12 - September 11, 2012 County Council Agenda Package with all addendums included
ORDERS OF THE DAY
FOR TUESDAY, September 11, 2012 – 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes – July 24, 2012
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4thPresenting Petitions, Presentations and Delegations
DELEGATION:
9:00 A.M.
Erica Arnett, Health Promoter, Elgin St. Thomas Public Health and
Theresa Klachan, General Manager, East Elgin Community Complex –
Active Elgin PowerPoint.
PRESENTATION:
11:30 A.M.
Presentation by Elgin County United Way Special Events Committee:
2012 Campaign.
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)
OTHER BUSINESS
8th
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
(see separate addendum)
9th Closed Meeting Items
10th Motion to Rise and Report
11th Motion to Adopt Recommendations from the Committee Of The Whole
12th Consideration of By-Laws (circulated separately)
13th ADJOURNMENT
LUNCH WILL BE PROVIDED
th
NOTICE:
Official Group Photograph – Tuesday, September 25, 8:30 a.m.
Lower Level Meeting Room, Council Attire.
Deputy Warden for September – Bernie Wiehle
September 25, 2012 9:00 a.m. – County Council Meeting
October 23, 2012 9:00 a.m. – County Council Meeting
1
DRAFT
COUNTY COUNCIL MINUTES
Tuesday, July 24, 2012
The Elgin County Council met this day at the Administration Building at 6:00 p.m. following
dinner with all members present. (Regrets: Councillor Mennill, ill).
Warden Walters in the Chair.
ADOPTION OF MINUTES
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT the minutes of the meeting held on June 26, 2012 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
–
None.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
International Plowing Match (IPM) Legacy Agricultural Scholarship: 2012 Winners –
Director of Community & Cultural Services
The director gave a brief report on the selection of recipients for the scholarship and thanked
the Warden and the IPM executive for their involvement in the project.
PRESENTATIONS
International Plowing Match (IPM) Legacy Agricultural Scholarship Recipients: The Warden
introduced and thanked scholarship committee member Duncan McPhail, chairperson of the
2010 IPM, who emphasized the continuing involvement of the community in the legacy of the
IPM.
The Warden introduced and congratulated Kari Huras of Southwold Township and Patrick
Butters of the Municipality of Central Elgin for being the first recipients of the IPM scholarships.
Both gave a brief presentation regarding the future of agriculture, citing their essay submission
to the Scholarship Adjudication Committee. Each then thanked the committee.
Moved by Councillor McIntyre
Seconded by Councillor McWilliam
THAT the Warden and County Council acknowledge and congratulate Kari Huras of Southwold
and Patrick Butters of Central Elgin as the 2012 winners of the International Plowing Match
Legacy Agricultural Scholarship.
- Carried.
Dutton Ambulance Base Building Committee - Floor Plan – Councillor McWilliam
Councillor McWilliam presented the plan for a new ambulance base to be built in the Dutton
area.
Moved by Councillor McWilliam
Seconded by Councillor Ens
THAT the floor plan for the new Dutton Ambulance Base be approved; and,
2
County Council 2 July 24, 2012
THAT the report titled “Dutton Ambulance Base Building Committee - Floor Plan” dated July 18,
2012 be received and filed.
- Carried.
Influence of Full-Day Kindergarten on Library Programs – Library Supervisor
The supervisor presented a report detailing the impact full-day kindergarten has on county
libraries and the development of strategies and programs by the libraries to complement full-day
kindergarten.
Moved by Councillor Jenkins
Seconded by Councillor Marr
THAT the report titled “Influence of Full-Day Kindergarten on Library Programs” dated June 8,
2012 be received and filed.
- Carried.
Culture Days 2012: Author Visit – Library Supervisor
The supervisor reported authors Maureen Jennings and Janet Bolin will participate in a special
event in honour of Culture Days, September 29, 2012 at Aylmer Library, 6:30 p.m.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT the report titled “Culture Days 2012: Author Visit” dated June 8, 2012 be received and
filed.
- Carried.
Speed Zone and No Parking Amendment - Plains Baptist Church, Sparta Line at Fairview
Road – Director of Engineering Services
The director reported back to council on this issue, following a site meeting with church
members, county staff and councillors. There was discussion regarding angle parking on
county property.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT the existing speed zone by-law be amended to include a 60 km/hr reduced speed zone
on Sparta Line (County Road #27) from 70 meters east of the south-west limit westerly 259
meters; and,
THAT the existing parking by-law be amended to include a no parking zone (on the south-west
corner of Sparta Line and Fairview Road) 70 meters long that begins 58 meters west of the
north-west property limit and proceeds easterly 70 meters; and,
THAT staff report back to council on ways and means to transfer through a one-year lease
agreement the section of road allowance on the north-west portion for the church’s use as
additional parking.
THAT the OPP be notified of the establishment of this reduced speed zone and no parking
restriction.
- Carried.
New Road Maintenance Agreement – Deputy Director of Engineering Services
The deputy director presented a report on the agreement, providing a summary of funding, new
rates, scope of service, and major maintenance activities, among other items. Individual draft
agreements for each municipality were circulated to council.
3
County Council 3 July 24, 2012
Moved by Councillor McWilliam
Seconded by Councillor Ens
THAT the County Road Maintenance Agreements be approved in principle; and,
THAT the agreement be circulated to municipal councils requesting that comments be received
no later than September 28, 2012.
- Carried.
Recess: PUBLIC MEETING OF PROPOSED OFFICIAL PLAN
(separate agenda).
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT we do now recess at 6:58 p.m. in order to hold the public meeting of the proposed Official
Plan.
- Carried.
The Warden called the public meeting to order and outlined the purpose of the public meeting.
The Clerk confirmed that notice of the public meeting of the proposed Official Plan was provided
in accordance with Section 17 of the Planning Act of Ontario regulation 543/06 and that additional
letters from the Municipality of Bayham and the Municipality of Dutton/Dunwich were received and
available to the public. Staff’s response to the letters and a revised recommendation were also
circulated.
Delegation
Nick McDonald and Mark Stone of Meridian Planning Consultants Inc. were in attendance. Mr.
Stone presented a PowerPoint on the County of Elgin Official Plan, reviewing the proposed
modifications to the plan and recognizing the St. Thomas Airport property.
Comments from the Public
– None.
Comments from County Council
Councillor Ens requested the opportunity to take the County’s response to Bayham’s
correspondence back to their municipality’s consultants for review.
The Manager of Planning responded and outlined the County’s response to correspondence
received from the municipalities of Bayham and Dutton/Dunwich.
Councillor McWilliam addressed the concerns expressed in the Municipality of Dutton/Dunwich
correspondence. He requested the opportunity to take the County’s response correspondence
back to their municipality for review.
The Manager of Planning responded to the concerns expressed in the correspondence.
Councillor Couckuyt reported the Highway 3 By-Pass had not been defined as detrimental to the
development along the corridor in the Official Plan.
The Manager of Planning responded that the Province of Ontario has been asked to undertake
an assessment study to determine that this corridor is not required, based on volume and other
criteria.
Correspondence
1. The correspondence from Nick McDonald and Mark Stone of Meridian Planning Consultants
Inc., regarding the presentation of the proposed Official Plan at the public meeting in accordance
with the Planning Act was received as information.
4
County Council 4 July 24, 2012
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT we do now adjourn the public meeting on the proposed Official Plan at 8:00 p.m. and
resume the Elgin County Council meeting.
- Carried.
The meeting recessed for 10 minutes.
Moved by Councillor Wiehle
Seconded by Councillor Ens
THAT we do now move into Committee of the Whole Council.
- Carried.
REPORTS
Statutory Public Meeting for the Elgin County Official Plan: Next Steps in the Approval
Process – Manager of Planning
The manager presented the report outlining the next steps for final approval of the Official Plan.
Moved by Councillor Wiehle
Seconded by Councillor Couckuyt
THAT the report titled “Statutory Public Meeting for the Elgin County Official Plan: Next Steps in
the Approval Process” dated July 17, 2012 be received and filed.
- Carried.
Elgin County Official Plan: Adoption by County Council – Manager of Planning
The manager presented the report requesting Council adopt the Official Plan. There was
considerable discussion regarding a deferral.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT the report titled “Elgin County Official Plan: Adoption by County Council” dated July 17,
2012 be received and filed; and,
THAT Elgin County Council adopt the Official Plan of the County of Elgin as modified by the
attached policies to Section E5.5 for the St. Thomas Airport and area employment lands; and,
THAT the Official Plan be further modified by the recommendations (attached) in response to
the concerns expressed in the letters received from the Municipalities of Bayham and Dutton/
Dunwich (both dated July 23, 2012) attached; and,
THAT Elgin County Council submit the Official Plan to the Minister of Municipal Affairs and
Housing as amended for approval.
- Carried.
Joseph Street, Port Stanley: Tender Pre-Approval – Deputy Director of Engineering
Services
The deputy director presented the report for a capital project for reconstruction of storm sewers.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT staff is authorized to award the Joseph Street, Port Stanley reconstruction tender to the
lowest bidder provided that the awarded price is within the budget allocation; and,
5
County Council 5 July 24, 2012
THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement
with the lowest bidder for the Joseph Street, Port Stanley reconstruction tender, Contract No.
6220-12-03.
- Carried.
Surge Learning: Online Training – Director of Homes and Seniors Services
The director presented the report outlining mandatory training programs for staff at the Homes.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT the report titled “Surge Learning: Online Training” dated July 12, 2012 be received and
filed.
- Carried.
Policy on Fragrances and Scented Products (New) – Director of Homes and Seniors
Services
The director presented the report, recommending a new policy to ensure a healthy work
environment for staff and residents in the Homes.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT Council approve the policy for implementation in the Homes; and,
THAT the report titled “Policy on Fragrances and Scented Products (New)” dated July 9, 2012
be received and filed.
- Carried.
Complementary and Alternative Medicine Therapies Policy: Final Document – Director of
Homes and Seniors Services
The director presented the document, noting that it had been circulated and advertised for
public consultation.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT the policy titled “Complementary and Alternative (Medicine)Therapies” dated July 16,
2012 be approved for immediate implementation.
- Carried.
Medical Student Scholarship Program through the Health Recruitment Partnership –
Chief Administrative Officer
The Chief Administrative Officer presented a report outlining a new scholarship as a way of
attracting medical talent to the community.
Moved by Councillor McIntyre
Seconded by Councillor McWilliam
THAT the Medical Student Scholarship Program be approved; and,
THAT the report titled “Medical Student Scholarship Program through the Health Recruitment
Partnership” dated July 16, 2012 be received and filed.
- Carried.
6
County Council 6 July 24, 2012
Appointment of Integrity Commissioner – Chief Administrative Officer
The Chief Administrative Officer reported that the appointment of an integrity officer was the
next step in the implementation of the revised Code of Conduct for Council.
Moved by Councillor Jenkins
Seconded by Councillor Marr
THAT John Maddox (JGM Consulting) be appointed as Integrity Commissioner according to the
terms and conditions with the understanding that the County will absorb the retainer fees for
each participating municipality; and,
THAT each constituent municipality be requested to inform the County if they wish to appoint
Mr. Maddox as their Integrity Commissioner; and,
THAT the necessary by-law be prepared.
- Carried.
Memorandum of Understanding for Temporary Officer: Tree Commissioner – Chief
Administrative Officer
The Chief Administrative Officer presented the report on the shared services of a Tree
Commissioner, when necessary, with the County of Middlesex.
Moved by Councillor Ens
Seconded by Councillor Marr
THAT the Memorandum of Understanding between the County of Elgin and the County of
Middlesex regarding Woodland Conservation services be approved for adoption; and,
THAT the necessary by-law be prepared.
- Carried.
Future Changes to Ontario Municipal Employees Retirement System – Director of Human
Resources
The director presented the reporting outlining a three-year contribution rate increase for
members and employers.
Moved by Councillor Wiehle
Seconded by Councillor Couckuyt
THAT the report titled “Future Changes to the Ontario Municipal Employees Retirement System”
dated July 9, 2012 be received and filed.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Dennis Travale, Mayor, Norfolk County with petition to support Bill 11 – a Bill to establish the
South Western Ontario Development Fund:
a) Email from Dennis Travale responding to Toby Barrett’s comments - July 6, 2012.
b) Beverley Wood, Clerk/Manager of Council Services, County of Norfolk requesting
Support for Bill 11.
2. The Port of Entry Project presentation by Jack Baribeau of Elgin Innovation Centre to
councils in Aylmer and Bayham: motions from the Town of Aylmer and the Municipality of
Bayham (addendum sent out July 23, 2012 to council).
7
County Council 7 July 24, 2012
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Couckuyt
Seconded by Councillor McIntyre
THAT Correspondence Item #1 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Couckuyt
Seconded by Councillor Ens
THAT the County of Elgin supports the resolutions from the Municipality of Bayham and the
Town of Aylmer regarding the proposed Port of Entry project; and,
THAT the letters be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Bill Walters, Warden, County of Elgin and Heather Jackson, Mayor, City of St. Thomas with
copy of correspondence expressing concern to:
a) Premier McGuinty regarding the municipal ability to access and communicate with the
Ministers.
b) Hon. John Milloy, Minister of Community and Social Services regarding the proposed
closing of the ODSP Office in St. Thomas.
2. Norm Gale, President, Ontario Association of Paramedic Chiefs (OAPC) informing Council of
the Association of Municipal Emergency Medical Services of Ontario (AMEMSO) name
change.
3. Paul Bode, STEGH Board of Governors Financial Consultant, responding to issues
regarding City of St. Thomas’ appointment to the STEGH Board of Governors.
4. Beverley Wood, Clerk/Manager of Council Services, County of Norfolk advising Council of
their resolution regarding policing costs and service levels and delivery methods.
5. Eric McSweeney, President, McSweeney and Associates with a report to South Central
Ontario Region Economic Development Corporation (SCOR) with SCOR EDC strategic
review Initial Agricultural Data.
6. Hon. Gary Goodyear, Minister of State (Federal Economic Development Agency for
Southern Ontario) announcing launch of new Community Infrastructure Improvement Fund
(CIIF).
7. Ottawa Citizen article titled ‘The memory keeper’s dilemma’.
8. Invitation to re-scheduled MP & MPP Luncheon on Tuesday, August 14, 2012.
9. Karen Leibovici, President, Federation of Canadian Municipalities with an update on FCM’s
activities.
10. Pat Madill, Regional Clerk, The Regional Municipality of Durham advising Council of their
endorsement of POA – Unpaid Fines: A Billion Dollar Problem Recommendations.
11. Patricia Li, Assistant Deputy Minister, Ministry of Health and Long-Term Care with
information regarding the land ambulance grant for the 50:50 partnership for the 2012
calendar year.
12. Deborra Crawford, Executive Assistant, Corporate Services Department, Municipality of
Grey Highlands advising Council of their resolution regarding the reimbursement of legal
funds relating to the Green Energy Act and the loss of control of road allowances.
8
County Council 8 July 24, 2012
13. Thank you from the Family of Paul Ens.
14. Correspondence regarding additional information on the Provincial Compensation
Framework which was announced in the 2012 Ontario Budget from Ministers Saad Rafi,
Deputy Minister, Ministry of Health and Long Term Care; Kathleen Wynne, Minister, Ministry
of Municipal Affairs and Housing; and Dwight Duncan, Minister of Finance.
In regard to Correspondence Item #1: The Warden indicated he was disappointed responses to
meeting requests were not forthcoming from Ontario Ministers.
The Warden informed Council that a Town Hall meeting will be held by the City of St. Thomas on
August 2, 2012 at 2:00 p.m. St. Thomas Seniors’ Centre, regarding the announced closure of the
ODSP office in St. Thomas to allow the public and those impacted to have input on the closure.
The following recommendation was adopted in regard to Correspondence Item #12:
Moved by Councillor Jenkins
Seconded by Councillor Wiehle
THAT Elgin County Council support the resolution from Grey Highlands regarding the
reimbursement of legal funds relating to the Green Energy Act and the loss of control of road
allowances.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Ens
THAT Correspondence Items #1 - 11 and #13 - 14 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor McIntyre reported Southwold Township Council has struck an advisory committee on
the future of the Shedden Library and thanked county staff for their participation and advice. He
also made council aware of a performance by the RCMP musical ride at the Keystone Complex,
September 6, 2012.
Notice of Motion
- None
Matters of Urgency
- None
Closed Meeting Items
Moved by Councillor Jenkins
Seconded by Councillor McIntyre
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Section 240.2 (e) litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board – Tree By-Law Prosecution;
Section 240 2 (d) labour relations or employee negotiations – Labour Relations Matter: Seeking
Mandate for Collective Bargaining with Ontario Nurses’ Association; Section 240.2 (a) the
security of the property of the municipality or local board – Lease of Temporary Library Space in
Straffordville; Section 240.2 (a) the security of the property of the municipality or local board
Mervin Riddell: Lease; Section 240.2 (b) personal matters about an identifiable individual,
including municipal or local board employees – Staffing Issues.
- Carried.
The Tree Commissioner presented the report on Tree By-Law Prosecution.
The Director of Human Resources presented the report on the Ontario Nurses’ Association.
9
County Council 9 July 24, 2012
The Director of Community and Cultural Services presented the report on library space.
The Director of Engineering Services presented the report on the lease.
The Director of Homes and Seniors Services presented a verbal report on staffing issues.
Moved by Councillor Wiehle
Seconded by Councillor Mcintyre
THAT we do now rise and report.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Couckuyt
THAT the report titled “Tree Clearing in Township of Southwold” dated July 9, 2012 regarding a
Woodland Conservation By-law enforcement matter be received and filed.
- Carried.
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT staff direction was given in regard to the confidential Ontario Nurses’ Association report
regarding a bargaining mandate.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT Elgin County Library be authorized to enter into a temporary agreement with Sandytown
Development Ltd., for lease of the building located at 9254 Plank Road, Unit 3, Straffordville
from August 29, 2012 to October 3, 2012 subject to the conditions outlined in this report in order
to facilitate renovations to the library’s permanent location; and,
THAT the lease agreement only be issued upon confirmation of the Municipality of Bayham’s
approval of the tender for construction; and,
THAT staff be pre-authorized to extend this agreement if necessary subject to construction
timelines; and,
THAT the public be notified that the Straffordville Library will be operating in a temporary
location at 9254 Plank Road, Unit 3 for the entire month of September 2012 with further
extensions subject to construction timelines and with limited services to be provided, including
public computer access and pick-up of reserved items.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Mervin Riddell for Rooms #225 and #227; and,
THAT the lease begin on August 1, 2012 for a lease rate of $14.55 sq/ft for year one ($7,842.45
annual payment) and $14.85 per sq/ft for nine months, year two ($6,003.18 for nine months)
plus the HST.
- Carried.
In regard to the confidential verbal staffing issue, it was noted an update to council had been
provided by the Director of Homes and Seniors Services.
10
County Council 10 July 24, 2012
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT By-Law No. 12-17 “Being a By-Law to Adopt an Official Plan” be read a first, second and
third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT By-Law No. 12-18 “Being a By-Law to Authorize an Agreement with the County of
Middlesex for the Delivery of Tree Commissioner and Weed Inspector Responsibilities by a
Temporary Officer” be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT By-Law No. 12-19 “Being a By-Law to Adopt a Code of Conduct Policy for Council to
Promote Accountability and Transparency in Municipal Governance” be read a first, second and
third time and finally passed.
- Carried.
Moved by Councillor Couckuyt
Seconded by Councillor Marr
THAT By-Law No. 12-20 “Being a By-Law to Appoint JGM Consulting as the Integrity
Commissioner for the County of Elgin Pursuant to Sections 9, 10, 11 and 223.3 of the Municipal
Act, 2001, S.O. 2001, C.25, as Amended” be read a first, second and third time and finally
passed.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Ens
THAT By-Law No. 12-21 “Being a By-Law to Approve a Complaint Form for Municipal
Investigation of Code of Conduct by an Integrity Commissioner Pursuant to Section 223.3 of the
Municipal Act, 2001, S.O. 2001, C.25, as Amended” be read a first, second and third time and
finally passed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT By-Law No. 12-22 “Being a By-Law to Amend the Schedule to By-law No. EG1 (01-40),
as Amended, Being a By-Law for the Regulation of Traffic” be read a first, second and third time
and finally passed, as amended.
- Carried.
11
County Council 11 July 24, 2012
Moved by Councillor McIntyre
Seconded by Councillor Marr
THAT By-Law No. 12-23 “Being a By-Law to Amend By-Law No. 05-35 Being a By-Law to
Authorize Speed Limits” be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor McWilliam
THAT By-Law No. 12-24 “Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the July 24, 2012 Meeting” be read a first, second and
third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor Couckuyt
Seconded by Councillor Jenkins
THAT we do now adjourn at 9:23 p.m. and meet again on September 11, 2012 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, Bill Walters,
Chief Administrative Officer. Warden.
12
Active Elgin Day
SATURDAY, SEPTEMBER 29, 2012
One-day opportunity to try new activities & leisure pursuits for FREE!
Check out the list of organizations offering FREE or discounted try-it-out sessions
15.Activity: Paintball
8.Activity: Golf
1.Activity: Archery and Shooting
Organization: Jibson’s Paintball Park
Organization: Ggolfs
Organization: East Elgin Sportsmen’s Association
Location: 46097 Dexter Line RR#1, Sparta ON,
Location: The Bluffs Golf Club, 35593 Lake Line, Port Stanley
Location: 9586 Springfield Rd, Aylmer ON, N5H 2R8
N0L 2H0
ON, N5P 0C3
Contact: Harvey Fishback 519-773-8868
Contact: Robert Jibson 519-775-2489
Contact: Grant Gulych 519-902-7980
Session Times: Open 10:00 am to 4:00pm
Session Times: Anytime between 10:00am to
Session Times: 12:00pm to 1:00pm-Swing Clinic
Cost: $10.00/ person
5:00pm for up to 1 hour
1:00pm to 2:00pm-Game Clinic: Covering Chipping and Putting
Cost: FREE
Cost: FREE
2.Activity: Art Classes
Organization: Romantic Designs Artist Studio
16.Activity: Recreation Activities; Skating; Intro to
Location: 120 Wellington Street, St. Thomas ON, 9.Activity: Gross Motor Activities
Ballet, and Jazz; Art Attack-making Crafts; Cooking
Organization: Ontario Early Years Centre
N5R 2R4
Organization: St. Thomas Parks and Recreation
Location: 7 Morrison Drive, St. Thomas ON, N5R 4S5
Contact: Sharon or Daniel Brassard 519-860-6851
Location: Timken Centre; 2 Third Ave, St. Thomas
Contact: Kim Mullings 519-631-9496
Session Times: 9:00am to 10:00am-Painting a Bird in
ON,
Session Times: 9:00am to 12pm and 1:00pm to 4:00pm
Watercolour 10:30am to 11:30am-Sculpting the Human
N5P 3V7
Cost: FREE
Hand 1:00pm to 2:00pm-Painting a Bird in Watercolour
Contact: Allie Boddy 519-633-7112
2:30pm to 3:30pm-Sculpting the Human Foot
Session Times: 10:00am to 11:00am-Intro to Jazz
10.Activity: Group Run
Cost: $3.00
(all ages)
2´¥®±9®´±,¨¥¤
* CLASSES FOR 12 YEARS AND OLDER
Organization: Run for Your Life
11:00am to 12:00pm-Intro to Ballet (all ages)
Location: 39 Burwell Road, St. Thomas ON, N5P 3R5
3.Activity: Bowling
12:00pm to 1:00pm-Kids in the Kitchen
Contact: Terri Biloski 519-637-0333
Organization: Cy Kelly’s Bowling Lanes and Lounge
1:00pm to 2:00pm-Art Attack
Session Times: 8:00am-Group Run
Location: 436 Talbot Street East, Aylmer ON, N5H 1J5
2:00pm to 3:00pm-Basketball
Cost: FREE
Contact: Steve Kelly 519-773-8072
3:00pm to 4:00pm-Floor Hockey
Session Times: 3:00pm to 5:00pm
11.Activity: Guided Walks
4:00pm to 5:00pm-Volleyball/Badminton
Cost: FREE
Organization: West Elgin Nature Club
5:00pm to 6:00pm-Kids in the Kitchen
Location: The West Elgin Nature Reserve 24514 Downie Line,
6:00pm to 7:30pm-Skating
4.Activity: Chess
West Lorne ON, N0L 2P0
Cost: FREE-Basketball, Floor Hockey, Volleyball,
Organization: St. Thomas Public Library
Contact: Margaret Hulls 519-762-2049
Badminton, Skating, and Ballet and Jazz Lessons
Location: 153 Curtis Street, St. Thomas ON, N5P 3Z7
Session Times: 11:00am and 1:00pm
$2.00-Kids in the Kitchen and Art Attack
Contact: Ruth Croker 519-631-6050
Cost: FREE
Session Times: 1:00pm to 3:00pm
17.Activity: Shuffleboard
Cost: FREE
12.Activity: Karate
Organization: East Elgin Community Complex
Organization: Jelf’s Academy of Karate Excellence
Location: 531 Talbot Street West, Aylmer ON, N5H
5.Activity: Fitness
Location: 112 Curtis Street, St. Thomas ON, N5P 4A5
2T9
Organization: Fitness to the Max
Contact: Jeff Jelfs 519-636-4773
Contact: Theresa Klachan 519-773-5631
Location: 30 Talbot Street East, Aylmer ON, N5H 1H4
Session Times: 10:00am to 10:30 and
Session Times: 1:00pm to 4:00pm
Contact: Stefanie Thompson 519-765-3777
10:30am to 11:00am (3-6 years)
Cost: FREE
Session Times: 10:30am to 10:50am and 11:00am to
11:00am to 11:45am (7 years and older)
11:20am-Explosion: high- intensity low-impact workout
11:45am to 12:30 pm (7 years and older)
18.Activity: Swimming
Cost: FREE
12:30pm to 1:15pm ( adult, 16 years and older)
Organization: YMCA St. Thomas– Elgin
Cost: FREE
Location: 20 High Street, St.Thomas ON, N5R 5V2
6.Activity: Fitness
Contact: Sandi Jonas 519-631-2418 x 231
Organization: GoodLife Fitness for Women
13.Activity: Nature Walks
Session Times: 2:00pm to 4:00pm-Open Swim
Location: 1063 Talbot Street, Unit 50, St. Thomas ON,
Organization: Catfish Creek Conservation Authority
Cost: FREE
N5P 1G4
Location: 8079 Springwater Road RR #5 (Springwater Forest),
Contact: Ann Walsh 519-633-3700
Aylmer ON, N5H 2R4
19. Activity: Yoga
Session Times: 9:30am-Body Pump
Contact: Ed Pietrzak 519-773-9037
Organization: Meridian Energetics
10:30am-Zumba Fitness
Session Times: Open 9:00am to 3:00pm
Location: Eagle Community Centre-9346 Graham
12:00pm to 1:00pm-Orientation
Cost: $2.00
Road, West Lorne ON, N0L 2P0
Cost: FREE
14.Activity: Outdoor Activities
Contact: Nicole Hibbs 519-768-3391
*FOR WOMEN ONLY
, ª¤%±¨¤3 «
Organization: Lake Erie Salmon and Trout Club
Session Times: 1:00pm to 2:00pm and 3:00pm to
*Jump room available for children ages 6 months-12
4:00pm
Location: 4255 Thomas Road RR #2, Port Stanley ON,
years
Cost: FREE
N5L 1J2
7.Activity: Fit Camp Training Sessions
Contact: Kit Brown 519-633-2979
Organization: St. Thomas Health Club20.Activity: Youth to Senior Strength Training
Session Times: 8:00am to 2:00pm
Location: 39 Burwell Road, St. Thomas ON, N5P 3R5
Organization: St. Thomas Strength Athletics
Cost: FREE
Contact: Chris Robb 519-633-8481 Location: 1258 Talbot Street, St. Thomas ON
Contact: Daniel Pare 519-633-0771
Session Times: 9:00am, 11:00am, 1:00pm and 3:00pm
across Elgin County
Session Times: 9:00am to 10:00am & 10:00am
Cost: FREE
to 11:00am
Cost: FREE
www.ActiveElgin.ca
Check out for more information
25
519-773-5631
or call
REPORTS OF COUNCIL AND STAFF
September 11, 2012
Council – (ATTACHED)
Warden – Presentation made to Minister Milloy by the City of St. Thomas and the County
of Elgin regarding the proposed closure of the ODSP Office.
Staff Reports – (ATTACHED)
Accessibility Coordinator – Employee Workplace Emergency Response Policy
Manager of Archives – Records Transfer Agreement with Thames Valley District School
Board
Manager of Archives – Image Banners for Administration Building Training Room
Director of Community and Cultural Services – Adult Day Program – Integrated
Assessment Record Data Sharing
Agreement Authorization
Deputy Director of Engineering Services – Award of Tender – Joseph Street
Reconstruction, Port Stanley
Purchasing Coordinator – Audit Services
Purchasing Coordinator – Quarterly Information Report – Contract Awards April 1, 2012 to
June 30, 2012
Director of Financial Services – Tax Relief
Director of Financial Services – 2012/2013 Revised Annual Long-Term Care Homes
Funding
Director of Financial Services – Budget Comparison – July 2012
Director of Financial Services – 2011 Annual Report for the year ended December 31, 2011
26
27
28
29
30
31
REPORT TO COUNTY COUNCIL
FROM: Jennifer Cowan, Accessibility Coordinator
DATE: August 23, 2012
SUBJECT: Employee Workplace Emergency Response Policy
INTRODUCTION:
Under the Integrated Accessibility Regulation (Ontario Regulation 191/11),
Municipalities are required to provide workplace emergency response information to
employees with disabilities, upon request.
DISCUSSION:
Employees with a disability should notify their manager or the Human Resources
Manager to request individualized workplace emergency response information.
The Accessibility Directorate of Ontario has defined “individualized workplace
emergency response information” as information prepared by employers, in consultation
with their employees who have disabilities, to help them prepare for emergencies such
as fire, severe weather and power outages.
Deadline: January 1, 2012.
CONCLUSION:
Individualized emergency response information will be provided to staff members upon
request.
RECOMMENDATION:
THAT the policy titled “Emergency Workplace Response for Employees with Disabilities”
dated August 23, 2012 be adopted.
All of which is Respectfully Submitted Approved for Submission
Jennifer Cowan Mark G. McDonald
Accessibility Coordinator Chief Administrative Officer
Rob Bryce
Director of Human Resources
32
County of Elgin Section: 2
Human Resources Policy Manual Subject: Emergency Workplace
Response for Employees with Disabilities
Policy Number: 2.130.1
A
Code – Date Approved:
Page 1of 3 Date Last Revision:
POLICY STATEMENT:
The County of Elgin will make all reasonable efforts to provide individualized workplace
emergency response information for employees who have a disability. The County
must be made aware of the need for an individualized response.
DEFINITIONS:
Individualized Workplace Emergency Response:
refers to the provision of emergency response information to employees or
volunteers that is specific to their workplace and provided in a manner that
takes into account the nature of their disability
Disability according to the AODA includes:
any degree of physical disability, infirmity, malformation or disfigurement
that is caused by bodily injury, birth defect or illness and, without limiting
the generality of the foregoing, includes diabetes mellitus, epilepsy, a
brain injury, any degree of paralysis, amputation, lack of physical co-
ordination, blindness or visual impediment, deafness or hearing
impediment, muteness or speech impediment, or physical reliance on a
guide dog or other animal or on a wheelchair or other remedial appliance
or device,
a condition of mental impairment or a developmental disability,
a learning disability, or a dysfunction in one or more of the processes
involved in understanding or using symbols or spoken language,
a mental disorder, or
an injury or disability for which benefits were claimed or received under
the insurance plan established under the Workplace Safety and Insurance
Act, 1997; ("handicap")
33
County of Elgin Section: 2
Human Resources Policy Manual Subject: Emergency Workplace
Response for Employees with Disabilities
Policy Number: 2.130.1
A
Code – Date Approved:
Page 2of 3 Date Last Revision:
RESPONSIBILITIES:
Employees are responsible for:
Notifying their manager or Human Resources of their need for
individualized workplace emergency response information as soon as it
becomes apparent. This applies equally to employees who permanently
require assistance and those who may have a temporary need.
Notifying their new manager of their need for individualized workplace
emergency response information when they move to a different position or
location within the organization.
Notifying their manager if their emergency response needs change.
Consenting to having their emergency workplace response information
shared with a designated person or persons who can provide assistance
to the employee if the employee requires assistance accessing
emergency information.
Human Resources is responsible for:
Providing individualized workplace emergency response information to
their employee as soon as possible after they become aware of the need
for this information.
Developing plans for employees requiring assistance which will include as
a minimum:
Identification of both primary and secondary evacuation exits.
o
Procedures for notifying the employee in the event of an
o
emergency in a manner that takes into account their disability.
Procedures for getting the employee to the evacuation exits.
o
34
County of Elgin Section: 2
Human Resources Policy Manual Subject: Emergency Workplace
Response for Employees with Disabilities
Policy Number: 2.130.1
A
Code – Date Approved:
Page 3of 3 Date Last Revision:
With the employee’s consent, providing the workplace emergency
response information to the person or persons designated by the
employer to provide assistance to the employee.
Reviewing the employee’s individualized workplace emergency response
plan if the employee’s emergency response needs change.
Consulting the employee’s manager as required.
See Also:
Accommodations in the Workplace Policy 2.80.2
35
REPORT TO COUNTY COUNCIL
FROM: Stephen Francom, Manager of Archives
DATE: July 24, 2012
SUBJECT: Records Transfer Agreement with Thames Valley District School
Board
INTRODUCTION:
This report advises Council of a proposed records transfer agreement between
the Elgin County Archives and the Thames Valley District School Board, and
seeks Council’s authorization to enact the agreement.
DISCUSSION:
The Elgin County Archives and the Thames Valley District School Board
(TVDSB) have agreed in principle to adopt an agreement whereby custody and
control of Elgin County and City of St. Thomas school registers created before
1921, and records of the former Elgin County Board of Education, 1969-1997,
will be permanently transferred to the Elgin County Archives.
Voluminous documented requests for access received by Archives staff in recent
years indicate that these records will be of great interest to Archives patrons,
particularly school historians and genealogists.
A 2009 order by the Office of the Information and Privacy Commissioner of
Ontario declaring data in school registers in existence for at least 90 years to be
publicly accessible without restriction provides a solid legal foundation for
acquiring and providing public access to these records.
The long-term preservation needs of the records will be best served by their
being housed in the Archives’ secure, climate-controlled storage facilities. The
TVDSB has indicated that if these records are not transferred, they are at
substantial risk of being destroyed for lack of sufficient storage space.
The school registers will be digitized and made fully accessible online. The Elgin
County Branch of the Ontario Genealogical Society has already expressed
strong interest in indexing the registers as a volunteer project.
The proposed agreement is an invaluable opportunity to establish a mutually
beneficial relationship with an important community partner organization, and
directly fits the Archives’ mandate to preserve the history of what was once a vital
local organization, the Elgin County Board of Education.
While its existing storage capacity is more than sufficient to absorb this large
accession, the Archives' ability to acquire records of such local significance going
forward will certainly depend on the imminent establishment of a long-term plan
to increase this capacity. Staff are developing such a plan for Council's
consideration by the end of 2012 as part of an examination of larger building
36
needs for all County departments.
CONCLUSION:
The Elgin County Archives and the Thames Valley District School Board wish to
enact an agreement transferring custody and control of records of great historical
significance for the County of Elgin from the TVDSB to the Elgin County
Archives.
RECOMMENDATION:
THAT the Elgin County Archives be authorized to enact a records transfer
agreement with the Thames Valley District School Board, for the purpose of
acquiring and providing public access to Elgin County and City of St. Thomas
school registers and records of the former Elgin County Board of Education.
All of which is Respectfully Submitted Approved for Submission
Stephen Francom Mark G. McDonald
Manager of Archives Chief Administrative Officer
Brian Masschaele
Director of Community and Cultural Services
37
REPORT TO COUNTY COUNCIL
FROM: Stephen Francom
Manager of Archives
DATE: August 16, 2012
SUBJECT: Image Banners for Administration Building Training Room
INTRODUCTION:
The Elgin County Archives has designed, created and installed a new series of
promotional banners for display in the Elgin County Administration Building
training room.
DISCUSSION:
The banners illustrate the history of each of the County’s partner municipalities,
using images derived from Elgin County Women’s Institutes Tweedsmuir History
th
books. Of particular interest is a banner marking the 125 anniversary of the
incorporation of the Town of Aylmer (1887).
The banners are intended to promote interest in the history of Elgin County and
resources of the Elgin County Archives for staff and visitors. They replace similar
materials prepared for display at the Elgin County International Plowing Match,
September, 2010, and subsequently displayed in the training room. The retired
banners will now be made available for display in Elgin County Library branches.
CONCLUSION:
The cost of the project was approximately $1,300 which was drawn from the
operating budget of the Elgin County Archives. Staff feel that this is an excellent
investment to promote the history of each of the County’s member municipalities,
as well as recent work completed to digitize local Women’s Institute Tweedsmuir
History books, especially given that the room is frequently used by community
organizations and as a venue for official County functions.
RECOMMENDATION:
THAT the report “Image Banners for Administration Building Training Room”
dated August 16, 2012 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Stephen Francom Mark G. McDonald
Manager of Archives Chief Administrative Officer
Brian Masschaele
Director of Community and Cultural Services
38
39
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
Rhonda Duffy, Director of Homes and Seniors Services
DATE: August 1, 2012
SUBJECT: Adult Day Program - Integrated Assessment Record Data Sharing
Agreement Authorization
INTRODUCTION:
This report recommends Council’s authorization to enter into a data sharing agreement
for the operation of the Adult Day Program which is administered within County Homes
through a partnership with the City of St. Thomas / Valleyview Home.
DISCUSSION:
The Adult Day Program is administered by the City of St. Thomas / Valleyview Home on
behalf of the County’s long term care homes. The program coordinator is seeking
Council’s authorization to enter into a data sharing agreement so that client medical
information can be shared by the two municipalities and also with local health service
providers to assist in the efficient delivery of the program. The agreement was
developed by Community Care Information Management (Ontario) with the support of
the Ministry of Health and Long Term Care and is being implemented on a regional
basis through the South West Local Health Integration Network. Essentially, the
agreement extends the “circle of care” and implied consent provisions within the
Personal Health Information Protection Act (PHIPA) to facilitate the sharing of personal
medical information without having to obtain the individual’s consent each time this is
done. This agreement will lead to more efficient program delivery while still ensuring
adequate privacy protections for personal health information are in place.
Staff have reviewed the agreement and have no concerns regarding its authorization
and administration. The County has a well-established Health Information Management
Policythat contains appropriate provisions and safeguards on use and disclosure of
personal health information and this agreement does not compromise these provisions.
Council is also informed that the County’s long term care facilities will need to establish
a similar agreement in the near future. Staff will bring a similar request for Council’s
authorization as soon as the agreement is finalized.
CONCLUSION:
The Adult Day Program offered by the County’s Homes is a valuable service to the
community and yet another example of a solid partnership with the City of St. Thomas.
This data sharing agreement will further add to the effectiveness of this program by
allowing County staff and delivery agents to share information about clients in a secure
and timely manner.
40
RECOMMENDATION:
THAT the Chief Administrative Officer be authorized to execute the “Integrated
Assessment Record – Data Sharing Agreement” on behalf of the County’s Long Term
Care Homes for the administration of the Adult Day Program; and,
THAT the Adult Day Program Coordinator be listed as the Primary Contact and the
Director of Community and Cultural Services as the Privacy Officer for the purposes of
this agreement.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
Rhonda Duffy
Director of Homes and Seniors Services
41
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
Sonia Beavers, Purchasing Coordinator
DATE: August 3, 2012
SUBJECT: Award of Tender – Joseph Street Reconstruction, Port Stanley
INTRODUCTION:
Council at its meeting held on July 24, 2012 accepted the following
recommendation;
THAT staff is authorized to award the Joseph Street, Port Stanley reconstruction
tender to the lowest bidder provided that the awarded price is within the budget
allocation; and,
THAT the Warden and Chief Administrative Officer be authorized to enter into an
agreement with the lowest bidder for the Joseph Street, Port Stanley
reconstruction tender, Contract No. 6220-12-03.
Staff were to report the results of the award at the September 11, 2012 Council
meeting.
DISCUSSION:
Eight companies submitted bids for the Joseph Street Reconstruction Tender
however two of the submissions were declared non-compliant. The compliant
bids received are as follows:
COMPANY TENDER BID
(exclusive of H.S.T.)
L82 Construction Limited $100,112.23
R. Russell Construction $110,948.00
Bre-Ex Limited $115,205.15
Tri-Con Excavating Inc. $132,705.00
Birnam Excavating Limited $134,727.90
Elgin Construction $160,238.97
L82 Construction Limited submitted the lowest bid for the Joseph Street
Reconstruction at a total price of $100,112.23, inclusive of $20,000.00
contingency allowance and exclusive of H.S.T., which includes the supply of
42
labour, equipment and materials for the reconstruction of Joseph Street located
in Port Stanley between Colbourne Street and East Road. The lowest submitted
bid is within budget estimates.
RECOMMENDATION
THAT L82 Construction Limited be selected for the Joseph Street, Port Stanley,
Reconstruction, Contract No.6220-12-03 at a total price of $100,112.23, inclusive
of $20,000.00 contingency allowance and exclusive of H.S.T.; and,
THAT if the cost increases above the tender amount approved by Council by
more than 10%, the Director will prepare a further report to Council outlining the
expenditures; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the
contracts.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
Sonia Beavers
Purchasing Coordinator
Clayton Watters
Director of Engineering Services
43
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Coordinator
Jim Bundschuh, Director of Financial Services
DATE: September 1, 2012
SUBJECT: Audit Services
INTRODUCTION:
The Municipal Act, 2001, Section 296 states that “a municipality shall appoint an auditor
licensed under the Public Accounting Act, 2004 who is responsible for annually auditing
the accounts and transactions of the municipality and its local boards and expressing an
opinion on the financial statements of these bodies based on the audit”. The annual
financial statements of the municipality shall, under Section 294 of the Municipal Act,
2001, be prepared in accordance with generally accepted accounting principles for local
governments as recommended by the Public Sector Accounting Board of the Canadian
Institute of Chartered Accountants.
DISCUSSION/CONCLUSION:
Charles T. Raven Professional Corporation and the Corporation of the County of Elgin
has a long standing partnership for the provision of External Audit Services.
Charles T. Raven Professional Corporation has been sold to Graham, Scott, Enns
effective August 22nd, 2012. Given the sale of the company, the County should
consider potentially putting the contract out to competitive bid. A review of by-laws has
indicated that Charles T. Raven Professional Corporation has been the County auditor
to at least as far back as 1996.
The current Procurement Policy includes a list of professional and skilled services up to
$100,000 that are not subject to the policy. Auditing Services is one of the services that
is exempt.
The Procurement Policy was last updated in 2010. Staff are reviewing the policy to
ensure compliance with the Agreement of Internal Trade. In order to allow equal
opportunity to provide External Audit Services to the County of Elgin, the County should
consider issuing a Request for Proposal using a competitive bid process that is open,
honest, fair and transparent. The Municipal Act, 2001 provides for the appointment of
external auditors for up to five years. It is expected that the successful firm will be the
County’s auditors for a period of five years in accordance with the Act. The County
reserves the right to terminate the contract for any remaining period within the five year
term if dissatisfied in any way with performance, the fees charged or any other elements
of the service provided.
44
The Request for Proposal will include an Evaluation Criteria as outlined in Appendix A.
There are other goods and services listed in the Procurement Policy that are not subject
to the policy such as Banking Services, Consulting Services, etc., which staff will
address in a further report to Council.
RECOMMENDATION:
THAT Staff be directed to issue a Request for Proposal for External Audit Services for
up to a 5 year term; and,
THAT Staff will review the Procurement Policy and forward recommendations to Council
for consideration.
All of which is Respectfully Submitted; Approved for Submission;
Sonia Beavers Mark G. McDonald
Purchasing Coordinator Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
45
APPENDIX A
PROPOSAL EVALUATION TABLE
RATING DESCRIPTION
10 Excellent Exceeds the requirements of the criterion in superlative
beneficial ways/very desirable.
9 Very Good Exceeds the requirements of the criterion in ways which
are beneficial to the County's needs.
8 Good Exceeds the requirements of the criterion but in a manner
which is not particularly beneficial to the County's needs.
7 Fully meets all the requirements of the criterion.
6 Average Adequately meets most of the requirements of the
criterion. May be lacking in some areas which are not critical.
5 Barely meets most of the requirements of the criterion to the
minimum acceptable level. May be lacking in some areas which
are not critical.
4 Poor Addresses most, but not all, of the requirements of the
criterion to the minimum acceptable level. May be lacking
in some areas which are not critical.
3 Poor to very poor.
2 Very Poor Minimally addresses some but not all of the requirements
of the criterion. Lacking in critical areas.
1 Very Poor to Unsatisfactory.
0 Unsatisfactory Does not satisfy the requirements of the criterion in any manner.
46
PROPOSAL EVALUATION TABLE
Name of Company/Proponent____________________________________________
RATING DESCRIPTION
CriterionMaximum Points Weight Factor Independent
Review Points x
Wgt = score
Previous Experience of Firm
1 2 3 4 5 6 7 8 9 10 25
Experience with companies or
organizations of similar size and
requirements.
Experience with Municipal Audits
Comments
Key Personnel
1 2 3 4 5 6 7 8 9 10 15
This item is extremely
important to aspects related to
the smooth running of the
audit.
Experience of Key Personnel,
such as the lead auditor and
their related experience
Amount of time lead
auditor/senior staff will devote
to the audit
Principals of firms –
accountability
Any potential conflict of interest
Previous municipal experience
Comments
Ability to Complete Audit in
1 2 3 4 5 6 7 8 9 10 15
Accordance with Schedule
Will current workload affect time
required for completion of our
project
Comments
47
CriterionMaximum Points Weight Factor Independent
Review Points x
Wgt = score
Completeness & Quality of
1 2 3 4 5 6 7 8 9 10 15
Proposal
Organization and clarity.
Completeness and content.
Overall presentation of
submission i.e. information laid
out in a format which was easy
to locate.
Conflicts identified if
applicable.
Comments
Approach to Methodology of
15
Audit
The proposed interest and
approach of the firm to meet the
requirements
Comments
Pricing/Cost:
15
Fees and hourly rates
Any financial terms and
conditions identified by the
Respondent
Comments
Totals100
/1000
Instructions to Evaluator: Complete a separate form for each Proposal reviewed. Each criterion must be
assigned a score unless you are instructed otherwise on the form. Make additional notes in the Comments
section for reference and discussion during the meetings of the full evaluation panel. The point values
entered above reflect my best independent judgement of the merits of the identified Vendor's Proposal.
Committee Member (please print)___________________________Dept.___________
Signature:________________________________________Date:__________________
48
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers
Purchasing Coordinator
DATE: July 12, 2012
SUBJECT: Quarterly Information Report - Contract Awards
April 1, 2012 to June 30, 2012
INTRODUCTION:
As per the County of Elgin's Procurement Policy 10.1; “ an information report containing
the details relevant to the exercise of delegated authority for all contracts awarded that
exceed $10,000 including amendments and renewals is to be prepared and reported to
Council on a quarterly basis”.
In addition, the County of Elgin’s Procurement Policy 3.14 states;
“Any expenditure exceeding $50,000 for a one time purchase or over an annual basis
must be reported to Council”.
DISCUSSION/CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to award contracts as follows;
Value Report Status
Greater than $10,000 No report to Council required if within 10% of the
but less than $50,000 approved budget allocation
Greater than $50,000 No report to Council required if within approved
but less than $100,000 budget
However, Council also approved that a quarterly information report would be brought
forward containing details of the award of contracts including amendments and
renewals. The detailed report of the award of contracts is attached as Appendix A.
RECOMMENDATION:
THAT the Quarterly Information Report - Contract Awards, April 1, 2012 to June 30,
2012 will be received and filed.
All of which is Respectfully Submitted; Approved for Submission by;
Sonia Beavers Mark G. McDonald
Purchasing Coordinator Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
49
APPENDIX A
Purchases/Projects greater than $10,000
April 1, 2012 to June 30, 2012
Department Budget Project Award Bid Price
Allocationexcludes hst
Engineering Capital Roadway Signage Maximum Signs $ 26,194.35
Engineering Capital Roof Replacement Terrace Rooftops and $130,260.29
LodgeSheet Metal
Engineering Capital Pressure Treated Posts Dutton Building $ 14,278.00
Products
EconomicOperational Professional Fees – Millier,$ 25,000.00
Development Employment Land StrategyDickinson, Blais
Homes Adult DayPurchase Rhapsody Arjohuntleigh $ 18,414.00
ProgramWhirlpool tub Canada Inc.
InformationOperational Laserfiche Rio and MCImaging $ 18,630.00
TechnologyConsulting Services
InformationOperational IT Support B2B $ 26,991.00
TechnologyDevelopment
Network
InformationCapital Storage Area Network Corporate I.T. $ 20,595.58
Technology
InformationOperational Upgrades to Point Click Wescom $ 26,464.52
TechnologyCare Programs Solutions
50
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: August 1, 2012
SUBJECT: Tax Relief
INTRODUCTION:
Since 2009 Council has set the deadline for applications to be submitted for low
income seniors, low income persons with disabilities and charitable organizations
as November 30of the current tax year.
DISCUSSION/CONCLUSION:
The November 30 deadline has worked well for the past three years. Given that
the November 30 deadline has been well received by both residents and
municipal staff, it is recommended that November 30 be set as the application
deadline for not only 2012, but for future tax years as well. This will save
Council the administrative burden of setting the deadline each year individually.
Of course, this would not preclude Council from making a change at some time in
the future if it so chooses.
The municipal treasurers are in concurrence with this recommendation.
RECOMMENDATION:
THAT the application deadline for tax relief for low income seniors, low income
th
persons with disabilities and charitable organizations be November 30 of the tax
year in which tax relief is being sought.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
51
REPORT TO COUNCIL
FROM: Rhonda Duffy - Director of Homes & Senior Services
Jim Bundschuh - Director of Financial Services
DATE: August 20, 2012
SUBJECT: 2012/2013 Revised Annual Long-Term Care Homes Funding
INTRODUCTION:
On June 26, 2012 a report “2012/2013 Annual Long-Term Care Homes Funding
Announcement” was presented to inform Council that the announced funding
increase was significantly below historical levels and would result in a shortfall to
the County’s budget of $234,000. The August 2012 LTC Homes Payment
Notices are, however, showing rates better than the prior announcement.
DISCUSSION:
Based on the rates from the August 2012 Payment Notice, the funding for this
year will improve the $123,000 reducing the loss to budget down to $111,000. It
appears that letters to the Minister and lobbying from the Ontario Association of
Non-Profit Homes and Senior Services made an impact. Although funding is still
below what was expected based on historical funding increases, the funding
improvement since the initial announcement is certainly welcomed.
Attached is a summary table of provincial and federal funding in support of the
various services the County provides.Although staff is not aware of any other
funding reductions at this time, with the budget constraints that governments are
facing, the risk always exists that some of their budget balancing will come at the
expense of the municipalities.
RECOMMENDATION:
THAT the report titled “2012/2013 Revised Annual Long-Term Care Homes
Funding” dated August 20, 2012 be received and filed.
Respectfully Submitted Approved for Submission
Rhonda Duffy Mark G. McDonald
Director of Homes & Senior Services Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
52
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: August 17, 2012
SUBJECT: Budget Comparison – July 2012
INTRODUCTION:
Attached is the budget comparison for July 2012 for the County showing total
year-to-date performance to budget of $474 thousand
.
DISCUSSION/CONCLUSION:
Highlights of the budget performance as shown on Attachment I are as follows:
Line 18 – Homes for Senior Services: Net favourable performance of $259
thousand. Favourable performance in wages and benefits of $328 thousand is
partially offset by negative revenue performance due to the 0% increase in two of
the envelopes, Nursing and Program Support, in comparison to the 3% that has
historically been received.
Line 25 – Economic Development/Tourism/Planning: $68 thousand favourable
performance resulting from favourable performance in Tourism revenue of $32
thousand, Planning of $22 thousand and Economic Development of $14
thousand.
RECOMMENDATION:
THAT the report titled “Budget Comparison – July 2012” dated August 17, 2012
be received and filed.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
53
REPORT TO COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: August 17, 2012
SUBJECT: 2011 Draft Annual Report
INTRODUCTION:
Attached is a draft for the County’s first annual report. In the past the auditor
audited the County’s general ledger and prepared the County’s financial
statements and Financial Information Return (FIR). Last year, the County
prepared the statements and FIR in-house, requiring the auditor to only to
perform the audit function. This year, the financial statements are being
incorporated into a financial report that provides a much broader perspective
than the financial statements alone.
DISCUSSION/CONCLUSION:
The attached 2011 Annual Report is a document that allows Council to
communicate the state of the Corporation to the residents of Elgin County. It
speaks to the achievements, the financial results and the Municipal Performance
Measures Program (MPMP) for 2011. Also attached is the Consolidated
Financial Statements, including the independent auditor’s report, which provides
the details behind the financials, discussed in the Annual Report.
Once approved by Council, the Annual Report, Consolidated Financial
Statements, Financial Information Return (FIR), and MPMP will be available in
PDF format on the County’s website, and a limited number of printed copies of
the Annual Report will also be available.
RECOMMENDATION:
THAT the 2011 Annual Report, Consolidated Financial Statements, Financial
Information Return (FIR) and Municipal Performance Measures Program
(MPMP) be approved for publication.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
55
2011 ANNUAL REPORT
for the year ended December 31, 2011
56
Table of Contents
Message from the Warden (2011) …………………………………………………………… 3
2011 Awards and Achievements ….…………………………………………………………. 5
2011 Budget …………………………………………………………………………………. 7
2011 Financial Results ………………………………………………………………………. 10
Revenues and Costs …………………………………………………………………… 10
Municipal Position ……………………………………………………………………. 13
Municipal Performance Measures Program (MPMP) ………………………………………. 14
Col. Mahlon Burwell Desk, c. 1810
Elgin County Museum
Gift of R. Boughner, 2012
2ANNUAL REPORT
57
Message from the Warden (2011)
On behalf of the Council and the employees of the County of Elgin, we are pleased to
Annual Report
provide you with our first for the year ending December 31, 2011.
The County serves almost 50,000 residents in an area that spans 186,000 hectares, with a
broad range of services, from major county roads and bridges, long term care homes, to
libraries and a museum.
In addition, the County provides ambulance service not only for its residents, but also in
cooperation with the City of St. Thomas. In turn, the City provides social services for our
residents.
By partnering with our local municipalities – Bayham, Malahide, Aylmer, Central Elgin,
Southwold, Dutton-Dunwich and West Elgin – we are able to effectively and efficiently
deliver maintenance and winter control of our roads.
Through our Economic Development and Tourism office, we work with local businesses to
help them bring economic prosperity to our region.
This region has taken a significant economic blow with the closure of the St. Thomas Ford
Assembly Plant in Talbotville in September. The plant not only provided employment for
many of our residents, but was also a major employer for residents in St. Thomas and
London. There were 1,100 employees when the plant shut-down; at its peak, Ford
employed 3,600 people. Given the sizable economic spin-offs from a vehicle assembly
plant, many other businesses and their staff will also be feeling the impact of this closure.
For the County of Elgin, the direct impact of the Ford closure will be the loss of tax
revenue as the facility’s taxes will be reduced to ‘vacant’ status, and could be lowered even
further if the property is reassessed at a lower market rate. In all, tax revenue may be
impacted by $600,000. And, as employee severance benefits run out, the County may be
hit with higher social services costs.
Despite this, the County is optimistic about future economic prospects. The global
economy is shifting from mass production to the creative economy as a major driver of
growth. Elgin County has a healthy entrepreneurial spirit and an abundant and skilled
work force to create a thriving business environment. We are blessed with natural assets,
such as our extensive lakefronts and picturesque countryside that can draw ten million
tourism visitors within a two-hour drive.
To grow our tourism assets, the County has built on the success of our Savour Elgin
campaign with the launch of the Elgin Arts Trail, an unique venture that encourages
residents and visitors alike to discover our talented artisans.
The County is also excited about the newly created Elgin Innovation Centre in Aylmer
where the focus is on incubating small businesses.
COUNTY OF ELGIN3
58
Council will continue to foster this creative economy to allow entrepreneurs to flourish and
the economy to grow.
With numerous accomplishments behind us, today’s challenges and opportunities to seize
in the years ahead, the County will continue to work with our partners, government
organizations, community groups and the private sector, to deliver quality, sustainable
programs that meet the needs of Elgin citizens and contribute to a vibrant, healthy and safe
community.
In doing so, we will strive to be true to our motto: Elgin County – Progressive by Nature.
Dave Mennill
Warden (2011)
2011 Council and Officials
Front Row: Paul Ens – Bayham Mayor, Jack Couckuyt – Aylmer Mayor, Cameron McWilliam –
Dutton/Dunwich Mayor, Dave Marr – Central Elgin Deputy Mayor, Dave Mennill – Warden and
Malahide Mayor, Jim Jenkins – Malahide Deputy Mayor, Bill Walters – Central Elgin Mayor, Bernie
Wiehle – West Elgin Mayor, Jim McIntyre – Southwold Mayor.
Back Row: Brian Masschaele – Director of Cultural Services, Rob Bryce – Director of Human
Resources, Jim Bundschuh – Director of Financial Services, Rhonda Duffy – Director of Homes &
Senior Services, Mark McDonald – Chief Administrative Officer, Clayton Watters – Director of
Engineering Services, Alan Smith – General Manager of Economic Development & Tourism
4ANNUAL REPORT
59
2011 Awards and Achievements
International Economic Developer's Council Award for Savour Elgin
From left to right: Timothy Solomon - IEDC, David Mennill - Elgin County Warden, Kate Burns -
Elgin County Business Development Coordinator, Dennis Coleman - IEDC
Council and staff are committed to continually reach for new levels of achievement and
innovation. This mind-set of being Progressive by Nature has been recognized by outside
independent bodies through numerous awards that the County is extremely proud of:
EDCO Award: three awards were received in recognition of excellent strategies in
promoting culinary tourism.
Library and Archives Canada Award: for the fourth year in a row the Springfield
Library Summer Reading Program has won this award, achieving second place for
its 2010 program.
Economic Developers Council of Ontario Award.
COUNTY OF ELGIN5
60
The County is also proud of the achievements made in 2011. These include:
The County’s first Official Plan made significant progress in 2011 and it is
anticipated the plan will be approved by 2013.
The development of the County’s first ten year business plan to ensure that the long
term opportunities and challenges are addressed in a sustainable manner.
The launch of the Elgin Arts Trail.
Established joint meetings with the St. Thomas City Council to address common
issues
Celebration of the Elgin County Library's 75th Anniversary through a series of
County-wide events.
Lead museum applicant on a $178,000 grant from the Sand Plains Community
Development Fund to develop a barn-quit trail as part of War of 1812 Bicentennial
celebrations
Irish Star Quilt Block
Backus-Page House, Wallacetown
6ANNUAL REPORT
61
2011 Budget
The 2011 budget included an overall levy increase of 2.4% or $0.6 million resulting in a
net income loss of $3.5 million. This increase equated to a 0.8% property tax rate
decrease. An average home that had no change in assessed value saw a $10 decrease in
County taxes, and a more typical home saw a 4% increase equal to $48. The disparity
between the percentage increase for the levy and the average household is driven by the tax
burden shift caused by MPAC’s reassessment of the Ford property. The budgeted net loss
resulted in a $3.5 million budgeted reduction in the municipal position and a corresponding
reduction in reserves contained within the municipal position. As a result, no contributions
were budgeted to the capital funds, and capital reserves decreased $0.3 million.
Furthermore, operating reserves were budgeted to be reduced by $1.6 million.
A primary purpose of reserves is to soften the impact of external shocks to the rate payers.
Given that the cumulative annual impact of a loss of $1.7 million in Ontario Municipal
Partnership Fund (OMPF) funding and the loss of Ford property tax revenue growing to
$0.6 million annually, the 2011-2015 will require the use of reserves to allow the measured
increases (4% annually) in residential taxes proposed in the ten year plan to bring net
income back to a favourable position.
OperatingReserves
(millions)
$6.0
$5.0
$4.0
$3.0
$2.0
$1.0
$
20102011201220132014201520162017201820192020
Operating Reserves were in excess of $5 million in 2010, and with the impact of operating
with a negative net income through 2014, those reserves are expected to drop to $2 million.
By 2016 the annual 4% levy increases bring the County back to positive net income
allowing reserves to return to $5 million by the end of 2020.
COUNTY OF ELGIN7
62
MunicipalPosition
(millions)
$240
ShortfalltoInflation
$230
Actual/Forecasted
$220
$210
$200
$190
$180
$170
$160
20102011201220132014201520162017201820192020
Similarly, the Municipal Position (the equivalent of Owner Equity in the private sector)
will decline from $190 million in 2010 to $185 million by 2015, but will then grow to $207
million by 2020. Maintaining the Municipal Position in real terms is essential to maintain
the integrity of the County’s assets, such as our roads and bridges. Although the Municipal
Position is expected to ultimately increase in absolute terms over the ten year period, when
accounting for inflation assumed at 2% per annum, the Municipal Position should be at
$232 million by 2020. The forecasted ending position of $207 million is $25 million less
than that. Despite the loss of Municipal Position in real terms, this will not lead to
financial issues in the long-term. As a result of efficiencies in asset management, through
new technologies such as micro surfacing, the County will be able to maintain its existing
infrastructure at lower cost.
The causal factors driving changes in the 2011 budget from 2010 levels are summarized as
follows:
2010 was budgeted for a positive net income of $1.7 million. Including a levy
increase of $0.6 million, the net income for 2011 was budgeted at a loss of $3.5
million or $5.2 million degradation from 2010.
The single largest factor was the loss of infrastructure grants worth $3.1 million and
the change in the Karen Street Pumping Station from capital to operating.
Inflation contributed a further $1.4 million in cost increases with the increase split
equally between supply/purchased services and wages/benefits. Partially offsetting
this was inflation related revenue increases of $0.6 million.
Based on the 2011 reassessment, Ford appealed their assessments for 2009-2010. It
was therefore prudent to budget for this potential, adding an incremental $0.5
million to the budget for 2011.
8ANNUAL REPORT
63
OMPF funding net of uploading resulted in a $0.2 million loss in revenue.
A negative impact of $0.2 million resulted from the combination of the lease rate
reduction provided to the Elgin St. Thomas Board of Health along with the Board
of Health’s budget increase of 5.2%.
One-time cost for the International Plowing Match of $0.2 million budgeted in 2010
were more than offset by one-time 2011 costs for an environmental assessment
study for Dexter Line of $0.3 million.
Service-level increases in economic development/tourism, library branch hours and
ambulance IV training added $0.1 million in costs.
County staff continued to improve the efficiencies of the operation with a
commitment of $0.4 million for 2011.
The 2011 capital budget provided for new capital projects of $7.0 million summarized as
follows:
The administration building budget contained a place holder of $0.7 million for
elevators for accessibility.
The road infrastructure contained improvements to Roads and Bridges of $4.6
million.
Investment in Long Term Care Homes of $0.9 million.
Maintaining a current inventory of books for the County’s libraries with a spend of
$0.3 million.
New ambulances valued at over $0.2 million.
COUNTY OF ELGIN9
64
&¨ ¢¨ «2¤²´«³²
The consolidated financial statements in the 2011 Annual Report have been prepared in
accordance with generally accepted accounting principles for local governments as
recommended by the Public Sector Accounting Board (PSAB) of the Canadian Institute of
Chartered Accountants. The statements and related information are the responsibility of
management and include the County’s share of the financial activities of the Elgin-St.
Thomas Board of Health. The Ontario Municipal Act, 2001 requires that the County appoint
an independent auditor to express an opinion as to whether the financial statements present
fairly the County’s financial position and operating results. As part of the annual audit, the
auditors provide a written auditors’ report providing their opinion on the results of the
financial statement audit. The auditor found that the financial statements presented fairly, in
all material respects, the financial position of the County.
RevenuesandCosts
The consolidated statement of operations reports annual revenue and expenses for 2011 on a
comparative basis to the prior year and the budget. The net of revenue and expenses is the
change in economic resources available to the County, and thereby results in a change in the
accumulated surplus.
SourcesofRevenue
(millions)
Investment
Income
UserCharges
$2.4
$6.8
4%
11%
TransferPayments
$26.0
43%
Requisitionsof
LocalMuncipalities
$25.2
42%
In 2011, the County received revenue of $60.3 million and incurred expenses of $62.5
million for a net loss of $2.2 million. The vast majority of revenue is derived in almost
equal proportions from property tax revenue and transfer payments from the provincial and
federal governments. It is important to note that in 2010 transfer payments equalled 45% of
total revenue and property tax only 40%.
10ANNUAL REPORT
65
SpendingbyCostElement
(millions)
Rents/Other
TaxWriteOffs
$0.4
$1.1
ExternalTransfers
1%
2%
$3.6
6%
Amortization
Wages&Benefits
$9.4
$24.2
15%
38%
Materials
ContractedServices
$6.6
$17.2
11%
27%
Roads
OtherAmbu
Bridges
Other
$2.1lance
$5.2
$7.7
22%$7.9
Roads
21%
32%
31%
Other
Homes
Bridges
$12.2
$16.5
$7.3
48%
68%
78%
Of the total expenditures of $62.5 million, wages and benefits account for 38% of those
expenditures, with over two-thirds of these expenses occurring at the Long Term Care
Homes. Contracted Services and Materials combined account for a further 38% of cost with
over half attributed to Ambulance and Roads & Bridges. 15% of expenses are a result of
amortization with this sector being dominated by Roads & Bridges with over three-quarters
of the amortization cost. External transfers are predominately to the City of St. Thomas for
providing Social and Family Services. In addition, Provincial Offences fines collected net of
expenses flow through as transfers to the local municipalities. Tax write-offs are higher than
normal due to an accrual for the Ford tax appeal.
A reduction of municipal position of $3.5 million was budgeted due to the funding losses
from the Ontario Municipal Partnership Fund (OMPF) and Ford property tax. However, the
County achieved favourable performance to budget of $1.3 million, thereby reducing the net
loss to only $2.2 million. The performance to budget is summarized as follows:
User Charges and Transfer Payments: $0.4 favourable performance resulting
predominately from positive performance in Long Term Care Homes revenue.
Other Contributions: $0.3 million favourable performance predominately explained
by POA fines collected offset by POA payments to the lower-tier municipalities.
General Government: $0.8 million favourable performance predominately due to
WSIB and court case costs better than budget.
COUNTY OF ELGIN11
66
Transportation Services: $232,000 favourable performance resulting predominately
from operating project costs for the Karen Street pumping station being lower than
budgeted.
Social and Family Services: $0.2 million favourable performance based on lower
costs for Income Maintenance.
The County’s net deficit of $2.2 million is comprised of net spend after revenue from
transfers, user fees, fines and investment income of $27.3 million partially offset by property
tax revenue of $25.2 million. The net spend of $27.3 million is broken out by services to our
residents as outlined in the chart below:
NetSpendingbyServiceCategory
(millions)
Transportation
LongTermCare
Services
Homes
$10.1
$4.4
Property
37%
16%
Assessmentand
Support
$0.7
3%
SocialServices
$3.1
11%
Library&Cultural
PublicHealth
General
Planning&
AmbulanceServices
Services
Services
Government
Development
$2.5
$2.8
$0.7
$2.0
$1.2
9%
10%
3%
7%
4%
Transportation is the single largest net cost to the County with 38% of expenditures.
Assistance to Aged Persons, Social Services, Library, Ambulance and Public Health services
combined accounts for almost half of the County’s net expenditures.
11% of expenditures is the result of general government and planning & development. It is
important to note that general government includes the costs of information technology,
finance and human resources departments required to support the above mentioned services
being provided to our residents.
Property Assessment and Support is for payments to the Municipal Property Assessment
Corporation (MPAC). MPAC is a not-for-profit corporation whose main responsibility is to
provide its customers - property owners, tenants, municipalities, and government and
business stakeholders - with consistent and accurate property assessments. Every
municipality in Ontario is assessed its share of the cost of operating this corporation.
12ANNUAL REPORT
67
MunicipalPosition
The consolidated statement of financial position reports the County’s financial and non-
st
financial assets, liabilities and accumulated surplus as of December 31, 2011 on a
comparative basis. Financial assets are those assets on hand, which could provide resources
to discharge liabilities to finance future operations. The difference between financial assets
and liabilities, or net financial assets, is an indicator of the County’s ability to finance future
activities and to meet its liabilities and commitments. Non-financial assets represent
economic resources that will be employed by the County to deliver programs and provide
services in the future. The sum of financial assets and non-financial assets represents the
accumulated surplus, or municipal equity/position of the County.
As a result of the favourable performance to budget, the municipal position only declined by
$0.6 million in net financial assets and $1.5 million in non-financial assets. The decrease in
non-financial assets is the result of capital spending of $7.9 million being less than the
amortization of $9.4 million. It is important to note that this decline in tangible capital assets
will only be an interim action until the County is able to adjust to the significant losses in
provincial and property tax revenue. The ten year business plan allows for capital spending
growth to a level that will ensure sustainability of the County’s infrastructure.
MunicipalPosition
(millions)
Land&
Buildings
Equipment,
Improvements
$20.8
Furnishings&
$19.4
11%
Roads&Bridges
Vehicles
10%
$136.4
$2.6
73%
1%
Assetsunder
Construction
$2.1
1%
Books
FinancialAssets
$1.5
PrePaid
$5.7
1%
$0.4
3%
0%
Equity in roads and bridges comprise 73% of the County’s municipal position. Buildings
account for 11% of the County’s equity. Land and land improvements, which includes land
for roads as well as building, makes up 10% of the municipal position. Elgin County’s
financial assets of $5.7 million comprise only 3% of the County’s equity and are
approximately equal to one quarterly levy payment allowing the County to meet its financial
obligations during the three month period between receipts of property tax revenue.
COUNTY OF ELGIN13
68
-´¨¢¨¯ «0¤±¥®±¬ ¢¤-¤ ²´±¤²0±®¦± ¬(-0-0)
MPMP is a performance measurement and reporting system that promotes local government
transparency and accountability. It also provides municipalities with useful data to make
informed municipal service level decisions while optimizing available resources.
All Ontario municipalities are required to report MPMP efficiency and effectiveness
measures for services provided by their municipality. The following are the highlights
comparing 2011 to prior years. Some of the metrics were new in 2010, and hence 2009 data
for those metrics is not available.
Adequacy of Roads2009 2010 2011
% of paved lane 72.3%73.9% 73.9%
kilometres rated
adequate
An adequate road is a road where surface distress is minimal and no maintenance or
rehabilitation action is required.
Adequacy of 2010 2011
Bridges
% of bridges and % of bridges and culverts where 83.5% 83.5%
culverts where the the condition is rated as good to
condition is rated as very good.
good to very good.
A bridge or culvert is rated in good to very good condition if distress to the primary
components is minimal, requiring only maintenance. Primary components are the main load
carrying components of the structure, including the deck, beams, girders, abutments,
foundations. This is the County’s first year reporting this metric.
Maintenance Costs 2010 2011
Per paved lane kilometre $2,780 $3,966
Paved roads are defined as roads with asphalt surface, concrete surface, composite
pavement, portland cement or surface treatment. Maintenance includes frost
heave/base/utility cut repair, cold mix patching, hot mix patching, shoulder maintenance,
surface maintenance, surface sweeping, and surface flushing. Surface maintenance activities
include crack sealing, spray patching, and slurry seal. Also included in these costs are
Bridge Maintenance and Winter Control costs. The Total cost measure was revised in 2010
as directed by the Province; hence there is no comparable data for prior years. Total costs
mean operating costs as defined in MPMP, plus amortization and interest on long-term debt,
less revenue received from other municipalities for tangible capital assets. The increase in
2011 is due to increased payments to the Municipal Partners. The County of Elgin contracts
with its seven member municipalities to provide roads maintenance based on a set per
kilometre dollar amount.
14ANNUAL REPORT
69
General Government 2009 2010 2011
General Government - % of total 4.5% 4.4% 3.6%
operating costs for governance and
corporate management.
General government administration includes departments primarily involved in general
administration, financial management, and human resources. These costs have been reduced
over this time period, through actions such as the downsizing of the management structure,
resulting in a reduced percentage.
Library Services 2009 2010 2011
Operating costs for library services per person $44.79$48.27 $47.29
Operating costs for library services per use $3.15$1.53 $2.78
Library uses per person 14.2031.56 16.99
Electronic library uses as a percentage of total 19.8%65.4% 35.1%
library uses
Non-electronic library uses as a percentage of 80.2%34.6% 64.9%
total library uses
Volatility in electronic usage statistics is due to changes in the way that the province and
vendors report figures to individual libraries, particularly in 2010. Further refinements were
made in 2011, resulting in a statistical decrease but not a decrease in actual usage by patrons
of the library. Provincial processes to track electronic resource usage continue to evolve and
this matter will hopefully stabilize going forward. Overall, usage of the library by County
residents continues to be high.
COUNTY OF ELGIN15
70
For your online source of information regarding:
Consolidated Financial Statements
Financial Information Return (FIR)
Municipal Performance Measures Program (MPMP)
Council Remuneration
Salaries over $100,000
Please visit:
http://www.elgincounty.ca/ElginCounty/Finance/financefiles.php
450 Sunset Drive
St. Thomas, Ontario, N5R 5V1
Tel: (519) 631-1460
Web: elgincounty.ca
16ANNUAL REPORT
71
Consolidated Financial Statements
Year Ended December 31, 2011
And Auditors’ Report to the Members of Council, Inhabitants and Ratepayers
72
Table of Contents
Independent Auditor’s Report ………………………………………………………… 3
Consolidated Statement of Financial Position ………………………………………… 4
Consolidated Statement of Operations ..……………………………………………… 5
Consolidated Statement of Change in Net Financial Assets ………………………….. 6
Consolidated Statement of Cash Flows ...……………………………………………. 7
Notes to the Consolidated Financial Statements ....…………………………………… 8
1. Significant Accounting Policies ……………………………………………… 8
2. Cash and Temporary Investments ……………………………………………. 10
3. Post Employment Benefits …………………………………………………… 10
4. Tangible Capital Assets (TCA) ………………………………………………. 11
5. Accumulated Surplus ………………………………………………………… 12
6. Expenditure by Object ……………………………………………………….. 12
7. Pension Agreement ………………………………………………………….. 13
8. Contingency …………………………………………………………………. 13
9. Public Sector Salary Disclosure ……………………………………………… 13
10. Library Services …………………………………………………………….. 14
11. Comparative Amounts ……………………………………………………… 15
12. Consolidated Schedule of Segmented Disclosure ………………………….. 15
2ANNUAL REPORT
73
Charles T. Raven Professional Corporation
204-460 Wellington Street
Chartered Accountant St. Thomas, ON N5R 6H9
Telephone: (519) 631-8250
Facsimile: (519) 631-8919
INDEPENDENT AUDITOR’S REPORT
To the Members of Council, Inhabitants and Ratepayers of the Corporation of the County of Elgin:
We have audited the accompanying consolidated financial statements of the Corporation of the County of Elgin,
which comprise the consolidated statement of financial position as at December 31, 2011 and the consolidated
statement of operations, consolidated statement of change in net financial assets, and consolidated statement of cash
flows for the year then ended, and a summary of significant accounting policies and other explanatory information.
Management’s Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in accordance with
Canadian generally accepted accounting standards and for such internal control as management determines is
necessary to enable the preparation of financial statements that are free from material misstatement, whether due to
fraud or error.
Auditor’s Responsibility
Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit
in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with
ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial
statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial
statements. The procedures selected depend on the auditor’s judgment, including the assessment of the risks of
material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments,
the auditor considers internal control relevant to the entity’s preparation and fair presentation of the financial
statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of
expressing an opinion on the effectiveness of the entity’s internal control. An audit also includes evaluating the
appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as
well as evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit
opinion.
Opinion
In our opinion, the consolidated financial statements present fairly, in all material respects, the financial position of
the Corporation of the County of Elgin as at December 31, 2011, and its financial performance and its cash flows for
the year then ended in accordance with Canadian generally accepted accounting principles prescribed by the Public
Sector Accounting Board of the Canadian Institute of Chartered Accountants.
Charles T. Raven
Professional Corporation
Chartered Accountant
Authorized to practice public accounting by
The Institute of Chartered Accountants of Ontario
July 27, 2012
St. Thomas, Ontario
COUNTY OF ELGIN3
74
CORPORATION OF THE COUNTY OF ELGIN
CONSOLIDATEDSTATEMENTOFFINANCIALPOSITION
As of December 31, 2011
2011 2010
FINANCIAL ASSETS
Cash and temporary investments (Note 2) $ 11,668,395 $ 12,145,103
Accounts Receivable 2,185,374 1,566,865
Other Assets 21,093 125,993
13,874,862 13,837,961
LIABILITIES
Accounts Payable and Accrued Liabilities 6,179,316 5,648,953
Post Employment Benefits (Note 3) 2,030,974 1,876,836
8,210,290 7,525,789
NET FINANCIAL ASSETS 5,664,572 6,312,172
NON-FINANCIAL ASSETS
Tangible Capital Assets (Note 4) 182,825,445 184,391,974
Prepaid Expenses 434,136 382,572
183,259,581 184,774,546
ACCUMUMLATED SURPLUS $ 188,924,153 $ 191,086,718
(Note 5)
The accompanying notes are an integral part of these financial statements.
4ANNUAL REPORT
75
CORPORATION OF THE COUNTY OF ELGIN
CONSOLIDATEDSTATEMENTOFOPERATIONS
As of December 31, 2011
Actual Actual
Budget
2011 2011 2010
(unaudited)
REVENUES
Requisitions of Local Municipalities $ 25,243,685 $ 25,172,314 $ 24,502,031
User Charges 6,517,144 6,773,436 6,444,309
Transfer Payments 25830366 25,957,060 27,177,550
Investment Income 82,124 69,743 38,167
Other Contributions 1986284 2,317,807 2,426,294
Total Revenues 59,659,603 60,290,360 60,588,351
EXPENSES
General Government 5,879,160 5,073,470 4,034,189
Property Assessment and Support 705,622 705,622 688,091
Emergency Measures 29,594 22,831 20,238
Provincial Offences 1,624,269 1,846,768 1,953,618
Transportation Services 5,725,989 5,491,557 3,846,037
Public Health Services 5,051,742 4,990,771 3,475,503
Ambulance Services 7,983,619 7,956,876 7,670,360
Social and Family Services 1,642,293 1,463,774 2,404,871
Long Term Care Homes 19,780295 19,843,661 19,217,603
Social Housing 1,610,375 1,618,828 1,800,734
Libraries (Note 10) 2,178,558 2,163,809 2,226,192
Cultural Services 445,084 422,783 423,004
Planning and Development 354,328 307,154 238,935
Economic Development 1,018,367 1,032,465 1,190,723
Agriculture and Reforestation 59,309 62,674 59,385
Total Expenses 54,088,604 53,003,043 49,249,483
ANNUAL SURPLUS BEFORE AMORTIZATION
5,570,9997,287,317 11,338,868
AMORTIZATION
9,085,912 9,449,882 8,913,477
ANNUAL SURPLUS (3,514,913) (2,162,565) 2,425,391
ACCUMULATED SURPLUS, BEGINNING OF YEAR
191,086,718 191,086,718 188,661,327
ACCUMULATED SURPLUS, END OF YEAR $ $188,924,153 $191,086,718
187,571,805
The accompanying notes are an integral part of these financial statements.
COUNTY OF ELGIN5
76
CORPORATION OF THE COUNTY OF ELGIN
CONSOLIDATEDSTATEMENTOFCHANGEINNETFINANCIALASSETS
As of December 31, 2011
20112010
Budget Actual Actual
(unaudited)
Annual Surplus $ (3,514,913) $ (2,162,565) $ 2,425,391
Adjustments for:
Acquisition of Tangible Capital Assets (9,799,101) (7,890,145) (7,799,631)
Amortization of Tangible Capital Assets 9,085,912 9,449,882 8,913,477
Write Downs of Tangible Capital Assets 6,792
Change in Prepaid Expenses (51,564) 51,605
CHANGE IN NET FINANCIAL ASSETS
(4,228,102) (647,600) 3,590,842
NET FINANCIAL ASSETS, BEGINNING
OF YEAR 6,312,1726,312,1722,721,330
NET FINANCIAL ASSETS, END OF YEAR $ 5,664,572 $ 6,312,172
$ 2,084,070
The accompanying notes are an integral part of these financial statements.
6ANNUAL REPORT
77
CORPORATION OF THE COUNTY OF ELGIN
CONSOLIDATEDSTATEMENTOFCASHFLOWS
As of December 31, 2011
2011 2010
OPERATING ACTIVITIES
Annual Surplus $ (2,162,565) $ 2,425,391
Items not involving Cash
Post employment benefits 154,138 (26,353)
Amortization 9,449,8828,913,477
Loss on disposal of tangible capital assets 6,792 -
7,448,247 11,312,515
Changes in non-cash working capital balances
Accounts receivable (618,509)187,368
Other assets 104,900(33,993)
Prepaid expenses (51,564)51,605
Accounts payable and accrued liabilities 530,363 (771,830)
Cash provided by operating activities 7,413,43710,745,665
CAPITAL ACTIVITIES
Acquisition of Tangible Capital Assets (7,890,145) (7,799,631)
NET CASH INFLOW (OUTFLOW)
(476,708) 2,946,034
CASH POSITION, BEGINNING OF YEAR
12,145,103 9,199,069
CASH POSITION, END OF YEAR $ 11,668,395 $ 12,145,103
The accompanying notes are an integral part of these financial statements.
COUNTY OF ELGIN7
78
CORPORATION OF THE COUNTY OF ELGIN
NotestotheConsolidatedFinancialStatements
As of December 31, 2011
The County of Elgin is an upper-tier municipality, comprised of seven local municipalities, in the
Province of Ontario. It conducts its operations guided by the provisions of provincial statutes such as the
Municipal Act, Municipal Affairs Act, and related legislation.
1. SIGNIFICANT ACCOUNTING POLICIES
The consolidated financial statements of the Corporation of the County of Elgin are the
representation of management, prepared in accordance with Canadian generally accepted
accounting principles for local governments, as recommended by the Public Sector Accounting
Board of the Canadian Institute of Chartered Accountants. Significant aspects of the accounting
policies adopted by the County are as follows:
a) Reporting entity
These consolidated financial statements reflect the assets, liabilities, revenues and expenses of
the County of Elgin and include all organizations and local boards that are accountable to the
County for the administration of their financial affairs and resources and are owned or controlled
by the County.
i) Consolidated entities
There are no organizations or local boards that are consolidated in these financial statements.
ii) Proportionate consolidation
The Elgin St. Thomas Public Health has been consolidated on a proportionate basis, based
upon the percentage of grant money provided by the County of Elgin in comparison to the
City of St. Thomas.
iii) Trust funds
Trust funds administered by the County, for the homes for senior citizen residents amounting to
$27,430 (2010 - $22,865) have not been included in the Consolidated Statement of Financial
Position nor have their operations been included in the Consolidated Statement of Operations.
b) Basis of accounting
i) Accrual accounting
Revenues and expenses are reported on the accrual basis of accounting. Revenues are
recognized as they are earned and measurable. Expenses are recognized as they are incurred
and measurable as a result of receipt of goods or services and the creation of a legal
obligation to pay.
ii) Temporary investments
Temporary investments consisting of guaranteed investment certificates and money market
funds are carried at the lower of cost and market value.
8ANNUAL REPORT
79
1. SIGNIFICANT ACCOUNTING POLICIES (Cont’d)
iii) Non-financial assets
Non-financial assets are not available to discharge existing liabilities and are held for use in
provision of services. They have useful lives extending beyond the current year and are not
intended for sale in the ordinary course of operations.
iv) Tangible capital assets
Tangible capital assets are recorded at cost which includes all amounts that are directly
attributable to acquisition, construction, development or betterment of an asset. The cost, less
residual value, of the tangible capital asset is amortized on a straight-line basis over the
estimated useful life as follows:
Useful Life - Years
Land improvements 20
Buildings 20-40
Furniture, fixtures and equipment 8-16
Furniture, fixtures and equipment 2-4
Vehicles 4
Transportation infrastructure 40-80
Bridges 20-60
Library books 8
Amortization begins the first month of the year following the year the asset is placed in
service and to the year of disposal. Assets under construction are not amortized until the
asset is available for productive use.
Works of art, artefacts, cultural or historic assets are not recorded as assets in the financial
statements.
v) Use of estimates
The preparation of financial statements in conformity with generally accepted accounting
principles requires management to make estimates and assumptions that affect the reported
amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date
of the financial statements and the reported amounts of revenue and expenditures during the
period. Actual results could differ from those estimates.
c) Revenue recognition
Revenues are recognized as follows:
i) Taxation revenue is recognized in the year that taxes are levied.
ii) Government transfers are recognized as revenue when the events giving rise to the transfer
occur, providing the transfers are authorized, eligibility criteria are met, and reasonable
estimates of the amounts can be made.
iii) Fines collected under the Provincial Offences Act are recognized when collected.
iv) User charges and other revenues are recorded upon sale of goods or provision of services
when collection is reasonably assured.
COUNTY OF ELGIN9
80
1. SIGNIFICANT ACCOUNTING POLICIES (Cont’d)
d) Budget amounts
The approved operating budget for 2011 is reflected on the Consolidated Statement of
Operations. These numbers have not been audited but are presented for information purposes
only. The budgets established for capital funds and reserves are on a project-oriented basis, the
costs of which may be carried out over one or more years. As such, they are not directly
comparable with current year actual amounts and have not been reflected. Budget figures have
been reclassified to comply with PSAB reporting requirements
2. CASH AND TEMPORARY INVESTMENTS
2011 2010
Cash on hand and in banks
$ 2,648,326 $ 7,783,471
Temporary investments
9,020,069
4,361,632
$ 11,668,395 $12,145,103
Temporary investments held in a money market fund have a market value of $9,084,370
(2010 - $4,376,775).
3. POST EMPLOYMENT BENEFITS
Post employment benefits are liabilities of the County to its employees for benefits earned but not
taken at the end of the year. Details are as follows:
2011 2010
Vacation credits
$ 582,967 $ 554,955
Workplace Safety and Insurance premiums
- Schedule 2 Employer
1,448,007 1,321,881
$ 2,030,974 $ 1,876,836
The provision of certain employee vacation plans allow for the accumulation of vacation credits for use in
future periods. The approximate value of these credits at December 31, 2011 is $582,967
(2010 - $554,955).
The County is a Schedule II employer under the Workplace Safety and Insurance Act. As a Schedule II
employer the County assumes liability for any award made under the Act. The Workplace Safety and
Insurance Board has evaluated the liability estimates for future benefit costs at December 31, 2011 as
$1,448,007 (2010 - $1,321,881).
10ANNUAL REPORT
81
4. TANGIBLE CAPITAL ASSETS (TCA)
The book value of the tangible capital assets is comprised of the following:
Balance
beginning of Disposals/ Balance end of
YearAdditionsWrite-DownsYear
Original Cost
Land $ 17,936,754 $ 30,275 $ - $ 17,967,029
Land improvements 2,962,268 102,599 77,973 3,142,840
Buildings 32,869,142 383,408 (284,926) 32,967,624
Furniture, fixtures and equipment 3,264,680 213,637 62,519 3,540,836
Computer hardware and software 683,474 109,917 (223,909) 569,482
Vehicles 1,185,056 224,291 (188,990) 1,220,357
Books 3,534,932 227,920 (518,685) 3,244,167
Bridges 32,428,053 463,091 299,225 33,190,369
Road systems 215,896,114 5,984,254 (8,668,908) 213,211,460
Assets under Construction 1,990,687 150,753 2,141,440
Total 312,751,160 7,890,145 (9,445,701) 311,195,604
Accumulated Amortization
Land $ - $ - $ - $ -
Land improvements 1,629,582 44,532 77,973 1,752,087
Buildings 11,324,151 1,081,783 (284,926) 12,121,008
Furniture, fixtures and equipment 1,507,362 261,538 62,519 1,831,419
Computer hardware and software 301,141 144,586 (223,909) 221,818
Vehicles 713,690 169,217 (188,990) 693,917
Books 1,861,636 425,423 (518,685) 1,768,374
Bridges 12,212,515 704,070 299,225 13,215,810
Road systems 98,809,109 6,618,733 (8,662,116) 96,765,726
Total 128,359,186 9,449,882 (9,438,909) 128,370,159
NET BOOK VALUE
Land $ 17,936,754 $ 30,275 $ - $ 17,967,029
Land Improvements 1,332,686 58,067 - 1,390,753
Buildings 21,544,991 (698,375) - 20,846,616
Furniture, fixtures and equipment 1,757,318 (47,901) - 1,709,417
Computer hardware and software 382,333 (34,669) - 347,664
Vehicles 471,366 55,074 - 526,440
Books 1,673,296 (197,503) - 1,475,793
Bridges 20,215,538 (240,979) - 19,974,559
Road Systems 117,087,005 (634,479)(6,792) 116,445,734
Assets under Construction 1,990,687 150,753 - 2,141,440
NET BOOK VALUE OF TCA $ 184,391,974 $ (1,559,737) $(6,792) $ 182,825,445
COUNTY OF ELGIN11
82
5. ACCUMULATED SURPLUS
Accumulated surplus consists of individual fund surplus (deficit) and reserves as follows:
2011 2010
SURPLUS:
Net Investment in Tangible Capital Assets (TCA) $ 182,825,445 $ 184,391,974
Committed for Completion of Assets under Construction 3,563,049 2,958,254
Self-financed Capital Projects (Capital Fund) (4,598,457) (4,598,457)
Net TCA Position 181,790,037 182,751,771
Share of Surplus in Elgin St. Thomas Public Health 175,510 191,067
Total Surplus 181,965,547 182,942,838
RESERVES SET ASIDE BY COUNCIL
500,000 500,000
Working Capital
Contingencies 3,193,485 4,181,413
Insurance Purposes 66,432 66,432
Roadway Purposes 782,436 782,436
Homes for Seniors 1,565,324 1,602,410
Library and Cultural Services 248,161 278,544
Ambulance and Health 560,000 689,877
42,768 42,768
Other Municipal Services
Total Reserves 6,958,606 8,143,880
TOTAL ACCUMULATED SURPLUS $ 188,924,153 $ 191,086,718
6. EXPENDITURE BY OBJECT
Total current expenditures for the year reported on the Statement of Operations are as follows:
2011 2010
Salaries, Wages and Employee Benefits $24,157,452 $23,295,926
Interest on Long Term Debt - -
Materials and services 6,590,561 5,763,616
Contracted Services 17,242,916 14,715,440
Rents and Financial Expenses 366,030 334,172
Tax Write-Offs 1,088,342 239,888
Contributions to other organizations 3,557,742 4,900,441
9,449,882 8,913,477
Amortization
$ 62,452,925 $ 58,162,960
12ANNUAL REPORT
83
7. PENSION AGREEMENT
The County of Elgin makes contributions to the Ontario Municipal Employees Retirement System
(OMERS), which is a multi-employer plan, on behalf of members of its staff. The plan is a defined
benefit plan, which specifies the amount of the retirement benefit to be received by the employees
based on the length of service and rate of pay.
Contributions were made in 2011 calendar year at rates ranging from 7.4% to 8.9% depending on
the member’s designated retirement age and level of earnings. The amount contributed to OMERS
in 2011 on behalf of current services was $1,019,956 (2010 - $878,796) and is included as an
expense in the Consolidate Statement of Operations.
8. CONTINGENCY
From time to time, the County of Elgin is subject to claims and other lawsuits that arise in the
ordinary course of business. These claims may be covered by the County’s insurance up to a
maximum amount per occurrence. In the opinion of management, any litigation, if successful,
would not have a material impact on the financial position of the County of Elgin.
9. PUBLIC SECTOR SALARY DISCLOSURE
The Public Sector Salary Disclosure Ace, 1996 (the “Act”) requires the disclosure of the salaries
and benefits of employees in the public sector who are paid a salary of $100,000 or more in a year.
The County of Elgin complies with the Act by providing the information to the Ontario Ministry of
Municipal Affairs and Housing for disclosure on the public website at www.fin.gov.on.ca.
COUNTY OF ELGIN13
84
10. Library Services
Elgin County Council, operating as a Committee of Council, oversees operations of the Elgin County
library system. A summary of revenue and expenses of the library system operations for the year ended
December 31, 2011 is as follows:
(as of December 31, 2011) BudgetActual
REVENUE:
Province of Ontario $ 116,739 $ 116,739
Government of Canada 43,150 6,055
Book sales, donations and other project revenue 91,638 108,891
Fines 34,996 34,933
Total Revenue 286,523 266,618
EXPENSES:
Salaries and benefits 1,667,9601,650,894
332,794
Lease space 334,536
55,732
Project costs 37,175
32,807
Electronic resources and periodicals 35,610
Photocopy/office supplies 21,996 21,317
Telephone/Fax 20,004 18,582
Travel/mileage 14,000 15,268
Programs 9,996 9,996
Staff development 14,496 7,562
Furniture and fixtures 6,996 6,874
Other 15,789 11,983
Expenses before amortization 2,178,558
2,163,809
Amortization 441,694434,257
Total expenses 2,620,2522,598,066
NET OPERATING COST $ 2,333,729 2,331,448
14ANNUAL REPORT
85
11. COMPARATIVE AMOUNTS
Comparative amounts have been reclassified from statements previously presented to conform to the
presentation of 2011 consolidated financial statements.
12. CONSOLIDATED SCHEDULE OF SEGMENT DISCLOSURE
The County of Elgin provides a diverse range of services to its citizens. The Consolidated Schedule
of Segment Disclosure has grouped various services into segments to provide a further breakdown
of the revenues and expenses attributed to each segment. For each reported segment, revenues and
expenses represent both amounts that are directly attributable to the segment and amounts that are
allocated on a reasonable basis.
The services included in each segment are as follows:
General government
General government is comprised of County council, administration, treasury, human resources and
information technology.
Provincial Offences
Provincial offences is comprised of the operation of the County’s Court offices, including trials and
proceedings, and receiving payments for fines resulting from charges laid by various police forces
and officials operating within the County. Distributions to area municipalities are also reflected.
Transportation services
Transportation services are comprised of roadways, bridges, and winter control.
Ambulance services
The County provides land ambulance services to residents from five stations located throughout the
County.
Health Services
Health services are comprised of the County’s proportional share of the operation of the Elgin St.
Thomas Public Health and other public health transfers.
Long Term Care Homes
The County operates three long-term care facilities and two Adult Day programs for senior citizens.
Social and family services
Social and family services consist of the County share of services that provides employment and
income assistance, social housing and child care assistance to eligible participants.
Library and cultural services
Library and cultural services are comprised of operations of the County library, archives, museum
and other cultural services.
Planning and development
Planning and development services include the preparation and administration of the County’s
Official Plan, economic development, tourism, and agriculture and reforestation services within the
County.
COUNTY OF ELGIN15
86
12. CONSOLIDATED SCHEDULE OF SEGMENT DISCLOSURE (Cont’d)
General Provincial Transportation Ambulance Health
Government Offences Services Services Services
REVENUES
Requisitions of Local
Municipalities $ 3,821,335 $6,293,079 $2,517,231 $ 647,757
User Charges 915,626 - 52,026
Transfer Payments 2,468,090 2,323,682 5,782,209 4,268,307
Investment Income 62,6197,124
Other Contributions (33,691) 1,971,595 373,913 - -
4,975,214
Total Revenues 7,233,979 1,971,595 8,990,674 8,299,440
EXPENSES
Salary and Benefits 2,084,002 285,942 341,222 33,2242,460,386
Operating Expenses 3,717,822 877,862 5,150,335 7,923,652 2,530,385
External Transfers 100 682,964 - - -
Amortization 412,681 - 7,330,246 291,471 -
Total Expenses 6,214,605 1,846,768 12,821,803 8,248,347 4,990,771
ANNUAL SURPLUS/ $ 1,019,374 $ 124,827 $(3,831,129) $ 51,093
(DEFICIT) $ (15,557)
Memo: (Revenue)/
$ 2,801,961$(124,827)$ 10,124,208$2,466,138$ 663,314
Spend exclusive of
Requisition
16ANNUAL REPORT
87
Social and Library and Planning
Long Term Family Cultural and
Care Homes Services Services Develop. Total
REVENUES
Requisitions of Local
Municipalities $4,405,155 $3,082,602 $3,146,539 $1,258,616 $25,172,314
User Charges 5,593,873 106,400 105,511 6,773,436
Transfer Payments 10,841,291 145,729 127,752 25,957,060
Investment Income 69,743
Other Contributions 4,962 880 148 2,317,807
Total Revenues 20,845,281 3,082,602 3,399,548 1,492,027 60,290,360
EXPENSES
Salary and Benefits 16,457,449 - 1,935,689 559,537 24,157,451
Operating Expenses 3,386,211 282,946 599,081 819,556 25,287,850
External Transfers - 2,799,656 51,822 23,200 3,557,742
Amortization 971,513 - 434,257 9,714 9,449,882
Total Expenses 20,815,173 3,082,602 3,020,849 1,412,007 62,452,925
ANNUAL SURPLUS/
(DEFICIT) $ 30,108 $ - $ 378,699 $ 80,020 $ (2,162,565)
Memo: (Revenue)/
Spend exclusive of
Requisition
$4,375,047$3,082,602$2,767,840$1,178,596$27,334,879
COUNTY OF ELGIN17
88
For your online source of information regarding:
Annual Report
Financial Information Return (FIR)
Municipal Performance Measures Program (MPMP)
Council Remuneration
Salaries over $100,000
Please visit:
http://www.elgincounty.ca/ElginCounty/Finance/financefiles.php
450 Sunset Drive
St. Thomas, Ontario, N5R 5V1
Tel: (519) 631-1460
Web: elgincounty.ca
89
CORRESPONDENCE – September 11, 2012
Items for Consideration – (Attached)
1. Monty McNaughton, M.P.P. Lambton-Kent-Middlesex, PC Critic, Economic
Development and Innovation, seeking the County’s support for his private members
bill, Bill 76, an Act to Amend the Ontario Lottery and Gaming Act of 1999.
2. Michelle Casavecchia, Chief Administrative Officer, Township of Malahide with a
resolution requesting that the County of Elgin County Council roll back the County
Council wages to the rate at the beginning of the council term, for the remainder of
this Council term.
3. Lynn Peterson, Co-Chair, Thunder Bay and Area Disaster Relief Committee
requesting financial support to the Disaster Relief Fund to assist those affected by
flooding this past spring.
4. Randy Denning, President, Thames EMS Inc. with an invitation to a special
celebration on September 25, 2012 to honor a number of cardiac arrest survivors
from 2010-2011.
90
91
92
93
94
95
96
97
98
CORRESPONDENCE – September 11, 2012
Items for Information (Consent Agenda) - (Attached)
1. Hon. Christian Paradis, Minister of Industry with follow up regarding the Community
Access Program (CAP).
2. Information from St. Thomas-Elgin Local Immigration Partnership regarding “Walk
With Me” on Thursday, September 27, 2012 from 9:00 am – 3:00 pm.
3. St. Thomas Elgin General Hospital redevelopment Project;
a) Update from Susan O’Brian, President, St. Thomas Elgin General Hospital
Foundation.
b) Press release from Cathy Fox, Communications and Public Relations Specialist,
St. Thomas Elgin General Hospital.
c) Paul Collins, President and CEO, St. Thomas Elgin General Hospital with an
update regarding the response from the Ministry of Health and Long Term Care to
the STEGH capital project “re-scoping” proposal.
4. Gary McNamara, President, AMO thanking Mark McDonald for agreeing to be the
AMO representative on the Administration and Infrastructure Working Group, a
subgroup of the Future of Policing Advisory Committee (FPAC).
5. Jeff Yurek, MPP, Elgin-Middlesex-London with copy of correspondence to Hon. John
Milloy, Minister of Community and Social Services concerning the planned closure of
the Ontario Disability Support Program (ODSP) office in St. Thomas.
6. Dan Mathieson, Chair, MPAC Board of Directors providing an update on activities for
the first and second quarters of 2012.
7. Hon. James Moore, P.C., M.P., Minister of Canadian Heritage and Official Languages
thanking Warden Bill Walters for his letter regarding the cancellation of Library and
Archives Canada’s National Archival Development Program.
8. Pam Dyck, Administrative Assistant, Violence Against Women Services Elgin County
rd
with information regarding the 3 Annual “Walk a Mile in Her Shoes” event on
September 23, 2012.
9. Kimberly Earls, Business Development Officer, SCOR EDC, informing Council of the
new SCOR EDC executive.
10. Stacey Griffen, Executive Office Coordinator, South West Local Health Integration
Network with information regarding its Integrated Health Service Plan for 2013-2016.
11. Hugh Shields, Executive Director, Great Lakes International Airshow with information
regarding the Great Lakes International Air Show in June 2013.
12. Erica Arnett, Health Promoter, Elgin St. Thomas Public Health, with information
regarding the Healthy Communities Partnership.
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
COUNTY OF ELGIN
By-Law No. 12-25
“BEING A BY-LAW TO ESTABLISH REVENUE NEUTRAL CLAWBACK
PERCENTAGES FOR CERTAIN PROPERTY CLASSES”
WHEREAS Section 330(1) OF THE Municipal Act, S.O. 2001, c.25 states that the
Council of a municipality other than a lower-tier municipality, may pass a by-law to
establish a percentage by which tax decreases are limited for a taxation year in respect of
properties in any property class subject to Part IX of the said Act in order to recover all or
part of the revenues foregone as a result of the application of Section 329 of the said Act
to other properties in the property class; and
WHEREAS for the purposes of this by-law, the commercial classes shall be
considered a single property class and the industrial classes shall be deemed to be a
single property class; and
WHEREAS limits to tax decreases for any class may only be established in order to
recover all or part of the foregone revenue in respect of the same property class.
NOW THEREFORE, the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT for the taxation year 2012, the percentage determined under Section 330(1)
of the Municipal Act, S.O. 2001 are as follows:
Multi-residential CommercialIndustrial
Decrease Clawback
0.0000% 32.1144% 30.7899%
Decrease Retained 100.0000% 67.8856% 69.2101%
2. THAT in accordance with the provisions of the Section 330(1) of the Municipal Act,
S.O. 2001 the County is deemed to be the banker and no lower tier member municipality
shall have a surplus or a shortfall as a result of the application of this By-Law, and further,
if the County experiences a shortfall or excess as a result of the application of the banking
function under this By-Law, any such shortfall/excess shall belong to the County.
3. THAT the intra-municipal adjustment due to the application of this by-law, with the
County acting as the banker, shall be paid by the member municipalities on December
th
15, 2012.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11 DAY OF
SEPTEMBER 2012.
Mark G. McDonald, Bill Walters,
Chief Administrative Officer. Warden.
129
CLOSED MEETING AGENDA
September 11, 2012
Staff Reports:
1) County Solicitor – Municipal Act, Section 240.2 (e) litigation or potential
litigation, including matters before administrative tribunals, affecting the
municipality or local board – Tree By-Law Violations.
2) Director of Engineering Services – Municipal Act, Section 240.2 (a) the security
of the property of the municipality or local board – Clinical Associates Lease.
3) Director of Human Resources –Municipal Act, Section 240.2 (d) labour
relations or employee negotiations – Labour Relations Matters –Update of
Collective Bargaining with Ontario Nurses’ Association.