10 - September 24, 2013 County Council Agenda
ORDERS OF THE DAY
FOR TUESDAY, September 24, 2013 – 9:00 A.M.
Official County Photograph at 8:30 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes – July 23, 2013
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATION:
9:00 a.m.
Elizabeth VanHooren, General Manager Kettle Creek Conservation
Authority on behalf of Long Point, Catfish Creek and Lower Thames
Valley Conservation Authorities with presentation on “Proposed Joint
Shoreline Management Plan”
9:15 a.m.
Dan McNeil, C.E. Ward One Councillor and Member-Healthy
Communities Partnership Committee and Erica Arnett, health Promoter –
Elgin St. Thomas Public Health and Coordinator – Healthy Communities
Partnership with PowerPoint Presentation titled “Elgin St. Thomas Active
Transportation Initiative”
10:00 a.m.
Ceremonial planting of a sycamore tree in honour of National Tree Day,
north lawn, Administration Building
11:30 a.m.
United Way cheque presentation to Dr. Greg Johnston of the United Way
Campaign Committee
5th Motionto 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 Item (see separate agenda)
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 September - Councillor Marr
Deputy Warden for October - Councillor Walters
October 22, 2013 County Council Meeting
November 12, 2013County Council Meeting
November 15, 2013 2013 Warden’s Banquet - Dutton-Dunwich Community
Centre
November 23, 2013 Elgin County Annual Christmas Party
November 26, 2013 County Council Meeting
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Draft COUNTY COUNCIL MINUTES
Tuesday, July 23, 2013
The Elgin County Council met this day at the Administration Building at 9:02 a.m. with all
members present except Councillors Jenkins and McIntyre, who sent their regrets.
Warden McWilliam in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Walters
Seconded by Councillor Couckuyt
THAT the minutes of the meeting held June 25, 2013 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
–
None.
DELEGATIONS
Elgin County Crier, Dave Phillips, presented a cry regarding the 2013 World Invitational
Town Crier Competition, August 1 – 5, 2013, in Kingston, at which he will be a competitor,
representing the County. The Warden wished him well and presented him with gifts to be
given to the mayor of Kingston.
Retirement Recognition: The intended recipient was unable to attend.
Elizabeth Sebestyen, Housing Services Administrator, St. Thomas-Elgin Ontario Works and
Tim Welch of Tim Welch Consulting Inc., presented a report titled “Draft 10-year Housing
and Homelessness Plan” and a PowerPoint titled “Housing and Homelessness Plan for the
City of St. Thomas – Elgin County.”
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the report titled “Draft 10-year Housing and Homelessness Plan” dated July 23, 2013;
and,
THAT the presentation titled “Housing and Homelessness Plan for the City of St. Thomas –
Elgin County” dated July 23, 2013 be received and filed.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Walters
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
International Plowing Match Legacy Agricultural Scholarship: 2013 Winners – Warden
The Warden presented the report on the two recipients of the 2013 scholarships.
Moved by Councillor Walters
Seconded by Councillor Couckuyt
THAT the Warden and County Council acknowledge and congratulate Jessica Dryfhout of
the Township of Southwold and Kyle Krebs of the Municipality of West Elgin as the 2013
winners of the International Plowing Match Legacy Agricultural Scholarship.
- Carried.
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Rodney and West Lorne Libraries: Revised Hours of Operation – Library Supervisor
The Director of Community and Cultural Services presented the report outlining new hours of
operation at the two libraries.
Moved by Councillor Wiehle
Seconded by Councillor Marr
THAT the hours of operation for the Rodney and West Lorne Libraries as outlined in the
report titled “Rodney and West Lorne Libraries: Revised Hours of Operation” dated June 26,
2013 be approved, effective September 30, 2013.
- Carried.
Acceptance of Court House Time Capsule Proposal – Director of Community and
Cultural Services
The director presented the report outlining the proposal for the County’s contribution to the
time capsule at the redeveloped Elgin County Courthouse.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the report titled “Acceptance of Courthouse Time Capsule Proposal” dated June 27,
2013 be received and filed.
- Carried.
Library Branch Construction Policy Interest-Free Loan Revisions – Director of
Community and Cultural Services
The director presented the report on the levels of interest-free loans available for library
construction.
Moved by Councillor Mennill
Seconded by Councillor Couckuyt
THAT the “Library Branch Construction Policy” be further amended to provide for interest-
free loan limits of $100,000 for small libraries, $200,000 for medium libraries and $400,000
for large libraries and to eliminate restrictions on the number of projects that may be
approved in a calendar year.
- Carried.
Quarterly Information Report: Contract Awards January 1, 2013 to March 31, 2013 –
Purchasing Coordinator
The purchasing coordinator presented the report on the contracts awarded for the first
quarter of 2013.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the report titled “Quarterly Information Report: Contract Awards, January 1, 2013 to
March 31, 2013” dated July 4, 2013 be received and filed.
- Carried.
2012 Annual Report – Director of Financial Services
The director presented the report, noting highlights of 2012.
Moved by Councillor Walters
Seconded by Councillor Couckuyt
THAT the report titled “2012 Annual Report” dated July 16, 2013 be received and filed; and,
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THAT the 2012 Annual Report be approved; and,
THAT the 2012 Annual Report, Consolidated Financial Statements, Financial Information
Return and Municipal Performance Measures Program be issued once the financial
statements have been audited.
- Carried.
Gas Tax Indexing – Director of Financial Services
The director presented the report outlining the change in the Gas Tax Fund.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the report titled “Gas Tax Indexing” dated July 16, 2013 be received and filed.
- Carried.
Capping and Clawback By-Laws – Director of Financial Services
The director presented the report regarding the review of the County’s current tax policy and
the resulting capping and clawbacks.
Moved by Councillor Walters
Seconded by Councillor Ens
THAT the County tax policy set the annualized tax limit increase at 10 percent, the prior year’s
current value assessment tax limit increase at five percent, and the CVA threshold for
protected (increasing) properties at $250, and the “Stay at CVA Tax” to yes; and,
THAT the necessary by-law be prepared.
- Carried.
The meeting recessed for 10 minutes.
GIS Parcel Realignment and Correction Proposal – Manager of Planning
The manager presented the report on the proposal to provide accrual mapping for partner
municipalities.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT County Council endorse the recommendation of local municipal CAO’s and direct the
Manager of Planning and the Purchasing Coordinator to prepare a Request for Proposal to
proceed with a parcel realignment and correction project on behalf of Elgin’s seven local
municipalities, effective in 2014, and that the costs be allocated to each local municipality
based on parcel counts and that private sector contributions be pursued in order to reduce
overall costs; and,
THAT County Council direct staff to advise and seek approval from all local municipal
Councils of all costs associated with such project prior to the County of Elgin entering into
any agreement(s) with vendors; and,
THAT County Council direct staff to renew a multi-end user agreement with Teranet for the
delivery of Digital Assessment Parcel Fabric on behalf of local municipalities.
- Carried.
Official Plan of the County of Elgin: Draft Decision – Manager of Planning
The manager presented the report, outlining the decision on the County of Elgin’s Official
Plan issued by the Ontario Ministry of Municipal Affairs and Housing and the modifications
proposed by the province. He noted the attachments sent out in the original report on July
18, 2013 had been replaced in an addendum, sent out separately, on July 22, 2013.
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Moved by Councillor Walters
Seconded by Councillor Ens
THAT Council of the Corporation of the County of Elgin accepts the decision of the Ministry of
Municipal Affairs and Housing dated July 19, 2013 which includes 57 modifications to the County
of Elgin Official Plan which was adopted by By-Law 12-17 on July 24, 2012; and,
THAT County Council requests the Ministry of Municipal Affairs and Housing to approve the
County of Elgin Official Plan.
- Carried.
2013/2014 Annual Long-Term Care Homes Funding Announcement – Director of Homes
and Seniors Services
The director presented the report outlining the annual increase in funding from the Ministry of
Health and Long-Term Care for the County’s Homes.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT the report titled “2013/2014 Annual Long-Term Care Homes Funding Announcement”
dated July 4, 2013 be received and filed.
- Carried.
Asset Management Plan: Request for Proposal – Director of Engineering Services
The director presented the report outlining the County’s success in securing funding through
the Municipal Infrastructure Investment Initiative Asset Management Program, and the
recommendation to hire one company to complete the program.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Dillon Consulting Limited Request for Proposal, dated May 15, 2013 be selected for
the Asset Management Plan, Contract No. 6290-13-05 at a total price of $39,685, exclusive
of taxes.
- Carried.
Clearing Exemption Application for North Part Lot 11, Concession 3 Municipality of
Dutton/Dunwich – Tree Commissioner/Weed Inspector (Addendum Report)
The Tree Commissioner presented the report recommending that the exemption be
approved.
Moved by Councillor Walters
Seconded by Councillor Wiehle
THAT Council approve an Exemption for Woodlands Clearing conditional on the applicant
contributing an amount of $3 per seedling to a local planting agency. The number of
seedlings in the replanting agreement as per the “No Net Loss” policy is 3,500.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Amanda Gubbels, Deputy Clerk/Deputy Administrator, Township of Warwick with a
resolution titled “Not A Willing Host Community” for Industrial Wind Turbine Projects.
The following recommendation was adopted in regard to Correspondence Item #1:
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Moved by Councillor Walters
Seconded by Councillor Marr
THAT Correspondence Item #1 be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Patricia Li, Assistant Deputy Minister, Ministry of Health and Long-Term Care with
correspondence regarding the land ambulance service grant for the 50:50 partnership for
the 2013 calendar year.
2. Bonnie Vowel, President, Ex-Warden’s Association with appreciation correspondence
regarding the County of Elgin sponsoring the cost of the annual luncheon.
3. Cathy Fox, Communications and Public Relations Specialist, St. Thomas Elgin General
Hospital with media release titled “STEGH Captures Two SW LHIN Quality Awards
Improving Patient Care with the Home First Initiative, and Reducing ER Wait Times.”
4. Courtney Bell, Executive Assistant, St. Thomas Elgin General Hospital with media
release titled “STEGH Foundation Announces New Foundation Executive Director.”
5. Minutes of the Rural Initiatives Committee Meeting held on July 2, 2013.
6. Backus Page House Museum’s brochure and poster.
7. Maureen Beatty, Municipal Advisor, Ministry of Municipal Affairs and Housing with notice
of date change for the ministry’s 2013 Ontario West Municipal Conference from
November 22, 2013 to November 15, 2013.
8. Kim Eitel, Executive Assistant, Elgin St. Thomas Public Health with correspondence
regarding the 2012 Annual Report.
9. Claude Dauphin, President, Federation of Canadian Municipalities (FCM) with his first
message as FCM’s new President.
10. Elgin Federation of Agriculture Farm Adventure Tour with invitation to join the tour of
farms and agri-businesses in Central Elgin, Southwold, Dutton/Dunwich and West Elgin
on September 7, 2013.
11. Dan Mathieson, Chair, Municipal Property Assessment Corporation (MPAC) with an
update on MPAC.
12. Federation of Canadian Municipalities with sympathies to Lac-Megantic.
In regard to Correspondence Item #5: The Warden spoke to the Minister of the Rural Initiatives
Committee and highlighted the various discussions points, noting the specification items under
consideration.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT Correspondence Items #1 – 12 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
The Warden announced that the nomination of the late John Wise to the Canadian Agricultural
Hall of Fame by the County of Elgin and the Elgin Holstein Club had been accepted. The
induction ceremony will take place on November 3, 2013 at the kickoff of the Royal Agricultural
Winter Fair, Toronto. He thanked the members of the nomination committee for their input.
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Notice of MotionNone
–
Matters of Urgency
The Warden asked council to consider making a donation to the community of Lac-Megantic
which experienced a terrible loss of life and fire in a train explosion. Council agreed to
consider this request.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT Elgin County Council provide grant assistance in the amount of $5,000 to Lac-
Megantic, Quebec; and,
THAT Council express its deep sympathy to the Mayor and her citizens in view of the tragic
events in her community.
- Carried Unanimously.
Closed Meeting Items
Moved by Councillor Marr
Seconded by Councillor Couckuyt
THAT we do now proceed into closed meeting session in accordance with the Municipal Act,
Section 240.2 (e) litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board On-going Litigation with a Consulting Firm;
Section 240.2 (b); two items: personal matters about an identifiable individual, including
municipal or local board employees – SEIU Arbitration Outcome & Elgin County Homes –
Operational Requirements and Restructuring Needs; and, Section 240.2 (c);two items: a
proposed or pending acquisition or disposition of land by the municipality or local board –
POA Property Options: Continued & Facility Plan for Museum and Provincial Offences
Court: Next Steps.
- Carried.
The Director of Engineering Services presented the report titled “On-going Litigation with a
Consulting Firm”.
The Director of Human Resources presented the report titled “SEIU Arbitration Outcome”.
The Director of Homes and Seniors Services presented the report titled “Elgin County
Homes – Operational Requirements and Restructuring Needs”.
The Director of Financial Services presented the report titled “Provincial Offences Act (POA)
Property Options: Continued”.
The Director of Community and Cultural Services received permission from County Council
to bring the report titled “Facility Plan for Museum and Provincial Offences Court: Next
Steps” into the open session for discussion.
Moved by Councillor Marr
Seconded by Councillor Couckuyt
THAT we do now rise and report.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the confidential report titled “Ongoing Litigation With a Consulting Firm” dated July 8,
2013 be received and filed.
- Carried.
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Moved by Councillor Walters
Seconded by Councillor Marr
THAT staff be authorized and directed to ratify the agreement with SEIU, Local 1 Canada
regarding an arbitration settlement as described in the confidential report dated July 2, 2013.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT County Council approve the new position of Resident Care Coordinator effective
immediately; and,
THAT the confidential report titled “Elgin County Homes: Operational Requirements and
Restructuring Needs” dated July 8, 2013 be received and filed; and,
THAT Elgin County Council continue to lobby the Ministry of Health and Long-Term Care for
increased funding in the Nursing Envelope to meet the new requirements and regulations.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Walters
THAT the confidential report titled “Provincial Offences Act Property Options: Continued”
dated July 8, 2013 be received for information purposes and retained for future reference.
- Carried.
REPORT
Facility Plan for Museum and Provincial Offences Court: Next Steps – Director of
Community and Cultural Services
The director presented the report on the construction of a new facility on County property
to house a museum and Provincial Offences Act Court. Councillor Walters requested
consideration be given to new Council Chambers.
Moved by Councillor Walters
Seconded by Councillor Marr
THAT the recommendations be amended to include: THAT these plans include an
investigation of the feasibility of creating a new council chambers to permit adequate
attendance and representation from the public.
- Carried.
The main motion, as amended, was then put to a vote as follows:
Moved by Councillor Mennill
Seconded by Councillor Walters
THAT County Council support in principle the development of a new facility by the year 2017
on County property south of the Elgin County Administration Building in order to meet the
identified space needs of the Provincial Offences Act Court (POA) and Elgin County
Museum; and,
THAT the Provincial Offences Act Court space needs proceed regardless of the outcome of
Museum funding with a targeted completion date of January 1, 2017; and,
THAT an architect be directed to develop plans that would encompass a new POA court
facility to be built on County property by 2017 and be scalable to permit the construction of a
new Elgin County Museum provided targeted fundraising/grant levels can be achieved to
offset construction costs of the Museum ($2 million); and,
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THAT these plans include an investigation of the feasibility of creating a new council
chambers to permit adequate attendance and representation from the public; and,
THAT staff be authorized to further develop cost estimates and detailed architectural
drawings for Council’s consideration with funds drawn from “Building Improvements/Space
Needs” (Project #2660-1307); and,
THAT staff be authorized to develop a more detailed financial plan, including a fundraising
strategy and future operational costs, in support of this project for Council’s approval as part
of 2014 budget deliberations; and,
THAT staff be authorized to apply for funding from federal, provincial and private sources in
support of the Museum project as opportunities arise; and,
th
THAT Council dedicate the proposed Museum project in honour of the 150 Anniversary of
the Confederation of Canada and Ontario in the year 2017.
- Carried.
PRESENTATION
The Warden introduced the recipients of the International Plowing Match (IPM) Legacy
Agricultural Scholarships for 2013: Jessica Dryfhout of the Township of Shedden, and Kyle
Krebs of the Municipality of West Elgin. They both thanked council and the IPM Committee
for the scholarships.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Marr
Seconded by Councillor Ens
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Walters
Seconded by Councillor Couckuyt
THAT By-Law No. 13-15 “Being a By-Law to Adopt Optional Tools for the Purpose of
Administering Limits for the Commercial, Industrial and Multi-Residential Property Classes”
be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT By-Law No. 13-16 “Being a By-Law to Establish Revenue Neutral Clawback
Percentages for Certain Property Classes” be read a first, second and third time and finally
passed.
- Carried.
Moved by Councillor Couckuyt
Seconded by Councillor Wiehle
THAT By-Law No. 13-17 “Being a By-Law to Confirm Proceedings of the Municipal Council
of the Corporation of the County of Elgin at the July 23, 2013 Meeting” be read a first, second
and third time and finally passed.
- Carried.
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County Council 9 July 23, 2013
ADJOURNMENT
Moved by Councillor Walters
Seconded by Councillor Wiehle
THAT we do now adjourn at 12:15 p.m. and meet again on September 24, 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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Date: September 11, 2013
To:
Warden Cameron McWilliam
Elgin County Council
From:
Elizabeth VanHooren, General Manager Kettle Creek Conservation Authority on
behalf of Long Point, Catfish Creek and Lower Thames Valley Conservation
Authorities
Re: Proposed Joint Shoreline Management Plan
FOR CONSIDERATION
THAT Elgin County agree to participate in the initiative and consider funding
during the 2014 Budget deliberations.
BACKGROUND
In an ongoing effort to find efficiencies of scales the Catfish Creek Conservation
Authority (CCCA), Kettle Creek Conservation Authority (KCCA), Long Point Region
Conservation Authority (LPRCA) and Lower Thames Valley Conservation Authority
(LTVCA) are considering a collaborative update to their respective Shoreline
Management Plans.
Currently, CCCA, KCCA, LPRCA and LTVCA have separate Shoreline Management
Plans covering the coastal zone of the Lake Erie shoreline in their respective
watersheds. These reports were prepared independently by the same consultant in the
late 1980s. It is recommended that Shoreline Management Plans be updated every
twenty-five years. As such, the current plans are out-of-date and need to take into
consideration current mapping and technical standards pertaining to shoreline hazards.
To date, all four conservation authorities within Elgin County (also known as the Lake
Erie Basin Shoreline Management Collaborative) have passed motions to proceed in
the development of a Joint Shoreline Management Plan. A collaborative of this nature
would provide a more consistent technical study and guide for municipal land-use
planning along the shoreline.In addition, a joint plan would provide for a more accurate
investigation into the dynamics of the entire extent of the shoreline rather than a
sectional or watershed view. The plan would examine the natural hazards and
protection along the shoreline providing recommendations for sustainable development
of the shoreline ecosystems and land uses.
In Elgin County, the conservation authorities have been directed to approach County
Council to cover fifty per cent of the project cost with lower tier municipalities being
asked to fund the other half based on the amount of shoreline within their jurisdiction.
This project is targeted for implementation in 2014 with completion most likely in 2015.
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2
This investment should assist shoreline municipalities to manage the risk associated
with damages to public infrastructure including roads and utilities from erosion. In
addition, a joint plan is more cost effective than conducting five individual plans. A joint
plan will eliminate the retention of multiple consultants and streamline meeting and
administrative costs translating into what should be real cost savings for benefiting
municipalities.
Moreover, a joint plan could be incorporated into the Official Plans of the participating
municipalities, thus ensuring the integrity of the investment by requiring the Shoreline
Management Plan to be reviewed and updated every five years. The Joint Shoreline
Management Plan would include a Steering Committee with a representative (staff or
council) from each participating municipality.
The Joint Shoreline Management Plan Steering Committee will review and comment on
project documentation, assist in developing and finalizing a terms of reference, as well
as attend public and progress meetings as deemed necessary. It is expected that the
Steering Committee will meet several times throughout the project.
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LAKE ERIE/COUNTY OF ELGIN
Shoreline
Management
Why now?
ECONOMIC LOSS DUE TO SHORELINE EROSION
CAN EXCEED TENS OF MILLIONS OF DOLLARS.
A $150,000 INVESTMENT CAN HELP MANAGE THE RISK.
Of the 90 kilometers of Lake Erie shoreline in Elgin County’s jurisdic-
tion, 60% is managed by decades old shoreline management plans and
40% doesn’t have a plan to ensure that development does not increase
flooding, erosion and dynamic beach hazards.
Erosion rates have been as
high as 14 feet per year.
I
n 1989, conservation authorities
Eliminate the retention of multiple
throughout the Province completed
consultants, streamline meeting and
independent shoreline management administrative costs, translating into
plans within their respective jurisdictions. real cost savings;
These plans established acceptable set
Recognizes coastal processes on the
backs for development along Lake Erie.
proper scale (i.e. littoral movement);
The purpose of the plans was to balance the
Provide for a consistent management
options of shoreline prevention, protection,
approach throughout the entire County
environmental impact, monitoring, emer-of Elgin.
gency response and public education in an
overall management plan of the shoreline Shoreline erosion does not affect only lake-
resources.front property owners. All taxpayers are
affected because public parks, swimmers,
However, since that time there have been boaters, anglers, utilities and County infra-
changes to local and provincial planning structure are all subject to costs and damag-
policies, development pressures may have es of erosion. Moreover, reduced property
increased and more accurate and relevant tax revenues and increased insurance costs
Reduced property tax revenues
mapping is available. For these reasons it due to erosion of private homes or county
and increased insurance costs are
is recommended that shoreline manage-infrastructure, such as roads, and flooding
borne by many, even those who
ment plans be updated every 25 years. is borne by all tax payers.
don’t live or own a cottage on the
KCCA and LPRCA are working collabora-Conservation Authorities look to member
lakefront.
tively to build support for a joint Lake Erie/municipalities to bear the cost of the shore-
County of Elgin Shoreline Management line management update. Sharing these
Plan incorporating 90 kilometers of shore-costs among the entire County would be the
line in Elgin County. most equitable. It is estimated a joint pro-
ject would cost $150,000.
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A Joint Shoreline Management Plan would:
90 km and four plans
Efficiencies and Collaboration
REPORTS OF COUNCIL AND STAFF
September 24, 2013
Reports of Council – (ATTACHED)
Warden – Resolution Regarding Agricultural Hall of Fame Portrait for the late John Wise
Councillor Ens and Councillor Walters – Annual Warden’s Banquet and Conference Common
Meeting Room
Staff Reports – (ATTACHED)
Director of Community and Cultural Services – Renovations to Port Stanley Library
Director of Community and Cultural Services – Library Capacity Building Grant 2013 and
Provincial Support of On-Line Resources
Library Coordinator – Library On-Line Resource Update
Library Coordinator – Purchase of collectionsHQ Software from Library Donations
Director of Financial Services – Walter Ostojic and Sons Affordable Housing – Tax Reduction
Director of Financial Services – Budget Comparison – August 2013
Director of Financial Services – 2012 Audited Financial Statements
Director of Engineering Services – Award of Tender – Union Road Slope Rehabilitation
Director of Engineering Services – Terrace Lodge – Hot Water Tank Replacement
Director of Engineering Services – Emergency Medical Services – Approval of Medavie EMS
Ontario
Director of Engineering Services – Speed Zone Amendment: Graham Road, Talbot Line and
Dexter Line
Director of Engineering Services – King George VI Lift Bridge – Operating Agreement with
Central Elgin
Director of Engineering Services – Automated External Defibrillators
Director of Homes and Seniors Services – Registered Nurses’ Association of Ontario’s Long-
Term Care Best Practices Initiative
General Manager of Economic Development – Elgin County Tourism Membership Program
Proposed Fees & Charges Change
Business Development Coordinator – Sustainable Food System: Elgin County Pilot Project
Marketing Assistant – 2013-2014 Events Calendar for United Way Committee
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RESOLUTION REGARDING AGRICULTURAL HALL OF FAME PORTRAIT FOR
THE LATE JOHN WISE
“WHEREAS the late John Clayton Wise has been accepted into the Canadian
Agricultural Hall of Fame for 2013; and,
WHEREAS Elgin County Council and the Elgin County Holstein Association were
honoured to co-nominate Mr. Wise for this prestigious honour given his past
service to Elgin including his tenure as Warden and leader in the Agricultural
Community; and,
WHEREAS it is customary and appropriate to commission a portrait of the
successful nominee for inclusion into the Canadian Agricultural Hall of Fame in
commemoration of Mr. Wise’s outstanding contributions to his county, community
and the many organizations in which he served;
NOW THEREFORE BE IT RESOLVED THAT Elgin County Council and the Elgin
County Holstein Association jointly fund the portrait and attendant costs (estimated
at $4000-$5000) to complete the nomination process and provide an indelible
reminder of a great and selfless leader in Mr. John Clayton Wise.”
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REPORT TO COUNTY COUNCIL
FROM: Councillor Ens and Councillor Walters
DATE: September 12, 2013
SUBJECT: Annual Warden’s Banquet and Conference Common Meeting Room
INTRODUCTION:
Traditionally, each year the current Warden and the County’s Social/Entertainment
Committee with the Administrative Services Department plan a banquet for late in the
year to honour the Warden.
In addition, as per the County’s policy, each year, no later than October, council must
decide if a common meeting room will be required at the February conference of Ontario
Good Roads Association and the Rural Ontario Municipal Association in Toronto.
BACKGROUND:
A review of the annual Warden’s banquet was undertaken last year with a focus on its
main purpose: celebration of the warden’s year in office. The banquet’s format was
reviewed, including the rising costs of venue, food, bar and entertainment; room set-up;
number of speeches and presentations.
The review presented the opportunity to make improvements, which council approved for
the 2012 banquet. An informal review of the 2012 banquet determined that guests enjoyed
the additional time to socialize following the formal portion of the event.
A review was also undertaken two years in regard to the common meeting room, which
outlined the expenses associated with the rental of the room.
CONCLUSION:
The changes that were made in the banquet program to provide less formal activities
before and immediately after dinner in order to focus on time for fellowship were
successful.
In regard to the common meeting room, council has not utilized a room at the conference
for the last two years.
RECOMMENDATION:
THAT Elgin County Council approve the formal program, as attached, for the banquet for
Warden McWilliam on November 15, 2013; and,
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THAT in keeping with policy and past practice, the Social/Entertainment Committee
recommends that the sponsorship of a common meeting room at the Ontario Good
Roads Association and the Rural Ontario Municipal Association be discontinued in 2014
due to budgetary considerations.
All of which is Respectfully Submitted Approved for Submission
Councillor Ens Mark G. McDonald
Councillor Walters Chief Administrative Officer
35
PROGRAM
Chairpersons – Paul Ens & Bill Walters
Grace – David Marr
Toast to the Queen and Canada – Jim McIntyre
DINNER
Thanks to Caterer – Jack Couckuyt
SHORT INTERMISSION
Introductions:Head Table – Bill Walters
County Council – Warden McWilliam
Past Wardens – Dave Mennill
Moment of Silence to Honour Past Wardens – Jim Jenkins
Visiting Wardens and Clerks – Bernie Wiehle
Greetings from – Joe Preston, MP
– Jeff Yurek, MPP
– Heather Jackson, Mayor City of St. Thomas
Recognition of Warden:
Warden’s Presentation:Remarks: Paul Ens
Gift: Past Warden Bill & Barb Walters to
Warden Cameron & Anne Marie McWilliam
Warden’s Remarks
36
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: August 19, 2013
SUBJECT: Renovations to Port Stanley Library
This report informs Council that renovations and accessibility improvements to Port
Stanley Library will be taking place during fall 2013 and early 2014 as part of larger
improvements being made to the Port Stanley Festival Theatre property.
The Port Stanley Library is comprised of 4,640 square feet and is leased by the County
from the Port Stanley Festival Theatre (PSFT).PSFT has announced plans for major
renovations and an expansion to the theatre portion of the adjacent building which will
a portion of the south facing
and existing pillars must be
reinforced to provide enhanced load-bearing for an expansion taking place to the
theatres portion of the floor above.
PSFTortunity to consider other improvements to the library.
Staff are pleased to report that PSFT has agreed to proceed with the following
improvements at their cost:
Installation of a receiving dock and interior corridor on the southeast corner of the
building;
Erection of walls for a staff work area with a kitchenette and staff bathroom in
accordance with accessibility requirements;
New windows along the entire south side of the building. The harbor view
window in the lounge area of the library will be left intact;
Painting and installation of new flooring throughout, including tile in high traffic
areas in the centre corridor.
In addition, the library will be contributing approximately $35,000 towards this project
existing capital budget for accessibility upgrades to facilitate the
following improvements:
Relocation of the circulation desk to the north wall of the building adjacent to the
main entrance;
Technology upgrades, including two new early literacy stations with touchscreen
capability;
Shelving modifications to lower shelving for accessibility purposes and improve
display of collections.
37
Renovations will take place in two phases. The first phase will involve the removal and
replacement of the south wall, reinforcement of the pillars, installation of the receiving
dock and creation of the staff work area. It is expected that this will work will be started
by October 2013 and be completed by December. A large portion of the library will be
off-limits to the public and a partition wall will be installed. The library will need to close
for three days in mid-October in order to pack collections and move equipment in the
affected areas. The library will then operate on a modified basis during this period to
amming in a room provided by the theatre, public computer
usage, access to a limited collection and circulation of materials from other branches.
The second phase of the project involves the remaining interior improvements such as
painting, tiling and carpeting which are expected to take place in January 2014. During
this phase, the library may need to close to the public for a week or more. Council can
be assured that public notices will be well advertised in advance of any service
disruption for both phases of this project.
Staff feel that a formal collaborative partnership with PSFT be endorsed should any
opportunities for joint funding of renovations arise now or in the future. PSFT
fundraising efforts will likely extend over the next few years and future grant applications
may require a letter of support from the library. Staff are seeking authorization to issue
such support as the need arises.
PSFT Executive Members have been in regular communication with staff for well over a
year about the proposed renovations. PSFTcilitate library
Elgin County Library.-
PSFT
significantly enhanced when the full scope of renovations are realized and the library
will have a much more accessible and appealing space to provide high-quality library
services for many years to come.
THAT Elgin County Library be considered a collaborative partner on renovations taking
place to the Port Stanley Festival Theatre property, and,
THAT Renovations to Port Stanley Library, 2013 be
received and filed.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
38
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: August 9, 2013
SUBJECT: Library Capacity Building Grant 2013 and Provincial Support of On-Line
Resources
INTRODUCTION:
Staff were recently informed that the Elgin County Library will receive $4,112 from the
Province of Ontario as a one-time grant to support library projects. This report outlines
a proposed use of these funds for Council’s approval. It also informs Council of the
significant investment being made by the Province to popular on-line resources offered
by the library.
DISCUSSION:
The Ontario Ministry of Tourism, Culture and Sport recently notified staff that the Elgin
County Library will receive $4,112 in one-time funding through the Southern Ontario
Library Service under a “capacity building grant”. Funds are to be expended by
February 1, 2014 and there is no matching requirement.
Staff propose to utilize these funds on the following items, pending final pricing and
product availability:
Door-mounted people counters at the library’s four largest branches
(Straffordville, Aylmer, Port Stanley and Dutton) in order to provide an accurate
count of the number of patrons visiting these branches.
Tablets and data projectors for use in programs.
Video conferencing software (eg. Skype) and equipment for public usage.
In addition to this one-time funding, staff wish to acknowledge the Province of Ontario’s
financial support through the Southern Ontario Library Service of several popular on-line
resources. Resources such as Ancestry, Career Cruising, Canadian Points of View and
Novelist are fully funded by the Province until at least 2015, the in-kind value of which to
the library is at least $20,000 per year.Many of these resources would otherwise be
beyond the capacity of the library’s budget to maintain. Staff recommend that this
significant contribution also be acknowledged.
CONCLUSION:
Staff recommend that the Warden on behalf of Council issue a letter of appreciation to
the Minister of Tourism, Culture and Sport in appreciation of these one-time funds, and
in recognition of the on-going support for many popular on-line resources.
39
RECOMMENDATION:
THAT the Elgin County Library be authorized to expend $4,112 in one-time capacity
building funding from the Ontario Ministry of Tourism, Culture and Sport by February 1,
2014 for the general purposes as outlined in the report “Library Capacity Building Grant
2013” dated August 9, 2013; and,
THAT the Warden on behalf of Council issue a letter of appreciation to the Minister of
Tourism, Culture and Sport and the Southern Ontario Library Service in
acknowledgement of this one-time funding and the significant financial contribution to
on-line resources of the Elgin County Library.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
40
REPORT TO COUNTY COUNCIL
FROM: Sandi Loponen, Library Coordinator
DATE: September 4, 2013
SUBJECT: Library On-line Resource Update
INTRODUCTION:
In July, library staff joined a consortial discount license arrangement with a company
that provides library cardholders with streaming independent films and downloadable
magazines. This report updates Council on recent acquisitions to the library’s collection
of remote-access resources.
DISCUSSION:
As connectivity speeds improve and more vendors are able to serve content to
subscribers over the internet, traditional forms of materials continue to move on-line. In
terms of library collections, this trend began with downloadable audiobooks and
eBooks. Downloadable movies are likely to become mainstream in the next 1-3 years.
Starting in July, library patrons can choose from 60 full-colour reproductions of popular
magazines and download them to their desktop, tablet or smartphone through a service
called Zinio. The collection has been curated by staff to offer something for everyone,
including Maclean’s,Reader’s Digest,Men’s Health, O (the Oprah Magazine) and
Zoomer. There are titles that will appeal to many hobbyists, adults, children and teens.
The same company, Recorded Books, also provides library patrons with access to
IndieFlix, streaming movie shorts, documentaries and full-length independent films.
Since streaming is the only option provided at this time, the movies cannot be
downloaded. However, with both IndieFlix and Zinio, patrons can access content when
they want it and where they want it. There are no wait lists, no fines and no limits on
borrowing – a trend library staff hope will one day be adopted by eBook vendors.
CONCLUSION:
Library staff could not have acquired either Zinio or IndieFlix without the services of the
Southern Ontario Library Service, which negotiated this license on behalf of public
libraries in Ontario. Staff wish to keep County Council informed of these developments
since the nature and number of these resources continues to grow – resources that are
vital to the provision of service to County residents living both within and outside
communities immediately served by library branches.
41
RECOMMENDATION:
THAT the report titled “Library On-line Resource Update” dated September 4, 2013 be
received and filed.
Sandi Loponen Mark G. McDonald
Library Coordinator Chief Administrative Officer
Brian Masschaele
Director of Community and Cultural Services
42
REPORT TO COUNTY COUNCIL
FROM: Sandi Loponen, Library Coordinator
DATE: August 29, 2013
SUBJECT: Purchase of collectionHQ Software from Library Donations
INTRODUCTION:
CollectionHQ is software that analyzes a library’s collection to inform staff of ways to
maximize the use and placement of library materials, identify items that should be
replaced, and suggest materials to add to the collection. As a member of the Ontario
Library Consortium (OLC), Elgin County Library has negotiated a discounted price of
$2,000 for this software, plus a one-time set up fee of $500. This report recommends
Council’s authorization for the library to purchase a one-year license of this software
from the library’s donations account.
DISCUSSION:
Elgin County Library collections are selected, maintained and withdrawn by the Library
Technicians on staff. These responsibilities come in addition to responding to in-depth
research questions and one-on-one technology training with library patrons, a task that
has required more staff time with the proliferation of tablets and other reading devices.
Currently, staff rely on reports generated from circulation records to make decisions to
remove materials that are no longer in demand by patrons. Some consideration is
given as to whether items might perform better in another community’s branch, but this
is a very time-intensive process.
CollectionHQ would provide staff with performance measures of library materials at-a-
glance and identify the communities where certain authors and subjects are in highest
demand. Using this evidence-based system, items that are no longer new would
periodically be shifted to the branch location where they would receive the most use,
maximizing value for money and saving staff time.
In addition, collectionHQ can identify materials by specific subject that the library has
overstocked and under stocked in each branch to help fill collection gaps. And by
comparing our collection against data from other library systems, staff can be made
aware of titles that are performing well at other library systems but are not currently part
of our collection.
Since collectionHQ is made available under the software-as-service model, no
hardware would need to be purchased and no maintenance would be required by IT
staff. A snapshot of the library’s bibliographic data would be sent to the vendor monthly
via FTP, a process the library currently employs with other vendors. Configuration and
maintenance would be completed by library staff in partnership with the vendor.
43
CollectionHQ has been purchased by 10 library systems in the OLC including Huron,
Middlesex, Oxford, Waterloo Region and Wellington. First-year feedback from these
early adopters has been positive and the product comes recommended.
CONCLUSION:
Library staff would benefit greatly from using collectionHQ to save time and maximize
collection spending. Funds are available in the library’s donations account to assist with
a one-year purchase. Since the library will explore the marketplace for an integrated
library system to best meet needs beyond 2015, it is good timing to undertake an
analytic assessment of collections to ensure the existing bibliographic database is
streamlined and clean in the event the library moves to a new system. Should staff
determine that it would be worthwhile to continue this subscription after the first year,
staff will bring forth further information as part of a future budgetary request.
RECOMMENDATION:
THAT Elgin County Library staff be authorized to purchase collectionHQ at a cost of
$2,500 from funds in the library’s donations account (2680-13-01); and,
THAT the report titled “Purchase of collectionHQ Software from Library Donations”
dated August 29, 2013 be received and filed.
Sandi Loponen Mark G. McDonald
Library Coordinator Chief Administrative Officer
Brian Masschaele
Director of Community and Cultural Services
44
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh – Director of Financial Services
DATE: August 26, 2013
SUBJECT: Walter Ostojic and Sons Affordable Housing – Tax Reduction
INTRODUCTION:
The Town of Aylmer has requested that the County of Elgin apply the residential ratio of
one (1) to a property that would otherwise carry the multi-residential ratio of 2.3458. The
multi-residential properties pay almost two and one-half times the tax rate of residential.
DISCUSSION:
Section 110(6) of the Municipal Act allows for this reduction once a corporation under
this program has entered into an agreement with the designated Consolidated Municipal
Service Manager, the City of St. Thomas.
Aylmer has passed by-law 09-10 allowing for the reduction in tax ratio for the Walter
Ostojic and Sons General Construction Ltd. affordable housing project and has
requested that the County also reduce the ratio on this property.
Using 2013 County tax rates, every $1 million of assessment would represent a
savings to the Walter Ostojic and Sons General Construction Ltd. Project of $7,908 in
County taxes. This reduction in their taxes would then be borne by other taxpayers
across the County.
CONCLUSION:
Council has shown its support for affordable housing projects. The reduction of the tax
ratio on this property will assist in keeping rents reasonable by reducing the annual
operations expenditures.
45
RECOMMENDATION:
THAT Council approve a tax ratio of one (1) for the Walter Ostojic and Sons General
Construction Ltd. affordable housing project (Roll # 3411-010-06405, PLAN 164 PT
BLKS L AND M RP, 11R2782 PART 3 AND PT PART 2, Town of Aylmer); and,
THAT this tax ratio shall apply to taxation as of the effective date of the first
supplementary or omitted assessment notice on the property; and,
THAT a by-law be prepared; and,
THAT the Town of Aylmer be requested to keep the County of Elgin apprised as to the
status of the assessment on this property.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
46
FROM: Jim Bundschuh Director of Financial Services
DATE: September 4, 2013
SUBJECT: Budget Comparison August 2013
Attached is the budget comparison for August 2013 year-to-date (YTD) for the County
with favourable performance of $479 thousand; an improvement of $229 thousand since
the last reported May YTD financials.
Highlights of the budget performance for June through August are as shown on
Attachment I as follows:
Line 17 Engineering: $36 thousand favourable performance resulting from move
permits.
Line 18 Homes: $139 thousand favourable performance resulting predominately from
hours worked being better than budgeted.
August 2Sept 4, 2013 be
received and filed.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
47
YTDPrior Report
County of Elgin
Income StatementActualMay
Perform.
Change
As of August 31, 2013Expenses
RevenueNetNetPerformance
Since
Total
1 (13,289,659) 4,387 (13,285,272) (239) (20) (219)
TAXES
2INTEREST CHARGES & INCOME(44,072) (44,056)164903
493
3SOCIAL SERVICES - ST. THOMAS 1,577,400-1,577,400(43,250)(8,650)
(51,900)
4
HEALTH UNIT 625,573-625,573-
- -
5
GRANTS 801,915-801,915-
- -
6
RENTAL INCOME (125,508)109,922(15,586)-(0)
(0)
7
PROPERTY ASSESSMENT 539,730-539,730-
- -
8
ONTARIO MUNICIPAL PARTNERSHIP FU(1,328,175) (1,328,175)--
- -
9
PROJECTS(11,150)166,780155,63020
2
- - - (0) - (0)
10
Total Corporate(14,798,564)3,825,723(10,972,841)(42,778)(8,866)
(51,644)
11
WARDEN AND COUNCIL 200,033(23)200,0107,85511,930
19,785
12
ADMINISTRATIVE SERVICES(13,210)298,143284,93318,6839,547
28,230
13
FINANCIAL SERVICES 343,591-343,59110,1521,230
11,382
14
HUMAN RESOURCES(20,287)322,926302,63818,2413,5914,650
1
15
ADMINISTRATION BUILDING(270,325)481,554211,22921,78011,709
33,489
16
CORPORATE SERVICES 406,745-406,7455,5696,008
11,577
17
ENGINEERING SERVICES(1,017,587)9,971,9708,954,3835,80135,500
41,301
18
HOMES FOR SENIORS SERVICES(11,714,485)14,098,6332,384,148218,44779,690138,757
19
MUSEUM/ARCHIVES(35,270)285,948250,6793,546(2,308)
1,238
20
LIBRARY SERVICES(51,605)1,786,9241,735,3196,202237
6,439
21
INFORMATION TECHNOLOGIES(9,096)571,989562,89323,5156,258
29,773
22
PROVINCIAL OFFENSES(1,175,855)906,143(269,712)(2,849)(2,537)(312)
23
COLLECTIONS - POA(219,086)208,153(10,932)(547)848
301
24
AMBULANCE & EMERGENCY SERVICES(4,052,085)5,956,9601,904,87649,273(9,229)
40,044
25
ECONOMIC DEVELOPMENT & TOURISM(108,656)876,706768,05050,03022,846
72,876
----
- -
26
Total Departmental(18,687,569)36,716,41818,028,850292,603237,669
530,272
27
Total(33,486,133)40,542,1417,056,008249,825228,803
478,628
48
H:\13ManagmentReports\Summary Report Aug16/09/2013 9:14 AM
49
CORPORATION OF THE COUNTY
OF ELGIN
Consolidated Financial Statements
December 31, 2012
50
THE CORPORATION OF THE COUNTY OF ELGIN
Consolidated Financial Statements
For the Year Ended December 31, 2012
Table of ContentsPAGE
Independent Auditors' Report1
Consolidated Statement of Financial Position2
Consolidated Statement of Operations and Accumulated Surplus3
Consolidated Statement of Changes in Net Financial Assets4
Consolidated Statement of Cash Flows5
Notes to the Consolidated Financial Statements6 - 17
Consolidated Schedule of Segment Disclosure 18 - 19
Consolidated Schedule of Tangible Capital Assets20 - 21
51
INDEPENDENT AUDITORS' REPORT
To the Members of Council, Inhabitants and Ratepayers of
The Corporation of the County of Elgin
:
Report on the Consolidated Financial Statements
The Corporation of the County of Elgin
We have audited the accompanying consolidated financial statements of , which
comprise the consolidated statement of financial position as at December 31, 2012, and the consolidated statements of operations
and accumulated surplus, changes in net financial assets, and cash flows for the year then ended, and a summary of significant
accounting policies and other explanatory information.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with
Canadian accounting standards for public sector entities and for such internal control as management determines is necessary to
enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditors' Responsibility
Our responsibility is to express an opinion on these consolidated financial statements based on our audit. We conducted our audit
in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical
requirements and plan and perform the audit to obtain reasonable assurance whether the financial statements are free of material
misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the consolidated financial
statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material
misstatement of the consolidated financial statements, whether due to fraud or error. In making those risk assessments, the auditor
considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design
audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of
the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the
reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the consolidated
financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.
Opinion
In our opinion, the consolidated financial statements present fairly, in all material respects, the consolidated statement of financial
The Corporation of the County of Elgin
position of as at December 31, 2012, and the consolidated statements of operations and
accumulated surplus, changes in net financial assets, and cash flows for the year then ended in accordance with Canadian
accounting standards for public sector entities.
St. Thomas, Ontario
CHARTERED ACCOUNTANTS
September 24, 2013
Licensed Public Accountants
-1-
52
THE CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Financial Position
As at December 31, 2012
2012
2011
$
$
FINANCIAL ASSETS
7,382,900
Cash and cash equivalents 11,668,395
7,581,379
Investments (Note 2)-
2,174,441
Accounts receivable2,185,374
38,781
Other assets21,093
Total financial assets17,177,501
13,874,862
FINANCIAL LIABILITIES
7,279,908
Accounts payable and accrued liabilities6,179,316
2,134,381
Employee post-retirement benefit liabilities (Note 3)2,030,974
590,000
Term loan (Note 5)-
Total financial liabilities10,004,289
8,210,290
NET FINANCIAL ASSETS7,173,212
5,664,572
NON-FINANCIAL ASSETS
180,545,493
Tangible capital assets (Note 4)182,825,445
357,211
Prepaid expenses 434,136
Totalnon-financial assets180,902,704
183,259,581
ACCUMULATED SURPLUS (NOTE 6)188,075,916
188,924,153
The accompanying notes are an integral part of these consolidated financial statements.
-2-
53
THE CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Operations and Accumulated Surplus
For the Year Ended December 31, 2012
Actual
BudgetActual
(Unaudited)
2012
20122011
$
$ $
REVENUES
26,642,540
Requisition of local municipalities26,343,18425,172,314
25,309,353
Transfer payments25,831,53125,957,060
5,718,677
User charges6,305,3406,773,436
213,176
Investment income83,81969,743
2,920,219
Other contributions2,126,2862,317,807
696,971
Gain on disposal of capital assets--
61,500,936
Total revenues60,690,16060,290,360
EXPENSES
5,653,030
General government6,016,7895,486,152
719,409
Property assessment and support719,409705,622
26,350
Emergency measures30,26022,831
1,683,538
Provincial offences1,894,5351,846,768
11,918,255
Transportation services11,490,25912,821,803
5,292,601
Public health services5,309,2204,990,771
8,521,797
Ambulance services8,534,5198,248,347
1,386,968
Social and family services1,445,4001,463,774
20,941,101
Assistance to aged persons21,541,68320,815,173
1,696,723
Social housing1,722,6001,618,828
2,643,316
Libraries (Note 10)2,655,2712,598,066
455,762
Cultural services452,912422,783
208,088
Planning and development277,908307,154
1,134,555
Economic development1,149,1841,042,179
67,680
Agriculture and reforestation65,96462,674
62,349,173
Total expenses (Note 12) 63,305,91362,452,925
ANNUAL SURPLUS (DEFICIT)(848,237)
(2,615,753)(2,162,565)
ACCUMULATED SURPLUS, BEGINNING
OF YEAR188,924,153
188,924,153191,086,718
ACCUMULATED SURPLUS, END
OF YEAR (NOTE 6)188,075,916
186,308,400188,924,153
The accompanying notes are an integral part of these consolidated financial statements.
-3-
54
THE CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Change in Net Financial Assets
For the Year Ended December 31, 2012
2012
2011
$
$
ANNUAL SURPLUS(DEFICIT)(848,237)
(2,162,565)
(8,813,616)
Acquisition of tangible capital assets(7,890,145)
9,467,202
Amortization of tangible capital assets9,449,882
2,106,699
Proceeds on disposal of tangible capital assets-
76,925
Change in prepaid expenses (51,564)
(696,971)
(Gain )loss on disposal of tangible capital assets6,792
216,638
Write-down of tangible capital assets-
INCREASE (DECREASE) IN NET FINANCIAL ASSETS1,508,640
(647,600)
NET FINANCIAL ASSETS , BEGINNING OF YEAR5,664,572
6,312,172
NET FINANCIAL ASSETS, END OF YEAR7,173,212
5,664,572
The accompanying notes are an integral part of these consolidated financial statements.
-4-
55
THE CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Cash Flows
For the Year Ended December 31, 2012
2012
2011
$
$
OPERATING ACTIVITIES
(848,237)
Annual surplus(2,162,565)
(deficit)
Add (deduct) items not involving cash:
9,467,202
Amortization of tangible capital assets9,449,882
103,407
Post employment benefits154,138
216,638
Write-down of tangible capital assets-
(696,971)
oss on disposal of tangible capital assets6,792
(Gain) l
8,242,039
7,448,247
Change in non-cash assets and liabilities related
1,170,762
to operations (Note 12 [b])(34,810)
9,412,801
Net change in cash from operating activities7,413,437
INVESTING ACTIVITIES
(7,581,379)
Purchase of investments-
(7,581,379)
Net change in cash from investing activities -
CAPITAL ACTIVITIES
(8,813,616)
Acquisition of tangible capital assets(7,890,145)
2,106,699
Proceeds on disposal of tangible capital assets-
(6,706,917)
Net change in cash from capital activities(7,890,145)
FINANCING ACTIVITIES
590,000
Term loan advances (repayment)-
590,000
Net change in cash from financing activities-
CHANGE IN CASH AND EQUIVALENTS DURING THE YEAR (4,285,495)
(476,708)
CASHAND CASH EQUIVALENTSBEGINNING OF YEAR11,668,395
,12,145,103
CASH AND CASH EQUIVALENTS, END OF YEAR 7,382,900
11,668,395
SUPPLEMENTARY INFORMATION:
-
Cash paid for interest on debt-
213,176
Cash received for interest on investments69,743
The accompanying notes are an integral part of these consolidated financial statements.
-5-
56
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
The The Corporation of the County of Elgin (the "County") is an upper-tier municipality, comprised of
seven local municipalities, in the Province of Ontario. It conducts its operations guided by the
provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related
legislation.
1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The financial statements of the County are prepared by management in accordance with Canadian
generally accepted accounting principles for local governments as recommended by the Public Sector
Accounting Board of the Canadian Institute of Chartered Accountants. Significant aspects of the
accounting policies adopted by the County are as follows:
Reporting Entity
The consolidated financial statements reflect the assets, liabilities, revenues, expenses of the reporting
entity. The reporting entity is comprised of all organizations, committees and local boards accountable
for the administration of their financial affairs and resources to the County and which are owned or
controlled by the County.
Consolidated Entities
There are no organizations or local boards that are consolidated in these financial statements.
Proportionate Consolidation
The Elgin St. Thomas Public Health has been consolidated on a proportionate basis, based upon the
percentage of grant money provided by the County in comparison to the City of St. Thomas.
Trust Funds
Trust funds administered by the County have not been included in the consolidated statement of
Financial Position nor have their operations been included in the Consolidated Statement of
Operations.
Basis of Accounting
The consolidated financial statements are prepared using the accrual basis of accounting. The accrual
basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are
incurred and measurable based upon receipt of goods or services and/or the creation of a legal
obligation to pay.
Investments
Investments consisting of money market funds and guaranteed investment certificates are carried at the
lower of cost or market value. Interest income is recognized when received or receivable.
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57
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Non-Financial Assets
Non-financial assets are not available to discharge existing liabilities and are held for use in the
provision of services. They have useful lives extending beyond the current year and are not intended for
sale in the ordinary course of operations. The change in non-financial assets during the year, together
with the excess of revenues over expenses, provides the Change in Net Financial Assets for the year.
i) Tangible capital assets
Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to
acquisition, construction, development or betterment of the asset. The cost, less residual value, of the
tangible capital assets are amortized on a straight-line basis over their estimated useful lives as follows:
Land improvements20 years
Buildings20 -40 years
Furniture, fixtures and equipment8 - 16 years
Computer hardware and software2 -4 years
Vehicles4 years
Transportation infrastructure7 - 80 years
Bridges 20 - 60 years
Library books8 years
Amortization begins the first month of the year following the year the asset is placed in service and to
the year of disposal. Assets under construction are not amortized until the asset is available for
productive use.
ii) Contributions of tangible capital assets
Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and
also are recorded as revenue.
iv) Works of art and cultural and historic assets
Works of art and cultural and historic assets are not recorded as assets in these consolidated financial
statements.
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THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Deferred Revenue
Government transfers, contributions and other amounts are received from third parties pursuant to
legislation, regulation or agreement and may only be used in the conduct of certain programs, in the
completion of specific work. In addition, certain user charges and fees which have been collected but
for which the related services have yet to be performed. Revenue is recognized in the period when the
related expense are incurred, services preformed.
Government Transfers
Government transfers are recognized in the consolidated financial statements as revenues in the
financial period in which events giving rise to the transfer occur, providing the transfers are authorized,
any eligibility criteria have been met including performance and return requirements, and reasonable
estimates of the amounts can be determined. Any amount received but restricted is recorded as deferred
revenue in accordance with Section 3100 of the Public Sector Accounting Handbook and recognized as
revenue in the period in which the resources are used for the purpose specified.
In addition, the County periodically receives senior government capital funding in the form of
infrastructure grants and receives ongoing funding from both senior levels of government as a result of
an allocation of the gas tax funds.
Employee Benefit Plans
The County provides a pension plan for its employees through the Ontario Municipal Employees
Retirement System (OMERS). OMERS is a multi-employer pension plan which operates as the Ontario
Municipal Employees Retirement Fund. The fund is a contributory defined benefit pension plan. As this
is a multi-employer plan, no liability is recorded on the County's books. The employer's contribution to
a multi-employer, defined benefit plan are expensed as the obligations arise.
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59
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
1.SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Tax Revenues
In 2012 the County received $26,642,540 (2011 - $25,172,314) in property tax revenues. The authority
to levy and collect property taxes is established under the Municipal Act 2001, the Assessment Act, the
Education Act, and other legislation.
The amount of the total annual property tax levy is determined each year through Council's approval of
the annual budget. Tax rates are set annually by Council for each class or type of property, in
accordance with legislation and Council-approved policies, in order to raise the revenue required to
meet operating budget requirements.
Taxation revenues are recorded at the time billings are issued. Additional property tax revenue can be
added throughout the year, related to new properties that become occupied, or that become subject to
property tax, after the return of the annual assessment roll used for billing purposes. The County may
receive supplementary assessment rolls over the course of the year from MPAC that identify new or
omitted assessments. Property taxes for these supplementary/omitted amounts are then billed according
to the approved tax rate for the property class.
Taxation revenues in any year may also be reduced as a result of reductions in assessment value rising
from assessment and/or tax appeals. Each year, an amount is identified to cover the estimated amount of
revenue loss attributable to assessment appeals, tax appeals or other deficiencies in tax revenue (e.g.
uncollectible amounts, write-offs, etc.).
Use of Estimates
The preparation of consolidated financial statements in conformity with Canadian generally accepted
accounting principles requires management to make estimates and assumptions that affect the reported
amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the
financial statements, and the reported amounts of revenues and expenditures during the period.
Significant estimates include assumptions used in estimating provisions for accrued liabilities,
allowances for vacancies, rebates and uncollectible property taxes and in performing actuarial
valuations of employee future benefits.
In addition, the County's implementation of the Public Sector Accounting Handbook PS3150 has
required management to make estimates of historical costs and useful lives of tangible capital assets.
Actual results could differ from these estimates.
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THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
2. INVESTMENTS
The investments consist of guaranteed investment certificates with maturity dates extending to October
2013 and interest rates ranging from 1.20% to 1.86%. Market value of the investments approximates
cost.
3. POST EMPLOYMENT BENEFITS
2012
2011
$
$
553,003
Vacation credits582,967
1,581,378
Workplace Safety and Insurance premiums - Schedule II Employer1,448,007
2,134,381
2,030,974
The provision of certain employee vacation plans allow for the accumulation of vacation credits for use
in future periods. The approximate value of these credits at December 31, 2012 $553,003 (2011 -
$582,967).
The County is a Schedule II employer under the Workplace and Safety and Insurance Act. As a
Schedule II employer the County assumes liability for any award made under the Act. The Workplace
and Safety and Insurance Board has evaluated the liability estimates for future benefit costs at
December 31, 2012 as $1,581,378 (2011 - $1,448,007).
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THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
4. TANGIBLE CAPITAL ASSETS
Net Book Value
2012
2011
$
$
17,871,023
Land17,967,029
1,117,449
Land improvements1,390,753
19,433,495
Buildings20,846,616
1,916,936
Furniture, fixtures and equipment 1,709,417
560,178
Vehicles526,440
443,048
Computer hardware and software 347,664
116,765,713
Transportation infrastructure116,445,734
19,939,311
Bridges19,974,559
1,361,262
Library books1,475,793
179,408,415
180,684,005
1,137,078
Assets under construction2,141,440
180,545,493
182,825,445
For additional information, see the Consolidated Schedule of Tangible Capital Assets.
During the year there were write-downs of tangible capital assets of $216,638 (2011 - $nil).
5.TERM LOAN
The term loan represents the County's December 31, 2012 proportionate share of the Elgin St. Thomas
Public Health's interim bank financing for the construction of a new office building to be completed by
December 2013. The Public Health can borrow up to $10 million under its bank financing arrangement
at prime less 3/4 % (2012 - 2.25%).
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62
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
6.ACCUMULATED SURPLUS
The accumulated surplus consists of individual fund surplus/(deficit) and reserves as follows:
2012
2011
$
$
SURPLUS
179,995,710
Net investment in tangible capital assets182,825,445
179,020
Share of surplus in Elgin St. Thomas Public Health175,510
9,097,372
Reserves6,958,606
189,272,102
189,959,561
AMOUNTS TO BE RECOVERED
3,145,045
Committed for completion of assets under construction3,563,049
(4,341,231)
Self-financed capital projects(4,598,457)
ACCUMULATED SURPLUS188,075,916
188,924,153
RESERVES
Reserves set aside for specific purposes by council:
-
Working capital500,000
7,120,235
Contingencies3,183,484
-
Insurance66,432
-
Roadway purposes782,436
1,550,806
Homes for senior citizens1,565,324
216,895
Libraries and cultural services248,162
166,667
Ambulance and health services560,000
42,769
Other municipal services52,768
9,097,372
Total reserves 6,958,606
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63
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
7.PENSION AGREEMENTS
The County makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS),
which is a multi-employer plan, on behalf of its staff. The plan is a defined benefit plan which specifies
the amount of the retirement benefit to be received by the employees based on the length of service and
rates of pay.
The amount contributed to OMERS for 2012 was $1,409,680 (2011 - $1,220,022).
8. PUBLIC SECTOR SALARY DISCLOSURE
The Public Sector Salary Disclosure Act, 1996 ( the "Act") requires the disclosure of the salaries and
benefits of employees in the public sector who are paid a salary of $100,000 or more in a year. The
County complies with the Act by providing the information to the Ontario Ministry of Municipal Affairs
and Housing for disclosure on the public website at www.fin.gov.on.ca.
9. CONTINGENT LIABILITIES
From time to time, the County is subject to claims and other lawsuits that arise in the ordinary course of
business. These claims may be covered by the County's insurance up to a maximum amount per
occurrence. In the opinion of management, any litigation, if successful would not have a material impact
on the financial position of the County.
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64
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
10.LIBRARY OPERATIONS
The County Council, operating as a Committee of Council, oversees operations of the Elgin County
library system. A summary of revenue and expenses of the library system operations is as follows:
Actual
BudgetActual
(Unaudited)
2012
20122011
$
$ $
Revenue
116,739
Province of Ontario116,739116,739
-
Government of Canada-6,055
85,315
Book sales, donations, and other project revenue100,943108,891
29,204
Fines34,99634,933
231,258
252,678266,618
Expenses
1,744,254
Salaries and benefits1,711,2481,650,894
339,343
Lease space341,903332,794
30,862
Project costs58,00755,732
41,092
Electronic resources and periodicals41,82232,807
23,254
Photocopy, office supplies21,99621,317
19,499
Telephone, fax20,00418,582
12,743
Travel, mileage12,00015,268
12,005
Programs11,9969,996
8,636
Staff development14,4967,562
3,841
Furniture and fixtures6,9966,874
11,131
Other14,46311,983
2,246,660
Expenses before amortization2,254,9312,163,809
396,656
Amortization396,565434,257
2,643,316
Total expenses2,651,4962,598,066
2,412,058
Net operating costs2,398,8182,331,448
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65
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
11.BUDGET FIGURES
The operating budget approved by the council of the County for 2012 is reflected on the statement of
operations. The budgets established for capital investment in tangible capital assets are on a project-
oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be
comparable with current year's actual expenditure amounts. Certain budget figures have been
reclassified for the purposes of these consolidated financial statements to comply with PSAB reporting
requirements. The budget figures are unaudited.
12. SUPPLEMENTARY INFORMATION:
2012
2011
$
$
[a] Current fund expenditures by object:
24,821,116
Salaries, wages and employee benefits24,157,451
6,516,227
Materials and services 6,597,354
15,793,327
Contracted services16,959,970
587,508
Rents and financial expenses359,238
898,404
Tax write-offs1,088,342
9,467,202
Amortization9,449,882
4,265,389
Transfer to others3,840,688
62,349,173
62,452,925
[b] Change in non-cash assets and liabilities related to operations:
(17,688)
(Increase) decrease in other assets104,900
10,933
(Increase) decrease in accounts receivable(618,509)
76,925
(Increase) decrease in inventories and prepaid expenses(51,564)
1,100,592
Increase (decrease) in accounts payable and accrued liabilities530,363
1,170,762
(34,810)
13.COMPARATIVE FIGURES
Certain comparative figures have been reclassified to conform to the 2011 financial statement
presentation.
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66
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
14. SEGMENTED INFORMATION
The County is a diversified municipal government institution that provides a wide range of services to
its citizens, including contract police services, fire, roads, community services, water and sewer. For
management reporting purposes the County’s operations and activities are organized and reported by
Fund. Funds were created for the purpose of recording specific activities to attain certain objectives in
accordance with special regulations, restrictions or limitations.
The County services are provided by departments and their activities are reported in these funds.
Certain departments that have been separately disclosed in the segmented information, along with the
services they provided, are as follows:
General Government
General government is comprised of County council, administration, treasury, human resources and
information technology, providing services to Council and the other departments.
Provincial Offences
Provincial offences consists of the operations of the County's Court offices, including trials and
proceedings and receiving payment for fines resulting from charges laid by various police forces and
officials operating within the County. Distribution to area municipalities are also reflected.
Transportation Services
The County Engineer's office oversees the maintenance and capital works operations of roads and
bridges throughout the County in accordance with minimum maintenance standards.
Ambulance Services
The County provides land ambulance services to residents from five stations located throughout the
County.
Health Services
Health services are comprised of the County's proportional share of the operation of the Elgin St.
Thomas Public Health and other public health transfers.
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67
THE CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2012
14. SEGMENTED INFORMATION (CONTINUED)
Homes for Seniors
The County operates three long-term care facilities with a total of 247 beds, and two Adult Day
programs for senior citizens. It operates under provincial legislation and oversight of the Ministry of
Health and Long-Term Care.
Social and Family Services
Social and family services consist of the County share of services that provides employment and income
assistance, social housing and child care assistance to eligible participants. The social and family
services program for the County is administered by the City of St. Thomas.
Library and Cultural Services
Library and cultural services are comprised of the operations of the County library and archives system,
Pioneer Museum and other cultural services and transfers.
Planning and Development
Planning and development services include the preparation and administration of the County's Official
Plan, economic development, tourism and agricultural and reforestation services within the County.
For each reported segment, revenues and expenses represent both amounts that are directly attributable
to the segment and amounts that are allocated on a reasonable basis. Therefore, certain allocation
methodologies are employed in the preparation of segmented financial information. The General
Revenue Fund reports on County services that are funded primarily by taxation such as property and
business tax revenues. Taxation and payments-in-lieu of taxes are apportioned to General Revenue
Fund services based on the Fund’s net surplus. Certain government transfers, transfer from other funds,
and other revenues have been apportioned based on a percentage of budgeted expenses.
The accounting policies used in these segments are consistent with those followed in the preparation of
the consolidated financial statements as disclosed in Note 1. For additional information see the Schedule
of Segment Disclosure.
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
Mike Hoogstra, Purchasing Coordinator
DATE: September 6, 2013
SUBJECT: Award of Tender – Union Road Slope Rehabilitation
INTRODUCTION:
As part of the approved 2013 Capital Budget, a tender was advertised and issued as
per the County's Procurement Policy. Submissions were received until August 23, 2013
for the Union Road Slope Rehabilitation Project in the Township of Southwold, Contract
No. 6090-13-02.
DISCUSSION:
A total of twenty six (26) companies downloaded or picked up documents for this
project. Four (4) companies submitted bids for the Union Road Slope Rehabilitation
Tender. Bids were received as follows:
Company Bid Price
(exclusive of taxes)
2153592 Ontario Limited (Elgin Construction) $474,212.79*
J-AAR Excavating Limited $572,629.00
Dufferin Construction Company $592,236.40
Facca Incorporated $696,587.50
*amount corrected
2153592 Ontario Limited operating as Elgin Construction submitted the lowest bid for
the project at a total price of $474,212.79, inclusive of a contingency allowance and
exclusive of H.S.T., for the supply of all labour, equipment and materials. The total
amount allocated for this project was $450,000.00 resulting in a shortfall.
A summary of the costs are outlined below:
Tender Price $ 474,212.79
HST Payable $ 8,347.00
Engineering Costs $ 32,000.00
Inspection Costs $ 15,000.00
Total: $ 529,559.79
Budget: $ 450.000.00
Difference $ 79,559.79
73
Staff are recommending that the additional funding required for this project in the
amount of $80,000 be re-allocated from the Largie Bridge Replacement project. There
is sufficient funding available in the Largie Bridge project account (6290-13-04) to fund
the shortfall.
As per the County of Elgin’s Purchasing Policy, if change orders are required 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.
Due to the tight timelines imposed by Union Gas for this project and the need for this
project to begin as soon as possible, the Warden authorized that staff proceed with the
award of this project to the low bidder so work could begin as soon as possible for
completion by October 25, 2013.
RECOMMENDATION:
THAT 2153592 Ontario Limited o/a Elgin Construction be selected for the Union Road
Slope Rehabilitation Tender, Contract No. 6090-13-02 at a total price of $474,212.79,
inclusive of a contingency allowance and exclusive of H.S.T.; and,
THAT additional funding required in the amount of $80,000 be re-allocated from the
surplus from the Largie Bridge Replacement Project, Contract No. 6290-13-04 to
Contract No. 6090-13-02; and,
THAT if the cost increases above the tender amount approved by Council by more than
10%, the Director will prepare a further report to Council outlining the expenditures; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
Mike Hoogstra
Purchasing Coordinator
74
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: August 26, 2013
SUBJECT: Terrace Lodge - Hot Water Tank Replacement
INTRODUCTION:
Terrace Lodge was constructed in 1977 and recently the two hot water tanks that were
replaced in 1985, have had a significant increase in maintenance. Three years ago the
two hot water storage tanks were replaced and the kitchen and laundry hot water tanks
were replaced eight years ago.
This report recommends that the two original hot water tanks be replaced. Since this
project was not budgeted for in the 2013 Capital Program, the monies will be allocated
from three projects.
DISCUSSION:
Terrace Lodge has two kitchen and laundry hot water tanks, two hot water tanks for the
rest of the building, and two storage tanks for the rest of building. The hot water tanks
are 28 years old and in need of replacement, while the two storage tanks and kitchen
and laundry tanks were replaced recently. The storage tanks were replaced due to the
significant increase in maintenance costs, similar to the state of the original hot water
tanks now.
The two hot water tanks are used for all areas of the facility except the kitchen and
laundry.
Due to the age of the tanks, the high probability of further leaks and that the delivery of
new tanks is at least three weeks, replacing the tanks soon would be appropriate. It
should be noted that removing and replacing the old tanks requires a maximum of two
days of no hot water for the change-over with the exception in the kitchen and laundry
since that system is independent. This will require written notice to the Ontario Ministry
of Health and Long-Term Care. There will be disruptions to the residents since bathing
cannot occur, and there will be no hot water in any of the bathrooms.
Staff have estimated the cost to replace the infrastructure at $31,500. The new hot
water tanks will be more energy efficient and also have significantly less maintenance
costs.
In order to fund the project to replace the two hot water tanks at Terrace Lodge, staff
are recommending re-allocating from three projects: 4502-13-51 Terrace Lodge Window
Replacement, $10,000 (project not started); 4503-12-03 Bobier Villa Kitchen Heating
Ventilation and Air Conditioning (HVAC), $18,000 (project completed); and 4503-12-04
Bobier Villa Insulate Garage, $3,500 (project completed).
75
CONCLUSION:
The two hot water tanks at Terrace Lodge are 28 years old and require replacement
due to the increase in maintenance costs.
The new tanks will save on energy and maintenance costs.
RECOMMENDATION:
THAT the report titled “'Terrace Lodge Hot Water Tanks Replacement” dated August 26,
2013, be received and filed; and,
THAT the two hot water tanks be replaced at Terrace Lodge at an estimated price of
$30,000 and the monies be re-allocated from the three projects: 4502-13-51 Terrace
Lodge Window Replacement; 4503-12-03 Bobier Villa Kitchen Heating Ventilation and
Air Conditioning (HVAC); and 4503-12-04 Bobier Villa Insulate Garage.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
76
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
Jim Bundschuh, Director of Financial Services
DATE: August 26, 2013
SUBJECT: Emergency Medical Services – Approval of Medavie EMS Ontario
INTRODUCTION:
The County of Elgin issued a Request for Proposal (RFP) in the spring of 2013. The
RFP was advertised as per the Purchasing Policy and one firm submitted a response,
Medavie EMS Ontario.
The County, after several meetings and the Solicitors involvement, is now able to
recommend the acceptance of Medavie and request authorization to sign the
agreement.
DISCUSSION:
After issuance of the RFP and receiving one reply, County staff thoroughly reviewed the
proposal from Medavie. Shortly thereafter, a meeting occurred to discuss the
interpretation of the proposal from Medavie and the company subsequently replied with
clarification.
Another meeting was arranged to further clarify the proposal and to discuss specific
wording changes and interpretations.
The points of clarification centered on the: financial; administrative; technical; and legal
aspects of the agreement. All the issues are now complete and staff are recommending
that the agreement be signed once the County solicitor has reviewed the
agreement and made the final changes.
As Council is aware, the current operations for response times is better than the
provincial standards with the exception of Bayham. As of February 2013 an additional
emergency response unit has been deployed in Straffordville as a short-term pilot
project. The response times since February 2013 until the end of June have improved
significantly but they still do not meet the requirements of 17 minutes and 30 seconds
within that municipality. This will be addressed later this year.
Medavie will examine ways and means of achieving the standard including the options
presented in the RFP. Medavie has requested additional time to address this important
issue and they have indicated that they will present a report to the October or November
Council meeting.
The 2014 proposed budget for EMS services is $8,245,000, which is 5.0 % higher than
the 2013 budget and does not include an amount for incremental improvements to
77
Bayham response time as mentioned. This will be discussed by Medavie this fall. The
remaining three years will have budget increases in the 2% range (see Appendix A).
Since Medavie has met all of the county's requirements, staff are requesting that the
agreement be approved for signatures once County Solicitor has made the final
revisions.
CONCLUSION:
The County issued an RFP for land ambulance services for the county and city.
Medavie submitted a proposal that was vetted not only by county staff but also legal
counsel. After that review the proposed agreement will have a few minor amendments.
Staff are now requesting that the agreement be approved for signature.
RECOMMENDATION:
THAT the report titled "Emergency Medical Services – Approval of Medavie EMS
Ontario" dated August 26, 2013 be received and filed; and,
THAT the Warden and CAO be directed and authorized to sign the agreement for Land
Ambulance Emergency Services for the County of Elgin and the City of St. Thomas, and
the necessary by-law be approved.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
78
Appendix A
Year Base Costs $ change from % Change IncrementalIncremental
prior year from Prior Cost Bayham Cost for Start
Yearup and Shut
(x1,000) (x1,000) Down
(x 1,000) (x1,000)
2013 $8,245 $189 (note 1)
2014 $8,656 $411 5.0 TBD (note 2) $226
2015 $8,841 $185 2.1 TBD
2016 $9,014 $173 2.0 TBD
2017 $9,189 $175 1.9 TBD
Notes:
1) One time pilot project.
2) TBD – to be determined by Council following consideration of options presented
by Medavie.
79
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: July 16, 2013
SUBJECT: Speed Zone Amendment: Graham Road, Talbot Line and Dexter Line
INTRODUCTION:
The County received a request from the Municipality of West Elgin Council to reduce the
speed limit on Graham Road from 80 km per hour to 50 km per hour. Also, staff received an
e-mail from a resident on Talbot Line to reduce the speed limit from 80 km per hour to 60 km
per hour. Lastly, the county requires a reduction to the speed limit from 80 km per hour to 50
km per hour to accommodate the new road alignment on Dexter Line.
DISCUSSION:
The Council of the Municipality of West Elgin requested that the County reduce the speed
limit on Graham Road from Marsh Line south approximately 1 kilometer. The County of Elgin
uses the Highway Traffic Act’s definition of a ‘built-up’ area to define reduced speed zone
areas which provides a consistent approach to establish reduced speed zone areas. Staff
reviewed the area and it does meet the requirements of a built-up area. Staff recommend
that the speed limit be reduced to 60 km per hour, rather than 50 km per hour, due to the
increased sight distances. There are increased sight distances due to the set-back nature of
the housing infrastructure and rural cross section. Staff recommend that the speed limit be
reduced from the north property limit of Marsh Line southerly 1,049 meters.
The second area for a speed reduction is on Talbot Line west of Shedden. The County
received a request to extend the speed limit, since the built-up area has been extended. Staff
confirmed the area meets the requirement of a built-up area and agree to a reduced speed
zone from the west property limit of Union Road westerly 508 meters.
The third area for a speed reduction is on Dexter Line in the Municipality of Central Elgin and
the Township of Malahide. A minor re-alignment was completed on Dexter Line and due to
engineering considerations the speed limit requires a reduction from the present limit
westerly to the minor re-alignment. Staff was interested in a cost effective solution to the re-
alignment so the horizontal curve radii and the cross fall were reduced which significantly
minimized the minor re-alignment length and therefore cost. Staff recommend that the speed
limit be reduced from the west property limit of Imperial Line westerly 2,485meters.
CONCLUSION:
Graham Road and Talbot Line require a reduced speed limit due to the extension of the built
up area and Dexter Line requires a reduced speed limit due to engineering considerations.
80
RECOMMENDATION:
THAT the existing speed zone by-law be amended to include: Graham Road from the north
property limit of Marsh Line southerly 1,049 meters from 80 km per hour to 60 km per hour;
Talbot Line from west property limit of Union Road westerly 508 meters to a 60 km per hour;
and Dexter Line be reduced to 50 km per hour from the west property limit of Imperial Road
westerly 2,485 meters; and,
THAT the O.P.P. be notified of the changes to the speed limit by-law.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: August 26, 2013
SUBJECT: King George VI Lift Bridge - Operating Agreement with Central Elgin
INTRODUCTION:
Bridge Street in Port Stanley is under the ownership of the County of Elgin and included
with the road infrastructure is the King George VI Lift Bridge. Since the County assumed
the road and therefore the bridge more than 10 years ago, the County is responsible for
capital, major maintenance and operating costs while Central Elgin has assumed all the
labour costs to operate the bridge.
The original agreement has expired and requires an extension.
This report recommends that Council approve the agreement.
DISCUSSION:
More than 10 years ago the County of Elgin assumed the ownership of several streets
in Port Stanley, including Bridge Street, from Central Elgin. At that time, Council agreed
that the County would fund the capital, major maintenance and operating costs and
Central Elgin would assume the labour cost to operate the bridge. An agreement was
signed by both parties at the time of transfer.
Recently, staff from both municipalities reviewed the original agreement, accepted a few
minor changes and added two schedules for clarification. The County Solicitor made the
changes and is satisfied with the agreement. Central Elgin Council has approved the
document for execution.
The agreement covers: term; responsibilities by each party; hold harmless and
indemnification; dispute resolution; and miscellaneous.
CONCLUSION:
An agreement is required between Central Elgin and the County of Elgin to protect each
parties’ interest for the operation and rehabilitation of the important infrastructure.
RECOMMENDATION:
THAT the report titled "King George VI Lift Bridge - Operating Agreement with Central
Elgin" dated August 26, 2013, be received and filed; and,
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THAT the Warden and Chief Administrative Officer be directed and authorized to sign
the agreement.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: August 26, 2013
SUBJECT: Automated External Defibrillators
INTRODUCTION:
The Ontario government is committed to increasing the access to Automated External
Defibrillators (AED). The province is in the process of developing a centralized registry
for the number and location of AED’s.
This report recommends that the Thames Emergency Medical Services (EMS) gather
the information from the Elgin County and the City of St. Thomas area for the province.
DISCUSSION:
Ontario is aware of the importance of AED’s within our communities. The province is
seeking our support in gathering information, such as the number and location.
The Ontario government is requesting the help of the EMS providers in gathering the
information and populating the data on the provincial registry, once completed.
It should be noted that under most jurisdictions within Ontario, the EMS providers are
the leaders of the AED; therefore, the province is seeking the assistance of all Ontario
EMS groups. However, within Elgin County and the City of St. Thomas, the
municipalities are the sponsors of the program; if County Council supports this program,
then each municipality would need to co-operate with Thames EMS to supply the
required information.
Council should be aware that this is an administrative program, but it could be
expanded to include, among other things, providing public and private establishments
funding for additional PAD’s in the county and city.
CONCLUSION:
This program has many benefits: since it will improve the efficiency of the program, and
our cooperation with the Province will save lives via 911 calls.
RECOMMENDATION:
THAT the report titled “Automated External Defibrillators” dated August 26, 2013 be
received and filed; and,
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THAT our municipal partners within the County and City of St. Thomas be encouraged
to co-operate with Thames EMS to supply the required information.
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: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: August 19, 2013
SUBJECT: Registered Nurses’ Association of Ontario’s Long-Term Care Best
Practices Initiative
INTRODUCTION:
The Ministry of Health and Long-Term Care (MOHLTC) continues to provide
opportunities to enhance the dissemination and implementation of evidence-based
practices and best practice guidelines in long-term care homes. In order to maintain
strong linkages with the regions and long-term care homes across the province, there
continues to be a need to have host agencies at the local level to provide support to the
Long-Term Care Best Practice Coordinators. Funding has been provided for Long-
Term Care Best Practice Coordinators across the province, one of which will continue to
be housed at Elgin Manor.
DISCUSSION:
In April 2011, the Home’s staff submitted an application to the Registered Nurses
Association of Ontario (RNAO) for consideration as Host Agency for a Best Practice
Coordinator for LHIN 2. The renewal occurred again for 2012/2013 and the RNAO has
notified staff that funding for 2013/2014 is being awarded.
The Best Practice Coordinator will continue to be provided with office space, office
supplies, internet access, telephone and clerical support as needed. The RNAO will
pay a lump sum of $5,000 to the County of Elgin to cover any overhead costs for the
above noted support; will pay all expenses related to salary, benefits, expenses,
computer equipment, cell phones, travel, etc., as the Best Practice Coordinator is an
employee of the RNAO, not the County of Elgin.
The RNAO has asked the County of Elgin to engage in this partnership by signing a one
year agreement with the potential for renewal after March 31, 2014. The partnership
would commence June 1, 2013.
CONCLUSION:
The RNAO continues to request renewal of an annual agreement for a satellite location
for a Best Practice Coordinator with Elgin County Homes. This is an excellent
opportunity and partnership for the Homes as staff continues to work toward
implementing Best Practice Guidelines under the Long-Term Care Act, 2007 and
additional quality improvement initiatives.
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RECOMMENDATION:
THAT Council authorizes staff to sign a one year agreement with the RNAO for Elgin
Manor to continue to be the Host site for a Best Practice Coordinator; and,
THAT the report titled “Registered Nurses’ Association of Ontario’s Long-Term Care
Best Practices Initiative” dated August 19, 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
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REPORT TO COUNTY COUNCIL
FROM: Alan Smith, General Manager of Economic Development
Kathryn Russell, Tourism Development Coordinator
DATE: September 10, 2013
SUBJECT: Elgin County Tourism Membership Program –
Proposed Fees & Charges Change
INTRODUCTION:
Elgin County Tourism is dedicated to providing its members with excellent service, tools
and opportunities to support the development of the growing tourism industry. Partners
of the Tourism Membership Program have traditionally included both Elgin County and
St. Thomas members, who have enjoyed the same benefits for the low annual fee of
$100 (plus HST). However, as a result of the City withdrawing from its tourism
partnership with the County, it is recommended that the current tourism membership
structure be revised in 2014 to take into consideration that the City is no longer
subsidizing the tourism members who are located in St. Thomas. This report provides a
suggested tiered membership structure with an increased membership fee for tourism
members located outside of the County and no change to the current annual fee for
Elgin County members.
DISCUSSION:
The annual fee of $100 (plus HST) to participate in the Elgin County Tourism
Membership Program includes the following benefits; priority member directory listing
on elgintourist.com with photo and description, tourism signage discount ($50/sign),
member listing in Visitor’s Guide (print 40,000 copies & online over 4,000 views),
networking opportunities, free workshops, brochure distribution, exposure at regional
and local tourism information centres, cooperative advertising at reduced rates,
informative E-newsletters, business promotion and photography.
In 2013, Elgin County Tourism consisted of a total of 148 members, of which 117 were
located in Elgin County, 27 were located in St. Thomas, and 4 were located outside of
St. Thomas and Elgin County. The St. Thomas members account for $2,700 in revenue,
out of the $13,300 in 2013 fees. Of note, 15 of the 148 are non-paying members, as a
result of reciprocal relationships.
Given the recent changes with St. Thomas administering its own tourism program, it is
recommended that the current tourism membership structure, be revised in 2014 to
include two categories of membership; Elgin County Tourism Members and Affiliate
Members (those businesses located outside of Elgin County).
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As Elgin County Tourism evolves, it is recommended that current tourism members
located in Elgin County receive the same benefits as they have in the past for the same
annual fee of $100 (plus HST). However, tourism businesses located outside of Elgin
County are welcome to become a member of Elgin County Tourism, but will pay a
higher fee as Affiliate members.
Elgin County Economic Development and Tourism is empowered to market the County
on behalf of its members and its residents. All owners of property and businesses
located in Elgin County contribute taxes on an annual basis to support ongoing
marketing initiatives and therefore contribute to the Elgin County Tourism budget. As a
result, those businesses outside the County do not pay (taxes) into the program budget
and it is recommended that they are required to pay a higher fee.
The Affiliate Membership takes into account the changing business environment of the
tourism industry, the needs and interests of Elgin County Members, the demands of our
visitors and the opportunities for mutual beneficial partnerships with businesses outside
the County’s membership area. Below is the proposed membership structure, including
a rationale for the proposed Affiliate Member yearly fee.
Proposed Membership Structure
Type Yearly Fee Benefits
Tourism Members$100Same as listed above
(Elgin County only) (+HST)
Affiliate Members $388Same as listed above
(outside of Elgin County) (+HST)
The Affiliate Member yearly fee of $388 (+HST) is based on dividing the 2013 Tourism
Marketing Budget ($57,413) by the total membership (148). The suggested Affiliate
Member yearly fee is recommended to be used as the standard moving forward in
subsequent years.
It should be noted that given the past relationship with the City, the St. Thomas
Economic Development Corporation was given an opportunity to subsidize the cost of
the membership program which would have maintained the $100 membership fee for
tourism members located within the City, however they declined.
CONCLUSION :
The Elgin County Tourism Membership Program provides its members with valuable
benefits, which not only help to promote their business, but help create a tourist
destination where visitors are informed and excited about the numerous attractions and
events. By offering two membership categories, Elgin County is providing options to
members outside of the area to benefit from the same rewards as Elgin based
businesses, although at a higher fee.
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RECOMMENDATION:
THAT the suggested tourism membership fee structure of $388 (+HST) for members
outside of Elgin County, and the $100 (+HST) for Elgin County members, be approved
and the necessary by-law be prepared.
All of which is Respectfully Submitted Approved for Submission
Alan Smith Mark G. McDonald
General Manager of Economic Development Chief Administrative Officer
Kathryn Russell
Tourism Development Coordinator
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REPORT TO COUNTY COUNCIL
FROM: Kate Burns, Business Development Coordinator
DATE: August, 28, 2013
SUBJECT: Sustainable Food System: Elgin County Pilot Project
INTRODUCTION:
The Sustainable Food Systems project was created in 2011 through a strategic
partnership between the Southwest Economic Alliance and the London Training Centre.
The project is now administered solely by Southwest Economic Alliance (SWEA), which
has made it a key strategic priority with plans to establish it as an independent
organization under the name Centre for Sustainable Food Systems. The initial research
phase was funded, in part, by the Labour Market Partnerships program to conduct
research into trends and challenges facing agriculture and food, and to position a
sustainable food system model for Southwestern Ontario (SWO) for the purpose of
beginning to identify new employment opportunities, associated skills, and training and
education requirements.
DISCUSSION:
Elgin County has been selected as the pilot community for the Sustainable Food
System Pilot Project by SWEA.
The pilot sets out to develop an action plan for creating a Sustainable Food Cluster that,
when executed, will create jobs and economic prosperity, and serve as a success
template for other counties within Southwestern Ontario. Elgin County is an excellent
choice because its 2011-2014 economic strategy has a strong focus on food and
agriculture.
The first phase of the pilot is to develop food clusters in each county to sustainably
grow, process, aggregate and distribute as many different types of food as possible for
consumption within their local food shed. The challenge is that growing conditions have
created geographic concentrations of food types (e.g. pork in Perth County, vegetables
along the north shore of Lake Erie) consequently, to provide a full complement of
different types of foods in each County, it will be necessary to distribute unique and
excess, primary and processed food throughout the network of clusters within SWO.
Phase Two of the project is Action Planning & Execution. To identify specific, local
labour market opportunities, the next step is to form diverse, collaborative, action
planning teams in each county, for the purpose of creating and executing on viable,
integrated action plans that identify new production, processing and storage, and
leverage existing infrastructure, initiatives and programs. An additional collaborative
team will be needed for the purpose of knitting the clusters together for food distribution
between the clusters (and beyond the SWO region), and to work together to identify the
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optimum location and size of regional scale-networked processing/storage facilities
when it makes sense to do so.
Roles & Responsibilities
Elgin County Economic Development
To provide staff resources, meeting location, and researching to the action committee.
Sustainable Food System (Tom Schell)
To act as a facilitator for the action committee
SWEA
Manage the project; advocate and obtain funding to move action plan forward.
Action Committee
Will develop a set of goals
Develop a plan to achieve goals
Proposed members of the Action Committee
Ontario Federation of Agriculture, Elgin Federation of Agriculture, County of Elgin, Elgin-
St. Thomas Health Unit, Alliance of Ontario Food Processors, Elgin Middlesex Oxford
Workforce Planning and Development Board, other organizations that are part of the
value chain.
Timeline
September 24, 2013 – Proposal to Elgin County Council
Week September 30,2013 – Contact potential committee members
Week October 7, 2013 – First committee meeting, project review, background etc.
November 2013 – Committee meets to set goals, objectives for the team, set a date for
a Food Summit
2014 – Team develops action plan based on feedback from Food Summit and
information gathered from existing resources.
CONCLUSION:
By agreeing to be the pilot community for this project Elgin County will be a leader in
moving forward with food and agricultural initiatives. This is an opportunity to enhance
Elgin’s agri-business community as well further the County’s economic development
strategies and goals.
RECOMMENDATION:
THAT Elgin County Council endorse the Local Sustainable Food System Pilot Project
as described in the August 28, 2013 report.
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All of which is Respectfully Submitted Approved for Submission
Kate Burns Mark G. McDonald
Business Development Coordinator Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Elgin County United Way Special Events Committee
Jennifer Ford, Senior Financial Analyst and ECUWSEC Chair
DATE: September 9, 2013
SUBJECT: 2013-2014 Events Calendar
INTRODUCTION:
Through a combined effort of fundraising activities and payroll deductions, the County of
Elgin will have donated $51,000 to the Elgin St. Thomas United Way by the end of
2013. The Committee presents this update for Council’s support of the fundraising
activities and other social events planned by the Elgin County United Way Special
Events Committee (ECUWSEC) beginning in September 2013 and running through to
August of 2014.
DISCUSSION:
Our payroll signup campaign kicks off our 2014 fundraising activities and is highlighted
at this time of year in order to enrol new payroll deduction donors. In keeping with past
campaigns, new and currently enrolled staff are able to dress down on Fridays for the
2014 year. These staff are also eligible for chances to win additional prizes including
days off with pay and are entered into a draw to be held on November 22, 2013. The
prize structure is as follows:
A donation of $2.00 or more per pay entitles you to participate in Dress Down Fridays.
A donation of $3.00 or more per pay entitles you to participate in Dress Down Fridays,
an opportunity to be entered into a draw for 1 day off with pay in 2014, and 5 draws of
$50.00 gift cards.
A donation of $5.00 or more per pay entitles you to participate in Dress Down Fridays,
an opportunity to be entered into a draw for 1 day off in 2014 AND a draw for 2 days off
with pay in 2014, and 5 draws of $50.00 gift cards.
The committee will be selling Elgin County Logo wear during the month of October.
Featured will be the white jackets from previous golf tournaments as well as last
tournament’s blue jackets and blue golf shirts on a pre order and prepaid basis.
Delivery of the items will occur in November.
This year we will be offering a special “Buy In Friday” at each of the facilities. One
Friday will be chosen as Team Logo T-shirt/Jersey Day. “Buy In Friday” will extend an
invitation to staff who do not normally contribute to the dress down Fridays to buy In for
one time only for $2 and also dress in their favourite team’s sports shirt.
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Our 2013 Christmas party will be held at St. Anne’s Centre on Saturday, November 23,
2013. This social event is designed as an opportunity for staff to gather together and
enjoy the holiday season. This year we are featuring singing impressionist Mat
Gauthier and music to dance to by DJ Chris Triska. Tickets are $30 per person and
must be purchased in advance.
We have reserved some seats at four London Knights games this year. The following
dates are set aside::
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November 8 Knights vs. Barrie
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December 4 Knights vs Sault Ste. Marie is the Teddy Bear Toss Game
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January 24 Knights vs Sarnia
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March 14 Knights vs Owen Sound is the last scheduled game
The 2014 Golf Tournament will be hosted at the Kettle Creek Golf & Country Club. The
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date set for the tournament is June 18, 2014. Our last two tournaments have been sell
outs and you don’t want your team to miss out on all the fun so please when you get
your registration forms, register and forward payment early in order to secure a spot.
CONCLUSION:
It is the mandate of ECUWSEC to organize events throughout the year. Some events
are designed to help raise money for the United Way while others are designed as a
social activity only. As always, we extend an invitation to the councils and employees of
our member municipalities to join us at many of our planned events throughout the year.
RECOMMENDATION:
THAT Council support the Elgin County United Way and Special Events Committee’s
2013/2014 activities as outlined in this report.
All of which is Respectfully Submitted Approved for Submission
Jennifer Ford Mark G. McDonald
Senior Financial Analyst and Chief Administrative Officer
ECUWSEC Chair
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COUNTY OF ELGIN
By-Law No. 13-18
WHEREAS the Corporation of the City of St. Thomas is designated as the
Consolidated Municipal Service Manager for the CMHC-Ontario New Affordable Housing
Program; and
WHEREAS the City of St. Thomas has enacted Municipal Housing Facilities By-law
No. 80-2005; and
WHEREAS the City of St. Thomas has entered into an agreement with Walter
Ostojic and Sons General Construction Ltd. for the provision of affordable housing; and
WHEREAS the Walter Ostojic and Sons General Construction Ltd. is the registered
owner of the property described in Schedule "A" attached hereto and forming part of this
by-law; and
WHEREAS Section 110(9) of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, provides that if a municipality designated as service manager under the Social
Housing Reform Act, 2000, has entered into an agreement under Section 110 with respect
to housing capital facilities, any other municipality that has not entered into an agreement
under Section 110 with respect to capital facilities and contains all or part of the land on
which the capital facilities are or will be located may exercise the power under Section
110(6) with respect to the land and the capital facilities; and
WHEREAS Section 110(6) permits a municipality to exempt from taxation for
municipal and school purposes for capital facilities where an agreement to provide
municipal capital facilities has been entered into, subject to the notice provisions,
limitations and requirements set out in the Municipal Act; and
WHEREAS the Town of Aylmer has requested the County of Elgin to apply the tax
ratio of 1 to the Walter Ostojic and Sons General Construction Ltd. project.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the tax ratio of 1 shall apply to the Walter Ostojic project, as described in
Schedule "A" attached hereto and forming part of this by-law.
2. THAT this tax ratio shall apply to taxation raised for municipal purposes as of the
effective date of the first supplementary or omitted assessment notice on the property as
issued by the Municipal Property Assessment Corporation pursuant to the Assessment Act
and shall apply as long as the Facility Agreement is in good standing and not in default.
3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized
and directed to execute all documents necessary in that behalf and to affix thereto the seal
of the Corporation of the County of Elgin.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 24 DAY OF
SEPTEMBER 2013.
Mark G. McDonald, Cameron McWilliam,
Chief Administrative Officer. Warden.
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SCHEDULE 'A'
By-Law No. 13-18
LEGAL DESCRIPTION
Roll # 3411-010-06405
PLAN 164 PT BLKS L AND M RP
11R2782 PART 3 AND PT PART 2
Town of Aylmer,
County of Elgin
Instrument Number: CT53463
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COUNTY OF ELGIN
By-Law No. 13-19
“BEING A BY-LAW TO ADOPT A POLICY FOR THE PROCUREMENT OF GOODS
AND SERVICES FOR THE CORPORATION OF THE COUNTY OF ELGIN AND TO
AMEND BY-LAW NO. 05-10”
WHEREAS pursuant to Section 271(1) of the Municipal Act, 2001, S.O. 2001, c.25,
as amended, a municipality shall adopt policies with respect to its procurement of goods
and services; and
WHEREAS Council did previously pass By-Law No. 05-10 which standardized
procedures to ensure fair and equitable practices for the procurement of all County goods
and services; and
WHEREAS, pursuant to Section 271(1) of the Municipal Act, 2001, S.O. 2001, c.25,
as amended, it is necessary to amend Elgin County’s procurement procedures in
accordance with legislation.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the County of Elgin Procurement Policy, attached as Schedule “A”, be and is
hereby authorized as the standard to be followed for the procurement of all goods and
services for the County of Elgin.
2. THAT By-Law No. 05-10 be amended.
3. THAT this By-Law shall come into force and take effect upon its passing.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 24 DAY OF
SEPTEMBER 2013.
Mark G. McDonald, Cameron McWilliam,
Chief Administrative Officer Warden.
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County of Elgin Policy # 13-19
Financial Services - Purchasing
SCHEDULE "A"
By-Law No. 13-19
CORPORATION OF THE COUNTY OF ELGIN
PROCUREMENT POLICY
1.0 OBJECTIVE
1.1 This policy outlines the processes to be followed in order to obtain the best value when
purchasing goods, or contracting services for the County of Elgin. The guiding principle is that
procurement decisions will be made using a competitive process that is open, honest, fair and
impartial.
1.2 The Procurement Policy will promote and maintain the integrity of the purchasing process and
protect Council, vendors and staff involved in the process by providing clear direction and
accountabilities. The procedures described in this Policy shall be followed to make a contract
award or to make a recommendation of a contract to County Council.
1.3 The Council of the Corporation of the County of Elgin recognizes its responsibility for reviewing
and updating the existing Purchasing Policy to ensure compliance with respect to The Municipal
Act, 2001, Part VI, Section 271, as amended.
2.0 PURCHASING RESPONSIBILITIES/AUTHORITY
2.1 To protect Council and the integrity of the Procurement process, the procurement process will be
free from political influence or interference. Council will appoint staff to ensure the procurement
process remains open, fair and transparent.
2.2 County Council has ultimate authority for all expenditures. Council delegates this authority by the
authorization of budgets or by specific resolution. Payment for any item that has not been
authorized by Council through budget appropriation or specific resolution will not be permitted.
This purchasing policy provides guidelines outlining how spending authority is to be used. Levels
of contract approval authority are also summarized in Appendix “A”.
2.3 Budget approvals by Council, of capital works and operating expenditures, shall constitute
authorization for any purchase of materials and services necessary to carry out work within the
approved cost of an approved project, provided such purchases are made in accordance with this
Procurement Policy. The requisitioning Department, in conjunction with the Purchasing
Coordinator, will ensure that the Goods and Services are properly approved and that funds are
available.
2.4 Where expenditures estimates approved in the budget have been subject to Quotations, Tenders
or Request for Proposals which subsequently quote an amount greater than the estimated
expenditure for that item, notice of a staff report regarding such amendment to the budget shall
be included in the Report to Council.
2.5 New projects that have not been included in the annual budget shall be detailed in a staff report
regarding amendment to the budget shall be included in a Report to Council.
2.6 Normal operating costs incurred prior to the adoption of the annual budget shall not require
approval of such expenditures and shall be deemed ratified upon the adoption of the annual
budget.
1
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County of Elgin Policy # 13-19
Financial Services - Purchasing
2.7 It is the responsibility of the user Department to enforce any terms, conditions and specifications
from the award of any Contract resulting from the purchasing process. Where terms, conditions
or specifications are not being adhered to, the user Department may request the Purchasing
Coordinator to contact the supplier and attempt to negotiate to have said deficiencies corrected.
2.8 Prior to Council's approval of the current Budget a Department may incur normal operating
expenditures up to 40% of the previous year's Budget. Directors will have the authority to solicit
bids prior to the approval of Council.
2.9 Resolutions approving budget amendments, capital expenditures or special appropriations shall
contain purpose of expenditure, cost estimates or expenditure limitation, and the fund in which an
appropriation has been provided.
2.10 The Director may appoint a Purchasing Designate to exercise any or all responsibilities assigned
in this policy.
2.11 The signatures of the Warden and Chief Administrative Officer, when legally required, are
necessary on all Agreements to purchase, lease or Contract for Goods or Services.
2.12 During the public procurement process, in-house bids will not be considered.
2.13 The Director of Financial Services may review departmental purchases on an ongoing basis to
review the effectiveness and integrity of the process and policy adherence. This Policy will be
reviewed and revised on a periodic basis. It is anticipated that reviews will be conducted every
five years or more frequently as required.
2.14 Goods and Services that are not subject to this By-Law are listed in “Appendix B”.
2.15 For bids valued at $50,000 or less, the Director may award a contract provided that
Financial Services is in receipt of a Quotation Request Form, the product or service is contained
within the approved budget and the requirements of the Procurement Policy are met.
Guidelines/Goals to assist Directors or their designate who choose to exercise this authority are
included in “Appendix E”.
2.16 Despite any other provision of this Policy, the following contracts are subject to County Council
approval;
i. any contract requiring approval from the Ontario Municipal Board,
ii. any contract prescribed by Statute to be made by Council,
iii. where the cost amount proposed for acceptance is 10% greater than the County
Council approved budget for that expenditure or where the expenditure would
result in insufficient remaining funds in the project budget to complete the project
as budgeted,
iv. where the net revenue amount proposed for acceptance is lower than the County
Council approved budget,
v. where a substantive objection emanating from the bid solicitation has been filed
with a Director,
vi. where a major irregularity precludes the award of a tender to the supplier
submitting the lowest bid.
2
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County of Elgin Policy # 13-19
Financial Services - Purchasing
3.0 METHODS OF PROCUREMENT
3.1 THE ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT (AODA)
3.1 (1) In deciding to purchase goods or services through the procurement process for the use of
itself, its employees or the public, County Council, to the extent possible, shall have regard to the
accessibility for persons with disabilities to the goods or services. (Ontario Regulation 191/11).
3.2 ENVIRONMENTAL CONSIDERATIONS
3.2 (1)In order to contribute to waste reduction and to increase the development and awareness of
environmentally sound purchasing, acquisitions of goods and services, specifications will provide
for expanded use of durable products, reusable products and products (including those used in
services) that contain the minimum level of post consumer waste and/or maximum level of
recyclable content without significantly affecting the intended use of the product or service.
3.3 LOW DOLLAR VALUE PROCUREMENTS (Up to $15,000)
3.3 (1) Procurements up to $15,000 shall be considered low dollar value procurements.
3.3 (2) All low dollar value procurements shall utilize applicable County contracts and shall otherwise be
in accordance with this policy.
3.3 (3) The Director may delegate approval authority to their staff for low dollar value procurements. It is
the responsibility of the respective Director to ensure that the Procurement Policy is adhered to.
3.3 (4) All information on low dollar value procurements must be documented and maintained on file.
3.3 (5) Low dollar value procurements do not require a Request for Quotation (RFQ), Request for
Proposal (RFP) or Request for Tender (RFT). Obtaining competitive quotes is considered a good
business practice and should be exercised.
3.3 (6) Purchasing may conduct reviews to ensure the requirements of this section and all other
applicable sections of this Policy have been met.
3.4 REQUEST FOR QUOTATION/TENDER
greater than $15,000
3.4 (1) For goods and services for estimated expenditures the Director or
in consultation
designate with the Director of Financial Services or designate shall be authorized
to make purchases of goods and services provided:
i. the requirement can be fully defined; and,
ii. best value for the County can be achieved by an award selection made on the basis of the
lowest compliant bid that meets all terms, conditions and specifications,
iii. The Director or any employee exercising delegated authority approval shall provide
Purchasing in writing the relevant specifications, budget authorization, terms and conditions
for the purchase of the good, services or construction,
iv. At least three (3) written bids must be obtained from three (3) separate potential suppliers to
ensure a more competitive process. If staff has exhausted all efforts to obtain three (3) bids
and can support this with documented evidence, a minimum of two (2) written bids is
acceptable,
not
v. A “No Bid” response shall be considered a valid bid,
AND
vi. The Director or any employee exercising delegated authority approval the Purchasing
jointly
Coordinator must approve the award,
vii. The department shall be responsible to review the competitive bid and verify that all terms,
conditions and specifications of the bid are met,
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viii. The County reserves the right in its absolute sole discretion to accept or reject any
submission,
ix. Purchasing may conduct reviews to ensure the requirements of this section and all other
applicable sections of this Policy have been met.
3.5 INFORMAL QUOTATION(Greater than $15,000 but not greater than $50,000)
i. Bid submissions do not have to be sealed,
ii. Specifications (as applicable) can be issued and quotes can be received by e-mail and/or fax
transmission,
iii. Bids must be submitted to Financial Services Department at a specified location on a
specified weekday at a specified time,
iv. When the compliant low bid exceeds the approved budget appropriation by more than 10%,
the Director or designate shall submit a report to Council for direction.
3.6 FORMAL QUOTATION (RFQ) (Greater than $50,000 but not greater than$100,000)
i. Bid forms to be provided to Bidders in written format and must close using a formal sealed
bid process,
ii. When the preferred Quotation exceeds the approved budget for a specific project, the
Director shall submit a report to Council for direction.
3.7 REQUEST FOR TENDER (RFT) (Greater than$100,000)
greater than $100,000
For goods and services for estimated expenditures the Director or
designate and the Director of Finance or designate shall be authorized to solicit tenders and
County Council may award such Tenders provided:
i. Tender documents are to be provided to Bidders in written format and must close using a
formal sealed bid process,
ii. Bids must be submitted to Financial Services at a specified location on a specified weekday
at a specified time,
iii. The Financial Services Department shall be responsible for arranging for the public opening
of the Tender Bids at the time and date specified by the tender call. There shall be in
attendance at that time a minimum of:
The Director of Financial Services or designate
The Director of the issuing department or designate
iv. The Financial Services Department shall forward to the issuing Department a summary of the
bids subject to review by the Director,
v. The project is specifically included within the approved budget and the total submitted price
does not exceed the approved budget allocation for the project,
vi. With respect to all reports initiated for tenders, there shall be a recommendation report to
County Council containing the sources of financing, allocation of revenues, and other
financial commentary as considered appropriate.
3.8 REQUESTS FOR PROPOSALS (RFP)
3.8 (1) The Request for Proposal procedure shall be used where:
i. The requirement is best described in a general performance specification,
ii. Innovative solutions are sought,
iii. To achieve best value, the award selection will be made on an evaluated point per item
or other method involving a combination of mandatory and desirable requirements.
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3.8 (2) Awards under the RFP process require the following approval:
and
i. Directors or any employee exercising delegated authority approval the Purchasing
jointly up to $50,000,
Coordinator mustapprove and award the RFP for purchases
greater than $50,000.
ii. County Council must approve and award the RFP for purchases
3.8 (3) The RFP process is a competitive method of procurement that may or may not include supplier
pre-qualification.
3.8 (4) A Request for Information or a Request for Qualifications may be issued in advance of an RFP to
assist in the development of a more definitive set of terms and conditions, scope of work/service
and the selection of qualified suppliers.
3.8 (5) A Request for Information and a Request for Qualifications shall follow the same award approvals
as an RFP, if applicable.
3.8 (6) Purchasing shall maintain a list of suggested evaluation criteria for assistance in formulating an
evaluation method for use in an RFP. This may include but is not limited to factors such as
qualifications and experience, strategy, approach, methodology, scheduling and past
performance, facilities, equipment, pricing, life cycle costing, standardization of product and
aspects that would support environmental procurement.
3.8 (7) Directors or any employee exercising delegated authority approval shall identify appropriate
evaluation criteria from the list maintained by Purchasing for use in an RFP but are not limited to
criteria from the list. Cost will always be included as a significant factor, as best value includes
but is not limited to quality and cost.
3.8 (8) The Director or any employee exercising delegated authority approval shall provide to Purchasing
in writing the budget authorization, approval authority, terms of reference and evaluation criteria
to be applied in evaluating the proposals submitted.
3.8 (9) Purchasing will be the lead in the RFP process. A selection committee will be formed with a
minimum of three evaluators and be comprised of at least one representative from the client
department and one representative from the Department and the Director of Financial Services or
designate shall review all proposals against the established criteria, reach consensus on the final
rating results, and ensure that the final rating results, with supporting documents, are kept in the
procurement file. Purchasing may or may not participate in the scoring of the proposals.
3.8 (10) During the proposal process all communication with bidders shall be through Purchasing.
3.8 (11) Financial Services Department shall forward to the Director an evaluation summary of the
procurement, as well as the Evaluation Committee’s recommendation for award of contract to the
proponent meeting all mandatory requirements and providing best value as stipulated in the RFP.
Purchasing is responsible for documenting the determination of best value. The criteria and
analysis to determine best value will be included (if applicable) in the report to County Council.
3.8(12) With respect to all reports initiated for the RFP, a report on the sources of financing, allocation of
revenues, and other financial commentary as considered appropriate shall be prepared.
3.8 (13) Reporting will not include summaries of bids, as this information will remain confidential. Any
disclosure of information shall be made by the appropriate officer in accordance with the
provisions of the Municipal Freedom of Information and Protection of Privacy Act, (R.S.0. 1990),
as amended.
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3.8 (14) Unsuccessful proponents may, upon request, attend a debriefing session with Purchasing to
review the competitive bid. Any discussion relating to any submissions other than of the
proponent will be as required with the Director of Financial Services or designate as well as the
Director to review their bid submission. Discussions relating to any bid submissions other than
that of the proponent present will be strictly prohibited. This debriefing session is intended to
provide general feedback regarding the proponent’s rating on various criteria in order to allow the
proponent to understand where future improvements might be applicable.
3.8 (15) Purchasing shall be responsible for arranging for a public announcement of proponents who
submitted a proposal at a time and date outlined in the RFP document. There shall be in
attendance at that time:
Purchasing or delegate; and
At least one other representative of Financial Services.
3.8 (16) The County reserves the right at its sole discretion to accept or reject any submission.
3.9 NON-COMPETITIVE PURCHASES
(Blanket Contract Purchases, Emergency, Sole Source, Single Source)
3.9 (1) The requirement for a competitive bid process for the selection of a supplier for goods, services
and construction (except for Emergencies) may be waived under joint authority of the appropriate
Director and Director of Finance and replaced with direct negotiations by the Director (or
delegate) and Purchasing under the following circumstances;
3.9 (2) The procurement qualifies as a Blanket Order Purchase, Sole Source or Single Source purchase.
Blanket Contract Purchases
3.9 (3)
A Blanket Order may be used where:
i. one or more department repetitively order the same goods or services and the actual
demand is not known in advance,
ii. a need is anticipated for a range of goods and services for a specific purpose, but the
actual demand is not known at the outset, and delivery is to be made when a requirement
arises,
iii. The Purchasing Coordinator shall establish and maintain Blanket Order Contracts that
define source and price where available with selected suppliers for all frequently used
goods or services,
iv. Blanket Orders may be issued as the result of a bid process such as Request for
Quotation, Request for Tender, Request for Proposal and from Co-operative Purchasing
consortium,
v. To establish prices and select sources, the Director in consultation with the Purchasing
Coordinator shall employ the provisions contained in this Policy for the acquisition of
goods, services, labour, materials and construction,
vi. More than one supplier may be selected where it is in the best interest of the County and
the bid solicitation allows for more than one,
vii. Where procurement action is initiated by a department for frequently used goods or
services, it is to be made with the supplier or suppliers listed in the Blanket Order
Contract,
viii. In a Request for Blanket Order, the expected quantity of the specified goods or services
to be purchased over the time period of the agreement will be as accurate an estimate as
practical and be based, to the extent possible, on previous usage adjusted for any known
factors that may change said usage,
ix. Blanket Orders shall be issued for a specific time period with all ordering departments
responsible for maintaining purchases within budget allocations.
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3.9 (4) Procurement in Emergencies
An“Emergency” includes immediate threat to:
i. Public health,
ii. the maintenance of essential County services; and,
iii. the welfare and protection of persons, property or the environment; and the event
or occurrence necessitates the immediate need for goods or services to mitigate
the emergency and time does not permit for a competitive procurement process.
In the event of an Emergency, the Chief Administrative Officer, Directors and their respective
delegates are authorized to enter into a purchase agreement without the requirement of a formal
competitive process.
A list of pre-qualified suppliers will be used to select the suppliers, whenever possible.
Where the procurement cost to mitigate the Emergency is anticipated to exceed $15,000, there
must be a notification sent (email contact is acceptable) to the Director of Finance or delegate.
The steps taken to mitigate the Emergency must always be clearly documented regardless of
amount and where the aggregate cost for a single supplier are in excess of $15,000, the
emergency procurement shall be reported to County Council (including the source of financing) at
the next scheduled meeting following the event. The Director responsible for the area leading the
emergency procurement must forward copies of invoices associated with the Emergency to the
Director of Financial Services or designate once the Emergency event has been terminated.
3.9 (5) Sole Source
The Procurement may be conducted using a Sole Source process if the goods and/or services
are available from only one supplier by reason of;
Statutory or market-based monopoly.
Competition is precluded due to the application of any Act or legislation or because of the
existence of patent rights, copyrights, licence, technical secrets or controls of raw material; or
the complete item, service or system is unique to one supplier and no alternative or substitute
exists.
3.9 (6) Single Source
Single Source means that there is more than one source of supply in the open market, but only
one source is recommended due to predetermined and approved specifications.
The procurement may be conducted using a Single Source process if the goods and/or services
are available from more than one source, but there are valid and sufficient reasons for selecting
one supplier in particular, as follows:
An attempt to acquire the goods and/or services by soliciting competitive bids has been made in
good faith, but has failed to identify more than one willing and compliant supplier.
The confidential nature of the requirement is such that it would not be in the public interest to
solicit competitive bids.
There is a need for compatibility with goods and/or services previous acquired or the required
goods and/or services will be additional to similar goods and/or services being supplied under an
existing contract (i.e. contract extension or renewal).
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It is advantageous to the County to acquire the goods or services directly from another public
body or public service body.
Another organization is funding or substantially funding the acquisition and has determined the
supplier and the terms and conditions of the commitment into which the County will enter are
acceptable to the County.
Where due to abnormal market conditions, the goods, services or construction required are in
short supply.
3.9 (7) Sole Source and Single Source – Approval and Reporting
Awards which qualify to be considered as a Sole Source or Single Source process require the
following approval;
jointly
The Director and Purchasing must approve the award not exceeding $50,000 and if it is
within the approved budget allocation;
County Council must approve the award greater than $50,000. The Report to County Council
must contain detailed rationale supporting the decision.
4.0 LEASING
4.0 (1)The Council of the County of Elgin may enter into a leasing agreement in accordance with the
Municipal Act, 2001, O.Reg.46/94,O.Reg. 266/02.
4.0 (2) In certain circumstances, it may be economically advisable for the County to enter into a Financing
Lease to acquire the right to use capital property and equipment rather than an outright purchase.
4.0 (3) Leasing is approved as an acceptable means to acquire municipal capital facilities when one or
more of the following conditions (goals) are met:
i. The municipal capital facility cannot be purchased,
ii. The lease arrangement provide financially attractive interest rates over the entire
life of the lease,
iii. The risk of obsolescence on the leased asset rests with the lessor,
iv. The leased asset has a high purchase value and is not required on an ongoing
basis,
v. Short-term revenues versus capital needs.
4.0 (4) A by-law is required for all lease agreements with the exception of leases made in emergency
situations. These leases will be reported to Council at the first available opportunity. A by-law is
not required for leases that are short term in nature of 120 days or less.
4.0 (5) Once each fiscal year the Director of Financial Services shall provide a report to Council outlining
all current leasing arrangements.
5.0 DISPUTE RESOLUTION
5.1 Disputes shall be resolved as follows:
i. meeting between the bidder, the Director of the Department and the Purchasing
Coordinator,
ii. if (i) does not lead to a resolution, the decision can be appealed to the Director of
Financial Services and the Chief Administrative Officer.
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6.0 EXCEPTIONS
6 (1) A Department may request exemption from any or all the purchasing methods outlined in this
policy by submission of a report requesting the same to County Council. Such one-time
exemption may be granted by resolution.
7.0 PERFORMANCE SECURITY, INSURANCE AND WORKPLACE SAFETY AND INSURANCE
BOARD CERTIFICATES
7.1 For all tenders valued at over $100,000, the following guarantees, bonds, certificates and
insurance must form part of the contract unless other securities are deemed appropriate as
determined by the Director.
7.2 Performance security to guarantee the completion of the Contract is required for the supply and
installation of equipment and materials and all services/construction involving County property.
Where performance security is deemed necessary, it shall take the form of one or a combination
of one or more of the following;
i. performance bond valued at 100% of the amount of the Tender bid,
ii. labour and materials bond valued at 50% of the amount of the Tender bid,
iii. bid bond or bid deposit (certified cheque),
iv. irrevocable letter of credit.
7.3 The above noted security will be required with respect to the following;
i) renovation contracts,
ii) construction contracts,
iii) new buildings,
iv) demolition of buildings,
v) service contracts where the work involves contractors working on/with County
owned property,
vi) supply and installation of equipment and materials and all service/construction
involving County owned property.
7.4 Contracts valued at less than $100,000 may include guarantees at the discretion of the Director.
7.5 The Bid Bond or Bid Deposit amount shall be as specified in the following table:
Total Tender Amount Bid Deposit
Required
$100,000 to $250,000$10,000
$250,000 to $500,000$20,000
$500,000 to $1,000,000$40,000
$1,000,000 to $2,000,000$75,000
$2,000,000 and Over$150,000
7.6 The Financial Services Department is authorized to cash and deposit any bid deposit cheques in
the County’s possession which are forfeited as a result of non-compliance with the terms,
conditions and/or specifications of a sealed bid.
7.7 In order to further protect the Corporation of the County of Elgin, the following certificates will be
required from all successful Bidders/Proponents;
i) a current and valid insurance certificate for amounts specified in the Bid
document,
ii) a current and valid Workplace Safety and Insurance Board (WSIB) certificate.
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8.0 EXCLUSION OF BIDDERS
8.1 EXCLUSION OF BIDDERS IN LITIGATION
8.1 (1) No Tender, Proposal or Quotation will be accepted from any company inclusive of its
subcontractors, which has a claim or instituted a legal proceeding against the County or against
whom the County has a claim or instituted a legal proceeding with respect to any previous
Contract, without prior approval by Council.
8.2 CONTRACTOR PERFORMANCE APPRAISAL SYSTEM
8.2 (1) The Contractor Performance Appraisal System is a standard process for assessing and recording
contractor performance. It is designed to serve as a permanent record for the County and as a
means of evaluating and comparing contractor performance on an ongoing basis throughout the
project.
8.2 (2) The Contractor Performance Appraisal System will be used to evaluate all contracts regardless of
value. The implementation of the Performance Evaluation Appraisal System will be at the
discretion of the Project Manager and/or the Purchasing Coordinator.
8.2 (3) If issues arise, under the direction of the Purchasing Coordinator, the County’s Project Manager
will be asked to record their concerns using the Vendor Incident Reporting Form. Results will be
shared with the Vendor/Contractor/Consultant and a verbal warning may be issued by the
Purchasing Coordinator. If performance does not improve, a second Vendor Incident Reporting
Form will be issued and results will be shared with the Vendor/Contractor/Consultant. The
Purchasing Coordinator will issue a written warning to the Vendor/Contractor/Consultant. If
performance does not improve a third Vendor Incident Reporting Form will be initiated by the
Project Manager and the results will be shared with the Vendor/Contractor/Consultant. Upon
completion of the project, if a third Vendor Incident Reporting Form is issued, under the direction
of the Purchasing Coordinator, the Project Manager will complete the applicable Performance
Report.
8.2 (4) Once the ranking on the applicable Performance Report has been completed, the results will be
shared with the Vendor/Contractor/Consultant to discuss the overall ranking for the project.
8.2 (5) The performance evaluation shall determine whether a vendor, contractor or consultant will be
allowed:
i) to bid on future projects,
ii) the Vendor/Contractor/Consultant be placed on a probationary list for two years
to closely monitor future work, (fees required to monitor future work may be
added to the project); or,
iii) may not be recommended for future work for a maximum period of three years.
8.2 (6) The final appeal shall be conducted by a Dispute Committee which will hear from both County
staff and the Vendor/Contractor/Consultant at a time and place appointed in writing by the
Committee. The Dispute Committee shall be comprised of the Director of Financial Services, the
Purchasing Coordinator and two representatives of the relevant Standing Dispute Resolution
Committee of Council. The decision of the Dispute Committee shall be in writing, a copy of which
shall be provided to the Vendor/Contractor/Consultant, and the decision of a majority of the
Dispute Committee shall be final.
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9.0 RECEIPT OF GOODS
9.(1) The Director or designate shall,
i. arrange for prompt inspection of goods on receipt to confirm conformance with
the terms of the contract, and,
ii. inform the Purchasing Coordinator immediately of any discrepancies.
10.0 REPORTING TO SENIOR MANAGEMENT TEAM AND COUNTY COUNCIL
10.(1) The Director of Financial Services or designate shall submit to the Senior Management Team and
County Council an information report (quarterly) containing the details relevant to the exercise of
delegated authority for all contracts awarded that exceed $15,000 including amendments and
renewals. The Director of Financial Services shall certify in the report that the awards are in
compliance with the Purchasing Policy.
11.0 ACCESS TO INFORMATION
11.(1) The disclosure of information received relevant to the issue of bid solicitations or the award of
contracts emanating from bid solicitations shall be made by the appropriate officers in accordance
with the provisions of the Municipal Freedom of Information and Privacy Act., R.S.O. 1990, as
amended.
11.(2) All records and information pertaining to tenders, proposals and other sealed bids, which reveal a
trade secret or scientific, technical, commercial, financial or other labour relations information,
supplied in confidence implicitly or explicitly, shall remain confidential if the disclosure could
reasonably be expected to:
i. prejudice significantly the competitive position or interfere significantly with the
contractual or other negotiations of a person, group of persons, or organizations,
ii. result in similar information no longer being supplied to the County where it is in
the public interest that similar information continue to be so supplied,
iii. result in undue loss or gain to any person, group, committee or financial
institution or agency; or,
iv. result in information whose disclosure could reasonably be expected to be
injurious to the financial interests of the County.
12.0 ADVERTISING
12.1(1) To ensure access to all vendors, advertising for Quotations, Tenders, Proposals, Expression of
Interest estimated to exceed $50,000 excluding taxes and freight shall be posted on;
i) County website,
ii) Ontario Public Buyers Association (OPBA),
iii) Biddingo website.
12.1(2) Financial Services Department will post an annual notice in the local papers advising the public
that all Proposals/Tenders/Quotations will be advertised electronically on the County’s website,
Ontario Public Buyers and Biddingo websites.
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13.0 RETENTION OF DOCUMENTATION
13.1(1) All background information, information submitted by vendors, and any other relevant information
involved in obtaining prices for goods and services shall be retained for the entire budget year
and six (6) years in records retention.
13.1(2) All background information, information submitted by successful vendor, resulting in a contract or
agreement shall be retained for a minimum of twenty (20) years in record retention.
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APPENDIX “A”
LEVELS OF CONTRACT APPROVAL AUTHORITY
In the case of multi-year supply and/or service contracts, the pre-authorized expenditure limit shall refer to
the estimated annual expenditure under the contract.
Dollar Value Approved Procurement ProcessSource of Bid Report to Policy Section
Authority Council
(excluding
taxes, duty
Required
or shipping)
$15,000orDirector or Purchase Order/Charge Purchases No 3.3
lessanyto County made from the
employeecompetitive
exercising market place
delegated
authority
approval
Greater than DirectorandInformal Quotations Minimum of No if within 10% 3.4, 3.5, 3.8
$15,000butDirector of Or three (3) written of the approved
less than Financial Request for Proposal quotes by budget allocation
$50,000 Services or invitation or
employeeopen
exercising competition
delegated
Non-Competitive Procurement 3.9
No report to
authority
Council if within
approval
approved budget
(jointly)
Greater than Director and Formal Quotations By invitation or No Report to 3.6
$50,000 but Director of Or OpenCouncil required if
less than Financial Request for Proposal Competitionwithin approved
$100,000 Services or budget
employee
exercising
delegated
authority
approval
jointly
County Non-Competitive Procurement Yes 3.9
Council
Greater than County Request for Tender By Invitation or 3.7
$100,000 Council Or OpenYes
Request for Proposal Competition
Non-Competitive Procurement 3.9
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APPENDIX B
GOODS AND SERVICES NOT SUBJECT TO THIS POLICY
Exclusions
Competitive Bids shall not be required for the following Goods and Services;
a) Petty Cash Items
b) Advertising services (radio, television, newspaper, magazine)
c) Government Agencies
d) Travel Expenses including meals, conferences, seminars, conventions, trade shows, and
accommodations
e) Courses
f) Staff development/Workshops
g) Memberships
h) Magazines, Books, Periodicals
i) Licenses, Certificates (including hardware and software licenses)
j) Ongoing maintenance for existing computer hardware and software
k) Professional and skilled services provided to individuals as part of an approved
program(s) within the Corporation including but not limited to medical services and
counselling services
l) Postage
m) Utilities (Water, Sewage, Hydro, Gas, Telephone and Cable TV)
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APPENDIX “C”
IRREGULARITIES CONTAINED IN BIDS
IRREGULARITY RESPONSE
Late Bids Automatic rejection, not read publicly and returned
unopened to the bidder.
Unsealed Envelopes. Automatic Rejection.
Incomplete, illegible or obscure bids or bids which May be rejected as informal.
contain additions not called for, erasures,
alterations, errors or irregularities of any kind.
Bids not completed in ink. Automatic Rejection.
Documents, in which all necessary Addenda have Automatic Rejection.
not been acknowledged.
mandatory
Failure to attend site visit. Automatic Rejection.
Bids received on documents other than those Automatic Rejection.
provided by the County of Elgin.
Failure to insert the Tenderer’s business name in Automatic Rejection.
spaces provided in the Form of Tender.
Failure to include signature of the person Automatic Rejection.
authorized to bind the Tenderer in the space
provided in the Form of Tender.
Conditions placed by the Tenderer on the Total Automatic Rejection.
Contract Price.
Bids Containing Minor Mathematical Errors. a) If the amount tendered for a unit price item does
not agree with the extension of the estimated
quantity and the tendered unit price, or if the
extension has not been made, the unit price shall
govern and the total price shall be corrected
accordingly. All corrections by the Purchasing
Coordinator will be made in red ink and initialed.
b) If both the unit price and the total price are left
blank, then both shall be considered as zero.
c) If the unit price is left blank but a total price is
shown for the item, the unit price shall be
established by dividing the total price by the
estimated quantity.
d) If the total price is left blank for a lump sum item, it
shall be considered zero.
e) If the Tender contains an error in addition and/or
subtraction and/or transcription in the approved
tender documentation format requested (i.e. not
the additional supporting documentation supplied),
the error shall be corrected and the corrected total
contract price shall govern.
f) Tenders containing prices which appear to be so
unbalanced as to likely affect the interest of the
County adversely may be rejected.
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APPENDIX “C”
IRREGULARITIES CONTAINED IN BIDS
IRREGULARITY RESPONSE
Bid Security
a) Insufficient Financial Security (no bid Automatic Rejection.
deposit or insufficient bid deposit).
b) Failure to insert name of bonding company. Automatic Rejection.
c) Signature of bidder and/or bonding Automatic Rejection.
company missing when bid bond requested.
Agreement to provide Performance Security is not Automatic Rejection.
provided or is not in the form specified.
Part bids (all items not bid). Automatic Rejection unless allowed for in the request.
Withdrawal of Bids Withdrawal of bids received after the closing time will
not be allowed.
Tie Bids The designated official may use one of the following
methods of dealing with tie bids, based upon the
specific situation,
* use a coin toss to select a recommended bid,
* request the tie bidders to submit new bids,
* negotiate with the tied bidders to break the tie.
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APPENDIX “D”
DEFINITIONS
In this policy, unless a contrary intention appears:
Agreement
“” means a formal written legal agreement or contract for the supply of goods,
services, equipment or construction,
“Addendum”
means additional information supplied by the Corporation after an original
Tender, Quotation or Proposal call has been issued,
“Authority”
means the legal right to conduct the tasks outlined in this policy as directed by
Council and delegated through the County’s Director of Financial Services to the
Purchasing Coordinator,
Blanket Order
“” shall mean the agreement wherein a vendor will sell certain items to the
County for an agreed period of time with established terms and conditions,
Bid
“” shall mean a submission from a prospective vendor in response to a request for the
purchase of goods or services issued by the County,
“Bidder”
means supplier or contractor from whom the Corporation has received a Tender or
Quotation, that is subject to acceptance or rejection,
Bid Deposit
“” shall mean a financial guarantee to ensure the successful bidder will enter into
an agreement,
“Bid Irregularity”
means a deviation between the requirements of the Bid and the information
provided or received in a Bid response,
Consultant”
“means the person or firm, who by virtue of a particular expertise is selected by
the Corporation to undertake a specific task or assignment that may include designing
specifications and preparing plans or programs,
Contract
“” means a commitment for the purchase and supply of Goods and Services
evidenced in writing by an Agreement or other documentation appropriate to the
transaction and duly authorized on behalf of the County in accordance with this Policy,
“County or Corporation”
means the Corporation of the County of Elgin,
“Cooperative Purchasing”
means the participation of two or more public agencies in a
request for Quotation, Tender or Request for Proposal call,
Council
“” shall mean the elected Municipal Council of the Corporation of the County of Elgin,
Declaration Respecting Workers’ Compensation Act, R.S.O.1990/Corporation Tax Act
“”
"Certificate of Clearance" means a declaration that a bidder has paid all assessments or
compensation payable and has otherwise complied with all requirements of the
Workplace Safety and Insurance Board and that the bidder has paid all taxes and/or
penalties imposed on it pursuant to the Corporation Tax Act, (R.S.O. 1990),
“Designate”
means a person authorized by the Department Head to act on their behalf for
the purposes of this policy,
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Director"
“refers to a head of a County department operating within the County of Elgin,
Emergency”
“means an occurrence resulting from an unforeseen action or consequence of
an unforeseen event, (trigger event) which must be remedied on a time-sensitive basis to
avoid a material financial risk, serious delays, injury, further damage or to restore or
maintain services,
Executed Agreement
“” means a form of agreement, either incorporated in the bid documents
or prepared by the County, to be executed by the successful bidder and the County,
“Expression of Interest”
means a focused market research tool used to determine vendor
interest in a proposed project, not directly leading to the acquisition of goods and
services,
Goods and Services
“” includes supplies, materials, equipment, property and contracts for
construction, maintenance, service or consulting and professional services,
In-House Bids
“” also known as “Managed Bids” shall mean that during the Public
Procurement Process, an agency within the Corporation of the County of Elgin is not
permitted to submit a bid,
Insurance Documents
“” shall mean certified documents issued by an insurance company
licensed to operate by the Government of Canada or the Province of Ontario certifying
that the bidder is insured in accordance with the County’s insurance requirements as
contained in the bid documents,
IrregularitiesContained in Bids
“” is defined in Appendix “C” and include the appropriate
response to those irregularities,
Labour and Material Bond
"” means a bond issued by a surety company on the County of
Elgin standard Form of Bond to ensure that the contractor will pay his or her suppliers
and thereby protects the Corporation against items which might be granted to a supplier
should the contractor not make proper payments,
Letter of Agreement to Bond
“” means a letter or other form issued by a bonding agency
licensed to operate by the Government of Canada or the Province of Ontario advising
that, if the bidder is successful, the bonding agency will issue the required bonds,
Lowest Acceptable Bid
“” means the lowest price submitted which meets the requirements
and specifications as set out in the bid request, minor deviations excepted,
Normal Operating Expenditure
“” means expenditure of an operational recurring nature and
does not include one-time special or Capital expenditure,
Performance Bond
“” means a bond issued by a surety company on the County of Elgin
standard Form of Bond executed in connection with a contract and which secures the
performance and fulfillment of the undertakings, covenants, terms, conditions and
agreements contained in the contracts,
ProcureProcurementPurchase
“” "" "" means to acquire by purchase, rental, lease or trade,
tation Summary Form
Quo” means a written request in an approved format and duly
“
authorize to obtain goods and services,
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Quotation
“” means a request for prices on specific goods and/or services from selected
vendors which are submitted verbally, in writing or transmitted by facsimile or email as
specified in the Request for Quotation,
Request for Expression of Interest
“” is a focused market research tool used to determine
vendor interest in a proposed procurement. It may be issued simultaneously with a
Request for Qualifications when the proposed procurement is well defined and the
purchaser has clear expectations for the procurement,
Request for Information
“” is used prior to issuing a tender call as a general market research
tool to determine what products and services are available, scope-out business
requirements, and/or estimate project costs,
Request for Proposal
“” means a process where a need is identified, but the method by which
it will be achieved is unknown at the outset. This process allows vendors to propose
solutions or methods to arrive at the desired result,
Sealed Bid
“” means a formal sealed response received as a part of a quotation, tender or
proposal,
Single Source"
"means there is more than one source in the open market but only for
reasons of function or service one vendor is recommended for consideration of the
particular goods and/or services,
Sole Source
“” means there is only one source of supply of particular goods and services,
Supplier
“” means any individual or organization providing goods or services to the County of
Elgin including but not limited to contractors, consultants, vendors, service organizations,
etc.,
Tender
“” means a sealed bid which contains an offer in writing to execute some specified
services, or to supply certain specified goods, at a certain price, in response to a publicly
advertised request for bids,
“Value Analysis”
typically refers to a life cycle costing approach to valuing a given
alternative, which calculates the long-term expected impacts of implementing the
particular option.
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APPENDIX “E”
Guidelines for the Execution of Purchases
These guidelines are provided to assist the Director and/or designate should they choose to
exercise their authority to purchase goods or services.Guidelines are organized by objective as
follows:
Objective 1: Corporate Efficiency
Purchases under this authority must be for unique Departmental requirements, and therefore not
duplicated in other Departments, such that Corporate purchasing power or standardization is not
a factor in costing. Requirements cannot be split in order to qualify for this process.
Objective 2: Competitive Process
A competitive process is undertaken whereby a minimum of three bids is obtained, and the lowest
compliant bid is awarded the contract. Care must be taken as to how bids are sought, bidder lists
are maintained and how competition is encouraged. Although a minimum of three bids is
required, an open process without a minimum number of bids will be more competitive, and is
encouraged.
Objective 3: Open Process
Departmental needs are communicated to bidders, who are able to bid on goods or services they
are qualified to provide. There should be no limitation of bids to an established listing.
Objective 4: Transparent Process
The process is undertaken based on clear definition of the product or service requirement, and a
clear outline of the review and criteria to be undertaken. The decision to choose the low bidder
will be based solely on the requirements as documented, the bidder document, and the
application of the review criteria. The same decision should be arrived at each time given the
same set of facts, which will facilitate the dispute resolution process.
Objective 5: Fair Process
The process will be fair, such that no action is undertaken by the County staff to allow any given
bidder an unfair advantage. This does not however, require County action to ensure that existing
conditions are changed to ensure that any conversion costs from an incumbent to another
supplier are ignored in an evaluation – it is in the best interest of the County to ensure that such
“leveling of the playing field” is not required.
Objective 6: Insurance and Risk Management
A Liability Insurance Form and WSIB Certificates of Clearance may be submitted as deemed
appropriate at the commencement of the project and periodically as the work is completed. The
Director may choose to request Performance and Labour and Material Bonds for informal
quotations if it is believed to serve the County’s best interest.
Objective 7: Authorization for Payment
Quotation Summary Form must be completed, ensuring that the appropriate account has
sufficient funds to pay for the contract.
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Objective 8: Reporting of Items Conducted under Delegated Authority
The Director of Finance shall produce a report of all purchases in excess of $15,000 carried out
under this authority, in a quarterly report of contracts to Council.
Objective 9: Standardization
In order to assist in cross training, enable multiple bidders to understand the process
requirements and ensure that legal and insurance risks are controlled, standard formats will be
used for Requests for Quotations. These forms will be updated by Financial Services as
appropriate.
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COUNTY OF ELGIN
By-Law No. 13-20
"TO AMEND BY-LAW NO. 12-27 BEING A BY-LAW TO AUTHORIZE SPEED LIMITS”
WHEREAS pursuant to Section 128(2) of the Highway Traffic Act, being Chapter H.8,
R.S.O. 1990, as amended, the council of a municipality may by by-law prescribe a different
rate of speed for motor vehicles driven on a highway or portion of a highway under its
jurisdiction than is prescribed in Section 128(1a); and
WHEREAS the County of Elgin did pass By-Law No. 12-27 prescribing different rates
of speed for motor vehicles on certain highways under its jurisdictions; and
WHEREAS it is deemed expedient to amend said By-Law to prescribe a different rate
of speed on certain highways under its jurisdiction.
NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the
Corporation of the County of Elgin enacts as follows:
1. THAT a maximum rate of speed of 50 km/hr be established for a section of Dexter
Line from the west property limit of Imperial Road westerly 2,485 meters in the
Municipality of Central Elgin and the Township of Malahide, be posted at 50 km/hr.
THAT a maximum rate of speed of 60 km/hr be established for a section of Graham
Road from the north property limit of Marsh Line southerly 1,049 meters in the
Municipality of West Elgin, be posted at 60 km/hr.
THAT a maximum rate of speed of 60 km/hr be established for a section of Talbot
Line from the west property limit of Union Road westerly 508 meters in the Township
of Southwold, be posted at 60 km/hr.
2. THAT the penalties provided in Section 128(14) of the Highway Traffic Act shall apply
to offences against this by-law.
3. THAT this by-law shall become effective once signage setting out the speed limit has
been duly posted.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 24 DAY OF
SEPTEMBER 2013.
Mark G. McDonald, Cameron McWilliam,
Chief Administrative Officer Warden
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CLOSED MEETING AGENDA
September 24, 2013
Staff Report:
1) General Manager of Economic Development – Municipal Act, Section 240.2 (c) a
proposed or pending acquisition or disposition of land by the municipality or local board
– Purchase Opportunity Regarding Surplus CN Rail Lines