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December 15, 2011 Agenda PackageEl/ ginCounty ORDERS OF THE DA Y FOR THURSDAY, DECEMBER 15, 2011- 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes — November 22, 2011 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. Dave Phillips, Town Crier Annual Report 2011 (attached) 11:40 a.m. Carla Nell, CEO, MTE Consultants Inc. —(IN- CAMERA) Update on Ford Motor Company: Tax Assessment Considerations (see in- camera agenda) PRESENTATIONS: 11:30 a.m. Retirement Recognition: David McDonald Margaret Ashton 12:00 noon Years of Service Employee Recognition — employees will join Council for lunch at which time the presentation will be made 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items — see separate Agenda 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By -Laws 14th ADJOURNMENT NOTICE: LUNCH WILL BE PROVIDED Christmas Shutdown — All County Departments in the Administration Building will be closed from 12:00 noon on December 23, 2011 to January 3, 2012 at 8:30 a.m. (Branch Libraries located throughout the County will close on December 24, 2011 at 1:00 P.M. and reopen on January 3, 2012 — contact your local Branch for hours) January 10, 2012 Special County Council meeting on space needs — 10:00 a.m. January 24, 2012 County Council February 21, 2012 County Council February 26 — 29, 2012 ROMA/OGRA Combined Conference - Toronto November 9, 2012 201) Warden's Banquet — St. Anne's Centre DRAFT COUNTY COUNCIL Tuesday, November 22, 2011 The Elgin County Council met this day at the Administration Building at 10:02 a.m. with all members present. Warden Mennill in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Walters THAT the minutes of the meeting held on November 8, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — Councillors Couckuyt, Walters and Wiehle declared, at the appropriate time, a conflict of interest with regard to the Closed Meeting report concerning 99 Edward Street, St. Thomas, as it might prejudice their position as Council appointees on the Elgin St. Thomas Public Health Board. At the appropriate time, Councillors vacated the Council Chambers and refrained from discussing and voting on the item. PRESENTATION Retirement of Pam Page: The Warden thanked the retiree for her service at Bobier Villa and presented her with a gift. Moved by Councillor Marr Seconded by Councillor Jenkins THAT we do now move into the Committee Of The Whole Council. - Carried. REPORTS Schedule of Council Meetings for 2012 — Administrative Services Coordinator The schedule was presented to council. It was noted during the discussion that councillors preferred meetings to start at 9:00 a.m. whenever possible. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT the report titled "Schedule of Council Meetings for 2012" dated November 8, 2011 be adopted. - Carried. Computer Purchase Program — Director of Human Resources The director presented the report, outlining the proposed recommendation to discontinue the computer purchase program for county staff. Moved by Councillor Marr Seconded by Councillor McWilliam THAT the current Computer Purchase Plan program be cancelled, effective immediately: and, THAT the Human Resources Policy 10.150 pertaining to said program be deleted: and, 2 County Council 2 November 22, 2011 THAT approved applicants currently reimbursing the County be allowed to continue to do so: and, THAT the County pay the Employer Health Tax associated with this taxable benefit for the balance of the repayment period (which is a maximum of 12 months) for each of the affected employees. - Carried. Salary Review Timing (Non -Union Staff Only) — Director of Human Resources The director presented the report on the proposal to move salary review dates to a calendar year. Moved by Councillor Walters Seconded by Councillor Ens THAT County Council approve the report entitled "Salary Review Timing (Non -Union Staff Only)" dated November 9, 2011 and the corresponding policy change be adopted (Policy 4.80). - Carried. Aylmer Library Facility Review Committee Recommendations — Director of Community and Cultural Services The director presented the report, outlining recommendations by the facility review committee. Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT the report titled "Aylmer Library Facility Review Committee Recommendations" dated November 8, 2011 be received and filed. - Carried. Budget Comparison: October 2011 — Director of Financial Services The director presented the October 2011 budget comparison, noting the performance was favourable. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the report titled "Budget Comparison: October 2011" dated November 15, 2011 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Emil Kolb, Regional Chair and Chief Executive Officer, the Regional Municipality of Peel, requesting that the Provincial Government adopt the measures proposed by "Physicians and Paramedics Urging Lifesaving Education" to increase bystander CPR. 2. Paul Mills, Mayor, Township of Mulmur, urging the Provincial Government adopt a standardized compliance checklist of requirements to ensure that alternate energy projects are being installed in an appropriate manner and in accordance with required approvals. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor Ens THAT Correspondence Item #1 be received and filed. - Carried. 3 County Council 3 November 22, 2011 The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Walters Seconded by Councillor McIntyre THAT Correspondence Item #2 be received and filed. - Carried. CORRESPONDENCE Items for Information (Consent Agenda) 1. Dan Mathieson, Chair, MPAC Board of Directors, Municipal Property Assessment Corporation informing Council if the 2012 province -wide Property Assessment Notice mailing. 2. Premier Dalton McGuinty replying to Council's concerns regarding the establishment of a multi -year rural and small urban economic development fund. 3. Cathy Fox, Communications and Public Relations Specialist, St. Thomas Elgin General Hospital, with a media release titled "STEGH Hosts Community Information Sessions, Learn About the Approved Redevelopment Project." 4. Invitation for the "Home for the Holidays Luncheon" at St. Thomas Golf and Country Club on December 20, 2011, hosted by the Health Recruitment Partnership. The following recommendation was adopted in regard to Correspondence Items #1 - 4. Moved by Councillor Jenkins Seconded by Councillor Marr THAT Correspondence Items #1 - 4 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members Councillor McIntyre thanked staff for conducting County Council's Student Day on November 8, 2011. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Item Moved by Councillor Jenkins Seconded by Councillor Ens THAT we do now proceed into closed meeting session in accordance with the Municipal Act Section 240.2 (b), two items: personal matters about an identifiable individual, including municipal or local board employees — Confidential POA Law Enforcement Matter & Labour Relations Matters: Section 240.2 (a) the security of the property of the municipality or local board — 99 Edward Street. - Carried. The Director of Financial Services introduced the POA Supervisor who presented the confidential POA Law Enforcement Matter report. The Director of Human Resources presented the report on Labour Relations Matters. Councillors Couckuyt, Walters and Wiehle vacated the Council Chambers at 10:43 a.m., during the discussion of the Health Unit lease. 4 County Council 4 November 22. 2011 The Director of Financial Services presented the report on 99 Edward Street. Motion to Rise and Report Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT we do now rise and report. - Carried. Moved by Councillor McIntyre Seconded by Councillor Marr THAT in response to the Board of Health's urgent need for decision, County Council agree to a further one year lease extension (December 31, 2013) under the present terms and conditions of the current arrangements: and, THAT County Council provide the Board of Health until midnight of November 23, 2011 to accept the offer: and, THAT the County Solicitor be authorized and directed to prepare the necessary document(s) for execution in the form agreeable to the County Solicitor. - Carried. Councillors Couckuyt, Walters and Wiehle took their seats at 11:20 a.m. Moved by Councillor Wiehle Seconded by Councillor Walters THAT the confidential report on Law Enforcement Matters be received and filed. - Carried. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the mandate for bargaining with CUPE be approved as recommended in the confidential report dated November 9, 2011 giving direction to staff. - Carried. DELEGATIONS Tom Marks, Hospital Board of Governors' Representative presented the year end report. St. Thomas -Elgin General Hospital brochures were circulated to council. He thanked council for the opportunity to represent the County on the board. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the "Year End Presentation" dated November 16, 2011 be received and filed. - Carried. Jeff Lawrence, Tree Commissioner/Weed Inspector presented the annual year end report and made recommendations regarding an educational campaign and a training conference. Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT County Council approve the initiation of an Elgin County Woodlands Conservation By- Law Promotional Campaign in the estimated amount of $1,500 for 2011 -2012: and, 5 County Council 5 November 22. 2011 THAT County Council approve the attendance of the County's Tree Commissioner /Weed Inspector at the Municipal Law Enforcement Officers' Association training October 22 -26, 2012, in the amount of $1,356: and, THAT the report titled "Elgin Woodlands Conservation By -Law Year End Report for 2011" dated November 10, 2011, be referred to budget for consideration. - Carried. County Council recessed at 11:25 a.m. and resumed at 11:46 a.m. The Warden thanked council for the past year and presented them with a token of appreciation. The Warden announced that Malahide Township Councillor Mark Wales was elected the new president of the Ontario Federation of Agriculture. Staff was directed to send a letter of congratulations to him. DELEGATION Graham Warwick, Chair, Elgin County Land Division Committee, presented the annual report. He talked about continuing to make improvements to deliver decisions quickly and effectively: and the increase in issuance of building permits in east Elgin. Moved by Councillor Walters Seconded by Councillor Ens THAT the report titled "Land Division Committee Report" dated November 2, 2011, be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Wiehle Seconded by Councillor Ens THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT By -Law No. 11 -27 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 22, 2011 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor McIntyre THAT we do now adjourn at 11:53 a.m. and meet again on December 15, 2011 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark G. McDonald, Chief Administrative Officer. 2012 Warden 6 Report to County Council 2011 January 25th, 2011 — Robbie Burns — St. Joseph's (Psych Hospital) St. Thomas January 29th, 2011 — Celebration of the Scotch, WEDS Hall, Dutton March 6th, 2011 - Easter Seal Telethon —St Thomas Seniors Center 11AM live TV - Opening Cry Easter Seals for MAYOR HEATHER JACKSON - CHAPMAN A Proclamation for the City of St. Thomas April 1St, 2011 — Sod Turning for St. Josephs Psychiatric Hospital St. Thomas April 10th, 2011 - 90th birthday cry in Waterloo April 22th, 2011 - St. Josephs Hospital Volunteer Appreciation day St. Thomas April 29th 2011 — Elgin County Library 75th anniversary — John Kenneth Galbraith Reference Library Dutton April 30th 2011 - 30th Wedding Anniversary for friends at Lawrence Station May 24th 2011 — Photo and interview on Town Crying for The St. Thomas Blog May 25th 2011 — Gave 2 pins to Pedal Powered Family - Check out their progress at http : / /www.pedalpoweredfamily.com / June 4th 2011 — 48th Annual Ceremonial Review — 741 Elgin Royal Canadian Air Squadron, St. Thomas - Presented award and gave cadet a county pin June 5th 2011 - Gave 2 pins to couple visiting Dutton from Germany June 10th 2011 — Rosy Rhubarb Opening Ceremonies - Shedden June 10th, 2011 — Port Stanley Artist Guild opening Port Stanley Legion June 11th, 2011 — Rosy Rhubarb — Shedden June 12th, 2011 — Rosy Rhubarb — Shedden June 18th, 2011 — Dairy Museum Port Bruce Father's Day weekend June 19th, 2011 — Dairy Museum Port Bruce Father's Day weekend June 30th, 2011 — Sod turning new court house St. Thomas — Became the 2nd town crier to be cleared and approved for events evolving the Attorney Generals office. Have been inked in for the ribbon cutting in 2014 July 1St, 2011 - Canada Day - Dutton July 11th, 2011 — Austrian couple cycling from Boston through Elgin to Walpole then into Michigan received a county pin each July 16th, 2011 — Country Heritage Park, Milton - Tractor Days July 17th, 2011 — Country Heritage Park, Milton - Tractor Days August 1St, 2011 — Photo shoot for Elgin Art Trail August 6th, 2011 — Country Heritage Park, Milton - Heavy Horse Days August 7th, 2011 — Country Heritage Park, Milton - Tractor Days Heavy Horse Days August 27th, 2011 — Shedden Fair August 28th, 2011 — Shedden Fair — Demolition Derby September 29th, 2011 — Elgin Art Trail Launch — St. Thomas Art Gallery October 1St, 2011 — Wallacetown Fair Parade - Wallacetown October 15th,2011 — John Kenneth Galbraith Literary Award Ceremony — WEDS Theatre Dutton 7 October 27th, 2011 — St. Josephs Hospital, St. Thomas recognition 10 years volunteering for St. Joseph's as Town Crier at Robbie Burns Day, summer BBQ and other events for Psychiatric patients and staff October 28th, 2011 — Elgin Business Resource Center — 25th Anniversary — St. Anne's Center St. Thomas November 4th, 2011 — Wardens Banquet — Malahide Community Centre, Springfield November 6th, 2011 — Remembrance Day Service - Shedden November 10th, 2011 — evening Remembrance Day Service — WEDS Theatre , Dutton November 17th, 2011 — Premier Exhibit of the Fine Art Photography of Jonathan Phillips — Dutton November 20th, 2011 — same as above November 24th, 2011 — Publisher of JKG's The Scotch, former CEO of McClelland & Stewart and now author of Stories About Storytellers, Douglas Gibson performance, Wolfe Hall Central Library, London "international Crier 2e z vows de's Crieurs " Battle of the Capitals World Invitational Town Crier Championships July 28 - August 6, 2012 Jr�rlrrrx Kingston Ottawa CANADA Town Crier Dave has been invited to send in an application to the selection committee to attend this global ten day event. There are only a limited number of spaces available and usually the criers from outside Canada are accepted first and then the balance of the slots are filled with criers from Canada and the host guild which in this case is Ontario. David is a life time member of the Ontario Guild of Town Criers. In the application form it asked for the name of the Mayor or in this case the Warden of the crier's appointed community. Warden Dave Mennill's name was given with a note that there is an imminent election and a new Warden will then be appointed. They may contact the Warden, the clerk administrator or their offices to verify the appointment. 8 At these competitions there is often one or more formal banquets or assemblies and frequently criers present gifts to the host Mayor or community. In this case we have more than one host. The gifts are most often inscribed books, bottles of local wine with special labels, golf umbrellas with logos, and other items that may relate to the crier's home community. Besides promoting the excellence in the ancient art of town crying the competitions are usually partnered with some special tourist events because they add colour and drama to any event therefore spouses of the town criers are expected to be in costumes that relate to the heritage and history of both their crier and their community. Jenny is currently working with Tracy Gordon to come up with some suitable attire should Dave be selected to participate in this event. Jenny & Dave are both looking forward to attend and will keep you posted as things progress. 9 REPORTS OF COUNCIL AND STAFF December 15, 2011 Staff Reports — (ATTACHED) Chief Administrative Officer — Health Recruiter Resource Position — Activity Update General Manager of Economic Development — RFP for County Websites General Manager of Economic Development — Tax Ratios Director of Homes and Seniors Services — Utilization of Web -Based Survey Tool "Survey Monkey" Director of Homes and Seniors Services — Preventative Maintenance Program for Mobility Devices Director of Engineering Services — Security Camera Upgrades Deputy Director of Engineering Services — Plank Road Slope Stabilization Director of Community and Cultural Services — Membership in Federation of Ontario Public Libraries Director of Community and Cultural Services — Library Public Internet Policy and Procedure Director of Human Resources — County of Elgin and Municipal Partners Accessibility Coordinator Manager of Information Technology — Laserfiche Upgrade Director of Financial Services — Streamlining of Accounts Payable Process Director of Financial Services — Ford Property Assessment 10 REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: December 9, 2011 SUBJECT: Health Recruiter Resource Position — Activity Update INTRODUCTION: Based on the recommendation of the Health Recruitment Partnership, Council authorized the creation of a part -time contract position known as Health Recruitment Resource to be funded within the existing budget. Accordingly Barbara Murray was retained to fulfill the position's duties. This report provides an update on the activities of the position since July 2011. DISCUSSION: Ms. Murray has been providing regular updates to the partnership over the course of her appointment. Much of her time has been spent in community outreach, with physicians, community -based health care organizations, pertinent Ministry staff and other partners. In addition, she has been active in creating a physician /health care professional data base, in researching and standardizing recruitment information and resource packages for potential candidates, and in recommending opportunities and initiatives that may benefit the partnership. Other activities include researching the costs /benefits of offering scholarships to attract physicians and organizing a "Home for the Holidays" event designed to meet and greet Elgin /St. Thomas' medical students who are home for the holiday break from university medical studies. Additionally, the position has been involved in restoring a connection with the MedQuest Camp to help encourage students to pursue a career in the medical field. Of course, the position has been assisting with inquiries from health care professionals as the partnership's primary point of contact. CONCLUSION: The health care resource position has been very busy and proven to be a valuable resource for the partnership. Further updates will be provided to council at milestone intervals. RECOMMENDATION: THAT the report titled "Health Recruiter Resource Position - Activity Update" dated December 9, 2011 be received and filed. All of which is Respectfully Submitted Mark G. McDonald Chief Administrative Officer 11 E]gt n REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager, Economic Development Katherine Thompson, Marketing and Communications Coordinator, Economic Development DATE: November 10th, 2011 SUBJECT: RFP for County Websites INTRODUCTION: Five recommendations to improve www.elgincounty.ca were presented to Management on October 13th, 2011. These recommendations included: conducting a content review, proper staff training for website updates, the appointment of a designated web administrator, increased updating flexibility, and a reorganization of the homepage. An additional report was presented to Management requesting the approval to migrate the Economic Development website www.progressivebynature.com from the Elgin County server to the Integrated Content Management System (ICMS 8.0). ICMS 8.0 automatically provides mobile and accessible versions of a website, is extremely easy to use and offers greater flexibility for adding all types of multimedia. Management decided that it was important for both www.elgincounty.ca and www.progressivebynature.com to be migrated to a content management system that offers greater flexibility and superior technological capabilities. Migrating these sites simultaneously would eliminate the concern of creating a two -tier system of Elgin County websites. The funds for this project will be contained within the existing County operating budget and will not exceed $50,000. Management requested the formation of a staff website committee to determine the direction that Elgin County should take regarding this migration, and how the main Elgin County website should be administered. DISCUSSION: Traditional methods of communication are increasingly becoming obsolete. Residents, visitors and investors are looking to the internet for their information. The website committee is in consensus that it is extremely important for Elgin County to take a proactive approach to remaining at the forefront of website technology and therefore should follow a two phase process to ensure that the website is reaching its highest potential. Phase I will include the circulation of a Request for Proposal (RFP) to migrate www.elgincounty.ca and www.progressivebynature.com to a new content management system. Phase II will involve the reorganization of information on www.elgincounty.ca's homepage to provide a more user friendly experience for visitors. The website committee also recommends that overall administration for www.elgincounty.ca fall under the portfolio of Marketing & Communications Coordinator, with direction from the website committee. 12 Phase 1: Migrating to a new content management system Migrating www.elgincounty.ca and www.progressivebynature.com to a new content management system is a complicated task with very specific requirements. For a task of this caliber it is essential that an RFP be circulated. The website committee has listed the deliverables and proponent profile requirements and has created a draft RFP for circulation (Please see Appendix A). The successful applicant of this RFP will provide the County with a content management system that offers specific deliverables including but not limited to: the creation of mobile and accessible versions of the websites, the ability to add several types of multimedia, the preference to manage templates, and is easy for staff to use. The successful applicant will also provide the County with a complete company profile, examples of its work, will remain compliant with all legislation, will keep pace with changes in technology and will provide high - quality, responsive customer service. In considering this migration, staff must nevertheless inform Council that it does come with a risk. The content would be managed using a proprietary content management system. This means that County information would be stored on a third party system and the County would not be able to migrate files to another software package without considerable effort should the agreement with the successful applicant be discontinued for any reason. Staff have measured the risks and determined that migrating County websites to a new content management system is still the best way to meet the needs of our clients. To mitigate this possibility, staff has included as a provision in the RFP that the successful applicant enter into a legal agreement with the County of Elgin that contains clear cancellation provisions, assurances of ownership of content and migration provisions. Phase 11: Reorganization of the Site A reorganization of www.elgincounty.ca's homepage will make the site easier to navigate and more user friendly. The committee recommends that the reorganization of the homepage be implemented as a Phase 11 of the project. Including a reorganization of the homepage in the original RFP will complicate the process and may be cost prohibitive. Once the new content management system is in place, this reorganization may be done internally at a lesser or no additional cost. Administration of www.elgincounty.ca The committee determined that ideally each department should retain the responsibility of performing content updates to their respective sections of the website. There are certain departments such as the Library, Archives, Economic Development, Homes and Senior Services, and Human Resources that make regular updates to their sections of the site and feel strongly about continuing these updates. The responsibility of website administration will be that of the Economic Development department with the Marketing & Communications Coordinator making updates to the sections of the website that do not fall under the jurisdiction of any particular department and implementing the strategic direction of the website as determined by the website committee. The Committee acknowledges that there are some departments that do not make regular 13 updates to their sections of the website either because content does not change often or they do not have the staff resources to perform these updates. These departments would benefit from having the Marketing & Communications Coordinator take over their updating responsibilities. The Marketing & Communications Coordinator will be responsible for corresponding with representatives from each department twice a month to ensure that departments are either updating their sections of the site, or sending the proper information to the Marketing & Communications Coordinator to perform the updates. The Marketing & Communications Coordinator will also be responsible for monitoring the site to make sure that updates follow the County's visual identity standards. If staff have problems using the content management software to update their section of the site they will first bring their problem to the Marketing & Communications Coordinator who will solve the problem or pass it on to the Information Technology department only if they are incapable of correcting the issue. The Marketing & Communications Coordinator will organize quarterly meetings with the website committee to discuss the overall direction of the website. Meetings may be required more frequently during the RFP process and the Phase 11 reorganization of the homepage. CONCLUSION: Elgin County must recognize that the internet is now the most widely used method of communication and take the necessary steps to ensure that County websites are high quality, accessible and interactive. The website committee recommends that in order to achieve these goals a two phase approach to the project is required. Phase I involves the migration of www.elgincounty.ca and www.progressivebynature.com to a content management system that is easy for staff to use, offers superior features and responds quickly to rapidly changing technologies. Phase 11 of the project will see the homepage of www.elgincounty.ca reorganized for easier navigation. Finally the committee recommends that this process and future updates to the website be overseen by the Marketing & Communications Coordinator with guidance from the website committee. RECOMMENDATION: THAT County Council direct staff to implement the recommendations pertaining to the County's website contained within the December 15th, 2011 report. Respectfully Submitted Approved for Submission 14 Alan Smith General Manager, Economic Development Mark G. McDonald Chief Administrative Officer Katherine Thompson, Marketing and Communications Coordinator THE CORPORATION OF THE COUNTY OF ELGIN FINANCIAL SERVICES DEPARTMENT December 15, 2011 County of Elgin 450 Sunset Drive, 2nd Floor, St. Thomas, On N5R 5V1 Phone: 519 631 -1460 ext. 129 Fax: 519 631 -4297 Request for Proposal "Content Management System for County Websites" PROPOSAL # DATE OF CLOSING: TIME OF CLOSING: 16 Table of Contents 1.0 Project Overview 1 1.1 Purpose 1 1.2 Background 1 1.3 Objectives 2 1.4 Deliverables 2 1.4.1 Content Management System 2 1.4.2 Migration of County Websites 3 1.4.3 Detailed Pricing Structure 3 1.4.4 Legal Agreement 3 2.0 Proposal Request: Details 3 2.1 Proponent Profile 3 2.2 Proposal Requirements 4 2.2.1 Proposal Covering & Acceptance Letter 4 2.2.2 Signing Page 4 2.2.3 Profile 4 2.2.4 Project Approach 5 2.2.5 Budget 5 3.0 Proposal Evaluation 6 4.0 Proposal Submission Requirements 6 4.1 Proposal Format & Delivery 6 4.2 Questions /Inquiries 7 4.3 Other Conditions 7 5.0 General Terms and Conditions 8 5.1 Rights of the County 8 5.2 General Notes to Proponent 9 5.3 Conflict of Interest 9 5.4 Character and Employment of Workers 10 5.5 Termination of Contract 10 5.6 Sub - Contracts 10 5.7 Insurance and Indemnification 10 5.8 County not Employer 11 5.9 Protection of County 12 5.10 Invoicing 12 5.11 Standards and Legislation: Failure to Comply 13 17 5.12 Compliance with Laws, Notices, Permits, and Fees 13 5.13 Errors and Omissions 13 5.14 Freedom of Information 13 5.15 Default by Proponent 14 Appendix A: Signing Page 15 Appendix B: Sample Proposal Covering & Acceptance Letter 16 18 County of Elgin RFP: Content Management System for County Websites 1.0 Project Overview 1.1 Purpose The County of Elgin is seeking proposals from qualified companies to provide or create a website content management system and subsequently migrate www.elgincounty.ca and www.progressivebynature.com to this content management system. A successful applicant will provide a content management system that meets all the requirements laid out in this Request for Proposal. The purpose of this undertaking is to provide Elgin County staff with a website content management system that is easy to use and offers all of the features required to position The County of Elgin's websites at the forefront of technology. The ultimate goal of this project is to ensure that all of Elgin County's websites are compatible with mobile devices, accessible, user friendly and interactive. 1.2 Background The County of Elgin is situated in the heart of southwestern Ontario along the north shore of Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural zone complemented by industry. The County is an upper -tier municipality comprised of seven local municipalities covering an area of 460,000 acres, with a population of approximately 46,000 people. In 2007, the County's Economic Development department developed and implemented the County's "Progressive By Nature" branding. In 2008 the County's economic development website www.progressivebynature.com was developed and the County's main website www.elgincounty.ca was re- developed. Both of these websites were designed to reinforce the County's new branding. Prior to 2008, the County of Elgin managed its website using a proprietary CMS called Docket. In 2008 the decision was made to discontinue the use of Docket and migrate the website to Adobe Contribute and Contribute Publishing Server to create and edit web content. However, staff have found the Adobe Contribute system inflexible, difficult to use and its features do not offer the functionality that is required to produce new and innovative web content. As County residents increasingly are turning to the internet for their information needs instead of traditional information sources. Technology has rapidly changed over the past several years with the introduction of social media, new and advanced multimedia and mobile technology. There are also new regulations requiring public sector websites to meet certain accessibility standards. Elgin County must keep pace with this rapidly changing atmosphere. A new content 1 19 County of Elgin RFP: Content Management System for County Websites management system will allow staff to easily manage County websites and ensure that they contain relevant up to date information. This new content management system will also allow County websites to be compatible with mobile devices, accessible and offer an interactive experience to Elgin's residents, visitors and potential business investors. 1.3 Objectives The objectives of the website migration project are: 1. Provide the County with a content management system that is easy to use and meets all the requirements contained within this Request for Proposal. 2. Both www.elgincounty.ca and www.progressivebynature.com will be migrated in their entirety to this new content management system. 1.4 Deliverables The project deliverables defined below are the minimum requirements for the completion of the project. Should proponents feel that it is desirable to produce additional deliverables these should be described explicitly in the proposal. 1.4.1 Content Management System The applicant will provide the County of Elgin with a content management system that: • provides core functions such as creating, deleting, editing and organizing pages • is reasonably easy to use for those with limited technological training • generates a mobile - friendly version when accessed by a mobile device. The mobile site should pull shared content from a single source and not need to be updated separately • creates an accessible version of the websites and complies with W3C Accessibility Guidelines and pending requirements under the Accessibility for Ontarians with Disabilities Act (AODA) • includes the option for County staff to modify code, scripts and styles when necessary • includes text editing features (spell check, copy, paste, bold, italics, underline, bulleted lists, right, left and centre justify) • includes code - generating features to assist with the creation and addition of tables, links, images, etc • includes the capability to add and /or embed various types of multimedia (images, videos, PDF Documents, Flash, PowerPoint Presentations) • includes the ability for County staff to create /manage page templates when necessary 2 20 County of Elgin RFP: Content Management System for County Websites • includes the option to set expiry parameters on individual pages • includes the option to access the web server using an alternate web authoring tool as needed (e.g. Dreamweaver) • offers users the ability to search the site • is compatible with the County's publicly - accessible information management systems (e.g. LaserFiche; Inmagic) • includes interactive tools that can be used to gather feedback and communicate with stakeholders (e.g. forms, feeds) • supports plug -ins and code from 3rd party authors (e.g. Twitter, news feeds) • includes a user - management tool to assign a range of read /write privileges to staff with a variety of skills and experience • provides the ability to revert to a previous version • offers multiple web site support • is flexible and configurable by the user to make customizations without additional costly programming • may be accessed remotely through a secure web interface • includes global change capabilities to identify repeat content and offer the option to automatically update the text everywhere else it appears • Regular back -up and retention of website information according to the County's records retention policy 1.4.2 Migration of County Websites The applicant will migrate the design and content of www.elgincounty.ca, www.progressivebynature.com and www.duttondunwich.on.ca to the new content management system. 1.4.3 Detailed Pricing Structure The applicant will provide The County of Elgin with a detailed pricing structure that includes: • a separate cost breakdown of the migration costs for www.elgincounty.ca, www.progressivebynature.com and www.duttondunwich.on.ca • a complete cost breakdown of items and activities that are required to complete the project • an itemized breakdown of monthly service fees • a list of proprietary features and functions of the CMS to which County staff would not have access and a pricing structure that identifies potential costs if changes are needed in these areas 1.4.4 Legal Agreement The successful applicant will enter into a legal agreement with The County of Elgin that contains but is not limited to: clear cancellation provisions, assurances 3 21 County of Elgin RFP: Content Management System for County Websites of ownership of content and migration provisions in the event that the County decides to discontinue the use the applicant's website content management system in the future. 2.0 Proposal Request: Details 2.1 Proponent Profile To fulfil the expectations and provide the services described in this RFP, Proponents must: • Have a thorough knowledge of website content management systems and how they operate. • Have experience with creating content management systems and websites, or similar projects, and a record of working with government or municipalities to complete projects. Preference will be given to companies with a history of successful projects in southwestern Ontario. • Have knowledge of existing W3C Accessibility Guidelines and remain compliant with web accessibility requirements under the Accessibility for Ontarians with Disabilities Act (AODA). • Demonstrate impeccable up -time performance and the ability to meet industry standards for security, back -up and data recovery. • Be able to keep pace with rapidly changing technology. • Provide training and timely, reliable service support. 2.2 Proposal Requirements Seven copies of the Proponent's submission and one electronic copy shall be submitted by date. Submitted proposals in response to this RFP shall be no more thanl5 pages and shall include as a minimum, not including appendixes: 2.2.1 Proposal Covering & Acceptance Letter A person authorized to sign on behalf of the Proponent will sign this and to bind the Proponent to statements made in response to this RFP. See sample in Appendix B. 4 22 County of Elgin RFP: Content Management System for County Websites 2.2.2 Signing Page See Appendix A 2.2.3 Profile Proponents must provide a profile of the organization /individuals working on the project. This includes: • The name of the organization taking legal responsibility for the project and legal agreement. Provide the registered name of business and incorporation number, if applicable. Include a brief description of the Proponent's corporate history, identification of main business fields, ownership structure, management structure, legal and financial representation. Proponents must include a company profile, corporate brochure or recent annual statement in the Appendices. • Provide a complete listing of other proposed team members, their qualifications, and their specific involvement in the proposed contract. This applies to ALL project members, in -house as well as sub - contractors. The Proponent should indicate the process that will be followed for changing or adding key personnel or business partners to the project. • Identify the main contact person to liaison with the County's Marketing & Communications Coordinator and provide an outline of the management hierarchy. If more than one organization will work on the contract, identify the lead organization /person. • A summary of why the respondents believe her /his firm is qualified to undertake the project as described in this RFP. This should also include evidence of previous experience in the website content management system, and website creation fields. Any references to previous work must directly relate to the individuals who will work on this study. Provide a minimum of three client references, a brief description of the role fulfilled, and the results achieved. • The project as envisioned by the County of Elgin will run for approximately # months. Payment for services rendered will be based on results achieved and measured at pre- defined time periods. Final payment will not be made to the company until completion of the project. Request for up front payments will not be entertained. Consequently, evidence must be provided to demonstrate the financial viability and capability of the Proponent to carry out the project. In this regard, please provide the most current audited company financial statement(s) for the past year, or the most recent interim financial statement(s) where audited statements are not available; or any other 5 23 County of Elgin RFP: Content Management System for County Websites financial information demonstrating sufficient evidence of financial stability and financial strength. 2.2.4 Project Approach Respondents to this RFP should demonstrate a clear understanding of the assignment including but not limited to: • the provision of a concise work plan that is consistent with the project as described in this RFP. The work plan should include a description of the Proponents methodology and tactics. • a proposed timetable to undertake each of the activities proposed leading up to the completion date. This will include, but not be limited to: the start and finish times for each activity, specific costs for each activity, the name of the persons who would be responsible for overseeing each activity, and the deliverables associated with each activity. • their perceptions of the major obstacles, risks, and other factors that will affect the success of this project, and indicate how they plan to overcome these challenges. The key factors for measuring progress and success should be identified. 2.2.5 Budget Consultants must clearly indicate the total project costs, with related taxes stated separately. As a minimum this should include: • a complete cost breakdown by item or activities that are required to complete the project. • billing rates for key personnel involved in the assignment • a proposed payment schedule 3.0 Proposal Evaluation The County's Website Committee will evaluate the proposals. The criteria outlined below will be used as the basis to compare proposals. The Website Committee retains the option to evaluate proposals based on other criteria or considerations that may emerge as the RFP and proposal process proceeds. Submitted proposals will be evaluated against criteria that will include: 6 24 County of Elgin RFP: Content Management System for County Websites • Creative and innovative approach to the project (15 %) • Team experience, qualifications, and successful completion of similar projects (20 %) • Company profile (15 %) • Demonstrated understanding of the project (15 %) • Personal suitability and fit (10 %) • Completeness /thoroughness of proposal, ability to meet project specifications (15 %) • Fee structure and timeframe to complete the project (10 %) As part of the selection process, the County's Website Committee may require that finalized company /companies attend an interview on Date hosted by the Website Committee. The key personnel with direct and primary responsibility for managing the project and ensuring client satisfaction must make the presentation. Proponents will be advised by the 4.0 Proposal Submission Requirements 4.1 Proposal Format & Delivery A total of seven (7) hard copies and one (1) electronic copy (compatible with Microsoft Office) shall be delivered to: Attention: Sonia Beavers, Purchasing Co- Ordinator County of Elgin, 450 Sunset Drive 2nd Floor, Financial Services Department St. Thomas, Ontario N5R 5V1 The time stamp in Financial Services Department is the official time for the deadline for submission. No other clock or source of time will be recognized when considering the submission date and time of bids to Financial Services. Proposals must be received no later than 3:00 p.m. on month day, 2011. Proposals received at 3:00 p.m. as shown on the time stamp in the Financial Services Department are "on time" and will be accepted. Proposals received at 3:01 p.m. or later, as shown on the time stamp in the Financial Services Department will be considered late, will be rejected and returned unopened to the respective Proponent. All submittals shall be clearly marked: "County of Elgin Content Management System" 7 25 County of Elgin RFP: Content Management System for County Websites Proposals shall be officially opened after closing time. Only the names of those Proponents submitting a Proposal will be read out at the Public Proposal Opening. No prices are to be read out, however, only once the award is made and approved by Council, the report recommending such award shall be a matter of public record, unless otherwise determined by Council. A Proponent may request that their Proposal be withdrawn. Withdrawal shall only be allowed if the Proponent makes the request in writing and the request is delivered to the Purchasing Co- Ordinator before the Proposal closing time. Proposals confirmed as withdrawn shall be returned unopened to the Proponent. The withdrawal of a Proposal does not disqualify a Proponent from submitting another Proposal prior to the closing time. 4.2 Questions /Inquires Inquiries regarding the Proposal Process or format of the response must be directed, in writing to Sonia Beavers, Purchasing Co- Ordinator, County of Elgin by facsimile at (519) 631 -4297 or e -mail sbeavers @elgin - county.on.ca. All clarification requests are to be sent in writing to the individual mentioned above. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Inquiries must not be directed to other County employees or elected officials. Directing inquiries to other than Financial Services may result in your submission being rejected 4.3. Other Conditions Proponents should also be aware of the following conditions when submitting proposals: • Submissions of a Proposal indicate acceptance by the Proponent of all of the conditions contained in this Request for Proposal unless clearly and specifically noted in the proposal submitted and confirmed in the formal contract between the County and the Proponent. • Proposals are subject to a formal contract being negotiated, prepared and executed. The County reserves the right to negotiate the terms and conditions of the contract. • All submissions shall become the property of the Corporation of the County of Elgin. • The lowest or any submission will not necessarily be accepted 8 26 County of Elgin RFP: Content Management System for County Websites • The successful Proponent will begin work as soon as possible after notification of the award of this project, and by no later than Date. It is anticipated that the successful bidder will be notified by Date. The project must be completed by Date. 5.0 General Terms and Conditions 5.1 Rights Of the County a) The Corporation of the County of Elgin is not liable for any costs incurred by the Proponent in the preparation of their response to the Request for Proposal or selection interviews, if required. Furthermore, the Corporation of the County of Elgin shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by reason of the acceptance, or non - acceptance by the Corporation of the County of Elgin of any bid or by reason of any delay in the award of the contract. b) The lowest submission will not necessarily be accepted and the County reserves the right to accept /reject any or all responses and /or reissues the Request for Proposal in its original or revised form. c) The Corporation of the County of Elgin reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the Request for Proposal. d) The Corporation of the County of Elgin reserves the right to substitute components where the County considers that an alternative may be more suitable. e) The County of Elgin reserves the right to modify any and all requirements stated in the Request for Proposal at anytime prior to the possible awarding of the contract. f) The Corporation of the County of Elgin reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the Corporation of the County of Elgin. This Request for Proposal should not be considered a commitment by the Corporation of the County of Elgin to enter into any contract. g) The Corporation of the County of Elgin reserves the right to enter into negotiations with the selected Proponent. If these negotiations are not 9 27 County of Elgin RFP: Content Management System for County Websites successfully concluded, the Corporation of the County of Elgin reserves the right to begin negotiations with the next selected Proponent. h) Proposals shall remain open and subject to acceptance for a period of ninety days (90) days from closing date. i) In the event of any disagreement between the Corporation of the County of Elgin and the Proponent regarding the interpretation of the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in that capacity, shall make the final determination as to interpretation. 5.2 General Notes To Proponent a) The Proponent is not to act on verbal instruction from the County on work they consider to be extra to their contract scope. Extra work can only be authorized by the County and in a written format only. The written form must also include that this work is an extra to the contract scope and the method by which extra costs will be tabulated. b) This Proposal is made by the Proponent without any connection, knowledge, and comparison of figures or arrangement with any other person or persons submitting a Proposal for the same services, and is in all respects fair and without collusion or fraud. 5.3 Conflict Of Interest a) Each Proponent shall include a statement indicating whether or not the firm or any individuals working on the contract has a possible conflict of interest (e.g. employed by the County of Elgin) and, if so, the nature of that conflict. The County reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the Proponent. The County's determination regarding any questions of conflict of interest shall be final. 5.4 Character And Employment Of Workers a) The successful Proponent shall employ only orderly, competent and skilful employees to ensure that the services are carried out in a respectful manner. b) In the event that any person employed by the successful Proponent in connection with the service arising out of this Proposal gives, in the opinion of the County of Elgin just cause for complaint, the successful Proponent upon notification by the County in writing, shall not permit such person to continue in any future service arising out of this Proposal. 10 28 County of Elgin RFP: Content Management System for County Websites 5.5 Termination of Contract a) Either party may terminate this agreement at any time upon giving notice in writing at least thirty days prior to the date of termination without penalty or recourse. In the event of such termination, the Proponent shall be paid for services up to and including the date of termination. 5.6 Sub - Contracts a) No subcontracts or collateral agreements shall be permitted with respect to the work of this Proposal, except with the Corporation's express written consent and, in advance of commencement of subcontractor activities. b) Failure to obtain this consent may result in cancellation of the contract with the successful Proponent. 5.7 Insurance and Indemnification a) The successful Proponent shall at its own expense obtain and maintain until the termination of the contract and provide the Corporation of the County of Elgin with evidence of: - Professional Liability Insurance on an occurrence basis for an amount not less than Two Million, ($2,000,000) dollars, AND Professional Errors and Omissions on an occurrence basis for an amount not less than Two Million ($2,000,000) dollars and shall include the Corporation of the County of Elgin as an additional insured with respect to the Proponent's operations, acts and omissions relating to its obligations under this Agreement, such policy to include non -owned automobile liability, personal injury, broad from property damage, contractual liability, owners' and proponents' protective products and completed operations, contingent employers liability, cross liability and severability of interest clauses. - Automobile Liability on all vehicles owned, operated or licensed in the name of the Proponent in the amount of not less than one million ($1,000,000) dollars on an occurrence basis. - The policies shown above will not be cancelled or permitted to lapse unless the insurer notifies the Corporation of the County of Elgin in writing at least thirty (30) days prior to the effective date of cancellation or expiry. 11 29 County of Elgin RFP: Content Management System for County Websites b) The Corporation of the County of Elgin reserves the right to request such higher limits of insurance or other types of policies appropriate to the work, as the Corporation of the County of Elgin may reasonably require. c) The successful Proponent shall not commence work until such time as the required evidence of insurance has been filed with and approved by the Corporation of the County of Elgin. The successful Proponent shall further provide that evidence of the continuance of said insurance is filed at each policy renewal date for the duration of the contract. d) The successful Proponent shall indemnify and hold the Corporation of the County of Elgin harmless from and against all liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether willful or otherwise by the Proponent, its agents, officers, employees or other persons for whom the Proponent is legally responsible. 5.8 County Not Employer a) The Proponent agrees that the Corporation of the County of Elgin is not to be understood as the employer to any successful proponent nor to such proponent's personnel or staff for any work, services, or supply of any products or materials that may be awarded as a result of this bid document. Also, in accordance with the Occupational Health and Safety Act, the successful Proponent herewith agrees to be the "constructor" as defined under this act. 5.9 Protection of County a) The successful Proponent shall at all times well and truly save, defend, keep harmless and fully Indemnify the County of Elgin and its servants, employees and agents, from and against all actions, suits, claims, demands, loss, costs, charges, damages and expense, brought or made against or incurred by the County, its servants, employees or agents, in any way relating to goods, materials, articles or equipment, supplied or the supplying thereof, or work or services performed, or the performing thereof, pursuant to this Proposal or relating to inventions, copyrights, trade marks or patents, or rights thereto, used in supplying such goods, materials, articles, equipment, or in performing such work or services or arising out of the subsequent use or operation of such goods, materials, articles, equipment or work. b) If the County receives a claim that any product or part thereof (herein called the "product ") manufactured or supplied by the Proponent infringes a Canadian patent, it shall notify the Proponent promptly in writing and give the Proponent information, assistance and exclusive authority to evaluate, defend 12 30 County of Elgin RFP: Content Management System for County Websites and settle such claim. The Proponent shall then at the Proponent's own expense and option (1) settle such claim or (2) procure for the County the right to use such product as is (3) replace or modify it to avoid infringement, or (4) defend against such claims. 5.10 Invoicing a) The normal payment terms offered by the Corporation of the County of Elgin are net 30 days. Payment terms shall only be modified at the sole discretion of the County to take advantage of the discounts for prompt payment or for other terms that shall be deemed to be in the best interests of the County. b) The Proponent agrees that the County shall be entitled to the discount stated herein if payment of invoices for the goods, materials, articles or equipment, work or services, specified or called for in or under this Proposal, is made within the period specified herein after acceptance or satisfactory completion thereof, as the case may be, and the receipt by the County of the invoice therefore. c) We are requesting firm pricing for the term of the contract. Price changes caused by Government Tax Legislation will be accepted, but these changes must be submitted in writing and accepted by the County of Elgin prior to being invoiced. No other price changes will be accepted. All prices quoted shall be in Canadian funds. 5.11 Standards and Legislation: Failure to Comply a) The successful Proponent may be required to provide written documentation that all material proposed meet Municipal, Provincial and Federal Government standards, legislation and laws. Also, the successful Proponent must comply with all laws, legislation, regulations, and provisions of the Federal, Provincial, municipal Governments or any governmental agency as they pertain to the work described herein. Failure by the successful Proponent to comply with these laws, legislation, regulations and provisions shall be just cause for the County at its discretion to stop performance of this contract, until such times as the successful Proponent complies with these laws, etc. Also the County may at its discretion award the contract to any other proponent or may re -issue the Proposal. The County may assess against the successful Proponent any damages whatsoever as a result of failure to comply. 5.12 Compliance with Laws, Notices, Permits and Fees 13 31 County of Elgin RFP: Content Management System for County Websites a) The successful Proponent shall comply with all Federal, Provincial and Municipal Laws, statues, regulations and by -laws, relevant to this Proposal. b) The successful Proponent shall obtain the necessary permits, licenses and certificates and pay the fees required for the performance of the work which are in force at the date of the Proposal closing. c) The successful Proponent shall give the required notices and comply with the laws, ordinances, rules, regulations, codes and orders of the authorities having jurisdiction which are or become in force during the performance of the work. 5.13 Errors and Omissions a) The Corporation shall not be held liable for any errors or omissions in any part of this RFP. While the Corporation of the County of Elgin has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained in this Proposal is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Corporation nor is it necessarily comprehensive or exhaustive. Nothing in the Proposal is intended to relieve the Proponents from forming their own opinions and conclusions with respect to the matters addressed in the Request for Proposal. 5.14 Freedom of Information a) All information obtained relative to this Request for Proposal is the property of the Corporation of the County of Elgin. All written Proposals received by the County of Elgin become a public record. Once a Proposal is accepted by the Corporation of the County of Elgin, and a contract is signed, all information contained in them is available to the public, including personal information. b) Submissions of Bids as a result of this Proposal are in accordance with the Municipal Freedom of Information and Protection of Privacy Act ( MFIPPA). c) Release of information contained in the Proposal may be requested by anyone under the MFIPPA unless they contain either a trade secret or information that if disclosed would result in harm to the Proponent. This would include scientific, technical, financial or labour relations information. d) All requests for information must be made in writing and submitted to the County of Elgin's Chief Administrative Officer. e) In addition, certain contractual information must be disclosed to Council, and accordingly may become part of the public record. 14 32 County of Elgin RFP: Content Management System for County Websites f) Proponents may mark any part of their submission as confidential except the Total Contract Price and their name. A watermark or rubber stamp imprint is suitable for this purpose. The County will use its best efforts not to disclose any information so marked, but shall not be liable to a Proponent where information is disclosed by virtue of an order of the Privacy Commissioner or otherwise as required by law. 5.15 Default by Proponent a) If the Company commits any act of bankruptcy; or if a receiver is appointed on account of its insolvency or in respect of any of its property; or if the Company makes a general assignment for the benefit of its creditors; then, in any such case, the County may, without notice; terminate the Contract. b) Any termination of the Contract the County as aforesaid shall be without prejudice to any other rights or remedies the County may have. 15 33 County of Elgin RFP: Content Management System for County Websites Appendix A: Signing Page (to be returned with proposal) The Corporation of the County of Elgin Contract #6090 -280- 07 Request for Proposal I /We the undersigned authorized signing officer of the Proponent, HEREBY DECLARE that no person, firm or Corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in the Proposal. I /We further declare that all statements, schedules and other information provided in this Proposal are true, complete and accurate in all respects to the best knowledge and belief of the Proponent. I /We declare that this Proposal is made without connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a Proposal and is in all respects fair and without collusion for fraud. I /We further declare that no employee of the Corporation of the County of Elgin is or will become interested, directly or indirectly as a contracting party or otherwise in the supplies, work or business to which it relates or in any portion of the profits thereof, or in any such supplies to be therein or in any of the monies to be derived there from. I /We further declare that the undersigned is empowered by the Proponent to negotiate all matters with the Corporation of the County of Elgin's representatives, relative to this Proposal. I /We further declare that the agent listed below is hereby authorized by the Proponent to submit this Proposal and is authorized to negotiate on behalf of the Proponent. Company Name: Please Print Name of Person Completing this Form: Please Print Address: Full Mailing Address Postal Code: Phone: Fax: Email: Signature: Title: Date: Please Print NOTE: Failure to sign and return this page will result in non - acceptance of this Proposal. 16 34 County of Elgin RFP: Content Management System for County Websites Appendix B: Sample Proposal Covering & Acceptance Letter Letterhead or Proponent's name and address Date Dear Sir /Madam Subject: Request for Proposal name The enclosed proposal is submitted in response to the above - referenced Request for Proposal. Through submission of this proposal we agree to all of the terms and conditions of the Request for Proposal. We have carefully read and examined the Request for Proposal and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations made in this proposal and to any agreement resulting from the proposal. Furthermore, if awarded the Contract, we will agree and adhere to the following: a) That submission of a proposal indicates acceptance by the Respondent of the conditions contained in the RFP, unless clearly and specifically noted in the proposal submitted and confirmed in a subsequent contract between the County of Elgin and the consultant(s) selected. b) That the Proponent acknowledges and agrees that the findings and finished materials provided under the terms of the Contract have been specially ordered or commissioned as work - made - for -hire for use by the County of Elgin's Economic Development Office and that the County of Elgin shall own the right, title and interest thereto. c) That the Proponent agrees that the County of Elgin has unlimited use of the materials and ideas generated by the Proponent through the course of the project. d) That the materials or information developed by the Proponent and /or its employees and /or agents will not be designed in such a way as to bind the County of Elgin to the Proponent either directly or indirectly for the supply of future materials or services. e) That, upon termination of the Contract, the Contractor will deliver to the County's Economic Development Office all copies of available working papers, files, and other documentation in its possession and which are 17 35 County of Elgin RFP: Content Management System for County Websites applicable to this agreement, and return to the County all files and other materials belonging to the County together with all copies thereof, wherever located without demand or notice. f) That the proposal and all prices contained within are valid for one hundred eighty (180) days from the RFP closing date. Yours truly Signature Name: Title: Legal name of Proponent: Date: 18 36 E]gt n REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager, Economic Development Jim Bundschuh, Director of Financial Services and Information Technology DATE: November 28th, 2011 SUBJECT: Tax Ratios INTRODUCTION: The primary objective of the County's Economic Development Department is the creation of an environment that supports growth of the economy for local residents and businesses. Meeting this objective requires undertaking programs and strategies that will enable Elgin to build on its competitive advantages making Elgin investment ready. There are many components that a community must consider when trying to maximize their competitive advantages in order to attract new investment and for existing business to expand, one of these components is the level of taxation. In 1998, the Fair Municipal Finance Act (Bill 79) provided municipalities with a limited authority to establish tax ratios for each property class. As requested by County Council, this report reviews Elgin's current tax ratios. Furthermore, the usefulness of adjusting these rates for industrial and commercial properties to enhance Elgin's competitive advantage is also analyzed. DISCUSSION: The following are definitions that will be useful for reading this report; Tax Ratios Define each property class' rate of taxation in relation to the rate of the residential property class Residential Rate The tax ratio for the residential class is set by the Province at 1.00 Relative Burdens The different relative burdens are reflected in the tax ratios. For example, an industrial property with a tax ratio of 2 would pay twice the amount of municipal tax as a similarly valued residential property. These relative burdens are used to calculate the municipal tax rate of each property class in relation to the residential class. Range of Fairness The Range of Fairness represents what the Province determines as a fair level of taxation for various types of properties compared to the tax burden on the Residential class. 37 Threshold Ratios Threshold ratios define the average relative municipal tax for each property class in relation to the Residential /Farm class across the Province According to legislation, the Continued Protection for Property Taxpayers Act, 2000; municipalities are not permitted to apply municipal levy increases on the commercial, industrial or multi - residential classes if the tax ratios for those classes exceed the prescribed threshold ratios. In other words, this legislation prohibits municipalities from levying municipal tax increases on commercial, industrial, and multi - residential property classes if their respective tax burdens are above the provincial class average. The Province has set these threshold ratios for each of the three classes of properties so that municipalities will know whether they are subject to the levy restrictions. Elgin County is currently below the Threshold Ratios: Property Class Threshold Ratios Elgin County Commercial 1.98 1.39 Industrial 2.63 2.52 Appendix 1 compares Elgin with the counties of Oxford, Middlesex, and Northumberland with varying results. Only Middlesex has a lower ratio than Elgin in the Industrial Occupied class. Municipalities can use tax ratios to reflect their competitive position. For instance, some believe that lowering taxes (ratios) on industrial or commercial properties will attract investment /business to their respective communities. In order to attract investment municipalities must remain competitive both locally and globally and be investment ready. There are many different components to having a community being competitive or investment ready. Having the appropriate level of taxation is just one of those components in addition to, having vacant serviced land, a skilled workforce, a modern transportation system, location to markets, and the appropriate infrastructure to meet the needs of business. Recently there has been a shift to a more knowledge based economy where quality of place is becoming a deciding factor when choosing to locate business operations, as outlined in the County's Economic Development Strategy and Action plan 2011 -2014. Any reduction in commercial, industrial, or multi - residential rates would directly impact the residential rate. Appendix 2 depicts the scenario of lowering Elgin's tax ratios for commercial and industrial classifications to the lowest levels indicated in Appendix 1. The change in ratios would result in a $673, 542 loss in tax revenue to the County. In the short term, an incremental 2.8% tax increase would be required to stay levy neutral. This would be on top of any expected increase in the tax level. In the long run, the reduced ratios would have to attract approximately $83 million in new business assessment to break even — a 32% increase. 38 To attract this level of new assessment requires available serviced land to meet that figure. This is a challenge as the County is not well positioned for large scale industry attraction efforts. The County neither owns nor controls the designation or servicing of industrial land. That responsibility rests with the lower tiers and that of private enterprise. Currently, the County is working on an Employment Lands Strategy in order to gain an appreciation of vacant lands and associated servicing and demand. At present the only municipal owned serviced lands for sale is located in the Aylmer Business Park — approximately 20 acres. If those lands were to be fully developed, there is a possibility of reaching $50 million in assessment. Furthermore, if those reductions in tax ratios were to be implemented and the required tax assessment obtained, an assessed business of $250,000 would likely see a reduction in its tax bill of approximately $1000 per year. The minimal tax savings would only be a component in determining a business locating to Elgin County. CONCLUSION: If Elgin County were to reduce the tax ratios for commercial and industrial classifications, attracting the appropriate amount of assessment would be difficult thus resulting in a tax increase to residential use. Traditionally economic development focused on the attraction of new industries and jobs to an area. These strategies were particularly successful when a municipality could make the case for cost effective, available serviced land and a skilled workforce with which to attract investment. The new economy is based more on knowledge and creativity than on production and distribution. While the old economy focused on what people made, the new economy focuses on what people do and create. The County of Elgin is not well positioned for large scale industry attraction efforts. While the County benefits from its proximity to Highway 401, it neither owns nor controls the designation and servicing of industrial land. The County is building a strong competitive advantage based on its brand and marketing of quality of place characteristics. It is these attributes that appeal to the type of investment that Elgin County is trying to grow in the new economy. Although important, taxation levels are becoming less of a priority when a business is deciding to expand or locate its business operations. The Elgin model puts people first by ensuring a high quality of place and ongoing opportunity to innovate, invest and nurture the progressive nature of the County. Given that Elgin's tax ratios for commercial and industrial classifications are below the Threshold amounts, are relatively competitive, and the restrictions on the amount of current available municipality owned services land that would be necessary to meet the increase in assessment as described in Appendix two of this report, staff are recommending that the tax ratios remain unchanged. 39 RECOMMENDATION: THAT County Council maintain the current level of tax ratios for Commercial and Industrial classifications as described in the November 28th report. Respectfully Submitted Approved for Submission Alan Smith General Manager, Economic Development Mark G. McDonald Chief Administrative Officer Jim Bundschuh Director, Financial Services and Information Technology 40 Appendix One Tax Ratios: A Com Tax Ratios Compared to Elgin County Northumberland O O O O O O 0 CO N O O CO (A N N N N- N- 0 0 N (O CO CO CO O 0 () CO O 0 I. () Cr) (fl N 0 CO CO 0) () Cr) LO O O O O O O O O O O O O O O O O W N -0 2 O co co co 0 0 0 N. O,- I� 00 O (A O Cf) M 0 0 0 0 C() I,- O 00 O (A M— co 0 0 CO CO '-'- 0 0 0 0 0 0 0 co O O O O O O O O -0 i O X O O 0 O O O O O O O 0 0 N N (A CO Cr) N O O () If) 0) CO N- O () 00 O O CO () - CO CO N O Cr) N O O O () CO N C0 O M,- N ,- ,- O O O O O O 0 O O O O O O 0 O O O Northumberland O 00 0) O () (A 0 0 O Cf) Cf) O O N Cf) 0) Cr) O O CD O C0 (A O ( ) N (O 00 () ( ) O 1"-- CO CO 0) () 0 00 (A N- CD O 0 O LO N CD O 0 O LO N X N CO D -0 2 O 00 00 O 0) 0) O (O CO O O O co O I� r r r 00 N O 00 O N- 0) N- O Cr) Cf ) co I� r r CO CO 0) O O c C 0) CD CD 0 0 Cf) O O Cf) Cf) Cf) O N N r 0 0 0 44- X O O - - O O O O O CO 0 0 N- O O O I'• 0) N O 0) CD O) N() 0) CO N Cr) CO .- N 0) 0) 0) O I� 0) O) 0) 0) (3) 'I- 0) 0) N O (O I� N 0) O) N 0) C() N O O O O l() N 0 O O O O l() N 0 Tax Rati D 0) W O 0 0 O O O 0 0 00 (fl C() I� Cr) Cr) CO N 0 CO (fl .- N 0 If) N N N 0 CO CD N .- 0 0 00 I. N- O CO CO CO N 0 0 0 0 0 0 (fl O O O O CO CO N N 0 0 (n (n CO U Residential Multi- Residential Commercial - Occupied Commercial - Excess Land/Vacant Industrial - Occupied Industrial - Excess Land/Vacant Large Industrial - Occupied Large Industrial - Excess Land /Vacant Pipelines Farmland Managed Forests A Reduction in Tax Ratios for Commercial and Industrial Classifications Weighted Assessment Proposed 200,021,466 5,093,506 78,529,355 2,866,847 78,453,060 4,571,662 369,535,895 O N CO O N CO Current 286,099,856 7,285,475 100,129,487 3,655,396 84,472,798 4,922,448 486,565,459 117,029,564 673,542 2.8% 82,686,783 Proposed 1.144898 0.801415 1.745097 1.134301 2.6299991 1.709527 Tax Ratio Current 1.6376 1.1463 2.2251 1.4463 2.8318 1.8407 Assessment Current 174,706,800 6,355,644 44,999,994 2,527,412 29,830,0721 2,674,226 261, 094,148 N N R U Commercial - Occupied Commercial - Vacant Land Industrial - Occupied Industrial - Vacant Land Large Industrial - Occupied I rge Industrial - Vacant Loss in Weighted Assessment Lost Tax Revenue Incremental Tax Increase to Maintain Total Levy Incremental Business Assessment to Maintain Total Levy N V REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director Homes & Senior Services DATE: November 29, 2011 SUBJECT: Utilization of Web -Based Survey Tool "Survey Monkey" INTRODUCTION: The County of Homes and Senior Services, in alignment with the Ministry of Health and Long Term Care regulations under the Long Term Care Act 2007, is required to attain feedback from residents, family members and staff to ensure customer satisfaction and continuous quality improvement remains at the forefront of service delivery. Utilization of the web -based program www.surveymonkey would tap in to an already existing user friendly data collection and management system. DISCUSSION: The County of Elgin Homes and Senior Services are required to ensure all residents, family and staff members have an opportunity to provide feedback related to their experience within the Homes, to ensure our current practices align with the needs and preferences of the customers we serve. It remains a challenge to procure such feedback, as historically the hardcopy return rate of surveys via mail or collection is low, in most instances. To ensure the greatest return rate and in turn have a greater understanding of areas for improvement as well as areas of excellence in service provision, it is paramount that we access alternate means of data collection. The web is quickly becoming the preferred method of communication for many individuals and has the ability to afford quick simplified access to information as well as feedback. The Homes currently house five resident access computers with multiple daily resident users. The County of Elgin Homes currently utilize ipads as well as three laptop computers which afford staff the ability to assist residents with online questionnaires. Many family members and staff have personal computers; family members in particular may live at a distance and would prefer web based methods of communication. Web -based survey programs could be used in the collection of information related to; resident and family satisfaction, staff satisfaction, volunteer services, process management and quality improvement. Other departments will have the ability to access the program as well, i.e., Cultural and Community Services as the capacity of the program allows for the development of multiple surveys. 43 The www.surveymonkey.com is a web -based survey creation, management and analyzation program. The program offers numerous membership levels which offer a variety of features. The County of Elgin Homes and Services request the purchase of the "Gold" www.surveymonkey.com package at a cost of $348.00 annually. Fee for program use would be absorbed within the County of Elgin Homes and Senior Services administration services budget lines between the three homes and not be an added cost to the 2012 budget. The key features included in the "Gold" www.surveymonkey package are: unlimited questions, unlimited responses, and custom redirect after survey completion. Advanced logic features include random assignment for A/B testing, question and answer piping, question randomization or flipping, text analysis for open responses as well as SPSS integration. The tool supports 51 survey templates, 15 types of questions all languages supported (Unicode), page logic, question logic, customized themes, survey completion progress bar, auto page numbering, 15 pre -set visual themes, fully accessible and 508 compliant custom redirect upon survey completion, custom thank you page, printable PDF version as well as the ability to brand the survey with your logo. Surveys can be sent out via weblink, e -mail and twitter. Survey Monkey offers 24 -hour customer support as well as e -mail response time of two hours or less. CONCLUSION: Utilization of a user - friendly, accessible web -based survey creation, management and analyzation program would increase survey response numbers and allow for an accurate picture of customer satisfaction, areas for improvement and excellence as well as ensure compliance with the Ministry of Health and Long Term Care Act 2007. The Survey Monkey program also has large enough capacity that other County departments could benefit from it's application i.e., Cultural and Community Services. The creation and utilization of surveys via the web -based program www.surveymonkey.com would serve to enhance the "Progressive by Nature" brand as well as increase user access to the County of Elgin Homes and Senior Services and County of Elgin websites. Information gleaned from survey results would further the County of Elgin's corporate goals to nurture and support dignified long -term care, to be recognized as a desired employer as well as to recognize and seize opportunities for improvement which support the Homes' Mission, Vision and Values associated with "Resident's First ". RECOMMENDATION: THAT, the report titled "Utilization of Web -Based Survey Tool, Survey Monkey" dated November 29, 2011 be received and filed. All of which is Respectfully Submitted Approved for Submission 44 Rhonda L. Duffy Mark G. McDonald Director Homes & Senior Services Chief Administrative Officer ntry- REPORT TO COUNTY COUNCIL FROM: Rhonda Roberts, Director of Homes & Senior Services Sonia Beavers, Purchasing Coordinator DATE: July 12, 2011 SUBJECT: Preventative Maintenance Program for Mobility Devices INTRODUCTION: In accordance with the Ministry of Health and Long Term Care Act, 2007, Homes are required to have a program in place that provides regular preventative and remedial maintenance for all equipment owned by the Home, including wheelchairs and other mobility devices. The Home is obligated to ensure that every resident's environment is maintained to minimize safety and security risks and to take action in protecting the residents from identified potentially hazardous substances, conditions and equipment. DISCUSSION: Since the Home is responsible for resident safety, the Home must regularly monitor personal equipment owned by the residents. If a resident's personally - owned wheelchair poses a safety risk, the Home is responsible to remove that wheelchair from operation as part of preventative maintenance, until that wheelchair is fixed. Maintenance costs for personal equipment are the responsibility of the resident. In the meantime, the Home may make a wheelchair available for the resident's temporary use. Shoppers Home Health Care (SHHC) is currently the vendor at Elgin Manor for repairs to wheelchairs, walkers and other related equipment. SHHC provides at no cost two wheelchair clinics per year to assess equipment for adjusts and repairs. Adjustments of minor nature (i.e. under $40.00) are provided at no cost. The wheelchair clinic also includes a cleaning component for all mobility equipment owned by the residents and the County of Elgin. Set clinics include the cleaning, maintenance and disinfecting of all equipment using steam or power cleaners and anti -viral disinfectant. Before any non - warranty repairs to any equipment owned by the resident or the County of Elgin is undertaken by SHHC, for which SHHC intends to charge a fee (for labour, parts or both), a written estimate as to the costs of the repair shall be provided to the Resident or County of Elgin as the case may be, for approval. No repairs will be made without consent of the resident or the County of Elgin. 46 CONCLUSION: Shoppers Home Health Care is currently the vendor at Elgin Manor for preventative maintenance of mobility devices. SHHC has always been professional and provided excellent service to the residents and the Home. In recognition that preventative maintenance for mobility devices is mandated and that while the County of Elgin and Shoppers Home Health Care recognizes the rights of the residents to choose their mobility vendor, the County of Elgin recognizes the value of this program and therefore would like this program extended to include all three Homes, Bobier Villa, Terrace Lodge and Elgin Manor. RECOMMENDATION: THAT, Shoppers Home Health Care be selected as the current vendor to provide preventative maintenance for wheelchairs, walkers and other related devices to the Elgin County Homes; and THAT the Warden and Chief Administrative Officer be authorized and directed to enter into a one year agreement with Shoppers Home Health Care commencing August 1, 2011 to July 31, 2012. All of which is Respectfully Submitted; Approved for Submission by; Rhonda L. Roberts Mark G. McDonald Director of Homes & Senior Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator 47 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services Sonia Beavers, Purchasing Coordinator DATE: November 29, 2011 SUBJECT: Security Camera Upgrades INTRODUCTION: As part of the approved 2011 Capital Budget, a quotation was advertised as per the County's Procurement Policy and submissions will be received until Monday, Dec, 12, 2011 for the Security Camera Upgrades, Contract No. 4502- 11 -28. This report is requesting permission for staff to award the quotation before the next County Council meeting provided that the lowest bid is accepted and the lowest bid accepted is within 10% of the budget allocation. DISCUSSION / CONCLUSION: A request for quotation has been issued for Security Camera Upgrades. The upgrades are intended for the three long term care facilities, Terrace Lodge, Elgin Manor and Bobier Villa. The quotation is scheduled to close on December 12, 2011. The following Council meeting is scheduled for December 15, 2011. The recommended safety controls need to be implemented at the earliest available opportunity to ensure staff safety. For that reason staff is requesting permission to award the quotation if the lowest bid is selected and the bid received is within 10% of the budget allocation. Results will be reported to County Council at the January 24, 2012 meeting. RECOMMENDATION: THAT staff may award the Security Camera Upgrades, Contract Number 4502- 11 -28 provided that the County's Purchasing Policy is followed, the lowest quotation is selected and the lowest quotation accepted is within 10% budget allocation; and, THAT staff will report the result of the award at the January 24, 2012 Council meeting. All of which is Respectfully Submitted; Approved for Submission by; 48 Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator 49 REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services Sonia Beavers, Purchasing Coordinator DATE: November 29, 2011 SUBJECT: Plank Road Slope Stabilization INTRODUCTION: At the July 26, 2011 Council meeting a report was submitted advising Council of two projects (Calton Line and Plank Road roadside structural erosion). Council approved the following recommendation; THAT the monies required for the two projects (Calton Line and Plank Road roadside structural erosion) be allocated from 2011 Capital Budget surplus with the remainder allocated from the 2012 Capital Program. A tender was advertised as per the County's Procurement Policy and submissions were received until Tuesday, November 29, 2011 for the Plank Road Slope Stabilization, Contract No. 6200- 11 -04. DISCUSSION /CONCLUSION: Six companies submitted bids; however, one submission was declared non compliant. The compliant bids received are as follows: COMPANY TENDER BID (exclusive of H.S.T.) Gary D. Robinson Contracting Limited $385,079.45 Birnam Excavating Limited' $435,533.37 Amico Infrastructures (Oxford) Inc. $468,000.00 Tri -Con Excavating Inc. $476,732.40 Elgin Construction $544,797.20 Gary D. Robinson Contracting Limited submitted the lowest bid for the Plank Road Slope Stabilization Tender at a total price of $385,079.45 inclusive of a $35,000.00 contingency allowance and exclusive of H.S.T. As per Council's approval at the July 26, 2011 Council meeting, the funds will be allocated from 2011 Capital Budget surplus with the remainder allocated from the 2012 Capital Program. The 2011 Capital Projects where funds will be reallocated are: a) 6200 -10 -01 John Street at Beech Street Signalization, b) 6220 -11 -02 Road 57 Resurfacing, c) 6220 -11 -05 Road 8 Resurfacing, d) 6250 -11 -01 Road 9 50 Microsurfacing, e) 6250 -11 -03 Road 17 Microsurfacing, f) 6250 -11 -05 Road 42 Microsurfacing Rd 40 to Rd 43, g) 6250 -11 -06 Road 42 Microsurfacing Rd 40 to Rd 73, h) 6250 -11 -07 Road 44 Microsurfacing, i) 6250 -11 -08 Road 45 Microsurfacing, j) 6290 -10 -02 Wardsville Bridge Rehabilitation. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10 %, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10 %, the Director will prepare a further report to Council outlining the expenditures. RECOMMENDATION: THAT Gary D. Robinson Contracting Limited be selected for the Plank Road Slope Stabilization, Contract No. 6200 -11 -04 at a total price of $385,079.45 inclusive of a $35,000.00 contingency allowance, 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 funds be allocated from 2011 Capital Budget surplus with the remainder allocated from the 2012 Capital Program; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. All of which is Respectfully Submitted; Approved for Submission by; Peter Dutchak Mark G. McDonald Deputy Director of Engineering Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator Clayton Watters Director of Engineering Services 51 ElginC�tantyr Frq;t+,rrM vi fkmra REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: November 25'h, 2011 SUBJECT: Membership in Federation of Ontario Public Libraries INTRODUCTION: Each year, the Warden and Director of Community and Cultural Services receive an appeal from the Federation of Ontario Public Libraries to join the organization. This report recommends to Council that membership in this organization not be pursued at this tiirne DISCUSSION: Attached for Council's information is an appeal to join the Federation of Ontario Public Libraries rw v w.fo I. Staff recommend that membership in this organization not be pursued at this time due to the relatively high membership fee compared to the benefits received. The library's 2012 fee would be $1,500 and could soon move to $3,000 should the County's population grow to 50.000. This amount is at least three times that of other memberships maintained by the Department of Community and Cultural Services and would come at the expense of programs and services provided by the library or would require an increase to the operating budget. The library is currently well served by membership in ARUPLO (Administrators of Rural Urban Public Libraries in Ontario) which costs $425 annually and the Ontario Library Association (CLA) which costs $190 annually, For Council's information, only 5 of 16 ARUPLO members belong to the federation at the present time, with each non - member citing cost as the major factor. Staff believe that ARUPLO remains the most effective voice for advocating for rural public library interests in Ontario and OLA remains the best organization for representing professional interests. For Council's information, the Director of Community and Cultural Services currently serves as secretary to ARUPLO. CONCLUSION: Staff will continue to assess the value of membership in the Federation of Ontario Public Libraries and will keep Council informed should any of the factors outlined in this report change. RECOMMENDATION: THAT the Elgin County Library decline membership in the Federation of Ontario Public Libraries. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Service2 Approved for Submission Mark O. McDonald Chief Administrative Officer November 1, 2011 Office of the Warden Elgin County Public Library 450 Sunset Drive St. Thomas ON N5R 5V1 Dear Office of the Warden: Once again, we invite your library to become a member of the Federation of Ontario Public Libraries. The Federation is a not - for - profit membership association established in 2005 to provide a single, strong voice for public libraries in Ontario to enhance library policies and programs. Its services focus on four strategic pillars: advocacy, marketing, research and consortia purchasing. The Federation represents public library corporations, unlike other library organizations that are professional associations, administrators' groups or agencies of government. Therefore it alone can speak authoritatively for public libraries in Ontario. Its membership has a good cross section of libraries of all sizes and from all geographic regions. The Federation's 215 member libraries are responsible for serving almost 80% of Ontario's population. Its Board of Directors is composed of an equal number of library board trustees and library chief executives. Population Served by Member Library Number of Federation Members Under 15,000 136 15,001 — 50,000 38 50,001 — 100,000 13 100,001+ 20 Associate Members 8 Total 215 But the Federation could be even stronger if your public library joined our membership rolls. We strongly encourage your library to do so. Only through your involvement can we work with you, and for you, as we speak with "One Voice for Ontario Public Libraries ". In the six years since the creation of the Federation, we have accomplished much in the areas of advocacy, marketing and research. We have established ourselves as a credible source of information and perspective on the public library sector in the eyes of funders and policy makers. We have strengthened the Federation's relationships with key decision makers and partners, and have taken advantage of opportunities to tell funders, the media and the general public how public libraries are indispensable to the economic growth and the quality of life of our communities. We have also undertaken various research initiatives that are building our case for support. Listed on the next few pages are our significant accomplishments over the past year or so. 53 Enclosed is the 2012 Membership Application Form, which we hope you will complete and return at your earliest convenience. Payment of 2012 membership fees must be received prior to our Annual General Meeting in Toronto on February 1, 2012 in order for your library representatives to be eligible to attend and vote at that meeting. Please give serious consideration to becoming a member of the Federation. With your added support, Ontario's public libraries have a much brighter future. Sincerely, David Allen Chief Executive Officer 54 October 2011 Federation's Recent Accomplishments During the past year, the Federation can point to a number of deliverables that demonstrate the value of membership. In terms of advocacy initiatives, we: • Secured approximately 30 different face to face meetings with MPPs and senior bureaucrats to discuss our three top priorities, which are now on government's radar: o increasing the provincial Public Library Operating Grant (PLOG); o gaining access to government funding streams related to emergent /early literacy programming; and o obtaining Ontario public library infrastructure support. • Reached 100% membership agreement on a funding model for PLOGs, which we eventually proposed to the Ontario government. While this funding model has not yet been accepted, public libraries received $1.9 million in additional one time funding. • Released to members a Provincial Elections Toolkit containing: o a letter to all candidates, describing the contribution that public libraries make to provincial priorities, and the key issues impacting public library services; o a provincial funding request fact sheet; o draft resolutions in support of public libraries, which municipal councils could pass; o a draft letter to the editor, which libraries could ask their local media to publish; o answers to frequently asked questions from the media; o sample questions to pose at All Candidates Meetings; and o a candidate survey questionnaire. • Held a third reception for MPPs at Queen's Park on November 24, 2010. These receptions have been well attended and have provided an excellent forum to voice issues directly with policy makers. • Organized a half day tour of Newmarket, Whitchurch - Stouffville, and Markham Public Libraries for Deputy Minister Steven Davidson and Assistant Deputy Minister Donna Ratchford. • Facilitated several meetings with First Nations stakeholder groups to promote the need for new federal funding that would be designated specifically for First Nation public libraries In terms of marketing initiatives, we: • Developed an Annual Report on the State of Ontario Public Libraries, summarizing key issues that that public libraries are facing and what is needed to deal with those issues. 55 • Received our highest profile yet at the 2011 conference of the Association of Municipalities of Ontario (AMO) in London Ontario, by: o Staffing a booth in the exhibit hall for two days, allowing us to connect with hundreds of municipal councillors and provincial cabinet ministers; o Being represented by presenter Barbara Clubb, CEO of Ottawa Public Library at a session on how public libraries can help local governments create sustainable communities, the first time public libraries were part of the AMO program; o Working with London Public Library to host an Ice Cream Social for AMO delegates, which included tours of the library; and o Making three delegations to the Ministers of Tourism & Culture, Children & Youth Services, and Infrastructure. • Presented at the annual conference of the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) on the topic of public library — municipality partnerships. • Took responsibility again for the theme, promotional material and provincial launch of Ontario Public Library Week, which is a key vehicle for raising the profile of our sector. In terms of research initiatives, we: • Retained Market Probe to update their research done in 2000 and 2005 on Ontarians' use of and attitudes toward public libraries. Research results were shared with members at the 2011 OLA Super Conference. • Retained the firm of Monteith Brown to conduct a Capital Needs Analysis of Ontario public libraries in order to quantify their infrastructure obligation. Study results will be released at the OLA Super Conference in February 2012. • Retained the University of Toronto's Ontario Institute for Studies in Education (OISE) to research the outcomes of preschool literacy programs delivered by public libraries. Study results are expected in late 2012. In terms of member services initiatives, we: • Oversaw the Ontario Public Library Guidelines Monitoring and Accreditation Council's development of new information technology guidelines, which were officially released at the 2011 OLA Super Conference. • Launched the Federation's new website, which can be easily updated and allows integration of social media. • Increased our membership rolls from 206 to 215 public and First Nations library boards, who in aggregate serve almost 80% of Ontario's population. This is remarkable, given how tight library budgets are in the current economic climate. 4 56 Federation of Ontario Public Libraries 2012 NEW MEMBER FORM Please send New Member forms to: Federation of Ontario Public Libraries c/o North York Central Library 5120 Yonge Street Toronto, ON M2N 5N9 E -mail: adminfopl.ca Fax: (416) 395 -0743 Membership year is January 1 to December 31. LIBRARY PROFILE Library Name: Mailing Address: City /Town: Postal Code: Library CEO: CEO e-mail: CEO phone: CEO fax: Board voting delegate: Board voting delegate e-mail: Caucus Choice: (please circle your choice) First Nation Francophone Large Urban Northern Rural Small Medium Population served (please see population ranges below): Membership fees as per checked box below: Make cheques payable to: "Federation of Ontario Public Libraries" Fees are based on population served as published by the Ontario Ministry of Culture. Please refer to the following schedule for your library category. Thank you. ❑ under 5,000 $50.00 ❑ 50,001 — 100,000 $3,000 ❑ 5,001 - 15,000 $100.00 ❑ 100,001— 350,000 $5,000 ❑ 15,001 — 30,000 $750.00 ❑ 350,001 + $7,500 ❑ 30,001 — 50,000 $1,500.00 (Please return this form with your payment) Questions? Contact: Erin Menzies, Librarian Tel: (416) 395 -5638; Fax: (416) 395 -0743 or e-mail emenzies @fopl.ca 57 Elgin 11:51•_ L! IC C. REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: November 24th, 2011 SUBJECT: Library Public Internet Policy & Procedure INTRODUCTION: This report seeks Council's approval on an updated Public Internet Policy & Procedure for the Elgin County Library. DISCUSSION: Council last approved an Internet Usage Policy for the Elgin County Library in June 2008. While most of the content of that policy remains relevant, it is nevertheless necessary to update it further to reflect the following developments since that time: • The installation of automated booking software which Council recently authorized as a result of funding received from the Ontario Ministry of Tourism and Culture. The four busiest branches now benefit from this software: Bayham (Straffordville), Aylmer, Port Stanley and Dutton. A disclaimer statement will now appear at these locations that will require patrons to accept the terms of this policy before proceeding to their session, • The widespread usage of wireless services at each branch. The previous policy largely spoke to the policy and procedure for accessing the Internet on the library's public access computers only. Attached for Council's approval is the updated policy & procedure, along with a Code of Ethics that will be posted adjacent to all computers in the library. CONCLUSION: There has been considerable coverage in local media recently regarding the debate over Internet filtering in public libraries. The attached policy makes it clear to the public that the County of Elgin does filter Internet service at its public libraries. Staff maintain that high -level filtering of the Internet is appropriate in all County facilities, including library branches, given the risks associated to children and the general public, and the inability to provide individual privacy given the relative size of the library's facilities. RECOMMENDATION: THAT the attached "Public Internet Policy & Procedure" and "Code of Ethics" be hereby adopted and previous versions be hereby rescinded. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Service Approved for Submission Mark G. McDonald Chief Administrative Officer 7Eli gin County Library PUBLIC INTERNET POLICY & PROCEDURE The Elgin County Library provides public access Internet stations and wireless connectivity as part of its mission to provide access to resources for life -long learning and enhanced local and global communications. The library's Internet access is intended primarily as an information service to allow users to connect to electronic resources outside the library. The Internet contains material that is inappropriate for viewing by the general public, particularly children. As a result, the County subscribes to an Internet filtering service in order to block access to inappropriate sites. However, this does not guarantee that all inappropriate material will be blocked. Parents or guardians are expected to monitor and supervise their children's use of the Internet. Children 8 years of age and under must be accompanied by an adult. Library users who gain access to any Internet site deemed inappropriate may fill out a Statement of Concern about Internet Sites form which can be obtained from library staff. Patrons may also request that a site be unblocked if it is deemed appropriate by staff To maximize Internet availability and to ensure fair accessibility for all, patrons must follow these rules and procedures. 1. Utilization of the Elgin County Library's Internet services, both through the library's public access computers and the wireless network, requires a valid library card and PIN number. In- branch public access computers can be booked for a one -hour session utilizing the library's reservation software (where applicable) or in- person at the library. 2. Users of the library's public access computers may book a 30- minute session, extendable to one -hour if others are not waiting. Reservations will be held for 10 minutes after the scheduled start time either in- person or utilizing the library's automated booking software. 3. Visitors may register for a temporary guest user card upon presentation of suitable identification. This visitor card can be used for accessing public access computers and the wireless network and must be returned at the end of the session. 4. Maximum usage of public access computers shall be two hours per day per patron. 5. There are no restrictions on the length of sessions for usage of the wireless network. However, in- library usage of the wireless network is restricted to hours of operation. 6. Upon arrival, a user with a booking must sign in at the circulation desk, or self- service booking station where available. 7. Due to space limitations, no more than two people are permitted at a station at one time. 8. Use of personal software programs is not permitted. 9. Users who wish to save files may purchase storage media from the library or use a personal storage device. All downloading must be done during the scheduled session. 10. Printing and scanning services are available for a fee. Staff can inform patrons of the appropriate fees. It is up to the patron to be informed of relevant fees prior to printing or scanning. 11 Staff may assist users should time and knowledge permit. 1?. Misuse of the computer, including any violation of the code of ethics, will result in the loss of library privileges. County of Elgin 450 Sunset Drive St. Thomas. Ontario N5R 5V1 Canada Phone: 519 - 631.1460 www.elgi n- ❑ounty.on.ca Progressive by Nature 7Eli gin County Library CODE OF ETHICS FOR ELGIN COUNTY LIBRARY PUBLIC ACCESS INTERNET STATIONS AND WIRELESS CONNECTIONS All users of electronic information sources such as the Internet are expected to use these resources in a responsible manner, consistent with the educational and informational purposes for which they are provided and to follow the rules and regulations of the library providing these resources. Responsible, ethical use of the Internet includes: Using the Internet for educational, informational and recreational purposes only; not for unauthorized, illegal or unethical purposes. Unacceptable and inappropriate use of the Internet includes but is not limited to: • Accessing sites or transmitting materials which violates any Canadian federal or provincial law or County by -law, such as defamatory, discriminatory or obscene material. • Accessing sites or tools dedicated to computer /network hacking. • Attempting to modify or gain access to files, passwords, or data belonging to others. • Sending, receiving, or displaying text /graphics which are illegal or may reasonably be construed as obscene or offensive. This includes sending junk mail (spamming) to a large number of e-mail addresses. • Making unauthorized copies of copyrighted material. County of Elgin 450 Sunset Drive St. Thomas. Ontario N5R 5V1 Canada Phone: 519 - 631.1460 www.elgi n- ❑ounty.on.ca Progressive by Nature REPORT TO COUNTY COUNCIL FROM: Rob Bryce Director, Human Resources DATE: December 2, 2011 SUBJECT: County of Elgin and Municipal Partners Accessibility Coordinator INTRODUCTION: For many years, the County of Elgin has diligently performed required accessibility functions by having additional duties placed on one County engineering staff member. On many occasions, the responsibilities have remained with this sole individual due to the limited abilities and resources of the Elgin County /Central Elgin Joint Advisory Accessibility Committee. The evolution of public awareness around the importance of accessibility, together with growing legislative and reporting requirements, necessitates strong consideration of hiring an individual skilled in accessibility matters. County staff recognize that municipal partners would benefit from the assistance of such expertise, particularly in areas of policy development to ensure legislative compliance. The purpose of this report is to share with Council a summary of the accessibility requirements under law that the County and municipal partners are faced with and to offer a solution for consideration as part of 2012 budget deliberations. DISCUSSION: A decade ago, the requirements of accessibility were largely focused around barrier -free access with emphasis on physical or engineering modifications to structures to enhance the participation of those with disabilities. Such types of modifications included ramps and door - opening assistive devices. Requirements changed with the provincial government's introduction of the Accessibility for Ontarians with Disabilities Act, 2005. Customer Service Policy requirements were introduced and the County of Elgin worked hard to comply with the mandated deadline of December 31, 2009 by providing training to all staff. Elgin County is considered a large public sector organization under the Act (50- plus employees) and, as such, there are several more standards that must be met over the next three years. Small public employers (less than 50 employees) will have an additional year to implement the requirements. It is becoming increasingly apparent this will not be possible without dedicated skilled resources leading this effort. 61 In the near term, amendments to the County's Emergency Response Plan are required such that Emergency Plan and public safety information is provided in an accessible format. Over the next year, these accessibility standards will extend to the County's programs, practises, services, and policies. Policies and plans must be developed, implemented, and maintained that pertain to achieving accessibility. Procuring or acquiring goods, services, or facilities will be required to incorporate accessibility criteria and features. Any self service kiosks must do the same. Over the next two to three years, standards of accessibility will increase further. County communications, including website information, must be made accessible to provincial standards. This will include consideration of font size and type, the use of plain language, and white space. Affected communications include job postings, Council reports and minutes, tourism pamphlets, and newsletters, to name a few. Additionally, accessible formats and communication supports for employees will need to be made available. Finally, County libraries will soon be required to acquire and provide materials and resources in accessible formats upon request, with some limitations. County staff recognize that partner municipalities fall under the same legislative requirements, albeit a one -year lag in compliance timing as mentioned earlier, if, as an employer, they have less than 50 employees. As such, staff is proposing the duties and responsibilities of a County Accessibility Coordinator be expanded to provide coordination of accessibility information and policy development for member municipalities. These steps will help ensure that appropriate and timely actions are taken in each local municipality to ensure compliance. It should be noted that the 2011 Business Plan did not include capital funds for major accessibility projects (with the exception of elevators for the administration building) and only minor improvements within the County Library system. CONCLUSION: The evolution of public awareness around the importance of accessibility, together with growing legislative and reporting requirements, necessitates consideration of hiring an individual with specific skill sets in areas of accessibility. It is no longer feasible or practical to conduct such accessibility efforts as the County has in the past. Dedicated and focused efforts of a skilled practitioner will be required to lead the County and partner municipalities through the legislative and policy framework that lies ahead. As a public employer, we have obligation to act in accordance with the law and in manner that is respectful of all residents of Elgin County. 62 RECOMMENDATION: THAT partner municipalities be contacted by County staff for the purpose of determining interest in receiving from the County advisory and coordinating assistance in all matters related to accessibility; THAT upon receipt of such information, Human Resources staff report back to Council with recommendations on how best to proceed in the matter; and, THAT related personnel costs of approximately $70,000 be included in the 2012 budget deliberations. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director, Human Resources Chief Administrative Officer 63 REPORT TO COUNTY COUNCIL FROM: Al Reitsma Manager of Information Technology DATE: December 15, 2011 SUBJECT: Laserfiche Upgrade INTRODUCTION: The County of Elgin has been using Laserfiche United for enterprise content management (ECM) since 2003. Laserfiche is the repository for all official County documentation from council agendas and minutes to invoices. Its use has allowed the County to significantly reduce the number of physical documents stored in the basement of the administration building and countless filing cabinets and plays a crucial role in the accounts payable process. It is also the means by which the public can search and access public documents. The County has been informed by Laserfiche that it will no longer be evolving or upgrading the United product as they intend to focus on their newest ECM system RIO. This report examines the options available to the County and recommends which option to follow. DISCUSSION: This past September, the County was approached by the Municipality of Central Elgin and the Township of Malahide in order to create a partnership for the purchase of Laserfiche RIO licenses. A partnership would provide a greater volume discount than could be achieved if each of the partners were to purchase Laserfiche RIO individually. That request prompted staff to research the RIO system. During that research staff learned that Laserfiche United would no longer be upgraded was the impetus to examining the County's long -term ECM strategy. The ECM system options available to the County are: Option 1: Look For Other ECM Options. There are other ECM systems, such as Xerox DocuShare, but the investment already made in Laserfiche makes a switch prohibitive. 64 Option 2: Purchase Laserfiche Workflow Add -On for the United System. In order to be able to automate processes using the existing Laserfiche system an additional module needs to be purchased. The cost of the additional module, called Workflows, would be approximately $36,000. This option would not address the fact that the United system is no longer being developed. Option 3: Delay The Purchase Of Laserfiche RIO For Two To Three Years. This option is not recommended since Laserfiche is unlikely to offer the $41,200 incentives to the County to upgrade to RIO that is currently being offered. Option 4: Purchase Laserfiche RIO Individually. This option addresses our current needs as well as the issue that the United system is no longer being further developed. However, it does not take advantage to the volume discount available if RIO is purchase via the proposed partnership. The cost of purchasing RIO individually is $35,400 with annual maintenance fees of $16,000 Option 5: Purchase Laserfiche RIO as Part of a Partnership. This option addresses our current needs, addresses the fact that the United system is no longer being further developed and takes advantage of volume discounts. With the partnership arrangement the County's cost of purchasing RIO is $27,500 with annual maintenance fees of $14,300. Note: Other County of Elgin municipalities can join the partnership at anytime in order to take advantage of volume discounts should they decide to implement Laserfiche RIO for ECM. A Request for Proposal for Option 6, the purchase of the Laserfiche RIO system was issued on November 15, 2011 with a closing date of November 28, 2011. The County received two proposals, one from Ricoh Canada Inc and one MC Imaging Technologies. A committee, which included; Chief Administrative Officer of the Municipality of Central Elgin, Chief Administrative Officer of the Township of Malahide and the Manager of Information Technology, County of Elgin was struck to review the proposals. 65 Each submission was evaluated using the following criteria: a) support /consulting qualifications and experience, b) solution features and implementation, c) references, d) pricing. MC Imaging Technologies received the highest overall score based on the criteria. A cost sharing model developed means that the County's share of the purchase price is $27,500 with an annual maintenance cost of $14,300. These funds would be included in the 2012 Information Technology (IT) capital and operations budget requests. The current IT operational budget includes $9,900 annually for Laserfiche support and maintenance. The proposed maintenance cost of Laserfiche RIO will increase that cost by $4,400 annually. CONCLUSION: The ECM system, Laserfiche United currently being used by the County is no longer being further developed. The County has been approached by the Municipality of Central Elgin and the Township of Malahide to create a partnership for the purchase of Laserfiche RIO in order to receive a volume discount. An RFP for the purchase of the system was issued and the evaluation committee is recommending that the proposal submitted by MC Imaging Technologies be accepted. RECOMMENDATION: THAT the MC Imaging Technologies be selected as the vendor of record to provide and support Laserfiche RIO to the County of Elgin. THAT the request for funds to purchase Laserfiche RIO be included in the 2012 budget deliberations. All of which is Respectfully Submitted Al Reitsma Manager of Information Technology Jim Bundschuh Director of Financial Services 66 Approved for Submission Mark G. McDonald Chief Administrative Officer REPORT TO COUNCIL FROM: Jim Bundschuh - Director of Financial Services DATE: November 24th, 2011 SUBJECT: Streamlining of Accounts Payable Process INTRODUCTION: The current Accounts Payable clerk will be retiring at the end of February 2012. In preparation, a review of job responsibilities and processes is being performed. This review has highlighted past practices that should be reconsidered in order to improve efficiency and to allow for automation. As a result of the streamlining and automation, combined with clerks from each department picking up the residual work that cannot be automated, the Accounts Payable full -time clerk position would be reduced to a one to two day per week part -time position saving $30,000 to $40,000 annually. DISCUSSION: Invoices are currently stored electronically in the Laserfiche system. This electronic record could be evaluated by software to extract the required data required for bill payment. Two alternatives are being investigated as a software solution: 1. Outsource software development and invoice processing: the developer uses their in -house software customized to the County's invoices. The County would be billed on a per invoice basis plus one -time set -up costs of approximately $40,000. Savings of $30,000 annually are anticipated. OR 2. In -house software development and invoice processing: The current version of Laserfiche can be used to develop custom software to allow the County to automate the process in- house. The automation would cover the high volume suppliers addressing 80% of the invoices. The remaining 20% would still need to be entered manually. Each department has agreed to taken on this remaining workload. The one -time cost for customization to tailor the software to the County's invoices will be required with an upside limit of not to exceed $50,000. This customization cost will be included in the 2012 Capital Budget request to Council. Savings of approximately $40,000 annually are anticipated through the reduction of Accounts Payable clerk hours. The investment in software therefore has a payback of 15 months. The County needs to determine if it is feasible to develop the software required for Alternative #2. If the software can be developed in- house, Alternative #2 will be the preferred solution. 67 It should be noted that an upgrade to the latest version of Laserfiche, in conjunction with Central Elgin and Malahide, is being considered, which will be the topic of a separate report to Council. The Quick -Field modules discussed in this report are compatible with the new version of Laserfiche. CONCLUSION: Opportunities exist to make the payment of invoices more effective and efficient by reducing from one full -time Accounts Payable Clerk to one part -time position saving up to $40,000 annually. Although the bulk of the reduction will be the result of automation, it should be noted that a team effort across departments is being made to maximize the possible savings. RECOMMENDATION: THAT the alternatives of in -house automation or outsourced processing be further investigated with the goal of achieving savings in the Accounts Payable function, and THAT the associated cost savings and one -time costs be included in the 2012 Budget submission. Respectfully Submitted Jim Bundschuh Director of Financial Services 68 Approved for Submission Mark G. McDonald Chief Administrative Officer E]gm„ REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh - Director of Financial Services DATE: November 29th, 2011 SUBJECT: Ford Property Assessment INTRODUCTION: The Ford Plant was assessed at $47 million providing $2.4 million in taxes made up of $750,000 County, $390,000 Southwold with the balance being Education. The current assessment roll reduced the assessed value of the building by approximately half, resulting in a reduction of taxes of $1.2 million with the impact on the County being $395,000 and Southwold being $206,000. MTE Consults Inc. will be making a special in- camera presentation. DISCUSSION: Ford had informally advised that they would be seeking a $17 million valuation. In the past a property tax paralegal firm represented Ford. Ford has since hired a legal firm to represent them in this appeal. Their September 14th statement of issues submission is requesting a $12,549,000 valuation. The County's current ten year business plan is based on a $23 million valuation. If Ford were successful in their appeal, the lost taxation would be $600,000 with the impact on the County being $200,000 and Southwold being $100,000. During MTE's in- camera presentation, they will need to provide the County with their assessment as to the likely outcome of Ford's appeal. Additionally, they will need to discuss potential next steps to further Elgin and Southwold's case, including what added resources might be required to fight this appeal. CONCLUSION: Ford has increased the stakes by bringing in legal counsel and appealing for an even lower valuation. The County and Southwold need to determine what its next steps are to best defend its positions. Further provisions for tax losses may be required in the County's ten year business plan. RECOMMENDATION: THAT the report titled "Ford Property Assessment" dated November 29th, 2011 be received and filed. Respectfully Submitted Jim Bundschuh Director of Financial Services 69 Approved for Submission Mark G. McDonald Chief Administrative Officer CORRESPONDENCE — December 15, 2011 Items for Consideration. - (Attached) 1. Barbara Wilson, County Clerk, County of Huron, urging the Provincial Government to review and include the losses sustained by wood lot owners in the applications for eligible assistance under the Ontario Disaster Relief Assistance Program (ODRAP). 2. Barbara Wilson, County Clerk, County of Huron, objecting to the direction from the Fire Marshal's Office to restrict use of farm buildings for shed parties, barn parties and family functions leaving the responsibility to the owners of such private buildings and property. 3. Ronnie O'Neill, Manager, Regional Economic Development Programs with copy of the Southwestern Ontario Development Fund Consultation Paper, 4. Chris Ripley, Manager, Regulatory Applications Union Gas, with a copy of the Notice of Application issued by the Ontario Energy Board. 5. Rebecca McLean, Supervisor of Planning, London District Catholic School Board, with a notice regarding Facility Partnership Opportunity. 70 Corporation of the COUNTY OF HURON WARDEN, Neil Vincent 1 Court House Square, Goderich, Ontario 147A 1142 nvkn ent{o huraflc unth,ca 519 -524 -8394 Fax 519 -524 -2044 November 2" d, 2011. The Hon. Kathleen Wynne, Nlintster of Municipal Affairs and Housing, 17th Floor, 777 Bay Street, Toronto, ON MSG 2E5 Honourable Minister: UO'V 13 2011 CIAMY OF ELGIN `IE11te7.:5' AVVE,El~C C The Council of the County of Huron at their October 5th, 2011 County Council meeting passed the following Resolution; WHEREAS: Ontario's private woodlots harvested for commercial purposes are a valuable asset and a source of income to the Landowners who harvest them responsibly; AND WHEREAS: Once a woodlot is destroyed or rendered useless; for example, the tornado that hit the Goderich area in August 2011; it will take a generation for the woodiot to be sustainable again; AND WHEREAS: The woodiot Landowners - have no recourse for this Toss of Income derived from the responsible harvesting of their woodlots; AND WHEREAS: The Ontario Disaster Relief Assistance Program (ODRAP) does not currently include claims from the private woodlots harvested for commercial purposes, for their loss of income or product; even when the woodlot landowner can provide evidence of the loss of income sustained from an eligible disaster; AND FURTHER THAT: The losses sustained by the woodlot landowners could be evaluated by a member of the Ontario Professional Foresters Association; AND FURTHER THAT: Woodlots are not insurable under a property owners insurance; NOW THEREFORE BE IT RESOLVED; The Corporation of the County of Huron strongly, supports the woodiot Landowners within the Province of Ontario; by requesting the Minister of Finance and the Minister of Municipal Affairs and Housing to conduct an immediate review and include the losses sustained by woodiot owners In the applications for eligible assistance under ODRAP; ./2 71 The Hon. Kathleen Wynne, Minister of Municipal Affairs and Housing. November 2nd, 2i1 Page 2 of 2 AND FURTHER THAT: The eligible assistance under ODRAP; be made retro active to the August 20, 2011 tornado disaster that struck Goderlch and area; AND FURTHER THAT: This Motion; be forwarded to all municipalities In the Province of Ontario for their support. This Resolution was forwarded to your predecessor October 5th, 2011. 1 felt it prudent to forward It to you due to the change In the Provincial Ministries, If 1 can be of further assistance, please contact me at your convenience. Sincerely, jek,./.,, Barbara L. Wilson, CMO, County Clerk, County of Huron, c.c. Minister of Finance, Hon, Dwight Duncan emailed to kwynne.mpp ©Iiberal,cla.ord this date 72 Corporation of the COUNTY OF HURON COUNTY CLERK, Barbara L. Wilson, CMC 1 Court House Square, Goderich, Ontario N7A 1M2 bwilson@huronoau nty. ca Fire Marshal Tadeusz (Ted) Wieclawek, Ministry of Community Safety and Correctional Services, Office of the Fire Marshal, Head Office, 5775 Yonge Street, 7th Floor, Toronto, ON M2M 411 Dear Sir: 519 - 524 -8394 (ext. 257) Fax 519 - 524 -2044 November Flit', 2C11. The Council of the Corporation of the County of Huron at their Eleventh Session on the 2 " of November, 2011; passed the following Resolution: r ij X611 iL0F.JN Moved by: Councillor J. Ginn and Seconded by: Councillor B. MacLellan: WHEREAS: Shed parties, barn parties and family functions held in farm buildings are an important part of rural culture; AND WHEREAS: Private buildings or private property should be the responsibility of the owners and as such the owners are responsible for their actions and their properties; AND WHEREAS: The Province of Ontario i5 infringing on property rights; NOW THEREFORE BE IT RESOLVED: The Council of the Corporation of the County of Huron strongly objects to the direction from the Fire Marshal's Office restricting said use; AND FURTHER THAT :: This Resolution; be circulated to the Ontario Fire Marshal's Office, all Members of Provincial Parliament and ail Munr"cipalities in Ontario, CARRIED As this Resolution states, the Province of Ontario is Infringing on property rights of rural Ontario residents. The County of Huron looks Forward to hearing from you on this important matter. RespeCtfuily yours, ceie...14420-2,L) Barbara L. Wilson CMO, County Clerk, County of Huron, c.c. All Members of Provincial Parliament All Municipalities In Ontario 73 Southweern Ontario Development Fund Consultation Paper Introduction On November 29, 2011, the.McGuirity government ;ntroduced the Attracting Jobs and Creating Thvestrnent Act, 20 l' 1. Ibis Act proposes to make the Eastern Onto Development Fund permanent cis well as to establish and make permanent a new Southwestern Ontario Development Fund, These regional economic development funds, combined with other initiatives taken by the government, respond to the challenges facing lacai communities and regions across Ontario. The two funds arc focused on creating jobs and attracting new investment across multiple sectors. The government intends to continue the Eastern Ontario Development Fund and will meet with stakeholders in the coming months to discuss enhancements to the fund's effectiveness, The Southwestern Ontario Development Fund will build on the strengths of the region. To this end, the government is embarking on a consultation process aimed at developing a fund that addresses the economic development challenges faced by Southwestern Ontario. This Consultation Paper is intended to guide the discussions in the corning months on the parameters of the fund. Context The global economy is facing uncertain times. Ontario has made tremendous progress aver the Iasi eight years, but the province is not sheltered from the global economic downturn. As a response to this challenge, the Government of Ontario has taken a number of measures to improve the economy, create job, protect and continue to invest in education, white maintaining rining its commitment to eliminate the deficit. The government's priorities include: t. Attracting investment and creating jobs • Since the low paint of the recession in May 2009, employment in Ontario has ncreased by almost 267,000 net new jobs, equal to nearly half of all the new jobs created in Canada. 2. Protecting education ▪ About 200.000 more students are currently enrolled in postsecondary education or learning a trade than in 2002 -03. 3. Protecting Health Care • Since 2003, about 1.3 rnillior more Ontaricsns have access to a family doctor. with nearly 2,900 more doctors practising in the province, 4, Eliminating the deficit O The 2011-12 deficit is currently projected to be $16,0 billion an improvement of $0.3 billion compared with the 201 i 8uaiget forecast target. 1 74 Economic Profile of Southwestern O tario "The rragile global economy has created uncertain times for Families in Southwestern Ontario. We're committed to working together with buslhesses and communities to bring new opportunities and new jobs across ttre region, and the Southwestern On Indio £eveiopment Fund wou)d hero us to achieve that goat" - Dalton McGuinty, November 28, 2011 Southwestern Ontario is home to some of the most innovative and globally competitive companies. Like many parts of Ontario, this region has been significantly impacted over the post decade by challenges such as the high Canadian dollar and increased global competition, In ,manufacturing, there have been plant closures, including those in the automotive and chemical sectors, which in turn have impacted the related Industrie] value chains. At the some time, the region has seen areas of growth and investment, such as in the Information and Communication Technology sector in Kitchener- Waterloo and the interactive Digital Media sector in London. Similarly, the sectors gaining the most jobs over the last ten years in the region were in health care, construction and education. This highlights the process of industrial transition in the region and provides cr compelling rationale for the government to ensure continued economic development for this regional economy. Figure 1: Southwestern Ontario Employment Profile (Note: The boundaries for the Southwestern Ontario Development rund have not yet been determined). 75 Stratford -firuca Peninsula Population 245,700 Unemployment Rate: 4.7%, down from 5.3% a year earlier Windsor-Sarnia Fopuladon: 515.300 Unemployment riot$: 8,9 %. dawn frnrn 10.7% a year earlier Southwestern Ontario Population: 3,514,T13J. 02.1% of Ontario) Unerrolnvrnenl Rale: 7.6%. down from 8.4% a near earlier London P opulation: 540,900 U nemplorient Rate: 9.1 %, unchanged from a year earlier Kitchener-Waterloo-Baffle Pnpukulonn 1,03a,300 Unemployment Rate: 7.1%, down from a.O% n year earlier ilarn1lton•Nlagara Peninsula (Inoludes Burlinglonl Population: 1,174,400 Unemployment Rate: 7.4%, down from B.4% a year earlier 544a2, SluIalIC# CunadR Lobtair Fares Surrey ICA. no. 71.041 -X3. Dgla Is far eple-nW 2011 and craN D$ ere torn Sep6ambar2410. fret; le 9 -mora1-. 11 J1$1 &vernal, rat iir urk .! for sem0r8Yf,�_ Consultation Process The Government of Ontario is initiating an open, inclusive and broad consultation process to incorporate the views and opinions of all regional stakeholders. The consultation process will incorporate advice and feedback from key regional stakeholders on the scope and purpose of the fund. The consultations are necessary to gain an understanding of the key challenges and opportunities in the region. This information will be central to the fund design, administration, eligibility and application process. How to Get Involved Consultations will take place from December 2011 to February 2012. The government plans to hold several consultation sessions; specific consultation locations will be announced shortly. Each consultation will include regional stakeholders and members of the general public, including but not limited to: • [Regional economic development associations and local chambers of commerce • Municipal and community representatives • Non- profit organizations • Individual business leaders, industry and trade associations. 76 Written submissions For those unable to cttend a consultation meeting, the lvlinisfry of Economic Development and Innovation will accept written submissions by all interested parties at: sw'odftiontnrio.ca Consult tie i Questions Fund Objectives The overarching objectives of the fund are to create jobs and attract investment. Direct support to business can be used to target specific investment and job creation activities at the firm level, but in certain cases community organizations may lead projects that serve a broader interest. Should the fund focus exclusively on providing direct support to businesses? Should funding be provided to community organizations, regional economic development and industry associations? Should there be multiple streams? Type of Assistance Grants and repayable looms Prior economic development funds hove employed both grants and repayable Coons to leverage economic growth in regions. While grants provide the most direct form of stimulus to accelerate economic growth, the current fiscal climate and lirrited spending power of the government would favour repayable loans. Grants may be necessary to encourage cluster effect in new, high- growth industries, and establish supply -drain networks. The fiscal capacity of the government to dispense large amounts of grant funding is limited. Repayable loons would ensure that public funds were secured against assets, impose fiscal responsibility on recipients, and deliver value -tor -money for Ontario taxpayers. Ilhould The Fund provide only grants, or should there be a mix of grants and Coordination of Funds implementing a cap on the level of support that can be offered to one recipient is a way to ensure that there can be marry beneficiaries of the fund. This encourages diversity and balance in the type of project supported by the fund (e.g„ projects by sector, business size, ard market maturity), It can also ensure the funding of innovative and emergent business models. At the same time, it can prevent the funding of larger - scale, multi- stakeholder projects to achieve multiple goals through one overarching initiative. The Government of Ontario has a number of economic development programs and funding mechanisms from multiple ministries and provincial agencies for which a single project may be eligible. Project proponents are not discouraged from applying to 77 multiple funding sources. However the government intends to ensure that projects receiving support from other programs - such cis the Feed --in- Tariff program and other power - generation programs - are excluded from consideration_ 1 Jhat is an appropriate amount of project funding support by the province? Should funding from other sources be allowed? Should there be funding cops? Eligibility Thresholds Geographical area The boundaries for the Southwestern Ontario Development Fund are not yet determined, minimum number of employees Mandating the fund to target some of its investments towards firms of a specific size might prevent competition between different- sized organizations. in add'tion, proposals from different sized firms may need to be evaluated differently due to their unique characteristics. Minimum investment value Attracting business investment to the prov;nce and leveraging business investment to create jobs. improve productivity and increase innovation is a priority for the government. A minimum threshold for investment might help ensure that the ford attracts firms and organizations with a certain level of stability, but smaller projects from emerging firms may also hold great potential. Job creation Job creation remains a priority for the government. and a key indicator of economic well - being. The region's unemployment statistics point to a need for improvement in this area. Setting a threshold for minimum number of jobs that each investment must create can anchor growth in the region. Alternatively, high- value, High- growth industries, which are characterized by efficiency and productMtyr may also be vforih supporting. r - - What should be the geographical limits for the fund? How many employees should a company have in order to be eligible for funding? What is the minimum project investment value to be eligible for funding? How many jobs must be created (direct or indirect) by the project to be eligible for funding? Applicants & Review The government is open to applications from al! qualifying entities to the Southwestern Ontario Development Fund. The government also intends to use direct marketing and lead generation activities to consider additional opportunities. All applicants will be entitled to a formal response from the Government of Ontario - confirming receipt and 5 78 further accepting or denying the application -- as in accordance with the Government of Ontario's service guarantee. All applications and leads will be reviewed and evaluated by the Ministry of Economic Development and Innovation to ensure the completion of due diligence prior to the evaluation of funding recommendations by a committee of senior Ministry executives. Priority sector focus The eligibility of applicants should be aligned with federal and provincial priority sectors to ensure that the region benefits from the initiatives in progress to help develop a 21st century economy. These sectors (e.g. advanced manufacturing, science and technology, food processing, etc.) typically represent hig l- vaiue, high- growth areas where broader public sector players can provide support (e.g., educational and research institutions, infrastructure development, technology investment). Net benefit In order to ensure that the project is of net benefit to Ontario and to Canada, the fund mandate could be designed to disqualify relocation projects from elsewhere in the province and country. The fund is intended to be incremental in nature and not for cnijciilg business. Costs The eligibility of project costs can include, but are not limited to, activities such as: • Co- investing with business [capital investments, infrastructure, technology acquisition) • Not- for- profit organizations (training, marketing, Incubation, cluster support) • Community initiatives (labour market survey, strategy development, regional collaboration) What priority sectors should ▪ ..... hould t..r. h�td concentrate on for the region? Are there specific expenses that should be considered to be included in the find What specific expenses should be disallowed in the fund? Contact information For further information please contact: Bonnie O'Neill Manager - REGIONAL. ECONOMIC DEVELOPMENT PROGRAMS Phone: 1- B66 -9O9 -9951 Email: swodf @ontario.ca 79 E1 1nCt :mm 11 it Office of the Warden October 20, 2011 Hon. Dalton McGuinty Premier of Ontario Legislative Building Queen's Park Toronto, Ontario M7A 1A1 Dear Premier: Please be advised that Elgin County Council passed the following resolution at its October 25, 2011 meeting: :THAT, in keeping with its campaign promise under its rural platform, the Provincial Government be strongly encouraged to establish a multi - year rural and small urban economic development fund for Southwestern Ontario in its next budget; and, THAT Western Ontario Wardens' Caucus (VVOWC), Southwest Economic Alliance (SWEA) and South Central Ontario Region Economic Development Corp. (SCOR) be so advised. - Carried. (signed) Warden Dave Mennill" Please accept this resolution as the County's official position on this matter. We look forward to hearing from you on this important initiative. Yours truly, Dave Mennill Warden. cc Dan Mathieson, Chair, Southwest Economic Alliance (SWEA) Western Ontario Warden's Caucus (WOWC }ai.. South Central Ontario Region (SCOR) Alan Smith, General Manager of Economic Development Cannty at Elgin Athwistrativ Ser41cas 450 Sunset prlve $t. Mums. On NER5V1 Mann: 519- 631 -1450 whwr.elgin-wun1Y_ois_na Progressive by Nature � unongas A Spectre 13n gy CilLEtpany December 2 ", 201 VIA COURIER TO: ALL Clerks of Municipalities DEC 0 6 2111 R a i' E# Of RANI r4D ?, '_ °TfATfVE SETiV ES Union Gas filed an application with the Ontario Energy Board on November 10th, 2011 for an order or orders approving or fixing just and reasonable rates and other charges for the sale, distribution, transmission and storage of gas effective January 1, 2013. Enclosed is a copy of the application, as well as a copy of the Notice of Application issued by the Ontario Energy Board on December 2", 2011 under Docket No. EB- 2011 -0210. Yours truly, Chris Ripley Manager, ' egu atory Applications Encl. 81 (!� uvangas A S .v Ira Ewa Whim /1e 100 YEARS t i'7l L November I0, 2011 lbs. Kirsten Walli Board Secretary Ontario Energy Board 2300 Yonge St., 27th Floor Toronto, ON M4P 1E4 Dear Ms. l ralli' Re: EB -2011 -0210 -- Union Gas Limited - 2013 Rebasing Application Please find attached Union Gas Limited's ( "Union ") application for rates applicable to Union's storage, transmission and distribution services, effective January 1, 2013, The evidence to support this application will be filed in two phases. Phase addresses the 2013 revenue deficiency including details of rate base, revenue, cost of service,. cost of capital and rate of return, Phase I (Exhibits A to F) have been filed via the Board's RES S and two copies have been sent to the Board. Phase 1l will address cost allocation, rate design and specific proposals for 2013 rates for each rate class. Phase 11 (Exhibits G and H) will be failed by November 30, 2011. Union is not proposing the next generation incentive regulation mechanism as part of this proceeding. Union will bring forward a separate application to establish the mechanism for setting rates for 2014 and beyond after the Board renders a decision on this application. If approved by the Board the total annual bill impact for a typical Union South customer would be an increase of S 10 to no (14% to 2.7 %). For a typical Union North (Northern Zone) customer, the total annual bill impact would be an increase of $70 to $80 (8.3% to 9.5 %). For a typical Union North (Eastern Zone), the total annual bill impact would he an increase of $75 to $85 (8.6% to 9,7 %0). The evidence is available on the Board's RESS and Union's website: (www.uniongas.com). In addition, Union will send CDs containing the evidence to the Board acid- intervenors. - P. 0. Box 20,01, 50 Keel Drive North. Chatham, ON, N7M 5M1 wtivw.uninnigns.LC]nl Union Gus Limited filed: 2011 -11 -10 EB -2011 -0210 Exhibit A 1 Tab 2 ONTARIO ENERGY BOARD IN THE MATTER OF the Ontario Energy Board Act, 1998, S,O. 19g8, c,15 (Sched. B); AND IN THE MATTER OF an Application by Union, Gas Limited, pursuant to section 36(1) of the Ontario Energy Board der, 1998, for an order or orders approving or fixing just and reasonable rates and other charges for the sale, distribution, transmission and storage of gas as of January 1, 2013. APPLICATION 1. Union Gas Limited ( "Union ") is a business corporation incorporated under the laws of the province o f Ontario, with its head office in the Municipality of Chatham -Kent, 2. Union conducts both an integrated natural as utility business that combines the operations of distributing, transmitting and storing natural gas, and a non - utility storage business. 3. Union hereby applies to the Ontario Energy Board ( "Board "), pursuant to section 36 of the Ontario Energy Board Act, 1995 (the "Act ") for an order or orders approving or fixing just and reasonable rates and other charges for the sale, distribution, transmission and storage of gas effective January 1, 2013. 4, Union applies for an order fixing reference prices in determining amounts to be recorded in deferral accounts, for an order necessary to reflect such new reference prices in Union's rates and other charges. 5. Union applies for approval of an accounting order to establish the Energy Technology and Innovation Canada deferral account_ 6. Union also applies for an order terminating, effective January 1, 2013, certain deferral accounts, following Tina] disposition of any 2012 balances therein, as fnilcws: 83 14. The address of service for Union is Union Gas Lin ted P.O. Box 2C0 54 Keil drive North Chatham, Ontario N7M SM1 Attention: Telephone: Fax: - Page 3 - Chris Ripley Manager, Regulatory Applications (519) 436 -5476 (519) 436 -4641 Torys Suite 3000, Maritime Life Tower P.O. Box 270 Toronto Dominion Centre Toronto, Ontario M5f 1N2 Attention: Telephone: Fax: DATED November 10, 2011. UNION GAS LIMITED Chris Ripley Manager, Regulatory Applications Crawford Smith (416) 865 -8209 (416) 865 -7380 CLOSED MEETING AGENDA December 15, 2011 Correspondence: 1) Chief Administrative Officer — Municipal Act, Section 240.2 (a) the security of the property of the municipality or local board — 99 Edward Street. (Restricted Circulation: Members of Board of Health Excluded) Staff Reports: 1) Court Services Supervisor - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Confidential POA Law Enforcement Matter — Update. 2) Delegation - Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board. — Update of Ford Motor Company Tax Assessment Considerations 86 87 88 89 90 91 92 93 94 95 96 97 98 99 COUNTY OF ELGIN By-Law No. 11-28 "BEING A BY-LAW TO AUTHORIZE THE WARDEN AND THE TREASURER TO BORROW UP TO THE SUM OF FIFTEEN MILLION DOLLARS" WHEREAS pursuant to Section 407 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, the Council of the Cor poration of the County of Elgin deems it necessary to borrow up to the sum of Fifteen Million Dolla rs ($15,000,000.00) to meet, until the taxes are collected, the current expenditures of the Corporation for the year; and WHEREAS the total of amounts previously borrowed under Section 407, that have not been repaid are nil; and WHEREAS the amount of the estimated revenues of the Corporation as set out in the estimates adopted for the current year and not ye t collected (or, if the same have not yet been adopted, the amount of the estimated revenues of the Corporation as set forth in the estimates adopted for the next preceding year) is Fifty-Five Million, One Hundred and Six Thousand, and Four Hundred and Sixty-Nine Dollars. BE IT THEREFORE ENACTED by the Munici pal Council of the Corporation of the County of Elgin: 1. THAT the Warden and the Treasurer or the Deputy Treasurer of the Corporation are hereby authorized on behalf of the Corporation to borrow from time to time, by way of promissory note, from the Bank of Montr eal, a sum or sums not exceeding in the aggregate Fifteen Million Dollars ($15,000,000.00) to meet, until the taxes are collected, the current expenditures of the Corporation for the year, including the amounts required for the purposes mentioned in subsection (1) of t he said Section 407, and to give, on behalf of the Corporation, to the Bank a promissory note or notes, sealed with the corporate seal and signed by them for the moneys so borrow ed with interest at a rate not exceeding Prime per centum per annum, which ma y be paid in advance or otherwise. 2. THAT all sums borrowed from the said Bank , for any or all of the purposes mentioned in the said Section 407, shall, with interest thereon, be a charge upon the whole of the revenues of the Corporation for the current y ear and for all subsequent years, as and when such revenues are received. 3. THAT the Treasurer or the Deputy Treas urer is hereby authorized and directed to apply in payment of all sums borrowed pursuant to the authority of this By-Law, as well as all the other sums borrowed in this year and any previous years, from the said Bank for any or all of the purposes mentioned in the said Section 407, together with interest thereon, all of the moneys hereafter collected or received on a ccount or realized in respect of the taxes levied for the current year and preceding years and all of the moneys collected or received from any other source, which may lawfully be applied for such purpose. 4. THAT this by-law takes effect and comes into force on January 1, 2012. TH READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 15 DAY OF DECEMBER 2011. Mark G. McDonald, Warden. Chief Administrative Officer. 100 CLOSED MEETING AGENDA December 15, 2011 Correspondence: 1) Chief Ad ministrative Officer – Municipal Act, Section 240.2 (a) the security of the (Restricted Circulation: property of the munici pality or local board – 99 Edward Street. Members of Board of Health Excluded) Staff Reports: 1) Court Services Supervisor - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees – Confidential POA Law Enforcement Matter – Update. 2) Delegation - Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, a ffecting the municipality or local board. – Update of Ford Motor Company Ta x Assessment Considerations