July 27, 2010 AgendaElgin
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NOTICE:
August 15 -18, 2010
Sept. 14, 2010
ORDERS OF THE DAY
FOR TUESDAY July 27, 2010 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes July 13, 2010
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
5th Motion to Move into "Committee Of The Whole Council"
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence (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
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
CASUAL ATTIRE PERMITTED
AMO Annual Conference Caesars Windsor
County Council and Directors annual photograph, 8:45 A.M. Administration
Building, rain or shine; official county attire ding, rain or shine; official county
attire.
Sept, 14, 2010 9:00 a.m. County Council Meeting
Staff Reports (ATTACHED)
REPORTS OF COUNCIL AND STAFF
July 27, 2010
2 IPM and Events Coordinator 2010 IPM Elgin County Showcase Update
6 Chief Administrative Officer Sutherland Line /Ron McNeil Line Boundary
Agreement
7 Manager of Archives Archives Acquires Unique Portrait of Colonel Thomas
Talbot
8 Director of Community and Cultural Services Library Summer Reading Club
Awards for 2009
12 Director of Community of Cultural Services Elgin County Library 75 Anniversary
In 2011
14 Director of Community of Cultural Services Collaborative Support for The Arts
Cookery Bank
17 Deputy Director of Engineering Services Pedestrian Crossing Study John Street
at South Street, Aylmer
20 Deputy Director of Engineering Services Glen Erie Line Slope Rehabilitation
22 Deputy Director of Engineering Services Traffic Signals Tender Award
Pre approval
Deputy Director of Engineering Services Elm Street Culvert Tender Results
(TO BE INCLUDED ON FRIDAY FAX)
24 Court Services Supervisor Court Facilities Space Review
26 Director of Financial Services Budget Comparison June 2010
28 Director of Financial Services Revised Royal Canadian Legion Tax
11
REPORT TO COUNTY COUNCIL
FROM: Lindsey Morritt, IPM and Events Coordinator
DATE: July 27th, 2010
SUBJECT: 2010 IPM Elgin County Showcase Update
INTRODUCTION:
In July of 2009 the Elgin County International Plowing Match Exhibit committee was
formed to plan and undertake all aspects of the Elgin County Showcase at the IPM to
be held in September 2010. This committee of 12 individuals includes one member of
the IPM executive, one member of CEEDTAC, three Council members, and seven
employees of the County. Since the fall of 2009 the Committee has been meeting on a
regular basis, usually once per month with the meetings increasing in frequency as the
event date draws closer. This report provides County Council will a review of the
committee's work to date.
DISCUSSION:
The IPM is a great opportunity to showcase the County of Elgin as a great place to
work, live, visit, and to start a business.. In order to fully capitalize on this opportunity,
the Committee structured the site plan to include five specific areas with sub-
committees overseeing each one. Each sub committee is to ensure that exhibitors
within each area have interactive and engaging displays that reflect the County's
progressive spirit. These groups began to meet on a regular basis to develop ideas and
criteria to present high quality and professional exhibits.
Tourism Tent
This tent is made up of a representative from each Municipality that is responsible to
display a tourism theme that encompasses the entire County. The themes and the
responsible municipalities are:
Ports of Elgin (Municipality of Central Elgin)
History/Heritage (Municipality of Dutton /Dunwich)
Sports and Recreation (Town of Aylmer)
Outdoor Pursuits (Municipality of Bayham)
Agri- tourism (Malahide Township)
Trails of Elgin (Southwold Township)
Culture (Municipality of West Elgin)
A few of the highlights in this tent include: beach and pier recreation, camping displays
and fish ponds, interpretive hiking trails and an interactive board that shows all
recreation hot spots in Elgin County.
Community Tent
An application process was put into place for community groups that would like to join
the Community Tent. In order to be considered groups had to meet the following three
criteria: Must be a non profit organization. Serve the County as a whole, and have a
professional, interactive and engaging display. Nineteen groups will comprise the
Community Tent. Highlights of this tent include an Internet corner, mechanical riding
horse, archives work station, and cub car race track to name a few.
Entertainment Stage
An entertainment line up has been created to showcase the County's talent. Performers
range from a mixed martial arts demonstration to a family of fiddle players. This is sure
to be a big draw for the County's display with entertainment acts every hour throughout
the event. An `Elgin's Got Talent' competition is currently underway with video
submissions. The on -line voting currently has 27,000 votes. The three groups with the
most votes at the end of this period will go on to perform on the County Stage at the
International Plowing Match for the chance to win $1,000.
Progressive Tent
County exhibits or showcases in the past usually consisted of a tent that promotes non-
traditional aspects of the host community /county. The Committee decided to use this
opportunity to depict Elgin County as a progressive place with leading edge industries
and one -of -a -kind businesses. The exhibitors will highlight various alternative energy
developments in the County, as well as the wide range of support services for
businesses. There are currently eight exhibitors in this tent ranging from AIM Power
Generation to the GreenLane Landfill, as well as including facts on local agriculture and
alternative energy.
Entrance Way
The entrance way of the County showcase will pay tribute to the 1940 entrance way
when Elgin was host to the first IPM in this area. There will also be a time tunnel -like
structure attached to highlight Elgin's past through interactive photo displays and video
screens. This area is sure to attract visitors and will be a memorable part of the Exhibit.
The front entrance will be made out of event scaffolding with banners and flags to draw
attention to the Exhibit.
As outlined in appendix 1, these tents will all be in one area of the "tented city"
approximately 200 ft x 260 ft. The County's allocated space will be located in a heavy
traffic zone close to the 1,500 person RV Park and Antiques stage. In the center of the
County's exhibit will be a grand water feature and full landscaped grounds with plenty of
seating. Other highlights of the courtyard include a disc golf hole and horseshoes
sponsored by the Town of Aylmer, and a climbing wall sponsored by Scouts Canada.
Another theme represented in the County Exhibit is the Talbot Trail. Visitors will be able
to follow the pathways throughout the showcase that will be designed to recreate the
Talbot Trail. The signs along the Trail will be reflective of the new tourism signage
program adopted by County Council. A tourism kiosk will also welcome visitors into the
exhibit. Volunteers will be handing out a Talbot Trail passport to encourage visitors to
follow the pathways to visit each tent and get their passport stamped for a chance to win
a great prize at the end of the Trail. These prizes include a rechargeable flashlight, rain
poncho, and an Elgin County cowboy hat.
The County showcase requires participation from County staff and the local community.
Over the five day period, September 21 to 25 County staff, numbers ranging between
25 to 35, will be required to assist with the Exhibit. Consequently, departments are
planning their staff schedules accordingly. It should be noted that the County is planning
on having approximately ten volunteers from the local community to assist with the
Exhibit to help with various tasks during the event.
To date, the Elgin County IPM Exhibit Committee is on schedule and within the
allocated budget of $187,000 to meet County Council's objectives of having a showcase
that will reflect the progressive nature and spirit of Elgin County. This budget also
includes combined radio advertising with the IPM promotions committee as well as
specific ads to highlight and promote the County Exhibit.
CONCLUSION:
The IPM County Exhibit Committee has been working diligently to ensure the showcase
is a memorable experience for visitors and residents alike; and, that it reflects the
County as a progressive and inviting place to start a business or raise a family. County
staff has been working with the various IPM committees and the Ontario Ploughman's
Association, to coordinate the construction of the exhibit which is scheduled to start on
September 1 with the delivery of the tents. This event marks the 50 anniversary of the
Queen of the Furrow and the 50 Anniversary of the RV Park, both of which were
started here in Elgin County. The event is expected to draw anywhere from 100,000 to
150,000 people who will experience why Elgin County is "progressive by nature
RECOMMENDATION:
THAT, this report be filed and received as information.
All of which is Respectfully Submitted Approved for Submission
rritt
ents
Al
Lindsey M
IPM and E
Smith
General Manager
Economic Development
rdinator
Mark ona
Chief Administrative Officer
ElgmL
Pm,(rcSSI, bF 1'4ifure
FROM: Mark G. McDonald,
Chief Administrative Officer
DATE: July 12, 2010
REPORT TO COUNTY COUNCIL
SUBJECT: Sutherland Line /Ron McNeil Line Boundary Adjustment
INTRODUCTION /DISCUSSION:
Back in 2007, as part of the development process for the Dalewood Meadows area, a
minor reconfiguration was required at the intersection of Sutherland Line and Ron
McNeil Line. The main intent of the adjustment was to ensure access to the Dalewood
Meadows area and to create the first lot within the subdivision (within the city).
The boundary adjustment process was followed without objection and the order was to
be granted. However, the boundary adjustment was delayed as a result of two issues:
a delay in securing a survey for the area and the new requirement of consulting with the
First Nations Group. Consequently, the Ministry of Municipal Affairs and Housing
requested the process be re- initiated. The process was re- initiated without objection
and the order is ready to be granted.
CONCLUSION:
The County has no objection to this adjustment which is also supported by the
Municipality of Central Elgin. All that remains is housekeeping paperwork to complete
the transaction.
RECOMMENDATION:
THAT the Chief Administrative Officer /Clerk be authorized and directed to issue a
statutory declaration in the matter of the boundary adjustment between the City of St.
Thomas and the Municipality of Central Elgin within the County of Elgin; and,
THAT the necessary by -law be prepared.
Approved for Submission
Mark G. Mc
Chief Administrative Officer
Fikfoas51i: I�.t rL'!I!lfV
FROM: Stephen Francom
Manager of Archives
DATE: July 5, 2010
SUBJECT: Archives Acquires Unique Portrait of Colonel Thomas Talbot
INTRODUCTION:
This report informs Council of a unique acquisition made by the Elgin County
Archives pertaining to Colonel Thomas Talbot.
DISCUSSION:
REPORT TO COUNTY COUNCIL
The Elgin County Archives has acquired by donation a unique watercolour
painting depicting Colonel Thomas Talbot in the interior of his home, created
circa 1850 by his nephew, Sir Richard Airey. The painting is of national
significance, as it is the only verified contemporary portrait of Colonel Talbot and
provides a unique detailed view of the interior of his home.
The painting has been submitted to and certified by the Canadian Cultural
Property Export Review Board as having met the criteria for "outstanding
significance and national importance" outlined in the Cultural Property Export and
Import Act. This represents the Archives' first certified Cultural Property
acquisition since it was designated as a "Category A" institution by the Canadian
Cultural Property Export Review Board.
CONCLUSION:
The Archives will host a public event in October, 2010 at which time the painting
will be formally unveiled and the donor officially recognized.
RECOMMENDATION:
THAT this report be received and filed as information.
All of which is Respectfully Submitted
Stephen 1rancom
Manager of Archives
Off
:rian Masschaele
Director of Community and Cultural Services
Approved for Submission
Chief Administrative Officer
Ells :s 3
7': "0t4s3ipL' i�j iW_
INTRODUCTION:
DISCUSSION:
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: July 6, 2010
SUBJECT: Library Summer Reading Club Awards for 2009
The Elgin County Library system has established a tradition of excellence with its
annual TD Summer Reading Club. This report informs Council that this tradition
continues with news that three branches have received national recognition for
the quality of their 2009 program.
Staff are pleased to inform Council that the West Lorne and Rodney branches of
the Elgin County Library have won second prize from Library and Archives
Canada for the quality of their 2009 TD Summer Reading Club (SRC). This is a
significant achievement given that several hundred libraries across Canada
participate in the program. The award comes with a $2,000 prize which will be
used for the benefit of the West Lorne and Rodney branches.
Staff also wish to inform Council that for the third year in a row, the Springfield
Library has been recognized for the quality of its program with an honourable
mention in 2009. As Council is aware, Springfield received honourable mention
in 2008 and received first place in 2007, the inaugural year for the awards. The
Elgin County Library is the only system in Canada to have received such
recognition in the first three years of the awards program in what is a highly
competitive process on a national stage.
Branch staff at West Lorne, Rodney and Springfield, and indeed all of the
County's branches, should take great pride in the quality of their SRC programs
which are having a positive impact on youth across the County. The library's
success with the SRC is a true team effort, beginning with a committee of
Children's Programmers and branch staff who order the necessary supplies in
accordance with the annual theme, branch supervisors who make sure the
necessary resources are in place and branch staff who handle registrations and
deliver the program.
CONCLUSION:
Council can expect a report in the fall regarding the results of the 2010 Summer
Reading Club which has the theme "Destination Jungle" but initial indications are
that the program is again very successful and could again produce award
winning results.
RECOMMENDATION:
THAT a $2,000 prize for the West Lorne and Rodney branches of the Elgin
County Library from Library and Archives Canada for the 2009 TD Summer
Reading Club be used to support activities in these two branches; and,
THAT the Warden issue a letter of congratulations to the appropriate library staff.
eimpo of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
Approved for Submission
Mark
Chief Administrative Officer
1 4 1 Library and Archives
Canada
Assistant Deputy Minister
Resource Discovery Sector
Gatineau, Quebec
K1A ON4
Janet Given
West Lorne Rodney Branches
Elgin County Public Libraries
160 Main St., PO Box 10
West Lorne ON NOL 2P0
Dear Ms. Given:
Congratulations your Agent 2009 program has won second prize in the TD Summer
Reading Club Library Awards! You will receive $2,000.00 to invest in your library.
The prize will be officially presented at the Canadian Library Association conference in
Edmonton on Saturday, June 5, 2010. The presentation will be made at the closing session
at 11:00 a.m.
If you are planning to attend the Conference and will be at the closing session, please
confirm with Awards Coordinator, Linsey Hammond <linsey hammond @ocdsb.ca> and
we will contact you with further details about the presentation and reserved seating.
If you cannot attend the conference, you will receive the cheque and a plaque honouring
your library's achievement by mail. In either case, would you send a photo by email of the
person most responsible for the program for inclusion in the Awards presentation program.
Congratulations once again on your excellent program and best wishes for future programs
in the TD Summer Reading Club!
Yours sin
C
Bibliotheque et Archives
Canada
Sous ministre adjoint
Secteur de l'exploration des ressources
Gatineau (Quebec)
KIA ON4
Jean- o en Piche
Ae Assistant Deputy Minister
rce Discovery Sector
1'41, REPORT TO COUNTY COUNCIL
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FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: July 9 2010
SUBJECT: Elgin County Library 75 Anniversary in 2011
INTRODUCTION:
This report informs Council that the Elgin County Library will be celebrating its
75 anniversary in 2011 and seeks authorization to proceed with planning for
formal celebrations.
DISCUSSION:
The Elgin County Library system was originally formed in 1936 as the Elgin
County Library Association representing existing libraries in Bayham, Rodney,
Shedden, Sparta and West Lorne. Since that time, the system has evolved to
comprise today's ten branches under the administration of the County. With the
75 anniversary of the system approaching in 2011, staff would like to engage in
formal celebrations to mark this significant achievement.
Members of Council will recall that the Elgin County Library is participating in a
partnership agreement with the Foundation for Rural Living for the placement of
a Rural Development Officer (RDO) which began in late March and will extend
until October 15 2010. One of the primary tasks of this individual is to assist
with planning for the library's anniversary.
To date, the RDO has convened a committee comprised of library staff and one
library patron to suggest ideas for celebrations in 2011. To date, these ideas
include:
1. Kick Off Reception
2. Closing Ceremony
3. "What's Your Library Story" Contest
4. Video booth
5. Challenge 75 75 library activities to be completed
6. Continuing Story (online)
7. Anniversary Brand Promotional Items
8. Virtual Exhibit
9. Stand alone /Static Display
10. PowerPoint presentation
Additionally, branches will be invited to hold an Open House on Thursday, April
28, 2011, and create a Memory Board display, which will include submissions
from the "What's Your Library Story" contest.
Among the RDO's tasks, and pending Council's approval, is to engage in a
fundraising strategy with community partners to subsidize these celebrations.
Staff recommend that this campaign have a goal of $10,000 before the end of
2010. Nevertheless, staff recommend that the County also be a major financial
sponsor of these celebrations. Staff therefore recommend that as much as
$15,000 be allocated from funds already in place from the Elgin County Library's
operating reserve between 2010 and 2011 with the hope that some of this
amount can be off -set through additional fundraising beyond the $10,000 goal.
The total budget for anniversary celebrations will therefore be a maximum of
$25,000.
CONCLUSION:
The 75 anniversary of the Elgin County Library in 2011 will provide an
opportunity to celebrate the important contributions the system has made to the
quality of life for residents of Elgin County over the years. It will be an
opportunity to acknowledge patrons, donors, members of Council and staff (past
and present) who have all contributed to the system's success and will give the
public an opportunity to take pride in their libraries.
RECOMMENDATION:
THAT staff be authorized to engage in formal planning and events for the 75
anniversary of the Elgin County Library; and,
THAT staff be authorized to engage in community fundraising to support
anniversary celebrations with a goal of raising at least $10,000 by the end of
2010; and,
THAT up to $15,000 be allocated from the Library Operating Reserve between
2010 and 2011 to support these celebrations.
All of which is Respectfully Submitted
Brian"Masschaele
Director of Community and
Cultural Services
Chief Administrative Officer
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DATE: July 8, 2010
DISCUSSION:
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
Alan Smith, General Manager of Economic Development
SUBJECT: Collaborative Support for The Arts Cookery Bank
INTRODUCTION:
The Arts Cookery Bank in West Lorne opened to the public on July 17 2010.
This report updates County Council on the extent of support that the County has
provided to this exciting project since Council approved a collaborative
partnership in March 2008.
The Arts Cookery Bank project is a volunteer- driven initiative which has as its
goal the enhancement of rural economic development in the region through
cultural heritage tourism, focusing specifically on the municipalities of Dutton
Dunwich, Newbury, Southwest Middlesex and West Elgin. The Bank, located in
West Lorne in a former Bank of Montreal branch and a relocated 19th century
barn, promotes rural living through interpretation of local photographic collections
and cooking experiences based on local foods. It strives to attract cultural
tourists, enhance understanding of local culture and the local agricultural
economy while creating "pride of place" for local residents.
County Council has been a strong supporter of this cultural and economic
development project, approving the following recommendations at the March
25th, 2008 session:
"THAT the County of Elgin enter into a collaborative partnership with the "The
Arts Cookery Bank... A Community Heritage Centre" in West Lorne through
the provision of in -kind support in the areas of economic development, tourism,
marketing and heritage interpretation;
AND THAT this partnership be reviewed by staff on an annual basis with any
change in status reported to County Council."
Staff are pleased to report that the collaborative partnership between the County
and the Bank remains very strong and has included the following support over
the past two years:
The Elgin County Archives has facilitated the digitization and use of
hundreds of photographs for historical interpretation at the Bank. The
Archives and the Bank have made significant progress on an innovative
project that involves the virtual display of archival photographs on -line and
at the Bank, with contextual information then linked back to the Archives'
database.
The Curator of the Elgin County Museum has provided extensive advisory
assistance regarding database development and the design of interpretive
spaces at the Bank, including criteria for selection of materials for display.
The Museum has also loaned panels from previous exhibits for display.
Economic Development has provided extensive assistance with tourism
and marketing efforts. This includes a recent jointly- sponsored rural
economic development and tourism "boot camp" that attracted a wide
array of business and community representatives from the area. The
County is also paying full costs for six tourism directional signs located on
County roads.
The Bank, too, has provided the County with excellent collaborative support. In
many ways, it is serving as an "incubator" of ideas for fostering the creative
economy and culturally- driven economic development. Extensive guidance to
the County's cultural asset map has been provided utilizing the Bank's previous
experience with its Cultural Resource Map. Volunteers at the Bank have also
encouraged donations of photographs to the Archives where they can be
properly managed and then made available back to the Bank. Furthermore,
representatives of the Bank have provided direct support to the County's exhibit
at the International Plowing Match. Finally, the Bank is evolving into an
important distribution centre for tourism and economic development information
put out by the County.
CONCLUSION:
The future of the County's collaboration with The Arts Cookery Bank remains
very bright. All of the aforementioned support will continue and grow. In
particular, the Department of Community and Cultural Services will be devoting
significant effort towards enhancements to the Bank's Cultural Resource Map
which will be formally linked to the County's emerging cultural asset map. These
enhancements include on -line photographs and videos of mapped sites. Based
on the progress the organization has made thus far, staff have no doubt that this
attraction will be highly successful for many years to come.
RECOMMENDATION:
THAT this report be received and filed as information.
All of which is Respectfully Submitted Approved for
Brian asschaele
Director of Community and
Cultural Services
Alan S"'ith
General Manager of Economic Development
Chief Administra ive •'icer
F,W,i'CSiip•` LI d
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak
Deputy Director of Engineering Services
DATE: July 5, 2010
SUBJECT: Pedestrian Crossing Study John Street at South Street, Aylmer
INTRODUCTION:
The County of Elgin has received a request from the Town of Aylmer to review the site
conditions and warrants for a controlled pedestrian crossing on John Street (County
Road #73) at South Street in Aylmer.
DISCUSSION:
The intersection of John Street and South Street in Aylmer is located immediately north
of the McGregor Public School and is currently serviced by a school crossing guard to
assist school children across John Street before and after school.
County staff completed a pedestrian crossing study at this location on June 15, 2010.
The results of that study concluded that a total of 240 pedestrians crossed John Street
between 7:30 a.m. and 6:00 p.m.
Of the 240 pedestrians, 176 were assisted by the school crossing guard and 90% of all
street crossings occurred between the times of 8:00 9:00 a.m. and 2:30 4:00 p.m.
The study results concluded that technical warrants were met to justify a crossing
protection device. The warrant was met based upon the volume of children under 12
years of age crossing John Street combined with vehicular volumes present on John
Street.
Although an Intersection Pedestrian Signal (IPS) is technically warranted, existing
conditions and the crossing's purpose challenge the justification to install an IPS. The
existing school crossing and guard provide the most effective, efficient and least
expensive method to safely move school children across John Street.
Similar studies were completed at this location in 2003 which concluded very similar
results. At that time, County Council recommended not to install an IPS and continue to
utilise a school crossing guard since most of the pedestrians were school children
attending school, and that parents would prefer that a trained adult assist their children
in crossing the road.
On February 11 2002, County Council adopted the following pedestrian crossover
policy:
1. The installation of pedestrian crossovers will be considered on county roads
upon the request of the local municipal council in which the crossing is to be
located.
2. If, in accordance with Ontario Traffic Manual guidelines, the proposed crossover
meets justification criteria, 100% of the capital costs will be borne by the County
and 100% of the operational costs borne by the municipality.
3. If the proposed crossover does not meet the justification criteria and the
municipality recommends its installation, then 100% of the capital cost and 100%
of the operational costs will be borne by the Municipality.
If Council decided to install an Intersection Pedestrian Signal (IPS) on John Street at
South Street, the following should also be considered:
The capital cost (borne by the County per policy) is estimated at $100,000 and is
currently not included the 5 year Capital Plan.
The annual operational costs (borne by the Town of Aylmer per policy) is estimated
at $2,000.
Parking restrictions imposed by an IPS would affect the existing school bus loading
zone currently on John Street, south of South Street.
Pedestrians crossing South Street on either side of John Street would remain
unprotected.
It is advised that the school instruct their students on the proper use of the IPS on an
annual basis.
Vehicular traffic on John Street may be negatively impacted. Rather than a school
crossing guard assisting groups of children across John Street, each student may
trigger the IPS to cross, causing more delays for motorists.
All pedestrian studies have concluded that most of the pedestrian crossings occur
during the school day, and more specifically, at the beginning and end of each
school day. The IPS will be operational 24 hours a day for every day of the year.
CONCLUSION:
The Town of Aylmer has requested the County of Elgin review the intersection of John
Street and South Street with respect to pedestrian movements. A pedestrian study was
completed on June 15 2010. The results of the study met technical warrants for the
consideration of an Intersection Pedestrian Signal (IPS).
Although an IPS is warranted by the number of children crossing John Street, staff does
not support the installation of an IPS for the reasons described in this report.
Essentially, the existing school crossing and crossing guard is the most effective,
efficient and least expensive solution to allow school children to safely cross John
Street.
RECOMMENDATION:
THAT this report be received and filed; and,
THAT a copy of this report be sent to the Town of Aylmer.
All of h is Respectfully Submitted,
Peter Dutchak
Mar cDonald
Deputy Director of Engineering Services Chief Administrative Officer
a nk1/410\,...
Clayton Watters
Director of Engineering Services
COMPANY
TENDER BID (inclusive of HST)
Gary D. Robinson Contracting Limited
$463,175.70
Murray Mills Excavating
$735,596.17
Birnam Excavating Limited
$878,411.23
Elgin r—
,nrt•„ress o•.li Nar:
FROM: Peter Dutchak, Deputy Director of Engineering Services
Sonia Beavers, Purchasing Coordinator
DATE: July 6, 2010
SUBJECT: Glen Erie Line Slope Rehabilitation
INTRODUCTION:
As part of the approved 2010 Capital Budget, tenders were advertised as per the
County's Procurement Policy and submissions were received until Tuesday, July
6, 2010 for the Glen Erie Line Slope Rehabilitation, Contract No.6090- 07 -01.
DISCUSSION CONCLUSION:
REPORT TO COUNTY COUNCIL
Three companies submitted bids for the Glen Erie Slope Rehabilitation Tender as
follows:
Gary D. Robinson Contracting Limited submitted the lowest bid for the Glen Erie
Line Slope Rehabilitation Tender at a total price of $463,175.70, inclusive of HST
and a $35,000 contingency allowance. The work is located on Glen Erie Line
(Elgin County Road 42) in the Municipality of Bayham in three different work
locations. The approved capital budget allocation for this project has $288,000
remaining, therefore, the lowest submitted bid exceeds the available project
funds by approximately $175,000.
Since the initial slope failure was identified, two additional slope failures have
occurred on Glen Erie Line and all three are being addressed in these proposed
works. Since the project now has expanded to include three slope repair
projects, the tender price exceeds the original project estimate, that only
contemplated one slope repair location.
Council has the option to work within the existing budget allocation for this
project, however, only two of the three slope repairs could be completed in 2010.
The remaining slope would continue to be monitored and Glen Erie Line may be
closed at any time if conditions change that threaten public safety. A separate
project to complete the final slope repair would be included in the 2011 Capital
Budget.
Another option for Council, and staff's recommendation, is to proceed with all
three slope repairs at this time and allocate the additional $175,000 required from
the Talbot Line Rehabilitation project account (6200- 10 -02), since favourable
tender pricing has created efficiencies for this project of this magnitude.
As per the County of Elgin's Purchasing Policy, if change orders are required and
the cost increases above the tender amount approved by Council by less than
10 and the amount is within the overall budgeted project amount, work will
proceed upon authorization by the Director. However, if the cost increases
above the tender amount approved by Council by more than 10 the Director
will prepare a further report to Council outlining the expenditures.
RECOMMENDATION
THAT Gary D. Robinson Contracting Limited be selected for Glen Erie Line
Slope Rehabilitation, Contract No. 6090 -07 -01 at a total price of $463,175.70,
inclusive of HST and a $35,000 contingency allowance; and,
THAT $175,000 be allocated to the Glen Erie Line Slope Rehabilitation project
account from the Talbot Line Rehabilitation project account, 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 Gary D. Robinson Contracting Limited for the Glen Erie Line
Slope Rehabilitation, Contract No. 6090- 07 -01.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak
Deputy Director of Engineering Services
Sonia Beavers
Purchasi ,g Coordinator
Clayton Wafters
Director of Engineering Services
Mar
Chief Administrative Officer
In
,P'd,' lC351v: U�i
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: July 13, 2010
SUBJECT: Traffic Signals Tender Award Pre approval
INTRODUCTION:
As part of the approved 2010 Capital Budget, tenders were advertised on July
13, 2010 as per the County's Procurement Policy and submissions will be
received until August 4, 2010 for the supply and installation of traffic signals at
the intersection of John Street and Beech Street in the Town of Aylmer.
This report seeks pre approval to permit staff to award the tender so that the
project is not delayed.
DISCUSSION CONCLUSION:
RECOMMENDATION
REPORT TO COUNTY COUNCIL
The 2010 Capital Budget has allocated $300,000 to install traffic signals at the
intersection of John and Beech Streets in Aylmer. The tender will be advertised
until August 4 2010. The next regular County Council meeting is scheduled for
September 14, 2010 when the tender would normally be awarded by Council.
The County's consultant has indicated that there may be as much as a 90 day
delivery time for some of the materials required for the project, therefore, time is
of the essence to complete the project in 2010.
Staff, therefore, requests the authority to award the tender so long as County
policies are adhered to, the lowest price is selected and the awarded price is
within the budget allocation, so that the project is not unnecessarily delayed.
Tender results will be reported to Council at their September 14 meeting.
THAT staff is authorized to award the John Street and Beech Street Traffic
Signal tender to the lowest bidder provided that the awarded price is within the
budget allocation; and,
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement with the lowest bidder for the John Street and Beech Street Traffic
Signal tender, Contract No. 6200- 10 -01.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G.
Deputy Director of Engineering Services
axi,tbm
Clayton Watters
Director of Engineering Services
Chief Administrative Officer
FROM: Leesa Shanley
Court Services Supervisor
DATE: July 13, 2010
SUBJECT: Court Facilities Space Review
INTRODUCTION:
DISCUSSION:
REPORT TO COUNTY COUNCIL
As a result of concerns from tenants, a review of court facilities due to
overcrowding on First Appearance and regular trial dates was completed.
On May 28, 2010 the docket listing had 473 matters which equates to
approximately 500 people in attendance for Court proceedings. The capacity of
the county facility is about 45 people, leaving approximately 455 people standing
by. In addition, defendants line up in the hallway to meet with Duty Counsel and
the Prosecutors, which can impede access to tenants.
Regular Court sittings can have upwards of 50 matters scheduled which would
equate to approximately 60 people in attendance; while not as extreme it is still
over capacity for the building.
Several factors add to the congestion issues such as; poor air circulation in the
halls, no refreshment available during prolonged wait times, noise in the hall
filters into the courtroom causing distractions, insufficient parking space, and
accessibility standards.
Short-term solutions were sought for implementation by June 25 which had 341
matters on the docket. The first change had the Duty Counsel meetings moved
from the main floor to the lower level lunchroom. To make this effective Duty
Counsel is required to send two lawyers instead of one. The installation of
speakers in the lunchroom and lounge and the purchase of a "take -a- number"
system with numerous signs directing people to the lower level were also
required. Further, laptops are needed in the lower level lounge and in the
courtroom to allow for email communication between the two Duty Counsel. The
changes implemented lessened the congestion on the main floor.
The second solution, which comes into effect at the August 27 sitting of court, is
a tier system for First Appearance dates which would have defendants arriving
for start times of 9:00 am, 10:00 am and 1:30 pm, with specific matters on each
tier. The tier system will be reviewed.
RECOMMENDATION:
THAT the report be received and filed.
All of whit
Lee-a Shad y
Curt Services Supervis
Bundschuh
Director of Financial Services
ully s ubmitted Approved for Submission
Chief Administrative Officer
INTRODUCTION:
DISCUSSION /CONCLUSION:
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh Director of Financial Services
DATE: July 15 2010
SUBJECT: Budget Comparison June 2010
Attached is the budget comparison for May 2010 for the County showing $42,000
favourable performance for the month.
Highlights of the budget performance are as follows:
Line 17 Engineering Services: $21,000 favourable performance predominately
resulting from $16,000 favourable performance in fees with the balance coming
from operating costs.
Line 18 Homes: Total negative performance of $27,000. 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.
RECOMMENDATION:
THAT the report titled "Budget Comparison June 2010" dated July 15 2010
be received and filed.
Respectfully Submitted Approved for
7
Jim Bundschuh
Director of Financial Services
Mark
Chief Administrative Officer
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RECEIPTS
RECEIPTS
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6,049
23,309
46,046
26,327
37,317
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(7,053,141) 8,692,179 1,639,038
(15,341) 189,379 174,038
(66,619) 1,110,919 1,044,300
0 307,283 307,283
(645,610) 615,669 (29,941)
(150,320) 143,496 (6,824)
(2,728,355) 3,808,215 1,079,860
(148,229) 580,935 432,706
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RECEIPTS
RECEIPTS
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh Director of Financial Services
DATE: July 15, 2010
SUBJECT: Revised Royal Canadian Legion Tax Relief
INTRODUCTION:
At the June 22, 2010 meeting, Council approved the County to 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. After a legal review, it was determined that the County cannot delegate this authority
to the municipalities.
DISCUSSION:
Although Council cannot delegate this authority to the municipalities, it can do so to the
County Treasurer. The process for a Legion to receive tax relief would be as follows:
Application for relief made to local municipality.
Local municipal council considers application for approval.
Local municipality forwards locally approved requests to the County Treasurer for
County approval.
Local municipality informs Legion of status of tax relief request.
CONCLUSION:
The proposed change adds minimal workload to staff at both the County and the
municipalities and from the perspective of the Canadian Legion, it would appear identical
to the process proposed on June 22, 2010.
RECOMMENDATION:
THAT all contradictory motions be rescinded; and,
THAT the County authorize and delegate the County Treasurer 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
Bundschuh
rector of Financial Services
Approved for Submissi• n
Chief Administra ive Officer
CORRESPONDENCE July 27, 2010
Items for Consideration (ATTACHED)
1. Carolyn Downs, City Clerk, City of Kingston with a resolution seeking support for the
federal government to reconsider their position and not close prison farms in Kingston.
2. Draft Letter of Support from SCOR Re: Ontario Market Investment Fund Application.
/ki
Cc: Councillor R. Matheson
File No.
Office of the City Clerk
The Corporation of the City of Kingston
216 Ontario Street, Kingston, ON K7L 2Z3
Phone: (613) 546 -4291 ext. 1247 Fax: (613) 546 -5232
Yours truly,
Carolyn Downs
City Clerk
WE
JUL 0 3 2010
COUNTY OF ELGIN
ISTRATIVF,,SFlfICE5
June 16, 2010
TO: ALL MUNICIPALITIES IN ONTARIO WITH A POPULATION OVER 50,000
Dear Sirs:
RE: MOTION (4) RECONSIDER POSITION AND NOT CLOSE PRISON FARMS IN
KINGSTON FULL PUBLIC REVIEW
I would conflini that at the regular meeting of Kingston City Council held on June 15, 2010, the
following Motion (4), was approved:
(4) Moved by Councillor Matheson
Seconded by Councillor Glover
WHEREAS the prison farms at Frontenac and Pittsburgh institutions provide milk, eggs, and meat for 14 penitentiaries in
Ontario and Quebec saving Canadian taxpayers from having to pay for this food for prison inmates; and,
WHEREAS the prison farms provide inmates with real work to do while they serve their time, contribute to their
rehabilitation, and allow them to "pay their way through agriculture and,
WHEREAS on -going community efforts to save the prison farms have gathered increasing support both in Kingston and
across the country; and,
WHEREAS Kingston City Council wishes to make it absolutely clear to the federal government that we believe that the
prison farms are a positive and productive element of our community and should not be closed;
THEREFORE BE IT RESOLVED THAT City Council ask the federal government to reconsider its position and not close
the prison farms in Kingston, and that a moratorium on the prison farm closures be put into place until a full public review
of this decision takes place;
andfurther-
THAT a copy of this motion be sent to the Prime Minister, the Attorney General of Canada, and the Minister of Public
Safety, as well as the leaders of the opposition parties, and their appropriate critics for this portfolio, and all municipalities
over 50,000, FCM, AMO, and Correctional Services Canada, asking for their support.
CARRIED
cdowns Q cityofkingston.ca
July XX, 2010 draft letter of support
Ontario Market Investment Fund
Ontario Ministry of Agriculture, Food and Rural Affairs
1 Stone Road West, 4 NW
Guelph, ON N1G 4Y2
To Whom It May Concern:
Re: OMIF Application
The County of fully supports in principle the application made by the Ontario
Fruit and Vegetable Growers Association (OFVGA) and the South Central Ontario
Economic Development Corporation (SCOR) for funding to support its project
Accessing the Marketplace.
This project is a priority for action in the SCOR Strategic Management Plan.
South Central Ontario Region Economic Development Corporation (SCOR) is a not -for
profit corporation. Its five members are the five Counties of Brant, Elgin, Middlesex,
Norfolk and Oxford. Working with community partners such as the Community Futures
Development Corporations (5) in the region, business and community stakeholders from
across the region and a large number of community volunteers (120) with diverse
expertise, SCOR developed its strategic management plan to revitalize and diversify the
regional economy. Other accomplishments include development of regional knowledge
and resource material including an economic data base, economic profile and regional
mapping all in partnership with OMAFRA and all of which are available on the SCOR
website (www.scorregion.com).
OFVGA has agreed to act as Project Leader and is working closely with SCOR and
several other regional and provincial organizations to implement this project.
The County, a member of SCOR, recognizes the importance of this project to the future
prosperity of our rural economy and, in particular, the agricultural sector.
Sincerely,
CORRESPONDENCE July 27, 2010
Items for Information (Consent Agenda) (ATTACHED)
1. Media Release from Ontario Good Roads Association re: Minimum Maintenance
Standards (MMS) Litigation Fund Well Accepted by Ontario Municipalities.
2. Media Release from St. Thomas -Elgin General Hospital re: Renovations Underway
to Improve the Waiting Room and Triage Area in the STEGH Emergency
Department.
3. Hon. Jim Bradley, Minister, Municipal Affairs and Housing announcing October 17-
23, 2010 as Student Vote and Local Government Week.
4. Micheline Riopelle, Director, Municipal Services Officer Western, Ministry of
Municipal affairs and Housing with information on 2010 Ontario West Municipal
Conference.
5. Dennis Travale, Chair, SCOR Economic Development Corp. announcing date of
Inaugural Annual General Meeting for SCOR Inc. (agenda attached)
6. Laura Woermke, Executive Director, St. Thomas -Elgin Public Art Centre thanking
Council for continued support. (St. Thomas Elgin Public Art Centre summer
newsletter enclosed separately)
6355 Kennedy Road, Unit 2
Mississauga, Ontario L5T 2L5
905 795 -2555
FOR IMMEDIATE RELEASE
MINIMUM MAINTENANCE STANDARDS (MMS) LITIGATION FUND WELL ACCEPTED BY
ONTARIO MUNICIPALITIES
Mississauga, ON Support by Ontario municipalities to OGRA's efforts to build up a legal defense fund
has been extremely positive.
OGRA learned in April that an application had been filed with the Superior Court in an attempt to have
the Minimum Maintenance Standards declared void. The MMS are critical for municipalities when
mounting a defence against spurious law suits stemming from accidents on municipal roads.
In May, the OGRA Board of Directors directed that the Association request intervenor status and
directed that a letter be sent to every Ontario municipality requesting a 10¢ per- capita contribution to
cover legal expenses.. Over the last few weeks, numerous Municipalities have come forward and
contributed to The MMS Litigation Fund and more are expected as the request works through the normal
Council cycle.
OGRA's President, J. Paul Johnson, is pleased with the support. "We appreciate that municipal budgets
are stretched and we are happy that municipalities are recognizing that a contribution now could save
significant money in the future."
"The support Municipalities are providing to the fund will greatly assist OGRA in fighting this application
on behalf of all our members," stated Executive Director Joe Tiernay. "Any funds not used will be
refunded back to contributing municipalities on a pro -rated basis."
The mandate of the Ontario Good Roads Association is to represent the infrastructure interests of
municipalities through advocacy, consultation, training and the delivery of identified services.
For more information, please visit the OGRA website at www.ogra.orq or contact Joe Tiernay, Executive
Director, at 905 795 -2555 or ioe(c�ogra.orq.
-30-
44 St. Thomas -Elgin
General Hospital
Working Together for Your Good Health
For Immediate Release
July 9, 2010
Renovations Underway to Improve the Waiting Room and Triage Area
in the STEGH Emergency Department
St. Thomas, ON Renovations are underway to improve the St. Thomas Elgin General Hospital's (STEGH)
Emergency Department waiting, reception and triage areas. The 12 -week project will be a win -win for both
patients and staff. Newly installed sliding doors will separate the new triage area and main waiting room,
providing patients and staff with increased privacy, security and infection control all vital improvements.
Construction began July 5 and the project will be complete mid October.
"We are very excited about the STEGH Emergency Room triage and waiting room renovations," says Dr.
Elizabeth Haney, Chief of Emergency Medicine at STEGH. "These improvements will enhance patient flow,
protect patient privacy and confidentiality, improve infection control and improve staff safety."
During construction, the Emergency Department will remain open 24/7 with no significant change for patients
needing to access emergency services.
This cost of the essential renovations will be approximately $800,000. The STEGH Foundation will finance the
majority of the project through the Dr. Stan Hagerman Fund, initiated a number of years ago to support
improvements to the Hospital's Emergency Department.
"The Emergency Department plays a critically important role, not only to our hospital, but to the broader
community it serves. With over 38,000 Emergency visits each year, the Foundation's Board of Directors
recognized the need to support this project," explains Steve Knipe, President of the St. Thomas Elgin General
Hospital Foundation. "Thanks to a committed local community, the Foundation was in a strong position to
support the large part of the costs associated with these much needed renovations with the majority of funds
being donated in memory of Dr. Stan Hagerman. Thank you to everyone who contributed so generously."
Renovation Highlights:
New Triage and Registration will be brought closer together to enhance patient flow
New dedicated Triage area will help protect privacy, confidentiality and improve infection control
Controlled glass sliding doors adjacent to the triage desk and registration will provide staff with added safety
o More comfortable seating in the waiting area
For more information contact:
Cathy Fox, Communications and Public Relations Specialist
St. Thomas Elgin General Hospital
519 631 -2030 Ext. 2191 cfox(a stegh.on.ca www.stegh.on.ca
Allan Weatherall, Director of Development
St. Thomas Elgin General Hospital Foundation
519 631 -2030 Ext. 2247 aweathersteqh.on.ca
-30-
r Ontario B: TIIE MUNICIPAL EXPERTS
AMCTO
Date:
To:
Subject:
July 2010
Stude
VE
JUL 0 3 2010
All Heads of Council, Members of Council, CAO's and Department Heads COUNTY OF ELG
Student Vote and Local Government Week October 17 -23, 2010 ADMINISTRATIVE SERVICES
To mark the 2010 municipal elections, Local Government Week is partnering with Student Vote to run the
first ever province -wide municipal election program for youth under the voting age. The Student Vote
program will be the focus for school activities during Local Government Week on October 17 23, 2010,
allowing Municipal Officials time to concentrate on preparing for the local elections.
As in previous years, Local Government Week provides the opportunity for students to learn about our
municipal governments. Our partnership with Student Vote this fall will help engage students in the local
election process.
Student Vote is a non profit, non partisan organization that works with educators to engage young
Canadians in the democratic process. During official election periods, Student Vote provides a real -life
parallel election experience for youth under the voting age to help encourage the habit of voting that will last
a life time. Since 2003, more than two million students across Canada have participated in Student Vote
parallel elections.
Participating schools will receive a Student Vote election kit with resources, an electoral guide, and posters,
along with other Local Government Week resource guides. Teachers are encouraged to use the suggested
activities with their classes to study the democratic process, local candidates, and issues.
Attached is a Local Government Week- Student Vote poster and pamphlet to promote and learn more about
this year's program. A Local Government Week resource guide on CD for municipalities and schools to
learn about other classroom activities is also included. While the focus of the 2010 Local Government Week
activities leading up to the elections is the Student Vote program, municipalities can engage and plan
activities with schools after the elections, during the remainder of the school year. To learn more and to tell
us about activities your municipality may plan with schools after the elections, please visit: amcto.com.
For more information about Student Vote, please visit: studentvote.ca, or call 1- 866 488 -8775.
Join us in celebrating Local Government Week 2010, and encourage schools to participate in the Student
Vote 2010 municipal election program.
Thank you.
Jim Bradley
Minister
Municipal Affairs and
Housing
c.c. Municipal Clerk
Tony Haddad
President
Association of Municipal
Managers, Clerks and
Treasurers of Ontario
Peter Hume
President Taylor Gunn
Association of Municipalities Student Vote
of Ontario
Ministry of
Municipal Affairs
and Housing
Municipal Services Office Bureau des services aux municipalites
Western region de I'Ouest
659 Exeter Road, 2'' Floor
London ON N6E 1L3
Tel. (519) 873 -4020
Toll Free 1- 800 265 -4736
Fax(519)873 -4018
Ministere des
Affaires municipales
et du Logement
659, rue Exeter, 2 etage
London ON N6E 1L3
Tel. (519) 873 -4020
Sans frais 1 800 265 -4736
Telec (519) 873 -4018
e Ontario
July 7, 2010
To: Mayors, Reeves, Wardens and Members of Council
RE: 2010 Ontario West Municipal Conference
It is with great pleasure that I announce the upcoming Ontario West Municipal
Conference to be held at the Four Points By Sheraton in London on December 8
9 2010. The Ministry of Municipal Affairs and Housing has hosted this successful
conference for many years, the last seven in partnership with the Association of
Municipalities of Ontario (AMO).
I am writing you today with this invitation to the 2011 -2014 elected members of council
and staff to mark these dates in their calendars.
Our conference attracts elected officials from upper, lower and single tier municipal
councils, senior municipal staff and agencies associated with municipal and provincial
governance from across Western Region. Last year's two day format was a success
and we are looking forward to repeating that success with an agenda of sessions that
will meet the needs and interests of our municipal partners. This year's theme is
"Transforming Today for Tomorrow We are featuring John Dorland as our keynote
speaker. John has delivered diversity training for more than ten years and he is an
inspiring speaker whose sharing of first -hand life experiences powerfully conveys the
value of "inclusion
My staff will be sending periodic emails to your Clerk with further details about
registration which will be done on -line by AMO at www.amo.on.ca The cost per
registrant is $225.00 plus HST. If you have any questions, please do not hesitate to
contact myself or our conference co- chairs, Dwayne Evans at (519) 873 -4695 or
Luanne Phair at (519) 873 -4691 or toll free at 1- 800 265 -4736.
Micheline Riopelle
Director
Municipal Services Office Western
July 9, 2010
Warden Bonnie Vowel
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Warden Vowel,
RE: Inaugural Annual General Meeting
South Central Ontario Region Economic Development Corporation (SCOR Inc.)
Notice of the Inaugural Annual General Meeting is hereby given to the Members of SCOR
Economic Development Corporation as required by Article Seven of the By -law No. 2010 -01.
Date: August 25, 2010
Time: 7:00 pm
Location: Long Point Region Conservation Authority Boardroom,
4 Elm Street, Tillsonburg (see attached map)
Enclosed you will find:
Brant Ron Eddy
Elgin Bonnie Vowel
Middlesex Wesley Hodgson
SCOR MAILING ADDRESS
200 Broadway, 2 Floor, Tillsonburg, Ontario N4G 5A7 Canada
Telephone: (519) 842 -6428, Ext. 3250 Fax: (519) 842 -9431
Web: www.scorregion.com Email: scorscorregion.com
RECEIVE
D The Agenda for the meeting;
D Statements of financial operations;
D Budgets for the calendar year 2010 and 2011;
D The by -law of the Corporation;
D The Resolutions proposed for consideration of the Member Municipalities;
D The SCOR Backgrounder;
D SCOR Accomplishments; and
D Directions to the meeting.
JUL 1 3 2010
MTV OF ELGIN
TR4TIVE SERVICES.
The participation of the Member Municipalities is set out in Article Six of By -law 2010-
01. Each Member Municipality has filed its proxy appointment form with the Corporation and
only those duly appointed proxies may vote at the AGM. Those identified proxies are:
Norfolk Dennis Travale
Oxford Paul Holbrough
A quorum of three (3) of the five (5) proxies must be present at the AGM.
Accordingly I ask that each of the proxies provide an RSVP to myself at
dennis.travale( norf olkcountv.ca no later than July 16, 2010.
Yours truly,
De 94 ravale
Chair
SCOR Economic Development Corp.
DT:mc
Attachments
cc: SCOR Board of Directors
SCOR Administration Committee
SCOR MAILING ADDRESS
200 Broadway, 2nd Floor, Tillsonburg, Ontario N4G 5A7 Canada
Telephone: (519) 842 -6428, Ext. 3250 Fax: (519) 842 -9431
Web: www.scorregion.com Email: scorscorregion.com
1. Call to Order
200 Broadway, 2 Flr, Tillsonburg, Ontario, N4G 5A7
Telephone (519) 426 -5870, Ext. 1220, Fax (519) 426 -7633
South Central Ontario Region (SCOR) Economic Development Corporation
ANNUAL GENERAL MEETING 2010
DATE: Wednesday, August 25, 2010
TIME: 7:00 P.M.
PLACE: Long Point Region Conservation Authority
Board Room
4 Elm Street, Tillsonburg
AGENDA
2. Adoption of Agenda for Annual General Meeting, 2010
Resolution AGM 2010 -01 (attached)
3. Report on the Affairs of the Corporation Chair Dennis Travale
4. Approval of the appointment of Directors of the Corporation
Resolution AGM 2010 -02 (attached)
5. Approval of the constating by -law of the Corporation being By -law No. 2010 -01
By -law No. 2010 -01 plus Resolution AGM 2010 -03 (attached)
6. Appointment of Auditors for the Corporation
Resolution AGM 2010 -04 (attached)
7. Report of the Secretary Treasurer on the Corporation's Finances and Budgets for 2010
2011
Statements of Operations (attached) plus Resolution AGM 2010 -05
Budget for 2010 and 2011 (attached) plus Resolution AGM 2010 -06
8. Confirmation of Acts of Directors
Resolution AGM 2010 -07 (attached)
9. New Business
10. Guest Speaker
11. Adjournment
Resolution AGM 21010 -08 (attached)
July 8, 2010
301 Talbot Street, St.Thomas, ON N5P 1B5 519.631.4040 Fax 519.631.4057
Members of County Council
C/O Elgin County Administrative Office
450 Sunset Drive,
St. Thomas, ON.
N5R 5V1
To Whom It May Concern:
Laura Woermke
Executive Director
St. Thomas -Elgin
PUBLIC
El
JUL 1 0 2010
CGU q+ T
come to
On behalf of the Board of Directors and the staff of the St. Thomas -Elgin Public Art
Centre, I would like to express my sincerest gratitude to the County of Elgin for your
continued support. Your support allows us to present quality exhibitions and
programming to our public and provides us with the opportunity to be creative,
responsive and entertaining and allows for considerable and necessary
contributions to the well -being of our community.
Please find enclosed the St. Thomas -Elgin Public Art Centre's summer newsletter, to
be distributed to Council at your convenience.
fax cover
DATE: 7/23/2010
Send to: Warden Vowel and County Councillors
Attention:
Office Location:
Fax Number: Call Group #s
D URGENT Li REPLY ASAP LI PLEASE COMMENT
COMMENTS:
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: 5
xM PLEASE REVIEW U FOR YOUR INFORMATION
Additional Items for Council Agenda of July 27, 2010
Reports of Staff and Council: (attached)
1. Deputy Director of Engineering Services Elm Street Culvert Replacement.
2. Marketing and Communications Coordinator Today in America Progress Report.
THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS
PRIVILEGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF THIS MESSAGE IS
NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT,
ANY DISSEMINATION, DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU
HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE ANY PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY
TELEPHONE
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519 631 -1460
Fax: 519 633 -7661
www.elgin- county.on.ca
Progressive by Nature
COMPANY
TENDER BID (exclusive of HST)
Elgin Construction 2153592 Ontario Limited
$198,353.85
Gary D. Robinson Contracting Limited
$211,995.00
Murray Mills Excavating
$268,360.00
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REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
Sonia Beavers, Purchasing Coordinator
DATE: July 15, 2010
SUBJECT: Elm Street Culvert Replacement
INTRODUCTION:
As part of the approved 2010 Capital Budget, tenders were advertised as per the
County's Procurement Policy and submissions were received until Tuesday, July
20, 2010 for the Elm Street Culvert Replacement, Contract No.6290- 10 -06B.
DISCUSSION:
Three companies submitted bids for the Elm Street Culvert Replacement Tender
as follows:
Elgin Construction 2153592 Ontario Limited submitted the lowest bid for the Elm
Street Culvert Replacement Tender at a total price of $198,353.85, exclusive of
HST and no contingency allowance. The work is located on Elm Street, just
south of Beech Street (County Road #53) in the Town of Aylmer.
The approved capital budget allocation for this project is $200,000. To date
$10,000 has been spent on consulting fees and therefore $190,000 remains for
this project. The remaining monies for this project will be realized through
efficiencies.
As per the County of Elgin's Purchasing Policy, if change orders are required and
the cost increases above the tender amount approved by Council by less than
10 and the amount is within the overall budgeted project amount, work will
proceed upon authorization by the Director. However, if the cost increases
above the tender amount approved by Council by more than 10 the Director
will prepare a further report to Council outlining the expenditures.
RECOMMENDATION
THAT Elgin Construction 2153592 Ontario Limited be selected for Elm Street
Culvert Replacement Tender, Contract No. 6290- 10 -06B at a total price of
$198,353.85 exclusive of HST and 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 Elgin Construction 2153592 Ontario Limited for the Elm Street
Culvert Replacement, Contract No. 6290- 10 -06B.
All of which is Respectfully Submitted
Pe r Dutchak
Deputy Director of Engineering Services
Sonia Beavers
Purchasing Coordinator
Clayton Wafters
Director of Engineering Services
Approved for Submission
Mark G. c
Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Kate Burns, Marketing and Communications Coordinator
DATE: July 27 2010
SUBJECT: Today in America Progress Report
INTRODUCTION:
As directed by County Council, Economic Development staff have entered into
an agreement with the producers of Today in America with Terry Bradshaw to
produce a five 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:
Economic Development has finalized a script and shooting date with the staff of
the Today In America show.
The script's focus is on Elgin County's progressive nature and features an
interview with a successful business in each of the target sectors; manufacturing,
energy and the environment, agri- business and the creative economy.
Economic Development staff and Today In America production have ensured
that the script and video footage will evenly represent the entire County, focusing
in on Elgin County's assets, including small villages, beaches, modern
technology, culture, heritage and Elgin County residents.
The final product will be a compilation of video footage, still photographs, screen
shots of the website, virtual tradeshow and interviews.
The filming date has been set for Tuesday, August 10, 2010. Economic
Development staff are working with Today In America on a production schedule
for filming of the County during a one day shoot.
Staff will be contacting Elgin communities, businesses and groups to inform them
of the shoot date and to arrange filming times and locations for August 10th
CONCLUSION:
The Today In America script and shoot date have been confirmed with the
production team and production scheduling is under way by Economic
Development.
Promotion and public relations in regards to the filming and airing of the program
is ongoing and will continue towards the air date (yet to be determined).
RECOMMENDATION:
THAT Elgin County Council receive and file the report titled "Today in America
Progress Report" dated July 27, 2010 as information.
All of which is Respectfully Submitted
Kate Burns
Marketing and Communications
Coordinator
Alan S ith
General Manager, Economic Development
Approved for Submission