The URL can be used to link to this page

February 16, 2010 AgendaPAGE# 1 -6 7 -23 24 -53 54 -63 64 -68 69 -70 NOTICE: ORDERS OF THE DAY FOR TUESDAY, FEBRUARY 16, 2010 9:00 A.M March 3, 2010 March 9, 2010 March 23, 2010 December 3, 2010 ORDER 1st Meeting Called to Order 2nd Swearing In of alternate County Councillor (see Correspondence for Consideration Item #1 page #55) 3rd Adoption of Minutes January 26, 2010 4th Disclosure of Pecuniary Interest and the General Nature Thereof 5th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. Sandra Datars -Bere, Director, St. Thomas -Elgin Ontario Works, Social Assistance Service Provision (attached) 10:00 a.m. Mary Orr, Senior Forest Pest Specialist, Ontario Area and Nitin Verma, Forest Pest Emergency Specialist, Canadian Inspection and Food Agency, with an update on the Emerald Ash Borer in Elgin County (attached) and Correspondence for Consideration Item #2 page #56 -59 12:45 p.m. Steve Gibson, County Solicitor, regarding legal matters Closed Meeting Agenda Items #1 2 (verbal) and 3 (pages #1 -12 attached) 6th Motion to Move into "Committee Of The Whole Council" 7th Reports of Council, Outside Boards and Staff 8th Council Correspondence see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) 9th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 10th Closed Meeting Items attached as separate agenda 11th Recess 12th Motion to Rise and Report 13th Motion to Adopt Recommendations from the Committee Of The Whole 14th Consideration of By -Laws 15th ADJOURNMENT LUNCH WILL BE PROVIDED Evolution of the Harvest Conference, New Sarum Diner, 8:30 am -3:00 pm 9:00 A.M. County Council Meeting 9:00 A.M. County Council Meeting Warden's Banquet Dutton Dunwich Community Centre U111HN1 V•• vIvv v..v. Year Annual Average Caseload Increase over Previous Year 2006 819 N/A 2007 876 7% 2008 1123 28% 2009 1483 32% rRT? coRPOiRRr1ON OP ruF CITY or ST. THOMAS ST. THOMAS ELGIN ONTARIO WORKS 423 Talbot Street St. Thomas, Ontario N5P 1C1 REPORT TO ELGIN COUNTY COUNCIL FROM: Sandra Datars Bere, Director St. Thomas -Elgin Ontario Works MEETING DATE: February 16, 2010 SUBJECT: Social Assistance Service Provision Report No OWEC01 10 Recommendation: THAT: Report OW02 -10 of the Director of St. Thomas -Elgin Ontario Works be received for information. Report: 2009 Year End Summary of Social Assistance Service Provision: As predicted, social assistance service provision rates remained elevated throughout 2009, ending the year significantly higher than at the beginning. As of December 31, 2009, there were 1565 individuals /families (benefit units) in receipt of assistance, 1139 within the City of St. Thomas and 426 within the County of Elgin. The annual average caseload of 1483, was 32% higher than 2008 (1123). The service provision has increased 81 since 2006. Location of Benefit Units (BU) of Adults within BU of Dependent Adults within BU of Children 0 -6 years of Children 7 -12 years of Children 13 -17 years Average Months on Assistance City 1171 1341 23 461 222 121 18.2 County 462 541 15 169 117 85 19.0 2010 Service Provision: January 2010 and projections for 2010 Annual It is projected that service rates will remain elevated throughout most of 2010, which is similar to the pattern of increase experienced in both 2008 and 2009. As of January 31, 2010, there were 1633 individuals /families in receipt of assistance, 1171 within the City of St. Thomas and 462 within the County of Elgin. This post yearend elevation of service provision (68 new benefit units) is consistent with previous years, although it is noted that the increase does not equal that of 2009 (137 new benefit units). In terms of service provision projections for 2010 and the impact on the budget, at this point, STEOW has completed a four year analysis of the both the ODSP and OW caseload rates and the costs per case. As a result, pending Operating Budget approval, STEOW is projecting an additional increase of service of at least 23 with a projected 2010 annual average OW caseload of 1815 benefit units. Increases in cost per case are also being projected at approximately 5% for both OW and ODSP caseload. Council will note that while service provision rates increase, which translates into overall operating budget and actual cost increases, the upload of the Ontario Disability Support Program (ODSP) and OW costs continues. In 2010, municipalities will pay 10% (as opposed to 20 of ODSP assistance costs and 19.4% (as opposed to 20 of OW assistance costs. The following charts provide an overview of the full provincial upload of OW Costs: ntario' Works' Cost -Shar ng of` inancialG Employment Assistance Municipal Share Provincial Share 2010 19.4% 80.6% 2011 18.8% 81.2% 2012 17.2% 82.8% 2013 14.2% 85.8% 2014 11.4% 88.6% 2015 8.6% 91.4% 2016 5.8% 94.2% 2017 2.8% 97.2% 2018 0% 100% Ongoing 0% 100% Impact on Families and Individuals in the Community: As has been noted in previous reports to Council, while statistical and cost increases continue, the true and blunt reality of increasing service provision is that more individuals and families in this community are being significantly impacted by continued difficult economic and social challenges. Here is a brief demographic overview of those in receipt of social assistance in January 2010: —2— 2 Almost 2000 adults and approximately 1175 children in this community rely on social assistance and related community supports. Yet, while there are a growing number of individuals in receipt of social assistance, it must be noted that there are many more individuals in this community impacted by challenging economic conditions, including the working poor and those that do not qualify for social assistance provision or other support provisions. STEOW has and continues to strive to provide effective supports and assistance to all those impacted and is working in partnership with other agencies and supports services, in and across the St. Thomas and Elgin County community, to address the challenges of those most adversely impacted. The Director is available to answer questions or provide additional information, as Council members may require. Respectfully submitted by dra Datars Bere Director, St. Thomas -Elgin Ontario Works 3 St. Thomas Elgin Ontario Works (STEOW) Employment and Income Support Service Provision Month Caseload City County Averages Jan -06 885 611 274 Feb -06 881 606 275 Mar -06 893 617 276 886 Apr -06 857 583 274 May -06 841 572 269 Jun -06 800 536 264 860 Jul-06 788 533 255 Aug -06 788 533 255 Sep -06 787 537 250 836 Oct -06 749 514 235 Nov -06 759 523 236 Dec -06 795 552 243 819 Jan -07 829 583 246 Feb -07 863 599 264 Mar -07 892 623 269 861 Apr -07 870 608 262 May -07 874 605 269 Jun -07 848 590 258 863 Jul -07 841 577 264 Aug -07 868 591 277 Sep -07 882 610 272 863 Oct -07 882 610 272 Nov -07 925 644 281 Dec -07 939 655 284 876 Jan -08 1034 725 309 Feb -08 1089 772 317 Mar -08 1108 779 329 1077 Apr -08 1146 806 340 May -08 1129 797 332 Jun -08 1094 770 324 1100 Jul -08 1102 786 316 Aug -08 1100 785 315 Sep -08 1140 806 334 1105 Oct -08 1147 811 336 Nov -08 1159 825 334 Dec -08 1228 868 360 1123 Jan -09 1365 958 407 Feb -09 1413 997 416 Mar -09 1473 1033 440 1417 Apr -09 1474 1050 424 May -09 1470 1053 417 Jun -09 1457 1045 412 1467 Jul -09 1479 1069 410 Aug -09 1505 1090 415 Sep -09 1539 1132 407 1508 Oct -09 1513 1113 400 Nov -09 1541 1131 410 Dec -09 1565 1139 426 1540 Jan -10 1633 1171 462 Feb -10 Mar -10 Apr -10 May -10 Jun -10 Jul -10 Aug -10 Sep -10 Oct -10 Nov -10 Dec -10 1633 12 1483 1123 876 YTD 2010 Avg #Months Avg 2009 Avg 2008 Avg 2007 819 Avg 2006 844 Avg 2005 872 Avg 2004 930 Avg 2003 -4- 1052 Avg 2002 -5- 0 Caseload N CO 4 U7 0) -4 CO CO O O 0 O 0 0 0 0 0 0 0 0 O 0 0 0 0 0 0 0 0 0 MOM MINI ■_1■ III Mil MI MIMI MI IIIIN =I iP NENE ix{ I Mill r__rr MI MI IMI r- _I- rrrl� IMMO t 'il'S+d aA�i __r_ IIMI■ r_ —I_M'S"' MINI __MIK 11111 =II MI MI MIMI" MI 1111111111111111111111M111 ■I■I■millmtimi MIMI ■■■I■. Irl,. Mi =I_.MI I�r ___IIMN ---I• MINI MIN= ____I NMI =I MEIN= NM IIIIMMI Mir __MI 1111•— 111 _______MI INN ■I_ MINN! I MIN ll __I_____ mitillifilmiimit -=II -NM i■i No INN I✓`r r loot 1■I Ilan I NMI MN IIIIIM MI MI MI IIIIII= MIMI MI IIIMI MI II. Mil 111.111.11111 MI MINI 0 0 c -6- N O O w O O ors c- tiEro os 1 0 U 8 c 1 awc IJ< t 4 4 tri Ca. 0 L C al M 4Q N O w /2 4 C° t% m a 0 E 2) �w L c ry 0 2 8 f g 1 L 7 r t. i 1 F. I.! 4 .i f,, 1 i i r T •;k:...-- %t, f g •1-*c;,' t 1 -'5 X w tit m I I g i A V A 4 i t 1 1 i t 1 i aa waz a gill; r, a ?iff42 11 sEFIRA4e.4 100 °*4 4 ®CA1 (Deo ''s;--,•.,: 4 ...;:i' 1, 4E r l 1;• 6 •■..1 i,.‘ 4 4 !il 4 i 1 co.. F el 5: i 4 0 IV::: T Cf 'C 6 .r t f .1',-.. '..cl I 1 is If 9.1 e.) .64 _Le 1 -10- -11- co VI 0 co 5. co a) a) 0 0 0 _12_ "2 To o c co 2 6 C N4 (1) '5 4 6 ;e i m aQ WW 1 co to) 74%: —13— 5 z Qdr I g 3 Lio d 8 ,s771 ‘1) diall —14— 3 tanada„, 4sr 4 1/ sona. fi• 2 r 0 ci I slf:t... 0 W5 4.1. k t+" ti. i lt 1 cd 0 rs 0 161 4 1,,,i t 2 t 14 "C: g a p. d e Ctl .4...6 Ct. '''''',..41,,, 4i r., CD di 4Z P fm a) 0 Qs/ (ill cz CU MI s2 1 1 pc/ li Pt:4 w 4 1.? al t i g? ,2, 0 ba k 1.= co rIP cs. -15- E V„ F 11 -2 Sefg tA.° 11114 2 IN g 95 ntR "g- Z u• 0 oct I— 0 Z te3 -CS 0 8 u.4 8 8_ •D.in E zi :0_ 101 t 7 ■13 "..v Ps E 2v. 0 4—• C.I. C8'175, .p c'2,N, ta. 11 g E. 4 1/25 0 V- cm 4.ta CU 0 IMMO IMMO. *MIMI E 0 Liu 0 ra CS CD i6,?0,11 C2 CU t <IC f 1 .7 —1 6— so co 0 cc 2 -17- ca 6 -2 D 1 c 0 n do% CO 44 a o o., :6- 0 W O as _r W O a) 15 CD .s a) 4 2, .s co Q E E O I Q Q c ft tl 76 (2 (13 a 2 g, a s. 0 %•-liaP a cu CA- cr O O co cf) Ca w a CO 0 i n n n e O 1 0 c E ths co E 6 O c :1 c ca V tl e I III MM 0 0 >t o co E co I co co ca E /—/qv w V+ co 0 -21- 0 9 a• n ro 0, 0.) i a 11 4., 0) c 0) m co 4: a.. o El 0 CO L. N V L 0 73 1-5 w co _22_ B co 2 v V� Tio7 Siff V OM p��^ V� V� 49 U .1 as ■v® v vs• CZ g 6- o s. v■• CZ E o MEI a) .c a% tt E I- -23- REPORTS OF COUNCIL AND STAFF February 16, 2010 Staff Reports (ATTACHED) 25 IPM and Events Coordinator, Economic Development Evolution of the Harvest Conference 28 Economic Development Marketing Communications Coordinator EDCO Award Manager of Planning Elgin County OP Preliminary Workplan (to be included on Friday Fax) 30 Purchasing Coordinator Defining Roles in the Procurement Process 32 Payroll Benefits Coordinator Annual Benefit Renewal 2010 (Mosey Mosey report is available for viewing in Administrative Services) 38 Director of Community and Cultural Services Municipal Engineers Association Book Donation 40 Director of Community and Cultural Services Provincial Funding Support for the Elgin County Library 42 Director of Community and Cultural Services Support for Knowledge Ontario 45 Director of Engineering Services Dexter Line EA Amendments 49 Building Sciences Technologist, Director of Engineering Services Building Security Audits: County Administration Building; Terrace; Elgin Manor and Bobier Villa E.lgInC linty Prg kasar: fry thin n INTRODUCTION: REPORT TO COUNTY COUNCIL FROM: Lindsey Morritt, IPM and Events Coordinator Economic Development DATE: January 28 2010 SUBJECT: Evolution of the Harvest Conference Elgin County has long been a centre for agriculture in Ontario. However, as farming technologies and practices have become more advanced, farmers are now entering a relatively new market of bio- energy crops and organic produce. From an Economic Development perspective the rise of this new 'agri- business' provides opportunities for the expansion of various local agriculture businesses while at the same time showcasing the strengths and innovation of Elgin County. In the Agri- Business Sector Profile that the Economic Development department completed last year, recommended that a large component of the farming business be included in the Energy and Environment Conference series. Consequently, the goals of the "Evolution of the Harvest" conference include: Discussing leading edge technologies and breakthroughs in the energy sector. Creating relationships and networking opportunities. Appealing to potential new investors and industry leaders. Showcasing the uniqueness and advantages of running a business in Elgin County. Defining and positioning Elgin's Agribusiness sector. Showcasing Elgin as an emerging leader in the alternative energy field. DISCUSSION: On Wednesday March 3 Elgin County will host a seminar for farmers, agricultural service providers, and rural leaders to learn more about what's around the corner and down the road for on -farm alternative energy, biomass, biofuel and energy crop developments. A dynamic keynote and informative presentations will be delivered by the following speakers ranging from innovative farmers to energy researchers: Ted Cowan- Energy Researcher for Ontario Federation of Agriculture. Topic: Eight green energy sources in Ontario, and what these can mean for Elgin County farmers. Dean Thiessen- Greenhouse owner /operator from Leamington, On Topic: Miscanthus operation in Ontario Bryan Gilvsey- Proprietor of the Y U Ranch, Norfolk County, On Topic: Sustainable biomass and eco opportunities through diverse native Tallgrass Prairie Ron Fleming- Professor at University of Guelph, Ridgetown Campus Topic: The Basics of On -Farm Anaerobic Digestion Systems Michael Bouk- Executive Director of Ag Energy Co- operative Ltd Topic: On -farm Solar Energy. Donald Hilborn Byproduct Engineer with the Ontario Minister of Agriculture, Food and Rural Affairs Topic: Reality Check Where do we go from here? Dr. John Kelly- Keynote Speaker, Erie Innovation and Commercialization Details of the event are as follows: Wednesday March 3rd 8:30am- 3:OOpm New Sarum Diner, Registration cost is $25 (including breakfast, lunch, and refreshments) and can be done on -line at www.progressivebynature.com or by calling 519 631 -1460 ext 164. Funding for this conference was made possible through a $5000 Southwest Community Adjustment Fund (SWCAF) grant, with an additional $1000 from the Economic Development budget. Marketing efforts undertaken for this conference include: industry magazines, radio, local television, poster distribution, direct mailing to all rural addresses, event listings locally and in neighbouring Counties, and e- blasts through various agriculture associations. 50 -75 people are anticipated to attend the conference. CONCLUSION: The main focus of this conference is to showcase Elgin County as an emerging leader in the alternative energy field. By developing and hosting this conference which is the first of an annual series, Economic Development is showcasing opportunities to enhance local agri- business operations and attract new business ventures to Elgin County while reinforcing Elgin County as a leader in the agri- business industry. RECOMMENDATION: That this report be received and filed as information. All of which is Respectfully Submitted 4. Lindsey Morritt IPM and Events Coordinator Economic Development General Manager, Economic Development Approved for Sub Mark G. VV. Chief Administrative Officer ElginCount P. CSSig• try a ,z FROM: Kate Burns, Marketing and Communications Coordinator DATE: February 8 2010 SUBJECT: EDCO Awards INTRODUCTION: DISCUSSION: REPORT TO COUNTY COUNCIL Elgin County has once again been honoured for its dedication to excellence. The Economic Developers Council of Ontario presented Elgin County with Product Development, Strategic Plans award today for its Tourism Development Strategy and Marketing Plan, created in conjunction with the City of St. Thomas. The award was presented at the Ontario Economic Development Awards ceremony held during the 53rd Annual Conference and Showcase in Toronto. Elgin County was also a finalist for the "Elgin County Internal e- Update" in the Business Development, Publications category. The quarterly newsletter is sent to municipal partners, County staff and key stakeholders in the community. This was the second year in a row that Elgin has been honoured by the province's economic development professional association for accomplishments arising from the creation of the brand "Progressive By Nature." In 2009 EDCO gave Elgin County two awards for the brand and its attraction package under the categories of Branding and Publications. The marketing strategy is focused on achieving the three goals: 1. Increase the number of people who visit Elgin /St. Thomas; 2. Increase the length of time that visitors stay; 3. Increase the amount of money that visitors spend. To accomplish these goals the Tourism Development Strategy and Marketing Plan lays out an integrated set of marketing tactics based on an extensive quantity of tourism products in Elgin /St. Thomas. It recommends the development of three iconic attractions: the Elgin County Culinary Trail, the Ports of Elgin County and the Railway Capital of Canada, the latter based on the historic importance of St. Thomas as a railway centre. The plan recommends activities that will draw specific target audiences to each of these attractions. CONCLUSION: This award recognizes the sound decisions of County Council. Elgin County Council has recognized the value of tourism as a strong economic generator for the area and has chosen the perfect time to initiate a plan that will see tourism become a vital contributor to this changing and growing sector of the economy. RECOMMENDATION: That the report titled "EDCO Awards" be received and filed. All of which is Respectfully Submitted Ida e urns Marketing and Communications Coordinator Chief Admin e Officer Economic Development Alan Shift General Manager, Economic Development McDonald Approved for Ma 7 ElgInCounty P ror.s ty7L"aiN REPORT TO COUNTY COUNCIL FROM: Sonia Beavers, Purchasing Coordinator DATE: February 16, 2010 SUBJECT: Defining Roles in the Procurement Process Introduction The County of Elgin Procurement Policy has been in place since 2005. Staff have had the opportunity to work with the policy to evaluate the effectiveness and integrity of the process. Discussion The County's existing procurement policy and methods have proven to be effective. Its construction has been specifically tailored to create a transparent, accountable and competitive process that is open, honest, fair and impartial. Over the years procurement related litigation issues have escalated. Recent judicial inquiries such as the Bellamy and Gomery Reports relate to the lack of internal clarity with respect to the relative roles and responsibilities of Council and Staff. Madame Justice Bellamy and Justice Gomery address the issues of political involvement in the administration of the procurement process. As a result of this inquiry, the Supreme Court of Canada issued the following recommendations; a) Council should establish a fair, transparent and objective procurement processes. These processes should be structured so that they are and clearly appear to be completely free from political influence or interference. b) Councillors should separate themselves from the procurement process. They should have no involvement whatsoever in specific procurements. They have the strongest ethical obligation to refrain from seeking to be involved in any way. c) Members of Council should not see any documents or receive any information related to a particular procurement while the procurement process is ongoing. d) Councillors who receive inquiries from vendors related to any specific procurement should tell them to communicate with the contact person in the tender document in accordance with the contact rules in place. The County of Elgin Procurement Policy identifies that Council has ultimate authority for all expenditures. Council delegates this authority by authorization of budgets or by specific resolution. In the past Council members have been invited to participate as a committee member by providing input in the development of a Proposal as well as participating in evaluating Proposals. To protect Council from allegations of attempting to influence procurement decisions while at the same time protecting the integrity of the procurement process, staff recommend that this practice cease and desist. To maintain the integrity of the bidding process, contract award decisions need to be based on the objective application of transparent evaluation criteria. The integrity of the process and the quality of the outcome can become compromised when the decision making becomes politicized, is open to the influence of lobbying activities or is otherwise based on factors other than the objective application of predetermined transparent criteria. Conclusion Contract award decisions should be based on clear, transparent and objective criteria that are applied free from political considerations or political interference. The Procurement Policy addresses this recommendation however on occasion past practice has been to include Council members as part of a committee that provides input in the development of proposals and Council's involvement in the evaluation of Proposals. To protect Council and the integrity of the procurement process, staff recommends ceasing this practice. Recommendation THAT the County's Procurement Policy be revised where appropriate to effect the changes recommended in the report entitled Defining Roles in the Procurement Process. Respectfully Submitted, Sonia Beavers Purchasing Coordinator A im Bundschuh Director, Financial Services Approved for Submission, Mark G. McDo afd, Chief Administrative Officer Elgin County P16,(lCff(1: b1 fJ. rac FROM: Dorothy Schaap Payroll Benefits Coordinator DATE: February 16, 2010 SUBJECT: Annual Benefit Renewal 2010 INTRODUCTION: The annual renewal report for the County of Elgin and member municipalities from Mosey and Mosey, Benefits Consultants was received on January 25, 2010. The report summarizes their analysis of the group benefits renewal action required by Manulife, effective March 1, 2010. DISCUSSION: Please refer to the attached Executive Summary prepared and presented by the consulting firm of Mosey and Mosey. Points of Emphasis: REPORT TO COUNTY COUNCIL 1. Mosey Mosey has a large block of business with Manulife Financial and a good business relationship with the insurer. As a result of this partnership, they are able to negotiate better overall renewal costs for the County of Elgin and participating municipalities. 2. For rating purposes, the County of Elgin and member municipalities consortium plan have been regarded as one large group in order to attain the best rates, allowing participating lower -tier members the benefit of increased purchasing power that is available through pooled insurance. Membership currently includes Central Elgin, Bayham, Malahide, Dutton /Dunwich, Aylmer and Southwold. 3. The Extended Health Care benefit has a pooling arrangement currently in place designed as added insurance to cover against the possibility of catastrophic claims in excess of $15,000 per year per person for drug claims. With the introduction of new and more expensive drugs, it is not uncommon to find very large drug claim amounts charged to the plan. Currently, the County of Elgin and member municipalities pay a charge of 1.7% of premium for this arrangement. This year Manulife is decreasing the rate to 1.5% of premium. The pooling credit for this renewal period is $69,764 due to claims exceeding the $15,000 limit. 4. The Dental Care benefits are underwritten on a fully experience -rated basis. Rates are established based on the financial results generated by the paid premium and paid claims experience. 2007 Benefit Renewal The table below summarizes the 4 -year history of renewal rate action, by benefit line: Life AD &D LTD WI EHC Dental (4.2)% No change (5.4)% Not applicable 6.2% 2.1% RENEWAL OVERVIEW 2008 Renewal (2.4)% No change (5.9)% Not applicable 11.2% 24.1% ODA fee guide increase Overall 1.7% 8.4% 2009 Renewal 12.6% No change No change Not applicable 3.8% 3.0% ODA fee guide increase The annual decrease of .9% for the County of Elgin's plan represents an annual savings of $9,636. Factoring in Manulife's proposed renewal increase of 2.6% or $27,888, the County of Elgin has realized an annual save of $37,524. CONCLUSION: Staff are pleased with the outcome of the renewal and recommend acceptance of the negotiated renewal rate adjustments with Manulife Financial effective March 1, 2010. A copy of the report, in its entirety, is available at the County Administration Services Office on the third floor. RECOMMENDATION: THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin and the Elgin Member Municipalities, effective March 1, 2010. 3.5% 2010 Renewal (5.0)% No change (5.0)% Not applicable 0.0 2.0% ODA fee guide increase (0.9)% All of which is Respectfully Submitted Rob tryce..J Director of Human Re ources Lel Dorot y Schaap Payroll Benefits Coordinator 1 Approved fo Mark Mc Chief Administrative Officer Group Benefits Program The County o Elgin 2010 Renewal EXECUTIVE SUMMARY We are pleased to present the renewal report for the County of Elgin employee group benefits program underwritten by Manulife Financial and RBC Insurance. The County of Elgin has been combined with other member municipalities in order to provide benefits at the most competitive rates. Manulife Financial underwrites the Employee Group Life, Long -Term Disability (LTD), Health and Dental benefits. RBC Insurance underwrites the Accidental Death and Dismemberment (AD &D) benefit only. RBC Insurance is a specialty carrier and as such offers a comprehensive AD &D benefit package at competitive rates. All benefits are underwritten on a non refund accounting basis. Liability for these benefits rests fully with the insurer. Your liability is limited to the premium paid on a monthly basis. The purpose of this report is to provide information with respect to our audit and the new rates which will take effect on March 1St 2010. Outlined in the table below are the current, proposed and negotiated monthly premium and corresponding renewal rate adjustments for the County of Elgin and member municipality consortium plan. Section 2 of this report discusses our evaluation of your carrier's proposed renewal rate adjustments. Current Proposed Renewal Negotiated Renewal Monthly Monthly Rate Monthly Rate Benefit Premium Premium Adjustment Premium Adjustment Group Life 13,409 14,929 8.0% 13,051 -5.0% AD &D 721 721 0.0% 721 0.0% Long term disability 30,561 31,361 0.0% 29,220 -5.0% Total Pooled: 44,691 47,011 5.2% 42,992 -3.8% Extended Health Care 80,978 82,836 2.1% 81,337 0.0% Travel 1,487 1,487 0.0% 1,487 0.0% Dental Care 31,567 33,018 4.3% 32,229 2.0% Total Experience Rated: 114,033 117,341 2.9% 115,053 0.9% Total Overall: 158,723 164,351 158,045 8% PST 12,698 13,148 12,644 Overall Premium 171,421 177,499 3.5% 170,688 -0.4% Adjustment Over Current 6,078 (733) Section 6 of this report shows the overall cost and rate summary comparison which illustrates your pre renewal, proposed renewal and negotiated renewal costs by benefit for the County of Elgin. Proposed and negotiated monthly premium amounts for the County of Elgin only are illustrated below. Please note the overall adjustment for your group varies slightly in respect to the overall adjustment indicated above due to the different volumes applicable to each participating division. Please also note that each member of the County of Elgin and participating municipality consortium program all receive the same renewal rate adjustments by line of benefit. Current Proposed Renewal Negotiated Renewal Monthly Monthly Rate Monthly Rate Benefit Premium Premium Adjustment Premium Adjustment Group Life 6,356 6,863 8.0% 6,034 -5.0% AD &D 233 233 0.0% 233 0.0% Long term disability 15,659 15,659 0.0% 14,877 -5.0% Total Pooled: 22,248 22,755 2.3% 21,144 -5.0% Extended Health Care 41,453 42,324 2.1% 41,453 0.0% Travel 749 749 0.0% 749 0.0% Dental Care 17,991 18,764 4.3% 18,351 2.0% Total Experience Rated: 60,192 61,837 2.7% 60,552 0.6% Total Overall: 82,440 84,592 81,696 8% PST 6,595 6,767 6,536 Overall Premium 89,035 91,359 2.6% 88,232 -0.9% Adjustment Over Current 2,324 (803) Summary and Recommendations For rating purposes only, the County of Elgin and member municipalities consortium plan have been regarded as one large group In order to attain the best rates. Information is also provided in this report as it pertains to the County of Elgin only. Mosey Mosey has a large block of business with Manulife Financial and a good business relationship with the insurer. As a result, we were able to negotiate better overall renewal costs for the County of Elgin and participating municipalities. With this renewal we feel that insured rates remain competitive based on the criteria used by the insurer for pricing the plans and recommend acceptance of the renewal. We would also like to reiterate that based on the current funding method the insurer is completely liable for these benefits. Your liability is limited to the monthly premium paid. If the County were to test the market place, prospective insurers would base their proposed rates on the County's experience, combined with demographics and the performance of the insurance carrier's pool, where applicable, just as Manulife has done. We were pleased with Manulife's flexibility and willingness to negotiate with us in order to obtain the lowest overall costs for the County of Elgin and participating Municipalities. The overall negotiated renewal rate adjustments for the County of Elgin and member municipalities will be -0.4 compared to the insurer's proposed renewal rate adjustment of +3.5 As a result of our independent audit of Manulife's renewal, the total monthly premium for the County of Elgin and member municipalities will reduce by $733 or $8,796 annually. Manulife proposed the overall monthly premium should increase by $6,078 or $72,936 annually. Our negotiations resulted in monthly savings of $6,811 or $81,732 annually. Similarly, for the County of Elgin alone, because of our negotiations with Manulife, instead of paying a monthly premium increase of $2,324 or $27,888 annually, your current monthly premium will decrease by $803 or $9,636 annually. Our negotiations with Manulife resulted in monthly savings of $3,127 or $37,524 annually. We are pleased with the outcome of this renewal and recommend acceptance of the negotiated renewal rate adjustments with Manulife Financial effective March 1, 2010. Elgin Count1 F76;icssf.4- by Rama FROM: Brian Masschaele Director of Community and Cultural Services DATE: January 27th, 2010 SUBJECT: Municipal Engineers Association book donation INTRODUCTION: The Municipal Engineers Association of Ontario celebrated its 50 anniversary in 2009 and wishes to donate a book to the Elgin County Library documenting its history. They have asked that the donation be placed on Council's agenda. DISCUSSION: In 2009, The Municipal Engineers Association published Sharing With Pride: The Story of Municipal Engineers in Ontario to celebrate the organization's 50 anniversary. The book includes significant content about the County of Elgin's extensive contributions to the association and the field. As such, the Elgin County Library will wholeheartedly add the publication to its collection. CONCLUSION: Staff recommend that the Warden issue a letter of appreciation to the association for making this donation. RECOMMENDATION: THAT the Warden, on behalf of County Council, issue a letter of appreciation to the Municipal Engineers Association for donating the book Sharing With Pride: The Story of Municipal Engineers in Ontario (2009), citing specifically the County of Elgin's proud contributions to the book and the field. All of which is Respectfully Submitted Bnan Masschaele Director of Community and Cultural Services REPORT TO COUNTY COUNCIL Approved for on Mark G. c Chief Administrative Officer November 2009 Head of Council 6355 Kennedy Road, Suite 2 Mississauga, Ontario (905) 795 -2555 Fax: (905) 795 -2660 AN 1 1 2010 ADPSINISMITIVE SERVICES COUNTY OF &GIN MEA BOOK PRESENTATION "SHARING WITH PRIDE" 2009 marks the 50 Anniversary of the Municipal Engineers Association (MEA) Annual Workshop. With origins back to 1946, the MEA is a professional association of full -time municipal staff licensed to practice engineering in Ontario, working together to develop and share both experiences and best practices in the delivery of essential services to citizens. The approximately 600 members are employed in over 135 municipalities across the Province representing those communities which are a large part of the population. To celebrate this 50 anniversary occasion, the MEA has published a book (includes CD) of its history, entitled "Sharing With Pride The book is being made available free to all Municipalities in the Province as an effort to bring greater awareness of the role of municipal engineering in providing sustainable infrastructure. I would respectfully ask that this matter be placed on a Council Agenda as a public announcement and that the book eventually reside in a municipal library for public consumption. On behalf of the Board of Directors, I thank Council for accepting this memento. For further information about the MEA, the organization can be contacted at info ©m alengineers.on.ca. G. P. Carrot; P. Eng. President, Municipal Engineers Association Municipal Engineers Association —39— E lgmCounty pxastssi.6j Atrium FROM: Brian Masschaele Director of Community and Cultural Services DATE: January 25th, 2010 SUBJECT: Provincial funding support for the Elgin County Library INTRODUCTION: The Elgin County Library has been fortunate to receive financial support from the Government of Ontario on four special projects taking place in 2010 and 2011. This report provides Council with an overview of these projects. DISCUSSION: REPORT TO COUNTY COUNCIL On January 29 2010 Warden Vowel joined MPP Steve Peters at the Aylmer Library to acknowledge funding for the following projects that each involve the Elgin County Library: 1. $75,000 in 2010 from the Ontario Trillium Foundation to the Elgin County Library in partnership with the St. Thomas Public Library and Elgin St. Thomas Public Health for "Growing with Books Established in 2003, this project involves distributing a book bag, children's book and library card to newborn children in Elgin County and St. Thomas through home visits of a public health nurse. 3000 such kits have been distributed to date. Trillium Foundation funding will enable the project to be sustained for the next five years. 2. $98,000 in 2010 -2011 from the Ministry of Culture through the Southern Ontario Library Service to the St. Thomas Public Library in partnership with the Elgin County Library and Oxford County Library to create a free "Web 2.0" toolkit as an acknowledgement of the critical role that public libraries play in providing public access to on -line information. The kit will be designed for possible use by all public libraries in Ontario. 3. $36,500 in 2009 -2010 from the Ministry of Culture through the Southern Ontario Library Service to the Elgin County Library to support learning and literacy for target groups, collection development, training, accessibility and automation. 4. $22,100 in 2010 -2011 from the Ministry of Culture through the Southern Ontario Library Service to the Elgin County Library for a project called "Tune -In." This project is a partnership between the library and Mennonite Community Services based in Aylmer to provide a weekly children's story time and promote the services of the library on radio station 105.9 DE BRIGJ broadcasting from Aylmer. 5. $10,000 in 2009 -2010 from the Ministry of Government Services to the Elgin County Library to provide training and promotion for ServiceOntario. This includes funding to support small business services. The Warden and Mr. Peters were joined by representatives of several organizations who are partners on these applications, including the following organizations: Ontario Trillium Foundation, Southern Ontario Library Service, Ministry of Culture, Elgin County Library, St. Thomas Public Library, Oxford County Library, Elgin St. Thomas Public Health, Mennonite Community Services. No additional funds are required for the library to proceed with these projects, although the library will be providing significant "in- kind" support through staff time and marketing assistance. Staff nevertheless require Council's authorization to enter into funding agreements where appropriate. CONCLUSION: Each of the approved projects will have direct benefit to the residents of Elgin County by helping the library to reach out to new audiences and improve the quality of service that the library provides. Staff therefore recommend that a letter of appreciation for the Government of Ontario's support be sent to MPP Steve Peters and the Minister of Culture. RECOMMENDATION: THAT the Warden issue a letter of appreciation to MPP Steve Peters and the Minister of Culture and related agencies to acknowledge the Government of Ontario's recent financial support to the Elgin County Library; AND THAT the Elgin County Library be authorized to enter into funding agreements where required to proceed with these projects. All of which is R spedtf Hy Submitted man Masschaele Director of Community and Cultural Services Approved f Mark G. McDona Chief Administrative Officer EgrnCounty Fan „nssfr: hj titG,m REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: January 21st, 2010 SUBJECT: Support for Knowledge Ontario INTRODUCTION: Knowledge Ontario, in partnership with the Federation of Ontario Public Libraries, is seeking County Council's support as the governing body for the Elgin County Library on an advocacy campaign with the Government of Ontario. This report recommends that County Council provide this support. DISCUSSION: Knowledge Ontario is an agency of the Ontario Ministry of Culture which exists to provide all libraries in Ontario with equal access to a core suite of on -line learning resources and tools that connect communities, create innovative discovery spaces, offer virtual reference and research help, and support life long learning. The Elgin County Library has benefited significantly from the services provided by Knowledge Ontario, many of which would otherwise not be available within the existing confines of the library's operating budget. These include: Reference databases such as Career Cruising, Auto Repair Centre, Canadian Points of View and Health and Wellness Resource Centre; Ask Ontario a virtual reference centre that enables patrons to ask questions and receive information in real time from partner libraries across the province; Our Ontario a portal linking historical collections of libraries, museums and archives. Knowledge Ontario has been supported by a series of grants from the Ministry of Culture and this grant is now under serious review. Staff recommend that County Council endorse the organization's efforts to obtain sustainable, long- term funding from the Province of Ontario. CONCLUSION: The Elgin County Library has benefitted significantly from resources provided through Knowledge Ontario and it is hoped that this service will continue to be provided to all Ontarians for many years to come. RECOMMENDATION: THAT Elgin County Council in its capacity as the Board of Directors for the Elgin County Library values the programs delivered by Knowledge Ontario and supports Knowledge Ontario's request for sustainable funding from the Government of Ontario; AND THAT a letter communicating this support be sent to the Ontario Minister of Finance with copies to the Minister of Culture, MPP Steve Peters, Knowledge Ontario and the Federation of Ontario Public Libraries. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Approved Mark Chief Administra i icer Knowledge Ontario 5o Wellington St. E Suite 201 Toronto, Ontario M5E1C9 Bw@ftdirig the a Chute Federation of Ontario Public Libraries c/o North York Central Library 5120 Yonge Street Toronto, Ontario MzN 5N9 fopl.ca One Ma Ontario P ubBic Libraries' Knowledge Ontario knowledgeontario.ca Federation of ONTARIO ITB Brian Masschaele Director of Community and Culture Services, Elgin County Public Library 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Brian Masschaele, Public libraries are important partners in contributing to the growth and development of Knowledge Ontario's innovative services. All public library patrons are able to share in the benefits and equitable access created by these services. That is why Knowledge Ontario, with the support of the Federation of Ontario Public Libraries, is writing to library CEOs and board .chairs asking your help in ensuring these e- resources, virtual reference, learning and discovery tools continue to serve our communities. Making these digital services available throughout the province builds stronger, healthier, more digitally literate communities. It enables a more integrated and effective library system in Ontario. Eveminore importantly, it levels the playing field by extending access equally and at no additional cost throughout the province from our largest urban centres to our rural, northern, remote, First Nations and Francophone communities. Your support is essential in making the case that, in times of economic constraint, the people of Ontario need these online resources more -than ever. As our partners, We are asking you to take a number of action steps to keep these valued services working for our communities. You will find attached a clear action'plan outlining the steps we are asking you to take. They are designed to make an impact on the Ontario fiscal year -end and provincial budget decision making process. There is also a web address containing the information you need to support you in carrying out the steps. The timing of action is critical and is intended .to peak in the first weeks of January. Critical dates are included in the plan. Knowledge Ontario and FOPL will monitor progress and provide follow -up emails as well: These actions signal ypur commitment to ensuring the future success of our work and collaboration:,Knowledge Ontario and public libraries as partners in creating innovative services for people throughout Ontario. We thank you for your support. Sincerely, Davi. Thornley, Executive Director Knowledge Ontario -4 November 16, 2009 David Allen, Chief Executive Officer Federation. of Ontario Public Libraries ElginCounty �ZM�'e Nf N3cue REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: February 9, 2010 SUBJECT: Dexter Line EA Amendments INTRODUCTION The County of Elgin is in Phase 2 of a Municipal Class Environmental Assessment (EA) planning process to address Lakeshore erosion occurring west of Port Bruce that threatens County Road #24 (Dexter Line) and the Port Burwell Secondary Watermain that resides on the County road allowance. As information is gathered, alternative solutions are being evaluated and modified. This report recommends some additions to the EA's problem statement and alternate solutions. DISCUSSION In May 2006, County Council adopted a problem statement to commence the EA process and to establish the parameters and scope for the assessment and consultation process. Based on initial project discussions, consultations and existing information, a problem statement was adopted. Although the existing Port Burwell Secondary Watermain resides on Dexter Line, it is not owned by the County of Elgin, and therefore was not included in the original problem statement. However, because this waterline is critical infrastructure for municipalities across eastern Elgin County and any solution will impact its future, the problem statement should identify this component. The proposed problem statement is therefore modified (in bold text) to include the presence of the Port Burwell Secondary Watermain. "The section of County Road 24 (Dexter Line) west of Port Bruce that is located near the Lake Erie shoreline (primarily Lots 1, 2 and 3, Concession 1, Township of Malahide. And Lots 24, 25, 26, 27, and 28, Concession 1, Municipality of Central Elgin) is subject to the hazards of shoreline erosion. A long term, cost effective solution is required that meet County of Elgin requirements and is consistent with the provisions of the Provincial Statement, 2005. The preferred solution should also be one that provides an access road to the Port Bruce community from the west, which does not cross Catfish Creek (which is subject to potential flooding). Preliminary studies indicate that the preferred solution will require the relocation of a portion of County Road 24'and or shoreline protection. Road relocation will need to include provisions for local property access to the new road, relocation of the Port Burwell Secondary Watermain (by others) and address the closure and disposition of the existing road section. Where shoreline protection is proposed consideration is required to minimize any possible adverse environmental impacts. A permanent access route will be needed to construct and maintain all erosion protection structures, possibly requiring property or easement acquisition. The Municipal Class EA is limited to decisions for the County Road. While the ongoing erosion problems along the Lake Erie shoreline are very significant, the shoreline area is privately owned. The County of Elgin has no jurisdiction or authorization to address shoreline erosion, other than as needed to protect the County Road. In addition, the County of Elgin is not responsible for the relocation of existing utility services, such as the municipal watermain and electrical services, that are within the County road allowance but not owned by the County of Elgin. However, the existing Port Burwell Secondary Watermain is critical infrastructure that serves many communities across eastern Elgin County and therefore should be considered while evaluating any solution." Project Alternatives A number of project alternatives are currently being considered. As they are evaluated, it has become apparent that an additional alternative should be added for consideration. Preliminary erosion modelling to determine future regression has concluded that Dexter Line could be safe from lake bank erosion for at least 50 years by relocating it away from the lake bank without erosion mitigation along Lake Erie. This is the solution our predecessors employed more than 40 years ago. This solution has significantly less cost and approvals are dictated by County Council and the EA process only. Implementation timelines are also reduced by eliminating "in- water" work in the project scope. An EA could be initiated in the future to pursue shoreline protection separately. Therefore, an additional project alternative should be added to allow further consideration. This alternative is added as 3B in bold text. 1A Relocate County Road 24 and construct one shoreline groyne for road protection. 1B Relocate County Road 24 and construct a breakwall for road protection. 2 Retain existing County Road 24 alignment and construct full shoreline protection. 3A Relocate County Road 24 to an existing municipal road. 3B Relocate a portion of County Road 24 to a new road alignment. 4 Close County Road 24 west of Port Bruce to County Road 36. 5 Do nothing. CONCLUSION The Dexter Line, Lakebank Erosion Environmental Assessment is in Phase 2, and actively assessing alternatives through formal studies before the public and review agencies are once again formally consulted. The existing problem statement should be modified to include the significance and presence of the Port Burwell Secondary Watermain. The list of alternative solutions should also be modified to allow for consideration of relocating a section of Dexter Line without pursuing shoreline protection at this time. RECOMMENDATION THAT the Dexter Line Environmental Assessment project alternatives be amended to include an alternate solution of relocating a section of Dexter Line without shoreline erosion protection, and; THAT the Dexter Line Environmental Assessment problem statement be revised to state the following: "The section of County Road 24 (Dexter Line) west of Port Bruce that is located near the Lake Erie shoreline (primarily Lots 1, 2 and 3, Concession 1, Township of Malahide. And Lots 24, 25, 26, 27, and 28, Concession 1, Municipality of Central Elgin) is subject to the hazards of shoreline erosion. A long term, cost effective solution is required that meet County of Elgin requirements and is consistent with the provisions of the Provincial Statement, 2005. The preferred solution should also be one that provides an access road to the Port Bruce community from the west, which does not cross Catfish Creek (which is subject to potential flooding). Preliminary studies indicate that the preferred solution will require the relocation of a portion of County Road 24 and or shoreline protection. Road relocation will need to include provisions for local property access to the new road, relocation of the Port Burwell Secondary Watermain (by others) and address the closure and disposition of the existing road section. Where shoreline protection is proposed consideration is required to minimize any possible adverse environmental impacts. A permanent access route will be needed to construct and maintain all erosion protection structures, possibly requiring property or easement acquisition. The Municipal Class EA is limited to decisions for the County Road. While the ongoing erosion problems along the Lake Erie shoreline are very significant, the shoreline area is privately owned. The County of Elgin has no jurisdiction or authorization to address shoreline erosion, other than as needed to protect the County Road. In addition, the County of Elgin is not responsible for the relocation of existing utility services, such as the municipal watermain and electrical services, that are within the County road allowance but not owned by the County of Elgin. However, the existing Port Burwell Secondary Watermain is critical infrastructure that serves many communities across eastern Elgin County and therefore should be considered while evaluating any solution." Respectfully Submitted r JI J� Clayton D. Watters Director of Engineering Services Mark G. McDonald Chief Administrative Officer E1ginCount P:o;Iessiiru TO COUNTY COUNCIL a ly mrc FROM: Cole Aicken, Building Sciences Technologist Clayton Watters, Director of Engineering Services DATE: February 16, 2010 SUBJECT: A Crime Prevention Property Evaluation and Security Assessment: County Administration Building; Terrace Lodge; Elgin Manor and Bobier Villa. INTRODUCTION: In the spring of 2009 the Elgin detachment of the Ontario Provincial Police (OPP) conducted a security assessment of the County Administration Building, Terrace Lodge, Elgin Manor and Bobier Villa. The assessment conducted by the OPP and subsequent reports provided the County of Elgin with valuable information to provide security improvements to the County -owned buildings. It is important to note that the OPP review is friendly advice and not mandatory. DISCUSSION: The County of Elgin requested the OPP review the above buildings for crime prevention, property evaluation and security assessment. It is important to note that the OPP security assessment is a useful tool for planning purposes. The following is a summary of their reports. County Administration Building Findings A number of basement windows at or just below ground level are partially obscured. No video ground surveillance. Unrestricted access doors. Court Room Waiting Area space is limited. No security to Council Chambers. Action Security bars were installed on all north -end basement windows. Security film was installed on all the remainin basement windows. External and internal security cameras under consideration. Card access system to be installed on all doors that have to be manually locked after hours. Police officers will monitor the 1 floor hallway during busy court days. Waiting area space is limited due to buildings shape. County Council is open to the public. It would be hard to secure this area. Projected Priority Costs Completed $30,000 $10,000 Completed Completed 2 2 3 3 Continues... County Administration Building Findings Ticket payment area peep hole for safet verification. Majority of building does not have automatic locking system hardware. Action Peep hole was installed on ticket pa ment door. Solution(s) under consideration. Projected Priority Costs Completed $0 3 3 Terrace Lodge Total $40,000 Findings Action Projected Priority Cost $5,000 Access in court yard unrestricted and unmonitored access to outside. Main entrance is not monitored after office hours. Small safe in plain view. Chapel area unsecured Medi -Prep Room: Entrance not monitored. Unprotected exterior windows. Receiving Area: Area insecure/ dark. Unrestricted access to building by delivery companies. Basement Area: Some windows have an unrestricted view. Workshop door closer not functioning. Boiler room door needs security support. Elevator lobby area needs security support. Card access system incomplete. Residents rooms each have unrestricted and unmonitored access to outside. MAG locks and card access ordered. To be installed soon. Security cameras to be installed. Safe is bolted to floor special cabinet will be built. Install lobby monitors. Internal security cameras to be installed. Install security film over glass. Card access to be installed. Looking into adding more exterior lighting. Install security film over glass. Workshop door to be repaired. MAG locks to be added to boiler room door. Solution(s) under consideration. To be completed over the next few years. Secured wing is restricted. Look into permanently locking doors. $3,500 $3,000 $1500 $2,000 $2,000 $5,000 $10,000 $1,000 1 1 1 2 2 2 2 2 3 Total $33,000 Elgin Manor Findings Action Projected Priority Cost Protocols should be put in place to ensure residents accounted for following fire alarm. Basement: Security support is needed for some windows. Unrestricted view. Medi -Prep Room: Entrance not monitored by video. Secure any possible access to room. Receiving Area: Unrestricted access to building by delivery companies. Entrance: Unmonitored sign in book (voluntary). Security camera at main entrance not regularly monitored. Exterior: Unfenced storm management pond. No video surveillance of exterior recreation area. Health and Safety reviewing fire safety. Install window film and rod iron grates similar to what was done at the County Administration Building. Security cameras to be installed. Solution(s) under consideration. Solution(s) under consideration. Badges introduced. Solution(s) under consideration. Solution(s) under consideration. Solution(s) under consideration. $0 $5,000 $3,000 $0 $0 $0 1 2 2 3 3 3 Bobier Villa Total $8,000 Exterior: Unsecured roof access. No video surveillance in court yard. No video surveillance of staff entrance. Entrance: Main entrance requires additional monitoring. Unmonitored sign in book guest tags (voluntary). Location of secondary administrative assistant's desk insecure. Add new lock to roof access door. Add additional lighting in court yard. Security camera to be installed. Security camera to be installed. Solution(s) under consideration. Solution(s) under consideration. Projected Priority Cost $5,000 $8,000 1 1 Continues... Findings Action Projected Priority Cost $0_ Protocols should be put in place to ensure residents accounted for following fire alarm. Medi -Prep Room: Additional monitoring required for room entrances. Main door and service door requires additional security. Health and Safety reviewing fire safety. Security cameras to be installed. Solution(s) under consideration. Locks: Lock system alarm goes to administrative office; needs monitoring support. Receiving Area: Unrestricted access to building by delivery companies. Solution(s) under consideration. Door is already on a scheduled card access system. $5,000 $0 Completed 1 2 3 3 CONCLUSION: Bobier Villa Total $18,000 A crime prevention property evaluation and security assessment was completed for the County Administration Building, Terrace Lodge, Elgin Manor and Bobier Villa. The security assessment for all four buildings indicated findings of security measures to be taken to provide improvements to the County -owned buildings. RECOMMENDATION: THAT the security improvements recommended for the County Administration Building at an estimated cost of $40,000 be allocated from the 2010 Capital Program; and also, THAT the security improvements recommended for Terrace Lodge at an estimated cost of $33,000 be allocated from the 2010 Capital Program; and also, THAT the security improvements recommended for Elgin Manor at an estimated cost of $8,000 be allocated from the 2010 Capital Program; and also, THAT the security improvements recommended for Bobier Villa at an estimated cost of $18,000 be allocated from the 2010 Capital Program. All of which is Respectfully Submitted Cole Aicken Building Sciences Technologist (All% Clayton Wafters Director of Engineering Mark G. McDonald Chief Administrative Officer CORRESPONDENCE February 16, 2010 Items for Consideration (ATTACHED) 1. Dianne Wilson, Deputy Clerk, Municipality of Central Elgin, advising of the appointment of Mr. David Marr as an alternate County Councillor to serve in the absence of Mayor Sylvia Hofhuis. 2. Norman Genest, Program Manager, Plant Products, Canadian Food Inspection Agency, responding to the letter from Warden Warwick (attached) regarding the July 9, 2009 Ministerial Order "Emerald Ash Borer Infested Place Order for the Municipality of Chatham -Kent and the Counties of Elgin, Essex, Lambton and Middlesex, in the Province of Ontario 3. Barbara L. Wilson, County Clerk, County of Huron, requesting support for the Huron Business Development Corporation's message to federal representatives regarding renewal of federal stimulus funding. 4. Association of Municipalities of Ontario with 2010 membership invoice of $6,487.30. The Corporation of the Municipality of Central Elgin Bonnie Vowel Warden County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Warden Vowel: Please be advised that Council discussed the above noted matter at their meeting dated Monday, February 8 2010 and the following two (2) resolutions were passed: 1. WHEREAS section 267(1) of the Municipal Act, 2001 states "If a person who is a member of the councils of a local municipality and its upper -tier municipality is unable to act as a member of those councils for a period exceeding one month, the local council may appoint one of its members as an alternate member of the upper -tier council to act in place of the member until the member is able to resume acting as a member of those councils NOW THEREFORE BE IT RESOLVED THAT The Council of the Corporation of the Municipality of Central Elgin agrees to appoint an alternate to act in place of Mayor Sylvia Hofhuis at Elgin County Council. CARRIED. 2. NOW THEREFORE BE IT RESOLVED THAT The Council of the Corporation of the Municipality of Central Elgin appoints Councillor David Marr as an alternate to act in place of Mayor Sylvia Hofhuis at Elgin County Council as per section 267(1) of the Municipal Act, 2001. CARRIED. Please note that contact information for Councillor David Marr is as follows: Mailing Address 346 High Street Port Stanley, ON N5L 1J8 Email grvalley(a,rogers.com If you have any questions with respect to this matter, please feel free to contact me at the municipal office. Yours truly, Dianne Wilson Deputy Clerk c.c. M. McDonald, CAO, County of Elgin 450 Sunset Drive, 1st Floor, St.Thomas, Ontario N5R 5V1 P:519.631.4860 F:519.631.4036 R CFI,/ FEB 0 9 2010 COUNTY OF E .GIN ADMINISTRATIVE SERVICES Re: Central Elgin Appointment to County Council Telephone 519 782 -3836 February 9 2010 Canadian Food Inspection Agency (CFIA) 174 Stone Road West Guelph, Ontario N1G 4S9 January 22, 2010 Canadian Food Agence canadienne Inspection Agency d'inspection des aliments Ms. Bonnie Vowel Warden County of Elgin Administrative Services 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Ms. Vowel: Canada —56— JAN 2 7 2010 COUNTY OF ELGIN 1i 1MSTRAT1VE SEW Re: "Emerald Ash Borer Infested Place Order for the Municipality of Chatham -Kent and the Counties of Elgin, Essex, Lambton and Middlesex, in the Province of Ontario" Ministerial Order, July 9, 2009 First, I would sincerely like to apologize for the extended delay in responding to the letter from Mr. Warwick regarding the July 9, 2009 Ministerial Order. The Canadian Food Inspection Agency (CFIA) recognizes the efforts Elgin County has made in supporting the Emerald Ash Borer (EAB) program and the working relationship established with CFIA field staff in order to assist with the shared objective of slowing the spread of EAB. The CFIA's role in EAB management continues to be regulatory, which aims to prevent the long range movement of the pest through human assisted means. As the distribution of EAB evolves, it is necessary to continually review the regulatory approach and make changes that will limit the spread of EAB from regulated areas to non regulated areas, in Ontario as well as the rest of Canada. The CFIA identifies regulated and unregulated areas by the presence or absence of EAB in that area. The CFIA is no longer declaring areas as generally infested due to the difficulty in detecting low levels of beetle populations, and the policy directive is being revised to reflect that. The Ministerial Order was signed by the Minister July 9, 2009. The decision to include Elgin and Middlesex with the previously infested counties was based on the geographic spread of the beetle, using recommendations made by the EAB Science Panel, which took into account the beetle's continued north- easterly spread through Ontario and the difficulty in detecting the beetle at low level populations. This amalgamation allows for unrestricted movement of regulated articles within the regulated area, which was seen as a benefit to industry and related stakeholders. A similar approach was used for regulating infestations in the regional municipalities of Durham, Halton, Peel and York, which were amalgamated into one regulated area along with the cities of Toronto and Hamilton on April 27, 2009. -2- As far as CFIA' s continuing role in Elgin, we will continue to deliver the EAB Approved Facility Compliance Program, to monitor compliance and authorize the movement of the regulated articles out of the regulated area. In addition, our outreach and public awareness activities are ongoing throughout southwestern Ontario. We are actively pursuing opportunities in communities to provide information and advice on slowing the spread of this pest. In the County of Elgin, as with all areas under Ministerial Order, the CFIA is responsible for regulation; our role is to prevent the long range movement of EAB through human assisted means, and is only one element of a slow- the spread strategy. CFIA recognizes the important role and responsibilities of all stakeholders in the management of forests and trees. In an effort to foster a more collaborative approwh and consult partners and affected parties, the CFIA is currently working to establish an. EAB Task. Force to facilitate joint stakeholder cooperation in decision making with respect to a long term management strategy that reduces the potential impact and spread of EAB in Canada. This Task Force will provide for better consultation, communications and understanding of the management strategy. In the very near future, CFIA will be able to provide further information on how this will be accomplished. Again, please accept my apology for the delay in responding to your letter. If further information is required on these issues, please do not hesitate to contact me so that the CFIA can make arrangements to attend the next Elgin County Council meeting. Management of invasive species is indeed challenging for all who are affected. We look forward to your continuing support and cooperation, as it is essential to the successful management of EAB in the future. Yours truly, Normand Genest Program Manager, Plant Products Canadian Food Inspection Agency —57— r ginCou Office of the Warden September 16, 2009 Mr. Normand Genest Program Manager, Plant Products Canadian Food Inspection Agency 174 Stone Road West Guelph, Ontario N1G 4S9 Re: "Emerald Ash Borer Infested Place Order for the Municipality of Chatham -Kent and the Counties of Elgin, Essex, Lambton and Middlesex, in the Province of Ontario" Ministerial Order, July 9, 2009 Dear Mr. Genest, The County of Elgin is deeply concerned about the affect of the aforementioned 0 Ministerial Order on the woodlands in southern Ontario. Also of great concern is the way in which this change to the Canadian Food Inspection Agency's ash borer policy was introduced. Since the discovery of Emerald Ash Borer (EAB) near Dutton in Elgin County five years ago, county staff have maintained a close working relationship with CFIA field staff in order to assist with the shared objective of slowing the spread of EAB. The Elgin Tree Commissioner has provided Canadian Food Inspection Agency staff with the location of all commercial tree harvest operations. The Elgin Tree Commissioner has also made the approval of "Applications to Harvest" under the Elgin Woodlands Conservation By -Law conditional on contractors contacting the CFIA prior to moving ash products. In discussions with the Elgin Tree Commissioner, CFIA field staff have indicated only two small areas of EAB infestation in Elgin County, one near Dutton on Highway #401 and one near the village of Talbotville. CFIA staff have also indicated on several occasions that the natural spread of EAB from these two areas appears to be extremely slow. It was therefore a shock to county staff and council members to learn that as of July 9th, 2009, Elgin County has been declared "generally infested" with EAB along with the counties of Chatham -Kent, Lambton, and Essex. Under the new ministerial order it appears that ash products, including logs and firewood, can now move freely at any time of year into Elgin County from those heavily infested counties, seemingly guaranteeing the rapid spread of EAB throughout the county. ..2 County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519-631-1460 www.elgin -cou nty.on.ca Progressive uy Nature Mr. Normand Genest Program Manager, Plant Products Canadian Food Inspection Agency 2 September 16, 2009 The lack of consultation with Elgin County staff leading up to this major policy change is disturbing: On the morning of Friday June 19 2009 the Elgin Tree Commissioner learned from Norfolk County forestry staff that a conference call was to be held at 11 a.m. that morning. There had been no indication to Elgin County staff from CFIA that this call was occurring. The Elgin Tree Commissioner, David Pullen participated in the call. Mr. Pullen noted that those who objected to the "proposed" changes on the conference call were told by the CFIA official in charge to comment in writing by the following Tuesday in effect a comment period of less than two working days. Then, on July 9 2009, ten working days from the end of the "comment period the new ministerial order was announced. The County of Elgin requests that senior level CFIA officials attend a session of Elgin County Council as soon as possible to answer the following questions: On what grounds was the decision made to declare Elgin County as "generally infested" with EAB? Was this decision based on scientific evidence and if so, what is that evidence? When was the final decision made to include Elgin and Middlesex Counties with the previously EAB- infested counties? Since the new ministerial order, what now is CFIA's role with regard to EAB in the County of Elgin? Are there any resources available to help slow the spread of EAB within Elgin County and from other jurisdictions? Please contact Mark McDonald, Chief Administrative Officer for Elgin County at 519 -631- 1460 ext. 161 to arrange for attendance of senior level CFIA staff at County Council. Yours truly, Graham Warwick, Warden. cc: The Honourable Gerry Ritz, Minister of Agriculture and Agri -Food Canada Marcel Dawson, National Manager, Forestry Division, CFIA Julia Dunlop, Emergency Response Planning Officer, Forestry Division, CFIA Loretta Shields, Ontario Area EAB Specialist, CFIA Mary Orr, Ontario Area EAB Specialist, CFIA County of Middlesex Corporation of the COUNTY OF HURON COUNTY CLERK, Barbara L. Wilson, CMO 1 Court House Square, Goderich, Ontario N7A 1M2 bwilson(ahuroncounty.ca The Honourable Gary Goodyear, Minister for FedDev Ontario, House of Commons, Ottawa, ON K1A 0A6 Honourable Sir: January 21 2010. The Council of the County of Huron at their Committee of the Whole meeting... on. Wednesday .January 13 2010. passed the Following Motion: THAT: The County of Huron Council support the Huron Business Development Corporation by sending a letter to Huron -Bruce MP Ben Lobb and the Honourable Dr. Gary Goodyear, Minister for FedDev Ontario; AND FURTHER THAT: A .copy of the presentation be forwarded to South West Economic Alliance and to all Counties in the Province of Ontario requesting their support to our local HBDC to deliver the following message to our Federal representatives: To date, investments through the Federal Economic Development Agency for Southern Ontario have made a significant contribution to Huron County's economic recovery; However, the Huron County economy is not out of the woods yet" and further federal investments are required; The Huron Business Development Corporation has a proven track record of cost effective delivery of federal program dollars. Given the results to date, it only makes sense to re- instate enhanced economic stimulus funding via the Huron Business Development Corporation; In this way, the Government of Canada can be confident that the entrepreneurs, workers and communities of Huron County share fully in our nation's economic recovery. Council is counting on your support for this very worthwhile corporation that services the communities in the County of Huron. I have enclosed the brief that was delivered by Paul Nichols Community Development Officer and Pam. Stanley Vice Chair of the Huron Business Development Corporation. —60— Sincerely, Enclosure c.c. South West Economic Alliance All Counties in the Province of Ontario Barbara L. Wilson, CMO, County Clerk, County of Huron. RE twin Lax love JAN 2 7 2010 COUNTY OF ELGIN ADMINISTRATIVE SERVICZ' Huron (�v Business Development Corporation A Community Futures Development Corporation This brief has been prepared by the Huron Business Development Corporation, a federally supported Community Futures Development Corporation serving the communities of Huron County. Our aim is to garner support from our partners and clients for continued federal funding that will ensure Huron County's recovery from the current economic downturn. As most of you know, HBDC's mandate is to help entrepreneurs make good things happen in Huron County by providing business advisory services; direct investment in small business enterprises and support to community economic development initiatives. In August 2009, the HBDC was called upon by the Government of Canada to expand our mandate and help deliver a portion of Canada's Economic Action Plan in Huron County. In particular, we were asked to develop and implement detailed plans for federal investments in business development, skills development, internships, local economic development and community capacity- building. Since that time, the staff and volunteers of the Huron Business Development Corporation have risen to the challenge and helped pave the road to economic recovery. Using the enhanced resources provided by the Federal Government, HBDC has helped to launch over 50 new economic development projects throughout Huron County. A sample of these includes: A Model Aqua Farm to demonstrate the viability of converting existing hog barns into commercial trout farming enterprises; A Beef Processing Initiative to ensure local markets for beef farmers by helping abattoirs expand their markets and facilities; A Specialty Cheeses Feasibility Study to develop "bankable" plans for the creation of 10 new artisanal cheese operations in the area; A Food Enterprise Opportunities Proiect to help farmers transition into direct marketing and processing of local food products; A series of Manufacturing Opportunity Plans to help individual companies diversify into new markets and product lines; A Workforce Skills Training Fund to assist companies in maintaining their competitiveness by upgrading the skills of their current workforce; A Community Internship Program to provide local municipalities and not for profits with the human resources needed to implement new economic programs and services; A Local Initiatives Fund to help develop important economic assets like the Blyth Campground; Seaforth Country Golf Classic and Goderich Performing Arts Centre; The tangible results of these investments are substantial. Since October 2009: Huron Business Development Corporation Renewal of Federal Stimulus Funding for Huron January 2010 $975,368 has been approved in support of 51 economic and business development projects throughout Huron County; HBDC staff have spent 990 hours in making these federal investments happen, while the HBDC Board of Directors have contributed over 330 hours of volunteer time; These investments have helped 54 businesses in Huron. County to weather the storm; As a result, 245 jobs have been created and maintained in the local economy; These jobs will generate $5,780,000 in annual employment income across the region; The average cost to the Federal Government for each job is less than $4,000 ($3,981). By stepping up and answering the call to action, the Huron Business Development Corporation has helped the Federal Government deliver on its economic development mandate. Imagine our disappointment to learn that the federal funds that allowed these good things to happen will not be renewed. On December 15` 2009, the Federal Development Agency for Southern Ontario (FedDev Ontario) advised all Community Futures Development Corporations in Southern Ontario that there will be no re- allocation of targeted funds for continuation of these efforts. To date, we have received no explanation as to why this decision was made. In a time of economic turmoil, we believe the Huron Business Development Corporation is one of the best assets the Federal Government has to rejuvenate our local economy. Even with the current slowdown, the Huron County economy continues to generate business opportunities in the agriculture, manufacturing, tourism, and cultural sectors. We are up to the challenge. But help is needed in the form of continued federal dollars to capitalize upon these opportunities. Consequently, HBDC is seeking your help in delivering the following message to our Federal Representatives: To date, investments through the Federal Economic Development Agency for Southern Ontario have made a significant contribution to Huron County's economic recovery; However, the Huron County economy is not "out of the woods yet" and further federal investments are required; The Huron Business Development Corporation has a proven track record of cost effective delivery of federal program dollars. Given the results to date, it only makes sense to re- instate enhanced economic stimulus funding via the Huron Business Development Corporation. In this way, the Government of Canada can be confident that the entrepreneurs, workers communities of Huron County share fully in our nation's economic recovery. If you support these statements, then we respectfully ask that you share them directly with Ben Lobb, Member of Parliament for Huron -Bruce and the Honourable Dr. Gary Goodyear, Minister for FedDev Ontario. lobb.b @parl.gc.ca goodyPparl.gc.ca THE HBDC BOARD STAFF THANK YOU FOR YOUR SUPPORT! AM ,iawciation of Municipalities of tutarto Accounts Payable County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Please direct inquiries to: DEC 1 "3 2069 Association of Municipalities of Ontario COUNTY O a I ADMINISTRATIVE E ER Y 2010 MEMBERSHIP INVOICE Anita Surujdeo at 416- 971 -9856 Ext. 344 asurujdeo @amo.on.ca 200 University Avenue, Suite 801, Toronto, ON M5H 3C6 Tel: 416- 971 -9856 Toll Free: 1-877-426-6527 Fax: 416- 971 -6191 R Invoice No.: 2010 -M -10707 Invoice Date: December 9, 2009 Due Date: January 8, 2010 County of Elgin Membership Category: Membership fee for the period: Goods Services Tax (5 BILLED TO MUN UPP January 01, 2010 December 31, 2010 TOTAL: AMOUNT $6,178.38 $308.92 $6,487.30 At its meeting on November 27, 2009, the AMO Board passed the Association's 2009 budget which provided that membership fees be calculated using the most current household data available from the Municipal Property Assessment Corporation and that a 1.5% across the -board increase be added to the calculated fee. Your Municipality's fee was based on a total of 35,586 households as reported by the Municipal Property Assessment Corporation. ;1iWII I( CORRESPONDENCE February 16, 2010 Items for Information (Consent Agenda) (ATTACHED) 1. CAMA with information on the 2010 Annual National Conference "Seizing Opportunities Action Through Leadership May 31 to June 2, 2010, at the Fairmont Royal York, Toronto. 2. Elgin Group Police Services Board with copy of letter to: 1) Detachment Commander Ryan Cox, extending appreciation to the Elgin OPP Detachment for the efforts of the officers and staff. 2) OPP Commissioner Julian Fantino, extending congratulations to Elgin OPP Detective Paul Beesley and investigative team for the excellent work regarding the case of the Bandido homicides. 3. FCM Members' Advisory "New FCM Survey Shows Canadians want Federal Infrastructure Funding Protected as Government Reduces Deficit 2010 Annual Conference CAMA ACA, Administrative Excellence 1 Lad tie diciger The registration fees are $550.00 GST for members and $650.00 GST for non members. Fairmont Rooms ($215.00) Fairmont View Rooms ($235.00) Fairmont Deluxe Rooms ($285.00) Suites start from $499.00 Page 1 of 2 2010 Annual National Conference The 39th Annual CAMA Conference will be held from May 31 to June 2, 2010 in the City of Toronto, Ontario. The conference hotel is the Fairmont Royal York. This year's theme is "Seizing Opportunities Action Through Leadership CONFERENCE PROGRAM With interest in the current economy being forefront in everyone's mind, a conference entitled "Seizing Opportunities Action Through Leadership" is sure to attract attention and generate discussion. Sessions will focus on Leadership in Municipal Finance, Innovation and Governance. Celebrate the best in Canadian municipal government with the Community Leadership Awards and the CAMA Awards of Excellence. Social activities include the popular CAMA golf tournament, a Casual Night Out and the President's Reception and Dinner. The full details of the program will be confirmed in January 2010. The Conference will feature keynote speaker, Mr. Jim Carroll, with a presentation entitled "Where Do We Go From Here Why Innovators Will Rule in the Post Recession Economy And How You Can Join Theml To view a clip of what Jim will be talking about at the 2010 CAMA Conference visit: http: /www.youtube.com /watch ?v= BVmO- MQt73l Jim Carroll has been providing insight to organizations about trends, the future, innovation and creativity for fifteen years. And since the economic meltdown began last year, he has been keynoting events worldwide, rapidly adjusting the theme to one of "how you can innovate during a recession Jim's clients include such organizations as General Dynamics, the US Army Corps of Engineers, the Walt Disney Organization, the Government Finance Officers Association, and over 4,000 people at the recent National Recreation and Parks Association annual conference in Salt Lake City. To view a clip of Jim's opening keynote in Salt Lake City visit: http://www.youtube.com/watch?v=ff5dDE2otzo CONFERENCE REGISTRATION Registration online for CAMA's 2010 Annual Conference will be available in January 2010. Online registration will be the only way to register for this year's conference. ACCOMMODATION The Conference Organizing Committee has made arrangements for room blocks and special conference rates at the conference hotel, the Fairmont Royal York. The Fairmont Royal York has been a Toronto landmark since it opened in 1929. Its historic silhouette and distinctive castle -like architecture distinguish Toronto's skyline. In the heart of Toronto's financial and entertainment districts, two blocks from Harbourfront, The Fairmont Royal York gives guests immediate access to all Toronto has to offer. The world famous CN Tower and SkyDome stadium are just three blocks west. Union Station, Toronto's main inter -city, commuter and subway train station is located directly to Toronto's famed underground PATH network of more than 1,000 shops and services. Fairmont Royal York 100 Front Street West Toronto, ON M5J 1E3 Telephone Number: 416 368 -2511 Fax Number: 416- 368 -9040 Conference Rates are as follows and are also subject to a 3% Destination Marketing Fee, 5% Provincial Hotel Room Tax, and 5% Goods and Services Tax Your reservation must be made before April 30, 2010 in order to take advantage of the special rates negotiated for the Conference. For reservations please call the Reservations Department at 1- 800 663 -7229, the Global Reservations Centre at 1- 800 441 -1414, or the dedicated reservation phone line for this event at 1- 416- 368 -2511. When making your reservation, please identify yourself as being with the CAMA group. Reservations can also be made by using the website at the following link: https://resweb.passkey.com/go/camaconference httn: /www_camacam.ca /en/ conference /2010annualc% ference.asn 1/18/2010 450 Sunset Drive St. Thomas, ON N5R 5V1 Municipality of Bayham Municipality of Central Elgin Municipality of. Dutton /Dunwich Municipality of West Elgin Township of Malahide Township of Southwold ELGIN GROUP POLICE SERVICES BOARD Chair Tom Marks January 22, 2010 Elgin Ontario Provincial Police Detachment Commander Ryan Cox 42696 John Wise Line, R.R. #5 St. Thomas, Ontario N5P 3S9 Dear Commander Cox: Please thank your officers and staff for a job well done. You uly, Tom Marks, Chair. cc Elgin County Council —66— Tel. 519 631 -1460 Ext. 161 Fax 519 633 -7661 Res. 519 631 -8213 On behalf of the Elgin Group Police Services Board, I would like to extend our sincere appreciation for the efforts of the officers and staff. In reviewing the 2009 Year End Report, the Board was impressed by the hard work demonstrated by detachment staff to ensure decreases in crime in Elgin County. The decreases in break, enter and thefts, and motor vehicle collisions, is certainly noteworthy and impressive. The Board also appreciated the detachment's pro- active policing initiatives, from the Festive RIDE program to emergency preparation in advance of flooding. 450 Sunset Drive St. Thomas, ON N5R 5V1 Municipality of Bayham Municipality of Central Elgin Municipality of Dutton /Dunwich Municipality of West Elgin Township of Malahide Township of Southwold January 22, 2010 Sincerely, Tom Marks, Chair. ELGIN GROUP POLICE SERVICES BOARD Chair Tom Marks Ontario Provincial Police Commissioner Julian Fantino OPP Headquarters Lincoln M. Alexander Building 777 Memorial Avenue Orillia, Ontario L3V 7V3 Dear Commissioner Fantino: The Elgin Group Police Services Board would like to extend its sincere congratulations to Elgin OPP Detective Inspector Paul Beesley and his entire investigative team for the excellent work regarding the case of the Bandido homicide that occurred near Shedden, Ontario, in April 2006. The team's hard work in a complex and such a high profile case resulted in successful multiple convictions of first degree murder in October 2009. The Board would also like to commend the Elgin County Detachment for its efficient use of resources to manage such a substantial investigation and trial. The Elgin OPP Detachment can be proud of the quality of the work performed by its officers and staff. cc Elgin OPP Detachment Commander Ryan Cox Elgin County Council —67— Tel. 519 631 -1460 Ext. 161 Fax 519 633 -7661 Res. 519 631 -8213 FCM Federation of Canadian Municipalities NEW FCM SURVEY SHOWS CANADIANS WANT FEDERAL INFRASTRUCTURE FUNDING PROTECTED AS GOVERNMENT REDUCES DEFICIT OTTAWA, January 20, 2010 A new national survey released today in Ottawa by the Federation of Canadian Municipalities (FCM) shows Canadians want the Government of Canada to protect investments in their local infrastructure as it eliminates its budget deficit. "Ninety -six per cent of Canadians want the government to maintain or increase its funding for local infrastructure and they're ready to invest more of their tax dollars to make sure it happens," said FCM President Basil Stewart, the mayor of Summerside, P.E.I., today in Ottawa during the release of the survey. "Canadians have a clear message for the government: do not balance your books by cutting badly- needed investments in our community infrastructure." The survey shows that an overwhelming number of Canadians believe that local infrastructure is among the most important areas to protect from federal spending cuts, second only to health care. The opinion poll, the first comprehensive survey of Canadians' views on post- recession spending priorities, was conducted for FCM by the Strategic Counsel, which surveyed more than 2,000 Canadians in early January. Entitled, Cities, Communities, and the Federal Budget Deficit, the opinion poll examines Canadians' views on the deficit, taxes, and federal spending priorities. The poll shows that 32 per cent of Canadians would support raising the Goods and Services Tax (GST) to pay down the federal deficit, but up to 70 per cent would support an increase dedicated to local infrastructure repairs and upgrades. Survey results reveal that Canadians believe the country is falling behind on infrastructure investments and that this is a threat to their future prosperity. "Seventy -one percent of Canadians expect the government to take at least a decade to get out of deficit, and they don't want it delaying infrastructure repairs to get there," said Tim Woolstencroft of The Strategic Counsel. "Stimulus spending will come to an end, but Canadians want the federal government to protect its long -term investments in community infrastructure." The results are based on a national survey of 2,168 Canadians aged 18 years and older, with a margin of error of 2.11 per cent, 19 times out of 20. Results are based on interviews conducted during the first week of January 2010. To view the report, visit www.fcm.ca /fcrosurvey2010. For more information: Maurice Gingues at 613- 907 -6395 or mgingues @fcm.ca. -30- FCM The Federation of Canadian Municipalities (FCM) has been the national voice of municipal government since 1901. With 1,796 members, FCM represents the interests of municipalities on policy and program matters that fall within federal jurisdiction. Members include Canada's largest cities, small urban and rural communities, and 18 provincial and territorial municipal associations. -68- Delegation 12:45 p.m.: CLOSED MEETING AGENDA February 16, 2010 1) Steve Gibson, Solicitor Municipal Act, Section 240.2(f) advice that is subject to solicitor client privilege, including communications necessary for that purpose Normal Farming Practices (verbal) 2) Steve Gibson, Solicitor Municipal Act, Section 240.2(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board Tree By -law Violations Dutton Dunwich (verbal) 3) Steve Gibson, Solicitor Municipal Act, Section 240.2(e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board Update on Sanitech Discovery (attached) 4) Steve Gibson, Solicitor Municipal Act, Section 240.2(b) personal matters about an identifiable individual, including municipal or local board employees Bobier Villa regarding a personal matter about an identified individual Staff Reports: (ATTACHED) 1) Director of Senior Services, Bobier Villa and Terrace Lodge Municipal Act, Section 240.2(d) labour relations or employee negotiations Terrace Lodge Hair Salon Contract Services 2) Director of Financial Services Municipal Act, Section 240.2(c) a proposed or pending acquisition or disposition of land by the municipality or local board Update 99 Edward Street (verbal) Elgin aunty fax cover DATE: 2/12/2010 Send to: Warden Vowel and Elgin County Councillors Attention: Office Location: Fax Number: Call Group #s URGENT REPLY ASAP PLEASE COMMENT 0 PLEASE REVIEW FOR YOUR INFORMATION COMMENTS: Additional Items for Council Agenda of February 16, 2010 Reports of Staff and Council: (attached) Closed Meeting Item From: Mark G. McDonald, Chief Administrative Officer mmcdonald @elgin county.on.ca Office Location: Administrative Services Phone Number: Ext. 161 Number of Pages, Including Cover: 24 1. Manager of Planning Elgin County Official Plan Preliminary Work Plan. 2. General Manager, Economic Development Labour Force Development Strategy. 3. Director of Engineering Services Property Transfer John Street in the Town of Aylmer. Correspondence Items for Consideration: (attached) 1. Lakeshore Group re: O. Reg 359/09 Municipal Consultation for Proposal to Engage in a Renewable Energy Project. Correspondence Items for Information (Consent Agenda): (attached) 1. AMO with information and early bird registration form for the AMO annual conference, August 15 -18, 2010, Caesars Windsor. 1. Director of Financial Services Municipal Act, Section 240.2(c) a proposed or pending acquisition or disposition of land by the municipality or local board Update 99 Edward Street (verbal) THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRIVILEGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE ANY PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Canada Phone: 519 631 -1460 Fax: 519 633 -7661 www.elgi n -co u nty.on.ca ogressfye by Nature Elgin:Ccunty Pit,Nssim: by Nam re FROM: Steve Evans Manager of Planning DATE: February 8, 2010 SUBJECT: Elgin County Official Plan Preliminary Work Plan INTRODUCTION: This report will provide an outline of a preliminary work plan that will guide the formulation of the Elgin County Official Plan. DISCUSSION: REPORT TO COUNTY COUNCIL Municipalities work under a provincially -led planning regime that has changed dramatically over the last 15 years. In 1996 the Planning Act was amended to allow the Minister of Municipal Affairs and Housing to issue Policy Statements and that same year the first Policy Statement dealing with planning matters was enacted. In March of 2005 the Provincial Policy Statement (PPS) was amended to include policies about water (in the wake of the Walkerton tragedy), energy and air quality, settlement area expansions, employment areas, etc. The province is currently reviewing the PPS as part of its five -year review process. Section 3 (5) of the Planning Act states: A decision of the Council of a municipality, a local board, a planning board, a minister of the Crown and a ministry, board, commission or agency of the government, including the Municipal Board, in respect of the exercise of any authority that affects a planning matter, a) shall be consistent with the policy statements issued under subsection (1) that are in effect on the date of the decision; and b) shall conform with the provincial plans that are in effect on that date, or shall not conflict with them, as the case may be. The reference to provincial plans includes the Greenbelt Plan and proposed Northern Growth Plan Strategy for Northern Ontario. There have been rumours that other provincial plans for Ottawa and London may be in the works in the future. These provincial plans will reinforce the need for County Official Plans that can provide growth and development policies on a more regional basis. The provincial downloading process that started under the Harris Government will continue to create more responsibilities for counties and local municipalities, many of which must be addressed through long term planning. 1 Analysis The new Elgin County Official Plan will maintain a focus on county -wide issues and help coordinate local municipal planning activities to the extent that direct interaction with the province should be minimized as the county will become the approval authority. Once a new Official Plan is approved for Elgin County, approval authority will be delegated which will permit the county to approve local official plans, official plan amendments, plans of subdivision and condominium and part lot control by -laws. The Planning Act provides the enabling legislation that transfers these powers to the county. Section 17 (4) of the Planning act states: On the day that all or part of a plan that covers an upper -tier municipality comes into effect as the official plan of a municipality, the upper -tier municipality is the approval authority in respect of the approval of a plan as an official plan of a lower -tier municipality. In its approval authority role it will be the responsibility of the county to ensure that local municipal planning documents reflect both provincial and county policies. It shall also be the intent of the Plan to protect the ability of the local municipalities to plan for themselves. Therefore, the new County Official Plan should set out general policy directions and leave detailed land use planning in the hands of local municipalities. The Process In order to fulfil the work program, it is recommended that a number of committees and focus group(s) be established. Although, ultimate authority to adopt the Official Plan rests with County Council, the preparation of the new County Official Plan should be directed by a steering committee. (An organization chart is attached for information). A sub committee of County Council would be appropriate for this function. It is suggested that three members of Council be appointed, ideally representing east, centre and west. The steering committee would review the various reports prepared by consultants and staff and would provide political input regarding proposed policy directions. This committee would also review submissions from other committees and the public that will be involved in the preparation of the Official Plan. Once the consultant is on board, the steering committee would attend public information meetings and regularly report to County Council with updates and recommendations for the development of policies for the new County Official Plan. It is anticipated that the steering committee would meet frequently to review reports and draft documents and preside at public information meetings. This activity would occur over a 24 month period approximately. A technical committee is recommended to complement the steering committee in its review and discussions of background research reports and the preparation of draft official plan policies. This committee should comprise county staff, staff from provincial ministries and agencies, local conservation authority staff, as well as staff from the City of St. Thomas. It is also recommended that at least three local municipal CAOs /clerks sit on this committee to provide local input to the process. The technical committee will provide significant input into the background research reports, policy direction and overall implementation of the official plan program. A public focus group(s) is recommended that would represent a diverse cross section of public interests and represent the various geographic areas of Elgin County. The public focus group would be required to review all materials prepared by the consultants and staff and provide feedback. This group would be representative of public opinion in Elgin County but would not replace other methods of public consultation which will be discussed below. It is suggested that a list of 40 to 50 names of community- minded individuals be prepared for acceptance by the steering committee. In this regard I will be visiting with all local councils to seek their help in providing those names. Communication Public Consultation The level and intensity of public participation is of significant importance to the Official Plan process. In order to create a plan that reflects interests from across the county, these interests must be expressed by the public. Although gaining complete consensus in a county as geographically diverse as Elgin is not a realistic goal, it is imperative that the public have an opportunity to comment at various stages of the process to ensure that the interests of the general public are reflected in the plan. It is also unrealistic to expect that all residents will choose to provide comments; however, it is important that the residents are aware of the plan process and aware of what the plan will accomplish. In order to provide and receive information, the Official Plan Process should involve a sustained communication strategy which would include media releases, news letters, county web site information and other documentation available to the public. In this regard it is suggested that displays be located in county libraries and other activity centres to inform residents of the Official Plan proceedings. Informal public meetings or open houses should be held to serve as forums for providing information and receiving comments. The formal public meetings would occur in the later stages of the plan formulation. Stages of the Work Program: Overview The County Official Plan work program should comprise three distinct stages. 1. Stage One should last no longer that one year and would encompass the gathering of base data on population, agriculture, housing, employment, natural environment and the preparation of issues papers. Stage One should culminate with the consolidation of the background data and issues reports that will provide both the technical and policy bases for the creation of the draft Official Plan. 2. Stage Two should be a relatively short stage in the process (three months) focussing on the formulation of the draft Official Plan which will be reviewed first by staff and the committees. Stage Two would end with the completion of the first draft of the Official Plan which should be in a form that is suitable for provincial, county and public review and comment. 3. Stage Three would be the review and consultation stage for the draft Official Plan. As noted earlier, the plan will need to be consistent with the PPS; however, a major objective of the Elgin County Official Plan process should be to ensure that the county's own unique conditions and perspectives on planning and development are supported in the policies of the new plan. This consultation stage will produce subsequent drafts of the plan and at the end of this process the Official Plan should be in a form suitable for adoption by County Council. Statutory public meetings would be scheduled prior to council's formal adoption of the plan. In order to accommodate extensive consultation, the completion of the first draft of the Official Plan should be completed within one year of the initial launch of the project (March /April 2010). It is anticipated that an extended consultation period should expedite and streamline the provincial approval process. Program Initiation The Official Plan program should be initiated by means of a media release which formally announces the beginning of the process. It is anticipated that as the county sets out in this process there will be questions as to the "whys" and "whats" regarding the new Official Plan (i.e. Why is the county preparing a new long term Official Plan and what will the plan accomplish Hiring a Consultant It is the county's intention to engage consultant(s) to prepare the Official Plan and in this regard a detailed "terms of reference" will be prepared and circulated to area planning consultants. The "terms of reference" document will need to be reviewed by the county's financial services staff and staff from the Ministry of Municipal Affairs and Housing. It is recommended that the County of Elgin clarify in the "terms of reference" that the consultant shall provide background data required to draft a new County Official Plan but that the steering committee and staff would control the way in which such information is conveyed to County Council, lower tier municipalities and the public. In this way the county maintains control of the program and is able to convey the county's perspective on long -range planning to the public. Time Frame It is expected that the Elgin County Official Plan will be completed and adopted by County Council in the spring of 2012 and submitted to the province for approval. The attached flow chart sets out the preliminary work plan schedule for the completion of the Elgin County Official Plan. RECOMMENDATION: It is recommended that three members of County Council be appointed to a steering committee for the County Official Plan Program, preferably representing eastern, central and western Elgin County; It is also recommended that County Council direct the Manager of Planning to carry out the following: Meet with local municipal councils to review the preliminary work plan; Request local councils to put forward names of community- minded individuals to take part in the public focus group(s); Seek volunteers from various ministries and agencies, including local municipal staff, to sit on a technical committee for the County Official Plan Program; To draft a detailed Terms of Reference for the hiring of a consultant to prepare the County of Elgin Official Plan in consultation with the county's purchasing officer and staff from the Ministry of Municipal Affairs and Housing office in London; To report back to County Council on the above prior to seeking direction on engaging a planning consultant to carry out the Elgin County Official Plan project. All of which is Respectfully Submitted Steve Evans Manager of Planning Approved for Submission Chief Administrative Officer ORGANIZATIONAL CHART Group Public Focus Steering Technical Committee r Z 2 FP Cn -s CT ro 0 o 3 3 ro m m CD c0 73 13 s n 0 0 G) 0 —1 co o cn 3 c v c 9h ro c C m 5. 0 0 0 El in Fa t)„mssirt•67 fl r,Jre, REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager, Economic Development DATE: February 10 2010 SUBJECT: Labour Force Development Strategy INTRODUCTION: One of the key requirements to attract and retain investment to the County of Elgin and the City of St. Thomas requires a workforce that can meet the demands of traditional and emerging industries. The County's economic development department recognizes the importance of having a workforce that can meet current and new opportunities that will enhance investment and grow economic prosperity. As such, Elgin County partnered with the St. Thomas Economic Development Corporation, Elgin Business Resource Centre, Employment Services Elgin, Ontario Works, Fanshawe College and the Elgin Middlesex Oxford Local Training Board to form the "Elgin Workforce Development Committee to develop a labour force strategy for the Elgin -St. Thomas area. DISCUSSION: The County of Elgin's Economic Development strategy has the County embarking on a new path as it relates to its future growth and investment opportunities. "Progressive by Nature the County has begun to capitalize on the opportunities associated with alternative /renewable energies and the green industries that are emerging from a growing consumer appreciation of the natural environment. The county's historic strengths in agriculture have also given rise to agri- business and agri- tourism and the potential of green manufacturing and niche tourism have also given rise to new ideas and approaches to developing a sustainable regional economy and regional workforce. The result is a recognized need to better capitalize on existing strengths, the enhancement of skills and need for educational development, workforce retention and better engagement with business and industry. Therefore, the County's economic development department with its partners within the Workforce Development Committee, undertook the development of a Labour Force Development Strategy to address these and other issues. The overall goals for this workforce strategy therefore, are two -fold: 1. To collectively create a policy framework and a community infrastructure that supports improvements in both quality and quantity of the labour supply pool; and 2. To ensure that Elgin -St. Thomas has the workforce it needs to achieve its economic development goals. The objectives that follow from these goals are: 1. The creation of the Elgin Labour Force Development Strategy which includes a plan and implementation process that will help guide long range human resources and workforce decision making in the community; and 2. Development of a process by which the Strategy is continually updated and to provide a venue to keep data current and share ideas on workforce development. The strategy also provides an understanding of the current labour market situation in the Elgin St. Thomas region and identifies the key issues that will impact the region's ability to drive economic growth in its target sectors. It also provides a strategic framework and recommendations that support improvements to both the quality and quantity of the local workforce that will ensure that the region is better able to capitalize on the investment employment potential associated with its traditional and emerging industries. The Elgin St. Thomas Labour Force Development Strategy will be presented at the Elgin Mall in St. Thomas on Friday, February 26 between12:30 and 1:30 pm. in the Community Room. To RSVP this event, please contact: Michelle Atkinson, Labour Force Development Coordinator maCa,localboard.on.ca, by February 22 2010. CONCLUSION: Today, the service and knowledge -based economy is a major driver of growth and as a result the roles of cities and regions in a global economy is being redefined and reshaped. As such, Elgin County partnered with the St. Thomas Economic Development Corporation, Elgin Business Resource Centre, Employment Services Elgin, Ontario Works, Fanshawe College and the Elgin Middlesex Oxford Local Training Board, to meet the labour force challenges facing the region. Together the group is called the "Elgin Workforce Development Committee." The Committee started work in June 2009 on the Labour Force Development Strategy and produced a draft in December of 2009. County Council is encouraged to attend the presentation of this strategy on Friday, February 26 between12:30 and 1:30 pm. at the Elgin Mall, in the Community Room. RECOMMENDATION: That this report be received and filed as information. All of which is espectfully Submitted Approved for Submission v,- Mark G. Mc'rral Chief Administrative Officer Alan Smith General Manager, Economic Development our ter REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: February 11, 2010 SUBJECT: Property Transfer John Street in the Town of Aylmer INTRODUCTION More than 10 years ago a small piece of property on John Street was transferred from a local business to the Town of Aylmer. The Town of Aylmer required the property, 6 meters by 15 meters, to permit the installation of the municipal infrastructure. Since John Street is now under the jurisdiction of the County of Elgin, it is more appropriate for the ownership to be transferred to the County of Elgin. DISCUSSION More than a decade ago the Town of Aylmer purchased a small piece of land, at the northwest corner John Street and Beech Street, to install municipal services. Since then the County of Elgin has assumed ownership of John Street from the Town of Aylmer. A small piece of property, daylight corner was not transferred at that time. Staff is requesting that since the road is now under the ownership of the County of Elgin, the County should retain ownership of the property. The property is legally known as Part 1 on 11 R -5704. Also, there will be some minor administrative and legal costs to transfer the property, less than $1000, and those costs will be borne by the County of Elgin. CONCLUSION The County of Elgin has jurisdiction for John Street, the location of the small portion of property that the Town of Aylmer purchased more than 10 years ago to install municipal services. Since the County has ownership of the road right of way, Part 1 on 11 R -5704 should be transferred from the Town of Aylmer to the County of Elgin. RECOMMENDATION That the Warden and Chief Administrative Officer be directed and authorized to sign the necessary documents to transfer Part 1 on 11 R -5704 from the Town of Aylmer. Respectfully Submitted Approved for Submission Clayton D. Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer February 4, 2010 Mr. Mark McDonald Chief Administrative Officer Elgin County 450 Sunset Drive St. Thomas, ON N5V 5V1 Dear Mr. McDonald: VIA COURIER RE: 0. Req. 359/09 Municipal Consultation for Proposal to Engage in a Renewable Energy Project We are the land use planning consultants for First Solar Development (Canada), Inc. "First Solar First Solar is seeking approval from the Province of Ontario to permit the establishment of their proposed 20 MW Belmont Solar Farm. In accordance with Sec. 18 of 0. Reg. 359/09, First Solar is providing you with the Municipal Consultation Form for the noted project along with a hard copy of the related draft reports and studies. Also included is the draft site plans for the proposal. Pursuant to the Regulation, the Municipality is to provide their comments regarding the proposal on the aforementioned Municipal Consultation Form. The Municipal Consultation Form is provided to you at least 90 days before the final public meeting to be held pursuant to the Regulation. Should the Municipality have comments, we request that the form be completed and returned to us no later than April 2, 2010. Notice of the final public meeting will be provided to you at least 30 days prior to it being held as per 0. Reg. 359/09. A hard copy of the draft environmental impact study report prepared as part of this application is currently being finalized and will be couriered to your attention under a separate cover. Soft copies of all reports and studies will be available on First Solar's website at http: /canada.firstsolar.com. Should any of the reports or studies appended hereto be updated, we will ensure that a hard copy of the same is provided to you. Should you have any questions, please feel free to call me at (416) 364 -5926. Sincerely, THE LAKESHORE GROUP Rick Pennycooke, M.C.I.P., R.P.P. PRESIDENT CC: PETER CARRIE, VICE PRESIDENT, FIRST SOLAR DEVELOPMENT (CANADA), INC. LAND DEVELOPMENT ADVICE ZONING ISSUES DUE DILIGENCE MASTER PLANS MARKET INTELLIGENCE 250 Wellington Street W Tel: 416.364.5926 Suite 130 Fax: 416.364.8757 Toronto, ON M5V 3P6-1 4vmrv.lakeshoregroup.ca Project Location Same as Applicant Physical Address? Yes No (If no, please provide site address information below) Civic Address- Street information (includes street number, name, type and direction) Unit Identifier (i.e. apartment number) North of 7th Avenue, south of Scotland Drive and east of Old Victoria Road Survey Address (Not required Lot and Conc.: used to indicate location and consists of a lot number number. Lot Part of Lots 3, 4 5 if Street Information is provided) within a subdivided township and a concession Conc. Concession 6 Part and Reference: used to indicate location within unorganized territory, number indicating the location within that plan. Attach Part and consists of a part and a reference plan copy of the plan. Reference Plan 3tion Information (includes any additional information to clarify physical location)(e.g. municipality, ward/ township) Legally Described as Pad North 1/2 Lot and Part Lot 5, Concession 6, Town of Westminster, Part 1014, Concession 6, Town of Westminster, Part Lot3, Concession 6 Town of Westminster, South 1/2 Lot4 Concession 6, Town of Westminster, and, Part South 1/2 Lot 3, Concession 6, Town ofWesMlnster Geo Reference (e.g. southwest corner of property) Map Datum Zone Accuracy Estimate Geo Referencing Method UTM Easting UTM Northing }r" Ontario Ministry of the Environment Renewable Energy Approval Consultation Form: municipalities, local authorities ss. 18(2) Ontario Regulation 359/09 Ce formulaire est disponible en francais PART A: TO BE COMPLETED BY THE APPLICANT BEFORE SUBMITTING TO MUNICIPALITY OR LOCAL AUTHORITY Section 1 Project Description 1.1 Renewable Energy Project Project Name (Project identifier to be used as a reference in correspondence) Belmont Solar Farm Project Phasing (outline construction, operation and decommissioning activities) Construction staging will occur in the northern portion of the site, with one entrance off of Scotland Drive as shown on the site plan. Site preparation work will include minimal grading to facilitate adequate drainage of stormwater on site. Posts are driven into the ground, then the solar modules are mounted, allowing for a fixed orientation toward the south for maximum sun exposure. Each module is electrically connected through buried cables, collectively providing DC power to the inverters inside the Power Conversion Station (PCS) shelters. The inverters convert the DC power to AC power, which gets routed to the adjacent power lines via switchgear. The switchgear, which synchronizes the AC power made on site with the power already running in the power fines, will be remotely monitored by the local utility. Other than the shelters housing the inverters, no buildings are proposed on the site. In addition to the structural and electrical components of the solar farm, a small network of interior roads, made of gravel or recycled concrete, will allow for better maintenance access. After construction, short grass will be planted under and around the solar arrays with the exception of the graveled access roads where needed. Neither the grassed areas nor the gravel will contribute sediment, fertilizer or pesticides to site runoff whereas the present agricultural use does exhibit these impacts. Landscaping will be added adjacent to neighbouring residences to provide a visual buffer from the site. A site perimeter fence will be installed as required by the Electrical Safety Authority. For more details please refer to the supporting documents as outlined in section 2.1. 1.2 Environmental Context Describe any negative environmental effects that may result from engaging in the project (consider construction, operation and decommissioning activities.) The majority of the potential impacts will be short -lived throughout the various stages of construction (approximately 12 months). Other impacts may remain throughout the life of the solar farm. The most intense construction will occur during the site preparation phase of the project. Construction will become less intrusive and impactful as the glass panels are installed. Potential environmental effects include: Construction will require the removal of existing vegetation from a portion of the site. The loss of existing vegetative cover, temporarily during construction, can lead to soil erosion and sediment control problems if not properly designed for; Introduction of construction machinery and activities which will increase the noise in the immediate area; Traffic in the immediate vicinity of the site will increase during the delivery phase of the project; The potential for fuel spills is increased with the addition of the construction machinery on site; The predominant historic use of the tract was agricultural and farming. In order to prepare the land for the solar farm application, land preparation will be required. Land preparation will entail clearing, grubbing, leveling, and compacting areas as needed so that there is a stable base to build off of. There is a potential for short-term negative water quality impacts during the construction of the project. For more details please refer to the supporting documents as outlined in section 2.1. Propose early avoidance /prevention /mitigation concepts and measures. In ^-°ler to mitigate the unavoidable impacts, the following measures will be instituted to help maintain the integrity and viability of the land: Existing topography will be maintained to the greatest extent possible in the site planning nize the amount of grading required. The proposed preparation activities will not alter historic drainage pattems and will not significantly alter the elevations throughout the site; The project's design includes a °Soil Erosion diment Control Plan° specifically developed to minimize this potential adverse impact. Upon completion of final land preparations, all disturbed areas will receive a final seeding in accordance with the conceptual plans; All sue.. _rosion and sediment control measures shall be kept in place until construction is complete and /or the disturbed area is stabilized; The impact of the loss of vegetation will be minimized through landscaping as shown on the Landscaping Plan, REA -10; A crushed stone tracking pad will be installed at the site access to reduce tracking of sediment onto adjacent roadways during construction activities; If grading activities require the disturbance of topsoil, these soils will first be segregated and then re- deposited as the uppermost soil layer. Wherever possible all native topsoils will be reused on -site; Workers and machinery will avoid, wherever possible, working inside the drain buffers; Where an adverse effect may occur as a result of a spill, the MOE Spills Action Center should be notified; Long term impacts will be minimal since the wildlife present on site can be tolerant to projects' presence; In an effort to maintain traffic patters, deliveries will mostly occur during off -peak hours so a direct impact will not be felt within typical commuting times; Disposal of wastes by open burning will not be permitted; Exhaust systems and emission control devices on all construction machinery will be maintained in good operating condition. For more details please refer to the supporting documents as outlined in section 2.1. -15- Page 1 of6 2.1 Requirement Name of Draft documents distributed for consultation Date available to Municipal or Local Authority Contact DRAFT Project Description Report Project Description Report February 4, 2010 DRAFT Design and Operations Report Design and Operations Report February 4, 2010 DRAFT Construction Plan Report Construction Plan Report February 4, 2010 DRAFT Decommissioning Plan Report Decommissioning Report February 4, 2010 List of other Documents Service Area Total Area of Site (hectares) 20 MW Noise Impact Assessment February 4, 2010 141 Access Traffic Operation Effects Assessment February 4, 2010 Protected Property Report and Heritage Assessment February 4, 2010 Stage 1 Archaeological Assessment February 4, 2010 Stage 2 Archaeological Assessment February 4, 2010 Stage 3 Archaeological Assessment February 4 2010 Conceptual Stormwater Management Plan February 4, 2010 3 Renewable Energy Generation Facility Type of Facility Operation (select all that apply complete all appropriate sections) Wind Facility (Land Based) ❑o ❑o Biofuel Facility Wind Facility (Off- Shore) Solar Photo Voltaic Facility Biogas Facility (Anaerobic Digesters) Other Describe Biomass Facility (Thermal Treatment) Class (if applicable) Class 3 Name Plate Capacity Expected Generation Service Area Total Area of Site (hectares) 20 MW 20 MW Connected to Local Distribution Network 141 Provide a description of the facilities equipment or technology that will be used to convert the renewable energy source or any other energy source to electricity. The proposed solar farm will use thin film photovoltaic modules manufactured by First Solar. The modules utilize a thin film semi conductor layer encapsulated between two sheets of glass that produce electricity when exposed to the sun's rays. Each module produces a total of approximately 70 to 75 watts of direct current "DC electricity. Solar modules are connected and mounted together to form solar arrays, each containing many rows of solar modules. The DC electricity produced by the solar arrays is collected and is converted into Alternating Current (AC) by inverters and then sent to a transformer to increase the voltage of the electricity to the same level as the local electricity distribution system. The inverters, located at various points throughout the site, are enclosed within a shelter for noise reduction and weather protection purposes. Metering, safety disconnect and remote trip equipment is located at the utility connection point where the solar farm is connected to the local electricity distribution system. 1,4 Renewable Energy Generation Activities Describe the activities that will be engaged in as part of the renewable energy project The activities that will be engaged in as part of the renewable energy project include site preparation, construction of solar farm, operation (solar panels convert suns rays into DC electricity which travels by underground wires to PCS shelters where the power is converted to AC electricity then sent to the local distribution network), and decommissioning of the solar farm. For more details please refer to the supporting documents as outlined in section 2.1. Section 2 Supporting Documents -16- Page 2 of 6 3.1 Applicant Information (Owner of project/facility) Applicant Name (legal name of individual or organization as evidenced by legal documents) First Solar Development (Canada), Inc. Business Identification Number 83602 0362 Business Name (the name under which the entity is operating or trading also referred to as trade name) First Solar same as Applicant Name Civic Address- Street information (includes street number, name, type and direction) 5115 Blackwell Sideroad Unit Identifier (i.e. apartment number) Survey Address (Not required Lot and Conc.: used to indicate location and consists of a lot number Lot if Street Information is provided) within a subdivided township and a concession number. Conc. Part and Reference: used to indicate location within an unsubdivided township part and a reference plan number indicating the location Part or unsurveyed territory, and consists of a within that plan. Attach copy of the plan. Reference Plan Municipality Sarnia County /District Lambton Province /State ON. Country Canada Postal Code N7T 7H3 Location where written draft reports can be obtained for public inspection (physical location for viewing and the applicants project website if one is available): http: /canada.firstsolar.com Elgin County Library Belmont Branch Section 3 Applicant Address and Contact Information -17- Page 3 of 6 5.1 Project Location Provide comment on the project location with respect to infrastructure and servicing. in which project location Phone 519.631.4860 5.2 Project Roads Provide comment on the proposed project's plans respecting proposed road access. Clerk's Phone /Fax 519.631.4860 Identify any issues and provide recommendations with respect to road access Upper Tier MulliciPalitY Name of Municipality Elgin County Provide comment on any proposed Traffic Management Plans in which project Phone 519.631.1460 Identify any issues and provide recommendations with respect to the proposed Traffic Management Plans Yes Local Municipality (include Name of Municipality Central Elgin each local municipality Address 450 Sunset Drive, 1st Floor St. Thomas, ON in which project location Phone 519.631.4860 is situated) Clerk's Name Donald Leitch Yes No Clerk's Phone /Fax 519.631.4860 E -Mail Address dleitch @centralelgin.org Upper Tier MulliciPalitY Name of Municipality Elgin County (include each upper tier municipality Address 450 Sunset Drive N5V 5V1as, ON in which project Phone 519.631.1460 location is situated) Clerk's name Mark McDonald Yes No E -Mail Address mmcdonald @elgin county.on.ca Clerk's Phone /Fax 519.631.1460 Local roads area (include Name of local roads board each local roads area in Address which project location is Phone situated) Secretary- treasurer's Name Yes D No Secretary- treasurer's Phone /Fax E -Mail Address Board Area (include each Name of Local Service Board board area in which proiect Address location is situated) Phone Secretary's name Yes 0 No Secretary's Phone /Fax E -Mail Address PART B: TO BE COMPLETED BY THE MUNICIPALITY OR LOCAL AUTHORITY Section 4 Municipal or Local Authority Contact Information (check the one that applies) Section 5: Consultation Requirement _18_ Page 4 of 6 5.3 Municipal or Local authority Service Connections Provide comment on the proposed project plans related to the location of and type of municipal service connections, other than roads. Identify any issues and provide recommendations with respect to the type of municipal service connections, other than roads. 5.4 Facility Other Identify any issues and recommendations with respect to the proposed landscaping design for the facility Provide comment on the proposed project plans for emergency management procedures safety protocols. Identify any issues and recommendations with respect to the proposed emergency management procedures safety protocols. Identify any issues and recommendations with respect to any Easements or Restrictive Covenants associated with the Project Location 5.5 Project Construction Identify any issues and recommendations with respect to the proposed rehabilitation of any temporary disturbance areas and any municipal or local authority infrastructure that could be damaged during construction. Identify any issues and recommendations with respect to the proposed location of fire hydrants and connections to existing drainage, water works and sanitary sewers Identify any issues and recommendations with respect to the proposed location of buried kiosks and above -grade utility vaults Page 5 of 6 Identify any issues and recommendations with respect to the proposed location of existing and proposed gas and electricity lines and connections Provide comment on the proposed project plans with respect to Building Code permits and licenses. Identify any issues and recommendations related to the identification of any significant natural features and water bodies within the municipality or territory. Identify any issues and recommendations related to the identification any archaeological resource or heritage resource. -20- Page 6 of 6 AMO 111th Annual Conference Early Bird Registration Available AMO's 111th Annual Conference August 15 18, 2010 1 Caesars Windsor Don't procrastinate register today! Why Register Today? The Early Bird closes April 30, 2010 You will save money! How? Conference rates change on May 1st and HST arrives too. Page 1 of 1 AM43 MUNICIPAL MEMBERS EAR Y BIRD REGISTRATION The AMO Annual Conference is Ontario's leading municipal sector Conference. It is the forum for learning, networking and analysis for elected officials, municipal staff, policy analysts, media and anyone associated with the municipal sector. The Conference attracts over 2,500 attendees who attend over 50 lectures, panels, and keynotes on a number of topics led by industry experts. Also don't miss the AMO Trade Show with over 120 leading municipal suppliers showcasing innovative and new products and services geared to Ontario municipalities. What Will You Learn? Through over 50 conference sessions involving panels and keynote speakers, you will have the opportunity to explore the theme of 'Propelling Economic Prosperity' from many perspectives. How Can You Register? It's simple! As a municipal member of AMO, complete the attached registration form and include your full payment, or register online at www.amo.on.ca Questions? eventsCalamo.on.ca 1 Toll -Free: 1.877.426.6527 I Phone: 416.971.9856 Fax: 416.971.6191 This message has been scanned by LastSpam eMail security service, provided by Protek Systems. https: /mail.elgin- county.on.ca/ exchange /sheffren/In %20111th %20Annual %20... 10/02/2010 AMO A August 15. MUNICIPAL MEMBERS REGISTRATION MO Annual Conference 18, 2010 1 Caesars Windsor WHY REGISTER TODAY? Early Bird closes April 30, 2010 You will save money! How? Conference rates change on May 1st and HST arrives too. So don't procrastinate register today! WHAT WILL I LEARN? Through over 50 conference sessions involving panels and keynote speakers, you will have the opportunity to explore the theme of 'Propelling Economic Prosperity' from many perspectives. How CAN I REGISTER? It's simple! As a municipal member of AMO, complete the following registration form and include your full payment. Use one form per registrant. The early bird registration must be received by April 30th. After this date, regular conference rates or the on -site registration rate will apply. REGISTERING AND PAYMENT: You can also register online at www.amo.on.ca, but we prefer that you pay by cheque or ask to be invoiced, as both VISA and MasterCard charge AMO an administration fee of 2.5% of the total cost of the credit card transaction. You can save your Association this cost. Note that declaration of caucus for voting purposes should be completed. See Caucus Voting Instructions for more information. To register online visit www.amo.on.ca and click on the button on the left hand side of our Click her to h o m e page. Re gister online OR Send the completed registration form by mail or fax (416.971.6191). The registration form sets out three payment options: Cheque payable to the Association of Municipalities of Ontario. Mail to 200 University Avenue, Suite 801, Toronto, ON., M5H 3C6 Invoice after receiving your completed registration form(s) a confirmation notice and an invoice will be sent to the e-mail address indicated on the registration form. Credit Card please provide full VISA or MasterCard information. CANCELLATION POLICY Cancellations must be made in writing before July 31, 2010. An administration charge of $70.00 plus tax will apply. Any cancellations made after July 31, will not be refunded. WHAT ARE THE CONFERENCE PACKAGES? You have two options: 1. Full Registration gives you access to all AMO Conference sessions and events with the option of purchasing banquet ticket(s). Conference activities include: All plenary and concurrent sessions, including keynote speakers, leaders of each provincial political party, Ministers' Forum, Welcome Reception, Monday Learning Lunch, two day exhibit hall, Monday and Wednesday breakfasts, post conference DVD and a few surprises that are in development. 2. Daily Registration gives you access to the chosen days Conference plenary and concurrent sessions, exhibit hall (Monday only) and the post conference DVD. CAUCUS VOTING INSTRUCTIONS Elections will occur for all Board positions President, Secretary- Treasurer and Caucus members. As approved at last year's annual general meeting, the term of office for all Board members will move to two years. The By -Law directs that each delegate who is an elected municipal official and an AMO member municipality is eligible to vote. It is up to each elected municipal official to indicate which caucus s /he feel best represents their interests. Assignment of the Monday Learning Lunch session is based on the identified caucus. ACCOMMODATION AND TRAVEL The main conference hotel is Caesars Windsor. Currently, the Caesars room block is full. However from time to time rooms do become available, so keep checking. For information on hotels in the area as well as special Air Canada and VIA Rail rates please visit the AMO website at www.amo.on.ca. For more information on the Windsor -Essex area, contact Visit Windsor at 1.800- 265.3633 MUNICIPAL MEMBERS BIRD REGISTRATION FORM AMO Annuat Conference August 15 18, 2010 Caesars Windsor Register Early to Save! HST and Regular Conference Rates comes into effect on May 1st, 2010. NOTES ON REGISTRATION Early Bird registration rates end April 30, 2010. After April 30th this form will not be valid. This form is only valid for AMO municipal members. Registration for non members will be made available shortly. Cancellations must be made in writing before July 31, 2010. Please refer to the cancellation policy on page 1 for details. Companions information including registration will be made available separately in the near future. QUESTIONS? events @amo.on.ca Toll -Free 1.877.426.6527 Phone 416.971.9856 Fax 416.971.6191 Use this form to register by mail (200 University Avenue, Suite 801, Toronto, ON., M5H 3C6) or fax (416.971.6191). Online Registration at www.amo.on.ca SECTION 1: REGISTRATION DATA First Name Title Mailing Address including Postal Code Phone E -mail (your confirmation will be e- mailed to you) Special Dietary Needs Last Name Municipality Fax SECTION 11: REGISTRATION FEES (please check one below) SECTION 111: PAYMENT Please invoice me at above address Cheque Payable to Association of Municipalities of Ontario Credit Card: MasterCard Card Number Name on Card Signature -23- Check this box if this will be your first AMO Conference. Full Registration (with one banquet ticket) 590.00 Full Registration (no banquet) 530.00 Daily Sessions Monday 320.00 Daily Sessions Tuesday 320.00 Daily Sessions Wednesday 165.00 Extra Banquet Ticket(s) please indicate quantity 110.00 each GST at 5% TOTAL Expiration Date Visa SECTION IV: CAUCUS CHOICE Elected officials from a municipal government that is an AMO member in good standing is eligible to vote for the Board of Directors, but MUST declare a Caucus at time of registration. July 16, 2010 is the last date for changing Caucus. After July 16, changes to a declared Caucus are not permitted. Please indicate below which caucus you wish to participate in: County Large Urban Northern Regional /Single Tier Rural ['Small Urban