14 - October 23, 2012 County Council Agenda Package
ORDERS OF THE DAY
FOR TUESDAY, OCTOBER 23, 2012
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes – September 25, 2012
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 a.m.
Steve Knipe, Vice President, St. Thomas Elgin General
Hospital Foundation Board, PowerPoint presentation titled
“Request for Support, Elgin County” (Attached)
11:30 a.m.
Lauren Millier, millierdickinsonblais, PowerPoint presentation titled
“County of Elgin, Employment Land Strategy” (Attached – see
Reports Index)
5thMotion 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
9th Closed Meeting Items – see separate Addendum
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
LUNCH WILL BE PROVIDED
NOTICE:
Deputy Warden for October – Paul Ens
Deputy Warden for November – Jim McIntyre
Nov. 9, 2012 Warden’s Banquet, St. Anne’s Centre, St. Thomas
(COUNTY ATTIRE REQUIRED AT BANQUET)
Nov. 13, 2012 County Council Meeting
th
Nov. 17, 2012 Elgin County’s 11 Annual Holiday Party
Nov. 27, 2012 County Council Meeting
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DRAFT
COUNTY COUNCIL MINUTES
Tuesday, September 25, 2012
The Elgin County Council met this day at the Administration Building at 10:30 a.m. (following the
annual official photograph) with all members present.
Warden Walters in the Chair.
ADOPTION OF MINUTES
Moved by Councillor McIntyre
Seconded by Councillor Mennill
THAT the minutes of the meeting held on September 11, 2012 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
–
None.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Annual Warden’s Banquet – Councillors Marr and McWilliam
The report was presented, including the program and duties assigned to members of council for
the event.
Moved by Councillor McWillam
Seconded by Councillor Marr
THAT the annual Warden’s Banquet continue with a formal program; and,
THAT the revised banquet program be in place for this year’s banquet for Warden Walters on
November 9, 2012.
- Carried.
County Accessibility Policy – Accessibility Coordinator
The coordinator presented a report on the updated policies required under legislation.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the Accessibility Standards for Customer Service policy, 2.130 be replaced with the new
updated policy renamed “County Accessibility Policy”.
- Carried.
Library Union Database Update – Library Coordinator
The coordinator presented the report regarding a testing program in place with other members
of the Ontario Library Consortium.
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT the report titled “Library Union Database Update” dated September 13, 2012 be received
and filed.
- Carried.
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Approval of Design Concepts for Aylmer Library – Director of Community & Cultural
Services
The director presented a report on a new expanded facility for the Aylmer Library.
Moved by Councillor Couckuyt
Seconded by Councillor Mennill
THAT the report “Approval of Design Concepts for Aylmer Library” dated September 7, 2012 be
received and filed; and,
THAT Elgin County Library staff be authorized to lend appropriate assistance to the Town of
Aylmer in planning for a new facility for the Aylmer Library, including participation on any
committees or task forces associated with this project.
- Carried.
Next Steps in the Elgin County Official Plan Work Program – Manager of Planning
The manager presented the report of the work being undertaken in preparation for the County
taking over delegated approval from the province.
Moved by Councillor Couckuyt
Seconded by Councillor Mennill
THAT the report titled “Next Steps in the Elgin County Official Plan Work Program” dated
September 13, 2012 be received and filed.
- Carried.
Establishing an Elgin County Planning Office – Manager of Planning
The manager presented a report with various options of establishing a planning office at the
County.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT Option 1 - set-up of a basic planning office function be approved for implementation.
- Carried.
Lake Erie Waterfront Trail: Signage Report – Marketing Assistant
The marketing assistant presented the report on promotion of cycling in Elgin County.
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT County Council approve Elgin’s participation in the Lake Erie Waterfront Trail; and,
THAT the project have an upset limit of $9,000 (not including HST) with $5,000 being allocated
from the Unspecified Grant Program and the remainder from the Economic Development
department’s 2012 operating budget.
- Carried.
Economic Development Progress Report – General Manager of Economic Development
The manager presented the report outlining activities and progress made in the first six months
of 2012 with the assistance of departmental staff.
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Moved by Councillor McIntyre
Seconded by Councillor McWilliam
THAT the report titled “Economic Development Progress Report” dated September 11, 2012 be
received and filed.
- Carried.
Speed Zone Amendments – Deputy Director of Planning
The deputy director presented the report recommending amendments to speed zones on Calton
Line, Richmond Road, Union Road and Putnam Road.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the existing speed zones by-law be amended to include new revisions.
- Carried.
2012/2013 Meals on Wheels Agreements – Director of Homes & Seniors Services
The director presented the report recommending renewal of the agreements for the county’s
homes to provide meals.
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT the current price of Meals on Wheels for West Elgin Community Health Centre (WECHC)
and the Victorian Order of Nurses (VON) increase from $6 to $6.50 effective October 1, 2012 to
September 30, 2013; and,
THAT County Council authorize the Chief Administrative Officer to sign the 2012/2013 Meals on
Wheels Agreements for the WECHC and VON.
- Carried.
Registered Nurses’ Association of Ontario Long-Term Care Best Practices Initiative –
Director of Homes & Seniors Services
The director presented the report, outlining funding from the provincial government for Long-
Term Care Best Practices Coordinators for seniors’ homes.
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT County Council authorize staff to sign a one-year agreement with the Registered Nurses’
Association of Ontario to be the host site for a Best Practice Coordinator; and,
THAT the report titled “Registered Nurses’ Association of Ontario’s Long-Term Care Best
Practices Initiative” dated September 12, 2012 be received and filed.
- Carried.
Impact of 2012 MPAC Reassessment - Director of Financial Services
The director presented the report noting that the Municipal Property Assessment Corporation
(MPAC) province-wide assessment update resulted in an increase in property taxes.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the current four-year Current Value Assessment phase-in be the sole tool used to soften
the 2012 reassessment impact on property taxes; and,
THAT tax ratios for all property classes be maintained at the current level.
- Carried.
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CORRESPONDENCE
Items for Consideration
1. David Warden, Chair, Board of Health, Elgin St. Thomas Public Health with a resolution
requesting support to employ Board’s Medical Officer of Health on a full-time basis.
2. John Scime, Federal Negotiator, Aboriginal Affairs and Northern Development Canada
informing Council of the status of the Big Bear Creek Specific Claim with the Chippewas
of the Thames First Nation.
3. Jim Wilson, M.P.P. Simcoe-Grey informing Council of introduction in the legislature of
the Ability to Pay Act.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Wiehle
Seconded by Councillor McIntyre
WHEREAS the Board of Health of Elgin St. Thomas Public Health (ESTPH) has received a
letter of request from the Chief Medical Officer of Health (CMOH) of the Ministry of Health and
Long Term Care requesting confirmation of ESTPH’s intention to make its Medical Officer of
Health (MOH) position full time; and,
WHEREAS the Board of Health of ESTPH has successfully operated with its current shared
leadership model for approximately 15 years; and,
WHEREAS the current priorities of the Ministry of Health and Long Term Care include Ontario’s
Action Plan for Health Care which is about value for money and creating a health care system
that delivers health care in a smarter, more efficient way that will lead to better outcomes for
Ontarians; and,
WHEREAS the Board of Health of ESTPH believes that it is financially irresponsible to create a
full time MOH position as outlined in the letter of request from the CMOH;
THEREFORE BE IT RESOLVED THAT Elgin County Council is in full support and agreement
with the Board of Health of ESTPH’s position on this matter; and,
THAT the resolution be circulated to the Western Ontario Wardens’ Caucus.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the correspondence from Aboriginal Affairs and Northern Development Canada regarding
a claim from the Chippewas of the Thames Big Bear Creek be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT the correspondence from Simcoe-Grey MPP Jim Wilson be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Paul Collins, President & CEO, St. Thomas Elgin General Hospital thanking Warden Bill
Walters for attending STEGH Construction Launch Event.
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2. Invitation to “Accessibility Directorate of Ontario Information Session on the Integrated
Accessibility Regulation” to be held on Thursday, October 25, 2012.
3. AMO with invitation to Counties, Regions & Single Tier Symposium on October 25-26, 2012.
The following recommendation was adopted in regard to Correspondence Items #1 - 3:
Moved by Councillor Jenkins
Seconded by Councillor McIntyre
THAT correspondence Items #1 - 3 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor McWilliam extended an invitation for councillors to attend Dutton/Dunwich Clerk Ken
Loveland’s retirement at the Dutton W.E.D.S. auditorium on October 2, 2012.
Councillor McWilliam reported as a member of the Western Elgin Accommodation Review
Committee, that the committee is coming up with a final report regarding the use of the schools
in West Elgin and will be making recommendations to the Thames Valley District School Board.
Councillor McWilliam declared his intention to run for the position of Elgin County Warden for
the year 2013.
PRESENTATION
The Warden honoured Past Warden K.C. Emerson for being the longest serving member of
Elgin County Council and for his recent presentation of a Queen’s Diamond Jubilee Medal for
his community work. A PowerPoint presentation was made on the highlights of Mr. Emerson’s
community involvement.
Mr. Emerson thanked County Council.He was given a standing ovation.
Members of Council joined Mr. Emerson and his family for a tree dedication ceremony during
National Tree Day at the administration centre property to mark his accomplishments.
Council recessed at 12:10 p.m. and resumed the meeting at 1:10 p.m. (Regrets: Councillor
Couckuyt).
Notice of Motion
- None
Matters of Urgency
- None
Closed Meeting Items
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Section 240.2 (d) labour relations or employee negotiations – Contract
Considerations; and Section 240.2 (b) personal matters about an identifiable individual,
including municipal or local board employees – Personnel Costs at Public Health.
- Carried.
The Chief Administrative Officer presented the report on Contract Considerations.
The Chief Administrative Officer presented the report on Personnel Costs at Public Health.
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County Council 6 September 25, 2012
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
It was noted that staff direction was given in regard to Contract Considerations.
Moved by Councillor Wiehle
Seconded by Councillor Mennill
THAT the confidential report regarding Personnel Costs at Public Health be received and filed.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT By-Law No. 12-27 “Being a By-Law to Authorize Speed Limits and Repeals a Number of
Related By-Laws” be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT By-Law No. 12-28 “Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the September 25, 2012 Meeting” be read a first,
second and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT we do now adjourn at 1:30 p.m. and meet again on October 23, 2012 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, Bill Walters,
Chief Administrative Officer. Warden.
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REPORTS OF COUNCIL AND STAFF
October 23, 2012
Staff Reports – (ATTACHED)
Accessibility Coordinator – Accessible Web Content
Accessibility Coordinator – Multi -Year Accessibility Planning
Director of Human Resources – 2012/2013 Excess Indemnity Coverage and
Occupational Accident Insurance Renewals
Director of Human Resources – Employee Performance Management
Building Sciences Technologist – Bobier Villa – Kitchen HVAC Unit Replacement
Director of Engineering Services – Ambulance Rental Agreement
Director of Engineering Services – Memorandum of Understanding – Base Hospital and
Emergency Services Provider
Purchasing Coordinator – General Insurance and Risk Management Services Program
Director of Financial Services – Budget Comparison – September 2012 YTD
Director of Community and Cultural Services – Elgin County Council Student Day
Director of Community and Cultural Services – Courthouse Redevelopment Time
Capsule Committee
Director of Community and Cultural Services – Access to Information and Privacy Policy
Chief Administrative Officer – Review of Strategic Vision, Mission Statement and Corporate
Goals
General Manager of Economic Development – Employment Land Strategy
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REPORT TO COUNTY COUNCIL
FROM: Jennifer Cowan, Accessibility Coordinator
DATE: October 16, 2012
SUBJECT: Accessible Web Content
INTRODUCTION:
The Integrated Accessibility Regulation requires municipalities to ensure that all new
web content is in compliance with the Web Content Accessibility Guidelines (WCAG) by
January 1, 2014, unless the content was created on or before December 31, 2011. As a
result, there is much existing content that must be remediated to bring it in line with
future AODA requirements. This information report outlines the manner in which the
County will move forward to ensure compliance.
DISCUSSION:
The WCAG is an international standard for web accessibility, which applies to both web
pages themselves and the content that goes on the web pages. Examples of web
content that must be considered include documents that are produced in various
formats - PDF, Word, Excel, PowerPoint, videos, audio files, forms, applications,
pamphlets, and more.
Websites and content designed in accordance with WCAG provide universal access to
information. This not only helps people with disabilities, but it also increases a websites
ability to be accessed by a mobile device (including tablets and phones).
Some of the WCAG requirements include:
Non-text content – if using non-text content (example: photo), you must provide a
text alternative
Captions – provide captions for all pre-recorded video
Contrast – make it easier for users to see and hear content
Minimum contrast ratio 4.5:1
o
Keyboard accessible – all content can be accessed through a keyboard (not
requiring reliance on a mouse)
Do not design content in a way that is known to cause seizures.
Link Purpose – the purpose of the link is determined from the text alone
Example – “click here” does not tell where the link will take you
o
Colour is not the only way to present information
Since the majority of the documents currently found on the County’s website are in the
PDF format, it is imperative that staff are trained how to make source documents
accessible prior to posting on the County’s website.
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Training will be required for staff on creating accessible documents using Microsoft
Office 2010 software. The Microsoft Office 2010 Suite has the capabilities built-in to
create accessible documents including an “accessibility checker” and instructions on
how to make corrections if an error occurs. This training can be provided in-house by
the Accessibility Coordinator to all staff that have been, or will be, identified as web
content creators.
The Accessibility Coordinator will also extend the training opportunities to partner
municipalities should they choose to participate in building their knowledge of creating
accessible documents.
CONCLUSION:
The County of Elgin is required to ensure that all web content complies with applicable
legislation. The Accessibility Coordinator will train identified staff on making sure their
web content is accessible in order to achieve compliance with WCAG.
RECOMMENDATION:
That the report titled “Accessible Web Content”, dated October 16, 2012 be received
and filed.
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
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REPORT TO COUNTY COUNCIL
FROM: Jennifer Cowan, Accessibility Coordinator
DATE: October 16, 2012
SUBJECT: Multi-Year Accessibility Planning
INTRODUCTION:
Every municipality in Ontario is responsible for creating and updating a multi-year
accessibility plan. Small municipal employers (having 49 or fewer employees) have until
January 1, 2014 to comply. Large municipal employers (having 50 or more employees)
such as the County of Elgin must comply by no later than January 1, 2013.
In developing the County of Elgin plan, staff is mindful such provincial requirements may
place a hardship on partner municipalities that do not have the expertise to develop
such a plan.
County staff is prepared to share a completed template of core accessibility planning
requirements thereby reducing workload requirements on partner municipalities. A
collaborative approach to accessibility will help minimize workload given that each
municipality must meet the same legislated requirements.
DISCUSSION:
The Ontarians with Disabilities Act, 2001 requires that every municipality in the Province
of Ontario develop an annual Accessibility Plan. More recently, the Integrated
Accessibility Regulation requires that every municipality in the Province of Ontario
develop a multi-year accessibility plan. Such multi year plans must be developed by
January 1, 2013 or January 1, 2014, depending on employer size.
To assist each partner municipality in creating and updating a multi-year accessibility
plan, the County’s Accessibility Coordinator will forward a copy of the County plan to
each partner municipality for their use, as appropriate. The Accessibility Coordinator will
also provide assistance and support to all partner municipalities if requested to ensure
their submitted plans meet legislated requirements.
CONCLUSION:
This collaborative approach towards multi-year accessibility plan development will
minimize duplication of efforts for partner municipalities and afford each municipality
subject-matter expertise on developing such a plan, where it presently may not exist.
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RECOMMENDATION:
THAT the report titled “Multi-Year Accessibility Planning”, dated October 16, 2012 be
received and filed.
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
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REPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
DATE: October 3, 2012
SUBJECT: 2012/2013 Excess Indemnity Coverage and Occupational Accident
Insurance Renewals
INTRODUCTION:
The County’s Occupational Accident and Excess Indemnity Insurances are to be
renewed on November 1, 2012 for a twelve month period. Despite the best efforts of
the County’s specialty insurance broker, JLT Canada, the current provider, Chubb
Insurance Company of Canada (Chubb) is the only provider of this type of insurance in
Canada as other providers have exited this unprofitable market.
Chubb has indicated the 2012/2013 policy year will be accompanied by substantial
increases to the premium rates as they are suffering from a very serious loss ratio.
Other changes are being introduced that will limit Chubb’s cost exposure and further
limit the County’s ability to make a successful claim against the two policies.
The purpose of this report is to seek Council’s approval to not renew these insurances
and to establish a project to properly manage potential future costs funded from the
savings of not renewing with Chubb.
DISCUSSION:
The Occupational Accident policy covers costs for permanent partial or permanent total
disability as determined one year after an occupational accident. The Excess Indemnity
policy assists with liability for work workers’ compensation claims in excess of $500,000.
The proposed 2012/2013 premium costs for Excess Indemnity for the 12 month period
is $101,782.00. The premium cost for Occupational Accident is $30,320.00. The total
premium cost, exclusive of Provincial Sales Tax, is $132,102.00 which represents a
19% increase over the 2011/2012 policy year.The bulk of the increase falls with the
Occupational Accident Insurance premium which has more than doubled from last year.
Chubb’s losses are so significant that they have introduced the following changes to the
2012/2013 policy year, beyond the premium rate increases noted above:
A. A permanent disability will be defined as one in which the level of impairment, as
adjudicated by the WSIB, is not less than 30% (currently 25%);
B. There will be a “co-pay” provision, whereby the insurer will pay 80%, with the
employer absorbing the remaining 20% (a deductible, if you like);
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C. Employers will be required to inform the insurer if any employee has been absent
from work for 365 days; and,
D. An element of experience rating will be introduced as well. Employers not
submitting claims will benefit from premium rate increases that are lower than
those imposed upon clients that submit claims.
Since 2000, the County has paid $136,667.00 in Occupational Accident premiums and
has received $750,000.00 for a total of seven claims. Five of the seven claims were
assessed at less than 25% impairment and would not qualify under current policy terms
(setting out a minimum 25% impairment) The 2012/2013 policy is pushing the
impairment level even further to a minimum 30%. It is extremely rare to have a claim
reach this level of impairment.
Since 2000, the County has paid $714,873.72 in Excess Indemnity premiums and has
received $269,488.00 for a total of two claims. At the time of approval, the retention limit
was $250,000. That has gradually increased and claims must now reach $500,000.00
before being considered by the insurer. The County of Elgin has never experienced a
claim reaching that level of cost. Further, new return to work provisions imposed by
WSIB and proactive claims management implemented by the County make it highly
unlikely the County ever will.
The County’s insurance broker has assured the County that any future costs against
existing approved claims will be honoured by Chubb.
CONCLUSION:
Chubb’s losses have been significant and unsustainable. Changes are being introduced
this next policy year that will limit Chubb’s cost exposure and further limit the County’s
ability to make a successful claim against the policy. Other specialty insurance options
are not available in the Canadian market and the County can reasonably assume this is
a first step of many to be taken by Chubb in an effort to return to profitability.
RECOMMENDATION:
THAT both Occupational Accident and Excess Indemnity insurance policies with Chubb
are not renewed and that a project be established in the amount of $130,000 funded
from the savings of not renewing with Chubb.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Mark G. McDonald
Director of Human Resources Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
DATE: October 17, 2012
SUBJECT: Employee Performance Management
INTRODUCTION:
Human Resources staff has revised the current performance appraisal document. In its
more lean form, it is intended to form the basis of ongoing constructive dialogue between
employee and supervisor or manager for the benefit of organizational goal attainment.
DISCUSSION:
It can be human nature to view the performance appraisal cycle in a negative and
sometimes demoralizing light. The most successful reviews are conducted in a manner
that encourages and inspires employees to be their best. A big part of an effective
process is that it encourages self-awareness. Manager and employees that take time to
meet regularly and have a conversation to reflect on performance throughout the year
can make it a positive experience. Discussing one’s performance in its purest form is
an act of recognition and provides opportunity for exchange of improvement ideas.
To help the County’s performance appraisal process be a more positive experience,
staff has modified the document to take the focus away from ratings and instead provide
a document that focuses on the critical skills and behaviours that contribute to high
performance.
Strong talent management within Elgin County is built on effective employee performance
management practices. Anything less may have a negative impact on the County’s
employee engagement and development efforts, the County’s competitive advantage in
having highly skilled people, and the County’s overall organizational performance.
CONCLUSION:
Performance appraisals for staff can be extremely valuable and relevant when executed
as part of a larger workforce talent management strategy. To accomplish this, the
documents used must become much more than a one-way flow of information from the
manager to the employee. They have the potential to provide critical insight when
linked to other processes like succession, development, and goal alignment – all
elements discussed at the regularly-held leadership team’s Organizational Health
Reviews. The overall success of these efforts relies heavily on information gathered on
an ongoing basis as part of the performance appraisal process.
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RECOMMENDATION:
THAT County Council approve the revised performance appraisal document titled
“Employee Performance Management” for immediate use.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Mark G. McDonald
Director of Human Resources Chief Administrative Officer
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The County of Elgin
EMPLOYEE PERFORMANCE MANAGEMENT
Employee NamePosition Title
: ____________________________ : ________________________________
Department:Review Period:
________________________________ _____/____/____ to _____/____/____
Month / Day / Year Month / Day / Year
Supervisor’s Name:
___________________________
Date of Current Review:Date of Last Review:
_____/____/____ _____/____/____
Month / Day / Year Month / Day / Year
:
Type of AppraisalAnnual
Other (specify)
___________________________________
Rating Scale
High Achiever:
handles additional workload, exceeds all established goals and objectives, displays
leadership abilities, and demonstrates excellence in all key competencies
Successful:
meets major job requirements, consistent in meeting established goals and objectives,
meets expectations, has a thorough knowledge of all job functions, displays continuing growth in key
competencies
Unacceptable
: does not meet many job requirements, unacceptable performance, fails to meet most
goals and does not demonstrate competencies required for success (Performance Development Plan is
required – consult Human Resources staff)
SECTION 1: Accomplishment of Objectives
Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Performance/Contribution to Achieving Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Performance/Contribution to Achieving Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
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Page 2
Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Performance/Contribution to Achieving Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Performance/Contribution to Achieving Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
___________________________________________________________________________________________
____________
Performance/Contribution to Achieving Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Performance/Contribution to Achieving Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
Performance/Contribution to Achieving Objective/Goal:
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
(Use additional sheets of paper if more documentation is required)
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Page 3
SECTION 2: Performance Dimensions
FACTOR DEFINITION RATING
Considers the degree to which the employee achieves the goals and
High Achiever
Achievement
objectives, this includes performing job responsibilities and any additional
Successful
assignments to meet customer satisfaction.
Unacceptable
The degree to which the employee is able to multi task, applies knowledge
High Achiever
Job Knowledge
effectively, and is able to make appropriate decisions to solve aproblem.
Successful
The employee possesses necessary technical and computer skills.
Unacceptable
The degree to which the employee is a self motivator, can readily access
High Achiever
and retrieve required information, and is able to work with minimal
Productivity/
Successful
supervision using the required knowledge and competencies to achieve
Work Habits
Unacceptable
accurate results. The employee maintains a safe work environment
identifying and reporting any workplace hazard to mitigate injury or illness.
The degree to which the employee co-operates with other staff members,
High Achiever
Effectiveness
and is a team player. The employee promotes a positive image of the
of
Successful
County of Elgin, and demonstrates effective interaction with clients,
Relationships
Unacceptable
community officials, visitors, etc.
High Achiever
The degree to which the employee is flexible, exercises sound judgement,
and is able to adjust to any changes in requirements of the job,
Successful
Flexibility and
demonstrating willingness and ability to act independently and effectively
Unacceptable
Judgement
in the absence of specific guidelines. Where possible, employee identifies
areas for improvement, seeks input of others and leads or assists with
implementation of actions.
High Achiever
The degree to which the employee demonstrates sound oral and written
Communication
skills to engage and/or motivate others. Employee demonstrates ability to
Successful
effectively navigate around or through obstacles to success.
Unacceptable
High Achiever
The degree to which the employee acts in an honest and professional
Integrity
Successful
manner in all transactions related to the County’s operations.
Unacceptable
High Achiever
Staff
The degree to which the employee effectively evaluates and then
Successful
Supervision
manages the workforce through required actions related to recruiting,
(if applicable)
training, development, performance management and/or team building.
Unacceptable
High Achiever
The degree to which the employee maintains and manages the
Financial
Corporation’s finances through appropriate budget analysis and
Successful
Management
preparation, reporting, recording, control mechanisms and efficiency
(if applicable)
Unacceptable
identification.
High Achiever
Resource
The degree to which the employee effectively plans and controls all
Management
Successful
personnel resources to identify and obtain improvements.
(if applicable)
Unacceptable
Page 4
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SECTION 3: Overall Performance Summary and Comments
Supervisor’s Comments
Use this section to provide a summary of the employee’s performance. Please use examples.
________________________________________________________________________________________
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______________________________________________________________________________________
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______________________________________________________________________________________
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______________________________________________________________________________________
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______________________________________________________________________________________
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________________________________________________________________________________________
OVERALL RATING:
High Achiever
Satisfactory
Unsatisfactory
FOR INCREMENT PURPOSES ONLY:
(To be completed for full-time non-union staff only)
Increment Recommended
Increment Denied
Currently at Job Rate
I have reviewed this document and discussed the contents with my supervisor.
Employee SignatureDate:
: ______________________________ ______/____/____
Month / Day / Year
Supervisor SignatureDate:
: ______________________________ ______/____/____
Month / Day / Year
Senior Management Signature: (if required)Date:
________________________ _____/____/____
Month / Day / Year
Employee Comments
(Optional)
Please feel free to include any comments pertaining to this review in this section below:
_
_______________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________
_____________________________________________________
_________________________________________________________________________________________________
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REPORT TO COUNTY COUNCIL
FROM: Cole Aicken, Building Sciences Technologist
DATE: October 2, 2012
SUBJECT: Bobier Villa - Kitchen HVAC Unit Replacement
INTRODUCTION:
As part of the 2012 Capital Budget, $60,000 has been allocated for the replacement of
the Kitchen HVAC unit at Bobier Villa. The current Kitchen HVAC unit is original to the
building and nearing the end of its service life.
This report recommends replacing the existing HVAC unit with one of the same type
and from the same manufacturer to reduce costs and create other efficiencies as
discussed below.
DISCUSSION:
The estimated price for a replacement Engineering Air Kitchen HVAC unit is $34,385
exclusive of H.S.T (supplied only). In addition, it would also cost approximately $12,000
for the County’s contracted electrical and mechanical contactors to install the unit. A
total of $46,385 plus tax, well within the budget allocated.
Staff are seeking Council’s approval to single source this purchase. The Procurement
Policy states; 3.12 (1) Single Sourcing, “In circumstances where there may be more
than one source of supply in the open market, but only one of these are recommended
for consideration on the grounds that it is more cost effective or beneficial to the County
and where the expenditure will exceed $25,000 approval must be obtained from the
Senior Management Team and County Council prior to negotiations with the single
source.”
Some of the reasons why staff are suggesting a single source purchase is:
a) The County would not have to hire Mechanical & Electrical Engineers to
provide drawing & specifications for the tender process, this alone would save
the County thousands of dollars.
b) The replacement unit would operate the exact same way as the old unit, with
regards to heating and cooling.
c) The existing Building Automation System (BAS) could also be transferred
over to the replacement unit at minimal cost.
d) The Kitchen ceiling, ductwork, roofing curbs and flat roof would NOT have to
be modified if the same unit was installed.
e) The County’s contracted electrical and mechanical contractors would be able
to hook up new unit once it arrives with little disturbance to the Kitchen below.
32
For these reasons staff is seeking Council’s approval to single source the purchase of a
Kitchen HVAC unit from Engineered Air.
RECOMMENDATION:
THAT the single source purchase of the Kitchen HVAC unit from Engineered Air be
approved at a total price of $34,385.00 exclusive of H.S.T.; and,
THAT County contracted electrical & mechanical contractors be approved to replace the
unit; and,
THAT the funds required to complete this project be allocated from the approved 2012
capital budget for this project.
All of which is Respectfully Submitted Approved for Submission
Cole Aicken Mark G. McDonald
Building Sciences Technologist Chief Administrative Officer
Sonia Beavers
Purchasing Coordinator
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: September 17, 2012
SUBJECT: Ambulance Rental Agreement
INTRODUCTION:
Staff is seeking approval from County Council to enter into the attached agreement
which provides terms for the Thames Emergency Medical Services Inc. (Thames
EMS) and the Middlesex-London Emergency Medical Services Authority (MLEMSA) to
rent ambulances from each other.
DISCUSSION:
This agreement will provide rental of ambulances if MLEMSA or Thames EMS exhaust
their supply for reasons beyond their control and will only allow ambulances for rental
provided that the rental will not compromise the emergency coverage for the
respective areas.
Rental Fee – MLEMSA and Thames EMS agrees to rent ambulance(s) including
accessories at a cost of $10.00 per hour inclusive of HST, beginning when the
ambulance is in their possession and ending when the ambulance is returned.
Insurance – MLEMSA and Thames EMS shall ensure that when an ambulance is
rented that they are insured to their satisfaction and discretion.
Maintenance and Repairs – MLEMSA and Thames EMS agrees to use, maintain,
service and repair an ambulance it rents to the owner’s satisfaction.
The agreement may be terminated with thirty (30) days written notice by either party.
CONCLUSION:
Staff is seeking approval from County Council to enter into an agreement which allows
for ambulance rental with the Middlesex-London Emergency Medical Services Authority.
This agreement will ensure service is maintained during extraordinary times.
RECOMMENDATION:
THAT the Warden and Chief Administrative Officer be authorized and directed to sign
the attached Ambulance Rental Agreement.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: September 17, 2012
SUBJECT: Memorandum of Understanding - Base Hospital and Emergency
Service Provider
INTRODUCTION:
Staff is seeking approval from County Council to authorize the Director of Engineering
Services to sign the attached Memorandum of Understanding with the London Health
Sciences Centre Southwest Ontario Regional Base Hospital Program and Elgin-St.
Thomas EMS to establish a foundation of clear understanding between the base hospital
and the emergency service provider.
DISCUSSION:
The London Health Services Centre requires that emergency medical service providers
sign a Memorandum of Understanding with emergency services providers. Also, the
County of Elgin’s 2010 Ambulance Service Review has also identified entering into such
an agreement as a recommendation to be implemented. The agreement’s purpose is to:
1. Establish a foundation of clear understanding between the Base Hospital and the
Emergency Service Provider.
2. Ensure the safe and efficient delivery of patient care by paramedics.
3. Provide an environment of collaborative and co-operative communication between
the Base Hospital and the Emergency Service Provider.
4. Ensure that advances in paramedic practice take place in the context of continuous
quality improvement and evidence-based practice.
5. Establish each party’s roles and responsibilities in order to meet legislated
requirements under the governing Acts and associated regulations and standards,
as amended from time to time.
6. Develop a standardized approach to service provision between the Base Hospital
and the Emergency Service Provider.
CONCLUSION:
Staff is seeking approval from County Council to sign the Memorandum of Understanding
with the London Health Sciences Centre.
40
RECOMMENDATION:
THAT the Director of Engineering Services be authorized and directed to sign the attached
Memorandum of Understanding between Elgin St. Thomas EMS and the London Health
Sciences Centre Southwest Ontario Regional Base Hospital Program.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Coordinator
DATE: September 20, 2012
SUBJECT: General Insurance and Risk Management Services Program
INTRODUCTION:
As per Council’s resolution on September 27, 2011, Frank Cowan Company Limited
was selected for the provision of the 2011-2012 General Insurance and Risk
Management Services Program for thepremium of $249,812 plus applicable taxes.
The one year term commenced on November 15, 2011 and expires on November 14,
2012. Based on satisfactory performance, cost and services, subsequent renewals up
to a 5 year term may be granted.
DISCUSSION:
The contract for the Provision of General Insurance and Risk Management Services
Program expires November 14, 2012. Frank Cowan Company Limited was asked to
provide the following:
a) an updated/amended General Insurance Program for the County that
encompasses all of the assets and requirements of what is currently in place,
b) identify options for the overall reduction of premiums while maintaining sufficient
insured coverage to the County,
c) submit total premium for November 15, 2012 to November 14, 2013.
Proposed 2012-2013 annual premium $ 273,587
2011-2012 expiring annualized cost $ 249,812
Difference$ 23,775
Approximate 9% increase
The proposed changes to the Insurance Program are outlined in Appendix A.
Staff reviewed the value added changes outlined in Appendix A and has no concern
with the changes.
Frank Cowan Company Limited also submitted Program Options for consideration that
is listed in Appendix B.The options are as follows;
a) Board Member’s Accident – Critical Illness coverage is available. The Critical
Illness Coverage is outlined in Appendix B. A quote is available upon request
(subject to completed application for each insured).
49
b) Volunteer Accident – Volunteer Accident Coverage is available. Details of the
coverage are outlined in Appendix B. A quote is available on request (based on
the total # of volunteers).
c) Legal Expense Policy – Details of the coverage is outlined in Appendix B. To
increase the limit to $250,000 with an aggregate of $500,000 would require an
additional annual premium of $600.
d) An optional deductible for municipal liability of $25,000 for Council to consider. If
the optional deductible program is adopted, the County would receive a $11,712
credit on the premium. In most years the County has had a claim over their
present $10,000 deductible. For example, during 2007 to 2011 there were 25
claims. The deductible totalled $250,000 and the amount paid by the Frank
Cowan Company totalled $922,454. If during the same time frame, (2007-2011
and 25 claims), the deductible had been $25,000 per occurrence, the credit on
the premium over the 5 year term would have totalled $58,560, the deductible
would have totalled $494,732 and the amount paid by Frank Cowan Company
Limited would have been $677,722. Overall the additional costs incurred by the
County of Elgin would have been $189,732 over the 5 year term or an
unfavourable yearly average of approximately $37,946.
e) Increase in liability limits from 20M to 25M with respect to the Municipal Liability,
Errors and Omissions, Non-Owned Automobile and Owned Automobile policies.
The increase in liability limits would require an additional annual premium of
$5,304. Approximately 50% of municipalities that are currently insured through
Frank Cowan Company are at a $25M liability limit.The high awards are often
road related. The latest one was $18 million against MTO. However, even a road
liability claim can go against the County if in the statement of claim there is
negligence for inspection or design error. As of this date Frank Cowan Company
Limited believes there have not been any awards of over $20M except the
Walkerton Water Liability Claim.
CONCLUSION:
Frank Cowan Company Limited has submitted the 2011-2012 General Insurance and
Risk Management Program at the annual rate of $273,587 plus applicable taxes. The
program outlines the following recommendations;
a) Board Member’s Accident – Critical Illness coverage – When issuing the next
Request for Proposal, Council may want to consider obtaining a quote.
b) Volunteer Accident Coverage – When issuing the next Request for Proposal,
Council may want to consider obtaining a quote.
c) Legal Expense Policy – Staff recommends the present 100% of legal fees and
expenses, $100,000 maximum limit of reimbursement per claim and the $250,000
annual aggregate limit remain as is.
50
d) Increase deductible from $10,000 to $25,000 per occurrence. Since the savings
over the last five years do not offset the $15,000 increase per occurrence, staff
recommends the present deductible to remain as is at $10,000.
e) Increase liability amount from $20M to $25M. The increase in liability limits from
$20M to $25M would require an additional annual premium of $5,304. As of this
date Frank Cowan Company Limited believes there have not been any awards of
over $20M except for the Walkerton Water Liability Claim. Staff recommends
that the present liability limits remain as is at $20M.
November 14, 2012 will conclude a one year term with Frank Cowan Company Limited.
Based on satisfactory performance, cost and service, subsequent renewals up to an
additional 4 year term may be granted.Frank Cowan Company Limited has provided
satisfactory performance and service.
2010-2011 ended a 5 year term with Frank Cowan Company Limited with an annual
premium of $264,841. A Request for Proposal was issued and 4 companies responded.
An independent consultant service was retained to audit the submissions, particularly the
complex policy wordings terms and conditions.
The independent consultant service full assessment is resubmitted confidentially under
separate cover.
Frank Cowan Company received the highest overall score based on various criteria.
The 2011-2012 annual premium was $249,812. Staff revisited the evaluation form used
to evaluate the proposals to include the 2012-2013 increase in premium in the amount
of $273,587 and Frank Cowan Company Limited’s overall score remains highest.
RECOMMENDATION:
THAT Frank Cowan Insurance Company be selected to provide General Insurance and
Risk Management Program commencing November 15, 2012 to November 14, 2013 at
their proposed annual premium of $273,587 plus applicable taxes; and,
THAT the Warden and the Chief Administrative Officer be directed and authorized to
enter into an agreement for the Provision of General Insurance and Risk Management
Program.
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
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REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: October 15, 2012
SUBJECT: Budget Comparison – September 2012 YTD
INTRODUCTION:
Attached is the budget comparison for September 2012 for the County showing
total year-to-date performance to budget of $1.355 million
.
DISCUSSION/CONCLUSION:
Highlights of the budget performance as shown on Attachment I are as follows:
Line 2 – Interest & Income: $680 thousand of favourable performance resulting
from the gain on the sale of 99 Edward St partially offset by the loss of rental
revenue in the last four months of the year. The gain is the result of the sales
price of $2.1 million being greater than the value of the asset on the county
books.
Line 18 – Homes for Senior Services: Net favourable performance of $383
thousand. Favourable performance in wages and benefits of $447 thousand is
partially offset by negative revenue performance due to lower than expected
provincial increase compared to historical increases.
Line 25 – Economic Development/Tourism/Planning: $95 thousand favourable
performance resulting from favourable performance in Tourism revenue of $35
thousand, Economic Development of $32 thousand and Planning of $28
thousand.
RECOMMENDATION:
THAT the report titled “Budget Comparison – September 2012 YTD” dated
October 15, 2012 be received and filed.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
66
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: October 2, 2012
SUBJECT: Elgin County Council Student Day
INTRODUCTION:
This report seeks direction concerning Council’s interest in hosting a special “Student
Day” session in November, 2012.
DISCUSSION:
Elgin County Council has on occasion hosted a special “Student Day” session for
students of Elgin County high schools for the purpose of enhancing student
understanding of and appreciation for the operations of County government. Staff now
seek Council’s direction whether to hold such a session on November 27, 2012.
A “Student Day” session may involve some of the following activities: student
attendance at and observation of Council proceedings; student participation in out-of-
council-session educational activities organized by staff, possibly including analysis and
debate of a sample council report; and student attendance at Council luncheon.
Councillors may, at their option, invite student participants to accompany them as they
conduct constituency business in their municipalities following the council session.
Individual Councillors and Directors will be responsible for recruiting/sponsoring student
participants and for arranging the necessary permissions to allow their attendance and
participation.
CONCLUSION:
Council may wish to host a special “Student Day” session on November 27, 2012. If
Council wishes to proceed, staff will make the necessary arrangement to accommodate
those students recruited and sponsored by Councillors and staff.
RECOMMENDATION:
THAT Elgin County Council’s “Student Day” session be held on November 27, 2012; and,
THAT the Department of Community and Cultural Services make the appropriate
arrangements.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: October 11, 2012
SUBJECT: Courthouse Redevelopment Time Capsule Committee
INTRODUCTION:
The County has been asked to lead efforts to develop a new time capsule for the
consolidated Elgin County Courthouse. This report seeks Council’s authorization on the
appointment of staff to lead this effort.
DISCUSSION:
As Council is aware, construction of consolidated facilities at the Elgin County
Courthouse is well underway, with substantial completion expected for late November
2013. The Ministry of the Attorney General, in partnership with Infrastructure Ontario,
has approached the County to lead efforts for the installation of a time capsule. This
request has been made given the County’s historic ties to the building and significant
contributions to the project, including the 2011 donation of historic furnishings to the
Province for future use in the new facility.
Staff are honoured to take a leading role in these efforts in partnership with the City of
St. Thomas, the Province of Ontario, and Ellis Don Corporation. Attached to this report
are the proposed terms of reference for a committee to preside over the process to
create the time capsule. Staff have reviewed these terms and are fully supportive. Staff
have been assured that any costs associated with this project will be covered by the
Province. The County’s contributions will be largely in-kind and will include use of
meeting rooms for committee and community meetings, secretarial support (as
required), and staff time to conduct research into proposed contents.
The Warden on behalf of County Council will represent the County for any ceremonial
duties associated with this project.
CONCLUSION:
In order for this process to be successful, it must be inclusive. The community can be
assured there will be ample opportunity to provide the committee with input into the
capsule’s final contents in the coming months.
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RECOMMENDATION:
THAT the Director of Community and Cultural Services serve as Chair of the St. Thomas
Consolidated Courthouse Time Capsule Committee on behalf of the County of Elgin
based on the terms of reference as attached to this report; and,
THAT the Curator and Manager of Archives serve as ad hoc members of the committee
as required.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
70
St. Thomas Consolidated Courthouse
Time Capsule Committee
Terms of Reference
PURPOSE:
The purpose of the Time Capsule Committee (TCC) is to develop, propose, and coordinate a
new time capsule for the St. Thomas Consolidated Courthouse (STCC).
GUIDING PRINCIPLES:
The new time capsule will be re-inserted and sealed into the historic cornerstone (in place
of time capsule removed on June 13, 2012).
The STCC is currently under construction and substantial completion is scheduled for late
November 2013.
Infrastructure Ontario (IO) and the Ministry of the Attorney General (MAG) will plan an
event for substantial completion for the local justice stakeholders, community and the
media.Aceremony to install the new time capsule ceremony will be part of this event.
MAG will purchase the new time capsule container following IO/MAG approval of the
provided to representative groups for the purchase of time capsule contents.
HDL(see attached photos).The size of
the original time capsule(glass jar)found in this cavity on June 13, 2012 was 27cm in
height with a diameter of 13cm.
OBJECTIVES:
Submit time capsule proposal to MAG and IO for consent by April 30, 2013 identifying the
following:
Description of general theme/premise behind content selections
Proposed contents of time capsule
Description from each group on their proposed item(s)
Time capsule specifications (size, finish, etc.), suppliers, and quoted prices (minimum: 3)
Archival process for documenting time capsule and suggested timeframe for time capsule
discovery (e.g. 50 years, 100 years)
Following MAG/IO consent of time capsule proposal:
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Work with MAG/IO to procure time capsule
Coordinate and obtain approved time capsule contents from respective organizations
Provide time capsule contents to MAG/IO at least one month prior to planned substantial
completion event (date to be determined)
MEMBERSHIP:
The STCC Time Capsule Committee (TCC) will be chaired by County of Elgin
representative, Brian Masschaele.
Members of this committee are as follows:
Name & TitleOrganizationContact Information
450 Sunset Drive
Brian Masschaele(Chair)
County of ElginSt. Thomas Ontario
Director of Community and
519-631-1460 x138
Cultural Services
bmasschaele@elgin-county.on.ca
545 Talbot Street, City Hall
Wendell Graves
St. Thomas, Ontario
City of St. Thomas
CAO/ Clerk519-631-1680 x4120
wgraves@city.st-thomas.on.ca
1 Silver Street
Carol BradleySt. Thomas, Ontario
Ministry of the Attorney General
Business Support Analyst 519-631-4810
carol.bradley@ontario.ca
1 Dundas Street West, Suite 2000
Ellen KowalchukToronto, Ontario
Infrastructure Ontario
Cultural Heritage Specialist416-212-1096
ellen.kowalchuk@infrastructureontario.ca
8 Wellington Street
Mike Lang
St. Thomas, Ontario
Ellis Don Corporation
Senior Project Manager519-455-6770
mlang@ellisdon.com
If necessary, other ad hoc members will be invited to participate, as required and with
agreement from the committee.
ROLES:
Role of the TCC Chair:
Facilitate meetings, communication, and delivery of committee objectives.
o
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Share meeting minutes and/or provide a quarterly report back to IO and MAG providing
o
status update and identifying any issues with the project.
Escalate any issues, concerns, or questions to MAG/IO project representatives.
o
Fulfill the role of TCC member as representative of the County of Elgin.
o
TCC members are expected to:
Fully participate in the for
o
the time capsule.
Represent their respective organizations and propose item(s) for the time capsule on
o
behalf of their organization.
Manage and consider input from local interest groups (where applicable).
o
Adhere to the MAG/IO communication protocol.
o
Following MAG/IO consent, provide time capsule item(s) to TCC Chair.
o
Maintain confidentiality of proposed and approved time capsule contents until a formal
o
announcement is made by the Province.
Identify an alternate member who will attend meetings or participate in the time capsule
o
development in their absence.
STRATEGIC LINKAGES:
Maintain strategic linkages with by providing
quarterly updates (or more frequently as requested) and copying representatives on all
meeting minutes.
Anne-Marie Long
STCC Project Lead, AFP Courthouse Projects Office
Ministry of the Attorney General
416-326-9656
anne-marie.long@ontario.ca
Peter Sinanian
STCC Senior Project Manager
Infrastructure Ontario
416-212-7154
peter.sinanian@infrastructureontario.ca
COMMUNICATIONS AND MEDIA PROTOCOL:
Communications Protocol
MAG (AFP Courthouse Projects Office) will develop high level key messaging and Qs & Ason
the time capsule project proactively in the event that there is a media call to the ministry. This
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information will be updated regularly following receipt of meeting minutes and quarterly
updates from the time capsule committee.
Media Relations Protocol
Ongoing media monitoring is an integral component of the media relations program. This
activity will continue throughout the life of the project to identify all media coverage related to
the initiative and any coverage of related activities and developments.
Any and all media enquiries related to the time capsule project should be directed to the MAG
media spokesperson.
In the event that any members of the time capsule committee are approached by the media
with questions relating to the project, members are requested to direct the enquiry to the MAG
spokesperson.
MAG Spokesperson
Brendan Crawley
Senior Coordinator, Media Relations
Ministry of the Attorney General (MAG)
(416) 326-2210
brendan.crawley@ontario.ca
MAG and IO will inform each other of all media inquiries about the project. If IO is more suited
to answering the inquiry, MAG will direct the media outlet to the appropriate IO
Communications contact. Ideally, MAG or IO communications will provide a same-day
response to media enquiries.
Media contact reports will be circulated to the list below after any contact with the media.
Jennifer Asals, Infrastructure Ontario, jennifer.asals@infrastructureontario.ca
Paulette den Elzen, Infrastructure Ontario, paulette.denelzen@infrastructureontario.ca
Brendan Crawley, MAG, brendan.crawley@ontario.ca
Glynis Lunan, MAG, glynis.lunan@ontario.ca
ADMINISTRATION:
Administration of activities to be determined by the committee.
o
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REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: October 1, 2012
SUBJECT: Access to Information and Privacy Policy
INTRODUCTION:
TheMunicipal Freedom of Information and Protection of Privacy Act (MFIPPA) outlines
the County’s obligations and response procedures whenever a request for access to
County information is received. The act also requires the County to make publicly
available an index of all personal information banks in the custody or control of the
County. The attached policy articulates the County’s commitment to meeting the terms
of the act, relevant response procedures and an index of all personal information banks.
DISCUSSION / CONCLUSION:
The County has always responded in an appropriate manner to any requests received
under MFIPPA since the act’s inception in 1990. Nevertheless, the Office of the
Information and Privacy Commissioner of Ontario recommends that a formal policy be
developed to fully articulate a municipality’s commitment to the act and the relevant
procedures and fees that apply. In addition, updates are required to the personal
information bank index that the County is obligated to maintain. Finally, it is a
requirement to specify who will act as the County’s Coordinator under the act. Staff are
recommending that this responsibility be vested in the Director of Community and
Cultural Services who has effectively filled this role over the past several years. This
responsibility was previously designated to the CAO/Clerk. The attached policy
achieves these objectives and obligations in one document.
If approved by Council, this policy will complement the Health Privacy Policy approved
by Council in 2005 which continues to serve the County very well in terms of access to
information requests received under the terms of the Personal Health Information
Protection Act for information in the custody of the County’s long-term care facilities and
land ambulance services.
RECOMMENDATION:
THAT the attached Access to Information and Privacy Policy be hereby adopted in
accordance with the Municipal Freedom of Information and Protection of Privacy Act; and,
THAT the Director of Community and Cultural Services act as Coordinator under the
terms of the act.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
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Request Form
under the Freedom of Information and Protection of Privacy Act/
Municipal Freedom of Information and Protection of Privacy Act
Please Note: A $5.00 application fee is required for all requests.
Request for:Name of Institution request made to:
Access to General Records
Access to Own Personal Information
Correction to Own Personal Information
access tocorrection of
If request is for , or , own personal information records:
Last name appearing on records: same as below, or:
Mr. Mrs. Ms. Miss Last Name:
First Name: Middle Name:
Address: (Street/Apt. No./P.O. Box/R.R. No.) City/Town:
Province:Postal Code:
Telephone Number (Day): ( ) Telephone Number (Evening): ( )
Detaileddescriptionofrequestedrecords,personalinformationorpersonalinformationtobecorrected.(Ifyouarerequesting
access to or correction of your personal information, please identify the personal information bank or record containing the
person information, if known.)
Note
If you are requesting a correction of personal information, please indicate the desired correction, and if appropriate, attach any supporting
information.
Preferred method
ExamineOriginal Signature: Date:
of access to records:
Receive Copy
For Institution Use Only
Date Received: RequestNumber: Comments
Personal Information contained on this form is collected pursuant to the Freedom of Information and Protection of Privacy Act/Municipal Freedom of
Information and Protection of Privacy Act and will be used for the purpose of responding to your request. Questions about this collection should be directed
7576
to the Freedom of Information and Privacy Co-ordinator at the institution where the request is made.
Approved XXXXXXX
Access to Information and Privacy Policy
INTRODUCTION
The County of Elgin is committed to public transparency and accountability under the terms of
theMunicipal Freedom of Information and Protection of Privacy Act (MFIPPA). MFIPPA
establishes a general right of access to records created and maintained by the County under the
following guiding principles:
The public has the right to information held by the County, and that information should be
made available to the public;
Any person can make a request for information held by the County under the Act;
Any exemptions from the right of access to information should be limited and specific;
Individuals have a right to the protection of personal information held by the County under
theAct;
Any decisions relating to access to information can be reviewed by the Information and Privacy
Commissioner of Ontario.
GUIDELINES
These guidelines relate to all information retained under the control and custody of the County of
Elgin in electronic, hard copy, microfilm or any other format. The management and safekeeping
of information is the responsibility of each employee, councillor, agent or representative of the
County. Confidentiality must be protected by any individual who is authorized to have access to
information in order to perform his or her duties.
All information discussed in an open forum such as at County Council meetings is open to the
public and can be released without a formal application under MFIPPA but exemptions under the
act do apply. These exemptions include:
1. Draft by-laws and reports;
2. Advice or recommendations;
3. Law enforcement and confidential sources;
4. Relations with other governments;
5. Third party information – technical, commercial, scientific, labour relations. and/or supplied in
confidence;
6. Economic or other interests;
7. Solicitor – client privilege;
8. Danger to safety or health;
9. Personal Privacy [MFIPPA states in section 21(1) that a head may refuse to disclose personal
information to any person other than the individual to whom the information relates without
County of Elgin
written consent from the owner of the record.]
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
77
Approved XXXXXXX
Staff, members of County Council, agents or representatives of the County should consult the
Director of Community and Cultural Services who serves as the MFIPPA Coordinator for the
County for clarification on how to proceed whenever an access request from the public is
received, especially if it is not immediately apparent that the information is within the public
domain or if the information is not easily available. Some reasons for having a member of the
public complete an application for access to information under MFIPPA include the following:
Search time for records would be excessive;
Records relate to a matter that may go into litigation;
Records were supplied by a third party;
Records do not exist or were destroyed in accordance with the County’s records
retention policy;
Records contain solicitor-client information;
Records contain personal information such as address, phone numbers, etc;
Records contain law enforcement issues.
PROCEDURE FOR FILING A REQUEST UNDER MFIPPA
Any person or body, regardless of citizenship or place of residence, can make a request for
access to records held by the County under MFIPPA according to the following procedure:
1. All requests are to be in writing using the attached request form stating the specific
request for access to information.
2. A fee of $5.00 must be collected before the individual request will be processed.
3. The request must provide sufficient detail to enable the Director to identify the requested
record(s).
4. The request is date stamped. MFIPPA requires that the request be completed within a 30-day
period unless the Director requests an extension with reasons in writing.
5. All requests are to be forwarded, with proof of payment of $5.00 fee, to the Director of
Community and Cultural Services, Elgin County Administration Building, 450 Sunset Drive, St.
Thomas, Ontario N5R 5V1.
6. Mandated fees required under MFIPPA that are charged to the requester are as follows:
a. Photocopy Cost $0.20 per page
b. Search Time $7.50 per ¼ hour to search and to retrieve
c. Computer Cost $15.00 per ¼ hour
d. Record Preparation $7.50 per ¼ hour to prepare records for release
e. Data Storage Disks $10.00 per disk
7. Fee estimates will be given if anticipated fees are $25.00 or more. If the estimate is over
$100.00, a 50% deposit is required prior to processing the request any further.
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
78
Approved XXXXXXX
FURTHER INFORMATION:
Department of Community and Cultural Services
County of Elgin
519-631-1460 x138
archivist@elgin-county.on.ca
ATTACHMENT
: Municipal Freedom of Information and Protection of Privacy Act
Request Form
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
79
Approved XXXXXXX
Personal Information Bank Index
(in accordance with the Municipal Freedom of Information and Protection of Privacy Act, s.34)
Bank Title IndividualsPrimary Retention and Types of Retention and Legal
and Location in Banks UsersDispositionInformation Authority - Notes
and Uses
TourismOwner / GeneralOnly active BusinessExpressed consent to
Services – operatorpublic,membercontactcollect and release
Membershipcontactsstaff,information is informationinformation is
Databasemembersretained– used for provided
marketing
and
promotional
purposes
EconomicOwner / Staff Information Used for Expressed consent to
Developmentoperatorretained on marketingcollect and release
– Business contactsactiveandinformation is
directorybusinesses promotionalprovided
databaseretainedpurposes
indefinitely
ProvincialNamedStaff,RetentionAddressSee “J” series in
Offences Act parties for Justice of varies from and offence retention system
(POA) ticket offencesthe Peace, three years for information
and court files lawCertificates of used for
– POA Office enforce-Offence to registering
mentpermanent for convictions,
court dockets payments,
establishing
court dates
and
collections.
AdministrativePropertyProtectiveMinimumCivicInformation may be
Services – ownersservicesretention is 10 addressdestroyed if
911 Civic personnelyearscross-superseded
Addressingreferenced
to property
owner
address
EngineeringApplicantsStaff, Land ApplicationsApplicant
Services – forDivision retained for address
County of Elgin
Land Division severances Committeefive years; information
450 Sunset Drive
ApplicationsDecisions and
St. Thomas, Ontario
N5R 5V1 Canada
retainedproperty
Phone: 519-631-1460
permanentlydescription
www.elgin-county.on.ca
80
Approved XXXXXXX
Bank Title IndividualsPrimary Retention and Types of Retention and Legal
and Location in Banks UsersDispositionInformation Authority - Notes
and Uses
EngineeringPropertyStaff Retained for Address
Services – ownerssix years from information
Road and impacted by completion of for affected
Drainageconstructionprojectproperty
Constructionowners for
Filespurposes of
notification
and follow-
up
EngineeringIndividualsServiceRetained for 5 Names and Information
Services – transportedprovideryears after call addressesmaintained by service
Ambulance and source of those provider under
Callof 911 calls involved in contract to the
Response services;County – File
Filesanalysis of contents managed
appropriateunderPersonal
response
Health Information
times;Protection Act
billing of
services
Financial Staff,Staff,Retained for Names and
Services – Vendors and Auditorsix years after addresses
Accountsresidentscurrent year of of vendors
Payable and using County transactionand those
Receivable servicesusing
County
services for
purposes of
bill payment
Financial Staff and Staff Retained for Name,
Services – Members of six years after address,
Staff payroll Council expiration of SIN number
current year and
deduction
information
for
purposes of
County of Elgin
issuing
450 Sunset Drive
wage
St. Thomas, Ontario
N5R 5V1 Canada
payments
Phone: 519-631-1460
www.elgin-county.on.ca
81
Approved XXXXXXX
Bank Title Individuals in Primary Retention and Types of Retention and Legal
and Location BanksUsersDispositionInformation Authority - Notes
and Uses
Financial BusinessStaff Retained for BusinessShould a formal
Services – officials and/or six years from contactcontract or
Tender and ownersdate of informationagreement be issued,
Request for submissionand pricing information will be
Proposaland destroyed informationmanaged as part of
Filesfollowing year for bid Code L04 – Contracts
evaluations and Agreements
Under Seal
Financial CountyStaff Retained until Name,Copy only for
Services – propertysupersededaddress, roll reference purposes.
Taxownersnumber and Original document
Assessmentamount of maintained by local
Rolltax municipality
assessed
HumanCountyStaff Retained for Employee’s
Resources – employees, six years from work
Employeestudents and date of last history,
Filesvolunteers employmentevaluations,
attendance,
benefits,
pension
Long-TermResidents of Staff,DischargedCareFile contents
Care / Homes the County’s chiefresidentsprovided for managed under
– Resident three long-medicalretained 10 residents,Personal Health
Filesterm care officeryears;medical
Information
homesdeceasednotes,Protection Act
residentsfamily
retained 5 information
years
Long-TermProgramStaff Retained for Name,Information is
Care / Homes participants five years after addressmanaged in
– Adult Day lastandpartnership with the
ProgramparticipationpaymentCity of St. Thomas
information
for
participants
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
82
Approved XXXXXXX
Bank Title Individuals in Primary Retention and Types of Retention and Legal
and Location BanksUsersDispositionInformation Authority - Notes
and Uses
LibraryCardholders of Staff Retained Name,
Services – the Elgin permanently if address,
PatronCounty Library active; inactive borrowed
Databasesystemusersmaterials,
discarded after fines
two years
Archives – Names of Staff Information Names,
Accessioncollectionretainedaddresses
Registerdonorspermanentlyand
description
of material
donated
Museum – Names of Staff Information Names,
Accessioncollectionretainedaddresses
Registerdonorspermanentlyand
description
of material
donated
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
83
REPORT TO COUNTY COUNCIL
FROM: Mark G. McDonald, Chief Administrative Officer
DATE: October 3, 2012
SUBJECT: Review of Strategic Vision, Mission Statement and Corporate Goals
INTRODUCTION:
In March of 2006 the council of the day adopted the attached Mission Statement and
nine corporate goals. In February of 2011 the present County Council adopted the
attached Strategic Vision for 2011-2014. This report presents an opportunity for council
to review and perhaps amend these documents at the mid-point of the council term.
DISCUSSION:
The Mission Statement and Corporate Goals have formed a valuable reference guide
for staff and council for the past six years. Since the adoption of these guidelines the
County has re-branded itself as “Progressive By Nature”, enhanced its economic
development and tourism initiatives, approved a 10 year business plan and has
completed its Official Plan submission to the province, among other developments.
Does Council wish to alter the Mission Statement and Corporate Goals in view of these
changes?
The Strategic Vision was adopted early in Council’s mandate when many councillors
were new to the position. Now that Council has nearly two years of experience, are any
changes required to amend the Vision?
CONCLUSION:
The county’s Mission Statement, Corporate Goals and Strategic Vision are all important
reference documents for council and staff alike. Together they provide guidance and
direction across the corporation. These documents are attached for council’s review
and feedback.
RECOMMENDATION:
THAT County Council review and discuss the attached documents to determine if any
amendments are required.
All of which is Respectfully Submitted
Mark G. McDonald
Chief Administrative Officer
84
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ELGIN COUNTY’S STRATEGIC VISION 2011-2014
TOP 5 PRIORITIES FOR THE TERM:
1) Increasing and promoting economic development and tourism
2) Increasing level of cooperation and joint services with the City of St. Thomas
3) Completing the County Official Plan
4) Investing in the county road infrastructure
5) Continuing to streamline county operations using best practices
TOP 4 GOALS FOR 2011:
1) Realizing an affordable tax rate increase by maximizing funding sources
and improving efficiency and savings
2) Maintaining services
3) Increasing economic development opportunities
4) Increasing level of cooperation with the City of St. Thomas
USE OF RESERVES TO REDUCE COUNTY LEVY:
Council demonstrated a low to moderate propensity to use reserves to
lower the county levy
WILLINGNESS TO CUT SERVICES TO ACHIEVE A BUDGET TARGET:
Low to moderate inclination to cut services
ONE THING YOU WOULD LIKE TO CHANGE ABOUT COUNTY OPERATIONS:
Better communication and interaction with local municipal partners
including City of St. Thomas
SWOT ANALYSIS RESULTS:
Primary Strength:
Departments/leadership/service and people
Primary Weakness:
Distance separation, east to west (geography)
Primary Opportunity:
Increasing economic and tourism opportunities/building
the agricultural base and skilled labour force
Primary Threat
: Not creating economic opportunity/not investing in it
86
REPORT TO COUNTY COUNCIL
FROM: Alan Smith, General Manager of Economic Development
th
DATE: October 12, 2012
SUBJECT: Employment Land Strategy
INTRODUCTION:
As indicated in the new economic development strategy, the County’s approach to
economic development places a deliberate focus on the creative components of Elgin’s
economy while still recognizing the contribution of the region’s traditional economic
development assets and industry sector strengths. In order to support its traditional
industry base, and some creative enterprise, the County must have an adequate supply
of zoned, serviced and serviceable employment land.
Employment land is commonly referred to as land in industrial areas or business parks
accommodating a range of uses, including traditional activities such as manufacturing,
distribution, warehousing, and other uses. Employment land supply is important to a
community primarily because it accommodates employment growth, helps shape urban
form and contributes to a better live-work relationship with fewer residents needing to
commute to job opportunities outside of the municipality. Appendix One contains an
Employment Land Strategy for Elgin County and includes an analysis of the current
inventory, demand for future employment land, and desired locations for investment.
The strategy also provides recommendations on initiatives to be utilized to
accommodate the needs of creative industries and agribusiness that may not require
traditional employment or industrial lands.
DISCUSSION:
Facilitating the development of creative industries often requires attention to downtown
revitalization efforts, flexible zoning to allow for home based businesses, the broadening
of secondary uses on rural properties, innovative re-use of vacant buildings, and the
protection and restoration of heritage buildings and districts. The County must also
consider how it supports its traditional industry base through the provision of an
adequate supply of zoned, serviced and serviceable employment land as this remains
an important consideration for the County’s economic development function.
The analysis contained in Appendix One provides a market review of employment lands
in London and St. Thomas. A detailed account of the present employment land
inventory in Elgin in also provided. Employment land within each local municipality is
examined by the three employment land categories: ‘shovel ready’ lands, lands
developable within 1-2 years, and Official Plan designated lands with no immediate
market readiness or with private owners who have no intentions to develop the lands for
employment purposes. The results of the analysis indicate:
87
There are a total of 1,318.3 hectares (3,257.6 acres) of vacant employment land
supply in Elgin County.
Over sixty-percent (61.0%) of the supply is located in the Township of Southwold.
48.5% of the County’s employment lands could be developed in 1-2 years, based
on servicing estimates and an additional one-quarter (26.7%) are designated in
the Official Plan for future use and remained unserviced.
The majority of employment land (99%) is privately owned which limits the
county’s and municipality’s ability to control the pricing.
The market value per acre of serviced employment land in Elgin, like many other
rural communities, does not make servicing employment land enticing for private
landowners.
Local municipalities own 14.3 hectares (1%) of the employment lands in the
County.
As the above implies there are challenges to the County and its municipal partners in
advancing investment attraction efforts given that most of the employment lands in Elgin
are privately owned. With the County of Elgin restricted, under current legislation, in its
ability to purchase and service employment land its role has been limited to the
marketing and promotion of available properties. Local municipalities on the other hand
may need to consider the feasibility of buying and servicing additional employment land
or exploring alternative financing arrangements as they develop existing lands.
In order to inform municipal partners of future land use requirements and desired
locations for investment, the demand for employment land and an assessment of
employment areas within Elgin are also contained within Appendix One. Taking into
account a growth scenario assuming that a higher potential for employment from the
creative rural economy (agriculture, energy, culture and tourism sectors) could be
accommodated on employment land, the result of this analysis suggests a need
for 18.2 net ha (approximately 45 acres) of employment land over the next 20 years. As
it stands, this demand can be met by the supply of shovel-ready serviced sites.
However,the actual availability of these serviced or serviceable employment lands is
limited with so much of the County’s employment land under private ownership.
A comprehensive assessment of the County’s main employment areas and their ability
to attract and accommodate new business investment is also provided. Taking into
consideration the site/location requirements of a particular sector or use, a SWOT
assessment was undertaken of employment areas. The assessment gives
consideration to the physical characteristics, accessibility, development opportunities
and industry attractiveness of each employment area. The results from the assessment
confirm that the strategic priority areas for business attraction and investment in Elgin
County are:
Town of Aylmer
Municipality of Central Elgin (St. Thomas Airport lands)
Municipality of Dutton/Dunwich
Township of Southwold -Talbotville (specifically the former Ford plant property).
88
The Strategy does take into consideration that much of the creative rural economy job
growth can be expected to occur outside of the County’s traditional employment areas
and stresses that the County recognize this potential for economic growth and plan
accordingly. The Strategy suggests encouraging growth through the introduction of
planning and fiscal tools to enhance development of settlement areas as identified in
the County’s new Official Plan. There are also suggestions regarding other creative
economy agricultural industries that are worth exploring and may be well suited for
development on agricultural land in Elgin County:
Alternative crops
Greenhouses
Micro-breweries
Vineyards
Cheese making
In order to meet the challenges mentioned in this report and to secure, develop, and
promote employment land in the County, the Strategy sets out a range of tactics and
actions that can be taken by Elgin County and the local municipalities to improve the
investment readiness of the County from an employment land perspective and further
capitalize on the region’s growing creative economy. The Economic Development
department will incorporate these actions into the department’s work plan over the next
several years as required; and, will form the necessary partnerships to successfully
meet the objectives of the Employment Land Strategy.
CONCLUSION:
The County’s Economic Development program is centred on driving economic
development investments through a creative rural economy lens rather than targeting
industrial development. There is a need however to also support the County’s traditional
industry base through an adequate supply of zoned, serviced, and serviceable
employment land. The Employment Land Strategy establishes an implementation plan
for securing and developing needed employment land and contributes to the effective
positioning of existing municipal employment areas over the long term.
In providing for or responding to the needs of the County’s growing creative rural
economy, it is important to note that the supply of commercial and industrial land plays
but one part in the overall scheme, as not all creative economy enterprises will locate on
either commercial or industrial properties. The land use policy framework at the local
and County level must be flexible to enable and encourage appropriate business
investment in all quarters of the County this would include, but not be limited to;
encouraging downtown revitalization efforts,
flexible zoning to allow for home based businesses,
the broadening of secondary uses on rural properties,
innovative re-use of vacant buildings, and
the protection and restoration of heritage buildings and districts
.
89
The County’s new Official Plan takes these into consideration. Therefore, the County’s
new planning function will play a key role in ensuring that policies that enable much of
the business and employment growth associated with the creative economy be directed
to the County’s existing settlement areas, be supported on agricultural lands, and that
there is an adequate supply of serviced employment land to accommodate current and
future growth.
RECOMMENDATION:
THAT County Council endorse the “County of Elgin Employment Land Strategy” dated
thth
October 12, 2012, as presented in the October 12, 2012 report; and,
THAT those recommendations from the“County of Elgin Employment Land Strategy”
that have financial and/or resource implications for the County of Elgin be considered
through County Council’s budgetary process.
All of which is Respectfully Submitted Approved for Submission
Alan Smith Mark G. McDonald
General Manager, Economic Development Chief Administrative Officer
90
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CLOSED MEETING AGENDA
October 23, 2012
Staff Reports:
1) Chief Administrative Officer –Municipal Act, Section 240.2 (d) labour relations or
employee negotiations – Confirmation of Contract
2) Director of Human Resources – Municipal Act, Section 240.2 (d) labour relations or
employee negotiations – SEIU Grievance to Arbitration
3) Director of Engineering Services – Municipal Act, Section 240.2(a) the security of the
property of the municipality or local board – Graham Scott Enns - Memorandum of
Understanding & Marianne Barrie - Lease
Correspondence:
1) Attachment to Purchasing Coordinator’s General Insurance and Risk Management
Services Program Report – Municipal Act, Section 240.2 (e) litigation or potential
litigation, including matters before administrativetribunals, affecting the municipality
or local board – Insurance Opinion re: Insurance Proposals.
244