December 11, 2008 Agenda
ORDERS OF THE DA Y
FOR THURSDA Y. DECEMBER 11. 2008 - 9:00 A.M
PAGE # ORDER
Meeting Called to Order
Adoption of Minutes - for the meeting of November 25, 2008
Disclosure of Pecuniary Interest and the General Nature Thereof
Presenting Petitions, Presentations and Delegations
PRESENTATIONS:
12:00 NOON Years of Service Employee Recognition - employees will join
Council for lunch at which time the presentations will be made (list attached)
Motion to Move Into "Committee Of The Whole Council"
Reports of Council, Outside Boards and Staff
Council Correspondence - see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
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
1st
2nd
3rd
4th
2
5th
3-65 6th
7th
66-92
8th
93-101
LUNCH WILL BE PROVIDED
NOTICE:
Christmas Shutdown - All County Departments in the Administration Building will be closed from
12:00 noon on December 24/08 to January 2/098:30 a.m. (Branch Libraries located throughout
the County will close on or about December 23, 2008 at 1:00 P.M. and reopen on January 2,
2009 - contact your local Branch for hours)
January 13, 2009
January 27, 2009
No meeting
9:00 A.M. - County Council Meeting
EMPLOYEE RECOGNITION - DECEMBER 11. 2008 COUNCIL MEETING
ADMINISTRATIVE Mark McDonald 15 years
SERVICES
CULTURAL Cathy Bishop 35 years Main Office
SERVICES Mary Lou McMillan 30 years Dutton
Katherine Corniel 25 years Dutton
Christina Mayhew 25 years Aylmer
Janice Nicholson 25 years Port Stanley
Cheryl Campbell 20 years Aylmer
Carol Robson 20 years Main Office
Lorelei Gloor 15 years Port Stanley
Kelle Tomczyk 10 years Rodney and West Lome
LONG-TERM Linda Pinchak 30 years Terrace Lodge
CARE HOMES Grace Ford 25 years Bobier Villa
Yvonne Gavey 25 years Terrace Lodge
ShannelTaggart 25 years Elgin Manor
Julie Acre 20 years Terrace Lodge
Nancy Cole 20 years Elgin Manor
Robin Fleming 20 years Elgin Manor
Marianne Merks 20 years Bobier Villa
Jacoba Pennings 20 years Bobier Villa
Barbara Pressey 20 years Elgin Manor
Debra Prikken 20 years Elgin Manor
Wanda Teeple 20 years Terrace Lodge
Kim Welch 20 years Bobier Villa
Jeffrey Casey 15 years Elgin Manor
Lois Ashton-Diniz 15 years Terraced Lodge
Kathy Somerville 15 years Terrace Lodge
Vanessa Arseneau 10 years Elgin Manor
Donna Begg 10 years Bobier Villa
Michelle Bowerman 10 years Terrace Lodge
Marisa Brokenshire 10 years Bobier Villa
Karen Chapman 10 years Elgin Manor
Janet Childs 10 years Elgin Manor
Kimberly Deziel 10 years Bobier Villa
Stella Dunn 10 years Terrace Lodge
Laurie Edwards 10 years Bobier Villa
Cecile Erskine 10 years Terrace Lodge
Julie Mcintyre 10 years Bobier Villa
David McDonald 10 years Bobier Villa
Marjorie Smith 10 years Terrace Lodge
Monique Telfer 10 years Terrace Lodge
FINANCIAL Anne Murray 20 years
SERVICES
ENGINEERING Clayton Watters 20 years
SERVICES
INFORMATION Suzanne Edwards 20 years
TECHNOLOGY
REPORTS OF COUNCIL AND STAFF
DECEMBER 11. 2008
Councillors Reports - (ATTACHED)
4 Councillor Hofhuis, Vice Chair - Joint Elgin/Central Elgin 2008-2009 Annual Municipal
Accessibility Plan
Staff Reports - (ATTACHED)
27 Manager of Administrative Services - Council Meeting Schedule for 2009
29 Chief Administrative Officer - Memorandum of Agreement for Road Maintenance Study
and Capital Needs Study
31 Deputy Director of Community and Cultural Services - Tourism Destination Development
and Marketing Plan
34 Deputy Director of Engineering Services, Purchasing Coordinator - Tender Awards - Black
Bridge and Talbot Line (CIREAM)
37 Director of Engineering Services - Third Line - Green Lane Expansion
39 Manager of Information Technologies - Equipment Replacement Plan
60 Director of Senior Services - Terrace Lodge - Terrace Lodge Theft
62 Director of Senior Services - Terrace Lodge - Respite Bed Reduction - Terrace Lodge
64 Director of Human Resources - OMERS "Buy Back of Pension Credit"
3
/
I ElgIn (I
Progressive by Nature
. JOINT ELGIN/CENTRAL ELGIN
2008-2009
ANNUAL MUNICIPAL
ACCESSIBILITY PLAN
Adopted by County Council- December 11, 2008
Adopted by Central Elgin Council - December 08, 2008
,
INDEX
JOINT ELGIN/CENTRAL ELGIN
MUNICIPAL ACCESSIBILITY PLAN (JAAC)
SECTION
PAGE NO.
Executive Summary 1
Mission Statement 1
Aim 2
Objectives 2
Municipal Highlights, Population and Organizational Structure
County of Elgin 2
Municipality of Central Elgin 2
Establishment of Accessibility Working Group 3
Co-Ordinators 3
Members of JAAC 3
County ofElginlMunicipality of Central Elgin Commitment to Accessibility Planning 4
Achievements from October 2006-September 2007 4
Barrier Identification Methodologies 6
Barriers Identified and Status of Elimination 7
Mandatory Accessibility Standards 12
Focus for 2009 13
Review and Monitoring Process 13
Communication of the Plan 13
Recommendations 14
Signature Page 14
Appendix "A" - Mandatory Provincial Accessibility Standards 15
Appendix "B" - County of Elgin 2008 Summary of Barriers Addressed 18
Appendix "C" - Municipality of Central Elgin 2008 Summary of Barriers Addressed 20
Appendix "D" - Joint County of Elgin and Municipality of Central Elgin 2008 Initiatives 20
Appendix "E" - Photographs of Accessible Locations 21
JOINT ELGIN/CENTRAL ELGIN
ANNUAL MUNICIPAL ACCESSIBILITY PLAN
2008-2009
EXECUTIVE SUMMARY
The purpose of the Ontarians with Disabilities Act, 2001 (ODA) is to improve opportunities for
persons with disabilities and to provide for their involvement in the identification, removal and
prevention of barriers to their full participation in life. To this end, the ODA mandates that each
municipality with a population of over 10,000 forms a committee to identify accessibility barriers
with membership composed of a majority of persons with disabilities and to prepare and publish
annual accessibility plans.
An Accessibi/ity for Ontarians with Disabilities Act, 2005 (AODA) became effective June 13, 2005.
In addition to requirements of the ODA, an Accessibility Standards Advisory Council advises the
Province on the process for the development of accessibility standards and the progress made by
Standards Development Committees in developing proposed accessibility standards. Legislation
includes that Ontario is to be barrier-free by the year 2025. Until repealed, the ODA remains in
effect as well.
This is the sixth annual plan prepared by the Elgin/Central Elgin Joint Accessibility Advisory
Committee (JAAC). The report describes: (1) the measures/achievements of the County of Elgin
and the Municipality of Central Elgin (Elgin/Central Elgin) over the past year, and (2) the
measures committed to be taken during the current year (2008-2009), to identify, remove and
prevent barriers to persons with disabilities who use the facilities and services of Elgin/Central
Elgin, including employees, volunteers, visitors, and other members of the community.
This year, Elgin/Central Elgin committed itself to the continual improvement of access to
municipally-owned or leased premises, facilities and services for employees, volunteers, and
visitors with disabilities; the participation of persons with disabilities in the development and
review of its annual accessibility plan; and the provision of quality services to all members with
disabilities within its jurisdictional community.
The accessibility working group, in its first annual plan, identified 70 barriers to persons with
disabilities. The most significant findings were that Elgin/Central Elgin facilities are not fully
wheelchair/mobility/vision/hearing accessible. Over the next several years, budgets need to
include funds to eliminate these barriers. For 2009, the JAAC recommends removing 4 barriers
in Central Elgin and 7 barriers in the County of Elgin, or as legislated by Provincial standards.
MISSION STATEMENT
The JAAC adopted the following as its Mission Statement:
"To identify, remove and prevent barriers to persons with disabilities who use the facilities and
services of the County of Elgin and the Municipality of Central Elgin, including employees,
volunteers, visitors, and all members of our Community."
2
AIM
This report describes: (1) the measures that Elgin/Central Elgin have taken in the past, and
(2) the recommendations from the JAAC for measures to be undertaken by Elgin/Central Elgin
during the year 2008-2009, to identify, remove and prevent barriers to persons with disabilities
who use the facilities and services of Elgin/Central Elgin, including employees, volunteers,
visitors, and other members of the community.
OBJECTIVES
This Plan:
1. Recommends the process by which Elgin/Central Elgin can identify, remove and prevent
barriers to persons with disabilities.
2. Reviews earlier efforts to remove and prevent barriers to persons with disabilities.
3. Lists the facilities, policies, programs, practices, and services that JAAC recommends
Elgin/Central Elgin to review in the coming year to identify barriers to persons with
disabilities.
4. Describes the measures Elgin/Central Elgin should undertake in the coming year to
identify, remove and prevent barriers to persons with disabilities.
5. Describes how Elgin/Central Elgin would make this accessibility plan available to the
public.
MUNICIPAL HIGHLIGHTS. POPULATION AND ORGANIZATIONAL STRUCTURE
COUNTY OF ELGIN
The County of Elgin is situated along the north shore of Lake Erie and encompasses more than
187,966 Ha. with a population of 44,482 citizens (2008 figures from MPAC). The County is an
"upper tier" municipality, which includes seven constituent "lower-tier" municipalities within the
County structure, and one separated City. Each of these has their own separate system of
governance. Corporate headquarters is located at the County Administration Building, 450
Sunset Drive, Sl. Thomas, partway between the City of Sl. Thomas and Port Stanley.
Areas of jurisdiction under the County corporate structure include responsibility for: County
Council directives, by-laws, policies and procedures; protection of County assets and
expenditures; design and construction of the County Road System; administration of Ontario
Court of Justice and Provincial Offences operation; County Libraries (11 branches plus 1 main
office); Museum; Archives; operation of three Long-Term Care Homes; emergency services
(emergency response, 9-1-1, land ambulance, co-ordination of policing contract for 6
municipalities); a regional approach to Economic Development and Tourism Services; Ontario
Works/Social Services (administered through City of Sl. Thomas); protection of County forest
cover; and severing of land.
MUNICIPALITY OF CENTRAL ELGIN
The Municipality of Central Elgin is a progressive, dynamic urban and rural municipality, located
on the shores of Lake Erie in the heart of southwestern Ontario connected by 370 kms. of
municipal roads. The Municipality of Central Elgin encompasses 325 square kms, in area and
has a population of 12,042 citizens (2008 figures from MPAC).
3
The Municipality of Central Elgin is a "lower tier" municipality with its own separate system of
governance within the County of Elgin structure. The Administration Office for the Municipality of
Central Elgin is located at 450 Sunset Drive, North Wing, Sl. Thomas.
Areas of jurisdiction under the Municipality of Central Elgin structure include: Council by-laws,
policies and procedures; protection of Central Elgin assets and expenditures; Strategic
Planning; Building Inspection; By-law Enforcement; Zoning/Committee of Adjustment;
Municipal Roads System; Sanitary Sewer; Storm Sewers and Municipal Drains; Potable Water;
Parks and Recreation; and Solid Waste.
THE ACCESSIBILITY WORKING GROUP
Establishment of the Joint Accessibility Adyisory Committee
In accordance with the ODA legislation, the Councils for the County of Elgin and the Municipality
of Central Elgin formed an optional joint accessibility advisory committee in 2002, known as the
Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC). The Committee is comprised
of five persons representing all geographic areas of the County of Elgin with the majority of
membership being persons with disabilities.
The responsibilities of the JAAC are as follows:
o Identify barriers to persons with disabilities in all facilities, regulations, policies, programs,
practices and services offered by Elgin/Central Elgin.
o List facilities, regulations, policies, programs, practices and services that cause or may
cause barriers to persons with disabilities.
. Identify barriers that are to be removed or prevented in the coming year.
. Describe and recommend how these barriers should be removed or prevented in the
coming year.
. Prepare an annual report on these activities, for approval by the Councils of the County of
Elgin and the Municipality of Central Elgin, and make the plan available to the public.
o Review building plans and make recommendations on accessibility issues.
Co-Ordinators
The Deputy Clerk position for the Municipality of Central Elgin and the Building Sciences
Technologist position for the County of Elgin were appointed by the respective Councils as the
Co-Coordinators of the JAAC to provide administrative support and assistance.
Members of the JAAC
Elgin/Central Elgin appointed the following members to the JAAC
Working Group Municipality/Agency Department Telephone/E-mail
Member
Ms. Jenny Phillips Chair JAAC 519762-2862
iennvnhillinstl9lnolden. net
Ms. Sylvia Hofhuis Vice-Chair - represents JAAC 519782-3541
Elgin and Central Elgin shofhuis13@yahoo.ca
Councils
4
Ms. Donna Baldwin Member JAAC 519 866-3230
Vacant position Member JAAC
Vacant position Member JAAC
Ms. Dianne Wilson Municipality of Central Administration 519631-4860
Elain dwilsonli'ilcentraleln in .orn
Mr. Cole Aicken County of Elgin Engineering 519631-1460 x 4
Services ca icke nfa)e 10 i n-cou ntv. 0 n. ca
ELGIN/CENTRAL ELGIN COMMITMENT TO ACCESSIBILITY PLANNING
The Councils for the County of Elgin and the Municipality of Central Elgin adopted its first
Accessibility Plan on September 23, 2003, and has adopted Annual Accessibility Plans each year
thereafter, to identify and eliminate accessibility barriers to disabled persons. Elgin/Central Elgin
is committed to:
. The continual improvement of access to Elgin/Central Elgin premises, facilities, and
. services for employees, volunteers, visitors, and other members of the community.
. participation of persons with disabilities in the development and review of its annual
accessibility plans.
. provision of quality services to all employees, volunteers, visitors, and other members of
the community.
The Councils of Elgin/Central Elgin authorized the JAAC to prepare annual accessibility plans
that will enable Elgin/Central Elgin to meet these commitments.
ACHIEVEMENTS FROM OCTOBER 2006-SEPTEMBER 2007
. The JAAC prepared the fifth Annual Joint Elgin/Central Elgin Municipal Accessibility Plan,
which was adopted by both Councils.
. Awareness and resolution of accessibility barriers has been promoted throughout the
various departmental staff with the importance of addressing these barriers emphasized.
Departments are budgeting towards elimination of barriers over the next several years.
. The JAAC reviewed site plans for Elgin/Central Elgin and made recommendations to
improve accessibility to the new or renovated facilities. These recommendations were
incorporated into plans for renovations to Terrace Lodge for new HVAC units and fire alarm
upgrade, Elgin Manor gazebo and sidewalks, Administration Building for construction of new
Warden's and Administrative Services offices on the Third Floor and Men's and Women's
washroom renovation on the First Floor.
5
ELGIN
. Administration Building - Men's and Women's washrooms on first floor were reconstructed
for accessibility, 1 barrier free toilet in each; 5'-0" turning radius; barrier free sink
installed; lever hardware; hands-free water taps; automatic toilet flush valves.
. Administration Building - Women's washroom on second floor had an accessible barrier-
free stall added.
. Administration Building - Sit/Stand workstation was purchased for use by any department
. Administration Building - Administrative Services and Warden's Office was relocated to the
3'd Floor - complete renovations for barrier-free access - double entrance doors; wide
hallways and doorways; lowered reception desk area; washroom facilities with lever
hardware, open area under sink, grab bar etc. - open area under kitchen sink, microwave
on movable cart; 5'-0" turning radius in all rooms.
. Bobier Villa - Old Smoking Room was renovated into the new General Store, which
included; accessible cupboards and shelving; and 5'-0" turning radius.
. Elgin Manor - 2m wide exterior walkways with curb cuts and shade structure installed to
accommodate wheeled equipment, emergency safety and outdoor access - replaced
interlock brick with concrete.
. Elgin Manor - Town Square area (front of Building), carpet was replaced with smoother
VCT tile flooring.
. Elgin Manor - Tile flooring was installed throughout the core areas of the building providing
a continuous floor level.
. Terrace Lodge - The front offices were renovated which included widening doors; lever
hardware; new counter lowered for accessibility; chapel door changed to a double door;
new library with a lowered counter.
. Terrace Lodge - Pull stations were added at accessible heights when upgraded to the new
fire alarm system.
. Terrace Lodge - Tuck Shop seating was redesigned to allow for more wheelchair travel;
replaced existing counter with a new lowered barrier free counter.
. Dutton/Dunwich Library - Barrier free circulation desk was installed with lower section and
5'-0" turning radius behind desk.
. West Lorne Library - Reopened after a fire and built to be barrier free. 3'-0" wide doors
complete with automatic door openers. Circulation desk has lower section at 32 11.." high.
. Health Unit - Accessible parking spaces were remarked; lever hardware installed on some
doors; panic bars installed on all interior exit doors.
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CENTRAL ELGIN
. White Station Garage - Water coolers are barrier free and light switches located 1.2m from
the floor.
. Port Stanley Beach - Usage statistics were gathered for future planning purposes.
JOINT INITIATIVES
. AccessElgin Website - JAAC approved proceeding with the design of the AccessElgin
website in conjunction with IT staff from the County of Elgin.
BARRIER IDENTIFICATION METHODOLOGIES
The Working Group used the following barrier identification methodologies:
Methodology Description Status
Promotion and The JAAC will be sending letters to the local
awareness of Chambers of Commerce and BIAS to
accessibility increase their awareness of the new Ongoing
barriers and Accessibility Standards coming out.
JAAC activities
Staff reviewed
accessibility Staff inspected owned premises and identified Ongoing
barriers in all accessibility barriers.
facilities
The JAAC requested establishment of a Design and content of the
website, linked from the County of Elgin website is in the development
homepage. The website would house the stage. The Chair's husband
Accessibility JAAC Minutes, annual Accessibility Plans, has agreed to design the
website. Staff to maintain the
website accessibility information and links to sites of site is to be determined. All
interest to visitors. The site would also act as content is to be reviewed by
a public forum for input into accessibility
issues. the JAAC prior to posting on
the website.
Plans reviewed were
The JAAC reviews renovation/construction renovations to Suite #307,
plans to ensure accessibility barriers are Administrative Building;
Plan Approvals addressed prior to construction Construction of the new
Ambulance Base in Aylmer;
Site plan for ramps, Port
Stan lev Beach.
Five -Year
review of all Staff inspected owned premises and identified Ongoing
County owned accessibility barriers.
buildinas
7
BARRIERS IDENTIFIED
The JAAC identified 70 barriers in 2003. The Councils of Elgin and Central Elgin adopted the
recommendations of the JAAC to begin eliminating these barriers. As well, when new or renewal
Leases are discussed, (e.g. Libraries and vehicles) consideration would be given to eliminate
accessibility barriers as previously identified.
The Barriers were prioritized into categories as follows:
#1 - High Importance - measures to be undertaken to address the barrier as soon as possible
#2 - Medium Importance - measures to be undertaken to address the barrier within the next five
years
#3 - Low Importance - measures to be undertaken to address the barrier when renovations
occur.
The following list contains the barriers completed during 2008 and those remaining:
INFORMA T10N/COMMUNICA TION/POLlCY BARRIERS
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
1 Signage throughout all buildings to Planned but delayed Planned but
be in Braille or routed letters no delayed
higher than 4 feet (1.22 m) from the
floor, and in a standardized location.
Note: Acquisition of signage was
delayed pending possible criteria
for lettering etc. from the new
Provincial standards committees
1 Elevator floor buttons and selection Temporary Braille Temporary Braille
panel to include Braille and be signage installed in signage installed in
positioned no higher than 4 feet Admin. Bldg. and Port Stanley Arena.
(1.22 m) from the floor. Emergency Terrace Lodge. Redesign of interior
telephone to be positioned no higher Redesign of these of elevator in this
than 4 feet (1.22 m) from the floor. elevators and other and other buildings
buildings ongoing ongoing
1 Voice or chime enunciators for floor Planned 2010 - Ongoing
positions to be installed in elevators Admin. Bldg. Other
areas onQoinQ
1 Create website version for persons Resources may be Resources may be
with visual loss available through available through
web browsers web browsers
1 Re-mark suitably sized accessible Ongoing - Admin. Ongoing - Beach
parking spaces and install signage Building(Complete) Area's and Arena
worded to include the fine amount (Completed)
2 Voice or buzzer indicators at traffic To be investigated To be investigated
lights to be installed in built-up, and planned for and planned for
urban areas where pedestrians may 2012 2012
cross the street
8
INFORMATION/COMMUNICATION/POLICY BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
1 Hiring and interviewing policies to Completed Ongoing
include accommodation procedures
for persons with disabilities
2 Human Resources and Health & Policy Manual is Ongoing - is
Safety reading material, policies, available in large available in large
warnings, notices, to be in multi- font. Other formats font
formats. will be provided over
the next few years
2 Fire pull station and extinguishers to Planned 2010 - Under discussion
be lowered to no higher than 4 feet Eng. Serv., Cultural
(1.22 m) from floor Serv., IT. Other
areas ongoing.
2 PC's for public use to be compatible Libraries (except n/a
for Braille translation software. Vienna) installed
Purchase screen readers (e.g. Job Zoom Text
Access With Screen Reading). Magnifier/Reader
Purchase Braille software and program to assist
keyboard (e.g. Dragon Dictate) that patrons with vision
a person uses to dictate information loss. Neo Speech
and it writes it down. Install Braille voice recognition is
embosser and soundtrack on being investigated.
narrative Windows XP has
accessibility options
for users
2 Investigate computers to JAAC concluded JAAC concluded
communicate with persons with front counter staff front counter staff
hearing/vision loss could handle could handle
situations situations
appropriately appropriatelv
PHYSICALlARCHITECTURAL BARRIERS
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
General
1 When new/renewal Leases are Ongoing Ongoing
discussed, consideration to be given
to barriers identified throughout Plan
1 All interior exit doors require panic Ongoing Ongoing
bars
1 I nvestigate book drop off zones for Ongoing n/a
libraries
1 Lower shelving in libraries or ask for Ongoing - Dutton n/a
staff assistance in interim 80% Completed.
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PHYSICAL/ARCHITECTURAL BARRIERS (cant' d.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
General
1 Portion of bars/rods in coat closets Ongoing. Belmont Arena new
and hooks in lockers to be lowered or addition under
purchase hook & rod devices that discussion. Other
hang from existing rods to lower level areas ongoing.
1 Vertical difference in elevation not to Ongoing Ongoing
exceed 12mm Isidewalks)
1 Require extenders on fans and mini Completed Ongoing
blinds to allow for adiusting
1 Disabled parking space(s) to be To be discussed at To be discussed at
identified, signed and promoted for Joint Administrators' Joint Administrators'
buildings, shopping, beach areas meeting meeting
2 Install power operators on exterior 2010 - White Ongoing.
main entrance doors Station Garage.
Other areas ongoing.
2 Power door operator control button Under discussion Under discussion
to be located 3-4 feet (.91-1.22 m)
from doorway to allow for ooening
2 All access ramps and washrooms to Ongoing Ongoing
have minimum turnaround radius of
5 feet 11.52 m)
2 All access ramps to be minimum Under investigation - Ongoing
unobstructed width of 3 feet (.91 m) Admin. Bldg. Other
inside railings areas ongoing.
2 All door widths to be minimum of 3 Ongoing Ongoing
feet (.91 m)
2 All turn-type knobs to be replaced Ongoing Ongoing
with lever stvle
2 Lower section of concession counters n/a Ongoing
2 Paths to be constructed to provide n/a To be considered in
access to plavgrounds/sports fields 2008.
2 Playground equipment to be barrier n/a To be considered in
free or add on barrier free section 2008
3 Mailroom in Administration Building Planned - 2010 Ongoing
to be rebuilt. Mailroom in Central
Elain to be redesianed
3 Installation of non-glarelindirect Grids on lighting Ongoing
lighting in offices and work stations being replaced with
grids that reflect light
downwards.
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PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
General
3 Workstations to be adjustable Sit/stand workstation Being tested
purchased.
3 Curb cuts and sidewalk ramps to be Done during new 15% of existing
included in new construction and construction. curbs & sidewalks
others to be retrofitted to be retrofitted.
Others done during
new construction
3 Water coolers to be barrier free Completed Onaoina
3 Lifts and/or elevators to other floors Ongoing Ongoing
or basements to be installed if
necessary
3 Provide accessible scooter/storage Ongoing n/a
locations in Homes for Seniors and
not-for-profit housing
3 All thresholds to be level with Planned 2012- Ongoing
flooring or entrances Eng. Serv.; Bobier C.A. Bell Medical
Villa; 2010 - White Centre - Completed
Station Garage.
Others onaoing.
3 All light switches to be lowered to no Ongoing White Station
higher than 4 feet (1.22 m) from the Garage - complete.
floor Onaoina for others.
3 Storage of parts and chemicals to Ongoing Ongoing
be moved to an accessible area
3 Should an employee with physical Policy adopted Policy adopted
limitations require the use of a
leased vehicle to perform duties, an
accessible vehicle will be leased
3 Power control panels to be lowered Ongoing - device to Ongoing - device
(access to fuses/breakers) reach switches to reach switches
being investigated being investigated
Kitchens
2 Lower section of counter, provide Planned 2010- Port Stanley Arena
accessible sink and cupboard area, Cultural Services. lower section of
and sufficient space for wheelchair Other areas ongoing counter-alternatives
access in kitchens available for to be reviewed in
public or employee use 2008. Others
onaoina.
3 Microwaves to be at an accessible Ongoing Planned 2008 -
height and placement or purchase Belmont Arena
moveable carts Others ongoing.
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PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
Office
Ergonomics
1 Office furniture to be repositioned to Ongoing Ongoing
allow clear 3' (.91m) access
2 Equipment stands (fax, printer, etc.) Planned - 2010 Ongoing
to be at accessible height or be Libraries. Other
adjustable areas by 2012
2 Reception desks to have lower Planned 2010 - Complete
section or be adjustable Econ. Dev.; Cultural
Services. Other
areas ongoing;
Public Health -
Completed
2 Mailing machines to be at Completed Ongoing
accessible height or adjustable
3 Replacement desks to be adjustable Completed Upon new
and with rounded corners purchase.
3 Computer workstations - desks and Ongoing Ongoing
chairs to be adjustable
3 Photocopiers to have controls at Not available on the Not available on the
accessible height market yet. market yet.
Assistance available Assistance available
upon request. upon request.
3 Filing cabinets to be no higher than Completed Ongoing
4 drawers or purchase revolving
side file cabinets
3 Lower shelving and informational Ongoing Ongoing
material
3 Grates in floor to be level with Ongoing Ongoing
flooring material
3 Lower control buttons for garage Ongoing Ongoing
doors and wash bay
Washrooms
2 Provide barrier free washroom Not necessary to Not necessary to
facilities as per the Ontario Building renovate office renovate office
Code washrooms if washrooms if
accessible accessible
washrooms are washrooms are
available in close available in close
proximity. Ongoing proximity. Ongoing
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PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
3 Showers require a bench, well- n!a Ongoing
anchored grab bars, and handheld
showerheads. All controls to be
within easy reach
TECHNOLOGICAL BARRIERS
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
2 Purchase headsets for computer Funding being Ongoing
access for persons with vision loss pursued for
Libraries. Other
areas onQoinQ
3 Outfit telephones with volume Admin. Bldg. Upon new
controlfflashing light and large telephones have purchase
keypad volume control and
flashing light. Large
keypad phones can
be purchased as
required. Other
areas ongoing
3 Install rotational lighting on fire Ongoing Ongoing
alarm systems
3 Relocate or lower heat thermostats Ongoing Ongoing
no higher than 4 feet (1.22 m) from
the floor
MANDATORY ACCESSIBILITY STANDARDS
The first of a group of Standards, the Customer Service Standard, is now law and comes into force
on January 1, 2008. Information on the Customer Service Standard (see Appendix "An) can be
found at htlp:{{www.mcss.Qov.on.ca!mcss!enq Iish!pilla rs!accessibilitvOntario!accesson business!
customerfindex.htm. Standards for Transportation; Information and Communications; Built
Environment; and Employment will be developed over the next several months. Compliance with
Standards, once legislated, is mandatory and applies to both the public and private sectors.
The County of Elgin and the Municipality of Central Elgin are preparing a policy as required by the
Customer Service Standard for implementation by the end of 2009.
Standards for Transportation; Information and Communication; Built Environment; and
Employment will be developed over the next several months. Compliance with Standards, once
legislated, is mandatory and applies to both the public and private sectors.
13
FOCUS FOR 2009
By-Laws, Policies, Practices, Services to be Reviewed
The JAAC will review various by-laws, policies, practices, and services to determine their effect
on persons with disabilities as follows:
. Design and development of an accessibility website. The domain name AccessElgin.ca has
been reserved and design and development of the website will be undertaken over the next
two or three years.
. Planning, building practices, subdivision policies, and development of a criteria list.
. Disabled parking spaces in core business areas. A survey has been returned by local
municipalities detailing the number and location of municipal parking spaces for persons
with disabilities in their respective municipality.
. Follow up with Elgin and Central Elgin staff to ensure policies and procedures are being
developed to comply with the Mandatory Customer Service Standard.
. Promotion and public awareness.
REVIEW AND MONITORING PROCESS
The JAAC will meet regularly to review progress and staff would be reminded, through personal
contacts or bye-mail, about their roles in implementing the Plan. The ChairNice-Chair will
request to attend a meeting(s) with Senior Management Teams to review the progress of
accessibility barrier elimination.
COMMUNICATION OF THE PLAN
Copies of the plan are to be available at the County of Elgin Administrative Services front counter,
Municipality of Central Elgin front counter, County Libraries, local municipal offices, and on the
County of Elgin and on the Municipality of Central Elgin websites. On request, the report can be
made available on computer disk, or in large print.
The domain name of AccessElgin.ca has been secured and the website will be developed over
the next few years. The website, once in operation, would house JAAC Minutes, annual
Accessibility Plans, accessibility information and links to sites of interest to visitors. The site
would also act as a public forum for input into accessibility issues.
14
RECOMMENDA nONS
THAT the Elgin/Central Elgin Joint Accessibility Advisory Committee recommends to the Council
for the County of Elgin and to the Council for the Municipality of Central Elgin that the following
barriers to persons with disabilities be addressed during 2009:
1. All barriers identified by departmental staff for elimination in 2009, which are detailed on
Pages 7-12 of the Plan, are to be scheduled for completion during 2009, or as legislated by
Provincial Standards, within budgetary limitations; and further,
THAT Elgin and Central Elgin staff work toward development and implementation of processes
and policies to comply with the new Mandatory Accessibility Standards.
f);8~
Donna Baldwin, Committee Member
15
APPENDIX "A"
INFORMATION FROM
MINISTRY OF COMMUNITY AND SOCIAL SERVICES WEBSITE
ON CUSTOMER SERVICE STANDARD
Customer Service Standard Compliance
. Who has to comply with the customer service standard?
. What businesses and organizations have to do to comply?
. When businesses and organizations have to comply and report
. When businesses and organizations don't meet their accessibility obligations
. Helping businesses and organizations meet their accessibility obligations
Ontario's accessible Customer Service Standard is now the law. It comes into force on
January 1, 2008.
Businesses and organizations that provide goods or services to people in Ontario are now
legally required to make their customer services operations accessible to people with
disabilities. This will be done by identifying and removing barriers to customer service in
such areas as operational practices, policies and procedures, communications and staff
training.
The legal requirements of the standard are set out in two Ontario Regulations under the
Accessibility for Ontarians with Disabilities Act, 2005:
. Ontario Regulation 429/07 (Accessibility Standards for Customer Service), and
. Ontario Regulation 430/07 (Exemption from Reporting Requirements).
The regulations will be reviewed in five years (by 2013) to determine whether any of the
requirements should be changed.
The standard is based on the recommendations of the Accessible Customer Service
Standards Development Committee, whose membership included people with disabilities
or their representatives and people from the private, public and non-profit sectors.
It's the first in a series of standards that will help lead to a fully accessible Ontario by 2025.
Who has to comply with the customer service standard?
The standard applies to all businesses and organizations that:
. provide goods or services to the public, and
. have at least one employee.
Businesses and organizations in the following sectors are affected:
. private
. non-profit, and
. public, including provincial and municipal governments, universities, colleges,
hospitals, school boards and public transportation organizations.
16
What businesses and organizations have to do to comply?
Businesses and organizations are required to:
. meet mandatory compliance requirements, and
. file accessibility reports to show that they are meeting the requirements of the
standard.
Specifically, businesses and organizations must:
. establish policies, practices and procedures governing the provision of goods or
services to persons with disabilities, including a policy about the use of assistive
devices.
. use reasonable efforts to ensure that their policies, practices and procedures are
consistent with the following principles:
. the goods or services must be provided in a manner that respects the dignity and
independence of persons with disabilities
. the provision of goods or services to persons with disabilities and others must be
integrated unless an alternate measure is necessary, whether temporarily or on a
permanent basis, to enable a person with a disability to obtain, use or benefit from
the goods or services
. persons with disabilities must be given an opportunity equal to that given to others to
obtain, use and benefit from the goods or services
. communicate with customers with disabilities in a manner that takes into account the
customer's disability (for example, providing a publication in an alternate format, such
as audio or Braille)
. train their customer service staff, volunteers and people responsible for developing the
organization's customer service policies, practices and procedures in the provision of
accessible customer service
. permit customers with disabilities who have support persons or service animals to use
them while accessing goods or services in premises open to the public and, where
admission fees are charged, provide advance notice concerning what admission, if
any, would be charged with respect to a support person
. provide notice when accessibility to services or facilities for customers with disabilities
is temporarily disrupted (for example, posting signs at the entrance of a building to let
customers know that one or more elevators is temporarily out of service)
. establish a process for customers to provide feedback respecting the provision of
customer services to persons with disabilities and for the organization to take action on
complaints.
When businesses and organizations have to comply and report
For purposes of compliance and reporting, the standard divides businesses and
organizations into three categories.
1. designated public sector organizations with one or more employees have to:
. comply with the standard starting January 1, 2010
. file accessibility reports starting in 2010.
Designated public sector organizations include:
. provincial ministries
. designated provincial agencies that provide customer services (for a complete list of
designated provincial agencies, please refer to Schedule 1 of Ontario Regulation
429/07)
17
. Legislative Assembly and its offices
. municipalities
. universities
. colleges of applied arts and technology
. public hospitals
. school boards and public transportation organizations.
2. private sector and non-profit businesses and organizations with 20 or more employees
have to:
. comply with the standard starting January 1,2012
. file accessibility reports starting in 2012.
3. private sector and non-profit businesses and organizations with 1 to 19 employees have
to:
. comply with the standard starting January 1, 2012.
These organizations are not required to file an accessibility report. The exemption to reporting
(Ontario Regulation 430/07) is being done so that smaller organizations, that have limited
resources, can focus their efforts on achieving results.
When businesses and organizations don't meet their accessibility obligations
Business and organizations must comply with the accessibility standards that apply to them.
Failure to do so may result in penalties, such as fines.
For each person that is found guilty of an offence, a fine of up to $50,000 per day may be levied
for each day that the offence continues to occur.
For corporations, a fine of up to $100,000 per day may be levied for each day that the offence
continues to occur.
Helping businesses and organizations meet their legal obligations
The Ministry of Community and Social Services will be providing information and tools to help
businesses and organizations understand and comply with their legal responsibilities.
Compliance assistance materials, tools and templates will be posted on the Ministry of
Community and Social Services website by January 1, 2008.
Legislative References
. Accessibility for Ontarians with Disabilities Act, 2005
. Ontario Regulation 429/07 (Accessibility Standards for Customer Service)
. Ontario Regulation 430/07 (Exemption from Reporting Requirements)
More information can be found at http://www.mcss.Qov.on.ca/mcss/enqlish/pillars/
accessibilitvOntario/accesson/business/ customer/index.htm
18
APPENDIX "B"
COUNTY OF ELGIN
ACHIEVEMENTS FROM OCTOBER 2007 TO OCTOBER 2008
TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS
Department/Building Barrier Addressed
Administration Building
- Topigs Offices Moved to new office on 3rd Floor - complete renovations for
barrier-free access; 3'-0" wide doors throughout office area with
barrier-free lever hardware; no switches higher then 48"; 5'-0"
turning radius in all rooms.
- Mainline Office Renovated Office on 2nd floor - added 3'-0" wide front entrance
door complete with barrier-free lever hardware.
- Avery's Office Renovated Office on 2nd floor - added 3'-0" wide front entrance
door complete with barrier-free lever hardware.
- Coffee News Office Renovated Office on 2nd floor - added 3'-0" wide front entrance
door complete with barrier-free lever hardware.
- 1 51 Floor Washrooms Men's and Women's - added power operators to doors.
Administrative Services Moved to 3'" Floor - complete renovations for barrier-free access
- double entrance doors; wide hallways and doorways; lowered
reception desk area; no switches higher than 48"; lowered hooks
in closets; washroom facilities with lever hardware, open area
under sink, grab bar etc. - open area under kitchen sink,
microwave on moveable cart; 5'-0" turning radius in all rooms;
Elgin County Museum 41h floor - added new 3'-0" wide double entrance doors complete
with barrier-free lever hardware.
Human Resources Renovated - 3'-0" wide entrance door added; kitchen with lever
hardware; door handles changed to lever style; fire extinguisher
lowered; lowered reception desk area.
Health & Safety materials (Orientation package) available in large
font.
Libraries - All library branches now have public use headphones to assist
those with a visual loss. (Technological Barrier)
- Dutton/Dunwich Replaced most of the shelving at the Dutton Library with
accessibility compliant replacements. Repositioned information
desk for better visibility and lowered a section of the desk to allow
better access.
19
Ambulance Stations
- Aylmer
New Ambulance Base - Designed to be totally Barrier-free.
Long Term Care Homes
- Bobier Villa Nurses Station Desk - new counter top added with roll under area
for wheelchairs.
Salon - wall mounted hairdryer installed so residents now can
stay in their personal mobility device while drying their hair.
Family Room - new phone installed for residents.
Front Offices - lowered mailboxes in front office area for better
accessibility.
- Elgin Manor Melissa Garden Area (Exterior) - signage at wheelchair level.
Front Offices - lowered mailboxes in front office area for better
accessibility.
Smoking Shelter (Exterior) - replaced damaged cement pad to
provide a smoother surface; replaced frosted plastic sheeting with
smoked glass for visibility.
- Terrace Lodge Activation Room Renovations - 3'-0" wide double entrance doors
with barrier-free hardware; added new kitchen cabinetry with roll
under area and roll under kitchen sink with lever hardware;
Courtyard Sidewalks! Pads (Exterior) - 2m wide walkways
installed to accommodate wheelchairs and scooters.
Public Health Unit New reception desk with lower section purchased.
Doors replaced with lever handles Ongoing.
OcV08
20
APPENDIX "C"
MUNICIPALITY OF CENTRAL ELGIN
ACHIEVEMENTS FROM OCTOBER 2007 TO OCTOBER 2008
TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS
Department/Building Barrier Addressed
Main Beach, Port Stanley Beach ramps constructed through the Blue Flag
Program.
CA Bell Medical Centre Barrier-free accessible doors installed.
OcU08
APPENDIX "D"
COUNTY OF ELGIN AND MUNICIPALITY OF CENTRAL ELGIN
2008 JOINT INITIATIVES
Department/Building Barrier Addressed
County of Elgin and The domain name AccessElgin.ca has been secured as the web
Municipality of Central Elgin address for joint Elgin/Central Elgin accessibility issues and links.
It is anticipated the site would be developed over the next few
years.
OcU08
21
APPENDIX "E"
PHOTOGRAPHS OF ACCESSIBLE LOCATIONS
Picture 1
Picture 2
Picture 3
Photos above were taken at the Port Stanley Beach highlighting the new accessible boardwalk
and beach wheelchair. Picture 1 - Jenny Phillips, JAAC Chair. Picture 2 - Sylvia Hofhuis, JAAC
Vice-Chair and Jenny Phillips, JAAC Chair. Picture 3 - Sylvia Hofhuis, JAAC Vice-Chair and Tom
Marks, Deputy Mayor, Municipality of Central Elgin.
22
PHOTOGRAPHS OF ACCESSIBLE LOCATIONS (Cont'd.)
Picture 4
Picture 5
Photos above were taken at the C.A. Bell Medical Centre highlighting the new accessible doors
installed throughout the building. Picture 4 and 5 - Dianne Wilson; Administration, Municipality of
Central Elgin, Sylvia Hofhuis; JAAC Vice-Chair and Dr. John Hofhuis.
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REPORT TO COUNTY COUNCIL
FROM: Sandra Heffren
Manager of Administrative Services
DATE: December 5, 2008
SUBJECT: Council Meeting Schedule for 2009
CORPORATE GOAL/S} REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
Council needs to set a meeting schedule for the year 2009.
DISCUSSION:
Attached for Council's consideration are suggested meeting dates of County
Council for 2009. Council can change meeting dates at any time with advance
notice.
CONCLUSION:
A meeting schedule is required for 2009.
RECOMMENDATION:
THAT the attached schedule of County Council meeting dates be approved.
Respectfully Submitted
Approved f
mission
\d~~ iJ~
San r Heff .
Manager of Administrative Services
Mark G.
Chief Administrative Officer
SCHEDULE OF COUNTY COUNCIL MEETINGS FOR 2009
MEETING DATE TIME
January 13
January 27
February 17
February 24
March 10
March 24
April 14
April 28
May 12
May 26
June 9
June 23
July 14
July 28
August 11
August 25
September 8
September 22
October 20
November 10
November 24
December 8
December 10
no meeting
9:00 a.m.
- 4th Tuesday - one meeting due to Christmas
closure
9:00 a.m.
no meeting
- 3rd Tuesday - Draft budget mailed to Council
- one meeting due to ROMNOGRA Conference
February 22-25, 2009
9:00 a.m.
9:00 a.m.
- Capital budget discussion
- Operational budget discussion
9:00 a.m.
9:00 a.m
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m. - Tentative date - if required
9:00 a.m. - Tentative date - if required
no meeting - meetings are not normally held in August
no meeting - AMO Conference August 16-19, 2009
9:00 a.m.
9:00 a.m.
9:00 a.m. - 3rd Tuesday - due to AMO Counties & Regions
Conference October 25-28/09 (estimated - actual
date will not be known until February)
9:00 a.m.
9:00 a.m.
7:00 p.m. - Warden's Election
9:00 a.m. - Regular Council Meeting
Council Meetings are normallv held every 2nd and 4th Tuesday of the month and
are subject to change.
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REPORT TO COUNTY COUNCIL
FROM: Mark G. McDonald
Chief Administrative Officer
DATE: December 3,2008
SUBJECT: Memorandum of Agreement for Road Maintenance Study and
Capital Needs Study
CORPORATE GOAL(Sl REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To recognize and seize opportunities for improvement
3. To build and maintain an efficient, affordable, effective and safe
transportation network that accommodates the diverse needs of our
communities and is able to support economic development and
sustainable growth
INTRODUCTION:
Council previously agreed that a comprehensive review of the County's Road
Maintenance Study be conducted and a Capital Needs Study be undertaken.
The County Solicitor was engaged as the lead manager of the project.
DISCUSSION:
The County Solicitor has negotiated, on behalf of the County, a Memorandum of
Agreement with Totten Sims Hubicki Associates (1997) Limited doing business
as AECOM, to provide a Capital Needs Study and a Road Maintenance Study at
an upset limit unless the County provides written approval for any further fees.
CONCLUSION:
Since the Road Maintenance Study and the Capital Needs Study are nearly
complete, the signing of this memorandum is a "housekeeping matter".
RECOMMENDATION:
THAT the Warden and Chief Administrative Officer be authorized and directed to
sign the Memorandum of Agreement with Totem Sims Hubicki Associates (1997)
Limited doing business under AECOM for provision of a Capital Needs Study and
a Road Maintenance Study.
Respectfully Submitted
Mark G. Mc' onald
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM:
Alan Smith, Deputy Director of Community and Cultural
Services
DATE:
December 2nd, 2008
SUBJECT:
Tourism Destination Development and Marketing Plan
CORPORATE GOAL(SI REFERENCED:
To ensure fiscal responsibility and accountability.
To promote Elgin as "The Place to Live"
To forge community partnerships
To provide innovative and collaborative quality service
To recognize and seize opportunities for improvement
INTRODUCTION:
In November 2007, County Council endorsed the following documents: the
County of Elgin Economic Development Plan 2007-2011 and the Premier
Ranked Tourism Destination Framework (the latter was also endorsed by the
City of St. Thomas). Both documents highlight the need to undertake a Tourism
Destination Development and Marketing Plan to further develop the tourism
sector for the County of Elgin and the City of St. Thomas. The Plan was
scheduled to be developed in 2008. Funds are now in place, with the City of St.
Thomas and the County of Elgin being full partners in the process. Consequently,
staff is now in the position to begin development of the Plan; and is
recommending that the consulting firm Millier, Dickinson, Blais, in conjunction
with the marketing firm Yfactor, be retained to assist with the development of the
Tourism Destination Development and Marketing Plan. This report also provides
the rationale for single sourcing this initiative as per section 3.12(1) of the
County's procurement policy.
DISCUSSION:
The Tourism Destination Development and Marketing Plan will be a strategic
document to guide tourism activities of the County and the City of St. Thomas for
the next five years, and will contain a detailed implementation plan that will
provide the County's Tourism function, which includes the City of St. Thomas,
with specific action steps to develop, attract and retain tourism product as well as
define and promote such product to existing or potential new markets. Tourism
has been identified as a potential economic generator, and as such, this plan will
also assist in elevating the perception of tourism as an investment that will create
employment, and increase tax assessment.
The consulting firm Millier, Dickinson, Blais inc. (MOB), that completed the
County of Elgin Economic Development Plan 2007-2011, and the County of Elgin
Marketing and Branding Strategy 2008-2011 (in partnership with Yfactor), are
prepared to undertake the Tourism Destination Development and Marketing Plan
beginning in early January 2009 with the submission of a draft plan by March 31,
2009. Like the Marketing Plan for economic development, MOB will partner with
Yfactor, as there are two components that comprise the initiative: (1) strategy
development and (2) marketing. The objectives of the first include:
1. Provide the County and the City of St. Thomas with clear, results driven
direction and goals to develop unified destination marketing and industry
development activities to sustain and manage future tourism industry growth
through 2013.
2. Provide the County and the City of St. Thomas with a detailed implementation
plan, with clear cost estimates that will enable the County and the City to take
advantage of identified local, regional, national, and global opportunities that
will attract and retain Tourism investment, create employment, diversify the
economy and broaden the tax base.
The objectives of the marketing' planning process include:
1. Evaluate, define and confirm the County and the City's key target markets.
2. Develop messaging to attract key target markets.
3. Define and develop appropriate marketing vehicles to drive messaging to
target markets.
As noted earlier, MOB and Yfactor assisted the County to create a successful
marketing and branding strategy. The County now has a focus and the tools to
market to specific sectors: agribusiness, energy and environment, and
manufacturing, and become known as the county that is "Progressive by Nature".
Yfactor also designed the new economic development web site and business
attraction materials, which received high praise from stakeholders at the
Marketing and Branding launch on September 11th. The County continues to
receive acknowledgement from community partners and businesses on the
quality and direction of the marketing and branding initiatives that are currently
being implemented.
Given the quality of the work to date by MOB and Yfactor, the excellent customer
service provided, and the detailed knowledge that the both firms now has of Elgin
County and the City, staff is recommending that MOB (lead consultant) in
collaboration with Yfacor be retained to complete the Tourism Destination
Development and Marketing Plan. It should be noted that item 8 of the County's
procurement policy allows for the retaining of preferred consulting services: "
...where a previously retained firm has provided similar services or has an
intimate knowledge of the project and it would be beneficial to have that same
firm provide new or extended services..." Therefore, it is staffs opinion that MOB
meets the required criteria.
It should be noted that the County of Elgin Economic Development and Tourism
Advisory Committee (CEEDTAC), which has representation from the City of St.
Thomas, will provide guidance throughout the development of the Plan.
CONCLUSION:
To assist with the development of a strong tourism sector for the County of Elgin
and the City of St. Thomas requires the undertaking of a Tourism Destination
Development and Marketing Plan. With the partnership between the City of St.
Thomas and the County of Elgin now in place, staff, with guidance from
CEEDTAC, can now proceed to undertake the Plan in early 2009; and, are
recommending that the consulting firm Millier, Dickinson, Blais be retained to
complete the initiative. Total cost of the project is $40,000. The County's portion
of the plan, $24,000.00 (from the 2008 operating budget) has been placed in the
Library reserve for usage in 2009, with the remaining $16,000 coming from the
City of St. Thomas.
RECOMMENDATION:
That the consulting firm Millier, Dickinson, Blais inc. be retained to complete a
Tourism Destination Development and Marketing Plan for a fee not to exceed
$40,000, with the County's portion, $24,000, being drawn from the Library
reserve as described in the December 2nd, 2008, report submitted by the Deputy
Director of Community and Cultural Services.
Approve
mlsslo
Alan S ith
Deputy Director, Community and
Cultural Services
Mark G. McDona
Chief Administrative Officer
~~..
Brian Masschaele
Director of Community and
Cultural Services
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REPORT TO COUNTY COUNCIL
FROM:
Peter Dutchak, Deputy Director of Engineering Services
Sonia Beavers, Purchasing Coordinator
DATE:
December 1, 2008
SUBJECT: Tender Awards - Black Bridge and Talbot Line (CIREAM)
CORPORATE GOAL{S) REFERENCED:
1. To recognize and seize opportunities for improvement
2. To build and maintain an efficient, affordable, effective and safe
transportation network that accommodates the diverse needs of our
communities and is able to support economic development and sustainable
growth
INTRODUCTION:
Tenders were advertised as per the County's Purchasing Policy and were received
until Monday, December 1, 2008 for;
a) Black Bridge
b) Talbot Line Rehabilitation (CIREAM).
DISCUSSIONI CONCLUSION:
Black Bridae, Contract No. 6290-07-03
Nine companies submitted bids for the Black Bridge Tender. Two bids were
received as late bids and returned unopened. The Tender results are listed as
follows:
COMPANY TENDER BID (inclusive of taxes)
Premier Concrete Inc. $ 1,798,813.47
McLean Tavlor Construction Ltd. $ 1,857,322.47
Facca Incorporated $ 1,864,566.90
PCN Construction Group $ 1,999,503.45
Loobv Builders (Dublin) Ltd. $ 2,140,127.89
Finnbilt General Contractina Ltd. $ 2,380,493.12
Aecon Construction & Materials Limited $ 2,707,149.38
Premier Concrete Inc. submitted the lowest bid for the rebuild of Black Bridge at a
total price of $ 1,798,813.47 (inclusive of taxes). The project includes the removal
of the existing bridge located on Plank Road (Elgin County Road # 19) north of
Straffordville, in the Municipality of Bayham and the construction of a new 17m
span concrete box beam bridge on piles with shoring. An on site detour will also
be constructed and maintained using a temporary panel bridge. The lowest
submitted bid is within budget estimates. The construction will take 6 months to
complete.
The County of Elgin has received a $1.5 million grant from the Ontario Government
as part of the Rural Investment Initiative for this project. The balance of the funds
will be allocated from the 2009 Capital Budget.
Talbot Line Rehabilitation (CIREAM), Contract No. 6200-06-03C
Four companies submitted bids for the Talbot Line Rehabilitation (CIREAM)
Tender as follows:
COMPANY TENDER BID (inclusive of taxes)
Roto-MiII Services Limited $ 1,219,427.48
Lavis Contracting Company Limited $ 1,273,494.34
Seeley and Arnill Construction $ 1,367,431.33
M.R. Dunn Contractors Limited $ 1,312,044.07
Roto-MiII Services Limited submitted the lowest bid for the Talbot Line
Rehabilitation Tender at a total price of $1,219,427.48 (inclusive of taxes). The
intent of the project is to rehabilitate the surface asphalt of Talbot Line (Elgin
County Road # 3) through the Municipality of West Elgin using Cold In-Place
Recycling with Expanded Asphalt Material (CIREAM). The total project length is
16.33km with a total of 122,500m2 of the new recycled mat to be replaced. The
lowest submitted bid is within budget estimates.
The entire 50km Rehabilitation of Talbot Line is estimated at $16,000,000 and is
funded from the following sources:
Province of Ontario; Move Ontario programme
2008 Ontario Budget programme
$2,053,333
$3,097,386
$3,925,136
$6,924,145.
Government of Canada; Gas tax programme (2005 till 2010)
County of Elgin; General capital program
RECOMMENDATION:
THAT, Premier Concrete Inc. be selected for the Black Bridge Tender, Contract
NO.6290-07-03 at their submitted price of $1 ,798,813.47 inclusive of all taxes; and,
THAT, Roto-MiII Services Limited be selected for the Talbot Line Rehabilitation
Tender, Contract No. 6200-06-03C at their submitted price $1,219,427.48
inclusive of all taxes; and also,
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement with Premier Concrete Inc. for the Black Bridge Tender, Contract No.
6290-07-03, and Roto-MiII Services Limited for the Talbot Line Rehabilitation
(CIREAM) Tender, Contract No. 6200-06-03C.
Respectfully Submitted
Approved for Submission
(t()lJJvk
Peter Dutchak
Deputy Director of Engineering Services
Clayton Watters
Director of En .
ervices
~oro ~~,~~
Sonia Beavers
Purchasing Co-Ordinator
Mar onald
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: November 27, 2008
SUBJECT: Third Line - Green Lane Expansion
CORPORATE GOALS
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
INTRODUCTION
In 2009 the City of Toronto is proposing a western expansion of the landfill. This
expansion will include all the earthworks.
DISCUSSION
The City of Toronto is proposing a westerly expansion of the Green Lane landfill.
Conestoga Rovers Associates, CRA, is in the preliminary stages of the design of the earth
works. The earthworks will be the excavation of approximately 500,000 to 600,000 cubic
meters of soils. These soils will need to cross Third Line to their adjacent property. The
excavation will be between 1 and 1.4 million tonnes of soils.
As part of this process the City through the consultant, CRA, will require: a road
occupancy permit; complete a geotechnical investigation (on roadway), approval from the
drainage superintendent (they will be crossing a municipal drain) and meet the Ontario
Traffic Manual during the movement of the soils from the south to the north side of the
road.
CONCLUSION
The City of Toronto is in the initial stages of expanding their landfill in Southwold. They
are seeking information from the County of Elgin on our requirements, so that the
information can be included in the contract. This project is expected to be completed in
2009.
RECOMMENDATION
That this report be received and filled.
Respectfully Submitted
Approved for
O/Wv-itw
Clayton D. Watters
Director of Engineering Services
G. McDonald
Chief Admlnls ra ive Officer
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REPORT TO COUNTY COUNCIL
FROM: AI Reitsma
Manager of Information Technologies
DATE: December 11, 2008
SUBJECT: Equipment Replacement Plan
CORPORATE GOAL/S) REFERENCED:
1. To ensure fiscal responsibility and accountability
INTRODUCTION:
The County of Elgin has made a significant investment in information technology
related equipment, such as servers and work stations, over the last five years.
The equipment is integral to supporting staff and the public at the County
Administration Building, eleven County libraries and three long term care
facilities. The estimated value of installed County of Elgin information technology
related equipment is $852,000 with majority of the equipment purchased
between 2004 and 2006.
Although the County of Elgin has taken steps, such as the use of Citrix, to extend
the usefulness of equipment, the equipment will not last forever and a plan for
the replacement of the equipment is required.
DISCUSSION:
An equipment replacement plan has been developed that provides information
about how failed and worn out equipment will be replaced as well as providing
financial requirements to 2018.
The "Information Technology Equipment Replacement Plan" is attached.
CONCLUSION:
Although it is difficult to predict the rate of failure and obsolescence of information
technology related equipment a plan needed to be developed so that financial
implications could be predicted. Such a plan has been completed and makes a
number of recommendations to ensure that funds exist to allow obsolete and
failed equipment to be replaced as required.
RECOMMENDATIONS:
THAT a server replacement reserve with a maximum balance of $125,000 be
created and that $25,000 be added to the fund annually starting in 2011.
THAT a switch replacement reserve with a maximum balance of $20,000 be
created and that $3,000 be added to the fund annually starting in 2010.
THAT a router replacement reserve with a maximum balance of $30,000 be
created and that $5,000 be added to the fund annually starting in 2010.
THAT a UPS replacement reserve with a maximum balance of $16,000 be
created and that $2,000 be added to the fund annually starting in 2010.
THAT a capital line item for copier replacement remains in the capital budget but
that the annual amount be reduced to $15,000.
Respectfully Submitted
Approved for S
'on
// ~
C/ ~'--/
AI Reitsma
Manager of Information Technologies
Mark G. McDona
Chief Administrative Officer
.0---
m Bundschuh
irector of Financial Services
ElgIn
Progressive by Nature
Information Technolo~
5gy!pment Replacement Plan
December 1, 2008
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IT Equipment Replacement Plan
Table of Contents
Introduction..................................................................................................................... .... 5
Scope..... ..... ..... ...... ... ...... ..... ....... .... ... .... .......... ........ ..... ........... ....... ... ... .......... ........ ..... ........ 5
Considerations .... ....... ... ........ .... .... ... .......... ..... .... .... ..... .,. .... ....... ...... .... ............. ........ ...... .... 6
Current Equipment Inventory ............................................................................................. 7
Servers....................................................................................................................... ...... 7
Data Storage. ..... ... ... .... ..... ... .... ... ........ ... ....... .... .... .... ........... ....... ....... ............. .... ..... ........ 7
Routers....................................................................................................................... ..... 8
Switches ........... ...... ........... .... .... .... .... ..... ..... .... .... ..... ... .... ....... ... ... ......... .... .... .... .... ...... .... 8
Work Stations....... ..... ........ .... .... ... ..... ..... ......... ....... ....... ............... ... ............. .... ........... .... 9
Laptops....................................................................................................................... ... 10
Monitors........................................................................................................................ 10
Printers and Copiers ...................................................................................................... 11
UPS. ......... .... ..... ... ...... ............ .... ... ........ ............... .... ... ........ ... .... ... ... ...... .... ... ......... ....... 11
Inventory Overview... ......... ... ............... ..... ..... .... .... ..... ... .... ... ....... ... ... ...... .... .................... 12
Equipment Replacement Plan ... .... ... .......... ..... ....... .... .... ... ..... ............. .... ......... .... .... ......... 13
Servers.......................................................................................................................... . 13
Data Storage .......... ... ... ........ ..... ....... ....... ....... .... .... ....... ........ ...... ................. ... ............... 14
Routers .. ..... ... ..... ..... .... ..... ... .... ........... ...... ..... ....... ........ ....... .., .... .... ... ............. .... ..... ...... 14
Switches ........ ..... ..... .... ........ .... ...... ..... ... ... ............ .... ........... ....... ... .... ..... ....... ..... ........... 15
Work Stations................................................................................................................ 15
Laptops ...... ... ..... ... .................. .... ... .... ........... .... ... ........ .... ...... .... .., .... .......... ... ........ ........ 16
Monitors .... ... ..... ..... .... ....... .... ..... ... .... ... ....... ................ .... ... ... .... ... .... ..... .... ............ ........ 16
Printers and Copiers ...................................................................................................... 17
UPS .......... ... ........... ... ............ ....... .... ...... ........ .... ... ........ ....... ... ........ .... ...... ... ........ ......... 17
Summary of Recommendations .......... .... ... .... ... ........ .... .... ....... .., .... .... ............. ... ..... ......... 18
Budget Impact..... ...... ... ........ ... ..... ... .... .... .......... ....... ..... ... ....... ........... .... ..... .... ... ..... .......... 18
Conclusion ..... ............. .... ..... ... .... ........ ... ... .... .... .... ....... .... ....... ... .... .... ......... .... ... .......... ..... 20
Page 3 of20
Elgr iCounty
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Introduction
The County of Elgin has made a significant investment in information technology
related equipment, such as servers and work stations, over the last five years.
The equipment is integral to supporting staff and the public at the County
Administration Building, eleven County libraries and three long term care
facilities. The estimated value of installed County of Elgin information technology
related equipment is $852,000 with majority of the equipment purchased
between 2004 and 2006.
Although the County of Elgin has taken steps, such as the use of Citrix, to extend
the usefulness of equipment, the equipment will not last forever, this document
provides a plan for the replacement of equipment. The plan also assists in the
development of long term budgets for Information Technology.
Scope
The scope of this equipment replacement plan includes:
Servers
Data Storage
Switches
Routers
Work stations (PCs)
Laptops
Monitors
Printers and Copiers
Uninterruptible Power Supplies (UPS)
Located at:
The County Administration Building,
Bobier Villa,
Terrace Lodge,
Elgin Manor and
Eleven County of Elgin public libraries.
IT Equipment Replacement Plan
ElginCounty
PfozNssi, U!N Oa,
Considerations
IT equipment is typically replaced for one of two reasons.
IT Equipment Replacement Plan
1. Equipment Failure
The industry accepted average life span for servers and work
stations /laptops is three to five years. This number is influence by the
usage of the equipment and the environment in which the equipment
exists.
Access to business applications and data is critical to the day -to -day
operations at the County of Elgin. Although some business operations
can continue for a number of days if access is disrupted due to equipment
failure, there are some business applications that are considered business
critical. For those systems that support business critical applications and
data, a plan must be in place to address equipment failure. This
document is not intended to be a disaster recovery plan but it does
address, to some extent, how equipment failures will be addressed.
2. Equipment Obsolescence
Equipment obsolescence is often driven by updated software applications
or operating systems that require more memory or CPU cycles than
existing equipment is able to provide. The County of Elgin has insulated
itself from this problem through the use of a terminal services system
called Citrix. The use of Citrix means that only the servers on which
applications are installed are prone to obsolescence.
Workstations could be impacted in the event there is a need to update the
operating system on the workstation. All County of Elgin workstations
currently have the Microsoft Windows XP Professional Edition operating
system installed on them. This operating system will be supported by
Microsoft until April 8, 2014. In the absence of the need to install an
application directly on the work station, it is anticipated that the only need
to replace a work station would be due to equipment failure.
3. Future Growth
ElginnCounty
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Current Equipment Inventory
Servers
Table 1 provides a summary of the servers currently operating in the County of
Elgin network.
Modelf 1 s u z.. Pure Wasp Date ,,I „Putchased aluet(abprn
Proliant ML370 Pre -2003 $10,000
Dell 1400SC Pre -2003 $5,000
HP Proliant G3 DL380 1 2003 $12,000
HP Proliant G3 DL380 2003 $9,000
HP Proliant G3 DL380 1 2004 I $9,000
HP Proliant G3 DL380 2004 1 $8,000
HP Proliant G3 DL380 2004 $9,000
HP Proliant G3 DL380 2004 $10,000
HP Proliant G4 DL380 2004 $11,000
HP Proliant G3 DL360 1 2004 $9,000
HP Proliant G3 DL360 1 2004 $9,000
HP Proliant G4 DL380 1 2005 I $8,000
PBX 1 2006 I $15,000
Total approximate value: 1 $124,000
Table 1 Current Server Inventory
The average age of these servers is 5 years. Many of the servers are reaching a
point where they are not meeting the CPU demands that applications are putting
on them.
Data Storage
Table 2 provides a summary of the data storage appliances, commonly referred
to as a SAN (storage area network) currently operating in the County of Elgin
network.
iNtedel li urcl asle Cafe, l tetias t .aluei(approx)
Equallogic PS -75E SA I Dec. 2006 I $42,000
Equallogic PS -100E SAN I Mar. 2007 I $38,000
I I
Total approximate value: 1 $80,000
Table 2 Current Data Storage Inventory
IT Equipment Replacement Plan
Elgin County
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The SAN currently provides 2.61 terabytes (2,610 Gigabytes) of data capacity.
Of that capacity 1.08 terabytes or 41.3% is in use.
Routers
Routers provide network security and allow network traffic (information) to be
moved from one network to another. For example separate networks exist at the
County administration building, each of the three long -term care facilities and
eleven libraries. Routers connect and protect each of those networks. Through
the effective use of routers each of these separate networks appear as one to the
average user. Failure of a single router could affect access to files and the
internet.
Table 3 provides a summary of the routers currently operating in the County of
Elgin network.
Model
Cisco 3825
1 Cisco 1841
Model
HP 1700 -24
HP 1700 -8
HP 1800 -24
HP 2424
Qty
2
119
1
Purchase
Date
2005
2005
Total approximate value: I $124,000
Table 3 Current Router Inventory
Switches
Data switches allow network traffic (information) to be moved from one server or
computer to another server or computer. Switches are critical to the operation of
the network; failure of a switch would mean that a number of work stations would
lose access to the network.
Table 4 provides a summary of the data switches currently operating in the
County of Elgin network.
Qty
3
2
2
16
Purchase
Date
1 2008
2008
1 2006
1 2003
IT Equipment Replacement Plan
Purchased. Value (approx)
1 $22,000
1 $54,000
1
Purchased "Value (approx)
$600
$150
$1,000
$14,000
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Pro(SSb q Nxa
HP 2626 PoE 1 4 1 2004 -2006 1 $7,500
HP 2848 PoE 11 1 2008 1 $3,200
HP 5308XL 1 1 1 2005 1 $19,000
I 1 I
Total approximate value: I $45,450
Table 4 Current Switch Inventory
Work Stations
Table 5 provides a summary of the work stations currently operating in the
County of Elgin network. All work stations are IBM /Lenovo work stations.
tPilithase Year u n Qty r -t aApprox ;.Value
2003 36 $42.000
2004 9 $9,000
2005 24 I $23,000
2006 30 $31,000
2007 19 I $9,000
2008 120 I $15,000
Unknown (`05 -`08) 1 28 I $25,000
I
Total approximate value: 1 $154,000
Table 5 Current Work Station Inventory
IT Equipment Replacement Plan
The minimum standard for a work station set by the County of Elgin Information
Technologies department is as follows:
Minimum processor speed: 1.0 GHz
Minimum memory: 1 Mb
These minimums allow the Windows XP Professional operating system to
operate effectively. Since 2005 all staff work stations that did not meet this
standard have been replaced.
Elgin Co u n ty
Pee {revslre Ul(Ma.,
Laptops
Purchase Year
Pre -2003
2004
2005
2006
2007
2008
Qty
10
4
4
9
4
4
Purchase Year I Qty
Pre -2003 12
2004 1 4
2005 57
2006 80
2007 15
2008 4
Table 7 Current Monitor Inventory
Total approximate value:
IT Equipment Replacement Plan
Table 6 provides a summary of the laptops currently deployed in the County of
Elgin network.
Approx. Value
$16,000
$11,000
$13,000
$11,000
$5,000
$9,000
$65,000
Total approximate value:
Table 6 Current Laptop Inventory
All laptops purchased after 2003 are IBM /Lenovo Thinkpads with the exception of
2 Acer laptops.
Monitors
Table 7 provides a summary of the monitors currently deployed in the County of
Elgin network. The majority of monitors are LCD monitors either 17 or 19 inch.
Approx. Value;.
$600
$1,600
$20,000
$20,000
$3,200
$9,000
$54,400
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Printers and Copiers
Printers and copiers have the highest total cost of ownership due to the fact that
they have more moving parts then any other item in the information technology
inventory. Printers and copiers require more maintenance and have a relatively
short life span when compared to other I.T. equipment.
Table 8 provides a summary of the printer and copier devices currently in use at
the County of Elgin.
DeviceTiype°
Receipt Printers
Black/White Printer
Colour Printer
B/W Multi- Function
Colour Multi- Function
UPS
Qt
15
15
34
11
5
IT Equipment Replacement Plan
lAtiprel ,:Value
$8,880
$13,600
$25,825
$87,195
I $49,222
Total approximate value: 1 $184,722
Table 8 Current Printer and Copier Inventory
Uninterruptible power supplies (UPS) provide power to equipment for short
durations during interruptions to the normal power supply. Having an
uninterrupted supply of power is especially critical to computers where an
unplanned power lose could cause damage to equipment and data loss. The
County's server room is protected by a Hebert Emerson UPS purchased in May
of 2006 at a cost of $19,600. The UPS provides power to 13 servers, main data
switch and routers. It is estimated that the UPS can provide power to the
equipment for about 1 hour after a power failure.
In addition to UPS in the server, many staff work stations are protected by UPS
that provide surge protection along with battery backup. Each of these UPS units
sell for about $150.
Elgin County
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Inventory Overview
IT Equipment Replacement Plan
The following chart summarizes the distribution of the Information Technology
inventory of assets:
Laptops
8%
Data Storage
9%
Switches
5% UPS
Montiors 2 Printers and
6% f i Copiers
22%
Routers
15%
Servers
15%
Workstations
18%
ElginCounty
P..o rcvsne L'frvamra
Equipment Replacement Plan
IT Equipment Replacement Plan
Servers
The server of most significant concern is the Proliant ML370 server that is used
as an SNA host server for the POA system. The server is over seven years old,
not under warranty and reaching the end of its expected life span. For fault
tolerance a second Proliant ML370 is kept on site. The Ministry of the Attorney
General has indicated that a web based replacement to the current POA system
will be available in the near future. However, it has been in the future for the last
three years with no firm delivery date set. The prudent course of action will be to
migrate the SNA server to a newer Windows 2003 host server. The 2009
Information Technology plan included a project to complete the migration.
The following list summarizes the status of the remaining servers:
Citrix servers (3) are meeting demands but are aging
VMware (virtual server host) servers (2) are at maximum capacity
Active Directory servers (2) are meeting demands
All HP servers are on extended warranty which provides next day on site
service.
The 2009 capital budget includes the purchase of six HP DL380 G5 3.16 GHz
servers at a cost of $49,000 plus taxes. The six servers will replace the 3 Citrix
servers and 2 VMware servers and expand the complement of VMware servers
by 1 in order to improve fault tolerance.
The five servers that are replaced (3 Citrix and 2 VMware servers) will be
redeployed as follows:
The DL380 G4 will replace the older DL380 G3 currently used as Active
Directory server
The newest DL360 will replace the Dell 1400 SC which will be scraped
utilized in the DRP plan (DRP location to be created at Elgin Manor)
The two DL 360 G3 servers will be decommissioned and scrapped
The following table summarized the server changes:
LSCrap/Ret d;
Proliant ML370 I Scrap
Dell 1400SC I Scrap
HP Proliant G3 DL380 I DRP server
Elgin County
Pm rcssire U /itr ra
HP Proliant G3 DL380 DRP
HP Proliant G3 DL380 DRP server
HP Proliant G3 DL380 DRP server
HP Proliant G3 DL380 POA server
HP Proliant G3 DL380 AD server
HP Proliant G4 DL380 AD server
HP Proliant G3 DL360 Scrap
HP Proliant G3 DL360 Scrap
HP Proliant G4 DL380 AD server
IT Equipment Replacement Plan
The 2010 Information Technology budget should include funding to replace the
four remaining HP Proliant G3 DL380 servers.
Staff is recommending that beyond 2010 a capital reserve fund with a maximum
of $125,000 to replace servers as they become obsolete or irreparable and that
$25,000 be added to the fund annually starting in 2011.
Data Storage
Current calculations of SAN capacity requirements indicate there is enough
capacity for 4 years after which all available capacity will be exhausted. The
architecture of the Equallogic SAN allows additional capacity to easily be added.
The cost of each terabyte of additional store is estimated at $40,000. Therefore,
the capital budget for 2012 should include $80,000 for the addition of 2 terabytes
of storage; doubling capacity.
Staff will identify management solutions that will assist in disk utilization. There
are currently no tools in place that allow staff to easily identify how disk space is
being used.
Routers
The County's network consists of two main routers that control network traffic to
15 subnets and the Internet. At any one time only one router is operational with
the second router acting as a hot standby router in the event that the first router
fails. This failover is automated and requires no manual intervention. The two
main routers, Cisco 3825, are covered by an extended warranty that provides
next day replacement service.
The remaining 18 routers that are in operation are not covered by warranty.
Instead a spare router is held on site in the event of a router failure. The annual
capital budget includes enough funds to replace 1 router ($3,000) in the event of
a failure.
ElgmCounty
n,o:mvfreo�rimm
IT Equipment Replacement Plan
Other than failure, another reason for router replacement is insufficient capacity.
The County's current router configurations more than adequately meet demands.
Routers will need to be upgraded if the number of County locations increases
significantly or if the number of computers on the network increases significantly.
The long term care facilities are an area of concern. Requests are already being
received for residents to access the Internet from computers in their rooms. If
this trend increases significantly routers with increased capacity will need to be
installed at an estimated cost of $10,000 each.
Some industry estimates set the expected life span of a router at 20 years. This
means that the County should plan for replacement by 2023.
Given anticipated failure rates and future capacity requirements, staff is
suggesting that a reserve of $30,000 be created to management router
replacement.
Switches
In the absence of a significant change to the Open Systems Interconnect (031)
Network Model switches will only need to be replaced due to failure. The current
strategy for the support of the County's inventory of network switches is to have a
spare switch available in the event of a failure. That is true for all switches with
the exception of the County's main switch for which having a spare switch would
be cost prohibitive. This switch has built in redundancy for the major
components (i.e. power supplies, fans) within the switch and its modular
construction allows for the replacement of components, in the event of failure,
without having to replace the entire switch. Although the switch is now four years
old it is still being sold by HP and parts are readily available.
Staff is recommending that a reserve of $20,000 be created to manage switch
replacements and upgrades.
Work Stations
Factors affecting the need for workstation replacement include:
Obsolescence: hardware no longer supports the operating system
Failure
As stated earlier Windows XP, the operating system used on all County of Elgin
workstations will be supported until April of 2014. Indications are that Windows
7, the successor to Windows Vista, will not require the same amount of memory
and CPU that Vista requires. If that hold true current work stations may be
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R$ rci,,,f tv fumm
IT Equipment Replacement Plan
capable of supporting Windows 7. If a memory upgrade is required all of the
workstations are capable of being upgraded with more memory.
Given the fact that the majority of applications are delivered to workstations via
Citrix it is unlikely that workstations will become obsolete due to installed
software requirements.
Staff is recommending that the current strategy of using funds from the annual
Information Technology capital budget to replace failed workstations continue.
As 2014 draws closer and more is known about the requirements of Windows 7
the situation should be reassessed (although by that time an even newer version
of Windows may be available).
Laptops
Laptops are similar to workstations with regard to the life span of the Windows
XP operating system. They differ from the perspective that applications are
installed on the laptop and not served via Citrix. For this reason they are much
more susceptible to obsolescence due to application growth. The most likely
application to cause obsolescence is Microsoft Office. The latest version of office
has a much larger footprint (requires more disk space and memory). The
inventory of laptops that are older than 4 years may not support a Microsoft
Office update.
Laptops also experience a higher rate of wear and tear then workstations. The
annual Information Technology budget includes funding to replace one laptop
due to wear and tear.
Staff is recommending that from 2010 to 2012 the annual capital budget amount
be increase by $5,000. This will allow an additional 2 laptops to be replaced
annually until all nine pre -2004 laptops have been replaced.
Monitors
The current annual Information Technology budget includes an allocation of
$1,500 for monitor replacements. The current practice is to repair broken
monitors that are under warranty and to replace broken monitors that are not
under warranty. The rationale behind this practice is that the typical cost for a
19" monitor is $200 and repair cost are typically close to or exceed that amount.
On average 4 monitors are replaced annually.
Staff recommends continuing the allocation of $1,500 of the annual Information
Technology capital budget for monitor replacements.
ElgT unty
Printers and Copiers
IT Equipment Replacement Plan
The current annual Information Technology budget includes an allocation of
$4,320 for printer replacements. Whenever possible broken printers are repaired
except when the cost of repairing the printer exceeds is value or the age of the
printer does not warrant repairing the printer.
Staff recommends continuing the allocation of $4,320 of the annual Information
Technology capital budget for printer replacements.
Starting in 2007 a Photocopiers line item was added to the capital budget with
$25,000 to be added to the line item annually. The purpose of the line item was
to replace 1 copier (multifunctional device) annually. The rationale used was that
the typical life span of a copier is 12 years, at the time the average cost of a
copier was $25,000 and the County had 12 copiers in operation. Given those
numbers the plan was to replace a copier every year. Since that plan was put
into place the cost of copiers has come down to about $15,000.
Staff recommends continuation of a capital line item for copier replacement but
that the amount be reduced to $15,000.
UPS
The main UPS at the County Administration building is covered by a
maintenance contract that replaces weak batteries as needed. As long as the
UPS is covered by a maintenance contract the UPS should remain functional.
The County should be prepared to replace the UPS after 12 years. Therefore,
staff is recommending that a reserve be created into which $2,000 be added
annually starting in 2010 until $16,000 accumulates.
The annual Information Technology currently includes an allocation to replace or
add workstation attached UPS devices. Staff is recommending that this
allocation remain in the annual capital budget.
Elgin County
P.q,rtsrm4/N:weu
Summary of Recommendations
IT Equipment Replacement Plan
That a server replacement reserve with a maximum balance of $125,000 be
created and that $25,000 be added to the fund annually starting in 2011.
That a switch replacement reserve with a maximum balance of $20,000 be
created and that $3,000 be added to the fund annually starting in 2010.
That a router replacement reserve with a maximum balance of $30,000 be
created and that $5,000 be added to the fund annually starting in 2010.
That a UPS replacement reserve with a maximum balance of $16,000 be
created and that $2,000 be added to the fund annually starting in 2010.
That a capital line item for copier replacement remains in the capital budget but
that the annual amount be reduced to $15,000.
That the allocation of $5,400 of the annual Information Technology capital budget
to replace failed workstations continue.
That from 2010 to 2012 the annual capital budget allocation for laptop
replacement be increase by $5,000.
That the allocation of $4,320 of the annual Information Technology capital budget
for printer replacements continue.
That the allocation of $3,834 of the annual Information Technology capital budget
to replace workstation attached UPS devices continue.
That the allocation of $1,500 of the annual Information Technology capital budget
for monitor replacements continue.
Budget Impact
The following chart provides detail with regard to the impact to the Information
Technology capital budget the above recommendations will have.
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Conclusion
IT Equipment Replacement Plan
General Eisenhower once said: "Plans are useless, but planning is
indispensible". The process of creating this plan was valuable in ensuring that
the infrastructure and the technology currently in use is sustainable for the near
future. Without doubt technological advances will come along in the next few
years, and perhaps even months, that will increase productivity or improve the
ability to deliver service and require a change in the current infrastructure. The
recommended reserves will not only provide funding to sustain the current
infrastructure but should allow for some new technology to be adopted as
needed.
'0
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REPORT TO COUNTY COUNCIL
FROM:
Rhonda L. Roberts
Director of Senior Services-Terrace Lodge
DATE:
November 14, 2008
SUBJECT: Terrace Lodge Theft
CORPORATE GOAL(S) REFERENCED:
1. To recognize and seize opportunities for improvement
INTRODUCTION:
On Thursday November 13, 2008, there was a break in to the administration
offices at Terrace Lodge and the safe was stolen. There are no other items
missing as a result of this security breach.
DISCUSSION:
At approximately 9:00 pm, unknown individual(s) forced open the administration
office doors, entering the front office area and the Director's office. The safe and
contents were stolen from the front office area, there was no evidence of any
other items missing the front office or the Director's office.
The O.P.P. was contacted and report filed # LP08281997. The insurance
company has also been contacted to initiate the claim. The approximate value of
the contents of the safe is estimated at $1,800.00. In addition to the contents of
the safe damage occurred to three office doors and two under desk filing cabinet
systems.
On Friday November 14, 2008 the following action was taken:
. All exterior doors re-keyed to a new master.
. Family/residents contacted concerning missing check books and credit
cards. Staff assisted resident in contacting the bank and cancelling credit
cards.
. New "larger" safe ordered and has been installed which has been bolted
to the cement floor.
. Insurance company contacted to initiate claim.
. Registered staff has been instructed to begin lobby checks at 7:00 pm and
if no visitors present in the building, the front doors are to be locked.
. RMB on site to check proper functionality of all fobbed doors. Additional
fobs and mag locks ordered for three exterior doors which were
accessible.
. Active FOB list reviewed to ensure terminated employee FOB's were
inactive.
. New automatic locking device to be installed on Lobby entrance door.
Staff has been adding fob/mag lock devices to exterior doors through capital
funds over the past two years in order to eliminate the practice of issuing staff a
master key as a means of entering the building. There are several doors
remaining which will be changed over within the next several weeks. There is
however a need to add mag locks to several doors as an additional security
measure.
Since the exterior doors have been re-keyed to a new master, the practice has
now changed over to fob access for staff only, issuance of the master key is
restricted to management and maintenance personnel only as well as the fire
department. Installation of a fob will restrict access however, as evidenced by
the break in, a mag lock is also necessary for some of the exterior doors to
ensure maximum security. A fob/mag lock system will be installed in the exterior
stairwell doors with fire alarm pull stations as required by fire code.
A review of security monitoring equipment for the main entry door will be
undertaken. Staff has also identified an exterior area which would benefit from
additional lighting.
CONCLUSION:
The break in at Terrace Lodge is an alarming situation and exemplifies the need
to heighten security awareness in the homes. Several immediate changes have
occurred to decrease the risk of further break-ins however; the risk has not been
eliminated completely. Additional security improvements are being investigated
and recommendations will be brought forward for Council's consideration.
RECOMMENDATION:
THAT, this report be received and filed.
Respectfully Submitted
r)~~wiJe{/}JJ1$
Rhonda Roberts --
Director of Senior Services
Terrace Lodge
n
Mark G. c
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Roberts
Director of Senior Services - Terrace Lodge
DATE: December 5, 2008
SUBJECT: Respite Bed Reduction - Terrace Lodge
CORPORATE GOAL(S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To forge community partnerships
3. To recognize and seize opportunities for improvement
INTRODUCTION:
All long term care homes have to option to provide respite care to individuals
within the community, utilising existing beds within the home. Annual renewal for
respite beds are in process and consideration is being given to reducing the
number of respite beds at Terrace Lodge from two to one.
DISCUSSION:
Long Term Care homes that have authorized respite beds are required to submit
quarterly and annual occupancy rates for respite bed usage. For 2008, the
occupancy rate for two beds at Terrace Lodge has averaged 51 %. The required
usage to maintain a bed as a designated respite is 70%.
Based upon this information, combined with the heightened awareness of ALC
issues for the STEGH, staff recommends reverting one of the respite beds back
to a basic bed for long term placement. There would be no lost revenues to the
County of Elgin and provided the bed remains at full occupancy, additional
revenues could be achieved.
Calculation of 1 respite versus 1 basic bed:
Potential revenue if 1 respite bed occupied 365 days = $12,318.75
Potential revenue if 1 basic bed occupied 365 days = $18,936.24
Maximum potential increase in revenue by switching 1 respite bed to 1 basic bed
= $6,617.49
CONCLUSION:
The respite bed utilisation statistics for Terrace Lodge indicate average annual usage of
only 51 %. With the need for more LTC beds in the community, staff recommend
reverting one of the two respite beds at Terrace Lodge to a long term care bed.
RECOMMENDATION:
THAT, this report be received and filed.
Respectfully Submitted
rA 1I1iJ~~
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Rhonda L. Roberts
Director of Senior Services-TL
Mark G. Mc ona
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Harley Underhill,
Director of Human Resources
DATE: December 8, 2008
SUBJECT: OMERS "Buy Back of Pension Credit"
CORPORATE GOAL/S) REFERENCED:
1. To be recognized as a desired employer
INTRODUCTION:
As permitted under the rules of the OMERS Pension Plan, employees may
purchase unused pension credits from previous years at today's rate of pay.
One employee has made the request to OMERS to buy back some credited
service. The employer is required by law to match the employee's portion of the
credit purchase. This report requests Council's authorization to allocate the cost
of this obligation ($5000) through the Millrate Stabilization Reserve.
DISCUSSION/CONCLUSION:
While rare, employees may purchase or buy back OMERS pension service from
previous years. One employee has made the request and will buy back the
service in 2009 (approximately $5,000 for the employee and $5,000 for the
employer).
Rather than adding this one-time cost to the department, it is being
recommended that on these rare occasions, the Millrate Stabilization Reserve
account be utilized.
RECOMMENDATION:
THAT when authorized by OMERS and agreed to by the employee, Council
allocate any pension buy back amounts to the Millrate Stabilization Reserve
Account.
All of which is Respectfully Submitted
Mark . Id
Chief Adminis Icer
CORRESPONDENCE - December 11, 2008
Items for Information (Consent Aaendal
1. Hon. Dwight Duncan, Minister of Finance, Hon. Jim Watson, Minister of Municipal
Affairs and Housing, with follow up on the recent release of the Report of the
Provincial-Municipal Fiscal and Service Delivery Review and the impact on the Ontario
Municipal Partnership Fund. (ATTACHED)
2. R. Millard, CAO.lClerk, Township of Malahide, supporting the County of Elgin entering
into a service agreement with JGM Consulting to serve as the Closed Meeting
Investigator for 2009. (ATTACHED)
3. Hon. John Gerretsen, Minister of the Environment, acknowledging Council's support for
the Town of Milton's resolution regarding a deposit return system on aluminum cans
and plastic bottles. (ATTACHED)
4. R. Millard, CAO.lClerk, Township of Malahide, with a resolution supporting the issuing
of the Certificate of Approval for the test site for washing material on the Imperial Leaf
Tobacco site. (ATTACHED)
5. Joe Preston, M.P., Elgin-Middlesex-London, introducing his new staff in the
constituency office and their contact information. (ATTACHED)
6. Hon. Dwight Duncan, Minister of Finance, Minister of Revenue, Hon. Jim Watson,
Minister of Municipal Affairs and Housing, and the Hon. George Smitherman, Minister
of Energy and Infrastructure and Deputy Premier, announcing an additional capital
grant allocation under the Investing in Ontario Act, 2008 of $1 ,604,467 on November
12,2008. (ATTACHED)
7. Karen Vecchio, Executive Assistant, Constituency Office of Joe Preston, Media
Release, "Preston Elected Chair of Procedure and House Affairs Committee".
(ATTACHED)
8. Shawn Khoshaien, District Operations Manager London/Sarnia, Union Gas, with an
update on how Union Gas is helping to keep Ontario households warm and to reduce
their energy bills. (ATTACHED)
9. Debbie Zimmerman, Chair, MPAC Board of Directors, with an update on the
Municipal Property Assessment Corporation's 2008 activities and support of changes
to the property assessment system. (ATTACHED)
10. R. Millard, CAO.lClerk, Township of Malahide, with their concerns regarding the
Elgin County Road 24 relocation project. (ATTACHED)
11. Lyle McLean, Chair, Board of Governors, Paul Collins, President and CEO, St.
Thomas Elgin General Hospital, with an invitation to attend a cocktail reception on
Tuesday, January 27,2009 from 5:00 to 7:00 p.m., for an information discussion on
the relationship between our local hospital and the business/manufacturing base
within the region it serves. (ATTACHED)
2
12. Norm Gamble, Board Chair, South West LHIN, giving notice of its intention to enter
into a service accountability agreement with the Grey Bruce Health Services effective
April 1, 2009. (ATTACHED)
13. William Shurish, Executive Director, Quad County Support Services, thanking County
Council for the grant of $2000.00. (ATTACHED)
MInistry of Finance
Office of the Minister
Frost Building South
7 Queen's Park Cr
Toronto ON M7A 1Y7
Tel (416) 325-0400
Fax (416) 325-0374
'M'1W.fln.ontarlo.ca
Ministry of Municipal Affairs
and HousIng
OHlce of the Minister
777 Bay Street
Toronto, ON M5G 2E5
Tel (416) 585-7000
Fax (416) 585-6470
wW'.v.mah.ontario.ca
('~
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November 14, 2008
NOV 1 8 200B
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Head of Council:
We are writing to you today to follow up on the recent release of the Report of the
Provincial-Municipal Fiscal and Service Delivery Review (PMFSDR) and to provide you
with information on the impact of its recommendations on the Ontario Municipal
Partnership Fund (OMPF). We trust that this information will assist you as you prepare
your 2009 municipal budget.
Together with our partners, the Association of M(,!nicipalities of Ontario (AMO) and the
City of Toronto, we have produced a landmark agreement that will benefit municipalities
for years to come. As a final result of the PMFSDR, the province is uploading not only
the Ontario Drug Benefit (ODB) program and the Ontario Disability Support Program
(ODSP), but also Ontario Works (OW) benefits as well as court security. By 2018,
when these uploads are fully implemented, municipalities province-wide will receive
$1.5 billion more in annual benefits than they received in March 2007. As a result, we
will have increased ongoing annual support to municipalities to over $3.8 billion, an
increase of more than $2.7 billion, or over 250 per cent, compared to 2003.
The OMPF was included in the PMFSDR, and the review's recommendations will affect
the program in future years. Our partners agreed to the key principle that the OMPF
remain responsive to changes in municipal circumstances, such as the upload of ODB,
and ODSP and OW benefits. Consistent with the normal operation of the OMPF, the
social programs grants will be adjusted to reflect the reduction in municipal costs for
these programs as the uploads are phased in.
Some municipalities wouid normally see a reduction in their OMPF allocations because
of the phase-out of the one-time and transitional funding they have received in past
years under the OMPF. In 2009, through the Combined Benefit Stable Funding
Guarantee (CBSFG), we will ensure that your municipality's combined benefit of your
2009 OMPF plus the reduced costs from ODB and ODSP administration uploads, will
be equal to or greater than your March 2007 OMPF. The special one-time
assistance we are providing in 2009 to deliver on this Guarantee will allow you sufficient
time to plan your 2010 spending in accordance with your actual OMPF entitlements.
....Icont'd
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Further details of this OMPF Combined Benefit Stable Funding Guarantee for 2009 will
be provided by the Deputy Ministers of Finance and Municipal Affairs and Housing to
municipal Treasurers and Clerk -Treasurers.
The PMFSDR Report is available at: www.ontario.caJprovincialmunicipalreview.
We will continue to build on the foundation of our forward-looking partnership to achieve
our common goal of strong and vital communities.
Yours sincerely,
ye?f1tr~~-
.-./
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Dwight Duncan
Minister
Ministry of Finance
Jim Watson
Minister
Ministry of Municipal Affairs and Housing
87 John Street South,
Aylmer, Ontario N5H 2C3
Telephone: 519.773.5344
Fax: 519.773.5334
www.township.molahide.on.ca
theTOWN S HI I PoJ
ALARIDB
A proud tradition, a bright future.
November 7, 2008.
County of Elgin,
450 Sunset Drive,
St. Thomas, Ontario.
N5R 5Vl
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NOV 1 2 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Attention: Mr. Mark McDonald
Dear Sir:
RE: Closed Meeting Investigator
Malahide Township Council passed the following Resolution on November 6, 2008:
THAT Malahide Township Council supports the County of Elgin entering iuto a service
agreement with JGM Consulting to serve as Closed Meeting Investigator for the County of
Elgin for the year 2009, further to the correspondence dated September 25, 2008, from
John Maddox of JGM Consulting.
Thank you for your assistance with respect to this matter.
Yours very truly,
TOWNSHIP OF MALAHIDE
(J:~
R. MILLARD, CAO./CLERK
H:\diana's files\Randy 2008\County - JGM Consulting - maddox nov7.rtf
RANDALL R. MILLARD
C.A.O';Clerk
SUSAN E. WILSON
Treasurer
treasurer@township.molahide.on.co
Office of the Minister
Bureau du ministre
~
Ontario
Ministry
of the
Environment
Minlstere
de
l'Envlronnement
135 Sf. Ciair Ave. West
12th Floor
Toronto ON M4V 1 P5
Tel (415) 314.5790
Fax (415) 314.5748
135, avenue St Clair ouest
12' otage
Toronto ON M4V1P5
TOI (416) 314.5790
TOlec (415) 314.5748
ENVI283MC~2008-3541
November 6, 2008
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Mrs. Sandra J. Heffi'en
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. ThomasON N5R5Vl
NOV 12 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Mrs. Heffren:
Thank you for your letter of September 10, 2008 informing me of Council's suppOli for
the Town of Milton's resolution regarding a deposit return system on aluminum cans ami
plastic bottles as a response to the problem of littering.
As Minister of the Environment, I share your concerns about the littering in.our
communities and natural areas. For its part, Ontario works through various agencies to
curb litter. The Ministry of Transportation Uses section 180 of the Highway Traffic Act to
address littering incidents on provincial roads and highways. Conservation authorities
and officials from the Ministry of Natural Resources also take appropriate action to
discourage littering in our provincial parks and natural areas. This work includes
education campaigns,roadside cleanups and enforcement.
Ontario is committed to helping municipalities and industry divert material fi'om landfills
ina way that is sustainable, practical and protects our communities and the environment.
It is everyone's responsibility to protect the environment and keep it clean. We all need
to work together to ensure that all recyclable materials are, in fact, collected for
recycling.
In Ontario, instead of a deposit return system, soft. drinks and other non-alcohol beverage
containers are diverted through the Blue Box program. In order to make the program
better and divert as many recyclable materials from disposal as possible, I recently
requested that Waste Diversion Ontario (WDO) complete a review of the Blue Box
program and provide recommendations on various issues including how to divert Blue
.Box material that currently end up as waste or litter. .
...2
*
0761G(03IOt)
100% Aecycled Chlorine Flee. M<ioo irI Canada
Mrs. SandraJ. Heffren
Page 2.
In order to further address packaging waste such as beveragecontainers,Iam working
with my colleagues" Ministers of the Environment in other provinces, territories and the
federal government - to develop a national strategy on sustainabk packaging through the
Calladian Council of Ministers of tlie Environment. We have agreed On the need for.
harmonized, national action to address unsustainable packaging and a strategy is und~r
development. I have also been reaching out to retailers, grocers and other industry to
discuss opportunities for action on excess packaging. In 2007, my predecessor, .
Ms. Laurel Broten, negotiated all agreement with industry and environmental groups that
will see the number of plastic bags - another sizable component bflitter - distributed in
Ontario reduced by 50 perqentby2012.
I am also happy to al1l).ouncethat we have inade great progress over the last year with the
addition of two new waste diversion programs. The Municipal Hazar.dous or Special
. Waste (MHSW) program, intended to increase the diversion of common household
hazardouswaste,cominenced on July 1,2008. Inaddition, on July 9, 2008,1 approved
WDO's W~ste Electrical ahd Electronic Equipment (WEEE) program for diverting waste
. electronics. The WEEE program is scheduled to begin in spring 2009.' . .
My ministry recently posted a di.scussion paper 9n the Environmental Registry regarding
a five-year r,evIew of the Waste Diversion Act, 2002 (WDA). Our goal is to present a
new "Zero Waste" vi,sionfor Ontario 'that encourages businesses to beiesponsible for
. their products an<:J packaging, cradle-to-cradle, and pursue innovative product designs
that resultin litde otno waste, I encourage all Ontarians to participate in the WDA
reviewbyfotmally commehting on the'discussionpaper at \'vww.ebr.gov.on.ca under
R.egistry N)lmberOIOc4676. TheWDA review can also be vie\ved on th(( ministry's web
. site at www.ontario.ca/environment. .
. . "
. . .
Tggether, these measures will help to ensure that waste is reduced at the.source,b,eforeit
. ever.entersthe waste managyi1).eht stream. .
I trust thisinformation is helpfuL Thank you, again, for writing in support ofthe Town
of Milton's resolution. .
The Honounible Steve peters, MPP.
.Elgin- Middlesex-London
::=1/12/200B WED 12:0B
~ John Street South,
Aylmer, Ontaria N5H 2C3
Telephone: 519-773-5344
Fax: 519-773-5334
WW'N.township.molohide.on.ca
November Ll, :lUUlS.
FAX 519 773 5334 TWP OF MALAHIDE ~~~ Coun~y of Elgin
1;!J001/OOl
A proud tradition, a bright future.
MALAiiS.H.P.
Ministry of the Environment,
Environmental Assessment and
Approvals Branch, Floor 12A,
2 St. Clair Ave., West,
TORONTO, Ontario
M5V 1 L5
Attention: Margaret Wojcik, P. Eng.
Senior Waste Engineer
Dear Ms. Wojcik:
RE: Imperial Tobacco - Waste Disposal Application.
Malahide Township Council met on November 6, 2008, and passed the following
Resolution:
THAT subject to the meeting of October 28, 2008, with representatives from
Imperial Leaf Tobacco, County of Elgin, University of Waterloo euvironmental
department, University of Western Ontario environmental department and
Malahide Township, and teleconference with the Ministry of the Environment
representative, regarding the issuing of the Certificate of Approval for the test site
for washing material on the Imperial Leaf Tobacco Site on Elm Street, Aylmer,
Ontario.
THAT Malahide Township Council's confirms all of its concerns have been
addressed and they support the application as presented by Imperial Leaf Tobacco
Yours very truly,
TOWNSHIP OF MALAHIDE
6Y~.
R. MILLARD, C.A.O./CLERK
Copy - County of Elgin J
Town of Aylmer
H:\diana's files\Randy 2008\moe ~ imperial- waste disposal- novo 12.doc
RANDALL R. MILLARD
C.A.O./C[erk
SUSAN E. WILSON
Treasurer
ireasurer@lownship.malahide.on.ca
Received Time Nov. 12. 2008 12:06PM No. 1808
(JUaw-a
fu1<lUhwWf
24lstAvenue,Unit2
St Thomas, Ontario
NSR4MS
Tel:(SI9) 637-2255
Fax: (519) 637.3358
Confederation Building, Room 144
Ottawa, Ontario
KIA OAG
Tel: 613-990-7769
Fax: 613-996-0 194
HOUSE OF COMMONS
'Jc-e fi''te6 ton
Member of Parliament for Elgin-Middlesex-London
Monday, November 3, 2008
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NOV 1 4 ZOOB
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
I am pleased and excited to represent the great riding of Elgin-Middlesex-London in the
40th Parliament. .
Dear Colleague,
There have been many challenges serving as your Member of Parliament since 2004.
Many of these obstacles were overcome with the knowledge and support of our
community leaders and constituents. I am asking that we face and tackle these issues
together, and I welcome your letters, reports and requests for meetings.
With the new Parliament, I would also like to introduce you to my knowledgeable staff in
the constituency office that will be able to assist you. Karen Vecchio has taken on the
role of my Executive Assistant. Along with constituency case work including Canada
Revenue Agency, Karen handles all of my constituency scheduling, media and
correspondence. Francine Melmer continues to work with Service Canada and Veteran's
Affairs and specializes in Senior's issues. I welcome two new staff members, Darlene
Unwin from the Elgin-St. Thomas Housing Corporation and Cathy Hayward from the
North America Railway Hall of Fame. Darlene will be dealing with Citizenship &
Immigration and Employment Insurance inquiries. Cathy handles all general inquiries to
the office along with the Passport Canada office. I have attached a list of contact
information for your resources.
contact my office or myself at any time regarding your concerns.
/
Joe Preston, Member of Parliament
Website
Telephone
Toll-free
Fax
Mailing Address
www.ioeurestonmu.ca
519-637-2255
1-888-404-0406
519-637-3358
2-24 First Ave
St. Thomas, ON N5R 4M5
assist(ti)i oeurestonmu.ca
Email
Name
Karen Vecchio
Francine Melmer
Darlene Unwin
Cathy Hayward
Position
Executive Assistant
Constituency Assistant
Constituency Assistant
Constituency Assistant
Phone
519-637-2255
519-637-2255
519-637-2255
519-637-2255
Ministry of Finance and
Ministry of Revenue
Ministry of
Municipal Affairs and Housing
Ministry of Energy and
Infrastructure
[tj
~-,.
Ontario
Offlce of the Minister
7th Floor
7 Queen's Park Crescent
Toronto. ON M7A 1Z1
T<J 416325-0400
Fax 416325-0374
W'NW.fin.gov.on.ca
Office of the Minister
17'11 Floor
777 Bay Street
Toronto. ON M5G 2E5
Tel 416585-7000
Fax 416585-6470
'NWW.mah.gov.on.ca
Office of the Deputy Premier
4th Floor, Hearst Block
900 Bay Street
Toronto ON M7A 2E1
Tel 416-325-2201
Fax 416-327-6754
'NWW.energy.gov.on.ca
November 10, 2008
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Ms. Sylvia Hofhuis
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5V1
NOV 2 If 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Warden Hofhuis,
On March 31, 2008 we wrote to advise your municipality that the McGuinty government had
introduced the Investing in Ontario Act, 2008 (the Act). Under this Act and the related 2008
regulation, every municipality in Ontario is entitled to receive a capital grant in 2008 based
on the Province's final results for 2007-08 in the Public Accounts.
On August 25th, the Premier was pleased to announce that the 2007-08 Public Accounts
had been finalized and that, under this new Act, all municipalities in the province would be
receiving additional capital grants this year. We are pleased to advise you that your
municipality will be receiving its allocation under the Act and related 2008 regulation of
$1,604,467 on November 12, 2008.
By redirecting a portion of the provincial surplus to municipalities for capital purposes, the
Ontario government is helping to address Ontario's municipal infrastructure deficit. Investing
in infrastructure is a crucial component of a strong economy and part of the government's
five-point plan for jobs and growth in Ontario.
The allocation of the Investing in Ontario Act to individual municipalities is based on a
formula, determined in consultation with AMO and the City of Toronto and detailed in the
2008 regulation. This formula is based on municipal population distribution according to the
2006 Census and, in the case of two-tier municipalities, the respective upper- and lower-tier
shares of capital expenditures between 2001 and 2005 inclusive, as reported by
municipalities. The specific allocations to individual municipalities are posted on the Ministry
of Finance website at www.fin.aov.onca/enalish/budaet/oaccts/2008/ioa.html.
Your municipality has the discretion to spend your grant to address your capital priorities.
Under the 2008 regulation, payment:
co(lIFCOio CI1YT00!
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1671.01 (07/11)
7530-4658
- 2 -
(a) may only be used by an eligible recipient for expenditures that are capital
expenditures with respect to the eligible recipient under generally accepted accounting
principles for local governments as recommended, from time to time, by the Public Sector
Accounting Board of the Canadian Institute of Chartered Accountants; and
(b) shall not be used for the purpose of reducing or paying out the amount of any debt
relating to a capital expenditure if the debt was incurred by the eligible recipient before the
date on which the relevant payment is received.
The government will be requesting report-backs on your municipality's planned use of these
funds and how you plan to publicly demonstrate the Government of Ontario's contribution to
your capital priorities through signage, local events and other means of recog'nition. The
government is particularly interested in the sign dimensions, their placement and
presentation of the provincial graphic. You will be receiving templates detailing the report-
back information that will be required. As the projects are completed, the Province will also
be requesting additional report-backs on how the funds were actually spent and the nature
of public recognition provided for the Government of Ontario's contribution. In addition, the
Province maintains the right to audit how the funds were used and to recover any, or all, of
the funds granted if it is determined that they were not used, or will not be used, for the
eligible capital purposes.
The McGuinty government recognizes the importance of our municipalities, which is why we
have made the strategic decision this year to invest in our communities. This initiative is
continuing to build our investments towards municipalities and is part of our ongoing
commitment to working towards a sustainable provincial-municipal relationship.
As we all know, Ontario is facing a more challenging global economy. Economic data
released since the end of the fiscal year indicate that growth has been below forecast so far
in 2008. As a result, it is important that we continue to work together to focus on key
investment priorities and to manage our finances carefully. We look forward to working in
collaboration with you and our other municipal partners to successfully meet today's
economic challenges and to build a solid foundation for a positive future for Ontario's
businesses and its citizens.
Yours sincerely,
rf41~~
-"
/WG
&~&~
Dwight Duncan
Minister of Finance
Minister of Revenue
Jim Watson
Minister of Municipal
Affairs and Housing
George Smitherman
Minister of Energy and
Infrastructure
Deputy Premier
1671-01 (07/11)
7530-4658
c: The Honourable Steve Peters, MPP Elgin-Middlesex-London
Peter Wallace, Deputy Minister of Finance
John S. Burke, Deputy Minister of Municipal Affairs and Housing.
Saad Rafi, Deputy Minister of Energy and Infrastructure
Linda Veger, Director of Financial Services
1671-01 (07/11)
7530-4658
519 637 3358
Joe Preston MP
10:40:01 a.m. 11-28-2008
2/5
FOR IMMEDIATE RELEASE
FROM THE CONSTITUENCY OFFICE OF JOE PRESTON
MEMBER OF PARLIAMENT FOR ELGIN-MIDDLESEX-LONDON
NOVEMBER 25, 2008
PRESTON ELECTED CHAIR OF PROCEDURE AND HOUSE AFFAIRS
COMMITTEE
"We want Joe! We Want Joe!" chanted Bloc Quebecois MP Micheal Guimond as he entered the
room for the very first committee meeting of the 40th Session of Parliament.
The Procedure and House Affairs committee unanimously elected Elgin-Middlesex-London MP,
Joe Preston as chair today.
"This committee is the' grand-daddy' of all committees" said Mr. Preston as he took the chair.
"We must work together to achieve consensus".
The Procedure and House Affairs Committee is responsible for all procedural and administrative
matters including Private Member's Business and Elections Canada.
"The committee is the 'mother-ship' of committees. It's pretty impressive stuff, and I
congratulate Mr. Preston on his prestigious win" said Minister of State for Science and
Technology, the Honourable Gary Goodyear, who chaired the committee in the past.
Preston was also appointed by Prime Minister Harper as the Ontario South West Caucus chair,
making him a leading Government voice for the area stretching from West of Toronto, including
Niagara to Windsor and North to Bmce-Grey-Owen-Sound.
"This area, the manufacturing heartland of Canada, is currently facing great economic challenges
during this time of global uncertainty and I will work hard, alongside my fellow Members of
Parliament towards finding solutions" said Mr. Preston.
Joe was also re-appointed to the Board ofIntemalEconomy.
Media Contact: Karen Vecchio, ExecutiveAssistant, 519-637-2255/519-636-9727
karenfij)joeorestonmo. ca
Received Time Nov, 28, 2008 10:27AM No, 1950
5196373358
Joe Preston MP
10:40:24 a.m. 11-28-2008
3/5
FOR IMMEDIATE RELEASE
FROM THE CONSTITUENCY OFFICE OF JOE PRESTON
MEMBER OF PARLIAMENT FOR ELGIN-MIDDLESEX-LONDON
NOVEMBER 24,2008
PRESTON SPEAKS IN THE HOUSE
Today, Joe Preston, Member of Parliament for Elgin-Middlesex-London rose to address
the commons for the first time in the 40th Parliament.
Preston's speech focused on his riding of Elgin-Middlesex-London addressing both the
large rural and agricultural area along with the large industrial and automotive base. His
comments supported the Throne Speech and the mandate outlined.
"One ofthe major problems facing my riding today is the recent announcement of the
impending closure of the Sterling truck plant and so many other plants with scheduled
layoffs in St. Thomas and surrounding areas", Preston stated in the Commons.
He also commented on the strength of his community and the involvement of our leaders
including Al Hughson and volunteers involved in the recent Santa Claus parade.
"Manufacturing facilities and their employees still pulled together and had some of the
best looking floats and were still out there working for their community. .. .this is how our
community works."
Preston's speech also focused on the vibrant senior's population, solar power being used
by Enelworks in Dorchester and the ethanol plant in Aylmer.
Recognizing the many issues currently at large, Preston said 'I am not sure the solution
can come from one little place here in Ottawa. The solution has to come by all of us
working together."
Media Contact: Karen Veccltio, Executive Assistant, 519-637-2255/519-636-9727
karen(ii)}oeorestonmo. ea
Received Time Nov. 28. 2008 10:27AM No, 1950
51 9 637 3358
Joe Preston MP
10:40:46 a.m. 11-28-2008
4/5
FOR IMMEDIATE RELEASE
WEDNESDAY, NOVEMBER 19, 2008
GOVERNMENT DELIVERS A RENEWED AND STREGTHENED MANDATE
At a time of extraordinary global economic challenge and uncertainty, the Government of
Canada ensured all Canadians that they will address the challenges that families and
businesses face.
The Speech from the Throne was delivered laying out the Govermnent's plan to help
protect Canada's economic security. The Government's plan is to reform global finance;
ensure sound budgeting; secure jobs for families and communities; expand investments
and trade; and make government more effective. The Speech also focused on priorities
set by the Govermnent's previous mandate.
Under the leadership of Prime Minister Harper, the Govermnent of Canada will follow a
five-pronged plan. Plans include working with allied and trade partners to re-examine
and renew rules for global fmance; modernizing investment, competition and copyright
laws; and reducing red tape involved with federal agencies, boards, commissions and
Crown Corporations. The Government's plan also focuses on encouraging the skilled
trades and apprenticeships, supporting workers facing transition and providing further
support to the automotive and aerospace industries.
Joe Preston, Member of Parliament for Elgin-Middlesex-London stated "Canadians
elected a government to look out for their interests in a time of global economic
uncertainty and the Throne Speech does that."
In addition to the economic priorities, the Government of Canada will continue with
securing our energy future; tackling climate change and preserving our enviromnent;
increasing access to maternity and parental benefits through Employment Insurance;
Keeping Canada safe through sentences for violent crimes and food and product safety;
and introducing fixed terms for Senators.
.
"This is a great plan for individuals, families and businesses" said Preston.
The Government ofCanitda's mandate will assure that we emerge from this period of
global economic instability stronger than ever.
Media Contact: Karen Vecellio, Executive Assistant, Joe Preston, Member of
Parliament
519-637-2255 or (cell) 519-636-9727 or karen@joeprestonmp.ca
Received Time Nov. 28. 2008 10:27AM No. 1950
5196373358
Joe Preston MP
10:41:15a.m. 11-28-2008
5/5
FOR IMMEDIATE RELEASE
TUESDAY, NOVEMBER 18, 2008
MILLIKEN ELECTED SPEAKER OF THE HOUSE
The election of the Speaker of the House of Commons has been declared. The
Honourable Peter Milliken, Member of Parliament for Kingston and The Islands has been
re-elected the Speaker of the House for the 40th Parliament.
Joe Preston, Member of Parliament for Elgin-Middlesex-London stated "at a time when it
is imperative for the house to work together, having someone experienced in the chair
will make a true difference."
Milliken has been serving as Speaker of the House since January, 2001
Media Contact: Karen Vecchio, Executive Assistant, Joe Preston, Member of
Parliament
519-637-2255 or karen@joeprestonmp.ca
Received Time Nov, 28. 2008 10:27AM No. 1950
UHon
A Spectra Energy Company
November 26, 2008
Mr. Mark McDonald
County of Elgin
450 Sunset Drive,
St. Thomas, On N5R 5V1
~
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Dear Mr. McDonald:
tklV 2 7 2003
COUNTY OF EI.GIN
ADMINISTRATIVE SERVICES
With winter fast approaching, I wanted to update you on how Union Gas is helping to
keep Ontario residents warm and to reduce their household bills.
As you know, natural gas is readily available right here in Ontario and remains the most
affordable way to warm your home, heat water and cook meals. It's clean, reliable and
provides our province with a viable solution for our clean air and climate change needs.
While natural gas is the least expensive heating option, we also know that conservation
is the best way to permanently lower energy costs. To encourage conservation, Union
Gas provides a variety of tools and educational programs to give consumers the power
to take control, manage their energy use and their costs. For example, this fall and
winter we are offering public energy savings clinics and providing energy savings kits in
communities across our service area. Conservation works and leads to long-term
savings. In fact, the average Union Gas residential customer today uses about one-third
less natural gas than they did a decade ago.
During this period of economic uncertainty, Union Gas is also partnering with the United
Way to assist low-income families. Beginning December 1, for the third consecutive
year, Union Gas is participating in the Winter Warmth program. This program allocates
over $1 million dollars through United Way agencies across the province to families who
are facing financial difficulties paying their heating bills. We have also introduced
specific energy conservation initiatives aimed at lower-income consumers through our
Helping Homes Conserve Program.
As a further commitment to the communities where we live and work, Union Gas along
with our employees and retirees have raised a total of $2.9 million over the last 5 years
for United Way agencies in Ontario in order to help families and individuals in need.
For your information and use, I have attached details on the Winter Warmth program.
This information and a host of conservation and other money-saving initiatives are
always available on our website at uniongas.com. Should you have any questions about
these or any energy-related activities, please do not hesitate to contact me. You can be
assured of our cooperation and enthusiasm.
Sincerely,
Sh,,~/'r. i.tSA~ ie."--.
Shawn Khoshaien
District Operations Manager London/Sarnia
P.O. Box 5353 Station A, 109 Commissioners Rd. W., London, ON, N6A 4Pt www.uniongas.com
Union Gas Limited
MUNICIPAL PROPERTY ASSESSMENT CORPORATION
November 17, 2008
R~!i""'&"%IF=~~. ~""'D
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Warden Sylvia Hofhuis
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5VI
NOV 2 4 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Re: Update - MPAC Activities
Dear Warden Sylvia Hofhuis:
I am writing to provide you with an update on the Municipal Propelty Assessment Corporation's
(MP AC) 2008 activities in support of the changes to the property assessment system announced
in the 2007 and 2008 Ontario Budgets, the assessment update and our commitment to customer
service excellence.
As you are aware, the budget announcements resulted in major changes to the property
assessment system, which included a move to a four-year assessment update; the phase-in of
assessment increases; changes to the assessment appeal system; and Business Education Tax
reductions.
We have made significant efforts to ensure the timely implementation ofthese changes to
support the delivery of the 2008 assessment update. Although the bulk of our activities have
been focused on the update, we have been equally committed to implementing the following
activities:
. stakeholder outreach;
. participation at the annual Association of Municipalities of Ontario (AMO) Conference;
. new Customer-Centred Corporate Strategy;
. service delivery;
. implementation of the Ombudsman's Recommendations; and
. Bank Tower Decision.
Office of the Chair c/o Municipal Property Assessment Corporation
1305 Pickering Parkway. Pickering, Ontario L 1 V 3P2
T: 905.688.0990 ext 224 F: 905.831.0040
www.mpac.ca
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Col1l'''-O /0 _..Jlm D .
Nut! z-s1~.
Form No L5050A
Warden Sylvia Hojhuis
Update - MP AC Activities
November 17, 2008
Page 2 of5
2008 Assessment Update
Starting the week of September 15,2008, MP AC began mailing a 2008 Property Assessment
Notice to everypropelty owner in Ontario, updating assessments fi'om a January 1, 2005 to a
January 1, 2008 valuation date.
The 2008 assessment update brings with it some of the most significant changes to the property
assessment system since 1998. To ensure that propelty taxpayers and municipalities have the
infOlmation necessary to understand these changes, we have implemented a number of service
enhancements. These include:
. a province-wide print advertising campaign explaining some of the key changes to the
assessment system;
. the redesign ofthe 2008 Property Assessment Notice which contains more information
and is easier to read;
. an interactive Property Assessment Notice available in ten (10) languages and a number
of videos online at www.mpac.ca;
. an online searchable map which makes finding properties of interest easier through
AboutMyPropertyTM;
. extended hours at MP AC's Customer Contact Centre; and
. extended hours clearly visible on the Propelty Assessment Notice for local MP AC offices
during the mailout period.
Furthermore, to support legislative changes, we have enhanced a number of our products that we
provide to our municipal stakeholders including:
. the Assessment Roll;
. Omitted and Supplementary Assessment Listings;
. Year-End and Omit/Supp Tax Files;
. Year-End Analysis Reports;
. Payment-In-Lieu of Taxation Listing;
. Market Change Profile; and
. Municipal Connect™.
I am confident that this assessment update will be better than those in the past and that you will
begin seeing the positive impact ofMP AC's efforts to be more open and transparent.
Stakeholder Outreach
MP AC has made great strides in its communication effOlts to ensure its stakeholder groups have
a good understanding of the Corporation's role in property assessment. As of September 30,
2008, MP AC has participated in more than 953 meetings with municipal council and staff across
the province surpassing the 758 meetings for the same time period in 2007. We will continue to
be available to meet with municipalities and councils through the better part of2008 as we
continue with the delivery of the assessment update.
Office of the Chair c/o Municipal Property Assessment Corporation
1305 Pickering Parkway, Pickering, Onwrio L 1 V 3P2
T: 905.688.0990 ext 224 F: 905.831.0040
\NVVW.mpac.ca
Form No L5051 A
Warden Sylvia Hojhuis
Update -!vIP AC Activities
November 17, 2008
Page 3 015
MP AC also participated in more than 12 municipal conferences and trade shows in 2008.
Participation at Annual AMO Conference
In August, I along with Carl Isenburg, MP AC's President and Chief Administrative Officer and
Sriram Subrahmanyan, Assistant Deputy Minister, Provincial-Local Finance Division, Ministry
of Finance participated in the concurrent session, "MP AC and Assessment - What's New?" at
the 2008 Association of Municipalities of Ontario Conference in Ottawa. We provided the more
than 200 municipal leaders in attendance with an update of the changes that took place at MP AC
over the past year in support of our commitment to customer service excellence and the changes
to the assessment system.
A copy ofthese presentations is available online at www.mpac.ca (select Municipalities and then
Presentations in the drop down menu).
In addition, the new 2008 Property Assessment Notice and History of Requests for
Reconsideration and Assessment Review Board Appeals were shared with conference delegates
who visited the MP AC booth.
Corporate Strategy
MP AC's corporate culture is changing. It all started with a new Vision, Mission, Values
wholeheartedly approved by the Board of Directors, that reflects the overwhelming consensus
among employees that this is the right direction for MP AC.
The Board also approved a new, four-year Customer-Centred Corporate Strategy to bring our
new Vision, Mission, Values to life. This strategy has five (5) Key Success Areas guided by the
plinciple to "Do it once.. .do it right," by 2011. We want to be:
. 97 per cent customer complaint free;
. 97 per cent error fi'ee; and
. 97 per cent backlog fi'ee.
We also want to retain 97 per cent of our model employees and achieve a minimum ranking of at
least 97 among Canada's Top 100 Employers.
We are committed to bringing our Vision for MP AC - Property Assessment
Excellence. . . Outstanding Service. . . Tmst, to life for every property taxpayer customer,
everyday.
Service Delivery
Although most of our efforts in 2008 have been dedicated to the assessment update, we continue
to work on the assessment of new buildings and additions.
Office of the Chair c/o Municipal Property Assessment Corporation
1305 Pickering Parkway, Pickering, Ontario L 1 V 3P2
T: 905.688.0990 ext 224 F: 905.831.0040
www.mpac.ca
Form No L5051A
Warden Sylvia Hojhuis
Update - MP AC Activities
November 17, 2008
Page 4 of5
We have added approximately $14 billion in new assessment to the rolls in the first nine (9)
months of this year and are on track to add a total of approximately $20 billion in new
assessments by the end of the year.
MP AC continues to be committed to processing Requests for Reconsiderations (RfR) within 45
days. The average year-to-date processing time in 2008 is 29 days compared to 41 days for the
same time period in 2007. We continue to attribute our reduced processing time to efficiencies
gained from streamlining our business processes.
As of September 14, 2008, MP AC has received 15,230 RfRs, which represents 0.32% of the
almost 4.7 million properties on the 2007 assessment roll. This data does not include RfRs
received during the 2008 Assessment Update. There were 82,603 (94.1 %) adjustments carried
forward, from previous years RfR and Assessment Review Board (ARB) decisions that were
used to populate the 2008 Assessment Notices.
Ombudsman's Recommendations
I am pleased to repOli that we have taken action on all 20 ofthe Ombudsman's recommendations
that fell under our jurisdiction. Some of the changes we have made are small while others are
major. Together, they add up to a significant improvement that will be apparent to
municipalities and property taxpayers this fall.
The Ombudsman said in his 2007/2008 Annual Report, "MP AC and the Government have come
closer to getting it right. The 'dramatic reforms' that we have put in place with MP AC will be
seen by millions of Ontarians this fall and newly introduced legislation will bring greater fairness
to the system ofpropeliy assessment and appeal."
Bank Tower Decision
Assessment complaints filed for the 2001 and 2002 taxation years for the six (6) high value
downtown Toronto office complexes, known collectively as the Bank Towers, were heard by the
ARB between 2005 and early 2007. In March 2008, MP AC pursued an appeal following the
ARB's interim decision released in Febmary 2008 that would significantly change the way many
properties in Ontario are assessed. MP AC shared this information with municipalities through a
number of communication vehicles. We will continue to keep you advised of any developments
on this issue.
In closing, the success of many of our activities is mainly attributed to the hard work of our
dedicated team of almost 1,600 across the province. We look forward to their continued
commitment to delivering property assessment excellence and outstanding service to the
property taxpayers of Ontario in support of our Customer-Centred Corporate Strategy.
Office of the Chair c/o Municipal Property Assessment Corporation
1305 Pickering Parkway, Pickering, Ontario L 1 V 3P2
T: 805.688.0880 ext 224 F: 805.831.0040
www.mpac.ca
Form No L5051A
Warden Sylvia Hojhuls
Update-MPAC Activities
November 17, 2008
. Page 5 of5
If you have any questions or need additional information, I encourage you to contact me at
905688-0990, extension 225, Carl Isenburg at 905 837-6150, or Greg Martino, AlDirector,
Municipal Relations at 905 837-6993.
Yours truly,
~\,;:).
Debbie Zimmerman
Chair, MP AC Board of Directors
Copy The Honourable Dwight Duncan, Minister of Finance
Sriram Subrahmanyan
Diane Ross, Director Property Tax Legislation and Assessment Policy Branch,
Ministry of Finance
Municipal Clerks (via e-mail)
Municipal Treasurers (via e-mail)
Municipal Liaison Group - Assessment (via e-mail)
Municipal Liaison Group - Enumeration (via e-mail)
MP AC Board of Directors
Carl Isenburg
Greg Mmtino
Office of the Chair c/o Municipal Property Assessment Corporation
1305 Pickering Parkway. Pickering, Ontario L 1 V 3P2
T: 905.688.0990 ext 224 F: 905.831.0040
www.mpac.ca
Form No L5051 A
:-=1/~4/2008 MON 13:49
:;: .
::: 87 John Street South,
Aylmer, Ontario N5H 2C3
Telephone; 519-773.5344
Fax: 519-773.5334
\WIW. townsh ip.molahide.on.ca
FAX 519 773 5334 TWP OF MALAHIDB ~~~ County of Elgin
I/!]OOl/OOl
A proud tradition, a brightfuture.
MALAHS.H.II
November 24, 2008.
County of Elgin
450 Sunset Drive,
S1. Thomas, Ontario.
N5R 5VI
Attention: Mark McDonald
Dear Sir:
RE: Project County Road 24.
The Port Burwell Secondary Joint Board of Management considered the status report for
the Elgin County Road 24 relocation project dated July 2008.
The Board does not believe the County should be doing an EA or proceeding with a
process that does not encompass all aspects of the necessary works that will be affected.
This should include all municipal services.
The Board further requests that the individual municipalities be advised of the direction
the County is taking and ask for support for the County to include the waterline in the EA
and any funding requests.
That the Board would be responsible for its share of the same.
Your consideration to the above would be appreciated.
Yours very truly,
TOWNSHIP OF MALAHIDE
tY~
R. MILLARD, C.A.O.lCLERK
Copy - Municipality of Central Elgin
Municipality of Bayham
Town of Aylmer,
Township ofMalahide.
\\malahidets.local\usersfiles$\diana\diana's files\Randy 2008\elgin county ~ water county road 24 nov24.doc
SUSAN E. WILSON
Treasurer
1reasurer@townshlp,malahide.on.co
RANDALL R. MILLARD
C.A.O';Clerk
Received Time Nov. 24. 2008 1:47PM No.1912
St. Thomas-Elgin
General Hospital
Working Together for Your Good Health
Ms. Lynn Acre
County of Elgin
450 Sunset Dr.
St. Thomas, ON
N5R 5V1
~
189 Elm Street,
Sl. Thomas, Ontario, Canada N5R 5C4
Tel 519 631-2020 . Fax 519 631.1825
RE. ~lf""~'ll?-D
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NOV 1 7 2008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
November 14, 2008
Dear Ms. Acre
Our St. Thomas Elgin General Hospital Board has been made aware of some research
regarding the relationship between a local hospital and the business/manufacturing
base within the region it serves. It reveals that there is clear evidence that a healthy
work force, which is a key contributor to productivity, is enabled through access to
health services. In most regions, like ours within Elgin County and the city of St.
Thomas, a cornerstone of local health services is the local community hospital. The
local hospital also provides a major contribution to community wealth, especially in our
community where STEGH is one of the top five employers.
As a community hospital board, we take very seriously our obligation to balance our
accountability for services to our patients and our community with our accountability for
the stewardship of public funds, which are required to provide these services. It is
within this context that we would like to build a greater understanding of the needs of
our business/manufacturing organizations including yours, or those who you may
represent, as we continue to strengthen and sustain our hospital within the local,
regional and provincial system of health care. To this end, our Board of Governors is
hosting an event, which is intended to be a rather informal conversation with you and
some of your colleagues from across the city of St. Thomas and Elgin County. We
invite you to put a placeholder in your calendar for Tuesday, January 27,2009 to
join us here at the hospital from 5:00 pm to 7:00 pm for a cocktail reception and
conversation. You will be receiving a more formal invitation and will be contacted
directly by one of our Board members over the next month or so.
Thank you considering our invitation, and we look forward to meeting with you.
Sincerely,
~
Lyle McLean
Chair, Board of Governors
Paul Collins
President & CEO
Our Core Values
Compassion
Respect
Accountability
Simplicity
201 Queens Avenue, Suite 700
London, Ontario N6A lJl
Tel: 519 672-0445 . Fax: 519 672-6562
Toll-free: 1 866 294-5446
w""\vw.southwestlhin.on.ca
December 4, 2008
IFIS#:
Program #:
237
3798
Paul Baldwin
Warden
Corporation of the County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5Vl
R' IF'. ,0" Fa'" f! r.- 0
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Dear Mr. Baldwin:
DEe - 8 Z008
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Re: Notice of a Proposal to Enter Into a Service Accountability A2recment
Pursuant to the requirements ofs. 23(1) of the Commitment to the Future of Medicare Act, 2004 and
Ontario Regulation 279/07, the South West Local Health Integration Network gives notice of its
intention to enter into a service accountability agreement with the Grey Bruce Health Services that
will take effect on April 1 , 2009.
We will be in touch with you shOlily to provide you with a copy of the proposed Multi-Sector Service
Accountability Agreement (M-SAA), discuss the proposed agreement, the population of the
schedules to the agreement and other matters that need to be addressed during the negotiation of the
agreement.
Should you have any questions, please do not hesitate to contact Mark Brintnell, Senior Director,
Performance, Contract and Allocation (Acting) at (519) 640-2577.
Sincerely,
~~~
Norm Gamble
Board Chair
c: Mark McDonald, Chief Administrative Officer, Corporation of the County of Elgin
Michael Barrett, Chief Executive Officer (Acting), South West LHIN
peA 09-82
~
Quad County Support Services
Mailing Address: P. O. Box 65, Wardsvllle, Ontario, NOL 2NO
Telephone 519-693-4812
Fax 519-693-7055
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December 4, 2008
,.., ,j "OM
OtL =.- i;} bAm
Warden Sylvia Hofhuis
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Warden Hofhuis and Council Members:
On behalf of the Board of Directors, consnmers and myself, please accept our sincere appreciation
for your grant of $2000.00,
As in previous years we will use your grant to assist our Association in delivering services
through our two programs in Dutton and West Lome to those consumers residing in these areas,
The individuals who access this service truly appreciate being able to participate in activities in
their home community.
Our Association is funded for the most part by the Ministry of Community and Social Services
but they are unable to meet our total budgetary requirements to provide services to these
consumers, as a result we must seek other sources of funding.
Enclosed is a receipt for your records. Thauk you for your continued support of our Association
by providing this grant. Meny Christmas and Happy New Year :!i'om all of us at Quad County
Support Services.
Sincerely,
_ ;Ji"';~';-.lcL~.v
/
Williart Shurish
Executive Director
AOMINISTR^TION OFFICES
195 Welling Ion SI.
Wardsville, Ontario
NOL 2ND
(519) 693-4812
(519) 69J-7055 (Fox)
RESOURCE CENTER
205 Talbot Street
\'Iordsville, Ontario
~OL 2ND
(519) 69H478
COI,II.IUNI1Y EMPLOYMENT OPTIONS
191 Queen Street
Wordsvillc, Ontario
NOL 2ND
(519) 693-4929
RESIDENTIAL SERVICES
203 Main SI.
Glencoe, Ontario
NOL 11.10
(519) 281- 2306
(519) 287-590S (lox)
CLOSED MEETING AGENDA
December 11. 2008
Staff Reports:
1) Director of Human Resources, Chief Administrative Officer - Municipal Act, Section
240.2(b) personal matters about an identifiable individual- Severance Reserve
Account