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02 - January 24, 2012 County Council Agenda Package includes Addendum ItemsElgin . ORDERS OF THE DAY FOR TUESDAY, JANUARY 24, 2012 - 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes — December 13 & 15, 2011 & January 10, 2012 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. Steve Knipe, President, St. Thomas Elgin General Hospital Foundation and Dr. Rob Black - Presentation on fundraising campaign for hospital redevelopment (attached) 9:15 a.m. Lloyd Perrin, Director of Physical Services, Municipality of Central Elgin - PowerPoint presentation titled "East Side Servicing Area, Joint Committee Meeting, January 9, 2012" (attached) 11:30 a.m. Barbara Arbuckle, Director, St. Thomas -Elgin Ontario Works Department (STEOW) — Report titled "Estimated STEOW Budget 2012 for Elgin County" (attached) 11:45 a.m. Laura Woermke, Executive Director, St. Thomas -Elgin Public Art Centre - Annual St. Thomas -Elgin Public Art Report (attached) 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 Item — see separate Agenda 10th Motion to Rise and Report 11th 2012 Grant Requests — Report from Director of Financial Services (attached) 12th Ten Year Business Plan and Capital Budget — Report from Director of Financial Services (attached) 13th Motion to Adopt Recommendations from the Committee Of The Whole 14th Consideration of By -Laws 15th ADJOURNMENT NOTICE: LUNCH WILL BE PROVIDED February 21, 2012 February 26 — 29, 2012 March 13, 2012 9:00 a.m. - County Council Meeting 2012 ROMA/OGRA Conference (Fairmont Royal York — Toronto) 9:00 a.m. - County Council Meeting 1 DRAFT COUNTY COUNCIL Tuesday, December 13, 2011 The Elgin County Council met this day at the Administration Building at 7:00 p.m. with all members present. The Chief Administrative Officer called the meeting to order and welcomed all in attendance to the annual Warden's election. ELECTION OF WARDEN The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to please stand. Councillor Walters offered his candidacy for the position of Elgin County Warden for 2012. BALLOTING PROCEDURE The Chief Administrative Officer explained that since the position for Warden remains uncontested, the normal election procedures would be dispensed with, as prescribed by by -law, and that a resolution appointing Councillor Walters to the position of Warden would be in order. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT Bill Walters be appointed as Warden for Elgin County Council for the Year 2012. - Carried Unanimously. RESULTS The Chief Administrative Officer announced that the Warden of Elgin County for 2012 is Bill Walters, Mayor of the Municipality of Central Elgin. Warden Walters took the Declaration of Office, administered by the Chief Administrative Officer. The Warden left the room, was gowned, and re- entered the Council Chambers, where he was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by the Immediate Past Warden Dave Mennill. Warden Walters delivered his Inaugural Address to Council, thanked them for their support, and outlined the items of interest and importance for consideration in 2012. COMMITTEE APPOINTMENTS Moved by Councillor Marr Seconded by Councillor Jenkins THAT the appointments to Outside Boards and Committees for 2012 be confirmed as follows: County of Elgin Economic Development & Tourism Advisory Committee (CEEDTAC) — 2 appointees Dispute Resolution — Warden and 2 appointees Elgin County Museum — 1 appointee Elgin St. Thomas Public Health — 3 appointees Councillor Couckuyt Councillor Marr Warden Walters Councillor McIntyre Councillor Mennill Councillor Jenkins Warden Walters Councillor Couckuyt Councillor Wiehle Health Recruitment Partnership — 1 appointee Councillor McWilliam 2 Official Plan Committee — 3 appointees Rural Initiatives — 3 appointees South Central Ontario Region (SCOR) — 2 appointees Social /Entertainment — 2 appointees St. Thomas Elgin General Hospital — 1 appointee St. Thomas -Elgin Public Art Centre — 1 appointee Tillsonburg District Memorial Hospital — 1 appointee Waste Management /Liaison and, Councillor Marr Councillor Mennill Councillor Wiehle Councillor McIntyre Councillor McWilliam Councillor Mennill Councillor Couckuyt Councillor Ens Councillor Marr Councillor McWilliam Tom Marks (Citizen Appointee) Councillor Jenkins Councillor Ens Committee of the Whole Council THAT Councillor Dave Marr be re- appointed as the Council appointee to the Joint Elgin /Central Elgin Accessibility Advisory Committee. - Carried. CORRESPONDENCE Item for Consideration 1. Melanie Knapp, Administrative Clerk, Municipality of the City of St. Thomas, informing council that Mayor Heather Jackson - Chapman was appointed to the Green Lane Community Trust Fund for 2012. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor McWilliam THAT Elgin County Council concur with the appointment to the Green Lane Community Trust Fund. - Carried. OTHER BUSINESS - None. Moved by Councillor McIntyre Seconded by Councillor Marr THAT we now do recess at 7:15 p.m. until Thursday, December 15, 2011, at 9:00 a.m. - Carried. DRAFT COUNTY COUNCIL Thursday, December 15, 2011 The Elgin County Council resumed the meeting at the Administration Building at 9:00 a.m. with all members present except Councillor Wiehle (attending to municipal business). Warden Walters in the Chair. 3 ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the minutes of the meeting held on November 22, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — Warden Walters and Councillor Couckuyt 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. DELEGATION Dave Phillips, the County's official Town Crier, presented his annual report. Warden Walters thanked the Town Crier for his work. Moved by Councillor Marr Seconded by Councillor McIntyre THAT the report titled "Town Crier Annual Report" be received and filed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Ens THAT we do now move into the Committee Of The Whole Council. - Carried. REPORTS Health Recruiter Resource Position: Activity Update — Chief Administrative Officer The Chief Administrative Officer gave an update on the activities of the health recruiter. Moved by Councillor McWilliam Seconded by Councillor Mennill THAT the report titled "Health Recruiter Resource Position: Activity Update" dated December 9, 2011 be received and filed. - Carried. Request for Proposals for County Website — Marketing and Communications Coordinator The coordinator presented the report, outlining the proposed recommendation to call for Request for Proposals to update the county's website. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT County Council direct staff to call for proposals to update the County's website; and, THAT the report titled "Request for Proposals for County Website" dated November 10, 2011 be received and filed. - Carried. 4 Tax Ratios — General Manager of Economic Development The general manager presented the report, outlining various levels of property assessment. Moved by Councillor McIntyre Seconded by Councillor Marr THAT County Council maintain the current level of tax ratios for Commercial and Industrial classifications; and, THAT the report titled "Tax Ratios" dated November 28, 2011 be received and filed. - Carried. Utilization of Web -Based Survey Tool `Survey Monkey' — Director of Homes & Seniors Services The director presented the report, outlining the survey tool's capabilities of collecting data, necessary for operation of the Homes. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT the report titled "Utilization of Web -Based Survey Tool 'Survey Monkey' " dated November 29, 2011 be received and filed. - Carried. Preventative Maintenance Program for Mobility Devices — Director of Homes & Seniors Services The director presented the report, noting that maintenance of mobility devices is mandated by the Province of Ontario. The director informed council that the date the agreement would be in effect was January 1, 2012. Moved by Councillor McIntyre Seconded by Councillor Jenkins 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 January 1, 2012 to December 31, 2012. - Carried. Security Camera Updates — Director of Engineering Services The director outlined the proposal to call for security camera updates for the Homes. Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT staff may award the Security Camera Upgrades, Contract No. 4502 -11 -28 provided that the County's Purchasing Policy is followed, the lowest quotation is selected and that the lowest quotation accepted is within 10 per cent budget allocation; and, THAT staff will report the result of the award at the January 24, 2012 County Council meeting. - Carried. 5 Plank Road Slope Stabilization — Director of Engineering Services The director presented the report regarding the awarding of a contract for stabilization of Plank Road. Moved by Councillor Ens Seconded by Councillor Marr 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 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 funds be allocated from the 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. - Carried. Membership in Federation of Ontario Public Libraries — Director of Community & Cultural Services The director presented the report regarding membership. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT Elgin County Library decline membership in the Federation of Ontario Public Libraries. - Carried. Library Public Internet Policy & Procedure — Director of Community & Cultural Services The director presented his update on the policy and procedure for the Elgin County Library. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT the "Public Internet Policy & Procedure" and "Code of Ethics" be adopted and previous versions be rescinded. - Carried. County of Elgin and Municipal Partners Accessibility Coordinator — Director of Human Resources The director presented the report outlining changes by the Provincial Government's introduction to the Accessibility for Ontarians with Disabilities Act. Moved by Councillor Marr Seconded by Councillor McWilliam THAT partner municipalities be contacted by staff for the purpose of determining interest in receiving from the County advisory and coordinating assistance in all matters related to accessibility; and, 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. - Carried. 6 Laserfiche Upgrade — Manager of Information Technology The manager presented options to Council on how to upgrade the system. There was discussion about the cost - effectiveness of other partners coming on board to share the system. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT MC Imaging Technologies be selected as the vendor of record to provide and support Laserfiche RIO to the County of Elgin; and, THAT the request for funds to purchase Laserfiche RIO be included in the 2012 budget deliberations. - Carried. Council recessed at 10:10 a.m. and reconvened at 10:25 a.m. Streamlining of Accounts Payable Process — Director of Financial Services The director presented the report outlining opportunities to make the payment of invoices more effective and efficient. Moved by Councillor Mennill Seconded by Councillor Marr 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 submissions. - Carried. Ford Property Assessment — Director of Financial Services The director presented an update on the efforts of Ford to have its property re- assessed regarding taxes. Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT the report titled "Ford Property Assessment" dated November 29, 2011 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Barbara Wilson, County Clerk, County of Huron, urging the Provincial Government to review and include the losses sustained by woodlot 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. Bonnie 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. 7 The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Corporation of the County of Elgin support the resolution by the 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. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Marr Seconded by Councillor Mennill THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor McWilliam Seconded by Councillor McIntyre THAT Correspondence Item #3 be deferred pending a resolution from the Western Ontario Wardens Caucus. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Mennill Seconded by Councillor Marr THAT Correspondence item #4 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #5: Moved by Councillor Couckuyt Seconded by Councillor Marr THAT Elgin County Council invite the London District Catholic School Board to discuss the policy and its implications and potential building uses. - Carried. CORRESPONDENCE Items for Information (Consent Agenda) 1. Joe Preston, MP, Elgin- Middlesex- London informing Council of Community War Memorial Program, application deadline January 4, 2012. 2. Laurie Collins, Administrative Assistant, with a resolution regarding the Ford Closure Impact Study. 3. Duncan Jewell, Chairperson, Goderich and Area Disaster Relief Committee thanking Council for financial support. 4. Ted McMeekin, Minister of Agriculture, Food and Rural Affairs thanking Council for concerns about property tax classification. 8 5. Invitation to participate in Pre - Budget Consultation with MP Joe Preston and special guest MPP JeffYurek on Thursday, January 5, 2012 from 9:30 a.m. — 11:30 a.m. 6. Invitation to Four Counties Health Services Foundation Open House Information Session on January 11, 2012 or February 8, 2012 from 5:00 p.m. — 6:00 p.m. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Correspondence Items #1 - 6 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members Councillor McIntyre reported there was an open house today at the CASO Station for MPP Jeff Yurek's office. The Director of Engineering Services provided an update on repairs to an area on Glen Erie Line. The director will report back to council on the project. Councillor Jenkins said he has had concerns expressed about the use of heavy trucks on Avon Line. The Director of Engineering Services will check into the matter. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor McWilliam THAT we do now proceed into closed meeting session in accordance with the Municipal Act Section 240.2 (a) the security of the property of the municipality or local board — 99 Edward Street; and, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Confidential POA Law Enforcement Matter — Update. - Carried. The POA Supervisor presented the confidential POA Law Enforcement Matter update. Warden Walters and Councillor Couckuyt vacated the Council Chambers at 11:08 a.m., during the discussion of 99 Edward Street. Councillor Marr took the Chair as Deputy Warden. The Chief Administrative Officer and the Director of Financial Services presented an update on 99 Edward Street regarding the lease. Motion to Rise and Report Moved by Councillor Mennill Seconded by Councillor McIntyre THAT we do now rise and report. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the letter accepting the terms and conditions of the Board of Health's one year lease extension (to December 31, 2013) at 99 Edward Street be received and filed. - Carried. 9 - Carried. Warden Walters and Councillor Couckuyt took their seats in Council Chambers. Closed Meeting Item (continued) Moved by Councillor Marr Seconded by Councillor McIntyre THAT we do now enter into closed session in accordance with the 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. - Carried. DELEGATION Carla Nell and Paul Yeoman of MTE Consultants Inc. presented a PowerPoint update on the assessment and appeal history situation with the Ford Motor Company. Motion to Rise and Report Moved by Councillor Marr Seconded by Councillor McIntyre THAT we do now rise and report. - Carried. Moved by Councillor Marr Seconded Councillor Ens THAT the confidential POA Law Enforcement matter be received and filed. - Carried. Moved by Councillor McIntyre Seconded by Councillor Marr THAT The confidential Ford Assessment Appeal information provided by MTE Consultants Inc. on December 15, 2011 be received and filed; and, THAT MTE Consultants Inc. be requested to prepare a strategy /work plan and cost estimates for the consideration of councils in time for their January meetings. - Carried. PRESENTATIONS Elgin County retirees Marg Ashton and Dave McDonald were presented with certificates and thanked for their dedication by the Warden. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. 10 BY -LAWS Moved by Councillor Mennill Seconded by Councillor McWilliam THAT 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" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT By -Law No. 11 -29 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 13 and 15, 2011 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Marr THAT we do now adjourn at 12:05 p.m. and meet again on January 10, 2012 at the County Administration Building Council Chambers at 10:00 a.m. - Carried. LONG SERVICE AWARDS Following adjournment, Council recognized the following recipients with a luncheon and Long Service Awards, as presented by Warden Walters and Past Warden Dave Mennill: BOBIER VILLA Heather McDowell Bev Drouillard Sharon Gordon Stephanie Rieger Deb Petrushevsky Dianne Uitvlugt Nancy Hunter 10 years 15 years 15 years 15 years 20 years 20 years 30 years COMMUNITY Brian Masschaele 10 years AND CULTURAL Magdalena Van Zyl 10 years SERVICES Bonnie Barons 25 years Shelley Fleming 25 years Maria McLellan 25 years Sharon Podeszwa 25 years ELGIN MANOR Janice Guindon Kelley Johnson Joyce Lockyer Pat Vowel Sharon Wilson Carol Adams Carol Boyle Dorothy Fife Douglas Pearce Melinda Deziel Servat Sobhani Helena Kyle Rhonda Rieger 11 10 years 10 years 10 years 10 years 10 years 20 years 20 years 20 years 20 years 25 years 25 years 30 years 30 years County Council 11 December 13 & 15, 2011 TERRACE LODGE Julie Bohm 10 years Jessica Dance 10 years Helena Hamm 10 years Leanne Pearson 10 years Angie Vanderwyst 10 years Kelly Wright 10 years Tina Back 15 years Jennifer Groot - Zevert 15 years Sandra Grylicki 15 years Carletta Slaght 20 years Loree Vandemaele 25 years Ernie Schned 30 years ADMINISTRATIVE Marilyn Payler 20 years SERVICES FINANCIAL SERVICES Sonia Beavers 30 years Mark G. McDonald, Chief Administrative Officer. 12 Bill Walters, Warden COUNTY COUNCIL MINUTES Special Meeting Tuesday, January 10, 2012 The Elgin County Council met this day at the Administration Building at 10:00 a.m. with all members present. Warden Walters in the Chair. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT we do now move into the Committee Of The Whole Council. - Carried. REPORTS Township of Southwold Official Plan — Manager of Planning The manager presented an update to council on the status of the Ministry of Municipal Affairs and Housing approval of the Township of Southwold's Official Plan. Moved by Councillor Mennill Seconded by Councillor Marr THAT the Chief Administrative Officer be authorized to forward a letter to the Ministry of Municipal Affairs and Housing, the Township of Southwold, the Municipality of Central Elgin and the City of St. Thomas, affirming that Council has no objections to the approval of the Township of Southwold Official Plan and supports the cooperation of the respective municipalities to enter into discussions in the development of a servicing options study to determine the feasibility of extending services to the Talbotville Settlement Area and the Port Stanley Hamlet expansion area. - Carried Unanimously. CORRESPONDENCE Items for Information (Consent Aqenda) 1. Faadia Ghani, LHINS, with an invitation to the "board to board" session with the South West LHIN on Wednesday, January 25, 2012, at 6:00 p.m. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT Correspondence Item #1 be received and filed. OTHER BUSINESS Statements /Inquiries by Members — None. Notice of Motion — None. Matters of Urgency — None. 13 - Carried. Closed Meeting Items Moved by Councillor McIntyre Seconded by Councillor Ens THAT we now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (c); two items: a proposed or pending acquisition of disposition of land by the municipality or local board — PowerPoint presentation: Facility Space Needs Including Property Options PowerPoint presentation: Terrace Lodge Building and Property Options; Section 240.2 (e): litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Ford Property Assessment; and Section 240.2 (b): personal matters about an identifiable individual, including municipal or local board employees — Labour Relations Matter. - Carried. The Chief Administrative Officer gave a PowerPoint presentation on Facility Space Needs Including Property Options. Council recessed at 11:15 a.m. and reconvened at 11:20 a.m. The Chief Administrative Officer gave a PowerPoint presentation on Terrace Lodge Building and Property Options. The Director of Financial Services presented an update on the Ford property assessment. The Director of Human Resources presented a verbal report on a labour relations matter. Motion to Rise and Report Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT we do now rise and report. - Carried. Moved by Councillor Jenkins Seconded by Councillor Marr THAT Council authorize the engagement of an architect to examine the options for the identified facility space needs through either an addition to the existing County Administration Building or renovations within the existing envelope or a combination thereof; and, THAT the confidential PowerPoint presentation "Facility Space Needs Including Property Options" dated January 10, 2012 be received and filed. - Carried. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT staff be directed to engage an architect to develop plans to renovate Terrace Lodge to a Ministry of Health and Long -Term Care - designated Class A facility on the existing site, according to the allocation already envisioned and approved in the 10 -year financial plan; and, THAT staff be directed to regard efficiency targets across the Homes' budgets. - Carried. 14 County Council 3 January 10, 2012 Moved by Councillor Marr Seconded by Councillor Wiehle THAT all contracted costs regarding the Ford property pertaining to the assessment appeal process be shared equally with the Township of Southwold. - Carried. Moved by Councillor Marr Seconded by Councillor Ens THAT the confidential labour relations matter regarding a bargaining unit employee at Elgin Manor be received for information purposes. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY -LAW Moved by Councillor Mennill Seconded by Councillor McIntyre THAT By -Law No. 12 -01 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 10, 2012 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Marr THAT we do now adjourn at 12:35 p.m. and meet again on January 24, 2012 at the County Administration Building Council Chambers at 9:00 a.m. Mark G. McDonald, Chief Administrative Officer. 15 - Carried. Bill Walters, Warden. January 10, 2012 Elgin County Councillors cio Mark MacDonald - Chief Administrative Officer County of Elgin Municipal Building 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Councillors. As you are aware, on August 24, 2011, the St. Thomas Elgin General Hospital received Provincial Government approval for major redevelopment. The project highlights include renovation and new construction featuring an expanded emergency department; a relocated ambulatory care unit, new operating suites and a new mental health unit, Collectively these changes will significantly enhance patient care. Overall the redevelopment represents an investment in our community in excess of $100 million. It is a generational project that will touch all of us. As is be case across the Province for any capital health project, the local community must provide ten percent of the associated construction and 100 percent of the equipment costs. The amount of the 'community share' will be in the vicinity of $13M and our Foundation has agreed to lead the efforts to secure these funds. This is the largest campaign the Foundation has mounted to date and we are coming to Counci with a request to provide early and significant support on behalf of all residents of Elgin County, Previous Councils have recognized the importance of supporting capital projects at the Hospital and we are hopeful that you will decide once again to provide a significant gift. We are requesting an opportunity to bring forward a formal request to Council on January 24, 2012 for a grant of $4.5 mailer-1. The grant can be spread out over a period of time at your discretion to a maximum seven years. The remaining funds required will be generated through an active community based campaign. Over the past 12 months, we have spent a great deal of time preparing and planning. We are confident that with your support as we move forward into a public campaign, individuals and businesses will respond favourably. 169 Elm Street. St, Tomas, ON NSR 5C4 513.631.2030 ext. 2246 519.631,8372 wvrs...steghfoundlatlon.ca l ;nrlatalu rio:?i :taior =4!i91?i1 6516 Rnco ;i1 16 We would also like to offer to Council members the oppoirtunity to see first-hand the redevelopmerit !reas at the HosOtal, Crtionci i llors are invited corms as a group or individually to tour the Hospital and see where the itTiprovemeriiits be macie. You may contact Allan Vdeatlie'ratit, Executive Director of the Foundation (519-6312030 #224'7) to arrange a coriverlient time, We thank you for your thoLightfiti consideration of trit's major commitment. Ultimately this project about health care in our conimuility and ensuring our residents have access to the very best right here in St, ThomasiElgin County,. We look forward to traking a formal presentation in the weeks ahead Yours truty, Steve Krtipe President and Board Chair 'th E'gin Gertoral Fildation 1E1 Eityi Street„ Thonlas„ ON N5IFI 5C4 519°.m,5:120''30 �xi 2246 519.,631 ,,9372 mfoivostegrtfoundat[on.co firidC.0 17 The Foundation raises funds to assist the Hospital in acquiring patient care equipment, supporting facility upgrades and educational programs. Money raised cannot be used for hospital operating costs. (i.e. salaries, medical supplies, headlight etc.) These funds come from the Provincial Government through the Ministry of Health and Long Term Care. Funds are raised by personal gifts, direct mail, special events, bequests, insurance, memorial gifts etc. Gifts are clasE.itied isilLiiitabk; c+Joila&-)11 LE•kd are tax der-lucid-le. Since its inception in 1985, the Foundation has raised almost $30M+. Some examples of Hospital purchases through the Foundation over the last five years: 2006 100 news beds - -$963,000 Vital Signs monitor - $4,600 2007 Additional beds - $92,000 C-Arm Fluoroscope for surgery - $130,000 Digital Echocardiograph - $180,000 Colonoscope - $38.000 2008 Four Cystoscopes and video tower - $126,000 MOREob TD Canada Trust - $50,000 for education Digital Mammography Machine $580,000 Hip to Give - orthopaedic surgical equipment - $287,000 2009-2010 Paediatric Cribs - $35.000 (for six) Colonoscope - $50,000 Crash Carts for Emergency - $3,500 YAG LASER - $32,000 Orthopaedic surgical equipment - $22,000 100 Watt Surgical LASER - $225,000 (actual price TBC) IV Pumps $356,000 raised ($300,000 goal) 2011 $968000 $440,000 $1,043,000 $723,500 Renovations to Emergency Department $800,000 Monitors for Operating Rooms $74,000 $4,048,500 and counting 2011-2012 Unit Dose machine (fundraising underway) $350.000 2011-2016 Capital Campaign for Redevelopment $13M (planning well underway) Fall 2011 18 anctal 1 r Ended Mari .ndent Audit 19 1NDEPI?N1)CN t , I(I:I'r)trt" e tA•lemhers or the St. Thomas lagin (►eneral 11uspital 1 uundiltic)n: We have auditrd the aceonlpany'illc linaneiill statements '. 'I I)orll;ls N:11,u1 General 1 Iospita1 Foundation, which colllprisc the statement or Financial 11c): :: 1) l) .,)S at :Vlach 31, :.?t111 ;Intl the statements of operations and changes In net assets anti ca :•li c or the ?Weill' then ended, illl(I a SW/111131'y Of sI ;teem: whit; policies an(I {1111'1' etF1Ii111al 1 V,' SIl't)!'lnilllon, Nlilnagenient's Itespt)11tiiI)ility for the Financial Stiih:mefits `Eantu, cnlenl iS reslannsillle lie' the preparation and lair I'!', "`e111atron oI these fillilncial statements in accordance 'yid' ('anadi00 generally incepted accounting pl',! Riples and Corsueh internal control as Illilili13:C11ieI11 determines is lleCLSSat'S' Ill e11:II)je II'lI)Lllalll'''I o1 I11 H.11C1i11 Sli I.'I?1',`':11s hilt are free II'(11n material misstatement. whether dot- ', °i 1•I''!a1.1 or error. r',uclitnr'ti Resl)11Ir }sil)ilily ()ur responsibility is to exIlres s an opinion on these I+nanl:ial statemei is based on our ',twin. 11'e conducted our audit in accordance %vith Can!, 1:100 genera111' accepted Jill'jilt; sti'llldardS. Those standards ruit: ii,.:hat tine cur ,`, ith ethical requirements and L)lan and Oe1'I1.11 Ii1 111c 014111 to ol)taln I'eaS011at'1L ;i' -. 1!! -.;191c i• ab01.1t 11'110I' 'c +fC III111etal SI:UCT:110111S are Free from material misstatement. An audit invohrc procedurla oil oluain evidence about tine amounts and LIiselostties in the financial sttllc111eil . 1 I,roe cdures set cct. I depend on the auditnr''s ladvtllenl. including the assessment oldie risks rid misstatement of' the financial statements, 1v'1lether due to fraud or error. In making those assessments. the auditor considers internal Cu111m1 relevant to the entity's preparation and lair presentation Or the :tI1£irlcltll statements in order to desiiin audit procedures that are appropriate. in the circumstances, but not For the purpose. o1cx111. yinglulOpiIlion car : ;e effectiveness of the entity's internal control, An audit also includes evaluating the a1!'; A; 0[-.latcnrss or accounting pulieies used and Ihr' reasonableness of accounting estinlate tllilde as ti'e1] its evaluating the overall presentation ol'the linancial statements. We t)etieve Iitat the attdit eVidClICC. lte have iltlt;lilled is sufficient and apprc►pri to provide it hi . for our audit opinion, 20 Opini in our opt of St.,. TiliOrt ton$ and it 1,1 pilricti 1 ail En chiirte red nt tits Licensed public Acchttri i June 15, 2011 n fided accord h C di t finan td p t 21 S11"„"111108111AS 1,11.11,1IN 111,1N11111tA1. 11()s1i1rA 1,1)11NnAl'it-}N r CiF 11111NANC1IAL1 1(11110N 241)hi 1 21''11 1'...1.1s.14))%11142611, 81..$1;t1 S I 1111111.01 $ 14 1,R6 1 c .,1,212 S 565,05-1 $ 1117 11 11.11,1111,1 ,4, fil)S"„8:32 21,81,J .., 11(1,97.1 111..),,16t4 1,1614'4)7111 1,1111 7114'114...111.192,14(9), t.`11,1(1i6 SI.,'„. 19.851 ..... .. 9110 900 $ /.111.2 .14118 f16111),173,1 ! 11V522,1 1.1135.,[1903 $ 2.108,8(9 ,14 t11,114 10 1 ho Si. T14444)4`1111$41)11,4in (00119801 110s1)1101 (Nate 6) $ 17$ .928) $ 18,0,097 $ $ 1116,16'1 S 125,1179 Acer0or,111101)1111,108 29,1 09 29,4119 2111,1,111 141.1...5191 180 1)97 1 157 141$„511..„17 101',FF,Itf;.117,1.) C:ON111t1111111r1C)N54 46,5,14 91111 47„4,1)1 1..1)(10 1 60,41‘#4), 132.02„.1 1417127 11)111..1 ASS141S 1100,102 )1)6„231 1„651,981 1.91)1.142 /162,(),418 $ 166„231 $ 1,85,0113 $ 2, 16,9,860 Apt11164%vd on burial 114.)11111w 1)( R1 uI 1) C1:I1) . ......... ........... DIroc [0r 22 311","1"11031 AS E1,<;115 (11".,N1114051,11111S14171'A1,114)1,,1N1IAT11157 Y1'521°1'51 I1i 1 or (-)11-11 .cri(-)Ns 1,ND (11‘,N1 '13415,1 N1313 4,,S5-11°'1'14 V IAR 111,N191,1 4151/'5,11,C111 31, 2011 2011 1 liiro',„tric154,1 11„L",,tritivd 1111(1,..o,,/,"1/aelo 10 al 1-1.11H1 1.1.1ritis 11,11VEN1Jt.: DL)rint,i(16,s tLktd S 2C:J8,2 S 5'77,101 S 1,C/83.3 S 946,614 5 1,,,36-1,9 1:)r, 1 1i11141 2,120 6„9 02 13,1-19 6,891 22,1122 7,934 ri14 111:5 1)0114' atld 1,1,116. sal istjwit A3!11/111 ,11d tiL 1101 4 tit.) • '1111 • [1111 r3" E,4 it 1111114" "4129 ^..14 375,24Th 585,25f). 7 9831 9118,434 1 175 C139 236,208 :23(1,2813 2:31,3(17 "i,'.1„538 74,51313 77,791 11,1117 H,911 1,1,,4(1 2a1„0137 24,087 22,4-1:1 15,14)2 15,102 19..218 39,()-1 1 31,),(i4,1 511 401,117'15 401,112/1 3111 1472 1:XCI'7,SS 131' 1,411,V1N1IE OVI.11, l'XI'11,N,S1"1'71 (25,82141 ,'/145,2511 7,9811 517/7,4111 1,014, 0 ? Nt' 1 ASSE I'S. 111.411NN11N(' 1114' '5'1 Alt. 913,1147 /154 ,,1/7:1 91 7701 1,931,112 1,',29,241,1 111S1711.1131.11"14/311S TO T111', Si,111414151AS-17,1,41 IN (It,rsit,,ItAi., itost,trAL (NoIc 1) (22,8() (85-1,(11).5) (1370,87 11 (625 27 1) FUND TRANSI'Elt.S 1,66,3-181 66,3410 NI:„:1 ASSP:, I'S, 1:„N1) OF 'i'1,...,,Alt. $ 81)1.1,1)1.3 $ 68,1,7.37 S 166,2,31 S 1,65 1.981 S 4.9111,442 23 S1141111()131,455 11:1,3411N 1X11N1:11.81-113,4S11111A1,1'11)1,1N1)A1 11111N c..1[1;' 171.,.()‘vs YEAft I.INI)E1)131.81t(4"11 31,2011 1,111r,,s,,tri,,,„14•111 11)1 1. I 1 1 ''(9,..19'111 9 t999(.9 NCT N1111L08V )0 1,1T11.1.18()))14) 0 V Cd),S11 11„El Al"l^:1) TI1E r 01 LI,2188'IN( ; 141181111,'Il'IF'4) OPF„11,4)T111C)1r,,,,,,etitle, r ,,,,,,,,xilellos 111,,xcuss ).) , xvotkintl $ (I,),5,8211) S 585,:,151,1 8, 7,084) .$ 567,410 S 1,913,3(37 18 itl t»)41-5),-clls11 ,t4p()rt111ilig CElpal,11)41 ..- ., '1 '511))))ifis ,1 ,. ,11,,,es I) i.4.11 „,;)4111,0 ,,,,., ,ill 0,13,11(1-1 39'2,252 (70,.)))10) 415,721",) 111 '1'7117,7,94118) - (1,080) Prepai ex.it)14 . 1,42(1 1,420 f 141211) 1 ' id ).)1 N . . (18,82:3) (1,21,, (.1i (8141112 (47,;141441) 1,4500 1,000 11112)1c1U344'11''Ir'1'1'Ic St,'1.)'1i):;1411/8,11,4, Gorlotal 14»,s1 , , 1111),„51)))) 11:41),509 (18,910) 01 6181 45859'6;1 (10,11251 . ')(111.1111)111)1e,),. , 1),(1(1)1 A'1:1'''r4 ' '''Ir11)1,1t,"1.111S 1)0tVrrqd ‘i,i. 46,54,4 :1,0(1(11' ((1 080) 012,2/4) L078,101 (01,1,490) 972328 (517,128) D1S I11,1114,1'1`IONS () 1 1112 sT:rtIONIAS-1: LC; I N GENERAL 11081'11'AL (Nt)tu 1 n,A001 1834 1)051 (875 871) (625,2 /4) 1 uN1)11.11 )8 NS EE RS E111(. SI-I (C1411111,114(1/1381) IN I,'1,,,,C)NV CASH I'OS111110N, itt',4I; IN NINC; 0 11101).1i, , CA811 l'(1,21SITION (21' V1.1.'„Alt (06,3181 0318 1131,11181 274319 7319 195,457 (1,112,1)1,1111 260,288 230,7615 1,34)1 ,I92318 1„))".-1 319 128,800 5 4-51,3(11)1 8 4312 8 58787 8 )192,417 1).cpresc01l9d by: C 1 8 100.981 $ 454,861 8 4,112 8 5664)154 8 492,417 CL),s1) (1141.)1c1 Eir,11,u 21,819 - 21,819 1,811 11I,121811,111.311,111111 24 . I tAL FOUNDATION NOTES TO THE FINANCIAL STATEMENTS MARCH 31. 2011 1. ACCOUNTING POLICIES The financial slaiemeiits have been prepared in accordance with Canadian generally accepted accounting principles and reflect the following significantpolicies:/ Basis of aceounting and presentation the ,-,-.', The financial statements are prepared using tne amprreo restri,orc4,iieno-41.of accouniin / ., for contributions received and pledges receivabl, e., / .Use of estimates \ "..,-.. The preparation of financial statements in accor,#) ,] v,iiltrr7nadian generally accepted accounting principles requires management toiriak k:6ii.45Kr,-;;':.: i,-1„ assumptions that affect the reported amount of assets and liFIbilitirls and di:;',.A,0'.,1,tr: Otcontingent assets and liabilities at the date of the financial ,-nai,,;:r,?;tii,- :111Athe vi)i)'1'.i,15).4.1nount of revenues and expenses during the reported period,Cts,:-,-,i,]in,-,:are reyiewed periodically and, as adjustments become necessary, thifir' e repl:;.,.,..,,(;..io, 6- Airt d in which they become .1 / ,' ,e known. ...,-/ . .. --..',... Assets and liabilities i 4 / f cost and net realizable value. Assets and liabi1 ,%corded ittitfieIo DC! Liri , Whf J1 • 6-7 ' The value ofgift ,,T,1 kind are recorded at fair market value when they are received. Vlanned gifts 4' ills consist of two Life Insurance Policies and a Charitable Remainder Trust deferred contributions and are recognized as revenue When the St. Thomas Elgin General Hospital Foundation (Foundation) is named owner and beneficiary of a donated life insurance policy, the Foundation records the cash surrender value, Annual premiums paid by the donor are recorded as revenue and also increase the asset value. 25 LS ELGIN GENERAL HOSPITAL FOUND ' EQN NOTES TO THE FINANCIAL STATEMENTS MARCH 31,2011 I. ACCOUNTING POLICIES (Cont'd) Manned gifts (Coned A CRT is an arrangement whereby a donor places a principal sum 'f,rnole$- •Into an irrevocable trust and income from the CRT is paid to the donor h AlieVast company. The principal is vested with the Foundation fully and uncoOkionally,aIwimi1404hc donor's death, the Foundation will receive the principal pro4eds. The pre 1 F ■":9f the principal sum of the CRT is recorded as an asset and revenue4During 0)4 change in value of the CRT is recorded is an incr4ase,, thp'aSget and us te:icolp Revenue from donations is recognized when teemed. In when earned. ^ venuei ition 2. INCORPORATION ;,'c,teptincome is recognized The Foundation was incorpon:iif iThder the, .orporatifis Act (Ontario) without share capital on March l3, 1985. Tfritiiirposrnf the Fourtedation is to establish and maintain a fund or funds and to apt4y rn tim ic allor<part thereof and the income therefrom for theArrposes of ThIHI.;1;(tomast-;,1li 'ion:earl Hospital. The Foundation qualifies for y under the Canadian Income fax Act, qtipurose of the sist the Hospital ducationnl pro . khe, function keral spital has an economic interest in the Foundation in that k■ I qpn is to establish a fund for the purpose of the Hospital, and to new equipment, upgrade its physical facilities and support e Foundation are to inform the Foundation's donors and general 1it the hospital's capital project needs, conduct fund-raising programs, nors and ensure proper management and allocation of donated funds. 4. INVESTMENTS Investments consist of cash in high-interest savings accounts as well as guaranteed investment certificates. 26 MA GIN GENERAL HOSPITAL FOUNDATION NOTES TO T1-11F F.FNA.Nol A L STATLWENTS MARCH 31, 2011 . PLANNED GIFTS 2011 2010 Unrestricted Restricted Endownagni Total Total $19,8512\ $9,8 S18,762 10A72 Trust $ - Life Insurance Policies 64,406 $19 6. DUE TO THE ST. THOMAS ELGIN GENERA* T SP TAL The amount owing to l'he St. lhornas Elgin General HOspital;aliteasr end consists of the following: • • ..1011 Balance, beginning of year ,," 125,079 Unrestricted fund expenses 401,026 / . ',: ,,,, , Payments not included in expenses /,',,,' 5,416 Amounts not affecting interfund hglance ,.'; / ,-- 3,577 Grand Draw refund due to Foy‘.0,''-ocion /7/ ,.. , (33,000) Restricted fund distributions,10*. ThomSitIgin Gpneinl Hospital 854,005 Unrestricted fund distrib04:0) St. TtlOtilk, .11airr/ecneral Hospital (1,249,934) Punds4,1sf rred ed,i,'..iicea4111(),,pital • • year 7. D1ST1it THE ' riirls in kind / stricted func)3(y dicaIk.s." s9rnther students IFiS inners Ultrasound Colonoscope ECG machim, BiPap unit Defibrillator Laser Vital signs monitor $ 106,1611 AHOMAS ELGIN GENERAL H013-AL 2011 Unrestricted Es_sirkcA $ 3,720 6,000 13,146 Total $ - S 3,720 854,005 854,005 6,000 13,146 ••• $22,866 S1',31M $876.871 27 $ 63,463 361,672 93,082 4,010 374,602 13,717 (785,467) $ 125 079 2 1 (I $ 12,200 374,602 6,000 28,929 46,423 42,418 16,411 23,969 56,261 13,717 4,344 $625,274 NANCIAL FINANCIAL NSTRUMENTS The of the current as set me f their faair value veil their sh .-4 i COIVIPA TIVE Certan tiv IGURES have been 6 1�1# a e roxtma ,r kj cla cunt* 28 ST, THOlkiAS ELGIN,„VENERA OSP AL FOUNDA'OON Fnni Statertiettta year Ended march 3 2Clan 0 d AtIdters' Report to the Members 29 STATHONIAS.,„DECINTiENERALLHOSPITAL FOUNDATION SUTE N.T_OEOPERATIONS stittcHANG Es IN NET ASSETS 1LEVENIIE Donations received Dr, Daigonoart (id Investment income EXPENSES Salorle,s, and benefits Administration retnatg and development Comr11311111y and donor relations Pttatage Planned giving EXCESS OF REVENUE, OVER EXPENSES NET ASSETS, I3EGINNING OF VIA.11, 1) (181ARCH 31,..211.111 2010 Lilrisis111crced Restricted 1,rid ewjsi,ei Fund Fund Fund 2009 Total Total Funds. Funds 861,865 502,142 $ 971 $ 1,364,985 $ 1,151,562 2,120 - 2,120 L140 2,22,04 3,142 .222_2. 111 7,934 35,847 864,669 507„604 2,766 ,,,...1,375,039 .,22..„....,,,, 231,307 40,829 9 746 49,1 19,727 rt 361,672 02,997 662,722 507,604 21,490 231,307 225,074 40,1129 28,808 9,746 6,132 49,160 28,761 10,903 1,1,157 361,672 346,747 2,766 1,013,367 841,802 89,137 1,173,349 1,9311,927 DISTRIBUTIONS TO THE ST.TI-I11134AS-ELGIN GENERAL EIOSI'ITAL (Note 7) (250,672) (374,602) 625,274) NET ASSETS, END CIF 'EF,Alit 915,047 914,492 „ „_,,,,..„91 903 $ „1,961,442 30 (!,?...07,138!).) 49_ Oft$4),SELCI ',PAL IIOSEITA.LIOUNI)ATIllES grATENIENY„QESAalifi,01615 YE ENO Ell NEAKCILE31,11111 2010 2009 Urice-s-i-eiette--d !testi' i"R;d Fndownint Tct1 Total Furl d Fit rid Fond Funds Eunds NET INFLOW (OUTFLOW) OF CASH RELATED TO TIIE FOLLOWING ACTIVITIES: OPERATING 11rcols of rover:nu over expenses 502,997 OhotiE;os in nori-cash orteratitig ‘vorkirri; cpfta1 iterrisr Investment Prepoict expenses latined gifts Eltedges receivable Due to The St,Thrittias-Els(ri Gericral Hospital Accrued liabiIities Deferred cotitriblitiotis 50'7 60,4 2 766 $ 1 013 36"1 $ 841 802 (702,696) (803,225) (71 728) (1,511,699) , (IH90) . (7) (2,168) (2j21) 6E689 . 61,689 131,1377 422 47,354 61 616 (61,0(i8) (10,825) (10,825) 18,888 (616..!2) (P21:177) (1,98,872) (248,267) (69 990) (517„129) 797,495 DS 'POTIONS TO THE ST.TEIONIAS-ELGIN 1.1, GENERAL HOSPITAL (Note 7) (25(072) (374,602) (. 7A ( 267380) NET f2ASEI (OUTFLOW) INFLOW (449,544) (622,869) (69,990) (1,142,401) (409,885) CASH POSITION, , E G INNING ("0 YEAR 7O9332 853,634 4Q! _2_044,7049 CASH posnioN, END OF YEAR $ 26() 288 230,765 7L353 1063 --'4;2,4 1 1.63're "3 4 81 6 S Represented by. Cash Cash Grand Draw 26o, 288 $ 230 7El` $ 26O28 31 1 363 492,416 $ 1 6343Th 441, 210 765 1,163 492,416 $ 1,634,819 S. fliONLAS ELGIN GENEttAL FIOSPITAL 0 U1‘41)ATION Fin= a nt r M milers Stteme are. t_=261 2009 and Nrea Endeu to the Nic , Rep Allditor s () 32 ST IIIMMAS_LLC IN GENERA OirliALIIIUNIMI1ON, SIA _LENT OF EINAINCJAL FQ QN ASSETS Ch Cash - Grand Draw plat-liked gifts (Notc 4) Pledges receivalAe (Note ') LIkE11.1TIES Due to The St Thomas-Elgin General liospitat. (Note 5) Accrued liabilities DEFERRED CONTRIBUTIONS (Note 5) NET ASSETS Approved on behalf of the Board of Directors: 131rectoi- 1)irecttlr 161ABC11 11,200 2009 _ -- 1,1tirestricted Restricted Frodovetnent Total Torii Fund and Fund Funds Fund 2008 7139,391 441 15 482 $ 725314 3l319 31„273 62 592 (2 597 662,722 853,634 71,353 11 1,634,378 1 1,983634 441 61,070 17,784 332$6 31,1.39 5.3,589 63 589 917,223 32,144 32,144 89 117 8 1 731 74 $ 2 271 509 63,589 . 5,733 821 490 89,137 63,463 $ 124,531 31,273 14385 94„736 136,916 63,5891, 195 666 158,325 332,582 1,573„349 L938,927 $ 725_,314 $ 917,,223 1 $ 173li4 S 33 REVENUE t)cili„itions roceilied Dr. fIaimrn tatid Irove6tilictit income SIARN, ELGIN GENERAL ixosErr ALTON., STATEN, .DEDnEs ) AND CIL& S IN „PIET ASSETS_ YE AR ENPED 2 2009 2008 Ijneastrioted Restricted Endowment 'Total 'Total „ Fund Fund Funds Funds 490,552 3 614,101 3 46,509 3 1,151,562 S 1,407,939 1,140 , 1,140 5,485 15,024 20 121 702 35,847 5(1,588 503,976 635362 EXPENSES salt Adra,ius and b 225,074 Trai Tistrati tnefits 28,808 romning and °:11e 6,132 ppolastitaniglejnity andyclel°nPunIlteenlia110ns 2148,:715671 ried giving 43,815 346,747 EXCESS OF REVENtIE OVER EXPENSES 15,9,229 635,362 NET ASSETS, BEGINNING OF EAR 719,330 1,173,749 FUND TRANSFER (Note 7) 3,422 DISTRIBUTIONS TO THE Sl°„T110MAS,ELEIIN GENE L HOSPITAL (Note 8) 216337) (991 043) NET ASSETS, END OF "YEAR 662,722 821 490 34 47221 1,188,549 L470,012 017 225,074 197,466 28,808 25,081 6,132 5,853 23,761 25,781 14,157 11,063 43,315 14 394 346747 276,540 47,211 841,802 1,193372 45348 1,938,927 1,250,534 (3,422) (1,207,3130) (505,029), m.89-037 3 15715149 3 1,9392 ST GIN G HOSP I ON Financial State RS Year Ended March 31, 2008 and Auditors' rs' l the Nletribers 35 12110 ' TErtt REVENUE Donations received DE Hagerman fund Investruent income sit 3:LAR ELIE, 11,01PITAL1OIIISTATIQ1 ASD..0 ,KiE5,.11. RCIL31.1.0 1 ; 2008 2007 Ditrestricted Enstrictest EndoA,rtlent Tota1 TotaI Fund Fund brIttd Firtida Furids 81,7,864 589,196 5,485 879 $ 1,407,939 $ 1,025,190 5,485 4,850 56,588 6.1,655 839 781 628 359 21,917 33,678 99 EXII1INSS Sal ios is11ind b 7c r S I1 19 748:6 Adninitrotion 2503,1 Trlang and dev el aPlll c:11719IY and d99r ret1918 25,783 Postage 8,063 Planned giving 1,.2„1.394 11172 147O,012 1 091,695 - 197,466 241,607 - 25,081 3(1,052 5,853 6,933 25,783 32,590 8,063 11,416 14,394 8,856 276,640 EXCESS OF REVENUE OVER. EXPENSES 563,141 628,359 NET ASSETS, BEGINNING OF YEAR 465,6'I7 741„431 DISTRIBUTIONS TO THE ST,THONAS-EL,Glli GENERAL 11 OSP /TA L (Note 7) (308,988) NET ASSETS END or YE 1,872 434Th 276,640 331,454 1,193,272 760,241 1„2$0,584 1,781,102 505 029.) (120759) $ 71,19,83t) $ 1,173 749! $ 45,348 $ 1,938 927 $ _1,250 584 36 $ ^. E SJITAL FO U,N1,163:1111N, DE,DETiA Y E RAN/MU E ro atio eived nns anti Ind agem fume Dr, H ent in vestm nvo EXPENSES SalEries Adminisrlt d b"afits Training a'antd1pdil 6/Tient Carnal evel() ppoiaristallgennitY and donor rotations ed giving EXCESS OF REVENUE ()VP,R EXPENSES NET ASSETS BEGINNUiG OF' YEAR DISTRIBUTIONS TO THE ST-TIIOMAS-ELGIN 6, , GlEt. " SSETS 2008 Urivstricted Restricted Endolvalent F Fund Fund -Fats] Funds 2007 Ftrnd 7 otal 817,864 589,196 $ 879 $ 1,407„939 8 1,025,190 5,485 - 5,485 4,850 21 ,917 33,678 993 56,588 61,655 839 781 628,359_ 1t,872 197,466 25,081 5g53 25,783 8,062 14,394 563,141 628,359 , 465,677 741,431 GENEII,AL I-10SPITAL (Note 7) (308,988) (196,041) 1,872 43476 NET ASSETS, ENT, OF YEAR 719,83Q $ 1 73 749 45,148 37 E470,012 1,091,695 197,466 25,081 5,853 25,783 8 063 14,394 241,607 30,052 6,933 32,590 11,416 8,856 276,640 331,454 1,193,372 760,241 1,250,584 1,781,102 (6_05 022) 11 ,q759) 1,250,6811 $ .1,918227 S-1741lH-Cal tr), STA, t1S' FAIN 1 , 0,3 MARCH...3141M 2008 200 , Uttrestrieted Reslrietcd Endowment Total Total Fund Fund Fund Funds Funds ASS1Erl'S 643$ Cash - ()rant/ Draw Planned gifts ('Nete 4) Fledge s ree,eetible (Note 5) 765 7090.00 a 11)0 660, 457 371 2161':48:5°11, 6,c 1 .111 (:_637 57 .1 :1 ;4 8C I 0. 2°.01 5° 5 88,438 1,2,66705 983614 74,179 rash 14, 282 LIAIRLITIES uicrin Geriera, 'rnee to The SttThornas--..,,- I liespittit (Note 6) d Acczue liabmt DEFERRED CONTR1 UT1ONS (NcAu 5) NET ASSETS At5loreved on behal,f of the, Beard of IYirector: ) ('„1„. Director Director 31,7 S 92,956 ° 12,35 436O 92,956 50C10 190,666 48,960 283,622 1 173 '146 124,531 235,909 2,385 49 449 136,916 28$,358 195,666 189479 332,582 475,037 45 348 _L !L227 927 768 '790 $ 1 457137I $ 45.848 38 1 250 584 •a- _i /. - served us we about enhancing patient care v U 0 0 Cr (/) U E 'il.) (1) cu 4-- -0 = >' >> t!) U O co 0 := O U (i) a.. o 0 co cu O cu .0 cn U ...a a) QN = cy) = >' 0 0 -�-� c(l) o U O = CU = O 0 O : 0 .0 0 CO --1-0 .0) co E ..o o_ co "= > _.= cru + = C- I Q + a+ o o a a 45 o 0 0 0 c> o d- oo chi N • (0 0 0 z 0 z 0 co 0 O Co 0 CV Q 0 (1) 0 .0) v) . C 0) -0 0) .Q X 0 Li- 0 0 E - o ca i J t!) 0 0 C_ 0 E .0 CU 4) .0 (1) ® 0 1-'10 73 0 0 0 CD 0 0 0 0 CD 0 C/) 0) __) X 0 0 %) Zr) Cv m . 0 Co 0 0 Co .Q E Q O co CD 0 0 0 0 1 0 > 0_ 0 0_ 0 0 O (/) ) 0 Ca y— O 'x 0 0 N 68 69 Report No. OW-01-12 County Corporation of the File No. City of St. Thomas Date Authored: January 17, 2012 Directed to: Elgin County Council Meeting Date: January 24, 2012 Department:Attachments St. Thomas-Elgin Ontario Works Department (STEOW) Prepared By: Barbara Arbuckle, Director None Subject:Estimated STEOW Budget 2012 for Elgin County Recommendation THAT: Report OW 01-12 (County) be received for information. Background: The St. Thomas-Elgin Ontario Works Department (STEOW) is the designated Consolidated Municipal Service Manager (CMSM) for the City of St. Thomas and Elgin County. As such, STEOW administers and funds services on behalf of the City and the County in the following three programs: Employment and Income Maintenance (Ontario Works) Children’s Services Social Housing Within each program, the costs are broken out as follows: Employment and Income Maintenance (Ontario Works) 82.8% of direct client benefit costs are paid by the province in 2012. These costs are in o the process of being uploaded with the province scheduled to begin covering 100% of direct client benefit costs effective 2018 50% of administration costs are paid by the province o Children’s Services 80% of all costs (on average) are paid by the province o 100 % of costs related to Stabilization, Best Start Planning, Early Learning & Child Care o are paid by the province Social Housing 100% of housing provider subsidy costs are paid by the CMSM o 2012 costs are offset by a net Federal grant of $922,822 o 100% of special programs costs are covered by provincial, federal and private utilities o Through cost-sharing agreements, the City invoices the County of Elgin for their share of costs, based on a preset percentage plus a 10% administration fee. Analysis: With 2011 final operating costs still pending combined with the local economic uncertainties, projecting the 2012 service demands and subsequent financial implications is difficult. Given the unpredictable nature of income assistance demands, subsidized child care needs, and subsidized housing demands; budget projections for the coming year are an educated approximation. The information contained within this report provides an estimated calculation based on historical data within each program, economic factors, local/regional specific features, and provincial/federal programs. A significant change in any of these areas may have a substantial impact on the services provided by STEOW and subsequent financial impact on the operating budget. The highlights of the analysis include: Provincially, the monthly active caseload average is estimated to increase by 3% in 2012. The average monthly active Ontario Works caseload has been projected at 1771 for 2012. This equates to an approximate 10% increase or 161 active cases. This is a 0% increase over the 2010 or 2011 estimated budgets. The impact of the September 2011 closure of the Ford Plant is expected to be felt in 2012 through secondary industry changes and reductions. During the last significant economic downturn, average monthly active caseloads increased 28% in 2007 and 32% in 2008. The number of children placed in subsidized daycare spots increased by 26% in 2011 compared to 2010. The gross financial cost of those subsidized daycare spots increased by 16%. 70 Financial Implications: The estimated STEOW 2012 operating budget for Elgin County is projected as follows: 10% % County Cost Share Total County Cost AdministrationChan (Estimated)(Estimated) Program Area (Estimated)ge 201120122011201220112012 Employment & $1,244,25$1,250,42$125,04$1,368,68$1,375,46 $124,4260.5% Income Support 83245 Children's $209,503$210,055$20,950$21,006$230,453 $231,0610.3% Services $1,423,99$1,492,82$149,28$1,566,39$1,642,10 Social Housing $142,4004.8% 91293 $2,877,76$2,953,29$295,33$3,165,53$3,248,62 TOTAL$287,7762.6% 09069 Of the projected calculations highlighted above, please note that: With the ratification of the collective agreement, there is a slight increase for Elgin County due to wage and benefit changes Social Housing’s 4.8% increase also includes an increase in the Provincial Rent Supplement line due to an underestimation in 2011. Conclusion: The projected 2012 operating budget for STEOW has been influenced by the local economic factors (i.e.: Ford Closure, etc.), provincial forecasts and historical department data. The Elgin County cost sharing is estimated to increase by 2.6% in 2012 compared to 2011. When the actual 2011 operating costs are finalized and the 2012 STEOW budget is approved by the City of St. Thomas Council, a revised estimated 2012 budget with a detailed overview report will be submitted to Elgin County. Council’s endorsement of this report is respectfully requested. The Director is available to answer any questions that Council members may have. Respectfully Submitted: Barbara Arbuckle Director St. Thomas-Elgin Ontario Works and Social Housing Reviewed By: Human TreasuryEnv ServicesPlanningCity ClerkResources STEOW ~2~ 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 REPORTS OF COUNCIL AND STAFF January 24, 2012 Council Reports – (ATTACHED) Councillor Jim Jenkins – Elgin County Museum 2011 Annual Report Staff Reports – (ATTACHED) Curator, Elgin County Museum – Museum Advisory Committee 2012 Appointees Library Coordinator – Library Union Database Testing Director of Community and Cultural Services – 2011 Out-of-Province Travel Chief Administrative Officer – Establishing an Ad Hoc Committee on Hospital Redevelopment Administrative Services Coordinator – Ford Assembly Plant Closure: Economic Impact and Local Action Plan Administrative Services Coordinator – 2012 Municipal Directory Director of Homes and Seniors Services – Ministry of Health and Long Term Care – 2011/2012 One Time Funding Director of Homes and Seniors Services – Preventative Maintenance – Mechanical Lifts and Tubs Director of Engineering Services – Security Upgrades Director of Human Resources – County of Elgin Staff Mileage Rate 98 REPORT TO COUNTY COUNCIL FROM: Councillor Jim Jenkins Mike Baker, Elgin County Museum Curator DATE: January 9, 2012 SUBJECT: Elgin County Museum 2011 Annual Report INTRODUCTION: Below is the 2011 annual report of the Elgin County Museum submitted on behalf of County Council’s 2010 representative on the Elgin County Museum Advisory Committee, Mr. Jim Jenkins. DISCUSSION: The committee met four times between January and December, 2011 in fulfilment of the terms of Elgin County By-law No. 05-44. The following are issues and reports brought forward to the committee during this period: Staffing A student joined the staff during the summer under a Young Canada Works grant who re-organized artifacts stored in the compact shelving system and entered updated information for approximately 2000 entries in the database. Museum Partners The Museum Partners have collaborated extensively through the year on the barn quilt project, on plans for commemorating the War of 1812 and on an upgrade to the shared collections data base. Exhibitions Remembering John McCrae on loan from Guelph Museums January 8 - April 9 Based on the man who wrote In Flanders Fields, the exhibition also featured a number of original WWI sketches by H. W. Cooper from the County Archives and the story of how Wallacetown native Ellis Sifton won the Victoria Cross at Vimy Ridge. 99 Patterns from the Past: Hooked and Woven Textiles April 16 - September 3 Highlights included early hooked rugs from prominent local collections, a number of period overshot and Jacquard coverlets and a series of demonstrations of a variety of textile skills. Changing Gears: th Elgin County Industry in the 20 Century September 17 – December 23 This exhibition illustrated the region’s transition from a reliance on several US railways to the opening of a number of American branch plants producing auto parts and vehicles, crowned by the arrival of the Ford plant in Talbotville in 1967. Other Exhibitions: Elgin Manor Royalty commemorative souvenirs were exhibited in the Manor cases. In the front window niche the Wegg sleigh was followed by two washing machines and then a Christmas display. A short term display of selected material was mounted th for the 175 anniversary celebration at Trinity Anglican in Port Burwell; 2 displays were assembled for Heritage month at Fingal Presbyterian Church in February and several quilts were loaned to Fanshawe Pioneer Village for a quilt show. Programmes: The First Annual Vimy Lecture, held April 9, featured a talk by Prof. Andrew Nelson who spoke on the work he had recently completed assisting with the identification of the remains of two WWI Canadian soldiers found in France. Over 50 people attended a talk co-sponsored with the Elgin Historical Society which brought Holly Martell of Timmins Martell Heritage Consultants, Inc., to the museum to speak on her recent excavations at the former Elgin County courthouse and the discovery of the remains of hanged convicts Welter and Hendershott. Doors Open The museum joined St. Thomas Doors Open held October 1st and 2nd. Several volunteers assisted with welcoming nearly 90 visitors who were able to see Council Chambers and the museum’s storage area. 100 Educational Outreach The Museum Assistant visited the County’s long-term care facilities several times with artifacts related to various themes and occasions. The curator spoke to a number of groups. Elgin, Oxford, Norfolk Association of Museums Early in 2011, the Association was awarded a grant of $178,100.00 from the Sand Plains Community Fund to establish a barn quilt trail through the five counties of the Sand Plains region (Elgin, Oxford, Norfolk, Middlesex and Brant). The application was inspired by the popularity of barn quilts in the US where many counties have sponsored barn quilt trails as a way to encourage tourism and provide commercial opportunities to businesses along the trail. The intent of the project is to bring a new tourist product to the region that will complement the museums’ programs and thereby increase attendance. The Elgin County Museum took on the organizing of an Elgin County committee. A number of museum and heritage organization representatives from across the county began meeting in March and to date have secured nine locations, four of which have had their blocks installed. The map guide to the trail will include other features such as bike trails, farm markets and other heritage sites and attractions. Substantial amounts for promotion and for utilizing web-based tools for accessing the quilt stories are included in the grant. Stories relating to each quilt block, the farm and nearby attractions are accessed through a mobile-friendly web site. Visitor Statistics and Donations The museums posted a slightly higher attendance in 2011, totalling 1827 compared to 1736 in 2010. Part of the increase came through outreach activities including a bus tour, several talks and attendance at events with exhibit material. The meeting room remains popular with outside groups and several jointly sponsored programmes attracted higher than average numbers. The absence of a “blockbuster” show represented last year by the Clark McDougall exhibition resulted in a slower year for gift shop sales ($246.75) and for admission donations ($641.25) compared to previous years. Permanent Collection A total of 57 donors presented the museum with a total of 196 individual artifacts and collections. Among the highlights are a locally-made parlour organ, the Elgin County Plowmen’s Association trophies, and pennants from Scott Street and 101 Balaclava schools. Six locally made chairs, c. 1860, were purchased at auction. Funds were donated by the Alma Alumni Association to restore the portrait of Principal Warner. CONCLUSION: This report outlines the activities of the Elgin County Museum Advisory Committee for the period January 1 to December 31, 2011. RECOMMENDATION: th That the report “Elgin County Museum 2011 Annual Report” dated January 9, 2012 be received and filed as information. All of which is Respectfully Submitted Approved for Submission Councillor Jim Jenkins Mark G. McDonald Chief Administrative Officer Mike Baker, Curator 102 REPORT TO COUNTY COUNCIL FROM: Mike Baker, Curator, Elgin County Museum DATE: January 5th, 2012 SUBJECT: Museum Advisory Committee 2012 Appointees INTRODUCTION: This report requests that County Council confirm a new appointment to the Elgin County Museum Advisory Committee and also acknowledges the service of a retiring member. DISCUSSION : By-Law No. 11-13 requires that any changes to membership on the Elgin County Museum Advisory Committee be approved by County Council. Staff are pleased to report that Ms. Kim Teuscher, Museum Co-ordinator at the Gay Lea Dairy Heritage Museum in Malahide, has agreed to join the committee for a four-year term in the capacity of Museum Liaison. Ms. Leta West of Dutton-Dunwich previously served in this capacity and completed her four-year term in 2011. For Council’s information, the following are the 2012 members of the committee: rd * Mr. Perry Clutterbuck, Chair (3 Year of Second 4-year term) – Member at-large th * Ms. Helen VanBrenk, Vice-Chair (4 Year of First 4-year term) – WI member rd * Ms. Marie Nancarrow, Secretary (3 year of Second 4-year term) – Member at-large th * Ms. Joan Mansell (4 Year of Second 4-year term) – WI member st * Ms. Lynda Hunter (1 Year of Second 4-year term) – IODE member st * Ms. Kim Teuscher (1 Year of First 4-year term) – Museum Liaison * Mr. Jim Jenkins – County Council representative CONCLUSION: This report recommends a new appointment to the Elgin County Museum Advisory Committee. Staff also recommend that the Warden issue a letter of appreciation to a retiring member of the committee. RECOMMENDATION: THAT Ms. Kim Teuscher be appointed to the Elgin County Museum Advisory Committee in the capacity as County Museum Liaison; and, THAT the Warden on behalf of County Council issue a letter of appreciation to Ms. Leta West for her excellent service on the Committee. 103 Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Chief Administrative Officer Cultural Services Mike Baker Curator, Elgin County Museum 104 REPORT TO COUNTY COUNCIL FROM: Sandi Loponen, Library Coordinator DATE: January 5th, 2012 SUBJECT: Library Union Database Testing INTRODUCTION: As a member of the Ontario Library Consortium (OLC), the library currently shares a server with 21 other member systems that hosts the library’s integrated library system (ILS) at a cost of $26,018 in 2011. Some OLC member libraries have expressed an interest in merging the consortium’s data into a union database in an attempt to reduce the OLC’s annual software costs. However, staff believe that this data merge may increase costs in other areas and are currently assessing potential impacts.As part of this assessment, staff have agreed to allow bibliographic data to be loaded to a test union database environment for further review. The cost for the test migration is estimated at $1,669 and will be funded using an existing credit the library has with the OLC. DISCUSSION: The concept of a union database was explored in detail by the OLC in 2008. At that time, the cost to migrate was prohibitive, and several members raised concerns about the potential negative impacts of merging the patron and bibliographic data of 22 library systems into one large database. The union database proposal was raised again at an OLC meeting on September th 13, 2011. The executive committee of the OLC had decided that it was in the interest of the consortium to move the concept forward. However, a number of concerns were raised by various member libraries and it was agreed that a final decision to form a union database would be delayed until a meeting on October 21st. st By the October 21 deadline, several unresolved issues and questions remained regarding the design of the shared database, various technical concerns, costs and information privacy. The membership vote resulted in a 50/50 split, with half of the members committing to merge their data into a union database, and the other half expressing an interest in maintaining the status quo. Elgin County and St. Thomas are two members who have opted not to join the union database. However staff have agreed to migrate Elgin’s bibliographic data into a test database in order to complete a thorough assessment of the impacts that a union database would have on the library’s ability to provide the same level of ILS functionality and service to patrons and staff. The main benefits of joining a union database include a potential for cost savings rd as well as the ability to purchase new software from 3 party vendors that may 105 improve patrons’ overall experience with the library. The OLC is currently considering the purchase of a product for union database participants called Enterprise that will not be of benefit to Elgin County patrons in its current form. Staff’s primary concern with joining the union database involves the protection of patrons’ private information. Under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), it is the library’s responsibility to protect personal data and transaction history and not to share it with outside parties without expressed consent. A union database would merge the private data of patrons from 22 library systems. The Director of Community and Cultural Services has requested that the OLC seek an opinion from the Privacy Commissioner to determine whether the consortium can legally pool this information without consent from patrons. However, the OLC has not taken action on this request and is proposing an untested technical solution in attempt to hide personal information from a majority of individuals with login access to the union database. Several library workers throughout the consortium will still have access to all data, which staff fear would constitute a breach of obligations under MFIPPA. In addition, the library stands to lose customizations made over the years specific to the needs of County patrons and the consistency with which records have been organized if data is merged. The library would lose historical transactional data that is frequently accessed when analysing historical use of items and collections. Staff’s third concern is that this data merger will add significant workload for staff. For example, instead of being able to quickly and easily source the status of copies of the most popular titles, staff will struggle to locate local content after it is mixed in with dozens of other copies from other library systems. Ordering materials, processing, and general information lookups will take more time than is currently required, inconveniencing staff and adding unnecessary delays to customer transactions. Generally, staff believe that the OLC’s decision to form a union database has been rushed. Implementation has been scheduled for a project that has not been planned. Interviews with library colleagues in similar consortia have revealed that, to be successful, the formation of a union database requires a complex and lengthy period of advance planning to establish the necessary rules and procedures to govern the sharing of data, ongoing maintenance and organization of data, and addition of new data going forward. For example, a union database consortium should know who is responsible for acquiring new bibliographic records to be shared by the group, who is permitted to modify a shared record, and how costs are going to be divided. None of these issues have been discussed by the OLC group despite the fact that the initial migration of data into the test union database is scheduled for mid-February 2012. The library has enjoyed a longstanding successful partnership with the OLC. However, staff are concerned that the consortium is moving in a direction that is not in the best interest of staff or library patrons. Staff have been advised by the OLC that library systems that do not decide to join the union database by the end of 2012 may need to consider other arrangements for hosting their data. 106 If staff opposition to joining the union database continues after a thorough analysis of the test database is complete, the library will need to explore its options. This may present a good opportunity to test the automation marketplace to learn if other software is available to meet the library’s needs and improve interactions with the County’s patrons. Other OLC members that share similar concerns over the union database have indicated that they may be interested in the possibility of forming a new partnership. CONCLUSION: Although library staff will conduct a thorough review of the functionality of the library’s bibliographic data in a test union database, this report is to inform Council that the library may need to seek alternative options for hosting the ILS system if staff are unable to maintain membership in the OLC Consortium. Staff will keep Council informed of major developments on this matter. RECOMMENDATION: th That the report “Library Union Database Testing” dated January 5, 2012 be received and filed as information. All of which is Respectfully Submitted Approved for Submission Sandi Loponen Mark G. McDonald Library Coordinator Chief Administrative Officer Brian Masschaele Director of Community and Cultural Services 107 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services rd DATE: January 3, 2012 SUBJECT: 2011 Out-of-Province Travel INTRODUCTION: In 2009, Council authorized out-of-province travel for meetings and conventions by staff and members of Council under certain conditions. This report fulfils the annual reporting requirement under this policy for the year 2011. DISCUSSION: In 2009, County Council passed the following recommendations with regards to out-of- province travel by staff and members of Council: “THAT the Elgin County Council Policies Manual be updated to eliminate any restrictions on travel outside the Province of Ontario; AND THAT staff receive the approval of the Chief Administrative Officer to attend any meetings or conventions outside the Province of Ontario; AND THAT staff bring an annual report to Council in November of each year beginning in 2010 summarizing staff and Council attendance at meetings and conventions outside of the Province of Ontario; AND THAT, in those rare and exceptional occasions where travel and/or attendance has the potential to exceed amounts allocated in the County’s annual operating budget, such travel and/or attendance be approved by County Council prior to proceeding.” In accordance with these recommendations, the following out-of-province meetings and conventions were attended by staff in 2011: Engineering Services Windmill Software User Conference, September 2011. Location: Buffalo, New York. 2 in attendance (Corporate Facilities Manager and Building Sciences Technologist). [Note: Windmill is the County’s asset management software.] Economic Development and Tourism Cleveland Boat Show, January 2011. 2 in attendance (Business Development Coordinator and Tourism Assistant). Canadian Wind Energy Association, September 2011. Location: Vancouver. 2 in attendance (General Manager of Economic Development and Business Development Coordinator). 108 International Economic Development Council, September 2011. Location: Charlotte, North Carolina. 2 in attendance (Warden and Business Development Coordinator). [Note:Attended to receive two awards for Savour Elgin.] CONCLUSION: The aforementioned trips were contained within 2011 operating budgets and received prior approval from the Chief Administrative Officer. Going forward, staff recommend that this report be provided in January of each year instead of November. RECOMMENDATION: rd THAT the report “2011 Out-of-Province Travel” dated January 3, 2012 be received and filed as information; and THAT the annual reporting requirement for Out-of-Province Travel be changed to January to cover the period of the previous year. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 109 REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: January 12, 2012 SUBJECT: Establishing an Ad Hoc Committee on Hospital Redevelopment INTRODUCTION: Further to the discussions held at the City/County information exchange held on th January 11, 2012, this report recommends the establishment of and the framework for a joint City/County Ad Hoc Committee on hospital redevelopment. DISCUSSION: Members of the St. Thomas Elgin General Hospital Foundation will be making presentations to City and County Council in the near future and will formally request a grant from each council towards the redevelopment of the local hospital. As discussed at the recent information exchange session, members of both councils stressed the need to determine a consistent and united response to the request. It was further suggested that an Ad Hoc Committee consisting of the Mayor of St. Thomas and the Warden of Elgin County as well as two members representing each council be appointed to said committee.In addition, the Committee would be supported by relevant senior staff from each municipality. In terms of a mandate, the committee would consider, among other items, making a joint recommendation to both councils on the following: 1) The amount of the contribution 2) The period over which the contribution will be raised 3) The City and County’s role in and representation on, if any, the building process/building committee 4) The accountability requirements and timing for the release of funds CONCLUSION: The aforementioned Hospital Foundation is expected to make a request for a significant grant from each council towards the redevelopment of the St. Thomas Elgin General Hospital. Being both proactive and prudent, City and County councils have signalled the desire to work together on a united response to the Foundation’s request. RECOMMENDATION: THAT Elgin County Council agrees with the establishment of a joint City/County Ad Hoc Committee on hospital redevelopment with said committee to be comprised of 6 elected members, 3 from each council; and, 110 THAT Warden Walters and Councillors ______________ and _______________ be appointed as the County’s representatives. All of which is Respectfully Submitted Mark G. McDonald Chief Administrative Officer 111 REPORT TO COUNTY COUNCIL FROM: Susan McConnell, Administrative Services Coordinator DATE: January 11, 2012 SUBJECT: Ford Assembly Plant Closure: Economic Impact and Local Action Plan INTRODUCTION: Elgin County Council in 2011 partnered with the Township of Southwold to have an Economic Impact and Local Action Plan prepared regarding the Ford Assembly Plant in Talbotville to determine the economic and fiscal implications of the plant’s pending closure on the township and county. BACKGROUND: Consultants Miller/Dickinson/Blais and Watson and Associates were commissioned to determine the impact and make recommendations to decision-makers to respond to the social, cultural, economic, tax and fiscal implications of the plant’s closure. The project launched on August 15, 2011. An analysis was undertaken of the regional fiscal impacts for the municipality and county council of the plant closure from a business, revenue, local spending, and property values perspective and the longer term community image profile. An action plan was also undertaken by consultants to guide the township and county through subsequent initiatives after the plant closure. The Ford plant closed September 16, 2011. The consultants presented the final report to Elgin County Council on October 25, 2011. At the December 15, 2011 County Council meeting, council received and filed a letter from Township of Southwold Council, dated November 18, 2011, in which Southwold Township Council approved the following resolution, #2011-347: “THAT the Talbotville Ford Assembly Plant Closure: Economic Impact and Local Action Plan be approved by Council; and, “THAT Council refer the action plan to the Economic Development Committee for prioritization and budgetary recommendation.” The County has since received its official copy of the Action Plan document. 112 CONCLUSION: The County of Elgin has completed its partnership on the Action Plan with the Municipality of Southwold, and the official version of the plan has been received. RECOMMENDATION: THAT Elgin County Council approve the document titled “Talbotville Ford Assembly Plant Closure: Economic Impact and Local Action Plan” dated September 21, 2011. All of which is Respectfully Submitted Approved for Submission Susan McConnell Mark G. McDonald Administrative Services Coordinator Chief Administrative Officer 113 REPORT TO COUNTY COUNCIL FROM: Susan McConnell, Administrative Services Coordinator DATE: January 16, 2012 SUBJECT: 2012 Municipal Directory INTRODUCTION: Traditionally, each year the Administrative Services Department of Elgin County publishes a municipal directory listing contact information for council, partner municipalities, staff and council committees. For many years, the directory included a monthly calendar. In 2011, council approved a format change and a four-way fold directory was printed, without the inclusion of a calendar. In addition, information was made available on the county’s website. BACKGROUND: The county has printed a form of directory since around 1929. Prior to 1980, the directory was printed in the form of a brochure. The booklet format was started in 1981 and continued in that form until 2010. In 2010, the county was moving toward paperless communications, so the format of the directory was reviewed for 2011 with the new format to be tried for one year and then reviewed again by council, in early 2012. In 2009, 250 were printed at a cost of $427.14 with a handful remaining at the end of the year; in 2010, 250 were printed at a cost of $423.75, with about 30 left over; and in 2011, 250 were printed at a cost of $392.68; of those, 65 were left over. CONCLUSION: With the ongoing adaptation to a paperless system, including the recent call for Requests for Proposals to create a website content management system that will broaden the county’s current websites, there is an opportunity to forego a printed format and make the directory available to the public, our partner municipalities and other levels of government, by issuing the directory through a group ‘eblast’ and as a direct link on the county’s website. The ultimate goal of the new website content management system would be to ensure the county’s websites are compatible with mobile devices, accessible, user-friendly and interactive. Recipients of the ‘eblast’ will have the option of printing off the directory for their ease of reference, as will those who look up the directory on the county’s website. RECOMMENDATION: THAT Elgin County Council approve the circulation of the annual directory on the county’s website and through email. All of which is Respectfully Submitted Approved for Submission Susan McConnell Mark G. McDonald Administrative Services Coordinator Chief Administrative Officer 114 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director Homes & Senior Services DATE: January 12, 2012 SUBJECT: Ministry of Health and Long Term Care – 2011/2012 One Time Funding Announcement INTRODUCTION: The Ministry of Health and Long Term Care (MOHLTC) has announced one-time funding of $20.3 million for long term care homes for 2011/2012. The funding is designed to continue to promote quality care and safety for long-term care residents. DISCUSSION: The County of Elgin Homes has received communication from the MOHLTC of the following one-time funding: Bobier Villa $20,000 Elgin Manor $30,000 Terrace Lodge $30,000 The MOHLTC has established criteria for the use of the funds which contribute to the on- going safety and security of the residents. Applicable areas include those previously set as requirements under the Long Term Care Act, 2007 (LTCHA, 2007), i.e. door locks, door access control systems, audible door alarms and audio visual enunciator panels. Additionally the list includes bariatric beds, tub chairs, lifts and hip protectors. The County Homes are focusing on those areas which are a requirement under the Act to ensure a complete door security system is in place. All funds must be spent, including items received and/or installed, by March 31, 2012 or the funding will be recovered by the MOHLTC. CONCLUSION: The Ministry of Health and Long Term Care continues to provide one-time funding to aid long term care homes in achieving the safety and security standards as required under the LTCHA, 2007. RECOMMENDATION: THAT, the report titled “Ministry of Health and Long Term Care-2011/2012 Annual One Time Funding” dated January 11, 2012 be received and filed. Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes & Senior Services Chief Administrative Officer 115 REPORT TO COUNTY COUNCIL FROM: Rhonda Roberts, Director Homes & Senior Services Sonia Beavers, Purchasing Coordinator DATE: December 15, 2011 SUBJECT: Preventative Maintenance – Mechanical Lifts and Tubs INTRODUCTION: ArjoHuntleigh Getinge Group is the homes single source vendor for equipment such as mechanical lifts and medical tubs. All equipment requires annual preventative maintenance and therefore the homes have consistently renewed the annual preventative maintenance agreement with ArjoHuntleigh Getinge Group. The renewal of the annual preventative maintenance service agreement is January 2012. DISCUSSION: Over the years, there has been an increased emphasis on risk management issues related to transferring residents and mechanical lift devices. The Ministry of Health and Long Term Care provided additional one-time funding for equipment with a focus on safety and prevention. When equipment is no longer covered under warranty, for liability, health and safety concerns as well as the Ministry of Health and Long Term Care requirement, preventative maintenance is performed. ArjoHuntleigh Getinge Group enters into an annual service agreement with the county homes with certification taking place on or about June 1st. An inspection certificate itemizing each piece of equipment that was examined by a qualified technician is issued to the home. Each home anticipated preventative maintenance service costs which will be included in the 2012 operating budget. The preventative maintenance service fee includes: a) one preventative maintenance service, includes inspection and adjustment of each system with specific focus on safety and complete functional review of internal mechanical systems, b) includes all replacement parts required during the annual maintenance inspection, c) includes all remedial return visits(parts, labour and travel), written report and certificate provided confirming test results. 116 Additionally effective 2012, ArjoHuntleigh Getinge Group is introducing the aged equipment preventative maintenance program. All equipment has a finite usable life expectancy. In general, patient lifts have a life expectancy of 7-10 years, bath systems have a life expectancy of 10 to 15 years. Aged medical equipment can translate to decreased performance and safety for both the resident and staff. Furthermore it is increasingly difficult to source spare parts to repair the aged equipment. Therefore in order to enhance the performance, reliability and longevity of the medical equipment, all aged equipment enrolled in the preventative maintenance will now be upgraded to an enhanced semi annual preventative maintenance service program which consists of: a) more rigorous annual preventative maintenance services, b) an additional 6 month preventative maintenance inspection, c) an aged equipment premium. Although the 2011 10 year capital plan has included the replacement of one lift per year, based on the aged list report and to mitigate liability, staff recommend at a minimum that 2 lifts be replaced each year. This has been addressed in the 2012 plan. By doing so, this will aid in future replacements of lifts so that all medical equipment is not aging at the same rate. The quotes received for the preventative maintenance service program and the aged equipment preventative maintenance service program is as follows; County Agency Total number of Quote equipment(exclusive of HST) being serviced Terrace Lodge 20$ 11,344.78 Terrace Lodge Ceiling Lifts 10$ 3,002.27 Terrace Lodge Adult Day 2$ 1,103.56 Bobier Villa 17$ 9,804.98 Bobier Villa Adult Day 2$ 1,214.56 Elgin Manor 20$ 11,035.60 TOTALS71 $ 37,505.75 CONCLUSION: ArjoHunteigh Getinge Group is the Homes single source vendor for mechanical lifts and medical tubs. For staff and resident safety as well as being a Ministry of Health and Long Term Care requirement, preventative maintenance must be provided on all equipment no longer covered under warranty. Therefore to 117 ensure maximum safety and reliability, thereby extending the life of the equipment and enhancing the return on the investment, it is for this reason the recommendation would be to renew the agreements with ArjoHuntleigh Getinge Group so the extensive inspection, adjustment and service is expedited in a timely manner. RECOMMENDATION: THAT ArjoHuntleigh Getinge Group be selected for the homes preventative maintenance program and the homes new aged equipment preventative maintenance program for mechanical lifts and medical tubs at their quoted price of $37,505.75 exclusive of H.S.T. for one year and, THAT the report titled “Preventative Maintenance – Mechanical Lifts and Tubs” dated December 15, 2011 be received and filed. All of which is Respectfully Submitted; Approved for Submission; Rhonda Roberts Mark G. McDonald Director Homes & Senior Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator 118 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services Sonia Beavers, Purchasing Coordinator DATE: January 4, 2012 SUBJECT: Security Upgrades INTRODUCTION: Council at its meeting held on November 29, 2011 accepted the following recommendation; THAT staff may award the Security 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. For Council’s information, below are the results of the procurement process. DISCUSSION / CONCLUSION: A quotation was issued and bids were received until Monday, December 12, 2011. Four companies submitted bids. The four compliant bids received are as follows: COMPANY QUOTE (exclusive of H.S.T.) RMB Communications Systems Inc. $ 49,686.00 Met-Scan Canada $ 78,102.92 Vipond Systems Group $ 88,284.32 KC Communications Limited $107,266.56 RMB Communications Systems Inc. submitted the lowest bid for the Security Upgrades at a total price of $49,686.00 exclusive of H.S.T., which includes the supply of labour, equipment and materials for the Security Upgrades for Terrace Lodge, Elgin Manor and Bobier Villa. The lowest submitted bid is within budget estimates. 119 RECOMMENDATION: THAT RMB Communications Systems Inc. be selected for the Security Upgrades, Contract Number 4502-11-28 at a total price of $49,686.00 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. All of which is Respectfully Submitted; Approved for Submission by; Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator 120 REPORT TO COUNTY COUNCIL FROM: Rob Bryce Director, Human Resources DATE: January 9, 2012 SUBJECT: County of Elgin Staff Mileage Rate INTRODUCTION: In accordance with Human Resources Policy 10.50, employees who do not have a County-supplied vehicle will be paid a mileage rate for use of their own vehicle on County business. For the last two years, the current rate has remained unchanged at 49.5 cents per kilometre and is market-competitive. DISCUSSION: Until 2006, staff reviewed the mileage rate annually and recommended any changes to County Council for approval. Effective 2006, Council directed staff to implement the same kilometric rate established by the Treasury Board of Canada Secretariat on an annual basis. The Treasury Board rate for 2012 is 54.5 cents per kilometre. A review of mileage rate reimbursements provided by other municipal employers suggests the County’s current rate of 49.5 cents per kilometre is competitive. A survey of more than 25 area municipalities resulted in a range of responses showing reimbursement rates of 44 to 53 cents per kilometre. The average rate was 50.0 and the median response was 48.5. CONCLUSION: The County of Elgin’s mileage rate is competitive and should remain unchanged for 2012. RECOMMENDATION: THAT County Council directs staff to freeze the mileage rate for 2012 at the current level of 49.5 cents per kilometre. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director, Human Resources Chief Administrative Officer 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 CORRESPONDENCE – January 24, 2012 Items for Information (Consent Agenda) - (Attached) 1. Bettyanne Cobean, CMO, County of Bruce, supporting the County of Elgin’s resolution to the provincial government to encourage the government to establish a multi-year rural and small urban economic development fund for southwestern Ontario. 2. Dan Mathieson, Chair, MPAC Board of Directors: 1) informing Council of the settlement reached between the Municipal Property Assessment Corporation (MPAC) and the Ontario Public Service Employees Union (OPSEU); 2) updating Council on MPAC Assessment Products and Services Delivery. 3. Dennis Travale, Chair, Board of Directors, South Central Ontario Region (SCOR) Economic Development Corporation, with an update on SCOR activities. 4. Shawn McGladdery, with email thank you regarding County road crews. Southwestern Ontario Development Fund Consultations. 5.(originally sent out as part of Addendum) 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 REPORT TO COUNCIL FROM: Jim Bundschuh - Director of Financial Services th DATE: January 13, 2011 SUBJECT: 2012 Request for Grants INTRODUCTION: Attached is the 2012 Request for Grants requesting $66,248 (line 20) in Grants, as well as a potential first instalment of $500,000 toward the Hospital request of $4.5 million. DISCUSSION: The total amount requested for Regular Grants (line 20) for 2012 is an increase of $10,873 over last year’s approved amount of $55,376. 2011 was an unusually low year for grants. In comparison 2010 grants were $62,800. The change from 2011 to 2012 is as follows: Line 6 -- Tillsonburg & District Multi-Service Centre: the request is up by $764 based on the proportion of clients. Line 11 -- Second Stage Housing: requesting an increase of $1,062. Line 16 – Tourism Signs: Council has previously determined that it would provide relief to County-based not-for-profit groups on the County charge for tourism signs. The cost of this program for 2012 will be $5,700, up by $3,047 based on the signs granted during 2011. Line 17 – IPM Legacy Scholarship: the IPM committee requested that a legacy fund of $50,000 be established for scholarships. For 2012 $5,000 has been added to the grant budget to potentially be dispersed later in the year once criteria have been established and scholarship applications have been received. Line 19 – City Charity Hockey Game: $1,000 has been set aside in the grant budget for a donation toward the City Charity Hockey Game. The St. Thomas Elgin Hospital is requesting a donation of $4.5 million from the County over a period of time not to exceed seven years. For this year, $500,000 (Line 21) has been included as a first instalment for Council’s consideration. The County had previously committed to a $1 million donation and $500,000 has already been set aside in reserves. CONCLUSION: That the individual line items be considered for approval. 159 RECOMMENDATION: THAT the report titled 2012 Request for Grants be received and filed, and THAT the grants be approved in principle and be included as recommended by Council into the draft 2012 Operating Budget. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 160 REPORT TO COUNCIL FROM: Jim Bundschuh - Director of Financial Services th DATE: January 13, 2012 SUBJECT: Ten Year Business Plan and Capital Budget BACKGROUND: Council’s strategic vision adopted February 2011 contains several priorities and goals, such as maintaining service levels, realizing an affordable tax rate increase and utilizing reserves in moderate amounts. Subsequently, Council adopted its first ever ten year financial plan which incorporated this vision. Each year, as circumstances change, adjustments to the plan are required. This report updates the plan for 2012-2020 and moves the plan out to 2021 to maintain the ten year horizon of the original plan. INTRODUCTION: In light of the loss of OMPF and Ford property tax revenue, Council last year endorsed a 4% residential tax increase in each of the following ten years (impact on 2011 Levy was 2.4%). The Municipal Position declines during the first five years of the plan, but annual tax increases bring revenue in line with costs by 2016 allowing the Municipal Position to grow to just over $200 million by 2020. Although the Municipal Position grew in absolute terms in last year’s plan, this represented a $20 million loss in value in real terms (inflation adjusted). The plan provided a balance between protecting the value/condition of the assets of the County with manageable tax increases while maintaining current service levels. The new ten year plan continues with 4% Residential tax increases through 2020. Although the Ford tax appeal is adding even further pressure, the ongoing efficiencies included in the plan allow the tax increase for 2021 to be reduced to 2%. DISCUSSION: The ten year business plan is found in Attachment I showing an ending Municipal Position in 2021 of $202.2 million (line 37), up by 0.4% from the previous plan’s ending value (line 38) of $201.3 million. Although this is an improvement in absolute terms, it is below the rate of inflation and therefore is a reduction in Municipal Position in real terms. Consistent with last year, the new plan is providing a balance between protecting the value/condition of the County’s infrastructure with manageable tax increases while maintaining current service levels. The 4% residential tax increase (line 30a) planned for the first nine years of the plan represents a $1.1 million (line 30) increase in the levy in 162 2012. The increase is reduced from prior year increases of 4% down to a 2% increase in the levy planned for 2021. Significant changes from last year’s plan are as follows: Line 3&4 – Social Services: Due to an increased case load expected from the Ford closure, costs are expected to climb in 2012 and 2013 offset by the provincial upload. The upload is expected to continue until 2019. Post 2013 the plan assumes that case load will reduce as the local economy improves, but that these savings will be offset by inflationary increases. Line 6 – Tax Appeals: The reduction of tax write-offs by $0.5 million has been delayed from 2012 to 2013 due to the ongoing Ford tax appeal. Line 10 – Hospital Donation: The previously planned donation of $1.0 ($0.5 million of which is already set aside in reserves) has been increased to $4.5 million (line 32) for Council’s consideration with the first instalment shown in 2012 of $0.5 million with the final instalment being made in 2018 (seven years). An incremental levy for the hospital donation (Line 30b) will result in a one-time increase of 2.1% or $0.5 million in 2012. This one-time increase will allow for the incremental $3.5 million (line 33) not foreseen in last year’s plan to be raised over seven years. This incremental levy of 2.1% in 2012 is over and above the 4% increase on the average household. Line 22 – Enterprise Centre East End of County Satellite Office Trial: $110,000 has been added as a one-time spend into 2012 for Council’s consideration given the positive economic impact this investment could potentially generate. Line 25 – Service Level Changes: An increase of $0.3 million in 2017 has been added for wages for Economic Development, Tourism, Provincial Offences, Museum and Archives. In addition, the added space requirements for these departments will require added space increasing operational net costs by a further $0.2 million (line 23c). Line 26 – New Maintenance Agreement Rates: $0.1 million has been added to the plan for a total incremental cost of $1.0 million over the ten years of the plan. Line 27 – Management Efficiencies: The new plan continues the commitment of achieving $0.4 million in efficiencies each year of the ten year plan for a total cumulative improvement of $4 million annually by the end of the plan. Without these improvements, a further 1.6% increase on household taxes would be required. Line 40 – Debt: To finance the Terrace Lodge and Administration Building renovations debt will climb to $21 million by 2016 and will be reduced to $19 million by 2021. Further changes to the plan will occur before the next Council meeting once any new information is received on such items as OMPF. 163 Attachment II shows the ten year capital plan for the County with an annual average of $13.6 million (line 10) being invested in the County’s infrastructure from 2012 – 2021. The prior plan (line 11) also had spending at an average of $13.6 million from 2012 – 2020. Although the average is consistent with the prior plan, there are however some significant changes in the details as follows: Line 2 – The Administration Building: Renovation costs to accommodate the space needs discussed on line 23c and 25 of Attachment I have been added to the plan, funded by a $5 million reduction in investment required to renovate Terrace Lodge. This amount is a place-holder while detailed architectural plans are being developed. The $5 million includes the previously planned capital spend from 2012-2014 for Museum of $300,000, resulting in the elimination of these costs on the Museum line (line 5). Line 3 – The Road Infrastructure contained within the Plan is consistent with the prior year’s plan with the Roads capital budget growing to $11.5 million by 2021 resulting in $52.4 million being spent in the last five years of the plan with $90.3 million being invested in the County’s road infrastructure over the full ten years. Line 4bii – Homes: The previous placeholder of $25 million set aside for a Terrace Lodge rebuild has been reduced to $20 million with the savings coming from renovating in lieu of a complete rebuild. Architectural costs begin in 2012 and, as a place holder, construction costs are being accounted for between 2014 - 2016. Line 6 – Library Services: In addition to the previous plans, a library van replacement has been added in 2013. Line 7 – Information Technology: Total costs of $1.9 million over ten years includes $0.6 million of software licences that were previously expensed, but will be treated as an asset moving forward recognizing their long-lived benefit. In addition, website development costs have added $0.2 million over the ten years of the plan, as well as $80,000 in Laserfiche and Accounts Payable automation software in 2012. The East End Study, based on an urban construction with drains, curbs and three lanes could cost the County $3,753,000 over the three years of construction. This alternative will negate the need to resurface this road at a cost of $0.5 million within the next fifteen years. If this alternative were chosen, the County would finance each of the three phases of the project with ten year loans. Once the project was completed, the County would have $0.4 million in principal and interest payments annually. At the end of the last loan payment, the County would have remaining principal owing on the loan of $0.5 million. The repayment of this remaining principal would be accomplished using the capital budget that otherwise would have been used for resurfacing this section of roadway. This alternative would result in an incremental 0.5-0.6% levy increase in each of the next three years. Other alternatives also need to be investigated, including Central Elgin re- establishing the road in its current state after their installation of the sewers. This latter alternative would have zero cost to the County over the next ten years and is the 164 alternative currently included in the business plan. However, costs can be added to the capital budget based on Council’s direction with a corresponding increase in the levy. The line-item details behind Attachment II are shown in Attachment III by department. CONCLUSION: The new ten year plan for 2012-2021 maintains the prior plan’s balance between maintaining the County’s infrastructure and services while keeping tax increases (line 30a) at a manageable level of 4% on the average household for the next nine years and then reducing to 2% in 2021. The hospital donation will require a special increase in the levy (line 30b) of 2.1% in 2012, if funded at the full request of $4.5 million (line 32). The increased levy dollars generated by this one-time increase will raise an incremental $3.5 million in levy (line 33) between 2012 and 2018, and will be eliminated in 2019. Feedback and direction from Council will be used to modify the ten year plan and capital budget which will be presented again at the next Council meeting together with the 2012 operating budget. RECOMMENDATION: THAT the report titled Ten Year Business Plan Balance Sheet and Capital Budget be received and filed, and THAT the 2012 Capital Budget be approved in principle and finally considered in conjunction with the 2012 Operating Budget. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 165 CLOSED MEETING AGENDA January 24, 2012 Staff Report: 1) General Manager of Economic Development - Municipal Act, Section 240.2(c) a proposed or pending acquisition or disposition of land by the municipality or local board- Satellite Office – Elgin Business Resource Centre 2) Additional correspondence from Township of Malahide to be included as part of Satellite Office – Elgin Business Resource Centre In-Camera Report. 185