April 14, 2009 Agendaa{2Y OPFtc ORDERS OF THE DAY
FOR TUESDAY, APRIL 14. 2009 - 9;00 AM
TARO
PAGE# ORDER
2-4
5-8
9-32
33-37
38-52
53-59
NOTICE:
1st Meeting Called to Order
2nd Adoption of Minutes - March 24, 2009
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATION:
9:00 a.m. John Regan, General Manager, Anne Kenny, Economic
Development Consultant, Elgin Community Futures Development
Corporation, "Who Are We" an update and review of services (attachment)
9:15 a.m. Mary Taylor, Fran Southwick, Ruth Horton, Val Donnell re: Closure
of Vienna Branch Library (attachment)
5th Motion to Move Into "Committee Of The Whole Council"
6th Reports of Council, Outside Boards and Staff
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 BE PROVIDED
April 28, 2009 9:00 A.M. - County Council Meeting
May 12, 2009 9:00 A.M. - County Council Meeting
Presentations to Councils
1. Who we are
Our Mission is to provide human and financial resources to new and
existing businesses in Elgin County and to act as a catalyst for
community economic development in our community.
Elgin Community Futures Development Corporation (ECFDC) is a
community-based non-profit organization funded by Industry Canada
/ FedNor of the Federal Government.
Known as Elgin LEAD since 1986;The corporation was federally
incorporated as Elgin Community Futures Development Corporation
in 1996;
ECFDC had adopted a new public name -will now be known as the
Elgin Business Resource Centre (EBRC), a Community Futures
Development Corporation.
The organization overseen by a Board of 12 Directors who ably
represent the population of Elgin County.
Membership in the Corporation:
(from our by-laws)
17.1 Eligibility for Membership
The following are eligible for membership in the Corporation:
a) The Directors of the Corporation;
b) the Mayor and Senior Administrator, or their designates, of the municipalities of:
St. Thomas, Aylmer, Central Elgin, Bayham, Malahide, Southwold, Dutton-
Dunwich and West Elgin;
c) and any individual, corporation, partnership and other legal entity who is
interested in furthering the objects of the Corporation and whose application for
admission as a member has received the approval of the Board of Directors.
17.2 Each member shall promptly be informed by the Secretary of his admission as
a member.
Only those individuals, corporations or partnerships who have expressed an interest in
membership 30 days or more prior to the Annual General Meeting are entitled to vote
thereat.
EBRC is staffed by 9 business professionals who encourage
entrepreneurship and the pursuit of economic opportunities.
4 Business Counsellors
2 Community Economic Development Consultants
2 Admin staff
1 GM
Location :300 South Edgeware Road, St. Thomas
2. What we do
Business Services
^ Loans -for start up and expansion,
- max $150,000
^ Business Counselling -free to all
^ Self Employment Benefit Program -concept workshops, in
depth business workshops, mentoring, financial support from EI
- EBRC delivers on behalf of MTCU
Note: Business is our Business
- we are members of all 5 Chambers of Commerce throughout
Elgin County
- we are in the process of setting up satellite/itinerant services in
the far ends of the County
Community Economic Development
^ we function as catalysts in communities
- we help make connections, find partners
- provide seed money for projects
- assist with finding funds, funding applications
- promote business, cultural, agricultural, tourism entities
Provide some recent examples.
March 25, 2009
Ms. Mary Taylor
1 King Street
Vienna ON NOJ 1Z0
Dear Ms. Taylor:
I am in receipt of yow letter dated March 23, 2009 expressing your concerns regarding
the pending closure of the Vienna branch of the Elgin County Library. I also thank you
for your phone call of yesterday. As promised, I have included with this letter the full
report that went to County Council which informed their decision and which hopefully
addresses many of your questions and concerns. You will note that the report does
speak to the ability for the public to make delegations to County Council on this
matter and I encourage you take advantage of this opportunity so you can share
your views directly. Should you wish to make such a delegation, please contact the
County's Administrative Services Department at 519-631-1460 x 161.
Regarding your request for information on the number of card holders per branch, you
are quite correct that patrons possess a card that can be used at any branch of the Elgin
County Library so Vienna patrons will not lose their borrowing privileges. However,
patrons are assigned a "home" location and our staff have been briefed on the appropriate
catchment area for each branch in assigning these locations. These figures are an
important statistical tool to assess the relative performance of our branches. For your
information, we currently have 266 registered patrons at Port Burwell, 783 registered
patrons at Bayham and approximately 11,000 registered patrons for the County as a
whole.
I can assure you our staff are currently in the process of assessing operating hours at both
our Port Burwell and Straffordville branches should the branch close. We are
furthermore in the process of determining ways we can reach out to the community to
better promote our services.
County of EIgIn
Community and Cultural Services
450 Sunset Drive
St. Thomas, On N5R 5V1
Phone: 519-631-1460
www.elgincounty.on.ra
-2-
I hope this addresses your questions and concerns and I thank you for your support and
advocacy of library services in the community.
Sincerely,
Brian Masschaele
Director of Community & Cultural Services
BM/cr
Encl.
Cc: Mark McDonald
Municipality of Bayham
OM :TAYIor FAX N0. :5198744585 Mar. 24 2009 11:48RM P1
J ~~4
23. March 2009
Faxed to 519-631-9209
Faxed to 519-$bb-5$84
Community and Cultural Services
Director: Brian Masschaele
ce Municipality of Bayhani Council
Re: Vienna Library. closure
Mary Taylor
1 I{ing St, Vienna
rlor 120
Tel & F'ax:3t9-874-4585
bear Mr. Masschaele
I am requesting that an extension be punted as per the date set for the closing of the Vienna Library.
feel that the criteria used.for the decision to close this particular library should be revisited.
1. In th.e March 18, 2009 issue of the Aylmer Expross it was stated that there are 111 active card
holders for the•Vienna library; Vienna he's a lame number of families of German decent. It is
quite normal for these lovely families to be quite large. In most cases one member of the family
Bold ilia card; and ul5wards of five children may be utilizing this library on that one bard.
2. This type of criteria should not have been in the equation to judge the use of any "one" Iibrary; I
have active library cards with three. different libraries that I have accumulated over my life time;
I now lino in Vienna and 1 visit that pleasant little Tom Ha111ibrary (Vienna) every chance I
~;et; I have no card for Vienna as my Aylmer card and St Thomas card allows me access to any
Elgin County library; had I known that this typo of criteria would be used in determining the
Fate of this library, I would have made sure I had a Vienna card and I am sure there are others
who would have done the same;
3. The Vienna library'was granted eight hours of operation per week; the library is open on
Monday's and Thursdays; the Monday hours are very good for the children as the hours are after
school 4-8; but the Thursday hours from 12-3 are not very useful and should have been
ehau5ed; Xou else must consider the fact that there era holiday weekends tendering Monday a
day and this library was closed; I believe last year there was a total of seven closui library days
for Vienna because Monday (long weekends) was a holiday; tills wb~itd d[stl niklre your
calculation of "sung costs "for the Vaenna library incorrect;
4. Althou{;h I am uncertain about the hours alloted to Port Burwell and Straffordville, I do
however know that they are open on Saturdays which of course would be an asset when ,
determining usage;
5. I have good information that the library in fort Burwell.is mainly used:as an Internet access; I
aan not sayiii~ that one library should be Elosed aiici another left open. I am however, saying
that the Vienna library had no other chance but 4o fail because Vienna was not given the same
playing fiilld'ast rile atller libraixes:
6. 'I would appreciate it if you could provide the same statistics for Port Burwell and Straffordville .
as you have for ~iennai
7, I honestly believe that If Vienna had been given the following, •the results would.ha"ue•l;"een
different;
FROM :TAYlor FAX N0. :5198744585 Mar. 24 2009 11:48AM P2
J
~ r•. .
a) each person using the Vienna library advised to get a card for that library;
b) ~Ilenna given fhe same opportude days to operate as the other two libraries;
c) Vienna given the same dumber' of hours of operation per week;
S. The amount of assistance this library makes to the type of the general population of'Vienna
(Gennan decent adapting to Canadian) is something to be considered and should ba a large part
ofyour decision; it is a definite asset to the school system and at a very low price; The
atmosphere and familiarity of the Vienna. library offers inclusion into the community for
newcomers.
9. It is true that Port Burwell and Straffordviile ]ibraries are less than lOkm from Vienna; it should
also be considered that a) the port Burwell library is "extremely small" and groups of little
people'that visit Vienna on Monday nights for "bingo", story time or video are sizable at times
anti would mean that Straffordville (1 Okm) is the only option. The children doling these
sessions may stay for one hour or more; these parents in Vienna, with other children to care for
at home and chores to, leave their children at the Vienna library and walk back to collect them.
1EIow £ar, and how expensive is the trip to Straffordviile from Vienna when you have to drive fo
drop them off and return again to pick them up. You also have not considered that transportation
is not a given for a lot of people here.
10: Your decision is also being made without considering that this library could be incorporated
into the Edison museum.
11. We have low income families in the south end ofthe Municipality and children with very little
to do; a group of residents from Vienna actually did what I still consider annazing, they raised
money, worked very hard getting f0nding and'~nanaged to place a skateboard park in the village
l`oz the older children to have some~hitlg to da. Nary the coanty wlslles to claw the libtaiy
which is greatly used by the younger children in Vienna.
MARX TAYLOR - VIENNA RESIDENT'
REPORTS OF COUNCIL AND STAFF
APRIL 14. 2009
Staff Reports - (ATTACHED)
10 Court Services Supervisor - POA Streamlining Consultation Paper
12 Purchasing Coordinator- Semi-Annual Information Report- Contract Awards
(July 1, 2008 to December 31, 2008) and Direct Negotiation
Expenditures (Jan. -Dec. 2008)
21 Director of Community and Cultural Services -Appointment of Library Coordinator to
OPLA Council
23 Director of Senior Services -Terrace Lodge -Adult Day Program Renovations
25 Director of Engineering Services -Land Purchase Policy -Revised Rates
28 Director of Financial Services - 2009 Proposed Operating Budget
(Please bring your copy of budget (binder) to the meeting.)
~1~n~C'eta=i~zy REPORT TO COUNCIL
FROM: Leesa Shanley
Court Services Supervisor
DATE: April 14, 2009
SUBJECT: POA Streamlining Consultation Paper
INTRODUCTION:
On January 29, 2009 the Ministry of the Attorney General released a Provincial
Offences Act Streamlining Review Consultation Paper, outlining proposed
amendments to the Provincial Offences Act. The Ministry has invited responses
by April 17, 2009 from Municipalities that will be put into a final set of
recommendations.
DISCUSSION:
In August of 2006 aProvincial-Municipal Working Group was created and is
comprised of representatives of; The Municipal Court Managers' Association of
Ontario, The Prosecutors' Association of Ontario, The Association of
Municipalities of Ontario, The Ministry of Transportation, The Ministry of
Municipal Affairs and Housing, The Ministry of Small Business and Consumer
Services and the Ministry of the Attorney General. The result of this Working
Group is the Streamlining Review Paper.
On February 27, 2009 the Municipal Court Managers Association (MCMA} met
with the Ministry of the Attorney General (MAG). The MCMA is committed to
ensuring that court managers and staff across Ontario municipalities lead the
delivery of court administration service in a way that is responsive to the needs of
individuals in contact with the Court. The MCMA has prepared an in depth
response to the Streamlining Review Paper that addresses the nearly 40
proposed amendments to the Provincial Offences Act (POA) and has submitted
this response to MAG.
The Prosecutors' Association of Ontario and the Association of Municipalities of
Ontario are each preparing their own response; as well various other committees
will each prepare a response. For Council's information, a representative from
the County of Elgin will sit on the MFOA working group to contribute to the
financial recommendations as they relate to the potential to enhance the
collections of the fines which will be brought forth by the MFOA.
One area that has not been addressed relates to the fact that once again Courts
are facing Court closures due to Justice of the Peace shortages. There have not
been any Justices of the Peace appointed anywhere in the Province since the
summer of 2007. Within the West Region alone, two Justices have passed away
and at least one has retired with several more retirements being imminent in
2009 and 2010. In Elgin, one court session was cancelled in February and three
more over July and August will be closed due to Justice of the Peace shortages.
CONCLUSION:
The streamlining process is a very important initiative and a great amount of work
has been done by the working group, with still more work required prior to
implementation of any of the recommendations. The streamlining process will
require legislative reform and will take possibly years before implementation can
occur. It is imperative that more Justice of the Peace be appointed to replace
those that are retiring so that Municipalities can continue to run Courts efficiently
and effectively.
RECOMMENDATION:
THAT the County respond to the Ministry of the Attorney General with an
endorsement of the response submitted by the MCMA; and,
THAT acknowledgement of the work done by the working group thus far be
commended with confirmation that the County looks forward to contributing to the
final set of recommendations when they are released; and
THAT Council endorse the request for the appointment of more Justices of the
Peace.
All of which, is Respectfully Submitted
Cee~s~a Shanley~
Court Services S
Approved f ' sion
Ma k~6:-McDona
Chief Administrative Officer
t~
im Bun schuh
Director of Financial Services
El~ui~~ouney
P 0]itis i^ L/ N3W(~ REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers
Purchasing Coordinator
DATE: March 23, 2009
SUBJECT: Semi-Annual Information Report -Contract Awards
(July 1, 2008 to December 31, 2008) and Direct Negotiation
Expenditures (Jan. -Dec. 2008)
INTRODUCTION:
As per the County of Elgin's Procurement Policy 10.1; " an information report
containing the details relevant to the exercise of delegated authority for all
contracts awarded that exceed $5,000 including amendments and renewals is to
be prepared and reported to Council on a semi-annual basis".
In addition, the County of Elgin's Procurement Policy 3.14 states;
"Any expenditure exceeding $50,000 for a one time purchase or over an annual
basis must be reported to Council".
DISCUSSION/CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to award contracts as follows;
Value Report Status
Greater than No report to Council required if within 10% of the
$5,000 but less approved budget allocation
than $50,000
Greater than No report to Council required if within approved budget
$50,000 but less
than $100,000
However, Council also approved that asemi-annual information report would be
brought forward containing details of the award of contracts including
amendments and renewals. The details of the award of contracts is attached as
Appendix A.
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to purchase goods and services using the Direct Negotiation method.
The Policy states as long as an attempt to purchase the required goods and
services has been made in good faith, the goods or services can be purchased
using the Direct Negotiation method. Purchases made using the Direct
Negotiation method will be reported to Council on an annual basis. In addition,
any expenditure exceeding $50,000 for aone-time purchase or over an annual
basis must be reported to Council. The details of the Direct Negotiation, one time
purchases and purchases exceeding $50,000 over an annual basis is detailed in
Appendix B.
RECOMMENDATION:
THAT the Semi-Annual Information Report -Contract Awards, and Direct
Negotiation Expenditures Report dated July 1, 2008 to December 31, 2008 be
received and filed.
All of which is Respectfully Submitted;
Sonia Beavers
Purchasing Coordinator
im Bun schuh
Director of Financial Services
Approve ar-St~br~is ion by:
Mark G. McDo
Chief Administrative Officer
APPENDIX A
Purchases greater than $5,000
July 1, 2008 to December 31, 2008
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Engineering Capital Purchase of 18 Carrier Sales and $30,747.30
heat um s Service
Engineering Capital Remove and R.A. Barnes $ 8,058.75
install four light Electrical
pole bases and
new li ht oles
Engineering Operational Plumbing Services Ambrose $ 7,792.88
at Terrace Lode Plumbin
Engineering Capital Supply and install DPA Contracting $45,016.49
concrete
walkways at
Terrace Lod e
Engineering Capital Supply and Install Bernardo $ 7,339.50
wall protection at Flooring
EI in Manor
Engineering Capital Architect Services Paul Loreto $19,544.52
Handicap Ramp
Renovations, isr
floor washrooms
Engineering Capital Install new J-AAR $11,865.00
waterline and
roadway to
sewage lant
Engineering Capital Human Resources Bernardo $ 6,751.50
Carpet
Re lacement
Engineering Capital Supply and install G&S $ 6,742.05
kitchen cabinetry Woodworking
in Activation at
Terrace Lodge
Engineering Capital Boulevard Island 180 Design $ 6,750.98
cut down at Center
Highbury and Ron
McNeil Line
APPENDIX A
Purchases greater than $5,000
July 1, 2008 to December 31, 2008
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Engineering Capital Planning Service Kirkness $ 7,088.92
for County Roads Consulting Inc.
Plan and Policies
Engineering Capital Window Phillips Dry $ 5,559.00
Coverings for Goods
Human Resources
Engineering Capital Replace Flooring Flooring Canada $11,643.47
at Bobier Villa
Engineering Capital Repair damages Facca $ 7,983.98
to New Sarum
Brid e
Engineering Capital Erosion repair Birnam $ 5,710.45
work on Sunset
Drive
Engineering Capital Granular A Municipality of $ 6,367.12
Dutton/Dunwich
En ineerin Ca ital Card Access FOB RMB $10,657.71
En ineerin Ca ital Si na a McBain Si na e $ 8,208.66
Engineering Operational Maps Pathfinder Maps $ 7,019.84
Engineering Operational Posts for South Stewart's $ 8,596.94
Park Cemeta Masona
Engineering Capital Wall Tile for Elgin Bernardo Group $ 8,610.00
Manor Limited
Engineering Capital Shoreline Shoreplan $ 5,806.08
Protection Dexter
Line
Engineering Operational Flags -New Logo Simpson $ 6,724.63
S ecialities
En ineerin 0 erational Asbestos Removal G.T. Gardiner 7 854.00
Engineering Capital Carpet Bernardo $ 5,247.90
Replacement
Adm. Buildin
Engineering Capital Supply and install Climate Control $40,845.00
2 boilers at
Terrace Lodge
APPENDIX A
Purchases greaterthan $5,000
July 1, 2008 to December 31, 2008
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Engineering Capital New roof at Flynn Canada $ 6,822.90
Bobier Villa
Financial Capital Purchase of three Ricoh $27,822.49
Services Co iers
Financial Automation Annual Software OLC Ontario $ 7,017.15
Services I.T. Fee OLC with
Lansca es
Financial Operational 3 year term Protek $10,675.65
Services I.T. Su ort Renewal
Financial Operational Consulting Fee Protek $11,300.00
Services I.T. Renewal
Financial Operational Wireless Access Protek $20,681.58
Services I.T. Point
Financial Operational Server CDW $10,501.44
Services I.T.
Financial Operational Laserfiche Protek $ 7,232.00
Services I.T. Su ort
Terrace Lodge Capital Light bulbs and Westburne $ 7,431.59
fixtures Electric
Terrace Lodge MOHLTC High Therapeutic KCI $ 6,000.00
Intensi Needs Mattress
Administration Millrate Reserve Elgin County Road Tottem, Sims, $ 8,331.79
Services Needs Stud Hubicki
Administration Millrate Reserve Elgin County Road Tottem, Sims, $ 8,157.40
Services Needs Stud Hubicki
Administration Millrate Reserve Elgin County Road Tottem, Sims, $ 9,302.11
Services Needs Stud Hubicki
Community and Operational Construct and Woodworking $ 5,719.48
Cultural Services Install Window Sculptor
(museum) cabinets and two
exhibitions
Community and Capital Tradeshow Booth Yfactor $ 9,724.00
Cultural Services and Panels
(Economic
Development)
APPENDIX A
Purchases greaterthan $5,000
]ul~l, 2008 to December 31, 2008
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Community and Capital Tradeshow Booth Yfactor $10,395.00
Cultural Services and Panels
(Economic
Develo ment
Community and Capital Community and Yfactor $38,600.00
Cultural Services Municipal Profiles,
(Economic Presentation
Develo ment Folders
Community and Capital EDCO 2009 Yfactor $11,235.00
Cultural Services Directory Ad
(Economic
Develo ment
Community and Capital Promotional Items Yfactor $19,392.34
Cultural Services
(Economic
Development)
Community and Capital Procurement and Yfactor $ 5,591.25
Cultural Services Design
(Economic Management
Develo ment
Community and Capital Presentation Yfactor $90,410.00
Cultural Services Folders and
(Economic printing
Develo ment
Community and Capital Business Yfactor $ 6,950.00
Cultural Services Attraction
(Economic Package
Develo ment
Community and Capital Economic Yfactor $42,000.00
Cultural Services Development
(Economic Website
Develo ment
Community and Capital Professional Fees Millier, Dickinson, $39,375.00
Cultural Services for Completion of Blais
(Economic Marketing and
Develo ment Brandin Strate
APPENDIX A
Purchases greater than $5,000
July 8, 2007 to December 31, 2008
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Community and Capital Elgin County Yfactor $16,350.00
Cultural Services Website
(Economic
Develo ment
Community and Operational Professional Fees Millier, Dickinson, $26,250.00
Cultural Services Sector Profile and Blais
Agri Business
Sector
Community and Operational Professional Fees Millier, Dickinson, $42,000.00
Cultural Services and expenses Blais
Tourism
Development
Strategy and
Marketin Plan
APPENDIX B
Direct Negotiation, one time purchases and purchases exceeding $50,000 over
an annual basis.
July 1, 2008 to December 31, 2008
Department Budget Purchase Award Bid Price
Allocation (includes
taxes)
Homes Operational Raw Food Sysco $ 619 822
Homes Operational Nursing Supplies Various Suppliers $ 111,353
of Complete
Purchasin
Homes Operational Incontinent SCA and Med Pro $ 93,200
Products Direct
All Departments Operational Office Products Lyreco and Van $ 54,759
for 2008 Pelts
All Buildings Operational Lawn Westelaken $ 59,153
Maintenance for Yardworks, Dave
2008 Chesterfield,
Jims Lawn Care
Engineering Capital Consulting Fees Spriet Assoc. $305,500
Services
Engineering Capital Consulting Fees SPH Engineering $ 55,237
Services
Engineering Capital Consulting Fees Golder $131,007
Services Associates
Community and Operational Books Brodart $120 511
Cultural Services
All Buildin s Ca ital Paintin Klassen $ 78,578
All Buildings Operational HVAC Hitchman $ 81,277
Preventative Chalmers
Maintenance
APPENDIX B
Direct Negotiation, one time purchases and purchases exceeding $50,000 over
an annual basis.
July 1, 2008 to December 31, 2008
Department Budget Purchase Award Bid Price
Allocation (includes
taxes
Administration Operational Cleaning Contract J&A Cleaning $ 75,637
Buildin
All Departments Operational Legal Services Hennessey, $154,642
Gibson and
Ho an
Community and Operational Books Library Bound $130,303
Cultural Services
All Buildings Operational Plumbing Service Ambrose $ 56,787
Plumbin
All Departments Operational Phone/Cable AMTelecom $673,306
Service
Homes Operational Maintenance and Arjo $ 64,237
Purchase of
e ui ment
All De artments 0 erational Heat Pum s Climate Control 117,990
Homes 0 erational Milk Natrel $ 64,062
All De artments 0 erational Heatin Comsatec $192,600
Homes and Adm Operational Soap and Johnson Diversey $ 63,692
Buildin Chemicals
All Buildin s 0 erational Electrical R.A.Barnes $ 64 123
All Departments Operational and Copiers and Ricoh $ 66,892
Ca ital Maintenance
En ineerin Ca ital Consultin SPH En ineerin $ 55 238
Homes 0 erational Trans ortation Vo a eur $ 57,270
F1m„("c
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: March 25, 2009
SUBJECT: Appointment of Library Coordinator to OPLA Council
The Ontario Public Library Association (OPLA) Council currently has a vacancy
for the position of Southwest Regional Councillor. Staff wish to nominate Ms.
Sandi Loponen, Library Coordinator, to this position.
DISCUSSION:
The OPLA Council has requested a nominee from the Elgin County Library to
serve the organization as Southwest Regional Councillor. Staff wish to submit
the name of Sandi Loponen, Library Coordinator, to the position for an initial one-
yearterm with possible renewal for three-year terms thereafter. The council pays
all travel and meal costs associated with the four to six one-day meetings per
year held in Toronto. The library's contribution would therefore be strictly in-kind
through staff time.
Staff fully support the request as such representation is a further sign of the
good-standing that the Elgin County Library has achieved in the province and will
be of great benefit in terms of shaping future library policy, programs and
services. Staff are confident that this appointment can be balanced within the
current duties of the coordinator's position but its impact will be assessed after
the initial one-year term.
The position does not have formal executive authority given that the OPLA is a
division of the Ontario Library Association which appoints a separate Board of
Directors. This recommendation is nevertheless made with the understanding
that the Library Coordinator will maintain the best interests of the Elgin County
Library and/or the County of Elgin as matters arise.
CONCLUSION:
The OPLA has represented the interests of the Elgin County Library well and
staff are pleased to have the opportunity to contribute to its affairs through this
appointment.
RECOMMENDATION:
THAT the Library Coordinator be authorized to serve as Southwest Regional
Councillor on the Ontario Public Library Association Council for an initial one-
year term beginning in June 2009 with possible renewal for additional three-year
terms upon the approval of the Director of Community and Cultural Services.
ian Masschaele Mark G. onald
Director of Community and Chief Administra ive Officer
Cultural Services
);l~lll~ F>Lt 37th'
P,o:~~,r-b,,,:<v« REPORT TO COUNTY COUNCIL
FROM: Rhonda Roberts
Director of Senior Services -Terrace Lodge
DATE: April 6, 2009
SUBJECT: Adult Day Program Renovations
INTRODUCTION:
In April 2008, the Adult Day Program (ADP) began receiving additional funding
through the Aging at Home strategy which resulted in a surplus for the 2008/2009
budget year. This surplus will be utilised to fund renovations to the drop in centre
at Terrace Lodge in order to provide adequate space for ADP.
DISCUSSION:
In 2008/2009 the ADP expanded as a result of the Aging at Home strategy,
providing programming four days per week and two evenings. The ADP
utilises a small room in the lower lever of Terrace Lodge adjacent to the drop in
centre. The drop in centre is used only periodically for meetings and the
occasional special event therefore is underutilised 80% of the time.
The ADP has identified surplus funds for 2008/2009 which will be used to
renovate the drop in centre. These are Ministry of Health funds and there is no
cost to the County of Elgin for these renovations. Renovations include; addition
of a wall, with double doors, to enclose the room, installation of a doorway to gain
direct access to the tub/washroom used specifically for ADP purposes and
painting.
Additionally, the office area, currently utilised by VON, will be used as an ADP
Respite beginning 200912010. Enclosing the drop in centre provides access to
this office area which improves accessibility and security when respite use
occurs. Discussions have occurred with VON concerning this potential move and
a new location for their office within Terrace Lodge has been identified. The ADP
respite, which functions independently from the current respites in the long term
care home, can potentially be operational five nights per week and provide
caregiver relief.
CONCLUSION:
The Adult Day Program, through surplus funds, has the ability to fund
renovations to the current drop in centre at Terrace Lodge. There will be no cost
to the County of Elgin for the planned renovations. These renovations will
enhance the existing space and provide on-going opportunities for ADP growth
through increased access and utilisation.
RECOMMENDATION:
THAT, Council support the renovations to the drop in centre for the Adult Day
Program, and
THAT, the report titled, "Adult Day Program Renovations", be received and filed.
Respectfully Submitted
~~~~~~ ~'
Rhonda Roberts
Director of Senior Services
Appr ored"~Subm ss'on
Mark G.
Chief Administrative Officer
~ Elgint'c~~ ~~1i }r
°`°~'°~~'"°'Y""°`° REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: April 1, 2009
SUBJECT: Land Purchase Policy -Revised Rates
INTRODUCTION:
The County of Elgin completed a review of acquisition rates for land purchase in 2006. To
remain current with .land prices paid for road widening purposes, an updated report
determining current vacant land values in Elgin County has been completed by a certified
appraiser.
DISCUSSION:
Moir Luft Real Estate Appraisal Services Limited, has provided current information on
market values for vacant land in Elgin County.
The sales in the report were analyzed on "sold" prices per unit of comparison. The sold
prices were then used to calculate the mean (is the average of all the sales in the group),
median (is situated in the middle of the group) and mode (is the range that holds the most
number of sales).
All the present categories are divided into three areas: West Elgin !Dutton/Dunwich;
Southwold /Central Elgin and Malahide / Bayham. The land categories are: vacant
agricultural land, vacant residential lots (small and large lots) and commercial /industrial
lots.
For vacant agricultural land prices staff is proposing that all agricultural land be classified
as workable land. This is due to the fact that most agricultural land is or was workable and
consolidating all agricultural land together would make the identification simple.
The vacant lot categories are divided into two groups: small lots (0.004 Ha to 0.405 Ha)
and large lots (over 0.405 Ha). It was felt that the cut off point be 0.405 Ha (1 Acre) due to
rural land sizes being 0.405 Ha. These lands can accommodate services such as wells
and septic systems. Smaller lots sizes (0.004 Ha to 0.405 Ha) are predominately in
developed areas which usually have municipal services, with corresponding higher land
values.
The categories listed are divided into median, mean and mode. Staff is proposing that the
mode be utilized due to the larger amount of information and the quality of statistical
information that it produces. Staff is also recommending the highest price on the mode
(range that holds the most number of sales) so that these rates could be used for several
years.
In order that the land purchase prices remain current and to ensure fair market prices are
maintained, staff will obtain the services of a certified land appraiser to complete a review
every four years. A report will be presented to County Council with adjusted appraised
values every 4 years.
CONCLUSION:
Staff has retained the services of a certified appraiser to update the 2006 appraisal land
prices and recommends new 2009 rates.
In order for the land purchase prices to remain current, staff is recommending that the land
purchase rates be updated as identified by the report and be reviewed by a certified land
appraiser at least once every four years.
RECOMMENDATION:
THAT a certified land appraiser complete a comprehensive review at least once every four
years and staff report to Council on those findings, and;
THAT the County of Elgin purchase property, for road widening at the 2009 rates
described below:
Land Category: Agricultural
Rates: $ per Ha
Municipality 2007 Rates 2009 Rates
West EI in and Dutton/Dunwich $8,600 $9,900
Southwold and Central Elgin $7,400 $7,400
Malahide and Ba ham $12,400 $9,450
Land Category: Vacant Residential Lots (0.004 to 0.405 Ha)
Rates: $ per square meter
Munici alit 2007 Rates 2009 Rates
West Elgin and Dutton/Dunwich $9.00 $19.00
Southwold and Central Elgin $36.00 $24.50
Malahide and Bayham $20.50 $21.50
Land Category: Vacant Residential Lots (0.406 Ha and greater)
Rates: $ per square meter
Municipality 2007 Rates 2009 Rates
West Elgin and Dutton/Dunwich $2.50 $6.00
Southwold and Central Elgin $7.50 $24.50
Malahide and Bayham $2.00 $7.00
Land Category: Industrial and Commercial Sites
Rates: $ per square meter
Municipalit 2007 Rates 2009 Rates
All B A raisal B A raisal
Respectfully Submitted
UVIVV~ rW`~".
Clayton Wafters
Director, Engineering Services
Approved r~atsrrrtssi
Mark
Chief Administrative Officer
r,rn,~c~F,
REPORT TO COUNCIL
FROM: Jim Bundschuh -Director of Financial Services
DATE: April 14th, 2009
SUBJECT: 2009 Proposed Operating Budget
INTRODUCTION:
The 2009 proposed budget is presented to Council with an overall levy increase
of 4.9% predominately explained by increased Social Assistance Costs (4.7%
impact on Levy) in support of the many workers negatively affected by this
economic down turn. This increase will equate to a negligible 0.12% property tax
rate increase.
Despite the fact that operating budgets in all departments are experiencing
inflationary pressure, as well as service level increases, the departments have
more than offset these cost increases with efficiency improvements netting a 1%
reduction or 0.7% on the Levy. These efficiencies includes the savings of
reducing Director level positions from nine to seven, elimination of the Manager
of Administrative Services position, eliminating the Manager of Library Services
position, downsizing Human Resources by half a position, and elimination of the
Ambulance and Emergency Management Coordinator position. The work
performed by these eliminated positions was absorbed by the remaining staff.
Some of these savings were used to fund an incremental 44 hours a week of
ambulance coverage in St. Thomas. Additionally, work continues in the
Economic Development Department, combined with the creation of a Planning
Department, to ensure that Elgin County emerges from this economic down turn
stronger than ever.
DISCUSSION:
Highlights of the budget are as follows:
Line 1 -Taxes (excluding Levy): No net change from 2008. Greenlane
assessment adds approximately $160,000 in additional Payment-In-Lieu revenue
offset by increased potential Write-Off related to same property.
Line 2 -Interest Income: Interest rates are expected to remain at historical lows
throughout the year resulting in reduced return on investments precipitating a
$100,000 reduction in income.
Lines 3&8 -Social Services Costs net of OMPF funding: Up $1.0 million as a
result of the economic downturn's impact. The City has not finalized their budget
as yet. The numbers provided are an estimate only.
Line 9 -Transfer to Reserves/Capital: Up $96,526 or 1.4% well below the target
increase of 5% to keep pace with construction inflation. 2008 Operating Surplus
of $905,830 used to keep increase down while also reserving $166,667 for the
St. Thomas-Elgin Hospital Foundation and adding $450,000 to the Mill Rate
Stabilization Reserve in preparation for the potential reduction of the provincially
funded OMPF grant and expected increased Social Services costs in 2010.
Line18 -Homes: Reduced budget as a result of increased provincial revenue
due to an increased Case Mix Index resulting from continued diligent
documentation combined with efficiencies resulting in a total improvement of
$547,833.
Line 24 -Ambulance: An increase of $178,528 reflecting a wage settlement of
2.5% and an increased level of service for St. Thomas impacting 2009 by
$135,000. The hours for the third ambulance in St. Thomas were increased from
8 hours 5 days a week to 12 hours 7 days a week in the second half of 2008.
Since implementation standby calls have been reduced by 66.4%. These
increases were partially offset by the elimination of the Ambulance and
Emergency Management Coordinator position.
Line 25 -Economic Development, Tourism and Planning: An increase of
$221,284 to continue the work planned within the Economic Development
Department to attract new investment to the County. This includes the first phase
of implementation of the department's comprehensive marketing strategy as
approved by Council in 2008 as well as the first full year of the County's
operation of tourism services. Additionally, a Planning Department is being
established to ensure that when the economy begins its recovery, Elgin County
will be prepared to take advantage of an economic rebound. This budget
assumes a $69,850 contribution toward Tourism.
The levy increase is proposed at $1,065,586 or 4.9% over 2008. Total weighted
assessment has increased 4.9% over 2008 with residential properties equity
increasing 5.25% from 2008. The levy increase equates to a 0.12% increase to
the residential tax rate versus a 5.71% increase in 2008. The Municipal
Treasurers are in agreement that the tax ratios and capping parameters remain
consistent with 2008 in order to avoid transferring tax burden to the residential
properties.
As an example, a residential property experiencing an average assessment
increase of 5.25% with an assessed 2008 value of $200,000 would see an
increase in County taxes as follows:
$190,000 X 2008 tax rate of 0.583075% $ 1,108
`$200,000 X 2009 estimated tax rate of 0.583937% 1,168
Increase in County taxes $ 60 per year
or $ 5 per month
CONCLUSION:
The attached budget reflects an unprecedented level of efficiencies made
throughout the departments to enable the levy increase to be kept to a
reasonable level while supporting delivery of social programs to the vulnerable,
and ensuring that the County is prepared to take advantage of the economic
growth potential that will occur when the global economy comes out of recession.
RECOMMENDATION:
THAT the report titled 2009 Proposed Operating Budget be received and filed;
and
THAT the 2009 Proposed Operating Budget in Attachment I be approved; and
THAT the 2009 Tax Rates and Ratios in Attachment II be approved; and
THAT the 2009 Reserves and Capital Budget dated March 11, 2009 be
approved; and
THAT the 2009 Request for Grants and Loans dated March 1, 2009 be
approved; and
THAT the necessary by-law be prepared.
Respectfully Submitted
6f^-
Jim Bundschuh
Director of Financial Services
Appro u i n
Mark G. c ona
Chief Administrative Officer
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CORRESPONDENCE -April 14. 2009
Items for Consideration
Dennis Travale, Chair, South Central Ontario Region (SCOR) clarifying provisions of
the MOU regarding quorum and voting. (ATTACHED)
A ~flt ~~
~` Y~ 3 ~ i r E_~
P=~;r; ~ ~~~ coos
March 24, 2009
~t~ty~~ ~~ es~ ~i~h~
ADMINISTRATIVE S~RVIGES
Mr. Mark G. McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive,
St. Thomas ON NSR SV 1
Dear Mr. McDonald:
12E: SCOR MOU
Thank you very much for your letter dated March 2, 2009. You had requested clarification of
the provisions of the MOU regarding quorum and voting.
As you have noted, the MOU currently provides for the following:
Decision making will be by consensus. Where, in the opinion of the Chair, a
consensus cannot be reached, there will be a vote. Each County shall have
one (1) vote. (MOU section 3.1.3)
A quorum shall be six (6) members. (MOU section 3.2)
At the time that the MOU was drafted, the requirement for the attendance of at least 6 members
of the Executive Committee (the same is true of the Administrative Committee) was chosen to
ensure that no meeting, discussion or decision could happen without representation from at least
3 of the 5 County partners being present. Since each Committee is made up of a total of 10
members, the attendance of at least 6 members also ensures that a majority of the members are
present to conduct business.
The conduct of business for the two Committees is to be done by consensus. Again, this method
was chosen in order to ensure that the perspective of all members would be taken into account
and that the organization would make decisions that were supportable by all of its members. In
the instance where a consensus cannot be reached, and an official vote is taken, each County
partner gets one vote and using municipal rules, a majority of voting members present carry the
vote. So if a115 members vote, 3 is a majority. A majority for the purposes of official voting is
distinctively different than a quorum for the purposes of being able to convene a meeting. This
is traditionally how consensus decision making works.
Mr. M. McDonald
Page 2
March 24, 2009
How each County determines who votes is entirely up to that County but it is expected that both
members will fully participate in all aspects of the Committee's work. Typically in our
Committee work we have only been voting to adopt minutes and approve expenditures and, to
date, there have been no issues so divisive that we have had to turn to an official vote. In the
unfortunate case where that happens, it is expected that the representatives from each County
will indicate who is exercising the voting right in that instance.
I hope that this has clarified the operation of the current MOU. If you have any questions or
require any further information, please contact me.
Sincerely,
~~~i ~~~~
De T ale, Chair
South Central Ontario Region (SCOR)
DT:HA:mr
cc: SCOR Executive Committee
SCOR Administrative Committee
SCOR -MAILING ADDRESS
200 Broadway, 2"d Floor, Tillsonburg, Ontario N4G 5A7 Canada
Telephone: (519) 842-6428, Ext. 3250 /Fax: (519) 842-9431
Web: www.scorreaion.com IEmail: scorCaZscorregion.com
March 2, 2009
Mr. Dennis Travale, Chair
South Central Ontario Region (SCOR)
c/o County of Norfolk
Main Admin. Building
50 Colborne Street S.
SIMCOE, Ontario
N3Y 4N5
Dear Mr. Travale:
Subject: Clarification of Definition of Quorum
As you are aware, the Memorandum of Understanding (MOU) for the South Central
Ontario Region (SCOR) was designed to "establish the framework for collaboration
between parties". That MOU appears to hold a contradiction in terms of the number of
voting members and the definition of quorum.
Each participating municipality has two elected appointees but only one vote. The ten
member Executive Committee, in essence, has five voting members. Quorum then must
be three members not six as defined in section 3.2 of the MOU, as only voting members
have status.
When agreement on matters is uncontested and decisions are being made on a.
consensus basis, the definition of quorum maybe somewhat moot. However, one of the
primary responsibilities of the Executive Committee is to approve expenditures and there
may be occasions in the future where consensus is difficult to achieve, especially when
projects are being reviewed and approved for funding.
For example, it is possible that a duly constituted meeting is convened and less than six
elected officials attend (however three voting members are present). Will the meeting be
cancelled due to lack of a quorum? Strictly speaking, under this scenario, a quorum of
voting members is present and the meeting is legitimate.
.../2
County of Elgin
Atlminlstratlve Services
450 Sunset Drive
St. Thomas, On N5R 5V1
Phone: 519-631-1460
www.elgln-cou nTy.on.q
Pvogressive by Nature i
Mr. Dennis Travale, Chair
South Central Ontario Region (SCOR) -2- March 2, 2009
Another possible outcome involves a situation where the two elected members may
actually disagree on the disposition of a vote on a project. Which member is then given
the right to vote? In Elgin, one elected official was granted primary voting privileges and
the other was given alternate voting rights (in the absence of the primary voter).
While rare, it is conceivable that the two elected members could cancel the other's vote. In
that case, is quorum six members or three? Is the vote by consensus or by actual vote
count recognizing only one vote per municipality?
Again, it is recognized that these situations may be occasional, however, the intent of the
MOU is to develop a framework for collaboration. Let's ensure that document is
unambiguous, given the likelihood that $15 million of projects is being adjudicated by the
Executive Committee.
The simple answer is to define quorum as three whole members, thereby eliminating any
possibility of confusion, especially when important economic development projects are
being considered across the five geographical areas.
Elgin County Council respectfully requests that the Executive Committee review this matter
with a view to clarifying the definition of quorum in the MOU.
We look forward to your response.
Yours
Chief Administrative Officer.
CORRESPONDENCE -April 14, 2009
Items for Information (Consent Agenda)
Hon. Kathleen Wynne, Minister of Education, acknowledging Council's concerns
regarding community uses of vacant schools. (ATTACHED)
2. Randy Millard, CAO/Clerk, Malahide Township, with resolution of support for the
County's March 2, 2009 correspondence to the Minister of Community and Social
Services concerning the cost of training to implement the new AODA standards.
3. Hon. Madeleine Meilleur, Minister, Ministry of Community and Social Services,
acknowledging Council's concerns regarding the implementation cost of the new
AODA requirements. (ATTACHED)
4. Luiza Moczarski, Public Relations Supervisor, Kettle Creek Conservation Authority,
with copy of their 2008 Annual General Report and 2008 Watershed Report Card.
(AVAILABLE FOR VIEWING IN ADMINISTRATIVE SERVICES)
5. Mary Olde, Director of Administration, The Elgin Military Museum, with thank you for
donation to the Museum Memorial Fund in Charles Phillips name. (ATTACHED)
6. Richard Stephenson, Chair, Assessment Review Board, outlining changes to the
appeals process commencing in 2009. (ATTACHED)
7. Lyle McLean, Chair, Board of Governors, St. Thomas-Elgin General Hospital, with
Summary of STEGH Community Business Leaders Reception held January 27, 2009.
(ATTACHED)
8. Jean Chaput, for Bonfield-East Ferris Disaster Relief Committee, with thank you for
Donation to East Ferris/Bonfield Flood Relief effort. (ATTACHED)
9. Volunteer Application for International Plowing Match Elgin-St. Thomas 2010.
(ATTACHED)
10. Premier Dalton McGuinty, Premier of Ontario, acknowledging Council's concerns
regarding legislation to regulate retirement homes.
11. Donna Ethier, CAO/Clerk, Township of Southwold; acknowledging Council's concerns
regarding Health and Safety legislation issues.
Ministry of Education
Minister
Mowat Block
Queen's Park
Toronto ON M7A 1 L2
Telephone (416) 325-2600
Facsimile (416) 325-2608
MinistPre de ('Education
Ministre
Edifice Mowat
Queen's Park
Toronto ON M7A 1L2
Telephone (416) 325-2600
Telecopieur (416) 325-2608
~~
Ontario
~: r ~,. ~ Fcn'~
March 19, 2009
Mr. Graham Warwick
Warden
County of Elgin
450 Sunset Drive
St. Thomas ON NSR SV 1
Dear Mr. Warwick,
ANMINIS~~~,i IVe S~I~VICF1
Former warden Sylvia Hofhuis wrote to me about a council resolution requesting a change to the
funding formula to recognize community uses of vacant schools or vacant space in schools.
Thank you for the opportunity to respond. My colleague Steve Peters, MPP for
Elgin-Middlesex-London, also forwarded the correspondence to my attention.
I applaud the establishment of partnerships between school boards and municipalities concerning
the community use of schools; this type of cooperation keeps communities vital and alive.
The Pupil.4ccommod'ation Review Guideline released in October 2006 provides an evaluation
framework wherein it is expected that school boards will work with their communities to explore
the best options to provide students with sustainable good places to leatn. The framework
includes a review of the value of a school to the students, the community, the board, and the
local economy.
As you may know, a Declining Enrolment Working Group was established in May 2008 to
provide recommendations on strategies to continue improving student achievement while
addressing the impacts of declining enrolment. As part of its mandate, the working group was
asked to consider the possibilities of cooperative approaches, specifically the sharing of school
facilities with community entities to improve programming or reduce operating costs for school
boards with surplus capacity. I am hopeful that advice from the working group report will help
us continue to work with boards and assist them in making the transition to reduced enrolment.
.../2
-2-
I appreciate the comments and concerns of Elgin County about the use of schools in the
community. The ministry will take these comments into consideration in its continuous review of
education funding policy.
Sincerely,
~~~~~~ "'
Kathleen Wynne
Minister of Education
c: The Honourable Steve Peters
MPP, Elgin-Middlesex-London
87 John Sfreef Soufh,
Aylmeq Ontario N5H 2C3
Telephone: 519-773-5344
Fax: 519-773-5334
www.township, malahide.on.ca
theT®WNSH ~ pof
A proud tradition, a brightfuture.
March 23, 2009.
Honourable Madeleine Meilleur,
Minister of Community and
Social Services,
80 Grosvenor Street,
Hepburn Block, 6th Floor,
Toronto, Ontario.
M7A lE9
Dear Minister:
' ~~_~~.
,,
ti~Af; 2 ~ 2009
COUid~"V' OF ELGIN
ao~INISrAA~IVE s~r~vlc~~
RE: Cost and Implementation Schedule of New AODA Standards.
Malahide Township Council passed the following Resolution on March 19, 2009:
THAT the letter from Elgin County dated March 2, 2009, concerning the cost and
implementation Schedule of the New DADA Standards be supported.
We enclose a copy of the County of Elgin's letter for your convenience.
Yours very truly,
TOWNSHIP OF MALAHIDE
R MILLAR, CAO/CLERK
Copy - County of Elgin V
- MPP Steve Peters.
H:\diana's filesuZandy 2009\Elgin County -DADA Standards mar 23.doc
RANDALL R. MILLARD ~ SUSAN E. WILSON
C.A.O./Clerk Treasurer
trea surerQtownshi p. mala h ide. on.ca
Ministry of Community Minist~re des Services
and Social Services sociaux et communautalres
Ministers Office Bureau de la ministre
Hepburn Block Edifice Hepburn ~~
Ontario
Queen's Park Queen's Park
Toronto ON M7A 1E9 Toronto (Ontario) M7A tE9
Tel.: (416) 325-5225 TAI.: 416 325-5225
Fax: (416) 325-3347 T81~c.: 416 325-3347 r~~a e _
ts~aa-
MAR 2 5 2009 Af'(~ 0 1 lgQ9
NIr. Mark McDonald CQ~~YY ®F C~~~
Chief Administrative Officer A~M~N~STRATiVE 5~~y~~~
County of Elgin
Administrative Services
450 Sunset Drive
St. Thomas, Ontario
NSR SVl
Dear Mr. McDonald:
Thank you for your letter regarding the Accessible Information and Communications Standard
under the Accessibility fw• Ontar'ians with Disabilities Act, 2005 (AODA).
To give businesses and organizations time to implement the requirements of the AODA,
previous standards have included a staggered timetable for complying. The Customer Service
Standard, for example, states that public sector organizations must comply by January 1, 2010
and all other businesses and organizations are required to comply by January 1, 2012. In future,
final accessibility standards, such as the Information and Communications Standard, may also
feature staggered compliance dates.
Additionally, in order to mitigate the financial impacts of making accessibility improvements, the
AODA allows for the integration of accessibility improvements into regular business and fiscal
planning over time. The act does not contain provisions for funding accessibility initiatives, but
rather, allows individual organizations the flexibility to plan for and implement changes within
their planning cycles.
The government is committed to an approach that supports organizations to ensure their success
in meeting the requirements of the standards. That is why my ministry is developing numerous
resources and has partnered with various organizations to assist them in achieving this goal.
Once again, thank you for writing and for your interest in accessibility for all Ontarians.
Sincerely,
~/I ~~i`Z/~C,~it~
Madeleine Meilleur
Minister
~~~
MAR ~ S 2009
44015 Ferguson Line
St. Thomas, ON
NSP 3T3
Tel: 519-631-1270
Fax: 519-631-5026
Member
Municipalities:
Central Elgin
City of London
City of St. Thomas
Middlesex Centre
Thames Centre
Malahide Township
Southwold Township
Membero!
~~
Consecration
ONTARIO
ss ~u~P~o~:,
March 24, 2009
To: Conservation Authorities of Ontario
Conservation Ontario
Fanshawe College
Central Elgin
City of London
City of St. Thomas
Local Libraries
Middlesex Centre
Ministry of Natural Resources, Aylmer
Orrtario Legislative Library
Thames Cenh~e
Township of Malahide
Township of Southwold
University ofWestern Ontario
Watershed MP's and MPP's
COUNTY ®R ELGIN
ADMINISTRATIVE SERVICES
I am pleased to provide you with a copy of the 2008 Annual General
Report for Kettle Creek Conservation Authority.
The 2008 report describes how, through environmental education,
stewardship initiatives, environmental planning and conservation areas
improvements, KCCA is ensuring that the watershed community is
able to realize and appreciate the beauty and value of their local
natural environment.
Please also find enclosed Kettle Creek Source Protection Authority's
Annual Report for 2008 and the 2008 Watershed Report Card for
Kettle Creek Conservation Authority.
Should you have any questions or comments, or would like additional
copies please do not hesitate to contact oru• office at (519) 631-1270.
Sincerely,
(__f ~ ~---._.
Luiza Moczarski
Public Relations Supenvisor
PATROA!• THE SARI. OF F.LG1N
AND KINCARllINH
TELEPHONE (S I9) 6}3-7641
THE ELGllif MILITARY MUSEUM
30 "Talbot Strcet, SL Thomas, Ontario NSP IA3
March 26, 2009 Af'F; 0 1 2009
County of Elgin Council & Staff,
450 Sunset Drive,
St.Thomas, Ontario
N5R 5V1
Dear Sir or Madam:
COUNTY OF CLOIN
A®MINISTRATIU~ ~E~~VIC~~
On behalf of the Members and Executive Committee of the Elgin Military
Museum, I would like to thank you for your generous donation of Seventy Five
dollars to our Museum Memorial Fund. The Museum is grateful for your decision
to honour the memory of Charles Phillips in this way. Because of generous
donations like yourselves Charlie's name will be added to our Memorial Plaque in
the foyer of the museum.
As the Museum moves into the 21St Century following our path of "preserving the
past ... for the future", it is comforting to have the support of generous
benefactors such as yourself. With our recent expansion into the former Elgin
County Pioneer Museum, your support is needed and appreciated more than
ever before and the confidence your support gives provides the drive to
continually improve our operation.
Please find enclosed your Official Receipt for Income Tax Purposes, No. 7116, in
the amount of Seventy Five dollars.
Again, please accept our sincere thanks for your generosity.
Yours truly, '/j'
.; ~~~
• Mary ~ de
Director of Administration
Assessment Review
Board
655Bay Street
15th Floor
Toronto ON M5G 1E5
Telephone: (416) 314-6900
Toll Free: 1-800-263-3237
Fax: (416) 314-3717
Toll Free Fax: 1.877-849-2066
Web Site: vww.arb.gov.on.ca
~a ; a, ~F i~' ~`; ~'
Commission de revision r ~.,:n ~ a ~h s ~ ~~ G~x~
de I'Svaluation fonci~re
655 rue Bay
`" I~p~Z ~ ~ ZoQ9
15
Btage
Toronto ON M5G tE5 aa t~ rr~~ a' '
T~I~phone: (416) 314-6900 CQesIU` I ~ v~ ~LGI~
~ ~ERVIC~S
8
3
3
T~IBcopaeu
r: ~t4/MINI~TR~TIV~
(4
6) 314
371
Sans Frais: 1-877-849-2066
Site Web: www.arb.gov.on.ca
DATE: March 27, 2009
Ortterio
TO: ARB Vice Chairs and Members
ARB Stakeholders -MPAC, Municipalities, Counsel of the Assessment Bar,
Property Tax Representatives
FROM: Richard F. Stephenson, Chair '
RE: Appeals Streaming Strategy-2009 and Beyond
I am writing to provide you with the Board's direction with respect to the expeditious resolutioh
of its caseload for 2009 and beyond.
With the new four-year reassessment cycle, commencing in 2009, there are significant changes
to the appeals process. Residential property appeals require mandatory filing of Requests for
Reconsideration (RfR) with the Municipal Property Assessment Corporation (MPAC) and/or
Program Administrators for Farm, Managed Forest and Conservation Land properties by March
31. For other property types, the deadline to appeal to the ARB is March 31, unless an RfR is
filed. If an RfR is filed, the deadline to appeal to the Assessment Review Board (ARB) is 90
days from the date of MPAC's decision. For third party appeals, where the appellant is not the
property owner, the deadline to file with the ARB is March 31.
The Board continues to case manage its current caseload of approximately 66,000 pre-2009
complaints. Over 70% of the caseload is non-residential matters in pre-hearings.
With the revisions to the ARB's Rules of Practice and Procedure, effective April 1, 2009, the
following guiding principles will be considered for the streaming of the new caseload.
All appeals where a RfR decision has been issued will be scheduled into the Direct
Hearing stream, regardless of value.
Properties with values in excess of $8M will be streamed into the Case Managed stream
in the following municipalities: Cities of Toronto, Ottawa, and cities within York, Peel,
Halton and Durham regions. For all other municipalities, properties valued in excess of
$4M will be streamed into the Case Managed stream. All properties below the noted
thresholds will be streamed into the Direct Hearing stream.
/J i i ...12
7~~~3i~6/
Assessment Revlew Board
Appeals Streaming Strategy-2009 and Beyond
-2-
The. Board will schedule appeals for the 2009 taxation year where there are no
outstanding appeals from the previous years:
The Board will not schedule 2009 appeals with previous year's appeals outstanding for
the same roll number.
The Board will provide 45 to 60 days notice of hearing events, but not less than 14 days
without consent. Hearings on 2009 matters will begin in the summer of 2009.
Panies will not normally be consulted on dates, but the Board on matters in the Case
Managed stream will endeavour to contack parties to coordinate the commencement of
scheduling.
Parties may write td the Board and request to transfer streams for any property. Such
requests must outline the basis for the request, and must be copied to all other parties.
Please refer to the Board's Rules in this regard.
Where practical, the Board will schedule appeals filed by representatives into the same
hearing event.
Thank you for your continued cooperation.
~~~
Richard F. Stephenson
Chair
Attachment: Practice Direction #1-2009 Transition to the Rules effective April 1, 2009
PRACTICE DIRECTION #1 - 2009
TRANSITION TO THE RULES
(Effective April 1, 2009)
The Board's Rules of Practice and Procedure have been substantially revised,
effective April 1, 2009. All appeals for the 2009 and subsequent years will be
scheduled into the Direct Hearing Stream or the Gase Managed Stream in
accordance with the Board's Streaming Strategy - 2009 and Beyond.
In the case of pre-2009 appeals where there have been a number of pre-
hearings, the Board will consider whether such appeals under the new thresholds
should be scheduled for hearings in the Direct Hearing Stream.
Parties and their representatives in such appeals should be prepared to inform
the Board at their next pre-hearing whether they are ready to proceed to a
hearing and their suggested dates for such hearing. If the parties are not ready
for a hearing to be scheduled, the parties will be required to explain to the Board
the reason and to indicate when they will be ready to proceed. If parties believe
that such appeals should remain in the Case Managed Stream, they should
provide reasons to the Board for its consideration.
In appeals where Central Issues have been identified, the parties are directed to
submit a-case management plan to the Board prior to the next scheduled hearing
event.
189 Elm Street,
St. Thomas, Ontario, Canatla N5R 5C4
Tel 519 631-2020 Fax 519 631-1825
March 31, 2009
~tPf? D 1 2009
Mr. Mark McDonald
County of Elgin
450 Sunset Dr.
St. Thomas, ON N5R 5V1
`~~~~
COUNTY OF ELGIN
ADMINISTRATIVE SERVICE
Thank you for attending our Community Business Leaders Reception on January 27,
2009. It proved to be a positive and informative session regarding the role of the
hospital as it relates to our business community.
As discussed, we have summarized the key points from the evening as well as
suggested potential actions (attached). One of the most crucial aspects agreed upon is
that we continue to find ways to collaborate to make the greatest impact for our
community. We plan to develop a "focus group" for discussion and planning input, and
would like to know of your possible participation in such a group. For example, this
group may be part of our capital redevelopment planning process and could be directly
involved in the presentation of plans to MPP Steve Peters, prior to submission to the
Ministry of Health and Long-Term Care.
We also understand the need for developing greater communication with our business
partners. In addition to our website (www.stegh.on.ca), monthly newsletters and inserts
in local newspapers, we plan to keep you informed through email. Should you wish to
be added to our database, please forward your contact information to Cathy Fox,
Communications/Public Relations Specialist at cfox@stegh.on.ca
Despite the economic downturn, we remain optimistic about the future of our
community. Together, we can create strategic plans for positive redevelopment of our
city and county, giving our citizens every opportunity for success. Thank you for your
commitment to this effort.
Sincerely,
~~J
Lyle McLean
Chair, Board of Governors
Our Core Values
Compassion
Respect
Aaountabiliry
Simplicity
STEGH Community Business Leaders Reception
Summary of Meeting
January 27, 2009
Below is a summary of the key themes regarding the economic role of the hospital in the
community.
• Health and Safety Issues -there needs to be ongoing dialogue between businesses and
the health unit to advance a safe and healthy work environment.
• Communication with the Community -need to promote the hospital and its services to
business
• Clarity of Role and Mission -the partners responsible for Long Term Care, Alternate
Level of Care (ALC) and senior's residential care need clarity of role and mission when
looking at the utilization of space available at the hospital.
• Emergency Department -services provided by the emergency department is an
important issue. Wait times and triage process are not clear to all.
• Availability of New Doctors -there is concern about the availability of new Doctors and
how information is provided to the public on is accepting patients.
• Jobs In the Community _The hospital employs more than 700 people resulting in at least
3 to 4 spin off jobs in the community. A high percentage of these employees work and
live in St. Thomas and Elgin County. The hospital may be the most viable business in
town
• Infrastructure Money From Government - A renovation or rebuild of the hospital may
fuel growth and employment in St. Thomas. The hospital has received funding for a
detailed study of the physical plant needs and needs to move forward with the plan to
support mental health beds at STEGH.
What do we need to do?
• Continue to Develop Communication -keep businesses and population informed
• Knowledge-based Workforce -need to embrace aknowledge-based workforce and re-focus
on other industries, high tech business and knowledge-based investment. A successful
hospital can drive these challenges and will have a positive effect on drawing business,
residents and retirees to the community.
• Green Technology -consider the impact of green technology and "green collar" work. A
partnership with energy generation at the hospital is a viable option.
• Communicate the Positive -communicate that industries are hiring and large building
permits are being let. Turn the "bad news" into an advantage when trying to generate
support for the community.
• Empty Space at STEGH -Zook at space opportunity to reduce the pressure of ALC
occupancies, as well as to generate income for the hospital as a landlord.
Page 1
Possible Suggested Actions _
There is a need for not just the hospital but the entire community, county and city to work
together.
• A public industrial/economic strategy for the city.
• Consider business as a partner with the hospital in developing future plans.
• Coordinate with business employers to review their hospital experience, including
providing speakers from the hospital to inform and educate companies, employees and
community groups.
• Hospital to consider broader use of communication technology.
Page 2
F 'R ~~ ~4 Ste""
~~' '`~ S ~:` 3 J S 1{i V'J
r~t~~ ~ ~ zoos
c®ur~,~ ~ ®~ ~L~rN
ARMINI~1'RATIVE SE~VIC~~
°Small ' ,Bi HeatP
CANTON - BONFIELD -TOWNSHIP
CANTON -EAST FERRIS -TOWNSHIP
P.O. BOX 85
365 Highway 531 390 Highway 94
Bonfield, ON. POH lE0 Corbeil, ON. POH 1K0
Dear Mayor and Council
Thank you for your generous support of the East Ferris \ Bonfield Flood Relief effort.
Your heartfelt investment in our community is helping many area families recover from
the disaster. Your generosity helped the East Ferris \ Bonfield Flood Relief Committee
raise approximately $26,000 and for every dollar raised the Province will contribute up to
$2.00.
It is very comforting to know that in times of trouble there are generous Communities
which can be counted onto help in times of trouble.
Through your generosity, we will be able to help families receive assistance for those
basic recovery needs not covered by insurance or other agencies.
Once again thank you for supporting the spirit of our community.
r
Jean Chaput
For Bonfield-East Ferris Disaster Relief Committee
SEPTEMBER 21 to 25, 2010
www.ipm2010.com
VOLUNTEER APPLICATION
(Please print)
PERSONAL INFORMATION
NAME: _
ADDRESS: _
CITY:
POSTAL CODE:
HOME PHONE: ( )
WORK PHONE: ( )
EMAIL:
AGE: (circle) Under 16 16-19 20-29 30-49 50-64 65+
SEX (circle) M F
AVAILABILITY
Events Prior to IPM _ Yes No
During IPM _ I am available anytime during t he IPM
Tuesday, September 21, 2010
Morning _ Afternoon _ Evening
Wednesday, September 22, 20 10
Morning _ Afternoon _ Evening
Thursday, September 23, 2010
_ Morning _ Afternoon _ Evening
Friday, September 24, 2010
Morning _ Afternoon _ Evening
Saturday, September 25, 2010
Morning _ Afternoon _ Evening
AREAS OFINTEREST
1) Circle your areas of interest:
special events, opening/closing ceremonies, security, information booth,
lounge, souvenirs, admissions/gates, parking, wagon tours
No preference......anywhere needed.
2) Do you have any special skills and/or experience in the areas of interest you
have indicated? If so, please list your relevant skills and/or experience.
Skills and/or Experience:
SERVICE CLUB AFFILIATION
1) Are you volunteering with a Service Club? _ Yes _No
2) If yes, which Service Club?
Have you been directly contacted to volunteer by any committee members? If so,
W110 haS COntacted y0U? (Please print name)
SIGNATURE OF VOLUNTEER:
DATE:
Please forward your completed volunteer application to:
Elgin - St. Thomas 2010
International Plowing Match
450 Sunset Drive
St. Thomas, ON N5R 5V1
Fax: (519) 631-6573
Thanks for your interest in volunteering at the
Elgin - St. Thomas 20101nternationa/ Plowing Match!
Office Use -Date Received:
The Premier Le Premier ministre '~
of Ontario de 1'Ontario
Legislative Building Edifice de I'Assemblee legislative
Queen's Park Queen's Park ®~®
Toronto, Ontario Toronto (Ontario) Ontario
M7A tAt M7A tA1
April 1, 2009 ~ .~_„<
AF'R ®6 2009
CGUN`I'Y G~ ~LG{N
ADMINISTRATiV~ SSRVICES
Mr. Mark G. McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Dear Mr. McDonald:
Thank you for your letter of March 26 providing me with a copy of council's resolution
regarding legislation to regulate retirement homes. I appreciate your keeping me
informed of council's activities.
As this issue would also interest the Honourable Aileen Carroll, Minister Responsible for
Seniors, I have sent her a copy of council's resolution. I trust that the minister will also
take council's views into consideration.
Thank you again for the information.
Yours truly,
Dalton McGuinty
Premier
c: The Honourable Aileen Carroll
TOWNSHIP OF SOUTHWOLD
35663 Fingal Line
Fingal, ON NOL 1 KO
OFFICE OF THE CLERK
April 2, 2009
County of Elgin
Administrative Services
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Re: Health and Safety Standards
Dear Warden Warwick:
Phone: (519) 769-2010
Fax: (519) 769-2837
Email: cao@twp.southwo/d.on.ca
A~'R C E ~CD9
e~u~~v ~~ I~~~
ADi~INiS~~ATIVE SE~iVICE~
Thank you for your letter dated March 30, 2009 and attached report regarding Health
and Safety Standards.
The Township of Southwold will respond in writing within 21 days, to received
recommendations regarding Health and Safety issues as per the legislation.
Yours truly,
%l/f'
Donna Ethier
CAO/Clerk
cc. H&S Committee
Staff
~, ~f~ .
CLOSED MEETING AGENDA
April 14, 2009
Correspondence:
1) Elgin St. Thomas Public Health -Lease re: Municipal Act, Section 240.2 (a) the
securify of the property of the municipality or local board (ATTACHED)
2) Staff Direction Regarding aCost-Sharing Arrangement for Tourism Services re:
Municipal Act, Section 240.2 (b) personal matters about an identifiable individual
(VERBAL)