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05 - March 27, 2012 County Council Agenda Package ORDERS OF THE DAY FOR TUESDAY, MARCH 27, 2012 – 10:30 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes – March 13, 2012 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Motion to Move Into “Committee Of The Whole Council” 5th Reports of Council, Outside Boards and Staff 6th Council Correspondence 1) Items for Consideration - None 2) Items for Information (Consent Agenda) OTHER BUSINESS 7th 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency see separate addendum 8th Closed Meeting Items – 9th Recess 10th Motion to Rise and Report 11th Motion to Adopt Recommendations from the Committee Of The Whole 12th Consideration of By-Laws 13th ADJOURNMENT LUNCH WILL BE PROVIDED At the Chamber of Commerce Event Reserved Tables – Numbers 24, 25, 26 NOTICE: Deputy Warden for April – Jack Couckuyt April 10, 2012 9:00 a.m. – County Council Meeting County Council Meeting April 24, 2012 9:00 a.m. – 1 DRAFT COUNTY COUNCIL MINUTES Tuesday, March 13, 2012 The Elgin County Council met this day at the Administration Building at 9:03 a.m. with all members present. (Warden Walters absent, attending a funeral). Deputy Warden Mennill in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Marr THAT the minutes of the meeting held on February 21, 2012 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF – Councillors Couckuyt 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, they vacated the Council Chambers and refrained from discussing and voting on the item. Moved by Councillor Ens Seconded by Councillor Jenkins THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS You Town: Mobile App for Smart Phones – Business Development Coordinator The coordinator presented the report on the application program for Smart Phones. Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT Council agree to purchase the You Town application for Elgin County at a cost of $150/monthy, being contained within the IT Web Development Project budget; and, THAT the pilot program be tried for a one-year period to be extended if positive results are shown at the end of the year. - Carried. Business Retention and Expansion: Energy Sector – Business Development Coordinator The coordinator presented the report regarding the results of a survey of energy sector businesses. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the report titled “Business Retention and Expansion: Energy Sector” dated February 27, 2012 be received and filed. - Carried. 2 County of Elgin Local Food Plan – Business Development Coordinator The coordinator presented the report on the development of a local food plan. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the report titled “County of Elgin Local Food Plan” dated February 27, 2012 be received and filed. - Carried. Southwest Economic Alliance: Appointment of Voting Members – General Manager of Economic Development The manager presented the report regarding the county’s appointments to the alliance. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the County appoints the General Manager of Economic Development and the following two members of County Council: Warden Walters and Councillor McWilliam as 2012 voting members of the Southwest Economic Alliance; and, THAT the General Manager of Economic Development be appointed to the Southwest Economic Alliance Advisory Council for 2012. - Carried. Tweedsmuir History Digitization Project Funding – Manager of Archives The Director of Community & Cultural Services presented the report regarding the donation of $1,000 from the Elgin Historical Society to further extend the project. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the Warden, on behalf of Council, send a letter of appreciation to the president of the Elgin Historical Society; and, THAT the report titled “Tweedsmuir History Digitization Project Funding” dated February 23, 2012 be received and filed. - Carried. nd ARUPLO Library Guidelines: 2 Edition – Director of Community & Cultural Services The director presented the report outlining the recommendations it contained regarding library planning. Moved by Councillor Ens Seconded by Councillor Couckuyt nd THAT the “Guidelines for Rural/Urban Public Library Systems: 2 Edition” dated February 22, 2012 be received and filed as a reference document; and. THAT the Library Branch Construction Policy (January 2011) be further revised. - Carried. 3 2011 Census for Elgin County – Director of Community & Cultural Services The director presented the report outlining the new population statistics. Moved by Councillor Marr Seconded by Councillor Jenkins THAT the report titled “2011 Census for Elgin County” dated February 28, 2012 be received and filed. - Carried. Cold In-Place Recycled Expanded Asphalt Mixes – Deputy Director of Engineering Services The deputy director presented the report with the recommendation for a recently tendered project. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Roto-Mill Inc., be selected for the Cold In-Place Recycled Asphalt Mixes (Contract. No. 6200-12) at a total price of $605,800, inclusive of a $40,000 contingency allowance, exclusive of HST; and, THAT if the cost increases above the tender amount approved by Council by more than 10 per cent, the director will prepare a further report to Council outlining the expenditures; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. County of Elgin and Municipal Partners Accessibility Coordinator – Director of Human Resources The director presented the report on the County’s plan to recruit an accessibility coordinator, in cooperation with the county’s municipal partners. Moved by Councillor McWilliam Seconded by Councillor Marr THAT Human Resources staff commence recruitment efforts to obtain a qualified and experienced professional skilled in accessibility matters; and, THAT a successful candidate be selected and commence employment as soon as practical; and, THAT related personnel costs do not exceed the approved amount of $70,000. - Carried. 2012 Non-Union Compensation – Director of Human Resources The director presented the report outlining a proposal for a salary increase for non-union staff. Moved by Councillor McIntyre Seconded by Councillor Marr THAT Council approve a non-union economic adjustment of two per cent effective on the first pay period of 2012; and, THAT the necessary by-law be prepared. - Carried. 4 Health and Safety Policy on Musculoskeletal Disorders – Director of Human Resources The director presented the report regarding an update for the county policy on Musculoskeletal Disorders. Moved by Councillor Marr Seconded by Councillor Jenkins THAT the report titled “Health and Safety Police on Musculoskeletal Disorders” dated February 27, 2012 be approved. - Carried. Ministry of Labour Safe At Work Inspection: Elgin Manor – Director of Homes & Seniors Services The director presented the report outlining the positive results of a recent inspection. Moved by Councillor Ens Seconded by Councillor Wiehle THAT the report titled “Ministry of Labour Safe At Work Inspection: Elgin Manor” dated February 24, 2012 be received and filed. - Carried. Back Care Lift/Transfer Program: Policy Revision – Director of Homes & Seniors Services The director presented the report and revisions to the policy regarding back care. Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT the policy titled “Administration 1.12 – Back Care, Lift/Transfer Program” be approved as revised. - Carried. CORRESPONDENCE Item for Consideration 1. Berry Vrbanovic, President, Federation of Canadian Municipalities (FCM) requesting renewal of the annual membership with the FCM. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor Ens THAT Council approve the annual FCM membership fee of $6,790.18. - Carried. Items for Information (Consent Agenda) 1. Transport Canada with information on the consultation process for the development of the Railway-Roadway Grade Crossings Regulations. 2. Alan Smith, General Manager of Economic Development requesting Mayor Heather Chapman and Warden Walters to speak at Ontario’s Southwest Spring Launch on Wednesday, March 14, 2012 at 5:00 p.m. 5 3. Invitation to St. Thomas Elgin Local Immigration Settlement Strategy on March 20, 2012 from 5:00 – 7:00 p.m. 4. AMO Conference Registration information for 2012 AMO Annual Conference to be held August 19 – 22, 2012. 5. Serge Lavoie, Southwest Economic Alliance (SWEA) President, with information on SWEA Intelligent Community Initiative. Moved by Councillor Jenkins Seconded by Councillor Marr THAT Correspondence Items #1 – 5 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Ens announced that the Straffordville Watermelon Festival was listed as one of the top 100 events/festivals in Ontario by the provincial government and the Municipality of Bayham also received an Ontario achievement award for innovation. Notice of Motion – None. Matters of Urgency – None. Council recessed until 10:25 a.m. Closed Meeting Items Moved by Councillor McWilliam Seconded by Councillor Ens THAT we do now proceed into closed meeting session in accordance with the Municipal Act, Section 240.2 (d): labour relations or employee negotiations – Ontario Nurses’ Association Grievance; and Section 240.2 (a) the security of the property of the municipality or local board – 99 Edward Street. - Carried. The Director of Human Resources presented the report on the Ontario Nurses’ Association. Moved by Councillor Marr Seconded by Councillor McIntyre THAT Council direct Human Resources staff to resolve the subject grievance with the Ontario Nurses’ Association without the need for arbitration, in a manner that is not setting a precedent or being prejudicial to either party. - Carried. Councillors Couckuyt and Wiehle vacated the Council Chambers at 10:42 a.m. The Chief Administrative Officer presented a report on 99 Edward Street, St. Thomas. Motion to Rise and Report Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT we do now rise and report. - Carried. 6 The following recommendation was adopted in regard to Correspondence Item #1: It was noted that staff direction was given in regard to the confidential report regarding the Ontario Nurses’ Association grievance. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the confidential report titled “Sale of 99 Edward Street” dated February 26, 2012 be received and filed. - Carried. Councillors Couckuyt and Wiehle returned to Chambers at 10:50 a.m. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Ens Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor McWilliam Seconded by Councillor Couckuyt THAT By-Law No. 12-04 “Being a By-Law to Authorize the Execution of a Collective Agreement between the Corporation of the County of Elgin and Canadian Union of Public Employees with Respect to the Corporation’s County Library Employees” be read a first, second and third time and finally passed. - Carried. Moved by Councillor Ens Seconded by Councillor Jenkins THAT By-Law No. 12-05 “Being a By-Law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin and to Repeal By-Law. No. 11-04” be read a first, second and third time and finally passed. - Carried. Moved by Councillor McIntyre Seconded by Councillor Marr THAT By-Law No. 12-06 “Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 13, 2012 Meeting” be read a first, second and third time and finally passed. - Carried. Council recessed until 11:15 a.m. DELEGATIONS Jeff Yurek, Elgin-Middlesex-London Member of Provincial Parliament, updated council on provincial issues. His update included the following topics: the Southwest Economic Development Fund; the Drummond report; current budget deficit;cost of energy; the horse racing industry; coming budget; and, collection of outstanding provincial offences fines. He was questioned regarding the hospital redevelopment campaign and said he was working to ensure the county receives its meeting with the Minister of Health. 7 County Council 7 March 13, 2012 Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT the verbal report from Jeff Yurek, M.P.P., Elgin-Middlesex-London be received. - Carried. Frank Deutsch, Chief Financial Officer, Interim Co-Chief Executive Officer, Tillsonburg District Memorial Hospital (TDMH) presented the annual report. Duaine Nelson, Vice-Chair, TDMH Board, was also in attendance. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the PowerPoint presentation titled “TDMH Presentation to Elgin County Council” dated March 13, 2012 be received and filed. - Carried. PRESENTATIONS The Marketing & Communications Coordinator presented the recent awards from the Economic Developers Council of Ontario to the county for its marketing successes. The Deputy Warden thanked the staff for their work. The Director of Community & Cultural Services presented the recent Ontario Minister’s Award for Innovation for the Aylmer Library’s radio campaign. On behalf of Warden Walters, the director relayed the Warden’s delight in attending the award dinner and how proud he was of staff and their good work. The director introduced the staff and partners involved with the project. The Deputy Warden congratulated the partners for their hard work. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT we do now adjourn at 11:55 a.m. and meet again on March 27, 2012 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark G. McDonald, Bill Walters, Chief Administrative Officer. Warden. 8 REPORTS OF COUNCIL AND STAFF March 27, 2012 Council Reports – (ATTACHED) Councillor Cameron McWilliam – Partnership Activities and Budget for 2012 Staff Reports – (ATTACHED) Director of Homes and Seniors Services – Hair Care Services Bobier Villa Director of Community and Cultural Services –International Plowing Match Legacy Fund Scholarship Criteria Financial Analyst – Updated Expense Report Forms General Manager of Economic Development – Tourism Signage Grant – Non-Profit Organizations 9 REPORT TO COUNTY COUNCIL FROM: Cameron McWilliam, Councillor and Council appointee to the Health Recruitment Partnership and Mark G. McDonald, C.A.O. DATE: March 12, 2012 SUBJECT: Partnership Activities and Budget for 2012 INTRODUCTION: In 2011 the Partnership recruited Barbara Murray to assist in the development and coordination of health recruitment services on a part-time basis for a period of eight months. This report seeks Council’s approval of the 2012 budget which includes the reappointment of Mrs. Murray for a further term. DISCUSSION: Attached for council’s consideration is the draft budget for the Health Recruitment Partnership for 2012. The County has already set aside $60,000 in the 2012 composite budget to cover its share of the obligations. Council will note that several initiatives are being planned such as sponsoring a portion of Rural Medical Discovery Week, contributing promotional material to the PAIRO tour (a showcase for medical practitioners), hosting a luncheon for Elgin-St. Thomas medical students (Home for the Holidays) and of course engaging in active recruitment. Mrs. Murray has now made connections with numerous health care agencies, schools and other partners, thereby promoting her role as recruiter in the Elgin-St. Thomas community. In addition to the projects mentioned above, Mrs. Murray has been making connections with prospective physicians and it is hoped that the fruits of this labour can be reported in the not too distant future. CONCLUSION: In just eight months Mrs. Murray has made great strides in promoting the partnership and the medical opportunities available in the region. In addition, the partnership continues its involvement in attracting medical talent to the area through its participation in numerous initiatives designed to foster an interest in the available opportunities. Therefore, the Health Recruitment Partnership recommends the adoption of the proposed budget and the reappointment of Mrs. Murray as a Health Recruitment Specialist. RECOMMENDATION: THAT the attached budget (2012) for the Health Recruitment Partnership be approved as presented; and, THAT Barbara Murray be reappointed as Health Recruitment Specialist. Approved for Submission Mark G. McDonald Chief Administrative Officer 10 a©-w HEALTHRECRUITMENTPARTNERSHIP 2012PROPOSEDBUDGET Contributions /z·äšE{·uwš’­Å r /šÒ“·äšE9Œmz“År Total:$95,000 PROJECTS wÒ©Œa;7z-Œ5z­-šÝ;©ä‘;;‰Å r I;Œ·wt©šE;­­zš“ŒšÒ© Å r Iš’;Eš©·w;IšŒz7ä­Å r I;Œ·wt©·“;©­wz¦a©‰;·z“mÅr I;Œ·ww;-©Òz·;©Å r Subtotal$27,000 ————————————————————————————————— Balance$68,000 11 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director of Homes and Seniors Services Sonia Beavers, Purchasing Coordinator DATE: March 9, 2012 SUBJECT: Hair Care Services Bobier Villa INTRODUCTION: The contract with for Hair Care Services at Bobier Villa expires June 4, 2012. A proposal was issued and submissions were received until February 16, 2012. The contract is for a three year term commencing June 5, 2012 to June 4, 2015. Based on satisfactory performance, cost and service, subsequent renewal up to a 5 year term may be granted. DISCUSSION/CONCLUSION: The County received two submissions. An evaluation committee comprised of representatives from the Homes reviewed and evaluated the submissions based on; a) Experience/Qualifications, b) References/Past Performance, c) Proposal Clarity/Presentation, d) Fee Structure. The committee also reviewed proposals to ensure that cost recovery for supplies and overhead expenses (hydro, water, etc.) were being achieved. The committee members identified that Hair On Wheels, provided the highest rating as indicated by the evaluation process. Hair on Wheels is the current provider of hair care service at Bobier Villa. RECOMMENDATION: THAT Hair On Wheels be awarded a three year contract for Hair Care Services at Bobier Villa commencing June 5, 2012; and, THAT based on satisfactory performance, cost and service, subsequent renewal up to a 5 year term may be granted; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. All of which is Respectfully Submitted; Approved for Submission; Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator 12 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services th DATE: March 6, 2012 SUBJECT: International Plowing Match Legacy Fund Scholarship Criteria INTRODUCTION: At the September 27, 2011 meeting, County Council approved the allocation of $50,000 to be distributed over ten years for the creation of the “International Plowing Match Legacy Fund Scholarship”. At the same meeting, Council approved the following recommendation: “That staff be directed to develop criteria for Council’s consideration to award scholarships to one female and one male each year in the amount of $2,500 per scholarship who are to attend college or university studying in agriculturally-related programs.” This report recommends scholarship criteria for Council’s consideration. DISCUSSION: Attached to this report are proposed criteria for the “International Plowing Match Legacy Fund Scholarship”. Highlights of these criteria include: Applicants must be residents of the County of Elgin or City of St. Thomas, must already be attending a community college or university in Canada and must provide proof of on-going enrolment; Applicants must demonstrate how the program of study relates to agriculture, the reason for applying and any connection to an agricultural operation located within the County of Elgin. Applicants must submit an essay of up to 1000 words outlining innovative ideas st to further develop the County of Elgin’s strong agricultural base in the 21 century. This could include ideas pertaining to farming, agri-business, agri- tourism, nutrition, earth sciences and food sciences in the County. Awards will be decided by an adjudication committee of 3 individuals comprised of the Warden, a member of the 2010 International Plowing Match Executive Committee and Director of Community & Cultural Services. Administrative support will be provided by the Administrative Services Coordinator; th Application deadlines will be May 15 of each year and award winners will be st announced by July 1 of each year. Payments will be directed to the successful individual upon proof of payment of tuition. 13 CONCLUSION: Staff worked in partnership with the Executive Committee of the 2010 International Plowing Match in developing these criteria. This scholarship will serve as yet another tangible and on-going legacy of the 2010 IPM. Should Council approve these criteria, staff will ensure that the scholarship is widely advertised in local media. RECOMMENDATION: THAT the criteria outlined in the “International Plowing Match Legacy Agricultural th Scholarship” as attached to this report dated March 6, 2012 be hereby adopted; and THAT the Warden, a representative of the 2010 International Plowing Match Executive Committee and the Director of Community and Cultural Services serve on the scholarship selection committee until otherwise notified. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 14 International Plowing Match Legacy Agricultural Scholarship Scholarship Purpose The scholarship awards $2,500 per year to one female and one male each who are attending a college or university in Canada to study in an agriculturally-related program. Examples of such programs include agricultural sciences, agri-business, agri-tourism, nutrition, earth sciences and food sciences. The scholarship is provided as a result of the generous support of legacy funds from the 2010 International Plowing Match hosted in Elgin County. Eligibility To be eligible for a scholarship, applicants must: Be a resident of the County of Elgin or the City of St. Thomas; Have completed at least the first year of study in a post-secondary institution in Canada with an appropriate accredited curriculum and studying in a discipline related to agriculture; Agree to have his or her name and photograph publicized. Supporting Documentation Applicants must provide the following documentation to be considered: Completed application form (available on the County of Elgin’s website); Three letters of reference, including at least one from a post-secondary instructor; Resumé outlining past employment and/or extra-curricular activities, with a particular focus on community involvement; Proof of enrolment in a post-secondary institution in Canada with an appropriate accredited curriculum; Most recent transcript of academic achievement; A statement of 250 words or less explaining how the program of study pertains to an agriculturally-related discipline, the student’s main reason for applying and the student’s connection to an agricultural operation located within the County of Elgin; An essay of 1000 words or less outlining innovative ideas to further develop the st County of Elgin’s strong agricultural base in the 21 century. This could include ideas pertaining to farming, agri-business, agri-tourism, nutrition, earth sciences and food sciences in the County. Application Deadline Applications must be received by the first business day on or immediately following May th 15 by 4:30 pm of each year for awards to be distributed in the fall-term. 15 Selection Procedure Applications will be reviewed by a selection committee comprised of three individuals: County Warden, a representative of the 2010 International Plowing Match Executive Committee and one staff member of the County of Elgin as appointed from time to time by County Council. Administrative support will be provided by the County’s Administrative Services Coordinator who will redact applicant names and any identifying information for the initial review in order to ensure an objective process. st Decisions will be made by July 1 in any given year. The decision of the committee is final and reasons for selection are strictly confidential. The selection committee reserves the right not to award scholarships in any given year. The selection committee reserves the right to award both scholarships to male or female applicants in any given year based on the number of applications received and their relative merits. Direct family members of the selection committee and Elgin County Council are ineligible to apply. Payment The scholarship will be paid directly to the recipient upon presentation of a receipt of tuition paid to the County of Elgin’s Financial Services Department. Successful applicants are eligible to receive one award only. 16 International Plowing Match Legacy Agricultural Scholarship Application Form [draft] First Name: Last Name: Male: Female: Address, Telephone and E-mail Address: Educational History: Current Post-Secondary Program: Future Career Plans: List of Supporting Documentation (please attach to application form) Letters of reference o Resumé o Proof of acceptance or enrolment o Most recent academic transcript o Statement of program’s relevancy to agriculture and reason for applying o Essay o Applications are to be submitted to: Administrative Services Coordinator County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Ph: 519-631-1460 x103 Fax: 519-633-7661 E-mail: smcconnell@elgin-county.on.ca I hereby authorize the County of Elgin to publicize my name and photograph should I be the successful applicant. Furthermore, I signify that the information included with this application is correct. ____________________ Signature ____________________ Date The information collected in this application will be treated as confidential in nature and is subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. 17 REPORT TO COUNCIL FROM: Lisa Terrio Financial Analyst DATE: March 20, 2012 SUBJECT: Updated Expense Report Forms INTRODUCTION: The Employee Expense Reimbursement form has been updated and a new Council & Warden Convention Expense Reimbursement form has been created to accommodate the new invoice processing system and consolidate the multiple employee reimbursement forms into these two. DISCUSSION: The Employee Expense Reimbursement form was approved and released in 2010 to all employees to use for expense reimbursements, with the exception of employee conventions. In 2012, with the implementation of the new invoice processing system, changes were required for the computer to read and populate data thereby eliminating the need for invoice reviewers to manually enter invoice information. The changes made were adding a title at the top of the page and changing from colour to black and white. Lastly, a meal allowance column was added so that this form could also include convention reimbursements for employees, eliminating the older forms filled out by hand. A new Council & Warden Convention Expense Reimbursement form was created, as the Employee Expense Reimbursement form did not have all the data fields required. The advantages of using these updated expense forms are: 1) All employee expense reimbursements can be captured on one form. Currently employees need to fill out more than one form and do not always use the correct form for the reimbursement required. 2) The HST, mileage, meal allowance, and totals are automatically calculated once employees have filled out their form, eliminating the extra time and human error in manual calculations. 3) The computer can read these forms and populate the data for the invoice reviewer, eliminating the extra staff time involved in manually entering invoice data. CONCLUSION: The updated expense report forms require amendments to County policies. The advantages are a streamlined employee expense reimbursement process that improves accuracy and reduces the amount of time a reviewer needs to spend on these invoices. 18 RECOMMENDATION: THAT the Updated Expense Report Forms be approved; and, THAT the County’s Procedural By-law and relevant policies be amended to reflect the change. Respectfully Submitted Approved for Submission Lisa Terrio Mark G. McDonald Financial Analyst Chief Administrative Officer Jim Bundschuh Director of Finance 19 REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager, Economic Development Lindsey Morritt, Marketing Assistant DATE: March 15th, 2012 SUBJECT: Tourism Signage Grant – Non-Profit Organizations INTRODUCTION: On April 27th, 2010, Elgin County Council approved the County Tourism Signage Policy. This policy included the opportunity for Elgin County non-profit organizations to apply to County Council for a tourism grant of $150.00 per sign. In September 2011, the policy was updated to reflect a more efficient implementation of the program – all applications are now received and processed st once per year - by November 1 and installed in May of the following calendar year. This policy update also included placing a limit on the number of signs a not-for-profit organization can apply for - two signs. There are three organizations requesting a signage grant from County Council totaling five signs, or $750.00, through the Tourism Signage Grant program for 2012. DISCUSSION: Of the signage requests received for 2012, three non profit organizations have applied for the tourism signage grant: Springwater Conservation Area; Lake Erie Salmon & Trout Club, and East Elgin Community Complex The Springwater Conservation Area is one of the most important and best known outdoor tourism destinations for visitors in Elgin County. The Springwater Forest provides excellent hiking and ecotourism opportunities in the unique setting of the Carolinian Life Zone. The Conservation Area itself offers high quality facilities and services for overnight and seasonal camping, fishing, pick nicking, swimming, festivals and special events throughout the year. The Catfish Creek Conservation Authority is requesting two directional tourism signs to be erected and assist with promoting their organization. These new signs are required to assist direct tourists coming from western and eastern regional markets to visit the Springwater Conservation Area and Elgin County. The Lake Erie Salmon & Trout Club maintains a beautiful acreage just outside of Port Stanley with fish hatcheries, ponds, a natural creek and woodlands area. The Trout Club currently attracts over 2,500 visitors yearly to the property from all over Ontario and Canada including British Columbia, Alberta, Manitoba, and Nova Scotia. Additionally, they have hosted visitors from three American states and seven other countries. The organization is requesting one tourism sign to attract additional out-of-area visitors to the hatchery and increase tourism to Elgin County. 22 Owned and operated by the Township of Malahide and the Town of Aylmer, the East Elgin Community Complex (EECC) opened to the public on May 29, 2004. Situated on 17 acres, the East Elgin Community Complex includes a multi- purpose community hall, a hall on the mezzanine level overlooking the EastLink Arena, meeting rooms, two NHL arenas, 13 dressing rooms and parking for 600 vehicles. With spectator seating for 756, the EastLink Arena is home to the Aylmer Spitfires Junior "C" Hockey Club. The East Elgin Community Complex exhibits at local trade shows such as the Bridal Expo, Sport & Recreation Show, and London Chamber of Commerce. Along with promoting the East Elgin Community Complex with Aylmer & Malahide, the Complex promotes Elgin County through the distribution of the Visitor’s Guide while sharing destination and event information to the public for Elgin County. The EECC is requesting two tourism signs be erected for their organization to assist visitors and spectators in locating the destination. CONCLUSION: The Tourism Signage Policy takes into consideration non-profit organizations who wish to apply to County Council for a tourism grant of $150 per sign. The grant program has a limit of two signs per non-profit organization. Funds have been identified within County Council’s 2012 Tourism Signage grant budget to accommodate the three requests for signage grants. The request for a grant is considered to be an on-going commitment by the County to the applicant unless otherwise directed by County Council. These applicants are not required to reapply each year in order to renew the grant status. RECOMMENDATION: THAT County Council approve the applications from the East Elgin Community Complex, Lake Erie Salmon and Trout Club, and Catfish Creek Conservation th Authority for tourism directional signage grants as described in the March 16, 2012, report. All of which is Respectfully Submitted Approved for Submission Lindsey Morritt Mark G. McDonald Marketing Assistant, Economic Development Chief Administrative Officer Alan Smith General Manager, Economic Development 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 CLOSED MEETING AGENDA March 27, 2012 Staff Reports: (ATTACHED) 1) Director of Financial Services –Municipal Act, Section 240.2 (a) the securityof the (Restricted Circulation: property of the municipality or local board – 99 Edward Street. Members of Board of Health Excluded)