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February 15, 2011 Agenda PackageEl/ ginCounty ORDER ORDERS OF THE DA Y FOR TUESDAY, FEBRUARY 15, 2011- 9:00 A.M. 1st Meeting Called to Order 2nd Adoption of Minutes — January 25, 2011 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations PRESENTATION: 9:00 a.m. Overview of Financial Services - PowerPoint 11:30 a.m. Staff Recognition — Emily Finch 1:00 p.m. Tree Commissioner — (IN CAMERA) 5th Motion to Move into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Ten Year Business Plan - PowerPoint 8th Council Correspondence — see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) 9th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 10th Closed Meeting Items 11th Recess 12th Motion to Rise and Report 13th Motion to Adopt Recommendations from the Committee Of The Whole 14th Consideration of By -Laws 15th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: Feb. 27- March 2, 2011 2011 ROMA /OGRA Conference (Fairmont Royal York — Toronto) March 8, 2011 9:00 a.m. — County Council Meeting 1 COUNTY COUNCIL Tuesday, January 25, 2011 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:00 a.m. with all members present with the exception of Councillor Jenkins who joined the meeting during the first delegation presentation. Warden Mennill in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Marr THAT the minutes of December 7 and 9, 2010 and January 11, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS Ron Koudys, Seaside Waterfront Project Manager, gave a PowerPoint presentation on a proposed development project in Port Glasgow. Howard Culligan, Seaside Waterfront President, was also in attendance. Moved by Councillor Couckuyt Seconded by Councillor Walters THAT the PowerPoint presentation by Seaside Waterfront representatives be received and filed. - Carried. Councillor Jenkins joined council at 9:05 a.m. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Elgin -St. Thomas Small Business Enterprise Centre — General Manager of Economic Development The manager presented a report about the Centre and requested additional funding. Prior to his presentation, John Regan, General Manager, Elgin Business Resource Centre, gave a PowerPoint presentation on the Centre. Rhonda Steward, a counselor from the Centre, was also in attendance. Mr. Regan reported he had made the same presentation to St. Thomas City Council on January 24, 2011. Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT the operating budget of the County's Economic Development Department be increased to $35,000 to accommodate the annual contribution to the Elgin -St. Thomas Small Business Enterprise Centre as described in the January 10, 2011 report, subject to the City of St. Thomas (St. Thomas Economic Development Corporation) agreeing to pay a matching amount to the Centre of $35,000. - Carried. 2 Deputy Warden Four -Year Schedule — Administrative Services Coordinator The report recommends a rotation schedule for councillors to serve as Deputy Warden. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT the report titled "Deputy Warden Four -Year Rotation Schedule" dated December 22, 2010 be received and filed. - Carried. Regional Transportation Study — Chief Administrative Officer The South Central Ontario Region (SCOR) has requested the county participate in a rural transportation initiative across the Sand Plains region. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the report titled "Regional Transportation Study" dated January 19, 2011 be received and filed. - Carried. 2010 Library Usage and Statistics Report — Library Coordinator of Community and Cultural Services The report outlined library usage statistics from 2010. Moved by Councillor Ens Seconded by Councillor Walters THAT the report titled "2010 Library Usage and Statistics" dated January 10, 2011 be received and filed: and, THAT staff be directed to conduct a detailed examination of Bayham Library's open hours and the staffing complement required to meet increased community demands, as identified in the report. - Carried. Elgin County Museum Annual Report — Elgin County Museum Curator The report outlined highlights of the 2010 museum activities. Moved by Councillor Jenkins Seconded by Councillor Walters THAT the report titled "Elgin County Museum 2010 Annual Report" dated January 5, 2011 be received and filed. - Carried. Courthouse Furniture Update — Director of Community and Cultural Services The report updated Council on the status of county -owned items at the Court House. An agreement with the Ontario Realty Corporation on disposal of furniture in the future was also brought forward in a verbal presentation. Moved by Councillor Ens Seconded by Councillor Couckuyt THAT County Council authorize and direct the Warden and Chief Administrative Officer to enter into a purchase agreement regarding chattels at the court house with the Ontario Realty Corporation, subject to review by the county solicitor: and, THAT the report titled "Courthouse Furniture Update" dated January 14, 2011 be received and filed. - Carried. 3 Council recessed at 10:00 a.m. and reconvened at 10:15 a.m. Library Branch Construction Policy Update — Director of Community and Cultural Services The report outlined recommended changes to the library construction policy. Moved by Councillor McIntyre Seconded by Councillor Couckuyt THAT the report titled "Library Branch Construction Policy Update" dated January 5, 2011 be adopted: and, THAT the report be circulated to the municipalities: and, THAT the previous version of the policy (revised February 1999) be rescinded. - Carried. Ford Property Assessment — Director of Financial Services The report outlined a reduction in assessment at the Ford Assembly Plant by the Municipal Property Assessment Corporation (MPAC). Moved by Councillor Walters Seconded by Councillor Marr THAT the report titled "Ford Property Assessment" dated January 14, 2011 be received and filed: and, THAT the cost for the appeal process be shared equally with the Township of Southwold: and, THAT M.P.P. Steve Peters and M.P. Joe Preston and Southwold Council and senior staff be invited to attend the March 8, 2011 County Council meeting at which time this issue will be discussed. - Carried. Salary Review Timing (Non -Union Staff) — Director of Human Resources The report recommended a change in review dates for non -union staff. Moved by Councillor McWilliam Seconded by Councillor Marr THAT County Council approve the report titled "Salary Review Timing (Non -Union Staff)" dated January 14, 2011 and the recommendations contained therein and the corresponding policy change be initiated. - Carried. Pharmaceutical Services - Elgin County Homes — Directors of Senior Services The report outlined recommendations from a Request for Proposal for pharmaceutical services for the Homes. Moved by Councillor McWilliam Seconded by Councillor Jenkins THAT County Council approve the recommendation for pharmacy services: and, THAT County Council authorize staff to prepare and execute contractual agreement(s) for pharmacy services: and, 4 THAT County Council approve and amend the agreement to include that the contract duration be five years: and, THAT the report titled "Pharmaceutical Services — Elgin County Homes" dated January 11, 2011 be received and filed. - Carried. 2010 -2011 Nursing Strategy: Late Career Initiative — Directors of Senior Services The report outlined funding granted to county homes by the province for the Late Career Initiative. Moved by Councillor Walters Seconded by Councillor McWilliam THAT the report titled "2010 -2011 Nursing Strategy — Late Career Initiative" dated January 11, 2011, be received and filed: and, THAT the Warden send a letter thanking the Ontario Health Minister for this much - needed funding assistance. - Carried. Ambulance Base Location Plan — Director of Engineering Services The report recommends a review of the location of an ambulance base in West Elgin and Dutton /Dunwich. Moved by Councillor Walters Seconded by Councillor Marr THAT the report be deferred: and, THAT the councils of Southwold, Dutton /Dunwich and West Elgin be asked to comment on the report. - Carried. CORRESPONDENCE Items for Consideration 1. Association of Municipalities of Ontario 2011 Membership Invoice. 2. Paul Groeneveld, Director of Fire and Emergency Services, Township of Malahide, with an invitation and registration form to EMO - Senior and Elected Officials Workshop on February 9, 2011 from 8:30 a.m. until 2:00 p.m. 3. Paul Ens, Mayor, Municipality of Bayham, seeking the County's support of the Elgin Military Museum's efforts to have the Ojibwa project proceed. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT Council approve the annual membership fee to join the Association of Municipalities of Ontario in the amount of $4,659.97. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: 5 Moved by Councillor Jenkins Seconded by Councillor Walters THAT information regarding registration for the Emergency Management Ontario session February 9, 2011 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Ens Seconded by Councillor Couckuyt THAT the Corporation of the County of Elgin supports the Municipality of Bayham's resolution showing their support of the Elgin Military Museum's efforts to proceed with the Ojibwa project and their request for the federal government to extend the deadline for use of the Community Adjustment Fund dollars. - Carried. Items for Information (Consent Agenda) 1. Hon. Linda Jeffrey, Minister of Natural Resources thanking the County of Elgin for its resolution requesting improvements in the delivery of conservation services. 2. Michael Bay, Manager, Inspection, Certification and Regulatory Compliance, Ministry of Health and Long -Term Care, acknowledging that the review of the Elgin - St.Thomas EMS meets the certification criteria and legislated requirements. 3. Hon. Rick Bartolucci, Minister of Municipal Affairs and Housing, with a signed copy of the signed Minister's Restructuring Order Filing Notice. 4. Dan Mathieson, Chair, Municipal Property Assessment Corporation (MPAC) Board of Directors with a 2010 Enumeration Update. 5. Rita Casciano, Corporate Coordinator, South West Local Health Integration Network announcing the appointment of Linda Stevenson as the next Acting Board Chair, for the South West LHIN Board of Directors, effective January 5, 2011. 6. Hon. Linda Jeffrey, Minister of Natural Resources informing MPP Steve Peters that the Ministry is not able to take further action re: Lake Erie shoreline erosion project until Public Land Act (PLA) application is received. 7. Hon. Chuck Strahl, Minister of Transport, Infrastructure and Communities and Hans Cunningham, President of the Federation of Canadian Municipalities with information on New deadline for completing Infrastructure Stimulus Projects. 8. Susan I. Ross, Assistant to the Prime Minister, acknowledging the receipt of recent correspondence regarding the long -form census. 9. Melanie Knapp, Administrative Clerk, City of St. Thomas, announcing the appointment of Councillor Dave Marr, County of Elgin to the Green Lane Community Trust Fund for 2011. 10. Janet Smolders, Dillon Consulting Limited, with information regarding the Ministry of Transportation, Ontario Detailed Design and Class Environmental Assessment (EA) Rehabilitation of Two Bridges on Highway 401, Elgin County. 11. John Cooper, Senior Manager, Ministry of Transportation thanking the County of Elgin for support for the Township of Malahide resolution regarding the Harmonized Sales Tax and infrastructure funding. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT Correspondence Items #1 -11 be received and filed. - Carried. 6 OTHER BUSINESS Statements /Inquiries by Members Councillor McWilliam introduced the topic of the province's Green Energy Act and its impact on local municipal standards regarding solar panel placement as it relates to open drains. The request was made to have the county's Rural Initiatives Committee review the issue. It was also recommended that drainage supervisors from partner municipalities be invited to attend the county's road supervisors meeting on February 18, 2011 to determine course of action for the Committee. Councillors McIntyre and Walters also addressed the issue. The Chief Administrative Officer will determine if additional material is available for the February 18th meeting of the Road /Drainage Supervisors. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Item Moved by Councillor Walters Seconded by Councillor Wiehle THAT we do now enter into a closed session under the Municipal Act, Section 240 (d) labour relations or employee negotiations — County Prosecutor Contract Renewal. The report was presented by the Purchasing Coordinator. - Carried. Motion to Rise and Report Moved by Councillor McWilliam Seconded by Councillor Marr THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor Ens THAT staff be directed to renew the contract with the County Prosecutor for a further three -year term commencing March 1, 2011 to February 28, 2014, at a rate of $160 per hour for year one, $160 per hour for year two, and $165 per hour for year three; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. PRESENTATION The Warden thanked the `Harvest of Memories' book committee, led by Ken Verrell, for their volunteer work on the special publication of photographs from the county's archives. The committee was invited to stay for lunch. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. 7 County Council 7 January 11, 2011 BY -LAWS Moved by Councillor Marr Seconded by Councillor McWilliam THAT By -Law No.11 -02 "Being a By -Law to Appoint a Land Division Committee and to repeal By -Law No. 06 -26" be read a first, second and third time and finally passed. - Carried. Moved by Councillor McIntyre Seconded by Councillor Ens THAT By -Law No. 11 -03 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 25, 2011 meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor McIntyre THAT we do now adjourn at 11:35 a.m. to meet again on February 15, 2011 at 9:00 a.m. Mark G. McDonald, Chief Administrative Officer. 8 - Carried. Dave Mennill, Warden. Financial Services Overview 9 ,ii, ElginCounty Finance Department Progressive by Nature ■ FINANCIAL SERVICES ORGANIZATION CHART Director of Finance Jim Bundschuh Purchasing 10 IT Department Provincial Offences Administration POA Department /-E1 inount Financial Services: Finance Department 11 ,ii, ElginCounty Progressive by Nature FINANCE DEPARTMENT ORGANIZATION CHART Director of Finance Jim Bundschuh Financial Analysis (2 Analysts Jennifer Ford Lisa Terrio) Accounts ayable /Receivable (1 Clerk Anne Murray) 12 Payroll & Benefits (1 Coordinator Dorothy Schaap) Purchasing (1 Coordinator Sonia Beavers) El in ount Progressive by Nature FINANCE DEPARTMENT BUDGET* Wages Benefits Other Costs Total *includes Purchasing 13 $397,000 99,000 18.000 $514,000 Elgin County Progressive by Nature RESPONSIBILITIES OF THE DIRECTOR FinanciaI Advisor to Council Budgeting and Business Planning Integrity of the Financial Reporting System InternaI Control (protect County against Fraud) Tax Collection Banking (Investments, Line -of- Credit, Debt) Offlces held in County: Treasurer Deputy Clerk 14 Elgin County Progressive by Nature RESPONSIBILITIES OF FINANCIAL ANALYSTS Preparation of Monthly Reporting for Council —Analysis of variances to Budget —Analysis of Accounts Payable /Receivable: Tracking of Provincial Funding Tracking of Other Revenue — Analysis of Aged Receivables Preparation of Submission to Ministries Preparation of Bank Deposits 15 ElginCounty Progressive by Nature RESPONSIBILITIES OF FINANCIAL ANALYSTS RESPONSIBILITIES OF FINANCIAL ANALYSTS Preparation of Budgets Tracking of Tangible Capital Assets DeveIopment of Working Papers for External Auditor = Compliance with Generally Accepted Accounting Principals — Compliance with Canadian Institute of Chartered Accounts Handbook HST Compliance 16 ElginCounty Progressive by Nature RESPONSIBILITIES OF ACCOUNTS PAYABLE Inputting of Invoices into Accounting System Auditing accuracy of data FiIing of Invoices Preparation of electronic and paper cheques »BiIIing Inquiries with Suppliers 17 Elgin County Progressive by Nature 'ESPONSIBILI1 IES OF PAYROLL Maintain the time and attendance programs Preparation of Bi-Weekly Payroll ($17 million gross annually) Maintenance of Employee data Maintenance of Records of Employment and coordination with Service Canada Preparation of T4s Preparation of Annual Vacation /Sick Entitlements Administer County Pension Plan Administer County Health Care Plan 18 Elgin County Financial Services: Purchasing Services Department 19 ,ii, ElginCounty Progressive by Nature PRESENTATION OUTLINE ➢ The Role of Purchasing within the County • The Procurement Process ➢ The Procurement Policy and Procurement By -Law ➢ Legal Compliance ➢ Complaint Resolution Process 20 Elgin County Progressive by Nature PURCHASING SERVICES ROLE OF PURCHASING ➢Responsible for acquiring goods and services on behalf of the Departments at the lowest possible cost and within approved budgets. ➢ Coordinates the Procurement Process with all Departments to ensure compliance with the County's policies and by -laws 21 Elgin County Progressive by Nature PURCHASING SERVICES ➢Ensures Best Buy Practices through coordination of data, resources necessary to create and issue contracts including negotiations for new contracts and extension of existing contracts ➢ Main contact for County's Comprehensive Insurance and Risk Management Program, ensures changes in insurance requirements are instituted, maintains policy updates, forward claims to insurance company and keeps files 22 Elgin County Progressive by Nature PURCHASING SERVICES ➢ Risk Management - ensures all contract documentation is current including but not limited to Certificate of Insurance, WSIB, Performance Bonds, Labour and Materials Bonds ➢ $30 million worth of goods and services went through the Procurement Process in 2010 ➢ Disposes of surplus assets 23 Elgin County Progressive by Nature PURCHASING SERVICES ENGINEERING DEPARTMENT ➢ Construction Projects; Consulting/Engineering Services i.e. roads, building projects ➢ Building Improvement Contracts ➢ Ambulances ➢ Emergency Medical Services, Infrastructure i.e ambulance base 24 Elgin County Progressive by Nature PURCHASING SERVICES COMMUNITY AND CULTURAL SERVICES, PROVINCIAL OFFENCES, ECONOMIC DEVELOPMENT, INFORMATION TECHNOLOGY ➢Goods and Services 25 Elgin County Progressive by Nature PURCHASING SERVICES LONG TERM CARE HOMES ➢ Dietary and Housekeeping equipment and supplies ➢ Maintenance equipment and supplies ➢ Nursing equipment and supplies ➢ Contracts - Including but not limited to Physiotherapy Services, Dietitian Services, Pharmacy Services 26 Elgin County Progressive by Nature HE PURCHASING PROCESS ➢ Safeguards Public Funds ➢ Promotes efficiency and effectiveness = Best Value for the taxpayer ➢ Ensure the public has confidence in the process ➢ Ensures that suppliers have confidence in the process ➢ Ensures compliance with public policy and law 27 Elgin County Progressive by Nature HE PURCHASING PROCESS The Department's plan and budget expenditures ➢ Purchasing in cooperation with the originating department prepares the evaluation criteria, bid documents, vendor contract administration, bid advertising, evaluates responses, selects a vendor and acquires the goods and services 28 Elgin County Progressive by Nature HE PURCHASING PROCESS ➢ Vendor Contract Administration - ensures that the terms of the contract are satisfied ➢ Purchasing awards the contract and remains involved after awarding the order to the successful bidder through contract administration and vendor performance evaluation 29 Elgin County Progressive by Nature HE PURCHASING PROCESS There are two types of competitive bid processes: ➢ Invitation for Quotes /Tenders - (binding, defined specifications, award to lowest compliant bidder) ➢ Request for Proposal - (non binding, based on best proposed solution, awarded on an evaluated criteria, negotiate final cost with successful vendor) 30 Elgin County Progressive by Nature THE PROCUREMENT POLICY AND BY -LAW ➢ A copy of the Procurement Policy is available on the County of Elgin website ➢ Defines policies, procedures and processes to ensure that purchasing is transparent and effective in the conduct of the County's business ➢ Informs internal customers, the public and suppliers how the process works and what to expect 31 Elgin County Progressive by Nature THE PROCUREMENT POLICY AND BY -LAW ➢ Encourages competitive bidding ➢ Requires the County's staff to operate in a fair, open and ethical manner ➢ Ensures the County obtains the best value for the taxpayer ➢ Defines processes to avoid real and perceived conflicts of interest 32 Elgin County Progressive by Nature THE PROCUREMENT POLICY AND BY -LAW Bid Solicitations not required when: ➢ A Sole Source is being recommended ➢ Compatibility with existing equipment of product standards ➢ Testing and trial use ➢ Technical Support ➢ Emergency Situations ➢ Matters involving security or confidential issues ➢ No Bids received in response to a bid 33 Elgin County LEGAL COMPLIANCE The purchasing process for the federal, provincial and municipal governments is specified, controlled and organized by statues, regulations, policy directives, by -laws and guidelines. Generally, the framework contains three essential elements: 34 Elgin County Progressive by Nature LEGAL COMPLIANCE ➢ Purchasing is to be accomplished using a competitive bidding process ➢ Selection is based on lowest price or best value ➢ Bidders must be treated equally and fairly 35 Elgin County Progressive by Nature LEGAL COMPLIANCE Duties of the County include: ➢ Disclosing all the requirements including basis for evaluating the bid submissions ➢ Rejecting non - compliant tenders ➢ Conducting a fair process ➢ Awarding the contract as tendered to the winning bidder 36 Elgin County Progressive by Nature LEGAL COMPLIANCE Duties of the Bidder when responding to a bid: ➢ Must abide by the terms set out in the bid document ➢ Must honour their bid if it is accepted by the County ➢ Cannot counteroffer different terms than what was stated in the bid unless agreed to beforehand ➢ Must comply with all mandatory requirements 37 Elgin County Progressive by Nature Progressive LEGAL COMPLIANCE ' In addition to the rules specified in a bid call, legislative rules and trade agreements that must be adhered to include: ➢ Municipal Act ➢ Discriminatory Business Practices Act ➢ Agreement on Internal Trade ➢ Municipal Conflict of Interest Act ➢ Province of Ontario's Supply Chain Guidelines 38 Elgin County i Progressive by Nature COMPLAINT RESOLUTION Principal causes of complaints from bid participants: ➢ They feel they have been treated unfairly • They feel the bid process was flawed ➢ They have been mislead by key user who did not know the rules • They feel they have the right to be awarded the contract based on special preferences or for undisclosed reasons • • 13 3 s E ginCounty Progressive by Nature COMPLAINT RESOLUTION The resolution process as described in the Procurement Policy: ➢ Submit a written substantive objection to the Purchasing Coordinator ➢ Purchasing Coordinator and Project Manager arrange a debriefing meeting with the complainant ➢ Purchasing Coordinator and Director of Financial Services will make a final recommendation to the CAO 40 /Iris ginCounty Progressive by Nature COMPLAINT RESOLUTION COMPLAINT RESOLUTION ➢ Elected Officials can not advocate or lobby on behalf of Suppliers - must be seen as fair and impartial -refer to Section 2.1 of the Procurement Policy ➢ Additional strategies such as the use of an outside mediator may also be recommended 41 Elgin County I Financial Services: Information Technology (IT) Department 42 ,ii, ElginCounty Progressive by Nature IT ORGANIZATION CHART irec or o finance Jim Bundschuh 1 Al Reitsma Manager, I.T. Whit Alisop Network Analyst 43 Jeremy Sharkey Network Analyst 4l in ount Progressive by Nature IT - Overview of Functions »Manager - Identifies opportunities where technology can improve efficiencies - Sets and administers budget - Staff administration - Ensures security and availability of the network and applications - Project work - Assists with day to day support 44 Elgin County IT - Overview of Functions >Network Analyst - Identifies opportunities where technology can improve efficiencies - Ensures security and availability of the network and applications - Project work - Day to day support 45 Elgin County Progressive by Nature IT - Overview of Functions Provides computer and application support to staff at libraries, seniors homes and administration Maintains 200 workstations and a network that spans 14 locations across the county Plans infrastructure Provides consulting on all projects where computer technology may be involved 46 Elgin County Progressive by Nature IT DEPARTMENT BUDGET Wages $205,000 Benefits 54,000 Operations Costs 18,000 Amortization 106,000 Total Operating Budget $715,000 Capital Budget 47 $109,000 Elgin County IT - Challenges for 2011 Doing more ... increased adaptation of technology by all departments has: increased the number of users from 150 to 400 doubled the number of workstations /laptops Average budget increase of 2% 48 Elgin County IT - Accomplishments for 2010 EmaiI system upgrade SAN upgrade PaperIess management and council meetings Server virtualization 49 Elgin County Financial Services: Provincial Offences Administration (POA) Department 50 ElginCounty Progressive by Nature POA ORGANIZATION CHAR JOE BETTENCOUR Clerk/ French Language Services Director of Finance Jim Bundschuh LEESA SHANLEY POA - Supervisor J_ DAWN BROCK Clerk 51 AIMEE HULST Clerk •' /E1 in ount WHAT ARE PROVINCIAL OFFENCES? Progressive by Nature ➢ Provincial offences are minor (non - criminal) offences that include, but are not limited to: — speeding, careless driving, seat belt - HIGHWAY TRAFFIC ACT — failing to surrender your insurance card, possessing a false or invalid insurance card or not having insurance - COMPULSORY AUTOMOBILE INSURANCE ACT — being intoxicated in a public place or selling alcohol to a minor - LIQUOR LICENCE ACT — entering premises when prohibited or failing to leave premises when directed - TRESPASS TO PROPERTY ACT violations of the OCCUPATIONAL HEALTH AND SAFETY ACT and ENVIRONMENTAL PROTECTION ACT — noise, taxi and animal care bylaws - MUNICIPAL BYLAW, 52 El in cunt i Progressive by Nature POA COURT DAYS: ➢ 2010 over 11,000 charges laid with 86 scheduled Court days. ➢ 2011 - 96 Court days on the schedule. ➢ Court trial days are held on the 2nd and 4th Wednesday and every Thursday each month. First Appearance days are on the 4th Friday of the month. ➢ Additional days are scheduled for pre - trials and for full day or multi -day trials. 53 Elgin County MIMI Progressive by Nature Trial Dockets average 15 - 55 matters. First Appearance Dockets can exceed 400 matters. ONTARIO COURT OF JUSTICE 1 1 1 PROSECUTION: PROSECUTION: County Prosecutor Part 1 Offences: Tickets Part 11 Offences - Parking Infractions Part 1 and 111 By -law Offences 55 YE Emma Dn. 0760 3517ECIA Frr.z aYJt = -r..1 aWCw.c ArAdr no C2.111.1.14GC[ a3fw.w a 4i.0 k.a . l.• kS ba•a i.-n .6. rra•'a.+J� Offeri co Notice f Avis criFFfFa CifQn 4 alai nar+e air el .11"4.4 4 2 u% O C I l 1 C Y' as r- sT -- 44QJr dr... CkSars.lra.er N4f.R7F.rpro >'epmn'sd. [w,dl,�e _.- . ID a- 4s 4 S B-dre aar uilrarc'.rirMf mi �a td . ••• ow 1=4 fire. awn. Ceordk,, 8 qi 4 ga 3 q w•..1 + C.cFrs�rt 6iJ cprir.l the musf: 4 [awru rtisrractan dc: .n ❑vo OAP •nr - y5 04por: 4; • —•3• i�.a. ac.. ACT erwm. lee ENC. .43 atallS. C. 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Prind*.peavnm. pr i Aee.M 00k. OWd/Yrw'+ot Dun d![!i Oneo d naaawvn ar„p. whew n.^.W J..t « 0 Nh r.a�an eau krrr fbw 7vw O yy ,4144,11.? roe oaeeapme.Pw..e rb fY JvrM V,AM . ph.w%r ih�n.iwYr4.1... .. teaI r El' ginCounty Progressive by Nature MAINTAININU COURT INTEGRITY BY: »Entering data from the charging documents accurately and in a timely manner. »Processing payments. »Preparing and updating dockets. »Enforcing defaulted fines by suspending licenses and referring to Collections. >Scheduling trial dates. 57 Elgin County Progressive by Nature MAINTAININU COURT INTEGRITY BY: »Providing assistance to customers over the phone or in person. »Providing French Language Services. »Remaining impartial to all parties. »Ensuring no backlogs are created. »Working in accordance with Provincial Statutes and Guidelines. 58 Elgin County Progressive by Nature V' COLLECTIONS AGREEMENT WITH DURHAM ➢ POA collections processes are handled externally through an inter - municipal agreement with the Region of Durham which has benefited the County since January 2008 ➢ Unique partnership is the only one known to exist in Ontario ➢ Region of Durham has many resources in its collections department including five skilled collectors, highly automated and secure processes, and a legal clerk ➢ Defendants who opt to wait to pay their fines late are transferred to the Durham portfolio where additional fees are added to the fines to recover the costs associated with the collections process ➢ Service is transparent to defendants as Durham mirrors their collections processes to the County files 59 Elgin County POA REVENUES: A five year average from 2004 to 2008 had a total revenue from POA and Collections of $1,067,921 »As per the inter - municipal agreement your municipality 5 year average share was: Aylmer - $ 56,896 Dutton- Dunwich - $ 42,672 Malahide - $ 35,104 Southwold - $ 43,964 St. Thomas - $ 164,421 West Elgin - $ 44,198 /f 4 1 r Sir - 60 El in cunt REPORTS OF COUNCIL AND STAFF February 15, 2011 Staff Reports — (ATTACHED) Marketing and Communications Coordinator — 2011 EDCO Awards Economic Development Coordinator — Letter of Support: Professor Rajiv Varma Chief Administrative Officer — Health Recruitment Partnership Chief Administrative Officer — Procedural By -Law Update Chief Administrative Officer — Results of Visioning Exercise Director of Human Resources — Compensation Review of Council and Outside Boards Director of Human Resources — Annual Manulife Benefits Renewal 2011 Director of Community and Cultural Services — Bayham Library Hours and Staffing Library Coordinator — Library 2010 Food for Fines Campaign Library Coordinator — Provincial Funding for Online Library Resources Director of Community and Cultural Services — Community Use of Library Meeting Rooms Manager of Information Technology — Computer Purchase Plan Program Director of Financial Services — Community Accountability Planning Submission Director of Engineering Services — Municipal Infrastructure Agreement — EAPWSS Director of Engineering Services — Administration Building- Energy Audit Deputy Director of Engineering Services — County Roads and Library Branches Bus Tour Deputy Director of Engineering Services — 10 Year Capital Plan -Roads Director of Senior Services — YWCA Pool Usage Fee Director of Senior Services — Terrace Lodge Redevelopment (Background Document) 61 } ElginCnuntv c.p..'C iiii^ 41 P: ∎... t REPORT TO COUNTY COUNCIL FROM: Kate Burns, Marketing and Communications Coordinator DATE: February 4th 2011 SUBJECT: 2011 EDCO Awards INTRODUCTION: The Ontario Economic Development Awards took place on Thursday, February 3rd at the Toronto Marriott Eaton Centre Hotel. The ceremony honours winners and honourable mentions for their efforts in promoting their communities for location and tourism opportunities. Economic Development initiatives are also judged as part of the process. DISCUSSION: This year, over 146 entries were judged. Expert judges reviewed all of the entries that covered everything from promotional brochures to infrastructure development projects. There are judges from specialized areas of expertise assigned to judge specific categories. The Economic Developers of Ontario (EDCO) presented three awards to Elgin County in recognition of excellent strategies for promoting tourism, specifically culinary tourism throughout the County. Elgin was presented with awards for the 2009 Year in Review Report, the new Savour Elgin Brand for culinary tourism as well as the Savour Elgin website. Elgin County also received Honourable Mentions for the Savour Elgin Culinary Guide, the Elgin County Tourism website, and the Interactive Tool on the Tourism and Savour Elgin websites. The Savour Elgin Program was also a nominee for the prestigious Lieutenant Governor's Award, recognizing marketing excellence. The Savour Elgin brand and website are now live, with the assistance of a dedicated Steering Committee and Yfactor, and is efficiently and effectively marketing Elgin County's restaurants, events, farms and wineries. There is a strict participation and membership admission structure in place, ensuring the quality and consistency of service throughout. To date, 16 businesses have become members of Savour Elgin which exceeded our expectations. 62 In addition to the individual awards, Ontario's South Coast, a partnership with Elgin County, Norfolk County and Haldimand County received an award in the Specialty Brochure category for the Cruise the Coast Motorcycle Map. CONCLUSION: These awards recognize the sound decisions of County Council. Elgin County Council has recognized the value of tourism as a strong economic generator for the area and has chosen the perfect time to initiate programming that will see tourism become a vital contributor to this changing and growing sector of the economy. RECOMMENDATION: THAT Elgin County Council receive and file the report titled "2011 EDCO Awards" dated February 4, 2011 as information. All of which is Respectfully Submitted Approved for Submission Kate Burns Mark G. McDonald Marketing and Communications Coordinator Chief Administrative Officer Alan Smith General Manager, Economic Development 63 } ElginCnuntv c.p..'C iiii^ 41 P: ∎... t REPORT TO MANAGEMENT FROM: Stephen Vanderven, Economic Development Coordinator DATE: January 27th 2011 SUBJECT: Letter of Support: Professor Rajiv Varma INTRODUCTION: Elgin County's Energy and Environment Sector Profile recommended developing a working relationship with academic institutions surrounding the County that are delivering research, training and development in the Energy and Environment fields. Economic Development has successfully built a working relationship with the University of Western Ontario and Professor Rajiv Varma to use his research and technology in Elgin County. The STATCOM technology will have far reaching positive effects in Elgin from increasing our renewable energy output, increased recognition within the scientific and renewable energy communities which will increase the electrical distribution system without any upgrades to existing facilities or hydro lines. DISCUSSION: The Economic Development office moved quickly to begin developing working relationships with the University of Western Ontario. The University of Western Ontario has been working on improving the distribution system in rural areas to accommodate the increased load of renewable energy projects from the Feed in Tariff program under the Green Energy Act from the Provincial Government. Professor Rajiv Varma, an Electrical and Computer Engineer at the University of Western Ontario, has developed a cost saving way to successfully combine sun and wind -using electronics for solar power to control wind power at times of low electrical use. Solar power invertors help manage the flow of energy from large wind farms so that they can continue to provide energy without overwhelming the electrical transmission lines. International Power Canada operates three 10MW wind farms in Norfolk County, close to the Elgin County border. These wind farms can benefit from this technology, and Elgin can benefit by having the solar farm within the Elgin County boundary. Elgin County is an ideal location for this project due to the close proximity of the wind farms and the poor distribution grid in rural areas. 64 Economic Development staff is requesting a letter of support from Elgin County Council for Professor Varma's technology. This letter of support will help him obtain funding from other governmental agencies to develop a prototype that would then be transferred to a large scale solar and wind farm application. Description of Technology: Traditionally, voltage regulation has been accomplished through the use of expensive devices such as a static synchronous compensator or STATCOM. A STATCOM can compensate for a system's needs for reactive power almost instantaneously. This prevents variations of voltage from affecting consumers on the power grid. These units typically cost between 15 -20 million dollars. Professor Varma's invention provides a method for adapting a photovoltaic solar farm inverter to operate as a STATCOM in the distributed generation network. This is especially useful at night when solar farms are idle and not producing any real power. The solar farm inverter, when such adapted can provide voltage regulation, as well as damping for enhancement and stability improvement. The new functionalities are also made possible during the daytime when the solar farm is not producing its rated real power output. A distributed generation source might produce more power in excess of the local feeder loads (especially at night) and this might cause the voltage to rise above utility acceptable limits. The inverter is then used to regulate the voltage to within the rated limits. This invention will be able to support the integration of more distributed generation sources in the grid. The cost of this new technology would be approximately $100,000. London Hydro and Bluewater Power have already signed up to use this technology in surrounding solar farms. Potential advantages of this technology are seamless integration of wind farms into the grid, regulation of voltage in the grid, and a source of additional revenue for the PV solar farm during the night when solar farms are dormant. This technology would be the first project of its kind in any part of the world and would receive recognition in other scientific publications from around the globe. An article has been written in the London Free Press about Professor Varma's research. Please follow the link below to read the article: http://www.lfpress.com/news/london/2010/08/16/15044006.htm I The economic impacts of this technology would benefit Elgin County. This technology would result in possible job creation, enhancing the distribution grid, attracting more renewable energy developers and showing other parts of the country that Elgin County is truly progressive by nature. 65 CONCLUSION: Professor Varma's STATCOM technology has gathered community support for increasing renewable energy sources and has been covered by the local media. Staff will continue to develop and foster working relationships with the University of Western Ontario in advancing new research in the renewable energy sector. This technology will revolutionized the distribution grid and bring considerable economic benefits to Elgin County. The benefits of this STATCOM technology will greatly enhance Elgin County's presence in renewable energy sector, enable more renewable energy projects on the grid and attract more green energy developers to the area which may enhance job creation. RECOMMENDATION: THAT Elgin County Council provides a letter of support for Professor's Varma's STATCOM technology as described in the January 20th report. All of which is Respectfully Submitted Stephen Vanderven Economic Development Coordinator Coordinator Approved for Submission Mark G. McDonald Chief Administrative Officer Alan Smith General Manager, Economic Development 66 EIgin REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: February 3, 2011 SUBJECT: Health Recruitment Partnership INTRODUCTION: Council will recall the presentation on the history of the health recruitment partnership at the recently held liaison dinner. In short, the partnership, which began in 2008 involving the city, the county, the hospital and the homebuilders' association, has had great success in attracting medical practitioners to the area. In fact, the partnership has provided several forgivable loans of approximately $33,000 per position to enable the funding recipient to purchase medical equipment to attract new practitioners. This report recommends the continuation of that partnership with a budget allocation and the appointment of a member of council. The partnership works as a committee and makes recommendations to the funding partners. DISCUSSION: The partnership requires the appointment of one member of Elgin County Council and an allocation of funds to enable the group to continue to attract medical professionals to the Elgin /St. Thomas catchment area. In the past, the County has allocated approximately $75,000 per year to cover its share of commitments. CONCLUSION: Given the success of the partnership to date, Council should consider the continuation of its participation in the partnership by appointing a member of council and allocating funds to the various activities involved in recruitment of health care professionals. RECOMMENDATION: THAT be appointed as Elgin County's representative on the Health Recruitment Partnership: and, THAT $75,000 be set aside in the 2011 operational budget to fund the County's financial obligations for this endeavour. All of which is Respectfully Submitted Mark G. McDonald Chief Administrative Officer 67 E1ginCount\ REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: February 9, 2011 SUBJECT: Procedural By -Law Update INTRODUCTION: Council's procedural by -law has not been amended since 2007. Since that time a number of changes have taken place and those amendments should be incorporated into one refined document. In addition, Council revised its policy manual in January and some of those policy changes impact council proceedings. DISCUSSION: A number of predominately housekeeping amendments are proposed in the attached draft by -law. These suggested alterations are highlighted in bold text for ease of reference. CONCLUSION: In order to remain current, council's procedural by -law requires amendments and the former by -law, as amended, should be repealed and replaced with one comprehensive document. RECOMMENDATION: THAT council review the attached draft procedural by -law with the final version being presented at the March 8, 2011 meeting. All of which is Respectfully Submitted Mark G. McDonald Chief Administrative Officer 68 COUNTY OF ELGIN By -Law No. 07 36 11 -0? "TO REGULATE THE PROCEEDINGS IN THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AND COMMITTEES THEREOF, AND TO REPEAL BY -LAWS NO. 02 -37, 03 -33 AND 07 -36" WHEREAS pursuant to Section 238 of the Municipal Act, 2001, S.O. 2001, Chapter M.45, as amended, every municipality shall pass a procedure by -law for governing the calling, place and proceedings of meetings: and WHEREAS the Council of the Corporation of the County of Elgin did pass By -Laws No. 02 -37, 03 -33 and 07 -36 and amendments thereto, in order to make and establish rules and regulations for governing the proceedings of the Council.: and WHEREAS it is necessary to further amend By Law No. 02 37 update the procedural by -law and repeal previous by -laws to comply with amendments to the Municipal Act, 2001, S.O. 2001. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1.0 DEFINITIONS In this By -Law: a) Ad Hoc or Special Committee means a committee established by the Council to review a specific matter and report to the Council with respect to its findings and /or recommendations: b) Committee means any advisory or other committee, subcommittee, or similar entity composed of one or more members of Council: c) Committee of The Whole means Members of the Council sitting as a committee to facilitate discussion by using less restrictive rules than those used in the formal meeting of the Council: d) Ex- Officio means by virtue of office or position and carries with it the right to participate fully in the committee meeting and to vote unless prohibited by law: e) Meeting means any regular, special, committee or other meeting of the Council: f) Member means a Member of the Council and includes the Head of the Council. g) Presiding Officer means the Head of Council or other person presiding over a meeting: h) Quorum means a majority (more than 50 %) of the whole number of members required to constitute the Council. i) Special Meeting means a meeting not scheduled or held at a regularly scheduled date and time. 2.0 RULES AND REGULATIONS In all the proceedings had or taken in the Municipal Council of the Corporation of the County of Elgin, the following rules and regulations shall be observed, and shall be the rules and regulations for the order and dispatch of business in the said Council. 2.1 In all unprovided cases in the Proceedings of the Council or in Committee, "Robert's Rules of Order" shall be followed. 69 3.0 MEETINGS AND ADJOURNMENT 3.1 The First or Inaugural Meeting of the Council, after a regular election and the first meeting of each subsequent year of its term, shall be held at 7:00 P.M. on the second Tuesday in December, and for every other day or sifting in the meeting, such hour shall be regulated at the previous adjournment or recess. 3.2 The Regular Meetings of the Council shall be held in the Council Chambers of the Elgin County Administration Building, 450 Sunset Drive, St. Thomas, ON, or other designated location, at 9:00 A.M., on the second and fourth Tuesday of each month. 3.3 Council may, by Resolution, alter the date and /or time of the Regular Meeting provided that adequate notice of the change is provided to local media and posted on the County website. 3.4 Unless there shall be a quorum present within thirty (30) minutes after the time appointed for the meeting of the Council, the Council shall then stand absolutely adjourned until the next regular hour of meeting, and the Chief Administrative Officer or designate, if required by two members, shall take down the names of the members present at the expiration of such thirty (30) minutes. 3.5 The Council shall always recess /adjourn at 12:00 noon, and 6:00 P.M., if in meeting at these hours, unless otherwise determined by a resolution, but shall always adjourn at 10:00 P.M. 3.6 The members of the Council shall not leave their places on adjournment, until the Warden or other Presiding Officer leaves the Chair. 3.7 a) All meetings shall be open to the public. Persons may only be excluded when the Council is in Committee Of The Whole and proceeding in a Closed Meeting in accordance with Section 9.6 of this By -Law and Section 239 of the Municipal Act, 2001. b) Special Meeting: i) The Warden may, at any time, summon a special meeting. ii) The Warden shall summon a special meeting upon receipt of a petition of the majority of the Council members, for the purpose and at a time and date mentioned in the petition. iii) In the absence of the Warden or the neglect or refusal of the Warden to convene such a meeting, the Chief Administrative Officer or designate shall call a special meeting. 4.0 NOTICE 4.1 The Agenda shall be considered as notice of regular meetings and By -Law 07 -29, being a by -law to establish a policy respecting the manner in which notice will be provided shall be utilized. 4.2 The Clerk shall cause to be delivered to each member of the Council by personal delivery, facsimile transmission or electronic mail, an Agenda for each regular meeting of the Council to the address provided by the member of the Council. The Agenda of the regular council meeting shall be provided on the Tuesday Thursday preceding each meeting. 4.3 Notice of a Special Meeting called in accordance with this by -law shall be delivered to the Members of the Council by means of personal delivery, facsimilc transmission or electronic mail to the address provided by the member of the Council. The Notice of a Special Meeting shall be provided not later than twenty - four (24) hours before the hour appointed for the holding of such meeting. Where time is of the essence, notice may be given by telephone call to the members. 4.4 No business except the business dealing directly with the purpose mentioned in the Agenda shall be transacted at a special Meeting. 70 4.5 Notice of meetings will be sent to the media upon request and posted on the County website but no sooner than four (4) days in advance of the meeting. 4.6 Agendas for the Council will be released to the public and the media upon request and posted on the County website but no sooner than four (4) days in advance of the meeting. 4.7 Reports or actions before the Council that requires enactment of a by -law, with notice, shall be subject to the terms of the "Provision of Notice By- Law ". 5.0 ROLE OF THE WARDEN It is the role of the Warden as Head of Council: a) to act as Chief Executive Officer of the municipality: b) to preside over Council meetings so that its business can be carried out efficiently and effectively: c) to provide leadership to the Council: d) to represent the County at official functions: e) to carry out the duties of the Head of Council under any other Act: f) to provide information or recommendations to council to ensure that administrative policies, practices and procedures are in place to implement the decisions of council. 6.0 ROLE OF THE COUNCIL a) to represent the public and to consider the well -being and interests of the County: b) to develop and evaluate the policies and programs of the County: c) to determine which services the County provides: d) to ensure that administrative policies, practices and procedures and financial policies, practices and procedures are in place to implement the decisions of the Council: e) to ensure the accountability and transparency of the operations of the County, including the activities of the senior management of the County: f) to maintain the financial integrity of the County: g) to carry out the duties of Council under any Act. 7.0 ORDER OF PROCEEDINGS IN COUNCIL 7.1 As soon after the hour of meeting as a quorum is present, the Warden shall take the Chair and members present shall be called to order. 7.2 When the Warden is not in attendance, the Chief Administrative Officer or designate shall call the meeting to order until a Deputy Warden is chosen, and the member so chosen to preside shall take the Chair during the absence of the Warden, but only at the meeting for which the member has been so chosen. 7.3 Immediately after the Warden or other Presiding Officer has taken his seat at the first day of each meeting, the minutes of the preceding meeting as mailed to each member shall be adopted as printed or amended and signed by the Warden and the Chief Administrative Officer or designate. 7.4 When two or more members wish to speak to a question or motion, the Warden shall name the member who is to speak first. 7.5 When the Warden or other Presiding Officer is putting the question, no member shall walk across or out of the room, nor interrupt the speaker, except to a question of order, nor pass between the speaker and the Chair. 71 7.6 Any member called to order shall at once cease speaking, unless permitted to explain, and the ruling of the Warden or other Presiding Officer shall be final, unless otherwise decided by the Council on an appeal from such ruling. 7.7 No member shall speak disrespectfully of any person or use unparliamentary or offensive language in or against the Council or against any member, staff or other person in the Council Chamber. 7.8 No member shall partake of food in the Council Chamber while the Council is meeting. 7.9 No member shall speak beside the question in debate. 7.10 Any member may require the question or motion under discussion to be read at any time during the debate, but so as not to interrupt a member while speaking. 7.11 No member shall speak more than once on the same question. until all other members have had the opportunity to speak to the question. 7.12 After a motion is passed, or a report adopted, no motion to alter or amend the same shall be considered during the same meeting of the Council, unless the motion to alter or amend is moved and seconded by two members from among those who voted with the majority that carried said motion or report 7.13 Upon a division of any question before the Council, except Committee Of The Whole in a Closed Meeting, and if required by any member of the Council, the names of those voting on the matter before the Council shall be recorded YEA or NAY as the members vote on the question. All members present during a division must vote. 7.14 Questions under the proper Orders Of The Day may be put to the Warden or other Presiding Officer, or through him to any member of the Council, relating to any motion, or other matter connected with the business of the Council or the affairs of the County, but no argument or opinion is to be offered, nor any facts stated, except as may be necessary to explain the same; and in answering any such questions a member is not to debate the matter to which the same refers. 7.15 Members of the Council, except the Warden, shall be referred to as County Councillors. 7.16 At any time when a vote, taken by a show of hands, is unclear as to the outcome, the Warden or other Presiding Officer may request the members to stand to indicate their YEA or NAY. 7.17 Upon a tie vote on any question, by a show of hands, a recorded vote shall then be taken. 7.18 Upon a tie recorded vote the question shall be considered a defeated motion. 8.0 AGENDA /ORDERS OF THE DAY 8.1 The Chief Administrative Officer or designate shall have prepared an agenda of the Orders Of The Day, containing: Regular Meeting 1st 2nd 3rd 4th 5th 6th 7th Meeting Called to Order Adoption of Minutes Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations Motion to Move into Committee Of The Whole Council Reports of Councillors, Outside Boards and Staff Council Correspondence 72 8th 9th 10th 11th 12th 13th 14th 15th i) Items for Consideration ii) Items for Information (Consent Agenda) Other Business: i) Statement /Inquiries by Members ii) Notice of Motion iii) Matters of Urgency Closed Meeting Items Recess Motion to Rise and Report Motion to Adopt Recommendations from the Committee Of The Whole Consideration of By -Laws Adjournment Public Notice. Inaugural Meeting 1st Meeting Called to Order 2nd Receipt of Declaration of Acclamation to Office or Declaration of Election from Councillors (the first year only after a municipal election) 3rd Declaration of Office by Councillors (the first year only after a municipal election) 4th Election of Warden 1) Candidates for Warden to Stand 2) Prospective Candidates to Speak (alphabetical order) 3) Proceed with Election (Ballot or Resolution) 5th Administering and Signing of Declaration of Office 6th Gowning 7th Presentation by Past Warden — Chain of Office — Lord Elgin Watch — Gavel of Office 8th Warden's Address 9th Resolution to Destroy the Ballots (if required) 10th Adoption of Minutes 11th Warden to Recommend Committee and Outside Boards Appointments 12th Consideration of By -Laws 13th Other Business: i) Statements /Inquiries by Members ii) Notice of Motion iii) Matters of Urgency 14th Recess. 8.2 Matters of Urgency /Addendum to Agenda When a Councillor wishes to inform the Council of a matter that must be considered immediately, due to extreme time constraints or utmost importance, after the Agenda has been prepared, the Council by majority vote shall determine if the matter is admissible and requires immediate action and such item may be included as an Addendum to the Agenda without prior Notice being given. 8.3 OTHER BUSINESS: a) Statements /Inquiries by Members When a Councillor wishes to inform the Council of a matter that does not require action and consideration by the Council or wishes clarification of a matter, such information may be announced under "Statements /Inquiries by Members ". It is understood that these announcements are made solely for Council's information and that under no circumstances shall the Council undertake an action within this category. 73 b) Notice of Motion Notice of Motion shall be received by the Chief Administrative Officer or designate at any time the Council is meeting and in his office in advance of the production and distribution of the agenda material and shall be printed in the agenda. A Notice of Motion shall be dealt with by the Council, at the meeting at which it appears printed in the agenda. A Notice of Motion that is not printed in the agenda shall be dealt with in the order of business of motions at any subsequent meeting of the Council. 8.4 The business shall, in all cases, be taken up in the way in which it stands upon the Orders Of The Day, unless otherwise determined by a vote of the majority of the members present taken without debate thereon. 8.5 All motions shall be seconded before being debated or put to vote: and all motions shall be read and then conveyed to the Warden, who may again read the same. 8.6 After a motion has been received by the Warden or other Presiding Officer, it shall be deemed to be in possession of the Council, but may be withdrawn at any time by consent of a majority of the members present. 8.7 A motion to refer the main motion to staff or an outside board shall preclude all amendment of the main question until decided. 8.8 A motion to adjourn shall always be in order unless a vote is being taken. 8.9 A motion to table is always in order and will supersede the main motion. 8.10 All amendments shall be put in the reverse order in which they are moved: and every amendment submitted shall be decided upon or withdrawn before the main question is put to vote. 8.11 There shall not be more than two (2) amendments to the main question. 8.12 Not more than one (1) amendment shall be allowed to either amendment. 8.13 After any question is finally put to vote by the Warden or other Presiding Officer, no member shall speak to the question, nor shall any other motion be made until after the result is declared. 8.14 Whenever the Warden or other Presiding Officer is of the opinion that a motion offered to the Council is contrary to law, or the rules and privileges of the Council, he shall apprise the members thereof immediately. 8.15 Members shall always take their places when any division is called. 8.16 When the Warden or other Presiding Officer is called on to decide a point of order or practice, he shall state the rule or authority applicable to the case. 9.0 PROCEEDINGS IN COMMITTEE OF THE WHOLE AND IN CLOSED MEETINGS When the Council wishes to consider a subject(s) with all the freedom granted an ordinary committee, it may refer the matter to Committee Of The Whole. Members may speak more than once to the same question and the limitations on length of speaking, if any, are relaxed. 9.1 Whenever it shall be moved and carried that the Council go into Committee Of The Whole and in a Closed Meeting, the Warden or other Presiding Officer may leave the Chair, and appoint a Chair, who shall maintain order in the Committee. 74 9.2 The rules of the Council shall be observed in Committee Of The Whole, so far as may be applicable. 9.3 The Chair, subject to an appeal to the Council, shall decide questions of order arising in Committee Of The Whole, and if any sudden disorder should arise in the Committee, the Warden or other Presiding Officer will resume the Chair, without any question being put. 9.4 On motion in Committee Of The Whole in a Closed Meeting to rise and report, the question shall be decided without debate. 9.5 The only motions allowed while in a Closed Meeting are: a) motion to rise without reporting b) motion to rise and report 9.6 Exclusion of Persons from Committee and the Council at Closed Meetings: a) Pursuant to Section 239, of the Municipal Act, when a motion to proceed in a Closed Meeting is carried, the Warden or the Chair may, with the approval of the Council, exclude such persons as deemed appropriate from the meeting room. b) When in a Closed Meeting, no one shall leave and re -enter the meeting room without the approval of the Warden or Chair. c) A meeting or part of a meeting may be closed to the public if the subject matter being considered is: i) the security of the property of the municipality or local board: ii) personal matters about an identifiable individual, including municipal or local board employees; iii) a proposed or pending acquisition or disposition of land by the municipality or local board; iv) labour relations or employee negotiations; v) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; vi) advice that is subject to solicitor - client privilege, including communications necessary for that purpose; vii) a matter in respect of which the Council, board, Committee of Council, local board, or other body may hold a closed meeting under another Act. d) A meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act if the Council, board, commission or other body is designated as head of the institution for the purposes of that Act. e) A meeting may also be closed to the public if the following conditions are both satisfied: i) The meeting is held for the purpose of educating or training the members: and ii) At the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision - making of the Council, local board or committee. f) Clause 6.1 (b) of the Municipal Freedom of Information and Protection of Privacy Act does not apply to a record of a meeting closed under subsection (e), therefore the record of a meeting closed under education and training is a public record g) Before holding a meeting or part of a meeting that is to be closed to the public, a council or local board shall state by resolution the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting. 75 h) Despite this section a meeting shall not be closed to the public during the taking of a vote, unless: i) subsection (c) or (d) permits the meeting to be closed to the public and if the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the municipality, or persons retained by or under a contract with the municipality. i) If a meeting is closed to the public, no resolution or record of the meeting shall disclose any information that the Head of an institution is not permitted to disclose under the Municipal Freedom of Information and Protection of Privacy Act. 10.0 CLOSED MEETING INVESTIGATION The Council has appointed a Closed Meeting Investigator to carry out Closed Meeting Investigations, upon request by any person, to determine whether the Council or a local board has complied with its Closed Meeting Proceedings or the Council's Procedural By -Law in respect of a meeting or part of a meeting that was closed to the public, in accordance with Section 239.2 of the Municipal Act. 11.0 READING OF BY -LAWS AND PROCEEDINGS 11.1 Every by -law shall be in printed or electronic form and introduced by the Chief Administrative Officer or designate and shall be adopted by the Council. 11.2 All By -Laws collectively shall be given first, second and third readings in a single motion, unless a Member wishes to discuss the contents of a by -law or a matter requires that the by -law receive first and second reading only and third reading at a future meeting, at which time the subject by -law shall be removed from the motion and dealt with separately. The headnote only of the by -law shall be read and a by- law shall not be enacted until it has received three readings. 11.3 After by -laws have passed, the Chief Administrative Officer or designate shall be responsible for their corrections should they be amended. 11.4 The Proceedings of every regular and special meeting shall be confirmed by by -law so that every decision of the Council and every resolution passed at that meeting shall have the same force and effect as if each one of them had been the subject matter of a separate by -law duly enacted. 11.5 All by -laws adopted shall be printed in the annual Proceedings of the Council. 12.0 PETITIONS, DELEGATIONS AND CORRESPONDENCE 12.1 Every petition, protest, or other written application intended to be presented to the Council, must be legibly written or printed on paper, and signed by at least one person, complete with their mailing address and telephone number. The Warden, in consultation with the Chief Administrative Office, shall determine whether the delegation(s) request is suitable and appropriate for consideration by County Council. In determining the suitability, the Warden shall ensure that the request is within the County's purview and jurisdiction. 12.2 Every member presenting any petition, protest, or other written application to the Council, shall examine the same, and shall be answerable that they contain only relevant or proper matter, and that the same is respectful and temperate in its language; he shall also endorse thereon the name of the applicant and the substance of such application, and sign his name thereto, which endorsement only shall be read by the Chief Administrative Officer, unless a member shall require the reading of the paper, in which case the whole shall be read. 76 12.3 All petitions or other written communications received prior to the Council on any subject within the cognizance of any outside board shall, on presentation, be referred to the relevant outside board by resolution. Any matters arising subsequently shall be referred by the Warden without motion: and no member shall speak upon, nor shall any debate be allowed on the presentation of any petitions or other communications to the Council. 12.4 Any person or group of persons, wishing to address the Council, is required to make the necessary arrangements through the Chief Administrative Officer, at least eight (8) days prior to the date of the Council meeting. Written briefs shall be provided so that sufficient time will permit distribution to the members of the Council, prior to the said meeting. 12.5 Once a delegation has addressed the Council, no further request on the same issue will be entertained until written information is produced to the Council and it agrees that another visit is warranted. 12.6 A delegation shall be limited to a maximum of fifteen (15) minutes. 12.7 No more than four (4) delegations shall be scheduled to address Council at any regular meeting. 12.8 The Chief Administrative Officer or designate shall provide all individuals or groups, indicating that they wish to address the Council, with a copy of the appropriate section of the Procedural By -Law dealing with delegations. 12.9 The deadline for receiving correspondence is eight (8) days prior to a regular Council meeting. Correspondence received after the deadline may be forwarded to the Council by faccimilc by no later than the Friday preceding a regular Council meeting. Notwithstanding the deadline limitation, if an item must be dealt with due to an emergency situation or extreme time constraints, the item may be forwarded by facsimile to the Council or be dealt with as an Addendum to the Agenda in accordance with Section 8.2 of this by -law. 13.0 ORGANIZATION OF COMMITTEES 13.1 The Warden shall recommend and the Council shall appoint representatives from within their membership to various committees /boards /agencies at the first meeting in December of each year. 13.2 a) All members of the Council shall be appointed to at least one position on any committee /board /agency. b) All members of the Council are equally eligible to serve on any committee /board/ agency. c) Additional per diem pay shall not be permitted for committee attendance as Council's monthly stipend is intended to cover these costs. 13.3 Ad Hoc or Special Committees The Council may appoint Ad Hoc or Special Committees if an issue must be addressed and it does not fall within the scope of management staff. 13.4 Vacancies /Appointments Committee /board /agency vacancies, which occur during the year, shall be filled at the Council. 77 14.0 OTHER COMMITTEES /BOARDS /AGENCIES COMMITTEE NAME APPOINTEES Dispute Resolution Warden + 2 Economic Development and Tourism Advisory Warden + 1 Elgin County Museum Advisory 1 Elgin -St. Thomas Public Health 3 Rural Initiatives 3 Social /Entertainment 2 St. Thomas -Elgin General Hospital 1 St. Thomas -Elgin Public Art Centre 1 Tillsonburg District Memorial Hospital 1 Waste Management /Liaison All members of Council Land Division - The Council shall appoint a five (5) member Land Division Committee who shall hold office during the term of the Council that appointed them. Persons serving on local boards or committees shall be eligible for re- appointment, but shall not be eligible for re- appointment to the same position for a period of more than eight (8) consecutive years. After an absence of not less than one (1) year, such person shall be eligible for re- appointment. 15.0 DUTIES OF COMMITTEES 15.1 The general duties of the Committees of the Council shall be to report to the Council at least annually, and as often as the interests of the County may require, on all matters connected with the duties imposed on them respectively, and to recommend such action by the Council in relation thereto as may be deemed necessary. 15.2 Reporting Appointees to committees /boards /agencies shall present a report on the activities at least once a year to County Council, in accordance with the following schedule: JULY St. Thomas -Elgin General Hospital Tillsonburg District Memorial Hospital SEPTEMBER Elgin St. Thomas Public Health OCTOBER St. Thomas -Elgin Public Art Centre Elgin County Museum NOVEMBER Land Division Committee Note: The Dispute Resolution Committee: Rural Initiatives Committee; Social/ Entertainment Committee; and Waste Management /Liaison Committee meet on an infrequent basis, therefore scheduled reporting for these committees may not be required. Members may report to the Council at any time and more frequently if they wish. 78 16.0 SOCIAL /ENTERTAINMENT COMMITTEE (SEC) 16.1 The SEC shall be an Ad Hoc Committee of the Council consisting of two (2) Members of the Council, with the understanding that the workload will be divided, thereby not placing undue hardship on one Member. 16.2 The SEC shall oversee and implement all social arrangements concerning County functions, including, but not limited to the following: a) organizing and conducting the Warden's Banquet b) organizing hospitality rooms. 16.3 The SEC shall report to the Council from time to time as required. 16.4 The Deputy Clcrk or dccignatc The Administrative Service Department shall provide the Secretary /Coordinator for the SEC. 17.0 MONEY APPROPRIATIONS, ACCOUNTS, EXPENDITURES, CONTRACTS AND IMPROVEMENTS 17.1 No tenders shall be accepted on behalf of the County Corporation for any purpocc Unless a certified cheque accompanies such tender for such amount as the Council 17.21 No member of the Council shall have power to direct or interfere with the performance of any work for the County Corporation. 18.0 ELECTION OF WARDEN 18.1 The Chief Administrative Officer or designate shall take the Chair at seven o'clock in the evening of the second Tuesday of the month of December in each year, or at such hour and on such day thereafter as the majority of the Members of the Council are present in the Council Chamber. 18.2 The Chief Administrative Officer or designate shall prepare ballots for each member with the names of the members written or printed thereon. 18.3 a) The Chief Administrative Officer or designate shall announce that any person aspiring to the position of Warden shall be granted an opportunity, not exceeding five (5) minutes, to address the Council. Candidates will address the Council in alphabetical order. 18.4 The Chief Administrative Officer or designate shall inform the members that he is ready to proceed with the election of one of their number to be Warden, unless only one member indicates his intention to run for the Office, in which case the election procedure is dispensed with in favour of a resolution appointing the Warden. 18.5 a) Voting shall be by secret ballot and balloting will continue until a candidate obtains a majority of votes. The Chief Administrative Officer or designate shall count the votes, in the presence of a representative of the County's auditing firm if in attendance. b) In the event there are more than two (2) candidates, the candidate receiving the lowest number of votes shall retire after each ballot. At no time shall the actual number of votes received by any candidate be announced, only the successful candidate's name. c) If two (2) candidates with the least number of votes are tied, then a tie- breaker ballot between the two lowest (tied) votes shall take place. Gd)By motion, the Chief Administrative Officer or designate shall be directed to destroy the ballots after the election has been completed. 79 - 12 - 18.6 For the purposes of electing the Warden, each member of County Council shall have one vote. 18.7 In the case of an equality of votes for Warden, the successful candidate shall be determined by the Chief Administrative Officer or designate placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by a person chosen by the Chief Administrative Officer or designate. 18.8 The Warden -Elect shall forthwith sign and declare and read aloud the Declaration of Office and, on completion thereof, he shall take the Chair. 19.0 DEPUTY WARDEN 19.1 A position of "Deputy Warden" shall be established on a rotating monthly schedule amongst all Councillors, and the Warden may request said Deputy Warden or any other member of the Council to represent him at social or other functions where the Warden is unable to attend. 19.2 Councillors attending a function as "Deputy Warden" shall be paid mileage at the same rate established for the use of personal vehicles for County business and any other eligible "out of pocket" expense that may occur. 20.0 CONVENTION ATTENDANCE AND HOSPITALITY ROOMS 20.1 County Councillors shall be permitted to attend any convention or conference within the Province of Ontario in accordance with the established convention policy, provided the said convention /conference is relevant to the business of the County, subject to a maximum allowance as established by by -law for convention attendance. 21.0 GENERAL CLAUSES 21.1 No person shall be allowed to address the Council during the sittings of the Council without the permission of the Warden or other Presiding Officer. 21.2 He /she, his /her means that where the masculine pronoun is used, it includes the feminine pronoun where the context so requires or vice - versa. 21.3 This By -Law shall apply to the Council's local boards and committees where applicable. 21.4 THAT this By -Law comes into force and take effect upon passing. 21.5 THAT By -Laws No. 02 -37, 03 -33 and 07 -36 and any previous by -law inconsistent with this by -law be and are hereby repealed. READ a first and second time this 27th day of November 2007. READ a third time and finally pared this 27th day of November 2007. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS _ DAY OF 2011 Mark G. McDonald, Lynn Acrc Dave Mennill, Chief Administrative Officer. Warden. 80 Elgin oun Pm,;(aiir' P.;vot REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: February 15, 2011 SUBJECT: Results of Visioning Exercise INTRODUCTION /DISCUSSION: Attached for Council's information is the consolidated outcome of the Visioning Session held in January. Through successive reports and recommendations, staff will present action plans to move the priority items forward. For example, ways of increasing and promoting economic development and tourism will be presented during the budget process with accompanying reports and justifications. Investing in the road infrastructure, priority number 4, will be discussed in a staff report and in the 10 year Business Plan. CONCLUSION: The priorities identified by Council during the January visioning /strategic plan session are being pursued and staff will continue to recommend ways to enable council to achieve its priorities. RECOMMENDATION: That the report titled Results of Visioning Exercise dated February 9, 2011 be received and filed. All of which is Respectfully Submitted Mark G. McDonald Chief Administrative Officer 81 /11^ 41ginCounty Progressive by Nature ELGIN COUNTY'S STRATEGIC VISION 2011 -2014 TOP 5 PRIORITIES FOR THE TERM: 1) Increasing and promoting economic development and tourism 2) Increasing level of cooperation and joint services with the City of St. Thomas 3) Completing the County Official Plan 4) Investing in the county road infrastructure 5) Continuing to streamline county operations using best practices TOP 4 GOALS FOR 2011: 1) Realizing an affordable tax rate increase by maximizing funding sources and improving efficiency and savings 2) Maintaining services 3) Increasing economic development opportunities 4) Increasing level of cooperation with the City of St. Thomas USE OF RESERVES TO REDUCE COUNTY LEVY: • Council demonstrated a low to moderate propensity to use reserves to lower the county levy WILLINGNESS TO CUT SERVICES TO ACHIEVE A BUDGET TARGET: • Low to moderate inclination to cut services ONE THING YOU WOULD LIKE TO CHANGE ABOUT COUNTY OPERATIONS: • Better communication and interaction with local municipal partners including City of St. Thomas SWOT ANALYSIS RESULTS: Primary Strength: Departments /leadership /service and people Primary Weakness: Distance separation, east to west (geography) Primary Opportunity: Increasing economic and tourism opportunities /building the agricultural base and skilled labour force Primary Threat: Not creating economic opportunity /not investing in it 82 } ElginCnuntv c.p..'C iiii^ 41 P: ∎... t REPORT TO COUNTY COUNCIL FROM: Rob Bryce Director of Human Resources DATE: February 3, 2011 SUBJECT: Compensation Review of Council and Outside Boards INTRODUCTION: On January 11, 2011, staff was directed by Council to conduct a salary and benefit survey for Council and outside boards and report back to Council prior to 2011 budget deliberations. The purpose of this report is to provide the results of surveyed information and to seek direction from Council regarding 2011 compensation for Council and Outside Boards. DISCUSSION: As Council may recall, an external consultant was retained in 2007 to undertake a thorough compensation review of compensation for the Warden, Council, and members of outside boards. On the basis of that review, a number of recommendations were adopted in 2008 that slightly increased the remuneration of the Warden and increased per diems rates for Council and outside boards such that a 50th market pay position was reached. Benefit recommendations were also adopted to maintain competitiveness. Since 2008, Councillor and Warden compensation has increased in line with economic or inflationary increases. This is a sensible approach ensuring that Council and outside board remuneration remains competitive and potential spikes /gaps in compensation practises may be avoided. HR staff has reviewed the compensation practises of ten (10) other provincial counties - the Counties of Brant, Grey, Dufferin, Haldimand, Norfolk, Northumberland, Oxford, Simcoe, Middlesex, and Wellington. The wage and benefits information analyzed is recent - 2010 survey data - and the per diem information is current. Though it was a relatively small sample size, the results show that compensation for Council and outside boards is appropriate and the County of Elgin remains competitive and at the targeted position of the 50th market pay percentile. 83 A brief summary of salaries, with corresponding population and council size is provided below: Warden Councillor County Council Salary Salary Population Size Hi $79,400 $33,100 263,500 32 Low $31,800 $3,800 35,000 7 Average $52,300 $18,400 91,000 13 Median $55,300 $19,800 84,500 10 County of Elgin $52,255 $19,361 50,000 9 Additionally, in reviewing healthcare benefits, including dental, life insurance and other group benefits, the County of Elgin is similarly placed in the middle of the survey range with some municipalities providing greater benefit levels at municipal cost while others providing no benefits (optional or otherwise). In reviewing other surveyed benefits, it was noted that two (2) counties provided a vehicle for Warden use and one (1) county provides a $3000 taxable benefit allowance for the Warden. All other counties provided no vehicle or related allowance for Wardens or Councillors. Counties responded they have a mileage allowance ranging from $0.420 to $0.520 per km. (The average allowance is $0.475 and the median is $0.473). The County of Elgin provides $0.495 and no vehicle or related allowance. Finally, turning to per diems, it was determined that most are not paying per diems for outside boards. The two counties currently paying the lowest councillor salaries are paying per diems for outside boards ($100 and $134.50 per day respectively). Attendance at conventions are regularly paid for by the surveyed respondents and in some cases council meetings are paid attendance as well; again, the lowest wage paying counties only. CONCLUSION: In consideration of the reasonable and appropriate changes already made to Warden and Councillor remuneration in 2008 and the recently analyzed salary and benefit survey results, HR staff find that total compensation for the Warden, Councillors, and outside board members is appropriate and the County of Elgin 84 remains competitive and is at or near the targeted position of the 50th market pay percentile. RECOMMENDATION: THAT County Council defer consideration of a compensation review of Council and outside boards until 2013; and, THAT any future County Council wage increases remain tied to non -union economic adjustments, as they have in the past, such that Council compensation remains competitive and any spikes or gaps in compensation practises are avoided. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer 85 } ElginCnuntv REPORT TO COUNTY COUNCIL FROM: Rob Bryce Director of Human Resources DATE: February 3, 2011 SUBJECT: Annual Manulife Benefits Renewal 2011 INTRODUCTION: The annual renewal report for the County of Elgin and member municipalities from Mosey and Mosey, Benefits Consultants was received on January 28, 2011. The report summarizes their analysis of the group benefits renewal action required by Manulife, effective March 1, 2011. DISCUSSION: Please refer to the attached Executive Summary prepared and presented by the consulting firm of Mosey and Mosey. Points of Emphasis: 1. Mosey & Mosey has a large block of business with Manulife Financial and a good business relationship with the insurer. As a result of this partnership, they are able to negotiate better overall renewal costs for the County of Elgin and participating municipalities. Mosey and Mosey will go to market in 2012 in conjunction with the renewal in one year's time. 2. For rating purposes, the County of Elgin and member municipalities consortium plan have been regarded as one large group in order to attain the best rates, allowing participating lower -tier members the benefit of increased purchasing power that is available through pooled insurance. Membership currently includes Central Elgin, Bayham, Malahide, Dutton /Dunwich, Aylmer and Southwold. 3. The Extended Health Care benefit has a pooling arrangement currently in place designed as added insurance to cover against the possibility of catastrophic claims in excess of $15,000 per year per person for drug claims. With the introduction of new and more expensive drugs, it is not uncommon to find very large drug claim amounts charged to the plan. Currently, the County of Elgin and member municipalities pay a charge of 1.5% of premium for this arrangement. This year Manulife is increasing the rate to 2.125% of 86 premium. This remains a competitive rate with this level of protection averaging upwards of 3% of premium in the industry. The pooling credit for this renewal period is $58,744 due to claims exceeding the $15,000 limit. 4. The Dental Care benefits are underwritten on a fully experience -rated basis. Rates are established based on the financial results generated by the paid premium and paid claims experience. RENEWAL OVERVIEW The table below summarizes the 4 -year history of renewal rate action, by benefit line: Benefit Life AD &D LTD WI EHC Dental 2008 Renewal (2.4)% No change (5.9)% Not applicable 11.2% 24.1% +ODA fee guide increase Overall 8.4% 2009 2010 Renewal Renewal 12.6% No change No change Not applicable 3.8% 3.0% +ODA fee guide increase 3.5% (5.0)% No change (5.0)% Not applicable 0.0 2.0% +ODA fee guide increase 2011 Renewal 18.8% No change (20.0)% Not applicable 12.9 (2.4)% +ODA fee guide increase (0.9)% 4.0% The annual increase of 4.0% for the County of Elgin's plan represents an annual incremental cost of $42,276 incl. tax. Considering Manulife's proposed renewal increase of 7.5% or $79,896 the County of Elgin has realized an annual cost avoidance of $37,620 with the help of our consultants, Mosey and Mosey. CONCLUSION: Staff is pleased with the outcome of the renewal and recommend acceptance of the negotiated renewal rate adjustments with Manulife Financial effective March 1, 2011. A copy of the report, in its entirety, is available at the County Administration Services Office on the third floor. 87 RECOMMENDATION: THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2011. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark McDonald Director of Human Resources Chief Administrative Officer 88 Group Benefits Program The County of Elgin 2011 Renewal EXECUTIVE SUMMARY We are pleased to present the renewal report for the County of Elgin employee group benefits program underwritten by Manulife Financial and RBC Insurance. The County of Elgin has been combined with other member municipalities in order to provide benefits at the most competitive rates. Manulife Financial underwrites the Employee Group Life, Long -Term Disability (LTD), Health and Dental benefits. RBC Insurance underwrites the Accidental Death and Dismemberment (AD &D) benefit only. RBC Insurance is a specialty carrier and as such offers a comprehensive AD &D benefit package at competitive rates. All benefits are underwritten on a non - refund accounting basis. Liability for these benefits rests fully with the insurer. Your liability is limited to the premium paid on a monthly basis. The purpose of this report is to provide information with respect to our audit and the new rates which will take effect on March 1St 2011. Proposed and negotiated monthly premium amounts for the County of Elgin only are illustrated below. Please note that each member of the County of Elgin and participating municipality consortium program all receive the same renewal rate adjustments by line of benefit. County of Elgin Current Negotiated Renewal Monthly Monthly Rate Benefit Premium Premium Adjustment Group Life $ 6,202 $ 7,366 18.8% AD &D $ 248 $ 248 0.0% Long Term Disability $ 14,885 $ 11,909 - 20.0% Total Pooled: $ 21,335 $ 19,523 -8.5% Extended Health Care $ 41,624 $ 46,993 12.9% Travel (Active) $ 593 $ 741 25.0% Travel (Retired) $ 138 $ 138 0.0% Dental Care $ 18,507 $ 18,063 -2.4% Total Experience Rated: $ 60,862 $ 65,935 8.3% Total Overall: $ 82,196 $ 85,458 8% PST $ 6,576 $ 6,837 Overall Premium $ 88,772 $ 92,295 4.0% $ Adjustment Over Current $ 3,523 89 For your reference, outlined in the table below are the current and negotiated monthly premium and corresponding renewal rate adjustments for the County of Elgin and member municipality consortium plan. Please note the overall adjustment for your group varies slightly in respect to the overall adjustment indicated below due to the different volumes applicable to each participating division. County of Elgin and Member Municipalities Benefit Group Life AD &D Long Term Disability Total Pooled: Extended Health Care Travel (Active) Travel (Retired) Dental Care Total Experience Rated: Total Overall: 8% PST Overall Premium $ Adjustment Over Current Current Monthly Premium $ 13,103 $ 744 $ 29,343 $ 43,190 $ 83,306 $ 1,137 $ 437 $ 32,765 $ 117,646 $ 160,836 $ 12,867 $ 173,703 Negotiated Renewal Monthly Premium $ 15,460 $ 744 $ 24,224 $ 40,428 $ 94,006 $ 1,422 $ 437 $ 31,979 $ 127,844 $ 168,272 $ 13,462 $ 181,734 $ Rate Adjustment 18.8% 0.0% - 20.0% -6.4% 12.9% 25.0% 0.0% -2.4% 8.7% 4.6% 8,031 Section 2 of this report discusses our evaluation of your carrier's proposed renewal rate adjustments, while section 6 shows the overall cost and rate summary comparison which illustrates your pre - renewal and negotiated renewal costs by benefit for the County of Elgin. Summary and Recommendations For rating purposes only, the County of Elgin and member municipalities' consortium plan has been regarded as one large group In order to attain the lowest rates. Information is also provided in this report as it pertains to the County of Elgin only. As we have said in the past, Mosey & Mosey has a large block of business with Manulife Financial and a good business relationship with the insurer. As a result, 90 we were able to negotiate lower overall renewal costs for the County of Elgin and participating municipalities. With this renewal we feel that insured rates remain competitive based on the insurer's pricing criteria and recommend acceptance of the renewal. We remind you that based on the current funding method the insurer is completely liable. Your liability is limited to the monthly premium paid. If the County were to test the market - place, prospective insurers would base their proposed rates on the County's experience, combined with demographics and the performance of the insurance carrier's pool, where applicable, just as Manulife has done. This year Manulife proposed an overall adjustment of +7.5% to the County of Elgin and member municipalities plan. For the County of Elgin only, this means that your monthly costs would have increased by $6,658 (including PST) or $79,896 annually. We were able to negotiate a +4.0% adjustment. As a result, overall premium will increase by $3,523 (including PST), or $42,276 annually. Our negotiations with Manulife resulted in monthly savings of $3,135 or $37,620 annually. We are pleased with the outcome of this renewal and recommend acceptance of the negotiated renewal rate adjustments with Manulife Financial effective March 1, 2011. 91 } ElginCnuntv c.p..'C iiii^ 41 P: ∎... t REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: January 27th, 2011 SUBJECT: Bayham Library Hours and Staffing INTRODUCTION: At the January 25th, 2011 meeting of County Council, staff was given direction to review the hours of operation and staffing complement at the Bayham branch of the Elgin County Library. This report brings forward a proposal in fulfilment of this recommendation. DISCUSSION: Circulation activity at the Bayham branch (Straffordville) increased by 26.6% in 2010 and has experienced a total increase of 40% since 2009. Bayham Library is now the third busiest branch in terms of circulation in the system, despite the fact that it is open for only 28 hours per week, 11.5 hours less than the fourth busiest branch in the system (Port Stanley). Two primary factors can be attributed to this increase: • Successful outreach efforts to the low- German speaking Mennonite population through projects like "Check It In, Check It Out ", a radio show promoting the services of the library to this community. This community is experiencing significant growth, particularly in Bayham, and these residents are now using the services of the library on a regular basis. • The closure of the Vienna branch in 2009, resulting in a transfer of patronage from that location. A review of the hours of operation and staffing levels at Bayham relative to other branches in the system is required. In order to do so, it is necessary to consider that Bayham is paired with a much smaller branch (Port Burwell) for staffing purposes. The most relevant comparator for Bayham / Port Burwell is Port Stanley / Shedden given that they are both cases where a larger branch is paired with a much smaller branch while serving similar populations. The following is an overview of total hours of operation, associated staff hours and total 2010 circulation for these locations: Open Hours Staff Hours Circulation • Port Stanley / Shedden 59.5 114 41,701 • Bayham / Port Burwell 40 73 38,191 92 Bayham / Port Burwell is achieving similar circulation levels despite being open only two - thirds of the hours of Port Stanley /Shedden and with approximately three - quarters of the staff hours. The increased circulation at Bayham relative to the hours of operation is compromising the ability of existing staff to provide other services such as public programming and reference. Opening more hours will spread the rate of circulation more evenly throughout the week so that other activities can be properly accommodated. Guidelines developed by the Administrators of Rural and Urban Public Libraries of Ontario indicate that Port Stanley and Shedden have appropriate staffing complements and open hours for the population served. Open hours and staffing at Bayham / Port Burwell therefore need to increase to an appropriate level. Staff are recommending that the combined hours of operation at Bayham / Port Burwell increase by 15 to 55 hours per week and total staff hours increase by 26 to 99 hours per week. Part of this increase includes elevating the position of supervisor from part -time to full -time as is the case in Port Stanley / Shedden. This move will enhance service immediately and will serve the library well as a succession plan is developed to deal with pending retirements throughout the system. If approved, the recommendations in this report will take effect on May 1st, 2011 after the County's 2011 operating budget has been approved. This will provide Council with an opportunity to assess the impact of this decision in relation to the library's overall operating budget. If fully implemented, these recommendations will result in an increase of approximately one per cent ($26,000) to the library's operating budget for 2011 which may be further mitigated through other efficiencies as the budget is finalized. CONCLUSION: An increase of 15 open hours and 26 staff hours per week to Bayham / Port Burwell will ensure that these locations can provide an appropriate level of service for the community relative to other branches in the system. While most of these hours will be devoted to Bayham, minor adjustments to Port Burwell will inevitably be required. Should this report be approved, Councillors will be informed of revised hours of operation at both of these locations. RECOMMENDATION: THAT hours of operation at the Bayham / Port Burwell branches of the Elgin County Library be increased by 15 hours per week effective May 1st, 2011 and subject to approval of the 2011 County budget; and, THAT the staffing complement for Bayham / Port Burwell be adjusted according to the recommendations in this report subject to the approval of the 2011 County budget; and, THAT staff inform Council of the final revised hours of operation resulting from this report. 93 All of which is Respectfully Submitted Approved for Submission Brian Masschaele Director of Community and Cultural Services 94 Mark G. McDonald Chief Administrative Officer } E1ginCcunt c.p..'C iiii^ 41 P: ∎... t REPORT TO COUNTY COUNCIL FROM: Sandi Loponen Library Coordinator, Community and Cultural Services DATE: January 31, 2011 SUBJECT: Library 2010 Food for Fines Campaign INTRODUCTION: Food for Fines is a program commonly offered by public libraries to allow library users an opportunity to donate items of benefit to local charity drives in exchange for a reduction in the amount of overdue fines owing to the library. This report is to inform Council of the successful result of the 2010 Food for Fines campaign coordinated amongst the 10 library branches in Elgin County. DISCUSSION: The 2010 Food for Fines campaign was the third to be coordinated County -wide, in order to provide assistance to local Christmas care drives. In addition to the collection of canned goods and items for personal hygiene, money collected for overdue fines during the campaign period was also submitted to local charity drives to be directed where it is most needed. The chart below shows a year -to -year comparison of program results. 2010 Branch Number of Items Cash Donations Aylmer 211 $450.00 Bayham 210 $80.00 Belmont 341 $78.00 Dutton 555 $293.50 Port Burwell 48 -- Port Stanley 139 $84.50 Rodney 434 $20.00 Shedden 108 $20.80 Springfield 299 $55.80 West Lorne 319 $49.40 Total 2664 $1132.00 2009 Branch Number of Items Cash Donations Aylmer 487 $470.00 Bayham 264 $72.90 Belmont 450 $90.00 Dutton 586 $222.70 Port Burwell 57 $10.10 Port Stanley 218 $68.00 Rodney 128 $94.50 Shedden 162 $16.00 Springfield 325 $35.00 West Lorne 292 $76.30 Total 2969 $1155.50 95 CONCLUSION: This report informs Council that the 2010 County -wide Food for Fines campaign was a success and contributed much - needed support for charity drives throughout the County. RECOMMENDATION: THAT the report "Results of the Library's 2010 Food for Fines Campaign " be received and filed as information. All of which is Respectfully Submitted Approved for Submission Sandi Loponen Mark G. McDonald Library Coordinator Chief Administrative Officer Brian Masschaele Director of Community and Cultural Services 96 } ElginCnuntv REPORT TO COUNTY COUNCIL FROM: Sandi Loponen Library Coordinator, Community and Cultural Services DATE: January 31, 2011 SUBJECT: Provincial Funding for Online Library Resources INTRODUCTION: A number of valuable information resources are available to library users online both in branches of the Elgin County Library and at home. The Ontario Ministry of Tourism and Culture has generously provided funds since 2006 to assist public, academic and school libraries in offering a standard set of databases to all Ontarians. Until December 31, 2010, contracts for these resources were managed by Knowledge Ontario. The Ministry has continued to provide funding in 2011, but has named the Southern Ontario Library Service (SOLS) as the primary agency responsible for negotiating licences on behalf of Ontario's public libraries. This report is to inform Council of the impact of this change on the library system. DISCUSSION: The transfer of funding to SOLS has proved highly beneficial for public libraries in 2011. Under Knowledge Ontario, resources were selected to meet the needs of schools, universities and the general public. Under SOLS, the resources available for subscription are better suited to the needs of public library users. SOLS has used Ministry funding to make online resources available to libraries through three tiers. Tier one resources are funded entirely by the Province to provide information coverage in the areas of news, careers, health, K -12 school subjects, genealogy, readers' advisory and general reference. As a result of this excellent coverage, the library has been able to purchase additional resources at a provincially- negotiated reduced rate through SOLS' tier two offerings, as well as subject- specific titles within the library's existing budget. The final result is an excellent list of information resources that benefit all County residents and especially those who live outside of the communities served by library branches. More detailed descriptions of the library's online resources are available on the web site. However, some of the titles offered include: 97 Encyclopedias, News & General Research * World Book Online * Britannica Online * Canadian Reference Centre * News, Journals and Magazines from EBSCO * News, Journals and Magazines from GALE * GALE Virtual Reference Library * Canadian Points of View * Student Resource Centre Canadian Edition * USA National Newspaper Index Special Topics * Agriculture Collection * A -Z World Travel * Chilton Library (Auto Repair) * Computer Database * Consumer Health Complete * ConsumerReports.org * Culinary Arts * Gardening, Landscape & Horticulture * Hobbies & Crafts Reference Center * Teen Health and Wellness Resource Center * Hospitality, Tourism & Leisure * Linkword Languages * Mango Languages Books & Literary Criticism * netLibrary eBooks & eAudiobooks * NoveList Plus * Literature Resource Center * Ontario Library Service Download Centre eBooks & eAudiobooks * TumbleTalkingBooks (streaming audiobooks for all ages) Careers * Career Cruising Business * Scott's Directories — Ontario (available in- library only) For Young Children * Grzimek's Animal Life * Kids InfoBits * Pebble Go * TumbleBooks * TumbleReadables Genealogy * Ancestry Library Edition (available in- library only) It is important to note that although the library is in a good position for 2011, funds issued to SOLS by the Ministry expire at the end of the year and may not be renewed. SOLS is continuing to campaign the Ministry on the behalf of public libraries. In the event that Ministry funds are withdrawn in 2012, the library will need to make significant cuts to the above list of resource offerings. CONCLUSION: This report informs Council of the change of agency negotiating bulk electronic resource licences on behalf of Ontario's public libraries, of the list of resources available through the Elgin County Library system in 2011 and of the possibility that supporting funds from the Ontario Ministry of Tourism and Culture could be discontinued at the end of this year. RECOMMENDATION: THAT the Warden on behalf of Council issue a letter of appreciation to the Southern Ontario Library Service for funding support of library databases with copies to the Minister of Tourism and Culture and MPP; and, THAT the report "Provincial Funding for Online Library Resources" dated January 31, 2011 be received and filed as information. All of which is Respectfully Submitted Approved for Submission Sandi Loponen Mark G. McDonald Library Coordinator Chief Administrative Officer Brian Masschaele Director of Community and Cultural Services 99 } ElginCnuntv REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: January 21St, 2011 SUBJECT: Community Use of Library Meeting Rooms INTRODUCTION: Staff in the Elgin County Library are frequently approached by community groups and individuals about use of library space for educational, cultural and leisure activities. Often times these activities are beyond the purview of library programming. This raises issues about whether a fee should be charged for such use, when it should be permitted and authority for determining whether the use is appropriate. This report recommends the adoption of a definitive policy to address these issues. DISCUSSION: Three branches of the Elgin County Library (Dutton, Belmont and Bayham) have segregated areas or rooms that are used strictly for programming purposes. These areas have been used on occasion as meeting rooms by community groups when programming is not taking place. In many cases, these groups serve the interests of the community and are a good fit with the Library's overall mission of providing service to the community. Nevertheless, issues such as leases with municipal partners, liability and risk of inappropriate use make it imperative that a firm policy be established on this issue. Staff are therefore recommending that the attached policy be adopted which shall govern future usage of library facilities by community groups and individuals. The following are some highlights of this policy. • All groups must fill out an application form which must be approved in advance by the branch supervisor. • Non - profit groups will not be charged a fee. A $25 fee per event (with three hour maximum) shall be charged to all other groups and individuals pending approval by the supervisor. • In cases where a fee is charged, notification and approval shall be required from the Municipality (or building owner) under the terms of the County's leases for branch locations. • Usage shall only be permitted when the library is open to the public. Usage outside of these hours must be authorized by the municipality. Given that the library will largely be open when these meetings take place, the County's liability insurance will be in effect and groups will not be required to provide additional insurance. 100 CONCLUSION: The attached policy will clarify terms of usage of library facilities by community groups or individuals while at the same time preserving the library's on -going role as a gathering place for the community. RECOMMENDATION: That the policy entitled "Elgin County Library Facilities Use Policy" as attached to this report be hereby approved effective immediately. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Director of Community and Cultural Services 101 Mark G. McDonald Chief Administrative Officer Elgin County Library Facilities Use Policy Meeting rooms and facilities within branches of the Elgin County Library may be made available to community organizations and individuals for educational, leisure and cultural activities under the following terms and conditions: 1. The attached application form must be completed and approved by the Branch Supervisor before the activity can take place. 2. Usage shall only be permitted during regular branch hours. Any exceptions shall require the permission of the Municipality and the County's Director of Community and Cultural Services. 3. Priority is given to library sponsored programs. The branch supervisor reserves the right to refuse or cancel any bookings that conflict with these programs or are deemed to be inappropriate. 4. The applicant is responsible for any damages incurred to library property or equipment as a result of usage. The applicant agrees to indemnify the County of Elgin for damages resulting from such usage. 5. All arrangements for chairs, tables, equipment and use of kitchen facilities shall be made in advance with the branch supervisor. All set- up and clean -up shall be provided by the applicant. The library may charge a clean -up fee if rooms are not left in an appropriate condition. 6. A three hour maximum will apply to all bookings unless otherwise approved. 7. Non - profit groups shall not be charged a fee. Individuals and for - profit groups will be charged a fee of $25 per event pending notice and approval of the building owner. 102 ELGIN COUNTY LIBRARY — FACILITIES USE BOOKING FORM Organization: Person in Charge: Address: Telephone: (Home) (Business) E -mail: Branch Facility Requested : Type of Use: Anticipated Attendance: Date Required: Time: Equipment Use: Tables Chairs Kitchen The Applicant has read and agrees to abide by the "Elgin County Library Facilities Use Policy ". Applicant's Signature: Date: Approved By: Rental Fee: Fee Paid: Signed copies of the application form must be returned with the rental fee before the booking will be confirmed. In cases where a fee is charged, the Library must first obtain the permission of the building owner. Cancellation: 24 hours notice is required for a full- refund. Exemptions may be granted in the event of inclement weather. Room Rental Fee: For - profit groups and individuals $25.00 per event. Elgin County Library Approval: Supervisor Date 103 } ElginCnuntv REPORT TO COUNTY COUNCIL FROM: Al Reitsma Manager of Information Technology DATE: February 15, 2011 SUBJECT: Computer Purchase Plan Program Review INTRODUCTION: In September of 2002 a Computer Purchase Plan Program (Policy 10.150) was developed in order to provide employees with a means of purchasing personal computers via payroll deductions. A review of the policy has been completed and several recommendations for changes to the policy are identified in this report. DISCUSSION: Since the Computer Purchase Plan Program policy was developed in 2002 there has been a proliferation of computer related devices. Which of these devices are covered by this policy is not clear. Therefore, the policy will be updated to include a list of what computer equipment can and cannot be purchased via the program as follows: • Only computers such as desktop, laptops /notebooks and netbooks /tablets can be purchased via the program. • Printers /scanners can be purchased via the program. • Peripherals such as iPods, MP3 players and cameras cannot be purchased via the program. Currently staff members are able to make use of the program once every 12 months. Management is recommending that the policy be changed to limit the use of the program to each staff member to once for one purchase every 36 months to reflect the typical longevity of computer equipment. Finally, the cost of computers has declined since the inception of the program. Therefore, it is recommended that the maximum purchase amount covered by the program will decrease from $1,750 to $1,500. The revised Computer Purchase Plan Program policy has been included for review. 104 CONCLUSION: A review of the Computer Purchase Plan Program (Policy 10.150) has been completed and staff is recommending the policy be modified to include a list of what type of equipment can and cannot be purchased via the program. As well, the program should be modified to limit the use of the program to each employee once every three years. Lastly, the purchase amount will be decreased from $1,750 to $1,500. RECOMMENDATION: THAT the revised policy 10.150, Computer Purchase Plan Program be approved and implemented on March 1, 2011. All of which is Respectfully Submitted Approved for Submission Al Reitsma Mark G. McDonald Manager of Information Technology Chief Administrative Officer Jim Bundschuh Diriector of Financial Services Rob Bryce Director of Human Resources 105 The County of Elgin Section: 10 Human Resources Policy Manual Subject: Computer Purchase Plan Program Policy Number: 10.150 Code - A Date Approved: Sept. 10/02 Page 1 of 6 Date Last Revision: Mar 01/11 POLICY STATEMENT AND PURPOSE The purpose of this policy is to encourage employees to develop computer skills at home that can be transferred to the workplace. POLICY SCOPE AND LIMITATIONS • Only computers such as desktop, laptops /notebooks and netbooks /tablets can be purchased via the program. • Printers /scanners can be purchased via the program. • Peripherals such as iPods, MP3 players and cameras cannot be purchased via the program The maximum purchase amount of the computer is limited to $1,500 including taxes. The use of this plan will be limited to once every thirty -six (36) months per employee regardless of the purchase amount to the maximum. It is the employee's responsibility to ensure that equipment being purchased is eligible under policy. Questions regarding eligibility should be directed to the Human Resources Department. The County of Elgin Section: 10 Human Resources Policy Manual Subject: Computer Purchase Plan Program Policy Number: 10.150 Code - A Date Approved: Sept. 10/02 Date Last Revision: Mar 01/11_ - -{Deleted: 1 of Deleted: 5 Deleted: Dec. 6/04 1 Page 2 of The Corporation of the County of Elgin The Employee (The County) County of Elgin Name 450 Sunset Dr. St. Thomas, ON N5R 5V1 Address Telephone Number For good and valuable consideration, the undersigned employee, authorizes and directs the County as his /her agent to purchase on his /her behalf the computer system, described in the "COUNTY OF ELGIN COMPUTER PURCHASE PLAN ORDER FORM" attached as Schedule Ato this agreement The employee acknowledges and agrees to comply with the terms and conditions of the County of Elgin Employee Computer Purchase Program, attached hereto are part of this agreement, and which terms are binding on the Employee and the County along and their respective heirs, executors, administrators, successors and permitted assigns. The undersigned employee acknowledges having read the entire agreement and accepts its terms and conditions. This agreement is the entire agreement between the County and the Employee The Corporation of the County of Elgin The Employee Per: Director of Human Resources (or designate) Signature Date of Acceptance by County Date Signed 107 The County of Elgin Section: 10 Human Resources Policy Manual Subject: Computer Purchase Plan Program Policy Number: 10.150 Code - A Date Approved: Sept. 10/02 Date Last Revision: Mar 01/11_ - -{Deleted: 2 of Deleted: 5 Deleted: Dec. 6/04 1 Page 3of 6, COUNTY OF ELGIN EMPLOYEE COMPUTER PURCHASE PROGRAM TERMS AND CONDITIONS 1. AUTHORITY TO PURCHASE By this agreement, the Employee agrees to purchase from the vendor /supplier of their choice. Title to the system shall be in the name of the Employee. 2. PURCHASE MONEY SECURITY INTEREST The Employee grants to the County a purchase money security interest in the computer system and all associated peripheral equipment and software listed on Schedule A. The employee acknowledges and agrees that the County may negotiate such interest as against title to the computer systems pursuant to the provisions of the Personal Property Security Act (Ont.). 3. PAYMENT PROVISIONS A. PRINCIPAL AMOUNT The Employee shall pay to the County the principal amount shown as the "Balance Owing" on Schedule B attached. B. PAYMENT DATES The Employee agrees to pay all monies owing to the County here under through bi- weekly payroll deductions in amounts as shown on Schedule B. C. TERM OF AGREEMENT This agreement shall terminate when all money owed to the County has been paid by the Employee and the total amount owing shall be paid in full no later than the due date shown on Schedule B. D. PREPAYMENT During the term of this agreement the employee may, on any payment date, pay all of the outstanding amount owing. 108 The County of Elgin Section: 10 Human Resources Policy Manual Subject: Computer Purchase Plan Program Policy Number: 10.150 Code - A Date Approved: Sept. 10/02 Date Last Revision: Mar 01/11 1 Page 4 of 6, E. PAYROLL DEDUCTIONS The Employee hereby irrevocably authorizes and directs the County to deduct from the bi- weekly wages due to the employee, the amount of the payroll deduction as shown on Schedule B. 4. RESPONSIBILITY FOR THE SYSTEM The system shall be at the Employee's sole risk for any loss, injury, damage, destruction or confiscation hereunder. Any such loss, injury, damage, destruction or confiscation shall not release the Employee from liability to the County. The Employee shall be responsible for insuring the system. Regardless of where the Employee keeps the system, Employee and not the County is responsible if the system is defective or breaks down. Employee still owes the County the payments required to pay the outstanding balance of the cost. 5. DEFAULT AND ACCELERATION CLAUSE Default and Acceleration Clause: Upon the happening of any of the following occurrences at any time, namely: a) Employee defaulting in the payment to the County of any amount owing under or secured by this Agreement when due; b) Employee failing to duly observe or perform any or all of the terms and conditions herein; c) Execution being levied or distress being taken against the Computer System; d) The institution by or against the Employee or the Employee's property of a proceeding in bankruptcy, receivership or insolvency; e) Employee ceases active employment with the County for any reason, including termination, resignation, retirement, leave of absence, including but not limited to maternity /parental leave, layoff, short -term or long -term disability or for any other reason. 109 - f Deleted: 3 of { Deleted: 5 Deleted: Dec. 6/04 The County of Elgin Section: 10 Human Resources Policy Manual Subject: Computer Purchase Plan Program Policy Number: 10.150 Code - A Date Approved: Sept. 10/02 Date Last Revision: Mar 01/11 1 Page 5_of 6, Not withstanding anything herein contained to the contrary, all amounts hereunder shall, at the option of the County and upon occurrence of any one or combination of the event identified in clause A — E above, become due and payable without any notice of demand being made upon the Employee, and the Employee hereby promises to pay same immediately, and the County shall be at liberty to take any proceedings for the recovery from the Employee of the amount then due and further, the County shall have, both before and after default, all rights and remedies of a secured party under the Personal Property Security Act (Ontario). In the case of one of the events listed in (e) above occurring, Employee irrevocably authorized the County to deduct any amount owing under this agreement from the Employee's final pay cheque. In case of default, the County may immediately take possession of the system without prior demand and without legal process. It shall be lawful and Employee authorizes the County, its authorized agents or representatives to enter into and upon any land or premises where the System may be and further authorizes such persons to use such force as may be required to gain entry for the purpose of taking possession of the system. Upon the County taking possession of the system it may sell or otherwise dispose of all or any part of the system at auction or public or private sale for the account of the Employee and the Employee shall be liable for any deficiency. In addition, the County many enforce any other right or remedy that the County many have under any applicable law, provided the County's rights hereunder are cumulative and may be enforced and successively or concurrently. If the system is in the possession of the County after default and it is lost or damaged other than through the negligence of the County, the risk of loss or damage is on the Employee. All expenses (including legal expenses) on a full indemnity basis incurred in enforcing or preserving any of the County's rights and remedies shall be added to the Employee's indebtedness established under this agreement. PROVIDED HOWEVER That the County may at its sole discretion accept post dated cheques from the Employee for the outstanding payments still due. 110 - f Deleted: 4 of { Deleted: 5 Deleted: Dec. 6/04 The County of Elgin Section: 10 Human Resources Policy Manual Subject: Computer Purchase Plan Program Policy Number: 10.150 Code - A Date Approved: Sept. 10/02 Date Last Revision: Mar 01/11_ - {Deleted: 5 of 1 Page 6. of 6. WARRANTIES IMPORTANT NOTICE TO EMPLOYEE: The following is made in lieu of all express or implied rights, warranties, and conditions, statutory or otherwise. The County makes no warranties about the quality or performance of the system. It is Employee's responsibility to decide before signing this agreement whether the system will meet Employee's needs and Employee's intended use of the system. The County is not responsible if the system does not work properly or if the system disappoints Employee in some other way. The County is not responsible for any injury, loss or damage, direct or consequential, arising out of the agreement or Employee's use or inability to use the system. 7. GENERAL The agreement shall not be assigned by Employee without the prior written consent of the County. This agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. This agreement states the complete agreement between Employee and the County and any representation, promise or condition not expressly set out herein shall not be binding upon the County. This agreement may be amended only in writing, and any such amending agreement must be signed by both Employee and an authorized representative of the County. This agreement shall ensure to the benefit of and be binding upon Employee and the County and their respective heirs, executors, administrators, successors and permitted assigns. 8. COMPUTER SOFTWARE LICENCES Regardless of the number of computer systems purchased by an employee pursuant to the Elgin Employee Computer Purchase Plan, only one licence for specific software will be acquired by such employee. 111 Deleted: 5 Deleted: Dec. 6/04 Deleted: ¶ <# >MULTIPLE COMPUTER PURCHASING PLANS¶ Employees may purchase more than one computer system pursuant to the Elgin Employee ¶ Computer Purchase Plan, subject to the restriction that only one such purchase and related ¶ payroll deduction can be in effect any one time. Upon full payment of any monies owing in ¶ respect of the purchase of a computer system pursuant to a current agreement signed under the Elgin Employee Computer Purchase Plan, an employee may arrange for the purchase of a further computer system pursuant to the said plan, provided that a further agreement will be signed in respect of such subsequent purchase.¶ Formatted: Bullets and Numbering Elgin County arrow try rumro REPORT TO COUNCIL FROM: Lisa Terrio, Financial Services DATE: February 1, 2011 SUBJECT: 2011 -2013 Community Accountability Planning Submission INTRODUCTION The County of Elgin receives funding from the Ministry of Health and Long Term Care, through a program known as Community Support Services, more commonly known as the Adult Day Program, for elderly clients in East and West Elgin. These funds are dispersed to the programs at Terrace Lodge and Bobier Villa. As well, the City of St. Thomas, who heads up the program at the Valleyview Home for the Aged, receives funding from the County program to provide services for the residents of St. Thomas and the Central Area of the County. Since the two programs share similar goals and a Program Co- ordinator, the delivery of this much needed service to the community is enhanced by this joint arrangement. With the assistance of the Program Co- ordinator, information is obtained for the completion of quarterly forms and the County's annual funding request. The ability to cut costs and to ensure that services are not duplicated remains a primary goal of the partnership that meets on a regular basis throughout the year. DISCUSSION: In order to continue receiving funding for our Adult Day program the Ministry of Health is requiring a budget submission and service plan for 2011 to 2013. This program is funded 100% through provincial funding and client revenues; there is no additional cost to the County of Elgin. Attached are the Adult Day budget for 2011 to 2013 and our service plan. CONCLUSION: The proposed 2011 -2013 Community Accountability Planning Submission must be forwarded to the Province for their approval with the appropriate approval from Council before February 21, 2011 or our funding will not continue. 112 RECOMMENDATION: THAT the 2011 -2013 Community Accountability Planning Submission be approved. Respectfully Submitted Lisa Terrio Financial Services 113 Approved for Submission Mark G. McDonald Chief Administrative Officer Rhonda Roberts Director of Senior Services Terrace Lodge Pat VanDevenne Director of Senior Services Bobier Villa \° o 0 0 0 0 \ \ 0 0 0 \O 0 0 O 0 0 \� O 0 0 O O 0 0 ' a O (V 000 o 0 \\ 0 0 o ,'R " e o 0 0 o • • 0 0 \ °oy O \tee. 0 o 0 \a 0 0 0 0 0 40U %0'0 a 0 i O a 66 \: O 0 e o 66 e O ' %00 %0'0 /oO0 %0'0 e O: 0 o 1%003 %0'0 o \ °o 666 a O:: v 0 66.666g6666 0 0e e 01 O \\ O N I„ 0 0 0 O 0 0\\ 0 0 ^ ^ M 0 0 .f 0 0 M I N O O 0 0 p 0 0 0 0 0 0 0,0 %I O O 0 0 O 0 H N o O O N O n T- O O 0 0 N 0 . 0 0 C o 0 0 0 C o o O Q ,On previous CAPS budget mistakenly included Program Co- ordinators '.. salary under Admin, correcting for new budget. Also expanded service so extra hours being worked compared to last CAPS budget. The Adult Day program purchased a van so transportation expenses should be reduced significantly. Also costs involved in moving to a '.. larger room at Terrace Lodge are complete. Expanded services at Terrace Lodge required a move to a larger room resulting in a rent increase. On previous CAPS budget mistakenly included Program Co- ordinator's salary under Admin, correcting for new budget Actual funding less than 2010 -11 budget used. Used 2010 -11 actual for future budget years. Assuming 0% increase. oo. a 0 O 0 0 o N 0 6 0 0 M O 0 0 0 0 O N O 324,941 324,941 N = 0 00 a,a t� 0 o o\O°o 66666 00 0 0 0 0 0 OMS r- 0 0 0 SON N a.9 �'! P a o' 0 O 66 �OL %0'0 0 0 0 0 0 0 OOi 0 0 0 0 a 00 .,- 0 0 0 00 o 324 9411 324 9411 M N N 0 M '-(3 - 0.0000 40.81 , a c O :� e7 o 0 0 O C 0 0 0 66 0 O O O o 0 0 308,095 17,600) O O N b N rM O 0 0 0 O O 1 O m 0 0 0 0 O O 0 325.095 0 0 0 O o 0 O o 0 u' v 5 a M M O O moo W V M O C 3 S+l O O O O O O O: 0 0 0 0 x 0 0 O r O 17,600 325,695 _ O O O h 0 0 0 0 oo r tti o oo oo N N o Mmoo M M 0 0 0 0 0 c= O 0 0 o. O %0'0 %0'0 %0'0 GLOBAL INDICATORS % of Non -LHIN /Ministry Global Revenue (Fund Type 2 only) Total Administration as a % of Fund Type 2 Operating Expenses (Total Benefits as a % of Total Salaries Total Compensation as a % of Total Expenses (MOSP & DPP) Reserved Reserved Reserved Reserved Reserved REVENUE Funding - Local Health Integrated Networks (LHIN) (Allocation) Funding - Provincial MOHLTC (Allocation) Funding - MOHLTC Other funding envelopes Funding - LHINs One Time Funding — MOHLTC One Time Paymaster Flow Through(? nslerrodrrom Row 72 below) Service Recipient Revenue Subtotal Revenue LHIN/MOHLTC Recoveries from External /Internal Sources Donations Other Funding Sources and Other Revenue Subtotal Other Revenues TOTAL REVENUE- Fund Type 2 EXPENSES Compensation Salaries and Wages (Worked + Benefit • Purchased) Benefit Contributions Employee Future Benefit Compensation Nurse Practitioner Remuneration Medical Staff Remuneration m a 0 q 0 (9 N Med /Surgical Supplies and Drugs Supplies and Sundry Expenses (excl. Med/Surg Supplies & Drugs) Community One Time Expense Equipment Expenses Amortization on Major Equip and Software License and Fees Contracted Out Expense Buildings and Grounds Expenses Building Amortization 1TOTAL EXPENSES Fund Type 2 1NET FROM OPERATIONS Amortization - Grants /Donations Revenue SURPLUS/DEFICIT Inetudtng Amortization of Granta/Donadons FUNDTYPE3 -OTHER Total Revenue (Type 3) Total Expenses (Type 3) NETiSURPLUSI(DEFICIT) FUND TYPE 3 FUND TYPE 1 - HOSPITAL Total Revenue (Type 1) Total Expenses (Type 1) 1ET SURPLUSI(DEFICIT) FUND TYPE 1 ALL: FUND TYPES Total Revenue (All Funds) Total Expenses (All Funds) NET- SURPLUS/(DEFICIT) ? ALL FUND TYPES Total Administration Expenses Allocated to the TPBEs Undistributed Accounting Centres Administration and Support Services Management Clinical Services Medical Resources Total Administrative &Undistributed Expenses I Obeluded hr fund typo2 exponseoabsue) N r z 0 0 r °a 0 H Q Q a 1 i asai ramassennow t nrougn (Transfeyred to Line 6 above) DRAFT - SERVICE PLAN NARRATIVE Click Here to view detailed instructions for completing the Narrative Agency Name The Corporation of the County of Elgin. Overview The Adult Day Program's mission is to provide support and activities to the residents of St. Thomas and Elgin County. These Programs are responsive to the unique physical, cognitive and /or social needs and values of the participants, the family /caregivers and the community. Adult Day Services A support that provides supervised activities in a group setting for adults, to assist them in achieving and maintaining their maximum level of functioning; to prevent premature and unnecessary admission to Long Term Care; and provide respite to caregivers. Service components may include transportation, meals, personal care, and minor health care. Target Population Includes individuals with Alzheimer Disease and related dementia, the frail and isolated elderly; individuals with physical, cognitive and /or social limitations who are unable to independently participate in their communities. Referral and Eligibility Adult Day Programs are accessed by contacting the South West Community Care Access Centre. The SWCCAC Case Manager will then make a referral to our program. The SECCAC is the 100% referral base for the Adult Day Program. The Coordination of the Adult Day Program is through the City of St. Thomas with one site located in St. Thomas and two sites in Elgin County. The location and the programming of the three sites are as follows; 1. Terrace Lodge- Servicing East Elgin • Monday: 8:00am- 4:00pm- Alzheimer Program • Tuesday: 8:00- 4:OOpm- Frail Elderly Program • Wednesday: 8:OOam- 4:OOpm- Alzheimer Program • Thursday: 8:OOam- 4:OOpm- Frail Elderly Program 2. Bobier Villa- Servicing West Elgin • Tuesday: 8:OOam- 4:OOpm- Frail Elderly Program • Thursday: 8:OOam- 4:OOpm- Alzheimer Program 3. Overnight- Thursdays: 8pm -8am at the St. Thomas Adult Day Program C: Advancement of the Integrated Health Services Plan (IHSP) The Adult Day Program is part of an integral system of service providers that work together to provide Community Services to the residents of St. Thomas and Elgin County. We have maintained an excellent working relationship with three Long Term Care Homes. We work very closely with other service providers to ensure that our clients are receiving seamless service delivery. We have currently partnered with the VON, Elgin -St. Thomas Alzheimer Society and the West Elgin Community Health Centre to 1 (Page 115 DRAFT - SERVICE PLAN NARRATIVE bring awareness about Alzheimer's Disease and support for caregivers. We continue to meet regularly to go over issues that are arising in our geographic area and ways that we can meet the needs that are being brought forth to our attention. We now have a second vehicle that is helping with our waitlists as well as our growing Adult Day Programs at Bobier Villa and Terrace Lodge. Cl: 1HSP IHSP Priority HSP Contribution Seniors and Adults with Complex Needs One of our main ways of contribution is keeping our clients out of Long Term Care homes, and keeping them in their home setting. Providing our clients with the highest quality of programs and services to enhance their quality of life. To provide support, assistance, and respite to families and caregivers. C2: Community Engagement Results — 2009/11 We partner with the Alzheimer's Society in providing a place for loved ones to go while their caregivers participate in the support group. The Alzheimer Society, VON and Adult Day Programs have partnered together to create an event for the community to come and learn about Alzheimer's as well listen to a guest speaker talk about his experiences about being the caregiver. The Alzheimer support group is working really well at our one location, but does not seem to be as popular at our other location. We are working on promoting this service to the community to ensure they are aware of this opportunity to partake in. C3: Community Engagement Planned - 2011/13 We meet regularly with other Day Programs to ensure we are delivering the best services possible and to network together to promote quality of life for the client and the caregivers. We are planning on more partnerships with the VON and the Alzheimer Society to improve and meet the needs of the clients we are servicing in the community. In the summer we are going to plan an open house that will be open to those in the community, so they have the opportunity to come and tour our day programs and learn about the services we offer and the benefits obtained throughout the day program. C4: Integration Results — 2009/11 We have a great relationship with VON and we have partnered together to ensure that the needs of the residents in the community are being taken into consideration and that our programs are meeting their needs. We work together with the Alzheimer Society and provide care for clients while their caregivers attend a support group that is ran by the Alzheimer Society. C5: Integration Planned Activity - 20011/13 We now have another vehicle for our Adult Day Program, so it should cut down on costs associated with booking other means of transportation to get clients to and from the program. We can also accommodate more clients for our adult day program, due to our new vehicle, which in return will help with our large wait list. 2IPage 116 DRAFT - SERVICE PLAN NARRATIVE Situation Analysis The Adult Day Program provides service to many clients living in rural areas of Elgin County therefore the vast geography and the rising cost of fuel have made it increasingly difficult to provide this service at a reasonable cost. Now that we have a second vehicle to bring clients to and from the program this will help reduce costs and provide more options for clients and their caregivers. The Adult Day Program has a growing wait list that stops us from providing the service to clients when they need it the most. We have expanded our days so this has improved some of the wait lists; however there are still clients waiting to attend the program. 3JPage 117 Elgin'u" ;` REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: January 19, 2011 SUBJECT: Municipal Infrastructure Agreement — Elgin Area Primary Water Supply System INTRODUCTION: The Elgin Area Primary Water Supply System (EAPWSS) will be twinning the supply line this spring from the treatment plant on Lake Erie to St. Thomas. In order to permit the line to cross County roads, the EAPWSS must have an agreement with the County of Elgin. Last fall the solicitor for the County of Elgin drafted the agreement, which has now been formally adopted by the EAPWSS. In order to complete the process the County of Elgin must sign the agreement. DISCUSSION: EAPWSS is in the process of twinning the existing water supply line from Port Stanley treatment plant to the storage facility in St. Thomas. The new line will cross four County roads. In the fall of 2010 the solicitor for the County of Elgin prepared an agreement between the two parties for acceptance. The City of London, the signing authority for the EAPWSS, has signed the agreement and the final process now is for the County of Elgin to also sign the agreement. CONCLUSION: The solicitor for the County of Elgin drafted the present agreement which, has been accepted by the Elgin Area primary Water Supply System. The last step in the process is for the County of Elgin to sign the document, which gives authority to install the supply water line across county roads. 118 RECOMMENDATION: THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Municipal Infrastructure Agreements between the County of Elgin and the Elgin Area Primary Water Supply System. Respectfully Submitted Approved for Submission Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer 119 E nCau " REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Sciences DATE: January 14, 2011 SUBJECT: Administration Building — Energy Audit INTRODUCTION: An evaluation of energy conservation opportunities was completed for the Administration Building in 2010. The report concluded that sixteen (16) energy cost reduction opportunities exist at the facility. The payback for those energy reduction projects ranged from less than one year to sixteen years. This report will discuss the projects to reduce energy consumption for the Administration Building. DISCUSSION: An energy audit was completed for the Administration Building in the fall of 2010. The information used for the study was from April 2009 to March 2010. The audit identified and quantified sixteen energy cost reduction opportunities for the building. The audit was completed using the following principles of prudent energy management techniques, while maintaining or improving occupant comfort. The audit objectives were to: establish an energy consumption baseline; identify large energy consuming processes; and to list cost reduction opportunities within the facility. The energy reduction techniques would enable: higher efficiency; optimal performance; improved infrastructure condition; and if possible lower contribution to green house gas emissions. The review concentrated on electricity, natural gas and water consumption. Below is a brief summary of the findings. 120 Electricity: Energy consumption and cost expenditure: Utility Energy consumed Electricity 64% Natural Gas 36% Total 5,440 GJ / year Cooling and heat rejection 15.0 Utility Annual Expenditure Electricity 77% Natural Gas 16% Water and Sewer 7% Total $133,850 The monthly electrically demand profile highlights that the range per month is between 60,000 to 100,000 kWh. The highest demands are July and August with the lowest in March, April, November and December. The electricity balance indicated that: End Use Consumption % of the electricity used 974,655 kWh Lighting 32.8 % Plug load and equipment 32.0 % Cooling and heat rejection 15.0 % Space heating and humidification 8.8 % Pumps 6.4 % Fans 4.4 % Domestic Hot Water 0.5 % The facilities dominate electricity energy usage (64.8 %) is from lighting and plug in use equipment. The plug in equipment is computers, printers, humidifiers, etc. Natural Gas: The natural gas consumption is directly related to winter use. The demand starts in November and ends in March due to the winter heating demand from the central boilers that feed the radiation heat loop and heat pump loop. End Use % of Natural Gas consumed 51,867 m3 Heating 94% Domestic Hot Water 6% Potable Water: The average daily consumption is 234 cubic meters per month with the range between 87 and 502 m 3. The highest consumption is during July, August and September. This is when the cooling tower is providing air conditioning through the cooling loop system. But, approximately 1,000 cubic meters of water is used for the cooling tower. 121 Overall energy consumption: End Use % of energy consumption 1,511,059 ekWh Heating and humidification 39.2% Lighting 21.2% Plug in and equipment 20.7% Cooling and heat rejection 9.7% Pumps 4.1% Fans 2.8% Domestic Hot Water 2.3% The above information for the County of Elgin Administration Building was used to compare the total energy used per square foot of office space to other similar buildings in Ontario. The Administration Building used 17.4 ekWh per square foot verses the average for Ontario for similar buildings of 32 ekWh. The energy useage for the County of Elgin Administration Building is well below the average and therefore has an excellent energy performance with only one facility that achieved a better performance within the study group. That being said there is energy saving techniques that would benefit the County of Elgin. Those strategies are listed below. Energy Conservation Measures (ECM) Category # of ECM Estimated Savings ($ /yr) Implementation Costs Simple payback Lighting System 6 $7,529 $11,000 1.5 years HVAC 5 $16,827 $273,000 16 years DHW 2 $723 $3,800 5.2 years Water and Sewer 1 $1,283 $1,000 0.8 years Electrical Demand Management 2 $900 0 0 16 $27,000 $290,000 11 years The lighting throughout the building has been and is constantly changing due to advances in lighting technology. The Administration Building uses 1.1 watts per square foot verses and industry standard of 1.9 watts per square foot. Since the energy usage is significantly below industry standards there are no immediate improvements contemplated, but staff will continue to install the most energy efficient lighting systems when replacements are warranted. The heating, ventilation and air conditioning (HVAC) system consumes nearly 40% of the total energy at the Administration Building and twice as much as lighting. The HVAC system is a water loop system. During the heating season two natural gas boilers are used to heat the water supply system. The heating cooling system is comprised of 111 122 hotel style heat pumps. The capacity is 1,155,000 BTU or 96 tons. All systems require additional capacity and the above units are presently oversized by 28 %. An energy reduction for the HVAC would include a ground source heat pump system. The difficulty with installing the ground source for this building is that not only would the ground source system be required to be installed but all the 111 heat pumps would also be required to be replaced due to operating temperature being much lower from the ground source heating loop. Therefore, when the existing boilers and or cooling tower require replacement, alternatives will be reviewed. The present natural gas water heaters could be replaced with an on demand system but this alternative will also be investigated when the system requires replacement. Approximately, 1000 cubic meters is being consumed on a annual basis for the cooling tower. Since this 1000 m3 is not being treated at the wastewater treatment facility, the County has requested if there is a rebate available. If a rebate is available a meter would be installed, so that the water can be accurately measured. CONCLUSION: An energy management consultant was retained to undertake an evaluation of the energy conservation opportunities at the County of Elgin Administration Building. The scope included the evaluation of all the significant uses of electricity, natural gas and water. Sixteen different energy reduction opportunities were identified and quantified. Staff are constantly monitoring and reviewing all energy consuming systems to seek reductions. When the lighting system(s) require replacement, staff analyse the new products to reduce energy consumption. The opportunities for the HVAC and DHW will be reviewed once the systems require replacement. Staff, has forwarded correspondence inquiry the possibility of a reduction in the sewage portion of the operating costs. Energy elimination, reduction or controls are always undertaken when capital projects are undertaken in order to reduce the energy costs to the County of Elgin. In summary the energy consumed at the County of Elgin Administration is excellent, when compared to other similar office complexes in Ontario. An infra -red analysis was completed several years ago for the building envelope and electrical panels and indicated that the building is performing well with no serious areas of concern. But one area that will be addressed over time is the replacement of the aluminium windows with more efficient windows. The lighting throughout the building has been constantly changed due to advances in technology. This building uses 1.1 watts and is significantly below other similar buildings. Staff will continue to install the most energy efficient lighting systems when replacements are warranted. The heating, ventilation and air conditioning (HVAC) system consumes nearly 40% of the total energy at the Administration Building the system is performing adequately and when a new system is required an analysis will be completed on the most efficient and effective solution. 123 The sewer rebate, for the volume of water consumed for the cooling tower, is being sought from the City. The County would require a meter to accurately determine the water consumption. RECOMMENDATION: THAT the report titled "Administration Building — Energy Audit" dated January 14, 2011, be received and filed. All of which is Respectfully Submitted Approved for Submission Clayton Watters Mark G. McDonald Director of Engineering Sciences Chief Administrative Officer 124 E/CN uni, Psgjrcssirr by fUwrc REPORT TO COUNTY COUNCIL FROM: Peter Dutchak Deputy Director of Engineering Services DATE: January 31, 2011 SUBJECT: County Roads and Library Branches Bus Tour INTRODUCTION: This report proposes dates for a Council and Senior Staff bus tour of County roads and Library Branches. DISCUSSION: Staff is proposing a bus tour of county roads and Elgin County Library branches on Tuesday, April 5th and Thursday, April 7th, 2011, between 9:OOam and 3:30pm. This field trip will be divided into two days, one across eastern Elgin County, and the second across western Elgin County. The tour will familiarize Council with Elgin's road system and some major projects that have been completed, are on -going and are proposed for the future. The tour will also stop at four (4) Elgin County Library branches each day. Details will follow closer to the tour dates. RECOMMENDATION: THAT the 2011 Council and Senior Staff bus tour of county roads and library branches be held on Tuesday, April 5th and Thursday, April 7th, 2011. All of which is Respectfully Submitted, Peter Dutchak Deputy Director of Engineering Services Clayton Watters Director of Engineering Services 125 Approved for Submission, Mark G. McDonald Chief Administrative Officer E/CN uni, Psgjrcssirr by fUwrc REPORT TO COUNTY COUNCIL FROM: Peter Dutchak Deputy Director of Engineering Services DATE: January 24, 2011 SUBJECT: 10 Year Capital Plan - Roads INTRODUCTION: At the January 11th, 2011 Visioning Session, staff presented an overview of the County's transportation assets, their history, condition and typical construction activities. Staff also proposed a 10 -year financial plan in order to maintain the County road system's condition. This report revisits some key points from that presentation and provides a list of specific projects for the proposed plan. DISCUSSION: The County of Elgin's roads and bridges are in good shape today, however, their condition is declining annually. Their condition is directly tied to their age and the ability to invest in these assets. Two - thirds of Elgin's 700 kilometres of roads are more than 30 years old, and will require major rehabilitation in the next 20 years. Elgin's 135 transportation structures (bridges and culverts with a greater than 3m span) are an average of 50 years old and the average replacement cost of a bridge is $2 million. Annual road capital investment today is two - thirds of the annual spending 20 years ago (inflation adjusted). Although the County of Elgin has been very successful in securing over $26 million from senior Government funding programs (since 2002), most of these investments were directed towards the 135km of Provincial Highways the County of Elgin received from the Province in 1997/98. A Road Needs Study commissioned by Council in 2008 identified $154 million worth of road projects required to be completed in the next 10 years in order to maintain the current condition of the road system. The consultant recommended an annual budget of $14.82 million to maintain the condition of Elgin County's roads and bridges. The report stated that the condition of Elgin's roads would deteriorate by 25% in 30 years should no additional investment towards them be made. Staff has reviewed the Road Needs Study and have created a plan to address the County's infrastructure requirements at 35% less cost as compared to the consultant's recommendations. Furthermore, staff is recommending to phase in the plan over a 10 year time to lessen the financial impact. In order to achieve this, staff will utilise preventative maintenance activities, recycling technologies and rehabilitation strategies. 126 In order to maintain the road system's condition, staff's proposed annual budget is $9.69 million or approximately $4 million more than is currently allocated annually. Therefore, to achieve this level of spending in 10 year's time, the annual capital allocation for roads is recommended to be increased by $400,000 annually (plus the cost of inflation — assumed at 2 %). The proposed plan attempts to balance spending towards roads in good condition and the replacement of roads that are in poor condition. The plan includes 157 projects that will be completed during the next 10 years ranging in value between $12,000 and $3.5 million. Attached to this report is a list of the projects by year if the proposed financial plan is implemented. This list of projects was developed based upon the condition and needs identified in 2010. Future conditions are assumed and may change, as may Council priorities, therefore, project scope and timelines may vary. Project costs were created using "high level" estimates based upon past experience and only include minor inflation adjustments. More accurate budget estimates will be developed as projects approach implementation and detailed engineering is completed. As always, Council has many options available to them other than staff's recommendation. One option may be to increase the annual capital budget by inflation only (assumed to be 2 %) and not by an additional $400,000. If the financial plan increases spending by only 2% annually, the plan's composition would be different. For example, a greater emphasis would be placed on preventative maintenance activities (i.e. microsurfacing), some single year projects would become multi -year projects and some projects would be deferred indefinitely. After 10 year's time, the condition of the road system would be less than it is today and road maintenance and user costs would increase. The following is a list of projects that would not be completed during the next 10 years if the annual capital allocation was increased by 2% only. Road 27 Rehabilitation - Union to Sparta Central Elgin $ 2,175,000 Mapleton Bridge Replacement Central Elgin $ 2,000,000 Brooks Bridge Replacement (Rd 48) Malahide $ 2,000,000 Kimble Bridge Replacement (Rd 16) Southwold $ 2,000,000 Iona Bridge Replacement and Realignment (Rd 14) Dutton /Dunwich $ 3,500,000 Miller Road Reconstruction Dutton /Dunwich $ 1,500,000 Fingal Reconstruction (16 and 20) Southwold $ 2,500,000 Vienna Reconstruction Bayham $ 2,000,000 Road 7 Resurfacing West Elgin $ 300,000 Sparta Reconstruction (Rd 27 and 36) Central Elgin $ 1,600,000 Richmond Reconstruction (38 and 43) Bayham $ 1,000,000 Road 45 Rehabilitation (28 to 36) Central Elgin $ 1,250,000 Road 52 Rehabilitation (74 to 73) Malahide $ 1,750,000 Road 104 Resurfacing (plus realignment at Blacks Road) $ 1,500,000 Road 28 Reconstruction (Rd 56 to Hwy 3) $ 3,000,000 Total $ 28,075,000 127 CONCLUSION: A financial plan is required to plan for future road asset investments. An annual investment of $9.69 million is required to maintain the condition of the County Road system. Staff proposes a phased -in approach to achieve this level of spending by increasing the annual roads capital allocation by $400,000 and by 2% for the next 10 years. RECOMMENDATION: THAT this report be referred to the 10 year business plan report. All of which is Respectfully Submitted, Peter Dutchak Deputy Director of Engineering Services Clayton Watters Director of Engineering Services 128 Approved for Submission, Mark G. McDonald Chief Administrative Officer PROJECT 2011 Land Purchase $ 25,000 Plotter / Scanner $ 15,000 Slope Rehabilitation Engineering $ 30,000 Road Patrol Equipment /software $ 25,000 Road 9 Micro Surfacing (103 to 76) - no shoulder gravel West Elgin $ 140,000 Road 14 Micro Surfacing (Road 16 to 3) Dutton /Dunwich $ 120,000 Road 17 Micro Surfacing (1/2 Middlesex Centre) Southwold $ 15,000 Road 20 Micro Surfacing (401 to Rd 18) Southwold $ 12,000 Road 42 Micro Surfacing (Rd 40 to Rd 43) Malahide $ 186,000 Road 42 Micro Surfacing (Rd 73 to Rd 40) Malahide $ 123,000 Road 44 Micro Surfacing (Rd 46 to Hwy #3) Bayham $ 36,000 Road 45 Micro Surfacing (Rd 16 to Rd 4) Southwold $ 201,000 Road 52 Micro Surfacing (Springfield to Rd 47) Malahide $ 30,000 Road 73 Micro Surfacing (Aylmer to Rd 37) Malahide $ 366,000 Road 43 FibreMAT (John Wise to Richmond) Bayham $ 160,000 Road 37 Asphalt Shoulder Patching with FibreMAT Malahide $ 70,000 Warren Street Bridge Joint replacement Central Elgin $ 40,000 Belmont Bridge Joint Replacement Central Elgin $ 60,000 Lift Bridge Towers Exterior and Roof Central Elgin $ 150,000 Culvert Rehabilitaitons Various $ 225,000 Highbury Ave / Ferguson Line Traffic Signals Central Elgin $ 600,000 Road 3 Rehabilitation (Phase 4) (Shedden to Talbotville) Southwold $ 700,000 Road 8 (Celtic Line to Thames River) Dutton Dunwich $ 275,000 Road 57 Resurfacing Central Elgin $ 170,000 Road 52 Resurfacing (Rd 25 to Rd 30) Central Elgin $ 550,000 Road 52 Resurfacing (Hwy 3 to Rd 25) Southwold $ 200,000 Simpsons Bridge Structural Recoating (1/2 with Middlesex County) West Elgin $ 550,000 Road 103 Rehabilitation (Rd 3 to Rd 2) — Phase 1 West Elgin $ 970,000 129 PROJECT 2012 Land Purchase $ 25,000 Road 103 Rehabilitation (Rd 3 to Rd 2) — Phase 2 West Elgin $ 1,325,000 Road 26 Reconstruction Central Elgin $ 540,000 Road 18 Micro Surfacing (Rd 20 south to Rd 119) - no shld gravel Southwold $ 72,000 Road 25 Micro Surfacing (all) - 2 Lifts Southwold $ 354,000 Road 30 Micro Surfacing (all) - 2 Lifts Central Elgin $ 346,000 Road 42 Micro Surfacing (Glen Erie Line) Bayham $ 210,000 Bradley Creek Culvert Replacement - Imperial Road - Aylmer Aylmer $ 600,000 Road 5 PDST (Carrol Line to Crinnan Line) West Elgin $ 200,000 Union Road Slope Stabilization Southwold $ 350,000 Road 38 Micro Surfacing (Hwy 3 to Richmond Road) 2.2km Bayham $ 66,000 Road 52 Micro Surfacing (Rd 74 to Rd 73) Central Elgin $ 243,000 Road 24 Resurfacing (Rd 23 east lkm) Central Elgin $ 110,000 Road 46 Reconstruction (Rd 38 to Knott's Mill Br.) Bayham $ 350,000 Road 74 Resurfacing Central Elgin $ 1,750,000 PROJECT 2013 Land Purchase $ 25,000 Road 8 Micro Surfacing (Rd 16 to Rd 3) Dutton /Dunwich $ 36,000 Road 2 (RR tracks to Dunborough Road) West Elgin $ 285,000 Road 42 Micro Surfacing (Rd 43 to Rd 39) Bayham $ 174,000 Beecroft Culvert floor Malahide $ 250,000 Road 18 Rehabilitation Southwold $ 1,400,000 Road 5 Micro Surfacing (2 to Hwy 401) - no shoulder gravel Dutton /Dunwich $ 20,000 Road 20 Micro Surfacing (Fingal to Thomas Rd) Southwold $ 234,000 Road 5 Micro Surfacing (Hwy 401 to Thames River) - West Elgin $ 330,000 Road 24 Micro Surfacing (Yarmouth Centre to Rd 36) Central Elgin $ 114,000 Road 31 Micro Surfacing Central Elgin $ 45,000 Duff Line Slope Stabilization (Middlemiss Culvert) Dutton /Dunwich $ 420,000 Road 2 Resurfacing (Rd 8 to Ecker Drain) Dutton /Dunwich $ 275,000 Road 8 Resurfacing (King Street to Annie Street) Dutton /Dunwich $ 450,000 Road 40 Micro Surfacing (Rd 42 to Road 45) Malahide $ 123,000 Road 20 Micro Surfacing (Shedden to rd 18) Southwold $ 142,000 Road 40 Micro Surfacing (Hwy 3 to Glencolin Line) Malahide $ 106,000 Road 45 Micro Surfacing (Rd 35 to Rd 73) Malahide $ 126,000 Dexter Line Relocation (Incl. Cedar Bend Erosion Works) — Phase 1 $ 2,500,000 130 PROJECT 2014 Land Purchase $ 25,000 Dexter Line Relocation (Incl. Cedar Bend Erosion Works) - Phase 2 Dutton /Dunwich $ 1,200,000 Road 45 Resufacing (Rd 73 to Rd 40) Malahide $ 450,000 Road 36 Reconstruction (Sparta) Central Elgin $ 450,000 Culvert Linings /Replacements Bayham $ 300,000 Road 14 Micro Surfacing (Road 3 to Thames River) Dutton /Dunwich $ 287,000 Road 46 Micro Surfacing (Hwy 3 to Pressey Line) Bayham $ 155,000 Road 73 (Aylmer) Aylmer $ 550,000 Road 16 Resurfacing - Fingal, Road 20 east, MR1 Southwold $ 70,000 Road 76 West Lorne MR1 West Elgin $ 400,000 Road 43 FibreMAT (Road 42 to Vienna Line) Bayham $ 85,000 Ferguson Line Slope Stabilization Malahide $ 200,000 Road 44 Rehabilitation (Hwy 3 to Rd 19) CIREAM / R1 Bayham $ 1,450,000 Road 20 Resurfacing (Fingal to Shedden) Southwold $ 408,000 Road 2 Micro Surfacing (103 to WL) West Elgin $ 211,000 Road 45 Rehabilitation (Rd 4 to Rd 28) Central Elgin $ 730,000 Bothwell Bridge - $960,000 - 2012 (Middlesex - Elgin) West Elgin $ 300,000 Road 45 Micro Surfacing (40 to 43) Malahide $ 205,000 Road 45 Micro Surfacing (Rd 36 to Rd 35) Central Elgin $ 111,000 PROJECT 2015 Land Purchase $ 25,000 Road 13 Micro Surfacing Dutton /Dunwich $ 277,000 Road 18 Micro Surfacing (Rd 14 to RR tracks) - no shoulder gravel Southwold $ 119,000 King George Lift Bridge Structural Rehab. Central Elgin $ 800,000 Road 38 Micro Surfacing (Rd 19 to Rd 55) Bayham $ 168,000 Road 22 Microsurfacing (Road 27 to 24) $ 115,000 Road 19 Reconstruction (north of Port Burwell) Bayham $ 200,000 Road 23 (Sunset to East Road) + curb and drainage+ paved shld Central Elgin $ 750,000 Road 38 Rehabilitation (Richmond to Sandytown Road) Bayham $ 2,000,000 Road 119 Micro Surfacing Southwold $ 191,000 Road 19 Resurfacing (All - minus Stratfordville, Port Burwel, Eden) Bayham $ 2,000,000 Road 53 Resurfacing (Hwy 3 to John Street) Aylmer $ 231,000 Road 13 Resurfacing (Dutton) $ 100,000 Road 39 Resurfacing Bayham $ 150,000 Road 8 Micro Surfacing (Hwy 401 to Celtic) Dutton /Dunwich $ 165,000 Road 19, 50 and 42 Resurfacing - Port Burwell Bayham $ 450,000 Road 55 Slope Stabilization Bayham $ 350,000 131 PROJECT 2016 to 2020 Land Purchase $ 125,000 Road 103 Resurfacing (Rd 2 to 401) MR1 West Elgin $ 475,000 Road 48 PDST (Wonderland Road to 600m east of 25) Southwold $ 330,000 Road 103 Micro Surfacing (Lake to Road 3) West Elgin $ 66,000 Duff Line (Largie) Bridge Replacement Dutton /Dunwich $ 600,000 Highbury Ave. Slope Rehabilitation Central Elgin $ 260,000 Road 6 Resurfacing (Blacks Rd. to 103) West Elgin $ 430,000 Road 73 Resurfacing (Aylmer to Port Bruce) Malahide $ 675,000 Road 103 Rehabilitation (401 to Thames River) CIREAM /R1 West Elgin $ 2,450,000 Road 34 Resurfacing Central Elgin $ 360,000 Road 43 PDST (Vienna Line to John Wise Line - minus Calton) Malahide $ 400,000 Road 49 (all) PDST Malahide $ 280,000 Road 27 Rehabilitation - Union to Sparta Central Elgin $ 2,175,000 Mapleton Bridge Replacement Central Elgin $ 2,000,000 Glencolin Bridge Replacement Malahide $ 2,000,000 Kimble Bridge Replacement Southwold $ 2,000,000 Road 4 Rehabilitation (Hwy3 /4 to City limits) Southwold $ 550,000 Iona Bridge Replacement and Road Realignment Dutton /Dunwich $ 3,500,000 Miller Road Reconstruction Dutton /Dunwich $ 1,500,000 Fingal Reconstruction (16 and 20) Southwold $ 2,000,000 Vienna Reconstruction Bayham $ 2,030,000 Road 21 Resurfacing Central Elgin $ 60,000 Road 6 Resurfacing (Rd 7 to Blacks Rd) West Elgin $ 432,000 Road 7 Resurfacing West Elgin $ 300,000 Road 8 Microsurfacing (16 to Lake View Line) Dutton /Dunwich $ 120,000 Road 9 Microsurfacing Dutton /Dunwich $ 400,000 Road 16 Microsurfacing (8 to Fingal) Dutton /Dunwich $ 510,000 Road 16 Microsurfacing (Fingal to City) Southwold $ 350,000 Road 18 Microsurfacing (Lawrence to 20) Southwold $ 90,000 Road 18 Microsurfacing (119 to Green Lane) Southwold $ 84,000 Road 20 Resurfacing (Port Stanley) Central Elgin $ 210,000 Road 20 Microsurfacing (rd 18 to southdel dr) Southwold $ 105,000 Road 23 Resurfacing (road 4 to East Rd) Central Elgin $ 45,000 Road 27 Microsurfacing (Meeks Br. To T /L) Southwold $ 70,000 Road 25 Rehabilitation - all Southwold $ 2,500,000 Road 30 Rehabilitation - all Central Elgin $ 2,500,000 Sparta Reconstruction (Rd 27 and 36) Central Elgin $ 1,600,000 Road 32 Microsurfacing Malahide $ 203,000 Road 35 Microsurfacing (Rd 45 to Hwy 3) Malahide $ 168,000 Road 35 Microsurfacing (Hwy 3 to Rd 52) Malahide $ 151,000 Road 36 Microsurfacing (Rd 24 to Sparta) Central Elgin $ 105,000 Road 36 Microsurfacing (Sparta to Hwy 3) Central Elgin $ 308,000 Road 37 Resurfacing (73 to east Belmont limits) Malahide $ 150,000 Road 37 Rehabilitation - Rd 73 to Pigram Rd (PDST) Malahide $ 1,000,000 Richmond Reconstruction (38 and 43) Bayham $ 1,000,000 Road 40 Microsurfacing (Rd 45 to Hwy 3) Malahide $ 203,000 Road 45 Microsurfacing (3 to 16) Southwold $ 123,000 132 PROJECT — years 2016 to 2020 continued 2016 to 2020 Road 46 Microsurfacing (Knotts Mill Br. To Hwy 3) Bayham $ 102,000 Road 46 Rehabilitation (Hwy 3 to Pressey Line) Bayham $ 1,034,000 Road 47 Microsurfacing Malahide $ 300,000 Road 48 Microsurfacing (Rd 25 to Rd 73) Central Elgin $ 642,000 Road 48 Resurfacing (Rd 47 to Rd 54) Malahide $ 348,000 Road 51 Microsurfacing Central Elgin $ 18,000 Road 52 Microsurfacing (73 to Springfield) Malahide $ 115,000 Road 52 Resurfacing (Springfield plus realignment at rd 47) Malahide $ 595,000 Road 52 Rehabilitation (74 to 73) Malahide $ 1,750,000 Road 54 Rehabilitation Malahide $ 616,000 Road 55 Microsurfaing Bayham $ 250,000 Road 73 Microsurfacing (Aylmer to Avon Drive) Malahide $ 868,000 Road 76 Resurfacing (excluding West Lorne) West Elgin $ 1,475,000 Eden Bridge Structural Painting Bayham $ 500,000 Port Burwell Deck Rehab. Bayham $ 400,000 Port Bruce Minor Rehab Malahide $ 100,000 Vienna Bridge Minor Rehab. Bayham $ 100,000 Sparta Line Bridge Minor Rehab. Central Elgin $ 100,000 Road Slope Rehabilitation varies $ 450,000 133 } ElginCnuntv REPORT TO COUNTY COUNCIL FROM: Rhonda Roberts, Director of Seniors Services DATE: January 31, 2011 SUBJECT: YWCA Pool Usage Fee INTRODUCTION: The St. Thomas -Elgin YWCA has been conducting Aqua fit swim /exercise programs through the Terrace Lodge pool since 2004 at an annual fee of $1.00. Prior to 2004, the YWCA paid a "Pool Usage Fee" of $16.00 per hour. The YWCA has requested to add an additional 8 week program and offered to pay a fee for the additional use DISCUSSION In May 2010, Council approved the report titled " "YWCA Agreement — Pool Usage at Terrace Lodge" and maintained that he fee of $1.00 charged annual pool usage by the YWCA would continue to be honoured. Staff suggested within the report that prior to the next renewal of an agreement with the YWCA, additional program opportunities which may be of value to residents of Terrace Lodge and the surrounding communities could be explored at that time. The YWCA has requested adding on an additional program entitled "Encore" which is an eight week program, two sessions per week, designed for breast cancer survivors. There would be no charge for residents of Terrace Lodge whom might benefit from this program. The YWCA has offered to pay a fee of $10.00 per session for the Encore program to Terrace Lodge for the added expense of operating and maintaining the pool. This amounts to a total of $160.00 in cost recovery revenues for this program. In a preliminary review of pool rental practices within the London area, given the costs of maintaining a pool and budgetary constraints, this may be an opportunity for Council to review whether or not there is a need to establish a pool usage fee structure and incorporate into the Fees and Charges By -Law. CONCLUSION: Prior to renewing the annual agreement with the YWCA, Council may wish to consider a review of market rates for pool usage fees in the London and St. Thomas area. Establishing a pool usage fee may provide additional opportunity for revenue generation through other organization usage which will ultimately 134 assist with cost recovery for the maintenance and upkeep of the Terrace Lodge Pool. RECOMMENDATION: THAT, Council direct staff to conduct a review of market rates for pool usage fees in the London and St. Thomas area, reporting recommendations back to Council, and, THAT, Council agree to accept the YWCA's offer of $10.00 per session as a pool usage fee for the "Encore" program to commence in February 2011, and, THAT, the report titled "YWCA Pool Usage Fee" dated January 31, 2011 be received and filed. Respectfully Submitted Approved for Submission Rhonda L. Roberts Director of Senior Services Bobier Villa and Terrace Lodge 135 Mark McDonald Chief Administrative Officer } ElginCnuntv REPORT TO COUNTY COUNCIL FROM: Rhonda L. Roberts Director — Bobier Villa & Terrace Lodge DATE: February 3, 2011 SUBJECT: Terrace Lodge Re- development (Background Document) INTRODUCTION: Discussions have occurred over the past several years concerning whether or not Terrace Lodge should be rebuilt. In fact, an architectural firm was retained by the County to provide preliminary drawings and construction estimates back in 2006. With provincial funding available until 2016, there is a need to identify which direction Council may wish to proceed with the future of Terrace Lodge. The estimated cost of the rebuild is $25,000,000 (100,000 sq. ft. x $250.00 sq. ft.). DISCUSSION: County council identified the need to rebuild Bobier Villa (1997) and Elgin Manor (2003). Bobier Villa was rebuilt without the assistance of provincial funding and Elgin Manor was rebuilt utilizing provincial funding being provided for all D homes, such as Elgin Manor. A long term care home is classified as being either an A, B, C, or D which is determined by the construction guidelines under which the home was built. Construction guidelines define /dictate the minimum square footage per resident and number of residents per resident room and washroom. The following highlights are for Council's information to aid in any future discussions concerning Terrace Lodge: ➢ Terrace Lodge does not meet the long term care design standards of 1998. The needs of today's residents versus those of 1977 when Terrace Lodge was built have dramatically changed. Residents require more complex care necessitating adaptive medical equipment for restorative and rehabilitative care. Restorative and rehabilitative care are paramount to assisting residents achieve an optimal level of independence. Providing care which promotes and enhances independence is a key component of the new MDS /RAI funding system. 136 ➢ Does not meet accessibility standards due to spatial challenges, door way widths lack of 5 foot turning radius for wheelchairs, etc. ➢ The needs of today's resident versus 1977 have dramatically changed which require improvements for accessibility and the delivery of care. ➢ Current layout and design — inefficient use of staff: Additional staff time is required to porter residents residing on the the second floor to and from meals and recreational events. Distance /location of nursing unit to resident room areas inhibit monitoring of resident care needs. Opportunities to achieve staffing "efficiencies" where possible are limited due to size of wings and general layout of the home. ➢ Secure Unit layout inappropriate to meet the needs of residents with Alzheimer /Dementia, i.e., limited common space, lack of wandering path, no dedicated programming area, etc. ➢ Infection control challenges; Higher number of outbreaks due to shared washrooms. (4 residents to 1 washroom). Communal dining room. ➢ Resident room and washroom size not conducive to mechanical lift use. ➢ One large common dining room versus quiet and intimate in size. ➢ Standards of Care are affected as staff struggles to meets the daily needs of residents given the confines of existing living space on the resident wings. ➢ Semi - private /Basic rooms are a small shared space which negatively impacts the resident's quality of life, i.e., decrease dignity, lack of privacy, must share one TV, etc. ➢ Provincial Construction Funding per Diem being offered; Available to approved applicants until 2016 (Once applicant has been approved — construction must commence within 6 months.) 137 ➢ Construction Funding • New build per diem — The highest possible funding available is $14.30 per resident per day payable over 25 years = approx. $13,000,000. • New Build versus Retrofit options • Retrofits must meet current design standards or decrease in per diem While there are many reasons why Terrace Lodge should be rebuilt or retrofitted to be more closely aligned with current standards, there are numerous considerations. If Terrace Lodge is rebuilt, how would the existing home be used? There may be alternative options other than rebuilding or retrofitting Terrace Lodge Council may wish to consider which would require an in -depth analysis. CONCLUSION: Staff is seeking direction as to Council's wishes for the future re- development of Terrace Lodge. The 10 year business plan has included the estimated cost of the rebuild. RECOM M EDATION: THAT staff be directed to prepare an options report on the various redevelopment opportunities available at Terrace Lodge including estimated costs and report back to Council; and, THAT the report titled "Terrace Lodge Redevelopment" Background Document dated February 3, 2011 be received and filed. Respectfully Submitted Approved for Submission Rhonda L. Roberts Mark G. McDonald Director — TL & BV Chief Administrative Officer 138 Ten Year Business Plan February 15th, 2011 139 ElginCounty Strategic Vision Maintain Service levels Low to Moderate use of Reserves Levy increase near rate of inflation 140 Elgin County The History of Long -Term Business Planning at the County Province and municipalities have not been accustomed to Long-term business planning The use of Reserves and Funds was used as a tool to plan for the future 141 Elgin County What does a Long-Term Business Plan Deliver? A long term plan is a Strategic Plan that pulls together "best" estimates for conditions that County is likely to face together with the desired service improvements the County would like to make The result provides insight into the implications of the combined effect of political decisions and the economic climate on the Iong-term financial health of the County Based on this insight, plans can be revised to address issues in order to ensure the financial well -being of the County and its residents 142 Elgin County Progressive by Nature How Accurate is a Long -Term Plan? Economic conditions can change unexpectedly, as can be witnessed by the 2008 downturn Given this uncertainty, reality will look different than that forecasted in a Iong-term plan 143 Elgin County Then Why Develop a Long Term Plan Even though a plan may be altered, the process of planning provides a sound base to prepare for the future Without such a plan the County may have little flexibility to address economic disturbances when they arise A Iong-term plan is a living document that is updated regularly to address changes in economic conditions thereby maintaining a sustainable plan 144 �E1ginCounty Progressive by Nature Then Why Develop a Long Term Plan 145 E1ginCounty Progressive by Nature The Starting Point for the 2011 Long -Term Plan 2010 was budgeted at a net gain of $1.7 million (an improvement in Municipal Position) Major contributing factors include: $1 million loss of OMPF $0.6 million increase in Social Service Costs $3.9 million in Infrastructure grants Inflationary increases partially offset by efficiencies 146 Elgin County Progressive by Nature Summary of Significant Challenges Three year OMPF loss net of uploads of $1.7 million Benefit costs rising greater than inflation over next 3 years by $0.7 million Ford's property tax has been reduced significantly by an MPAC reassessment over and above the anticipated pending vacancy rate reduction resulting in a reallocation to residential rate payers of up to $7 million over the next ten years Ford is appealing for a tax rebate for the past two years potentially costing the County $0.6 million Social service costs may increase in 2012/3 as displaced Ford /supplier employees severances run out 147 E ginCounty Progressive by Nature Investments to be Considered 61 Potential rebuild of Terrace Lodge will cost up to $25 million Road infrastructure request to increase annual capital spend to $11 million annually by 2020 up from the 2010 spend of $5.6 million New Ambulance Base in Dutton costing approximately $0.8 million 148 Elgin County i Impact of Ten Year Operating and Capital Spend Based on the factors discussed, a 2.5% tax increase on a residential property annually ($29 increase on the average household, 1.0% Levy increase & 2.2 % drop in the tax rate in 2011) would result in following conditions: Net Costs are in excess of Levy for the first nine years of the ten year plan Close to $50 million of debt at the end of the ten year period $18 million decrease in Municipal Position in absolute terms, and over $50 million decrease in real terms 149 Elgin County Progressive by Nature 2.5% RESIDENTIAL TAX INCREASE ANNUALLY FOR TEN YEAR sl Municipal Position deteriorates for Nine Years 200 180 160- 140 120 100 80 Net Costs in Excess 60 of Levy 20 Debt climbs unsustainably ,' "' II � 1�- 11I_II -III II -III II -IIII f 1 III 2010 2012 2014 2016 2018 2020 • Levy • Net Spend • Debt • Municipal Position 150 ElginCounty Progressive by Nature What does it alp Mean? Due to lost OMPF and Ford property tax revenues, historical levels of spending are no longer sustainable without significant tax or other revenue increases Reductions in Road Infrastructure Capital Spending to a 2010 inflation adjusted level will reduce the debt, but the Municipal Position will still decline as the County's assets deteriorate* Similarly, not rebuilding Terrace Lodge will significantly reduce debt, but the Municipal Position will still deter1rate** /Elgin County Business Case for Capital Investments Investing now will avoid costlier rebuilds in the future Cheaper to maintain the current condition rather than deferring projects and triggering costlier total reconstruction in the future Reducing the investment has other negative implications for the system (higher operating maintenance costs) Although not investing now does result in a reduction in debt, a deterioration of Municipal Position still occurs as the condition of our Assets deteriorate (deterioration not as significant due to reduced debt interest payments) . 152 Elgin County Progressive by Nature ROADS CAPITAL HELD AT INFLATION Municipal Position deteriorates for Eight Years 200 180- 160 140 120 100 80 60 40 20 Debt climbs due to Terrace Lodge rebuild 2010 2012 2014 2016 2018 2020 • Levy • Net Spend • Debt • Municipal Position 153 ElginCounty Progressive by Nature AND NO REBUILD OF TERRACE LODGE Municipal Position deteriorates for Six Years and an overall $8 million deterioration in Municipal Position over Ten Years (a $40 million deterioration in Real Terms) 200 180 - 160- 140- 120- 100- 80- 60- 40 Minor Debt in the Interim to Finance Operating Spending in Excess of Levy it i r� 2010 2012 2014 2016 2018 2020 • Levy • Net Spend • Debt • Municipal Position 154 ElginCounty What is Required to Improve the Municipal Position The following alternatives deliver an improvement in Municipal Position in absolute terms, although a decline in real terms $2.3 million decrease in cost (over and above the $4 million in efficiencies over ten years already included in the plan), and corresponding reduction in services, to match cost to levy based on a 2.5% residential tax increase 4% increase in residential property tax annually ($46 increase on average household, 2.4% levy increase & 0.8 % tax rate reduction) —no reduction in service level —uses up Reserves by 2015 and rebuilds them by 2020 155 7El11.15'441.11b- gin County Progressive by Nature $2.3 million reduction in Cost (Service Level Impact) Millions Municipal Position improves in Absolute Terms Costs matched to Levy 160 140 120 100 80 60 40 11i 1 Ili ili 11I 2010 2012 2014 2016 2018 2020 • Levy • Net Spend • Debt • Municipal Position 156 ElginCounty Progressive by Nature 4.0% RESIDENTIAL TAX INCREASE ANNUALLY FOR TEN YEAR ~ Millions Municipal Position 200 Improves in 180 Absolute Terms 140 120 100 80 60 40 20 1 rt ii I� Debt climbs due to 2010 2012 2014 2016 2018 2020 Terrace Lodge • Levy • Net Spend • Debt • Municipal Position rebuild 157 ElginCounty Progressive by Nature Progressive Service Reduction Opportunities ' Which Services are Council willing to eliminate to achieve a $2.3 million savings? Given the strategic vision this does not appear to be a preferred option of Council 158 Elgin County i Progressive by Nature Conclusion The imbalance caused by OMPF and Ford tax revenue losses requires a significant increase in other revenues or a significant reduction in costs to avoid unsustainable debt levels and a deterioration in Municipal Position Cuts in Capital Spending will result in lower debt levels, but will still result in a deterioration of Municipal Position as the County's Assets deteriorate 159 Elgin County Recommended Ten Year Plan Maintain Service Levels Moderate Use of Reserves Levy increase for 2011 near the rate of inflation (2.5 %) A tax rate reduction of 0.8% Impact on an average residential household, including assessment growth impact, of $46 per year or 4.0% Does Council agree with this direction as a Starting Point for Budget Deliberations? 160 E ginCounty 4.0% RESIDENTIAL TAX INCREASE ANNUALLY FOR TEN YEAR ~ Millions Municipal Position 200 Improves in 180 Absolute Terms 140 120 100 80- 60 40 20 Debt climbs due to 2010 1 rt ii I� 2012 2014 2016 2018 2020 Terrace Lodge • Levy • Net Spend • Debt • Municipal Position rebuild See Attgphment 1 for details ElginCounty Progressive by Nature Next Steps Next Steps Obtain Council direction on an appropriate mix of Tax increases, Service Level reductions and Capital Spending Rework Ten Year Business Plan, including the development of Strategic Alternatives for presentation to Council at March 8t" Council Meeting Presentation of 2011 Operating Budget at March 22nd Council Meeting 162 Elgin County Progressive by Nature RECOMMENDATIONS THAT the Long -Term Business Plan include: — an Annual Capital Budget allocation for County Roads increased by $400,000 annually above the rate of inflation until 2020 — Up to $25 million for the rebuild of Terrace Lodge —$0.8 million for a new Ambulance Base in Dutton —4% annual Tax increase on Residential Properties, and THAT further Strategic Alternatives, including options regarding the Rebuild of Terrace Lodge, be developed as part of the Business Plan, and THAT the Recommendations in the Business Plan be incorporatied into the 2011 Budget Deliberations 163 E ginCounty CORRESPONDENCE — February 15, 2011 Items for Consideration - (ATTACHED) 1. Federation of Canadian Municipalities 2011 Membership Invoice. 2. Nancie Irving, Clerk, Town of Aylmer, with a resolution requesting County Council to consider the appointment of two Elgin County staff representatives to be members of the Library Facility Review Committee. 164 VE Federation of Canadian Municipalities 2010 i Federation canadienne des municipalites COUNTY OF am 24, rue Clarence Street, Ottawa ON K1N 5P3 • Tel. (613) 241 -5221 a Fax (613) 241 -7440 ADMINISTRATIVE SERVICES Mr. Mark G. McDonald County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Canada Invoice no de Facture: 14721 Invoice Date de Facture: 09/28/2010 Account no de compte: 17588 Item/ Description Amount/Montant Membership Fee for April 1/11 to March 31/12 / Frais de cotisation du ter avril 2011 au 31 mars 2012 Municipal Dues Calculated with a base fee of $300.00 plus per capita fees of $10,924.92(fee population of 85,351 x 12.80 cents). $11,224.92 Total amount / Montant total : $11,224.92 Paid Amount / Montant paye : $0.00 Balance due /Montant du : $11,224.92 Please include a copy of this invoice with your payment. Veuillez retourner une copie de la facture avec votre paiement. Thank You/Merci 165 Ontario, Canada imer Proud Heritage. Bright Future. The Corporation of the Town of Aylmer 46 Talbot Street, West, Aylmer, Ontario N5H 1J7 Office: 519- 773 -3164 Fax: 519- 765 -1446 www aylmer.ca January 27, 2011 County of Elgin Council 450 Sunset Drive St Thomas ON N5R 5V1 RE: Town of Aylmer — Library Facility Review Committee At its meeting held on January 24, 2011, Town Council received a report from the Administrator about establishing certain Committees. Town Council resolved: Resolution No. 35 -11 Moved by Deputy Mayor G. H. Richer and seconded by Councillor A. Oslach: That the following actions be taken with respect to the establishment of the Library Facility Review Committee: (a) That Council approves the Terms of Reference for this Committee; and further, (b) That Council directs Staff to advertise for submissions from interested citizens to participate on the Library Facility Review Committee, as set out in the Terms of Reference. The motion is Carried. County Council is asked to consider the appointment of two Elgin County staff representatives to be members of the Library Facility Review Committee. A copy of the Terms of Reference for this Committee is attached. Please provide the names of the individuals and contact information, at your earliest convenience. Sincerely, /14/rly Nancie J. Irving, CMO Clerk, Town of Aylmer Attach cc M. H. Adams, Administrator 166 Library Facility Review Committee 1 of 2 Terms of Reference COMMITTEE TERMS OF REFERENCE NAME: TYPE OF COMMITTEE: Library Facility Review Committee Ad Hoc Committee appointed by Council under subsection 17(d) of Procedure By -law #14 -08. MANDATE: To explore the requirements, logistics and identify options for the Aylmer branch of the Elgin County Public Library. • Identify the specific needs in terms of programs, accessibility, employees, equipment storage, materials storage and health and safety requirements • Identify and outline options to achieve the identified needs • Evaluate the options in terms of capital cost, maintenance cost and fulfillment of needs. • Report back to Council on the above and make recommendations for next steps. • Have regard for the Elgin County Library needs, the heritage preservation of the existing building, central and accessible location in the community. The committee is to appoint a chair (and vice -chair if required) whose responsibility includes setting meeting dates, preparing agendas, chairing meetings, recording decisions of the committee and filing these regularly with Municipal Clerk, ensuring reporting deadlines are met and ensuring that the committee operates within its mandate provided by Council. TIME FRAME: 18 months MEMBERSHIP: • 2 members of Council • Director of Planning & Municipal Services • 2 Elgin County staff • Up to 7 community representatives representing a diverse number of interests including youth, seniors, heritage appointed by Council based on responses to a public advertisement for interested citizens. 167 Library Facility Review Committee 2 of 2 Terms of Reference TOWN RESOURCES: Based on 1 meeting per month of 1.5 hours and 2 hours preparation and follow up time for each meeting. (3.5 hours per meeting) ® 2 Council members — 63 hours each = 126 hours ® 1 staff member — 63 hours BUDGET: None REPORTS TO COUNCIL: ® First report within 3 months outlining how the committee proposes to carry out the prescribed mandate. ® Status report in December, 2011 ® Final report within 18 months DATE APPROVED BY COUNCIL: January 24, 2011 By Resolution #35 -11 COMPLETION DATE: 168 CORRESPONDENCE — February 15, 2011 Items for Information (Consent Agenda) - (ATTACHED) 1. Hon. Tony Clement, Minister of Industry, replying to Council's concern regarding the 2011 Census of Population. 2. Doug Reycraft, Chair, Municipal Employer Pension Centre of Ontario (MEPCO), with the 2009 MEPCO Annual Report. 3. Julie White, South West Local Health Integration Network (LHIN) announcing the appointment of Jeffrey Low as Chair of the South West LHIN Board of Directors. 169 The Honourable / L'honorable Tony Clement, P.C., M.P. / C.P., depute JAN 2 6 2011 Minister of Industry / Ministre de I'Industrie Ms. Bonnie Vowel Warden Elgin County 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Ms. Vowel: The Office of the Prime Minister forwarded to me a copy of your letter regarding the 2011 Census of Population. This government recognizes the importance of this issue for Canadians and appreciates the time you have taken to share your views on this matter. As you are aware, the Government of Canada has made the decision to conduct the census as the short form only, which will be sent to all Canadian households in May 2011. We believe that these recent changes to the Census, along with the introduction of the voluntary National Household Survey (NHS), strike a better balance between the need to collect information on households to inform public policy and protecting the privacy rights of Canadians. The 2011 Census of Population will consist of 10 questions: the same 8 questions that appeared on the 2006 Census short-form questionnaire plus 2 questions regarding the ability to speak in one of Canada's two Official Languages and the language spoken at home. I assure you that the addition of these questions will support the implementation of the Official Languages Act and its regulations. The Government of Canada remains committed to official languages and to supporting the vitality of official language communities. Census information previously collected by the long -form census questionnaire will be collected as part of a new voluntary NHS. C .da - 2 - The NHS will be distributed to 1 in 3 households, which represents approximately 4.5 million households, an increase from 2.9 million households surveyed in 2006. Statistics Canada has extensive experience in conducting voluntary surveys and will apply its same rigorous methods and standards to conduct and release survey data. The Chief Statistician has indicated that this new approach will provide useful and usable data that can meet the needs of many users. Beyond the provision of limited and essential information, we do not believe it is appropriate to demand extensive private and personal information from Canadians under threat of imprisonment. That is why our government announced its intention to introduce legislation this fall to remove threats of jail time for persons refusing to fill out the Census and all mandatory surveys administered by Statistics Canada. An additional legislative amendment will also be made to require respondents' consent on whether personal information from the NHS questionnaire can be released after 92 years. I encourage all Canadians who receive the 2011 Census form to complete it and participate in the National Household Survey if their household is selected. Yours sincerely, Tony Clement 171 D Municipal Employer Pension Centre of Ontario Association o unicipalitie. Ontario January 19, 2011 Heads of. Council: The OMERS Plan is a jointly managed Plan — serving 390,000 active and retired members and 921 employers, with more than $47 billion in net investment assets. Within the employer affiliation, municipal governments represent almost 50% of total active members and total about 380 municipal governments. AMO, through MEPCO, carries out its legislative responsibilities as sponsor representative on behalf of the municipal government employers Pension matters are complex and require specific expertise — actuary and pension legal input. We need this expertise to represent employer interests. The Board has maintained the per capita rate at the 2009 level. The invoice has been sent to your accounts payable. On behalf of the Board, we thank the municipality for paying this promptly and for your on -going support. I have attached a copy of the 2009 MEPCO Annual Report. It outlines highlights of the Centre's work, the Board membership and MEPCO supports our representatives to OMERS - the OMERS Sponsors Corporation (SC) and the OMERS Administration Corporation (OAC). Your financial support helps us develop strong, well- informed representation and positions to ensure that municipal employer interests are fairly represented in ongoing OMERS Plan operation. As OMERS continues to confront significant funding challenges, the ongoing support from municipal employers will be fundamental to communicating perspectives on the OMERS investment strategy and Plan design. In the context of the OMERS 2010 Specified Plan Change process, the Sponsors Corporation (SC), through negotiations, approved temporary changes to support the funded status of the OMERS Primary Plan, which provide some predictability and cost containment. One of the outcomes, given the impacts of the contribution rate increases on municipal and other employers and plan members, the SC made a commitment to develop a long term funding strategy that would sustain the OMERS Plan. Through the last three months, AMO SC representatives have worked closely with both SC employer and employee representatives to successfully negotiate plan design objectives and a strategy to maintain the affordability, health and long term viability the OMERS Plan. The OMERS SC has approved the draft statement in principle and both the statement and explanatory material can be found on the OMERS SC website at www.omerssc.com. We will be communicating with MEPCO members further once this statement has been finally approved. In 2010, MEPCO and other Plan sponsors were also successful in obtaining amendments to the Pension Benefits Act that relieve the OMERS Plan from solvency funding requirements ($3 billion). This is a practical step that will immediately improve the overall health of the Plan. I hope that we can count on every municipal employer to step up and support this work. Without your support, it will be difficult to represent municipal government employer interests on pension matters, including the upcoming review of Bill 206 which devolved the governance to OMERS to the plan's sponsors. Should you have any questions, do not hesitate to contact Pat Vanini, President, MEPCO at (416) 971 -9856 ext 316. Yours truly, Doug Reycraft Chair Cc: Municipal Accounts Payable, includes invoice 172 200 University Avenue, Suite 801, Toronto, ON., M5H 3C FOR IMMEDIATE L:ELEASE NEWS 201 Queens Avenue, Suite 700 London, ON N6A 1J1 Tel: 519 672 -0445 • Fax: 519 672 -6562 Toll Free: 1 866 294 -5446 www. southwestlhin.on. ca South West Local! Ilealth Integration Network (LHIN) Appoints New Board Chair February 9, 2011 The South West Local Health Integration Network (LHIN) is very pleased to announce the appointment of Jeffrey Low as Chair of the South West LHIN Board of Directors. Mr, Low has more than 16 years' of governance experience in the fields of health care and post- secondary education and joins a geographically diverse board with representatives from communities throughout the South West LHIN. Until his appointment as Chair of the South West LHIN, Mr. Low was a member of the London Health Sciences Centre Foundation (since 2006) and continues as a Board member of Huron University College (since 2007). Previously, he served for 12 years on the London Health Sciences Centre (LHSC) Board of Directors, including a two -year term as Chair. Mr. Low also served three years as a Committee member of the University of Western Ontario Development Committee and served as Chair of the Lawson Health Research Institute in 2005. Professionally, Mr. Low has more than 35 years of human resources' experience, including positions as Vice President of Human Resources at Jones Packaging Inc. and as Senior Vice President of Human Resources at CitiFinancial Services Inc. Mr. Low also has extensive public sector experience, working with the Canada Post Corporation. Currently, Mr. Low is working in the Human Resources portfolio at Fanshawe College in London. Mr. Low has an Honours B.A. in French Language and Literature from The University of Western Ontario and is an active member of the Human Resources Planning Society and the Society for Human Resources Management. He is a 25 -year resident of London, but he has also lived in and has connections with many smaller communities across the South West. QUOTES "I am very pleased to appoint Jeff Low as Chair of the South West LHIN. He brings a wealth of governance experience from both health and education sectors to the LHIN and has an excellent understanding of the health care system. He is a community leader and I know he will provide strong leadership in this important post." — The Honorable Deb Matthews, Minister of Health and Long -Term Care "During my time as Chair of the South West LHIN, I intend to ensure that the citizens of the South West LHIN continue to receive high - quality health care in an integrated, accountable health care system. We need to ensure that all citizens in the South West not only receive quality service, but continue to have a say in how that service is provided." — Jeff Low, Chair, South West LHIN Board of Directors. "I believe that a high quality health care system is a more efficient system, and to achieve improved quality, we will need to have even greater collaboration between all health care sectors, the provincial government and our municipalities." 173 QUICK FACTS • The South West LHIN is one of 14 LHINs established by the Government of Ontario to plan, fund and integrate local health care services. • The South West LHIN funds and is accountable for the performance of more than 150 health service providers including hospitals, the South West Community Care Access Centre, community support services, community health centres, mental health and addictions agencies, and long -term care homes. • South West LHIN organizations provide health care to people living between Long Point and Tobermory, in the counties of Elgin, Oxford, London - Middlesex, Huron, Perth, Grey, Bruce and part of Norfolk, • LHIN Board members are Lieutenant Governor in Council appointments, and hold a term of office of up to three years. At the pleasure of the Lieutenant - Governor, the member may be reappointed for one additional term. • Mr. Low's appointment is effective today. He has assumed the Chair from Director Linda Stevenson, who served as acting Chair since January 5, 2011. Members of the South West LHIN Board include: Director Location Term Murray J. Bryant London May 17, 2006 — May 16, 2011 Kerry Blagrave Listowel June 1, 2005 — June 1, 2011 Janet McEwen London June 1, 2005 — June 10, 2011 Linda Stevenson St. Thomas May 16, 2007 — May 15, 2012 Ron Bolton St. Marys May 12, 2010 — May 11, 2013 Sheryl Feagan Goderich July 8, 2010 — July 7, 2013 Ron Lipsett Annan July 28, 2010 — July 27, 2013 Vacancy (1) MORE • For more information on the South West LHIN, visit www.southwestlhin.on.ca • Don't forget to find the South West LHIN on Twitter, Facebook and You Tube For additional information contact: Julie White 519 672 -0445, ext. 2604 Julie.WhitePlhins.on.ca Toll -free: 1 866 294 -5446 www.southwestlhin.on.ca 174 COUNTY OF ELGIN By -Law No. 11 -04 "A BY -LAW TO PROVIDE A SCHEDULE OF SERVICES AND ACTIVITIES SUBJECT TO FEES AND CHARGES BY THE COUNTY OF ELGIN AND TO REPEAL BY -LAW NO. 10 -16" WHEREAS Section 391 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, states that a municipality and a local board may pass by -laws imposing fees or charges on persons for services or activities provided or done for persons: and, WHEREAS the Corporation of the County of Elgin did pass By -Law No.10 -16 imposing fees or charges on services or activities provided to persons: and, WHEREAS the Corporation of the County of Elgin has deemed it advisable to amend the fees and charges applicable to some of its services or activities, and to make provision for the addition of taxes where appropriate. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule "A" attached hereto and forming part of this by -law setting out services and activities which are subject to fees and charges, and taxes where applicable, and the amount of such fees or charges be and is hereby adopted. 2. THAT By -Law No. 10 -16 and any by -law that is contrary to this one be and is hereby repealed. 3. THAT this by -law shall come into force and take effect on February 15, 2011. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 15TH DAY OF FEBRUARY 2011. Mark G. McDonald, Chief Administrative Officer 175 Dave Mennill Warden SCHEDULE "A" By -Law No. 11 -04 The Corporation of the County of Elgin has deemed it advisable to provide activities and services that are subject to fees and charges. The following list details such activities and services and the fees and charges that will apply: Please note that the fees and charges below include taxes, where applicable. GENERAL (authority under the Municipal Act) Service Fee Photocopies for the public throughout all County of Elgin Department Copy charge per printed page - per printed side $0.25 ADMINISTRATIVE SERVICES (authority under the Municipal Act) Submission of a Closed Meeting Complaint for Investigation $25.00 FINANCIAL SERVICES (authority under the Municipal Act) Late payment of County Levy 15% / year (i.e. installment due on the 15th and not received until the 16th, one day of interest would be charged) COMMUNITY & CULTURAL SERVICES — Archives (authority under the Municipal Act) Long- Distance Research $40.00 per hour Microfilm Reader - Printer Letter /Legal - per page 11 x 17 - per page Photograph Prints 4x5 4 x 5 - additional print 5x7 5 x 7 - additional print 8 x 10 8 x 10 - additional print 11 x 14 11 x 14 - additional print Larger Sizes Digital reprints (up to 8 x 10) 35 mm slide $0.50 $0.75 $12.00 $6.00 $15.00 $8.00 $20.00 $10.00 $30.00 $20.00 On a case by case basis $10.00 $15.00 Scanning Document scanning $5.00 176 Recordable CD $2.50 Service Fee COMMUNITY & CULTURAL SERVICES — Archives (continued) Supplies Archival sheet protectors $1.00 Acid -free storage box $12.00 Newspaper storage box $25.00 Acid -free file folders $1.00 Film marking pens $4.00 COMMUNITY & CULTURAL SERVICES — Libraries (authority under the Public Libraries Act) Library Fines: Adult & Juvenile Hardcover Books Daily Overdue Maximum Overdue Music CD's Daily Overdue Maximum Overdue Paperbacks Daily Overdue Maximum Overdue Videos/DVD's Daily Overdue Maximum Overdue Audio books /Language Kits Daily Overdue Maximum Overdue Magazines Daily Overdue Maximum Overdue Interlibrary Loan Lending Daily Overdue Maximum Overdue Bag of Books $0.10 $7.00 $0.50 $7.00 $0.10 $5.00 $1.00 $10.00 $0.50 $7.00 $0.10 $3.00 $0.10 $7.00 $10.00 Fax Machine: Sending Local $1.50 - Each Additional Page $0.50 Long Distance $2.50 - Each Additional Page $1.00 Receiving Per Page $1.00 Interlibrary Loan - Borrowing Canadian Library or University $10.00 - plus shipping (if they charge) U.S. Library or University $15.00 - plus shipping (if they charge) Microfilm - plus shipping (where applicable) $4.00 177 Service Fee COMMUNITY & CULTURAL SERVICES — Libraries (continued Internet Printing Black & White $0.25 Colour $0.60 Diskette Purchase $1.25 Recordable CD $2.50 Scanning Per Page Lost or Damaged Materials All Material Types Bag of Books $1.00 Actual Cost plus $5.00 Processing $160.00 If actual cost is unknown, the following rates are charged: Other Materials - Lost or Damaged Videos /DVDs $20.00 Cassettes $12.00 Microfilms $30.00 Music CDs $20.00 Books - Lost or Damaged Hardcover $30.00 Magazines $5.00 Paperbacks $10.00 Audio Books $50.00 Room Rentals (no charge for non - profit group) $25.00 COMMUNITY & CULTURAL SERVICES — Museum (authority under the Municipal Act) Admission Donation basis Membership Annual Lifetime $5.00 $100.00 Programs Delivered Adult off -site programs $33.90 - plus travel paid at the rate established by the County for use of personal vehicles School tours and children's group tours (designed for children under the age of 14) $1.75 - Chaperones are no charge School programs offered in- school (designed for children under the age of 14) - including rented teacher's kit $3.00 Note: Fees for programs delivered by the Museum may vary according to the program 178 Service Fee ENGINEERING SERVICES (authority under the Municipal Act) County Road Maps $3.00 Meeting Room Rental Rates (authority under the Municipal Act) For use of meeting rooms in the County Administration Building by outside groups: Lunchroom Committee Rooms /Lounge $56.50 $45.20 Oversize /Overweight Moving Permit (authority under the Highway Traffic Act) Permit for moving heavy vehicles, loads, objects or structures in excess of dimensional and weight limits set out in the Highway Traffic Act: Single Move Fee $200.00 (if action is requested with greater than 5 business days' notice) Single Move Fee $400.00 (if action is requested with less than 5 business days' notice) Annual Fee $500.00 Private Infrastructure Encroachment Agreements - (authority under the Muncipal Act) Including Restoration Expenses Cost Recovery Basis - taxes not applicable — may be added to the property tax roll for collection, on behalf of the County, by a local municipality Road Occupancy Permit (authority under Public Highway & Transportation Improvement Act) To regulate the construction or alteration of that permits access to County Roads: Request greater than 5 days notice $200.00 Request less than 5 days notice $400.00 Tender Documents (authority under the Municipal , $50.00 LONG -TERM CARE HOMES (authority under the Homes for the Aged Act) Adult Day Programs Activity & Meal per day Activity, Meal & Transportation per day Activity, Meal, Transportation & Bath per day Activity, Meal & Hand Waxing for Arthritic Pain per day $13.00 $16.00 $18.00 $20.00 Note: If an Adult Day Program is cancelled with less than 72 hours advance notice, the applicable fee will be charged for cost recovery. Fees are charged in accordance with the rates set by the 179 Province of Ontario which may change from time to time. Service Fee LONG -TERM CARE HOMES - continued (authority under the Homes for the Aged Act) Barber /Hairdresser Shampoo and Set Shampoo, Cut & Set Ladies' Haircut only Men's Haircut only Shampoo, Perm & Set Shampoo, Perm, Cut & Set Shampoo, Colour & Set Shampoo, Colour, Cut & Set Men's Cut & Dry Ladies' Cut & Dry Bang Trim Shampoo Only Comb Out & Curling Iron $18.00 $30.00 $12.00 $10.00 $47.50 $59.00 $32.00 $40.00 $11.30 $12.86 $3.00 $3.00 $12.00 Cable TV /Internet Market Rate Foot Care Through VON - established by the VON Market Rate Guest Room Accommodation - per night including breakfast at Elgin Manor $45.00 and Bobier Villa Meals on Wheels for Community Clients Elgin Manor (VON) per meal $6.50 Terrace Lodge (VON) per meal $6.50 Bobier Villa (WECHC) per meal $6.00 ($6.00 per meal is retained by the Home for cost recovery) Medication not Covered by Health Card 65 and Non - presecription Drugs Cost of drug plus $2.00 - ODB co- payment Newspaper Market Rate Preferred Accommodation Rate Upon Admissior Minimum 2 years' agreement applies, based upon basic rate availability Purchased Services Resident requested sundry products, therapy services, supplies, etc. Resident Fees Note: Residents may apply for a rate reduction based on annual income Market Rate Resident Fees are charged in accordance with the rates set by the Province of Ontario, which may change from time to time Room Rental $25.00 Determined by Homes' Director - minimum fee may apply 180 Service Fee LONG -TERM CARE HOMES - continued (authority under the Homes for the Aged Act) Transportation /Accompaniment of Staff Market transportation rate, plus, if accompanied by staff the employee's hourly rate of pay times the length of absence from the workplace, plus benefits if applicable. Valet (mending of clothing) $6.45 Visitor Meals Full Course Meals (per meal) Under the age of 5 years $9.00 $4.50 Special Event Meals $15.00 Under the age of 5 years $6.00 Diners' Club for Community Seniors $7.00 HUMAN RESOURCES (authority under the Municipal Act) County Sponsored Training Programs Participation by Public Partners Cost Recovery Basis Identification Badge Photo Family and Children's Services Loss of Employee Identification Badge LAND DIVISION (authority under the Planning Act) Application for Consent Application for Validation Certificate Stamping of Deed $10.00 $5.00 $750.00 $750.00 $250.00 If an Application for Consent/Validation is: (i) withdrawn at least fourteen (14) days prior to the hearing date $50.00 will be retained. If amended at least fourteen (14) days prior to the hearing date, an additional $50.00 will be charged. (ii) withdrawn after the time limit set in (i), the entire fee will be retained. If amended after the time limit set in (i), an additional $50.00 will be charged. (iii) requested to be reconsidered once consent has been granted, in order to alter the original decision in a minor way, it will be treated as if it were a new application, and a fee of $50.00 must accompany the letter explaining the reason for the change. (iv) requested to be deferred from having action taken on it, by the applicant, in writing, whether after or before a hearing date has been set, a fee of $100.00 must accompany the request for deferral. 181 Service Fee PROVINCIAL OFFENCES (authority under the Provincial Offences Act) *Photocopies $1.00 Certified Copies - per certification $3.50 Transcripts - per page for first copy $3.20 - per page for additional copies $0.55 Note: The above items are not applicable to Judiciary and County Prosecutor. NSF Cheques $40.00 Cost of Collection Cost of Collecting Delinquent Fines to charged back to the Defendant as a percentage of the Fine A range of 10% to 45% for Collection Agents. All other costs of enforcement as incurred. 25% of the fine amount Note: Fees for copies and transcripts are set by the Ministry. 182 CLOSED MEETING AGENDA February 15, 2011 Staff Reports: 1) Tree Commissioner — Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Tree By -Law Prosecution 2) Chief Administrative Officer, Director of Financial Services, Director of Human Resources - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Retirement of Director of Elgin Manor — A Succession Plan 183