04 - March 12, 2013 County Council Agenda
ORDERS OF THE DAY
FOR TUESDAY, MARCH 12, 2013 – 10:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes – February 12, 2013
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATION:
10:00 a.m.
Liz Brown, Executive Director and Diane Storey, Treasurer of Board
of Directors, Violence Against Women, Services Elgin County
5th Motion to Move Into “Committee Of The Whole Council”
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
8th
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Closed Meeting Items - None
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
LUNCH WILL BE PROVIDED
NOTICE:
Deputy Warden for March - Councillor Jenkins
Deputy Warden for April - Councillor Mennill
March 26, 2013 9:00 a.m. - County Council Meeting
April 9, 2013 9:00 a.m. - County Council Meeting
April 14, 2013 4:00 p.m. - 2013 Mayor’s Charity Hockey Challenge
Timken Centre
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June 27, 2013 5 Annual Warden’s Charity Golf Tournament -
St. Thomas Golf & Country Club
November 15, 2013 2013 Warden’s Banquet - Dutton-Dunwich Community
Centre
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Draft COUNTY COUNCIL MINUTES
Tuesday, February 12, 2013
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present except Councillor Ens (vacation).
Warden McWilliam in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the minutes of the meeting held January 22, 2013 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
–
None.
PRESENTATION
Councillor Mennill introduced and provided background of the Joint County and St. Thomas
Public Arts Centre exhibition “Parade of Elephants” on display in the Council Chambers.
DELEGATION
Barbara Arbuckle, Director, St. Thomas-Elgin Ontario Works department and Irma Pedersen,
Supervisor, Children’s Services Division, presented a report regarding funding guidelines for
Ontario child care service.The director reported that meetings are underway with community
partners to help implement the funding.
Moved by Councillor Walters
Seconded by Councillor Marr
THAT the report titled “2013 Ontario Child Care Service Management and Funding
Guideline” dated January 28, 2013 be received and filed.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
Closed Meeting Items
Moved by Councillor Walters
Seconded by Councillor Couckuyt
THAT we do now proceed into closed meeting session in accordance with the Municipal Act
to discuss matters under Section 240.2 (d) labour relations or employee negotiations –
Labour Relations Matters: Collective Agreement Approval, Service Employees International
Union; and, Section 240.2 (b) personal matters about an identifiable individual, including
municipal or local board employees – Confidential Nomination Request.
The Director of Human Resources presented the report on Collective Agreement Approval,
Service Employees International Union.
The confidential correspondence was discussed.
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Motion to Rise and Report
Moved by Councillor Wiehle
Seconded by Councillor Couckuyt
THAT we do now rise and report.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Walters
THAT County Council approve the confidential report titled “Labour Relations Matters –
Seeking Approval for New Collective Agreement with Service Employees International Union
(SEIU – Homes Employees)” dated February 4, 2013, subject to being ratified, and the
recommendations contained therein; and,
THAT the necessary by-law be prepared.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Marr
THAT the Warden on behalf of Elgin County Council be authorized and directed to initiate a
committee comprised of the Warden and Councillors Jenkins and Walters to support the
nomination of a prominent county representative to the Canadian Agricultural Hall of Fame.
REPORTS
Library 2012 Food For Fines Campaign – Library Supervisor
The supervisor presented the annual report regarding donations made to local Christmas
care drives in lieu of fines to the library for overdue items.
Moved by Councillor Mennill
Seconded by Councillor McIntyre
THAT the report titled “Library 2012 Food For Fines Campaign” dated January 18, 2013 be
received and filed.
- Carried.
2012 Library Usage and Statistics – Library Coordinator
The coordinator presented the report regarding usage trends at the 10 library branches in
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Elgin County. Councillor Couckuyt noted the Aylmer Library will celebrate its 100
anniversary this year. Councillor McIntyre requested the report be forwarded to the
Southwold Library Committee.
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT the report titled “2012 Library Usage and Statistics” dated January 28, 2013 be
received and filed.
- Carried.
Planning Fees: Proposed Amendments to the County of Elgin Fees and Charges By-
Law – Manager of Planning
The planner presented the report regarding the establishment of planning fees for the county,
in light of the pending approval by the Province of Ontario of the county’s first Official Plan.
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Moved by Councillor Mennill
Seconded by Councillor Marr
THAT County Council amend its fees and charges by-law to include planning fees under
Planning Act
Section 69 of the and that the following fees be approved:
Plans of Subdivision $4,000.00
- deposit for appeal $2,000.00 (returnable if no appeal)
Extension to draft plan approval $ 500.00
Plans of Condominium $4,000.00
- deposit for appeal $2,000.00 (returnable if no appeal)
(no deposit for exemption)
County Official Plan Amendment $4,000.00
Local Official Plan Amendment $1,000.00 (municipally - initiated OPA exempt)
Part Lot Control Exemption $ 500.00; and,
THAT the report titled “Planning Fees: Proposed Amendments to the County of Elgin Fees
and Charges By-Law” dated January 17, 2013 be received and filed.
- Carried.
Council and Outside Boards Remuneration and Expenses: Senior Financial Analyst
The analyst presented the annual report regarding the payment of remuneration, mileage
and expenses for council and outside boards.
Moved by Councillor Jenkins
Seconded by Councillor Walters
THAT the Treasurer’s Statement of Remuneration and Expenses for County Council for 2012
be received and filed; and,
THAT the Treasurer’s Statement for Remuneration and Expenses for Outside Boards for
2012 be received and filed; and,
THAT the report titled “Council and Outside Boards Remuneration and Expenses” dated
January 24, 2013 be received and filed.
- Carried.
Awarding Tenders: Fire Sprinklers, Terrace Lodge and Engineering Services for the
Largie Bridge Replacement, Dutton/Dunwich – Director of Engineering Services
The director presented the report regarding the two projects.
Moved by Councillor Mennill
Seconded by Councillor Walters
THAT the report titled “Awarding Tenders: Fire Sprinklers, Terrace Lodge & Engineering
Services for the Largie Bridge Replacement, Dutton/Dunwich” dated January 28, 2013 be
received and filed; and,
THAT staff award the following tenders as long as the County’s Purchasing Policy is
followed, lowest tenders are selected and within budget allocations: Supply and Install Fire
Sprinklers for Terrace Lodge, and Largie Bridge Replacement, Dutton/Dunwich; and,
THAT staff report back to council with the results at the March 12, 2013 Council meeting.
- Carried.
Road Maintenance Agreement – Deputy Director of Engineering Services
The deputy director presented the agreement that outlines maintenance responsibilities
between the County and partner municipalities.
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Moved by Councillor Walters
Seconded by Councillor Wiehle
THAT the report titled “Road Maintenance Agreement” dated January 28, 2013 be received
and filed; and,
THAT the agreement be circulated to municipal councils requesting their adoption of the
agreement before April 26, 2013.
- Carried.
Revisions: Attending Physicians Agreement – Director of Homes and Seniors Services
The director presented the report regarding changes in the agreement for attending
physicians for the county’s homes for seniors. It was noted the revisions were approved by
the county solicitor.
Moved by Councillor Jenkins
Seconded by Councillor McIntyre
THAT Council approve the revisions and direct staff to forward the Attending Physician
Agreement to all Homes’ current and future attending physicians; and,
THAT the report titled “Revisions: Attending Physicians Agreement” dated January 30, 2013
be received and filed.
- Carried.
Case Mix Index Results for 2013/2014 – Director of Homes and Seniors Services
The director presented the report showing the Case Mix Index results for funding for the
Homes by the Ontario Ministry of Health and Long-Term Care.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the report titled “Case Mix Index Results for 2013/2014” dated January 29, 2013 be
received and filed.
- Carried.
Accessible Procurement – Accessibility Coordinator
The coordinator presented the report outlining processes to be considered in regard to
accessibility when procurements are made by the county.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT the attached guide be utilized by staff to ensure accessibility criteria are considered when
making purchases under the County’s Procurement Policy; and,
THAT the report titled “Accessible Procurement” dated January 23, 2013 and the attached guide
be received and filed.
- Carried.
2013 Non-Union Compensation: Director of Human Resources
The director presented the report regarding a wage increase for non-union staff.
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Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT Council approve a non-union economic adjustment of 1.9 per cent effective on the first
pay period of 2013; and,
THAT the necessary by-law be prepared.
- Carried.
CORRESPONDENCE
Items for Consideration
1. David Marit, Chair, Rural Forum, Federation of Canadian Municipalities, Communique
with an update on the Rural Infrastructure Campaign.
2. Mayor John Lessif, Chair, South Central Ontario Region Economic Development
Corporation (SCOR EDC) requesting the County of Elgin continue to participate in the
discussion on SCOR’s business model.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Walters
Seconded by Councillor Mennill
THAT Elgin County Council support the Federation of Canadian Municipalities (FCM) Rural
Infrastructure Campaign and forward a letter to the FCM.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Jenkins
Seconded by Councillor Walters
THAT Councillors Couckuyt and Ens be appointed in an advisory capacity to SCOR in order
to participate in the refocus and redefinition of that organization, with the understanding that
the County’s position remains unchanged from that which was communicated on January 9,
2013; and,
THAT the Warden be authorized and directed to communicate this matter to SCOR’s
membership.
- Carried.
Items for Information (Consent Agenda)
1. Deb Coring, Project Lead, Mental Health Transformation, St. Joseph’s Regional Mental
Health Care providing an update on the short term contingency plan for Elgin County
mental health services.
2. Invitation to the 2013 Farmland Forum: The Farm Economy and Rural Resilience:
Coping with Climate Change and Rising Energy Prices to be held on February 15, 2013.
3. Jeff Yurek, MPP, Elgin-Middlesex-London with a letter of support for the development of
a second affordable housing building in the Town of Aylmer.
4. Marianne Campbell, Executive Assistant, St. Thomas Elgin General Hospital (STEGH)
with a press release titled “Ambulatory Centre Opens at STEGH February 5, 2013
Improved Services for Patients with Booked Appointments.”
5. Michael Barrett, CEO, South West Local Health Integration Network announcing release
of new Three-Year Plan for local health care system.
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6. Renewable Energy: Wind, Solar and Biogas Public Information Meeting and Workshop to
be held on February 28, 2013.
7. Thames Valley District School Board (TVDSB) with an invitation to the official unveiling of
TVDSB’s new Mission and Vision to be held on March 4, 2013.
8. Ontario’s South Coast Wineries and Growers Association with notice of Annual General
Meeting to be held on March 7, 2013.
9. Dave Warden, Chair, Board of Health, Elgin St. Thomas Public Health with copy of the
Elgin St. Thomas Public Health approved 2013 Mandatory Program Budget and Related
Services Budget.
Moved by Councillor Mennill
Seconded by Councillor McIntyre
THAT Correspondence Items #1 - 9 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
The Warden announced that the county was the recipient of an award from the Economic
Developers Council of Ontario in recognition of the combined 2012 Savour Elgin/Elgin Arts
Trail Guide. The county also received two plaques for “honourable mention” in other
categories. He congratulated staff on their work and council for its investment in economic
development.
Notice of Motion
- None
Matters of Urgency
- None
The meeting recessed for 15 minutes.
REPORTS
Preliminary 2012 Year-End Financials and Closed Project Report – Director of
Financial Services
The director presented the report.
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT the completed Capital projects, as presented in the report titled “Preliminary 2012
Year-End Financials and Closed Project Report” dated January 31, 2013 be closed and
placed into service; and,
THAT the report titled “Preliminary 2012 Year-End Financials and Closed Project Report”
dated January 31, 2012 be received and filed.
- Carried.
Request for Grants – Director of Financial Services
The director presented the report recommending grants to community groups. The warden
noted that investment by the county in the agricultural sector was acknowledged when Giles
Hume, an Elgin agricultural leader, was presented with a Queen’s Golden Jubilee medal by
Elgin 4-H, one of the groups sponsored by the county.
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Moved by Councillor McIntyre
Seconded by Councillor Mennill
THAT grant items 18, 19 and 20 be deleted from the list ($20,000); and,
THAT $5,000 in non-specific grants be added; and,
THAT the list of grants as amended be approved; and,
THAT the report titled “2013 Request for grants” dated February 5, 2013 be received and
filed.
- Carried.
Councillor Walters was excused from the meeting at 10:45 a.m.
2013 Proposed Budget – Director of Financial Services
The director presented the 2013 proposed budget.
Moved by Councillor Mennill
Seconded by Councillor McIntyre
THAT the 2013 Proposed Budget, which includes the Operating Budget, the Capital Budget
and Grants, be approved.
- Carried Unanimously.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Wiehle
Seconded by Councillor Marr
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Mennill
Seconded by Councillor McIntyre
THAT By-Law No. 13-04 “Being a By-Law to Provide for the Adoption of the 2013 Budget of
the Corporation of the County of Elgin and To Establish the 2013 Tax Ratios, and To
Establish the 2013 Tax Rates for the County Constituent Municipalities” be read a first,
second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Marr
THAT By-Law No. 13-05 “Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the February 12, 2013 Meeting” be read a first,
second and third time and finally passed.
- Carried.
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ADJOURNMENT
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT we do now adjourn at 10:55 a.m. and meet again on March 12, 2013 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, Cameron McWilliam,
Chief Administrative Officer. Warden.
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REPORTS OF COUNCIL AND STAFF
March 12th, 2013
Council Reports – (ATTACHED)
Councillor Jim Jenkins – Elgin County Museum 2012 Annual Report
Staff Reports – (ATTACHED)
Library Coordinator – PowerPoint titled “Intellectual Freedom and the Public Library”
Business Development Coordinator – Business Retention and Expansion: Agri-food Sector
General Manager of Economic Development – Funding Agreement: Elgin Business
Resource Centre Satellite Offices
Purchasing Coordinator – Quarterly Information Report – Contract Awards (October 1, 2012
to December 31, 2012) and Direct Negotiation and Expenditures
(January 1, 2012 to December 31, 2012)
Director of Homes & Seniors Services – Behavioural Supports Ontario (BSO) Long-Term
Care Home Staffing Resources – Additional Funding
Announcement for Personal Support Worker
Director of Homes & Seniors Services – Housekeeping/Laundry Policy – 2.23.1 & 2.23.2
Revisions and Addition
Director of Human Resources – Employee Benefits Renewal 2013
Deputy Director of Engineering Services – Silvercreek Solar Farm Agreement
Deputy Director of Engineering Services – Asset Management Funding Agreement
Director of Engineering Services - Largie Bridge Replacement, Dutton/Dutton and Fire
Sprinkler – Terrace Lodge
Director of Engineering Services – Thames Valley District School Board – Connection to
Elgin Manor Waste Water Treatment Plant
Director of Engineering Services – Energy Management Tool Services Agreement – Local
Authority Services
Director of Engineering Services – Dexter Line – Environmental Study Report and Municipal
Class Environmental Assessment Notice of Completion
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REPORT TO COUNTY COUNCIL
FROM: Councillor Jim Jenkins
Mike Baker, Elgin County Museum Curator
DATE: February 19, 2013
SUBJECT: Elgin County Museum 2012 Annual Report
INTRODUCTION:
Below is the 2012 annual report of the Elgin County Museum submitted on behalf
of County Council’s 2010 representative on the Elgin County Museum Advisory
Committee, Councillor Jim Jenkins.
DISCUSSION:
The committee met four times between January and December, 2012 in
fulfilment of the terms of Elgin County By-law No. 05-44. The following are
issues and reports brought forward to the committee during this period:
Staffing
A student joined the staff during the summer under a Young Canada Works grant
who undertook a number of collection and exhibition related tasks including
integrating the museum’s first numbering system into the database.
Museum Partners
The Museum Partners contributed to the creation of a list of 1812 sites for use on
the Western Corridor Alliance’s Route 1812 website. They also contributed most
of the volunteer labour that produced the first series of barn quilts for Elgin
County’s portion of the Southwest Ontario Barn Quilt Trails. The shared
collections database was upgraded over the summer, creating the capacity to
add images of each of the member’s artifact entries.
Exhibitions
The Noble Experiment: Temperance and Prohibition in Ontario
January 14 – May 4
Circulated by the Peterborough Centennial Museum and Archives
Today’s LCBO is one result of the passionate fight for and against temperance
and prohibition in19th century Ontario. The battle’s colourful characters along
with a cast of bootleggers, brewers and bailiffs were all part of this topical show.
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1812: War on the Lakes
January 14 - May 4
Marine art by Peter Rindlisbacher
Reproduced and circulated by Canadian Art Cards
Cycling in Elgin
May 13 – September 1
Included high wheels and equipment from 19th century cycling clubs as well as
photos of the region’s early cyclists on club outings.
J. T. Findlay: Architect
September 17 – December 21 (extended to March 28)
A survey featuring the homes and public buildings of early twentieth century
architect J. T. Findlay. Included photos of his many now-classic homes and well-
known landmarks.
In November, the museum also exhibited a full-scale mock-up of the waist
gunner emplacement of a Mitchell B-25 bomber. This project was carried out by
31 CER (The Elgins) in conjunction with the Elgin Military Museum.
Elgin Manor and other off-site venues
A series of hats and shoes were presented in the Manor show cases this year.
Circus material was installed in a newly-built portable display case at the
Wallacetown Fair in conjunction with the Dutton Branch of the library. The same
case, built with funds from the IPM Legacy Fund, displayed coronation souvenirs
at the Springfield Library.
Programs:
The Second Annual Vimy Lecture, held April 7, 2012, was delivered by Sgt.
Graham Mould, 31 CER (The Elgins) and Mr. Brett Potter from CANADIGM. The
illustrated talk cover the organizations work in recording the intricate carvings left
by Canadian soldiers in the caves and tunnels near the front lines of Vimy Ridge.
62 attended.
A lecture on J. T. Findlay, jointly-sponsored with the historical society and the
local ACO branch was attended by 60 people.
Educational Outreach
The Museum Assistant visited the County’s long-term care facilities several times
with artifacts related to various themes and occasions. The curator spoke to a
number of groups.
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Elgin, Oxford, Norfolk Association of Curators Barn Quilt Trails Project
The museum took on the job of coordinating the Elgin County portion of the
Southwest Ontario Barn Quilt Trails (SWOBQT). Most of the museums in the
county along with a number of other volunteers created and installed the first 20
quilts which were launched in May along with those of the other four counties in
the project. Since then the same group of volunteers has painted and helped to
install another 10 quilts. A large series of quilts in Dutton-Dunwich based on the
system used by the SWOBQT have been installed on farms north of
Wallacetown.
Visitor Statistics and Donations
The museum attendance was down in 2012, totalling 1468 compared to 1827 in
2011. 2011 had been exceptional in terms of the amount of outreach including a
bus tour, several talks and attendance at events with exhibit material. Exhibition
themes that included marine art and domestic architecture had a smaller draw
than anticipated. Consequently, admission donations were also down, totalling
$279.69 and gift shop sales were $350.90.
Permanent Collection
60 donors presented the museum with a total of 83 individual artifacts and 8
collections this year. Among the highlights were a Thistle Brand butter box from
Dutton, a hat band stamping machine, a Middlemarch Grange quilt and a book
binding press from the Municipal World plant. In the fall, the bell which once hung
in the tower at Alma College was donated by the building’s owners. They and the
Alma Alumnae Association are working with the museum to create a suitable
mount for display purposes.
CONCLUSION:
This report outlines the activities of the Elgin County Museum Advisory
Committee for the period January 1 to December 31, 2012.
RECOMMENDATION:
That the report titled “Elgin County Museum 2012 Annual Report” dated February
19, 2013 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Councillor Jim Jenkins Mark G. McDonald
Chief Administrative Officer
Mike Baker, Curator
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March 12, 2013
Sandi Loponen, Library Coordinator
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16
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Canadian Charter of Rights and Freedoms
*
Canadian Library Association
Statement of Intellectual Freedom
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Elgin County Library Collection Development Policy
*
Library Procedure: Request for Reconsideration
*
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freedom of
thought, belief,
opinion and
expression
*
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All Canadians have a fundamental right to:
Accessall expressions of knowledge, creativity and intellectual activity
•
Express their thoughts publicly
•
This right to intellectual freedom is essential to the health and development of
Canadian society.
It is the responsibility of libraries to guarantee and facilitate access to all
expressions of knowledge and intellectual activity, including those which some
elements of society may consider to be unconventional, unpopular or
unacceptable. To this end, libraries shall acquire and make available the widest
variety of materials.
Libraries should resist all efforts to limit the exercise of these responsibilities
while recognizing the right of criticism by individuals and groups.
*
20
*
References to sex and violence notconsidered illegal under the
Criminal Code (including most pornography)
*
Controversial opinions on divisive topics–(e.g. pro-life; pro-
choice)
*
Opinions not widely-held
*
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Library staff shall:
Strive to provide a balance of viewpoints on
all subjects in its collection.
*
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Selection Criteria
Literary merit
•
Enduring value
•
Accuracy and timeliness of the information contained in
•
the material
Reputation and authority of the author and publisher
•
Social significance
•
Importance of the subject matter to the collection
•
Cost
•
Scarcity of material on the subject
•
Availability elsewhere
•
Comments of reviewers, critics, and publishers
•
Community demand ***
•
*
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Serve the interests and needs of allusers
*
Recognize varied opinions, but not allow
individuals who wish to censor an item to
restrict the freedom of others
*
Acknowledge that it is the right and duty
of each family or guardian to make its own
choice about access to library materials
*
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The arguments…
Against Filtering
For Filtering
*
Filter doesn’t catch
*
Protect children from
everything
pornography
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Filter catches too
*
Maintain a ‘safe’
much
public space for all
*
Censorship
*
Computers are used in
*
Pornography is not
high-traffic areas
illegal
*
Cannot control what is
viewed on personal
equipment via wireless
Elgin County filters web traffic on all public computers
*
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Process for Resolving a Concern
*
SubmitStatement of Concern to Library Coordinator
*
Response drafted
*
Review with Director, approval
*
Response in writing to the complainant
*
If the complainant is still not satisfied, he/she can
request a reconsideration from the County’s Warden
who is our equivalent to Library Board Chair
*
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London Public Library’s Freedom to Read display.
Photo courtesy of London Free Press, Feb. 27, 2013
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*
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REPORT TO COUNTY COUNCIL
FROM: Kate Burns, Business Development Coordinator
DATE: February 13, 2013
SUBJECT: Business Retention and Expansion: Agri-food Sector
INTRODUCTION:
TheEconomic Development Strategy and Action Plan 2011-2014 identified a number of
initiatives and actions surrounding Economic Gardening including the development of a
Business Retention & Expansion program. The Agri-food Sector BR&E continues on
the work and outreach of previous BR&E’s.
DISCUSSION:
nd
Between June 22 and November 30th of 2012, Economic Development staff
conducted interviews in person as well as encouraged industry stakeholders to
complete a survey online. Appendix A, Elgin County Agri-food Business Expansion and
Retention Study November 2012 summarizes results of interviews with 57 agri-food
businesses across the County.
The interview results showed clear themes in the agri-food sector including;
- Within the Agri-food sector, food production and distribution comprise the bulk of
the business surveyed; 92 % of these businesses are headquartered in Elgin
County, and are family owned.
- Of those surveyed, one third of all respondents indicated that they have no
succession plan, business plan or marketing plan in place for their operation.
- Many of the respondents have been operating in the area for more than 35
years. Only one quarter of those surveyed had been farming in Elgin for less
than 10 years.
- Nearly 80% of respondents surveyed consider Elgin County a good or excellent
place in which to do business
- Over half of those businesses surveyed are positive about their future, with 29
businesses planning expansion or renovation in the next three years, noting
increased demand as the reason for expansion.
Participating business are positive about Elgin as a place to do business and are
satisfied with their current location. Businesses are positive of the future anticipating
growth and expansion within the next three years.
The survey report will be shared with the participants at the Ambassadors Meeting in
March.
Economic Development staff plan to begin a BR&E program for the manufacturing
sector for the spring of 2013.
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CONCLUSION:
Improvements in the local business environment can lead to increased local
employment, a more satisfied business community, better government-business
relations and a more diversified economy. Continuing the Business Retention &
Expansion program into the next key sector in the County serves to strengthen the
relationship between the municipality and businesses.
RECOMMENDATION:
THAT the report titled “Business Retention and Expansion: Agri-food Sector” dated
February 13, 2013 be received and filed; and,
THAT the report titled “Elgin County Agri-food Business Expansion and Retention
Study” dated November 2012 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Kate Burns Mark G. McDonald
Business Development Coordinator Chief Administrative Officer
Alan Smith
General Manager,
Economic Development and Tourism
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Elgin County
Agri-food Business Expansion and
Retention Study
November 2012
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Contents
1INTRODUCTION..............................................................................................................................
3
1.1SUMMARY OF KEY FINDINGS3
2PROJECT ORGANIZATION, DATA ANALYSIS AND METHODOLOGY........................................ 5
3SURVEY FINDINGS.........................................................................................................................
7
3.1COMPANY INFORMATION7
3.2BUSINESS CLIMATE11
3.3FUTURE PLANS13
3.4FUTURE PLANS - CLOSE14
3.5FUTURE PLANS - RELOCATE14
3.6FUTURE PLANS – DOWNSIZE14
3.7FUTURE PLANS - EXPAND/ RENOVATE15
3.7.1BUSINESS PROFILE15
3.7.2EXAMINING PLANS TO EXPAND OR RENOVATE16
3.8BUSINESS DEVELOPMENT18
3.9BUSINESS DEVELOPMENT - FINANCIAL25
3.10WORKFORCE DEVELOPMENT28
3.11LOCAL COMMUNITY31
4NEXT STEPS................................................................................................................................. 33
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1 Introduction
The County of Elgin has recently completed an Economic Development Strategy for
the period 2011 – 2014. The strategy considers the structural changes taking place in
the broader provincial, national and global context and prepares Elgin County for a
new approach to economic development. While the manufacturing sector has been on
the decline, creative industries and enterprises – those operations where people and
knowledge are the factors of production, are on the rise. Within this context, the
strategy provides a fresh look at the County’s traditional sectors. Agriculture is one of
the County’s most prominent sectors, both in terms of employment and total number of
businessesandresponsible for employing over 10% of the County’s labour force and
constitutes nearly 20% of all local businesses. It is also key consideration in the
development of Elgin County’s creative rural economy.
One of the key recommendations in the strategy was the development of a Business
Retentionand Expansion (BR+E) program. This study is a direct outcome of that
recommendation. It is the first step towards improved communications and fostering a
better and deeper relationship with the local businesses.This study has been designed
to allow for a more complete understanding ofthe challenges and opportunities
inherent to the County’s Agriculture and Agri-food sector. This information is vital to the
strategic allocation and mobilization of resources tosupport the retention and
expansion of this sector and in the attraction of future businesses.
The timing of this study is also significant as follows on the heels of a global recession.
In the wake of deflated commodity prices, this study highlights the strength and
resilience of the County’s agriculturalsector. To that end, over half of those businesses
surveyed for this study indicated that they have plans to expand or renovate in the next
three years.
Over the long term, the BR+E program will provide an understanding of the level of
support requiredby these businesses and answers questions related to the size of
parcels needed, level and type of infrastructure services and proximity or access to
other supportservices activity.
1.1Summary of Key Findings
In providing an understanding of the challenges and opportunities facing the region’s
agri-food businesses the County of Elgin oversaw the survey of 57 operations, with the
majority ofthese operationslocated in Bayham, Central Elgin and Southwold.
The following discussion highlights the key findings that emerged from the survey
results.
Within the Agri-food sector, food production and distribution comprise the bulk of
the businesses surveyed; 91% of these businesses are headquartered in Elgin
County, and are family owned.
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Of those surveyed, one third of all respondents indicated that they have no
succession plan, business plan, or marketing plan in placefor their operation. A
similar proportion admittedto not having a financial plan for their business.
Manyof the respondentshave been operating in the area for more than 35 years.
Only one quarter of those surveyed had been farmingin Elgin for less than 10
years. While the sector is seen as being relatively stable, the high percentage of
‘older’ farming operations coupled with the lack of succession planning suggests a
need for greater support for business planning in the County’s agri-foodsector.
Nearly 80% of respondentssurveyed consider Elgin County a good or excellent
place in which to do business.
Over half of those businesses surveyed are positive abouttheir future, with 29
businesses planning expansion or renovation in the next three years. Three
quarters of these businesses noted ‘increased demand’ as the reason for their
expansion. Over half of these, 29 businesses, are located in Central Elgin and
Southwold.
To that end, over half of businesses reported increased sales in the past year. The
same number expected sales to increase in the next year. Only 14% indicated a
decline in sales over the last year.
In terms of barriers to expansion, some participants requested information about
government grants while others said that finding suitable and available land within
the Countyis difficult.
Respondents also suggest that‘tax burdens’, ‘volume requirements by customers’
and ‘marketing support’ were the primary barriers to market access.
Half of all the companies surveyed expressed interest in the diversification of their
business toinclude value added processing. The most commonly cited forms of
assistance required to pursuevalue added processing include: securing funding,
conducting market research and developing a marketing plan.
The creation of a local food distribution network also received broad based support
from survey participants.
To support the growth of the County’s Agri-food sector, participants requested
‘improved permit and regulatory approval processes’, ‘marketing programs’ and
‘municipalagricultural support’.
Approximatelyone thirdof respondents reported Elgin County as a primarysource
for information or support. Similarly, 28% of respondents listed the Elgin Business
Resource Centeras a primarysource for information or support.
The majority of respondents indicated that the local workforce was good or
excellent in terms of meeting their operational needs. Only four businesses
surveyed indicated using the Temporary Foreign Workers Program.
Overall interest in training opportunities for business owners and their employees
was rather limited. Those few areas of interest include ‘health and safety and
WHMIS/WSIB training’, ‘sales and marketing’ and ‘quality assurance’.
Primary disadvantages of doing business in the Countyinclude “extremely high
taxes on agricultural land” and high development costs.
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2 Project Organization, Data
Analysis and Methodology
This report summarizes the results of interviews with 57 agri-food businesses across
the County of Elgin.The businesses selected were representative of Elgin County’s
agricultural value chain, as shown in Figure 1. The value chainranges from crop
research and experimentation to the sale of food through farmers’ markets, specialty
shops and local food restaurants.Figure 1also shows the number of businesses,
operating in Elgin County, within each category. For example, as of 2011 there were
299 businesses engaged in various production activities.
FIGURE 1: AGRICULTURE VALUE CHAIN
Source: County of Elgin: Economic Development Strategy and Action Plan 2011-2014.
The interviews were typically conducted by municipalstaff, witha limited number of
surveys completed online without the assistance of municipal staff. The surveys were
conducted between June 22, 2012 and November 30, 2012.
The Business Visitation Survey is a tool used to gather information from businessesin
the Countyof Elgin with the intention of discerning the critical issues relevant to
business retention and expansion.
The survey was structured to identify issues in key areas such as:
Business Climate
Future Plans (downsize, relocate, expand/renovate, close)
Business Development
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Markets
Finances
Workforce Development
Training
Local Community Advantages and Disadvantages
Within these key areas there are 68detailed questions that are summarized in the next
1
section and cross-tabulatedto better understand survey responses. The survey tool
used for analysis was Microsoft Excel. The survey tool was designed by the County’s
consulting team to be an easy-to-use template that would facilitate data entry, as well
as data analysis. The style of questions included werea combination of qualitative and
quantitative.
Cross-tabulation refers to the investigation of one question based on the response of another question.
1
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3 Survey Findings
3.1Company information
This section presents responses to questions asked in the Company Information
portion of the survey. Efforts were made to gain results from across the Countytaking
into consideration the distribution of farm operations. Figure 1, illustrates the total
percentage of businesses surveyedby location. The majority of operations surveyed
were located in the Bayham, Central Elgin and Southwold, yet the geographical
distribution of these operations speaks to the widely dispersed nature of this sector
across the County.
FIGURE 2: PARTICIPANT OPERATIONS BY LOCATION
7%
9%
Aylmer
Bayham
20%
18%
Central Elgin
Dutton Dunwich
Malahide
13%
24%
Southwold
9%
West Elgin
Within the Agri-food sector, food production and distribution comprise the bulk of the
businesses surveyed with 69% and 21% respectively. Despite this concentration of
activities, the Countyis home to businesses that are involved with every aspect of the
agri-food value chain. This chain begins with seed creation and research and
development, followed byproduction, processing (manufacturing), and eventual
distribution. The sectoris also supported by a range of activities including storage, and
equipment suppliers.
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FIGURE 3: TYPES OF AGRI-FOOD BUSINESSES
Creation (Seed genetics, Crop
2%
experimentation, Research &
Development)
6%
Production (Crops, Fruit and
Vegetable Farming, Animal
Farming, Apiculture)
21%
Manufacturing (Food preparation
and packaging, Wineries,
Breweries)
2%
Distribution (Wholesale food
69%
distributors, Farmers markets,
Shops, Restaurants/Caterers)
Support Activities (Refrigerated
storage, Farm product supplies,
Farm implement dealers)
FIGURE 4: MAIN PRODUCTS OR SERVICES PROVIDED BYCOMPANY
38%
40%
32%
35%
30%
26%
25%25%
25%
21%
20%
15%
15%
9%
10%
5%
0%
LivestockCropHorticultureOn-farmWholesaleRetailRestaurantOther
productionproductionProductionprocessing(includes
farmgate or
farmers
market/stand)
Figure 4further describes the specific types of goods and services offered by the
County’s agri-food sector. Reflecting the County’s strength in production, 87% of
respondents indicated that they were involved in some type of agriculturalproduction.
More specifically, 25%of respondentsare involved with livestock production, 38% in
crop production, and 25% in horticulture production. A considerable portion of these
producers also engage in retail activities with 26% indicating that they participate in
farm gate, afarmers marketor have a road side stand.A further 21% of businesses
wererestaurants while processing and wholesale activitieshad less representation in
the sample.
Out of the 54 businesses that responded, 87% reported that the owners of these
businesses reside in Elgin County, with 91% of these businesses headquartered in
40
Elgin County, and family owned. The majority of businesses (74%) only have one
locationwith the remainder indicating multiple farm locations, with few located outside
of the County. This suggests a high degree of local influence over these businesses.
Business decisions are made in Elgin County, which increases the ability of the County
to work with these operators toachieve their business goals.
FIGURE 5: PERCENT OF BUSINESSES WITH A STRATEGICPLAN
60%
55%
50%
37%
40%
33%
30%
24%
20%
10%
0%
Succession PlanBusiness PlanMarketing PlanNone of the Above
While Elgin’s Agri-food sector is dominated by producers, many of these same
operators do not appear to be thinking long term about their operations. One third of all
respondents indicated that they have no succession plan, business plan, or marketing
planin place. In fact, even some of the County’s largest employers fall into this
category. Only 24% of respondents indicated that they have a succession plan in
place; while a fewmore businesses have a marketing plan (37%). Just over half of all
businesses surveyed do have a business plan. Many of the qualitative comments
collected in response to this question, suggest that succession planning and marketing
are in fact priorities for local agri-businesses. There may be an opportunity for the
County to support this segment of the local economy through the development of
targeted workshops and reference materials.
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FIGURE 6: PERCENT OF EMPLOYEES (FULL TIME EQUIVALENT) THAT WORK AT THIS LOCATION
CURRENTLY (IN ADDITION TO THE OWNERS)
0%
4%
0%
Owners only
0%
1-4
7%
5-9
31%
10-19
15%
20-49
50-99
15%
100-249
28%
250-499
500 +
Most of the businesses surveyed are small businesses. Results showed that 48of the
54 businesses have fewer than 20 employees. Two businesses indicated that they
have between 250 and 499 employees. The reporting businesses also represent a mix
of employment types. Smaller operations typically utilize full time employees. As
operations increase in size, particularly those involving labour intensive farming, the
share of employment shifts towards seasonal or contract based employment. Figure 7
shows the reported percentage breakdown of the types of employment by operation.
Note that this figure reflects reported percentages by company, and are therefore, not
reflective of real employment numbers.
FIGURE 7: PERCENTAGE OF LABOUR TYPES BY BUSINESS
5%
Full time
Part time
44%
38%
Seasonal
Contract
13%
The businessessurveyed show considerable variation in terms of their size and scale
of operation. The geographic size of these businesses is directly related to the type of
goods and services they provide. Accordingly, the size of these businesses is
presented in two categories. The first category encompasses retail operations and
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restaurantswhile the second category includes production farms, wholesale
operations, processing and other support activities (Wholesale operations).
Of the 38responses, 14 businesses operate in the retail space while 24 are wholesale
operations. Eight of these 38 businesses were involved in both retail and wholesale
operations so theirresponses we counted in each category. As an example, this
occurswhen a respondent operates a production farm, but also operates a roadside
produce stand.
As shown inFigure 8,five of the 14 businesses indicated that their space was under
5,000 square feet. The remaining retail businesses were all larger, with their
distribution even across the remaining size classifications. In terms of the wholesale
operations, the majority of businesses were larger than 5 acres. Once again, these
businesses were well distributedacross thesize classifications with at least two
businesses in each category.
FIGURE 8: CURRENT SIZE OF BUSINESSESBY CATEGORY
Retail Wholesale
Operations Operations
Less than 5000 sq ft 5 2
5000-10 000 sq ft1 1
10000-20 000 sq ft1 0
Less than 5 acres 1 1
5 -10 acres 2 3
10-50 acres 1 3
50-100 acres 1 3
100-200 acres 1 2
200-500 acres 1 4
More than 500 acres 0 5
Total number of Businesses 14 24
3.2Business Climate
This section presents responses to questions regarding the business climate in Elgin
County. The survey results captured a broad cross section of operators, many of whom
have been actively farming in the area for more than 35 years. Of interest however, is
the fact that 26% percent of those surveyed had been doing so in Elgin for less than 10
years (Figure 9). While in general these results suggest the relative stability of the
sector, the high percentage of farmers that have been operating in Elgin County for
more than 35 years suggest a need to understand the succession plans for these farm
operations.
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FIGURE 9: PERCENTAGE OFYEARS THE BUSINESS HAS BEEN IN OPERATION INELGIN
2%
2%
Less than 1 year
32%22%
1-2 years
3-10 years
11-25 years
20%
26-35 years
22%
35+ years
An overwhelming 79% (Figure 10) of the respondents considerElgin County a ‘good’
or ‘excellent’ place in which to do business. Several participants voiced concerns about
the cost surrounding building permits and the process of severing lots from their farms.
This presents an obstacle to business expansion as some farms require onsite
residences for seasonal workers. Others described their discontent with the limited
width of roads; as this limits the mobility of some farm equipment, particularly where
farmers are managing and operating on non-contiguous tracts of farmland.
FIGURE 10: GENERAL IMPRESSIONOF ELGIN COUNTY AS APLACE IN WHICH TO DOBUSINESS
2%
2%
18%
17%Excellent
Good
Fair
Poor
No comment
61%
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FIGURE 11: PERCENTAGE OF FACTORS WHICH ARE BARRIERS TO THE EXPANSION OF A
BUSINESS
60%
48%
50%
44%
40%
30%30%
30%
24%
22%
20%
13%
7%
10%
4%
2%2%
0%
0%
Most businesses indicated that the most significant barriers to expansion are tied to the
unpredictability of the marketplace. Uncertaintyis a powerful disincentive to
investment. Local or regional governments, however, have little to no capacity to affect
this business reality. Other commonly cited barriers to business expansion include,
land/building costs (44%; aside from building permits), access to land or buildings
(30%), availability of labour (30%) and low commodity prices (24%). Once again, these
considerations largely fall outside of the County’s sphere of influence. One in five
(22%) respondents also listed ‘access to capital’ as a barrier to expansion. This is an
area worth investigating as interest rates are at record lows.
Further comments highlighted the lack of high speed internet and the housing issue for
temporary workers.
3.3Future Plans
This section presents responses to questions regarding the surveyed businesses and
their development plans in the next 3 years. Businesses surveyed are generally
positive of their future with 29 businesses (54%) planning expansion or renovation.
One third of businesses (32%) indicated that they have no plans for expansion or plan
areduction of their operations. Only three businesses (6%) reported that they intend to
downsize from their current facility. Four businesses (8%) indicated they would be
closing or relocating their businesswithin the next 3 years.
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FIGURE 12: PERCENTAGE OF PLANNED BUSINESS UNDERTAKINGS WITHIN THE NEXT 3 YEARS
4%
Remain the same
Downsize
32%
Relocate
54%
6%
Expand/Renovate
4%
Close
3.4Future Plans -Close
Two respondents have indicated plans to close their businesses in the next three
years. Both of these businesses are small crop producing farms with 1-4 employees.
The reason for closure/sale is directly attributed to the age of the business owners. The
businesses have no wish to remain active and are therefore not requesting assistance
in remaining open; although, one farmer would be interested in a crop share program.
3.5Future Plans -Relocate
Two survey participants indicatedplans to relocate their businesses in the next three
years. These businesses have rather different motivations for moving. The first
business is mature, operating in Elgin for over 25 years. It is a small horticultural
production operation. The owner is 75 and ready to retire; consequently, the farmhas
been sold to a share grower in Norfolk County.
The second business has been in operation for less than a year. It is a small family run
food manufacture with retailing and wholesaling operations. The business is moving
within the County to gain greater access to labour. The owner requested assistance to
identify a location that would suit their needs.
3.6Future Plans – Downsize
Three businesses indicated their plans for downsizing in the next three years. Two of
these businesses are production farms whilethe other is arestaurant. Each of these
operations has less than 5 employees; the farms have been operating for over 25
years while the restaurant has been opened for less than 10 years. The family run
restaurant is downsizing because the owner’s children have moved on and sales have
suffered since the recession. The farms are downsizing because of lower commodity
prices and the advanced age of the owners. This willresult in adecrease in production
and employment. One of the farms is planning on increasing their retail activities in
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place of production. These businesses have not requested assistance from the
County.
3.7Future Plans -Expand/ Renovate
3.7.1 Business Profile
Ofthe businesses surveyed, 29 (54%) are positive about their future and are planning
to expand or renovate in the next 3 years. With over half of the firms surveyed falling
into this category, it will be important to develop a profile of these businesses before
examining their expansion plans. Not surprisingly, a significantproportion of these
businesses (86%) consider Elgin County a great or good place to do businesses. In
general, there are no discernable differences between the characteristics of these29
businesses and those in the broader sample. However, there are a number of
observations that can be drawn from examining this subset of businesses.
Business Location
Figure 13shows the location of the businesses thatplan to expand or renovate within
the County. These businesses are well distributed across the Countywith notable
concentrations in Central Elgin (31%) and Southwold (24%).
FIGURE 13: LOCATION OF THOSE BUSINESSES THAT PLANTO EXPAND/ RENOVATE
4%
0%
Aylmer
14%
24%
Bayham
Central Elgin
Dutton Dunwich
10%
31%Malahide
Southwold
17%
West Elgin
Business Type
Figure 14shows the types of businesses that are planning to expand or renovate. The
proportional composition of these businesses is reflective of the broader sample of the
entire study, with production and distribution business comprising the majority of the
firms. This suggests that each subsector is growing at a similar rate. The one
exception is food manufacturing. However, give the sample (1 respondent), it is difficult
to draw conclusions.
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FIGURE 14: TYPES OF BUSINESSES THAT PLAN TO EXPAND/ RENOVATE
Creation (Seed genetics, Crop experimentation, Research
& Development)
4%
7%
Production (Crops, Fruit and Vegetable Farming, Animal
18%
Farming, Apiculture)
0%
Manufacturing (Food preparation and packaging, Wineries,
Breweries)
69%
Distribution (Wholesale food distributors, Farmers markets,
Shops, Restaurants/Caterers)
Support Activities (Refrigerated storage, Farm product
supplies, Farm implement dealers)
Size by Land Area
Those businesses planning on expanding or renovating show considerable variation in
terms of their size and scale.The businesses range from those smaller than 5,000
square feet to those larger than 500 acres. Of the 26 businesses that answered this
question, 53% or 14 were over 100 acres in size. The remaining businesses were
evenly distributed across the remaining categories, from 50-100 acres to less than
5000 square feet.
3.7.2 Examining Plans to Expand or Renovate
Reasons forExpansion or Renovation
Participant businesses cited a number of causal factors for choosing to expand or
renovate. The majority of businesses (76%) noted ‘increasing demand’. ‘New products’
and‘new markets’ were also identified by 14% and 11% of businesses, respectively.
Other reasons for expansion or renovation includedthe ‘need to stay competitive’, and
‘diversificationof current products and services’.
Timing of Expansion or Renovation
In terms of the expected timing of expansion or renovation, most businesses offered a
window of time rather than a specific date. For example one respondent said, “we
would like to expand in the next two years.” With that said, of the 22 businesses that
did respond,8 said they were continually expanding or would like to expand as soon
as possible. The remaining businesses noted expansion or renovation plans, but were
less certain about the timing.
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Barriers to Expansion or Renovation
As a follow-up question, businesses were asked: “are you experiencing any problems
or difficulties with your expansion/renovation plans?” Half of those who responded said
“no” or “none at this time”. The other half of respondents spoke to arange ofissues
that included “accessto capital” and the “cost of land”. Another farmer explicitly asked
if there were government grants to support young farmers with expansion of
operations. Others said that finding suitable and available land within the Countyis
difficult.
Outcomes of Expansion or Renovation
When asked: what will your expansion/renovation lead to? Respondents offereda
variety ofexpectedoutcomes. Figure 15shows the response rate of those expected
outcomes. More than 70% of the 27 businesses that responded indicated that
expansion/renovation would lead to an increased workforce; whereas63% or 17
businesses predicted additional investment in equipment and technology. Further 48%
or 13 businesses predicted it would lead to additional product.
FIGURE 15: WILL YOUR EXPANSION/RENOVATION LEAD TO...
19
20
17
18
16
13
14
12
1010
10
8
6
5
6
4
4
1
2
0
An increase inAn increase inAdditionalAdditionalAdditionalImportingAn increase inProcessAn increase in
workforcefloor spaceproductservices forinvestment ingoods orexport of goodsimprovementsdemand for
customersequipment andservices toor servicesskills training
technologyCanada
Expected Land or Building Requirements for Expansion or Renovation
plans
The acquisition of new land or buildings space is not necessarily a requisite of
business expansion or renovation. When asked about land or building requirements for
expansion or renovation, only 52% or 16 of the 27 respondents indicated that their
expansion plans were contingent on additional land or a larger building. One third of
the respondents said that they would not require these types of additions; whereas the
remaining 15% of respondents were unsure of the requirements.
49
When asked about specific land or building requirements, 8businesses indicated the
need for more land while 8also indicated the need for more building space. Only 4 of
these business owners were able to provide precise details regarding the scale of their
plannedexpansion or renovation. These requirements ranged from an additional10
acres of farm land to the addition of 700 square feet of floor space.
3.8 Business Development
This section presents information concerning the factors that impede or enhance
business operations.
Satisfaction with current location
When asked about their satisfaction with their current location of business in Elgin
County, 66% of the 41respondents replied that they were completely satisfied. Figure
16shows that about one in five respondents were only somewhat satisfied; whereas
14% were either somewhat dissatisfied or completely dissatisfied. Some of the
discontent with the Countyas a location involves its relatively limited population base.
This presents a barrier for retail operations. One restaurant operator said, “It is hard to
market to the community...when 90% of the people who come to the restaurant are not
local.” While this seems obvious, theCounty may want to consider how it
communicates its marketing efforts to the local community.
FIGURE 16: HOW SATISFIED ARE YOU WITH THE CURRENTLOCATION OF YOUR BUSINESS IN
ELGIN COUNTY?
2%
Completely satisfied
12%
Somewhat satisfied
Somewhat
20%
dissastisfied
Very dissastisfied
66%
Accessing the Marketplace
Businesses were asked about the ways in which they access the marketplace. Figure
17shows the complete results. Of the 41 respondents, 68% were engaged in direct
marketing to the consumer through farmers markets, or farm gate. Just under 40% of
respondents said they either send their product directly to the processor or to the local
retailer for distribution. About 15% of businesses send their product directly to the
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Ontario Food Terminal or to other producers of the same product for them to then sell.
Other means of distribution includedthe Milk Marketing Board, anda direct sale to
major food retailers.
FIGURE 17: METHODS OF MARKET ACCESS
80%
68%
70%
60%
50%
39%
39%
40%
30%
15%
20%
12%
10%
0%
Direct to processingDirect to consumerDirect to distributionMarketed to furtherTo local retailers
(abattoir or(farmers markets,(Ontario Foodproduction (other(including
manufacturing)farm gate, direct toTerminal)producers of same)restaurants)
public)
Barriers to Market Access
Businesses were next asked about the barriers they face when accessing the market.
Figure 18showsthe complete results. Of the 28 respondents, over 40% listed both
‘regulatory burdens’ and ‘food and safety traceability programs’ as barriers to market
access. One farmer said that thefood and safety audits are relatively costly, especially
for smaller operations. Tax burdens ranked third on the list. A further one quarter of
respondents noted ‘Volume requirements by customers’ and ‘marketing support’ as
barriers.Providing support to help navigate the regulatory environment should be a
consideration for the County.
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FIGURE 18: BARRIERS TO MARKETACCESS
50%
46%
43%
45%
40%
32%
35%
30%
25%25%
25%
18%
20%
14%
15%
11%
7%
10%
5%
0%
VolumeFood safetyQualityAccess toMarketingLand useTax burdensRegulatoryDistribution
requirementsandassurancestorage andsupportclassificationburdenssystems
by customerstraceabilityprotocolsdistribution
too highprogramschannels
Assessing Interest in Value Added Processing
Elgin County’s agri-food sector could be strengthened by the addition of value added
processing operations. The development of these operations is a logical extension of
the County’s concentration ofagricultural production. Half of all the companies
surveyed expressed interest in the diversification of their business to include value
added processing. Of these 21 businesses, there is broad based interest from each
subsector (exceptfor those operations dedicated to support activities). Production
farmers exhibited the highest level of interest with 14 positive responses. It is also
notable that within this sub-sector, livestock, crop, and horticulture production were
each well represented. Once again, this speaks to the mass appeal of this form of
business development.
Supporting the adoption of Value Added Processing
Figure 19shows the range of information and types of assistance that businesses
require to consider adding value added processing to theirexisting business. The
County is considered well positioned to support businesses in a number of these
areas. The three most commonly cited forms of assistance include: securing funding,
conducting market research and developing a marketing plan.However,as one
respondent noted, to seriously consider processing activities, “I would need support in
all of these areas”. This sentiment is reflected by the notable response rates in each
category.
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FIGURE 19:INFORMATION/ASSISTANCEREQUIRED TO INTEGRATEPROCESSING AS PART OF
YOURBUSINESS?
50%
44%44%44%
45%
40%
36%
32%32%
35%
28%
30%
24%
25%
20%
15%
10%
5%
0%
MarketSecuringFeasibilityBusinessMarketingSecuringLocalHealth Unit
researchfinancingstudyPlanPlanland useprocessingapprovals
& planningfacilities
approvals
Tools to Support Business Growth
Figure20shows how respondents ranked the range of tools consideredimportantto
the future growth of local business operations. Of the 36 businesses that respondedto
this question, exactly half listed ‘improved permit and regulatory approval process’ as a
key to future growth. ‘Marketing programs’ and ‘municipalagricultural support’ were
also commonly noted by businesses. While the County does not have the ability or
authority to address all of these needs, it is in a position to influence thinking on these
issues, particularly at the local level. In the case of improved regulatory approval
processes, drawing attention to the impact of delays or other related issues is arole for
the County. As the County assumes more planning responsibilities, this provides
further opportunity to educate local municipalities on the need to streamline approval
processes.
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FIGURE 20: TOOLS THATSUPPORT BUSINESS GROWTH
60%
50%
50%
39%
36%
40%
31%
28%
30%
22%
19%19%19%
20%
10%
0%
Improved localAccess toRetailDistributionImprovedMarketingGreaterAdditionalImproved
processingvalue-addedpartnershipprogramspermit andprogramsmunicipalagriculturalaccess to
capacityprocessingopportunitiesregulatoryagriculturalprogramminginformation
approvalsupportinand resources
processesthe
educational
sector
Key Considerations for Business Operations
The Agri-food sector is subject to several unique business considerations. Figure 21
reflects a range of factors considered important to business operations. 41 businesses
shared their opinions as to the degree of importance andranked each of these factors
as very important,somewhat important, or not important at all. The most important
consideration for agri-food operations is ‘commodity prices’, noted by 80% of
respondents as very important. ‘Environmental responsibility’ was described as at least
somewhat important by 95%of businesses. ‘Labour availability’ and’ sourcing of
capital’ ranked third and fourth on the list, respectively. It is noteworthy that each of the
11business factors wasconsidered at least somewhat important by 65% of the
sample. In other words, none of these considerations should be ignored in the context
of planning for the long term sustainability of this sector.
54
FIGURE 21:THEIMPORTANTANCE OF SELECTED BUSINESS FACTORS
45
40
35
30
25
20
15
10
5
0
Not important at allSomewhat ImportantVery Important
Gauging Interest for Opportunities to Expand the Agri-food Sector
In an effort to probe potential areas of expansion in the Agri-food sector, participants
were asked about their interest in seven different types of opportunities. These
opportunities pertain to individual businesses or to the County’s Agri-food sector at
large. Of the 22 businesses that responded, 63% indicated interest in the creation of a
local food distribution network. While interested, some participants also voiced
concerns. Onefarmer said that “that these networks are very difficultto setup”, while
another distributor said that a local network would be an afterthought for farmers. This
is a concern because some farmers contribute sub-standard (or rotten) product to
these networks. Value added processing received an endorsement with about half of
respondents showing interest. The remaining areas of opportunity, while not ignored,
were not met with the same level of enthusiasm. Figure 22presents the complete
breakdown of results.
55
FIGURE 22:INTERESTIN AGRI-FOOD SECTOR EXPANSION OPPORTUNTIES
70%
63%
60%
49%
50%
37%
40%
31%
29%29%
30%
23%
20%
10%
0%
Bio-based fuelsEthnic marketOrganic marketExport marketBranded foodValue addedLocal food
or energyopportunitiesopportuntiesopportunitiesproduction/furtherdistribution
processingnetwork
Sources for Information and Support for Businesses
The concentration of responses oriented towards farming specificinformation or
supports is not surprising given that nearly 70% of the surveyed businesses are
directly involved with farm related production activates. Accordingly, the Ontario
Ministry of Agriculture, Food and Rural Affairs was the most commonly listed
organization for support or information with 83% or 30 out of 36 responses. The
General Farm Association was also well represented. On the other hand, 28% of
respondents reported Elgin County or the Elgin Business Resource Center as top
sources for information or support. Other useful organizations include: the Dairy Board,
Christian Farmers, Elgin Business Women's Network, and the Canadian Organic
Council.
56
FIGURE 23: ORGANIZATIONS MOST USED FOR INFORMATION OR SUPPORT BY BUSINESSES
90%83%
80%
70%
61%
60%
53%
50%
42%
40%33%
28%
30%
19%
14%
20%
11%
10%
0%
FederalProvinicalMuncipalElgin BusinessLocal,ManufacurtingRetail orGeneral FarmCanadian Farm
GovernmentGovernmentGovernmentResourceProvinical oror ProcessingBusinessOrganizationsBusiness
(Agriculture(OMAFRA)(Elgin County)CentreNational AssociationChamberManagement
andCommodityAssociationCouncil
Agri-FoodOrganizations
Canada)
3.9Business Development -Financial
This sectionpresents participants’ responses to questions regarding business
financials, expected sales estimates, and financial planning.
Business Revenues over the last year
Businesses were asked about the level of sales during the past year.Figure 24shows
the complete results. Of the 41 respondents, 58% reported having increased sales in
the past year, while 14% experienced a decrease in sales. About 26% of the
respondents said their sales remained stable, while 2% were unsure whether their
sales had increased, decreased or remained stable over the past year.
FIGURE 24: TRENDS IN BUSINESS SALES OVER THE PAST YEAR
2%
26%
Increased
Decreased
58%
Remain Stable
14%
Uncertain
57
Projected Business Revenues in the next three years
Figure 25shows the product sales predictions of the businesses over the next three
years. Of the 43 respondents, more than half or 56% anticipated increases in sales;
however, 7% of businesses predicted that their sales would decrease over the next
three years. Additionally, 26% of businesses predicted that sales would remain
relatively stable and 11% were uncertain about whether sales would increase,
decrease or remain the same over the next three years.
FIGURE 25: SALES PREDICTIONS FOR THE NEXT THREE YEARS
11%
Increase
Decrease
26%
56%
Remain Stable
Uncertain
7%
Expected Timeframe for sale or transfer of some or all farm assets
Figure 26shows the predicted number of years that businesses expect to have sold or
transferred some or all of their farm assets. A total of 45 businesses responded to this
question. Of the sample, 12businesses (27%) expected to retain their assets, while 9
anticipated selling or transferring their assets within the next year to five years. The
majority of the participants who answered this question were uncertain as to whether
they would sell or transfer their assets, while twobusinesses anticipated selling or
transferring their assets within 6-15+ years.
In addition, the respondents who did anticipate selling or transferring their assets
(either in the long or short term), were asked whether they anticipated selling or
transferring the farm assets to family members or to an unrelated third party. The
results showed that the majority of respondents(11)anticipated transferring the farm
assets to family members, while 7 anticipated selling to an unrelated third party.
58
FIGURE 26: EXPECTED TIMEFRAME FOR SALE OR TRANSFER OF SOME OR ALL FARM ASSETS
1 to 5 years
6 to 10 years
20%
27%
11 to 15 years
4%
7%
15 + years
4%
Don't know
38%
Don't expect to sell/transfer
Frequency of FinancialPlanning
In an effort to determine how well respondent businesses planned for the future,
respondents were asked whether or not they had a financial plan for their businesses.
In total, 37 businesses answered this question. The results indicated that the majority
(23or 62%) of businesses reported having a financialplan, while 14 (38%) admitted
that they did not have a financial plan for their business.
FIGURE 27: HOW OFTEN DO YOU UPDATE YOUR FINANCIALPLAN?
14%13%
Quarterly
9%
Semi-annually
14%
Annually
Every 2 - 3 years
Every 4 - 5 years
50%
Of the 62% of businesses that responded to having a financial plan,Figure 27shows
how frequently financial plan updates are carried out. Of the 23 respondents, more
than half reported that they carried out updates annually,while approximately one
quarter of the businesses reported conducting updates to their financial plan quarterly
or semi-annually. Additionally, 14% claimed that they carried out updates every two to
three years and 9% did their updates every four to five years.
59
3.10Workforce Development
This section presents responses to questions regarding workforce development and
training in terms of thosebusinessessurveyed.
Changes to Employment Levels
To understand employment trends in the surveyed businesses, participants were
asked about changes to their company’s employment levels over the last three years.
Figure 28shows the aggregate responses to this question, which are generally
positive. Of the 40 respondents, 16 or 40%of respondentsreported adding to their
workforce while 50% reported no change in employment over the last three years. The
remaining 10% was split between three businesses that decreased their workforce and
one respondent that wasn’t sure.
Of the businesses that added to their workforce, the majority addedone to two
employees.While this order of magnitude may not be viewed as significant, it may in
fact represent the doubling of the company workforcebased on Elgin County’s current
business profile. Operations involving seasonal employment, reported hiring 10 more
workers. Of the three businesses that reduced staff, two reported cutting their number
of pickers by 10 and 20.
FIGURE 28: CHANGES TO BUSINESS EMPLOYMENT INTHE PAST 3 YEARS
2%
Increased (specify
numbers below)
Decreased (specify
40%
numbers below)
Remained the same
50%
(Skip to Question 56)
Don't know (Skip to
Question 56)
8%
As a follow-up, respondents were asked about the factors that necessitated this
change in employment. Figure 29highlights the most readily cited of these factors.
Over half of the 19 respondents indicated that an ‘increase or decrease in sales’ was
responsible for the change in employment levels. Next with 42% of respondents, an
‘increase or decrease in market share’ was noted. Ranking third, with 32%, was ‘new
products or services’. The remaining factors were each cited by 4 or 5 businesses.
60
FIGURE 29:FACTORS RESPONSIBLE FOR CHANGE IN EMPLOYMENT
60%
53%
50%
40%
32%
26%
30%
21%21%
20%
10%
0%0%
0%
Operation is newTechnologicalIncrease/decreaseManagementRenovation orIncrease/decreaseNew products or
changesin marketeffectivenessexpansion in salesservices
competitionintroduced
Participants were also asked about their expectations for workforce growth or decline.
Figure 30shows the aggregate responses to this question, which are generally
positive. Of the 33 respondents, 12 or 37% expectedto add to their workforce. These
companies expect to add between two and nine employees. A further58% of
businesses reported no expected change in employment over the next three years.
Only one company expected to reduce their workforce in the next three years. This
business is a horticultureproducer that has operated in West Elginfor over 25 years.
They cited uncertain markets and low commodity prices for the decline of their
businesses production levels. This company requests assistance in the development of
a business plan.
FIGURE 30:EXPECTED CHANGES TO BUSINESS EMPLOYMENT OVER THE NEXT 3 YEARS
3%
Increase (specify
numbers below)
36%
Decrease (specify
numbers below)
Remain the same (Skip to
Question 58)
58%
Don't know (Skip to
Question 58)
3%
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As a follow-up, respondents were asked about the factors that contributed to their
anticipated addition or reduction of employees. Figure 31highlights the most
commonlylisted factors. Overhalf of the 15respondents indicated that an ‘increase or
decrease in sales’ would beresponsible for the change in employment levels. The next
three most commonly cited factors, with 6respondents, were an ‘increase/decrease in
market competition’,’ renovation or expansion’, and ‘new products or services
introduced’.
FIGURE 31:FACTORS RESPONSIBLE FOR ANTICIPATED CHANGEIN EMPLOYMENT
70%
60%
60%
50%
40%40%40%
40%
27%
30%
20%
10%
0%0%
0%
Where do Agri-food sector employees live? Are they from Elgin County?
In an effort to profile Agri-food sector employees, businesses were asked: “How many
of your workers are from Elgin County?” Of the 29 respondents, 13 or 45% indicated
that all of their workers live in the County. A further 7 businesses or 24% of
respondents said that over 80% oftheir employees live in the County. The remaining
30% of businesses offered the exact numbers of their employees that live in the
County. Unfortunately, the precise number of total staff at these companies is
unknown. Consequently, it is impossible to derive the residual number of employees
that live outside of the County.Nevertheless, outside of seasonal workers, it appears
as if the majority of workers in this sector are from within the County.
Availability/Quality of workers within the of Elgin County
Businesses were asked to rate both the availability and quality of workers within Elgin
County. Figure 32shows the responses to this question. In terms of the availability
and quality of workers, the majority of respondents (62-64%) indicated that the local
workforce was good or excellent in terms of meeting their operational needs. A quarter
of businesses reported that the workforce was ‘fair’, while three businesses considered
the workforce ‘poor’. The three businesses, that considered the labour force poor, are
located in three different areas of the County(Bayham, Malahide, and West Elgin).
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Two of these businesses are engaged with production farming while one is a food
manufacturer.
FIGURE 32:AVAILABILITY AND QUALITY OF WORKERS AS RATED BY EMPLOYERS
35
30
7
6
25
20
Excellent
1212
Good
15
Fair
10
Poor
8 8
5
3 3
0
AvailabilityQuality
Businesses and the Temporary Foreign Workers Program
Across Ontario many farmers utilize the Temporary Foreign Workers Programto
provide a cost effective source of seasonal labour. Of the 26 respondentsto this
question, 22 or 85% said they do not employ workers using the Temporary Foreign
Workers Program. The four businesses that reported using this program employ
between 12 and 18 workers for labour intensive activities.
Business Owner and Employee Training
Survey participants were asked about their interest in a variety of training areas.
Generally speaking, the overall level of interest in training opportunities was rather
limited. Only 15 participants respondedto this question, which is only a 27% response
rate. Many participants noted that they were not interested in external training options
or have no time for training. Nevertheless, of those respondentswho demonstrated
interest, the majority (67%) wereinterested in ‘health and safety and WHMIS/WSIB
training’. ‘Sales and marketing’ and ‘quality assurance’ were also notable areas are
interest.
3.11Local Community
This section sheds light on business owners’ perceptions of Elgin County as a place to
do business. This discussion presents an assortment of qualitative information. The
information provided is not intended to be statistically representative, yetthe depth and
quality of theseresponses areinstructive for the continued improvement of the Agri-
food sector within Elgin County.
Advantages of doing Business in Elgin County
63
Participants were asked to list three of the main advantagesof Elgin County as a
place to do business.The most commonly noted advantages are listed below.
The affordabilityof land in the County
Geographic position relative to marketincludingElgin County’s proximity to
urban centers such as London
The Countyis a thoroughfare, presenting opportunitiesto attract customers
Proximity to the 401highway facilitates transport to market
Availability of labour
Prime agricultural conditionsin terms of both soil and climate
The Countyhas a good water supplywith well servicedlands
Strong agriculture grower base, which has led to regional economies of scale
and agrouping of complementaryservices.
Disadvantages of doing Business in Elgin County
Participants were asked to list three of the main disadvantagesof Elgin County as a
place to do businesses. This question was met with a range of responses, but by far
the most regularly cited complaint related to the “extremely high taxeson agricultural
land”. Respondents also suggested that these high taxes have not resulted in an
elevated level of municipal services. The other perceived disadvantages of Elgin
County are listed below.
High development costs
Distance to market and high shipping/ transportation costs
A small population base with relatively low household incomes
Lack of high speed internet in rural areas
Few attractions to draw in tourists
Few active supports for small businesses and young farmers
Programs to address ElginCounty’s perceived disadvantages
As a follow-up question, participants were asked to suggest programs that might
address Elgin County’s disadvantages. The majority of participants did not respond to
this question. Nevertheless, several themes emerged from those participants that did
respond. The overriding theme centered on streamlining regulationsas to allow
business owners a more ‘user friendly experience’.
In this vein, one respondent noted that the Elgin Resource Business Center is not
always helpful. In one instance a farmer approached the Center regarding theSand
PlainsCommunity Development Fund. Staff at the Center suggested that there was no
funding available for his operations. The farmer voiced concern at the funding process
as “we are young farmers who are running an organic farm and cannot see the support
from the County/province that we so often hear on the news is available.” This case
speaks to several comments that requested a stronger support system for present
businesses.
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Further comments suggested a reassessment of the tax baseon a “more fair
schedule” and the promotion of an active local food program/group.
4 Next Steps
A number of key themes have emerged from the survey results. These themes are
presented below along with suggested next stepsfor the Countyof Elgin.In most
cases, the recommended next steps echo action items alreadyarticulated in the
following reports:
County of Elgin’s Economic Development Strategy and Action Plan 2011-2014
AgritourismDevelopment Strategy and Marketing Plan for Southwestern Ontario
Tourism Corporation
Elgin County’s Agricultural Profile (2009)
Improved permit and regulatory approval process
An‘improved permit and regulatory approval process’ was commonly cited by
businesses asa key to future growth. ‘Marketing programs’ and ‘municipal agricultural
support’ were also commonly noted. While the County does not have the ability or
authority to address all of these needs, it is in a position to influence thinking on these
issues, particularly at the local level. In the case of improved regulatory approval
processes, drawing attention to the impact of delays or other related issues is arole for
the County. As the County assumes more planning responsibilitieswith the approval of
its Official Plan, there isfurther opportunity to educate local municipalities on the need
to streamline official plan policies and local zoning regulations.
Next Steps:
Supportand provide guidance forlocalmunicipality’sto streamline the
development approvals process including: zoning/rezoning, building permit
application, severance building application etc.
Provide businesssupport to help navigatethe regulatory environment.This could
take the form of an onlineBusiness Development Guide to help navigate the local
and provincial permitting process.
Promote the opportunities associated with the recent Elgin County 2013 Official
Plan (draft) amendments.
Support for Succession Planning, Business Planning
Elgin’s Agri-food sector is dominated by producers,butmany of these operators do not
appear to be thinking long term about their businesses. One third of all respondents
indicated that they have no succession plan, business plan, or marketing plan in place.
65
Moreover, many operators have been actively farming in the area for more than 35
years. This suggests that succession planning may becomean issue for the long term
growth and sustainability of the sector. Only one quarter of those surveyed had been
doing so in Elgin for less than 10 years.
Next Steps:
Build on the actions associated with
“Develop understanding and pride in
from the County of Elgin Economic Development Strategy 2011-2014.
agriculture”
Work with the Elgin Business Resource Centre to develop targeted workshops and
reference materials tosupport succession and business planningfor the County’s
agricultural sector.
Value added processing
The increasing range of speciality crops that are being grown in Elgin suggests the
potential to diversify the County’s agriculturebase and further development value
added opportunities.Half of all the companies surveyed expressed interest in the
diversification of their business toinclude value added processing.
Next Steps:
Continuethe suggestions and actions outlined in the County of Elgin’s Economic
Development Strategy and Action Plan 2011-2014 and Elgin County’s Agricultural
Profile (2009).
Investigate options for a value-added food study that gives consideration to the
growth prospects for organic food, niche crops, vineyards, slow food industry, small
and medium scale food processing etc.
Support the development of value-added businesses by establishing a relationship
between the Elgin Federation of Agriculture, local farmers and the Niagara College
Brew Master program.
Local food distribution network
Elgin County’s agri-food sector could be strengthened by supporting a local food
distribution network.By leveraging the ‘Buy Local, Buy Fresh Elgin Campaign, this
network could increase the supply of fresh, seasonal produce across the County and
further educate area businesses, institutions and community organizations of the
opportunities associated with local food.
Next Steps:
Contact ErieInnovation and Commercialization to access research conducted on
local food distribution studies.
Publish advice and guidance on the best ways to tackle distribution issues. This
should include best practice research into existing projects throughout theCounty.
66
Enhanced Marketing
In several areas of the survey, respondents indicated a need for marketing supportfor
their operations. One third of respondents noted that they are without amarketing plan
while others noted that alack of marketing support was a barrier to improving their
business.
Next Steps:
Encourage local providers to leverage the County’s marketing efforts.
Continue to engage local providers and leverage the marketing efforts of the ‘Buy
Local, Buy Fresh’ Elgin Campaign, Savour Elgin,Southwest Ontario Tourism
Corporation, and the Ontario Culinary Tourism Alliance.
Online Toolkit for Agri-businesses
Another reoccurring theme in the survey responses highlighted the need for a more
centralized location forkeyinformation relating specifically to agri-food businesses.
This toolkit could address several of themes described in this section.This toolkit
should also leverage Ontario’s Southwest Agritourism Toolkit.
Next Steps:
Building on the efforts outlined earlier, develop an online toolkit with information
pertaining to the following areas:
Government grants, programs and other sources of funding for agri-businesses
Business Development Guide
Opportunities associated with the recent Official Plan amendments
Opportunities for new investment in the County’s agricultural sector such as
vineyards, breweries, organic farming etc.
Succession Planning, Business Planning workshop information
Advice and guidance on the best ways to tackle distribution issues. This should
include best practice research into existing projects throughout the Country.
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REPORT TO COUNTY COUNCIL
FROM: Alan Smith, General Manager Economic Development
DATE: March 5, 2013
SUBJECT: Funding Agreement: Elgin Business Resource Centre Satellite Offices
INTRODUCTION:
On January 8, 2013, County Council passed the following resolution:
“THAT the Aylmer Elgin Business Resource Centre (EBRC) pilot satellite office be
made permanent according to specific terms and the west-end satellite office be opened
at a net cost increase of $170,000 annually funded by an incremental 0.7% tax
increase.”
This report reviews the proposed funding agreement between Elgin County and the
Elgin Business Resource Centre that requires Council’s approval. The agreement
outlines specific terms over a three- year period for operating satellite offices in Aylmer
and in Dutton/Dunwich. The rationale of locating the west-end satellite office in Dutton is
also provided.
DISCUSSION:
Appendix 1 contains the proposed funding agreement between the County of Elgin and
the EBRC. The agreement commences on January 1, 2013, and ends on December 31,
2015, with the County paying the EBRC $210,000 each calendar year during that time
frame. Of that latter figure, $75,000 is attributed to the satellite office in the western
portion of the County. If for some reason that it is determined that the one- year pilot
project in the west should be discontinued, then funding would continue for the Aylmer
site of $135,000 per year. It should be stressed that the County has the right to
terminate the Agreement on 60 days’ advance written notice to the EBRC.
The proposed Agreement also provides specific details on termination, services
provided, expenses, branding, and reporting. With respect to the latter, a staff advisory
committee will be formed consisting of senior staff of the Elgin Country Economic
Development department and the EBRC, to monitor the progress of each office and
provide strategic guidance for both sites. The committee will meet monthly. The EBRC
will also be responsible for submitting quarterly reports of the operations and activities
of the satellite offices to the County’s General Manager of Economic Development.
As mentioned earlier in this report, the Municipality of Dutton/ Dunwich, specifically, the
municipal office situated at 199 Currie Rd, Dutton, has been selected to be the location
for the satellite office for the western portion of the County. EBRC staff visited five sites
in total: two locations in Dutton, the Municipality of Dutton/ Dunwich Office, and the
Dutton Medical Complex; two in West Lorne, the West Elgin Community Complex and
68
the West Elgin Arena; and one in Rodney, in the Municipality of West Elgin Office. It
was determined that the municipal office in Dutton met all of the following basic site
criteria:
Location provided to EBRC from the municipality at no cost
Situated in a higher visibility traffic area or town location
Office should be able to be locked and accessible after business hours
Main floor for ease of access would be ideal with special needs accessibility
Potential to install signage in a high visibility area on the exterior of the building
and on the interior at entrance, doors or windows
Phone and/or internet service already onsite
General building reception and access control
Use of meeting facilities (scheduled access works)
The selected site also has the advantage of being centrally located in the west. This
location will also appeal to those individuals in the Southwold area. A complete review
of all potential sites is provided in appendix 2.
It should be noted that municipal representatives of West Elgin and Dutton/ Dunwich are
in agreement with the selected location. However, both parties stressed that in order for
the satellite office in Dutton to be successful, promotion of the office must be conducted
throughout the Municipality of West Elgin. It should be noted that the County Economic
Development department will also be responsible for the promotion and marketing of
both satellite offices. This will be similar to the role the department had promoting the
original pilot project in Aylmer. Consequently, staff will ensure that marketing of the
Dutton office will also be conducted in West Elgin and portions of the Township of
Southwold.
CONCLUSIONS:
A proposed funding agreement between the County of Elgin and the Elgin Business
Resource Centre for the operating of an EBRC satellite office in Aylmer and one in
Dutton Dunwich has been drafted for Council’s approval. With the Agreement in place,
the successful work of the Aylmer location can continue, while the western portion of the
County will now have a business office to support local entrepreneurs and those current
businesses seeking resources to maintain operations and/or expand.
RECOMMENDATION:
THAT County Council directs the Chief Administrative Officer to sign the funding
agreement with the Elgin Business Resource Centre pertaining to an EBRC satellite
office in Aylmer and a satellite office in Dutton/ Dunwich.
69
All of which is Respectfully Submitted Approved for Submission
Alan Smith, General Manager Mark G. McDonald
Economic Development Chief Administrative Officer
70
THIS AGREEMENT made in quadruplicate this ___________ day of ___
BETWEEN
THE CORPORATION OF THE COUNTY OF ELGIN
(hereinafter Elgin)
of the First Part
and
ELGIN COMMUNITY FUTURES DEVELOPMENT CORPORATION,
carrying on business as Elgin Business Resources Centre (hereina
of the Second Part
Whereas EBRC provides guidance and assistance to businesses oper
limits of the County of Elgin, including but not limited to coun
maintenance and/or expansion of business operation;
And whereas EBRC seeks monetary funding from Elgin to defray the
services to those businesses operating within Elgin County;
And whereas, based upon the success achieved in a joint pilot pr
year 2012, Elgin is prepared to provide such funding to EBRC for
conditions acceptable to Elgin;
And whereas EBRC is prepared to accept such funding for that ter
acceptable to Elgin.
Now, therefore, in consideration of the mutual covenants and com
Agreement, the sufficiency of which is hereby acknowledged, Elgi
1.0 Term
1.1 Subject to early termination of this Agreement in accordance
7.0 below, the term of this funding Agreement shall be for three
commencing April 1, 2013 and ending March 31, 2016.
2.0 Funding
2.1 Subject to early termination of this Agreement and/or closur
both of the satellite offices contemplated hereunder, Elgin shal
maximum total sum of two hundred ten thousand dollars ($210,000.
calendar year to defray the costs of providing services describe
East Elgin area and the West Elgin area.
2.2 Elgin agrees that, subject to early termination of this Agre
reduction in funding as a consequence of closure of either or bo
offices contemplated hereunder, the funding referred to in secti
71
be paid to EBRC by April 30th of each calendar year during the t
Agreement, commencing April 30, 2013.
2.3 For purposes of this agreement and in respect of the said to
funding of $210,000.00, the sum of $135,000.00 shall be attribut
services for the satellite office operating in the East Elgin ar
$75,000.00 shall be attributed to the operation of the satellite
West Elgin area.
2.4 The parties hereto agree that, during the effective term of
EBRC shall use the funding referred to above by March 31 of the
year, save and except for the third year of the term hereof, in
funding shall be utilized and/or committed by EBRC on or before
2015.
2.5 In the event that either:
2.5.1 the satellite office in the West Elgin area is closed prio
end of the term of the pilot project operating during the calend
2013, then the funding to be paid by Elgin to EBRC for each of t
following two (2) years of the term of this Agreement shall be r
the full sum of $75,000.00; and/or,
2.5.2 either or both of the satellite offices are closed by EBRC
any calendar year in the term of this Agreement, then the propor
share of the funding for such calendar year during which the clo
such office or offices occurred shall be repaid by EBRC to Elgin
days of the effective date of such satellite office closure and,
no further funding shall be paid by Elgin to EBRC for the balanc
term of this Agreement as attributable to the operations of such
satellite office.
3.0 Services
3.1 Through operation of satellite offices in the East Elgin and
areas, in the latter case solely as a pilot project during calen
shall provide the following services with a view to promoting en
start-up, and business expansion and retention within the County
i) counselling for businesses planning and start-up phase (self-
employment);
ii) counselling for businesses in retention and expansion phase;
iii) information on existing government programs for business (g
training, etc.);
iv) assistance with the development of applications for access t
government programs and funds;
v) financial assistance in the form of loans;
vi) partnership and leveraging opportunities in business;
vii) advice through an accountant/lawyer referral service;
viii) access to mentorship and an entrepreneur specific resour
ix) workshops and seminars;
x) networking and professional development opportunities;
72
xi) guidance on licenses, permits, registration, regulations and
requirements; and,
xii) business incubation as available space within satellite off
premises permits.
3.2 In the East and West Elgin areas, EBRC shall seek and secure
office space, in an appropriate location, at no base cost.
3.3 EBRC acknowledges and agrees that services as set forth abov
provided in a timely, professional, and courteous manner by qual
acting under the direction of management of the EBRC facility in
Ontario.
4.0 Expenses
4.1 Without limiting the nature or amount of same, the parties h
acknowledge and agree that anticipated expenses include, but are
limited to, wages (counsellor/administrative support), benefits
contributions (counsellor/administrative support), telephone, te
and development, and office expenses.
5.0 Branding
5.1 EBRC agrees that, during the effective term hereof and at al
times, opportunities, and manner, including but not limited to b
and program advertising, it will utilize the Elgin County brandi
not limited to insignia and slogans, in recognition of the finan
payments by Elgin as contemplated by this agreement.
6.0 Consultation/Reporting
6.1 The parties hereto agree that, during the effective term her
establish a Staff Advisory Committee formed by appropriate repre
both EBRC and Elgin to provide strategic guidance for the satell
contemplated by this Agreement, including but not limited to rev
performance of such operations in relation to indicators of cons
expansion and retention in the East Elgin and West Elgin areas.
6.2 The Staff Advisory Committee shall meet on a monthly basis.
6.3 EBRC, on a quarterly basis and through its general manager,
to Elgin, through its general manager of economic development, a
of the operations and activities of the satellite offices contem
Agreement, including indicators of business expansion and retent
appropriate explanations thereof).
6.4 EBRC, on an annual basis and through its general manager, sh
to Elgin, through its general manager of economic development, a
end reports of the operations and activities of the satellite of
this Agreement, including as to expenditures and indicators of b
and retention (with appropriate explanations thereof); provided
reports shall be delivered to Elgin on or before May 31 of each
previous operating years, commencing May 31, 2014 and ending May
6.5 At all times and on an ongoing basis, EBRC shall assess, aga
objective standard, the performance of each satellite office as
hereunder in relation to business expansion and retention indica
73
event that EBRC shall at any time determine that either or both
failing to achieve reasonable results, EBRC shall immediately so
through the general manager of economic development, and, in con
the said general manager of economic development, consider the m
continuation and/or cessation of operations of such office or of
necessary, closure of such office or offices.
7.0 Closure of Satellite Offices/Early Termination of Funding
7.1 In the event that EBRC determines and reports to Elgin that
of the satellite offices contemplated hereunder are failing to a
results in relation to business expansion and retention and shou
in the event that Elgin, on its own accord, determines that eith
offices are not achieving reasonable results in relation to busi
retention, Elgin shall have the right to terminate this Agreemen
contemplated hereunder on 60 days advance written notice to EBR
7.2 In addition to its right to terminate this Agreement and the
contemplated hereunder in accordance with section 7.1 above, Elg
times and for all and any other reason or reasons have the right
Agreement and the funding contemplated hereunder on 60 days adv
notice to EBRC.
7.3 In the event that it determines that either or both satellit
contemplated hereunder are failing to achieve reasonable results
business expansion and retention and should be closed, EBRC shal
and shall close either or both such satellite offices and shall
advance written notice of such closure to Elgin.
7.4 In the event that notice is given pursuant to either section
above, this Agreement shall be terminated and be at an end upon
date of such notice (being at the end of the 60 day written noti
unused funding as at such effective date of termination shall be
accordance with subsection 2.5 above.
8.0 Miscellaneous Terms
8.1 Notices
If any notice is required to be given by either party with respe
Agreement, such notice shall be in writing and delivered to:
a)To Corporation of the County of Elgin Chief Administrative Off
rd
450 Sunset Drive, 3 Floor
St. Thomas, ON N5R 5V1
b)To EBRC Elgin Business Resources Centre
300 South Edgeware Road
St. Thomas, ON N5P 4L1
Attention: General Manager
8.2 Severability
If any provision of this Agreement shall be found or declared by
competent jurisdiction to be invalid, unenforceable or , then
ultra vires
such provision shall be deemed to be severed and the remainder o
Agreement, with necessary changes, shall remain in full force an
74
75
DATED this day of , 2013.
B E T W E E N :
THE CORPORATION OF THE
COUNTY OF ELGIN
- and -
ELGIN COMMUNITY FUTURES DEVELOPMENT CORPORATION,
carrying on business as Elgin Business Resources Centre
_________________________________________
A G R E E M E N T
______________________________________
McKenzie Lake Lawyers LLP
1800-140 Fullarton Street
London, Ontario
N6A 5P2
SHG:bd
76
Appendix2
ReportonSiteVisitsforPotentialEBRCSatelliteOfficeinWesternElginCounty
DateofSiteVisits:January30,2013
Objective:ToviewandevaluatepotentiallocationsforanElginBusinessResourceCentre(EBRC)
satelliteofficetobetterserveandcontributetothebusinessandeconomicdevelopmentneedsof
WesternElginCounty.
BaseNeedsCriteria:Whileofficespacerequirementsaremodest,therearesomebasecri
teriaand/or
siteneedsthatshouldbemet,regardlessofspecificlocation,asfollows:
LocationprovidedtoEBRCfromthemunicipalityatnocost
Situatedinahighervisibilitytrafficareaortownlocation
Officeshouldbeabletobelockedandaccessibleafterbusinesshours
Mainfloorforeaseofaccesswouldbeidealwithspecialneedsaccessibility
Potentialtoinstallsignageinahighvisibilityareaontheexteriorofthebuilding,andonthe
interioratentrance,doorsorwindows
Phoneand/orinternetservicealreadyonsite
Generalbuildingreceptionanda
ccesscontrol
Useofmeetingfacilities(scheduledaccessworks)
PotentialSiteLocations:
Inall,5siteswerescouted:TwolocationsinDutton,theMunicipalityofDuttonDunwichOffice,andthe
DuttonMedicalComplex;twoinWestLorne,theWestElginCommunityComplexandtheWestElgin
Arena;andoneinRodney,intheMunicipalityofWestElginOffice.Notallsiteswereabletomeetallof
thebaseneeds.Thethreesiteslistedbelowarepresentedinorderofbestoptionswithfurther
explanationasfollows:
77
A.MunicipalityofDuttonDunwich,199CurrieRd,Dutton,ON
Thissitemetallofthebaseneeds.Thisofficedoorwouldrequirealocktobeinstalled.This
officewasavailablewithfurnitureandphone/internetonsite.Receptionserviceswerejust
insidethefrontdoorInaddition,thebuildingisakn
ownservicehubwithServiceOntarioonsite,
alongwithanaccessiblelargemediaspaceonthesecondfloorwherelocalevents,plays,and
concertsareheld.Locatedatawxintersectiononthemainstreet,intheheartoftown,signage
waspossibleontheexteriorofthebuilding(toth
erightabovethefrontdoorwhichis
consistentwiththebrandingatoureasternElginoffice).Therewasalsoanareaforinterior
signageandabrochurerackinthefrontlobbyjustoutsidetheglassdoorentrancetothe
Municipaloffice.Overallthissitewasanexcellentpossibility.
B.MunicipalityofWestElgin,22413HoskinsLine,Rodney,ON
Thissitemetmostofthebaseneedscriteria.Thisofficeislocatedinamoreremotepartofthe
regionattheMunicipalofficeadjacenttotheWestElginFireDepartment(sharedbuilding)in
thenorthendofRodney.ThisofficeiscurrentlyavailableeverydayexceptTuesdayafternoon.
However,possiblesharedusewouldnotinterferewithourneeds.Forbestvisibility,exterior
signagewouldbepermittedandmostlikelyinstalledonthefrontlawn.Interiorsignagecouldbe
placedatentrance,doorsandwindows.ReceptionServiceswerelocatedinsidethefrontdoor.
78
C.WestElginCommunityComplex,160MainSt.(PioneerLine),WestLorne,ON
Thissitemetanumber,butnotall,ofthebaseneeds.Theofficeiswelllocatedatthemain
intersectioninWestLorne,atGrahamRdandPioneerLine.Thelocationiswithinthecentral
regionoftheprospectiveterritory,inaknownservicehubwiththeWestLorneLibraryadjacent
totheCommunityComplex.EmploymentServicesElginisalsointhesamelocationonthemain
floor.Thepotentialofficespacewaslocated,however,inthebasementorlowerlevel,with
lessvisibility,albeittherewasanelevatorforspecialneedsa
ccess.Thefacilitydidhavesome
currentwater/floodingissuescreatingamustyenvironment.Theofficedoorwouldrequirea
locktobeinstalled.Signagepossibilitiesontheexteriorofthebuildingwerelimited.Itwas
suggestedthatanareaofstonelandscapingonthewestsidecouldbeusedtosituateasign
duringarelandscapingprojectplannedforJuly2013.However,immediatesignagewouldbe
necessarytolaunchthispilotprojectsuccessfully.Interiorsignagemaybepossible,insidethe
frontdoor.Thisfacilitydidhaveanexcellentmeetingroom,andmetallotherneedsforbasi
c
services/necessitiesonsite.
Reportpreparedby:
MarkMasseo,BusinessCounsellor,EBRCWesternElginCounty
JohnReganEc.D(F)GeneralManager
MarilynCreweCEDofficer
RondaStewartSBECManager
MarkMasseo,BusinessCounsellor,EBRCWesternElginCounty
79
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers
Purchasing Coordinator
DATE: February 20, 2013
SUBJECT: Quarterly Information Report - Contract Awards
(October 1, 2012 to December 31, 2012) and Direct Negotiation
and Expenditures (January 1, 2012 to December 31, 2012)
INTRODUCTION:
As per the County of Elgin's Procurement Policy 10.1; “ an information report
containing the details relevant to the exercise of delegated authority for all
contracts awarded that exceed $10,000 including amendments and renewals is
to be prepared and reported to Council on a quarterly basis”.
In addition, the County of Elgin’s Procurement Policy 3.14 states;
“Any expenditure exceeding $50,000 for a one time purchase or over an annual
basis must be reported to Council”.
DISCUSSION/CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to award contracts as follows;
Value Report Status
Greater than $10,000 No report to Council required if within 10% of the
but less than $50,000 approved budget allocation
Greater than $50,000 No report to Council required if within approved budget
but less than
$100,000
However, Council also approved that a quarterly information report would be
brought forward containing details of the award of contracts including
amendments and renewals. The detailed report of the award of contracts is
attached as Appendix A.
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to purchase goods and services using the Direct Negotiation method.
The Policy states as long as an attempt to purchase the required goods and
services has been made in good faith, the goods or services can be purchased
using the Direct Negotiation method. Purchases made using the Direct
Negotiation method will be reported to Council on an annual basis. In addition,
80
any expenditure exceeding $50,000 for a one-time purchase or over an annual
basis must be reported to Council. The details of the Direct Negotiation, one time
purchases and purchases exceeding $50,000 over an annual basis is detailed in
Appendix B.
RECOMMENDATION:
THAT the Quarterly Information Report - Contract Awards, (October 1, 2012 to
December 31, 2012) and Direct Negotiation and Expenditures Report dated
January 1, 2012 to December 31, 2012 be received and filed.
All of which is Respectfully Submitted; Approved for Submission by;
Sonia Beavers Mark G. McDonald
Purchasing Coordinator Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
81
APPENDIX A
Purchases/Projects greater than $10,000
October 1, 2012 to December 31, 2012
Department Budget Project Award Bid Price
Allocation(taxes extra)
I.T. Capital Hardware CDW Canada $33,066.84
I.T.Capital Upgrades to Software Kronos $46,997.27
and yearly Equipment
and Software Support
Services
Engineering Capital Carpet ReplacementBernardo Group $20,850.00
County Building
Engineering Capital Floor Replacement – Stonhard $17,500.00
Tub Rooms Terrace
Lodge
I.T.Operational Laserfiche Rio – MC Imaging $14,184.00
Software Assurance
Program
Engineering Capital Heat Pumps Carrier Enterprise $10,800.00
Bobier Villa Capital Steamer Hendrix Restaurant $ 9,597.52
Equipment
82
APPENDIX B
Direct Negotiation, one time purchases and purchases exceeding $50,000 over an
annual basis.
January 1, 2012 to December 31, 2012
Department Budget Purchase Award Bid Price LastContract
Allocation(includesTenderedRenewal
taxes)DateDate
rdrd
HumanOperational Benefit Carrier Manulife $1,095,807 3 Party 3 Party
ResourcesFinancialTenderTender
(Mosey & (Mosey &
Mosey) Mosey)
Homes Operational Raw Food Sysco $ 812,845 Complete Ongoing
Purchasing
Engineering Capital Consulting Spriet$ 332,927 Governed Governed
FeesAssociates underunder
ConsultingConsulting
ServicesServices
Homes Operational Linen Service Brite Linen $ 318,847 2012 2014
CommunityCapital Books Library Bound $ 181,789 Southern Southern
and Cultural OntarioOntario
ServicesLibrariesLibraries
ConsortiumConsortium
AllOperational Legal Services Hennessey, $ 162,374 2011 2014
Departments Gibson and
Hogan
Homes Operational Maintenance Arjohuntleigh $ 147,984 Sole Source Sole
and Service CanadaSource
Agreements
Engineering Operational HVAC Climate$ 125,452 2010 2012
MaintenanceControl
and Repair
Homes Operational Incontinent MedPro$ 117,310 2011 2014
ProductsDirect
AllOperational Phone/Cable Eastlink $ 102,037 Sole Source Sole
Departments ServiceSource
I.T. Operational Software &CDW Canada $ 101,430 Prov. Of Prov. Of
Hardware OntarioOntario
Homes Operational Nursing Medical Mart $ 94,717 Complete Complete
SuppliesPurchasing Purchasing
EconomicOperationalVariousYfactor $ 90,245 Single Single
Development and Capital ProjectsSourceSource
and Tourism
Engineering Operational Cleaning J&A Cleaning $ 86,228 2011 2016
Contract for Services
Administration
Building
83
APPENDIX B
Direct Negotiation, one time purchases and purchases exceeding $50,000 over an
annual basis.
January 1, 2012 to December 31, 2011
Department Budget Purchase Award Bid Price LastContract
Allocation(includesTenderedRenewal
taxes)DateDate
Engineering Operational Various RMB$ 82,788 On-going On-going
ProjectsCommunications
Homes Operational Dietitian Barker Blagrave $ 80,084 2012 2013
Services
AllOperational Various Swish$ 76,825 EMOP EMOP
Departments Dietary,MaintenanceTenderTender
Housekeeping
and Building
supplies
Engineering Operational Sewage Ontario Clean $ 66,080 2011 2013
TreatmentWater Agency
Plant
Engineering Operational Consulting Golder$ 59,377 Governed Governed
FeesAssociates underunder
ConsultingConsulting
ServicesServices
Engineering Operational Electrician Whalls Electric $ 55,042 2010 2013
Services
I.T. Operational Software and Kronos $ 53,107 Sole Source Sole
and Capital HardwareSource
upgrades
84
REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes & Seniors Services
DATE: March 4, 2013
SUBJECT: Behavioural Supports Ontario (BSO) Long-Term Care Home Staffing
Resources - Additional Funding Announcement for Personal Support Worker
INTRODUCTION:
The South West Local Health Integration Network (SWLHIN) has announced additional
base funding in 2013/2014 to provide additional Personal Support Worker (PSW)
positions in addition to the previous announcement of 2012/2013 funding. This
additional funding is specific to 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 SWLHIN has allocated additional funding for 2013/2014 to add additional PSW
positions to further support residents with responsive behaviours. Funding is being
provided to the annual base funding for each home and one-time funding to be spent by
March 31, 2013. Funds must be used to create specialized behavioural support
positions and may only be used for the salary and benefits of personal support workers
and cannot be used to support other operating or education costs. The funding
allocation per home is as follows:
PSW2013 One-time
Base Funding Funding
Bobier Villa $2,516$2,516
Elgin Manor $3,402$3,402
Terrace Lodge $3,873$3,873
CONCLUSION:
The SWLHIN, as part of the BSO Initiative, has announced additional funding for PSW
staff is being added to the base funding for 2013/2014. Unspent one-time funding will
be recovered by the LHIN.
85
RECOMMENDATIONS:
THAT the CAO be directed to sign the Behavioural Supports Ontario (BSO) additional
funding agreement for 2013/2014; and,
THAT the report titled “Behavioural Supports Ontario (BSO) Long-Term Care Home
Staffing Resources - Additional Funding Announcement for Personal Support Worker”
dated March 4, 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
86
REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: February 19, 2013
SUBJECT: Housekeeping/Laundry Policy – 2.23.1 & 2.23.2 Revisions and Addition
INTRODUCTION:
The Ministry of Health and Long Term Care regulations state that: “all residents’
personal items and clothing be labelled within 48 hours of admission and of acquiring.”
These regulations also state that “there is a process to report and locate resident’s lost
clothing and personal items.” Based on these regulations the current policy 2.23 has
been revised and policy 2.23.2 has been added.
DISCUSSION/CONCLUSION:
In order to meet the Ministry of Health and Long Term Care regulations for Laundry
service, the current policy has been revised. As part of the Continuous Quality
Improvement practices, these forms and policies will simplify the admission process and
ensure resident’s personal items are labeled and accounted for. This process
addresses the process for new admissions, additions to existing resident belonging
inventory and for missing personal laundry items.
This process will assist the home staff in more efficient tracking of missing clothing and
provide an improved service to residents and family while ensuring compliance with the
Long Term Care Act, 2007.
RECOMMENDATIONS:
THAT Council approve the revisions to the Housekeeping/Laundry Policy 2.23.1; and,
THAT Council approve the new policy Housekeeping/Laundry Policy 2.23.2 - Personal
Clothing Item: Missing; and,
THAT the reports titled Housekeeping/Laundry Policy – 2.23.1 & 2.23.2 Revisions and
Addition” dated February 19, 2013 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Rhonda L. Duffy Mark G. McDonald
Director of Homes and Seniors Services Chief Administrative Officer
87
DRAFT
HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.23
DEPARTMENT Housekeeping/Laundry SUBJECT: Personal Belonging Inventory
:
APPROVAL DATE: March 2013 REVISION DATE:___________
Page 1 of 1
PURPOSE:
To ensure residents’ personal items, personal aides (i.e. hearing aides; glasses) and clothing are
labelled in a dignified manner upon admission and on an on-going basis.
PROCEDURE:
1.A Personal Belonging Inventory form is to be included in all Admission Packages and
reviewed with resident/personal representative at the time of admission.
2.Personal belongings; aides and clothing are to be recorded by the resident/personal
representative where possible.
3.The resident or personal representative shall sign the Personal Belonging Inventory form
once completed.
4.The Personal Belonging Inventory form is to be included with the residents’ clothing to
be labelled and delivered to laundry. The Personal Belonging Inventory form shall be
retained on file in the laundry department. Upon discharge, the form shall be forwarded
to administration staff and kept on file in the residents’ record.
5.Nursing staff are to ensure appropriate labelling of personal aides/belongings other than
clothing.
6.A photograph of any jewellery shall be provided to the administrative staff for
identification purposes.
7.New items ( i.e. clothing/purse/chair/picture) are documented in progress note section of
Point Click Care by registered staff under “Laundry Request Progress Note”.
8. Laundry staff will update the Personal Belonging Inventory form as new items are being
received for labelled.
88
DRAFT
HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER: 2.23.2
DEPARTMENTHousekeeping/Laundry SUBJECT: Personal Clothing Item: Missing
:
APPROVAL DATE: __March 2013_________ REVISION DATE:___________
Page 1 of 1
PURPOSE:
To ensure residents’ personal clothing is in the proper location a follow-up
procedure will be implemented on all reports of missing clothing.
PROCEDURE:
1.Staff/family member/resident will complete a “Personal Clothing Item: Missing” form
promptly when an item of clothing is reported as missing. A detailed description will be
documented when possible.
2.The form will be forwarded to the MSS who will contact the contract linen company with
the details of the missing item.
3.The form will then be given to laundry staff and placed on a clip board.
4.Staff will look for lost item when processing laundry as well as when delivering laundry
to residents’ rooms.
5.When item is found, it is immediately returned to residents and the form is “crossed off”
as found. Forms are to be files by MSS.
89
ELGINCOUNTYHOMES&SENIORSERVICES
INVENTORYOFRESIDENT'SPERSONALEFFECTS
Resident'sName:________________________________
____________________________________________________
Today's Date
Signature of Resident/Personal Respresentative
The Homes' staff will ensure clothing items are properly labelled. Please provide a list of all
items upon admission and each time new items are brought in to the Home. Please note that
Residents are encouraged not to bring valuables. The Home is not responsible for lost or
damaged items.
ClothingFurnishings/otherbelongings
QuantityQuantity
AFGHANBIBLE
BLOUSECANE
BOOTSCHAIR
BRACHANGEPURSE
COATCHESTOFDRAWERS
COMFORTERSCLOCK
DRESSDENTURES:U()L()
GIRDLEDUSTERS
GLOVESEYEGLASSES
HANDKERCHEIFHEARINGAIDE
HATJEWELRYBOX
HOSERY/PANTYHOSELAMP:FLOOR()TABLE()
HOUSECOATLAUNDRYCONTAINER
JACKETMAGNIFYINGGLASS
NIGHTGLOWNSPURSE
PANTIESRADIO
PAJAMASRAZOR
SCARVESREMOTECONTROL
SHAWLTV
SHOESTVSTAND
SKIRTSWALKER
SLACKSWALLHANGINGS/PICTURES
SLIPPERSWALLET
SLIPSWHEELCHAIR
Jewelery
SWEATPANTS
SWEATSHIRT/TOPS/;·z-
SWEATSUITRings
SWEATERSBracelet/Necklace
UNDERSHIRTSEarRings
Watch
ValuableJewelery**Picturesattached**
Rings
Bracelet/Necklace
EarRings
Watch
90
91
REPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
DATE: February 6, 2013
SUBJECT: Employee Benefits Renewal 2013
INTRODUCTION:
The annual renewal report for the County of Elgin and member municipalities from
Mosey and Mosey, Benefits Consultants was received on February 4, 2013. The report
summarizes their analysis of the group benefits renewal action required by Manulife
Financial, effective March 1, 2013.
As part of the 2013 benefits renewal, Human Resources staff worked with Mosey and
Mosey to ensure that benefit coverage and associated underwriting costs continue to
remain competitive.
County staff is satisfied with the renewal as negotiated on our behalf by Mosey and
Mosey with Manulife Financial and recommends renewal of this year’s employee
benefits program with them.
DISCUSSION:
Mosey & Mosey has a large block of business with Manulife Financial and a good
business relationship with the insurer. As a result of this partnership, they are able to
negotiate better overall renewal costs for the County of Elgin and participating
municipalities.
For rating purposes, the County of Elgin and member municipalities consortium plan
have been regarded as one large group in order to attain the best rates, allowing
participating lower-tier members the benefit of increased purchasing power that is
available through pooled insurance. Membership currently includes Central Elgin,
Bayham, Malahide, Dutton/Dunwich, Aylmer and Southwold.
In 2012, as part of the County’s Request for Proposal and subsequent renewal with
Manulife Financial, Mosey and Mosey was able to negotiate a two-year rate guarantee
on Group Life and Long Term Disability benefit premiums until March 2014. Therefore,
there will be no change to these rates for this renewal.
The Extended Health Care and Dental Care benefits are underwritten on a fully
experience-rated basis. Rates are established based on the financial results generated
by the paid premium and paid claims experience for the County of Elgin and member
municipalities consortium plan.
92
For Council’s information, the table below summarizes the 5-year history of Manulife
Financial renewal rate action, by benefit line:
20092010201120122013
BenefitRenewalRenewalRenewalRenewal
Renewal
Life 12.6% (5.0)% 18.8% (25.0)% No Change
AD&D No Change No Change No Change No Change No Change
LTD No Change (5.0)% (20.0)% No Change No Change
EHC 3.8% 0.0 12.9 % (2.2)% 9.0%
Dental 3.0% 2.0%(2.4)%7.1%(4.1)%
+ODA Fee +ODA Fee +ODA Fee +ODA Fee +ODA Fee
GuideGuideGuideGuideGuide
IncreaseIncreaseIncreaseIncreaseIncrease
Overall 3.5% (0.9)% 4.0% (1.9)% 4.0%
The negotiated renewal costs with Manulife Financial will result in an upward
adjustment in overall premiums – an increase of 4.0% for the County of Elgin’s plan
representing an additional annual cost over current rates of $43,776. Considering
Manulife Financial’s proposed renewal increase of 6.6% or $72,108 annually, the
County of Elgin has realized an overall annual cost avoidance of $28,332 with the help
of the County’s benefits consultants, Mosey and Mosey.
CONCLUSION:
Human Resources staff is satisfied with the prosed renewal and recommends
acceptance of the renewal rate adjustments with Manulife Financial effective March 1,
2013. A copy of the benefit consultant’s report, in its entirety, is available in the County
Human Resources Office on the third floor, for review.
RECOMMENDATION:
THAT County Council approve the negotiated renewal rate adjustments with Manulife
Financial for the County of Elgin, effective March 1, 2013.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Mark McDonald
Director of Human Resources Chief Administrative Officer
93
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: February 14, 2013
SUBJECT: Silvercreek Solar Farm Agreement
INTRODUCTION
Silvercreek Nominee Inc. is proposing to construct a solar power collection facility
on Vienna Line in the Township of Malahide. In order to transmit their collected
power to the hydro grid they have requested use of County roads to install a
buried hydro transmission line.
This report recommends entering into an agreement with Silvercreek Nominee
Inc. to use portions of Imperial Road and Glencolin Line to install hydro
transmission infrastructure.
DISCUSSION / CONCLUSION
Silvercreek Nominee Inc. is constructing a solar farm on Vienna Line in Malahide
Township. Their collected hydro energy must be transmitted to the hydro
electricity sub-station on Imperial Road north of the Town of Aylmer.
Silvercreek Nominee Inc. has requested use of portions of Imperial Road and
Glencolin Line to install a buried hydro transmission line. The proposed
transmission line’s route also utilizes local roads to avoid the Town of Aylmer and
permission to use local roads must be sought from the local road authority.
The County Solicitor has prepared a licence agreement satisfactory to staff and
the proponent to utilize road property similarly to a private utility. Highlights of the
agreement include: a 20-year term, a $10,000 initial fee, a $5,000 annual fee and
a requirement to maintain a minimum of $10 million liability insurance. The
County also approves the location of the infrastructure prior to installation. The
complete agreement is attached for Council’s information. The agreement has
also been shared with Township of Malahide staff should they wish to utilize it or
portions thereof.
94
RECOMMENDATION
THAT the Warden and CAO be authorized and directed to enter into an
agreement with Silvercreek Nominee Inc. to install transmission infrastructure on
portions of Imperial Road and Glencolin Line.
All of which is Respectfully Submitted, Approved for Submission,
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
Clayton Watters
Director of Engineering Services
95
This License Agreement made this_____ day of________________, 20
Commencement
Ò).
Date
BETWEEN:
THE CORPORATION OF THE COUNTY OF ELGIN
(Hereinafter referred to as the ÑÒ)
County
OF THE FIRST PART
AND:
, a corporationhaving its principal
SILVERCREEK NOMINEE INC.
place of business at 49588 Vienna Line, Aylmer, Ontario.
(Hereinafter referred to as the ÑÒ)
Licensee
OF THE SECOND PART
the County is the owner of or otherwise exercises jurisdiction over certain
WHEREAS
public rights-of-way, highways, streets, ditches, and associated grassy areas and the
allowances therefor more particularly identified in Schedule A hereto (collectively referred
to as the Ñ Ò);
RoadAllowances
the Licensee has applied to the County for certain rights, privilege
AND WHEREAS
benefits and licenses (hereinafter referred to collectively as the ÑÒ) in the Road
License
Allowances in order to install, construct, maintain, and operate certain infrastructure for the
transmission and distribution of electricity, including but not limited to, overhead and/or
underground distribution lines and poles and related connections, attachments, apparatus,
equipment and facilities which the Licensee may deem necessary in connection therewith
(the Ñ Ò) within such Road Allowances in relation to its
TransmissionInfrastructure
development of a solar farm located at 49588 Vienna Line, Aylmer
SilvercreekSolar
Ò) pursuant to a Feed-in Tariff Contract with the Ontario Power Authority (the Ñ
FarmFIT
Ò);
Contract
the County has agreed to grant such License to the Licensee to install,
AND WHEREAS
construct, maintain, and operate such Transmission Infrastructure over, along, across or
under the Road Allowances, subject to the terms and conditions s
, in consideration of payment of the sum of ONE DOLLAR ($1.00) b
NOW THEREFORE
the Licensee to the County and the other good and valuable consi
below, the sufficiency of which consideration is hereby acknowledged, the parties hereto
agree as follows:
1.The County grants to the Licensee for a period commencing on the
expiring on the date that is twenty (20) years from the date tha
operation is achieved under the FIT Contract (the ÑÒ), the License to enter upon
Term
the Road Allowances with such persons, vehicles, equipment and machinery
96
necessary to place, replace, construct, re-construct, maintain, inspect, remove,
enlarge, operate and repair the Transmission Infrastructure over, along, across, or
under such Road Allowances. The Licensee shall provide the Count
the date that commercial operation is achieved under the FIT Contract within thirty
(30) days of receipt of confirmation of commercial operation from the Ontario Power
Authority.
If the Licensee is not in default under this Agreement, the Licensee shall have the
option to renew this Agreement and the License contemplated here
further period of ten (10) years. The extension shall be upon the same terms and
conditions of this Agreement except that there shall be no further right of extension.
The Licensee shall give prior written notice to the County of its intent to renew this
Agreement at least six (6) months prior to the end of the Term.
2.The Licensee hereby acknowledges that the License shall not be e
further acknowledges that the County may have granted or may oth
other rights, privileges, benefits, licenses, or other interests to another person, party,
agency, persons, parties, or agencies, at any time prior to or during the Term of this
Agreement or any renewal thereof, provided that the County shall use reasonable
commercial efforts to co-operate with and assist the Licensee in
further grants and how they may impact the LicenseeÔs License, W
Transmission Infrastructure.. The Licensee further acknowledges
Agreement shall prohibit or restrict the County from entering upon any of the Road
Allowances and conducting work thereon for its own municipal purposes, in respect
of which the County shall not be required to provide notice to or seek approval from
the Licensee provided that such work does not adversely affect t
License, Work or the Transmission Infrastructure.
3.In consideration for the granting of the License set forth herein, the Licensee shall
pay to the County,
3.1An initial payment of TEN THOUSAND DOLLARS ($10,000.00) on or be
the date of execution of this Agreement; and
3.2An annual fee to be paid to the County on each anniversary of th
Commencement Date for each year of the Term or any renewal there
commencing on such first anniversary of the Commencement Date, i
amount of FIVE THOUSAND DOLLARS ($5,000.00), such annual fee to be
increased every five (5) years thereafter for the next five (5) year period, by
the percentage increase in the CPI for the immediately preceding five (5) year
period, provided that the cumulative increase in CPI for any such five (5)
year period shall not exceed ten percent (10%).
4.The Licensee agrees that, in placing, replacing, constructing, reconstructing,
maintaining, inspecting, removing, enlarging, operating, and/or repairing the
Transmission Infrastructure or in otherwise undertaking any othe
and/or in conjunction with the License (the ÑÒ), it shall use all due care and
Work
diligence to ensure no unnecessary or unavoidable interference with the traveled
97
5.The Licensee agrees that, prior to the commencement of any Work, it shall file
technical and engineering plans detailing such Work and the specifications thereof
with the County and thereafter agrees to undertake any and all such Work to which
the County has consented, acting reasonably, in accordance with such plans and
specifications. Notwithstanding the generality of the foregoing, the Licensee agrees
that it shall comply with any and all directions and orders give
respect of Work, regardless of whether such direction and orders
during, or after the commencement or completion of such Work, provided that the
County acts reasonably in respect of such directions and orders.
6.The Licensee further agrees that, within thirty (30) days of completion of any Work,
it shall deposit with the County as constructed plans detailing the location and
specifications of any Transmission Infrastructure overhead and/or underground
distribution lines and poles and related equipment and facilitie
or installed over, along, across or under the Road Allowances.
7.The Licensee agrees that, within fifteen (15) days of the date of execution of this
Agreement, it shall arrange for and maintain liability insurance satisfactory to the
County, acting reasonably, insuring, for the joint benefits of t
lender(s) to the Licensee and the County as named insured, as ag
liabilities, losses, costs, damages or other expenses of every kind (collectively, the
ÑÒ) that the Licensee, such lender(s) and the County may incur or
Claims
consequence of personal injury, including death, and property damages arising out
of or in any way incurred or suffered in connection with the placing, maintenance,
operation or repair of the Transmission Infrastructure, as contemplated by this
Agreement, which insurance, at a minimum, shall provide coverage with limits of
liability not less than TEN MILLION DOLLARS ($10,000,000.00) per
commencement of the term hereof, and the Licensee shall satisfy
time to time, that the premiums of such insurance have been paid and that such
insurance is in full force and effect; and the Licensee further agrees that, within
seven (7) days of the effective date thereof, it shall deliver to the County evidence of
any changes to such policy of insurance as initiated by the invo
8.Notwithstanding and without limiting any other term hereof, the
and undertakes that it will place, replace, construct, reconstruct, maintain, inspect,
remove, enlarge, operate, and repair the Transmission Infrastructure located on any
of the Road Allowances in accordance with and in compliance with
engineering practices and, more specifically, all federal, provincial, and municipal
laws and by-laws and in substantial compliance with the directions and permissions
as issued by the County.
98
9.Notwithstanding and without limiting the generality of any term
Licensee further agrees, that, where practicable, any of the Tra
Infrastructure placed, replaced, constructed, reconstructed, maintained, removed,
enlarged or otherwise installed pursuant to the License will not be located under the
existing or contemplated traveled portion of any of the Road Allowances but shall be
located adjacent to such existing or contemplated traveled portion of such Road
Allowances and as approved by the County. In this same regard, t
further acknowledges and agrees that it shall seek the approval
the permitted location of any Transmission Infrastructure through inclusion of such
proposed location on those technical and engineering plans and s
submitted pursuant to Section 5 hereof. The Licensee further acknowledges and
agrees that the County shall specify and approve the actual location of the
Transmission Infrastructure within the Road Allowance, which approval shall be
final and binding on the Licensee without appeal, recourse or remedy by the
Licensee in respect thereof.
10.The Licensee agrees that any access to the Road Allowances and a
undertaken pursuant to the License and for which a permit is required shall be
undertaken and completed at such reasonable time or times as the
specify in such permit and, without limiting the generality of the foregoing or any
other term hereof, all such Work shall be undertaken and completed in such manner
as contemplated pursuant to this Agreement so as not to cause unnecessary nuisance
or damage to the County or any ratepayer or other user of that portion of the Road
Allowance where such Work is to be conducted.
11.The Licensee further agrees that, prior to commencement of any Work pursuant to
the License, it shall obtain the approval of any federal, provincial, county or
municipal government or agency having an interest in such Work and, furthermore,
it shall notify any other person or body operating any equipment
utilities or other facilities, within the Road Allowances or in the vicinity of the Road
Allowances where such Work is to be conducted, of the details of the anticipated
Work so as to minimize the potential interference with or damage to such existing
equipment, installations, utilities, and other facilities by the
maintain the integrity and security thereof.
12.The Licensee further agrees that, in the event that it becomes necessary to break,
remove, or otherwise pierce the existing surface of any of the R
other municipal lands to undertake any Work pursuant to the License, it will in all
cases repair, reinstate, restore, or remediate such surface to a
condition which existed prior to the commencement of such Work a
thereto, the Licensee also agrees that it shall thereafter, during the term of this
Agreement, maintain that portion of such Road Allowances, at the sole expense of
the Licensee, by repairing any settling thereof to the satisfact
acting reasonably. In the event that the Licensee shall fail to repair, maintain, and
reinstate such Road Allowances, as aforesaid, then in such case,
undertake the same and charge the costs thereof to the Licensee and the County shall
not be liable for any damage of any nature or kind howsoever caused by reason of
99
such work undertaken by the County as aforesaid, and the License
to indemnify and save harmless the County and all other concerne
such claims or damages, howsoever caused, save and except any direct damage
arising from the negligence or wilful misconduct of the County or those for whom it
is at law responsible.
13.In the course of undertaking any Work pursuant to the License gr
the company shall take all steps necessary to protect the integr
existing equipment, installations, utilities, and other facilities within the Road
Allowance or which might otherwise be located in, on, or under such municipal
lands.
14.Notwithstanding the terms of this Agreement, the County, acting
be entitled to request the Licensee to relocate any of the Transmission Infrastructure,
from within any of the Road Allowances to another location withi
Allowances, within one hundred twenty (120) days of delivery of written request for
such relocation, which relocation shall be completed by the Licensee, at its sole cost
and expense.
15.In the event of default by the Licensee in respect of any obliga
hereunder, and provided that the Licensee: (i) has received prior written notice of
such default from the County and, (ii) has been given a reasonable period of time
thereafter to cure such default (such period of time not to be less than thirty (30)
days) and has failed to cure such default, or, in the event such
within a reasonable time, the Licensee has ceased proceeding diligently to remedy
same, the County at all times maintains the discretion, acting reasonably, to
terminate the within Agreement upon a further thirty (30) daysÔ written notice and
require the Licensee, at its sole expense, without claim, recourse or remedy against
the County for such removal costs or any and all damage or damages associated
therewith, and at all times within 120 days after the effective
termination, to remove all or any Transmission Infrastructure as constructed,
installed or placed pursuant to the License granted hereunder and thereafter
reinstate, restore, and/or remediate the Road Allowance and all
effected to at least the same condition that existed prior to the original work to
install, construct, or place the said Transmission Infrastructur
purposes of this paragraph, ÑdefaultÒ shall be the following,
15.1Any breach of any covenant or obligation of the Licensee pursuan
Agreement;
15.2Cessation of use of any of the Transmission Infrastructure insta
constructed, or maintained within any of the Road Allowances for a period of
not less than one hundred twenty (120) days save and except wher
cessation arises as a result of Force Majeure (as hereinafter defined), or the
performance by the Licensee of its obligations pursuant to this Agreement,
including in respect of any repair and maintenance obligations p
hereto;
100
15.3Abandonment of any of the Transmission Infrastructure as previously
installed, constructed, or maintained within any of the Road Allowances,
save and except where the Licensee, in its discretion, determine
equipment and facilities are redundant and thereafter removes same;
15.4Any assignment of rights and obligations hereunder without the prior
written consent of the County except as otherwise permitted pursuant to this
Agreement; and/or
15.5The Licensee becoming insolvent, bankrupt, or making an authorized
assignment or compromise with its creditors.
16.In the event the Licensee fails to remove and/or relocate all or any portion of the
Transmission Infrastructure within one hundred twenty (120) days of receipt of
written demand from the County pursuant to Section 15 of this Agreement, the
County shall have the right to remove and/or relocate such Trans
Infrastructure, following completion of which, the County shall
to the Licensee detailing the costs and expenses associated with same and the
Licensee shall pay the amount of such invoice in accordance with the terms thereof.
If the County is required to remove and/or relocate any of the T
Infrastructure as described above and without limiting the oblig
to pay the costs and expenses thereof, the Licensee further agrees to:
16.1release the County from any claims for damage to such Transmissi
Infrastructure and/or other damages flowing from such removal and/or
relocation;
16.2save harmless and indemnify the County of and from any and all c
damages by any party as against the County in respect of such wo
16.3restore and reinstate the Road Allowances to as nearly the same
that existed prior to the original installation.
17.In the event that the Licensee wishes to relocate any of the Transmission
Infrastructure as have been previously installed, placed, or constructed in
accordance with the License, it shall notify the County of such request, in writing,
and such request will thereafter be considered and administered by the County,
acting reasonably and with diligence, giving due consideration t
works already undertaken by the Licensee on the Road Allowances,
in considering and administering such request, the County shall be entitled to take
into consideration any specific municipal or engineering interests affected by such
relocation, including any additional facilities located within the Road Allowances.
18.Without limiting the generality of any other term of this Agreement, the Licensee,
18.1Will not cut, trim, or otherwise interfere with any trees, brush, plants, or
other vegetation in performing the Work unless prior written consent has
been obtained from the County;
101
18.2Upon request, whether by the County by its officials or authorized agents, or
otherwise, and at its sole expense, shall properly and accurately identify the
location of any Transmission Infrastructure within the County, to the extent
not already identified pursuant to Section 6 hereof, such reports to identify
the depth of the relevant portion of the Transmission Infrastruc
18.3At the expiry of this Agreement, including any renewal thereof, or upon the
early termination of this Agreement (as provided herein, including pursuant
to Section 15), and to the satisfaction of the County, acting reasonably, the
Licensee, at its own expense, and within one hundred twenty days (120)
thereafter, shall remove any and all Transmission Infrastructure as have been
constructed, installed, or placed pursuant to the License, and thereafter,
reinstate, restore, and remediate the Road Allowances or municip
effected to at least the same condition that existing prior to t
event that the Licensee fails to remove any of the Transmission Infrastructure
or otherwise reinstate, restore, or remediate the Road Allowance
municipal lands effected thereby, then the County will be at liberty to remove
such Transmission Infrastructure and thereafter restore, reinstate, or
remediate the effected municipal allowance and lands, without cl
recourse, or remedy by the Licensee, the cost of which removal a
restoration will be invoiced to the Licensee and the Licensee agrees to pay
such invoice in strict accordance with the terms thereof.
19.Notwithstanding the requirement of prior notice to the County for the right to
commence any Work hereunder, including notice of repair to any Work or to the
Transmission Infrastructure, and notice to cut, trim, or otherwise interfere with any
trees, brush, plants, or other vegetation, the County and the Li
the event of an emergency in which the Licensee requires immediate access to the
Transmission Infrastructure, or to cut, trim, or otherwise interfere with any trees,
brush, plants, or other vegetation, and after reasonable efforts to communicate with
the County, the Licensee may enter upon the Road Allowances and/or municipal
lands without prior notice to the County in order to gain access to the Transmission
Infrastructure in order to effect such repairs or to cut, trim, or otherwise interfere
with any trees, brush, plants, or other vegetation, as are required to address such
emergency and, in so doing, shall undertake any Work to the stan
otherwise required by the terms of this Agreement and to thereafter provide written
notification and details and specifications of such repair to th
on the next municipal business day and to thereafter file amende
drawings detailing such repairs as is otherwise required by this Agreement. For the
purposes of this provision, ÑemergencyÒ shall mean a sudden unexpected occasion
or combination of events necessitating immediate action.
20.In the event the Licensee requires access to Silvercreek Solar Farm through opened
or, unopened road allowances not comprising the Road Allowances,
the County of such request, in writing, and such request will thereafter be
considered and administered by the County, acting reasonably and
giving due consideration to the scope of the Works already under
102
Licensee on the Road Allowances, provided that, in considering a
such request, the County shall be entitled to take into consideration any specific
municipal or engineering interests affected by such relocation, including any
additional facilities located within the Road Allowances. The County confirms and
acknowledges that to the extent it approves any such additional access route, it shall
be incorporated into the definition of ÑRoad AllowancesÒ pursuant to this
Agreement and Schedule ÑAÒ shall be amended accordingly and the provisions of
the Agreement shall apply, mutatis mutandis, to the use of such
21.The Licensee will indemnify and save harmless the County from and against all
claims, liabilities, losses, costs (including but not limited to legal costs as between a
solicitor and his own client), damages, and other expenses of ev
County may incur or suffer as a consequence of or in connection
the License, including but not limited to the placing, replacing, construction,
reconstruction, placement, maintenance, operation, or repair of any Transmission
Infrastructure by the Licensee.
22.The Licensee hereby acknowledges that its performance of the Wor
of the Transmission Infrastructure is entirely at its own risk and the County shall in
no way and in no circumstances be responsible or liable to the Licensee, its
contractors, agents, or customers for any damage or losses in consequence thereof,
regardless of how such damage or loss was suffered or incurred.
23.The Licensee acknowledges and agrees that the License and the pl
construction, installation, location, and operation of any Transmission Infrastructure
are subject to the following:
23.1The right of free use of the Road Allowance by all persons or parties
otherwise entitled to such use;
23.2The rights of the owners of the property adjoining any relevant
Allowance to full access to and egress from their property and an adjacent
right-of-way, highway, street, or walkway and the consequential right of
such persons or parties to construct crossings and approaches from their
property to any such right-of-way, highway, street, or walkway;
23.3The rights and privileges that the County may have previously granted to
any other person or party to such Road Allowance or lands.
24.The parties hereto agree as follows:
Any Written notice provided for and contemplated by this Agreement will be
delivered to the parties by hand or registered mail at the follo
To the County: The Corporation of the County of Elgin
450 Sunset Drive,
St Thomas, Ontario
N5R 5V1
103
To the Licensee: c/o Silvercreek Solar Park Inc.
49588 Vienna Line,
Aylmer, Ontario
N5H 2R2
Every such notice shall be deemed to have been received if personally delivered at
the time of such delivery and if sent by prepaid registered mail, at the end of five (5)
business days after the mailing thereof.
25.Subject to the next sentence, the Licensee is prohibited from assignment of its rights
and obligations hereunder without the written consent of the County, which consent
shall not be unreasonably withheld. Notwithstanding the foregoing: (a) the Licensee
shall be able to charge and/or assign this Agreement, and all of
interests and benefits in the License, without the prior consent of the County to its
lender(s) or anyone to whom the Licensee has provided a guarantee in respect of
Silvercreek (herein referred to collectively as the ÑÒ and individually as a
Lenders
ÑÒ) as security for the Licensee's obligations to such Lender(s),
Lender
Lender(s) shall be able to assign this Agreement, and all of its
interests and benefits in the License, to any persons in connect
enforcement of their security, with the prior written consent of the County, not to be
unreasonably withheld or delayed. The County shall execute and d
Owner's Acknowledgement and Consent Agreement in favor of such Lender(s) in
substantially the form attached hereto as Schedule ÑBÒ. No assignment shall be
effective unless and until the assignee executes a counterpart of this Agreement
(without the need for any other party to execute that counterpar
bound by the terms hereof to the same extent as if it had been a
hereto, provided that such requirement shall not apply to any assignment to any
Lender(s) of the Licensee as security for the Licensee's obligat
26.Each obligation of the parties hereto contained in this Agreemen
expressed as a covenant, is considered for all purposes to be a
27.The invalidity or unenforceability of any provision or covenant contained in this
agreement shall affect the validity or enforceability of such provision or covenant
only and any such invalid provision or covenant shall be deemed to be severable
from the balance of this Agreement, which shall be enforced to the greatest extent
permitted by law.
28.Each covenant in this Agreement is a separate and independent co
breach of covenant by either party will not relieve the other party from its obligation
to perform each of its covenants, except as otherwise provided h
29.No supplement, modification, amendment, or waiver of this Agreement shall be
binding unless executed in writing by the parties.
30.Each of the parties covenants and agrees with the other that it will at all times
hereafter execute and deliver, at the request of the other, all such further documents,
104
31.This Agreement shall extend, be binding upon and enure to the benefit of the
County and the parties comprising the Licensee, and their respective successors and
assigns, as the case may be.
32.Whenever, and to the extent that the Licensee will be unable to fulfill or will be
delayed or restricted in the fulfillment of any obligation under any provision of this
Agreement (other than the obligation to pay the fees set out in 3 of this
Agreement) by reason of:
(a)strikes;
(b)lock-outs;
(c)war or acts of military authority;
(d)rebellion or civil commotion;
(e)material or labour shortage not within the control of the Licensee;
(f)fire or explosion;
(g)flood, wind, water, earthquake, or other casualty;
(h)any event or matter not wholly or mainly within the control of the
Licensee (other than lack of funds or any financial condition of
parties hereto); or
(i)acts of God
(in each case a ÑÒ)
Force Majeure
not caused by the default or act of or omission by the Licensee and not
avoidable by the exercise of reasonable effort or foresight by it, then, so long
as any such impediment exists, the Licensee will be relieved from the
fulfillment of such obligation and the County will not be entitl
compensation for any damage, inconvenience, nuisance or discomfort
thereby occasioned. The Licensee will be required and is entitle
such obligation within a period of time immediately following the
discontinuance of such impediment that is equal to the period of
such impediment existed. The Licensee shall promptly notify the County of
the occurrence of any Force Majeure, which might prevent or delay the doing
or performance of acts or things required to be done or performe
Licensee.
The Licensee will use its reasonable efforts to remedy the occurrence and
abridge, the period of Force Majeure.
105
- 11 -
33.The County consents to the registration by the Licensee of this Agreement on the
title to the land comprising the Road Allowances in the applicable land registry
office(s).
34.This Agreement shall be governed by and construed in accordance
Ontario and Canada applicable thereto.
[Remainder of page intentionally left blank.]
5965618 v8
106
the parties hereto affix their hands and seal or corporate seal
IN WITNESS WHEREOF
attested to by the hand of their authorized officers, as the case may be, at St. Thomas,
Ontario this_____day of________________, 2013.
SIGNED, SEALED AND DELIVERED
in the presence of:
THE CORPORATION OF THE COUNTY
OF ELGIN
By:
Name:
Title:
By:
Name:
Title:
I/We have the authority to bind the corporation
SILVERCREEK NOMINEE INC.
By:
Name:
Title:
I have the authority to bind the corporation
107
SCHEDULE A
DESCRIPTION OF ROAD ALLOWANCES
Part 1: The Eastern limits of Imperial Road right of way between Vienna Line and Bradley
Creek Line.
Part 2: The Southern limits of Glencolin Road right of way between Hacienda Road and
Imperial Road.
Part 3: The Westerly limits of Imperial Road right of way between Glencolin Rd and 11545
Imperial Road Substation Property.
108
SCHEDULE B
OWNERS ACKNOWLEDGEMENT AND CONSENT AGREEMENT
This OwnerÔs Acknowledgment and Consent Agreement (ÑÒ) made as of
Acknowledgment
the _____ day of _____, 2012 by and between THE CORPORATION OF T
ELGIN (the ÑÑ) and , as agent (the ÑÑ) pursuant to a credit agreement dated
CountyAgent
as of , (the ÑÒ) between, , Silvercreek Nominee Inc.
Credit Agreement inter alia
(ÑÒ), the Agent, the other financial institutions from time to tim
Silvercreek
lenders (collectively, the ÑÑ) and , in its capacity as collateral agent under the
Lenders
Collateral Agency Agreement made as of (as amended from time to time, the Ñ
Collateral
Ò) between and , (the ÑÒ), as agent for the Secured
Agency AgreementCollateral Agent
Creditors (as defined therein).
WHEREAS:
A. Silvercreek and the County have entered into a License Agreem
registered against title to the lands described therein (the ÑÑ) on as Instrument No.
Lands
(the ÑÑ), pursuant to which the County has granted to Silvercreek, , a
Agreement inter alia
ÑLicenseÑ(as defined therein) (the "") on the terms and conditions set out in the
License
Agreement.
B. Pursuant to, respectively, the Credit Agreement and the Collateral Agency
Agreement (and documentation delivered in connection therewith), the Agent and the
Collateral Agent, respectively, have been granted charges, mortgages, assignments and
security interests (collectively, the ÑÒ) in all of the property, undertaking,-
Security Interests
assets, interests, rights and benefits of Silvercreek, including without limitation, the License,
the Agreement, and all improvements, equipment, structures, chat
and appurtenance thereto in, on, under or appurtenant to the Lands (collectively, the
ÑÒ).
Collateral
C. The County has agreed to execute and deliver this Acknowledgment to the Agent
and the Collateral Agent pursuant to the provisions of the Agreement.
in consideration of the sum of Two Dollars ($2) paid by each of the
NOW THEREFORE
Agent and the Collateral Agent to the County and other good and
the receipt and sufficiency of which pure hereby acknowledged, t
acknowledges, covenants and confirms to each of the Agent and th
follows:
109
1. The County: (a) confirms that the Agreement is in full force and effect, unamended
and that the County is not aware of any existing default under t
consents to the creation of the Security Interests and the registration of a notice of
assignment thereof on the title to the Lands in the applicable land registry office(s).
2. The County acknowledges that, following an event of default b
the Credit Agreement or an event of default as defined in the Collateral Agency Agreement
(each, an ""), and after notice to the County, the Agent, the Lenders, the
Event of Default
Collateral Agent or the Secured Creditors or any nominee or designee thereof or any
receiver or receiver-manager (collectively, an "") shall have the right to enforce
Agent Party
the Security Interests, including, without limitation, the right to enjoy rights of Silvercreek
under the Agreement. The County further acknowledges that, in the course of the
enforcement of such Security Interest, the Agent Party shall be entitled to sell, assign,
transfer, negotiate or otherwise dispose of the Agreement, subject to the prior written
consent of the County, acting reasonably, and provided that in exercising such rights, the
Agent Party shall assume all of the liabilities and obligations of Silvercreek under or in
connection with the Agreement.
3.The County agrees: (a) to use reasonable commercial efforts to give to each of the
Agent and the Collateral Agent written notice (at the addresses below) of any default by
Silvercreek under the Agreement, concurrent with the delivery of such notice to Silvercreek,
(b) that if Silvercreek fails to cure the breach or default identified in such notice, the Agent,
the Collateral Agent or any other Agent Party may, but in no way shall be obligated to, cure
such default and the County shall not terminate the Agreement or exercise any other
remedy under the Agreement if the Agent, the Collateral Agent or any other Agent Party is
proceeding to cure such breach or default, to the satisfaction of the County, acting
reasonably, (c) that if any default by Silvercreek under the Agreement is not of a curable
nature, which default, for greater clarity, shall be a default related to the existence,
bankruptcy or insolvency of Silvercreek, it shall not exercise any right to terminate if the
Agent, the Collateral Agent or any other Agent Party or a nominee thereof agrees to assume
the rights and obligations of Silvercreek under the Agreement to the extent capable of being
assumed, (d) that if the Agreement is terminated or surrendered for any reason, other than
in connection with (a), (b), or (c) hereof, or if terminated by operation of law prior to the
expiry of the term thereof the County shall use reasonable commercial efforts to give notice
of such termination to each of the Agent and the Collateral Agen
offer to enter into a new or replacement agreement (the "") with the
Replacement Agreement
Agent, the Collateral Agent or another Agent Party or other person designated by, as
applicable, the Agent, the Collateral Agent or other Agent Party
Agreement shall be only for the balance of the then current term of the Agreement and,
furthermore, shall be upon the same terms and conditions as the
and (e) that if within 30 days of receipt of the notice referred
or the Collateral Agent requests a Replacement Agreement, the County shall enter into such
Replacement Agreement with, as applicable, the Agent, the Collateral Agent or another
Agent Party or other person designated by the Agent or the Colla
ÑÒ). Notwithstanding the foregoing sentence, for the
Replacement Agreement Counterparty
purposes of Section 3(d) and Section 3(e) hereof, the County shall only be required to enter
into such Replacement Agreement if, during the thirty (30) day t
110
4.The Agent acknowledges having received a copy of the Agreement a
and agrees with the County that during any period the Agent exercises its Security Interests
and takes possession of SilvercreekÔs interest in the Lands (either directly or indirectly
through an Agent Party) or takes control of or manages SilvercreekÔs interest in the Lands or
the Collateral or any part thereof, or forecloses upon the Agreement, or succeeds to the
interest of Silvercreek under the Agreement, it will assume, be bound by and abide by, all of
the obligations of Silvercreek under or in connection with the Agreement during such
period, and thereafter observe and perform all SilvercreekÔs obligations under the
Agreement.
5. The Collateral Agent acknowledges having received a copy of the Agreement and
covenants and agrees with the County that during any period the
Security Interests and takes possession of SilvercreekÔs interest in the Lands (either directly
or indirectly through an Agent Party) or takes control of or manages SilvercreekÔs interest in
the Lands or the Collateral or any part thereof, or forecloses upon the Agreement, or
succeeds to the interest of Silvercreek under the Agreement, it
abide by, all of the obligations of Silvercreek under or in connection with the Agreement
during such period, and thereafter observe and perform all SilvercreekÔs obligations under
the Agreement.
6. The County confirms and acknowledges that in the event that e
Collateral Agent assigns, transfers or otherwise disposes of its interest in the Agreement
pursuant to its Security Interests in accordance with the provisions of this
Acknowledgement (a ÑÒ), and upon such assignee or transferee covenanting and
Transfer
agreeing in writing with the County to assume and perform all of
obligations of Silvercreek pursuant to the Agreement, each of the Agent and the Collateral
Agent shall, thereupon and without further agreement, be freed and relieved of all liability
with respect to the Agreement from and after the effective date of such Transfer. The Agent
and Collateral Agent agree to abide by the provisions of Section 25 of the Agreement
relating to a Transfer and not to complete a Transfer without the prior written consent of the
County. The County agrees that such consent will not be unreasonably withheld or delayed.
7. All notices hereunder shall be in writing, sent by registered mail, retu
requested or by telecopy, to the respective parties and the addresses set forth on the
signature page or at such other address as the receiving party shall designate in writing.
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8. This Acknowledgment may be executed in any number of counterp
governed by the laws of the Province of Ontario and binds and inures to the benefit of the
Agent, and its successors and assigns, the Collateral Agent, and
and shall be binding upon the heirs, personal representatives, successors and assigns of the
County.
9. Each of the parties hereto agrees to do, make and execute all
documents, agreements, assurances, acts, matters and things and take such further action as
may be reasonably required by any other party hereto in order to more effectively carry out
the true intent of this Acknowledgment.
10. The provisions of this Acknowledgment shall continue in effect until the County
shall have received the written certification of each of the Agent and the Collateral Agent
that all amounts advanced, and obligations arising, under the Credit Agreement and all
Obligations (as defined in the Collateral Agency Agreement) have been paid and performed
in full.
(Remainder of the page intentionally left blank.)
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, this Acknowledgement is executed by the parties.
IN WITNESS THEREOF
NOTICE ADDRESS: THE CORPORATION OF THE COUNTY OF ELGIN
Per: _________________________________
The Corporation of the County of Elgin
450 Sunset Drive Name:
St Thomas, Ontario Title:
N5R 5V1
Attention:Per: _________________________________
Name:
Fax: Title:
I/We have the authority to bind the corporation
Date of Signature: ___________________
NOTICE ADDRESS: Agent:
Agent:Per: _________________________________
Name:
Attention: Title:
Fax:
Per: _________________________________
Name:
Title:
I/We have the authority to bind the corporation
Date of Signature: ________________
NOTICE ADDRESS: Collateral Agent:
Collateral Agent: Per: _________________________________
Name:
Title:
Per: _________________________________
Name:
Title:
I/We have the authority to bind the corporation
Date of Signature: ________________
B - 5
5965618 v8
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REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: February 27, 2013
SUBJECT: Asset Management Funding Agreement
INTRODUCTION
The County of Elgin has been successful in securing funding through the
Municipal Infrastructure Investment Initiative (MIII) Asset Management Program
and now must enter into a Contribution Agreement with the Province.
DISCUSSION / CONCLUSION
The County of Elgin has been allocated $34,205.52 through the Municipal
Infrastructure Investment Initiative (MIII) Asset Management Program. To receive
the funding, the County must enter into a Contribution Agreement and create an
asset management plan in accordance with the “Building Together: Guide for
Municipal Asset Management Plans”.
The plan must be completed before December 31, 2013 and its completion is
mandatory in order for municipalities to qualify for future provincial funding
programs.
RECOMMENDATION
THAT the CAO be authorized and directed to enter into an agreement with the
Province of Ontario to receive funding under the Municipal Infrastructure
Investment Initiative (MIII) Asset Management Program.
All of which is Respectfully Submitted, Approved for Submission,
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
Clayton Watters
Director of Engineering Services
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director Engineering Services
Sonia Beavers, Purchasing Coordinator
DATE: February 21, 2013
SUBJECT: Award of Largie Bridge Replacement, Dutton/Dunwich and Fire Sprinkler –
Terrace Lodge
INTRODUCTION:
Elgin County Council at its February 12, 2013 meeting approved the following
recommendation:
THAT the report titled “Awarding Tenders – Fire Sprinklers – Terrace Lodge & Engineering
Services for the Largie Bridge Replacement, Dutton/Dunwich” dated January 28, 2013 be
received and filed; and,
THAT staff award the following tenders as long as the County’s Purchasing Policy is
followed, lowest tenders are selected and within budget allocations:
(a) Supply and Install Fire Sprinklers – Terrace Lodge; and,
(b) Engineering Services Largie Bridge Replacement, Dutton/Dunwich; and,
THAT staff report back to Council with the results at the March 12, 2013 Council meeting.
This report is to advise Council of the results of the award of the Fire Sprinkler System
and the Largie Bridge Replacement.
DISCUSSION/CONCLUSION:
Fire Sprinkler – Terrace Lodge
A Request for Tender to Supply and Install a Fire Sprinkler System for Terrace Lodge
was advertised and issued as per the County’s Procurement Policy. Submissions were
received until February 14, 2013.
Four companies submitted bids as follows:
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COMPANY TENDER BID
(exclusive of H.S.T.)
Western Fire Protection Inc. $124,950.00
C&H Fire Suppression Systems Inc. $137,752.00
Vipond Fire Protection $152,700.00
Forest City Fire Protection $178,500.00
Western Fire Protection Inc. submitted the lowest bid to Supply and Install the Fire
Sprinkler System at a total price of $124,900 exclusive of H.S.T. The lowest submitted
bid is within budget estimates.
As per the County of Elgin’s Purchasing Policy, if change orders are required for any of
the above listed projects and the cost increases above the tender amount approved by
Council by less than 10%, and the amount is within the overall budgeted project
amount, work will proceed upon authorization by the Director. However, if the cost
increases above the tender amount approved by Council by more than 10%, the
Director will prepare a further report to Council outlining the expenditures.
Largie Bridge Replacement – Dutton/Dunwich
A Request for Proposal was issued for Engineering Services for the Largie Bridge
Replacement. Three companies were invited to participate as per the County’s
Procurement Policy. Submissions were received until February 14, 2013.
Two companies, Aecom and Spriet Associates responded to the Proposal.
The proposal structure was a two envelope system. Submissions in envelope one were
evaluated against the following criteria,
a) Firm and Key Individuals/Understanding of Project’s
Objectives and Critical Schedule Requirements
b) Firms Experience and Key Individual’s Experience
c) Key Individuals’ Availability
Firms achieving a minimum score of 70 were shortlisted. One company (Spriet
Associates) was short listed. Envelope two itemizing the fees and expenses submitted
by Spriet Associates was opened and evaluated for consideration. An evaluation
committee comprised of staff evaluated the proposals and identified Spriet Associates
as receiving the overall highest score.The submitted bid of $44,800 plus applicable
taxes is within budget estimates.
RECOMMENDATION:
THAT Western Fire Protection Inc. be selected for the Supply and Installion of the Fire
Sprinkler System at Terrace Lodge, Contract No. 4502-12-03 at a total price of
$124,950 plus applicable taxes; and,
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THAT Spriet Associates be selected for the Engineering Services for Largie Bridge
Replacement, Proposal No. 6290-13-04 at the proposed fee of $44,800 plus applicable
taxes.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director Engineering Services Chief Administrative Officer
Sonia Beavers
Purchasing Coordinator
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REPORT TO COUNTY COUNCIL
FROM: Clayton D. Watters, Director of Engineering Services
DATE: February 13, 2013
SUBJECT: Thames Valley District School Board – Connection to Elgin Manor Waste
Water Treatment Plant
INTRODUCTION:
The Thames Valley District School Board (TVDSB) is proposing an addition to the
Southwold Public School to address the Ontario Government’s Extended – Day
Program, Full Day Early Learning initiative.
The TVDSB sewage disposal system cannot accommodate the anticipated increase in
the school population. After a thorough review of the options, the preferred solution
would connect to the Elgin Manor waste water treatment plant (WWTP).
The TVDSB has requested approval to hook-up to the Elgin Manor WWTP and the
estimated connection and operating costs.
DISCUSSION:
The County of Elgin treats the waste water from the Elgin Manor at a WWTP situated on
the same property and the plant has a design capacity is 100 cubic meters per day. The
plant is currently treating 22 cubic meters per day.
During the approval phase for the construction of the plant, County staff discussed the
possibility of TVDSB connecting to the plant at some point in the future. The school
board indicated, that when their waster water disposal system required either upgrading
or replacement, that they would discuss the possibly of connecting at that time. The
Certificate of Approval (CoA) included the school in the application, therefore the CoA
does not have to be amended.
The Full Day Early learning initiative for Southwold Public School will increase the
school population and the TVDSB consultant determined that the present disposal
system is inadequate to treat the additional students and support staff. The engineer
reviewed the options and connecting to the County of Elgin WWTP was the preferred
solution.
County staff has been in constant contact with the engineering consultant and school
board staff during the design phase of the project. County staff are in agreement with
the proposed alignment and support the connection to the County infrastructure. Staff
requires County Council to approve the connection and annual operating charges.
Appendix A summarizes the expenses, plus an overhead charge, of $153,811 for the
treatment of waste water at Elgin Manor for 2012. Initially, the expenses will be pro-
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rated between the County and TVDSB, but once the nearby Keystone Village are
occupied, the costs will be divided between three parties. Initially, the operating fees to
treat the sewage will be set at $11.00 per cubic meter; there is also a $10,000
connection fee to cover technical and administrative expenses. The County of Elgin will
also be allocated $11.00 per cubic meter to treat the sewage at the Elgin Manor.
One implication with the proposed agreement between the TVDSB and County of Elgin
is an agreement, dated April 2006, with Elgin Limited Partnership 1 (known as,
Keystone Village) to provide sewage treatment to their complex. The negotiated fee is
not sufficient to meet the current costs to treat the sewage. Staff recommend that the
agreement be terminated and that staff re-negotiate an increase in fees as described in
Appendix A.
CONCLUSION:
The County of Elgin fully supports TVDSB in implementing the addition to the
Southwold School for full time kindergarten classes in the fall of 2013 and TVDSB is
committed to a long term sustainable solution to public health for the Southwold School.
Therefore, TVDSB requests connecting to the County of Elgin WWTP at Elgin Manor to
meet those goals.
Staff for the County of Elgin has agreed to the technical aspects to connect to the
WWTP, but agreement is required to the financial component. It should be noted that
the County of Elgin desires to only recover the costs to operate the systems.
RECOMMENDATIONS:
THAT the report titled “Thames Valley District School Board – Connection to Elgin
Manor Waste Water Treatment Plant” dated February 13, 2013, be received and filed;
and,
THAT staff be directed to give notice to Elgin Limited Partnership 1 indicating that the
Waste Water Treatment Agreement will be revised; and,
THAT staff be directed to forward correspondence to TVDSB to confirm that they are
permitted to connect to the County of Elgin WWTP, subject to the acceptance of the
terms and conditions as approved by the County Solicitor; and,
THAT a one-time connection fee of $10,000, and consumption charge of $11.00 per
meter to treat the sewage, and the consumption charge be reviewed periodically and
adjusted if required.
All of which is Respectfully Submitted Approved for Submission
Clayton D. Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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Appendix A
2012 Expenses
DescriptionCosts
Operational Expenses $70,737
Energy Expenses $10,160
Amortization Expenses $47,279
Total Operating Expenses $128,176
Overhead (20%) $25,635
Total Expenses $153,811
Cost Sharing Between the County of Elgin and TVDSB
Consumption Treatment–AnnualCost Sharing
cubic meters
Elgin County – Elgin Manor8,196 $90,163 ($11.00 / m3)
TVDSB – Southwold School 5,786 * $63,648 ($11.00 / m3
$153,811
Cost Sharing Between the County of Elgin, TVDSB and Keystone Apartments
Consumption Treatment–AnnualCost Sharing
cubic meters
Elgin County – Elgin Manor8,196 $66,031 ($8.06 / m3)
TVDSB – Southwold School 5,786 * $46,612 ($8.06 / m3)
Keystone Apartments 5,110 * $41,168 ($8.06 / m3)
$153,811
* Estimated Quantities for the TVDSB and Keystone Apartments
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: February 18, 2013
SUBJECT: Dexter Line - Environmental Study Report and Municipal Class
Environmental Assessment Notice of Completion
INTRODUCTION:
The County of Elgin is now ready to finalize the Municipal Class Environmental
Assessment (EA) planning process for the Dexter Line (County Road 24) relocation
project located west of Port Bruce.
The County has been invited to submit a funding application to the Municipal
Infrastructure Investment Initiative Capital Program (MIIICP) and in order to be
prepared for this potential opportunity and to meet the tight timelines, staff is
recommending to finalize the EA. It should be noted that if significant MIIICP
funding does not materialize, Council does not have to implement the plan.
The County’s consultant has prepared a detailed Environmental Study Report
(ESR) as part of the EA. A copy of the ESR summary is attached. The full version
of the ESR, including Appendices, is available for review at the Administrative
Services Office. The next step in the EA process is the Notice of Completion 30-
day review period. Authorization from Council to issue the Notice of Completion is
requested.
DISCUSSION:
The report to County Council on November 27, 2012 outlined the status of the County
Road 24 relocation project and the Class EA process. One component was to finalize
the studies to the satisfaction of the review agencies, this has been completed.
The proposed project, as shown in the Road Relocation Plan (see ESR summary
figures S8 and S9), is based on the preferred Alternative 3B and road alignment
Alternative A. As outlined in Section S5 of the ESR Summary, the new road will have a
30-metre wide road allowance and will be approximately 3.36 km in length.
Two new sections of local road, about 0.55 km in total length, will be required to
connect the existing and proposed sections of County Road 24 (L1 and L2 on Figure
S8). A 20-metre wide road allowance is proposed.
The estimated construction cost is $4.2 million, based on approximately 3.36 km of new
county road and 0.55 km of new local roads. The estimate includes costs to
decommission existing roads, municipal drain outlets, a contingency allowance, plus
budgets for engineering, geotechnical, design-level approvals, contract administration
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and office supervision. The costs for land purchases, legal and appraisal fees for land
acquisition, the Class EA, technical studies, post-construction shoreline monitoring,
fees and taxes (HST) are not included. Funding for the proposed road relocation is in
the County’s 10-year Capital Plan and an application has been made for the MIIICP.
Within the 10-year Class EA planning period, it is proposed that the County of Elgin will
retain ownership of the existing and proposed County Road 24 road allowances, plus
L1 and L2. Any future change in road allowance ownership will require a Class EA
Addendum, which is subject to EA notice and objection provisions.
Also attached for Council review and authorization is the Notice of Completion, which
will conclude the Class EA process with a 30-day public review period. Copies of this
Notice will be circulated with the ESR summary to agencies, local property owners and
other persons who have been involved in the project. The Notice will also be placed in
local newspapers. The full ESR will be available for public review at the Administrative
Services office and on the Elgin County web site. If there are concerns from agencies
or the public that cannot be satisfactorily addressed, then a request can be made to the
Minister of the Environment for a Part II Order (under Part II of the Environmental
Assessment Act). If there are no Part II Order requests submitted to the Ministry within
the specified notice period, then the Class EA planning process is completed and the
road relocation project can (subject to final approvals and the availability of adequate
funding) proceed to final design, property acquisition and construction.
CONCLUSION
The Class EA planning process has included an extensive review of alternatives,
including shoreline protection options. There have been three public meetings, plus
meetings with property owners and regulatory agencies. The EA report documents
this planning process.
The proposed County Road 24 Relocation Plan represents the most feasible and
cost-effective approach to a complex problem. Shoreline erosion continues, and the
critical sections of the road are monitored on a regular basis. Once shoreline erosion
advances beyond the point where the road is considered safe, it will be closed. Road
closure could occur at any time. It is therefore important that the EA process is
brought to a conclusion through issuing the Notice of Completion and addressing any
final project concerns during the Notice period.
In addition, concluding this aspect of the plan, will now expedite the work required
under the MIIICP.
RECOMMENDATION:
THAT the report titled “Dexter Line - Environmental Study Report and Municipal Class
Environmental Assessment Notice of Completion” dated February 18, 2013 be received
and authorized for circulation as part of the Municipal Class Environmental Assessment
for the project; and,
THAT the Municipal Class EA Notice of Completion for the Elgin County Road 24
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project, dated March 12, 2013, is authorized to be issued and circulated.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Clayton D. Watters, Director of Engineering Services
DATE: February 13, 2013
SUBJECT: Energy Management Tool Services Agreement - Local Authority Services
INTRODUCTION:
The Ontario Ministry of Energy has implemented Ontario Regulation 397/11 – Green
Energy Act (Ontario Regulation 397), which requires public agencies to report annually
on energy use and greenhouse gas emissions. The Act was effective on January, 2013;
with the energy consumption data starting for 2011. Public agencies will have to
develop a five-year energy plan before July 1, 2014.
DISCUSSION:
The Green Energy Act impacts public agencies, including municipalities. The energy
consumption data shall be submitted to the Ministry of Energy, as well as published on
the municipality’s website. The data includes the annual energy consumption and
greenhouse gas emissions for all County-owned or leased facilities, where the County is
responsible for paying for energy consumption.
The Association of Municipalities of Ontario (AMO) through its subsidiary, Local
Authority Services Limited (LAS), has developed an Energy Management Tool web-
accessible system that is available to all Ontario municipalities.
The base services provided to all users include: software maintenance and upgrades;
user support-helpdesk; training start-up; account set-up, and historical data loading.
LAS offers two options, self-serve and full-serve; staff is recommending the self-serve
option that permits users to enter their own data, analyze and generate reports.
The fees are as follows:
Set Up – 12 Accounts @ $10.00 - $120.00 (*One time fee)
Subscription – 12 Accounts @ $2.00 = $24.00 Per Month = $288.00 Annually
Data Entry - $0 (*If municipality enters own data)
The County has four buildings in which it makes payment for utilities and uses three
utilities for each facility, therefore a total of 12 accounts are required.
In order to access the Energy Management Tool system the County of Elgin will be
required to enter into a Service Agreement with LAS (see attached).
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CONCLUSION:
Staff is seeking approval from County Council to sign the Service Agreement with LAS, in
order to abide by the regulations of the mandated Green Energy Act.
RECOMMENDATION:
THAT the report titled “Energy Management Tool Services Agreement Local Authority
Services” dated February 13, 2013, be received and filed; and,
THAT the Director of Engineering Services be authorized and directed to sign the attached
Service Agreement with the Local Authority Services (LAS).
All of which is Respectfully Submitted Approved for Submission
Clayton D. Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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ENERGY MANAGEMENT TOOL SERVICES AGREEMENT
_____ _______________
This Agreement made thisday of, 2013
BETWEEN
The Corporation of the County of Elgin
(the “Municipality”)
-and-
Local Authority Services Limited
(“LAS”)
(each a “Party” and together the “Parties”)
RECITALS
WHEREAS Local Authority Services Limited is in the business of providing an online
energy management tool (EMT) to all interested Ontario municipalities;
AND WHEREAS the municipality is intent on tracking and managing energy
consumption and GHG emissions for municipal facilities and assets;
AND WHEREAS the municipality would like to utilize the EMT service provided by LAS
for the purposes of tracking and managing energy and GHGs;
NOW THEREFORE in consideration of the mutual covenants and agreements contained herein,
the Parties agree as follows:
Interpretation
1.The Schedule(s) and Appendices set out below are attached to and form part of this
Agreement:
-Schedule 1 – Fee Schedule for Self Serve and Full Serve Options
Obligations
2. Following are the mutual obligations for both the Municipality and LAS related to the two
available service options of the EMT.
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Self Serve Option
Ongoing entry of all utility data into EMT or provision of data direct
from utility in a format accepted by LAS
Municipality
Report generation and analysis related to enrolled accounts
Greenhouse Gas (GHG) tracking and reporting related to enrolled
accounts
Liaise with LAS to hook up any interval metered accounts with EMT
Bill verification
Hosting the EMT software
Maintenance and upgrades related to the EMT software
LAS
Support including Help Desk for EMT users
Communications to users related to software
Required updates to Net System Load Shape and Greenhouse Gas
emission factors
Upload of data acquired direct from LDC if data is provided in format
accepted by LAS
Full Serve Option
Provide on-going data to LAS staff (monthly for non-interval
Municipality
accounts)
Liaise with LAS to hook up any interval metered accounts with EMT
Ongoing entry of all utility data into EMT or upload of data acquired
LAS
direct from LDC if data is provided in format accepted by LAS
Report generation and analysis related to enrolled accounts
Greenhouse Gas (GHG) tracking and reporting related to enrolled
accounts
Input of all bill determinants required for bill verification
Hosting the EMT software
Maintenance and upgrades related to the EMT software
Support including Help Desk for EMT users
Communications to users related to software
Required updates to Net System Load Shape and Greenhouse Gas
emission factors
Fees
3. The municipality agrees to pay LAS fees related to their chosen EMT service level option
based on the fees outlined in Schedule 1 to this Agreement.
4. The fees include all costs related to data entry/upload, managing and administering the EMT
on behalf of the Municipality, including the costs of software maintenance and updates, and
the cost of any third parties engaged by LAS to assist in providing services under this
Agreement.
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5.In addition to the Fees, the municipality shall pay to LAS any applicable taxes, sales taxes or
any other taxes (excluding income taxes or taxes based on net income) properly eligible on
the supply of the Services provided herein.
6. LAS, in its sole discretion, can increase the fees for the various EMT service options. LAS
will provide all users with (120) days notice of any fee changes.
Term
7. The term of this Agreement shall commence on the date of execution and shall remain in
effect for an initial period of one (1) year and thereafter shall automatically renew from year
to year unless and until terminated by either Party upon ninety (90) days prior written notice.
8. The obligation to make payment under Schedule 1, and the liability and indemnification
provisions shall survive the termination of this Agreement.
9. Upon written notice of termination, all data received prior to the termination date shall be
processed pursuant to this Agreement, and all related Fees shall be paid as set out herein.
Invoicing
10.Each calendar month, LAS shall provide to the municipality, an invoice setting forth the Fees
and taxes due by the municipality to LAS.
11. Within thirty (30) days after receipt of the invoice from LAS, the municipality shall pay the
Fees and taxes due to LAS.
12.If the municipality fails to pay any amounts payable hereunder when due, such unpaid
amounts shall bear interest from the due date thereof to the date of payment at the prime rate
plus two percent (2%)
Termination
13. Upon written notice of termination, and after all fees are paid, LAS will provide the
municipality with an electronic file containing all of the Municipality’s data that has been
entered into the EMT.
Standard of Service
14.LAS shall perform all Services using suitably qualified and experienced personnel in a
professional, diligent and timely manner and in the best interests of the municipality.
15. The municipality acknowledges that certain actions must be taken, and certain documents
and other relevant information must be provided by the municipality in order for LAS to
perform the Services. Such documents may include utility bill copies, electronic data files,
agency appointment letters, and letters of authorization. The municipality agrees to take
such actions and provide such documents in a timely manner. The municipality is solely
responsible for the accuracy of the data input into the EMT by either themselves, under the
self-service program agreement, or by LAS staff under the full-service program agreement.
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16. The EMT service, either under the self-service or full-serve program agreement, is meant to
provide users with a means to track and report on energy use and its resultant economic
and environmental costs. LAS does not guarantee the municipality any financial savings
from using the EMT as this requires actions at the local level well beyond the scope of the
services provided by LAS.
Indemnification and Liability
17. Both Parties shall indemnify and hold each other, their directors, officers, employees,
agents and contractors harmless from and against any and all claims, demands, suits,
losses, damages, liabilities, penalties, obligations, payments, costs and expenses and
accrued interest thereon (including the costs and expenses of, and accrued interest on, any
and all actions, suits, proceedings for personal injury (including death) or property damage,
assessments, judgments, settlements and compromises relating thereto and reasonable
lawyers’ fees and reasonable disbursements in connection therewith) asserted against or
suffered by the municipality relating to, in connection with, resulting from, or arising out of (a)
breaches of either Party’s obligations herein; (b) any misrepresentation, inaccuracy,
incorrectness or breach of any representation or warranty made by either Party contained in
this Agreement; and/or (c) any of either Party’s negligent acts or omissions.
18. LAS liability in connection with this Agreement shall not exceed the aggregate of six month’s
fees paid to LAS during the year for the Services in which the event giving rise to the
indemnity claim occurred. In addition, each Party’s liability in connection with this
Agreement will be limited to direct damages and in no event shall either Party be liable to
the other for incidental, indirect, special, punitive, exemplary or consequential damages
howsoever caused, whether for breach of warranty, in tort, for contract or otherwise even if
either Party has been advised of the possibility of such damages.
Confidentiality
19. "Confidential Information" comprises all information, in any form and medium that the
municipality and LAS learn from the other concerning the business and affairs of the other,
and any project related data and information.
20. Neither Party shall disclose Confidential Information to third parties, other than required for
the purposes of this Agreement or on a confidential basis to legal counsel, financial advisors
or other contractors and institutions, or as required by law or by any court with jurisdiction.
The Parties shall inform their respective employees and agents of these obligations and
take reasonable steps to ensure their compliance with this Agreement.
Dispute Resolution
21. Any controversy, dispute, difference, question or claim arising between the Parties in
connection with this Agreement that cannot be resolved by a manager from each Party
(collectively, the “Dispute”) shall be settled in accordance with this Article.
22. The aggrieved Party shall send the other Party written notice identifying the Dispute, its
position on the Dispute and the remedy sought. Upon receipt of such written notice, a
senior officer of the other Party shall enter into good faith negotiations with a senior officer of
the aggrieved Party to resolve the Dispute.
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23. Except where clearly prevented by nature of the dispute, the parties will continue performing
their respective obligations under this Agreement while a Dispute is subject to the provisions
of this Agreement. If the Dispute has not been resolved within thirty (30) days after such
written notice has been given, either Party may avail itself of any process or means legally
available to resolve the Dispute.
Notices
24. All provisions herein shall enure to the benefit of and be binding upon the Parties and their
respective successors and permitted assigns.
25. All notices which may be necessary or proper for either Party to serve upon the other shall
be served by delivery to the Party to whom the notice is to be given or sent postage pre-paid
to the following addresses or by facsimile transmission to the facsimile number set out
below.
To Local Authority Service Limited:
200 University Avenue, Suite 801
Toronto, Ontario M5H 3C6
Facsimile Number: (416) 971-6191
To Municipality:
The Corporation of the County of Elgin
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
Facsimile Number: (519) 631-4297
26. All such notices shall be conclusively deemed to have been given and received upon the
day the same is personally delivered or, if mailed or sent by facsimile as aforesaid, three (3)
business days after the same is mailed as aforesaid. Either Party may at any time by notice
in writing to the other change the address for service of notice on it.
Miscellaneous
27. This Agreement, including any Schedule attached hereto, constitutes the entire Agreement
between the Parties with respect to the subject matter hereof and cancels and supersedes
any prior agreements, undertakings, declarations, commitments, representations, written or
oral, in respect thereof. This Agreement shall be read with all changes of gender or number
required by the context.
28. No modification of or amendment to this Agreement shall be valid or binding unless set forth
in writing and duly executed by each of the Parties and no waiver of any breach of any term
or provision of this Agreement shall be effective or binding unless made in writing and
signed by the Party purporting to give the same and, unless otherwise provided, shall be
limited to the specific breach waived.
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29. LAS and the Municipality shall from time to time execute any and all documents and perform
such other acts as may be necessary or expedient to further the purposes of this Agreement
and the transactions contemplated hereby.
30. LAS and the municipality are not and shall not be deemed to be partners or joint venturers
with one another and nothing herein shall be construed so as to impose any liability as such
on any of them. The municipality agrees that LAS shall perform its obligations under this
Agreement as an independent contractor and shall not be deemed to be a trustee for any
person, whether or not a party to this Agreement.
31. This Agreement shall be governed by and interpreted in accordance with the laws of the
Province of Ontario and the federal laws of Canada applicable herein.
32. This Agreement may be executed in several counterparts, each of which so executed being
deemed to be an original, and such counterparts together shall constitute but one and the
same instrument and notwithstanding their date of execution shall be deemed to be made
and dated as of the date hereof.
33. Time is of the essence of this Agreement and of every part thereof, and no extension or
variation of this Agreement will operate as a waiver of this provision.
34. Neither party may assign of transfer any or all of its rights or its duties or obligations under
this Agreement without the prior written consent of the other party, which consent shall not
be unreasonably withheld or delayed.
157
The Corporation of the County of Elgin and LAS have respectively executed and delivered this
Agreement as of the date first set out above.
Local Authority Services Limited The Corporation of the County of Elgin
Nancy Plumridge Clayton D. Watters
Director of Engineering Services
President
Local Authority Services Limited The Corporation of the County of Elgin
200 University Avenue, Suite 801,
450 Sunset Drive
Toronto, ON M5H 3C6
St. Thomas, ON N5R 5V1
(T) 416-971-9856
(T) 519-631-1460 Ext. 4
(F) 416-971-6191
(F) 519-631-4297
158
Schedule 1
Fees for Full and Self Serve Options
In accordance with Section 3, the Municipality agrees to pay LAS the following fees:
Enrollment and Set-up Services
(a) a fee of $10 per account to setup each account in the EMT
(b) an optional fee of $4 per account if the Municipality would like LAS to acquire 24 months
of historic account data using LAS’ third party data provider
(c) an optional fee of $2 per account if the Municipality would like LAS to upload data
acquired by the municipality from their LDC or utility
(d) an optional fee of $1 per account per month, if the Municipality provides LAS with paper
bill copies and would like LAS to enter them into the EMT
Ongoing Monthly Services
(a) i) a monthly subscription as outlined below (for both full and self service customers)
Total Number of Enrolled Accounts Monthly Fee
0-100$2 per account
Subscription
101-200$300
Fee
201-500$600
Over 500 $1000
ii) full serve only – a fee of $5 per account per month for account maintenance and
reporting
(b) an optional monthly fee of $2 per account if the Municipality would like LAS to upload data
acquired by the municipality from their LDC or utility
(c) an optional monthly fee of $2 per account if the Municipality would like LAS to acquire
utility account data using our third party data provider
(d) an optional monthly fee of $3 per account if the Municipality provides LAS with paper bill
copies and would like LAS to enter them into the EMT
Accepted and agreed to this ___ day of _____, 20__ by:
Local Authority Services Limited The Corporation of the County of
Elgin
Nancy Plumridge Clayton D. Watters
Director of Engineering Services
President
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COUNTY OF ELGIN
By-Law No. 13-06
"BEING A BY-LAW TO ESTABLISH A PAY SCHEDULE FOR EMPLOYEES
COVERED BY THE JOB EVALUATION SCALE”
WHEREAS pursuant to Section 5(3) of the Municipal Act, 2001, S.O. 2001, c.25, a
municipal power, including a municipality’s capacity, rights, powers and privileges under
Section 8, shall be exercised by by-law unless the municipality is specifically authorized to
do otherwise; and
WHEREAS pursuant to Section 8 of the Municipal Act, 2001, S.O. 2001, c.25, a
municipality has the capacity, rights, powers and privileges of a natural person for the
purpose of exercising its authority under this or any other Act; and
WHEREAS pursuant to Section 9(1) of the Municipal Act, 2001, S.O. 2001, c.25,
broad authority is conferred on municipalities to enable them to govern their affairs as they
consider appropriate; and
WHEREAS By-Law No. 12-07 presently establishes pay schedules for positions not
covered by agreements or otherwise; and
WHEREAS it is necessary to establish or to make changes to the remuneration to
be paid to the persons holding these positions.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. That the attached Schedule “A” and Schedule “B” be and the same are hereby
adopted.
2. That By-Law No. 12-07 be and the same is hereby repealed.
3. That this By-Law become effective on the first pay period of 2013.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12 DAY OF
MARCH 2013.
Mark G. McDonald, Cameron McWilliam,
Chief Administrative Officer. Warden.
199
SCHEDULE “A”
By-Law No. 13-06
POSITIONS
ADMINISTRATIVE SERVICES
1.
Chief Administrative Officer Level 18
Manager of Administrative Services Level 10
Ambulance and Emergency Management Coordinator Level 10
Administrative Services Coordinator Level 6
Tree/Weed Inspector/By-Law Enforcement Officer Level 5
Administrative Assistant Level 3
Administrative Assistant Level 2
COMMUNITY & CULTURAL SERVICES
2.
Director of Community & Cultural Services Level 14
Manager of CulturalServices Level 10
Library Coordinator Level 8
Manager of ArchivesLevel 6
Branch Supervisor Level 6
Curator of Elgin County Museum Level 6
Assistant Archivist Level 5
Manager of Elgin County Museum Level 5
Administrative Assistant Level 3
Archivist Assistant Level 3
Museum Assistant Level 2
ECONOMIC DEVELOPMENT & TOURISM
3.
General Manager of Economic Development Level 12
Business Development Coordinator Level 7
Tourism Development Coordinator Level 6
Marketing & Communications Coordinator Level 5
Marketing Assistant Level 3
Economic Development Assistant Level 3
ENGINEERING SERVICES
4.
Director of Engineering Services Level 14
Deputy Director of Engineering Services Level 12
Manager of Corporate Facilities Level 9
Quality Assurance Supervisor/Emergency Management Coordinator Level 7
Building Sciences Technologist Level 6
Land Division Secretary-Treasurer Level 5
Administrative Assistant Level 3
FINANCIAL SERVICES
5.
Director of Financial Services Level 15
Manager of Information Technologies Level 12
Senior Financial Analyst Level 8
POA Supervisor Level 7
Financial Analyst Level 7
Purchasing Coordinator Level 7
Payroll and Benefits Coordinator Level 7
Senior Network Analyst Level 6
Financial Analyst Level 5
Provincial Offences Administrative Clerk Level 5
Provincial Offences Collections Officer Level 5
Network Analyst Level 4
Accounts Clerk Level 3
HUMAN RESOURCES
6.
Director of Human Resources Level 14
Manager of Human Resources Level 10
Human Resources Coordinator Level 8
Human Resources Assistant Level 6
Accessibility Coordinator Level 6
Administrative Assistant Level 3
Administrative Assistant Level 2
LONG-TERM CARE HOMES
7.
Director of Homes & Seniors Services Level 14
Administrator, Elgin Manor & Bobier Villa Level 14
Administrator/Manager of Resident Care Level 12
Manager of Resident Care Level 12
Manager of Resident Care/Nurse Educator Level 12
Manager of Support Services Level 8
Manager of Program and Therapy Services Level 8
Administrative Assistant Level 3
Ward Clerk Level 3
200
Year 2013 Non-Union Salary Grid
Effective: January 10, 2013
EstimatedEstimatedSpecial Purpose Levels
(Job Rate)
SalaryAnnual Salary(Base)Annual Salary
Step 5
Levelat base rateStep 1Step 2Step 3Step 4at Job rateStep 6Step 7
93.08
18144,799.2079.5682.7486.0589.50169,405.6096.80100.67
85.39
17132,841.8072.9975.9178.9582.11155,409.8088.8192.36
78.34
16121,867.2066.9669.6472.4375.33142,578.8081.4784.73
71.87
15111,820.8061.4463.8966.4569.11130,803.4074.7577.74
65.94
14102,575.2056.3658.6260.9663.40120,010.8068.5771.32
60.49
1394,112.2051.7153.7855.9358.17110,091.8062.9165.43
55.50
1286,340.8047.4449.3451.3153.36101,010.0057.7260.03
50.92
1179,206.4043.5245.2647.0748.9692,674.4052.9555.07
46.71
1072,672.6039.9341.5343.1944.9185,012.2048.5850.52
43.25
967,285.4036.9738.4539.9941.5978,715.0044.9846.78
40.05
862,298.6034.2335.6037.0338.5172,891.0041.6543.32
37.08
757,694.0031.7032.9634.2835.6567,485.6038.5640.11
34.33
653,417.0029.3530.5231.7433.0162,480.6035.7137.14
32.09
549,922.6027.4328.5329.6730.8558,403.8033.3734.71
29.99
446,646.6025.6326.6627.7328.8454,581.8031.1932.44
28.03
343,607.2023.9624.9225.9126.9551,014.6029.1530.31
26.19
240,749.8022.3923.2924.2225.1947,665.8027.2428.33
24.48
138,092.6020.9321.7622.6323.5444,553.6025.4626.48
Council Approved: February 12, 2013
Effective: January 10, 2013 (First full pay period in 2013)
201
COUNTY OF ELGIN
By-Law No. 13-07
"BEING A BY-LAW TO AUTHORIZE THE EXECUTION OF A COLLECTIVE
AGREEMENT BETWEEN THE CORPORATION OF THE COUNTY OF ELGIN
AND SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 1 CANADA WITH
RESPECT TO THE CORPORATION'S FULL AND PART-TIME EMPLOYEES
AT THE ELGIN MANOR, TERRACE LODGE AND BOBIER VILLA”
WHEREAS the Service Employees International Union Local 1 Canada by
certificates dated December 20th, 1972 for full-time employees and September 30th, 1974
for part-time employees of Elgin Manor;March 24th, 1982 for full time and part-time
employees of Terrace Lodge; and February 29, 1972 for full-time employees and April 11,
1972 for part-time employees of Bobier Villa, is the certified bargaining agent, save and
except supervisors, persons above the rank of supervisor, registered nurses, office staff,
persons regularly employed for not more than twenty-four hours per week, and students
employed during the school vacation period; and
WHEREAS negotiations have taken place over a period of time, between the
County and the Union, towards establishing orderly collective bargaining relations and
providing an orderly procedure for the disposition of grievances and defining working
conditions and terms of employment for all employees who are represented by the Union,
in the form of a Collective Agreement; and
WHEREAS agreement has now been reached by both parties on the said
procedures, conditions and terms of employment to be included in agreements to cover
the period January 1, 2013 to December 31, 2016 for full and part-time employees of
Bobier Villa, full and part-time employees of Elgin Manor, and full and part-time employees
of Terrace Lodge.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the Warden and the Chief Administrative Officer of the County of Elgin be
and are hereby authorized to sign the Collective Agreement between the County of Elgin
and the Service Employees International Union Local 1 Canada setting forth collective
bargaining relations, disposition of grievances and to define working conditions and terms
of employment for all full and part-time employees of Elgin Manor; all full and part-time
employees of Terrace Lodge; and all full and part-time employees of Bobier Villa
represented by the said Union.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12 DAY OF
MARCH 2013.
Mark G. McDonald, Cameron McWilliam,
Chief Administrative Officer. Warden.
202