expenditures
exceeding $50,000.00 and less than $100,000.00. Bid forms to be provided to Bidders in
written format and must close in a formal sealed process. Bids must be submitted to
Financial Services at a specified location. At least three (3) bids must be obtained
whenever possible. All bids will close on a specified weekday at a specified time. Bids
must have a submission label detailing project name and number.
3.8(2) The Director shall be responsible to review the quote submission and verify that all
specifications of the quote are met and that the total submitted price does not exceed the
approved budget allocation for the project.
3.8(3) When the preferred Quotation exceeds the approved budget for a specific project, the
Director shall submit a report to Council for direction.
3.8(4) The County reserves the right to accept or reject any submission.
3.9 REQUEST FOR TENDER (GREATER THAN $100,000.00)
3.9(1) The Director or designate and the Director of Finance or designate shall be authorized to
solicit tenders for goods and services for estimated expenditures exceeding $100,000.00
if the item is specifically included within the approved budget. County Council shall
award all Tenders.
3.9(2) Request for Tender procedures shall be used where:
the item is greater than $100,000.00;
the requirement can be fully defined; and,
iii. best value for the County can be achieved by an award selection made on the
basis of the lowest bid that meets specifications.
3.9(3) Tender forms are to be provided to Bidders in written format and must close in a formal
sealed process. Tenders must be submitted to Financial Services at a specified
location. At least three (3) tenders must be obtained whenever possible. All tenders
will close on a specified weekday at a specified time. Bids must have a submission
label detailing project name and number.
19(4) The Director shall be responsible to review the tender submission and verify that all
specifications of the tender are met and that the total submitted price does not exceed
the approved budget allocation for the project.
3.9(5) The Financial Services Department shall be responsible for arranging for the public
opening of the Tender Bids at the time and date specified by the tender call. There shall
be in attendance at that time a minimum of:
i. The Director of Financial Services or designate
ii. The Director of the issuing department or designate
3.9(6) The Financial Services Department shall forward to the issuing Department a summary of
the bids subject to review by the Director.
3.9(7) The County reserves the right to accept or reject any submission.
3.10 REQUESTS FOR PROPOSALS
3.10(1) The Request for Proposal procedure shall be used in place of a Tender or Quotation
when:
i. The requirement is best described in a general performance specification;
ii. Innovative solutions are sought;
iii. Estimated expenditures not exceeding $50,000.00, the evaluation criteria and
process shall be approved by the Director prior to issuance of the Request for
Proposal;
iv. Expenditure exceeding $50,000.00, the evaluation criteria and process shall be
approved by Council resolution prior to the issuance of the Request for Proposal;
V. To achieve best value, the award selection will be made on an evaluated point
per item or other method involving a combination of mandatory and desirable
requirements;
vi. The Request for Proposal method of purchase is a competitive method of
purchase that may or may not include Vendor pre-qualification;
vii. A Request for Information or Request for Expression of Interest may be issued in
advance of a proposal to assist in the development of a more definitive set of
terms and conditions, scope of work/service and the selection of qualified
Vendors;
viii. Where the requirement is not straightforward or an excessive workload would be
required to evaluate proposals, either due to their complexity, length, number of
any combination thereof, a procedure may be used that would include a pre-
qualification phase;
ix. The Financial Services Department shall maintain a list of suggested evaluation
criteria for assistance in formulating an evaluation scheme using a Request for
Proposal. This may include factors such as qualifications and experience
strategy, approach, methodology, scheduling and past performance, facilities
equipment, and pricing;
iii. An attempt to purchase the required goods and services has been made in good
faith using a method other than Direct Negotiation within this policy which has
failed to identify a successful supplier and it is not reasonable or desirable that a
further attempt to purchase the goods and services be made using a method
other than Direct Negotiation;
iv. The goods and services are required as a result of an emergency, which would
not reasonably permit the use of a method other than Direct Negotiation;
V. The required goods and services are to be supplied by a particular vendor or
supplier having special knowledge, skills, expertise or experience.
3.14(2) Any expenditure exceeding $50,000.00 for a one-time purchase or over an annual basis
must be reported to Council.
3.15 LEASING
3.15 (1) The Council of the County of Elgin may enter into a leasing agreement in accordance
with the Municipal Act, 2001, O.Reg.46/94,0.Reg. 266102.
3.15 (2) In certain circumstances, it may be economically advisable for the County to enter into a
Financing Lease to acquire the right to use capital property and equipment rather than an
outright purchase.
3.15(3) Leasing is approved as an acceptable means to acquire municipal capital facilities when
one or more of the following conditions (goals) are met:
L The municipal capital facility cannot be purchased;
ii. The lease arrangement provide financially attractive interest rates over the entire
life of the lease;
iii. The risk of obsolescence on the leased asset rests with the lessor;
iv. The leased asset has a high purchase value and is not required on an ongoing
basis;
V. Short term revenues versus capital needs;
3.15(4) A by-law is required for all lease agreements with the exception of leases made in
emergency situations. These leases will be reported to Council at the first available
opportunity. A bylaw is not required for leases that are short term in nature of 120 days
or less.
3.15 (5) Once each fiscal year the Director of Financial Services shall provide a report to Council
outlining all current leasing arrangements.
4.0 DISPUTE RESOLUTION
4.1 Disputes shall be resolved as follows:
Meeting between the bidder, the Director of the Department and the Purchasing
Co-Ordinator,
If (i) does not lead to a resolution, the decision can be appealed to the Director of
Financial Services and the Chief Administrative Officer,
$1 million - professional errors and omissions liability
Builder's Risk - the amount of the project cost
7.1 (2) Bid documents must clearly indicate insurance requirements to be provided by the
successful bidder's insurance company.
7.2 Prior to commencement of work and where deemed appropriate, evidence of Insurance
Coverage satisfactory to the Director, must be obtained ensuring indemnification of the
County of Elgin from any and all claims, demands, losses, costs or damages resulting
from the performance of a supplier's obligations under the contract.
7.3(l) The successful bidder must furnish the County at his/her cost a "certified copy" of a
liability insurance policy covering public liability and property damage for no less than the
minimum amounts stated in 7.1 (1) to the satisfaction of the County and in force for the
entire contract period. The policy must contain:
I. a "Cross Liability" clause or endorsement;
ii. an endorsement certifying that The Corporation of the County of Elgin and the
successful bidder are included as an additional named insured;
iii. an endorsement to the effect that the policy or policies will not be altered,
cancelled or allowed to lapse without thirty days prior written notice to Elgin
County.
7.3(2) Contractor's Liability Insurance Policy shall not contain any exclusions of liability for
damage, etc. to property, building or land arising from;
I. the removal or weakening of support of any property, building or land whether
such support be natural or otherwise;
ii. the use of explosives for blasting;
iii. the vibration from pile driving or caisson work, provided that the minimum
coverage for any such loss or damage shall be $5,000,000.00.
8.0 EXCLUSION OF BIDDERS
8.1 EXCLUSION OF BIDDERS IN LITIGATION
8.1(1) The County may, in its absolute discretion, reject a Tender or Proposal submitted by the
bidder if the bidder, or any officer or director of the bidder is or has been engaged, either
directly or indirectly through another corporation, in a legal action against the County, its
elected or appointed officers and employees in relation to:
I. any other contract or services; or
ii. any matter arising from the County's exercise of its powers, duties, or functions.
8.1(2) The Director of Financial Services may, in consultation with the County Solicitor, a) place
the supplier on a two year probation to closely monitor future work or b) put the supplier
on notice that all future bids may result in non award of a contract for a maximum of three
years.
8.2 EXCLUSION OF BIDDERS DUE TO POOR PERFORMANCE
8.2(1) The Director shall document evidence and advise Financial Services in writing where the
performance of a supplier has been unsatisfactory in terms of failure to meet contract
specifications, terms and conditions or for Health and Safety violations. The Financial
Services Department shall centralize the information for future reference.
APPENDIX A
LEVELS OF CONTRACT APPROVAL AUTHORITY
Note: Sales taxes, excise taxes, goods and service taxes and duties shall be excluded in
determining the price of a contract for the supply of goods or services for the purpose of the
relationship of the price to the pre-authorized expenditure limit.
In the case of multi-year supply and/or service contracts, the pre-authorized expenditure limit
shall refer to the estimated annual expenditure under the contract.
,Value,
Procurement,Process
°Approved,Authorit
:Source of Bid -
~Re ort Status
$5;000
No formal quotes required.
Purchases made
No report to
$10,000 or
Director.
from the
Council required.
less
competitive
market lace.
Greater
Informal Quotations (3 quotes
3 written quotes
No Report to
than $5-,000
required - written) or Direct
Director and Director
to be obtained.
Council required
$10,000 but
negotiation as a result of Single
of Financial Services
if within 10% of
less than
or Sole Source.
the approved
$50,000
budget allocation.
Greater
Formal Quotations (3 written
Director and Director
Advertise in Local
No Report to
than
quotes required)
of Financial Services
paper, County
Council required
$50,000 but
web site and
if within approved
less than
Ontario Public
budget.
$100,000
Bu ers website.
Greater
Request for Tender
Advertise on
than
County Council
County website,
Report to Council
$100,000
local paper, and
Ontario Public
Buyers website.
Less than
Reauest for Proposal
Director and Director
Advertise on
No Report to
$50,000
In place of a Tender or
Quotation when goods and
of Financial Services.
County web site;
Council required
services cannot be specifically
stipulated or when alternative
The evaluation criteria
criteria
advertise in local
if within approved
methods are being sought to
and process shall
perform certain functions or
approved by the
paper and Ontario
budget allocation.
services.
Director prior to
Public Buyers
issuance of the
Request for Proposal.
website.
Greater
Request for Proposal
County Council
Advertise on
Report to Council.
than
The evaluation criteria and
County website,
$50,000
process shall be approved by
local paper and
Council resolution prior to the
Ontario Public
issuance of the Request for
Buyers website.
Proposal. When the preferred
proposal i) Exceeds the
approved budget appropriation
and/or it) exceeds $50,000.00,
the Director shall submit a report
to Council for direction.
APPENDIX "E"
Guidelines for the Execution of Purchases
These guidelines are provided to assist the Director and/or designate should they choose
to exercise their authority to purchase goods or services. Guidelines are organized by
objective as follows:
Objective 1: Corporate Efficiency
Purchases under this authority must be for unique Departmental requirements, and
therefore not duplicated in other Departments, such that Corporate purchasing power or
standardization is not a factor in costing. Requirements cannot be split in order to qualify
for this process.
Objective 2: Competitive Process
A competitive process is undertaken whereby a minimum of 3 bids is obtained, and the
lowest compliant bid is awarded the contract. Care must be taken as to how bids are
sought, bidder lists are maintained and how competition is encouraged. Although a
minimum of 3 bids is required, an open process without a minimum number of bids will be
more competitive, and is encouraged.
Objective 3: Open Process
Departmental needs are communicated to bidders, who are able to bid on goods or
services they are qualified to provide. There should be no limitation of bids to an
established listing.
Objective 4: Transparent Process
The process is undertaken based on clear definition of the product or service
requirement, and a clear outline of the review and criteria to be undertaken. The decision
to choose the low bidder will be based solely on the requirements as documented, the
bidder document, and the application of the review criteria. The same decision should be
arrived at each time given the same set of facts, which will facilitate the dispute resolution
process.
Objective 5: Fair Process
The process will be fair, such that no action is undertaken by the County staff to allow
any given bidder an unfair advantage. This does not however, require County action to
ensure that existing conditions are changed to ensure that any conversion costs from an
incumbent to another supplier are ignored in an evaluation - it is in the best interest of
the County to ensure that such "levelling of the playing field" is not required.
Objective 6: Insurance and Risk Management
A Liability Insurance Form and WSIB Certificates of Clearance may be submitted as
deemed appropriate at the commencement of the project and periodically as the work is
completed. The Director may choose to request Performance and Labour and Material
Bonds for informal quotations if it is believed to serve the County's best interest.
Obiective 7: Authorization for Payment
Quotation Summary Form must be completed, ensuring that the appropriate account has
sufficient funds to pay for the contract.
Objective 8: Reporting of Items Conducted under Delegated Authority
The Director of Finance shall produce a report of all purchases in excess of $5880
$10,000 carried out under this authority, in a semi-annual reporting of contracts to
Council.
INSURANCE AND INDEMNIFICATION
The successful Proponent shall at its own expense obtain and maintain until the
termination of the contract and provide the Corporation of the County of Elgin with
evidence of:
General Liability Insurance on an occurrence basis for an amount not less than Two
Million ($2,000,000) dollars and shall include the Corporation of the County of Elgin as
an additional insured with respect to the Proponent's operations, acts and omissions
relating to its obligations under this Agreement, such policy to include non-owned
automobile liability, personal injury, broad from property damage, contractual liability,
owners' and proponents' protective products and completed operations, contingent
employers liability, cross liability and severability of interest clauses.
Automobile/Equipment Insurance
The Contractor will effect at his/her own expense (including the cost of deductibles) and
maintain and keep in force during the term of this agreement, such policy to include
against claims for personal injury, death, property damage or loss, arising from an
accident or occurrence relating to this agreement, in an amount of not less than Two
Million ($2,000,000) dollars in respect of each claim or occurrence. The insurance policy
as required herein shall be in force during the term of the Contract.
The coverage shall be effective prior to the Proponent performing any services under
this Contract.
The policies shown above will not be cancelled or permitted to lapse unless the insurer
notifies the Corporation of the County of Elgin in writing at least thirty (30) days prior to
the effective date of cancellation or expiry.
The Corporation of the County of Elgin reserves the right to request such higher limits of
insurance or any other types of policies appropriate to the work, as the Corporation of
the County of Elgin may reasonably require.
The successful Proponent shall not commence work until such time as the required
evidence of insurance has been filed with and approved by the Corporation of the
County of Elgin. The successful Proponent shall further provide that evidence of the
continuance of said insurance is filed at each policy renewal date for the duration of the
contract.
CONTRACTOR'S LIABILITY AND WORKPLACE SAFETY AND INSURANCE
COVERAGE
The successful Proponent must obtain and forward to the Corporation of the County of
Elgin a letter of clearance from the Workplace Safety and Insurance Board stating that
the Proponent is in good standing with the Board as of the current date and every 60
days thereafter ensuring ongoing good standing with the Workplace Safety and
Insurance Board. This is also required for all subcontractors.
If you are unable to submit this clearance because you are claiming independent
operator status, with no insurable workers, you must submit to Financial Services a
written confirmation from the Workplace Safety and Insurance Board of its status as an
independent operator for the contract. Work will not be authorized to begin until this
document is received in Financial Services.
The Proponent shall at all times pay, or cause to be paid, any assessment or
compensation required to be paid pursuant to the Workplace Safety and Insurance Act
and upon failure to do so, the Corporation of the County of Elgin may pay such
assessment or compensation to the Workplace Safety and Insurance Board, and the
Proponent shall forthwith reimburse the Corporation of the County of Elgin. The
Corporation of County of Elgin may at its option deduct such expenses from any monies
owed to the successful Proponent.
Safe
The successful Proponent, his/her workers, sub-contractors, and their workmen, must
have a good knowledge of, and abide by, the provisions of all legislative enactment's,
by-laws and regulations in regards to safety in the Province of Ontario.
All work shall comply with all applicable safety regulations, codes and general safe
working practices of the trade.
The successful Proponent shall provide and maintain adequate barricades, warning
signs, out of order signs, and all reasonable protection when required.
All electrical equipment which must be used by the Proponent shall be safe to use,
properly grounded, CSA approved, and be of no hindrance to the building electrical
system or equipment.
WORKPLACE HAZARDOUS MATERIAL INFORMATION SYSTEM (WHMIS)
Reporting
Prior to commencement of work the Contractor shall provide, to the Owner and the
Consultant, a list of those products controlled under WHMIS, which he/she expects to
use on this Contract. Related Material Safety Data Sheets shall accompany the
submission. All containers used in the application of products controlled under WHMIS
shall be labelled.
The Contractor shall notify the Purchasing Coordinator of changes to the list in writing
and provide the relevant Material Safety Data Sheets.
CARE AND HANDLING
The Contractorwill assume full responsibility for the safe handling and delivery of
materials, in accordance with the Transportation of Dangerous Goods Act the
Occupational Health and Safety Act including amendments (WHMIS), and any other
municipal, provincial or federal legislation applicable during the term of this Contract.
Prior to commencement of the work the Contractor shall provide a list of products
controlled under WHMIS which he expects to supply on this Contract. The
E1gmCaunty
t}' REPORT TO COUNTY COUNCIL
Mt¢MSSLYFROM: Sonia Beavers, ECUWSEC Chair
Jennifer Ford, ECUWSEC Co-Chair
DATE: February 17, 2009
SUBJECT: Upcoming Special Events in 2009
CORPORATE GOAL(S) REFERENCED:
1. To be recognized as a desired employer
2. To forge community partnerships
3. To recognize and seize opportunities for improvement
In November 2008, Council approved the amalgamation of the Special Events
Committee and the United Way Committee and that the newly formed committee
be called the Elgin County United Way Special Events Committee (ECUWSEC).
The committee consists of 8 members from various departments.
DISCUSSION:
ECUWSEC is planning 3 major events for 2009. Planning is in the preliminary
stages however the committee would like Council to be aware of the following
and SAVE THE DATE;
The Vt Annual County of Elgin Wardens Charity Golf Tournament
The golf tournament will be held at Kettle Creek Golf Course in Port Stanley on
June 12, 2009. The invitation is open to the public with a special invite to the
Wardens of other Municipalities, all County Staff as well as Staff from the Lower
Tier Municipalities and the City of St. Thomas. There is limited spaces available.
The registration fee will include 18 holes of golf, a cart and a steak supper. Tee
off time will be 1:00 p.m. Dinner to follow. All proceeds to the United Way.
Port Stanley Theatre - "A Bench in the Park"
The event will take place on July 22, 2009 and is open to the public as well as
County Staff and Staff from the Lower Tier Municipalities and the City of St.
Thomas. The cost will include admission to the theatre, and we are investigating
the possibility of partnering with Port Stanley Restaurants to enhance the
evening's experience. Tickets will be limited to seats available at the theatre. All
proceeds to the United Way.
Elgin County Staff Christmas Party
The Christmas Party will take place on November 28, 2009 at St. Anne's Centre.
Cocktail hour 6:00 p.m., followed by dinner at 7:00 p.m. This year's entertainment
will include Comedian Chuck Byrns from Yuk Yuk's. A dance will follow with
music provided by Disc Jockey Chris Triska. This evening is a social event for
County Staff. Staff from the Lower Tier Municipalities and City of St. Thomas will
be invited to attend.
CONCLUSION
ECUWSEC is working together at finalizing the events scheduled in 2009. We
are also considering other fundraising opportunities for 2009. We will continue to
sell tickets to events offered at the John Labatt's Centre, (JLC).
ECUWSEC's mandate is to bring county staff and our partners from other
municipalities together. We are asking Council to consider promoting these
events with staff in your organization. Ticket Sales for JLC events and Knights
games have been well received by our partner municipalities. Please pass along
our thanks to the staff for their support.
Further information regarding the events will be made available on the County of
Elgin's common directory, ECUWSEC file folder, as well as posters, flyers, etc.
THAT, the report Upcoming Special Events 2009 be received and filed.
Respectfully Submitted
Sonia Beavers
ECUWSEC - Chair
Approvec fission
Mark eDenat
Chief Administrative Officer
4aL I- il,&Vz
J nnifer ord
ECUWSEC - Co-Chair
EIbmC=ounty
AY
Poojt550atr
REPORT TO COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: January 22, 2009
SUBJECT: Heritage Property Tax Relief
CORPORATE GOAL(S) REFERENCED:
1. To promote cultural services
2. To promote Elgin as "The Place to Live"
INTRODUCTION:
The Municipality of Central Elgin has requested that the County of Elgin pass a
Heritage Property Tax Relief by-law consistent with the by-law passed by the
Municipality on November 24th, 2008 to support and encourage property owners
to be stewards of their properties.
DISCUSSION:
Heritage property tax relief is a financial tool developed by the Ministry of Culture
and the Ministry of Finance to promote heritage conservation by helping owners
maintain and restore their properties for the benefit of the entire Community.
Section 365.2 of the Municipal Act, 2001 gives municipalities the option of
passing a by-law to establish a program to provide property tax relief to owners
of eligible heritage properties. Central Elgin's newly adopted by-law provides
30% tax relief to the municipal and education portion of the property tax to
designated heritage properties. The Municipality is responsible to monitor the
program to ensure the heritage conservation agreements (which outlining a work
plan to restore and maintain a heritage property) are followed.
A by-law from the County would be required to provide an equivalent percentage
of tax relief to the County portion of the taxes. The cost to the County of
matching the 30% relief on the 12 currently designated Central Elgin homes is
less than $5,000.
Other municipalities could also choose to pass by-laws offering tax relief of 10% -
40% to eligible properties. For example, if Aylmer and Bayham also passed
similar by-laws with 30% tax relief, the cost to the County could be a further
$3,000 - $4,000.
The remaining municipalities are not known to have heritage properties.
CONCLUSION:
Although heritage properties provide benefit and enjoyment to the whole County,
most of these properties are privately owned. Heritage Property Tax Relief
provides an incentive to owners to make regular investments in the ongoing
conservation of their heritage properties. With continuous care and
maintenance, major restoration projects and their high costs can often be
avoided.
The County and Municipality's investment in tax relief benefits from a multiplier
effect, as the property owners are self-funding much of the costs of preserving
our heritage. Well-maintained heritage properties enrich the quality of life of the
County's citizens and give the County's communities their unique character and
sense of place. Conserving heritage properties will help revitalize the historic
town centres and attract residents, businesses and visitors to the County of
Elgin. As such, this supports the County's objective of becoming a Premier
Tourist Destination.
RECOMMENDATION:
THAT a by-law be drafted to allow the County to match tax reduction
percentages for any municipality that passes a Heritage Property Tax Relief by-
law.
All of which is Respectfully Submitted Approved for Submission
"L Aa4/A_ li;:_~ -
d/
im Bundschuh rk G. McDo
Director of Financial Services Chief Adminis ra ive Officer
450 Sunset Drive, l st Floor, St.Thomas, Ontario N5R5V1 P:519.631.4860 F:519.631.4036
January 14, 2009
Mr.Jim Bundschuh
Director of Financial Services
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Re: Central Elgin By-Law 1100 - Heritage Property Tax Relief
Dear Mr. Bundschuh:
At a meeting of Council held November 24, 2008 the Municipality of Central Elgin
adopted By-law 1100 being a by-law to establish a program to provide tax
reductions in respect of eligible heritage properties.
The heritage property tax relief is a financial tool for municipalities (both upper
and lower tier) to help owners maintain and restore their properties for the benefit
of the entire community both today and in the future. This new program was
developed by the Ministry of Culture and the Ministry of Finance to promote
heritage conservation.
Adopting the program is a municipal choice and the program is administered at
the local level. Section 365.2 of the Municipal Act, 2001 gives municipalities the
option of establishing a program to provide property tax relief to owners of eligible
heritage properties. Municipalities must pass a by-law to adopt the program.
The province shares in the cost of the program by funding the education portion
of the property tax relief.
If the municipality provides tax relief under the program, the education portion of
the tax must be reduced in the same proportion as the municipal portion of the
tax relief.
There are twelve (12) designated heritage properties in the Municipality of
Central Elgin. Five (5) of the properties are in the Sparta area and seven (7) are
in the village of Port Stanley.
In a two-tier structure (such as exists with the County of Elgin and the
Municipality of Central Elgin) if a lower-tier municipality adopts the program, the
upper-tier municipality may pass a by-law to authorize a similar reduction or
refund of taxes levied for upper-tier purposes.
The Council of the Municipality of Central Elgin would respectfully request that
the County of Elgin pass a Heritage Property Tax Relief by-law to support and
encourage property owners to be stewards of their properties, so that Ontario's
heritage is protected for future generations.
I am attached a copy of Central Elgin's by-law for your review and consideration.
Should you require any further information please feel free to contact me at your
earliest convenience.,,
Yo
lawut~t
r, AMCTO
Director of
Cc: Mr. Mark McDonald, CAO/Clerk
The Corporation of the Municipality of
Central Elgin
BY-LAW 1100
Being a By-law to establish a program to provide tax
reductions in respect of eligible heritage properties
WHEREAS Section 365.2 of the Municipal Act 2001, S.O. 2001, c.25 as amended, authorizes The
Council of the Corporation of the Municipality of Central Elgin to pass a by-lawto establish a
program to provide heritage tax refunds In respect of eligible heritage properties;
AND WHEREAS the Council of the Corporation of the Municipality of Central Elgin deems it
advisable and In the public interest to provide financial assistance on the terms set out in this By-
Law as an incentive to encourage property owners to renovate, restore and maintain heritage
buildings In the Municipality of Central Elgin;
NOW THEREFORE the Council of The Corporation of the Municipality of Central Elgin hereby
enacts as follows:
1. In this By-law:
'contravention 'means an offence under a municipal by-law, Actor regulation for which
enforcement proceedings have been commencedthat relates specificallyto the building or land
for which a Heritage Tax Reduction is sought or given;
'Council' shall mean the Councll of The Corporation of the Municipality of Central Elgin;
'Eligible Heritage Property' means land or buildings or a portion thereof that Is,
(1) located In the Municipality of Central Elgin;
(11) designatedunder Part lVoftheonfarioHedtageActorispartofaheritage conservation
district under PartV of the Ontario HedtageAct, and
(III) subjectto a heritage easement agreementwith the Municipality under section 22 or 37 of
the Ontario Heritage Act;
and that complies with the additional eligibility criteria set out in this By-law.
'Heritage Property Tax Reduction Program' means aflnancial assistance program adopted by
the municipality to help owners of heritage properties maintain and restore their properties for
the benefit of the entire community by providing tax relief to owners of eligible heritage
properties;
'Heritage Tax Reduction' means the amount of property tax reduction In respect of an Eligible
Heritage Property;
LowerTier Municipality' has the same meaning as In Section 1 of the Municipal Act, 2001;
'MPAC' means the Municipal Property Assessment Corporation;
'Owner(s)' Includes a corporation and partnership and the heirs, executors, administrators and
other legal representatives of a person to whom the context can apply according to law;
°Person(s)' Includes a corporation and partnership and the heirs, executors, administrators and
other legal representatives of a person to whom the context can apply according to law,
'Municipality' means the Corporation of the Municipality of Central Elgin.
2. The amount of a Heritage Tax Reduction shall be 30% of the taxes for municipal and school
purposes levied on the property that are attributable to:
(1) the building orstructure or portion of the building or structure that Is the Eligible Heritage
Property; and
(ii) the land used in connection with the Eligible Heritage Property, as determined by the
Municipality.
3. Subject to the conditions set out in this by-law, one Heritage Tax Reduction maybe paid annually
for each eligible heritage property in the property tax class of Residential, Multi-Residential,
Farm, Commercial and Industrial as defined by the Assessment Act, R.S.O 1990, c. A. 31 and
Ontario Regulation 282/98 there under, as amended.
4. MPAC, at the request of the Municipality, shall determine the portion of a property's total
assessment that Is an attributable to the Eligible Heritage Property.
Eligibility Criteria
5. In order to be eligible to apply for a Heritage Tax Reduction, owners of the subject properties
must provide proof, satisfactory to the Treasurer of the Municipality, of the following;
(1) the property has been designated as a property of cultural heritage value or Interest
under Part IV of the Ontario HedtageActor It must be part ofa heritage conservation
district under Part V of the Ontario Heritage Act, and
(ii) Is subject to a heritage easement agreement under section 22 or 37 of the Ontario
HeritogeAct, and
(Iii) the heritage easement agreement referred to subsection (II) above must be registered
against the eligible heritage property by December 31 of the taxationyearforwhich
relief is sought;
(Iv) the Eligible Heritage Property Is notthe subject of any contraventions, work orders or
outstanding municipal requirements; and
(v) meets all of the following criteria, to the satisfaction of the Chief Administration
Officer/Clerk:
(a) Meets municipal requirements to designate the property as a property of
cultural heritage value or interest under Part IV of the Ontario Heritage Act
and has been designated as such by the municipality
(b) Be In a good and habitable condition
(vi) there are no outstanding municipal fines, arrears of taxes, fees or penalties
assessed against the applicant.
6. All applications must include the following to be considered forthe refund program:
(1) Heritage easement agreement approved by Council.
(ii) Photographs of all elevations of the Eligible Heritage Property,
(Ili) Proof of insurance on the Eligible Heritage Property.
7. The application will coverthe currentyear as long as the property remains an Eligible Heritage
Property. Renewal of the HeritageTax Reduction must be made annually. The application must
be made on or before February 2e in the year following the year for which the relief is sought.
An application fee of 20% of the annual heritage tax reduction forthe Initial year of application
shall be deducted from the Heritage Tax Reduction once calculated.
An application fee of 10% of the annual heritage tax reduction shall be deducted from the
Heritage Tax Reduction fore each renewal application.
Limitations and Restrictions
8. The HeritageTax Reduction program set out In this By-law is subject atalltimestotheavailabilityof
fundtngforthe program. Nothing in this By-law requires the Municipality to provide funding
for this program and the Heritage Tax Reduction contemplated by this By-law may be
eliminated by Council through repeal of the By-law at any time with no notice whatsoeverto
affected persons.
9. The HeritageTax Reduction program is subjectto any regulations thatthe Minister of Finance may
make governing by-laws on tax refunds and reductions for heritage properties.
10. Where multiple easementand/or preservation and malmenanceagreements are registered on one
parcel of land, multiple refunds will not be provided in respect of the same heritage features.
11. Upon application, the owner must consent to the Municipality conducting an Inspection of the
interior and exterior of the Eligible Heritage Property at any reasonable time, if required, to
ensure that the relevant heritage easement agreement is being complied with and to ensure
that the eligibility criteria can be met.
12. No Heritage Tax Reduction will be given under this By-law where the Municipality determines
that the relevant heritage easement agreement Is not complied with to the satisfaction of
the Municipality.
13. Heritage Tax Reductions shall be calculated using the assessed value of the property, as returned,
for the taxation year forwhich the application Is made.
14. Ifthe assessmentof a propertyfor a yearchanges as a result of proceedings undertheAssessment
ActorMunlcipalActorajudicial decision,the HeritageTax Reduction shall be recalculated using the
new assessment and the tax roll for the year shall be amended to reflect the determination. The
Municipality may setoff anyamount in favour of the Municipality against any refund to be paid to
the owner as a result of the appeal, or It may apply It against the taxes owed for the succeeding
taxationyear.
15. The Heritage Tax Reduction shall be repaid in full by the owner for every year where there Is an
outstanding contravention or where there are outstanding municipal Rnes, arrears oftaxes,fees or
penalties assessed against the owner.
16. The minimum amount of Heritage Tax Reduction that shall be paid for an Individual property is
$200.00.
17. If the owner of an Eligible Heritage Property demolishes the Eligible Heritage Property or
breachesthe terms of the relevant heritage easement, the Town may require the ownerto repay
part oral) of any HeritageTax Reduction(s) providedto the ownerforone or moreyears underthis
By-law.
18. The Municipality may require theownertopayinterestontheamountofanyrepaymentrequired
under section 17, at a rate not exceeding the lowest prime rate reported to the Bank of Canada
By any of the banks listed in Schedule I of the BankAct (Canada), calculated from the date or dates
the Heritage Tax Reduction(s) were provided. Anyamount repaid under this section will be shared
bythe Municipality, School Boards and the County of Elgin (if applicable) inthe same proportion as
their respective shares of the Heritage Tax Reduction(s) on the property.
19. This By-law shall be known as the'HeritageTax Reduction By-law".
READ a FIRST and a SECOND TIME this 24th day of November, 2008.
READ a THIRD TIME and FINALLY PASSED this 20 day of November,2008.
Donald N. Leitch, Clerk Iv ofhuis, Mayor
Q------.e=~Y -1~
Administrator/Clerk Q11T
tA.1cipaidy of CenVal Elgin /
Heritage Property Tax Relief Measure
Excerpt from the Municipal Act, 2009
365.2 1 Despite section 106, a local municipality may establish a program to
provide tax reductions or refunds in respect of eligible heritage property. 2002,
c. 17, Sched. A, s. 69.
Definition
0 In this section,
"eligible heritage property" means a property or portion of a property,
(a) that is designated under Part IV of the Ontario Heritage Act or is part of a
heritage conservation district under Part V of the Ontario Heritage Act,
(b) that is subject to,
(i) an easement agreement with the local municipality in which it is
located, under section 37 of the Ontario Heritage Act,
(ii) an easement agreement with the Ontario Heritage Foundation, under
section 22 of the Ontario Heritage Act, or
(iii) an agreement with the local municipality in which it is located
respecting the preservation and maintenance of the property, and
(c) that complies with any additional eligibility criteria set out in the by-law
passed under this section by the local municipality in which it is located.
2002, c. 17, Sched. A, s. 69.
Amount of tax reduction
The amount of the tax reduction or refund provided by a local municipality in
respect of an eligible heritage property must be between 10 and 40 per cent of
the taxes for municipal and school purposes levied on the property that are
attributable to,
(a) the building or structure or portion of the building or structure that is the
eligible heritage property; and
(b) the land used in connection with the eligible heritage property, as
determined by the local municipality. 2002, c. 17, Sched. A, s. 69.
By-law requirements
4l In a by-law under this section, the local municipality,
(a) must specify a percentage that satisfies the requirements of subsection
(3) that will be used in calculating the amount of the tax reduction or refund
to be provided in respect of eligible heritage properties;
(b) may specify different percentages of tax that satisfy the requirements of
subsection (3) for different property classes or different types of properties
within a property class;
(c) may specify a minimum or maximum amount of taxes for a year to be
reduced or refunded under the by-law;
(d) may specify additional criteria that must be satisfied in order for a
property to qualify as an eligible heritage property and may specify different
criteria for properties in different property classes;
(e) may establish procedures for applying for a tax reduction or refund for
one or more years. 2002, c. 17, Sched. A, s. 69.
Notice to Minister of Finance
(5) A local municipality shall deliver a copy of a by-law under this section to the
Minister of Finance within 30 days after the by-law is passed. 2002, c. 17,
Sched. A, s. 69.
Notice to upper-tier municipality
LQ A lower-tier municipality that passes a by-law under this section shall notify
the upper-tier municipality of the amount of taxes to be reduced or refunded for
lower-tier purposes under the by-law. 2002, c. 17, Sched. A, s. 69.
Tax reduction or refund by upper-tier municipality
(7) An upper-tier municipality that receives a notice under subsection (6) may
pass a by-law to authorize a similar reduction or refund of taxes levied for upper-
tier purposes. 2002, c. 17, Sched. A, s. 69.
Sharing of tax reduction or refund
The following rules apply if a local municipality passes a by-law under this
section:
2
1. If the local municipality is a single-tier municipality, the amount of the tax
reduction or refund must be shared by the municipality and the school
boards in the same proportion that they share in the revenue from taxes
from the properties to which the tax reduction or refund relates.
2. If the local municipality is a lower-tier municipality and the upper-tier
municipality passes a by-law described in subsection (7), the tax reduction
or refund must be shared by both municipalities and the school boards in
the same proportion that they share in the revenue from taxes from the
properties to which the tax reduction or refund relates.
3. If the local municipality is a lower-tier municipality and the upper-tier
municipality does not pass a by-law described in subsection (7), the tax
reduction or refund must be shared,
i. without affecting the taxes levied for upper-tier purposes, by the lower-
tier municipality and the school boards in the same proportion that they
share in the revenue from taxes from the properties to which the tax
reduction or refund relates, or
ii. by the school boards in the same proportion that they share in the
revenue from taxes from the properties to which the tax reduction or
refund relates and by the lower-tier municipality in respect of the taxes
levied for both lower-tier and upper-tier purposes. 2002, c. 17, Sched. A,
s. 69.
Application
The following rules apply if a local municipality passes a by-law under this
section:
1. An owner of an eligible heritage property in the municipality may obtain
the tax reduction or refund for a year if the owner applies to the local
municipality not later than the last day of February in the year following the
first year for which the owner is seeking to obtain the tax reduction or
refund.
2. The local municipality may, in the by-law, require owners of eligible
heritage properties to submit applications for the tax reduction or refund in
one or more years following the year of initial application. 2002, c. 17,
Sched. A, s. 69.
Apportionment by assessment corporation
1(0 A local municipality may request information from the assessment
corporation concerning the portion of a property's total assessment that is
3
attributable to the building or structure or portion of the building or structure that
is eligible heritage property and the land used in connection with it. 2002, c. 17,
Sched. A, s. 69.
Same
1I1 The assessment corporation shall provide the information requested by a
local municipality under subsection (10) within 90 days after receiving the
request. 2002, c. 17, Sched. A, s. 69.
Application against outstanding tax liability
L121 A local municipality may apply all or part of the amount of a tax reduction or
refund in respect of an eligible heritage property against any outstanding tax
liability in respect of the property. 2002, c. 17, Schad. A, s. 69.
Owner may retain benefit
1(13 An owner of an eligible heritage property may retain the benefit of any tax
reduction or refund obtained under this section, despite the provisions of any
lease or other agreement relating to the property. 2002, c. 17, Sched. A, s. 69.
Penalty
114 If the owner of an eligible heritage property demolishes the property or
breaches the terms of an agreement described in clause (b) of the definition of
"eligible heritage property" in subsection (2), the local municipality may require
the owner to repay part or all of any tax reductions or refunds provided to the
owner for one or more years under a by-law under this section. 2002, c. 17,
Sched. A, s. 69.
Interest
1(~5 A local municipality may require the owner to pay interest on the amount of
any repayment required under subsection (14), at a rate not exceeding the
lowest prime rate reported to the Bank of Canada by any of the banks listed in
Schedule I to the Bank Act (Canada), calculated from the date or dates the tax
reductions or refunds were provided. 2002, c. 17, Sched. A, s. 69.
Sharing of repayment
1(6 Any amount paid under subsection (14) or (15) to a local municipality in
respect of a property must be shared by the municipalities and school boards
that share in the revenue from taxes on the property, in the same proportion that
they shared in the cost of the tax reduction or refund on the property under this
section. 2002, c. 17, Sched. A, s. 69.
4
Collection remedies
(17) Sections 349 and 350 apply in respect of an amount owing under
subsection (14) or (15). 2002, c. 17, Sched. A, s. 69.
Regulations
18 The Minister of Finance may make regulations,
(a) governing by-laws under this section, including procedures for a tax
reduction or refund;
(b) governing the provision of tax reductions or refunds under by-laws
passed under this section, including the establishment of deadlines for
payments of refunds by municipalities. 2002, c. 17, Sched. A, s. 69.
5
Municipality of Central Elgin
Heritage Tax Relief Progtam
Municipality of Central Elgin
In 2007 one of the goals identified by Council was to
investigate the Heritage Property Tax Relief Program.
November 24, 2008 Council adopted By-law 1100 - to
provide tax reductions in respect of eligible heritage
properties.
6 Municipality of Central Elgin
Heritage property tax relief is a financial tool for
municipalities to help owners of designated heritage
properties maintain and restore their properties.
Adoption of the program is a municipal choice and is
administered at the local level.
In the Municipality of Central Elgin this program will be
administered by the finance department.
There are 12 designated properties in Central Elgin - 5
in Sparta and 7 in Port Stanley
Municipality of Central Elgin
Mandatory Eligibility Criteria
16 To be eligible for the tax relief, a property must contain a
building, structure or portion of a building or structure
that is:
designated under Part IV of the Ontario Heritage Act or
part of a heritage conservation district designated under
Part V of the Act; and
Subject to a heritage conservation agreement
2
Municipality of Central Elgin
a Heritage Conservation Agreement
A heritage conservation agreement is a voluntary legal agreement between
the municipality and the owner under section 37 of the Ontario Heritage Act
to protect the heritage features of a property, and to encourage good
stewardship of the property. As the agreement is voluntary, it recognizes
the intention of both parties to protect the heritage character of the property.
The agreement is required because, under section 29 of the Ontario
Heritage Act, municipal designation alone does not oblige owners to
maintain their properties on an ongoing basis. As the purpose of the tax
relief measure is to offer an incentive for heritage property conservation,
relief will only be made available to those owners who have made a long-
term commitment to conserve their heritage properties.
Municipality of Central Elgin
Heritage Conservation Agreement continued
The property owner applying for the Tax Relief Program must arrange and
pay for the agreement and ensure that it is registered on the title of their
property prior to applying for the tax relief program.
This program is new to Central Elgin and we do not have an agreement
template available so I am providing a copy of an example of Heritage
Conservation Easement Agreement that I obtained from the City of London
websile.
Property owners legal counsel should be able to work with this template to
draft an agreement between the Municipality of Central Elgin and the
property owners.
3
Municipality of Central Elgin
t, .Amount of Heritage Tax Reduction
The tax reduction shall be 30% of the taxes levied for municipal and
school purposes.
The tax reduction shall be applied against any outstanding taxes on
the property.
The minimum amount of Heritage Tax Reduction that shall be paid
for an individual property is $200.00
The fee to process the Heritage Tax Reduction application shall be
deducted from the annual reduction.
6 Municipality of Central Elgin
Application titning and fee
Heritage Tax Reduction applications will cover the current year as
long as the property remains an eligible heritage property.
Applications must be made on or before February 28th of the year
following the year for which relief is sought (2008 taxation year
application due before February 28, 2009).
Application fee of 20% of the annual heritage tax reduction will be
deducted for the initial year of application.
Application fee of 10% of the annual heritage tax reduction will be
deducted from each renewal application.
A heritage tax reduction application must be made annually.
4
Municipality of Central Elgin
6 Monitoring of Program
Municipalities are required to monitor the program to;
help ensure that heritage property owners comply with their heritage
conservation agreements to maintain their properties;
Assess how well the program is working and bring to light any changes that
may be needed.
At this time Central Elgin has two (2) items on our monitoring program;
on or before February 28th of the year following the year the relief was
received supply the municipality with a list of restoration and maintenance
activities completed as per the work plan provided with the program
application.
At a time convenient to the owner and municipal staff allow municipal staff
on site to inspect and review the anticipated work plan provided with the
program application.
5
ElgmCou°iy
L1111ty
P@vit
REPORT TO COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: January 22, 2009
SUBJECT: Leasing Arrangements
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
The Municipal Act requires that a report be presented to Council on all leasing
arrangements currently in effect. The attached schedule outlines current leasing
arrangements in place for the County of Elgin.
DISCUSSION:
At the conclusion of the lease agreements for vehicles for the Kettle Creek
Conservation Authority and the Library, vehicles were purchased rather than
entering into new leases. The Neopost machine lease was not renewed as the
equipment was deemed no longer required.
CONCLUSION:
The attached schedule sets out leasing as of January 2009 totalling $346,126
annually.
RECOMMENDATION:
THAT the report titled Current Leasing Arrangements be received and filed.
All of which is Respectfully Submitted Approved f mission
im Bundschuh aid
Director of Financial Services Chief Administrative Officer
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Elgint WA
Pmeicisia4~fLYmu REPORT TO COUNCIL
FROM: Jim Bundschuh-Director of Financial Services
DATE: January 22, 2009
SUBJECT: Council and Outside Boards Remuneration and Expenses
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
Each year it is required that reports be filed before the end of March on Council's
remuneration, mileage, and expenses. In addition, remuneration, mileage and
expenses paid for persons appointed to Outside Boards must also be reported
As well, a report on convention expenses must be published.
DISCUSSION:
Warden and Council remuneration and expenses totalled $201,437.06 for the
2008 calendar year and convention expenses were $27,808.66. Remuneration
and expenses paid to persons on Outside Boards totalled $18,476.40 for that
same time period. Details by member are provided in the attached documents.
CONCLUSION:
For 2008 the total remuneration and expenses, including conventions, for both
Elgin County Council and Outside Boards was $247,722.12.
RECOMMENDATION:
THAT the Treasurer's Statement of Remuneration and Expenses for County
Council be received and filed, and
THAT the Treasurer's Statement for Remuneration and Expenses for Outside
Boards be received and filed, and
THAT the Treasurer's Statement on Convention Expenses be received and filed.
All of which is Respectfully Submitted
H-- &4&
Jim Bundschuh
Director of Financial Services
Approved for Submission
GD nald
Chief Administrative Officer
TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES - FOR COUNTY COUNCIL
February 17 Session, 2009
To the Warden and Members of the Elgin County Council,
The following is a statement of the remuneration, mileage, and expenses paid to each
member of the Elgin County Council for the period of January 1, 2008 to December 31, 2008.
REMUNERATION and MILEAGE
COUNCIL, COMMITTEES and OUTSIDE BOARDS
ACRE,
LYNN
19,447.14
HABKIRK,
ROBERT
19,082.64
HOFHUIS,
SYLVIA
47,143.62
MARKS,
TOM
18,651.87
McINTYRE,
JAMES
18,571.47
MENNILL,
DAVID
18,740.07
VOWEL,
BONNIE
18,817.06
WARWICK,
GRAHAM
21,919.56
WILSON,
JOHN
19,063.63
TOTAL
201,437.06
By-Law 05-12, By-Law 05-13 and By-Law 05-45.
All of which is respectfully submitted.
im Bundschuh
Director of Financial Services
Approved for submission.
Mark G. McDonald
Chief Administrative Officer
TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES - FOR OUTSIDE BOARDS
February 17 Session, 2009
To the Warden and Members of the Elgin County Council,
The following is a statement of the remuneration, mileage, and expenses paid to persons
appointed to Outside Boards for the period January 1, 2008 to December 31, 2008 as
authorized by the following By-Laws:
LAND DIVISION COMMITTEE (BV-Law 06-26)
ENS, PAUL
FAULDS, PAUL
McPHAIL, DUNCAN
VAN BRENK, RIEN
WALTERS, BILL
TOTAL
ELGIN ST. THOMAS HEALTH UNIT
3 HRS
3+HRS
MEETINGS
TRAVEL
MCINTYRE, JAMES
10
0
880.00
233.28
VOWEL, BONNIE
8
0
704.00
318.16
WILSON, JOHN
8
0
704.00
191.40
TOTAL
TOTAL OF OUTSIDE BOARDS
ALL which is respectfully submitted.
L
J #n h
irector of Financial Services
3,451.32
3,173.49
3,250.90
2,711.75
2,858.10
15,445.56
1,113.28
1,022.16
895.40
3,030.84
7 U,4[bAU
Approved for submission.
Mark G. McDonald
Chief Administrative Officer
TREASURER'S STATEMENT ON CONVENTION EXPENSES
To the Warden and Members of the Elgin County Council,
The following is an itemized statement of the conventions attended and expenses paid to
each Member of Elgin County Council, during the calendar year ending
31-Dec-08
2008 CONVENTIONS
COUNCILLOR
Acre, Lynn
Habkirk, Bob
Hofhuis, Sylvia
Marks, Tom
Mennill, Dave
McIntyre, James
Vowel, Bonnie
Warwick, Graham
Wilson, John
TOTALS $
1
2
3
TOTAL FOR
ROMA/OGRA
AMO
ACRD
COUNCILLOR
1,003.87
2,416.36
0.00
$
3,420.23
1,949.69
1,853.87
0.00
$
3,803.56
6,593.39
2,772.95
0.00
$
9,366.34
1,892.51
0.00
0.00
$
1,892.51
1,907.06
0.00
0.00
$
1,907.06
0.00
2,000.87
0.00
$
2,000.87
1,594.58
0.00
0.00
$
1,594.58
450.00
0.00
0.00
$
450.00
1,429.76
1,943.75
0.00
$
3,373.51
16,820.86 $
10,987.80 $
-
$
27,808.66
All figures include G.S.T
ROMA/OGRA RURAL ONTARIO MUNICIPAL ASSOCIATION
ONTARIO GOOD ROADS ASSOCIATION
AMO ASSOCIATION OF MUNICIPALITIES
ACRO AMO COUNTIES AND REGIONS
All of which is respectfully submitted.
Jim Bundle uh
Director of Financial Services
Approved for submission.
Mark G. McDonald
Chief Administrative Officer
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Elgin un y:
REPORT TO COUNTY COUNCIL
FROM: Cole Aicken
Building Sciences Technologist
Heather Rosevear
Human Resources Assistant
DATE: January 29, 2009
SUBJECT: Accessibility Standards for Customer Services, Ontario Regulation
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To be recognized as a desired employer
3. To forge community partnerships
4. To provide innovative and collaborative quality service
5. To recognize and seize opportunities for improvement
INTRODUCTION:
The Accessibility Standards for Customer Services (Ontario Regulation 429/07)
came into effect on January 1, 2008. As a public sector organization designated
in the standard the County must comply by January 1, 2010. The regulation
outlines actions that shall be done in order to ensure that the County is providing
accessible customer service to people with disabilities. The Corporation must
document all of its policies, practices and procedures for providing accessible
customer service and must notify customers that the documents required under
the standard are available upon request. The format of the documentation must
take into account the needs of that customer.
Failure to comply and offences to the regulation will result in fines of up to
$50,000 for persons or organizations for each day or part-day that an offence
occurs or continues. There are greater fines for corporations of up to $100,000
per day.
This report outlines implementation strategies to ensure that the County of Elgin
is in compliance with the new legislation.
DISCUSSION:
Establishing of Policies. Practices and Procedures
The County of Elgin is required to establish policies, practices and procedures on
providing goods and services to people with disabilities. Policies must be set on
allowing people to use assistive devices when accessing goods and services and
should be consistent with the core principles of independence, dignity, integration
and equality of opportunity.
The policy will be made available to the public through printed pamphlets
(Appendix 5) and through the County of Elgin website. Other formats, such as
large print, will be made available on request.
Trainin
The regulations stipulate training for those people that interact with the public, or
who are involved in developing policies, practices and procedures. This means
that all staff and Council must receive the training and be certified. All
municipal staff and councils including the local municipalities must be trained as
well. The required training must include information on how to communicate and
interact with people with disabilities, how to interact with people who have an
assistive device, service animal or support person and what to do if a person has
difficulty accessing our services.
To ensure the County of Elgin complies with the requirements by the January 1,
2010 deadline the following options are being available:
Option 1 -AMCTO Facilitator-led Workshop
The AMCTO offers this training to municipal employees in the way of a facilitator-
led workshop which would be provided corporately. With approximately 460
individuals to be trained, the AMCTO can offer the following:
Two (2) days of two (2) sessions every few weeks, each session with 25
attendees (so, over each two (2) day period 100 individuals are trained).
Each session will be three (3) hours in length.
For each session, the fee will be $75.00 (plus GST) per person for up to
20 attendees.
3. In each session, up to five (5) attendees can attend at no cost.
4. Thus, over the course of the entire training, approximately 95 individuals
would be free of charge.
Due to the interactive exercises included in this training, the session should not
have more than 25 attendees. The fee covers the cost of the training as well as
trainers' travel expenses and training workbooks. Based on the numbers above
the approximate cost would be $28,743.75. Note that this estimate does not
include training for local municipalities.
Option 2 - Train-the-Trainer
The AMCTO is offering a May training program to help organizations develop
in-house training expertise. Participants at this session will gain the skills to be
able to train municipal staff and comply with the legislation.
Through a partnership with the City of St. Thomas, the County can send people
to be trained as "trainers" along with city personnel in St. Thomas. It is
suggested that two staff and a county instructor attend the program. The cost is
estimated at approximately $4,000.00.
This program certifies and provides each participant licensed training materials to
train their organizations staff.
Option 3 - Retain an Instructor Specifically for the County and Local
Municipalities
It is estimated that all staff and all councils could be trained in less than 20
calendar days of structured training. It is further suggested that retired Director
Cathy Bishop be retained by the County to conduct the training on a planned
schedule to be completed before the end of the year. It is further estimated that
the total budget for the instructor would not exceed $7,500.00. This of course
would not include the materials for the course. However, compared to the
AMCTO estimate, this represents a bargain.
Accessibility Standards for Customer Service training will be incorporated into the
Health & Safety Orientation for new hires. Presentation materials will also be
made available so that they can be used during staff meetings and workshops as
required.
Other Costs
Council should be made aware that there are other costs associated with
training. For example, the long-term care homes must, in many cases, replace
staff while others are being trained. It is estimated that by the time all staff have
been trained, the Homes' will have incurred approximately $25,000 in added
wage costs for replacing essential workers while they are being trained.
It should be noted that while the program and policies are well-intended and
necessary, the provincial government is not offering any financial assistance to
help with the training costs. Council may wish to bring this matter to the attention
of the appropriate Minister.
Feedback Process
A feedback mechanism is required for people with disabilities. The feedback
mechanism must allow people with disabilities to make comments on accessible
customer service practices, and must provide information on the action that is to
be taken on the feedback.
A feedback mechanism has been outlined in the pamphlet on accessible
customer service (Appendix 5). In addition, the feedback process will be
prompted to the public through the County of Elgin website. Feedback will be
directed to the staff member who has been assigned the responsibilities
associated with the Accessibility Coordinator and where appropriate, forwarded
to the relevant department director.
Notification
Notification must be provided of disruption of service for any location, technology
or method that a person with a disability must use in order for our goods and
services to be accessible to them. Whether the disruption in service is expected
or unforeseen, notice must be provided as soon as possible. Notice of such
disruptions can be made using the website, signs (Appendix 1 and 2) and other
relevant methods.
The public must also be notified of the documents and policy required under the
customer service standard. The required documents will be available in writing
and on the County of Elgin website.
CONCLUSION:
To meet the requirements of the Accessibility Standards for Customer Service
(Ontario Regulation 429/07) the County must implement a policy, provide
training, have a feedback and notice to the public procedure in place before
January 1, 2010.
RECOMMENDATION:
That the C.A.O. be authorized and directed to retain an instructor (option 3) for
the County and its local municipal partners as described in the report entitled
Accessibility Standards for Customer Services, Ontario Regulation, dated
January 29 h, 2009: and,
That to ensure continuity in future years two county staff also receive the
required training as a certified trainer (option 2);
That the costs for the various training requirements and staff replacements while
being trained be allocated to the Corporate Training Account; and,
That the corporate training account be sufficiently funded to ensure that all
corporate training is accomplished; and,
That the County of Elgin write to the Minister responsible for the legislation
requesting that the provincial government provide at least a 50% share of the
mandatory training costs for the program.
That the draft policies be received and filed for information purposes.
All of which is Respectfully Submitted Approved f nai 'on
Cole Aicken Mark
Building Sciences Technologist Chief Administrative Officer
Heather Rosevear
Human Resources Assistant
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County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 1 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
PURPOSE
The County of Elgin is committed to being responsive to the needs of all its residents.
To do this, we must recognize the diverse needs of all of our residents and respond by
striving to provide services and facilities that are accessible to all. As an employer, and
a provider of services, the County of Elgin is committed to ensuring its services are
provided in an accessible manner.
The County of Elgin will promote accessibility through the development of policies,
procedures and practices and by ensuring they consider people with disabilities. To do
this we must ensure the policies, procedures and practices address integration,
independence, dignity and equal opportunity.
PRINCIPLES
Reasonable efforts will be made to ensure the following:
(i) That goods and services be provided in a manner that respects the dignity
and independence of persons with disabilities.
(ii) The provision of goods and services to persons with disabilities, and
others, will be integrated unless an alternate measure is necessary,
whether temporarily or permanently, to enable a person with a disability to
obtain, use or benefit from the goods and services.
(iii) Persons with disabilities will be given an opportunity - equal to that given
to others - to obtain, use and benefit from the goods and services.
PROCEDURES AND PRACTICES:
Procedures and practices will strive to reflect or achieve the following:
(i) Communication will be considered, in a manner that takes into
consideration a person's disability.
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 2 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
(ii) Staff will receive appropriate training.
(iii) Person's with disabilities accompanied by a guide dog or service animal
will be permitted in those areas of the premises owned or operated by the
County of Elgin that are open to the public.
(iv) Persons with disabilities accompanied by a support person will be
permitted to be accompanied by that support person in premises open to
the public.
(v) Admission fees will be waived for a support person who accompanies a
person with a disability.
(vi) Notice will be provided when facilities or services that people with
disabilities rely on to access County of Elgin services are temporarily
disrupted.
(vii) The County of Elgin will establish a feedback process to allow people to
provide feedback on how we are providing services to person's with
disabilities.
(viii) The County of Elgin will allow persons with disabilities to use their own
personal assistive devices to obtain, use or benefit from the services
offered by the County of Elgin.
PROCEDURES
Support Persons
Support person means, in relation to a person with a disability, another
person who accompanies him or her in order to help with communication,
mobility, personal care or medical needs or with access to goods or
services.
The County of Elgin will allow people with disabilities, who require, to be
accompanied by a support person in all County owned and operated
public facilities. The County of Elgin reserves the right to request the
person with a disability be accompanied by a support person, in the event
that it is considered necessary to protect the health and safety of the
person with a disability or others on the premises.
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 3 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
The County of Elgin will waive admission fees for support persons who
accompany a person with a disability, into facilities where admission is
charged.
(a) Member of public should notify a staff member the presence of the
support person.
(b) Admission fees will be waived for the support person.
(c) If there is confidential information to be disclosed, consent must be
received from the person with the disability.
Feedback Process
To submit a complaint:
Should a member of the public wish to make a complaint regarding the service
they have received:
(a) The member of the public with the complaint or concern should
have a discussion with the staff person at the County of Elgin who
is involved in the situation.
(b) Should the discussion not resolve the complaint or the member of
the public is uncomfortable discussing the issue with the staff
person, the member of the public should fill out a complaint form. A
staff person can assist the member of the public with the complaint
form in a manner that takes into consideration their disability.
(c) The information to be provided by the member of the public should
include their personal contact information, the date, a description of
the complaint, and what the member of the public requests to
resolve the complaint. This information should be documented on
the complaint form.
(d) The complaint should be forwarded to the manager responsible for
the department and the department head.
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 4 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
(e) The department manager will attempt to resolve the complaint in a
timely manner, with the assistance of the Accessibility Clerk.
(f) The member of the public will be contacted once a resolution has
been reached.
To submit a suggestion:
Should a member of the public wish to provide the County of Elgin with a
suggestion on how to improve our service:
(a) Member of the public will inform staff member of suggestion.
(b) Staff member will assist member of the public in filling out the
complaint form, should they require assistance.
(c) Member of the public will be notified in a timely manner of how the
County of Elgin will proceed with their suggestion.
(d) Staff response should include: an explanation of how we will
implement the suggestion, a response indicating further
investigation or an explanation why we are unable to implement the
suggestion.
All complaints and suggestions should be recorded on a suggestion form,
and forwarded to the responsible manager, department head and the
Engineering Services Department.
Service Disruption
If, in order to obtain, use or benefit from a provider's goods or services,
persons with disabilities usually use particular facilities or services of the
provider (for example, elevators) and if there is a temporary disruption in
those facilities or services in whole or in part, the County of Elgin shall
give notice of the disruption to the public.
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 5 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
Notice of the disruption must include information about the reason for the
disruption, its anticipated duration and a description of alternative facilities
or services, if any, that are available.
Notice will be given by posting the information at a conspicuous place on
premises owned or operated by the provider of goods or services, as well
as by posting it on the County of Elgin website.
If the County of Elgin website should expect a temporary service
disruption, advance notice where possible, keeping with the conditions of
the service disruption section of this policy, shall be provided on the
website.
Service Animals
For the purpose of this policy, a `service animal' is defined as either:
(i) A "guide dog," as defined in section 1 of the Blind Persons Rights'
Act; or
(ii) A "service animal" for a person with a disability. For the purpose of
this policy, an animal is a service animal for a person with a
disability,
(a) if it is readily apparent that the animal is used by the person for
the reasons relating to his or her disability; or
(b) if the person provides a letter from a physician or nurse
confirming that the person requires the animal for reasons
relating to the disability.
The County of Elgin will allow the person and the animal onto all County of
Elgin owned and operated public facilities, and will ensure that the person
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 6 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
is permitted to keep the animal with him or her unless the animal is
otherwise excluded by law. areas that are open to the public
If a service animal is excluded by law from the premises, the provider of
goods or services shall ensure that other measures are available to
enable the person with a disability to obtain, use or benefit from the
provider's goods or services.
Format of Documents
Should the County of Elgin be required to give a copy of a document to a
person with a disability, the County of Elgin shall give the person the
document, or the information contained in the document, in a format that
takes into account the person's disability.
Material printed in-house and publications produced on behalf of the
Corporation of the County of Elgin should contain a note indicating,
"alternate formats are available upon request" and include relevant contact
information.
The County of Elgin and the person with a disability will try to agree upon
the format to be used for the document or information, subject to feasibility
requirements of this policy.
Alternative formats that should be considered by the County of Elgin and
the person with the disability will include, but are not limited to:
(i) Print Requests:
Requests for alternative formats should be honoured in the most practical
manner depending on the media chosen, the size and complexity of the
document, the quality and source of the documents, the feasibility of the
request (including the cost) and the number of documents to be
converted. It should be noted that when request for one of these formats
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Page 7 of 9 Date Last Revision
is received and deemed feasible, staff should make every attempt to
respond to the request in the most practical manner and to the satisfaction
of the requestor. If it is determined that the format requested is not
feasible, then other alternative methods of providing the information
should be explored that will still meet the needs of the requestor (e.g.
Audio CD or explaining the information verbally etc.).
(a) Staff members receives request from member of the public for
alternative format.
(b) Employee fills out alternative format request form.
(c) Forwards request onto the responsible manager.
(d) The responsible manager, and Access' Clerk will determine
feasibility, if feasible;
(e) Proceeds with alternative format request.
(f) If not feasible; contact individual with feasible solution.
(ii) ASL Interpreter Request:
(a) Employee receives request from public for ASL Interpreter.
(b) Employee fills out alternative format request form.
(c) Forwards request onto the responsible manager.
(d) The responsible department contacts Canadian Hearing Society to
make request.
(e) Once Canadian Hearing Society confirms attendance of ASL
Interpreter, the responsible department contacts individual.
(f) If ASL Interpreter is not available, individual will be contacted with
an alternative solution.
Feasibility will be determined based upon cost in relation to size of
document and time associated with processing document requests.
The time frame attached to the conversion process varies depending on
the media chosen, the size, complexity, quality of source documents and
number of documents to be converted. Documents shall be returned in a
timely manner depending on the factors previously noted.
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 8 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
Conversion shall be processed in-house wherever possible. When a
member of the public requests a piece of County documentation in a
multiple format, the department of origin shall be responsible for the cost
of the conversion, materials and distribution, not the public requestor.
In-house printing, where possible, should adhere to the CNIB's Clear Print
Standards.
Training
The County of Elgin shall ensure that the following persons receive training
about the provision of its goods or services to persons with disabilities:
(a) Every person who deals with members of the public or other third
parties on behalf of the County, whether the person does so as an
employee, agent, volunteer or otherwise.
(b) Every person who participates in developing the County's policies,
practices and procedures governing the provision of goods or services
to members of the public or other third parties.
The training will include a review of the purposes of the Act and the
requirements of this policy and instruction about the following matters:
(a) How to interact and communicate with persons with various types of
disability, as outline in this policy and procedures.
(b) How to interact with persons with disabilities who use an assistive
device or require the assistance of a guide dog or other service animal
or the assistance of a support person, as outlined in this policy and
procedures.
(c) How to use equipment or devices available on the provider's premises
or otherwise provided by the provider that may help with the provision
of goods or services to a person with a disability.
(d) What to do if a person with a particular type of disability is having
difficulty accessing the provider's goods or services.
County of Elgin
Human Resources Policy Manual
I DRAFT
Code - A
Page 9 of 9
Section: 2
Subject: Accessibility Standards
For Customer Service
Policy Number: 2.130 (NEW)
Date Approved:
Date Last Revision:
The County of Elgin will log and retain records which will record the details of
the training provided, as well as the name of the person, location, and date
the training was completed.
The County of Elgin will customize the training going forward, based on the
actual experiences and usage of the persons with disability in County of Elgin
owned or operated facilities.
Assistive Devices
The County of Elgin will allow persons with disabilities to use their own
personal assistive devices to obtain, use or benefit from the services offered
by the County of Elgin.
Should a person with a disability be unable to access the County's services
through the use of their own personal assistive device, the County of Elgin will
ensure the following measures:
(a) Determine if service is inaccessible, based upon individual
requirements.
(b) Assess service delivery and potential service options to meet the
needs of the individual.
(c) Notify person with disability of alternative service and how they can
access the service, temporarily or on a permanent basis.
SAMPLE FORMS
Appendix 1 - Notice - Expected Service Disruption
2. Appendix 2 - Notice - Unexpected Disruption In Service
3. Appendix 3 - Notice - Training Records
4. Appendix 4 - Pamphlet - Understanding Accessibility Customer Service
5. Appendix 5 - Pamphlet - Accessibility Customer Service Standard
t`
NOTICE
SERVICE DISRUPTION
There will be a scheduled service disruption at
The disruptions will be from until
These disruptions include:
• (repairs to doors)
(repairs to technology)
On behalf of the County of Elgin we would like to thank you for
your patience in this matter.
Name
Position
Phone #
Etc.
=n
Elgin.-
NOTICE
DISRUPTION IN SERVICE
There is currently an unexpected service disruption. The estimated
time of the service disruption will be from to
These disruptions include:
• (repairs to doors)
• (repairs to technology)
On behalf of the County of Elgin we would like to thank you for
your patience in this matter.
Name
Position
Phone #
Etc.
ElginCouray
TOPIC:
LOCATION:
DATE:
TIME:
Please sign beside our name
Name (print) Signature Department EE#
PLEASE RETURN TO THE HUMAN RESOURCES DEPARTMENT
ElginComay
Pry^essAe y NaN~a
REPORT TO COUNTY COUNCIL
FROM: Meredith Goodwin, Engineering Technologist
DATE: January 29, 2009
SUBJECT: Talbot Line Rehabilitation - Approval to Expropriate Lands
CORPORATE GOALS
To build and maintain an efficient, affordable, effective and safe transportation network that
accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
INTRODUCTION
As Council is aware, the County of Elgin has completed approximately one half of the
multi-year Talbot Line Rehabilitation project. As part of the project the intersection of Back
Street and Talbot Line must be re-aligned to meet current standards. To complete the
work the County must obtain a small parcel of land and proposes to obtain this property by
expropriation since numerous attempts to contact the owner have been unsuccessful.
DISCUSSION/ CONCLUSION
Back Street (in the Municipality of Dutton/Dunwich) has skew angle approaching Talbot
Line that does not meet the current design standards and does not allow for adequate
storage length for motorists. In order to align the intersection and meet the current
standards the County requires approximately 375m2 from a private landowner (please
refer to the attached sketch).
The Engineering department has made numerous attempts to contact the resident since
the commencement of the first phase of the project in 2007 and have still not heard from
the owner. The third and final phase of the project is scheduled to start in April it would be
favourable if the Back Street realignment could be included in the work and in order to do
so the property would need to be expropriated.
In order to initiate the expropriation process the Expropriations Act names the Council of
the municipality as the "approving authority". Therefore a by-law must be passed in order
to initiate the process. The County will be able to take possession of the lands in three
months time after serving "notice of possession" as defined in the Act.
RECOMMENDATION
THAT lands adjacent to Back Street, as shown (approximately) on Schedule 'A' attached,
be expropriated by the County of Elgin, for the purpose of the Talbot Line Rehabilitation
project, and;
THAT the County Solicitor be directed to initiate expropriation proceedings and authorize
the Warden and Chief Administrative Officer to execute any related documentation, and;
THAT the applicable by-law be passed.
Res ctfully ubmitted,
Meredith Goodwin
Engineering Technologist
KA5
Clayton Watters
Director, Engineering Services
377=:::::~_
Mark
Chief Administrative Officer
ElginCY'owif ,
REPORT TO COUNTY COUNCIL
FROM: Clayton D. Watters, Director of Engineering Services
DATE: January 8, 2009
SUBJECT: Union Gas Franchise Agreement
CORPORATE GOAL(S) REFERENCED:
To recognize and seize opportunities for improvement
INTRODUCTION:
The Franchise Agreement, is a "distribution rights" agreement, referred to as the
Agreement, with Union Gas will expire on June 28, 2009 with the County of
Elgin. As such a new Agreement needs to be approved between the County of
Elgin and Union Gas Limited and also approved by the Ontario Energy Board.
Union Gas Limited and the County of Elgin approved the present 15 year
Agreement on June 28, 1993, Therefore, a new Agreement will need to be
approved between Union Gas and the County of Elgin. Once both parties have
agreed final approval is with the Ontario Energy Board. The agreement is the
standard industry document prepared through AMO and serves as the model
agreement for municipalities.
Staff has reviewed the agreement and it generally meets the County of Elgin
needs. The County has had a very positive working relationship with Union Gas
in the past and we expect that to continue with the new agreement.
County staff has met with Union Gas staff and have agreed to further enhance
the agreement with a letter from Union Gas committing to an annual meeting.
The meeting's purpose will be to discuss upcoming projects, past challenges and
successes.
CONCLUSION:
The present 15 year Agreement expires on June 28, 2009, and as such a
proposed 20 year Agreement was presented by Union Gas Limited for our
approval. Staff has reviewed the document and it is satisfied that it generally
meets our concerns.
Staff has arranged that a meeting be convened yearly to discuss any concerns
that either party may have and resolve by consensus, rather than pursue
through the Ontario Energy Board.
RECOMMENDATION:
That County Council approves the form of draft by-law and franchise agreement
attached hereto and authorizes the submission thereof to the Ontario Energy
Board for approval pursuant to the provisions of Section 9 of The Municipal
Franchise Act; and also,
That County Council requests that the Ontario Energy Board make an Order
declaring and directing that the assent of the municipal electors to the attached
draft by-law and franchise agreement pertaining to the Corporation o f the
County of Elgin is not necessary pursuant to the provisions of Section 9(4) of the
Municipal Franchises Act; and also,
That the necessary by-law be prepared.
All of which is Respectfully Submitted
N46
Clayton Watters
Director of Engineering Services
1 Appr7!7)-----
Mark G. McDonald
Chief Administrative Officer
Page 1
2000 Model Franchise Agreement
THIS AGREEMENT effective this day of , 20
BETWEEN:
THE CORPORATION OF THE COUNTY OF ELGIN
hereinafter called the "Corporation"
-and-
Lnoongas
LIMITED
hereinafter called the "Gas Company"
WHEREAS the Gas Company desires to distribute, store and transmit gas in the
Municipality upon the terms and conditions of this Agreement;
AND WHEREAS by by-law passed by the Council of the Corporation (the "By-law"),
the duty authorized officers have been authorized and directed to execute this Agreement
on behalf of the Corporation;
THEREFORE the Corporation and the Gas Company agree as follows:
Part I - Definitions
1, In this Agreement
(a) "decommissioned" and "decommissions" when used In connection with parts
of the gas system, mean any parts of the gas system taken out of active use
and purged in accordance with the applicable CSA standards and in no way
affects the use of the term 'abandoned' pipeline for the purposes of the
Assessment Act;
Page 2
(b) "Witeer/Road Superintendent" means the most senior individual employed
by the Corporation with responsibilities for highways within the
Municipality or the person designated by such senior employee or such other
person as may from time to time be designated by the Council of the
Corporation;
(c) "gas" means natural gas, manufactured gas, synthetic natural gas, liquefied
petroleum gas or propane-air gas, or a mixture of any of them, but does not
include a liquefied petroleum gas that is distributed by means other than a
pipeline;
(d) "gas system" means such mains, plants, pipes, conduits, services, valves,
regulators, curb boxes, stations, drips or such other equipment as the Gas
Company may require or deem desirable for the distribution, storage and
transmission of gas in or through the Municipality;
(e) "highway" means all common and public highways and shall include any
bridge, viaduct or structure forming part of a highway, and any public
square, road allowance or walkway and shall include not only the travelled
portion of such highway, but also ditches, driveways, sidewalks, and sodded
areas forming part of the road allowance now or at any time during the term
hereof under the jurisdiction of the Corporation;
(t) "Model Franchise Agreement" means the form of agreement which the
Ontario Energy Board uses as a standard when considering applications
under the M nlclpal Franchises Act. The Model Franchise Agreement may
be changed from time to time by the Ontario Energy Board;
(g) "Municipality" means the territorial limits of the Corporation on the date
when this Agreement takes effect, and any territory which may thereafter be
brought within thejurisdiction ofthe Corporation;
(h) "Plan" means the plan described in Paragraph 5 of this Agreement required
to be filed by the Gas Company with the Engineer/Road Superintendent
prior to commencement of work on the gas system; and
(1) whenever the shigular, masculine or feminine is used in this Agreement, it
shall be considered as if the plural, feminine or masculine has been used
where the context of the Agreement so requires.
Page 3
Part II -Rights Granted
2. To provide gas service
The consent of the Corporation is hereby given and granted to the Gas Company to
distribute, store and transmit gas in and tluough the Corporation and to the
inhabitants of those local or lower tier municipalities within the Municipality from
which the Gas Company has a valid franchise agreement for• that purpose.
3. To Use Highways
Subject to the terms and conditions of this Agreement the consent of the
Corporation is hereby given and granted to the Gas Company to enter upon all
highways now or at any time hereafter under the jurisdiction of the Corporation and
to lay, construct, maintain, replace, remove, operate and repair a gas system for• the
distribution, storage and transmission of gas in and tluough the Municipality.
4. Duration of Agreement and Renewal Procedures
(a) If the Corporation has not previously received gas distribution services, the
rights hereby given and granted shall be for a term of 20 years from the date
of final passing of the By-law.
or
(b) If the Corporation has previously received gas distribution services, the
rights hereby given and granted shall be for a term of 20 years from the date
of final passing of the By-law provided that, if during the 20 year term of
this Agreement, the Model Franchise Agreement is changed, then on the 7`h
anniversary and on the 14th anniversary of the date of the passing of the By-
law, this Agreement shall be deemed to be amended to incorporate any
changes in the Model Franchise Agreement in effect on such anniversary
dates. Such deemed amendments shall not apply to alter the 20 year term.
(c) At any time within two years prior to the expiration of this Agreement, either
party may give notice to the other that it desires to enter into negotiations for
a renewed franchise upon such terms and conditions as maybe agreed upon.
Until such renewal has been settled, the terms and conditions of this
Agreement shall continue, notwithstanding the expiration of this Agreement.
This shall not preclude either party from applying to the Ontario Energy
Board for a renewal of the Agreement pursuant to section 10 of the
Municipal Franchises Act.
Page 4
Part III-Conditions
5. Approval of Construction
(a) The Gas Company shall not undertake any excavation, opening or work
which will disturb or interfere with the surface of the travelled portion of any
highway unless a permit therefore has first been obtained from the
Engineer/Road Superintendent and all work done by the Gas Company shall
be to his satisfaction.
(b) Prior to the commencement of work on the gas system, or any extensions or
changes to it (except service laterals which do not interfere with municipal
works in the highway), the Gas Company shall file with the Engineer/Road
Superintendent a Plan, satisfactory to the Engineer/Road Superintendent,
drawn to scale and of sufficient detail considering the complexity of the
specific locations involved, showing the highways in which it proposes to
lay its gas system and the particular parts thereof it proposes to occupy.
(c) The Plan filed by the Gas Company shall include geodetic information for a
particular location:
(i) where circumstances are complex, in order to facilitate known
projects, including projects which are reasonably anticipated by the
Engineer/Road Superintendent, or
(ii) when requested, where the Corporation has geodetic information
for its own services and all others at the same location.
(d) The Engineer/Road Superintendent may require sections of the gas system to
be laid at greater depth than required by the latest CSA standard for gas
pipeline systems to facilitate known projects or to correct known highway
deficiencies.
(e) Prior to the commoncement of work on the gas system, the Engineer/Road
Superintendent must approve the location of the work as shown on the Plan
filed by the Gas Company, the timing of the work and any terms and
conditions relating to the installation of the work.
(f) In addition to the requirements of this Agreement, ifthe Gas Company
proposes to affix any part of the gas system to a bridge, viaduct or other
structure, if the Engineer/Road Superintendent approves this proposal, he
may require the Gas Company to comply with special conditions or to enter
Into a separate agreement as a condition of the approval of this part of the
construction of the gas system.
Page S
(g) Where the gas system may affect a municipal drain, the Gas Company shall
also file a copy ofthe Plan with the Corporation's Drainage Superintendent
for purposes of the Awinage Act, or such other person designated by the
Corporation as responsible for the drain.
(h) The Gas Company shall not deviate from the approved location for any part
of the gas system unless the prior approval of the Engineer/Road
Superintendent to do so is received.
(i) The Engineer/Read Superintendent's approval, where required throughout
this Paragraph, shall not be unreasonably withheld.
(j) The approval of the Engineer/Road Superintendent Is not a representation or
warranty as to the state of repair of the highway or the suitability of the
highway for the gas system.
6. As Built Drawings
The Gas Company shall, within six months of completing the Installation of any
part of the gas system, provide two copies of "as built" drawings to the
Engineer/Road Superintendent. These drawings must be sufficient to accurately
establish the location, depth (measurement between the top of the gas system and
the ground surface at the time of installation) and distance of the gas system. The
"as built" drawings shall be of the same quality as the Plan and, If the approved pre-
construction plan included elevations that were geodetically referenced, the "as
built" drawings shall similarly include elevations that are geodetically referenced.
Upon the request of the Engineer/Road Superintendent, the Gas Company shall
provide one copy of the drawings in an electmale format and one copy as a hard
copy drawing.
7. Emergencies
In the event of an emergency involving the gas system, the Gas Company shall
proceed with the work required to deal with the emergency, and in any instance
where prior approval of the Engincer/Road Superintendent is normally required for
the work, the Gas Company shall use its best efforts to immediately notify the
Engineer/Road Superintendent of the location and nature of the emergency and the
work being done and, if it deems appropriate, notify the police force, fire or other
emergency services having Jurisdiction. The On Company shall provide the
Engineer/Road Superintendent with at least one 24 hour emergency contact for the
Gas Company and shall ensure the contacts are current.
Page 6
8. Restoration
The Gas Company shall well and sufficiently restore, to the reasonable satisfaction
of the Engineer/Road Superintendent, all highways, municipal works or
improvements which it may excavate or interfere with in the course of laying,
constructing, repairing or removing its gas system, and shall make good any
settling or subsidence thereafter caused by such excavation or Interference. If the
Gas Company fails at any time to do any work required by this Paragraph within a
reasonable period of time, the Corporation may do or cause such work to be done
and the Gas Company shall, on demand, pay the Corporation's reasonably incurred
costs, as certifled by the EngineerlRoad Superintendent.
9. Indemnification
The Gas Company shall, at all times, indemnify and save harmless the Corporation
from and against all claims, including costs related thereto, for all damages or
injuries including death to any person or persons and for damage to any property,
arising out of the Gas Company operating, constructing, and maintaining its gas
system In the Municipality, or utilizing its gas system for the carriage of gas owned
by others. Provided that the Gas Company shall not be required to indemnify or
save harmless the Corporation from and against claims, including costs related
thereto, which it may Incur by reason of damages or injuries Including death to any
person or persons and for damage to any property, resulting from the negligence or
wrongful not of the Corporation, its servants, agents or employees.
10. Insurance
(a) The Gas Company shall maintain Comprehensive General Liability
Insurance in sufficient amount and description as shall protect the Gas
Company and the Corporation from claims for which the Gas Company Is
obliged to indemnify the Corporation under Paragraph 9. The insurance
policy shall identify the Corporation as an additional named insured, but
only with respect to the operation of the named insured (the Gas Company).
The insurance policy shall not lapse or be cancelled without sixty (60) days'
prior written notice to the Corporation by the Gas Company.
(b) The issuance of an insurance policy as provided In this Paragraph shall not
be construed as relieving the Gas Company of liability not covered by such
Insurance or in excess of the policy limits of such Insurance.
(c) Upon request by the Corporation, the Gas Company shall confirm that
premiums for such insurance have been paid and that such insurance is in
full force and effect.
Page 7
11. Alternative Easement
The Corporation agrees, In the event of the proposed sale or closing of any highway
or any part of a highway where there Is a gas line in existence, to give the Gas
Company reasonable notice of such proposed sale or closing mid, if It is feasible, to
provide the Gas Company with easements over that part of the highway proposed
to he sold or closed sufficient to allow the Gas Company to preserve any part ofthe
gas system in Its then existing location. in the event that such easements cannot be
provided, the Corporation and the On Company shall share the cost of relocating
or altering the gas system to facilitate continuity of gas service, as provided for in
Paragraph 12 of this Agreement.
12. Pipeline Relocation
(a) If In the course of constructing, reconstructing, changing, altering or
improving any highway or any municipal works, the Corporation deems that
it is necessary to take up, remove or change the location of any part of the
gas system, the Gas Company shall, upon notice to do so, remove and/or
relocate within a reasonable period of time such part of the gas system to a
location approved by the Engineer/Road Superintendent.
(b) Where any part of the gas system relocated in accordance with this
Paragraph is located on a bridge, viaduct or structure, the Gas Company
shall alter or relocate that part of the gas system at its sole expense.
(c) Where any part of the gas system relocated in accordance with this
Paragraph is located other than on a bridge, viaduct or structure, the costs of
relocation shall be shared between the Corporation and the Gas Company on
the basis of the total relocation costs, excluding the value of any upgrading
of the gas system, and deducting any contribution paid to the Gas Company
by others in respect to such relocation; mid for these purposes, the total
relocation costs shall be the aggregate of the following:
(I) the amount paid to Gas Company employees up to and including
field supervisors for the hours worked on the project plus the
current cost of fringe benefits for these employees,
(ii) the amount paid for rental equipment white in use on the project
and an amount, charged at the unit rate, for Gas Company
equipment while in use on the project,
(iii) the amount paid by the Gas Company to contractors for work
related to the project,
Page 8
(iv) the cost to the Gas Company for materials used in connection with
the project, and
(v) a reasonable amount for project engineering and project
administrative costs which shall be 22.5% of the aggregate of the
amounts determined in items (1), (H), (iii) and (iv) above.
(d) The total relocation costs as calculated above shall be paid 35% by the
Corporation and 65% by the Gas Company, except where the part of the gas
system required to be moved is located in an unassumed road or in an
unopened road allowance and the Corporation has not approved its location,
in which case the Gas Company shall pay 100% of the relocation costs.
Part IV - Procedural And Other Matters
13. Municipal By-laws of General Application
The Agreement is subject to the provisions of all regulating statutes and all
municipal by-laws of general application, except by-laws which have the effect of
amending this Agreement.
14. GivingNotlee
Notices may be delivered to, sent by facsimile or mailed by prepaid registered post
to the Gas Company at its head office or to the authorized officers of the
Corporation at its municipal offices, as the case may be.
15. Disposition of Gas System
(a) If tlw Gas Company decommissions part of its gas system affixed to a
bridge, viaduct or structure, the Gas Company shall, at its sole expense,
remove the pmt of its gas system affixed to the bridge, viaduct or structure.
(b) If the Gas Company decommissions any other part of its gas system, It shall
have the right, but is not required, to remove that part of its gas system. It
may exercise Its right to remove the decommissioned parts of its gas system
by giving notice of its Intention to do so by filing a Plan as required by
Paragraph 5 of this Agreement for approval by the Engineer/Road
Superintendent. If the Gas Company does not remove the part of the gas
system it has decommissioned and the Corporation requires the removal of
all or any part of the decommissioned gas system for the purpose of altering
or improving a highway or in order to facilitate the construction of utility or
other works in any highway, the Corporation may remove and dispose of so
much of tire decommissioned gas system as the Corporation may require for
such purposes and neither party shall have recourse against the other for any
Page 9
loss, cost, expense or damage occasioned thereby. If the Gas Company bas
not removed the part of the gas system it has decommissioned and the
Corporation requires the removal of all or any part of the decommissioned
gas system for the purpose of altering or Improving a highway or In order to
facilitate the construction of utility or other works In a highway, the On
Company may elect to relocate the decommissioned gas system and In that
event Paragraph 12 applies to the cost of relocation.
16. Use of Decommissioned Gas System
(a) The Gas Company shall provide promptly to the Corporation, to the extent
such information is known:
(1) the names and addresses of all third parties who use
decommissioned parts of the gas system for purposes other than the
transmission or distribution of gas; and
(it) the location of all proposed and existing decommissioned parts of
the gas system used forpurposes other than the transmission or
distribution of gas.
(b) The Gas Company may allow a third party to use a decommissioned pail of
the gas system for purposes other than the transmission or distribution of gas
and may charge a fee for that third party use, provided
(I) the third party has entered into a municipal access agreement with
the Corporation; and
(li) the Gas Company does not charge a fee for the third party s right of
access to the highways.
(c) Decommissioned parts of the gas system used for purposes other than the
transmission or distribution of gas we not subject to the provisions of this
Agreement. For decommissioned parts of the gas system used for purposes
other than the transmission and distribution of gas, issues such as relocation
costs will be governed by the relevant municipal access agreement.
17. Franchise Handbook
The Parties acknowledge that operating decisions sometimes require a greater level
of detail than that which is appropriately included in this Agreement. The Parties
agree to look for guidance on such matters to the Franchise Handbook prepared by
the Association of Municipalities of Ontario and the gas utility companies, as may
be amended from time to time.
Page 10
18. Other Conditions
Notwithstanding the cost sharing arrangements described in Paragraph 12, if any
part of the gas system altered or relocated in accordance with Paragraph 12 was
constructed or installed prior to January 1, 1981, the Gas Company shall alter or
relocate, at its sole expense, such part of the gas system at the point specified, to a
location satisfactory to the Engineer/Road Superintendent.
19. Agreement Binding Parties
This Agreement shall extend to, benefit and bird the parties thereto, their
successors and assigns, respectively.
IN WITNESS WHEREOF the parties have executed this Agreement effective from the
date written above.
THE CORPORATION OF THE
COUNTY OF ELGIN
Per:
Graham Warwick, Warden
Per:
Mark G. McDonald, Chief Administrative Officer
UNION GAS LIMITED
Per:
Rick Birmingham, Vice President
Per:
Curt Bernardi, Assistant Secretary
THE CORPORATION OF THE COUNTY OF ELGIN
BYLAW NUMBER
A BY-LAW TO AUTHORIZE A FRANCHISE AGREEMENT
BETWEEN THE CORPORATION OF THE COUNTY OF ELGIN
and UNION GAS LIMITED
WHEREAS the Council of the Corporation of the County of Elgin deems it expedient to
enter Into the attached franchise agreement (the "Franchise AgreemenQ with Union Gas
Limited;
AND WHEREAS the Ontario Energy Board by its Order Issued pursuant to The Municipal
Franchises Act on the day of , 20 has approved the terms and
conditions upon which and the period for which the franchise provided In the Franchise
Agreement is proposed to be granted, and has declared and directed that the assent of the
municipal electors in respect of this By-Law Is not necessary:
NOW THEREFORE the Council of the Corporation of the County of Elgin enacts as
follows:
1. THAT the Franchise Agreement between the Corporation of the County of Elgin and
Union Gas Limited attached hereto and forming pad of this by-law, is hereby authorized
and the franchise provided for therein is hereby granted.
2. THAT the Warden and Chief Administrative Officer be and they are hereby authorized and
Instructed on behalf of the Corporation of the County of Elgin to enter Into and execute
under Its corporate seal and deliver the Franchise Agreement, which Is hereby
Incorporated into and forming pad of this By-Law.
3. THAT the following by-law be and the same is hereby repeated
By-law #93-33 for the Corporation of the County of Elgin, passed in Council on the 2e
day of June, 1994.
4. THAT this by-law shall come Into force and take effect as of the final passing thereof.
Read a first time this day of , 200_.
Read a second time this day of , 200_
Read a third time and finally passed this day of , 200_.
THE CORPORATION OF THE
COUNTY OF ELGIN
Graham Warwick, Warden
Mark G. McDonald, Chief Administrative Officer
THE CORPORATION OF COUNTY OF ELGIN
RESOLUTION
RESOLVED THAT:
1. This Council approves the form of draft by-law and franchise agreement attached hereto
and authorizes the submission thereof to the Ontario Energy Board for approval pursuant
to the provisions of Section 9 of The Municipal Franchises Act.
2. This Council requests that the Ontario Energy Board make an Order declaring and
directing that the assent of the municipal electors to the attached draft by-law and
franchise agreement pertaining to the Corporation of the County of Elgin Is not necessary
pursuant to the provisions of Section 9(4) of the Municipal Franchises Act.
I HEREBY CERTIFY the foregoing to be a true copy of a Resolution passed by the
Council of the Corporation of the County of Elgin on the day of ,
200 .
Mark O. McDonald, Chief Administrative Officer
Eigln(~r mil y
Ro;/szSM1e PyM1§fua
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: January 29, 2009
SUBJECT: Jamestown Bridge
CORPORATE GOALS
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
INTRODUCTION
Jamestown Bridge has been closed to traffic since November 17, 2008. In Ontario a
structure must be inspected every two years. The 2008 inspection revealed that some
floor beams were deformed and as such the bridge was recommended to be closed by the
consultant employed by the County to inspect all structures. Shortly thereafter County
Council was informed of that staff decision through a report to Council. Staff was then to
prepare a report outlining the options for the bridge. This report will discuss the options
for the Jamestown Bridge.
DISCUSSION
In the fall of 2008, AECOM a consulting engineering firm, evaluated the structure and
recommended that the bridge be closed immediately and on the same day, November 17,
the bridge was closed to traffic.
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 1909, 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 height, which is posted, 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 tonnes, 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.
The road entering and exiting the bridge from the south has been closed to winter traffic
for many years due to the road alignment at the 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.
There are several options for the bridge: do nothing; remove structure with no
replacement; replace all beams, floor stringers and the wood deck; remove structure and
replace with a modular bridge and finally replace with a new structure in new location.
The first option: the do nothing approach will eventually lead to the removal of the
structure due to liability issues. The second option: removing the structure and with no
replacement, firstly requires the completion of an Environmental Assessment and then the
removal estimated cost $125,000 (completing the environmental assessment is $25,000
and removal of the structure is $100,000). The third option of replacing all the floor
beams, floor stringers and installing a new wood deck is estimated at $125,000. This
would enable an increase in the load limit to between 5 and 10 tonnes. The fourth option:
removing the structure and replacing with a modular bridge is estimated at $300,000 and
would permit highway traffic loadings on the single lane structure. And finally the fifth
option is to replace the bridge with a new structure in a new location, which is estimated
between $3,000,000 and $5,000,000.
As stated above Jamestown Bridge is a townline bridge that does not benefit the County
road system. The County structure is on a local road and serves a local purpose. As such
the priority of this infrastructure is not in the County of Elgin 5 year capital program.
Because the bridge serves a local purpose, and the cost to permanently remove the bridge
is the same as completing some repairs, an opportunity exists for Council to repair the
structure and then remove it from the County's jurisdiction and allow the local municipality
to control this asset. This way, the County funds the same amount ($125,000) as if it
were to permanently remove the structure and the municipality enjoys the local service
the bridge provides them. This option only makes sense if the local municipality values
the bridge as a local service and it would be prudent to consult them before the ownership
was changed.
Staff is recommending that in the 2009 Capital program monies be allocated to the
completion of an environmental assessment for the removal of the bridge with no
replacement. Staff is also recommending that Spriet Associates be retained to complete
the Environmental Assessment, due to their similar work on the Robbins Bridge. Spriet
Associates has estimated the work at $25,000.
CONCLUSION
Jamestown Bridge was closed to traffic in November 2008. The volume of traffic that used
the bridge was approximately 1% of the County's average AADT, the structure has weight,
height and width restrictions and the structure is on a local road. Lastly, money for capital
projects are less than one third of what is required to operate the County road system.
Therefore, due to the scarcity of capital monies for projects on the County road system
staff is recommending that the structure be removed and not replaced as the most cost
effective, long term solution. In order for this project to be completed, an Environmental
Assessment should be initiated for the bridge removal in 2009.
An option does exist to make repairs to the structure and remove the asset from the
County's jurisdiction and provide it to the local municipality. This solution would have the
same cost and end result for the County while the local municipality could continue to
provide a local service. This option should only be entertained if the local municipality
values the service this bridge provides to the local area and the municipality should be
consulted prior to the County making any jurisdictional changes.
RECOMMENDATION
That an Environmental Assessment be completed in 2009; and also,
That Jamestown Bridge be closed permanently to traffic, with its removal in 2010; and
also,
That Spriet Assocaites be retained to complete the Environmental Assessment at their
estimated price of $25,000 and be allocated from the 2009 Capital Budget.
Respectfully Submitted
Clayton D. Wafters
Director of Engineering Services
Approved for Submission
44 -
Mark G. McDona
Chief Administrative Officer
! Ellilt a t"iy
Fox ii
a~ bJ , REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak
Deputy Director of Engineering Services
DATE: January 20, 2009
SUBJECT: Elgin County Teranet Data and Aerial Photography Update
CORPORATE GOAL(S) REFERENCED:
1. To forge community partnerships
2. To provide innovative and collaborative quality service
3. To recognize and seize opportunities for improvement
INTRODUCTION:
The County of Elgin has entered into an agreement with the City of St. Thomas
to host Ontario Parcel data and aerial photography on their C-Map website.
This project is now complete and accessible by all municipalities of Elgin County.
Ontario Parcel data has also been distributed to all municipalities.
DISCUSSION:
As directed by Council, staff has entered into an agreement with the City of St.
Thomas to host Ontario Parcel data for all municipalities to use. The County of
Elgin has been able to obtain a licence for the data from Teranet and sub-licence
all municipalities at a much lower cost than each municipality licensing their own
data directly from Teranet. An aerial photograph mosaic has also been created
for recently obtained imagery and is also available on the website for
municipalities to use. The County of Elgin has assumed all costs to obtain this
data ($5,000 initial costs and $3,000 annually).
The information is now available on the City's internal C-Map web-site for our
municipalities to use. The link, username and password has been issued to our
municipal partners to access the site.
It should be noted that the Ontario Parcel data from Teranet is not 100%
accurate. This becomes apparent when the property lines are placed on the
aerial photography. Some areas are more accurate than others. For high level
planning purposes the data is sufficient, however, municipalities commonly
manipulate and update the data for their own use.
Municipalities who choose to modify the data should forward those corrections to
Teranet so that future updates that the municipality receives reflect those
changes.
No other value-added services are provided with the data hosting and the
information is simply posted for all to use. Any request for the City of St. Thomas
to manipulate the data is to be negotiated with the City of St. Thomas directly.
The Ontario Parcel data as provided to the County has been copied and
distributed to all of our municipal partners for them to use for their own business
purposes. The County will be distributing updates annually to the municipalities.
Although this current arrangement fulfils the County's needs at this time, the
County could host this data in the future and municipalities could access the
same data from the County's server rather than the St. Thomas web-site. As
planning, economic development and other County services evolve in the future,
the preference will be to control this data internally for increased functionality. It
would be prudent to make these decisions after a County planner was hired.
Aerial Photography
The County of Elgin has previously not participated in obtaining aerial
photography through the SWOOP program. However, now that the County will
be using this information in various County departments it is logical to participate
in future programs to obtain aerial photography imagery. SWOOP II is currently
initiated to obtain imagery in 2010 and the County should participate.
CONCLUSION:
Staff have obtained an aerial photographic mosaic, Ontario Parcel data from
Teranet and entered into an agreement with the City of St. Thomas to host this
information on their web-site.
This information is now available on the internal St. Thomas C-Map web-site and
the address link, user name and password have been forwarded to municipalities
to access the data.
Also, the Ontario Parcel Data the County has received has been copied and
distributed to all municipalities for their use.
As County services evolve in the future, it will be the preference for the County to
host this data on County servers for municipalities to access for increased
functionality.
RECOMMENDATION:
That the County of Elgin participate in future programs to obtain aerial
photographic imagery.
All of which is Respectfully Submitted, Approv u n
Peter Dutchak MarI~G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
*~6
Clayton Wafters
Director of Engineering Services
TinC<xuty REPORT TO COUNTY COUNCIL
Pro~resSL. Da y
FROM: Peter Dutchak
Deputy Director of Engineering Services
DATE: January 30, 2009
SUBJECT: Sparta Line Culvert Lining
CORPORATE GOADS) 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
A culvert across Sparta Line (County Road #27) in the Municipality of Central
Elgin is failing and requires work to be completed as soon as practical for the
protection of the roadway.
DISCUSSION:
Staff had noticed a road deformation above an existing 750mm culvert on Sparta
Line that serves as a private pond outlet. Upon further investigation, the culvert
appears to have failed at a coupler location and the bedding around the pipe is
being lost causing a depression in the roadway.
The most cost effective solution with the least amount of disruption to the
roadway and adjacent properties is to slip-line the existing culvert. Culvert lining
has become the County's preferred method of repairing and rehabilitating
culverts where possible.
The County has enjoyed a positive project history using Weholite pipe as the
culvert liner and uses it exclusively. This pipe is specifically designed for this
application and is a proprietary product.
A quotation has been received from Provincial Underground Services who
specialize in culvert linings and have worked for the County in the past.
Provincial has submitted a price of $25,600 plus GST to supply all materials
(including the Weholite pipe) and complete the project on Sparta Line. They
have proposed to complete the work in 2 days and while the pond outlet is "live"
with a small water flow. This would eliminate the need for the pond to be lowered
and would expedite the repair and have done this successfully in other projects.
The County's purchasing policy allows for Single Sourcing of goods and services
with the approval of Senior Management and Council. Therefore staff
recommends utilizing the specialized services of Provincial Underground
Services Ltd. and accept their quotation to be fair and reasonable based upon
previous experience.
A great percentage of County roads were constructed in the 1970s and prior.
Approximately 300km or more than 40% of Elgin County roads are at least 40
years old and nearing the end of the lifecycle for all steel pipe infrastructure.
Because of this fact and recent experience, staff anticipates more unplanned
repairs being completed on steel culverts in the future.
A capital project account will be created for 2009 to cover the costs for the Sparta
Line culvert repair project.
CONCLUSION:
An existing steel pipe culvert on Sparta Line is failing and threatening the
roadway. The roadway acts as a dam for an adjacent private pond and the
culvert is acts as the outlet structure. Work should be done as soon as practical.
A quotation has been received from Provincial Underground Services Ltd. to
complete the culvert lining for $25,600 plus GST and staff recommends hiring
this firm to complete the project due to their vast experience and proposed
methods.
RECOMMENDATION:
THAT the quotation from Provincial Underground Services in the amount of
$25,600 be accepted to complete the Sparta Line culvert repair; and also,
THAT the project be funded by the 2009 Capital Budget.
All of which is Respectfully Submitted,
Peter Dutchak
Deputy Director of Engineering Services
1W
Approved b n,
Mark
Chief Administrative Officer
Clayton Watters
Director of Engineering Services
Elgmtrnu7t' REPORT TO COUNTY COUNCIL
P)b~h5z~r^Gt Ni2af0
FROM: Tanya Tilton-Reid
Human Resources Coordinator
DATE: January 30, 2009
SUBJECT: Policy Review and Updates
CORPORATE GOAL(S) REFERENCED:
To be recognized as a desired employer
To recognize and seize opportunities for improvement
In a recent review of the Human Resources policy 9.30 -Attendance
Management System - it was recognized some updates are required.
DISCUSSION:
Following the review of the Attendance Management System policy 9.30 in the
Human Resources Policy Manual, it was determined that changes are required in
order to update the policy to reflect current business practices. The changes
have been bolded for your review in the attached document.
CONCLUSION:
The proposed changes will ensure the AMS policy is reflective of current
practices that assist in the maintenance of employee medical confidentiality while
facilitating the timely management of employee absences and return to work.
RECOMMENDATION:
THAT Management Team approve the submitted changes to policy 9.30 for
Council's review.
All of which is Respectfully Submitted Appjoved for Submission
?22' ZiZ.
Tanya Tilton-Reid Mar
Human Resources Coordinator Chief
4~01111, Harley nderhill
Directo of Human Resources
County of Elgin
Human Resources Policy Manual
Code - A
Page 1 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: X14/92
To manage attendance within the Corporation in a fair and consistent manner with the following
objectives:
a) To help employees achieve optimum attendance at work by making every reasonable effort to
provide accommodation, assistance and rehabilitation.
b) To respond to the facts of individual cases in passing through all the steps of the program. This
program is not intended to be applied in a mechanical fashion which endeavours to have "one size
fits all", but to rely on objective evidence relating to the attendance.
c) To provide guidance to management staff who are responsible for dealing with attendance issues.
d) To enable the employer to conduct its operations in a safe, efficient and orderly manner.
e) To maximize service delivery to the public.
f) To be in compliance with the Employment Standards Act (speGifically genGy leave seGtion)
■ Emergency leave days are not included in the attendance management system
■ The quantum that falls within the emergency leave Employment Standards Act, can be considered
both in the manageable and approved categories.
■ Family Medical leave days are not included in the attendance management system. As per
the Employment Standards Act this leave may be taken to provide care or support to family
members (defined by ESA) who have a serious medical condition with a significant risk of
dying within a period of 26 weeks. The leave is unpaid, job-protected time off work for up
to 8 weeks within a 26-week period.
AMS deals primarily with attendance issues, which are generally defined as non-blameworthy and
innocent. Blameworthy attendance issues are generally defined as willful acts resulting in violation of
rules, regulations, policies, procedures or standards and could result in disciplinary procedures.
County of Elgin
Human Resources Policy Manual
Code - A
Page 2 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14182
In order to ensure consistent management of attendance issues and application of an Attendance
Management System, the following definitions have been developed:
DEFINITIONS:
Emergency Leave Qualifiers:
• Qualifying needs
• Employee's needs:
■ Illness
• Injury
■ Medical emergency
■ Broader family member's needs:
• Death
■ Illness
■ Injury
• Medical emergency
■ An urgent matter (undefined)
Medical Time Loss Review
The Medical Time Loss Review is an assessment performed by the Human Res FGes Depart, en
when an employee states that a medical condition is the reason for inadequate attendance.
Return to Work Medical Clearance
The Return to Work Medical Clearance is an assessment to determine the employee's ability to
perform the duties of his/her regular job in a safe and predictable manner.
MANAGEABLE ABSENCES:
It is generally accepted that absences are to some extent controllable. These absences are defined as
manageable and include any absence from scheduled work for such things as:
1. Absent Without Permission
An absence where the employee fails to report an absence to his/her supervisor according to
established procedures. These absences may be subject to disciplinary action.
2. Leave of Absence
An approved unpaid leave of absence other than what is listed under approved absences, will be
subject to the Attendance Management procedures.
County of Elgin
Human Resources Policy Manual
Code - A
Page 3 of 18
3. Short Term Disability
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14102
An absence where the employee notifies the employer that he/she is unable to work due to illness,
non-occupational injury or doctor's appointments. These absences are subject to the Attendance
Management procedures.
4. Long Term Disability
An absence resulting from illness/non-occupational injury as determined by a third party claims
management company a qualified mediGal practitionef, which prevents an employee from
attending his/her regular work and which extends for a period of more than fifteen (15) to seventeen
(17) weeks. These absences are subject to the Attendance Management procedures.
APPROVED ABSENCES:
There are some absences to which the employee is entitled to by law or under terms of the collective
agreement and can be regarded as non-preventable.
These absences are defined as approved and include any absence for such things as:
1. Absent with Permission
An approved paid absence in accordance with the provisions of the collective agreement or County
policy.
2. Compassionate Leave
An approved absence due to the death of a family member, in accordance with provisions of the collective
agreement or County Policy.
3. Doctor's Appointment
An absence where the employee requests leave to attend up to two physician or dental appointments,
each no greater than one-half day in length or in accordance with provisions of the collective
agreement or County policy.
At the discretion of the Supervisor, a sick day or a part thereof may be used to attend an appointment with
a specialist, as these are difficult to schedule.
4. Leave of Absence
An approved unpaid leave of absence of one day to a maximum of five incidents per year.
County of Elgin
Human Resources Policy Manual
Code - A
Page 4 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14/02
5. Legal Strikes
An absence resulting from unresolved formal contract negotiations.
6. Maternity Leave
An approved absence for maternity leave in accordance with the Employment Standards Act and
based on the appropriate medical authorization.
7. Modified Work/Rehabilitation
An approved absence for participation in a temporary modified work or rehabilitation program in
accordance with established gradual return to work procedures.
8. Parental Leave
An approved absence available to adoptive and/or natural fathers and/or mothers in accordance with the
Employment Standards Act.
9. Suspension
An absence where an employee is instructed to be absent from scheduled working hours as a result of
disciplinary action.
10. Temporary Lay-Off
An absence resulting from the temporary unavailability of work.
11. Union Business
An absence approved by the Corporation to engage in union related activities.
12. Vacations/Holidays
An approved absence where an employee does not report to work due to vacation or holidays in keeping
with collective agreements and corporate policies. This includes, lieu statutory days, lieu overtime days,
holidays (non-paid).
13. Witness/Jury Duty
An approved absence to perform witness or jury duty activities, in accordance with the provisions of the
collective agreement or County policy.
14. Workplace Safety and Insurance Board Benefits
An absence resulting from a work related injury or illness. These absences are not subject to the
Attendance Management procedures.
County of Elgin
Human Resources Policy Manual
Code - A
Page 5 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14102
Special Circumstances
• The employee is responsible for contacting the Director of Human Resources/Department Head to
discuss the special circumstances. Examples:
Employee sent home due to illness
Employee was ill with a life threatening illness
EMPLOYEE RESPONSIBILITIES:
1) Maintain an acceptable level of attendance
REPORTING AN ABSENCE:
Employees who are absent from work shall:
1) Report all absences to the immediate supervisor, or equivalent designate, in the manner and
time prescribed in the Attendance Management System and/or Collective Agreements and/or
Short and Long Term Disability Plans and/or County Policies, and/or departmental procedures.
2) Make every effort to contact the immediate supervisor, or equivalent designate, prior to the start
of the shift.
3) It is the employee's responsibility to provide his/her immediate supervisor with the following
information:
- reason for absence [ according to defined absence types ]
- expected date of return
4) Employees who fail to report an absence shall be recorded as absent without leave.
Additional procedures are included to focus on assisting employees to achieve the best health and
attendance and to maintain operational efficiency:
1) Employees absent or expecting to be absent in excess of 15 working days are requested to
contact the Manager/Supervisor who will contact the Human Resources Department / Health
and Safety Human Resources Coordinator in order to determine the possibility of work
accommodation. Consultation and coordination with the third party claims management
company regarding this assessment will take place. The immediate supervisor will be
informed of all developments with his/her employee.
2) Employees will be required to maintain contact and provide functional ability related
documentation with the third party claims management company and/or the
Manager/Supervisor as well as the Human Resources Coordinator regarding return to
work possibilities. may be-requested to n-entan-t the Supeptiser every two weeks to
County of Elgin
Human Resources Policy Manual
Code - A
Page 6 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: "",..a; 14102
MANAGEMENT RESPONSIBILITIES:
1) Be accountable for the attendance level within the groups they supervise.
2) Know and follow the procedures outlined in the attendance management system.
3) Ensure the consistent application of the attendance management system procedures within the
groups they supervise.
SUPERVISORS RESPONSIBILITIES:
Supervisors shall:
1) Receive calls from absent employees to:
- determine the anticipated length of absence and/or return date
- determine status of outstanding work, assignments, etc. to assess
disposition
- express concern regarding employee's health
2) status, rmnqurp am ahstprices for all employees, regardless of report and forwarded to Human ReseurGes Department immediately afteF the payroll
cutoff date
3) Ensure that all employees are aware of the designate to be reported to when absent. In
identifying a designate, supervisors should select an equivalent or higher level of management
4) Monitor and document all contacts from employees and note any revisions of expected date of
return to work
5) Notify the Health and Safety Human Resources Coordinator of absences expected to be, or in
excess of, 3 445-working days and changes in return to work dates resulting from regular contact
with absent employees
County of Elgin
Human Resources Policy Manual
Code - A
Page 7 of 18
DIRECTOR OF HUMAN RESOURCES RESPONSIBILITIES:
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14/92
1) Regularly review the corporate and departmental levels of attendance
2) Ensure that department heads are consistently managing the level of attendance within their
departments in accordance with the attendance management system procedures
HUMAN RESOURCES DEPARTMENT RESPONSIBILITIES:
1) Provide overall administration of the attendance management system, including providing timely
attendance reports to Director of Human Resources and department management, and
regularly inform management of the effectiveness of the attendance management system
2) Support departmental management in the AMS process.
3) The Health and Safety Human Resources Coordinator will liaise with the employee, the third
party claims management group, the Supervisor, the en•.dmeal Practitione the Workplace
Safety and Insurance Board the Benefit Carriers and any other persons necessary to assist with
the administration of the Absentee Management System.
4) Monitor the overall health and welfare of all employees. While the emphasis is on preventive
medicine, the Human Resources Department (Health and Safety Human Resources
Coordinator) may be asked request the third party claims management company to arrange
a consultation with a medical practitioner to assess an employee regarding his/her ability to
perform job duties in a safe and predictable manner and provide assistance to employees
through the AMS.
WORKPLACE SAFETY AND INSURANCE BOARD BENEFITS:
All incidents/accidents which occur during the course of duty, no matter how minor, must be reported
immediately to the supervisor or designate and appropriate incident/accident forms completed and
forwarded immediately to the Health and Safety Human Resources Coordinator. The °T•=~upeMse
County of Elgin
Human Resources Policy Manual
Code - A
Page 8 of 18
RETURN TO WORK CLEARANCES:
Employee Responsibility
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14102
• Report to Health and Safety third party claims management company and/or the Human
Resources Coordinator before returning from any absence exceeding time limits outlined in the
Collective Agreements or County Policy
• Report to Health and Safety Human Resources Coordinator before returning from any
absence with limitations or restrictions
• Provide medical documentation regarding limitations or restrictions regarding the ability to
perform regular duties in a safe and predictable manner
• Report to Health and Safety Human Resources Coordinator before returning from any WSIB
absence
Supervisor Responsibility
• For all absences of 5 working days or less due to Short Term Disability,
refer employee to Health and Safety Human Resources Coordinator when employee
indicates that there are restrictions or limitations or when there are just concerns regarding the
employee's ability to perform duties in a safe and predictable manner
• Ensure all employees returning from WSIB benefits have been cleared to return by the Health
and Safety Human Resources Coordinator
Health and Safety Human Resources Coordinator
• For all absences due to Workplace Safety and Insurance Board benefits, notify WSIB of employee's
return
• Review all absences exceeding 5 3 working days due to STD or LTD
• Review all absences of 5 3 working days or less where employee was referred by supervisor.
ATTENDANCE INTERVIEW PROCEDURES:
Interviews will not be required at Level 1 or 2, unless requested by the employee. A notice will be sent
from the Human Resources Department to the emplo ee and tsupervisor, to inform them of the
attendance. The Supervisor will provide a letter to the employee to inform him/her of the
attendance concern.
Interviews are not to be viewed as disciplinary proceedings. The intent and purpose, is to provide
information and assistance to the employee regarding his/her attendance and responsibility to maintain
an acceptable level and to clearly indicate that not meeting attendance expectations may result in
non-disciplinary discharge.
County of Elgin
Human Resources Policy Manual
Code - A
Page 9 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14182
..ye
At Level 1 and 2, a notice will be sent from the Human Resources Department to the ...,,pi~,ti.. a..n.-
the supervisor, to inform them of the attendance. The Supervisor will provide a letter to the
employee to inform him/her of the attendance concern. No meeting is required unless the
employee requests it.
No notice will be sent when an employee's rate of manageable attendance is at or below 4 incidents or
10 days or less in any 12 month period.
When an employee's rate of manageable attendance exceeds 4 incidents or 10 days in any 12 month
period after Levels 1 and 2, the supervisor will notify the employee in writing that he/she should
arrange an interview with the supervisor. This interview will be documented. If the employee has not
contacted the supervisor within two weeks of the date of the first notice, the supervisor will send a
follow-up letter.
Should the employee's rate of manageable attendance exceed 4 incidents or 10 days at any time
within a 12 month period following the interview, the employee shall proceed to the next level.
Should the employee's rate of manageable attendance exceed 4 incidents or 10 days between 12 and
24 months following an interview at any level of the AMS, the same level interview will be repeated.
Should the employee's rate of manageable attendance exceed 4 incidents or 10 days after 24 months
following an interview at any level of the AMS, the employee will re-enter the procedure at Level 1.
At all stages of the AMS follow-up interviews, when an employee demonstrates improvement in
meeting attendance expectations, the supervisor will:
a) Commend the employee on his/her improvement.
b) Emphasize the importance of meeting and maintaining attendance expectations.
Except for level 1 and 2, all supervisors are required to document all actions taken through the various
stages of AMS and forward them to the Human Resources Department for input onto the data system.
Following the return to work date after the absence that triggered the notice/interview the employee will
begin a new 12 month period for the purpose of Attendance Management monitoring procedures.
County of Elgin
Human Resources Policy Manual
Code - A
Pagel 0 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14102
ATTENDANCE INTERVIEW GUIDELINES:
1. Stress that, after Levels 1 and 2, the interview results from him/her being identified as having a
rate of manageable attendance that exceeds 4 incidents or 10 days. Subsequent interviews
result whenever the employee's rate of manageable attendance exceeds 4 incidents or 10 days
in any 12 month period.
2. Indicate to the employee that there is concern for the employee's health status and the
Corporation wants to assist him/her in fulfilling Corporate objectives by meeting attendance
requirements. Outline the problem by:
a) Showing the employee a copy of his/her attendance for the past 12 month period.
b) Stating the Corporation's need and desire for every employee to be at work on each
working day.
3. Identify how the employee's absences affect his/her Department:
a) Morale of fellow employees
b) Effectiveness and productivity of the work group
c) Quality of service to the public
4. Stress the need for improvement. Make the employee aware that an improvement in his/her
attendance is expected.
5. Outline to the employee his/her options:
a) Correct the problem on his/her own
b) Ask for help
c) Do nothing and deal with the potential consequences
6. Offer assistance options to the employee:
a) Employee Assistance Program. Any employee who seeks assistance will be provided
information about the County's Employee Assistance.
b) Medical assistance through the Human Resources Department and/or the third party claim
management provider.
County of Elgin
Human Resources Policy Manual
Code - A
Pagel 1 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May
7. Inform the employee that his/her attendance will be monitored.
8. Advise the employee of the consequences if there is no improvement.
9. Have the employee restate what you have explained to ensure that he/she understands.
10. Ask the employee for his/her comments.
11. Document the Meeting - forward copy to the Director of Human Resources.
EMPLOYEE REPRESENTATION:
As previously stated, interviews at the early levels are not intended to be disciplinary but rather a
communication between the employee and management regarding attendance information and
expectations, assistance available and potential outcomes. Should a unionized employee wish to have
representation present at the interview, he/she may request it at any and all levels. In the latter
interviews, where attendance improvement has not been demonstrated by the employee, a union
representative's attendance shall be invited by the supervisor/manager.
LEVELS
Level 1 (Initial Concern Notice)
An initial concern occurs when an employee's rate of manageable attendance exceeds 4 incidents or
10 days within a 12 month period. A notice will be sent from the Human Resources Department to the
employee and the supervisor, to inform them of the attendance. No meeting in is required unless the
employee requests it. This notice is designed to inform the employee of the attendance.
If the employee indicates that there is a medical condition for the attendance, the employee will be
referred to the Human Resources Department for a "Medical Time Loss Review".
A follow-up meeting will be held, no later than 3 months after the referral to the Human Resources
Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree
on a plan of action to achieve the acceptable attendance level.
County of Elgin
Human Resources Policy Manual
Code - A
Page 12 of 18
Level 2 a (Further Concern Notice)
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1187
Date Last Revision: May 14{02
A Level 2 a notice will be sent from the Human ResourGes Department Supervisor to the employee
and the supeplise to inform them of the attendance. No meeting is required unless the employee
requests it. This notice shall be sent if the employee's rate of manageable attendance exceeds 4
incidents or 10 days at any time within a 12 month period since the initial Level 1 notice or since
medical intervention and establishment of an action plan.
This notice is again designed to inform the employee of the continuing attendance concern.
If the employee indicates that the attendance is due to a medical condition, the employee will be
referred to the Human Resources Department for a "Medical Time Loss Review".
A follow-up meeting will be held with the employee, no later than 3 months after the referral to Human
Resources to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to
achieve the acceptable attendance level.
Level 2 b (Follow Up Meeting)
A Level 2 b meeting shall be conducted three months after the Level 2 a notice ONLY if the employee's
rate of manageable attendance has not exceeded 4 incidents or 10 days since the Level 2 a notice.
The employee will be commended for his/her progress and reminded that satisfactory attendance at
work is required. The employee will also be advised that if his/her manageable absences exceed 4
incidents or 10 days within 12 months of the Level 2 a notice, then a Level 3 a meeting will be held.
The Level 2 b meeting shall be conducted by the employee's supervisor, documented in a letter to the
employee and recorded in the employee's file in the Human Resources Department.
Level 3a (Advance Concern Meeting)
A Level 3 a meeting shall be conducted if the employee's rate of manageable attendance exceeds 4
incidents or 10 days at any time within a 12 month period since the initial Level 2 a meeting or since
medical intervention and an action plan have been established.
The employee will be advised of the attendance, management's expectations regarding satisfactory
attendance at work, offered assistance and advised of the possible outcome if there is no
improvement.
County of Elgin
Human Resources Policy Manual
Code - A
Page 13 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May
The employee should be asked if there is a medical condition causing the attendance. If the employee
indicates that the attendance is due to a medical condition, the employee will be referred to the Human
Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held, no later
than 3 months after the referral to Human Resources, with the employee to review the outcome of the
"Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level.
The Level 3 a meeting shall be conducted by the employee's Supervisor and Human Resources. All
meetings occurring in this stage shall be documented in a letter to the employee and recorded in the
employee's file in the Human Resources Department.
Level 3 b (Follow Up Meeting)
A Level 3 b meeting shall be conducted three months after the Level 3 a meeting ONLY if the
employee's rate of manageable attendance has not exceeded 4 incidents or 10 days since the Level 3
a meeting.
The employee will be commended for his/her progress and reminded that satisfactory attendance at
work is required. The employee will also be advised that if his/her manageable absences exceed 4
incidents or 10 days within 12 months of the Level 3 a meeting, then a Level 4 meeting will be held.
The Level 3 b meeting shall be conducted by the employee's supervisor, documented in a letter to the
employee and recorded in the employee's file in the Human Resources Department.
Level 4 (Final Warning)
A Level 4 meeting shall be conducted if the employee's rate of manageable attendance exceeds 4
incidents or 10 days at any time within a 12 month period since the initial Level 3 a meeting or since
medical intervention and establishment of an action plan.
The employee will be advised of the attendance, management's expectations regarding satisfactory
attendance at work, and the possible outcome if there is no improvement.
The purpose of this meeting is to:
a) Present the employee with his/her attendance record to date and to remind him/her of previous
notices and/or discussions regarding the necessity of satisfactory attendance
County of Elgin
Human Resources Policy Manual
Code - A
Page 14 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14102
b) Explain to the employee the seriousness of the situation and stress that improvement must be
shown quickly and dramatically in order to ensure continued employment
c) Offer assistance if appropriate
d) Advise the employee that termination of his/her employment will occur if improvement is not
forthcoming
If the employee indicates that the attendance is due to a medical condition, the employee will be
referred to the Human Resources Department for a "Medical Time Loss Review".
A follow-up meeting will be held, no later than 3 months after the referral to the Human Resources
Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree
on a plan of action to achieve the acceptable attendance level.
The Level 4 meeting shall be conducted by the Director of Human Resources, Department Head and
Supervisor. A union representative shall also be invited to attend. This meeting will be documented in
a letter to the employee and will be recorded in the employee's file in the Human Resources
Department.
Level 5 (Terminatien a °^'^I^ymen«) (Frustration of Contract)
A Level 5 meeting shall be conducted if the employee's rate of manageable attendance exceeds 4
incidents or 10 days at any time within a 12 month period since the initial Level 4 meeting or since
medical intervention and an action plan have been established.
The purpose of this meeting is to:
a) Present the employee with his/her attendance record to date
b) Advise the employee that he/she has not demonstrated the required improvement outlined in Level
4, resulting in frustration of his/her employment contract termination.
The Level 5 meeting shall be conducted by the Director of Human Resources, Department Head and
the Supervisor. A union representative shall also be invited to attend. This action will be documented in
a letter presented to the employee and will be recorded in the employee's file in the Human Resources
Department.
County of Elgin
Human Resources Policy Manual
Code - A
Page 15 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: n". 41022
Prior to the Level 5 meeting being held, the Director of Human Resources will review all cases to
ensure that:
a) Every reasonable effort has been made to accommodate the employee within the workplace;
b) The employer has fulfilled its obligations under the Workplace Safety and Insurance Act and the
Ontario Human Rights Code;
c) The employee's attendance record illustrates an inability to meet attendance expectations.
In exceptional circumstances, where the Director of Human Resources is satisfied, based on available
medical information, that there is a likelihood the employee will be capable of satisfactory attendance in
the foreseeable future, a decision to terminate may be deferred for a period not exceeding twelve
months.
Where a decision has been made to defer termination as outlined above, should the employee's rate of
manageable attendance exceed 4 incidents or 10 days at any time within a 12 month period following
the Level 5 meeting, the employment contract will be reviewed t employee will be terminated.
Should the employee's rate of manageable attendance exceed 4 incidents or 10 days between 12 and
24 months following a Level 5 meeting, a Level 4 meeting will be held.
ATTENDANCE MANAGEMENT SYSTEM REPORTS:
In order to assist management to identify and manage the attendance performance of their employees
in a fair and consistent manner according to the procedures outlined, system reports will be generated
and distributed to supervisors on a regular basis monthly.
Overall administration and statistical monitoring of attendance is the responsibility of the Human
Resources Department. It shall be responsible for producing employee and summary attendance
reports.
County of Elgin
Human Resources Policy Manual
Code - A
Page 16 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14102
Employee Attendance Reports
At monthly intervals, the system will automatically generate reports identifying employees whose
manageable absences exceed 4 incidents or 10 days in the previous 12 months, based on a 12 month
moving calendar or since the date of return to work following the incident that triggered the interview.
The reports shall be distributed to departments every month. The report will include detailed data
indicating the manageable absence types by frequency and severity for each employee identified.
Summary Reports
At the end of each Galendar quarter and annually, the system will preduGe summary report b
se .+i..nidiyisi nidepar... ent indicating: As requested by the Supervisor/Manager the Human
Resources Department will produce summary report data indicating:
• Number of employees
• Number of available work days
• Total manageable absences (severity and frequency) by absence type
• Average days lost and average incidents per employee by manageable and approved
absences
• Total manageable absences as a percentage of the total available work days.
HUMAN RESOURCES DEPARTMENT:
Purpose of Human Resources Department
The primary purpose of the Human Resources Department in the Attendance Management System is
to assist in ensuring that employees are receiving optimum medical care and to provide professional
opinions and guidelines on health related issues to Employees, Supervisors and Personnel. Complete
confidentiality of medical information as per medical ethics, will be maintained in all cases.
County of Elgin
Human Resources Policy Manual
Code - A
Page 17 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May
Role of the Human Resources Department for Absences in Excess of 3 40-Working Days
For absences in excess of 3 4-8 working days, the Human Resources Department role is as follows:
a) Determine e Confirm through the third party claims management company the anticipated
length of the employee's absence;
b) Assist in ensuring the employee is receiving optimum medical care as reviewed through the
third party claims management company;
c) Arrange through the third party claims management company a medical assessment of the
employee's capability of performing any part of his/her regular job in a temporary modified work
environment;
d) Develop a follow-up action plan to communicate with the employee.
Role of the Human Resources Department in the "Return to Work" Medical Clearance
If the employee is required to obtain "Return to Work" medical clearance, the employee must report to
the Human Resources Department. The role of the Human Resources Department is to assist the
employee to return to work in a safe and efficient manner by obtain dinal assessment t
a) Determine ine Determining the employee's hec!t! status functional abilities as they relate to
his/her position;
b) Erasure Ensuring that the employee is fit to return to regular duties;
c) Assist Assisting in determining any follow-up care that maybe appropriate;
d) Assess Assessing the employee's capability of performing any part of his/her regular job in a
temporary modified work environment.
Role of the Human Resources Department in a "Medical Time Loss Review"
At Level 4 of the AMS or at any previous time a medical condition for the attendance problem is
declared, the employee may be requested to attend a "Medical Time Loss Review" assessment at the
as arranged the third party claims management provider Human RnctnurGes Depa:'tmen*-• The
purpose of the Medical Time Loss Review is to assess the employee's ability to attend and perform
his/her regular duties in a safe and predictable manner.
County of Elgin
Human Resources Policy Manual
Code - A
Page 18 of 18
Section: 9
Subject: Attendance Management
System
Policy Number: 9.30
Date Approved: Oct. 1/87
Date Last Revision: May 14102
Information Provided by the Human Resources Department
When an employee has been suitably assessed as determined by the third party claims
management provider a mediGal praetiiione whether triggered by the "Return to Work Medical
Clearance" or the "Medical Time Loss Review", supervisors can expect answers to the following:
a) Is there a medical condition causing the attendance problem? (diagnosis information will not
be provided)
b) Is the medical condition permanent or temporary?
c) Are there any limitations or restrictions that are temporary or permanent?
d) What is the anticipated date for return to full regular duties?
e) Has everything been done to facilitate the employee's performance of his/her regular duties?
f) Is the employee presently able to perform his/her full regular duties in a safe and predictable
manner without undue risk to the health and safety of him/herself or others?
g) What is the impact of this condition on the employee's ability/likelihood to attend work in a
predictable manner in the future?
Note: Complete confidentiality of medical information as per medical ethics, will be maintained
in all cases.
EIEmatuii REPORT TO COUNTY COUNCIL
P%;restim tr~lNfse
FROM: Dorothy Schaap
Payroll & Benefits Coordinator
DATE: February 17, 2009
SUBJECT: Annual Benefit Renewal 2009
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To be recognized as a desired employer
3. To forge community partnerships
4. To provide innovative and collaborative quality service
5. To recognize and seize opportunities for improvement
The annual renewal report for the County of Elgin and member municipalities
from Mosey and Mosey, Benefits Consultants was received on January 29, 2009.
The report summarizes their analysis of the group benefits renewal action
required by Manulife, effective March 1, 2009.
DISCUSSION:
Please refer to the attached Executive Summary prepared and presented by
consultant Abbi O'Neill from the firm of Mosey and Mosey.
Points of Emphasis:
1. Mosey & Mosey has a preferred arrangement with Manulife Financial due to
their large block of business. As a result of this partnership, insured rates
remain competitive and the clients' overall costs are reduced.
For rating purposes, the County of Elgin and member municipalities
consortium plan have been regarded as one large group in order to attain the
best rates, allowing participating lower-tier members the benefit of increased
purchasing power that is available through pooled insurance. Membership
currently includes Central Elgin, Bayham, Malahide, Dutton/Dunwich, Aylmer
and Southwold.
3. The Extended Health Care benefit has a pooling arrangement currently in
place designed as added insurance to cover against the possibility of
catastrophic claims in excess of $15,000 per year per person for drug claims.
Manulife normally charges 3.3% of premium for this pooling and once again,
due to the large block of business Mosey has with Manulife, a fee of 1.7% of
premium is reflected in the extended health care renewal rating analysis.
This year there is a pooling credit of $56,274 due to claims exceeding the
$15,000 limit.
4. The Dental Care benefits are underwritten on a fully experience-rated. Rates
are established based on the financial results generated by the paid premium
and paid claims experience.
RENEWAL OVERVIEW
The table below summarizes the 4-year history of renewal rate action, by benefit
line:
Benefit
2006
2007
2008
2009
Renewal
Renewal
Renewal
Renewal
Life
+7%
-4.2%
-2.4%
12.6%
AD&D
No change
No change
No change
No change
LTD
+13.0%
-5.4%
-5.9%
No change
WI
No change
Not
Not
Not
applicable
applicable
applicable
EHC
-5.6%
6.2%
11.2%
3.8%
Dental
-12.3%+
2.1%
24.1%
3.0%
ODA fee
ODA fee
ODA fee
guide
guide
guide
increase
increase
increase
Overall
-2.0%
1.7%
8.4%
3.5%
The annual increase of 3.5% for the County of Elgin's plan in dollars is $34,284
annually compared to Manulife's proposed renewal of 9.8% or $96,420. Mosey's
excellent negotiating skills with Manulife resulted in annual savings of $62,136.
CONCLUSION:
Staff are pleased with the outcome of the renewal and recommend acceptance of
the negotiated renewal rate adjustments with Manulife Financial effective
March 1, 2009.
A copy of the report, in its entirety, is available at the County Administration
Services Office on the third floor.
RECOMMENDATION:
THAT County Council approve the negotiated renewal rate adjustments with
Manulife Financial for the County of Elgin and the Elgin Member Municipalities,
effective March 1, 2009.
Submitted
Approved for
Chief Adminis ra ive Officer
Dorothy Schaap
Payroll & Benefits Coordinator
Group Benefits Program
2009 Renewal
EXECUTIVE SUMMARY
We are pleased to present at this time the renewal report for the County of Elgin
employee group benefits program underwritten by Manulife Financial and RBC
Insurance. The County of Elgin has been combined with other member
municipalities in order to provide benefits at the most competitive rates.
Manulife Financial underwrites the Employee Group Life, Long Term Disability
(LTD), Health and Dental benefits. RBC Insurance underwrites the Accidental
Death and Dismemberment (AD&D) benefit only. RBC Insurance is a specialty
carrier and as such offers a more comprehensive AD&D benefit package at
competitive rates. All benefits are underwritten on a non-refund accounting
basis. Liability for these benefits rests fully with the insurer. Your liability is limited
to the premium paid on a monthly basis.
The purpose of this report is to provide information with respect to our audit and
the new rates which will take effect on March 1st 2009. Outlined in the table
below are the current, proposed and negotiated monthly premium and
corresponding renewal rate adjustments for the County of Elgin and member
municipality consortium plan. Section 2 of this report discusses our evaluation of
your carrier's proposed renewal rate adjustments.
County of Elgin and Member Municipalities
Proposed Renewal
Negotiated Renewal
Current
Monthly
Rate
Monthly
Rate
Benefit
Renewal
Premium
Adjustment
Premium
Adjustment
Group Life
$11,229
$14,894
32.5%
$12,648
12.6%
AD&D
$676
$676
0.0%
$676
0.0%
Long term disability
$27,521
$33,412
21.4%
$27,521
0.0%
Total Pooled:
$39,427
$48,982
24.2%
$40,846
3.6%
Extended Health Care
75,173
78,029
3.8%
78,029
3.8%
Travel
1,224
1,224
0.0%
1,224
0.0%
Dental Care
30,585
32,848
7.4%
31,502
3.0%
Total Experience Rated:
106,981
112,101
4.8%
110,756
3.5%
Total Overall:
$146,408
$161,083
$151,601
8% PST
$11,713
$12,887
$12,128
Overall Premium
$158,121
$173,969
10.0%
$163,729
3.5%
$ Adjustment Over Current
$ 15,849
$ 5,609
Section 6 of this report shows the overall cost and rate summary comparison
which illustrates your pre-renewal, proposed renewal and negotiated renewal
costs by benefit for the County of Elgin.
Proposed and negotiated monthly premium amounts for the County of Elgin
only are illustrated below. Please note the overall adjustment for your group
varies slightly in respect to the overall adjustment indicated above due to the
different volumes applicable to each participating division. Please also note
that each member of the County of Elgin and participating municipality
consortium program all receive the same renewal rate adjustments by line of
benefit.
County of Elgin
Benefit
Group Life
AD&D
Long term disability
Total Pooled:
Extended Health Care
Travel
Dental Care
Total Experience Rated:
Total Overall:
8% PST
Overall Premium
$ Adjustment Over Current
Proposed Renewal
Negotiated Renewal
Current
Monthly
Rate
Monthly
Rate
Renewal
Premium
Adjustment
Premium
Adjustment
$5,340
$7,083
32.5%
$6,012
12.6%
$231
$231
0.0%
$231
0.0%
$13,915
$16,893
21.4%
$13,915
0.0%
$19,487
$24,207
24.2%
$20,158
3.4%
38,576
40,042
3.8%
40,042
3.8%
612
612
0.0%
612
0.0%
16,936
18,189
7.4%
17,444
3.0%
56,123
58,843
4.8%
58,098
3.5%
$75,610
$83,050
$78,256
$6,049
$6,644
$6,260
$81,659
$89,694
9.8%
$84,516
3.5%
$ 8,035
$ 2,857
Glt;mt_oWily REPORT TO COUNTY COUNCIL
Pm,%mssn: q N3fum
FROM: Pat Vandevenne
Director of Senior Services-BV & EM
Rhonda Roberts
Director of Senior Services-TL
Sonia Beavers
Purchasing Coordinator
DATE: February 4, 2009
SUBJECT: Contract Hair Salon Service - Change in By-law
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
On January 13, 2009 Council was informed that staff would be issuing a
Proposal to contract Hair Salon Services for the County Homes.
DISCUSSION:
A Proposal was issued for Hair Care Services for all three Homes. There were
interested parties however, no formal responses were received. The Purchasing
Coordinator requested feedback from the interested parties, all of whom have
identified the primary deterrent to be the below market rate charged by the
County for the services provided.
As a result, staff have compared pricing between 6 Homes who also contract hair
salon services to verify current acceptable market fees. Staff found that the fees
being charged were below market. A revised Proposal was issued which
included a price increase for hair salon services. All proposed rate increases
have been reviewed and approved by the Homes' Directors and Purchasing
Coordinator to ensure residents are being charged fairly and appropriately
according to current market rates.
CONCLUSION:
Hair Salon pricing is below market rate. In order to proceed with reissuing a
Proposal for Hair Salon Services, rates were adjusted to reflect Hair Salon
Services as market rate. In order for this to occur, the current Fees and Services
By-law will need to be revised.
RECOMMENDATION:
THAT, Council approves an increase in Hair Salon Services to reflect current
market rates, AND
THAT the Fees and Services By-law be amended accordingly.
Respectfully Submittegd Approved for Sub ion
r '~ /'
honda L. Roberts Mark Mc
Director of Senior Services, TL Chief Administrative Officer
PatVandevenne
Director of Senior Services - EM & BV
JV i~.l u ,t ~.~C.f ~
Sonia Beavers
Purchasing Coordinator
CORRESPONDENCE - February 17, 2009
Items for Consideration
Pat Pilgrim, CAO/Clerk, Township of Madawaska Valley with a resolution:
1) seeking support from municipalities in requesting that the County of Renfrew
lobby the provincial government on behalf of all rural municipalities to ensure an
increase in Homecare Access Programs including increased funding, support and
assistance;
2) to changed the legislation of assessment to add a freeze at the year 2008 rate
for the next four years, return to a one-year annual assessment that is better to
react to a current real estate market and that legislation be drafted to allow for a 2nd
class of tax to recognize waterfront properties and the significant tax burden carried
by those owners who may be forced to sell their homes due to the unrealistic
assessed value. (ATTACHED)
Comber
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01.
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~~95KPye
Cmv(nn ViP; s'°rli°u11~1bu
THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY
85 Bay St., PO Box 1000
Barry's Bay, ON KOJ 1BO
ah udder(o)madawaskavalley.on.ca
P: 613-756-27471 F: 613-756-0553
#23-1215-08
Date: 15 Dec 2008
Moved by: Bonnie Mask
Seconded by: Shelley Maika
BE IT RESOLVED
WHEREAS Homecare is an essential service in rural Ontario in assisting in the well-
being of aging seniors and residents battling diseases in their primary or secondary
residences;
AND WHEREAS Homecare responds to the needs of the patients and assists parents,
spouses, children and siblings and the broader community by supporting quality of life
and ensuring quality care so that citizens can continue to participate in and contribute to
the economic and social life of their community;
AND WHEREAS Homecare is a viable alternative to Long-Term Care and Residential
Housing;
AND WHEREAS rural residents within the County of Renfrew are limited to few spaces
within the Long-Term Care Homes in the area;
NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the
Township of Madawaska Valley is seeking support from all municipalities in requesting
that the County of Renfrew lobby the Provincial Government on behalf of all rural
municipalities to ensure an increase in Homecare Access Programs including
increased funding, support and assistance;
FURTHER THAT this resolution be forwarded to AMO for distribution to all municipalities
in Ontario to forward their resolution of support to the Premier of Ontario, the local MPP,
the Ministry of Community & Social Services and the Ministry of Health & Long-Term
Care.
CARRIED.
Y at J g'uni
Pat Pilgrim, CAO/Clerk
DISCLAIMER
This material is provided under contract as a paid service by the originating organization and does not necessarily reflect
the view or positions of the Assoclation of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or
agents.
comb,
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THE CORPORATION OF THE TOWNSHIP OF MADAWASKA VALLEY
85 Bay St., PO Box 1000
Barry's Bay, ON KOJ 1 BO
a h u d d e r(o) m ad awa s kava I I ey. o n. c a
P: 613-756-2747 / F: 613-756-0553
#07-0105-09 Moved by: Sylvia Yantha
Date: 05 Jan 2009 Seconded by: Shelley Maika
BE IT RESOLVED
WHEREAS every property owner in the Province of Ontario has received an updated
Property Assessment Notice indicating their updated assessed value in the fall of 2008;
AND WHEREAS the Government of Ontario has introduced Bill 187 on March 22, 2007
which has included changes including the change of the assessment cycle from an
annual update to a four-year cycle for the years 2009, 2010, 2011 & 2012 based on
valuation dated on January 1, 2008;
AND WHEREAS the residential property owners in the Township of Madawaska Valley
are seeing an average of 11.22% increase in their assessment (the second highest in
Renfrew County including the separated Town of Pembroke) knowing that there has
been a dramatic drop in the local real estate market;
AND WHEREAS under the roles, responsibilities and relationships identified by MPAC, it
is up to the Province of Ontario to make any changes with regard to the legislation of
assessments and the municipalities are only allowed to tax based on the assessment
provided by the province;
NOW THEREFORE BE IT RESOLVED THAT the Township of Madawaska Valley
hereby requests that the Province of Ontario change the legislation of assessment to
add a freeze at the year 2008 rate for the next for years, a more realistic value for
property owners based on the current market and a more realistic value for a tax rate to
be based on and also, back to a one-year annual assessment better to react to a current
real estate market;
AND FURTHER TO THIS, legislation be drafted to allow for a 2nd class of tax to
recognize waterfront properties and the significant tax burden carried by those owners
who may be forced to sell their homes due to the unrealistic assessed value provided for
their homes;
AND FURTHER TO THIS, this resolution be directed to Premier McGuinty, Minister of
Revenue and to AMO for circulation to all municipalities in the Province of Ontario.
CARRIED
Y at X 44m
Pat Pilgrim, CAO/Clerk
DISCLAIMER
This material 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 - February 17, 2009
Items for Information (Consent Agenda)
Thames, Sydenham & Region - Drinking Water Source Protection Update -
January, 2009. (ATTACHED)
2. New Economic Development City Website, "Elgin County is Home to one of
Ontario's Most Successful Alternative-Energy Projects". (ATTACHED)
3. AMO Conference Registration Form and Registration Information for the Annual
Conference August 16-19, 2009. (ATTACHED)
4. M. Bourque, Executive Correspondence Officer, Office of the Prime Minister,
acknowledging Council's support for the Town of East Gwillimbury's resolution
concerning municipal infrastructure funding.
5. AMO Member Communication ALERT, "Ontario Municipalities to Benefit from
Federal Budget Measures for Infrastructure, Housing and Employment Insurance".
(ATTACHED)
Thames, Sydenham & Region - Drinking Water Source Protection Update January,2009
Terms of Reference Submitted
Following resolutions from the three Source Protection
Authorities, the Terms of References for the St. Clair,
Upper Thames and Lower Thames Source Protection
Areas were submitted by the December 22 deadline.
The Terms of Reference includes a work plan that will
guide the source protection planning process for the
next four years. It outlines who does what, when it
will happen and how much it will cost. It will guide us
through the completion of the Assessment Report and
the Source Protection Plan itself.
Extensive consultation took place in the development
of the Terms of Reference. Notices were posted in local
newspapers and on our region's website announcing
the consultation for the draft proposed Terms of
Reference documents. The draft proposed Terms of
Reference documents were also made available on
the website and at each of the Conservation Authority
offices. Letters were sent out to all municipalities, First
Nations, Great Lake agencies and neighbouring Source
Protection regions as well.
In the first two weeks of September, four public open
houses were held in Ridgetown, St. Marys, Wyoming and
London. In addition, three municipal forums were held
in Ridgetown, St. Marys and Wyoming. These led to the
formal Public Meeting held in London on September 9.
Approximately 20 people attended the public meeting.
In addition, two public and two band council forums
were held specifically for the eight First Nation
communities in the region.These were well attended
and generated much discussion.
Peer Review Committees to be Established for
Vulnerability Assessment
To provide for a peer review of the vulnerability assessment
work in theThames-Sydenham and Region (TSR), the TSR
Source Protection Committee is establishing a peer review
committee. This committee will work together with the
technical leads and their consultants to complete the peer
review process laid out in a terms of reference. Technical
studies in the TSR have been largely completed and draft
reports are available. In some cases the work is yet to be
completed and will be subjected to the peer review process
once complete. Some changes are also required based on the
recently released technical rules.
The purpose of a peer review is to provide a scientific review
of a draft technical document (or other work) by peers of the
individual or group that undertook the work.
Peer review has been encouraged as a way of ensuring that
the work done through Drinking Water Source Protection
is based on sound science. Although the province has yet
to require that vulnerability assessment be subjected to a
peer review process, source protection regions have been
encouraged to proceed with such a process.
Calendar Created Recognizing First Nations
In cooperation with the eight First Nations in our region, the Thames-Sydenham Region produced a calendar
which highlights the value of Aboriginal Traditional Knowledge. Featuring a beautiful artwork by Dave George,
the calendar includes a list of special events taking place at various First Nations in the region. Everyone is
welcome to partake in these traditional gatherings, competition pow wows, cultural celebrations and other
events of historical significance.
The calendars will be distributed throughout the region to the area First Nation Administration offices; municipal
offices, offices of the Lower Thames Valley, UpperThames River and St. Clair Region conservation areas, Ska-Nah-
Doht Village and Museum and from Derekica Snake, First Nations Liaison/Source Protection Technician at the
Longwoods Road Conservation Area.
The calendars explain the value of Aboriginal Traditional Knowledge (ATK); that it is a wealth of historic and'living'
knowledge of the connections between all the elements of the environment including water and how peoples
can interact within it.
For more information on any of the articles or to receive
future issues, please contact Debra Kirk, Administrative
Assistant, (519) 245-3710 Ext. 46
E-mail: kirkd@thamesriver.on.ca.
Lower Thames Valley Conservation Authority (519) 354-7310
St. Clair Region Conservation Authority (519) 245-3710
UpperThames River Conservation Authority (519) 451-2800
Min of
r" Ontario
Made Possible through the support of
the Government of Ontario
09t'c~~9
pla
n z UPPER THAMES RIVER 1j
c~SERVP~O
Oomemtton
ONTARIO
ONTAO
New Economic Development City Website
Elgin County is Home to one of Ontario's Most Successful
Alternative-Energy Projects.
Since it began commercial operation in May 2006, the Erie Shores Wind Farm has not only put Elgin County
at the forefront for energy and environmental projects, it has brought significant economic benefits to the
County and many residents.
Page 1 of 1
Erie Shores Wind Farm consists of 66 turbines placed at intervals along 26 kilometres of Lake Erie shoreline
in the townships of Bayham and Malahide. Power collected from the turbines is carried underground to a
transformer station just north of Port Burwell, then transmitted to the Hydro One circuit just east of Tillsonburg
to feed into the Ontario electricity market.
'We are generating 250,000 megawatt-hours of power every year," says plant manager Dennis Haggerty.
'And every megawatt of power we generate means less oil or coal or gas that has to be burned, producing
greenhouse gases. This power plant is absolutely pollution-free.'
The power it generates is sufficient to meet the needs of 30,000 to 40,000 homes. That's a significant
contribution to Ontario's power grid from a county with a population of about 50,000.
The Erie Shores Wnd Farm also contributes to Elgin County's economy.
Owned and operated by Macquarie Power & Infrastructure Income Fund, a TSX-listed company, the wind
farm creates direct employment for up to 15 people during the year. That includes technicians from General
Electric, builders of the turbines, who maintain the complex, computer-controlled machines under contract.
Each of the 66 turbines generates local tax revenue, as does the right-of-way for the transmission line.
Important revenue also goes to the 44 landowners from whom land is leased for the turbines, as well as
others whose land is optioned in rase of future expansion of the wind farm.
Haggerty notes that the success of Erie Shores Wind Farm has demonstrated how Elgin County welcomes
new business development. "It was a big, big plus that Elgin County supported the project," he says.
'Without the support of the local landowners and the municipalities and the County, nothing would have
happened.'
The wind farm was built by AIM PowerGen Corporation of Toronto, which later sold it to Macquarie. Jim
Wilgar, who spearheaded the five-year development project for AIM PowerGen, agrees with Haggerty that
local cooperation was critical to its success.
"We had absolutely wonderful cooperation,' Wilgar says. "We were extremely fortunate to have begun our
first wind-power project in this community. 'Once the majority of landowners had a sense of what we were
attempting to do, then the interest and commitment on the part of the decision-makers from the townships
and County was exceptional.'
Wilgar, who is monitoring the site for possible future expansion, frequently conducts tours of the Erie Shores
Wind Farm for service clubs, business groups and students from the University of Waterloo and Conestoga
College. He regards it as a source of community pride.
Go back to the Communique
The Economic Developers Association of Canada (EDAC) Is Canada's national organization of Economic Developers
pursuing excellence in the field since 1968.
For more information about EDAC contact Penny A. Gardiner, Ec.D. Executive Director
Telephone: 905.689.8771 Fax: 905.689.5925
e-mail: Admin@edac ca
http://edae.onthree.ca/communique/february2/elgin.html 2/2/2009
AN 0
Aseodation of Municipalities of Ontario
CONFERENCE REGISTRATION FORM
(please type or print)
Please detach and retain this instruction sheet for your records.
SEEMS M19"IM
1100 Annual Conference I August 16 -19, 2009 @ the
Westin Ottawa Hotel & Fairmont Chateau Laurier
FOR REGISTRATION INFORMATION, QUESTIONS, AND INQUIRIES:
Please visit our website at www.amo.on.ca or contact Anita Su ujdeo toll-free at 1-877-426-6527 or via e-mail
asurujdeo@amo.on.ca.
A GUIDE TO THE AMO CONFERENCE REGISTRATION PROCESS
BANQUET TICKETS: The Conference Tuesday evening social event takes on an exciting new profile this year with `A
Night at the Museum'. Join us at the Museum of Civilization for this fascinating night of exhibits and entertainment on August
18th, 2009.
Delegates holding a Full Registration or who have purchased additional `A Night at the Musewn' tickets will enjoy a casual
evening at this unique Canadian institution which presents over 10,000 years of Canada's pre-history, history and culture. The
Museum building is an architectural masterpiece; a symbolic depiction of a land sculpted by winds, waters and glaciers at the
end of the Ice Age, when humans first crossed into Canada from Asia.
`A Night at the Aluseam' brings together good food, good friends and great entertainment to celebrate the I le AMO Annual
Conference. Enjoy the views from the Grand Hall as the breathtaking harmonies and powerful sound of Asani headline the
evening's entertainment. And don't forget to take a moment to enjoy the Pacific Coast Aboriginal Exhibits during this
spectacular and memorable event.
Additional tickets to the event will be processed as `A Night at the Museum' ticket.
The evening will not be taking the traditional fbiwiat of a banquet dinner, but will be a stand-up cocktail reception ivith limited
seating available.
PAYMENT PROCESSING:
CREDIT CARDS: We prefer that payment for registration be made via invoice or by cheque as both VISA and
Mastercard charge an administration and processing fee of 2.5% of the total cost of a credit card transaction.
INVOICESAND CHEQUES: If you choose to be invoiced for your registration fee an invoice will be faxed or e-
mailed to the contact details listed on the registration form. Please make cheques payable to Association of
Municipalities of Ontario, 200 University Avenue, Suite 801, Toronto, ON., M511 3C6
ON-LINE REGISTRATION.. You may also register on-line via the AMO website at www.amo.on.ca. During the on-
line process you will be given the choice of making payment by credit card or you may request to be invoiced for your
registration.
REFUND POLICTY: Cancellation MUST be made in writing before July 31, 2009. An administration charge of $73.50
($70.00 plus $3.50 GST) will apply. Any cancellations made after July 31", will not be refunded.
CAUCUS VOTING INSTRUCTIONS: Each delegate who is an elected municipal official from an AMO member
municipality is eligible to vote. Declaration of caucus must be made when this registration form is submitted. Registration will
be processed without this information but must be provides no later than July 24, 2009. July 24, 2009 is also the last date for
changing caucus for either the Monday Caucus Candidate Lunch or the AMO Board of Directors Election.
A Hit 0
Association of Municipalities of Ontario
CONFERENCE REGISTRATION FORM
(please type or print)
Name
Municipality _
Mailing Address
Telephone _
Payment MUST accompany registrations. FAX Credit Card Payments to 416-971-9372
Please indicate registration choice below:
AMO MEMBERS
Fee does not include GST
X
Early Bird
Before
April 24
Regular
After
April 24
On Site
Aug 16-19
Full Re istration
590.00
640.00
700.00
Full Re - No Museum
530.00
580.00
640.00
1 Da -Monday
320.00
360.00
400.00
1 Da -Tuesday
320.00
360.00
400.00
% Da - Wednesday
165.00
175.00
175.00
Companion*
265.00
285.00
285.00
Extra 'A Night at the Museum' Tickets 60.00
Federal/Provincial Governments
GST exempt
X
Early Bird
Before
April 24
Regular
After
April 24
On Site
Aug 16-19
Full Registration
635.00
690.00
740.00
Full Reg - No Museum
575.00
630.00
680.00
1 Da - Monday
340.00
380.00
420.00
1 Da -Tuesday
340.00
380.00
420.00
Da - Wednesday
185.00
195.00
195.00
Companion *
275.00
295.00
295.00
Extra 'A Night at the Museum' Tickets 60.00
Summary of Charges:
Registration Fee
$
*Companion's Fee
$
Extra Soiree Ticket
$
GST (5%)
$
TOTAL
$
* For companion registration please complete
Companion Selection Form. Companion's program does
not include 'A Night at the Museum' ticket
Payment Method:
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here:
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on-Member
s
Fee does not include GST
Early Bird
Regular
On Site
Before
After
Aug 16-19
ck here if this is your first time attending the AMO
Please ce
X
e
April 24
April 24
Full Registration
760.00
810.00
850.00
GST Registration# 8106732944
d di
th
i
t
d t
t
th
I
t
t
AMO
ll
ct
l
f
ti
Full Re - No Museum
700.00
750.00
790.00
s, uses an
sc
oses
e
orma
on reques
e
o promo
e
e
n
eres
s
co
e
n
of the municipal sector. It may also be shared with selected third parties to generate
1 D
M
d
370
00
430
00
430
00
operating revenues for AMO. Under the Federal Personal Information Protection
a -
on
ay
.
.
.
and Electronic Documents Ad (PIPEDA) some of the information may constitute
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370
430
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430
00
Personal information. By filling out this form you agree that all personal information
y
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.
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used and disclosed by AMO for all
provided by you on the form may be collected
Da -Wednesda
205.00
215.00
215.00
,
purposes described above. Please note as an attendee at the conference your
l
i
l
d
b
a
f
b
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i
Companion *
285.00
295.00
295.00
likeness may be used in promot
ona
mater
a
s an
on our we
s
e
or su
sequen
conferences.
CAUCUS VOTING INSTRUCTIONS: Each delegate who is an elected municipal official from an AMC member municipality
is eligible to vote but MUST declare a Caucus when they submit this conference registration form. July 24, 2009 is the
last date for changing Caucus for either the Monday Caucus Candidate Lunch or the Tuesday Board of Directors
election. After July 24, changes to a declared Caucus are not permitted. Please indicate below which caucus you wish to
participate in:
Title
rsr,2202 M*Mgmil
110'" Annual Conference I August 16 -19, 2009 @ the
Westin Ottawa Hotel & Fairmont Chateau Laurier
❑ County ❑ Large Urban ❑ Northern
❑ Regional/Single Tier ❑ Rural ❑ Small Urban
Assoc of Mun Ont TO: Bonnie Vowel
:A:. id101~m Bf.
MEMBER COMMUNICATION
Tue Jan 27 2009 20:08:55 EST
200 University Ave, Suite 801
Toronto, ON M5H 306
Tel.: (416) 971-98561 Fax: (416) 971-6191
E-mail: amo@amo.on.ca
ALERT N2091006
To the attention of the Clerk and Councif FOR MORE INFORMAT10N CONTACT:
January 27, 2009 Brian Rosborough, Director of Poicy
y r (416) 971-9856 ext 329
Ontario Municipalities to Benefit from Federal Budget Measures for
Infrastructure, Housing and Employment Insurance
r
W
J
Q
Issue:
Federal Finance Minister Jim Flaherty presented the Government's 2009 Budget today including new
and accelerated investment in municipal infrastructure, new funding for social housing construction and
repairs, and an extension to Employment Insurance (EI) benefits that will reduce pressure on municipally
cost-shared Ontario Works benefits.
Background:
The Budget includes additional funding for the Communities Component (municipalities less than
100,000 population) of the Building Canada Fund (BCF). The Federal Government will provide an
additional $500 million over the next two years in new funding for the Communities Component - an
estimated extra $195 million in federal funding in Ontario.
The government will also create a $500 million fund for recreational facilities like hockey arenas,
swimming pools and community centres and provide $225-million over three years to extend broadband
coverage to unserved communities.
The Federal Government will also make available up to $2 billion over two years in direct, low-cost loans
to municipalities to finance improvements to "housing related infrastructure, such as sewers, water lines,
and neighbourhood regeneration projects."
The government also committed to streamlining the federal approval process for infrastructure
construction projects including changes to the Environmental Assessment Act, the Fisheries Actand the
Navigable Waters Protection Act.
A $4 billion Infrastructure Stimulus Fund will be created for provincial, territorial and municipal
government infrastructure, including roads, clean water systems and public transit. The Budget indicates
that provinces and territories will receive this funding on a per capita basis so Ontario should receive
approximately $1.56 Billion over two years (39% of the total allocation).
The federal funding will be project-based and require matching contributions from the province and from
municipalities receiving funding. Premier McGuinty is reported to have signalled yesterday that the
Government of Ontario intends to match new federal funding contained in the Federal Budget. AMO will
stress with the Federal Government the importance of a streamlined application process to make it
easier for municipalities to apply and to ensure that the funding is not delayed unnecessarily.
The infrastructure package also includes $2 billion for colleges and universities and a $1 billion
Green Infrastructure Fund for sustainable energy infrastructure.
Assoclation of AM 0
1-2 Munlclpailtlas of Ontario
Received Time Jan-27, 2009 8:08PM No-2354
Assoc of Mun Ont 1n: Bonnie Vowel Rte Jan 27 2009 20:09:58 EST
The Budget also contains $2 billion (nationally) in funding for social housing construction and
repairs, including:
• Providing a one-time federal investment of $1 billion over two years for renovations and
energy retrofits for up to 200,000 social housing units on a 50-50 cost-shared basis with
provinces.
• Investing $400 million over two years for the construction of social housing units for low-
income seniors.
• Investing $75 million over two years for the construction of social housing units for persons
with disabilities.
• Dedicating $400 million over two years to new social housing projects and to remediation of
existing
social housing stock on First Nations reserves.
• Supporting social housing in the North with an additional $200 million over two years.
(An equitable share of the new housing funding for Ontario should result in approximately $800 million
over two years).
The federal government is also providing funding of $60 million to support infrastructure-related costs for
local and community cultural and heritage institutions such as local theatres, libraries and small
museums.
All regions of the province will benefit from the following economic development announcements
• Northern Ontario will receive $170 million over two years to secure a more sustainable and
competitive forest sector;
• Southern Ontario will receive $1 billion over five years for a Southern Ontario development agency to
help workers, communities and businesses in this region; and
• Eastern Ontario will be provided $20 million over two years for the Eastern Ontario Development
program to support business and community development.
Another important matter addressed in the Budget relates to the federal El program. The Budget
announces that benefits will be extended by five weeks over the next two years. This will relieve some
pressure on Ontario Works expenditures by allowing laid off workers to rely on El for a longer period of
time.
All of the Budget measures that will assist municipalities respond directly to AMO's recent advocacy with
the federal government.
Action:
AMO will pursue additional details and keep members informed of new developments.
This information is available in the Policy Issues section of the AMO website at x<r s4;vt;; ;;cR g.
Association of
2-2 M inialpalities of Ontario
Received Time Jan, 21, 2009 8:08PM No. 2354
CLOSED MEETING AGENDA
February 17, 2009
Staff Reaorts:
1) Director of Senior Services, Elgin Manor/Bobier Villa -Municipal Act, Section 240.2 (b)
personal matters about an identifiable individual -Staffing Complement
fax cover
DATE: 12/02/2009
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-cou nty. on.ca
Office Location: Administrative Services
Phone Number: Ext. 161
Number of Pages, Including Cover: /
URGENT ^ REPLY ASAP ^ PLEASE COMMENT ^ PLEASE REVIEW ^ FOR YOUR INFORMATION
COMMENTS:
Additional Items for Council Agenda of February 17, 2009
Reports of Staff: (attached)
Deputy Director of Engineering Services, Purchasing Coordinator -Installation of
MacDairmid Drain, Contract # N0.6200-06-03 (C)
2. Deputy Director of Community and Cultural Services -Tourism Destination Development
and Marketing Plan: An Update
THE INFORMATION iN THIS FACSiM17ILE IS FOR THE NAMED RECIPIENT ONLY. TT MAY CONTAIN INFORMATION THAT 1S PRIVILEGED, CONFIDENTIAL
AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAN. IF THE READER OF THIS 6TESSAGE iS NOT THE INTENDED RECIPIENT, Oft RESPONSll3LE
FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIETT, ANY DISSEMINATION, D1STRll3UTION OR COPYING OF THIS COMMUNICATION IS
STRICTLY PROHBTTED. iF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE ANY PAOBLEMS IN TRANS64SSION, PLEASE
NOTIFY US BY TELEPHONE County of Elgln
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
Fax: 519-633-7661
vnU<v.elgincou nty.on.ca
Elgmt=ou~7tp REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak
Deputy Director of Engineering Services
Sonia Beavers
Purchasing Coordinator
DATE: February 12, 2009
SUBJECT: Installation of MacDairmid Drain, Contract No. 6200-06-03(C)
CORPORATE 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 Council of the Corporation of the County of Elgin, at its meeting held on
March 25, 2008, adopted the following recommendation:
THAT Henry Heyink Construction Limited be selected for the supply of all labour,
material and equipment required for the rehabilitation of Talbot Line at the quoted
price of $ 2,091,600.00 (including taxes).
The project was for the supply of all labour, equipment and materials for the
rehabilitation of Talbot Line, also known as Elgin County Road # 3 from
Dunborough Road to the County limits (McPherson Road). Henry Heyink
Construction Limited completed the work as per the requirements set out by the
Consultant and the County of Elgin. However, additional work is necessary to
complete the project and therefore a formal quotation was issued for supplying
and installing MacDairmid Drain.
DISCUSSION:
A new Municipal Drain outlet must be constructed in the Hamlet of New Glasgow
as part of the Talbot Line Rehabilitation Project. The County's contractor was
originally asked to provide a quotation to complete the works as a "change order"
to the project, however the price received exceeded the estimated value of the
work; therefore, staff issued a formal quotation to install the drain. The lowest
received price was $30,000 less than the contractor's "change order" quote.
Formal quotations were retained and bids were received as follows:
Company Bid (including taxes)
Lake Excavatin $ 72,870.00
Birnam Excavating $ 73,663.39
Murray Mills Excavating $ 74,214.00
Tri-Conn Excavating $ 84,000.00
A. G. Hayter $ 91,875.00
Elgin Construction $109,603.24
Van Bree Excavating $117,563.00
Quality Excavating Limited $125,930.58
Lake Excavating submitted the lowest bid for installation of MacDairmid Drain at
a total price of $ 72,870.00 (including taxes). The bid includes all labour, material
and equipment required to complete the project as specified in the Quotation
Document.
The project forms part of the Talbot Line Rehabilitation Project valued at $16
million, scheduled over a four year period and to be completed in 2010. The
project is funded utilizing the Move Ontario Provincial Grant, the 2008 Ontario
Budget Programme and Federal Gas Tax Revenue along with Elgin County
capital project funds. The lowest bid is within the budget estimates.
RECOMMENDATION
THAT Lake Excavating be selected for the supply of all labour, material and
equipment necessary for the installation of MacDairmid Drain located in the
Hamlet of New Glasgow in the Municipality of West Elgin at their quoted price of
$ 72,870.00 (including taxes).
All of which is Respectfully Submitted
Pe er Dutchak
Deputy Director of Engineering Services Chief Administrative Officer
onia Beavers
Purchasing Coordinator
~~
Clayton Watters
Director of Engineering Services
f E IRt~t~lll3fy~
P,~;,,,,,,_~>,~.~„~ REPORT TO COUNTY COUNCIL
FROM: Alan Smith, Deputy Director of Community and Cultural
Services
DATE: February 12`", 2009
SUBJECT: Tourism Destination Development and Marketing Plan: An
Update
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability.
2. To promote Elgin as "The Place to Live"
3. To forge community partnerships
4. To provide innovative and collaborative quality service
5. To recognize and seize opportunities for improvement
INTRODUCTION:
On December 2"d, 2008, County Council passed a motion to retain the consulting
firm Millier, Dickinson, Blais inc. in conjunction with Yfactor, to complete a
Tourism Destination Development and Marketing Plan - a partnership between
the County of Elgin and the City of St. Thomas. This strategic document will
guide tourism activities of the County and the City of St. Thomas for the next five
years, and will contain a detailed implementation plan that will provide the
County's Tourism function with specific action steps to develop, attract and retain
tourism product as well as define and promote such product to existing or
potential new markets. This report provides an update on how the Plan will be
achieved.
DISCUSSION:
There are two components that comprise the initiative (1) Strategy Development
and (2) Marketing. It should be stressed that the former must be fully completed
before the later can be undertaken.
Development of the strategic component began mid January 2009 with the
beginnings of a background and literature review. In order to build on
past/current initiatives and avoid "reinventing the wheel" relevant local tourism
literature and background material is being analyzed. At the same time, there are
a wide range of relevant external materials being reviewed. This external materia
will help to paint a picture of the larger tourism environment in which the County
of Elgin and the City of St. Thomas is placed, but may also serve to highlight
"best practices" from other communities. Finally, this literature review also
includes a look at broader industry trends. From a global perspective, how has
the industry changed in the last decade, and where will it head in the future?
What areas of the tourism industry are showing signs of growth, and which are in
decline? This knowledge will help ensure the best possible recommendation for
the County/City in moving forward.
Like the Economic Development Strategic Plan and the recent Marketing and
Branding Design Strategy, public consultation will play a prominent role in the
development of the Tourism Plan. This will be achieved through an extensive
series of community and stakeholder consultation activities, including one-on-one
interviews, online surveys, and a focus group discussion facilitated by the
Queen's Executive Decision Centre.
To date, stakeholder interviews have been completed. Insight gained throughout
the stakeholder consultation process will assist in the identification of key issues
and opportunities upon which to base the Tourism Development and Marketing
Plan. These one-on-one interviews will be supplemented with an electronic
survey of the Elgin-St. Thomas tourism community. Using an online tool called
SurveyMonkey, a wide range of local Elgin and St. Thomas businesses and
tourism providers will be questioned on tourism development and marketing
issues. The survey will also be available on the tourism and progressivebynature
websites. To be effective, response rates need to be quite high (100 to 125
completed surveys are anticipated).
Next, using the results of the earlier work completed by Millier, Dickinson, Blais
as well as the work undertaken by the County, a series of high level goals (5-6)
and objectives will be developed. These goals will be explored further in a 2-
hourfocus group session (electronic) facilitated by the Queen's Executive
Decision Centre held on February 25th, 2009 (see appendix one for details). At
the conclusion of the session, the advancement of a common vision and setting
of short and long-term goals for the tourism development strategy will begin.
Once the public consultation process is complete, identification of investment
opportunities will proceed. This process will include the identification of new
products and amenities that may prove viable in the local/regional market; and
key target markets. At this point the County of Elgin Economic Development and
Tourism Advisory Committee (CEEDTAC) will review the findings and proposed
strategic direction of the Plan (week of March 23`d). Based on CEEDTAC's input,
a strategic plan outlining steps that the County of Elgin/City of St. Thomas can
pursue in order to achieve desired investment and development outcomes as it
relates to the local tourism industry, will be competed. This will include the
creation and prioritization of goals and objectives that can be realistically met
over the next 5 years.
Having completed the Strategy Development part of the Plan, the marketing
portion will be undertaken. Yfactor will establish clear, concise goals and
objectives for the marketing activities that will be undertaken by the County of
Elgin Tourism Services. This will be accomplished by:
• Reviewing all activities and research conducted to date;
• Considering all stakeholder interviews and feedback gathered;
• Engaging in further discussion with Elgin County staff and the CEEDTAC
committee;
• Discussing strategic directions, Elgin tourism assets and ideas with
representatives of Millier Dickinson Blais and the County of Elgin;
• Identifying the most likely successes for Elgin County (target
market/sector/activity/etc)
The goals and objectives will form the basis for the initiatives that will be
recommended and described in the balance of the Marketing portion of the Plan.
These marketing initiatives will advance the development of the tourism product
in the County of Elgin/City of St. Thomas. Each initiative will be described along
with detailed information with respect to recommended marketing including
information such as target audience, how to reach them, tactics for reaching
them, marketing channels and timing. Key performance indicators and goals will
be established for each initiative. A series of marketing tools will then be
developed to support the initiatives such as ads, posters, micro Web sites, radio
spots, giveaways, signage etc.
The final part of the marketing component will be the development of an action
plan. Amonth-by-month calendar will be developed identifying key execution
times for Tourism activities and ensuring that events are well spaced and
planned for maximum success. The action plan will also include an
implementation schedule that will address the key steps that have to be taken in
order to deliver on the previously identified strategic initiatives. A detailed budget
will be included with the action plan. A first draft of the entire Tourism Destination
Development and Marketing Plan should be completed for review by CEEDTAC
by the end of April/beginning of May.
CONCLUSION:
The strategy component of the Tourism Destination Development and Marketing
Plan is underway. Upon completion of that component, marketing initiatives and
an action plan will be developed, and a draft Plan completed. Tourism has been
identified as an economic generator for the County of Elgin and the City of St.
Thomas. The development of this Plan should assist in the development and
advancement of this industry sector in a way that assists with employment
creation, increases in tax assessment, while generating wealth throughout the
County and the City.
RECOMMENDATION:
That this report be received and filed for information.
All of which i Respe ffully Submitted
Alan Smi
Deputy Director, Community and
Cultural Services
~~~
Approved for Submission
Mark onald
Chief Administrative Officer
Brian Masschaele
Director, Community and
Cultural Services
Appendix one
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
Fax: 519-633-7661
~wnv.elgin-co unty.on.ra
Elgin - St. Thomas' Tourism Development Focus Group Meeting
Wednesday, February 25t" - 5:30 P.M. - 7:30 P.M.
County of Elgin Administrative Building
450 Sunset Drive, St. Thomas
Lunchroom, Lower Level
In the true spirit of partnership, The County of Elgin and the City of St. Thomas are embarking on a process that would see the
development of a new Tourism Development Strategy and marketing Plan for our region. The strategy is intended as a strategic
document to guide tourism and marketing activities of the County of Elgin, City of St. Thomas and its communities over the next
five years. The document must establish a clear set of goals to advance tourism and marketing activities. As a valued member
of our areas' Tourism sector, your input is essential.
As part of this exercise, a focus group discussion will take place to solicit your ideas and advice on the strategic direction for the
tourism strategy and the associated tactics or initiatives that will contribute or enhance the growth of this sector of our economy.
This will include a candid and honest discussion on the barriers to growth and investment in the future.
The focus group session will be held on Wednesday, February 25th from 5:30 p.m. to 7:30 p.m. and will be facilitated by the
consulting firm of Millier Dickinson Blois and the Queen's University Executive Decision Centre.
Your insights are of tremendous value in this undertaking and will assist us in developing a foundation for economic growth over
the coming years. All participants will receive a copy of the focus group results.
Your contributions are greatly appreciated and we thank you in advance for your participation. Should you have any questions
regarding this initiative please don't hesitate to contact Karen Cummings at the County of Elgin Economic Development and
Tourism Services (519-631-1460) X137.
Alan Smith
Deputy Director, Community and Cultural Services
County of Elgin
County of Elgtn
450 Sunse[ Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
Fax: 519-633-7661
anwv.e Igi ncounty.on.ca