June 22, 2010 AgendaORDERS OF THE DAY
FOR TUESDAY, June 22, 2010 9 :00 A.M.
PAGE ORDER
1st Meeting Called to Order
2nd Adoption of Minutes June 8, 2010
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
PRESENTATIONS:
9:00 a.m. Gloria Cowell, retirement after 30 years at Bobier Villa
5th Motion to Move Into "Committee Of The Whole Council"
1 -21 6th Reports of Council, Outside Boards and Staff
7th Council Correspondence No Items
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
NOTICE:
July 13, 2010
July 27, 2010
CASUAL ATTIRE PERMITTED
and
LUNCH WILL BE PROVIDED
9:00 a.m. County Council Meeting
9:00 a.m. County Council Meeting
Council Reports (ATTACHED)
Staff Reports (ATTACHED)
REPORTS OF COUNCIL AND STAFF
June 22, 2010
2 Councillor Lynn Acre Health Recruitment Partnership Update (deferred from
May 25 and June 8 County Council meetings)
Marketing Communications Coordinator Update 'Today in America' Show (to be
sent with Friday Fax) a video from
MP Joe Preston will also be shown
Tourism Development Marketing Coordinator Applications from Non Profits for
Tourism Signage (to be sent with Friday Fax)
4 Purchasing Coordinator Advertising of Proposals, Tenders and Quotations
Director of Financial Services Budget Comparison May 2010 (to be sent with
Friday Fax)
6 Director of Financial Services Capping Options
8 Director of Financial Services Long -Term Business Plan
10 Director of Financial Services Revised Royal Canadian Legion Tax Relief
11 Director of Community and Cultural Services; Marketing and Communications
Coordinator Logos for Library/Museum /Archives
14 Director of Community and Cultural Services Gay Lea Foods Purchase of Dairy
and Heritage Museum
18 Director of Engineering Services Bobier Villa Flooring in Three Wings
20 Director of Engineering Services Section 9.1(3) Administration Building Lease
Agreement
EiginCounty
P.ro,4rcssr,c
FROM: Councillor Lynn Acre
Mark G. McDonald, Chief Administrative Officer
DATE: May 11, 2010
SUBJECT: Health Recruitment Partnership Update
INTRODUCTION:
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.
DISCUSSION:
CONCLUSION:
REPORT TO COUNTY COUNCIL
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
Chief Administrative Officer
Introduction
Discussion
12.1(1)
12.1(2)
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Coordinator
DATE: May 26, 2010
SUBJECT: Advertising of Proposals, Tenders and Quotations
The County of Elgin Procurement Policy has been in place since 2005. Staff
have had the opportunity to work with the policy to evaluate the effectiveness and
integrity of the process. The cost of advertising in the local papers for Proposals,
Tenders and Quotations is on the rise. Various advertising options are now
available for staff to pursue.
The current advertising methods outlined in the Procurement Policy have proven
to be effective. The average cost of one ad in the local paper is anywhere from
$150 to $800. When the project is advertised in all of the local papers, such as
Aylmer Express, St. Thomas Times Journal, The Chronicle and the London Free
Press the overall cost of advertising for the one project can exceed $1500.
There are other advertising options now available at no cost. These options are
currently being used in addition to advertising in the local papers. These options
are; a) advertising on the County's web page, b) advertising on the Ontario
Public Buyers Association, (OPBA) website. When advertising on the OPBA
website, other e- procurement portals such as Biddingo, pick up ads and forward
to contractors that are registered with the OPBA and Biddingo e- procurement
portals. The County has received interest from as far away as India.
The County's existing procurement policy, item 12.0 Advertising states the
following:
Advertising for Proposals, Tenders, Quotations estimated to
exceed $50,000.00 excluding taxes and freight may be placed in
all local newspapers having a minimum circulation of 4000 at the
discretion of the Director.
In compliance with trade laws, purchases in excess of $50,000.00
shall also be posted on the County web site and the Ontario Public
Buyers Association (O.P.B.A.) website to ensure access to all
vendors across Canada. Bid documents of a lesser amount may
also be posted on the County and O.P.B.A. websites.
12.2 Contracts estimated to exceed $100,000 in value may also be
advertised in the London Free Press.
Staff is suggesting revisions to the advertising section of the Procurement Policy
to read as follows:
12.1 Advertising for Proposals, Tenders, Quotations estimated to exceed
$50,000 excluding taxes and freight will be advertised on the County
Website and the Ontario Public Buyers Website. The decision to
advertise in local papers will be at the discretion of the Director.
Appendix A of the Procurement Policy (Source of Bid) will also need to be
updated to reflect the above revision.
Staff is suggesting to post an annual notice in the local papers advising the public
that all Proposals/Tenders /Quotations will be advertised on the County of Elgin
website and the Ontario Public Buyers Website.
Conclusion
Advertising of Proposals/Tenders /Quotations is costly. Other advertising options
have been used and proven to be successful. Staff is suggesting revisions to the
advertising section of the Procurement Policy to advertise projects on the County
Website and the Ontario Public Buyers Website. The decision to advertise in
local papers will be at the discretion of the Director.
Recommendation
THAT the County's Procurement Policy be revised where appropriate to effect
the changes recommended in the report entitled Advertising of Proposal/
Tenders /Quotations, and
THAT staff post an annual notice in the local papers advising the public that all
Proposals/Tenders /Quotations will be advertised on the County's website and the
Ontario Public Buyers Website.
Respectfully Submitted, A• prov
Sonia Beavers
Purchasing Coordinat r
4
Bundschuh
Director, Financial Services
Mar
Chief Administrative Officer
INTRODUCTION:
DISCUSSION /CONCLUSION:
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh m Director of Financial Services
DATE: May 14th 2010
SUBJECT: Capping Options
Each year Council has the opportunity to review its current tax policy. The current
policy includes:
Tax ratios as determined by the Province with the exception of industrial
which was lowered in 2002.
Selection of the optional class, large industrial.
Tax reductions of 30% and 35% for vacant/excess lands within the
commercial and industrial classes.
Lower limit of 100% for new construction.
Tax relief for low income seniors and low income persons with disabilities.
Tax relief for charitable organizations.
Capping options annualized tax limit increase at 10 the prior years'
current value assessment (CVA) tax limit increase at 5 and the CVA
threshold for protected (increasing) properties at $250.
The Treasurers were polled regarding the capping options and all agree that the
following options should remain the same as in 2009
set the annualized tax limit increase at 10%
set the prior years current value assessment (CVA) tax limit increase at
5%
set the CVA threshold for protected (increasing) properties at $250
However, the treasurers are recommending that for 2010 that the County set the
option for "Stay at CVA Tax" to yes. This will exclude properties that were at
CVA tax in 2009 and that would cross over CVA tax in 2010 from Capping. By
doing this, the number of properties under Capping will be reduced.
In regards to tax relief for low income seniors and low income persons with
disabilities, the Treasurer's are recommending deadline of November 30th
RECOMMENDATION:
THAT County tax policy set the annualized tax limit increase at 10 the prior
years current value assessment (CVA) tax limit increase at 5 and the CVA
threshold for protected (increasing) properties at $250; and the Stay at CVA Tax
to yes; and,
THAT the application deadline for 2010 tax relief for low income seniors and low
income persons with disabilities be November 30 2010; and,
THAT the County tax policy be reviewed for the 2011 taxation year, and
THAT the necessary bylaw be amended.
Respectfully Submitted
im Bundschuh
Director of Financial Services
Approved for Submission
Mark G. V
Chief Administrative Officer
1gin( l
FROM: Jim Bundschuh Director of Financial Services
DATE: June 7 2010
SUBJECT: Long -Term Business Plan
INTRODUCTION:
The County currently does not have a long -term business plan. In the absence of such
a plan, decisions are made on major investments based on their own merits, but without
the benefit of comparing those merits versus other potential investments given limited
financial resources. Developing a business plan allows for such an analysis to ensure
that projects are prioritized and is affordable given the revenue available to the County
DISCUSSION:
Management recently conducted a visioning session as a starting point for developing a
business plan. During this meeting, topics ranging from capital needs for Roads to
strategic direction for the Homes to new opportunities for the Museum and Archives were
discussed. Attachment I outlines the topics discussed.
Over time the business plan will continue to develop and mature as Management and
Council further dialog over the future developments in the County. The business plan
will always be a living document that changes over time as conditions and priorities
change. The simple act of planning for the future leads the leadership to discuss and
anticipate future changes, whether these changes are self- directed or environmentally
imposed. Organizations that plan adapt to changes quickly and monitor the changes to
ensure the plan is being followed, and modify the plan as appropriate. Planning takes
great effort but pays dividends.
RECOMMENDATION:
THAT this report be received and filed, and
THAT the outcome of the visioning session be developed in a business plan that is
reviewed at least annually in advance of budget development for each new year.
All of which is Respectfully Submitted
Um Bundschuh
Director of Financial Services
REPORT TO COUNTY COUNCIL
Approved for Submission
onald
Chief Administrative Officer
Long Term Strategic Plan Visioning Session
Attachment 1
a. Due to the infrastructure deficit, roads require an incremental $7.5 million
per year growing at 5% annually
b. Buildings requiring a total of $0.7 million per year over and above regular
maintenance costs
c. The future development of the Administration Building and potential synergies with
other organizations
d. Archives /Museum potential for synergies with Rail Line to promote Tourist traffic
e. Future Library developments
f. Homes
i. Rebuild Terrace Lodge
ii. Increased need for basic beds
iii. Implications of MDS funding change
g. Tourism
i. Mobile Tourism Trailer
ii. Interpretive Centre
Elgin(-: ikr
FROM: Jim Bundschuh Director of Financial Services
DATE: June 7 t" 2010
REPORT TO COUNTY COUNCIL
SUBJECT: Revised Royal Canadian Legion Tax Relief
INTRODUCTION:
Prior to 2009, municipalities could choose to provide tax relief to Royal Canadian Legions
and their decision to do so would affect not only the municipal share of the tax, but also
the County and Education portions as well. Since then the Assessment Act no longer
allows municipalities to provide rebates for other levels of government.
DISCUSSION:
Legions now have to request relief from both the municipality and the County resulting in
significant bureaucratic red tape. The reasons for providing the relief should be the same
at both the County and Municipal level. If the County were to provide the local
municipalities the authority to grant charitable relief to Legions on the County portion of
the property tax on any property for which they grant relief for the municipal portion, the
amount of effort required by the Legion would be greatly reduced.
RECOMMENDATION:
THAT the County authorize and delegate the local municipalities to grant Royal Canadian
Legions relief on the County portion of the property tax consistent with the relief granted
on the municipal portion of the property tax.
All of which is Respectfully Submitted Approved for Submission
Zfra
�J fn Bundschuh
Director of Financial Services
onald
Chief Administrative Officer
re REPORT REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
Kate Burns, Marketing and Communications Coordinator
DATE: June 1 2010
SUBJECT: Logos for Library/Museum /Archives
INTRODUCTION:
The County's new logo and Visual Identity Standards have served the County
well since being adopted in 2008 and indeed have produced award winning
results. Use of the logo continues to evolve and the next phase is to integrate it
fully with the specific needs of the Elgin County Library, Elgin County Museum
and Elgin County Archives in a manner that still adheres to the Visual Identity
Standards.
DISCUSSION:
The Department of Community and Cultural Services has overall responsibility
for the administration of the Elgin County Library, Elgin County Museum and
Elgin County Archives. While their administration is intimately linked with the
County as a whole, they nevertheless maintain separate institutional names for a
variety of reasons, including legislative requirements, sources of funding,
professional membership requirements and different operating principles. For
the most part, these institutions market themselves under their respective
institutional names to the general public.
Institutional use of the County's new logo for marketing purposes was not
anticipated when the Visual Identity Standards were first developed. Staff
recommend that this matter now be addressed in a manner that completely
adheres to the Visual Identity Standards, maintains a strong affiliation with the
County as whole while allowing each institution to engage in marketing activities
under its specific name. It should be stressed that the proposed modifications
will be used for marketing purposes only such as on posters, brochures and their
respective websites. For all other purposes, such as letterhead and business
cards, each will continue to use materials supplied by the department as a whole.
CONCLUSION:
Attached to this report are versions of the County logo that have been adapted
for use by the library, museum and archives. The County's Marketing and
Communications Coordinator has reviewed these logos against the Visual
Identity Standards and confirms their compliance. Council will note that the only
change from the County's overall logo is the addition of the words "Library
"Archives" and "Museum" in three different colours, each of which are drawn from
the logo itself.
RECOMMENDATION:
THAT the logos for the Elgin County Library, Elgin County Archives and Elgin
County Museum as attached to this report be hereby approved for marketing
purposes.
II of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Kate Burns
Marketing and Communications Coordinator
Approved __y� __sion
Mark G. Mc ona d
Chief Administrative Officer
"Branding” of Library, Archives Museum
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DATE: June 4, 2010
INTRODUCTION:
DISCUSSION:
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
SUBJECT: Gay Lea Foods Purchase of Dairy and Heritage Museum
Gay Lea Foods Cooperative recently acquired the collection, property and
facilities of the former Dairy and Heritage Museum in Malahide Township. This
report informs County Council about this significant and positive investment in
the County's cultural and tourism landscape.
Gay Lea Foods Co- operative recently announced that the company has acquired
the collection, property and facilities of the former Dairy and Heritage Museum
located on Jamestown Line in Malahide Township. The museum was
established and meticulously developed by Andy and Lottie van Kasteren over
many years and has become an important cultural attraction in the County.
For Council's information, and according to the company's website, Gay Lea
Foods Co- operative is Ontario's largest dairy co- operative. The company is
owned and operated by nearly 4,000 milk producers representing approximately
26% of the dairy farms in Ontario. News that Gay Lea will continue to operate
the museum in Elgin County is extremely positive and affords a lot of potential for
future partnerships with the Elgin County Museum and the County's tourism
efforts. On many levels, the company's investment is an excellent fit with the
County's objectives in terms of economic development, tourism and cultural
sustainability. Therefore, staff recommend that the Warden congratulate the
company on this purchase and affirm the County's enthusiasm to maintain an on-
going partnership with the site.
As the museum prepares for the next phase of its development under new
ownership, the efforts of Andy and Lottie van Kasteren in developing the site
cannot be overlooked. Not only have they spent countless hours developing the
site into an excellent attraction, they have worked constructively with the
company to ensure that the collection remains in Elgin County. Staff therefore
recommend that the Warden issue a letter of appreciation to the van Kasterens
commending them for their work and vision.
CONCLUSION:
As members of Council are aware, the company will be hosting a ribbon cutting
ceremony on the grounds of the museum on Sunday, June 27 2010. The
County will be well represented at this celebration by the Warden, members of
Council and staff.
RECOMMENDATION:
THAT the Warden on behalf of County Council issue a letter of congratulations to
Gay Lea Foods Co- operative on the purchase of the former Dairy and Heritage
Museum in Malahide Township, affirming the County's willingness to be an active
partner with the company in the on -going development of the site; AND
THAT the Warden on behalf of County Council issue to Mr. Andy van Kasteren
and Mrs. Lottie van Kasteren a letter of appreciation for their significant
contributions to the cultural heritage of Elgin County.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Approved for Submission
Mark G
Chief Administrative Officer
Find out why Gay Lea Foods ranked one of top ten suppliers in Canada Gay Lea Foods Page 1 of 1
Gay Lea purchases dairy museum property
MARCH 4, 2010
VIEW PHOTO GALLERY
We are pleased to announce that Gay Lea has purchased the property where the museum is located. The museum will remain in Aylmer, Ontario,
continuing to be a local point of interest to tourists, antique lovers and dairy farmers. With its rich dairy history, our co-operative is the ideal
organization to take care of such a collection and ensure it is sustainable.
The museum is located on a beautiful 100 -acre property a few miles north of Lake Erie. Surrounded by Carolinian forest, it rests peacefully among
ash, birch, chestnut, hickory, oak and walnut trees.
Many changes are taking place. The first thing at hand, a new name.ln the near future, its own website, increased visibility and new programming.
Since we purchased the collections, much work has been done cataloguing the many items on both floors of the museum. These include older dairy
and heritage items which previous owners Andy and Lottie van Kasteren acquired over some 20 years so the public could see how farm families and
trades people would have once done their chores.
With Aylmer a short drive within southwestern Ontario, we encourage all members to take a summer drive down to visit the museum a wonderful
place for a family day, with lots of interesting and fun stuff for all ages.
For information on hours of operation, please contact Gay Lea Foods Co- operative, Member Relations department at 519-822-5530, ext 2267.
Back to News
http: /www.gayleafoodsmembers.com
http:// www .gayleafoodsmembers.com/news- and events details .aspx ?id= 5600555f- 86db -4... 02/06/2010
April 1, 2010
Brian Masschaele, Director
County of Elgin,Community and Cultural Services Economic Development and Tourism
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Mr. Masschaele,
In 2008, Gay Lea Foods acquired the complete collection of the Dairy and Heritage Museum.
This past winter, we went on to purchase the property, as part of our decision that the
museum should remain in Elgin County as a tribute to past livelihoods of dozens of its
families.
We would like to commemorate this occasion with a ribbon- cutting ceremony and
celebration. We are delighted to invite you to the re- opening of Gay Lea Foods' Dairy
Heritage Museum:
Sunday, June 27, 2010
12 p.m. 2 p.m.
48075 Jamestown Line, Malahide Township
We hope to see you there!
Sincerely,
°O\a„)
Mark Hamel
Chair of the Board Gay Lea Foods Co- operative Limited
Kindly RSVP to:
Debra Selkirk
5200 Orbitor Dr.
Mississauga ON L4W 5B4
905.283.5208 dselkirk @gayleafoods.com'
1 100 4)
Gay Lea Foods Co- operative Limited
5200 Orbitor Drive, Mississauga Ontario L4W 5B4
tel 905.283.5222 I fax 905.283.5337 I toll free 800.268.0504 1www.gayleafoods.com
l;f� REPORT TO COUNTY COUNCIL
I .i.Lf fe;c�2
FROM: Clayton Wailers, Director of Engineering Services
DATE: June 1, 2010
SUBJECT: Bobier Villa Flooring in Three Wings.
INTRODUCTION:
In 2002 the sheet flooring in Bobier Villa experienced significant de- bonding and
was presenting safety concerns. Upon engineering investigation it was found that
the de- bonding of the sheet flooring was exasperated by several factors. The
most significant cause was found to be moisture that was migrating through the
concrete floor. Further investigation concluded that a membrane was not
installed under the concrete floor at the time of construction.
The following projects were completed in an attempt to reduce the moisture
content: a storm drainage system was installed around the perimeter of the
building, installation of dehumidification system, and finally the removal of the
sheet flooring and installation of a ceramic flooring was completed in many public
areas. Only the three wings are remaining to be re- floored with ceramic tile.
In the 2010 capital budget, $25,000 was allocated to remove the sheet flooring
and install ceramic flooring in one of the three remaining wings to be re- floored.
After discussions with the ceramic supplier it was found that that the matching
ceramic tiles would soon be discontinued. If the County wished to complete the
remaining two wings with the same tile as the rest of the facility the County must
order all the tiles within the next few months, otherwise, colours and patterns
would not match in the remaining two wings.
This report is a request to order all tiles to floor the three wings in 2010 with
installation of tiles to be completed in 2011.
DISCUSSION:
In the 2010 Capital Budget $25,000 was allocated to supply and install ceramic
tiles in one wing of Bobier Villa. Additional funds were planned to be included in
the 2011 and 2012 budgets to complete the project.
The same tiles will no longer be manufactured, and therefore, if the County
wishes to maintain a consistent pattern and colour throughout the facility, the
County must purchase ceramic flooring for the remaining areas in 2010 and store
them for installation in 2011.
CONCLUSION:
County Council has supported projects to redesign Bobier Villa into a pleasant
"home" atmosphere instead of appearing like an institution. The County has
nearly completed the replacement of the original sheet flooring and the three
wings are the only remaining areas to be re- floored.
In order to have consistent tile throughout the facility, due to discontinuing of
pattern and colour, the County will be required to purchase the tile in 2010. The
tiles will be installed in all three wings in 2011 and will be funded by the 2011
budget for an estimated cost of $80,000.
In the 2010 capital budget $25,000 was allocated to purchase and install ceramic
tiles in one wing. The remaining two wings would have been included in the 2011
and 2012 fiscal years.
Staff is requesting that an additional $15,000 for this project to purchase tiles for
all three wings only in 2010. This expenditure will be contained within the
approved 2010 Capital Budget.
RECOMMENDATION:
That $15,000 be allocated from the approved 2010 Capital Budget to purchase
ceramic tiles for the three wings at Bobier Villa.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters
Director of Engineering
Mark
Chief Administrative Officer
FROM: Clayton Watters, Director of Engineering Services
DATE: June 2, 2010
SUBJECT: Section 9.1(3) Administration Building Lease Agreement
INTRODUCTION
Section 9.1(3) of the Administration Building Lease Agreement contains the
following clause: "All of the foregoing property policies shall contain a waiver of
any right of subrogation or recourse by the Tenant's insurers against the
Landlord or the Landlord's mortgagee, their contractors, agents and employees,
whether or not any loss is caused by the act, omission or negligence of the
Landlord, its mortgagees, their contractors, agents or employees."
DISCUSSION:
REPORT TO COUNTY COUNCIL
A tenant's insurance provider is questioning the Waiver of Subrogation clause if
the County is found negligent for a loss. A tenant's insurer indicated they would
not agree to such a clause.
We requested that the County Solicitor review Section 9.1(3) to address the
concern from tenant's insurance provider.
After a review of the term of lease and of file notes used to prepare the standard
lease, the County Solicitor agreed that the clause as it is currently written is
unreasonable, and there is no reason why an insured should unconditionally
waive its right of subrogation as against the County of Elgin, as landlord,
particularly in circumstances in which the County of Elgin, by its negligence,
might have caused or contributed to the loss for which a payout was made.
CONCLUSION:
The County Solicitor is recommending that the clause be revised to read as
follows:
"All of the foregoing property policies shall contain a waiver of any right of
subrogation or recourse by the tenants' insurers against the landowner or the
landlord's mortgagees, their contractors, agents, employees, save and except to
the extent that the landlord or the landlord's mortgagees, their contractors,
agents and employees have caused or contributed to any loss for which payout
has been made by the tenants insurers pursuant to any such property policy."
This amendment would maintain the waiver of subrogation right save and except
for the negligence of the County of Elgin or its agents or servants.
RECOMMENDATION:
THAT Section 9.1(3) of the Administration Building lease agreements be
amended as follows for current and future tenant rental agreements:
"All of the foregoing property policies shall contain a waiver of any right of
subrogation or recourse by the tenants' insurers against the landowner or the
landlord's mortgagees, their contractors, agents, employees, save and except to
the extent that the landlord or the landlord's mortgagees, their contractors,
agents and employees have caused or contributed to any loss for which payout
has been made by the tenants insurers pursuant to any such property policy."
Respectfully Submitted
Clayton Watters Ma ThGraDonal i
Director, Engineering Services
Chief Administrative Officer
Staff Reports: (ATTACHED)
CLOSED MEETING AGENDA
June 22, 2010
1) Director of Engineering Services Municipal Act, Section 240.2 (a) the security of the
property of the municipality or local board Scott D. Avery (Company) Ltd. Lease.
2) Director of Human Resources Municipal Act, Section 240.2 (b) personal matters
about an identifiable individual, including municipal or local board employees
Human Resources Re- organization.
3) Director of Human Resources Municipal Act, Section 240.2 (d) labour relations or
employee negotiations SEIU Tentative Agreement with all three Long -Term Care
Homes (to be sent with Friday Fax).
fax cover
DATE: 6/18/2010
Send to: Warden Vowel and County Councillors
Attention:
Office Location:
Fax Number: Call Group #s
From: Mark G. McDonald, Chief Administrative Officer
mmcdonald @elgin county.on.ca
Office Location: Administrative Services
Phone Number: Ext. 161
Number of Pages, Including Cover: 14
D URGENT REPLY ASAP PLEASE COMMENT PLEASE REVIEW D FOR YOUR INFORMATION
COMMENTS:
Additional Items for Council Agenda of June 22, 2010
Delegation:
10:15 a.m. John Regan, Elgin Business Resource Centre, to speak to a Business Incubator
incentive (see report from General Manager of Economic Development).
Correspondence for Consideration: (attached)
1. Shelley McCorkell, Executive Director, Alzheimer Society, requesting Council's approval to host
weekly barbecues at the County Administration Building.
Reports of Staff and Council: (attached)
1. Marketing Communications Coordinator Today in America Progress Report a video from
MP Joe Preston will also be shown.
2. General Manager, Economic Development; Administrative Assistant, Economic Development
Tourism Directional Signage Grant.
3. General Manager, Economic Development Business Incubator.
4. Director of Financial Services Budget Comparison May 2010.
Closed Meeting Item:
1. Director of Human Resources Municipal Act, Section 240.2 (d) labour relations or
employee negotiations Collective Bargaining SEIU.
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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
Progressi by Nature
June 14, 2010
Warden Bonnie Vowel
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Warden Vowel:
Since
y,
Shelley McCorkell
Executive Director
Alzhei
E L G
er
r S T, T H Q !1 A S
ECEIVE
JUN 16 2010
COUNTY OF ELGIN
ADMINISTRATIVE SERVICES
I am writing to you to request your approval for the Alzheimer Society of Elgin St
Thomas to host weekly barbecues at the Elgin County Administrative Building. The
society is a charitable nonprofit organization that is dependent on fundraising to be able
to provide programs and services to the residents of Elgin County. Each week a
number of people attend court and other functions at the County building which provides
the society with an amazing opportunity to get our message out as to who we are and
the services we provide but also to fundraise as well.
In order to comply with insurance and Public Health requirements we have five million
dollar liability coverage which is on file at the Elgin County Administrative Offices and
we have completed the `Special Events Notification Form' which has been sent to Elgin
St. Thomas Public Health. There are no special permits or licensing required from
Central Elgin.
It is our goal to ensure that no one endures this disease alone. Raising funds to help us
provide programs and services can go a long way in achieving this goal.
Please consider our request to host weekly barbeques at the county building. Should
you require any further information or clarification please feel comfortable in contacting
me personally.
450 Sunset Drive, Suite 229, St. Thomas, ON N5R 5V1
Phone: 519 -633 -4396 91- 888 -565 -11119 Fax: 519- 633 -7028
wwvv.alzheim {gin.c
Charitable Registration No. 13498 3956 RR0001
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REPORT TO COUNTY COUNCIL
FROM: Kate Burns, Marketing and Communications Coordinator
DATE: June 22 2010
SUBJECT: Today in America Progress Report
INTRODUCTION:
Elgin County's Economic Development Department has entered into an
agreement with the producers of Today in America with Terry Bradshaw to
produce a five (5) minute video featuring Elgin County on their "Best Places to
Live, Work and Play" segment. The following is a progress report on the status
of the project to date.
DISCUSSION:
After the May 25 Council meeting, where Council unanimously supported the
decision to participate in the television production, Economic Development
received some local media coverage of the participation in the television
program.
Rogers Cable did a short segment on the county's future appearance on the FOX
Business News Network, The St. Thomas Times Journal featured an article
"Elgin County to Star on Fox," and the Aylmer Express covered the County's
participation in the program as well.
In addition to local media covering the television appearance, the Member of
Parliament for Elgin- Middlesex- London rose in the House of Commons on June
3 during Members Statements and recognized Elgin County's success in being
featured on Today in America.
Currently, Economic Development staff are working with the Today In America
writers on the production's script. Staff and writers are working on featuring as
much of Elgin County as possible and highlighting key industry and quality of life
features in the area.
The final script will be approved by the end of June. Once the final approval of
the script is received a shoot date will be confirmed. Prior to and after the shoot
date, staff and Today In America will be working closely on public relations
measures to ensure the success of the program. Measures include editorial
articles, as well as press releases distributed to relevant industry organizations
targeting consumer and business networking sites.
In addition to the program being aired 1 time nationally on FOX Business
Network and 1 time nationally on HGTV in Canada, the feature will air 17 times
regionally on Regional News Networks in the U.S and 16 times regionally on
Regional News Networks in Canada.
CONCLUSION:
Economic Development will continue to provide reports to County Council on the
progress of the Today in America production.
To date all deadlines have been met and the production schedule is right on
time.
RECOMMENDATION:
THAT Elgin County Council receive and file the report titled "Today in America
Progress Report" as information.
All of which is Respectfully Submitted Approved for Submission
Kate Burns
Marketing and Communications
Coordinator
Alan Smit
General Manager, Economic Development
Mark G. McDo
Chief Administrative Officer
INTRODUCTION:
DISCUSSION:
REPORT TO COUNTY COUNCIL
FROM: Alan Smith, General Manager, Economic Development
Katherine Thompson, Administrative Assistant
DATE: June 17, 2010
SUBJECT: Tourism Directional Signage Grant
On April 27th, 2010 Elgin County Council approved the County Tourism Signage
Policy. Under this policy tourism signs will be uniform, legible and appropriately
located. They will elevate Elgin County's tourist destination image, inform road
users of tourism operations and attractions, provide roadway directions to Elgin
County tourism operations, and increase the frequency and quantity of tourism
visits. This policy includes the opportunity for Elgin County non profit
organizations to apply to County Council for a tourism grant of $150.00 per sign.
Two types of organizations are eligible to apply for County tourism directional
signage (1) for profit and (2) non profit organizations. Both types of
organizations will be charged the $200 user fee. Members of Elgin -St. Thomas
Tourism have the opportunity to take advantage of a $50.00 membership
discount, therefore paying $150 per sign.
Non profit organizations frequently operate with smaller budgets. Signage costs,
especially for organizations requiring multiple signs, can be prohibitive. The Elgin
County Tourism Signage Policy states that upon submitting satisfactory proof of
being a non profit tourism operation, as listed in Appendix "A" of the Tourism
Signage Policy, organizations will be eligible to apply to County Council for a
tourism grant of $150.00 per sign. Only non profit organizations located in Elgin
County are eligible to apply.
Non profit organizations that are successful in receiving a grant from County
Council will then be required to submit a formal signage application to Economic
Development. Attached is a tourism directional signage grant application from the
Arts and Cookery Bank. This organization is non profit and meets the criteria
contained in the signage policy. It should be noted that Engineering Services will
approve the location of the requested signs.
CONCLUSION:
The Tourism Signage Policy takes into consideration non profit organizations
who wish to apply to County Council for a tourism grant of $150 per sign. The
request for a grant is considered to be an on -going commitment by the County to
the applicant unless otherwise directed by County Council. In other words, the
applicant does not have to reapply each year in order to renew the grant status. If
the application that is contained in this report is successful, a formal application
will be required to be submitted to the Economic Development office prior to June
25 in order for the signage to be erected for the 2010 IPM.
RECOMMENDATION:
THAT County Council consider the attached application for a tourism directional
signage grant as described in the June 19 2010 report.
All of which is Respectfully Submitted Approved for Submission
Alan Smith
General Manager, Economic Development
Katherine Thompson
Administrative Assistant, Economic Development
Mark G. Mc
Chief Administrative Officer
Date of Application: June 16, 2010
Describe your non profit organization's contribution to tourism in Elgin
County.
Ivey Cultural Tourism Objectives:
As a cultural hub, The Bank helps to strengthen tourism in Elgin County by supporting core
cultural/tourism activities already offered throughout our four municipalities:
Developed the Cultural Advisory Roundtable (CAR) MAP, a interacitve /online resource,
showcases 250 tangible cultural /tourism/recreational attractions available within the our region.
This hands -on tool is availbe at The Bank's Interactive Tourist Cafe where visitors can driectly
access these attractions.
Hosted the Tourism Boot Camp 2010 to enhance and strengthen local tourism provider's
products or services. And, maximize marketing capabilities with ongoing mentoring.
Developed The Arts Cookery Bank Website to position and promote the local tourism
intiatives.
Created a Visitor Connection Database to track the "hearts and minds" of visitors.
Implemented a 12 -month Culture Tourism -based Marketing Plan that promotes cultural tourism
packages for local residents and tourists travelling through rural Ontario.
Developed out -reach partnerships with organizations such as Elgin -St. Thomas Tourism, Savour
Elgin, Tourism London, Culinary Schools in Ontario, etc.
Explain your organization's signage requirements, including why your
organization requires directional tourism signage, where your
organization would like these signs to be erected, and rationale for
number of signs requested.
Two buildings —a 1914 Bank of Montreal and an 1883 timber frame barn bridged by a brand new
structure, offers an intriguing marriage of bricks and barn board which creates a unique venue in rural
Ontario. The Bank venue is a key component to promoting cultural tourism through photographs and the
local food economy. Our target is both local residents and visitors travelling through southwest Ontario.
Three rationale for our Signage Plan request:
1. Our mission is to reach residents in all four communities that we represent. However, the
building is located in West Lome. Therefore it would be helpful to have signage to act as a
reminder for residents in the other municipally that this resource is available to them. Also, we
want to promote "spur -of -the- moment" visits to the Bank and the directional signs could act as a
trigger for this purpose. In addition, locating tourism signs in the other areas builds a sense of
partnership among the communities helping to promote The Bank.
2. The scope of our marketing efforts expands beyond the borders of our local communities
visitors from all parts of Ontario and the Michigan area will be coming to The Bank. Visitors not
familiar with our area would benefit from the directional signage /road signage that could direct
them towards The Bank venue.
3. Finally, research (T.R.I.P- Tourism Research Innovation Project) shows that strong directional
signage:
creates a positive first impression and enhances the visitor's experience reducing
frustration and worry,
results in a safer environment for the visitor, and
improves access by showcasing and highlighting the pathways to tourism attractions
which boosts visitations.
All of these aspects are critical factors in The Bank's first year of operation —which will help to
"drive" visitors to the venue. Strong directional road signage needs to be an integral part of our
overall marketing strategy to ensure success.
We are requesting a grant to support the following Signage Plan:
Local resident focus -3 signs along the East/West on Hwy 3 at the: Furnival Road (from Port
Glasgow), Eagle /Graham Road, Wallacetown/Currie Road (from Fingal Line /St Thomas east).
Visitors traveling through southwest Ontario focus -3 signs at the 401 Hwy Exits along the
following County Roads (after you exit the 401): Furnival Road (Rodney), Graham Road (West
Lorne), Currie Road (Dutton).
FROM:
DATE:
SUBJECT:
P,r[;yCSiii�• Of ia >(u II:
INTRODUCTION:
DISCUSSION:
REPORT TO COUNTY COUNCIL
Alan Smith, General Manager, Economic Development
June 17 2010
Business Incubator
The County's Economic Development department undertakes a number of initiatives to
help facilitate the development of new enterprise and enhancement of existing
business. Most recently, 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 establishment of the Elgin -St. Thomas Small Business
Enterprise Centre. This Centre provides business counselling and related business
services to residents wishing to start their own business. By all accounts the work
undertaken by this partnership in forming this Centre has resulted in the creation of new
businesses. Since opening in 2010, the Elgin -St. Thomas Small Business Enterprise
Centre has seen the creation of 18 new businesses with 9 of them being located in
Elgin County, and the expansion of 4 existing ones in the area. The County of Elgin has
the opportunity to play an integral part in a new venture that will complement the work of
the Enterprise Centre submission of a $500,000 Sand Plains application to support the
operational requirements of a business incubator for Elgin County and the City of St.
Thomas.
Business incubators have existed in North America since the late 1950s. The commonly
accepted purpose of business incubators is to support and accelerate the development
of new businesses through the provision of a controlled and structured environment,
which provides ready access to necessary resources such as secretarial and
administrative support, office and meeting facilities, and business expertise in order to
leverage entrepreneurial talent, encourage increased entrepreneurial activity and
increase the success rate of new businesses. Incubators vary in the way they deliver
their services; in their organizational structure and in the types of clients they serve.
Completion of a program offered through an incubator program increases the success
and sustainability of a start-up company. Experience shows that 87% of business
incubator graduates will be sustainable businesses.
Starting a business or having an idea to start one does not grant the entrepreneur the
privilege of automatic acceptance into an incubator program. A business incubator does
not accept all. Generally speaking, entrepreneurs must apply and must meet criteria as
set out by the incubator's policies and procedures. Though the criteria may change from
incubator to incubator, a common practice is to accept as tenants only those businesses
with viable concepts and business plans.
Based on the results of a Statistics Canada survey in 2005, there were over 83
business incubators in operation in Canada that generated over $45 million in funding.
These incubators served over 900 clients that generated revenues of over $93 million
and supported over 13,000 part -time and full -time jobs. Furthermore, the National
Business Incubator Association has published the following Economic development
statistics for Canadian incubators:
87% of all graduate firms are still in business after 5 years (compared to
approximately 50 -60% of start-ups in the first 5 years
Every $1 investment produces $30 in tax revenue
84% of graduates (firms) stay in the community
With the difficulties in the manufacturing and agricultural processing sectors, the County
of Elgin and the City of St. Thomas have experienced economic challenges. The
Economic Development department recognizes that in order to stimulate and diversify
the local economy it is important to focus part of the County's economic development
program on initiatives that support the development of new business and the retention
and expansion of existing ones. Development of a business incubator for the County of
Elgin and the City of St. Thomas is envisioned as a catalyst for growth and economic
renewal for both communities and the surrounding region. The proposed mission of the
incubator is to stimulate the establishment and foster the prosperity of growth- oriented
companies and other compatible businesses. By fulfilling this mission, the incubator
would contribute to sustainable job creation, and provide for enhanced economic growth
for the City of St. Thomas, Elgin County and the surrounding region. It is estimated that
62 permanent jobs will be created by clients, assuming 75% occupancy in year 1 of the
project; and, more than 200 jobs will be created by clients within 2 to 3 years.
The Business Incubator will provide a number of services and support mechanisms to
ensure that client companies are adequately supported during the critical early stages of
the business lifecycle:
Business Planning, Management Development Assistance
Networking and strategic relationship support
Training and professional development programs
Facility amenities and Administrative support
The proposed Incubator will be a "mixed -use" facility which supports entrepreneurs from
the catchment area for a variety of sectors. This will also include accommodating
entrepreneurs in the green or alternative energy sector. It should be noted that the
creation of a business incubator to accommodate alternative energy /environment
initiatives was a recommendation contained in the County's Energy and Environment
Sector Profile that was completed last year.
The Incubator will be structured as a not for profit corporation, governed by a board of
directors consisting of qualified business and industry professionals, as well as other
community leaders. A steering committee has been formed to guide the development of
the Incubator through the pre- opening phase which the County's General Manager of
Economic Development is a participant. It is envisioned that members of the Steering
Committee will form the Board of Directors for the Business Incubator thus the County
will have a role in the governance of the facility.
FED DEV (Community Adjustment Fund) is providing $800,000 to support actions
during the pre- opening phase of the Incubator this includes renovation of a facility,
furniture, fixtures, and promotion and launch of the facility. In order to secure these
funds, the Elgin Business Resource Centre (CFDC) was assisted by the St. Thomas
Economic Development Corporation which submitted the application. Funds, however,
are required for the "operations" of the proposed Business Incubator. The Elgin
Business Resource Centre has requested that the County submit a Sands Plains
application for the maximum amount of $500,000 which would provide monies to
operate the Incubator till March 2012. With the County submitting the application, the
likelihood for a successful result is greatly enhanced (submission of a pre proposal is
the first step). A financial contribution or commitment is presently not required by the
County. However, business incubators are usually funded through Federal, Provincial
and Municipal governments with contributions also being sought from private enterprise.
Therefore, after 2012 the status of a financial contribution, if any, by the County of Elgin,
is unknown.
CONCLUSION:
The County of Elgin, the St. Thomas Economic Development Corporation, and the Elgin
Business Resource Centre formed a successful alliance to develop the Elgin St.
Thomas Small Business Enterprise Centre which has assisted with business creation
for both communities. A successful Sand Plains application by the County would secure
much needed funding to provide for the operations of the proposed Business Incubator
through to March 2012. Beyond this date a financial contribution by the partners
involved, including the County, is unknown. The only resources that the County is
currently expending to this initiative are the time of the General Manager.
Elgin County could benefit substantially from an incubator located in the area. The
reality is many jobs have been lost in the region that cannot and will not come back.
Further more, Ford have indicated that in 2012 operations will cease resulting in a loss
of approximately 1200 jobs. Therefore, this is the right time for the County and its
partners to take proactive steps and support a proven employment generator and local
economy booster. Business incubators create jobs and generate revenue. Their
economic impact is significant. Should a business incubator be located in Elgin /St.
Thomas, the region will benefit from a much needed permanent economic stimulus
initiative. Once developed the business incubator model can be repeated in other areas
of the County and communities within the Sand Plains or SCOR area thus making this
initiative one that is truly regional in nature.
RECOMMENDATION:
THAT the County submit a Sand Plains application as described in the June 17 2010
report; and
THAT if successful County Council direct the Chief Administrative Officer to enter into a
contract with the Sand Plains Community Development Fund.
Respectfully Submitted
Al Smith
General Manager,
Economic Development
Approved for Submission
Mark G.
Chief Administra
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh Director of Financial Services
DATE: June 9 2010
SUBJECT: Budget Comparison May 2010
INTRODUCTION:
Attached is the budget comparison for May 2010 for the County showing $53,000
favourable performance for the month.
DISCUSSION /CONCLUSION:
Highlights of the budget performance are as follows:
Line 1 Taxes: Favourable performance of $16,000 resulting from Bayham
2009 Minutes and Omits.
Line 17 Engineering Services: $12,000 favourable performance predominately
resulting from $4,000 favourable performance in fees with the balance coming
from operating costs.
Line 18 Homes: Total negative performance of $14,000. An increase in
provincial per diems was budgeted starting in April of $28,000 per month based
on historical funding trends has not yet been announced by the province.
However, the province has announced an unexpected increase $1.55 per diem in
Other Accommodation, resulting in additional funding of $12,000 per month for 9
months.
Line 25 Economic Development Tourism: Total positive performance of
$18,000.
RECOMMENDATION:
THAT the report titled Budget Comparison May 2010 and dated June9 2010
be received and filed.
Respectfully Submitted Approved for Submission
Jim Bundschuh
Director of Financial Services
Mark
Chief Administrative Officer
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HMOManagementReports\Performance05 6/18/2010
ONTARIO MUNICIPAL PARTNERSHIP FUND
COUNTY OF ELGIN
For The 5 Periods Ending May 31, 2010
PROPERTY ASSESSMENT
Budget Comparisons
CORPORATE ACTIVITIES
Total Corporate
PROJECT COSTS
RENTAL INCOME
Description
RECEIPTS
RECEIPTS
7,049
(2,730)
2,725
19,138
31,030
22,541
16,616
(68,198)
3,625
38,377
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0 144,315 144,315
0 162,195 162,195
0 180,105 180,105
0 165,976 165,976
(159,516) 253,427 93,912
0 304,753 304,753
(825,558) 1,651,499 825,941
(5,892,607) 6,695,388 802,781
(5,979) 146,089 140,110
(63,347) 859,002 795,655
0 247,367 247,367
(553,154) 529,821 (23,333)
(120,997) 115,196 (5,801)
(2,246,768) 3,128,877 882,109
(137,677) 327,830 190,153
0
(10,005,603) 14,911,841 4,906,238
3,924
(2,647)
(202)
3,353
4,383
(244)
11,767
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0 22,712 22,712
0 35,737 35,737
0 37,712 37,712
0 34,499 34,499
(60,921) 53,912 (7,009)
0 27,207 27,207
(767,728) 45,122 (722,606)
(1,210,483) 1,326,280 115,797
(1,969) 25,348 23,378
(31,362) 150,753 119,391
0 62,747 62,747
(121,410) 112,527 (8,882)
(20,058) 18,564 (1,493)
(460,172) 626,953 166,781
(11,172) 60,221 49,049
0
(2,685,273) 2,640,295 (44,978)
III
1 DEPARTMENTAL ACTIVITIES
WARDEN AND COUNCIL
ADMINISTRATIVE SERVICES
FINANCIAL SERVICES
HUMAN RESOURCES
ADMINISTRATION BUILDING
CORPORATE EXPENDITURES
ENGINEERING SERVICES
HOMES FOR SENIORS SERVICES
MUSEUM /ARCHIVES
LIBRARY SERVICES
INFORMATION TECHNOLOGIES
PROVINCIAL OFFENSES
COLLECTIONS POA
AMBULANCE EMERGENCY SERVICES
ECONOMIC DEVELOPMENT TOURISM
Total Departmental
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HMOManagementReports\Performance05 6/18/2010
ONTARIO MUNICIPAL PARTNERSHIP FUND
COUNTY OF ELGIN
For The 5 Periods Ending May 31, 2010
PROPERTY ASSESSMENT
Budget Comparisons
CORPORATE ACTIVITIES
Total Corporate
PROJECT COSTS
RENTAL INCOME
Description
RECEIPTS
RECEIPTS