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March 24, 2009 Agendaa~~YOpF~ ORDERS OF THE DAY ~' x FOR TUESDAY MARCH 24, 2009 - 9:00. A.M H H ~A'TAAtO PAGE# ORDER 2-3 4-87 88 89-92 93-95 1st Meeting Called to Order 2nd Adoption of Minutes -March 10, 2009 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATION: 9:00 a.m. Sandra Datars-Bere, Director, Ontario Works and Social Housing, re: Social Assistance Service Provision (attachment) 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 2009 Capital Budget -report from Director, Financial Services and budget attached (see page 20) 7th Council Correspondence -see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items (see separate agenda) 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT LUNCH WILL NOT E PROVIDED NOTICE: April ~ , 2009 April 14, 2009 Elgin-St. Thomas Municipal Association 19'"Annual Meeting and Banquet Social Hour 6:00 - 7:00 p.m. Banquet 7:00 p.m. 9:00 A.M. -County Council Meeting - 2009 Composite Budget Discussion and By-Law at the April 14`", 2009 Council Meeting. April 28, 2009 9:00 A.M. -County Council Meeting TfIECOAPORAROAI OF TfIE CftYOF ST. THOMAS ST. THOMAS -ELGIN ONTARIO WORKS 4z3 Talbot Street St. Thomas, Ontario NSPiCi i, ~` ~~~111~ ~il~litl;~` flt2FUYfH 61=`~mie Re ort No. OWEC02-09 REPORT TO COUNTY COUNCIL FROM: Sandra Datars Bere, Director St. Thomas -Elgin Ontario Works and Social Housing MEETING DATE: March 24, 2009 SUBJECT: Social Assistance Service Provision Recommendation: THAT: Report OWEC 02-09 of the Director of St. Thomas-Elgin Ontario Works on Social Assistance Service Provision be received for information. Reuort: Social Assistance service provision continues to rise across the St. Thomas and Elgin County community. As of February 28, 2009, there were 1397 families/ individuals in receipt of assistance. There has been a sustained rise in rates over the last three years as outlined below: Annual Service Provisions/ Caseload Rates Year Annual Average Caseload % Increase over Previous Year 2006 819 N/A 2007 876 7% 2008 1123 28% 2009 (Jan and Feb onl 1380* 23%* *It is recognized that these numbers reflect only two months of service in 2009 and thus are somewhat misleading, but the trend is still towards increasing service provision. Page 1 of 1 OWEC02-09 March 24, 2009 Additional Facts and Projections: • Increase in caseload from January 2006 (885) to December 2008 (1228) represents 39% increase in service provision • Lowest rate (between Jan 2006 and Dec 2008): October 2006 (749) • Highest rate (same time frame): December 2008 (1228) • Sixty four (64%) increase from lowest to highest caseloads in 3 year period • Significant increases in first two months of 2009: January (1364), February (1397) -represents an 86% increase over October 2006 • Projecting the average caseload for 2009 will be approximately 1500 cases The increase in caseload levels is related, foremostly, to a continued weakening in the local economy. Continued job losses in the industrial sector and the resulting spin-off in many other sectors across the community has resulted in an increase in the number of individuals and families being supported by STEOW through the Ontario Works program. In addition to increased service levels, individuals/families being supported face numerous and more complex issues than in the past, requiring STEOW staff to provide enhanced supports. In terms of the financial impact of the increase in service provision, the 2009 operating budget is currently being reviewed and finalized for presentation and approval by City Council at the end of April 2009. At this point, projections in service increase will be reflected in the proposed budget and will be shared with County Council as soon as they are finalized. In an effort to more effectively support the increase in service provision as well as to focus it on employment, STEOW recently launched a service restructuring activity that will result in changes in the mechanism by which individuals and families are served. We will continue to deliver the Ontario Works program but will focus on provision of service across all program areas within the department in a manner that best supports options towards employment and prepares clients with the skills, assets and supports that are needed to obtain and retain employment in these challenging economic times. More information on changes will be provided over the next few months. The Director, STEOW would be pleased to respond to any questions that Council Members have. Respectfully submitted: Sandra Datars Bere Director, St. Thomas Elgin Ontario Works z REPORTS OF COUNCIL AND STAFF MARCH 24. 2009 Staff Reports - (ATTACHED) 5 Financial Analyst, Director of Finance -Capital Projects Budget of December 31, 2008 14 Director of Finance - 2008 Performance to Budget 20 Director of Finance - 2009 Reserves and Capital Budget 36 Court Services Supervisor -Municipal Court Managers Conference 2010 Director of Finance -Alternative Financing for Infrastructure Projects (to be included on the Friday Fax) 38 Chief Administrative Officer- 2009 Budget for Health Recruitment Partnership 40 Director of Engineering Services -Accident Review on County of Elgin Roads - 2007 48 Human Resources Coordinator -Health and Safety Standards 50 Payroll & Benefit Coordinator -Extended Health Benefits -Vision Coverage 52 Deputy Director of Community and Cultural Services - 2010 Elgin County Exhibit IPM: Next Steps Deputy Director of Community and Cultural Services - A-Channel: Status (to be included on Friday Fax) 85 Directors of Senior Services - E/L, BV, T/L, Director of Community and Cultural Services -County of Elgin Donations Policy 87 Director of Senor Services T/L -Terrace Lodge Social Committee Garage Sale 4 ~~t'ti~~"""t'~~f `~i REPORT TO COUNTY COUNCIL P~o~xsifie tr~Mrcnm FROM: Jennifer Ford, Financial Analyst Jim Bundschuh, Director of Finance DATE: February 27, 2009 SUBJECT: Capital Projects Budget as of December 31, 2008 INTRODUCTION: In September 2008, the capital projects budget stood at $29,446,182 with a remaining project budget balance of $7,715,822. This report serves to update Council on the status of capital projects to December 31, 2008. Appendices A, B, and C have been included for Council's information. DISCUSSION: Appendix A illustrates all projects and their progress as of December 31, 2008. Funding from government programs has been received and is outstanding at year end. Below is a synopsis of activity since September 2008: Remaining tsuaget tst Balance Forward -September 2008 $ 29,446,182 Council Approved: Parking Lot TL Millrate 12,128 Council Approved: Boilers Millrate 38,900 Council Approved: Vehicle from Surplus 5,200 Federal Gas Tax 784,986 Rural Connections 258,000 Investing in Ontario 1,604,467 White Station Rental 15,142 Sale of Ambulance 7,500 Outstanding Accounts Receivable: Sunset Road - COMRIF funding 466,224 New Sarum Bridge - COMRIF Funding 82,825 Total Projects $ 32,721,554 aaget tst 7, 715, 822 Comrif funding is still outstanding and final reports were due for these projects February 13, 2009. It should be noted that the amounts outlined above are accrued into the final surplus number and were the known holdback values owed to the County before the final report was completed. Additional expenses claimed on the final reports may result in approximately $1,900 in additional funding. If approved, this additional funding can be added to the proposed surplus number when received. Appendix B outlines the projects that are to be closed. The intent this year was to aggressively review all projects to determine if it was necessary to continue with any ongoing items. Most of these assets are now in service and the projects should be retired. Staff suggest that some of these projects would best be served as Reserve accounts as each year money is set aside for these specific items as part of the Capital budget. When funds are needed a transfer of the reserve to the Work In Progress file can be performed when approved by Council. The projects to be closed and moved to reserves are listed at the bottom of Appendix B. It is suggested that the overexpenditure on the Millcreek Culvert project be funded at this time from the Bridge Reserve as per prior Council approval with an additional $100,000 from the Bridge Reserve for the 2009 year in order to complete the project. At year end, the unfunded portion of the 2008 capital budget remains a nominal $442. After covering this shortfall, and setting up the necessary reserves, the final Capital Surplus number for 2008 is $97,262. As per Council prior approval on the use of surplus capital funds, this surplus shall be set aside in project 9000- 08 Capital Surplus - 2008 and a report on its use will be provided to Council when it is needed to fund one-time capital projects not accommodated within the yearly departmental allocation. Appendix C illustrates the projects that will continue as "Work in Progress" for the 2009 fiscal year. CONCLUSION: Staff reviewed the Capital projects this year with an eye to being more compliant with our new PSAB reporting methods. The goal was to remove items that are now complete and in service. Ongoing projects can be handled through a reserve account. Appendix B outlines the recommended changes. RECOMMENDATIONS: THAT projects in Appendix B be closed and the surplus of $97,262 be added to project 9000-08 Capital Surplus - 2008; and, THAT the reserve accounts listed in Appendix B be opened and funds transferred as outlined; and, THAT the Millcreek Culvert project overrun be covered from the Bridge Reserve at this time with an addition of $100,000 to be added to complete the project in 2009; and, THAT if any additional COMRIF funding is received on the closed COMRIF projects, it will be added to project 9000-08 Capital Surplus - 2008; and, THAT the report titled Capital Projects Budget as of December 31, 2008 and dated February 27, 2009 be received and filed. 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N N O O O M (n O V W O V W O) A N N ' W 1~ O) r 0 1 r -1 M N M (0 00 r r 0 d' [O N N 0 0 7 N W i~ r In 0 N d W W (O M N O M V V M M r r r 0 0 0 W M M V N O V AI MN V W (Oa)r ~ N Nr M 1n 00r (OMIT W ~ Q ~ M(Or r rr N r MMr (p r m M(0 ~ r N I~ (fl 7 Y ~ O a ~ O O O O O W O 0 0 0 0 0 0 0 0 0 0 0 d' O O O M O O O O O O M O 0 0 0 0 0 0 0 0 0 0 0 O O O CO W O . . . . . . . . . . . . ~ ~ 0 0 0 0 0 ~ 0 0 0 0 0 0 0 ~ 4 ~ ( O ( 0 0 0 0 0 0 0 0 m r 0 0 0 0 1~ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 d' r N MO ~000I~ OOt0O1000047OOrI~OOOr ~ V O N N 7~ n N M N d- r r N M M I a l O r M 0 ~~ r d j V d' r .O L N r r a V N Q ~ H ~ W _ ~ N ~ r N C N a + N LL C . O ~ W ~ ~ c c ~ m C C~ Q a O ' D C O V d E ¢a Q. >c a~ m ~> ~~ A W E m 0 ~ _~ N U ~ ,~ l ¢ Q~ - J N C ~ N Z O l ~ Z 1 L 1 ~ ~ m ~~ ~`~'' ~W ~ m~c~ p ~ ~ ~~ a `, a m t.am~ ~o ~ 'n V oo o a ~ m~ m mm °?~ m`~(n NNE ? ~ ~ c fn V ~ J O( j ~ . ~ n y rn~ Q ,- f/1 W N U m m "7 ~ rna U a ~'' ~ ~ o ~' ~ ~~ o N a ~ o c o m ~ U p ~ J ~ ~ ~ api m ~ lA v) a S v aZi 0! m ~ c :° = ~ O N C m ~ a i m as d ' yo y6 'a rn a > ~ rn ~¢ (n O~ c= c N, N N w N N o C7 - d N ` ° } , y a N N O j> N c '6 C F ~ c C N C~ ~ N Q W U U '- ~- '- °' E m m m = ~ = m m m '~ `m ~ ~' m m = ~ ~'m= ~ v c p~ , pQ a _ i a i m c _ dc9¢~>aw~U~oWU.a~c~o_=¢~Ym~c~c~U ~ L O Z Cp °' 1 a r W d" M O M (0 N M V ~O V N M M r M N ~ po ~ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 ~ ~ (fl M 00 (0 1~ W W W CO CO W (0 1~ W O1 OD (0 t~ t` 00 1~ W N y u ~ ~ o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 p O L n ~"' 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 11 ~ c~ O C~~~~~ 0Mp ONj pNj p(Vj pM pMj ~ pMj o o O o o N N N N o 0 V ~ ~ U O N N N N N N ~f1 ~O ~O ~O 10 10 ~O (O (O CO CO (0 (0 (O (O (O O d) U x v C 0) Q L2 Elgmt zi~,tp F,e;,~,,,,:,,,,.~.,~ REPORT TO COUNCIL FROM: Jim Bundschuh -Director of Financial Services DATE: March 11, 2009 SUBJECT: 2008 Performance to Budget INTRODUCTION: Attached is the preliminary unaudited 2008 Performance to Budget showing favourable performance of $905,830. DISCUSSION: The performance is predominately explained by favourable performance in Homes of $574,135, Ambulance of $119,547, Taxes of $118,308, Engineering of $69,154 and Admen Building of $53,427, partially offset by estimated negative performance of $140,950 in Social Services. Performance for Homes, Engineering and Admin Building were driven by tight Cost Management. Taxes were driven by write-offs net of capping being below budgeted levels. The estimate for Social Services is an unaudited estimate from St. Thomas. St. Thomas' auditors are currently determining the full year actual. CONCLUSION/RECOMMENDATION: THAT the report titled 2008 Performance to Budget be received and filed pending the final audited 2008 results. All of which is Res~p~ectf~u~l~ly~Submitted 'Ji Bundschuh erector of Financial Services v U ~ G m ~ 16 • D U ro ~ m U Q O ~ W O U Z 0 O ~ O N d ~ p W U ~ U ~_ E . ~ ~ a m W 7 F- O O U Z W 0. X W W D m 0 H W U Z Q Q W a Z ~ Wz W ~ OJ W za U N o~oood.moo M M m ~ ~ W N 7 M M NyNy~~ W NOO~Or t00 (O '~- (O M M CO ~ O MN7 M ^(O ~r.M-~O~~~CO `-' a ~ r N ~"' ~~ooo~ooooo N CO M O O N~ C70 W M N ~ M OrM0 0 (AO W 7 N ° ~ ~ ~ ~ v c O M M 0 r O M m O ( O 0 ( M r ~ r (O ~ O 7 f~ M r r00(ON ~O)~O M mornrno ~° ~m ~ W ~~rnnr ~c o ~to o U Z '_' ~`'~ ui ~ N `-' ~ 0 0 0 0 ~ 0 0 0 F ~ W N U' d r 0 ~ O M 0 0 CO ~ O ON y ~ O = W O CO C U m O N O W ~ ~ O N ~ O O M N O O M O~ o O o w rn W ~ CO N N 1~ M O m ~ 0 ~ N r 0 7 ( O _ O M ~ U Z W 0. X W d J ~ M ¢_ ~ ~ W d O O F U U 2 ~ ?~ zaW i=- ~~ gam F O~ ~n-W U ~W WWU~ h U ~ Z U } ~ ~ (nm=(n Jfa'OlL n~.xW~¢~zFaW.az OX~Ot~i~w~z~ U F-Z(n2 U` ~aOH r NM70C0 f~ W O ~o cfln M I~OOJN rn7~nNm NTcro ~nM rnmr~ ~rn~7~ O O r o O 7 W ~(O 7 c0 NO ~ M 77 OM MNvNO OJ rn 77 N M (O (~ N ^OJr ~ .r,..r rrr ~ N O ,., m M ONO (O N 7 M I~ M 7 0 M (OOrM 0 00 ~ N I~ 7 V~ (O N 0 M O 0 0 '`r N CO O O N M D7 1~ 0O(OM O(O 1~ n ~~ M OO O O) M h Cn 0 N NM77 M M N O N O) 00)N M~ r C O N OWN. O)M 1 I~ N 7 r 7 r ornoo7 W (0 M~nMrnrn 0 f~0(O CA co mom S N NN w O N rn orn77M 7NN0 ~O N M r N r O W O r 0 N 7 0 0 r ~ N Mc} 007 O N 7 O) 0)r O t~7 O J M 7 O) t~ oo o7Mr M N O M O 1~ o O 1070 N 77O_Or r7MNOJ 7 CO(~ (O M O7 t~NO N (A W I~ MO u7 W MN~-MN oJ0 O r N n N777 (O O N ~M N ~I~7 rn7 lD M t~ N r (O O M O O OJ O 7 M O W OON OM T W W M OM O r M l~ 0 o O rN fin (O I~[OM ONQOO) O ~= o ri ~ ~f NMM I~ m ui vi of COO M N O v r OJNMO)(O ri M M777 M t00 f~M O~~OM I~ M V N N N r OOOOO ~ V OOCD O O) O~Nr 0007r N r W r Op . - W M O t~ O 00 M 00 ^ d~ N h M M ~ N r 0 W V m° M 00 r ~{ O N O W OO 0 7 M I~ OOrON n r r o J O MMn7rn o O{ 1~ Q) r 0 W l~ r r (O M O O O N M C O ~MM 000 OM M W 0)N f~ 707 O MCr 71~ (4 MCAO 0~07I~ ~ ~ N M 7 7 7 O O N O M r 0 W '7 O 7 r M ` N I~ M mg w U ~ ~ p U7 O ~ ~ W m Uf U W W Z ~ Z j J j ~ ~ H W U - O U W W W U~ ~ W U W m ~ (n O Z W O U ~ j O ~~ Z > V d W LL d W W Y Q U>~ U O m w=- F w > d z pF ZF-~ ~z~~w ~~ZWm r W m Q~~wK ~ O¢ F-0000 ~ ZF-¢~f- v~ ~ ~ww~ ¢U~--Zg ,~ a '' w~UZ~ oWCn~~ ~zUgo ~d °zZ¢z ~ o-zWwaa U ~>w~Z O o ro a w ~0~~ 0o?00 ~~9~ K 0ZOUm U~mp w~O~U o ~ ~QW2Q UW2~J Z0,.UQ W F- rwcv~ww~~wwv wwv r r r r r r r r N N N N N N N 0 M 00 h 0 m O M W N O O O) O h ~!i O N 00 r 7 O O O N 7 7 m 0 N 7 '~7 Y F- COUNTY OF ELGIN Corporate Budget Comparisons For The Year Ending December 31, 2008 Total YTD YTD Variance %OF Budget Budget Actual () Budget Taxes Levy (21,395,194) (21,395,194) (21,395,177) (17) Supplemental Taxes (390,000) (390,000) (253,274) (136,726) PIL (250,000) (250,000) (379,399) 129,399 Tax Write-Offs 225,000 225,000 350,080 (125,080) Capping 50,000 50,000 (201,405) 251,405 Tax Relief 1,000 1,000 1,673 (673) Total (21,759,194) (21,759,194) (21,877,502) 118,308 100.54% Interest & Other Income Interest (200,000) (200,000) (171,764) (28,236) Other Income 0 0 (1,878) 1,878 Total (200,000) (200,000) (173,642) (26,358) 86.82% Social Services - St. Thomas Employment 2,140,345 2,140,345 28,726 2,111,619 Income Maintenance 0 0 2,200,860 (2,200,860) Child Care 211,769 211,769 145,569 66,200 Social Housing 1,277,652 1,277,652 1,382,555 (104,903) Administrative Fee 362,765 362,765 375,771 (13,006) Total 3,992,531 3,992,531 4,133,481 (140,950) 103.53% Health Unit 792,623 792,623 792,623 0 Grants 107,800 107,800 104,300 3,500 Rentallncome (656,874) (656,874) (648,360) (8,514) Property Assessment 663,936 663,936 663,899 37 OMPF (5,841,000) (5,841,000) (5,841,000) 0 Transfer to Reserves/Capital Provision for Reserves 7,466,578 7,466,578 7,466,578 0 Accumulated Revenue/(Deficit) (300,000) (300,000) (300,000) 0 Total 7,166,578 7,166,578 7,166,578 0 100.00% Total Corporate Activities (15,733,600) (15,732,600) (15,501,600) (53,977) 98.53% COUNTY OF ELGIN Departmental Budget Comparisons For The Year Ending December 31, 2008 Total YTD YTD Variance %OP Budget Budget Actual () Budget Warden & Council Wages 197,980 197,980 194,041 3,939 Benefits 38,900 38,900 8,111 30,789 Operations 74,275 74,275 74,566 (291) Total 311,155 311,155 276,718 34,437 Administrative Services Administrative Services Wages 286,923 286,923 284,715 2,208 Benefits 70,519 70,519 63,704 6,815 Operations 16,300 16,300 13,451 2,849 Total 7 37 ,7 ,87 0 Agriculture Fees Revenue 0 0 (624) 624 Operations 34,500 34,500 34,119 381 Total ,5 95 7. 9 0 Police Services Board Recoveries (33,700) (33,700) (26,665) (7,035) Wages 9,200 9,200 9,200 0 Operations 24,500 24,500 17,465 7,035 Total ° Joint Assessability Committee 2,000 2,000 0 2,000 Rural Initiatives Committee 10,000 10,000 0 10,000 Total Administrative Services 420,242 420,242 395,365 24,877 94.08% Financial Services Wages 336,733 336,733 349,048 (12,315) Benefits 79,754 79,754 78,623 1,131 Operations 17 332 17 332 28,754 (11,422) Total 433,819 433,819 456,425 (22,606) 105.21% Human Resources Wages 338,486 338,486 327,770 10,716 Benefits 82,445 82,445 72,157 10,288 Operations 17,800 17,800 13,118 4,682 Total 438,731 438,731 413,045 25,686 94.15% Administration Building Wages 202,630 202,630 191,676 10,954 Benefits 48,848 48,848 43,468 5,380 Operations 123,280 123,280 86,187 37,093 Total 374,758 374,758 321,331 53,427 85.74% Corporate Expenditures Insurance 259,000 259,000 254,016 4,984 Telephone 35,000 35,000 36,434 (1,434) Legal& Professional 166,500 166,500 142,519 23,981 Retiree Benefits 18,000 18,000 16,763 1,237 Other Expenditures 90,675 90,675 80,753 9,922 Total 569,175 569,175 530,486 38,689 Total YTD YTD Variance %OP Budget Budget Actual () Budget Enpineerinp & Land Division Engineering Wages 274,910 274,910 288,728 (13,818) Benefits 62,633 62,633 63,481 (848) Operations 68,800 68,800 24,868 43,932 Maintenance 2,645,542 2,645,542 2,620,393 25,149 Total ,05 ,885 5 85 7, o Land Division Wages 56,464 56,464 53,876 2,588 Benefits 10,260 10,260 10,182 78 Operations (63,000) (63,000) (75,072) 12,072 Total ~L ~~2~ ~1-~1-4 ~1~3 2 5.7 /o'~ Total Eng'r & Land Div. 3,055,609 3,055,609 2,986,456 69,153 97.74% Homes Elgin Manor Revenues (4,793,451) (4,793,451) (4,865,576) 72,125 Wages 4,385,801 4,385,801 4,312,541 73,260 Benefits 1,185,466 1,185,466 1,048,015 137,451 Operations 1,009,930 1,009,930 976,432 33,498 Total 1,787,746 1,787,746 1,471,412 316,334 82.31% Terrace Lodge Revenues (5,396,941) (5,396,941) (5,488,887) 91,946 Wages 4,582,460 4,582,460 4,670,234 (87,774) Benefits 1,121,433 1,121,433 1,142,841 (21,408) Operations 1,136,675 1,136,675 1,004,361 132,314 Total 1,443,627 1,443,627 1,328,549 115,078 92.03% Bobier Villa Revenues (3,025,137) (3,025,137) (3,002,292) (22,845) Wages 3,103,499 3,103,499 3,102,414 1,085 Benefits 722,396 722,396 716,857 5,539 Operations 749,653 749,653 590,707 158,947 Total 1,550,411 1,550,411 1,407,686 142,725 90.79% Total Homes 4,781,784 4,781,784 4,207,647 574,137 87.99% Museums & Archives Museum Wages 102,025 102,025 112,780 (10,755) Benefits 24,836 24,836 24,831 5 Operations 25,300 25,300 7,367 17,933 Total 5 77 7, 5. ° Archives Wages 97,316 97,316 125,829 (28,513) Benefits 24,602 24,602 25,387 (785) Operations 51,800 51,800 25,435 26,365 Total 7 ,7 8 7 ,7 7 5 0 Total Museum & Archives 325,879 325,879 321,628 4,251 98.70% Library Wages 1,209,766 1,209,766 1,211,946 (2,180) Benefits 318,300 318,300 286,171 32,129 Collections 245,000 245,000 254,005 (9,005) Operations 246,247 246,247 245,154 1,093 Total 2,019,313 2,019,313 1,997,275 22,038 98.91% Total YTD YTD Variance %OF Budget Budget Actual Q Budget Information Technologies Wages 209,365 209,365 211,094 (1,729) Benefits 53,938 53,938 48,644 5,294 Operations 317,700 317,700 323,261 (5,561) Total 581,003 581,003 583,000 (1,997) 100.34% Provincial Offences Grant (78,590) (78,590) (51,078) (27,512) Fines Revenues (850,000) (850,000) (741,838) (108,162) Shared Revenues- Municipal 494,799 494,799 347,877 146,922 Wages 159,687 159,687 165,578 (5,891) Benefits 38,632 38,632 39,250 (618) Operations 213,175 213,175 199,753 13,422 Parking Tickets 0 0 (538) 538 Total (22,297) (22,297) (40,996) 18,699 183.86% Collections Revenue (461,175) (461,175) (350,145) (111,030) Shared Revenues -Municipal 262,652 262,652 238,922 23,730 Operations 180,475 180,475 81,329 99,146 Total (18,048) (18,048) (29,894) 11,846 165.64% Ambulance & Emergency Measures Ambulance Services Province of Ontario City of St. Thomas Contractor Payments Wages Benefts Operations Total Emergency Measures Wages Benefits Operations Total Total Ambul. & Emerg. Meas. (3,551,002) (3,551,002) (3,607,902) 56,900 (1,433,802) (1,433,802) (1,376,726) (57,076) 6,940,053 6,940,053 6,832,513 107,540 70,592 70,592 70,922 (330) 17,549 17, 549 15,811 1,738 35,300 35,300 28,625 6,675 7 7 3, 5, 7 0 5,460 5,460 5,460 0 1,420 1,420 1,420 0 9,000 9,000 4,900 4,100 5, ,78 0 2,094,570 2,094,570 1,975,023 119,547 94.29% Economic Development & Tourism Economic Development Grants (20,000) (20,000) (32,150) 12,150 Wages 82,519 82,519 81,772 747 Benefits 20,524 20,524 17,730 2,794 Operations 174,300 174,300 197,600 (23,300) Total L3Y,3'~3 L57, , 3 7,6 9 Tourism St. Thomas Contribution, Memberships & C (82,791) (82,791) (59,931) (22,860) Wages 60,281 60,281 78,794 (18,513) Benefts 13,680 13,680 13,949 (269) Operations 119,395 119,395 82,521 36,874 Total 5 5 5, ,7 ° Total Econ. Devl't & Tourism 367,908 367,908 380,285 (12,377) 103.36% Total Department Activities 15,733,601 15,733,601 14,773,793 959,808 93.90% ,~~-~ 4 /);1~i11'~c"_2'afp REPORT TO COUNCIL £: a„ reszir:~ b~fl:mm FROM: Jim Bundschuh -Director of Financial Services DATE: March 11, 2009 SUBJECT: 2009 Reserves and Capital Budget INTRODUCTION: Attached is the 2009 Budget for Reserves and Capital totalling $8,168,934, made up of $1,001,667 in additions to the Operating Reserves and $7,167,267 in Capital Budget. After using the estimated 2008 Operating Surplus as a source of funding, the remaining $7,263,104 will be funded by a transfer from the 2009 Operating Budget. This transfer from the Operating Budget is in line with in the preliminary 2009 Operating Budget presented to Council on January 13th, 2009. An improvement in the estimated costs for Social Services improved the funding from the prior year surplus to offset the added Reserve for the St. Thomas-Elgin Hospital Foundation. DISCUSSION: The $8,168,934 budget for Reserves and Capital represents an increase of $448,202 over 2008. The increase is predominately driven by two factors. The annual allocation to the St. Thomas-Elgin General Hospital Foundation of $167,667 over six years is new for 2009. Secondly, the amount budgeted to be added to the Mill Rate Stabilization reserve has been increased by $300,000 in line with the October 28~h, 2008 approved Reserve Policy. Operating Reserves at the end of 2008 were $5,667,906 and with the proposed additions to Reserves the total would become $6,669,573 to start the year. In comparison, the Operating Reserves were $6,128,798 at the beginning of 2008. The Capital Budget is based on Capital Spending of $12,458,991and transfers into Capital ReserveslFunds of $853,139. Revenue of $6,144,862 from predominately Federal Gas Tax and Build Canada funding will be used to reduce the total Capital Budget to $7,167,267. In addition to the proposed 2009 Capital Spending Projects, $7,642,466 million of 2008 Work-In-Process (WIP) projects brings the total potential 2009 Capital Spending to $20,101,457. Total Capital Funds (loans from the County to itself for Elgin Manor, the Ambulance Bases, the Sewage Treatment Plant, and the Health Unit Building), net of all Capital Reserves, was valued at $6,137,676 at the end of 2008. The $853,139 payment into Capital Reserves/Funds is made up of $539,215 to be paid into Capital Reserves bringing the value of the Capital Reserves to $1,760,713, as well as $313,923 to be repaid to the Capital Funds bringing the amount remaining to be repaid to the Capital Funds at $7,045,251. CONCLUSION: That the individual line items be considered for approval to be included in the 2009 Operating Budget. THAT the report titled 2009 Reserves and Capital Budget be received and filed, and that transfers to Reserves and Capital, along with the Capital Spending proceed as approved by Council; and THAT any change from the estimate to the actual 2008 Budget Performance be booked to the Mill Rate Stabilization Reserve. All of which is Respectfully Submitted w ~~ ~ Jim Bun Schuh ~Ic~ McDou Director of Financial Services Chief Administrative Officer m p~ C O N N d ~ d N d ~ d 00 V O C N A r A ~ m M O 0 N a O Q O a m 0 0 N O O N d rn 'O 7 m c m N W p ~ N Q O ~Za` d O N O C.>d'N M I~ O ! ~ O ~ E ~ W C O CO N M ~ N M (O O m r O r r ~ m M m c0 ~ V . ~ ~ . 1~ N N (O (O r W O r N V' r N CO ~ to N CO r CO V ~ ~ M ~ rr vo vao v o M ~ W N ~ r O ( O N a 0 0 ~ r W~ M N 6i O ~ ~ ~ N N ~~ ~ ~~ O N N V CO r~ ( N V ~ (O d' O V f0 O ~ N ~ M N ~ r u7 r r r r N rn ~ ~ °- 0] ~ Y ~ ~ ~ a p C ._ m ~ ~ O U ~~ a ~ C n . .. O ~ ~ ~ a O J v, ` N E ~ ` d ~ p } Q > o Z ~ ~ a p c N } ~ ~ q U ~ O LP O N N ` a U? 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NF- IL WfL a1K~-'iLLKU-N W~~S ,c ILUFO.== O r MM h ~ ~0 0 ~ ~~~ 1 VN tO 1` M 01 ~N - . a ~ 2009 Capital Projects Plan Library, Archive & Museum Description of Project 2009 2010 2011 2012 2013 Springfield Library Development Branch Accessibility Upgrades Musuem/Archive Storage 35 25 150 25 150 25 Total 0 35 175 175 25 Funded from (Revenue) (100) (100) Transfer from Archive Operating Reserve (50) (47) Funded Intol(Out of) Reserve 0 (10) (150) (50} 0 Funded out of Capital 0 25 -125 -21.785 25 Memo: Beginning Year (Capital Fund) 44 44 34 (216) (366) Ending 44 34 (216) (366) (366) 2009 Engineering Services Capital Budget Summary CAPITAL PROJECTS Length (km) 6200.06.03 Road 3 Drainage Rehabilation (Soulhwoid) 17 6200-OG03 Road 3 Surface Rehabilitation (WE) CIREAM+Ri 17 6200-06-03 Road 3 Federal Gas Tax Work 6200-08-01 BFC-CC Calton Line (See Note Below) 7 6290.07-03 Black Bridge Replacement (Rural Invesbnent Initiative) 6090.08-01 Dexter Line EA 6090.09-04 Jamesto~m Bntlge EA 6290.09-Ot Sparta Line Culvert Lining 6090-09.07 Road Crack Sealing 8280.09.01 Road Sign Replacements 6090.09.02 Miscellaneous Consulting (Vaflic studies, sWCiural inspeIXions, bores) 6270.08.01 Land Purchase 8300.09.01 MuniGpal Drains 6090.09.03 Cooperagve Capital ProjeIXs New Capital Projects 8200-06-03 Road 3 Federal Gas Tax Revenue 6200.09.01 Build Canada Fund Revenue 6000.01 Bntlge Replacement Reserve Allocaton Funding (OUl op Reserves TOTAL PROPOSED CAPITAL BUDGET Capital Budget Allocation (assuming 0% Capital Budget Inuease from 2008) Difference New Bntlge Reserve 2008 Ending Balance Transfer from 2008 Closed ProJeUs 2009 Stanin9 Balance Net Transfers Into/(Out op Reserve 2009 Entling Balance New Land Reserve 2008 Ending Balance Transfer from 2008 Closed Projects 2009 Stanin9 Balance Net Transfers Into/(OUl of) Reserve 2008 Ending Balance New Capital Memo: From WIP Municipality Spentling Balance Outstandlnn Southwoid S 1,500,000 $ 1,000,000 Wesl Elgin S - S 3,298,018 S 1,749,971 Bayham $ 5,700,000 Bayham S 400,000 S 1,402,820 CE ! Malahide Cent21 Elgin CenVal Elgin Various Various Venous Various Various Vanous WA $ 50,000 S 25,000 $ 30,000 S 204,000 S 25,000 S 50,000 $ 50,000 $ 250,000 S 100,000 $ 10,133,971 $ (1,749,971) $ (3,600,000) $ 300,000 S - $ 4,864,000 $ 5,088,150 $ 204,160 S - $ 44,847 S 44,847 S 300,000 $ 344,847 S - $ 83,329 S 83,329 $ 83,328 2009 - 2013 Capital Projects Plan BOBIER VILLA DESCRIPTION OF PROJECT 2009 2010 2011 2012 2013 (A) Building Assets Roof Re lacement 160 Flooring Re lacement Iiallwa) 150 Floorin Re lacement Resident Rooms) 100 Building Automation S stem Generator Exterior Parking Lot Lighting (B) Equipment Assets Kitchen E ui ment 100 Nurse Call U grade Bathtubs C Improvements For Residents Wellbeing Resident Exterior Walkways 60 Landsca e/ S rinkler S stem 20 Four Seasons Room Furniture Re lacement (D Accessibility Updates Elevator U rades Total 160 150 100 80 100 2009 - 2013 Capital Projects Plan ELGIN MANOR DESCRIPTION OF PROJECT 2009 2010 2011 2012 2013 A Building Assets Fence Re lacement 70 Parking Lot 10 B)Equi mentAssets Kitchen E ui ment Bathtub Re lacement Nurse Call U grade 90 C Improvements For Residents Wellbein Interlock Brick Removal 80 Safety Posts (Front Entrance 20 Loun a Reno Front) 50 Lounge Reno Rear 50 Laund Room Ex ansion 80 (D) Accessibilit Updates Elevator U grades Total 110 80 50 140 70 Greenlane Donations (Revenue) Compliance Premium (Revenue) Funded Into/(Out of) Building Reserve Funded out of Capital Memo: Beginning Year (Capital Fund) Ending Balance (25) (25) (25) (25) (341) (341) (341) (341) (341) 1,027 1,027 607 366 341 771 741 291 140 70 (3,367) (2,340) (1,314) (707) (341) (2,340) (1,314) (707) (341) 0 2009 - 2013 Capital Projects Plan TERRACE LODGE DESCRIPTION OF PROJECT 2009 2010 2011 2012 2013 A Buildin Assets Air Handling Unit for Pool Area 15 Card Access S stem (security audit 10 Exterior Caulking Repairs 20 Parking Lot Re airs 15 Pool Change Room Reno 85 45 Roof Replacement sloped roof) 90 Siding/ Balcon Re airs 50 50 (B) Equipment Assets Kitchen E ui ment and Installation 40 Mechanical Lift Re lacement Bathtub Re lacement (C) Miscellaneous Misc. Professional Services 15 15 15 15 15 (D) Improvements For Residents Wellbein Furniture Re lacement 10 10 10 10 10 Landsca e/ S rinkler S stem 10 Concrete Sidewalk/ Interlock Repairs 40 E Accessibilit Updates Elevator U grades Total 255 125 75 115 25 Funded from (Revenue) (50) Funded Into/(Out of) Building Reserve 200 320 870 1001 1141 Funded out of Capital 405 445 945 1116 1166 Memo: Beginning Year Reserve 764 964 1,284 2,154 3,155 Ending Balance 964 1,284 2,154 3,155 4,295 Memo: Capital Budget for all 3 Homes 1336 1336 1336 1336 1336 2009 - 2013 Capital Projects Plan ADMINISTRATION BUILDING DESCRIPTION OF PROJECT 2009 2010 2011 2012 2013 A) Building Assets Basement Washroom Renovations men's/ women's 80 Buildin Automation System U grades 10 10 Building Envelo a Re airs 15 Building Im rovements 100 100 100 100 100 Exterior Lighting 50 Fire Alarm U rades 80 Heat Pump Re lacement 30 Landscaping 20 Lawn S rinkler S stem 20 Parking Lot rear 250 Roof Re airs 40 Sanita Sewer Service 20 20 200 Stairwell Li htin Re lacement 10 Valve & Pi a Re lacement 15 15 B) Equipment Assets Office E uipment 10 10 C) Miscellaneous Misc. Professional Services 15 15 15 15 15 D Accessibility Updates Accessibili Ram s front and rear) (see Note 1 160 Door Re lacement min. 3'-0" wide Elevator U grade south 150 Elevator Upgrade north) 150 Fire Pull Stations and Extinguishers Lowered Lift for 1st floor Power Door O erators Signage Total 230 305 325 340 740 2009 Capital Projects Plan GARAGE BUILDINGS Description of Project 2009 2010 2011 2012 2013 Main Building Boiler Replacement Roof Re Iacement -Main Area 100 Salt Storage Building (Original) Demolition 15 Miscellaneous 10 10 10 10 10 Project Carry-Forward -29 Total 96 10 1D 10 10 (Contribution) from Revenue (35) (35) (35) (35) (35) Funded (Out Of) White Station Reserve (61) 25 25 25 25 Funded out of Capital 0 0 0 0 0 Memo: Beginning Year Reserve 0 (61) (35) (11) 14 Ending Balance (61) (35) (11) 14 39 2009 - 2013 AMBULANCE BUILDINGS DESCRIPTION OF PROJECT 2009 2010 2011 2012 2013 Dutton Base 750 Totals 750 Funded Into Ambulance Capital Fund Funded Into Dutton Building Reserve Funded (Out O17 Building Reserve Funded out of Capital Memo: Beginning Year (Capital Fund) Ending Balance 135 135 135 135 30 30 30 30 0 0 0 (750) 155 165 155 185 (1,923) (1,758) (1,623) (1,488) (1,758) (1,623) (1,488) (2,103) 135 0 135 (2,103) (1,968) 2009 - 2013 CAPITAL PROJECTS BUDGET AMBULANCE FACILITIES DESCRIPTION OF PROJECT 2009 2010 2011 2012 2013 Defibulaters 270 Com uters -Mobile 45 Stretchers 45 Totals 45 270 45 St. Thomas Contribution 0 (18) 0 (108) (18) Funded Into/(Out of) Equipment Reserve 35 8 35 (127) 8 Funded out of Capital 35 35 35 35 35 Memo: Beginning Year Reserve 0 35 44 79 (48) Ending Balance 35 44 79 (48) (40) 2009 - 2013 CAPITAL PROJECTS BUDGET AMBULANCE REPLACEMENT DESCRIPTION OF PROJECT 2009 2010 2011 2012 2013 First Response Vehice 55 Acessories/ Conversion 45 Ambulances 120 240 240 240 120 Totals 220 240 240 240 120 Transfer of Provincial Revenue from Operating Budget (100) (100) (100) (100) (100) St. Thomas Contribution (91) (99) (99) (99) (49) Revenue from Sale of Surplus Vehicles (3) (4) (4) (4) (2) Funded into/(Out of) Ambulance Reserve (26) (37) (37) (37) 31 Funded out of Capital 0 0 0 0 0 Memo: Beginning Year Reserve 285 259 222 184 147 Ending Baiance 259 222 184 147 178 Memo: Total Equip. & Vehicle Beginning Year Reserve 285 294 265 263 99 Ending Reserve 294 265 263 99 138 New Equipment Server Replacement 6 - HP DL380 G5 3.16 GHz $ 48,644.44 $ 3,891.56 S 52,536.00 $ 52,536.00 $ 52,536.00 MDS Hardware Req. tablet PC, mount, keyboard $ 31,500.00 $ 2,520.00 $ 34,020.00 $ 34,020.00 $ 34,020.00 Hardware Replacement $ 5,000.00 $ Hardware Replacement New/Replacement switches (1) $ 2,500.00 $ Hardware Replacement New/Replacement laptop (1) S 2,000.00 $ Hardware Replacement New/Replacement punters (z) -1 ordered $ 4,000.00 $ Hardware Replacement Library barcode scanners (5) $ 2,250.00 $ Hardware Replacement APC UPS replacements $ 3,550.00 $ Hardware Replacement Monitor replacements (5) - 1 ordered S 1,500.00 $ 400.00 $ 5,400.00 200.00 $ 2,700.00 160.00 $ 2,160.00 320.00 $ 4,320.00 180.00 $ 2,430.00 284.00 $ 3,834.00 120.00 $ 1,620.00 $ 22,464.00 $ 22,464.00 $109,020.00 Annual Ca Ital Bud et Allocat 2009 2010 2011 2012 2013 Server re lacement 52,536 52,536 52,536 52,536 52,536 New/Re lacement workstations 5,400 5,400 5,400 5,400 5,400 New/Replacement switches 2,700 New/Re lacement la l0 2,160 7,160 7,160 7,160 2,160 New/Re lacement dnters 4,320 4,320 4,320 4,320 4,320 Libra barcode scanners 2,430 2,430 2,430 2,430 2,430 APC UPS re lacements 3,834 3,834 3,834 3,834 3,834 Monitor re lacements 1,620 1,620 1,620 1,620 1,620 To server re lacement reserve 25000 25000 25000 To switch re lacement reserve 3,000 3,000 3,000 3,000 To router re lacement reserve 5,000 5,000 5,000 5,000 To UPS re lacement reserve 2,000 2,000 2,000 2,000 MDS Hardware 34,020 total annual ca ital 109,020 87,300 112,300 112,300 107,300 Reserves server re lacement reserve 25,000 50,000 75,000 switch re lacement reserve 3,000 6,000 9,000 12,000 router re lacement reserve 5,000 10,000 15,000 20,000 UPS re lacement reserve 2,000 4,000 6,000 8,000 Total Reserve 10,000 45,000 80,000 115,000 2009 Capital Projects Plan HEALTH UNIT Description of Project 2009 2010 2011 2012 2013 Total 0 0 0 0 0 Funded from (Revenue) Funded Into/(Out of) Capital Fund 216 216 216 16 Funded out of Capital 216.3 216.3 216.3 15.5 0 Memo: Beginning Year (Capital Fund) (665) (448) (232) (16) (0) Ending (448) (232) (16) (0) (0) 2009 Capital Projects Plan SEWAGE TREATMENT PLANT Description of Project 2009 2010 2011 2012 2013 Total 0 0 0 0 0 Funded from (Revenue) Funded Intof(Out of) Capital Fund 61 61 61 61 61 Funded out of Capital 61 61 61 61 61 Memo: Beginning Year (Capital Fund) (1,404) (1,343) (1,282) (1,221) (1,160) Ending (1,343) (1,282) (1,221} (1,160) (1,099) 2009 Capital Projects Plan PUMPING STATION Description of Project 2009 2010 2011 2012 2013 1,100 Total 1,100 0 0 0 0 Funded from Development Charges (Revenue) (50) (50) (50) (50) Funded Into/(Out of) Capital Fund (1,064) 86 86 86 86 Funded out of Capital 36 36 36 36 36 Memo: Beginning Year (Capital Fund) (1,064) (978) (892) (806) Ending (1,064) (978) (892) (806) (720) 1 E(~mb'r~tuify REPORT TO COUNCIL F/Dercz5L~4/fN<un FROM: Leesa Shanley Court Services Supervisor DATE: March 10, 2009 SUBJECT: Municipal Court Managers Conference 2010 INTRODUCTION: The Municipal Court Managers Association (MCMA) meets annually at a 3 day conference and is comprised of representatives of some 59 Municipalities. The 2009 conference is being held by the Regional Municipality of Durham. The purpose of the MCMA is to provide excellence in the delivery of court administration services within the Administration of the Provincial Offences Courts (POA) by serving the membership by offering Advice, training and suggestions on various court practices. DISCUSSION: The County of Elgin as been asked to co-host the 2010 MCMA Conference which is being held in London on May 16tH - 19tH 2010. The City of London is the primary host for this conference however they have invited several of the smaller surrounding Municipalities to co-host as they generally would not be able to facilitate hosting the conference on their own. The other Municipalities showing an interest in co-hosing are; The County of Oxford, The County of Perth, The Municipality of Chatham-Kent, The County of Lambton, The County of Grey- Bruce and The County of Huron. Each Municipality is encouraged to participate in whatever means they are capable of and some examples are -Gift bags with Municipal Logo items such as; key chains, bags, cups, hats or other items, or gifts for giveaways and draws, or sponsorship of the hospitality room on the Sunday evening. A time commitment will be necessary from staff as the conference date approaches, and the evening prior to the conference for set up. CONCLUSION: By co-hosting with London and the various other Municipalities joining in the 2010 conference it fosters ties and develops good working relationships with the other Municipalities. Being represented at the conference will have the County represented to all of Ontario. The cost to the County would be only that of the items that would be donated and would in effect promote the County. RECOMMENDATION: That the POA staff participate in presenting and preparing for the 2010 MCMA Conference; and That the County provide promotional items for gifts and or giveaways. All of which is Respectfully Submitted Appr~ or Submission e a Shanlev al Court Services Chief Administrative Officer w m Bundschuh Director of Financial Services ~- E18mCount}: Fiolrcss6ebi l4Nurc REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald Chief Administrative Officer DATE: March 5, 2009 SUBJECT: 2009 Budget for Health Recruitment Partnership INTRODUCTION: As Council is aware, the "Partnership" with the City of St. Thomas, the St. Thomas-Elgin Home Builders' Association and the St. Thomas-Elgin General Hospital has proven to be very successful in a very short time span. The purpose of this report is to seek approval to allocate funds for 2009, to continue to attract physicians to the St. Thomas/Elgin catchment area. DISCUSSION: For 2009 the Partnership is recommending the attached budget proposal. Council will note that funding for the obstetrician, through a partnership with the local community hospital, was previously approved by Council in 2008. In anticipation of further interest in the funding program, the Partnership is recommending that funds be set aside in 2009, to enable the group to offer similar arrangements to prospective physicians. CONCLUSION: Building on the recent success of attracting several physicians to the area, The Health Recruitment Partnership Committee is recommending that a budget be established to continue offering and marketing the program, in an effort to attract more doctors. RECOMMENDATION: THAT the County's portion of the 2009 budget for the Health Recruitment Partnership be allocated to the County's 2009 composite budget. ALL of which is respectfully submitted, Mark G. McDonalT~ Chief Administrative Officer. ~~ March 3, 2009 I3EALTH RECRUITNJRNT PAT2TNERSHIY PROPOSED 2009 BUDGET City of St. Thomas $38,000 County of Elgin $57,000 Hoxnebuilders $10,000 Homebuildeis (Obsfetxician) 3 000 Total $108,000 Identified Projects St. Tflomas-Elgin General Hospital - Obstehieian $30,000 Rurm1 Medical Discovery Week 3,500 ~.v Elgin{'t>~.a~aty °"~"~'p'"""`"~ REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: January 9, 2009 SUBJECT: Accident Review on County of Elgin Roads - 2007 The County has been compiling accident statistics on County of Elgin roads for many years. A report was presented to County Council for the accidents in 2005 and 2006. Accident information is used for a variety of reasons: a request from Council to review a location, a staff review before a reconstruction is contemplated or addressing a ratepayer concern. In the Province of Ontario few counties proactively complete a thorough review of accidents on a yearly basis. The exception is the Region of Waterloo who has a full time technician that reviews their road system accidents and reports that information to their Council. The most recent complete year of data the County has is for 2007 and this is used to determine if any preventive measures are required on our road system to reduce the severity or number of accidents. DISCUSSION: The County has been keeping police collision reports that occur on County roads for more than 20 years. Staff, has used collision history information when completing capital project planning (i.e. traffic signal warrants, road reconstruction) but only at specific areas. Over the past few years staff has entered the collision report data into an electronic database. Now that the data can be analysed and sorted, staff is able to review trends and identify areas that may benefit from improvements. In an attempt to understand motorist behaviours and address potential areas of concern, staff will be disseminating accident statistics annually and making recommendations to Council (if any) periodically. The statistics of importance for 2007 are: • Total accidents on County roads: 456, • Accidents per million kilometres driven (County average) 0.94, (Ontario Municipal Roads -Bench marking Ontario's municipal road system 1.72 for Counties), • Day of the week with the most accidents: Thursday 92 (Monday 72, Tuesday 47, Wednesday 54, Friday 63, Saturday 64 and Sunday 65) • Time of day with most accidents: daylight 241, dark 216, • Accidents from November 15 to March 15 (winter control season): 199, • Accidents at intersections: 49, • Accidents at intersections where vehicle failed to stop 10 • Accidents involving deer 183; and, • Fatalities: 3. Appendix `A' lists the accidents in 2007 per road. Of importance to the County is the number of accidents per million kilometres driven, which is the last column in the appendix. The accident rate per million kilometre driven is simply the length of the road times the average annual daily traffic (AADT) of that road divided by one million. This number is the benchmark commonly used by the provinces to determine and compare accident rates. This number is important to use as a comparison, otherwise, lower volume roadways would always appear to be "safer" than higher volume roads which typically have more collisions. Staff is using the 2007 statistics as the Ministry of Transportation takes nearly 12 months after the year has ended to forward all the information to the County. That information, when received, is transferred to our database so that we can disseminate the information. Appendix `B' lists the accidents at all intersections on County roads and Appendix `C' lists all intersections with three or more accidents. Appendix `B' and `C' are important as this information is used when analysing multi-year accidents at intersections, which could determine required improvements such as signalized intersections, flashing beacons, etc. Appendix D lists the comparisons of important statistics. Staff has reviewed all County roads with accidents above the County average as report in the `Ontario Municipal Roads 2007 Benchmarking Ontario's municipal road system` average of 1.72 accidents per million kilometres driven, at intersections with 3 or more accidents and finally all the remaining accidents. Through that review no proactive action is required. As an example, Fulton Street (the highest collisions per one million) has two accidents: in one accident the vehicle failed to stop at a stop sign and the other was for an improper left hand turn. Both of these accidents are driver error and not related to engineering design. Additionally, staff has reviewed the accidents for 2007 with the St. Thomas detachment of the OPP. Staff from the OPP gave valuable insight from their perspective due to patrolling the roadways and observing the system during all environmental conditions and days/nights of the year. The meeting concluded that no roadway required additional attention. Fog Of significance to County staff is the occurrence of a fatality on a County road. Accidents where fatalities have occurred, are reviewed to determine is any engineering design or maintenance deficiencies of the roadway exist. To date as a result of these reviews from an engineering perspective no changes have been made. CONCLUSION: The County of Elgin accident rate for the year 2007 is 45% less than the County average as stated in the 'Ontario Municipal Roads 2007 Benchmarking Ontario's municipal road system'. Our rate is 0.94 accidents per one million kilometres driven verses the provincial average of 1.72. The collision rate using the provincial average would see 834 accidents but the County had only 456 accidents. Therefore, Elgin County roads are safer than the industry average. The County of Elgin has been accumulating accident statistics for more than 20 years. This information is now entered into a database for review, comparison and sorting. Staff will disseminate this data annually and report to County Council periodically regarding our findings and any recommended improvements to the road system in an attempt to reduce the severity or number of collisions that occur on County roads. RECOMMENDATION: That this report `Accident Review on County of Elgin Roads - 2007' be forwarded to the Police Services Board for their information. Respectfully Submitted _~ C ayton Wafters Director, Engineering Services Approv .far-Sab n Mar onald Chief Administrative Officer Appendix `A' 2007 Collisions Per Million Kliometers Driven 5-Feb-OS Ranking Road # Road Name Len th AADT Total Traffic Collisions Collisions Per Year Per One on Road Million 1 7 Clachan Road 4.74 850 1470 585 0 0.00 2 11 Clinton Line 2.00 500 365 000 0 0.00 3 17 Southdel Drive 1.37 750 375 038 0 0.00 4 39 Chatham Street 1.32 300 144 540 0 0.00 5 50 Victoria Street 0.56 850 173 740 0 0.00 6 31 Dalewood Road 1.54 2100 1 180 410 0 0.00 7 15 Miller Road 1.20 1200 525 600 0 0.00 8 49 Whittaker Road 2.76 500 503 700 0 0.00 9 6 Johnston Line 9.58 650 2 272 855 0 0.00 10 13 Shackleton Line 8.97 850 Z 782 943 0 0.00 11 26 St.Gear e Street 1.36 3050 1 514 020 0 0.00 12 21 Warren Street 0.40 2400 350 400 0 0.00 13 56 EIm Line 4.92 2100 3 771 180 1 0.27 14 SS EI inCoun Road 14.62 450 2401335 1 0.42 15 25 Wellin ton Road 5.86 10450 22 351 505 10 0.45 16 9 Stalker & Duff Line 27.79 200 2 028 670 1 0.49 17 30 Hi hbu Avenue 5.75 13300 27 913 375 14 0.50 18 103 Furnival Road 21.70 1700 13 464 850 7 0.52 19 47 Putnam Road 8.35 1700 5 181 175 3 0.58 20 52 Ron McNeil Line 29.18 2900 30 887 030 18 0.58 21 44 Eden Line 7.01 650 1 663 123 1 0.60 22 32 Glencolin Line/ Hacienda Road 5.80 1550 3 281350 2 0.61 23 18 Third Line/Southminister Bourne 18.52 700 4 731860 3 0.63 24 4 Sunset Drive 13.55 7750 38 329 563 25 0.65 25 34 Willsie Bourne 2.46 1700 1526430 1 0.66 26 74 Belmont Road 14.09 4050 20 828 543 14 0.67 27 42 Nova Scotia & Lake Shore Line 22.97 1400 11 737 670 8 0.68 28 8 Currie Road 19.73 1500 10 802 175 8 0.74 29 22 Fairview Road 8.31 3000 9 099 450 7 0.77 30 28 Centennial Road 4.78 3650 6 368 155 5 0.79 31 36 uaker Road 12.41 1400 6 341 510 5 0.79 32 16 Fin al Line 28.01 1600 16 357 840 13 0.79 33 76 Graham Road 16.03 1900 11 116 805 9 0.81 34 20 Union Road 24.09 1500 13 189 275 11 0.83 35 57 Southdale Line 1.02 3200 1 191 360 1 0.84 36 37 Avon Drive 15.87 1200 6 951 060 6 0.86 37 45 John Wise & Calton Line 50.48 1800 33 165 360 29 0.87 38 46 L ons Line 29.59 1000 10 800 350 11 1.02 39 40 S rin field Road 17.83 1250 8 134 938 9 1.11 40 3 Talbot Line 50.55 2350 43 359 263 50 1.15 41 53 Beech &EIm Street 1.37 3450 1 725 173 2 1.16 42 36 Herita e Une 13.77 1700 8 544 285 11 1.29 43 46 Culloden Road 8.52 1100 3 420 780 5 1.46 44 23 East Road 2.34 2300 1964430 3 1.53 Continued .. . 2007 Collisions Per Million Kilometers Driven 5-Feb-08 Ranking Road # Road Name Len th AADT Total Traffic Collisions Collisions Per Year Per One on Road Million 45 35 S ringwater Road 9.11 1500 4 987 725 8 1.60 46 104 ueens Line 6.81 500 1 242 825 2 1.61 47 73 Im erial Road & ]ohn Street 19.18 4750 33 253 325 55 1.65 48 27 S arta Line 12.94 1150 5431565 9 1.66 49 54 Pi ram Road 2.82 1150 1 183 695 2 1.69 50 19 Plank Road 19.90 2350 17 069 225- 29 1.70 51 14 Iona Rd 13.71 1050 5 254 358 9 1.71 52 24 Dexter Line 16.48 950 5 714 440 30 1.75 53 119 Mill Road 5.85 750 1 601438 3 1.87 54 5 Dunborou h Road 11.23 650 2 664 318 5 1.88 55 2 Pioneer Line 18.26 1600 SO 663 840 21 1.97 56 43 Richmond Road 10.66 650 2 529 085 5 1.98 57 51 Fruit Rid e Line 1.50 660 361 350 2 5.53 58 41 Fulton Street 0.66 400 96 360 2 20.76 Totals 687.44 484 871 658 456 0.94 Appendix'B' Accidents at Intersections 2006 January 9, 2009 Road Intersection # of accidents # of accidents of other intersectin Coun road 2 Blacks Road 1 3 Currie Road 1 3 Furnival Road 2 3 John Wise Line 1 3 Union Road 1 4 Main Street 1 4 Fruit Ride 1 4 John Wise Line 2 8 Centre Street 1 16 Iona Road 1 19 Calton Line 1 19 Hertia e Line 1 20 Fin al Line 1 22 Roberts Line 1 22 Southdale Line 1 25 Fer uson Line 1 25 Ron McNeil Line 1 27 Fairview Road 1 32 Hacienda Road 1 35 Conservation Line 1 36 S arta Line 1 40 Colle e Line 1 41 OakSVeet 1 41 Pine Street 1 43 Vienna Line 1 45 Coun Road 55 1 45 uaker Road 1 45 S rin water Road 1 46 Best Line 1 46 Eden Line 1 48 Im erial Road 1 52 Dalewood Road 1 52 Walker Road 1 52 Wonderland Road 1 73 Calton Line 1 73 Crossie Hunter Line 1 73 Ron McNeil 2 73 Yorke Line 1 73 Pr ress Drive 1 73 S race Street West 1 73 Pine Street 1 73 South Street 1 74 Ron McNeil 1 76 Stalker Line 1 103 Pioneer Line 1 142 Victoria Street 1 Appendix `C' Intersections with more than three accidents February 12, 2008 Road Location Notes **NOne in 2007 Appendix'D' Statistical Comparisons 2005 2006 2007 Total Accidents 530 497 456 Accidents er million kilometres Ontado avers e 0.96 1.81 1.00 1.66 0.94 1.72 Accidents for dme of da Monda 52 68 72 Tuesda 59 67 47 Wednesda 94 64 54 Thursda 85 67 92 Frida 101 71 63 Saturda 73 99 64 Sunda 66 61 65 Accidents Ume of da Da li ht 298 231 241 Ni home 282 214 216 Accidents in winter Novemher 15 to March 15 221 171 199 Accidentr at fntersectlons 102 102 49 Accidentr at Intersections were vehicle failed to sto 20 19 10 Accidentr with deer 190 214 183 Accidentr with fatalities 8 2 3 );IgulCnuuty REPORT TO COUNTY COUNCIL P~ati ss or assmc FROM: Tanya Tilton-Reid Human Resources Coordinator DATE: March 12, 2009 SUBJECT: Health and Safety Standards INTRODUCTION: Through recent discussions involving the County of Elgin's Joint Health and Safety Committees as well as County Management it was agreed that an expression of concern regarding legislative responsibilities be forwarded to the County's local municipal partners. DISCUSSION: The County's agreements to rent space from local municipal partners for the housing of County libraries have lead to a unique position regarding the division of accountability and liability for health and safety concerns. The Occupational Health and Safety Act, section 9 (20) and (21) states: "A constructor or employer who receives written recommendations from a committee shall respond in writing within twenty-one days." "A response of a constructor or employer under subsection (20) shall contain a timetable for implementing the recommendations the constructor or employer agrees with and give reasons why the constructor or employer disagrees with any recommendations that the constructor or employer does not accept." This means that when the County JHSC identifies and notifies the landlord of an issue the landlord should respond within 21 days or the employer (Elgin} may be exposed to liability. This unfortunately has not been happening. For example, various concerns forwarded to local municipal partners in January 2009 have not received a written reply as of yet. These include: 2 emergency lights not working when test button deployed, fire extinguishers last inspected in 2007 (a yearly inspection is required), snow not removed on walkway to building or ramp to building impeding staff access (patron access as well), dislodged light cover with potential to fall needs to be installed properly. Each of the above items while having safety concerns for County staff are also concerns from a patron aspect. The County is fearful that a lack of response from a local municipal partner may not only lead to potential exposure for charges through the Occupational Health and Safety Act for Elgin but also to potential law suits for the local municipality from injured patrons. The current process involving the County libraries sees recommendations for improvements being reviewed for determination of where responsibility for improvements lies. Areas determined to be under the municipalities control (building structure related or items within the contract i.e. lighting concerns and snow removal) are forwarded by fax to the Municipality. With each fax a reminder is sent regarding the required written response within 21 days. Unfortunately responses are sporadic and unpredictable. Often the work required from the recommendation is completed; however the legislated requirement for a written response is not received. The ongoing lack of response is of grave concern to the County. From the Ministry's point of view the County is the Employer and an employer must take every precaution reasonable to protect our workers. Should the Ministry of Labour review and inspect County records, it would be found there are very few responses to the recommendations sent out by the JHSC. This lack of written response could in turn expose the County, as the employer, to possible penalties imposed by the MOL. Should fines be received, the County would be placed in a precarious situation. In order to_recover the costs of the fines imposed by the Ministry of Labour, fines received due to non-compliance by municipal partner landlords due to non-action on items sent to them, the County may need to proceed with legal actions through the Commercial Tenancies Act against a municipal partner. This is not the direction the County prefers. The County is more than willing to provide information and education regarding the Occupational Health and Safety Act legislation. The County is also willing to discuss alternative methods for notification of concerns discovered through the JHSC inspection with any municipal partner that may so wish. Overall, it is the County's goal to ensure that all parties are cooperating in ensuring the ongoing health and safety of our staff as well as the ongoing compliance to legislation. CONCLUSION: The County of Elgin wishes to work with its' municipal partners to ensure ongoing compliance to legislation in hopes of avoiding unpleasant results including potential fines. The County is open to suggestions for improving processes of reporting health and safety related concerns to local municipal partners. RECOMMENDATION: The County asks that each municipal partner please respond in writing to this report acknowledging the need to reply in writing to received recommendations within 21 days as per the legislation or with a desire to meet to discuss and agree upon an alternative reporting process. All of which is Respectfully Submitted - ~ - Tanya Tilton-Reid ~ Mark G. Mcl9onat~ Chief Administrative E1~mCixznc}, P~o,(rcvL: be l6am REPORT TO COUNTY COUNCIL FROM: Dorothy Schaap Payroll & Benefit Coordinator DATE: March 24, 2009 SUBJECT: Extended Health Benefits -Vision Coverage INTRODUCTION: Management and Non-Union groups and their dependants are currently reimbursed $250 towards the purchase of new or replacement eye glasses or contact lenses when prescribed by a doctor, ophthalmologist or optometrist once every 24 months. DISCUSSION: A recent survey of the coverage provided by the lower tier is below. EI in ' 2009 $250/24 months: 2010 Aylmer $200/24 months plus $100.00 self insured; no e e exam Bayham $275/24 months -self insured Central Elgin $300/24 months Dutton/Dunwich $350/24 months and includes eye exam in this amt Malahide $275/24 months -self insured $300 Southwold $250/24 months It is also recognized that laser surgery is sometimes included in the vision coverage. It would be a one time only expense with no carry-forward balance. In order to be eligible, 24 months must have passed from the date any other vision care benefits were claimed (glasses or contacts). Once the laser eye surgery expense has been submitted and paid, an additional waiting period of 24 months would be required before claiming any further eye wear through the benefit plan. CONCLUSION: The average vision coverage at the lower tier is approximately $300 every 24 months and in order to remain at the average would recommend that the County of Elgin increase coverage for the management and non-union employees groups to $300. The approximate cost to increase the vision coverage from $250 to $300 every 24 months is approximately $2,828 annually. This would be an RECOMMENDATION: That vision coverage including laser surgery under Extended Health Benefits is increased from $250 to $300 every 24 months for the Management and Non- union groups effective April 1, 2009. All of which is Respectfully Submitted i Dorothy Schaap Payroll & Benefit Coordinator Apprevrs for Submiss i Mark c Wald Chief Administrative Officer Harley J. Unde ill Director of Human Resources ~~ ~ Elgrn(~«ttt~~% REPORT TO COUNTY COUNCIL FROM: Alan Smith, Deputy Director of Community and Cultural Services DATE: March 12th, 2009 SUBJECT: 2010 Elgin County Exhibit IPM: Next Steps INTRODUCTION: On June 26th, 2007, County Council past several resolutions pertaining to the County of Elgin's involvement with the 2010 International Plowing Match. This report addresses two (2) of those resolutions: "That the County of Elgin agrees to the development of a County Exhibit at an upset limit, excluding staff time, of $250,000.00 from a reserve account to be identified by the Director of Finance as described in the June 12th, 2007, County Council titled " 2010 International Plowing Match and Rural Exposition as submitted by the Manager of Economic Development; and That staffing levels of the Economic Development office be increased by hiring a Special Projects Intern on a contractual basis at an upset-limit of $65,000.00 from a reserve account to be identified by the Director of Finance as described in June 12th, 2007, County Council report titled "2010 International Plowing Match and Rura/ Exposition" as submitted by the Manager of Economic Development" DISCUSSION: The County Exhibit is a major component of the plowing match. The purpose of the exhibit is ..."to showcase the uniqueness of the host county and promote the county's attributes." The 2010 IPM is an opportunity for Elgin County to showcase those qualities and characteristics of the communities, people, and industry that comprise Elgin. A county exhibit is a great source of community pride. To develop an exhibit that the people of Elgin can be proud of takes commitment in County resources, both financial and human. With the County funds being secured, the next step in developing the ExhibitlShowcase is the formation of a committee -the 2010 Elgin County IPM Exhibit Committee. The Exhibit Committee is responsible for ail aspects of the exhibit or showcase, from conception to implementation. Based on IPM guidelines and Exhibit reports from past IPMs', the exhibit committee mostly consists of county staff and elected government officials. Size of the committee varies. Past committees have ranged between 8 to 17 members. However, appointment of a Chair and Vice Chair is required. Depending on the theme or vision of the exhibit, a number of sub- committees may be formed lead by co-ordinators from the main exhibit committee. Each sub-committee corresponds to one of the tents within the County Exhibit. This is usually three (3) or four (4) in number. For example, Perth County had three tents: Municipal, Agricultural, and Entertainment. While Bruce County had four tents: Municipal, Community Groups, Animal, and Entertainment. Appendix 1 provides a review of previous county exhibitions. Although not included in the appendix, Middlesex County did not form subcommittees. All work was undertaken by their Exhibit Committee. In order to provide the Elgin County Exhibit Committee with a wide variety of skill sets and knowledge, a committee of twelve (5 voting, 8non-voting) comprising members of County Council, county staff, the IPM Executive Committee, and the County of Elgin Economic Development and Tourism Advisory Committee (CEEDTAC) are recommended: Voting Members County Council (3) CEEDTAC (1) IPM Executive Committee (1) Non-Votina Members Department of Administrative Services (1) Department of Community and Cultural Services (3) Engineering Services (2) Human Resources (1) Financial Services (1) With respect to the above breakdown, although at the discretion of the director of each of the above identified departments, senior staff is encouraged to participate on the Committee. If a director/deputy director cannot participate then their designates involvement in the Committee should be considered part of that individual's regular work plan. This would also apply to those staff that is asked to join a particular County Exhibit subcommittee. It should be noted that the Exhibit Committee will begin meeting once per month; however, as the 2010 event approaches those meeting will become more frequent. Furthermore, in order to provide representation throughout the County, it is recommended that the three County Council appointments have one member from the western (West Elgin, Dutton Dunwich), central (Southwold, Central Elgin, and eastern (Aylmer, Malahide, Bayham) areas of the County. Also, if a member of CEEDTAC is not available, then that position on the Committee will be filled by a County employee. A member of the IPM Executive Committee will also be appointed to the Exhibit Committee. The positions of Chair and Vice- Chairwill be selected from voting members. Please note that the Committee may expand to include representation from the City of St. Thomas once the City's involvement, if any, is determined. As mentioned, creating the County showcase will take a commitment in County resources, both financial and human. In order to assist the Committee with the development and implementation of initiatives that will be required to have a successful Elgin County Exhibit/Showcase, an International Plowing Match & Events Coordinaforwill be hired on a contractual basis from April 2009 to October 2010 at a total cost of $65,000 (includes benefits). As outlined in appendix 2, reporting to the Deputy Directory of Community & Cultural Services, the International Plowing Match & Events Coordinator is responsible for coordinating the development of the County Exhibit at the 2010 International Plowing Match (IPM) as well as other departmental events that may arise in the course of planning for the IPM. The work undertaken will be to move the County Exhibit agenda forward and other economic development and tourism initiatives identified within the department. This individual will be the primary liaison with the International Plowmen's Association, local IPM Executive Committee and Committee Chairs. It should be stressed that the Coordinator will not have any involvement in other IPM committees, including the Executive. The work undertaken by the Coordinator that involves the IPM will be to ensure a successful County Exhibit only. CONCLUSION: County Council has the responsibility of developing a County Exhibit for the 2010 IPM that residents can be proud of. In order to achieve this result, staff have recommended a structure for the 2010 IPM Elgin County Exhibit Committee. In order to assist Committee members develop and implement a County Exhibit in an efficient and effective manner, the duties of the International Plowing Match & Events Coordinator have been included in this report for Council's consideration. In order to have a successful County Exhibit, requires a commitment of resources. Council have committed an upset limit of $250,000 for the Exhibit. A further commitment of staff resources will be required throughout the planning of and execution of the County Exhibit. This will involve staff involvement on the Exhibit Committee and Exhibit Subcommittees (if undertaken). County staff, numbers ranging between 25 to 40, may also be required to assist with the Exhibit during the 2010 event, September 21St to 25 . Consequently, departments will have to plan their staff schedules accordingly. RECOMMENDATION: That County Council directs senior management to implement the 2010 Elgin County IPM Exhibit Committee as described in the March 12th report submitted by the Deputy Director of Community and Cultural Services; and That County Council appoint three (3) members of Council to the 2010 Elgin County IPM Exhibit Committee as described in the March 12th report submitted by the Deputy Director of Community and Cultural Services; and That the hiring of the International Plowing Match & Events Coordinator continue to proceed as described in the March 12th report submitted by the Deputy Director of Community and Cultural Services; and That all expenditures associated with the recommendations contained within the March 12th, 2009, report be drawn from the IPM reserve account. All of which is Respectfully Submitted Approved for i Alan Smith Mar G. McDonald Deputy Director, Community and Chief A mt ' atty Cultural Services Brian Masschaele Director, Community and Cultural Services Appendix One Exhibit Reports: Bruce County Leeds & Grenville Perth County Grey County 2008 Bruce County Showcase Final Report Contacts: Chris LaForest - co-chair Chris Hughes - co-chair Claforest@brucecounty.on.ca Chris[ilexplorethebruce.com 519-534-2092 1-800-268-3838 ext122 Kim McPhedran -Coordinator ki mCc~explorethebruce. com 1800-268-3838 ext 124 Other committee members: Jo-Anne Alexander (animals) Joan Lang (animals) Graeme Barrie (IT/utilities) Terry Sanderson (site) Jamie Everatt (municipal/non-profit groups) Steve Schaus (EMS/pump track) Jackie Grubb (budget/passport) Carolyn Thibaudeau (landscaping) Nancy White (museum) Pat David (mapping) Ron Oswald (County Councilor) Objectives: The committee for the Bruce County Showcase wanted to make this one of the best County showcases to date. The goal was to make the showcase a hub of activities. It would highlight the activities, and attractions found within Bruce County and intrigue people enough to explore the "real" Bruce County. Resources: Bruce County Council committed $100,000 to the showcase. However, with the number of features planned, it was decided that the committee would go after as much in-kind sponsorship as possible. The committee also decided to sell as many items as possible at the end of the match to recoup some costs. We were cautious when approaching local uppliers for in-kind sponsorship, as we did not want to interfere with other IPM committees. All of the stone: armour, sculpture and flagstone, was either donated or loaned to us by a few of the local quarries. The committee was responsible for transporting it. Many of the other large landscape items, both hard and softscape were donated or discounted. Staff resources were also critical in pulling everything together. The Highways department supplied floats, trucks, a loader plus operators during the set up and tear down. The Trails department and Social Services supplied workers and equipment for set up and tear down as well. During the week of the match, 35-40 volunteers were needed each day. The majority of the volunteers were county staff. Key Dates: May 2007 The inaugural committee meeting was held in May 2007. The purpose was to determine the role of individuals on the committee, discuss the budget and some basic ideas for the showcase. The committee met monthly from this date forward. September 2007 The majority of the committee members attended the Leeds-Grenville Match. Everyone toured the County Showcase, took pictures and made notes of what they did and did not like. December 2007 A letter was written to each of the municipalities asking them to set aside $2500- $3000 in the 2008 budget for their displays within the showcase. March 2008 Ads were placed in the local papers asking for non-profit and community groups wishing for space within the showcase. The tents were also ordered. April 2008 Initial meeting with municipal reps was held. Discussions were held regarding budget, staffing and the overall "theme" of each of their display. June 2008 The first meeting was held with the non-profit and community groups. They were presented with the Bruce County Exhibitors Manual and expectations were outlined. The Committee began to meet twice monthly. August 2008 August 25 - we started staking the site. For the next 3 weeks we were onsite constructing the showcase. August 26 -office trailers were delivered. August 28 & 29 -the tents were installed. September 2008 September 8 -staff were onsite daily until the end of the match. September 10 -some exhibitors began to move in. September 29 -tear down concluded. Site Sub Committee: The Site Committee worked closely with Cathy Lasby to select a site for the showcase. The original site that was selected ended up being eliminated from Tented City and so we were relocated to the North East corner of tented city, close to Gate 4. This site turned out to be fabulous. The site dimensions were 320ft x 430ft. This was slightly larger than the original site, however because there was a lot of traffic up to the Antiques section (directly behind us), the entire showcase became very high traffic. The topography was also very favourable. Because of the number of features we had on the site, there was limited Red sticker parking. This was reserved for the committee members, those who were bringing animals in daily and the Warden. Green Sticker parking was located on the western side of tented city, however, it was only a 5-10 minute walk from the showcase. Three new century tents were used, a 60' X 90' for the County Fair (non-profit and community groups), 60' X 70' as the Entertainment tent and a 150' X 60' for the Adventure Pavilion (Municipalities). The committee had a number of large landscape features planned, including a lighthouse, campfire pit and pond; therefore they worked at borrowing items or looking for as many in-kind donations as possible. They were able to borrow all of the stone, and the lighthouse. The in-kind donations included the pond liner, sand, dirt, 800 cedar fence posts and 4 9"x 9" white pine timber frames. The local conservation authorities provided trees and a local landscaper was able to supply the majority of the plants at a very reasonable price. This also included delivery. A few landscape companies were approached to landscape a couple of areas as in-kind donations. To save on money, the site committee, along with the help of equipment and an operator from the Highways Department, performed the entire set up and tear down. Although this was hard work, it turned out to be a great corporate team building initiative as many of the site committee members worked in different departments and have never had the opportunity to work together. This committee was began site preparations on August 25 and concluded with the on site work on September 26. Municipal Sub-Committee: The Municipal sub-committee consisted of Bruce County staff members as well as one representative from each of the eight municipalities. To follow with the idea of interactivity, the County committee came up with the idea of having each municipality highlight one activity that can be found in their area. All of the municipalities were located in the Adventure Pavilion, and resulted in the Adventure Pavilion being one of the most popular areas in the Bruce County Showcase. There was a bit of hesitation on the behalf of some of the municipalities initially however, the committee was able to come up with ideas that worked for everyone. The site committee designed and built the transition areas between each of the municipal displays and also provided some funding for activities that were `one offs' and ones that were expensive. The municipalities were responsible for sourcing materials, setting up their booth space and manning it during the match. County staff was available to help problem solve and provided minimal equipment for set up and tear down. The municipalities were also responsible for the cost of any electrical hook-ups, landscape materials, parking passes and admission tickets they required. Red sticker passes were not permitted as there was limited parking available on site. All order forms from the Ontario Plowman's Association were sent back to Bruce County then sent to the OPA as one large group. Non-ProfitlCommunity Groups Sub Committee: This sub-committee started out by advertising for non-profit and community groups to exhibit within the County Showcase. They also used resources like OMAFRA's local agricultural directory and contacted groups directly. Initial contact began in March 2008. Each interested group was asked to fill out an application form. The application form asked them to verify they were in fact anon-profit group or community group, if the group was part of a larger provincial organization, and what they planned on doing to make their space interactive. Once the number of spaces within the tent was determined, then successful applicants were contacted. It was determined that since the space was provided at no charge, then the groups would not be able to sell any goods, including tickets for charity draws. A meeting was held in June with representatives from the successful groups to go over the exhibitors' manual and required forms (passes, electrical, insurance, etc). Forms were returned to Bruce County, then sent down to OPA as one large group. Each group was responsible for the costs of any electrical hook-ups, landscape materials, parking passes and admission tickets. Red sticker parking was not permitted as there was limited parking available on-site. Each exhibitor was provided with a map of the tent and a booth space. The groups were all located within the County Fair tent (60'x90'), with the exception of the local food producers who were located in the entertainment tent. Groups were permitted to begin moving in the Friday before the Match opened. There were a couple of groups who initially committed to coming then backed out at the last minute. A contingency plan for those spaces is strongly recommended. Local Food producers were also invited to exhibit at no charge in the Showcase. They were able to display and sample their products, but the no selling rule still applied. The majority of the exhibitors changed daily so a staff member was at the gate with red sticker parking and admission passes to get them through the gates. These vendors also were responsible for paying for passes and electrical hook-ups, however the Grey Bruce Agriculture and Culinary Association sponsored each of these spaces. The coordinator worked closely with Public Health to ensure the sampling procedures were safe and followed protocol. Animal Sub Committee: The Animal sub-committee was given the task of finding animals to display within the showcase. The Showcase committee thought that animals were one of the things missing from the previous year's match. The committee began by contacting local 4-H clubs in March. This was still very early in the year and the 4-H clubs were just forming for the year. They were contact again around July. Initial contact was made with other farms in April. The first decision the committee had to make was if the same animals were going to stay all week or if different animals would be brought in each day. The end result was a hybrid of the two. The second decision was what animals would be showcased. Since Bruce County is the largest producer of beef in Ontario, beef cattle were a must. The committee decided on having a different theme everyday: Tuesday-Beef, Wednesday -Dairy, Thursday-4-H Beef, Friday-4-H Dairy and Horse, Saturday- Alpaca, Goats and Sheep. There was also a Herford cow and calf which stayed for the duration of the match. There was a contest to guess the combined weight of the cow and calf. At the end of the week the person with the correct guess won a small prize. The animals were housed in two run-in sheds. The animals were either gated in or tied. A 40'x40' corral was built for the 4-H groups to do some showing demonstrations. A 10'x10' pen was also built to hold some of the smaller animals. Since there were new exhibitors daily, a staff member was at the gate each morning with red sticker parking and admission passes. At the end of each day, the red sticker passes were collected from the vehicles that required them for the morning. The cost of the passes was covered by Bruce County. Entertainment Sub Committee: The Entertainment Committee worked closely with the Special Events (main stage) and Lifestyles committees to share entertainers. Advertising for entertainers began in January and auditions were held in March. Entertainers were selected by April. The final line-up included a variety of acts including singing, dancing, cooking demonstrations and even ajump-rope routine. The schedule was divided up into 45-minute slots, which allowed for time to set up, tear down and the performance. Entertainment ran from 10:OOam to 3:30pm daily. Passes and payment for the entertainers depended on if they were being shared with another stage or not. Acts that only performed on the Bruce County stage were paid for and provided passes by Bruce County. Stage plots were provided by each of the acts so the transitions could run smoothly. The MC's were provided by the local radio station. This committee was also responsible for sourcing a stage, sound system and chairs. The stage and sound system were sourced from the same company that provided stages and sound for the other stages at the match. Chairs were sourced from a local community centre. A local floral shop also provided decorations around the stage as an in-kind donation. Drapery was ordered to run from the sides of the stage to the walls. This also created a larger backstage area. Due to the size of the stage and the height restrictions of the tent, a backdrop had to be custom made. Finally atwo-room trailer was made available for the entertainers to change in. Be aware of the dimensions of the stage and the placement of the tent poles. It took this committee a while to figure out which tent would fit the stage inside it. Be sure to talk to the tent company about this. During the match, this committee utilized 4 volunteers in 2 shifts: stage manager, 2 stage- hands and a security person for the trailer. It is recommended that these volunteers have some experience working with entertainers. Areas of Concern: 1. Washrooms: We started with 2 washrooms onsite and by the end of the 2"d day we had 4. Although we had a fence behind the washrooms, they were visible from a service road that a lot of people used. General public used these facilities so often that they had to be serviced more than once a day. We had a volunteer placed here as a monitor. 2. Tickets: Determine how many ticket you need with enough time to distribute them to the appropriate people. This makes it much easier when coming through the gates. 3. Daily set-up and closing: Have a list of tasks that need to be done at the start and end of each day. Have volunteers/staff check in with someone before they leave. 4. Equipment: Have an inventory of all equipment that is brought on-site. Label everything, including rakes, shovels, wheelbarrows, hoses etc. 5. Entertainment Tent: Put only static displays that do not need to be manned in the entertainment tent, otherwise it becomes too busy and vendors do not get adequate exposure. Recommendations: 1. Have a gofer: Have someone available to run out and pick up supplies and transport people to parking areas. We would often discover that we had run out of certain supplies throughout the day. 2. Use radios: Have 5-6 key people with radios. Communication is key to make things run smoothly. We had a closed radio circuit but having one radio that was connected to tented city would have been very helpful. 3. Hide your washrooms: Having on-site washrooms was terrific, but the general public thought they could also use them. We ended up having someone monitoring them constantly. This got expensive with the number of pump-outs that were required. 4. Have lots of places to sit and relax: There were benches, picnic tables, straw bales and rocks available for people to sit down. Many people also enjoyed sitting around our campfire roasting marshmallows. 5. Communication is Key!: Maintain open lines of communication with other committees, any regulatory bodies (i.e. fire marshal, building official, health unit) and the OPA. This allowed us to deal with potential problems before they happened. 6. Signage: Use big, clear signs to direct people to the different things around your site. 7. Volunteers: Determine what jobs you need volunteers for and provide them with a job description before the match. 8. Food: Have LOTS of snacks and beverages for your volunteers. 9. Garbage and Recycling: Have lots of garbage and recycling bins around your site. Make sure that the tented city garbage crew knows where your garbage is located so they can remove it every night. 10. Be flexible with your design: Once we were onsite, all the designs and maps became more of a guideline. Things fit differently onsite than they did on paper. 11. Have reference copies of the IPM program: We got asked lots of questions about where things were located, when events were going on and what there was to see. Be sure your volunteers/staff can answer these questions. COUNTY /REGIONAL EXHIBIT PLANNING COMMITTEE Contact: Vince Germani, Chair, 613-342-3840, Ext. 2365, vince.germani@uclg.on.ca Committee Members: Ron Holman (Mayor), Bill Thake (Mayor), Mel Campbell (Reeve), Bonnie Ruddock (Local Tourism Organization), Steve Fournier (Counties CAO), Lisa Severson (Counties Support), Ian Johnston (Community Development), Geoff McVey (Counties Works Dept.), Mark Brus (Parks Canada), Ann Weir (Local Tourism Organization), Doug Struthers (Warden), Eleanor Renaud (Councilor! Agriculture Representative), Bill Gooch (Mayor) Purpose and Objective: To showcase the municipalities that make up the United Counties of Leeds and Grenville in general and the high quality of life in particular. The County Showcase included three tents surrounding a courtyard area. One tent was devoted to the local municipalities and community organizations; one tent had a focus on agriculture and the local organizations that support our farmers; and the third tent had a focus on tourism and the key attractions of interest to visitors. The courtyard area contained some exhibits and a stage with the intention of providing a place where people could come to rest for a while and listen to local entertainers. Resources: The United Counties of Leeds and Grenville committed $100,000 in cash towards the development of the County Showcase as $25,000 was put aside in a reserve fund during the four years prior to the match. Government funding (Eastern Ontario Development Program) was accessed for certain projects such as a printed Community Guide for distribution during the IPM. In the final year of event planning, it was acknowledged that the County should allocate an additional $50,000 of cash and in-kind services due to road and entrance way improvements. Over the four year planning cycle up to the event itself, the equivalent of one County full-time staff person (e.g. Economic Development Coordinator) was needed to implement the County Showcase. Site Selection, Tents and Layout The IPM Executive gave the County a prime location on a perimeter avenue of Tented City. The County site measured 200 ft. by 300 ft. and provided plenty of parking to the rear. The ability to park close to the tents, using the red parking passes, was very important for bringing in supplies on a daily basis and to those who had physical accessibility issues. The County /Regional Exhibit Planning Committee chose a set up of three tents in a "U" formation with a courtyard in the centre. It was felt that this set-up provided a focus for some outdoor exhibits, and entertainment. A portable stage was used to accommodate the entertainers which consisted of local singers, dancers, choirs and bands. Each of the three tents (New Century Tension Top) was 60 feet by 130 feet and had a particular theme. One tent was devoted to tourism organizations and regional activities; one was devoted to local municipalities and community organizations, while the third tent was devoted to local organizations representing agriculture in the region. The exhibits were arranged in a traditional trade show format with space allotments of 10 ft. by 10 ft., 10 ft. by 20 ft. or 10 ft. by 30 ft. The townships/municipalities decided to promote themselves with a series of joint displays rather than having a separate display for each municipality. This meant that resources were combined to produce a high quality exhibit and that the smaller communities were not placed at a disadvantage due to their limited financial resources. Tent No. 1 -Tourism Tent Ten (10) exhibitors covered approximatelytwenty-two 10 ft. by 10 ft. display areas for a total of 2,200 square feet. The exhibitors were situated along the walls of the tent leaving the centre space free for visitor traffic. There were two entrance/exit points at the front of the tent and one emergency exit flap at the middle of the back of the tent. The majority of the exhibits were trade-show style with a backdrop display and a brochure table. Items such as boats, canoes and kayaks were placed in gaps for visual effect. Four of the tent poles had circular bench seating, two feet in radius, made from untreated cedar wood. This gave visitors additional opportunities to rest after all of the walking. A display composed of a 32 inch LCD monitor and DVD player was used to run video loops. A photographic image on corplast sign material was used to create a stylized front cover for the LCD display. corplast proved to be a flexible and inexpensive material to create interesting displays. Tent No. 2 -Municipal !Community Tent Approximately 2,000 square feet of space was used for displays promoting Leeds & Grenville and member municipalities. Ten (10) exhibitors covered approximately ten 10 ft. by 10 ft. display areas for a total of 1,000 square feet. The County displays and the other exhibitors were situated along the walls of the tent leaving the centre space free for visitor traffic. There were two entrance/exit points at the front of the tent and one emergency exit flap at the middle of the back of the tent. The majority of the non-for-profit community exhibits were trade-show style with a backdrop display and a brochure table. There was some draping used behind the community organization displays. Parts of the Municipal displays were placed on four low decks made from pressure treated wood. Each deck was six (6) feet by twenty (20) feet and four inches high. Four of the tent poles had circular bench seating, two feet in radius, made from untreated cedar wood. There were two displays composed of a 32 inch LCD monitor and DVD player on a wooden shelf-like structure. A photographic image on corplast sign material was used to create a stylized front cover for the video display units. Tent No. 3-Agriculture Tent Eighteen (18) exhibitors covered approximatelytwenty-two 10 ft. by 10 ft. display areas for a total of 2,200 square feet. The exhibitors were situated along the perimeter walls of the tent leaving the centre space free for visitor traffic. The majority of the displays were tables and trade show style pop-up displays. The Draft Horse Club used two life-size horses made from tightly wound cornstock material. The majority of the exhibits were trade-show style with a backdrop display and a brochure table. There was some draping behind some of the farm organization displays. Four of the tent poles will have circular bench seating, two feet in radius, made from untreated cedar wood. Like the other two tents, there was a display composed of a 32 inch LCD monitor and DVD player running a video loop. Entertainment The Planning Committee decided that a separate tent would not be used to provide entertainment. Instead, a portable stage was placed in the courtyard area and straw bales were provided for seating. This resulted in the courtyard being a friendly, lively and attractive spot where visitors could take a break and listen to the music. The entertainers were screened and booked by the IPM Entertainment Committee which was helpful for our group. In addition, the Entertainment Committee coordinated the transportation of the entertainers to and from our site. The straw bale seating looked good and was comfortable for the visitor, but proved to be a little problematic as the bales came apart rather easily. Areas of Concern It would have helped to have a graphic artist or designer participate early in the panning process in order to bring the Committee's ideas to life. Once you have a solid floor plan and good exhibit ideas in place, everything starts to move much quicker. It would have helped to talk with the fire and building inspectors near the beginning of the process so that time isn't wasted on projects or displays that will not meet the fire or building code restrictions. Recommendations Try not to leave details such as exhibitor insurance requirements to the last minute. Fire Safety issues should be discussed near the beginning of the exhibit planning process as exhibit design and implementation can be severely effected by the fire and building code regulations. Review the IPM tented city layout and County Showcase site as soon as possible as this can effect individual tent positioning and floor plans. Be prepared to make last minute changes in floor plans as the working environment can be quite unpredictable. PERTH COUNTY EXHIBIT REPORT COUNTY EXHIBIT COMMITTEE Contacts: Brian Coghlin, Chair Don Pearson,Vice Chair (replaced by Allan othwell) info(a~foundationsires.com arothwell@countyofperth.on.ca W (519) 291-9916 H (519) 356-2430 W (519) 271-0531 x 233 H (519) 291-9898 Cheryl Coghlin, Entertainment Chair Doug Aitchison, IPM Executive Representative infoCa~foundationsires.com H (519) 291-3139 W (519) 291-9916 H (519) 356-2430 Other Committee Members: Julie Behrns, Bonnie Berlett, John Berlett, Kathy Bieman, Ria Colquhoun, Bill French (replaced by Gordon Young) Dave Hanly, Ed Hollinger, Ron McKay, Dave Proudlove, Chris Rickett, Katherine Todd, and Gerald Wallis. Purpose and Objective: To showcase the good things about Perth County -including the people, the agricultural community, and the community organizations that make this County a great place to live, work and play. We wanted the County Exhibit to be a gathering place, where people could come, relax and enjoy themselves. Resources: Perth County Council committed $100,000 towards the development of the County Exhibit. While exact figures are not available at this time, the County Exhibit will be well within this budget. We used a lot of wood chips on our exhibit, save the landscaped display, but including the inside of the tents. These woodchips made for easy walking and could "soak up" some of the dampness and rain (which we only had late Thursday afternoon and evening). Just note that the woodchips must be watered each night for fire safety and dust control purposes. We allocated the red and green parking passes to the volunteers and exhibitors that required them (i.e. red passes are used to get inside tented city, green passes outside, but close). The parked cars to the rear of the County Exhibit tents provided a barrier to ensure that the general public would not enter the service area. Site Selection, Tents and Layout The IPM Executive gave the County Exhibit Committee first choice of the location for the Exhibit in Tented City. After considering several items, including the location of the various entrances, as well as the topography of the site, the Committee chose to locate on top of a knoll in the southeast corner, overlooking the rest of tented city. Gate 2 (from the RV Park) and Gates 3 and 4 (from the Green Sticker Parking and General Parking Areas) were located in close proximity to the Exhibit. The County Exhibit was the first thing and the last thing that many visitors saw at IPM 2005, and we wanted to give a good lasting impression! Thanks to the work of Ron Robinson (Tented City} we had a 205 ft. x 240 ft. site, which was just perfect. The County Exhibit Committee worked closely with Andrew Ussher and Ron from Advanced Tents an (great guys!) regarding the type and size of tents as well as the "L" shaped layout of the County Exhibit surrounding the beautiful waterfall and ponds built by Colonial Brick and Stone. In the end, we were pleased with our tents (a 60 ft. x 120 ft. tension top tent for the Community and Municipal Organizations, a 60 ft. x 100 ft. tension top tent for the Agriculture and Rural Organizations tent, and a 66 ft. x 66 ft. clearspan tent for the Entertainment) and their layout. We were given the use of an RV for the "Warden's Hospitality Area" and one of our Committee Members (the owner of the RV) actually stayed in the RV all night to provide extra security. We were also given the use of an office trailer which we used for an office (with telephone and Internet access) and a secure storage area (i.e. locked after hours). We also had two "portapotties" for the use of the Committee, staff, and volunteers in our compound behind the tents. Our beautiful decorations were co-ordinated between all three of our tents by some of the local municipal staff (Pat Berfelz and Bonnie Berlett, among others) and featured lighting, grape vine trees, straw bales, pumpkins, corn stalks, broom corn, and sunflowers. i.%~= Key Dates: Inaugural meeting of the County Exhibit Committee met monthly thereafter to discuss budget, layout, theme and exhibitors etc. Week of September 5`h site preparation underway (i.e. waterfall, landscaping etc.) after staking of tents. Week of September 12`h all tents erected on site -staked out all of the exhibitor booths and other work. September 18~' and 19~' exhibitors set up displays September 24~' 4:31 pm onwards -exhibitors take down displays (finished on September 25`h) and we breathed a huge sigh of relief and had broad smiles on our faces! Municipal Exhibit Subcommittee: Tanya Bettridge, Ria Colquhoun (chair), Bruce Grant, Dave Hanly (vice chair), Muriel King, Cathy Rehberg, Kriss Snell, and Pat Taylor. The "Stars of Perth" was the theme of the municipal governments display. The local municipalities pooled their staff and financial efforts in order to tell the municipal story and showcase the people, places and things that have made, or now make the County proud. Volunteer staff from all municipalities came to welcome visitors to the Community and Municipal Organizations tent, and provide information about the communities of Perth County, as well as to serve fresh popcorn. This was a wonderful exhibit and the smell of fresh popcorn was certainly a draw, as were the individual "Stars" who came to talk with the visitors. Our Community and Municipal Organizations tent also had 25 different non-profit groups and organizations which were provided space free of charge (i.e. the groups were responsible for their own displays and volunteers). One of these groups "ECO Perth" was a coalition of 13 different environmental groups who worked together to present their environmental message. Agriculture Subcommittee: Maynard Bell, John Berlett, Brian Coghlin (chair) We wanted to showcase agriculture in the County Exhibit since Perth County is Agriculture. We had dairy and beef cows, and sheep on display and had specific times for sheep shearing demos. The Education Committee posted the County Exhibit as a educational point of interest and directed school groups to our Exhibit. In addition, the Perth Federation of Agriculture co-ordinated some of the commodity groups to showcase the agriculture as well, and other rural community organizations where highlighted as well. The Rural Beautification display was also located in this part of the County Exhibit, as well as 14 other rural and community organizations. Entertainment: Our goal was to showcase Perth County entertainers. We had singers, dancers, choirs, actors and karate demonstrations. In all, we had over 350 entertainers, representing 35 different groups from across the County. We provided each entertainer with a pass and presented them with a participant ribbon, but did not pay any of our entertainers. The local Toastmasters Club provided the Master of Ceremonies. The entertainers drew lots of crowds -and our tent was often full to overflowing! We worked with the Lifestyles and Main Stages to share entertainers throughout the week in order to reduce the number of passes required. In addition, this co-operation helped to fill in for a couple of cancellations, and allowed us backups -just in case! The stage was 20 ft. x 48 ft. and 18 in. high (NABS Stages) was large enough to accommodate the 65 member high school choir. The stage was located along the side of the tent (this was not our first choice but the topography of the site dictated this) and it worked really well for us in the end. We rented 200 chairs from a the Kinsmen Club, and a blue curtain backdrop, and skirting through the OPA. Two office trailers, which were located beside the entertainment tent were rented and used to provide change rooms for the entertainers. Our sound was booked through SLV Solutions - a technician was at the stage prior to, during and after the performances -which started at 9 am with stretching and finished by 4 pm. We used 4 microphones (on stands), as well as a digital piano, front of house and 4 speakers, stage monitors and CD/cassette player. Our technician contacted our entertainers prior to the match to ensure that their needs were met. Just anote -you need LOTS of lighting for the stage. We had a "Gator" which we could transport our entertainers inside of tented city, but required vans to get Horse Area where the entertainer's vehicles were located. Areas of Concern: 1. We had a number of calls from companies who were interested in exhibitor information. The website should be clear that general enquires should go to the OPA office in Guelph. 2. The exhibitors must be encouraged to have their booths manned during the entire time the Match is open. In fact the exhibitors should be onsite at least 20 min. prior to the gates opening. 3. There were times when we had difficulty getting our "Gator' in and out of the tented city gates to go to the Entertainment Marshalling Area, and to pickup ice etc. 4. Make sure that all of your exhibitors are well informed regarding the expectations that you have of them (i.e. themes, size of display area, height of displays, lighting etc.) Recommendations: 1. Allow lots of time for non-profit organizations to respond to your request for interest in exhibiting. Have a couple of meetings to introduce your exhibitors to introduce them to the concept of the IPM and give them an orientation of your County Exhibit; 2. Make sure you have LOTS of places for people to sit and relax and enjoy your exhibit (including picnic tables if possible), especially in the entertainment tent; 3. Encourage local groups and individuals and organizations to sign up for entertainment. Have lots of variety (singers, dancers, actors, karate etc.) as this is a great way to showcase your County; 4. Have knowledgable volunteers available to answer municipal/County questions. And make sure everyone has a map of the tented city -everyone wants to know where to go and how to get there; 5. Make sure you have lots of bottled water for your exhibitors and volunteers; 6. Provide a rest area (including washrooms) and refreshments for your exhibitors and volunteers; 7. Always keep your exhibit clean and tidy (i.e. assign volunteers for this job) and ensure that you have enough garbage AND recycling cans; 8. Do not allow your Exhibitors to sell products or fund raise, it gives the wrong impression; and 9. Use your radios and make sure you have your own channel (or at least be listed on the channel you are sharing). Grey County Exhibit Report COUNTY EXHIBIT 1 Contacts: - ~ ~ ~ j CommUtee Manu Talbot & Norm Gamble Entertainment Jason PalmedRyan Thompson Co-Choirs 595 9th Ava East Sub Corrimiltee jpalmet®greycowtyon.ca --• - Owen Sound ON, N4K 3E3 Co-Chairs rthompsou@greycowtyon.ca ~ I (519)376-2205 _ mtalbot@greycowtyon.ca County Tent Displays Tan McDonald/David Hughes ; Exhibitors Tent ~ Mazlene Davis ~ Sub Committee jmcdonald@greycoaaty.on.ca Sub Committee Chatr mdavis a coon on.ca @Sr Y tY• CaClratrs r dhughesQgreycowtyon.ca Advertising Amanda Warwick' AdmtnislratJveAssistanl Bnrb Heerschap i Sub ConinriUee Chair awarwick@greycounty.on.ca /LYeasurer bheerschap@greycounty.on.ca i YohJriteers Paula Luce ' . Sub Cammrttee Chair pluce@greycountyon.ca Also included on the Committee. vrere four j ~ ' County Councillors. County Site Emie Coates/Paul Hutchinson ~ ~ Development/ ecoates@geywwty.on.ca ~ - ~ ~ ~ ~ Conslncetton Snb Committee Co-Chairs ~ 1 Committee Purpose &.Objective In keeping with the overall Mission Statement for the Grey County IPM and "The Future of Tradition" theme, direction was taken to ensure the County Tent Display was one tb be rem0mbered while showcesiog "The County of Grey -Beautiful... Naturally!", our nine member municipalities, Gmy County non-profit organizations and a wealth of local talent - Timelines J' • ARer the awarding of the IPM to Grey Cowty, the inaugural meeting of the County Exhibit Committee was held ~ in June 2003 -approximately 15 months prior to the Match. Initial items for discussions were budget, duties of ' Committee members, exhibit design (changed many times) etc. - Meetings continued on a moath[y basis up to Jwe 2004 when tba Committee met every two weeks which then i was increased to weekly meetings in August 2004. ~ Of particular significance was the Site visit by the entire Comvdttee on September 2nd; 2004 (2'/z weeks before ~ the Match), where the Site Development/Constmction Sub-Committee, spray painted the County's display site i showing the entrances, outside limits of the tents, inteiior layouts etc. prior to the tents being erected. Gave the Committee members a better visual understanding on the ground where things would be. i 7therkeydatesforthesubcommitteeswere: Week of September 13th, soma Site preparation uadervay with respect to pond building and ~ limited landscaping -. ' September 14th-15th, three tents erected on Cowty Site ~ ~ i i September 16th-19th, Cowty staffand other volunteers prepared Site, did landscaping iuc(uding shovelling and , raking mulch, preparing road surface disp]ay in one tent, marking display booths, planting flowers and trees etc September 19th-21st exhibitors brought in and set updisplays- i 231PM 2004 • ~ ~ _ r'r" - 251PM 2004 County Showcase Group Contact Info Cmnmittee/feam Leaders: Richard Kidd & Cynthia Moyle, Address: Lanark County Administration BniWing Box 37, Sunset Blvd, Perth, ON K7H 3E2 Telephone: (613)267-4200 ezt. 102 Fax: (613) 267 - 2964 E-mail: cmoyle@county.lanark.oaca 'timelines Date Team Formed: October 2, 2001 Significant Planning Dales: May 1, 2003 September 1, 2003 September 4, 2003 September 5, 2003 September 18, 2003 November 19, 2003 Unveiling of the Lanark County Showcase. Tents erected. Display areas inside the tent marked Exhibitors started to assemble their displays Exhibitors tear down their displays Lanark County Showcase Appreciation Evening Summary of Resources Planning/Promotion May-September Persotmcl Core Team Co-Chairs: Warden Richazd Kidd & Cynthia Moyle, Director of Administrative Services Building & Landscape Design: Councillor Gary Doyle Tourism & Culture: Councillor Susan Freeman Heritage Exhibit: Councillor Brian Costello Site Management: Councillor Aubrey Churchill Cash requirements $150,000 specific to the Lanark Comriy Showcase over the three (3) years. In•Kind requirements The Local Public Works Departments, Duilding Inspectors and Fire Departments provided on-going support to the Co-Chairs. 43 Division of Responsibilities The first responsibility of each of the Team Leaders was to recruit members to (heir team and develop a work plan for their area of responsibility. Team Leaders were encouraged to work with local organizations and interested individuals to help showcase the unique characteristics of the County. Team Leaders would verbally-report on a regular basis to the Co-Chairs. As well, each group listed in the credits would directly report to the Co-Chairs. Each group worked independently of one another. One of the key responsibilities of the Co-Chairs was to stay in touch with each of the groups and pull all of the groups and individuals together to make the showcase a success. Achievements The volunteer organizations and individuals enjoyed the opportunity to educate, promote and display their projects and in some case their own personal collections. Recommendations Work with the Ontario Works, Community Placement to assist in setting up and tear down of the various displays. Work with the Entertainment Committee to assist in the coordination of local entertainers. Promote the Youth in the Community by either talent show or contest on the County stage. Rent the tents from the same supplier that is supplying the tents to Tented City. Co-ordinate with the Landscape Committee in designing the landscape of the showcase. Recognize volunteers and municipal staff who participated in snaking the showcase a success. 'the County made an additional commitment to provide security for the showcase above that provided by tented city. It is very important to have an on-site manager at the showcase, especially, during step up of the displays. Have a plan as to how to deal with last minute groups who are looking for space at the IPM. Working Details AltemativesConsidered 'I he initial layout of tented city was changed which impacted the layout oC the County Showcase. In the initial design of the tented city, the Comtty Showcase was located at one of the main entrances on a large self 44 I contained lot. However, the final design of the tented city had the main ~ street running through the County Showcase. i ~ Initial Plan i The County was very fortunate to have a prime location for their exhibit at the main entrance. Our initial design called for three (3) tents. These tents would be positioned in a "U" shaped pattern to form a central court yard in the middle. Tent # 1 would be for the "Municipal Showcase" which would feature displays by the Local Municipalities including the Separated Town as well as the County. Tent # 2 would be the "Entertainment Showcase" featuring many of the local entertainers. Tent # 2 would beat the back of the "U' shape. Tent # 3 would feature Business and Industry. The courtyard would be used to draw visitors into the exhibits through attractive landscaping. Final Plan In the final plan of tented city, a main street intersected the County Showcase. The final detailed plan for the exhibitconsisted of four (4) tents (municipal services, heritage, outdoors/agriculture and en[eriainment) with the heritage tent on one side of the street and the municipal services, outdoors/agriculture and emertainment tents on the other side ofthe street. The municipal services tent promoted the services offered in [he county, the towns and townships. This included governance, information technology, economic development, tourism, emergency services, public works, long-term care, health services, and municipal drainage and community services. The outdoors section drew on the expertise of area snowmobile clubs, trappers and others to highlight the beauty of the County as well as our many recreational opportunities in the area. It also displayed aspects of special programs with the County, such as the wild turkey release program. The County's agriculture industry was also featured. Local talent was the highlight of the entertainment tent. On the weekend, the County's youth was a main feature. The large heritage tent featured (Deal museums, artisans, woodworking, First Nations, maple syrup producers, heritage trades, genealogical society, early education in Lanark County: The One Room School House 45 Experience, woolen industry, the story of the basketball, the great ice storm of'9g, to name a few. Resource Requirements Ylanning/Promotion Phase/ May-Sept. 2003 Material Required Dimensions Tent tt I 60 X I60 (Historical) Dimensions Tent#2 60X70 (Gutdoors/Agriculhue) Dimensions Tent # 3 40 X 45 (Entertainment) Dimensions Tent # 4 60 X 70 (Municipal) Volunteer Resources Required Approximately 70 volunteers. Budget (Cash and 1n-Kind) Historical Exhibits Each of the partners in the Lanark County Historical L'xhi6it~received a $450 grant from the County of Ianark to assist with their display. Fund-Raising Activities Each local municipality including the Separated Town made a financial contribution of $1,500 to assist with the cost of the Lanark County Showcase. As part of their sponsorship each municipality received two (2) County Team Golf Shirts (valued at $30.00 each) and tw.o (2) maple trees (valued at $103.00 each) to be planted at either their municipal building or park. The maple trees were considered as a lasting legacy to each of the municipalities for their assistance with the County Showcase during the event. Credifs All Local Municipalities & Separated Town within the Counly of Lanark Lanark County Council & Staff Lanark County Tourism Association Entertainment Committee of Rnra] Expo 2003 Landscape Committee of Rural Expo 2003 Tented City Committee of Rural Expo 2003 Lanark Communications Network Valley Heartland Community Futrtres Development Corporation Lanazk-North Leeds Enterprise Centre Lanazk County Woodworking Club Lanark County Genealogical Society 46 Lanark County Maple Syrup Producers Algonquin College Heritage Program Lanark County Museum Association Lanazk County Ambulance Services Uni[ed Way of Lanark County Leeds, Grenville & Lanark District Health Unit Lanark County Cattleman's Association Dave Arbour Ontario Federation of Snowmobile Clubs Lanark County Seed Growers Association Children's Aid Society of the County of Lanark and the Town of Stniths Falls Penh & District Collegiate Institute Pembroke Armory Museum Mississippi Valley Conservation Authority Tony and Linda Hendricks, Big Ben Park Committee Henry E. Collie Doug & Pat Schoular Drainage Superintendents Association, Chapter VI Universal Accessibility Committee Beckwith Public School 47 Matched opened September22nd Dismantling and [eaz down of displays commenced September 26th at 5:00 PM and was completed on September 27th - _ ~ummarq of Resources • It was decided fairly early in the process that the County would commit S12Q000 towards the County Tent Exhibit. We knew that this~would not be sufficient for the type of production we wished to put on and therefore approached a number of local suppliers for in-kind services (free labour) or materials at cost. We had to ensure that we did not approach the same suppliers as were being utilized by the overall IPM Executive Committee or the other lPM Committees. • Staff resources consisted of the individuate mentioned above, leading up to the Match as welt as staff in the County's sign shop. However a large contingent of volunteers (County staff, County Councillors, family and friends) all came forward as the start date of the IPM appmached to offer additional help. - Once rice IPM was up and running the need for volunteers was.not as great within the display area as it was for , the set ~up and tear down of the displays. Achievements and Successes • There is no doubt, that the County of Orey Exhibit at the 2004 IPM was an excellent showcase for the County, its member municipalities and the non profit groups who participated- The bar has been set very high for the next hosts( '- The County Exhibit Committee involved a group of highly motivated and energetic individuals. who in soma cases were "hand.picked" rather than volunteered to ensure the job would be done well and in a professional manner. After all, it was the Cou^tyfs corporate image that was at risk: The commitment was made by the County and therefore it was recognized by County Councillors and County Departments that these staff would be busy with the IPM and that some of their other duties as County Employees would have to wait. The strong leadership role provided bythe Co-Chairs, provided good direction, inspiration and generally good support for the worts being dons by the various sub-committees. The need to demand and push was sometimes needed as the Coavnittee started to'mn ou[ of gas'. Because the Committee had been working together for sometime, there developed strong kinship, and although you may not have been involved with the entertainment sub-committee through the organization stage, you might be a greeter for the entertainers or found yourself stacking chairs at tics end of the day to help clean up. The coffee and refreshments were always available in the staff trailer located on the Exhibit Site and the end of the day Committee meeting (everyday of the Match) over "the good, the bad and the ugly" events of the day helped set the tone for the following day. ~ .' The Entertainers, the local Municipalities and the non-profit Exhibitors were pleased'with the tent layout, space provided, landscaping, security and overall anangements for set up and take down. Information packages provided to the Exhibitors end Entertainers in advance of the Match, gave them directions and set up time, a parking pass, general infomration on the Match, etc. and this was well received. The Exhibitor space was provided at "no charge" to the groups if they met our list of criteria, the main one being non-profit, the second being no commercial sales allowed. Exhibitor space was clearly marked out in each tent and a number assigned with a~small flag, so Exhibitors could fmd their space: Every Committee member had a cell phone and list of contact numbers so those on Site could be reaebed at any time should a problem arise. There was also a posted sign-out board in the staff trailer so if you were looking for a fellow Committee member you could check the board to see if they were off the County Sitc but somewhere within the IPM grounds. As there were no product sales or fund raising allowed by. the Exhibitors the pedestrian movement through the _ .replays was fairly smooth. There were some free draws and giveaways but this did not seem to impede traffic flow. FINAL REPORT 24 rt' Appendix Two Job Description International Plowing Match & Events Coordinator Title: International Plowing Match & Events Coordinator Status: Full-time -Contract Department: Community & Cultural Services /Economic Development & Tourism Services Reports To: Deputy Director of Community & Cultural Services SUMMARY OF POSITION: Reporting to the Deputy Directory of Community & Cultural Services, the International Plowing Match & Events Coordinator is responsible for coordinating the development of the County exhibit at the 2010 International Plowing Match (IPM) as well as other departmental events that may arise in the course of planning for the IPM. WORK PERFORMED: 1. Acts as the primary liaison with the International Plowmen's Association, local IPM Executive Committee and Committee Chairs regarding agreements, contracts and deadlines for the 2010 County Exhibit, including attendance at meetings as required; 2. Establishes criteria for participation in the County Exhibit in partnership with County Exhibit Committee for Council's approval; 3. Coordinates the development of ideas and recommendations for the County Exhibit's content in partnership with the County Exhibit Committee; 4. Coordinates booth displays, Toad-in and strike schedules of Exhibit with multiple stakeholders, including lower-tier municipalities, County agencies, partner corporations and volunteers; 5. Coordinates sponsorships and/or'in-kind' gifts to support County Exhibit; 6. Facilitates production of brochures and promotional materials for distribution in County Exhibit; 7. Coordinates and/or participates in displays, events, presentations and advertisements to promote the County Exhibit or County of Elgin in advance of and during IPM; 8. Drafts reports and updates on the County Exhibit's progress for Council's information; 9. Designs and updates IPM sections on County webpage and Count)rs contribution to IPM website; 10. Assist with preparation of agendas, reports and minutes for County Exhibit Committee, involving gathering pertinent information/reports for distribution to Committee members and staff in advance of meetings; 11. Maintains County Exhibit budget by ensuring accurate tracking and recording of expenses related to its development; 12. Oversees design of County Exhibit site plan, including positioning of necessary infrastructure and incorporation of risk management items such as traffic flow and emergency response. 13. Coordinates RFP and contract process for all necessary suppliers such as sound, lights, staging, landscaping etc. 14. On site event execution including communications, supervision of volunteers, adherence of sponsor requirement and signage. 15. Additional duties as assigned by the Deputy Director of Community and Cultural Services, including clerical and office support as required. QUALIFICATIONS: 1. Post-secondary degree or diploma, ideally in marketing, tourism, public relations, agriculture or related course of study. 2. Previous event planning experience. 3. Background and experience in event planning, project management, marketing, and budgeting. 4. Demonstrated experience working in a cooperative team environment involving many internal and external stakeholders, tight deadlines and challenging levels of expectations. 5. Ability to work with multiple stakeholders -community residents, board members, politicians, sponsors, volunteers, etc 6. Demonstrated experience in media relations and web based promotional tools and tactics. 7. Exceptional time management skills, organizational skills and communication skills (both verbal and written). 8. Good creative writing abilities and understanding of graphic design. 9. Excellent computer skills relative to web applications, databases, and spreadsheets (desktop publishing abilities would be an asset). 10. Enjoy working with people, as part of a team and sometimes without supervision. 11. Ability to travel and to work occasional weekends and evenings is mandatory. 12. Valid Ontario drivers license and access to a vehicle is mandatory. ! Elgmt"auni}= REPORT TO COUNTY COUNCIL P/a,asi is G/ 111fJN FROM: Pat Vandevenne Director of Senior Services - Bobier Villa and Elgin Manor Rhonda Roberts Director of Senior Services -Terrace Lodge Brian Masschaele Director of Community and Cultural Services DATE: March 10, 2009 SUBJECT: County of Elgin Donations Policy INTRODUCTION: The County of Elgin is supported in the community by generous donations and bequests. In order to properly acknowledge these donors and their contributions, a donation policy has been developed. DISCUSSION: The proposed donation policy ensures a proper process for donation submissions to the County of Elgin. While the majority of donations are received through the Homes or Libraries, a Corporate policy to address all donations is necessary. The Donations policy also reflects the current report/recording requirements that are followed with respect to tax receipt distribution. CONCLUSION: The County staff is encouraged by the substantial amount of donations received annually as it enhances services and the environment for residents. To ensure proper recognition is given and use of funds occurs, a policy should be in place for the County. RECOMMENDATION: THAT, the County of Elgin policy titled Donations # 12 is Respectfully Submitted Pat Vandevenne Di ~tor f ySe ior,~ i V & EM Chief ~thonda L. Ro erts irector of Senior ~er ' TL Brian Masschaele Director of Community and Cultural Services for Submission El~*mC=ountyr Pmercssi.:4jflxum ADMINISTRATION POLICY & PROCEDURE NUMBER: 12 DEPARTMENT: Admit:istrntion APPROVAL DATE: SUBJECT: Donations REVISION DATE: PURPOSE: To ensure proper process of donation submission to the County of Elgin. PROCEDURE: 1. All monetary donations and bequests related to the County of Elgin will be received and processed tluough the County Financial Services Department. 2. Upon receipt of a donation, the receiving department Clerk will complete a Reserve/Donations form. 3. Unless the donor specifies otherwise, all monetary receipts will be placed in a general donation account fox the specified department. 4. The Department Director, in consultation with department staff, will determine the purpose of all donated funds. Once approved, the Reserve/Donations form is forwarded to Financial Services for proper recording and tax receipt dishibution as appropriate. 6. Tax receipts will be distribution to the donor within a 60 day period of receipt. 7. Reasonable efforts will be made to apply the donation bequest in the manner directed by the donor; however the County of Elgin reserves the right to apply the donation for the general betterment of the residents/pahons to which the donation was intended. Page 1 of 1 E1f;mC_+~unig Pm„nsm:b/llxele REPORT TO COUNTY COUNCIL FROM: Rhonda L. Roberts Director of Senior Services DATE: March 10, 2009 SUBJECT: Terrace Lodge Social Committee Garage Sale The Terrace Lodge Social Committee is a long standing group of volunteer staff who donate their own time to raise funds to purchase items for the benefit of the residents. Through the group's efforts, many items have been purchased which have enhanced the living environment for the residents of the home. DISCUSSION: The Terrace Lodge Social Committee continues to seek ways in which to fund raise in order to purchase special items for the residents. Most recently, the committee has purchased a wall mounted 42" flat panel TV for one of the residents' lounge. By doing so, this provided a more visible screen for the residents and increased lounge space. The committee is in the process of procuring a similar TV for a second lounge. In order to do so plus fundraise for two additional TV's, the committee is seeking council approval to hold a garage sale on Terrace Lodge property. All garage sale items will be donated from staff. The committee is requesting permission to hold a maximum of two garage sales per year. CONCLUSION: The Terrace Lodge Social Committee would like to hold a maximum of two garage sales per year on Terrace Lodge property. The anticipated funds generated from these garage sales will assist the committee in continuing its goal of purchasing special items for the residents' enjoyment. RECOMMENDATION: THAT, Council grants permission to the Terrace Lodge Social Committee to hold a maximum of two garage sales per year on Terrace Lodge property. Re pectfully Sub itt d Ap ved for Submission Rhonda L. Ro erts i~rk G. McDonald Director of Senior Services - TL Chie~'Administrativ ffic CORRESPONDENCE -March 24. 2009 Items for Consideration Mr. Dave Anderson, AECOM, re: quotation for Terms of Reference for final 10 Year Capital Plan (to be included on Friday Fax) CORRESPONDENCE -March 24, 2009 Items for Information (Consent Agenda) Larry J. McCabe, Administrative Officer, Ontario Small Urban Municipalities Section of the Association of Municipalities of Ontario, announcing the OSUM 56th Annual Conference and Trade Show from May 6th to May 8`h, 2009 in the City of Cornwall and a nomination form for the OSUM Executive Committee. (ATTACHED) Hon. Dwight Duncan, Minister of Finance, with copy of correspondence to the Honourable Steve Peters, M.P.P., Elgin-Middlesex-London, regarding the need for a Ontario Police College tactical training facility in Ontario. (ATTACHED) Larry J. McCabe, Secretary-Treasurer 57 West St., Goderich, ON N7A 2K5 Imccabe@goderich.ca I~~ r r; ,, i ?,' (,',:`,, ;~ ~ 2009 March 2, 2009 ~~~I~~~ ~~ ~~~~ ADMitdl~~'~A~IV~ ~E~VIC~~ Dear Head of Council, Members of Council and Municipal Staff, RE: 2009 OSUM Conference & Trade Show Please join us in the City of Cornwall for the OSUM 56`h Annual Conference and Trade Show from May 6`h to May 8`h, 2009. Registration, accommodation and program information has been distributed by the City of Cornwall and general inquiries maybe directed to Manon L. Poirier at 1-613-930-2787, ext. 2316. Cheques for registration fees should be made payable to the Corporation of the City of Cornwall. Additional Conference details can also be provided by Ted Blowes, Conference Co-ordinator at S 19-393-5877 or ted.b~~c uadro.net or by visiting www.amo.on.ca. For those interested in serving on the OSUM Executive Committee, a nomination form is enclosed and will be received by the undersigned until April 17, 2009. The Conference Program has a wide variety of topics and allows for opportunity for delegate participation. There will be 60 Exhibitors in attendance. Please plan on attending the Conference to obtain current information on municipal issues. Yours truly, r -- Larry J. cCabe Administr tive Officer LJM/afl Encl. ONTARIO SMALL URBAN MUNICIPALITIES Section of Association of Municipalities of Ontario 2009 NOMINATION FORM Nomination for OSUM Executive Committee Name of Nominee Representing Municipality of Is the municipality a current member of the Association of Municipalities of Ontario? YES ^ NO ^ (please check one) Title Address Telephone Fax E-mail Background information (municipal service, areas of municipal interest, etc...) Nominees should be aware that OSUM is not responsible for the cost of expenses associated with OSUM activities. Signature ofNominee Signature of Nominator Date Signature of Seconder Please return to OSi7thlAdministrative Officer c% Town of Goderich, 57 West Street, Goderich ON N7A 2%5 until Anril 17, 2009 by 4:00 p.rn. - ~A t, :'l t ! -~, ~ ?: ~ ~ 79yf (~•~~-ili Q J ?Q~9 Gr~lli~ i Y ~~ ELGIN ~°°°a'®ADI!,91NI5TRATIV~ §ERVICE"a' Ontario Ministry of Finance MlnistSre du Finances Office of the Minister Bureau du ministre FE$ 11 1D~9 Mr. Steve Peters, MPP Elgin-Middlesex-London 542 Talbot Street St. Thomas, Ontario N5P iC4 Dear Mrrs: ~j,~,v„-~ 1. 7"' Floor, Frost Building Soulh 7 Queen's Park Crescent Toronto ON M7A 1Y7 Telephone: 416 325-0400 Facsimile: 416 325-0374 7e stage, Edifice Frost sud 7, Queen's Park Crescent Toronto ON M7A 1Y7 Telephone : 416 325-0400 Telecopieur : 416 325-0374 }}~ :~p~r3,'.. Thank you for your letter and the enclosed information package, submitted on behalf of officials with the Ontario Police College, regarding the need for a tactical. training facility in Ontario. Like Ontario families who are reviewing their household finances in the face of these challenging economic times, our government is re-examining its expenditures and making adjustments where necessary, to protect the services that are most important to Ontarians and help Ontario weather the economic storm. Please be assured that the Ontario Police College's funding proposal will be taken under advisement during this period. In the meantime, I have taken the liberty of forwarding a copy of your letter to our colleague the Honourable George Smitherman, Minister of Energy and Infrastructure, as he has lead responsibility for Ontario's capital planning needs. I also note that you have written to our colleague the Honourable Rick Bartolucci, Minister of Community Safety and Correctional Services. As Minister Bartolucci has responsibility for Ontario's policing services, I trust that he, too, will give this matter every consideration. Thank you again for writing. Sincerely, .~--o--- Dwight Duncan Minister c: The Honourable George Smitherman The Honourable Rick Bartolucci CLOSED MEETING AGENDA March 24. 2009 Correspondence: 1) Elgin St. Thomas Public Health - 2009 Budget re: Municipal Act, Section 240.2 (b) personal matters about an identifiable individual including municipal or local board employees. fax cover DATE: 20/03/2009 Send to: Warden Warwick and Elgin County Councillors Attention: Office Location: Fax Number: Call Group #'s From: Mark G. McDonald, Chief Administrative Officer mmcdonald@elgin-county. on.ca Office Location: Administrative Services Phone Number: Ext. 161 Number of Pages, Including Cover: 21 ^ URGENT ^ REPLYASAP ^ PLEASE COMMENT ^ PLEASE REVIEW ^ FORYOUR INFORMATION COMMENTS: Additional Items for Council Agenda of March 24, 2009 Reports of Staff: (attached) Economic Development and Tourism Services Assistant: A Channel: Status Director of Financial Services -Alternative Financing for Infrastructure Projects Construction Technologist, Purchasing Coordinator -Capital Project -Talbot Line Rehabilitation, Southwold Township Contract # 6200-Oti-03 Correspondence -Items for Consideration _ (attached) Mr. Dave Anderson, AECOM, regarding quotation for Terms of Reference for final 10 Year Capital Plan 2. South West LHIN Local Health Integration Network, regarding Board to Board Reference Group -Call for Expression of Interest for Membership THE INFORMATION IN THIS FACSIMILE iS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRIVILEGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. TF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR COPYING OF THIS COMMMUHICATION i5 STRICTLY PROHB3ITED. !F YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR TIIERE ARE ANY PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE COUnty of Elgln 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Canada Phone: 519-631-1460 Fax: 519-633-7661 vnnv.e Igin-couniy.on.ca . ~. , Elgult'atu,c}' REPORT TO COUNTY COUNCIL P%nss~~: 4, NXuru FROM: Kate Burns, Economic Development and Tourism Services Assistant DATE: March 24, 2009 SUBJECT: A Channel: Status INTRODUCTION: In February, CTV, which owns A-Channel Windsor (CHWI) and A Channel Wingham (CKNX) announced they would not be renewing the broadcasting licenses for the two stations at the end of August 2009. This announcement has put into question the status of A-Channel London, in light of their recent cancellation of the A-Morning show. DISCUSSION: CTV executives stated that the reason they must close the two A-Channel stations in Windsor and Wingham was the result of the Canadian Radio- television and Telecommunications Commission (CRTC) decision dated October 30, 2008, "New policies for the Canadian broadcasting system: Preparing for a digital future." There are three (3) decisions that effect over-the-air broadcasters such as A- Channel. They are; Conventional television broadcasters In reviewing the rules thaf affect conventional television broadcasters, the Commission has decided to: i) deny the request for a subscriber fee for the carriage of local conventional television stations, and ii) allow conventional broadcasters to negotiate payments for the retransmission of their signals to other provinces (known as distant signals). The CRTC will also support local programming by increasing to 6 per cent, up from 5 per cent, the contribution broadcasting distribution companies must make to Canadian programming. This increase will amounf to approximately $60 million and will be allocated to a new Local Programming Improvement Fund. C/ The increased contribution represents a monthly average of $0.50 per subscriber. Given the health of the broadcasting distribution industry and the new revenue streams provided by the policies announced today, the CRTC does not expect companies to pass this cost along to their subscribers. Source: CRTC Newsroom Ocf. 30/08 Broadcasters such as Global TV and CTV are over-the-air networks, meaning that their television signals are sent out over the air waves with no fee attached. Cable and satellite companies are able to pick up these signals for free. Over-the-air broadcasters said they "were bleeding revenue to specialty channels and the Internet, and called for afee - a monthly charge of 50 cents per signal and per subscriber -to provide another revenue source in order to meet their regulatory obligations," (Financial Post, Oct 30/08) The above request was denied in the October 30, 2008 report of the CRTC. Whereas CTV will not be renewing the licenses for Wingham and Windsor when they expire August 31, 2009, CTV has chosen to renew the license for A- Channel London for one year, which will go until August 31, 2010. London's station manager Don Mumford in an email indicated that CTVglobemedia intends to apply for a seven year renewal that would then take the station through until 2017, however this is dependant upon CRTC granting over-the-air broadcasters the ability to charge cable and satellite companies a fee for carrying their signal, in addition to granting relief on current license requirements. A hearing is scheduled for April 27, 2009 in Ottawa to review the one year license application. An additional hearing is also expected in the summer to discuss the industry issues surrounding Fee-For-Carriage, appropriate license commitments and the upcoming conversion from analogue to digital over the air transmissions. CONCLUSION: CRTC's recent decisions in regards to fee-for-carriage and the denial of the MyFM's application for a radio frequency in St. Thomas leave Elgin County and area extremely undersenred by various media. In the correspondence from Don Mumford he suggests the most effective way to voice council's concern would be to have a formal submission to the CRTC in support of A London's remaining operational and support of local television in general. The submission is required before the end of March and Mr. Mumford would be pleased to provide details to draft such a letter. RECOMMENDATION: That a letter from County Council be sent to CRTC supporting all local television and media including maintaining A Channel London's current operations. All of which is Respectfully Submitted Kate Economic Development and Tourism Assistant Alan Smith Deputy Director, Community and Cultural Services ~-"~` Brian Masschaele Director, Community and Cultural Services Approve miss i Mark G. eBe~at Chief Administrative Officer Ei~mC'ouc,y= REPORT TO COUNCIL wn„iassbo Gi !exam FROM: Jim Bundschuh -Director of Financial Services DATE: March 18, 2009 SUBJECT: Alternative Financing for Infrastructure Projects INTRODUCTION: The Federal and Provincial Governments are planning to stimulate the economy through infrastructure spending. Municipalities have an opportunity to benefit from this spending provided they have shovel ready projects and financing available to fund the municipal portion of the project. DISCUSSION: The County has identified $10 million in Roads & Bridges projects alone that are shovel ready: Furnival Road Rehabilitation $2,900,000 Calton Line Resurfacing 1,300,000 St. George St. Reconstruction 400,000 Furnival Road Resurfacing 2,500,000 Thames River Bridge Structural Painting 1,750,000 John St. Resurfacing 800.000 Total 9 650 000 Assuming that the cost share split will be one-third each for the Feds, Province and County, the County will need to create a Capital Fund of $3.2 million to finance its portion. This Fund could be repaid over 25 years at an annual cost to the capital budget of $130,000 starting in 2010. The County must decide what the source of funds will be in order to create this Capital Fund. It can be self-financed through liquidating some investments, or financed through a loan from the banks or the Ontario Strategic Infrastructure Financing Authority (OSIFA). In 2004 the Ontario Government created the OSIFA infrastructure renewal loan program to provide low-cost, longer term financing to meet critical municipal infrastructure priorities. OSIFA is based on a proven "pooled financing" concept that combines the infrastructure investment needs of many borrowers into one borrowing pool. OSIFA's financing is a tool that can help municipal borrowers finance their share of a capital project. Currently, a loan from OSIFA carries a rate of 5.7% for a 25 year loan and 4.5% fora 10 year loan. In contrast the Bank of Montreal could arrange senior debt financing for the County at 2.9% for a floating rate and up to 5.2% for a 10 year rate. A mixture of terms (eg. 1 year, 5 year, 10 year) could also be used to lower the average borrowing costs down to 3.5%-4.0% range, however when the shorter term loans are due for refinancing, the rates of the day could well be higher. The costs of borrowing would have an impact on the operating budget. In the case of self-financing, the opportunity cost is the lost revenue on our current investments of approximately $15,000 on every $1.0 million given current rates of return. A 25 year loan would carry an interest charge in the first year of approximately $60,000 for every $1.0 million borrowed. Combine this with the amortized principal repayment, and the annual loan payments would be $75,000 for the 25 year period. CONCLUSION: The identified projects will require completion at some time in the next ten years. Furthermore, infrastructure needs exist beyond Roads and Bridges that could also qualify for grants. Given that the opportunity currently exists to complete projects with two-thirds funding grants, it is in the County's best interest to pull ahead projects if grants are approved. As the County has liquid investment capacity to cover the required investment, the County portion of these projects can be financed most economically through self financing. RECOMMENDATION: THAT the County pursue grants for any identifiable projects that would otherwise require completion within the next ten years; and THAT a Capital Fund be created for the County portion of the funding and; THAT the Capital Fund be self-financed from its short-term investments. All of which is Respectfully Submitted im Bundschuh Director of Financial Services Approv 'on ark G McDo~ta d Chief Administrative Officer o ~oPa'O^ ~+~~ ~ O ~R~O REPORT TO COUNTY COUNCIL FROM: Meredith Goodwin, Construction Technologist Sonia Beavers, Purchasing Coordinator DATE: March 19, 2009 SUBJECT: Capital Project -Talbot Line Rehabilitation, Southwold Township Contract # 6200-06-03 Introduction As part of the Capital Budget, Requests for Tenders were issued as per the County's Purchasing Policy and sealed bids were received until Thursday, March 19, 2009 for the supply of all labour, equipment and materials for the Rehabilitation of Talbot Line, (also known as County Road # 3) from Sunset Road to the Iona Road in the Municipality of Southwold Township. The length of the project is 17.1 km. Discussion /Conclusion Formal Tenders were retained and bids were received as follows: Com an eid includin taxes J-AAR Excavatin Limited $ 2,901 112.25 Birnam Excavatin 2 997 530.32 EI in Construction $ 3,055 473.33 Hen He ink Construction $ 3,234,525.00 J-AAR Excavating Limited submitted the lowest bid for the rehabilitation of Talbot Line, County Road # 3, (Southwold Township) at a total price of $2,901,112.25. The total bid price includes taxes and a, $120,000 contingency. The bid includes all labour, material and equipment required to complete the project as specified in the Tender Document. This project forms part of the Talbot Line Rehabilitation project scheduled over a four year period and to be completed in 2010. A reserve has been established utilizing the Move Ontario Provincial Grant and Federal Gas Tax Revenue to fund this project. The draft budget will be adjusted to reflect the lowest bid. (./ Recommendation THAT 7-AAR Excavating Limited be selected for the supply of all labour, material and equipment required for the Rehabilitation of Talbot Line (Southwold Township) at the quoted price of $2,901,112.25 (including taxes); and THAT the Warden and Chief Administrative Officer be directed and authorized to enter into an agreement with J-AAR Excavating Limited to complete the Rehabilitation of Talbot Line, County Road # 3, from Sunset Road to Iona Road, -Contract # 6200-06- 03. All chi spectfully submitted, Mere i Goodwin Construction Technologist App or submissio Mark G. McDonald Chief Administrative Officer Sonia Beavers Purchasing Coordinator ~--- m Bundschuh Director of Financial Services AECOM AECOM 702 -101 Fretlerick Street, Floor 7, The Galleria, Kitchener, ON, Canada N2H 6R2 T 519.570.4886 F 519.670.3379 www.aecom.com 16 March 2009 Peter Dutchak, CET, CRS Deputy Director of Engineering Services County of Elgin 450 Sunset Drive, St. Thomas, Ontario N5R 5V1 Canada Dear Mr. Dutchak: Re: County of Elgin 10 Year Capital Plan Project Number: 109549 In response to your Terms of Reference received March 13, 2009, we are pleased to provide a proposal for the County of Elgin 10 Year Capital Plan. AECOM has just completed the 2008 Road Needs Study and has the knowledge and understanding of the Elgin County road system required to develop a 10 year capital plan for road related assets. Scope of Services 1. AECOM will prepare a 10 year capital plan that will integrate those needs identified in the roads needs study with a list of projects which typically would not be included in the scope of work normally associated with a road needs study, which will be will be identified by the County. 2. The Final 10 Year Capital Plan will be produced as a separate document but will be an appendix or addendum to the 2008 Capital Needs Study prepared by AECOM. The 10 Year Capital Forecast will be prepared for the years of 2010 to 2019. 3. The 10 Year Capital Plan will be a comprehensive report that clearly outlines and prioritizes each specific project and provides estimated costs and target timelines. 4. The plan will utilize an annual capital allocation of $4.1 million plus 3% increased annually and incorporate the estimated costs included in the road needs study and/or those costs provided by Elgin County staff. Deliverables 1. AECOM will provide a draft report to Elgin County staff in PDF format. 2. AECOM will provide 30 bound copies of the final report, including color maps. The 10 Year program will be presented in the report by year and include the road section number, the road name, description of work, location, length, municipality and estimated cost. 3. The Report will be presented to Elgin County Council. ~o~~~o~E~~,oYearouna~ar~a,ar~ /~ AECOM Page 2 County of Elgin 16 March 2009 draft for discussion In order to deliver the foregoing TSH will require additional information from the Municipality such as: • The assistance of the Public Works staff to attend progress meetings during the project. • A listing of either recently constructed or reconstructed roads since the last update and proposed 2009 program. • Capital Budget information • A detailed list of projects and estimated costs that are not identified in the Road Needs Study for the 10 year timetable for inclusion in the 10 Year Capital Plan. Schedule - ~. - Provision of Additional Project List by County Week of March 30, 2009 (Excel format) Progress Meeting Draft Report Meeting to Review Draft Report Progress Meeting Final Report Presentation to Elgin County Council Week of June 1, 2009 By June 26, 2009 Week of July 1, 2009 Week of July 27, 2009 By September 11, 2009 By September 25, 2009 Personnel The following key personnel are proposed for the work: Ian Roger, P. Eng. is the Program Manager for asset management in the AECOM Whitby office. Ian has over 19 years experience in municipal government at the senior level. His range of experience includes public works operations, various engineering studies, capital construction programs, sewer and water operations, fleet maintenance, public transit operation, building maintenance, parks and recreation planning and maintenance, and brownfields remediation projects. David Anderson, CET is a Project Manager in the AECOM Frederick Street office with over 30 years experience in the municipal field. Dave began his municipal career in surveys and inspection and advanced to spend 20 years at the senior manager or department head level. Work experience includes municipalities at the upper tier, lower tier and single tier levels responsible for all infrastructure types and road systems of up to 1425 centreline kilometres, including 15 years in the Haldimand-Norfolk area. His range of experience includes public works engineering and operations, engineering studies for all types of infrastructure including Class Environmental Assessments, Master Plans, Roads Needs Studies, and capital planning and program implementation. ~o~,.„o~Eff~,o~e~~,~P,~~ ~ I AECOM Page3 draft for discussion Counly of Elgin 16 March 2009 Mr. Anderson has also made a number of presentations at various conferences, workshops and seminars on Asset Management. Additionally, he has been involved with OGRA's Municipal Infrastructure Training Bituminous Technology Course and the Guelph Road School for over 10 years. Andrew Murray B.A. (Hons.) (Geography) is a GIS Technologist in AECOM's Whitby office. Andrew has experience applying GIS, database and infrastructure modeling technology to support a wide variety of asset management and planning activities. He is experienced in the use of a number of software packages including ESRI's ArcGIS desktop suite, Mapinfo Professional, MS SQL Server, MS Access, MS Excel, and Worktech Asset Manager; and he is well versed in the concepts of relational database design, data management, cartography, and data analysis. Andrew has participated in infrastructure inventory, condition assessment and management projects. His primary role in these projects has been: GIS dataset development, cartographic map preparation as well as the design and execution of GIS-based analysis and models. Recently completed and current projects include an inventory of water, storm and sanitary infrastructure for the Municipality of Trent HiIIs, a road needs study for the County of Elgin, and the PSAB valuation of storm infrastructure in Brock Township. Commercial Terms We propose to perform the services on acost-reimbursable basis. The estimated cost for this work is: $24,640. Our proposal is valid for your acceptance for 30 days, after which time a review of the terms and conditions offered may be required. Appendix 1 of this letter proposal includes a confidential breakdown of tasks and fees for the proposed work. Thank you for considering AECOM for this work. Please call me at 519 570 4274 or the email at the address listed below if you have any questions. Disposition of 2008 Road Needs Study Project Account Aecom staff has reviewed the status of the Elgin County Road Needs Study Project account with findings as follows; Project Budget of 2008 Road Needs Study $121,915.50 Expenditures to date and estimated Expenditures to complete $100,000.00 Under-Expenditure $ 21,915.50 This status would allow two options how to deal with the additional work, as follows. ~o~~~a~~~,o~ear~,~P~,~ I AECOM /~ Page 4 Couniy of Elgin 76 March 2009 draftfor discussion 1. The additional work could be a separate project and dealt with as a stand-alone project budget. 2. The Road Needs Study could have the 10 Year Capital Plan added as an additional task and have the budget adjusted to $126,000. This would provide for the additional work and a contingency allowance for the work remaining on the Road Needs Study. Please contact the undersigned if further discussion is required. Sincerely, AECOM Canada Ltd. ~~~~~ David Anderson, CET Project Manager, Asset Management Dave. antlers on @aeco m.co m DA:da Encl. cc: Ian Roger, Tom Montgomery AECOM Cowty o~ Effn 1g Vear Cap~al Program AECOM AECOM 702 -101 Frederick Street, Floor 7, The Galleda, Kitchener, ON, Canada N2H 6R2 T 519.570.4886 F 519.570.3379 ~»»v.aecom.wm Disclaimer ©2009 AECOM Canada Ltd. All Righis Reserved. THIS DOCUMENTATION IS SUPPLIED TO THE COUNTY OF ELGIN BY THE AECOM AND CONSTITUTES CONFIDENTIAL TRADE SECRETS, OR COMMERCIAL, FINANCIAL, SCIENTIFIC, OR TECHNICAL INFORMATION. TWIS DOCUMENTATION IS SUBMITTED TO THE COUNTY OF ELGIN IN CONFIDENCE. IT HAS SIGNIFICANT ECONOMIC VALUE TO AECOM AND ITS DISCLOSURE, WITHOUT THE EXPRESS CONSENT OF AECOM, COULD REASONABLY BE EXPECTED TO LEAD TO SIGNIFICANT AND UNDUE FINANCIAL AND OTHER HARM TO AECOM, INCLUDING HARM TO AECOM'S COMPETITIVE AND NEGOTIATING POSITIONS, AND UNDUE FINANCIAL GAIN TO ONE OR MORE THIRD PARTIES. AECOM Court' of FJgn 1o Vear Czpizl Program ~~ Terms of Reference for Final 10 Year Capital Plan Objective To develop, in conjunction with designated staff at the County of Elgin, a 10 year capital needs program that incorporates that results of the "2008 Capital Needs Study" and all other specific infrastructure priorities identified by the County of Elgin. Scope of Work 1. AECOM will "dovetail" and unite a list of specific road infrastructure priorities provided by Elgin County staff with the needs identified in the 2008 Capital Needs Study to develop a complete capital plan for Elgin's road network. 2. The Final 10 Year Capital Plan will be an appendix to the 2008 Capital Needs Study completed by AECOM and be prepared for the years of 2010 to 2020. 3. The 10 Year Capital Plan will be a comprehensive report that clearly outlines and prioritizes each specific project and provides estimated costs and target timelines. 4. The plan will utilize an annual capital allocation of $4.1 million plus 3% increased annually. 5. In an effort to contain costs, County of Elgin staff will provide a detailed list of projects over the 10 year timetable for consideration by AECOM. Deliverables 1. AECOM will provide a draft report to Elgin County staff by no later than June 26tH 2009. 2. AECOM will provide 30 bound copies of the final report and present the results to Elgin County Council by no later than September 25tH, 2009. 3. The report will include colour road maps identifying the proposed projects each year and a summary 1 to 5 year and 6 to 10 year map (12 maps in total). 4. The format of the plan will list each year's projects on one page and include the road number, name, description of work, location, length, municipality and estimated cost. It will then reference the map that shows the same information graphically. AECOM will supply a lump sum price to provide these services and deliverables complete, including but not limited to: meetings with Elgin County staff, presentation to County Council and all hard copy deliverables. ~s" Terms of Reference South West LHIN Board to Board Reference Group March 2009 South West LHIN Board to Board Reference Group Page 1 oF4 Terms of Reference C~ South Wesl LHIN Board to Boartl Reference Group Draft Version: 0.1 Terms of Reference 1. Background/Context The South West LHIN recently confirmed the following Mission Statement: The South West LHIN brings people and organizations together to build a health care system that balances access, quality and sustainability. In keeping with our commitment to work in partnership, the South West LHIN Board of Directors is committed to building effective working relationships with Health Service Provider governing bodies to collectively advance the health system goals identified for the South West LHIN and to ensure ongoing support for a high quality, accessible and sustainable system of health care services within our LHIN. The South West LHIN is devoted to our core set of values and believes that these values are also of importance to all Health Service Providers and health care partners within the South West. South West LHIN Values: Compassion - °We appreciate that our actions have real implications for people and communities" Courage - °We will make difficult decisions and challenge the status quo when required" Evidence-informed - "Our decisions will be guided by the best available information" Innovation - °We will encourage and support new thinking and the sharing of new knowledge" Integrity - °We will act in a fair, consistent and unbiased manner' Trust and Respect - °We believe in mutual trust and respect" In keeping with our first Integrated Health Service Plan, the South West LHIN is committed to ensuring over time that individuals within our LHIN have access to the right services, at the right time, in the right place, delivered by the right provider. To advance this priority, the South West LHIN recently launched a Health Service Blueprint project. The Health Service Blueprint will provide a current state assessment of our health care system including an inventory of the health services (both hospital and community based) currently available at various levels (local, geographic or sub-LHIN, LHIN-wide and provincial) within our LHIN. Building on the work of our Priority Action Teams, the Blueprint will have a broad scope that provides a framework for the future identification of the most effective configuration of hospital and community-based health services within the larger context of health. The Blueprint will provide the foundation for future decisions of the LHIN and will be created in partnership with South West Health Service Providers and other key partners. To ensure proactive consideration of governance related issues associated with the Blueprint, the South West LHIN Board is establishing a Board to Board Reference Group comprised of Directors from across the health care system and geography of the South West. Soulh West LHIN Board to Board Reference Group Page 2 of 4 Terms of Reference Soudt West LHIN Board to Board Reference Group nrart Version: D.1 Terms of Reference 2. Mandate 2.1. Role of the South West LHIN Board to Board Reference Group The South West LHIN Board to Board Reference Group (GRG) will provide a forum for the discussion of governance matters of interest to the South West LHIN and local Health Service Provider governing bodies related to the development of the Health Service Blueprint. Specific issues that will be considered by the Reference Group will include but will not be limited to: • Approaches for engaging health service provider governors and the broader community in the Blueprint process; • Governance perspectives on the current state of health care in the South West; • Governance Implications of the future state models of care considered through the Blueprint process; and Other matters of relevance to health care governors that may arise as the Blueprint initiative progresses. 3. Membership 3.1. Membership The South West LHIN Board to Board Reference Group will include two (2) Board Directors from the South West LHIN and ten to twelve Board members from Health Service Provider organizations across the South West including: - Community Support Services - Mental Health and Addiction Agencies - Community Health Centres - Community Care Access Centre (CCAC) - Hospitals - Long-Term Care Homes The Board to Board Reference Group will be chaired by the South West LHIN Board Chair. A call for `Expressions of Interest` for committee membership will be circulated through all Health Service Provider Board Chairs. A small selection committee comprised of South West LHIN Directors will review expressions of interest and select individuals for participation on the Reference Group. The Selection Committee will seek to select individuals who have demonstrated leadership for health care improvement and a systems view of health care. The Selection Committee will also ensure an appropriate mix of perspectives from across the multiple health care sectors and geography of the South West LHIN. South West LHIN Board to Board Reference Group Terms of Reference Page 3 of 4 ~~ South West LHIN Board to Board Reference Group Draf[ Version: 0.1 Terms of Reference 3.2. Accountability The South West LHIN Board to Board Reference Group is convened by the South West LHIN Board of Directors to provide an opportunity for informed dialogue and discussion with Health Service Provider governors regarding governance matters related to the Health Service Blueprint initiative. 3.3. Individual Roles Individual members will: • Provide input and advice to the Blueprint Project. • Participate fully in the exchange of information and identification of issues of relevance. • Consider ideas and issues raised and provide guidance and input as appropriate. • Consider system level and organizational implications and impacts of issues under consideration. 4. Logistics and Processes 4.1. Role of the Chair The Chair will be responsible for coordinating the development of the meeting agenda and leading the meeting in a way that ensures advancement of the agenda within the timelines allocated for specific agenda items. The Chair will ensure that input is solicited from all reference group members when establishing reference group objectives and meeting agendas. 4.2. Frequency of Meetings The Board to Board Reference Group will meet as required throughout the duration of the Blueprint Project. Soulh West LHIN Board to Board Reference Group Terms of Reference Page 4 of A ~~ 201 Queens Avenue, Suite 700 London, Ontario N6A 1J1 Tel: 519 672-0445 • Fax: 519 672-6562 Toll-free: 1 866 294-5446 www.southwestlhin. on. oa BOARD TO BOARD REFERENCE GROUP Call for Expression of Interest For Membership The South West Local Health Integration Network (CHIN) is forming a Board to Board Reference Group to provide a forum for the discussion of governance matters of interest to the South West CHIN and local Health Service Provider governing bodies related to the development of the Health Service Blueprint. This group will include two (2) Board Directors from the South West CHIN and ten to twelve Board members from Health Service Provider organizations. Expressions of interest for membership for this Group are currently being gathered and will be reviewed by a small selection team comprised of South West CHIN Board Directors. The selection team will seek to select individuals who have demonstrated leadership for health care improvement and a system view of health care. The Selection Team is interested in gathering the following information: Salutation: ^ Dr. ^ Mr. ^ Ms. ^ Mrs First Name: Last Name: Email: Phone No. Organization: Board Role: ^ Chair ^ Vice Chair ^ Secretary ^ Treasurer ^ Other Please describe your governance experience with your current Health Service Provider as well as other Board experiences that you believe are relevant to participation on the Board to Board Reference Group. Please describe the contribution that you anticipate you would make through participation on the South West CHIN Board to Board Reference Group: Please submit your Expression of Interest by Mondav March 23id, 2009 to Sue Davey, Corporate Coordinator Fax: 519-672-6562 or Email: sue.davevCa)Jhins.on.ca 2