16 - November 27, 2012 County Council Agenda PackageEl/ ginCounty
ORDERS OF THE DAY
FOR TUESDAY, NOVEMBER 27, 2012 - 9 :00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes — November 13, 2012
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 a.m. Director of Community and Cultural Services with Introduction of
Students Participating in Students' Day
9:10 a.m. Dave Phillips, Town Crier Annual Report 2012 (attached)
11:30 a.m. Laura Woermke, Executive Director, St. Thomas -Elgin Public Art
Centre — Annual Report 2012 (attached)
11:45 a.m. Stan Lidster, Member, Land Division Committee — 2012 Land
Division Committee Report (attached)
PRESENTATIONS:
9:30 a.m. Economic Development Marketing and Communications
Coordinator — Economic Development Award and Heritage Guides
10:30 a.m. Hospital Redevelopment cheque presentation and photo op
5th Motion to Move Into "Committee Of The Whole Council"
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements /Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Budget Challenges 2013 PowerPoint (attached) — Chief Administrative Officer &
Director of Financial Services
10th Closed Meeting Item - see separate Agenda
11th Recess
12th Motion to Rise and Report
13th Motion to Adopt Recommendations from the Committee Of The Whole
14th Consideration of By -Laws
15th ADJOURNMENT
NOTICE:
LUNCH WILL BE PROVIDED
December 11, 2012 Warden's Election 7:00 p.m. (Official Attire)
RECEPTION TO FOLLOW
December 13, 2012 County Council 9:00 a.m. (THURSDAY)
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DRAFT COUNTY COUNCIL MINUTES
Tuesday, November 13, 2012
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Walters in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Couckuyt
THAT the minutes of the meeting held on October 23, 2012 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
DELEGATION
John Lessif, Chair of SCOR EDC and Art Lawson, SCOR General Manager, with South Central
Region Economic Development, gave a presentation on SCOR activities. Jim Oliver, SCOR
Vice - Chairperson and Vicki Lucas from the Ontario Ministry of Agriculture and Food were also in
attendance. The warden was presented with a framed map of the SCOR region.
Moved by Councillor Couckuyt
Seconded by Councillor Jenkins
THAT County Council receive and file the presentation; and,
THAT Council refer the request for funding of $35,000 to Council's budget deliberations.
- Carried.
John Regan, General Manager, and Marilyn Crewe, Development Officer, Elgin Business
Resource Centre, gave a PowerPoint presentation on continuation of the one -year pilot project
satellite office in Aylmer, and the proposed development of a business satellite office in Western
Elgin.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the presentation be received and filed; and,
THAT the requests for funding of satellite offices be referred to Council's budget deliberations.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Information Technology Long Term Capital Plan — Manager of Information Technology
The manager presented the report outlining a proposed 10 -year capital budget plan.
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County Council 2 November 13, 2012
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the report titled "Information Technology Long Term Capital Plan" dated October 29, 2012
be received and filed.
- Carried.
2012 Information Technology Capital Budget Reallocation Request — Manager of Information
Technology
The manager presented the report on the requirement for purchasing public access computers
for the libraries to replace aging equipment.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT $30,000 be reallocated from the Information Technology Accounts Payable capital project
to the Information Technology Hardware capital project for the purchase of public access
computers.
- Carried.
External Audit Services — Purchasing Coordinator
The coordinator presented the report about the results of a proposal for requests on audit
services for the county.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT Graham, Scott, Enns be selected for the provision of external audit services at the
proposed five -year contract fee of $111,250 plus taxes commencing with the December 31,
2012 fiscal audit and terminating with the December 31, 2016 fiscal audit.
- Carried.
Contractor Performance Appraisal System — Purchasing Coordinator
The coordinator presented the report outlining a new appraisal system to be used when
evaluating contractors doing work for the county.
Moved by Councillor McIntyre
Seconded by Councillor Ens
THAT the Contractor Performance Appraisal System be implemented effective January 1, 2013.
- Carried.
Purchase of Ambulance for 2013 — Director of Enqineerinq Services
The director presented the report on the purchase of two ambulances for Emergency Medical
Services.
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT the Warden and Chief Administrative Officer be authorized and directed to order in 2012
for 2013 delivery, two ambulance vehicles from Crestline Coach Limited at a quoted price of
$244,908 exclusive of trade -in allowance and exclusive of taxes; and,
THAT County Council approve the allocation of $260,000 in the 2013 budget for the purchase of
the two ambulances ordered in 2012 for delivery in 2013.
The meeting recessed for 10 minutes.
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- Carried.
County Council 3 November 13, 2012
Ministry of Municipal Affairs and Housing Request: Comments on the Township of
Malahide Five -Year Official Plan Review and Official Plan Amendment No. 11 for the Town
of Aylmer — Manager of Planning
The manager presented the report on the requirement by the Ministry to review the amendments.
Moved by Councillor Mennill
Seconded by Councillor Couckuyt
THAT the Manager of Planning proceed to send comments to the Ministry of Municipal Affairs
and Housing expressing Elgin County's support of Official Plan Amendment No. 11 for the
Township of Malahide and Official Plan Amendment No. 11 for the Town of Aylmer; and,
THAT the report titled "Ministry of Municipal Affairs and Housing Request: Comments on the
Township of Malahide Five -Year Official Plan Review and Official Plan Amendment No. 11 for
the Town of Aylmer" dated November 5, 2012 be received and filed.
- Carried.
Provincial Policy Statement: Five -Year Review — Manager of Planning
The manager presented the report on a submission to the Ontario Ministry of Municipal Affairs
and Housing on the draft revised policy.
Moved by Councillor McIntyre
Seconded by Councillor Marr
THAT County Council endorse the responses to questions prepared by the Manager of
Planning; and,
THAT County Council direct the Manager of Planning to forward the responses on the draft
Provincial Policy Statement to the Ontario Ministry of Municipal Affairs and Housing to meet the
November 23, 2012 deadline.
- Carried.
Bathing System Replacement: Bobier Villa — Director of Homes and Seniors Services
The director presented the report outlining the need to replace the system at Bobier Villa.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the single source purchase of two Rhapsody Hydromassage Bathing Systems for Bobier
Villa to ArjoHuntleigh Getinge Group be approved at a total price of $51,784 exclusive of H.ST.;
and,
THAT $20,000 be reallocated from various 2012 projects to complete this project.
- Carried.
Long Term Care Service Accountability Agreement: 2013 -2016 — Director of Homes and
Seniors Services
The director presented the report regarding funding from the Ministry of Health and Long Term
Care for the county's three homes for seniors.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT County Council approve the Long Term Care Service Accountability Agreement for Bobier
Villa, Elgin Manor and Terrace Lodge; and,
THAT the report titled "Long Term Care Service Accountability Agreement: 2013 - 2016" dated
October 31, 2012 be received and filed.
- Carried.
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County Council 4 November 13, 2012
Residents' Handbook — Director of Homes and Seniors Services
The director presented the new handbook for residents in the county's three homes for seniors.
Moved by Councillor McIntyre
Seconded by Councillor Wiehle
THAT the report titled "Residents' Handbook" dated October 31, 2012 be approved.
- Carried.
Completion of Renovations to the Straffordville Library — Director of Community &
Cultural Services
The director presented the report, outlining improvements made to the library and that the library
had re- opened at its permanent location. The director invited everyone to the grand reopening
event on November 20, 2012 from 2:00 p.m. — 4:00 p.m.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT the report titled "Completion of Renovations to the Straffordville Library" dated October 23,
2012 be received and filed.
- Carried.
Compensation Review Deferral — Director of Human Resources
The director presented the report, following up on a directive from council to consider
undertaking a compensation review of Council, non -union staff and outside boards.
Moved by Councillor Mennill
Seconded by Councillor McIntyre
THAT Human Resources staff defer issuing a Request for Proposals for a compensation review
of Council, outside boards and non -union staff until the next term of County Council.
- Carried.
2012 -2013 Excess Indemnity Coverage Revised Quote — Director of Human Resources
The director presented the report regarding a revised quote for excess indemnity insurance.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the report titled "2012 -2013 Excess Indemnity Coverage Revised Quote" dated November
1, 2012 be received and filed.
- Carried.
Year End Report for 2012 — Tree Commissioner/Weed Inspector
The commissioner presented the annual report as well as a new educational brochure for
woodlot owners.
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT the report titled "Year End Report for 2012" dated October 29, 2012 be received and filed.
- Carried.
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County Council 5 November 13, 2012
CORRESPONDENCE
Item for Consideration
1. Christina Baranik, Program Coordinator, Elgin Clean Water Program, advising of the funding
received to establish the Elgin Clean Water Program.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Councillor Jim Jenkins be appointed to serve on the Elgin Clean Water Review
Committee.
- Carried.
Items for Information (Consent Agenda)
1. Art Lawson, General Manager, SCOR EDC, with a recommendation that the request to each
partner county for a financial contribution be deferred until project funding is secured.
2. Karen Leibovici, President Federation of Canadian Municipalities, with an update of recent
activities.
3. Cathy Fox, Communications and Public Relations Specialist, St. Thomas Elgin General
Hospital (STEGH) with a media release announcing that the STEGH won the Platinum
Award for Quality Healthcare Workplace.
4. Monika Turner, Director of Policy, Association of Municipalities Ontario, thanking council for
the supportive resolution regarding arbitration reform.
5. Solange Desautels, Supervisor (A) Northern /southwest/WC Unit of the Environmental
Assessment Services Section, Environmental Approvals Branch, with correspondence
regarding the Municipal Engineers Association's five year review report.
6. Derek Dudek, MCIP, RPP, Associate Consulting Planner to the Municipality of Bayham with
copy of correspondence to Ministry of Municipal Affairs and Housing of Bayham's comments
to the County of Elgin Official Plan.
Councillor Ens drew council's attention to Correspondence Item #6 from the Municipality of
Bayham to the Ontario Ministry of Municipal Affairs and Housing regarding the County of Elgin's
proposed Official Plan.
Moved by Councillor Wiehle
Seconded by Councillor McIntyre
THAT correspondence Items #1 - 6 be received and filed.
- Carried.
OTHER BUSINESS
Statements /Inquiries by Members
Councillor McWilliam thanked councillors and staff for participating in the annual Warden's
Banquet on November 9, 2012. The Warden also thanked council and the staff for the
Warden's Banquet and expressed his appreciation on behalf of his wife and family.
The Director of Community and Cultural Services reminded county council that the next meeting
on November 27, 2012 is Students' Day. Councillor McIntyre clarified that staff are also welcome
to bring students for the day, as are council members.
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County Council 6 November 13, 2012
Notice of Motion - None
Matters of Urgency - None
Closed Meeting Items
Moved by Councillor Mennill
Seconded by Councillor Ens
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 — Labour
Relations Matter — Update of Collective Bargaining with the Ontario Nurses' Association; and
Section 240.2 (b); two items: personal matters about an identifiable individual, including
municipal or local board employees — Solicitor's Announcement; and, Chief Administrative
Officer.
- Carried.
The Director of Human Resources presented the report on the Ontario Nurses' Association.
The Chief Administrative Officer presented the correspondence regarding the Solicitor's
Announcement.
The Chief Administrative Officer and all others, with the exception of Council, left the Council
Chambers at 11:25 a.m. Council undertook the annual performance evaluation of the Chief
Administrative Officer.
The Chief Administrative Officer, staff and the public, returned to Council Chambers at 11:55
a.m. The Chief Administrative Officer was informed the review had been undertaken, the details
of which would be discussed directly with the Warden.
Moved by Councillor McIntyre
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT staff be directed to continue negotiating with the Ontario Nurses' Association in the
manner recommended by the director.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT the confidential correspondence regarding the Solicitor's Announcement be received and
filed.
- Carried.
PRESENTATION
Tom Marks, County representative on the St. Thomas Elgin General Hospital Board of Governors
presented the annual report to Elgin County Council, noting some highlights of the past year at the
hospital.
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT the report titled "St. Thomas Elgin General Hospital Annual Report to Elgin County
Council" dated October 2012 be received and filed.
- Carried.
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County Council 7 November 13, 2012
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY -LAWS
Moved by Councillor Wiehle
Seconded by Councillor Couckuyt
THAT By -Law No. 12 -30 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the November 13, 2012 Meeting" be read a first,
second and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McIntyre
Seconded by Councillor Ens
THAT we do now adjourn at 12:03 p.m. and meet again on November 27, 2012 at the County
Administration Building Council Chambers at 9:00 a.m.
Mark McDonald,
Chief Administrative Officer.
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- Carried.
Bill Walters,
Warden.
Elgin County Council Student Day
Itinerary
November 27, 2012
8:50 - Arrival in Council Chambers
9:00- Council opens session, introductions and observance of delegations
9:30- Tour of building, museum and archives with Director of Community and Cultural
Services
9:50- Presentation on Dexter Line by Deputy Director of Engineering Services and
discussion of options — Administrative Services Meeting Room
10:30- Students Return to Council to observe Dexter Line report and remainder of
meeting
12:00- Lunch with Council
13:00- Students returned to school
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Annual Report 2012
ST. THOMAS
7
Elgin
Essential to the success of any organization is the ongoing cooperation of its supporters. The
Art Centre wishes to thank the County of Elgin and the City of St. Thomas, its membership,
donors, grantors, and sponsors for their generous support.
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Executive Director's Report 2012
Every time I see a school bus pull up in front of the St. Thomas -Elgin Public Art Centre, I know we are fulfilling a very important part
of our mission.
The Art Centre is the lens that enables people to see more of life and society through the experience of art and artistic innovation.
And we take this very seriously. Of course to carry out this mission we need to have our house in order. With this past year, I am
pleased to say things are in good order. Lots of records were set and milestones reached.
By the end of October, over 12117 people came threw the doors of the Art Centre to view the exhibition, to take classes and work-
shops, facility rentals and free public programming. Added to this groundswell of community support, new memberships increased
by almost 15, confirming that the Art Centre is worth investing in long term.
Beyond our doors, the Art Centre participated in many programs. During the summer our summer student participated in a part-
nership with the Ontario Early Years Centre, Elgin- Middlesex- London, Community Living Elgin, and St. Thomas Public Library, with
the Summer Fun Mobile. Our Educational Coordinator provided in class programs for schools in St. Thomas and Elgin County, home
- school groups and Early childhood education at Milestones, which bolstered the Art Centre's mandate and reach.
In addition to bringing art and programs to our visitors in St. Thomas and Elgin County, we brought works from the Permanent Col-
lection to the people, by displaying works off -site at many locations.
The Art Centre supports the visual artists of our community by supporting their ventures. The St. Thomas -Elgin Artists' Guild hosts
their general meetings at the Art Centre and provide them with their organizational governance.
We welcomed many musical groups to the Art Centre this year, bringing art and music together in our gallery spaces.
For the first annual West End Arts Mingle, as part of Canada's Culture Days, 385 people came out to support the artists', both visual
and musical. Records were set with our main fundraising event —the Annual Fall Art Auction —where we sold out. Whether they are
local, national, corporate, or government, partnerships play a critical role at the Art Centre, and we continue to look to people and
organizations who can help us to do more and be more — keeping us current, relevant, and viable in the community we serve.
We do a lot at the Art Centre, and we do it with the support of an excellent team of 6 full -and part -time staff. In addition to the Art
Centre team, there is an engaged and dedicated group of volunteer leaders and supporters. I would like to acknowledge the
good work of the Board of Directors led by Renee Carpenter and the Women's' Committee led by Ardythe Anderson and Sharon
Little. I thank all of our volunteers who help us deliver our mission every day. These people are the Art Centre's ambassadors across
the city and county, and we value their commitment.
Laura Woermke
Executive Director
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Exhibitions
Exhibitions Organized by the
St. Thomas -Elgin Public Art Centre
Identity Transfer - Juried Exhibition
Main Gallery
January 14 to March 3, 2012
Guest Curator Cassandra Getty, Curator of Contemporary Art
Museum London
Participating artists: Robin Baratta, Ben Benedict, Betty Bur-
rell, Kit Cutting, Lisa Gerrard, Katrina Farrow Jones, Michael
Hunter, Pat Johnson, Candy McManiman, Sine Maule, Ethel
Mitrovic, Sheila Nicholas, Cindi Talbot, Albert Sugarman,
Josepha van den Anker, Mary Louise White.
Inside Out: Portraits from the Permanent Collection
Timken Foundation Gallery
January 14 to March 3, 2012
What is a portrait? As the author Richard Brilliant writes,
"Making portraits is a response to the natural human ten-
dency to think about oneself, of oneself in relationship to
others, and of others in apparent relation to themselves..."
Inside Out explores this question by looking at the many
varieties of portraiture, ranging from traditional watercolour
to more interpretive portrait making.
Great Beginnings Elementary
Main Gallery
March 10 to April 7, 2012
Every other year the Art Centre hosts an exhibition com-
prised of works of art created by the
many talented young artists attending
schools in St. Thomas and Elgin County. This exhibition allows
hundreds of students the opportunity to share their talent and
accomplishments with family, friends, teachers and the entire
community. Great Beginnings provides a wonderful venue for
building self- esteem and acknowledges the importance of art
and creativity within our schools.
Great Beginnings Secondary
Main Gallery
April 14 to May 12, 2012
Every other year the Art Centre hosts an exhibition comprised of
works of art created by the many talented young artists attend-
ing schools in St. Thomas and Elgin County. This exhibition al-
lows hundreds of students the opportunity to share their talent
and accomplishments with family, friends, teachers and the en-
tire community. Great Beginnings provides a wonderful venue
for building self- esteem and acknowledges the importance of art
and creativity within our schools.
Art by Educators Works by Teachers Elgin/ St. Thomas
Timken Foundation Gallery
March 10 to May 12, 2012
The Art Centre was pleased to present an exhibition of work by
art teachers who are integral to the artistic development of local
students. Art by Educators recognizes the creativity, expertise
and accomplishments of St. Thomas and Elgin County's art edu-
cators and celebrates their studio practices and explorations
that take place beyond the classroom. Artists participants in-
cluded: Annette Martin (East Elgin SS), Linda Armstrong
(Parkside), Beth Green (Central Elgin), Michael Lambert
(Parkside), Ruthanne McLagn (West Elgin), Candy McManiman
(East Elgin), and Diane Lademer and Kirsten Osterback (AVSS).
Jennifer Dorner Outer Space Living is Easy
Main Gallery
May 19 to July 14, 2012
Jennifer Dorner's exhibit "Outer Space Living is Easy" opened at
the St. Thomas Elgin Public Art Centre this past Saturday. Each of
the large scale works draws the viewer into limitless space, to
wonder about the spectacular animal floats, to be drawn even
further again into the serene idyllic little green spaces within the
floats, and finally to reflect on the details to be found in each.
Jennifer was on hand for the opening, with family, including her
children and husband. The works make an impressive show in
the main gallery, and all seemed delighted to see them together.
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Jennifer noted that the concept for the work had come to her
at a time when she had discovered a new passion for garden-
ing.
It's a Funny Thing Selections from the Permanent Collection
Timken Foundation Gallery
May 19 to July 14, 2012
How do artists use irony, goofiness, satire, and sarcasm in
their work? Can an artwork be funny and critical at the same
time? Do artists always take themselves seriously? Selections
from the Permanent Collection explores these questions
through the work of Ron Kingswood, Michael Durham, Karl
Appel and Denis Geden.
Bealart 100 Selections from the Permanent Collection
Main Gallery and Timken Foundation Gallery
July 21 to September 15, 2012
The Art Centre is pleased to present, "Bealart100, Selections
from the Permanent Collection ". This exhibition will focus on
artists who studied or taught at H.B. Beal Secondary School's
Art Program and to celebrate the commemoration of the
100th Anniversary of this renowned Secondary School.
Art education can influence the work an artist makes later in
life only if the educational experience- those few years in
school or even that single class- is transformative in some
way. If it propels us, to quote Maxine Greene, to "keep arous-
ing ourselves to begin again ", then art education has done a
beautiful thing in influencing the life and work of an artist.
Maybe that's where art education can have the biggest influ-
ence? It can teach us to look beyond ourselves in order to
make meaning.
David Morris Seeking Response
Main Gallery
September 22 to October 27, 2012
"These recent sculptures are the product of modern metals,
tools and equipment, and yet, though they couldn't be pro-
duced except in our age of mass production, the sterility of
mass consumerism is absent. To produce these objects, my
hand eye coordination is evident in the bending of the metal
to my will. Steps in the fabrication of these works are evident
in the final pieces. The accumulation of decisions and pro-
cesses remain, imparting a narrative, to be followed by the
observer." David Morris 2012
A.R. Morris Selections from the Permanent Collection
Timken Foundation Gallery
September 22 to October 27, 2012
A walk through the Art Centre provides an usual opportunity
to study the creativity and the sociology of the father -son
relationship. The exhibition in the Main Gallery (David Mor-
ris) and the Timken Foundation Gallery represents aspects of
the adult male that are not often emphasized —that of crea-
tivity, and family /relationship building.
Harry Wilkinson Overcoming the Illusory
Main Gallery
November 10, 2012 to January 6, 2013
The St. Thomas -Elgin Public Art Centre is pleased to present
the work of Harry Wilkinson - Overcoming the Illusory, from
November 10 to January 6, 2013.
"This series of paintings was made by forcing myself to elimi-
nate conscious though, I instinctively worked the paint on the
canvas and, once I was aware of emerging images I had to
make a conscious decision to emphasize the images, push them
away or even eliminate them. Through this process, the paint-
ing manifested by subconscious and memories regarding an
unplanned period of expulsion, metamorphosis, followed by
embarkation in my life. "-
Harry Wilkinson 2012
Harry Wilkinson is a visual artist who uses oil and acrylic paint as
his medium. His work new work will consist expressionistic ab-
straction.
Wilkinson is an accomplished painter and has received many
commissions. He and his wife, Jean reside in the community of
West Elgin, Ontario.
Recent Acquisitions Selections from the Permanent
Collection
Timken Foundation Gallery
November 10, 2012 to January 6, 2013
The St. Thomas -Elgin Public Art Centre art collection has grown
considerably thanks to the generosity of many donors. Approxi-
mately every year the art centre organizes an exhibition to high-
light recent acquisitions and to recognize the donors and sup-
porters who are helping to develop and expand its permanent
collection.
Featuring a selection of works of art given to the art centre in
2012, this exhibition presents these important new acquisitions
to the public for the first time. Among the highlights are works
by Clark McDougall and William St. Thomas Smith.
Recent gifts of art from Mr. Ed Procunier, The McDougall
Group, Mr. Charles Herr, Mr. Joseph Hubbard and Mr. Graham
F. Hallward. These donors have demonstrated their commit-
ment to the Art Centre's mission and we are deeply grateful for
their leadership.
Clark McDougall Recent Acquisitions Donor: The McDougall Group
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conL ary April lei t o May. _ ::.
Special Programs
Each year the Art Centre presents a wide variety of pro-
grams for both adults and youths. This year our programs
have reach 2423 individuals with these programs:
Educational Tours for Students at the Art Centre:
Discover the diversity, authenticity and depth contemporary
art can bring to learning.
School programs at the Art Centre offer teachers:
. interactive programming for JK -12
. creative ways to meet curriculum objectives in: Language
Arts, Science, Social Studies and Visual Arts
. ideas for related pre and post visit classroom activities
. field experiences to support your learning objectives.
The Students will:
experience meaning in original contemporary and historic
art
. be curious, active, critical, creative and engaged
. Discover new ways to perceive and express their senses
• gain valuable skills in visual literacy and artistic creation
• participate in a friendly, creative and safe learning
environment
Educational Tours
The Art Centre's art education programs offer in -depth en-
counters with visual literacy and contemporary culture. Our
skilled educators can work with you to adapt programs so
they meet your specific learning objectives.
Artist 2 Artist
April 15, 2012
Patrick Landsley and Patrick Thibert
The Artist will share stories and insights about their careers,
artistic inspiration, and much more as well as welcoming
participation questions ation and uestions from the audience. Admission is
FREEIIIII
Eric Atkinson
Group of Seven and the English Connection
Sunday March 25, 2012
2:00 pm - 4:00 pm
Free Admission
The association between the landscape paintings of the Group of
Seven and Canada's cultural identity is very strong. Time and
again the Group of Seven is considered the first distinctively Ca-
nadian artistic group with a style of painting that is unique to our
country. But where did the early influences of the group origi-
nate? Join Erik Atkinson on March 25th to get the whole story...
Family Day
February 21, 2012
Free Family activities at the Art Centre
Attendance: 150
Summer Fun Mobile
July 10, 11, 12, 24, 25, 26, 2012
August 7, 8, 9, 21, 23, 2012
The Art Centre participated in a partnership with the Ontario
Early Years Centre, Elgin- Middlesex- London, Community Living
Elgin, and St. Thomas Public Library, with a program that brought
valuable resources to children and their families throughout the
summer: The programs were offered FREE to the participates
which provided fun activities, resource loaning and healthy
snacks.
20
Teddy Bear Picnic
June 6, 2012
June 6 was the day of the annual Teddy Bear Picnic, which was
held in Pinafore Park. Children came out to the park to enjoy
games, teddy bear crafts, stories, music, face painting, and oth-
er fun activities.
The Teddy Bear Picnic is a joint effort of the St. Thomas Public
Health Unit and Ontario Early Years Centre.
Park Art
June 6, July 14 and August 11, 2012
The Art Centre was pleased to partner with the Downtown De-
velopment Board to provide the community with the oppor-
tunity to meet and mingle with area artists and musicians. Our
summer student was on site to provide families with FREE chil-
dren activities!
21
Iron Horse Festival
August 23 -26, 2012
Once again, our summer student was out providing free
activities to children and their families in the Kids Junction.
Elgin / St. Thomas 5th Annual Studio Tour 2011
May 12 & 13, 2012 11am -5pm daily
This self - guided tour is free of charge. The artists of St.
Thomas and Elgin wish to invite you to explore their work
and to learn more about the creative process. Watch for the
flags at each location! Tour brochures will be available at the
St. Thomas -Elgin Public Art Centre, 301 Talbot St. St. Thomas
in Mid April!
On the Tour
Josepha van den Anker
Robin Grindley
Laura Woermke
Annette Martin
Candy McManiman
Minerva Art Gallery
The Art Emporium
Medlyn Stain Glass
Catherine Craig
Ethel Mitrovic
Paul Brunelle
Romantic Designs
Canvas and Quill
Rubyeyes Kraftwerks
Children and Adult Programming
f
Classes and Workshops for Children
Elementary Expressions
Instructor Katelyn Tippin
Grades: 1 -4
February 4 to March 10, 2012
April 14 to May 19, 2012
October 20 to November 24, 2012
Let's Create
Instructor Katelyn Tippin
Grades: JK & SK
February 4 -25, 2012
April 14 to May 5, 2012
October 20 to November 10, 2012
Painting and Drawing
Instructor Brenda Colley
Grades 5 -8
February 4 to 25, 2012
March Break Workshops
March 12 -16, 2012
Grades 2 -6
Zentangle Beginner Workshops for Parents and
Kids
Instructor Genevieve Crabe
February 5, 2012
Painting and Drawing
Instructor Caverly Smith
Grades 5 -8
April 14 to May 5, 2012
Shutterbugs Photography II
Instructor Rosita Di Trolio
Febuary 3 to March 9, 2012
Drawing Fundamentals
Instructor Stacie Gowan
Grades: 5 -8
PA Day Workshops for Children
January 20, 2012
April 20, 2012
June 1, 2012
November 16, 2012
23
Summer Classes and Workshops for Children
Painting and Drawing
July 2 -6, 2012
Art Week Extravaganza
July 9 -13, 2012
Daily Workshops One
July 16 -20, 2012
Discovering Famous Artists
July 23 -27, 2012
Daily Workshops Two
July 30 to August 3, 2012
Sculpture
August 7 -8, 2012
Stained Glass Kaleidoscope
Instructor Katherine Medlyn
August 9 -10, 2012
Printmaking and Collage
August 13 -17, 2012
Let's Get Crafty
August 20 -24, 2012
Adult Classes
Mixed Media
Instructor Heather Keating
January 26 to March 1, 2012
Zentangle Beginner Workshops
Instructor Genevieve Crabe
February 5, 2012
Zentangle with Colour Workshop
Instructor Genevieve Crabe
February 12, 2012
Faces
Instructor Caverly Smith
March 3 -24, 2012
Portrait Photography for Beginners
Rosita Di Trolio
March 24 and 31, 2012
Watercolour
Instructor Heather Keating
April 19 to May 24, 2012
DSLR Camera Workshop
Instructor Rosita Di Trolio
April 28, 2012
Mixed Media Mosaic with Broken Keepsakes
Instructor Katherine Medlyn
June 9 -23, 2012
Drawing Mandalas
Instructor Genevieve Crabe
October 18- November 22, 2012
West End Arts Mingle
Culture Days September 29, 2012
The St. Thomas -Elgin Public Art Centre and the Downtown Development Board presented The West End Arts Mingle, a new arts and
culture based community event held Saturday, September 29, 2012 from 12:00 -4:00 p.m.
The West End Arts Mingle is intended to showcase the established arts, culture and culinary businesses and organizations currently
located in the west end of Talbot Street and will take place on Talbot Street between Elgin Street and Pearl Street.
Professional and amateur artists from our community as well as the members of the St. Thomas Photographic Guild have been in-
vited to draw, paint and photograph their impression and interpretation of the west end streetscape. These artists will line the
street and allow visitors to the event the opportunity to see how an artist creates his /her work and how each brings with them their
own unique talents and vision. Artists and visitors will have the opportunity to interact with each other throughout the afternoon.
The Parade of Elephants
The Parade of Elephants is presented as a travelling, evolving exhibition that is designed to generate interest and enjoyment for
both the participant and the viewer. It is our hope that the interest in the project will aid in the promotion and awareness of the
many wonderful artists, galleries and studios featured throughout the Elgin Arts Trail.
How the parade works:
Papier mache /plaster elephants are created by the Art Centre and then each will be decorated by artists and artisans featured on
the Elgin Arts Trail. A new elephant is added at each location and joins the existing elephants on the parade. Every elephant will be
a unique creation, reflecting the artists and the location where it is produced.
We invite everyone to come and enjoy the kick off and then follow the parade as it grows throughout the year.
Elgin`:
Elgin
25
St. Thomas -Elgin
PUBLIC'
CENTRE
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
FAIR
sic at tie ; r entr
L_ _:::..r i L_:_ar.y
28„ 2012
TEEM
13ein€ iau: h r
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:: 2012
"An appreciative audience packed the St. Thomas Elgin Pubic Art Centre Saturday (rviarer'
24) for an evening of music with Deni Gauthier.
Deni's performance was set against a multi - layered backdrop consisting of the Great Beginnings art show; Jon Jeffery's opening act;
his new cd "i (am) hope" and the Deni Gauthier Band. All of these elements came together to create a truly memorable show. " Rel-
ish Elgin
The Ladd Quartette
June 15, 2012
"The Ladd Quartette brought an evening of music to the St. Thomas Elgin Public Art Centre, on Friday (June 15th, 2012) in another
of STEPAC'S music series in support of programming at the Centre. Kim Ladd and friends (Noel Lesperance on keyboard; Guy Miskelly
on guitar; Sandy MacKay on drums) presented a fine line -up of varied music and photographer Mark Girdauskas captured some
scenes from the evening. " Relish Elgin
26
Shuug and the Temporary Men
April 28, 2012
Shuug & the Temporary Men packed the house on April 28, 2012.
The group of five members are locally grown and raised. They
have created a unique sound -- a mix of rockabilly, blue -grass and
country. With lead and backup vocals and accompaniment by an
array of instruments creating the band's syncopated style, their
music entertains all walks of life and ages. The group was also
name MYfm's Spirit of St. Thomas Best Band for 2012!
Deni Gauthier
December 8, 2012
The Art Centre closed the 2012 season of music with Deni Gauthier.
Deni kicked off the holiday season with a wonderful mix of original
music and Christmas favourties. Donations of new toys for the
Christmas Care Campaign were accepted!
Clark McDougall Scholarship Program for Students:
Clark McDougall (1921 -1980) was a well known St. Thomas artist who painted throughout Elgin County. He remains one of the
most significant contemporary artist in this region. His work is part of many public and private collections across Canada.
In order to commemorate the life and artistic achievements of Clark McDougall and to encourage and support future generations
of artists, a scholarship fund has been established in Clark McDougall's name by his family. Each year two $1000 awards are pre-
sented to two graduating secondary school students from St. Thomas and Elgin County, who are pursuing visual or graphic arts at a
post secondary level.
Scholarship
Two scholarships are awarded annually.
1. $1000 for any graduating student entering a traditional post secondary fine arts program which includes studio courses in draw-
ing and painting.
2. $1000 for any graduating student entering any other post secondary visual arts program which includes arts, photography, de-
sign and architecture or
any other program deemed appropriate by the selection committee.
Eligibility
Applicants must have completed at least three years in a St. Thomas or Elgin County Secondary School.
Applicants must have been accepted to a first year fine arts or visual arts program at a post secondary institution. The program
may be at a college, university or a recognized art academy. These scholarships may not be awarded more than once to any appli-
cant.
This year's scholarship was awarded to Brianna Tosswill a graduate of St. Joseph's High School and H. B. Beal Secondary School.
Congratulations to Brianna and best of luck as she continues her studies at Sheridan this year.
Special Thanks to Peter Lemon for his ongoing support and involvement with the Clark McDougall Scholarship.
27
Gift Shop
The Art Centre Gift Shop offers a wide range of hand - crafted items from local and regional artists and artisans.
Nestled in the reception of the Art Centre is the Gift Shop. The Art Centre shop is an extension of the Art Centre and is managed by
gallery staff and operates with the assistance of dedicated volunteers.
The purpose of the Gift Shop is to raise funds for the Art Centre, as well as to provide an opportunity for local and regional artists
and artisans to sell their unique art and craft items.
Items in the gallery shop are juried before being accepted and are evaluated based on quality, uniqueness and appeal.
The Art Centre Gift Shop features the works of:
Terry Carroll
Frank Cvetich
Diane Dobson
David Dale
Robin Baratta
Bendel Productions
George Bishop
Julie Berry
Betty Burrell
Sandra England
Betty Harmsen
Kim Hughson
Julie Harding
Sheryl Johnstone
Roxanne Jervis
Kikky Boo Books - Christine Klaus Noble
Jim Koudounis
Heather Keating
Jim Lewis
Terry Lanning
Ethel Mitrovic
David Morris
Candy McManiman
Gail McNaughton
Crystal McMaster
Amanda McKay
Orphan Grinder -Riley Eichner
Lisa Philip - Sterken
John Passfield
Catherine Prong
June Anne Reid
Judy Ross
Jan Row
Aganetha Sawatzky
Susan Shurish
Susan Skaith
Patrick F Smith
Timothy Sullivan
Vivian Tserotas
Suzette Terry
Susan Tanton
Wildflowers Tea: by Jane Magri
Laura Woermke
Tennille Will
the Wright Sparkle -Lori Wright
Permanent Collection Acquisitions
Patrick Landsley
Edge of Winter with Approaching Storm
oil /acrylic on panel
2007
Gift of the Artist
Partrick Landsley
The Shutter at Noon— Poros
oil/ acrylic on panel
2007
Gift of the Artist
Patrick Landsley
Flight Over Port Stanley
oil /acrylic on panel
2010
Gift of the Artist
William Hodkinson
Canadian (Elgin County)
Harlech Castle, N. Wales
1938
watercolour on paper
Gift of
William Hodkinson
Canadian (Elgin County)
Criccieth Castle, N. Wales
1938
watercolour on paper
Gift of
William St. Thomas Smith
The Old Sailor
watercolour on paper
Nd
Gift of Charles Herr
William St. Thomas Smith
Fishing Boats on Kettle Creek
Watercolour on paper
Nd
Gift of Charles Herr
William St. Thomas Smith
Barges on the Thames
watercolour on paper
Nd
Gift of Charles Herr
William St. Thomas Smith
A break in the Clouds
watercolour on paper
Nd
Gift of Charles Herr
William St. Thomas Smith
Klingentor Rothenburg
watercolour on paper
Nd
Gift of Charles Herr
William St. Thomas Smith
Ship in Estuary
watercolour on paper
Nd
Gift of Charles Herr
Joseph Hubbard
False Hope
fiberglass and metal
2004 -05
Gift of the Artist
Joseph Hubbard
Your words, My Words
fiberglass and metal
2004 -05
Gift of the Artist
Estate of Ed Procunier
Clark McDougall
Trafalgar Street
1949
oil on Masonite
Estate of Ed Procunier
Clark McDougall
Salt Creek Cemetery
1963
oil on Masonite
Estate of Ed Procunier
Clark McDougall
Hawks Cliff
1956
watercolour on paper
Estate of Ed Procunier
Clark McDougall
220 works on paper and board
Varied mediums
Gift of the McDougall Group
Jeff Willmore
Grey Woodlot
2003
Acrylic on panel
Gift of the Artist
30
Jeff Willmore
Moving Houses
2009
Oil on panel
Gift of the Artist
Jeff Willmore
April Evening
2004
Oil on panel
Gift of the Artist
Jeff Willmore
Over Erie
2004
Oil on canvas
Gift of the Artist
Ron Kingswood
Corkscrew Swamp
1991
Oil on canvas
Gift of Jeanette Versteeg Estate
Clark McDougall
St. Thomas Billboard
Acrylic on panel
Nd
Gift of Graham Hallward
Ron Milton
Were Here, Were There, Were Everywhere
Watercolour on paper
2004
Gift of the Artist
Ron Milton
Don't take any wooden nickels
2009
Watercolour on paper
Gift of the Artist
David Morris
Mask 4
2011
Aluminum
Gift of the Artist
David Morris
Mask26
2012
Aluminum
Gift of the Artist
David Morris
Mask 5
2011
Aluminum
Gift of the Artist
David Morris Michael Durham
Head 15 Match Boxing
2009 Mixed Media collage on paper
Gift of the Artist 1996
Gift of the Artist
David Morris
Head 13 Michael Durham
2008 Mucky Pig
Gift of the Artist Mixed Media collage on paper
1996
David Morris Gift of the Artist
Column 3 Michael Durham
2008 Yellow Dehi
Gift of the Artist Mixed Media collage on paper
2006
Michael Durham Gift of the Artist
Boxers
Acrylic on canvas Patrick Thibert
2008 Avanti: Circle Series No.5
Gift of the Artist March -April 2011
copper, plywood, pine, aluminum
Michael Durham Gift of Dr. McKenzie
Red Jaipur
Acrylic on plywood Patrick Thibert
2008 Drift No1
Gift of the Artist May 2011
copper, plywood, pine, aluminum
Michael Durham Gift of Dr. McKenzie
Power
Mixed Media collage on paper
2009
Gift of the Artist
Michael Durham
Zebra
Mixed Media collage on paper
1996
Gift of the Artist
Michael Durham
Cuban Car
Mixed Media collage on paper
1996
Gift of the Artist
Michael Durham
Selamat Hagi
Mixed Media Collage on paper
2003
Gift of the Artist
Michael Durham
White Horse
Mixed Media collage on paper
2009
Gift of the Artist
31
Thank you
Inspire a Student 2012
Dr. Malcolm Wood and Mrs. Monique Wood
Elgin Contracting and Restoration
Kinsmen Club of St. Thomas
Centennial Sports club of St. Thomas
Lion Club of Port Stanley
Talbot Trail Optimist
Doug Tarry Homes LTD
In Memory of Elizabeth Spence
Port Stanley Artists' Guild
Portside Gallery
Vic Roshkor
Great Beginnings Sponsor
Reith and Associates
Redtail Cocktail Party and Silent Auction Sponsors
Doug Tarry Homes LTD
Jennings Design and Furniture
Charles T. Raven Professional Corp.
J. Brent Shaw Professional Corp.
MYfm
Annual Fall Art Auction
Shawn Jackson Funeral Home
Reith and Associates
The Cooperators
MYfm
Dowler Karn
Dundee Wealth
Minerva Art Gallery
Ferguson Dimeo Lawyers
Aylmer Express
Annual Giving 2012
Dr. John Hofhuis
Elizabeth Kitts
Marietta Roberts
Jerry and Mary Jane Collins
Suzanne and Gunther Baehr
Pat White
Capital Donors
Elgin Contracting and Restoration
Larry Cevtic
32
T1 011,11Alltt,
ST. THOMAS
C
ELGIN
Elgin;;
Reith &
Associates
.412nE DOUGTARRY
:'(5 _:111:0 CUSTOM IIOMES LTll
J. Brent Shaw Professional Corp,
Charles T. Raven Professional Corp.
DuNDEE\AL
i.
the ti - t
A Better Place For You
FERGUSON DIMEO LAWYERS
Practising in Association
St. Thomas -Elgin Public Art Centre
Board and Staff
Members
Brent Shaw
Ardythe Anderson
Diane Lademer
Laurie Locke
John Hueston
Tom Hughes
Kimberly Johnson
Kathy Collier
Art Gutmanis
Kevin Morrell
Deb Bagshaw
Heather Jackson (City Rep.)
Jim Jenkins (County Rep.)
Executive Committee
President Renee Carpenter
Vice President Pat Johnson
Treasurer Katherine Medlyn
Appointed Secretary Laura Woermke
Acquisitions Committee
Chair Pat Johnson
Elaine McGregor Morris
Diane Lademer
Kevin Morrell
Gerald Pedros
Finance Committee
Chair Renee Carpenter
Brent Shaw
Katherine Medlyn
Pat Johnson
Fundraising Committee
Laurie Locke
Laura Woermke
John Hueston
Membership Committee
Chair Tom Hughes
Ardythe Anderson
Sherri Howard
Laura Woermke
Deb Bagshaw
Human Resource Committee
Chair Renee Carpenter
Pat Johnson
Brent Shaw
Katherine Medlyn
Sponsorship Committee
Chair Kathy Collier
Katherine Medlyn
John Hueston
Laura Woermke
Administration
Laura Woermke Executive Director
Sherri Howard Education / Events Coordinator
Katelyn Tippin Administrative Assistant / Volunteer
Olivia Thorton Part -time Reception
Mira Rogosin Lavoie Part -time Reception
Departing Employees
Amber Johnson Part -time Reception
Allana Fleming Part -time Reception
Volunteers
Stacie Gowan
Emmi Coburn
Rebecca Williams
Amber Johnson
Kim Clow
Ruth Williams
Sharon Little
Ellen Luft
Elaine McGregor Morris
Joan Dennis
Ardythe Anderson
Connie Greger
Suzanne Baehr
Sharron Russell
Wendy Tippin
Kevin Morrell
33
Membership
Eric Atkinson
Suzanne & Gunther Baehr
Carl & Debra Bagshaw
Phillip & Janet Ballantyne
Clifford Barwick
Maurice & Betty Burrell Beaudry
Agnes Bennett
Agnes Berko
George Bishop
Dr. Ken & Mrs. Diane Bocking
David & Margaret Brewster
Ernie & Anne Bridge
Marguerite Buckland
William Budd
Renee Carpenter
Ann -Marie Cheung
Pat Clinton
Kim Clow
Jerome & Mary Jane Collins
Jenny Couse
Sarah Cowling
Kit Cutting
David Dale
Diane Dobson
Carol & Wally Ewaskiw
Don Ferguson
Jack & Louise Ferriman
Isabel Frey
Jim Barber & Brenda Fuhrman
Ray Galloway
Lisa Gerrard
Barb & Bruce Green
Connie Greger
Robin Grindley
Mary Gullis
Patrick Harding
Sybil Hagerman
Pat Hartwell McLean
Henry Hiemstra
Joyce Hughson
Michael Hunter
Chantal Hutchingame
Dagny Ingolfsrud
Laura Jacob
Mayor Heather Jackson
Sabine Jewel
Nancy Johnson
Patricia Johnson
Katrina Farrow Jones
Lenore Jones
Dr. Robert & Mrs. Jill Jones
Elizabeth Kitts
Evelyn & Ray Knight
Jim Koudounis
Diane Lademer
Patrick Landsley
Dr. Donald & Mrs. Gillian Lawrence
Laurie Locke
Ellen Luft
Annette Martin
John & Sally Martyn
Brian Masschaele
S'ine & Patrick Maule
Amanda McKay
William & Jean McKay
Pat Hartwell McLean
Katherine Medlyn
Michael & Debra Menear
Rob Mise
Ethel A. Mitrovic
Rosemary Nagel
Sheila Nicholas
Miss Marion Orchard
Carol Parafenko
Margaret Patterson
Steven McLarty Payson
Brian Helmer & Dan Reith
Denise Ritchie
Sharron Russell
John & Chris Sanders
Shirley Shore
Susan Shurish
John & Lois Smith
Sue Fortin -Smith
Margie Snowsell
Rowena Spersrud
Tony & Bonnie Stacpoole
Albert Sugarman
Cindi Talbot
Harreson Tanner
Susan E. Tanton
Wendy Tippin
Debbie Underwood
Josepha van den Anker
Pat White
David & Mary Louise White
Judith Wiley
Harry Wilkinson
Beverly & Jack Yurek
Dave & Kim Yurek
Contributing Members
Contributing Memberships
Fred & Ardythe Anderson
Brian & Mary -Ellen Bolt
Katheryn & Richard Collier
Pat & Bob Curtis
Dr. Sandy DeLuca
Darrell &Joan Dennis
Development Corporation Elgin Communi-
ty Futures Corp
George & Lynn Disbrowe
Don & Judy Durkee
Dr. Robert & Mrs. Lois Farley
Colin & Joyce Ferguson
Rod & Margaret Ferguson
Ken & Kim Gadsdon
Art & Kate Gutmanis
Richard & Helen Haddow
Bob & Mary Anne Heath
Sine B. Herold
34
Dr. John Hofhuis
Kim & Allan Hughson
Bob & Nonie Ketchum
Roman & Margaret Kuchmak
Larry & Marion Leatherdale
Sharon Little
Gary & Carolyne McLeod
Paul Prevet & Candy McManiman
Kevin Morrell
David Morris & Elaine McGregor- Morris
George Phillips
Marietta Roberts
Helen & John Roberts
Philip Schmidt
John D. Shaw & Catherine Elliot Shaw
Supporting Members
John & Karen Hueston
Dr. Joel Keenleyside
Wayne & Maxine Kentner
Dr. Malcolm & Mrs. Monique Wood
Sponsoring Member
Frances Tarry & Howard Trusdale
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36
REPORTS OF COUNCIL AND STAFF
November 27, 2012
Staff Reports — (ATTACHED)
Director of Financial Services — Quarterly Information Report
Director of Financial Services — Budget Comparison — October 2012
Marketing and Communications Coordinator — Interactive Realtor Mapping Program
Administrative Services Coordinator — Schedule of Council Meetings for 2013
Director of Community and Cultural Services — Township of Southwold Shedden Library
Committee
Director of Engineering Services — Land Ambulance Emergency Medical Services — Go
Forward Position (see in- camera agenda re: Appendix C)
Deputy Director of Engineering Services — Federal Infrastructure Plan Recommendations
Deputy Director of Engineering Services — Dexter Line EA — Status Report
37
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers
Purchasing Coordinator
DATE: November 1, 2012
SUBJECT: Quarterly Information Report - Contract Awards
June 1, 2012 to September 30, 2012
INTRODUCTION:
As per the County of Elgin's Procurement Policy 10.1; " an information report containing
the details relevant to the exercise of delegated authority for all contracts awarded that
exceed $10,000 including amendments and renewals is to be prepared and reported to
Council on a quarterly basis ".
In addition, the County of Elgin's Procurement Policy 3.14 states;
Any expenditure exceeding $50,000 for a one time purchase or over an annual basis
must be reported to Council ".
DISCUSSION /CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to award contracts as follows;
Value
Report Status
Greater than $10,000
but less than $50,000
No report to Council required if within 10% of the
approved budget allocation
Greater than $50,000
but less than $100,000
No report to Council required if within approved
budget
However, Council also approved that a quarterly information report would be brought
forward containing details of the award of contracts including amendments and
renewals. The detailed report of the award of contracts is attached as Appendix A.
RECOMMENDATION:
THAT the report titled "Quarterly Information Report - Contract Awards, July 1, 2012 to
September 30, 2012" be received and filed.
All of which is Respectfully Submitted Approved for Submission by
Sonia Beavers Mark G. McDonald
Purchasing Coordinator Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
38
APPENDIX A
Purchases /Projects greater than $10,000
July 1, 2012 to September 30, 2012
Department
Budget
Allocation
Project
Award
Bid Price
excludes
HST
Homes Elgin
Manor
Capital
Gas Combi Oven
Hendrix
Restaurant
Equipment and
Supplies
$23,980
Engineering
Capital
Architectural services for
handicap accessibility
L360
$26,946
Engineering
Operational
Labour and Material
Garage Doors at Elgin
Manor, Bobier Villa and
Terrace Lodge
Oscar Temple
and Sons
$11,000
Engineering
Operational
Paving loading dock at
Terrace Lodge
D. Peters Paving
$14,901
39
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: November 14, 2012
SUBJECT: Budget Comparison — October 2012
INTRODUCTION:
Attached is the budget comparison for the County showing negative performance
to budget for the month of October 2012 of $344,000 bringing the YTD to
favourable performance of $1.0 million.
DISCUSSION /CONCLUSION:
The negative performance is the result of the $500,000 grant to the St. Thomas
Elgin General Hospital, partially offset by favourable departmental performance.
At the time of budget approval, given the uncertainty surrounding the hospital
redevelopment, no money was budgeted for a hospital grant. However, Council
had prepared itself for a potential hospital grant by setting aside $167,000 per
year for the last four years for a total of $667,000 available in reserve. With the
closing of the 2012 financial statements at year -end, this hospital reserve will be
reduced by the $500,000 donation.
RECOMMENDATION:
THAT the report titled "Budget Comparison — October 2012" dated November 14,
2012 be received and filed.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
40
Current Month
Budget Actual Perform.
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I (3,245) (4,596) 1,352
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40,363
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CO
(O
`
(3)
CO
(O
O
'
790,238
I (74,590) (756,153)
2,112, 000 2,071,637
I719,409 719,409
�� 007 nnn\ /A 007 nnn\
I (17,581,952) (17,803,878)
I 470,385 444,508
I 2,676,193 2,230,868
I (15,948) (16,955)1
12,337,935 11,547,697
FULL YEAR
Budget
N
Z
I (81,080)
3,168,000
l 719,409
/A 007 nnn\
(21,732,772)1
577,812
I 4,490,579
I (21,263)1
2,631,129
County of Elgin
Budget Comparison
As of October 31, 2012
INTEREST CHARGES & INCOME
SOCIAL SERVICES - ST. THOMAS
PROPERTY ASSESSMENT
nnITnrIn RAI Inllr`Innl nn nTnlmnouin CI In
Total Corporate I
FINANCIAL SERVICES
HOMES FOR SENIORS SERVICES
1 COLLECTIONS - POA
Total Departmental
Total
N CO V LO (O N- 00 0) 0 N CO V LO (0 N- 00 O N N N N N N (0 N
14/11/2012 8:42 AM
J: \Common \Finance \Monthly Performance \Financial Services \Summary Report
ENREPORT TO COUNTY COUNCIL
FROM: Katherine Thompson, Marketing and Communications Coordinator
Alan Smith, General Manager of Economic Development
DATE: November 8, 2012
SUBJECT: Interactive Realtor Mapping Program
INTRODUCTION:
On December 15th' 2011, Council approved recommendations to circulate a Request for
Proposal (RFP) to migrate the data from www.elgincounty.ca and
www.progressivebynature.com to a new content management system and to reorganize
information on the www.elgincounty.ca homepage to provide a more user friendly
experience for visitors.
A website committee comprised of staff drafted an RFP with specific deliverables
including but not limited to: the creation of mobile and accessible versions of the
websites, the ability to add several types of multimedia, and the preference to manage
website templates. In April of 2012, after a rigorous selection process that included two
rounds of interviews, the website committee selected GiantGoat Web Development of
Guelph to complete the project. The website administrator and members of the website
committee have met with GiantGoat Web Development throughout the process and the
project is expected to be completed by mid - December with staff training to occur in
early January 2013.
During the migration process it became evident that the Land and Space section of
www.progressivebynature.com was not serving the purpose for which it was intended.
Meeting the Land and Space program goals requires the creation of an Interactive
Realtor Mapping program for the Land and Space section of the website. This program
would draw data feeds from the MLS database and display them within the
www.progressivebynature.com website.
Staff is recommending that GiantGoat Web Development, the company that is currently
in the process of reorganizing www.elgin - county.on.ca and moving both www.elgin-
county.on.ca and www.progressivebynature.com to a new content management system
be retained to complete the previously mentioned project as per section 3.12 of the
County's procurement policy.
DISCUSSION:
The Land and Space program lays out a plan for Elgin to proactively promote specific
land and space availabilities. An online inventory of Elgin's available commercial,
industrial and agricultural properties is a crucial part of promotional efforts. Currently the
Land and Space section on www.progressivebynature.com includes only a few feature
42
properties and a link to the MLS website. This gives the impression that there are few
available opportunities to purchase land in Elgin County.
The Interactive Realtor Mapping project would involve the integration of MLS data into a
new custom mapping element on the newly migrated www.progressivebynature.com
using the RETS (Real Estate Transaction Standard) protocol. The design of this map
would be branded to Elgin County and display on a Google Map layering system. The
program would include the ability to search for properties; view search results in text
format or in map format, and include images associated with each listing. Data feeds
from the MLS database would automatically update the program nightly so that listings
are always up to date. Elgin County is able to access the MLS database through an
existing data access agreement with MLS.
Because this project is outside of the scope of the original RFP there will be an
additional cost. Due to efficiencies in the Economic Development budget monies are
available to be directed towards this project. The cost for GiantGoat Web Development
to undertake this project would be $12, 600.
GiantGoat Web Development has been working with Elgin County to migrate and
reorganize the main County of Elgin website and the Economic Development website
since April of 2012. Giant Goat Web Development is also presently working with the
Township of Southwold, the Township of Malahide and the Municipality of Dutton -
Dunwich to redesign their municipal websites. Therefore, they have accumulated a
detailed understanding of the County's online presence.
It should also be noted that GiantGoat is an experienced developer in the area of
GPS /GIS /Mapping projects, and have several ongoing and completed projects which
demonstrate their competency in this complex field. Currently they are working on a
cultural map for the City of Guelph, a project which is working to provide a friendly and
useful map of a large number of categorized points of interest submitted by city
residents, and organized into a number of categories. They have also completed
Mylnternational, a quick- response alert and risk management mapping system for
international travellers and a similar travel risk management system for Nippising
University.
Taking into consideration GiantGoat Web Development's knowledge of County
websites, the cost savings of this understanding, experience of the company, and the
quality of the work that has been demonstrated with ongoing County of Elgin projects,
staff are recommending that GiantGoat Web Development be retained to complete the
project. The rationale presented to sole source this work meets the requirements of the
County's procurement policy as described in section 3.12:
In circumstances where there may be more than one source of supply in
the open market, but only one of these is recommended for consideration
on the grounds that it is more cost effective or beneficial to the County and
where the expenditure will exceed $25,000.00, approval must be obtained
from the Senior Management Team and County Council prior to
negotiations with the single source. The Director or designate shall be
43
responsible for submitting a report detailing the rationale supporting the
use of the single source.
ii. If the Director requires goods, services or equipment deemed to be
available from only one source of supply, and where the expenditure will
exceed $25,000.00, the Director shall initiate a report to County Council
requesting that the tendering procedure be waived and that the Director in
consultation with the Director of Financial Services or the Chief
Administrative Officer be authorized to negotiate with the sole source
supplier.
It should be noted that this project does not exceed $25,000. However, in the sprit of
transparency and the cumulative nature of the work, staff is seeking County Council's
endorsement to retain GiantGoat Web Development.
CONCLUSION:
GiantGoat Web Development is currently in the process of migrating www.elgin -.
county.on.ca and www.progressivebynature.com to a new content management system
and reorganizing website content to make it more user friendly. The Land and Space
section of www.progressivebynature.com requires the development of an Interactive
Realtor Mapping Program in order to properly promote Elgin County's available
commercial, industrial and agricultural properties online to potential investors. It is
recommended that GiantGoat Web Development be retained to complete this project.
RECOMMENDATION:
THAT GiantGoat Web Development, be retained to create an Interactive Realtor
Mapping Program for integration into the Land and Space section of the Economic
Development Website, as described in the November 8th, 2012, report; AND
THAT the $12,600 for this project be found through efficiencies in the Economic
Development budget.
All of which is Respectfully Submitted Approved for Submission
Alan Smith Mark G. McDonald
General Manager of Economic Development Chief Administrative Officer
Katherine Thompson
Marketing and Communications Coordinator
44
•
•
•
REPORT TO COUNTY COUNCIL
FROM: Susan McConnell,
Administrative Services Coordinator
DATE: November 15, 2012
SUBJECT: Schedule of Council Meetings for 2013
INTRODUCTION:
Council needs to set a meeting schedule for the year 2013.
BACKGROUND:
Traditionally, council meets the second and fourth Tuesday of each month.
Attached for council's consideration are suggested meeting dates of Elgin
County Council for 2013. Council can change meeting dates at any time,
with advance notice.
CONCLUSION:
A meeting schedule is required for 2013.
RECOMMENDATION:
THAT the report titled "Schedule of Council Meetings for 2013" dated
November 15, 2012 be adopted.
All of which is Respectfully Submitted Approved for Submission
Susan McConnell Mark G. McDonald
Administrative Services Coordinator Chief Administrative Officer
45
SCHEDULE OF COUNTY COUNCIL MEETINGS FOR 2013
MEETING DATE TIME
January 8
January 22
9:00 a.m.
9:00 a.m.
February 12 9:00 a.m.
March 12
March 26
April 9
April 23
May 14
May 28
June 11
June 25
July 9
July 23
August 13
August 27
September 10
September 24
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
9:00 a.m.
- Special Meeting
- 10 year plan & capital budget
- operating budget
- one meeting due to ROMA /OGRA February 24 -27,
2013 in Toronto
9:00 a.m. - meetings may not be required in August
9:00 a.m. (AMO Conference August 18 -21, 2013 in Ottawa)
9:00 a.m.
9:00 a.m.
October 22 9:00 a.m.
November 12
November 26
December 10
December 12
9:00 a.m.
9:00 a.m.
7:00 p.m.
9:00 a.m.
- Warden's Election
- Regular Council Meeting
Council Meetings are normally held every 2nd and 4th Tuesday of the month and
are subject to change.
46
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: November 5, 2012
SUBJECT: Township of Southwold Shedden Library Committee
INTRODUCTION:
Township of Southwold Council recently formed the Shedden Library Committee to
examine the future building needs of the branch. This report informs County Council
about the committee's mandate and recent activities.
DISCUSSION:
Southwold Council established the Shedden Library Committee in July 2012 with a
mandate to "create appropriate justification to support a long range plan for a proper
facility for a new Shedden Library ". This includes an examination of challenges with the
current library facility, possible options to address these challenges (including a new
location), associated costs, sources of funding, the level of community support and the
feasibility of proceeding in relation to finances / priorities within the Township. The
committee is comprised of two members of Southwold Council and four residents of the
Township. The Director of Community and Cultural Services and the Supervisor of the
Shedden Library also serve on the committee in an advisory capacity.
County Council is aware of the challenges faced with the current facility in Shedden.
The library comprises 1,064 square feet, well below recommended guidelines of
approximately 2,500 square feet for the population served. As recently as 2007, the
library had to suspend operations for approximately six months in light of health and
safety issues (see attached press release.) These issues were rectified by the
Township in the short -term but a longer -term solution needs to be sought in order to
ensure that a similar disruption does not occur again. Issues such as maintaining a
suitable temperature, ample parking and accessibility for patrons with disabilities
(including washrooms) continue to persist and stand to threaten the viability of service
from the current location if left unaddressed. County Council has recognized these
challenges by virtue of the current lease between the County and the Township which
operates on a "month to month" basis and pays only $7 per square foot per year (not
indexed to inflation), much lower that the $12 per square foot plus annual inflation that
other branches receive. From this perspective, the Township's action to formally review
the needs of the library is welcomed.
To date, the committee has undertaken the following activities:
• An on -line survey was conducted between September and November that
solicited at least 176 responses which is an excellent rate. The results of this
47
survey are currently being analyzed by the committee but initial feedback
indicates positive support for a new facility.
• A tour and analysis of Springfield Library took place in late September given that
this branch serves a similar population from a new facility.
• An open house was held at the Shedden Library on October 19, 2012 as part of
Ontario Public Library Week at which members of the committee were available
to answer questions from the public. This event was very successful and
attracted approximately 200 residents throughout the day who were able to share
their views about the future direction of library services in the Township.
The committee is now in the process of analyzing information provided by members,
residents and library staff for a future presentation to Southwold Council that will identify
a range of options and issues to consider before a formal decision is made to improve
or re- locate the Shedden Library. It must be stressed that no formal decisions have
been made on this matter at the present time.
CONCLUSION:
Staff will continue to participate in and monitor the committee's activities and will bring
forward relevant information to County Council as time progresses, especially
developments that have the potential to impact the County's budget or operation of the
library.
RECOMMENDATION:
THAT the report "Township of Southwold Shedden Library Committee" dated November
5, 2012 be received and filed; and
THAT this report be forwarded to Southwold Township Council as well as Shedden
Library Committee for information purposes.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
48
Press Release
TOWNSHIP OF SOUTHWOLD
Tuesday, March 27th, 2007
For Immediate Release
COUNTY OF ELGIN
Shedden Library Closed Indefinitely
Central Elgin, Ontario — Recurring plumbing problems as a result of an aging
infrastructure have forced the closure of the Shedden branch of the Elgin County Library
for an indefinite period. The Township of Southwold is currently engaged in efforts to
secure a temporary location for the branch but, according to Mayor Jim McIntyre, our
short -term options in Shedden are admittedly somewhat limited. We are working with
staff in the Elgin County Library to explore every option." In the long -term, the Township
has engaged the services of an architect to determine options for a new or renovated
facility based on provincial guidelines. According to Mayor McIntyre, "I am confident we
are headed to a long -term solution that will lead to improved library services for
Southwold."
The Elgin County Library is currently taking measures to redeploy staff to other
locations to the extent possible. In the interim, Shedden patrons are encouraged to use
any of the library's ten other locations, including Port Stanley and Dutton.
For further information regarding building issues, please contact Mayor Jim McIntyre at
the Township of Southwold, 519 - 769 -2010. For further information about the services
of the Elgin County Library, please contact Brian Masschaele at 519 - 631 -1460, x138.
-30-
49
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: October 5, 2012
SUBJECT: Land Ambulance Emergency Medical Services — Go Forward Position
INTRODUCTION:
The County of Elgin has an agreement with Thames Emergency Medical Services to
provide emergency medical services for the County of Elgin and City of St. Thomas, the
contract expires on December 31, 2013.
Due to the considerable amount of time to initiate some of the options, it is necessary
that a decision on how to proceed be completed before December 1, 2012.
The County of Elgin is the Designated Delivery Agent and is responsible and
accountable for providing emergency medical services within the County of Elgin and
the City of St Thomas, just as, the City of St. Thomas is responsible and accountable for
the provision for Ontario Works for the city and county.
This report discusses the options available to County Council for the provision of
emergency medical services and seeks approval for staff action.
DISCUSSION:
A Request for Proposal (RFP) was initiated in the spring of 2003 for the provision of
land ambulance services in the County of Elgin and the City of St. Thomas. There were
several proposals received and the County decided to accept the proposal of Thames
Emergency Medical Services due to its level of service that was consistent with the
RFP. The County signed a five year agreement with Thames Emergency Medical
Services that expired on December 31, 2008.
Section 2, Clause 5 of the agreement between the County of Elgin and Thames
Emergency Medical Services allows for an extension of an agreement.
It states;
The parties of this contract may, by mutual agreement in writing, extend the term of this
contract for subsequent periods, each up to five (5) years. The County will provide the
operator with 12 months advance notice of its intention to renegotiate such an
extension. For each extension, the negotiations and the terms of the contract extension
must be complete and agreed upon no later than June 30 of that year."
50
The agreement was extended for an additional 5 years due to the successful delivery of
services provided by Thames EMS. Specifically managing within budget each year;
having response times that were less than which is mandated by the Ministry of Health;
and having a outstanding service review by the Ministry of Health. There were many
other factors that were reviewed and thoroughly discussed by staff and Council but
money, time and quality were the three most important factors in deciding to extend the
service. Each of the above characteristics met or exceeded the requirements of the
County of Elgin.
There are three general options to provide services to the County of Elgin: a direct
delivery service model; a municipal owned delivery service model; and a shareholder
corporation service delivery model, see Appendix B for a comparison of models. This
report will now review each in turn.
A direct delivery service (DDS) model (county operates in- house) would have all staff
under the direct supervision of county personnel. The chief of emergency medical
services would report to the chief administrative officer as other department heads do
presently. The county would be responsible for all labour, financial, equipment,
administrative and other costs. The majority of services in Ontario are done in- house.
Staff is not recommending the DDS due to: impact on county wages, benefits, and
insurance policies; no distance between Council and emergency medical services; and
increase in the time required by present county staff for the in- direct services.
A municipal owned enterprise delivery service (MODS) model (Commission or Board)
would perform the duties as specified in the agreement. A MODS is a model that lies
somewhere in between a direct delivery service and a shareholder corporation delivery
service, but is technically at arms length to the municipal corporation. The municipal
enterprise has many benefits: arms length distance between County and business;
county can have greater accountability and transparency through performance
requirements and reporting to council; reduced exposure verses direct delivery model;
and ability to achieve greater savings and or control costs increases. The County of
Middlesex has migrated to this model in April 2012.
Shareholder corporation (current model) delivery service (SCDS) model is a public or
private corporation that provides the service as defined by the contract, i.e. meeting the
requirements of the Ambulance Act. The corporation has many benefits: the County
experience has been positive; high quality of service; faster operational decision
response times; and flexible decision making.
The present agreement is divided into nine sections: management and administration;
operational wages and benefits; consumable supplies; vehicle operations; facilities;
office expense and travel; insurance; fees and charges; and management fees. All the
above sections, except management fees, account for $7,944,858 or 96.6 % of the total
expenses for the service currently being provided by Thames EMS. The above costs
exclude all taxes (PST and HST). After reviewing all the financial data, staff conclude
that no matter who operates the service (DDS, MODS, and SCDS) the majority of the
costs are common to all potential bidders. See Appendix A for costing breakdown.
51
It is estimated that the following are common costs to most organizations, although
other organizations might have a different strengths in financial and operational
efficiencies which could reduce the expenses of: an operational manager; duty
managers; paramedics; drugs; fuel oil and repairs to vehicles; facility lease payments;
repairs to facilities; utility charges to facilities; telephone charges; insurance for property
and liability; legal costs for contract negotiations; and auditing.
The remaining costs of $283,892 or 3.4% is the management fee. But those costs
include payroll administration; accounts payable administration; accounts receivable
administration; management of the business; transportation; and any other costs that
are not included in approved budget (eg damage to a facility).
Thames Emergency Medical Services understands that the agreement expires on
December 31, 2013. In recognition of that fact TEMS proposed a contract extension to
the County of Elgin, see attached confidential Appendix C (sent under separate cover).
While this offer is enticing, there is no way of knowing if its competitive since it hasn't
been tendered for 10 years.
This is the ninth year, an initial five year term was extended for an additional five years,
of an agreement between Thames Emergency Medical Services and the County of
Elgin. The next 5 year agreement would represent approximately $45,000,000 in
expenditures over the life of the agreement. As such in order to be fair, honest and
transparent the County of Elgin should issue a Request for Proposal for Land
Ambulance Emergency Medical Services. The RFP process would highlight that the
successful corporation would meet the needs of the County of Elgin and the City of St.
Thomas.
CONCLUSION:
In compliance with the procurement policy staff is recommending the County issue a
Request for Proposal for land ambulance services, in order to be open, honest, fair and
transparent.
RECOMMENDATION:
THAT the County of Elgin advertise for a Request for Proposal for the Provision of Land
Ambulance Services for the County of Elgin and the City of St. Thomas; and,
THAT staff report to Council the results of the Request for Proposal by April 2013.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
52
Appendix A
2012 Annual Expense for Emergency Medical Service for the
County of Elgin and the City of St. Thomas
Cost Centre
Description
2012
% of Total Expense
Management and
Administration
Operations and Duty
Managers
$777,388
9.45
Operational Wages
and Benefits
Paramedics salary,
benefits training
$6,102,839
74.16
Consumables
Supplies
Medical Treatment
Consumables
$150,796
1.83
Vehicle Operations
Fuel, Oil, Grease,
Repairs, etc
$349,949
4.25
Facilities
Building expenses:
utilities, repairs, lease
payments, taxes etc,
$315,850
3.84
Office Expenses and
Travel
General
administration costs,
telephone,
communications
equipment, cleaning,
etc
$60,537
0.74
Insurance
Liability and property
$83,497
1.02
Fees and Charges
Audit, legal and bank
charges
$40,431
0.49
Management Fee
Owners Equity
$283,891
3.44
Total excluding taxes
Total expenses
$8,228,749
100.00
53
Appendix B
Comparison of the three models
Service Provided by Direct Delivery, Service provided by
Municipal Enterprise, and Service provided by a
Shareholding Company
Direct Delivery Service: The service is provided by the County of Elgin and the County of Elgin
is the employer of all employees (paramedics, administrative assistants, duty managers, deputy
chiefs and chiefs, etc). The reporting structure would be similar to any other department.
Municipal Owned Delivery Service: The service is provided by an enterprise that is directly
owned by the county. The service is under the direction of an independent board of directors
who manage the corporation. The reporting structure is through the board of directors and
annually report to the County of Elgin.
Shareholder Delivery Service: The service is provided by an independent corporation that is not
part of the municipality. The company provides all the personnel and management to adhere to
the contract specifications, (i.e. Ambulance Act) and is responsible for maintaining all facilities,
computer equipment, rolling stock, medicines, etc. The County provides all the facilities, rolling
stock, and all other equipment to effectively and efficiently run the service.
54
Direct Delivery
Service
Municipal Owned
Enterprise Delivery
Service
Shareholder
Corporation Delivery
Service
Personnel
County directly
responsible for all
personnel including
payroll, benefits, work
person compensation
claims
Enterprise directly
responsible for all
personnel including
payroll, benefits, work
person compensation
claims
Shareholder
Corporation directly
responsible for all
personnel including
payroll, benefits, work
person compensation
claims
Responsibility,
Authority and Control
Department reports to
Chief Administrative
Officer
Enterprise reports to
board of directors
Shareholder(s)
reports to designated
county employee
Finances
County responsibility
for all liabilities
Enterprise is
responsible for all
liabilities
Shareholder
corporation is
responsible for all
liabilities
Regulations
Duties are governed
by the Ambulance Act
Duties are governed
by the Ambulance Act
Duties are governed
by the Ambulance Act
Direct Delivery Service: The service is provided by the County of Elgin and the County of Elgin
is the employer of all employees (paramedics, administrative assistants, duty managers, deputy
chiefs and chiefs, etc). The reporting structure would be similar to any other department.
Municipal Owned Delivery Service: The service is provided by an enterprise that is directly
owned by the county. The service is under the direction of an independent board of directors
who manage the corporation. The reporting structure is through the board of directors and
annually report to the County of Elgin.
Shareholder Delivery Service: The service is provided by an independent corporation that is not
part of the municipality. The company provides all the personnel and management to adhere to
the contract specifications, (i.e. Ambulance Act) and is responsible for maintaining all facilities,
computer equipment, rolling stock, medicines, etc. The County provides all the facilities, rolling
stock, and all other equipment to effectively and efficiently run the service.
54
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: November 13, 2012
SUBJECT: Federal Infrastructure Plan Recommendations
INTRODUCTION:
The federal government has initiated a process of research and consultations to
develop a federal long -term infrastructure plan. The Province of Ontario has prepared a
list of recommendations for the federal plan and has asked municipalities for their
support.
DISCUSSION / CONCLUSION:
Ontario has released "Building Canada Together: Ontario's Recommendations for the
Federal Long -Term Infrastructure Plan" and is encouraging municipalities to support
their recommendations.
Ontario's recommendations support investment in core economic infrastructure, such as
highways, water and wastewater systems and public transit. The recommendations
suggest funding to be supported by strong business cases that clearly demonstrate
anticipated economic benefits, using primarily per capita allocations and include target
funding for national border crossings and a national transit strategy. They also
recommend mandatory asset management information for all funding requests.
Staff are encouraged that the federal government has acknowledged that a vast
majority of infrastructure was built in the growing economies of the 1950s to the 1970s
and those assets are at the end of their lifecycle and require investment to support
future economies.
While staff fully supports a long term federal infrastructure plan, the province's
recommendations may not fully benefit smaller municipalities like Elgin County who are
not responsible for many of the country's core infrastructure assets identified in the
province's report. Any senior government infrastructure plan should be reliable,
sustainable and be flexible to address local needs to be of most benefit to the County of
Elgin.
Other groups such as the Municipal Infrastructure Forum (a national coalition
representing business, local governments and professional associations) are also
providing their input to the federal government, and their ideas and suggestions may
best suit local infrastructure needs.
55
RECOMMENDATION:
THAT the report titled "Federal Infrastructure Plan Recommendations" be received and
filed.
All of which is Respectfully Submitted
Peter Dutchak
Deputy Director of Engineering Services
Clayton Watters
Director of Engineering Services
56
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
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As you are aware, the federal government has been carrying out a 12- month -long process of
research and consultations to develop a federal long -term infrastructure plan. Ontario has been
actively engaged in this process since we are comndleed to ensuring Infrastructure investments
are delivered to support economic growth and strong communities. I am pleased to inform you
of the release of mfg Canada Together. Ontario h Recommendations for the Peden',
Lang -Tenn inbustrudine Pion.
As shown In the followiig graph, the McGulnty government has been investing a tgnilloantly
more In Ontario's publlo Infrastructure renewal to support local soonomi* growth, enhance
buelnese oohs and local quality of Ne, than the federal government has invested In
I nhnirslruatvne through transfers to al provinces, territories and rnlsnidpaitles from coast to coast
to wadi The federal government now has the opportunity to invest more In Infrastnicbtse to
achieve our shared national economic policy goals.
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I belays we share a mutual interest in advancing Canada's ire priorities — interests
that are grounded In good public policy principles that we can all agree on. Without effective
and efficient €ransportatlon networks, Transit services, water and wastewater systems, and other
infras1nzcture assets, we cannot get to work, get goods to market, or compete In the global
economy. Welknalntalned infrastructure is the foundation of a strong economy, and a
cornerstone of vibrant and prosperous conimunities.
Infrastructure Investment drives economic growth and enhances competitiveness. In a 2009
survey of ewecutvss from 21 countries, 90 per cent said that the quality and availability of
infrastructure d46vectty kdluenoss their choke in Iocetlng and wending business operations.
Research suggests that the rate of return on pubilo capital in Canada is between 11 and 25 per
Cent.
Based on our experience developing our own brig -term krfraetructune plan, Buildng Together;
as well as ongoing research and consultations, Ontario has developed the foIowIng five key
recommendationk for the federal song -term Infrastructure plan:
• Invest kr Key Economic Infra shvcturc Core economic kritaskaciare produces Iager
economic benefits than other types of infrastnrcture et a ratio of 21.
• increase Federal Investment For 2011 -12, Ontario's punned in reetrucfuro lnvesirnent was
more then $92.4 Mon, while the federal government's infra stru41ure investment to ail provkras,
tenttorles and murioipalitiee ccrobkred was $4.8 bi■on.lie a percentage of Gross Domestic
Product, Ontario's invesknent was 1.9 per cent versus the federal government's 0.3 percent.
• Asset Management Planning: Al orders of government need to understand the extern, age and
oonditbn of infrastructure in order to prioritize projects more effectively.
• Private Sector innovation: Mltaetudua Onterls has been involved With 79 projects using the
Alternative Flnancing and Procurement (AFP) model since 2006, wlddn includes significant
private-eector engagement while protecting public ownership. The value for money eevkrge of
the projects that IMream:ture Ontario hew brougtd to market is about! $3 bMon. The nest federal
pion should promote odder use of AFPs when appropriate across federal infrastructure programs.
• Streamline Administration: The federal goyerr!nert should mirk with provinces and territories
to reestablish program parameters and allow provinces more flexibility in using federal fundkg'br
priority projects. Cooperative par nershipe acroee the three oar of government should be
emphasized.
Ontario is reootnmendkng that the federal government focus investments In strategic core
economic Infrastructure, such as highways, roads and bridges, border crossing and
gateways, public transit, and water and wastewater systems, These Inveatnwents ail boost our
nation's productivity and the global oompetltivenesp of our cities and regions. The Greater
Golden Horseshoe alone accounts for about 25 per cent of Canada's Gross Domeatio Product;
the population in the Greater Golden Horseshoe Is expected to grow by almost 50 per cent over
the next 25 years. As a result, we are calling for a national transit strategy that is visionary
and that will oonstihde real and significant Won building in Canada's cities. We must act
together to address the congestion choking or threatening our major Urban centres In order to
position them for cardlnued economic growth.
We are vary encouraged by the federal. government's actlons to date to engage provinces,
territories, municipalise and stakeholders In the development of a federal Tong -term
infrastructure plan.
...lcont'd
217
58
3-
Ontario encourages the federal government to act qulddy to deliver a long -tenn plan that builds
on our past successes and that brings stable and predictable funding to provinces and
territories. Ooleotiuely, we have a responeiblilry — federal government, province* and territories,
and municipalities -- to work together to realize the optimal level of Investment in Iirastructwa,
and Invest in a way that best supports Canada's economic inure.
Our detaled submission is available on ow ministry's website. To aaaeea the full aubmiseton,
please visit www.mol.gov.oc.calenlinhastruotweritip/.
I would encourage you to participate In the federal long-term Infrastructure plan consultation
process and voice your support for Ontario's recommendations by contacting your local Member
of Parliament, or the Honourable Denis Lebel, federal Minister of Transport Infrastruchrne and
Communities, by mall at Tower C, 33O Sparks Street, Ottawa, Ontario K1A ON5, or by e-mail at
pian®info.go.ca.
We look forward to working with the federal government to develop a plan that strengthens
economic growth, competitiveness and produciiirlgr, and doing so in a way that mardnlzes
Invssirnerts by provincial and federal governments.
Merely,
Bob Ghianeli
Minister of Ire
Minister of Transportation
218
59
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: November 13, 2012
SUBJECT: Dexter Line EA — Status Report
INTRODUCTION
The County of Elgin is in the final phase of a Municipal Class Environmental
Assessment (EA) planning process to address Lakeshore erosion occurring west of
Port Bruce that threatens County Road #24 (Dexter Line) and the Port Burwell
Secondary Watermain that resides on the County road allowance.
The County's consultant has prepared a detailed Status Report (attached) that
updates Council on work done to date and identifies items that need to be
completed before the project can be implemented.
DISCUSSION
In May 2006, County Council adopted a problem statement to commence the EA
process and to establish the parameters and scope for the assessment and
consultation process. Early in 2010 the problem statement was amended to include
further reference to the existing Port Burwell Secondary Watermain, owned by
others but located on the County road and therefore impacted by any solution. The
list of alternative solutions was also amended to include an option of only relocating
Dexter Line and not completing any shoreline protection to simplify the EA.
At the beginning of the planning process, many potential solutions and options were
measured and considered against the problem statement, public /agency input,
environmental impacts, ability to gain approvals and cost.
The following options were formally identified and considered during Phase 2 of the
planning process:
1A Relocate County Road 24 and construct one shoreline groyne for road
protection.
1B Relocate County Road 24 and construct a breakwall for road protection.
2 Retain existing County Road 24 alignment and construct full shoreline
protection.
3A Relocate County Road 24 to an existing municipal road.
3B Relocate a portion of County Road 24 to a new road alignment.
4 Close County Road 24 west of Port Bruce to County Road 36.
5 Do nothing.
60
During 2009 and 2010, a Dexter Line Erosion Committee (comprised of the Warden,
Mayor of Central Elgin and Mayor of Malahide) had met several times to discuss
project alternatives and funding strategies. The Committee has written both the
M.P. and M.P.P. to make them aware of the existing conditions and the inevitable
consequences should nothing be done. Meetings with the M.P. and M.P.P. have
also been held with the committee to show them first hand the magnitude of the
problem. Our Members of Parliament forwarded these concerns to their peers and
cabinet ministers in search of funding programs and to seek assistance from
affected agencies. Unfortunately, their response stated that funding for the project
was not available. Additionally, correspondence from the Ministry of Natural
Resources suggested that an application to approve any in water" work may be
onerous and may be met with some resistance.
Although the lake bank erosion regression is unpredictable, it does recede at an
average of 1.8m annually. Geotechnical studies have suggested that when the top
of bank is within 35m of the edge of road, the road may be considered unsafe and
would necessitate a frequent monitoring schedule to assess conditions. One
section of Dexter Line has breached this offset distance and is therefore being
monitored monthly by the County's consultant. When conditions change, the road
will be closed. This may occur at any time and is inevitable.
In March 2010, after considering the options, exhausting funding opportunities and
to move forward with a solution, Council unanimously approved an option to
relocate Dexter Line to a new road alignment (Option 3B).
Preliminary erosion modelling to determine future regression has concluded that
Dexter Line could be safe from lake bank erosion for at least 50 years by relocating
it away from the lake bank without erosion mitigation along Lake Erie. This is the
solution our predecessors employed 50 years ago. This solution has significantly
less cost and approvals are dictated by County Council and the EA process only.
Implementation timelines are also reduced by eliminating "in- water" work in the
project scope. An EA could be initiated in the future to pursue shoreline protection
separately if so desired.
The estimated cost to relocate Dexter Line for 3.5km is approximately $4 million,
and is included in the County's 10 year Capital Plan. Physical construction of the
new road alignment is scheduled for 2014 and 2015. For this to occur, the following
must be completed by the end of 2013:
• Finalize project studies to the satisfaction of review agencies
• Prepare, review and submit Environmental Assessment Report (ESR)
• Issue Notice of Completion for final public comment
• Hire surveyor and complete legal surveys
• Hire consultant and complete detailed engineering design
• Hire land appraiser and acquire lands for new road alignment
61
CONCLUSION
Dexter Line has been threatened by lake shore erosion for many years. In 2006,
the County of Elgin began a formal planning process for Dexter Line.
The Dexter Line Erosion Committee met with the local M.P. and M.P.P. to discuss
the erosion along Dexter Line. Correspondence from the Minister of Infrastructure
stated that funding was not available for shoreline protection works.
In 2010, County Council supported a solution to relocate Dexter Line to a new road
alignment, as was previously done 50 years ago.
The EA planning process is near completion and project implementation is
scheduled for 2014 and 2015. These funds have been included in the County's 10
year Capital Plan.
RECOMMENDATION
THAT the report titled "Dexter Line EA — Status Report" be received and filed.
Respectfully Submitted
Peter Dutchak
Deputy Director of Engineering Services
Clayton Watters
Director of Engineering Services
62
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
STATUS REPORT
November 2012
Elgin County Road 24
Relocation Project
Municipal Class EA
County of Elgin
Spriet Associates
63
Spriet Associates
155 York Street
London, Ontario, Canada
N6A 1A8
Phone: 519- 672 -4100
Fax: 519-433-9351
E -mail: mail @spriet.on.ca
To Clayton Watters, Director of Engineering Services
Peter Dutchak, Deputy Director of Engineering Services
County of Elgin Engineering Services Department
cwatters @elgin- county. on. ca
pdutch ak @el gi n -cou nty. o n. ca
Copy John R. Spriet, Project Engineer mail @spriet.on.ca
Spriet Associates
From David Mihlik, Project Planner 519 - 652 -9090 • mail @arvadesign.ca
Subject STATUS REPORT - NOVEMBER 2012
Elgin County Road 24 Relocation Project
Municipal Class Environmental Assessment
County of Elgin
File 203182 -1
Date November 9, 2012
Contents 1. Class EA Planning Process - Phase 4
2. Existing Conditions
3. Proposed Road Relocation Project
Introduction The Elgin County Road 24 (Dexter Line) relocation project is being planned in accordance
with the Municipal Class Environmental Assessment (Class EA), as a Schedule C activity.
There has been an extensive consultation program with the public, property owners and
review agencies concerning the shoreline erosion problem, project alternatives, and the
best solution to the problem. The proposed project approach is been supported by a series
of technical studies.
The Class EA process is now expected to be completed by very early 2013. This Status
Report provides an update on recent work and the current status of the project.
Cover photos - November 7, 2012
Upper: view southeast near the start of the proposed new road in Property 1
Centre: view west along the curve in Property 8 at the east end of 1963 road relocation
Lower: view east of the eroding shoreline bluff slope within the monitored area
SPRIET ASSOCIATES - 2012.11.09 - 2031821 GB01.wpd 1
64
1. CLASS EA PLANNING PROCESS - PHASE 4
The Municipal Class EA for the proposed County Road 24 Relocation Project is now in Phase 4 and is
nearing completion. The flow chart that guides the Municipal Class EA process is shown in Figure 1. Once
Phase 4 is finalized, the Class EA planning process is completed, and the project proceeds to
implementation in Phase 5, which will include detailed engineering design, property acquisition, pre -
construction approvals, and project construction.
Items to be completed in Phase 4 include:
• Finalize project technical studies and related approvals / clearances
• Prepare the Environmental Study Report (ESR)
• Review of draft ESR by Elgin County staff and key review agencies, including MOE
• Submit final ESR and Notice of Completion to the County for authorization to issue Notice
• Notice of Completion is issued, the ESR is available for public / agency review for 30 days
• The Class EA is considered complete if there are no objections (Part 11 Order requests) to the
Minister of the Environment) by the end of the specified Notice of Completion period
Project Studies
Studies prepared for the project are summarized in Table 1. At present, the only item to be finalized is the
approval of a Stage 3 Archaeological Assessment Report (P066- 100 -2011) by the Ministry of Tourism,
Culture and Sport (MTCS). This report is currently being revised by the consulting archaeologist (Mayer
Heritage Consultants Inc.) to satisfy MTCS requirements, and should be submitted for Ministry review
within a week. All other Archaeological Reports have received MTCS approval.
Environmental Study Report
The ESR is intended to document the Class EA process, and includes a review of the planning process
that was undertaken, the problem statement, alternative solutions, road design alternatives, project
description, and concludes with the project implementation and monitoring requirements that are to be
carried forward to Phase 5. Report appendices include an itemized inventory of project correspondence
and documents, and copies of the technical reports listed in Table 1. A draft ESR was prepared in April
2012 for review. The final updated version of the ESR is now being prepared and will be completed for
review (with full appendices and documentation) by early December, assuming the last MTCS report
approval is provided in November. Once completed, the ESR will be reviewed by staff and key review
agencies to determine if there are any significant issues that need to be considered before the Notice of
Completion is issued.
Notice of Completion
The Notice of Completion will be submitted with the final version of the ESR for review and authorization
by Elgin County Council and staff. The Notice of Completion is similar in format to the previous project EA
notices, and provides a 30 day review period. ESR summaries are typically circulated with the Notice of
Completion to agencies, local property owners and other members of the public who have been involved
in the project or requested notice. Copies of the Notice are also placed in local newspapers. It is
anticipated that the full ESR will be placed on a web page for downloading to minimize printing costs. If
there are concerns from agencies or the public (which includes property owners) that cannot be
satisfactorily addressed, then a request can be made to the Minister of the Environment for a Part 11 Order
(a reference to Part I I of the Environmental Assessment Act) within the specified 30 day notice period. It
is usually preferable to attempt a local resolution of any issues rather than a lengthy MOE review and the
potential for more extensive environmental assessment requirements.
SPRIET ASSOCIATES - 2012.11.09 - 2031821 GB01.wpd 2
65
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TABLE 1
SUMMARY OF PROJECT STUDIES
Elgin County Road 24 Relocation Project - Class EA
DATE
STUDY AUTHOR AND TITLE
Shoreline Geotechnical and Engineering Studies
April 19, 2004
Golder Associates Report No. 041 - 130002; "Geotechnical Investigation, Lake Erie Bluff
Slope Elgin Road 24 (Dexter Line) County of Elgin, Ontario" (Draft)
February 2005
Shoreplan Engineering Limited, "Road 24 Shoreline Protection Concepts" (Final Report)
July 20, 2006
Shoreplan Engineering Limited, "Road 24 Shoreline Protection Design" (Final Report)
September 28, 2006
Terraprobe Limited, "Geotechnical Engineering Assessment, Lake Erie Shoreline Slope
Stability and Erosion, Elgin County Road 24, Port Bruce, Ontario"
November 2, 2008
Shoreplan Engineering Limited, "Shore Protection - Elgin County Road 24 (Dexter Line)"
(Letter Report - update to previous study)
2010 - 2012
(ongoing)
Golder Associates, regular reports to the County of Elgin Engineering Services Department on
shoreline bank erosion at critical points near County Road 24
Project Studies - Proposed Alignment and Alternatives
June 15, 2007
Golder Associates, Report No. 041 - 130002 -1; "Geotechnical Assessment and Investigation,
Catfish Creek Slope, Elgin County Road 24 (Dexter Line), County of Elgin, Ontario"
September 2008
BioLogic, "Natural Heritage Study Background Report"
November 13, 2008
F.R. Berry and Associates, Review of project alternatives (transportation planning perspective)
(Letter Report)
December 17, 2010
Golder Associates, Report No. 10- 1132 -0053; "Geotechnical Investigation, Dexter Line
(Elgin County Road 24) Realignment, County of Elgin, Ontario"
November 3, 2011
Golder Associates, Letter Report No. 04- 1130 - 002 -L02; "Updated Slope Assessment, Dexter
Line Realignment, County of Elgin, Ontario"
September 27, 2012
Updated Final Report
BioLogic Incorporated, "Natural Heritage Study"
Draft Reports: Feb. / March 2012; Full Report May 9, 2012
Archaeological Assessment Reports
January 2011
Paul J. C. O'Neal, Mayer Heritage Consultants Inc., "Archaeological Assessment (Stages 1
and 2), Elgin County Road 24 (Dexter Line) Relocation, Malahide and Yarmouth
Townships, Elgin County, Ontario ", P040- 356 -2010.
October 31, 2011
Kristy O'Neal, Mayer Heritage Consultants Inc., "Archaeological Assessment (Stages 1 and
2); Elgin County Road 24 (Dexter Line) Proposed Natural Areas, Pt Lot 24, Conc. 1,
Yarmouth Township, Elgin County, ON ", P066- 126 -2011.
July 26, 2011,
Revised
April 3, 2012
Kristy O'Neal, Mayer Heritage Consultants Inc., "Archaeological Excavation (Stage 4)
County Road 24 /Dexter Line Road Realignment, Part of Lot 1, Concession 1, in the
Township of Malahide, Elgin County, Ontario ", P066- 116 -2011.
August 9, 2012
Kristy O'Neal, Mayer Heritage Consultants Inc., "Original Report on Archaeological
Assessment (Stages 1 and 2), Elgin County Road 24 (Dexter Line) Realignment,
Proposed Road Realignment, Part Lot 28, Concession 1, Municipality of Central Elgin,
and Part Lot 1 Concession 1, Malahide Township, Elgin County, ON ", P066- 155 -2012.
July 17, 2011, Updated
and revised report
being prepared for
MTCS approval
(Nov. 2012)
Kristy O'Neal, Mayer Heritage Consultants Inc., "Archaeological Assessment (Stage 3);
County Road 24 /Dexter Line Road Realignment, Part of Lots 1 & 2, Concession 1, in the
Township of Malahide, and Part of Lots 24 to 28, Concession 1, in the Municipality of
Central Elgin, Elgin County, Ontario ", P066- 100 -2011.
SPRIET ASSOCIATES - 2012.11.09 - 2031821 GB01.wpd
67
4
2. EXISTING CONDITIONS
The eroding Lake Erie shoreline west of Port Bruce was identified as a concern for County Road 24
(Dexter Line) stability several years before the Municipal Class EA planning process was started. Photo
A in Figure 2 was taken by the Elgin County Engineering Department in April 1998, and shows the
shoreline area where regular monthly monitoring is now undertaken by Golder Associates. The original
Lake Road, shown in the 1998 photo, is now mostly eroded. The approximate alignment of the proposed
new County Road is also outlined on Photo A. Photos B and C in Figure 2 provide recent views
(November 7, 2012) of the eroding top of slope area near County Road 24.
3. PROPOSED ROAD RELOCATION PROJECT
The existing alignment of County Road 24 was established in 1963, when the County Road was relocated
to replace the original Lake Road that was eroding. To show the context between the existing and
proposed road relocations, Figure 3 is based on an excerpt from Plan D769 that was prepared for the 1963
road relocation. The approximate location of the proposed new road relocation is also shown. The
distance between the shoreline and the new road will be considerably increased, compared to the 1963
road relocation.
Figure 4 is the current version of the proposed road relocation plan. The proposed County Road 24
Relocation Plan was initially presented as part of the Phase 3 consultation program (February 24, 2011
Public Meeting), and an updated Plan was reviewed at the December 14, 2011 meeting with local property
owners. The Relocation Plan has had some recent changes:
• Following further review and consultation, the proposed deer crossing in the Property 2 ravine
area (shown in previous versions of the plan) has been deleted and replaced by a special deer
fence. This will result in an estimated saving of over $200,000 for the project.
• The proposed road alignment in Property 10 (and the east part of Property 9) has been
adjusted to avoid the Location 1 area that contains significant heritage resources. This change
also results in a significant cost saving to the project (the total length of proposed new road is
reduced by about 9 %) and eliminates a complex Stage 4 archaeological assessment. A 60kmh
speed limit is now planned from the edge of Port Bruce along the proposed road to the end of
the curve just west of the Malahide / Central Elgin boundary.
The April 2012 draft ESR included a project budget of $4.6 million for road construction, design, testing,
additional archaeological assessment work in Property 10, and related approvals. A new budget
incorporating some cost savings is currently being prepared for the final ESR.
When completed, the new County Road 24 will have a similar pavement width and cross - section design
as the existing road. Stormwater management provisions will be incorporated into the road. Compensating
natural heritage features are being included in the project, with natural areas to be created in Properties
1 and 2 (areas SA1N and SA2N, as shown on Figure 4). The deer fence will help contain wildlife in the
natural areas along the Catfish Creek valley. Small drainage culverts will be positioned for use by smaller
animals to cross the new road. The existing agricultural pond in Property 3 will be relocated to the
proposed natural area in Property 2 (SA2N). It is anticipated that the two natural areas will be acquired with
the land needed for the new road. Areas SA1 N and SA2N will be owned by the County, but not part of the
new road allowance. These areas are currently a mix of agricultural field and natural ravine areas. Once
landscaped and planted, it is anticipated that these areas will regenerate and merge with the adjoining
natural areas.
SPRIET ASSOCIATES - 2012.11.09 - 2031821 GB01.wpd 5
68
Project Approach
There has been an extensive public and agency consultation program as part of this Class EA. The ESR
contains more than 40 project recommendations, plus monitoring guidelines, that are intended to reflect,
where feasible, the results of the consultation program and the technical studies that have been prepared.
The updated ESR will contain a complete project description and list of recommendations. The following
is a selection of items that indicate the proposed project approach.
Ten Year Planning Period The effective planning period for the proposed road relocation
project is ten years, based on the Municipal Class EA planning process that requires a project review and
Class EA Addendum to be prepared and filed after ten years when a project has not been completed. It
is expected that the County Road 24 relocation will be completed well within the ten year period, but
ongoing project work will be needed as the shoreline erodes and sections of the existing access road have
to be closed. Amendment to the current Class EA may also be required to address changing conditions.
Road Allowance Ownership Within the ten year Class EA planning period, the County of Elgin
will retain ownership of the existing and proposed County Road 24 road allowances, including the proposed
local access road connection. Any change in road allowance ownership within the planning period will
require a Class EA Addendum to be prepared, which would be subject to Class EA notice and objection
provisions. As noted, natural areas SA1 N and SA2N will also be acquired by the County.
New Lots Created The proposed new road allowance will require the acquisition of
land from ten properties (numbered 1 to 10). When the new road allowance is established, Properties 2
to 7, 9 and 10 will each have one additional lot, while Property 8 will have two new lots created. It is
understood that the new vacant lots created in Central Elgin are potential rural residential building lots,
although additional planning approvals may be required for some parcels. Property owners will be
responsible for any planning approvals needed to utilize the new lots. All adjacent properties will be
provided with a laneway entrance to the new County Road, to be constructed by Elgin County from the new
County Road to the edge of the road allowance. The location of the entrance will be determined by the
County in consultation with each property owner at the time of final engineering design.
Properties on the Existing Road Road section R2 (see Figure 4) will remain in use as a local road,
with a new intersection to be constructed as part of the new County Road. Within road section R3,
properties that now have a laneway entrance that is within the projected 100 year recession line will
continue to have access to the same road, until such time as shoreline erosion requires that the road be
closed to traffic. If a section of the existing road is required to be closed, the County will construct a new
laneway to those properties that require access. Section R4, between "A" and "B" on the Road Relocation
Plan, is intended to be closed once the new road is constructed. The R4 road section will be monitored by
the County and used as a utility corridor and as a laneway to adjacent agricultural properties until it has
to be fully closed by ongoing shoreline erosion.
Watermain Relocation During engineering design, the Port Burwell Area Secondary
Water Supply System (PBASWSS) will be contacted through the Township of Malahide, as the
Administering Municipality, to discuss design details for the future relocation of the PBASWSS watermain
to the proposed new County Road. Sufficient width will be reserved within the proposed road allowance
for watermain construction. Arrangements should also be discussed with PBASWSS concerning shoreline
erosion monitoring and the existing watermain, and the future provision of water servicing to properties on
existing and proposed sections of County Road 24, and connecting local roads.
Catfish Creek Valley Slope The condition of the Catfish Creek valley slope near County
Road 24 (east end of Property 10, as shown on Figure 4) is to be monitored, with erosion protection to be
installed in the future if needed. The installation of erosion protection adjacent to County Road 24 is
considered to be a separate project.
SPRIET ASSOCIATES - 2012.11.09 - 2031821 GB01.wpd 6
69
Property Owner Consultation The owners of Properties 1 to 10 are to be contacted during
final engineering design to discuss the location of laneway entrances and other property - related design
features for the proposed road relocation project.
Property owners along the sections of County Road 24 that are to be closed are to be contacted prior to
road closure to discuss design details.
Prior to construction, the owners of Properties 1 to 10, plus the property owners adjacent to the proposed
road closings, are to be contacted to discuss construction timing, construction procedures and other
construction - related items that could impact their properties.
Agricultural Drainage Systems The proposed new road alignment will divide agricultural fields
and possibly disrupt existing tile drainage systems. Site drainage for both the proposed road allowance
and adjacent fields will be investigated as part of detailed engineering design for the project. It is expected
that property owners will be consulted during the investigation of existing field drainage systems.
Agricultural drains will be provided with appropriate drainage outlets. Any drains that are disrupted by new
road construction will be reconstructed as part of the proposed project, including the provision of new
header tiles where required. It is expected that most of the new road will ultimately drain to Catfish Creek,
likely through new municipal drains to be established as part of the road relocation project.
Construction Timing and Road Closure The construction of the new County Road section is tentatively
scheduled for 2013 -14, subject to completion of the Class EA, the receipt of all necessary approvals and
property acquisition for the new road. A section of the existing County Road could be closed at any time,
if the road is determined to be unsafe as a result of shoreline erosion. If road closure occurs, County Road
traffic would be diverted north to the nearest County Road, which is County Road 45 (John Wise Line).
Once the new road is constructed, existing road sections R1 and R4 will be closed and the pavement
removed. Removal of existing pavement is important to minimize the future environmental impact of road
erosion. It is expected that the existing pavement can be ground and recycled for use in the new road.
SPRIET ASSOCIATES - 2012.11.09 - 2031821 GB01.wpd 7
70
FIGURE 2
COUNTY ROAD 24 RELOCATION AND MONITORED EROSION AREA
A. 1998 AIRCRAFT VIEW OF SHORELINE (FORMER LAKE ROAD IS NOW ERODED)
PHOTOS B AND C: NOVEMBER 7, 2012
B. VIEW WEST - AREA BETWEEN TOP OF SLOPE AND COUNTY ROAD
C. (BELOW) VIEW EAST SHOWING ERODING LAKE ERIE SLOPE
SPRIET ASSOCIATES - 2012.11.09 - 2031821 GB01 F02
71
ELGIN COUNTY ROAD 24 RELOCATION - CLASS EA
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CO
CORRESPONDENCE — November 27, 2012
Items for Consideration — (Attached)
1. Karen Leibovici, President, Federation of Canadian Municipalities with information
regarding the renewal of Elgin County's annual membership.
74
President
Presrdente
Karen Leibovici
Coar;dlar,
City of Edrnpntcn. Ail
First Vice - president
Premier vice - president
Claude Dauphin
Haire,
arrnndisse ?ent de Lachine
Ville de Montreal, OC
Second Vice - President
Peuxieme vice - president
Brad Woodside
Mayor,
City sef Fredarietorl, NB
Third Vice- President
Troisieme vice-president
Raymond Louie
Cotmcdlor,
City ref 'V vicoUVer, 8C
Past President
President sortant
Berry Vrbanovic
Councillor.
City of Kitchener. ON
Chief Executive Officer
Chef de la direction
Brock Carlton
Ottawa, ON
24, rue Clareme Street.
Ottawa, Ontario <1N 5P3
T.613-241-5221
F, 613 - 241.7440
www.fcm.ca
October 24, 2012
Dear Members of Council:
It's time to renew your annual membership with the Federation of Canadian Municipalities (FCM).
The past year has been very productive for FCM and our members, as we have worked together
to influence federal policies and pave the way for a new long -term infrastructure plan. This all -
important plan for municipalities will replace nearly $2 billion in federal funding due to expire in
2014.
Working alongside our provincial /territorial association partners, FCM is advocating strongly for a
formal announcement of the new long -term infrastructure plan in Budget 2013. This will ensure
the federal government meets its commitment to have the plan and related programs in place for
the 2014 construction season.
We hope you keep FCM's vital work on long -term infrastructure funding in mind as you prepare to
renew your membership. We are also dedicating time and resources to focus on other key areas
of interest for your community over the coming year. These include:
• Policing and public safety — reforming the national policing system to establish a fairer
distribution of responsibilities and resources.
• Rural, remote and northern — improving life in these communities through dedicated
federal programs that address economic and social issues.
• Transit and transportation — addressing transportation, commuting and public transit
issues in the long -term infrastructure plan.
The County of Elgin will benefit from FCM— driven programs by receiving about $7,617,577* in
revenue from GST rebates and the Gas Tax Fund this year. Your 2013 -2014 FCM membership
renewal is only $6,965. Your renewal fee is based on 2011 Census data.
Your membership in FCM makes a difference. As our member base has doubled over the past
decade, we have become more influential in Ottawa. The result: federal investments in
municipalities grew from $125 million to $4.75 billion annually, and this doesn't include the $12
billion from the recent Economic Action Plan.
As we work with the federal government on long -term, sustained infrastructure funding and other
priorities, we need your support to ensure our continued success in advocating for programs that
directly benefit your community.
FCM gives your municipality the strength of close to 2,000 communities across the country to
overcome the challenges you face. Keep our voice strong — renew your membership today.
Yours sincerely,
)i
K ren Leibovici
FCM President
Councillor,
City of Edmonton
* This amount is an estimate based on an average national allocation of federal funds.
75
17588
FCC
f21
3-241-7440
Mr. Mark G. McDonald
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
Canada
Membership Invoice
2013 -2014
Facture d'adhesion
INVOICE /FACTURE: 25019
DATE: 10/11/2012
ACCOUNT /COMPTE: 17588
DUE DATE /DATE LIMITE: 03/31/2013
ITEM /DESCRIPTION
AMOUNTIMONTANT
$6,965.46
Membership Fee for April 1/13 to March 31/14 / Frais de cotisation du 1er avril 2013 au 31 mars 2014
Municipal Dues Calculated with a base fee of $320.00 plus per capita fees of $6,645.46(fee
population of 49,556 x 13.41 cents).
TOTAL:
$6,965.46
PAID AMOUNT /MONTANT PAYE:
$0.00
BALANCE DU /MONTANT DO:
$6,965.46
Please include a copy of this invoice with your payment.
Veuillez retourner une copie de la facture avec votre paiement.
Thank You /Merci
76
FCC
Account Details /
Details du compte
ACCOUNT /COMPTE: 17588
County of Elgin, ON DATE: 10/18/2012
MEMBERSHIP FEES PAID BY / FRAIS D'ADHESION PAYES PAR :
County of Elgin
Municipality of Central Elgin
Town of Aylmer
Township of Malahide
Municipality of Bayham
Municipality of Dutton and Dunwich
Township of Southwold
Municipality of West Elgin
*2011 Census /Recensement de 2011
77
Population*
12,743
7,151
9,146
6,989
3,876
4,494
5,157
49,556
TOTAL: 49,556
CORRESPONDENCE — November 27, 2012
Items for Information (Consent Agenda) - (Attached)
1. Jeff Yurek, MPP, Elgin- Middlesex- London with correspondence regarding the St.
Thomas -Elgin General Hospital infrastructure program.
2. Tony Difazio, Resource Planning Coordinator, Catfish Creek Conservation Authority
with comments relative to the recently adopted County of Elgin Official Plan policies.
3. Cathy Cox, Communications and Public Relations Specialist, St. Thomas Elgin
General Hospital (STEGH) with a press release regarding the STEGH being
recognized as Provincial Leader in Low ER Wait Times and for being awarded an
additional $1.4 million in funding for the excellent performance.
4. Andre Martin, Ombudsman, Ombudsman Ontario with a copy of the first Annual
Report on the investigations of closed municipal meetings for the period of April 1,
2011 to August 31, 2012. (Report available).
5. Hon. Bob Chiarelli, Minister of Infrastructure with an update on Ontario's Municipal
Infrastructure Strategy.
6. Hon. Dwight Duncan, Deputy Premier, Minister of Finance with an update on the
review of the Ontario Municipal Partnership Fund and program allocations for 2013.
7. J. W. Tiernay, Executive Director, Ontario Good Roads Association (OGRA), with
information regarding the changes to the OGRA Constitution.
78
Jeff Yurek, MPP
Ontario
LEGISLATIVE
ASSEMBLY
November 6, 2012
Elgin- Middlesex- London
Honourable Deb Matthews, MPP
Ministry of Health and Long -Term Care
10th Floor, Hepburn Block
80 Grosvenor Street
Toronto, Ontario M7A 2C4
Dear Ministe att-h-ews,
Queen's Park Office:
Room 444, Legislative Building
Queen's Park
Toronto, Ontario M7A1 A8
Tel. (416) 325 -3965
Fax: (416) 325 -3988
E -mail: jeff.yurek @pc.ola.org
Constituency Office:
750 Talbot St., Suite 201, West Wing
St. Thomas, Ontario N5P 1 E2
Tel. (519) 631 -0666
Toll Free 1- 800 - 265 -7638
Fax (519) 631 -9478
E -mail: jeff.yurekco @pc.ola.org
fe ;212
d.
FAKES
I am writing you in regards to the St. Thomas -Elgin General Hospital infrastructure program. I
know you have dealt with this project on numerous occasions so I trust you are familiar with
details.
Recently the hospital foundation met with me to discuss the re- scoped project. The project's
community fundraising committee has noted that under the re- scoped agreement, the community
must now raise $13 million. This includes an additional $4.1 million, $2.5 million for mental
health facility equipment and $1.7 million in general costs. When the project was originally
announced, it was understood the community would have to provide $12 million to the project.
While a significant amount of money, the city, the county, and the community all agreed it was
an achievable objective. However, all involved did not expect the community's share of the
project to increase when the Ministry reduced the project's scope by $25 million.
In essence, the Ministry is downloading additional costs and requiring the community to cover a
much larger share of the overall project. This is causing a degree of distress among the
fundraising committee and the community. I encourage your Ministry to engage the city of St.
Thomas and Elgin County in order to discuss the new project parameters. I think it is important
for the Ministry to understand the capacity of the community volunteers to raise an additional
$4.1 million.
I appreciate your attention to this matter and look forward to your prompt response.
Sincerely,
Jeff Yurek, MPP
Elgin - Middlesex- London
cc: Warden Bill Walters - Warden of Elgin County
Mayor Heather Jackson — Mayor of the City of St. Thomas
79
November 6, 2012
CATFISH CREEK CONSERVATION AUTHORITY
8079 Springwater Road, R.R. 5, Aylmer, Ontario N5H 2R4
Phone: 519-773-9037 ® Fax: 519-765-1489
E -mail: admin @catfishcreek.ca ® www.catfishcreek.ca
Ministry of Municipal Affairs and Housing
659 Exeter Road, 2nd Floor
London, ON.
N6E 1L3
ATTENTION: Tammie Ryall, Planner
Dear Ms. Ryall:
SUBJECT: Council Adopted Official Plan
COUNTY OF ELGIN
12 -10- ELGIN -OP
N W DO 2011
In response to your letter dated September 10, 2012 the Catfish Creek Conservation Authority (CCCA)
would like to provide the following comments relative to the recently adopted County of Elgin Official
Plan (OP) Policies.
The majority of the recommendations provided by the Conservation Authorities joint submission dated
April 16, 2012, appear to be addressed in this final draft.
Staff from the CCCA look forward to working with the County of Elgin to undertake Environmental
Studies to assist with the development of comprehensive Natural Hazards and Natural Heritage Protection
Policies for future reiterations of its OP.
You may forward any future inquiries on this matter to the attention of the undersigned at this office.
Yours truly,
Tony Difazio
Resource Planning Coordinator
cc. County of Elgin, Attention: Steve Evans, Manager of Planning
Mission Statement: "To communicate and deliver resource management services and programs
in order to achieve social and ecological harmony for the watershed"
80
Conservation
ONTARIO
St.Thomas Bon
General Hospital
For Immediate Release
November 15, 2012
STEGH Recognized as Provincial Leader in Low ER Wait Times
And Receives $1.4M in Additional Funding for Achievement
St. Thomas, ON — The St. Thomas Elgin General Hospital (STEGH) has received top ranking for the lowest
Emergency Room(ER) wait times in the province. This makes STEGH the leader among 74 hospitals participating
in the Ministry of Health and Long -Term Care's (MOHLTC) Pay For Results incentive program. The ranking is
based on achieving Ministry set targets in the most recent quarter from April to June 2012.
The program uses a number of measures including the time it takes to see a doctor in the ER, and the total length
of time a patient spends in the ER before returning home or admitted to a hospital bed. STEGH met or exceeded
Provincial targets for performance in all measures, and will receive additional funding for this excellent performance.
"As a result of our success in achieving this ER ranking and our ongoing improvements, STEGH has been awarded
Pay for Results Funding totaling $1.4M this year," explains Dr. Nancy Whitmore, STEGH VP and Chief of Staff.
STEGH will use the funding for several initiatives including continuing to focus on optimizing processes to improve
patient flow through the emergency department, and inpatient units; as well as focusing on improving systems to
allow nurses even more time for direct patient care; and to improve systems of care throughout the organization.
STEGH is also receiving just over $1 million one -time funding (spread over 3 years) from the South West LHIN to
share these successful strategies with other high volume community hospitals within the South West LHIN.
"We are very pleased that patients in the St. Thomas Elgin General Hospital emergency department will not have to
wait as long because of the performance improvements which have been implemented through the Pay for Results
program," says Michael Barrett, CEO, South West Local Health Integration Network (LHIN). The LHIN now intends
to take what has been implemented successfully at the St. Thomas Elgin General Hospital and transfer it to other
hospitals across the LHIN in order to improve wait times, patient satisfaction and patient flow in other communities."
Last year STEGH treated nearly 42,000 patients in the ER. The MOHLTC Pay for Results program is designed to
assist those hospitals which receive more than 30,000 ER visits per year to improve patient wait times, and to link
that improvement to incentive funding.
"Nobody wants to spend endless hours waiting in the emergency department," says Paul Collins, STEGH President
and CEO. "This is a quality of care issue that our team tackled to improve the patient care experience, and they
have sustained that improvement. That's why we're number one!"
-30-
For more information contact:
Cathy Fox, Communications and Public Relations Specialist
St. Thomas Elgin General Hospital
519- 631 -2030 Ext. 2191, cfox(@stegh.on.ca www.stegh.on.ca
81
I C,AV(il 1.1. I_
Nu 1 2 2312
1OLIf�.�.4T
t JJ
ADMaNIST Rte iVE, SET, CES
Re: Annual Report on Investigations of Closed Municipal Meetings
To the Clerk and Council,
I am enclosing a copy of my first Annual Report on my Office's investigations of closed municipal
meetings for the period from April 1, 2011 to August 31, 2012. As you are aware, in accordance
with the Municipal Act, 2001 and the Ombudsman Act, the Ontario Ombudsman investigates these
complaints in all municipalities except those that have appointed another investigator.
Since 2008, my Open Meeting Law Enforcement Team (OMLET) has acted as a dedicated
resource for reviewing and investigating closed meeting complaints, as well as educating the
public and municipalities about open meeting requirements. In the period covered by this report,
OMLET handled 128 cases in the 191 municipalities where we are the investigator.
We are providing our report to all municipal councils across Ontario in the interest of raising
awareness of the open meeting requirements and best practices. We have also enclosed pocket -
sized cards for council members that include "tips for closing meetings" and can be used during
meetings as a quick reference guide to the requirements.
The report and other information about municipal meeting investigations can be found on our
website — W %T.ombudsman.on.ca. Our staff can also provide general information on the open
meeting requirements and complaint process — we can be reached at 1- 800 - 263 -1830 or via email
at i_nfoa,om bud sman.on.ca.
If you would like additional copies of this report or the cards, please contact our Director of
Communications, Linda Williamson, at lwilliamson(aombudsman.on.ca, or 416 -586 -3426.
Yours truly,
Andre Marin
Ombudsman
Encl.
82
Ministry of Infrastructure
Ministry of
Transportation
Ministry of
Municipal Affairs
and Housing
Office of the Minister
Ferguson Block, 3rd Floor
77 Wellesley St. West
Toronto, Ontario
M7A 1Z8
(416) 327-9200
www.ontario.ca /infrastructure
www.mto.gov.on.ca
www.ontario.ca /MAH
November 15, 2012
Ministere de ('Infrastructure
Ministere des
Transports
Ministere des
Affaires municipales
et du Logement
Bureau du ministre
Edifice Ferguson, 3e etage
77,. rue „WeJlesl.eyouest
Toronto (Ontario)
M7A 1Z8
(416) 327 -9200
www.ontario.ca /infrastructure
www.mto.gov.on.ca
www.ontario.ca /MAH
Mr. Bill Walters
Warden"
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Warden Vowel:
Nki`,
4�1u,a 2 S cIZ
attiltiiSTRAWFMNICES
I am very pleased to be able to write to you today and provide an update on Ontario's Municipal
Infrastructure Strategy. My announcement of the strategy on August 16, 2012, and speech at
the Association of Municipalities of Ontario (AMO) annual conference in August emphasized the
importance of good asset management planning. As indicated in the strategy, the policy going
forward is that municipalities requesting provincial infrastructure funding will need to show how
projects fit within a comprehensive asset management plan.
Asset management planning helps us make smart decisions about building, operating,
maintaining, renewing and replacing infrastructure over the long term. Working collaboratively
to focus on the most pressing needs and to show that we have done our homework with respect
to addressing those needs will put us in good stead as we negotiate future funding programs
with the federal government.
To support municipalities, we have made available a guide and an online web portal. Building
Together: Guide for Municipal Asset Management Plans sets out the information and analysis
that asset management plans should include, at a minimum. The online asset management
toolkit`is available to help municipalities develop or refine their plans
(ontario. ca /municipalinfrastructure).
In addition, Ontario is providing $60 million over the next three years to municipalities through
our new funding program, the Municipal Infrastructure Investment Initiative (MITI). Up to $9
million is being made available this year to help municipalities prepare their plans, while the
remaining, funds will help address critical projects identified in those finalized plans.
The uptake for asset management funding has been exceptional — nearly 100 per cent of
eligible communities submitted expressions of interest for funding by the October 22nd deadline.
Interest in this program tells me that we are on the right track with our focus on asset
management planning. Municipalities that met eligibility will be receiving notification and their
funding very soon.
83 ... /cont'd
2
I am also pleased to inform you that we have launched the next phase of this work — the MI II
Capital Program. This $51- million program is now available to all Ontario municipalities and is
intended to help address critical road, bridge, water and wastewater projects identified through
asset management plans. I certainly appreciate that this infrastructure funding program is
relatively modest when compared to the need for investment. As I communicated in August, we
are working hard _to, find . ways.to.extend..the.duration of this program and to expand the
envelope.
While additional program details can be found in the Capital Program Manual posted online at
ontario .ca /municipalinfrastructure, I would like to draw your attention to the key features of this
program, many of which will be new to municipalities.
• The first step will be a pre- screen. This will help identify projects that have the greatest
potential for alignment with the objectives of the Mill Capital Program and to minimize
time spent preparing applications. Expressions of Interest are due by January 9, 2013.
• Asset management plans are the tool by which applicants can demonstrate that
proposed projects are top priorities and that the full range' of local infrastructure financing
tools has been explored.
• The share of provincial funding that may be requested is flexible up to a maximum of
90% of total project costs or $2 million, whichever is lower. Applicants will need to put
forward a rationale for the amount of funding requested and demonstrate that they are
doing what they can financially to move forward with the project.
We have been hearing concerns that municipalities will not have enough time to complete asset
management plans before applications are due for the capital funding. We certainly appreciate
that it will take time to prepare asset management plans that are consistent with the content
outlined in the Guide for Municipal Asset Management Plans. In cases where a municipality or
Local Services Board with only a partial asset management plan has an urgent road, bridge,
water or wastewater project that it cannot address on its own, it may put the project forward for
funding consideration under the MITI Capital Program. As part of this, we will be looking for
strong commitments from applicants to completion of asset management plans by the end of
2013.
Our government has made unprecedented investments in infrastructure across the province.
We will continue to partner with all municipalities to invest in local infrastructure to support
economic growth and enhance quality of life.
Sincerely,
Bob Chiarelli
Minister
84
Ministry of Finance
Office of the Minister
Frost Building South
7 Queen's Park Cr
Toronto ON M7A 1Y7
Tel (416) 325 -0400
Fax (416) 325 -0374
www.fin.gov.on.ca
November 15, 2012
Dear Head of Council:
Ministry of
Municipal Affairs and Housing
Office of the Minister
777 Bay Street
Toronto, ON M5G 2E5
Tel (416) 585 -7000
Fax (416) 585 -6470
www.mah.gov.on.ca
201?
C i x 1E1..0
r,, Apvtut$TRKRgifiK55
Ontario
We are writing to provide an update with respect to the review of the Ontario Municipal
Partnership Fund (OMPF) and program allocations for 2013.
As you know, in February the government announced that the OMPF would be
reviewed and phased down to $500 million by 2016, as agreed to through the
Provincial- Municipal Fiscal and Service Delivery Review (PMFSDR). Since this past
spring, we have had several discussions with the Association of Municipalities of
Ontario (AMO) on the review of the OMPF, and have also received advice from many
municipalities.
Based on the feedback received to date, the government is announcing that 2013 will
be a transition year for the OMPF, during which the province will provide municipalities
with $575 million in stable funding. This Transition -Year Stable Funding will ensure that
in 2013 municipalities receive a guaranteed level of support based on their 2012 OMPF
allocations.
In 2013, municipalities in the north will receive at least 95 per cent of their 2012 OMPF
allocation, while municipalities in other regions the province will receive at least 90
per cent. These minimum levels of support will be enhanced up to 100 per cent for
eligible municipalities with more challenging fiscal circumstances.
The transition year is allowing us to announce 2013 funding allocations earlier than in
the past in order to support the municipal budget planning process. This will also
provide the opportunity to continue the dialogue with our municipal partners on the
redesign of the program.
Following further consultation with municipalities, a redesigned OMPF will be
announced for the 2014 program year. Based on what we have already heard, the
government acknowledges that there continues to be a need for ongoing assistance for
municipalities, particularly those with more challenging fiscal circumstances. As a
result, the redesign of the program for 2014 is expected to improve the targeting of
funding for northern and rural municipalities.
... /cont'd
85
-2
We understand that the details regarding the redesigned program will be an important
aspect of the 2014 municipal budget planning process. With this in mind, we plan on
announcing those allocations as early as possible next fall.
Furthermore, we understand that some municipalities have raised the issue of OMPF
reconciliation. As you may know, reconciliation is an annual decision.
We have examined the issue of OMPF reconciliation and are confirming that the
government will proceed with the reconciliation of the 2010 OMPF. However, given the
province's fiscal challenges, and the significant level of support that has been provided
to the municipal sector, this will be the final reconciliation payment under the OMPF.
Additional details are expected to be communicated to municipalities in the coming
weeks.
In addition to announcing the review of the OMPF, the government also confirmed that
it will continue to honour its commitment to the uploads, in accordance with the
timetable agreed to through the PMFSDR. The province will continue the phased
upload of Ontario Works benefits and court security and prisoner transportation costs in
2013. This builds on the previous upload of Ontario Drug Benefits and Ontario Disability
Support Program. As a result of the uploads, Ontario municipalities will benefit from
almost $1.4 billion in reduced costs.
These uploads, together with the $575 million in OMPF Transition -Year Stable Funding,
will provide municipalities with a combined benefit of over $1.9 billion in 2013. This is
more than three times the level of funding provided under the previous program in
2004. Despite the adjustments to the OMPF, the combined benefit will continue to
increase, with provincial uploads more than offsetting the reduction to the program.
The following table identifies the increase in the combined benefit along with the phase -
down schedule for the OMPF program, which was confirmed in the 2012 Ontario
Budget.
Provincial Support Continues' to Increase as OMPF Is Phased Down
($ Mi lions)
2013 2014 2015 2016
Provincial Uploads
OMPF
Combined Support
1,360 1,490 1,630 1,770
575 550 525 500
1,935 2,040 2,155 2,270
Source: 2012 Ontario Budget, Chapter l: Transforming Public Services, page 51.
... /cont'd
86
3
The Ministry of Finance's (MOF) Provincial -Local Finance Division will be providing your
municipal Treasurers and Clerk- Treasurers with further details regarding the 2013
OMPF Transition -Year Stable Funding. This information and other supporting materials
will be posted in both English and French on the MOF website:
http: / /www.fin.gov.on.ca /en /budget/ompf /2013/
http: / /www. fin .gov.on.ca /fr /budget/ompf /2013/
Our government has a very strong record of supporting and working with municipalities.
Together with other provincial initiatives, we will increase our ongoing support to
municipalities to approximately $3.4 billion in 2013. We look forward to continuing to
strengthen our partnership with municipalities as we move forward to address our
shared challenges.
Sincerely,
Dwight Duncan
Deputy Premier
Minister of Finance
Bob Chiarelli
Minister of Municipal Affairs and Housing
Minister of Infrastructure
Minister of Transportation
87
88
Ontario Municipal Partnership Fund (OMPF)
2013 Transition -Year Stable Funding Allocation Notice
County of Elgin
2013 Highlights for the County of Elgin
4.,
/ Ontario
44000
a
• The County of Elgin's 2013 combined benefit totals $4,996,000 and includes:
- $1,770,900 in OMPF Transition -Year Stable Funding, and
• $3,225,100 benefit from the provincial uploads.
• This exceeds your municipality's 2012 combined benefit by $185,700.
A. 2013 Transition -Year Stable Funding Allocation (Line Al x Line A2)
$1,770,900
1.2013 OMPF Transition -Year Stable Funding Level (Line E)
2.2012 OMPF (Line C from 2012 Allocation Notice)
93.8%
$1,887,900
B. 2013 Combined Benefit of OMPF Transition -Year Stable Funding and Provincial Uploads (Line B1 + Line B2)
$4,996,000
1. OMPF Transition -Year Stable Funding (Equal to Line A)
2. Provincial Uploads (Sum of Lines 2a through 2e)
a. Ontario Drug Benefits (Uploaded in 2008)
b. Ontario Disability Support Program - Administration Component (Uploaded in 2009)
c. Ontario Disability Support Program - Benefits Component (Phased Upload Completed in 2011)
d. Ontario Works - Benefits Component (Phased Upload Continues in 2013)
e. Ontario Works - Administration Component (Additional Support Beginning in 2011)
$546,500
$216,500
$1,698,200
$260,100
$503,800
$1,770,900
$3,225,100
C. Other 2013 Ongoing Provincial Support 1 Uploads
$2,822,500
1. Public Health
2. Land Ambulance
$1,423,800
$1,398,700
D. Key OMPF Data Inputs
1. Municipal Own - Source Revenue
2. 2012 OMPF Compared to Municipal Own - Source Revenue (Line A2 / Line D1)
3. Rural Designation Based on Rural and Small Community Measure
4. Northern and Rural Municipal Fiscal Circumstances Index
$33,201,284
5.7%
Rural
3.9
E. 2013 OMPF Transition -Year Stable Funding Level (Line E1 + Line E2)
93.8%
1. 2013 Minimum Funding Level
2. Enhancement Based on Northern and Rural Municipal Fiscal Circumstances Index
90.0%
3.8%
Issued: November 2012
88
Ontario Municipal Partnership Fund (OMPF) }3
2013 Transition -Year Stable Funding Allocation Notice L/ Ontario
County of Elgin 44000
2013 Transition -Year Stable Funding Allocation Notice - Line Item Descriptions
A The 2013 Transition -Year Stable Funding Allocation ensures that in 2013 municipalities will receive a guaranteed level of support
based on their 2012 OMPF allocation.
Al The 2013 Transition -Year Stable Funding Level applicable to the municipality. In 2013, municipalities in the south will receive at
least 90 per cent of their 2012 OMPF allocation.
A2 2012 OMPF Allocation.
B1 Equal to line A.
B2a to B2d Estimated 2013 benefit of the Province's upload of social assistance benefit program costs. For further details see the 2013
Upload Benefit Report.
Reflects additional incremental funding provided to municipalities to support Ontario Works administration costs. Calculated as
B2e the difference between 2007 final Ontario Works administration cost and the estimated 2013 allocation. For further details see the
2013 Upload Benefit Report. -
The estimated municipal benefit of the Province's 75 per cent share of public health funding _ at 0 pe cent h in �....,
p per p h relative to its 50 per cent share in
Cl 2004. Actual municipal savings may not correspond with the Allocation Notice due to budget approvals made by the local Boards
of Health. Municipalities may provide additional funding beyond their obligated cost share. Any additional municipal funding is not
included in the calculation of the public health figure.
The estimated municipal benefit of the Province's 50 per cent share of land ambulance funding is relative to its share in 2005.
C2 This incremental increase in land ambulance funding delivers on the Province's commitment to strengthen land ambulance
services and maintain the 50:50 sharing of land ambulance costs.
D1 Municipal Own- Source Revenue is composed of own - purpose taxation, payments in lieu of taxation, user fees and service
charges, licenses, permits and rents, as reported by municipalities through the Financial Information Returns (FIRs).
D2 Compares a municipality's 2012 OMPF allocation to its municipal own- source revenue.
D3 For the 2013 transition year, a municipality with a Rural and Small Community Measure (RSCM) greater than 25 per cent will be
considered a rural municipality.
The northern and rural Municipal Fiscal Circumstances Index (MFCI) measures a municipality's fiscal circumstances relative to
D4 other municipalities in the province, and ranges from 0 to 10. A lower MFCI corresponds to relatively positive fiscal
circumstances, whereas a higher MFCI corresponds to more challenging fiscal circumstances.
E1 The 2013 minimum level of support. Municipalities in the south will receive at least 90 per cent of their 2012 OMPF allocation.
E2 Enhancement based on the municipality's northern and rural Municipal Fiscal Circumstances Index.
Note: Provincial funding and other ongoing provincial support initiatives rounded to multiples of $100.
Ontario Ministry of Finance
Provincial -Local Finance Division Issued: November2012
89
TO: OGRA Members
FROM: J. W. Tiernay, Executive Director
DATE: November 19, 2012
RE: Constitutional Amendment
,lug
Background
The Ontario and Canadian governments have enacted new legislation governing the
non - profit and not - for - profit sectors. Non - profits and not - for - profits have until 2015 to
bring their Constitutions into compliance with the new legislation.
Discussion
The OGRA Board of Directors approved the attached document at its meeting of
November 15, 2012. Any changes to the OGRA Constitution must be presented to the
membership at the Annual General Meeting. The next AGM is scheduled for Tuesday,
February 26, 2013 at the Fairmont Royal York Hotel during the annual ROMA/OGRA
Combined Conference.
The table below outlines the significant changes in the new Constitution. A full copy of
the current Constitution and the new proposed version are attached.
Section
Proposed Constitution
1. Head Office
Revised to reflect new location of Head Office in
Oakville. Board can establish other location by
resolution.
2.
Seal
No change.
3.
Interpretation
No change.
4.
Membership
This section was significantly changed to better
define who the members are and who can vote.
The existing By -Law was silent on who actually had
voting rights.
a. Municipal
Municipal Members are the municipal corporations
and First Nation communities in Ontario. All
members of Council and permanent full -time
employees are eligible to vote. An attempt was
made to define "full time employees ".
b. Corporate
Revised to clarify that corporate members do not
have voting rights as per current practice.
c. Life
Slight wording change and clarifies that Life
Members have voting rights as per current practice.
d. Honorary Life
Clarifies that Honorary Life members do not have
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voting rights as per current practice.
5. Annual General Meeting
Slight wording change to include First Nations in the
Notice provisions.
6. Errors or Omission in
Notice
No change.
7. Adjournments
No change.
8. Quorum of Members
No change.
9. Voting
A few minor changes.
10. Voting Proxies — Absentee
Voting
This is a new section and requirement under the
legislation. Any eligible voter may appoint a voting
proxy to represent their interests at the AGM and
Board of Director elections. It is important to note
that proxies do not have to be eligible members to
act as a proxy.
11. Dues & Fees
No change.
12. Board of Directors
Some minor wording changes. Includes reference
to First Nations. Election methodology will be
determined by Board policy rather than entrenched
in Constitution.
13. Advisory Board of Past
Presidents
No change.
14. Vacancies, Board of
Directors & Offices
No change.
15. Quorum and Meeting,
Board of Directors
No change.
16. Powers, Board of Directors
No change.
17. Remuneration of Directors
No change.
18. Travel and Other
Expenses
No change.
19. Officers of Corporation
Some minor wording changes. Establishes a one -
year term of office as per current practice.
20. Executive Director
No change.
21. Duties of President and
Vice President
Stipulates that the Second Vice - President chairs the
AGM as per current practice.
22. Duties of Secretary
Minor wording changes.
23. Duties of Treasurer
No change.
24, Duties of Other Officers
No change.
25. Executive Committee
No change.
26. Nominating Committee
Moves the structure and procedures of the
Nominating Committee out of the Constitution and
into Board policy. This allows greater flexibility to
be able to change how the Board is nominated
without the need for a Constitutional amendment.
27. Committees
Minor wording change to clarify that the President is
ex- officio on Board created committees only.
28. Execution of Documents
No change.
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29. Books and Records
No change.
30. Financial Year
No change.
31. Cheques
Minor wording change to acknowledge that the
Board cheque signing resolution includes non -
officers of the Corporation.
32. Deposit of Securities
Minor wording change to allow non - officers to make
deposits.
33. Borrowing
Minor wording change.
34. Notice
No change.
35.Amendment
Minor wording change to continue previous Board
and membership resolutions passed under old By-
Law.
Any questions regarding these documents or questions regarding process may be
directed to the undersigned.
Recommendation
That nstitutional Amendment be approved.
P: 289 - 291 -OGRA (6472)
C: 416- 270 -3180
E: joe(a�ogra.orq
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ONTARIO GOOD ROADS ASSOCIATION
CONSTITUTION & BY -LAW NO. 1
(Incorporating amendments approved February 2007)
INDEX
Page
1. Head Office 1
2. Seal 1
3. Interpretation 1
4. Membership 1
5. Annual General and Other Meetings of Members 2
6. Error or Omission in Notice 2
7. Adjournments 2
8. Quorum of Members, Annual General Meetings 3
9. Voting Members, Annual General Meetings 3
10. Dues and Fees 3
11. Board of Directors 3
12. Advisory Board of Past Presidents 4
13. Vacancies, Board of Directors 5
14. Quorum and Meetings, Board of Directors 6
15. Powers, Board of Directors 6
16. Remuneration of Directors 6
17. Travel and Other Expenses 6
18. Officers of Corporation 6
19. Executive Director 7
20. Duties of President and Vice - President 7
21. Duties of Secretary 7
22. Duties of Treasurer 8
23. Duties of Other Officers 8
24. Executive Committee 8
25. Nominating Committee 8
26. Committees 9
27. Execution of Documents 9
28. Books and Records 9
29. Financial Year 9
30. Cheques 9
31. Deposit of Securities 9
32. Borrowing 10
33. Notice 10
34. Amendment of By -Law #1 10
ONTARIO GOOD ROADS ASSOCIATION
By -Law No. —1 --
A by -law relating generally to the transaction of the affairs of the Ontario Good Roads
Association, a Corporation without share capital organized to represent the interests of
municipalities through advocacy, consultation, training and the delivery of identified services.
1. Head Office
The Head Office of the Corporation shall be at such place as the Board of Directors may from
time to time determine.
2. Seal
The seal, an impression whereof is stamped in the margin hereof, shall be the corporate seal
of the Corporation.
3. Interpretation
In these by -laws and in all other by -laws of the Corporation hereafter passed unless the
context otherwise requires, words importing the singular number or the masculine gender shall
include the plural or the feminine gender, as the case may be, and vice versa, and references
to persons shall include firms and corporations.
4. Membership
Every municipality and First Nation shall be eligible for membership subject to payment of the
applicable membership fee. Other corporations, partnerships, individuals, and legal entities
are also eligible for membership subject to payment of the applicable membership fee. The
following shall be the classes of membership:
a) municipal
Municipal members shall be municipal corporations or First Nations.
b) corporate
Corporate members shall be private sector organizations interested or involved in the
design, construction, management and /or maintenance of roads and structures.
c) life
Life members shall be all Past Presidents of the Association.
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d) honorary life
Honorary life members shall be those who have performed distinguished service in the
field of municipal transportation and public works. They shall be nominated by the
Nominating Committee and approved by the Board of Directors.
e) special
Special members shall be other bodies or organizations as approved by the Board of
Directors.
5. Annual and Other Meetings of Members
The annual general or any other general meeting of members shall be held at a location in
Ontario as determined by the Board of Directors and on such day as the said Directors shall
appoint.
The annual general meeting shall be held within ninety days of the fiscal year end.
At every annual general meeting, in addition to any other business that may be transacted, the
report of the Directors, the financial statement and the report of the auditors shall be presented
and a Board of Directors elected and auditors appointed for the ensuing year. The members
may consider and transact any business either special or general without any notice thereof at
any meeting of the members. The Board of Directors or the President or Vice - President shall
have the power to call at any time a general meeting of the members of the Corporation. A
printed or typewritten notice stating the day, hour and place of meeting and the general nature
of the business to be transacted shall be given by serving such notice on each member
entitled to notice of such meeting in the manner specified in section 33. Notice to municipal
members of annual general or other meetings shall be deemed to have been sufficiently given
if directed to the head and members of council to the attention of the clerk of the municipality at
his municipal office address.
6. Error or Omission in Notice
The accidental omission to give notice of any meeting to, or the non receipt of any notice by,
any member or members or any irregularity in the notice of any meeting, shall not invalidate
any resolution passed or any proceedings taken at any meeting of members.
7. Adiournments
The Chair of any meeting of members or Directors may adjourn the same from time to time to
a fixed time and place and no notice of such adjourned meeting need be given to the
members. Any business may be brought before or dealt with at any adjourned meeting which
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might have been brought before or dealt with at the original meeting in accordance the notice
calling the original meeting.
8. Quorum of Members
A quorum for the transaction of business at any annual general meeting, or special meeting of
members shall consist of representatives from not less than 30 municipal members.
9. Voting Members
At annual general and other meetings of the members of the Corporation, each member in
good standing who has paid the registration fee and who wears the current official registration
badge, if any, or has a receipt for such payment shall be entitled to one vote on each question.
At all meetings of members, every question shall be decided by a majority of the votes of the
members present unless otherwise required by the by -laws of the Corporation, or by law.
Every question shall be decided in the first instance by a show of hands unless otherwise
demanded by a 2 /3rd majority vote of members present. Upon a show of hands, every
member having voting rights shall have one vote and, unless a poll be demanded, a declar-
ation by the Chair that a resolution has been carried or not carried and an entry in the minutes
of the Corporation shall be admissible in evidence as prima facie proof of the fact without proof
of the number or proportion of the votes accorded in favour of or against such resolution. The
demand for a poll may be withdrawn, but if the poll be demanded and not withdrawn, the
question shall be decided by a majority of votes given by the members present and such poll
shall be taken in such manner as the Chair shall direct and the result of such poll shall be
deemed the decision of the Corporation in general meeting upon the matter in question.
10. Dues and Fees
The fees or dues payable by members shall be fixed from time to time by a 2 /3rd majority vote
of the Directors.
11. Board of Directors
The affairs of the Corporation shall be managed by a Board of 15 Directors comprised as
follows:
a) immediate Past President, who shall be a municipal or life member;
b) President, who shall be a municipal member when he /she assumes the office of
President;
c) First Vice - President and Second Vice - President, each of whom shall be municipal
members throughout his /her term of office;
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d) eleven Directors, each of whom shall be a municipal member throughout his /her term of
office, which shall not exceed seven years.
The Directors shall be elected from OGRA's municipal membership with the following
requirements for geographic representation and so far as possible maintaining an equal
balance between elected and appointed representatives:
Four Directors from northern Ontario (municipalities in the Districts of Algoma, Cochrane,
Kenora, Manitoulin Island, Nipissing, Parry Sound, Rainy River, Sudbury, Thunder Bay, and
Timiskaming, the Greater City of Sudbury, and municipalities in and including the District of
Muskoka.
Three Directors from southwest Ontario (municipalities in and including the Counties of Brant,
Bruce, Elgin, Essex, Haidimand, Huron, Lambton, Middlesex, Norfolk, Oxford, and Perth, the
municipality of Chatham -Kent, and municipalities in and including the Regional Municipality of
Waterloo).
Three Directors from south central Ontario (municipalities in and including the Counties of
Dufferin, Grey, Simcoe, and Wellington, and municipalities in and including the Regional
Municipalities of Durham, Halton, Niagara, Peel and York, and the City of Hamilton.)
Three Directors from southeast Ontario (municipalities in and including the Counties of
Frontenac, Haliburton, Hastings, Lanark, Leeds and Grenville, Lennox and Addington, North-
umberland, Peterborough, Prescott and Russell, Prince Edward, Renfrew, and Stormont,
Dundas and Glengarry, and the Cities of Kawartha Lakes and Ottawa.)
Two Directors from the City of Toronto.
Election to the Board, if required, shall be by ballot at the annual general meeting.
12. Advisory Board of Past Presidents
Advisory to the Board of Directors, there shall be an Advisory Board composed of all Past
Presidents of the Association.
(1) The Vice -Chair and the Chair of the Advisory Board shall be the immediate Past
President, and the next most immediate Past President of the association respectively.
If the immediate Past President and /or the next most immediate Past President is /are
not available to serve, the next most immediate Past President(s) would fill this (these)
offices(s).
(2) The Secretary of the Advisory Board shall be the Secretary of the Association, or such
other person as the said Board may name.
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(3) At least one meeting of the members of the Advisory Board shall be held each year.
Other meetings may be held at the call of the President of the Association or at the call
of the Chair or Vice -Chair of the Advisory Board or of any three members.
(4) Members of the Advisory Board shall be entitled to receive copies of the minutes of the
meetings of the Board of Directors of the Association, and shall, from time to time make
such recommendations to the Board of Directors as they deem expedient.
(5) During the term of their office as members of the Advisory Board, such members shall
without payment of fees be deemed members in good standing of the Association, and
shall be registered as delegates at the annual conference of the Association without
payment of registration fees.
13. Vacancies, Board of Directors and Officers
(1) Vacancies on the Board of Directors (excluding Officers), however caused may be filled
by the Directors from among the qualified members of the Corporation.
(2) If the office of President should become vacant the office shall remain vacant until the
next general meeting.
(3) If the President ceases to be eligible, he /she shall be allowed to complete the term.
(4) If the office of 1st Vice - President should become vacant the 2nd Vice - President shall
assume the office of 1st Vice - President and the Board shall elect from its members an
individual to fill the office of 2nd Vice President.
(5) If the 1st Vice President ceases to be eligible, he /she shall resign from the Board
immediately if the next annual general meeting is more than six months in the future, or
may serve until the next general meeting (if less than six months), and then resign.
(6) If the office of 2nd Vice - President should become vacant the Board shall elect from its
members an individual to fill the office of 2nd Vice President.
(7) If the 2nd Vice President ceases to be eligible, he /she shall resign from the Board
immediately if the next annual general meeting is more than six months in the future, or
may serve until the next general meeting (if less than six months), and then resign.
(8) If the office of Immediate Past President becomes vacant, the next most immediate
Past President able to serve will be requested to serve out the remainder of the term.
(9) If the office of Director becomes vacant it shall remain so until the next general meeting.
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14. Quorum and Meetings. Board of Directors
Eight of the Directors shall form a quorum for the transaction of business. In the absence of a
quorum, the Board of Directors shall continue to meet, and its decisions ratified by confirming
motion at the next meeting at which a quorum is present. Except as otherwise required by law,
the Board of Directors may hold its meetings at such place or places as it may from time to
time determine. No formal notice of any such meeting shall be necessary if all the Directors
are present, or if those absent have signified their consent to the meeting being held in their
absence. Directors' meetings may be formally called by the President or Vice - President or by
the Executive Director on direction in writing of two Directors.
15. Powers
The affairs of the Corporation shall be managed by the Board of Directors who may exercise
all such powers and do all such acts and things as may be exercised or done by the
Corporation that are not by the bylaws or any special resolution of the Corporation or by
statute expressly directed or required to be done in some other manner.
16. Remuneration of Directors
The Directors shall receive no remuneration for acting as such.
17. Travel and Other Expenses
The Treasurer is authorized to pay such reasonable travel and other expenses of Officers,
Directors, Advisory Board members, members of committees, and of the spouses of any such
persons as are approved for payment by the Board of Directors and in accordance with
policies for payment of expenditures approved by the Board of Directors.
18. Officers of Corporation
(1) There shall be a President who shall be a municipal member. At the first meeting of the
Board of Directors following the annual general meeting, the First Vice - President shall
become President.
(2) There shall be a First Vice - President who shall be a municipal member. At the first
meeting of the Board of Directors following the annual general meeting, the second
Vice- President shall become First Vice - President.
(3)
There shall be a Second Vice- President who shall be a municipal member. The Second
Vice- President shall be elected by the Board of Directors at the first meeting of the
Board following the annual general meeting.
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(4) The President, First Vice - President and Second Vice - President shall each have served
a minimum of three years as a Director prior to becoming eligible to serve as an officer.
(5)
The President, First Vice - President and Second Vice President are not subject to
annual re- election to the Board.
(6) Such other officers as the Board of Directors may by by -law from time to time determine
shall be appointed by the Board, and the employment of all appointed Officers shall be
settled from time to time by the Board.
19. Executive Director
The Board of Directors may from time to time appoint an Executive Director and delegate to
him /her the full powers to manage and direct the business of the Corporation except such
business as must be transacted by other officers, by the Board of Directors, or by the
members. The Executive Director shall conform to all lawful orders given by the Board of
Directors and such matters and duties as are contained in the bylaws of the Corporation. The
Executive Director shall at all reasonable times give to the Directors, or any of them, all
information they may require regarding the affairs of the Corporation.
The Executive Director will serve as Secretary and Treasurer.
20. Duties of President and Vice - President
The President shall, when present, preside at all meetings of the members of the Corporation
and of the Board of Directors.
The First Vice - President shall be vested with all the powers and shall perform all the duties of
the President in the absence or inability or refusal to act of the President.
21 Duties of Secretary
The Secretary shall be ex- officio clerk of the Board of Directors. He shall attend all meetings
of the Board of Directors and record all facts and minutes of all proceedings in the books kept
for that purpose. He shall give all notices required to be given to members and to Directors.
He shall be the custodian of the seal of the Corporation and all books, papers, records,
correspondence, contracts and other documents belonging to the Corporation which he shall
deliver up only when authorized by a resolution of the Board of Directors to do so and to such
person or persons as may be named in the resolution. He shall perform such other duties as
may from time to time be determined by the Board of Directors. All records required by the
Corporations Act are exempt from this provision, and are open for inspection and extraction
during normal working hours.
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22. Duties of the Treasurer
The Treasurer, or person performing the usual duties of a Treasurer, shall keep full and
accurate accounts of all receipts and disbursements of the Corporation in proper books of
account and shall deposit all moneys or other valuable affects in the name and to the credit of
the Corporation in such bank or banks as may from time to time be designated by the Board of
Directors. He shall disburse the funds of the Corporation under the direction of the Board of
Directors, taking proper vouchers therefor and shall render to the Board of Directors at the
regular meetings thereof or whenever required of him, an account of all his transactions as
Treasurer, and of the financial position of the Corporation. He shall act in accordance with all
policies concerning issuance of cheques and investments as approved by the Board of
Directors, and shall perform such other duties as may from time to time be determined by the
Board of Directors.
23. Duties of Other Officers
The duties of all other Officers of the Corporation shall be such as the terms of their
engagement call for or the Board of Directors requires of them.
24, Executive Committee
(1) The Executive Committee shall be comprised of the President, the First and Second
Vice - Presidents, the Immediate Past President, and one Director elected at the first
meeting of the Board of Directors following the annual general meeting. Directors shall
have served a minimum of three years on the Board to be eligible to serve on the
Executive Committee.
(2) The Executive Committee shall review governance, financial and personnel issues and
report on same to the Board of Directors.
25. Nominating Committee
(1) The Nominating Committee shall comprise five members. The Chair of the Nominating
Committee will be the Immediate Past President. The next most immediate Past
President able to serve will be a member of the Nominating Committee. The remaining
three members will be current Directors and will be chosen and appointed by the Board
of Directors at the meeting of the Directors immediately following the annual general
meeting each year.
(2) Those nominated by the Nominating Committee shall be selected from OGRA' s
municipal membership pursuant to the requirements for geographic representation
contained in Section 11, and so far as possible maintaining an equal balance between
elected and appointed representatives.
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(3) The Nominating Committee shall report to the following year's annual general meeting
of the Association its nominations for 12 Directors.
26. Committees
(1) The Board of Directors may from time to time by resolution appoint committees
composed in whole, or in part, of Directors, members, or non - members.
(2) The President may from time to time appoint special committees.
(3) The President shall be a member of all committees.
27. Execution of Documents
Deeds, transfers, assignments, contracts, obligations, certificates and other instruments may
be signed on behalf of the Corporation either the President or First Vice President and by the
Executive Director. In addition, the Board of Directors may from time to time direct the manner
in which and the person or persons by whom any particular instrument or class of instruments
may or shall be signed. The Executive Director shall affix the seal of the Corporation to such
instruments as require the same.
28. Books and Records
The Directors shall see that all necessary books and records of the Corporation required by
the by -laws of the Corporation or by any applicable statute or law are regularly and properly
kept.
29. Financial Year
The fiscal year of the Association shall be determined by the Board of Directors.
30. Cheques
All cheques and other orders for payment issued by the Corporation shall be signed by such
Officer or Officers provided signing authority determined by resolution o the Board of Directors
from time to time. Any one of such Officer or Officers may deposit cheques, bank drafts, etc.
on account of the Corporation with its bankers and receive bank statements and cancelled
cheques on behalf of the Corporation.
31. Deposit of Securities
The securities of the Corporation shall be deposited for safekeeping with one or more bankers,
trust companies or other financial institutions to be selected by the Board of Directors. Any
and all securities so deposited may be withdrawn, from time to time, only upon the written
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order of the Corporation signed by such Officer or Officers, agent or agents of the Corporation
and in such manner as shall from time to time be determined by resolution of the Board of
Directors and such authority may be general or confined to specific instances.
32. Borrowing
The Directors may from time to time
(a) borrow money on the credit of the Corporation; or
(b) issue, sell or pledge securities of the Corporation; or
(c) charge, mortgage, hypothecate or pledge all or any of the real or personal
property of the Corporation, including book debts, rights, powers, franchises, and
undertakings to secure any securities or any money borrowed, or other debt, or
any other obligation or liability of the Corporation.
The Board of Directors may also authorize any director, officer or employee of the Corporation
to approve terms, conditions and security for such loans and generally to manage, transact
and settle the borrowing of money by the Corporation.
33. Notice
Any notice (which term includes any communication or document) to be given (which includes
sent, delivered or served) pursuant to this bylaw to a member, Director, officer, or member of
the committee of the Board of Directors shall be sufficiently given if delivered personally to the
person to whom it is to be given or if delivered his recorded address or if mailed to him at his
recorded address by prepaid ordinary mail or if sent to his recorded address by any means of
any means of prepaid transmitted or recorded communication. A notice so delivered shall be
deemed to have been given when it is delivered personally or to the recorded address as
aforesaid. A notice so mailed shall be deemed to have been given when dispatched or
delivered to the appropriate communication company or agency or its representative for
dispatch. The Secretary may change or cause to be changed the recorded address of any
member, director, officer, or member of the committee of the Board of Directors in accordance
with any information believed by him to be reliable. Not less than three days notice shall be
given for meetings of the Board of Directors and not less than 14 days notice shall be given for
general meetings.
34. Amendment of By -Law #1
This bylaw may be amended or altered only when same has been reported on by the Board of
Directors and approved by the membership at an annual general meeting. Proposals for
amendment or alteration must be received by the Executive Director at least ninety days prior
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to the annual general meeting and notice of the proposal or proposals shall be sent to every
member at least thirty days prior to the annual general meeting.
Amended February, 2003
Amended February, 2007
-0-
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ONTARIO GOOD ROADS ASSOCIATION
CONSTITUTION & BY -LAW NO. 1 -2012
INDEX
1. Head Office 2
2. Seal 2
3. Interpretation 2
4. Membership 2
5. Annual General and Other Meetings of Members 3
6. Error or Omission in Notice 4
7. Adjournments 4
8. Quorum of Members - Annual General Meetings 4
9. Voting 4
10. Voting Proxies - Absentee Voting 5
11. Dues and Fees 6
12. Board of Directors 6
13. Advisory Board of Past Presidents 7
14. Vacancies, Board of Directors and Officers 7
15. Quorum and Meetings, Board of Directors 8
16. Powers, Board of Directors 8
17. Remuneration of Directors 8
18. Travel and Other Expenses 9
19. Officers of Corporation 9
20. Executive Director 9
21. Duties of President and Vice - President 10
22. Duties of Secretary 10
23. Duties of the Treasurer 10
24. Duties of Other Officers 10
25. Executive Committee 11
26. Nominating Committee 11
27. Committees 11
28. Execution of Documents 11
29. Books and Records 11
30. Financial Year 12
31. Cheques 12
32. Deposit of Securities 12
33. Borrowing 12
34. Notice 12
35. Amendment 13
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ONTARIO GOOD ROADS ASSOCIATION
By -Law No. 1 -2012
A by -law relating generally to the transaction of the affairs of the Ontario Good Roads
Association, (the "Corporation ") a corporation without share capital organized under the
Corporations Act (Ontario) (the "Act ") to represent the interests of municipalities through
advocacy, consultation, training and the delivery of identified services.
1. Head Office
The Head Office of the Corporation shall be at Oakville, Ontario or at such place as the
Board of Directors may from time to time determine.
2. Seal
The seal, an impression whereof is stamped in the margin hereof, shall be the corporate
seal of the Corporation.
3. Interpretation
In these by -laws and in all other by -laws of the Corporation hereafter passed unless the
context otherwise requires, words importing the singular number or the masculine
gender shall include the plural or the feminine gender, as the case may be, and vice
versa, and references to persons shall include firms and corporations.
4. Membership
Every class of member as set out below shall be eligible for membership subject to
payment of the applicable membership fee. The following shall be the classes of
membership:
(a) Municipal
Municipal members shall be municipal corporations or First Nations in the
Province of Ontario. Provided that the Municipal member is in good standing,
including having paid all membership dues, every member of a member
Municipal Council or a member First Nation Council and all permanent full -time
employees of a Municipal member shall be eligible to receive notice of and
attend all meetings of members and to vote on all matters put before the
membership. Each member of a Municipal member council (whether First
Nations council or Municipal council) and all permanent full -time employees of a
Municipal member shall have one vote. Each Municipal member shall provide
the Corporation, from time to time and as requested by the Corporation, with a
list of council members and permanent full -time employees. For the purposes of
this by -law, "permanent full -time employee" means an individual who is employed
for an indeterminate period to regularly work the standard number of hours fixed
by the employer for employees in the occupational group in which the individual
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is employed and does not include temporary employees, permanent part -time
employees, consultants, independent contractors or seasonal employees.
The rights of council members and permanent full -time employees to receive
notice of, attend and vote at members' meetings shall cease and terminate when
the individual in question is no longer a council member or a permanent full -time
employee of a Municipal member.
(b) Corporate
Corporate membership shall be open to any private sector company, other
corporation or institution or governmental or non - governmental organization
which has applied for and been accepted as a Corporate member by the Board
of Directors. Corporate members shall be entitled to notice of and to attend all
meetings of members. Subject to the Act, Corporate members shall not be
entitled to vote.
(c) Life
Past Presidents of the Corporation shall automatically become Life Members.
Life Members shall be entitled to notice of and to attend all meetings of the
members and to vote on all matters put before the membership. Each Life
Member shall have one vote.
(d) Honorary Life
Honorary life members shall be those individuals who have performed
distinguished service in the field of municipal transportation and public works.
They shall be nominated by the Nominating Committee and approved by the
Board of Directors. Honorary life members shall be entitled to receive notice of
and attend all meetings of the members. Subject to the Act, Honorary life
Members shall not be entitled to vote.
5. Annual General and Other Meetings of Members
Any meeting of members shall be held at a location in Ontario as determined by the
Board of Directors and on such day as the said Directors shall appoint.
The annual general meeting shall be held within ninety (90) days of the fiscal year end.
At every annual general meeting, in addition to any other business that may be
transacted, the report of the Directors, the financial statement and the report of the
auditors shall be presented and a Board of Directors elected and auditors appointed for
the ensuing year. The members may consider and transact any business either special
or general without any notice thereof at any meeting of the members. The Board of
Directors or the President or the First Vice - President shall have the power to call at any
time a general meeting of the members of the Corporation.
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A printed or electronic notice stating the day, hour and place of meeting and the general
nature of the business to be transacted shall be given by serving such notice on each
member entitled to notice of such meeting in the manner specified in section 34. Notice
to Municipal members of annual general or other meetings shall be deemed to have
been sufficiently given if directed to the attention of the Clerk (or the equivalent) of the
municipality at the last known municipal office address or of the First Nations council at
their last known address.
6. Error or Omission in Notice
The accidental omission to give notice of any meeting to, or the non receipt of any
notice by, any member or members or any irregularity in the notice of any meeting, shall
not invalidate any resolution passed or any proceedings taken at any meeting of
members.
7. Adjournments
The Chair of any meeting of members or Directors may adjourn the same from time to
time to a fixed time and place and no notice of such adjourned meeting need be given
to the members. Any business may be brought before or dealt with at any adjourned
meeting which might have been brought before or dealt with at the original meeting in
accordance the notice calling the original meeting.
8. Quorum of Members — Annual General Meetings
A quorum for the transaction of business at any annual general meeting, or special
meeting of members shall consist of representatives from not less than thirty (30)
municipal members.
9. Voting
At meetings of the members of the Corporation, each voting member shall be entitled to
one vote on each question. At all meetings of members, every question shall be
decided by a majority of the votes of the members present unless otherwise required by
the by -laws of the Corporation, or by -law. Every question shall be decided in the first
instance by a show of hands unless otherwise demanded by a two -third (2/3) majority
vote of members present. Upon a show of hands, every member having voting rights
shall have one vote and, unless a poll be demanded, a declaration by the Chair that a
resolution has been carried or not carried and an entry in the minutes of the Corporation
shall be admissible in evidence as prima facie proof of the fact without proof of the
number or proportion of the votes accorded in favour of or against such resolution. The
demand for a poll may be withdrawn, but if the poll be demanded and not withdrawn,
the question shall be decided by a majority of votes given by the members present and
such poll shall be taken in such manner as the Chair shall direct and the result of such
poll shall be deemed the decision of the Corporation in general meeting upon the matter
in question.
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10. Voting Proxies — Absentee Voting
In addition to voting in person, every Member entitled to vote at a meeting of Members
may vote by any of the following means:
(a) by appointing a proxyholder or one or more alternate proxyholders who
need not be Members, as the Member's nominee to attend and act at the
meeting in the manner and to the extent and with the authority conferred
by the proxy, subject to the following requirements:
(i)
a proxy is valid only at the meeting in respect of which it is given or
at a continuation of that meeting after an adjournment;
(ii) a proxy must be deposited with the Corporation 48 hours (excluding
Saturdays, Sundays and holidays) before any meeting or
continuance of an adjourned meeting; [Note: You could deal with
this in the governance manual and say instead "proxies shall be
deposited with the Corporation in accordance with the
Corporation's policy manual ".]
(iii) a Member may revoke a proxy by depositing an instrument in
writing executed by the Member:
(A) at the registered office of the Corporation no later than the
last business day preceding the day of the meeting, or the
last business day preceding the day of the continuation of
that meeting after an adjournment of that meeting, at which
the proxy is to be used, or
(B) with the Chair on the day of the meeting or the day of the
continuation of that meeting after an adjournment of that
meeting;
(iv) a proxyholder or an alternate proxyholder has the same rights as
the member by whom they were appointed, including the right to
speak at a meeting of Members in respect of any matter, to vote by
way of ballot for Directors and, except where a proxyholder or an
alternate proxyholder has conflicting instructions from more than
one Member, to vote at the meeting by way of a show of hands;
(v) the Corporation shall send, or otherwise make available, a form of
proxy to each member who is entitled to receive notice of a meeting
concurrently with or before giving notice of the meeting; and
(vi) the Board may by resolution fix a time not exceeding 48 hours,
excluding Saturdays and holidays, before any meeting or
continuance of an adjourned meeting of Members before which
time proxies to be used at that meeting must be deposited with the
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Corporation or an agent of the Corporation, and any period of time
so fixed must be specified in the notice calling the meeting;
11. Dues and Fees
The fees or dues payable by members shall be fixed from time to time by a two -third
(2/3) majority vote of the Directors.
12. Board of Directors
The affairs of the Corporation shall be managed by a Board of fifteen (15) Directors.
The Board shall be comprised of:
(a) Immediate Past President;
(b) President, who shall be council member or permanent full -time employee
of a Municipal member when he /she assumes the office of President
(c) First Vice - President who shall be council member or permanent full -time
employee of a Municipal member throughout his /her term of office;
(d) Second Vice - President who shall be council member or permanent
full -time employee of a Municipal member throughout his /her term of
office.
(e) Eleven additional Directors, each of whom shall be council member or
permanent full -time employee of a Municipal member throughout his /her
term of office, which shall not exceed seven (7) years.
Notwithstanding 12(e), a Director may remain on the Board in excess of seven (7)
years, provided they are appointed as an officer prior to the expiration of their seventh
(7th) year.
The Board shall be elected from the Corporation's Municipal membership with the
following requirements for geographic representation and so far as possible maintaining
an equal balance between council members and permanent full -time employees:
Four (4) Directors from northern Ontario (municipalities or First Nations in the Districts
of Algoma, Cochrane, Kenora, Manitoulin Island, Nipissing, Parry Sound, Rainy River,
Sudbury, Thunder Bay, and Timiskaming, the Greater City of Sudbury, and
municipalities in and including the District of Muskoka.
Three (3) Directors from southwest Ontario (municipalities or First Nations in and
including the Counties of Brant, Bruce, Elgin, Essex, Haldimand, Huron, Lambton,
Middlesex, Norfolk, Oxford, and Perth, the municipality of Chatham -Kent, and
municipalities in and including the Regional Municipality of Waterloo).
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Three (3) Directors from south central Ontario (municipalities or First Nations in and
including the Counties of Dufferin, Grey, Simcoe, and Wellington, and municipalities in
and including the Regional Municipalities of Durham, Halton, Niagara, Peel and York,
and the City of Hamilton.)
Three (3) Directors from southeast Ontario (municipalities or First Nations in and
including the Counties of Frontenac, Haliburton, Hastings, Lanark, Leeds and Grenville,
Lennox and Addington, Northumberland, Peterborough, Prescott and Russell, Prince
Edward, Renfrew, and Stormont, Dundas and Glengarry, and the Cities of Kawartha
Lakes and Ottawa.)
Two (2) Directors from the City of Toronto.
Nominations and election to the Board shall be carried out in accordance with the
Corporation's Policy Manual.
13. Advisory Board of Past Presidents
There shall be an Advisory Board composed of all Past Presidents of the Corporation.
(1) The Chair and the Vice -Chair of the Advisory Board shall be the immediate Past
President not currently serving on the Board, and the next most immediate Past
President of the Corporation. If the immediate Past President and /or the next
most immediate Past President is /are not available or willing to serve, the next
most immediate Past President(s) would fill this (these) office(s).
(2) The Secretary of the Advisory Board shall be the Secretary of the Corporation, or
such other person as the said Board may name.
(3)
At least one meeting of the members of the Advisory Board shall be held each
year. Other meetings may be held at the call of the President of the Corporation
or at the call of the Chair or Vice -Chair of the Advisory Board or of any three
members.
(4) Members of the Advisory Board shall be entitled to receive copies of the minutes
of the meetings of the Board of Directors of the Corporation, and shall, from time
to time make such recommendations to the Board of Directors as they deem
expedient.
14. Vacancies, Board of Directors and Officers
(1) If the office of President should become vacant the office shall remain vacant
until the next general meeting.
(2) If the President ceases to be eligible, he /she shall be allowed to complete the
term.
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(3) If the office of First Vice - President should become vacant the Second Vice -
President shall assume the office of First Vice - President and the Board shall
elect from its members an individual to fill the office of Second Vice - President.
(4) If the First Vice - President ceases to be eligible, he /she shall resign from the
Board immediately if the next annual general meeting is more than six months in
the future, or may serve until the next general meeting (if less than six months),
and then resign.
(5) If the office of Second Vice - President should become vacant the Board shall
elect from its members an individual to fill the office of Second Vice - President.
(6) If the Second Vice - President ceases to be eligible, he /she shall resign from the
Board immediately if the next annual general meeting is more than six months in
the future, or may serve until the next general meeting (if less than six months),
and then resign.
(7) If the office of Immediate Past President becomes vacant, the next most
immediate Past President able to serve will be requested to serve out the
remainder of the term.
(8) If the office of a Director other than the President, First Vice - President, Second
Vice - President or Immediate Past President becomes vacant it shall remain so
until the next [annual] general meeting.
15. Quorum and Meetings. Board of Directors
Eight (8) Directors shall form a quorum for the transaction of business. In the absence
of a quorum, the Board of Directors shall continue to meet, and its decisions ratified by
confirming motion at the next meeting at which a quorum is present. Except as
otherwise required by -law, the Board of Directors may hold its meetings at such place or
places as it may from time to time determine. No formal notice of any such meeting
shall be necessary if all the Directors are present, or if those absent have signified their
consent to the meeting being held in their absence. Directors' meetings may be
formally called by the President or the First Vice - President or by the Executive Director
on direction in writing of two Directors.
16. Powers, Board of Directors
The affairs of the Corporation shall be managed by the Board of Directors who may
exercise all such powers and do all such acts and things as may be exercised or done
by the Corporation that are not by the by -laws or any special resolution of the
Corporation or by statute expressly directed or required to be done in some other
manner.
17. Remuneration of Directors
The Directors shall receive no remuneration for acting as such.
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18. Travel and Other Expenses
The Treasurer is authorized to pay such reasonable travel and other expenses of
Officers, Directors, Advisory Board members, members of committees, and of the
spouses of any such persons as are approved for payment by the Board of Directors
and in accordance with policies for payment of expenditures approved by the Board of
Directors.
19. Officers of Corporation
(1) There shall be a President who shall be a Municipal member. At the first meeting
of the Board of Directors following the annual general meeting after which the
President has completed his /her term of office as President, the President shall
become the Immediate Past President.
(2) There shall be a First Vice - President who shall be a Municipal member. At the
first meeting of the Board of Directors following the annual general meeting after
which the First Vice - President has completed his /her term of office as First
Vice - President the First Vice - President shall become President.
(3)
There shall be a Second Vice - President who shall be a Municipal member. The
Second Vice - President shall be elected by the Board of Directors at the first
meeting of the Board following the annual general meeting. At the first meeting
of the Board of Directors following the annual general meeting after which the
Second Vice - President has completed his /her term of office as Second
Vice - President the Second Vice - President shall become First Vice - President.
(4) The President, First Vice - President and Second Vice - President shall each have
served a minimum of three (3) years as a Director prior to becoming eligible to
serve as an officer.
(5)
The individuals serving in the roles of President, First Vice - President and Second
Vice - President shall not need to be re- elected as Directors while serving in their
respective office; they shall be Directors by virtue of their office.
(6) The term of office for the President, First Vice - President and Second Vice -
President is one (1) year.
(7)
Such other officers as the Board of Directors may by resolution from time to time
determine shall be appointed by the Board, and the employment of all appointed
officers shall be settled from time to time by the Board.
20. Executive Director
The Board of Directors may from time to time appoint an Executive Director and
delegate to him /her the full powers to manage and direct the business of the
Corporation except such business as must be transacted by other officers, by the Board
of Directors, or by the members. The Executive Director shall conform to all lawful
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orders given by the Board of Directors and such matters and duties as are contained in
the by -laws of the Corporation. The Executive Director shall at all reasonable times
give to the Directors, or any of them, all information they may require regarding the
affairs of the Corporation.
The Executive Director will serve as Secretary and Treasurer.
21. Duties of President and Vice - President
The President shall, when present, preside at all meetings of the Board of Directors.
The Second Vice - President shall, when present, preside at the Annual General Meeting
of the Members of the Corporation.
The First Vice - President shall be vested with all the powers and shall perform all the
duties of the President in the absence or inability or refusal to act of the President.
22. Duties of Secretary
The Secretary shall be ex- officio clerk of the Board of Directors. He /she shall attend all
meetings of the Board of Directors and record all facts and minutes of all proceedings in
the books kept for that purpose. He /she shall give all notices required to be given to
members and to Directors. He /she shall be the custodian of the seal of the Corporation
and all books, papers, records, correspondence, contracts and other documents
belonging to the Corporation which he /she shall deliver up only when authorized by a
resolution of the Board of Directors to do so and to such person or persons as may be
named in the resolution. He /she shall perform such other duties as may from time to
time be determined by the Board of Directors. All records required by the Act are
exempt from this provision, and are open for inspection and extraction during normal
working hours.
23. Duties of the Treasurer
The Treasurer, or person performing the usual duties of a Treasurer, shall keep full and
accurate accounts of all receipts and disbursements of the Corporation in proper books
of account and shall deposit all moneys or other valuable affects in the name and to the
credit of the Corporation in such bank or banks as may from time to time be designated
by the Board of Directors. He /she shall disburse the funds of the Corporation under the
direction of the Board of Directors, taking proper vouchers therefore and shall render to
the Board of Directors at the regular meetings thereof or whenever required of him /her,
an account of all transactions, and of the financial position of the Corporation. He /she
shall act in accordance with all policies concerning issuance of cheques and
investments as approved by the Board of Directors, and shall perform such other duties
as may from time to time be determined by the Board of Directors.
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24. Duties of Other Officers
The duties of all other Officers of the Corporation shall be such as the terms of their
engagement call for or the Board of Directors requires of them.
25. Executive Committee
(1) The Executive Committee shall be comprised of the President, the First and
Second Vice - Presidents, the Immediate Past President, and one Director elected
at the first meeting of the Board of Directors following the annual general
meeting. Directors shall have served a minimum of three (3) years on the Board
to be eligible to serve on the Executive Committee.
(2) The Executive Committee shall review governance, financial and personnel
issues and report on same to the Board of Directors.
26. Nominating Committee
(1) The Corporation shall have a nominating committee (the "Nominating
Committee ") which shall be established in accordance with the Corporation's
policy manual.
27. Committees
(1) The Board of Directors may from time to time by resolution appoint committees
composed in whole, or in part, of Directors, members, or non - members.
(2) The President may from time to time appoint special committees.
(3) The President shall be a member of all Board appointed committees with the
exception of the Nominating Committee.
28. Execution of Documents
Deeds, transfers, assignments, contracts, obligations, certificates and other instruments
may be signed on behalf of the Corporation by either the President or First Vice -
President and by the Executive Director. In addition, the Board of Directors may from
time to time direct the manner in which and the person or persons by whom any
particular instrument or class of instruments may or shall be signed. The Executive
Director shall affix the seal of the Corporation to such instruments as require the same.
29. Books and Records
The Directors shall see that all necessary books and records of the Corporation
required by the by -laws of the Corporation or by any applicable statute or law are
regularly and properly kept.
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30. Financial Year
The fiscal year of the Corporation shall be determined by the Board of Directors.
31. Cheques
All cheques and other orders for payment issued by the Corporation shall be signed by
such Officer or Officers or other individuals provided signing authority determined by
resolution of the Board of Directors from time to time. Any one of such Officer or
Officers, agent or agents may deposit cheques, bank drafts, etc. on account of the
Corporation with its bankers and receive bank statements and cancelled cheques on
behalf of the Corporation.
32. Deposit of Securities
The securities of the Corporation shall be deposited for safekeeping with one or more
bankers, trust companies or other financial institutions to be selected by the Board of
Directors. Any and all securities so deposited may be withdrawn, from time to time, only
upon the written order of the Corporation signed by such officer or officers, agent or
agents of the Corporation and in such manner as shall from time to time be determined
by resolution of the Board of Directors and such authority may be general or confined to
specific instances.
33. Borrowing
The Board of Directors may from time to time
(a) borrow money on the credit of the Corporation; or
(b) issue, sell or pledge securities of the Corporation; or
(c) charge, mortgage, hypothecate or pledge all or any of the real or personal
property of the Corporation, including book debts, rights, powers,
franchises, and undertakings to secure any securities or any money
borrowed, or other debt, or any other obligation or liability of the
Corporation.
The Board of Directors may also authorize any director, officer or employee of the
Corporation to approve terms, conditions and security for such loans and generally to
manage, transact and settle the borrowing of money by the Corporation.
34. Notice
Any notice (which term includes any communication or document) to be given (which
includes sent, delivered or served) pursuant to this by -law to a member, Director,
Officer, or member of the committee of the Board of Directors shall be sufficiently given
if delivered personally to the person to whom it is to be given or if delivered to his
recorded address, if mailed to him at his recorded address by prepaid ordinary mail or if
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sent to his recorded address by any means of prepaid transmitted or recorded
communication. A notice so delivered shall be deemed to have been given when it is
delivered personally or to the recorded address as aforesaid. A notice so mailed shall
be deemed to have been given when dispatched or delivered to the appropriate
communication company or agency or its representative for dispatch. The Secretary
may change or cause to be changed the recorded address of any member, director,
officer, or member of the committee of the Board of Directors in accordance with any
information believed by him to be reliable. Not less than three (3) days notice shall be
given for meetings of the Board of Directors and not Tess than fourteen (14) days notice
shall be given for meetings of members.
35. Amendment
This by -law may be amended or altered only when same has been reported on by the
Board of Directors and approved by the membership at an annual general meeting.
Proposals for amendment or alteration must be received by the Executive Director at
least ninety (90) days prior to the annual general meeting and notice of the proposal or
proposals shall be sent to every member at least thirty (30) days prior to the annual
general meeting.
Upon the enactment of this by -law, all previous by -laws of the Corporation shall be
repealed. Such repeal shall not affect the previous operation of any by -law or affect the
validity of any act done or right or privilege, obligation, or liability acquired or incurred
under, or the validity of any contract or agreement made pursuant to, or the validity of
any Letters Patent of the Corporation obtained pursuant to, any such by -law prior to its
repeal. All directors, officers, and persons acting under any by -law so repealed shall
continue to act as if appointed under the provisions of this by -law and all resolutions of
the Members and of the Board of Directors with continuing effect passed under any
repealed by -law shall continue as good and valid except to the extent inconsistent with
this by -law and until amended or repealed.
PASSED by the Board of Directors this 15th day of November, 2012
President
Se cr�ta
Approved by the membership at the Annual Genera V eeting held on the 26th day of
February, 2013.
Secretary
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CLOSED MEETING AGENDA
November 27, 2012
Staff Report:
1) Director of Engineering Services — Municipal Act, Section 240.2 (d) labour relations or
employee negotiations regarding contract negotiations - EMS Proposal (Appendix C)