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April 13, 2010 Agenda31 83 84 -117 118 164 NOTICE: April 27, 2010 April 30, 2010 ORDERS OF THE DAY FOR TUESDAY, APRIL 13, 2010 9:00 A.M. PAGE ORDER 1st Meeting Called to Order 2nd Adoption of Minutes March 23, 2010 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 1 -16 9:00 a.m. Cynthia St. John, Executive Director, St. Thomas Public Health presenting overview of Mandatory Programs and Services 2010 Budget and West Nile Virus Budget 2010 (attached) 17 -19 9:15 a.m. Sandra Datars Bere, Director, St. Thomas Elgin Ontario Works presenting 2010 STEOW Operating Budget (attached) 20 30 9:30 a.m. Normand Genest, Program Manager, Plant Health Biosecurity, CFIA Ontario Area and Brian Hamilton, Plant Program Officer, SW Region RE: Emerald Ash Borer Program (attached) 5th Reports of Council, Outside Boards and Staff 6th Motion to Move Into "Committee Of The Whole Council" 7th Closed Meeting Items see separate Agenda 8th Motion to Rise and Report 9th 2010 Composite Budget (see separate attachment) 10th Council Correspondence see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) 11th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 12th Recess 13th Motion to Adopt Recommendations from the Committee Of The Whole 14th Consideration of By-Laws 15th ADJOURNMENT LUNCH WILL BE PROVIDED 9:00 a.m. County Council Meeting Early Bird Registrations for AMO Annual Conference are due by April 30, 2010 March 30, 2010 Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mark, ELGIN ST. THOMAS PUBLIC HEALTH zu w 6 ISTRATIP S 9 V CE Elgin St. Thomas Public Health is in receipt of a March 23, 2010 letter from Susan McConnell outlining the deadline for council packages and the information council has equested in advance of our upcoming budget presentation. I understand that 15 minutes has been allotted for our budget presentation. With that in mind, we will present an overview of our approved Mandatory Programs and Services 2010 budget to the members of County Council using the attached budget information. The West Nile Virus program budget has always been separate from the Mandatory Programs and Services budget and with the amount of presentation time allotted, we will focus on the Mandatory Programs and Services budget in this presentation to Council. If you require another presentation regarding the West Nile Virus program, we would be happy to discuss a date and time that works for everyone. In addition, the County of Elgin has requested copies of the 2009 actuals and total surplus fa: 2009. At this time, our audited statements for the period ending December 31, 2009 have not been presented to our Board of Health. Assuming the presentation of that information goes ahead as planned, I can bring copies of the audited statements with me on the day of the Council presentation. With respect to the 2009 surplus, I have attached what we anticipate to be the 2009 surplus for our Mandatory Programs and Services budget. This of course is an approximate as the 2009 surplus is not confirmed until such time as the audited statements are complete. Elgin St. Thomas Public Health 99 Edward Street, St. Thomas, ON N5P 1Y8 Toll Free 1- 800 922 -0096 Tel: 519 631 -9900 Fax: 519-633-0468 Voicemail: 519-631-3159 www.elginhealth.on.ca We are looking forward to seeing you and the members of Council on the 13 th Sincerely, Cynthia St. John Executive Director Elgin St. Thomas Public Health 2 ELGIN ST. THOMAS PUBLIC HEALTH MANDATORY PROGRAMS AND SERVICES SUPPORTED BY ONTARIO PUBLIC HEATLH STANDARDS AND PROTOCOLS 2010 BUDGET Approved by Elgin St. Thomas Public Heatlh Board of Health December 2, 2009 City of St. Thomas County of Elgin Province of Ontario Total ELGIN ST. THOMAS PUBLIC HEALTH MANDATORY PROGRAMS AND SERVICES 2009 MINISTRY APPROVED BUDGET 574,816 827,175 4,205,974 5,607,965 2010 Budget 2010 BUDGET 592,061 851,990 4,332,153 5,776,204 DIFFERENCE LEVY INCREASE 17,245 24,815 126,179 168,239 3.00% 3.00% 3.00 %I 3.00 %I SALARIES ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 5420 Non -Union 1,050,700 1,044,600 (6,100) 5430 Nursing 1,224,000 1,217,500 (6,500) 5440 Inspectors 477,000 493,900 16,900 5450 Nutrition /Health Promo /Hygienist 348,400 325,400 (23,000) 5460 Support 330,100 325,400 (4,700) 5470 Custodian /Security 45,100 32,100 (13,000) TOTAL 3,475,300 3,438,900 (36,400) Percentage of entire 2010 budget 59.54% 2 FRINGE BENEFITS ACCOUNT #1 ACCOUNT NAME 1 2009 BUDGET 2010 BUDGET Difference 5510 Vision 10,000 10,000 0 5515 Employer Health Tax 84,500 86,000 1,500 5520 Extended Health Care 191,000 215,500 24,500 5525 Dental Plan 63,500 72,000 8,500 5530 CPP 147,000 157,000 10,000 5535 OMERS 294,000 313,000 19,000 5540 LTD 81,500 85,500 4,000 5545 WSIB 40,600 41,500 900 5550 El 76,000 78,000 2,000 5555 Life Insurance 21,500 21,500 0 5560 Baby Benefit 43,000 23,000 (20,000) 5565 Employee Assistance Program 5,000 10,700 5,700 5568 Meal Allowance 2,200 2,200 5570 Part -Time Benefits 23,000 23,000 0 5575 Charged to Other Programs (222,769) (225,000) (2,231) TOTAL 860,031 913,900 53,869 Percentage of entire 2010 budget 15.82% 3 PREMISES ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4710 Rental Income (69,280) (59,180) 10,100 5710 Rent 99 Edward 513,469 513,469 0 5720 Housekeeping Supplies 8,500 8,500 0 5730 Property Taxes 15,000 16,000 1,000 5740 Grounds Maintenance 7,500 8,500 1,000 5750 Service Repairs 30,000 30,000 0 5760 Garbage/Waste Removal 3,800 4,400 600 5770 Hydro/Water 42,000 42,000 0 5780 Union Gas Heat 16,000 16,000 0 5790 Insurance re: premises 7,700 7,900 200 TOTAL 574,689 587,589 12,900 Percentage of entire 2010 budget 10.17% 4. HEALTH PROMOTION ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4010 Prenatal Fees (3,500) (3,500) 0 5005 Prenatal Materials Supplies 3,500 3,500 0 5010 Materials Supplies 61,000 56,050 (4,950) 5020 Travel /Meeting Expenses 28,000 30,000 2,000 5030 Advertising (Public Awareness /Promotion) 14,525 11,465 (3,060) 5040 Memberships /Subscriptions 4,000 4,000 0 5050 Professional Development 15,000 10,000 (5,000) 5055 Volunteer Recognition/Training 1,870 800 (1,070) 5080 CINOT Consulting Fees 37,000 37,000 0 5085 Cinot Claims 145,000 240,000 95,000 5090 Preventive Dental Services 500 500 0 TOTAL 306,895 389,815 82,920 Percentage of entire 2010 budget 6.75% HEALTH PROTECTION ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4110 STI Clinic Grants (16,000) (16,000) 0 5101 STI Fees for Service 16,000 16,000 0 4120 Sale of Pills (24,000) (24,000) 0 5105 Oral Contraceptives 24,000 24,000 0 4150 Food Safe Course Fees (3,500) (3,500) 0 5175 Food Safe Course Expenditures 3,500 3,500 0 4160 Inspection Fees (3,500) (3,500) 0 4140 Fixed Premise Property Searches (350) (350) 0 Meningococcal Program Revenue (6,800) (13,600) (6,800) Meningococcal Program Expend. 6,800 13,600 6,800 Influenza Program Revenue (30,000) (45,000) (15,000) Influenza Program Expenditures 30,000 45,000 15,000 HPV Campaign (6,375) (10,650) (4,275) HPV Campaign 6,375 10,650 4,275 Mumps Program Revenue (1,000) 1,000 Mumps Program Expenditures 1,000 (1,000) 5110 Materials Supplies Sexual Health /STD /AIDS 12,100 15,000 2,900 5115 Materials Supplies Disease Control 21,200 23,550 2,350 5120 Travel /Meeting Expenses 25,800 27,000 1,200 5130 Advertising (Public Awareness /Promotion) 1,000 1,000 0 5140 Memberships /Subscriptions /Library 1,500 750 (750) 5150 Professional Development 11,000 7,350 (3,650) 5176 Other (Teen Panel) 800 (800) TOTAL 69,550 70,800 1,250 Percentage of entire 2010 budget 1.23% CORPORATE COSTS ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4620 Other Revenue 0 0 0 5603 Office Supplies 15,000 16,000 1,000 5607 Printing 24,000 24,000 0 5610 Telephone 30,000 33,000 3,000 5615 Postage 6,000 6,000 0 5617 Courier 2,500 2,500 0 5620 Office Equipment Maintenance 2,000 2,000 0 5625 Office Equipment Rental 7,000 12,700 5,700 5630 Advertising Staff Recruitment 10,000 3,000 (7,000) 5635 Meeting Expense 3,500 3,500 0 5640 Business Insurance Allowance 1,000 1,000 0 5645 Advertising /Promotion /Marketing 4,000 4,000 0 5650 Communications 16,000 16,000 0 5655 Recruitment Expenses 1,000 1,000 0 5660 Legal 30,000 60,000 30,000 5665 Audit 10,000 10,000 0 5670 Bank Charges 8,000 8,000 0 5675 Insurance Excluding Premises 27,800 28,600 800 5680 Staff Training, Wellness Recognition 6,000 6,000 0 5685 Labour Relations 15,000 15,000 0 5687 IT Support 33,500 51,500 18,000 5690 Furniture Equipment 5,000 5,000 0 5695 Computer/Technology /Equipment 25,000 32,050 7,050 TOTAL 282,300 340,850 58,550 Percentage of entire 2010 budget 5.90% -7. ADMINISTRATION COSTS ACCOUNT #1 ACCOUNT NAME 1 2009 BUDGET 2010 BUDGET Difference 5860 !Travel I 3,000 3,000 0 5870 Memberships I 10,000 10,000 0 5880 I Professional Development I 14,500 I 9,650 (4,850) !TOTAL I 27,500 22,650 (4,850) Percentage of entire 2009 budget 0.39% BOARD OF HEALTH COSTS ACCOUNT ACCOUNT NAME 1 2009 BUDGET 5810 Travel I 1,200 5820 Meeting Expense 1 1,500 5825 Miscellaneous 1 500 5830 Honoraria 1 7,500 5840 Conferences /Conventions 1 1,000 TOTAL I 11,700 TOTAL TOTAL INCREASE 2010 BUDGET 1,200 1,500 500 7,500 1,000 11,700 Difference 0 0 0 0 0 0 Percentage of entire 2010 budget 0.20% 2009 BUDGET 1 2010 BUDGET I Difference 5,607,965 5,776,2041 168,239 1 3.00% g City of St. Thomas County of Elgin Province of Ontario Total MANDATORY PROGRAMS AND SERVICES 2009 Anticipated Surplus 2009 SURPLUS 21,754 31,304 151,712 204,770 TRANSFER TO RESERVES 5,423 7,804 0 13,227 2009 SURPLUS BALANCE 16,331 23,500 151,712 191,543 Note: All 2009 dollar figures are approximate until audited statements are complete. 2010 BUDGET INCREASE 17,245 24,815 126,179 168,239 January 21, 2010 Mr. Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mark: ELGIN ST. THOMAS PUBLIC HEALTH Please be advised that at the December 2009 meeting, the Board of Health of Elgin St. Thomas Public Health approved the organization's 2010 budget with the following resolution: That the Board of Health approves the 2009 Mandatory Programs and Services budget in the amount of $5,776,204. This budget was passed recognizing the Ministry of Health and Long Term Care's budget restriction of a 3% increase and the ongoing fiscal challenges at the municipal level. The increase in municipal levy over last year is 3% or $24,815 above the 2009 levy. The County of Elgin's contribution to this 2010 budget is 59% of the municipal portion. The breakdown is illustrated below: 2010 Budget Total Amount 2010 Budget County of Elgin City of St. Thomas Ministry of Health 5,776,204. 851,990. 592,061. 4,332,153. of Budget Funding Split (75 %/25 59% of 25% of overall budget 41% of 25% of overall budget 100% of 75% of overall budget As with previous years, please forward the County of Elgin levy in monthly installments. Elgin St. Thomas Public Health 99 Edward Street, St. Thomas, ON N5P 1Y8 Toll Free 1- 800 922 -0096 Tel: 519-631-9900 Fax:519- 633 -0468 Voicemail: 519-631-3159 www.elginhealth.on.ca RECE FEB 1 9 2610 CO MY OF E GIN ADMINISTRATIVE SERVICES Please also note that this budget amount does not include any additional West Nile Virus dollars required for the 2010 season. The Ministry of Health and Long Term Care is now putting together the budget format for that program. To assist with your planning, please expect that the County of Elgin will require an amount similar to the 2009 season. Once the expectations are known, a West Nile virus budget will be forwarded to the Board of Health for approval with appropriate correspondence to you after that. Finally, we will forward an approved audited statement of our 2009 fiscal year once that work is completed likely in April 2010. As of this writing, it is anticipated that there will be a surplus in the 2009 financial year. If you have any questions Mark, please contact me at 631 -3159, ext. 202. Kind regards, Cynthia St. John Executive Director copy: Mary Ens, Accounting Supervisor, Elgin St. Thomas Public Health Page 2 Dear Mark, March 17, 2010 Mr. Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 RE: West Nile Virus Budget 2010 The breakdown of funding is noted below: ELGIN ST. THOMAS PUBLIC HEALTH Elgin St. Thomas Public Health will be engaged in West Nile virus activities again this year that include public education, surveillance, and other preparatory work that amount to $54,356. overall. Ministry of Health and Long Term Care (75 $40,767.00 City of St. Thomas (41% of 25 5,571.49 County of Elgin (59% of 25 8,017.51 Total $54,356.00 I am writing to advise you that the 2010 West Nile virus budget was approved by the Board of Health on March 3, 2010. As with previous years, this budget was not included in the mandatory program budget for the 2010. The 2009 audited financial statements for Public Health are going forward to the Board of Health for review in April and we will forward those to you when they are ready. The 2009 West Nile Virus funding surplus owing to the County is $194.50 and therefore the balance owed by the County of Elgin for the 2010 program is $7,823.01. Elgin St. Thomas Public Health 99 Edward Street, St. Thomas, ON N5P 1Y8 Toll Free 1- 800 922 -0096 Tel: 519-631-9900 Fax: 519-633-0468 Voicemail: 519- 631 -3159 www.elginhealth.on.ca Please forward the amount noted above at your earliest convenience. If you have any questions regarding the above information, please contact the Program Director, Laura McLachlin at 519 631 -3159, ext. 223. Cynthia St. John Executive Director c. Laura McLachlin, Director, Health Protection Department Mary Ens, Supervisor, Accounting Page 2 THE CQRPOIrATION •)F THU. (TrY or ST. THOMAS FROM: Sandra Datars Bere, Director St. Thomas -Elgin Ontario Works MEETING DATE: April 13, 2010 SUBJECT: 2010 STEOW Operating Budget Recommendation: THAT: Report OWECO2 -10 of the Director of St. Thomas -Elgin Ontario Works be received for information. Report: On March 29, 2010, City of St. Thomas Council approved the 2010 Operating Budget for St. Thomas -Elgin Ontario Works. The following report provides an overview of the budget, highlighting areas of change and identifying approved (projected) costs for the County of Elgin. Overall Operating Budget Context ST. THOMAS ELGIN ONTARIO WORKS 423 Talbot Street St. Thomas, Ontario N5P 1C1 REPORT TO ELGIN COUNTY COUNCIL Report No. OWECO2 -101 1. Local Economic Considerations: Impact on Service Provision and Costs The economic challenges within the community are on -going and will have a continued impact on 2010 service provision and costs. In developing this Operating Budget, a four year analysis of service rates and provisions was conducted and has been used to support projections. 2006 2007 2008 2009 Projection 2010 Annual OW Average 819 876 1123 1484 1815 Service Provision (number of Cases /Benefit Units) The 2010 STEOW Operating Budget projects an approximate 25% increase in revenue and expenses related directly to the delivery of the Ontario Works Program. This will have the greatest impact on the overall STEOW Budget. 1 2. Council Direction for 0% Increase Despite the projections of increased service provision, where possible, all efforts were made to attempt to achieve City Council's direction of a 0% overall increase for 2010 which means 0% increase in the net municipal cost for the service. It is noted that the budget includes a 3% salary increase for all staff, consistent with collective agreement and non -union bylaw requirements. In the end, STEOW was able to achieve a 2% reduction in overall municipal costs over the 2009 budget and a 6% reduction over 2009 actual costs. 3. Impact of OW and ODSP Uploading of Costs The 2010 budget reflects the continued upload of ODSP and OW costs to the province. The Cost Share requirement for ODSP service costs has fallen to 10% (from 20% in 2009) and will be eliminated in 2011. Despite increasing ODSP costs in 2009, the 2010 budget includes a projected decrease 4o% (over 2009 costs) which is a combination of the 5o% upload of the 2009 costs plus an inflation factor of increased service (10 and increased costs per case (5 The Cost Share requirement for OW service costs has fallen from 20% to 19.4% for 2010. Given the small amount of decrease and the uncertainty of service levels, the 0.6% decrease has not been factored into the budget numbers. STEOW has, however, made efforts to maximize the use of 100% funding provided from the province (MCSS and MMAH) to offset municipal costs. 4. Departmental Allocation of Administrative Costs The 2010 budget includes a revised allocation of departmental administrative costs. A Weighted Averages model was used to allocate both Administrative Salaries and Operating Costs. The resulting costs were allocated across the three program areas (EIS, Child Care, Housing). It is noted that while provincial funding is received (on a cost share basis) to support administrative costs in both EIS and Childcare, most of the administrative costs of housing are borne municipally. 5. 2010 Service Contracts with Province Consistent with previous years, 2010 Service Contracts with the Ministries of Community and Social Services and Children and Youth Services have not yet been negotiated for Ontario Works and Childcare respectively. As a result, the 2010 projected Operating Budget reflects STEOW's best estimate of revenue, based on on -going discussions with the province. As noted above, STEOW prioritizes the use, where possible, of 100% provincial funding, to offset municipal cost commitments. 6. County of Elgin Cost Sharing The budget includes projections of revenue to be received from the County of Elgin, as per the 2 requirements of the existing Cost Share Agreement. County Cost shares are as follows: Ontario Works: 33% of gross municipal costs plus 10% administrative costs Child Care: 28.5% of gross municipal costs plus 10% administrative costs Housing: 39.37 of gross municipal costs plus 10% administrative costs The following chart provides an overview of the approved revenue and expenses for the 2010 Operating Budget as well as the approved County Share Amounts. Program Area 2010 Approved Budget 2010 Approved Budget 2010 Approved County Revenue (including Expenses Share Costs County Cost Share amount) 15,947,025 20,197,922 2,298,867 Employment and Income Support (EIS) Child Care Social Housing Total The total 2009 County Cost Share amount was $4,566,861. While the budget reflects a reduction in overall municipal costs for 2010, it must be remembered that the budget is an approved "estimate" of what service provision is expected to be. As a result, if community economics improve, and OW Service Rates are reduced, overall costs could be reduced (or conversely increase if conditions worsen). The Director is available to answer any questions that Council members may have. Respectfully submitted, Approved 2010 STEOW Operating Budget Summary Comments: 3,334,156 3,458,161 $22,739,342 Director St. Thomas -Elgin Ontario Works 3,878,322 $5,635,618 $29,711,862 $244,754 $1,638,940 $4,182,561 3 Canadian Food Agence canadienne Inspection Agency d'inspection des aliments Canadian Food Inspection Agency 174 Stone Road West Guelph, Ontario N1G 4S9 March 18, 2010 Ms. Bonnie Vowel Warden County of Elgin Administrative Services 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Re: Letter of March 2. 2010 Emerald Ash Borer Program Dear Ms. Vowel: C ana c GOe ADRAINI Further to your letter of March 2, 2010, I understand that our presentation to Elgin County Council on February 16, 2010 did not fully address your concerns regarding the Canadian Food Inspection Agency (CFIA) activities in the Emerald Ash Borer (EAB) Program. You have requested clarification regarding Elgin County being declared "generally infested" with EAB. In response, I would like to provide some background and clarification. Following the discovery of EAB at the Dutton site in the fall of 2005, Prohibitions of Movement or Notices of Quarantine were issued to the affected property owners according to the practice at that time. These notices were part of the CFIA' s routine response to the initial detection of EAB based on the science that was then available. These interim measures permitted CFIA to control movement of potentially infested materials, until such time as a decision was made to issue a Ministerial Order. In the case of Elgin County, a Ministerial Order was issued on June 29, 2006, which prohibited movement of any risk materials outside the county from that date. This was announced by news release and through a media briefing held in St. Thomas on June 30, 2006. A teleconference to update stakeholders including those in Elgin County was held on the same date. Since the 2006 Ministerial Order established the entire county as a regulated area for EAB, no additional measures were required when EAB was later discovered in Talbotville. Since 2006, our approach to slowing the spread of this pest has evolved as has the available scientific knowledge and experience. For much of this science, we turn to an established panel 2- of experts from Canada and the US, who are conducting research into the EAB's biology and life cycle, method of attack and spread, as well as survey tools and potential control measures. The CFIA's policies reflect this knowledge base, particularly that provided by the Canadian Forest Service (CFS) of Natural Resources Canada. Researchers at the CFS consider that a confirmed EAB find indicates the presence of a larger population that may have been present for a period of 5 -7 years in the area. Thus, it no longer made sense to continue to compare relative pest infestation levels due to survey finds in any given area. Although the terms "generally infested" and "lightly infested" were previously used, the CFIA has since revised its policy and operational procedures in light of updated scientific information regarding this beetle. As part of its mandate to slow the spread of EAB into non infested areas, the CFIA has to target its resources effectively in its allotted surveys and regulatory response. While we acknowledge your concerns that only two sites have officially been confirmed infested in Elgin County, based on the difficulty in detecting signs and symptoms of infestation in the early stages, experience since 2002 has shown that infestations are much more widespread than we are able to detect with the available survey tools. Additional surveys in Elgin County after 2006, would have not changed its status, nor the county level regulated area that was established in the 2006 Ministerial Order. A new Ministerial Order issued on July 9, 2009 joined Elgin County with Essex County and other adjoining counties into one regulated area. The wording of the order was updated to be consistent with all EAB regulated areas. This was indicated to us as a benefit to affected industry members in Southwestern Ontario, allowing them to source material year round within the larger regulated area. The decision to amalgamate regulated areas addressed concerns and comments received from several stakeholders impacted by EAB. These concerns were diverse and CFIA tried to arrive at a balanced approach to meet these concerns. In terms of assistance to Elgin County, we provided you with information on our public awareness activities and examples of some of our information products during the presentation on February 16, 2010. These can be provided in quantities as needed and we look forward to working closely with County officials as we continue our EAB awareness activities in Southwestern Ontario. In late March 2010, two training workshops on detecting EAB will be delivered in London for county and /or municipal foresters. An invitation was extended to Mr. Dave Pullen. Staff in our London office will continue to answer questions related to EAB and the movement of ash or its products. The CFIA has also worked with wood lot owners and loggers on the movement of ash logs to mills outside the county to allow the transformation of this resource, which has generated economic activity. Additionally, CFIA has an Approved Facility Compliance Program to aid industry in accessing markets for their ash products. This compliance program also allows industry members to source ash logs from affected regions in the USA. As a member of EAB committees in Canada and the USA, CFIA has access to EAB research being conducted for detection techniques, management options and other materials. The CFIA will share information to assist Elgin County with its efforts related to EAB. In terms of assistance or resources, the above elements should not be seen as the only resources available and other requests within our mandate could be considered. For example, CFIA supports municipalities and counties in developing their own risk mitigative measures, such as EAB management plans, and will ensure these comply with CFIA regulatory requirements. The objectives of the EAB Task Force are currently being discussed with a working group of industry and stakeholder representatives at the national and provincial levels. Although it is still a work -in- progress, the Task Force will result in increased collaboration, cooperation and broader understanding towards developing an EAB long term management strategy for Canada. As previously indicated, there are considerable efforts being undertaken in Canada and in the USA for research, control and EAB management. The current working group understands that there are many organizations and stakeholders impacted by EAB, and a collaborative process will assist us in the overall management of this pest. Elgin County would be welcome to participate in a proposed discussion forum to provide their concerns and feedback. In summary, I hope that this letter has better addressed your concerns. Management of EAB is a multi disciplinary issue that has evolved over time, requiring a dynamic response where regulation by CFIA is only one element. We are available to appear before Council to provide any further information that may be required. To that end, we have already informed Ms. McConnell that a CFIA delegation, including myself, will attend the next Council meeting on April 13, 2010. We look forward to a productive session. Yours truly, ormand Genest Program Manager, Plant Products Canadian Food Inspection Agency 3 CC Gerry Ritz, PC, MP, The Minister of Agriculture and Agri -Food Canada Marcel Dawson, National Manager, Forestry Division, CFIA Loretta Shields, Forestry Network Specialist, CFIA Mary Orr, Plant Health Network Specialist, CFIA Nitin Verma, Forest Pest Emergency Specialist, CFIA Dave Pullen, Elgin Tree Commissioner Office of the Warden March 2, 2010 Mr. Normand Genest Program Manager, Plant Products Canadian Food Inspection Agency 174 Stone Road West Guelph, Ontario N1G 4S9 Dear Mr. Genest: I am in receipt of your letter, dated February 25, 2010, regarding the appearance of Canadian Food Inspection Agency (CFIA) staff at Elgin County Council meeting on February 16, 2010. While I appreciate your quick response, I feel it is important to express directly to you, Council's dismay at the untimely and totally inadequate response that was made by the CFIA after Council requested important information on the emerald ash borer (EAB). In a letter addressed to you, on September 16, 2009, Council expressed its shock to learn that as of July 9, 2009, Elgin County had been declared "generally infested" with EAB. At that time, it was pointed out by then Warden Graham Warwick that in discussions with the Elgin Tree Commissioner, CFIA field staff identified two small areas of infestation in Elgin, one near Dutton on Highway 401 and the other near Talbotville. I have taken the liberty of including a copy of the letter in this correspondence for your review. In that letter, we asked for senior CFIA officials to meet with us and answer some specific questions. While you refer to a meeting with County tree commissioner Dave Pullen since the February 16, 2010 Council session, this Council feels there are some questions outstanding and we would like answers expedited for our review. Mr. Normand Genest 2 March 2, 2010 Program Manager, Plan Products Canadian Food Inspection Agency The questions remain: On what grounds was the decision made to declare Elgin County as "generally infested" with EAB? Was this decision based on scientific evidence and, if so, what is that evidence? Since the new ministerial order, what now is CFIA's role with regard to EAB in Elgin? While Mr. Verma indicated the CFIA would not be conducting local surveys, how can the CFIA assist Elgin? Are there any resources available to help slow the spread of EAB within Elgin and from other jurisdictions? And, in reference to your most recent letter: how will the EAB Task Force work with Council on a long -term strategy to address the spread of EAB? Mr. Genest, your direct and timely response to these questions either in written form or, preferably, a meeting with Elgin County Council, would help alter the impression that not only is the CFIA unconcerned about the financial impacts the "generally affected" status has on Elgin, but that your office is incapable of acting in a professional manner and providing service. Please contact Mr. Mark G. McDonald, Chief Administrative Officer for Elgin County, 519 631 -1460 ext 103 to arrange for an appropriate response, preferably your attendance at an upcoming council meeting, to our totally unsatisfactory experience with the CFIA. Yours truly, Bonnie Vowel, Warden. cc Mr. Joe Preston, Member of Parliament, Elgin Middlesex- London The Minister of Agriculture and Agri -Food Canada Marcel Dawson, National Manager, Forestry Division, CFIA Loretta Shields, Ontario Area EAB Specialist Mary Orr, Ontario Senior Forest Pest Specialist Nitin Verma, Forest Pest Emergency Specialist Dave Pullen, Elgin Tree Commissioner Canadian Food Agence canadienne Inspection Agency d'inspection des aliments Canadian Food Inspection Agency 174 Stone Road West Guelph, Ontario N1G 4S9 February 25, 2010 Mrs. Bonnie Vowel Warden County of Elgin Administrative Services 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Re: Annearance at Elfin County Council February 16. 2010 Dear Mrs. Vowel: Canada RE 1 2010 COUNTY OF ELGIN ADMINISTRATIVE SERVICES I am writing to respond to the request made to Canadian Food Inspection Agency (CFIA) officials at the recent Elgin County Council meeting and would like to take this opportunity to again apologize for the extended delay in my response to your original letter regarding the July 9, 2009 Ministerial Order. The CFIA greatly values the input received from all stakeholders and especially other levels of governments in the design and implementation of policies related to its mandate. Since first discovered in 2002, CFIA has and continues to direct very significant resources to slow the spread of the Emerald Ash Borer (EAB). I regret that the delay in responding to your letter created any perception that we do not take seriously the concerns you raised or the impact that EAB has had on your county. This was certainly never my intention. You asked for an explanation as to why it took some five months to respond to your letter. Because some of the issues raised pertained to policy matters that are dealt with by our headquarters in Ottawa, it was necessary to work with several groups to prepare the response. In addition, I also wanted to provide you with information about the creation of an EAB Task Force to ensure stakeholders across Ontario and in other provinces have the opportunity to input into a longer term strategy to address the spread of EAB. The CFIA sees the creation of the Task Force as a very positive approach to help facilitate discussions between stakeholders and government departments towards developing in a consensus on the general direction for the future management of EAB. While this process took time and there were other urgent plant health issues that had to be dealt with as well, the responsibility for failing to coordinate all this input to respond to you in a timely fashion rests squarely with me and for this failure, I do sincerely apologize. I hope that the presentation and hand outs provided at the Council meeting were helpful to further clarify the CFIA's current approach to EAB and that we might be able to move forward on a more positive footing to discuss any issues or concerns that you may have. As mentioned previously, we are in the process of creating the EAB Task Force to guide future direction of EAB management and would welcome the involvement of Elgin County in this process. We will provide further specifics as soon as they are available. I understand that you may be seeking further clarification on the answers provided to some issues raised in your original letter. In fact, we have already been in touch with Mr. Pullen to follow up on some of his questions he raised after the presentation and would certainly be willing to return to Council to answer any outstanding issues or provide any other information you are seeking in a timely manner. I would like to close by recognizing the efforts put forward by the County of Elgin to address the risks and to prevent the spread of EAB and hope that both County staff and the CFIA can work cooperatively together towards slowing the spread of EAB in the future. Sincerely, or and Genest Program Manager, Plant Products Canadian Food Inspection Agency _2_ cc: Mary Orr, Plant Health Emergency Program Lead Nitin Verma, Forest Pest Emergency Specialist JoAnne Ford, Area Communications Manager Canadian Food Inspection Agency (CFIA) 174 Stone Road West Guelph, Ontario N1G 4S9 January 22, 2010 Canadian Food Agence canadienne Inspection Agency d'inspection des aliments Ms. Bonnie Vowel Warden County of Elgin Administrative Services 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Ms. Vowel: Canada JAN 2 7 2010 COUNTY OF l.L5 NISTRATIE SEW. Re: "Emerald Ash Borer Infested Place Order for the Municipality of Chatham -Kent and the Counties of Ekdn, Essex, Lambton and Middlesex, in the Province of Ontario" Ministerial, Order, July 9.2009 First, I would sincerely like to apologize for the extended delay in responding to the letter from Mr. Warwick regarding the July 9, 2009 Ministerial Order. The Canadian Food Inspection Agency (CFIA) recognizes the efforts Elgin County has made in supporting the Emerald Ash Borer (EAB) program and the working relationship established with CFIA field staff in order to assist with the shared objective of slowing the spread of EAB. The CFIA' s role in EAB management continues to be regulatory, which aims to prevent the long range movement of the pest through human assisted means. As the distribution of EAB evolves, it is necessary to continually review the regulatory approach and make changes that will limit the spread of EAB from regulated areas to non regulated areas, in Ontario as well as the rest of Canada. The CFIA identifies regulated and unregulated areas by the presence or absence of EAB in that area. The CFIA is no longer declaring areas as generally infested due to the difficulty in detecting low levels of beetle populations, and the policy directive is being revised to reflect that. The Ministerial Order was signed by the Minister July 9, 2009. The decision to include Elgin and Middlesex with the previously infested counties was based on the geographic spread of the beetle, using recommendations made by the EAB Science Panel, which took into account the beetle's continued north easterly spread through Ontario and the difficulty in detecting the beetle at low level populations. This amalgamation allows for unrestricted movement of regulated articles within the regulated area, which was seen as a benefit to industry and related stakeholders. A similar approach was used for regulating infestations in the regional municipalities of Durham, Halton, Peel and York, which were amalgamated into one regulated area along with the cities of Toronto and Hamilton on April 27, 2009. As far as CFIA's continuing role in Elgin, we will continue to deliver the EAB Approved Facility Compliance Program, to monitor compliance and authorize the movement of the regulated articles out of the regulated area. In addition, our outreach and public awareness activities are ongoing throughout southwestern Ontario. We are actively pursuing opportunities in communities to provide information and advice on slowing the spread of this pest. In the County of Elgin, as with all areas under Ministerial Order, the CFIA is responsible for regulation; our role is to prevent the long range movement of EAB through human assisted means, and is only one element of a slow- the spread strategy. CFIA recognizes the important role and responsibilities of all stakeholders in the management of forests and trees. In an effort to foster a more collaborative approach and consult partners and affected parties, the CFIA is currently working to establish an EAB Task Force to facilitate joint stakeholder cooperation in decision making with respect to a long term management strategy that reduces the potential impact and spread of EAB in Canada. This Task Force will provide for better consultation, communications and understanding of the management strategy. In the very near future, CFIA will be able to provide further information on how this will be accomplished. Again, please accept my apology for the delay in responding to your letter. If further information is required on these issues, please do not hesitate to contact me so that the CFIA can make arrangements to attend the next Elgin County Council meeting. Management of invasive species is indeed challenging for all who are affected. We look forward to your continuing support and cooperation, as it is essential to the successful management of EAB in the future. Yours truly, Normand Genest Program Manager, Plant Products Canadian Food Inspection Agency -2- Office of the Warden September 16, 2009 Mr. Normand Genest Program Manager, Plant Products Canadian Food Inspection Agency 174 Stone Road West Guelph, Ontario N1G 4S9 Re: "Emerald Ash Borer Infested Place Order for the Municioalitv of Chatham -Kent and the Counties of Elain, Essex, Lambton and Middlesex. in the Province of Ontario" Ministerial Order. July 9. 2009 Dear Mr. Genest, The County of Elgin is deeply concerned about the affect of the aforementioned 0 Ministerial Order on the woodlands in southern Ontario. Also of great concern is the way in which this change to the Canadian Food Inspection Agency's ash borer policy was introduced. Since the discovery of Emerald Ash Borer (EAB) near Dutton in Elgin County five years ago, county staff have maintained a close working relationship with CFIA field staff in order to assist with the shared objective of slowing the spread of EAB. The Elgin Tree Commissioner has provided Canadian Food Inspection Agency staff with the location of all commercial tree harvest operations. The Elgin Tree Commissioner has also made the approval of "Applications to Harvest" under the Elgin Woodlands Conservation By -Law conditional on contractors contacting the CFIA prior to moving ash products. In discussions with the Elgin Tree Commissioner, CFIA field staff have indicated only two small areas of EAB infestation in Elgin County, one near Dutton on Highway #401 and one near the village of Talbotville. CFIA staff have also indicated on several occasions that the natural spread of EAB from these two areas appears to be extremely slow. It was therefore a shock to county staff and council members to learn that as of July 9th, 2009, Elgin County has been declared "generally infested" with EAB along with the counties of Chatham -Kent, Lambton, and Essex. Under the new ministerial order it appears that ash products, including logs and firewood, can now move freely at any time of year into Elgin County from those heavily infested counties, seemingly guaranteeing the rapid spread of EAB throughout the county. ...2 County of Elgin Administrative Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 631 -1460 www.elgin- county.on.ca Progressive by Nature Mr. Normand Genest Program Manager, Plant Products Canadian Food Inspection Agency 2 September 16, 2009 The lack of consultation with Elgin County staff leading up to this major policy change is disturbing: On the morning of Friday June 19 2009 the Elgin Tree Commissioner learned from Norfolk County forestry staff that a conference call was to be held at 11 a.m. that morning. There had been no indication to Elgin County staff from CFIA that this call was occurring. The Elgin Tree Commissioner, David Pullen participated in the call. Mr. Pullen noted that those who objected to the "proposed" changes on the conference call were told by the CFIA official in charge to comment in writing by the following Tuesday in effect a comment period of less than two working days. Then, on July 9 2009, ten working days from the end of the "comment period the new ministerial order was announced. The County of Elgin requests that senior level CFIA officials attend a session of Elgin County Council as soon as possible to answer the following questions: On what grounds was the decision made to declare Elgin County as "generally infested" with EAB? Was this decision based on scientific evidence and if so, what is that evidence? When was the final decision made to include Elgin and Middlesex Counties with the previously EAB- infested counties? Since the new ministerial order, what now is CFIA's role with regard to EAB in the County of Elgin? Are there any resources available to help slow the spread of EAB within Elgin County and from other jurisdictions? Please contact Mark McDonald, Chief Administrative Officer for Elgin County at 519 -631- 1460 ext. 161 to arrange for attendance of senior level CFIA staff at County Council. Yours truly, Graham Warwick, Warden. cc: The Honourable Gerry Ritz, Minister of Agriculture and Agri -Food Canada Marcel Dawson, National Manager, Forestry Division, CFIA Julia Dunlop, Emergency Response Planning Officer, Forestry Division, CFIA Loretta Shields, Ontario Area EAB Specialist, CFIA Mary Orr, Ontario Area EAB Specialist, CFIA County of Middlesex Staff Reports (ATTACHED) REPORTS OF COUNCIL AND STAFF April 13, 2010 32 Director of Senior Services, Elgin Manor "Down the Garden Path" Elgin Manor Garden Show and Sale 33 Director of Engineering Services Maintenance Agreement Review Team 35 Director of Engineering Services Ambulance Year End Report 2009 40 Deputy Director of Engineering Services Elgin County Farm Safety Council 43 General Manager, Economic Development New Ontario Regional Tourism Organizations 47 General Manager, Economic Development Community Festival Event Partnership Program 61 Human Resources Coordinator Human Resources Policy Update Attendance Management System 9.30 ,r°y~~~'", REPORT TO COUNTY COUNCIL n„^.~.53i `t~f~ .. FROM: Tanya Noble Manager of Programs and Therapy DATE: March 29th, 2010 SUBJECT: "Down the Garden Path" Elgin Manor Garden Show and Sale INTRO®UCTION: Down the Garden Path, garden show and sale to take place at Elgin Manor on May 30, 2010 from 10:OOam - 2:OOpm. The funds raised from this event will go to support the Elgin Manor Resident's Council. The event will be planned and facilitated by the Elgin Manor Recreation services team. ®ISCUSSION: The "Down the Garden Path" garden show and sale will be open to the public and will provide an opportunity for local vendors to showcase their garden related items. Vendors will have an opportunity to participate and may contribute through a voluntary honorarium. The sale will include educational opportunities related to gardening and horticulture as well as crafts prepared by the resident's of Elgin Manor. The event will provide an excellent opportunity for resident, family, staff and volunteer involvement in the preparation and implementation of this seasonal event. Funds raised will directly benefit the residents of Elgin Manor. CONCLUSION: The Elgin Manor garden show and sale to benefit the Elgin Manor Resident's Council, will serve as an opportunity to facilitate community engagement and resident involvement. RECOMMENDATION: THAT, the County of Elgin approves the implementation of the Elgin Manor "Down the Garden Path" spring garden show and sale. All of which is Respectfully Submitted REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: March 25, 2010 SUBJECT: Maintenance Agreement Review Team INTRODUCTION As directed by Council on the May 26 2009 meeting, the County Solicitor has prepared a draft revised Road Maintenance Agreement. County staff and municipal staff have been meeting to discuss reimbursement rates, activities and processes. Now that a draft agreement has been prepared, a smaller working group should be organised to review the entire agreement. This report recommends that County staff along with four lower tier municipal staff (comprised of two road supervisors and two treasurers) meet as a sub- committee to review the draft revised Road Maintenance Agreement. DISCUSSION Since the fall of 1996, road maintenance activities for the County of Elgin have been performed by our lower tier municipal partners under a formal agreement. Municipalities are compensated for maintenance activities with quarterly lump sum payments based on the length and class of road maintained. As directed by Council, the County Solicitor has now developed a draft revised Maintenance Agreement. Staff, along with input from our local municipal road supervisors, have developed maintenance activity lists and rates as schedules for the agreement. The main difference with the new draft agreement is the principal of compensation. Current compensation is delivered in a lump sum amount with the expectation of a delivered service. The new format compensates the municipalities on a per unit basis per maintenance activity. The revised system will fairly and equitably compensate municipalities for the work and ensures that budgetary risks reside with the County. Simply put, if the municipality completes a task, the municipality will be compensated for that task. An example would be if the municipality vacuumed out a catch basin the municipality would be compensated, if the municipality vacuumed 10 basins, the municipality would be compensated 10 times that amount. Since last fall, road supervisory staff, at the regular monthly meeting, has been meeting to agree upon: the different tasks for payment and also the compensation for those items. Road supervisory staff has agreed in principle with each task and also the compensation rate for each task. County staff have also met with the municipal treasurers to seek their general comments on the process, of which they are in agreement. Further meetings are scheduled for later this spring to clarify and solve both parties' tasks in meeting the needs of the revised agreement. The new agreement is proposed to be implemented on January 1, 2011. Therefore, county and municipal financial staff have agreed to meet twice in the next two months so that the municipal treasurers understand and modify their process, if required, in the fall, in order to be ready for the January deadline. In order to seek concensious for this important project, it is recommended that engineering staff along with four municipal employees (two road supervisors and two treasurers) review the agreement and provide comments as a working committee, before the agreement is presented to County Council. This will ensure a smooth transition from draft form to a final agreement that is acceptable by all parties. CONCLUSION Staff for both the lower tier municipal partners and the County of Elgin agrees that a change is required in the compensation for maintenance activities for the County of Elgin road system. The municipal road supervisors and treasurers along with County staff have been meeting for several months drafting a new Agreement and determining how the County will be compensating the municipalities for their work. County staff is requesting to create a small working group of: two road supervisors and two treasurers from four separate municipalities to review the draft agreement and encourage consensus before being presented to County Council. Spending additional time in the earlier stages of the agreement process with save more time at the later stages of the process. RECOMMENDATION That two municipal treasurers and two municipal road supervisors, from four different municipalities along with County staff and the County solicitor review the Road Maintenance Agreement and that County staff report back to County Council. Respectfully Submitted Oil (\lc-- JO Clayton D. Watters Mark G. c�onatd Director of Engineering Services Appr• for Submission Chief Administrative Officer Elgin Progressive by Nature REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: March 25, 2010 SUBJECT: Ambulance Year End Report 2009 INTRODUCTION: This report is a summary of the quarterly reports presented to county staff in relation to services provided by the County of Elgin's service provider, Thames Emergency Medical Services Incorporated. As a general statement, emergency medical services provide emergency care to stabilize a patient's condition, initiates rapid transport to hospitals and facilities both emergency and non emergency transfers between medical facilities. The objectives of EMS are: all citizens should have equal access to ambulance services; ambulance services are an integrated part of the overall emergency health care services; the closest available and appropriate ambulance will respond to patient regardless of political, administrative and other artificial boundaries; ambulance service operators are medically, operational and financially accountable to provide service to the highest possible calibre and ambulance services must adapt to the changing health care, demographic, socio- economic and medical needs in their area. Thames Emergency Medical Services Incorporated is meeting the needs of the County of Elgin residents and the Province of Ontario. DISCUSSION: At the end of each quarter, the County of Elgin's service provider for emergency services, Thames Emergency Medical Services (TEMS), provides a written report on the performance in a number of key measures. The information used by TEMS to measure key performance indicators, originates from the Province of Ontario. It is widely known that the data has errors, TEMS does make changes to obvious errors but cleaning up the entire year is an enormous staff time commitment. There are ways to have cleaner data, electronic Ambulance Call Report (eACR), and that requires a financial commitment. The eACR will be discussed in greater detail, in a report later this year. Other jurisdictions have from time to time reviewed the data and have found there was approximately a 20% error rate. That being said, the following are important statistics that can be used as comparables on a yearly basis. Call volumes by municipality in 2009 (excluding Code 8): Municipality Aylmer Bayham Central Elgin Dutton Dunwich Malahide Southwold West Elgin St. Thomas Totals Annual Call Volumes (1 4 and 8): Stations St. Thomas Edward Street St. Thomas Shaw Valley Aylmer Dutton Rodney 1 Other Municipalities 1 Total 1 of Calls 1 Population 662 1 6,199 183 5,792 873 12,174 278 3,574 336 7,394 357 4,349 400 1 5,493 4,230 1 31,571 7,319 1 76,546 2005 5,189 1,811 1,359 1,614 1,742 11,715 Calls per 1,000 pop 107 32 72 78 45 82 73 134 96 2006 20071 2008 2009 5,295 4,068 1 4,006 4,227 1,919 2,973 1 3,011 2,853 1,294 1,338 1 1,445 1,656 1,758 1,771 1 1,568 1,660 1,757 1,634 1,382 810 679 507 12,023 11,784 12,091 11,713 The Other Municipalities made pickups in the County of Elgin: Chatham Kent (3); Huron (1); Onieda (182); Oxford (202); Middlesex (110); and Norfolk (9). Data is not available for years 2005 to 2007 for other municipalities providing service within the County of Elgin or the City of St. Thomas. It should be noted that the Elgin County EMS contractor made the following pickups within the following municipalities: Chatham Kent (198); Huron (0); Onieda (8); Oxford (18); Middlesex (87); and Norfolk (0). Chute Time, time from crew being paged, to vehicle en -route to destination (T2 T3): Codes 1 and 2 (non- emergency), maximum 3 minutes 90% of the time, 2009 statistic, and 80.0 Codes 3 and 8 (prompt call or standby call), maximum 2 minutes 90% of the time, 2009 statistic, 97.4 Code 4 (urgent call), maximum 1.5 minute 90% of the time, 2009 statistic, 95.3 The most important response is for the urgent call (Code 4) and TEMS does meet the benchmark more than 95% of the time. Response Time, time from crew being paged, to vehicle arriving at destination (T2 T4) For code 4 calls the response time is mandated for Elgin County at 14.25 minutes (14 minutes 15 seconds, in 2009 the response time was 12.20 minutes (12 minutes 12 seconds). The 14.25 minutes was established in 1996 by the province and was not based on any scientific evidence but is simply a historical number. Public Relations: CONCLUSION: Year 2005 2006 2007 2008 2009 Clayton Watters Director, Engineering Services Response time minutes 13.41 13.25 12.28 12.19 12.20 TEMS provides a 14% faster service than what is required by the province. One area of concern is the calls to the southern part of Bayham. But, with the new base in Aylmer is reducing response times slightly. TEMS attended 61 events and spent 250.0 hours at those events. The events included: educational awareness; school visits (daycares, public schools and colleges); funerals; emergency services open houses and ceremonies to name a few. Public relations are a very important component for this service as it ties the community to the service on a non life threatening manner. Thames Emergency Medical Services Incorporated is exceeding the needs of the residents of the County of Elgin. TEMS service for Code 4 is better than mandated, which is a critical industry benchmark. Simply stated the objectives are: accessible; integrated; seamlessness; accountable; and responsive. Thames EMS provides services that exceed those objectives. RECOMMENDATION: That this report be forwarded to the City of St. Thomas for their records; and also, That this report be received and filed. Respectfully Submitted Approve •mission Mark G. McDona Chief Administrative Officer Definitions Code The response priority as determined by the call taker at the time of the initial call receipt, or as updated from subsequently learned information, as well as the transport priority as determined by the attending emergency medical attendants paramedics. Code 0 Administrative other: movement of vehicle for any non patient reason other than covered by codes 7, 8 and 9 Code 1 Deferrable call: a non emergency call which may be delayed without being physically detrimental to the patient. Code 2 Scheduled call: a non emergency call which must be done at a specific time due to limited availability of special treatment or diagnostic receiving facilities. Such scheduling is not done because of patient preference or convenience. Code 3 Prompt call: an emergency call which may be responded with moderate delay. The patient is stable or under professional care and not in immediate danger. Code 4 Urgent call: An emergency call requiring immediate response. The patient is life, limb, or function threatened, in immediate danger and time is critical. Code 5 Obviously dead: The patient is unmistakably dead but has not been pronounced dead so by a physician. Code 6 Legally dead person: The patient has been pronounced dead by a physician. Code 7 Down staffed vehicle: A regularly scheduled vehicle is available for a call, but one or more staff is unavailable such as due to illness or delayed driving to work. Code 8 Standby call: Vehicle or ambulance crew utilization to provide emergency coverage or for anticipation of a call. Code 9 Maintenance call: a vehicle is either out of service for maintenance at base or is sent to the garage for servicing. Time 0 Time when the ambulance communication officer initially answers the telephone to commence call taking. Time 1 Call received committed: time at which the ambulance communications officer has elicited sufficient address and problem nature information from the caller to be able to code and commit the request for service to be assigned an ambulance resource. Time 2 Crew notified: time at which the ambulance communications officer has completed selecting which ambulance resource to assign and provided the ambulance crew with response code and sufficient call location information (by base page, radio, telephone, belt page, PDA) to begin responding. Time 3 Crew mobilization: time at which the ambulance crew advises the ambulance communication officer (by radio or status messaging) that they are mobile and proceeding to the calls location. Time 4 Arrived scene: time at which the ambulance crew advises the ambulance communications officer (by radio or status messaging) that they have arrived at the calls location. Time 5 Departed scene: time at which the ambulance crew advises the ambulance communications officer (by radio or status messaging) that they have left Time 6 Time 7 Time 8 Time 9 Time 10 Time 11 Time 12 Time 13 Time Response Time Reaction Time the calls location. Arrived destination: time at which ambulance crew advices the ambulance communications officer (by radio or status messaging) that they have arrived at the destination location. Departed destination: time at which ambulance crew advises the ambulance communications officer (by radio or status messaging) that they have departed from the destination location. Returned to base: time at which the ambulance crew advises the ambulance communications officer (by radio or status messaging) that they have arrived back at the base. Emergency department notified: time at which ambulance communications officer advises the hospitals emergency room staff of an incoming ambulance patient. Police service notified tiered: Time at which the ambulance communications officer notifies the police service of a call requiring police assistance and or a call that meets the tiered response criteria for police assistance Call information completed: time at which the ambulance communications officer disengages from the caller after having completed pre -alert and tiered response notifications, collection of geographic and patient information and provisions of pre arrival instructions. Crew updated: time at which the ambulance communications officer completes providing the ambulance crew with additional information or verification of original information. Pre empted cancelled: time at which ambulance communication officer has advised the ambulance crew that the assignment has been cancelled for one of the seven incomplete call reasons (i.e. cancelled by double dispatching to a closer unit under the control of another communications centre; cancelled by doctor; cancelled by police fire; patient refused transport; other such as patient travelled by private car or no patient at the scene; higher priority call; and cancelled by reason of death). Fire service notified tiered: time at which the ambulance communications officer notifies the fire service of a call requiring fire assistance and or a call that meets tiered response criteria for fire assistance. Time elapsed between Time 2 and Time 4. Time elapsed between Time 2 and Time 3. REPORT TO COUNTY COUNCIL FROM: Peter Dutchak Deputy Director of Engineering Services DATE: March 23, 2010 SUBJECT: Elgin County Farm Safety Council INTRODUCTION: A letter of concern has been received from the Elgin County Farm Safety Council regarding vehicles passing farm machinery in an unsafe manner on County roads with narrow shoulders. DISCUSSION: The Elgin County Farm Safety Council has written to County Council advising them of concerns from farm owners and operators about travelling on some County roads with narrow shoulders and having vehicles pass them in an unsafe manner. They have recommended that road work be completed to accommodate large, slow moving farm machinery. The County of Elgin has approximately 100 kilometers of roads that are classified as either local or collector roads that have narrow roadway shoulders. In most cases, these roads have a "tar and chip" surface and were once local municipal roads that have been transferred to the County. Generally, these roads are considered low volume with average daily traffic of less than 1,000 vehicles and narrow 20 meter right of -ways. These roads typically have geometric deficiencies (steep hills and curves) and are posted as "half load" roads for their inability to support full highway loadings during the spring thaw season. For all these reasons, staff has identified these types of roads as requiring "capital needs or requiring major works to eliminate existing deficiencies. These roads share a list of capital needs with all other County road infrastructure that totals approximately $150 Million. As Council is aware, approximately $5 Million is invested annually towards these capital needs and therefore at this rate, this list of projects will never be completed. Major reconstruction work on any lower volume road is not included in the County's 5 -year capital plan at this time due to other road priorities and available funding. It should also be noted that the safe operation of a vehicle attempting to pass farm machinery on a public roadway, rests entirely with the operator of the vehicle attempting to pass. Therefore, the OPP should be notified of these instances and their locations as the farming season begins. CONCLUSION: A letter of concern has been received by the Elgin County Farm Safety Council regarding unsafe passing of farm machinery on County roads with narrow shoulders. They have recommended to construct wider shoulders or to construct pullover areas at 2km intervals. Reconstruction of the County roads in question are identified capital needs, however, these projects are not included in the County's 5 -year capital plan due to available funding and other infrastructure priorities. The potential safety problem is created by vehicles attempting to pass farm machinery and therefore the OPP should be notified to monitor these areas. RECOMMENDATION: That the Police Services Board be notified about the concern from the Elgin County Farm Safety Council with respect to unsafe passing of farm machinery on County roads. All of which is Respectfully Submitted, Peter Dutchak Mark G. Mc Deputy Director of Engineering Services Clayton Watters Director of Engineering Services Approved for Chief Administrative Officer MAR 3 2010 :UM ©F ELGIN ADMS" RATIVE SERVICE$ ELGIN COUNTY FARM SAFETY COUNC Warden Bonnie Vowel and Members of Elgin County Council We at Elgin County Farm Safety have received several calls in regards to little or no shoulders on county roads, example Avon Dr. Lyons Line, etc. Farm owners and operators have had many near misses as vehicle traffic attempts to pass farm machinery on these roadways. We at Elgin County Farm Safety would like to suggest one of two changes to such roads 1. Widen shoulders to a safe width to accommodate farm tractors and machinery 2. Allow for pullover areas 2 km apart to allow accumulated traffic to pass safely. We at Elgin County Farm Safety would like to take a proactive approach to this problem before more serious mishaps occur. We would be willing to meet with your office to discuss possible solutions to this problem. We would appreciate a response in writing so it can be discussed at our next monthly meeting, scheduled for April 5 2010. Thank you in advance for reviewing this farm safety concern. Yours truly, Bill Turvey, President Elgin County Farm Safety 45645 Southdale Line RR 2 ST Thomas On. N5P- 3S6 REC V ED INTRODUCTION: DISCUSSION: REPORT TO COUNTY COUNCIL FROM: Kathryn Russell, Tourism Development Coordinator Alan Smith, General Manager, Economic Development DATE: March 30, 2010 SUBJECT: New Ontario Regional Tourism Organizations In order to create a stronger, more coordinated and competitive tourism industry with increased economic capacity on December 18, 2009, the McGuinty government announced the approval of 13 new tourism regions across Ontario. See Appendix "A Tourism Region Map indicating the counties and /or municipalities located in each of the new regions. The County of Elgin and the City of St. Thomas is part of Ontario Tourism Region 1, which consist of 8 destination marketing organizations including; Chatham -Kent, Essex County, Haldimand County, Lambton County, Middlesex County, Norfolk County and Oxford County. This report outlines the background of how the new Ontario Tourism Regions were developed, next steps and potentially how the formation of Ontario Tourism Region 1 could impact the County of Elgin and City of St. Thomas. The 13 new tourism regions were developed based on feedback the Ministry of Tourism received from the release of Greg Sorbara's Tourism Competitiveness Study's final report, Discovering Ontario. The feedback included that regions needed to be sustainable, capture unique experiences and integrate existing brands and partnerships. Other important factors also recognized were; the tourist's perspective, travel patterns, common markets, natural landforms and existing infrastructure. In order to establish Regional Tourism Organizations (RTO) in each of the 13 regions, the Ministry of Tourism and Culture requested each region submit a Request for Expressions of Interest (RFEI) document by March 1, 2010. Ontario Tourism Region 1 submitted an RFEI document indicating a collective interest in becoming an RTO. Currently all completed submissions are being assessed. Assistant Deputy Minister of Tourism Policy and Development, Michael Kurts, will be in contact in the near future with each lead organization identified in the expressions of interest to schedule a meeting and to discuss next steps. It is anticipated that Regional Tourism Organizations will be established in regions across Ontario sometime in the spring of 2010. These organizations will be responsible for working with tourism partners to enhance and grow the region's tourism products and marketing activities. The Regional Tourism Organizations will be independent, industry-led, not -for- profit organizations responsible for building and supporting competitive and sustainable tourism regions to attract more visitors, generate more economic activity, and create more tourism jobs across the province. The benefits of becoming an RTO include; the unique opportunity to increase the ability to market and develop the tourism industry within Ontario Tourism Region 1 and across Ontario; improved industry collaboration and coordination; establish effective communication with government and the tourism industry; and access to ongoing funding support provided by the province. The RTO for each region will receive provincial government funding. The government allocated $40 million in ongoing annual funding to support regional destination marketing in Ontario's tourism regions, once established. To further support the industry through the transition, an additional $25 million was allocated starting in fiscal year 2010 -2011. Ministry staff continues to work on finalizing the details of the funding model for the $65 million (available to tourism regions in each of the next two years) that will include a base allocation to the RTOs and funding based on the performance of the accommodations sector within the region. In addition, Destination Marketing Fee (DMF) programs that are validated will receive their transition support funds through the RTO. Given the large size of the RTO that the County and City is in, the variations between regional products, experiences and visitor services, the impact of the new RTO on the County of Elgin and City of St. Thomas is unknown. Exact roles and responsibilities of RTOs are still being formulated. However, it is expected that each region will develop a business plan and that the RTOs will be involved with regional marketing, product development, and labour force development. CONCLUSION: Regional collaboration and innovation is critical to the tourism industry in Elgin County and the City of St. Thomas. Involvement in the RTO process demonstrates Elgin County's and the City of St. Thomas' commitment to the regional collaboration, partnerships, and coordination of Ontario Tourism Region 1. It is important that Elgin County and St. Thomas work with each jurisdiction within Region 1 towards creating a unique brand and experience within the provincial brand. The RTO is not meant to replace local Tourism efforts, but rather assist in enhancing them. Tourism is an important component of the County's Economic Development program. The County's involvement in the RTO will assist building relationships within Region 1 and will increase the ability to market and develop the tourism industry within Ontario, the County of Elgin and the City of St. Thomas. The County and City's tourism program will be enhanced thus creating greater economic impact to the area. RECOMMENDATION: THAT this report be received and filed. All of which is Respectfully Submitted Approved for Sub Kathryn Russell Mark G. Mc Chief Administrative Officer Tourism Developm &it Coordinator Alan Smith General Manager, Economic Development REPORT TO COUNTY COUNCIL FROM: Kathryn Russell, Tourism Development Coordinator Alan Smith, General Manager, Economic Development DATE: March 30, 2010 SUBJECT: Community Festival Event Partnership Program INTRODUCTION: In September of 2009, County Council approved the Tourism Development Strategy and Marketing Plan. The document contains a number of actions and marketing tactics to advance the Elgin and St. Thomas' tourism sector. One such action recommended to be implemented is to support existing events: "...that Elgin County takes a proactive role in supporting existing local events through designated event grants. The event grant allocation procedure will require a formalized process..." Therefore, in order to meet the goals of the tourism program and facilitate the development of Elgin County's and St. Thomas' economy, the Community Festival and Event Partnership Program (CFEPP) will begin in May as part of the 2010 tourism budget. The CFEPP will provide a source of funds to assist eligible community groups in defraying costs associated with events and festivals that attract people to the area which enhances the local economy. A draft CFEPP Guideline document, Application Form and Evaluation Matrix is attached for County Council's consideration. (See Appendix "A "B" "C DISCUSSION: Community festivals and events are an important way to celebrate the diversity, heritage, and uniqueness of the City of St. Thomas and the County of Elgin. The CFEPP contribution will provide community groups with an opportunity to take advantage of funding to support local festivals and events. Implementation of the program will also further assist the County and City in achieving the goals of the Tourism Development Strategy and Marketing Plan: to increase the amount of people that visit; to increase the length of stay of visitors; and increase the amount of money that visitors spend. The CFEPP will provide funding for three separate contributions of $2,000 per qualifying festival or event held between June 1, 2010 and December 31, 2010. The Economic Development Office has allocated the total CFEPP budget of $6,000 as part of the 2010 Tourism Budget. Funding for this program may be reduced and /or eliminated in subsequent years based on budgetary considerations and approval by County Council. The CFEPP will be administered by the Economic Development Office, which will promote the program, review applications, select and approve the final CFEPP recipients and coordinate the reconciliation of funds with the County of Elgin's Financial Services Office. In order to be eligible to receive the CFEPP contribution the sponsoring Elgin County or St. Thomas based organization, must be a registered charity, non- profit organization or community organization holding a community festival or event in Elgin County or St. Thomas. Those qualifying groups, who organize festivals and events in the following areas, will be eligible to apply for CFEPP a contribution: Arts and Culture, Community Celebrations, Annual Festivals, Multicultural Events, and New Community Festivals. However, it should be noted that those organizations that receive other County of Elgin or City of St. Thomas contribution monies for that year are not eligible for a CFEPP contribution. The CFEPP contributions will be promoted via an e-mail blast to non profit Elgin County and St. Thomas Tourism members, the local Chambers of Commerce and select Elgin County and St. Thomas organizations (ex. Elgin Business Resource Centre), newspaper advertising, and a press release. Funding applications will be available on the Progressive by Nature website or by contacting the Economic Development Office. Elgin County and St. Thomas community groups will be expected to submit a complete CFEPP Application Form, signed terms and conditions and supporting documentation by May 21, 2010. Applications will be reviewed and selected using an Evaluation Matrix by the Economic Development Office and final CFEPP contribution recipients contacted by May 28, 2010. All CFEPP contributions will be awarded on a competitive basis according to the evaluation and eligibility criteria. CONCLUSION: The CFEPP contributions are designed to encourage Elgin County and St. Thomas community groups to hold new or enhance existing community festivals and events. The economic benefit of the CFEPP contributions includes facilitating the development of the local economy and tourism in Elgin County and the City of St. Thomas. In providing an additional source of funds for eligible community groups the County of Elgin and City of St. Thomas are supporting innovative projects and contributing to the development of the community. RECOMMENDATION: THAT the Community Festival and Event Partnership Program Guideline document, Application Form and Evaluation Matrix be approved; and That the delivery of the Community Festival and Event Partnership Program in subsequent years be determined through the regular County budgetary approval process. All of which is Respectfully Submitted Kathryn Russell Tourism Development Alan Smith General Manager, Economic Development Mark G. 1 Chief Administrative Officer 2010 Community Festival Event Partnership Proaram Guidelines Elain County City of St. Thomas Application Deadline: Friday, May 21, 2010 Appendix "A" Overview The County of Elgin and City of St. Thomas encourages groups to build community and celebrate the areas unique culture by holding special festivals and events in the County and City. In support of this goal, contributions are available for community groups which take it upon themselves to enhance the quality of life of Elgin and St. Thomas citizens by organizing festivals and events within the community. The Community Festival and Event Partnership Program (CFEPP) consist of three separate contributions of $2,000 per qualifying festival or event. Please review the following eligibility and evaluation criteria and terms and conditions to determine if your group qualifies. If you have questions, call the Economic Development Department at (519) 631 -1460 ext. 164, send an e-mail to Imorritt elgin- county.on.ca or visit the web at www.oroaressivebvnature.com. Groups applying for the program also need to fill out and submit a CFEPP Application Form before the submission deadline of May 21, 2010. You may obtain the CFEPP Application Form at www.oroaressivebvnature.com or pick one up at the County of Elgin, Administration Building, Economic Development Office. The total amount of the Community Festival and Event Partnership Program contribution for festivals or events held between June 1, 2010 and December 31, 2010 is $6,000. However, the County may not grant all of the funds, depending on the quality and number of applicants. Important note: funding for this Program maybe reduced and /or eliminated due to budgetary considerations. Eligibility Criteria for Community Festival Event If you are interested in applying for a contribution towards helping to cover some of the costs for your community festival or event, please review the following eligibility requirements listed below: Qualifying groups based in Elgin County and St. Thomas who organize festivals and events in the following areas will include: Arts and Culture, Community Celebrations, Annual Festivals, Multicultural Events, New Community Festivals. Your group must submit an accurate and complete Community Festival Event Partnership Program application by the deadline of May 21, 2010. Applications must meet the goals of the Tourism and Marketing Plan including: 1. Increase the amount of people that visit. 2. Increase the length of stay of visitors. 3. Increase the amount of money that visitors spend. Eligibility Criteria for Community Festival Event continued All applications are for one -time funding, projects must be completed between June 1, 2010 and December 31, 2010. Admission to your event must be free or low cost admission to participants. The event must be held within County and /or City limits. CFEPP contributions will not be awarded to individuals. Applicants must submit an event budget and show financial need. Applicants must identify whether or not the event will be a fundraiser. (The application review team will decide on a case -by -case basis whether or not they will allow contributions to be given to festivals or events that are fundraisers.) The sponsoring organization must be a registered charity, non profit organization or community organization. Applicants must attach a copy of non profit documentation if the organization has such documentation. CFEPP contributions must be used only for the event or festival. Applications must submit a one -page report (plus photos) confirming that the project is complete after the festival or event. Applicants must obtain required permits, clearances, insurance, and event /festival authorization and pay any relevant fees in a timely manner. All Applicants must fill out a Community Festival Event Partnership Program Application Form. Organizations receiving CFEPP contributions must acknowledge the support of the County of Elgin and City of St. Thomas where appropriate. Organizations that are collaborating with the County or City in co- sponsoring an event are eligible to apply for a contribution. However, contributions can only be used to defray expenses incurred by the co- sponsoring organization(s) rather than the County or City. Applicants cannot be currently receiving any additional funding from the County of Elgin or City of St. Thomas to qualify for CFEPP contributions. Evaluation Criteria Applications will be evaluated for funding based on the following criteria: The festival or event encourages celebrations of community which focus on the character, diversity and quality of the County of Elgin and City of St. Thomas and provide vitality and identity to the community. The festival or event meets the goals of the Tourism and Marketing Plan. The festival or event is of a County /City wide nature and demonstrates an ability to draw a crowd of at least 500. Priority will be given to Elgin County and St. Thomas Tourism Members. The sponsoring organization must demonstrate the ability to produce a well planned, safe event. The sponsoring organization demonstrates strong financial management and effective management controls, including cost effectiveness. The review team will consider the financial and budgetary capabilities of the sponsoring organization. The Community Festival and Event Partnership Program contribution will represent no more than 50% of the total budget, including the value of in -kind goods and services. Higher priority will be given to encouraging new festivals and events, as well as supporting existing events that have been highly successful in the past, subject to other criteria. Terms and Conditions If the applicant is successful in receiving a contribution, the following terms and conditions apply. The authorized signatures below indicate that the applicant agrees to abide by these terms and conditions. 1. Once a contribution is approved, the amount of the contribution will not increase. 2. Because funding is limited, applications will be evaluated based on the eligibility and evaluation criteria. 3. Festivals and events carried out on municipal or city property will be carried out in partnership with the department involved. All such applications must be reviewed by the municipal /city contact prior to submission and a letter of support from the relevant department is required. Terms and Conditions continued 4. Applicants will be considered only if they are submitted before the project begins and any eligible costs associated with the project are incurred. Projects will not be funded retroactively. 5. Organizations that receive contributions through the CFEPP must acknowledge the support of the County of Elgin and City of St. Thomas in all advertising, publicity, signage etc. related to the festival or event. Branding, signage, and logo usage pertaining to the County of Elgin must be approved by the Economic Development Office prior to use or inclusion in any marketing /communications material. 6. CFEPP contributions must be expended between June 1, 2010 and December 31, 2010. Extensions must be requested in writing in advance. 7. CFEPP recipients may be reimbursed for up to 50% ($1,000) of the total contribution amount ($2,000), once approved, rather than in a single lump -sum at the conclusion of the event. Decision to reimburse in multiple payments will require approval from the County of Elgin and may be justified if recipient incurs significant expenses prior to the festival or event. All original receipts must be submitted with invoices, along with an itemized brief description of each expense. 8. CFEPP contribution approval in a given year does not set a precedent or guarantee approval for future years. All applicants are subject to a fresh review vis -a -vis competing applications each year. 9. CFEPP recipients (and their sponsors, if applicable) are entirely responsible for planning, promoting, and staffing their festival or event. The County or City will not be involved in planning, promoting, or staffing the festival or event. 10. Recipients agree to indemnify and hold harmless the County of Elgin or the City of St. Thomas from any an all claims arising out of the providing /withdrawal of funds, construction of projects or any other use of contributions provided as a result of the CFEPP process. 11. All applicants consent to the public release and County or City use of information contained in their applications and reports submitted to the CFEPP and agree that the content of the application may form a public record that can be accessed by the public. 12. If information in the application proves to be inaccurate or if the project is not being completed in accordance with the application information, or if the applicant does not follow the CFEPP terms and conditions, the County of Elgin and City of St. Thomas reserves the right, at its sole discretion, to withhold payment and not issue any further funds. Terms and Conditions continued 13. The County of Elgin shall have the right to review the applicant's books and records regarding the Community Festival Event Partnership Program project. 14. By accepting the Community Festival and Event Partnership Program contribution, the applicant consents to the release to the County of Elgin of financial /project information by any other organization providing funding or financial support to the applicant regarding the same project. Authorized Signature(s) (two needed if not incorporated): Name Name Position Position Signature Signature Applicants should mail, fax, e-mail or deliver a signed copy of the Application Form, Terms and Conditions and supporting materials to the Economic Development Office at: Community Festival Event Partnership Program Economic Development Department County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Fax: 519 631 -4549 E-mail: Imorritt© elgin- county.on.ca Deadline: Friday, May 21, 2010 at 4:00 p.m. (no exceptions) APPLICATION PROCESS: STEP 1— Application 2010 Community Festival Event Partnership Program Application County of Elgin City of St. Thomas Application Deadline: Friday, May 21, 2010, 4:00 p.m. You may either; 1) Print this application and complete the hard copy, or 2) Type your responses electronically and print or save for submission. Application Checklist: Ensure your application is complete, and you have filled in and enclosed all the necessary information. Complete the Community Festival Event Partnership Program (CFEPP) Application Form. Include additional supporting materials (e.g. photos etc.) Optional Have the form and terms and conditions signed by appropriate official(s) from the organization. Include a letter of support from the relevant municipal /city department if project is linked to municipally owned or city owned land or a facility. 1 STEP 2 Evaluation Approval Projects will be reviewed by the Economic Development Department, which makes the final project approvals on the three CFEPP recipients of $2,000 each. Appendix "B" Once approved, applicants may request an advance of up to 50% of the total contribution amount of $2,000, if required and subject to approval on a per project basis. Invoices and proof of the completion of the work will be required before total CFEPP funds will be released. 1 STEP 3 Completion The applicant must provide a one -page report (plus photos) confirming that the project is complete, along with a financial statement and supporting documents /invoices in order to receive the CFEPP funds. 2010 Community Festival Event Partnership Program Application County of Elgin City of St. Thomas Please answer all questions completely, including as much detail as possible. Ensure you have read the "Community Festival Event Partnership Program Guidelines" prior to completion of this form. CFEPP contribution recommendations will be decided based upon a competitive review process; this application and any attachments are intended to be the primary subject of evaluating your CFEPP proposal. Applicants will be notified of award decisions no later than May 28, 2010. Applications may be submitted by fax (519) 631 -4549, e -mail, in- person or by mail to: County of Elgin, Attn: Economic Development, 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1. If you have questions or require more information, call (519) 631 -1460 ext. 164, or e -mail Imorritt countv.on.ca. You may also visit us online at www.proaressivebvnature.com. APPLICANT INFORMATION: Sponsoring Organization(s): Is the sponsoring organization a member of Elgin County St. Thomas Tourism? Yes No Authorized Representative Information: Name: Title: Organization: Phone (wk /cell): Email: Mailing Address: Web Address: Mandate of the Organization: Is the organization an incorporated non profit or registered charitable organization? Yes If YES, please print the Incorporated /Charitable Registration Number: No If NO, please provided background information on the organization and how it would handle the financial requirements of the project: FESTIVAL EVENT PROJECT INFORMATION: Festival/Event Name: Date(s)/Time(s): 1. Please describe your festival or event (you may attach additional details or supporting documentation). 2. Have you held this festival or event before? If so, when and where? 3. How does your festival or event encourage a celebration of community, including the character, diversity and quality of Elgin County and St. Thomas? How does it provide vitality and identity to the community? 4. How does your project support the goals of the County of Elgin and City of St. Thomas Tourism and Marketing Plan? 5. Is your festival or event a fundraiser? If so, for what purpose will the funds be used? -0V„Ij :-V004,14Me AT"; A'.30141k11,411:tdOIVA, er:itki,4047:45WWVA VI,MONTPWASYM-24§,rf El 6. What steps are you taking to ensure a well-planned, safe festival or event? 7. Is there an admission fee/cost to attend your festival or event? 111 Yes If YES, how much? Adult Senior Child Other 111 No in 8. Is the project linked to a municipally owned or city owned land or a facility? El Yes If YES, a letter of support from the relevant department is required. I=1 No Marketing Promotion: 6. Is your festival or event County/City wide or targeted to a particular neighbourhood, demographic or geographic area (include location)? If targeted, to whom? 7. How many people do you expect to attend your festival or event? How did you arrive at this estimate? 8. Please describe your promotional plan to notify the public of your festival or event. ev554itigt 5 5 4k4a44 4 '1 5 *NM 5 4541 4:ft VEAV5-„,f FESTIVALS EVENTS PROJECT BUDGET SUMMARY: 9. Please describe what kind of controls you have in place to ensure that your festival or event will be planned cost effectively, with strong financial management and effective overall event management? How has your organization demonstrated these qualities in the past? 10. Please attach a detailed budget for your festival or event including: Total Expenses Anticipated Revenue (if applicable) Net Cost (Total Expenses less Anticipated Revenue) Any expenses you expect to be donated in-kind (include an estimated dollar value of each donated in-kind expense in your budget) 11. How will you obtain the remaining funding for your festival or event? Why are you requesting a CFEPP contribution from the County and City of St. Thomas? Authorized Signature(s) (two needed if not incorporated): Name Position Signature e--AV,ef, v -A ti v i*vqpkyfr4;,Y:..x,;oi, p•f '-p,,,pt,f,w, lVira2SgWNP.gktgWWzg=_,WAV Name Position Signature Thank you for your interest in the Elgin County City of St. Thomas Community Festival Event Partnership Program! 4 AIRS ,4 40 1CP2A,g 0. **1 6, 77,40--,3430*4.4,4.,ANat, fANSKSOS4 P,,qtr'qgp Sponsoring Organization(s): Authorized Representative Information: Name: Title: Organization: 2010 Community Festival Event Partnership Program County of Elain City of St. Thomas Evaluation Matrix CATEGORY MARK WEIGHT AMOUNT 1 (lowest) to 10 (highest) I Accurate Complete Application. I 10 I Met the goals of the Tourism Marketing Plan. I I 20 I Elgin County and St. Thomas Tourism Member. I I 10 The festival or event is of a County /City wide 5 nature and demonstrates an ability to draw a crowd of at least 500. The sponsoring organization demonstrates the 15 ability to produce a well planned, financially viable and safe event. The sponsoring organization demonstrates a 10 financial need. I Met the eligibility criteria. I 15 I I New or existing successful festival or event. I 15 I TOTAL SCORE I I 100 Appendix "C" Pk,;knitt. k FROM: Tanya Tilton -Reid Human Resources Coordinator DATE: April 6, 2010 SUBJECT: Human Resources Policy Update Attendance Management System 9.30 INTRODUCTION: DISCUSSION: CONCLUSION: REPORT TO COUNTY COUNCIL In a recently requested legal review of the Human Resources Policy Manual, policy 9.30 Attendance Management System, vulnerabilities from a legal sustainability perspective were identified. In recent discussions with the County of Elgin's Management Lawyers, aspects of the County's current Attendance Management System policy 9.30 were recognized as requiring amendments. Of particular concern was the policy's lack of effective integration of human rights based accommodation obligations on attendance management. The policy needs to recognize that where an employee experiences significant absenteeism rooted in disability issues, it would be a violation of the Ontario Human Rights Act (OHRA) to communicate that his /her disability related absenteeism places the employee in breach of acceptable attendance requirements and places his /her employment at risk. Accommodation obligations under the OHRA require that an Employer re- define the terms of "acceptable absenteeism" for such individuals. Revisions as suggested and discussed with the County's legal professionals have been made to the Attendance Management Policy 9.30 as attached. RECOMMENDATION: THAT County Council adopt the revisions to policy 9.30 as proposed. All of which is Respectfully Submitted Tanya Tilton -Reid Human Resources Coordinator fb e Dire •r o v man Re ources Approved fo si Mark G. nald Chief Administrative Officer County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 1 of 22 Date Last Revision: March 22/10 COMMITMENTS The County of Elgin and its employees have a mutual interest and shared responsibilities for the maintenance of regular attendance and effective management of attendance. The County is committed to a healthy and safe working environment for all employees. When illness or disability prevents regular attendance the County will work cooperatively with all stakeholders to facilitate an early and safe return to work. The County is further committed to recognizing and responding to accommodation issues attending disability related absences. The County's employees have an important responsibility to contribute to a save and healthy workplace; and to provide their full cooperation to any initiatives directed at supporting, encouraging, and facilitating regular attendance. objectives: PURPOSE The purpose of the Attendance Management System is the following: a) To ensure all members of the County's workforce community understand and meet their responsibilities with respect to attendance. b) To support all members of the County's workplace community in maintaining a level of attendance consistent with the objectives and interests of the county in terms of delivering its services. c) To help County employees achieve optimum attendance at work by making every reasonable effort to provide accommodation, assistance, and rehabilitation. d) To respond to the facts of individual cases in passing through all the steps of the program. This program is not intended to be applied in a mechanical fashion which endeavours to have "one size fits all but to rely on objective evidence relating to the attendance. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Page 2 of 22 e) To provide guidance to management staff who are responsible for dealing with attendance issues. f) To enable the employer to conduct its operations in a safe, efficient and orderly manner. g) To maximize service delivery to the public. h) To be in compliance with the Employment Standards Act. Emergency leave days are not included in the attendance management system The quantum that falls within the emergency leave Employment Standards Act, can be considered both in the manageable and approved categories. Family Medical leave days are not included in the attendance management system. As per the Employment Standards Act this leave may be taken to provide care or support to family members (defined by ESA) who have a serious medical condition with a significant risk of dying within a period of 26 weeks. The leave is unpaid, job protected time off work for up to 8 weeks within a 26 -week period. i) To manage attendance and absenteeism in a manner that recognizes and responds to the equality rights guarantees of employees where the interruption in the ability to provide regular attendance, or attendance consistent with norms attending disability issues. j) To ensure compliance with the Ontario Human Rights Code; specifically the duty to accommodate where the employee's inability to meet attendance expectations is caused by disability. AMS d Is primarily with attendance issu &s, which arc generally defined as non blameworthy and regulations, policies, In order to ensure consistent management of attendance issu: c Management System, the following definitions have been developed: DEFINITIONS: Emeraencv Leave Qualifiers: Qualifying needs Employee's needs: Illness Injury Medical emergency Broader family member's needs: County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Code A Page 3 of 22 Death Illness Injury Medical emergency An urgent matter (undefined) Medical Time Loss Review (MTLR) condition is the reason for inadequate attendance. The MTLR is an assessment to be pursued whenever in the course of the employee's management in the Attendance Management System there is a need to determine whether a condition of disability is impacting the employee's ability to meet the attendance benchmarks. The purposes of the MTLR are: 1. To determine if there is a disability issue. 2. To assess the impact of the disability issue on a) An employee's ability to provide regular attendance, and /or b) Employee's ability to meet/perform all the regular duties and regular scheduling requirements when at work. 3. To identify any accommodation issues /needs attending the verification of a disability issue impacting attendance. Return to Work Medical Clearance The Return to Work Medical Clearance is an assessment to determine the employee's ability to perform the essential duties of his /her regular job in a safe and predictable manner. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Page 4 of 22 MANAGEABLE ABSENCES: The purpose of the AMS policy is to encourage and support employees in maintaining attendance levels consistent with the "Manageable Attendance Rate" (MAR) defined in this policy. "Manageable Absences refers to absences that will be addressed through the steps of the AMS. Manageable absences include all absences or withdrawals of services except for approved absences or disability related absences which are subject to accommodation activity. "Culpable Or Blame Worthy Absences" will be addressed through progressive discipline. "MANAGEABLE ATTENDANCE RATE" "MAR The Manageable Attendance Rate is exceeded whenever the employee's rate of "Manageable Absences" as defined under this policy exceeds 4 incidents or 10 days in any 12 month period. !absent Without Pcrmirsion An absence where the employee fails to report an absence to his /her supervisor according to These absences may be subject to disciplinary action. 2 Leave-of-Absence ac are to some extent controllable. These absencac arc defined as 2 Shod Term Dis Lona Term Disability An absence where the employee notifies the employer that he /she is unable to work duc to illness-, non occupational injury or doctor's e-p -pests. These absences are subject to the Attendance Management procedures. An absence resulting from illness /non occupational injury as determined by a third party claims County of Elgin Code A Page 5 of 22 to the Attendance Management procedures. Approved Absences include: These absence° a 5. Legal Strikes An absence resulting from unresolved formal contract negotiations. 6. Maternity Leave Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Date Approved: Oct. 1/87 Date Last Revision: March 22/10 These alacences are subject "APPROVED ABSENCES absences falling within the definition of approved absences set out below are excluded from the definition of "Manageable Absences" and thus not included in evaluating the employees attendance against the benchmark of the "Manageable Absenteeism Rate There arc some absences to which the employee is entitled to by law or under terms of the collective 1. Absent with Permission An approved paid absence in accordance with the provisions of the collective agreement or County policy. 2. Compassionate Leave An approved absence due to the death of a family member, in accordance with provisions of the collective agreement or County Policy. 3. Doctor's Appointment An absence where the employee requests leave to attend up to two physician or dental appointments, each no greater than one -half day in length or in accordance with provisions of the collective agreement or County policy. At the discretion of the Supervisor, a sick day or a part thereof may be used to attend an appointment with a specialist, as these are difficult to schedule. 4. Leave of Absence An approved unpaid leave of absence of one day to a maximum of five incidents per year. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 6 of 22 Date Last Revision: March 22/10 An approved absence for maternity leave in accordance with the Employment Standards Act and based on the appropriate medical authorization. 7. Modified Work/Rehabilitation An approved absence for participation in a temporary modified work or rehabilitation program in accordance with established gradual return to work procedures. 8. Parental Leave An approved absence available to adoptive and /or natural fathers and /or mothers in accordance with the Employment Standards Act. 9. Suspension An absence where an employee is instructed to be absent from scheduled working hours as a result of disciplinary action. 10. Temporary Lay -Off An absence resulting from the temporary unavailability of work. 11. Union Business An absence approved by the Corporation to engage in union related activities. 12. Vacations /Holidays An approved absence where an employee does not report to work due to vacation or holidays in keeping with collective agreements and corporate policies. This includes, lieu statutory days, lieu overtime days, holidays (non paid). 13. Witness /Jury Duty An approved absence to perform witness or jury duty activities, in accordance with the provisions of the collective agreement or County policy. 14. Workplace Safety and Insurance Board Benefits An absence resulting from a work related injury or illness. These absences are not subject to the Attendance Management procedures. Special Circumstances The employee is responsible for contacting the Director of Human Resources /Department Head to diccu the special circumstancos. Examples: Employee sent home due to illness Employee was ill with a life thr toning illnc "s County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Code A Page 7 of 22 EMPLOYEE RESPONSIBILITIES: 1-` REPORTING AN ABSENCE: General Responsibilities Maintaining regular attendance is an important employment obligation of every employee. The County recognizes that employees may experience circumstances that unavoidably conflict with the obligation to attend work. Employees are expected to deliver the effort, information, and cooperation required to minimize the impact of absenteeism on the workplace. Employees are expected to make every effort to maintain a level of attendance that supports the County in delivering its commitments as a service provider. Employee Responsibilities Specific Employees who are absent from work shall: 1) Report all absences to the immediate supervisor, or equivalent designate, in the manner and time prescribed in the Attendance Management System and /or Collective Agreements and /or Short and Long Term Disability Plans and /or County Policies, and /or departmental procedures. 2) Make every effort to contact the immediate supervisor, or equivalent designate, prior to the start of the shift. 3) It is the employee's responsibility to provide his /her immediate supervisor with the following information: reason for absence according to defined absence types expected date of return 4) Employees who fail to report an absence shall be recorded as absent without leave. attendance and to maintain operational efficiency: County of Elgin Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Code A Page 8 of 22 Rccourccs Coordinator in ordcr to dctcrmine the poccibility of work a asccscment will take placa. his /her employee. Section: 9 5. Employees will be required to maintain contact and provide functional ability related documentation with the third party claims management company and /or the Manager /Supervisor as well as the Human Resources Coordinator regarding return to work possibilities. 6. Documentation Obligations: The County or its designate may require input or documentation from individuals other than the employee in connection with managing and responding to issues attending the employee's absence, in particular input and documentation from Medical Advisors. Employees are required to provide full cooperation in facilitating the County or any third party designates access to relevant documentation. 7. Employee's General Duty to Cooperate: Employees are required to provide their full cooperation in response to any request for information, documentation, or other input in connection with absences. Such cooperation is necessary to enable the County or a third party designate to successfully address the employee needs and workplace needs that may attend an employee's absence. MANAGEMENT RESPONSIBILITIES: 1) Pursue regular communications with employees reinforcing the importance of their regular attendance. 2) Secure and record any information or documentation from an absent employee that is required in accordance with this policy. 3) Be accountable for the attendance level within the groups you supervise. 4) Know and follow the procedures outlined in the attendance management system. 5) Ensure the consistent application of the attendance management system procedures within the groups they supervise. 6) Demonstrate due diligence in creating a healthy and safe work environment. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 9 of 22 Date Last Revision: March 22/10 7) Manage employee absenteeism by regularly reviewing attendance records, identifying attendance issues, and addressing the attendance issues as per the AMS policy. 8) Create a supportive environment where by the employee is positively reinforced through the period of illness or disability. 9) Work with Human Resources to identify suitable accommodation activity to accommodate employees as required. SUPERVISORS RESPONSIBILITIES: Supervisors shall: 1) Receive calls from absent employees to: determine the anticipated length of absence and /or return date determine status of outstanding work, assignments, etc. to assess disposition express concern regarding employee's health 2) Ensure that all employees are aware of the designate to be reported to when absent. In identifying a designate, supervisors should select an equivalent or higher level of management. 3) Monitor and document all contacts from employees and note any revisions of expected date of return to work. 4) Notify the Human Resources Coordinator of absences expected to be, or in excess of, 3 working days and changes in return to work dates resulting from regular contact with absent employees. 5) Demonstrate due diligence in creating a healthy and safe work environment. 6) Create a supportive environment where by the employee is positively reinforced through the period of illness or disability. 7) Work with Management and Human Resources to identify suitable accommodation activity as required. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 10 of 22 Date Last Revision: March 22/10 DIRECTOR OF HUMAN RESOURCES RESPONSIBILITIES: 1) Regularly review the corporate and departmental levels of attendance. 2) Ensure that department heads are consistently managing the level of attendance within their departments in accordance with the attendance management system procedures. HUMAN RESOURCES DEPARTMENT RESPONSIBILITIES: 1) Provide overall administration of the attendance management system, including providing timely attendance reports to Director of Human Resources and department management, and regularly inform management of the effectiveness of the attendance management system. 2) Support departmental management in the AMS process. 3) The Human Resources Coordinator will liaise with the employee, the third party claims management group, the Supervisor, the Workplace Safety and Insurance Board, the Benefit Carriers and any other persons necessary to assist with the administration of the Absentee Attendance Management System. 4) Monitor the overall health and welfare of all employees. While the emphasis is on preventive medicine, the Human Resources Department (Human Resources Coordinator) will request the third party claims management company to arrange a consultation with a medical practitioner to assess an employee regarding his /her ability to perform job duties in a safe and predictable manner and provide assistance to employees through the AMS. 5) Monitor the management of the AMS process to ensure that it is being administered consistent with the Ontario Human Rights Code. WORKPLACE SAFETY AND INSURANCE BOARD BENEFITS: All incidents /accidents which occur during the course of duty, no matter how minor, must be reported immediately to the supervisor or designate and appropriate incident/accident forms completed and forwarded immediately to the Human Resources Coordinator. RETURN TO WORK CLEARANCES: County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 11 of 22 Date Last Revision: March 22/10 Employee Responsibility Report to third party claims management company and /or the Human Resources Coordinator before returning from any absence exceeding time limits outlined in the Collective Agreements or County Policy Report to Human Resources Coordinator before returning from any absence with limitations or restrictions Provide medical documentation regarding limitations or restrictions regarding the ability to perform regular duties in a safe and predictable manner Report to Human Resources Coordinator before returning from any WSIB absence Supervisor Responsibility For all absences of 5 working days or less due to Short Term Disability, refer employee to Human Resources Coordinator when employee indicates that there are restrictions or limitations or when there are just concerns regarding the employee's ability to perform duties in a safe and predictable manner Ensure all employees returning from WSIB benefits have been cleared to return by the Human Resources Coordinator Human Resources Coordinator For all absences due to Workplace Safety and Insurance Board benefits, notify WSIB of employee's return Review all absences exceeding 3 working days due to STD or LTD Review all absences of 3 working days or less where employee was referred by supervisor. ATTENDANCE INTERVIEW PROCEDURES: Interviews will not be required at Level 1 or 2, unless requested by the employee. A notice will be sent from the Human Resources Department to the supervisor, to inform them of the attendance. The Supervisor will provide a letter to the employee to inform him /her of the attendance concern. The intent and purpose, is to provide disciplinary discharge. Interviews are not disciplinary proceedings. The intent and purpose, is to provide information and assistance to the employee regarding his /her attendance, responsibility to maintain an acceptable level of attendance, to identify and address any accommodation issues; and to clearly indicate that a persisting failure to meet attendance County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Page 12 of 22 expectations would be a serious breach of their employment obligations and could result in frustration of the employment contract. At Level 1 and 2, a notice will be sent from the Human Resources Department to the supervisor, to inform them of the attendance. The Supervisor will provide a letter to the employee to inform him /her of the attendance concern. No mceting is rcquircd unlccc the employce requests it. Where the employee believes that he /she is experiencing a disability issue impacting their ability to meet the "MAR the employee should advise their supervisor and request a meeting. A meeting will be held with the supervisor and Human Resources to discuss and assess the issue of disability and discuss any relevant accommodation issues that may arise. The meeting may result in a referral for a "Medical Time Loss Review" (MTLR). It is the employee's responsibility to request a meeting. No notice will be sent when an employee's rate of manageable attendance is at or below 4 incidents or 10 days or less in any 12 month period. When an employee's rate of manageable attendance exceeds 4 incidents or 10 days in any 12 month period after Levels 1 and 2, the supervisor will notify the employee in writing that he /she should arrange an interview with the supervisor. This interview will be documented. If the employee has not contacted the supervisor within two weeks of the date of the first notice, the supervisor will send a follow -up letter. Should the employee's rate of manageable attendance exceed 4 incidents or 10 days at any time within a 12 month period following the interview, the employee shall proceed to the next level. Should the employee's rate of manageable attendance exceed 4 incidents or 10 days between 12 and 24 months following an interview at any level of the AMS, the same level interview will be repeated. Should the employee's rate of manageable attendance exceed 4 incidents or 10 days after 24 months following an interview at any level of the AMS, the employee will re -enter the procedure at Level 1. At all stages of the AMS follow -up interviews, when an employee demonstrates improvement in meeting attendance expectations, the supervisor will: a) Commend the employee on his /her improvement. b) Emphasize the importance of meeting and maintaining attendance expectations. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Page 13 of 22 Except for level 1 and 2, all supervisors are required to document all actions taken through the various stages of AMS and forward them to the Human Resources Department for input onto the data system. Following the return to work date after the absence that triggered the notice /interview the employee will begin a new 12 month period for the purpose of Attendance Management monitoring procedures. Note: The substantiation of disability issues and accommodation needs at any level will result in a re- evaluation of the employee's status in the context of the targeted manageable absenteeism rate and may affect the progressions through the levels. ATTENDANCE INTERVIEW GUIDELINES: 1. Stress that, after Levels 1 and 2, the interview results from him /her being identified as having a rate of manageable attendance that exceeds 4 incidents or 10 days. Subsequent interviews result whenever the employee's rate of manageable attendance exceeds 4 incidents or 10 days in any 12 month period. 2. Indicate to the employee that there is concern for the employee's health status and the Corporation wants to assist him /her in fulfilling Corporate objectives by meeting attendance requirements. Outline the problem by: a) Showing the employee a copy of his /her attendance for the past 12 month period. b) Stating the Corporation's need and desire for every employee to be at work on each working day. 3. Encourage the employee to volunteer all relevant information regarding the cause and circumstances of the absence. This will assist the supervisor in identifying relevant strategies and supports to facilitate improved attendance. 4. Where the employee identifies medical issues that are potential disability issues, the supervisor shall pursue inquiries directed at determining if there is a disability issue. If a disability issue is confirmed, the supervisor together with Human Resources will assess and implement the accommodation activity required. 5. Identify how the employee's absences affect his /her Department: a) Morale of fellow employees b) Effectiveness and productivity of the work group c) Quality of service to the public County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 14 of 22 Date Last Revision: March 22/10 6. Stress the need for improvement. Make the employee aware that an improvement in his /her attendance is expected. 7. Outline to the employee his /her options: a) Correct the problem on his /her own b) Ask for help c) Do nothing and deal with the potential consequences 8. Offer assistance options to the employee: a) Employee Assistance Program. Any employee who seeks assistance will be provided information about the County's Employee Assistance. b) Medical assistance through the Human Resources Department and /or the third party claim management provider. 9. Inform the employee that his /her attendance will be monitored. 10. Advise the employee of the consequences if there is no improvement risks of his /her inability to maintain acceptable attendance. 11. Have the employee restate what you have explained to ensure that he /she understands. 12. Ask the employee for his /hcr comments. Invite the employee to provide any input or comments that could assist in working together to improve attendance. 13. Document the Meeting forward copy to the Director of Human Resources. Note: It may not be appropriate to discuss 5, 6, 7 and 10 where it is determined that disability related absences have resulted in the employee exceeding the "Manageable Absenteeism Rule" (MAR). EMPLOYEE REPRESENTATION: County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 15 of 22 Date Last Revision: March 22/10 As previously stated, interviews at the early levels are not intended to be disciplinary but rather a communication between the employee and management regarding attendance information and expectations, assistance available and potential outcomes. Should a unionized employee wish to have representation present at the interview, he /she may request it at any and all levels. Commencing at level 3 In the latter interviews, where attendance improvement has not been demonstrated by the employee, a union representative's attendance shall be invited by the supervisor /manager. It will be of value to include the union representative in interviews and assessments where disability issues are impeding attendance, given the multi -party responsibilities attending Accommodation issues. LEVELS Level 1 (Initial Concern Notice) An initial concern occurs when an employee's rate of manageable attendance exceeds 4 incidents or 10 days within a 12 month period. A notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. No meeting is required unless the employee requests it. This notice is designed to inform the employee of the attendance. If the employee indicates that there is a medical condition for the attendance, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review A follow -up meeting will be held, no later than 3 months after the referral to the Human Resources Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. Level 2 a (Further Concern Notice) A Level 2 a notice will be sent from the Supervisor to the employee, to inform them of the attendance. No meeting is required unless the employee requests it. This notice shall be sent if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 1 notice or since medical intervention and establishment of an action plan. This notice is again designed to inform the employee of the continuing attendance concern. If the employee indicates that the attendance is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 16 of 22 Date Last Revision: March 22/10 A follow -up meeting will be held with the employee, no later than 3 months after the referral to Human Resources to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. Level 2b (Follow Ua Meetina) A Level 2b meeting shall be conducted three months after the Level 2a notice ONLY if the employee's rate of manageable attendance has not exceeded 4 incidents or 10 days since the Level 2a notice. The employee will be commended for his /her progress and reminded of the importance of that satisfactory attendance at work is required. The employee will also be advised that if his /her manageable absences exceed 4 incidents or 10 days within 12 months of the Level 2a notice, then a Level 3a meeting will be held. The Level 2b meeting shall be conducted by the employee's supervisor, documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 3a (Advance Concern Meetina) A Level 3a meeting shall be conducted if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 2a meeting or since ction plan have been established. The employee will be advised of the attendance, management's expectations regarding satisfactory attendance at work, offered assistance and advised of the possible outcome if there is no improvement. The employee should be asked if there is a medical condition causing the attendance. If the employee indicates that the attendance is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review A follow -up meeting will be held, no later than 3 months after the referral to Human Resources, with the employee to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. The Level 3a meeting shall be conducted by the employee's Supervisor and Human Resources. All meetings occurring in this stage shall be documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 17 of 22 Date Last Revision: March 22/10 Level 3 b (Follow OD Meeting) A Level 3b meeting shall be conducted three months after the Level 3a meeting ONLY if the employee's rate of manageable attendance has not exceeded 4 incidents or 10 days since the Level 3a meeting. The employee will be commended for his /her progress and reminded of the importance of that satisfactory attendance at work is required. The employee will also be advised that if his /her manageable absences exceed 4 incidents or 10 days within 12 months of the Level 3 a meeting, then a Level 4 meeting will be held. The Level 3b meeting shall be conducted by the employee's supervisor, documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 4 (Final Warning) A Level 4 meeting shall be conducted if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 3a meeting or since medical intervention and establishment of an action plan. The employee will be advised of the attendance, management's expectations regarding satisfactory attendance at work, and the possible outcome if there is no improvement. The purpose of this meeting is to: a) Present the employee with his /her attendance record to date and to remind him /her of previous notices and /or discussions regarding the necessity of satisfactory attendance b) Explain to the employee the seriousness of the situation and stress that improvement must be shown quickly and dramatically in order to ensure continued employment c) Offer assistance if appropriate d) Advise the employee that termination of his /her employment will occur if improvement is not forthcoming If the employee indicates that the attendance is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 18 of 22 Date Last Revision: March 22/10 A follow -up meeting will be held, no later than 3 months after the referral to the Human Resources Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achicvc the acceptable attendancc level. The Level 4 meeting shall be conducted by the Director of Human Resources, Department Head and Supervisor. A union representative shall also be invited to attend. This meeting will be documented in a letter to the employee and will be recorded in the employee's file in the Human Resources Department. Level 5 (Frustration of Contract) A Level 5 meeting shall be conducted if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 4 meeting or since medical intervention and an action plan have been established. The purpose of this meeting is to: a) Present the employee with his /her attendance record to date. b) Advise the employee that he /she has not demonstrated the required improvement outlined in Level 4, resulting in frustration of his /her employment contract. The Level 5 meeting shall be conducted by the Director of Human Resources, Department Head and the Supervisor. A union representative shall also be invited to attend. This action will be documented in a letter presented to the employee and will be recorded in the employee's file in the Human Resources Department. Prior to the Level 5 meeting being held, the Director of Human Resources will review all cases to ensure that: a) Every reasonable effort has been made to accommodate the employee within the workplace; b) The employer has fulfilled its obligations under the Workplace Safety and Insurance Act and the Ontario Human Rights Code; c) The employee's attendance record illustrates an inability to meet attendance expectations. In exccptional circumctanco3, County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Code A Page 19 of 22 months, hould the employee's rate of the Level 5 meeting, the employment contract will be reviewed. Should the employee's of ATTENDANCE MANAGEMENT SYSTEM REPORTS: In order to assist management to identify and manage the attendance performance of their employees in a fair and consistent manner according to the procedures outlined, system reports will be generated and distributed to supervisors on a regular basis monthly. Overall administration and statistical monitoring of attendance is the responsibility of the Human Resources Department. It shall be responsible for producing employee and summary attendance reports. Employee Attendance Reports At monthly intervals, the system will automatically generate reports identifying employees whose manageable absences exceed 4 incidents or 10 days in the previous 12 months, based on a 12 month moving calendar or since the date of return to work following the incident that triggered the interview. The reports shall be distributed to departments every month. The report will include detailed data indicating the manageable absence types by frequency and severity for each employee identified. Summary Reports As requested by the Supervisor /Manager the Human Resources Department will produce summary report data indicating: Number of employees Number of available work days Total manageable absences (severity and frequency) by absence type County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Date Last Revision: March 22/10 Page 20 of 22 Average days lost and average incidents per employee by manageable and approved absences Total manageable absences as a percentage of the total available work days. HUMAN RESOURCES DEPARTMENT: Purpose of Human Resources Department The primary purpose of the Human Resources Department in the Attendance Management System is to assist in ensuring that employees are receiving optimum medical care and to provide professional opinions and guidelines on health related issues to Employees, Supervisors and Personnel. Complete confidentiality of medical information as per medical ethics, will be maintained in all cases. Role of the Human Resources Department for Absences in Excess of 3 Workina Days For absences in excess of 3 working days, the Human Resources Department role is as follows: a) Confirm through the third party claims management company the anticipated length of the employee's absence; b) Assist in ensuring the employee is receiving optimum medical care as reviewed through the third party claims management company; c) Arrange through the third party claims management company a medical assessment of the employee's capability of performing any part of his /her regular job in a temporary modified work environment; d) Develop a follow -up action plan to communicate with the employee. Role of the Human Resources Department in the "Return to Work" Medical Clearance If the employee is required to obtain "Return to Work" medical clearance, the employee must report to the Human Resources Department. The role of the Human Resources Department is to assist the employee to return to work in a safe and efficient manner by: a) Determining the employee's functional abilities as they relate to his /her position; b) Ensuring that the employee is fit to return to regular duties; County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code A Date Approved: Oct. 1/87 Page 21 of 22 Date Last Revision: March 22/10 c) Assisting in determining any follow -up care that may be appropriate; d) Assessing the employee's capability of performing any part of his /her regular job in a temporary modified work environment. Role of the Human Resources Department in a "Medical Time Loss Review" At Level 4 of the AMS or at any previous time a medical condition for the attendance problem is declared, the employee may be requested to attend a "Medical Time Loss Review" assessment as arranged by the third party claims management provider. The purpose of the Medical Time Loss Review is to: acsccc the-employee's predictablc manner. 1. Determine if there is a disability issue; 2. Assess the impact of the disability issue on the employee's ability to provide regular attendance; or the employee's ability to meet/perform all regular duties and regular scheduling demands; 3. Identify any accommodation issues /needs attending any disability issues substantiated. Following the MTLR, Human Resources will liaise with supervisors, employees and union to address any accommodation issues confirmed by the MTLR; to seek input and finalize an accommodation plan or activity; to confirm the significance of the MLTR results to the employee status in the AMS system. Information Provided by the Human Resources Department When an employee has been suitably assessed as determined by the third party claims management provider whether triggered by the "Return to Work Medical Clearance" or the "Medical Time Loss Review supervisors can expect answers to the following: a) Is there a medical condition causing the attendance problem? (diagnosis information will not be provided) b) Is the medical condition permanent or temporary? c) Are there any limitations or restrictions that are temporary or permanent? County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Code A Page 22 of 22 d) What is the anticipated date for return to full regular duties? e) Has everything been done to facilitate the employee's performance of his /her regular duties? Policy Number: 9.30 Date Approved: Oct. 1/87 Date Last Revision: March 22/10 f) What modifications or adjustments to the duties or schedule are required to facilitate the employees' ability to perform the essential duties of his /her job or other available jobs? g) manner without undue risk to the h Ith and safety of him /hersclf or others? What is the impact of this condition on the employee's ability /likelihood to attend work in a predictable manner in the future? h) What initiatives are required to accommodate the impact of the disability issues on the employee's ability to provide attendance consistent with the Manageable Attendance Targets? i) How should the employee with the disability related absences and accommodation needs be managed under the Attendance Management System? Note: Complete confidentiality of medical information as per medical ethics, will be maintained in all cases. CORRESPONDENCE April 13, 2010 Items for Information (Consent Agenda) (ATTACHED) 1. C. Frank Lattanzio, Chairperson, Heritage Trees Committee, announcing Friday, April 30, 2010 to Mother's Day as Arbour Week. 2. Hon. Michael Chan, Minister of Tourism and Culture, thanking Council for letter of appreciation for Ontario Trillium Foundation library funding. 3. Bryan Clarke CRS -S, Executive Director, Association of Ontario Road Supervisors, announcing the `end of partnership' with the Ontario Good Roads Association (OGRA). 4. Sharron Christie, Supervisor Corporate Services, Thames Valley District School Board, with information regarding trustee distribution for the 2010 municipal election. 5. Tanya Noble, Volunteer Elgin Appreciation Event Committee Chair, 2010, requesting Council's support and attendance at their "Spring into Volunteering" appreciation event on May 28, 2010. (tickets available on April 13 at County Council meeting). 6. Hon. Steve Peters, M.P.P., Elgin- Middlesex- London, with copy of correspondence to Hon. Deb. Matthews, Minister of Health and Long -Term Care, concerning program changes to attract health care professionals. Thank you card from the Carr family. The St. Thomas Field Naturalist Club Inc. March 16, 2010 To: All Elgin County Municipalities Elgin County Council St. Thomas City Council Via paper -less emails Dear Council Members: Yours truly, Box 23009, St.Thomas, ON N5R 6A3 Arbor Week: Friday, April 30, 2010 to Mother's Day On April 10, 1872, the first Arbor Day was celebrated. The tradition perhaps one of the first `green' projects in North American history books has spread around the world and is alive and well in Elgin County....137 years later. The Elgin Arbor Week committee would like you, as leaders of your communities, to support Arbor Week 2010. Our committee has two purposes: to educate people about trees and to encourage tree planting. Through tree plantings in public places and schools, we will be reaching out to the younger members of our community as part of our educational campaign this spring. Please join us in celebrating Arbor Week by supporting and promoting the planting of trees by your municipality, and encouraging your residents to do the same. (Please feel free to send out this letter in your municipal newsletters). Thank you for your consideration of this request. C. Frank Lattanzio Chairperson, Heritage Trees Committee Heritage Trees and Arbor Week are proud committees of the St. Thomas Field Naturalists Ministry of Tourism and Culture Minister 9th Floor, Hearst Block 900 Bay Street Toronto, ON M7A 2E1 Tel: (416) 326 -9326 Fax: (416) 326 -9338 March 26, 2010 Ms. Bonnie Vowel Warden County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Ms. Vowel: Michael Chan Minister Ministere du Tourisme et de la Culture Ministre 9° etage, Edifice Hearst 900, rue Bay Toronto, ON M7A 2E1 Tel.: (416) 326 -9326 Telec.: (416) 326 -9338 W 1 2010 COW fY OF ELGIN ADMINISTRATIVE SERVICES c: Steve Peters, MPP, Elgin- Middlesex- London Laurey Gillies, Chief Executive Officer, Southern Ontario Library Service Helen Burstyn, Chair, Ontario Trillium Foundation Ontario 1090MC- 2010 -401 Thank you for your letter regarding funding through the Ontario Trillium Foundation and the Government of Ontario. I am pleased that the Ministry of Tourism and Culture is able to support these important programs. Public libraries play a pivotal role in communities throughout Ontario by providing important information and opportunities to enhance literacy and life -long learning for all Ontarians. I applaud the library partners in your region to make these unique programs happen, and for their commitment to provide exceptional service to their patrons. Thank you again for your valuable support of our public library sector. Yours truly, March 24, 2010 To: Heads of Council Re: AORS /OGRA Partnership ASSOCIATION OF ONTARIO ROAD SUPERVISORS PROMOTING KNOWLEDGE. PURSUING EXCELLENCE. On March 9 the Ontario Good Roads Association (OGRA) announced the `end of partnership' with the Association of Ontario Road Supervisors (AORS). The AORS Board of Directors (BOD) unequivocally endorsed a draft Partnership Agreement between our two organizations. It signified our proactive approach to integrate respective programs and reflected the spirit of direct cooperation that has existed between our Associations for several decades. AORS Directors and staff have supported, distinguished and helped develop many successful OGRA programs (e.g. Road /Snow School) from their inception. Although we are disappointed with the position taken by the OGRA Board of Directors we will keep all avenues open to deal with their concerns and reach a positive accord. This decision by OGRA will not affect the Certified Road Supervisor (CRS) Professional Development Program. AORS is designated as a regulatory authority under the Labour Mobility Act and under the Association of Ontario Road Superintendent's Act (Provincial Legislation), therefore AORS has the exclusive right to administer the CRS accreditation program. The CRS credential assures Municipalities that they are employing qualified professionals with proven proficiency in Public Works operations. AORS is achieving substantial positive growth in all of our key programs and services including training and professional development. We have signed a 3 year partnership Agreement with the Ontario Public Works Association (OPWA) commencing this month. Their directors and staff fully endorse the Agreement and its goals /objectives. The AORS Strategic Planning Committee led by some of the brightest and most influential public works managers in Ontario will develop a new long term plan for AORS in 2010. As a result, AORS will continue to provide the programs and services for Municipalities with the best interests of members as our priority. Thank you for your continued support. Yours truly, Bryan Clarke CRS -S Executive Director P.O. BOX 129, THORNDALE, ON NOM 2P0 TEL: (519)461 -1271 FAX: (519)461 -1343 www.aors.on.ca March 24, 2010 Minister Leona Dombrowsky Minister of Education Ministry of Education, Mowat Block Queen's Park Toronto; Ontario M7A 1L2 Dear Minister Dombrowsky: The attached report and recommendations were submitted to trustees of the Thames Valley District School Board at its meeting on March 23, 2010 regarding trustee distribution for the upcoming 2010 municipal election: The Board approved the trustee distribution to the four geographic areas of the District including' Elgin, Middlesex and Oxford Counties and the City of London, and agreed not to designate any municipality within the Board's area of jurisdiction as a low population municipality.. Sincerely, Sharron Christie Supervisor Corporate Services c. W. deRond, Director of Education, London District. Catholic School Board J. Griffore, Director of Education, CSD Centre Sud- Ouest. J. Bernard, Director of Education, CSDEC du Sud-Ouest Municipal School Board Election Clerks County of Middlesex °County of Elgin County of Oxford City of London City of St. Thomas City of Woodstock Bill Tucker, Director of Education and Secretary i SERVICCBS Thames Valley District School Board Corporate Services 1250 Dundas Street, P.O. Box 5888, London, Ontario N6A 5L1 Tel: 519 452 -2000 Ext. 20218 Fax: 519- 452 -2256 website: www.tvdsb.on.ca ri eaths9, 4ealuic49 eamm itey REPORT TO: PRESENTED FOR: SUBMITTED BY: SUBJE DISTRICT SCHOOL BOARD BOARD x RECOMMENDAT COMMITTEE Approval Bill Tucker, Director of Education 10= ut or ames Valley Distract _School Board not designate any municipal ;diet on.as. a low- population= municipal SIGNATURE: Date of 2010 March 23 Meet Item x Public x In Camera Public In Camera SOURCE: Bill Tucker, Director of Education Purpose To provide the Board with information concerning the number of trustee electoral seats to which the Thames Valley District School Board is entitled for the 2010 December 1 to 2014 November 30 period and to provide for the distribution of those elected seats for the counties of Elgin, Middlesex and Oxford for the 2010 November elections. Content Ontario Regulation 412/00 Elections to and Representation on District School Boards requires that school boards determine the number of members to be elected to their boards as well as the distribution of members to geographic areas within the Board's jurisdiction by 2010 March 31. In accordance with the Regulation, the Ontario Municipal Property Assessment Corporation provided boards with a report containing the population of their electoral group as of 2010 January 1. Table 2 of the Regulation states that for a population of between 400,000 and 999,999, a board is entitled to 12 seats. As a result of the amendments to the Education Act, the number of elected trustees is set at the number determined for the 2006 regular election. As Thames Valley's population is 463,553 as determined in Appendix A, it is recommended that the number of trustees remain at 12. The Board does not qualify for additional elected trustee representation. The Regulation gives boards the authority to designate geographic area(s) of the board as low population density; however, this section is generally intended for northern boards and the geographically large French language boards. It is necessary for the Board to pass a motion that either designates a low population geographic area or state that it is not designating any such area. In 2006, the Board did not designate any low population geographic areas. The final step in the distribution of the 12 seats is to assign them to specific geographic areas of the Board based on the following principles contained in the Regulation: Municipalities with low population shall receive reasonable representation; Evidence of historical, traditional or geographic communities should be taken into account; To the extent possible, the identification of low population municipalities should permit the establishment of geographic areas that coincide with school communities; Representation should not deviate unduly from the principle of representation by population. Appendix B sets out the proposed Trustee Distribution for the 2010 election. The proposed distribution is the same as that which was approved by the Board in 2006 and includes trustee distribution by wards in the City of London. The ward concept was adopted in London for the 2000 election so that trustees could more readily be identified as representing a specific section of the City and ensure an equitable distribution of trustees' responsibilities. The impact of the Ward changes in the City of London regarding the area of Ward 13 to 8 and 12 to 9 for the 2010 election was considered. The only school impacted by this change is Sir Georges Etienne Cartier Public School which was in Ward 14 but will now be in Ward 12. However, it will still be within the area of the current trustees. Although there is a change in area between Wards 9 and 12 in the Wharncliffe Road area, there are no schools impacted by this change. Attached as Appendix C is a list of the schools that will be in the wards and which are served by the current trustees as it would appear in the fall of 2010, along with the number of schools that will be in each area. Once the appropriate motions are approved, a report must be sent to the Minister of Education, school board election clerks for all municipalities within the area of jurisdiction of the Board and the Secretary of every other board, the area of whose jurisdiction falls wholly or partially within the jurisdiction of Thames Valley District School Board. As a result of amendments to the Municipal Elections Act, 1996, boards are required to establish an election Compliance Audit Committee by October 1, 2010, to hear and decide on applications for compliance audits regarding a candidate's campaign expenses. The Director is to act as officer of the Committee and it must be composed of three to seven people who may not be members of the Board, an employee or a candidate in the election. They will serve on the Committee for a four -year term beginning on December 1, 2010, on an as- needed basis. Plans are underway to advertise for interested community members to serve in this capacity. Cost/Savings n/a Timeline Submission by 2010 March 31 Appendices Appendix A TVDSB Electoral Population Figures and Corresponding Electoral Quotients Appendix B Trustee Distribution by Geographic Area Appendix C City of London Trustee Distribution Appendix D Ministry of Education Memo of 2010 February 9 "2010 Trustee Elections Determination and Distribution of Trustee Positions" Appendix E Thames Valley District School Board Trustee Distribution APPENDIX A MUNICIPAL PR ®P E RTY ASSE :CORPO RATION Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD, County /Mun English Public Total 3202 8370 8370 3204 11248 11248 3211 5988 5988 3218 9032 9032 3227 6558 6558 3238 6126 6126 3242 26660 26660 3245 6290 6290 3401 5250 5250 3408 6719 6719 3411 5452 5452 3418 10543 10543 3421 27893 27893 3424 3764 3764 3429 3142 3142 3434 4183 4183 3902 354 354 3906 4849 4849 3916 14297 14297 3926 10319 10319 3936 263967 263967 3939 12027 12027 3946 2200 2200 3954 5092 5092 3958 3230 3230 Total 463553 463553 Summary Total Tuesday, February 09, 2010 MUNICIPAL PR®PERTY AS.SE'SSMENT: C R.P®RATICN Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD County/Mun: 3202 NORWICH TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 01 2331 0 0 0 0 0 02 2006 0 0 0 0 0 03 2345 0 0 0 0 0 04 1688 0 0 0 0 0 3202 Total: 8370 0 0 0 0 County/Mun: 3204 TILLSONBURG TOWN Ward English French English French Prot -Sep Other Public Public Separate Separate 00 11248 0 0 0 0 0 3204 TotaI: 11248 0 0 0 0 0 County/Mun: 3211 SOUTH -WEST OXFORD TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1038 0 0 0 0 0 02 1109 0 0 0 0 0 03 889 0 0 0 0 0 04 895 0 0 0 0 0 05 949 0 0 0 0 0 06 1108 0 0 0 0 0 3211- Total: 5988 0 0 0 0 0 Page 1 of 11 Tuesday, February 09, 2010 3218 Total: 3227 Total: MUNICIPAL 'PR ®P.ERTY ASaES.SMENT' •c ®RP ®RATION Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD County/Mun: 3218 INGERSOLL TOWN Ward English French English French Prot -Sep Other Public Public Separate Separate 01 3512 0 0 0 0 0 02 2615 0 0 0 0 0 03 2905 0 0 0 0 0 9032 0 0 0 0 0 County/Mun: 3227 ZORRA TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1402 0 0 0 0 0 02 1613 0 0 0 0 0 03 1755 0 0 0 0 0 04 1788 0 0 0 0 0 6558 0 0 0 0 0 County/Mun: 3238 EAST ZORRA- TAVISTOCK TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 01 2433 0 0 0 0 0 02 1623 0 0 0 0 0 03 2070 0 0 0 0 0 3238 Total: 6126 0 0 0 0 0 Page 2 of 11 Tuesday, February 09, 2010 MUNICIPAL •P.R.O P E RTY ASSESSMENT CORPORATION Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD County/Mun: 3242 WOODSTOCK CITY Ward English French English French Prot -Sep Other Public Public Separate Separate 3242 Total: 01 4033 0 0 0 0 0 02 10707 0 0 0 0 0 03 3980 0 0 0 0 0 04 2228 0 0 0 0 0 05 2567 0 0 0 0 0 06 3145 0 0 0 0 0 26660 0 0 0 0 0 County/Mun: 3245 BLANDFORD BLENHEIM TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 00 6290 0 0 0 0 0 3245 Total: 6290 0 0 0 0 0 County/Mun: 3401 BAYHAM MUNICIPALITY Ward English French English French Prot-Sep Other Public Public Separate Separate 01 1514 0 0 0 0 0 02 1918 0 0 0 0 0 03 1818 0 0 0 0 0 3401 Total: 5250 0 0 0 0 0 Page 3 of 11 Tuesday, February 09, 2010 School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD County/Mun: 3408 MALABIDE TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1353 0 0 0 0 0 02 1168 0 0 0 0 0 03 1639 0 0 0 0 0 04 988 0 0 0 0 0 05 1571 0 0 0 0 0 3408 Total: County/Mun: 3411 AYLMER TOWN Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1526 0 0 0 0 0 02 2491 0 0 0 0 0 03 1435 0 0 0 0 0 3411 Total: MUNICIPAL PRO PERTY Ass ESS.MENT: G OR.PORATION Population of Electoral Groups Report 6719 0 0 0 0 0 5452 0 0 0 0 0 County/Mun: 3418 CENTRAL ELGIN MUNICIPALITY Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1945 0 0 0 0 0 02 2181 0 0 0 0 0 03 1795 0 0 0 0 0 04 2447 0 0 0 0 0 05 2175 0 0 0 0 0 3418 Total: 10543 0 0 0 0 0 Page 4 of 11 Tuesday, February 09, 2010 MUN1CIPAL PRI PER se ASSESSMENT CC Rim O RAT !ON Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD County/Mun: 3421 ST THOMAS CITY Ward English French English French Prot -Sep Other Public Public Separate Separate 00 27893 0 0 0 0 0 3421- Total: 27893 0 0 0 0 County/Mun: 3424 SOUTHWOLD TOWNSHIP Ward English French English French Prot-Sep Other Public Public Separate Separate 00 3764 0 0 0 0 0 3424 Total: 3764 0 0 0 0 0 County/Mun: 3429 DUTTON/DUNWICH MUNICIPALITY Ward English French English French Prot-Sep Other Public Public Separate Separate 01 1182 0 0 0 0 0 02 1960 0 0 0 0 0 3429 Total: 3142 0 0 0 0 0 County/Mun: 3434 WEST ELGIN MUNICIPALITY Ward English French English French Prot-Sep Other Public Public Separate Separate 01 1601 0 0 0 0 0 02 1528 0 0 0 0 0 03 1054 0 0 0 0 0 3434 Total: 4183 0 0 0 0 0 Page 5 of 11 Tuesday, February 09, 2010 MUNICIPAL PROPERTY ASSE O.RPO RATI O N Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD, County/Mun: 3902 NEWBURY VILLAGE Ward English French English French Prot -Sep Other Public Public Separate Separate 00 354 0 0 0 0 0 3902 Total: 354 0 0 0 0 0 County/Mun: 3906 SOUTHWEST MIDDLESEX MUNICIPALITY Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1834 0 0 0 0 0 02 1697 .0 0 0 0 0 03 1318 0 0 0 0 0 3906 Total: 4849 0 0 0 0 0 CountyfMun: 3916 STRATHROY- CARADOC MUNICIPALITY Ward English French English French Prot -Sep Other Public Public Separate Separate 01 9275 0 0 0 0 0 02 5022 0 0 0 0 0 3916 Total: 14297 0 0 0 0 0 County/Mun: 3926 THAMES CENTRE MUNICIPALITY Ward English French English French Prot -Sep Other Public Public Separate Separate 01 3631 0 0 0 0 0 02 3383 0 0 0 0 0 03 3305 0 0 0 0 0 Page 6 of 11 Tuesday, February 09, 2010 Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD County/Mun: 3926 THAMES CENTRE MUNICIPALITY Ward English French English French Prot -Sep Other Public Public Separate Separate 3926 Total: 10319 County/Mun: 3936 LONDON CITY 3936 Total: MUNICIPAL PROPERTY AssESsMENT C0PPO:RATIDN Ward English French English French Prot -Sep Other Public Public Separate Separate 01 19378 0 0 0 0 0 02 17910 0 0 0 0 0 03 17051 0 0 0 0 0 04 20132 0 0 0 0 0 05 19575 0 0 0 0 0 06 21623 0 0 0 0 0 07 20263 0 0 0 0 0 08 17573 0 0 0 0 0 09 17240 0 0 0 0 0 10 17396 0 0 0 0 0 11 21926 0 0 0 0 0 12 16681 0 0 0 0 0 13 19792 0 0 0 0 0 14 17427 0 0 0 0 0 263967 0 0 0 0 0 0 0 0 0 0 County/Mun: 3939 MIDDLESEX CENTRE MUNICIPALITY Ward English French English French Prot -Sep Other Public Public Separate Separate 01 2988 0 0 0 0 0 02 2120 0 0 0 0 0 Page 7 of 11 Tuesday, February 09, 2010 MUNICIPAL P ROPE RTY ASSESSMENT* :CORPORATION Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD CountyfMun: 3939 MIDDLESEX CENTRE MUNICIPALITY Ward English French English French Prot-Sep Other Public Public Separate Separate 03 2219 0 0 0 0 0 04 2996 0 0 0 0 0 05 1704 0 0 0 0 0 3939 Total: 12027 0 0 0 0 0 County/Mun: 3946 ADELAIDE METCALFE TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 00 2200 0 0 0 0 0 3946 Total: 2200 0 0 0 0 0 County/Mun: 3954 NORTH MIDDLESEX MUNICIPALITY 3954 Total: Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1312 0 0 0 0 0 02 946 0 0 0 0 0 03 1257 0 0 0 0 0 04 984 0 0 0 0 0 05 593 0 0 0 0 0 5092 0 0 0 0 0 County/Mun: 3958 LUCAN BIDDULPH TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 01 1209 0 0 0 0 0 Page 8 of 11 Tuesday, February 09, 2010 03 3958 Total: MUNICIPAL P.ROPERTY ASSESSMENT CORPORATION Population of Electoral Groups Report School Board ID: 11 THAMES VALLEY DISTRICT SCHOOL BOARD CountyfMun: 3958 LUCAN BIDDULPH TOWNSHIP Ward English French English French Prot -Sep Other Public Public Separate Separate 02 1155 0 0 0 0 0 866 0 0 0 0 0 3230 0 0 0 0 0 Page 9 of 11 Tuesday, February 09, 2010 APPENDIX B TRUSTEE DISTRIBUTION BY GEOGRAPHIC AREA Geographic Area Number of Members Elgin County 2 Middlesex County 2 Oxford County 2 London Wards 1, 11, 12, 14 2 London Wards 2, 3, 4, 5, 6 2 London Wards 7, 8, 9, 10, 13 2 APPENDIX C C. C. Carrothers P. S. Ealing P. S. Fairmont P. S. Lester B. Pearson School for the Arts Princess Elizabeth P. S. Trafalgar P. S. Tweedsmuir P. S. Thames S. S. Kensal Park French Immersion P. S. Mountsfield P. S. Tecumseh P. S. Victoria P. S. Woodland Heights P. S. Wortley Road P. S. London South S. S. Westminster S. S. Ashley Oaks P. S. Cleardale P. S. Rick Hansen P. S. Sir G. E. Cartier P. S. White Oaks P. S. Arthur Stringer P. S. Glen Cairn P. S. Nicholas Wilson P. S. Westminster Central P. S. Wilton Grove P. S. Sir W. Laurier S.S. Total Number of Schools File:Excel /General/wards -2010 3/4/2010 School Thames Valley District School Board City of London Trustee Distribution Based on Wards for 2010 City Ward 1 1 1 1 11 11 11 11 11 11 11 11 12 12 12 12 12 14 14 14 14 14 14 27 )I Ward Trustees S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale S. Polhill R Tisdale 3 of 3 School Bonaventure Meadows P. S. J. P. Roberts P. S. Lord Nelson P. S. Pr Anne French Immersion P. S. Prince Charles P. S. Sir W. Churchill P. s. Clarke Road S. S. Chippewa P. S. Evelyn Harrison P. S. F. D. Roosevelt P. S. Hillcrest P. S. Huron Heights French Immersion P. S. Montcalm S. S. Bishop Townshend P. S. Knollwood Park P. S. Lord Elgin P. S. Lorne Avenue P. S. Northbrae P. S. Sir J. A. MacDonald P. S. Sir G. Ross S. S. Jack Chambers P. S. Northridge P. S. Stoney Creek P. S. Stoneybrook P. S. A. B. Lucas S. S. Orchard Park P. S. Ryerson P. S. Sherwood Forest P. S. St. George's P. S. University Heights P. S. Total Number of Schools 2 Thames Valley District School Board City of London Trustee Distribution Based on Wards for 2010 City Ward Ward Trustees 2 2 2 2 2 2 2 3 3 3 3 3 3 4 4 4 4 4 4 4 5 5 5 5 5 6 6 6 6 6 30 P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Settler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler P. Jaffe P. Sattler 3/4/2010 2 of 3 School City Ward II Ward Trustees Emily Carr P. S. 7 J. Bennett T. Roberts Masonville P. S. 7 J. Bennett T. Roberts Wilfrid Jury P. S. 7 J. Bennett T. Roberts Sir F. Banting S. S. 7 J. Bennett T. Roberts Clara Brenton P. S. 8 J. Bennett T. Roberts John Dearness P. S. 8 J. Bennett T. Roberts Riverside P. S. 8 J. Bennett T. Roberts Westdale P. S. 8 J. Bennett T. Roberts Oakridge S. S. 8 J. Bennett T. Roberts Byron Northview P. S. 9 J. Bennett T. Roberts Byron Somerset P .S. 9 J. Bennett T. Roberts Byron Southwood P. S. 9 J. Bennett T. Roberts Lambeth P. S. 9 J. Bennett T. Roberts Arthur Ford P. S. Sir I. Brock P. S. W. Sherwood Fox P. S. Westmount P .S. Saunders S. S. Aberdeen P.S. Eagle Heights P. S. Jeanne Sauve French Immersion P. S. Lord Roberts French Immersion P. S. Central S. S. H. B. Beal S. S. Total Number of Schools 3 Thames Valley District School Board City of London Trustee Distribution Based on Wards for 2010 10 J. Bennett T. Roberts 10 J. Bennett T. Roberts 10 J. Bennett T. Roberts 10 J. Bennett T. Roberts 10 J. Bennett T. Roberts 13 13 13 13 13 13 24 J. Bennett T. Roberts J. Bennett T. Roberts J. Bennett T. Roberts J. Bennett T. Roberts J. Bennett T. Roberts J. Bennett T. Roberts 3/4/2010 1 of 3 APPENDIX D Ministry of Education Ministers de ('Education Edifice Mowat Queens Park Toronto ON M7A 1L2 Mowat Block Queen's Park Toronto ON M7A 1L2 MEMORANDUM TO: Directors of Education FROM: DATE: SUBJECT: r Ontario Margot Trevelyan Director Labour Relations and Governance Branch February 09, 2010 2010 Trustee Elections Determination and Distribution of Trustee Positions On December 15, 2009 the Student Achievement and School Board Governance Act, 2009, came into force. The bill arose out of recommendations made by the Governance Review Committee on the duties of boards, chairs, trustees and directors of education; effective school board practices; and long -term capacity building. The bill provides that the core business of school boards is student achievement. In keeping with that emphasis, it also removes the administrative burden for boards to calculate the number of their trustees every election year (trustee determination). As a result of the amendments to the Education Act, and subject to the qualifications described below, the number of elected trustees in each board is now set at the number determined for the 2006 regular election. This number applies for the 2010 election and all subsequent regular elections. Please note that the ability of a board to reduce its number of elected trustees at the next regular election has not changed. A board may, by resolution, reduce the number of elected trustees to not fewer than five. Amendments to the Act allow a board whose area of jurisdiction was increased in 2009 because it merged with an isolate board to request the Minister to increase its number of trustees. The Ministry sent a memorandum to the affected boards on January 20, 2010 explaining the process for making a request. If yours was one of the affected boards, please take note there is a March 15, 2010 deadline for submitting a request. Any increase ordered by the Minister will apply to the 2010 and all subsequent elections, again subject to your board's ability to reduce its trustee numbers for any regular election. The Ministry intends to recommend to the Lieutenant Governor in Council (LGIC) amendments to O. Reg. 412/00, "Elections to and Representation on District School 1 Boards," to reflect these recent amendments to the Education Act. The amended regulation is expected to be filed in March. It is recognized that a board may experience a demographic growth or a change in the size of its geographical area of jurisdiction which may justify additional trustees. The determination formula in O. Reg. 412/00 will be preserved to respond to these circumstances. A board that has experienced such growth can use the determination formula to determine whether or not the geographic or demographic changes are sufficient to affect the allowable number of trustee positions. Attached is a table of board areas which we anticipate will form part of O. Reg. 412/00 when it is filed. No changes are anticipated to the distribution provisions in the regulation. Determination and distribution calculations are based on the Population of Electoral Group (PEG) Reports which will be forwarded to you by the Municipal Property Assessment Corporation (MPAC) by February 15, 2010. Trustee Distribution Boards must determine and distribute their number of trustee positions by March 31, 2010. A copy of your completed Determination and Distribution (D D) Report must be sent by April 3 to the Minister, the school board election clerks for all municipalities within the jurisdiction of your board, and the secretary of every other school board that is wholly or partly within the area of jurisdiction of your board. Please send the D D Report to the Minister though the Labour Relations and Governance Branch, 15 Floor Mowat Block, 900 Bay Street, Toronto, M7A 1L2, to the attention of Elaine Molgat, Senior Policy Advisor. The amended regulation will extend the filing date of the D D Report for boards that were affected by the isolate board mergers and requested additional trustees. To accommodate the timing of these requests and the Minister's response, the deadline for determining and distributing trustee positions and for sending the D D report is extended to May 3, 2010. In the case of those boards, there will also be extended deadlines for municipalities to file a notice of appeal regarding trustee distribution with the board and for a board to forward the notice of appeal to the Ontario Municipal Board (OMB). The Ministry has a D D Guide and web -based calculator to assist boards with distribution calculations and determination calculations, if required. These resources are being updated and will be available on the Ministry's website by the end of February at htto:/ /www.edu.aov.on.ca/enq/trustee elections/ Also attached is a list of key dates for school board elections. 2 Schools as Polling Stations Voting Day is October 25, 2010. I would remind you that under section 45 of the Municipal Elections Act, 1996, school boards must make schools available to be used as polling stations if requested to do so. Boards must provide the space free of charge. I recognize the difficulties this can pose for school boards and appreciate your continued co- operation in helping to ensure that municipal and school board elections run as smoothly as possible. Compliance Audit Committees New this election year, as a result of amendments to the Municipal Elections Act, 1996 (MEA), every district school board must appoint a compliance audit committee by October 1 2010, to hear and decide on applications for compliance audits regarding a candidate's campaign expenses. The Committee must be composed of three to seven people, who cannot be members of the school board, an employee, or a candidate in the election. Prior to these amendments, school boards could consider these applications. The responsibilities of the compliance audit committee and the compliance audit process are set out in section 81 of the MEA. Members of the committee serve a four year term, beginning on December 1, 2010 on an as- needed basis. Municipalities and school boards can appoint the same members to their respective audit committees (i.e. the same person may serve on more than one compliance audit committee), but each must appoint all the members of their committee. For more information on the compliance audit committees visit the website of the Ministry of Municipal Affairs and Housing at htto:// www.mah.aov.on.calPaae7112.asox I trust that this information will be o f assistance to your board. If you require further information, please contact me at (416) 325 -2836 or by email at Maraot.Trevelvan ontario.ca or contact Elaine Molgat, Senior Policy Advisor, Labour Relations and Governance Branch at (416)325 -5888 or by email at Elaine.Molaat@ontario.ca. You may also contact your local Ministry of Education Regional Office for information. Margot Trevelyan C: Louise Pinet, ACEPO Carole Drouin, AFOCSC John Stunt, OCSTA Gail Anderson, OPSBA Frank Kelly, CODE et CODELF Kit Rankin, FSB 3 Board Name PROPOSED BOARD AREAS Algoma District School Board Algonquin and Lakeshore Catholic District School Board Avon Maitland District School Board Bluewater District School Board Brant Haldimand Norfolk Catholic District School Board Bruce -Grey Catholic District School Board Catholic District School Board of Eastern Ontario District School Board of Niagara District School Board Ontario North East Dufferin -Peel Catholic District School Board Durham Catholic District School Board Durham District School Board I Grand Erie District School Board Greater Essex County District School Board Halton Catholic District School Board Halton District School Board Hamilton- Wentworth Catholic District School Board Hamilton- Wentworth District School Board Hastings and Prince Edward District School Board Huron Perth Catholic District School Board Huron Superior Catholic District School Board Kawartha Pine Ridge District School Board Keewatin Patricia District School Board Kenora Catholic District School Board Lakehead District School Board Lambton Kent District School Board Limestone District School Board London District Catholic School Board Near North District School Board I Niagara Catholic District School Board Nipissing -Parry Sound Catholic District School Board Northeastern Catholic District School Board Northwest Catholic District School Board Ottawa Carleton District School Board Ottawa Catholic District School Board Peel District School Board Peterborough Victoria Northumberland and Clarington Catholic District School Board Rainbow District School Board Board Area ((Ivn 9,623 16,101 5,639 8,686 4,067 8,686 12,112 1,883 24,922 2,751 1,963 1,963 4,067 1,872 973 973 1,127 1,127 7,200 5,639 9,815 6,998 7,245 3,070 5,274 5,505 7,193 7,278 17,020 1,883 10,597 25,464 11,965 2,806 2,806 1,255 10,324 14,757 Board Name Rainy River District School Board Renfrew County Catholic District School Board Renfrew County District School Board Simcoe County District School Board. Simcoe Muskoka Catholic District School Board St. Clair Catholic District School Board Sudbury Catholic District School Board Superior Greenstone District School Board Superior North Catholic District School Board Thunder Bay Catholic District School Board Thames Valley District School Board Toronto Catholic District School Board Toronto District School Board Trillium Lakelands District School Board Upper Canada District School Board Upper Grand District School Board Waterloo Region District School Board Windsor -Essex Catholic District School Board Wellington Catholic District School Board Waterloo Catholic District School Board York Catholic District School Board York Region District School Board Conseil scolaire de district du Nord -Est de l'Ontario Conseil scolaire de district du Grand Nord de l'Ontario Conseil scolaire de district du Centre Sud -Ouest Conseil des ecoles publiques de l'Est de l'Ontario Conseil scolaire de district catholique des Grandes Rivieres Conseil scolaire de district catholique Franco -Nord Conseil scolaire de district catholique du Nouvel- Ontario Conseil scolaire de district catholique des Aurores boreales Conseil scolaire de district des ecoles catholiques du Sud -Ouest Conseil scolaire de district catholique Centre -Sud Conseil scolaire de district catholique de l'Est ontarien Conseil scolaire de district catholique du Centre -Est de l'Ontario Board Area ((km 10,552 7,851 8,740 4,901 10,640 5,505 9,317 18,959 18,716 4,936 7,278 634 634 12,133 12,112 4,192 1,383 1,872 2,696 1,383 1,774 1,774 46,499 65,681 68,014 38,041 25,452 10,597 19,226 38,587 28,980 40,407 5,326 33,543 APPENDIX E Trustees 2 Oxford County 2 Elgin County 2 Middlesex County 2 London 2 London 2 London Thames Valley District School Board Trustee Distribution Electoral Group Electoral Name of Municipality I Ward Population Norwich Township 8370 0.22 Tillsonburg Town 0 Gouth-VVeatOrfordTownahip 6A0� 9032 0.23 Ingersoll Town ZomaTovvnahi�� Township 6558 0.17 East Zorny-TavotonkTovvnship G12G 0.16 Woodstock City Blandford Blenheim Township Bayham Municipality Malahide Township Aylmer Town Central Elgin Muncipality St Thomas City Gouthvvo|d Township Dutton/Dunwich Municipality West Elgin Municipality Newbury Village Municipality Strathroy-Caradoc Municipality hames Centre Mu Middlesex Centre Mun Adelaide Metcalfe Township North Middlesex Municipality I London Ward 1 London Ward 11 London Ward 12 London Ward 14 London Ward 2 London Ward 3 London Ward 4 London VVardS London Ward 6 London Ward 7 London Ward 8 London VVondS London Ward 1O London Ward 13 26660 Quotient 11248 0.29 0.69 6290 0.16 52SO 0.14 67191 0.17 54521 0.14 105431 0.27 27893 0.72 3764 0.1 31421 0.08 "��K 4."" 0.11 354 0.01 10319 12027 4849 0.13 14297 0.37 0.27 0.31 0.06 0.13 OO8 Distribution 2.08 1.73 1.36 19378 0.5 21926 0.57 16881U 0.43 17427 0.45 17910 0.46 17051 0.44 20132 0.52 2.49 1 o�� D. 51 216231 0.56 202631 0.521 175731 0.45 17240 0.45 2.38 17396 0.45 1972 0.51 1.95 6.82 March 29th, 2010 Dear Warden Vowel and County Council Members, Sincerely, Tanya Noble Volunteer Elgin Appreciation Event Committee Chair, 2010 Participating Agencies: C u 2010 The Partnership Project of Volunteer Elgin is a group of 13 not for profit agencies, who have joined together to honour the many volunteers serving the residents within the County of Elgin and St. Thomas. We are pleased to take this opportunity to recognize their dedication to our community. This year we are hosting our "Spring into Volunteering" appreciation event on May 28, 2010. This drop in style event will be held from 3:00pm until 6:00pm at the main pavilion at Pinafore Park. The volunteer appreciation event will feature a BBQ, entertainment and a small token of appreciation for all volunteers in attendance. We are requesting your support and presence at this very special event. Our event has in previous years hosted over 500 volunteers and we hope that this event will continue to serve as an innovative way to demonstrate our appreciation to the many volunteers within the County of Elgin. County of Elgin Homes and Senior Services, Victim Services Elgin, Big Brothers Big Sisters St. Thomas Elgin, Elgin St. Thomas Public Health, St. Thomas Elgin General Hospital, Elgin County Railway Museum, St. Thomas Public Library, North America Railway Hall of Fame, Alzheimer Society St. Thomas- Elgin, Bereavement Resource Council of Elgin, Elgin Community Nutrition Partnership, Serenity House Hospice The Talbot Teen Centre Steve Peters, Ni-P P Elgin Middlesex London March 29, 2010 Honourable Deb Matthews Minister of Health and Long -Term Care 10 Floor, Hepburn Block 80 Grosvenor Street Toronto, ON M7A 2C4 Dear Minister: Sincerely, Steve Peters, M.P.P. Elgin- Middlesex- London Cc: Warden Joanne Vanderheyden, County of Middlesex Warden Bonnie Vowel, County of Elgin Mr. Jeff Helsdon, Reporter, Tillsonburg News �a+ Please find enclosed a letter from Warden Joanne Vanderheyden of the County of Middlesex and a recent Tillsonburg News story that detail concerns several constituents of mine have expressed regarding changes to the under serviced areas and postgraduate return of service programs. As you are well aware, these two programs have assisted many rural Ontario communities attract and retain family physicians to serve their residents. Recent announced changes to these programs have excluded the vast majority of the municipalities within my riding from qualifying for this much needed assistance. I understand that the changes to these programs have somewhat benefited a small number of municipalities throughout rural and northern Ontario that did not qualify for the programs before. But I must make it clear to you as Minister that I am not pleased these program changes have essentially resulted in most of the communities in my riding being penalized through no fault of their own doing. Practically each and every rural and urban community in Elgin Middlesex- London is in need of more family doctors to serve their residents. I find it puzzling and, to be honest, upsetting that these communities, under the new program `formulas', are considered not in need of assistance to attract these health care professionals. Minister, I would appreciate your reviewing these matters and responding to my constituency office at your earliest convenience. As always, thank you in advance for your time and consideration. 5 Talbot Street, St. Thomas, ON N5P I C-t T (519) 631 -0666 Toll free 1-800-2b5-7b38 1" (519) (31-9-1. f I'V 1519) 0, speters.mpp.co@liberal.ola.org i�www.stevepeters.com z ElginCo ty fax cover COMMENTS: DATE: APRIL 9, 2010 Send to: Warden Vowel and Elgin County Councillors Attention: Office Location: Fax Number: Call Group #'s From: Mark G. McDonald, Chief Administrative Officer mmcdonald @elgin county.on.ca Office Location: Administrative Services Phone Number: Ext. 161 Number of Pages, Including Cover: 17 URGENT REPLY ASAP PLEASE COMMENT PLEASE REVIEW FOR YOUR INFORMATION Additional Items for Council Agenda of April 13, 2010 Reports of Staff and Council: (attached) 1. Manager of Archives Archives Exhibit at Queen's Park, Toronto. 2. Purchasing Coordinator Semi Annual Information Report Contract Awards (July 1, 2009 to December 31, 2009) and Direct Negotiation Expenditures (January December 2009). 3. Directors of T /L, BN and E/M Physiotherapy Services Elgin County Homes. Correspondence Items for Information (Consent Agenda): (attached) 1. SCOR Media Release dated April 1, 2010. 2. Invitation to the launch of the Elgin -St. Thomas Tourism Development Strategy and Marketing Plan. THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRIVILEGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE ANY PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Canada Phone: 519 631 -1460 Fax: 519 633 -7661 www.elgin county.on.ca Progressive by Nature FROM: Stephen Francom Manager of Archives DATE: March 29, 2010 SUBJECT: Archives Exhibit at Queen's Park, Toronto INTRODUCTION: REPORT TO COUNTY COUNCIL The Elgin County Archives has created and installed an exhibit at the Legislative Assembly of Ontario, Queen's Park, Toronto, featuring Elgin County's role as host of the International Plowing Match, 1940 -2010. DISCUSSION: The exhibit, presented through the Legislative Assembly's Community Exhibits Program, was prepared in collaboration with the Archives' community partners the Elgin Federation of Agriculture and the Elgin County Plowmen's Association, and features photographs, documents and artifacts from the Archives' collections documenting the County's role in hosting the IPM in 1940, 1960 and 1985, as well as items contributed by the Elgin Federation of Agriculture showcasing the match to be held in Elgin County September 21 -25, 2010. The Archives is particularly pleased to facilitate this exhibition during MPP Steve Peters' tenure as Speaker of the Legislative Assembly. Mr. Peters is a keen supporter of the Community Exhibits Program and contributed items from his personal collection for inclusion in the display. The Community Exhibits Program provides a wonderful opportunity for regional archives and museums to showcase their work and resources to a national and international audience. The Archives is pleased to use this opportunity to mark the history of an event of such vital importance in the history of Elgin County, and to help to promote the 2010 IPM to be held in Elgin County September 21 -25, 2010. The exhibit remains on display on the main floor of the Legislative Assembly until late September, 2010. CONCLUSION: The Elgin County Archives has created and installed an exhibit at the Legislative Assembly of Ontario, Queen's Park, Toronto, featuring Elgin County's role as host of the International Plowing Match, 1940 -2010. RECOMMENDATION: THAT this report be received and filed as information. All of which is Respectfully Submitted Stephen`1= rancom Manager of Archives Brian Masschaele Director of Community and Cultural Services Approved. is Mark G. McD Chief Administrative Officer ,Arn;,ias;ie_ e; usa. ed REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Sonia Beavers Purchasing Coordinator March 23, 2010 Semi Annual Information Report Contract Awards (July 1, 2009 to December 31, 2009) and Direct Negotiation Expenditures (Jan. Dec. 2009) INTRODUCTION: As per the County of Elgin's Procurement Policy 10.1; an information report containing the details relevant to the exercise of delegated authority for all contracts awarded that exceed $10,000 including amendments and renewals is to be prepared and reported to Council on a semi annual basis In addition, the County of Elgin's Procurement Policy 3.14 states; "Any expenditure exceeding $50,000 for a one time purchase or over an annual basis must be reported to Council DISCUSSION /CONCLUSION: The Council of the Corporation of the County of Elgin delegated authority to the Directors to award contracts as follows; Value Greater than $10,000 but less than $50,000 Greater than $50,000 but less than $100,000 Report Status No report to Council required if within 10% of the approved budget allocation No report to Council required if within approved budget However, Council also approved that a semi annual information report would be brought forward containing details of the award of contracts including amendments and renewals. The detailed report of the award of contracts is attached as Appendix A. The Council of the Corporation of the County of Elgin delegated authority to the Directors to purchase goods and services using the Direct Negotiation method. The Policy states as long as an attempt to purchase the required goods and services has been made in good faith, the goods or services can be purchased using the Direct Negotiation method. Purchases made using the Direct Negotiation method will be reported to Council on an annual basis. In addition, any expenditure exceeding $50,000 for a one -time purchase or over an annual basis must be reported to Council. The details of the Direct Negotiation, one time purchases and purchases exceeding $50,000 over an annual basis is detailed in Appendix B. RECOMMENDATION: THAT the Semi Annual Information Report Contract Awards, and Direct Negotiation Expenditures Report dated July 1, 2009 to December 31, 2009 be received and filed. All of which is Respectfully Submitted; cu— /Sonia Beavers Purchasing Coordinator Jim Bundschuh Director of Financial Services Approved f Mark G. c Chief Administrative Officer Department Budget Project Allocation I.T. I.T. I.T. Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering Capital Capital Capital Capital Capital Operational Capital Capital Capital Capital Capital Capital Capital Capital Capital Capital APPENDIX A Purchases /Proiects greater than $10,000 July 1, 2009 to December 31, 2009 Hardware 3 notebooks Software New Copier Conversion to Emergency Response Vehicle New Vehicle to be converted to ERV Supply install window guards and fence guard railing at Adm. Building Concrete Footings Barrier Free Access at Adm. Building Electrical Work for Barrier Free Access at Adm. Building Demo Excavation for Barrier Free Access at Adm. Building Elevator Lift for Barrier Free Access at Adm. Building Structural Steele for Barrier Free Access at Adm. Building Glass Curtain Wall for Barrier Free Access at Adm. Building Supply Install new drive for elevator at Adm. Building Supply of Bricks and Mortar Adm. Building Gas Fireplace and Mantel Elgin Manor Removal of interlocking bricks and install concrete slabs and walkways at Elgin Manor Award Ca reworx Point Click Care Ricoh Canada D &R Electronics Mt. Brydges Ford Ray Twist Oscar Temple Sons R.A. Barnes Ro -Buck Garaventa EMI Eastwood 88 Aylmer Glass Thyssen Krupp Belair Specialty Brick and Fireplace Elgin Contracting Bid Price (includes taxes) 10,120.73 11,558.26 11, 204.79 20,144.74 40,137.60 18,167.01 22,470.00 10,185.00 14,502.52 15,874.42 17,414.25 43,792.75 21,522.90 11,945.25 25,500.00 84,896.18 APPENDIX A Purchases /Proiects greater than $10,000 July 1, 2009 to December 31, 2009 Department Budget Project Allocation Bobier Villa Capital Ado Maxi Move Lift Award Arjo Engineering Capital Paving Elgin Manor D. Peters Paving Bid Price (includes taxes) 13,755.00 10,389.75 Direct Negotiation, one time purchases and purchases exceeding $50,000 over an annual basis. Department Budget Purchase Allocation Homes Homes Homes All Buildings Engineering Services Engineering Services All Buildings Homes All Departments Community and Cultural Services Operational Operational Capital Capital Operational Operational Operational Capital APPENDIX B January 1, 2009 to December 31, 2009 Operational Raw Food Operational Nursing Supplies Incontinent Products Lawn Maintenance for 2009 Consulting Fees Consulting Fees HVAC Preventative Maintenance Linen Service Legal Services Books Award Sysco Various Suppliers of Complete Purchasing SCA and Med Pro Direct Westelaken Ya rdworks, Dave Chesterfield, Jims Lawn Care Spriet Assoc. Bid Price (includes taxes) $675,695 $112,852 $117,139 62,631 Golder $205,408 Associates Hitchman 78,682 Chalmers Brite Linen $160,566 Hennessey, $184,882 Gibson and Hogan Library Bound $175,195 Last Contract Tendered Renewal Date Date Complete Ongoing Purchasing Complete Ongoing Purchasing Complete 2010 Purchasing 2007 2011 $373,037 Governed Governed under under Consulting Consulting Services Services Governed Governed under under Consulting Consulting Services Services 2007 2010 2007 2012 Governed under Consulting Services Southern Ontario Libraries Consortium Governed under Consulting Services Ongoing Direct Negotiation, one time purchases, informal and formal quotations awarded within the approved budget and purchases exceeding $50,000 over an annual basis. January 1, 2009 to December 31, 2009 Department All Departments Homes All Departments I. T. Human Resources Engineering Community and Cultural Services Human Resources All Departments I.T. Budget Allocation Operational Phone /Cable Service Operational Operational Operational Capital Operational Operational Operational Operational Operational Purchase Maintenance and Purchase of equipment Agent for Natural Gas Contract Service/ Op Hardware /Cap SoftwareCap Ability Management Books Operational Benefit Carrier APPENDIX B Award AMTelecom Arjo Comsatec Protek Acclaim Consulting Aecom Services Road Mtce Study Brodart Various Dietary/ Swish Housekeeping building supplies Support for Wescom Point Click Care Solutions Bid Price (includes taxes) 137,944 82,771 154,974 96,490 136,823 53,892 64,458 Manulife $1,054,974 Financial 72,986 Last Tendered Date Sole Source Sole Source EMOP Purchasing Group Single Source/ Informal Quotes 3 Party Tender (Mosey Mosey) Governed under Consulting Services Southern Ontario Libraries Consortium 3 Party Tender (Mosey Mosey) EMOP Tender Contract Renewal Date Sole Source Sole Source EMOP Purchasing Group Single Source/ Informal Quotes 3 Party Tender (Mosey Mosey) Governed under Consulting Services Ongoing 3 Party Tender (Mosey Mosey) 2012 57,073 Sole Sole Source Source Direct Negotiation, one time purchases, informal and formal quotations awarded within the approved budget and purchases exceeding $50,000 over an annual basis. Department Budget Purchase Allocation County Administration Building Economic Development Human Resources Homes Adm Services Homes Elgin Manor Engineering Engineering Engineering/ I.T. Operational Operational and Capital Operational Operational Operational Adult Day Program Operational Capital Operational /Capital Operational January 1, 2009 to December 31, 2009 Cleaning Contract Various Projects in 2009 Legal Services Milk Products Legal Services Transportation Sewage Treatment Plant Various Projects Electrical Services Various Projects Various Projects APPENDIX B Award J&A Cleaning Services Y- Factor Stringer, Brisban, Humphries Natrel Inc William McEnery Barristers and Solicitors Voyageur Ontario Clean Water Agency RMB Comm. Bid Last Contract Price Tendered Renewal (include Date Date s taxes) 74,670 2008 2011 $216,273 Governed Governed under under Consulting Consulting Services Services $121,005 Governed Governed under under Consulting Consulting Services Services 61,920 Complete Complete Purchasing Purchasing 61,405 Governed Governed under under Consulting Consulting Services Services 57,986 Sole Sole Source Source 55,208 2009 2011 Oscar 51,382 Various Various Temple Quotations Quotations Sons R.A. Barnes 50,854 2007 2010 50,647 No formal quotes required No formal quotes required Direct Negotiation, one time purchases and purchases exceeding $50,000 over an annual basis. Department Budget Purchase Award Allocation Various Departments Operational January 1, 2009 to December 31, 2009 Lawn Maintenance and Snow Removal APPENDIX B Clean Cut Bid Price Last Contract (includes Tendered Renewal taxes) Date Date 88,024 Lawn Mtce Lawn Mtce 2007 2010 Snow Snow Removal Removal 2009 2012 FROM: DATE: SUBJECT: nan „resarw upta;;.,rc INTRODUCTION: April 8, 2010 REPORT TO COUNTY COUNCIL Rhonda Roberts Director, Terrace Lodge and Bobier Villa Pat Vandevenne Director, Elgin Manor Sonia Beavers, Purchasing Co- Ordinator Physiotherapy Services Elgin County Homes The current contract with the Ministry of Health and Long Term Care and physiotherapy services provider expires April 30, 2010. Requests for Proposals for Physiotherapy Services for the Elgin County Homes were issued as per the County's Purchasing Policy. Proposals were received until March 15, 2010. DISCUSSION/ CONCLUSION Three companies responded to the proposal; PT Health; Beernaert Services Inc.; and LifeMark Health Management Inc. The three proposals were reviewed and evaluated based on: a) service provided to the residents as required by the Ministry of Health and Long Term Care, b) knowledge and experience in Long Term Care compliance standards, c) fees and pricing, d) established quality assurance program. The evaluation committee comprised of the two Directors of Homes, Manager of Resident Care and the Manager of Program and Support evaluated and scored the proposals. The committee members identified that PT Health provided the highest rating as indicated by the evaluation process. The Physiotherapy Services program is fully funded by the Ministry of Health and Long Term Care. RECOMMENDATION THAT PT Health be selected to provide Physiotherapy Services for the Elgin County Homes for a two year term with the option to renew for one additional year; and, THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement with PT Health and The Ministry of Health and Long Term Care for the provision of Physiotherapy Services for the County of Elgin Homes. All of which is Respectfully Submitted Purchasing Coordinator MEDIA RELEASE Release Date: April 1, 2010 SCOR partnership incorporates The South Central Ontario Region (SCOR) is pleased to formally announce that it has received approval for incorporation as a "not- for profit" economic development corporation. The corporation's legal name is the South Central Ontario Region (SCOR) Economic Development Corporation with an operating name of the South Central Ontario Region (SCOR). The incorporation had been previously approved by each of the five county partners; including, Brant, Elgin, Middlesex, Norfolk and Oxford. The five Counties are the shareholders of the new corporation and the Board of Directors will be comprised of elected County representatives. The existing members of the SCOR Executive Committee will remain as the transitional Board until the first Annual General Meeting (AGM) in order to ensure a smooth transition. The first AGM will be scheduled in the near future. Upon completion of the SCOR strategic plan "The Path Forward" and upon review of the recommendations provided by GGA Management Consultants in their review of organizational models, SCOR determined that the most effective way to lead change in the region was through the formation of a corporation. "This is a watershed moment for the participants and stakeholders (elected officials, staff members, consultants, representatives of provincial and federal governments and members of the public) who have worked long and hard for the diversification and growth of our Region's economy" says Norfolk Mayor and Chair of the Interim Board of Directors, Dennis Travale, "being incorporated provides the structure necessary to implement our strategic plan and we look forward to future successes." Tillsonburg Mayor and Vice -Chair of the Interim Board of Directors, Stephen Molnar comments that "The County of Oxford is proud to join with our other partners to provide leadership in the regeneration of our fragile regional economy. What started as a common bond due to the elimination of a once proud tobacco industry has morphed into a regional economic development model that looks to the future with renewed hope and is fostered in the goal of providing 'choice' for the next generation of our shared citizenry." "Brant County enthusiastically supports the incorporation of SCOR and looks forward to actively participating in the new corporation" states Mayor Ron Eddy of Brant County, a Board member. Norfolk Councillor Jim Oliver, another Board member, says "Having the SCOR economic development corporation in place will now make it easier to facilitate and support programs and initiatives that cross the partners' municipal boundaries, such as developing agricultural biomass fuel and regional tourism projects." Aylmer Mayor Bob Habkirk, representing the County of Elgin on the Board, expressed his pleasure with the corporation noting that "The five SCOR partners now have the opportunity to advance economic initiatives and growth throughout South Central Ontario. We look forward to working with the Federal and Provincial Governments and other regional organizations such as Western Wardens, SWEA and SOMA to revitalize and diversify our economy." "We are very pleased that SCOR has reached this milestone. We are looking forward to playing an active role in SCOR's efforts to establish a strong and diversified regional economy" says Thames Centre Mayor Jim Maudsley representing Middlesex County. SCOR is in the process of establishing all of the necessary formal and administrative processes, including establishing an office with staff dedicated, for implementation of our regional strategy. A number of strategic priorities are moving forward and SCOR is working with community and business groups from across the region on the following priorities: Maintaining the Competitive Edge Supporting Entrepreneurship Accessing the Marketplace Implementing a Regional Communications Strategy on Skills Training Fielding a Winning Team Advancing the Rural Role in Renewable Energy Expanding Research, Development Commercialization ABOUT SCOR SCOR is a partnership of the five Counties of Brant, Elgin, Middlesex, Norfolk and Oxford. The founding and continuing focus of the SCOR partnership remains the economies of the rural and small urban aspects of the traditional tobacco production region —`the Sand Plain'. The partnership recognizes that a regional approach to economic development is important to improving the vitality and sustainability of our communities. By working together, the partners can harness the region's potential and become a rural economic powerhouse in Ontario and Canada. Further information can be found at www.scorreaion.com. Media Contacts: Maureen Chunick Sr. Administrative Assistant Mayor's Office Norfolk County 50 Colborne Street S. Simcoe, ON N3Y 4H3 (519) 426 -5870 Ext 1248 PI: (519) 426 -7633 maureen.chunick @norfolkcounty.ca -30- Dennis Travale, Chair, Interim Board of Directors of SCOR Phone: (519) 426 -5870 ext. 1220 Stephen Molnar, Vice Chair, Interim Board of Directors of SCOR Phone (519) 842 -6428 ext. 3234 A Night of Tourism Economic Development is pleased to invite you to the launch of the Elgin -St. Thomas Tourism Development Strategy and Marketing Plan. Attendees will have the opportunity to get an inside look at the strategies and creative marketing initiatives that will assist in the growth and advancement of the Elgin -St. Thomas tourism industry. Also at this time, elgintourist.com, the new and much improved tourism website will be launched. This modern site will feature sleek design, trip packages with various themes, and interactive itinerary building. Start your summer off with Elgin -St. Thomas Tourism! We are looking for hosts, so if you are interested in participating in this event please contact Katherine Thompson. What: Elgin County Tourism Plan Launch When: Thursday May 20 2010 Time: 5:00 P.M. Where: GT's on the Beach 350 Edith Cavell Port Stanley, ON For further information contact: Name: Katherine Thompson Title: Administrative Assistant Address: 450 Sunset Drive, St. Thomas, ON N5R 5V1 Phone: 519- 631 -1460 ex. 168 Email: kthompson @elgin county.on.ca 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Canada Phone: 519 631 -1460 www.elgin county.on.ca Staff Reports: (ATTACHED) CLOSED MEETING AGENDA April 13, 2010 1) Director of Engineering Services Municipal Act, Section 240.2 (a) the security of the property of the municipality or local board Mervin Riddell Lease. 2) Director of Human Resources Municipal Act, Section 240.2 (d) labour relations or employee negotiations 2010 Non Union Wage Increase. Table of Contents Tab 2010 Budget 1 Executive Summary Highlights 2 Report 3 Attachment I Household Impact Financial Summary Table 4 Attachment II Use of Reserves 5 Attachment III Departmental Budget Summary 6 Attachment IV Tax Rates by Class and Tax Ratios 7 Corporate Activities 8 Social Services 9 Health Unit 10 Grants 11 Capital 12 Warden Council 13 Corporate Expenditures Administrative Services 14 Financial Services IT POA Collections 15 Human Resources 16 Engineering Services Ambulance /Emergency Measures Administration Building 17 Homes Summary 18 Elgin Manor 19 Terrace Lodge 20 Bobier Villa 21 Library Museum /Archive 22 Economic Development Tourism Planning 1. 4.6% ($1.0 million) levy increase is being proposed 2. 0.4% tax rate decrease Executive Summary of 2010 BUDGET HIGHLIGHTS 3. This budget absorbs $1.0 million loss in OMPF and 0.6 million in increased Social Services costs in addition to the cost increases due to inflation 4. OMPF funding loss as a percent of levy is significantly higher than any other County or single tier municipality in South Western Ontario if funding was maintained at the 2009 level, the levy increase would have been 0% with a 5% reduction in the tax rate 5. $1.8 million prior year surplus being used as a source of funding 6. $1.1 million in internal operational efficiencies being realized 7. Cognisant of impact in 2011 (avoiding raiding current reserves and putting too much pressure onto future years) 8. Assessment value increase of 5.1% with real growth of 0.26% 9. Two years of belt- tightening and generous surpluses cannot be maintained /sustained as 2011 will offer fewer opportunities for reductions 10.Allows County to honour commitment to Hospital REPORT TO COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: March 31 2010 SUBJECT: 2010 Proposed Budget INTRODUCTION: The 2010 proposed budget is presented to Council with an overall levy increase of 4.6% or $1.0 million predominately explained by non controllable increases of $2.3 million partially offset by department tightening of $1.1 million. This increase will equate to a 0.4% property tax rate decrease on an assessment base whose value has increase by 5.1% (0.26% of which is real growth). An average home that had no change in assessed value would see a $5 decrease in County taxes, and a more typical home would see a $54 increase as seen on Table 1 in Attachment I. DISCUSSION: Table 2 in Attachment I summarizes the revenue and cost changes for 2010, as well as future years, along with the impact on the levy. A reduction of OMPF funding is reducing the County's revenue by $1.0 million and increased Social Services costs are adding a further $0.6 million in cost. Although inflation is adding $0.7 million in cost and increased service levels in Economic Development and Planning are adding a further $0.1 million, these costs are more than offset by the $1.1 million savings through departmental improvements and efficiencies. The Homes have improved their revenue by $0.6 million by managing a higher case mix within existing staffing levels. Cost efficiencies at the Homes add a further $0.4 million in improvements, with other departments contributing an additional $0.1 million reduction in costs. The 2009 operating surplus was better than that for 2008 by $0.9 million and has been used to both add $0.7 million more to the Mill Rate Stabilization reserve than was added in 2009, as well as reduce the tax rate increase for 2010. The County must be cognizant that: such a surplus is unlikely in 2010 given the extent of budget tightening in the last two years the impact of using the 2009 surplus for reducing 2010 taxes has on tax increases in 2011 the future tax pressures caused by a likely further $1.6 million OMPF funding reduction in 2011/2. Tab 2 Page lof 3 Therefore a balanced approach was followed when considering the use of other reserves to reduce tax rates in 2010. As a result, it is recommended that funding from the OMPF reserve be deferred until 2011/2. Even after doing so, the net use of County reserves as a source of funding would be $0.3 million higher than in 2009. The deferral in drawing down the OMPF reserve until 2011/2 balances the tax increase across all three years in the 4.6 -4.7% range down from the prior forecast of 5 At the beginning of this year the Operating Reserve balance was $7.8 million as shown on Attachment II. It is expected that these reserves will be at $6.2 million at the end of the year. The primary changes are: Line 5 Accumulated (Revenue) /Deficit: The Prior Year Surplus of $1.8 million is completed used as a source of funding for adding to other reserves and to reduce the 2010 tax rate. Lines 6, 8 and 13 Donations Reserves: The reserves for Elgin Manor, Bobier and the Library are being used for special projects costing $120,500, $60,000 and $75,000 respectively. The projects in the Homes are for renovations of the facilities and the spending in the Library is from Trillium funding received in 2009. Line 12 Mill Rate Stabilization Reserve: $1.1 million to be added from the Prior Year Surplus partially offset by $624,320 spending out of the reserve. The planned spending out of the reserve is for cost equal to spending in 2009 for items such as certain legal costs and severances, plus for 2010 an additional $120,000 for the Health Partnership and $150,000 for the OP Plan. The year ending balance for the reserve will be $2.0 million. Line 20 St. Thomas -Elgin General Hospital Foundation: The second of six planned additions of $166,667 brings the reserve to a balance of $333,334. Included in the Budget binders is the updated 2010 Capital Budget with minor adjustments, the most significant being a correction to the Federal Gas Tax revenue offset by a reduction in the Unanticipated Urgent Capital Needs line item. The Municipal Treasurers are in agreement that the tax ratios and capping parameters remain consistent with 2009 in order to avoid transferring tax burden to the residential properties. CONCLUSION: The attached budget reflects the second consecutive year of unprecedented levels of efficiencies made throughout the departments to enable the levy increase to be kept to a reasonable level while absorbing a significant loss of OMPF funding and supporting delivery of social programs to the vulnerable. Tab 2 Page 2of 3 These efficiencies have further allowed the County to maintain its financial position in preparation for further OMPF funding reductions anticipated in 2011 and 2012. RECOMMENDATION: THAT the report titled 2010 Proposed Budget be received and filed; and THAT the 2010 Proposed Budget in Attachment Ill, which includes the Operating Budget, the Capital Budget and Grants be approved; and THAT the 2010 Tax Rates and Ratios in Attachment IV be approved; and THAT the necessary by -law be prepared. Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer Tab 2 Page 3of 3 Table 1 Residential Impact $1040,000 Levy Increase (4.6% Increase) Average Assessment Increase Tax Rate 0.583747% Assessment (Average Home) $200,000 Tax Levy $1,167 Residential Average Home Tax Levy Increase $54 No Assessment Increase Tax Rate 0.583747% Assessment (Average Home) $200,000 Tax Levy $1,167 Residential Average Home Tax Levy Increase -$5 Table 2 Changes to Reserves Allocations OMPF Reserve Plowing Match Prior Year Surplus Funding Mill Rate Stabilization Other Reserves Total Reserve Allocation Changes Total Increase Percent Increase on Levy Tab 3 Page 1 of 1 2009 2010 Change 0.581178% $210,239 $1,222 0.581178% $200,000 $1,162 2010 2011 OMPF Loss (1.0) (0.9) Social Services (0.6) 0.6 Inflation (0.7) (0.7) 99 Edward St Rent (0.0) (0.4) Total Non Controllable (2.3) (1.4) Increased Services Economic Development/Tourism (0.1) (0.1) Planning (0.0) Libraries (0.0) Roads Maintenance (0.1) Roads Capital (0.2) Total Increased Services (0.1) (0.4) Department Tightening Managing Higher Case Mix with existing staff 0.6 Homes Efficiencies 0.4 Other Departmental Efficiencies 0.1 Total Department Tightening 1.1 0.7 0.1 0.9 (1.8) (0.7) 0.8 (0.0) (1.0) 4.6% Attachment I (1.1) 4.7% -0.4% 5.1% 4.7% -0.4% 0.0% -0.4% 2012 (0.7) 0.5 (0.7) (0.9) (0.1) (0.2) (0.3) (0.6) 0.7 1.1 (0.3) 0.3 0.2 (0.3) (1.1) 4.7%1 w U) H .0 LO r CO 0 d CO O 0 O O) O N m O 'B CD 3 r r CO CO CO N O) d' d' LO co CO N O CO h J E coo 1.0 Ln d w LO CO Z Z N O) d [n Cfl N v w E L Z u O c a) -J O C a) U a) a o co m C o m m o m O 0 H O r N M V O r O N O N d O d' o co CO v CD d; CO L L 0 0 M m o 0 0 H N r N O O N N OLOd 0)NU) CMd 0) M0O1LO 010 r OO W CO I.O Md' ONCO I O CO N- CO CO CO 10 CO r i r CA CO C O ice. d' I 6) CO M O CO_ 0) 10 N CO I' CA d' CO CO O O (fl r O a) N LO c- co c.5 (5 H -cr O) co L(fl co 00 C O c- r CO L O O U) CO N U) N 0) r N CO CT U N i r CO. 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M N- N N 4 v c O M M N N N r r 00 N- O) N O r LO CO r CO M ID M O) O N- Co N O CO LID LO r O> N N- N CO r Ln N Co' LCD_ CO d Ln CO N d_ O O N N O) d' (O O) r N C'') N- N- O "71' O) CD CO CO CV (D r N- CO C) CO 0 N O CO N CO 'd co Lc) O r co O) Ln 0 co d' co M r N CD CO O) CO O) 'd' ti Co O CO N O O CO d' O CD r CO O (o co N 0 0 0 CO CO I� d. Lo N N N Ln co CO O co N- O co co O) OJ N CD M CO M O c1' M Co rl' ti r M M CO O CO N- CO co 'ch 'ct co co O N CO O LO N t, N Ln M d N N CO CO C0 Cl". (0 ti d' CO O ti O O U) r N M C 4 O O 0 r 0 B d Z J 0 co p Y N LL W d J U- o c N 2 Q U) o o N W Q W w H p o 0 m U U) N t E 00 w O U CI �.Q® h Z_ O z W z~ zQ U OW W U' 2 -i a) W U)Q U�� =ZDWO d C U f w w W U J O w> Z d W z U W a W W a E Q Q OU ZO w h W c)O wC� a U z0U)c,ts W N co w 0CC2 0 Q I- 8 Z z w <wz U) W H z f 0 it Z H Q W W 1 W U- 2>_ Q U O Z U co c6 w O m W 'EI QwEcn 8 C a C4 o.. 5 tO p -1 0 u. 0 t O W C K W C Z 0 W Q❑ Z D❑ 0 z 0 m O 0 2 O o r. U h- U)I0C) CLOT h F I E r-I NI MI �1 in col �1 001 0)1 o� �I rl rl �1 r of rl �I F (91 (711 N1 NI Nl NI 'Rd E 0 0 a) \o \o \o \o \o \o \o \o \o \o \o 0 0 0 0 0 0 0 0 0 0 0 0 C O (.0 N ti 0) ti o) CO CO Ca CA C9 !p (NI r O) Ln o) co N:. 00 r- 00 .0 Cry r T U O Q 0 0 0 0 0 0 0 0 0 0 0 W 0 0 0''' 0 0 0 N:1 d d d d d d d d d d p I- V: d d: V: d: d d: d: d: d: d: d: g C 99999999 0 0 0 0 L U U) W W g N W_ d JU cT_ 7 W L O W W W F_ F- F 2 2 c c) III W D Q 00 Q cc 2tLUUZ Q Q) c O aa) +J C/) O O C Co a) L Co 'D O a) 'j U) a) U U a) co O co a) E Co U a) X -0 C X a) O C E a) a) L co a) Q X co L L Q C 2 O co Q In c a) U O PROPERTY CLASS COUNTY OF ELGIN BY -LAW 10 SCHEDULE A Ratios RESIDENTIAL /FARM 1.0000 MULTI RESIDENTIAL 2.3458 FARMLAND AWAITING DEVELOPMENT RESIDENTIAL 0.5000 COMMERCIAL OCCUPIED 1.6376 COMMERCIAL VACANT LAND 1.1463 INDUSTRIAL OCCUPIED 2.2251 INDUSTRIAL VACANT LAND 1.4463 LARGE INDUSTRIAL OCCUPIED 2.8318 LARGE INDUSTRIAL VACANT 1.8407 PIPELINES 1.1446 FARM 0.2500 MANAGED FORESTS 0.2500 Tab 6- Page 2of2 2009 c E O n C. C C N n G 3 c c c 3 3 c a H� -t°-� U) J J J J J J J 00 00000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0000 0 000 0 00 0 0 0 0 0 0 0 0 0 0 0 0 000000 0 0 0 0 0 0000 0 0 0 0 0 0 Na 7 N O) 000 CC N 0 N CO 00C (A 00 o r 0000000 O O o 0000000 O O O O O hNN W W 000 N N O N V Oa- CD O CO 0 0 0 0 0 0 0 O O O 0 0 0 0 0 0 O O O O O O V' O)N N M 0 0 0 O) NO M M NO CO —0 0h O O co M M N M' V N CO 0 7 CO h W O O 0 0 0 0 0 0 O 0 0 0 0 0 N- CO O) CO N 0 0 0 0 CO N O O O O O O O) p C C 41 CO U) (ON N- 0 r N- O O 0 0 0 0 0 0 O O O O O O N 0 h.. M C) N N N N 0 00 O 0O) OO 7 0 a N 7 NA CO O O O 0 0 0 0 CC) O CO 0 0 0 0 0 O NCO N CO f` N- CA CO n O CO 0 N O) CO N •p o 0 O) N m O O O (O O V r O O N O N r N 0 O CA r N� V N CA CO N N CO N N- O of co N CO N 0 O) CO 7 C) 0) v O) N a- N N NCO CO hN COM CO N N COO) (O 0N- CO CO N Ns CO N- (O N V CO CO N 7 CO 0 O N Na- CO N N 0 M N N- N- (Oa- 7 N up co O) N Q N a- N N M M 0 CV a a 7 v v N O N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N CO 7 N CO M N O N CO 00 o o M o N G CO 0 CA (O h CO O) N- M CO CO (O CO 0 0 0 CO N M E ca N N.: 05 N 0 OO N- N (O U) N (AN O O N O C!1 N 7 N N.- 0 CO N 0 CO O) M CO N V N O) N y r O r- v N of 0 V F 1 0 `c' V N W N co O 0 O NRMCO07M CO 0 0 00 0 COON.-h- N c' O N 00 O O <YO N O N p (1) J OO N CO N r 0 h N- 0 CO I\ N M N N CO CO CO N 0 O) CO CO CO 0 7 V 0 d' CA N N N 70 a- LO V N N O 0<tO O N CO CO CO O) (A CO COMr COO) a N N 0CDMNO N (U V COO CAN CA CO V N- MCA co N N N- N- (O V o N W M O O CO <f C' C) N N N N O co N CD N OC) CO V v—U N7 N- M M MO O 7 O N O O O r CO CA CO r O N V CO O CO N 0 N a CO V V CO N N- v N CO h N 0 O .r... ri N N 1. W N- N M N p LL 0 N F CO CA <t CO t` M O O 0 0 0 0 0 0 O 0 0 0 0 0 h V 70 N 070 7 N 0 N O 0 0 0 N 0 C N p M Q W M N O N N- O N- N. O O 0 0 0 0 0 0 O O O O O O CA W N CO (O CO CO O M co O O O O N M r m W V O <-N V' C) N n O O 0 0 0 0(0 CO O O O O O co O co co V W co N- N 00 COO Nom- N (A N (O O CA N CA O O O (O O V M N- O O N O N N N N. M N 1. W M co" O N N N N 0 M CO N CO N O CO CO O m O v O) N N N N CO CO N 7 CO O 7 0 (O CO 0 0 N- 0 0 N� M (O CO e 7 N- CO N V (O 0 CO V' CO N v N a M CO N a V V O) N N- v N r CO OO N- N p m N .r..N c4 (O N NI V W N� U v v CC, U E y W i m" 3 CL N y O F O c m c W a t E m a 2 mx� Tge) E o o E -cE Z `m E° m T g U) E o o F- o y E m TO�m000 >,U 03 o H�N a °d u i CC o o n n o c c m c E y m o Q -c n y m o o CU m o o m o c> U :5 m c P. c c F- u) o g a) co c o 'E o 33 U d c_ v y m r E d T. m K Y Q a 7,3 J J J n X X O "CO O E Z O O O N N E `m L lU O LL (0 N CU U) L U U) U) E O C p X U) of O 0- 0- 0_ 0,0_ 0 0 m F -F qU (n a a0- 0-¢ U Eoc�n`F x O O of G o O O 0 0 0 0 0 0 n 0 0 0 0 0 0 J 0 n O 0 X 0 0 0 0 0 0 0 n 0 0 0 0 0 0 0 0 0 O. V U 00 0 U) 0 0 0 N OO lU 0000 O 0 CU 0 C 0 '0-i 0000000 J 0 m 00000 0, o U oo F- Oo00 U) Oo0 U oo U) 0000000 O O o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O 0 o O o o U 0 0 0 0 0 0 o 0 0 CO 0 0 0 0 O V 7d' V y'<{ N yo 0 0 O r- N NN C m 0 CA ~O CO 0 N N CO Mr- N C°O O V V V V V'7 2 V V .7 NI d' 1 .4 F V F, 0 N F, N NNN F, V N N F Cr 00 Z V V' V' 0 N NN 1- 2010 Buget Reconciliation EIS Total Revenue 15,947,025.00 Less: County Portion F 2,298,867.00 Less: Dom Hostel Sub! 300,000.00 Net Revenues 13,348,158.00 Total Expenses 20,197,922.00 Less: Dom Hostel 10( 325,000.00 Less: Dom Hostel Ad 34,500.00 Less: City 0/H Allocati 220,000.00 Net Expenses 19,618,422.00 Gross City Costs County Poi 33.33% County Adi 10% Total county payable County Amount Paid Amount Owning /(Due back) Childcare Total Revenue Less: County Portion F Net Revenues Total Expenses Less: Expenses not Ap Less: City 0/H Allocati Net Expenses Gross City Costs County Poi 28.50% County Adi 10% Total county payable County Amount Paid Amount Owning /(Due back) 3,334,156.00 258, 547.00 3,075,609.00 3,878,322.00 22,000.00 3,856,322.00 13,348,158.00 19,618,422.00 6,270,264.00 2,089,878.99 208,987.90 2,298,866.89 2,298,866.89 (2,298,867.00) (0.11) Total County Portion for EIS 2,298,866.89 2,298,866.89 3,075,609.00 3,856,322.00 780,713.00 222,503.21 22,250.32 244,753.53 (258,547.00) (13,793.47) Total County Portion for Childcare Tab 8 Page 1 of 3 244,753.53 244,753.53 244,753.53 William J. Day, CA Director of Finance and City Treasurer Corporation of the City of St. Thomas PO Box 520 545 Talbot Street St. Thomas, ON N5P 3V7 19 March 2010 Mr. Mark McDonald, CAO County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mr. McDonald: Yours very truly, William J. Dad, C. A. Director of Finance and City Treasurer MAR 2 2 2010 COUNTY a ELGIN A I IST IV gif Thank you for your kind consideration of this request. Re: Elain and St. Thomas Housina Corporation Expenditures Telephone: (519) 631 -1680 Ext. 4101 Fax: (519) 633 -9019 Email: bday @city.st- thomas.on.ca On February 9, 2009 St. Thomas City Council approved Report TR -05 -09 related to Investment in Ontario Act, 2008 Infrastructure Funding. I have attached both the extract from the Council minutes of that date as well as Report TR -05 -09 for your information. Included within the listing of approved expenditures was an amount of $221,000 for necessary repairs and maintenance associated with the assets of the Elgin and St. Thomas Housing Corporation. The expenditures have now been incurred and are listed on the attached schedule. Please note that all projects were completed successfully at a total cost of $221,314.26. Unfortunately the County was not advised of this initiative in advance. The purpose of my letter to you at this time is to respectfully request the County's support of this expenditure. Based on our cost sharing agreement, the County would normally be responsible for 3 percent of ss irh costs. Therefore, the County's share of the expenditure would be $87,131.42. 1 January 21, 2010 Mr. Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mark: ELGIN ST. THOMAS PUBLIC HEALTH RECFNED FEB 1 9 2010 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Please be advised that at the December 2009 meeting, the Board of Health of Elgin St. Thomas Public Health approved the organization's 2010 budget with the following resolution: That the Board of Health approves the 2009 Mandatory Programs and Services budget in the amount of $5,776,204. This budget was passed recognizing the Ministry of Health and Long Term Care's budget restriction of a 3% increase and the ongoing fiscal challenges at the municipal level. The increase in municipal levy over last year is 3% or $24,815 above the 2009 levy. The County of Elgin's contribution to this 2010 budget is 59% of the municipal portion. The breakdown is illustrated below: 2010 Budget Total Amount 2010 Budget County of Elgin City of St. Thomas Ministry of Health 5,776,204. 851,990. 592,061. 4,332,153. Yo of Budget Funding Split (75 %/25 59% of 25% of overall budget 41% of 25% of overall budget 100% of 75% of overall budget As with previous years, please forward the County of Elgin levy in monthly installments. Elgin St. Thomas Public Health 99 Edward Street, St. Thomas, ON N5P 1Y8 Toll Free 1- 800 922 -0096 Tel: 519- 631 -9900 Fax:519- 633 -0468 Voicemail: 519- 631 -3159 www.elginhealth.on.ca ...2 Please also note that this budget amount does not include any additional West Nile Virus dollars required for the 2010 season. The Ministry of Health and Long Term Care is now putting together the budget format for that program. To assist with your planning, please expect that the County of Elgin will require an amount similar to the 2009 season. Once the expectations are known, a West Nile virus budget will be forwarded to the Board of Health for approval with appropriate correspondence to you after that. l o e f $4,000 Finally, we will forward an approved audited statement of our 2009 fiscal year once that work is completed likely in April 2010. As of this writing, it is anticipated that there will be a surplus in the 2009 financial year. If you have any questions Mark, please contact me at 631 -3159, ext. 202. Kind regards, Cynthia St. John Executive Director copy: Mary Ens, Accounting Supervisor, Elgin St. Thomas Public Health Page 2 3ALARIES ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 5420 Non -Union 1,050,700 1,044,600 (6,100) 5430 Nursing 1,224,000 1,217,500 (6,500) 5440 Inspectors 477,000 493,900 16,900 5450 Nutrition /Health Promo /Hygienist 348,400 325,400 (23,000) 5460 Support 330,100 325,400 (4,700) 5470 Custodian /Security 45,100 32,100 (13,000) TOTAL 3,475,300 3,438,900 (36,400) Percentage of entire 2010 budget 59.54% 10 FRINGE BENEFITS ACCOUNT #1 2009 BUDGET 2010 BUDGET I Difference 5510 Vision 10,000 10,000 0 5515 Employer Health Tax 84,500 86,000 1,500 5520 Extended Health Care 191,000 215,500 24,500 5525 Dental Plan 63,500 72,000 8,500 5530 CPP 147,000 157,000 10,000 5535 OMERS 294,000 313,000 19,000 5540 LTD 81,500 85,500 4,000 5545 WSIB 40,600 41,500 900 5550 El 76,000 78,000 2,000 5555 Life Insurance 21,500 21,500 0 5560 Baby Benefit 43,000 23,000 (20,000) 1 5565 Employee Assistance Program 5,000 10,700 5,700 5568 Meal Allowance 2,200 2,200 5570 Part -Time Benefits 23,000 23,000 0 5575 Charged to Other Programs (222,769) (225,000) (2,231) TOTAL 860,031 913,900 53,869 ACCOUNT NAME Percentage of entire 2010 budget 15.82% 11 ?REMISES ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4710 Rental Income (69,280) (59,180) 10,100 5710 Rent 99 Edward 513,469 513,469 0 5720 Housekeeping Supplies 8,500 8,500 0 5730 Property Taxes 15,000 16,000 .1,000 5740 Grounds Maintenance 7,500 8,500 1,000 5750 Service Repairs 30,000 30,000 0 5760 Garbage/Waste Removal 3,800 4,400 600 5770 Hydro/Water 42,000 42,000 0 5780 Union Gas Heat 16,000 16,000 0 5790 Insurance re: premises 7,700 7,900 200 TOTAL 574,689 587,589 12,900 Percentage of entire 2010 budget 10.17% 12 4EALTH PROMOTION ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4010 Prenatal Fees (3,500) (3,500) 0 5005 Prenatal Materials Supplies 3,500 3,500 0 5010 Materials Supplies 61,000 56,050 (4,950) 5020 Travel /Meeting Expenses 28,000 30,000 2,000 5030 Advertising (Public Awareness /Promotion) 14,525 11,465 (3,060) 5040 Memberships /Subscriptions 4,000 4,000 0 5050 Professional Development 15,000 10,000 (5,000) 5055 Volunteer Recognition/Training 1,870 800 (1,070) 5080 CINOT Consulting Fees 37,000 37,000 0 5085 Cinot Claims 145,000 240,000 95,000 5090 Preventive Dental Services 500 500 0 TOTAL 306,895 389,815 82,920 Percentage of entire 2010 budget 6.75% 13 iEALTH PROTECTION ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4110 STI Clinic Grants (16,000) (16,000) 0 5101 STI Fees for Service 16,000 16,000 0 4120 Sale of Pills (24,000) (24,000) 0 5105 Oral Contraceptives 24,000 24,000 0 4150 Food Safe Course Fees (3,500) (3,500) 0 5175 Food Safe Course Expenditures 3,500 3,500 0 4160 Inspection Fees (3,500) (3,500) 0 4140 Fixed Premise Property Searches (350) (350) 0 Meningococcal Program Revenue (6,800) (13,600) (6,800) Meningococcal Program Expend. 6,800 13,600 6,800 Influenza Program Revenue (30,000) (45,000) (15,000) Influenza Program Expenditures 30,000 45,000 15,000 HPV Campaign (6,375) (10,650) (4,275) HPV Campaign 6,375 10,650 4,275 Mumps Program Revenue (1,000) 1,000 Mumps Program Expenditures 1,000 (1,000) 5110 Materials Supplies Sexual Health /STD /AIDS 12,100 15,000 2,900 5115 Materials Supplies Disease Control 21,200 23,550 2,350 5120 Travel /Meeting Expenses 25,800 27,000 1,200 5130 Advertising (Public Awareness /Promotion) 1,000 1,000 0 5140 Memberships /Subscriptions /Library 1,500 750 (750) 5150 Professional Development 11,000 7,350 (3,650) 5176 Other (Teen Panel) 800 (800) TOTAL 69,550 70,800 1,250 Percentage of entire 2010 budget 1.23% 14 :ORPORATE COSTS ACCOUNT ACCOUNT NAME 2009 BUDGET 2010 BUDGET Difference 4620 Other Revenue 0 0 0 5603 Office Supplies 15,000 16,000 1,000 5607 Printing 24,000 24,000 0 5610 Telephone 30,000 33,000 3,000 5615 Postage 6,000 6,000 0 5617 Courier 2,500 2,500 0 5620 Office Equipment Maintenance 2,000 2,000 0 5625 Office Equipment Rental 7,000 12,700 5,700 5630 Advertising Staff Recruitment 10,000 3,000 (7,000) 5635 Meeting Expense 3,500 3,500 0 5640 Business Insurance Allowance 1,000 1,000 0 5645 Advertising /Promotion /Marketing 4,000 4,000 0 5650 Communications 16,000 16,000 0 5655 Recruitment Expenses 1,000 1,000 0 5660 Legal 30,000 60,000 30,000 5665 Audit 10,000 10,000 0 5670 Bank Charges 8,000 8,000 0 5675 Insurance Excluding Premises 27,800 28,600 800 5680 Staff Training, Wellness Recognition 6,000 6,000 0 5685 Labour Relations 15,000 15,000 0 5687 IT Support 33,500 51,500 18,000 5690 Furniture Equipment 5,000 5,000 0 5695 Computer/Technology /Equipment 25,000 32,050 7,050 TOTAL 282,300 340,850 58,550 Percentage of entire 2010 budget 5.90% 15 (ADMINISTRATION COSTS i ACCOUNT ACCOUNT NAME 1 2009 BUDGET 1 2010 BUDGET 1 Difference I 5860 Travel I 3,0001 3,0001 0 I 5870 Memberships 10,000 I 10,000 0 1 5880 Professional Development 14,500 9,650 (4,850) 1 TOTAL I 27,500 22,650 (4,850) Percentage of entire 2009 budget 0.39% !BOARD OF HEALTH COSTS ACCOUNT #1 ACCOUNT NAME I 5810 !Travel I 5820 1Meetinq Expense 5825 (Miscellaneous 5830 !Honoraria 5840 Conferences /Conventions TOTAL TOTAL TOTAL INCREASE 2009 BUDGET 2010 BUDGET Difference 1,200 1,200 0 1,500 1,500 0 500 500 0 7,500 7,500 0 1,000 1,000 0 11,700 11,700 0 Percentage of entire 2010 budget 0.20% 2009 BUDGET I 2010 BUDGET Difference 5,607,965 5,776,204 168,239 3.00 %1 16 COUNTY OF ELGIN GRANTS AND LOANS 2009 Budget 2009 2010 Grants 1 Shedden Agricultural Society 4,500 4,500 2 Wallacetown Agricultural Society 4,500 4,500 3 Rodney Aldborough Agricultural Society 4,500 4,500 4 Aylmer East Elgin Agricultural Society 7,500 7,500 5 Elgin 4 -H Association 2,000 2,000 6 Tillsonburg District Multi- Service Centre 4,500 4,500 7 Quad County Support Services 2,000 2,000 8 Seniors Picnic 2,500 2,500 9 St. Thomas Elgin Art Centre 30,000 Moved to Museum 10 Non specific 4,000 5,000 11 Town Crier 2,000 2,000 12 Second Stage Housing 5,000 5,000 14 Elgin Community Nutrition Partnership 5,000 5,000 15 Elgin County Plowmen's Association 200 200 16 Med Quest Pilot Project 3,500 3,500 19 Dutton Medical Centre 10,000 10,000 10,000 each year for three years 2008- 2010 20 Ontario 911 Advisory Board 100 100 Council September 11, 2007 21 East Ferris Flood Relief 1,000 22 YWCA 10,000 Paid in 2004 -2007, missed final payment in 2008 Total Current Year (Higher) /Lower Prior Overage as a Percent of Levy Loans Ploughmen's Association Loan at 1/1/09 Added Loan for 2009 102,800 67,000 33,000 Total Plowmens Association Loan 100,000 Photographic Society Loan at 1/1/09 Added Loan for 2009 30,000 Total Photographic Society Loan 30,000 Total Loans at 1/1/09 67,000 Added Loans for 2009 63,000 Total of All Loans 130,000 Tab 10 Page 1 of 1 62,800 40,000 -0.2% Elgin's History Through a Photographer's Lens Vol 2 Table 2 New System Net Income H/(L) Prior System Depreciation Maintenance Library Book Purchases in Operating Budget to be Capitalized Less Restated Capital Revenue (booked in 2009 received in 2010) Less Capital Revenue (booked and received in 2010) New System Net Operating Budget Impact Table 3 Net Municipal Position Excluding Operating Reserves 2009 Ending Change in Position Net Capital Reserves /Funds 2010 Balance Net Capital Reserves /Funds Capital Reserves County of Elgin 2010 Budget Capital Budget Summary Table 1 Capital Budget I 2009 2010 Capitalized Projects Expensed (Maintenance) Projects New Capital /Maintenance Projects Funding (Revenue) Funding (Out of Reserve) Repayment to Capital Fund/ Transfer Into Reserve Net Capital Budget 7,167,267 I r— 7,167,267 Capital Financial Equity 2,623,806 (7,813,046) (460,855) 1,886,589 $1,425,735 2,162,951 (5,926,457) ($3,763,506) 6,932,406 1,084,305 12,458,991 8,016,711 4,442,280 (6,144,862) (2,275,178) (3,869,684) (1,151,041) (1,232,111) 81,070 2,004,179 2,657,845 (653,666) Capital Funds 9,048,900 1,084,305 (225,500) (1,680,105) Prior System Net Operating Budget Impact i 7,167,267 New System Net Income H /(L) Prior System 1,214,845 [File]Capital Summary 4/1/20108:58 AM Tab 11 Page 1 of 6 2010 (H) /(L) Table 4 Capital Asset Sustainability Analysis I Expansion Transfer Into /(Out of) Capital Funds /Reserves 71,059 Projects 1,052,000 Total Contribution to Planned Capital Investment 1,123,059 Depreciation (Historical Replacement Cost) Post Depreciation Reserve Allocation Capital Asset Sustainability Investment Required (not including prior Infrastructure Deficit) Capital Asset Sustainability Investment H /(L) Sustainable Requirement (not including prior Infrastructure Deficit) Incremental Requirement per Engineering Analysis of Infrastructure Deficit (including Maint. Req't) Adjustment for Maintenance Projects Capital Asset Sustainability Investment H /(L) Sustainable Requirement Memo: Explanation of Sustainability Shortfall Required Net Income for Post Depreciation Reserve Allocation Net Income Loss Expansion Projects not contributing to Sustainability Total Shortfall 2011 (H) /(L) 2009 2011 Estimate 2010 (0) 7,971,447 Not included in prior Report. (2,275,178) 4 Capital Revenue included in Net Income 5,952,422 Non Financial Equity Net Active Non- Related Financial External Investment Liabilities 167,885,252 (9,048,900) ($1,890,994) Net Non Financial Equity 158,836,352 13,737,319 168,810,165 $172,573,671 Net Non Financial Equity Project WIP Investment 6,579,413 7,157,906 4 Sustainability 1,354,675 6,105,906 7,460,581 9,048,900 1,022,617 10,071,518 (2,610,936) (7,434,242) 1,084,305 (8,960,873) (1,022,617) 1,214,845 (1,123,059) (930,831) (804,180) Net Municipal Position 169,275,425 (465,260) a,— Total 1,425,735 7,157,906 8,583,641 1 O N` 0000 O O O CO M 76 0) O CC) O O O O O O N O 0 O d 0 0 0 0 O' O' CO O N 0. 0 a) Co a) CO 0 o) c CO a.) 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Culvert Linings (failing culverts) S Various 200,000 6290 -10 -04 Warren Street Bridge Expansion Joints S Central Elgin 80,000 6290 -10 -05 Belmont Road Bridge Expansion Joints S Central Elgin 80,000 6290 -10 -06 Elm Street Culvert 1.8m concrete, 3m cover S Aylmer 200,000 6290 -10 -07 King George Lift Bridge Electrical Repairs S Central Elgin 50,000 6290- 10 -08 /OS Use of 2007/8 surplus (Warren St $15k, Richmond Culver $10k, Lift Bridge Roof $15k) S 40,000 RECONSTRUCTION OR RESURFACING 6200 -10 -01 John Street at Beech Street Signalization S Aylmer 300,000 6200 -10 -02 Road 3 Rehabilitation (Phase 3) incl guide rail (lona to Shedden) S 17 Southwold 1,700,000 6200 -10 -03 Road 18 PDST (Lawrence to Rd 20) S 3.2 Southwold 125,000 6220 -10 -01 Road 2 (Ridge St. to Rd 76, plus intersection) S 0.2 West Elgin 50,000 6220 -10 -02 Road 27 (townline to east limits of Union) S 1.8 Central Elgin 200,000 ANNUAL INVESTMENTS 6090 -10 -01 Slope Slides M 50,000 6090 -10 -02 RR Crossing Repairs (4, 25, 26) M 30,000 6090 -10 -03 Lakeshore Erosion M 75,000 6090 -10 -04 Road Crack Sealing and Asphalt Patches M 50,000 6090 -10 -05 SWOOP2010 M 10,000 6090 -10 -06 East Road M 60,000 6300 -10 -01 Municipal Drains M 203,000 6210 -10 -01 Land Purchase E 50,000 6090 -10 -07 Shoulder Gravel M 100,000 6090 -10 -08 Cooperative Capital Projects M 100,000 6260 -10 -01 Road Sign Replacements M 25,000 6090 -10 -09 Misc. Consulting M 35,305 New Capital Projects 5,607,305 Memo: Capital Expansion E 50000 Capital Sustainability S 4819000 Maintenance M 738305 0 6200 -06 -03 Road 3 Federal Gas Tax Revenue (1,515,504) 6200 -09 -01 Build Canada Fund Revenue 2865 -000 Bridge Replacement Reserve Allocation N/A 200,000 2855 -000 New Land Reserve Allocation 6200 -09 -02 ISF Callon Line Capital Fund Allocation 686,666 Funding (Out of) Reserves TOTAL PROPOSED CAPITAL BUDGET 4,978,467 Capital Budget 2009 4,884,000 Difference (94,467) New Bridge Reserve 2685 -000 2009 Ending Balance 244,847 Transfer from 2009 Closed Projects 2010 Starting Balance 244,847 Net Transfers Into /(Out of) Reserve 200,000 2010 Ending Balance 444,847 New Land Reserve 2855 -000 2009 Ending Balance 83,329 Transfer from 2009 Closed Projects 2010 Starting Balance 83,329 Net Transfers Into /(Out of) Reserve 2010 Ending Balance 83,329 ISF Calton Line Capital Fund 3245 -000 2009 Ending Balance (686,666) Tab 11 Page 5 of 6 Information Technoloov Capital Budget New Capital Data Centre Hardware Capital Replacement Hardware Replacement Hardware Replacement Hardware Replacement Hardware Replacement Hardware Replacement Hardware Replacement Hardware Replacement IProductivitity Improvement Equipment Reserves Server replacement reserve switch replacement reserve router replacement reserve UPS replacement reserve 1 HP DL360 G5 NAS SAN Expansion Cooling for SAN Expansion New /Replacement workstations (5) New /Replacement switches (1) New /Replacement laptop (1) New /Replacement printers (2) Library barcode scanners (5) APC UPS replacements Monitor replacements (5) I Management/Council laptops/ Total Capital (Annual Capital Budget Allocation Server replacement New /Replacement workstations New /Replacement switches New /Replacement laptop New /Replacement printers Library barcode scanners APC UPS replacements Monitor replacements Productivitity Improvement To server replacement reserve To switch replacement reserve To router replacement reserve To UPS replacement reserve total annual capital Reserves (Cumulative) server replacement reserve switch replacement reserve router replacement reserve UPS replacement reserve Total Cumulative Reserves Tab 11 Page 6 of 6 12,000.00 10,000.00 28,000.00 5,000.00 2,500.00 2,000.00 4,000.00 2,250.00 3,550.00 1,500.00 11,625.93 2010 64,000 5,400 2,700 2,160 4,320 2,430 3,834 1,620 12,556 0 3,000 5,000 2,000 109,020 0 3,000 5,000 2,000 10,000 960.00 800.00 2,240.00 400.00 200.00 160.00 320.00 180.00 284.00 120.00 930.07 As per council direction Dec 11, 2008, $250,000 through 2014 As per council direction Dec 11, 2008, $3,000 annually to a max of $20,000 As per council direction Dec 11, 2008, $5,000 annually to a max of $30,000 As per council direction Dec 11, 2008, $2,000 annually to a max of $16,000 2011 52,536 5,400 7,160 4,320 2,430 3,834 1,620 20000 3,000 5,000 4,000 109,300 20,000 6,000 10,000 6,000 42,000 5,400.00 2,700.00 2,160.00 4,320.00 2,430.00 3,834.00 1,620.00 12,556.00 35,020.00 35,020.00 12,960.00 10,800.00 30,240.00 64,000.00 64,000.00 3,000.00 5,000.00 2,000.00 10,000.00 10,000.00 $109,020.00 2012 2013 2014 52,536 52,536 52,536 5,400 5,400 5,400 7,160 2,160 2,160 4,320 4,320 4,320 2,430 2,430 2,430 3,834 3,834 3,834 1,620 1,620 1,620 20000 25000 250001 3,000 3,000 3,000 5,000 5,000 5,000 4,000 4,000 4,0001 109,300 109,300 109,300 40,000 65,000 90,000 9,000 12,000 15,000 15,000 20,000 25,000 10,000 14,000 18,000 74,000 111,000 148,000 LJJ W CO N N1 8 0 6: L 0 C a) a) Q. 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CD CD LC) LO st r• CD N La r` N r Lc) 1.0 O O 0 C)) C) CO CO N r` ti N O O O O 0000 00)000 0 O) p M 0) 0) C0 CO 0000 O O N CO CO CO CO LC) O CC) Cn N O LO N 0 'd V r M O M N CO h N- N L N D) N O CO 0 CO Lo H LO a) m (u C G r` r N C N U s= 0000000000 N- N- r r` r- N- r r r` r` N N N N N N N N N N 0000000000 O CO) CO LO N (fl 0) O LC) LC) CO CO CD OD O) O) O O co co co co co co CI) co CO 00 CI) 0 O O O N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O Cfl O) O) 0 0 0 0 0 0 0 CO 0 0 0 ti O O CO CO CO O O O O O O O M O O O O O O d7 O) 0) OOOOOOOMO to O M r r M 1` r r O 0 CO CO N N 0 0 0 0 0 0 0 0 0 0 O O O Lo 0) 0) N- N- 0 0 Lf) O O 0 10 O O 0 N r N O co co t- n toO NLnL)O N O LO IC) O) CV in Lo L CO' CO r cP N— N O 10 co r N o e CD 7 m 4. 6 0 O 00 CO t� LO 0 0 0 0 0 0 0 00 o 0 O M CO CO O O v a) a) a0 O N N O E a) Q E h h N d' O 'Vh N O t■ N. O N Lo CO O O) U) J O) 0 0 N N N- CO CO 00 N- CO (0 O Q< Lo I N N 1-- 1� O M GI.-- Co r L1) 03 (W CO (9 r T r T CO r 6L T 0 W 0 0 N. N 0 0 0 0 0 0 0 0 0 0 (2 1 to r r r r 0 0L00 0 0 Lf)0 CD 0 N W N O O N Lo Ln O N Lo Lo O O M n L- N- T T T T T O M T r m N 0) 0) O as O CT, 6 T N U) N O O co d' Lo LL 0) U C C N u L C 0 0 0 0 0 0 0 0 0 T r r T T T T T T N N N N N N N N N 0 0 0 0 0 0 0 0 0 0 T CO Lo Lo OD t� N O LO Lo O Cfl 00 Co CO O) 0 1010101010101010 CO L 0) 0 CD CO 0 0) 0 U) a 0 o r. d 0 m C) C) m O O N E m C) C) C C o 0 o 0 U U U o f0 m co U O co co Id 7 C C 'D m U U 2 O m m C w w Q B 0 0 C c m Y U U 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o o N O CO CO CO CD O O CO r O O O CO O O O co CO co I— O ti N- CO O M 'ct r 0 O C I� O 03 N (O CL) CD (N O d' M O C7 O 00 O N O M r r O CD O 'cr CC r M O O O O M M Co co co M O CA CO CA C) N N LC) LC) O C) N O O O O O O O N p N. O O 0000 00000 0 M r M N N C) O d' O O O I— O LC) d' r ti O O c5 4 M '[Y O M (D LC) 'd' r LC) O LC) LC) r N M CO N I- M N- CO CO LLD ,M O O Lf) 03 OOOOOOOOOO O p 00 CO V' 'V' CO CD CO O O LC) O O CO O CO C r CO h r r d' N NN- O O N C) N (D T- r v r N M y r C0 O CC d T T iZ H O M N CO CO O) CA O N N- O LO CO 0 0 0 CO (n Q O CA O O C) M CD O CO 'ct O CD co co o .4. 'd' LC) LC) Cp CO .t CO O N (D CO N ('1 00 CO 'cP '�t CD N r r D I— c0 CO CO CO 'd' V' co N M O M LL CO O M CO O O 00 N O 0 00000 N p C) LO I— r V co N- r.. d' d' co O O O Lt) O 00 O r CC W 00 LC) M r r O O 't O N N I O N- LC) T N M CD OD 'I' d- r d' d' CO M C CO O N r r N r d' co N C CU m O f 0 N m N O O O co CO CD In g LC) O 000000000 O 0 0 0 0 0 0 0 0 0 O O_ 0 0 0 0 0 0 0 0 O LC) 00 N r LC) (D CA O LC) L00000000000 03030303030303030303 p O O O W CO N M Description B /(W) Prior Year Budget CHANGE FORECAST/ BUDGET ACTUAL Implement 2010 Budget Homes Elgin Manor 18 -1 Revenue (4,927,202) (5,143,051) 326,689 (5,253,891) -6.63% 18 -2 Program Support 248,090 249,084 (26,768) 274,857 10.79% 18 -3 Dietary 897,025 882,865 (67,384) 964,410 -7.51% 18 -4 Nursing Personal Care 3,851,500 3,868,654 25,842 3,825,658 0.67% 18 -5 Housekeeping 401,438 398,242 (4,931) 406,369 -1.23% 18 -6 Laundry 182,850 199,576 4,838 178,012 2.65% 18 -7 Building Property 182,723 204,189 (104,605) 287,328 57.25% 18 -8 General Admin 248,851 225,333 (150,536) 399,386 60.49% 18 -9 Facility 308,920 275,325 (7,478) 316,398 -2.42% Total Elgin Manor 1,394,195 1,160,217 (4,333) 1,398,527 143.00% Terrace Lodge 19 -1 Revenue (5,577,245) (5,690,494) 247,367 (5,824,612) -4.44% 19 -2 Program Support 302,394 275,039 (2,681) 305,075 -0.89% 19 -3 Dietary 1,044,389 1,027,229 28,228 1,016,161 2.70% 19 -4 Nursing Personal Care 4,341,826 4,119,393 237,600 4,104,226 5.47% 19 -5 Housekeeping 441,729 418,352 33,294 408,435 7.54% 19 -6 Laundry 177,216 173,309 (6,147) 183,363 -3.47% 19 -7 Building Property 185,323 158,837 (43,515) 228,838 23.48% 19 -8 General Admin 296,243 282,793 (214,107) 510,349 72.27% 19 -9 Facility 317,000 195,224 97,540 219,460 30.77% Total Terrace Lodge 1,528,874 959,683 377,580 1,151,295 58.06% Bobier Villa 20 -1 Revenue (3,022,550) (3,255,662) 305,180 (3,327,730) 10.10% 20 -2 Program Support 187,115 186,723 (61) 187,176 -0.03% 20 -3 Dietary 626,864 615,261 (4,460) 631,324 -0.71% 20 -4 Nursing Personal Care 2,579,404 2,609,457 (49,695) 2,629,099 -1.93% 20 -5 Housekeeping 257,037 283,496 7,674 249,363 2.99% 20 -6 Laundry 152,257 155,039 2,774 149,483 1.82% 20 -7 Building Property 162,621 149,703 (100,437) 263,058 61.76% 20 -8 General Admin 185,886 145,870 (175,372) 361,258 94.34% 20 -9 Facility 167,500 162,872 (1,750) 169,250 -1.04% Total Bobier Villa 1,296,134 1,052,758 (16,147) 1,312,280 165.11% Vacation /Absenteeism Benefit Costs (428,361) 428,361 Total Homes 4,219,203 3,172,658 (71,261) 4,290,463 3.66177 SummaryDetail Comparison 4/1/201010:05 AM Tab 17 Page 1 of 1 CO LU 0 LI- 0 0 0 0 0 0 0 0 o O o 0 0 0 0 0 0 0 0 0 M O O O O O O O O CO 0 0 0 0 0 OO 0 0 0 co d' CO 0) r I- C)) d' CA O r co M co 0 a5 N CO O CD CO CO co Un N. 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