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October 20, 2009 Agenda
PAGE ORDER 1st Meeting Called to Order 2nd Adoption of Minutes September 15, 2009 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations 1 -4 5 -89 90 92 93 146 147 148 -154 ORDERS OF THE DA Y FOR TUESDAY, OCTOBER 20, 2009 9 :00 A.M. Nov. Outside Board Reporting Schedule: DELEGATION: 9:00 A.M. Dr. Greg Johnson, Elgin -St. Thomas United Way launching United Way campaign. 9:15 A.M. John Regan, Elgin Business Resource Centre Community Adjustment Fund 9:30 A.M. Sandra Datars Bere, Director, St. Thomas -Elgin Ontario Works 3 Quarter Social Assistance Service Provision Update (ATTACHED) 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items (See Separate Agenda) 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By -Laws 14th ADJOURNMENT LUNCH WILL BE PROVIDED Land Division Town Crier WARDEN'S BANQUET FRIDAY, NOVEMBER 6, 2009 County Council Meeting THURSDAY, NOVEMBER 10, 2009 9:00 a.m. Accessible Customer Service Training for County Councillors, Directors, Deputy Directors and Managers TUESDAY, NOVEMBER 10, 2009 from 1:00 p.m. 2:30 p.m. 10/20/2009 2 10/20/2009 • Practical experience • Economic Development • Tourism • Business Development ELGIN 3 10/20/2009 • One Line application • www.elgincfdc.ca • John Regan jreRan@elRincfdc.ca • Anne Kenny akenny@elgincfdc.ca ELGIN SAND PLAIN (SPCDf) Canada oa<•oc ELGIN 4 10/20/2009 SAND PLAIN (counties of Brant, and Oxford). SAND PLAIN -Access fo 5 10!20/2009 business start-ups and expansions in priority sectors Patient capital provides Flebble repayment terms, negotiated to encourage the long-term viability of the borrower. ~~` SAND PAINS {'1u. ~n..,_.,,.-~ ELGIN -Tourism -Green products -Renewable Energy -Food Processing -Manufacturing 'ill SAND t,LAINS ELGIN Co-operzMes; Socialservice ifutftutlpns; easiness organ~zatlonz; Muni<fpaliflez; and PrMte enterprise. SAND PLAINS ELGIN ~ 10!20/2009 -Tourism -Green products -Renewable Energy -Food Processing -Manufacturing ~~~ji~SAND PLAINS ELGIN -Not-for-profit organizations - Co-operatives -Social service Institutions -MUntcipalitles ~~~~~sANO~ruINs EPsb'e reCP xnli mux I Fx NmrPxr+[ed xxd k e x 6'x to en[v P~[o Ixb3 Y h:-d"rb x&x xm.^s h. 7 10/20/2009 8 BUSINESS RESOURCE CENTRE A Community Futures Development Corporation As a partner in the delivery of the South West Community Adjustment Fund (SWCAF) The Elgin Business Resource Centre has grants available for organizations that operate in Elgin County. • Training employees? ' Grants are available up to $5,000 per employee for staff development; eligibility includes workshops, seminars and on-the-job training. • Looking to hire an intern? Grants are available up to $2,500 per month to provide practical experience in such areas as economic, tourism or business development. • Does your organization have a business development project in mind? Grants are available up to $5,000 to fund research, feasibility studies, marketing plan development and other eligible activities. • Funding is also available for Local Initiatives -,'grants up to $10,000 for not- for-profits to assist with such.costs as marketing and consulting fees Applications for funding are due Oct 20, 2009. Subsequent application deadlines will be the last Friday of each month until fund depletion or the end of December 2009, whichever comes first. For complete details including application forms and program guidelines visit the Elgin Business Resource Centre website: www•elincfdc.ca or contact John Regan, General Manager at 519-633-7597, ext 34 or ireQanC~elgincfdc.ca\ f ~, ACTION PLAN PLAN O'ACTION ,~~,, ,,~„~~~~,„ .~z` Canada uick Info www.sandplains.ca Application Process Flowchart Canad®a Col~imunity Development Ful2cd What is SPCDF? Sand Plains Community Development Fund (SPCDF) is an application-based program to assist rural communities in the tobacco-growing region of the Sand Plains region (counties of Brant, Elgin, Middlesex, Norfolk and Oxford) to transition to a non-tobacco based economy. Funding will be targeted to community-based initiatives which support regional development, attract and retain people and investment, and stimulate business development and job creation. The Fund has two components: Community Development Support and Access to Capifal with separate application forms for each located at www.sandolains.ca. The following sectors will be priorities for support: - Agribusiness & Food Industry - Tourism -Green products - Renewable Energy - Food Processing -Manufacturing OACFDb ASADCO Applicant SPCDF uick Info www.sandplains:Ca SAN I~ PLAIN S Colnnrunity Developlnelrt Fulyd Funding Principles and Criteria The following principles and criteria will be applied to the selection of projects: • Preference for projects related to agriculture and agri-food and benefiting the Sand Plains region; • Preference for locally-driven initiatives supported by communities; • Preference for multi-communlfy and regional partnerships; • Consideration of economic viability, social implications and environmental values in decision making; • Leverages other federal, provincial, municipal and/or private sector investments; • Complements and does not duplicate funding from other programs; • Recipients must be in the Sand Plains region or the majority of project work must occur in the region; and • Demonstrates benefit to the rural areas of the Sand Plains region. Access to Capital The goal of this component will be to foster entrepreneurship in the region by increasing the availability of patient capital for small business start-ups and expansions in priority sectors. Patient capital provides flexible repayment terms, negotiated to encourage the long-term viability of the borrower. Who can apply: The following groups are eligible: • Community organizations; • Not-for-profit organizations; • Co-operatives; • Social service institutions; • Business organizations; • Municipalities; and • Private enterprise. Loan Terms: Successful applicants will receive financing up to $250,000 through loans from Community Futures Development Corporatioris (CFDCs). Interest rates will be prime + 2% for 3 year terms, amortized over 5 to 10 years. Payments will be decided on a case-by-case basis and may include such conditions as one year of no payments or interest only payments for a defined period, then interest and capital repayments for the following period of the loan. The financing may be used as subordinated debt to encourage leveraging from other lending sources. Community Development Support This component provides non-repayable contributions to not-for-profit projects designed to explore and develop new and sustainable community and regional development opportunities. The goal is to enhance regional capacity to generate and support diverse economic development activities in order to achieve a sustainable, prosperous and diverse economy driven by innovation. Who can apply: The following groups are eligible: • Community organizations • Not-for-profit organizations • Co-operatives • Social service institutions • Municipalities Eligible recipients must be incorporated and be able to enter into legally binding agreements. Funding: The maximum level of total government funding (federal, provincial, and municipal funding) for projects under the SPCDF must not exceed 85% of total project costs. The minimum 15% non-government contribution to your project can be cash, in-kind support from your organization or from other sources of funding, or a combination of both. In-kind support means contributions other than monetary which defray a portion of the project's eligible costs. See the website at www.sandplains.ca for information regarding eligible and ineligible costs, The following activities will not be funded: • Protects which involve religious, political or illegal activities; • Activities which could be deemed as discriminatory as defined by the Canadian Human Rights Code; • Tobacco-related initiatives. • Debt or deficit reduction; • Costs incurred or completed prior to project approval. Ces renseignements sont disponibles en frangais 8 www.sandolains.ca Canada uACruc ASAOCO Year Annual Average Caseload Increase over Previous Year 2006 819 N/A 2007 876 7% 2008 1123 28% 2009 (Jan Sept) 1464 30% THE CORPORATION OF THE cRY of ST. THOMAS ST. THOMAS ELGIN ONTARIO WORKS 4 Talbot Street St. Thomas, Ontario NSPtG REPORT TO ELGIN COUNTY COUNCIL FROM: Sandra Datars Bere, Director St. Thomas -Elgin Ontario Works MEETING DATE: October 20, 2009 SUBJECT: Social Assistance Service Provision Recommendation: Report: Annual Service Provisions /Caseload Rates Report No. OWEC04 -09 THAT: Report OWEC 04 -09 of the Director of St. Thomas -Elgin Ontario Works be received for information. Social Assistance service provision continues to remain at elevated levels across the St. Thomas and Elgin County community. As of September 30, 2009, there were 1540 individuals /families (benefit units) in receipt of assistance. Within these cases, there are 1917 dependents (spouses, children under the age of 18). There has been a sustained rise in rates over the last three years as outlined below: Area Ontario Works Program Increase: June 2008 to June 2009 Ontario Disability Support Program Increase: June 2008 to June 2009 Ontario 15.9% 5.5% South West Region 22.3 5.1 Bruce 20.2 2.6 Chatham Kent 16.3 3.9 Grey 30.7 3.1 Huron 29.7 3.0 Lambton 23.7 2.3 London 22.3 5.5 Oxford 51.5 6.9 St. Thomas 39.1 8.8 Stratford 34.3 6.7 Windsor 16.9 5.3 The sustained increase in service provision levels is related to the continued weakening in the local and provincial economies. The Ministry of Community and Social Services has recently released statistical information on Ontario Works (OW) and Ontario Disability Support Program (ODSP) Service Provision rates for the period ending June 2009. The following chart provides an overview of service increases for both the OW and ODSP programs (June 2009 rates vs. June 2008) for the province and well as for the ten service managers within the South West Region. Increases in Service Provision: June 2008 to June 2009 Financial Impact: With respect to the impact on the 2009 municipal budget, the continued increase in OW service provision and the resulting costs were projected and thus were included and approved in the budget (approved yearly average 1500.) The increase in ODSP service rates, however, being the highest in this region and over 5% higher than last year, were not expected and thus not budgeted. We continue to monitor these costs and will provide additional information as part of the nine month budget report. In both cases, however, amounts of assistance provided to those in receipt of support, have been found to be greater. This is related both to more and larger families now being on assistance as well as there are less individuals /families with employment income, thus increasing the actual amount of assistance being provided. Resources Available to Respond to the Challenges Community agencies, Labour representatives, Secondary and post- secondary educational facilities, employers, municipal councils, local charities, churches and many other key stakeholders have and continue to work in partnership to provide support and coordinate resources to address the needs and challenges of those impacted by the current economic situation. We continue to increase our partnership activities with many key stakeholders with the express 2 desire to address the evolving needs and issues faced by those most vulnerable across our community. We also look to the infusion of federal and provincial funding to support opportunities for more employment and will continue to seek to enhance opportunities to support all those we can. The Director is available to answer questions or provide additional information, as Council members may require. Respectfully submitted: Sandra 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 Quarterly 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 0 0 Nov-09 0 0 Dec-09 1464 9 1123 876 YTD 2009 Avg Months Avg 2008 Avg 2007 Avg 2006 Avg 2005 819 844 872 Avg 2004 930 Avg 2003 Avg 2002 1052 o 0 o o CO N o U U P1 00 0 0 o T CO P t0 N '•Y M N c peo ase3 0 ElgmCounty PMSCSSif =tr alt.m FROM: Councillor Tom Marks Councillor Dave Mennill DATE: September 29, 2009 SUBJECT: WARDEN'S BANQUET INTRODUCTION: REPORT TO COUNTY COUNCIL Council policy is to arrange appropriate recognition annually for the Elgin County Warden and that the Social /Entertainment Committee plans the programme. DISCUSSION: The date for the Warden's Banquet has been set for Friday, November 6, 2009 and the Elgin International Club has been booked as previously informed at the September 2009 meeting of Council. This report is to define the roles and responsibilities of council members for the evening of the Warden's Banquet. Please see the attached sheet for the proposed expenses for the 2009 Banquet along with roles and responsibilities for each Council member. RECOMMENDATION: THAT t :o ►a 's Banquet" dated September 29, 2009 be received and filed. Councillor Tom Marks Councillor Dave Mennill �i li III i it I r 1 III I III I i I I I Igm Loun FROM: a REPORT TO COUNTY COUNCIL Alan Smith, Deputy Director of Community and Cultural Services Kate Burns, Marketing and Communications Coordinator DATE: October 8 2009 SUBJECT: National Marketing Award INTRODUCTION: Following the success of two awards for the "Progressive by Nature" brand from the Economic Development Council of Ontario (EDCO), Elgin County won a national award from the Economic Developers Association of Canada (EDAC). DISCUSSION: The County of Elgin has won a national award from the Economic Developers Association of Canada (EDAC) for the way it has implemented a new brand that has unified and strengthened the County's economic development campaign. Elgin received a gold medal award in EDAC's 2009 Marketing Canada Awards competition for branding guidelines. The guidelines have helped to ensure consistent implementation and application of Elgin's brand identity. The Marketing Canada Awards recognize excellence in promoting communities and furthering their economic development priorities. The awards ceremony, which took place during EDAC's Annual Conference in Vancouver on September 20, praised communities such as Elgin County that shine in this arena. The national award from EDAC builds on the recognition that Elgin County received in February 2009 from the Economic Development Council of Ontario. They presented two awards to Elgin County for its new brand, "Progressive By Nature," and its attraction package. The Elgin County brand includes a striking logo that incorporates the colours of earth, sky and the waters of Lake Erie, and adds a sense of power and vibrancy. Accompanying it are a new community profile, municipalities' profiles, promotional items, a tradeshow booth and a redesigned website. As part of building the brand and investment- attraction campaign the Visual Identity Standards document was created that gives detailed guidelines for applying elements of the brand to various media and purposes. The document provides a cohesive image for the County and its audiences. The significance of the branding guidelines is that they have helped to bring all of the County's diverse stakeholders together in making the brand successful. The new brand stands out in the competitive investment- attraction field, makes a positive and dynamic impression and creates interest and curiosity. CONCLUSION: Each year, recipients of Canada Marketing Awards across the country are recognized for excellence in promoting their communities and furthering their economic development priorities. Elgin County will continue to develop innovative marketing initiatives and programs in order to compete in the competitive global economy. By continuing to strive for excellence in economic development Elgin County's "Progressive By Nature" brand will have the opportunity to garner similar recognition in the future. RECOMMENDATION: THAT the report "National Marketing Award" dated October 8, 2009 be received and filed. Respectfully itted Alan Smith Deputy Director, Co ur -1 Services rian Masschaele Director, Community and Cultural Services ate Burns, Marketing and Communications Coordinator Mark G. McDonald Chief Administrative Officer FROM: DATE: October 8 2009 SUBJECT: Regional Economic Development Fund INTRODUCTION: REPORT TO COUNTY COUNCIL Alan Smith, Deputy Director of Community and Cultural Services Kate Burns, Marketing and Communications Coordinator Elgin County Council adopted the following resolutions at its October 16` 2007, meeting in response to the Municipality of Bayham's initial request for the County's financial support in partnering to develop a I feasibility and impact study for a potential international ferry service, I between Port Burwell and Fairport Harbour, Ohio: "That Council supports the economic development efforts of both the Municipality of Bayham and the Municipality of Central Elgin to explore the establishment of a cross -lake ferry between Ohio and Elgin County; and, That the Manager of Economic Development and Tourism Services be directed to develop a process and funding criteria to deal with requests of financial support involving economic development initiatives impacting the region." This report deals with the latter resolution pertaining to lower tier partner inquiries for funding support of projects. The recommended process and criteria also allows for Council to endorse the latest funding request, by the Municipality of Bayham for Port Burwell Harbour International Ferry Service Feasibility and Impact Study. DISCUSSION: The Municipality of Bayham's initial request for the County to assist with funding to support the Port Burwell Harbour International Ferry Service Feasibility and Impact Study was denied. However, this decision lead Council to direct staff to develop a process and funding criteria to deal with similar requests for financial support by the lower tiered municipalities involving economic development projects of a regional nature. In order to accommodate such requests, the establishment of a Regional Economic Development Fund (REDF), a reserve, in 2010, to support partnership initiatives between the County of Elgin and its lower tier partners which address strategic regional priorities is recommended. The purpose of this fund is to support municipal economic development projects that will lead to: promoting regional economic growth and economic diversification; providing economic and investment opportunities within the County's target economic sectors: Agri- business, Energy and Environment, Tourism (excluding events), Manufacturing and Transportation; supporting job creation; and enhancing tax assessment through new investments. The amount of funds contained in the REDF would be established during the 210 budget deliberations. Each year the REDF would be replenished as described. The REDF would be established based on the following principles: be restricted to municipal economic development projects involving the seven lowered tier governments which demonstrate potentail long term, County -wide or regional benefits which are important to the overall economic development of the County (consideration will be given to municpal lead projects from otherjurisdications if it is deemed to have substanial economic impact to the County of Elgin); project/initiative be supported by a business case or other approriate documentation that is comprehensive, credible and feasible; the County will be provided appropriate representation in the formation and delivery of the project/initiative Elgin County's role throughout the process would be duly recognized; the reserve is used to support funding applications for economic development projects (excuding infrastructure intiatives) the amount applied for is capped at 50% of the municpal financial contribution (the applicant) however the amount will not exceed one dollar ($1.00) per capita of the applicant's population Projects would first be submitted to the Community and Cultural Services department, Economic Development and Tourism Services office, on a first come first service basis. If required staff would submit the project(s) to CEEDTAC for input. To be eligible for funding, the project would have to demonstrate to Council that the initiaive meets the following criteria: has broad support within both the local municipality and within the County of Elgin; has the potential of generating direct and indirect economic impacts within the County of Elgin has the potentail of increasing employment and tax revenue within the County of Elgin fosters alliances /partnerships between the public and /or private sectors funding is required to leverage further monies addresses the County's economic development prioirties and goals as outlined in the County's Economic Development and Marketing Plans Applicants are encouraged to contact economic development staff prior to submitting proposals in order to receive the appropriate direction. As mentioned previously the Municaplity of Bayham approached the County of Elgin in 2007 to assist with the funding of the Port Burwell Harbour International Ferry Service Feasibility and Impact Study. At that time the Municipality was proceeding with a proposal under the Rural Economic Development Program (RED) with the hope that the RED program would finance 50% of the cost of this study, and the Federal Government would finance most of the remainder. The RED program criteria, however, includes provisions that funding from provincial and federal sources must not exceed 90% of the project costs. Therefore, the Municipality of Bayham was seeking partners to assist to finance the remaining 10 Oxford County did partner with Bayham by contributing $3750 to the total study cost (contribution was conditional on RED funding). This year the Municipality of Bayham submitted applications for funding to provincial and federal programs for the Feasibility and Impact Study for such a service at an estimated cost of $230,000. Consequently, the Municipality was successful in obtaining 90% of the project costs through the provincial RED program and the Government of Canada's new Community Adjustment Fund. The Municipality of Bayham has requested a financial contribution from the County of Elgin to contribute to the outstanding $23,000. It should be noted that the Municipality of Bayham is once again seeking partnerships (funding) from other jurisdictions that may experience the regional impacts of a commercial ferry service between Port Burwell and Fairport Harbour, Ohio. At its September Council meeting, Norfolk County agreed to contribute $2500 to Bayham's Feasibility and Impact Study. During the September 24, 2007, meeting of the County of Elgin Economic Development and Tourism Advisory Committee (CEEDTAC), members acknowledged the regional significance of this initiative and the potential implications on Elgin County's economy (attraction and retention of industry, increase tax assessment, employment opportunities, economic diversification), infrastructure (i.e. roads), and quality of life (services, noise etc.) for residents. Therefore, Committee members agreed that given the potential impacts and regional nature of this project, the County of Elgin should partner with the Municipality of Bayham in determining if providing a ferry service between Port Burwell and Fairport Harbour Ohio is feasible..." CEEDTAC passed resolutions in support of developing such a partnership between the County of Elgin and the Municipality of Bayham. This type of request is a good example of a project that meets the required criteria in order to be a successful applicant under the proposed Regional Economic Development Fund in 2010. However, given the time sensitive nature of the request staff is recommending that the Municipality of Bayham's request for funding for the Port Burwell Harbour International Ferry Service Feasibility and Impact Study be endorsed by County Council; with the funds being drawn from the current budget of the Economic Development office. Following the proposed criteria for the REDF, the maximum financial contribution to the Municipality of Bayham would be $6750.00 CONCLUSION: The establishment of a Regional Economic Development Fund, a County reserve, in 2010, would address municipal inquiries for financial support for projects that have a County and /or Regional impact. In order to be considered, the municipal project must be regional in nature and can demonstrate that the initiative promotes regional economic growth and economic diversification. One such project is the Municipality of Bayham's request to partner on the Port Burwell Harbour International Ferry Service Feasibility and Impact Study. It should be noted that with more funding programs being made available to municipalities by the provincial and federal governments like RED, CAF and the Sand Plains initiative, requests similar to Bayhams could become more frequent. RECOMMENDATION: THAT a policy be established creating a Regional Economic Development Fund, a reserve, for 2010 as described in the October 8th 2009, report; and THAT the amount of the Regional Economic Development Fund be determined during the 2010 budget deliberations; and THAT the Regional Economic Development Fund be replenished at the beginning of each calendar year to its original balance; and THAT the County of Elgin supports the Municipality of Bayham's request to support the Port Burwell Harbour International Ferry Service Feasibility and Impact Study with a financial contribution of an upset limit of $6750.00 being drawn from the budget of the Economic Development office.. Respectfully S ,'lied Alan Smith Deputy Director, Co art y and ral Services Brian Masschaele Director, Community and Cultural Services ea- Kate Burns, Marketing and Communications Coordinator Mark G. McDonald Chief Administrative Officer for Submission ElginCounty: Pmilmfi,:*y ?Mae INTRODUCTION: DISCUSSION: CONCLUSION: REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: October 5th, 2009 SUBJECT: Creative Communities Prosperity Fund application This report seeks Council's endorsement of an application to the Creative Communities Prosperity Fund. The Creative Communities Prosperity Fund is available through the Ontario Ministry of Culture and exists to strengthen municipal capacity for cultural planning initiatives. The deadline for applications was October 15 Staff have submitted an application to the fund for approximately $25,000 to extend the cultural mapping project currently underway through the Government of Canada's Community Adjustment Fund (CAF). The initial project is slated to end on March 31 2010. The additional provincial funding will enable staff to extend the project until September /October 2010 so that a number of technical enhancements can be added to the map, including interactive site profiles. The fund does require a matching contribution from the applicant. Funds obtained through CAF are considered eligible for this purpose. As a result, no additional funds are required from the County to proceed, short of a purchase of GIS software which will be included in the proposed operating budget for planning in 2010. Staff feel that a resolution of support from Council will only strengthen the application. MPP Steve Peters has also issued a letter of support. Through funds provided by CAF and the province, the County will be able to create an innovative map of the County's extensive cultural assets. This map will become an important tool in future marketing efforts and in the eventual creation of an Official Plan. RECOMMENDATION: THAT Elgin County Council wholeheartedly endorses an application to the Ministry of Culture's Creative Community Prosperity Fund to support the development of a cultural asset map for the County of Elgin as part of the County's pro- active approach to municipal cultural planning. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Director of Community and Cultural Services Mark G. Chief Administrative Officer Ell inCounty= f bjlv'sU. *b,ftfld FROM: Brian Masschaele Director of Community and Cultural Services DATE: October 5th, 2009 SUBJECT: Library 2009 Summer Reading Club Overview INTRODUCTION: REPORT TO COUNTY COUNCIL This report provides Council with an overview of the Library's 2009 Summer Reading Club which was a great success. DISCUSSION: The Elgin County Library again participating in the Summer Reading Club, a national program sponsored by TD Canada Trust and Library and Archives Canada. The program ran during the months of July and August. The theme for 2009 was "Detectives In total, 840 children participated in the program County wide in 2009, a significant increase from the 755 that participated in 2008. Over 24,000 children's materials were circulated during this period. Before the program begins, staff issue the participants a challenge to read a certain amount of books in exchange for a fun outing or event. All branches report meeting this challenge and the resulting events were widely covered in local media. Staff wish to acknowledge in particular the strong support received from local schools in promoting the program with their students. Such promotion is vital to its success. These programs are paying dividends for the community. For instance, the close partnership between the library and Dutton Dunwich Public School was recently cited as one of the major reasons for the improvement of provincial test scores at the school. The Elgin County Library is a national leader in terms of the delivery of the Summer Reading Club. This was further acknowledged by the fact that the Springfield branch was again honoured for the quality of their program in 2008. The branch received an honourable mention from Library and Archives Canada as one of the top programs in the country. Councillors will recall that Springfield received the top award for its 2007 program. CONCLUSION: The 2009 Summer Reading Club was a great success. In achieving this success, the efforts of the children's programmers are to be particularly acknowledged. RECOMMENDATION: THAT this report be received and filed as information. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Director of Community and Cultural Services Mar Chief Administrative Officer Interviewer Web 47062 SUMSY TO Summer Reading Club INFORMATION ON LIBRARY Name of the library: Elgin County Name of the main library/system Elgin County Total number of service points that participated in the TDSRC 2009 10 Total number of participating service points that reported their data to the main library/system 10 Total number of children who registered for the TD SRC 2009 Boys Age Group 0 5 87 Boys Age Group 6 -.8 144 Boys Age Group 9 12 129 Boys Age Group 13+ 9 Total Boys 369 Total participants 840 Total number of reading kits or posters given out Posters only 0 Reading kits 541 Circulation data during July and August Circulation of children's materials SUMMARY PART 1 Girls Age Group 0 5 75 Girls Age Group 6 8 167 Girls Age Group 9 12 209 Girls Age Group 13+ 20 Total Girls 471 24394 Page 1 of 3 https: study. opinionsearch. com /IntWeb.d11 ?NEXTBUTTONCLICKED =1 &SUM1A &P... 9/19/2009 6 F 'V QAA a twl-iiss '`E< :;nc;Y,..s;`i:.:.:- sn 0 Q, 0 3 fl 7. o PAULA. VEBBR Braker:Onner 167 MaIn St., West Larne 7641000 (24 hrs) pager 640.5625 peu'rerbrug e m ©e FEATURE Ambassador of the Fair i! This year's five contestants are ready for the contest to be held at the Rodney Fair. 119.0 Heritage Farm Show O. Early agriculture 1 lift Iran explored at the show at the Backus Page House. 00.8 EL A D Siu- rich champs The local Sto pitch team captured the Women's ESPO provincial championship pg.11 MEDIA AQJetxorMecuComparw 4 September ft 2009 Eat COMP Elgin County Library 450 Sunset Dr. St. Thomas, N5R 5V1 attn: Brian Masschaele Sy the makers of CARPET CLEANING BY LABADIES 20 rears Serving Four Counties WES LORNE 768 2620 JCSSE cNOCBAERVIHE cslF T,LE It's Slime time' On Aug. 11, Aldborough Puttlic School Pdncipal Chdsline Blagden got slimed by her students, which was thelr reward for completing their summer reading goal. Aldbarough students set a goal of reading 1,100 books over the summer, which they knocked out of the park by reading tan books. Grade 6 teacher Trisha Pearson also bravely accepted to be slimed that day. Dozens of students got to pour cups of slime, and at the end, Grade, 3 student Madison Murray and Librarian Janet GNen poured the last bucket onto Principal Blagden. mare [ells SF* QUEEN SIZE $g ElginCounty: w�.jn�am o, Nxma REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: October 8th, 2009 SUBJECT: Security Audit of Library branches INTRODUCTION: Officers from the Elgin County detachment of the Ontario Provincial Police (OPP) recently completed a security audit of the nine library branches in their jurisdiction. This report summarizes the results of this audit and recommends that the results be implemented wherever possible. DISCUSSION: As Council is aware, staff have either completed or are in the process of completing security audits of all County facilities. This audit has extended to library facilities in light of recent break -ins and thefts even though the facilities are not owned by the County. The Elgin County detachment of the OPP graciously agreed to conduct this audit on the library's behalf and two officers completed their work in June using an approach called "Crime Prevention Through Environmental Design" (CPTED) which seeks to deter criminal behaviour by changing the physical layout of buildings and their surrounding so that they are not attractors of criminal activity. It should be stressed that the OPP's recommendations are advice only based on a value -added service they provide. The County is not legally compelled to implement the recommendations contained in the report. Staff have reviewed the detailed report on a branch by branch basis. The following are general recommendations and observations obtained from this report along with recommended actions: 1. The location and layout of children's areas in some branches is a source of major concern given that there are not clear sightlines from the circulation desk and the proximity of exit and /or fire escape doors (raising the risk for abduction) Recommended action: Relocate children's areas so that sightlines can be improved; and /or install door contact alarms on all exit doors with security mirrors so that the area is visible. Also, restrict computer usage in these areas to children only so that computer stations do not become an attractor to suspicious activity. 2. All funds and small equipment such as digital cameras should be stored in less obvious locations and should not be visible during open hours. Generally, office -grade cash and storage drawers are not a deterrent even if they are locked and in fact, they often make theft easier. Recommended action: Keep funds in the branch to a minimum and store these funds and other small items such as cameras away from the circulation desk and in a less obvious location upon closing, even if they cannot be locked up. 3. All plant life and large shrubs should be removed near windows and entrance ways as these provide good cover for break and enters and are also attractors for suspicious activity. Recommended Action: Contact facility partners to remove or trim back any plant life or shrubs adjacent to windows and entrance ways. 4. Signage needs to be more prominent to indicate areas that are for staff use only. This includes any office areas, storage areas and the circulation desk. Recommended Action: Install "Staff Only" signs in all non public areas. 5. All branches should have a "celebrated entrance" that makes natural surveillance easier. There should be no doubt as to where the proper entrance to the library is and that entrance should be as free of as many obstructions as possible. Items such as park benches that encourage idle activity in front of the main entrance should be discouraged. Also, the main entrance should have excellent lighting. Recommended Action: Install "No Entry" signage on any doors that may be perceived as entrances and request that facility partners remove any items which could encourage idle activity in front of the library's celebrated entrance. The use of security alarms was generally encouraged. The officers were pleased to see the presence of such systems at some branches but two branches in particular were identified as requiring these systems. Staff will be pursuing installations at these locations based on past precedent where the building owner pays the cost of installation /equipment and the library pays the cost of monitoring. It should be noted that while the Aylmer branch was not formally included in this audit, the general recommendations will be applied to that facility. Staff did work in partnership with the Town of Aylmer to facilitate major security upgrades to that branch after a series of recent break and enters. This includes the installation of a security system and a metal security screen around the rear door. These measures have thus far prevented any further breaches. CONCLUSION: The two officers involved in this project are to be commended for their excellent and timely work in completing this audit. Many of the recommendations they made are completely achievable within the existing resources of the library and facility partners. They provided a realistic plan that will reduce the risk of criminal and suspicious activity in library branches. Their offer of on -going support to staff has helped them feel more safe and secure. A letter of appreciation has been sent to the Elgin OPP Detachment Commander thanking these officers for their excellent work. A copy of this letter is attached to this report. RECOMMENDATION: THAT staff implement wherever feasible recommendations made by the Elgin County Detachment of the OPP entitled "Elgin County Libraries CPTED 2009" as a result of a security audit of library branches within the OPP's jurisdiction; AND THAT relevant recommendations from this audit be communicated to the Elgin County Library's facility partners. All of which is Respectful, Submitted Approved for Submission Brian Masschaele Director of Community and Cultural Services Mark G Chief Administrative Officer r Cou:1.nty July 30 2009 Inspector Ryan Cox Elgin County Detachment OPP 42696 John Wise Line St. Thomas, ON N5P 3S9 Dear Inspector Cox: 1 am issuing this letter in appreciation for the excellent work completed by Constables Mike Butler and Ray Wouters during their recent security audit of our Elgin County Library branches. They provided us with a very thorough yet manageable plan to improve security at our branch locations and they did so in a very professional and timely manner. I am currently in the process of bringing forward an implementation plan to County Council and our facility partners based on the results of this audit. Recommendations to improve security in our children's areas will be a particular priority. On behalf of the Department of Community and Cultural Services, please extend my sincere appreciation to these two officers for their excellent work and their offer of on- going support which is very re- assuring to our staff. Please also accept my sincere appreciation for devoting the necessary time and resources to complete this important review. Sincerely, BM /cr Bran Masschaele Director of Community and Cultural Services Cc: Warden Warwick Branch Supervisors County of Elgin Community and Cultural Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519 -631 -1460 vm^x.elgin- county.on.ca Progressive by Nature i Et FROM: Jim Bundschuh Director of Financial Services DATE: October 20th, 2009 SUBJECT: 2010 Operating Budget INTRODUCTION /DISCUSSION: In past years, a "zero based" budget technique was used to determine the amount of levy that was needed to be raised. A zero based budget is developed from the fine detail. For example, pricing out the hours worked is part of the detail of preparing a zero based budget. Last year a technique called the "Cost Attack Plan" was used to identify risks and opportunities. Select items from this list of opportunities were then incorporated into the zero based budget in order to reduce the costs to an acceptable level. DISCUSSION: This year it is proposed to start with the Cost Attack Plan to identify all changes from last year's budget. This technique is known as a "budget walk as the changes are used to walk from last year's budget to the new budget. The advantage of this technique is that it allows the management team to look at the budget at a high level to quickly come to a determination regarding the state of next year's finances. In parallel with this, the zero based budget technique will continue to be used in order to verify the budget amounts in the detail. Ultimately both the budget walk and the zero based method will result in the same calculated value of levy required after errors and omissions are identified and corrected in both by comparing one to the other. CONCLUSION: ;G REPORT TO COUNCIL 2010 will be a challenging year in which offsets to the potential loss of OMPF mitigation will need to be identified. A loss of $3.5 million in OMPF, in and of itself would result in a 17% levy increase. The OMPF reserve can be used to reduce this increase to 7% levy increase. Cost pressures from Ontario Works are yet to be determined, but are expected to apply upward pressure. Typical cost pressures will continue to exist in the form of wage and benefit cost increases. It is critical that we get an accelerated start in determining what all the cost increases are and what opportunities exist to offset these increases. RECOMMENDATION: THAT the following timetable be followed for the upcoming month to begin the process of preparing the 2010 budget: Cost Attack/Cost Walk review meeting Cost Walk to Zero Base comparison meeting Cost Attack Review Meeting Respectfully Submitted J im Bundschuh Director of Financial Services October 22, 2009 November 5, 2009 November 19, 2009 Approved for Submission Chief Administrative Officer 11 INTRODUCTION: REPORT TO COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: October 20 2009 SUBJECT: Capping Options Each year Council has the opportunity to review its current tax policy. The current policy includes: Tax ratios as determined by the Province with the exception of industrial which was lowered in 2002. Selection of the optional class, large industrial. Tax reductions of 30% and 35% for vacant/excess lands within the commercial and industrial classes. Lower limit of 100% for new construction. Tax relief for low income seniors and low income persons with disabilities. Tax relief for charitable organizations. Capping options annualized tax limit increase at 10 the prior years' current value assessment (CVA) tax limit increase at 5 and the CVA threshold for protected (increasing) properties at $250. DISCUSSION /CONCLUSION: The Treasurers were polled regarding the capping options and all agree that the options should remain the same as in 2008. Also, there has not been any pressure from the Province to move towards the range of fairness with the ratios. In regards to tax relief for low income seniors and low income persons with disabilities, the Treasurer's are recommending that the typical deadline to apply of April 30 be extended to November 30tH RECOMMENDATION: THAT County tax policy set the annualized tax limit increase at 10 the prior years current value assessment (CVA) tax limit increase at 5 and the CVA threshold for protected (increasing) properties at $250; and, THAT the application deadline for 2009 tax relief for low income seniors and low income persons with disabilities be November 30 2009; and, THAT the County tax policy be reviewed for the 2010 taxation year. Respectfully Submitted Jim Bundschuh Director of Financial Services Approved for Submission Mark G. Bo Chief Administrative Officer General 2006 2007 2008 Government of paved lane kilometres rated adequate 71 70.7% 70.7% General Government of total operating costs for governance and corporate management. 4.3% 6.5% 6.4% REPORT TO COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: October 20 2009 SUBJECT: 2008 Performance Measures INTRODUCTION /DISCUSSION: This is the ninth year that the County is required to report Performance Measures (MPMP) to the Province. Following is a comparison of 2006, 2007 and 2008. An adequate road is a road where surface distress is minimal and no maintenance or rehabilitation action is required. Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave /base /utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping, and surface flushing. Surface maintenance activities include crack sealing, spray patching, and slurry seal. The County of Elgin contracts with its seven member municipalities to provide roads maintenance based on a set per kilometre dollar amount. General government administration includes departments primarily involved in general administration, financial management, and human resources. For the 2007 reporting, the Province changed the formula resulting in the increase from 2006 to 2007. 2006 2007 2008 Adequacy of Roads of paved lane kilometres rated adequate 71 70.7% 70.7% REPORT TO COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: October 20 2009 SUBJECT: 2008 Performance Measures INTRODUCTION /DISCUSSION: This is the ninth year that the County is required to report Performance Measures (MPMP) to the Province. Following is a comparison of 2006, 2007 and 2008. An adequate road is a road where surface distress is minimal and no maintenance or rehabilitation action is required. Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave /base /utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping, and surface flushing. Surface maintenance activities include crack sealing, spray patching, and slurry seal. The County of Elgin contracts with its seven member municipalities to provide roads maintenance based on a set per kilometre dollar amount. General government administration includes departments primarily involved in general administration, financial management, and human resources. For the 2007 reporting, the Province changed the formula resulting in the increase from 2006 to 2007. 2006 2007 2008 Maintenance Costs Per paved lane kilometre $2,251 $2,260 $2,270 REPORT TO COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: October 20 2009 SUBJECT: 2008 Performance Measures INTRODUCTION /DISCUSSION: This is the ninth year that the County is required to report Performance Measures (MPMP) to the Province. Following is a comparison of 2006, 2007 and 2008. An adequate road is a road where surface distress is minimal and no maintenance or rehabilitation action is required. Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave /base /utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping, and surface flushing. Surface maintenance activities include crack sealing, spray patching, and slurry seal. The County of Elgin contracts with its seven member municipalities to provide roads maintenance based on a set per kilometre dollar amount. General government administration includes departments primarily involved in general administration, financial management, and human resources. For the 2007 reporting, the Province changed the formula resulting in the increase from 2006 to 2007. Library Services 2006 2007 2008 Operating costs for library services per person $42.78 $49.38 $51.14 Operating costs for library services per use $2.55 $2.89 $2.99 Library uses per person 16.75 17.11 17.12 Electronic library uses as a percentage of total library uses 28.5% 32.7% 31.0% Non electronic library uses as a percentage of total library uses 71.5% 67.3% 69.0% The increase in operating costs relates to increased wages, materials, and the increase in the library leases. Library measures were introduced in the 2004 Financial Information Return (FIR). The 2008 Municipal Performance Measures and the 2008 Audited Financial Statements are available on the County website for the public to review. RECOMMENDATION: THAT the 2008 Municipal Performance Measures as outlined in the October 20` 2009 report titled 2008 Performance Measures be received and filed. Respectfully Submitted Jim Bundschuh Director of Financial Services Approved for Submission Chief Administrative Officer c NY FROM: Jim Bundschuh Director of Financial Services DATE: October 20th, 2009 SUBJECT: Budget Comparison September 30th, 2009 INTRODUCTION: Attached is the budget comparison to September 30th, 2009 for the County operating departments showing $998,000 favourable year -to -date performance. DISCUSSION /CONCLUSION: REPORT TO COUNCIL Highlights of the budget performance are as follows: Line 3 Social Services: $137,000 favourable performance resulting from 2008 reconciliation of favourable performance of $314,000 partially offset by 2009 YTD negative performance of $177,000. Line 4 Health Unit: $40,000 favourable performance resulting from 2008 reconciliation of favourable performance of $46,000 partially offset by West Nile Costs of $6,000 Line 15 Administration Building: $53,000 favourable performance resulting from reduced costs in purchased services, repairs and maintenance. Line 18 Homes: Total performance of $549,000. Elgin Manor positive performance of $159,000 is predominately due improved revenue of $141,000 with the balance being in improved recoveries. Terrace Lodge favourable performance of $268,000 is predominately due improved revenue of $82,000, improved recoveries of $70,000, favourable wages and benefits of $30,000, with the balance being in purchased service, maintenance and supplies. Bobier Villa performance of $121,000 is due to improved revenue. Line 25 Economic Development, Tourism Planning: YTD performance of $67000 favourable due $37,000 positive performance in Economic Development, $24,000 in Planning due to a delayed start -up with the balance being in Tourism. RECOMMENDATION: THAT the report titled Budget Comparison October 20th, 2009 be received and filed. Respectfully Submitted Jim Bundschuh Director of Financial Services September 30th, 2009 and dated Approved for Submission Mark G. Mc Chief Administrative Officer co to co C 03 m Ea ct w U a. a. rI NI MI VI in] col t`I OIan 01 1,c4;2I:2I� WI NIN NI NINNl M M r M n O 1t) ti N M O 03 CO Y 1— CO W O n 0 0 O O O O r v co to co C 03 m Ea ct w U a. a. rI NI MI VI in] col t`I OIan 01 1,c4;2I:2I� WI NIN NI NINNl M M r M n O 1t) ti N M O 03 CO Y 1— Elgin Counry Plo,fresffic t, ISYero REPORT TO COUNTY COUNCIL FROM: Dorothy Schaap, Payroll Benefits Coordinator DATE: October 20, 2009 SUBJECT: Excess Indemnity Renewal 2009, Occupational Accident Insurance INTRODUCTION: The County's Excess Indemnity and Occupational Accident Insurance are to be renewed at 12:01 a.m. on November 1, 2009. The renewal period is for 12 months. DISCUSSION: The Excess Indemnity Policy assists with liability for claims in excess of $350,000. The Occupational Accident Policy covers for partial or permanent disability on the job. To date 750,000 has been received from Chubb Insurance Company of Canada for claims that have exceeded $350,000. With the ongoing efforts and diligence of the Human Resources Co- ordinator with claims management, the assistance of Acclaim Ability Management, training, policies and senior management, staff has seen reductions in accidents and shorter time periods away from work when they do occur. The rate has increased from $.464/100 to $.503/100, a 5.2% increase. A decrease of 3% in the projected insurable earnings for this renewal period has kept the annual increase to a minimum. The Occupational Accident Insurance coverage (CHUBB) rate has not increased for this renewal period. The premium for the Excess Indemnity for the 12 month period is approximately $85,028.40 including taxes. The Occupational Accident Insurance premium for 2009 is approximately $9,629.28 including taxes. The chart below indicates the 2009 and 2010 premiums. Jan1 -Oct 31, 2009 Nov 1/09 -Oct 31/10 Based on 304 days Based on 365 days including taxes including taxes Excess Indemnity 67,318.56 85,028.40 Occupational Accident 8,057.88 9,629.28 75,376.44 94,657.68 This represents an increase of $19,281.24, but is for a period of 12 months versus the 10 months from the last renewal period. The current provider continues to seek alternate insurers, but unfortunately at this time, there continues to be little demand for this type of coverage for the municipal sector. CONCLUSION: Excess Indemnity coverage as well as Occupational Accident coverage for the County must be secured. It is imperative that we have no lapse in coverage, which would open us up to liability. RECOMMENDATION: THAT County Council approves the Excess Indemnity coverage and Occupational Accident coverage for November 1, 2009 to October 31, 2010 in the amount of approximately $94,657.68 including taxes. THAT the premium be funded from the WSIB Reserve Account.. Respectfully Submitted Mark McD~n~ld~ Chief Administrative Director of Wuman Resources P ElgmCounly Fvi .nei,*Lah Ymc REPORT TO COUNTY COUNCIL FROM: Harley J. Underhill Director of Human Resources DATE: October 20, 2009 SUBJECT: Salary/ Wage Administration Policy 4.70 INTRODUCTION: The Salary/Wage Administration policy was last amended in January of 2006. With the presentation made by Mr. Gazda and approved by County Council on July 28, 2009 it is time to make further adjustments to the policy. DISCUSSION: Mr. Gazda presented to Council a number of recommendations that have been written into the policy: 1. Maintain the 55 percentile for its comparator group as the County's overall target pay position for its full -time positions. 2. Examine on a case -by -case basis the positions paid low relative to market; review job evaluation data for these positions and adjust grade assignments as feasible. 3. Implement a revised salary structure with two steps beyond Job Rate. 4. Utilize the two steps beyond Job Rate for special purposes. 5. Implement a revised salary structure. CONCLUSION: Policy 4.70 has been amended to include the recommendations from Mr. Gazda as presented to County Council on July 28, 2009. RECOMMENDATION: That the amendments made to policy 4.70 Salary/Wage Administration as a result of the presentation made to County Council on July 28, 2009 be approved with a retroactive date of January 1, 2009. All of which is Respectfully Submitted Approved for S 'Id k/ Harley J. A nder ill Director of Human Resources Mark G. Chief Adminis ra ive Officer County of Elgin Human Resources Policy Manual Code NU Page 1 of 8 Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 Pay Equity Plans and Salary Grids The County of Elgin Subscribes to the principle of "equal pay for work of equal value" and proportional pay equity. Accordingly, the County has posted pay equity plans, which meet the requirements of the Pay Equity Act. The County also believes that all employees should be treated fairly and consistently with regards to salary administration and has developed a comprehensive salary [delete grids] to meet this objective. The salary grid will maintain the 55 percentile for its comparator group (as determined by Council). Job Descriptions As pay equity and salary grids are based on pay for the position, each job in the County must be thoroughly outlined and delineated in a job description. An employee who feels that his /her job has changed to such an extent that the current description no longer accurately reflects the true duties, can request that a new description be written. When a new position is created a new job description shall be written, in conjunction with the Department Head and the Director of Human Resources. All descriptions will be reviewed and if necessary rewritten at least once in every three (3) year period with Employee and Supervisor. The Job Evaluation System An internal job evaluation system was used to establish the comparisons on which the pay equity plans and the salary grids are based. The system measures the skill, effort, responsibility and working conditions of each job (Appendix A attached). The Job Evaluation Committee will consist of the following: The Warden and /or the County Chief Administrative Officer, the Director of Human Resources and the appropriate Department Head. County of Elgin Human Resources Policy Manual Code NU Page 2 of 8 Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 New Jobs and Job Reclassifications When a new position is created the Job Evaluation Committee shall assess the level of the new position in relation to other positions evaluated by utilizing the County's job evaluation system. Such new positions will be reviewed in six (6) months' time. When a job is reclassified by the County or the duties of a current position change significantly, the incumbent(s), supervisor or Department Head may request that the duties of the position be assessed utilizing the County's job evaluation system as follows: a) The employee(s) affected will complete an amended job information questionnaire, demonstrating the changes only, sending a copy to the Director of Human Resources and give the original to their supervisor or Department Head for review. b) The supervisor and /or Department Head will review the questionnaire to ensure that it accurately reflects the duties of the position. If there are any discrepancies, the supervisor and the employee will meet and appropriately modify the responses to the questionnaire. The questionnaire will then be signed off by the employee, supervisor and /or Department Head and forwarded to the Director of Human Resources. c) If the employee(s), supervisor and /or Department Head are in disagreement, they shall note these areas on the questionnaire, providing written explanation supporting their views, sign and forward it to the Director of Human Resources. d) The Director of Human Resources shall direct the questionnaire to the Job Evaluation Committee for their review. If, in the Committee's opinion, a reclassification is warranted they shall recommend same to the Management Team and will communicate such to the County of Elgin Human Resources Policy Manual Code NU Page 3 of 8 Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 employee and County Council. If in the opinion of the Job Evaluation Committee a reclassification is not warranted, the committee shall notify the employee. e) If the employee is dissatisfied with the response of the Job Evaluation Committee, they will follow policy 10.120. NOTE: Such evaluations will be performed in May and November of each year with responses in writing within ninety (90) days. The employee whose position is reclassified to a higher level shall be moved to a step, providing a minimum of 4% increase, but in no case beyond the job rate for the position, in the new level which reflects a degree of proficiency with the added responsibilities as assessed by the Department Head, County Chief Administrative Officer, and Director of Human Resources. The increase resulting from the reclassification shall be effective on the start day of the pay period closest to the reclassification date or such date that is agreed upon. The effective date of the increase will become the new salary review date. The salary of an employee whose position is reclassified to a lower grade and remains the same position shall be red circled. Any position affected by red circling will remain at the current rate until the employee leaves the job or the salary range catches up to the incumbents rate of pay through wage or cost of living increases, as determined by the Job Evaluation Committee. NOTE: Where adjustments are required they will be effective in the first pay period following the designated time period. County of Elgin Human Resources Policy Manual Code NU Page 4 of 8 SALARY REVIEWS Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 When duties of an existing position change over a period of time sufficiently to warrant a reclassification, the position is excluded from being posted, as per Human Resources Policy 3.20, as the position is currently filled. SALARY RANGES Hiring Ranges Employees should be hired at the base rate in the range for the job they fill, unless recommended by the Department Head, County Chief Administrative Officer and Director of Human Resources, based on previous salary, experience, education or other factors that make that rate uncompetitive. Students will be paid as per the Employment Standards Act. Information All employees should be advised of when hired, the level and step for their job, the probationary and salary review dates, and all salary administration procedures that pertain to them. Salary Review Dates The regular salary review date for new employees shall be one (1) year following the date of hire. The regular salary review date for employees on staff on the date of implementation of the salary plan shall be their existing anniversary date. The date of a subsequent promotion, obsolete position determination /redundancy or transfer shall supersede the established anniversary date as a salary review date. County of Elgin Human Resources Policy Manual Code NU Page 5 of 8 Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 Regular part-time employees will accrue service towards their salary review date on the basis of hours worked. Amount and Relationship to Performance a) Employees eligible, on the basis of service, for an increase to the next higher step in their range will, if merited as demonstrated in the employee's performance appraisal and recommended by the Department Head and approved by the Director of Human Resources, receive that increase effective on the actual anniversary date. b) In special cases, where the supervisor deems appropriate to reward particularly meritorious performance he /she may recommend an increase of two (2) steps on the review date or recommend and increase to the next higher step before the review date. c) Where performance has been well below standard the Department Head may recommend deferring any increase for a specific period of time (not less than three (3) months). At the end of the deferred period the performance must be reviewed again and a decision made regarding the increase recommendation (i.e. submit or defer again). Where salary adjustments have been deferred, the date of future reviews and salary adjustments will be adjusted accordingly. d) Recommendations under b) and c) above, must be fully and thoroughly documented and submitted to the Department Head, County Chief Administrative Officer, and Director of Human Resources before their review date. This group will review such proposals and decide as to the appropriate action to take. County of Elgin Human Resources Policy Manual Code NU Page 6 of 8 Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 Utilizing Steps beyond Job Rate for Special Purposes The portion of the range beyond the Job Rate would be used for special purposes: 1. Additional pay for market sensitive positions. 2. Recognition for employees bringing more than the required skill sets to their respective positions. 3. Compensation premium for assuming additional duties for an extended period (i.e., more than one month). 4. Additional compensation for successful completion of a major special project outside the normal scope of an employee's position. Such recommendations must be fully and thoroughly documented by the Department Head and submitted to the Chief Administrative Officer and Director of Human Resources who will decide as to the appropriate action to take. The Chief Administrative Officer will provide documentation for that position and County Council will decide as to the appropriate action to take. Promotions a) Employees promoted to a different position, which is evaluated higher than their present job, shall move to a step in the new level providing a minimum increase of 4 but in no case beyond the job rate for the position. Such increase is to be determined by the Department Head, County Chief Administrative Officer and Director of Human Resources. b) The increase shall be effective on the date of promotion and subsequent increases shall be based on the new salary review date as determined above. County of Elgin Human Resources Policy Manual Code NU Page 7 of 8 Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 Acting Appointment Whenever a Department Head or Supervisory Employee is to be replaced on a temporary basis for any reason, a decision must be made with respect to the amount of compensation, if any, which is to be paid to the designated replacement. The Department Head in conjunction with the Director of Human Resources will make this decision after taking into account the following factors: 1. Normally a Department Head or Supervisory Employee are not replaced unless the period of expected absence is for a lengthy period, e.g. longer than [delete sixty (60)] thirty (30) days. Exceptions may be permitted with approval of the CAO or designate. 2. The designated replacement may be asked to carry some of the responsibilities of the absent manager, while continuing to perform the essential duties of his own job. 3. In assessing the compensation the following principles will be used: The employee shall be placed in the grade level of the Department Head /Supervisor that would provide a minimum of a 4% increase, but in no case beyond the job rate for the position which reflects a degree of proficiency with the added responsibilities. Obsolete /Redundant Positions On the recommendation of the Department Head, County Chief Administrative Officer and Director of Human Resources, positions found to have become redundant or obsolete and that do not remain the same position shall be reviewed. Any redundant or obsolete positions will be subject to the New Jobs and Job Reclassifications section of this policy. County of Elgin Human Resources Policy Manual Code NU Page8of8 Section: 4 Subject: Salary/Wage Administration Policy Number: 4.70 Date Approved: March 26/96 Date Last Revision: Jan. 24/06 NOTE: Recommendations regarding established wage rates of pay per above will be effective in the first pay period following the designated time period. All affected employees will be notified in writing of any amendments resulting to the current position they hold with the County. Transfers The transfer of an employee to a position with the same classification as the present job may, if approved by the Department Head, County Chief Administrative Officer, and Director of Human Resources, be treated as a promotional increase. Should an increase be granted, the date of transfer will become the new salary review date. Should no increase be granted the employee will retain the current salary review date. Contract Employees Contract employees will be reviewed and will receive salary increases according to the terms of their contract. Annual Structure Increase Each year the Management Team may recommend to Council an adjustment to reflect changes in comparable salaries, economic conditions, and other factors. This adjustment will be applied to all rates in the salary structure. ElginCounty /Went. teStre FROM: Mark G. McDonald Chief Administrative Officer DATE: October 7, 2009 REPORT TO COUNTY COUNCIL SUBJECT: Appointment of Closed Meeting Investigator for 2010 and 2011 INTRODUCTION: In 2009, Mr. John Maddox was re- appointed as Closed Meeting Investigator for the County as well as Elgin's Constituent Partners for a one -year term. In exchange for his services, Mr. Maddox received a non refundable retainer of $1,000 from the County and $300 from each municipality ($2,100) which was paid for by the County. If called upon to investigate, then Mr. Maddox would charge out at $100 per hour plus reasonable expenses. Each municipality would be responsible for chargeable costs. For 2010 and 2011, Mr. Maddox is proposing to extend the current pricing without amendment (attached). DISCUSSION: Each of the local administrators has been contacted by e -mail to determine their municipalities interest in continuing the relationship as defined above with Mr. Maddox. There is overwhelming agreement to proceed. CONCLUSION: Local administrators and clerks recommend re- appointing JGM Consulting as the Closed Meeting Investigator for 2010 and 2011 according to the present rate structure. RECOMMENDATION: THAT Mr. John Maddox (JGM Consulting) be re- appointed as Closed Meeting Investigator for the County of Elgin for a further two -year term (2010, 2011); and, THAT Elgin County agrees to pay Mr. Maddox's retainer fee for each of the participating lower -tier municipalities in Elgin County; and, THAT the County's composite budget for 2010 and 2011 make provision for said fees estimated at $3,100 for retainer and an estimate for possible investigation(s) per year; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign the necessary documents and agreements; and, THAT the necessary by -law be amended. ALL of which is respectfully submitted, Chief Administrative Officer. September 9 2009 Mark G. McDonald Chief Administrative Officer COUNTY OF ELGIN 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Wendell Graves, Clerk CITY OF ST. THOMAS 545 Talbot Street St. Thomas, Ontario N5P 3V7 Re: Best Regards, JGM Consulting 99 Edgevalley Road, Unit #42 London, Ontario N5Y 5N1 Phone (519) 951 -0330 Cell: (519) 851 -3204 E-mail: maddoxio(a),sympatico.ca Closed Meeting Investigator Renewal 2010 Retainer between JGM Consulting and County of Elgin (including 7 lower tiers) and the City of St. Thomas Thanks in advance for your continued confidence in JGM Consulting. R :CF FD SEP 1 k z009 ,9t ATV OI ELGIN GST 8513 T 1 ADMINISTRATIVE SUP/10 I am pleased to have served as the Closed Meeting Investigator for the County of Elgin, it's constituent Municipalities and the City of St. Thomas for the past two years. As I prepare for next year, I wish to advise you that I am prepared to continue in this role for the year 2010 under the same terms of engagement that were in place for 2009. If your Municipality has an interest in a two -year appointment, I am prepared to consider that as well. I am in the process of completing my "seventh" review and while there have been limited formal complaints, I have dealt with a variety of inquiries from across my client base. I would be pleased to discuss this further if you wish and would appreciate an indication of your intentions for 2010 by December 1 2009. P/Selfiil, hlt FROM: Rhonda L. Roberts Director of Senior, Services Bobier Villa Terrace Lodge DATE: October 1, 2009 REPORT TO COUNTY COUNCIL SUBJECT: The Nursing Health Human Resources Planning Implementation Workshop Presentation INTRODUCTION: The County of Elgin Homes, along with several other Ontario Association of Non Profit Homes and Senior Services (OANHSS) members, were involved in a pilot project which produced three recruitment/retention programs; Leadership Development, Shared Resources and the Mentor Program. The success of the project was showcased at the 2009 OANHSS annual convention and the Nursing Secretariat, MOHLTC has requested a repeat presentation at a workshop sponsored by HealthForceOntario. DISCUSSION /CONCLUSTION: On October 16, the Nursing Secretariat is hosting a day -long session in Toronto (at Queen's Park) to provide the participants of the Heath Human Resource (HHR) projects with the opportunity to share information about the three afore mentioned products. Individuals representing a wide cross section of the health- care sector will be in attendance. The Director from Bobier Villa and Terrace along with two partner members of OANHSS will present at the one -day event. This event is an exchange of best practice information between organizations and highlights the programs which were made possible through MOHLTC grants. CONCLUSION: The County of Elgin Homes will participate in a presentation focusing on the benefits of the three programs made possible through the HHR project funded by the MOHLTC. RECOMMENDATION: THAT, the report titled, "The Nursing Health Human Resources Planning Implementation Workshop Presentation, be received and filed. Re pectfully Sub i Rhonda L. Roberts Director of Senior Services Bobier Villa Terrace Lodge c onald Mark Chief Adminis or Submissi Appr ra ve Officer Elg nCo F:o,(resiL: FROM: DATE: SUBJECT: INTRODUCTION: DISCUSSION: REPORT TO COUNTY COUNCIL Rhonda L. Roberts Director of Senior Services Bobier Villa Terrace Lodge Annemarie Atkinson Manager of Support Services Bobier Villa September 14, 2009 Ministry of Health and Long Term Care Staffing Plan Field Testing Follow -up Report In May 2009 Bobier Villa was asked to participate as a field test site, one of six long term care homes in Ontario, in providing feedback to the Ministry of Health and Long Term Care (MOHLTC) on the components relative to an effective staffing plan model. In June 2009, staff brought forward a report to Council concerning the staffing plan field test, SPAC, and the Ministry of Health and Long Term Care's request for Bobier Villa to participate in the project. This report is being provided as follow -up to the SPAC development. In 2008 the Ministry of Health and Long Term Care (MOHLTC) received the independent report by Shirlee Sharkey, "People Caring for People Impacting the Quality of Life and Care of People in Long Term Care Homes in Ontario This report on Staffing and Care Standards recommended that LTC homes should develop annual staffing plans using a comprehensive approach in collaboration with residents and their families, staff and others. In response to this report an implementation team was established by MOHLTC to look at the rolling out of Staffing Plan Advisory Committees (SPAC) in Long Term Care. In May 2009 Bobier Villa was asked by the Implementation Team to participate as a field test site, one of six Homes in Ontario asked to participate. A Staffing Plan Advisory committee was formed at the Home with representatives from all departments, a family member and resident. The team conducted 4 SPAC meeting providing input into the MOHLTC workbooks provided. The workbooks were used to develop the foundation for a tool kit to be made available to all long term care homes. There were six steps to completing the field test which included: 1. Initial establishment of a functioning SPAC team. 2. Identification of key quality of care and quality of life needs for residents of the LTC homes. 3. Assimilation statistical data /resources in order to make staffing plan recommendations, i.e., quality indicator reports, Quality Health Council reports, satisfaction surveys, etc. 4. Review of current staffing plan within the specific home, what is working and would could improvements be achieved. 5. Provide recommendations on how to better schedule staffing hours to meet resident individual care needs while remaining within the allocated budget. 6. Finalize a written document for the LTC home leadership team that includes the staffing plan recommendations. For the first step, the team nominated a chair and co- chair, established ground rules of etiquette and decorum. The second step identified those areas of importance to the residents. A list of twenty three items came from the residents which served as the basis of the committee's mandate: "Residents want flexibility in daily routines; to do what they want, when they want with staff that is providing quality personal care in a homelike environment" The third step involved research of qualitative information available within the industry and analysis of current and future trends, i.e., what will residents in the next 20 years view as a priority in care need for seniors. As a result of working through steps 4 and 5, the SPAC concurred that there was a desire to continue to meet as a committee, beyond its initial role in the field test. The committee will continue to function in the role of a Continuous Quality Improvement Team, to review staff allocation of time as it relates to specific resident routines, and provide recommendations on quality indicators through a process improvement format Finally in step 6 involved the team developing a final recommendation for the SPAC field test: The committee feels positive about reviewing current practices. It is felt that if changes are made that will improve resident care that it should be looked at in an open format such as the SPAC committee promotes. At this time we do not have any recommendations for change other than continuing to meet and evaluating if our services can be changed to better meet the residents' key wants and needs. CONCLUSION: In conclusion the SPAC committee members would like to thank council for supporting participation of homes staff in this project. It has been a positive experience that focused on resident care, the strengths of the staff and the support of the community. RECOMMENDATION: THAT, the Warden send a letter of appreciation to members of the SPAC team for their participation and, THAT, the report titled, "Ministry of Health and Long Term Care -Staffing Plan Field Testing -follow-up report", be received and filed. All of which is Respectfully Submitted Approved 1 Rhonda L. Robes Mark G. Director of Senior Services - BV & TL Chief Adr Annemarie~tkinson Manager of Support Services - BV Elgur t P:O ff111e: hi N;i:m FROM: Rhonda L. Roberts Director of Senior Services Bobier Villa Terrace Lodge DATE: October 5, 2009 REPORT TO COUNTY COUNCIL SUBJECT: Mock Evacuation Drill at Terrace Lodge INTRODUCTION: On September 23, 2009, the Terrace Lodge Staff conducted a mock evacuation drill. These drills are conducted according to Ministry of Health Long Term Care (MOHLTC) standards and provide opportunity to test the home Fire Safety Plan. DISCUSSION: The home Fire Safety Plan is reviewed and revised as necessary by the Health and Safety Committee annually. The Plan is then forwarded to the Fire Chief for formal review and approval. While the plans are formally reviewed on paper, the homes are required to conduct Mock Evacuation Drills to formally test the plan's effectiveness. On September 23, 2009, the Terrace Lodge Mock Evacuation Committee, comprised of front line staff, management and fire officials conducted a mock evacuation. Participants in the event included: Malahide Fire Services, Stations 1, 2, 3 4 Ayymer Fire Services O.P.P Aylmer Police Corp. of the Township of Malahide Physical Service EMS Tillsonburg Dispatch Stead Evans representing MTO Preparation for the event began in early 2009 and was spearheaded by a newly established Mock Evacuation Team. Members of the team included several Health &Safety committee members, several Terrace Lodge Coaches and administration staff. Preparation included routine meetings, Fire Safety Plan training /review for all front line staff which was completed by the Terrace Lodge Coaches, communication to community residents, family members and residents of the home. Upon completion of the mock evacuation drill, a debriefing was conducted with staff, fire fighters and community service representatives. Staff did an excellent job in knowing their role and responded promptly. There were positive recommendations which came from the drill and additional items noted which could be added to the Fire Safety Plan to further enhance its effectiveness. The Health Safety Committee at Terrace Lodge will work toward developing a planning template including lessons learned from the drill. CONCLUSION: Terrace Lodge conducted a Mock Evacuation Drill with the assistance of staff, multiple community partners and fire fighters. The drill enabled staff to test the Fire Safety Plan to ensure it's effectiveness in an actual fire emergency RECOMMENDATION: THAT, the report titled, "Mock Evacuation Drill at Terrace Lodge be received and filed. Respectfully Submitted Approved for Submission Rhonda L. Ro• erts Mark G. Director of Senior Services Bobier Villa Terrace Lodge Chief Administrative Officer Location: Number of Staff Number of days /hours Libraries 1 2.5/18 Bobier Villa 1 4/28 Elgin Manor 3 22/165 Terrace Lodge 1 5/35 El.ginC oodr] t j Ftt lc s(, tv Gifao REPORT TO COUNTY COUNCIL FROM: Rhonda L. Roberts Director of Senior Services Bobier Villa and Terrace Lodge Pat Vandevenne Director of Senior Services -Elgin Manor DATE: October 7, 2009 SUBJECT: Annual Report of Vacation Carryover INTRODUCTION /DISCUSSION: According to the ONA and CUPE Collective Agreements, staff may request vacation carryover each year provided requests are forwarded by the October 15 deadline. In addition, non -union staff with carry over of vacation due to extenuating circumstances is also included in the report. The requests are as follows: CONCLUSION: A report is brought forward annual concerning union and non -union vacation carryover for Council's information RECOMMENDATION: THAT, this report be received and filed. Respectfully Sub itted Rhonda Roberts Mark G Director of Senior Services BV &TL Pat Vandevenne 'rector of 'e Services EM 1 c% 1\ Brian Masschaele Director Community and Cultural Services oved for Submissi nat Chief Administrative Officer Et inCo�_t t7. PWrrssim Fj It au REPORT TO COUNTY COUNCIL FROM: Pat Vandevenne Director of Homes and Senior Services DATE: October 6, 2009 SUBJECT: Ministry of Health and Long Term Care Annual Review INTRODUCTION: The Ministry of Health and Long Term Care reviews each Long Term Care Home throughout the province at least once per year. Elgin Manor received the annual review of care and services on August 24, 26, 27 and September 1, 2009. DISCUSSION: During the review, the Compliance Advisor assessed the following areas: Resident Safeguards, Resident Care and Services, Nursing Services, Staff Education, Recreation and Leisure Services, Social Work Services, Spiritual and Religious Programs, Therapy Services, Volunteer Services, Other Approved Programs, Facility Organization and Administration, Medical Services, Environmental Services, Dietary Services, Diagnostic Services and Pharmacy Services. The Compliance Advisor was very helpful in giving good suggestions and observations to the Managers and Staff, however, she did address findings related to assessment, documentation and follow -up. A plan of correction was forwarded to the Compliance Advisor for review and has already been accepted. A copy of the compete report has now been posted in the front of the home for public viewing. CONCLUSION: Overall, the annual review for Elgin Manor was very positive. The Compliance Advisor was complimentary on the care to residents and the overall success of the home. RECOMMENDATION: THAT, this report be received and filed, and THAT, a congratulatory letter be sent from the Warden to the Elgin Manor Staff. All of which is Respectfully Submitted Approved R Pat Vandevenne Director of Homes and Senior Services, Elgin Manor Mark G. Chief Administrative Officer E g Pio.fressirtV ttIte FROM: Pat Vandevenne Director of Homes and Senior Services for Elgin Manor DATE: October 7, 2009 SUBJECT: Policy Approval for Policy 4.12, Prevention and Control of Methicillin Resistant Staphlococcus Aureus and Vancomycin Resistant Enterococci INTRODUCTION: To prevent and /or control the transmission of MRSA (Methicillin Resistant Staphylococcus Aureus) and VRE Vancomycin Resistant Enterococci) the team of Medical Directors, Directors of Homes and Senior Services and Managers of Resident Care prepared Policy 4.12, Prevention and Control of Methicillin Resistant Staphlococcus Aureus and Vancomycin Resistant Enterococci. DISCUSSION: REPORT TO COUNTY COUNCIL Antibiotic resistant organisms (AROs), such as MRSA and VRE, are a growing problem impacting health outcomes and quality of care across the continuum of care. An effective infection prevention and control program emphasizes the early identification of colonized individuals through active surveillance cultures and the use of both Routine Practices and Additional Precautions for the prevention of transmission, of ARO (Antibiotic Resistant Organism). CONCLUSION: The County of Elgin Homes will implement procedures to prevent and /or minimize the transmission of MRSA and VRE between residents in the facility. This includes the use of Routine Practices at all times in the care of all residents, as well as Additional Precautions when indicated. The County of Elgin Homes will manage cases of MRSA and VRE according to the most current best practice recommendations. RECOMMENDATION: That the Policy 4.12 Prevention and Control of Methicillin Resistant Staphylococcus Aureus and Vancomycin Resistant Enterococci, be approved, received and filed. All of which is Respectfully Submitted Approved Pat Vandevenne Director of Homes and Senior Services Elgin Manor Rh:nda 'aborts Director of Homes and Senior Services Bobier Villa and Terrace Lodge brrmissi Mark G. Mc`o Chief Administrative Officer Elgin ouiic POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (ViRSA) and Vancomycin Resistant Enterococci (VRE) APPROVAL DATE: June 2009 REVISION DATE: BACKGROUND: Antibiotic resistant organisms (AROs), such as MRSA and VRE, are a growing problem impacting health outcomes and quality of care across the continuum of care. An effective infection prevention and control program emphasizes the early identification of colonized individuals through active surveillance cultures and the use of both Routine Practices and Additional Precautions for the prevention of transmission, of AROs. PURPOSE: To prevent and/or control the transmission of MRSA and VRE. POLICY: The County of Elgin Homes will implement procedures to prevent and/or minimize the transmission of MRSA and VRE between residents in the facility. This includes the use of Routine Practices at all times in the care of all residents, as well as Additional Precautions when indicated. The County of Elgin Homes will manage cases of MRSA and VRE according to the most current best practice recommendations. ABBREVIATIONS: DEFINITIONS: HOMES AND SENIOR SERVICES ARO Antibiotic Resistant Organism MRSA Methicillin Resistant Staphylococcus aureus PPE Personal Protective Equipment VRE Vancomycin Resistant Enterococci Decolonization The use of topical and systemic antimicrobials to eradicate colonization of resistant bacteria Direct Care Providing hands -on care, such as bathing, washing, turning resident, changing clothes /diapers, dressing changes, care of open wounds /lesions or toileting (feeding and pushing a wheelchair are not classified as direct care) Page 1 of 10 l ElgznCo�un.:i HOMES AND SENIOR SERVICES POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) Out Break Increase in numbers of cases above the number normally occurring in a particular health care setting over a defined period of time. Terminal Cleaning The cleaning of a resident room or bed space following discharge, transfer, or discontinuation of precautions, in order to rid it of contaminating micro organisms that might be acquired by subsequent occupants. PROCEDURE: Screening and Swabbing 1. Any resident admitted to the County of Elgin Homes will be screened for risk factors for MRSA and VRE using the MRSA VRE Admission Screening Form. The screening will occur with 24 hours of admission. 2. When swabbing is indicated by the Admission Screening Form, resident will be swabbed within 24 hours. Swabs for MRSA will include: Anterior nares, AND Perianal, AND Any skin lesions, wounds, incisions, ulcers, and exit sites of indwelling devices. Swabs for VRE will include: A swab from the rectum or anus. 3. Any roommate of a MRSA or VRE case is to have at least one set of screening specimens taken. If the roommate is negative and continues to share a room with the positive resident the roommate will be screened on an annual basis for the appropriate infection, or more often if deemed necessary. E.g. roommate of infected resident acquires any skin lesions, wounds, incisions, ulcers or indwelling devices. 4. When a new case of MRSA or VRE is identified, the Manager of Resident Care will make every effort possible to try to determine the source of the organism. 5. If the case has been identified on admission to the facility and is associated with an admission to another healthcare facility, the Manager of Resident Care will make every effort possible to contact the originating healthcare facility to notify them of the newly identified positive resident. COMMUNICATION: Page 2 of 10 HOMES AND SENIOR SERVICES F,ojassi.: 1" 1Lt-.rt POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methieiilin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) 1. The Manager of Resident Care will be notified within 24 hours of all newly identified residents with MRSA or VRE. The physician will be notified on the next visit to the home. The Manager of Resident Care will initiate an MRSA/VRE tracking sheet (see attached) to monitor for the possibility of nosocomial infection. 2. The RN will be responsible to update the care plan to reflect provision of care and flag the outside spine of resident's chart with a blue dot labelled MRSA. 3. If the resident is transferred while in precautions, both the transportation service and the receiving department/organization will be notified that the resident is on precautions for MRSA /VRE prior to transport. 4. Signage indicating the required precautions should be posted at the entrance to the resident's room. RESIDENT ACCOMMODATION: 1. If at all possible, the resident with MRSA or VRE should be placed in a private room with individual toileting facilities. 2. When a private room is not available, residents with MRSA should be cohorted with other residents with MRSA and residents with VRE should be cohorted with other residents with VRE. 3. If cohorting is not possible, residents with MRSA should not share a room with: Individuals who have open wounds or decubitus ulcers Individuals who have urinary catheters, feeding tubes, or other invasive devices 4. Residents with MRSA and VRE can leave their rooms and can participate in the daily activities of the home. Residents with MRSA and VRE must be encouraged to /assisted with performing hand hygiene frequently, especially before leaving their rooms. 5. Added measures for residents whose conditions put them at higher risk for contaminating the environment (e.g. uncontainable drainage or incontinence) should be determined on a case by case basis after consultation with the Manager of Resident Care. Page 3 of l0 HOMES AND SENIOR SERVICES Elgin`_ :vy POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) PRECAUTIONS: 1. Any resident who is MRSA or VRE positive should be cared for using Contact Precautions, in addition to Routine Practices. Always provide care to non positive roommate prior to positive resident. 2. Gloves must be worn when providing direct care to any resident who has MRSA or VRE. 3. A long sleeved gown may be worn when providing direct care depending on the type of interaction with the resident and if soiling of clothing is anticipated. 4. Gloves and a gown (if used) must be removed and discarded immediately on leaving the room or bed space of a resident with MRSA or VRE. Hand hygiene should be performed immediately after the personal protective equipment (PPE) has been removed. 5. No special handling of trays, linen, or waste is required for residents with MRSA or VRE. DISCONTINUATION OF PRECAUTIONS: 1. Repeat testing of an MRSA positive resident will be conducted every six months. Three complete sets of negative swabs, collected at least one week apart, are required to consider the resident MRSA -free. If one swab is positive, the other 2 swabs are not required. 2. If a previously positive resident has had three complete sets of negative swabs, collected at least one week apart, precaution can be discontinued. 3. Previously positive residents who have had three complete sets of negative swabs, one week apart, should continue to be screened every month for six months after the precautions have been discontinued, to monitor for any changes in ARO status. 4. Re- screening for VRE is not currently recommended. Colonization with VRE tends to persist for long periods of time and there is little literature to support recommendations to re- screen at this time. 5. VRE re- screening MAY be considered under specific circumstances, in consultation with the facility's infection control professional. Page 4 of 10 ElgmCoi P,O.ZtCsittoni t HOMES AND SENIOR SERVICES POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicai_lin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) DECOLONIZATION: 1. Decolonization therapy for residents with MRSA and/or VRE is not currently recommended. 2. In situations where a resident colonized with MRSA is implicated in an outbreak, the Manager of Resident Care may discuss decolonization with the residents attending physician. 3. Decolonization should be considered for staff colonized with a strain of MRSA that has been epidemiologically linked to an outbreak. ENVIRONMENTAL CLEANING EQUIPMENT USE: 1. When possible, dedicated equipment (e.g. wheelchair, lift sheet, blood glucose meter, thermometer, etc.) should be used to provide care to residents with MRSA or VRE. 2. In the event that any equipment must be shared, thorough cleaning a disinfection of all such equipment will occur before use with another resident (e.g. virox wipes). When possible, the resident with MRSA/VRE will use the equipment last, followed by a thorough cleaning 3. As per Routine Practices, rooms and surfaces used for residents with MRSA or VRE must be thoroughly cleaned daily and upon discharge of the resident. The standard housekeeping products will suffice. Stringent protocols are required for the daily cleaning of rooms contaminated with VRE due to the identified increase in environmental contamination with VRE. (See attached Cleaning Checklist). 4. Upon discontinuation of precautions, transfer, or discharge, the resident's room will receive terminal cleaning. All privacy, shower, and window curtains will be taken down and sent for laundering. All disposable items, including unused paper towels and toilet paper will be thrown away. VISITORS: 1. Visitors need not be restricted from visiting the resident with MRSA or VRE. They should be instructed on correct hand hygiene procedures with an emphasis on the importance of hand hygiene after physical contact with the resident and on exit from room. Page 5 of 10 E1gmCourotY Rq(assof 4/l4t.w HOMES AND SENIOR SERVICES POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) 2. If a visitor is providing direct care, the visitor should be instructed to wear PPE as required by Routine Practices. OUTBREAK OF MRSA OR VRE: 1. In the event of a suspected outbreak of MRSA or VRE, the local public health unit should be notified. REFERENCES: Ontario Ministry of Health and Long -Term Care. Best practices Document for Infection Prevention control of Resistant Staphylococcus aureus and Enterococci. 2007. Available at: htt p• /www.health. ov on ca/enlish/ roviders /nroeram/ infectious /diseases /icstaff html Page 6 of 10 EIgur`__cu r.O/ HOMES AND SENIOR SERVICES POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) CLEANING CHECKLIST FOR RESIDENT ROOM CONTAMINATED WITH MRSA OR VRE CHECKLIST FOR DAILY CLEANING: Use a fresh bucket, cloths and mop head. Always work from the cleanest areas to the dirtiest areas. Walls check for visible soiling and clean if required Clean all horizontal surfaces and °touched° areas (tables, bed rails, call bells, work surfaces, mattresseslcovers, doorknobs, sinks, light fixtures, chairs, phone, TV controls, soap dispensers, toys, electronic games) Clean bathroom, working from sink area to toilet area Clean floors CHECKLIST FOR DISCHARGE CLEANING "TERMINAL CLEANING Remove all dirty/used items (e.g. suction container, disposable items) Remove curtains before starting to clean the room Discard and replace the following: ❑Soap DToilet paper Page 7 of 10 ❑Dressing Supplies ❑Glove box Use clean cloths, mop, supplies and solution to clean the room Fill one bucket of the disinfectant so it is the correct strength Check to see if the mattress, pillows and chairs are tom Report damaged items to your supervisor to have them replaced/repaired Use several cloths to clean a room. Use each cloth one time only, do not dip a cloth back into disinfectant solution after use and re -use on another surface. THERE IS TO BE NO REUSE OF USED CLOTHS. Always work from top to bottom Clean all surfaces and allow for the appropriate contact time with the disinfectant: ❑Mattress ❑Soap dispenser ❑Pillow ❑Door handles Bedraits and bed controls ❑Light switches ❑Call bell ❑Light cord ❑Pull cord in washroom ❑Chair ❑Inside drawers ❑Phone ❑TV controls Clean the following (and any other items that might be used on another patient) thoroughly before being used by another patient ❑Commodes /high toilet seat ❑Wheelchairs Type of Specimen Specimen collection date Staff Initials Swab from anterior hares for MRSA testing one swab for both pares) Swab from perianal area for MRSA and VRE testing Swab indwelling device exit sites (for MRSA testing); Specify Site: Flagged as ARO contact (as indicated in MDS -RAI) Swab all skin lesions, wounds, incisions, ulcers (for MRSA and VRE testing); Specify Site: Risk Factors Yes NO Direct transfer from another health care facility e.g. Long Term Care, Retirement home, hospital, group home Admission to a health care facility within the past 12 months History of MRSA or VRE positive specimen(s) Flagged as ARO contact (as indicated in MDS -RAI) ElginCou Povicisi,:4 /Tm Lifts HOMES AND SENIOR SERVICES POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) MRSA VRE Admission Screening Form This form to be completed within 24 hours for each new admission to facility and Re- admission from hospital 12 hours. Staff Signature Date If the answer to any of the above questions is "Yes collect the following specimens. Page 8 of 10 Elgin i_c1u P,oic i.0 %larn. POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (1VIRSA) and Vancomycin Resistant Enterococci (VRE) NOTES: Infection Control Screening/Swabbing Consent Resident Name LAST: Date of Birth: (dd /mm /yyyy) Allergies: 0 YES 0 NO 9f yns, ,please Hat HOMES AND SENIOR SERVICES FIRST: I consent to the requirements for Infection Control Screening/Swabbing on admission and then as required as per home policy and procedure. Resident/SDM Print Name: Relationship Signature: Date:(dd /mm /yyyy) Page 9 of 10 Witness: ElginCo:t� P /¢'655in /H:t =m HOMES AND SENIOR SERVICES POLICY PROCEDURE NUMBER: 4.12 DEPARTMENT: Infection Control SUBJECT: Prevention and Control of Methicillin Resistant Staphylococcus aureus (MRSA) and Vancomycin Resistant Enterococci (VRE) Date: (dd /mm /yyyy) Page 10 of10 ElginCounty REPORT TO COUNTY COUNCIL FROM: Peter Dutchak Deputy Director of Engineering Services Sonia Beavers Purchasing Co- ordinator DATE: October 6, 2009 SUBJECT: Tender Awards (Guide Rail and Culvert Lining) INTRODUCTION: On September 15, 2009, Council approved the following recommendation, "THAT staff may award the tender for Guide Rail Installation and Culvert Lining so long as the County's Purchasing Policy is followed, lowest tenders are selected and within budget allocations." As part of the approved 2009 Capital Budget, a tender was advertised as per the County's Procurement Policy and was received until Tuesday, September 15, 2009 for Supply and Install Cable Guide Rail, Contract No. 6330 -09 and Supply and Install of HDPE Pipe Liner, Contract No. 6200 -09 (C). DISCUSSION: Guide Rail Installation Two companies submitted bids for the Guide Rail Installation Tender as follows: COMPANY TENDER BID (inclusive of taxes Ro at Fence Limited 465,780.00 Peninsula Construction Inc. 610,570.35 Royal Fence Limited submitted the lowest bid for the Guide Rail Installation Tender at a total price of $465,780.00. The total bid price includes taxes and no contingency. The bid includes all labour, material and equipment a p a guide rails on dispose of existing cable guide rail system and to supply 9 various roads in Elgin County. Guide Rail Installation forms part of the work on Talbot Line, Calton Line (Infrastructure Stimulus Fund) and Iona Road. The culvert lining work forms part of the work on Calton Line (Infrastructure Stimulus Fund) and is within the budget allocation. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10 and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10 the Director will prepare a further report to Council outlining the expenditures. Supply and Install HDPE Pipe Liner Three companies submitted bids for the HDPE Pipe Liner Tender as follows: Gary D. Robinson Contracting Limited submitted the lowest bid for the HDPE Pipe Liner at a total price of $288,38'1.45. The total bid price includes taxes and a $25,000 contingency. The bid includes all labour, material and equipment required for the installation of HDPE Pipe Liner on Calton Line (County Road 45) between Plank Road (County Road 19 and County Road 55), located in the Municipality of Bayham. This tender forms part of the Rehabilitation of Calton Line Infrastructure Stimulus Fund Project. The total project budget is $2.06 million and is funded equally by the Government of Canada, the Province of Ontario and the County of Elgin and is therefore within the budget allocation. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10 and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10 the Director will prepare a further report to Council outlining the expenditures. RECOMMENDATION THAT, Royal Fence Limited be selected to provide Guide Rail Installation, Contract No. 6630 -09, at a total price of $465,780.00, inclusive of all taxes and no contingency allowance; and THAT, Gary D. Robinson Contracting Limited be selected to provide and install HDPE Pipe Liner, Contract No. 6200- 09(C), at a total price of $288,381.45, inclusive of all taxes and a $25,000 contingency allowance; and COMPANY TENDER BID (inclusive of taxes) Gary D. Robinson Contracting Limited 288,381.45 Birnam Excavating Limited 298,128.78 CRL Campbell Limited 390,552.75 As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10 and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10 the Director will prepare a further report to Council outlining the expenditures. Supply and Install HDPE Pipe Liner Three companies submitted bids for the HDPE Pipe Liner Tender as follows: Gary D. Robinson Contracting Limited submitted the lowest bid for the HDPE Pipe Liner at a total price of $288,38'1.45. The total bid price includes taxes and a $25,000 contingency. The bid includes all labour, material and equipment required for the installation of HDPE Pipe Liner on Calton Line (County Road 45) between Plank Road (County Road 19 and County Road 55), located in the Municipality of Bayham. This tender forms part of the Rehabilitation of Calton Line Infrastructure Stimulus Fund Project. The total project budget is $2.06 million and is funded equally by the Government of Canada, the Province of Ontario and the County of Elgin and is therefore within the budget allocation. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10 and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10 the Director will prepare a further report to Council outlining the expenditures. RECOMMENDATION THAT, Royal Fence Limited be selected to provide Guide Rail Installation, Contract No. 6630 -09, at a total price of $465,780.00, inclusive of all taxes and no contingency allowance; and THAT, Gary D. Robinson Contracting Limited be selected to provide and install HDPE Pipe Liner, Contract No. 6200- 09(C), at a total price of $288,381.45, inclusive of all taxes and a $25,000 contingency allowance; and THAT, if the cost increases above the tender amount approved by Council by more than 10 the Director will prepare a further report to Council outlining the expenditures. All of which is Respectfully Submitted Peter Dutchak Deputy Director of Engineering Services Chief Administra ive Officer onia Beavers Purchasing Coordinator Clayton Wafters Director of Engineering Services Approved for Submission Feel Mark ElginCounty PiolrBfLe b/Nio:.re REPORT TO COUNTY COUNCIL FROM: Peter Dutchak Deputy Director of Engineering Services DATE: October 5, 2009 SUBJECT: SWOOP 2010 Update INTRODUCTION: SWOOP 2010 (South Western Ontario Orthophotography Project) has been initiated to capture current digital aerial photographic imagery. As directed by County Council, the County will be participating in this project and be able to licence the imagery to our lower tier partners at no additional cost. DISCUSSION: Public and private organizations across Ontario are acquiring orthophotography to meet their business needs. Duplicate projects are being flown as there are no formal mechanisms for sharing information or for planning projects that meet overlapping needs of multiple organizations. SWOOP 2010 (South Western Ontario Orthophotography Project) is an attempt to acquire current, consistent and accurate digital high resolution orthophotography on behalf of all contributing partners. A funding formula has been prepared with assumptions about contributors based upon previous experience. The funding contribution level for each individual organization will be finalized through a formula that calculates the number of organizations who are interested in a particular geographic area, divided by the cost of the imagery. Orthophotography (20cm accuracy) typically costs approximately $30 per square kilometre when capturing large areas. It is estimated that these costs will be reduced by more than 80% or to approximately $5 per square kilometre for each contributing organization. Therefore, the County of Elgin's cost to obtain digital imagery is estimated at $10,000 (based on a total land area of 2,000 square kilometres). The program's funding principle provides a mechanism for upper tier municipalities to obtain imagery for their lower tier municipalities. Under this arrangement, an upper tier can obtain and distribute the product directly to the lower tier, provided that the upper tier manages the licensing and control of the products. This would require lower tiers to enter into a license agreement with the upper tier. The SWOOP project has also solicited interest in developing digital elevation data from the imagery. The estimated cost of generating elevation data is $25 per kilometre or approximately $50,000 for the County of Elgin. The County does not find this to be a value to our operations at this time and is therefore not pursuing the generation of elevation data. It should be noted that the elevation modelling is estimated to cost $25 per square kilometre based upon interest from contributing partners. The SWOOP program administrators have stated that presently, only approximately 25% of the partners have expressed interest in obtaining this data, therefore, the product is likely to cost more than $25 per square kilometre. If a lower tier would like to have individual access and distribution rights to the photo imagery or they wish to obtain other project products (i.e. Digital Elevation Models), they may do so by submitting a "letter of intent" to Land Information Ontario to be included directly in the funding partnership as a contributor. The Township of Southwold has requested that the County submit a letter of intent to participate in Digital Elevation Modelling and that they would be interested to enter into a cost sharing agreement (request attached). Other municipalities in Elgin have also expressed interest in obtaining digital elevation information to fulfil their own needs. As previously stated, digital elevation modelling for County road purposes at an estimated cost of $50,000 (and likely higher) is not considered a value at this time and is therefore not being pursued. Every municipality has the opportunity to obtain this data through the SWOOP project by submitting a letter of intent. Interested municipalities can sign on as project contributors, obtain the data they require and retain access and distribution rights without involving the County. CONCLUSION: The County of Elgin will be participating in SWOOP 2010 to obtain updated digital orthophotography of Elgin County. The SWOOP partnership reduces costs of obtaining the imagery by more than 80% for all contributors because of the joint effort of many agencies. The County will be able to distribute the imagery to our lower tier partners with a signed licensing agreement at no cost. Alternatively, municipalities who wish to have individual access, distribution rights and or require addition products (such as elevation information), can submit a letter of intent to become a project contributor. Project deliverables are expected to be received at the end of 2011. RECOMMENDATION: THAT the County of Elgin participate in obtaining orthophotographic imagery through the SWOOP 2010 partnership at an estimated cost of $10,000, and; THAT the funds be allocated from the 2010 Capital Budget, and; THAT our municipal partners be advised to contact Land information Ontario to obtain the digital elevation data. All of which is Respectfully Submitted, Ark Peter Dutchak Deputy Director of Engineering Services Clayton Watters Director of Engineering Services Chief Administrative Officer 5:08 FAX TOWNSHIP OF SOUTHWOLD ®00t 35553 Fingal Line Fingal, ON NOL 1K0 Phone: (619) 769.2010 Fax (619) 78948 Email:. dmclsod @rwpsouthwold.on.ca September 16, 2009 DELIVERED BY FAX: (519) 633 -7661 Mark McDonald, CAO County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. McDonald: Re: SWOOP 2010 Orthophotography Please be advised that Council at Its regular meeting on September 14, 2009 passed the following resolution: t.ettera of Elgin to su of Southwold ask the County 2009.23 "THAT n oparticipat bmit e In the Digital Elevation Modeling prolectAND bm FURTHER that the Township is willing to enter into a cost sharing agreement with the County for the Digital Modeling project." (Carried) If you should have any questions or concerns regarding the above, please do not hesitate to contact Brent Clutterbuck, Drainage Superintendent ruly. Denise McLeod Deputy Clerk cc: Brent Clutterbuck, Drainage Superintendent 0/16/2 eceived Time Sep 15, 2009 3;17PM No. 3933 ElginCounty PfOfl S1,f/ Wt., REPORT TO COUNCIL FROM: Peter Dutchak Deputy Director of Engineering Services DATE: October 5, 2009 SUBJECT: Calton Line Projects Update INTRODUCTION: The County of Elgin is completing over $14 million worth of road infrastructure projects in 2009 largely due to senior Government programmes and grants. In 2009 alone the County of Elgin has received joint funding for over $7.8 million worth of work on Calton Line (Elgin County Road #45) through the Municipality of Bayham. This report will update Council on the progress of these recently funded projects. DISCUSSION: CALTON LINE Building Canada Fund In March 2009 the County of Elgin received two- thirds funding for the Rehabilitation of Calton Line (between Richmond Road and Plank Road) as part of the Government's Building Canada Fund Intake One programme. The total project is estimated at $5.8 million. The rehabilitation of this 6.6km section of County Road #45 has been divided into 3 separate construction contracts representing various activities in order to reduce costs. All drainage and grading work has been completed as well as the installation of a signalized intersection at Plank Road and roadway illumination at Mitchell Road and on the Calton Bridge. Road recycling is underway with only asphalt paving remaining to be completed in 2009. Staff anticipated late season paving operations and has specified Warm Mix Asphalt for the project because of its ability to be placed at lower temperatures. The County's asphalt paving contractor is also advertising the fact that Warm Mix Asphalt is being used on the project since it is relatively new technology and one of the largest projects of its kind in south western Ontario. An image of the contractor's proposed project sign is attached to this report for Council's information. CALTON LINE Infrastructure Stimulus Fund In June 2009 the County of Elgin received two- thirds funding for the Rehabilitation of Calton Line (between Plank Road and County Road 55) as part of the Government's Infrastructure Stimulus Fund (ISF). The total project is estimated at $2.06 million. The rehabilitation of this 5.6km section of County Road #45 has been divided into 3 separate construction contracts representing various activities in order to reduce costs. The first operation will slip line existing road culverts and be completed in 2009. Road recycling and asphalt paving originally planned for 2009 will be postponed until spring 2010 to ensure the project's construction quality is retained. Lower temperatures along with wet weather conditions will increase project quality risks. These risks can be minimized by completing the work in 2010. CONCLUSION: The County of Elgin has received two- thirds funding to rehabilitate over 12 kilometers of Calton Line (County Road #45) through the Municipality of Bayham at a total estimated cost of $7.8 million. The first section between Richmond Road and Plank Road will be 95% complete in 2009. The second section between Plank Road and County Road #55 will be 25% complete in 2009 and completed in early 2010. Both projects remain within budget allocations. RECOMMENDATION: THAT this report be received and filed. All of which is Respectfully Submitted, Approved for Submission, Peter Dutchak Mark G. Deputy Dir Engineering Services Clayton Wafters Director of Engineering Services Chief Administrative Officer a— E o m N va N 0 0 O Z 2 O� 0) co N O O a m 2 co co 0 0 0 N D Q 0 7 7 03 0 a y 0 1 4 S 5 4: szt) et. ic.r. 41 to ess mist 0 out O OH es# sai O osi, 9 E19ounty Progresffiro by Nature FROM: Clayton Wafters, Director of Engineering Services DATE: September 28, 2009 SUBJECT: Bridge Weight Restrictions INTRODUCTION: All municipalities are required to re- evaluate the condition of weight restricted structures every two (2) years as per the Ontario Highway Bridge Design Code. DISCUSSION: CONCLUSION: REPORT TO COUNTY COUNCIL The County of Elgin has seven (7) structures that have weight restrictions. There are two on County Roads: Meeks Bridge and King George Lift Bridge (See Schedule No. 1). The remaining five bridges are on local roads: Fleming Creek, Fulton, Gillets, Jamestown and Vienna (See Schedule No. 2). Spriet Associates London Limited was retained to analyze and review the weight restrictions on the seven structures. The present load rating as described in Schedule 1 and 2 continue to meet the requirements of CSA S6.00 in the Bridge Design Code, and therefore changes are required to bridge weight limits for the Jamestown Bridge. Presently, Jamestown Bridge is closed to traffic due to a major deck rehabilitation project. Once the project is complete (November 30, 2009), Spriet Associates will re- examine the structure to determine the appropriate load limits (either a single posting or a triple posting) for the rehabilitated structure. The structural engineering review will be completed after the new by -law is adopted. The County of Elgin bridge weight by -law is required to be updated bi- annually as per the Ontario Bridge Code. Seven county bridges: Fleming Creek, Fulton, Gillets, Jamestown, Meeks, King George IV and Vienna can retain the current limit posting with no remedial action. RECOMMENDATION: That no vehicle or any class thereof, whether empty or loaded shall be operated over any bridge designated on Schedules No. 1 and No. 2 forming part of this by -law with a weight in excess of the weight limited prescribed in the schedule for such bridge and that this by- law become effective until October 20, 2011; and also, That this by -law become effective once the weight postings have been posted; and also, That By -Law No. 07 -34 be repealed. Respectfully Submitted Approved for Submission RIO' 11 Clayton Wafters Mark G. Mc Director, Engineering Services Chief Administrative Officer BRIDGES ON COUNTY ROADS SCHEDULE NO. 1 By -Law No. 09 -XX No. Bridge Road Name of Location Weight Year of Type of No. No. Bridge Limit in Construction Floor (MTO) Tonnes Finish 1. 5 -133 27 Meeks Lot 16, Range 1 8 1900 Concrete North of Union Road, Township Of Southwold 2. 5 -136 4 King Reg. Plan 117, former Level 1 —13 1938 Steel George IV Village of Port Stanley, Level 2 —18 Lift Bridge now Municipality of Level 3 23 Central Elgin, East Side of Kettle Creek, Lot 5, West Side of Kettle Creek, Lots 5 and 6. This weight limit is based on the detailed evaluations and recommendations of Spriet Associates as per their report dated September 25, 2009. BRIDGES ON LOCAL ROADS SCHEDULE NO.2 By -Law No. 09 -XX No. Bridge Name of Location Weight Year of Type of No. Bridge Limit in Construction Floor (MTO) Tonnes Finish 1. 5 -110 Fleming Lot A, Con. Gore, Level 1 13 1940 Concrete Creek Municipality of West Level 2 24 Elgin Level 3 36 2. 5 -60 Fulton Lots 3 and 4, Range I, Level 1 -12 1912 Concrete West of River Road, Level 2 18 Township of Southwold Level 3 23 3. 5 -139 Gillets Lot 27, Con. IV Level 1 25 1930 Concrete Municipality of Level 2 32 Central Elgin Level 3 34 4. 5 -138 Jamestown Lot 28, Con. II Closed 1909 Wood Municipality of Central Elgin 5. 5 -158 Vienna Lot 14, Con. III Level 1 10 1925 Concrete Municipality of Level 2 15 Bayham Level 3 24 This weight limit is based on the detailed evaluations and recommendations of Spriet Associates as per their report dated September 25, 2009. ElginCounty ProtessfrO byNature REPORT TO COUNTY COUNCIL FROM: Clayton Wafters, Director of Engineering Services DATE: September 4, 2009 SUBJECT: Administration Building Break and Enter INTRODUCTION: In August of 2009 several individuals entered the Administration Building without permission. There was some damage to the building and contents but a driver in a passing vehicle noticed the individuals and called the police. Shortly after arriving on the scene, the police frightened the intruders who left the building and were not apprehended. This report will discuss the management of the incident. DISCUSSION: On August 8, 2009 five individuals entered the County of Elgin Administration Building at approximately 3.30 am. The individuals forced a basement window open, entered the building and removed a consumer electronics device. A person in a southbound vehicle on Sunset Road saw the intruders and called the police. The arriving police scared the intruders and then the intruders fled the scene, thereby dropping the consumer electronic device and damaging it. The County of Elgin received a call on Monday morning, from the Chief Administrative Officer of Central Elgin, where the location of the break and enter occurred. Shortly thereafter county staff reviewed the situation and devised an action plan. The action plan was communicated to Central Elgin. The following actions will or are in the process of being completed. Window brackets that restrict the height that the window will open to only 5 inches (completed); Communications to all county employees, tenants and cleaning staff to close and secure windows each night (completed); Remove and trim some shrubs around the building (completed); Install an opaque window covering on basement storage areas (in progress); Basement window guards (in progress, starting on October 1 and be completed within 60 days thereafter); Security coverage will continue until window guards are installed (in progress). Reviewed the police CTPED report, that applied to the exterior building components which was completed in the spring of 2009. The cost for the above projects is estimated at less than $15,000 and will be allocated from the Administration Building Budget. CONCLUSION: In August of 2009 individuals entered the County of Elgin Administration building in the early morning. A motorist passing the building at that time notified police, who acted quickly to thwart of the thief's intentions. Damage was done to a consumer electronics device and a window. Upon being notified by the tenant, County reviewed the situation, drafted a series of steps to significantly reduce the likely reoccurrence. Those steps are either completed or are in progress. RECOMMENDATION: That this report be received and filed. Respectfully Submitted Clayton Wafters Director, Engineering Services Chief Administrative Officer E1gmCounty Progressivo by Nature REPORT TO COUNTY COUNCIL FROM: Clayton Wafters, Director of Engineering Services DATE: September 28, 2009 SUBJECT: Aylmer Ambulance Base Official Grand Opening INTRODUCTION: The County of Elgin recently completed the construction of a new ambulance facility in the Township of Malahide. This report is to decide on a grand opening date for the new facility and also have an open house for the general public. DISCUSSION: The County of Elgin completed the construction of the Edward Street and Shawside Ambulance bases in 2007. Those bases serve the central part of the County of Elgin along with the City of St. Thomas. The County of Elgin has recently completed the construction of a new facility in the Township of Malahide. In keeping with past practices, staff is requesting that the County of Elgin have a grand opening for the new facility along with a public open house. Staff is requesting that County Council, approve the grand opening and open house for the Aylmer ambulance base for November 20, 2009. The grand opening will be from 12:00 till 2:00 pm and the open house will be from 2:30 until 5:00 pm. There will be light snacks and refreshment served. CONCLUSION: Open houses and grand openings are an important event because they showcase the service to the general public and the local media will also highlight the services to those who were not able to make the open house. In this particular case the general public does not observe the infrastructure that is required for emergency medical services. The public can actually see the facility and what it means to the community, so by showcasing the new facility the general public will better understand this valuable service. RECOMMENDATION: That the grand opening and open house for the new ambulance base in the Township of Malahide be held on November 20, 2009; and also, That the necessary arrangements be completed for the open house. Respl^ec~tfully Submitted Approved for bra "V ~.. Clayton Watters Mary McDonald Director, Engineering Services Chief Adrr~inistrat+v CORRESPONDENCE October 20, 2009 Items for Consideration (ATTACHED) 1. Doug Reycraft, Chair, Community Schools Alliance, seeking Council's support for a "Smart Moratorium" for disputed school closures. Doug Reycraft Chair, Community Schools Alliance 399 Ridout Street North, London, Ontario N6A 2P1 519 287 2015 reyeraft@sympatico.ca www.communityschoolsalliance.ca Thursday, October 5, 2009 RE: MPP Letter in Support of a "Smart Moratorium" on School Closures Dear Colleagues, On behalf of the Executive Committee of the Community Schools Alliance, I am writing to encourage you to write to your MPP in support of a "Smart Moratorium" on school closures. The goal of the "smart moratorium" is to provide time for the Ministry, school boards and municipalities to work together to develop policies addressing issues such as planning for declining enrolments, a mutually agreed upon Accommodation Review Committee (ARC) process, a review of funding to rural and small community schools and establishing a working relationship between municipalities and school boards that is transparent and accountable. During the AMO Conference, a standing room only crowd of over 200 Community Schools Alliance Inaugural Meeting attendees sent a strong message to Minister Wynne that we believe our community schools are vital pieces of our public infrastructure that we can not afford to lose. For many in the room, the inaugural meeting provided the opportunity to voice their frustration with the accommodation review process and to discuss the impact that this flawed process will have on their community. We took our request for a "smart moratorium" directly to Education Minister Wynne during a recent meeting. In response to our request, the Minister provided us with a draft policy entitled "Encouraging Facility Partnerships'. While this policy is a first step in addressing some of our concerns, it only begins to address our collective goal of protecting our vital public infrastructure. Therefore, we need to take further action to convince the Minister and her colleagues that a "smart moratorium" on disputed school closures is required immediately. To assist us in this effort, I encourage you and your municipality to review the attached draft letter to your MPP and to create your own letter in support of a "smart moratorium 1 thank you for your attention to this request and if you would like to learn more about the Community Schools Alliance please visit our website at www .communitvschoolsalliance.ca. Yours truly, G Doug Reycraft Chair, Community Schools Alliance DRAFT- RE: Support of A "Smart Moratorium" Dear MPP, I am writing to request your support of a "smart moratorium" for disputed school closures. Earlier this year, the Community Schools Alliance was formed by municipal leaders from across this province who were frustrated by the negative impact that school closures were having on their community's socio- economic fabric and the lack of meaningful consultation for these decisions. In response to this issue, the Community Schools Alliance united municipalities across Ontario behind the common cause of obtaining a "smart moratorium" on disputed school closures. The goal of the "smart moratorium" is to provide time for the Ministry, school boards and municipalities to work together to develop policies addressing issues such as planning for declining enrolments, a mutually agreed upon Accommodation Review Committee (ARC) process, a review of funding to rural and small community schools and establishing a working relationship between municipalities and school boards that provides transparency and accountability. The members of the Community Schools Alliance know that the current system for determining which schools stay open and which schools are closed is a flawed process and school boards are closing schools, amalgamating schools, transporting students out of their community, and building new schools without reviewing the impact of these decisions on our communities. As a result, municipalities across Ontario have become frustrated by the ARC process and the impact these decisions are having on sustainable municipal growth and municipal planning. I encourage you to stand with the parents, students and municipal leaders from across this province that support a "smart moratorium" for disputed school closures. Please encourage Minister Wynne and your party leader to learn more about the goals of the CSA and to support a "smart moratorium" before we lose more of our vital public education infrastructure in Ontario. Should you have any questions or require more information, please contact me at phone or email here. A formal reply would be gratefully appreciated. Yours truly, Cc: Premier Dalton McGuinty Hon. Kathleen Wynne Tim Hudak, MPP Andrea Horwath, MPP Community Schools Alliance (fax 416 325 -3745) (fax 416- 325 -2608) (fax 416- 325 -0998) (fax 416- 325 -2770) (fax 519- 434 -0638) CORRESPONDENCE October 20, 2009 Items for Information (Consent Agenda) (ATTACHED) 1. Doug Reycraft, Chair, Municipal Employer Pension Centre of Ontario (MEPCO), expressing appreciation for past and continuing support. 2. Chris Ripley, Manager, Regulatory Applications, Union Gas with copy of application filed with Ontario Energy Board re: natural gas rates and charges. 3. Hon. Chris Bentley, Attorney General, acknowledging Council's support of the Town of Fort Erie's resolution regarding the Ombudsman Act. 4. Rick Nemett, Shoppers Drug Mart Elmwood Square, seeking donation towards Shoppers Drug Mart "Tree of Life" campaign. 5. Hon. Rob Merrifield, P.C., M.P., Minister of State Transport, with correspondence recognizing rural postal services concerns. 6. Sharon Lechner, CEO Elgin -St. Thomas United Way, thanking Council for donation of $10,250.00 raised during 1 Annual Warden's Charity Golf Tournament. 7. Morrison Hershfield Limited with notification of Step -Down Decision on MTO Highway Service Centres Redevelopment project at the West Lorne Service Centre. 8. Nancie J. Irving, CMO Town of Aylmer, supporting Norfolk County's resolution regarding the establishment of Ontario's South Coast as an official Tourism Region. 9. Association of Municipalities of Ontario Member Communication ALERT with information on Green Energy Regulations. 10. Debbie Zimmerman, Chair, MPAC Board of Directors, Municipal Property Assessment Corporation, announcing Toronto Bank Towers Decision. 11. Paul Gregory, Green Municipal Fund Outreach Officer, with information regarding funding availability though the FCM's Green Municipal Fund. 12. Tom Marks, Chair, Elgin Group Police Services Board, seeking assistance from Steve Peters to designate bridge as a monument to the memory of Constable Alan Hack. 13. Brian Goudeseune, Senior Project Manager, Ministry of Transportation, requesting comments or requests regarding Rehabilitation of Four Bridges over Highway 401 Study. 14. J. W. Tiernay, Executive Director, Ontario Good Roads Association, seeking candidates to service on the OGRA Board of Directors. 15. Lynda Millard, Clerk, Municipality of Bayham with invitation to annual Murder Mystery Dinner and Silent Auction on Saturday, November 21 2009 in support of new Edison Museum building project. 16. Hon. Steve Peters, M.P.P., Elgin- Middlesex- London, with copy of correspondence to various ministers seeking provincial government funding assistance for the Dexter Line shore erosion project and the response from Hon. Jim Watson, Minister of Municipal Affairs and Housing. 17. Resolutions supporting the Safe and Reliable Transportation of Elgin County Students; 1) D. Wilson, Deputy Clerk, Township of Malahide 2) Nancie J. Irving, CMO, Town of Aylmer 3) Denise McLeod, Deputy Clerk, Township of Southwold 4) Norma I. Bryant, Clerk, Municipality of West Elgin 18. Hon. Steve Peters, M.P.P., Elgin- Middlesex- London, with copy of correspondence to Hon. Kathleen Wynne, Minister of Education, acknowledging Council's and the Township of Malahide's resolutions regarding student transportation issues in Elgin County. 19. James Stewart, Chairperson, Thames Valley District School Board, recognizing the concerns related to the changes in school bus transportation. Aunicipal Employer Pension Centre of Ontario September 14, 2009 County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 To the Attention of the Treasurer /Municipal Finance Officer I am very pleased to forward to you a copy of the 2008 Municipal Employer Pension Centre of Ontario (MEPCO) Annual Report, which outlines the Board's activities through its first year of operation. As you are aware, MEPCO is a separate corporation established in 2008 by AMO, to be its voice on pension matters and to support AMO representatives on the two OMERS governance bodies: the OMERS Sponsors Corporation and the OMERS Administration Corporation. Complex pension matters demand expertise and the MEPCO Board and AMO's OMERS Corporations' representatives have been very effective in bringing their collective pension industry experience, skills and knowledge forward, to clearly and competently present municipal perspectives and interests in discussions on OMERS operations. As the MEPCO Board prepares to finalize its 2010 Operating Budget later in November, we cannot lose sight of the need for the municipal sector, as the largest OMERS employer, to continue to build its capacity and its actuarial, pension and legal research and technical support to meet its commitment to member municipalities. We cannot do this work without the assistance of municipal government employers, almost all of whom have voluntarily stepped up to provide the level of financial support necessary to effectively represent their interests. We will be forwarding payment invoices once the 2010 MEPCO Budget is finalized and I hope that I can continue to count on your support. On behalf of the MEPCO Board, I would like to express my appreciation for your past and continuing support. As we plan for our 2010 activities, including suggestions to OMERS for a long term funding strategy for the OMERS Plan, I want to assure you of the MEPCO Board commitment to keep municipal government employers updated on pension issues and developments. It is only through working together as an employer sector, that municipal governments can secure the OMERS Plan outcomes that meet our shared interests. If you have any questions or require further information, please contact Pat Vanini, Executive Director, AMO at (416)971 -9856 (316) or Bruce McLeod at (416) 971 -9856 (350). Yours Truly Doug Reycraft MEPCO Chair Cc Graham Warwick 200 University Avenue, Suite 801, Toronto, ON., M5H 3C6, Canada SEP 2:;, tU09 COLJ:4.- ADMINIS r p 0 uiiongas September 14, 2009 VIA COURIER TO: ALL Clerks of Municipalities Union Gas filed an application with the Ontario Energy Board on September 3, 2009 for an order or orders approving or fixing just and reasonable rates and other charges for the sale, distribution, transmission and storage of gas as of January 1, 2010. Enclosed is a copy of the application, as well as a copy of the Notice of Application issued by the Ontario Energy Board on September 10, 2009 under Docket No. EB -2009 -0275. Yours truly, Encl. A Spectra Energy Company Chris Ripley Manager, Regulatory Applications RECEIVED SEP 1 5 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES ONTARIO ENERGY BOARD IN THE MATTER OF the Ontario Energy Board Act, 1998, S.O. 1998, c.15 (Sched. B); AND IN THE MATTER OF an Application by Union Gas Limited, pursuant to section 36(1) of the Ontario Energy Board Act, 1998, for an order or orders approving or fixing just and reasonable rates and other charges for the sale, distribution, transmission and storage of gas as of January 1, 2010. APPLICATION Filed: 2009 -09 -03 EB- 2009 -0275 Union Gas Limited "Union is a business corporation incorporated under the laws of the province of Ontario, with its head office in the Municipality of Chatham -Kent. 2. Union conducts both an integrated natural gas utility business that combines the operations of distributing, transmitting and storing natural gas, and a non utility storage business. 3. Union was an applicant in a proceeding before the Board for an order of the Board approving or fixing a multi -year incentive rate "IR mechanism to determine rates for the regulated distribution, transmission and storage of natural gas. The Board assigned EB- 2007 -0606 to Union's application. 4. Union filed a Settlement Agreement with the Board on January 3, 2008, and an Addendum to the Settlement Agreement on January 14, 2008 (collectively "Settlement The Board accepted the Settlement on January 17, 2008 and issued additional decisions on this application on March 11 and July 3 I, 2008 dealing with the treatment of customer additions, tax changes and risk management under IR. Page 2 5. The approved Settlement established a multi -year incentive ratemaking framework for calendar years 2008 to 2012 inclusive. The framework includes a price cap index (PC1) that is structured as PCI I X Z Y AU, where I is the inflation factor, X is the productivity factor, Z represents certain non routine adjustments, Y represents certain predetermined pass throughs and AU is an adjustment for changes in average use of gas. 6. The IR mechanism approved for Union contemplates the filing by Union of an application for Z factor adjustments, structural rate design changes or the pricing of new regulated services in a time frame that will enable these issues to be resolved in sufficient time to be reflected prospectively in the next year's rates. This requires the filing of a draft Rate Order with supporting documentation which reflects the impact of the PCI pricing formula (Y factors, Z factors, fixed monthly charge changes, and AU factor) so that a final Rate Order will be issued for implementation by January 1, 2010. 7. Union hereby applies to the Board, pursuant to section 36 of the Act and pursuant to the annual rate- setting process underlying the IR mechanism in the approved Settlement, for an order or orders approving or fixing just and reasonable rates and other charges for the sale, distribution, transmission and storage of gas effective January 1, 2010. 8. Union further applies to the Board for all necessary orders and directions concerning pre hearing and hearing procedures for the determination of this application. 9. This application is supported by written evidence that will be filed with the Board and may be amended from time to time as circumstances may require. 10. The persons affected by this application are the customers resident or located in the municipalities, police villages and Indian reserves served by Union, together with those to whom Union sells gas, or on whose behalf Union distributes, transmits or stores gas. It is impractical to set out in this application the names and addresses of such persons because they are too numerous. 11. The address of service for Union is: and Union Gas Limited P.O. Box 2001 50 Keil Drive North Chatham, Ontario N7M 5M1 Attention: Telephone: Fax: DATED September 03, 2009. Page 3 Torys Suite 3000, Maritime Life Tower P.O. Box 270 Toronto Dominion Centre Toronto, Ontario M5K 1N2 Attention: Telephone: Fax: Chris Ripley Manager, Regulatory Applications (519) 436-5476 (519) 436-4641 Michael A. Penny (416) 865-7526 (416) 865-7380 UNION GAS LIMI is Soli Torys Suite 3000, Maritime Life Tower P.O. Box 270 Toronto Dominion Centre Toronto, Ontario M5K 1N2 Attention: Telephone: Fax: Michael A. Penny (416) 865-7526 (416) 865-7380 Ontario Energy Commission de I'Energie Board de ('Ontario NOTICE OF APPLICATION UNION GAS LIMITED RATES FOR 2010 Union's application is pursuant to the annual rate setting incentive regulation mechanism approved by the Board in the EB- 2007 -0606 proceeding. Copies of the Application and the supporting written evidence are available for inspection at the Board's office and Union's office at the addresses listed below. fl \n► Ontario EB- 2009 -0275 Union Gas Limited "Union filed an Application on September 3, 2009 with the Ontario Energy Board (the "Board under section 36 of the Ontario Energy Board Act, 1998, S.O. c.15, Sched. B, as amended, for an order or orders approving or fixing just and reasonable rates and other charges for the sale, distribution, transmission and storage of natural gas, effective January 1, 2010. The Board's decision on this Application may have an effect on all of Union's customers. Union has proposed a change to its delivery rates. If approved by the Board, the total bill impact for a typical Southern or Northern or Eastern Operations residential customer consuming 2,600 m per year would amount to $9.00 $10.00 per year. This proceeding will not deal with the commodity cost of natural gas. Any changes to the commodity cost of natural gas for customers that purchase gas directly from Union are addressed through the Quarterly Rate Adjustment Mechanism. -2- Ontario Energy Board Participation You may participate in this proceeding in one of three ways: 1. You may send the Board a letter of comment. Your letter must be received by the Board no later than 30 days from the publication or service date of this notice. 2. You may request observer status in order to receive documents issued by the Board in the proceeding. Your request must be made by letter received by the Board no later than 10 days from the publication date of this notice. 3. You may request intervenor status if you wish to actively participate in the proceeding. Your request must be made by letter of intervention received no later than 10 days from the publication date of this notice. Your letter of intervention must include a description of how you are, or may be, affected by the proceeding; and if you represent a group, a description of the group and its membership. The Board may choose to hold a written or an oral hearing. The Board will not hold a written hearing if a party satisfies the Board that there is good reason for holding an oral hearing. Your letter of intervention should indicate your preference for a written or oral hearing, and the reasons for that preference. The Board may order costs in this proceeding. You must indicate in your letter of intervention whether you expect to seek costs from Union and the grounds for your eligibility for costs. 4. You must provide a copy of your letter of intervention to the Board with a copy to Union at the following address: Union Gas Limited P.O. Box 2001 50 Keil Drive North Chatham ON N7M 5M1 Attn: Chris Ripley Manager Regulatory Applications Tel: 519- 436 -5476 Fax: 519- 436 -4641 Need More Information? -3- Ontario Energy Board Further information on how to participate may be obtained by visiting the Board's Web site at www.oeb.qov.on.ca or by calling our Consumer Relations Centre at 1- 877 -632- 2727. How to Contact Us In responding to this notice please reference Board file number EB- 2009 -0275. It is also important that you provide your name and postal address and, if available, an e-mail address. All communications should be directed to the attention of the Board Secretary at the address below, and be received no later than 4:45 p.m. on the required date. If you already have a user ID, please submit your intervention request through the Board's web portal at www.errr.oeb.gov.on.ca. Additionally, two paper copies are required. If you do not have a user ID, please visit the Board's website under e- filings and fill out a user ID password request. For instructions on how to submit and naming conventions please refer to the RESS Document Guidelines found at www.oeb.gov.on.ca, e- Filing Services. The Board also accepts interventions by e -mail, at the address below, and again, two additional paper copies are required. For your convenience, the Board accepts letters of comment by either post or e -mail. Our e -mail address is Boardsec(c,oeb.gov.on.ca Please include the file reference numbers in the subject line of your e-mail. Ontario Energy Board P.O. Box 2319 2300 Yonge Street, 27th Floor Toronto ON M4P 1 E4 Attn: Kirsten Walli Board Secretary Tel: 1- 888 632 -6273 (Toll free) Fax: 416- 440 -7656 IF YOU DO NOT FILE A LETTER STATING YOUR WISH TO PARTICIPATE IN THIS PROCEEDING, THE BOARD MAY PROCEED WITHOUT YOUR PARTICIPATION AND YOU WILL NOT BE ENTITLED TO FURTHER NOTICE OF THE PROCEEDING. Ce document est disponible en frangais. DATED at Toronto, September 10, 2009 ONTARIO ENERGY BOARD Original Signed By Kirsten Walli Board Secretary -4- Ontario Energy Board Attorney General McMurtry-Scott Building 720 Bay Street 11th Floor Toronto ON M50 2K1 Tel: 416 326 -4000 Fax: 416- 326 -4016 SEP 1 0 2009 Mr. Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. McDonald: Procureur g €neral Edifice McMurtry 720, rue Bay 11 Btage Toronto ON M5G 2K1 Tel.: 416 326 -4000 Telec.: 416 326 -4016 RECEWED SEP 1 5 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Thank you for your letter notifying me of the County of Elgin's support of the resolution of the Municipal Council of Fort Erie, regarding the Ombudsman Act. Your letter has been forwarded to me by the Premier. I appreciate your keeping me informed of the views of Council. Once again, thank you for writing. Sincerely, A/ Hon. Chris Bentley Attorney General c: The Honourable Dalton McGuinty, Premier of Ontario Ontario Our Reference M09 -05267 2009 -09 -16 Dear Business Community Member, SHOPPERS DRUG MART As a member of our business neighborhood, I know you are committed to making our community a better, healthier place. Since 2002 every single Shoppers Drug Mart location has participated annually in a community health celebration called Tree of Life. Tree of Life nationally has raised over $11 million dollars and it has been invested back into the communities where it was raised. This year our campaign is scheduled for September 26` October 16` Shoppers Drug Mart is committed to supporting local women's health organizations. This year our store team has chosen the St. Thomas Elgin General Hospital's Maternity Unit as our 2009 Tree of Life beneficiary. This organization depends on the support of all of us to continue to serve our community and improve our quality of life. It is our goal to raise enough to purchase two Epidural Pain Pumps at a cost of approximately $5000.00 each. Shoppers Drug Mart believes that when Canadian women are healthy and well, Canada is healthy and well. At this time I ask for your help in supporting our efforts on behalf of STEGH with a donation of $50. This will purchase an Apple that we will proudly display in- store, on our Tree of Life. In addition, the Apple will feature your name (or your business' name) for all our customers to see. A Charitable Tax Receipt will be mailed to you, prior to December 31 2009, in acknowledgement of your gift to our community. For more information on the 2009 Tree of Life program, visit www.showersdruomart.ca. Thank you for considering our request and advancing the good work STEGH performs in our community. Sincerely, Rick Nemett Shoppers Drug Mart Elmwood Square 519- 633 -3070 03-0408 (0811-01) SEP 1 8 2009 Mr. Graham Warwick Warden County of Elgin Administrative Services 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Mr. Warwick: c.c. Mr. Joe Preston, M.P. Minister of State Transport Ottawa, Canada K1A 0115 Sincerely, v Hon. Rob Merrifi Canada Ministre d'Etat Transports RECEIVED SEP 2 3 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICE$ This is in response to your correspondence of July 28, 2009, concerning rural postal services in your community. Rural post offices are essential for the identity and economic stability of small communities across Canada. In 2006, this government directed Canada Post to maintain rural service and we will continue to be steadfast in our defence of the rural post office. On September 12, 2009, the Government announced the Canadian Postal Service Charter. For the first time, the expectations Canadians have for Canada Post will be clearly established. The Canadian Postal Service Charter indicates that the provision of postal services to rural regions of the country is an integral part of Canada Post's universal service. As a result, the Government is maintaining the moratorium on the closure of rural post offices. Thank you for taking the time to write to express your concerns. Elgin St.Thomas United Way Services 300 South Edgeware Road St.Thomas, ON N5P 4L1 Tel: 519-631-3171 Fax:519- 631 -9253 www.stthomasunitedway.ca office @stthomasunitedway.ca COUNTY OF ELGIN September 22, 2009 ADMINISTRATIVE SERVICES County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Warden Warwick, On behalf of the Elgin -St. Thomas United Way, a very sincere thank you for your donation of $10,250.00 raised during the 1st Annual Warden's Charity Golf Tournament for the 2009 campaign. An official receipt is attached below for your records. Your generosity and commitment will help make a difference in the lives of many in our community. United Way is creating real change in people's lives long term, sustainable change that is measurable. Due to the current economic climate, your donation will have a greater impact in our community. When you give to the United Way, you allow for funding to be focused where it is needed most to improve the quality of life in our community for everyone. Your contribution stays in Elgin County and makes a real impact in the areas of Youth, Poverty Unemployment, Medical and Mental Health and Transportation. United Way will invest your donation in the most appropriate manner on one of over thirty -six programs and services our 21 Member Agencies provide for our community. Thank you! CtLyyl Sincerely, Sharon Lechner, CEO Elgin -St. Thomas United Way slechner(th,stthomasunitedway. ca September 18, 2009 Received From: County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 ID: 9035 Per Amount: $10,250.00 Ten Thousand Two Hundred Fifty no /100 Dollars RECEIVED SEP 2 S 2009 Elgin St.Thomas United Way Services 300 South Edgeware Road St.Thomas, ON N5P 4L1 Tel:519- 631 -3171 Fax:519- 631 -9253 CANADA REVENUE AGENCY www.cra arc.gc.ca /charities OFFICIAL RECEIPT FOR INCOMETAX PURPOSES REGISTRATION NUMBER 11889 7107 RR0001 "Without you, there would be no way!" Receipt No.: 29809 I United Way of Elgin -SI. Thomas sr United of Elgin -SI. Thomas September 23, 2009 Mr. Mark McDonald GAO County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. McDonald: rr MORRISON HERSHFIELD RECF!'FED SEP 2 5 2009 COt c d y of t :W(N ADMINISTRATIVE SERVICES Re: Notice of Step -Down Decision MTO Highway Service Centres Redevelopment West Lorne Service Centre, Municipality of DuttonlDunwich, Elgin County The Ministry of Transportation (MTO) is undertaking a Preliminary and Detail Design project for the Redevelopment of the West Lorne Service Centre located on the North side of Highway 401 between Exit 149 and Exit 137, in the Municipality of Dutton /Dunwich, Elgin County. A Notice of Study Commencement was initially sent to you in August, 2009. The Preliminary and Detailed Design Study for the Redevelopment of the West Lorne Service Centre, initially started as a Group 'B' planning project, in accordance with the Class Environmental Assessment for Provincial Transportation Facilities (2000). At the completion of the study, a Transportation Environmental Study Report (TESR) would have been available for public information. However, our public and stakeholder consultation and environmental screening process indicates that this project will not result in any significant adverse environmental effects and this project is being "stepped- down" to a Group C project. Group C projects are minor improvements to existing transportation facilities and are considered approved under the Ontario Environmental Assessment Act, subject to compliance with the Class EA and the application of mitigation measures where required. Instead of a TESR, an Environmental Screening Document (ESD) will be prepared for internal use. This notification marks the beginning of a 30 day review period in which affected parties may request that we reconsider the decision to step -down this project. Please provide any comments or concerns that you may have regarding the decision to step this project down to a Group C by October 28, 2009 to the address below. If you have any questions or wish further information on this project, please contact: Morrison Hershfield I Suite 600, 235 Yorkland Boulevard, Toronto, ON M2J 1T1 Canada 1 Tel 416 499 3110 Fax 416 499 9658 1 morrisonhershfield.com Yours truly, Morrison Hershfield Limited To comment on this project, add your name to the project mailing list or to have your questions answered please contact: Jim Weir, P. Eng. Project Manager Director of Operations, Transportation Morrison Hershfield Limited Suite 600, 235 Yorkland Blvd. Toronto, Ontario M2J 1T1 Tel.: (416) 495 -4283 Fax: (416) 499 -9658 E -mail: JWeir @morrisonhershfield.com 2 Noris Bot, P. Eng. Manager, Operations Office Ministry of Transportation Contract Management Operations Branch 2 Floor South, 301 St. Paul Street St. Catharines, Ontario L2R 7R4 Tel.: (905) 704 -2463 Fax: (905) 704 -2777 E -mail: Noris.Bot @ontario.ca CC: Iris Fawcett, Project Manager, Transportation Policy Branch, Ministry of Transportation K\PROJ \1034136 OHSC\ ENVIRONMENTAL \STEP -DOW MFINAL LETTERS\FINAL WESTLORNE STEP -DOWN LETTER.DOC A Ay1mr Ontario, Canada Proud Heritage. Bright Future. September 24, 2009 Norfolk County 30 Peel Street Simcoe ON N3Y 1R9 RE: Ontario's South Coast Tourism Region At its meeting held on September 21, 2009, the Town of Aylmer Council received the attached resolution from Norfolk County Tourism Economic Development about the Ontario South Coast Tourism Region. Council supported the resolution and resolved: Resolution No. 408 -09 Sincerely, Nancie J. Irling, CMO Clerk/Lottery Licensing Officer Town of Aylmer Attach cc County of Elgin Monique M. Smith, Minister of Tourism The Corporation of the Town of Aylmer 46 Talbot Street, West, Aylmer, Ontario N5H 1J7 Office: 519- 773 -3164 Fax: 519- 765 -1446 www.aylmer.ca RECEIVED SEP 2 8 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES That the Town of Aylmer Council supports the resolution submitted by Norfolk County, supporting the establishment of Ontario's South Coast as an official Tourism Region within the Province of Ontario; and further, that the Norfolk County Council, the County of Elgin, and the Minister of Tourism be so advised. September 14, 2009 Heather Adams, Administrator Town of Aylmer 46 Talbot Street West Aylmer ON N5H 1J7 RE: ONTARIO'S SOUTH COAST TOURISM REGION Norfolk County Council approved this resolution at its meeting on September 8, 2009: THAT Norfolk County Council support the establishment of Ontario's South Coast as an official Tourism Region within the Province of Ontario, including Norfolk County, Haidimand County, Elgin County and any other municipality on or adjacent to Lake Erie that wishes to participate; AND THAT Norfolk County Council circulate its decision to Elgin County, Haldimand County, and the municipalities of Chatham -Kent, Township of Wainfleet, City of Port Colborne, Town of Fort Erie, Region of Niagara, Essex County, City of Windsor, Town of Amherstburg, Town of Essex, Town of Kingsville, Town of Lakeshore, Town of LaSalle, Municipality of Leamington, Town of Tecumseh, and other municipalities within the South Central Ontario Region (SCOR). AND THAT Norfolk County Council authorize the Mayor to write the Minister of Tourism expressing the municipality's desire to participate fully in the Ontario's South Coast official tourism region. Attached is a copy of Norfolk County Staff Report PED 09 -89, "Ontario's South Coast Tourism Region for your information. Please share this resolution with your municipal council with the aim of passing a similar resolution supporting the establishment of Ontario's South Coast as an official Tourism Region within the Province of Ontario. If you have any questions, please contact me at (519) 426 -5870 ext 1238 or email cark.hoskin(a,norfolkcounty.ca. Your sincerely, Att. Clark Hoskin Manager, Tourism Economic Development Norfolk County Norfolk County Tourism Economic Development 30 Peel Street, Simcoe, Ontario N3Y 1R9 Canada Phone: 519 426 -9497 Toll Free: 1 -800- 699 -9038 Fax: 519- 426 -9689 Email: business @norfolkcounty.ca tourism @norfolkcounty.ca farms @norfolkcounty.ca www.norfolkbusiness.ca www.norfolktourism.ca www.norfolkfarms,com bcfordCount growing stronger., together OFFICE OF THE C.A.O./ CLERK P. O. Box 1614, 21 Reeve Street Woodstock, Ontario N4S 7Y3 Phone: 519 539 -9800 Fax: 519 421 -4712 Email: mbragg @oxfordcounty.ca Web site: www.oxfordcounty.ca September 16, 2009 Mr. Dennis Travale, Chair, SCOR Executive Committee, 200 Broadway, 2n Floor, Tillsonburg, Ontario. N4G 5A7 Dear Mr. Travale: Please be advised that Oxford County Council, at its meeting held on September 9, 2009, adopted the recommendation contained in Report F -1 2009 -15, titled "South Central Ontario Region Request for Support for Incorporation and Approval of Strategic Management Plan" as follows: "That the County of Oxford approve the incorporation of the South Central Ontario Region (SCOR) as a not for profit share capital corporation owned by the five counties of Brant, Elgin, Middlesex, Norfolk and Oxford and managed by a Board of Directors comprised of representatives from each County; and that the County of Oxford receive the SCOR Strategic Management Plan entitled, "The Path Forward and direct staff to pursue further dialogue with representatives of SCOR including a presentation by SCOR to Oxford County Council." This action was taken in response to your letter dated July 9, 2009. I have enclosed a copy of the report to Council for your reference. The author of the report, Mr. Michael Bragg, C.A.O., will contact you regarding further dialogue and a presentation to Council. Yours very truly, Brenda J. Tabor, Clerk. cc: Michael R. Bragg, C.A.O. Brant County Council Elgin County Council Middlesex County Council Norfolk County Council BT /bk x ford ount growing stronger. tcget/iei' TO: Warden and Members of Oxford County Council FROM: M. R. Bragg, C.A.O. RECOMMENDATION: PURPOSE: BACKGROUND: Report No. F -1 2009 -15 C.A.O. /CLERK Council Date: September 9, 2009 SUBJECT: SOUTH CENTRAL ONTARIO REGION REQUEST FOR SUPPORT FOR INCORPORATION AND APPROVAL OF STRATEGIC MANAGEMENT PLAN That the County of Oxford approve the incorporation of the South Central Ontario Region (SCOR) as a not for profit share capital corporation owned by the five counties of Brant, Elgin, Middlesex, Norfolk and Oxford and managed by a Board of Directors comprised of representatives from each County; and that the County of Oxford receive the SCOR Strategic Management Plan entitled, "The Path Forward and direct staff to pursue further dialogue with representatives of SCOR including a presentation by SCOR to Oxford County Council. To provide a recommendation to Oxford County Council in response to the South Central Ontario Region (SCOR) request for support for Incorporation of the agency and adoption of their proposed Strategic Management Plan entitled, `The Path Forward In January of 2007 a roundtable was hosted by Tillsonburg featuring representatives from Norfolk, Elgin, Middlesex, Oxford and Brant Counties as well as representation from the Ontario Flue Cured Tobacco Growers Marketing Board and the Ontario Ministry of Agriculture, Food and Rural Affairs. The roundtable was to discuss the impact of the decline of the regional tobacco industry and the proposed "exit strategy At that time an action plan and a resolution prepared by a working group was forwarded from SCOR to the five Counties for adoption. The plan included a request for a $5,000 grant as seed money from each of the five counties. Oxford County approved the grant, the Action Plan and the provision of support to the initiatives by County staff at the February 28, 2008, County Council meeting with the adoption of Report No. F -1 2008 -4. The stated intent was to "develop a regional economic diversification strategy for an area that has been hard hit by the demise of the tobacco industry". At the Oxford County Council meeting of April 23, 2008, Report No. F -2 2008 -8 was accepted and authorized the Warden and Clerk to sign a Memorandum of Understanding with the five counties comprising SCOR and appointing Councillors Molnar and Doan to represent the County on the SCOR Executive Committee. COMMENTARY: Report No. F -1 2009 -15 C.A.O. /CLERK Council Date: September 9, 2009 Page 2 In the same report it is noted that the Economic Development Officer for the Township of Norwich, Mark Cassidy, and the Development Commissioner for the Town of Tillsonburg, represented Oxford County on the Working Group that developed the Memorandum of Understanding. In the intervening time, with the assistance of the Provincial Ministry of Agriculture, Food and Rural Affairs (OMAFRA), SCOR has developed an aggressive Strategic Management Plan entitled, "The Path Forward Further, with support of OMAFRA, they have engaged a consulting firm to develop a report on "Organizational and Financial Models for Regional Economic Development and Diversification in South Central Ontario Region." This report presented various options for SCOR to realize its visions. The plan and the consultant's report were provided to Oxford County Council at the Council meeting of August 12, 2009. At that meeting County Council deferred a request to pass resolutions to incorporate SCOR and approve the Strategic Management Plan. Council directed the County C.A.O. to prepare this report to Council before proceeding. As is evident in the background to this report, Oxford has participated in the development of SCOR to this point in time. SCOR has developed a Strategic Management Plan which they say "outlines our vision for the development of diversification of the regional economy" (of the five Counties). The consultants have provided organizational and funding models to implement these visions. In reviewing these documents with staff, a number of issues have been identified as concerns or areas where more dialogue is necessary: there is a general concern that Council is being asked to make a long term commitment to a new corporation and a very ambitious and comprehensive Strategic Plan without the benefit of a clear long -term business plan. There is assurance that no money is being requested at this time but the discussion seems to lead to a likely cost of $50,000 per year over three years to get it off the ground. the Plan takes SCOR well past the original intent to help the tobacco farmers transition to a new economy. This is explained in several places as a growth, or "morphing" to a higher endeavour. That is understandable but it is not clear that Council for the County of Oxford has knowingly supported that change. Dialogue with representatives of SCOR could ensure that is the case. It is not self evident that the Economic Development offices in all five Oxford communities responsible for Economic Development have been strong participants in the process or will be well connected in the path forward. The separated cities of London, Brantford and St. Thomas are not part of SCOR even though they are a significant part of the regional economy. there is some concern that duplication of effort may result if strong connections are not made by SCOR to the other regional bodies such as SOMA, SWEA and Western Wardens. The necessity for this cooperation is noted in the report but it is not well developed. It is possible that the available resources at a county, provincial or federal level may be stretched between multiple players. Joint ventures may be the best approach. Michael R. Braga M.R. Bragg C.A.O. /bk Report No. F -1 2009 -15 C.A.O. /CLERK Council Date: September 9, 2009 Page 3 in general, it is the ambitious nature of the plan and the potential future costs that raise concerns. the infrastructure comments fit with the visioning of our Public Works staff in general. The comment that could be made is that most of the projects listed will only ever be possible or practical with substantial funding from senior levels of government. Some of these concerns could be addressed, along with the reservations of Council if the Chair of SCOR was invited to attend a Council meeting and explain more fully what the expectations now and in the future would be for Oxford County if the Strategic Plan was approved. It would also seem appropriate for representatives of the Economic Development offices and the County Tourism Specialist in Oxford County to be present for such a session. Oxford County has supported SCOR in its development through approval of the Memorandum of Understanding and the work of the Executive and their Working Groups toward the position of seeking the status of Incorporation. Unless County Council is of the opinion that they no longer wish to support SCOR, it is recommended that Oxford participate in the Incorporation. Before the Strategic Management Plan (The Path Forward) could be supported, a clear understanding of the proposed future operations and costs should be sought. Atifb Association of M unicipditict of Onlmiu MEMBER COMMUNICATION To the attention of the Clerk and Council September 28, 2009 200 University Ave, Suite 801 Toronto, ON M5H 3C6 Tel.: (416) 971 -9856 Fax: (416) 971 -6191 E-mail: amo @amo.on.ca ALERT N 09/066 FOR MORE INFORMATION CONTACT: Scott Vokey, AMO /LAS Energy Coordinator (416) 971 -9856 ext 357 Green Energy Regulations Strongly Reflect AMO Input Issue: Regulations and other recent decisions related to the Green Energy and Green Economy Act, 2009, continue to fundamentally transform environment governing energy conservation, generation, and planning. Backgtound: Overall, the Ontario Government listened to AMO and amended the regulations under the Green Energy and Green Economy Act to accommodate municipal concerns. The amendments ensure that municipalities are consulted prior to approving applications, stringent setbacks are in place for certain projects, and municipalities are compensated for increased costs. AMO's energy and municipal planning task forces have proven to be quite influential and the Government is continuing to consult with us regarding Green Energy initiatives. The Green Energy and Green Economy Act, 2009, will impact municipalities in the following ways: Alter the planning approvals process for (renewable) energy projects Amend municipal revenues derived from (renewable) energy projects Establish a more aggressive tariff system for renewable energy fed into the grid Stimulate the development of a smart grid Encourage distributed generation Enable local distribution companies (LDCs) to become more active in energy conservation, planning, storage, and generation. The Province has recently finalized announcing the Ten Steps to Green Energy five that are pertinent to municipalities are summarized in the attached backgrounder for your information. AMO will continue to evaluate pertinent regulations as they are developed and will bring recommendations forward. Association of ®M 1 -6 Municipalities of Ontario Green Energy Regulations Backgrounder Five of the Ten Steps to Green Energy pertinent to municipalities are summarized below for your information. 1. Transmission Expansion Minister of Energy and Infrastructure George Smitherman has directed Hydro One to commence work on 20 transmission projects across the province over the next three years. Six core transmission network upgrades are moving forward, including North South lines from Sudbury to Barrie and Barrie to the Greater Toronto Area and an East West line from Nipigon to Wawa. Another series of core supporting transmission projects and distribution upgrades are also moving ahead. The projects represent an investment of about $2.3 billion over the next three years, and are expected to result in about 20,000 positions over that timeframe. These projects include core lines, which form the backbone of the transmission system, and enabler lines as outlined below. Association of Akio 2 -6 Municipalities of Ontario AMO Expressed our support for the "Right to Connect" provision in the Green Energy Act and we pushed for those areas experiencing grid congestion (currently designated as Orange Zones by the OPA) to be prioritized in terms of transmission investments by Hydro One in our Submission. This announcement goes a long way in addressing those concerns. Staff will continue to monitor efforts to make the interconnection requirements (and costs) consistent and transparent across the province. 2. Feed in Tariff Program (FIT) The Feed -in Tariff program (FIT) guarantees a price paid to producers for energy generated from renewable sources based on the technology used, the size of the project and ownership for 20 year terms. The FIT guarantees market viable prices for electricity generated from renewable energy sources and provide a reasonable rate of return for projects of different types and sizes. It includes standardized program rules, prices and contracts. The rates are based on the size of the project and the type of energy used to generate electricity. FIT payments can range from C$0.10 per kWh for landfill gas projects larger than 10 MW to C$0.82 kWh for residential solar rooftop projects 10 kW or smaller. The FIT also includes a price adder for Aboriginal and community projects to encourage participation. The Ontario Power Authority (OPA) will begin accepting FIT applications on October 1 and expects to sign the first contracts in early December. AMO's subsidiary LAS now offers a turn -key solar photovoltaic installation service that enables all municipal facilities with available roof space to take advantage of the (FIT) Program. LAS will provide interested municipalities with turn -key project deployment that includes: project design, installation, OPA and other legal agreements, connection to the grid, plus a custom -built public information kiosk. H w J Micro FIT Program Brochures Now Available The OPA has printed a brochure on the micro feed -in tariff program (the FIT for projects less than 10 kilowatts) that is now available for distribution. Interested municipalities can obtain quantities to use in response to information requests from members of their communities. The pamphlet gives some general information and provides the website address for people to access more detailed information. Email infoCc�powerauthority.on.ca and provide the following information: Quantity of pamphlets requested Name of contact at the municipality and phone number Shipping address for delivery of the pamphlets (can't be a box number) Special shipping instructions (if any) Association of A f31 3 -6 Municipalities of Ontario 3. Renewable Energy Approval The Renewable Energy provisions of the Environmental Protection Act were proclaimed into force on September 24, 2009. This new approach and the updated rules related to it reflect changes to: regulations under the Environmental Protection Act, Environmental Assessment Act, Environmental Bill of Rights, 1993, Ontario Water Resources Act, for which the Ministry of the Environment is responsible, to the Planning Act, which is the responsibility of the Ministry of Municipal Affairs and Housing, and to policies and requirements set by the Ministry of Natural Resources under various pieces of legislation. It does not, however, address federal requirements which continue to exist. As of September 24, 2009, renewable energy projects are no longer subject to the following land use planning instruments under the Planning Act: official plans; demolition control by -laws; by -laws or orders passed under Part V of the Act, including zoning, site plan, holding, temporary use and interim control by -laws; and development permit system by -laws. The regulations contain transition provisions for renewable energy projects, including wind facilities, that have reached certain stages of the Environmental Screening Process in accordance with the Electricity Projects Regulation (0. Reg. 116) prior to the in force date of September 24, 2009. The following information may help you identify how these regulations apply to project(s). Projects for which all required Ministry of the Environment approvals have been issued (e.g. Certificate of Approval), will not require a Renewable Energy Approval. Proponents of wind facilities that have reached the Notice of Commencement stage, but have not yet issued a Notice of Completion, are required to comply with the requirements prescribed in the new Renewable Energy Approval Regulation, and the requirements under O. Reg. 116 no longer apply. Proponents of wind facilities that have issued a Notice of Completion AND have not entered into a power purchase agreement with the Ontario Power Authority (including projects that are currently in the elevation review process) are required to comply with the requirements prescribed in the new Renewable Energy Approval Regulation, and the requirements under O. Reg. 116 no longer apply. Proponents of wind facilities that have issued a Notice of Completion AND have entered into a power purchase agreement with the Ontario Power Authority (including projects that are currently in the elevation review process) are not required to obtain a Renewable Energy Approval. These projects must continue following the Environmental Screening Process in accordance with O. Reg. 116 and obtain all required MOE Certificates of Approval and permits. These projects, however, must comply with the provisions related to noise, road and property setbacks in the new Renewable Energy Approval Regulation. W J Association of Ar 4 -6 Municipalities of Ontario Proponents of wind facilities that have issued a Statement of Completion AND have entered into a power purchase agreement with the Ontario Power Authority but have not yet obtained all MOE Certificates of Approval and permits are not required to obtain a Renewable Energy Approval. These projects can continue to obtain required MOE Certificates of Approval and permits. These projects, however, must comply with the noise, road and property setbacks outlined in the new Renewable Energy Approval Regulation. Proponents of wind facilities that have issued a Statement of Completion AND have not entered into a power purchase agreement with the Ontario Power Authority AND have not obtained all MOE Certificates of Approval and permits are required to comply with the requirements prescribed in the new Renewable Energy Approval Regulation. These projects, however, will not be subject to the new third party appeals before the Environmental Review Tribunal that are provided for under the Environmental Protection Act. All wind projects that have completed the Environmental Screening Process AND have obtained all required MOE Certificates of Approval and permits are not subject to the requirements prescribed in the new Renewable Energy Approval Regulation. Proponents of solar and bio- energy projects that were not subject to the environmental assessment requirements but have an Ontario Power Authority contract and were not prohibited under municipal zoning prior to September 24 will be able to apply for a Certificate of Approval instead of a Renewable Energy Approval. AMO believes the new rules allow projects to be planned more efficiently while maintaining province -wide standards for health, safety and the environment. In addition, we are pleased that there is to be no ground- mounted solar procurement above 100 kW on Class 1 and 2 or Specialty Crop Areas to provide continued protection of such lands. Some ground- mounted solar procurement, up to 500 MW, will be allowed on Class 3 lands, to be allocated on a regional basis. For further details, please refer to the MOE's Renewable Energy Approval web site at: www.ene.qov.on.ca /e n /business /preen energy. 4. Renewable Energy Facilitation Office (REFO) The Renewable Energy Facilitation Office (REFO), has been established to provide a one window access point to assist developers, communities and municipalities obtain information on developing renewable energy projects in Ontario, and help them navigate through the regulatory approvals necessary to bring their projects to life. Depending on the size, type, and location of your renewable energy project you may be required to obtain a Renewable Energy Approval from the Ministry of Environment and be subject to approval and permitting requirements under the Ministry of Natural Resources. The REFO can help proponents determine in general terms which, if any, approvals and permits your project will require and which government or agency to is responsible for required permits. The REFO will also advise proponents on the mandatory municipal consultation process as part of the Renewable Energy Approval (REA). Association of 5 -6 Municipalities of Ontario ♦M• The REFO can be reached at: REFO(a ontario.ca or 1- 877 440 -REFO (7336) [Monday Friday between the hours of 9:00 a.m. to 5:00 p.m. EST] 5. Municipal Renewable Energy Program The Province will provide support to municipalities for costs associated with new renewable energy projects. While many of these costs are, and will continue to be, appropriately charged to the developers themselves, it is expected some additional costs as j may arise. AMO continues to work with the Ontario Power Authority (OPA) to develop this program and is pleased that the OPA will consult municipalities that have been directly involved in renewable energy projects before finalizing this program. This information is available in the Policy Issues section of the AMO website at www. amo. on. ca. Association of Argo 6 -6 Municipalities of Ontario September 30, 2009 MUNICIPAL PROPERTY ASSESSMENT CORPORATION To: All Heads of Council Ontario Municipalities From: Debbie Zimmerman Chair, MPAC Board of Directors Subject: Toronto Bank Towers Decision Divisional Court RECF WED OCT 0 2 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES On August 11, 2009, the Divisional Court released its decision regarding the Toronto Bank Towers. In a unanimous decision, the Court found that the Assessment Review Board's (ARB) interpretation of "current value" and "fee simple if unencumbered" is wrong in law. The decision confirms the approach that the Municipal Property Assessment Corporation (MPAC) has used in valuing commercial property across Ontario. The issue arose in February 2008 as a result of a decision of the ARB related to the Toronto Bank Towers. The ARB ruled that "current value" for assessment purposes should be based only on the interest of the owner, not the tenant, and that the buildings must be valued as if vacant. MPAC and the City of Toronto appealed the decision to the Divisional Court. In its decision, the Divisional Court found that the ARB's interpretation of the Assessment Act would significantly under -value these properties and would not result in a fair distribution of the property tax burden. The Court stated that the ARB's interpretation does not comply with long- standing common law dating back to 1907. The Divisional Court ordered that the matter be returned to a differently constituted panel of the ARB and will give that panel direction on the application of this decision. However, on August 25, representatives for the property owners filed a motion requesting 'leave to appeal' to the Court of Appeal for Ontario. Unfortunately, we do not have a time line as to when the Court of Appeal will hear the leave application. Background information about the decision has been posted on our website for your reference. If you have any questions, please feel free to contact Arthur Anderson, Director, Municipal Relations, 905 837 -6993. Yours truly, Debbie Zimmerman Chair, MPAC Board of Directors Copy: Carl Isenburg, President and Chief Administrative Officer, MPAC Executive Management Group Arthur Anderson Office of the Chair c/o Municipal Property Assessment Corporation 1305 Pickering Parkway, Pickering, Ontario L1V 3P2 T: 905.688.0990 ext224 F: 905.831.0040 www.mpac.ca FCM Advisory Page 1 of 2 Funding through FCM's Green Municipal FundTM (GMF) still available to use as municipal share of stimulus projects and other green infrastructure initiatives GMF is open for business and ready to help you finance your infrastructure projects at below- market rates. Whether you are looking at financing options to take advantage of recent stimulus funding or to fund other green municipal projects, GMF can help. It's not too late to access funding for this year. Applications submitted by early December will be reviewed by March 31, 2010. GMF offers interest rates up to 1.5 per cent lower than the Government of Canada bond rate for the equivalent term. GMF's rates simply can't be beat. Other key benefits: The GMF adavantage: Example of GMF financing GMF provides $1.0 million of financial support on the basis of a $100,000 grant and a $900,000 loan for 20 years. If the interest rate is 2 per cent, the effective interest rate on the combined GMF grant and loan is 0.87 per cent. Rates and loan amounts used are for illustrative purposes only. Specific rates for your project are determined based on actual conditions at appropriate times in the process. GMF funds capital projects in five sectors: brownfields, energy, transportation, waste and water. GMF can provide financing for up to 80 per cent of costs to a maximum of $4 million in loans combined with $400,000 in grants. For capital projects in the brownfields sector, only loans are offered, but the loan may exceed $4 million. GMF does not charge loan fees or expenses for GMF funding offers. GMF funding is stackable against federal funding and can be considered as the municipal share of financing for infrastructure projects. https: mail.elgin- county .on.ca /exchange /mpayler/Inbox/Fw: %20Apply %20now%20 %E2... 10/2/2009 FCM Advisory Page 2 of 2 To date, FCM has committed more than $400 million to support over 730 sustainable studies and projects. These GMF- supported initiatives have the potential to leverage almost $2.2 billion of economic activity in nearly 350 communities across Canada. For more information on our capital project funding, visit the GMF website at www.fcm.ca /gmf or contact us: Municipalities outside Quebec Paul Gregory GMF Outreach Officer pgregory a fcm.ca 613 907 -6291 Municipalities in Quebec Jacques Hebert Quebec Regional Advisor jhebert @fcm.ca 613 907 -6365 This bulletin is a publication of FCM's Green Municipal Fund. Comments, inquiries and suggestions can be directed to Lorie Boucher at Iboucher@fcm.ca. To unsubscribe, click here. https: mail.elgin- county. on. ca exchange mpayler/ Inbox /Fw: %20Apply %20now %20 %E2... 10/2/2009 Municipality of Bayham Municipality of Central Elgin Municipality of Dutton /Dunwich Municipality of West Elgin Township of Malahide Township of Southwold 450 Sunset Drive St. Thomas, Ontario N5R 5V1 October 1, 2009 ELGIN GROUP POLICE SERVICES BOARD Chair Tom Marks Honourable Steve Peters, M.P.P. Elgin- Middlesex- London 542 Talbot Street St. Thomas, Ontario N5P 1C4 Dear Mr. Peters, Tel. 519- 631 -1460 Ext. 161 Fax 519- 633 -7661 Res. 519-631-8213 Subject: Designating the Bridge at Furnival Road and Highway 401 As you are aware, Constable Alan Hack died in the line of duty this past July and a monument in his memory would be a fitting tribute to his many contributions to both his professional and his public life in Elgin. Accordingly, The Elgin Group Police Services Board is interested in pursuing the designation of the bridge at Furnival Road and Highway 401 as the Alan Hack memorial bridge. The Board would greatly appreciate your assistance in seeking this designation on its behalf. Yours truly, Tom Marks, Chair, Elgin Group Police Services Board. cc: Elgin County Council Elgin Detachment of the OPP Municipality of Dutton /Dunwich Municipality of West Elgin Ministry of Transportation Mr. Clayton Watters Ministry of Transportation, Ontario (MTO) Notice of Study Commencement and Public Information Centres Detailed Design and Class Environmental Assessment Rehabilitation of Four Bridges Over Highway 401 (GWP 141- 99 -00) The Proiect Dillon Consulting Limited has been retained by the Ministry of Transportation (MTO) to complete the Detailed Design and Class Environmental Assessment (EA) process for the rehabilitation of four bridges over on Highway 401: Southminster Bourne, Dunborough Road, Furnival Road and Blacks Road. The project is located in the County of Elgin. Subject to the outcome of the study, the Ministry is proposing: Southminster Bourne Bridge: Rehabilitation of the bridge including deck repairs, barrier replacement and cleaning and painting the steel girders; Minor rehabilitation of the approach roadway; Single -lane traffic staging with temporary traffic signals; or full bridge closure, are options under consideration during construction; and Construction completed in 2010, subject to funding and approvals. Dunborough Road Bridge: Rehabilitation of the bridge including deck, barriers, piers and concrete girder repairs; Minor rehabilitation of the approach roadway; Single -lane traffic staging with temporary traffic signals; or full bridge closure, are options under consideration during construction; and Construction completed in 2011, subject to funding and approvals. Furnival Road Bridge: Rehabilitation of the bridge including deck replacement, pier repairs and cleaning and painting the steel girders; Minor rehabilitation of the approach roadway; Maintaining single -lane traffic in each direction on Furnival Road during construction; Short term full closures of Highway 401 with Highway 401 traffic directed to local roads; and Construction completed in 2010, subject to funding and approvals. Blacks Road Bridge: Rehabilitation of the bridge including deck, pier and concrete girder repairs and barrier replacement; Minor rehabilitation of the approach roadway; Single -lane traffic staging with temporary traffic signals; or full bridge closure, are options under consideration during construction; and Construction completed in 2011, subject to funding and approvals. The Process This study is subject to Ontario's Environmental Assessment Act and will be carried out in accordance with the requirements of the Class Environmental Assessment (EA) for Provincial Transportation Facilities (2000) (MTO's Class EA) as a Group B project. The EA process involves the collection and integration of input from various engineering, social science and scientific studies, as well as public and agency consultation. MTO's Class EA allows a Group B project to be "stepped down" to a Group C project if there are no significant adverse environmental effects. Following the Public Information Centre, MTO will decide if it is appropriate for the project to be "stepped down A notice will be issued providing a 30 day public review period of MTO's decision to "step down" the project. Public Information Centres Two Public Information Centres (PIC) will be held on October 21 and 22, 2009 to provide information on the project and obtain public and agency feedback. Representatives from the MTO and project's consultant team will be available to discuss the study and answer questions. Date: Wednesday, October 21, 2009 Time: 4:00 p.m. to 8:00 p.m. (Open house /drop -in format) Location: Rodney Community Centre RECEIVED Queen Street, Rodney, Ontario Thursday, October 22, 2009 4;00 p.m. to 8:OOp.m. (Open house /drop -in format) CAW Local 1520 Hall 6688 Tempo Road, Lambeth, Ontario Continued on next page OCT 0 5 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Comments Comments and information regarding this project are being collected to assist the Ministry of Transportation in meeting the requirements of the Environmental Assessment Act. This material will be maintained on file for use during the project and may be included in project documentation. Information collected will be used in accordance with the Freedom of Information and Protection of Privacy Act. With the exception of personal information, all comments will become part of the public record. We are interested in hearing any comments you may have as early as possible as the study proceeds. Please send any comments or requests to one of the undersigned by November 13, 2009. Brian Goudeseune, Senior Project Manager Ministry of Transportation, Ontario West Region, Planning and Design Section 659 Exeter Road London, Ontario, N6E 1L3 Tel.: 519- 873 -4546 Toll Free: 1- 800 265 -6072 Fax: 519-873-4600 Email: Brian.Goudeseune @ontario.ca fir Ontario Jeff Matthews, P.Eng., Project Manager or Sabrina Stanlake, RPP, Planner Dillon Consulting Limited Box 426, London, Ontario, N6A 4W7 Tel.: 519- 438 -6192 Toll Free:1 -888- 345 -5668 Ext. 1235 Fax: 519-672-8209 Email: jmatthews @dillon.ca or sstanlake @dillon.ca DILLON CONSULTING Ministry of Transportation, Ontario (MTO) Rehabilitation of Four Bridges Over Highway 401, GWP 141 -99 -00 Class Environmental Assessment and Detailed Design Please fill out this form and return it to Dillon Consulting Limited. I /we would like to be kept informed regarding this project. I /we do not wish to be kept informed of this project. Contact name and address: Phone: E -mail: Comments /Questions /Concerns: Please return this form by November 13, 2009 to: Dillon Consulting Limited 130 Dufferin Avenue, Suite 1400 London, Ontario, N6A 5R2 Attention: Sabrina Stanlake, MCIP, RPP Planner File No. 09-2128 E P r Ontario Tel: 519- 438 -6192 Fax: 519- 672 -8209 E -mail: sstanlake@dillon.ca O ILLON t!/wav��vr /Mariepati r October 5, 2009 To the Head Members of Council: ®NTARI® G8®® ROADS ASSDCIATI ®N 6355 KENNEDY ROAD, UNIT 2 MISSISSAUGA, ONTARIO L5T 2L5 TELEPHONE: 905 -795 -2555 FAX: 905 795 -2660 vnwi.ogra.org Pursuant to Section 25 of the Constitution of the Ontario Good Roads Association, the Nominating Committee shall report to the Annual Conference its nominations for 12 directors. The following members of the Board will automatically serve on the 2010 -2011 Board of Directors in the following capacity: President 1 Vice President Immediate Past President J, Paul Johnson, Operations Manager, County of Wellington John Curley, Councillor, City of Timmins Eric Rutherford, Councillor, Municipality of Greenstone Those nominated by the Nominating Committee shall be selected from OGRA' s municipal membership pursuant to the requirements for geographic representation contained in Section 11 of the Constitution, and so far as possible maintaining an equal balance between elected and appointed representatives. A full copy of the Constitution can be viewed on the OGRA web -site: http://www.odra,org/About/constitution.asp, The following incumbent Directors have put their name forward wishing to continue to represent their respective Zones: North (2 to be elected) Rick Champagne Councillor, Township of East Ferris Southwest (3 to be elected) Tom Bateman County Engineer County Essex Alan Korell Managing Director /City Engineer, City of North Bay Joanne Vanderheyden Deputy Mayor Township of Strathroy Caradoc South Central (2 to be elected) Damian Albanese Director, Transportation Division Regional Municipality of Peel Southeast (3 to be elected) Craig Davidson CAO(Clerk Municipality of Hasting Highlands Ken Hill, Mayor, Township of Russell Toronto (2 to be elected) Mark Grimes Councillor City of Toronto One vacancy will exist in the Southwest zone. Chair: Members: David Fawcett Deputy Mayor Municipality of Grey Highlands Steve Desroches Councillor City of Ottawa John Niedra Director, City of Toronto Transportation Services Etobicoke York District City of Toronto The Southwest Zone consists of the municipalities in and including Counties of Brant, Bruce, Elgin, Essex, Haidimand, Huron, Lambton, Middlesex, Norfolk, Oxford, and Perth, the municipality of Chatham -Kent, and municipalities in and including the Regional Municipality of Waterloo). Any OGRA municipal member interested in being considered as a candidate for a position on the Board of Directors must complete the attached Nomination Consent form and submit it along with their resume to the attention of the Chair of the Nominating Committee by no later than October 30, 2009. Fax your information to 905 795 -2660, e -mail to info ©ogra.org or mail to OGRA, 6355 Kennedy Road, Unit 2, Mississauga, Ontario L5T 2L5 The Nominating Committee will meet in November to recommend a slate of Officers and Directors to the membership. The members of the Committee are: David Leckie, OGRA Immediate Past President Damian Albanese, OGRA Director Tom Bateman OGRA Director David Fawcett, OGRA Director Jim Harrison, OGRA Past President Any questions regarding the Nomination process or serving on the Board of Directors can be directed to the undersigned at joe aAogra.org. Yours truly, J. W. Tiernay, Executive Director c: David Leckie, Chair, Nominating Committee Name Name Name f'6'4 b' #wwPa/A e NOMINATION /CONSENT FORM Please Print Candidate for 2010 -2011 OGRA Board of Directors Position Municipality Nominated by Position Municipality Seconded by Position Municipality Candidate's Consent Candidate's Signature Date ONTARIO GOOD ROADS ASSOCIATION 6355 KENNEDY ROAD, UNIT 2 MISSISSAUGA, ONTARIO L5T 2L5 TELEPHONE 905- 795 -2555 FAX 905- 795 -2660 This form must be received by fax 905- 795 -2660, e-mail (joe ©ogra.org) or mail to Unit 2, 6355 Kennedy Road, Mississauga, Ont. L5T 2L5 to the attention of David Leckie, Chair of the Nominating Committee, by 4:00 p.m. on October 30, 2009. EDISON MUSEUM "Murder Mystery at the Movie Mogul's Mansion" Nov. t. 1\ 21 st Vienna Community Centre 5:00 -6:00 p.m. Social Hour 6:00 p.m. Roast Beef Dinner Mystery $35 per person Silent Auction Door Prizes Costumes -your favourite Hollywood movie star of any era Proceeds to Edison Museum Building Fund Tickets 519- 874 -4505 or 519- 866 -3066 Dear Sir/Madam Municipality of Bayham P.O. Box 160, 9344 Plank Road Straffordville Ontario NOJ 1Y0 Tel: 519- 866 -5521 Fax 519- 866 -3884 Email: bayham @bayham.on.ca September 2, 2009 On behalf of the Edison Museum of Vienna Building Committee you are invited to attend the annual Murder Mystery Dinner and Silent Auction on Saturday, November 21 There will be a social hour beginning at 5:00 and a roast beef dinner at 6:00 p.m. at the Vienna Community Centre, 26 Fulton Street. There will be a cash bar. All proceeds will support the new Edison Museum building project. Volunteers are seeking donations of items that will encourage bids for the silent auction. Gift certificates for merchandise are also welcome. Tax receipts for income tax purposes will be issued for cash donations to the building fund. This year's theme is "Murder at the Movie Mogul's Mansion Attendees will be encouraged to wear their favourite Hollywood movie star costume of any era (no face masks please). Advance tickets are $35 each and may be purchased by contacting Jean at 519 874 4505, Cheryl at 519 866 3066 or by calling the Municipal office. Ticket price includes a full course roast beef dinner and dessert, murder mystery entertainment, a silent auction and free door prizes. A cash bar and non alcoholic beverages will also be available. Reserved tables may be arranged. Tickets purchased in groups of twelve will receive a complimentary bottle of wine for their table. Beat the Christmas rush! Celebrate your party for the office, family or friends by reserving your table early! New this year! A free tour is being offered to dinner ticket holders, between 2:00 and 5:45 p.m. at the Edison Museum, just across the street from the Community Centre. This year's very capable summer students have offered to conduct tours for our dinner guests during this time. Museum tour attendees signing the guest book will be entered in a free draw to take place at the dinner. 2 After your museum tour, please join us for a social time at the Community Centre between 5:00 and 6:00 p.m. No tickets will be sold during dinner, however the bar will remain open. Guests can continue to work on their Christmas shopping list through silent bidding on the wide array of donated new, or in some cases, slightly used auction items and gift certificates anytime during the evening. There's sure to be something for everyone on your list! If you would like to contribute to this fundraising project, please provide your donor information name, address and telephone number (business cards are great!) with your donated item. Items may be dropped off at the Municipal office in Straffordville, Monday through Friday, 8:30 a.m. to 4:30 p.m. until November 13 If you need your item picked up or wish to purchase tickets, please call Jean, Cheryl or me. All cheques should be made payable to the Municipality of Bayham, identifying cash donations as "Edison Building Fund We look forward to seeing you at the Edison murder mystery dinner and thank you for your anticipated support! Yours truly Mrs. Lynda Millard Clerk Thanks for supporting the Edison Museum of Vienna Building Project! Steve Peters, M.P.P. Elgin Middlesex London September 18, 2009 Honourable George Smitherman Minister of Energy Infrastructure Hearst Block, 4 Floor 900 Bay Street Toronto, ON M7A 2E1 Honourable Donna Cansfield Minister of Natural Resources Whitney Block, 6 Floor, Room 6630 99 Wellesley Street West Toronto, ON M7A 1W3 Honourable Leona Dombrowsky Minister of Agriculture, Food Rural Affairs 77 Grenville Street, 11 Floor Toronto, ON M5S 1B3 Dear Ministers: /2... SEP 2 3 2009 Honourable Dwight Duncan WWII' OF ELGIN Minister of Finance Frost Building South, 7 111 Floor ADMINISTRATIVE SEA 7 Queen's Park Crescent Toronto, ON M7A 1Y7 Honourable Jim Watson Minister of Municipal Affairs Housing 17 Floor 777 Bay Street Toronto, ON M5G 2E5 Please find enclosed a letter from Mayor John Wilson of the Township of Malahide (who also wrote to me as a Councillor with the County of Elgin) and related background information. As you may be aware, several points along the north shore of Lake Erie experience serious erosion either by natural or man -made causes. Often times this shoreline erosion can result in a number of issues that municipalities must deal with on behalf of their residents. In the case of the Township of Malahide and the Municipality of Central Elgin, a key County of Elgin road, Dexter Line, is in danger of becoming unusable for motorists travelling between the lakeside communities of Port Bruce and Port Stanley. This road has been relocated at least twice before since the dawn of the common use of the automobile and the County of Elgin is facing this costly specter again. The residents of the Port Bruce and the surrounding area are especially affected by this matter. Dexter Line is the only east -west that leads to and from the hamlet. These residents are also serviced by a municipal water line that runs parallel to the county road. This water line also helps connect the communities of Port Burwell and Vienna as well as the surrounding countryside. County officials find themselves at a crossroads as a workable, long -teen solution to this problem needs to be made before Dexter Line is closed permanently. The County has observed due diligence by exploring its options and consulting with the public. A preferred option has been chosen: the relocation of Dexter Line and the parallel water line farther to the north, the construction of a Groyne to mitigate continued shoreline erosion and further erosion protection. This preferred option is not as costly as one that many residents believe is the ultimate solution: full erosion protection along the entire threatened shoreline. It is also not the least costly of the proposals which includes simply closing Dexter Line and rerouting the water line and traffic along existing roads to the north (this is in itself highly problematic due to the nature of the local geography and rural nature of the township roads). The preferred option is seen as a balanced one that provides the best use of resources moving forward. The total project cost is estimated at $10 million. If left to its own devices, the County of Elgin would exhaust its entire capital budget for the next eight to 12 years on this single project. 542 Talbot Street, St. Thomas, ON N5P 1C4 T (519) 631 -0666 Toll free 1 -800- 265 -7638 F (519) 631 -9478 TTY (519) 631 -9904 E speters.mpp.co @liberal.ola.org www.stevepeters.com This is why the County of Elgin has approached both myself and my federal counterpart at this time to seek our advice and our assistance. To keep costs to a minimum (and at today's dollars), the County would have to make the decision to move forward with this project within the next several weeks, sooner if possible. While the current rate of erosion gives the County two or three years before being forced to close Dexter Line, it will take at least six months of professional engineering and design along with the accompanying government approvals before construction of a groyne or a replacement road can begin. With the ideal construction schedule beginning in less than a year, you can appreciate how time has become of the essence. The County is also aware that recent senior government infrastructure funding programs to help municipalities with their capital needs may be coming to an end, at (east temporarily, and local officials are aware that this project does not easily fit those past programs due to its complex nature. County officials have asked me and my federal counterpart to discover what government agencies may be of assistance in order for this project to become a reality, and if no programs or initiatives exist at this time, who within senior governments they may make a comprehensive presentation to in the hopes of convincing them of the merits of this project. With all of the above in mind, I would appreciate your reviewing these matters, exploring ways the provincial government may be of assistance in a meaningful manner and responding directly to Warden Warwick. As always, thank you in advance for your time and consideration. Sincerely, Steve Peters, M.P.P. Elgin Middlesex- London Cc: Warden Graham Warwick, County of Elgin Mayor John Wilson, Township of Malahide Deputy Mayor Tom Marks, Municipality of Central Elgin (also Acting Mayor) Mr. Joe Preston, M.P. Elgin- Middlesex- London Mr. Dante Pontone, President CEO, Ontario Clean Water Agency 542 Talbot Street, St. Thomas, ON N5P 1C4 T (519) 631 -0666 Toll free 1 -800- 265 -7638 F (519) 631 -9478 TTY (519) 631 -9904 E speters.mpp.co@liberal.ola.org wlvw.s tevepeters.com Ministry of Municipal Affairs and Housing Office of the Minister 777 Bay Street, 17 Floor Toronto ON M5G 2E5 Tel. 416 585 7000 Fax 416 585 6470 www.ontario.ca/MAti October 6, 2009 Mr. Graham Warwick Warden County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Dear Warden Warwick: Ministhre des Affaires municipales et du Logement Bureau du ministre 777, rue Bay, 17 Stage Toronto ON M5G 2E5 Tel. 416 585 7000 Tel €c. 416 585 6470 www.ontario.ca/MAH RECEIVED OCT 0 9 2009 COUNTY Or- ELGIN ADMINISTRATIVE SERVICES stim Ontario The Honourable Steve Peters, MPP for Elgin— Middlesex— London, has forwarded to me and a number of my Cabinet colleagues a letter dated September 8, 2009 from Mayor and County Councillor John Wilson regarding the road and watermain along Dexter Line in the Township of Malahide. I appreciate receiving Mayor Wilson's correspondence and have noted the County of Elgin's concerns, as well as your request for financial assistance to help mitigate the impact of Iakeshore erosion on the Dexter Line road and Port Burwell Secondary Watermain. 09 -47490 Since this matter is of a cross jurisdictional nature, I believe that it is best addressed through a coordinated effort among the various provincial ministries. Therefore, I have asked ministry staff to communicate with their counterparts at the ministries of Energy and Infrastructure; Natural Resources; Agriculture, Food and Rural Affairs; and Finance; and to report back to me with their findings. A response will be provided to you at that time. Thank you for having Mayor and County Councillor Wilson bring this matter to our attention. S' 'erely yours, Jim Watson, MPP Minister c: The Honourable George Smitherman, Minister of Energy and Infrastructure The Honourable Donna Cansfield, Minister of Natural Resources The Honourable Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs The Honourable Dwight Duncan, Minister of Finance The Honourable Steve Peters, MPP, Elgin— Middlesex— London Mr. Joe Preston, MP, Elgin— Middlesex— London Mayor John Wilson, County Councillor, County of Elgin Mr. Dante Pontone, President and CEO, Ontario Clean Water Agency 87 John Street South, Aylmer, Ontario N5H 2C3 Telephone: 519- 773 -5344 Fax: 519- 773 -5334 www.town sh i p. mala h ide.on. ca Dear Sirs: RANDALL R. MILLARD C.A.O. /Clerk September 22, 2009 County of Elgin, 450 Sunset Drive, St. Thomas, Ontario. N5R 5V1 RE: Thames Valley District School Board Transportation. Malahide Township Council passed the following Resolution unanimously on September 17, 2009: THAT Malahide Township Council endorse the Resolution from the County of Elgin encouraging the Thames Valley District School Board Trustees and administration to address the safety and convenience issues addressed in the County's letter relating to the transportation of students. THAT a copy of this Resolution be forwarded to Thames Valley District School Board, Board Trustees, MPP Steve Peters and the County of Elgin. Yours very truly, TOWNSHIP OF MALAHIDE D. WILSON, Deputy Clerk the TOW NSH1P 'MALAN ID. A proud tradition, a bright future. Carried Unanimously. Copy Thames Valley Distret School Board, Frank Exley, Trustee Tracy Grant, Trustee MPP Steve Peters \\malahidets .local \usersfilesS \diana \diana s files\Randy 2009 \elgin county thanes valley sept. 17.doc RECEIVED SEP 7.. 2009 COUNTY ADMINISTRATIVE' SUSAN E. WILSON Treasurer treasurer @township.malahide.on.ca 11 A A Ontario, Canada yims Proud Heritage. Bright Future. September 24, 2009 Mr. James Stewart, Chair Thames Valley District School Board 1250 Dundas Street P.O. Box 5888 London ON N6A 5L1 The Corporation of the Town of Aylmer 46 Talbot Street, West, Aylmer, Ontario N5H 1J7 Office: 519- 773 -3164 Fax: 519- 765 -1446 www.aylmer.ca RECEIVED SEP 2 8 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES RE: Safe and Reliable Transportation for Students County of Elgin At its meeting held on September 21, 2009, the Town of Aylmer Council received the attached resolution from the County of Elgin about the safe and reliable transportation of students within the County of Elgin. Council supported the resolution and resolved: Resolution No. 407 -09 That the Thames Valley District School Board be advised that the Town of Aylmer Council supports the resolution adopted by the County of Elgin on September 15, 2009 for the safe and reliable transportation of students throughout Elgin County; and further, that the County of Elgin, the Thames Valley District School Board Trustees and The Honourable Steve Peters MPP Elgin- Middlesex- London be so advised. Sincerely, Nancie J. Irviifg, CMO Clerk/Lottery Licensing Officer Town of Aylmer Attach cc Frank Exley, Thames Valley District School Board Trustee Tracy Grant, Thames Valley District School Board Trustee Steve Peters, MPP, Elgin- Middlesex- London County of Elgin Sep. 17. 2009 12 :13PMt County of Elgin No.3956 P, 2/2 ElginCo y September 17, 2009 Mr. James Stewart, Chair Thames Valley District School Board 1250 Dundas Street, P.O. Box 5888 London, Ontario N6A 5L1 Dear Mr. Stewart: The Council of the Corporation of the County of Elgin adopted the following resolution at its meeting held on September 15, 2009: "WHEREAS the safe and reliable transportation of students throughout Elgin County is a major concern for all citizens; and, WHEREAS a myriad of problems and concerns have been brought to the attention of locally elected representatives and municipal officials; and, WHEREAS there is a sense of urgency to rectify these potentially unsafe and inconvenient situations presently occurring throughout Elgin's catchment area; NOW THEREFORE BE IT RESOLVED THAT the Council of the County of Elgin hereby strongly encourages the Thames Valley District School Board Trustees and administration to address these very troubling and potentially dangerous situations as expeditiously as possible. Carried Unanimously. (signed) Warden Graham Warwick" We look forward to your response. Yours truly, Mark G. MId, Chief Administrative Officer. cc: Frank Exley, Thames Valley District School Board Trustee Tracy Grant, Thames Valley District School Board Trustee Steve Peters, M,P.P., Elgin Middlesex- London Municipalities within Elgin County (by separate cover) By facsimile and regular mail. county of Elgin Administrative Services 450 Sunset Drive SI. Thomas. On N5R 5V1 Phone: 5196311460 vavu.eign.cou nty.on.ca Progressive by Nature X09/30/2009 13:47 FAX September 30, 2009 DELIVERED BY FAX: 519 633 -7661 Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. McDonald: Re: Council Decision County Council Resolution Safe and Reliable Transportation of Students in Elgin County Please be advised that Council at its regular meeting on September 28, 2009 passed the following resolution: 2009 -264 "THAT the resolution passed by the Council of the Corporation of the Cot. my of Elgin on September 15, 2009 with regard to safe and reliable transportation of students throughout Elgin County is hereby endorsed by the Council of the Corporation of the Township of Southwold." (Carried) ery truly, enise McLeod Deputy Clerk Received Time Sep. 30. 2009 1:56PM No. 4043 TOWNSHIP OF SOUTHWOLD I oo1 35663 Fingal Line Fingal, ON IVOL 1KO Phone: (519) 769 -2010 Fax: (519) 769 -2837 Email: dmcleod @fwp.southwold.on.ca October 9, 2009 County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Attn: Mark G. McDonald Dear Sir: RE: TRANSPORTATION OF STUDENTS Please be advised that the Council of the Municipality of West Elgin, passed the following resolution at their meeting held on October 8, 2009: Properly Moved and Seconded: RESOLVED that Council of the Municipality of West Elgin is in support of a resolution put forth by the County of Elgin regarding the safe and reliable transportation of students. DISPOSITION: Carried. Please circulate this letter, as you feel necessary. Yours truly, Tire .e3-c Norma I. Bryant, HonBAYAMCT Clerk unicipal u of �6�E .ezt ti !'ILD CiC! GUJ COUNTY OF ELGIN ADMINISTRATIVE SERVICES 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 200 Tel: (519) 785 -0560 Fax: (519) 785 -0644 Ontario Steve Peters, M.P.P. Elgin Middlesex London September 25, 2009 Honourable Kathleen Wynne Minister of Education Mowat Block, 22n Floor 900 Bay Street Toronto, ON M7A 1L2 Dear Minister: RECEDED SEP 2 8 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Please fmd enclosed a resolution from the County of Elgin that addresses a student transportation issue that has generated many inquiries to my constituency office and local media attention. Many parents have contacted my office to share their outrage and concerns for the safety of their elementary school age children. As a result of changes to transportation policies within the Thames Valley District School Board catchment, it appears many school bus stop locations have been reduced and/or changed throughout my riding resulting in many children having to walk a kilometre or more to their assigned bus stop. These concerns seem to be most prevalent and acute in the most rural areas of my riding but problems also seem to be occurring in urban areas. Media coverage of these issues has reported that the school board changes to transportation policies were precipitated by a mandate by your ministry to reduce costs. While a mandate to reduce costs in the current environment of government debt and deficits does not trouble me, any developments that might possibly endanger the safety and wellbeing of children certainly does. School board officials and the consortium providing transportation services have attempted to address these issues and it appears that some progress has been made. However, the lack of communication between the transportation services, the school board, schools and parents was alarming to learn and caused a great deal of stress for students, their parents and family members in my riding. Any additional assistance or resources that your ministry could provide to help the school board through this continuing process would be very much appreciated. Avoiding a similar situation next September would be ideal. Minister, I would also appreciate your reviewing these important matters and responding to my constituency office at your earliest convenience. As always, thank you in advance for your time and consideration. Sincerely, Steve Peters, M.P.P. Elgin- Middlesex- London Cc: County of Elgin Mr. James Stewart, Chairperson, Thames Valley District School Board Mr. Frank Exley, Trustee, Thames Valley District School Board Ms. Tracy Grant, Trustee, Thames Valley District School Board 542 Talbot Street, St. Thomas, ON N5P 1C4 T (519) 631 -0666 Toll free 1- 800 265 -7638 F (519) 631 -9478 TTY (519) 631 -9904 E speters.mpp.coCliberal.ola.org «mw.stevepeters.com Steve Peters, M.P.P. Elgin Middlesex London October 2, 2009 Honourable Kathleen Wynne Minister of Education Mowat Block, 22n Floor 900 Bay Street Toronto, ON M7A 1L2 Dear Minister: RECF!VED OCT 0 7 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Please fmd enclosed a resolution from the Township of Malahide that supports the original resolution from the County of Elgin that addresses a student transportation issue that has generated many inquiries to my constituency office and local media attention. Many parents have contacted my office to share their outrage and concerns for the safety of their elementary school age children. As a result of changes to transportation policies within the Thames Valley District School Board catchment, it appears many school bus stop locations have been reduced and/or changed throughout my riding resulting in many children having to walk a kilometre or more to their assigned bus stop. These concerns seem to be most prevalent and acute in the most rural areas of my riding but problems also seem to be occurring in urban areas. Media coverage of these issues has reported that the school board changes to transportation policies were precipitated by a mandate by your ministry to reduce costs. While a mandate to reduce costs in the current environment of government debt and deficits does not trouble me, any developments that might possibly endanger the safety and wellbeing of children certainly does. School board officials and the consortium providing transportation services have attempted to address these issues and it appears that some progress has been made. However, the lack of communication between the transportation services, the school board, schools and parents was alarming to learn and caused a great deal of stress for students, their parents and family members in my riding. Any additional assistance or resources that your ministry could provide to help the school board through this continuing process would be very much appreciated. Avoiding a similar situation next September would be ideal. Minister, I would also appreciate your reviewing these important matters and responding to my constituency office at your earliest convenience. As always, thank you in advance for your time and consideration. Sincerely, Steve Peters, M.P.P. Elgin- Middlesex London Cc: Township of Malahide County of Elgin Mr. James Stewart, Chairperson, Thames Valley District School Board Mr. Frank Exley, Trustee, Thames Valley District School Board Ms. Tracy Grant, Trustee, Thames Valley District School Board 542 Talbot Street, St. Thomas, ON N5P 1C4 T (519) 631 -0666 Toll free 1- 800 -265 -7638 F (519) 631 -9478 TTY (519) 631 -9904 E speters.mpp.co @liberal.ola.org nnn'.stevepeters.com 2009 October 06 Mr. Graham Warwick, Warden County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Mr. Warwick: DISTRICT SCHOOL BOARD es Stewart irperson Frank Exley, Trustee Tracy Grant, Trustee Steve Peters, MPP, Elgin- Middlesex- London Maureen Heath, General Manager, STS Bill Tucker, Director of Education and Secretary RECFJ 9 ED OCT 0 0 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Thank you for your letter outlining your Council's resolution regarding changes in school bus transportation. The safety of our students is of the utmost concern to myself, my fellow Trustees and to all of the staff of the Thames Valley District School Board. As you know, our school board no longer delivers transportation services. The Ontario government mandated school boards across the province create consortiums to manage transportation for school boards within each district. Our consortium, known as Southwestern Ontario Student Transportation Services (STS), is responsible for busing some 46,000 students every day across Thames Valley. This year, there have been many challenges during the school start-up period. Last week, Education Director Bill Tucker wrote a letter to all Thames Valley parents and their families apologizing for any difficulties they may have experienced. I want you to know that Trustees and administration are taking these concerns very seriously and are working hard to find solutions and improve communication to stakeholders. Once again, thank you for your concern and please feel free to contact Director Tucker if you have fu er comments or questions. I also urge you to contact Maureen Heath, General manager of STS, or more Information about our transportation consortium. Thames Valley District School Board Office of the Chairperson 1250 Dundas Street, P.O. Box 5888, London, Ontario N6A 5L1 Tel: 519-452-2000 Ext. 20219 Fax: 519-452-2396 website: www.tvdsb.on.ca Al eater 4eamsi y eamma Staff Reports: CLOSED MEETING AGENDA October 20, 2009 1) Director of Engineering Services Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees Patient Care for Acute Stroke Protocol Incident on February 21, 2009 ATTACHED 2) Chief Administrative Officer Municipal Act, Section 240.2 (d) labour relations or employee negotiations Manager of County Planning ATTACHED 3) Chief Administrative Officer Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees New Hire for Administrative Services ATTACHED To all Council Members except those appointed to the Board of Health 4) Director of Financial Services Municipal Act, Section 240.2 (a) the security of the property of the municipality or local board 99 Edward Street 7 0 •AisH ElginCounty fax cover DATE: OCTOBER 16, 2009 Send to: Warden Warwick and Elgin County Councillors Attention: Office Location: Fax Number: Call Group #'s COMMENTS: From: Mark G. McDonald, Chief Administrative Officer m mcd o na ld @el g in -co u nty. on. ca Office Location: Administrative Services Phone Number: Ext. 161 Number of Pages, Including Cover: 6 URGENT REPLY ASAP PLEASE COMMENT PLEASE REVIEW FOR YOUR INFORMATION Additional Items for Council Agenda of October 20th, 2009 Reports of Staff and Council: (attached) 1. Director of Engineering Services Ambulance Vehicle Purchase Vehicle Information Report dated October 15, 2009 (also attached August 25 Ambulance Vehicle Purchase Report). Correspondence for Information: (attached) 1. Information on Labour Force Development Summit to be held on Tuesday, November 3 2009. 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 DISSEMI NATION, 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 vMw,eigi n-cou nty.on.ca Progressive by Nature gtnCounty Progtesshe by Nature REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: October 15, 2009 SUBJECT: Ambulance Vehicle Purchase Vehicle Information INTRODUCTION: At the September 15, 2009 County Council meeting additional information was requested on gasoline and diesel ambulances. This report provides operational vehicle information for gasoline and one diesel propelled vehicle for comparison purposes. DISCUSSION: Thames Emergency Medical Services (TEMS), by contract, operates the emergency medical services for the County of Elgin and the City of St. Thomas. TEMS provided preventative maintenance and fuel costs for the two engine types, gasoline and diesel. TEMS analyzed information from January 1, 2008 to September 30, 2009. For fuel operating costs the average fuel usage for gasoline engines was 4.03 kilometres per litre of fuel used and the average gasoline fuel costs was $0.99 per litre. The average fuel usage for diesel engines was 4.72 kilometres of fuel used and an average of $1.16 per litre. Therefore, the fuel cost comparison is equal. For the preventative maintenance operating costs, three different preventative packages are determined by the number of kilometres driven. For every 9,000 kilometres the following is required: oil change; lubrications of mechanical devices such as doors and hinges; checking of fluid levels; checking all belts and hoses; and checking tire condition. For the inspections at 18,000 kilometres the above is completed plus additional works such as brakes inspections for calipers operations and other brake infrastructure; replacement of air filters and tire and rim inspections; alternator output; front end alignment and rotate tires. For the 27,000 kilometres the above is completed plus the additional works: flush cooling system, change transmission fluid and differential fluid; change fuel filter and replace engine plugs. For a gasoline engine the costs for: a 9,000 kilometre service is $53.00; an 18,000 kilometre service is $286.09; and a 27,000 kilometre service is $847.50. For a diesel engine service the costs for: a 9,000 kilometre service is $195.54; for an 18,000 kilometre service is $395.15; and a 27,000 kilometre service is $1,002.59. The costs for the services described above are from qualified service providers within the County of Elgin and the City of St. Thomas. In summary using a 315,000 kilometre or 5 year life span and the above information for a diesel vehicle: fuel operating costs of $77,505 and preventative maintenance costs of $19,119 for total cost of operations of $96,624. For a gasoline vehicle: fuel operating costs of $77,406 and preventative maintenance costs of $14,339 for total operating costs of $91,745. A difference in the operating costs of $4,879 in favour of the gasoline engine vehicles. In the report to County Council on "Ambulance Vehicle Purchase dated August 25, 2009, two charts list the vehicle suppliers and their prices. Demers Ambulance has informed the County of Elgin that the 2009 GM gasoline is no longer available. Therefore, the next lowest ambulance is from Crestline at their quoted price of $120,861.28 for a 2010 GM gasoline engine. CONCLUSION: The information summarized above was obtained from Thames Emergency Medical Services from January 1, 2008 until September 30, 2009. That information was then used to expand for the life cycle of the ambulances for 5 years and 315,000 kilometres. The information clearly shows that it is a lower cost for operating a gasoline vehicle than a diesel vehicle. But, the $4,900 difference is not significantly enough to warrant completely buying gasoline due to constantly changing mechanical equipment on ambulances. RECOMMENDATION: That the Warden and Chief Administrative Officer be authorized and directed to purchase a 2010 GM gasoline powered vehicle from Crestline, at their quoted price of $120,861.28, which has been approved in the 2009 Capital Budget; and also, That the 2002 Ford E -350 with 308,175 km and 8937 hours (as of July 31, 2009) be auctioned through government online surplus auctioned website. Respectfully Submitted Approved for Submission 05\kaac Clayton Wafters Director, Engineering Services 7b Mark G. McDonald Chief Administrative Officer Vehicle Type Supplier Quoted price (including taxes) GM Gasoline Demers $115,926.70 GM Diesel Demers $121,037.69 Ford Gas TriStar $123,375.66 Ford Diesel Demers $131,550.41 GM Diesel TriStar $137,308.56 E1gmCounty Progresstw by Nature INTRODUCTION: DISCUSSION: REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: August 25, 2009 SUBJECT: Ambulance Vehicle Purchase In accordance with the Ministry of Health ambulance vehicle replacement schedule, staff has determined that the replacement of one vehicle would meet the current needs of the County of Elgin. This report is in regards to the proposed purchase of one replacement ambulance vehicle. In the approved 2009 capital budget, there was an allowance for the replacement of one ambulance. A Request For Proposal was issued and responses were received from three suppliers for vehicles for 2009 and 2010 gasoline and diesel engines. Also, the County will be trading in a 2002 Ford E -350 Diesel, with 308,175 kilometers and 8937 hours (as of July 31, 2009). Pending 'a definitive trend in the industry, favouring gasoline or diesel engines, as well as results of an Elgin St. Thomas EMS service pilot project providing a definitive comparison, the current prudent philosophy of staff is to balance purchases of both gas and diesel engines vehicles, with gas appearing more advantageous in urban settings and diesel in rural settings. Currently the fleet is comprised of 4 gas and 6 diesel vehicles. A RFP was received from Demers Ambulances, Crestline and Tri -Star and the results are below. 2009 Vehicle Chassis Vehicle Type Supplier Quoted Price (including taxes) GM Gasoline Crestline $120,861.28 Ford Gasoline Demers $123,927.10 GM Diesel Crestline $129,335.28 GM Gasoline TriStar $130,727.44 Ford Diesel TriStar $131,268.71 Ford Diesel Crestline $134,420.28 GM Diesel TriStar $139,568.56 The trade in values are: Demers $5,000, Crestline $4,000 and TriStar $5000. The prices stated above will be reduced by the trade -in value. Staff recommends a 2009 GM gasoline powered vehicle from Demers Ambulances from Beloeil, QC. The service provider for the County of Elgin, Thames EMS, also has reviewed the RFP and also recommended the 2009 GM gasoline from Demers Ambulances. CONCLUSION: RECOMMENDATION: 2010 Vehicle Chassis In the approved 2009 Budget an allowance was made to replace one ambulance vehicle. A RFP was supplied to three different manufactures and the lowest priced vehicle that meets the needs for the County of Elgin is a 2009 GM, gasoline powered vehicle, from Demers Ambulance. That the Warden and Chief Administrative Officer be authorized and directed to purchase a 2009 GM gasoline powered vehicle from Demers Ambulance, at their quoted price of $115,926.70, which has been approved in the 2009 Capital Budget; and also That the County trade in the 2002 Ford E -350 with 308,175 km and 8937 hours (as of July 31, 2009) to Demers Ambulance at their quoted price of $5,000. Respectfully Submitted Approved fo Clayton Wafters Director, Engineering Services Chief Administrative Officer LEDS Commi Elgin Middlesex Oxford Local Training Board County of Elgin Economic Development St. Thomas Economic Devel- opment Corp. Fanshas%e College Action Centres Elgin-St. Thomas Ontario Works Employment Services Elgin OMAFRA YWCA of St. Thomas-Elgin Thames Valley District School Board Elgin Business Resource Cec 300 S Edgeware Road St. Thomas, ON i_ N5P 4L1 (519) 633-7597 Ext. 32 Emaili akenny @elgincfdc. ca 4"11 ro'lk ELGIN BUSINESS RESOURCECENI RE A Cnmmuniry Ptm ms Drrclopmenr Cnrporarion Labour Force Development Summit! Elgin County and the City of St. Thomas are embarking on a new path with respect to future growth and investment opportunities. In order to understand the labour force skills and resources that will be needed for this shift, The Elgin Business Resource Centre and its partners are engaging in a Labour Force Development Strategy. The labour force summit is the culmination of a consultation process that has included an online survey and key stakeholder interviews. A keynote speaker will open the discussion with a broader view of labour force development in South Western Ontario. Join us for either the morning (9 -11am) or the afternoon session (4 -6pm). At the summit will delve into key issues such as: What skills will be needed in the future? What programs do we need to design to create those skills? How will we adapt today's workforce for tomorrow's needs? How do we encourage skilled workers to move to Elgin? How do we encourage entrepreneurship among the skilled workers in Elgin? Join us for what promises to be an interesting a provocative Tuesday November 3, 2009 Knights of Columbus Hall 265 Wellington Street St. Thomas, ON Telephone 519 672 -3499 jk @localboard.on.ca Elgin Middlesex Oxford Local Training Board