Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
May 31, 2011 Agenda Package
E/ 1 inCount g Y ORDER ORDERS OF THE DAY FOR TUESDAY, MAY31ST— 9:OOA.M. AT BOBIER VILLA 1st Meeting Called to Order 2nd Adoption of Minutes — April 26, 2011 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. Erica Arnett, Health Promoter, Elgin St. Thomas Public Health and Nicole Jensen, Doug Tarry Ltd., - Healthy Communities: It Takes a Partnership — PowerPoint presentation. (Attached) 9:15 a.m. Tammy Ryall, Maureen Beatty and Janice Hensel, Municipal Affairs and Housing — Profile of Municipal Affairs and Housing (Verbal) 5th Motion to Move into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence — see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By -Laws 14th ADJOURNMENT TOUR of Bobier Villa LUNCH WILL BE PROVIDED NOTICE: June 14, 2011 County Council June 15, 2011 3rd Annual Warden's Charity Golf Tournament — Kettle Creek Golf & Country Club August 21 -24, 2011 Association 1:If Municipalities of Ontario Conference COUNTY COUNCIL Tuesday, April 26, 2011 The Elgin County Council met this day at Elgin Manor, Township of Southwold, at 9:05 a.m. with all members present except Councillors Couckuyt and Marr (both with regrets). Warden Mennill in the Chair. ADOPTION OF MINUTES Moved by Councillor Walters Seconded by Councillor Jenkins THAT the minutes of the meeting held April 12, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS Elisabeth Sebestyen, Housing Administrator, and Barbara Arbuckle, Director, Ontario Works and Social Housing — St. Thomas -Elgin Ontario Works attended to present an update. An annual report was given, and the administrator introduced the new director to council. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT the presentation and report titled "St. Thomas -Elgin Ontario Works Update" dated March 28, 2011 be received and filed. - Carried. PRESENTATION Retirement of Pat Vandevenne: The Warden gave recognition to the Elgin Manor Director of Seniors Services upon her retirement and presented her with a gift. She then thanked Council for the opportunity to serve the residents of its long -term care facilities. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Impact Assessment of Pending Ford Talbotville Plant Closure — Chief Administrative Officer The Chief Administrative Officer presented a report on the pending closure and the recommended undertaking of an impact assessment study. Moved by Councillor McIntyre Seconded by Councillor Walters THAT the Corporation of the County of Elgin participate in the Impact Study of the Pending Closure of Ford's Talbotville operation, and that staff be authorized to match the Township of Southwold's contribution at 50 per cent of the study costs up to a maximum County share of $30,000: and, 2 THAT $30,000 be added to the 5770 -120 Legal and Professional Services funded out of the Mill Rate Stabilization Reserve. - Carried. Upcoming Special Events in 2011 — Chair /Co -Chair of ECUWSEC The chairs of the Elgin County United Way Special Events Committee (ECUWSEC) presented their report highlighting special events. Moved by Councillor Wiehle Seconded by Councillor Ens THAT the Warden issue a letter to the City of St. Thomas proposing a Golf Tee Off Challenge between the Warden of Elgin County and the Mayor of St. Thomas in which the defeated will make a $500 contribution toward the 3rd Annual Warden's Charity Golf Tournament; and, THAT the report titled "Upcoming Special Events 2011" dated April 8, 2011 be received and filed. - Carried. Tender Awards — Deputy Director of Engineering Services The director presented the report, outlining tender award recommendations for various projects. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT staff may award the following tenders: granular A shouldering; fiberglass reinforced chip seal; hot mix asphalt; and microsurfacing type 3, as long as the County's Purchasing Policy is followed, lowest tenders are selected and within budget allocations; and, THAT staff report the results of the awards at the May 31, 2011 Council meeting. - Carried. South West Economic Alliance Appointments — General Manager of Economic Development Warden Mennill asked that this item be deferred to the next meeting to allow time to review the County's workload for appointees. Moved by Councillor McIntyre Seconded by Councillor Walters THAT the report titled "South West Alliance Appointments" dated April 12, 2011 be deferred until the May 31, 2011 council meeting. - Carried. Completion of Cultural Map — Director of Community and Cultural Services The director presented a report and gave a demonstration of the on -line service. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the Warden, on behalf of Elgin County Council, issue a letter of appreciation to the Minister of Tourism and Culture to acknowledge provincial funding for the Elgin County Cultural Asset Map; and, THAT the report titled "Completion of Cultural Map" dated April 10, 2011 be received and filed. - Carried. 3 Bavham /Port Burwell Libraries Increased Hours of Operation — Director of Community and Cultural Services The director presented the report, recommending new and additional hours of operation as previously directed by Council. Moved by Councillor Ens Seconded by Councillor McIntyre THAT the hours of operation for Bayham /Port Burwell branches of the Elgin County Library as recommended in the report titled "Bayham /Port Burwell Libraries Increased Hours of Operation" dated April 14, 2011 be approved, effective May 1, 2011. - Carried. Council recessed at 10:00 a.m. and reconvened at 10:15 a.m. CORRESPONDENCE Items for Consideration 1. Hazel McCallion, Mayor, City of Mississauga, with a resolution requesting provincial government to consider directing a portion of the revenue derived from H.S.T. charged on gasoline and diesel sales to a new funding mechanism for transportation infrastructure. 2. Heather Morrison, Deputy Clerk/Records Manager, County of Grey, with a resolution requesting support for Ontario Association of Police Services Boards to seek alternative ways to collect defaulted provincial offences' court ordered fines. 3. Barbara Wilson, County Clerk, County of Huron, with a resolution noting how expensive it is for municipalities to test stop and regulatory signs every seven years to comply with the Minimum Maintenance Standard. 4. Sandra Kranc, City Clerk, City of Oshawa, with a resolution requesting Minister of Education to amend Education Act to declare municipal election voting day in Ontario a Professional Activity Day. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the Corporation of the County of Elgin support the resolution (0081 -2011) by the City of Mississauga at its March 30, 2011 meeting, requesting the Government of Ontario consider directing a portion of the revenue derived from H.S.T. charged on gasoline and diesel sales to a new predictable funding mechanism that will allow municipalities to make the critical investments needed to be effective stewards of transportation infrastructure. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Wiehle Seconded by Councillor Walters THAT the Corporation of the County of Elgin supports the resolution put forward by Grey County Council to monitor and support the Ontario Association of Police Services Boards in its efforts to seek alternative ways to collect defaulted provincial offences' court- ordered fines. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: 4 Moved by Councillor McIntyre Seconded by Councillor Ens THAT the Corporation of the County of Elgin supports the resolution from the County of Huron that states it is onerous and expensive for municipalities to test all stop signs and regulatory signs every seven years, to be in compliance with the Minimum Maintenance Standard. - Carried. Moved by Councillor Jenkins Seconded by Councillor Walters THAT Correspondence Item #4 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Melanie Paradis, Director, Lands, Resources and Consultations Branch, Metis Nation of Ontario with information on the "Consultation with Metis Communities on Official Plans ". 2. John Brotman, Executive Director, Ontario Arts Council with "The Arts And The Quality Of Life: The Attitudes Of Ontarians" survey results. 3. Rob Browning, CAO, Municipality of Chatham -Kent & Chair, Emergency Services Steering Committee, with information on Escalating Emergency Services Labour Costs and the Ontario Taxpayers' Ability to Pay. 4. Hon. Madeleine Meilleur, Minister of Community and Social Services, acknowledging Council's support of Violence Against Women Services Elgin County but announcing no decisions have been made with respect to government funding for new emergency shelter project in St. Thomas. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Jenkins Seconded by Councillor Ens THAT Elgin County Council refer the letter from the Metis Nation of Ontario to the County Planner for his review and report back to council with recommendations. - Carried. Moved by Councillor Walters Seconded by Councillor McIntyre THAT Correspondence Items #2 - 4 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members Councillor McIntyre reported on the recent Red Cross Japan relief fundraising hockey game between the city and the county. He thanked the Director of Community and Cultural Services for his assistance in organizing the game and Councillor Walters for supplying the sweaters. The Warden reported on attending the annual St. George dinner at Elgin Regiment. He invited council to attend the special recognition parade on September 10, 2011 by Elgin Regiment of the "Kangaroo Regiment." Staff was directed to develop a plaque or other form of recognition commemorating the event. Councillor Walters provided an update on the September 2011 International Plowing Match. On April 30, 2011 at 10 a.m. at Aylmer Community Centre there will be a 5 County Council 5 April 26, 2011 recognition event for volunteers and groups that participated. Donations of the proceeds of the Match will also be made. The Chief Administrative Officer provided an update on the recent joint meeting with the Thames Valley District School Board on the challenges facing the board regarding accommodations at various schools. Councillor McWilliam said the Board is looking for mayors to review the information with their councils and provide input for future strategies. The Director of Engineering Services provided an update on Dexter Line saying monitoring is being increased. He also reported that options will be coming forward for slides of soil near Plank Road and a portion of Calton Line. A report will be prepared for council for the May 31, 2011 meeting. Notice of Motion — None. Matters of Urgency — None. PRESENTATION ON LONG -TERM CARE The Directors of Seniors Services gave a PowerPoint presentation on the services and operations of the county's homes for seniors. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor McWilliam Seconded by Councillor McIntyre THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY -LAWS Moved by Councillor Wiehle Seconded by Councillor Walters THAT By -Law No. 11 -12 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 26, 2011 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Walters THAT we do now adjourn at 11:35 a.m. to tour Elgin Manor and meet again on May 31, 2011 at Bobier Villa at 9:00 a.m. Mark G. McDonald, Chief Administrative Officer. 6 - Carried. Dave Mennill, Warden. Hea[fk Communities ELGIN ST.THOMA s PUBLIC HEALTH What is this initiative about? Health units from across the Province have been asked by the Ministry of Health Promotion and Sport to take the lead on the Healthy Communities Partnership. This project includes creating a committee /partnership that will work on creating healthy public policy locally. What do we mean when we talk about a healthy community? Welt, research tells us that a community is keatthy when: The physical supports (programs) and policies are in place to make the healthy choices also an easier choice. The built environment is conductive to healthy living. Some examples include: o access to healthy food options; a access to safe affordable housing; o preservation of natural surroundings and wildlife; o easily accessible services; o social gathering areas; o green spaces that are easily accessible by foot, bicycle, wheelchair or buggy; and o building of safe communities for the prevention of injury and violence o safe, compact and walkable communities; Specifically, within St. Thomas-Elgin there were priorities identified by community members, research, and local experts that include: o Availability of healthy foods and improving knowledge of food preparation o Sidewalk maintenance and availability policies o Supports for Active Transportation o Examine minimum set -backs for smoking near municipal facilities Who is involved in the initiative? Elgin -St Thomas Healthy Communities Partnership developed for this initiative includes representatives from the City of St. Thomas, County of Elgin, Doug Tarry Ltd, community members and the Town of Aylmer. The Partnership is also looking to establish a political advisory committee for this initiative. What is tl-Ie rote of the Political Advisory Committee? This committee will act in an advisory capacity It will be an additional method of capturing the community voice, priority and support for healthy public policy. What kind of time commitment would be required f 1 decided to join the Partnership? During this initial phase (December 2010- March2011) the committee will be meeting monthly in order to meet the Ministry requirements beyond March 2011 the number of meetings will be determined by the project(s) the Partnership takes on. However, there will likely be six meetings annually. What's in it for you and your organization? es Access to grant money It Make a difference to the health and well being of Elgin- St. Thomas residents e Chance to network • Access to resources and training opportunities How can you and your organization get involved? The Partnership is still looking for staff level members from the lower tier municipalities and members for the Political Advisory Committee. If you are interested in participating or hearing more please contact Erica Arnett at 519 -631 -3159 ext 247 or via email at earnett @elginhealth.on.ca 7 Healthy Communities: It Takes a Partnership The current generation of children in Ontario will likely not Live as long as their parents because of bad eating habits and lack of exercise that could spur life- threatening illnesses. {Hein and Stroke Pounoniicn. id 444. The physical supports and policies are in place to make the healthy choice the easy choice. 8 Elgin St. Thomas Healthy Communities Partnership A network of community leaders working to create a healthier community Examples sale, compact and walkable communities: access to healthy food opIons . readily available options for active transportation, access to safe alfordable housing, efficient public transportation systems: preservalion of natural surroundings and wildlife: easily accessible services: social gathering areas and green spaces that are easily accessible by foot bicycle, wheelchair or buggy Community members have prioritized the building of safe communilies Tor the prevention of injury and vidtenrr: JAI Healthy Communities Partnership We Wo. Owe jata 9 Steering Committee Membership Steve Evans - Manager of Planning. County of Elgin Heather Adams - Administrator. Town of Aylmer Brigitte Cosens - Community Member • Nicole Jensen - Doug Tarry Ltd • Greg Tarry - Doug Tarry LW • Ross Tucker - Director. Parks & Recreation. City of St Thomas John Dewancker - Director. Environmental Services & City Engineer. City of St. Thomas Patrick Keenan - Director of Planning, City of St. Thomas • Erica Arnett -- Health Promoter, Elgin St. Thomas Public Health To date we have: • Gathered community input and statistics to create a community picture • Embarking on a planning process and have begun to identify our policy goals for the next several years. Increase pedestrian safety and provide barrier —free access by encouraging municipalities to examine their sidewalk maintenance and availability policies. Advocate for policies that improve access and availability of healthy foods in schools,- workplaces, and public facilities (including community gardens) and limit food and beverages high in calories, fat, sugar and salt. r3 10 Policy Goals Advocate for policies regarding smoke -free multi -unit dwellings and minimum set -backs Far smoking outside municipal buildings. Increase the opportunities far people of all ages to use active transportation by reviewing and implementing municipal Master Plan documents and other relevant policies. With active transportation defined as any form of human - powered transportation, such as walking, cycling, using a wheelchair, in -line skating or skateboarding Next steps • First Partnership Meeting in June • Creating the community vision • Implementing the plan • Creating a communication plan for community involvement and input What's in it for your Municipality? • Access to Grant Money • Access to resources and training opportunities • Maximize resources and reduce duplication 11 Questions? 12 REPORTS OF COUNCIL AND STAFF May 31, 2011 Staff Reports — (ATTACHED) Director of Community and Cultural Services — Library / Ontario Works Partnership for On -Line Applications Director of Community and Cultural Services — IPM Volunteer Funds for Museum and Library Director of Community and Cultural Services — Alma College History Project Deputy Director of Engineering Services — 2010 County Road Maintenance Summary Director of Engineering Services — Fuel Surcharge Request Deputy Director of Engineering Services — A New Road Maintenance Agreement Director of Engineering Services — Roadside Erosions — Plank Road and Calton Line Deputy Director of Engineering Services — Encroachment Agreement — Wellington Street, Port Burwell Deputy Director of Engineering Services — Award of Tenders - Engineering Director of Senior Services — Registered Nurses' Association of Ontario's Long -Term Care Best Practices Initiative Director of Senior Services — Pharmaceutical Services — Terrace Lodge and Bobier Villa Director of Senior Services — Ontario Telemedicine Network — Behavioural Support System Project General Manager of Economic Development — Port Stanley Harbour Visioning Committee General Manager of Economic Development — South West Economic Alliance: Appointments (Deferred from April meeting) Director of Financial Services — Point Click Care Access Director of Financial Services — Group Retirement Savings Plan Director of Financial Services — Budget Comparison — April 2011 YTD 13 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: May 17th, 2011 SUBJECT: Library / Ontario Works Partnership for On -Line Applications INTRODUCTION: This report informs Council that St. Thomas -Elgin Ontario Works is promoting an on -line application process in partnership with the Elgin County Library. DISCUSSION: Library staff were recently provided with training by St. Thomas -Elgin Ontario Works (OW) on a new on -line application process for social assistance programs such Ontario Works and Ontario Disability Support Plan. The process pre- screens applicants to determine eligibility, provides information on documentation that will be required and then sets up an in- person meeting with OW staff to finalize the process, all of which helps to expedite the release of support. OW views the Elgin County Library as an important strategic partner in this initiative given that the library has public access computers with high -speed connectivity. Step by step brochures and handouts specific to the library have been produced in order to minimize the amount of time that staff will need to devote to assisting applicants. Nevertheless, staff are available to assist as required and have been briefed on the importance of handling sensitive information in a confidential manner. It should be noted that the St. Thomas Public Library is also a partner in this initiative. CONCLUSION: This partnership provides further evidence of the importance of the library's on- line services to County residents, many of whom would otherwise not be able to access this service. RECOMMENDATION: THAT the report "Library / Ontario Works Partnership for On -Line Applications" dated May 17th, 2011 be received and filed as information. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services 14 Approved for Submission Mark G. McDonald Chief Administrative Officer l v15o JhJ III c=.y ©Hke Kri@ft A Few Easy Steps to Online Application for Social Assistance YOU CAN NOW APPLY ON LINE FOR: Now Available May 16th, 2011 Ontario Works Assistance for Children with Severe Disabilities Temporary Care (Ontario Works) Ontario Disability Support Plan https: / /saapply.mcss.gov.on.ca /Citizen Portal /cw /PlayerPage.do The online application is a new way to apply for assistance. It is available 24 hours a day 7 days a week, in either English or French. You can access the online application from the comfort of your own home or from any public access computer. The information exchanged is secure. The application has 2 stages: The first is a screening stage that will tell you of your possible eligibility in the programs. Once you complete the screening stage you will be able to submit the information if you decide to apply for assistance. You will still have to go to the local office to finish your application What you should have with you for all the members of your family o Personal information: date of birth, social insurance number, health card numbers Current bank balances, any investments, insurance etc. Information that relates to your current income: Are you working? Are you receiving employment insurance, WSIB, Canada Pension or private insurance? Do you receive support for you or your children? What are your expenses? Do you pay rent, mortgage, hydro, fuel? HicyR©, What to expect when applying online Be sure to read the "Right for You" page. About you section: you can enter your personal information, you will check the "People in your home" check box to add those members of your family that will be included in your application. Once added, the application will ask you about the relationships between members of your household, are they your spouse? Are they your child? In the income sections you will choose what kind of income and who receives it, be sure to record all the income that each member has. You will record your housing costs in the expenses section. Enter your rental cost, mortgage payments, utility costs, or board and lodging costs. A summary of all the information you gave will appear, you can edit any of the areas before you go on. When you click "next ", it will advise you of "possible" eligibility and you can choose to continue to submit an application. All areas marked with an ( *) need to be completed. If you have any questions about any of the questions asked, use the "expand help" on the page. enough time Before you start: make sure you have all the information you need to submit, and you have to complete the application online, it cannot be saved and finished later. Read the "Right for You" page at the beginning of the online application St. Thomas •Elgin Ontario Works Where can I use a computer? All of the libraries in Elgin County and the library in St. Thomas have computers that can be used by the public. You will need a library card, they are free. You can get a library card application at any library branch or at the St. Thomas - Elgin Ontario Works office. You will need something with your address on it and one piece of I.D. Computers can be reserved by calling the library ahead of time. Online Application for Social Assistance LIBRARIES St. Thomas Public Library, Elgin Mall St. Thomas 38 John Street S, Aylmer 14134 Belmont Rd., Belmont 236 Shackelton St., Dutton 21 Pitt St., Port Burwell 302 Bridge St., Port Stanley 207 Furnival Rd., Rodney 9557 Union Rd., Shedden 12105 Whittaker Rd., Springfield 9366 Plank Rd., Straffordville 160 Main St., West Lorne 519 631 6050 519 773 2439 519 644 1560 519 762 2780 519 874 4754 519 782 4241 519 785 2100 519 764 2081 519 765 4515 519 866 3584 519 768 1150 The use of the computers is free, there is a charge if you wish to print anything. 1 The more information you include in the application, the more quickly your application can be processed. Remmber! If you aren't comfortable submitting information on the computer, you can still apply over the phone or in person at the local office. At the end of the application you can tell us what days and times would be best for you to come into the local office to finish your application. If you don't have a phone number for us to contact you at, you will be asked to call the local office within 3 days to book an "in person" appointment to finish your application. You don `t have to print anything, but you should write down the confirmation number you will get at the end of the online application. 401 THE CORPORATION OF THE CITY OF ST. THOMAS If you have questions about the Ontario Works program, or the questions in the online application call the Ontario Works office at (519) 631 -9350 or toll free at (800) 265 -4362 ext 112 ElginCounty Located at: St. Thomas - Elgin Ontario Works 423 Talbot Street, St. Thomas ON N5P 101 16 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: May 10th, 2011 SUBJECT: IPM Volunteer Funds for Museum and Library INTRODUCTION: This report informs Council that the International Plowing Match (IPM) Legacy Committee has awarded funds to the Elgin County Museum and Elgin County Library in recognition of volunteer service. DISCUSSION: The IPM Legacy Committee recently donated $2207.19 to the Elgin County Museum and $509.55 to the Elgin County Library in recognition of volunteer service by both organizations at the 2010 IPM. Volunteers on behalf of both institutions devoted considerable hours to the County Exhibit and the Antique & Historical Tent, both of which were very successful and drew large crowds. Pending Council approval, staff plan to utilize these funds in 2011 on a commemoration project to honour the event. CONCLUSION: Numerous community groups who volunteered time at the 2010 IPM have recently been acknowledged with donations from the IPM Legacy Committee, providing further evidence of the on -going goodwill the match has generated across the County. Furthermore, the Archives and Museum have recently acquired numerous records and artifacts from the IPM Executive Committee. The Department of Community and Cultural Services is proud to play an important role in ensuring that the legacy of the event is preserved for current and future generations. RECOMMENDATION: THAT the report "IPM Volunteer Funds for Museum and Library" dated May 10th 2011 be received and filed as information. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services 17 Approved for Submission Mark G. McDonald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Stephen Francom Manager of Archives DATE: May 19, 2011 SUBJECT: Alma College History Project INTRODUCTION: The Elgin County Archives, in partnership with the Alma College International Alumnae Association has published a new history of Alma College, All the Girls Have Gone: Alma College, the Latter Years. DISCUSSION: The project, begun in May, 2010 and completed in May, 2011, was funded by donations received from individual members of the Alma College International Alumnae Association and by the Archives, using funds from its Alma College Reserve, as authorized by Elgin County Council at its July 13, 2010 meeting. The book will be offered for public sale at a price of $30 per copy (tax included). Members of the Alumnae who donated $100 or more to the project will be provided with a free copy of the book. Once all costs of the project have been met, surplus revenue from the sale of the books will be shared between the Elgin County Archives and the Alma College International Alumnae Association on a 70 %/ 30% basis, respectively. The Archives' share of surplus revenue from this project will be directed to its Alma College Reserve. CONCLUSION: The Archives will host a formal launch celebration for the book at a time and place to be announced. RECOMMENDATION: THAT the publication All the Girls Have Gone: Alma College, the Latter Years be sold at a price of $30 inclusive of taxes with proceeds distributed as outlined in the report "Alma College History Project" dated May 19, 2011. All of which is Respectfully Submitted Stephen Francom Manager of Archives Approved for Submission Mark G. McDonald Chief Administrative Officer Brian Masschaele Director of Community and Cultural Services 18 Elglncounty Progressive by Nature REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: April 19, 2011 SUBJECT: 2010 County Road Maintenance Summary Introduction As directed by Council this annual report summarizes the local maintenance activities and costs expended in 2010 as provided to the County by the municipalities. County road maintenance allocations are currently provided on a per kilometre and Class of road bases. Discussion Since 1998, Elgin's municipalities have been providing road maintenance services. In 2001 Council amended the maintenance payment allocations for the municipalities and payments are now based on the number of kilometers maintained and roads with higher traffic volumes receive more compensation. Funding Principle The Elgin maintenance model operates under the assumption that the lower -tier municipalities control costs and may retain any surpluses for purposes deemed fit by their councils. The understanding is that a fixed allocation is granted by the County and the service is designed around the funds available. To formalize this principle a resolution was adopted by Council and states the following: THAT the lower tiers closely monitor the level of service they are providing to limit maintenance expenditures and to work within the approved yearly allocation, and, THAT, as a general funding principle, the yearly maintenance allocation not be exceeded given the latitude available for each participant to control costs and the level of service provided. This funding principle is especially important in years of positive budget variances. Municipalities are encouraged to reserve any excess maintenance funds to offset years with extraordinary expenses. 19 The Funding Model In 2002 the compensation formula was once again adjusted to reflect additional urban maintenance responsibilities. In 2006 the allocations were increased by 10% to more accurately reflect equipment rates understanding that the County equipment provided to the municipalities at amalgamation was being replaced. The compensation is also increased annually by the Consumer Price Index. The County inspects the road system quarterly and identifies maintenance deficiencies and reports these to the municipality. The municipality is then requested to rectify the specific condition and sign and date when the work was completed and return the notice back to the County of Elgin. Quarterly maintenance inspections are completed together with County staff and the local Road Superintendent to encourage dialogue and clarify deficiencies noted. County staff also hosts monthly road supervisor meetings to discuss capital planning and operational issues. An annual capital account in the amount of $100,000 is established and expended on areas requiring on -going maintenance activities. These small co- operative capital projects are requested by the local road supervisor and completed in partnership with local forces. The County pays for the increased cost of materials and hired equipment. 2010 Maintenance Expenditures — as reported The following table examines expenditures per municipality and their surplus / deficit for maintenance activities during 2010 as they have reported to the County and are not audited. Municipality 2010 Allocation 2010 Expenditure (as reported) Variance % Spent Number of Kilometres Maintained Aylmer $17,093.55 $17,664.31 - $570.76 103% 4.070 Bayham $376,087.09 $287,697.20 $88,389.89 76% 97.567 Central Elgin $541,792.25 $610,968.97 - $69,176.72 113% 137.419 Dutton / Dunwich $371,464.48 $364,591.81 $6,872.67 98% 96.787 Malahide $574,196.03 $544,837.01 $29,359.02 95% 146.135 Southwold $416,164.19 $367,682.15 $48,482.04 88% 106.593 West Elgin $384,297.22 $379,346.00 $4,951.22 99% 99.453 Totals $2,681,094.81 $2,572,787.45 $108,307.36 96% 688.024 20 Long Term Expenditures The following table summarises the total expenditures by each municipality (as reported) for the last 13 years and the cumulative differences. Municipality Total Amount Spent OVER Maintenance Allocation over the last 13 years (as reported) Total Amount Spent UNDER Maintenance Allocation over the last 13 years (as reported) Total Allocation to Municipality over last 13 years Aylmer $9,021 $162,727 Bayham $173,608 $3,845,674 Central Elgin $413,217 $5,953,274 Dutton / Dunwich $71,564 $4,283,514 Malahide $89,301 $6,285,200 Southwold $13,190 $4,721,387 West Elgin $363,665 $4,266,537 Total $524,729 $608,837 $29,518,313 Collectively, the municipalities under spent their maintenance allocations by $108,307 in 2010. Since 1998, the municipalities have collectively under spent their maintenance allocations by $84,108. Over this period, the municipalities have been paid approximately $30 Million to maintain the County Road system. Therefore, after 13 years of experience, municipalities have been able to maintain the county roads within the allocations provided. Winter Control Costs Winter maintenance activities typically exhaust 50 — 60% of the maintenance allocations and therefore, the cost management of this activity plays an important role in overall expenditures. New technologies, training, techniques and the County's Salt Management Plan all help to reduce costs while increasing the level of service provided. Winter minimum maintenance standards are consistently met and exceeded by all municipalities, however, the level of service provided varies between municipalities. The following table examines winter control costs in each municipality as reported. 21 Winter Control Costs Municipality 2010 Allocation 2010 Winter Control Costs (as reported) % of Total spent on Winter Control Number of Kilometres Maintained Winter Control Costs per Kilometre of Road Aylmer $17,093.55 $8,745.22 51% 4.070 $2,149 Bayham $376,087.09 $178,615.32 47% 97.567 $1,831 Central Elgin $541,792.25 $326,578.00 60% 137.419 $2,377 Dutton / Dunwich $371,464.48 $145,387.82 39% 96.787 $1,502 Malahide $574,196.03 $371,049.09 65% 146.135 $2,539 Southwold $416,164.19 $207,358.79 50% 106.593 $1,945 West Elgin $384,297.22 $145,207.00 38% 99.453 $1,460 Totals $2,681,094.81 $1,382,941.24 52% 688.024 $2,010 Conclusion Maintenance costs are managed and reported differently across the County. While minimum maintenance standards are consistently achieved, level of service and costs vary across the County. Given the latitude available for each participant to control costs and the level of service provided, a funding principle exists that states maintenance allocations not be exceeded. Although Minimum Maintenance Standards are being met, other road maintenance activities are being neglected. The Cooperative Capital Projects funding has helped to address some of these issues, however, not all municipalities participate. This topic will be further discussed in the report titled, "Road Maintenance Agreement ". As Council is aware, a revised maintenance agreement is being prepared by the County solicitor and staff, in conjunction with staff from our municipal partners. The new maintenance agreement is proposed to be implemented for January 1, 2012. Recommendation THAT this report be received and filed. All of which is Respectfully Submitted, Peter Dutchak Deputy Director of Engineering Services Clayton Watters Director of Engineering Services 22 Approved for Submission, Mark G. McDonald Chief Administrative Officer �� E��n�'ounty REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: May 3, 2011 SUBJECT: Fuel Surcharge Request INTRODUCTION: The Township of Malahide, Township of Southwold and the Municipality of Dutton /Dunwich have requested an increase to the maintenance payments due to an increase in fuel costs in the form of a fuel surcharge. Presently, the maintenance allocations to municipalities are adjusted annually by the October Consumer Price Index (CPI) that includes the commodity of fuel. DISCUSSION: Since 1998, Elgin's municipal partners have been contracted to complete maintenance activities on County roads. Allocations are calculated based on the Class of road and number of kilometres of County road maintained. These allocations are increased annually by the October Consumer Price Index (CPI) to account for inflationary costs. Council chose to use the CPI to capture inflationary adjustments since it remains the accepted standard and has been in place for nearly 100 years. The overall CPI has eight categories that are used to formulate the index. These include: food; shelter; household operations; clothing; transportation; health care; recreation; and alcoholic beverages. Gasoline costs directly account for 4.92% of the overall CPI, however, the spectrum of categories in the overall CPI are also largely influenced by fuel. For example, food prices will increase as the price of fuel increases, because of the increased costs of transporting the food to market. The CPI for the period of October 2009 to October 2010 was 2.4 %. This growth was largely attributable to transportation prices. The single most important factor in 2010 was the increase in the price of gasoline. 25% of the CPI for this period was influenced by gasoline prices. Municipal allocations were increased accordingly and the total allocation to municipalities was increased by $65,000 for 2011. As fuel prices continue to rise in 2011, these costs will be reflected in the annual 2011 CPI (October 2010 to October 2011) and maintenance allocations will be increased accordingly for 2012. 23 For example, the March 2011 CPI was 3.3 %, the largest year- over -year increase since 2008, and 0.9% of this increase is attributable to energy costs. If the CPI remains at these levels, and the October CPI is also 3.3 %, municipal allocations will be increased by a total of $90,600 for 2012. The percentage of the overall CPI that is directly attributable to gasoline costs (4.92 %) is similar to the percentage of the maintenance allocation that municipalities use to purchase fuel. Therefore, the CPI remains an accurate inflationary adjustment for the County road maintenance allocations. For example, the Township of Malahide has reported they used approximately 90,000 litres of diesel fuel in 2010 for all their operations. They also estimated that approximately 25% of their total fuel usage was for County road maintenance activities, mainly winter control. Therefore 22,500 litres of fuel, at an average cost of $0.84 for diesel fuel meant that $18,900 was spent on diesel fuel for County road maintenance activities in 2010. In 2010, the Township of Malahide's allocation was $574,196.03 and therefore, diesel fuel comprised 3.3% of their total allocation. Assuming the Township of Malahide also spent approximately $10,000 on gasoline fuel costs for County road activities in 2010, the percentage of their total allocation spent of fuel remains comparable to the percentage of fuel that comprises the CPI. Also in 2010, the Municipality of Dutton /Dunwich spent $18,125 on all types of fuel for County road maintenance operations. Their 2010 maintenance allocation was $371,500 and therefore 4.8% of their allocation was spent directly on fuel. These examples confirm that municipalities spend approximately 5% of their maintenance allocation directly on fuel costs. The CPI's calculation includes approximately 5% for the inflationary cost of gasoline. Therefore, the CPI captures increases for fuel costs that municipalities experience. Allocations are adjusted annually from the previous year's experience. CONCLUSION The overall CPI for long periods of time is an accurate estimation of the inflationary or changes in prices for goods and services. That is, commodities that comprise the CPI calculation are volatile and can rise and fall in the short term, but are captured through averages in the long term. Gasoline comprises 4.92% of the overall CPI, which is a very similar percentage as to what municipalities spend of their total maintenance allocation on fuel. Therefore, the CPI annual inflationary adjustment provided to municipalities captures the cost of fuel increases. CPI increased the maintenance allocations by a total of $65,000 to municipalities for 2011. The CPI for 2011 will adjust 2012 payments to municipalities. 24 In 2010, the municipalities had a net surplus of $108,000. In the last thirteen years, the municipalities have also had a net surplus. In other words, the allocations provided were greater than their expenditures. During that time, the County has compensated the municipalities nearly $30 million to maintain the County roads. By the above measure, the present financial arrangement is a success. The philosophy of the current compensation system is that municipalities have significant latitude in their operations, and they are able to use any surplus from efficiencies to offset any deficits in other years. Isolating costs is contradictory to this existing funding principle. Therefore, staff suggests that the overall CPI is still the most effective method for annual increases that reflect changes in prices for municipalities. RECOMMENDATION THAT the overall CPI continue to be used to adjust the annual maintenance allocations to municipalities; and, THAT this report be circulated to Elgin's partner municipalities. All of which is Respectfully Submitted, Clayton Watters Director of Engineering Services 25 Approved for Submission, Mark G. McDonald Chief Administrative Officer y13/22/2011 TUE 13:58 FAX 519 773 5334 TWP OF MALAHIDE -. -'- County of Elgin 87 John Street South, Aylmer, Ontario N5H 2C3 Telephone: 519-773-5344 Fax: 519-773-5334 www.malahide,ca rheTOWNSH1Py M $ AMID A proud tradition, a bright future. March 21, 2011. County of Elgin, 450 Sunset Drive, St. Thomas, Ontario. N5R 5V1 �7joo1 /001 Attention: Mr. Mark McDonald Dear Sir: RE: Impact of Fuel Price Increases. The Malahide Township Council discussed the impact of fuel price increases at their regular Council meeting on March 17, 2011. The Council is requesting that the County of Elgin recognize the budgetary impact of increased fuel prices and consider enacting an amendment to the terms of its contract with the lower tier municipalities to allow for a fuel surcharge in 2011. We appreciate your consideration to this request. Yours very truly, TOWNSHIP OF MALAHIDE M. CASAVECCHIA, D.P.A., C.M.O., CMM III Chief Administrative Officer /Clerk Copy - Elgin County Lower Tier Municipalities MICHELLE M. CASAVECCHIA Chief Administrative Officer /Clerk mcasavecchia @maiahide,ca Received Time Mar, 22. 2011 1:55PM No, 7066 SUSAN E. WILSON Director of Finance swilson @maiahide,ca 26 JlluniczpaC of Dutton /Dun MAYOR Cameron McWilliam 28740 Celtic Line, R. R, 9 1 Dutton, NoL IJo DEPUTY MAYOR Bob Purcell 15a Shacldeton Street Dutton, NoL 1J0 County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Box 329, 199 Currie Road, DVTPON, Ontario NoL iJo Telephone: (519) 762 -2204 Fax No. (519) 762 -2278 Clerk Administrator Ken Loveland Attention: Mark McDonald Dear Mr. McDonald COUNCILLORS Ian Fleck 272 Miller Road Box 542 Dutton, No IJo Donald ILPage 7949 Coyne Road R. R. 9 1 Wallacctown, NoL 2Mo Dan McKil lop 29094 Silver Clay Line, R.R. s 3 Dutton, NoL 1Jo April 26, 2011 APN 2 2011 71GJ ; rrds 18 1jjYqq 141111 ES RE: Impact of fuel Prices on Road Maintenance The Council of the Municipality of Dutton Dunwich discussed the impact of recent fuel price increases on our Road Budget. The Council of the Municipality of Dutton Dunwich requests that the County of Elgin consider enacting an amendment to the terms of its contract with the lower tier municipalities to allow for a fuel surcharge. We appreciate your consideration of this request. cc: Township of Malahide 27 Yours truly, Ken Loveland E]gt n REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: May 18, 2011 SUBJECT: A New Road Maintenance Agreement INTRODUCTION As directed by Council on the May 26th, 2009 meeting, the County Solicitor has prepared a draft revised Road Maintenance Agreement. A staff led Road Maintenance Agreement Team comprised of the Treasurers from the Townships of Malahide and Southwold, the Road Supervisors from the Municipalities of Central Elgin and West Elgin and County staff, have met with the County Solicitor to discuss reimbursement rates, activities and processes. This report recommends a methodology to finalize the new agreement. DISCUSSION Since the fall of 1998, road maintenance activities for the County of Elgin have been performed by Elgin's local municipal partners under a formal agreement. Municipalities are compensated for maintenance activities with lump sum payments, 6 times annually, based on the length and class of road maintained. The existing maintenance agreement has expired as of December 31St, 2010 and therefore must be renewed. Also, subsequent to the Hipson Inquest, a fatal accident which lead to a number of recommendations to improve safety, County Council directed the County Solicitor and staff to complete a number of items to be incorporated into a revised agreement with municipalities. Although the Coroner's recommendations have already been incorporated into practice, they are not formally addressed in the present maintenance agreement and must be incorporated. The following items have now been included in a revised Road Maintenance Agreement: 1. More detailed specifications of service requirements. 2. Clarification of inspection requirements and duties, including joint quarterly inspections. 3. Clarify reporting requirements, including a reporting mechanism in relation to deficiency identified during joint inspections and activity summaries. 4. Invoicing and bonus payment mechanism conditional upon municipal fulfilment of performance and reporting requirements. 5. Develop compensation rates for the new system. 28 In addition, Council directed staff to hire one staff person to administer the new invoice, inspection, reporting and payment approval system once implemented. The main difference with the new draft agreement is the principle of compensation, using a full invoice system. Current compensation is delivered in a lump sum amount with the expectation of a delivered service. The new proposed format compensates the municipalities on a per unit basis per maintenance activity. The revised system intends to compensate municipalities for work completed and places budgetary risks with the County. Simply put, if the municipality completes a task, then the municipality will be compensated for that task. However, the corollary is also true as an incomplete task will not attract payment. Challenges with an Invoice System Under an invoice, or, pay -as- you -go system, municipalities would invoice the County monthly for all activities performed, using prescribed rates. While an invoice system is fair, it will take far more effort to operate than the current system. For instance, winter control, that accounts for approximately sixty percent of maintenance spending annually ( +/- $1,650,000), will have to be tracked very accurately and specifically. Each municipality will have to document and justify each truck's operating time (gate to gate) and measure salt /sand quantities for each storm event. The municipality will be reimbursed the following month once they invoice the County for exactly what was done the previous month. The principle of the new formula is intended to compensate municipalities for all additional costs incurred to operate the new system. Another example of the potential complexity of the system is signage. Thousands of different types of road signs exist and various maintenance activities are completed on them. A sign may be simply straightened after winter activities, or replaced if it is worn or damaged. There are steel posts with small signs or large signs with wooden posts that would require utility locates to install. Some sign maintenance activities require one person and 15 minutes of time and other activities require pre - planning, traffic control, equipment, 5 persons and a couple of hours to complete. The range and scope of activities will require many different rates of compensation that still may not fit all scenarios. The new accounting system may take additional effort on both the municipality's and the County's part depending on the system already in place. When fully implemented, the County will require an additional staff person to monitor the activities, ensure due diligence /follow up and approve monthly invoicing. The estimated cost for a full time County employee plus vehicle is $100,000 annually. Another item of potential concern for municipalities would be consistent cash flow. Under the current system, lump sum payments are forwarded to municipalities regardless of the workload. Under the proposed system, municipalities are only 29 compensated after work is completed. There may be instances where less County road work is required (mild winters), or when municipal forces are busy with other local projects and therefore are not completing or delaying non - urgent tasks on County roads. In those instances, municipalities would only receive minimal operational funding for patrols, etc. On the other hand, if conditions dictated extraordinary maintenance work on County roads, the County would experience unbalanced budget expenses. This possibility will be expensed through a County road maintenance contingency fund already established. Invoice System and Level of Service Under the existing compensation system, municipalities are able to manage their operations and provide services to a level their councils see fit, as long as they remain within the allocation provided and maintain minimum standards. A full invoice system will dictate the level of service to be completed to meet the minimum maintenance standards only. For example, some municipalities complete fine grass cutting around residential areas several times per year. The proposed system will specify the frequency and widths to cut annually and only compensate for those activities. Additional activities beyond what the contract specifies will be not be reimbursed by the County. If municipalities choose to exceed the level of service identified by the contract, it will be at the local municipality's expense. Invoice System and Winter Control Municipalities consistently meet the Provincial Minimum Maintenance Standards (MMS) for winter control, however, the level of service provided above that level varies greatly across the County. Under an invoice system, the County will have to closely monitor the level of service being provided to ensure that winter control remains effective while keeping costs as low as possible. Although decisions to deploy forces to combat winter events will remain with municipalities, the County will be taking a much more active role in understanding when and how municipalities provide winter control services. The Current Funding Model Gap The existing compensation model has been in place for the last 13 years. As already mentioned, municipalities are currently compensated for maintenance activities with lump sum payments, 6 times annually, based on the length and class of road maintained with the expectation of a delivered service. Financially, the current system has worked well. Over the past 13 years the County has paid municipalities $29,518,313 to maintain its roads and collectively, municipalities have reported $29,434,205 in expenditures or $84,108 less than their allocations. This experience has demonstrated that municipalities have been 30 able to maintain the County roads for the allocations provided. Although financially successful, the existing system does not fully address all maintenance completed on County roads and therefore some improvements are necessary. There is a difference between Minimum Maintenance Standards (MMS) and maintenance items that should be completed on a roadway to ensure its functional longevity. Some activities can be deferred without failing to meet the MMS in the short term, but if neglected will, negatively affect the condition of the road and then trigger more expensive capital projects. The MMS only deal with the "platform" of the roadway, or the area from edge of shoulder across the driving lanes to the other edge of shoulder, and does not include the ditch area. Therefore, many activities requiring drainage work can be left undone that eventually deteriorate the roadway while never triggering the MMS (ie. Ditching, berm removal, culvert repairs, drainage outlet erosion, etc.). These proactive activities are required to properly maintain road infrastructure, however, because they are not prescribed specifically by the MMS, they are often not completed until they cause other road issues. Under the current compensation model, the County does not interfere with municipal operations and only assesses the road's condition. While MMS are being consistently met, the level of service above the MMS and other road maintenance activities are being completed differently by municipalities. Also, because the current system operates under a funding model where municipalities are able to retain any surpluses, a "dis- incentive" may be created whereby only minimum requirements for safety are met in some cases. Funding Principle The Elgin maintenance model operates under the assumption that the lower -tier municipalities control costs and may retain any surpluses for purposes deemed fit by their councils. The understanding is that a fixed allocation is granted by the County and the service is designed around the funds available. To formalize this "Funding Principle" a resolution was adopted by Council and states the following: THAT the lower tiers closely monitor the level of service they are providing to limit maintenance expenditures and to work within the approved yearly allocation, and, THAT, as a general funding principle, the yearly maintenance allocation not be exceeded given the latitude available for each participant to control costs and the level of service provided. 31 This funding principle is especially important in years of positive budget variances. Municipalities are encouraged to reserve any excess maintenance funds to offset years with extraordinary expenses. Co- operative Capital Projects In an attempt to address these "major maintenance" needs beyond the scope of the MMS, Council implemented Co- operative Capital Projects. Council allocates $100,000 annually to compensate municipalities for the increased costs to complete some of these identified project. The funding is intended to offset the additional costs of materials and hired services required to complete these projects and municipalities pay for labour and equipment in this joint venture. Under the system, municipalities identify small projects that would benefit the road and save future maintenance activities that they would be willing and able to complete, and the County selects which projects will be done annually. Co- operative Capital Projects have been successful, however, not all municipalities participate regularly and some municipalities are limited by time, resources and /or ability to complete some projects. In practice, municipalities also charge their labour and equipment time to their County road maintenance allocations. A Simpler Solution as compared to an Invoicing System There is merit in utilizing the existing compensation model moving forward, if an additional compensation mechanism was formalized to compensate municipalities for work beyond the scope of the existing agreement. The existing Co- operative Capital Projects account could be evolved and incorporated in the maintenance agreement to fund maintenance activities that are not consistently being completed today. The Co- operative Capital Projects account would be renamed "Major Maintenance Projects ", to better describe the purpose of the account and differentiate it from the Minimum Maintenance Standards activities already being compensated under the allocations to municipalities. This fund and mechanism would ensure that required "major" maintenance activities are being completed, preserving the County's assets. This fund would fully compensate municipalities to complete "major" maintenance works beyond the scope of activities they currently complete under the existing agreement. The annual Major Maintenance Projects budget allocation would have to be increased by $100,000 and could be re- allocated from the budgeted cost to hire an additional employee planned to begin in 2012. An additional County employee would not be required if a "full invoice" system was not implemented. 32 The maintenance agreement would specify the type of projects that would be funded under Major Maintenance Projects and how the work would be prescribed and accepted. The municipality would have the "first right of refusal" to either accept or decline completing the prescribed work. If a municipality declines completing the work, then the County would hire a private firm to complete the project as is done today in some instances (i.e. gravel shoulder resurfacing). Some examples of maintenance projects that would trigger full reimbursement through a Major Maintenance Projects fund include: o Ditching (to establish a new grade) o Berm removal o Adding gravel to shoulders o Sign replacements o Culvert replacements o Major drain repairs /replacements o Entrance culvert replacements o Tree /stump removal o Major washout repairs o Asphalt patches o Minor bridge repairs The advantages of retaining the existing compensation model with additional funding for Major Maintenance Projects are as follows: • Municipalities maintain autonomy to manage their own operations within the annual allocations provided. • Lump sum payments to municipalities will continue for consistent budgeting and cash flow. • Municipalities will retain any allocation surpluses from local efficiencies. • Less administration for all parties than a full invoicing system. • Municipalities will not require scales and material measuring equipment. • Less staff time by municipalities as compared to a full invoicing system. • County would not require an additional staff person valued at $100,000 annually or $1 million over the term of the agreement. • Municipalities are reimbursed 100% for all projects they complete under Major Maintenance Projects, beyond the scope of the activities currently completed. CONCLUSION The existing County road maintenance system has been in operation for 13 years and the existing maintenance agreement has expired as of December 31st, 2010. The findings of the Hipson Inquest determined that the County must take an active role ensuring that required maintenance is completed on the roads the County has jurisdiction over. The County has adopted inspection and reporting 33 practices to address the recommendations of the Hipson Inquest and now those processes must be formalised in the agreement. County staff, the County Solicitor and a review team comprised of administrative representation from four municipalities have been working on a revised road maintenance agreement planned to be initiated January 1, 2012. Council has directed the County Solicitor to prepare the revised maintenance agreement to include an invoice for compensation model. Staff considered the consequences of a full invoice system and has found some challenges and addition costs that may not necessarily improve upon the existing agreement and funding model. The existing lump sum compensation model has operated well financially for many years. A service gap exists between Minimum Maintenance Standards and other maintenance requirements. If a formal mechanism was in place to fully compensate municipalities for these other, "major" maintenance items, the service gap could be eliminated, and County assets would be protected. There are many benefits to the existing model as discussed in this report. Therefore, there is merit in retaining the current compensation model with the establishment of an additional funding mechanism to compensate municipalities for other maintenance work not contemplated under the existing agreement. This report was discussed with the Maintenance Agreement Review Team. Although not without imperfections, the review committee is comfortable proceeding with the form of agreement recommended in the report with a view to reviewing the allocations for Class 1 and Class 2 roads to address and update current costs and responsibilities. RECOMMENDATION THAT the new maintenance agreement utilize the same lump sum compensation model and scope of activities in use today for municipalities, and include, an additional invoicing system to reimburse municipalities for major maintenance work activities beyond the scope of the existing agreement; and, THAT staff be directed to examine the current allocation model for Class 1 and Class 2 roadways. All of which is Respectfully Submitted, Peter Dutchak Deputy Director of Engineering Services Clayton Watters Director of Engineering Services 34 Approved for Submission, Mark G. McDonald Chief Administrative Officer 7 l ;rnCa -tntirr P.O.;IMitO DI eitir4 IC REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: May 2, 2011 SUBJECT: Road side Erosions — Plank Road and Calton Line INTRODUCTION: At the April 26, 2010 County Council meeting engineering staff updated Council on the erosion of the roadside on Plank Road, north of Port Burwell, and Calton Line, east of the Calton Bridge. DISCUSSION: Two recent erosion of the roadside occurred on Plank Road, north of Port Burwell, and on Calton Line, east of the Calton Bridge. The first area is on Plank Road immediately north of Port Burwell. A small section of the driving lane and roadside have slid onto private property. The road section has been temporarily repaired and a safety system (concrete barriers) have been installed to protect the travelling public. A topographical survey has been completed and additional geotechnical information is required. Once the additional information is received, within 60 days, options will be reviewed. A contract to rehabilitate the area will be undertaken this fall. The estimated project costs, $200,000, will be absorbed within our overall capital program through efficiencies. Those monies will be transferred from Talbot Line, Phase 111, due to efficiencies. The second area is on Calton Line east of the Calton Bridge. A small section of the paved shoulder and roadside has slid onto private property. A safety system, (concrete barrier) has been installed to protect the travelling public. A topographical survey has been completed and additional geotechnical information is required. Once the additional information is received, within 60 days, options will be reviewed. A contract to rehabilitate the area will be undertaken as soon as practical. Since staff have yet to decide on rehabilitation options, the estimated project costs are not available at this time. Monies, $50,000, are required to gather the necessary engineering information. The monies will be transferred from the Talbot Line Phase 111 project due to efficiencies within that project. 35 CONCLUSION: Staff recently identified two road slides on County roads, Plank Road, just north of Port Burwell and Calton Line, east of the Calton Bridge. Additional information is required in order to identify options and costs for each project. Safety systems, new jersey barriers, have been installed to protect the travelling public. RECOMMENDATION THAT this report, Road Side Erosions — Plank Road and Calton Line dated May 2, 2011, be received and filed; and, THAT $200,000 be transferred from the Talbot Line Phase 111 to the Plank Road Rehabilitation; and, THAT $50,000 be transferred from the Talbot Line Phase 111 to the Calton Line Rehabilitation. All of which is Respectfully Submitted, Clayton Watters Director of Engineering Services 36 Approved for Submission, Mark G. McDonald Chief Administrative Officer Elglncounty Progressive by Nature REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: May 2, 2011 SUBJECT: Encroachment Agreement — Wellington Street, Port Burwell Introduction The County of Elgin has received a request for an encroachment onto County road property to facilitate an accessibility ramp to the Port Burwell Post Office. Discussion /Conclusion The owners of the Port Burwell Canada Post Office, operating at 27 Wellington Street (Elgin County Road #142), have requested an encroachment onto road property to facilitate a new accessibility ramp. The proposed ramp will encroach onto the road property over an area of approximately 1 metre by 6 metres. The County Solicitor has prepared an agreement for the proponent to enter into with the County. The cost of preparing the agreement will be the responsibility of the proponent. Recommendation THAT the Warden and CAO be directed and authorized to enter into an encroachment agreement to facilitate an accessibility ramp with the landowners of the Port Burwell Canada Post Office, operating at 27 Wellington Street, Port Burwell. All of which is Respectfully Submitted, Peter Dutchak Deputy Director of Engineering Services Clayton Watters Director of Engineering Services 37 Approved for Submission, Mark G. McDonald Chief Administrative Officer n try- REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services Sonia Beavers, Purchasing Coordinator DATE: May 11, 2011 SUBJECT: Award of Tenders - Engineering INTRODUCTION: Council at its meeting held on April 26, 2011 accepted the following recommendation; THAT staff may award the following tenders, a) Granular "A " Shouldering, b) Fibreglass Reinforced Chip Seal, c) Hot Mix Asphalt, and d) Microsurfacing Type 3, as long as the County's Purchasing Policy is followed, lowest tenders are selected and bids received are within budget allocations and; THAT staff will report the results of the award at the May 31, 2011 Council meeting. DISCUSSION: Granular "A" Shouldering, Contract No. 6250 -11 B Two companies submitted bids for Granular "A" Shouldering Tender. Bids were received as follows: COMPANY TENDER BID (exclusive of H.S.T.) D &D Trucking and Construction Services $173,095.50 TCG Asphalt $290,700.00 D &D Trucking and Construction Services submitted the lowest bid for the Granular "A" Shouldering at a total price of $173,095.50 exclusive of H.S.T., which includes the supply of labour, equipment and materials to place Granular "A" on various roads throughout the County of Elgin. The lowest submitted bid is within budget estimates. 38 Fibreglass Reinforced Chip Seal, Contract No. 6250 -11A Two companies submitted bids for Fibreglass Reinforced Chip Seal Tender. Bids were received as follows: COMPANY TENDER BID (exclusive of H.S.T.) Norjohn Contracting and Paving Limited $186,460.00 MSO Construction Limited $244,600.00 Norjohn Contracting and Paving Limited submitted the lowest bid for the Fibreglass Reinforced Chip Seal at a total price of $186,460.00 exclusive of H.S.T. The project includes the supply of labour, equipment and materials to place Fibreglass Reinforced Chip Seal on two locations within Elgin County. The lowest submitted bid is within budget estimates. Hot Mix Asphalt, Contact No. 6220 -11 Three companies submitted bids for the Hot Mix Asphalt Tender. Bids were received as follows: COMPANY TENDER BID (exclusive of H.S.T.) Coco Paving Inc. $1,837,425.87 Walmsley Bros. Limited $1,861,350.50 TCG Asphalt and Construction $2,283,315.00 Coco Paving Inc. submitted the lowest bid for Hot Mix Asphalt at a total price of $1,837,425.87 exclusive of H.S.T. The bid includes the supply of labour, equipment and materials to place Hot Mix Asphalt pavement on various Elgin County roads. The lowest submitted bid is within budget estimates. Microsurfacing Type 3, Contract No. 6250 -11 Two companies submitted bids for Microsurfacing Type 3 Tender. Bids were received as follows: COMPANY TENDER BID (exclusive of H.S.T.) MSO Construction Limited $550,800 Duncor Enterprises Inc. $610,540 MSO Construction Limited submitted the lowest bid for the Microsurfacing Type 3 at a total price of $550,800 exclusive of H.S.T. The bid includes the supply of labour, equipment and materials to place Microsurfacing Type 3 on various Elgin County roads. The lowest submitted bid is within budget estimates. 39 RECOMMENDATION THAT D &D Trucking and Construction be selected for the Granular A Shouldering Tender, Contract No.6250-11B at a total price of 173,095.50 exclusive of H.S.T. and; THAT Norjohn Contracting and Paving be selected for the Fibreglass Reinforced Chip Seal Tender, Contract No. 6250 -11A at a total price of $186,460.00 exclusive of H.S.T. and; THAT Coco Paving Inc be selected for the Hot Mix Asphalt Tender, Contact No. 6220 -11 at a total price of $1,837,425.87 exclusive of H.S.T. and; THAT MSO Construction Limited be selected for the Microsurfacing Type 3 Tender, Contract No. 6250 -11 at a total price of $550,800 exclusive of H.S.T. and; THAT if the cost increases above the tender amount approved by Council by more than 10 %, the Director will prepare a further report to Council outlining the expenditures and; THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. All of which is Respectfully Submitted Approved for Submission Peter Dutchak Mark G. McDonald Deputy Director of Engineering Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator Clayton Watters Director of Engineering Services 40 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Roberts Director of Senior Services DATE: May 12, 2011 SUBJECT: Registered Nurses' Association of Ontario's Long -Term Care Best Practices Initiative INTRODUCTION: The Ministry of Health and Long -Term Care (MOHLTC) continues to provide opportunities to enhance the dissemination and implementation of evidence -based practices and best practice guidelines in long -term care homes. Funding has been provided for 14 Long -Term Care Best Practice Coordinators across the province, one of which will be housed at Elgin Manor. DISCUSSION: In April 2011, the Home's staff submitted an application to the Registered Nurses Association of Ontario (RNAO) for consideration as Host Agency for a Best Practice Coordinator for LHIN 2. Staff has received notification that the application has been accepted and that Elgin Manor will serve as the host home for a Best Practice Regional Coordinator for LHIN 2. The Best Practice Coordinator will undertake a number of regional activities that will facilitate evidence —based practices such as, wound care, palliative care, fall prevention, etc. The role is to focus on resident /person- centred care using standardized, clinically proven practices which lead to positive outcomes for the resident. The Coordinator will be provided with office space, office supplies, internet access, telephone and clerical support as needed. The RNAO will pay a lump sum of $10,000 to the County of Elgin to cover any overhead costs for the above noted support; will pay all expenses related to salary, benefits, expenses, computer equipment, cell phones, travel, etc., as the Best Practice Coordinator is an employee of the RNAO, not the County of Elgin. The RNAO has asked the County of Elgin to engage in this partnership by signing a one year agreement with the potential for renewal after March 31, 2012. The partnership would commence June 1, 2011. CONCLUSION: The RNAO has accepted the County Homes' application to act as a host for a Best Practice Coordinator for LHIN 2. This is an excellent opportunity and resource for the County of Elgin Homes as staff continues to work toward implementing Best Practice Guidelines under the Long- Term Care Act, 2007 and the Residents' First Initiative, a quality improvement program. 41 RECOMMENDATION: THAT Council authorizes staff to sign a one year agreement with the RNAO to be the Host site for a Best Practice Coordinator; and, THAT, the report titled, "Registered Nurses' Association of Ontario's Long -Term Care Best Practices Initiative dated May 12, 2011", be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Roberts Mark G. McDonald Director of Senior Services Chief Administrative Officer 42 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Roberts — Director of Senior Services Sonia Beavers — Purchasing Coordinator DATE: May 12, 2011 SUBJECT: Pharmaceutical Services — Terrace Lodge and Bobier Villa INTRODUCTION: The Pharmaceutical Services contract for Terrace Lodge and Bobier Villa expires June 6, 2011. The current pharmacy service provider for Terrace Lodge is Hills Pharmacy and the pharmacy service provider for Bobier Villa is Highland Pharmacy. A Request for Proposal for Pharmaceutical Services for Terrace Lodge and Bobier Villa was issued as per the County's Purchasing Policy. Proposals were received until April 14, 2011. DISCUSSION: As part of the procurement process, nine proposals for Pharmacy Services were reviewed and evaluated by Staff. Through the evaluation process, two pharmacies were short listed. The evaluation criteria used was as follows; a) understanding of services to be provided, compliance, comprehensiveness, quality of service and completeness of the Request for Proposal, b) experiential base and skills in long term care, history and commitment to innovation, provide additional "add on service" over and above services requested in the Proposal to anticipate long term care needs, c) proposed system of medication, delivery is effective and efficient with appropriate education and support, d) demonstrated commitment and skills in contributing to a strong collaborative quality management program and education within the Homes, e) the capability to provide a computerized pharmacy service (e -pen technology and E -Mar system) that integrates with Point Click Care and MDS -RAI. The critical component is whether or not the supplier has the software that is compatible with the Home's computerized documentation system and the Minimum Data Set — Resident Assessment Instrument (MDS -RAI) and hardware for implementation of an E -Mar system (electronic medication administration record). The committee members identified that MediSystem Pharmacy and Medical Pharmacies provided the highest rating as indicated in the evaluation process. 43 Staff cannot stress enough the need to move to this electronic system for the following reasons: a) medication safety - extremely low risk of error - bar coding and computerized system to ensure right medication, dosage, route, resident, time, frequency, reason, site; accuracy with transcribing doctors orders; b) resident safety - related to decreased risk of medication error; c) registered staff liability; county liability - decreased risk of medication error; serious medication error could affect registration with College of Nurses of Ontario; d) Ministry of Health and Long Term Care Act and Regulations speak to annual assessment of medication system to ensure safest possible delivery. These assessments speak to computerized systems as highly efficient; e) efficiencies - staff time saved during medication pass, doctor's day (orders go direct to pharmacy with computerized pen and onto eMAR), end of month (checking MARS), beginning of month (changing MARS over) - estimated at approximately 10% registered staff time equates to increased staff time for resident care; f) MDS -RAI and PCC connection equates to staff time saved for MDS assessment as medications auto populate to MDS -RAI which results to clear connection to funding; g) new compliance inspection process means homes have stringent standards related to medication process; new process has inspection protocol which reviews medication administration, supply and storage; h) recruitment and retention issues as registered staff coming to our county homes expect to be using a computerized system with inherent safety standards. CONCLUSION: Through the evaluation process MediSystem Pharmacy and Medical Pharmacies met all the requirements and achieved equivalent ratings. Consequently staff is recommending the award of the contract to be distributed to both pharmacies. MediSystem Pharmacy is currently providing the Pharmacy Service at the west end of the county for Elgin Manor and therefore staff is recommending the pharmacy service for Bobier Villa be awarded to MediSystem Pharmacy and Terrace Lodge, in the east end, to Medical Pharmacies. Both contracts will commence July 11, 2011 and expire July 10, 2016. The contract with Highland Pharmacy and Hills Pharmacy expires June 4, 2011. Staff is recommending the contracts with Highland Pharmacy and Hills Pharmacy be extended to July 11, 2011. 44 RECOMMENDATION: THAT MediSystem Pharmacy be selected for the provision of Pharmaceutical Services at Bobier Villa for a five year term commencing July 11, 2011; and, THAT Medical Pharmacies be selected for the provision of Pharmaceutical Services at Terrace Lodge for a five year term commencing July 11, 2011; and, THAT the current contract with Highland Pharmacy and Hills Pharmacy be extended to July 11, 2011; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. All of which is Respectfully Submitted Approved for Submission Rhonda Roberts Mark G. McDonald Director of Homes Chief Administrative Officer Sonia Beavers Purchasing Coordinator 45 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Roberts Director of Senior Services DATE: May 12, 2011 SUBJECT: Ontario Telemedicine Network — Behavioural Support System Project INTRODUCTION: The Ontario Telemedicine Network (OTN) in collaboration with Regional Mental Health Care London, St. Joseph's Health Care London established a steering committee to develop a Behavioural Support System (BSS) for Older Adults. The County of Elgin Homes participated in submitting an expression of interest and has been invited to be part of this initiative. DISCUSSION: The Ontario Telemedicine Network delivers health - related services and information using telecommunications technologies which include videoconferencing, webcasting and tele- diagnostic instruments. Programs and services are delivered to over 925 sites across Ontario, connecting to over 1,900 video systems. As an introduction to telemedicine, Long -Term Care Homes (LTCH) were invited to submit an expression of interest to participate in developing a Behavioural Support System (BSS) using telemedicine technology. The number of residents in LTCH with volatile and responsive behaviours is increasing. This can pose a threat to the safety of these individuals, caregivers, and staff. The intent of the BSS is to allocate available resources to Long — Term Care Homes to aid in expanding system effectiveness in addressing this increasing concern. A key objective of the BSS project is to utilize telemedicine to provide a rapid response to LTCH to aid in managing challenging behaviours. Bobier Villa and Terrace Lodge have been accepted to participate in the project and will receive Telemedicine equipment (videoconferencing solutions) through OTN. A request for Elgin Manor to receive equipment is pending and award announcements will occur in June 2011. The value of each OTN system is $24,000. The systems are paid for by the Southwest LHIN as part of the Year 3 Aging at Home Strategy. This equipment will be "gifted" to the homes at no initial cost, set up or monthly network fee. Each home will be responsible for completing internal network cabling to four pre - selected connections, and incur a onetime cost estimated at $800 per home. In addition to using the OTN equipment as a project participant, the homes may utilize the equipment for other purposes, i.e., wound care evaluation, webcast education, teleconferencing between homes, etc. If the third home is not accepted into the project, it would beneficial for the home to independently purchase the OTN equipment. As this purchase would have a direct impact on resident care and quality of life, the cost could be absorbed in the operating budget of the home through the use of donations. 46 The Southwest LHIN has asked the County of Elgin to engage in this partnership by signing a three year Membership Agreement with OTN for Bobier Villa and Terrace Lodge. A network order with E- Health must also be signed to initiate the installation process. After the three year agreement has concluded, the homes may retain the equipment and is in turn asked to commit to continued utilization of OTN at an annual fee of $1,000.00 per home. CONCLUSION: The Ontario Telemedicine Network (OTN) in collaboration with Regional Mental Health Care London, St. Joseph's Health Care London has accepted an express of interest for two Elgin County homes to participate in a Behavioural Support System project, funded by the Southwest LHIN. This is an excellent opportunity for all three homes to participate in a much - needed initiative to address an increasing need behaviour intervention for the elderly residing in LTCH. RECOMMENDATION: THAT staff be directed to enter into an agreement for a three year Membership with Ontario Telemedicine Network for Bobier Villa and Terrace Lodge; and, THAT staff be directed to sign a network order with E- Health to initiate the installation of the OTN equipment; and, THAT the report titled, "Ontario Telemedicine Network — Behavioural Support System Project dated May 12, 2011", be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Roberts Mark G. McDonald Director of Senior Services Chief Administrative Officer 47 Page 1 of 1 OTN Tandberg Intern MXP Medical Cart Combining a TANDBERG set -top with an IV type stand, the TANDBERG Intern MXP is ideal for applica- tions that require a portable, self- contained video solution (e.g. emergency response). Key Features: Specially designed for telemedicine applications requiring mobility and the use of clinical peripherals. Can be used for educational or administrative events Equipped with uninterruptable power supply (UPS). Includes a shelf and basket for storage of peripheral devices and cable management capability, Optional storage pack suitable for all standard Intern MXP products. Includes rear lockable storageiequipment cabinet with cable access slots, additional front shelf with tie down straps plus triple arm scope holder. Input/output ports provide flexibility for peripheral device attachment. Can be moved easily. Limitations: • One monitor. Basic Specifications: Ccsdec models: • Tendberg 99041XP or Edge 95 MXP (HD1 • Display- One LCD display 26' • Dimensions:72'x 30'x 24' • Poetical peripherals - AMDENT Scope Unit - /MD Patient Exam Camera AMID Digital Stetharcope • Dell Stethoscope PC • ❑ptlonai peripheralslunctfons • Elmo Document Camera • External Data Projector • Data sharing device- Natural Presenter Package • Approx. MO Il}s For More Information Contact: 1-866-454-6861 www.otn.ca 48 http://www.otn.celing/equipment/ta.ndberg%20intern.pdf.jpg 3/21/2011 E]gt n REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager, Economic Development DATE: May 19th, 2011 SUBJECT: Port Stanley Harbour Visioning Committee INTRODUCTION: In 2010 the Municipality of Central Elgin acquired lands from Transport Canada which has led to tremendous economic development potential for Port Stanley (and the region). In order to provide input on potential redevelopment concepts and plans regarding these lands, the municipal council has established a Port Stanley Harbour Vision Committee. This is a 14 person committee representing a diverse range of groups from within the municipality and surrounding areas. The Committee will be appointed to a three year term. As described in the May 16th, 2011, letter from the Municipality of Central Elgin (see appendix one), the Council has requested that the County of Elgin nominate a representative from the County or the County of Elgin Economic Development and Tourism Advisory Committee (CEEDTAC) to be a member of this committee. DISCUSSION: The Municipality of Central Elgin has an opportunity to significantly enhance economic development opportunities for Port Stanley and surrounding areas with acquiring of the Harbour in 2010. According to the terms of reference for the Harbour Vision Committee, see appendix 2, the municipality seeks to transform the Port Stanley Harbour into a small craft harbour that supports the existing commercial fishing industry and recreational boaters. Central Elgin's council believes the waterfront can be a catalyst for regional economic development. The purpose of the Committee is to provide input in achieving Council's vision. The planning and development decisions made by Central Elgin for the Port Stanley harbour will have a significant economic impact on the entire County for many years to come. Therefore, when identifying economic development opportunities for Port Stanley Harbour, the Harbour Vision Committee will also have to take into consideration the regional impact of their recommendations. Consequently, staff recommends that the County's General Manager of Economic Development be nominated to represent the County of Elgin on the visioning committee. It is also important to acknowledge that there will be a strong cultural component to this visioning process. Therefore, it is also recommended that the Director of Community and Cultural Services be named as a resource or an alternative representative with attendance as required for Central Elgin's consideration. 49 CONCLUSION: By acquiring the Harbour from Transport Canada, development of the Port Stanley waterfront presents many regional economic development and tourism opportunities. The County of Elgin looks forward to participating in the Harbour Vision Committee to provide input to this important economic development undertaking. RECOMMENDATION: THAT the General Manager of Economic Development be nominated to represent the County of Elgin on the Port Stanley Vision Committee; and THAT the Director of Community and Cultural Services act as an alternative representative with attendance as required for Central Elgin's Council's consideration. Respectfully Submitted Approved for Submission Alan Smith General Manager, Economic Development Mark G. McDonald Chief Administrative Officer 50 The Corporation of the Municipality of Central Elgin VIA Email Mark McDonald Chief Administrative Officer Municipality of Central Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Mr McDonald: 450 Sunset Drive, 1st Floor, St. Thomas, Ontario N5R 5V1 P:519.631.4860 F :519.631.4036 Re: Port Stanley Harbour Vision Committee May 16, 2011 I am pleased to advise that Council has established a Port Stanley Harbour Vision Committee to provide input to Council on potential redevelopment concepts and plans for the lands acquired by the Municipality of Central Elgin from Transport Canada in 2010. Council seeks to transform the Port Stanley Harbour into a small craft harbour that supports the existing commercial fishing industry and recreational boaters. Council believes the waterfront can be a catalyst for regional economic development. The Port Stanley Harbour Vision Committee is to provide input to Council in achieving this vision. A copy of the complete Committee terms of reference is attached, The Port Stanley Harbour Vision Committee is to reflect the diversity of the Municipality of Central Elgin and the surrounding region in terms of business expertise and community involvement. Council believes this diversity and expertise can be achieved through representation from a range of groups and individuals. Therefore, I am writing to invite the County to nominate a representative from the County or the County Economic Development and Tourism Advisory Committee to be a member of this important committee. Council believes the County can provide valuable input into the development of a strategic economic development action plan for the harbour. Please submit the name of your organization's nominee to Donald N. Leitch, Chief Administrative Officer, dleitch @centralelain.orq, prior to June 21, 2011. Sincerely, Mayor Bill Walters. The Corporation of the Municipality of Central Elgin Harbour Vision Committee Terms of Reference 1. Introduction Council has established the Harbour Vision Committee to provide input to Council on potential redevelopment concepts and plans for the lands acquired by the Municipality from Transport Canada in 2010. The Committee may also consider concepts and plans for adjacent municipally -owned properties. The Committee is to reflect the diversity of the Municipality of Central Elgin and the surrounding region in terms of business expertise and community involvement. In 2009, the Municipality adopted the Port Stanley Port Facility Feasibility Study and Business Plan that included a vision for the harbour developed in consultation with the public. The Study's conceptual plans were supported by a business plan. This Study and Plan is intended to serve as a foundation document for the Committee in developing its recommendations for the future of the harbour lands. Council seeks to transform the Port Stanley Harbour into a small craft harbour that supports the existing commercial fishing industry and recreational boaters. Council believes the waterfront can be a catalyst for regional economic development. The purpose of the Committee is to provide input in achieving Council's vision. 2. Purpose of the Committee To provide input to Council on potential redevelopment concepts and plans by: • Reviewing potential redevelopment concepts and plans for the lands acquired by the Municipality from Transport Canada in 2010 and adjacent municipally -owned properties; • Reviewing information and material prepared by staff and municipal consultants and referred by Council; • Reviewing information and material prepared by the community and others, such as the Fanshawe College student charette, and referred by Council; ..../2 52 2 • Providing feedback and input on plans and information along with offering its own ideas and concepts; • Identifying innovative development concepts that build on Council's vision of a small craft harbour; • Identifying economic development opportunities for Port Stanley Harbour; • Providing input on a public engagement strategy; • Considering economic development, social and community development and environmental stewardship; and • Complying with all municipal, provincial and federal guidelines, regulatory and legislative requirements. In their work, Committee members may be informed by the public and benefit from the respectful and informed exchange of ideas with the community. 3. Project Goal Council wishes to develop a strategic economic development action plan for the harbour based on Council's vision that will assist in pursuing federal and provincial funding opportunities and leveraging private sector funding through public - private partnerships, community partnerships and other initiatives. 4. Composition of the Committee Appointments to the Harbour Vision Committee will be approved by Council. The Committee will be chaired by a member of Council selected by the Committee. The Committee will be composed of the following persons: • 7 members of Council; • 1 representative of the Port Stanley Business Improvement Area (BIA); • 1 representative of the Port Stanley Village Association; • 1 representative of the St Thomas & District Chamber of Commerce; • 1 representative of the City of St. Thomas; • 2 citizen representatives from the Municipality of Central Elgin (outside the community of Port Stanley); and • 1 representative of the County of Elgin Economic Development and Tourism Advisory Committee (CEEDTAC). Council may appoint additional persons to the Committee at a later date. ..../3 53 3 Staff resources: • Chief Administrative Officer; • Director of Physical Services; • Director of Financial Services; • Planning Director, CEPO or his designate; and • Deputy Director of Community & Cultural Services, County of Elgin or his designate 5. Term of Appointment The Harbour Vision Committee is appointed for a three year term. Council may extend the term if Council believes the Committee has not completed its work. Otherwise, the Harbour Vision Committee will disband at that time. If vacancies arise during the term of appointment, Council may appoint a replacement person. 6. Meetings and Attendance Meetings are held at the call of the Chair. Meeting frequency may vary to meet timeline constraints and key milestones. A quorum will consist of a majority of members of the Committee Regular meeting attendance is required to remain a member in good standing. Members absent for three consecutive meetings are deemed to have resigned unless the Committee grants a leave of absence. The Chief Administrative Officer or his delegate will act as secretary to the Committee. 7. Conflict of Interest Committee members must comply with the Municipal Conflict of Interest Act, including declaring any pecuniary interest, direct or indirect. 8. Communications The Committee is expected to communicate as a team, to maintain the integrity of the process and project timelines. The Mayor and /or Committee Chair in conjunction with the Chief Administrative Officer will manage all external communication regarding project progress, key milestones, and major recommendations from the Committee. 9. Confidentiality The public has the right to be informed of Committee business in accordance with the provisions of the Municipal Act. The Chief Administrative Officer will ensure the timely posting of the Committee agenda and minutes on the municipal website, www.centralelgin.org. Committee members must hold in confidence matters discussed at Committee meetings in closed session and not released by the Municipality. 54 REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager, Economic Development DATE: April 12th, 2011 SUBJECT: South West Economic Alliance: Appointments INTRODUCTION: The South West Economic Alliance (SWEA) is a not - for - profit organization whose role is to link governments, business and industry, as well as the academic sector to create a common vision for the region and encourage cooperative action in order to generate growth and prosperity. The County of Elgin was approached in October 2010 by the President of SWEA to consider joining the organization for 2011. Consequently, at its November 23rd meeting, County Council passed the following resolution: "...THAT Elgin County join the South West Economic Alliance at a membership cost of $4000.00 per year subject to 2011 budget approval..." Therefore, given Council's approval of Economic Development's 2011 budget, Elgin County is now a member of SWEA which requires Elgin County Council to appoint three voting representatives and one Advisory Council representative to SWEA. DISCUSSION: The Southwest Economic Alliance is a regional economic development organization actively studying and promoting what it calls "The New Southwestern Ontario ". Bringing together municipalities, senior levels of government, the private sector and the educational community, it serves to build awareness of the fast - changing economy of the region. In other words, SWEA's role is to link governments, business and industry, as well as the academic sector to create a common vision for the region and encourage cooperative action in order to generate growth and prosperity. The Alliance is governed by a 10- member board of directors. Being a member in SWEA, Elgin County now holds voting membership status. Based on population size (and dues level), Elgin County is entitled to name three voting representatives (see appendix 1 for detailed membership information). These are the people who will represent Elgin County at all votes at Annual and Special General Meetings. These Voting Representatives may be any combination of elected officials, senior staff or community representatives. In order to provide a balanced approach between elected representation and the community, staff is recommending that at least one voting member, to be determined by the General Manager of Economic Development, be from the County of Elgin Economic Development and Tourism Advisory Committee (CEEDTAC), with the remaining representation being from Elgin County Council. The only other SWEA member with non - political representation is the City of London. SWEA is encouraging a more diversified approach to voting representation. 55 In addition to its elected Board of Directors, SWEA recently created an Advisory Council to guide it on matters of strategy. Each Voting Member municipality is entitled to appoint one representative to this council. The Advisory Council also includes one representative from each university and community college in the region along with select representatives from private sector firms. The council is scheduled to meet twice each year, in June (in conjunction with the Assembly) and in November. Given that this committee involves strategies that may have an impact on the County's economic development program, staff is recommending that the General Manager of Economic Development be appointed to the Advisory Committee. CONCLUSION: SWEA maintains that "...the region's businesses, communities, municipalities, and public sector institutions can achieve more by working together than they could ever achieve individually. By developing a highly motivated, highly organized economic area, our region will be in a better position to seize opportunities, attract private and public investment, improve public policy and strengthen the conditions that generate economic growth and prosperity... ".Being a member, Elgin County now has voting membership in the direction of SWEA thus playing a role in the future development of the "The New Southwestern Ontario ". RECOMMENDATION: THAT at least one member of CEEDTAC be appointed as an Elgin County voting representative for SWEA with the remaining members being from Elgin County Council; AND THAT the General Manager of Economic Development be appointed to SWEA's Advisory Council. Respectfully Submitted Approved for Submission Alan Smith General Manager, Economic Development Mark G. McDonald Chief Administrative Officer 56 SOS 41 south west economic alliance O. www.swea.ca 00 cP,08,0 April 8, 2011 2011 Voting Membership Application Your 2011 SWEA Voting Membership invoice is enclosed. The amount is based on the population of your municipality. Along with payment, SWEA needs additional information to help you get maximum value for your membership investment. 1. VOTING REPRESENTATIVES Your municipality holds Voting Membership status in SWEA. Each Voting Member is entitled to name one or more Voting Representatives. The exact number is determined by your dues level and is indicated on the invoice. These are the people who represent your municipality at all votes at Annual and Special General Meetings. These Voting Representatives may be any combination of elected official, senior staff or community representative. Please supply names and contact information for each Voting Representative your municipality appoints on the attached form Voting Membership Information. 2. ADVISORY COUNCIL REPRESENTATIVE In addition to its elected Board of Directors, SWEA recently created an Advisory Council to guide it on matters of strategy. Each Voting Member municipality is entitled to appoint one representative to this council. The Advisory Council also includes one representative from each university and community college in the region along with select representatives from private sector firms. The council is scheduled to meet twice each year, in June (in conjunction with the Assembly) and in November. Your representative may be chosen from among your elected officials, senior staff or from stakeholders in your community. Please supply the name and contact details on the attached Voting Membership Information form. 3. ELECTED OFFICIALS AND STAFF SWEA wants to ensure that all members of your team, both elected and staff, are kept informed of issues relating to economic development in our region. On a separate page or spreadsheet, please supply names, titles and emails for all councilors /aldermen and staff for inclusion in our database. Note: this database is NEVER shared, rented or otherwise made available publicly. One strong voice for Southwestern Ontario 73 Albert Street, Stratford ON N5A 3K2 519 - 859 -7763 www.swea.ca 57 Olt e+ south west i� economic alliance 00 Q www.swea.ca SWEA Voting Membership 2011 The Voting Member Rate Card is based on the following: • Membership is open to Counties, Regional Municipalities, Separated Cities and Lower Tier Municipalities within the specified 15 county SWEA zone (as currently described in by -laws) • When a County or Regional Municipality joins, membership is automatically extended to all Lower Tier Municipalities (excluding Separated Cities). • Separated Cities and Lower Tier Municipalities may become members regardless if their counties are or are not members. • Separated Cities and Lower Tier Municipalities may combine their memberships with their home counties and share the allotted voting reps. • The rate card is based on population as reported in the most recent census. • For the purposes of assessing dues, the population of any County will include the population of all of its municipalities, even if some or all of its lower tier municipalities are members (separated cities excluded). Voting Member Rate Card Population Annual Dues Voting Reps Under 10,000 $1,000 1 10,000 to 25,000 $2,000 2 25,000 to 50,000 $4,000 3 50,000 to 100,000 $5,000 5 Over 100,000 $10,000 5 Voting Members are eligible to appoint one or more Voting Representatives as set out in the rate card above. These may be any combination of elected official, staff member, or community representative (such as university or college personnel, individuals from the private sector or from any not for profit organization. Voting Representatives make all key decisions at the Annual General Meeting, including the appointment of the board and officer positions. In addition, counties and separated cities holding membership are guaranteed a seat on the SWEA Advisory Council. Member counties or municipalities may appoint an elected official, staff member or any representative from the community at large to represent them. This Council meets at least twice each year and gives direction and guidance to the board on strategic matters. For further information about Voting Membership, contact SWEA President Serge Lavoie (slavoie@swea.ca or 519 - 859 -7763) SWEA Voting Membership Rates and Information 2011 58 Olt e+ south west "Pre air economic alliance www.swea.ca •.• • Voting Membership Information 2011 Voting Members are Counties, Separated Cities and Lower Tier Municipalities. Each member should supply at least two Key Contacts for inclusion in our database. These are typically senior staff such as CAO, clerk, etc. Key Contacts do not have a vote, unless their names are specifically included in the Voting Members Contact list as well (see below). Name of County /Municipality: Primary Contact Name: Address: Telephone: Fax: Email: Secondary Contact Name: Address: Telephone: Fax: Email: In addition to Key Contacts, member counties and municipalities are entitled to up to five Voting Members depending on membership level (see accompanying Rate Card). You are encouraged to include elected officials such as the warden or mayor, as well as economic development officers or other community stakeholders. Voting Members are entitled to attend the Annual General Meeting of SWEA and cast vote on all issues raised there. SWEA Voting Members Contact Information Contact Name: Address: Telephone: Email: Contact Name: Address: Telephone: Email: Contact Name: Contact Name: Address: Address: Telephone: Email: Contact Name: Address: Telephone: Email: Telephone: Email: PLEASE RETURN THIS FORM TO: 73 Albert St., Stratford ON N5A 3K2 or E -mail: slavoie @swea.ca SWEA Advisory Council Representative Name Title /Organization Phone Email SWEA Voting Membership Rates and Information 2011 59 SOO it It Oc _30 south west economic alliance www.swea.ca Southwest Economic Alliance, 73 Albert Street, Stratford, Ontario N5A 3K2 TO: Alan Smith Director, Economic Development Elgin County April 8, 2011 Invoice: 412 DESCRIPTION AMOUNT SWEA Voting Membership Dues for calendar 2011 County /municipal population 25- 50,000 Your municipality is entitled to three (3) voting representatives $4,000 GST TOTAL $520.00 $4,520.00 SWEA Voting Membership dues are based on population counts from the 2006 census. See accompanying rate card for dues levels and definitions. If you believe the above noted dues amount is not accurate, contact Serge Lavoie (slavoie@swea.ca) or phone 519 - 859.7763. GST #856609151RT0001 Make all cheques payable to SWEA Inc. Thank you for your investment in SWEA! 60 n try- REPORT TO COUNTY COUNCIL FROM: Al Reitsma Manager of Information Technology DATE: May 31, 2011 SUBJECT: Point Click Care Access INTRODUCTION: Point Click Care (PCC) is a system used to maintain patient healthcare information at the County's long term care facilities. Currently, access to PCC is restricted to computers on the County's computer network. A request has been received to provide access to PCC to one of the medical directors outside of the County's computer network. DISCUSSION: When PCC was initially implemented in 2009 senior management made the decision to allow access to the system only from within the County's network (meaning computers within County of Elgin locations). The primary reason for this was due to privacy concerns regarding residents' medical information. This policy is enforced via system security. PCC is a web based application that resides on Wescom servers. For security reasons, access to those servers is restricted to a known list of IP addresses. The County's static IP address for the administration building is on that list. Due to costs and technical limitations the three long term care homes do not have static IP addresses. All PCC network traffic is routed through the administration building and out to the Wescom servers. It is highly unlikely that a medical director will have a static IP address assigned to their place of business or residence. Therefore, in order to provide a medical director access to PCC, access would need to be provided via Citrix. Internet Explorer is used to access PCC. Internet Explorer is not currently available via Citrix. If approved Internet Explorer would be published via Citrix and accessible to only those users that are required to access PCC for a location outside the County's network. The County solicitor will develop a confidentiality agreement specific to this situation in order to further protect residents' medical information. 61 CONCLUSION: A request has been received to provide a medical director at one of the County's long term care facilities to Point Click care at the medical director's office and home. Access can be provided and restricted to the medical director using Citrix. A confidentiality agreement safeguarding residents' medical information will be developed by the County solicitor. RECOMMENDATION: THAT the policy that restricts access to PCC to computers on the County's network be modified to include access via Citrix; restricted to medical directors only. All of which is Respectfully Submitted Al Reitsma Manager of Information Technology Jim Bundschuh Diriector of Financial Services 62 Approved for Submission Mark G. McDonald Chief Administrative Officer L r]gm REPORT TO COUNTY COUNCIL FROM: Dorothy Schaap Payroll & Benefit Coordinator DATE: May 30, 2011 SUBJECT: Group Retirement Savings Plan INTRODUCTION: Policy 4.60 (Authorized Deductions) of the Human Resources Policy Manual refers to employees authorizing Group Retirement Savings Plan deductions from their biweekly pay. The Group RRSP, through the Bank of Montreal, Main Branch, in St. Thomas started July 1994. DISCUSSION: At its inception, this program was in high demand. Over the past several years, very few employees have utilized this deduction and at the present time only one employee remains. To set this up, the employee must arrange this deduction with the Bank and the Bank then provides the payroll department the amount of the deduction. Each pay, a report is generated and sent electronically to the Bank of Montreal on the County's actual pay day. CONCLUSION: Today there are so many options for Register Retirement Savings Plans, and because this is a personal choice, most employees prefer to use their own financial institution or financial planner for assistance. It is difficult to justify the staff time to administer this program when only one employee participates. RECOMMENDATION: THAT the Group Retirement Savings Plan deductions program be discontinued effective July 1, 2011; and, THAT policy 4.60 of the Human Resources Policy Manual be updated to reflect this change; and, THAT the sole employee utilizing this program be notified personally by their respective manager. Respectfully Submitted Jim Bundschuh Director of Financial Services Rob Bryce Director of Human Resources Dorothy Schaap Payroll & Benefits Coordinator 63 Approved for Submission Mark McDonald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh - Director of Financial Services DATE: May 16th, 2011 SUBJECT: Budget Comparison — April 2011 YTD INTRODUCTION: Attached is the budget comparison through April 2011 for the County showing total performance to budget of $143,000. DISCUSSION /CONCLUSION: Highlights of the budget performance as shown on Attachment I are as follows: Line 17 — Engineering Services /Land Division: $26,000 favourable performance resulting from $18,000 favourable revenue in Engineering for permits and $8,000 favourable revenue in Land Division for fees. Line 25 — Economic Development /Tourism /Planning: $54,000 favourable performance resulting predominately from $35,000 favourable in Wages due to short - staffing and $11,000 favourable performance in Tourism revenue. RECOMMENDATION: THAT the report titled "Budget Comparison — April 2011 YTD" dated May 16th, 2011 be received and filed. Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 64 COUNTY OF ELGIN co c E O 0 c E O 0 H c E 0 0 U) c E O 0 c E O 0 co c E O 2 U H Z 0 2 N c E 0 0 c E O 0 Budget Comparisons For The 4 Periods Ending April 30, 2011 c m & cc • rc R : m a H w Z 0 z w w RECEIPTS c m & cc • rc c ▪ m a H w Z 0 Z w w RECEIPTS vescnpuon ° C D o 0 0 0 L 0 co N O 1.0 Co N N CO- U) NI- NI- O • O Co Co N � CO CO L CO CO Co CO O NI- N C\1 CO N ti 0 N N (D O N O CO 1) (D (D M N ti CO N ti ° CO O ° O (O O) M M co O O L) O N O N M U) co O O u, O N O N M 'f) N O I 0 0 0 O Co CO O 0) NI- r- CO Co LO Co N Ps- CO lf) Lt) O) Lc) O O i ti N ti O 0 N CO O (D 1) O O (D CORPORATE ACTIVITIES (n wQ O 0 O 2 Z H co in W U O • w U 2 > O Z ( , 2 2 �QH z U)_O RENTAL INCOME 0 Z D L a_ 2 (n w z H H Q z < wa 2J Q (n W U U) (/) Z <DO I-0H O [tz[t a0a Total Corporate �INI col -4-ILoI col 1,—1 col 0)1 (DI �I .,I NI I (,2I I ,I °'I NI NI NI NI NI NI NI 1) O N (D CO CO M O O 0 M N M N M (D N 0 CO N (D ti O N O M CO (D 1) O ti 0 0 H \ \ECACCPAC \sageaccpac \insight data \ELGIN FINANCIAL \Summary2011 16/05/2011 O CO CO LO M N N O (O CO CO N— CO- N�., 10,620 26,428 10,552 2,305 16,069 CO N- CO I- O O I- N� (O� — ,,-,-4 MNr CO Ln 139,875 0 114,467 114,467 0 128,333 128,333 0 170,164 170,164 0 120,661 120,661 - 110,701 240,915 130,214 0 288,498 288,498 - 577,064 1,664,081 1,087,017 - 4,872,772 5,469,381 596,610 -7,106 130,163 123,056 - 52,130 634,501 582,370 0 192,010 192,010 - 478,588 462,011 (16,577) - 124,341 115,269 (9,072) - 1,815,443 2,577,253 761,810 - 89,805 355,565 265,760 0 - 8,127,951 12,663,272 4,535,321 MOM ^O) O N O) LO CO `■' N 2,263 19,078 (13,343) 2,477 10,195 CO O CO ^O O CO O I� CO LO O N `-' N 51,798 0 23,968 23,968 0 30,707 30,707 0 42,666 42,666 0 31,716 31,716 - 30,147 84,268 54,121 0 12,325 12,325 - 522,267 1,441,267 919,000 - 1,216,806 1,408,130 191,325 -1,382 23,646 22,264 - 21,500 144,840 123,340 0 26,144 26,144 - 94,867 91,650 (3,217) - 21,776 20,278 (1,499) - 459,301 651,804 192,503 - 70,949 133,593 62,643 0 - 2,438,995 4,167,001 1,728,007 DEPARTMENTAL ACTIVITIES WARDEN AND COUNCIL ADMINISTRATIVE SERVICES FINANCIAL SERVICES HUMAN RESOURCES ADMINISTRATION BUILDING CORPORATE EXPENDITURES ENGINEERING SERVICES HOMES FOR SENIORS SERVICES MUSEUM /ARCHIVES LIBRARY SERVICES INFORMATION TECHNOLOGIES PROVINCIAL OFFENSES COLLECTIONS - POA AMBULANCE & EMERGENCY SERVICES ECONOMIC DEVELOPMENT & TOURISM Total Departmental �I .,I NI I (,2I I ,I °'I NI NI NI NI NI NI NI 1) O N (D CO CO M O O 0 M N M N M (D N 0 CO N (D ti O N O M CO (D 1) O ti 0 0 H \ \ECACCPAC \sageaccpac \insight data \ELGIN FINANCIAL \Summary2011 16/05/2011 CORRESPONDENCE — May 31, 2011 Items for Consideration - (Attached) 1. Lori Milos - Ivanski, Cultural Manager Backus -Page House Museum, submitting Elgin County tourism directional signage grant application. 2. Robert MacLean, Clerk- Treasurer, Town of Thessalon, with a resolution requesting support for the Government of Ontario to reconsider the provisions of the Green Energy and Green Economy Act, 2009 and the installation of ground mounted solar systems. 3. The Corporation of the United Townships of Head, Clara & Maria, with a resolution seeking support for the Government of Ontario to amend the Municipal Elections Act. 66 Elgin County Tourism Directional Signage Grant Application Non- profit organizations applying for a $150 tourism signage grant per sign, from Elgin County Council must: 1. Qualify as a tourism operation, as listed in Appendix "A" of the Tourism Signage Policy (Please Contact Katherine Thompson kthompson@elgin- county.on.ca or call 519 -631 -1460 ext. 168 for a copy of this policy or look under "Tourism" on www.progressivebynature.com). 2. Submit proof of being a non - profit tourism operation, and certification showing registration as a non - profit entity, and /or provide satisfactory evidence with the application. 3. Be located in Elgin County. 4. Submit this application to The County of Elgin, Economic Development, 450 Sunset Dr. , St. Thomas, ON , N5R 5V1 * Please note that whether or not an applicant is successful in obtaining this grant will be determined by Elgin County Council at a Council Meeting* Legal Name of Organization: Tyrconnell Heritage Society Contact Person: Lori Milos - Ivanski Contact Person Title: Cultural Manager Backus -Page House Museum Non - profit Registration: 892297136RR0001 Full Business Address: Backus -Page House Museum 29424 Lakeview Line, Wallacetown, Ontario Postal Code: NOL 2M0 Contact Information: Phone: ( 519 )762 -3072 Fax: ( ) 67 Email: tyrconnell @execulink.com Date of Application: April 15, 2011 Describe your non - profit organization's contribution to tourism in Elgin County. The Backus -Page House and surrounding grounds compromise a historically significant property that has played a part locally and regionally in the settlement of this area of the country. Declared surplus by the Ministry of Natural Resources in 1993 the property was in a neglected and perilous state having been poorly maintained by the MNR and a succession of tenants. The brick Georgian style house, built in 1850 upon the grounds of an original Talbot land grant, was found in a dismal state. A grass roots movement grew from a concern as to the fate of this historical jewel and the community was polled for support. One letter sent to the editor of the London Free Press and word of mouth resulted in a turn out of hundreds. That grassroots movement became the Tyrconnell Heritage Society and that group became incorporated as a non profit organization through the auspices of the Ontario Historical Society. The Society set a mandate to restore and preserve the Backus -Page House and the surrounding grounds. To reach their goal the group obtained a 50 year lease from the MNR and applied for and was awarded a Trillium Foundation Grant. Since 1998, the Tyrconnell Heritage Society has honoured a seasonal contract with the MNR to oversee site maintenance at the John E. Pearce Provincial Park allowing the park to continue to be available to local residents and visitors for day use recreational activities. The original restoration project has evolved and now the mandate has grown to include the exploration and preservation of the history of the Talbot Settlement. Each year the Society oversees a full season of events directed at educating residents and visitors as to the rich historic and environmental treasure that waits down by the Lake Erie shoreline. The Society has worked hard to establish community partnerships as a cultural historic and educational centre through the development of programming that promotes area interests and the preservation of local agricultural history. Through its work, the Tyrconnell Heritage Society seeks to address the social and cultural needs of the community and provide leadership in the preservation of heritage resources. This work is especially directed to the preservation of three - dimensional artifacts and the historic museum buildings. Cultural, social and economic inclusiveness with respect to exhibitions, education programs and special events are central to the way in which the Society seeks community involvement in the life and work of the museum. Partnerships with other organizations are continuously sought as the Society develops public programs. The Backus -Page House Museum is one of the very few remaining publicly accessible historic residences located along the Erie shoreline. Each year the museum welcomes thousands of visitors from all over the world. The unique combination of the Carolinian region along with the history of the house and area work to create a strong draw, bringing visitors to the site as a travel destination. 68 Explain your organization's signage requirements, including why your organization requires directional tourism signage, where your organization would like these signs to be erected, and rationale for number of signs requested. The Society is pleased to be in receipt of 4 signs (one still to be replaced) as a nonprofit member of STETA. However there is some concern that there are still gaps that exist geographically that might allow those travelling into the area to become lost when looking for the Backus -Page House Museum. The Society Board proposes that this issue might be addressed by the addition of two more signs. The Society has suggested the two sites listed below due to the presence of sign posts already in place. It is hoped that this factor will better facilitate a positive resolution to this proposal. Locations County Rd #8 (Currie Road) North Boundary Line for Wallacetown West side of road Sign post already in place (current signage - Lavender Sense) County Road #8 (Currie Road) South of Wallacetown West side of road Sign post already in place (current signage 1827 Heritage Church) 69 The Corporation of the Town of Thessalon P.O. BOX 220 ONTARIO P0R 1L0 Phone: (705)842 -2217 (705)842 -2572 Email: townthess @bellnet.ca www.townth essa Ion. ca Mayor: BRENT RANKIN May 6,2011 187 MAIN STREET The Honourable Brad Duguid Minister of Energy 900 Bay Street, 4th Floor Hearst Block Toronto, Ontario M7A 2E1 Dear Minister Duguid: THESSALON, Fax: Website: Clerk: ROBERT P. MacLEAN At the May 2, 2011 regular meeting of the Council of the Town of Thessalon, the following resolution was passed: "Whereas in an effort to maintain the peace, quiet, dignity and desirable appearance of the municipality, the Council of the Corporation of the Town of Thessalon passed By -law Number 1774 on March 7, 2011 to amend Schedule A of By -law Number 1592, being a by -law to establish standards for the maintenance and occupancy of property in the Town of Thessalon, to include the following section: Every person shall keep every front yard free and clear of any equipment or material relating to Renewable Energy Projects including, but not limited to, Ground and /or Pole Mounted Solar Photovoltaic(PV)Systems, Wind Facilities or any other like equipment. And whereas Council has received confirmation of an individual =s intention to install large ground mounted solar systems on a vacant lot in a residential area in the municipality; And whereas the Town of Thessalon has been advised by the Ministry of Municipal Affairs and Housing that the Green Energy and Green Economy Act, 2009 made amendments to the Planning Act, most notably the addition of a new section 62.0.2 which exempts renewable energy projects from most land use planning instruments under the Planning Act, including municipal official plans and zoning, site plan control, interim control and holding by -laws, thus eliminating the need for a property owner proposing a renewable energy project to seek an official plan amendment or a change to a zoning by- law, among other matters; 70 And whereas Council recognizes the importance of the Green Energy and Green Economy Act, 2009, Council is sensitive regarding the impact such installations will have on adjacent property owners who will be in extremely close proximity to such proposed solar systems; Now therefore be it resolved that the Council of the Corporation of the Town of Thessalon hereby petitions the Government of Ontario through the Minister of Energy and Infrastructure to reconsider the provisions of the Green Energy and Green Economy Act, 2009 and to address the provisions having regard for the negative impact created by the installation of ground mounted solar systems within residential and commercial areas in municipalities; And further that a copy of this resolution be forwarded to the Association of Municipalities of Ontario, the Federation of Northern Ontario Municipalities and to all municipalities in the Province of Ontario for endorsement." CARRIED Your attention regarding this matter will be appreciated. Yours truly, Robert P. WacLean Robert P. MacLean Clerk- Treasurer RPM/pw cc: Premier Dalton McGuinty Association of Municipalities of Ontario Federation of Northern Ontario Municipalities Ontario Municipalities G:\FONOM request for support re solar panels.wpd 71 Page 2 THE CORPORATION OF THE UNITED TOWNSHIPS OF HEAD CLARA & MARIA Date: Friday, a 20, 201 Moved by; Resolution No: 20/05/11 /007 Seconded by:. Municipal Elections Act, Section 80 WHEREAS Section 43 of the Election Finances Act, governing the financial reporting requirements for members of the Ontario parliament provides for a 60 day period following the announcement of non - compliance by a member to comply with the reporting requirements prior to the seat being declared vacant; AND WHEREAS Section 80 of the Municipal Elections Act sets out the penalty to municipal election candidates who have not complied with the financial reporting requirements provides for the automatic vacancy of the seat on Council and the candidate being deemed to be ineligible to be elected or appointed to any position covered by the Municipal Elections Act until after the next municipal election; AND WHEREAS there is a discrepancy in the standard to which elected representatives are being held to between the provincial and municipal levels in relation to the penalty for non - compliance for election financial reporting; AND WHEREAS the penalty to municipal candidates appears to be far beyond what would appear to be fair and reasonable, considering that the sentence could amount to 8 years of ineligibility to be elected or appointed; NOW BE IT RESOLVED THAT the Council of the Corporation of the Township of Head, Clara & Maria supports the position of the Municipality of Elizabethtown - Kitley and strongly requests: THAT the Province of Ontario immediately amend the Municipal Elections Act to ensure that municipal representatives and candidates are held to the same standard as their provincial counterpart with regard to the penalties applicable for non - compliance to the election financial reporting requirements; AND FURTHER THAT a copy of this resolution to be forwarded to the Association of Municipalities of Ontario, id to all Ontario municipalities for support and circulation. Carried 4% Defeated Reeve's Initials 72 CORRESPONDENCE — May 31, 2011 Items for Information (Consent Agenda) - (Attached) 1. Pat Shantz, Administrative Assistant, Office of the Mayor, City of Stratford with an invitation to municipal officials and staff to attend Civic Night on June 22, 2011 featuring "Jesus Christ Superstar'', at the Avon Theatre in Stratford. 2. Hon. Rick Bartolucci, Minister of Municipal affairs and Housing, thanking SCOR Economic Development Corporation for suggestions for potential changes to the Provincial Policy Statement (PPS). 3. Dan Mathieson, Chair, Municipal Property Assessment Corporation Board of Directors, with an update on MPAC's Delivery of Assessment Products and Services. 4. Craig Ashbaugh, Chair, Lake Erie Region Source Protection Committee, with a notice outlining Source Protection Plan Preparation for Drinking VVater Source Protection in the Lake Erie Source Protection Region, 5. Hon. Bob Chiarelli, Minister of Infrastructure, encouraging the Municipality of Bayham to consider the Infrastructure Ontario Loan Program as potential funding regarding Project Ojibwa. b. Barbara Wilson, CIV10, County Clerk, County of Huron, advising of error in their resolution to OGRA regarding the testing of all stop signs and regulatory signs. 7. Premier Dalton McGuinty, thanking Council for supporting the City of Mississauga's resolution that a portion of the H.S.T. revenue charged on gasoline and diesel sales be directed to a new funding mechanism for transportation infrastructure. 8. Grant appreciation correspondence from: 1) Jane Shepherd, Receptionist/Secretary, Multi - Service Centre. 2) William Shurish, Executive Director, Quad County Support Services. 3) Ruth Hyatt, Executive Director, Board of Directors of St. Thomas - -Elgin Second Stage Housing. 73 4!25/2 011 E9:38 5192712793 From: Mayor's Office City of Stratford Deter April 21st, 2011 Re: CITY OF STRATFORD - PAGE @11 @2 CITY OF STRA TFQRD Dfiice Of the Mayor and Chief Administrative Officer 7 Wellington Street, P. 0- Box 8 f8 Stratford, Ontario NSA 6W1 679 - 279 -026Q Invitation to City of Stratford Civic Night ''Jesus Christ Superstar' June 22nd, 2011 fax Sheet Number of Pages Including Fax Sheet: 2 Please see the attached invitation to attend our Civic Night on June 22nd, 2011, featuring the Stratford Shakespeare Festival performance of "Jesus Christ Superstar ". Kindly pass this invitation along to all staff and muniicir al official's. Thank you. Pat Shantz Administrative Assistant Office of the MayorfCAO 519 -271 -0250, ext. 236 THIS MESSAGE IS ONLY INTENDED FOR THE USE OF THE INDIVIDUAL OR ENTITY TO WHICH IT I5 ADDRESSED AND WAY BE PRIVILEGED. This message may contain information that is confidential and exempt from disclosure under the Municipal Freedom of Information and Protection of Privacy Act. If you are not the intended recipient or their authorized agent, you may not forward or copy or disclose this information and you must delete or destroy tall copies of this message and attachments received. If you received this communication In error, please notify me immediately. Received Time 4'r.2 .5. 2011 9:43A1 '•], 7254 74 04/25/2011 89.38 5192712783 CITY CF STRATFORD - PAGE 02102 t a fo rtiv r ti ;1 r:■ Jt1. .\1), _Drai nat/calIy D /ffererrtl Mayor ban Mathieson and Stratford City Council in co-operation with the Stratford Shakespeare Festival are pleased to invite all municipal staff, officials and their families to join us for Civic Night Wednesday, June 22 ^d, 2011 "Jesus Christ Superstar" Avon Theatre 99 bownie Street, Stratford Performance: 8:00 pin. Pf ease join us for a P.eceptian following the performance it the Chalmers Lounge (2'd Floor) Stratford Shakespeare Festival is providing o generous ticket discount and is offering A. Seating at $70 plus HST, A Seating at $60 plus Ia5T and B Seating of $50 plus I-f5T. If you would like to attend Civic Night, please reserve your tickets directly with the Festival by contacting the fox Office at 1 -B00 -567 -1600 and provide the representative with the Promotion Code 37005. Your ticket request will be processed and moiled directly to you or held at the 13dx Office to be picked up within 30 days of the performance. Additional information on the production and cast is available through the 5trdtford Shakespeare Festival's website at www.stratfordfesfival.ca, Far more information on accommodations, restaurants and shnpping, pfeose visit our website of www,ciiv.stratford.on_co, If you should have. any questions or require additional information, please do not hesitate to contact Pct Shantz at 519 -271 -0250, ext. 236. We Iaok forward to seeing you on June 22nd? T A- eFive� iii �+ar, 25, -24Li 9 :43AM NU, r2J4 Dan Mathirsc�r�, Mayor Ministry of Municipal Affairs and Housing Office or the Minister 777 Day Street, 1711 Moor Tor'ntc ON M5G 2E5 Tel. 416 585 7000 Fax 416 5B5 6470 www.Ontario.Qa MAH April 26, 2011 allinfstere des Affaires munfeipales et du Logement Bureau du rninistre 777, rue Bay, 174 etage Toronto ON MSG 2Z5 TeI.416 565 7000 Telec. 4 1 6 585 6470 v1' w.4ntario.CWM A H Mayor Dennis Travale Chair South Central Ontario Region (SOUR) Economic Development Corporation gm @scorregi' n. corn Dear Mayor _va e. AECEIVED APR 2 3 2011 cU N lit" ELGIN ADMINISTRATIVE SERVICES Ontario 11 -`7fz3 Thank you for your letter dated April 1, 2011 on behalf of South Central Ontario Region Economic Development Corporation, in which you submit further comments about the Provincial Policy Statement (PPS) as part of the five-year review process. C appreciate the interest of your Corporation members and shareholders in the review, including the counties of Brant, Elgin, Middlesex, Norfolk and Oxford- Your suggestions for potential changes to the PPS — to increase the ability of rural and small towns in southwestern Ontario to expand and diversify their economies — will be carefully considered during the review, Cnce again, thank you for taking the time to contribute to the PPS review. Please accept my best wishes. Sincerely, fi Minister artolucci, MP P, Sudbury c: The Honourable Carol Mitchell, Minister of Agriculture, Food and Rural Affairs The Honourable Brad Duguid, Minister of Energy The Honourable Sandra Pupatello, Minister of Economic Development and Trade Mayor Ron Eddy, County of Brant Warden Dave Menniil, County of Elgin Warden Joanne Vanderheyderi, County of Middlesex Warden Don McKay, County of Oxford Subscribe to UPDATE, the mnistry's electroJ 1 iwwsietter, at www.ontarirz,c mah -uQdate Abonnez -vous a NOLJVELLES, Is bulletin electronique du mlrtlfstire, di vov v,onterio.oefml-n4UVelles To: From: mpac MUNrCIFAL PF#OPERTti' ASSESSMENT ccRP ORATIaN April 26, 2011 Heads of Council All Ontario Municipalities Dan Mathieson Chair, MPAC Board of Directors REC.:MI/ED AP[ 232011 COUNTY T' 64., 4101 AD ; ISTRATIVVE SERVICES Subject- Update on MPAC's Delivery of Assessment Products and Services As part of our commitment to property assessment excellence and delivering outstanding service to Ontario municipalities, I am writing to provide an update on the work we are doing at the Municipal Property Assessment Corporation (MPAC). This is the first update on MPAC activities that l have had the privilege to provide to my fellow Heads of Council since I was appointed Chair of MPAC last fall. As Mayor of the City of Stratford, I am keenly aware of the role MPAC and property assessment play in meeting the needs of our shared customers — the property taxpayers of Ontario. would like to take this opportunity to provide an update on the following key areas: supplementary and omitted assessment, Property Assessment Notices, Requests for Reconsideration /Appeals, Enumeration, Stakeholder outreach, assessment of golf courses, and the Auditor General's Annual Report. Addition of $28.4 billion in supplementary and omitted assessmoru am pleased to report that MPAC added a record $28,4 billion in supplementary and omitted assessrnents in 201U — a 14 percent increase over 2000. We continue to work with municipalities and third parties, such as building permit system vendors, and a new strategic alliance, the Electrical Safety Authority, among ethers, to improve our ability to add supplementary and omitted assessment on a timely basis. In 2011, MPAC will focus on improving access to occupancy permits and other information that will alert us when construction is complete and the property is ready to be assessed. We also continue to rely on collaborative ideas and advice from the Municipal Liaison Group — Assessment Growth Sub -Group that includes representatives Office of tnE L1-iair c/❑ i lunicipal Property s e5srn riC CurpIration 1 O5 Pickering Parkway, PickEring, ON L'1 V 3P2 1: 51 2.271.0250 exL 3 F: 905.831.0040 www.mpac.ca Form Np Ihl4l:Elllh Update to Heads of Council April 26, 2011 Page2of5 _ from 15 municipalities across Ontario. As a result of this partnership, we have developed a new strategy, over the past two (2) years, to ensure assessment growth is added to the roll in an accurate and timely manner. This includes the development of an assessment growth forecasting model to accurately calculate and measure growth estimates in each municipality. Property Assessment Notices Approximately one million Property Assessment Notices were mailed last fall to properties that had experienced a change including value, classification, ownership or school support, As well, more than 675 Assessment Rolls were returned by December 14, while other year -end products were provided to ministries, agencies and school boards. Over the course of 2011, we will continue to mail Notices to properties where a change has taken place. We expect to mail about one million Notices again this year. Requests for Reconsideration and Appeals In 2010, MPAC processed more than 39,000 Requests for Reconsideration (RfR), representing less than one per cent of Ontario's more than 4.8 million properties. With respect to Assessment Review Board Appeals, more than 27,000 were closed by the end of last year. We continue to work with our property taxpayer customers to resolve their assessment concerns, answer questions, and provide the information needed to better understand their assessment. Enumeration 2010 In addition to property assessment, MPAC also provided a number of enumeration related products and services in support of the municipal and school board elections last year. MPAC partnered with the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO), tenant associations, Elections Canada and Elections Ontario to build on our efforts in support of the 2006 enumeration and identify ways to improve the process in 2010. In building our plans for 2010, we also solicited feedback and suggestions from Ontario municipalities on how to improve the enumeration process. Almost 340 municipalities, more than 80 percent of all municipalities in Ontario, provided suggestions, many of which were incorporated into the 20-10 enumeration process_ Approximately 2.4 million Municipal Enumeration Forms were mailed to households across the province last year to update the tenant and occupant office of Lha Chair c/e Municipal Property Assessment Corparaiian 13 95 Pickering Perkt+r Picker ng. CN 3P2 T: 519.271.❑250 ext i R F' 9❑5.1931.0040 WVArd.mpa'.ca Form No t!- ldIXIV Update to Heads of Council April 26, 2011 Page 3 of 5 information in MPAC's assessment database. While the 2010 return rate of 39.57 percent was Tower than 2006, our change rate was higher. This increase is an indication of the improvements made in targeting households that received the forms. In addition to delivering Preliminary Lists of Electors (PLE) and Voter Notification Files to 414 municipalities, 24 school boards conducting their own elections, and 10 District Social Services Administration Boards, we also provided an Exceptions File and an Elector Differences Found Report. These products are not required by legislation and were made available at no additional cost. They provided municipalities with more up -to -date elector information, enabling Municipal Clerks to make revisions to the PLE prior to the election. Detailed information was provided throughout the enumeration process to municipalities and school boards through Municipal ConnectTM and School Board ConnectT", newsletters, meetings, training and information seminars, and regular correspondence. A post -2010 enumeration review is now underway with key internal and external stakeholders to ensure we move forward on the path of continuous improvement in providing municipal and school board election products and services. We still face challenges gaining access to key birth and death information. Dur Board is committed to continuing efforts in this area to ensure our enumeration products improve in the future. Stakeholder Outreach Activities MFAC's community outreach initiatives have proven to be highly valuable in raising awareness of assessment - related matters. In 2010, we hosted over 1,800 meetings and outreach initiatives with municipalities, government representatives, businesses and property taxpayer groups. In 2010, we participated in the Ontario Municipal Administrators' Association (OMAN conference and the Ministry of Municipal Affairs and Housing (MMAH) Ontario West Municipal Conference. More recently, we attended the Rural Ontario Municipal Association /Ontario Good Roads Association (ROMA/OGRA) 2011 Combined Conference. MPAC representatives will also be in attendance at a series of upcoming municipally oriented conferences this spring. Assessment of Golf Courses In 2010, the National Golf Course Owners Association Canada (NGCOA) and MPAC agreed on the terms of settlement for golf course valuations for assessment purposes, providing a framework that can be used to bring this long- standing issue to a close. Nice er tree Chair c!o Munkcipal Property Assessment. CDrpora; ion 1305 Pickering Parka Pickering ON L1 V 3P2 T: 519 271 0250 ext 6 F: 905.831.0040 iw v.mpac.ca Form Nc LH4CO2A Update to Heads of Council April 26, 20111 Page4of5 The agreement establishes an income -based approach to assessing golf courses that takes into account green fees, food and beverage revenues, the capitalization rate and other revenues that will be used to determine a final value for all golf courses under appeal in Ontario. It will provide guidance for the 2012 assessment base year. I would like to ernphasize that the agreement includes two (2) important qualifications and exceptions. First, the municipality in which any particular golf course is located will have an opportunity to review the proposed new assessed value and to exercise its right to have an appeal heard by the Assessment Review Board. Second, if it is determined that the income pro forma approach will not produce a correct current value for any lands currently used as a golf course, MPAC will notify the parties of the current value and the valuation particulars. This framework agreement will provide direction on the valuation methodology and each golf course will be reviewed on its own circumstances. The Minutes of Settlement and a pro forma agreement for each course in Ontario are currently being prepared and have been, or will be, sent to you for your review by your local Municipal Relations Representative. Auditor General of Ontario — Annual Report MPAC was one of 11 arm's - length agencies reviewed by the Auditor General of Ontario in his 2010 Annual Report. The Auditor General made nine (9) recommendations fcr improvement, all of which we have accepted and most of which are already implemented. In particular, we are taking action to ensure more timely sales investigations and to accelerate the property inspection cycle. MPAC also appeared at the Standing Committee on Public Accounts in March, providing us with an opportunity to report on our progress en implementing the Auditor General's recommendations. In closing, I want to reiterate that we are committed to keeping you up -to -date on our work in your municipality and across the province. We will be updating you on a regular basis as we move forward with preparations for the 2012 province - wide Assessment Update. The key point of contact for your administrative staff is your local MPAC Municipal Relations Representative. I have asked our Municipal Relations Representatives to continue to contact your office and key staff to provide an update on our activities, answer any questions you may have, and to collaborate on ideaslchanges to improve our mutual service to our shared customer — the property taxpayer. Office n' tie Chair c /ei Municipal Property Assessment Corporation 1305 Prckering Perkwa . Pickerng, flN L1'd 3P2 T: 51S.271.025LJ L SS F: 9135,831 .UO40 vFnv. m pa c. ce Form No 1_1-14bfl2A Update to Heads of Council April 26, 2011 Page 5 of 5 If you have any questions or need additional information, please contact your local Municipal Relations Representative or Arthur Anderson, Director, Municipal Relations at 905 837-6993. If you would like to speak to me directly, I can be reached at 519 271 -0250, extension 234. Yours truly, 52,0 //a 7 ee Dan Mathieson Chair, MPAC Board of Directors Copy MPAC Board of Directors Carl Isenburg, President and Chief Adrninistrative Officer, MPAC Executive Management Group, MPAC Arthur Anderson, Director, Municipal Relations, MPAC Account Mangers, Municipal Relations, MPAC Municipal Relations Representatives, Municipal Relations, MPAC Office rf the Chair c/o Municipal Property Asaessm rit Corporation 1305 Pickering Perkwe , Pickering, ON I-1 V 3P2 1: 519.271.0250 oxt B6 F, 9O5.R31.❑ ❑4❑ www.mpac.ea rer•it Na LHr.rIA April 29, 2011 40Q Clyde Road, P.0. 13ox 729 Cambridge, ON. Ni R Wf Phone: 519.621.2761 TatI free: 85',900,4722 Fax 519.521 .4844 Dniiee: www.grandriver.ca Mr. Mark MacDonald, CAO County of Elgin 450 Sunset Drive Aylmer, ON N5R 5V1 RECEMED Y 0 :3 2611 OP ELGIN' trOXISTROIVE SERV C Re: Notice under 0. Reg. 287107: Source Protection Plan Preparation for Drinking Water Source Protection in the Lake Erie Source Protection Region Dear Mr. MacDonald, This letter provides notice, as is required by the Clean Water Act Ontario Regulation 287/07 Section 19, that the Lake Erie Source Protection Region is commencing with the development of Source Protection Plans for the Kettle Creek, Catfish Creek. Long Point Region and Grand River Source Protection Areas. These plans must address activities that are defined by the Act as Significant Drinking Wafer Threats to ensure that a specific activity does not pose a significant risk to the municipal drinking water. Source Protection Plans will build on the science of the Assessment Reports, which identify vulnerable areas where drinking water sources might be at risk of contamination or depletion. There are many tools available to reduce threats to drinking water, Some threats could be reduced through voluntary action by landowners or with assistance from subsidy and cost -share programs. Other threats can be addressed through an education and outreach effort. Some threats may be addressed through regulatory tools. Existing regulatory processes (such as permits, approvals, orders, zoning bylaws, official plans and provincial instruments) will be used where possible. There are also new tools such as the use of prohibition, restricted land uses and risk management plans. A Risk Management Plan allows the municipality's risk management official and the landowner to negotiate a risk reduction that satisfies the Source Protection Plan's objectives. The Source Protection Committee has formed a Source Protection Planning Project Team that is comprised of staff from municipalities and conservation authorities throughout the Lake Erie Source Protection Region. The Project Team is responsible for preparing discussion papers for each of the prescribed drinking water threats. These discussion papers detail the available policy tools and approaches for addressing significant threats and will serve as resources for the selection of draft policy choices for the Source Protection Plan, Over the next year and a half, the Source Protection Committee, together with the municipalities and conservation authorities, will be developing the Plan with public and stakeholder input. In the Lake Erie Source Protection Region, different municipalities and conservation authorities have the policy lead. The following table lists the policy leads, as determined in the Terms of Reference: 82 Table 1: Assigned Lead for Policy Development to Address Significant Drinking Water Threats in the Lake Erie Source Protection Region Lead Authority Lead Municipal L • Wellington County • City of Guelph • Region ofVVaterioo • County of Perth • County of Oxford • City of Bran tford • County of Flaldimand • County of Norfolk • Township of Central Elgin • Township of Southgate • Township of Amaranth • Township of East Garafraxa • Township of East Luther Grand Valley • City of Hamilton • County of Brant If your municipality is Iisted as a policy lead, the municipality will be engaging in discussions to make draft policy choices and will be undertaking the requirements of pre - consultation as per C. Reg. 287/07 sections 35 -39. If your municipality is not Iisted as the lead, the local conservation authority or your upper tier municipality will draft policy choices and the municipality will have an opportunity to comment and revew the draft choices. As well, if your municipality does not have the policy lead, but it is identified in the Source Protection Plan as having implementation responsibilities. the municipality will be engaged during pre - consultation on policies. Further, all municipalities will have an opportunity to comment on the draft proposed and proposed Source Protection Plans in spring 2012, The committee values early stakeholder involvement in the development of the Source Protection Plan. Letters are being sent to all landowners that may be engaging in activities which could be a significant threat to municipal drinking water sources (as identified in the Assessment Reports) notifying them of the commencement cf the development of Source Protection Plans for the region. A copy of the letter is attached. We look forward to working with your community in a collaborative approach as we make progress towards completion of this process by August 2012. If you have any questions, please contact Martin Keller, Program Manager, at 519 -32C -7595 or by ernaii at mkeller grandriver.ca Sincerely, Cr s Ashbaugh, Oh.'r Lake Erie Region Source Protection Committee 83 1934 311119 400 Clyde Road, P.O. Box 729 Cambridge, Ok Ni R 5W6 Phone: 519.62].2761 Toll free: 866- 900.4722 Fax: 519.621.4844 Online:.l.ww,grandrivcr.ca April 20, 2011 Dear Property Owner; This letter serves the following purpose 1. Provides notice that the process for developing Source Protection Plans is commencing 2. Indicates ways for you to become involved in the planning process 3. Requests information about actions on your property already being done as part of existing regulations that may address the potential significant drinking water threat This Fetter provides notice, as is required by the Clean Water Act, Ontario Regulation 287(07 Section 19, that the Lake Erie Region Source Protection Committee is commencing the development of Source Protection Plans for the Kettle Creek, Catfish Creek, Long Point Region and Grand River Source Protection Areas. These plans must address activities that are defined by the Act as Significant Drinking Water Threats to ensure that a specific activity does not pose a significant risk to the municipal drinking water. Source Protection Plans will build on the science of the Assessment Reports, which identify vulnerable area where drinking water sources might be at risk of contamination ❑r depletion. You live, own property or operate a business in a highly vulnerable area near the «SYSTEM» municipal well. You are receiving this notification because, according to the information contained in the < SPA »» Assessment Report, one or more of these activities that appear to be a ''significant threat" to drinking water may be occurring on your property. Landowners with 'significant threat' activities that do occur on their property will be required to follow Source Protection Plan policies. The process for developing these policies is starting and the Clean Water Act requires that the Source Protection Committee notify you now that we are entering the Elan development stage. Examples of activities that could be a "significant threat" in a highly vulnerable area include septic systems, fuel storage; manure spreading, handling or storage of road salt or application of pesticides. On page three you will find a table of significant threats believed to be occurring in this wellhead protection area. Source Protection Plans are required to contain policies that manage significant threats to municipal supplies of drinking water and ensure that no new significant threats can occur. There are many tools available to reduce threats to drinking water. Some threats could be reduced through voluntary action by Landowners or with assistance from subsidy and cost -share programs. Other threats can be addressed through an education and outreach effort_ Some threats may be addressed through regulatory tools. Existing regulatory processes such as permits, approvals, orders, zoning bylaws, official plans and provincial instruments) will be used where possible A Risk Management Plan is a new tool that allows the municipality's risk management official and the landowner to negotiate a risk reduction that satisfies the Source Protection Plan's objectives. Over the course of the next year, the Source Protection Committee, together with Local municipalities, will be working to develop the Source Protection Plans. Municipalities are 84 CLOSED MEETING AGENDA May 31, 2011 Staff Reports: (NOT ATTACHED) 1) Chief Administrative Officer — 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 — Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Elgin ats HIRA - Settlement Reached 3) Director of Homes and Seniors Services - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Personnel /Human Resources Update (VERBAL) 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 COUNTY OF ELGIN By-Law No. 11-13 “BEING A BY-LAW TO PROVIDE FOR THE OPERATION OF THE ELGIN COUNTY MUSEUM” WHEREAS pursuant to Section 11(2) of t he Municipal Act, 2001, S.O. 2001, c.25, an upper-tier municipality may pass by-laws re specting matters within the spheres of jurisdiction described in the T able to this section; and WHEREAS said Table authorizes an uppe r-tier municipality to pass by-laws regulating culture and heritage; and WHEREAS Council did pass By-Law No. 05- 44 to provide for the operation of the Elgin County Museum as amended through By-Law No. 09-40; and WHEREAS it is deemed necessary and appropr iate to further amend and consolidate all By-Laws pertaining to t he operation of the Museum; NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin hereby enacts as follows: 1. NAME – The name of the Museum is the “Elgin County Museum”. 2. ASSETS – The lands, buildings, furniture, equipment, goods, chattels, artifacts and objects of any nature whats oever whether acquired by or donated to the former Elgin County Pioneer Museum and/or the Elgi n County Museum, including objects and artifacts held in trust by the Museum under any previous enactments of this by-law, shall be the property of the Corporation of the County of Elgin. Ownership of the artifacts is assigned unto t he Corporation of the County of Elgin, its successors, administrators and assigns absolutely. 3. a) STATEMENT OF PURPOSE – The principle objective s of the Museum are two- fold: i) to acquire, document, preserve, displa y and interpret for the benefit of the public those artifacts donated to, or main tained by, the Museum which relate to the history and development of the geogr aphic County of Elgin in order to encourage public interest in t he history of the County; ii) to provide leadership and professiona l support to museums located within the County of Elgin in the promotion of a heritage network within the County, including documentation of resources, coordination of exhibits, marketing, training and advisory services. MISSION STATEMENT The Elgin County Museum exists to prom ote Elgin County’s rich historical and agricultural heritage to all Canadians by acquiring, documenting, preserving, exhibiting and interpreting ar tifacts pertaining to the hi story of the County of Elgin; and to provide leadership and support to County museums in the promotion of a her itage partnership. b) The Museum shall carry out its st atement of purpose an d mission through the following activities: ACQUISITION - The Museum is committed to acquiring artifacts pertaining directly to the history of the Count y of Elgin or its citizens. All acquisitions must meet the terms of clearly defined acquisit ion policy approved by Elgin County Council. Sufficient space and resources will be devoted to managing all acquisitions in accordance with museum standards and professional practice. 102 DOCUMENTATION – The Museum is committed to properly documenting all artifacts in its collection in order to record prov enance, transfer of owner ship and context of use. Such documentation will include use of instruments such as temporary receipts, deeds of gift and accession registers. PRESERVATION – The Museum is committed to ensuring the long-term preservation of artifacts under its care. Every effort will be made to store artifacts in a suitable repository wherein temperatur e, relative humidity, li ghting and air quality are all controlled according to museum standards as defined by the Canadian Conservation Institute. Adequate security systems will be in place. Staff will furthermore promote the responsible care, handling, conservation and/or reproduction of all artifacts in accordance with preservation policies and procedures. EXHIBITION – The Museum is committed to providing ample space for thematic, permanent and travelling exhibits, which will be made accessible to the general public in a secure environment and within suitable hours. Ample resources will be devoted to producing and providing public access to such exhibits, both on-site and through use of available technology. INTERPRETATION – The Museum is committed to interpretation and educational programs to encourage wi despread interest in the histor y of the County of Elgin. Programs, displays, activities and event s will be developed to appeal to groups such as elementary and secondary school students, senior citizens and the public at large. OUTREACH – The Museum is committed to engaging the general public and the museum community in its operations. Ou treach activities include advertising, soliciting volunteers, forming partnerships with other County museums, participating in educational opportunities and facilitating professional development. Suitable resources will exist for promoting the Museum and its activities within the community. 4. GOVERNANCE AND STAFFING a) The Museum and its staff shall be gover ned by Elgin County Council through the Director of Community and Cultural Serv ices (or designate as established by Council) in accordance with the Count y’s policies and procedures. This includes: authority for recruiting, s upervising and evaluating museum staff; establishing the budget and financial adminis tration; facility maintenance; hours of operation; and final approval of all written policy governing operations and defining programs. b) The Museum shall have professional sta ff with responsibility for the acquisition, documentation, care and custody of all artifacts, outreach services, displays, management of volunteers and publicity pertain ing to the Museum’s operations. c) The County shall have an advisory committee, to be called the Elgin County Museum Advisory Committee , which shall be constituted to act in an advisory capacity to County Council and staff on an as needed basis on matters including (but not limited to): i Admission and membership fees; ii Ideas and research on exhibitions; iii Feedback on potential acquisitions; iv Fundraising activities, publicity and special events; v Review of draft policies and procedures; vi Liaison with County museums; vii Liaison with allied organizations such as Women’s Institutes, IODE and Elgin County Tourism Services; viii Establishment and organization of related advocacy groups and friends organizations. Representation The Advisory Committee shall be compris ed of seven members appointed by the Council of the County of Elgin in the following manner: 103 One member of Elgin County Council; Two appointees from Elgin C ounty Women’s Institutes; one from East Elgin and one from West Elgin; One appointee on behalf of Elgin-St. Thomas branches of the IODE; One appointee, to be named by Elgin County Council, who is representative of, or employed by, another museum located within t he County of Elgin and who will act as a liaison with County museums; Two appointees, to be named by Elgin Coun ty Council, as “at large” members who shall be persons interested and knowledgeabl e about the affair s of the Museum. Any changes to membership shall require t he approval of Elgin County Council. The Director of Community and Cultural Servic es (or designate) and Museum staff shall also attend meetings as non-voting members. Officers The Advisory Committee shall appoint a Chairperson, Vice-Chairperson and Secretary from its me mbers at its first meeting in each year; The Chairperson shall be the pr esiding officer of the comm ittee. He or she shall arrange for meetings, establish the agenda and preside at all meetings; The Vice-Chairperson shall a ssume the duties of the C hairperson in his or her absence and shall have when acting so all the authority and responsibility of the Chairperson; The Secretary shall maintain a record of proceedings of the committee, provide notice of meetings, report attendance, disseminat e minutes and be generally responsible for the correspondence of the committee. Term of Office The members of the Advisory Committee shall continue in office until their successors are appointed. With the exc eption of the representative on Elgin County Council, who shall be appointed on an annual bas is, members shall be appoint ed for a term of four years and every effort shall be made for me mbers terms to expire on a “staggered” basis for business continuity purposes. Persons serving on the Advisory Committee shall be eligible for re-appointment, but shall not be eligible for the same posi tion for a period of more than eight (8) continuous years. After an absence of not less than one (1) year such person shall be eligible for re-appointment. In the event that a member is absent from three successive meetings of the Advisory Committee without being excused by resolution of the committee, such member shall be deemed to have resigned from the positi on and the committee sha ll forthwith notify such members by certified service mail and proceed to request the appointing body to fill the vacant positi on on the committee. Rules of Procedure 1. Members shall be recognized by the Chair before speaking; 2. No member shall speak a second time on the same topic until others have had an opportunity to speak to the item; 3. The Chair of the committee shall be encouraged to speak last, following the members of the committee; 4. The Chair reserves the right to lim it debate after having provided members with sufficient opportunity to speak. 104 – 4 – Meetings Per Annum The Advisory Committee shall meet no less than two times per calendar year, with an appropriate meeting schedule to be determined by the Chair in consultation with the committee at the beginning of each calendar year. 5. Statement of Ethi cal Behaviour and Pecuniary Interest – Staff, members of the Advisory Committee and volunteers are obligated to conduct their affairs in accordance with the Employee Code of Et hics as established by Elgin County Council and professional codes of ethics for museum practice. All individuals associated with the Museum shall avoid conflic ts of interest, pecuniary or otherwise. If a conflict is declared, individuals shall absent themselves from all discussions on the particular matter. 6. That By-Law Nos. 05- 44 and 09-40 be hereby repealed. ST READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 31 DAY OF MAY 2011. Mark G. McDonald, Dave Mennill, Chie f Administrative Officer. Warden. 105 CLOSED MEETING AGENDA May 31, 2011 Staff Reports: (NOT ATTACHED) 1) Chief Administrative Officer – Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before admi nistrative tribunals, af fecting the municipality or local board – Tree By-Law Prosecution 2) Chief Administra tive Officer – Municipal Act, Section 240.2 (e) litigation or potential litigation, including ma tters before administrative tri bunals, affecting the municipality or local board – Elgin ats HIRA - Settlement Reached 3) Director of Homes and Seniors Services - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, in cluding municipal or local board employees (VERBAL) – Personnel/Human Resources Update