May 25, 2010 AgendaE gln o am —T
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1
2 -69
70 -71
72 -99
100 -106
NOTICE:
May 26, 2010
June 8, 2010
June 17, 2010
June 22, 2010
ORDERS OF THE DAY
FOR TUESDAY, Mav 25, 2010 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes —April 27, 2010
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
PRESENTATION:
9:00 A.M. Retirement Recognition: Jane Grass Community and Cultural
Services
DELEGATION:
9:05 A.M. Shirley Biro, Elgin Elder Abuse Resource Committee inviting County
Council to tree planting dedication ceremony at Bobier Villa
5th Motion to Move Into "Committee Of The Whole Council"
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements /Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Closed Meeting Items see separate Agenda
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By -Laws
14th ADJOURNMENT
ST. THOMAS ELGIN GENERAL HOSPITAL
TOUR LUNCH 1:00 p.m.
Retirement Party in honour of Jane Grass at 3:00 p.m. Port Burwell
Lighthouse Pub Restaurant
9:00 a.m. County Council Meeting
2 "d Annual Warden's Charity Golf Tournament at Tarandowah Golfers Club
15125 Putnam Road, Avon, Ontario
9:00 a.m. County Council Meeting
Staff Reports (ATTACHED)
16 Manager of Information Technology
18 Manager of Information Technology
REPORTS OF COUNCIL AND STAFF
Mav 25, 2010
Council Reports (ATTACHED)
3 Warden Bonnie Vowel Lakeshore Erosion and the Frank Lenard Solution
5 Councillor Lynn Acre Health Recruitment Partnership Update
7 General Manager Economic Development 2009 Year in Review /2010 Update
13 Purchasing Coordinator Quarterly Information Report January 1, 2010 to
March 31, 2010
Cellular Services and Hardware, Proposal
No. 6120 -150
Wide Area Network Service, Proposal No.
6120 -150
20 Deputy Director of Engineering Services Hot Mix Asphalt, Microsurfacing and
CIREAM Contracts
23 Deputy Director of Engineering Services 2009 County Road Maintenance Summary
27 Deputy Director of Engineering Services Speed Zone Amendments Avon Drive
28 Human Resources Coordinator Bill 168 Violence in the Workplace
52 Director of Human Resources County Council Dress Code
54 Director of Community and Cultural Services Magazine Vendor Bankruptcy Final
Payment to Library
55 Director of Community and Cultural Services New Lease for Springfield Library
57 Director of Community and Cultural Services Cultural Mapping Project Progress
Report
59 Director of Seniors Services T/L YWCA Agreement Pool Usage at Terrace Lodge
67 Director of Financial Services Budget Comparison April YTD
E1gmCoui. ty
Pmfres5fr: by f4'fion
FROM: Warden Bonnie Vowel
Mark G. McDonald, Chief Administrative Officer
DATE: May 11, 2010
SUBJECT: Lakeshore Erosion and the Frank Lenard Solution
INTRODUCTION:
Many county councillors and certainly the current and past Wardens are familiar with
Mr. Frank Lenard's proposed solution to lakeshore erosion. Through his own ingenuity
he has stabilized the top of the bluff near his home along the shoreline in Port Stanley
and through the deployment of sandbags along the beach front has curtailed erosion
caused by wave action. Mr. Lenard has asked that the County employ his method of
stabilization by providing a labourer to fill sandbags and to construct appropriate bluff
stabilization under his advice.
The main problem with Mr. Lenard's system is that it requires specific approvals from
two levels of government, without which even a pilot project cannot be pursued.
DISCUSSION:
REPORT TO COUNTY COUNCIL
It should be noted that there are environmental concerns relative to the use of sandbags
and the effect such a method of erosion control may have on the "littoral" drift or
movement of sand. In essence, approval permits would be required from the appropriate
Conservation Authority(s), Provincial agencies and Federal regulatory bodies. To date
all indications suggest that approvals cannot be granted in light of existing regulations
which would prohibit any works conducted along the shoreline; especially those
envisioned by Mr. Lenard.
These matters of regulation are well -known to the County's M.P. and M.P.P. as both
are abundantly familiar with Mr. Lenard's system of erosion control. The answer, it
seems, lies in changes to existing laws and regulations which prohibit the implementation
of a pilot project of this nature as proposed by Mr. Lenard.
The attached letter from Mr. Peters suggests that the County include Mr. Lenard's
proposal as an option in its Dexter Line EA process. The county has long considered
Mr. Lenard's proposal and for the reasons outlined above, believes that approvals
cannot be granted at this time and under the current legislative regime. In other words,
the existing laws, both federal and provincial, would need to be changed to allow this to
take place. Given the time it takes to make significant alterations to existing regulations,
Elgin must proceed with its EA process in order to address imminent shoreline
challenges. However, perhaps Mr. Peters and Mr. Preston can sponsor a Private
Member's Bill in their respective legislatures that would allow Mr. Lenard's system to be
tested in an area along the Lake Erie coast.
CONCLUSION:
Mr. Lenard has a system of controlling lakeshore erosion, a system that, in today's
regulated environment, would require changes in provincial and federal legislation.
Perhaps, the County's federal and provincial members would consider sponsoring a
Bill to permit a pilot project of this nature to occur.
RECOMMENDATION:
THAT, in response to Mr. Lenard's request for assistance in implementing a pilot
project to control Lakeshore erosion, Elgin County Council respectfully request
Mr. Steve Peters, M.P.P. and Mr. Joe Preston, M.P. to consider sponsoring a Private
Member's Bill which would permit said project to proceed.
All of which is Respectfully Submitted Approved for Submission
�--:r, ff P O
�_B nnie'-Vowel
Warden
Mark G. McDonald
Chief Administrative Officer
Steve Peters, M.P.P.
Elgin Middlesex London
February 26, 2010
Warden Bonnie Vowel
County of Elgin
450 Sunset Drive
St. Thomas, ON NCR 5 V 1
N
Dear Warden
Sincerely,
Steve Peters, M.P.P.
Elgin- Middlesex London
E a 1 2O
COUNTY OF ELGIN
AD INIS RATIV SERVICES
Please find enclosed an information package provided to me from Mr. Frank Lenard, a Port Stanley
resident and proponent of what he believes to be an alternative solution to the ongoing Dexter Line and
shoreline erosion matter.
As you are aware, the County is currently considering options to address the erosion issues affecting Dexter
Line. All of those options involve a significant investment which the County and its member municipalities
will find impossible to fund on their own. It is because of this simple fact that both myself and my federal
counterpart have agreed to seek senior government level funding wherever possible in order to assist
making a workable solution become a reality depending on the option chosen by County Council.
I recently met with Mr. Lenard to discuss a number of his concerns including his mounting frustration that
his proposal is not being taken seriously by the County despite the numerous occasions he has had to
discuss this matter with various County officials both at the staff and elected official level.
At one point during our meeting, I explained to Mr. Lenard that County officials rely on the advice and
expertise of appropriate consultants, in this case engineering firms, to guide then towards making prudent
and responsible decisions to deal with complex issues. I also explained to Mr. Lenard that whatever
direction is taken to address the future of Dexter Line and potential erosion mitigation measures related to
the road lies within the County's hands.
As a result of our meeting, I agreed to write to you to ask if County Council is prepared to consider Mr.
Lenard's proposal as an option to address the Dexter Line and shoreline erosion issue in accordance with
responsible mitigation measures under the Environmental Assessment Act. It is my view that the County
should take Mr. Lenard's proposal under advisement and solicit an opinion in the form of a written report
on it from appropriate experts to find out once and for all if it is worth pursuing. If the answer to this is
undeniably no, then Mr. Lenard has his answer as well and both he and the County can move forward and
the debate can end.
With all of the above in mind, 1 would appreciate your reviewing these matters and responding directly to
Mr. Lenard. As always, thank you in advance for your time and consideration.
Cc: Mr. Frank Lenard, 602 George Street, Port Stanley, Ontario, N5L 1H4
Deputy Mayor Tom Marks, Municipality of Central Elgin
Mayor John Wilson, Township of Malahide
Mr. Mark McDonald, CAO, County of Elgin
Mr. Joe Preston, M.P. Elgin- Middlesex- London
542 Talbot Street, St. Thomas, ON N5P IG(
T (519) 631 -0666 Toll free 1 -800- 265 -7638 P (519) 631 -9478 TTY (519) 631 -9904 E speters.mpp.co@liberal.ola.org
www.stevepeters.com
F
Elgrri'
P/COVS51r- pf Wf.re
INTRODUCTION:
DISCUSSION:
CONCLUSION:
REPORT TO COUNTY COUNCIL
FROM: Councillor Lynn Acre
Mark G. McDonald, Chief Administrative Officer
DATE: May 11, 2010
SUBJECT: Health Recruitment Partnership Update
As Council is aware from previous reports the Health Recruitment
Partnership has enjoyed much success in its first few years of operation.
In 2009 a local pharmacist and developer entered into an agreement to
attract physicians to the area under the terms and conditions of the
partnership funding arrangement ($100,000 for equipment), with the
promise of attracting three new physicians.
The budget for 2010 is attached showing uncommitted funds of $62,500.
Recently, the East Elgin Family Health Team approached the Partnership
for funding assistance under the program.
The Partnership is recommending that the remaining uncommitted
balance of $62,500 be awarded to the East Elgin Family Health Team to
aid in equipment purchases to help attract physicians, in accordance with
the previously established contract and criteria.
It is noted that the Partnership's mandate ends this year and would have
to be renewed next year in order to continue. Therefore, the East Elgin
Family Health Team would be required to approach the Partnership in the
following year (if it continues) to request the balance of the $100,000
request.
In the meantime, a number of initiatives will continue this year such as
participating in Medical Discovery Week and the Health Professional Tour.
The Health Recruitment Partnership continues to attract interest and
prospects of recruiting new physicians to the Elgin -St. Thomas area
appear promising.
RECOMMENDATION:
THAT Elgin County Council endorse and approve the 2010 budget for the
Health Recruitment Partnership and support the allocation to the East
Elgin Family Health Team as recommended by the Partnership
committee.
All of which is Respectfully Submitted Approved for Submission
Lynn cre
Cou e` nor
0 _,1 )(0
MarklEi
Chief Administrative Officer
FROM:
DATE:
SUBJECT:
INTRODUCTION:
DISCUSSION:
REPORT TO COUNTY COUNCIL
Alan Smith, General Manager, Economic Development
May 12 2010
2009 Year In Review /2010 Update
Elgin County Council endorsed an ambitious economic development work plan to be
accomplished in 2009. The strategies and initiatives were developed to meet the goals
as identified in the County of Elgin Economic Development Plan 2007 -2011:
Investment Readiness
Pursue Partnerships and Outreach in the Community
Effective Marketing and Promotion of Elgin County
Growth of Key Industries
The attached document Year In Review 2009 highlights some of the more prominent
activities of the department which support the above goals and provides examples of
key happenings throughout the County which have strengthened local communities,
increased investment, and have truly defined Elgin County as Progressive By Nature.
This report also provides an overview of the department's activities during the first few
months of 2010.
In 2009 the Economic Development department continued its approach to regional
economic development through participation with specific organizations like SCOR and
Ontario's South Coast, the undertaking of various marketing initiatives, and the
development of local partnerships to facilitate and lead projects to meet the County's
economic development vision.
Last year, the County of Elgin along with the Counties of Brant, Middlesex, Norfolk and
Oxford, which form the South Central Ontario Region, completed "The Path Forward,
Strategic Management Plan This Plan focuses on several priorities, when
implemented, will assist in the diversification of the region's economy, increase
investment and employment in the SCOR area. In order to facilitate the implementation
of the strategic priorities, SCOR also began the process of incorporation in 2009; and, in
April 2010 SCOR successfully obtained this status.
This year SCOR received funding from the Sand Plains Community Development
Corporation to begin operations and working on some of the key priorities as identified
in the Strategic Plan. Economic Development staff will be directly involved in supporting
the overall work of SCOR as part of the advisory committee. This commitment will also
involve staff working directly on two of the priorities that have received funding from the
Sand Plans monies: "Maintaining the Competitive Edge" and "Supporting
Entrepreneurship
Elgin, with its South Coast partners, the Counties of Norfolk and Haldimand, completed
a regional motorcycle marketing plan in 2009 which resulted in the creation of the new
"Cruise the Coast" Motorcycle Touring Map which proved to be very popular at the 2010
International Motorcycle Show attended by staff from each partner county. Economic
Development will continue the partnership developing regional initiatives such as
culinary tourism, agri-tourism, and adventure tourism in order to attract more visitors to
Elgin County.
The County's involvement with SCOR and Ontario's Southcoast demonstrate the
importance of partnerships in moving forward a local economic development program.
The County's Economic Development staff is always seeking new opportunities to
enhance and diversify Elgin's economy. Last year, Economic Development partnered
with the communities of Huron County, Oxford County, Centre Wellington, Chatham-
Kent, and the Town of Minto to form the Southwestern Ontario Creative Economy
Alliance. The Alliance completed a report titled "Creative Potential: Straddling Two
Mega Regions which investigated the data, trends and opportunities within the Creative
Economy for southwestern Ontario, including the partner communities. Economic
Development staff are now incorporating the findings of this study into the department's
2010 marketing program.
Although regional development is important to the diversification and enhancement of
Elgin's economy, supporting local enterprise also plays a prominent role in the
economic development program. An Ambassador Program was completed in 2009 that
uses local business leaders to help promote business throughout Elgin County, these
volunteers actively participate in the growth and development of the County.
Enhancements to the business directory, and web page including the on-line business
licensing system, Bizpal, and the completion of the virtual tradeshow also assisted the
department becoming a one stop source for information for conducting business in Elgin
County. The Economic Development department also sponsored local Business Expos
in the eastern and western portions of the County thus providing small business and
community groups the opportunity to inform consumers about their products and
services. The department also partnered with the Elgin Business Resource Centre to
undertake a similar event that encompassed St. Thomas and the surrounding area. In
2010 the Economic Development department plans on continuing this support of local
business events.
The partnership between the Economic Development department and the Business
Resource Centre remained strong in 2009 and resulted in a number of initiatives to help
facilitate the development of new enterprise and enhancement of existing business.
One of the recommended actions in the County of Elgin Economic Development Plan
2007-2011 states that the County should "....promote business mentoring
services/assistance to local entrepreneurs [and]... [E]xplore with the ECFDC the
prospects of the formation of a Business Enterprise Centre.." With the assistance of the
Business Resource Centre, and the County taking the lead role, with its partner the St.
Thomas Economic Development Corporation, resulted in the Ministry of Economic
Development and Trade providing financial support to establish the Elgin-St. Thomas
Small Business Enterprise Centre in 2010. There are many benefits of having a local
Small Business Enterprise Centre as it:
facilitates support through a local mentoring initiative
ensures that local existing businesses have all possible support to survive and
thrive
ensures that potential entrepreneurs have all the information necessary to make
the decision to start a business and all necessary support to facilitate start-up
fosters an increase of new business and expansion of existing businesses
Since opening in 2010, the Elgin -St. Thomas Small Business Enterprise Centre has
seen the creation of 10 new businesses with seven of them being located in Elgin
County, and the expansion of one existing business. Establishing this Centre is a
reflection of the County's Economic Development department's long -term commitment
to supporting entrepreneurship and facilitating the development of new enterprise
resulting in new jobs and increased tax assessment.
In 2009 the County made significant strides in moving the tourism program forward by
completing an award winning plan which provides strategic direction for the
development of the local tourism industry and outlines new and creative marketing
activities over the next five year period. As a result of obtaining CAF funding in late
2009, the department was able to get a head start on the development of some of the
key 2010 tourism initiatives. The County obtained $75,000 to begin the development of
the culinary trail now called Savour Elgin. Savour Elgin builds on the growing trend of
culinary tourism. This program will have far reaching positive effects in Elgin County
from tourism, to agriculture, and business development.
Planning for an all new state -of- the -art web site also began at the end of 2009. The
launch of the new www.elintourist.com will be unveiled at a public event in May 2010.
Tourism has become an integral component of the Economic Development program. In
2010, staff will continue to develop and implement programs to attract more visitors,
increase their length of stay, and have them spend more money in Elgin County
resulting in an increase in economic impact to the area and diversification of the local
economy.
With respect to visitor attraction to Elgin County, the International Plowing Match is
expected to draw over 100,000 people to the area. Consequently, the County began
planning of the County Exhibit in 2009. An IPM Coordinator was hired and County
Exhibit Committee formed.
2009 saw the completion of sector profiles for agriculture and agri -food, and energy and
environment. These documents contained specific recommendations on how to further
develop these target sectors of the County's economic development program. These
recommendations also formed a significant portion of the department's 2010 action plan
which the County's new Economic Development Coordinator is in the process of
implementing. Areas of focus include: greenhouse development, food processing, solar,
and Bio Fuels.
In order to retain existing business and to attract new investment, the County must
strive to be "investment ready Today, the global economy is being redefined and
reshaped. Consequently, Elgin County must be proactive in having a labour force and
resources that meet the demands of this new economy. As part of the Elgin Workforce
Development Committee, the Economic Development department along with local
stakeholders produced a "Labour Force Development Strategy" to ensure that Elgin -St.
Thomas has the workforce it needs to achieve its economic development goals.
Furthermore, economic development staff continue to approach private land owners to
gauge their interest in marketing their employment lands for investment purposes as it is
imperative that Elgin has available lands and facilities to assist fostering the retention,
expansion, and attraction of business.
This year the Economic Development department has formed a marketing partnership
with owners of the new Elgin Innovation Centre. The facility is the former Imperial
Tobacco site. Staff will work with the owners of this facility to attract leading -edge
companies to the Centre. It should be noted that the Economic Development
department extensively marketed this property in 2009 which was sold in early 2010.
The "land and space" section of www.oroaressivebvnature.com will also be enhanced
this year.
Marketing and communications are key roles for the Economic Development
department. Staff continue to implement the strategies contained in the 2008 -2011
Marketing Plan. This involves implementing specific marketing tactics for the target
sectors of Agri- business, Manufacturing, Tourism, Energy and Environment, and the
Creative Economy (new for 2010). On -line marketing, promotional campaigns,
newsletters, and tradeshow outreach are just some of the tactics that were utilized in
2009. This year there will be an expansion of tradeshow attendance by Economic
Development staff.
Although in 2009 the region experienced difficult times in a challenging global economic
climate, there were positive developments throughout the County some of which are
highlighted in the attached document. This includes expansion of manufacturing,
business resource development, new alternative energy production, infrastructure
improvements, and increased tourism product:
In West Elgin, Dresden Industrial constructed an 80,000 square foot building
including an increase of 275 jobs and International Erosion Control also
expanded. The municipality experienced an increase in tourism product with the
continued progress of the Arts and Cookery Bank initiative
In the Aylmer and Malahide area, IGPC completed its first full year of profitable
production. According to an economic impact analysis there is an annual
increase in net economic spending in the local community of $53,762,200.00
coming from the plant's operations. This is over and above the net revenues,
after costs, obtained by the plant for its ethanol and DDG production..."
Enns Furniture Finishing and Enns Textiles opened in a newly contracted facility
in the Aylmer Business Park
The Township of Bayham experienced growth in building permit values
Central Elgin's planning approvals in 2009 is anticipated to have substantial
results in residential investment in 2010
Malahide is becoming an area that is being investigated for Bio- diesel and solar
opportunities. The Township also made substantial investments in community
infrastructure
Sothwold made strides in becoming "investment ready" with improvements to
infrastructure upgrades to the water supply system
The rebuilding of 401 service stations in Dutton Dunwich began in 2009 which is
expected to create approximately 200 jobs in 2010
Agri- tourism expanded in Dutton Dunwich with the establishment of a new
lavender farm
These developments, and others, have strengthened Elgin's communities, increased
investment, and have truly defined Elgin County as Progressive By Nature. The
department will continue to develop and implement programs and provide services that
will assist in creating the appropriate environment that is conducive for development,
investment, and job creation in which the above developments can flourish and new
opportunities can take root.
CONCLUSION:
The Economic Development department plans on making the "Year In Review"
document a regular communications and marketing tool that will be presented to County
Council and will be made available to partners and local stakeholders. The 2009 version
reviews prominent activities of the department, local industry, and the County's
municipal partners Township of Bayham; Township of Malahide; Town of Aylmer;
Municipality of Central Elgin; Township of Southwold; Municipality of Dutton Dunwich;
and the Municipality of West Elgin
A great deal of the success that the County and its partners strive for is dependant on
working with and assisting the private sector. Therefore, the department is constantly
working to improve services for Elgin County business. Whether the department is
maintaining programs such as the Ambassador program, introducing new services and
operations like the Elgin -St. Thomas Small Business Enterprise Centre or developing
innovative ways to attract business or even enhancing the marketing efforts of local
enterprise through programs like the Virtual Tradeshow, staff of the Economic
Development department makes it a key goal to build partnerships to foster and
facilitate development and investment.
The County takes a proactive approach to economic development and staff is dedicated to
attracting new business and investment to Elgin as well as enhancing the department's
business retention and expansion efforts and promoting Elgin County to the world.
RECOMMENDATION:
THAT this report be received and filed for information; and,
THAT the May 12 report titled "2009 Year In Review /2010 Update" be circulated to all
municipal partners as information.
Respectfully Submitted Approved for Submission
Alan Smith
General Manager,
Economic Development
Mark G. Mc
Chief Administrative Officer
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INTRODUCTION:
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers
Purchasing Coordinator
DATE: April 26, 2010
SUBJECT: Quarterly Information Report January 1, 2010 to
March 31, 2010
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
DISCUSSION /CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to award contracts as follows;
Value 1 Report Status
Greater than $10,000 No report to Council required if within 10% of the
but less than $50,000 approved budget allocation
Greater than $50,000 No report to Council required if within approved budget
but less than
$100,000
Commencing in 2010, Financial Services will be presenting a quarterly report
containing details of the award of contracts including amendments and renewals.
The detailed report of the award of contracts is attached as Appendix A.
RECOMMENDATION:
THAT the semi annual report will now be issued quarterly; and
THAT the Quarterly Information Report Contract Awards, dated January 1,
2010 to March 31, 2010 be received and filed.
All of which is Respectfully Submitted;
Sonia Beavers Mark G7
Purchasing Coordinator Chief Administrative Officer
Aim Bundschuh
Director of Financial Services
Approved fo
Department
1 Engineering
Engineering
Homes
Economic
Development
Community
Cultural Services
Community
Cultural Services
I.T.
Human
Resources
APPENDIX A
Purchases /Proiects areater than $10,000
January 1, 2010 to March 31, 2010
Budget Project
Allocation
1 Capital
Capital
Operational
EBRC
Culinary Trail
Trillium
Funding
Electronic
Resources
Operational
Operational
1 Ambulance Purchase
Geotechnical Inventory of
Surface Treated Roads
Preventative Maintenance
Agreements
Savour Elgin Promotional
Booklets
Tote Bags
Subscriptions
Database Upgrade to existing
laserfiche system
Legal Professional Services
for January 2010
Award
1 DeMers
Golder Associates
Arjo Canada
Yfactor
Packaging
Alternatives
EBSCO
IKON
BGH
Bid Price
(taxes extra)
1 $102,590.00
24,258.11
32,330.19
10,000.00
24,831.00
11,250.00
17,850.00
13,140.00
ElgInC ?U17.t
REPORT COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
INTRODUCTION:
DISCUSSION:
Three companies:
Al Reitsma, Manager of Information Technology
Brian Masschaele, Director of Community and Cultural Services
Sonia Beavers, Purchasing Coordinator
May 18, 2010
Cellular Services and Hardware, Proposal No. 6120 -150
As part of the approved 2010 Operational Budget, a Proposal was advertised as
per the County's Procurement Policy and submissions were received until April
14, 2010 for Cellular Services and Hardware, Proposal No. 6120 -150.
Wireless Personal Communications Inc. (Bell),
Rogers Communications Inc. and
Telus Communications Company
submitted a Proposal. Each proposal was evaluated using the following criteria:
Criteria
Network Coverage
Hardware Service
Technical Support
Billing Support
Pricing
Hardware Costs /Replacement Upgrades
Total
The evaluation committee included:
Weighing
20%
5%
10%
10%
40%
15%
100%
Brian Masschaele, Director of Community and Cultural Services
Al Reitsma, Manager of Information Technology
The committee members identified that Wireless Personal Communications Inc
provided the highest rating as indicated by the evaluation process.
The Bell proposal includes a moderate fee reduction which is anticipated to
provide an annual savings of approximately $2000. The cost of the monthly
cellular services is included in the 2010 operational budget.
RECOMMENDATION
THAT, Wireless Personal Communications Inc (Bell) be selected to provide
cellular services and hardware effective May 1, 2010 to April 30, 2011.
AND THAT, the Warden and Chief Administrative Officer be authorized to enter
into a service level agreement with Wireless Personal Communications Inc.
All of which is Respectfully Submitted
Al Reitsma'
Manager, IT Services
Brian Nlasschaele
Director of Community and Cultural Services
Sonia Beavers
Purchasing Coordinator
im Bundschuh
Director, Financial Services
Approved for Submission
M ark �c
Chief Administrative Officer
INTRODUCTION:
REPORT TO COUNTY COUNCIL
FROM: Al Reitsma, Manager, IT Services
Sonia Beavers, Purchasing Coordinator
DATE: May 18, 2010
SUBJECT: Wide Area Network Service, Proposal No. 6120 -150
As part of the approved 2010 Capital Budget, a Proposal was advertised as per
the County's Procurement Policy and submissions were received until March 23,
2010 for Wide Area Network Service, Proposal No. 6120 -150. The term of the
contract is May 1, 2010 to April 30, 2015.
DISCUSSION:
A wide area network is a computer communications network serving
geographically separate areas. In the case of the County of Elgin it serves all
County locations including the administration building, 10 libraries and 3 long
term care homes.
One company, (Amtelecom, an Eastlink Company) submitted a Proposal. No
other submissions were received. Amtelecom currently provides Wide Area
Network Service to the County of Elgin. Amtelecom has provided excellent
service in the past and the pricing received is favourable. The agreement
includes significant bandwidth increases as follows:
Location
Administration Building
Terrace Lodge
Elgin Manor
Bobier Villa
Bulk Internet Bandwidth
RECOMMENDATION
Previous Bandwidth
100 Mbps
10 Mbps
10 Mbps
10 Mbps
5 Mbps
Proposed Bandwidth
1000 Mbps
100 Mbps
1000 Mbps
100 Mbps
10 Mbps
The new contract with Amtelecom for WAN service will be at a cost of
approximately $60 more annually.
THAT, Amtelecom, an Eastlink Company, be selected to provide Wide Area
Network Service effective May 1, 2010 to April 30, 2015; and
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement with Amtelecom, an Eastlink Company, at a total price of $48,000.00
per year exclusive of all taxes.
All of which is Respectfully Submitted
Al Reltsma Mark cDonald
Manager, IT Services Chief AdminOfficer
'Sonia Beavers d.
Purchasing Coordinator
im Bundschuh
Director, Financial Services
Approved for Submission
11
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
Sonia Beavers, Purchasing Coordinator
DATE: May 12, 2010
SUBJECT: Hot Mix Asphalt, Microsurfacing and CIREAM Contracts
INTRODUCTION:
As part of the approved 2010 Capital Budget, tenders were advertised as per the
County's Procurement Policy and were received until Tuesday, May 12, 2010 for
Hot Mix Asphalt, Contract No. 6220 -10A, Microsurfacing, Contract No. 6250 -10A
and Cold In -Place Recycled Expanded Asphalt Mixes (CIREAM), Contract No.
6200- 10 -02B.
DISCUSSION:
Hot Mix Asphalt Resurfacing, Contract No. 6220 -10A
Three companies submitted bids for the Hot Mix Asphalt Resurfacing Tender as
follows:
COMPANY
Walmsley Bros. Ltd
Coco Paving Inc.
TCG Asphalt Construction
TENDER BID (exclusive of taxes)
878,241.50
1,058,276.26
1,158,250.00
Walmsley Bros. Ltd. submitted the lowest bid for the Hot Mix Asphalt Resurfacing
Tender at a total price of $878,241.50 (exclusive of taxes) to complete work on a
number of County Roads included in the approved 2010 Capital Budget. Three
separate capital projects are wholly or partially represented within this tender and
collectively their capital budget allocations total is $1,250,000.00 therefore, the
lowest submitted bid is within budget estimates.
Microsurfacinq, Contract No. 6250 -10A
Two companies submitted bids for the Microsurfacing Tender as follows:
MSO Construction Limited submitted the lowest bid for the Microsurfacing Tender
at a total price of $993,750.00 (exclusive of taxes) to complete work on a number
of County Roads included in the approved 2010 Capital Budget. Ten separate
capital projects are wholly or partially represented within this tender and
collectively their capital budget allocations total is $1,194,000.00 therefore, the
lowest submitted bid is within budget estimates.
Cold In -Place Recycled Expanded Asphalt Mixes (CIREAM), Contract No.
6200- 10 -02B
Four companies submitted bids for the CIREAM Tender. One submission was
declared non compliant. The submitted bids are as follows:
COMPANY
MSO Construction Limited
Duncor Enterprises Inc.
COMPANY
Roto -Mill Inc.
Seeley Arnill Construction
M.R. Dunn Contractors Limited
TENDER BID (exclusive of taxes)
993,750.00
1,111,550.00
TENDER BID (exclusive of taxes)
438,250.00
499,865.00
705,625.00
Roto -Mill Inc. submitted the lowest bid for the CIREAM Tender at a total price of
$438,250.00 (exclusive of taxes) to complete work on a number of County Roads
included in the approved 2010 Capital Budget. One separate capital project
budget allocation total is $650,000.00 therefore, the lowest submitted bid is within
budget estimates.
As per the County of Elgin's Purchasing Policy, if change orders are required and
the cost increases above the tender amount approved by Council by less than
10 and the amount is within the overall budgeted project amount, work will
proceed upon authorization by the Director. However, if the cost increases above
the tender amount approved by Council by more than 10 the Director will
prepare a further report to Council outlining the expenditures.
It should be recognized that the Unit Prices for the Hot Mix Asphalt Tender and
the Cold In -Place Recycled Expanded Asphalt Mixes Tender will be adjusted to
reflect the actual Asphalt Cement Price Index on a monthly basis. Since the
Tenders have been advertised, the cost of Asphalt Cement has risen from $540 to
$750 per tonne. Therefore the actual tender prices are expected to rise, however,
are expected to remain within the 2010 budget allocations.
RECOMMENDATION
THAT, Walmsley Bros. Limited be selected for the Hot Mix Asphalt Resurfacing,
Contract No. 6220 -10A at a total price of $878,241.50 (exclusive of all taxes),
inclusive of $50,000 contingency allowance; and
THAT, MSO Construction Limited be selected for the Microsurfacing Tender
Contract No. 6250 -10A at a total price of $993,750.00(exclusive of all taxes),
inclusive of $50,000 contingency allowance; and
THAT, Roto -Mill Inc. be selected for the Cold In -Place Recycled Asphalt Mixes
(CIREAM) Contract No. 6200- 10 -02B at a total price of 438,250.00 (exclusive
of all taxes), no contingency allowance; and
THAT, if the cost increases above the tender amount approved by Council by
more than 10 the Director will prepare a further report to Council outlining the
expenditures; and
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement with Walmsley Bros. Limited for the Hot Mix Asphalt Tender, Contract
No. 6220 -10A at a total price of $878,241.50 (exclusive of all taxes), inclusive of
$50,000 contingency allowance; and
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement with MSO Construction Limited for the Microsurfacing Tender Contract
No. 6250 -10A at a total price of $993,750.00 (exclusive of all taxes), inclusive of
$50,000 contingency allowance; and
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement with Roto -Mill Inc. for the Cold In -Place Recycled Asphalt Mixes,
(CIREAM), Contract No. 6200- 10 -02B at a total price of $438,250.00 (exclusive
of all taxes), no contingency allowance.
ich is Respectfully Submitted
Peter Dutchak
puty Director of Engineering Services
LA, (AA
Sonia Beavers
Pu chasirg Coordinator
Clayton Watters
Director of Engineering Services
Approved for Submission
Mark
Chief Administrative Officer
El gin
Progre by Natu
Introduction
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: April 29, 2010
SUBJECT: 2009 County Road Maintenance Summary
As directed by Council this annual report summarizes the local maintenance activities and
costs expended in 2009 as provided to the County by the municipalities.
County road maintenance allocations are currently provided on a per kilometre bases.
Discussion
In 2001 Council amended the maintenance payment allocations for the municipalities and
payments are now based on the number of kilometers maintained and roads with higher
traffic volumes receive more compensation. In 2002 the compensation formula was once
again adjusted to reflect additional urban maintenance responsibilities. In 2006 the
allocations were increased by 10% to more accurately reflect equipment rates
understanding that the County equipment provided to the municipalities at amalgamation
was being replaced. The compensation is also increased annually by the Consumer Price
Index.
The County inspects the road system quarterly and identifies maintenance deficiencies
and reports these to the municipality. The municipality is then requested to rectify the
specific condition and sign and date when the work was completed and return the notice
back to the County of Elgin. Quarterly maintenance inspections are completed together
with County staff and the local Road Superintendent to encourage dialogue and clarify
deficiencies noted.
Staff also hosts monthly road supervisor meetings to discuss capital planning and
operational issues. An annual capital account in the amount of $100,000 is established
and expended on areas requiring on -going maintenance activities. These small
preventative maintenance projects are requested by the local road supervisor and
completed in partnership with local forces. In 2010, an additional $100,000 has been
included in the capital budget and granted to municipalities to complete gravel shoulder
resurfacing work on County roads as requested by the local road supervisors.
The following table examines expenditures per municipality and their surplus deficit for
maintenance activities during 2009 as they have reported to the County and are not
audited.
Municipality
Aylmer
Bayham
Central Elgin
Dutton Dunwich
Malahide
Southwold
West Elgin
Totals
Municipality
Aylmer
Bayham
Central Elgin
Dutton Dunwich
Malahide
Southwold
West Elgin
Total
2009
Allocation
16,538.74
375,882.89
540,903.16
371,093.39
573,237.39
415,081.56
383,913.31
2,676,650.44
2009
Expenditure
(as reported)
18,574.00
435,315.00
501,940.00
372,155.00
541,442.00
450,535.00
394,552.00
2,714,513.00
$344,040
$118,660
$61,672
$532,822
Variance
Spent
2,035.26 112%
59,432.11 116%
38,963.16 93%
1,061.61 100%
31,795.39 94%
35,453.44 109%
10,638.69 103%
37, 862.56 101%
The following table summarises the total expenditures by each municipality (as reported)
for the last 12 years and the cumulative differences.
Total Amount Spent Total Amount Spent
OVER Maintenance UNDER Maintenance
Allocation over the Allocation over the
last 12 years (as last 12 years (as
reported) reported)
$8,450
$85,218
$64,691
$358,714
$508,623
Total
Allocation to
Municipality
over last 12
years
$145,633
$3,469,587
$5,411,482
$3,912,050
$5,711,004
$4,305,223
$3,882,240
$26,837,219
Number of
Kilometres
Maintained
4.070
97.567
137.419
96.787
146.135
106.593
99.453
688.024
Collectively, the municipalities overspent their maintenance allocations by $37,863 in
2009. However, since 1998, the municipalities have collectively over spent their
maintenance allocations by only $24,199. Over this period, the municipalities have been
paid approximately $27 Million to maintain the County Road system.
Funding Principle
The Elgin maintenance model operates under the assumption that the lower -tier
municipalities control costs and may retain any surpluses for purposes deemed fit by their
councils. The understanding is that a fixed allocation is granted by the County and the
service is designed around the funds available.
To formalize this principle a resolution was adopted by Council and states the following:
THAT the lower tiers closely monitor the level of service they are providing to limit
maintenance expenditures and to work within the approved yearly allocation, and,
THAT, as a general funding principle, the yearly maintenance allocation not be
exceeded given the latitude available for each participant to control costs and the
level of service provided.
This funding principle is especially important in years of positive budget variances.
Municipalities are encouraged to reserve any excess maintenance funds to offset years
with extraordinary expenses.
Winter Control Costs
Winter maintenance activities typically exhaust 50 60% of the maintenance allocations
and therefore, the cost management of this activity plays an important role in overall
expenditures. New technologies, training, techniques and the County's Salt Management
Plan all help to reduce costs while increasing the level of service provided.
Winter minimum maintenance standards are consistently met and exceeded by all
municipalities, however, the level of service provided varies between municipalities. The
following table examines winter control costs in each municipality as reported.
Municipality 2009
Allocation
Aylmer
Bayham
Central Elgin
Dutton Dunwich
Malahide
Southwold
West Elgin
Totals
Winter Control Costs
2009 Winter
Control of Total
Costs spent on
(as reported) Winter
Control
16,538.74 1 3,750.00 23% 4.070
375, 882.89 203, 359.00 54% 97.567
540,903.16 1 273,402.00 51% 137.419
371,093.39 128,733.00 35% 96.787
573,237.39 247,779.00 43% 146.135
415,081.56 249,761.00 60% 106.593
383,913.31 1 164,795.00 43% 99.453
2,676,650.44 1 1,271,579.00 688.024
Number of Winter
Kilometres Control
Maintained Costs per
Kilometre
of Road
921
2,084
1,990
1,330
1,696
2,343
1,657
1,848
Overhead Administration Costs
Overhead and administration costs are reported differently across the County. The
maintenance allocations have been developed using past county experience prior to
restructuring. The County Roads Department had historically spent 5% on overhead and
administration costs. The following table examines overhead costs charged as reported.
Municipality
Aylmer
Bayham
Central Elgin
Dutton Dunwich
Malahide
Southwold
West Elgin
Conclusion
Maintenance costs are managed and reported differently across the County. While
minimum maintenance standards are consistently achieved, level of service and costs vary
across the County. Given the latitude available for each participant to control costs and
the level of service provided, a funding principle exists that states maintenance allocations
not be exceeded.
As Council is aware, a revised maintenance agreement and payment model is being
prepared by the County solicitor and staff, in conjunction with staff from the lower tiers.
The new payment model will reflect a more traditional fee for service system where
municipalities will be invoicing the County monthly for work completed using full cost
recovery rates. The new maintenance agreement is proposed to be implemented for
January 1, 2011.
Recommendation
THAT this report be received and filed.
All of which is Respectfully Submitted,
Pe "ter Dutchak
Deputy Dir7tor of Engineering Services
i
1A
Clayton Watters
Director of Engineering Services
2009 Allocation 2009 Overhead and
Admin. Costs
(as reported)
16,538/4
375,882.89 51,313.00
540,903.16
371, 093.39 66,157.00
573,237.39 34,229.00
415,081.56 117,259.00
383,913.31 25,812.00
Ap or 5ubmiss
Mark d
Chief Administrative Officer
of Total
Allocation
0%
14%
0%
18%
6%
28%
7%
P. cje S,rt. t.r tda C
FROM: Peter Dutchak
Deputy Director of Engineering Services
DATE: May 10, 2010
SUBJECT: Speed Zone Amendments Avon Drive
INTRODUCTION:
A letter and petition for a reduced speed zone from residents on Avon Drive has been
received by the County. Staff has reviewed the area and recommend to install a reduced
speed zone in this area.
DISCUSSION CONCLUSION:
The County received a letter dated April 20, 2010, from concerned area residents who have
requested a reduced speed zone on Avon Drive. A traffic study was completed and
determined that there are approximately 1,000 vehicles per day that use this section of road
with a relatively high percentage of large trucks 7 The 85 percentile speed was found
to be 96km /h.
The County of Elgin uses the Highway Traffic Act's definition of a "built up" area to define
reduced speed zone areas. This practice provides a consistent approach to establish
reduce speed zone areas. Recent development along Avon Drive, east of Imperial Road
has increased the home density enough to formally classify it as a "built up" area.
Therefore, a reduced speed zone of 60 km /h is warranted within this area.
RECOMMENDATION:
THAT the existing speed zone by -law be amended to include a 60km /h reduced speed
zone on Avon Drive (County Road #37) beginning 578 metres east of the east property line
of Imperial Road (County Road #73) and extending 450 metres east, and;
THAT the OPP be notified of the establishment of this reduced speed zone.
All ch is Respectfully Submitted,
Fie er utchak
Deputy Director of Engineering Services
Clayton Watters
Director of Engineering Services
REPORT TO COUNTY COUNCIL
App
1 1 c
Mark
Chief Administrative Officer
INTRODUCTION:
REPORT TO COUNTY COUNCIL
FROM: Tanya Tilton -Reid
Human Resources Coordinator
DATE: May 13, 2010
SUBJECT: Bill 168 Violence in the Workplace
Changes to Ontario's Health and Safety Act (OHSA) that will strengthen protections for
workers from workplace violence and harassment take effect June 15, 2010. These
changes define workplace violence and harassment and outline employer duties that will
apply to all workplaces in Ontario covered by the OHSA.
DISCUSSION:
Bill 168 Amendments the Basics
Bill 168 amendments to the OHSA include the submission to the Act of specific
definitions for Workplace Violence and Workplace Harassment.
Workplace Violence is defined by the Ministry of Labour (MOL) as:
The exercise of physical force by a person against a worker, in a workplace, that
causes or could cause physical injury to the worker
An attempt to exercise physical force against a worker, in a workplace, that could
cause physical injury to the worker
A statement or behaviour that it is reasonable for a worker to interpret as a threat
to exercise physical force against the worker, in a workplace, that could cause
physical injury to the worker
Workplace Harassment is defined by the MOL as:
Engaging in a course or vexatious comments or conduct against a worker in a
workplace that is known or ought reasonably to be known to be unwelcome
It is important to note that workplace harassment may include bullying, intimidating or
offensive jokes or innuendos, displaying or circulating offensive pictures or materials
and /or offensive or intimidating phone calls.
Bill 168 amendments outline policies and programs that employers must have. These
requirements include:
Prepare policies with respect to workplace violence and workplace harassment
Develop and maintain programs to implement the policies
Provide information and instructions to workers on the contents of these policies
and programs
Workplace violence programs must include measures and procedures for:
o workers to report incidents of workplace violence /harassment
o summoning immediate assistance when workplace violence occurs or is
likely to occur
o controlling risks identified
o how the employer will investigate and deal with incidents /complaints
Bill 168 amendments also include the requirement for employers to proactively assess
the risks of workplace violence. Measures and procedures to control these risks must
be included in the workplace violence program.
Amendments to the Act also include the addition of language requiring employers who
are aware, or ought reasonably to be aware, that domestic violence may occur in the
workplace, to take every precaution reasonable in the circumstances to protect a worker
at risk of physical injury.
Other amendments include the requirement for employers and supervisors to provide
information to a worker about the risk of workplace violence from a person with a
history of violent behaviour if the worker can expect to encounter that person in the
course of work and if the worker may be at risk of physical injury. Work refusal rights
have been expanded to include concerns of danger from workplace violence. It should
be noted that the limited right to refusal (health care workers for example) is maintained.
Bill 168 Amendments the Countv's Position
Policy Review
The County currently has the following policies addressing violence and /or harassment
in the workplace:
2.80 Workplace Harassment and Discrimination Policy
2.80.1 Commitment to a Civil Workplace Environment and Workplace Interactions
2.110 Violence in the Workplace Policy
A review of these policies in light of the changes to the OHSA determined the County's
existing policies require little change. Definitions of harassment and violence are in line
with those definitions added to the OHSA. Additional language outlining clear
procedures for resolving concerns of violence in the workplace is required in policy 2.110
Violence in the Workplace policy. Proposed modifications are attached.
Required Next Steps
To ensure compliance with the new requirements of the OHSA, the County has
numerous tasks to complete. A strategic timeline has been developed outlining the
components to completion in ensuring the County's workplaces are compliant with the
new legislative requirements. Components for the County's Violence in the Workplace
program requiring completion include:
1. workplace violence risk/hazard assessment completed for all locations
involving assessment of each type of potential violence in the workplace
(external, client /customer, employee related, domestic violence) and suggested
measures for control and /or elimination of the hazard(s)
2. written procedures specific to each location regarding emergency response
processes
3. collection of work practices regarding violence in the workplace programs
involving clients /customers required for each Long Term Care Home i.e.
dementia care training records, training program outlines (including in- service
handouts, new -hire training information, PIECES trained staff records, etc.) due
diligence
4. education and training of all staff implementation of training into new -hire
orientation programs; mandatory training of all existing staff regarding the
County's policies and program as well as location specific risks /hazards and
control measures costs of training are undetermined at this time, however it is
anticipated costs can be absorbed within current budgets
5. evaluation and continuous improvement plan
CONCLUSION:
While resources and tool kit information are still being developed by the Ministry of
Labour, the Human Resources department believes preparatory steps to align the
County's policies and programs to those that will be required on June 15, 2010 are
necessary now. Human Resources staff have recently been participating in training and
information sessions regarding the upcoming legislative changes. It is Human
Resources recommendation that risk/hazard assessments and training of all staff be
initiated within the next month. Should the Ministry of Labour ask to view the County's
plans as of June 15, 2010 regarding Violence in the Workplace, the County would be in
a favourable position to be able to indicate, in writing, the measures that have been
taken as well as what plans and dates are in place towards reaching full compliance.
RECOMMENDATION:
THAT Council approve the changes to the Violence in the Workplace Policy as attached.
THAT Council convey to all Managers, Supervisors, Joint Health and Safety Committee
members and employees the importance of complying with and supporting the changes
in legislation.
All of which is Respectfully Submitted
Tanya Tilton -Reid
Human Resources Coordinator
of e
Direc or Of Httrhan Rescurces
Mark G.
Chief Administrative Officer
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Code A Date Approved: Sept. 12/06
Page 1 of 9 Date Last Revision: April 2010
Definitions:
Violence in the Workplace Policy
Purpose:
The County of Elgin is dedicated to operating at a standard which will establish our County as a
leader in promoting and protecting the health and safety of all employees. The County of Elgin
is committed to providing a violence -free environment and recognizes that workplace violence is
a health and safety and human resource issue. The County of Elgin is committed to taking
immediate action in the event of any act of violence occurring against any employee while the
employee is carrying out his or her duties on behalf of the County. In support of the County of
Elgin's policies to provide a safe and healthy working environment, the County will provide a
framework for handling any incidence of workplace violence that may arise.
Policy:
The County of Elgin will not tolerate any threat, direct or implied (including bullying) or physical
conduct by any person which results in, or potentially could result in, harm to people, property,
the workplace environment or which creates an intimidating, harassing or hostile workplace.
Violence: (for the purpose of this policy) any actual, attempted or threatened conduct of a
person that causes or is likely to cause physical and /or psychological harm /injury/illness or that
gives a person reason to believe that s /he or another person is at risk of physical or
psychological harm /injury/illness, including, but not limited to, any actual or attempted assault
(including sexual assault and physical attacks), threat, verbal, psychological or sexual abuse
and harassment.
Assault: an intentional application of force to another person, or an attempt or threat by an act
or gesture to apply physical force to another person, without that person's consent. An assault
may be committed without actually doing bodily harm to another person.
Threat: a demonstrated intention to cause harm or injury, whether presently or in the future.
Bullying: interpersonal hostility or aggression that is deliberate, repeated and sufficiently
severe as to place at risk the targeted persons' health or economic well- being.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Date Approved: Sept. 12/06
Date Last Revision: April 2010
Code A
Page 2of9
Weapon: anything used, designed to be used or intended for use in causing injury; anything
used, designed to be used or intended for use for the purpose of threatening or intimidating any
person.
Workplace: any location where County of Elgin employees are located during work or for work
related reasons, including employer sponsored social activities.
Workplace Violence: any incident in which an employee is abused, threatened or assaulted in
a workplace. This includes the application of force with or without weapons and includes acts of
physical or psychological violence, including, but not limited to, bullying, mobbing, teasing,
ridicule, hostile conduct and any other acts or use of words that can be reasonably interpreted
as designed to hurt or isolate a person in the workplace. The violence may come from any
source (e.g. resident, co- worker, contractor, personal relationship, etc.).
Harassment: (for the purposes of this policy) any coercive or fear inducing behaviour with the
potential for violence. (Harassment based on prohibited grounds as per the Ontario Human
Rights Code is dealt with under the Human Resources Policy 2.80 Workplace Harassment
and Discrimination).
Roles and Responsibilities of Workplace Parties:
Supervisors and Managers:
All Supervisors and Managers are responsible for ensuring a work environment free from
violence or threatened violence. This responsibility includes actively promoting a positive work
environment and intervening when problems occur. Supervisors' and Managers' responsibilities
include the following:
Understanding and upholding the principles of this policy by following this policy in their
dealings with employees and by setting a good example.
Communicating to employees that you take the issues of workplace conduct and a violence
free environment seriously.
Do not participate in or ignore violence or potential violence.
Ensure employees are informed of the County's policy and procedures for dealing with
issues that arise under this policy.
Respond promptly to any issues of violence, potential violence that come to your attention.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Code A Date Approved: Sept. 12/06
Page 3 of 9 Date Last Revision: April 2010
Keep personal records of discussions with employees who raise concerns under this policy,
as well as responses to situations.
Report any incidents as per the Human Resource Policy 8.30 Incident and Accident
Reporting.
Investigate and implement corrective actions to minimize potential recurrences.
Ensure employees who are experiencing difficulties and /or are exhibiting behaviours that
may contribute or lead to conduct inconsistent with this policy are aware of and support them
to attend the County of Elgin's Employee Assistance Program (EAP) or other community
services.
Ensure employees who are exposed to a violent or traumatic situation in the workplace are
aware of and support them to attend the County of Elgin's Employee Assistance Program
(EAP) or other community services.
Comply with all specific procedures, response plans or other controls that are defined by the
County. Such measures shall be reviewed by the applicable joint health and safety
committee.
Participate in the delivery of any relevant training or educational programs to employees that
the County develops or identifies as assisting in managing and de- escalating crisis situations
that may lead to violence and to establish personal safety measures.
Employees:
All employees of the County share an important role and responsibility in terms of the
maintenance of a work environment free from violence or threatened violence. Employee
responsibilities include the following:
Each employee is responsible for Ensureing- adherence to the spirit and intent of this policy.
Employeas are responsible for Understanding the definitions of conduct prohibited by this
policy and fer- aavoid4ng any conduct that falls within the scope of the behaviour prohibited by
this policy.
Do not engage in any behaviours that would constitute workplace violence, including
coercion, bullying, harassment, threatening, intimidation, abuse either physically or verbally
that results in emotional or physical harm to other employees, residents or members of the
public.
Participate and provide input, through the Joint Health Safety Committee, in regards to the
development of workplace violence procedures, response plans and other controls that are
proposed or implemented to minimize or eliminate the risk.
Attend education and training sessions offered by the employer regarding workplace
violence.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Date Approved: Sept. 12/06
Date Last Revision: April 2010
Code A
Page 4 of 9
Report all workplace violence incidents as per the Human Resources policy 8.30 Incident
and Accident Reporting.
Cooperate and assist with investigations regarding workplace violence incidents.
Seek support and assistance from the County of Elgin's Employee Assistance Program
(EAP) or other community services when experiencing stress or other personal difficulties
that may contribute to workplace violence.
Seek support and assistance from the County's EAP or other community service if exposed
to a violent or traumatic situation, if appropriate.
Guidelines for Dealing with Conflict and Aggression
The following are preventative tips for dealing with conflict and aggression. Departmental
policies and procedures may provide additional specific information.
Be alert to situations and early warning signs (crying, pacing, avoidance or excessive eye
contact, challenging behaviours, yelling, etc.).
Try to provide an early resolution before a situation escalates and an incident occurs (e.g.
deal with issues /complaints right away).
Listen to the other person's entire issue /complaint.
Gather information and determine the reason for the issue /complaint.
Do not downplay or minimize the person's concern.
Remain calm, speak in a clear, calm and consistent voice.
Maintain normal eye contact avoid staring.
Do not infringe on the person's personal space (e.g. do not point in his /her face).
Keep the discussion focused on the issue, not the individual parties.
Identify shared goals and ways to achieve them.
Do not set unrealistic goals or make promises that you may not be able to keep.
Set limits and inform the person that the meeting will only continue if they remain calm
inappropriate behaviour is not acceptable (refer to the Human Resources policy 2.80.1
Commitment to a Civil Workplace Environment and Workplace Interactions).
Take the dispute to a third party if the matter cannot be resolved.
Always remain alert to unsafe situations and react leave the location if necessary, have
another person accompany you or remain close -by, telephone for assistance, etc.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Code A Date Approved: Sept. 12/06
Page 5 of 9 Date Last Revision: April 2010
Procedures:
General
All members of the workplace community benefit from prompt, efficient and effective resolution of
concerns regarding the quality of the work environment and any concern which may jeopardize a
safe work environment. The County is committed to providing specific resources to support early
reporting and resolution of concerns of workplace violence. Any employee who experiences any
concern in their work environment regarding violence or potential violence at or in the workplace is
encouraged to report their concern immediately, either to management or through a formal
complaint.
PROCEDURES FOR RESOLVING CONCERNS OF VIOLENCE IN THE WORKPLACE
Management Support and Intervention
Any concern about violence or potential violence may be effectively resolved by informal
assistance, support and intervention by management. We encourage you to raise any concern
respecting violence or potential violence at or in your workplace with your supervisor or manager at
any time. In the event that you are not comfortable with raising the concern or issue with your
direct Manager or Supervisor, you are encouraged to seek assistance of any member of
management or Human Resources.
Complaint Process
In the event that informal attempts to resolve concerns of violence or potential violence are
unsuccessful or you identify the concerns as more appropriately dealt with through a formal
complaint process, an investigation shall be initiated in response to the receipt of a written formal
complaint.
Should an employee decide to file a formal complaint, he /she should:
put the complaint in writing
sign and file the complaint with the supervisor /manager or human resources
co- operate with those responsible for investigating the complaint
Complaint Investigation Procedure
Where a formal complaint is filed the following steps will occur:
an investigation will be initiated and completed promptly;
County of Elgin
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Date Approved: Sept. 12/06
Date Last Revision: April 2010
Code A
Page 6of9
all individuals who have relevant information with respect to the alleged complaint will
be interviewed and statements taken:
every effort will be made to ensure confidentiality to the extent possible;
a written report will be dared at the conclusion of the investigation;
the findings will be reviewed with the parties to the complaint;
appropriate remedial action will be determined and implemented where there is a finding
of violence in the workplace
Guidelines for Dealing with Specific Types of Incidents
Section: 2
Guidelines for Dealing with a Verbally Abusive Telephone CaII
ails. Departmental
abusive language
The following are guidelines for dealing with verbally abusive telephone c
policies and procedures may provide additional specific information.
Inform the caller that abusive language is not acceptable.
Advise the caller that the conversation will be terminated if the
continues.
Establish written documentation about the incident.
Advise the Supervisor /Manager of the occurrence after the phone call has ended.
If the same caller has made repeated similar calls, advise them that if it continues that the
Police may be notified.
Guidelines for Dealing with Telephone Threats
The following are guidelines for dealing with telephone threats. Departmental policies and
procedures may provide additional specific information.
Obtain as much information from the caller as possible.
Immediately document the conversation as accurately as possible.
Immediately notify a Supervisor /Manager.
Do not discuss the conversation with anyone other than Management.
Guidelines for Dealing with a Written Threat
The following are guidelines for dealing with a written threat. Departmental policies and
procedures may provide additional specific information.
Do not throw away any part of the written letters or envelopes.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Code A Date Approved: Sept. 12/06
Page 7 of 9 Date Last Revision: April 2010
Handle the document(s) as little as possible.
Place the document(s) in a folder or clear protective sleeve to help protect them.
Advise the Supervisor /Manager of the occurrence.
Do not discuss the contents of the written threat with anyone other than Management.
Supervisors /Managers on receiving reports of activities as listed above:
Record the details of the incident.
Assess the immediate danger and take the appropriate measures to safeguard
employees and facilities.
Notify the Director of Human Resources immediately who will initiate the appropriate
investigations.
The Director of Human Resources will notify the appropriate Police services where
necessary.
Guidelines for a Potential Volatile Situation:
A potentially volatile situation is defined as any verbal threat or gesture to do harm to people,
property, process or the environment. The verbal threat or gesture creates an intimidating,
offensive or hostile environment, and can include the display of uncontrolled behaviours as a
result of emotional upset, anger or mental confusion. In such cases, responsibilities are as
follows:
Employees:
Establish a safe location and notify your Supervisor /Manager immediately. Activate
EMS (Emergency Medical Services by calling 9 -1 -1) if deemed necessary
Do not aggravate or allow anyone else to aggravate the situation.
If the person leaves the area, do not detain them. Follow the person safely while on the
County of Elgin's worksite. Inform your Supervisor /Manager or other department official
of the location of the person.
Follow the direction of your Supervisor /Manager or his /her designate.
Supervisors /Managers:
Appropriately and safely intervene when you become aware of a potentially volatile
situation.
Assess the immediate danger and take the appropriate measures to safeguard persons
and the facility.
Document the threat.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Code A Date Approved: Sept. 12/06
Page 8 of 9 Date Last Revision: April 2010
Notify the next higher level of authority as well as the Director of Human Resources. The
appropriate police services may be notified where necessary.
If the offender is an employee, consider suspending the offender pending the outcome of
the investigation.
In conjunction with the Director of Human Resources conduct an investigation. All parties
are to be interviewed and asked to provide written, signed statements.
Hold a post incident review to ensure procedures were followed and to make
recommendations for improvements; recommend and /or provide appropriate medical
care and or assistance sought through the County's Employee Assistance Program
(EAP).
Record all details of the incident and submit a thorough report to the Director of Human
Resources and the Chief Administrative Officer in a timely fashion.
Guidelines for a Violent Situation with Immediate Danger:
A violent situation with immediate danger is defined as a highly agitated individual displaying
loud and /or abusive verbal or aggressive physical behaviours; where harm or violent action to
people, property or the environment has already taken place; the presence of any type of
weapon or use of an object as a weapon or; where there is a threat by an individual to do
immediate harm to people, property or the environment.
Employees:
Establish a safe location. Activate EMS (Emergency Medical Services by calling
9 -1 -1) if deemed necessary
Notify your Supervisor /Manager or other County of Elgin official immediately.
Follow the direction of your Supervisor /Manager or other County of Elgin official.
Supervisors /Managers:
Assess the immediate danger and appropriately and safely intervene when you become
aware of the violent situation with immediate danger.
Notify the appropriate Police services of the situation where necessary.
Coordinate efforts to stabilize the situation take the appropriate measures to safeguard
persons and the facility.
Document the occurrence details.
Notify the next higher level of authority and the Director of Human Resources.
Once the situation is under control, and if the offender is an employee, consider
suspending the offending employee pending the outcome of an investigation.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Violence in the Workplace
Policy
Policy Number: 2.110
Date Approved: Sept. 12/06
Date Last Revision: April 2010
Code s A
Page9of9
In conjunction with the Director of Human Resources conduct an investigation. All parties
are to be interviewed and asked to provide written, signed statements.
Record all details of the incident and submit a thorough report to the Director of Human
Resources and the Chief Administrative Officer in a timely fashion.
Corrective Action:
Where violent or potentially violent conduct is substantiated, contrary to this policy, corrective
action will be taken. Such corrective action will include addressing any relevant issues in the work
environment, addressing the employee who has engaged in the violent behaviour or conduct
contrary to this policy. Corrective action may range from educating individuals on the
inappropriateness of their behaviour, to transfer, demotions, suspensions or termination.
Corrective action may necessitate the need for police services and /or intervention. Criminal
charges may be laid where the police services deem it appropriate.
POLICY REVIEW
This policy will be reviewed on an annual basis by all County Joint Health and Safety
Committees. Management Team and the Chief Administrative Officer. A copy of an updated
policy will be posted in all workplaces.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
and Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Page 1 of 8 Date Last Revision: April 2010
1.0 OBJECTIVES
WORKPLACE HARASSMENT POLICY
THE COUNTY OF ELGIN'S COMMITMENT
The County of Elgin's policy is that individuals will be free from harassment on the basis of age,
sex, race, colour, religion, creed, national origin, citizenship, language, marital status, family status,
pregnancy /childbirth, sexual orientation, disability /handicap, political belief or any other prohibited
ground of discrimination. This policy also includes the right to freedom from sexual harassment.
The County of Elgin is committed to providing a work environment that is free of harassment
and discrimination. The County of Elgin will not tolerate any form of harassment or
discrimination and will take all steps necessary to ensure that employees are not subject to
harassment or discrimination; be it from other employees, managers, supervisors, clients or any
contacts made in the course of their duties.
The County of Elgin's policy and resolution procedures have been developed to accomplish the
following:
create and maintain a working environment free from harassment and discrimination;
set out the types of behaviour that may be considered offensive;
ensure the prevention of harassment and discrimination by and against our employees; and
establish impartial, effective and confidential procedures to resolve concerns of harassment
and discrimination.
2.0 DEFINING THE PROHIBITED CONDUCT
The Ontario Human Riahts Code guarantees employees the right to employment in a workplace
free from harassment and discrimination based on race, ancestry, place of origin, ethnic origin
colour, citizenship, creed, age, record of offences, marital status, family status, handicap
disability,, sex, sexual orientation.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Date Last Revision: Oct. 22/03
Page 2 of 8
2.1 What is Discrimination?
Discrimination is differential treatment in employment or denial of employment opportunities
based on any of the prohibited grounds of the Code. Discrimination does not have to be
intentional. Discrimination can result from practices and policies that appear to be neutral, but in
reality have a negative effect on groups or individuals because of their sex, race, religion, etc.
2.2 What is Harassment?
Objectionable conduct that may have the effect of creating an intimidating, hostile or offensive
work environment, interfering with an individual's work performance, adversely affecting an
individual's employment relationship and /or denying an individual dignity and respect.
Harassment is defined as a course of vexatious (offensive, demeaning) comments or conduct
on the part of one individual or group of individuals towards another or on any of the prohibited
grounds under the Code.
It includes deliberate or intentional gestures, comments, slurs, questions, representations or
other behaviours that ought reasonably to be known by the harasser to be unwelcome.
2.3 What is Sexual Harassment?
Sexual harassment is any unsolicited conduct, comment or physical contact of a sexual nature
that is unwelcome to the recipient. It includes any unwelcome sexual advances (oral, written or
physical), requests for sexual favours, sexual and sexist jokes, and the display of degrading or
offensive material. When:
(a) such conduct might reasonably be expected to cause insecurity, discomfort, offence
or humiliation to another person; or
(b) such conduct has the purpose or effect of interfering with a person's work
performance or creating an intimidating, hostile or offensive work environment; or
(c) submissions to such conduct is made either implicitly or explicitly a condition of
employment; or
(d) submission to or rejection of such conduct is used as a basis for any employment
decision (including, but not limited to, job security, promotion, change in salary and
benefits).
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Date Last Revision: Oct. 22/03
Page 3 of 8
Which can further be defined as:
unwanted sexual advances including derogatory comments, gestures, looks,
unnecessary/unwanted physical contact, jokes, slurs, derogatory or demeaning posters,
cartoons, graffiti, drawings or display of sexually suggestive pictures;
implied or expressed promises of reward or benefit for complying with a sexually oriented
request;
implied or expressed threats of reprisal in the form of either actual reprisal or denial of
opportunity for refusal to comply with a sexually oriented request; or
sexually oriented conduct which becomes or is implied to be a term or condition of
employment, is used as a basis for employment, is used as a basis for employment
decisions, or has the effect of interfering with work performance.
2.4 Other Forms of Harassment
Unwanted actions, derogatory comments, jokes, slurs, derogatory or demeaning posters,
cartoons, graffiti, drawing, e- mails, innuendoes or taunting about or motivated by a person's
race, colour, citizenship, national origin, age, religion, creed, language, marital status, family
status, pregnancy /childbirth, sexual orientation, disability /handicap, political belief or any other
prohibited ground of discrimination.
2.5 Poisoned or Hostile Work Environment
Furthermore, jokes, offensive literature (for example, pinups), derogatory comments or other
activities based on sex or racial characteristics that intrude upon a person's dignity or that create
an intimidating, hostile or offensive atmosphere constitute what is referred to as a poisoned or
hostile work environment. A poisoned or hostile environment is a form of harassment and is
also prohibited by law.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Date Last Revision: Oct. 22/03
Page 4 of 8
Harassment may occur as a single encounter or a series of incidents, persistent innuendoes or
threats. Behaviour constituting harassment is often a matter of perception and interpretation.
Tolerance for what is considered acceptable behaviour may vary widely among individuals. As
a general rule, harassment is considered to have taken place if a person knows or ought
reasonably to know that behaviour is unwelcome.
Workplace is any place where business or work related activities are carried out. It includes, but
is not limited to, the office, office related social functions, work assignments outside of the office,
work related travel, and work related conferences or training sessions.
3.0 RESPONSIBILITIES FOR ENSURING A WORKPLACE FREE FROM HARASSMENT
AND DISCRIMINATION: ALL MEMBERS OF THE WORKPLACE COMMUNITY SHARE IN
THIS RESPONSIBILITY
3.1 Managers. Supervisors and Union Representatives
These individuals are responsible for creating and maintaining a workplace free of harassment
and discrimination and for promoting a positive work environment by:
1. Understanding and upholding the principles of this policy;
2. Setting a personal example of conduct consistent with this policy;
3. Ensuring that employees are informed of the company's policy and procedures for
dealing with concerns of harassment;
4. Responding to any concern or issues of harassment that comes to their attention, treating
it as a serious matter and supporting a resolution;
5. Confer with human resources with respect to the proper process for handling the
situation;
Not allowing or condoning behaviour contrary to this policy; responding to any and all
conduct that comes to your attention; and
7 To the extent possible, maintaining confidentiality with respect to the concerns they are
involved in resolving.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Date Last Revision: Oct. 22/03
Page 5of8
3.2 Employees
each employee is responsible for ensuring adherence to the spirit and intent of this policy;
employees are responsible for understanding and avoiding any offensive, unwelcome
comments or conduct that would constitute harassment, sexual harassment or discrimination
under this policy;
employees are encouraged to communicate to coworkers when they are exposed to
conduct or comments that are unwanted and objectionable harassment as defined by this
policy;
all employees are requested to discourage their co- workers from persisting with comments,
discussions and conduct that are inconsistent with the spirit of this policy.
4.0 PROCEDURES FOR RESOLVING HARASSMENT AND DISCRIMINATION
CONCERNS
Resolution of harassment means the conduct doesn't occur in the work environment, or in the
alternative, ceases immediately. Prompt and clear communication of the fact that the conduct is
objectionable and must stop supports the most effective resolution. Any employee who believes
he /she has been subjected to harassment should promptly pursue any of the following steps
and strategies to resolve the issues:
4.1 Self -Help by the Employee
you are encouraged to communicate your disapproval to the individual whose conduct or
comments are offensive ask them to stop;
employees who are advised that their comments or conduct are unwanted and offensive are
expected to cease such behaviour immediately;
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Date Last Revision: Oct. 22/03
Page 6 of 8
if the conduct doesn't stop, seek the assistance of supervisors, union representatives or
human resources;
if the conduct doesn't stop, keep a written record of the date, times and details of the
conduct and your efforts to stop it.
4.2 Informal Resolution Supports: Third Party Intervention by Supervisors or Union
Representatives
Not all employees will be comfortable with using self -help to resolve harassment concerns.
Employees are encouraged to seek the assistance of supervisors, union representatives or
managers to assist them in informally resolving harassment concerns and stopping the
objectionable conduct. Managers, supervisors and union representatives have been trained to
and are committed to supporting you in confidentially and informally resolving such concerns.
As an alternative, you may contact human resources and receive assistance in reviewing the
concern and the options available to resolve the problem.
4.3 Complaint Procedure
Where a harassment concern is not successfully resolved through self -help, or the informal
support of your supervisor or union representative; or where you are comfortable only with a
formal complaint process, you are encouraged to fill out a complaint form and submit it to
human resources.
Should an employee decide to file a formal complaint, he or she should:
(a) set it down in writing (with the assistance of a supervisor, union representative or human
resources, if requested);
(b) sign and file the complaint with the supervisor, union representative or human resources;
(c) co- operate with those responsible for investigating the complaint.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Date Last Revision: Oct. 22/03
Page 7 of 8
Complaint Investigation Procedure
Where a formal complaint is filed the following steps will occur:
1. an investigation will be initiated and completed promptly; hopefully within 30 days;
2. all individuals who have relevant information with respect to the alleged complaint will be
interviewed and statements taken;
3. every effort will be made to ensure confidentiality to the extent possible;
4. a written report of findings will be prepared at the conclusion of the investigation;
5. the findings will be reviewed with the parties to the complaint;
6. appropriate remedial action will be determined and implemented where there is a finding
of harassment, discrimination or reprisal in violation of this policy.
Remedial Action
If the investigation substantiates acts of harassment, discrimination or reprisal, corrective action
will be taken.
The objective of the remedial and corrective action is to change behaviour, eliminate
harassment, discrimination or reprisal, and remedy the effects of such policy violations on either
the individual or work environment. Such action may include educational initiatives, counselling
or disciplinary action, including transfers, demotions, suspensions or terminations. Any
disciplinary action will be noted on the offender's personnel file.
5.0 PROHIBITION OF REPRISAL
Any retaliation or reprisal against a person pursuing the resolution of a concern under this
policy, whether informally or through the complaint procedure, or against any individual for co-
operating in the investigation of a complaint is strictly prohibited both at law and under this
policy. Any such conduct will be subject to immediate corrective action.
County of Elgin Section: 2
Human Resources Policy Manual Subject: Workplace Harassment
Discrimination Policy
Policy Number: 2.80
Code A Date Approved: Sept. 26/95
Date Last Revision: Oct. 22/03
Page8of8
6.0 CONFIDENTIALITY
It is recognized that the parties to a concern or complaint raised under this policy have a
significant interest in confidentiality. To the extent possible, in both informal resolution
processes and formal complaint processes, all available steps will be taken to ensure
confidentiality.
No record of the complaint will be maintained on the employee file of the complainant. If there is
a finding of harassment that results in disciplinary action, it will be reflected on the employee file
of the harasser, in the same way as any other discipline.
Name of Complainant:
Date of Submission:
Complaint Form
Please complete fully and return to Human Resources.
Summary of Allegations: (please feel free to attach additional pages if required)
Remedy Sought: (please feel free to attach additional pages if required)
County of Elgin Section: 2
Human Resources Policy Manual
Code A
Page 1 of 3
Our Commitment
Subject: Commitment to a
Civil, Workplace Environment
and Workplace Interactions
Policy Number: 2.80.1
Date Approved: Oct. 21/03
Date Last Revision:
The County of Elgin values all members of this workplace community. The County of Elgin
is committed to ensuring that all members of this workplace community experience the
following:
1. A civil and respectful workplace environment.
2. Interactions, communications and dealings with all individuals in the
workplace community that are polite, supportive, civil, constructive and
respectful (including but not limited to co- workers, supervisors, managers,
etc.).
The County of Elgin is committed to securing, maintaining, enforcing and reinforcing a
workplace environment and workplace communications and interactions that are civil,
respectful and valuing of all members of our workplace community.
Understanding The Standards Of Conduct Required
Acceptable Conduct
All members of the community are to ensure that all communications and interactions are
pursued at all times in a professional, businesslike, respectful and civil manner, both in
terms of tone and content.
Unacceptable Conduct
All members of the community are to avoid any communications or interactions that as a
result of their content or tone would be offensive, threatening or embarrassing to the
recipient. Conduct that is inconsistent with our commitment to a civil and respectful
workplace includes but is not limited to the following:
Yelling or screaming
Volatile displays of temper or anger
Rude, demeaning and belittling remarks directed at anyone in the
workplace
Directing foul and abusive language to anyone in the workplace.
County of Elgin Section: 2
Human Resources Policy Manual
Code A
Page 2 of 3
The Law
Our Shared Responsibilities As A Workplace Community
Our Commitment as Employer:
Subject: Commitment to a
Civil, Workplace Environment
And Workplace Interactions
Policy Number: 2.80.1
Date Approved: Oct. 22/03
Date Last Revision:
Legal developments require employers to provide a civil and respectful workplace
environment and interaction. The law requires all workplace participants (employees,
supervisors, managers) to contribute to a civil and respectful workplace by ensuring that
your individual dealings and interactions with each other are consistent with the required
standards of conduct. The law prohibits personal harassment, which is conduct that
exposes employees to abusive, hostile, uncivil or disrespectful workplace dealings (yelling,
screaming, belittling, demeaning, berating). Anyone who exposes other members of the
workplace community to personal harassment place themselves at risk in terms of legal
liabilities, including damages and exposes themselves to corrective disciplinary action.
We have a mutual interest and shared responsibilities in connection with securing and
maintaining a civil and respectful workplace environment and workplace interactions:
The County of Elgin is committed to ensuring all employees contribute to a civil and
respectful workplace environment by pursuing the following initiatives:
1. Ensuring all members of this community (employees, supervisors, managers)
understand the standards of conduct expected of them.
2. Empowering you to require respectful and civil treatment by communicating your
expectations in this regard.
3. Reinforcing and enforcing acceptable conduct. Anyone who engages in
communications or conduct falling below the standards discussed herein will expose
themselves to corrective counselling and discipline.
County of Elgin Section: 2
Human Resources Policy Manual
Code A
Page 3 of 3
Responsibilities of Supervisors and Managers:
Responsibilities of Employees:
Subject: Commitment to a Civil,
Workplace Environment
and Workplace Interactions
Policy Number: 2.80.1
Date Approved: Oct. 22/03
Date Last Revision:
Given your responsibility for other employees, you are responsible for ensuring the
following:
1. That at all times your dealings with employees and with each other are
conducted in a civil, respectful and professional manner.
2. Taking the necessary steps to ensure that employees conduct themselves in
a manner consistent with our commitment to a civil and respectful workplace.
This includes responding to any incidents of conduct falling below the
standards outlined in this policy that come to your attention.
1. Ensuring that you communicate and interact with your co- workers, managers
and supervisors in a civil, courteous and respectful manner.
Communicate to your peers or persons in authority (supervisors and
managers) or human resources any concerns you have of being exposed to
any communications or interactions inconsistent with our commitment to a
civil and respectful workplace.
A civil, respectful and supportive work environment in which all members of this workplace
community feel secure, respected and valued is secured and maintained when we commit
as a community to such an environment.
INTRODUCTION:
REPORT TO COUNTY COUNCIL
FROM: Rob Bryce
Director, Human Resources
DATE: May 10, 2010
SUBJECT: County Council Dress Code
County Council recently directed staff to prepare a report recommending options for
consideration regarding dress code for Council meetings and official social functions.
As the County has become more progressive and forward- thinking in its approach to
managing its county business, it was suggested that a more progressive dress code may
more accurately reflect our evolution, rather than maintaining attire that is perhaps more
rooted in tradition.
DISCUSSION:
For many years, members of Council and Officials have adhered to a dress code of:
"Navy blazer with the County Crest affixed to the left side
Bruce Tartan tie
Grey trousers or for females, Bruce Tartan or grey skirt, or grey trousers."
This standard code of attire has served the County well and members of County Council
have remarked that such attire has afforded the County immediate recognition and
presents the County Council as a professional and united body. There is much
appreciation of and respect for the tradition and history of members' appearance and
that any change would diminish the celebration of such tradition. Remarking on concerns
with the current dress code, other members of Council have suggested the attire is
dated and not appropriate for women given the requirement to wear long neck ties.
In consideration of these opinions, revisions to Council dress code should be mindful of
the following elements:
1) Maintaining a tradition of wearing the (modern) Bruce tartan colours presented by
Lord Elgin many years ago;
2) Wearing appropriate business attire that reflects the professionalism of a progressive
organization; and
3) Allowing for individual expression while being mindful of the serious duties that are
being executed in such a manner and place that is steeped in history and tradition.
Such a dress code may therefore include consideration of appropriate business attire
(defined as semi formal and not business casual including but not limited to dress
shirt /blouse, jacket, dress pants, suit);
CONCLUSION:
It is important that Council adopt a dress code that maintains Council's image in a
manner that best represents the County as a whole attire that respects tradition yet
looks forward; attire that can reflect on history and learn from its lessons yet is current
and bold enough to make statements about taking thoughtful and responsible steps to
create its own bright future.
RECOMMENDATION:
THAT the following dress code for County Council Members and Officials be adopted:
Council Members and Officials shall wear appropriate business attire for Council
meetings (defined as semi formal and not business casual specifically dress
shirt /blouse, jacket, dress pants, suit).
Traditional attire shall be mandated at the Warden's Election, the Warden's
Annual Banquet, the Annual Photo, and any other function as determined by the
Warden. Members and Officials are also permitted to wear traditional attire at
other functions, when not mandated by the Warden, at their discretion.
An allowance of up to two hundred dollars ($200) will be provided (with receipts)
once per term to each Council Member and Official required to wear traditional
attire at aforementioned times for the purchase of said attire.
The Warden, who by bylaw is responsible for council decorum, shall also enforce
the dress code.
Such a dress code be adopted by County Council effective December 1, 2010.
All of which is Respectfully Submitted Approved for S
Fob p
Dirept rrr a Resourges
l
Mark G. c
Chief Administrative Officer
L by �uswre
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: May 4, 2010
SUBJECT: Magazine Vendor Bankruptcy Final Payment to Library
INTRODUCTION:
In February 2003, staff presented a report informing Council that the Elgin
County Library's magazine vendor at the time had gone bankrupt and that
several libraries were filing a claim for settlement with the company's trustee. At
that time, the County's Solicitor was authorized to proceed with a statement of
claim on behalf of the library. This report updates Council that the last payment
has now been issued.
DISCUSSION:
The County Solicitor has forwarded a fifth and final distribution payment to the
County in respect of the aforementioned bankruptcy in the amount of $543. This
final payment brings the total reimbursement since the claim was opened in 2003
to $4444, thereby recouping approximately two thirds of the library's loss in 2003
which totalled $6930.
CONCLUSION:
With this final payment, the County's claim on this matter is now officially closed.
RECOMMENDATION:
THAT the final payment of $543.03 received as a result of the bankruptcy of
Divine Solutions Inc. be deposited into the Elgin County Library's 2010 operating
budget thereby closing the claim against the aforementioned vendor.
I of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Mark G. McDonald
Chief Administrative Officer
INTRODUCTION:
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: April 20 2010
SUBJECT: New Lease for Springfield Library
As Council is aware, the Springfield Library will be relocating to a new facility
within Malahide Community Place. This report updates Council on the project
and requests authorization to enter into a new lease agreement with the
Township of Malahide.
DISCUSSION:
In May 2009, Council endorsed the following recommendations:
"THAT County Council hereby supports the relocation of the Springfield Library in
2010 into a larger facility of approximately 2,000 square feet as part of Malahide
Community Place; AND
THAT costs associated with this relocation be integrated into 2010 budget
deliberations."
Staff are pleased to report that construction is now nearing completion and plans
are being finalized to formally relocate the branch. Staff expect to begin
installation of computer equipment, shelving and furnishings in mid -June with a
formal move tentatively set to take place on June 30 2010. It is hoped that the
new location will be open to the public in early July with minimal disruption of
service to the public while the transition is made between the current and new
location.
Council approved $45,000 as part of the 2010 capital budget for the purposes of
relocating the library and the project to date is proceeding within this budget. An
RFP was issued for provision of accessibility compliant furnishings and shelving
which was awarded to Brodart Canada. Additional computers and related
equipment have also been purchased.
One matter that remains to be addressed is formal authorization of a new lease,
projected costs for which have also been integrated into the library's 2010
operating budget. The new facility will comprise 1850 square feet of space within
the larger building which is roughly a one -third increase from the current location.
As part of the new lease, staff will have use of a community program room that
can accommodate up to 50 children or patrons. This additional space will bring
the branch into compliance with the facility size benchmark established by the
Administrators of Rural -Urban Public Libraries of Ontario (ARUPLO).
The County's solicitor is currently in the process of drafting a new lease based on
County policy of $12 per square foot per annum for facilities that meet basic
standards. The lease will have an expiration date for the end of 2011 so that it
will expire in tandem with the library's other leases for its facilities.
CONCLUSION:
Staff are confident that the relocation of the Springfield Library will have an
energizing influence on the system as a whole. The new branch will have a
modern look that meets accessibility requirements and will have space for a
more comprehensive collection which will allow for more outreach to groups such
as teens and seniors while building upon the branch's well established
excellence in children's programming. The integration of the library within a
larger community complex also affords many opportunities for cultural integration
with the community as a whole.
Council and staff at the Township of Malahide are to be commended for including
library staff in every aspect of planning and for the inclusionary process they
have taken in developing the facility as a whole.
RECOMMENDATION:
THAT the Warden and CAO be authorized to enter into a lease agreement with
the Township of Malahide for the Springfield Library comprising 1850 square feet
of space in premises known as Malahide Community Place effective July 1
2010 and expiring December 31 2011; AND
THAT the lease for the Springfield Library located within premises at 51221 Ron
McNeil Line be hereby terminated effective June 30 2010; AND
THAT the Township of Malahide be hereby requested to authorize the new lease
and terminate the current lease based on these same terms.
All of which is Respectfully Submitted Approved
2
Brian Masschaele
Director of Community and
Cultural Services
Chief Administrative Officer
Ei Ii1 4 13 i�
A�n;,rass�i G �u .102
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: May 3rd, 2010
SUBJECT: Cultural Mapping Project Progress Report
INTRODUCTION:
In December 2009, Council endorsed Terms of Reference and a work plan for
the development of a cultural asset map for the County. This report updates
Council on the project's progress and next stages in development.
DISCUSSION:
The first phase of the Department of Community and Cultural Services' Cultural
Mapping Project funded through the Government of Canada's Community
Adjustment Fund is now complete. Extensive data has been compiled about
cultural assets in the County based on staff research and several community
consultation sessions and open houses held in library branches in February and
March.
To date, 572 assets in Bayham, Malahide, Aylmer, Central Elgin and Southwold
have been identified and are awaiting formal posting to an interactive map,
thereby joining assets already identified in a similar project completed by the Arts
Cookery Bank in West Lorne for Dutton Dunwich and West Elgin. The next
phase of the project, funded by the Ontario Ministry of Tourism and Culture's
Creative Communities Prosperity Fund, has now begun and will be completed by
December 2010. This phase will see the data formally mapped using GIS
software, as well as the integration of social networking features, photographs
and even video for mapped assets.
The following are general trends and analysis of the data gathered thus far from
this project:
Confirmation that the County has numerous ecological features that have
become major tourism and cultural attractions that need to be properly
mapped and described for marketing purposes. 199 assets fit the
category of an ecological cultural asset;
The level of public accessibility to an asset has played a major role in
determining if it is mapped or not. Churches have proven to be a
particular challenge in this regard and are generally not included in the
project despite being of significant cultural interest in many communities;
The number of designated heritage buildings under the Ontario Heritage
Act is inconsistent across the County and needs further examination;
There are several creative clusters emerging in the County, including
Sparta, Aylmer, and Port Stanley.
CONCLUSION:
The more technical aspects of this project are now unfolding as a result of the
additional funding received from the Government of Ontario. Staff will keep
Council informed as progress is made.
RECOMMENDATION:
THAT this report be received and filed as information.
All of which is Respectfully Submitted Approved
Brian Masschaele
Director of Community and
Cultural Services
Chief Administrative Officer
El
FROM: Rhonda Roberts, Director of Seniors Services
DATE: May 7, 2010
SUBJECT: YWCA Agreement Pool Usage at Terrace Lodge
INTRODUCTION /DISCUSSION:
The St. Thomas -Elgin YWCA currently conducts Aqua fit swim /exercise
programs through the Terrace Lodge pool five days per week. The Aqua fit
program is open to individuals in the Aylmer and surrounding communities. This
arrangement has been ongoing since 2004.
The pool usage agreement has been typically renewed for a two year term
however due to recent renovations; the pool reopened for use April 19, 2010.
The new agreement dates are April 19, 2010 to December 31, 2011. Prior to the
renewal date, the County will engage in discussions with the YWCA to explore
additional program opportunities which may be of value to residents of Terrace
Lodge and surrounding communities.
CONCLUSION:
The pool usage agreement for the YWCA of St. Thomas -Elgin has been renewed
for a two year term from April 19, 2010 through December 31, 2011.
RECOMMENDATION:
THAT, the report titled "YWCA Agreement Pool Usage at Terrace Lodge be
received and filed.
Respectfully Submitted
Rhonda Roberts
Director of Senior Services
Bobier Villa and Terrace Lodge
REPORT TO COUNTY COUNCIL
Approved for Submission
Mark Mc
Chief Administrative Officer
BETWEEN:
And
This Agreement made in quadruplicate this 19th day of April 2010
CORPORATION OF THE COUNTY OF ELGIN
(hereinafter referred to as "Elgin
YWCA OF ST. THOMAS -ELGIN
(hereinafter referred to as "YWCA
OF THE FIRST PART
OF THE SECOND PART
WHEREAS Elgin is the owner of certain lands and premises known as Terrace Lodge at 49462
Talbot Line, Aylmer, Ontario, which premises include a swimming pool and related equipment and
facilities;
AND WHEREAS YWCA wishes to arrange for use of such swimming pool on various days and
at various times for purposes of conducting supervised Aquatic Programs to the public at large;
AND WHEREAS Elgin and YWCA have agreed upon the terms and conditions under which
YWCA shall have use of the said swimming pool and related equipment and facilities for the said
purpose and now wish to reduce such terms and conditions to writing;
NOW THEREFORE, in consideration of payment of the sum of ONE DOLLAR ($1.00) by
YWCA to Elgin and other good and valuable consideration and covenants as set forth herein, the
sufficiency and receipt of which is hereby acknowledged, Elgin and YWCA hereby agree as follows:
1.0 GENERAL
1.1 Subject to the terms and conditions set forth below, YWCA shall be granted use of the
swimming pool at Terrace Lodge for purposes of conducting supervised Aquatic
Programs to the public at large.
2
1.2 In conjunction with the use of the swimming pool as provided for herein, YWCA,
including its staff and representatives and further including the persons participating in
the Aquatic Programs anticipated herein, shall be permitted access to and use of
equipment and facilities related to the said swimming pool, including but not limited to
change room facilities.
2.0 Term
2.1 The within agreement shall commence on the 19 day of April 2010 and shall end on
December 31S 2011, with the option for renewal for a further term to be negotiated
between the parties.
3.0 Dates /Terms of Use
3.1 YWCA, including its staff and representatives and further including the persons
participating in the Aquatic Programs contemplated herein, shall have access to and use
of the swimming pool and related equipment and facilities as required operating such
programs in reasonable fashion in accordance with a Schedule approved by Elgin prior
to commencement of any particular program session. In this regard, YWCA further
agrees to submit to Elgin a proposed Schedule for access to and use of the swimming
pool and related equipment for such Aquatic Programs at least thirty (30) days prior to
the commencement of such program session, which proposed Schedule Elgin shall
promptly review and consider and, if acceptable, approve.
3.2 Notwithstanding the foregoing, YWCA agrees that, as part of the overall Aquatic
Programs utilizing the swimming pool and related equipment, but subject to the
availability of a qualified instructor and sufficient registered participants, it shall offer a
community Aquasize Program three mornings per week during any particular session,
which program shall be at no cost to Elgin; provided that, at all times, YWCA shall use
its best efforts to obtain the services of a qualified instructor and maximum registered
participants in all elements of its Aquatic Programs, including but not limited to the
community Aquasize Program referred to above.
3.3 In the event that circumstances require cancellation of any scheduled use of the
swimming pool and related equipment and facilities at the instance of either party, such
party shall notify the other in writing as soon as possible and prior to the date of such
3
scheduled use and such resulting cancellation shall be without recourse, claim or charge
at the instance of either party.
4.0 Payment to Elgin
4.1 In consideration of the use of the swimming pool and related equipment and facilities as
provided for herein; YWCA shall pay to Elgin a fee calculated at the rate of $1.00 per
annum for use of the said swimming pool and related equipment and facilities.
4.2 On or subsequent to January 1, 2012 Elgin shall prepare and deliver to YWCA an
invoice for the sum of $1.00 per annum.
5.0 Responsibilities of YWCA
5.1 During the term of this agreement, YWCA shall:
5.1.1 Arrange for and conduct all Aquatic Programs in a safe and prudent manner, in
accordance with established operating standards, including but not limited to
standards and procedures established by the Canadian Red Cross;
5.1.2 Ensure that the Aquatic Programs contemplated by this agreement shall be
conducted under the supervision of a sufficient number of qualified swimming
instructors;
5.1.3 Take all reasonable steps to ensure the safety of persons participating in the
Aquatic Programs contemplated by this agreement;
5.1.4 Take all reasonable steps to ensure that the swimming pool and related
equipment facilities will not suffer damage through the course of Aquatic
Programs contemplated by this agreement;
5.1.5 Be responsible for any and all damage caused or attributed to the negligence or
omission of YWCA, including its staff, representatives, and instructors and
further including the persons participating in the Aquatic Programs contemplated
by this agreement; provided that the YWCA shall not be responsible for damage
attributed to normal wear and tear of the said swimming pool and related
equipment and facilities and /or negligence or omission attributable to or
committed by Elgin, including its employees, servants, agents, or contractors;
5.1.6 Take all reasonable steps required to ensure that its staff, representatives, and
instructors and any persons participating in the Aquatic Programs contemplated
by this agreement shall comply with and abide by any and all police, fire, and
sanitary regulations imposed by any federal, provincial, or municipal authority,
particularly in relation to use of municipal facilities;
5.1.7 Arrange for and maintain general liability insurance providing coverage for use
of the subject swimming pool and related equipment and facilities for the
purposes of conducting supervised Aquatic Programs to the public at large,
which policy of insurance shall have a limit of not less that FIVE MILLION
DOLLARS ($5,000,000) in respect of claims to injury or death to person and
damage to property relating to the presence of any person upon the lands and
premises of Elgin at Terrace Lodge for the purposes of participating in the said
supervised Aquatic Programs in this same regard, YWCA agrees to provide
Elgin with a certificate of such policy of insurance;
5.1.8 Obtain from each participant in the supervised Aquatic Programs contemplated
by this agreement, a written acknowledgement and release, signed by the
participant or his or her parent or responsible adult and in a form acceptable to
Elgin and its solicitor, and,
5.1.8.1 acknowledging that the said person participates in the Aquatic Programs
voluntarily and assumes any and all risks associated with such
participation, including injury and death;
5.1.8.2 acknowledging that the said person shall comply with the directions of
the swimming and Aquafit instructors, including but not limited to those
matters relating to police, fire, and sanitary regulations imposed by any
federal, provincial, or municipal authority, particularly in relation to use
of municipal facilities;
5.1.8.3 releasing Elgin from any claims, damages, suits, actions, and causes of
action, including but not limited to injury or death suffered while on the
5
lands and premises owned by Elgin for purposes of participation within
the Aquatic Programs contemplated by this agreement
A copy of which acknowledgement and release will be provided by YWCA to Elgin
prior to the first date upon which such person attends at the lands and premises of Elgin
at Terrace Lodge for purposes of participating in those Aquatic Programs contemplated
by this agreement.
6.0 Responsibilities of Elgin
6.1 During the term of this agreement, Elgin shall
6.1.1 clean and maintain the swimming pool and related equipment facilities in a
sanitary condition suitable for safe use by persons participating in Aquatic
Programs;
6.1.2 test the water within the subject swimming pool on a regular basis and adjust
chemical requirements with the results of such tests;
7.0 Termination
7.1 In the event that either party is in default of any term of this Agreement or obligation
created thereby, which default continues for at least fifteen (15) days after written
notification of same to the defaulting party, the non defaulting party shall have the right
to terminate this Agreement upon a further thirty (30) days written notice to the
defaulting party, which right shall be exercised without recourse by or remedy to the
defaulting party.
7.2 Notwithstanding that set forth in Section 7.1 above, Elgin at all times shall have the
absolute and unfettered discretion to terminate this Agreement, without default on the
part of YWCA, upon ninety (90) days written notice to YWCA, which right of
termination is exercisable without recourse or default.
8.0 Release/Indemnification
8.1 YWCA shall at all times indemnify and save harmless Elgin against all actions, suits,
claims and demands whatsoever which may be brought against or made upon Elgin and
from and against all losses, costs, damages, charges and expenses whatsoever which may
be incurred, sustained, or paid by Elgin for or by reason of or on account of the
permitted use of the subject swimming pool and related equipment and facilities as
granted to YWCA pursuant to this agreement.
9.0 Miscellaneous
9.1 The parties hereto agree that any amendment to this agreement shall be in writing,
executed by authorized officers and /or representatives of each of the parties to this
agreement, in the form of an amending agreement.
9.2 Any notice or written communication between the parties to this agreement shall be
delivered or sent by prepaid mail addressed to the parties at the following addresses:
For the Corporation of the County of Elgin
Terrace Lodge Home for the Aged
49462 Talbot Line
Aylmer, Ontario
N5H 3A5
Attention: Director of Homes and Seniors Services
For the YWCA of St. Thomas -Elgin
Executive Director
St. Thomas YWCA
16 Mary Street
St. Thomas Ontario
N5R 2V8
6
9.3 The parties agree to do or cause to be done all acts and things necessary to implement
and carry into effect this agreement to its full extent.
9.4 This agreement shall enure to the benefit and be binding upon the parties and their
respective successors and permitted assigns.
9.5 In this agreement, words importing the singular include the plural and visa versa and
words importing gender include all genders.
9.6 The insertion of headings and a division of this agreement into sections are for
convenience of reference only and shall not effect the interpretation thereof.
7
9.7 This agreement constitutes the entire agreement between the parties pertaining to the
subject matter hereof and supersedes all prior agreements, understanding, negotiations,
and discussions with respect to the subject matter hereof, whether oral or written. No
supplement, modification, or waiver of this agreement shall be binding unless executed
in writing by both parties.
9.8 The invalidity or unenforceability of any provision of this agreement or any covenant
herein contained shall not affect the validity or enforceability of any other provision or
covenant hereof or herein contained. Any such invalid provision or covenant shall be
deemed to be severable.
9.9 This agreement shall be construed in accordance with the laws of the Province of
Ontario. The parties agree to attorn to the jurisdiction of the appropriate Courts of the
Province of Ontario.
IN WITNESS WHEREOF the parties hereto have caused this agreement to be executed by their
respective authorized officers and /or representatives as of the date first written above.
SIGNED, SEALED DELIVERED
in the presence of
The Corporation of the County of Elgin
Name: Bonnie Vowel
Position: Warden
Name: Mark G. McDonald
Position: Chief Administrative Officer
YWCA of St. Thomas -Elgin
Name: Marla Champion
Position: Executive Director
I have authority to bind the
YWCA of St. Thomas -Elgin
FROM: Jim Bundschuh Director of Financial Services
DATE: May 12 2010
SUBJECT: Budget Comparison April 2010 YTD
INTRODUCTION:
Attached is the year -to -date budget comparison through April 2010 for the
County showing $93,000 favourable performance.
DISCUSSION /CONCLUSION:
REPORT TO COUNCIL
Highlights of the budget performance are as follows:
Line 15 Administration Building: Favourable performance of $27,000. Utilities
provided $10,000 of favourable performance. A favourable appeal with MPAC
delivered a further $7,000 of Property Tax performance.
Line 16 Corporate Expenditures: $23,000 favourable performance
predominately resulting from $16,000 favourable performance from self- hedging
utility rates.
Line 18 Homes: Total negative performance of $8,000. An increase in
provincial per diems was budgeted starting in April of $28,000 per month based
on historical funding trends. To date the province has not announced the
expected new increases for 2010. However, an unexpected increase was just
received of $1.55 per diem in Other Accommodation, resulting in additional
funding of $12,000 per month for 9 months.
An unbudgeted donation of $54,000 was received for Bobier Villa. The balance
of performance is explained by a small fluctuation in the wage comparison.
Line 20 Library Services: Total positive performance of $35,000. Library
favourable performance is attributable largely due to wages as a result of lower
than expected on -call and training expenses to date along with an unexpected
provincial subsidy to cover the cost of a spring workshop.
RECOMMENDATION:
THAT the report titled Budget Comparison April 2010 YTD and dated May 12
2010 be received and filed.
Respectfully Submittd Approved for S
A /4 11/
m Bundschuh
Director of Financial Services
Mark onald
Chief Administrative Officer
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CORRESPONDENCE Mav 25, 2010
Items for Consideration (ATTACHED)
1. Laura Woermke, Executive Director, St. Thomas Eglin Public Art Centre thanking
Council for financial support and requesting a representative of Elgin County Council
be appointed to represent the St. Thomas -Elgin Public Art Centre's Board of Directors.
April 24, 2010
Members of County Council
C/O Elgin County Administrative Office
450 Sunset Drive,
St. Thomas, ON.
N5R 5V1
Dear Members of County Council;
On behalf of the Board of Directors for the St. Thomas -Elgin Public Art Centre, I would like to thank
your for the recognition and financial support you have invested in our organization over the years.
I am writing to request that a representative of Elgin County Council be appointed to represent Elgin
County on the St. Thomas -Elgin Public Art Centre's Board of Directors for the upcoming year 2010
2011.
As a substantial supporter of the Art Centre, maintaining an open bridge of communication is
beneficial for our organization. The Art Centre is a supporter of the Arts and Culture in St. Thomas
and Elgin County, it is important to have the contributions of representatives from all areas of our
community to achieve our goals. The commitment would involve one meeting per month, every
third Tuesday.
I thank you for your time and consideration with regards to this request, and I look forward to
hearing from you in the near future. If you have any questions, please contact me at 519 631.4040 at
your convenience.
Sincerely,
Laura Woermke
Executive Director
St Thomas -Elgin
PUBLIC
come to
CORRESPONDENCE May 25, 2010
Items for Information (Consent Agenda! (ATTACHED)
1. Gary McNamara, Mayor Town of Tecumseh announcing candidacy for President of
the Association of Municipalities of Ontario (AMO) for the 2010 -2012 term.
2. J. Paul Johnson, President Ontario Good Roads Association announcing OGRA's
management of $750,000 of provincial funding for Bridge Infrastructure Data.
3. Cynthia St. John, Executive Director, Elgin St. Thomas Public Health with audited
statement for 2009 Financial Year.
4. Donald N. Leitch, Chief Administrative Officer Clerk, Municipality of Central Elgin,
advising appointment of Tom Marks to Office of Mayor and David Marr to Office of
Deputy Mayor.
5. Grant appreciation correspondence from:
1) Ruth Hyatt, Executive Director, St. Thomas Elgin Second Stage Housing.
2) William Shurish, Executive Director, Quad County Support Services.
6. Mark Cousins, Chair, The Ontario Family Fishing Weekend Steering Committee
announcing licence -free fishing dates for Ontario Family Fishing week (July 3, 2010
July 22, 2010).
7. Dennis Travale, Chair, SCOR, with information on the "South Central Ontario Region
Economic Development Corporation" operations as well as their purpose, priorities
and objectives.
8. Jim McIntyre, Mayor, Township of Southwold and Valerie Cron, Chair, Southwold
Beautification Committee thanking Council for accepting beautification challenge.
9. Hon. Steve Peters, M.P.P., Elgin- Middlesex- London with copy of correspondence to
Hon. Carol Mitchell, Minister of Agriculture, Food Rural Affairs, asking her to
consider granting Warden Vowel's invitation to visit Elgin County.
10. Hon. Gerry Phillips, Minister Responsible for Seniors encouraging Council to honour
local seniors in June (Seniors' Month) by attending and hosting local events.
4
917 Lesperance Road
Tecumseh, Ontario
N8N 1W9
Phone (5 735
Fax (5 735 -8 3 2 6
www.tecumseh.ca
April 19, 2010
Dear AMO Members:
COUNTY F ELGIN
ADMINISTRATIVE S RVICES
I would like to take this time to take this opportunity to introduce myself to those of you whom I
have not met and reconnect with my many colleagues and friends who I have worked with at
AMO over the past number of years.
Announcement of AMO President Candidacy
MAYOR MA ME
GARY MCNAMARA
A r 2010
My name is Gary McNamara and I am the Mayor of the Town of Tecumseh, as well as a
member of Essex County Council. As you may or may not be aware, I am also a member of the
AMO Board and serve on a number of their committees; Past Chair and present Board Member
of Ontario Small Urban Municipalities, Chair AMO LAS, Chair AMO Energy Task Force. In
addition, I serve on a number of other committees and various elected positions.
My purpose in contacting you is to announce my candidacy for President of the Association of
Municipalities of Ontario (AMO) for the 2010 -2012 term.
The Municipalities of Ontario continue to face the swing of Ontario and Canada's economic
pendulum as the Provincial and Federal Governments grapple with the impact of a severe
recession, declining tax revenues, higher costs and significant operating deficits. While
municipalities have benefited from the recent stimulus packages by both senior levels of
government, many of us from past experience, are waiting for the "other shoe to drop During
this recent recession, Ontario's position as the economic engine for Canada has suffered. To
some extent, we are faced with not only rebuilding, but finding the new Ontario economy.
Municipalities are on the frontlines of today's challenges. We are not only retooling our
economy, but our energy sector, how we balance the infrastructure we need for economic
competitiveness, jobs and affordable housing, opportunities for our children, viable resources
and agricultural sectors and the need to protect the environment.
In Northern Ontario, the Provincial Government has recently announced large investments in
the reduction of electricity prices over three years, an annual energy credit for residents, as well
as the Ring of Fire Region training program. As the province moves forward with these
initiatives and a policy for the Ring of Fire is developed, I believe a new agreement with the
Province is necessary. This agreement would ensure that Northern municipalities, while
benefiting from these initiatives, will still require assistance with funding to help sustain them for
the long term.
AMO Members
April 19, 2010
Page 2
The funding for social programs still remains largely on the property tax base without any
commitment to accelerate the upload or provide a "fiscal backstop" as social assistance rates
remain at high levels and in some cases are continuing to increase. At the same time a new
form of downloading is occurring as hospitals seek funding from the property tax base in order
to move forward with major expansions. The recent stimulus packages have provided some
relief to the infrastructure back log, but overall the municipal sector continues to face significant
deficits.
Most recently, the Province has asked municipalities to hold the line on public sector wages and
benefits. Yet with a large percentage of our labour force subject to Provincial arbitration and
covered by collective agreements this objective is largely out of our reach without a new set of
tools and legislation.
On the horizon are both Provincial and Federal elections, which in the past have been both an
opportunity and a threat to the overall fiscal health of our sector. There is no question AMO
must maintain and build upon its existing working relationship with the Provincial Government.
At the same time, we must also be on guard and prepare to defend our position and resist those
programs and policies, which will impact our taxpayers and services.
The municipal sector in Ontario has many common challenges and needs, which we have and
continue to identify and give priority to in terms of AMO's advocacy positions. However, there is
a diversity of needs and challenges whether through geography, economic make up, social and
demographic diversity.
The next President of AMO will be charged with the responsibility of guiding our Association and
the members through difficult and challenging times. I believe I am the right candidate with the
right skills and understanding of these challenges. Moreover, I bring to the table an
understanding of the issues and needs that bind us together as an association, and I
understand everyone's unique and diverse needs.
Over the next couple of weeks, I will be reaching out to each of the members through meetings,
emails, phone calls, and by providing written material. I invite you to contact me directly at 519-
735 -2184 x 115 with any concerns or comments you may have.
Thank you for your time. I would be honoured to have your support.
Sincerely,
r
Gary McNamara
Mayor
Town of Tecumseh
/Ip
Z a /ES'
April 20, 2010
Head and Members of Council
Yours truly,
J. Paul Johnson,
President
AP 2 2010
p n nn
CO�
AD MISNAME A`f iVE SERVICES
Re: OGRA to Manage $750,000 Fund for Bridoe Infrastructure Data
k t 1 i o. 1 r Cz
The Ontario Good Roads Association and the Ministry of Transportation have entered into an agreement
to provide provincial funding to Ontario municipalities to assist them in collecting and reporting data on
the extent and condition of bridge structures in their jurisdiction. The fund will be managed by the Ontario
Good Roads Association.
All municipalities will be able to apply for matching funding to a maximum of $5,000 to assist them with
the costs of collecting, collating, compiling, formatting, and inputting bridge asset and condition data into
Municipal DataVVorks (MDW).
To qualify for the funding, municipalities will have to provide a letter of commitment to submit bridge asset
and condition data for inclusion into MDW by March 31, 2011. The funding may be used for additional
staff and /or consulting services.
The Province of Ontario by virtue of this funding agreement has endorsed Municipal DataWorks as the
data repository of choice for municipal infrastructure. OGRA, in cooperation with our many private sector
engineering and software firms, has developed tools within MDW to make it easy for municipalities to
manage their assets. Whether you choose to use MDW as your primary asset management solution, or
simply wish to integrate your existing systems is your choice. The primary goal is to establish a province
wide data base on the extent and condition of municipal infrastructure, which will become the basis for
future funding programs.
I encourage your municipality to participate in MDW and to take a.dvantage of this grant opportunity.
OGRA staff and the consulting industry stand ready to assist in building the database and improving
Ontario's infrastructure.
Please contact Joe Tierney, Executive Director at OGRA to learn more about this funding program and to
participate in the MDW project.
1-eft Ontario
Name of Municipality:
Address:
Application for Funding
Municipal Bridge Data Collection
Irk -4,9 a/. /14koal*es
Primary Contact:
Telephone: Fax:
E -mail:
This application must be accompanied by a certified copy of a resolution passed by the
Council.
Sample Resolution
The Council of the (name of municipality) hereby applies for funding for the
purpose of collecting, collating, compiling and formatting bridge asset and
condition data, and agrees to submit bridge asset and condition data for inclusion
in Municipal DataWorks by March 31, 2011.
Condition of Funding
1. One application per municipality.
2. Funding maximum 50% of eligible expenses to a maximum of $5,000.00.
3. Eligible expenses include:
Consulting services
Additional staff time and overhead
4. Equipment and /or software acquisition are ineligible.
5. An itemized statement of expenditures with supporting receipts must be
submitted to OGRA no later than February 28, 2011 to the attention of
Joe Tiernay (joe @ogra.org) or by fax at 905 795 2660.
Ontario Good Roads Association
6355 Kennedy Road, Unit 2, Mississauga, ON L5T 2L5
www.oara.oro Tel: 905 -795 -2555 Fax: 905 -795 -2660
April 23, 2010
Mr. Mark McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Mark:
RE: 2009 FINANCIAL YEAR
The Board of Health at its April 8, 2010 Board meeting approved the
audited statement for the period ending December 31, 2009. A copy of
the statement is enclosed for your information.
If you have any questions, please contact me at 631 -3159, ext. 202.
Sincerely,
Cynthia St. John
Executive Director
ELGIN ST. THOMAS
PUBLIC HEALTH
copy: Mary Ens, Supervisor, Accounting, Elgin St. Thomas Public Health
MAY 3 2010
COONTY We ELGIN
A_ INISTRATIVE SERVICES
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
ELGIN ST. THOMAS HEALTH UNIT
known as
f
MAY 0 3 2010
COUNTY O ELGIN
ADR4NST RAYNE SMCES
ELGIN ST. THOMAS PUBLIC HEALTH
Financial Statements
Year Ended December 31, 2009
and Auditors' Report to the Board of Health,
Members of Council, Inhabitants and Ratepayers of the
participating municipalities of the County of Elgin and the
City of St. Thomas
s EN& SLIAWELp
Chartered Accountants
AUDITORS' REPORT
To the Board of Health, Members of Council,
Inhabitants and Ratepayers of the participating
municipalities of the County of Elgin and
the City of St. Thomas:
We have audited the statement of financial position of the Elgin St. Thomas Public Health as at
December 31, 2009 and the statements of financial activities and cash flows for the year then ended.
These financial statements are the responsibility of the Elgin St. Thomas Public Health's management.
Our responsibility is to express an opinion on these financial statements based on our audit.
We conducted our audit in accordance with Canadian generally accepted auditing standards. Those
standards require that we plan and perform an audit to obtain reasonable assurance whether the financial
statements are free of material misstatement. An audit includes examining, on a test basis, evidence
supporting the amounts and disclosures in the financial statements. An audit also includes assessing the
accounting principles used and significant estimates made by management, as well as evaluating the
overall financial statement presentation.
Note 2 describes the Elgin St. Thomas Public Health's accounting policy with respect to the
capitalization of assets and the reporting of accrued vacation and compensating time, which are not in
accordance with generally accepted accounting principles. Assets acquired during the year should be
capitalized and amortized against income over their estimated useful lives, and employee vacation and
compensating time earned should be expensed during the year. Had the Elgin St. Thomas Public Health
capitalized assets and recorded amortization and accrued vacation and compensating time, the statement
of financial position would have reflected the unamortized cost of the assets as a long term asset and the
accrued vacation and compensating time as accounts payable and accrued liabilities and a resultant
change in surplus. The statement of financial activities would not record capital purchases as an expense
and would record as a current year expense amortization of capital assets and vacation and compensating
time earned.
In our opinion, except for the effect of the failure to capitalize asset acquisitions and to record
amortization and accrued vacation and compensating time as described in the preceding paragraph, these
financial statements present fairly, in all material respects, the financial position of the Elgin St. Thomas
Public Health Unit as at December 31, 2009 and the results of its operations and its cash flows for the
year then ended in accordance with Canadian generally accepted accounting principles.
.20-eot'
Chartered Accountants
Licensed Public Accountants
March 26, 2010
1
204 -460 Wellington Street
St. Thomas, ON I"T5R 6H9
Telephone: (519) 631 -8250
Telephone: (519) 637 -3500
Facsimile: (519) 631 -8919
NET ASSETS
Reserve contingencies
Surplus
Approved bytli'e'�
c
ELGIN ST. THOMAS PUBLIC HEALTH
STATEMENT OF FINANCIAL POSITION
DECEMBER 31. 2009
2009 2008
FINANCIAL ASSETS
Cash 517,003 $1,395,312
Guaranteed investment certificates (Note 3) 601,282
Accounts receivable 362,663 169,793
Other assets 25.059 18.340
$1.506.007 $1.583.445
LIABILITIES
Accounts payable and accrued liabilities 726,893 740,116
Deferred revenue 41,465 82,007
Due to Province of Ontario 415.731 413386
Member
tuber
The accompanying notes are an integral part of these financial statements.
1.184.089 1.235.909
268,860 255,891
53.058 91.645
321.918 347.536
$1.506.007 $1.583.445
2
REVENUES
Operating grants
Municipal
County of Elgin
City of St. Thomas
Province of Ontario (Note 4)
Total operating grants
ELGIN ST. THOMAS PUBLIC HEALTH
STATEMENT OF FINANCIAL ACTIVITIES
YEAR ENDED DECEMBER 31. 2009
Other
Rentals
Interest
Other fees and recoveries
Vector -Borne Diseases municipal contributions
Clinics
Total other revenues
TOTAL REVENUES
EXPENDITURES SCHEDULE
NET REVENUES FOR THE YEAR
SURPLUS, BEGINNING OF YEAR
TRANSFERS OF SURPLUS (Note 6)
SURPLUS, END OF YEAR
3
Budget
2009
836,942
581.604
1,418,546
5.977.240
7.395.786
69,280
34,850
16,395
16.000
136.525
7,532,311
7.532.311
The accompanying notes are an integral part of these financial statements.
Actual
2009
832,156
578.278
1,410,434
5.905.070
7.315.504
65,980
8,152
40,756
15,758
23.355
154.001
7,469,505
7.416.447
53,058
91,645
(91.645)
53.058
Actual
2008
792,623
550.806
1,343,429
5.277.557
6.620,986
63,215
26,358
34,385
23,612
22.259
169.829
6,790,815
6.699.170
91,645
118,655
(118.655)
91.645
OPERATING ACTIVITIES
Excess of revenues over expenditures
ELGIN ST. THOMAS PUBLIC HEALTH
STATEMENT OF CASH FLOWS
YEAR ENDED DECEMBER 31. 2009
Change in non -cash operating assets and liabilities:
Accounts receivable
Other assets
Accounts payable and accrued liabilities
Deferred revenue
Due to Province of Ontario
Cash (used in) provided by operating activities
FINANCING ACTIVITIES
Funding returned to municipalities
(DECREASE) INCREASE IN CASH POSITION
CASH POSITION, BEGINNING OF YEAR
CASH POSITION, END OF YEAR
Cash position consists of:
Cash
Guaranteed investment certificates
The accompanying notes are an integral part of these financial statements.
4
2009
2008
53,058 91,645
(192,870)
(6,719)
(13,223)
(40,542)
1.945
(198,351)
(78.6761
(277,027)
1.395.312
$1,118,285
517,003
601.282
$1.118.285
(27,033)
(2,801)
203,840
66,743
(184.5211
147,873
(118.0801
29,793
1.365.519
$1.395.312
$1,395,312
$1,395.312
1. ORGANIZATION PURPOSE
ELGIN ST. THOMAS PUBLIC HEALTH
NOTES TO THE FINANCIAL STATEMENTS
DECEMBER 31, 2009
Elgin St. Thomas Public Health provides public health services to the residents of the City of
St. Thomas and the County of Elgin and is accountable to the Province of Ontario as outlined in
the Health Protection and Promotion Act.
2. ACCOUNTING POLICIES
The financial statements of Elgin St. Thomas Public Health are the representations of
management prepared in accordance with local government accounting standards established by
the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants except
for its policy for the capitalization and amortization of assets and the reporting of accrued
vacation pay and compensating time. The following are the organization's significant
accounting policies:
Basis of Accounting
Revenues are reported on the accrual basis of accounting and are recognized as they are earned
and measurable. Expenses are reported on the accrual basis of accounting except for the
treatment of accrued vacation pay and compensating time. Vacation pay and compensating
time are recorded when paid, in accordance with the Ontario Ministry accountability guidelines.
Other expenses are recognized as they are incurred and measurable as a result of the receipt of
goods and creation of a legal obligation to pay.
Capital Assets
Capital assets purchased during the year are recorded as an expense in the year the asset is
acquired in accordance with the Ministry of Health and Long -Term funding guidelines.
Amortization of capital assets over their estimated useful life is not recognized as an allowable
expense for Ministry funding or settlement purposes.
During 2009, capital assets which were expensed totalled approximately $209,000
(2008 $132,000).
Deferred Revenue
Elgin St. Thomas Public Health administers other non mandatory public health programs
funded by the Province of Ontario and reported on a Provincial fiscal year end of March 31St
Any unexpended funding for these programs at December 31S is reported as deferred revenue
on the statement of financial position.
5
ELGIN ST. THOMAS PUBLIC HEALTH
NOTES TO THE FINANCIAL STATEMENTS,
DECEMBER 31, 2009
2. ACCOUNTING POLICIES Cont'd
Use of Estimates
The preparation of financial statements in conformity with Canadian generally accepted
accounting principles requires management to make estimates and assumptions that affect the
reported amounts of assets and liabilities and the reported amounts of revenues and
expenditures during the period. Where measurement uncertainty exists, the financial statements
have been prepared within reasonable limits of materiality. Actual results could differ from
those estimates.
3. GUARANTEED INVESTMENT CERTIFICATES
The Elgin St. Thomas Public Health manages its guaranteed investment certificate (GIC)
portfolio according to its cash needs and in such a way as to optimize interest income. The
average interest rate on GIC's at year end was 1.20 The fair value of the GIC's is equal to
their carrying amount.
4. PROVINCE OF ONTARIO
Mandatory program
Other program funding:
One time allocations
Healthy Babies Healthy Children
Smoke Free Ontario
Infectious Diseases Control
Vector -Borne Diseases
Heart Health
Early Childhood Development
Infection Prevention and Control Nurse
Small Drinking Water Systems
World TB Day Activities
H1N1 immunization
Influenza immunization
Meningitis
HPV
CINOT expansion
-6-
2009
$4,054,262
88,762
806,367
306,772
195,660
47,275
58,212
78,035
23,225
739
179,110
18,735
467
3,604
43.845
$5.905.070
2008
$3,685,476
92,565
735,432
340,064
202,021
70,787
58,212
6,255
42,190
501
28,295
7,641
8,118
$5.277.557
5. POST EMPLOYMENT BENEFITS
The Elgin St. Thomas Public Health makes contributions to the Ontario Municipal Employees
Retirement Fund (OMERS), which is a multi employer plan, on behalf of its employees. The
plan is a defined benefit plan which specifies the amount of the retirement benefit to be
received by the employees based on the length of service and rates of pay. The amount
contributed to OMERS for 2009 was $288,961 (2008 $268,092) and is included as an
expenditure on the "Schedule of Expenditures The Elgin St. Thomas Public Health had no
obligation, as at December 31, 2009, under the past service provisions.
6. TRANSFERS OF SURPLUS
Surplus returned to municipalities
County of Elgin
City of St. Thomas
Transfer to reserve for contingencies
ELGIN ST. THOMAS PUBLIC HEALTH
NOTES TO THE FINANCIAL STATEMENTS
DECEMBER 31, 2009
The Board of Health approved the creation of a reserve for contingencies to meet unforeseen
program or corporate expenditures. The balance of the reserve is not to exceed 5% of the total
annual budget.
7. ACCRUED VACATION PAY AND COMPENSATING TIME
Employee vacation pay and compensating time, earned during the year but not taken as at
December 31, 2009, amounts to $63,167 (2008 $29,630). No provision has been made for
this liability in the financial statements.
8. LEASE COMMITMENT
Elgin St. Thomas Public Health leases office space under a lease agreement with the County of
Elgin. The minimum annual rental under this agreement for the year 2010 is $513,469.
7
2009 2008
$46,419 69,667
32.257 48.413
78,676 118,080
12.969 575
$91.645 $118.655
ELGIN ST. THOMAS PUBLIC HEALTH
NOTES TO THE FINANCIAL STATEMENTS
YEAR ENDED DECEMBER 3L 2009
9. CASH FLOW FROM THE PROVINCE OF ONTARIO MINISTRIES OF HEALTH
AND LONG -TERM CARE, HEALTH PROMOTION AND CHILDREN AND YOUTH
SERVICES
Elgin St. Thomas Public Health receives funding from the Province of Ontario Ministries of
Health and Long -Term Care, Health Promotion and Children and Youth Services to carry out
mandatory and related health programs and services. Cash flow received from those Ministries
for the year ended December 31, 2009 is as follows:
Mandatory
Healthy Babies Healthy Children
Smoke Free Ontario
Infections Disease Control
Vector -Borne Diseases
Heart Health
Infection Prevention and Control Nurse
Small Drinking Water Systems
World TB Day Activities
Influenza immunization
Meningitis
HPV
H1N1 immunization
CINOT expansion
Medical officer of health compensation
10. FAIR VALUE OF FINANCIAL INSTRUMENTS
11. PUBLIC SECTOR SALARY DISCLOSURE ACT 1996
Ontario Ministry of
Health and Health Children and
Long -Term Care Promotion Youth Services
8
$2,208,136 $1,997,838
215,760
47,315
80,000
23,225
739
18,735
467
3,604
179,110
24,337
327,298
58,212
50,487
835,432
$2.801.428 $2.433.835 $835.435
Management estimates that the fair values of all financial assets and liabilities as recorded in
the statement of financial position approximate their carrying amounts due to the short-term
maturities of these instruments. The Elgin St. Thomas Public Health is not exposed to any
foreign currency or credit risk.
The Public Sector Salary Disclosure Act, 1996 (the "Act requires the disclosure of the salaries
and benefits of employees in the public sector who are paid a salary of $100,000 or more in a
year. The Elgin St. Thomas Public Health complies with the Act by providing the information
to the Ontario Ministry of Municipal Affairs and Housing for disclosure on the public website
at www.fin.gov.on.ca
Salaries and wages
Nursing
Management
Inspection and environment
Nutrition and health promotion
Clerical and support
Maintenance and security
Fringe benefits
Group pension
Medical insurance
Canada pension plan
Employer health tax
Employment insurance
Long term disability
Dental plan
Workplace safety insurance
Group life insurance
Part-time benefits
Supplementary unemployment benefits
Vision and other
Employee assistance program
Benefits to other programs
Fees and honoraria
Dental fees CINOT program
Labour relations
Audit and legal
Dental consultant
Medical
Board
Travel
Equipment
Program materials and supplies
ELGIN ST. THOMAS PUBLIC HEALTH
SCHEDULE OF EXPENDITURES
YEAR ENDED DECEMBER 31. 2009
-.9-
Budget
2009
$1,268,175
1,083,150
477,000
348,400
330,100
45.100
3.551.925
299,000
198,000
147,000
84,500
80,000
83,500
63,500
40,600
21,500
23,000
43,000
12,200
5,000
(232.326)
868.474
145,000
15,000
40,000
37,500
16,000
7.500
261.000
58.000
63.500
126.100
Actual
2009
$1,291,138
940,086
392,315
325,604
321,412
43.499
3.314.054
288,961
185,598
147,941
87,260
68,182
77,468
61,696
42,049
19,429
24,777
44,346
11,437
3,261
(245.921)
Actual
2008
$1,140,616
764,092
441,314
324,486
309,155
41.649
3.021.312
268,092
147,535
136,101
75,888
62,290
75,991
56,222
34,001
18,246
19,990
17,353
9,625
3,866
(221.066)
816.484 704.134
194,501 160,434
15,000 21,450
72,405 31,029
33,684 24,752
18,376 12,671
10.413 8.306
344.379 258.642
56.424 51.147
214.135 67.073
143.316 146.424
ELGIN ST. THOMAS PUBLIC HEALTH
SCHEDULE OF EXPENDITURES
YEAR ENDED DECEMBER 31. 2009
Budget Actual Actual
2009 2009 2008
Rent and utility services
Building and facilities rental 513,469 527,468 507,821
Maintenance and supplies 49,800 60,336 65,469
Utilities 58,000 46,231 46,717
Property taxes and insurance 22.700 22385 19.078
643.969 656.420 639.085
Administrative
Public awareness and promotion 35,525 55,124 28,798
Professional development 49,370 20,601 39,877
Printing and supplies 44,500 46,284 38,252
Insurance 28,800 27,000 26,901
Telephone 30,000 35,533 28,552
Fees and subscriptions 15,500 15,225 12,676
Staff recruitment 11,000 900 8,788
Postage 6,000 5,763 7,693
Equipment maintenance and rental 9,000 14,459 7,697
Bank charges 8,000 7,550 7,105
Courier 2.500 2.059 2.226
240.195 230.498 208.565
Total mandatory program expenditures 5.813.163 5,775.710 5.096.382
Other program expenditures
Healthy Babies Healthy Children 835,452 806,540 735,432
Smoke Free Ontario 321,460 306,893 340,177
Infection Control 215,760 195,780 202,045
Infection Prevention and Control Nurse 80,000 78,046
Vector-Borne Diseases 65,579 63,033 94,448
Heart Health 58,212 58,212 58,212
H1N1 IT upgrades 56,934 50,466
C1NOT expansion 47,829 43,845
Small Drinking Water Systems 23,225 23,225 42,266
Refrigerator 13,958 13,958
World TB Day Activities 739 739 501
Backup generator 79,290
Environmental Health Information Technology 44,130
Early Childhood Development 6.287
1.719.148 1.640.737 1.602.788
TOTAL EXPENDITURES $7.532.311 $7.416.447 $6.699.170
-10-
The Corporation of the Municipality of
HAND DELIVERED
Mark G. McDonald
Chief Administrative Officer and Clerk
The Corporation of the Ccun±y of Elgin
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
Dear Mr. McDonald:
April 26, 2010
Re: Municipal Election 2006
Please be advised that Tom Marks has been appointed to the office of Mayor created by
the passing of Sylvia Hofhuis. David Marr has been appointed to the vacant office of
Deputy Mayor of the Municipality of Central Elgin.
I am forwarding copies of the Council resolutions declaring the individual offices to be
vacant and appointing Mayor Marks and Deputy Mayor Marr.
If you require any additional information, kindly advise
Si
Y,
Oonald N. Leitch,
Chief Administrative Officer & Clerk.
450 Sunset Drive l st Floor, St.Thomas, Ontario NSR SV7 P:519.631.4860 F:519.631.4036
C: Tom Marks, Mayor
David Marr, Deputy Mayor
St. Thomas Elgin
Second S age Housing
April 26, 2010
County of Elgin Council
County of Elgin
450 Sunset Dr.
St. Thomas ON N5R 5V1
Dear Council Members:
On behalf of the Board of Directors of St. Thomas -Elgin Second Stage
Housing, I wish to express their sincerest gratitude for the grant of
$5000.00 toward our program for women leaving abusive relationships. A
receipt is enclosed for your records.
The financial assistance we receive from local funding partners is
important to us, especially during these difficult times, as it shows that our
services are valued in the community. The support of the County of Elgin
to our program has been instrumental in the success of women residing at
Second Stage Housing in changing their lives to be free of violence and
abuse. We are very grateful for your continued assistance.
Sincerely,
Ruh Hyatt
Executive Director
15 Golding Place,
St. Thomas, Ontario
N5R 6B6
Phone: 519- 637 -2288
Fax: 519- 637 -2213
Toll Free: 1- 877 396 -2288
www.secondstagehousing.net
Email: secondstage.stessh @rogers.com
a
A United Way Member Agency
April 26, 2010
Warden Bonnie Vowel
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Dear Warden Vowel and Council Members:
Sincerely,
William Shurish
Executive Director
ADMINISTRATION OFFICES
195 Wellington St.
Wardsville, Ontario
NOL 2N0
(519) 693 -4812
(519) 693 -7055 (Fax)
Quad County Support Services
Mailing Address: P. O. Box 65, Wardsville, Ontario, NOL 2N0 Telephone 519- 693 -4812
Fax 519 693 -7055
RESOURCE CENTER
205 Talbot Street
Wardsville, Ontario
NOL 2N0
(519) 693 -4478
201fl
COUNTY
Y
ADP 1iNIS hATI ESER I
P
COMMUNITY EMPLOYMENT OPTIONS
191 Queen Street
Wardsville, Ontario
NOL 2N0
(519) 693 -4929
On behalf of the Board of Directors, consumers and myself, please accept our sincere appreciation
for your grant of $2000.00.
We will again this year use your grant to assist our Association in delivering services through our
two programs in Dutton and West Lorne to those consumers residing in these areas. The
consumers truly appreciate being able to participate in activities in their home community.
The Ministry of Community and Social Services funds our Association for the most part but are
unable to meet our total budgetary requirements to provide services to these consumers, as a result
we must seek other sources of funding.
Enclosed is a receipt for your records. Thank you for your continued support of our Association
by providing this grant.
RESIDENTIAL SERVICES
203 Main St.
Glencoe, Ontario
NOL IMO
(519) 287 -2306
(519) 287 -5905 (fax)
than Nati
usa
TO: All Ontario Municipalities
A o4n shing FoUr
Ontario
no t CFiehena Canaea and Oceans PAChe s et Oceans
anad
Transport Transports
Canada Canada
The Ontario Family Fishing Weekend
Steering Committee
OFAH FILE: 422FFW
May 7, 2010
SUBJECT: Something New for 2010!!
Ontario Family Fishing Week
/mc
f
For years the Ontario Family Fishing Weekend Committee has been asking the Province
of Ontario to increase this popular event a full week to run in conjunction with National
Fishing Week.
Well it's finally happened, and in partnership with many nongovernment organizations,
such as the Ontario Federation of Anglers and Hunters, the summer weekend has now
become a nine -day event to run from Saturday, July 3 through Sunday, July 11, 2010, as
a licence -free fishing week.
This special week now includes two weekends, and a full week of fish festivals, clinics,
or conservation and educational activities that may be held in your area.
Would you please help us publicize the 2010 Ontario Family Fishing Week in any
calendar of summer events you may participate in or publish? In addition, please consider
"declaring" these dates as Ontario Family Fishing Week.
Please be reminded that there will again be an Ontario Family Fishing Winter Weekend
in February 2011. There will be more details on this later in the year.
For further information, please contact the following during business hours:
Ontario Federation of Anglers and Hunters (705) 748 -6324 Ext 233
Ontario Ministry of Natural Resources (705) 755 -1902
Yours in Conservation,
Mark Cousins, Chair
Ontario Family Fishing Weekend Steering Committee
c/o Ontario Federation of Anglers and Hunters
4601 Guthrie Drive
Peterborough, Ontario K9J 8L5
cent egion
May 10, 2010
To Whom it May Concern:
This letter and its attachments are intended to serve two purposes:
i Inform Municipal Councils and their senior staff, and all others to whom this
correspondence is addressed of the existence attic "South Central Ontario
Region Economic Development Corporation" operating as "SCOR and
Inform those addressees of the purpose, priorities and objectives of SCOR.
SCOR is presently in the process of establishing a permanent office and staffing two (2)
positions, which we hope to fill by early June.
Everyone is encouraged to visit our website and we would appreciate receiving feedback,
comment or questions related to the material.
Sincerely,
De rE Travalc
Chair
DT :mc
Attachments 2
c.c. SCOR Executive
SCOR Administrative Committee
SCOR MAILING ADDRESS
200 Broadway, 2nd Floor, Tillsonburg, Ontario N4G 5A7 Canada
Telephone: (519) 842 -6428, Ext. 32501 Fax: (519) 842 -9431
Web: www.scorreaion.com Email: scorascorreaion.com
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.
1
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:
ABOUT SCOR
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
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.scorregion.com.
Media Contacts:
-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
2
SOUTH CENTRAL ONTARIO REGION
ECONOMIC DEVELOPMENT
CORPORATION (SCOR)
The SCOR Partnership, composed of the five Counties of Brant, Elgin, Middlesex, Norfolk
and Oxford, has formed an economic development corporation with the mandate:
1. To pursue a regional approach to economic development thus ensuring the vitality
and sustainability of our communities.
2. To harness the region's potential and become a rural economic powerhouse in
Ontario and Canada.
3. To establish SCOR as a strategic, integrated and globally competitive economic
region.
Working with volunteers and stakeholders from across the region, SCOR is implementing its
long -range strategic management plan with the following goals and priorities:
Goals
Agribusiness Food Industry
Capture retain value from field to consumer through innovation,
commercialization and value added processing.
Expand into new and growing markets related to human health,
landscaping and the bio- economy.
Tourism
Leverage and market existing natural assets, authentic small town
lifestyle, cultural assets and events and agriculture /food assets to
become the tourism destination of choice.
Manufacturing
Attract new businesses and industries, and retain and expand
existing businesses and industries.
Seek out and support development of businesses and industries
offering innovative products and services that are part of the new
economy.
Achieve a balanced manufacturing sector representing a broad
diversity of business sizes and sectors.
Energy
Become a global leader in sustainable energy and in diverse
renewable energy production.
Environment
Become a recognized leader in environmental and resource
stewardship.
Expand business activity in green services, processes and products.
Create a Centre of Excellence for research and development in
environmental and energy solutions.
Culture Quality of Life
Increase development of life skills and skills associated with
entrepreneurship and employment in new economy businesses and
For more information, visit www.scorreaion.com.
15 Priorities for Action
1. Maintaining The
Competitive Edge
2 Supporting
Entrepreneurship
3 Accessing Business
Capital
4. Investing in Infrastructure
5. Expanding Research,
Development
Commercialization
6. Recognizing Youth As
Innovators
7. Accessing the Marketplace
8. Implementing a Regional
Communications Strategy
on Skills Training
9. Enhancing the Quality of
Life of Our Communities
10. Fielding a Winning Energy
Team
11. Advancing the Rural Role
in Renewable Energy
12. Reducing Our Carbon
Footprint
13. Protecting Drinking Water
14. Marketing Themed
Touring Routes
15. Developing An Agri-
Tourism Showcase
05/11/2010 15:29 FAX 519 769 2837
May 11,2010
Attention: Mayor and Council
Re: Beautification Challenge IPM 2010
Thank you for accepting our beautification challenge!
The Southwold Beautification Committee has been busy planning how we are going to
not only beautify our Township, but welcome visitors to this year's International Plowing
Match.
As the summer progresses it will be fun to see what each of our municipalities have
accomplished.
In this challenge everyone is a winner, as Elgin County will look its best as we welcome
our many visitors to IPM 2010.
Yours truly,
Jars McIntyre
Ma or
cc: Elgin County Council
Municipal Councils
St. Thomas Council
Pat Watterworth, Beautification Chair
Received Time May, 11, 2010 3:30PM No, 5364
T \VP of SOUTH\VOLD U002
TOWNSHIP OF SOUTHWOLD
35663 Fingal Line
Fingal, ON NOL 1K0
Phone: (519) 769 -2010
Fax: (519) 769 -2837
dmcleod @twp_southwold. on. ca
4 60 7-
Valerie Cron
Chair, Southwold Beautification Committee
Ontario
Steve Peters, M.P.
Elgin Middlesex London
May 14, 2010
Honourable Carol Mitchell
Minister of Agriculture, Food Rural Affairs
11 Floor
77 Grenville Street
Toronto, ON M5S 1B3
Dear Minister:
Sincerely,
Steve Peters, M.P.P.
Elgin- Middlesex- London
MAY 201'0
UMW ELGIN
A I iSTRATIVE SERVEC
Please find enclosed a letter from her Worship Bonnie Vowel, Warden of the County of
Elgin.
As you have no doubt noted, Warden Vowel wrote to you to provide information
regarding the Ontario Agriculture Sustainability Coalition and the County's participation
in its endeavours to promote local agricultural products.
Warden Vowel has also extended an invitation for you to visit Elgin County so you can
experience first -hand our exciting agricultural products. I encourage you to accept
Warden Vowel's invitation and schedule a visit to my home county. I am certain that
Warden Vowel, her fellow County Councillors and County staff would show you great
hospitality and make your visit well worth your time and effort.
Depending on when your visit is scheduled, I would be greatly honoured to have an
additional opportunity to take you on a brief personal tour of some of my favourite places
within Elgin County.
Minister, I would appreciate your considering granting Warden Vowel's invitation
request and responding directly to her. As always, thank you in advance for your time
and consideration.
Cc: Warden Bonnie Vowel, County of Elgin, 450 Sunset Drive, St. Thomas, Ontario,
N5R 5V1
542 Talbot Street, St. Thomas, ON N5P 1C�i
T (519) 631 -0666 Toll free 1- 800 265 -7638 F (519) 631 -9-178 TTY (519) 651 -9904 E speters.mpp.co@'liberal.ola.org
www. stevepet ers.com
Minister Ministre deteguee
Responsible for aux Affaires des
Seniors personnesagees
5 11i Floor, Mowat Block stage, edifice Mowat
900 Bay Street 900, rue Bay
Toronto ON M7A 1L2 Toronto (Ontario) M7A 1L2
Tel: (416) 325 -1660 Tel: (416) 325 -1660
Fax: (416) 325 -1726 Telec. (416) 325 -1726
Dear Friend:
Ontario will be celebrating 26 years of Seniors' Month this June. This year, we are launching
the theme "Coming of Age" to capture the Province's progress in addressing the challenges and
opportunities of a booming seniors population.
As Minister Responsible for Seniors, I am looking forward to working with my government
colleagues and community partners to create a vision that will help us successfully meet the
needs of our seniors today and in the future.
Seniors' Month provides me with an excellent opportunity to develop public dialogue on a
number of key issues that will face seniors and all of us over the next several years. These
issues include financial security, accommodation, health, safety and security, age friendly
communities and employment and volunteer opportunities. This June, we will be focussing the
conversation on financial security, age friendly communities and safety and security.
You can find more information about events we have planned for the month by visiting
www.ontarioseniors.ca /seniorsmonth.
I encourage you to honour local seniors in June by attending and hosting events in your
communities. Please let us know how you are planning to celebrate Seniors' Month so we can
promote your event on our website calendar. You will find an Event Notice Form on our
Seniors' Month 2010 website provided above.
Please also mark your calendars for June 15, which is World Elder Abuse Awareness Day.
Wearing something purple that day will help demonstrate that we all believe that elder abuse
cannot and should not be tolerated. For more information, visit the international Network for the
Prevention of Elder Abuse's website at www.inpea.net/weaad.html.
Thank you for joining us as we celebrate Ontario's seniors.
Sincerely,
Gerry Phillips
Minister Responsible for Seniors
Staff Reports: (ATTACHED)
CLOSED MEETING AGENDA
Mav 25, 2010
1) Director of Engineering Services Municipal Act, Section 240.2 (a) the security of
the property of the municipality or local board Tony Brooks Lease.
2) Chief Administrative Officer Municipal Act, Section 240.2 (e) litigation or potential
litigation, including matters before administrative tribunals, affecting the municipality
or local board Wellington Guelph Shared Service Arbitration.
3) Director of Financial Services Municipal Act, Section 240.2 (a) the security of the
property of the municipality or local board 99 Edward Street. (Restricted
Circulation: Members of Board of Health Excluded).
fax cover
DATE: 5/21/2010
Send to: Warden Vowel, Councillors Marks From: Mark G. McDonald, Chief Administrative Officer
and Wilson mmcdonald @elgin county.on.ca
Attention: Office Location: Administrative Services
Office Location: Phone Number: Ext. 161
Fax Number: Call Group #s Number of Pages, Including Cover: 5
URGENT REPLY ASAP PLEASE COMMENT PLEASE REVIEW FOR YOUR INFORMATION
COMMENTS:
Additional Items for Council Agenda of May 25, 2010
Reports of Staff and Council: (attached)
1. Correspondence (page 4a) dated February 26, 2010 from Steve Peters, M.P.P., Elgin
Middlesex- London to be added as attachment to Warden Bonnie Vowel's "Lakeshore Erosion
and the Frank Lenard Solution" Report (pages 3 4 of previously mailed Council package).
2. Marketing and Communications Coordinator Participation in Today in America with Terry
Bradshaw.
Closed Meeting Item: (not attached)
1. Municipal Act, Section 240.2 (a) the security of the property of the municipality or local board
99 Edward Street (Restricted Circulation: Members of Board of Health Excluded).
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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,
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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
El t
REPORT TO COUNTY COUNCIL
FROM: Kate Burns, Marketing and Communications Coordinator
DATE: May 25 2010
SUBJECT: Participation in Today In America with Terry Bradshaw
INTRODUCTION:
Elgin County's Economic Development department has been approached by
Today In America with Terry Bradshaw to participate in the filming of a five (5)
minute segment on Elgin County for their "Best Places to Live, Work and Play" in
their "Economic Development" series.
DISCUSSION:
Today In America contacted Elgin County after researchers discovered the
progressivebynature.com website and the positioning of the County in the
sectors of energy and the environment, agribusiness, tourism and the creative
economy.
Producers were interested in Elgin County for their "Best Places to Live, Work
and Play" series because of the department's approach to attracting alternative
energy companies and our branding as a County that is "Progressive By Nature."
The Economic Development department had an initial discussion with the
Associate Producer of Today In America on Friday, May 15, 2010 to discuss
Elgin County's Economic Development program in detail, filming opportunities in
the area and production information.
This television program airs nationally in the United States on the FOX Business
Network and nationally in Canada on HGTV Canada, including seventeen (17)
times regionally in the US on Regional News Networks and sixteen (16) times
regionally in Canada on Regional News Networks.
In order to participate in the Today In America program, the County of Elgin is
required to pay a scheduling fee of $24, 800 USD. The County of Elgin will not
incur any additional costs in relation to the production. The scheduling fee grants
the County of Elgin permanent, complete and unrestricted licensing rights to the
segment and the show open, which may be used for any legal purpose.
Today In America will provide the County of Elgin; a complete licensed and
insured production and scriptwriting team (field production, graphics, music,
voice overs, program editing, set design and lighting) for domestic taping and
completion of the feature. In addition, the host Terry Bradshaw will do a segment
voice -over and the production company will provide the County with a copy of its
segment, including a show open.
Today In America will also work in partnership with the County of Elgin in
promoting the series in any available editorial articles, as well as, press releases
distributed to relevant industry organizations targeting consumer and business
networking sites.
Due to the urgent nature of television production, Today In America needed a
commitment from the County of Elgin in regards to participation and the
scheduling fee. In her capacity as Chief Executive Officer, Warden Vowel
approved the Participation Agreement and scheduling fee. The scheduling fee
will be paid from the Mill Rate Stabilization Fund, as not to affect any one
department's budget or the County's levy.
CONCLUSION:
With the approval of the Participation Agreement, Today In America confirmed
that they will produced a segment on Elgin County as "Best Places to Live, Work
and Play" within the next ninety (90) days.
This television program will provide Elgin County the opportunity to showcase its
progressive nature, strides in economic development and the County's ability to
attract industry in the energy environment sector. Elgin County will be on
millions of TV screens across North America. In order to obtain a similar amount
of media exposure that this opportunity presents would have the department
spending considerably more money than the required $24,800 USD. In other
words, this type of exposure will generate thousands of dollars in publicity for this
modest scheduling fee.
RECOMMENDATION:
THAT County Council affirm the participation of the Economic Development
department in Today in America with Terry Bradshaw; and
THAT County Council authorizes the use of the Mill Rate Stabilization Fund to
cover the costs of the Scheduling Fee totalling $24, 800 USD.
All of which is Respectfully Submitted
1
Kat -Bums Mark G:-McDonald--/
Marketing and Communications Chief Administrative Officer
Coordinator
Alan Smith
General Manager, Economic Development
Approved °for Submission