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90-28 COUNTY OF ELGIN By-Law No. 90-28 "BEING A BY-LAW TO FORMALLY ADOPT COUNTY COUNCIL POLICIES." WHEREAS County Council has over a number of years developed and/or adopted various policies with respect to the operations of the County and of Council; and WHEREAS the said policies have now been reviewed and established in written form; and WHEREAS it is deemed advisable to formally adopt them by by-law. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. That the "Elgin County Council policies" marked Appendix IIAII be formally adopted. 2. That this By-Law become effective upon passing. READ a first time this 16th day of May, 1990. READ a second. time this 16t h day of May, 1990. READ a third time and finally passed this 16th day of May 1990 ~;C; ~~ C. Leverton L. Millman Clerk Warden. APPENDIX A - ELGIN COUNTY COUNCIL POLICIES 1 WARDEN PROCLAMATIONS The Warden may, when requested, sign and issue proclamations on behalf of the County, provided that the wording of such proclamation is sub- mitted to the Clerk for the Warden's approva'l, prior to publication and that there be no cost to the County. CHAIN OF OFFICE AND/OR GOWN The Warden is authorized to use his own discretion as to whether he wears the traditional gown and/or Chain of Office for meetings of Council, other than at the time of election to Office, or other events or occasions as warranted. OFFICIAL STATEMENTS All statements concerning official policies of County Council shall be released only by the Warden or by a person named by the Warden to provide statements or information to the media. BANQUET (a) Fifty (50 ) complimentary banquet and dance tickets will be made available for the Warden's guests. Additional tickets over this amount are to be purchased. (b) Complimentary invitations to the Warden's Banquet will be extended to all Ex-Councillors holding office during the previous term. (c) A suitable gift for the Warden and Spouse up to a maximum of $500 shall be chosen by the County Government and Reception Committee. (d) The program will list from the oldest living Ex-Warden to the current one. (e) The County will provide a Guest Book. ELECTION RECEPTION The County will provide and pay for the cost of a reception after the Warden's election each year. The Clerk will make the necessary arrangements in consultation with the County Government and Reception Committee. The County will provide a Guest Book. REMUNERATION REVIEW FOR COUNCIL A review is to be made in the remuneration of the Warden and Members of Council each year, in time to have any revisions presented to the November Session of County Council. 2 COUNCIL MEALS Councillors and appointed Officials shall be provided with a meal, when the Committee meeting is in both the forenoon and afternoon. The Chairman or the Warden must sign the bill to authorize payment. RETIREMENT GIFT Every retiring County Councillor shall receive a desk pen set with the County Crest and a suitable plaque indicating the term held on Council. 5/90 2 RESOLUTIONS (a) Where a resolution is endorsed, a reply be sent to the originating body only, regardless of the request for copies to be sent to others. (b) Where a resolution is filed or not endorsed, no reply be sent, it being felt that no response will indicate non-support. (c) In the event Council wishes copies of resolutions etc. sent to other than the originating body, directions to this effect be incorporated into the recommendation. ROAD CLOSING NOTICE That where a Township gives notice to the County of a proposed road closing and the County Roads Committee does not object, a letter to this effect be forwarded to the Township in lieu of passing a by-law, upon adoption by County Council. CONVENTIONS The convention procedures are to be printed and handed out to all County Councillors at the December Session and reimbursement will be made within ten days after receipt of accounts. REPORTS AND/OR MINUTES (a) All Reports mailed prior to Council need not be read and the Chairman move its adoption as circulated. (b) In order to streamline the keeping of minutes of the various Committees and Reports, it is recommended that a summary of the correspondence be listed by number in the minutes and action taken on each item merely refer to the correspondence number, rather than repeating a brief description of its contents. COMMITTEE MEETINGS Meetings for the Library Committee and Homes for Senior Citizens Committee are to be open to the public. CORRESPONDENCE The cutoff for correspondence is the Thursday before Council unless it is urgent and must be acted upon prior to the next Council Session and that it be at the discretion of the Warden and the Clerk. That all notices of proposed zoning by-law changes and public hearings, received from the local municipalities, be IIFiled". It is understood that any that affect County Roads or property will be forwarded to the appropriate Committee. COMMITTEE OF THE WHOLE In order to keep time spent in Committee Of The Whole to a minimum, only topics forwarded to the Clerk by the Thursday before Council for insertion on an agenda will be discussed. The name of the person who will speak to the topic will also be relayed. SEMINARS That where members of Council attend out-of-County seminars and are paid per diem, only the persons driving be paid mileage allowance. BEREAVEMENT FLOWERS Flowers are to be sent, in the event of bereavement, for current Councillors, Department Heads and their Spouses, Ex-Councillors who served during the previous term, all Past Wardens and Past Department Heads. SCHOLARSHIPS All scholarships given to the various Universities will be provided for persons attaining the highest academic standing. 5/90 3 HEARINGS All applications for hearings must be sanctioned by County Council COUNTY CRESTS AND TIES County Crests and Ties, supplied to Councillors and Officials, should be expected to last at least three years, without having to be replaced. Anyone requiring a replacement prior to the end of the three years will be required to purchase it at actual cost. Officials shall not be provided with a tie or crest until their probationary period has been fulfilled. POCKET GREETERS A pocket type and pin type greeter with the County Crest and name on it and the person's\name will be supplied at the beginning of each term of Council to the following: (a) County Councillors (Warden each year). (b) Department Heads and Deputies. (c) Women Councillors will be provided with two pin type greeters. These greeters are supplied at no charge; any replacements will be at the expense of the person requiring it. COFFEE The County will purchase coffee or tea for Committee meetings and to be used by the staff in the Municipal Building. NEW COUNCILLOR ORIENTATION Following the election of Councillors, an Orientation Session will be held to explain the procedures and policies of Council to these new members, prior to their taking their Seat at the first Session in December. 3. FINANCES BUDGETS All budgets (Committees of Council and Outside Boards) are to be sub- mitted to the Clerk-Treasurer by March 1st of each year and they are to be provided in sufficient copies (30) to be distributed to Council, prior to the actual Budget Session. GRANTS County Grants to Organizations, Corporations, Institutions, etc. will be paid December 15th each year, except for: a) Memberships Scholarships Payment to the Local Agricultural Office on behalf of 4-H Clubs etc. and these would be paid upon request Grants indicating a specific date in the original motion Hospital Capital Grants - Assistance should not exceed 15% of approved capital project costs. This amount should be further reduced by the percentage of patients from outside Elgin County using the hospital as it bears to the total hospital patient load. Total capital assistance to all hospitals should not exceed $5.00 per capita of Elgin's population in any year or $200,000.00 whichever is the lesser 5/90 --'" 4 Funds should only be paid over to the hospital as the project progresses. If requests exceed the maximum amount in any year Council will reduce the amounts payable on a pro rata or percentage basis. Council will determine the term of years over which a grant may be payable. The guidelines should be reviewed periodically. b February 1st of each year will be the cutoff for receiving grant requests c Council will set aside a separate day, in February, to hear all the delegations d Financial Statements will be required from each organization and sufficient copies (30) of the brief and Financial Statements are to be provided for distribution to Members of Council or the request will not be considered e In January of each year Council will decide which delegations to invite to the special February meeting. 4. COUNTY VEHICLES ROADS DEPARTMENT (a) All new vehicles licensed under the Highway Traffic Act be North American manufactured and have a County Crest decal affixed on the front doors. (b) Personal use of vehicles by persons not presently having this privilege be determined by County Council upon recommendations from the Roads Committee and the Personnel Committee. ( c) Personal use of vehicles be restricted to the Province of Ontario unless approved by County Council upon the recommendation of the Roads Committee. HOMES FOR THE AGED (a) All new licensed vehicles purchased are to be North American manufactured and have a County Crest decal affixed on the front doors. LIBRARY (a) All new licensed vehicles purchased are to be North American manufactured and have a County Crest decal affixed on the front doors. 5. OUTSIDE BOARDS ST. THOMAS SUBURBAN ROAD COMMISSION The Members of the St. Thomas Suburban Road Commission are to be invited to the May Session luncheon each year. APPOINTMENTS TO OUTSIDE BOARDS The policy for re-appointment to local boards and Committees is that they not necessarily be renewed if a person has served for six consecu- tive years and that all appointments be made through the County Government and Reception Committee. Any local board or Committee to which County Council makes appointments must receive Council's approval prior to anyone being appointed to a further board, in order to receive payment for his/ her attendance on the second board 5/90 5 6 COUNTY ITEMS LAPEL PINS (a) Five (5 ) metal County Lapel Pins will be supplied to the current Councillors, Department Héads and Deputies annually. Additional ones may be purchased in minimum lots of five (5 ) pins. (b) Metal County stick pins will be available on the same basis as item (a) . (c) Lapel pins will be supplied to each new employee along with his/ her first paycheque. (d) The Warden has authority to give out pins. COUNTY BOOKENDS, PLATES, GLASSES, ETC. The Warden may, without direction from County Council, use discretion in the distribution of County bookends, plates, glasses, etc. , as gifts to visiting dignitaries. COUNTY CREST All County departments have been authorized to use the Crest for any County purposes. PENS Pens may be given out at the discretion of the Warden. PURCHASES Members of Council and current staff may purchase any County articles such as boOkends, glasses, plates etc., at cost and other persons will be charged cost plus 10%. A list of the items available and cost is shown on the sheet following. FLAGS County Flags may be loaned out to various organizations at the discre- tion of the Warden. 7. WORK INCENTIVE PROGRAM All requests for grants in connection with work incentive or other programs made available to the County, are to be channelled through the County Government and Reception Committee only if a specific amount has been allocated to the County. All others shall be made with reference only to their own Committee. 8. LIBRARY BRANCH CONSTRUCTION The Library Branch Construction Policy and Agreement, attached as Schedule 11111 , will be the one used for all Library Branch construction. 9. PHOTOCOPIES FOR THE PUBLIC A charge of $1.00 per sheet will be made for persons requesting copies of documents 5/90 PLUS 10% $35.98 21.38 7.71 4.71 48.80 32.67 1.10 4.84 14.26 1.46 6 COUNTY ITEMS WHICH MAY BE PURCHASED COST PRICE BOOKENDS Plus 2 Co loured Medallions) $32.71 set GLASSES 19.44 set PLATES 7.01 ea METAL COLOURED COUNTY CREST MEDALLIONS 4.28 ea FLAGS (3' x 6') 44.36 ea DESK SETS 29.70 ea LAPEL PINS (SILVER & GOLD 1. 00 ea SPOONS 4.40 ea STEINS 12.96 ea STICK PINS 1. 33 ea 5/90 STANDARD ELGIN COUNTY LIBRARY MUNICIPAL LEASE THIS LEASE: Made in Triplicate this day of , 19 . In Pursuance of the Short Forms of Leases Act BET WEE N : hereinafter called the "Municipality" of the FIRST PART AND THE CORPORATION OF THE COUNTY OF ELGIN (for their Library Purposes) hereinafter called the "County" of the SECOND PART WHEREAS the Municipality owns or leases certain lands and premises in the of ; in the County of Elgin. AND WHEREAS the Municipality deems it expedient to lease area in said building to the County of Elgin (for Library purposes); subject to the terms and conditions hereinafter set forth. NOW THEREFORE THIS LEASE WITNESSETH that in consideration of the coven- ants and agreements hereinafter reserved and contained herein on the part of the County, the Municipality doth demise and lease to the County (for Library purposes); its successors and assigns, all those certain premises hereinafter called the "Leased Premises II which consist of a mutually agreed square feet for calculation purposes of this Lease; and which are more particularly shown on Schedule II A" attached hereto and forming part of this Lease and which leased premises form the Library portion of a building on the lands which are more particularly described in Schedule liB II attached hereto and forming part of this Lease. Together with: (a) The right to use in common with the municipality and its staff a portion of the building shown outlined in red on Schedule nAil ; (b) The right to pass and repass through that part of the Municipality's portion of the building shown outlined in green on Schedule flAil: (c) A right-of-way for persons and vehicles at all times over the lands more particularly described in Schedule lie" 2 To have and to hold the leased premises together with the right described herein above for the term of five years to be computed from the date of effectiveness of this Lease; mutually agreed as the of , - 19 . - The County reserves the right and the Municipality agrees to allow; the County the option of renewal for a further five year term with all conditions contained herein in force. Termination of this Lease is mutally agreed to require two years notice in writing delivered by "Registered Letter" to the other Party by either signing authority. Yielding and paying therefore; $7.00 per square foot for square feet (as previously agreed); annually; in quarterly installments, during the term of this Lease. The first payment for the annual Lease shall become due and payable on the 1st of March annually with quarterly installments following on the 1st of June; September and December immediately following the commence- ment date of the Lease term. Said sum of $7.00 per square foot shall not decrease during the term of this Lease and may be upwardly adjusted if recommended by the County Library Committee and adopted by a vote of County Council following an annual review in May of each year. The Municipality mutually agrees to be bound by any such review by the County and acknowledges their representation on County Council as their required consent to any such changes. It is mutually agreed and understood that the agreed sum of $7.00 per square foot to be paid to the Municipality annually by the County shall include allowances for all custodial, janitorial, heating and utilities and maintenance costs for the leased premises, and that the Municipality is solely responsible for same. The Municipality reserves the right to implement any cost savings measure it deems advisable providing said are compatible to Library functioning and without limiting the generality of the foregoing the Municipality shall cover 3 a The cost of all fuel oil gas electricity and water supplied to the leased premises for heating lighting and all other purposes; (b) The total salaries, wages and other payments made by the Municipality to its janitors and custodians or to any other persons or corporations with whom the Municipality contracts for the operation, maintenance and repair of the building and leased premises; (c) The cost of premiums paid by the Municipality for insurance on the building; leased premises and its municipal operation; (d) The cost of all cleaning and maintenance supplies and of all materi- als and things required to operate, maintain and repair the building, but excluding the following: (which are County Library responsibilities) 1. The cost of any furniture and interior fittings required for Library purposes. 2. The cost for Library purposes; as requested in writing by County Council, of any salaries, wages and other payments required by the Municipality; other than those persons or corporations in (b) above; and 3. The cost of repairing any damage to the building and leased premises caused by the negligence of the County or its agents, servants or invitees. Nothing in (1 ) above shall relieve the County from the payment of any amount hereinafter agreed to be paid by the County to the Municipality. The County covenants and agrees with the Municipality as follows: (a) To pay the rent referred to above; (b) To use the leased premises in a tenant-like manner and to leave the leased premises in a clean and tidy condition; (c) To use the building; excluding the leased premises; and the grounds surrounding the building and to cause its agents, servants and invitees to use same in accordance with the rules and regulations from time to time established by the Municipality for the use of such areas by all persons; (d) Not to permit anything to be done on the leased premises which may be deemed to be a nuisance or by which the insurance on the building will be increased; (e) Not to use the leased premises except as part of the County Library system; 4 f To pay for any loss or damage to the Municipality's contents within the building or for any loss or damage to the building including the leased premises when any such loss or damage is caused by its negligence or that of its agents, servants or invitees; ( g) Not to allow any refuse, garbage or other loose or objectionable material to accumulate in or about the building including the leased premises and on the grounds surrounding same; (h) Not to injure or remove any shade trees, shrubbery, hedges or any other trees or plants which may be in or on the lands surrounding the building and leased premises; ( i) To give the Municipality immediate verbal then written notice of any accident or defect in the water pipes, gas pipes or heating apparatus, electrical lights or other wires within the leased premises; (j) That if the County shall be in default in respect to any of its covenants and such default shall continue for ninety (90 ) days after written notice by "Registered Letter" of such default to the County; the Municipality may, at its option, repossess the leased premises and the said Lease shall thereupon terminate; and (k) Not to assign or sublet except with consent of the Municipality which shall not be unreasonably withheld if the sub-tenant or assignee is a Public Library Authority established under a General or Special Act. The Municipality covenants and agrees with the County as follows: (a) As soon as the leased premises are reasonably fit for occupancy to cause the Clerk of the Municipality to send notice in writing to such effect to the County; (b) To provide sufficient heating and airconditioning of the leased premises to maintain a reasonable temperature therein at all times during normal business hours, except during the making of repairs to the heating and airconditioning equipment; (c) To give free use to the County and all persons designated by the County and all persons in common with the Municipality and all persons designated by it, of all stairways, hallways, entrances and common areas used by the public within the building for all Library purposes and for providing ingress to and egress from the leased premises; (d) To supply hot and cold water to the washrooms and sinks in the leased premises 5 e To provide adequate toilet facilities for male and female employees to comply with the requirements of The Industrial Safety Act, 1980 and any other provincial requirements or regulations or municipal by-laws and to permit the County, its servants and agents, to use the said toilet facilities and to keep them in good working order; (f) To supply the leased premises with electric power; ( g) To remove snow and ice from the sidewalks and driveways adjacent to and leading to the building and to reasonably maintain the grounds around the building; (h) To promptly repair and keep the building, including the leased premises and every part thereof, in good repair, order and condition. Whenever any structural repair is required to any part of the building, to consult with the County as to the nature and need for such repair before making the same. If upon ninety (90 ) days after written notice by the County such repairs are not commenced the County may authorize same and deduct such costs from future rent; ( i) To supply janitor service to the leased premises; where applicable per Schedule IIDII Guideline attached; j To obtain and maintain, at all times, insurance as follows: ( i) Insurance against loss or damage to the building by fire, lightning or tempest with the usual additional perils as covered by extended coverage and to the full insurable value of the building on a replacement cost basis with loss payable to the Municipality and the County as their interests may appear and the Clerk of the Municipality shall cause a statement of endorsement to be sent to the County Clerk and Librarian yearly; (ii) General public liability insurance in an amount satisfac- tory to the Municipality and the County against claims for personal injury, death or damage to property occurring upon or in or about the building including the leased premises with the Municipality and the County named as the insureds; and ( iii) Pressure vessels and other apparatus which may be in, about or upon the building in such amount or amounts as the Municipality and the County may agree upon a replacement cost basis with loss payable to them as their interests may appear. 6 I To pay for any loss or damage to the County's contents wi thin the building or for any loss or damage to the leased premises when any such loss or damage is caused by its negligence or that of its agents, ser- vants or invitees. If the leased premises are totally destroyed by fire or other cause for which the Municipality is insured, the Municipality may at its option replace the building according to plans approved by the Municipality and the County. If the Municipality elects to replace such building, the proceeds payable under the insurance policy or policies shall be used for such purposes. If the building is not replaced thereupon this Lease shall terminate. If the leased premises are partially destroyed by fire or other cause for which the Municipality is insured, the Municipality may at its option repair the damaged portion of the building according to plans approved by the Municipality and the County. The Municipality covenants with the County for quiet enjoyment. PROVIDED that the County may remove its fixtures brought by it to the leased premises provided that it makes good any damage in so doing. PROVIDED that the County shall have the privilege of affixing such signs as do not permanently disfigure the building and as may be approved by the Municipality in writing and such approval shall not be unreasonably withheld. If the County should hold over after the original term, or after any renewal thereof, such holding over shall be construed to be a tenancy from year to year only, and shall have no greater affect, any custom, statute, law or ordinancEi' to the contrary, notwithstanding. Such year to year tenancy shall be governed by the terms and conditions of this Lease, notwithstanding any statutory provisions or rules of law with respect to the incidents of the year to year tenancy, and shall be subject to termination upon six ( 6) months' notice in writing. Any notice required by this Lease shall be sent or any notice requesting a renewal of covenant or any notice as to changing the address to which notices, statements or estimates are to be sent, shall be sent by prepaid registered mail and when the notice is to the Municipality, it shall be addressed as follows 7 The Corporation of the And where such notice or statement is to the County it shall be addressed as follows: The Corporation of the County of Elgin 450 Sunset Drive ST. THOMAS, Ontario NSR 5Vl. The Parties agree that the Lease shall be registered against the lands described in Schedule "B" attached hereto. This Lease shall enure to the benefit of and be binding upon the succes- sors and assigns of the Parties he·reto. "INITIAL IMPLEMENTATION CLAUSE" (a) Where existing IIBII Leases are in place they may be replaced by this Lease upon the mutual consent of Elgin County Council and the Municipal Council by means of the passing of by-laws authorizing the necessary signing officers. It is acknowledged that upon implementation of this leasing agreement that all prior existing leases, covenants and conditions are null and void. (b) Where existing !I All Leases are in place they may be replaced by this Lease upon thè mutual consent of Elgin County Council and the Municipal Council by means of the passing of by-laws authorizing the necessary signing officers. As a condition of implementation the signing Municipality agrees and acknowledges that a County of Elgin grant previously awarded in the amount of $ shall upon signing of this document become repayable in full to the County of Elgin. Said sum shall then constitute an interest free loan owed to the County of Elgin. The total amount of $ shall be repaid in ten ( 10) equal annual installments of $ and said installments shall be deducted at source as quarterly payments from the Lease funds payable to the Municipality under the conditions of this leasing agreement 8 It is acknowledged that upon implementation of this leasing agreement that all prior existing leases, covenants and conditions are null and void. (c) Where expansion of Library services are desired by the County of Elgin and are mutually agreed upon by a member Municipality by means of new construction, re-Iocation or major renovation of existing premises prior to implementation of this Lease the County of Elgin and the Municipality may enter into an agreement by means of a "Letter of Intent" to accommodate such expansion. The "Letter of Intent" shall be accompanied by such plans, drawings and construction timetables as are deemed necessary by the County of Elgin Library Committee to accommodate a proper recommendation to County Council. When the "Letter of Intent" is mutually accepted by motion of Councils a by-law will be prepared authorizing signing officers for both the "Letter of Intent" and this leasing agreement (upon occupancy). Upon completion of all conditions of the "Letter of Intent" and implemen- tation of this leasing agreement the Municipality shall receive an interest free loan of $10.00 per square foot of leased premises as speci- fied for calculation purposes in this leasing agreement. This loan in the amount of $ shall be repayable under the same conditions as apply to subsection (b) above affecting nAil Type Lease grant repayments. It is acknowledged that upon implementation of this leasing agreement that all prior existing leases covenants and conditions are null and void 9 IN WITNESS WHEREOF the said Parties hereto have hereunto affixed their corporate seals attested to by the hands of their proper signing officers. SIGNED, SEALED AND DELIVERED ) THE CORPORATION OF THE in the presence of ) ) ) ) ) ) Reeve ) ) ) ) Clerk ) ) ) ) CORPORATION OF THE COUNTY OF ELGIN ) ) ) ) ) Warden ) ) ) ) Clerk 10 SCHEDULES It is the responsibility of the Municipality to supply these documents and sufficient copies of same to allow the County to properly register this Lease) II A" A floor plan and measurements; (reasonably to scale) of building and leased premises (showing mutually agreed interior useable square footage used to establish leasing calculations). nBu The legal description and registered survey copy of entire site and location. "CD A site plan showing all pedestrian and vehicular access to premises. "D Branch Libraries Building Cleaning Guideline 11 SCHEDULE "D BRANCH LIBRARIES BUILDING CLEANING GUIDELINE MINIMUM FREQUENCY 1 Vacuum broadloom in halls, entrances and all public areas. Twice weekly 2. Clean entrances and exits. Daily 3. Quarry tile floors are to be cleaned and maintained in accordance with manufacturer's specifications. Twice weekly 4. Floors in garbage room to be cleaned thoroughly. Twice weekly 5. Wash down garbage chutes. Weekly 6. Floors in electrical room, storage room must be kept clean. As required 7. Vinyl asbestos flooring in stairwells, landings, stairs to be kept clean. Twice weekly 8. Clean public washrooms, maintenance areas, including sinks, toilet bowls and mirrors. Daily 9. Dust public washrooms, fire bells and lights, exit signs and window ledges. Weekly 10. Dust electrical panels, hot water tanks, pumps, pipes, etc. Monthly II. Change or clean all corridor make-up air filters and outlets. Monthly 12. Wash all lights. Twice yearly 13. Replace all burned out light bulbs and tubes in public areas. As required 14. Steam clean all public broadloom and matting. Annually 15. Vacuum public drapes. Monthly 16. Spot clean door glass frames and doors (hand marks) . Daily 17. Bag all garbage into standard size garbage bags spray disinfectant. Daily except Sunday 18. Empty wastepaper baskets. Daily except Sunday 19. Move garbage bags from garbage room on pick-up days to street curbside prior to truck arrival. Pick-up day 20. Thoroughly clean all windows, screens, inside and out, and areas between windows. Spring and Fall 2I. Clean walls in corridors, stairwells, and other public areas. Bi-monthly 22. Clean lounge furniture, card tables, chairs stove, refrigerator and sink. Weekly 23. Sweep sidewalks (minimum twice monthly As required 24. Keep all sidewalks clear of snow. As required 12 MINIMUM FREQUENCY 25 Spread ice removing pellets on sidewalks parking lot and driveways. As required NOTE: All equipment shall be supplied by the Municipality including: ice removing pellets, make-up air filters, light bulbs and fluorescent tubes, garbage bags, toilet paper, paper towels, soap, disinfectant deodorant and cleaning supplies 13 LIBRARY BRANCH CONSTRUCTION POLICY The following shall constitute the policy of the Elgin County Library Committee and/or the Corporation of the County of Elgin to be followed in considering any participation it will have with any Municipality repre- sented on County Council in the establishment of Library facilities anywhere in the County. A. ACTION INITIATED BY MUNICIPALITY 1.0 The Municipality shall first determine from the Committee, if in the opinion of the Committee, there is a need for Library facilities and/or new facilities in the Municipality. 2.0 If the answer to 1.0 is in the affirmative, the Committee should state the square feet area required to provide the Library service desired and so notify the Municipality, and shall at this time provide the Municipality with a Draft Lease as hereinafter contem- plated. 3.0 Should the Municipality wish to pursue the matter it shall notify the Committee, and within a reasonable period of time it shall submit to the County Council and to the Committee a proposal which shall set out the following: 3.01 The address and description of the proposed site and building to be constructed and/or renovated. 3.02 The interior gross area of the building or proposed building. 3.03 The size of the area designated or to 'be designated for Library use which area shall not be less than that indicated by Clause 2.0. 3.04.1 Construction Timetables. 3.04.2 Cost of construction or renovation including mechanicals. 3.04.3 Cost of interior fittings for Library fittings. 3.04.4 Architect's fees. 3.04.5 Interim financing cost. 3.04.6 Source of funding for project. 3.1 The Committee upon receiving notification from the Municipality pursuant to Clause 3.0 shall prepare for submission to County Council, its estimation of the cost to it, if the Municipality proposal is proceeded with. 4.0 The Council upon receiving the proposal from the Municipality and the estimation of cost and recommendation from the Committee shall 14 consider the proposal If acceptable and Council determines that it wishes to participate in the establishment of the Library facili- ties recommended, the County Clerk shall notify the Municipality and the Committee of the amount of the Capital Grant (as specified in the lease) which the Council is prepared to make towards the pro- posed building and the mode and time the grant will be made; which grant when made, if accepted by the Municipality, shall be an inter- est free loan to be repaid as per standard Elgin County Library Municipal Lease. To expedite matters a Letter of Intent detailing the arrangement may be signed by the County and the Municipality. 4.1 Upon the Clerk of the County being advised in writing by the Municipality that the amount of the grant proposed in Clause 4.0 is satisfactory to the Municipality, the Clerk shall be authorized to pay such grant upon receipt of an executed standard Elgin County Library Municipal Lease. 5.0 5.0.1 The Municipality shall cause plans and specifications of the Library premises to be prepared, which plans must be approved by the Committee. 5.0.2 The Municipality shall be the owner of the land and building. 5.0.3 The Municipality shall, at its cost, cause the building to be constructed in accordance with the plans and specifications referred to in Clause 5.0.1. 5.1 Both Parties to the Lease shall be responsible for their own legal cost in the negotiation and/or drafting of any Lease Agreement. B. ACTION INITIATED BY THE COMMITTEE 1.0 In any plans wherein no Municipality is involved the Committee will proceed in the normal manner. c. NEW LIBRARIES The square footage of Branch Libraries shall be 2,500 square feet except in the case of resource Libraries which shall be 5,000 square feet. In all cases of new construction the Libraries shall be on one level. During the three-year term of each Council the construction of only one Library will be allowed. 13 LIBRARY BRANCH CONSTRUCTION POLICY The following shall constitute the policy of the Elgin County Library Committee and/or the Corporation of the County of Elgin to be followed in considering any participation it will have with any Municipality repre- sented on County Council in the establishment of Library facilities anywhere in the County. A. ACTION INITIATED BY MUNICIPALITY 1.0 The Municipality shall first determine from the Committee, if in the opinion of the Committee, there is a need for Library facilities and/or new facilities in the Municipality. 2.0 If the answer to 1.0 is in the affirmative, the Committee should state the square feet area required to provide the Library service desired and so notify the Municipality, and shall at this time provide the Municipality with a Draft Lease as hereinafter contem- plated. 3.0 Should the Municipality wish to pursue the matter it shall notify the Committee, and within a reasonable period of time it shall submit to the County Council and to the Committee a proposal which shall set out the following: 3.01 The address and description of the proposed site and building to be constructed and/or renovated. 3.02 The interior gross area of the building or proposed building. 3.03 The size of the area designated or to be designated for Library use which area shall not be less than that indicated by Clause 2.0. 3.04 The estimated total cost of construction or renovation required to complete the entire facility and in particular the estimate shall include the following: 3.04.1 Construction Timetables. 3.04.2 Cost of construction or renovation including mechanicals. 3.04.3 Cost of interior fittings for Library fittings. 3.04.4 Architect's fees. 3.04.5 Interim financing cost. 3.04.6 Source of funding for project. 3.1 The Committee upon receiving notification from the Municipality pursuant to Clause 3.0 shall prepare for submission to County Council, its estimation of the cost to it. if the Municipality proposal is proceeded with 14 4.0 The Council upon receiving the proposal from the Municipality and the estimation of cost and recommendation from the Committee shall consider the proposal. If acceptable, and Council determines that it wishes to participate in the establishment of the Library facili- ties recommended, the County Clerk shall notify the Municipality and the Committee of the amount of the Capital Grant (as specified in the lease) which the Council is prepared to make towards the pro- posed building and the mode and time the grant will be made; which grant when made, if accepted by the Municipality, shall be an inter- est free loan to be repaid as per standard Elgin County Library Municipal Lease. To expedite matters a Letter of Intent detailing the arrangement may be signed by the County and the Municipality. 4.1 Upon the Clerk of the County being advised in writing by the Municipality that the amount of the grant proposed in Clause 4.0 is satisfactory to the Municipality, the Clerk shall be authorized to pay such grant upon receipt of an executed standard Elgin County Library Municipal Lease. 5.0 5.0.1 The Municipality shall cause plans and specifications of the Library premises to be prepared, which plans must be approved by the Committee. 5.0.2 The Municipality shall be the owner of the land and building. 5.0.3 The Municipality shall, at its cost, cause the building to be constructed in accordance with the plans and specifications referred to in Clause 5.0.1. 5.1 Both Parties to the Lease shall be responsible for their own legal cost in the negotiation and/or drafting of any Lease Agreement. B. ACTION INITIATED BY THE COMMITTEE 1.0 In any plans wherein no Municipality is involved the Committee will proceed in the normal manner. C. NEW LIBRARIES The square footage of Branch Libraries shall be 2,500 square feet except in the case of resource Libraries which shall be 5,000 square feet. In all cases of new construction the Libraries shall be on one level. During the three~year term of each Council the construction of only one Library will be allowed.