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02 - January 22, 2013 County Council Agenda & Addendum ORDERS OF THE DAY FOR TUESDAY, JANUARY 22, 2013 – 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes – December 11 & 13, 2012 & January 8, 2013 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATION: 9:00 a.m. Andrew Gray and Mary Lou McMillan, Elgin County Library – PowerPoint presentation titled “Youth Internships at Community Access Sites, 2012-2013” (attached) 5thMotion to Move Into “Committee Of The Whole Council” 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) OTHER BUSINESS 8th 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items – see separate Agenda 10th Recess 11th Motion to Rise and Report 12th 2013 Capital Ten-Year Plan – Report from Director of Financial Services (attached) 13th Motion to Adopt Recommendations from the Committee Of The Whole 14th Consideration of By-Laws 15th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: Deputy Warden for January - Councillor Mennill January 31, 2013 7:00 p.m. City/County Council Liaison Meeting (Carnegie Room – St. Thomas Public Library) February 12, 2013 9:00 a.m. - County Council Meeting February 24 – 27, 2013 2013 ROMA/OGRA Conference (Fairmont Royal York – Toronto) March 12, 2013 9:00 a.m. - County Council Meeting November 15, 2013 2013 Warden’s Banquet – Dutton-Dunwich Community Centre 1 1 Draft COUNTY COUNCIL MINUTES Tuesday, December 11, 2012 The Elgin County Council met this day at the Administration Building at 7:00 p.m. with all members present. The Chief Administrative Officer called the meeting to order and welcomed all in attendance to the annual Warden’s Election. ELECTION OF WARDEN The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to please stand. Councillor McWilliam offered his candidacy for the position of Elgin County Warden for 2013. BALLOTING PROCEDURE The Chief Administrative Officer explained that since the position for Warden remains uncontested, the normal election procedures would be dispensed with, as prescribed by by- law, and that a resolution appointing Councillor McWilliam to the position of Warden would be in order. Moved by Councillor McIntyre Seconded by Councillor Walters THAT Cameron McWilliam be appointed as Warden for Elgin County Council for the Year 2013. - Carried Unanimously. RESULTS The Chief Administrative Officer announced that the Warden of Elgin County for 2013 is Cameron McWilliam, Mayor of the Municipality of Dutton/Dunwich. Warden McWilliam took the Declaration of Office, administered by the Chief Administrative Officer. The Warden left the room, was gowned, and re-entered the Council Chambers, where he was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by the Immediate Past Warden Bill Walters. Warden McWilliam delivered his Inaugural Address to Council, thanked them for their support, and outlined the items of interest and importance for consideration in 2013. COMMITTEE APPOINTMENTS Moved by Councillor Mennill Seconded by Councillor Marr THAT the appointments to Outside Boards and Committees for 2013 be confirmed as follows: County of Elgin Economic Development & Tourism Councillor Couckuyt Advisory Committee (CEEDTAC) – 2 appointees Councillor Mennill Dispute Resolution – Warden and 2 appointees Warden McWilliam Councillor Walters Councillor McIntyre Elgin County Museum – 1 appointee Councillor Jenkins Elgin St. Thomas Public Health – 3 appointees Councillor Walters Councillor Couckuyt Councillor Wiehle Health Recruitment Partnership – 1 appointee Warden McWilliam 2 2 County Council 2 December 11 & 13, 2012 Rural Initiatives – 3 appointees Councillor McIntyre Councillor Ens Councillor Wiehle South Central Ontario Region (SCOR) – 2 appointees Councillor Couckuyt Councillor Ens Social/Entertainment – 2 appointees Councillor Ens Councillor Walters St. Thomas Elgin General Hospital – 1 appointee Tom Marks (Citizen Appointee) St. Thomas-Elgin Public Art Centre – 1 appointee Councillor Mennill Waste Management/Liaison Committee of the Whole Council Green Lane Community Trust Fund for 2013 Councillor Marr Water Advisory Committee Councillor Jenkins SWEA Warden McWilliam Councillor Walters St. Thomas Elgin General Ad Hoc Committee Councillor Mennill Capital Rebuild Project Councillor McIntyre and, THAT Councillor Marr be re-appointed as the Council appointee to the Joint Elgin/Central Elgin Accessibility Advisory Committee. - Carried. OTHER BUSINESS - None. Moved by Councillor Walters Seconded by Councillor McIntyre THAT we now do recess at 7:14 p.m. until Thursday, December 13, 2012, at 10:00 a.m. - Carried. COUNTY COUNCIL Thursday, December 13, 2012 The Elgin County Council resumed the meeting at the Administration Building at 9:58 a.m. with all members present except Councillor Wiehle (Regrets). Warden McWilliam in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the minutes of the meeting held on November 27, 2012 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF – None. 3 County Council 3 December 11 & 13, 2012 PRESENTATION Retirement Recognition: The Warden thanked Dorothy Schapp for her 25 years of service upon her retirement from Elgin County in the Department of Financial Services and presented her with a certificate. She expressed her appreciation to council and her colleagues. DELEGATIONS Bonnie Rowe, Coordinator, Elgin Elder Abuse Resource Committee, gave a presentation on the committee and its goals. Moved by Councillor Mennill Seconded by Councillor Marr THAT the report titled “Elgin Elder Abuse Resource Committee” be received and filed. - Carried. Ian Raven and Allan Weatherall of Project Ojibwa gave a presentation on the submarine and naval museum project in Port Burwell. Councillor Ens congratulated them on the project. Moved by Councillor Ens Seconded by Councillor Couckuyt THAT the report titled “The Elgin Military Museum of Naval History, Port Burwell, Ontario – Project Ojibwa” be received and filed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT we do now moved into Committee of the Whole Council. - Carried. REPORTS Hospital Redevelopment Recommendations – Councillors Walters, McIntyre and Mennill Councillor Walters presented the recommendations from the joint county/City of St. Thomas ad hoc committee of the St. Thomas Elgin General Hospital redevelopment capital campaign. Correspondence dated December 7, 2012 from the City of St. Thomas was included, showing the city’s support of the recommendations. Moved by Councillor Walters Seconded by Councillor McIntyre THAT, in view of the significant investment the St. Thomas Elgin General Hospital redevelopment project brings to the Elgin/St. Thomas area; and, THAT the tremendous benefits associated with a modern, redeveloped community-based hospital which will provide state-of-the-art health care; and, In light of the expressed need to demonstrate strong community financial commitment to the project; and, In recognition that the “re-scoped” project represents an approximate reduction of 25 per cent of the former project costs; THAT the joint city-county ad hoc committee on hospital redevelopment recommend to city and county council a combined contribution of $7 million ($3.5 million each; 25 per cent less than the original estimate) to be raised over a 10-year term, commencing in 2013. - Carried Unanimously. 4 County Council 4 December 11 & 13, 2012 Municipal Disaster Response Agreement – Emergency Management Coordinator The coordinator presented the report outlining a proposed agreement between the county, the City of St. Thomas and the Canadian Red Cross Society to provide services for shelter management in the case of a declared disaster. Moved by Councillor Mennill Seconded by Councillor Marr THAT the County of Elgin enter into an agreement with the City of St. Thomas to provide shelter services to the municipalities of Elgin County in the event of a declared emergency; and, THAT municipalities are encouraged to enter into an agreement with the City of St. Thomas to access the services provided by the Canadian Red Cross Society; and, THAT the annual fees be allocated from the county’s emergency measures budget. - Carried. Staffing Review – Manager of Information Technology The manager outlined the proposal to hire an Information Technology (IT) Network Analyst. Moved by Councillor Ens Seconded by Councillor Jenkins THAT a full-time network analyst position be created in the IT department; and, THAT the position be funded from the existing operating budget with no impact on the levy; and, THAT the costs of the network analyst be included in the 2013 budget deliberations. - Carried. Electrical Servicing Agreement – Deputy Director of Engineering Services The deputy director outlined a proposed agreement with the County of Middlesex for joint electrical services for road infrastructure. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the County of Elgin enter into an agreement with Southwold Diversified Ltd., to provide electrical servicing between January 1, 2013 to December 31, 2015. - Carried. Emergency Medical Services: Bayham – Director of Engineering Services The director presented the report on various options regarding ambulance service in the Municipality of Bayham. Randy Denning of Thames Emergency Medical Services was in attendance. The Warden later noted Mr. Denning had recently been named an honoured member of the Fanshawe College Alumni. Moved by Councillor Walters Seconded by Councillor Mennill THAT the report titled “Emergency Medical Services: Bayham” dated October 5, 2013 be received and filed; and, THAT the request to provide improved response time service to Bayham be included in the next contract when the Request for Proposals (RFP) is called and that those responding to the RFP be challenged with designing a system-wide approach to improve response times in Bayham; and, 5 County Council 5 December 11 & 13, 2012 THAT an ad hoc committee consisting of Councillors Ens, Couckuyt and Warden McWilliam be struck to identify other options and report back to council for a recommendation for 2013 service. - Carried Unanimously. The meeting recessed for five minutes. The Warden thanked The Arts & Cookery Bank for providing cookies for the break. 2012-2013 Late Career Nurse Initiative – Director of Homes and Seniors Services The director presented the report regarding funding from the Ontario Ministry of Health and Long-Term Care. Moved by Councillor Marr Seconded by Councillor Walters THAT Council approve and authorize staff to sign the Late Career Nurse Initiative funding agreements for the county’s homes; and, THAT the report titled “2012-2013 Late Career Nurse Initiative” dated November 27, 2012 be received and filed. - Carried. Victorian Order of Nurses Hospice Volunteer Program – Director of Homes and Seniors Services The director presented the report outlining a volunteer program available to the county homes through the Victorian Order of Nurses. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the report titled “Victorian Order of Nurses Hospice Volunteer Program” dated November 28, 2012 be received and filed. - Carried. Terrace Lodge & Bobier Villa Adults Day Program Community Accountability Planning Submission 2013-2014: One Year Refresh – Director of Homes and Seniors Services The director presented the report outlining the accountability agreement between the two county homes and the South West Local Health Integration Network. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT Council approve the Community Accountability Planning Submission 2013-2014 for Bobier Villa and Terrace Lodge; and, THAT the report titled “Terrace Lodge & Bobier Villa Adults Day Program Community Accountability Planning Submission 2013-2014: One Year Refresh” dated December 5, 2012 be received and filed. - Carried. Vacation Carry-Over - Director of Human Resources The director presented the report regarding staff that require vacation carry-over from 2012 to 2013. Moved by Councillor McIntyre Seconded by Councillor Walters THAT the report titled “Vacation Carry-Over” dated November 30, 2012 be received and filed. - Carried. 6 County Council 6 December 11 & 13, 2012 At the request of the Chief Administrative Officer, council agreed that a vacation carry-over report was no longer necessary as staffing deployment and scheduling is an administrative function of management. CORRESPONDENCE Item for Consideration 1. Brock Carlton, Chief Executive Officer, Federation of Canadian Municipalities with update on Great Canadian Infrastructure Challenge. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Walters Seconded by Councillor Mennill THAT Correspondence Item #1 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Allan Doheny, Assistant Deputy Minister, Provincial Local Finance Division, Ministry of Finance providing details regarding 2013 allocation of Ontario Municipal Partnership Fund. 2. Susan O’Brien, President, St. Thomas Elgin General Hospital Foundation thanking Council for $500,000 installment to the hospital’s redevelopment campaign. 3. St. Thomas Elgin General Hospital (STEGH) Redevelopment Project and Capital Campaign: a) Heather Jackson, Mayor, City of St. Thomas and Bill Walters, Warden, County of Elgin requesting a meeting with STEGH Foundation to discuss questions re: STEGH Redevelopment Project and Capital Campaign. b) Paul Collins, President and CEO, STEGH, Response to joint letter from City of St. Thomas and County of Elgin. 4. Source Protection Committee inviting review and comment on the Proposed Source Protection Plan for the Thames-Sydenham and Region. (DVD available upon request) 5. Dianne Wilson, Deputy Clerk, Municipality of Central Elgin, with resolution regarding the County of Elgin Official Plan. 6. Rebecca McLean, Supervisor of Planning, London District Catholic School Board, with notification of a community partnership opportunity at Assumption Catholic Elementary School, Aylmer. 7. Karen Leibovici, President, Federation of Canadian Municipalities with President’s Corner Update. 8. Dan Matheson, Chair, Municipal Property Assessment Corporation (MPAC) Board of Directors with MPAC updates. In regard to Correspondence Item #1 Councillor Marr said an explanation was not readily understood about how Central Elgin was listed as ‘urban’ in the Ontario Municipal Partnership Fund program. In regard to Correspondence Item #2 Councillor Walters clarified that the $500,000 already given to the St. Thomas Elgin General Hospital rebuild project is part of the $3.5 million approved earlier in the meeting for the hospital. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT Correspondence Items #1 - 8 be received and filed. - Carried. 7 County Council 7 December 11 & 13, 2012 OTHER BUSINESS Statements/Inquiries by Members – None Notice of Motion - None Matters of Urgency - None Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Ens Seconded by Councillor Walters THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Couckuyt Seconded by Councillor Jenkins THAT By-Law No. 12-32 “Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 11 and 13, 2012 Meeting” be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor McIntyre THAT we do now adjourn at 11:54 p.m. and meet again on January 8, 2013 at the County Administration Building Council Chambers at 1:30 p.m. - Carried. LONG SERVICE AWARDS Following adjournment, council recognized the following recipients with Long Service Awards, as presented by Warden McWilliam during a luncheon celebration: BOBIER VILLA Maria Shearer 10 years Rejeanne Allaire 15 years Lisa Zinkan 15 years Sheri Willcocks 15 years Anna Young 30 years ELGIN MANOR Judy Finnigan 10 years TERRACE LODGE Donna Baker 10 years Marion Niessen 10 years Tammy Thompson 10 years Marjorie Ford 15 years Karen Johnson 25 years Mary Jenken 35 years FINANCIAL SERVICES Jennifer Ford 10 years Lisa Terrio 10 years Dorothy Schaap 25 years HUMAN RESOURCES Tanya Tilton-Reid 10 years Heather Rosevear 10 years 8 County Council 8 December 11 & 13, 2012 COMMUNITY Rhonda Brindley 10 years AND CULTURAL Gina Coady 10 years SERVICES Douglas MacAulay 10 years Terri Vansevenant 10 years Emily Finch 25 years Deanna Hindley 25 years Susan Morrell 25 years Mark McDonald, Cameron McWilliam, Chief Administrative Officer. Warden. 9 Draft COUNTY COUNCIL MINUTES Special Meeting Tuesday, January 8, 2013 The Elgin County Council met this day at the Administration Building at 1:30 p.m. with all members present. Warden McWilliam in the Chair. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF – None. Moved by Councillor Walters Seconded by Councillor Mennill THAT we do now move into Committee of the Whole Council. - Carried. REPORTS Budget Challenges for 2013 – Chief Administrative Officer and Director of Financial Services The Chief Administrative Officer and director presented a PowerPoint on financial budget challenges for 2013, in advance of budget preparation. Terrace Lodge Capital Program Moved by Councillor Mennill Seconded by Councillor Marr THAT the capital expenditures included in the ten-year capital plan of $20 million to expand Terrace Lodge, for the purpose of upgrading from a “C” class facility to an “A” facility be removed from the plan; and replaced with $5 million capital expenditure for Terrace Lodge, recognizing that this investment will not change the “C” classification of the facility, but will ensure that the existing structure remains sound while also upgrading common areas to improve the quality of life for the residents; and, THAT the Request for Proposals be adjusted accordingly. - Carried. Business Resource Centres Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT the Aylmer Elgin Business Resource Centre pilot satellite office be made permanent according to specific terms; and, THAT the west-end satellite office be opened at a net cost increase of $170,000 (for both satellites combined) annually funded by an incremental 0.7 per cent tax increase. - Carried Unanimously. SCOR It was noted that approval of the above option envisioned the elimination of the County’s membership in SCOR ($35,000). Following discussion, Council directed staff to advise SCOR of the county’s withdrawal from the partnership. 10 10 County Council 2 January 8, 2013 East-end Ambulance Response Time Moved by Councillor Ens Seconded by Councillor Couckuyt THAT, as an interim measure, commencing as soon as possible, one additional paramedic service be added and located at the Straffordville Fire Station, providing service ten hours a day from 7:00 a.m. to 5:00 p.m., five days a week, including statutory holidays at an incremental cost of approximately $189,000 funded by an incremental 0.8 per cent tax increase; all with the understanding that a creative, long-term solution will be incorporated in the responses to the 2013-2018 Ambulance Service Request for Proposal. - Carried Unanimously. Council requested that the Thames Emergency Medical Services implement this enhancement as soon as possible without waiting for Council to approve its composite budget. RFP Response Time Standard Moved by Councillor Walters Seconded by Councillor Jenkins THAT council approve the staff recommendation that the 2013-2018 Ambulance Service Request for Proposal (RFP) contain the following clause: “no municipality shall have a response time standard that exceeds the provincially mandated overall standard of 14.25 minutes by more than 25 per cent (17.8 minutes).” - Carried. Dexter Line Road Relocation Moved by Councillor Ens Seconded by Councillor Mennill THAT the 2013 funding that was earmarked for Dexter Line be postponed to 2014 with the understanding that should the County qualify for significant infrastructure funding for the Dexter Line some time this year (2013) that the matter be reopened for discussion. - Carried. Reverting Certain Roads to Tar and Chip Moved by Councillor Jenkins Seconded by Councillor Marr THAT council approve the staff recommendation that a reduction be made in the discretionary road capital budget and that tar and chip could become the standard for collector/local county roads to reduce costs in the future, at specific locations, as outlined in the PowerPoint presentation. - Carried. Review of Council’s Strategic Plan – Chief Administrative Officer The Chief Administrative Officer presented the plan, reviewing the strategic vision as set out for 2011-2014. The following amendments were suggested and adopted: - Implementing the County Official Plan (Top 5 Priorities for the Term); and, - Not creating economic opportunity/not investing in it and a slow economic recovery (Primary Threat, under SWOT Analysis Results). 11 County Council 3 January 8, 2013 Moved by Councillor Walters Seconded by Councillor Mennill THAT the Strategic Plan be adopted as amended - Carried. Mission Statement and Corporate Goals – Chief Administrative Officer The Chief Administrative Officer presented the mission statement and corporate goals. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT the report titled “Mission Statement and Corporate Goals” dated March 2006 be received and filed. - Carried. CORRESPONDENCE Item for Consideration 1. Roberta Gillard, Secretary-Administrator, Elgin County Federation of Agriculture requesting gold table sponsorship at the annual Elgin Federation of Agriculture Banquet and Awards Presentation on Saturday, February 2, 2013. The following recommendations were adopted in regard to Correspondence Item #1: Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Council approve the annual sponsorship of a gold table at the annual Elgin Federation of Agriculture banquet, this year in the amount of $140.00. - Carried. At the request of staff, council agreed that the request for sponsorship by the Elgin Federation of Agriculture was no longer necessary to come before council and that sponsorship would be undertaken annually as an administration function. Item for Information (Consent Agenda) 1. Media Release – First medical scholarships awarded to St. Thomas students. The Warden reported that the two scholarships were awarded to excellent recipients. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT Correspondence Item #1 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members - None. Notice of Motion - None Matters of Urgency - None 12 County Council 4 January 8, 2013 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Walters THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Mennill Seconded by Councillor Ens THAT By-Law No. 13-01 “Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 8, 2013 Special Meeting” be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Wiehle Seconded by Councillor Walters THAT we do now adjourn at 3:25 p.m. and meet again on January 22, 2013 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark McDonald, Cameron McWilliam, Chief Administrative Officer. Warden. 13 ELGIN COUNTY’S STRATEGIC VISION 2011-2014 (Revised January 8, 2013) as indicated in bold type TOP 5 PRIORITIES FOR THE TERM: 1) Increasing and promoting economic development and tourism 2) Increasing level of cooperation and joint services with the City of St. Thomas Implementing 3) the County Official Plan 4) Investing in the county road infrastructure 5) Continuing to streamline county operations using best practices 2013-14 TOP 4 GOALS FOR : 1) Realizing an affordable tax rate increase by maximizing funding sources and improving efficiency and savings 2) Maintaining services 3) Increasing economic development opportunities 4) Increasing level of cooperation with the City of St. Thomas USE OF RESERVES TO REDUCE COUNTY LEVY: Council demonstrated a low to moderate propensity to use reserves to lower the county levy WILLINGNESS TO CUT SERVICES TO ACHIEVE A BUDGET TARGET: Low to moderate inclination to cut services ONE THING YOU WOULD LIKE TO CHANGE ABOUT COUNTY OPERATIONS: Better communication and interaction with local municipal partners including City of St. Thomas SWOT ANALYSIS RESULTS: Primary Strength: Departments/leadership/service and people Primary Weakness: Distance separation, east to west (geography) Primary Opportunity: Increasing economic and tourism opportunities/building the agricultural base and skilled labour force Primary Threat: Not creating economic opportunity/not investing in it and a slow economic recovery 14 15 Youth Internships At Community Access SitesAt Community Access Sites 16 16 About YI at Community Access Sites Recently changed the name from Community Access Program Youth Initiative (CAP YI) Began in 1994 in order to bridge the “digital divide” Now works in sites all over Ontario in order to teach patrons how to access and use the internet, general computer training, help people of all ages gain or complete their education, etc. 17 17 About Me My name is Andrew Gray As the Youth Coordinator for Elgin County Library, I act as the liaison between Mary Lou and the Youth Interns at the branches I am responsible for mentoring the Youth Interns, visiting the branches on a regular basis, producing a monthly newsletter each month, updating the Elgin County Library YI at CAS website, developing county-wide cybercamps and lessons, amongst other tasks 18 18 What Do the Youth Interns Do? As Youth Interns, they work at the branches offering one-on- one or group training sessions, monthly/weekly cybercamps, adult demonstrations, and other special tasks They’re available for demonstrations and training on the following: -Computer basics: typing, shortcuts, organizing files, etc. -Creating documents, spreadsheets, presentations, etc. -Email -Social networking sites: Facebook, Twitter, YouTube, Skype -Internet basics: connecting, browsing, Google searches, etc. -Using new technologies: iPads, tablets, smartphones, etc. 19 19 Most FAQs and Lessons from the first half of the term -Connect to library’s WIFI -How to Print from PACs -Computer basics –file management, typing, etc. -Using internet browsers/search engines to find certain topics (shopping, recipes, vacations, etc.) -Creating Facebook account and using site -Creating and using an email account -Uploading pictures from camera to computer -Emailing attachments (pictures and other files) -Using Microsoft Office Programs to create documents, spreadsheets, etc. 20 20 Cybercamp Topics Outer Space Animals War of 1812 Halloween Sports World Records 21 21 YI at CAS 2012-2013 Term (as of January 10, 2013) 900 825 790 800 700 600 500 392 400 300 200 100 35 0 Individual ClientsVolunteer# of Computer TrainingPatrons assisted in total Organizations/Schools/LocalSessions Businesses 22 22 Bully-Free Challenge In light of the increase in online bullying, Youth Internships at Community Access Sites has decided to develop a province-wide initiative to combat cyberbullying. Every Community Access Site in Ontario, and each branch of Elgin County Library is a bully-free zone In addition, Youth Interns at each branch will be putting together informative posters that include the definition and examples of cyberbullying, as well as what you can do to prevent cyberbullying, and where you can go for help Each Youth Intern is also developing a short presentation on cyberbullying that will be shown at a cybercamp in February 23 23 24 24 I showed a patron the basics of Microsoft Word (changing font style and increasing/ decreasing the size of the font, etc.).She plans to use this knowledge for her new job she starts in less than a month. She told me that the job will involve typing a lot of documents, and she’ll have to send them to people she works with as attachments (through email). -Port Stanley/Shedden Liam 25 25 I helped a patron who had forgotten email addresses and didn’t realize if you put the name of a contact in the email address spot that the email address would come up. This was a big success and she was very happy. This will help the patron stay in touch with friends and family easier. West Lorne - Nicole 26 26 I showed a patron how to scan his historic pictures into the computer so he could print many copies of them off. We added a title and captions to tag people in it for reference. He plans to use these skills to do the same process with more photos in the future. He uses the pictures to teach himself about his past and map the past of the community. -Dutton Jesse 27 27 One of my biggest success stories would have to be my Halloween Cybercamp. I had 5 children in attendanceand they had a lot of fun. We did an egg carton spider craft and colouring, and gave out candy. -Springfield Jessica 28 28 My biggest success would be working one-on-one with one particular patron. I have helped her with everything from Facebook, to navigating her email, and other questions she’s had. Seeing her warm smile encourages me to go out and help more people like her who need help. -Straffordville/Port Burwell Jack 29 29 My first success story is about a patron who forgot his hotmail password. He needed his email to talk to his friends in Australia, who he hadn't spoken to in three months. To retrieve his password, I had to create a yahoo email account so Microsoft could send an email with the password. He can now use his email and contact his friends in Australia. -Belmont Chantal 30 30 I showed a patron who came in from a Volunteer Group (West Elgin Neighbourhood Watch) how to update their website that they had already created. She plans on using this knowledge to be able to make changes to the website herself in the future. -Rodney Brandee 31 31 I showed a patron how to use Microsoft Word to help with her computer course at Fanshawe.We learned: typing (using capital letters and commas), the show/hide button, how to use the enter and tab buttons, and how to save documents. She wants to better her overall knowledge of the keyboard and Microsoft Word. She also plans on using this Kayla knowledge to help her excel in her Fanshawe computer course. -Aylmer 32 32 Contact Contact Information: Mary Lou, YI at CAS Manager -Email: mmcmillan@elgin-county.on.ca -Phone: (519) 631-1460 ext. 451 Email: agray@elgin-county.on.ca Phone: (519) 631-1460 ext. 151 Websites: http://elgincap.weebly.com www.library.elgin-county.on.ca Any Questions? 33 33 REPORTS OF COUNCIL AND STAFF January 22nd, 2013 Staff Reports – (ATTACHED) Director of Homes & Seniors Services – One-Time Fire Safety Funding Director of Homes & Seniors Services – Behavioural Supports Ontario Long-Term Care Home Staffing Resources Funding Announcement Director of Homes & Seniors Services – One-Time Funding for Training and Development of Long-Term Care Home Staff Director of Homes & Seniors Services – One-Time Funding for High Intensity Needs and Base Funding Changes through Flex Funding Program Business Development Coordinator – Local Food Challenge Funding General Manager of Economic Development – Tourism Signage Grant – Non-Profit Organizations Accessibility Coordinator – Annual Accessibility Plan Director of Human Resources – County of Elgin 2013 Mileage Rate Director of Community and Cultural Services – 1812 Commemoration Grant Approved Director of Community and Cultural Services – 2012 Out-of-Province Travel Director of Community and Cultural Services – Museums and Technology Fund Grant Approved 34 34 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director of Homes & Seniors Services DATE: January 8, 2013 SUBJECT: One-Time Fire Safety Funding INTRODUCTION: The Ministry of Health and Long-Term Care (MOHLTC) has announced one-time funding for B, C and D beds in order to improve fire safety measures in long term care homes. Terrace Lodge being a C classified home will receive funding under this initiative. DISCUSSION: The MOHLTC has provided notification of funding to long term care homes which are not equipped with sprinklers, and were not under construction for redevelopment at the time of the funding announcement. This funding is to be used to improve fire safety measures which could include but are not limited to; Additional fire separations between occupancies, bedroom and corridors; Enhanced fire detection equipment; Automatic sprinklers; Fire safety training for staff, including cost of program and cost for backfill of direct care staff; Enhanced staffing to ensure safe evacuation of residents as may be required to secure approval of fire safety plans while other upgrades are being implemented; and Upgrades and enhancements to the LTC homes’ electrical systems to help ensure safety of residents. The funding applies to the 2012/2013 and 2013/2014 fiscal years in the amount of $30,400 per year. To be eligible for the 2012/2013 funding, the purchase of the eligible goods and/or services must be made between April 1, 2012 and March 31, 2013. In addition, the goods and/or services must be received by March 31, 2013. Similar funding guidelines are applicable for 2013/2014 funding year. In 2012, council approved $74,000 in the capital budget for Fire safety improvements at Terrace Lodge. Staff has requested a carryover of the capital funds with the intent to budget additional funds to install a fire sprinkler system.With the funding announcement, the additional funds necessary to complete the project will be accessed through the one time fire safety funding for 2013/2014. Staff will conduct an assessment of any additional fire safety needs within the home and following the applicable funding guidelines, utilize available funding to avoid a potential claw back. 35 35 CONCLUSION: This one-time funding will improve the life safety of the residents at terrace lodge and reduce the capital budget for the county. RECOMMENDATION: THAT the report titled “One time Fire Safety Funding” dated January 8, 2013 be received and filed and, THAT a letter of thank-you be forwarded to MPP Jeff Yurek and the Minister of Health Deb Matthews. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes & Seniors Services Chief Administrative Officer 36 36 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director of Homes & Seniors Services DATE: January 7, 2013 SUBJECT: Behavioural Supports Ontario Long-Term Care Home Staffing Resources Funding Announcement INTRODUCTION: The South West Local Health Integration Network (SWLHIN) has announced additional base funding in 2012/2013 to support additional RN/RPN and PSW positions as part of the Behaviours Supports Ontario (BSO) project. DISCUSSION: The BSO project is a collaborative partnership among LHINs, Alzheimer Society of Ontario, Health Quality Ontario (HQO) and the Ministry of Health and Long-Term Care (MOHLTC). The purpose of the project is to ensure a collaborative care approach will be utilized to improve access to care and transitions of care for older adults with responsive behaviours across the care continuum. The BSO project for the SWLHIN is being coordinated by St. Josephs overall project is a collaborative effort amongst existing geriatric and geriatric mental health programs and services which include: Schedule 1 Hospitals, Long-Term Care Homes, Community Care Access Centre, Geriatric Resource Teams and Nurse Practitioners, Alzheimer Societies, Adult Day Programs, Regional Geriatric Program and Regional Psycho-geriatric Programs to create a virtual team to enhance services across the LHIN. The SWLHIN has allocated funding for 2012/2013 to add additional RN and/or RPNs and PSW positions to further support residents with responsive behaviours. Funds must be used to create specialized behavioural support positions and may only be used for the salary and benefits of nursing and personal support workers and cannot be used to support other operating or education costs. The staff selected for these specialized roles is expected to work in an integrated manner with existing seniors' mental health and addiction mobile teams that operate out of Schedule 1 hospitals and other specialized resources. Staff has elected to select RPNs for the team in order to maximize available funding. The funding allocation per home is as follows: RPN PSW Bobier Villa 9,4197,401 Elgin Manor 14,87211,685 Terrace Lodge 16,52412,984 37 37 CONCLUSION: The SWLHIN, as part of the BSO Initiative, has announced funding specialized positions in support of the BSO project. This fundi 2012/2013. Unspent funds within the fiscal year will be recover RECOMMENDATION: THAT the report titled Behavioural Support Ontario Long-Term Care Home Staffing Resources dated January 7, 2013 be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes & Seniors Services Chief Administrative Officer 38 38 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director of Homes & Seniors Services DATE: January 7, 2013 SUBJECT: One-Time Funding for Training and Development of Long-Term Care Home Staff INTRODUCTION: The Ministry of Health and Long-Term Care (MOHLTC) has announced the provision of one-time funding to long-term care homes for the 2012/2013 fiscal year for training and development of Long Term Care (LTC) home staff. DISCUSSION: The MOHLTC has announced funding for training and development of staff has the knowledge and skills to provide safe and quality care to meet the changing and specialized needs of LTC home residents. The funding supports the recommendations from the LTC Task Force on Resident Care and Safety. The funding will contribute to capacity building in a broad range of areas that advances the quality of care provided to LTC home residents while meeting the following objectives: Build leadership to support quality improvement capacity and pe Support the prevention of resident abuse and neglect through focus on education and policies. Support the care of residents with complex/responsive behaviours. Support the development of specialized knowledge and skills of staff to meet the needs of LTC home residents requiring specialized/complex care. Funding per home: Bobier Villa $ 7,400 Elgin Manor $11,700 Terrace Lodge $13,000 As with all funding initiatives, the MOHLTC requires strict reporting guidelines and specific accounting and reconciliation of funds. These funds must be spent by March 31, 2013 or they will be recovered. CONCLUSION: The MOHLTC has announced funding being provided to Long-Term Care Homes for training and development of Home Staff. With the increasing expectations being placed upon Long-Term Care 39 39 Homes the additional funding will provide additional support to staff as the home work toward implementing additional quality and safety measures to further enhance resident care. RECOMMENDATION: THAT the report titled One-Time Funding for Training and Development of Long-Term Care Home Staff dated January 7, 2013 be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes & Seniors Services Chief Administrative Officer 40 40 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director of Homes & Seniors Services DATE: January 8, 2013 SUBJECT: One-time Funding for High Intensity Needs and Base Funding Changes through Flex Funding Program INTRODUCTION: In October, 2012, changes to the Ministry of Health and Long-Term Care (MOHLTC) High Intensity Needs Funding (HINF) program/policy were introduced and are effective January 1, 2013. In addition, on December 24, 2012, the MOHLTC communicated a one-time funding announcement to assist Long-Term Care Homes (LTCHs) to provide safe care for high acuity residents affected by the program changes. Effective January 1, 2013, the Ministry of Health and Long-Term Care (MOHLTC) communicated a policy change related to “funding flexibilities” for long-term care homes (LTCH’s). The MOHLTCH purports that this change in policy will enable LTCH’s to redirect envelope funding to greater benefit resident needs. DISCUSSION: Introduced in the 1990s to alleviate Alternate Level of Care (ALC) pressures in acute care, HINF has been a claims-based funding system that provides supplemental financing for medically complex residents. Challenges with this system have been: No evidence that HINF use is correlated with high levels of acuity in LTCHs Current reimbursement system lacks incentives for homes to prevent the progression of skin ulcers, as homes receive additional funding only if this condition is present Claims are not received from all LTCHs in the province, creating an inequitable distribution of monies across the province There is no cap of the total claims submitted, resulting in unsustainable growth New HINF funding model (effective January 1, 2013): Allocate current HINF expenditure as a per diem under each appropriate LOC funding envelope as a supplementary line Each LTCH is to receive $0.75 per diem (Nursing and Personal Care $0.63 and Raw Food $0.12) Retain, in the short-term, HINF structure for four (4) HINF categories whereby MOHLTC covers 95 % of cost and LTCH covers 5% of cost. The four categories are: preferred accommodation, supplementary staffing, transportation for dialysis, exceptional wound care Longer term solution: full integration and acuity adjustment of HINF into care envelope via HSFR; and increased focus on accountability mechanisms that measure resident outcomes, LTCH financial viability, and improved business conditions 41 41 In addition, one time funding (to be spent by March 31, 2013) has been provided to assist LTCHs in transitioning HINF from claims-based to per diem based funding, and for continuing to provide safe care for high acuity residents. Bobier Villa is receiving $15,000; Elgin Manor $15,000 and Terrace Lodge are receiving $15,900. One time funding is to be spent to purchase eligible items as defined under the Eligible Expenditure Guidelines for the NPC and Raw Food Envelopes. Examples include but are not limited to: Supplies to prevent skin breakdown Wound care supplies Intravenous (IV) pumps and supplies Palliative care equipment and supplies Specialized feeding equipment Any items that enhance resident safety, reduce injuries due to falls and assist in preventing falls in a LTCH Additional funding is being provided by the MOHLTC includes Medical Director increase of $0.28 per bed which includes $0.06 for medical director fees and $0.22 for incontinence supplies. The MOHLTC has also announced policy funding changes referred to as "flex funding" allowing the following funding and managerial flexibilities in the LTCH sector: 1. Ability to balance expenditures across the Nursing and Personal Care (NPC), Program Support Services (PSS), and Raw Food (RF) envelopes 2. Removal of caps on medical directors fees and incontinence supplies 3. Removal of pre-approvals and caps on equipment purchases 4. High Intensity Needs Fun (HINF) will be administered largely through per diem funding to reduce administrative burden and improve focus on wound prevention The MOHLTC suggests that the above changes will allow for balancing across the funding envelopes. For example, if there are “planned” unspent funds, in the Nursing and Personal Care envelop, these could be used to offset overspending in another envelope such as Raw Food or Program and Support Services. Unspent funds in the Raw Food envelop however may not be reallocated. The guidelines further stipulate that funding may only be reallocated where there are unspent funds after all the care needs of the originating envelope have been met. CONCLUSION: Over the years, with the HINF program, LTCHs have been in a position to accept residents with high levels of acuity. The HINF program changes present possible financial risks to homes should current or new admission residents present with complex care needs. The homes staff will monitor and track the impact of the funding changes closely to balance the changing needs of residents along with the changes to the HINF program. The homes staff will also continue to enhance the continuous quality improvement program to effectively manage quality indicators such as pressure ulcers, falls, etc. The MOHLTC has also announced a new process for the disbursement of HINF and the ability to move MOHLTC funds between certain envelopes. While there are increased funding flexibilities 42 42 that are now being allowed, there are also restrictions and caps for specifically funded items which will require heightened monitoring. The result of these new guidelines is will not be fully known until implementation and monitoring can occur. RECOMMENDATION: THAT the report titled “One time Funding for High Intensity Needs and Base Funding Changes through Flex Funding Program” dated January 8, 2013 be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes & Seniors Services Chief Administrative Officer 43 43 REPORT TO COUNTY COUNCIL FROM: Kate Burns, Business Development Coordinator DATE: January 10, 2013 SUBJECT: Local Food Challenge Funding INTRODUCTION: Elgin County Economic Development and Elgin County Homes have been successful in obtaining a $15,000 grant for the Homes from the Greenbelt Fund for the 2013 Local Food Challenge. This initiative, a collaboration between Economic Development and Homes, will assist in having local food in our local institutions. DISCUSSION: The Greenbelt Fund encourages the establishment of new food service models that support Ontarians desire for fresh and healthy meals that are prepared with local ingredients in broader public sector institutions. The objectives of the 2013 Local Food Challenge include; - To increase the amount of Ontario food products purchased by Ontarios broader public sector, specifically municipal, university, school and hospital food services - To enhance the capacity of the agri-food sector (farms, processors, distributors, and others) to access broader public sector food services Elgin Countys successful project proposal has as its project objectives to; - Address issues that affect the potential to buy more Ontario food, such as traceability, budget constraints and regulations - Create a tracking system to be used in all three homes for local food purchases To achieve the project objectives the following activities will occur over the course of the year long challenge in Elgin Countys three homes; - Utilize Ontariofresh.ca to source products - Host challenges between homes and staff to identify new recipes featuring local food - Develop materials to promote new menu items and host cooking demos with local chefs for residents, staff, family and local community - Invite marketing boards (eggs, pork dairy) to conduct demonstration on commodities - Engage Fanshawe Colleges culinary program to create recipes and conduct cooking demos - Tracking local food purchases monthly - Share and report lessons and results learned 44 44 CONCLUSION: The partnership between the Economic Development Department and Elgin County Homes continues on the goals and objectives of the Economic Development Strategy and Action Plan 2011-2014 in promoting local food and building productive partnerships within our communities. RECOMMENDATION: THAT staff be authorized to accept the contribution of $15,000 from The Greenbelt Fund in support of the 2013 Local Food Challenge; and, THAT County Council directs the Chief Administrative Officer to sign the letter of agreement with the Greenbelt Fund pertaining to the 2013 Local Food Challenge. Respectfully Submitted Approved for Submission Kate Burns Mark G. McDonald Business Development Coordinator Chief Administrative Officer Rhonda Duffy Director, Elgin County Homes Alan Smith, General Manager Economic Development 45 45 REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager, Economic Development Lindsey Morritt, Marketing Assistant DATE: December 18, 2012 SUBJECT: Tourism Signage Grant Non-Profit Organizations INTRODUCTION: On April 27th, 2010, Elgin County Council approved the County Tourism Signage Policy. This policy included the opportunity for Elgin County non-profit organizations to apply to County Council for a tourism grant of $150.00 per sign. In September 2011, the policy was updated to reflect a more efficient implementation of the program all applications are now received and processed st once per year - by November 1 and installed in May of the following calendar year. This policy update also included placing a limit on the number of signs a not-for-profit organization can apply for - two signs. There is one non-profit organization requesting a signage grant from County Council totaling two signs, or $300.00, through the Tourism Signage Grant program for 2013. DISCUSSION: Of the signage requests received for 2013, one non profit organization has applied for two signs under the tourism signage grant program: Jabez Therapy Ranch in Springfield. The Jabez Therapy Ranch is an organization dedicated to helping children with special abilities. Their motto is Friendship and Freedom through a Spirit of a Horse. Although the Ranch focus is to serve disadvantaged child welcome visitors to come and experience trail riding and the magic of their facility. The signage being requested from this organization wou become more aware of what is happening on the ranch and inform people of where they are located, so they can increase the number of visitors to the location and area. To date, County Council has committed to funding 9 non-profit organizations through the signage grant program with a total amount of $4650.00 per year. This new application, if approved would make the total amount $4950.00 in 2013. The expectation is that County Council continue to fund these signs with a review of the program near the end of the projects 10 year term. 46 46 CONCLUSION: The Tourism Signage Policy takes into consideration non-profit organizations who wish to apply to County Council for a tourism grant of $150 per sign. The grant program has a limit of two signs per non-profit organization. The request for a grant is considered to be an on-going commitment by the County to the applicant unless otherwise directed by County Council. These applicants are not required to reapply each year in order to renew the grant status. RECOMMENDATION: THAT County Council approve the application from the Jabez Therapy Ranch for th tourism directional signage grants as described in the December 18, 2012, report; And THAT this request for tourism signage grants be included in the 2013 budget deliberations. All of which is Respectfully Submitted Approved for Submission Lindsey Morritt Mark G. McDonald Marketing Assistant, Economic Development Chief Administrative Officer Alan Smith General Manager, Economic Development 47 47 REPORT TO COUNTY COUNCIL FROM: Jennifer Cowan, Accessibility Coordinator Rob Bryce, Director of Human Resources DATE: December 14, 2012 SUBJECT: Annual Accessibility Plan INTRODUCTION: The Ontarians with Disabilities Act, 2001 (ODA) requires municipalities to develop an annual accessibility plan. The plan outlines the barriers that the County of Elgin has removed or will remove. The purpose of this report is to share with County Council the many successes achieved by the Joint Accessibility Advisory Committee during 2012. DISCUSSION: The attached plan will be the last ODA plan submitted to Council as we are now required to develop a multi-year accessibility plan. The multi-year accessibility plan will be coming forward to Council later in the first quarter and will focus on the implementation of requirements from the Integrated Accessibility Regulation. An annual status report will be presented to Council outlining the progress made in relation to the multi-year accessibility plan. The Joint Accesslity Advisory Committee will continue to ensure barriers are identified and addressed within the planning process. CONCLUSION: The current accessibility planning process will be discontinued, development and implementation of a multi-year accessibility plan. RECOMMENDATION: THAT the report titled Annual Accessibility Plan dated December 14, 2012 be received and filed. All of which is Respectfully Submitted Approved for Submission Jennifer Cowan Mark G. McDonald Accessibility Coordinator Chief Administrative Officer Rob Bryce Director of Human Resources 48 48 JointElgin/CentralElgin 2012AnnualMunicipal AccessibilityPlan 49 49 TABLE OF CONTENTS JOINT ELGIN/CENTRAL ELGIN ....................................................... ANNUAL MUNICIPAL ACCESSIBILITY PLAN 2012 .......................................................... MUNICIPAL HIGHLIGHTS, POPULATION AND ORGANIZATIONAL STRUCTURE ......... 2 THE ACCESSIBILITY WORKING GROUP ................................................................ ELGIN/CENTRAL ELGIN COMMITMENT TO ACCESSIBILITY PLANNING ...................... 4 ACHIEVEMENTS TO DATE ........................................................ BARRIER IDENTIFICATION METHODOLOGIES ........................................................ MANDATORY ACCESSIBILITY STANDARDS ............................................................ FOCUS FOR 2012 ................................................................ REVIEW AND MONITORING PROCESS........................................................... COMMUNICATION OF THE PLAN ............................................................. RECOMMENDATIONS ........................................................... APPENDIX A ................................................................ APPENDIX B ................................................................ APPENDIX C ................................................................ 16 APPENDIX D ................................................................ 17 50 50 JOINT ELGIN/CENTRAL ELGIN ANNUAL MUNICIPAL ACCESSIBILITY PLAN 2012 EXECUTIVESUMMARY The purpose of the (ODA) is to improve opportunities for Ontarians with Disabilities Act, 2001 persons with disabilities and to provide for their involvement in the identification, removal and prevention of barriers to their full participation in life. To this end, the ODA mandates that each municipality with a population of over 10,000 form a committee to identify accessibility barriers with membership composed of a majority of persons with disabilities and to prepare and publish annual accessibility plans. The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) became effective June 13, 2005. In addition to requirements of the ODA, an Accessibility Standards Advisory Council advises the Province on the process for the development of accessibility standards and the progress made by Standards Development Committees in developing standards. Legislation mandates that Ontario is to be barrier-free by the year 2025. Until repealed, the ODA remains in effect as well. This is the annual plan prepared by the Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC). The report describes: (1) the measures/achievements of the County of Elgin and the Municipality of Central Elgin (Elgin/Central Elgin) over the past year, and (2) the measures committed to be taken during the current year (2012-2013), to identify, remove and prevent barriers to persons with disabilities who use the facilities and services of Elgin/Central Elgin, including employees, volunteers, visitors, and other members of the community. This year, Elgin/Central Elgin committed itself to the continual improvement of access to municipally-owned or leased premises, facilities and services for employees, volunteers, and visitors with disabilities; the participation of persons with disabilities in the development and review of its annual accessibility plan; and the provision of quality services to all members with disabilities within its jurisdictional community. The accessibility working group, in its first annual plan, identified 70 barriers to persons with disabilities. The most significant findings were that Elgin/Central Elgin facilities are not fully wheelchair/mobility/vision/hearing accessible. Over the next several years, budgets need to include funds to eliminate these barriers. For 2012, the JAAC recommends removing as many barriers as possible in Central Elgin and in the County of Elgin, or as legislated by Provincial standards. MISSIONSTATEMENT The JAAC adopted the following as its Mission Statement: To identify, remove and prevent barriers to persons with disabilities who use the facilities and services of the County of Elgin and the Municipality of Central Elgin, including employees, volunteers, visitors, and all members of our Community. 1 51 51 AIM This report describes: (1) the measures that Elgin/Central Elgin have taken in the past, and (2) the recommendations from the JAAC for measures to be undertaken by Elgin/Central Elgin during the year 2012-2013, to identify, remove and prevent barriers to persons with disabilities who use the facilities and services of Elgin/Central Elgin, including employees, volunteers, visitors, and other members of the community. OBJECTIVES This Plan: 1. Recommends the process by which Elgin/Central Elgin can identify, remove and prevent barriers to persons with disabilities. 2. Reviews earlier efforts to remove and prevent barriers to persons with disabilities. 3. Lists the facilities, policies, programs, practices, and services that the JAAC recommends Elgin/Central Elgin to review in the coming year to identify barriers to persons with disabilities. 4. Describes the measures Elgin/Central Elgin should undertake in the coming year to identify, remove and prevent barriers to persons with disabilities. 5. Describes how Elgin/Central Elgin will make this accessibility plan available to the public. MUNICIPAL HIGHLIGHTS, POPULATION AND ORGANIZATIONAL STRUCTURE COUNTYOFELGIN The County of Elgin is situated along the north shore of Lake Erie and encompasses more than 187,966 Ha. with a population of 49,241 citizens (2008 figures from MPAC). The County is an upper tier municipality, which includes seven constituent lower-tier municipalities within the County structure, and one separated City. Each of these partner municipalities has their own separate system of governance. Cor located at the County Administration Building, 450 Sunset Drive, St. Thomas, partway between the City of St. Thomas and Port Stanley. Areas of jurisdiction under the County corporate structure include responsibility for: County Council directives, by-laws, policies and procedures; protection of County assets and expenditures; design and construction of the County Road System; administration of Ontario Court of Justice and Provincial Offences operation; County Libraries (10 branches plus 1 main office); Museum; Archives; operation of three Long-Term Care Homes; emergency services (emergency response, 9-1-1, land ambulance, co-ordinati municipalities); a regional approach to Economic Development and Tourism Services; Ontario Works/Social Services (administered through City of St. Thomas); protection of County forest cover; and severing of land. 2 52 52 MUNICIPALITYOFCENTRALELGIN The Municipality of Central Elgin is a progressive, dynamic urba located on the shores of Lake Erie in the heart of southwestern Ontario connected by 370 kms. of municipal roads. The Municipality of Central Elgin encompasses 325 square kms, in area and has a population of approximately 12,500 citizens. The Municipality of Central Elgin is a lower tier municipalitys own separate system of governance within the County of Elgin structure. The Administration Office for the Municipality of Central Elgin is located at 450 Sunset Drive, North Wing, St. Thomas. Areas of jurisdiction under the Municipality of Central Elgin structure include: Council by- laws, policies and procedures; protection of Central Elgin assets and expenditures; Strategic Planning; Building Inspection; By-law Enforcement; Zoning/Committee of Adjustment; Municipal Roads System; Sanitary Sewer; Storm Sewers and Municipal Drains; Potable Water; Parks and Recreation; Port Stanley Harbour Building and Solid Waste. THE ACCESSIBILITY WORKING GROUP EstablishmentoftheJointAccessibilityAdvisoryCommittee In accordance with the ODA legislation, the Councils for the County of Elgin and the Municipality of Central Elgin formed an optional joint accessibility advisory committee in 2002, known as the Elgin/Central Elgin Joint Accessibility Advisory Co(JAAC). The Committee is comprised of five persons representing all geographic areas of the County of Elgin with the majority of membership being persons with disabilities. The responsibilities of the JAAC are : Identify barriers to persons with disabilities in all facilities, regulations, policies, programs, practices and services offered by Elgin/Central Elgin. List facilities, regulations, policies, programs, practices and services that cause or may cause barriers to persons with disabilities. Identify barriers that are to be removed or prevented in the coming year. Describe and recommend how these barriers should be removed or coming year. Prepare an annual report on these activities, for approval by the Councils of the County of Elgin and the Municipality of Central Elgin, and make the plan available to the public. Review building plans and make comments/recommendations on accessibility issues. Coordinators 3 53 53 The Deputy Clerk position for the Municipality of Central Elgin and the Building Sciences Technologist position for the County of Elgin were appointed by the respective Councils as the Co-Coordinators of the JAAC to provide administrative support and assistance. The County of Elgin has hired an Accessibility Coordinator who w accessibility related projects including the development of the annual accessibility plan. Membersofthe JAAC Elgin/Central Elgin appointed the following members to the JAAC: Working Group Municipality/Agency Department Telephone/E-mail Member Ms. Jenny Phillips Chair JAAC 519 762-2862 jennyphillips@golden.net Ms. Lynn DeMont Vice-Chair JAAC 519-782-3059 Ldemont308@gmail.com Deputy Mayor Member represents JAAC 519-782-3836 David Marr County of Elgin and grvalley@rogers.com Central Elgin Ms. Joyce Greer Member JAAC 519-773-8073 jjhg@amtelecom.net Arnold Rowe Member JAAC 519-871-0948 arowdeo@yahoo.ca Ms. Dianne Wilson Municipality of Central Administration519 631-4860 dwilson@centralelgin.org Elgin Mr. Cole Aicken County of Elgin Engineering 519 631-1460 x 4 caicken@elgin-county.on.ca Services Ms. Jennifer Cowan County of Elgin Human 519 631-1460 x 167 jcowan@elgin-county.on.ca Resources ELGIN/CENTRAL ELGIN COMMITMENT TO ACCESSIBILITY PLANNING The Councils for the County of Elgin and the Municipality of Central Elgin adopted its first Accessibility Plan on September 23, 2003, and has adopted Annual Accessibility Plans each year thereafter, to identify and eliminate accessibility barrier Elgin/Central Elgin is committed to: The continual improvement of access to Elgin/Central Elgin premises, facilities, services for employees, volunteers, visitors, and other members of the community. participation of persons with disabilities in the development and review of its annual accessibility plans. provision of quality services to all employees, volunteers, visitors, and other members of the community. The Councils of Elgin/Central Elgin authorized the JAAC to prepare annual accessibility plans that will enable Elgin/Central Elgin to meet these commitments. 4 54 54 ACHIEVEMENTS TO DATE The JAAC prepared the annual Joint Elgin/Central Elgin Municipal Accessibility Plan which was adopted by Council Awareness and resolution of accessibility barriers has been promoted throughout the various departmental staff with the importance of addressing these barriers emphasized. Departments are budgeting towards elimination of barriers over the next several years. The JAAC reviewed site plans for Elgin/Central Elgin and made recommendations to improve accessibility to the new or renovated facilities. These recommendations were incorporated into the plans for renovations. ELGIN Administration Building (450 Sunset Drive, St. Thomas) Exterior Ramps - Barrier-free Accessibility Ramp Upgrade existing o south wheelchair ramp was removed and replaced with a new vestibule/ loading dock c/w a vertical lift; new 3-0 wide entry door c/w lever hardware and power door operator; 5-0 turning circle on both levels. New fire alarm system was installed; fire pull stations were all lowered to o 34 off the floor; fire bells were replaced with new horn/strobes. Training Room - New 3-0 wide entry door was installed c/w lever o hardware and hold open device. Elgin Manor (39262 Fingal Line, St. Thomas) Hair Salon half walls were removed to make it more wheelchair o accessible. Garden Room new 3-0 wide entry door was installed c/w lever o hardware. Physiotherapy Room old shelf unit was converted into a barrie o desk. Terrace Lodge (475 Talbot St. E, Aylmer) Barrier-free Washroom Renovation The Mens and Womens o Washroom by the Pool Area in the Basement were reconstructed for accessibility. (1) barrier-free toilet/stall in each; no doors for easy entry; 5-0 turning radius; barrier-free vanity c/w hands-free faucet and accessories. Garaventa Accessibility Stair-Trac Lift was purchased; used to transfer o residents in wheelchairs up/ down the stairs while maintenance was being performed on the elevator. CENTRALELGIN 5 55 55 Port Stanley Arena and Community Centre New accessible sliding doors at front entrance; new accessible raised o viewing area of ice surface; new elevator to Building Code. BARRIER IDENTIFICATION METHODOLOGIES The Working Group used the following barrier identification methodologies: Methodology Description Status Promotion and The JAAC will be sending letters to the local awareness of Chambers of Commerce and BIAS to accessibility Ongoing generate interest in the committee. barriers and JAAC activities Staff reviewed accessibility Staff inspected owned premises and Ongoing barriers in all identified accessibility barriers. facilities The JAAC reviews renovation/construction plans to ensure accessibility barriers are Plans Review addressed prior to construction Five -Year review of all Staff inspected owned premises and Ongoing County owned identified accessibility barriers. buildings BARRIERSIDENTIFIED The JAAC identified 70 barriers in 2003. The Councils of Elgin and Central Elgin adopted the recommendations of the JAAC to begin eliminating these barriers. As well, when new or renewal Leases are discussed, (e.g. Libraries and vehicles) consideration would be given to eliminate accessibility barriers as previously identified. The Barriers were prioritized into categories as follows: #1 High Importance measures to be undertaken to address the barrier as soon as possible #2 Medium Importance measures to be undertaken to address the barrier within the next five years 6 56 56 #3 Low Importance measures to be undertaken to address the barrier when renovations occur. The following list contains the barriers completed during 2010 and those remaining: INFORMATION/COMMUNICATION/POLICYBARRIERS CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGINCENTRAL ELGIN 1 Signage throughout all buildings to Acquisition of Acquisition of be in Braille or routed letters no signage was signage was higher than 4 feet (1.22 m) from delayed pending delayed pending the floor, and in a standardized possible criteria possible criteria location. lettering etc. from lettering etc. from the new AODA Built the new AODA Environment Built Environment standard. standard. 1 Elevator floor buttons and Temporary Braille Completed selection panel to include Braille signage installed in and be positioned no higher than 4 Admin. Bldg. and feet (1.22 m) from the floor. Terrace Lodge. Emergency telephone to be Redesign of these positioned no higher than 4 feet elevators and other (1.22 m) from the floor. buildings ongoing 1 Create website version for persons Ongoing Ongoing with visual loss. 1 Re-mark suitably sized accessible Ongoing Elgin parking spaces and install signage Manor worded to include the fine amount 2 Voice or buzzer indicators at traffic To be investigated Ongoing Beach lights to be installed in built-up, Areas and Arena urban areas where pedestrians (Completed) may cross the street 1 Voice or chime enunciators for Ongoing funding Not needed at this floor positions to be installed in pending time. elevators 1 Hiring and interviewing policies to Ongoing Ongoing include accommodation procedures for persons with disabilities 2 Human Resources and Health & Completed - Completed - Safety reading material, policies, Alternate formats Alternate formats warnings, notices, to be in multi-will be made will be made formats. available as per available as per 7 57 57 new Accessibility new Accessibility Standard for Standard for Customer Service Customer Service Policy. Policy. 2 Fire pull station and extinguishers Ongoing Under discussion to be lowered to no higher than 4 feet (1.22 m) from floor 2 PCs for public use to be Libraries installed N/A compatible for Braille translation Zoom Text software. Purchase screen Magnifier/Reader readers (e.g. Job Access With program to assist Screen Reading). Purchase patrons with vision Braille software and keyboard (e.g. loss. Neo Speech Dragon Dictate) that a person uses voice recognition is to dictate information and it writes being investigated. it down. Install Braille embosser Windows XP has and soundtrack on narrative accessibility options for users 2 Investigate computers to As per Customer As per Customer communicate with persons with Service Policy Service Policy hearing/vision loss 8 58 58 PHYSICAL/ARCHITECTURALBARRIERS CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGINCENTRAL ELGIN General 1 When new/renewal Leases are As per AODA As per AODA discussed, consideration to be standards standards given to barriers identified throughout Plan 1 All interior exit doors require panic Ongoing Ongoing bars 1 Lower shelving in libraries or ask As annual budgets n/a for staff assistance in interim allow 1 Portion of bars/rods in coat closets Under review Under review and hooks in lockers to be lowered or purchase hook & rod devices that hang from existing rods to lower level 1 Vertical difference in elevation not Completed Ongoing to exceed 12mm (sidewalks) 1 Barrier free parking space(s) to be Ongoing Ongoing identified, signed and promoted for buildings, shopping, beach areas 2 Install power operators on exterior Ongoing Ongoing main entrance doors; Power door operator control button to be located 3-4 feet (.91-1.22 m) from doorway to allow for opening 2 All access ramp landings and Ongoing Ongoing washrooms to have minimum turnaround radius of 5 feet (1.52 m) 2 All access ramps to be minimum Ongoing Ongoing unobstructed width of 3 feet (.91 m) inside railings 2 All door widths to be minimum of 3 Ongoing Ongoing feet (.91 m) 2 All turn-type knobs to be replaced Ongoing Ongoing with lever style 2 Lower section of concession n/a Ongoing counters 2 Paths to be constructed to provide n/a Ongoing; Little access to playgrounds/sports fieldsCreek Park to have new asphalt paths installed this year. 9 59 59 2 Playground equipment to be n/a Ongoing; Glover barrier free or add on barrier free Park is now section accessible. 3 Mailroom in Administration Completed Ongoing Building to be rebuilt. Mailroom in Central Elgin to be redesigned. 3 Installation of non-glare/indirect Completed to date, Completed to date, lighting in offices and work stations but ongoing. but ongoing. PHYSICAL/ARCHITECTURALBARRIERS(¢®³ £) CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGINCENTRAL ELGIN General 3 Workstations to be adjustable Completed - Completed to date, Sit/stand but ongoing. workstation purchased. 3 Curb cuts and sidewalk ramps to Ongoing, 90% of existing be included in new construction completed during curbs & sidewalks and others to be retrofitted new construction. have been retrofitted. Others done during new construction 3 Lifts and/or elevators to other Ongoing Ongoing floors or basements to be installed if necessary 3 All thresholds to be level with Ongoing Ongoing flooring or entrances 3 All light switches to be lowered to Ongoing Ongoing no higher than 4 feet (1.22 m) from the floor or motion sensor to be added where applicable. Kitchens 2 Lower section of counter, provide Ongoing Ongoing accessible sink and cupboard area, and sufficient space for wheelchair access in kitchens available for public or employee use 3 Microwaves to be at an accessible Ongoing Ongoing height and placement or purchase moveable carts Office Ergonomics 1 Office furniture to be repositioned Ongoing Ongoing to allow clear 3 (.91m) access 10 60 60 2 Reception desks to have lower Ongoing Completed section or be adjustable 2 Mailing machines to be at Completed Completed accessible height or adjustable 3 Filing cabinets to be no higher than Completed Ongoing 4 drawers or purchase revolving side file cabinets 3 Lower shelving and informational Ongoing Ongoing material 3 Lower control buttons for garage Ongoing Ongoing doors and wash bay Washrooms 2 Provide barrier free washroom Not necessary to Not necessary to facilities as per the Ontario renovate office renovate office Building Code washrooms if washrooms if accessible accessible washrooms are washrooms are available in close available in close proximity. Ongoing proximity. Ongoing 3 Showers require a bench, well-Ongoing Ongoing (Arenas) anchored grab bars, and handheld showerheads. All controls to be within easy reach 11 61 61 TECHNOLOGICALBARRIERS CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGINCENTRAL ELGIN 2 Purchase headsets for computer Completed If required, access for persons with vision loss included in new Customer Service Policy. 3 Outfit telephones with volume Admin. Bldg. Upon new control/flashing light and large telephones have purchase keypad volume control and flashing light. Large keypad phones can be purchased as required. Other areas ongoing 3 Install rotational lighting on fire Admin Bldg. Ongoing alarm systems Completed. Others areas ongoing. 3 Relocate or lower heat thermostats Ongoing (upon Ongoing (upon no higher than 4 feet (1.22 m) from renovations) renovations) the floor 12 62 62 MANDATORY ACCESSIBILITY STANDARDS The Ontario Government is issuing five sets of standards under the Accessibility for Ontarians with Disabilities Act, 2005 (the "AODA") to achieve the vision of a barrier-free Ontario by 2025. The first set is the Accessibility Standards for Customer Service, Ontario Regulation 429/07 ("OR 429/07"). Municipalities were required to have policies, practices and procedures in place by January 1, 2010. County Council adopted the Accessibility Standard for Customer Service (ASCS) on April 28, 2009 and the Municipality of Central Elgin adopted the ASCS on Sber 14, 2009. These policies were drafted in accordance with the Accessibility Stand Regulation 429/07) and address the following: a) The provision of goods and services to persons with disabilities; b) The use of support persons by persons with disabilities; c) Customer feedback regarding the provision of goods and services to persons with disabilities; d) Notice of temporary disruptions in services and facilities; e) The use of service animals by persons with disabilities; f) Notice of availability and format of documents; g) Training; and h) The use of assistive devices by persons with disabilities. This policy applies to all persons who deal with members of the public or other third parties on behalf of the County of Elgin or Central Elgin, whether the person does so as an employee, member of Council, agent, volunteer, student on placement, or otherwise and all persons who participate in developing the County's policies, practices and procedures governing the provision of goods and services to members of the public or other third parties. All employees received the required Accessibility Customer Service training by the end of 2009. In 2011, the Province enacted the Integrated Accessibility Regulation (OR 191/11). The Integrated Accessibility Regulation (IAR) ensures accessibility in the following areas: Information and Communications, Employment and Transportation. timelines. 13 63 63 FOCUS FOR 2012 ByLaws,Policies,Practices,Servicestobereviewed The JAAC will review various by-laws, policies, practices, and services to determine their effect on persons with disabilities as follows: Disabled parking spaces in core business areas. A survey has b municipalities detailing the number and location of municipal parking spaces for persons with disabilities in their respective municipality. Promotion and public awareness. Recommends that all barrier-free parking spots be re-marked to suit side and rear loading mobility devices; and that the fine amount be placed on all the barrier-free signage. Recommends that Management review their facilities and identify new barriers to add to next years annual accessibility plan. REVIEW AND MONITORING PROCESS The JAAC will meet regularly to review progress and staff will be reminded, through personal contacts or by e-mail, about their roles in implementing the Plan. The Chair/Vice-Chair will request to attend a meeting(s) with Senior Management Teams to review the progress of accessibility barrier elimination. COMMUNICATION OF THE PLAN Copies of the plan are to be available at the County of Elgin Administrative Services front counter, Municipality of Central Elgin front counter, County Libraries, local municipal offices, and on the County of Elgin and on the Municipality of Central Elgin websites. On request, the report can be made available on computer disk, or in large print. The domain name of AccessElgin.ca has been secured and the website will be developed over the next few years. The website, once in operation, would house JAAC Minutes, annual Accessibility Plans, accessibility information and links to sites of interest to visitors. The site would also act as a public forum for input into accessibility issues. RECOMMENDATIONS THAT the Elgin/Central Elgin Joint Accessibility Advisory Committee recommends to the Council for the County of Elgin and to the Council for the Municipality of Central Elgin that the following barriers to persons with disabilities be addressed during 2013: 1. All barriers identified by departmental staff for elimination in 2013, which are detailed on Pages 8-13 of the Plan, are to be scheduled for completion during 2013, or as legislated by Provincial Standards, within budgetary limitations; and furt 14 64 64 THAT Elgin and Central Elgin staff work toward development and implementation of processes and policies to comply with the new Mandatory Accessibility Standards. Respectfully Submitted _________________________ Jenny Phillips, Chair __________________________ Lynn DeMont, Vice Chair 15 65 65 APPENDIX! COUNTY OF ELGIN ACHIEVEMENTS FROM 2011 TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS Department/Building Barrier Addressed APPENDIX" MUNICIPALITY OF CENTRAL ELGIN ACHIEVEMENTS 2011 TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS Department/Building Barrier Addressed APPENDIX# COUNTY OF ELGIN AND MUNICIPALITY OF CENTRAL ELGIN 2010 JOINT INITIATIVES Department/Building Barrier Addressed 16 66 66 APPENDIX$ PHOTOGRAPHS OF ACCESSIBLE LOCATIONS Bobier Villa Sidewalk 17 67 67 Elgin Manor Accessible Parking Spaces 18 68 68 REPORT TO COUNTY COUNCIL FROM: Rob Bryce Director of Human Resources DATE: January 4, 2013 SUBJECT: County of Elgin 2013 Mileage Rate INTRODUCTION: In accordance with Human Resources Policy 10.50, employees who do not have a County-supplied vehicle will be paid a mileage rate for use of their own vehicle on County business. For the last three years, the current rate has remained unchanged at 49.5 cents per kilometre and is market-competitive. DISCUSSION: Until 2006, staff reviewed the mileage rate annually and recomme County Council for approval. Effective 2006, Council directed staff to implement the same kilometric rate established by the Treasury Board of Canada Secretariat on an annual basis. The 2013 Treasury Board rate for travel in Ontario is 55.0 cents per kilometre. A review of mileage rate reimbursements provided by other municipal employers suggests the Countys current rate of 49.5 cents per kilometre is competitive. A survey of 19 area municipalities resulted in a large range of responses showing reimbursement rates of 44 to 54 cents per kilometre. The average rate was 48.5 and the median response was 48.0. CONCLUSION: The Countys mileage rate is competitive and should remain uncha RECOMMENDATION: THAT County Council direct staff to freeze the mileage rate for 2013 at the current level of 49.5 cents per kilometre. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer 69 69 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services Mike Baker, Curator, Elgin County Museum DATE: January 9, 2013 SUBJECT: 1812 Commemoration Grant Approved INTRODUCTION: In September, 2012, staff submitted an application to the Federal 1812 Commemoration Fund on behalf of the County of Elgins 1812 Committee requesting assistance with a plaque program intended to mark the significant War of 1812 sites in the County. The attached correspondence from the Minister of Canadian Heritage confirms that this application has now been approved. The federal grant of $20,450 will cover 75% of the total cost of the project which is $27,450, with the balance coming from the Elgin Historical Society ($1000) and from museum operating funds. DISCUSSION: An 1812 Committee composed of representatives from heritage organizations across th the county was brought together in April, 2011 to generate ideas for marking the 200 anniversary of the War of 1812. The committee was chaired by the Museum Curator who also represented the committee on the regional 1812 coordinating body, the Western Corridor Alliance (WCA) which covers an area from Burlington west to the Chatham-Kent borderhttp://www.westerncorridor1812.com). A number of ( proposals were made including a full scale re-enactment of the raids experience by the Talbot Settlement at the Backus-Page House Museum in 2014, a play about the 1813 th founding of Sparta, an event marking the 200 anniversary of the Duncan McArthur Raid in what is now St. Thomas, as well as a series of markers that would provide visually interesting, permanent interpretive material at a number of sites related to the war. The WCA had already established a trail system (Route 1812) whose locations were based on submissions from the various county committees. Little remains at these locations from the time of the war and few have any type of interpretive marker at all. This project will provide a series of durable, consistent and visually appealing signboards. A list of locations for these signboards is attache The objectives of the program: Increase awareness among a wide-ranging audience, of the significant events and personalities of the War of 1812 in the Elgin County area. Enhance the product delivered by the Route 1812 program; Improve the web presence of local/regional War of 1812 information; Create opportunities for improving community awareness around the role of the war in the development of the County of Elgin at nine locations. 70 70 A portable, reusable kiosk will be used to inform the public about the project. The kiosk will contain the story of the war as it was experienced in this area as well as a map of the locations and the text for each plaque. It will circulate to spring and summer. During this period the markers will be fabricated and installed with a projected early fall launch. Opportunities to coordinate with other 1812 projects will be investigated. Following discussions with the1812 Commemoration Fund staff, the plaque program was submitted on its own. CONCLUSION: The approval of the Elgin County 1812 Plaque Program will allow the Countys 1812 Committee, in partnership with the County Museum and the Elgin Historical Society, to mark the key 1812 sites across the County. Staff therefore recommend that the Warden issue a letter of appreciation to the Minister of Canadian Heritage and to MP Joe Preston. RECOMMENDATION: THAT the Warden and CAO be authorized to enter into a funding agreement with the Government of Canada under the 1812 Commemoration Fund; and, THAT the Warden issue a letter of appreciation to the federal Minister of Canadian Heritage, MP Joe Preston and the Elgin Historical Society for funding this project. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer Mike Baker Curator, Elgin County Museum 71 71 Approved and Proposed sites for War of 1812 plaques 1. Approximate camp site of General McArthur, November 9 or 10, 1814 Richmond West Cemetery, 53714 Heritage Line 2. Jonathan Doan and the 1813 Settlement of Sparta Sparta Community Hall, 46272 Sparta Line, Sparta, ON 3. Camp site of General McArthur, November 11, 1814 Vicinity of 140 Talbot Street, St. Thomas 4. Resting place of Col. John Bostwick, militia officer and founder of Port Stanley Christ Anglican Church, 283 Colborne Street, Port Stanley, ON 5. Resting place of Col. Mahlon Burwell, militia officer, captured and held captive in Ohio, August to December, 1814 St. Stephen's Anglican Church graveyard, 33105 Fingal Line, Dutton-Dunwich 6. Former site of Col. Talbot’s home, and the only 1812 defensive structure in present-day Elgin County Talbot Settlement National Historic Sites Plaque, 32109 Fingal L 7. Centre of the Talbot Settlement, c. 1812 Backus-Page House Museum, 29424 Lakeview Line, Wallacetown 8. Approximate site of General Brock's encampment on the lake shore at the mouth of the creek, August, 1812 McColl Cemetery, 24724 Talbot Line, West Elgin, ON 9. Site of a mill stone that survived the destruction of the Port Talbot mill, by American forces and local sympathizers, September 9, 1814 Memorial Park, 8650 Furnival Road, Port Glasgow 72 72 73 73 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: January 3, 2013 SUBJECT: 2012 Out-of-Province Travel INTRODUCTION: In 2009, Council authorized out-of-province travel for meetings and conventions by staff and members of Council under certain conditions. This report fulfils the annual reporting requirement under this policy for the year 2012. DISCUSSION: In 2009, County Council passed the following recommendations with regards to out-of- province travel by staff and members of Council: THAT the Elgin County Council Policies Manual be updated to eliminate any restrictions on travel outside the Province of Ontario; and, THAT staff receive the approval of the Chief Administrative Officer to attend any meetings or conventions outside the Province of Ontario; and, THAT staff bring an annual report to Council in November of each year beginning in 2010 summarizing staff and Council attendance at meetings and conventions outside of the Province of Ontario; and, THAT, in those rare and exceptional occasions where travel and/or attendance has the potential to exceed amounts allocated in the Countys annual operating budget, such travel and/or attendance be approved by County Council prior to In 2011, Council further amended this policy to change the annual reporting requirement to January of each year for travel that occurred in the previous calendar year. In accordance with these recommendations, the following out-of-province meetings and conventions were attended by staff in 2012: Community and Cultural Services Digital Preservation Workshop, Association of Canadian Archivists, September 2012. Location: Montreal. Attended by Manager of Archives. 74 74 Information Technology Laserfiche training, January 2012. Location: Anaheim, California. Attended by Manager of Information Technology. [Note: Laserfiche is the Countys electronic document management software and major costs were sponsored by regional vendor as part of training support.] Economic Development and Tourism You Town Mobile Application presentation, May 2012. Location: Syracuse, New York. Attended by Business Development Coordinator. [Note: Expenses sponsored by vendor to highlight Countys use of this free application.] CONCLUSION: The aforementioned trips were contained within 2012 operating budgets or came at minimal expense to the County and received prior approval from t Administrative Officer. RECOMMENDATION: THAT the report 2012 Out-of-Province Travel dated January 3, 2013 be received and filed. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 75 75 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services Mike Baker, Curator, Elgin County Museum DATE: January 16, 2013 SUBJECT: Museums and Technology Fund Grant Approved INTRODUCTION: In August, 2012, staff submitted an application to the Museums and Technology Fund (Ministry of Tourism, Culture and Sport) on behalf of the Elgin County Railway Museum (ECRM), the Elgin County Archives and the Elgin Historical Society to provide assistance with the development of an on-line resource tool for the study and enjoyment of the region’s railway history. A grant of $5,500.00 has been approved to assist with the work of digitizing approximately 1,000 documents and images from the participating organizations as well as provide for the installation of a touch-screen at each museum. The balance of the project funding ($7,500.00) will come from museum operating funds and in-kind support from the Elgin Historical Society. DISCUSSION: The Elgin County Museum has a mandate to assist partner museums in the County with aspects of their operations. In 2007, Elgin County Museum was invited to assist with the th development of a strategic plan for the ECRM. The 100 anniversary of the building of the Michigan Central Railway shops in St. Thomas, now home to ECRM, is an opportunity for them to establish a higher profile in the community distinct from other railway heritage entities. The County’s tourism services has identified rail history as one of the region’s key tourist assets. Providing a rich on-line environment of rail history, particularly visual history, will enhance its attraction for potential visitors and raise awareness of the collaborators’ collections and programs. The early growth of St. Thomas and Elgin County was largely the result of the rail network that developed in the area beginning in the 1870s. Most of the small towns that now exist in the County were built on the main line and, in the City, hundreds, of people were employed in the shops and on the trains. Ancillary industries such as Canron and Timken were established because the maintenance shops of three railways were in town. The focus of the project is telling the story of the railway and of the thousands of workers who lived throughout the County. Much in the collections of the Elgin County Railway Museum, Elgin County Archives and Elgin County Museum can be used to tell this story. These include images from the three main shops, fire insurance plans, oral histories, and hundreds of worker biographies. Themes will include technology, work environment, social life and an overview of the growth and decline of the railway industry. 76 76 Digitizing the railway collections will go far in achieving stewardship and collections management goals in each of the partner institutions. The ECRM and the Elgin County Museum share a database where the materials will actually be stored and then linked to web pages. Each image or artifact will have its database information reviewed by the project team and, where necessary, outside experts, including retired railway workers who will provide interpretive material for use in the database and on the web pages. The objectives of the project are as follows: 1. To improve the web presence of Elgin-St. Thomas rail history. 2. To improve awareness of, and access to, the collections and programs of the partner museums/archives through web-based collections. 3. To improve on-site access to rail history resources. CONCLUSION: The approval of the Museums and Technology Fund grant will allow the Elgin County Museum and its partners to complete an on-line resource for the study and enjoyment of the region’s rail history. Staff therefore recommend that the Warden issue a letter of appreciation to the Minister of Tourism, Culture and Sport and to MPP Jeff Yurek. RECOMMENDATION: THAT the Warden and CAO be authorized to enter into a funding agreement with the Minister of Tourism, Culture and Sport under the Museums and Technology Fund; and, THAT the Warden issue a letter of appreciation to the Minister of Tourism, Culture and Sport, MPP Jeff Yurek, Elgin County Railway Museum and Elgin Historical Society for funding this project. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer Mike Baker Curator, Elgin County Museum 77 77 78 78 79 79 80 80 81 81 82 82 83 83 84 84 85 85 86 86 87 87 88 88 89 89 90 90 91 91 92 92 93 93 94 94 95 95 96 96 97 97 98 98 REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: January 10, 2013 SUBJECT: 2013 Capital Ten-Year Plan INTRODUCTION: Attached is the Capital Ten-Year Plan for 2013 with average capi million over the 2013-2022 time period. In comparison to the pl average investment over the 2013- current plan shows an improvement (reduction in spending) of $1. average annual spend; the result of eliminating the Terrace Lodg $20 million redevelopment in favour of a $5 million investment i Lodge as a C-class facility and reducing road investment by $0.8 DISCUSSION: The 2013 proposed capital budget is $0.7 million higher than was the 2012 Ten-Year Plan. Favourable pricing on roads contracts i over $1 million is savings. A portion of these savings is propo acceleration of work planned for Largie Bridge ($0.7 million in replacement at Bobier Villa, costing $0.4 million, is also propo 2014 into 2013 to coincide with the construction of the Dutton A. However, there is no total increase in proposed capital budget f the Bobier generator replacement costs are offset by cost reduct Lodge rebuild project. The Terrace Lodge rebuild cost reduction spending in the Homes by $15 million over the next five years. 2013 represents a water-shed year in that this will be the first the County will be investing more than the cost of amortization planned investment of $9.9 million exceeds amortization by appro aging. Ultimately that lower level of investment was not sustai would result in significant asset replacement costs in the futur Investing at a level equal to amortization is still insufficient cost of assets. However, the planned increases for the next ten investment up to $13 million annually by the end of the plan; a level that will maintain surface treatment are employed to extend the life-cycle of the a 99 99 CONCLUSION: Despite the economic challenges faced by the County, Council has asset replacement in the future, while making Elgin an attractiv invest in. RECOMMENDATION: THAT the 2013 Capital Budget be approved in principal and finall conjunction with the 2013 Operating Budget. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 100 100 COUNTY OF ELGIN Attachment I Summary Proposed Capital 10 Year Plan 201320142015201620172013-2017 Total2018-2022 Total2013-2022 Average Capital Projects -- 1) Corporate 750,00075,000 -- -- 6,690,0001,069,000 -- 40,490,0009,105,300 -- -- 100,00015,000 20,0002,000 455,000320,500 135,00056,000 710,000393,500 -- 80,00014,000 4,775,400577,540 4,855,400591,540 -- 10,0001,000 80,00013,000 785,000353,500 875,000367,500 -- 6,440,4001,352,540 -- 15,0001,500 -- 1,698,857357,333 -- 889,000188,900 -- 1,610,000334,000 -- 20,5004,100 -- -- 10) Elgin County 58,603,75712,487,673 New Plan (Higher)/Lower than Prior Plan 12)1,604,723 101 101 COUNTY OF ELGIN Corporate Activities Proposed Budget 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projec750,000-750,000-750,000 - - - 102 102 COUNTY OF ELGIN Administration Building Proposed Budget 2,013 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projects440,000650,000650,0002,450,0002,500,0006,690,0004,000,00010,690,000 103 103 COUNTY OF ELGIN Engineering Services Proposed Budget 2,013 201320142015201620172018 - 2022 Total2013 - 2022 Total Capital Projects 104 104 COUNTY OF ELGIN Engineering Services Proposed Budget 2,013 201320142015201620172018 - 2022 Total2013 - 2022 Total 105 105 COUNTY OF ELGIN Engineering Services Proposed Budget 2,013 201320142015201620172018 - 2022 Total2013 - 2022 Total Total Capital Projects7,735,0007,587,0007,720,0008,661,0008,787,00050,563,00091,053,000 106 106 COUNTY OF ELGIN Elgin Manor Nursing Proposed Budget 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projects 10,00060,000 10,000 10,00010,000100,00050,000150,000 107 107 COUNTY OF ELGIN Elgin Manor Laundry Proposed Budget 201320142015201620172013 - 2017 Tota2018 - 2022 Total2013 - 2022 Tota Capital Projects Total Capital Projec20,000 20,000- 2,000- - - - 108 108 COUNTY OF ELGIN Elgin Manor Building Proposed Budget 20132014201520162013 - 2017 Total20172018 - 2022 Total2013 - 2022 Total ContractDescription Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Total Capital Projects90,000100,00060,00025,000180,000455,0002,750,0003,205,000 109 109 COUNTY OF ELGIN Elgin Manor Admin Proposed Budget 20132014201520162013 - 2017 Total20172018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projects15,000135,000425,000560,000 15,000 15,000 20,000 70,000 110 110 COUNTY OF ELGIN Terrace Lodge Nursing Proposed Budget 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projec 10,00040,000 10,000 10,00010,00080,00060,000140,000 111 111 COUNTY OF ELGIN Terrace Lodge Building Proposed Budget 20132014201520162013 - 2017 Total20172018 - 2022 Total2013 - 2022 Total ContractDescription Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Total Capital Projects100,4001,515,0001,500,0001,500,000160,0004,775,4001,000,0005,775,400 112 112 COUNTY OF ELGIN Bobier Dietary Proposed Budget 201320142015201620172013 - 2017 Tota2018 - 2022 Total2013 - 2022 Total ContractDescription Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Total Capital Proje10,0001,000 c - - - -10,000 - 113 113 COUNTY OF ELGIN Bobier Nursing Proposed Budget 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total ContractDescription Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Total Capital Projec 10,00040,000 10,000 10,00010,00080,00050,000130,000 114 114 COUNTY OF ELGIN Bobier Building Proposed Budget 2,013 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projects495,00095,00025,00095,00075,000785,0002,750,0003,535,000 115 115 COUNTY OF ELGIN Archives Proposed Budget 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projec15,00015,000-1,500 - - - - 116 116 COUNTY OF ELGIN Library Services Proposed Budget 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projec333,272 299,053 410,293 322,011334,228 1,698,857 1,874,473 3,573,330 117 117 COUNTY OF ELGIN Information Technology Proposed Budget 20132014201520162013 - 2017 Total20172018 - 2022 Total2013 - 2022 Total ContractDescription Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Total Capital Projects167,300 167,300 204,800 167,300 182,300 889,000 1,000,000 1,889,000 118 118 COUNTY OF ELGIN Ambulance Proposed Budget 20132014201520162013 - 2017 Total20172018 - 2022 Total2013 - 2022 Total ContractDescription Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Total Capital Projects300,000 510,000 240,000 240,000320,0001,610,0001,730,0003,340,000 119 119 COUNTY OF ELGIN Tourism Proposed Budget 201320142015201620172013 - 2017 Total2018 - 2022 Total2013 - 2022 Total Capital Projects Total Capital Projec8,500 - 3,500 - 8,500 20,500 20,500 41,000 120 120 COUNTY OF ELGIN By-Law No. 13-02 "BEING A BY-LAW TO AUTHORIZE THE WARDEN AND THE TREASURER TO BORROW UP TO THE SUM OF FIFTEEN MILLION DOLLARS" WHEREAS pursuant to Section 407 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, the Council of the Corporation of the County of Elgin deems it necessary to borrow up to the sum of Fifteen Million Dollars ($15,000,000.00) to meet, until the taxes are collected, the current expenditures of the Corporation for the year; and WHEREAS the total of amounts previously borrowed under Section 407, that have not been repaid are nil; and WHEREAS the amount of the estimated revenues of the Corporation as set out in the estimates adopted for the current year and not yet collected (or, if the same have not yet been adopted, the amount of the estimated revenues of the Corporation as set forth in the estimates adopted for the next preceding year) is Fifty-Five Million, One Hundred and Six Thousand, and Four Hundred and Sixty-Nine Dollars. BE IT THEREFORE ENACTED by the Municipal Council of the Corporation of the County of Elgin: 1. THAT the Warden and the Treasurer or the Deputy Treasurer of the Corporation are hereby authorized on behalf of the Corporation to borrow from time to time, by way of promissory note, from the Bank of Montreal, a sum or sums not exceeding in the aggregate Fifteen Million Dollars ($15,000,000.00) to meet, until the taxes are collected, the current expenditures of the Corporation for the year, including the amounts required for the purposes mentioned in subsection (1) of the said Section 407, and to give, on behalf of the Corporation, to the Bank a promissory note or notes, sealed with the corporate seal and signed by them for the moneys so borrowed with interest at a rate not exceeding Prime per centum per annum, which may be paid in advance or otherwise. 2. THAT all sums borrowed from the said Bank, for any or all of the purposes mentioned in the said Section 407, shall, with interest thereon, be a charge upon the whole of the revenues of the Corporation for the current year and for all subsequent years, as and when such revenues are received. 3. THAT the Treasurer or the Deputy Treasurer is hereby authorized and directed to apply in payment of all sums borrowed pursuant to the authority of this By-Law, as well as all the other sums borrowed in this year and any previous years, from the said Bank for any or all of the purposes mentioned in the said Section 407, together with interest thereon, all of the moneys hereafter collected or received on account or realized in respect of the taxes levied for the current year and preceding years and all of the moneys collected or received from any other source, which may lawfully be applied for such purpose. 4. THAT this by-law takes effect and comes into force on January 1, 2013. ND READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 22DAY OF JANUARY 2013. Mark G. McDonald, Cameron McWilliam, Chief Administrative Officer. Warden. 121 121 CLOSED MEETING AGENDA January 22, 2013 Staff Reports: 1) Tree Commissioner – Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board – Tree Violation. 2) Director of Human Resources – Municipal Act, Section 240.2 (d) labour relations or employee negotiations – Contract Negotiations Mandate – Service Employees International Union (SEIU). 3) Director of Human Resources – Municipal Act, Section 240.2 (d) labour relations or employee negotiations – Labour Relations Matter Update – Ontario Nurses’ Association (ONA). 4) Director of Human Resources – Municipal Act, Section 240.2 (d) labour relations or employee negotiations – Contracting of Accessibility Services to Partner County. ADDENDUM FOR TUESDAY, JANUARY 22, 2013 – 9:00 A.M. 1. Report from General Manager of Economic Development - Tourism Services for the City of St. Thomas – Proposed Fees & Charges 1 REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager Economic Development Kathryn Russell, Tourism Development Coordinator DATE: January 17, 2013 SUBJECT: Tourism Services for the City of St. Thomas - Proposed Fees & Charges INTRODUCTION: In order to fully develop the tourism sector the City of St. Thomas and the County of Elgin agreed in that the former St-Thomas Elgin Tourism Association should be disbanded on December 31, 2007, and the responsibility of developing, managing, and delivering the tourism program be the responsibility of the County’s Economic Development department. Over the past five years, this partnership has been a success as the strategic goals of tourism as identified in the Elgin-St. Thomas Tourism Development Strategy and Marketing Plan are being realized. The tourism program continues to grow and the partnership has gained international recognition for initiatives developed like Savour Elgin and the Arts Trial. The current partnership agreement has the City contributing 40% and the County 60% to the Tourism budget. In 2012, the City’s contribution, including a 10% administration fee, was $120,612. As a result of the City’s proposed future plans involving the St. Thomas Railway Corridor project and changes at the St. Thomas Economic Development Corporation, the City is considering discontinuing the Tourism partnership in its current form. Consequently, the City is examining different options to promote tourism in St. Thomas. This report explores the option of having the City purchasing individual tourism program services from the County on a fee basis. DISCUSSION: The City is considering changing how they promote St. Thomas as a tourism destination which may result in the partnership with the County of Elgin ending in its current form. As an option, City officials have approached the County to develop a list of tourism services/programs they could still partner on with the County by purchasing them for a service fee. Appendix 1 provides a menu of possible items and associated fees. Given that St. Thomas is opting to change the current partnership agreement with the County and purchase only specific programs, when developing this list of services in appendix 1, some assumptions were made: St. Thomas would develop their own membership program; initiatives like the Ports of Elgin and the Festival and Events Partnership Program does not warrant collaboration, and the City would fund and manage the tourism kiosk located within their jurisdiction. Each program listed in appendix 1has a detailed cost breakdown which also includes program wages and other overhead costs based on $100 per hour. The latter costs pertain to office space, other departmental support (IT, Cultural Services, Administrative Services, HR etc.), office equipment/supplies etc. 2 As mentioned earlier in this report, the City’s contribution including a 10% administration fee, to the tourism 2012 budget was $120,612. If the City decides to purchase the entire list of services as outlined in appendix 1, the total cost would be $112, 981. It should be stressed that this figure does not include the Tourism Signage program as costs are dependant on the number of applicants received each year. Furthermore, $112, 981 does not include City involvement in the Ports of Elgin campaign, the Community Festival and Events Partnership Program, tourism kiosks in the County and participation in events/tradeshows not associated to selected service fee programs (the cost of each program listed in appendix 1 will fluctuate). In order to present these fees for tourism programing services to the City of St. Thomas, staff are recommending that County Council endorse the list as presented in this report. Furthermore, the City will be asked to provide an indication of its menu preferences by no later than February 5, 2013, to enable staff to adjust the tourism budget as required. CONCLUSIONS : The City is currently examining options to promote tourism in St. Thomas. City officials have asked the County for a listing of services that could be purchased for a fee. If undertaken, this would change the current partnership agreement that has the City contributing 40% to the overall tourism budget. Although the cumulative price of all the menu items is comparable to the cost the City previously enjoyed under the partnership, the City will only be choosing the menu options that they prefer. Such a piece-meal solution lacks the efficiency of an integrated program, and this is reflected in the menu pricing. The total fee for service option also does not include tourism signage costs, and other services that are only available under the current partnership agreement. RECOMMENDATION: THAT the suggested fees and charges for tourism services for the City of St. Thomas be approved and the necessary by-law be prepared; and, THAT County Council direct staff to provide the menu of fees and charges of tourism services to the City of St. Thomas as described in the January 17, 2013, report. All of which is Respectfully Submitted Approved for Submission Alan Smith, General Manager Mark G. McDonald Economic Development Chief Administrative Officer Kathryn Russell, Tourism Development Coordinator Economic Development 3 Men of Serices fr Tourim uuvvooss 11 Experience Elgin Countty & St. ThomasGGuide $ 23,056 The Elgi County and St. Thoms Visitors uide is a vluable mareting nnaaGGaakk tool that helps visitos easily fin their way around to th areas histrical rrddeeoo sites, attrractions, parrks and moree. 50,000 coopies of the GGuide are printed and distrributed. 22 Railwaay Capital of Canaada $ 9,300 The Railay Capital of Canada ampaign i key lure atraction, buiding wwCCssttll on the strength and randing of n already xisting toursm product The bbaaeeii.. program promotes coommunity baased events and attractiions related to St. Thoas railway history. The program cllateral conists of a mirosite, mmoosscc brochur, ad and baner stand, hich is prmoted throgh print adertising, eennwwoouuvv radio andd tradeshows. 33 Savour Elgin $ 5,811 Savour EElgin is an awward winningg culinary toour, which traavels througgh Elgin County nd St. Thoas visiting nique resturants, fars, wineries and other aammuuaamm,, culinary ttractions, eaturing soe of the bst local foo and drink vailable in aaffmmeeddaa the area.. The prograam collateral consists of a website, gguide, ad and banner stand, whhich is promoted throughh print adverrtising, radioo, events andd tradeshowws. 44 Elgin AArts Trail $ 5,034 The Elgi Arts Trail i a route though Elgin ounty and St. Thomas that connets nnssrrCCcc artists, atisans and alleries. Te program ollateral consists of a ebsite, guie, rgghhccnwwdd ad and bbanner standd, which is prromoted throough print addvertising, raadio, eventss and tradeeshows 55 Heritagge $ 3,400 The Elgi Heritage uide and ebsite prootes heritae tourism ith a goal t nnGGWWmmggwwoo attract viitors and rsidents to xperience istoric placs in Elgin ounty & St. Thomas. sseeeehheeCC The proggram collaterral consists oof a websitee, guide and ad, which iss promoted tthrough advertisinng. 66 Tourism Adverttising $ 19,640 The Exerience Elgn County ad St. Thomas advertisng builds o an alread ppiinniinnyy successul and estalished platfrm by highighting exaples of soe of the very ffbboollmmmm best attraactions and eexperiencess that Elgin-SSt. Thomas ttourism has to offer. 4 Men of Serices fr Tourim uuvvooss 77 Tourism Website $ 15,600 The Tourrism websitee is a resource tool that promotes Ellgin County aand St. Thomas and provvides visitorss with informmation, eventt listings, inteeractive mapps, brochurees. The website is a gatway to the Elgin Arts Trail, Savour Elgin, Heritge, Railwa eeaayy Capital oof Canada annd Ports of EElgin microsites. 88 Tourism Partneerships $ 7,640 Tourism partnershipss including regional orgaanizations, ssuch as the SSouthwest OOntario Tourism Corporation (RTO 1), ntarios Sothcoast Allince and Ats Country, re OOuuaarraa important to meet grwing competition, incrase efficiecies of resources, and re ooeennoaa valuable to leveraginng the areas offerings. 99 Tourism Promootional Veehicle $ 9,600 A new mobile tourist information vehicle will double as tourist offie in the pak aaccee tourism eason (Ma Septemer) and will aid in the trnsportatio of brochurs, ssyybbaannee as well as tradeshoww and event materials throughout thee year. The vvehicle will aact as a traveling billbord, promotig the area nd providing tourist infrmation. aannaaoo 110 ‘Sharee Your Exxperiencee’ Contest $ 5,900 Contestnts are invied to enter nline for a hance to in $1,000 i Elgin County aattooccwwnnn and St. homas Dontown Dollrs. The cotest aims to increase aareness ad TTwwaannowwnn promote tourism in EElgin County and St. Thoomas, increaase e-mail daatabase nummbers, and help to cultivate community spirit and prtnerships ith Elgin Cunty & St. aawwoo Thomas visitors, resdents and usinesses. iibb 111 Tourism Signagge $ 2,025* Directioal signage n County rads assistsvisitors in raching ther destinatio nnooooeeiinn and is a fform of adveertising for businesses aand attractionns in Elgin CCounty and St. Thoas. *Per sin cost. Totl costs will ary based n number f tourism sins. mm ggaavvoooogg 12 Tourissm Speciial Offerss Rewardss Book $88,000 This neww initiative wwill showcasee offers at Toourism memmber businessses, encouraaging visits aand purchasses. TotalCCost of Seervices: $ 11 2,981** **not incluuding Tourismm Signage Notee: A partnerrship is nottrecommennded for thee following iinitiatives;PPorts of Elggin, Commuunity Festtivals & Eveents Partnerrship Progrram, Tourismm Kiosks (mmanage inddividually),Tourism Evennts/Tradeshhows (manaage individuually, unless related too selected pprogram),MMemberships, Agrii-tourism Prroject and KKiosk Tourisism Officerss (manage iindividually)y). 5 ourism Programs & Initiative Detaild Breadown TTsseekk 11. Experience Elgin Countty & St. ThomasVVisitor’sGGuide The follwing is asuming tht the curret 29 ElginSt. Thoma Tourism embers ould join oossann--ssMMww the Citys memberhip and wuld be represented by the City. s a result, these mebers ssooyAAmm would b represened throug a partnerhip on selct initiativs with the County, su eetthhsseeeech as the Visitors Guide. If the Citty opted to maintain coollaborationn on the Exxperience EElgin Countyy & St. Thomas Visitors Guide the suggested contributin towards he Guide ould be 4% (City) nd 60% oottww00aa (County) split of th estimate budget. However, a additional fee would be added o cover eeddnntt wages nd overhed costs for project cordination, which incldes; data inputting o events aaaaoouuff and mebers, coordination o suppliers nd quote, proof reading, fieldig visitor mmffaassdnn inquirie/mailings, embershp invoicing and recruitment, updating website, and guide ssmmiis distribution (tradesows, evets, CTM, rochure rak location, Daytrippr Magazine insert, hnnbbccssee mailing tto Elgin-St. Thomas BBusinessesetc.). The servvice fee woould includee Elgin County continuing to deveelop and maanage the initiative. Project eetings ould ensue both paries were involved in te project evelopmet. The Cit mmwwrrttnhhddnnyy would b provided with a quatity of guies for distibution. eennddrr If the Ciy opted nt to particiate in the isitors Gide the cuent Tourim Membeship Fee ttooppVVuurrrssrr Structure would need to be rvised and tiered mmbership ee would e introducd for thos eeaaeeffbbeeee membes/partners outside of Elgin County. rr Below iss a detailed outline of tthe estimated Visitor GGuide costss: Estimatted Budgett DescripptionBudget St. Thommas ServiceFee PrintingDesign $30,640 $12,256 // Distribution $11,000 $4,400 Call for Events Ad $1,000 $400 ss Subtotaal$42,640$17,056 Project Wages & verhead osts $15,000 $6,000 OOCC Total$57,640$23,056 6 22. Railwaay Capital of Canaada It is assuumed that tthe City of SSt. Thomass will lead thhe Railway Capital of Canada proogram and will appoach Elgin County wih the assciated serice fees of participatin. Therefre, the rrttoovvfoooo project ssets (brohure/ad/bnner stan files and ebsite cotent) would be given to the City aaccaaddwwnn. The Conty would welcome te opportuity to parter on this rogram. uuhhnnnnpp If the Ciy opted fo the County to develp and manage the prgram, the suggested ttrroooo contribution would be 60% (City) and 40 (County split of th estimate budget. Hwever, a %%))eeddoon additional fee would be addedd to cover wwages and ooverhead ccosts for proogram coorrdination, which inncludes; atteending Toroonto Train SShow, meddia buying, ddevelopmeent of ad maaterials, website updates, roof reading, brochur distributin (tradeshws, mailigs, brochure rack peeoooonn location), and fieling visitor inquiries. ssdd Project eetings ould ensue both paries were involved in te project evelopmet. The Cit mmwwrrttnhhddnnyy would b provided with a quatity of brohures for istribution eennccdd.. Below iss a detailed outline of tthe estimated promotioonal costsfor the Raillway Capitaal of Canada Program: Estimatted Budgett DescritionBuget t. Thoma pddSSss ervice Fe SSee dvertising $9,00 A55 (Newsppaper/Onlinne/Publicatioon/Tradeshhow/Brochuure Distribuution/Radio) Subtottal$9,5500 $5,700 Project Wages & verhead osts $6,00 $3,600 OOCC00 Total$15,500 $9,300 Additionaal costs such as reprinting, updates etc. to be quotedd separately. 7 33. Savour Elgin If the Ciy opted to maintain cllaboratio on the Svour Elgin program, te cost pe membe f ttoonnaahhrrro $1,937 ould be rquired to e subsidizd by the ity to cover all program related osts. wweebbeeCCcc St. Thoas membrs would then remai paying th $500yea membership fee. mmeennee/r The cost to manage the progrram includees wages asssociated wwith attendinng and cooordinating events nd tradesows, medi buying, developmet of ad/guie/event materials, qarterly aahhaanndduu membe meetings, proof reading, brochre distribuion (tradehows, maiings, evens, rruuttsslltt membes, brochur rack locaions), coodination of suppliers nd quotes, website updates, rreettrraa fielding isitor inquries, and rcruiting nw membes. vviieeeerr Elgin Cunty woul continue o develop nd manae the initiative. Projet meeting would ooddttaaggccss ensure bboth partiess were invoolved in the project devvelopment. The City wwould be proovided with a quantity of guidess for distribution. If St. Thomas opte not to susidize the program csts, a tierd membership fee wuld be ddbbooeeoo introdued for St. homas buinesses that would py the higher fee of $,437 to Elin County ccTTssaa22gg to partiipate. cc Below i a detailed outline of he estimated Savour Elgin progam costs: ssttrr Estimatted Budgett DescripptionBudget St. Thhomas Service Fee c Sponsoorship/Tradeeshows $6,000 dvertiing $10,000 Ass Guide/rinting $6,200 PP Misc. $2,250 Websit Hosting $1,800 ee Subtotaal$26,250 Progra Wages Overhead $22,500 mm&& Total$48,750$2,437 Less $5500 Membeership Feee/member$1,937 Total foor 3 St. Thoomas Memmbers$5,811 Currently of the 20 Savvour Elgin meembers, 3 are located in the City of St. TThomas. Costs willvary based oon the numbeer of total nummber memberss and St. Thoomas members. 8 . Elgin Arts Tril 44aa If the Ciy opted to maintain cllaboratio on the Elin Arts Tril program the cost per membe ttoonnggaa,,rr of $2,517 would b required t be subsiized by th City to cover all proram relate costs. eeooddeeggdd St. Thoas membrs would then remai paying th $500/year membership fee. mmeennee The cost to manage the progam includs wages asociated ith attendig and cordinating rreesswwnnoo events nd tradesows, medi buying, developmet of ad/guie/event materials, qarterly aahhaanndduu membe meetings, proof reading, brochre distribuion (tradehows, maiings, evens, rruuttsslltt membes, brochur rack locaions), coodination of suppliers nd quotes, website updates, rreettrraa fielding isitor inquries, and rcruiting nw membes. vviieeeerr Elgin Cunty woul continue o develop nd manae the initiative. Projet meeting would ooddttaaggccss ensure oth partie were invlved in the project deelopment. The City ould be prvided wit bbssoovvwwooh a quantity of guide for distribution. ss If St. Thomas opte not to susidize the program csts, a tierd membership fee wuld be ddbbooeeoo introdued for St. homas buinesses that would py the higher fee of $,017 to Elin County ccTTssaa33gg to partiipate. cc Below i a detailed outline of he estimated Elgin Ats Trail prgram cost: ssttrrooss Estimatted Budgett DescritionBudget St. Thoas ppmm Per Memmber Fee Sponsorrship/Tradeeshows $2,500 dvertiing $10,000 Ass Guide/rinting $6,200 PP Misc. $2,250 Websit Hosting $1,800 ee Subtotaal$26,250 Progra Wages & Overhead $16,000 mm Total$42,250$3,017 Less $5500 Membeership Fee//member$2,517 Total foor 2 St. Thoomas Members$5,034 Currently of the 14 Elgin Arts Trail mmembers, 2 are located in the City of Stt. Thomas. Costs willvary based oon the numbeer of total nummber of membbers and St. TThomas members. 9 55. Heritagge If the Ciy opted to maintain cllaboratio on the Hritage proram the sggested cntribution ttoonneegguuoo would b 40% (Cit) and 60 (County) plit of the stimated udget. Hoever, an dditional eeyy%%sseebbwwaa fee would be adde to cover ages and overhead osts for pogram coordination, hich ddwwccrrww include; fielding vsitor inquires/mailing, updating website, guide distriution (tradshows, ssiiissgbbee events, brochure rck locatios etc.), mdia buyingopment of ad materils. aannee, and devellaa The serice fee wuld includ Elgin County continuing to devlop and mnage the initiative. vvooeeeeaa Project eetings ould ensue both paries were involved in te project evelopmet. The Cit mmwwrrttnhhddnnyy would b provided with a quatity of guies for distibution. eennddrr Below i a detailed outline of he estimated promotional costs for the Heritage progam: ssttorrr Estimatted Budgett DescripptionBuudget Stt. Thomas Seervice Fee Advertising $44,500 $1,800 (Newspper/Publiation/Distribution) aacc Subtotaal$44,500 $1,800 Programm Wages & Supplies $44,000 $1,600 Total$88,500 $33,400 Additional costs such aas reprinting, updates etc. to be quoted separately. 10 66. Tourism Adverttising If the Citty opted to maintain coollaborationn on the Toourism Adveertising Cammpaign (Exxperience Elgin Cunty & St. Thomas) he suggesed contribtion woul be 40% (ity) and 6% oottttuuddCC00 (County) split of th estimate budget. Since Tourim Advertiing and th tourism vhicle eeddsssseeee promot the Expeience brad and touism websit, these srvices mut be purchsed as a eerrnnrreeeessaa packag. ee The cost to manage the camaign inclues staff tie to; fieldig media iquiries, mdia buyin ppddmmnnnneegg and plannning, and ddevelopment of ad maaterials (i.e.. resizing and creatingg ads for eaach publicatiion). The seervice fee wwould includde Elgin Coounty continnuing to deevelop and mmanage the inititive. Projet meeting would enure both parties wer involved i the projet aaccssssaeenncc development. Below i a detailed outline of he estimated costs fr Tourism dvertising: ssttooAA Estimatted Budgett DescripptionTotaal BudgetSt. Thomas ServiceFFee OTMP Summer ravel Magzine $4,00 --TTaa00 Port Stnley Map d $39 aaAA55 Lake Eie Living Tavel Guid $3,00 rrree55 Lake Erie Living $5,3300 Relish lgin Ads/Sign $1,00 EE22 Back Rads Elgin ap Ad $22 ooM00 LFP Sumer Destinations $95 mm00 Aylmer Express Baackyard Vaccations $5000 ylmer Express Cristmas Inerts $35 Ahhss00 Ontario Parks Infomation Guide $50 rr00 Discovry Guide Street Mas - St. Thmas $53 ee&&ppoo55 Active EElgin $6500 Horizon Travel Maazine $5,00 gg00 Daytripe$2,00 ppr55 Radio dvertising $5,00 AA00 St. Thommas Weeklyy News Feaature $2,0000 Purchaed Servics for ad crativeresie $1,00 sseeee/zz55 Subtotl$34100$13,640 aa,, Wages Overhea $15,000 $6,000 &&dd, Total$49,,100$19,640 11 77.Tourism Website (elginttourist.coom) If the Citty opted to maintain coollaborationn on the Toourism Webbsite the sugggested contribution would b 40% (Cit) and 60 (County) plit of the stimated udget. Since tourism advertisin eeyy%%sseebbgg drives taffic to the website ad the tourim vehicle promotes he Experince bran and rrnnsstteedd tourism website, these servics must be purchased as a packge. eedaa e the projet includes updating he websit content, iages and The cost to managcc;;tteemmfiles, of events fielding viitor inquiris, and cordination f suppliers and quote. inputtingg,sseeooooss The servvice fee woould includee Elgin County continuing to deveelop and maanage the initiative. Project eetings ould ensue both paries were involved in te project evelopmet. mmwwrrttnhhddnn If the Ciy opted nt to collabrate on th project, te County ould remve referene to the ttooooeehhwwoocc City of t. Thomas from the ebsite. t. Thomas webpage ould remin on the site linking SSwwASSwwaa to St. Tomas wesite. Depending on te programs selected by the City of St. Thoas to hhbbhhsmm fund, microsites lik the Railay Capital of Canada, Savour Elgin, Elgin rts Trail, nd eeww,lAAaa Heritag would als need to e updated or remove. eeoobbdd Below iss a detailed outline of tthe estimated costs foor the Tourissm Websitee: Estimatted Budgett DescripptionBudget St.Thomas Serrvice Fee Websit Hosting $5,40 ee00 Websit Updates $4,00 ee00 SEO Liking Updaes $2,00 nnt00 Websitee Stats $1,2000 Subtotaal$12,6000 $5,040 Project WWages & OOverhead $26,4000 $100,736 Total$39,0000 $155,600 12 88. Tourism Partneerships Tourismm Partnershiips include participatinng in the folllowing orgaanizations: RRegional Soutwest Ontrio Touris Corporatin (SWOT) (RTO 1 hhammooCC)) o Ontaios Southoast Tourism Allianc (Cruise te Coast Motorcycle ap) rrcceehhMM o rts ountry ACC o LLocal Activee Elgin (alreeady have City Repressentation) o St. Tomas Spcial Event Committee hheesse o CEETAC (Conty of Elgi Economi Developent & Touism Advisry DDuunnccmmrroo o Comittee) mm If the Ciy opted to maintain cllaboratio on these ourism patnerships he suggesed ttoonnttrrtttt contribution would be 40% (City) and 60 (County split of th fee to coer wages nd %%))eevvaa overhed costs. In order to represent th City on these organiations, th City woul need to aaeezzeedd pay the services fees associated with Saavour Elgin,, Elgin Arts Trail, Railwway Capitall of Canada, Heritage aand Tourismm Advertising. The Torism Partnership coss includes; staff time to attend eetings, fllow-up on meeting uuttmmoo request, communcation, seding requsted mateials (i.e. iages, cop, listing infrmation) ssiinneerrmmyyoo and als the assoiated orgaization fes where aplicable. ooccnneepp Project eetings ould ensue both paries were involved in pdates rearding the mmwwrrttnuugg partnersships. Below i a detailed outline of he estimated costs fr the Tourim Partneships: ssttoossrr Estimaed Budge tttt Descritionudget St. Thmas ppBBoo Servicee Fee Ontarios Southcoaast Motorcyycle $$3,500 Map/Traadeshow Subtotaal$$3,500$1,400 Project Wages & verhead 15,600 $6,240 OO$$ Total$$19,100$7,640 13 99. Tourism Promootional Veehicle If the Citty opted to collaboratee on the neww Tourism Promotionaal Vehicle the suggestted contribution would be 40% (City) and 60%% (County)) split of thee estimatedd budget. Siince Touris Advetising and the turism vehicle promoe the Exprience brnd and torism mmrootteeaauu website these serices must be purchaed as a pckage. ,,vvssaa Howeveer, additionaal fees would be addedd to cover wwages and overhead ccosts for prroject coordintion which includes, esign of te van wra, vehicle aintenanc, sourcing suppliers, aaddhhppmmee van schduling, stdent attenance at S. Thomas vents, an coordination of supliers and eeuuddtteeddpp quotes. The Torism Promotional Veicle would be onsite t events lcated in S. Thomas, such as uuhhaaoott Day out with Thomas, the Iro Horse Fetival, FreshFest, and Seniors Picnic in the Park. nnss The serice fee wuld includ Elgin County develoing and managing th initiative. Project vvooeeppaee meetings would ensure both arties wer involved in the projct developent. ppeeieemm Below iss a detailed outline of tthe estimated costs off the Tourissm Promotioonal Vehicle: Estimaed Budge tttt DescriptionBuddget St. Thomaas Service Feee Van (ue existing Elgin Couty Library an) $0* ssnnVV Insurace $0** nn* Brochure Racking/Awning ad $8,00 nn55 Installation/Vehiclee Wrap Gas/Mintenance $6,00 aa00 Subtottal$144,500$5,800 Project Wages & verhead $9,00 $3,800 OO55 Total$244,000$9,600 *New Vann Costs to be quoted separrately as requuired. **coveredd under Countty Policy 14 110. ‘SShare Yoour Experrience’ Coontest I the City oted to coninue to collaborate o the Shar Your Experience Cntest the ffppttnneeoo suggested ontribution would be 0% (City) and 60% (ounty) spit of the esimated cc44aCClltt budget. Hoever, addiional fees ould be dded to cover wages and overhad for wwttwaaee project coorddination inccluding; upddates to posster, legal, website forrm, ads, lettter, distribution oof contest mmaterials (mmailing, tourrism membbers etc.), raadio ad reccording, fielding reqests, mangement of entries, cordination of awardin winner pizes, and uuaaooggrr partner metings. ee he service fee would nclude Elgin County eveloping and manaing the iniiative. TTiddggtt roject meetings woul ensure bth parties ere involed in the project devlopment. PPddoowwvvpee BBelow is a ddetailed outline of the eestimated ccosts for thee Share Yoour Experieence CContest: EEstimatedBBudget escriptioudget St. Thmas DDnnBBoo Servicee Fee rinting (Prmo 1,750 PPoo$$ ards/Postrs) CCee dvertising 1,000 AA$$ rize 1,000 PP$$ LLegal $$250 esign 750 DD$$ SSubtotal$$4,750$1,900 roject Waes & Overead 10,000 $4,000 PPgghh$$ TTotal$$14,750$5,900 CCost based onn using existinng creative annd legal. 15 111. TTourismSSignage xisting Elgn County ourism Sinage for t. Thomas businesse will remain posted EEiiTTggSSss and busineses will pa the yearl signage fe as outlied in the urrent poliy. ssyyyyeenncccc Iff the City oppts to continnue to offerr Tourism SSignage to SSt. Thomass businessees on ounty Roads it is up to the City to subsidiz the upfrot costs of 2,025/sig, and as CCeenn$$nn an option bil the businss over the 10 year eriod at a cost of $20/sign/yea. lleeppc00rr TThe total cosst will depeend on the nnumber of ssignage applicants each year. Iff the City oppts to discoontinue this service, Stt. Thomas bbusinesses will not be eligible to get tourism ssignage on County Rooads, unlesss they pay the $2,0255 cost/sign uupfront. elow is a etailed outine of the stimated osts for Turism Sigage: BBddleeccoonn EEstimatedBBudget DDescriptionnSt. Thoomas Servic Fee ee SSignage Deevelopmentt $150 InstallationPosts $1,200 / SSubtotal$1,350 roject Waes/Overhad/Repair/Removal$675 PPggeess TTotal Cost per Sign $2,025 . 16 112. TTourismSSpecialOOffers Rewwards Boook I the City pted to collaborate on the new Tourism pecial Offrs Rewars Book th ffooSSeeddee suggested ontributio would be 40% (Cit) and 60 (County) split of th estimate ccnnyy%%eedd budget. Hoever, addtional fees would be added to over wags and ovehead cost wwiicceerrss fr proect oordinatin which icludes; cordination of supplirs and qotes, prof oojccoonnooeeuuoo rading, filding visio inquiris/mailing, membeship communicatio, updatin eeeettreessrrmnngg ebsite, an book distibution (trdeshows, vents, an members). wwddrraaeedd he servic fee woul include lgin County developing and anaging te initiativ. TTeeddEEpmmhhee roject meetings woul ensure bth parties ere involed in the project devlopment. PPddoowwvvpee BBelow is a detailed ooutline of tthe estimaated costs for the Toourism Speecial Offerss RRewards Boook: EEstimatedBBudget escriptioBuget St. Thmas DDnnddoo Servicee Fee rinting $5,00 PP55 esign $2,00 DD00 istribution $50 DD00 ubtotal$8,00$3,200 SS00 PProject Wagges & Overhhead $122,000 $4,800 otal$2,000$8,000 TT00 17