22 - October 8, 2024 County Council Agenda PackageElgmCounty
Elgin County Council
Regular Council Meeting
Orders Of The Day
Tuesday, October 8, 2024, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Note for Members of the Public:
Please click the link below to watch the Council Meeting:
https://www.facebook.com/ElginCountyAdmin/
Accessible formats available upon request.
Pages
1. Call to Order
2. Adoption of Minutes 3
3. Disclosure of Pecuniary Interest and the General Nature Thereof
4. Presenting Petitions, Presentations and Delegations
5. Committee of the Whole
6. Reports of Council, Outside Boards and Staff
6.1 Digital Services Librarian and Director of Community and Cultural 14
Services - Launch of the Next Generation of the County's Website
6.2 Director of Engineering Services and Manager of Procurement and Risk 17
— Engineering Services - Glen Erie Line Slope Rehabilitations — Contract
Award
6.3 Director of Engineering Services - Calton Line Culvert Replacement 64
(Tender No. 2024-T28) — Contract Award
6.4 Senior Planner - Municipality of Bayham Official Plan Amendment No. 67
37, Part of Lot 19, Concession 8, Municipality of Bayham, 55942 Maple
Grove Line
6.5 Director of Planning and Development - Population and Employment 75
Projection Update
6.6 Chief Administrative Officer/Clerk - Integrity Commissioner and Closed 78
Meeting Investigator Services — Extension of Agreement
6.7 Director of Financial Services/Treasurer - 05-06 (2) Grant and 81
Sponsorship Policy
6.8 Director of Financial Services/Treasurer - 2024 Quarter 2 Financial 111
Review — Follow up
6.9 Director of Financial Services/Treasurer - 2023 Year End and Financial
114
Statement Review
6.10 Director of Financial Services/Treasurer - Investments — 2023 Annual
226
Report
7.
Council Correspondence
7.1 Items for Consideration
7.2 Items for Information (Consent Agenda)
7.2.1 Letter from the Honourable Rob Flack, Minister of Agriculture,
229
Food and Agribusiness re: Agricultural Workforce Equity and
Diversity Initiative (AWEDI)
7.2.2 Letter from the Township of Brock re: Rideshare Services
231
8.
Other Business
8.1 Statements/Inquiries by Members
8.2 Notice of Motion
8.3 Matters of Urgency
9.
Closed Meeting Items
9.1 Closed Meeting Minutes - September 24, 2024
10.
Motion to Rise and Report
11.
Motion to Adopt Recommendations from the Committee of the Whole
12.
Consideration of By -Laws
12.1 By -Law No. 24-36 Confirmation
13.
Adjournment
Page 2 of 232
Elgin County Council
Minutes
September 24, 2024, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Ed Ketchabaw
Deputy Warden Grant Jones
Councillor Dominique Giguere
Councillor Mark Widner
Councillor Jack Couckuyt
Councillor Andrew Sloan
Councillor Todd Noble
Councillor Mike Hentz
Councillor Richard Leatham
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Brian Masschaele, Director of Community & Cultural Services
Amy Thomson, Director of Human Resources
Michele Harris, Director of Homes and Seniors Services
Jennifer Ford, Director of Financial Services/Treasurer
Nicholas Loeb, Director of Legal Services
Mat Vaughan, Director of Planning and Development
Peter Dutchak, Director of Engineering Services
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Andrea Loughlean, Manager of Emergency Management &
Elgin -Middlesex Regional Fire School
Jenna Fentie, Legislative Services Coordinator
Stefanie Heide, Legislative Services Coordinator
Call to Order
The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the
chair.
2. Adoption of Minutes
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT the minutes of the meeting held on September 10, 2024 be
adopted.
Motion Carried.
3. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
4. Presenting Petitions, Presentations and Delegations
Page 3 of 232
4.1 Kimberley Earls, Executive Director and Amy Martin, Chair of the
Board of Directors, South Central Ontario Region Economic
Development Corporation - SCOR EDC Member Update Presentation
The Executive Director and the Chair of the Board of Directors of the
South Central Ontario Region Economic Development Corporation (SCOR
EDC) provided a presentation to County Council detailing SCOR EDC's
recent infrastructure projects, initiatives and advocacy efforts.
Moved by: Councillor Noble
Seconded by: Councillor Couckuyt
RESOLVED THAT the presentation from the SCOR EDC Executive
Director and the Chair of the Board of Directors be received and filed.
Motion Carried.
5. Committee of the Whole
Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT we do now move into Committee of the Whole.
Motion Carried.
6. Reports of Council, Outside Boards and Staff
6.1 Manager of Emergency Management & Elgin -Middlesex Regional Fire
School - Legacy Wells Application — Year 2 and 3
The Manager of Emergency Management & Elgin -Middlesex Regional
Fire School presented the report seeking Council's approval for the
submission of a second application to the Ministry of Natural Resources
and Forestry's (MNRF) Legacy Wells Municipal Transfer Payment
Program Year 2 and 3 Collaborative Funding stream. This proposal
presents an opportunity to enhance Elgin County's emergency response
capabilities for legacy oil and gas well incidents.
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT approval be granted for submission of a second
application for MNRF's Legacy Wells Municipal Transfer Payment
Program Year 2 and 3 collaborative funding.
Motion Carried.
6.2 Director of Community and Cultural Services - Elgin County Heritage
Centre Seasonal Hours of Operation
The Director of Community and Cultural Services presented the report
seeking Council's approval to revise the operating hours of the Elgin
County Heritage Centre.
Moved by: Councillor Leatham
Seconded by: Councillor Noble
RESOLVED THAT the Elgin County Heritage Centre's public open hours
be revised as follows on an annual basis effective immediately:
• May 1 to Thanksgiving weekend: Tuesday to Saturday, 10:00 am to
4:00 pm.
• Thanksgiving weekend to April 30: Monday to Friday, 10:00 am to
4:00 pm; and,
Page 4 of 232
THAT the Museum Curator be further authorized to adjust public open
hours on a temporary basis subject to public notice and approval of the
Director of Community and Cultural Services.
Motion Carried.
6.3 Director of Planning and Development - Proposed Provincial
Planning Statement Official Plan Modifications
The Director of Planning and Development presented the report seeking
Council's endorsement of proposed modifications to the County's adopted
Official Plan in order to reflect recent changes to the Provincial Planning
Statement (PPS).
Moved by: Councillor Hentz
Seconded by: Councillor Couckuyt
RESOLVED THAT the report titled "Proposed Provincial Planning
Statement Official Plan Modifications" from the Director of Planning and
Development dated September 24, 2024 be received and filed; and
THAT Council endorses the proposed modifications to the adopted Elgin
County Official Plan, and directs staff to forward said modifications to the
Minister of Municipal Affairs and Housing for his consideration when
approving the Official Plan.
Motion Carried.
6.4 Manager of Economic Development, Tourism & Strategic Initiatives -
Participation in the Regional Economic Development through
Immigration (REDI) Pilot
The Manager of Economic Development, Tourism & Strategic Initiatives
presented the report seeking Council's approval to participate in the
Regional Economic Development through Immigration (REDI) Pilot under
the Ontario Immigrant Nominee Program (OINP).
Moved by: Councillor Giguere
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Participation in the Regional
Economic Development through Immigration (REDI) Pilot" from the
Manager of Economic Development, Tourism & Strategic Initiatives dated
September 24, 2024 be received and filed; and
THAT the County respectfully decline the invitation to participate in the
Regional Economic Development through Immigration (REDI) Pilot
program and express interest in participation at a later time.
Motion Carried.
6.5 Manager of Economic Development, Tourism & Strategic Initiatives -
Community Safety and Policing Act — OPP Detachment Board
Transition
Council recessed at 10:00 a.m. to hold a flag raising in recognition of the
St. Thomas - Elgin Local Immigration Partnership's Welcoming Week in
Elgin County. Council reconvened at 10:18 a.m.
The Manager of Economic Development, Tourism & Strategic Initiatives
presented the report seeking Council's direction regarding the County's
role in the administration of the newly formed Elgin OPP Detachment
Board.
Page 5 of 232
Moved by: Councillor Giguere
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Community Safety and Policing Act
OPP Detachment Board Transition" from the Manager of Economic
Development, Tourism & Strategic Initiatives dated September 24, 2024
be received and filed; and
THAT Council direct staff to assist the Elgin OPP Detachment Board in
holding its inaugural meeting; and
THAT Council direct staff to identify to the Elgin OPP Detachment Board
that the County is prepared to provide ongoing administrative assistance
to the Board and, if the offer is accepted by the Board, to negotiate terms
and conditions for such assistance to be presented for Council's
consideration at a later date.
Motion Carried.
6.6 Director of Financial Services/Treasurer - Ambulance Vehicle
Replacements for 2025 and 2026 — Sole Source
The Director of Financial Services/Treasurer presented the report detailing
the ambulance fleet replacements scheduled for 2025 and 2026.
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Ambulance Vehicle Replacements for
2025 and 2026 — Sole Source" from the Manager of Procurement & Risk
and Director of Financial Services / Treasurer dated September 24, 2024
be received and filed; and
THAT the Manager of Procurement & Risk be authorized to issue a
purchase order to Crestline Coach Ltd., for two ambulances, at the
estimated price of $478,046, plus applicable taxes, to be included in the
2025 Capital Budget; and
THAT the Manager of Procurement & Risk be authorized to issue a
purchase order to Stryker Canada., for two Stryker power load systems,
two power -pro stretchers and two stair chairs to be purchased in 2025, at
the estimated price of $152,890, plus applicable taxes, to be included in
the 2025 Capital Budget; and
THAT staff be authorized to purchase two ambulances from Crestline
Coach Ltd. and associated power -load equipment from Stryker Canada to
be included in the 2026 capital budget; and
THAT staff determine the number of ambulances to be declared surplus in
2025 and 2026, once operational needs are identified, and that disposal
be done in accordance with the Asset Disposal Policy.
Motion Carried.
6.7 Director of Financial Services/Treasurer - 2024 Quarter 2 Financial
Review
The Director of Financial Services/Treasurer presented the report that
provides information related to the performance of Budget to Actual up to
the end of June 2024.
Moved by: Councillor Hentz
Seconded by: Councillor Leatham
Page 6 of 232
RESOLVED THAT the report titled "2024 Quarter 2 Financial Review"
from the Director of Financial Services/Treasurer dated September 24,
2024 be received and filed.
Motion Carried.
7. Council Correspondence
7.1 Items for Consideration
7.1.1 Letter from Amy Martin, Chairperson of the South Central Ontario
Region Economic Development Corporation (SCOR EDC) Board
of Directors requesting support of a resolution for continued
transit funding.
Moved by: Councillor Couckuyt
Seconded by: Councillor Noble
WHEREAS the County of Brant, Middlesex County, Municipality of
Strathroy Caradoc, Norfolk County, Town of Tillsonburg, Municipality of
East Zorra Tavistock, Grey County, Perth County, City of Stratford,
Municipality of Lambton Shores, and Wellington County have
successfully utilized government funding to create and sustain local
community transit through Southwest Community Transit; and
WHEREAS 85,000 riders have utilized the Southwest Community
Transit services in the first half of 2024 alone, demonstrating significant
community reliance on these services; and
WHEREAS the economic impact of this transit system is estimated to
be $748,800,000 annually, largely due to its role in providing
transportation to employment opportunities; and
WHEREAS the current funding for this critical small urban and rural
inter -community transit service is set to expire in March 2025, putting
the sustainability of the service at risk:
THEREFORE BE IT RESOLVED THAT the Council of the Corporation
of the County of Elgin urges the provincial government to continue
funding Southwest Community Transit beyond March 2025 to ensure
the ongoing viability of this essential service for small urban and rural
Ontario; and
BE IT FURTHER RESOLVED THAT this resolution be circulated to the
County of Brant, Middlesex County, Norfolk County, Oxford County,
Municipality of Strathroy Caradoc, Town of Tillsonburg, Municipality of
East Zorra Tavistock, Perth County, City of Stratford, Municipality of
Lambton Shores, Wellington County, Bruce County, Municipality of
Bayham, Municipality of Thames Centre and other relevant
stakeholders for their support and advocacy.
Motion Carried.
7.2 Items for Information (Consent Agenda)
Moved by: Councillor Noble
Seconded by: Councillor Widner
RESOLVED THAT Correspondence Items #7.2.1 - 7.2.3 be received and
filed.
Motion Carried.
Page 7 of 232
7.2.1 Letter from Minister of Transportation regarding the County of
Elgin's delegation at the 2024 Association of Municipalities of
Ontario (AMO) Conference.
7.2.2 Letter from the Oxford County Chief Administrative Officer
providing notice of Oxford County's intention to resign from the
South Central Ontario Region Economic Development
Corporation (SCOR EDC).
7.2.3 Letter from Town of Aylmer Mayor Jack Couckuyt regarding
centralized planning services at the County of Elgin.
8. Other Business
8.1 Statements/Inquiries by Members
8.1.1 Councillor Giguere - Terrace Lodge Comforts of Home Campaign
Bowling Tournament
Councillor Giguere thanked Councillors for participating in the recent
Terrace Lodge Bowling Tournament. She emphasized that the
demonstration of Council's support of the campaign was important to
the community. She shared that the event raised $14,000 and the
campaign goal has now been successfully reached. Councillor
Couckuyt noted that the Town of Aylmer raised the most funds, and
thanked Town of Aylmer Councillor Chapman for leading the
fundraising efforts.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
9. Closed Meeting Items
Moved by: Councillor Giguere
Seconded by: Councillor Couckuyt
RESOLVED THAT we do now proceed into closed meeting session in
accordance with the Municipal Act to discuss the following matters under
Municipal Act Section 239 (2):
Closed Meeting Item #1 - Closed Meeting Minutes - September 10, 2024
Closed Meeting Item #2 - Lease Renewals - County Administration Building
(c) a proposed or pending acquisition or disposition of land by the municipality or
local board.
Motion Carried.
9.1 Closed Meeting Minutes - September 10, 2024
9.2 Manager of Corporate Facilities - Lease Renewals — County
Administration Building
10. Motion to Rise and Report
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Closed Meeting Minutes - September 10, 2024
Page 8 of 232
Moved by: Councillor Sloan
Seconded by: Deputy Warden Jones
RESOLVED THAT the September 10, 2024 Closed Meeting Minutes be adopted.
Motion Carried.
Closed Meetina Item #2 - Lease Renewals - County Administration Buildin
Moved by: Councillor Widner
Seconded by: Councillor Leatham
RESOLVED THAT the confidential report titled "Lease Renewals - County
Administration Building" from the Manager of Corporate Facilities dated
September 24, 2024 be received and filed; and
THAT Elgin County Council approve a new commercial one-year term Lease
Agreement between Carol Hawthorne and Elgin County in relation to Suite 345-1
commencing May 1, 2024; and
THAT Elgin County Council approve a new commercial two-year term Lease
Agreement between Alzheimer Society Elgin -St. Thomas, and Elgin County in
relation to Suites 229, 232 and 237-1 and storage room 344 commencing May 1,
2024-land
THAT Elgin County Council approve a new commercial two-year term Lease
Agreement between 1342961 Ontario Inc (John Hogan Law Office), and Elgin
County in relation to Suite 313 commencing May 1, 2024; and
THAT the Warden and Chief Administrative Officer be authorized to execute
these agreements.
Motion Carried.
11. Motion to Adopt Recommendations from the Committee of the Whole
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
RESOLVED THAT we do now adopt recommendations of the Committee of the
Whole.
Motion Carried.
12. Consideration of By -Laws
12.1 By -Law No. 24-34 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the September 24, 2024 Meeting.
Moved by: Councillor Leatham
Seconded by: Councillor Sloan
RESOLVED THAT By -Law No. 24-34 be now read a first, second, and
third time and finally passed.
Motion Carried.
13. Adjournment
Moved by: Councillor Sloan
Seconded by: Councillor Couckuyt
RESOLVED THAT we do now adjourn at 11:18 a.m. to meet again on October 8,
2024 at 9:00 a.m.
Page 9 of 232
Motion Carried.
Blaine Parkin, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
Page 10 of 232
Elgin County Council
Special Meeting Minutes
October 2, 2024, 9:00 a.m.
Masonic Centre of Elgin
42703 Fruit Ridge Line
St. Thomas ON
Members Present: Warden Ed Ketchabaw
Deputy Warden Grant Jones
Councillor Dominique Giguere
Councillor Mark Widner
Councillor Mike Hentz
Councillor Richard Leatham
Members Absent: Councillor Jack Couckuyt
Councillor Andrew Sloan
Councillor Todd Noble
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Nicholas Loeb, Director of Legal Services
Michele Harris, Director of Homes and Seniors Services
Brian Masschaele, Director of Community & Cultural Services
Amy Thomson, Director of Human Resources
Jennifer Ford, Director of Financial Services/Treasurer
Peter Dutchak, Director of Engineering Services
Mat Vaughan, Director of Planning and Development
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Katherine Thompson, Manager of Administrative
Services/Deputy Clerk
1. Call to Order
The meeting was called to order at 9:33 a.m. with Warden Ketchabaw in the
chair.
2. Adoption of Minutes
None.
3. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
4. Presenting Petitions, Presentations and Delegations
None.
5. Committee of the Whole
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
o r.T a 1i11i1[=ZY6111TaUTlT610
Motion Carried.
6. Reports of Council, Outside Boards and Staff
Page 11 of 232
6.1 Michael Howes, Managing Director 2WA Consulting - Elgin County
Strategic Plan Staff Input - Mission, Vision, Values, and Strategy
Michael Howse split Council and Executive Leadership Team Members
into small groups to discuss the proposed Mission, Vision, Values, and
Proposed Strategies developed utilizing feedback from the first joint
Council/Staff Strategic Planning Session. The small groups also reviewed
feedback from County Staff. The groups indicated which parts of the
strategy they liked, and what changes needed to be made. The group will
meet again to discuss collated content.
7. Council Correspondence
7.1 Items for Consideration
None.
7.2 Items for Information (Consent Agenda)
None.
8. Other Business
8.1 Statements/Inquiries by Members
None.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
9. Closed Meeting Items
None.
10. Motion to Rise and Report
None.
11. Motion to Adopt Recommendations from the Committee of the Whole
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT we do now adopt recommendations of the Committee of the
Whole.
Motion Carried.
12. Consideration of By -Laws
12.1 By -Law No. 24-35 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the October 2, 2024 Meeting.
Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT By -Law No. 24-35 be now read a first, second, and
third time and finally passed.
Motion Carried.
13. Adjournment
RESOLVED THAT we do now adjourn at 12:14 p.m.
2
Page 12 of 232
Blaine Parkin, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
Page 13 of 232
ElginCounty
Report to County Council
From: Seanin Steele, Digital Services Librarian
Brian Masschaele, Director of Community and Cultural Services
Date: October 8, 2024
Subject: Launch of the Next Generation of the County's Website
Recommendation(s):
THAT the report titled Launch of the Next Generation of the County's Website from the
Digital Services Librarian and Director of Community and Cultural Services dated
October 8, 2024 be received and filed.
Introduction:
This report informs Council that the next generation of the County's website is now live.
Background and Discussion:
In September 2023, County Council authorized a project to redevelop the County's
websites, including the main site encompassing all departments and specific sites and
for the library, tourism and economic development utilizing the services of Sandbox
Software Solutions. This project is being led by the Digital Services Librarian in tandem
with a task force comprised of key County staff who have provided extensive input
during the development process.
Staff are pleased to report that the next generation of the County's main website at
IIg.'iii1�.� is now live, including the site for the library. Sites for tourism and
economic development remain in development and will be the subject of a future
update. In addition to design updates throughout, major attributes of the site include the
following-
* Integration of accessibility features meeting legislative requirements, including recent
changes to the County's logo and branding;
Page 14 of 232
* Cloud -based hosting through services provided by Sandbox Software Solutions with
increased cyber-security protocols compared to the previous site that was hosted on
County servers.
Sites relating to tourism and economic development remain in development and will be
the subject of a future update to County Council.
Financial Implications:
The Department of Financial Services will provide County Council with a financial
overview of the financial status of this project as part of 2024 budget reporting at a
future meeting.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
® Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
® Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
® Enhancing quality of
programs and services
® Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
Not applicable.
Communication Requirements:
Social media updates relating to the launch of these websites will be released shortly.
Conclusion:
The next generation of the County's website is now live, including the site for the library.
The Digital Services Librarian will lead a demonstration of the site's features.
Page 15 of 232
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Seanin Steele
Digital Services Librarian
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 16 of 232
ElginCounty
Report to County Council
From: Peter Dutchak, Director of Engineering Services
Mike Hoogstra, Manager of Procurement & Risk
Date: October 8, 2024
Subject: Engineering Services — Glen Erie Line Slope Rehabilitations — Contract Award
Recommendation(s):
THAT the contract for Engineering Services associated with the Glen Erie Line Slope
Rehabilitation project, Request for Proposal 2024-P24 be awarded to Planmac
Engineering Inc. in the amount of $252,151.00 (excluding HST); and,
THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the contract.
Introduction:
This report provides details on the Request for Proposal (RFP) that was issued to solicit
proposals from firms to provide engineering services for the Glen Erie Line Slope
Rehabilitation project and seeks Council's approval to award the contract.
Background and Discussion:
An RFP seeking professional services from interested engineering firms was recently
released to provide complete project engineering, reporting, detailed design (including
drawings), tender preparation, inspection and contract administration services to
rehabilitate eight (8) critical slopes along Glen Erie Line (County Road 42) between Plank
Road and Elgin County Road 55 in the Municipality of Bayham.
Glen Erie Line was transferred from the Municipality of Bayham to the County of Elgin in
2004 and was last rehabilitated in 2012. It is 6.96km in length and classified as a rural
collector roadway with an average of 500 vehicles per day.
This engineering assignment will extend over a two-year period in the following two (2)
phase deliverables:
■ Phase 1: Engineering Designs, Tender, Permits and Approvals — 2024-2025
■ Phase 2: Construction Inspection and Contract Administration — 2025
Page 17 of 232
The complete RFP document and all supporting Addenda are attached to this report as
Attachment 1.
Information that was advertised and posted on the County's Bid Portal page
iii�un I[)qd �i��� dt i�u��ei � e�;�M. including RFP dates, proposals submitted and a
complete plan takers list is attached to this report as Attachment 2.
The Evaluation Committee (refer to Attachment 3) used a `Quality Based Selection
Process' utilizing a "two submission method" procurement process in which proposals were
received in two separate submissions. The first submission (part 1) consisting of technical
and qualitative information was evaluated based on the following criteria:
i) Understanding of the Project Goals, Objectives, Scope and Key Issues
ii) Demonstrated Methodology and Approach to Completing Project Tasks and
Deliverables
iii) Project Team, Experience and Qualifications
iv) Firms previous relevant experience
v) Proposed Project Workplan/Schedule and allocation of staff hours and
appropriate resourcing
The second submission (part 2) consisting of the corresponding price information was
reviewed and evaluated only after the information in the first submission had been
evaluated in accordance with the requirements of the RFP document (refer to Attachment
1, Section 3.4).
The firm selected by the Evaluation Committee is Planmac Engineering Inc. The proposal
submitted by Planmac Engineering Inc was the highest scoring qualified proposal and
thus represented the best complete quality submission.
All Proponents that submitted a proposal to the County will be advised of the contract
award and will be offered a debriefing of their individual proposal submission.
Financial Implications:
The total cost for engineering services, construction inspection and contract
administration is $252,151 (excluding HST).
The 2024 Capital Budget included $2.04 million for the project, including engineering
design services. Once a detailed project cost estimate is prepared, supplemental
project investment will be included within the 2025 capital budget to complete the work,
therefore sufficient project amounts exist to fund these services.
Alianment with Strateaic Priorities:
Page 18 of 232
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
None.
Communication Requirements:
A project website will be developed for this project to inform the public and stakeholders
about the project and impacts to traffic.
Conclusion:
As detailed above, the Evaluation Committee completed a `Quality Based' evaluation
and selection process in accordance with Request for Proposal 2024-P24, and
subsequently the proposal submission from Planmac Engineering Inc. was deemed the
successful qualified proponent and is recommended for award.
All of which is Respectfully Submitted
Peter Dutchak
Director of Engineering Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 19 of 232
Attachment 1
ElgunlCaun
ENGINEERING SERVICES
GLEN ERIE LINE SLOPE REHABILITATIONS
REQUEST FOR PROPOSAL
No. 2024-P24
IIII IIII .............
IIII IIIL° IIII IIIII IIILIII' IIII' IIIII IIIII IIII IIII IIIL
Proposals shall be received by the Bidding System no later than:
AUGUST 29, 2024 @ 3:00 p.m. (local time)
Issue Date: August 8, 2024
Documents are available in accessible format and/or with communication supports upon request.
Page 20 of 232
Attachment 1
Engineering Services - Glen Erie Line Slope Rehabilitations
gonCou int RFP No. 2024-P24
►��
DEFINITIONS AND INTERPRETATIONS.......................................................................... 3
SECTION 1.0
- INFORMATION TO PROPONENTS..........................................................
4
1.1
Introduction....................................................................................................
4
1.2
Proposal Format and Delivery .......................................................................
4
1.3
Designated Official.........................................................................................
5
1.4
Questions/ Inquiries......................................................................................5
1.5
Site Tour & Information Meeting....................................................................
6
1.6
Addenda........................................................................................................
6
1.7
RFP Schedule...............................................................................................
6
1.8
Proponent Communications..........................................................................
7
1.9
Proponent Investigations...............................................................................
7
1.10
Notice of No Response..................................................................................
7
SECTION 2.0
- TERMS OF REFERENCE..........................................................................
8
2.1
Introduction....................................................................................................
8
2.2
Project Background.......................................................................................
8
2.3
Consultants Scope of Services......................................................................
8
2.4
General Design Requirements....................................................................
10
2.5
Reporting Schedule.....................................................................................
12
2.6
Project Schedule..........................................................................................
12
2.7
Deliverables.................................................................................................
12
2.8
Information Provided by the County............................................................
12
2.9
Additional Documents, Reports, Attachments .............................................
13
SECTION 3.0
- PROPOSAL REQUIREMENTS...............................................................
14
3.1
Proposal Submissions.................................................................................
14
3.2
Proposal Submission Requirements - Technical Proposal (Part 1)............
14
3.3
Financial Submission Requirements - Financial Proposal (Part 2)..............
16
3.4
Evaluation Process......................................................................................
16
3.5
Evaluation Criteria.......................................................................................
17
3.6
Ratings.........................................................................................................18
3.7
Presentation and Interview..........................................................................
19
SECTION 4.0
- GENERAL CONDITIONS.........................................................................
20
4.1
Rights of the County....................................................................................
20
4.2
Conflict of Interest........................................................................................
21
4.3
Modified Proposals......................................................................................
21
4.4
Disqualification of Proponents.....................................................................
21
4.5
Confidentiality..............................................................................................
21
4.6
Proposal Assignments.................................................................................
22
4.7
Procurement Policy......................................................................................
22
4.8
Failure to Perform........................................................................................
22
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4.9
Award and Agreement.................................................................................
22
4.10
Insurance Requirements.............................................................................
22
4.11
Indemnification.............................................................................................
23
4.12
WSIB Requirements....................................................................................
23
4.13
Compliance with the Accessibility for Ontario with Disabilities Act 2005 .....
24
4.14
Disqualification.............................................................................................24
4.15
Record and Reputation................................................................................
24
4.16
Proponent's Costs.......................................................................................
25
4.17
Legal Matters and Rights of the County ......................................................
25
4.18
Human Rights, Harassment and Occupational Health and Safety ..............
26
4.19
Covid-19 Pandemic.....................................................................................
26
4.20
Clarification..................................................................................................
27
4.21
Supplementary Information..........................................................................
27
4.22
Default / Non-Performance..........................................................................
27
APPENDIX A - SAMPLE AGREEMENT........................................................................... 28
APPENDIX B -ADDITIONAL DOCUMENTS.................................................................... 33
FA
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DEFINITIONS AND INTERPRETATIONS
The following definitions apply to the interpretation of the Request for Proposal Documents;
1. "Addenda or Addendum" means such further additions, deletions, modifications or other
changes to any Request for Proposal Documents.
2. "Authorized Person" means;
i. For a Proponent who is an individual or sole proprietor that person.
ii. For a Proponent which is a partnership, any authorized partner of the Proponent.
iii. For a Proponent which is a corporation:
a) any officer of director of the corporation; and
b) any person whose name and signature has been entered on the document
submitted with the Request for Proposal, as having been authorized to
participate in the completion, correction, revision, execution, or withdrawal of
the submission, whether that person is or is not an officer or director.
iv. For a Proponent that is a joint venture, the submission shall be signed by a person
for and on behalf of each joint venture or, if they warrant that they have the authority
vested in them to do so, one person so authorized may sign on behalf of all joint
ventures.
3. "Bidding System" means the County's electronic bid portal website operated by
bids&tendersTm and posted as https:ffelgincounty.bidsandtenders.ca
4. "Consultant" shall have the same meaning as Successful Proponent.
5. "Contract" means the contract arising upon the acceptance of a Proposal and award of the
Contract by the County in accordance with the RFP.
6. "County" refers to the Corporation of the County of Elgin.
7. "Designated Official" refers to the Manager of Procurement & Risk for the County of Elgin.
8. "Proponent" means the legal entity submitting a proposal in response to this RFP.
9. "Proposal" means the Response in the form prescribed by this Request for Proposal
Document and completed and submitted by a Proponent in response to and in compliance
with the Request for Proposal.
10. "Request for Proposal (RFP)" means the document issued by the County in response to
which Proponents are invited to submit a proposal that will result in the satisfaction of the
County's objectives in a cost-effective manner.
11. "Successful Proponent" means the Proponent whose proposal is selected and is awarded
the contract for this RFP by the County.
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SECTION 1.0 - INFORMATION TO PROPONENTS
1.1 Introduction
The County of Elgin is situated in the heart of southwestern Ontario along the north shore of
Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural
zone complemented by industry. The County is an upper -tier municipality comprised of seven
local municipalities (excluding St. Thomas) covering an area of 460,000 acres, with a population
of approximately 52,000 people. For more information on the County and the services we
provide, visit www.el�incount�.ca
The County of Elgin is inviting proposals from Consulting Engineers to undertake the detailed
design, contract document preparation, inspection and contract administration services for the
rehabilitation of eight (8) slopes along Glen Erie Line (County Road 42) between Plank Road
and Elgin County Road 55 in the Municipality of Bayham.
The successful proponent will possess the requisite technical skills to deal with the matters to be
addressed in the following tasks and will be required to work directly with County staff, the public
and other agencies in a professional manner. The firm, in addition to technical qualifications,
must exhibit skills such as timeliness, diplomacy, tact, strong communication ability and an
understanding of the County.
Further information regarding the scope of work is included in Section 2.0.
1.2 Proposal Format and Delivery
Y III IIII'° S S � 1111 III IIISSIII I1 S I% , shall be received by the Bidding System.
Hardcopy submissions not permitted.
All Proponents shall have a Bidding System Vendor account with bids&tendersTm and be
registered as a Plan Taker for this RFP opportunity, which will enable the Proponent to download
the Request for Proposal document, download Addendums, receive email notifications pertaining
to this RFP and to submit their proposal electronically through the Bidding System.
Proponents are cautioned that the timing of their Proposal Submission is based on when the
proposal is RECEIVED by the Bidding System, not when a proposal is submitted, as proposal
transmission can be delayed due to file transfer size, transmission speed, etc.
For the above reasons, it is recommended that sufficient time to complete your proposal
submission and attachment(s) (if applicable) and to resolve any issues that may arise. The closing
time and date shall be determined by the Bidding System's web clock.
Proponents should contact bids&tenders TM support listed below, at least twenty-four (24) hours
prior to the closing time and date, if they encounter any problems. The Bidding System will send
a confirmation email to the Proponent advising that their proposal was submitted successfully. If
you do not receive a confirmation email, contact bids&tenders TM support at
su000rt bidsandtenders.ca.
Late Proposals are not permitted by the Bidding System
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To ensure receipt of the latest information and updates via email regarding this RFP, or if a
Proponent has obtained this RFP document from a third party, the onus is on the Proponent to
create a Bidding System Vendor account and register as a Plan Taker for the RFP opportunity.
Proponents may edit or withdraw their proposal submission prior to the closing time and date.
However, the Proponent is solely responsible to ensure the re -submitted proposal is received by
the Bidding System no later than the stated closing time and date.
The onus unequivocally remains with the Proponent to ensure that the proposal is submitted
electronically prior to the deadline and in accordance with the submission instructions.
The County, its elected officials, employees and agents shall not be responsible for any
liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent,
prior or subsequent to, or by reason of the acceptance, or non -acceptance by the County of any
proposal, or by reason of any delay in the acceptance of any proposal.
The County shall not be liable for any cost of preparation or presentation of proposals, and all
proposals and accompanying documents submitted by the Proponent become the property of
the County and will not be returned. There will be no payment to Proponents for work related to,
and materials supplied in the preparation, presentation and evaluation of any proposal, nor for
the Contract negotiations whether they are successful or unsuccessful.
1.3 Designated Official
For the purpose of this contract Mike Hoogstra, Manager of Procurement & Risk for the County
is the "Designated Official" and shall perform the following functions: releasing, recording, and
receiving proposals, recording and checking of submissions; answering queries from
perspective proponents, considering extensions of time, reviewing proposals received, ruling on
those not completing meeting requirements and coordinating the evaluation of the responses.
1.4 Questions / Inquiries
All inquiries regarding this RFP shall be directed through the Bidding System online by clicking
on the "Submit a Question" button for this bid opportunity. Questions submitted through the
bidding system are directed to the Designated Official.
The deadline for submitting questions is noted in Section 1.7.
If during the period prior to submission of proposals, the County determines, in its sole and
unfettered discretion, that part of the RFP requires formal amendment or clarification, written
addenda to this RFP will be distributed to all registered Proponents.
No clarification requests will be accepted by telephone, fax or in -person meeting. Responses to
clarification requests will be provided to all interested parties. Inquiries must not be directed to
other County employees or elected officials.
Directing inquiries to other than the Designated Official may result in your submission being
rejected.
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1.5 Site Tour & Information Meeting
A mandatory site tour is not required as part of this RFP. Proponents shall make themselves aware
of the site in enough detail to ensure the assignment can accurately be scoped and bid upon.
1.6 Addenda
The County, may at its discretion, amend or supplement the RFP documents by addendum at
any time prior to the closing date. Changes to the RFP documents shall be made by addendum
only. Such changes made by addendum shall be supplementary to and form an integral part of
the RFP documents and should be allowed for in arriving at the total cost. The County will make
every effort to issue all addenda no later than three (3) days prior to the closing date.
Proponents shall acknowledge receipt of any addenda through the Bidding System by checking
a box for each addendum and any applicable attachment.
It is the sole responsibility of the Proponent to have received all Addenda that are issued.
Proponents should check online at https://eigincounty.bidsandtenders.ca/Module/Tenders/en
prior to submitting their proposal and up until the RFP closing time and date in the event
additional addenda are issued.
If a Proponent submits their proposal prior to the RFP closing time and date and an addendum
has been issued, the Bidding System shall WITHDRAW the proposal submission and the bid
status will change to an INCOMPLETE STATUS and Withdraw the proposal. The Proponent
can view this status change in the "MY BIDS" section of the Bidding System.
The Proponent is solely responsible to:
• make any required adjustments to their proposal; and
• acknowledge the addenda; and
• Ensure the re -submitted proposal is RECEIVED by the Bidding System no later than the
stated RFP closing time and date.
The Proponent shall not rely on any information or instructions from the County or a County
Representative except the RFP Documents and any addenda issued pursuant to this section.
1.7 RFP Schedule
The RFP process will be governed according to the following schedule. Although every attempt
will be made to meet all dates, the County reserves the right to modify or alter any or all dates at
its sole discretion by notifying all Proponents through the bidding system.
Issue RFP: August 8, 2024
Last Date for Questions: August 22, 2024
RFP Close: August 29, 2024
Interviews/Presentations: If required, TBD
Award of Contract: September 24, 2024*
*Dates noted above are an approximation only and are subject to change.
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1.8 Proponent Communications
Each Proponent is solely responsible to ensure that all contact information for the Proponent is
accurate and updated at all times during the RFP process. Proponents may update or revise
their contact information in their Bidding System Vendor account. All correspondence from the
County to a Proponent will be issued through the Bidding System.
1.9 Proponent Investigations
Each Proponent is solely responsible, at its own cost and expense, to carry out its own
independent research, due diligence or to perform any other investigations, including seeking
independent advice, considered necessary by the Proponent to satisfy itself as to all existing
conditions affecting the Proposal for this RFP. The Proponents' obligations set out in this RFP
apply irrespective of any background information provided by the County or information
contained in the RFP Documents or in responses to questions.
The County does not represent or warrant the accuracy or completeness of any information set
out in the RFP Documents or made available to Proponents. The Proponents shall make such
independent assessments as they consider necessary to verify and confirm the accuracy and
completeness of all such information as any use of or reliance by Proponents an any and all
such information shall be at the Proponent's sole risk and without recourse against the County.
1.10 Notice of No Response
If you are unable, or do not wish to provide a proposal, please complete a notice of no response
form in the bidding system. It is important to the County to receive a reply from all Proponents.
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SECTION 2.0 - TERMS OF REFERENCE
2.1 Introduction
This engineering services project is for the detailed design, contract document preparation,
inspection and contract administration services required for the rehabilitation of eight (8) critical
slopes along Glen Erie Line (County Road 42) between Plank Road and Elgin County Road 55
in the Municipality of Bayham in the County of Elgin.
It is the intent of the County to secure an Engineering firm who will be the County's prime
Consultant for this project.
The Consultant and subsequent subconsultants will possess the requisite technical skills to
manage and address the tasks described herein and will be required to work directly with
County staff, the public and other agencies in a professional manner.
2.2 Project Background
Glen Erie Line was transferred from the Municipality of Bayham to the County of Elgin in 2006
and was last rehabilitated in 2012. It is 6.96km in length and classified as a rural collector
roadway with an AADT of 522.
The County of Elgin retained Englobe in 2023 to complete a Visual Slope Inspection Report,
Excess Soil Characterization Report (O.Reg. 406/19), Pavement Design Report and
Geotechnical Engineering Report in preparation for this RFP.
The County intends to Cold -in -Place Recycled Expanded Asphalt Mix (CIREAM) and hot mix
pave this stretch of road in 2026 and is therefore seeking a consultant to complete all
underground, slope stabilization and roadside safety improvements prior to that paving contract.
2.3 Consultants Scope of Services
The scope of work is to provide complete project engineering, reporting, detailed design, tender
preparation, inspection and contract administration services.
The project will also include the review of existing road crossing culverts at each slope location
and design replacement and/or extension solutions. The County of Elgin has completed a
thorough geotechnical study with rehabilitation design recommendations to be incorporated into
the design. The County has also completed a legal survey of the road property, a civil survey of
the project area and has LIDAR imagery available to be utilized by the Consultant. The
Consultant shall review these reports and provide best practices to incorporate them into the
project.
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The Scope of Services are as follows:
• Review all existing materials and conduct a data gap analysis where information is
missing and propose means to fill information gaps as required to complete design
• Complete subsurface utility engineering (SUE)
• Review existing road crossing culverts to determine existing conditions and proposed
replacements as part of the assignment. Wherever possible, trenchless solutions
should be considered to reduce project costs.
o This shall include, but may not be limited to complete hydraulic analysis for each
cross culvert to confirm existing storm capacity — replacements shall be based
upon best practices as recommended by the Consultant and existing conditions
o Address stream bank erosion as referenced in the Englobe Slope Stability
Assessment
• Apply to Long Point Conservation Authority under O.Reg. 41/24 including applicable
reporting requirements
• Apply to Department of Fisheries and Oceans Canada (DFO) as required
• Provide roadside drainage and stormwater management recommendations with
respect to the County's CLI-ECA
o Design of Stormwater system shall be per Design Criteria for Sanitary Sewers,
Storm Sewers and Forcemains for Alterations Authorized under an ECA — v.2.0
— May 31, 2023
• Ensure roadway designed to 100km/h design speed per TAC —review horizontal and
vertical curves — posted 80km/h speed limit
o Balancing of cut/fills to minimize excess material generation encouraged
• Develop typical cross -sections as data allows
o Survey as required to develop fulsome IFT package (please review all existing
survey and LIDAR information)
o Minimum one cross-section per critical slope restoration
• Determine new road property requirements based upon the recommended
rehabilitated slope projections beyond existing road property limits. Create detailed
drawings for each location identifying additional private property acquisition
requirements for County staff to present to landowners.
o The County of Elgin legal department will facilitate land acquisition — Consultant
responsible for drafting R-Plan's through a retained OLS
• Tree removal and preservation plan
• Vegetative restoration plan to encourage long-term bank stability while being low to no
maintenance
• Prepare draft traffic control plan — full road closure is expected due to widening and
schedule consolidation
• Roadside safety improvements to current TAC and MTO standards
o Including but not limited to: signage, Iinepainting, guiderail, etc.
• Construction is proposed to be completed in 2025, with road surface rehabilitation
proposed in 2026 under a separate project.
E
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o Where restoration efforts or excavation is required, the pavement design report
shall be utilized
The purpose of this Contract is therefore to complete all underground works, slope
stability improvements and roadside safety enhancements prior to 2026 asphalt
restoration
The submitted project schedule shall include any and all required pre -engineering investigations,
design work, drawings, tender, applicable permits and approvals throughout 2024 and early
2025. Construction is proposed to be completed during 2025. Therefore, engineering services
under this contract will extend over a 2-year period.
Glen Erie Line (County Road 42) will be closed during construction in 2025 and a signed detour
route will be designed by the Consultant, in accordance with OTM Book 7 with approval by the
County of Elgin.
During the construction phase of the project, the Consultant shall provide construction inspection
and contract administration services and act on behalf of the County to be the direct contact
person for all project inquiries. The Consultant shall determine which activities require full-time
inspection and which activities require part-time inspection. The Consultant shall retain all sub -
consultants required to complete the project including geotechnical subconsultants for quality
assurance.
During the course of the assignment, the Consultant will be required to monitor and report
monthly on changes between the estimated and actual number of staff hours required to
complete the assignment.
All drawings are to be prepared in a digital format using AutoCAD Civil3D version 2018 or later.
All documentation is to be as per the specifications of the Accessibility for Ontarians with
Disabilities Act.
Appropriate requirements of the Municipal Engineers Association Municipal Class Environmental
Assessment (February 2024) must be followed. This is assumed to be an exempt project.
The Proponent shall address all tasks and include the cost for all sub -consultants noted in the
Terms of Reference. The Consultant shall not transfer task(s) or cost of task(s), to the County or
act as a coordinator between the County and any sub -consultant or delete tasks in the RFP. The
upset limit shall be inclusive of all required tasks and sub -consultants identified in these Terms of
Reference.
2.4 General Design Requirements
a) Conduct a project initiation meeting with the Project Team.
b) A topographic survey has been completed in UTM 17N NAD83 CSRS v6-2010, for
the work area, and is included in the RFP package — supplementary survey may be
required as the proponent requires.
10
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c) Investigating, and confirming the present location(s) of all utilities potentially impacted
by the project. Coordinating with the utility companies any possible utility stake outs
and/or relocation as required. Locations of existing utilities to be collected to confirm
the topographic survey's accuracy and to be displayed on design drawings.
d) The Consultant will be required to liaise with and attend a reasonable number of
meetings with the appropriate authorities, including but not limited to: The County of
Elgin, Municipality of Bayham, Long Point Region Conservation Authority, utility
providers (as noted above), and other regulatory agencies, as required, to obtain their
input and requirements for the project. For consistency among Proponents, the
Consultant shall allow for a minimum of three (3) project team meetings (including the
initiation meeting) at the County Administration Building (450 Sunset Drive, St.
Thomas, ON).
e) Review all the available documents and investigate the existing conditions. Conduct a
site investigation to assess the site -specific requirements. Site investigation shall
include assessment for road reconstruction requirements, environmental protection
requirements and the traffic control requirements during construction.
f) Undertake field survey work required for:
o Estimation of quantities
o Assessment of vegetative and underground features
h) Prepare detailed design drawings for construction. Cross sections as required.
Incorporate comments raised by the County, agencies and the Public, where
appropriate. Design drawings to be submitted to the County in a timely fashion for
review and comment.
i) Submit application(s), plans, supporting documentation for any agency/authority
approval, as required. Attend meetings at the offices of the agencies to discuss the
design and provide explanations for the purpose of furthering the application towards
approval. Application fees will be paid by the County.
j) Prepare contract documents (Special Provisions and Form of Tender) for the project
including tender quantities, material lists, specifications and special provisions. The
County's Standard Tender documents will be used for this project. Including a
detailed itemized construction cost estimate.
k) Provide a complete set of drawings in PDF and AutoCAD Civil3D digital formats and
a digital copy of tender documents in Microsoft Word and/or Microsoft Excel format
and one form of tender in Excel Format.
1) The Consultant shall provide the County's Project Manager with a monthly financial
report to accompany invoices, indicating the status of the project with early
identification of any potential financial issues.
11
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m) The Consultant shall acknowledge that any expenditure beyond the upset limit will
require appropriate written approval.
2.5 Reporting Schedule
The reporting schedule will be as follows:
50% drawing submission including completed base plans, road alignment.
100% drawing submission including all detail plans, removals, traffic plans, etc.
Preliminary form of tender and special provisions to be included with the 100%
submission.
Final submission to include stamped tender ready plans, specifications, form of tender and a
detailed construction cost estimate.
2.6 Project Schedule
The anticipated project schedule will be as follows:
➢ Kickoff Meeting October 2024
➢ Design Concept Review December 2024
➢ 100% Design Submission & Construction Estimate January 2025
➢ Tender Ready February 2025
➢ Construction On or before April 2025
2.7 Deliverables
The deliverables for the project are summarized below:
➢ Preliminary and detailed design plans as noted in the Reporting Schedule;
➢ Reports, memos, communications, etc., as may be required during the course of
this assignment;
➢ Approvals and permits from all external agencies for all construction to proceed;
➢ PDF and CAD format drawings and a digital copy of tender documents and form of
tender.
➢ Monthly construction meeting agendas /minutes and progress payment certificates.
2.8 Information Provided by the County
The County will supply the following items:
➢ Access to all available plans and reports (if available);
➢ Standard template for use in preparing specifications and form of tender;
➢ General direction to the Consultant in completing the services and granting of
approvals as necessary in a timely fashion;
➢ Review of information and plans prepared by the Consultant and comment in a
timely fashion;
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➢ Other documentation as available.
2.9 Additional Documents, Reports, Attachments
Please refer to Appendix B for all additional documents, reports and attachments relating to this
Request for Proposal.
13
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SECTION 3.0 - PROPOSAL REQUIREMENTS
3.1 Proposal Submissions
Y III IIII'° S S �IIII III IIISSIII IY S I1% , shall be received by the Bidding System.
The Proposal Submission shall comprise of two (2) separate proposal submission files as
detailed in section 3.2
Hardcopy submissions not permitted.
This RFP is a two -stage submission and requires that pricing be included separately as Part 2.
Any submissions which contain pricing information in the Technical Proposal (Part 1) will be
rendered informal and will be disqualified. All information related to fees/pricing must be
submitted in Part 2 only.
Failure to include the submission requirements may result in your proposal being disqualified.
3.2 Proposal Submission Requirements — Technical Proposal (Part 11
Proponents shall upload a PDF Proposal Submission to the Bidding System.
The submission shall be no longer than fifteen (15) single sided pages (Arial 12 font or
equivalent), excluding the Curricula Vitae. The submission should include all of the
information listed in this Technical Proposal Requirements section.
Each response to a request should clearly identify the section of this RFP to which it is
responding (by number and heading). The Proponent should provide information of sufficient
scope and depth to demonstrate the ability of the Proponent to deliver the services described in
this RFP.
Information submitted is subject to verification, and further pertinent information may be obtained
from references.
The proposal submissions must include at a minimum the following information and
shall be submitted in the same sequence in order to be considered responsive.
a) Section A: Overview
A narrative demonstrating the firm's understanding of the full scope of services, reasons
why the Proponent is interested in taking on this project and its familiarity with the County.
b) Section B: Work Program
Provide a detailed project work plan summarizing the approach and methodology for the
specific tasks proposed. The work plan shall include resources necessary to meet the
project objectives and shall indicate the tools and techniques that will be used to ensure
the project remains on budget and on schedule. The Proponent shall identify issues and
risks associated with the project, including deviations to the project plan and how they
would handle and manage the risks through the course of the project.
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The work plan is subject to review and must be agreed upon by the County prior to final
award, and commencement of the assignment.
c) Section C: Project Team — Own Personnel
Identify the Project Team proposed for the assignment. For each member of the Project
Team, confirm if the individual is a full-time, permanent employee of the Proponent and
the estimated number of hours allocated to accomplish each task by staff person in a
detailed time -task matrix.
Provide a complete company profile including the resumes and relevant experience
(while employed by the proponent) of the proposed project manager. Provide
confirmation that the individuals that will serve as the key personnel for the duration of the
project assignment are available to work on this project. Provide prime consultant contact
info for the Project Manager last two completed projects.
d) Section D: Project Team — Specialist Consultants
Identify the other members of the Project Team proposed for the assignment. For each
member of the Project Team, identify specific role/specialty, the individual responsible,
and their specific experience as it pertains to this assignment.
Describe the organization of the Project Team. Demonstrate the experience and
capability of the members of the Project Team. Provide resumes for all members of the
project team clearly indicating that the personnel have experience in the provision of the
Scope of Services; identification of the personnel's education qualifications, professional
affiliations, years of experience in the field, and the number of years with the firm. It is
important that your Project Team show a proven track record in designing and detailing
similar facilities and show foresight in resolving problems before construction starts.
Provide confirmation that the individuals that will serve as the key personnel for the
duration of the project assignment are available to immediately commence on this
project.
e) Section E: Project Schedule
Provide a comprehensive project timeline / schedule in the form of a Gantt chart (or
equal) which identifies the proposed scheduling of all major project tasks as identified in
the Terms of Reference including scheduling of all milestones and any scheduling
dependency relationships between activities, tasks and/or phases of the project. Indicate
any possible areas that have flexibility to provide time and cost savings.
f) Section F: Client References
Provide at least three (3) references the County may contact. References should be from
sources of similar project experience relevant to the requirements of this project and
include projects where various timelines and schedules were managed simultaneously
and the timeline and budget were met to deliver a successful project. Where the budget
and timeline were not met, include details regarding the challenges faced and the
workarounds utilized in order to complete the project.
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3.3 Financial Submission Requirements - Financial Proposal (Part 2)
Proponents are required to complete the electronic Pricing Forms in the Bidding System. The
total cost including disbursements and miscellaneous costs for the work proposed shall be
considered in the upset limit. Fees & expenses shall not include contingencies or HST.
The proposal must clearly state which services are not included in your financial pricing
submission.
Part 2 will only be unsealed if Technical Proposal (Part 1) scores a minimum of 56 points out of
a possible 80 points (70%) by the evaluation team.
3.4 Evaluation Process
This is a multi -stage evaluation process that considers both the qualifications of the Proponent
and price.
Phase I: Technical Proposal
Phase I of this RFP requires that vendors respond to the Technical Proposal
Requirements listed in section 3.2.
During this phase of the evaluation process, submissions will be reviewed and
evaluated by an evaluation committee through a consensus method based on the
evaluation criteria set out in section 3.5.
The disclosure of the allocated weightings for each category/criteria is provided to
assist Proponents in preparing a submission that best meets the requirements of
the County.
Only submissions which score a minimum of 56 points out of a possible 80
points (70%) in Phase I will have met the established threshold and pass to
Phase 11 and will be given further consideration for award.
Phase II: Financial Proposal
Only those Proponents who have met the established threshold will enter into
Phase 11. If the Proponent does not meet the minimum criteria, they will not
be considered for Phase II or any subsequent award. Pricing will be unsealed
and will be calculated according to the example in section 3.6.
Each proposal will be evaluated on its clarity and the demonstrated understanding of the Project
requirements, the services proposed and timeframes, as well as the proponent's experience and
the anticipated benefit to Elgin County. A short list of firms may be created for purposes of an
interview or presentation, should this be required. Proponents may be contacted to explain or
clarify their proposals; however, they will not be permitted to alter information as submitted.
An Evaluation Committee will be established from members of the County or any others as
deemed necessary.
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Proposals will be evaluated on the basis of all information provided by the Proponent. Each
proposal will be reviewed to determine if the proposal is responsive to the submission
requirements outlined in the RFP. Failure to comply with these requirements may deem the
proposal non -responsive.
Selection of a proposal will be based on (but not solely limited to) the following criteria and any
other relevant information provided by the Proponent at the time of submission as well as any
additional information provided during subsequent meetings with the Proponent.
In recognition of the importance of the procedure by which a Proponent may be selected, the
following criterion outlines the primary considerations to be used in the evaluation and
consequent awarding of this project (not in any order). The County reserves the right to
evaluate and rank each submission using criterion noted. Actual scores will be confidential.
The County reserves the right to request confidential references for any of the proponent's
projects listed, as well as any of the proponent's other projects, and factor the ratings from all
references, whether completed or in progress.
3.5 Evaluation Criteria
Submissions will be evaluated by an evaluation committee based on the following categories.
The disclosure of the allocated weightings for each category is provided to assist in preparing a
proposal that best meets the requirements of the County.
By responding to this RFP, Proponents agree to accept the decision of the evaluation
committee as final.
Proposals will be evaluated based on the following weighted evaluation factors:
Maximum
Rated Criteria
Weight
Points
PHASE 1 — TECHNICAL PROPOSAL
Understanding of the Project
15
Understanding of the Project Goals, Objectives, Scope and Key Issues
Methodology and Approach to Project Tasks, Deliverables and
20
Consultation
Demonstrated Methodology and Approach to Completing Project Tasks
and Deliverables
Project Team and Experience
20
Project Manager, Experience and Qualifications
Key Team Members and Sub Consultants (if any), Experience and
Qualifications
Firm Experience
15
Firms previous relevant experience
Project Workplan (Time/Task Matrix) and Project Schedule
10
Proposed Project Workplan and Schedule and allocation of staff hours
and appropriate resourcing
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PHASE 2 — FINANCIAL PROPOSAL
Fees / Pricing / Total Overall Cost 1 20 1
TOTAL CUMULATIVE POINTS 1 100 POINTS
3.6 Ratings
The following ratings will be used to evaluate the technical portion of the RFP process. For
consistency, the table below describes the characteristics attributable to particular scores between
0-10.
0
Unacceptable
Did not submit information
1
Very Poor
Information provided does not meet any requirements
2
Poor
Barely meets some requirements, does not meet others.
3
Weak
Minimally addresses some, but not all of the requirement of the
scope. Lacking in critical areas
4
Below
Addresses most of the requirements of the criteria to the minimum
Average
acceptable level. Lacking in some areas.
Somewhat
Addresses most, but not all, of the requirements of the criteria to the
5
Satisfactory
minimum acceptable level. May be lacking in some areas that are
not critical.
6
Satisfactory
Adequately meets most of the requirements of the criteria. May be
lackingin some areas that are not critical.
7
Good
Meets all requirements of the criteria.
8
Very Good
Somewhat exceeds the requirements of the criteria.
9
Excellent
Exceeds the requirements of the criteria in ways that are beneficial.
10
Outstanding
Proposal exceeds the requirements of the criteria in superlative
ways / very desirable.
The firms achieving the minimum score identified will be shortlisted and Phase 2 of the
evaluation will be unsealed for consideration.
The lowest cost proposed shall be awarded the full amount of points available for the fee portion
of the evaluation. All higher proposals shall be awarded points, rounded to the closest full point
for the cost portion of the evaluation by the following:
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Lowest Cost = Proposed Cost x Maximum Points = Total Cost Points.
It should be emphasized that pricing/cost is only one of the factors being considered in
determining the successful Proponent.
In submitting a proposal, the Proponent acknowledges the County's right to accept other than
the lowest priced proposal and expressly waives all rights for damages or redress as may exist
in common law stemming from the County's decision to accept a proposal which is not the
lowest price proposal, if it is deemed to be in the County's best interest to do so.
All qualified proposal submissions will be reviewed and evaluated. Additional information may be
requested if necessary.
Only the proposal response and Curricula Vitae requested will be evaluated. Proponents must
include all relevant information in the required page limit restriction identified in section 3.2.
3.7 Presentation and Interview
The County may have the two highest scoring Proponents attend an interview to present the
evaluation team with additional insight into the Proponent's ability to meet the requirements as
requested in the RFP. The County reserves the right to interview more or fewer than two
Proponents based on the scoring results. Note- If the County elects to interview short listed
proponents, the proposed Project Manager is required to attend.
The interviews would be conducted by the representatives of the Evaluation Committee via a
virtual meeting. Senior staff members to be assigned to this project must attend the meeting.
Presentations shall follow this general format:
➢ Introduction of Proponents Project Team (5 minutes)
➢ Proponent Presentation of the Proposal (15 minutes)
➢ Questions from Interview Committee (5 minutes)
➢ Questions from Proponents (5 minutes)
The Proponents will be notified of the final format and exact date and time for interviews /
presentations in advance.
For the interview portion of the evaluation (if required), the County of Elgin will be using the
rating criteria shown below and will evaluate each short-listed Proponent only.
Interview Criteria and Weighting (Second Stage if required):
Criteria Category
Weighted Points
Presentation
25
The score from the proposal evaluations and the Interview will be combined to determine an
overall score.
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SECTION 4.0 - GENERAL CONDITIONS
4.1 Riahts of the Coun
The County is not liable for any costs incurred by the Proponent in the preparation of their
response to the RFP or selection interviews, if required. Furthermore, the County shall not be
responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by
any Proponent, prior or subsequent to, or by reason of the acceptance, or non -acceptance by
the County of any proposal or by reason of any delay in the award of the contract.
The County reserves the right to accept any proposal, in whole or in part, that it feels most fully
meets the selection criteria. Therefore, the lowest cost proposal, or any proposal may not
necessarily be accepted. County staff shall evaluate all compliant proposals received by the
closing time and make evaluations and recommendations for acceptance.
The County reserves the right to request specific requirements not adequately covered in their
initial submission and clarify information contained in the Request for Proposal.
The County reserves the right to modify any and all requirements stated in the Request for
Proposal at any time prior to the possible awarding of the contract.
The County reserves the right to cancel this Request for Proposal should the project not be
approved, without penalty or cost to the County.
The County reserves the right to cancel this Request for Proposal at any time, without penalty or
cost to the County. This Request for Proposal should not be considered a commitment by the
County to enter into any contract.
The County reserves the right to enter into negotiations with the selected Proponent. If these
negotiations are not successfully concluded, the County reserves the right to begin negotiations
with the next selected Proponent.
Proposals shall remain open and subject to acceptance for a period of ninety (90) days from
closing date.
In the event of any disagreement between the County and the Proponent regarding the
interpretation of the provisions of the Request for Proposal, the Director of Financial Services or
an individual acting in that capacity, shall make the final determination as to interpretation.
No proposal shall be accepted from any person or Proponent who, has a claim or has instituted
a legal proceeding against the County or against whom the County has a claim or has instituted
a legal proceeding, without the prior approval of County Council. This applies whether the legal
proceeding is related or unrelated to the subject matter of this RFP.
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4.2 Conflict of Interest
The Proponent declares that no person, firm or corporation with whom or which the Proponent
has an interest, has any interest in this RFP or in the proposed contract for which this proposal is
made.
The Proponent further declares that no member of the Council of the County and no officer or
employee of the County will become interested directly or indirectly as a contracting party,
partner, shareholder, surety, or otherwise in or in the performance of the Contract or in the
supplies, work or business to which it relates, or in any portion of the profits thereof, or in any of
the money to be derived there from.
Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the
Proponent must disclose this information to the County prior to the submission of a proposal.
The County may, at its discretion, delay any evaluation or award until the matter is resolved to
the County's satisfaction. The County may allow a conflict of interest or potential conflict of
interest to exist if it is satisfied that there are adequate safeguards in place and if the County
determines that it is in its best interests to do so.
The County reserves the right to disqualify a proposal where the County believes a conflict of
interest or potential conflict of interest exists.
4.3 Modified Proposals
In the event that a preferred proposal does not entirely meet the requirements of the County, the
County reserves the right to enter into negotiations with the selected Proponent, to arrive at a
mutually satisfactory arrangement and to make any modifications to the proposal as are in the
best interests of the County.
4.4 Disqualification of Proponents
More than one Proposal from an individual firm, partnership, corporation or association under the
same or different names will not be considered. A Proponent shall not discuss or communicate,
directly or indirectly with any other Proponent, any information whatsoever regarding the
preparation of its own Proposal or the Proposal of the other Proponent. Proponents shall prepare
and submit Proposals independently and without any connection, knowledge, comparison of
information or arrangement, direct or indirect with any other Proponent. Collusion between
Proponents will be sufficient for rejection of any Proposals so affected.
4.5 Confidentiality
The proposal must not be restricted by any statement, covering letter or alteration by the
Proponent in respect of confidential or proprietary information. The County will treat all proposals
as confidential. The County will comply with the Municipal Freedom of Information and Protection
of Privacy Act, and its retention by-law pursuant to the Municipal Act, in respect of all proposals.
All Public Reports approved by the Council of the County will become public information.
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4.6 Proposal Assignments
The successful Proponent will not be permitted to assign or transfer any portion of the proposal
as submitted or the subsequent agreement without prior written approval from the County.
4.7 Procurement Policy
Submissions will be solicited, received, evaluated, accepted and processed in accordance with
the County's Procurement Policy as amended from time to time. In submitting a proposal in
response to this RFP, the Proponent agrees and acknowledges that it has read and will be
bound by the terms and conditions of the County's Procurement Policy. The Procurement Policy
can be viewed on the County's website, www.el�incount�.ca
4.8 Failure to Perform
Failure to comply with all terms and conditions of this proposal, and failure to supply all
documentation, as required herein, shall be just cause for cancellation of the award. The County
shall then have the right to award this contract to any other Proponent or to re -issue this RFP.
4.9 Award and Agreement
The Proponent that fully meets the requirements and scores the highest based on the evaluation
criteria, will be recommended for award. Once the award is made and approved by the County
or County Council, the report recommending such award including the total cost of the awarded
project shall be a matter of public record, unless otherwise determined by Council.
A written agreement, prepared by the County shall be executed by the County and the
successful Consultant. The complete proposal package submitted by the successful proponent,
together with the entire Request for Proposal documents prepared by the County of Elgin, shall
form part of the Agreement (see attached sample of agreement in Appendix A).
4.10 Insurance Requirements
Any agreement resulting from this RFP will contain the following insurance requirements:
a) Comprehensive general liability insurance including bodily injury, property damage
liability, personal injury liability, completed operations liability, blanket contractual liability,
non -owned automobile and shall contain a severability of interest and cross liability clause
to a limit of no less than five million ($5,000,000) dollars in respect to any one occurrence.
The above -mentioned policy shall be endorsed to include the County of Elgin as an
Additional Insured.
b) Professional Liability insurance covering all activities as described in the Proponent's
proposal to a limit of no less than two million ($2,000,000) per claim and in the aggregate.
Such insurance shall provide coverage for errors and omissions made by the professional
in the rendering of, or failure to render, professional services in connection with the
Agreement.
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Upon completion of the work the policy shall remain in force for twelve (12) months. The
Proponent must confirm that any property damage, personal injury or bodily injury
resulting from an error or omission is considered an insurable loss whether coverage is
under the Comprehensive General Liability Policy or the Professional Liability Policy
(Errors & Omissions).
c) Standard OAP 1 Automobile liability policy in the amount of two million ($2,000,000)
dollars.
d) The aforementioned policies of insurance shall contain or shall be subject to the following
terms and conditions:
➢ be written with an insurer licensed to do business in Ontario;
➢ be non-contributing with, and will apply only as primary and not excess to any other
insurance or self-insurance available to Elgin County;
➢ contain an undertaking by the insurer to notify the County in writing not less than sixty
(60) days before any material change in risk or cancellation of coverage.
➢ any deductible amounts shall be borne by the Proponent.
➢ Prior to the execution of the Agreement and within fifteen (15) business days of the
placement, renewal, amendment, or extension of all or any part of the insurance, the
Proponent shall promptly provide Elgin County with confirmation of coverage
insurance and, if required, a certified true copy(s) of the policy(s) certified by an
authorized representative of the insurer together with copies of any amending
endorsements applicable to the Agreement.
4.11 Indemnification
The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers,
County Council, Employees and volunteers from and against any liabilities, claims, expenses,
demands, loss, cost, damages, suits or proceedings by whomsoever made, directly or indirectly
arising directly or indirectly by reason of a requirements of this agreement save and except for
damage caused by the negligence of the County or their employees.
4.12 WSIB Requirements
The successful Proponent shall furnish a WSIB Clearance Certificate rp for to commencement of
work and agrees to maintain their WSIB account in good standing throughout the contract
period.
If the successful Proponent is a self-employed individual, partner or executive officer who does
not pay WSIB premium and is recognized by WSIB as an "independent operator" a letter from
WSIB acknowledging independent contractor status and confirming that WSIB coverage is not
required must be provided to the County of Elgin prior to commencement of work.
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4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005
The Proponent shall ensure that all its employees and agents receive training regarding the
requirements as outlined in the Integrated Accessibility Standards Regulation (Ontario
Regulation 191/11) as well as the Ontario Human Rights Code. The Proponent is responsible to
ensure that all of its employees, volunteers and others for which the Proponent is responsible
are adequately trained.
In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated
Accessibility Standards Regulation (Ontario Regulation 191111), the County requires content
created for the municipality that is to be posted on our website to be provided in a format which
is compliant with WCAG 2.0 Level AA requirements. As required under Section 14 of the
regulation, any content published on our website after January 1, 2012 needs to be compliant
with the WCAG requirements by the timelines set out in the Regulation. It is the successful
Proponent's responsibility to produce the required documents in an accessible format
4.14 Disqualification
The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an
award under this RFP, at any time prior to the execution of the Agreement by the County, if,
➢ the Proponent fails to cooperate in any attempt by the County to verify any information
provided by the Proponent in its proposal;
➢ the Proponent contravenes one proposal per Person or Entity;
➢ the Proponent fails to comply with the laws of Ontario or of Canada, as applicable;
➢ the Proposal contains false or misleading information;
➢ the Proposal, in the opinion of the County, reveals a material conflict of interest;
➢ the Proponent misrepresents any information contained in its proposal.
4.15 Record and Reputation
Without limiting or restricting any other right or privilege of the County and regardless of whether
or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County
may disqualify any proposal from any Proponent, where;
➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the
commercial relationship between the Corporation of the County of Elgin and the
Proponent has been impaired by the prior and/or current act(s) or omission(s) of each
Proponent, including but not limited to:
a) Litigation with the County;
b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County
by the Proponent after the County has made demand for payment;
c) The refusal to follow reasonable directions of the County or to cure a default under a
contract with the County as and when required by the County or it's representatives;
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d) The Proponent has previously refused to enter into an Agreement with the County
after the Proponent's proposal was accepted by the County;
e) The Proponent has previously refused to perform or to complete performance of
contracted work with the County after the Proponent was awarded the contract;
f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a
bid bond, a performance bond, a warranty bond or any other security required to be
submitted by the Proponent on an RFP within the previous five years.
➢ In the opinion of County Council or the Chief Administrative Officer, or their designate,
there are reasonable grounds to believe that it would not be in the best interests of the
County to enter into an Agreement with the Proponent, for reasons including but not
limited to the conviction or finding of liability of or against the Proponent or its officers or
directors and any associated entities under any taxation legislation in Canada, any
criminal or civil law relating to fraud, theft, extortion, threatening, influence peddling and
fraudulent misrepresentation, the Environmental Protection Act or corresponding
legislation in other jurisdictions, any law regarding occupational health or safety or the
Securities Act or related legislation.
4.16 Proponent's Costs
The Proponent shall bear all costs and expenses incurred by the Proponent relating to any
aspect of its participation in this RFP process, including all costs and expenses related to the
Proponent's involvement in;
➢ the preparation, presentation and submission of its proposal;
➢ the Proponent's attendance at the Proponent's meeting;
➢ due diligence and information gathering processes;
➢ site visits and interviews;
➢ preparation of responses to questions or requests for clarification from the County;
➢ preparation of the Proponent's own questions during the clarification process; and,
➢ agreement discussions.
The County is not liable to pay such costs and expenses or to reimburse or compensate a
Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process,
including the rejection of all proposals or the cancellation of the RFP, and including any
negligence of the County in the conduct of the RFP process.
4.17 Legal Matters and Rights of the County
This RFP is not an offer to enter into either a bidding contract (often referred to as "Contract A")
or a contract to carry out the project (often referred to as "Contract B"). Neither this RFP nor the
submission of a proposal by a Proponent shall create any contractual rights or obligations
whatsoever on either the Proponent or the County.
The County may at its sole discretion change or discontinue this RFP process at any time
whatsoever. The County may in its sole discretion enter into negotiations with any person,
whether or not that person is a Proponent or a Short -Listed Proponent with respect to the work
that is the subject of this RFP.
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The County may at its sole discretion decline to evaluate any proposal that in the County's
opinion is incomplete, obscure or does not contain sufficient information to carry out a
reasonable evaluation.
Without limiting the generality of the RFP, the County may at its sole discretion and at any time
during the RFP process;
➢ reject any or all of the Proposals;
➢ accept any Proposal;
➢ if only one Proposal is received, elect to accept or reject it;
➢ elect not to proceed with the RFP;
➢ alter the timetable, the RFP process or any other aspect of this RFP; and
➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject
matter of this RFP.
In addition to and notwithstanding any other term of this RFP, the County shall not be liable for
any damages resulting from any claim or cause of action, whether based upon an action or
claim in contract, warranty, equity negligence, intended conduct or otherwise, including any
action or claim arising from the acts or omissions, negligent or otherwise of the County and
including any claim for direct, indirect or consequential damages, including but not limited to
damages for loss of profit, loss of reputation, injury to property and bodily injury that results from
the Proponents' participation in the RFP process, including but not limited to;
➢ the disclosure of a Proponent's confidential information;
➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or
rejected;
➢ any delays, or any costs associated with such delays, in the RFP process;
➢ any errors in any information supplied by the County to the Proponents;
➢ the cancellation of the RFP; and
➢ the award of the contract to a Proponent other than the Proponent recommended by the
Proposal Review Committee.
4.18 Human Rights, Harassment and Occupational Health and Safety
The successful Proponent shall be required to comply with the County's policies regarding
Human Rights, Harassment in the Workplace and Occupational Health and Safety as well as all
Provincial and Federal laws, regulations and guidelines regarding Human Rights, Harassment in
the Workplace and Occupational Health and Safety.
4.19 Covid-19 Pandemic
The successful Proponent shall comply with current COVID health and safety measures in place
during the term of this contract.
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4.20 Clarification
The County may require the Proponent to clarify the contents of its proposal, including by the
submission of supplementary documentation, or seek a Proponent's acknowledgement of the
County's interpretation of the Proponent's proposal.
The County is not obliged to seek clarification of any aspect of a proposal.
4.21 Supplementary Information
The County may, in its sole discretion, request any supplementary information whatsoever from
a Proponent after the submission deadline including information that the Proponent could or
should have submitted in its proposal prior to the submission deadline. The County is not obliged
to request supplementary information from a Proponent.
4.22 Default / Non -Performance
The County will reserve the right to determine "non-performance" or "poor quality" of service and
further reserves the right to cancel any or all of this contract at any time should the Proponent's
performance not meet the terms and conditions of the RFP upon 30 days written notification to
the Proponent.
"Non-performance" shall mean the failure to meet the complete terms and conditions of this
Contract including, but not limited to, the response time. In the event of such cancellation, the
County retains the right to claim damages as a result of such default.
If the County terminates the Contract, it is entitled to:
a) withhold any further payment to the Proponent until the completion of the work and the expiry
of all obligations under the Contract; and
b) recover from the Proponent any loss, damage and expense incurred by the County by
reason of the default (which may be deducted from any monies due or becoming due to the
Proponent).
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APPENDIX A - SAMPLE AGREEMENT
THIS AGREEMENT made effective this XXXX day of XXXXXXX, 2024.
BETWEEN:
-AND-
CORPORATION OF THE COUNTY OF ELGIN
(hereinafter called "County")
(hereinafter called "Consultant")
OF THE FIRST PART
OF THE SECOND PART
WHEREAS on <Insert Date>, the County issued Request for Proposal No. 2024-P24 and
Addendum No. <X> dated <Insert Date> for Engineering Services — Glen Erie Line Slope
Rehabilitations for the County of Elgin (the "RFP");
AND WHEREAS on <Insert Date> the Consultant submitted a proposal in response to the RFP
(the "proposal");
AND WHEREAS the County wishes to enter into an agreement with the Consultant for the
services, as more particularly described in the RFP Terms of Reference, attached hereto as
Schedule A forming part of this Agreement (the "Services");
NOW THEREFORE, in consideration of the sum of ONE DOLLAR ($1.00) now paid by the
Consultant to the County and performance of the promises, obligations and covenants herein
contained, the receipt and sufficiency of which consideration is hereby irrevocably acknowledged,
the Parties hereto covenant and agree as follows:
ARTICLE 1
The Consultant shall provide the Services set forth in Schedule "1" hereto, including but not limited
to satisfaction of all qualifications and requirements as set forth therein; provided that, if there
should be any conflict between the text of this Agreement and the provisions of the said Schedule
1 ", the text of this Agreement shall prevail.
ORTIM F 7
The County covenants with the Consultant that the Consultant, having in all respects complied
with the provisions of this Agreement, will be paid for and in respect of all the work, at the quoted
prices or lump sum amount as detailed in Schedule <#>.
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ARTICLE 3
The Term of this Agreement is deemed to commence on or about <Insert Date> and expire on
<Insert Date>.
ARTICLE 4
A copy of each of the Terms of Reference (as Schedule 1) and Addendum No. 1 (as Schedule 2)
are hereto annexed and together with the Consultant Proposal, General Conditions, Proposal
Requirements and Information for Proponents relating to the work contemplated herein, even
though not attached, all as listed in the RFP document, form part of and are deemed to be
incorporated into this Agreement.
ARTICLE 5
In case of any inconsistency or conflict between the provisions of this Agreement and the Terms
of Reference or General Conditions or RFP or any other document or writing, the provisions of
such documents shall take precedence and govern in the following order, namely:
a) Agreement;
b) Addenda;
c) Terms of Reference;
d) Consultant Proposal;
e) General Conditions;
f) Proposal Requirements;
g) Information to Proponents.
ARTICLE 6
Either Party may terminate this Agreement at any time, without notice or creation of any right
to compensation or damages, for just cause, which shall include, without limitation,
dishonesty, fraud, willful deceit or failure to properly fulfill the obligations hereunder where
such failure is not remedied within ten (10) days after notice of same is given.
Notwithstanding that set forth immediately above, either Party hereto may terminate this
Agreement, for convenience and without creating any right to compensation or damages, upon
giving at least ninety (90) days written notice to the other Party.
ARTICLE 7
The Consultant shall indemnify and save harmless the County, including it elected officials,
officers, employees and agents and further including their respective heirs, executors,
administrators, and assigns (hereinafter collectively the "Releasees") from and against any and
all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal
costs as between a solicitor and his or her own client), interest, or damages of every nature and
kind whatsoever as arising from the negligence, errors, omissions, fraud, or willful misconduct of
the Consultant, including its officers, employees, servants, agents, and consultants or sub-
29
Page 49 of 232
Attachment 1
Engineering Services — Glen Erie Line Slope Rehabilitations
gonC ou int RFP No. 2024-P24
consultants, or any one or combination of them, as attributable or connected with the
performance, non-performance, or purported performance by the Consultant of any promise,
obligation, or covenant as contemplated by this Agreement, save and except to the extent that
same is attributable to or caused by the negligence of the County, its officers, employees,
servants, agents, or consultants or sub -consultants, or any one or combination of them.
Furthermore, this indemnity shall survive the expiration or termination of this Agreement and
continue thereafter in full force and effect.
ARTICLE 8
This Agreement together with its Schedule constitutes the entire understanding between the
Parties. Any change, addition to, or waiver of the terms hereof must be specifically agreed
upon, in writing, and signed by both Parties. Failure on the part of either Party to insist upon the
strict observance of any of the terms and/or conditions herein shall not operate as a waiver of
such Party's right to require the future observance of any such terms or conditions.
ARTICLE 9
The Consultant declares that it has either investigated for itself the character of the work and all
local conditions that might affect the proposal or acceptance of the work, or that not having so
investigated, it is willing to assume and does hereby assume all risk of conditions arising or
developing in the course of the work which might or could make the work, or any items thereof,
more expensive in character or more onerous to fulfill, than was contemplated or known when
the proposal was made of the Contract signed. The Consultant also declares that it did not and
does not rely upon information furnished by any methods whatsoever, by the County or its officers
or employees, being aware that any information from such sources was and is approximate and
speculative only, and was not in any manner warranted or guaranteed by the County.
ARTICLE 10
Where any notice, direction or other communication is required to be or may be given or made by
one of the parties hereto to the other, it shall be deemed sufficiently given or made if mailed or
delivered in writing to such party at the following addresses:
COUNTY: Corporation of the County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
CONSULTANT:
Either Party may from time to time change its address for service by notice to the other Party as
previously set out.
30
Page 50 of 232
Attachment 1
Engineering Services — Glen Erie Line Slope Rehabilitations
gonCou int RFP No. 2024-P24
For the purposes immediately set forth above, Notices which are served in the manner as set
out above shall be deemed sufficiently given for all purposes of this Agreement, in the case of
those personally served directly upon the Party to be deemed to have been completed upon the
date of service, and in the case of registered mail, on the third postal delivery day following the
mailing of the Notice. Should normal service of mail be interrupted by strikes, slowdown or other
cause, then the Party sending the Notice shall use any similar service which is not been so
interrupted in order to secure prompt receipt of the Notice and for purposes of this Agreement
such service shall be deemed to be personal service.
ARTICLE 11
This Agreement shall not be assigned, in whole or in part, by either Party hereto without the
prior written consent of the other Party.
ARTICLE 12
This Agreement shall be construed and interpreted in accordance with the laws of the Province
of Ontario and, when applicable, the Dominion of Canada.
ARTICLE 13
All obligations under this Agreement shall be considered a separate covenant and any
declaration of invalidity of any such covenant shall not invalidate any other such covenant.
ARTICLE 14
The Contract shall apply to and be binding on the parties hereto, their heirs, executors,
successors, administrators, and assigns jointly and severally.
(Balance of Page Left Blank Intentionally)
31
Page 51 of 232
Attachment 1
Engineering Services — Glen Erie Line Slope Rehabilitations
gonCou int RFP No. 2024-P24
ARTICLE 15
This Agreement may be executed in several counterparts, each of which, when so executed,
shall constitute but one and the same document. This Agreement may also be signed in paper
form, by facsimile signature or by electronic signature in accordance with section 11 of the
Electronic Commerce Act, 2000 (Ontario). It may also be signed, whether or not in counterpart,
scanned to Adobe® Portable Document Format (PDF) and delivered by way of electronic mail.
IN WITNESS WHEREOF the Parties hereto have hereunto set their hands and seals on the day
and at the location indicated below or otherwise caused their corporate seals to be affixed,
attested by the signature of their proper officers, as the case may be.
Date:
Location
Date:
Location
Corporation of the County of Elgin
Per:
Name: Ed Ketchabaw
Position: Warden
Per:
Name: Blaine Parkin
Position: Chief Administrative Officer / Clerk
We have the authority to bind the Corporation
III IIY S III "'III'""'C 0 Iq S U III I I MXV l II >
Per:
Name: _
Position:
I have the authority to bind the Corporation
Page 52 of 232
32
Attachment 1
Engineering Services — Glen Erie Line Slope Rehabilitations
gonCou int RFP No. 2024-P24
APPENDIX B - ADDITIONAL DOCUMENTS
➢ Document 131 — Geotechnical Engineering Report — Slope Stability Assessment (May
21, 2024) - Englobe
➢ Document B2 — Plan of Survey (July 21, 2005) — AGM
➢ Document B3 — Excess Soil Characterization Report (March 27, 2023) — Englobe
➢ Document B4 — Geotechnical and Pavement Investigation (July 26, 2023) — Englobe
➢ Document B5 — Visual Slope Inspection Report (July 27, 2023) — Englobe
➢ Document B6 — Glen Erie Line Culverts (2023 Update)
➢ CAD Files (3)
33
Page 53 of 232
Attachment 1
Addendum No. 1
Request for Proposal No. 2024-P24
Engineering Services for Glen Erie Line Slope Rehabilitations
This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with
all other parts of the Request for Proposal.
The following questions have been received by the County; the County's response follows each
question.
Question 1:
Can the County confirm the presence of underground infrastructure (sanitary sewer, storm sewer,
water distribution mains/services)?
Answer 1:
Refer to the base CAD file posted. The Municipality of Bayham has further clarified water services
from Plank Road. A 2" PVC water line extends along the north and south side of Glen Erie Line
(shown on base survey plan) and services 55094, 55187 and 55253 Glen Erie Line as shown in the
picture below. Intermittent stormwater infrastructure is shown on the base survey plan owned by the
County of Elgin. There is no sanitary servicing on Glen Erie Line. The Consultant will be responsible
to obtain information for all other utilities.
Page 54 of 232
Attachment 1
Addendum No. 1
RFP No. 2024-P24
Question 2:
Can the County confirm what level of Subsurface Utility Engineering is required?
Answer 2:
The County of Elgin would expect SUE Quality Level C given information included on the base plan
and further refined by the Consultant.
Question 3:
Can the County confirm if construction inspection and contract administration requirements include
the roadway rehabilitation work scheduled for 2026?
Answer 3:
No, CIREAM and hot mix paving in 2026 will be a separate contract.
Question 4:
For the sake of fair and equal bidding, can the County identify an assumed number of hours for
construction inspection and contract administration?
Answer 4:
The Consultant shall assume 1,000 inspection hours based on 10 hour working days and 100
working days. Contract Administration shall be a lump sum bid item based on the same.
End of Addendum No. 1
Addendum Issued: August 14, 2024
Total Pages: Two (2)
Regards,
Mike Hoogstra, CPPB I Manager of Procurement & Risk
P: 519-631-1460, extension 129 1 E: y„u�„irglrii,i„g,ca„II„g„ii„i
Page 55 of 232
Attachment 1
Addendum No. 2
Request for Proposal No. 2024-P24
Engineering Services for Glen Erie Line Slope Rehabilitations
This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with
all other parts of the Request for Proposal.
The following questions have been received by the County; the County's response follows each
question.
Question 1:
Can the closing date be extended by 1 week to ensure that we obtain proper quotes from sub-
contractors?
Answer 1:
Please see response to Question # 2
Question 2:
1 — Due to the fact the 2024 construction season is extremely busy with several RFP's out for review,
and related holidays prior to commencement of school in September, we respectfully request an
extension to the closing date for this RFP.
Answer 2:
The County of Elgin hereby extends the closing date to Thursday, September 5th at 3:00:59 PM
(EDT) and reopens the question deadline to Thursday, August 29th at 4:00: 00 PM (EDT) to allow
Consultants additional time to review.
Question 3:
2 — Please confirm if we are to include OILS costs within our RFP related to any required right-of-way
confirmation, widenings or land purchases. The extent of this answer may significantly affect the
quotations we will receive from OILS companies so a specific cost for this matter to include within all
RFP's would be preferred.
Page 56 of 232
Attachment 1
Addendum No.2
RFP No. 2024-P24
Answer 3:
The County of Elgin has provided the base survey plan as part of the RFP.
Per the scope of services, the Consultant shall retain an OLS to aid in draft R-Plan creation for the
purpose of land acquisition to acquire property in vicinity to the critical slopes or roadway widenings
as required by the County.
Consultants shall be able to reasonably assume the number of properties impacted based on critical
slope locations and slope widening recommendations provided by Englobe.
Question 4:
3 — Please confirm we do not require traffic volume or traffic counts and related assessment for this
project.
Answer 4:
The County of Elgin does not require traffic volume or traffic counts as part of this project. The County
of Elgin conducts yearly traffic assessments and as noted in the RFP, Glen Erie Line has an AADT of
522 with 4% heavy vehicles.
Question 5:
4 —We anticipate all engineering companies submitting RFP's will utilize Englobe as their
Geotechnical consultant for Construction administration (CA) services since Englobe prepared all of
the Geotechnical appendix documents. In order to allow us to be consistent in their related
geotechnical CA costs, can you recommend a cost for geotechnical inspection and material testing
services during construction so all RFP's are consistent?
Answer 5:
The County would expect geotechnical subconsultants to be able to accurately scope this work based
on the number of critical slopes identified and potential culvert replacements. The County will
therefore not be providing recommended geotechnical inspection costs.
Question 6:
5 — We note the RFP did not include geotechnical APU or SAP reports as appendices. Is our
submission to include all costs related to preparation of the required geotechnical Excess soil APU
and SAP reports?
Page 57 of 232
Attachment 1
Addendum No.2
RFP No. 2024-P24
Answer 6:
Please reference the Excess Soil Characterization Letter prepared by Englobe March 27, 2023,
whereby it states "Based on Englobe's assessment of the Project Area, Englobe has determined that
the Project Area is outside of an area of settlement as defined in the Planning Act, and can therefore
be considered exempt from Section 8 of O. Reg. 406/19. As a result, the following tasks are not
required for this project-
-Assessment of Past Uses and Sampling and Analysis Plan;
• Soil Sampling at the frequency defined in O. Reg. 406/19;
• Soil Characterization Report;
• Excess Soil Destination Assessment Report;
• Filing on the MECP Excess Soil Registry; and,
• Implementation of a soil tracking system
Due to the number of critical slopes and widenings recommended, the County has assumed this
project to be a net importer of fill material and where materials are unacceptable for re -use under the
roadway can be utilized to further widen slopes within the County RoW.
End of Addendum No. 2
Addendum Issued: August 23, 2024
Total Pages: Three (3)
Regards,
Brandon Robertson I Procurement Officer
P: 519-631-1460, extension 190 E: p,irq,Irii,ir,9 ... q,,
Page 58 of 232
Attachment 2
View Details
Return to the Bids Homepage(https://elgincounty.bidsandtenders.ca/Module/Tenders/en),
Bid Details
Bid Classification:
Bid Type:
Bid Number:
Bid Name:
Bid Status:
Published Date:
Bid Closing Date:
Question Deadline:
Electronic Auctions:
Language for Bid Submissions:
Submission Type:
Submission Address:
Public Opening:
Description:
bidsi&J E ;,I 11 i ,;,";;
Services
Request For Proposal
2024-P24
Engineering Services for Glen Erie Line Slope
Rehabilitations
Closed
Thu Aug 8, 2024 11:45:59 AM (EDT)
Thu Sep 5, 2024 3:00:59 PM (EDT)
Thu Aug 29, 2024 4:00:00 PM (EDT)
Not Applicable
English unless specified in the bid document
Online Submissions Only
Online Submissions Only
No
The County of Elgin is inviting proposals from
Consulting Engineers to undertake the detailed
design, contract document preparation, inspection
and contract administration services for the
rehabilitation of eight (8) slopes along Glen Erie
Line (County Road 42) between Plank Road and
Elgin County Road 55 in the Municipality of
Bayham.
Bid Document Access: Bid document preview, bid opportunity, and award
notices are available on the site free of charge.
Suppliers are not required to register for a bid
opportunity prior to previewing unsecured bid
documents. Please note, some documents may be
secured and you will be required to register for the
bid to download and view the documents. To
obtain an unsecured version of the bid document
and/or to participate in this opportunity, an annual
or aper bid fee must be paid (annual fee -
Page .64)3g�T. per bid fee - $132.04).
Categories: Show Categories [±] Attachment 2
Register for this Bid Download Bid Documents
Documents
File Name
RFP Document
Thursday August 8, 2024 11:36 AM
Proposal Forms (Part 2) VIEWING COPY ONLY
Thursday August 8, 2024 11:41 AM
B1- Slope Stability Assessment
Thursday August 8, 2024 11:18 AM
B2 - Plan of Survey
Thursday August 8, 2024 11:19 AM
B3 - Excess Soils Characterization Report
Thursday August 8, 2024 11:19 AM
B4 - Pavement Design Report
Thursday August 8, 2024 11:20 AM
B5 - Visual Slope Report
Thursday August 8, 2024 11:22 AM
B6 - Glen Erie Line Culverts
Thursday August 8, 2024 11:22 AM
CAD File - Standard
Thursday August 8, 2024 11:23 AM
CAD File - Ex Base
Thursday August 8, 2024 11:24 AM
CAD File - Ex Model
Thursday August 8, 2024 11:34 AM
Addenda
File Name
Addendum No. 1
Wednesday August 14, 2024 12:55 PM
Addendum No.2
Friday August 23, 2024 10:23 AM
Purchasing Representatives
Employee
Em
Hoogstra, Mike
mh
,(mi
Robertson, Brandon
bro
.(mi
Page 60 of 232
Bids Submitted Attachment 2
The following are the unofficial bid results
Company
Contact Results
Denich, Chris
Aquafor Beech Limited
#6-202-2600 Skymark Avenue, Mississauga
Ontario, Canada
L4W5B2
Sharma, Vivek
ConceptDash Inc
#5203, 14 York Street, Toronto
Ontario, Canada
M5J OB1
Team, Pursuit
Kontzamanis Graumann Smith MacMillan
300-865 Waverley St, Winnipeg
Inc.
Manitoba, Canada
R3T 5P4
Engineering Inc, Planmac
Planmac Engineering Inc.
2425 Matheson Blvd East, Mississauga
Ontario, Canada
L4W 5K4
Land, Margaret
Safe Roads Engineering
136 Centre Street, Aurora
Ontario, Canada
L4G 1K1
Vail, Barbaralee
Spriet Associates London Limited
155 York Street, London
Ontario, Canada
N6A 1A8
Plan Takers
The following are the plan takers for the bid
Company
Contact
Ioannides, Natalie
AECOM Canada Ltd.
105 Commerce Valley Drive West, 7th Floor, Markham
Ontario, Canada
L3T 7W3
Denich, Chris
Aquafor Beech Limited
#6-202-2600 Skymark Avenue, Mississauga
Ontario, Canada
L4W5B2
Sharma, Vivek
ConceptDash Inc
#5203, 14 York Street, Toronto
Ontario, Canada
M5J OB1
Rideout, Melinda
ContructConnect
3760 14th Ave 6th floor, Markham
ON, Canada
L3R 3T7
Page 61 of 232
Attachment 2
Team, Pursuit
Kontzamanis Graumann Smith MacMillan
300-865 Waverley St, Winnipeg
Inc.
Manitoba, Canada
R3T 5P4
Kim, Jen
LEA Consulting Ltd.
625 Cochrane Drive, Markham
Ontario, Canada
L3R 9R9
Featherstone, Allison
LGL Limited
2-445 Thompson Drive, Cambridge
Ontario, Canada
N1T 2K7
Furtado, Amy
MTE Consultants Inc.
520 Bingemans Centre Dr, Kitchener
Ontario, Canada
N2B 3X9
Engineering Inc, Planmac
Planmac Engineering Inc.
2425 Matheson Blvd East, Mississauga
Ontario, Canada
L4W 5K4
Land, Margaret
Safe Roads Engineering
136 Centre Street, Aurora
Ontario, Canada
L4G 1K1
Vail, Barbaralee
Spriet Associates London Limited
155 York Street, London
Ontario, Canada
N6A 1A8
Bidopportunities, WSP
WSP Canada Inc.
150 Commerce Valley Drive West, Thornhill
ONTARIO , Canada
L3T 7Z3
Page 62 of 232
Attachment 3
Engineering Services - Glen Erie Line Slope Rehabilitations
Evaluation Committee RFP No. 2024-P24
Evaluation Team Member Position Conflict of
Interest
Peter Dutchak
Director of Engineering Services
No
Andrew Parker
Manager of Roads and Asset Management
No
Mike Hoogstra
Manager of Procurement & Risk
No
Page 63 of 232
ElginCounty
Report to County Council
From: Peter Dutchak, Director of Engineering Services
Mike Hoogstra, Manager of Procurement & Risk
Date: October 8, 2024
Subject: Calton Line Culvert Replacement (Tender No. 2024-T28) — Contract Award
Recommendation(s):
THAT Cassidy Construction London Ltd. be selected to complete the Calton Line
Culvert Replacement, Tender No. 2024-T28 at a total price of $474,779.50, inclusive of
a $35,000 contingency allowance and exclusive of H.S.T.; and,
THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the contract.
Introduction:
At the July 23, 2024 County Council meeting, Council received a report from the
Director of Engineering Services regarding a culvert located on Calton Line, east of
Mitchell Road that requires replacement in 2024. The following recommendations were
approved:
THAT the report titled "Calton Line Culvert Replacement" from the Director of
Engineering Services dated July 23, 2024 be received and filed, and,
THAT staff be authorized and directed to proceed with the replacement of an existing
culvert on Calton Line, immediately east of Mitchell Road at an estimated project cost of
$400, 000 and funded from the "Reserves Capital Projects" account.
Background and Discussion:
A tender was advertised and issued as per the County's Procurement Policy for this
culvert replacement project.
A total of twenty-four (24) contractors downloaded tender documents for this project
from the County's bidding system I[,)..id &t ind p,s. Thirteen (13) contractors submitted
electronic bids for this tender which closed on September 25, 2024.
Page 64 of 232
Bids were received as follows:
Company
Bid Price'
(exclusive of HST)
Cassidy Construction London Ltd.
$474,779.50
Aar -Con Excavating
$536,173.00
Bre-Ex Construction Inc
$538,188.09
598424 Ontario Ltd. o/a R. Russell Construction
$545,598.74
New Day Excavation Inc.
$556,983.00
Gary D. Robinson Contracting Ltd.
$565,100.00
Robert M Simon Construction Ltd
$572,845.02
Anthony's Excavating Central Inc.
$612,430.00
CH Excavating (2013)
$618,516.56
Murray Mills Excavating & Trucking (Sarnia) Ltd.
$633,000.00
Lancoa Contracting Inc.
$842,628.00
AVERTEX Utility Solutions Inc
$864,431.00
Advance Excavating & General Contracting Ltd.
$1,203,622.30
' Inclusive of a $35,000 contingency allowance.
Cassidy Construction London Ltd. submitted the lowest compliant bid for the project at a
total price of $474,779.50 exclusive of HST.
Financial Implications:
The following summary of projected estimated costs is provided for review and will be
confirmed throughout the project:
Culvert Replacement Tender Value $ 474,779.50
Net HST (1.76%) $ 8,356.12
Total Projected Costs' $ 483,135.62
2024 Capital Budget Allocation $ N/A
Transfer from Reserves Capital Projects ($483,135.62)
' Inclusive of a $35,000 contingency allowance.
This project was unplanned and therefore funding is recommended to be allocated from
the Reserves Capital Projects account where sufficient funds exist.
Page 65 of 232
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
Project schedule details will be shared with the Municipality of Bayham.
Communication Reauirements:
A multi -week road closure and detour route will be established to facilitate the project.
Standard project notifications will be issued in advance of the project as well as posting
on the Municipal 511 platform.
Conclusion:
A tender was issued and bids received for a culvert replacement project on Calton Line
(CR45) immediately east of Mitchell Road in the Municipality of Bayham. Work on this
project is expected to commence on October 13 with completion anticipated to be
achieved by December 13, 2024.
As per the County of Elgin's Purchasing Policy, if change orders are required and the
cost increases above the tender amount approved by Council by less than 10%, and the
amount is within the overall budgeted project amount, work will proceed upon
authorization by the Director. However, if the cost increases above the tender amount
approved by Council by more than 10%, the Director will prepare a further report to
Council outlining the expenditures.
All of which is Respectfully Submitted
Peter Dutchak
Director of Engineering Services
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 66 of 232
ElginCounty
Report to County Council
From: Diana Morris, Senior Planner
Date: October 8, 2024
Subject: Municipality of Bayham Official Plan Amendment No. 37, Part of Lot 19,
Concession 8, Municipality of Bayham, 55942 Maple Grove Line
Recommendation(s):
1. THAT the Council of the Corporation of the County of Elgin approves Official Plan
Amendment No. 37 to the Official Plan of the Municipality of Bayham; and
2. THAT staff be directed to provide Notice of this Decision in accordance with the
requirements of the Planning Act.
Introduction:
The Council of the Municipality of Bayham has adopted an amendment to their official plan, known
as Official Plan Amendment Number 37 (OPA No. 37) and they have subsequently forwarded the
amendment to the County of Elgin for approval (see attached). In accordance with Section 17 of
the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a
decision on the adopted amendment in which Council may approve, modify, or refuse to approve
the amendment. If Elgin County fails to make a decision within 120 days after the amendment is
received, any person or public body may appeal to the Ontario Land Tribunal.
This report is intended to provide County Council with the information required to make a decision
on the adopted amendment.
Background and Discussion:
OPA No. 37 was adopted by Municipal Council on August 15, 2024 (By-law No. 2024-048). The
purpose of the amendment is to add a new site -specific sub -section to permit the severance of
an existing dwelling made surplus through farm consolidation. Although severances for surplus
farm dwellings are generally permitted within the Bayham Official Plan, Section 2.1.7.1 of the
Official Plan, requires that consents to sever and conveyance of existing farm dwellings are to be
built and occupied for a minimum of ten (10) years prior to the date of a consent application. In
this case, the existing single -detached dwelling, to be severed as a surplus farm dwelling was
constructed in 2021 to replace the previous and now demolished single detached dwelling built
in 1900 that was inhabitable. The Official Plan Amendment would facilitate a future consent to
sever application for the existing dwelling. As a result, the applicant is seeking exemption from
Section 2.1.7.1 of the Official Plan of the Municipality of Bayham.
Page 67 of 232
The site -specific policy is as follows:
"Notwithstanding Section 2.1.7.1, the dwelling located in Part Lot 19, Concession 8 and
known municipally as 55942 Maple Grove Line, and existing as of August 2024, may be
severed as a surplus farm dwelling, where the existing single -detached dwelling has been
built and occupied for less than a minimum of ten (10) years prior to the date of a consent
application. "
The subject lands are within a Tier 2 Settlement Area in the County of Elgin Official Plan. These
settlement areas are on partial services where limited development is permitted given the
absence of full municipal services. Development on partial services is permitted to allow for
infilling and rounding out of existing development provided that:
a) the proposed development is within the reserve sewage system capacity and water
system capacity; and
b) site conditions are suitable for long-term provision of such services.
The subject lands are designated "Agriculture" on Schedule Al — Land Use in the Municipality of
Bayham Official Plan. The lands are zoned Agricultural (Al) on Schedule A Map No.6 of the
Municipality of Bayham Zoning By-law No. Z456-2003.
The proposal has proceeded through the standard application process, including the preparation,
review, and acceptance of required technical studies and reports, as well as a technical circulation
to statutory review agencies. A public meeting, as required under the Planning Act, was held on
July 18, 2024, prior to Municipal Council's adoption of the OPA. No concerns were raised with
respect to the supporting materials provided, and no objections to the proposal were received by
the public prior to making a decision. The OPA has the support of both municipal staff and council.
County staff have had the opportunity to review the proposal and associated materials against
the requirements of the Planning Act, the Provincial Policy Statement (2020), the County Official
Plan, and Municipality of Bayham Official Plan, and are satisfied that the proposal meets all
relevant requirements and is appropriate for the context of the subject lands.
Financial Implications:
There are no identified direct financial implications to the County with respect to the approval of
the proposal.
Page 68 of 232
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
❑ Ensuring alignment of
® Planning for and
❑ Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
® Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
This amendment will directly impact the Municipality of Bayham.
Communication Requirements:
The Notice of Decision will be sent to the applicant, Municipality of Bayham and those
prescribed under the Planning Act.
Conclusion:
Based on the above analysis it is recommended that County Council approve, OPA No. 37 of the
Official Plan of the Municipality of Bayham, as the modified amendment:
• Is consistent with the Provincial Policy Statement;
• Conforms to the County of Elgin Official Plan, and intent of the Municipality of Bayham
Official Plan; and
• Constitutes good planning.
All of which is Respectfully Submitted
Diana Morris, RPP, MCIP
Senior Planner
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 69 of 232
i1►i111JUISINWA
rfolk NMI* :I;1log /_1NaW_1lk
MUNICIPALITY OF BAYHAM
SUBJECT; 1830567 Ontario Inc,
55942 Maple Grove Line
The following text constitutes
Amendment No. 37 to the Official Plan of
the Municipality of Bayham
i�,��CoP
Page 70 of 232
MUNICIPALITY OF BAYHAM
THIS Amendment was adopted by the Council of the Corporation of the Municipality of Bayham
by By-law No. 2024-048, in accordance with Section 17 of the PLANNING ACT, on the 15tn
day of August 2024.
�, 'ewnOT'S0'm101 i..n nnnnnnnn nnnnn�,
MAYOR
CLERK
Page 71 of 232
THE Council of the Corporation of the Municipality of Bayham, in accordance with the provisions
of the PLANNING ACT, hereby enacts as follows:
1) THAT Amendment No. 37 to the Official Plan of the Municipality of Bayham is hereby
adopted.
2) THAT the Clerk is hereby authorized and directed to make an application to the County
of Elgin for approval of the aforementioned Amendment No. 37 to the Official Plan of the
Municipality of Bayham.
3) THAT no part of this By-law shall come into force and take effect until approved by Elgin
County.
ENACTED AND PASSED this 15t" day of August 2024.
w
MAYOR
Page 72 of 232
1. PURPOSE
The purpose of the Official Plan Amendment is to add a new site -specific sub -section to
permit the severance of an existing single -detached dwelling constructed in 2021 on the
subject lands made surplus through farm consolidation that does not conform to Section
2.1.7.1 of the Official Plan. Currently, Section 2.1.7.1 requires that consents to sever and
convey existing farm dwellings are to have been built and occupied a minimum of ten
(10) years prior to the date of consent application. The existing single -detached dwelling,
to be severed as a surplus farm dwelling, was constructed in 2021 to replace the
previous and now demolished single -detached dwelling built in 1900 that was
uninhabitable and in a state of disrepair. This Official Plan Amendment would facilitate a
future Consent application to sever the existing dwelling.
The Official Plan Amendment will be applicable to lands known as Part Lot 19,
Concession 8 and known municipally as 55942 Maple Grove Line.
The subject lands are characterized as a farmed parcel with a single -detached dwelling
and greenhouse to the east of the residential dwelling. 55942 Maple Grove Line, north
side, and west of Plank Road.
The subject lands can be described as an irregular shaped lot with an approximate lot
area of 10.08 hectares (24.9 acres), an estimated lot frontage of 292.5 metres (959.6
feet) along Maple Grove Line, and an estimated lot depth of 243.0 metres (797.2 feet).
The existing gravel driveway with access to Maple Grove Line currently serves the
existing residential dwelling to be severed. The retained agricultural lands have sufficient
frontage along Vienna Line. The surrounding lands are agricultural in all directions, with
several rural and estate residential lots to the east along Maple Grove Line, as well as
small-scale commercial uses along Plank Road.
The Provincial Policy Statement, 2020 and the Elgin County Official Plan permit surplus
farm dwelling severances where appropriate and where new residential dwellings are
Page 73 of 232
prohibited, which in the Municipality of Bayham is accomplished by way of Conditions of
the Consent to have the owners obtain Zoning By-law Amendment approval from the
Municipality.
Where a farm parcel consisting of an existing residential dwelling is being consolidated
into a farm operation, the Bayham Official Plan only permits that consents to sever and
convey an existing farm dwelling are to have been built and occupied a minimum of ten
(10) years prior to the date of consent application. It is understood that the existing
single -detached dwelling, to be severed as a surplus farm dwelling, was constructed
recently in 2021 to replace the previous and now demolished single -detached dwelling
built in 1900 that was uninhabitable and in a state of disrepair. Given the recently
constructed single -detached dwelling was a replacement of an existing (now
demolished) dwelling built in 1900, the use had already existing for 100+ years and a
new dwelling was simply constructed to replace the old dwelling due to safety concerns.
Therefore, specifically permitting the requested surplus farm dwelling severance by way
of new policy text section indicating the location of the lands and permission for the
severance would be in conformity to the Official Plan.
4. DETAILS OF THE AMENDMENT
a) Section 2.1.7 of the Official Plan of the Municipality of Bayham is hereby amended to
add the following subsection
2.1.7.10 Notwithstanding Section 2.1.7.1, the dwelling located in Part Lot 19,
Concession 8 and known municipally as 55942 Maple Grove Line, and
existing as of August 2024, may be severed as a surplus farm dwelling,
where the existing single -detached dwelling has been built and occupied
for less than a minimum of ten (10) years prior to the date of a consent
application.
Page 74 of 232
ElginCounty
Report to County Council
From: Mat Vaughan, Director of Planning and Development
Date: October 8, 2024
Subject: Population and Employment Projection Update
Recommendation(s):
THAT the report titled "Population and Employment Projection Update" from the Director
of Planning and Development dated October 8, 2024, be received and filed.
AND THAT County Council approves to proceed with hiring Hemson Consulting Ltd., to
update the County's Population and Employment Projections as a Single Source
Procurement as permitted under 4.7(c) of the County's Procurement Policy.
Introduction:
As part of the development of the St. Thomas Psychiatric hospital lands, which now
estimates a population of approximately 7,500 - 15,000 residents (2,000 — 7,000
homes), the County is proposing to undertake a series of studies including, but not
limited to a Transportation Master Plan, and a County -wide Servicing Master Plan. With
such a dramatic change in population and employment estimates, the County's 2023
Population and Employment projection study is required to be updated. Once updated,
the projections will be used to finalize all the studies required in the development of the
hospital lands.
Backaround and Discussion:
As part of the Elgin County Official Plan Review Background Analysis, along with other
studies, the completion of population and employment projections were completed by
Hemson Consulting Ltd. to determine how and where Elgin County would grow.
On November 15, 2023, as part of an update to the Hemson Growth Forecasts and
Land Needs Analysis Report, Hemson Consulting Ltd provided a memorandum analysis
on the effect of the Volkswagen EV batter plant in St. Thomas on the long-term growth
prospects including population, employment and associated land needs. The overall
conclusions of the memorandum were that planned housing growth in Elgin, as well as
Page 75 of 232
planned employment areas, remain an appropriate basis for the County Official Plan
and need not be revised.
In a memorandum dated August 30, 2024, Hemson Consulting Ltd provided comments
on the proposed expansion of the Norman-Lyndale Tier I settlement area in the
Municipality of Central Elgin, which at the time, was based on an increase of 3,000
homes, or 10,000 new residents. The comments were included in a report entitled
"Norman-Lyndale Settlement Boundary Expansion" which was presented to Council on
September 10, 2024. The memorandum was provided to address the need for
additional residential land uses in Central Elgin, and more broadly in the County of Elgin
and City of St. Thomas. The outlook on the long-term growth prospects for the County
and Central Elgin remains consistent with the conclusions of Hemson's two previous
reports Population, Housing and Employment Forecasts and Associated Land Needs
Analysis (2022), and an Update to Hemson Growth Forecasts and Land Needs Analysis
Report (2023).
Based on new information, population projections for the area are now estimated at
7,500 - 15,000 residents (2,000 — 7,000 homes). These new projections tip the scale in
reference to current population and employment projections and now require an update
to the County's 2023 Population and Employment projections.
The immediate need for this updated information, coupled with Hemson Consulting
conducting the original study, has led staff to request County Council to proceed with
hiring Hemson Consulting to update their original projections with the new information
utilizing the Single Source procurement mechanism available in the County's
Procurement Policy. This mechanism permits a continuation of additional and similar
services to be supplied. Based on discussions with Hemson, the estimated cost of the
updated projections is approximately $41,825.00 with a turnaround time of 2-3 months
and receipt of this information as soon as possible is necessary to inform other studies
and keep the Transportation Master Plan that is currently underway on schedule.
Financial Implications:
While the estimated cost of updating the Population and Employment projections is
$41,825.00, staff will be requesting financial support from the province to help facilitate
the future development of the St. Thomas Psychiatric hospital lands.
Alignment with Strategic Priorities:
Page 76 of 232
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
® Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
❑ Delivering mandated
® Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
There are no expected impacts to our LMPs.
Communication Requirements:
N/A.
Conclusion:
Due to the potential impact of the proposed development of the St. Thomas Psychiatric
hospital lands the County's Population and Employment projection study is required to
be updated. To save both time, and money, and due to the urgency of the work to be
completed, staff are recommending that County Council approves a single source
procurement to proceed with hiring Hemson Consulting Ltd., to update the County's
Population and Employment Projections
All of which is Respectfully Submitted
Mat Vaughan
Director of Planning and Development
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 77 of 232
ElginCounty
Report to County Council
From: Blaine G. Parkin, Chief Administrative Officer / Clerk
Mike Hoogstra, Manager of Procurement & Risk
Date: October 8, 2024
Subject: Integrity Commissioner and Closed Meeting Investigator Services — Extension
of Agreement
Recommendation(s):
THAT the report titled "Integrity Commissioner and Closed Meeting Investigator
Services — Extension of Agreement" from the Chief Administrative Officer / Clerk and
Manager of Procurement & Risk dated October 8, 2024 be received; and
THAT the contract with Aird & Berlis LLP for Integrity Commissioner and Closed
Meeting Investigator Services be extended for a 2 '/2 year term to end on May 31, 2027.
Introduction:
This report provides details on the extension of the contract with Aird & Berlis LLP for
Integrity Commissioner and Closed Meeting Investigator Services and seeks Council's
approval to authorize the contract extension for an amended term.
Background and Discussion:
On September 9, 2022 County Council approved the following recommendations:
THAT the contract for Integrity Commissioner, Closed Meeting Investigator and
Municipal Ombudsman be awarded to Aird & Berlis LLP for a two-year term, and,
THAT staff be authorized to extend the contract for an additional two-year term, in
accordance with section 7.6 of the Procurement Policy, subject to satisfactory
performance during the initial two-year contract term, and,
THAT the Warden and Chief Administrative Officer be authorized to sign a contract for
Integrity Commissioner, Closed Meeting Investigator and Municipal Ombudsman
services on terms and conditions acceptable to the County Solicitor and Chief
Administrative Officer.
Page 78 of 232
During recent discussions with Aird & Berlis LLP regarding the extension of the contract,
there are two changes being recommended for the extension of the agreement.
The first change is the removal of the Ombudsman services from the agreement. Aird &
Berlis LLP has advised there is not much work required and any work that is required
can be completed by the Ontario Ombudsman.
The second change is the term of the extension in the original agreement. The two-
year extension originally noted in the RFP will take the term to September 30, 2026, just
before the municipal elections. This is not a good time for an outgoing council to make
decisions that will be called up to decide on the appointment of the accountability
officers. It may also create a problem in terms of the lame duck council
provisions. Extending the contract for 2'/2 years from the original extension term of two
years will allow for a new RFP to be issued after the election process. It is
recommended that the new extension term be from October 1, 2024 to May 31, 2027.
Financial Implications:
The average rate proposed for the new contract term is $563.00 per hour, with the
average being formulated based on projected percentage allocation of work among staff
members based on experience and projections for the type of service being rendered.
The hourly rates are fixed for the extension term and the rates are approximately fifteen
percent higher than the previous term rates.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
This report will be shared with all local municipalities that participated in the original
RFP process. Each municipality has the option to cross -appoint the same firm under a
separate standard extension agreement.
Page 79 of 232
Communication Requirements:
None.
Conclusion:
As detailed above, recent discussions with Aird & Berlis LLP regarding the extension of
the contract for Integrity Commissioner and Closed Meeting Investigator Services
resulted in some minor changes to extension agreement. These changes will be
incorporated into a revised extension agreement.
All of which is Respectfully Submitted
Blaine Parkin
Chief Administrative Officer/Clerk
Mike Hoogstra
Manager of Procurement & Risk
Page 80 of 232
ElginCounty
Report to County Council
From: Jennifer Ford, Director of Financial Services/Treasurer
Date: October 8, 2024
Subject: 05-06 (2) Grant and Sponsorship Policy
Recommendation(s):
THAT the report titled "05-06 (2) Grant and Sponsorship Policy" from the Director of
Finance/Treasurer dated October 8, 2024 be approved for use during the 2025 budget
process.
Introduction:
At the September 10, 2024 meeting of Council, staff brought forward a draft policy
related to the distribution of grant and sponsorship funds to the community. The
original scope of the policy requested was restricted to large requests only, however,
staff later identified internally that there were challenges related to the size and number
of requests coming forward through other streams and areas within the County which
were discussed in the last report from staff. The opportunity was taken to collaborate
and develop a process that would have one point of intake for all requests, large or
small, with some adjustments that would further ensure a fair and equitable process for
all requests coming forward whether they were large or small.
Questions related to the original report were noted by staff who were requested to
report back with further information. This report serves to provide information related to
those questions received.
Background and Discussion:
Council requested that the Policy be simplified to enable only two streams of community
funding: one stream will handle Sponsorship of events/fairs/festivals/programs, and one
stream will focus on larger Capital funding requests. These requests are now
incorporated into the Policy and Schedules attached.
Council requested that the ineligibility of Service Clubs and Religious Groups be
revisited. The reference to Service Clubs was replaced with wording to describe the
Page 81 of 232
ineligibility of activities where the funds will not directly support a program or event
organized by the applicant, but will instead be used to assist the fundraising efforts of
another group. This wording is intended to prevent the use of County funds for anything
but an event or festival that supports something that the Service Clubs may be directly
invested in such as an affordable housing program, capital project, or event to raise
funds in support of these direct activities of the clubs. The reference to the ineligibility of
religious groups was not modified due to the possibility that faith -based exemptions on
supported activities may exist which are not consistent with the County's commitment to
Diversity, Equity, and Inclusion.
Council shared their desire to not revisit and deliberate on requests for funding each
year. There is provision in the policy to review funding requests in one year and
dedicate their funding award to one or more groups over multiple years. However, this
funding would be limited to their current term of Council and within their annual
allotment of annual funding. Should Council choose this route they would then
determine how future requests related to that stream would be handled which could
include, but is not limited to, a pause on intakes for the remainder of their term.
Council additionally requested that a separate committee might best serve the purposes
of this new policy. The Policy is worded to allow a subcommittee to administer the
Sponsorship side of the program which is currently done by the Rural Initiatives and
Planning Committee. Should Council wish to redirect these responsibilities to another
committee that is within the scope of the policy to do as it is currently written. Council
would still be required to provide their approval of any decisions made in relation to the
Capital Grants program but could choose to delegate the review stages of that process
to a subcommittee.
Financial Implications:
During the last intake of the Community Grants Program, staff experienced a high
volume of intake that included many large asks. The number of large asks at the
maximum suggest that the requests may be aligned with program maximums and
scoring matrices rather than focusing on alignment with actual need. Additionally, staff
are finding that groups do not fully fill out applications and this lack of information
requires staff to have to follow up on multiple occasions.
Staff have used these experiences to inform the framework of the new policy. It is
expected that the new payment matrix will eliminate the fluctuations in annual funding to
groups and provide reasonable parameters to contain expectations relative to
sponsorship maximums as per Schedule C. Staff believe that the realignment will
highlight that the program is sufficiently funded to support community need.
The chart below has been provided to inform Council of the requests received and the
allocations made during the last three years. To clarify the chart, 'Wa" means no
application was received and $0 means that application was made but deemed to be
ineligible.
Page 82 of 232
organization
St. Thommais IERgi n Second Stage Trainsi,ti onaiIl Residents
Quaid County Support Services
STEAM Education Centres (Incorporated
The Faimhi'1'y Central! Apartments
Mennonite Community Services
(Mufti -Service Centre
VON - StudentNutrirtiion Program
61'gin 4-H11Association
Tyrconnel''P Heritage Society- Backus Page
P,ay lh ainm IFHiistorii cA Society - E d its onfes t
Straffordviil'I'e Community Committee - Watermelon Fest
Port IPurwelI' IPeriscope P'11aylhouse
Elgin County IPlowmen's Associaiti'on
8aylhainm 8eaiclhfest
CALIIP'S Q
VWaifliacetown Ag Society
Port 16urwel'R Historical'! Society
Ay1' nme rt & 6a st IE1'g i n Ag S oci ety
Slh e d d en Ag Society
Rodney Ag Society
Port Stain I'ey Vi I'I'age Assoc- 200Trees
Queer Ql'i u b
Inc1'usi,ve Communities aind Life Ski'1'Ils
Elgin IInternational: CI'ub
ron Horse (IR'aidway City Arts aind Music IFestivail'')
6l'gi'n Pride
Port 16urwel'R Periscope P'11ayhouse -Arts, &we1'Ilness IP'rograi
"VAIN Seniors Picnic
Lioness Beer andWine Festival'
Alianment with Strateaic Priorities:
2022
2023
2024
202.2Ask
Allocation
2023Ask
Allocation
2024Ask
Allocation
10R0610101
6,536
nfal
nfal
10,00101
4,85E
2,010101
1,2013
3,280f
3,048
3,00101
1,499
10,01010,
6,313
1Qf,0101Qf
8,973
10,010u101
4,789
n/a,
n/a,
n/a,
n/a,
10,001011
5,2016
n/ai
n1 ai
n/a
n/ai
10,0001
4,997
3,2010,
2,0168
2,10,Qf
1,823
2,10101
1,0164
7,362
4,648
n/ai
n/ai
9,0001
4,810,
2,0610101
1,2013
2a010,Qf
1,725
2,,00101
1,0o55
n/ai
n1 ai
n/a
n/ai
7,0001
3,528
1,5010,
934
n/ai
n/ai
1,5001
733
n/a,
n/a,
n/a,
n/a,
10,00101
4,95E
101,00101
7,113
n/a,
n/a,
10,0001
4,6,82
250
150
250f
250
500
254
101,01010,
6,547
10,01010f
101,0100,
9,418
4,820,
101,010101
6,870,
10,01010f
9,444
10f,000
5,440,
101,010101
6,224
10,01010f
8,811
10,00101
5,509
n/ai
n/ai
n/ai
n/ai
4,9001
2,530,
101R0o10101
5,739
10,01010f
8,758
10,00101
4,6,82
4,5010,
2,546
4,50,Qf
3,739
7,5001
3,770,
101,01010,
6,224
1Qf,0101Qf
9,207
10,010u101
5,164
n/a,
n/a,
n/a,
n/a,
10,001011
-
n/a,
o f a,
n/a,
n/a,
4,500
n/ai
n/ai
n/ai
n/ai
6,00101
n/ai
n/ai
n/ai
n/ai
2,9001
n/a,
n/a,
n/a,
n/a,
10,00101
n/ai
n1 ai
6-,750
5,573
9,0001
n/ai
n/ai
n/ai
n/ai
10,011101
2,5010,
1,475
2,50,Qf
2,130,
2,5001
-
5,Q"0'Q1
-
n/a,
n/a,
n f a
n/ai
108,312
65,793
81,380
73,481
2011,818
74,348.
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
® Exploring different ways
® Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
® Enhancing quality of
programs and services
® Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Page 83 of 232
Local Municipal Partner Impact:
We have made provision in the policy to be able to share information related to our
grants program with our Local Municipal partners to inform possible grants provided at
their level.
Communication Requirements:
Intake of applications for this program will be the responsibility of the Administrative
Services Staff and will be supported by other areas such as Financial Services, and
Economic Development as needed. Staff plan to create a FAA's sheet to assist in
communications related to the new policy.
Conclusion:
This report has been provided to Council to inform their decision -making process
relative to the distribution of grants and sponsorship as presented in Appendix A.
Approval of this policy will enable staff to adopt this process for implementation for the
2025 budget year. Council may wish to choose an option to fund capital grant intakes
for 2025.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services/Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 84 of 232
POLICY Grant and Sponsorship Policy
CATEGORY Finance 05 - 06
AUTHORITY Council
RELATED POLICIES
APPROVED BY Council
EFFECTIVE DATE TBD
POLICY STATEMENT:
The County of Elgin recognizes the many benefits that various groups, organizations,
volunteers, events, and other programs provide by promoting and improving upon the
social, cultural, and economic wellbeing of the community. The County annually
receives numerous requests for support and is committed to treating all requests for
contributions seriously by applying a consistent, fair, and equitable process.
County Council also recognizes that residents have the right to expect that tax dollars
will be expended in a manner that is justifiable and maintains boundaries to ensure that
outside groups have a defined process with set parameters under which they may be
able to have access to public funds. These requests must also align with and support
the Strategic Mission, Vision, Values of the County. Council is committed to working
with groups and organizations that may engage in beneficial projects that are inclusive
to all residents and to each of our communities, while recognizing the financial
constraints impacting residents and the County's ability to provide funding for every
cause.
PURPOSE:
The purpose of this policy is:
• To support inclusive services or events which are of a general strategic
benefit to the County of Elgin
• To support volunteer, community -based organizations, that are not
a service group, who are fundamental to maintaining quality of life,
• To provide staff, committees, and council with clear criteria for considering
and responding to requests for donations, grants or sponsorships from
external sources
• To provide an equitable process for groups and organizations seeking
donation, grants or sponsorship support whether monetary or in -kind from
the County of Elgin.
• To promote financial accountability and responsible stewardship of public
funds using a process that permits adequate financial planning for grants
or sponsorships
• This policy establishes procedures to be followed by the applicant, staff, and
1 I Page
Page 85 of 232
any officially appointed representative of the County of Elgin.
SCOPE:
The scope of this policy framework allocates grants and sponsorships to eligible
organizations and initiatives that support the County's current Mission, Vision and
Values and Council's Strategic Plan. The policy ensures transparency, fairness, and
accountability in the distribution of these funds, while aligning the County's strategic
objectives related to the needs of the community. (Schedule F).
The County may provide funding through the following mechanisms in any given year:
• Grant: One-time financial contributions provided to eligible organizations
or initiatives for specific capital projects that benefit the community and
promote the County's strategic objectives in a positive manner and are
inclusive to all residents.
Sponsorship: Financial assistance, within limited award values, to eligible
organizations or initiatives that request support for operations, capacity -building
efforts, or activities.
Donation: The County does not provide Donations for the purpose of general use
for any organization. Requests for donations will be redirected to complete
application to be considered using the framework within this Policy.
POLICY:
1. General Guidelines:
All requests for grants and sponsorships will be assessed based on availability of
County resources, potential financial impact to the County, contribution to the well-
being of members of the community, recognition of a mutually strategic
program/cause, program inclusivity to all residents, and overall community impact.
Council recognizes that many groups and organizations offer events, programs
and services that benefit the community. Council will consider requests for events,
programs and services that fall under one of the following County Priority Areas:
1. Sponsorships — inclusively supports all residents through-
- one-time programming support for Community Programs/Services that engage in
cultural and heritage conservation, public education; health and/or welfare of all
people within the community; OR
- fairs, festivals or events that Council has determined provide some significant
benefit to the community which are open to all members of the public and are
asking for recurring support. (Date of submission: February 1 of each year)
2 1 Page
Page 86 of 232
2. Grants — a significant capital project that align with the objectives of the County's
Strategic Plan and additionally provides a significant economic benefit to the
community outside the scope provided in 1 above. (Date of submission is no less
than one year before date of need for the purposes of planning if program is
funded by Council approval)
Maximum contributions for the categories listed above are detailed in Schedule C.
Grants and Sponsorships made by the County are not to be regarded as a
commitment by the County to continue such support into the future.
There is no guarantee that a request will be approved.
2. Eligible Applicants:
Groups or organizations must meet the following criteria to be considered for a
County grant or sponsorship:
a. Must operate as a registered charity, or incorporated non-profit or
volunteer organization offering programs or services which address
identifiable needs of the County of Elgin, or which provide benefit to the
general community (see Definitions "Community")
b. Must demonstrate a clear need for the funds being requested to
enable the group or organization to provide a specific program,
service, or event.
c. Must be located within the County and/or provide a direct benefit to the
County and/or its ratepayers/residents.
d. Shall submit a completed application form by the specified dates that
are outlined under section 1 — General Guidelines.
e. May be required to provide a budget for the project/event that
easily and clearly outlines financial information about the
specific project/event for which the funding is being
requested and must accurately disclose the full value of any
pledges outstanding or funding received for the project/event
f. When requested, prior year comparative actual financial
information of the same event must be provided
g. Must include all necessary application documentation and
information independent of assistance from County staff as set
out in Schedule "A".
h. Must provide a copy of the group or organization's most recent
annual financial statements with the application as set out in
Schedule "A" or when requested
i. The group or organization has fulfilled any obligations outstanding from
previous awards of grants or sponsorship by the County.
Page 87 of 232
j. Incomplete application/information will be deemed ineligible and will not
be forwarded to Committee or Council for consideration.
k. Application requests will be date -stamped when received and
acknowledgement sent to the applicant by email. If more eligible applications
are received than funds available, priority will be given to the applications
received earliest.
I. Late applications will be deemed ineligible and funds will not be paid to
events that occur before the application deadline.
m. Applications will be reviewed and evaluated to ensure completeness. Any
deficiencies will be noted to the applicant.
n. Committee or Council will choose to allocate, or not allocate, funds
to eligible groups or organizations, in its sole and unfettered
discretion.
o. Cheques will be issued for the total amount that Committee or Council
has approved for each group or organization following the approval of
the application received.
p. Only one application per group/organization will be considered per
year.
q. Only one grant per group/organization will be given for one
program/event per year, stacking of projects will not be allowed.
r. Grants and Sponsorships made by the County are not to be regarded as
a commitment to continue such funding in perpetuity or again at any time
in the future.
s. In making a grant or sponsorship, Committee or Council may impose
such conditions and/or restrictions as it deems fit.
t. No request shall be granted that binds the Corporation beyond the
current term of Council.
3. Non -eligible Funding and Activity
Council will not consider providing a County Grant or Sponsorship to the
following:
a. Individuals.
b. For profit businesses.
c. Groups/Organizations with political or religious affiliation.
d. Groups/Organizations who have failed to provide satisfactory reports,
including requested financial statements, as to the success or outcomes of
previous County funding and specifically with respect to the allocation of
grant funds previously provided.
e. Other levels of government.
f. Discriminatory activities and events.
g. Activities that are contrary to the policies of the County.
h. Activities which are deemed to be unlawful.
i. Activities where the funds will not directly support a program or event organized
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by the applicant, but will instead be used to assist the fundraising efforts of
another group.
j. Late, incomplete, or multiple applications by any group
k. Loan Guarantees for any outside organization or project.
I. Capital projects or one-time programming that has previously received County
support to the maximum of 10% of the cost of the project or program.
4. Funding of the Grants and Sponsorship Program:
Council reserves the right to pause the funding of this program at any time.
Council may otherwise set aside an annual amount that will be apportioned to
Grants and Sponsorships fund in the following manner:
1. Sponsorships — will be funded at the rate of the prior year's Sponsorship budget
amount plus an annual increment of CPI using the October over October prior
year rate as aligned within the priorities of the budget.
2. Grants — Option to fund or not fund program will be determined by Council during
budget deliberations in one of the following manners:
Option #1) At the end of the accounting cycle, funds may be redirected from the
reassessment reserve after appeals are known to be settled and only after the
Growth fund needs are fully considered and reconciled. No more than '/2 of 1 % of
the prior years levy may be redirected annually from settled appeals in order to not
burden the taxpayer by adding additional need for taxation onto the levy. (see
reserve and reserve fund policy, Growth Reserve Policy) (eg. 2023 amount would
have been $215,500)
Option #2) Add an amount equal to one half of one percent of the prior year levy to
the current year needs annually. Treasurer to identify this amount as discretionary
funding for review and approval by Council each budget year. (Example: 2023
amount would have been $215,500 which equates to $3.29 per $100,000 of
assessment on a Residential property)
Option #3) Whereby'/2 of 1 % on the levy would add additional unnecessary
burden on the taxpayer, Council desires to pause consideration of funding to any
related to Community Development Partnerships as it applies to large Grants for
this fiscal year due to other County related budgetary pressures and needs.
Groups with the ability to raise funds as a Charitable organization are encouraged
to redirect their efforts to connect with individual community ratepayers who will
receive direct benefit as donors via a personal donation receipt.
Option #4) Special area tax levy rules have been reviewed and determined to be
not applicable to this program at this time. (Ref: Municipal Act 2001, Section 311 &
Page 89 of 232
326)
The above program streams are subject to the following restrictions:
Each request will be considered in written format only, as defined by this policy.
Requesting agencies will not be granted a delegation or access to Council, Committee,
or staff to publicly or privately petition/lobby for their application.
When making decisions related to grant or sponsorship, the County or Committee may
impose such conditions and/or restrictions as is deemed fit such as a requirement to
recognize the County. Recognition will be based on the size of the involvement in the
event with sufficient communication to the County demonstrating compliance.
Multi- year capital grants may be considered and will be paid for based on the original
year implemented as future increments cannot be forecasted accurately. Unallocated
amounts at the end of any year may be set aside in a reserve for use to reduce
taxpayer burden in an upcoming year. Multi -year commitments will not extend beyond
the term of Council making the commitment.
Capital projects that may be planned or are to be constructed on County land will
require the land to be removed from the County's control prior to the beginning of
Construction. In -kind Grants or Sponsorship will be valued and the affected department
within the County will be reimbursed from the annual Grant apportionment.
The decision regarding each application is final. Once the annual budget allotment
has been exhausted, any further funding requests will not be considered and will need
to be resubmitted in a subsequent fiscal year for consideration.
5. Types of Financial Assistance
Requests may include in -kind contributions for County owned resources:
i. Use of County owned facility(s) — fee waived or reduced.
ii. Use of County owned equipment (includes County staff to operate
equipment) — fee waived or reduced.
iii. Use of County owned materials — fee waived or reduced.
iv. Use of staff resources — regular/overtime at current rates.
v. Maximum value of any in -kind donation will not be valued at more
than $2,000.
2. Grants and Sponsorships will be considered and distributed as per Schedule C
3. Maximum value of any grant or pledged grant will not exceed total County
support over and above 10% of the total project budget.
4. No pledge of Grant or Sponsorship will bind the County above the amount available
as per the Policy annually or beyond the current term of the Council making the
commitment.
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6. Application Process:
a. Applicants that wish to be considered for grant or sponsorship must apply in
writing to the County using the application form — ScheduleA
b. Applications are submitted annually
c. All applications must be submitted to the Administrative Department by the
dates outlined on Schedule A.
d. An annual allocated amount is approved for these purposes yearly within the
County budget. The amount of funds shall be distributed based upon the
evaluation criteria, category, and number of the requests within the upcoming
fiscal year.
7. Sponsorships:
a. That no funds shall be loaned by the Corporation of the County of Elgin to any
organization for community events or capital projects.
b. In accordance with the County's insurer, any event/project, not underthe
complete control of the County, will not be insured under the County's
insurance policy.
c. A contribution towards the cost of a rider on a group's liability insurance
coverage may be eligible should it directly relate to the event in question and
should be included as part of the outlined budgetary needs of the event.
d. Priority may be given to groups that have not received grants in a prior year.
8. Grants - Capital Projects
a. Where projects consist of a capital component, the applicant may be eligible for
County assistance in the form of a Grant within the parameters of the annual
budgeted allotment.
b. County contribution of Grant is limited to 10% of the total project budget and is
inclusive of any or all gifts previously pledged or given towards the same project.
Regardless of the grant request, the pledge will not exceed a maximum payment
of one half of one percent of the previous year's County levy in any given year if
that amount is not already pledged. Terms of the Grant will not extend beyond
the current term of Council.
c. Multi -year pledges will be taken into consideration within their pledged years
placing restriction on the amount that will then be available for additional donation
to other groups in future years during that term of Council.
d. The County will not provide Guarantees for Loans for other agencies or
organizations for any purpose.
e. The County will not provide operational funding through this Grant program. All
projects must be related to one-time capital expenditures only with a defined end
date.
f. Sign -off for a Large Grant will be required. The County reserves the right to modify
7 1 Page
Page 91 of 232
Schedule D before signing to ensure that the agreement protects the assets and
interests of the County and its ratepayers. Interest will not be paid over and above
pledged amounts.
g. Final approval of large grant requests will be the responsibility of Council on
qualifying applications.
h. Councillors who sit on the board of directors or who have direct involvement with
any group/organization requesting funding may not vote on the application
acceptance.
i. Projects submitted by other government agencies will not be eligible for any
consideration.
Reference Reserve and Reserve Fund Policy
9. Disaster Relief
a. Grants to disaster relief funds shall be decided on a one-time case -
by -case basis by Council in accordance with funding examples made
by other local municipalities.
10. Accountability and Recognition Requirements:
a. Successful applications must acknowledge the County's contribution in event
advertisements. A copy of the logo will be provided for use.
b. Grants may be approved with certain other terms and conditions. The letter of
approval will state if any such restrictions apply to your specific grant
c. Applicants given a grant or sponsorship will be held accountable for the
expenditure and reporting of the funds in accordance with the stated
objectives/plans relevant to this program.
d. Future support will be reviewed based on past demonstrated fiscal
responsibility of the applicant.
e. Grants or sponsorships given are not transferrable between projects or groups
without prior Council approval and must be used for the specific purpose outlined.
f. If the event/initiative does not move forward, the recipient is obligated to return
the donated funds for the proposed project.
g. Once the event has been held, the applicant has 60 days to submit a full
accounting of the event.
h. From time to time, County officials may be requested to attend the event to open
or close the event or pose for a picture or cheque signing. This may also be a
special request of Council. Arrangements will be made through the County
Administration office well in advance to accommodate scheduling.
i. Reporting shall include:
A picture or newspaper article of the event's activities from the day of
the event
Page 92 of 232
Number or approximate number of attendees
A full reconciliation of the Revenues collected at the event including
other sponsorships, and a full reconciliation and details of costs
expended to hold the event
Explanation of where the County of Elgin logo was used in Advertising
or Recognition of County support.
11. Staff and Committee/Council Procedures
a. Council may set aside an amount annually in the budget to be
apportioned to support this policy as per Section 4 above.
b. Delegations to Council or Committee for the purpose of solicitation of
County funds to support an event or project will not be permitted to
circumvent the process and will be monitored during the intake and
award period of the grant process.
c. County staff will not assist in the completion of any application submitted
to ensure compliance with submission requirements
d. Requests received, as per Schedule A, will be reviewed by staff and
determined to be either eligible or ineligible using Schedule B
e. Eligible applications will be summarized and presented to either Council
or Committee for consideration
f. Ineligible applications will be notified and advised as to the reason why their
request did not proceed through the process.
g. Once the annual allotted amount of Grant or Sponsorship has been exhausted,
any further funding requests will not be considered. These applicants will be
notified when/if this occurs and will require resubmission during the next intake
period.
h. Record of approved requests will be issued their funding cheques once approved
i. By December 1 of each year, staff will determine if reporting back has been
completed and, if not, will provide one-time follow-up with the group advising that
they are non -compliant.
j. Before the next intake period, staff will report back to Council or Committee
information related to non-compliance
k. Non -compliant applicant information from current and prior years will be kept to
provide information during future intake years and used to ensure that these
groups do not obtain further funding until compliant
I. Applicants may comply by submitting either the appropriate missing information
or by returning the funds originally gifted by Council.
m. After one further year of suspension, said applicant may be removed from the list
of non-compliance.
12. DEFINITIONS:
"Applicant" means the group or organization making the request for grant or
sponsorship. Change of leadership within the organization or group does not change
the status of the applicant.
Page 93 of 232
"Capital" means a project involving the construction or purchase of an item of
physical substance that will be used/available for more than one year. Large
requests must be forwarded to Council for approval and will require
group/organization to submit all supporting documentation or application will not
be forwarded.
• "Committee" means a committee or subcommittee of Council with delegated
authority to administer all or some portions of the Grant Program
• "Community" means the jurisdictional boundaries within the Corporation of the
County of Elgin. Grant Priority Area for streams #2 and #3 may consider exceptions
within the boundaries of the City of St. Thomas.
• "County" means the Corporation of the County of Elgin.
• "Donation" is typically given without restriction on funds being spent on specific
projects or initiatives.
• "Facility" means County lands, buildings and portions of buildings available for rent
or lease (owned and operated by the County).
• "Fees" means charges levied with respect to the renting/leasing of facilities and
related equipment as set out in the County's Fees and Charges By -Law.
• "Grant" is defined as a sum of money given by a government or other
organization for a specific purpose.
• "In -Kind" means the use of County property/facilities, materials, or resources other
than cash.
• "Large Grant" means a contribution provided to the applicant to support a
Capital Expense with a defined end date at an amount as outlined in
Schedule C.
• "Levy" means the portion of County Revenue required less all other sources of
funding that is imposed upon ratepayers to balance the budget. The portion of
County Revenue that is raised by taxation only.
• "Partnership" means a simple partnership that involves a short-term agreement or
contract under which two or more entities agree to unite their efforts or their
resources to achieve a common goal.
• "Non-compliance" means that the group or organization has failed or refused to
comply with the terms of a previously successful application of grant or
sponsorship given to them for an event or special project.
Page 94 of 232
• "Non-profit organization" means an organization that does not exist to make a profit
and provides public benefit through arts, culture, recreation, education and/or
community -focused activities operating within the County.
"Service Group" means a service club or service organization that is a voluntary
nonprofit organization where members meet regularly to perform charitable works
either by direct hands-on efforts or by raising money for other organizations. These
organizations may raise funds to forward same to other organizations. Examples may
include but are not limited to: Kiwanis International, Rotary International, Lions Clubs
International, Civitan International, DeMolay International, Sertoma, and Optimists
International.
"Small Grant" means a contribution provided to the applicant to support a
program, service, or operating expense requested at an amount as outlined
in Schedule C.
• "Sponsorship" means a contribution requested to support a specific program, service,
or operating expense given at a set amount as in Schedule C.
111 Page
Page 95 of 232
Schedule A
COUNTY OF ELGIN
Grant and Sponsorship Policy Application Form
(*indicates a mandatory field)
Name of Organization*
Contact Person Name*
Position*
1WMMW 01111iiil•'�'i
Email*
* (Organization will be responsible for Reporting back after the event/project has
concluded)
Under which Priority Area/Category is your request applicable (choose only one)
Deadlines included in Section 1 of Policy Attached:
I!V!V!V!V!V!V!V! a) Sponsorship (Fill out Sections 1 & 4)*
III c) Grants (All Sections are to be completed)
Grant Request (where Grant requested is above $2,001
u'neetin? 1 % of caputall Iloroject untied and Captat 11 in inn lur )*
Total Amount Requested*:
Section 1 — Tell us about your project
Is your Group based in the County of Elgin Yes / No
Is your Group Not -for -Profit or Charity? Yes / No
Is your Group affiliated with another organization? Yes / No
If Yes above please identify the other group or organization
How many years has your Group/Organization been in Operation?
Please describe what services your Group/Organization provides to the residents
Dt the Uounty of LOW?
12 1 Page
Page 96 of 232
Outline where this project, program/service or event will take place. If you are applying for
event funding, please indicate anticipated event attendance. If you are applying for
program or service, funding please indicate how many people from the County of Elgin
use this service.
Please provide a short, clear description of the project, event or program/service and how
the funds will be used. Please include kev dates/scheduled activities and target audience.
How does your project, event or program/service fill a need in the community? Please
describe how the community is enhanced to achieve a positive impact.
If this is not a new project, event or program/service, please describe how County
support will enhance your project, event or program/service to increase
participation and/or volunteerism:
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Page 97 of 232
Please describe the financial need of your organization and why you are
requesting this support:
Section 2 - Show us your proposed event/project Budget
Must provide a budget for the project/event that easily and clearly outlines
financial information about the specific proiect/event for which the funding
is being requested and must accurately disclose the full value of any
pledges outstanding or funding received for the project/event at the time of
submission.
Sample budget outline provided below. Attach your event/project budget to this
application.
Revenue Needed
Budget
Amount received to date
Include pledges
Include other funding
Include projected other revenue
Expense
Budget
Amount Spent to date
Include advertising costs
Total Revenue less Expenses
Section 3 - Detailed Proiect Outline and Financial Statements
Attach further documentation related to the project as follows;
IIRS Your organizations' prior year financial statements
!V!V!V!V!!9p!p! Outline all areas of fundraising that have been explored
!p!p!p!p!p!p!p! Ensure that Section 2 above is provided in detail and include quotes or tender
documents to support your budget and that demonstrate responsible procurement
practices.
Include further detailed documentation about your project that include-
JR,q Why do you consider County participation in your project necessary?
I What other government funding has been obtained/applied for to support the
project? Provide current funder decision of this support and reason for their
decision.
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Page 98 of 232
!V!V!V!V!!9p!p! How will this project directly benefit the ratepayers of the County of Elgin?
I!p!p!p!p!p!p!p! Provide consultant reports, including statistics, to support the above?
_Initial - Acknowledgement that approvals of Large Grants may be subject to the
signing of an agreement with the County of Elgin (sample Schedule D)
Section 4 — Acknowledge Privacy Statement, Report Back Requirements, and
Application Sign Off
Personal information, as identified by the County Freedom of Information and
Protection of Privacy Act (MFIPPA) including name, address, telephone number and
electronic email address is collected under the authority of the County Act, 2001 and
in accordance with MFIPPA and other legislation.
I, the undersigned, have read and understand the requirements to report back, as per
Section 10 —Accountability and Recognition, the results of the event/project to the
County of Elgin after the event has concluded. I understand that the Grant provided is
not transferrable to another group/organization. If the event is cancelled or fails to
occur, I understand that the funds granted will be owing back to the County of Elgin.
I, the undersigned, certify the information in this application is, to the best of my
knowledge, true, correct, and complete. I understand that I will be notified of a decision
regarding this application once approved or denied.
We have attached all relevant documents/information based on the type of
support our application category requires as chosen above.
rganization Representative Name (Print):
plicant Signature:
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Page 99 of 232
Schedule B
COUNTY OF ELGIN
Grant or Sponsorship Application Evaluation Checklist (for Staff
use only)
Date Application Received
Group/Organization Applying
Acknowledged Receipt on
Date:
Application is Scored
Application is Eligible/Ineligible
Ilf Ineligible provide Reason below:
Amount being requested.
Under which Priority Area/Category is your request applicable (choose only one):
jUIIUI a) Sponsorship (Fill out Sections 1, & 4)
II b) Grants (All Sections are to be completed)
Grant Request (Council)(II ii'Qleat Il:�3Udget Grant $2,001 or all ay ^
Criteria (Staff to Complete prior to Review at Council/Committee)
Yes
No
Application received by the deadline.
Application meets criteria of program applied for
Organization/Group based within, operating within, or serving the County of
Elgin.
Event/Program occurring within the County of Elgin.
Event/Program benefitting residents of the County of Elgin.
Organization/Group a registered Charity or Non -Profit.
Funding request clearly indicated.
Organization/Group has not received assistance from the County of Elgin in
prior year or in a current ongoing agreement
Request ask does not exceed 10% of total program budget and
County has not exceeded funding of this project in a prior period.
Organization/Group receiving assistance from other sources.
Applicant is in good standing relative to past grants/sponsorships?
Is Schedule D required? (Legal review necessary)
This application meets all criteria necessary to be forwarded to Council or
Committee including Agreement and appropriate Documentation?
Council Strategic Benefit/Initiative enhanced by supporting
this application.
Date forwarded to Council/Committee
Council/Committee Decision on Date:
Follow up on Schedule E Completed
Page 100 of 232
Schedule C
COUNTY OF ELGIN
Grants or Sponsorship
Maximum Contribution Scale
Authority under this Policy
Committee Grants Program and
Economic Development Partnerships
Fair
$2,000 maximum
Approved by Council approved
SubCommittee
Festival
$2,000 maximum
Approved by Committee Council
approved SubCommittee
Program Specific Support — Other
$2,000 maximum
Requests and Economic Development
Approved by Council approved
SubCommittee
In Kind Grant
$2,000 maximum
Approved by Executive Leadership Team
Small Grants - Small specific project —
$5,000 Maximum —funding limited to no
List specifics (consideration may be
more than 10% of total Budget — one-time
given after applications for above is
requests only
exhausted)
Approved by Council approved
SubCommittee
Economic Development Partnership
$1,501 to $5,000 Maximum —funding
or other Departments as applicable
limited to no more than 10% of total
Specific one-time event where
Budget — one-time requests only that are
County staff have direct agreed
in alignment with the County's current
upon involvement in the event (with
Strategic Plan
deliverables)
Approved by Executive Leadership Team
Community Development Partnerships (Council Approval Required)
Large Grants - Large specific Project
Funding is limited to no more than 10% of
above $5,001 — Restricted to Capital
the full project budget. Grant not to
Programming support will not be
exceed Budgeted annual amount and
considered.
pledges will not bind Council beyond their
current term
Approved by Council
Disaster Relief
Case -by -Case Basis Guided by actions of
other Counties or Municipalities
Approved by Council
Loan Guarantees for any
Ineligible and will not be considered
agency or organization
171 Page
Page 101 of 232
Schedule D
AGREEMENT [SAMPLE ONLY — SUBJECT TO CHANGEI
THIS AGREEMENT made this day of , 202 (the "Effective Date).
BETWEEN:
CORPORATION OF THE COUNTY OF ELGIN
(hereinafter called "County" or "Municipality')
-AND -
INSERT NAME OF LEGAL ENTITY
(hereinafter called "Organization')
RECITALS:
OF THE FIRST PART
OF THE SECOND PART
WHEREAS section 107(1) of the Municipal Act, 2001, c. 25, provides that Council may provide
a grant to a group for any purpose that Council considers in the interest of the municipality;
AND WHEREAS Elgin County Council wishes to provide modest financial assistance through
the [Grant Program] to eligible and approved Elgin County non-profit organizations for projects
that meet Program criteria and align with the goals of the Program;
AND WHEREAS the Organization has applied for and wishes to receive such support from the
County;
AND WHEREAS the Organization been approved by Elgin County Council for participation in
the Program;
AND WHEREAS the Municipality and the Organization now wish to formalize their agreement
pursuant to the purchasing policies of the Municipality;
NOW THEREFORE in consideration of the sum of TWO DOLLARS ($2.00) now paid by each
party to the other as well as the mutual covenants contained herein, the nature and extent of
which consideration is acknowledged as sufficient and received, the Parties hereto agree as
follows:
1. GENERAL
1.1. Purpose of Agreement
This Agreement is for the provision of a Grant to the Organization in return for certain
guarantees assuring the County of the benefit of the Project to the County and use of the
Grant by the Organization for the faithful completion of the Project.
2. DEFINITIONS AND INTERPRETATION
Page 102 of 232
2.1. Definitions
In this Agreement, unless the context otherwise requires, the following terms, regardless of
capitalization, shall have the following meanings:
2.1.1. "Agreement"
"Agreement" means this agreement, including any recitals and schedules to this
agreement, as amended, supplemented or restated from time to time.
2.1.2. "Confidential Information"
"Confidential Information" shall mean any non-public information, whether in oral, written,
electronic, or other form, disclosed by the Municipality to the Organization that is identified
as confidential or would reasonably be understood to be confidential under the
circumstances. Confidential Information includes, but is not limited to, personal health
information, municipal plans, policies, proprietary data, financial information, infrastructure
plans, public safety strategies, internal reports, and any other information that is not
publicly available.
2.1.3. "Council"
"Council" means the elected municipal council of the Municipality.
2.1.4. "Effective date"
"Effective date" means the date set out at the top of the Agreement.
2.1.5. "Grant'
"Grant' means all moneys, funds, or other financial instruments or products disbursed or
given by the County to the Organization.
2.1.6. "Program"
"Program" means the Elgin County Community Grant Program.
2.1.7. "Project"
"Project" means the program, service, festival, fair or other event to be undertaken and
completed by the Organization for which the Grant contemplated by this Agreement has
been provided under this agreement.
2.2. Interpretation
2.2.1. Governing Documents and the Precedence Thereof
In case of any inconsistency or conflict between or within the provisions of this Agreement
any other document or writing, the provisions of such documents shall take precedence
and govern in the following order:
i) The body of this agreement;
ii) The Schedules hereto, including Schedule "A", being the Application for the Grant,
and Schedule "B", being the Terms and Conditions of the Grant.
These documents are integrated into this agreement and collectively form the entirety of
the agreement between the parties, and no supplement, modification, amendment, or
termination of thereto shall be binding unless executed in writing by the Parties. These
documents are collectively referred to herein as the "Agreement".
2.2.2. Gender/Number
Page 103 of 232
Words importing the singular shall include the plural and vice versa. Words importing
gender shall include all genders.
2.2.3. Headings Do Not Govern
The headings contained in this Agreement are for reference only and in no way affect this
Agreement.
2.2.4. "Include"
All instances of the word "include" and all conjugations thereof should be read as though
immediately followed by the words "without limitation".
3. GENERAL COVENANTS OF THE ORGANIZATION
In addition to the other requirements of this Agreement, the Organization hereby acknowledges,
agrees, and covenants that:
i) The Organization is a legal entity that agrees to be bound to complete the Project as
set out in Schedule "A" hereto;
ii) The Organization and its Project meet the Community Grant Program criteria and will
continue to do so throughout the Term of this Agreement;
iii) The information contained in the Program Application Form was and is true and correct
and there has been no change in said information. The Organization shall notify the
County within seven (7) days of any change to said information;
iv) The Organization will use the Grant or any portion thereof only for purposes directly
relating to the Project;
v) Should any portion of the Grant not be utilized by the Organization for the Project then
the Organization shall immediately return the unused portion of the Grant to the County
following completion of the Project;
vi) At all relevant times during the effective Term of this Agreement, the Organization shall
have and maintain at least the following governance procedures:
a. procedures to provide for the prudent and effective management of Grant funds and
monies;
b. procedures to enable the successful undertaking of the Project;
c. procedures to enable the preparation and delivery of all reports required herein.
4. GENERAL COVENANTS OF THE COUNTY
The County shall disburse a Grant of $XXXX to the Organization within thirty (30) days of the
execution of this Agreement by all parties.
5. SUMMARY OF PROJECT AND GRANT
The Parties acknowledge and agree that the following summary particularizes the
Organization, the Project, and the Grant as contemplated by thisAgreement:
Address:
Authorized Applicant:
Community Grant Program Funding
Stream:
Telephone Number: Date of Approval:
Email Address: Description of Project: See Schedule 'Wo I p 'l g (`
Page 104 of 232
Anticipated Commencement Date
of Project:
Amount of Grant and Disbursement
Schedule:
Anticipated Completion Date
of Project:
Grant Period:
The term of this Agreement is from the effective date to the later of the Anticipated Completion
Date and the Actual Completion Date of the Project. Time is of the essence in this agreement.
6. TERMINATION
6.1. Termination for Cause
In the event of default hereunder by the Organization, which shall include any failure to meet any
obligation imposed by this Agreement, any unapproved delay in the Project, or any act of bad faith,
the Municipality may cancel the Grant immediately and without notice. In the event of such
cancellation, any and all Grant monies previously disbursed to the Organization are immediately
due and payable to the County by the Organization. Such payment shall be delivered by the
Organization within fifteen (15) days of receipt of a written notice of default and cancellation.
For clarity, if any agent of the Organization treats any Municipal agent, including Municipal officers,
staff, volunteers, or other agents, in a manner that violates a workplace policy of the Municipality,
including anti -harassment and anti -bullying policies, such conduct shall constitute a default under
this agreement that may form the basis for termination without cause under this provision.
The obligations for repayment of any amount owing to the County, the insurance and indemnity
provisions of this Agreement shall survive termination.
7. SAFETY AND EQUIPMENT
7.1. Safety
The Organization warrants and agrees that it has the expertise, knowledge, and abilities
necessary to ensure compliance with all relevant safety standards applicable to the Project,
which include statutory, regulatory, by-law, professional, and other applicable safety
standards. The Parties therefore agree that ensuring that the Project is performed in a manner
that ensures the safety of the Organization, Equipment operators, members of the public, and
public and private property is the sole responsibility of the Organization.
7.1.1. Safety Training Required
Any and all operators, employees, or other agents of the Organization shall be trained in
a manner that ensures that their duties are carried out safely and in compliance with
relevant statutory, regulatory, professional, or other applicable standards.
7.1.2. Organization to Ensure Compliance
The Organization warrants that it is aware of and will at all times ensure compliance with
all relevant safety standards, which include statutory, regulatory, by-law, professional, and
other applicable safety standards, including under the Occupational Health and Safety
Act, R.S.O. 1990. C. 0.1, as amended from time to time. 211 P a g e
Page 105 of 232
7.1.3. Workplace Safety and Insurance Board
If the Organization has employees or is otherwise required to register with the Workplace
Safety and Insurance Board, then upon execution of this Agreement and upon request
thereafter the Organization must obtain and forward to the Municipality a certificate of
clearance from the Workplace Safety and Insurance Board stating that, as of the current
date, the Organization is in good standing with the Board.
7.1.4. Ministry of Labour Requirements
The Organization shall ensure that its employment practices, employment standards, and
notices of contract comply with all relevant statutes, regulations, and requirements of the
Ministry of Labour.
& INSURANCE
The Organization shall take out and keep in force throughout the term of this Agreement a
comprehensive policy of public liability and property damage, which shall include bodily injury and
property damage liability, personal injury liability, completed operations liability, and blanket
contractual liability with a severability of interest and cross liability clause. Such policy shall provide
coverage in respect of any insurable event with a minimum limit of $2,000,000.00 (Two Million
Dollars), exclusive of interest and cost, against loss or damage resulting from bodily injury to, or
death of, one or more persons and loss of or damage to property. Such policy shall further name
the Municipality as additional insured. The Organization shall, at the request of the Municipality,
forward a certified copy of the policy or certificate thereof to the Municipality before the work is
started.
Prior to the use by the Organization or any agent thereof of any vehicle not covered under the
aforementioned policy, the Organization shall take out and keep in force throughout the term of
this Agreement a Non -owned Automobile liability policy or other applicable policy that shall provide
a limit of no less than Two Million ($2,000,000) dollars per occurrence and which shall name the
Municipality as additional insured.
All aforementioned policies of insurance shall:
i) Be written with an insurer licensed to do business in Ontario;
ii) Be non-contributing with, and will apply only as primary and not excess to, any other
insurance or self-insurance available to the Municipality;
iii) Contain an undertaking by the insurer to notify the Municipality in writing not less than sixty
(60) days before any material change in risk or cancellation of coverage.
iv) Provide that any deductible amounts shall be borne by the Organization.
9. INDEMNITY
The Organization shall indemnify and hold harmless the Municipality, its officers, Municipal
Council, Employees and volunteers from and against any liabilities; claims; expenses; demands;
losses; costs, including legal costs on a full indemnity basis; damages; suits or proceedings by
whomsoever made, arising directly or indirectly by reason of any requirements of this Agreement,
save and except for loss or damage caused by the negligence of the Municipality or its employees.
The Organization shall take due and proper precautions for the prevention of accidents to its
employees and other persons and property during or in consequence of the work anq,Zsoppl the
Page 106 of 232
Municipality incur, pay or be put to any loss, damages, costs, charges or expenses or claims
arising out of any failure to do so, the Organization shall forthwith, upon demand, repay the same
to the Municipality. These indemnities shall survive the expiration or termination of this Agreement
and continue thereafter in full force and effect.
The Municipality shall not be liable to the Organization or any other party in relation to the Project
undertaken by the Organization pursuant to the Terms of this Agreement and the parties agree
that the Organization shall not be deemed an agent of the Municipality for any purpose under this
Agreement. The Organization shall be solely responsible for the payment of any individuals or
other entities employed, engaged or retained by the Organization for the purpose of assisting it in
the fulfilment of its obligations under this Agreement.
10. RECORDKEEPING, REPORTING, AND RIGHTS OF INSPECTION
10.1. Recordkeeping
The Organization shall preserve all accounts, records, receipts, vouchers, and other
documents pertaining to the Project or the use of the Grant. Such records must remain
available for inspection by the Municipality until the expiration of two (2) years from the date of
the completion of the Project.
10.2. Requirement to Report
The Organization shall submit a Project Report to the County no later than six months after
the commencement of the Project and at least every additional six months thereafter. The
Organization shall submit a final Project Report within sixty (60) days of completion of the
Project. Project Reports shall contain a detailed financial accounting of use of the Grant funds.
10.3. Rights of Inspection
The Organization will grant County staff access to its records of the Project and Grant for the
purpose of determining compliance with this Agreement. To facilitate the County's rights of
inspection, the Organization shall make available all facilities, physical and otherwise, for such
audits and inspections and shall furnish the County and its authorized representatives with all
such information as is from time to time required or requested. The County shall have the right
to make copies thereof and take extracts therefrom.
11. MISCELLANEOUS
11.1. Acknowledgement of Contribution
The Organization shall, as approved by the County, acknowledge the financial support of the
County in any and all publications or media releases of any kind relating to the Project. The
Organization shall note in any such publication that the views expressed therein are not
necessarily the views of the County.
11.2. Confidentiality and Disclosure
The Organization hereby agrees to keep confidential all confidential information received from
the Municipality, except as otherwise required by law. The Organization acknowledges that all
records, including information received from the Organization, that are in the custody or
control of the Municipality are subject to the Municipal Freedom of Information ar2g' F,ro,(ecPon
Page 107 of 232
of Privacy Act, R.S.O. 1990, c. M.56, as amended or replaced, and may be subject to
disclosure thereunder. The Organization hereby attests to its knowledge of the Municipal
Freedom of Information and Protection of Privacy Act and the regulations thereto.
11.3. Delay
In the event that there is a Service Delay for any reason whatsoever, including equipment
breakdown or operator unavailability, the Organization shall notify the Municipality thereof by
email and telephone as soon as possible. The Organization acknowledges that such delay
could result in damages, including liquidated damages against the Organization and that such
damages may be deducted from any subsequent payment to the Organization.
11.4. Notice
Except as otherwise specified, where any notice, direction or other communication is required
to be or may be given or made by one of the parties hereto to the other, it shall be deemed
sufficiently given or made if delivered in writing to such party at the following addresses:
MUNICIPALITY:
(ADDRESS)
(E-mail)
ORGANIZATION:
(ADDRESS)
(E-mail)
11.5. Non -Enforcement Does Not Constitute Waiver
No waiver of any part of this Agreement will be deemed to be a waiver of any other provision.
No term of this Agreement will be deemed to be waived by reason of any previous failure to
enforce it. No term of this Agreement may be waived except in a writing signed by the party
waiving enforcement.
11.6. Governing Law
The validity, construction, and performance of this Agreement shall be governed by the laws
of the Province of Ontario and the Law of Canada applicable therein from time to time.
11.7. Execution by Counterpart: Electronic Signatures Permitted
This Agreement may be executed in one or more counterparts and thereafter exchanged by
scanned, emailed or facsimile transmission methods, each of which document, once
executed, shall constitute an original thereof and all of which together shall constitute one and
the same Agreement. This Agreement may be signed by way of electronic signatures,
provided that such electronic signatures comply with the Municipality's policies regarding the
same.
11.8. No Assignment without Consent
The Organization may not assign this Agreement or any right or obligation under this
Agreement without receiving the Municipality's written consent in advance.
241 Page
Page 108 of 232
11.9. Entire Agreement
This Agreement constitutes the entire agreement between the parties with respect to the
subject matter hereof. This Agreement supersedes any prior agreements, understandings,
negotiations and discussions, whether oral or written, between the parties.
11.10. Severability
If any clause of this Agreement shall be determined by a court of competent jurisdiction as
illegal or unenforceable, then such clause shall be considered separate and severable from
the rest of this Agreement, and the remaining provisions shall remain in full force and effect
and shall continue to be binding upon the parties as though the illegal or unenforceable clause
had never been included.
IN WITNESS WHEREOF this Agreement has been executed by the parties as of the effective date.
SIGNED AND DELIVERED
ORGANIZATION
per:
Name:
Position:
I/We have authority to bind the Corporation.
MUNICIPALITY
per:
Name:
Position:
per:
Name:
Position: Chief Administrative Officer
I/We have authority to bind the Corporation.
251 Page
Page 109 of 232
Schedule E
COUNTY OF ELGIN
Grants and Sponsorship Policy
Report Back Requirements (for tracking of compliance by Staff)
Date of Event or Project
Completion
Group/Organization
Amount Paid to Group/Org
Other:
Client in Good Standing with
Reporting
Reporting shall include:
Yes
No
Reporting received on or before 60 days after event
A picture or newspaper article of the event activities from the day of
the event
Number or approximate number of attendees/users
A full reconciliation of the Revenues collected at the event/for the
project including other sponsorships, and a full reconciliation and
details of costs expended to hold the event/complete project.
Explanation of where the County of Elgin logo was used in
Advertising or other Recognition of County Support
Other requirements: As per Application
Council/Committee requested report back information be circulated to
them
Follow up Required on Date:
Contacted Client by email(s) attached
Client has resolved concerns on: Date:
Date forwarded to Council/Committee due to non
Compliance:
Council/Committee Decision on Date:
T-T
Page 110 of 232
ElginCounty
Report to County Council
From: Jennifer Ford, Director of finance/Treasurer
Date: October 8, 2024
Subject: 2024 Quarter 2 Financial Review — Follow up
Recommendation(s):
THAT the report titled "2024 Quarter 2 Financial Review — Follow up" from the Director
of Financial Services/Treasurer dated October 8, 2024 be received and filed.
Introduction:
During the September 24, 2024 Council meeting, staff were requested to provide
information related to the amount of Wage Performance existing in the overall Quarter
Financial Review in 2024. This report provides follow up information relative to that
request.
Background and Discussion:
The end of Q2 showed favourable performance in the amount of $732,733.
Details related to the departments were provided at that time within an attachment to
the Summary report for reader information. The following information has been pulled
from the Performance of each Department related to Wages as requested.
Financial Implications:
Staff have made note in the chart below the areas of business where wage performance
could be at risk of change by year end. Total Wage Performance at the end of Q2 is
$453K. As a result, the wage performance that is at no expected risk of change is
currently worth $257K.
Page 111 of 232
County of Elgin
Wage Performance for June 30, 2024
Wages Perf
Wages Perf
at Risk
0) Corporate Activities
-
1) Warden And Council
Council
2,355
Warden
804
2) Administrative Services/Ag/PSB
Administrative Services
20,578
Agriculture
-
Police Services Board
-
3) Financial Services
50
4) Human Resources
59,271
5) Administrative Building
(23,315)
6) Corporate Services
7) Engineering Services
8) Homes For Seniors Services
Adult Day
Bobier Villa
Adult Day
-
Building & Property
5,058
Dietary
1,773
General &Admin
30,622
Housekeeping
8,780
Laundry
(7,877)
Nursing & Personal Care
67,864
Program & Support
Elgin Manor
Building & Property
9,849
Dietary
10,299
General &Admin
35,024
Housekeeping
(1,196)
Laundry
2,736
Nursing & Personal Care
24,753
Program & Support
4,505
Terrace Lodge
Adult Day
-
Building & Property
4,318
Dietary
21,272
General &Admin
(7,744)
Housekeeping
(1,662)
Laundry
(1,614)
Nursing & Personal Care
66,505
Program & Support
10,260
9) Museum/Archives
Archives
2,292
Museum
(345)
10) Library Services
21,660
11) Information Technology
-
12) Provincial Offenses & Collectio
10,279
13) Ambulance & Emergency Services
Ambulance I
876
Emergency Measures
9,088
14) Economic Development & Tourism
Economic Development
1
14,412
Land Division
14,641
Page 112 of 232
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
Communication Requirements:
Conclusion:
This report is provided for Council's information as requested.
All of which is Respectfully Submitted
Jennifer Ford
Director of Finance/Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 113 of 232
ElginCounty
Report to County Council
From: Jennifer Ford, Director of Financial Services/Treasurer
Date: October 8, 2024
Subject: 2023 Year End and Financial Statement Review
Recommendation(s):
THAT the report titled "2023 Year End and Financial Statement Review" from the
Director of Financial Services/Treasurer dated October 8, 2024 be received and filed,
and;
THAT County Council approve the 2023 Financial Statements as presented in Appendix
B and authorize the Warden, the Chief Administrative Officer, and Director of Financial
Services/Treasurer to sign for distribution and publication, and;
THAT the signed 2023 Financial Statements from Appendix B be posted separately and
added to the 2023 Annual report in Appendix A all of which will be published on our
website for public information.
Introduction:
This report includes information related to the year end results and seeks Council
approval for the 2023 Financial Statements. Once approved, authorized
representatives must affix their signatures to enable publication for use by funding
partners and to inform the public.
Backaround and Discussion:
Appendix A is a draft of the 2023 Annual Report that will be published as a companion
document following approval of the 2023 Audited Financial Statements. In the 2023
Annual Report, you will find comments from Ed Ketchabaw, the 2023 Warden of the
County of Elgin. Staff have included highlights of key achievements by department that
occurred throughout the County during 2023. Appendix B is a draft of the 2023 Audited
Financial Statements.
The Annual Report includes further details regarding a final breakdown related to the
use of the Net Income that supports Capital and Operating project work, and Reserves
as per the recently adopted Reserves and Reserve Fund Policy. Appendices in the
Page 114 of 232
Annual Report outline in further detail individual department operational performance;
completed capital projects; ongoing capital and operating projects along with a high-
level overview of year end performance explained by department.
Financial Implications:
Changes in Accounting Policy
Financial Statement Presentation PS1201:
Readers will see a new Statement of Remeasurement of Gains and Losses that is
consolidated with the Health Unit to illustrate changes in financial instruments. This
statement contains information related to our share of the Health Unit debt for their St.
Thomas facility.
General information related to Financial Statement Presentation can be found at but is
not limited to the following website:
nIIIIY� ��Ile� ��i� �l �)692 4[) 2 9f[)9.: efZ87655d.�59j' l 11 1 J!'
Asset Retirement Obligation (ARO) PS 3280:
This year, readers of the financial statements will see reference to a newly required
disclosure related to the removal of known hazardous materials to ensure compliance
with our legislative requirement under PS 3280 Asset Retirement Obligation.
Throughout the year, all County buildings were tested by an independent consultant and
the amount of remediation of hazardous material costs were then quantified using 2023
known remediation pricing. The requirement has obligation to immediately create a
liability to acknowledge the obligation of the hazardous materials. Additionally, ongoing
responsibility of the municipality includes the requirement to review and adjust this
obligation in future years to ensure that the liability remains consistent with the expected
remediation costs. The municipality should also review their strategic funding policies to
ensure sufficient funding is available to meet the obligation at the time of remediation.
Other implications of this disclosure include increasing the cost of the assets in
question, annual amortization of the increased costs, and a plan on how to fully fund the
obligation now and into the future to ensure that the obligation is covered. It should be
noted that the ARO estimates the funds required for the removal of the hazardous
materials found either through abatement or demolition only. The ARO is not reflective
of the rebuilding or refurbishment of the area after the materials have been removed.
As a result of the assessment, these costs have been estimated and included during the
year end close of the 2023 financial statements for two of our facilities where this
obligation exists. The Administrative Building has an ARO valued at $1.99M and a
small area of Terrace Lodge remains that has an ARO valued at $233K. See Note 11 in
the financial statements for information directly related to the County.
Page 115 of 232
General information related to ARO obligations can be found at but is not limited to the
following website-
1111) 1[ u te i[ 01[�
... .......... ...............
Financial Instruments PS 3450:
This requirement identifies the County's share of the Health Unit's interest rate swap on
their debt. See Notes 6 and 7 of the financial statements along with the Statement of
Remeasurement Gains and Losses
) D ::� 345(,,,) tIjjp� //www [ d(,
finan(Ja�� 'Xo 2 :,a t II o i[I% 2
................................................................................................................................
2023 Capital Project Overview:
The 2023 Capital budget is comprised of the following items:
2023 Capital budget Quantified:
2023 approved Ca p ita l Budget 22,481,78S
2022 Carryforward Budget S8,733,4S7
Use of 2022 Surplus approved by Council:
Added from Surplus forCounicH Chambers after budget
approved 510,000
Added From Surplus for Boller Replacemenit 40,000
Cu rre nit Budget CapYTD 81,765,242
Page 116 of 232
2023 Summary Performance of Capital
Row Labels
BudgetCAP' YTD
ActualCAP' YTD
PerfCAP' YTD
(bllan,k)
0) Corporate Activities
533,050
310,812
222,238
5) Administrative Building
9,682,769
6,795,112
2,887,657
7) Engineering Services
28,391,390
24,484,801
3,906,589
9) Museum/Archiives
160,000
51,549
108,451
10) Liibra ryServiices
515,746
385,237
130,509
11) Information Technology
1,238,542
630,320
608,223
13) Ambulance & Emergency Services
1,466,787
1,131,666
335,121
14) Economic Development &Touriism
55,600
52,389
3,211
Bobiier iilllla
1,813,583
1,068,355
745,228
Elgin Manor
1,183,260
667,105
516,154
Terrace Lodge
36,724,516
27,906,461
8,818,055
Grand Total
81.765.243
63.483.808
1&281,435
2023 Closed Capital
19,927,089
17 969,317
1,957,771
2023 CarryForward
61,838,154
45,514,491
16,323,663
Total of Projects listed
81,765,243
63,483,808
18,281,435
Within the Annual Report Appendices, Completed and Carry forward projects are further
outlined in detail. The results of the year end completed Capital projects shows a
surplus of $1.96M. As per the Reserves Policy, this surplus has been redirected to
Reserve 3000-000 Reserves Capital Projects which was set up to support future years
where projects related to existing Road, Culvert, and Bridge rehabilitation require a one-
time large increase in budget and is identified as an unusual spike in normal capital
replacement activity. This Reserve will be used to offset the need to increase the tax
rate or take on additional debt to fund these projects in these future years.
2023 Operating Budget Performance:
The County budgets over and above the annual Operating needs in order to support the
completion of the Capital Projects listed above. In 2023, Council approved an
Operating budget of ($10,898,379). Incomplete operating project budgets that were
carried forward from 2022 into 2023 for completion added an additional ($710,497)
worth of budget to arrive at the budget starting position of ($11,608,836). Carried
forward expenses and revenue related to the additional budget amounted to a net
amount of ($2,539,467) within departments that will be paid from funds set aside at last
year end to the Mill Rate Stabilization Reserve. A review of the Preliminary 2023 year-
end Department Performance identified that $1,100,857 will be required to finish
projects in 2024 and $846,389 that is slated to be transferred to reserves to
Page 117 of 232
accommodate the funds received for those purposes. The Net Performance by
department for 2023 sits at $4.538M with explanations to follow the chart below.
2023 Summary Report of Operations and Operating Projects
BudqelandActuals include Amortization but no Capital Projects December 31, 2023 Required Adjustments to Performance of Operational Budgets
Departments
BudgetOP YTD Actuai YTD
2022 Operafing
Projects Claimed
forward (Rev)/Exp
Prefinnary 2023 year End
Dept Pedarmanee
Less 2023
Can yfDr-ward
Ciperafing surpfus
(RGm)fta 2024
Less Transfers
iffrai Rese-Anes,
Finall 2023 De4pt
Perfo rMance
Resu Is, for
Operafing
0) Corporate Activities
(40,485,142) (44,732,483)
(7105,697)
4,953,037
(116,962),
852,6229
4,217,376.51
1 ) Warden And Council
4407,468 4237,305
(418)
17,581
(418)
17,998 51
2) Administrative Services(Ag/PSB
1,174,679 971,360
(244,088)
447,4108
97,487
349,920.53
3) Financial Services
816,872 806,725
1,140
9,007
13,310
(4,302 80)
4) Human Resources
778,124 713,495
6,701
57,928
31,256
(5,342 4)
32,014 24
5) Administrative Building
503,644 694,348
(376,211)
185,507
62,612
122,894.72
6) Corporate Services
1.114,865 871,82B
-
243,037
-
243,036.88
7) Engineering Services
10.382,179 11,045,222
(328,294)
(334,749),
39,356
(374,104 97)
8) Homes For Seniors Services
2,295,758 3,803,787
(1,282,255)
(225,773)
465,871
9,922 1
(701,566 29)
9) Museum/Archives
408,513 507,113
(132,932)
34,332
13,464
(27,540)
48,407 97
10) Library Services
3,180,867 3,165,754
(4,329)
19,442
24,264
16,7266
(21,548.15)
11 ) Information Technology
1 ,716,064 1,611,927
76,545
27,592
150,300
(122,708 08)
12) Provincial Offenses
(110,992) (99,356)
-
(I 1,63f)
20,0100
(31,636 0,10)
13) Arnbulance& Emergency Service E
3,924,924 3,714,715
(309,887)
q
520,095
65,185
454,910.37
14) Ec Dev, Land Div, Planning &
Tourism
2.250,341 947,206
1 760,258
542,877
1 235,132
1
307,745 20
ITotal Taxation used in Operating (I I'U8,836) (15,555,04) (2,639,467)
6,485,666
1 1,100,867
1' 846,3,89
4,6
The following chart provides a high-level explanation for Performance to budget that is
+/- $100K on each department.
Page 118 of 232
Supplemental Taxation Perf (+$2.2M), Interest Inc Perf (+1.4M) higher than budgeted,
0) corporate Activities 4,217,376.51 Interest Exp not required TL Debt delayed (+$442K),
1) warden And Council 17,998.51
2) Adm inlstrative Services/Ag/PSB 349,920.53 Higher Legal Rev(+265), Pas Wage/Ben Perf(+76k)
3) Financial Services (4,302.80)
4) Hum an Resources 32,014.24
5) Administrative Building 122,894.72 wages Perf (+46k),R&M (+20k), Utilitiies(+38K), Amortization (+46k)
6) Corporate Services 243,036.88 $200K Positive Benefit Perf to offset overages in other Depts
Amor"rtization higher than expected (4487K) and Loss on Road 52 (-$273) Offset by
7) Engineering Services
(374,104.97)
positive wage Perf (+$115L) and Project Revenue (+328K)
$572K in age/Benefit Accruals have been recorded in anticipation of ongoing
8) Hlomes For Seniors Services
(701,566.29)
arbitration and $130K overspent in Food costs
9)Museum/Archives
48,407.97
10) Library Services
(21,548.15)
11) Informatiion Technology
(122,708.08)
Unfunded carryforward cyber Security Project closing (-164K) is offset by dept saviiu
12) Provincial Offenses
(31,636.00)
Sale of retired Ambulances(+$1 d5) plus lower than budgeted casts (+$1111k),
carryforward cP Projects (Prow Yr End (March 2024) Owing to Prov) (+$185k), and
13) Ambulance & Emergency ServiceE
454,910.37
extra revenue made by Fire School(+54k)
Planning Perf Savings on Wages/Benefits( +131k), LandDiv Perf Savings on
14) Ec Dev, Land Div, Planning &
Wages/Benefiits/Legal (+$55k), EcDev Perf Savings an
Tourism
307,745.20
Wages/Benefiits/Projects(+$121)
Total Taxation used in, Operating
41,538,4i39
Most of the positive performance experienced occurred within the Corporate Activities
department where Revenue from Taxation and other non -department specific activity
was captured such as interest income and expense. Interest rates are slowly
decreasing but throughout 2023 the County experienced higher than average interest
rates on accounts and investments that were in place. Delays on acquiring debt for the
Terrace Lodge Rebuild also saved some costs that were budgeted in this area but not
used. By year end, additional supplemental taxation from growth related tax increases
was received. Possible supplemental income from new taxation is not able to be
quantified at the time of budget approval when the levy is determined. Homes
performance is indicative of estimated accruals for 2023 for wage and benefit costs in
anticipation the possible results of union arbitration which were unbudgeted at the
beginning of 2023.
As outlined in the 2023 budget, any Net Income not used for Operations has been
earned to support Capital projects planned throughout the County and debt repayment.
Below are the changes to the Balance sheet for Capital, Operating and
recommendations for Reserves that supports the reallocation of the ($15.5M) as shown
in the above operational plan.
Page 119 of 232
(15,555,054) 2023 Net Income
2023 Year End Planned Net Income Use
12,837,961 WIP Carryforward -an Increase in completed Capital work currently under constructiion (1800 Accts)
4,734,509 NBV is an increase to Planned Capital placed In Service (1820-1935 Accts)
(9,384,646) Capital Fund - Remaining Budget raised for Completion of Planned WIP (Acct 3260)
1,000,000 Capital Fund -Terrace Lodgie (Acct 3210)
75,940 Capital Fund - Sewagie Treatment Plant (Acct 3230)
50,419 Capital Fund -White Station (Acct 3205)
1,957,771 Transfer to Captiial Projects Reserve (Surplus of Closed Projects Report to Acct 3000)
726,265 Planned Increase to Growth Reserve
142,116 Debt Repayment (Principle Portion only)
1,100,857 Operating i Projects - Set into Miillrate Stabiilizatiion to complete unfinished Operating Projects
(11,939) Decrease due to use of Archives Reserves
(15,601) Decrease due to use of Museum Donation Reserves
16,727 Increase of Library Donation Reserves
3,453 Increase of BV Donation Reserves
810 Increase of TL Donation Reserves
5,659 Increase of EM Donation Reserves
(5,342) Decrease due to use of staff Training i Reserves
(2,320,096) Net Income available for Reserve Allocation as per Policy
The first few entries in the chart above identify that more Work in Progress is being
carried forward in 2023 than in 2022. The majority of this relates to the Terrace Lodge
Capital project that should be completed in 2025. Capital work supported in these
categories may have planned funding with the remainder of costs being supported
either through taxation or debt. Debt Repayment and borrowing was accommodated at
$1.14M and Operational Carry forward projects of $1.1 M have been set aside in the
MillRate Stabilization fund for completion in 2024. Other items set aside in this area
total the $849K of in the chart identifying transfers to/from reserves and included
donations received during the year through regular operations and a large allocation to
the Growth Reserve fund established by Council. Capital surplus from completed
projects was also set aside in the amount of $1.91VI into the Capital Projects Reserve to
support future Road, Bridge, and Culvert work.
After the above allocations were completed, there remained $2.31VI of Net Income
available to be allocated towards other County Reserves. Based on the Reserve and
Reserve Fund Policy recently adopted by Council, staff have provided
recommendations for the allocation of the remaining funds in the following manner:
2023 Recommendations as per Reserves and Reserve Fund Policy
178,283 Capital Fund - Court Facility
138,954 Capital Fund -Ambulance Base Faciltiies
1,397,083 Applicable interest to be allocated to Reserves based on Dec 31, 2022 Balance
(605,777) Recommended to be used to fund new ARO Reserve
605,777 ARO Reserve (NEW)
0 Remaiinngi Surplus for consideration to be directed to Capital Reserves Acct 3000
Page 120 of 232
The first two calculations were based on revenue received through the rental of these
facilities and reflective of annual use of the building(s) in question. Interest has been
calculated and based on the reserve balances at Dec. 31, 2022 that were invested
throughout 2023. After these considerations, there remained $605K left to reallocate to
additional reserves. Staff recommend that the remaining $605K be allocated to a new
reserve that solidifies the County's commitment to begin to fund the liability related to
the $2.223M Asset Retirement Obligation related to Terrace Lodge and the
Administration Building as outlined at the beginning of this report and in the financial
statements on Note 11.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
® Ensuring alignment of
® Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
® Exploring different ways
® Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
® Enhancing quality of
programs and services
® Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Local Municipal Partner Impact:
Communication Requirements:
County auditor Robert Foster, CPA, CA from Graham Scott Enns LLP is in attendance
to provide Council with the auditor's opinion of the County's 2023 Financial Statements.
The Financial Information Return (FIR) is a provincially mandated and standardized
document that is required by all municipalities to be completed annually and provided to
the Ministry of Municipal Affairs and Housing. The FIR reporting document balances to
the financial statements as of this report and will be submitted upon approval of the
2023 Financial Statements. The 2023 Annual Report will be published on our website
once the draft statements are approved and signed by authorized officials for use by the
public. Financial Statements will be forwarded to our funding partners upon approval
as necessary.
Page 121 of 232
Conclusion:
The 2023 Financial Statements are now complete and require approval by Council and
the signatures of authorized County officials. The approval of these statements will also
recognize any new reserves set up for the County's Asset Retirement Obligation. Staff
will bring a subsequent report forward to Council that outlines the Reserve balances at
the end of Dec 31, 2023 as per the Reserve and Reserve Fund Policy once approval of
the statements is finalized. The 2023 Annual Report will be posted on the County
website and will include the 2023 Financial Statements.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services/Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 122 of 232
jEPON
ElginCounty
Page 123 of 232
Aft
Mw ��(4
2023 Warden's Welcome 03
Your Elgin County 04
Meet Your Elgin County Councillors 05
2023 Key Achievements 07
Understanding Your 2023 Taxes 09
Stay Connected With Us 11
Appendix 1 : Use of Net Income 12
Appendix 11 : Department Operational Performance 16
Appendix III: Operating & Capital Projects 63
Appendix IV: 2023 Signed Financial Statements 70
2 @ 2Z
Warden's Welcome
On behalf of Council, I am proud to present the County of Elgin's
2023 Annual Report. As we look back on the past year, this
report highlights the remarkable progress we've made, and I
hope you find the information valuable as we reflect on our
shared achievements.
2023 was a year of growth, resilience, and innovation for Elgin County. Our community
continued to thrive with significant infrastructure improvements, modernized systems, and an
unwavering focus on supporting local businesses. From the rehabilitation of Ron McNeil Line
and the opening of the County 's first roundabout, to the completion of Phase 1 of the Terrace
Lodge Redevelopment Project, we worked hard to enhance the quality of life for our residents.
This Annual Report not only satisfies a legislative requirement but also serves as a reflection on
the milestones we reached together. It provides a financial summary for the year ending
December 31, 2023, and highlights the County's dedication to delivering efficient services to
our residents and businesses.
Throughout the year, Council was guided by our Strategic Plan, focusing on our key priorities of
Serving Elgin, Growing Elgin, and Investing in Elgin. Our commitment to transparency,
teamwork, fiscal responsibility, and public engagement has shaped the decisions we made
throughout 2023.
As we reflect on these accomplishments, we also express our gratitude. The strength of our
community, supported by careful planning, ensured that Elgin County remained one of the
most desirable places to live, work, and thrive. I extend my sincere thanks to our residents,
businesses, Council, and staff for their dedication and hard work over the past year.
Thank you for taking the time to review our 2023 Annual Report, and we look forward to
building on these successes in the years to come.
2023 Warden
Elgin County is an Upper -Tier Municipality that is comprised of the following seven (7)
Municipalities:
• Municipality of West Elgin • Town of Aylmer
• Municipality of Dutton Dunwich • Township of Malahide
• Township of Southwold • Municipality of Bayham
• Municipality of Central Elgin
Elgin County consists of County Council and Administration, which is made up of 10
departments focused on delivering exceptional service to approximately 52,000 people. The
County serves its area municipalities, businesses, visitors, community and government partners,
and Elgin County employees.
While the City of St. Thomas is geographically located within the boundaries of Elgin County, it
is a single -tier municipality, and its services and operations are separate from those delivered
by Elgin County.
Community & Cultural
Land Ambulance
Maintenance of
Services Archives,
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Elgin County
g
Library, Museum)
by Medavie
Roads
Economic
Planning & Land
Provincial
Development &
Division
Offences
Tourism Services
Committee
Administration
Emergency
Long -Term Care
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Social Services - Administered
Management/Fire
Homes & Seniors
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by the City of St. Thomas
Training Services
Services
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and funded by the County
MIKE HENTZ
DOMINIQUE
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Mayor WIDNER
BY INUUN11&11uafl 1
The County of Elgin has seen a year of remarkable achievements,
highlighting our ongoing commitment to enhancing infrastructure,
supporting local businesses, and improving community services. Despite
challenges, our focus on collaboration and progress has resulted in
tangible outcomes that will benefit residents for years to come.
One of the most significant accomplishments this year was the
rehabilitation of Ron McNeil Line, a major arterial road serving
the Municipality of Central Elgin and the Township of Malahide.
This project was made possible through a $1.65 million
contribution from the Canada Community -Building Fund. We
are also proud to have opened the County's first roundabout at
the intersection of Elm Line and Centennial Road, improving
traffic flow and safety. In addition, we completed a 10-
kilometre resurfacing of Sunset Road, which included the
addition of wider cycling lanes and enhanced accessibility
ramps, making the road safer and more accessible for all users.
Progress continued with the completion of Phase 1 of the
Terrace Lodge Redevelopment Project. Residents are now
enjoying a new two-story addition, with further work scheduled
to continue. At the Elgin County Administration Building, the
north elevator was opened to provide an accessible -friendly
entry for employees, tenants, and visitors, and the south elevator
is on track for completion.
In the fall, the much -anticipated Amazon Fulfillment Centre in
the Township of Southwold officially opened its doors,
creating over 1,000 jobs in the region. This development marks
a significant boost to the local economy and employment
opportunities for residents. In another milestone, the Elgin -
Middlesex Regional Fire School hosted its second graduation
ceremony in the spring, celebrating 69 recruits from Elgin's
municipalities and neighbouring communities who completed
the rigorous training program over five months.
This year also saw a revitalization of the County's
Savour Elgin culinary program, which now emphasizes
culinary tourism and agritourism experiences across
the County, showcasing our vibrant local food scene.
On International Women's Day, the County's
Economic Development department, in partnership
with the St. Thomas & District Chamber of
Commerce, hosted a sold -out "Women in Agriculture"
event. Five local female farmers shared their stories,
inspiring attendees and highlighting the critical role
women play in our agricultural community.
The County has also been advancing its modernization efforts.
The Archives successfully migrated its artifacts to a digital
database, making historical resources more accessible to the
public. Additionally, the County implemented new human
resources management software, which will streamline payroll
processes, recruitment, and scheduling at our long-term care
homes, improving efficiency across multiple departments.
In the fall, the County launched its Business Retention &
Expansion Program. Through this initiative, the Economic
Development department has been meeting with local
businesses to understand their challenges and
opportunities. This program is designed to support our
businesses as Elgin County continues to experience growth
and development.
As we reflect on the progress made in 2023, the
County of Elgin remains committed to building on
these successes. By continuing to invest in
infrastructure, support local businesses, and
modernize our systems, we are shaping a
prosperous future for our residents. Together, we
look forward to further growth, collaboration, and
accomplishments in the years to come.
Understanding
Your
2023 Taxes
Council remains committed to achieving affordable taxes while maintaining and expanding
high -quality services for residents. By taking a long-term 10-year view in our budget
development, Council strives to proactively tackle the challenges facing our residents and
seize upon opportunities that will improve our residents' lives.
Since understanding budgets can be a daunting task, we prepared an informative video in
2020 to help you understand a bit of the process that Council undertakes each year to
ensure you are receiving the best quality services at affordable tax rates. This video can be
found here.
In March of 2023 Council approved a budget with a 3.76% increase in taxes equating to
$23.88 per $100,000 of assessment.
Tax Rate
IV dA"�h �u"'Voua � w�U
Increase: Da�m�o0a
Ou rywry
�V ,,�a b� � Residential
5.76°la . .." valued at $236®000:
$56.56
" � �
u w �� 2023 Total Levy: � � � �� Levy Increase over
45.1M p,.... o� � ° 2022: $2o6M
'1-,0 „ 0
The following chart represents Elgin Countys 2023 Budget and Actuals. The budget is an
estimate of 2023 revenue and expenses supporting Elgin County's day-to-day operations.
Actuals represent real revenue and expenses throughout the year.
For a further breakdown of department spending, please refer to 'Appendix I' for the
performance details.
�tl YA, I aim (q N P
DEPARTMENT NAME
BUDGET
ACTUALS
Corporate Activities
($40,485,142)
($44,732,483)
Warden & Council
$440,468
$423,305
Administrative Services/
$1,174,679
$971,360
Agriculture/ Police Services Board
Financial Services
$816,872
$806,725
Human Resources
$778,124
$713,495
Administrative Building
$503,644
$694,348
Corporate Services
$1,114,865
$871,828
Engineering Services
$10,382,179
$11,045,222
Homes & Seniors Services
$2,295,758
$3,803,787
Museum & Archives
$408,513
$507,113
Library Services
$3,180,867
$3,165,754
Information Technology
$1,716,064
$1,611,927
Provincial Offences Administration
($110,992)
($99,356)
Ambulance & Emergency Services
$3,924,924
$3,714,715
Economic Development, Tourism, Planning, Land Division
2,250,341
$947,206
2023 Net Income
($11,608,836)
($15,555,054)
$15a
A I Rk,
Mal
6
Explanations of Performance (+/- $100K)
DEPARTMENT NAME AMOUNT EXPLANATION OF PERFORMANCE
Corporate Activities $4,217,376.51 Supplemental Taxation Performance, Higher
Interest Performance, Terrace Lodge Debt Delayed
Warden & Council $17,998.51
Administrative Services $349,920.53 Increased Legal Revenue; Positive
Agriculture/ Police Services Board Wage/Benefit Performance
Financial Services ($4,302.80)
Human Resources $32,014.24
Administrative Building $122,894.72 Decreased Costs: Wages, Utilities,
Maintenance, Amortization
Corporate Services $243,036.88 Positive Benefit Performance
Engineering Services ($374,104.97)
Increased Costs: Amortization, Loss on Road 52;
Offset by Wage Performance & Project Revenue
Homes & Seniors Services ($701,566.29) Increased Costs: Arbitration and Food Costs
Museum & Archives $48,407.97
Library Services ($21,548.15)
Information Technology ($122,708.08) Increased Costs: Cyber Security
Provincial Offences Administration ($31,636)
Sale of retired Ambulances, lower than
Ambulance & Emergency Services $454,910.37 budgeted costs, carryforward CP projects,
Fire School Revenue
Economic Development, Tourism, Planning $307,745.20
Savings on Wages, Benefits, Legal and Projects
Land Division
Total Taxation used in Operating $4,538,439
REQUIRED CHANGES TO BALANCE SHEET
CHANGE BETWEEN 2022 & 2023
2023 Net Income (15,555,054)
WIP Carryforward - Increase in completed Capital currently under construction (1800 Accts) $12,837,961
NBV is an increase to Planned Capital placed In Services (1820 - 1935 Accts) $4,734,509
Capital Fund - Remaining Budget raised for Completion of Planned WIP ($9,384,646)
Capital Fund - Terrace Lodge (Reduction in Fund Portion) (Acct 3210) $1,000,000
Capital Fund - White Station Garage (Acct 3205) $50,149
Capital Fund - Sewage Treatment Plant (Acct 3230) $75,940
Transfer to Capital Projects Reserve (Surplus to Closed Acct 3000) $1,957,771
Planned Increase to Growth Reserve $726,265
Debt Repayment (Principle Portion Only) $142,116
Operating Projects - Set into Millrate Stabilization to complete unfinished Operating Projects $1,100,857
Decrease due to use of Archives Reserves ($11,939)
Decrease due to use of Museum Donation Reserves ($15,601)
Increase of Library Donation Reserves $16,727
Increase of Bobier Villa Donation Reserves
$3,453
Increase of Terrace Lodge Donation Reserves
$810
Increase of Elgin Manor Donation Reserves
$5,659
Decrease due to use of Staff Training Reserves
($5,342)
Net Income available for Reserve Allocation as per Policy ($2,320,096)
2023 per
Reserves
,e s and Reserve Funds Policy
Net Income Available for Reserve Allocation
Capital Fund - Court Facility
Capital Fund - Ambulance Base Facilities
Applicable Interest to be allocated to Reserves based on December 31, 2022 Balance
Recommended to be used to fund new Asset Retirement Obligation (ARO) Reserve
Asset Retirement Obligation (ARO) Reserve (NEW)
Remaining Surplus for consideration to be directed to Capital Reserves Acct 3000
($2,320,096)
$178,283
$138,954
$1,397,083
($605,777)
$605,777
$0
Performance for 2023 for 200 - Administrative Building
As At Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue
4215 Federal Funding - Project Revenue
26602011 Elevator
(100,000)
(100,000)
26602113 Zero Emission Project
( 100,000)
(90,000)
(10,000)
26602114 SRF - Council Chambers Renovations
( 100,000)
( 100,000)
4330 Rental Revenue
(726,721)
(727,777)
1,056
4350 Recoveries
0
( 17,428)
17,428
4360 Project Revenue
-
0
26602108 Interior Renovations
(125,000)
(125,000)
26602113 Zero Emission Project
(73,000)
67,107
( 140,107)
1) Revenue Total
( 1,224,721)
(768,098)
(456,623)
2) Wages
5300 Wages
317,073
243,782
73,291
5310 Vacation Pay
17,149
( 17,149)
5330 Vacation Pay
2,985
(2,985)
5370 Sick/Bereavement
6,798
(6,798)
2) Wages Total
317,073
270,715
46,358
3) Benefits
5400 Benefits
104,109
67,385
36,724
5490 Benefits - Manulife
37,307
( 37,307)
3) Benefits Total
104,109
104,691
(583)
4) Operating Costs
5500 Mileage
6,000
3,397
2,603
5505 Travel - Other
1,000
1,000
5510 Development
2,500
4,714
(2,214)
5850 Purchased Services
321,546
311,343
10,203
5880 Equipment
2,500
3,082
(582)
5920 Repairs/Maintenance
35,000
14,300
20,700
5940 Utilities
282,281
243,983
38,299
5950 Property Taxes
36,131
32,826
3,305
5960 Project Costs
26602106 Security Equipment
15,000
2,006
12,994
26602301 Heat Pump Replacement
35,000
24,632
10,368
26602302 Miscellaneous Professional Fees
10,000
10,000
26602303 Painting
80,000
30,002
49,998
26602304 Miscellaneous Maintenance
10,000
10,000
26602307 Miscellaneous Equipment
5,000
5,000
6090 Miscellaneous
2,500
467
2,033
8000 Amortization
462,725
416,290
46,435
4) Operating Costs Total
......................................................................................................................................................................................................................................................................................................................................................................................................................
1,307,183
1,087,040
220,143
1) Net Income Total
......................................................................................................................................................................................................................................................................................................................................................................................................................
503,644
694,348
(190,705)
Prior Year Carryforward Project Actuals
26602011 Elevator
( 100,000)
26602114 SRF - Council Chambers Renovations
( 100,000)
26602108 Interior Renovations
( 126,000)
26602113 Zero Emission Project
(50,590)
26602303 Painting
379
Net Cost to Department of Carryforward items
(376,211)
......................................................................................................................................................................................................................................................................................................................................................................................................................
Net Income Total
......................................................................................................................................................................................................................................................................................................................................................................................................................
503,644
318,137
185,506
Page 139 of 232
Available Funds for 2023 for 130 - Administrative Services
As at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue
4350 Recoveries
(1,200)
(14,330)
13,130
4360 Project Revenue
(402,482)
(423,510)
21,028
1) Revenue Total
(403,682)
(437,840)
34,158
2) Wages
5300 Wages
1,160,689
1,026,714
133,975
5310 Vacation Pay
89,765
(89,765)
5330 Vacation Pay
(22,140)
22,140
5370 Sick/Bereavement
12,144
(12,144)
2) Wages Total
1,160,689
1,106,483
54,206
3) Benefits
5400 Benefits
324,993
200,161
124,832
5460 Benefits Subsidized
7,196
(7,196)
5480 Benefits - STD
177
(177)
5490 Benefits - Manulife
94,911
(94,911)
3) Benefits Total
324,993
302,445
22,548
4) Operating Costs
5500 Mileage
7,500
4,136
3,364
5505 Travel - Other
5,000
906
4,094
5510 Development
10,000
18,600
(8,600)
5610 Memberships
9,500
13,165
(3,665)
5620 Subscriptions
5,000
5,616
(616)
5630 Office Supplies
(0)
0
5880 Equipment
1,500
2,228
(728)
5910 Special Projects
500
500
5960 Project Costs
2
1,433
( 1,430)
6090 Miscellaneous
863
(863)
4) Operating Costs Total
..... ........... ..........................................................................................................................................................................................................................................................................................................................................................................................................................
39,002
46,947
(7,945)
1) Net Income Total
1,121,002
1,018,036
102,966
Prior Year Carryforward Project Actuals
Legal Projects Carryforward (244,088)
Net Cost to Department of Carryforward items -
.........................................................................................................................................................................................................................................................................................................................................................................................................................................
Net Income Total 1,121,002 773,948 347,054
Page 140 of 232
Performance for 2023 for 30 Bobier Villa - 480 - Adult Day
as at Dec 31, 2023
Available To
,,,,,,,,,,,,,,,"I'l""I'll""I'll'll" I'll "I'll",'ll" I'll"I'll'll""I'll""I'll""I'll""I'll",'ll'I.............,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,............,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,............,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,..............."I'l""I'll""I'll'll"
Budget
Spent
I'll "I'll",'ll" I'll "I'll'll""I'll""I'll"
Spend
I'll"I'll",'ll'I.............,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
1) Net Income ....
..._ ..._
....
1) Revenue
4200 Province of Ontario
(143,302)
(143,302)
4360 Project Revenue
0
0
4370 Other Revenue
(22,500)
(16,518)
(5,982)
1) Revenue Total
(165,802)
(16,518)
(149,284)
2) Wages
5300 Wages
101,643
71,998
29,645
5306 Project Wages
(0)
(0)
2) Wages Total
101,643
71,998
29,645
3) Benefits
5400 Benefits
33,264
17,365
15,899
5406 Project Benefits
0
0
5410 Vacation Pay
6,241
(6,241)
5450 Lieu $$
7,289
(7,289)
5470 Benefit - Sick/Bereav
78
(78)
5490 Benefits - Manulife
437
(437)
3) Benefits Total
33,264
31,411
1,854
4) Operating Costs
5500 Mileage
430
430
5510 Development
285
285
5630 Office Supplies
255
633
(378)
5850 Purchased Services
15,975
18,831
(2,856)
5860 Supplies
1,200
2,475
(1,275)
5880 Equipment
2,010
5,480
(3,470)
5940 Utilities
0
5,749
(5,749)
6090 Miscellaneous
240
100
140
6810 Raw Food
6,000
4,280
1,720
6860 Building Occupancy
4,500
4,500
-
4) Operating Costs Total
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
30,895
42,048
(11,153)
1) Net Income Total
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,"I'l""I'll""I'll'll" I'll "I'll",'ll" I'll"I'll'll""I'll""I'll""I'll""I'll",,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,..."I'l""I'll""I'll'll"
0
128,938
(128,938)
I'll "I'l,,,
Page 141 of 232
Performance for 2023 for 20 Terrace Lodge - 480 - Adult Day
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4200 Province of Ontario
(218,974)
(218,974)
4370 Other Revenue
(76,500)
(27,799)
(48,701)
1) Revenue Total
(295,474)
(27,799)
(267,675)
2) Wages
5300 Wages
164,941
132,941
32,000
5306 Project Wages
210
(210)
2) Wages Total
164,941
133,151
31,790
3) Benefits
5400 Benefits
52,520
44,583
7,937
5406 Project Benefits
14
(14)
5410 Vacation Pay
15,954
(15,954)
5430 Vacation
6,331
(6,331)
5450 Lieu $$
11,399
(11,399)
5470 Benefit - Sick/Bereav
3,181
(3,181)
5490 Benefits - Manulife
10,058
(10,058)
3) Benefits Total
52,520
91,521
(39,001)
4) Operating Costs
5500 Mileage
504
244
260
5505 Travel - Other
-
1,126
(1,126)
5510 Development
354
354
5630 Office Supplies
306
493
(187)
5850 Purchased Services
42,189
45,606
(3,417)
5860 Supplies
1,401
4,167
(2,766)
5880 Equipment
2,211
13,243
(11,032)
5940 Utilities
0
8,042
(8,042)
6090 Miscellaneous
240
9
231
6810 Raw Food
18,807
9,089
9,718
6860 Building Occupancy
12,000
12,165
(165)
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
78,012
94,184
(16,172)
1) Net Income Total
( 1)
291,057
(291,058)
Page 142 of 232
Performance for 2023 for 480 - Adult Day
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4200 Province of Ontario
(49,956)
(474,218)
424,262
4370 A/D Donations
(460)
460
1) Revenue Total
(49,956)
(474,678)
424,722
4) Operating Costs
5850 Purchased Services
49,956
58,893
(8,937)
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
49,956
58,893
(8,937)
1) Net Income Total
-
(415,785)
415,785
Page 143 of 232
Performance for 2023 for 230 - Agriculture
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4360 Project Revenue
(1,000)
(1,000)
1) Revenue Total
(1,000)
(1,000)
4) Operating Costs
5850 Purchased Services
48,483
48,492 (9)
5930 Vehicle Repairs/Maint/Fuel
3,026
3,026
5960 Project Costs
3,000
3,000
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
54,509
48,492 6,017
1) Net Income Total
53,509
48,492 5,017
Page 144 of 232
Available Funds for 2023 for 270 - Ambulance
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue
4200 Province of Ontario
(5,880,742)
(5,915,054)
34,312
4205 Province of Ontario - Project Revenue
(2,000,000)
(679,305)
(1,320,695)
4310 City of St. Thomas - Ambulance
(2,803,100)
(2,707,384)
(95,716)
4360 Project Revenue
(0)
(105,545)
105,545
4450 Cross Border Revenue
(54,210)
(3,168)
(51,042)
1) Revenue Total
(10,738,052)
(9,410,456)
(1,327,595)
2) Wages
5300 Wages
41,529
41,846
(317)
5330 Vacation Pay
1,880
(1,880)
5370 Sick/Bereavement
30
(30)
2) Wages Total
41,529
43,756
(2,227)
3) Benefits
5400 Benefits
11,628
9,643
1,985
3) Benefits Total
11,628
9,643
1,985
4) Operating Costs
5500 Mileage
5,500
5,500
5510 Development
3,000
3,000
5610 Memberships
600
600
5850 Purchased Serv. - Contractors
11,698,002
11,586,388
111,614
5960 Project Costs
2,000,000
669,254
1,330,746
5970 Cross Border Payments
88,010
49,336
38,674
6090 Miscellaneous
500
500
8000 Amortization - Ambulance
524,497
494,575
29,922
8001 Amortization - Community Paramedicine
-
32,807
(32,807)
4) Operating Costs Total
14,320,109
12,832,360
1,487,749
1) Net Income Total
...............................................................................................................................................................................................................................................................................................................................................................
3,635,214
3,475,302
159,912
Prior Year Carryforward Project Actuals
28002109 Community Paramedicine Program Term A
(1,000,000)
(821,100)
(178,900)
28002203 Community Paramedicine Program Term B
(2,000,000)
(142,150)
(1,857,850)
28002109 Community Paramedicine Program Term A
1,000,000
242,588
757,412
28002203 Community Paramedicine Program Term B
2,000,000
410,775
1,589,225
Net Cost to Department of Carryforward items
-
(309,887)
3,635,214
3,165,415
469,799
Page 145 of 232
Performance for 2023 for 185 - Archives
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1)Revenue
4215 Federal Funding - Project Revenue
(23,987)
(5,216)
(18,771)
4360 Project Revenue
(3,000)
(23,929)
20,929
4370 Other Revenue
(3,000)
(983)
(2,017)
1) Revenue Total
(29,987)
(30,127)
140
2) Wages
5300 Wages
136,853
123,320
13,533
5306 Project Wages
48,585
38,384
10,201
5310 Vacation Pay
6,605
(6,605)
5316 Project Vacation Pay
0
(0)
5330 Vacation Pay
3,502
(3,502)
5370 Sick/Bereavement
276
(276)
2) Wages Total
185,438
172,086
13,351
3) Benefits
5400 Benefits
38,319
24,950
13,369
5406 Project Stat/Combined
12,146
3,660
8,486
5460 Benefits Subsidized
10,303
(10,303)
5490 Benefits - Manulife
22,393
(22,393)
3) Benefits Total
50,465
61,307
(10,842)
4) Operating Costs
5500 Mileage
800
336
464
5505 Travel - Other
2,200
1,044
1,156
5510 Development
2,700
917
1,783
5610 Memberships
997
1,024
(27)
5620 Publications
997
1,186
(189)
5630 Office Supplies
503
250
253
5640 Photocopy
600
109
491
5850 Purchased Services
997
382
615
5860 Supplies - Archival
7,500
7,170
330
5880 Equipment
4,500
261
4,239
5910 Promotions
2,002
869
1,133
5920 Repairs/Maintenance
503
487
16
5960 Project Costs
2,000
6,301
(4,301)
6090 Miscellaneous
504
504
6640 Microfilming/Scanning/Conservation
6,563
776
5,787
6700 Acquisitions
3,250
2,569
681
8000 Amortization
5,809
2,291
3,518
4) Operating Costs Total
....................................................................................................................................................................................................................................................................................................................................................................................................................................................
42,425
25,972
16,453
1) Net Income Total
....................................................................................................................................................................................................................................................................................................................................................................................................................................................
248,341
229,238
19,102
Carryforward Project Performance
29402203 Internship Term B - YCW Archives 4,200 -
29402203 Internship Term B - YCW Archives 2,428
Net Cost to Department of Carryforward items (6,628)
Net Income Total 248,341 235,866 12,474
....................................................................................................................................................................................................................................................................................................................................................................................................................................................
Page 146 of 232
Peformance for 2023 for 30 Bobier Villa - 450 - Building
& Property
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue
4202 P of Ont - Minor Capital Funding
(85,515)
85,515
4205 Province of Ontario - Project Revenue
(260,434)
(100,000)
(160,434)
4215 Federal Funding - Project Revenue
(189,173)
( 187,010)
(2,163)
4350 Recoveries
(3,184)
(7,440)
4,257
1) Revenue Total
(452,791)
(379,965)
(72,826)
2) Wages
5300 Wages
56,127
46,036
10,091
2) Wages Total
56,127
46,036
10,091
3) Benefits
5400 Benefits
29,748
15,937
13,811
5430 Vacation
2,506
(2,506)
5470 Benefit - Sick/Bereav
3,572
(3,572)
5490 Benefits - Manulife
6,642
(6,642)
3) Benefits Total
29,748
28,656
1,091
4) Operating Costs
5500 Mileage
275
12
263
5505 Travel - Other
(0)
(0)
5510 Development
1,000
1,000
5850 Purchased Services
120,000
115,909
4,091
5860 Supplies
824
(824)
5880 Equipment
202
(202)
5920 Repairs/Maintenance
15,154
5,460
9,694
5940 Utilities
246,711
245,092
1,619
5960 Project Costs
15,000
15,441
(441)
6840 Cable
459
(459)
4) Operating Costs Total
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
398,140
383,399
14,741
1) Net Income Total
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
31,224
78,127
(46,902)
Prior Year Carryforward Project Actuals
4205 Province of Ontario - Project Revenue (213,141)
Net Cost to Department of Carryforward items
(213,141)
Net Income Total 31,224 (135,015) 166,239
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Page 147 of 232
Performance for 2023 for 30 Bobier Villa - 410 - Dietary
As at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4200 P of Ont - RF
(233,141)
(245,546)
12,405
4350 Recoveries
(23,388)
(10,588)
(12,799)
4360 Project Revenue
(1,052)
(1,052)
1) Revenue Total
(257,581)
(256,134)
(1,447)
2) Wages
5300 Wages
419,884
429,621
(9,737)
5306 Project Wages
842
842
2) Wages Total
420,726
429,621
(8,895)
3) Benefits
5400 Benefits
204,239
118,106
86,133
5406 Project Benefits
211
211
5410 Vacation Pay
21,079
(21,079)
5430 Vacation Pay
23,923
(23,923)
5450 Lieu $$
22,395
(22,395)
5470 Benefit - Sick/Bereav
14,387
(14,387)
5490 Benefits - Manulife
24,508
(24,508)
3) Benefits Total
204,450
224,398
(19,948)
4) Operating Costs
5500 Mileage
204
204
5510 Development
500
204
296
5850 Purchased Services
12,070
11,384
686
5860 Supplies
21,257
25,051
(3,794)
5880 Equipment
1,600
4,666
(3,066)
5920 Repairs/Maintenance
1,500
1,500
5960 Project Costs
0
542
(542)
6810 Raw Food
252,561
322,433
(69,872)
6811 Raw Food - Non -Resident
600
282
318
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
290,292
364,562
(74,270)
1) Net Income Total
657,886
762,446
(104,560)
Page 148 of 232
Performance for 2023 for 30 Bobier Villa - 460 - General &
Admin
as at Dec 31, 2023
1) Net Income
1)Revenue
4200 P of Ont - CA
4201 P of Ont - Pay Equity
4202 P of Ont - Minor Capital Funding
4205 Province of Ontario - Project Revenue
4350 Recoveries
4360 Project Revenue
4500 Private
4510 Private - Basic Comp
4540 Basic
4550 Respite
4615 General Store Sales
1) Revenue Total
2) Wages
5300 Wages
5306 Project Wages
5330 Vac Pay
2) Wages Total
3) Benefits
5400 Benefits
5406 Project Stat/Combined
5410 Vacation Pay
5430 Vacation
5456 Lieu $$
5470 Benefit - Sick/Bereav
5476 Benefit - Sick/Bereav
5490 Benefits - Manulife
3) Benefits Total
4) Operating Costs
5500 Mileage
5505 Travel- Other
5510 Development
5600 Recognition
5610 Memberships
5620 Subscriptions
5630 Office Supplies
5640 Photocopy
5650 Advertising
5680 Telephone/Fax
5720 Postage/Courier
Available To
Budget
Spent
Spend
37,445
17,591
19,854
( 17,220)
( 17,220)
-
( 34,548)
(34,548)
(99,347)
( 368,655)
269,308
(19,124)
(31,743)
12,619
(7,000)
(3,306)
(3,694)
(314,489)
(246,893)
(67,596)
(788,098)
(581,755)
(206,343)
(421,444)
(573,266)
151,822
(9,105)
(9,715)
610
(7,000)
(2,217)
(4,783)
( 1,679,930)
( 1,817,179)
137,249
214,358
210,131
4,227
62,031
127,243
(65,212)
( 1,575)
1,575
276,389
335,799
(59,411)
60,021 57,493 2,527
15,508 34,636 ( 19,128)
3,880 (3,880)
18,729 (18,729)
70 (70)
3,758 ( 3,758)
9,642 (9,642)
17,662 ( 17,662)
75,528 145,870 (70,342)
700
256
444
400
44
356
2,633
4,674
(2,041)
504
936
(432)
7,428
7,259
169
200
197
3
4,800
6,506
( 1,706)
2,400
2,011
389
500
111
389
7,504
6,740
764
655
553
102
5750 Petty Cash Over/Short
( 547)
547
5850 Purchased Services
1,500
1,596
(96)
5880 Equipment
750
750
5915 Special - General Store
7,000
3,483
3,517
5920 Repairs/Maintenance
171
( 171)
5960 Project Costs
58,382
16,809
41,573
6090 Miscellaneous
500
136
364
6850 Reimbursed Supplies/Services
12,500
17,214
(4,714)
8000 Amortization
300,871
283,292
17,579
4) Operating Costs Total
................................................................................................................................................................................................................................................................................................................................
409,227
351,439
57,788
I) Net Income Total
(918,786)
(984,071)
65,284
Prior Year Carryforward Project Actuals
4205 Province of Ontario - Project Revenue (14,216)
46032312 IPAC Training & Education Yr 1 (4,755)
Net Cost to Department of Carryforward items (18,971)
Net Income Total (918,786) ( 1,003,042) 84,255
................................................................................................................................................................................................................................................................................................................................
Page 149 of 232
Performance for 2023 for 30 Bobier Villa - 430 - Housekeeping
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4360 Project Revenue
(526)
(526)
1) Revenue Total
(526)
(526)
2) Wages
5300 Wages
179,759
177,093
2,666
5306 Project Wages - HSK
421
421
2) Wages Total
180,180
177,093
3,087
3) Benefits
5400 Benefits
95,272
61,835
33,437
5406 Project Stat/Combined - HSK
105
105
5410 Vacation Pay
14,988
(14,988)
5430 Vacation Pay
8,268
(8,268)
5450 Lieu $$
14,728
(14,728)
5470 Benefit - Sick/Bereav
3,984
(3,984)
5490 Benefits - Manulife
9,680
(9,680)
3) Benefits Total
95,378
113,483
(18,105)
4) Operating Costs
5850 Purchased Services
3,688
2,491
1,197
5860 Supplies
19,500
23,144
(3,644)
5880 Equipment
2,000
2,000
5920 Repairs/Maintenance
251
251
5960 Project Costs
0
0
0
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
25,439
25,635
(196)
1) Net Income Total
300,471
316,211
(15,740)
Page 150 of 232
Performance for 2023 for 30 Bobier Villa - 440 - Laundry
Data is current as of May 7, 2024 03:17 PM
Available To
Budget Spent Spend
1) Net Income
2) Wages
5300 Wages
65,933
78,566
(12,633)
2) Wages Total
65,933
78,566
(12,633)
3) Benefits
5400 Benefits
35,244
21,143
14,101
5430 Vacation Pay
8,028
(8,028)
5450 Lieu $$
2,036
(2,036)
5470 Benefit - Sick/Bereav
823
(823)
5490 Benefits - Manulife
3,465
(3,465)
3) Benefits Total
35,244
35,495
(251)
4) Operating Costs
5850 Purchased Services
89,327
96,685
(7,359)
5860 Supplies
3,192
4,086
(894)
5880 Equipment
504
521
(17)
5920 Repairs/Maintenance
252
1,503
(1,251)
5960 Project Costs
0
0
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
93,275
102,795
(9,521)
1) Net Income Total
194,452
216,856
(22,405) ,
Grand Total
194,452
216,856
(22,405)
Page 151 of 232
Available Funds for 2023 for 30 Bobier Villa - 420 - Nursing &
Personal Care
as at Dec 31, 2023
Available To
Budget Spent Spend
I) Net Income
I)Revenue
4200 P of Ont - NPC
( 3,645,958)
( 3,892,500)
246,542
4201 P of Ont - On Call Physician
(16,086)
(16,000)
(86)
4205 Province of Ontario - Project Revenue
(114,126)
(102,635)
(11,491)
4350 Recoveries - Supplies&Services
(3,000)
(4,690)
1,690
4355 Recoveries - Wages
(2,000)
(2,000)
4360 Project Revenue
(133,824)
(114,144)
( 19,680)
1) Revenue Total
(3,914,994)
(4,129,968)
214,975
2) Wages
5300 Wages - DON
133,034
83,739
49,295
5301 Wages - RN
348,135
370,611
(22,476)
5302 Wages -RPN
382,385
421,155
(38,771)
5303 Wages -HCA
1,556,434
1,664,406
(107,972)
5306 Project Wages - DON
5,931
43,950
(38,019)
5307 Project Wages - RN
3,817
8,306
(4,489)
5308 Project Wages - RPN
40,613
55,587
(14,973)
5309 Project Wages - HCA
48,723
82,160
(33,437)
2) Wages Total
2,519,071
2,729,914
(210,843)
3)Benefits
5400 Benefits
1,249,282
47,678
1,201,604
5401 Stat/Clothing/Combined - RN
(0)
88,523
(88,523)
5402 Stat/Clothing/Combined -RPN
-
133,881
(133,881)
5403 Stat/Clothing/Combined - HCA
(0)
476,613
(476,613)
5406 Project Stat/Combined - DON
24,771
9,444
15,327
5407 Project Stat/Combined - RN
1,136
(1,136)
5408 Project Stat/Combined - RPN
13,726
( 13,726)
5409 Project Stat/Combined - HCA
17,018
(17,018)
5411 Vacation Pay - RN
3,903
(3,903)
5412 Vacation Pay - RPN
12,748
(12,748)
5413 Vacation Pay - HCA
78,194
(78,194)
5416 Project Benefits - Vacation Pay
243
( 243)
5430 Benefits
6,140
(6,140)
5431 Vacation Hrs - RN
21,017
( 21,017)
5432 Vacation Hrs - RPN
29,161
( 29,161)
5433 Vacation Hrs - HCA
63,164
(63,164)
5438 Vac Hrs
4,977
(4,977)
5450 Lieu $$
(31)
31
5451 Lieu $$ - RN
4,766
(4,766)
5452 Lieu $$ - RPN
18,432
(18,432)
5453 Lieu $$ - HCA
111,536
(111,536)
5457 Lieu $$
623
(623)
5458 Project Lieu $$
1,777
(1,777)
5459 Project Lieu $$
7,119
(7,119)
5463 Top Up -HCA
8,658
(8,658)
5470 Benefit - Sick/Bereav
1,823
(1,823)
5471 Benefit - Sick/Bereav - RN
16,162
(16,162)
5472 Benefit - Sick/Bereav -RPN
22,898
(22,898)
5473 Benefit - Sick/Bereav -HCA
50,756
(50,756)
5478 Project Benefit - Sick/Bereav RPN
1,486
(1,486)
5491 Benefits RN - Manulife
38,370
(38,370)
5492 Benefits RPN - Manulife
25,948
( 25,948)
5493 Benefits HCA- Manulife
99,042
(99,042)
3) Benefits Total
1,274,053
1,416,932
(142,879)
4) Operating Costs
5500 Mileage
406
406
5505 Travel - Other
300
1,438
(1,138)
5510 Development
1,500
458
1,042
5850 Purchased Services
22,342
21,935
408
5860 Supplies
35,870
31,814
4,057
5880 Equipment
5,617
7,208
(1,591)
5920 Repairs/Maintenance
2,000
4,168
(2,168)
5960 Project Costs
39,959
77,437
( 37,477)
6090 Miscellaneous
320
( 320)
6820 Medical Director
25,040
27,213
( 2,173)
68301 ncontinence
27,047
35,856
(8,809)
4) Operating Costs Total
160,081
207,844
(47,763)
I) Net Income Total
38,212
224,721
(186,509)
Carryforward Project Performance
4205 Province of Ontario - Project Revenue (88,904)
Net Cost to Department of Carryfomard items (88,904)
Net Income Total
Page 152 of 232
Performance for 2023 for 30 Bobier Villa - 400 - Program & Support
as at Dec 31, 2023
Available To
,,,,,,,,,,,,,,,"I'l""I'll""I'll'll" I'll "I'll",'ll" I'll "I'll'll""I'll""I'll""I'll""I'll",'ll" I'll"I'll",,,,""I',,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,...."I'l"
Budget
I'll "I'll'll""I'll""I'll",'ll" I'll "I'l'll" I'll,"I"ll""I'll" I'll,,'ll" I'll "I'l,,,,,,,,,,,,..... I'l""I'll""I'll'll
Spent
"I'll""I'll",'ll" I'll "I'll'll""I'll""I'll""I'll""I'll",'ll"
Spend
I'll "I'll",'ll"I'll',,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
1) Net Income ....
.... ..._ ._..
_...
,
1) Revenue
4200 P of Ont - PSS
(259,582)
(260,462)
880
4350 Recoveries
(20,000)
(7,546)
(12,454)
4360 Project Revenue
(14,850)
(9,048)
(5,802)
1) Revenue Total
(294,432)
(277,056)
(17,376)
2) Wages
5300 Wages
143,467
119,902
23,565
5306 Project Wages
11,880
7,735
4,145
2) Wages Total
155,347
127,637
27,709
3) Benefits
5400 Benefits
69,296
28,574
40,721
5406 Project Benefits
2,970
1,401
1,569
5410 Vacation Pay
5,543
(5,543)
5430 Vacation Pay
8,400
(8,400)
5450 Lieu $$
10,208
(10,208)
5456 Project Lieu $$
276
(276)
5470 Benefit - Sick/Bereav
4,274
(4,274)
5490 Benefits - Manulife
12,825
(12,825)
3) Benefits Total
72,265
71,501
765
4) Operating Costs
5500 Mileage
200
31
169
5505 Travel - Other
200
579
(379)
5510 Development
300
499
(199)
5850 Purchased Services
45,650
44,849
801
5860 Supplies
4,423
3,656
767
5880 Equipment
1,000
1,540
(540)
5960 Project Costs
49,196
47,196
2,000
6090 Miscellaneous
125
(125)
6800 Program Specific Raw Food
2,200
2,693
(493)
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
103,169
101,168
2,001
1) Net Income Total
36,349
23,251
13,099
„� -,, 11 „1,
Grand Total
36,349
23,251
13,099
Page 153 of 232
Performance for 2023 for 145 - Collections
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4340 Revenue
(403,352)
(125,950)
(277,402)
4350 Recoveries
(100,838)
(120,092)
19,254
1) Revenue Total
(504,190)
(246,043)
(258,147)
4) Operating Costs
5850 Purchased Services
176,538
141,504
35,034
5970 Municipal Partner Payments
309,999
90,388
219,610
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
486,536
231,892
254,644
1) Net Income Total
(17,654)
(14,150)
(3,503)
Grand Total
(17,654)
(14,150)
(3,503)
Page 154 of 232
Performance for 2023 for 000 - Corporate Activities
As at Dec
31, 2023
Available To
Budget
Spent
Spend
1) Net Income
A) TAXES
4000 Levy Town of Aylmer
( 4,735,744)
( 4,735,744)
-
4010 Levy Municip of Dutton/Dunwich
( 3,484,729)
( 3,484,729)
-
4020 Levy Municip of West Elgin
(4,120,861)
(4,120,861)
-
4030 Levy Municip of Bayham
( 5,116,673)
( 5,116,673)
-
4040 Levy Township of Malahide
(7,615,197)
(7,615,197)
-
4050 Levy Township of Southwold
( 5,053,978)
( 5,053,978)
-
4060 Levy Municip of Central Elgin
( 13,006,347)
( 13,006,347)
-
4100 Supp Town of Aylmer
(59,876)
(131,254)
71,378
4110 Supp Municip of Dutton/Dunwich
( 39,884)
(83,844)
43,959
4120 Supp Municip of West Elgin
(44,260)
(53,465)
9,206
4130 Supp Municip of Bayham
(41,463)
(82,117)
40,654
4140 Supp Township of Malahide
(74,232)
(4,405)
(69,827)
4150 Supp Township of Southwold
(46,724)
( 1,813,595)
1,766,871
4160 Supp Municip of Central Elgin
(323,757)
(360,419)
36,662
4400 PIL Town of Aylmer
(13,128)
(21,924)
8,796
4410 PIL Municip of Dutton/Dunwich
( 116,204)
(124,114)
7,910
4420 PIL Municip of West Elgin
(48,701)
(56,401)
7,700
4430 PIL Municip of Bayham
(174,100)
(176,569)
2,470
4440 PILTownship of Malahide
(683,587)
(958,267)
274,680
4450 PIL Township of Southwold
(608,891)
(623,782)
14,891
4460 PIL Municip of Central Elgin
(269,878)
(276,211)
6,333
5000 Tax w/o Town of Aylmer
34,747
24,207
10,541
5010 Tax w/o Dutton/Dunwich
36,463
65,878
(29,415)
5020 Tax w/o West Elgin
76,617
100,010
(23,393)
5030 Tax w/o Bayham
21,733
85,275
(63,541)
5040Tax w/o Malahide
77,299
66,861
10,438
5050 Tax w/o Southwold
204,790
121,324
83,466
5060 Tax w/o Central Elgin
79,460
14,842
64,618
5150 Tax Relief
2,500
2,500
A) TAXES Total
(45,144,605)
(47,421,500)
2,276,895
B) INTEREST CHARGES & INCOME
4320Interest Income
(50,000)
( 1,433,924)
1,383,924
5170Interest Expense
642,101
199,733
442,368
B) INTEREST CHARGES & INCOME Total
592,101
( 1,234,191)
1,826,292
C) SOCIAL SERVICES - ST. THOMAS
5140 Social Housing
1,600,000
2,007,779
(407,779)
5220 Child Care -St. Thomas
165,000
(49,939)
214,939
5230 Income Maint/St. Thomas
460,000
122,898
337,102
C) SOCIAL SERVICES - ST. THOMAS Total
2,225,000
2,080,738
144,262
D) HEALTH UNIT
5160 Health Unit
1,755,593
1,351,194
404,399
D) HEALTH UNITTotal
1,755,593
1,351,194
404,399
E)GRANTS
5110 Grants
72,900
72,899
1
5115 Project Grants
2,000
2,000
E) GRANTS Total
74,900
72,899
2,001
F) RENTAL INCOME
4330 Rental Revenue
(282,193)
(295,693)
13,500
8000 Amortization
138,548
138,954
(406)
F) RENTAL INCOME Total
(143,645)
(156,739)
13,094
G) PROPERTY ASSESSMENT
5120 Property Assessments
800,682
800,682
0
G) PROPERTY ASSESSMENT Total
800,682
800,682
0
H) ONTARIO MUNICIPAL PARTNERSHIP FUND
4210 OMPF - Ontario Municipal Partnership Fund
(328,400)
(328,400)
-
H) ONTARIO MUNICIPAL PARTNERSHIP FUND Total
(328,400)
(328,400)
-
1) PROJECTS
4205 Province of Ontario - Project Revenue
( 2,590,807)
(385,415)
( 2,205,392)
4360 Project Revenue
(50,418)
(50,419)
1
5960 Project Costs
2,324,457
538,669
1,785,788
1) PROJECTS Total
(316,768)
102,835
(419,603)
1) Net Income Total
..............................................................................................................................................................................................................................
(40,485,142)
(44,732,483)
4,247,341
Prior Year Carryforward Project Actuals
28101908 Cannibis Funding
(74,447)
28101910 EF - Efficiency Funding Reserve
(631,250)
Net Cost to Department of Carryforward items (705,697)
N
.............................................................................................................................................................................................................................................................................................................................................
et Income Total (40,485,142) (45,438,180) 4,953,038
Page 155 of 232
Performance for 2023 for 120 - Corporate Services
as at Dec 31, 2023
Budget
Spent
Available To Spend
1) Net Income
1) Revenue
(25,000)
(46,400)
21,400
3) Benefits
5400 Benefits
200,000
200,000
5490 Benefits - Manulife
7,800
11,504
(3,704)
3) Benefits Total
207,800
11,504
196,296
4) Operating Costs
5600 Recognition
12,500
8,995
3,505
5610 Memberships
40,120
45,344
(5,224)
5630 Office Supplies
23,740
18,460
5,280
5640 Photocopy
0
292
(292)
5650 Advertising
339
(339)
5680 Telephone/Fax
34,000
43,110
(9,110)
5700 911 Emergency Response
-
(23,809)
23,809
5720 Postage/Courier
17,610
11,061
6,549
5770 Legal & Professional
150,000
179,197
(29,197)
5780 Audit
31,315
30,900
415
5800Insurance
601,756
578,034
23,722
5810 Payroll Charges
-
3,413
(3,413)
5830 Bank Charges
11,024
6,128
4,896
5850 Purchased Services
5,000
2,656
2,344
5860 Supplies
(0)
0
6080 Bereavement Flowers/Donations
5,000
2,796
2,204
6090 Miscellaneous
-
(193)
193
4) Operating Costs Total
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
932,065
906,724
25,340
1) Net Income Total
1,114,865
871,828
243,037
Page 156 of 232
Performance for 2023 for 110 - Council
As at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4350 Recoveries
(3,036)
(1,815)
(1,221)
1) Revenue Total
(3,036)
(1,815)
(1,221)
2) Wages
5300 Wages
222,284
217,711
4,573
2) Wages Total
222,284
217,711
4,573
3) Benefits
5400 Benefits
37,788
12,995
24,793
5490 Benefits - Manulife
32,667
(32,667)
3) Benefits Total
37,788
45,662
(7,873)
4) Operating Costs
5500 Mileage
7,000
7,400
(400)
5505 Travel - Other
0
296
(296)
5510 Development
32,000
28,120
3,880
5600 Recognition
1,250
103
1,147
5610 Memberships
-
-
5630 Office Supplies
-
-
5650 Advertising
7,000
1,770
5,230
5760 Meals/Refreshments
10,000
9,901
99
5960 Project Costs
2,500
2,500
6080 Ties, Crests, Pens, Gifts
6,500
5,650
850
6090 Miscellaneous
3,500
578
2,922
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
69,750
53,818
15,932
1) Net Income Total
326,787
315,375
11,411
Grand Total
326,787
315,375
11,411
Page 157 of 232
Performance for 2023 for 280 - Economic Development
as at Dec 31, 2023
Budget
Spent
Available To Spend
1) Net Income
1)Revenue
420S Province of Ontario - Project Revenue
(4,068)
(4,068)
421S Federal Funding - Project Revenue
(SS,600)
(37,172)
(18,428)
43SO Recoveries
(2,220)
2,220
4360 Project Revenue
(333,14S)
(39,SO4)
(293,641)
4380 Memberships
(13,000)
(3,312)
(9,688)
1) Revenue Total
(405,813)
(82,208)
(323,605)
2) Wages
S300 Wages
409,308
320,621
88,686
S306 Project Wages
27,429
26,643
786
S310 Vacation Pay
22,763
(22,763)
S316 Project Vacation Pay
807
(807)
S330 Vacation Pay
4,133
(4,133)
S370 Sick/Bereavement
7,883
(7,883)
2) Wages Total
436,737
382,851
53,886
3) Benefits
S400 Benefits
114,606
66,360
48,246
S406 Project Stat/Combined
6,8S7
2,620
4,237
S490 Benefits - Manulife
37,914
(37,914)
3) Benefits Total
121,463
106,894
14,570
4) Operating Costs
SS00 Mileage
12,000
3,030
8,970
SSOS Travel - Other
12,000
S,677
6,323
SS10 Development
S,000
4,042
9S8
S610 Memberships
9,S00
7,S23
1,977
S620 Subscriptions
200
132
68
S630 Office Supplies
-
(138)
138
S6SO Advertising/Promotion
0
(0)
S660 Printing
1,000
S73
427
S680 Telephone/Fax
2,S00
1,143
1,3S7
S720 Postage/Courier
300
433
(133)
S8SO Purchased Services
40,000
36,798
3,202
S890 Lease Space
4,132
4,132
S910 Special Projects/Events
2,S00
4,123
( 1,623)
S930 Vehicle Repairs/Maint/Fuel
2,S00
1,022
1,478
S960 Project Costs
1,296,394
339,610
9S6,784
6090 Miscellaneous
1,000
1,190
(190)
8000 Amortization
11,616
11,616
(0)
4) Operating Costs Total
..................................................................................................................................................................................................................................................................................................................................................................................................................
1,400,642
416,775
983,867
1) Net Income Total
..................................................................................................................................................................................................................................................................................................................................................................................................................
1,553,029
824,311
728,717
Carryforward Project Performance
268S1008 Tourism Member Signs (246,620)
268S1008 Tourism Member Signs 270,843
268S2026 Community Improvement Program - Municipal Partner 436,069
Amortization Adjustment (2,238)
Net Cost to Department of Carryforward items 4S8,OS4
Net Income Total 1,553,029 1,282,366 270,663
Page 158 of 232
Performance for 2023 for 10 Elgin Manor - 450 - Building
& Property
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue
4202 P of Ont - Minor Capital Funding
(80,579)
80,579
4205 Province of Ontario - Project Revenue
(17,473)
4,016
(21,489)
4350 Recoveries
(43,297)
(51,698)
8,401
4360 Project Revenue
(0)
(75,940)
75,940
1) Revenue Total
(60,770)
(204,202)
143,432
2) Wages
5300 Wages
55,734
49,993
5,741
2) Wages Total
55,734
49,993
5,741
3) Benefits
5400 Benefits
29,539
12,906
16,633
5430 Vacation
3,098
(3,098)
5470 Benefit - Sick/Bereav
568
(568)
5490 Benefits - Manulife
9,114
(9,114)
3) Benefits Total
29,539
25,686
3,853
4) Operating Costs
5500 Mileage
110
110
5510 Development
1,000
1,000
5850 Purchased Services
207,000
187,057
19,943
5851 Purchased Services - SP
87,677
148,685
(61,008)
5860 Supplies
365
(365)
5880 Equipment
240
(240)
5920 Repairs/Maintenance
17,320
14,903
2,417
5921 Repairs/Maintenance - SP
40,000
14,724
25,276
5940 Utilities
256,450
292,665
(36,215)
5960 Project Costs
15,000
15,880
(880)
4) Operating Costs Total
.................................................................................................................................................................................................................................................................................................................................................................................................................
624,557
674,518
(49,961)
1) Net Income Total
649,060
545,996
103,065
Prior Year Carryforward Project Actual
4205 Province of Ontario - Project Revenue (17,472)
4360 Project Revenue (12,500)
45012007 Covid Funding EM 629
Net Cost to Department of Carryforward items (29,343)
Net Income Total 649,060 516,653 132,408
Page 159 of 232
Performance for 2023 for 10 Elgin Manor - 410 - Dietary
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4200 P of Ont - RF
(368,117)
(387,704)
19,586
4350 Recoveries
(3,812)
(2,070)
(1,742)
4360 Project Revenue
(526)
(526)
1) Revenue Total
(372,455)
(389,774)
17,318
2) Wages
5300 Wages
517,147
516,028
1,120
5306 Project Wages
1,985
1,972
13
2) Wages Total
519,132
517,999
1,133
3) Benefits
5400 Benefits
257,930
164,471
93,459
5406 Project Benefits
496
385
111
5410 Vacation Pay
25,558
(25,558)
5430 Vacation Pay
25,088
(25,088)
5450 Lieu $$
36,992
(36,992)
5456 Project Lieu $$
308
(308)
5460 Top Up
657
(657)
5470 Benefit - Sick/Bereav
7,288
(7,288)
5490 Benefits - Manulife
48,245
(48,245)
3) Benefits Total
258,426
308,992
(50,566)
4) Operating Costs
5500 Mileage
200
88
112
5505 Travel - Other
100
100
5510 Development
500
404
96
5850 Purchased Services
11,969
14,318
(2,349)
5860 Supplies
19,525
29,904
(10,378)
5880 Equipment
3,997
5,198
(1,201)
5920 Repairs/Maintenance
5,000
6,500
(1,500)
5960 Project Costs
0
1,757
(1,757)
6810 Raw Food
362,241
444,596
(82,355)
6811 Raw Food - Non -Resident
1,200
1,123
77
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
404,732
503,887
(99,155)
1) Net Income Total
809,835
941,105
(131,270)
Page 160 of 232
Performance for 2023 for 10 Elgin Manor - 460 - General
& Admin
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1)Revenue
4200 P of Ont - CIA
32,034
41,893
(9,859)
4201 P of Ont - Pay Equity
(6,300)
(6,300)
-
4205 Province of Ontario - Project Revenue
(383,549)
(434,360)
50,811
4350 Recoveries
(31,273)
(42,265)
10,992
4360 Project Revenue
(15,000)
(5,999)
(9,001)
4500 Private
(468,584)
(436,417)
(32,167)
4510 Private - Basic Comp
( 1,155,579)
( 1,033,406)
( 122,173)
4540 Basic
(736,824)
(865,349)
128,525
4550 Respite
(10,038)
(6,357)
(3,681)
4615 General Store Sales
(6,500)
(6,500)
1)Revenue Total
(2,781,613)
(2,788,560)
6,947
2) Wages
5300 Wages
269,904
212,855
57,049
5306 Project Wages
112,828
205,256
(92,428)
5316 Project Vacation Pay
-
-
5330Vac Pay
(4,586)
4,586
2) Wages Total
382,732
413,525
(30,793)
3) Benefits
5400 Benefits
75,573
59,279
16,294
5406 ProjectStat/Combined
28,207
53,285
( 25,078)
5410 Vacation Pay
2,549
( 2,549)
5416 Project Benefits - Vacation Pay
( 225)
225
5430 Vacation
20,435
(20,435)
5456 Lieu $$
550
(550)
5460Top Up
7,031
(7,031)
5470Benefit -Sick/Bereav
15,116
(15,116)
5476 Benefit - Sick/Bereav
492
(492)
5480 Benefits - STD
4,663
(4,663)
5486 STD 2/3
133
(133)
5490 Benefits - Manulife
37,265
(37,265)
3) Benefits Total
103,780
200,573
(96,793)
4) Operating Costs
5500 Mileage
700
125
575
5505Travel -Other
500
1,452
(952)
5510 Development
2,533
3,970
( 1,437)
5600 Recognition
1,000
298
702
5610 Memberships
10,175
10,195
(20)
5620Subscriptions
300
59
241
5630Office Supplies
5,300
11,578
( 6,278)
5640 Photocopy
3,254
2,376
878
5650 Advertising
550
111
439
5680Telephone/Fax
7,500
13,491
( 5,991)
5720 Postage/Courier
550
1,443
(893)
5750 Petty Cash Over/Short
( 173)
173
5850 Purchased Services
2,504
3,516
( 1,012)
5880 Equipment
1,005
2,644
( 1,639)
5915 Special - General Store
6,500
5,432
1,068
5920 Repairs/Maintenance
400
400
5960 Project Costs
58,508
29,135
29,373
6090 Miscellaneous
504
226
278
6850 Reimbursed Supplies/Services
45,000
64,605
( 19,605)
8000Amortization
566,448
589,328
(22,880)
4)Costs Total
...I..)...
...........7....1....3...,..2....3....1.................................7....3...9....,..8....1...2...
...............(....2....6...,..5....8....1...)
.....
eOtperating
NIncome Total
..............................................................................................................................................................................................................................................................................................
(1,581,869)
( 1,434,649)
(147,220)
Carryforward Project Performance
4205 Province of Ontario - Project Revenue (29,954)
5306 Project Wages 2,113
Net Cost to Department of Carryforward items (27,841)
Net Income Total (1,581,869) ( 1,462,489) (119,379)
..............................................................................................................................................................................................................................................................................................
Page 161 of 232
Performance for 2023 for 10 Elgin Manor - 430 - Housekeeping
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4360 Project Revenue
(526)
(526)
1) Revenue Total
(526)
(526)
2) Wages
5300 Wages
287,032
311,967
(24,934)
5306 Project Wages - HSK
3,287
837
2,450
2) Wages Total
290,319
312,803
(22,484)
3) Benefits
5400 Benefits
148,087
108,820
39,268
5406 Project Stat/Combined - HSK
822
43
779
5410 Vacation Pay
19,449
(19,449)
5430 Vacation Pay
23,092
(23,092)
5450 Lieu $$
20,842
(20,842)
5470 Benefit - Sick/Bereav
5,700
(5,700)
5490 Benefits - Manulife
20,130
(20,130)
3) Benefits Total
148,909
198,076
(49,167)
4) Operating Costs
5850 Purchased Services
3,400
4,955
( 1,555)
5860 Supplies
26,000
23,104
2,896
5880 Equipment
2,500
1,235
1,265
5920 Repairs/Maintenance
1,500
2,826
( 1,326)
5960 Project Costs
0
2,117
(2,117)
6090 Miscellaneous
-
-
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
33,400
34,236
(836)
1) Net Income Total
472,103
545,116
(73,013)
Page 162 of 232
Performance for 2023 for 10 Elgin Manor - 440 - Laundry
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
2) Wages
5300 Wages
67,278
52,693
14,585
2) Wages Total
67,278
52,693
14,585
3) Benefits
5400 Benefits
35,657
12,511
23,146
5430 Vacation Pay
633
(633)
5450 Lieu $$
2,119
(2,119)
5490 Benefits - Manulife
418
(418)
3) Benefits Total
35,657
15,682
19,975
4) Operating Costs
5850 Purchased Services
138,108
142,985
(4,877)
5860 Supplies
5,074
2,730
2,344
5920 Repairs/Maintenance
1,200
925
275
5960 Project Costs
0
0
4) Operating Costs Total
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
144,382
146,640
(2,258)
1) Net Income Total
247,317
215,015
32,302
Grand Total
247,317
215,015
32,302
Page 163 of 232
Available Funds for 2023 for 10 Elgin Manor - 420 - Nursing &
Personal Care
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1)Revenue
4200 P of Ont - NPC
( 5,239,246)
( 5,673,209)
433,963
4201 P of Ont - On Call Physician
(16,086)
(16,000)
(86)
4205 Province of Ontario - Project Revenue
(168,855)
(181,360)
12,505
4350 Recoveries - Supplies & Services
(5,700)
(6,458)
758
4360 Project Revenue
(192,151)
(158,299)
(33,853)
1) Revenue Total
( 5,622,038)
( 6,035,324)
413,286
2) Wages
5300 Wages - DON
223,049
126,971
96,078
5301 Wages - RN
538,369
610,703
(72,333)
5302 Wages - RPN
499,047
533,346
(34,299)
5303 Wages - HCA
2,549,788
2,703,407
(153,619)
5306 Project Wages - DON
10,670
62,222
(51,552)
5307 Project Wages - RN
10,952
11,284
(332)
5308 Project Wages
65,703
59,933
5,770
5309 Project Wages - HCA
55,292
45,868
9,424
2) Wages Total
3,952,870
4,153,734
(200,864)
3) Benefits
5400 Benefits
1,963,558
88,989
1,874,570
5401 Stat/Clothing/Combined - RN
0
121,981
( 121,981)
5402 Stat/Clothing/Combined - RPN
(0)
152,340
( 152,340)
5403 Stat/Clothing/Combined - HCA
0
938,556
(938,556)
5404 Stat/Clothing/Combined - DON
-
-
5406 Project Stat/Combined - DON
35,856
42,405
(6,549)
5407 Project Stat/Combined - RN
1,708
(1,708)
5408 Project Stat/Combined - RPN
15,388
( 15,388)
5409 Project Stat/Combined - HCA
9,706
(9,706)
5411 Vacation Pay - RN
21,849
(21,849)
5412 Vacation Pay - RPN
25,893
(25,893)
5413 Vacation Pay - HCA
151,796
( 151,796)
5416 Project Benefits - Vacation Pay
5,751
(5,751)
5430 Benefits
15,513
( 15,513)
5431 Vacation Hrs - RN
14,767
( 14,767)
5432 Vacation Hrs - RPN
35,525
(35,525)
5433 Vacation Hrs - HCA
64,313
(64,313)
5434 Vacation Hrs - DON
(1,809)
1,809
5437 Vac Hrs
8
(8)
5438 Vac Hrs
5,168
(5,168)
5450 Lieu $$
175
(175)
5451 Lieu $$ - RN
33,492
(33,492)
5452 Lieu $$ - RPN
27,012
(27,012)
5453 Lieu $$ - HCA
209,472
(209,472)
5457 Lieu $$
515
(515)
5458 Project Lieu $$
340
(340)
5459 Project Lieu $$
1,394
(1,394)
5461 Top Up - RN
33,675
(33,675)
5463 Top Up -HCA
4,203
(4,203)
5470 Benefit - Sick/Bereav
14,027
( 14,027)
5471 Benefit - Sick/Bereav - RN
7,430
(7,430)
5472 Benefit - Sick/Bereav -RPN
10,655
(10,655)
5473 Benefit - Sick/Bereav - HCA
60,049
(60,049)
5478 Project Benefit - Sick/Bereav RPN
876
(876)
5480 Benefits - STD
15,790
( 15,790)
5491 Benefits RN - Manulife
35,070
(35,070)
5492 Benefits RPN - Manulife
46,021
(46,021)
5493 Benefits HCA- Manulife
230,780
(230,780)
3) Benefits Total
1,999,414
2,440,825
(441,410)
4) Operating Costs
5500 Mileage
400
400
5505 Travel - Other
300
300
5510 Development
1,200
3,170
(1,970)
5850 Purchased Services
38,213
41,154
(2,942)
5860 Supplies
63,917
61,261
2,656
5880 Equipment
6,247
4,023
2,224
5920 Repairs/Maintenance
2,000
2,436
(436)
5960 Project Costs
63,936
51,605
12,331
6090 Miscellaneous
500
500
6820 Medical Director
33,390
27,171
6,219
6830 Incontinence
42,705
43,844
(1,139)
4) Operating Costs Total
252,808
234,664
18,144
1) Net Income Total
583.053
793.898
(210.845)
Carryfo-ard Project Performance
4205 Province of Ontario - Project Revenue (110,214)
Net Cost to Department of Carryfo-ard items (110,214)
Net Income Total
Page 164 of 232
Performance for 2023 for 10 Elgin Manor - 400 - Program & Support
as at Dec 31, 2023
Available To
,,,,,,,,,,,,,,,"I'l""I'll""I'll'll" I'll "I'll",'ll" I'll"I'll'll""I'll""I'll""I'll""I'll",'ll'I.............,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,..............."I'l""I'll""I'll'll"
Budget
I'll "I'll",'ll"I'll""I'll'll "I'll""I'll" I'll"I',,",'ll'I..............."I'l""I'll" I'll'll""I'll""I'll",'ll" I'll "I'll'll""I'll""I'll""I'll""I'll",'ll'I..............."I'l""I'll"
Spent
I'll'll""I'll""I'll",'ll" I'll"I'll'll""I'll""I'll""I'll""I'll",'ll'I.............,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Spend
1) Net Income ....
._.. _...
..._
..._ ....
1) Revenue
4200 P of Ont - PSS
(410,730)
(412,119)
1,389
4350 Recoveries
(35,702)
(16,108)
(19,594)
4360 Project Revenue
(9,965)
(5,565)
(4,400)
1) Revenue Total
(456,397)
(433,791)
(22,606)
2) Wages
5300 Wages
192,530
173,178
19,352
5306 Project Wages
7,972
4,329
3,644
2) Wages Total
200,502
177,506
22,996
3) Benefits
5400 Benefits
91,703
41,157
50,546
5406 Project Benefits
1,993
2,508
(515)
5410 Vacation Pay
11,191
(11,191)
5430 Vacation Pay
7,415
(7,415)
5450 Lieu $$
10,520
(10,520)
5456 Project Lieu $$
113
(113)
5470 Benefit - Sick/Bereav
5,260
(5,260)
5490 Benefits - Manulife
16,828
(16,828)
3) Benefits Total
93,696
94,993
(1,297)
4) Operating Costs
5500 Mileage
504
342
162
5505 Travel - Other
190
1,309
(1,119)
5510 Development
356
342
14
5850 Purchased Services
54,616
60,825
(6,209)
5860 Supplies
2,229
4,079
(1,851)
5880 Equipment
3,000
2,822
178
5960 Project Costs
76,520
83,422
(6,902)
6090 Miscellaneous
156
(156)
6800 Program Specific Raw Food
3,000
4,038
(1,038)
4) Operating Costs Total
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
140,414
157,334
(16,920)
1) Net Income Total
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,"I'l""I'll""I'll'll" I'll "I'll",'ll" I'll"I'll'll""I'll""I'll""I'll""I'll",,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,..."I'l""I'll""I'll'll"
(21,784)
(3,958)
(17,827)
I'll "I'l,,,
Page 165 of 232
Performance for 2023 for 210 - Emergency Measures
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue
4205 Province of Ontario - Project Revenue
(0)
(0)
4370 Other Revenue
(130,000)
(184,378)
54,378
1) Revenue Total
(130,000)
(184,378)
54,377
2) Wages
5300 Wages
221,726
193,983
27,743
5306 Project Wages
6,285
(6,285)
5310 Vacation Pay
14,570
( 14,570)
5330 Vacation Pay
1,722
(1,722)
5370 Sick/Bereavement
2,673
(2,673)
2) Wages Total
221,726
219,234
2,492
3) Benefits
5400 Benefits
62,083
37,013
25,070
5406 Project Stat/Combined
590
(590)
5490 Benefits - Manulife
24,150
(24,150)
3) Benefits Total
62,083
61,753
330
4) Operating Costs
5500 Mileage
5,000
6,451
(1,451)
5505 Travel - Other
1,500
1,063
437
5510 Development
2,800
2,800
0
5610 Memberships
1,000
245
755
5640 Photocopy
995
(995)
5650 Advertising
1,000
210
790
5850 Purchased Services
87,500
106,555
( 19,055)
5860 Supplies
35,000
18,207
16,793
5870 Furniture & Fixtures
56
(56)
5920 Repairs & Maintenance
1,800
1,800
5960 Project Costs
0
0
6090 Miscellaneous
300
119
181
8000 Amortization
6,103
(6,103)
4) Operating Costs Total
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
135,900
142,803
(6,903)
1) Net Income Total
289,709
239,413
50,296
Grand Total
289,709
239,413
50,296
Page 166 of 232
Performance for 2023 for 170 - Engineering Services
as at Dec 31, 2023
Budget Spent Available To S
1) Net Income
1) Revenue
4205 Province of Ontario - Project Revenu ( 2,430,136) ( 2,349,606) (80,530)
4215 Federal Funding - Project Revenue ( 1,656,987) ( 1,509,613) (147,374)
4360 Project Revenue
60002368 Structural Inspections
(10,000)
(10,000)
60542220 Road 54 Rehabilitation (50% 1
(0)
(0)
60901917 Elm Street at Centennial Roac
(0)
(21,086)
21,086
62002001 Road 4 Rehabilitation (Hwy3/
(1,200)
(1,200)
4370 Other Revenue
(120,005)
(174,868)
54,863
1) Revenue Total
(4,218,328)
(4,055,173)
(163,155)
2) Wages
5300 Wages
433,257
294,880
138,377
5310 Vacation Pay
33,343
(33,343)
5330 Vacation Pay
(10,199)
10,199
5370 Sick/Bereavement
7,464
(7,464)
2) Wages Total
433,257
325,489
107,768
3) Benefits
5400 Benefits
121,312
86,735
34,577
5490 Benefits - Manulife
25,928
(25,928)
3) Benefits Total
121,312
112,663
8,649
4) Operating Costs
5500 Mileage
7,000
3,677
3,323
5505 Travel - Other
5,000
(397)
5,397
5510 Development
4,500
6,804
(2,304)
5610 Memberships
3,600
3,444
156
5630 Office Supplies
29
(29)
5640 Photocopy
1,000
1,989
(989)
5870 Furniture & Fixtures
500
198
302
5880 Equipment
6,000
4,961
1,039
5930 Vehicle Repairs/Maint/Fuel
12,500
5,366
7,134
5940 Utilities - Road
23,000
21,569
1,431
5960 Project Costs
763,600
676,020
87,580
6090 Miscellaneous
10,000
3,122
6,878
6310 Railway Protection
24,000
17,221
6,779
6320 Maintenance/Lower Tier
3,797,598
3,770,153
27,444
7950 Loss on Sale/Writedown
273,421
(273,421)
8000 Amortization
9,387,640
9,874,665
(487,025)
4) Operating Costs Total
14,045,938
14,662,243
(616,305)
1) Net Income Total
10,382,179
11,045,221
(663,043)
Prior Year Carryforward Project Actuals
60542220 Road 54 Rehabilitation (50% Oxford) 54010 (326,544)
62002001 Road 4 Rehabilitation (Hwy3/4 to City limits) (1,750)
Net Cost to Department of Carryforward items (328,294)
Net Income Total 10,382,179 10,716,927 (334,749)
Page 167 of 232
Performance for 2023 for 140 - Financial Services
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
2) Wages
5300 Wages
611,954
557,229
54,724
5310 Vacation Pay
53,359
(53,359)
5330 Vacation Pay
(8,083)
8,083
5370 Sick/Bereavement
31426
(3,426)
2) Wages Total
611,954
605,932
6,022
3) Benefits
5400 Benefits
169,947
110,260
59,687
5480 Benefits - STD
473
(473)
5490 Benefits - Manulife
76,273
(76,273)
3) Benefits Total
169,947
187,006
(17,059)
4) Operating Costs
5500 Mileage
3,000
1,248
1,752
5505 Travel - Other
2,000
1,762
238
5510 Development
5,100
2,726
2,374
5610 Memberships
5,722
7,622
(1,900)
5630 Office Supplies
1
( 1)
5640 Photocopy
1,000
951
49
5880 Equipment
1,000
1,000
5960 Project Costs
-
59601601 Budget Programming Costs
14,450
14,450
6090 Miscellaneous
2,700
(522)
3,222
4) Operating Costs Total
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
34,972
13,788
21,184
1) Net Income Total
816,872
806,725
10,147
Prior Year Carryforward Project Actuals
59601601 Budget Programming Costs
1,140
Net Cost to Department of Carryforward items
1,140
Net Income Total 816,872 807,865 9,007
Page 168 of 232
Performance for 2023 for 160 - Human Resources
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue
4360 Project Revenue
(45,000)
(28,885)
(16,115)
1) Revenue Total
(45,000)
(28,885)
(16,115)
2) Wages
5300 Wages
564,674
492,786
71,889
5310 Vacation Pay
37,835
(37,835)
5330 Vacation Pay
1,927
(1,927)
5370 Sick/Bereavement
7,262
(7,262)
2) Wages Total
564,674
539,809
24,865
3) Benefits
5400 Benefits
158,109
100,568
57,541
5460 Benefits Subsidized
10,822
( 10,822)
5490 Benefits - Manulife
67,145
(67,145)
3) Benefits Total
158,109
178,535
(20,426)
4) Operating Costs
5500 Mileage
4,000
2,277
1,723
5505 Travel - Other
500
1,031
(531)
5510 Development
6,600
5,581
1,019
5610 Memberships
1,500
1,299
201
5620 Subscriptions
500
59
442
5630 Office Supplies
(0)
0
5640 Photocopy
1,400
1,400
5650 Recruitment
20,000
7,441
12,559
5960 Project Costs
65,141
6,019
59,122
6090 Miscellaneous
700
329
371
4) Operating Costs Total
.................................................................................................................................................................................................................................................................................................................................................................................................................................................
100,341
24,036
76,305
1) Net Income Total
778,124
713,495
64,628
Prior Year Carryforward Project Actuals
21601505 Pay Equity 6,701
Net Cost to Department of Carryforward items -
Net Income Total 778,124 720,197 57,927
Page 169 of 232
Performance for 2023 for 150 - Information Technology
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue
4350 Recoveries (1,800) (1,800) -
4360 Project Revenue -
( 0) 0
57802005 HCM System
(125,000)
(125,000)
57802312 Municipal Partner Support
(76,407)
(165,588)
89,181
1) Revenue Total
(203,207)
(167,388)
(35,819)
2) Wages
5300 Wages
588,737
242,286
346,451
5310 Vacation Pay
7,175
(7,175)
5330 Vacation Pay
(1,702)
1,702
5370 Sick/Bereavement
15,159
( 15,159)
2) Wages Total
588,737
262,918
325,819
3) Benefits
5400 Benefits
164,846
27,564
137,282
5490 Benefits - Manulife
13,457
(13,457)
3) Benefits Total
164,846
41,020
123,826
4) Operating Costs
5500 Mileage
5,543
1,046
4,497
5505 Travel - Other
1,157
1,157
5510 Development
15,000
10,430
4,570
5620 Subscriptions
1,000
8,252
(7,252)
5790 Consultant
19,684
666,084
(646,400)
5860 Supplies
3,375
1,414
1,961
5960 Project Costs
-
57802209 ITCS Emergency Response
0
0
57802304 Intranet Maintenance
17,808
17,808
57802313 One Time Implementation Carr
150,300
150,300
6100 Software
-
-
6110 Hardware
-
-
6120 Support/Maintenance
576,820
424,703
152,117
6130 Licenses
0
(0)
8000 Amortization
375,000
363,447
11,553
4) Operating Costs Total
........................................................................................................................................................................................................................................................................................................................................................................................................................
1,165,687
1,475,376
(309,689)
1) Net Income Total
........................................................................................................................................................................................................................................................................................................................................................................................................................
1,716,064
1,611,927
104,137
Prior Year Carryforward Project Actuals
57802005 HCM System
57802209 ITCS Emergency Response
57802312 Municipal Partner Support
Net Cost to Department of Carryforward items
Net Income Total
(125,000)
164,517
37,028
76,545
1,716,064 1,688,472 27,592
Page 170 of 232
Performance for 2023 for 220 - Land Division
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue
4340 Fees
(125,000)
(135,350)
10,350
1) Revenue Total
(125,000)
(135,350)
10,350
2) Wages
5300 Wages
89,406
42,730
46,675
5310 Vacation Pay
1,815
(1,815)
5350 Wages Land Committee
15,200
(15,200)
5370 Sick/Bereavement
890
(890)
2) Wages Total
89,406
60,635
28,771
3) Benefits
5400 Benefits
21,552
8,788
12,764
5450 Lieu $$
651
(651)
5490 Benefits - Manulife
7,281
(7,281)
3) Benefits Total
21,552
16,721
4,832
4) Operating Costs
5500 Mileage
2,000
3,931
(1,931)
5505 Travel - Other
500
1,292
(792)
5510 Development
2,000
2,242
(242)
5610 Memberships
500
365
135
5630 Office Supplies
2,960
661
2,299
5680 Telephone/Fax
0
0
5770 Legal & Professional
25,000
2,148
22,852
5850 Purchased Services
5,000
1,412
3,588
5960 Project Costs
5,000
5,000
6090 Miscellaneous
3,000
3,775
(775)
8000 Amortization
666
666
(0)
4) Operating Costs Total
. ...... ....... ................... ........... ..... ...... ............ ..............................................................................................................................................................................................................................................................................................................................................................................................
46,626
16,492
30,134
1) Net Income Total
32,584
(41,503)
74,087
Page 171 of 232
Performance for 2023 for 180 - Library Services
as at Dec 31, 2023
Budget
Spent
Available To Spend
1) Net Income
1) Revenue
4200 Province of Ontario
(116,739)
(116,739)
4360 Project Revenue
(40,525)
(30,101)
(10,424)
4370 Other Revenue
(27,996)
(26,015)
(1,981)
1) Revenue Total
(185,260)
(172,855)
(12,405)
2) Wages
5300 Wages
1,743,578
1,571,953
171,625
5310 Vacation Pay
85,908
(85,908)
5330 Vacation Pay
54,910
(54,910)
5370 Sick/Bereavement
13,593
(13,593)
2) Wages Total
1,743,578
1,726,364
17,215
3) Benefits
5400 Benefits
488,202
306,683
181,519
5450 Lieu $
63,321
(63,321)
5480 Benefits - STD
737
(737)
5490 Benefits - Manulife
146,128
(146,128)
3) Benefits Total
488,202
516,869
(28,667)
4) Operating Costs
5500 Mileage
8,500
5,101
3,399
5505 Travel - Other
4,000
5,953
(1,953)
5510 Development
16,496
13,744
2,752
5610 Memberships
2,004
1,892
112
5630 Office Supplies
15,000
12,122
2,878
5640 Photocopy
10,898
6,941
3,957
5650 Advertising
996
491
505
5680 Telephone/Fax
20,004
21,439
(1,435)
5760 Meals/Refreshments
2,280
2,534
(254)
5870 Furniture & Fixtures
6,996
4,284
2,712
5890 Lease Space
505,471
504,494
977
5920 Repairs/Maintenance
504
33
471
5930 Vehicle Repairs/Maint/Fuel
14,000
10,780
3,220
5960 Project Costs
52,983
14,554
38,429
6090 Miscellaneous
2,453
351
2,102
6630 Periodicals/Newspapers
18,698
15,397
3,301
6670 Electronic Resources
80,265
76,829
3,436
6680 Programs
15,000
36,549
(21,549)
8000 Amortization
357,799
361,890
(4,091)
4) Operating Costs Total
..................................................................................................................................................................................................................................................................................................................................................................................................
1,134,347
1,095,377
38,970
1) Net Income Total
..................................................................................................................................................................................................................................................................................................................................................................................................
3,180,867
3,165,754
15,113
Prior Year Carryforward Project Actuals
58101402 Aylmer Facility Improvements (9,525)
26802003 Donations Library Marketing 5,023
26802205 Palmer Estate Support 173
Net Cost to Department of Carryforward items
(4,329)
Net Income Total 3,180,867 3,161,425 19,443
..................................................................................................................................................................................................................................................................................................................................................................................................
Page 172 of 232
Performance for 2023 for 240 - Museum
as at Dec 31, 2023
Budget
Spent
Available To Spend
1) Net Income
1) Revenue
4200 Province of Ontario
(15,638)
(15,638)
4215 Federal Funding - Project Rev
(6,697)
(2,364)
(4,333)
4360 Project Revenue
(126,000)
(13,074)
(112,926)
4370 Other Revenue
(300)
300
4375 Other Revenue - Gift Shop
(3,000)
(2,901)
(99)
4380 Other Revenue - Events & Edi
(3,000)
(3,705)
705
4390 Admissions
(0)
(346)
345
1) Revenue Total
(154,335)
(38,328)
(116,007)
2) Wages
5300 Wages
-
149,292
147,346
1,946
5306 Project Wages
9,487
25,191
(15,704)
5310 Vacation Pay
11,422
(11,422)
5330 Vacation Pay
272
(272)
5370 Sick/Bereavement
476
(476)
2) Wages Total
158,779
184,707
(25,928)
3) Benefits
-
5400 Benefits
41,802
28,275
13,527
5406 Project Stat/Combined
2,372
2,593
(221)
5490 Benefits - Manulife
17,869
(17,869)
3) Benefits Total
44,173
48,737
(4,564)
4) Operating Costs
-
5500 Mileage
1,998
890
1,108
5510 Development
1,500
1,847
(347)
5610 Memberships
30,501
30,250
251
5620 Publications
500
29
471
5630 Office Supplies
504
1,455
(951)
5640 Photocopy
500
144
356
5650 Advertising
3,503
7,205
(3,702)
5740 Curatorial
20,002
19,882
120
5880 Equipment
3,000
1,830
1,170
5910 Special - Events & Education
5,004
4,247
757
5915 Special - Gift Shop
4,000
808
3,192
5920 Repairs/Maintenance
504
387
117
5960 Project Costs
34,536
3,255
31,281
6090 Miscellaneous
504
290
215
6500 Shipping
2,000
6,882
(4,882)
6700 Acquisitions
3,000
3,358
(358)
4) Operating Costs Total
...........................................................................................................................................................................................................................................................................................................................................................................................................
111,556
82,759
28,797
1) Net Income Total
...........................................................................................................................................................................................................................................................................................................................................................................................................
160,173
277,875
(117,702)
Carryforward Project Performance
27902020 Donations Museum (Bushell Estate) (425,000)
27902020 Donations Museum (Bushell Estate) 285,440
Net Cost to Department of Carryforward items (139,560)
Net Income Total 160,173 138,315 21,858
...........................................................................................................................................................................................................................................................................................................................................................................................................
Page 173 of 232
Performance for 2023 for 290 - Planning
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue
4340 Planning & Processing Fees
(25,000)
(29,900)
4,900
1) Revenue Total
(25,000)
(29,900)
4,900
2) Wages
5300 Wages
130,792
17,988
112,804
5310 Vacation Pay
3,704
(3,704)
5330 Vacation Pay
1,221
(1,221)
5370 Sick/Bereavement
371
(371)
2) Wages Total
130,792
23,284
107,507
3) Benefits
5400 Benefits
36,622
7,362
29,260
5490 Benefits - Manulife
4,998
(4,998)
3) Benefits Total
36,622
12,360
24,262
4) Operating Costs
5500 Mileage
1,000
1,000
5505 Travel - Other
1,000
1,000
5510 Development
3,100
3,100
5610 Memberships
1,215
1,215
5850 Purchased Services
65,000
107,757
(42,757)
5960 Project Costs
-
26401701 Clean Water Initiative
280,000
40,000
240,000
26401801 Official Plan - 5 year Review
140,000
10,896
129,104
26402301 Development Application/Approval Modernizati
20,000
20,000
26402303 Icloud Permit System
10,000
10,000
6090 Miscellaneous
1,000
1,000
4) Operating Costs Total
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
522,315
158,653
363,662
1) Net Income Total
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
664,728
164,397
500,331
Carryforward Project Performance
26401701 Clean Water Initiative 240,000
26401801 Official Plan - 5 year Review 62,204
Net Cost to Department of Carryforward items
302,204
Net Income Total 664,728 466,601 198,127
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Page 174 of 232
Performance for 2023 for 250 - Police Services Board
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1)Revenue
4350 Recoveries
(36,235)
(26,151)
(10,084)
4360 Project Revenue
(5,244)
(95,668)
90,424
1) Revenue Total
(41,479)
(121,819)
80,340
2) Wages
5300 Wages
9,369
9,200
169
2) Wages Total
9,369
9,200
169
3) Benefits
5400 Benefits
-
455
(455)
3) Benefits Total
-
455
(455)
4) Operating Costs
5500 Mileage
2,000
506
11494
5505 Travel - Other
430
171
259
5510 Development
14,000
5,361
81639
5850 RIDE Program
(0)
0
5960 Project Costs
5,244
500
41744
6090 Miscellaneous
10,605
10,457
148
4) Operating Costs Total
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
32,279
16,996
15,283
1) Net Income Total
169
(95,168)
95,337
Page 175 of 232
Performance for 2023 for 135 - Provincial Offenses Act
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue
4300 Grants
(80,000)
(72,000)
(8,000)
4340 Fines Revenue
( 1,560,742)
( 1,279,147)
(281,595)
4345 Parking Fines Revenue
(20,000)
(121,687)
101,687
1) Revenue Total
( 1,660,742)
( 1,472,834)
(187,908)
2) Wages
5300 Wages
285,638
269,490
16,148
5310 Vacation Pay
23,741
(23,741)
5370 Sick/Bereavement
4,989
(4,989)
2) Wages Total
285,638
298,220
(12,583)
3) Benefits
5400 Benefits
79,978
56,496
23,482
5490 Benefits - Manulife
41,686
(41,686)
3) Benefits Total
79,978
98,182
(18,204)
4) Operating Costs
5500 Mileage
3,999
244
3,755
5505 Travel - Other
2,000
792
1,208
5510 Development
2,300
753
1,547
5610 Memberships
250
226
24
5630 Office Supplies
15,300
10,603
4,697
5680 Telephone/Fax
1,297
764
533
5770 Legal & Professional
387,445
419,712
(32,267)
5830 Bank Charges
21,300
28,045
(6,745)
5850 Purchased Services
31,402
30,705
697
5870 Furniture & Fixtures
2,700
2,700
5880 Equipment
1,083
2,309
(1,226)
5960 Project Costs
20,000
20,000
5965 Parking Fines Municipal Partner Payments
18,000
109,518
(91,518)
5970 POA Municipal Partner Payments
72,661
(138,426)
211,087
5971 Victim Fine Surcharge and Dedicated Fines
343,363
252,706
90,657
6090 Miscellaneous
10,500
522
9,978
6120 Support -ICON & Mailing
36,001
23,429
12,572
6860 Building Occupancy
232,187
249,324
(17,137)
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1,201,788
991,227
210,561
1) Net Income Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
(93,338)
(85,205)
(8,133)
Page 176 of 232
Performance for 2023 for 20 Terrace Lodge - 450 - Building
& Property
as at Dec 31, 2023
1) Net Income
1) Revenue
4202 P of Ont - Minor Capital Funding
Available To
Budget Spent Spend
(250,000) (146,832) (103,168)
4350 Recoveries
(5,087)
(9,873)
4,785
4360 Project Revenue
( 124,213)
(73,544)
(50,669)
1) Revenue Total
(379,300)
(230,249)
(149,052)
2) Wages
5300 Wages
56,290
40,315
15,975
5306 Project Wages
542
(542)
2) Wages Total
56,290
40,857
15,433
3) Benefits
5400 Benefits
29,834
17,599
12,235
5430 Vacation
6,712
(6,712)
5470 Benefit - Sick/Bereav
640
(640)
5490 Benefits - Manulife
7,597
(7,597)
3) Benefits Total
29,834
32,548
(2,714)
4) Operating Costs
5500 Mileage
1,000
96
904
5505 Travel - Other
120
120
5510 Development
1,000
182
818
5850 Purchased Services
175,000
109,645
65,355
5860 Supplies
1,363
(1,363)
5880 Equipment
180
(180)
5920 Repairs/Maintenance
14,072
6,617
7,455
5940 Utilities
2621826
299,342
(36,516)
5960 Project Costs
(80)
3,102
(3,182)
4) Operating Costs Total
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
453,937
420,526
33,412
1) Net Income Total
1601762
263,682
(102,921)
Prior Year Carryforward Project Actuals
4360 Project Revenue (262,480)
4205 Province of Ontario - Project Revenue (260,813)
45021208 Building Renovation 19,310
Net Cost to Department of Carryforward items
(503,983)
Net Income Total 160,762 (240,300) 401,062
Page 177 of 232
Performance for 2023 for 20 Terrace Lodge - 410 - Dietary
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue,,,,,,
4200 P of Ont - RF
(409,019)
(426,435)
17,416
4350 Recoveries
(14,273)
(6,080)
(8,193)
4360 Project Revenue
(526)
(526)
1) Revenue Total
(423,818)
(432,515)
8,697
2) Wages
5300 Wages
654,135
612,251
41,884
5306 Project Wages
1,265
10,877
(9,612)
2) Wages Total
655,399
623,128
32,272
3) Benefits
5400 Benefits
328,513
187,751
140,762
5406 Project Benefits
316
2,963
(2,646)
5410 Vacation Pay
34,852
(34,852)
5430 Vacation Pay
15,140
(15,140)
5450 Lieu $$
47,020
(47,020)
5456 Project Lieu $$
1,385
(1,385)
5460 Top Up
385
(385)
5470 Benefit - Sick/Bereav
6,875
(6,875)
5490 Benefits - Manulife
47,379
(47,379)
3) Benefits Total
328,830
343,751
(14,921)
4) Operating Costs
5500 Mileage
200
200
5510 Development
500
1,320
(820)
5850 Purchased Services
12,967
13,838
(871)
5860 Supplies
28,590
41,232
(12,641)
5880 Equipment
4,001
3,890
111
5920 Repairs/Maintenance
1,500
6,093
(4,593)
5960 Project Costs
0
7,990
(7,990)
6090 Miscellaneous
200
(200)
6810 Raw Food
413,564
432,659
(19,095)
6811 Raw Food - Non -Resident
1,200
389
811
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
462,522
507,611
(45,089)
1) Net Income Total
1,022,933
1,041,975
(19,041)
Page 178 of 232
Available Funds for 2023 for 20 Terrace Lodge - 460 -
General & Admin
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1)Revenue
4200 P of Ont - OA
25,428
27,426
(1,998)
4201 P of Ont - Pay Equity
(2,196)
(2,196)
4202 P of Ont - Minor Capital Funding
(56,832)
(56,832)
4205 Province of Ontario - Project Revenu
( 193,134)
( 218,766)
25,632
4350 Recoveries
(36,868)
( 37,617)
749
4360 Project Revenue
(8,000)
( 1,631)
(6,369)
4500 Private
( 129,907)
( 130,321)
415
4510 Private - Basic Comp
(426,625)
(412,471)
(14,153)
4520 Semi -Private
( 122,858)
(98,982)
(23,876)
4530 Semi -Private - Basic Comp
(907,710)
(721,675)
(186,035)
4540 Basic
(763,788)
( 1,003,357)
239,569
4550 Respite
(9,744)
(9,522)
(221)
1) Revenue Total
( 2,632,233)
( 2,609,113)
(23,120)
2) Wages
5300 Wages
307,206
277,415
29,791
5306 Project Wages
122,795
318,442
( 195,647)
5330 Vac Pay
(6,348)
6,348
2) Wages Total
430,002
589,509
(159,508)
3) Benefits
5400 Benefits
86,013
77,979
8,034
5406 Project Stat/Combined
30,699
59,159
(28,460)
5410 Vacation Pay
1,786
( 1,786)
5416 Project Benefits - Vacation Pay
1,141
(1,141)
5430 Vacation
34,573
(34,573)
5450 Lieu $$
75
(75)
5456 Lieu $$
785
(785)
5470 Benefit - Sick/Bereav
5,779
(5,779)
5476 Benefit - Sick/Bereav
351
( 351)
5480 Benefits - STD
3,845
(3,845)
5490 Benefits - Manulife
41,130
(41,130)
3) Benefits Total
116,712
226,603
(109,891)
4) Operating Costs
5500 Mileage
1,500
294
1,206
5505 Travel - Other
770
454
316
5510 Development
3,334
2,701
633
5600 Recognition
1,000
550
450
5610 Memberships
11,083
11,193
( 110)
5620 Subscriptions
300
197
103
5630 Office Supplies
7,300
10,503
( 3,203)
5640 Photocopy
4,250
1,885
2,365
5650 Advertising
750
444
306
5680 Telephone/Fax
10,090
10,975
(885)
5720 Postage/Courier
756
1,544
( 788)
5750 Petty Cash Over/Short
50
(50)
5850 Purchased Services
3,035
3,650
( 615)
5880 Equipment
1,500
1,656
( 156)
5960 Project Costs
82,758
18,629
64,129
6090 Miscellaneous
502
527
(25)
6840 Cable
25,584
25,960
( 376)
6850 Reimbursed Supplies/Services
6,000
6,059
(59)
8000 Amortization
250,000
235,044
14,956
4) Operating Costs Total
410,512
332,316
78,196
1) Net Income Total
( 1,675,008)
( 1,460,684)
(214,324)
Carryforward Project Performance
4205 Province of Ontario - Project Revenue
( 33,283)
5306 Project Wages
4,190
5406 Project Stat/Combined
764
Net Cost to Department of Carryforward items
(28,330)
Net Income Total
( 1,675,008)
( 1,489,014)
(185,994)
Page 179 of 232
Performance for 2023 for 20 Terrace Lodge - 430 - Housekeeping
as at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue,,,,,,
4360 Project Revenue
(526)
(526)
1) Revenue Total
(526)
(526)
2) Wages
5300 Wages
312,990
334,287
(21,297)
5306 Project Wages - HSK
421
137
284
2) Wages Total
313,410
334,423
(21,013)
3) Benefits
5400 Benefits
163,865
110,591
53,274
5406 Project Stat/Combined - HSK
105
105
5410 Vacation Pay
27,837
(27,837)
5430 Vacation Pay
16,847
(16,847)
5450 Lieu $$
30,136
(30,136)
5470 Benefit - Sick/Bereav
4,741
(4,741)
5490 Benefits - Manulife
30,597
(30,597)
3) Benefits Total
163,970
220,747
(56,777)
4) Operating Costs
5850 Purchased Services
3,070
1,157
1,913
5860 Supplies
31,920
37,639
(5,719)
5880 Equipment
1,803
3,349
(1,546)
5920 Repairs/Maintenance
1,596
1,244
352
5960 Project Costs
0
434
(434)
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
38,389
43,823
(5,434)
1) Net Income Total
515,244
598,994
(83,750)
Page 180 of 232
Performance for 2023 for 20 Terrace Lodge - 440 - Laundry
as at Dec 31,2023
Available To
Budget Spent Spend
1) Net Income
2) Wages
5300 Wages
77,742
65,834
11,907
2) Wages Total
77,742
65,834
11,907
3) Benefits
5400 Benefits
41,203
14,952
26,251
5430 Vacation Pay
2,844
(2,844)
5450 Lieu $$
3,871
(3,871)
5470 Benefit - Sick/Bereav
1,007
(1,007)
5490 Benefits - Manulife
3,536
(3,536)
3) Benefits Total
41,203
26,211
14,992
4) Operating Costs
5850 Purchased Services
153,415
166,990
(13,575)
5860 Supplies
5,600
5,745
(145)
5920 Repairs/Maintenance
1,251
1,251
5960 Project Costs
0
0
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
160,266
172,735
(12,469)
1) Net Income Total
279,211
264,781
14,430
Page 181 of 232
Performance for 2023 for 20 Terrace Lodge - 420 - Nursing &
Personal Care
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue
4200 P of Ont - NPC
( 6,033,294)
(6,416,580)
383,286
4201 P of Ont - On Call Physician
(16,086)
(16,000)
(86)
4205 Province of Ontario - Project Revenue
(230,334)
(147,017)
(83,317)
4350 Recoveries - Supplies & Services
(12,000)
(14,551)
2,551
4355 Recoveries - Wages
(1,000)
1,000
4360 Project Revenue
(313,518)
(160,070)
(153,449)
1) Revenue Total
(6,605,232)
(6,755,217)
149,985
2) Wages
5300 Wages - DON
218,928
117,189
101,739
5301 Wages - RN
466,375
498,036
(31,661)
5302 Wages - RPN
753,601
828,501
(74,900)
5303 Wages- HCA
2,806,809
3,032,253
(225,444)
5306 Project Wages - DON
11,188
62,242
(51,053)
5307 Project Wages - RN
9,748
3,202
6,546
5308 Project Wages - RPN
69,356
71,170
(1,814)
5309 Project Wages - HCA
147,089
35,609
111,480
2) Wages Total
4,483,095
4,648,202
(165,107)
3) Benefits
5400 Benefits
2,195,382
66,519
2,128,863
5401 Stat/Clothing/Combined - RN
(0)
108,348
(108,348)
5402 Stat/Clothing/Combined - RPN
(0)
281,658
(281,658)
5403 Stat/Clothing/Combined - HCA
(0)
950,743
(950,743)
5406 Project Stat/Combined - DON
59,346
(65,007)
124,352
5407 Project Stat/Combined - RN
608
(608)
5408 Project Stat/Combined - RPN
78,678
(78,678)
5409 Project Stat/Combined - HCA
7,748
(7,748)
5411 Vacation Pay- RN
7,009
(7,009)
5412 Vacation Pay- RPN
25,512
(25,512)
5413 Vacation Pay- HCA
164,252
(164,252)
5416 Project Benefits - Vacation Pay
4,871
(4,871)
5430 Benefits
8,340
(8,340)
5431 Vacation Hrs - RN
24,048
(24,048)
5432 Vacation Hrs - RPN
29,599
(29,599)
5433 Vacation Hrs - HCA
105,278
(105,278)
5438 Vac Hrs
11,831
(11,831)
5450 Lieu $$
277
(277)
5451 Lieu $$- RN
9,895
(9,895)
5452 Lieu $$- RPN
43,650
(43,650)
5453 Lieu $$ - HCA
225,459
(225,459)
5457 Lieu $$
288
(288)
5458 Project Lieu $$
3,278
(3,278)
5459 Project Lieu $$
2,416
(2,416)
5461 Top Up - RN
10,840
(10,840)
5462 Top Up - RPN
7,268
(7,268)
5463 Top Up - HCA
4,564
(4,564)
5470 Benefit - Sick/Bereav
9,934
(9,934)
5471 Benefit - Sick/Bereav - RN
29,676
(29,676)
5472 Benefit - Sick/Bereav -RPN
13,612
(13,612)
5473 Benefit - Sick/Bereav -HCA
54,904
(54,904)
5478 Project Benefit - Sick/Bereav RPN
9,626
(9,626)
5480 Benefits - STD
12,688
(12,688)
5482 STD - RPN
271
(271)
5491 Benefits RN - Manulife
44,860
(44,860)
5492 Benefits RPN - Manulife
57,706
(57,706)
5493 Benefits FICA - Manulife
245,058
(245,058)
3) Benefits Total
2,254,727
2,596,304
(341,577)
4) Operating Costs
5500 Mileage
502
172
330
5505 Travel - Other
300
300
5510 Development
1,200
2,867
(1,667)
5850 Purchased Services
64,451
54,827
9,624
5860 Supplies
104,666
51,445
53,221
5880 Equipment
8,000
21,499
(13,499)
5920 Repairs/Maintenance
2,000
1,250
750
5960 Project Costs
71,516
66,839
4,677
6090 Miscellaneous
440
(440)
6820 Medical Director
33,441
29,890
3,551
6830 Incontinence
47,450
60,001
(12,551)
4)Operating Costs Total
333,526
289,230
44,296
1) Net Income Total
466,116
778,519
(312,403)
Carryforward Project Performance
42022251 IPAC Capital TL (110,000)
4202219OTL LTC Medication Safety Technology 2022-23 (26,280)
4202229OTL LTC Medication Safety Technology 2022-23 (26,827)
420222912022-23 Clinical Decision Support Tools (10,000)
42022295 PREP LTC* (88,421)
Net Cost to Department of Carryforward items (261,528)
Net Income Total 466,116 516,991 ( 50,875)
Page 182 of 232
Performance for 2023 for 20 Terrace Lodge - 400 - Program & Support
as at Dec 31, 2023
Available To
Budget
Spent
Spend
1) Net Income
1) Revenue,,,,,,
4200 P of Ont - PSS
(456,562)
(458,105)
1,543
4350 Recoveries
(25,000)
(15,802)
(9,199)
4360 Project Revenue
(14,768)
(13,656)
(1,112)
1) Revenue Total
(496,329)
(487,562)
(8,767)
2) Wages
5300 Wages
246,124
216,206
29,919
5306 Project Wages
11,814
14,321
(2,507)
2) Wages Total
257,939
230,526
27,412
3) Benefits
5400 Benefits
121,331
87,586
33,745
5406 Project Benefits
2,953
907
2,047
5410 Vacation Pay
17,300
(17,300)
5430 Vacation Pay
11,021
(11,021)
5450 Lieu $$
13,338
(13,338)
5456 Project Lieu $$
450
(450)
5460 Top Up
570
(570)
5470 Benefit - Sick/Bereav
6,498
(6,498)
5490 Benefits - Manulife
24,269
(24,269)
3) Benefits Total
124,284
161,940
(37,656)
4) Operating Costs
5500 Mileage
400
330
70
5505 Travel - Other
150
890
(740)
5510 Development
250
264
(14)
5850 Purchased Services
44,985
63,305
(18,320)
5860 Supplies
6,000
13,834
(7,834)
5880 Equipment
2,000
169
1,831
5960 Project Costs
84,800
83,256
1,544
6090 Miscellaneous
338
(338)
6800 Program Specific Raw Food
4,500
4,929
(429)
4) Operating Costs Total
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
143,085
167,315
(24,230)
1) Net Income Total
28,979
72,219
(43,241)
Page 183 of 232
Performance for 2023 for 100 - Warden
As at Dec 31, 2023
Available To
Budget Spent Spend
1) Net Income
1) Revenue
4360 Project Revenue
20701601 Past Wardens Fund
(554)
(554)
20702301 Donations - Warden's Charity Event
(0)
(0)
1) Revenue Total
(554)
-
(554)
2) Wages
5300 Wages
75,866
74,306
1,560
2) Wages Total
75,866
74,306
1,560
3) Benefits
5400 Benefits
12,897
5,212
7,685
5490 Benefits - Manulife
6,830
(6,830)
3) Benefits Total
12,897
12,043
855
4) Operating Costs
5500 Mileage
3,900
6,378
(2,478)
5505 Travel - Other
600
600
5510 Development
6,500
4,993
1,507
5600 Recognition
9,500
9,976
(476)
5750 Election Reception
1,000
(61)
1,061
5960 Project Costs
-
20701601 Past Wardens Fund
972
972
20702301 Donations - Warden's Charity Event
0
0
6090 Miscellaneous
3,000
297
2,703
4) Operating Costs Total
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
25,472
21,582
3,890
1) Net Income Total
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
113,681
107,930
5,751
Prior Year Carryforward Project Actuals
20701601 Past Wardens Fund
20701601 Past Wardens Fund
Net Cost to Department of Carryforward items
Net Income Total
(554)
136
(418)
113,681 107,512 6,170
Page 184 of 232
2023 Carryforward Operating Projects
DepartLoc
CONTRACT Description
Total Budget
Total Cost
Total Perf
0
28101908 Cannibis Funding
(74,447)
(74,447)
0
28101910 EF - Efficiency Funding Reserve
(725,000)
(631,250)
(93,750)
0
28102309 TL Redevelopment Construction Funding Subsidy
( 1,711,360)
(367,956)
( 1,343,404)
46020
46032312 IPAC Training & Education Yr 1
(255,764)
255,764
170
60902004 Wonderland Road and Talbot Line EA partnered with MTO
(125,000)
(142,720)
17,720
210
22062302 Legacy Oil and Gas Well
-
270
28002309 Community Paramedicine Program Term C
( 2,000,000)
(460,500)
( 1,539,500)
42010
42012321 EM MSTP Education
42010
42012390 EM LTC Medication Safety Technology 2023-24
(32,193)
(24,219)
(7,974)
42010
42012391 2023-24 Clinical Decision Support Tools
(10,000)
10,000
42020
42022390 TL LTC Medication Safety Technology 2023-24
(35,770)
(5,327)
(30,443)
42020
42022391 2023-24 Clinical Decision Support Tools
(10,000)
(4,208)
(5,792)
42030
42032321 BV MSTP Education
-
42030
42032391 2023-24 Clinical Decision Support Tools
(10,000)
10,000
45020
45021208 Building Renovation
(250,000)
(260,813)
10,813
46010
46012312 IPAC Training & Education Yr 1
(22,518)
22,518
46020
46022313 IPAC Training & Education Yr 1
(25,020)
25,020
46030
46032312 IPAC Training & Education Yr 1
(14,265)
14,265
280
26852301 Website Redevelopment/Branding
(50,000)
(50,000)
170
60901917 Elm Street at Centennial Road Intersection Improvement 25
(21,086)
21,086
170
62002001 Road 4 Rehabilitation (Hwy3/4 to City limits)
(1,200)
(1,750)
550
250
29802001 OAPSB Zone 6
(5,244)
(4,634)
(610)
250
29802301 Community Safety and Policing Grant
(94,853)
94,853
250
29802302 BCWA Grant 2023-24
-
270
28002310 Ambulance Vehicles
(105,545)
105,545
280
26851008 Tourism Member Signs
(321,645)
(264,544)
(57,101)
280
26852303 Visitor Guide
(11,500)
(16,250)
4,750
41030
41032401 HINF 1:1 Staffing Dietary
(1,334)
(1,334)
45020
45021208 Building Renovation
(9,949)
(336,024)
326,075
45020
45022258 TL Fundraising Capital
(114,264)
(114,264)
48030
48032302 BV ADP PSW Wage Enhancement
-
-
185
26252302 Donations Museum - Bushell Estate Digitization Project
13,172
32,741
(19,569)
185
29402303 Internship Term A - YCW Archives
11,652
-
11,652
210
22062302 Legacy Oil and Gas Well
6,285
(6,285)
41030
41032401 HINF 1:1 Staffing Dietary
435
-
435
42010
42012321 EM MSTP Education
5
4,786
(4,781)
42030
42032321 BV MSTP Education
8
893
(885)
46010
46012312 IPAC Training & Education Yr 1
3,465
2,165
1,300
46020
46022313 IPAC Training & Education Yr 1
3
2,276
(2,273)
46030
46032312 IPAC Training & Education Yr 1
3
6,431
(6,428)
48030
48032302 BV ADP PSW Wage Enhancement
-
-
46020
46032312 IPAC Training & Education Yr 1
-
185
26252302 Donations Museum - Bushell Estate Digitization Project
3,293
3,126
167
210
22062302 Legacy Oil and Gas Well
-
41030
41032401 HINF 1:1 Staffing Dietary
92
-
92
42010
42012321 EM MSTP Education
1
1,196
(1,195)
42030
42032321 BV MSTP Education
2
223
(221)
46010
46012312 IPAC Training & Education Yr 1
866
333
533
46020
46022313 IPAC Training & Education Yr 1
1
10,067
(10,066)
46030
46032312 IPAC Training & Education Yr 1
1
1,497
(1,496)
48030
48032302 BV ADP PSW Wage Enhancement
-
-
-
0
26402302 Healthcare Partnership
71,790
71,790
0
28101908 Cannibis Funding
74,447
74,447
0
28101910 EF - Efficiency Funding Reserve
12,115
12,115
0
28102109 SRF - Unallocated Reserve
1,125,840
1,125,840
0
28102304 MT - EOC Software Ongoing Maintenance Reserve
36,000
36,000
0
28102319 Orthodontics
-
46020
46032312 IPAC Training & Education Yr 1
Page 186 of 232
2023 Carryforward Operating Projects
DepartLoc
CONTRACT
Description
Total Budget
Total Cost
Total Perf
135
59601801
Parking Software
20,000
-
20,000
160
21601505
Pay Equity
33,299
6,701
26,598
160
26702301
Reserve - Staff Training
10,000
5,342
4,658
160
26702302
Corporate Training & Development
-
180
26802003
Donations Library Marketing
16,500
15,046
1,454
180
26802108
Donations Library Website Updates
6,000
-
6,000
180
26802205
Palmer Estate Support
16,983
173
16,810
200
26602106
Security Equipment
15,000
2,006
12,994
200
26602303
Painting
80,000
30,382
49,618
210
22062302
Legacy Oil and Gas Well
-
-
-
240
27902020
Donations Museum (Bushell Estate)
299,768
289,161
10,607
250
29802001
OAPSB Zone 6
5,244
2,000
3,244
250
29802301
Community Safety and Policing Grant
-
-
-
250
29802302
BCWA Grant 2023-24
-
-
-
270
28002309
Community Paramedicine Program Term C
2,000,000
494,575
1,505,425
280
26851008
Tourism Member Signs
349,292
270,843
78,449
280
26852026
Community Improvement Program - Municipal Partner
657,000
509,086
147,914
280
26852301
Website Redevelopment/Branding
50,000
36,405
13,595
280
26852303
Visitor Guide
25,000
12,617
12,383
280
26852312
Workforce Attraction
15,000
5,285
9,715
280
26852408
Business Attraction
8,528
-
8,528
290
26401701
Clean Water Initiative
280,000
280,000
-
290
26401801
Official Plan - 5 year Review
140,000
73,101
66,899
42010
42012321
EM MSTP Education
-
-
-
42010
42012390
EM LTC Medication Safety Technology 2023-24
42030
42032321
BV MSTP Education
-
-
-
45010
45012301
Painting
15,000
15,880
(880)
45020
45021208
Building Renovation
(15,000)
22,683
(37,683)
45020
45022301
Painting
15,000
-
15,000
46010
46012312
IPAC Training & Education Yr 1
-
153
(153)
46020
46022313
IPAC Training & Education Yr 1
-
-
46030
46032312
IPAC Training & Education Yr 1
-
76
(76)
150
57802313
One Time Implementation CarryForward
150,300
150,300
240
27902020
Donations Museum (Bushell Estate)
(425,000)
(425,000)
-
240
27902020
Donations Museum (Bushell Estate)
299,768
289,161
10,607
100
20701601
Past Warden's Fund
(554)
(136)
(418)
140
59601601
Budget Programming Costs
13,310
-
13,310
(45,277) (1,146,134) 1,100,857
Page 187 of 232
2023 Capital budget Quantified:
2023 Approved Capital Budget 22,481,785
2022 Carryforward Budget 58,733,457
Use of 2022 Surplus approved by Council:
Added from Surplus for Council Chambers after budget
approved 510,000
Added From Surplus for Boiler Replacement 40,000
Current Budget CapYTD
81,765,242
2023 Summary Performance of Capital
Row Labels
BudgetCAP YTD
ActualCAP YTD
PerfCAP YTD
(blank)
0) Corporate Activities
533,050
310,812
222,238
5) Administrative Building
9,682,769
6,795,112
2,887,657
7) Engineering Services
28,391,390
24,484,801
3,906,589
9) Museum/Archives
160,000
51,549
108,451
10) Library Services
515,746
385,237
130,509
11) Information Technology
1,238,542
630,320
608,223
13) Ambulance & Emergency Services
1,466,787
1,131,666
335,121
14) Economic Development & Tourism
55,600
52,389
3,211
Bobier Villa
1,813,583
1,068,355
745,228
Elgin Manor
1,183,260
667,105
516,154
Terrace Lodge
36,724,516
27,906,461
8,818,055
Grand Total
81,765,243
63,483,808
18,281,435
2023 Closed Capital
19,927,089
17,969,317
1,957,771
2023 CarryForward
61,838,154
45,514,491
16,323,663
Total of Projects listed
81,765,243
63,483,808
18,281,435
Page 188 of 232
2023 Capital Carrvforward (True) and Closed
0
28002208
Edward - Mechanical Equipment Replacements
146,200
38,437
107,763
TRUE
0
28102201
Garage - Site Civil/ Mechanical Ultilities Upgrades Res
210,000
265,670 -
55,670
FALSE
0
28102301
Shaw - Mechanical Equipment Replacements
16,500
-
16,500
FALSE
0
28102303
Dutton - Mechanical Equipment Replacements
14,300
6,705
7,595
FALSE
0
28102306
Garage - Electrical Component Replacements Reserv(
110,000
-
110,000
FALSE
0
28102307
Garage - Mechanical Equipment Replacements Reser
27,500
-
27,500
FALSE
150
57801909
PCC Documentation Hardware
6,828
11,071 -
4,243
FALSE
150
57802005
HCM System
125,000
131,828 -
6,828
FALSE
150
57802009
Dietary Software
7,116
7,116
0
FALSE
150
57802011
Modernization Tools
199,022
199,022
0
FALSE
150
57802013
Hardware Replacement Carry Forward
59,496
48,425
11,071
FALSE
150
57802107
SDR - HCM Enhancements for Recruitment and Schec
116,295
129,282 -
12,987
FALSE
150
57802108
SDR - Development Services Software Licenses for Or
12,987
-
12,987
FALSE
150
57802111
SRF - Council Chamber Hardware
80,000
-
80,000
TRUE
150
57802210
ITCS Emergency Resp Capital
0
4,068 -
4,068
FALSE
150
57802302
Photocopiers
12,616
8,548
4,068
FALSE
150
57802303
Other Licenses
40,816
40,816 -
0
FALSE
150
57802351
Hardware Replacement
241,638
49,904
191,734
TRUE
150
57802352
Hardware Carry Forward
169,218
-
169,218
TRUE
170
60002280
Multiple Bridge and Culvert Repair Tender- Engineeri
76,500
372,006 -
295,506
FALSE
170
60002281
Natural Heritage Study Bridges (Gillets, Fulton, lames
102,000
-
102,000
FALSE
170
60002295
2023 Dodge Ram VIN 3C6RR7KG1PG677720
71,400
55,676
15,724
FALSE
170
60002348
Granular Shouldering (Roads 16, 20, 74)
617,760
446,763
170,997
FALSE
170
60002350
Culvert Rehabilitations 14
1,550,000
1,194,461
355,539
FALSE
170
60002355
Wellington Road Culvert Repair (50% with City)
50,000
42,885
7,115
TRUE
170
60002369
Multiple Bridge and Culvert Repair Tender 7
1,820,000
1,065,391
754,609
FALSE
170
60022320
Road 2 Rehabilitation - (start of curve Rd 5 to Eckker
1,334,000
1,318,758
15,242
FALSE
170
60042276
Traffic Signal Improvements
102,000
51,999
50,001
FALSE
170
60042332
Road 4 Resurfacing (St. Thomas to Warren Street) 40
3,435,000
2,860,638
574,362
TRUE
170
60042376
Traffic Signal Improvements 8
400,000
266,852
133,148
FALSE
170
60092340
Road 9 Microsurfacing (Rd 76 to Rd 5) 9020
115,200
115,756 -
556
FALSE
170
60162380
Fingal Reconstruction (16 and 20) 16040
40,000
41,763 -
1,763
FALSE
170
60192330
Road 19 Resurfacing - Straffordville 19050
371,000
314,075
56,925
FALSE
170
60192332
Road 19 Resurfacing - Eden 19075
118,000
101,587
16,414
FALSE
170
60272340
Road 27 Surface Treatment (20 to Townline) 27014
67,520
73,481 -
5,961
FALSE
170
60352330
Road 35 Resurfacing (Hwy 3 to Rd 52) 35020
641,000
621,458
19,542
FALSE
170
60382210
Richmond Reconstruction (Rd 38 and 43) - Eng. 2021
3,039,600
2,505,796
533,804
TRUE
170
60402320
Road 40 Rehabilitation (Rd 45 to Hwy 3) 40020
1,690,000
1,557,697
132,303
FALSE
170
60422280
Road 42 Rehabilitation (Glen Erie Line 19 - 55) 42080
102,000
166,360 -
64,360
FALSE
170
60452320
Road 45 (Rd 16 to Rd 4) Rehabilitation 45020
1,455,000
1,414,857
40,143
FALSE
170
60452388
Players Bridge Deck Rehabilitation 45042
30,000
-
30,000
TRUE
170
60472330
Road 47 Resurfacing (Rd 48 to Rd 52) 47005
505,000
423,569
81,431
FALSE
170
60522280
King Bridge Rehabilitation - B38 52050
-
19,777 -
19,777
TRUE
170
60522320
Road 52 Rehabilitation (74 to 73) 52050
1,978,000
1,860,927
117,073
FALSE
170
60542220
Road 54 Rehabilitation (50% Oxford) 54010
390,150
695,284 -
305,134
FALSE
170
60901804
Asset Management Program
100,000
-
100,000
TRUE
170
60901917
Elm Street at Centennial Road Intersection Improvers
2,449,061
2,773,721 -
324,660
TRUE
170
60902004
Wonderland Road and Talbot Line EA partnered with
125,000
285,439 -
160,439
TRUE
170
62002109
Talbot Line Slope Repair
650,000
682,742 -
32,742
TRUE
170
62901905
Bothwell Bridge Rehabilitation - B01 7010
1,368,000
1,134,814
233,186
TRUE
170
62901908
Geotechnical Investigations - Roadway
50,000
67,959 -
17,959
FALSE
170
62902101
Eden Bridge Rehabilitation - B53 44020
100,000
-
100,000
TRUE
170
62902103
Philmore Bridge Deck Replacement- B4943060
1,800,000
1,175,187
624,813
TRUE
180
58102301
Book Purchases - Library
336,425
338,113 -
1,688
FALSE
180
58102303
Accessibility Renos
35,000
38,330 -
3,330
FALSE
185
29402007
Misc Capital - Archives
49,487
29,487
20,000
FALSE
185
29402307
Misc Capital - Archive
40,513
-
40,513
TRUE
200
26602008
Security Improvement - Card Access & Alarms
100,000
93,704
6,296
TRUE
200
26602011
Elevator
5,680,000
4,564,785
1,115,215
TRUE
200
26602108
Interior Renovations
163,000
162,242
758
FALSE
200
26602110
Energy Savings - Electrical Upgrades
70,000
72,808 -
2,808
FALSE
200
26602111
Electrical Upgrades
80,000
31,759
48,241
TRUE
200
26602113
Zero Emission Project
220,000
172,551
47,449
FALSE
200
26602114
SRF - Council Chambers Renovations
1,377,000
1,421,298 -
44,298
FALSE
200
26602205
Window & Door Replacement
265,000
-
265,000
TRUE
200
26602210
Carpeting
100,000
10,032
89,969
TRUE
Page 189 of 232
2023 Capital Carrvforward (True) and Closed
200
26602306 Mechanical Systems Upgrades
115,000
42,392
72,608
TRUE
200
26602309 Interior Renovations - Legal Suite
200,000
209,863 -
9,863
FALSE
210
22062105 Training Support Software- Officer Level
11,000
9,333
1,667
FALSE
210
22062301 Textbook Library
10,000
6,628
3,372
FALSE
210
22062302 Legacy Oil and Gas Well
0
-
0
TRUE
220
26402304 Committee (pads
5,600
12,109 -
6,509
FALSE
240
27902005 Museum - Misc Capital
21,817
21,817
0
FALSE
240
27902350 Misc Capital - Museum
48,183
245
47,938
TRUE
270
28002103 Medavie Equipment Replacement
195,191
129,693
65,498
TRUE
270 AMB24-1043
Ambulance 1HA3GSC7XRN002136 28002201
400,550
282,315
118,235
FALSE
270 AMB24-1165
Ambulance 1HA3GSC77RN002031 28002202
52,050
282,315 -
230,265
FALSE
270 AMB23-1312
ERV 1GNSKLED2PR454781 28002205
85,958
109,626 -
23,668
FALSE
270
28002206 SRF - UV Sterilization Units for Ambulances
4,080
-
4,080
FALSE
270 AMB23-1346
ERV 1GNSKLED5PR502693 28002305
87,677
109,626 -
21,949
FALSE
270
28002306 SRF - UV Sterilization Unit(s) for Ambulances
4,162
-
4,162
TRUE
270
28002310 Ambulance Vehicles
523,059
155,198
367,861
TRUE
270
28002311 Power Lift(s)
93,060
46,932
46,128
TRUE
280
26852207 2023 Honda CRV Cruiser 2HKRS3H27PH001250
40,000
40,280 -
280
FALSE
290
26402101 Website Upgrades for Planning
10,000
-
10,000
TRUE
41010
41012050 Kitchen Equipment
56,795
56,973 -
178
FALSE
41010
41012350 IPAC Capital EM
-
26,229 -
26,229
TRUE
41020
41022350 Kitchen Equipment
8,378
11,444 -
3,066
TRUE
41030
41032351 Hot Water Tower
3,000
-
3,000
TRUE
41030
41032352 Ice Machine
1,500
1,500
FALSE
41030
41032353 Steam Table
5,000
5,000
TRUE
42010
42012190 EM LTC Medication Safety Technology
23,652
23,652
FALSE
42010
42012251 IPAC Capital EM
52,418
-
52,418
FALSE
42010
42012290 EM LTC Medication Safety Technology 2022-23
32,193
4,795
27,398
FALSE
42010
42012291 2022-23 Clinical Decision Support Tools
10,000
4,208
5,792
FALSE
42010
42012351 Blanket Warmer
8,000
4,879
3,121
TRUE
42010
42012352 Bladder Scanner
7,000
6,612
388
FALSE
42010
42012353 Carry Forward Nursing Equipment
82,173
39,647
42,526
TRUE
42010
42012355 Lifts & Scales
-
30,759 -
30,759
FALSE
42010
42012390 EM LTC Medication Safety Technology 2023-24
32,193
577
31,616
TRUE
42010
42012391 2023-24 Clinical Decision Support Tools
-
4,495 -
4,495
TRUE
42020
42022150 Bed Replacements
88,740
82,478
6,262
FALSE
42020
42022190 TL LTC Medication Safety Technology
26,280
5,327
20,953
FALSE
42020
42022251 IPAC Capital TL
110,000
102,330
7,670
FALSE
42020
42022290 TL LTC Medication Safety Technology 2022-23
35,770
-
35,770
FALSE
42020
42022291 2022-23 Clinical Decision Support Tools
10,000
4,208
5,792
FALSE
42020
42022390 TL LTC Medication Safety Technology 2023-24
35,770
577
35,193
TRUE
42020
42022391 2023-24 Clinical Decision Support Tools
-
4,495 -
4,495
TRUE
42030
42031950 Lifts & Scales
1,621
1,621 -
0
FALSE
42030
42032190 BV LTC Medication Safety Technology
16,664
3,037
13,627
FALSE
42030
42032251 IPAC Capital BV
46,948
30,445
16,503
FALSE
42030
42032290 BV LTC Medication Safety Technology 2021-22
16,664
-
16,664
FALSE
42030
42032291 2022-23 Clinical Decision Support Tools
10,000
4,210
5,790
FALSE
42030
42032390 BV LTC Medication Safety Technology 2022-23
16,664
2,576
14,088
FALSE
42030
42032391 2023-24 Clinical Decision Support Tools
-
4,495 -
4,495
TRUE
42030
42032451 Lifts & Scales Carryforward
99,499
-
99,499
TRUE
43020
43022250 Carry Forward Housekeeping Equipment
5,534
305
5,229
TRUE
45010
45012055 Building Automation System
40,000
35,017
4,983
TRUE
45010
45012057Energy Savings - Electrical Upgrades
100,000
97,114
2,886
TRUE
45010
45012150 HVAC
80,000
54,844
25,156
TRUE
45010
45012152 Sidewalk Repairs
30,000
27,358
2,642
FALSE
45010
45012250 Mechanical Equipment Replacements
55,000
57,377 -
2,377
FALSE
45010
45012263 IPAC Capital EM
17,473
-
17,473
FALSE
45010
45012351 Asphalt Replacement
175,000
101,412
73,588
FALSE
45010
45012352 FA-1 Repairs
40,000
-
40,000
FALSE
45010
45012353 Infloor Heating Boilers (Lochinvar)
101,056
94,901
6,155
FALSE
45010
45012354 Boiler Circ Pumps
5,088
-
5,088
TRUE
45010
45012355 Security/Resident Safety
5,000
4,229
771
TRUE
45010
45012356 Misc Bldg
20,000
5,248
14,752
TRUE
45010
45012358 Increase resident visibility - windows in Views
5,000
-
5,000
FALSE
45020
45021208 Building Renovation
35,628,012
27,633,131
7,994,881
TRUE
45020
45022153 Mechanical Equipment Replacements
53,353
53,353
0
FALSE
Page 190 of 232
2023 Capital Carrvforward (True) and Closed
45030
45031952
Spa/Tub Room
28,000
28,000
FALSE
45030
45031953
Lighting Upgrade
50,000
54,655 -
4,655
FALSE
45030
45032055
Building Automation System
80,000
70,906
9,094
TRUE
45030
45032059
Tub Room Upgrades
250,000
185,416
64,584
FALSE
45030
45032151
Electrical Service Replacement
80,000
49,396
30,604
TRUE
45030
45032152
IT Server Room
30,000
23,283
6,717
FALSE
45030
45032153
Elevator Upgrades
58,959
8,344
50,615
FALSE
45030
45032154
Mechanical Equipment Replacements
270,562
245,310
25,252
FALSE
45030
45032155
Structure & Site Servicing Upgrades
40,000
-
40,000
TRUE
45030
45032157
IPAC BV Enhanced Cooling
213,978
167,304
46,674
FALSE
45030
45032251
IPAC Capital BV
15,649
-
15,649
FALSE
45030
45032351
Concrete Flatwork Replacement
20,000
18,256
1,744
FALSE
45030
45032352
Security/Resident Safety
5,000
2,218
2,782
TRUE
45030
45032353
Spa Tub Room (ADP Room)
100,000
-
100,000
TRUE
45030
45032354
Misc Bldg
20,000
4,477
15,523
TRUE
45030
45032355
Condenser (North, East and West wing)
130,000
106,686
23,314
FALSE
45030
45032356
Humidifier Replacements
75,500
79,294 -
3,794
FALSE
45030
45032357
Boiler Circulating pumps
14,000
-
14,000
TRUE
45030
45032358
Exterior Wall Sealant - Doors & Windows
5,000
-
5,000
TRUE
200
26601811
26601811 Exterior Building Capital Repairs/Parking*
1,027,769
8,955
1,018,814
TRUE
200
26602212
26602212 POA Generator*
225,000
4,722
220,278
TRUE
200
26602305
Asbestos Removal
60,000
-
60,000
TRUE
41010
41012351
41012351 Kitchen Equipment Carry Forward
21,705
-
21,705
TRUE
41030
41032250
41032250 Kitchen Equipment*
4,375
1,150
3,225
TRUE
42010
42012354
42012354 Misc NPC
32,000
-
32,000
TRUE
42020
42022250
42022250 Carry Forward Nursing Equipment*
44,218
-
44,218
TRUE
42020
42022351
Lifts and Scales
20,000
8,814
11,186
FALSE
45010
45012056
45012056 Flooring Replacement*
75,000
10,430
64,570
TRUE
45010
45012357
45012357 Misc. Maintenance, Calibration & Lifecycle
31,000
-
31,000
TRUE
45010
45012359
45012359 Exterior Wall Sealant - Doors and Windows
15,264
15,264
TRUE
45010
45012360
45012360 Mechanical - SP
30,250
30,250
TRUE
45020
45022159
45022159 HVAC RTU Replacement*
301,700
301,700
TRUE
45020
45022250
45022250 Misc Capital*
20,000
20,000
TRUE
45020
45022258
45022258 TL Fundraising Capital*
132,114
132,114
TRUE
45020
45022351
45022351 Canopy Veneer Replacement
104,647
104,647
TRUE
45020
45022352
45022352 Window Replacement
100,000
-
100,000
TRUE
45030
45032057
45032057 Energy Savings - Electrical Upgrades*
105,000
5,274
99,726
TRUE
150
57801710
57801710 Website Development*
57,510
240
57,270
TRUE
150
57802350
57802350 Server Replacement
110,000
-
110,000
TRUE
180
58101402
58101402 Aylmer Facility Improvements*
144,321
8,795
135,526
TRUE
170
60002285
60002285 County Wide Master Servicing Plan*
255,000
-
255,000
TRUE
170
60162280
60162280 Road 16 - Port Talbot Hill Drainage Rehabili
51,000
-
51,000
TRUE
170
60901801
60901801 Port Burwell Road Drainage Survey*
190,000
120,419
69,581
TRUE
170
60902102
60902102 Transportation Master Plan (incl. Cycling N
251,000
201,136
49,864
TRUE
170
62002001
62002001 Road 4 Rehabilitation (Hwy3/4 to City limit
801,199
424,296
376,903
TRUE
170
62002103
62002103 Road 26 (Rd 25 to RR Tracks) Reconstructic
100,000
31,268
68,732
TRUE
0
28002301
28002301 Edward - Building Envelope Repairs
5,250
-
5,250
TRUE
0
28102302
28102302 Dutton - Buildling Envelope Upgrades
3,300
3,300
TRUE
Carryforward Capital Projects 61,838,154 45,514,491 16,323,663
Closed Capital Projects 19,927,089 17,969,317 1,957,771
Total Capital Project Listing 81,765,243 63,483,808 18,281,435
Page 191 of 232
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Financial Statements
December 31, 2023
Page 193 of 232
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Financial Statements
For the Year Ended December 31, 2023
Table of Contents PAGE
Management Responsibility for Financial Reporting 1
Independent Auditors' Report 2-3
Consolidated Statement of Financial Position 4
Consolidated Statement of Operations and Accumulated Surplus 5
Consolidated Statement of Change in Net Financial Assets 6
Consolidated Statement of Remeasurement Gains and Losses 7
Consolidated Statement of Cash Flows 8
Notes to the Consolidated Financial Statements 9 - 29
Consolidated Schedule of Segment Disclosure 30 - 31
Page 194 of 232
MANAGEMENT'S RESPONSIBILITY FOR FINANCIAL REPORTING
The accompanying consolidated financial statements are the responsibility of the management of Corporation of the
County of Elgin and have been prepared in accordance with Canadian public sector accounting standards.
These consolidated financial statements include:
• Independent Auditors' Report
• Consolidated Statement of Financial Position
• Consolidated Statement of Operations and Accumulated Surplus
• Consolidated Statement of Change in Net Financial Assets
• Consolidated Statement of Remeasurement Gains and Losses
• Consolidated Statement of Cash Flows
• Notes to the Consolidated Financial Statements
• Consolidated Schedule of Segment Disclosure
The Chief Administrative Officer and the Director of Financial Services are responsible for ensuring that management
fulfills its responsibility for financial reporting and is ultimately responsible for reviewing the consolidated financial
statements before they are submitted to Council for ro al.
The integrity and reliability of Corporation of the Cou y Elgin reporting systems are achieved through the use of
formal policies and procedures, the careful selection o ees and an appropriate division of responsibilities.
These systems are designed to provide reasonable assurance the financial information is reliable and accurate.
The consolidated financial statements have been audited on behalf of the Members of Council, Inhabitants and
Ratepayers of Corporation of the County of Elgin by Graham Scott Enns LLP in accordance with Canadian generally
accepted auditing standards.
Blaine Parkin
Chief Administrative Officer
St. Thomas, Ontario
Report Date
Jennifer Ford
Director of Financial Services/Treasurer
-I-
Page 195 of 232
/GRAHAM SCOTTENNS LIN
R 519-633-0700 - F. 51.9-633-7009 R 519-773-9265 - F. 519-773-9653
450 Sunset Drive, t. Th=as, ON N50 5VI 25 John Strcnt SoutlYn, Ayirner, ON N5112C1.
v.grahamscmtten ns.corri
INDEPENDENT AUDITORS' REPORT
To the Members of Council, Inhabitants and Ratepayers of The Corporation of the County of Elgin:
Opinion
We have audited the consolidated financial statements of The Corporation of the County of Elgin, which comprise
the consolidated statement of financial position as at December 31, 2023, and the consolidated statement of operations
and accumulated surplus, consolidated statement of changes in net financial assets, consolidated statement of
remeasurement gains and losses, and consolidated statement of cash flows for the year then ended, and notes to the
consolidated financial statements, including a summary of significant accounting policies.
In our opinion, the County's consolidated financial statements present fairly, in all material respects, the financial
position of the County as at December 31, 2023, and the results of its operations and its cash flows for the year then
ended in accordance with Canadian public sector accounting standards.
Basis for Opinion
We conducted our audit in accordance with Can enerally accepted auditing standards. Our responsibilities
under those standards are further described in the A ' Responsibilities for the Audit of the Financial Statements
section of our report. We are independent of the Coun i ccordance with the ethical requirements that are relevant
to our audit of the consolidated financial statements in Clxyd we have fulfilled our other ethical responsibilities
in accordance with these requirements. We believe that udit evidence we have obtained is sufficient and
appropriate to provide a basis for our opinion.
Responsibilities of Management and Those Charged with Governance for the Consolidated Financial
Statements
Management is responsible for the preparation and fair presentation of the consolidated financial statements in
accordance with Canadian public sector accounting standards, and for such internal control as management determines
is necessary to enable the preparation of consolidated financial statements that are free from material misstatement,
whether due to fraud or error.
In preparing the consolidated financial statements, management is responsible for assessing the County's ability to
continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern
basis of accounting unless management either intends to liquidate the County or to cease operations, or has no realistic
alternative but to do so.
Those charged with governance are responsible for overseeing the County's financial reporting process.
Auditors' Responsibilities for the Audit of the Consolidated Financial Statements
Our objectives are to obtain reasonable assurance about whether the consolidated financial statements as a whole are
free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our
opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in
accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it
exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate,
they could reasonably be expected to influence the economic decisions of users taken on the basis of these
consolidated financial statements.
-2-
Page 196 of 232
/GRAHAM SCOTTENNS LIN
R 519-633-0700 • F. 51.9-633-7009 R 519-773-9265 • F. 519-773-9653
450 Sunset Drive, St. Th=as, ON N5R 5VI 25 John Strcet SoutlYn, Ayirner, ON N5112CI.
v.grahamscotten ns.corri
INDEPENDENT AUDITORS' REPORT (CONTINUED)
Auditors' Responsibilities for the Audit of the Consolidated Financial Statements (Continued)
As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional
judgment and maintain professional skepticism throughout the audit. We also:
• Identify and assess the risks of material misstatement of the consolidated financial statements, whether due to
fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is
sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement
resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery,
intentional omissions, misrepresentations, or the override of internal control.
• Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are
appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the
County's internal control.
• Evaluate the appropriateness of accounting p
ici used and the reasonableness of accounting estimates and
related disclosures made by management.
• Conclude on the appropriateness of management's he going concern basis of accounting and, based on
the audit evidence obtained, whether a material unce exists related to events or conditions that may cast
significant doubt on the County's ability to continue as a going concern. If we conclude that a material
uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the
consolidated financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions
are based on the audit evidence obtained up to the date of our auditor's report. However, future events or
conditions may cause the County to cease to continue as a going concern.
• Evaluate the overall presentation, structure and content of the consolidated financial statements, including the
disclosures, and whether the consolidated financial statements represent the underlying transactions and events
in a manner that achieves fair presentation.
We communicate with those charged with governance regarding, among other matters, the planned scope and timing
of the audit and significant audit findings, including any significant deficiencies in internal control that we identify
during our audit.
-3-
Page 197 of 232
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Financial Position
As at December 31, 2023
FINANCIAL ASSETS
Cash
Investments (Note 5)
Accounts receivable
Loans receivable (Note 3)
Total financial assets
FINANCIAL LIABILITIES
Accounts payable and accrued liabilities
Employee post -retirement benefit liabilities (Note 4)
Long-term debt (Note 6)
Derivative (Notes 1 & 7)
Asset retirement obligations (Note 11)
Total financial liabilities
NET FINANCIAL ASSETSjrxj
NON -FINANCIAL ASSETS
Tangible capital assets (Note 8)
Prepaid expenses
Total non -financial assets
TOTAL NET ASSETS
NET ASSETS IS COMPRISED OF:
ACCUMULATED SURPLUS (NOTE 12)
ACCUMULATED REMEASUREMENT
GAINS AND LOSSES (NOTE 7)
2023
7,840,392
26,445,337
7,459,245
60,000
2022
8,523,080
27,410,910
5,728,108
80,000
RK-11111W, �11IWE, IL%?
15,661,016 13,516,946
2,045,761 2,078,572
11,633,302 11,835,667
92,799 -
2,223,000 -
31,655,878 27,431,185
10,149,096 14,310,913
268,464,832 248,648,920
184,321 231,563
268,649,153
278,798,249
263,191,396
278,891,048 263,191,396
(92,799) -
278,798,249 263,191,396
The accompanying notes are an integral part of these consolidated financial statements.
-4-
Page 198 of 232
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Operations and Accumulated Surplus
For the Year Ended December 31, 2023
REVENUES
Requisition of local municipalities
Transfer payments
Federal
Provincial
Municipal
User charges
Investment income
Other contributions
Total revenues
EXPENSES
General government
Property assessment and support
Emergency measures
Provincial offences
Transportation services
Public health services
Ambulance services
Social and family services
Assistance to aged persons
Social housing
Libraries (Note 13)
Cultural services
Planning and development
Economic development
Agriculture and reforestation
Total expenses (Note 15 [a])
ANNUAL SURPLUS
ACCUMULATED SURPLUS, BEGINNING
OF YEAR
ACCUMULATED SURPLUS, END
OF YEAR (NOTE 12)
Budget Actual Actual
(Note 14) 2023 2022
45,678,214 47,899,896 43,259,902
1,860,320
1,877,111
2,723,604
37,326,762
35,226,112
36,015,540
4,758,722
4,195,166
5,110,832
7,035,652
7,060,053
7,028,066
58,750
1,489,226
642,379
3,357,255
2,820,783
2,818,935
100,075,675
100,568,347
97,599,258
10,137,790 8,805,567 8,789,700
800,682
800,682
801,164
419,709
423,790
337,329
2,033,940
1,122,537
1,105,638
15,242, 608
15,297,889
14, 571, 574
Ar 9,156,234
6,718,753
7,715,193
14,537,303
12,852,952
11,918,523
625,000
72,959
846,192
29,113,378
31,549,364
29,427,412
1,602,500
2,007,779
1,443,508
3,331,894
3,338,608
3,125,365
616,986
648,468
668,248
462,312
272,096
369,656
1,042,450
908,759
908,187
54,509
48,492
48,640
89,177,295
84,868,695
82,076,329
10, 898,3 80
15,699,652
15, 522, 929
263,191,396 263,191,396 247,668,467
274,089,776 278,891,048 263,191,396
The accompanying notes are an integral part of these consolidated financial statements.
-5-
Page 199 of 232
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Change in Net Financial Assets
For the Year Ended December 31, 2023
ANNUAL SURPLUS
Acquisition of tangible capital assets
Amortization of tangible capital assets
Increase in prepaid expenses
Loss on disposal of tangible capital assets
Remeasurement gains (losses)
DECREASE IN NET FINANCIAL ASSETS
Budget Actual Actual
(Note 14) 2023 2022
10, 898,3 80 15,699,652 15, 522, 929
(33,051,484) (33,051,484) (32,305,036)
12, 962,151 12,962,151 12,130,531
- 47,242 (19,973)
- 273,421 277,983
- 67,789 -
(9,190,953) (4,001,229) (4,393,566)
NET FINANCIAL ASSETS, BEGINNING OF YEAR 14,310,913 14,310,913 18,704,479
ADOPTION OF PS3450 (NOTE 1)
NET FINANCIAL ASSETS, END OF YEAR .�
Ar
- (160,588) -
5,119,960 10,149,096 14,310,913
The accompanying notes are an integral part of these consolidated financial statements.
-6-
Page 200 of 232
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Remeasurement Gains and Losses
For the Year Ended December 31, 2023
ACCUMULATED REMEASUREMENT GAINS
AND (LOSSES), BEGINNING OF YEAR
Unrealized gains attributable to derivatives
ACCUMULATED REMEASUREMENT GAINS
AND (LOSSES), END OF YEAR
(Note 1)
2023 2022
(160,588)
67,789
The accompanying notes are an integral part of these consolidated financial statements.
-7-
Page 201 of 232
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Cash Flows
For the Year Ended December 31, 2023
2023 2022
OPERATING ACTIVITIES
Annual surplus 15,699,652 15,522,929
Add (deduct) items not involving cash
Amortization of tangible capital assets
12,962,151 12,130,531
Change in employee post -retirement benefit liabilities
(32,811) 311,916
Unrealized gain on derivative (Note 1)
(92,799) -
Loss on disposal of tangible capital assets
273,421 277,983
28,809,614 28,243,359
Change in non -cash assets and liabilities related to
operations (Note 15 [b]) 572,974 (367,794)
29,382,588 27,875,565
INVESTING ACTIVITIES
Net decrease in investments pi 965,573 2,555,790
CAPITAL ACTIVITIES `�x►
Acquisition of tangible capital assets C (30,828,484) (32,305,036)
(30,828,484) (32,305,036)
FINANCING ACTIVITIES
Repayment of long-term debt (202,365) (1,180,607)
(202,365) (1,180,607)
NET CHANGE IN CASH (682,688) (3,054,288)
CASH, BEGINNING OF YEAR 8,523,080 11,577,368
CASH, END OF YEAR 7,840,392 8,523,080
The accompanying notes are an integral part of these consolidated financial statements.
-8-
Page 202 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
The Corporation of the County of Elgin (the "County") is an upper -tier municipality, comprised of seven
local municipalities, in the Province of Ontario. It conducts its operations guided by the provisions of
provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation.
1. CHANGE IN ACCOUNTING POLICIES
On January 1, 2023 Corporation of the County of Elgin adopted accounting policies to conform to new
standards issued under Canadian public sector accounting standards. The County adopted the following
standards which had the following impact:
• PS 1201 - Financial Statement Presentation - resulting in presentation of a new statement of
remeasurement gains and losses. This change has been applied retrospectively.
• PS 3280 - Asset Retirement Obligations - require reporting of any asset retirement obligations as
tangible capital assets and their liabilities and associated policies. On January 1, 2023, the
Corporation recognized an asset retirement obligation relating to the removal of asbestos in
buildings owned by the County. The accompanying increase to the respective tangible capital
assets was amortized over 40 years, which has not been revised. This change has been applied
prospectively.
• PS 3450 - Financial Instruments - re new disclosures regarding financial instrument risks
and the restatement of the opening mulated surplus. This change has been applied
prospectively.Ar
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The consolidated financial statements of the County are prepared by management in accordance with
Canadian generally accepted accounting principles for local governments as recommended by the Public
Sector Accounting Board of the Canadian Institute of Chartered Professional Accountants. Significant
aspects of the accounting policies adopted by the County are as follows:
Reporting Entity
The consolidated financial statements reflect the assets, liabilities, revenues, expenses of the reporting
entity. The reporting entity is comprised of all organizations, committees and local boards accountable
for the administration of their financial affairs and resources to the County and which are owned or
controlled by the County. All inter -fund assets, liabilities, revenues and expenses have been eliminated.
Consolidated Entities
There are no organizations or local boards that are consolidated in these financial statements.
Proportionate Consolidation
The Oxford Elgin St. Thomas Health Unit has been consolidated on a proportionate basis, based upon
the percentage of grant money provided by the County in comparison to the County of Oxford and the
City of St. Thomas.
ISO
Page 203 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Trust Funds
Trust funds administered by the County have not been included in the consolidated statement of
Financial Position nor have their operations been included in the Consolidated Statement of
Operations. At December 31, 2023 the County held $29,885 (2022 - $28,942) in trust funds.
Basis of Accounting
The consolidated financial statements are prepared using the accrual basis of accounting. The accrual
basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are
incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation
to pay.
Investments
Investments, consisting of money market funds and guaranteed investment certificates, are recorded at
the lower of cost plus accrued interest and fa'r market value. Investment income earned on available
funds is reported as revenue in the period eaAe
Non -Financial Assets
Non -financial assets are not available to disch xisting liabilities and are held for use in the
provision of services. They have useful lives exten g beyond the current year and are not intended for
sale in the ordinary course of operations. The change in non -financial assets during the year, together
with the excess of revenues over expenses, provides the Change in Net Financial Assets for the year.
i) Tangible capital assets
Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to
acquisition, construction, development or betterment of the asset. The cost, less residual value, of the
tangible capital assets are amortized on a straight-line basis over their estimated useful lives as follows:
Land improvements
20 years
Buildings
20 -40 years
Furniture, fixtures and equipment
8 - 16 years
Computer equipment
2 -4 years
Vehicles
4 years
Roadways
5 - 80 years
Bridges
20 - 60 years
Library books
8 years
Amortization begins the first month of the year following the year the asset is placed in service and to
the year of disposal. Assets under construction are not amortized until the asset is available for
productive use, at which time they are capitalized.
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Page 204 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Non -Financial Assets (continued)
ii) Contributions of tangible capital assets
Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and
that fair value is also recorded as revenue.
iii) Works of art and cultural and historic assets
Works of art and cultural and historic assets are not recorded as assets in these consolidated financial
statements.
iv) Interest capitalization
The County does not capitalize interest costs associated with the acquisition or construction of a tangible
capital asset.
v) Leased tangible capital assets
Leases are classified as capital or operatin eas s. Leases which transfer substantially all of the benefits
and risks incidental to ownership of property A accounted for as capital leases. All other leases are
accounted for as operating leases and the relatesayments are charged to expenses as incurred.
x
Deferred Revenue C
The County receives funds for specific purposes which are externally restricted by legislation, regulation
or agreement. These restricted funds are not available for general municipal purposes and are recognized
as revenue in the fiscal year the funds are used for the specified purpose.
Government Transfers
Government transfers are recognized in the financial statements as revenues in the period in which
events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria
have been met, and reasonable estimates of the amounts can be determined. Any amount received but
restricted is recorded as deferred revenue in accordance with Section 3100 of the Public Sector
Accounting Handbook and recognized as revenue in the period in which the resources are used for the
purpose specified.
In addition, the County periodically receives senior government capital funding in the form of
infrastructure grants and receives ongoing funding from both senior levels of government as a result of
an allocation of the gas tax funds.
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Page 205 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Employee Benefit Plans
The County provides a pension plan for its employees through the Ontario Municipal Employees
Retirement System (OMERS). OMERS is a multi -employer pension plan which operates as the Ontario
Municipal Employees Retirement Fund. The fund is a contributory defined benefit pension plan. As this
is a multi -employer plan, no liability is recorded on the County's books. The employer's contribution to a
multi -employer, defined benefit plan are expensed as the obligations arise.
For those self -insured benefit obligations that arise from specific events that occur from time to time,
such as obligations for workers' compensation and life insurance and health care benefits for those on
disability leave, the cost is recognized immediately in the period the events occur. Any actuarial gains or
losses that are related to these benefits are recognized immediately in the period they arise.
The County is an employer included under Schedule H of the Workplace Safety and Insurance Act, it
self -ensures the entire risk of its own WSIB claims and is individually liable for reimbursing the WSIB
for all costs relating to its workers' WSIB clamls. The cost of the claims are expensed as incidents occur,
while the liability for future benefit costs is,de pined by WSIB.
Provincial Offences Fines ;A.
The County administers the Provincial Offencest OA) on behalf of the Ministry of the Attorney
General for the Elgin County Court Service Area. �_
Fine revenue is recognized as the fine payment is received. Fine revenue includes all monies received
less payments made to other municipalities for monies received on their behalf. Revenue also includes
outstanding transfers of fine receipts collected by other municipalities.
Tax Revenues
In 2023 the County received $47,899,896 (2022 - $43,259,902) in property tax revenues. The authority
to levy and collect property taxes is established under the Municipal Act 2001, the Assessment Act, the
Education Act, and other legislation.
The amount of the total annual property tax levy is determined each year through Council's approval of
the annual budget. Tax rates are set annually by Council for each class or type of property, in accordance
with legislation and Council -approved policies, in order to raise the revenue required to meet operating
budget requirements.
Taxation revenues are recorded at the time billings are issued. Additional property tax revenue can be
added throughout the year, related to new properties that become occupied, or that become subject to
property tax, after the return of the annual assessment roll used for billing purposes. The County may
receive supplementary assessment rolls over the course of the year from MPAC that identify new or
omitted assessments. Property taxes for these supplementary/omitted amounts are then billed according
to the approved tax rate for the property class.
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Page 206 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Tax Revenues (continued)
Taxation revenues in any year may also be reduced as a result of reductions in assessment value rising
from assessment and/or tax appeals. Each year, an amount is identified to cover the estimated amount of
revenue loss attributable to assessment appeals, tax appeals or other deficiencies in tax revenue (e.g.
uncollectible amounts, write-offs, etc.).
Use of Estimates
The preparation of financial statements requires management to make estimates and assumptions that
affect the reported amounts of assets and liabilities, and disclosure of contingent assets and liabilities at
the date of the financial statements, and the reported amounts of revenues and expenses during the
period. Significant estimates include assumptions used in estimating provisions for accrued liabilities,
asset retirement obligations, and in performing actuarial valuations of employee future benefits. Actual
results could differ from these estimates.
Financial Instruments
The County's financial assets and liabilities ar sured as follows:
i. Cash at fair value
ii. Portfolio investments at fair value Ar
iii. Accounts receivable at amortized cost
iv. Accounts payable and accrued liabilities at amortized cost
v. Long-term debt at amortized cost
vi. Derivative at fair value
The fair value is determined as follows:
i. Level 1 - Fair value measurements are those derived from quoted prices (in active markets);
ii. Level 2 - Fair value measurements are those derived from inputs other than quoted prices
included within Level 1 that are observable for the assets, either directly (i.e. as prices) or
indirectly (i.e. derived from prices);
iii. Level 3 - Fair value measurements are those derived from valuation techniques that include inputs
for the asset that are not based on observable data (unobservable inputs).
Unrealized gains and losses from changes in the fair value of financial instruments are recognized in the
consolidated statement of remeasurement gains and losses. When the restricted nature of a financial
instrument and any related changes in fair value create a liability, unrealized gains and losses are
recognized as deferred revenue.
All financial assets are tested annually for impairment. When financial assets are impaired, impairment
losses are recorded in the consolidated statement of operations.
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Page 207 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Financial Instruments (continued)
For financial instruments measure using amortized cost, the effective interest rate method is used to
determine interest revenue or expenses. Transaction costs are a component of cost for financial
instruments measured using cost or amortized costs. Transaction costs are expensed for financial
instruments measured at fair value. Investment management fees are expensed as incurred. The purchase
and sale of cash equivalents and portfolio investments are accounted for using trade -date accounting.
The County uses derivative financial instruments, including an interest rate swap agreement, in its
management of exposures to fluctuations in interest rates. An interest rate swap is a derivative financial
contract between two parties who agree to exchange fixed rate interest payments for floating rate
payments on a predetermined notional amount and term. Derivatives are recorded at fair value and in
determining the fair value, the credit risk of both counterparts are considered.
Environmental Provisions and Contaminated Sites
The County may be exposed to litigation or oJAr costs of remediation due to contaminated properties in
it's jurisdiction. A liability for remed0Us recognized in the financial statements when an
environmental standard exists, contamination eds the standard, the government is responsible for
the remediation and a reasonable estimate of the v can be made.
Related Party Transactions �(��
Related parties exist when one party has the ability to control or has shared control over another party.
Individuals that are key management personnel or close family members may also be related parties.
Disclosure is made when the transaction or events between related parties occur at a value different from
what would have been recorded if they were not related and the transaction could have a material
financial impact on the consolidated financial statements.
Asset Retirement Obligations
An asset retirement obligation is recognized when, as at the financial reporting date, all of the following
criteria are met:
• There is a legal obligation to incur retirement costs in relation to a tangible capital asset;
• The past transaction or event giving rise to the liability has occurred;
• It is expected that future economic benefits will be given up; and
• A reasonable estimate of the amount can be made.
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Page 208 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Asset Retirement Obligations (continued)
The following liabilities have been recognized based on estimated future expenses:
• Removal of asbestos in various buildings owned by the County. The Occupational Health and Safety
Act states the demolition of a building, all or in part, can be done only when asbestos -containing
material that may be disturbed during the work, has been removed.
The liabilities are discounted using a present value calculation, where appropriate, and adjusted yearly
for changes in circumstances. The recognition of a liability results in an accompanying increase to the
respective tangible capital assets or an adjustment to the annual surplus when an asset was fully
amortized. The increase to the tangible capital assets is being amortized in accordance with the
accounting policies. At each financial reporting date, the County reviews the carrying amount of the
liability. The County recognizes period -to -period changes to the liability due to the passage of time as
accretion expense. Changes to the liability arising from revisions to either the timing, the amount of the
original estimate of undiscounted cash flow or the discount rate are recognized as an increase or
decrease to the carrying amount of the rela t gible capital asset. The County continues to recognize
the liability until it is settled or otherwise e ished. Disbursements made to settle the liability are
deducted from the reported liability when they tmade.
de
Future Accounting Pronouncements �C
PSAB released a standard related to Revenue (PS 3400). Management is currently evaluating the impact
of this accounting standard on future financial statements. This standard establishes a framework to
categorize revenues to enhance the consistency of revenue recognition and its measurement. This
standard is effective for fiscal years beginning on or after April 1, 2023 which for the County is the
December 31, 2024 year end.
3. LOAN RECEIVABLE
In 2016 $100,000 was loaned to the Municipality of Central Elgin for the development of the Belmont
Library. The loan is non -interest bearing and is to be repaid over 10 years. The balance outstanding at
the end of the year is $20,000 (2022 - $30,000).
In 2017 $100,000 was loaned to the Township of Southwold for the development of the Shedden
Library. The loan is non -interest bearing and is to repaid in 10 installments of $10,000 annually. The
balance outstanding at the end of the year is $40,000 (2022 - $50,000).
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Page 209 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
4. POST EMPLOYMENT BENEFITS
2023 2022
Vacation credits 575,056 801,795
Workplace Safety and Insurance premiums - Schedule H Employer 1,470,705 1,276,777
2,045,761 2,078,572
The provision of certain employee vacation plans allow for the accumulation of vacation credits for use
in future periods. The value of these credits at December 31, 2023 is $575,056 (2022 - $801,795).
The County is a Schedule 11 employer under the Workplace and Safety and Insurance Act. As a Schedule
H employer the County assumes liability for any award made under the Act. The Workplace and Safety
and Insurance Board has evaluated the liability estimates for future benefit costs at December 31, 2023
as $1,470,705 (2022 - $1,276,777).
5. INVESTMENTS
The investments consist of guaranteed investM
market funds recorded at cost plus accrued in
the year. The cost plus accrued interest appro)
the liquidity and nature of these investments.
Money market funds
Guaranteed investment certificates
tes which matured during the year, and money
est rates ranged from 5.25% to 6.20% during
fair market value of these investments due to
2023 2022
16,185,642 27,410,910
10,259,695 -
26,445,337 27.410,910
During the year, the County earned $1,433,924 (2022 - $610,143) of income in the investments and
reported unrealized gain (loss) of $nil (2022 - $nil) on the schedule of remeasurement gains (losses) and
a realized gain (loss) of $nil (2022 - $nil) on the statement of operations.
All of the above investments are valued as Level I
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Page 210 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
6. LONG-TERM DEBT
a) The balance of the long-term liabilities reported on the Consolidated Statement of Financial Position
consists of the following:
2023 2022
Ontario Infrastructure and Lands Corporation, 1.43%, repayable
in blended semi annual payments of $323,030, due November
2030 4,288,886 4,867,403
Ontario Infrastructure and Lands Corporation, 2.04%, repayable
in blended semi annual payments of $333,162, due May 2031 4,612,166 5,175,764
Ontario Infrastructure and Lands Corporation, variable (3%),
interest only until debenture is fully drawn, due Oct 2049 1,000,000 -
Consolidated debt from the County's proportio to share of the
Oxford Elgin St. Thomas Public Health 1,825,049 1,792,500
Consolidated fair value of financial derivatives R " he County's
proportionate share of the Health Unit (Note (92,799) -
Total long-term liabilities at the end of the year 11,633,302 11,835,667
b) Principal repayments are summarized as follows:
2024 2025 2026 2027 2028 Beyond Total
1,2 33,974 1,2 66,439 1,2 99,016 1,2 22,212 1,3 55,785 5,2 55,876 11,6 33,302
c) The consolidated debt represents the County's proportionate share of the Oxford Elgin St. Thomas
Public Health's debt to finance construction of a new office building completed in 2014. The
organization was advanced $9 million in 32 day banker acceptance notes at the CDOR rate of 1.22%
plus a stamping fee of 0.40%. At the same time, the organization entered into an interest rate swap
contract to fix the interest rate on the long-term financing at 2.85% for a 30 year period. As a result of
these transactions, the organization has fixed their rate on this debt obligation at 2.85% plus 0.40% as a
stamping fee (3.25% for 2023 and 2022). The stamping fee is reviewed every 15 years to determine if
the risk assessment of the organization has changed. The County's proportionate share of interest
expense on the term loan in 2023 was $57,627 (2022 - $65,651).
The County's proportionate share of long term debt is $1,825,049 less the fair value of the financial
derivative $92,799 (Note 1 & 7).
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Page 211 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
6. LONG TERM DEBT (CONTINUED)
d) The long-term liabilities issued in the name of the County have been approved by by-law. The annual
principal and interest payments required to service these liabilities are within the annual debt repayment
limit prescribed by the Ministry of Municipal Affairs.
e) Interest expense on long-term debt in 2023 amounted to $257,360 (2022 - $227,704).
7. DERIVATIVES
The Oxford Elgin St. Thomas Public Health Unit entered into an interest rate swap agreement to finance
the debt disclosed in Note 6. As a result, if the Health Unit were to repay the long-term debt at
December 31, 2023 an additional cost of $92,799 would be incurred. The Health Unit intends to carry
the long-term debt to full maturity thereby eliminating the loss.
Fair value of Financial Derivatives, Begi i of Year
Unrealized (Gain)/Losses
Fair Value of Financial Derivatives, End of Yea 9te 1)
Financial Derivatives are classified as Level 3
M.
2023 2022
160,588
(67,789)
92,799 -
Page 212 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
8. TANGIBLE CAPITAL ASSETS
December 31, 2023
Cost
Land
Land improvements
Buildings
Furniture, fixtures, and equipment
Computer equipment
Vehicles
Roadways
Bridges
Library - books and equipment
Work In Progress
Total Cost
Accumulated Amortization
Land
Land improvements
Buildings
Furniture, fixtures and equipment
Computer equipment
Vehicles
Roadways
Bridges
Library - books and equipment
Work In Progress
Total Accumulated Amortization
Net Book Value
Land
Land improvements
Buildings
Furniture, fixtures and equipment
Computer equipment
Vehicles
Roadways
Bridges
Library - books and equipment
Work In Progress
Total Net Book Value
Opening
Additions
Disposals
Ending
19,097,373
-
(33,110)
19,064,263
3,704,979
128,770
-
3,833,749
45,033,561
5,375,372
-
50,408,933
8,176,129
877,581
-
9,053,710
2,573,899
611,094
-
3,184,993
2,576,543
597,522
-
3,174,065
277,877,867
10,780,899
(559,911)
288,098,855
54,510,202
1,437,397
-
55,947,599
3,131,060
404,887
-
3,535,947
416,681,613
20,213,522
(593,021)
436,302,114
32,676,530
12,837,962
45,514,492
449,358,143
33,051, 884
(593,021)
481,816,606
Opening
Amortization
Disposal
Ending
,4 949
174,722
-
2,633,671
931
1,270,926
-
22,520,857
5, 55
555,709
-
6,216,764
1,
444,290
-
1,845,349
1,504,
145,012,
421,938
8,680,560
-
(319,600)
1,926,161
153,373,756
21,881,56
1,063,233
-
22,944,797
1,539,646
350,773
1,890,419
200,709,223
12,962,151
(319,600)
213,351,774
200,709,223
12,962,151
(319,600)
213,351,774
Opening
Ending
19,097,373
1,246,030
23,783,630
2,515,074
1,172,840
1,072,320
132,865,071
32,628,638
1.591.414
215,972,390
32,676,530
248,648,920
19,064,263
1,200,078
27,888,076
2,836,946
1,339,644
1,247,904
134,725,099
33,002,802
1.645.528
222,950,340
45,514,492
268,464,832
During the year, the County capitalized to buildings $2,223,000 as a result of adopting PS 3280 - Asset Retirement Obligations on a
perspective basis.
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Page 213 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
8. TANGIBLE CAPITAL ASSETS (CONTINUED)
December 31, 2022
Cost
Land
Land improvements
Buildings
Furniture, fixtures, and equipment
Computer equipment
Vehicles
Roadways
Bridges
Library - books and equipment
Work In Progress
Total Cost
Accumulated Amortization
Land
Land improvements
Buildings
Furniture, fixtures and equipment
Computer equipment
Vehicles
Roadways
Bridges
Library - books and equipment
Work In Progress
Total Accumulated Amortization
Net Book Value
Land
Land improvements
Buildings
Furniture, fixtures and equipment
Computer equipment
Vehicles
Roadways
Bridges
Library - books and equipment
Work In Progress
Total Net Book Value
Opening
19,097,373
3,696,192
43,675,009
8,338,464
2,213,781
2,269,073
263,581,554
38,732,052
3,175,839
384,779,337
35,198,448
419,977,785
Opening
Additions
8,787
1,358,552
368,654
360,118
619,621
14,296,313
17,466,332
348,577
34,826,954
34,826, 554
0 —ti—fin„
Disposals Ending
19,097,373
3,704,979
45,033,561
(530,989)
8,176,129
-
2,573,899
(312,151)
2,576,543
-
277,877,867
(1,688,182)
54,510,202
(393,356)
3,131,060
(2,924,678)
416,681,613
(2,521,918)
32,676,530
(5,446,596) 449,358,143
Disposal Ending
12 ,700
180,249
-
2,458,949
032
1,183,899
-
21,249,931
5, 79
615,765
(530,989)
5,661,055
9 3
469,716
-
1,401,059
1,541,
136,774,
275,233
8,238,269
(312,151)
-
1,504,223
145,012,796
22,471,04
820,719
(1,410,199)
21,881,564
1,586,321
346,681
(393,356)
1,539,646
191,225,387
12,130,531
(2,646,695)
200,709,223
191,225,387
12,130,531
(2,646,695)
200,709,223
Opening
Ending
19,097,373
19,097,373
1,417,492
1,246,030
23,608,977
23,783,630
2,762,185
2,515,074
1,282,438
1,172,840
727,932
1,072,320
126,807,027
132,865,071
16,261,008
32,628,638
1,589,518
1,591,414
193,553,950
215,972,390
35,198,448
32,676,530
228,752398
248,648,920
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Page 214 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
9. PENSION AGREEMENTS
The County makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS),
which is a multi -employer plan, on behalf of its staff. The plan is a defined benefit plan which specifies
the amount of the retirement benefit to be received by the employees based on the length of service and
rates of pay. The OMERS Administration Corporation, representing plan members and employers, is
responsible for overseeing the management of the pension plan, including investment of the assets and
the administration of the benefits. Each year, an independent actuary determines the funding status of
OMERS Primary Pension Plan (the Plan) by comparing the actuarial value of invested assets to the
estimated present value of all pension benefits the members have earned to date. The most recent
actuarial valuation of the Plan was conducted December 31, 2023, and the results of this valuation
disclosed actuarial liabilities of $136.2 billion in respect of benefits accrued for service with actuarial
assets at that date of $132 billion leaving an actuarial deficit of $4.2 billion.
Because OMERS is a multi -employer pension plan, any pension surpluses or deficits are a joint
responsibility of the Ontario municipal organizations and their employees. As a result, the County does
not recognize any share of the OMERS pen;&s
rplus or deficit.
The amount contributed to OMERS for 2 $1 806 942 (2022 - $1 598 893) for current service.
OMERS contribution rates for 2023 and 20221ending on income level and retirement dates, ranged
from 9% to 15.8%.x
10. CONTINGENT LIABILITIES C
As at December 31, 2023 certain legal actions are pending against the County. The final outcome of the
outstanding claims cannot be determined at this time. However, management believes that ultimate
disposition of these matters will not materially exceed the amounts recorded in these consolidated
financial statements.
As at December 31, 2023 Council has allocated $369,110 to a Legal Settlement Reserve within the
Contingencies Reserves to be used to offset future costs if and when they are incurred.
Estimated costs to settle claims are based on available information and projections of estimated future
expenses developed based on the County's historical experience. Claims are reported as an operating
expense in the year of the loss, where the costs are deemed to be likely and can be reasonable
determined. Claim provisions are reported as a liability in the consolidated statement of financial
position.
-21-
Page 215 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
11. ASSET RETIREMENT OBLIGATIONS
[a] The Corporation's asset retirement obligations consist of the following:
Asbestos removal
The County owns and operates various buildings that are known or are assumed to contain asbestos,
which represents a health hazard upon demolition of the building. There is a legal obligation to remove
the asbestos before these buildings are demolished. Following the adoption of PS 3280, Asset
Retirement Obligations, the County recognized an obligation relating to two buildings that contain or are
suspected to contain asbestos material, of which both buildings were not fully amortized at January 1,
2023. Each building has an estimated useful life of 40 years.
Key assumptions in determining the liability at December 31, 2023 for asbestos removal and disposal
are as follows:
• Timing of settlement - it is unknown when the buildings will be demolished or abatement will occur
• Discount rate - due to the unknown timing of retirement, no discount rate was used when estimating
the costs
• Estimated time required for retirement vi ' es - at time of demolition only
• Undiscounted liability for asbestos remov 2,223,000
[b] Asset Retirement Obligation Continuity S
December 31, 2023
Liability
Accretion Change m settled
Opening expense estimate during period Ending
Asbestos removal 2,223,000 2,223,000
-22-
Page 216 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
12. ACCUMULATED SURPLUS
The accumulated surplus consists of the following balances:
SURPLUS
Tangible capital assets
Share of surplus in Oxford Elgin St. Thomas Health Unit
Reserves
AMOUNTS TO BE RECOVERED
Committed for completion of assets under construction
Net long-term debt (Note 6)
Self -financed capital projects
ACCUMULATED SURPLUS
RESERVES
Reserves set aside for specific purposes by Cd c .%
Ar
Contingencies
Homes for senior citizens
Libraries and cultural services
Asset retirement obligations
Other municipal services
Total reserves
-23-
2023
268,464,830
660,992
31,069,111
2022
248,648,920
609,194
25,303,409
300,194,933 274,561,523
16,323,663
(11,633,302)
(25,994,246)
278,891,048
25,708,309
(11,835,667)
(25,242,769)
263,191,396
29,284,483 24,184,461
583,710 544,081
549,523 531,326
605,777 -
45,618 43,541
31,069,111 25.3 33.409
Page 217 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
13. LIBRARY OPERATIONS
The County Council, operating as a Committee of Council, oversees operations of the Elgin County
library system. A summary of revenues and expenses of the library system operations is as follows:
Budget Actual Actual
2023 2023 2022
Revenues
Province of Ontario 116,739 116,739 116,739
Book sales, donations, and other project revenue 31,000 30,101 23,253
Fines 27,996 26,015 19,579
Total revenues
Expenses
Salaries and benefits
Lease space
Electronic resources and periodicals
Photocopy, office supplies
Telephone, fax
Other
Project costs
Programs
Staff development
Furniture and fixtures
Travel, mileage
Expenses before amortization
Amortization
Total expenses
Net operating costs
175,735
172,855
159,571
2,231,780
2,243,232
2,101,694
505,471
504,494
464,423
98,963
92,226
89,329
25,898
19,063
23,969
20,004
21,439
20,853
22,237
16,080
17,251
18,750
14,554
16,028
15,000
36,549
15,721
16,496
13,744
9,238
6,996
4,284
4,600
12.500
11,054
4.462
2,974,095
2,976,719
2,767,568
357,799
361,890
357,799
3.331,894
3,338,609
3,125,367
3.156.159 3,165,754 2.965.796
-24-
Page 218 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
14. BUDGET FIGURES
County Council completes separate budget reviews for its operating and capital budgets each year. The
approved operating budget for 2023 is reflected on the Consolidated Statement of Operations. Budgets
established for capital investment in tangible capital assets are on a project -oriented basis, the costs of
which may be carried out over one or more years and, therefore, may not be comparable with current
year's actual expenditure amounts. The 2023 operating and capital budgets were approved on March 14,
2023.
15. SUPPLEMENTARY INFORMATION:
2023
2022
[a] Current fund expenditures by object:
Salaries, wages and employee benefits
37,833,452
36,429,524
Materials and services
10,341,253
10,432,866
Contracted services
19,068,089
17,930,929
Rents and financial expenses
777,582
710,063
Interest on long term debt
257,360
227,704
Amortizationl
12,962,151
12,130,531
Transfer to others `�C
3,628,808
4214,712
84,868,695 82.076.329
[b] Change in non -cash assets and liabilities related to operations:
Loans receivable
20,000
20,000
Accounts receivable
(1,731,137)
(703,138)
Prepaid expenses
47,242
(19,973)
Accounts payable and accrued liabilities
2,144,070
335,317
Derivative (Note 1)
92,799
-
572,974 367 794)
-25-
Page 219 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
16. FINANCIAL INSTRUMENT RISKS
Risks and Concentrations
The County is exposed to various risks through its financial instruments. The following analysis
provides a measure of the County's risk exposure and concentrations at the statement of financial
position date.
Market Risk
Market risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate
because of changes in market prices. Market risk comprises three types of risk: currency risk, interest
rate risk and other price risk. The County is mainly exposed to interest and price risk.
Interest Rate Risk
Interest rate risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate
because of changes in market interest rates. The County is exposed to interest rate risk on its fixed and
floating interest rate financial instruments. G' the current composition of long-term debt (proportion
of debt at a fixed interest rate compared t a ating interest rate), fixed-rate instruments subject the
County to a fair value risk while the floating-r struments subject it to a cash flow risk. This is risk is
offset by the use of the interest swap derivative.
It is management's opinion that the County is not exposed to significant currency or price risk.
Liquidity Risk
Liquidity risk is the risk that a County will encounter difficulty in meeting obligations associated with
financial liabilities. The County is exposed to this risk mainly in respect of its accounts payable, accrued
liabilities and long-term debt. The County doesn't believe that liquidity risk is a significant risk. The
majority of accounts payable and accrued liabilities are expected to be settled in thirty days. All accounts
payable and accrued liabilities are to be settled within one year except for $885,000 which is expected to
be repaid within the next two years. The maturities of other financial liabilities are provided in the notes
to the financial statements related to those liabilities.
-26-
Page 220 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
16. FINANCIAL INSTRUMENT RISKS (CONTINUED)
Credit Ri-,k
Credit risk is the risk that one party to a financial instrument will cause a financial loss for the other
party by failing to discharge an obligation. The County's main credit risks relate to its accounts
receivable and taxes receivable. The County manages this risk by monitoring active receivable balances
and forces tax sale on properties considered unrecoverable.
At year end, the County had approximately $1,048,523 (2022 - $647,508) in accounts receivable over 90
days of which the County has deemed no allowance is necessary. The balances of taxes receivable are
normally collectible from the property owner and the County is able to force tax sale on properties to
recover. In some instances the property owner may challenge property values which will in impact future
recovery of taxes and potential repayments to the property owners. The County actively monitors these
assessment challenges and provides provisions when reasonable estimates can be made. At year end the
County has provided an allowance of $nil (2022 - $nil) for these assessment challenges and $478,395
(2022 - $509,554) in potential uncollectible t@ sessments.
-27-
Page 221 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
17. SEGMENTED INFORMATION
The County is a diversified municipal government institution that provides a wide range of services to
its citizens. For management reporting purposes the County's operations and activities are organized and
reported by departments. Certain departments that have been separately disclosed in the segmented
information, along with the services they provided, are as follows:
General Government
General government is comprised of County council, administration, treasury, human resources and
information technology, providing services to Council and the other departments.
Provincial Offences
Provincial offences consists of the operations of the County's Court offices, including trials and
proceedings and receiving payment for fines resulting from charges laid by various police forces and
officials operating within the County. Distrib n to area municipalities are also reflected.
Transportation Services .�
The County Engineer's office oversees the mai4g0Q ce and capital works operations of roads and
bridges throughout the County in accordance with minimum maintenance standards.
Ambulance Services
The County provides land ambulance services to residents from five stations located throughout the
County.
Health Services
Health services are comprised of the County's proportional share of the operation of the Oxford Elgin St.
Thomas Health Unit and other public health transfers.
Homes for Seniors
The County operates three long-term care facilities with a total of 247 beds, and two Adult Day
programs for senior citizens. It operates under provincial legislation and oversight of the Ministry of
Health and Long -Term Care.
Page 222 of 232
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2023
17. SEGMENTED INFORMATION (CONTINUED)
Social and Family Services
Social and family services consist of the County share of services that provides employment and income
assistance, social housing and child care assistance to eligible participants. The social and family
services program for the County is administered by the City of St. Thomas.
Library and Cultural Services
Library and cultural services are comprised of the operations of the County library and archives system,
Museum and other cultural services and transfers.
Planning and Development
Planning and development services include the preparation and administration of the County's Official
Plan, economic development, tourism and agtural and reforestation services within the County.
For each reported segment, revenues and expa represent both amounts that are directly attributable
to the segment and amounts that are allocateq0e, reasonable basis. Therefore, certain allocation
methodologies are employed in the preparation segmented financial information. The General
Revenue Fund reports on County services that arended primarily by taxation such as property and
business tax revenues. Taxation and payments -in -lieu of taxes are apportioned to General Revenue Fund
services based on the Fund's net surplus. Certain government transfers, transfer from other funds, and
other revenues have been apportioned based on a percentage of budgeted expenses.
The accounting policies used in these segments are consistent with those followed in the preparation of
the consolidated financial statements as disclosed in Note 1. For additional information see the Schedule
of Segment Disclosure.
-29-
Page 223 of 232
CORPORATION OF THE COUNTY OF ELGIN
Schedule of Segment Disclosure
For the Year Ended December 31, 2023
Assistance
Social and
Recreation
Planning
General
Provincial Transportation
Ambulance
Health
to Aged
Family
and Cultural
and
Government
Offences
Services
Services
Services
Persons
Services
Services
Development
Total
$
$
$
$
$
$
$
$
$
$
REVENUES
Municipal requisitions
10,690,793
11,974,974
4,789,990
851,912
8,382,482
2,827,264
5,987,487
2,394,994
47,899,896
User charges
281,861
-
-
36,414
6,515,273
-
31,349
195,156
7,060,053
Transfer payments
1,193,913
72,000
3,880,305
9,410,456
5,419,217
21,143,148
139,958
39,392
41,298,389
Investment income
1,433,924
-
-
-
55,302
-
-
-
1,489,226
Other contributions
840,652
1,646,877
174,868
1,224
87,158
70,004
2,820,783
14,441,143
1,718,877
16,030,147
14,200,446
6,364,069
36,128,061
2,827,264
6,228,798
2,629,542
100,568,347
EXPENSES
Salaries, wages and employees benefits
4,556,695
396,402
438,151
53,399
3,683,241
25,392,750
2,710,069
602,745
37,833,452
Operating
4,515,745
411,949
4,787,578
12,255,642
1,813,306
5,048,950
839,927
513,827
30,186,924
External transfers
-
314,186
-
49,336
1,013,395
-
2,080,738 72,899
98,254
3,628,808
Interest on long-term debt
-
-
199,733
-
57,627
-
- -
-
257,360
Amortization
957,599
9,872,427
494,575
151,184
1,107,664
364,181
14,521
12,962,151
10,030,039
1,122,537
15,297,889
12,852,952
6,718,753
31,549,364
2,080,738 3,987,076
1,229,347
84,868,695
ANNUAL SURPLUS
4.4 11.104
5 66340
732258
13 77.494
354. 884)
4.88.5 697
7 . 66526 22 . 11722
1.00.4 195
15.99.6 652
-30 -
Page 224 of 232
CORPORATION OF THE COUNTY OF ELGIN
Schedule of Segment Disclosure
For the Year Ended December 31, 2022
Assistance
Social and
Recreation
Planning
General
Provincial Transportation
Ambulance
Health
to Aged
Family
and Cultural
and
Government
Offences
Services
Services
Services
Persons
Services
Services
Development
Total
$
$
$
$
$
$
$
$
$
$
REVENUES
Municipal requisitions
9,655,191
10,814,975
4,325,990
769,389
7,570,483
2,553,391
5,407,488
2,162,995
43,259,902
User charges
157,294
-
-
31,174
6,565,217
-
21,588
252,793
7,028,066
Transfer payments
1,396,893
80,800
5,986,437
9,181,770
6,082,668
20,945,387
148,362
27,659
43,849,976
Investment income
610,143
-
-
-
32,236
-
-
-
642,379
Other contributions
796,229
1,536,080
147,479
41,399
189,416
108,332
2,818,935
12,615,750
1,616,880
16,948,891
13,507,760
6,956,866
35,270,503
2,553,391
5,685,770
2,443,447
97,599,258
EXPENSES
Salaries, wages and employees benefits
5,006,892
326,913
526,695
45,069
4,069,406
23,314,629
-
2,566,452
573,468
36,429,524
Operating
4,075,531
388,130
4,655,109
11,446,017
2,172,966
4,990,059
-
795,802
550,244
29,073,858
External transfers
-
390,595
-
58,098
1,218,571
-
2,289,700
69,499
188,249
4,214,712
Interest on long-term debt
-
-
162,053
-
65,651
-
-
-
-
227,704
Amortization
845,770
9227,717
369339
188,599
1,122,724
361,860
14,522
12,130,531
9,928,193 1,105,638 14,571,574 11,918,523 7,715,193 29,427,412 2,289,700 3,793,613 1,326,483 82,076,329
ANNUAL SURPLUS 2 6y557 511242 2 3y317 1 5y237 758 327) 5 8y091 263691 1 8yl57 1 1y964 15 5y929
-31 -
Page 225 of 232
ElginCounty
Report to County Council
From: Jennifer Ford, Director of Financial Services/Treasurer
Date: October 8, 2024
Subject: Investments — 2023 Annual Report
Recommendation(s):
THAT the report titled "Investments — 2023 Annual Report" from the Director of
Financial Services/Treasurer dated October 8, 2024 be received and filed.
Introduction:
Section 8(1) of Ontario Regulation 438/97, issued under section 418(6) of the Municipal
Act 2001, requires the Treasurer to produce and submit to Council an Annual
Investment Report.
Background and Discussion:
Below is a chart summarizing the year end balances by account and the applicable
income received through the various investment activities within the financial
instruments for the year ending Dec 31, 2023.
Investment Category
Balance at
2023
Average
Dec 31-23
Interest
Annual
Income
ROI
General Account
7,338,335
396,321
5.46%
Cash Account - High Interest Savings
16,185,641
782,145
5.46%
Account HISA *
Guaranteed Investment Certificate(s)
(2023 Interest Accrual)
Term GIC Aug 2023 to Feb 2024
1,000,000
20,333
6.10%
Term GIC May 2023 to May 2024
5,000,000
153,125
5.25%
Term GIC Aug 2023 to May 2024
2,000,000
41,333
6.20%
Term GIC Aug 2023 to Aug 2024
2,000,000
40,667
6.10%
25,410,909.57
1,433,924
Page 226 of 232
Financial Implications:
All of the above investments are consistent with the restrictions outlined in Ontario
Regulation 438/97, as amended, that municipalities are required to follow.
Since balances within the financial instruments can fluctuate daily over the year, the
Average Return on Investment is based on the average daily balances held within the
accounts throughout the year rather than directly related to the balance shown within
the account at year end.
GIC interest shown was not received in 2023, however, the portion attributed to
investment during 2023 was accrued into this fiscal year and will be deducted from
Interest when it is received in 2024.
The final levy is received by the County each year on December 15t". As a result,
there is usually a large amount in the HISA account at year end. The County will utilize
these funds for operational purposes and draw down this balance before the first
payment of the 2024 levy is received at the end of March 2024. Construction project
periods generally require additional funds to be readily available throughout months of
good weather.
As per the recently approved Reserves Policy, staff have allocated interest to the
balances held in existing reserves on December 31, 2022 based on the Average Rate
of Return of 5.46%. The interest that was to be applied to the Mill Rate Stabilization
Reserve was redirected in 2023 to assist in funding the Asset Retirement Obligation
Reserve as per PS 3820.
Alignment with Strategic Priorities:
Serving Elgin
Growing Elgin
Investing in Elgin
❑ Ensuring alignment of
❑ Planning for and
® Ensuring we have the
current programs and
facilitating commercial,
necessary tools,
services with community
industrial, residential, and
resources, and
need.
agricultural growth.
infrastructure to deliver
programs and services
❑ Exploring different ways
❑ Fostering a healthy
now and in the future.
of addressing community
environment.
need.
® Delivering mandated
❑ Enhancing quality of
programs and services
❑ Engaging with our
place.
efficiently and effectively.
community and other
stakeholders.
Page 227 of 232
Local Municipal Partner Impact:
No Impact
Communication Requirements:
This report is provided to support mandatory requirements of the Municipal Act.
Conclusion:
For Council's information, to be received and filed.
All of which is Respectfully Submitted
Jennifer Ford
Director of Financial Services/Treasurer
Approved for Submission
Blaine Parkin
Chief Administrative Officer/Clerk
Page 228 of 232
Ministry of Agriculture,
Food and Agribusiness
Office of the Minister
77 Grenville Street, 11th Floor
Toronto, Ontario M7A 1B3
Tel: 416-326-3074
September 24, 2024
Blaine Parkin
CAO
County of Elgin
CAO@elgin.ca
Dear Mr. Parkin:
Ministere de I'Agriculture,
de ('Alimentation et de I'Agroalimentaire
Bureau du ministre
77, rue Grenville, 11e etage
Toronto (Ontario) M7A 1B3
Tel.: 416 326-3074
UT IN WIT sit PEAIMSMU
EIOEE�s
Ontario
I am pleased to share that the governments of Canada and Ontario are investing up to
$1.5 million in our new Agricultural Workforce Equity and Diversity Initiative (AWEDI) to
help minority groups start and grow businesses in the agri-food sector.
Funded through the Sustainable Canadian Agricultural Partnership (Sustainable CAP),
AWEDI provides grants of up to $100,000 to support agribusiness ventures led by
underrepresented groups, including Indigenous peoples, 2SLGBTQI+ people, persons
with disabilities, youth, women or members of French linguistic minority communities.
AWEDI is open to applications from organizations, research bodies, municipalities or
Indigenous communities. Successful projects will support underrepresented groups in
accessing spaces and equipment to grow or process agri-food products, as well as
resources to help with financing.
Applications will open on October 8, 2024, and will be open until December 3, 2024.
Our government is committed to increasing the entrepreneurial diversity of our
agricultural sector through our Grow Ontario Strategy. AWEDI will reinforce additional
efforts our government has taken to cultivate agri-food talent, while enabling more
Ontarians to share in the success of our growing agri-food industry. Should you have
any questions about this or any other Ministry programs, please call 1-877-424-1300.
Sincerely,
Rob Flack
Minister of Agriculture, Food and Agribusiness
I�IIIUU��
Good things grow in Ontario Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2
A bonne terre, bons produits Bureau principal du ministere: 1, rue Stone ouest, Guelph (Ontario) N1G 4Y2
1') A, P I J
Page 229 of 232
Ministry of Agriculture,
Food and Agribusiness
Office of the Minister
77 Grenville Street, 11th Floor
Toronto, Ontario M7A 1B3
Tel: 416-326-3074
Le 24 septembre 2024
Ministere de I'Agriculture,
de ('Alimentation et de I'Agroalimentaire
Bureau du ministre
77, rue Grenville, 11e etage
Toronto (Ontario) M7A 1B3
Tel.: 416 326-3074
UT IN WIT BIC PEAIMANU
EIOEE�s
Ontario
Je suis heureux de vous annoncer que les gouvernements du Canada et de I'Ontario
investissentjusqu'a 1,5 million de dollars dans noire nouvelle Initiative pour 1'equite et la
diversite dans le secteur agricole (IEDSA) afin d'aider Ies groupes minoritaires a lancer
et a faire croitre des entreprises dans le secteur agroalimentaire.
Financee dans le cadre du Partenariat canadien pour une agriculture durable
(PCA durable), I'IEDSA offre des subventions pouvant atteindre 100 000 $ pour
appuyer Ies agroentreprises dirigees par groupes sous-representes, y compris des
Autochtones, des personnes 2SLGBTQI+, des personnes handicapees, des jeunes,
des femmes ou des membres de collectivites francophones minoritaires.
L'IEDSA accepte Ies demandes d'organismes, d'organismes de recherche, de
municipalite ou de collectivites autochtones. Les projets retenus appuieront des
groupes sous-representes dans I'acces a des lieux et a du materiel pour cultiver ou
transformer des produits agroalimentaires, ainsi qu'a des ressources pour Ies aider
avec le financement.
La periode de reception des demandes s'amorce le 8 octobre 2024 et se poursuivra
jusqu'au 3 decembre 2024.
Notre gouvernement est determine a accroitre la diversite entrepreneuriale de noire
secteur agricole grace a noire strategie Cultiver I'Ontario. L'IEDSA renforcera Ies efforts
additionnels consentis par noire gouvernement pour cultiver le talent agroalimentaire,
tout en permettant a une part plus importance de la population ontarienne de participer
au succes de noire industrie. Si vous avez des questions concernant ce programme ou
d'autres programmes du ministere, veuillez composer le 1 877 424-1300.
Veuillez recevoir mes plus cordiales salutations.
Le ministre de I'Agriculture, de I'Alimentation et de I'Agroe ntreprise,
Rob Flack
I�IIIUU��
Good things grow in Ontario Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2
A bonne terre, bons produits Bureau principal du ministere: 1, rue Stone ouest, Guelph (Ontario) N1G 4Y2
A,PIJ
Page 230 of 232
breathe it in.
October 1, 2024
The Honourable Doug Ford
Premier of Ontario
Sent via email: premier@ontario.ca
Re: Rideshare Services
The Corporation of
The Township of Brock
1 Cameron St. E., P.O. Box 10
Cannington, ON LOE 1E0
705-432-2355
Please be advised that Council adopted the following resolution at their Council meeting held on
September 23, 2024:
C-2024-226
"Whereas, the Township of Brock faces challenges related to limited access to
transportation, and there exists a pressing need for a ride -sharing service to address
transportation gaps within our community; and
Whereas Rideshare services are increasingly relied upon by seniors, students, visitors and
tourists, and residents looking for safe, affordable, convenient, and reliable ways to travel;
and
Whereas, the standardization and consistency of regulations across municipalities,
particularly in Ontario, can improve the efficiency and effectiveness of the regulatory
framework; and
Whereas, transferring the responsibility of ride -share regulations and licensing to the
provincial level would contribute to a more streamlined and uniform governance structure,
while eliminating associated red tape and unnecessary administrative costs;
Therefore, Be It Resolved that the Township of Brock Council hereby expresses its support
for the migration of ride -share regulations and licensing from the municipal level to the
provincial level;
Be It Further Resolved that the Township of Brock Council formally requests the
Government of Ontario to initiate the transfer of responsibilities in the interest of creating a
more coherent and standardized regulatory framework for ride -sharing services across the
province;
Be It Further Resolved that copies of this motion be distributed to the Honourable Doug
Ford, Premier of Ontario; the Honourable Prabmeet Sarkaria, Minister of Transportation;
the Honourable Paul Calandra, Minister of Municipal Affairs and Housing; the Honourable
Laurie Scott, Member of Provincial Parliament for Haliburton-Kawartha Lakes -Brock; the
Association of Municipalities of Ontario (AMO); the Region of Durham; all Durham Region
lower -tier municipalities, and all Ontario municipalities."
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l ps eas cou��I rtact hic�. �.Il.. uislhiJp atl 705 4 32 2355 _„
Should you have any questions or concerns please do not hesitate to contact Clerks@Brock. ca.
Yours truly,
THE TOWNSHIP OF BROCK
Maralee Drake
Deputy Clerk
cc. Hon. Prabmeet Sarkaria, Minister of Transportation — minister.mto@ontario.ca
Hon. Paul Calandra, Minister of Municipal Affairs & Housing — minister.mah@ontario.ca
Laurie Scott, MPP Haliburton-Kawartha Lakes -Brock - laurie.scott@pc.ola.org
Robin Jones, President, AMO - amopresident@amo.on.ca
Durham Region municipalities
All Ontario municipalities
Page 232 of 232
COUNTY OF ELGIN
By -Law No. 24-36
"A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF
THE CORPORATION OF THE COUNTY OF ELGIN AT THE
OCTOBER 8, 2024 MEETING"
WHEREAS, pursuant to Section 5.1 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of a municipality shall be exercised by its Council;
AND WHEREAS pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, the powers of every Council shall be exercised by by-law;
AND WHEREAS it is deemed expedient that the proceedings of the Municipal Council of
the Corporation of the County of Elgin at this meeting be confirmed and adopted by by-law
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
THAT the actions of the Municipal Council of the Corporation of the County of Elgin,
in respect of each recommendation contained in the reports and each motion and
resolution passed and other action taken by the Municipal Council of the Corporation
of the County of Elgin, at its meeting held on October 8, 2024 be hereby adopted and
confirmed as if all such proceedings were expressly embodied in this by-law.
2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin
are hereby authorized and directed to do all things necessary to give effect to the
actions of the Municipal Council of the Corporation of the County of Elgin referred to in
the preceding section hereof.
3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized
and directed to execute all documents necessary in that behalf and to affix thereto the
seal of the Corporation of the County of Elgin.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 8TH DAY OF
OCTOBER, 2024.
Blaine Parkin, Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.
Page 233 of 233