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December 12, 2002 Agenda ORDERS OF THE DA Y FOR THURSDA Y. DECEMBER 12TH, 2002 AT 9:00 A.M. QRDER PAGE # meeting held on November 26, 2002 Interest Meeting Called to Order Minutes· Adoptionpf 1st 2nd 3rd 4th and the General Nature Thereof Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. - Gillian Hanson - Funding for Elgin County School Nutrition Programs through ECNP (ATTACHED) 9:30 a.m. - Ann Creery, District Manager London/Sarnia, Union Gas Ltd re: The De-regulated Natural Gas Market - Retroactive Rate Adjustment (ATTACHED) 10:45 a.m. - Laurie Lashbrooke - Communications Consultant, re: Discuss Communications Task Force Motion to Move Into "Committee Of The Whole Counci Notice of Motion - Councillor Bob Habkirk Disclosure of Pecuniary 5th 1-2 3-11 THAT the CGunty of Elgin for the 2003 Municipal Election reduce the number of seats on the County Council to seven from the current nine THAT the current seven Elgin County Municipalities with duly elected Mayors from the November 2003 Election would then hold those seats; and further, THAT the position for a Deputy Warden be created with the Warden and Deputy Warden elected County-wide on a ballot in each respective municipality with the seven mç¡yoral candidates filing to seek those positions when they file their Mayoral papers for candidacy. Outside Boards and Staff Reports of Counci Co unci 6th 12-81 Correspondence - see attached Agenda) Consideration Information (Consent OTHER BUSINESS Items for Items for 1) 2) 7th 82-88 89-125 Statements/Inquiries by Members Notice of Motion Matters of Urgency 1) 2) 3) In-Camera 8th Items - see separate agenda 9th Recess 10th Motion to Rise and Report 11th the Committee Of The Whole Recommendations from Consideration of By-Laws ADJOURNMENT Motion to Adopt 12th 13th 14th 126-150 LUNCH WILL BE PROVIDED Elgin Community Nutrition Partnership 99 Edward Street St. Thomas, ON N5P IY8 December 4, 2002 Warden and Members Elgin County Council 450 Sunset Drive St. Thomas, ON N5R 15VI Dear Warden and Members: Re: Fundine: for Ele:in Cou School Nutrition Proe:rams. throue:h ECNP I would like to request an opportunity to appear before Elgin County Council to make a presentation regarding the potential for Elgin County to fund school nutrition programs through Elgin Community Nutrition Partnership. A number of studies by Statistics Canada and Health Canada have found that 32% of elementary aged Canadian children attend school each day without first having breakfast. In high school this rate jumps to 60%. Only 2% of Canadian children eat a balanced diet each day. There are many reasons for this situation. Many children (particularly in rural areas) travel long distances by bus to school. Some children in Elgin get on their busses at 7:15 each morning. For families with parents who work shifts, many children are responsible for getting themselves ready for school each morning as Mom and/or Dad are already at work. A lot of children are not ready to eat first thing in the morning. Some students have early morning sports practices. For some families, low income is a contributing issue. No matter what the cause, the fact remains that children across the county are going to school ill prepared. If children do not eat properly, their brains do not function at peak levels and they cannot reach their learning potential. This is an issue that affects everyone, whether they have children or not. In an effort to deal with this situation 28 of the 36 schools in Elgin within the TVDSB and LDCSB provide nutritious food at no cost to 4700 students every day! The format of each program is slightly different for each school, and is designed to meet the specific requirements of the student 'body. Volunteers operated these programs within the schools. Most schools offer snack programs, while II offer breakfast. This is a huge program with a very large price tag! On average it costs $0.35 per day per child to offer these programs. This equates to $312,550 per school year. A minimum of 10% of the cost must be covered by parental donations. This brings the required funds to $281,295. Breakfast For Learning grants the majority of these funds. Thi,s is a foun¡iation created and administered by Canadian Living magazine. They are the only national organization focusing specifically on school nutrition programs. Each year, schools are able to apply to BFL for grants to help pay for the operational costs of their school breakfast, snack or lunch program. As a rule, BFL will grant up to 25% of the budgeted cost. In cases where the school is designated as "at risk" by the school board, the grant can be as much as 75% of the cost. Many of the schools in Elgin County fall into this category. During the latest funding quarter, BFL granted $66,000 to schools and organizations in Elgin County. This year BFL will provide $187,530 to Elgin County schools! The schools have always been required to raise the additional funds themselves. In an effort to raise the funds, schools would write to Elgin corporations requesting support. Many companies are interesteq in supporting school nutrition programs, but not 28 independent requests. As a result, a few schools, usually those within a close vicinity to the company, would receive support, while the others were turned down. This has lead to a situation where some schools are well funded, and others are not. Some schools are in a position to meet the nutritional needs within their school 1 body, while others are trying to "make-do" and stretch the BFL grant as far as it will go. Unfortunately, most of the rural schools fall into the under-funded category. This is particularly difficult when poverty levels are taken into consideration. This is a situation that Breakfast For Learning has recognized nationally. In an effort to ensure that all schools are running affectively, and each is sustainable, BFL has created Community Partnerships. These þartnerships are designed to assist the school programs with start-up, volunteer recruitment and fundraising. Elgin Community Nutrition Partnership is such a program. ECNP is a coalition between the London District Catholic School Board, Thames Valley District School Board, Elgin St. Thomas Health Unit, West Elgin Community Health Center, St. Thomas Red Cross, and Breakfast For Learning. We formed in January 2002, and a formal program coordinator was hired on October I, 2002. Our goal is to see a sustainable nutrition program running in every schöol in Elgin County, which will meet the unique needs of each student and school. Our aim is to support the nutrition programs currently running throughout the county, while encouraging the start-up of new programs at the remaining schools. By providing assistance with program start-up, volunteer recruitment, and fundraising, we are endeavoring to ensure every child in Elgin County goes to school well fed, and ready to learn. As a group, ECNP recognized the disparity between the have and have-not schools. In an effort to equalize the situation, we have made fundraising a main goal. It is our hope to generate $105,000 annually, from local companies and granting organizations. The funds will be broken down as follows: 80% to flow through directly to Elgin County schools, which are currently receiving BFL funding and are working towards the Best Practices guidelines. The schools, for the purchase of food and supplies, will use these dedicated funds. It is our intention to flow through to the schools twice per school year. The remaining 20% will stay with ECNP, to cover the cost of educational activities i.e.: brochures, community breakfasts, Cooking- with- Kids classes, How-to-Cook-socKid- will-Eat-it classes for parents, in school activities, postage, etc. The ECNP has received a grant from Breakfast For Learning for $20,000. This money covers the payroll costs associated with the program coordinator. Office space, a computer and phone line are provided by the Elgin St. Thomas Health Unit. The Health Unit is also providing bookkeeping services for the partnership. I am hoping Elgin County Council will consider financially supporting the ECNP efforts. By working together, we can reach many children throughout Elgin County. I realize there is an application process, but I would like to suggest Council consider granting an amount equivalent to $1000 per school running a BFL program. This would be $28,000 for this school year; This money would be applied to the annual goal of $105000 and would be used to offset the nutrition program costs as well as provide nutritional education. to time If you have any questions, please do not hesitate to contact me. Thank you for taking the consider this great project. I look forward to hearing from you in the near future. Best Regards 2 Gillian Hanson Gillian Hanson Program Coordinator Elgin Community Nutrition Partnership Phone: 631-9900 Voicemail: 631-3159 x 277 Email: hanso:ell·.ealth.on.ca ø Lnlo.ngas The De-regulated Natural Gas Market t<') December 12,2002 Presentation to Elgin County Council Anne Creery, District Manager London/Samia Union Gas Ltd. Union Gas Market Area CJ Operate storage and transportation facilities that service other utilities and energy market participants in Ontario, Quebec and the United States I,., , _ _ '_ II II 0(i!, -0 ~~"'~, . Union Gas Overview CJ Serve over 400 communities in northern, southwestern and eastern Ontario in over 50 centers CJ More than 1.1 million residential, commercial and industrial customers A~évJ' -~t-~ II~./ ~~ ilt!E.èE~ .,-t,...!"".... .ff:: vt ,," ,.~ ø u1Iongas :-,"':-:,-;:>' ,',- :>:x,::;-~:_:::, --,; _,_ ~__ ",:?">/, ~ ?::;::I-~',::C\_c:~:::.:~::_-:;~~!:i~:~~:.,L:o.~-:I:-:.:{,-:::;c,:,:N';-;;;:;,:L J- ¿·;:;;~t:/{:~ i; ',-;; .__'' _ _ ,': __~ _'_ .. _ ,__._ _ ;_ _ ___u ,';--,' _ _ :._',-', _ _~-_--- 'n, _ _ n',::--:-'________:'_-- .:-, :'HC' - - - ,. ., ,- - A Duke Energy Company! 2 -,,--- " -, . "- ----,-, Natural Gas Markets o Marketers offer fixed term commodity rates o Distribution companies, like Union Gas, provide a cost based commodity offer o Costs for delivery, transportation, storage and return on investment are determined in regulatory process l!ì ø U110ngas Union Gas Rates Timeline - Delivery Rates '-0 Jul. 21 01 2000 Rates Decision I Jan. 1, 00 I Jan. 1,01 Nov. 1, 01 2000 Rates Implementation I I I Jan 1, 02 II Dec. 1, 02 I I Rates in place at the time: - - - - - - - - - - - - - 1999· - - - - - - - - - - - - - - - t - - - - - - - - 2000 . - - - - - j Rates Rates Rates that shoul~have . - -' 2000 . - -I- - - - - - - - - - - - - - - 2()Ö1Rates been in Rates plªce: - - - - - - - - - - - t - .20Ö2 - Rates ø Lnlongas Forecasting future prices 16.000 14.000 12.000 -:> 10.000 Q ~ 8.000 z 8 6.000 4.000 2.000 0.000 Dawn Natural Gas Price Expectations Based on Volatility Analysis at 68%Confidence .' . ~ ' '. ~ ~ , . " ' :;,.' ~ /. , .'" ' .' 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"i5 I sl. c: 0- :::¡ c: 0- :::¡ U c: 0- :::¡ U c: 0- :::¡ c: 0- co « -:> 0 co « -:> 0 co « -:> 0 co « -:> 0 co « -:> -:> -:> -:> -:> Source: RBC Capital Markets -.-.------.-.-- (() u1Iongas '- - -, - .-,- - - - - -^ - - - - -, - ",-, ,- - - .'---< '- - - - - - ,; --" -' - '- ^,.~ - - : ; A Duke. Energy C011lpany/5: ~ ,---'" "",,- -',-"--' -- '.,---^~::..._,<--""-;,- ",'-:,_._--,- _ -u, "~, .. -.--._~- ':'--' Union Gas Rates Delivery Rate - Current and Proposed Current 2000 Proposed Average Rates 2002 Rates Change on co Delivery BilJ (Cents/m3) Rate M2 9.1317 9.2827 1.7% Rate M4 2.4231 2.4658 1.8% Rate M5A 1.6784 1.7017 1.4% =:> On average, delivery changes are modest over the two year period. =:> Main driver is gas cost in delivery rates. A decrease/increase in gas cost flows through to delivery rates. ø Lnlongas Union Gas Deferral Accounts D Deferral accounts capture variances from forecast levels of costs in approved rates that are outside of management's control D Three broad categories: - Delivery - Gas Supply - .Transportation - Gas Supply - Commodity D Union tracks these variances but requires the OEB's approval to pass them on to customers (J'. ø U1Iongas One-Time Adjustment o Why? - To 'catch up' for delay in implementing new delivery rates - To clear other deferred costs o Implementation will follow finalization of rate order by the Ontario Energy Board o Typical customer using 2900 m3 per year will be required to repay about $120 o ~ øU110ngas The Future o Energy prices will continue to be volatile o tOO-Day review of the OEB - Union Gas will participate with focus on: - reduce likelihood of future rate adjustments - lessen severity of future rate adjustments - Improved customer noticè ~ - ø uno ng as REPORTS OF COUNCIL AND STAFF December 12th 2002 orts. from Outside Boards - (ATTACHED) Councillor Crevits - S1. Thomas-Elgin Tourist Association Annual Report 2002, presented by Marg Emery, Tourist Coordinator 9:45 a.m. Re Paae # 13 Staff Reports - (ATTACHED) - Pioneer Line Municipality of Manager of Engineering Services - Vienna Bridge Detour Manager of Engineering Services - Encroachment Agreement Part Lot 13, Concession 8, West Elgin 15 17 Manager of Engineering Services - Snowmobile Crossings 18 Manager of Engineering Services - John Street Operational Costs - Heritage Line, Technical Services Technical Service.s Officer - Speed Zone By-Law Amendment Straffordville Officer - Rumble Strip Policy 20 26 30 Counci Deputy Clerk - Rules of Procedure and Policies of County Council (please bring the package handed out at the November 26th Council Meeting) Meetings for 2003 Deputy Clerk.... Schedule of 31 Act - By-Laws Director of Financial Services - 2003 CRF Allocation Director of Financial Services - New Municipal Director of Human Resources - Counci Director of 33 34 39 60 Compensation Review 2003 Homes and Seniors Services - Ministry Compliance Review at Elgin Manor (copy of attachments available in Administrative Services) Director of Homes and Seniors Services - Ministry Compliance Reviews at Terrace Lodge (copy of attachments available in Administrative Services) 62 (circulated separately) Villa Director of Homes and Seniors Services - Task Force Update Director of 64 66 New Elgin Terrace Homes and Seniors Services - Telephone Lease at Bobier Director of Homes and Seniors Services - RFP - Furniture, Equipment for Manor and RFP - Beds and Mattresses for Lodge 68 Update on Vehicle Purchase Ontario Elginconnects/Connect /,;? Library Coordinatpr Manager of Library Services 7.3 75 St. Thomas - Elgin Tourist Association Annual Report for the County of Elgin This year saw tremendous changes for the St. Thomas - Elgin Tourist Association (STETA) beginning with an expanded partnership between the County of Elgin and the City of St. Thomas to provide the necessary funding to hire a tourism coordinator. Although the County and the City have provided the funding to support the tourist association on an ongoing basis, this new endeavqur required additional funding above operating expanse for wages and office expenses. The tourism coordinator became a reality in late February 2002. Logo A revised logo has been created which boasts a heart inviting visitors to Elgin County and St. Thomas - A Place to L"ve. The heart is associated with our slogan "A place to love", the fact that Elgin County is part of the heartland of Ontario and also points to St. Thomas as being in the heart of Elgin County as well. "Incredible Elgin "Incredible Elgin" was re-introduced as the key signature piece for STET A Originally commissioned by the Elgin Tourist Association in the 1980s, and funded by the late Doug Tarry, Alncredible Elgin@ is a beautiful print created by artist Peter Robson to depict a number of points of interest in Elgin County and St. Thomas. Mr. Robson graciously agreed tQ sign and number 150 copies of the prints in honour of the 150th Anniversary of the County of Elgin and the Village of St. Thomas. The print has been re-signed, numbered and sealed by Mr. Robson with a seal especially created for the Sesquicentennial. Only 150 will be imprinted and the seal will be destroyed. As an unbelievable added value, the Doug Tarry family generously provided the Tourism Association with a number of Jumbo coins which were minted during the same time period. The coins are placed in a special area of the matting of the ftamed print. It is our hope that the prints will be a major fund raiser for the tourist association. Partnerships New and renewed partnerships were formed with such groups as the Elgin - St. Thomas Health Unit, the Elgin Community Futures Development Corporation and the St. Thomas Downtown Development Board. STET A is partnering with the Health Unit to create a cycling - hiking flip map which will See cycling trails on one side and with hiking trails on the other. Also in the planning stages is an Elgin County brochure in partnership with the Elgin Community Futures Development Corporation. Support staff and funding will be shared to bring to life a full colour promotional brochure for the entire County. STETA, their members and the DDB teamed up to create a program offering chances to win substantial prizes just by shopping in Elgin County and downtown St. Thomas in our "Christmas in the County" progr.am. The DDB provided $500 in downtown dollars to bplster the Grand Prize which also included various gift certificates from STET A members . This year the 7th Army cadets were enlisted to help with set-up for some special events and the cadets even marched on the colours for our Canada Day Perch Search kick-off in Port Stanley. STETA plans to continue to make a connection with local charities and not-for-profit groups which creates a two-fold benefit by generating some revenue fqr the service groups and creates more pf a community spirit at the special events. 10.000 Canada Dav Perch Search A new special event entitled "I st Annual Canada Day $10,000 Perch Search was created. Inviting visitors and residents alike to register tþ. fish anywhere on Lake Erie in Elgin County over a two week period to catch one of25 tagged perch, one with a prize of$IO,OOO. Fishing is a very popular sport that can be enjoyed by anyone at any age so this program is intended to encourage visitors to Elgin County - St. Thomas and generate revenue at the same time. Almost 200 anglers registered which was a great start to an event which 3 1 2 has the possibility to grow into a major event for the area. In an effort to promote a family activity, the event offered a maximum registration fee of $25 for families which included grand parents. Website The Tourist Association registered the internet domain, http://www.elgintourist.comin October 1998. The site currently features over 50 web pages of content in one of five main areas: an Event Calendar, a Virtual Tour, Local maps, an on-line Newsletter, and an on-line Tourist Information booth. The STET A Board has been working with the webmaster to update the site this year with a new face and even more information links. The web-site currently generates between 20,000-30,000 page views per month, a feat many much larger sites cannot boast. This year the site took on an entire new look which was very well received by the visitors. A new front page allowing for a newsletter, board announcements and ongoing updates as well as Welcome New Member links and an up to date events calendar which can be all regularly updated by the new tourism coordinator. ArtFest Elgin 2002 This Art Festival, unlike other art festivals, is designed to tie together many smaller art exhibits across the County. This year the Artfest was held in St. Thomas. This two-day event attracted an excellent variety of artists. Even with the $20 registration fee, there were more artists registered than last year. STET A provided tents for the event however the weather proved undependable this year as high winds on Saturday and rain on Sunday caused the event to fall somewhat short of expectations for attendance. A survey was distributed to the artists and in most caseS they felt a location with a higher pedestrian traffic would be more suitable. These suggestions will be taken into consideration for the 2003 event. Membership Certificates & Brochures This year STET A began issuing framed membership certificates to all members who renewed their membership in 2002 as well as any new members. The certificate has a two-fold purpose. It provides the member with recognition that they belong to the Tourist Association and it also promotes the tourism association when customers see the certificate on the wall. We have found that members were very pleased to receive the recognition of a framed certificate for the wall. The certificate allows for renewal stickers for up to six years. The initial cost to produce the certificates with frames is well worth the expenditure and was received very positively by the members. Closing Remarks All in all the year was a great success. STET A has created a presence within the County of Elgin and the City of St. Thomas and is becoming better known to the tourism industry suppliers. The St. Thomas - Elgin Tourist Association will distribute our "Year in Review" document in late December or early January. Following confirmation of the budget, our "Marketing Plan" will be distributed once completed. Sincere thanks to Warden Wilson and County Council for their continued support and to Mark McDonald and his stafffor their ongoing assistance and kind cooperation. 4 1 Respectfully submitted, Marg Emery, Tourist Coordinator St. Thomas - Elgin Tourist Association REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES DATE: NOVEMBER 19, 2002 SUBJECT: VIENNA BRIDGE DETOUR requesting compensation for Introduction The County of Elgin received a letter from a business in Vienna lost business due to the bridge closure and replacement Discussion The County of Elgin closed the Edison Bridge in early September for the deck it is anticipated thatthe bridge will open prior to mid-December. During the early design and scheduling phase of the project staff considered a summer closure of the bridge. After discussion with the various government agencies and the local business in the area it was decided that construction would commence after Labour Day. A requirement of the environmental agencies was to allow work to proceed in the month of September and since the summer months are the busiest time for the local area business it was decided that work would proceed in September. The detour for the bridge is Chute Line and Chapel Street in the Village of Vienna. The County of Elgin contributed $25,000.00 for the application of a double surface treatment with the Municipality of Sayham reconstructing a portion of Chapel Street at their cost. The Public Transportation and Highway Improvement Act (PTHIA) states that if a road is closed for maintenance or construction, the municipality shall provide and keep in good repair an alternate route for traffic and property who cannot gain access to their property by reason of such closing As the County is providing access to the ratepayers of Vienna, and to the businesses compensation should be denied. If compensation was approved, should residents/business receive compensation for additional costs such as travel time. The County of Elgin has allowed information signs on Plank Road stating that access to all Vienna businesses remain open As part of the Engineering Services five-year capital plan, the Vienna North Bridge will be closed to traffic in the fall of 2004. The same detour will be utilized with the approval of the Municipality of Bayham. The alternate detour would consist of County Roads #45/ #55/ #42. Conclusion As the County of Elgin has provided access to the residents and business of the Village of Vienna. Therefore, compensation is not recommended. If the County issued compensation in this case a precedent would be set for all future projects. on Page 5 H:IUSERSIDEPTlROADSICouncil Reportsl2002\Vienna Bridge Detour-Hotel Requesting $$.doc 1 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES DATE: NOVEMBER 19, 2002 SUBJECT: VIENNA BRIDGE DETOUR the closure of the Recommendation That the request received for compensation from 947406 Ontario inC. due to Edison Bridge, on Plank Road in the Village of Vienna, be denied. RESPECT FULL Y SUBMITTED ŒvJ ~iWV1 Page 2 of2 MARl ONAL CHIEF ADMINISTRATIVE OFFICER 6 Reportsl2002\Vieona Bridge Detonr-Hotel Requesting $$.doc 1 CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES H:IUSERSIDEPTIROADSIConnci REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: NOVEMBER 29,2002 SUBJECT: ENCROACHMENT AGREEMENT - PIONEER LINE PART LOT 13, CONCESSION 8, MUNICIPALITY OF WEST ELGIN Introduction The current property owner is transferring the property to Canada Mortgage and Housing Corporation (CMHC). The concrete porch, attached to the house, is in excess of 4 feet onto Pioneer Line (County Road #2) due to the expropriation of property by the County of Elgin in 1988. Discussion I Conclusion The residence on Part of Lot 13, Concession 8, in the Municipality of West Elgin, has a portion of the house on a municipal right of way. In order for the property to be legally transferred, the County will have to enter into an Encroachment Agreement with CMHC. agreement for the to prepare an encroachment requested was The County of Elgin's solicitor Warden and CAO to execute. This encroachment was created due to the County's expropriation of property in 1988 on County Road #2 for road widening purposes, therefore, an encroachment agreement should be entered into with the property owner. Once executed, this agreement should be registered in the local registry office. Recommendation That the Warden and Chief Administrative Officer be authorized to enter into an Encroachment Agreement with the property owner with regard to property on Pioneer Line, Part of Lot 13 Concession 8, Municipality of West Elgin, Part #1, Registered Plan #11 R-2527 ,and also, the County of Elgin Registry Office. be registered in That this agreement RESPECTFULL Y SUBMITTED ŒìW~ MARK CHIEF ADMINISTRATIVE OFFICER CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES 7 1 , ! REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT DECEMBER 3, 2002 SNOWMOBILE CROSSINGS FROM DATE: SUBJECT: Introduction Correspondence has been received from two county snowmobile clubs requesting the installation of snowmobile crossing signs at various locations along county roads. There were initially twenty locations where these signs have been requested, only a handful are on County Roads and meet the criteria specified by the Ontario Traffic Manual (OTM). Discussion Conflicts can arise from snowmobiles crossing county roads. A snowmobile crossing sign is intended to warn drivers of this potential hazard so they can prepare to slow down if they encounter a snowmobile crossing the road. the be used in advance of a location where The OTM indicates that a snowmobile crossing sign must crossing is used by a significant volume of snowmobiles The sight distance at these locations must be a minimum of 150m in each direction for an 80 km/hr speed zone and should only be posted during the winter season. Field investigations were performed at all locations to determine if the sight distance requirements were met. Conclusion In areas where the crossings meet the minimum sight distance determined by field investigation, the signs should be installed. Where the sight distance is limited, the crossing is considered unsafe and will not be installed. The snowmobile clubs will be informed that it is unsafe to cross in those locations and the crossing must be moved. n locations where the signs are warranted (see attached list), the County will pay for the sign and request the Municipality to install the sign at which they will be reimbursed by the County. The signs will be removed at the end of the snowmobile season and replaced each year. Recommendation THAT the crossings identified by the snowmobile clubs that meet the Ontario Traffic Manual criteria have the signs installed and removed at the County's expense, and also our installation rates. the signs and be reimbursed at the lower tiers be requested to Instal THAT RESPECTFULL Y SUBMITTED aMr~ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES --L MARK MCDÕl'\fATI CHIEF ADMINISTRATIVE OFFICER 8 1 FROM DATE: SUBJECT: Snowmobile Crossing Locations Municipality On Road Location Dutton/Dunwich 14 in lona Station DuttonlDunwich 13 in Dutton Southwold 16 east of # 20 Southwold 16 east of # 119 Southwold 20 north of# 16 Southwold 3 east of # 20 Southwold 20 north of # 3 Southwold 16 east of # 14 Malahide 73 north # 45 Malahide 45 east # 73 Malahide 73 south # 45 Malahide 42 east of # 73 Malahide 45 east # 40 Malahide 43 south # 45 1 9 REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT DECEMBER 3, 2002 SNOWMOBILE CROSSINGS REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES NOVEMBER 20, 2002 JOHN STREET OPERATIONAL COSTS FROM DATE: SUBJECT: Introduction The County of Elgin received the attached letter from Town of Aylmer to subsidize operational costs borne by the town. This request is for the signal lights at Talbot Street and John Street, streetlights crosswalk at Chestnut and crossing guards at South Street. Discussion The Town of Aylmer is requesting compensation for four operational issues in relation to John Street. These issues are; signal lights at Talbot Street and John Street, streetlights, crosswalk at Chestnut and the crossing guards at South Street. and since they are measures along John result of operational issues they add valuable safety The Town of Aylmer wrote in part "these cost are a preexisting conditions when assumed by the County Street" . Section 20(1) of the Public Transportation and Highway Improvement Act (PTHIA) states in part "where a Kings Highway intersects a highway that is not a Kings Highway the continuation of the Kings Highway to its full width across the highway so intersected is the Kings Highway and shall be deemed to be vested in the Crown". S¡, Section 21 (1) of the PTHIA states in part" the Minister may designate a highway or part of a highway as a connecting link between parts of the Kings Highway or as an extension of a Kings Highway, to be constructed and maintained by the road authority having jurisdiction over the highway" its by reason of Section 21 (2) of the PTHIA states in part "a highway or part of a highway does not, having been designated under section (1) become property of the Crown" Since the ownership is intersection is under the jurisdiction of the Town of Aylmer, the County of Elgin has no legal requirement for any costs associated with its operation. If the County did pay the costs for signal lights would the County request compensation from the municipalities for all the stop signs abutting county roads. The County does lighting) Street Liqhts The County of Elgin does not own or maintain urban area illumination (street maintain streetlights at intersections where beacons or signals are present. The County of Elgin has adopted a policy on responsibilities in urban areas. Road Committee adopted this policy in December of 1983 (see attachment). The municipalities are responsible for "street lights and lights on bridges". To an urban community street lighting is a means of improving the urban environment through increased comfort, convenience, and safety of nighttime operation. The real value of lighting is the social and economic gains, reduced crime and improved business activity. 20 REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES NOVEMBER 20, 2002 JOHN STREET OPERATIONAL COSTS FROM DATE: SUBJECT: Crosswalks the al The County of Elgin has adopted a policy on Pedestrian Crossings. The policy states in part: that a request be forwarded from the local municipality, if the proposed crossing meets the requirements of the Ontario Traffic Manual (OTM) then County will fund 100% of the capital costs and the municipality will fund all operational costs, if the crossing does not meet the requirements of the OTM then the municipality is responsibly for costs for capital and operational. · · · review Therefore, the County of Elgin will be deemed notified by the request stated above. Staff wi John Street for possible suitable locations and report back to County Council. Guard As with all other road related issues, the County is responsible for the vehicular traffic and as such is responsible for signage and markings for municipality prescribed school crossings. If the existing crossing guard location meets the warrants for a pedestrian crossing, the County will be responsible for the costs of installing a mechanical Pedestrian Crossing unit. Crossin If a pedestrian gap I time study has been completed by the Town, the County will review the data and confirm the crossing's necessity. If no such report exists, the County will complete a study at this location early in the spring of 2003 to verify warrants are met. The County's existing policy on Pedestrian Crossings will be used to determine cost responsibilities. Conclusion The Town of Aylmer has requested costs for; signal lights, streetlights, crosswalks and crossing guards related to John Street be borne by the County of Elgin. Firstly, the intersection is under the jurisdiction of the town, the County of Elgin should not be required to subsidize operations not under our control and ownership. Secondly, streetlights de reduce automobile accidents but it use has greater benefits for the social and economic gains of the local businesses. Therefore, the municipalities should continue to fund its operation for the protection of the pedestrians and to increase or maintain the support for the local businesses. Thirdly, the County of Elgin has a policy on pedestrians crossings and the town should be encouraged seek compensation if it meets the requirements. Existing school crossing guard locations will be dealt with in the same manner as pedestrian crossing locations. Mechanical Pedestrian Crosswalks will be installed at locations that meet the warrants and the existing Pedestrian Crossing policy will be used. issues.doc 1 Op $ payment to Aylmer for local 2 IICOUNTYISYSIUSERSIDEPnROADSICouncil Reportsl20021John Street Page 2 of6 REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES NOVEMBER 20, 2002 JOHN STREET OPERATIONAL COSTS FROM: DATE: SUBJECT: Talbot Line and John support operational or capital costs for signal lights at Elgin not Recommendation That the County of Street; and also ighting on John capital costs for street the operational or Elgin does not the support That the County of Street; and also, such as Crossing locations possible Pedestrian for The County of Elgin will investigate John Street Chestnut Street and John Street; and also, That the County of Elgin will investigate crossing guard locations on John Street and South Street and use the existing Pedestrian Crossing policy. APPROVED FOR SUBMISSION RESPECTFULL Y SUBMITTED Jrrwl- ~$ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES MARK Ä" CHIEF ADMINISTRATIVE OFFICER 22 Op $ payment to Aylmer for local issues.doc Reportsl20021John Street Page 3 of6 IICOUNTYISYSIUSERSIDEPlìROADSICounci REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES DATE: NOVEMBER 20,2002 SUBJECT: JOHN STREET OPERATIONAL COSTS QcteÐer 1 ê, 20S2 CouniyCeunól ty of.Elg¡~ ;unsefl1lrive, Themas, Ont SI ID.ear CountM CíJ4ncìl SUBJECT: C@STTR1>.I'4SFERSRELATINGTe.,leHN$T. A.J!lmer Cøuncil has had.the o¡:¡purlunily to review several issuèS relatìnglo John St. .in light M the Cøunty:s lø the road. The following list of .annual O0st$ are incurred over·and.abov maintenance <iclì\titles. Hcìwever,J1ecause of the urbannatiJre (\If. John 81 ct that theM Were pree)(ìsti~g conditions·when assumed by the Góunty ah ., that they acjcJ Italuable saf.ety l11ea$ùres along this busy road, Goun IMI they are.eliglblecosls to be paid fuythe CbuntM, . Tràffic Lights at J.ohn and Talbot - Ÿ. ofcos\S Streêtlights - energy and replacement O0StS· along John St. Crosswalk atChestnuí St. -annual l11alntemmcecbsts ,.... ....... ", ·····c'.,.······"············ ........ , Cr9Qsing GUardalSouth 81. - annuàl costs Ðe .capital·cos\S as In addition~o these costs, we ul1derslamd thai there wi projects .l!nfold. Council would appreciate your· confirmation that these cOsts will be covered bM 1M C0uritM. Yo;rrstruly, ~'Y.!fc I.~ . . ....L0 ... ~ Ph ·'lsKetêhapaw, cierk 23 IICOUNTy\SYSIUSERSIDEPTìROADSICouncil Reportsl20021John Street Op $ payment to Aylmer for local issues. doc Page 4 of6 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES DATE: NOVEMBER 20, 2002 SUBJECT: JOHN STREET OPERATIONAL COSTS APPROVED BY COUN1'Y OF ELGIN ROAD COMMI1'TEE DECElJBER 1983 POLICY IN URIlAN AIŒAS DEPARTNEN'r rl.lTY EI.GIN ¡WAf RESI~)NSl COUN1'Y 01' COUN'fY' S work on CIJunty Roads within th~ limits of Port Burwell, Vicnna. Springfield We st LarHe, antI Rodney 'fhis Notice ..ppl ies to any the Town of Aylmt!r, Vill<1gcs mont. PUrt Stanley, Dutton of Be 011 the in the this lmt.!. {J pol icy municipality major items of l County Counei has adoptt.·d frolll tilfiC to of work bCtWtHH1 the County ,HId the local The following is a suuuuary of the The Division Urban areas.. policy FOR Na intcoallcc of Javcmcnt to the propt!l;'ty 1 ine IS RESPONSIBLE TilE COUNTY I. intersections be paved or gravel elimination of water street side Naintenancc of shoulders of road whether thl,,!se (including grading, any necessary gravelling holes, etc.). inclUding wLùt full 2. of catchba$ins including broken grates but .t!£S. for the cleaning out of dirt Install atioll ünd mainteuam:c deteriorated concrete, etc., etc from thest! basins. 3 not ify Please extensive but not sauitary sewers. of any sewer in need of sewers, Office Maintenance of storm the County Engineer repairs 4 s Maintctwncc of curb and gutters 5 marking Centrel ine 6 cntranc(! Sigll5, stop signs and pHrking signs, except Wl~l!ds signs including viI LJgP. de signs, maximum speed Ig of of all street, g~1 me signs Hachine cutti Maintenance on si.de street ) 8. ice control Plowing of snow from pavement to shoulders but ~ for rcmovul from dght..of..way foe salting Sanding and 9 O. lane or parking line curb safety for vehicle necessary Guide rail . the of discretiol mQuns at the verts by mechanical idgcs ,md c\ Sweeping as practical County. Haintenance of br 12 13 '-OR ŒSPONSIBLE IS AREA TilE UR8AN l:l.Itchbasins of all spring cleanup (including Cleaning 1. for parking Dnd crosswalks neCe ssary Markings 2. signs.. name Street 3 of during County rc~cons:truct.íol trees: CXCept of and rClnov. 1'rimming roadway 4 24 Op $ payment to Aylmer for local issues. doc 5 Naintenance of sanitary and combined sewers IICOUNTYISYSIUSERSIDEP1ìROADSICounci! Reportsl2002\John Street Page 5 of6 REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES NOVEMBER 20, 2002 JOHN STREET OPERATIONAL COSTS FROM: DATE: SUBJECT: COUNTY OF ELGIN ROAD DEPARTMENT POLÍCY COUNTY'S RESPONSIBILITY IN URBAN AREAS PAGE 2. FOR THE URBAN AREA IS RESPONSIBLE maintenance of sidewalks. Repair and 6. and grass. Removal of snow from right-of-way the roadway by the County. weeds Hand cutting of (a> 7. 8. after it has been plowed off Removing snow to open catchbasins. (b Road #23 R. G. Moore, County Engineer 79 Stanley Street St. Thomas, Ontario N5R 3GI (Example lights on bridges. for pedestrian safety Street lighting and Guide rail necessary Port Stanley). 9. 10. 25 Op $ payment to Aylmer for local issues. doc Reportsl20021J ohn Street Page 6 of6 IICOUNTYlSYSIUSERSIDEPlìROADSICounci REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT NOVEMBER 28, 2002 RUMBLE STRIP POLICY DATE: SUBJECT: a to gather information and present Introduction At the November 26th session of County Council, staff was directed modified Rumble Strip Policy to Council for review. Discussion The County's existing Rumble Strip Policy directs staff to install the warning devices at every County Road intersection when capital improvements were being completed in that area. The policy was specifically intended to be a "blanket" I proactive policy to reduce accidents caused by noncompliance of the stop condition. the County's insurer revealed that specific proactive measures (i.e. rumble strips) and risk management) had no bearing on the annual insurance premiums the County pays the County's actual claim history that affected our premiums. A discussion with policies (i.e. rather, it was A new Rumble Strip design was created in 1999 to be effective yet reduce the noise created outside the vehicles passing over the system. The total number of strips that created sound was reduced from 6 to 2 and the strips were milled into the asphalt rather than pressing them into place into fresh hot mix. The new design has been successful in reducing the noise to adjacent landowners while still being effective and the new method of installation is also easier and less expensive. To remain effective, sound must be generated from the rumble strips. The noise from vehicles passing over these rumble strips can be an irritation to nearby residents, especially when a system is newly installed where one did not previously exist. In some cases, the noise generated by these warning systems have caused adjacent residents to strongly object to their presence citing a diminished "quality of life" at their home. The existing Rumble Strip policy must be modified to ensure that these effective warning devices are only installed at locations where they are found to be necessary in an attempt to reduce collisions. Some existing information about Elgin County's intersections and rumble strips ~ Every County I County intersection has a 4 foot diameter Stop Sign and if the posted speed 80 km/h the intersection also receives a 4 foot diameter Stop Ahead Sign. These signs are the minimum requirements as specified by the Ontario Traffic Manual. 38 of 114 County I County or County I Highway intersections presently have rumble strips (35%). Five (5) different types of rumble strip systems have been installed over the years varying in number, size, placement and method of installation and their condition varies from excellent to almost non- existent. limit is above ~ ~ 1997 to 2001 that were directly o to 6 where rumble strips were between the years sign ranged from The number of police reported accidents attributable to poor observance of the stop ~ over the were directly of3 Page accident that present. 33 of 114 County I County or County I Highway intersections had at least one (1) last 5 years that was directly attributable to poor observance of the stop condition. Only 5 intersections have had 4 or more accidents over the past 5 years attributable to poor observance of the stop condition 26 Reports\2002\Rumble Strip Policy. doc \\COUNTYlSYS\USERS\DEPT\ROADS\Counci ~ ~ REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT NOVEMBER 28, 2002 RUMBLE STRIP POLICY FROM DATE: SUBJECT: Discussion (continued, Staff has researched and has found no conclusive warrant system that would indicate when to install these devices, therefore, engineering judgement should be exercised when selecting each rumble strip location. Some points should be considered when considering the use of rumble strips: Crash History - The number of police reported accidents directly attributable to noncompliance of the stop condition. Opinions of Others - The OPP, local officials and citizens can provide valuable information and local experience. Other Safetv Measures. ExistinQ or Proposed - Other methods of raising driver awareness such as flashing beacons, illumination and sign age can be considered. Proximitv of ExistinQ Homes - Noise from vehicles passing over the rumble strips can be an irritation to nearby residents. This factor should not necessarily be a reason for eliminating rumble strips, however, it may be a reason to choose more expensive solutions (i.e. illumination). SiQht Distance - Hills or curves in advance of the stop condition may require additional warning which rumble strips can provide. Traffic Conditions - Volume, speed and number of commercial vehicles should all be taken into account. Pavement Tvpe - The stability and long term durability of rumble strips in some surfaces (i.e. surface treatment) may require special installation techniques. 1 2 3. 6. 7 5. 4 Upon reviewing the county's intersection accident history (summary attached), 5 locations stand out as areas that would benefit from the installation of rumble strips. These are locations where at least 4 accidents have occurred over a 5 year period (1997-2001) whose cause was determined to be poor observance of the stop sign. These intersections are as follows: ~ County Road #19 (Plank Road) at County Road #45 (Calton Line) -7 6 accidents ~ County Road #45 (John Wise Line) at County Road #36 (Quaker Road) -7 5 accidents ~ County Road #22 (Fairview Road) at County Road #45 (John Wise Line) -7 4 accidents >- County Road #73 (Imperial Road) at County Road #52 (Ron McNeil Line) -7 4 accidents ~ County Road #74 (Belmont Road) at County Road #52 (Ron McNeil Line) -7 4 accidents These locations have demonstrated a continued accident history of almost 1 accident per year. All of these locations presently have rumble strips installed at them with exception to the intersection of County Road #45 and #36 where recent paving work was completed over the existing system The revised policy should include these locations because of their continued accident history with poor observance of the stop condition. Every other County road intersections would therefore not automatically qualify to receive rumble strips at this present time. Existing rumble strips would remain until improvements were completed in that area at which time they would be removed if they did not meet our policy warrants. Page 2 on 27 Reportsl20021Rumble Strip Policy. doc IICOUNTYlSYSIUSERSIDEPTlROADSICounci REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT NOVEMBER 28, 2002 RUMBLE STRIP POLICY FROM: DATE: SUBJECT: Conclusion The County of Elgin currently has 38 intersections where rumble strips are installed. Over the years 5 different types of installations have been used and their existing condition varies greatly. Staff believes the current design works effectively while reducing as much as possible the noise generated outside. The use of rumble strips is a very effective tool in alerting drivers of an upcoming stop condition. A standardized warrant for their use and placement is not available and most agencies install rumble strips on a case by case basis considering the factors similar to the ones listed above in this report. these effective warning devices are in an attempt to reduce collisions, The existing Rumble Strip policy should be modified to ensure that installed only at locations where they are found to be necessary therefore, the proposed Rumble Strip policy is as follows: The existing rumble strip design (Report will be utilized in all new installations. Rumble strips will be installed at all County I County road intersections with a least 4 police reported accidents directly attributable to the poor observance of the stop sign in the past 5 years. Rumble strips may be installed at any other intersection where County Council deems it necessary to provide this sort of warning device. All existing rumble strip locations wil 1999) November Rumble Strip Policy, Counci to County 1 2 3 location that resurfacing projects are completed in remain unti 4. Recommendation 1999) reported rumble strips The existing rumble strip design (Report will be utilized in all new installations. Rumble strips will be installed at all County I County road intersections with a least 4 police accidents directly attributable to the poor observance of the stop sign in the past 5 years. Rumble strips may be installed at any other intersection where County Council deems it necessary provide this sort of warning device. All existing rumble strip locations wil November Rumble Strip Policy, That the following policy be adopted for staff to utilize when installing Co unci County to 1 2 to 3. location that resurfacing projects are completed in APPROVE~ ;,OR SUBMISSION -1ÐWA t1flI( CLAYTON D. WATTERS, MANAGER ENGINEERI R: ES remain unti 4 RES~f~ ~ I . ~ PET R DUTCHAK, TECHNICAL SERVICES OFFICER MARK CHIEF ADMINISTRATIVE OFFICER Page 3 on 28 Reportsl20021Rumble Strip Policy. doc IICOUNTYISYSIUSERSIDEPTlROADSICouuci Services Department Count Police Reported Intersection Accidents Caused by Non-Compliance of the Stop Condition (1997 -2001) Existing Rumble Strip? yes Intersecting # of Road # Crashes Main Road # EXisting Rumble Strip? Existing Rumble Strip Locations ntersecting # of Road # Crashes Main Road # Existing Rumble Strip? Intersecting # of Road # Crashes plus Main Road # 5 2 1 yes yes yes yes 1 yes 2 yes 28 36 (B) (A) 35 43 55 44 49 47 31 35 32 49 40 47 52 48 28 24 42 45 53 32 45 14 20 (B) 45 (B) 20s 16 103 76 5 103 76 2 46 48 yes yes 1 20n Hwy4 42 50 18 yes yes 1 2 2 3 8 (B) 14(B) 20 (B) 119 45 3 52 yes 6 2 1 41 45 (B) 38 19 yes yes yes Hwy4 52 54 yes 4 44 21 27 45 24 22 36 20 22 23 24 yes 1 25 (S) 28 (S) 36 56 73 26 52 (B) 48 25 yes yes 1 1 yes 2 1 4 1 yes 1 1 2 22 (A) 36 27 74 35 40 38 46 44 23 27 Hwy3 4 yes 52 (B)(A) 48 (B) 37 52 52 (S) 48 30 51 45(S) 57 yes yes yes 4 48 34 37 9 2 104 9 6 104 74 yes 1 1 32 56 43 46 55 45e 32 36 38 yes 1 1 76 103 yes 2 40 yes 1 45w Glencolin 9w ge 7 8 16 13 15 2 9 5 6 8 yes yes 1 Black's Rd 18 17 104 119 yes 40 43 39 42 yes yes yes yes 1 Hwy4 Wonderland 13 18 9 11 14 29 (both directions) B denotes Flashing Beacon at this location S denotes Signalized Intersection A denotes Alignment Ripple Island at Intersection REPORT TO COUNTY COUNCil PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT DECEMBER 6, 2002 SPEED ZONE BY-LAW AMENDMENT - HERITAGE LINE, STRAFFORDVILLE FROM DATE: SUBJECT: Introduction As part of the 2002 Capital Projects, the County in co-operation with the lower tier municipalities replaced all of the reduced speed zone signage on County Roads to be in compliance with the County's Reduced Speed Zone By-Law. reduced length of the speed the Some concern was raised from the Municipality of Bayham regarding zone on Heritage Line (County Road #38) east of Straffordville. the remains legally enforceable, that it In order to change a reduced speed zone area and ensure County's Reduced Speed Zone By-Law must be am mended. Discussion / Conclusion The Manager of Engineering Services met with the Mayor, Administrator and Road Superintendent from the Municipality of Bayham to discuss concerns the municipality had regarding a reduced speed zone on Heritage Line east of Straffordville. The Manager of Engineering Services also inquired about any other areas of concern the municipality might have in regards to the new speed zone sign age. The changes (County Road As a result of the meeting, one area was extended in length to include a few more homes. to be made to the existing by-law is as follows: }.> That the 50 km/h reduced speed on Heritage Line (County Road #38) east Road #19), in the Municipality of Bayham be extended 600m to the east. Plank of be investigated to reflect this amendment. All written concerns received by the County regarding reduced speed zone areas wi and any by-law amendments will be compiled in one report to County Council in 2003. The signage on Heritage Line has already been changed Recommendation That the County's Reduced Speed Zone By-law be amended to indicate that the 50 km/h reduced speed zone on Heritage Line (County Road #38), east of Plank Road (County Road #19) in the Municipality of Bayham be extended east 600 metres. APPROVED FOR SUBMISSION tl)~) AWr? CLAYTON D. WATTERS, MANAGER ENGINEERI ICES RESP, of page 30 Reportsl20021Speed Zone By-law change Rd 38.doc IICOUNTYlSYSIUSERSIDEPTlROADSIConnci REPORT TO COUNTY COUNCIL Sandra Heffren. Deputy Clerk FROM December 2, 2002 SCHEDULE OF COUNCIL MEETINGS FOR 2003 DATE: SUBJECT: Attached for your consideration are suggested meeting dates for County Council for 2003. Council can change meeting dates at any time with advanced notice. RECOMMENDATION the attached schedule of meeting dates for County Council be approved. THAT Mark . CI , Chief Administrative Officer. 1 3 Respectfully submitted SCHEDULE OF COUNTY COUNCIL MEETINGS FOR 2003 TIME 9:00 a.m 9:00 a.m DATE OF MEETING January 14 January 28 no meeting - ROMAlOGRA Conference Feb 23-26 DRAFT BUDGET mailed to Council 9:00 a.m February 18 February 25 February 28 - Council review of budget - Budget approved by Council - additional Budget meeting if required 9:00 a.m. 9:00 a.m 9:00 a.m March 11 March 25 March 27 9:00 a.m 9:00 a.m 8 22 Apri Apri 9:00 a.m 9:00 a.m May 13 May 27 9:00 a.m 9:00 a.m June 10 June 24 9:00 a.m 9:00 a.m July 8 July 22 meetings are not normally held in August 9:00 a.m 9:00 a.m. August 12 August 26 9:00 a.m. 9:00 a.m. September 9 September 23 - one meeting in October due to AMO Counties & Regions Conference 9:00 a.m. October 14 - change of date due to Remembrance Day 9:00 a.m. 9:00 a.m November 4 November 25 Warden's Election Regular Council Meeting 7:00 p.m 9:00 a.m December 9 December 11 Meetings are normally held every 2nd and 4th Tuesday of the month and are subject to 32 Counci change. REPORT TO COUNTY COUNCIL Sandra Heffren, Deputy Clerk FROM: * Revised December 6, 2002 Rules of Procedure and Policies of County Counci 17 October 2002 - DATE: SUBJECT: NTRODUCTION Effective January 1, 2003, the Municipal Act requires that Council "give notice" of its intention to pass a procedural by-law. Council has adopted many changes to their proceedings and policies since restructuring, both by by-law and by report, which should be formally incorporated into its regulating by-law. to policies and procedures previously adopted by DISCUSSION: The major changes and amendments Council are as follows: reference to Standing Committees throughout - removed reference to Roll Call - removed weighted voting - amended Orders Of The Day to reflect current procedure - Inaugural Meeting amended to reflect the Warden recommends selection of outside board appointees - removed necessity of motions being in writing _ Organization of Committees rewritten to reflect new structure - Duties of Committee rewritten to reflect new structure - Duties of Social/Entertainment Committee rewritten - addition of Deputy Warden position. _ added section "Reports - Provision of Notice" - the rest of the sections have been renumbered in the by-law _ amended release of Agendas for Council from "no sooner than 24 hours" in advance of the meeting to "no sooner than four (4) days". frocedures 1 Removed 2 Section II I Section 3 Section VII Section IX Section X Section XII Section V 4. 5. 6. 7. 8. Section VI 9. Revision Revision * * women Policv Manual - transferred from By-Law as wel 1. amended Convention Attendance 2. added SeminarlWorkshop Attendance 3. amended Warden's Remuneration 4. amended Councillors Remuneration 5. added fee for security for room usage 6. added Renovations to Administration Building 7. added Temporary Closing of Highway 8. added Council Dress Code - staff suggested option of grey trousers for as new additionS 2 9. added Sale of County Road Maps 10. added Storage Area Lease Rates 11. Finance Section rewritten to reflect current practice 12. County Vehicles - remove item requiring decal to be affixed to door. 13. added County Rings 14. removed Photocopies for the General Public and transferred to the Fees and Charges By-Law. Revision Revision · · · Revision - the Indexes will be renumbered to account for the revisions to the procedures and policies. and the by-laws included with the policies will be replaced with the current by-laws once passed <not attached). CONCLUSION Currently the comprehensive regulating by·law includes procedural items as well as Council policies. Staff would suggest that the procedural items be separated from policy matters to prevent confusion in the future on items that require the "giving of notice". By-Law No. 96-17 and amending by-laws should be repealed and a new procedural by-law as well as a separate Council Policies Manual be adopted. RECOMMENDATION: THAT the attached by.law "To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and Committees Thereof' be adopted and By-Laws No. 96-17,96-35 be repealed; and, the attached Elgin County Council Policy Manual be adopted THAT Approved for Submission Mark MCI º Chief Administrative Officer Respectfully Submitted COUNTY OF ELGIN By-Law No. 02-37 "TO REGULATE THE PROCEEDINGS IN THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AND COMMITTEES THEREOF, AND TO REPEAL BY-LAW~NO. 96-17 AND 96-35' BEING A BY-LAW to make and establish rules and regulations for governing the proceedings of Council, the conduct of its members, the call of meetings, the regulations and directions of County Council, pursuant to Section· 55(2) and Section 102, Chapter M.45, of the Municipal Act, RS.O., 1990, as amended. WHEREAS the Council of the Corporation of the County of Elgin did pass By-Law No. 96-17, and amendments thereto, in order to make and establish rules and regulations for governing the proceedings of Council; and WHEREAS it is deemed necessary and expedient to repeal said By-Laws and consolidate all former and current amendments into one comprehensive document. the County of Elgin the Municipal Council of the Corporation of NOW THEREFORE enacts as follows: PROCEEDINGS IN COUNCIL I MEETINGS AND ADJOURNMENTQF COUNCIL 1. In all the proceedings had or taken in the Municipal Council of the Corporation of the County Of Elgin, the following rules and regulations shall be observed, and shall be the rules and regulations for the order and dispatch of business in the said Counci meeting of each in the evening on the session, such 2. The first meeting of Council, after a regular election and the first subsequent year of its term, shall be held at the hour of seven o'clock the second Tuesday in December, and for every other day or sitting in hour shall be regulated at the previous adjournment or recess. 3. Unless there shall be a quorum present in half an hour after the time appointed for the meeting of Council, the Council shall then stand absolutely adjourned until the next regular hour of meeting, and the Chief Administrative Officer or the Deputy Clerk shall, if required by two members, take down the names of the members present at the expiration of such half hour. 4. The Council shall always recess/adjourn at the hours of twelve o'clock, noon, and six o'clock, afternoon, if in session at these hours, unless otherwise determined by a resolution, butshall alw¡;¡ys adjourn at the hour often o'clock, evening. the unti places on adjournment, their 5. The members of the Council shall not leave Warden or other Presiding Officer leaves the Chair. of the whole number majority of Quorum ,... a quorum shall be defined as a members required to constitute Council. a) 6. All meetings shall be open to the public. Persons may only be excluded when Council is in Committee Of The Whole and proceeding In-Camera. b) Special Meeting - The Warden may, at any time, summon a special meeting i) c) -2 The Warden shall, on requisition in writing signed by a majority of the members of Council, calla special meeting of the Council and, in the case of the absence or the neglect or refusal of the Warden to cpnvene such a meeting, the Chief Administrative Officer or the Deputy Clerk shall call a' special meeting for the purpose and at a time mentioned in the written petition. ) II ORDER OF PROCEEDINGSJN COUNCIL 1. As soon after the hour of meeting as there shall be a quorum present, the Warden shall take the Chair and members present shall be called to order. 2. In case the Warden shall not be in attendance, the Chief Administrative Officer or the Deputy Clerk shall call the meeting to order, until a Deputy Warden shall be chosen, and the member so chosen to preside shall take the Chair during the absence of the Warden, but at the meeting only at which the member has been so chosen. 3. Immediately after the Warden or other Presiding Officer shall have taken his seat at the first day of each meeting, the minutes of the preceding meeting as mailed to each member shall be adopted as printed or amended and shall be signed by the Warden and the Chief Administrative Officer or the Deputy Clerk. the Warden shal motion 4. When two or more members wish to speak to a question or name the member who is to speak first. 5. When the Warden or other Presiding Officer is putting the question, no member shal walk across or out of the room, nor interrupt the speaker, except to a question of order, nor pass between the speaker and the Chair. 6. Any member called to order shall at once cease speaking, unless permitted to explain, and the ruling of the Warden or other Presiding Officer shall be final, unless otherwise decided by the Council on an appeal from such ruling 7. No member shall speak disrespectfully of The Reigning Monarch, or of any of the Royal Family, nor of the Governor-General, Lieutenant-Governor, nor other person administering the Government of Canada, or of this Province; nor shall he use offensive words neither against this Council, nor against any member thereof. while Council is 8. No member shall smoke or partake of food in the Council Chamber meeting. No member shall speak beside the question In debate. 10. Any member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a member while Speaking. 9. all other 11 No member shall speak more than once on the same question, unti members have had the opportunity to speak to the question. 12. After a motion is passed, or a report adopted, no motion to alter or amend the same shall be considered during the same meeting of Council, unless the motion to alter or amend is moved and seconded by two members from among those who voted with the majority that carried said motion or report 13. Upon a division of any question before the Council, except Committee Of The Whole (In-Camera), and if required by any member of the Council, the names of those voting on the matter before the Council shall be recorded YEA or NAY as the members vote on the question. All members present during a division must vote. 14. Questions under the proper Orders Of The Day may be put to the Warden or other Presiding Officer, or through him to any member of the Council, relating to any motion, or other matter connected with the business of the Councilor the affairs of the County, but no argument or opinion is to be offered, nor any facts stated, except so far as may be necessary to explain the same; and in answering any such questions a member is not to debate the matter to which the same refers. County to as referred shall be 3- the Warden except the Counci 15. Members of Councillors. 16. At any time when a vote, taken by a show of hands, is unclear as to the outcome, the Warden or other Presiding Officer may request the members to stand to indicate their YEA or NAY. then be tie vote on any question. by a show of hands, a recorded vote shal 17. Upon a taken. Upon a tie recorded vote the question shall be considered a defeated motion. III ORDERS OF THE DAY 18. 1. The Chief Administrative Officer or the Deputy Clerk shall have prepared for the use of the members the general Orders Of The Day, containing Meetin Meeting Called to Order Adoption of Minutes Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations Motion to Move into Committee Of The Whole Council Reports of Councillors, Outside Boards and Staff Council Correspondence i) Items for Consideration ii) Items for Information (Consent Agenda) Other Business: i) StatemenUlnquiries by Members ii) Notice Of Motion iii) Matters of Urgency In-Camera Items Recess Motion to Rise and Report Motion to Adopt Recommendations from the Committee Of The Whole Consideration of By-Laws Adjournment. ReQular 8th 9th 10th 11th 1ih 13th 14th 1st 2nd 3rd 4th 5th 6th th InauQural Meetin Roll Call Election of Warden 1) Candidates for Warden to Stand 2) Prospective Candidates to Speak (alphabetical order) 3) Proceed with Election (Ballot - Resolution) Signing of Declaration of Office and Oath of Allegiance Gowning Presentation by Past Warden - Chain of Office - Lord Elgin Watch - Gavel of Office Warden's Address Adoption of Minutes Consideration of By-Laws Warden to Recommend Appointments to Outside Boards and Committees Other Business: i) Statementsllnquiries By Members ii) Notice of Motion iii) Matters of Urgency Recess. 1st 2nd 3rd 4th 5th 6th th 8th 9th 10th 11th -4- OTHER BUSJNESS 2 Members When a Councillor(s) wishes to inform the Council of a matter that does not require action and consideration by the Council or wishes clarification of a matter, such information may be announced under the sub-section known as "Statements/Inquiries by Members". It is understood that these announcements are made solely for Council's information and that under no circumstances shall Council undertake an action within this category. b) Notice of Motion a) or the Deputy Clerk the production and Notice of Motion shall be received by the Chief Administrative Officer at any time Council is meeting and in his office in advance of distribution of the agenda material and shall be printed in the agenda. A Notice of Motion shall be dealt with by the Council, at the Council meeting at which it appears printed in the agenda. A Notice of Motion that is not printed in the agenda shall be dealt with in the order of business of motions at any subsequent meeting of the Council. When a Councillor(s) wishes to inform Council of a matter that must be considered immediately, due to extreme time constraints or utmost importance, the Council, by majority vote, shall determine if the matter is admissible and requires immediate action. Only matters of urgency, which have been previously presented to the Warden and recommended as admissible, shall be considered by the Council without prior notice. Matters 0 c) 3. The business shall, in all cases, be taken up in the way in which it stands upon the Orders Of The Day, unless otherwise determined by a vote of the majority of the members present taken without debate thereon 4. All motions shall be seconded before being debated or put to vote; and all motiOns shall be read and shall then be conveyed to the Warden, who may again read the same. 5. After a motion has been received by the Warden or other Presiding Officer, it shall be deemed to be in possession of the Council, but may be withdrawn at any time by consent of a majority of the members present. an outside board shall preclude al 6. A motion to refer the main motion to staff or amendment of the main question until decided. to adjourn shall always be in order unless a vote is being taken. A motion 7. supersede the main motion 9. All amendments shall be put in the reverse order in which they are moved; and every amendment submitted shall be reduced to writing, and be decided upon or withdrawn before the main question is put to vote. to table is always in order and wi A motion 8. There shall not be more than two (2) amendments to the main question 10. amendment shall be allowed to either amendment. 12 After any question is finally put to vote by the Warden or other Presiding Officer, no member shall speak to the question, nor shall any other motion be made until after the result is declared. (1 ) more than one Not 11 13. Whenever the Warden or other Presiding Officer is of the opinion that a motion offered to the Council is contrary to law, or the rules and privileges of the Council, he shall apprise the members thereof immediately. Members shall always take their places when any division is called 15. When the Warden or otherPresidin9 Officer is called on to decide a point of order or practice, he shall state the rule or authority applicable to the case. 14. 5- IV ORDER OF PROCEEDINGS IN COMMITTEEQF THE WHOLE AND IN-CAMERA Purpose: When Council wishes to consider a subject(s) with all the freedom granted an ordinary committee, it may refer the matter to Committee Of The Whole, meaning members may speak more than once to the same question and the limitations on length of speaking, if any, are relaxed. 1. Whenever it shall be moved and carried that the Council go into Committee Of The Whole and In-Camera, the Warden or other Presiding Officer may leave the Chair, and may appoint a Chair, who shall maintain order in the Committee, 2. The rules of the Council shall be observed in Committee Of The Whole, so far as may be applicable. 3. The Chair, subject to an appeal to the Council, shall decide questions of order arising in Committee Of The Whole, and if any sudden disorder should arise in the Committee, the Warden or other Presiding Officer will resume the Chair, without any question being put. the question report, rise and (In-Camera) to 4. On motion in Committee Of The Whole shall be decided without debate. The only motions allowed while In-Camera are: rise without reporting rise and report refer the matter to a committee motion to motion to motion to 5. a) b) c) (if applicable) In Camera meetings: Pursuant to Section 55, of the Municipal Act, when a motion to go In-Camera is Carried, the Warden or Chair may, with the approval of the Council, exclude such persons as deemed appropriate from the meeting room. Exclusion of Persons from Committee and Counci 6. a) room without the the meeting re-enter leave and When In-Camera, no one shall approval of the Warden or Chair. b) being the subject matter if A meeting or part of a meeting may be closed to the public considered is, c) local including body has the security of the property of the municipality or local board; personal matters about an identifiable individual, including municipal board employees; a proposed or ending acquisition of land for municipal or local board purposes; labour relations or employee negotiations; litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; the receiving of advice that is subject to solicitor-client privilege, communications necessary for that purpose; a matter in respect of which a council, board, committee, or authorized a meeting to be closed under another Act. or other ) i) iii) iv) v) vii) vi) A meeting shal be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act if the Council, board, commission or other body is designated as head of the institution for the purposes of that Act. d) the public, a to to be closed is that Before holding a meeting or part of a meeting council or local board shall state by resolution: e) the fact of the holding of the closed meeting; and the general nature of the matter to be considered at the closed meeting ) i) If a meeting is closed to the public, np resolution or record of the meeting shal disclose any information that the Head of an institution is not permitted to disclose under the Municipal Freedom of Information and Protection of Privacy Act. f) -6- Despite this section a meeting shall not be closed during the taking of a vote. V REPQRTS_ _ PROVISION OF NOTICE g) 1. A report before the Council that requires enactment of a by-law, with notice, shall be subject to the terms of the "Provision of Notice By-Law" and said report shall be presented at one meeting and the enacting by-law shall be presented at the next consecutive meeting. VI READINGQF BY-LAWS AND PROCEEDINGS or the Deputy the Chief Administrative Officer 1. Every by-law shall be introduced by Clerk and shall be authorized by Council. 2. After by-laws have passed, the Chief Administrative Officer or the Deputy Clerk shal be responsible for their eprrections should they be amended. All by-laws shall be given three readings before taking effect. 3. All by-laws adopted shall be printed in the proceedings of the Counci VII PETITIONS~DELEGA TIO_N~ AND COMMUNICATIONS 4. 1. Every petition, protest, or other written application intended to be presented to the Council, must be legibly written or printed on paper, and signed by at least one person, complete with their mailing address and telephone number. 2. Every member presenting any petition, protest, or other written application to the Council, shall examine the same, and shall be answerable that they contain only relevant or proper matter, and that the same is respectful and temperate in its language; he shall also endorse thereon the name of the applicant and the substance of such application, and sign his name thereto, which endorsement only shall be read by the Chief Administrative Officer, unless a member shall require the reading of the paper, in which case the whole shall be read. 3. All petitions or other written communications received prior to Council on any subject within the cognizance of any outside board shall, on presentation, be referred to the relevant outside board by resolution. Any matters arising subsequently shall be referred by the Warden without motion; and no member shall speak upon, nor shall any debate be allowed on the presentation of any petitions or other communications to the Council. 4. Any person or group of persons, wishing to address the Council, shall be required to make the necessary arrangements through the Chief Administrative Officer, at least eight (8) days prior to the date of the Council meeting. Written briefs shall be provided so that sufficient time will permit distribution to the members of Council, prior to the said meeting. 5. Once a delegation .has addressed the Council, no further request on the same issue will be entertained until written information is produced to the Council and they agree that another viSit is warranted. minutes. (20) mited to a maximum of twenty A delegation shall be 7 The Chief Administrative Officer or the Deputy Clerk shall provide all individuals or groups, indicating that they wish to address the Council, with a copy of the appropriate section of the Procedural By-Law dealing with delegations. 6. VIII ORGANIZATIQN OF COMMITTEES 1. The Warden shall recommend and the Council shall appoint representatives from within their membership to various committees/boards/agencies at the first meeting in December of each year. one position on any least to at -7 All members of Council shall be appointed committee/board/agency. a) 2. committee/board/ to serve on any Council are equally eligible All members of agency. b) but no 3. Agendas for Council will be released to the public and the press upon request sooner than four (4) days in advance of the meeting. does it be addressed and Special Committees The Council may appoint Special Committees if an issue must not fall within the scope of management staff. 4. ointments VacancIes/A 5. Counci Committee/board/agency vacancies, which occur during the year, shall be filled at IX QTHER COMMITTEES/BOARDS/AGENCIES NO. OF APPOINTEES Warden + 2 1 3 5 1 1 2 1 1 All members of Counci CQMMITTEE NAME Dispute Resolution Elgin County Pioneer Museum Elgin-St. Thomas Health Unit Land Division St. Thomas-Elgin General Hospital St. Thomas-Elgin Tourist Association Social/Entertainment Thames Valley District Health Counci Tillsonburg District Memorial Hospital Waste Management/Liaison X DUTIES QF COMMITTEES 1. The general duties of the Select Committees of the Council shall be to report to the Council at least annually, and as often as the interests of the County may require, on all matters connected with the duties imposed on them respectively, and to recommend such action by the Council in relation thereto as may be deemed necessary. least Reportina Appointees to committees/boards/agencies shall present a report on the activities at once a year to County Council, according to the following schedule: 2. JULY MEETING St. Thomas-Elgin General Hospital Tillsonburg District Memorial Hospital SEPTEMBER MEETING Elgin-St. Thomas Health Unit Thames Valley District Health Counci OCTOBER MEETING Association Thomas-Elgin Tourist st. NOVEMBER MEETING Elgin County Pioneer Museum Land Division Committee -8- NOTE: The Waste ManagemenULiaison Committee, the Dispute Resolution Committee, and the Social/Entertainment Committee meet on an infrequent basis. therefore scheduled reporting for these committees may not be required. can, of course, report to Council at any time and more frequently if they wish Members XI SO.CIAUENTERTAINMENT COMMITTEE (SEC .......- - 1. The Social/Entertainment Committee shall be an Ad Hoc Committee of the Council consisting of two (2) Members of Council, with the understanding that the workload will be divided, thereby not placing undue hardship on one Member. 2. The SEC shall oversee and implement all social arrangements concerning County functions, including, but not limited to the following: organizing and conducting the Warden's Banquet organizing hospitality rooms. a) b) time as required The SEC shall report to the Council from time to 3. The Deputy Clerk shall be Secretary/Co-ordinator for the SEC XII MONEY APPROPRIATIONS. ACCOUNTS. EXPENDITURES, CONTRACTS AND IMPROVEMENTS 4. 1. No tenders shall be accepted on behalf of the County Corporation for any purpose unless a certified cheque accompanies such tender for such amount as the Council may determine. the with nterfere or to direct 2 No member of the Council shall have power performance of any work for the County Corporation. XIII ELECTION OF WARDEN 1. The Chief Administrative Officer or the Deputy Clerk of the County shall take the Chair at seven o'clock in the evening of the second Tuesday of the month Of December in each year, or at such hour and on such day thereafter as he shall find the majority of the Members of the Council present in the Council Chamber. each 2. The Chief Administrative Officer or the Deputy Clerk shall prepare ballots for member with the names of the members written or printed thereon. 3. The Chief Administrative Officer or the Deputy Clerk shall announce that any person aspiring to the position of Warden shall be granted an opportunity, not exceeding five (5) minutes, to address the Council. Candidates will address Council in alphabetical order. 4. The Chief Administrative Officer or the Deputy Clerk shall inform the members that he is ready to proceed with the election of one of their number to be Warden, unless only one member indicates his intention to run for the Office, in which case the election procedure is dispensed with in favour of a resolution appointing the Warden. Voting shall be by secret ballot and balloting will continue until a candidate obtains a majority of votes. The Chief Administrative Officer or the Deputy Clerk shall count the votes, in the presence of a representative of the County's auditing firm if in attendance. a) 5. the receiving the candidate In the event there are more than two (2) candidates, lowest number of votes shall retire after each ballot. b) By motion, the Chief Administrative Officer or the Deputy Clerk shall be directed to destroy the ballots after the election has been completed. c) County Council shall have 9- 6. For the purposes of electing the Warden, each member of one vote. 7. In the case of an equality of votes for Warden, the successful candidate shall be determined by the Chief Administrative Officer or the Deputy Clerk placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by a person chosen by the Chief Administrative Officer or the Deputy Clerk. 8. The Warden-Elect shall forthwith sign and declare and read aloud the Declaration of Office, and the Oath of Allegiance and on completion thereof he shall take the Chair. XIV DEPUTY WARDEN 1 A position of "Deputy Warden" shall be established on a rotating monthly schedule amongst all Councillors, and the Warden may request said Deputy Warden or any other member of Council to represent him at social or other functions where the Warden is unable to attend, 2 Councillors attending a function as "Deputy Warden" shall be paid mileage at the same rate established for the use of personal vehicles for County business. XV CONVENTION ATTENDANCE AND HOSPITALITY ROOMS 1. County Councillors shall be permitted to attend any convention or conference within the Province of Ontario in accordance with the established convention policy, provided the said convention/conference is relevant to the business of the County. XVI GENERAL CLAUSES the Counci the sittings of 1 No person shall be allowed to address the Council during without the permission of the Warden or other Presiding Officer. "Robert's committee n the Proceedings of Councilor 2. In all unprovided cases in RUles of Order" shall be followed the ncludes it 3. He/she, his/her means that whenever the masculine pronoun IS used, feminine pronoun where the context so requires or vice-versa. XVII this By-Law come into force and take effect upon passing. THAT 1 with this one be 2 THAT By-Laws No. 96-17, 96-35 and any other by-law inconsistent and is hereby repealed. 1 ih day of December 2002. 12th day of December 2002 Warden. time and finally passed this Mark G. McDonald, Chief Administrative Officer. time this and second READ a third READ a first ELGIN COUNTY COUNCIL POLICIES MANUAL WARDEN 1 CELL PHONE The Warden may retain the corporate cellular telephone once the term has ended and be offered the option of utilizing the County's corporate telephone rate at his cost. CHAIN OF OFFICE/GOWN/LORD ELGIN WATCH The Warden is authorized to use his own discretion as to whether he wears the traditional Chain of Office, Gown, or Lord Elgin Watch for meetings of Council, other than at the time of election to Office, or other events or occasions as warranted. CONVENTION ATTENDANCE AND HOSPITALITY ROOMS 1. The Warden may attend any number of conventions or conferences within the Province of Ontario, provided the said convention/conference is relevant to the business of the County. two conventions per of 2 The Warden may utilize a Hospitality Room at a maximum year, not to exceed $5,000.00 per year. The Warden shall be paid the following rates for attending conventions: a) Within a radius of 440 km (275 miles) of St. Thomas, the per diem rate, registration fee, approved expenses and standard mileage from St. Thomas to the convention site and return (see Schedule "A"), paid at the same rate established for the use ofpersonal vehicles for County business. 3. b) Travel by air, rail, or vehicle, at the lowest quoted cost. The sum of up to twenty dollars ($20.00) will be allowed for travel to and from London if travel is by air or rail. Generally speaking, the use of a vehicle is to be restricted to points within a radius of 440 km (275 miles) of St. Thomas or to points not readily accessible by rail or air transportation. n order to reduce costs. number of together rate of $110.00 per day shall be paid and limited to the actual convention has sessions listed which the delegate attends. travel Whenever possible, delegates are encouraged to c) A per diem days that the d) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited to the actual number of days that the convention has sessions listed which the delegate attends. 2 e) A meal allowance of $50.00 per day will be paid if not included in the registration and limited to the actual number of days that the conwention has sessions listed which the delegate attends. f) Parking shall be reimbursed from receipts and limited to the actual number of days I that the convention has sessions listed which the dØlegate attends. , g) Claims for reimbursement of expenses and þer diem shall be made on approved claim forms, complete with receipts (see Schedule 'iB"). Reimbursement shall be made as soon after receipt of claim as possible but will coihcide with the next scheduled cheque run. ELECTION RECEPTION The County will provide and pay half, and the Warden shall pay half of the cost of a reception after the Warden's election each year. . The Chief Administrative Officer will make the necessary arrangements for a wine anp cheese reception. The County will provide a Guest Book. If the Warden desires son!1ething other than a wine and cheese reception, the arrangements would be made and costs borne by the Warden. OFFICIAL STATEMENTS Statements concerning official policies of CountyCbuncil shall be released by the Warden only or a person named by the Warden to provide statements or information to the media PROCLAMATIONS the practice of issuing civic proclamations was discontinued 1995, Effective June 27, REMUNERATION A meeting is defined as a duly called Council n!1eeting, Special Committee (including outside committees) or Sub-Committee meeting established to carry out the business of the Council, Committee or Sub-Committee. Occaþionally, the Warden may designate a Councillor to meet with staff or to attend meetings on behalf of County Council. These meetings are to be kept to a minimum. 1. A one-third tax-free allowance shall be applied! to the remuneration paid to the Warden and Councillors, deemed to be for expense:s incidental to the discharge of duties as a member of the Council or its local boards. 2. The following remuneration shall be paid to the Warden for attending meetings of the , Council, committees/boards, and performing all othE¡r duties applicable to the Office: a) The Warden shall be paid an annualremunen:ition of $32,725.00 (2002 figures), to be paid monthly, with said stipend to include all meeting and incidental claims (telephone, paper, etc.) for all responsibilities including work aS$ociated with outside boards, meetings with ratepayers etc.; and, 3 Thereafter, the Warden's remuneration shall be automatically adjusted annually based on the provincial rate of inflation as determined in September of each year. b) In addition to the above .remuneration, the Warden and Councillors shall be paid the same rate for each mile/kilometre necessarily travelled in attending meetings as established for the use of personal vehicles for County business and shall submit a monthly account to the Chief Administrative Officer on the form provided (Schedule "C") and receive payment on the next scheduled pay date. c) Monthly accounts for kilometres travelled for other than Council meetings shall be submitted to the Chief Administrative Officer on the form provided (Schedule "D") and receive payment on the next scheduled pay date. d) The Warden shall be provided with a cellular telephone upon which calis can be made on behalf of the County of Elgin and a Bank of Montreal MasterCard uppn which expenditures can be made applicable to the Office. SEMINARlWQRKSHQP ATTENDANCE the Warden attends a seminar/workshop, etc.. on Council's 1. In those instances where behalf, thafollowing will apply: a) The par diem rate 01$11 0.00 per day shall be paid and limited to the actual number of days that the seminar/workshop has sessions listed which the Warden attends. b) A meal allowance of $50.00 per day will be paid if not included in the registration and limited to the actual number of days that the seminar/workshop has sessions listed which the Warden attends. c) Standard mileage (see Schedule "A") shall be paid from St. Thomas to the seminar/ workshop site and return at the same rate established for the use of personal vehicles for County business. d) Parking shall be reimbursed from receipts and limited to the actual number of days that the. seminar/workshop has sessions listed which the Warden attends. e) Claims for reimbursement of expenses and per diem shall be made on approved claim forms, complete with receipts (see Schedule "B"). Reimbursement shall be made as soon as possible after receipt of claim but will coincide with the scheduled cheque run COUNCIL 2. BEREAVEMENT FLOWERS Flowers are to be sent, in the event of bereavement, for current Councillors, Department Heads, and their Spouses, Past Councillors who served during the previous term, all Past Wardens and Past Department Heads. 4 meetings and to be used by the staff in Counci COFFEE The County will purchase coffee or tea for the Administration Building. CQMMIIU£ MEETINGS All committee meetings shall be open to the public, subject to those meetings held In- Camera - see Section IV, Subsection 6, of Council's procedural by-law. CONVENTION ATTENDANCE 1. County Councillors shall be permitted to attend any convention or conference within the Province of Ontario in accordance with the established convention policy, provided the said convention/conference is relevant to the business of the County. (2) conventions of their choice each imited to two County Council are Members of 2. year. attending for rates the following be paid shal Counci County of 3 Members conventions: a) Within a radius of 440 km (275 miles) of St. Thomas, the per diem rate, registration fee, approved expenses and standard mileage from St. Thomas to the convention site and return (see Schedule "A"), paid at the same rate established for the use of personal vehicles for County business. rail, or vehicle, at the lowest quoted cost. The sum of. up to twenty be allowed for travel to and from London if travel is by air or rail. b) Travel by air, dollars ($20.00) wil Generally speaking, the use of a vehicle is to be restricted to points within a radius of 440 km (275 miles) of St. Thomas or to points not readily accessible by rail or air transportation. together in order to reduce costs. c) The per diem rate of $110.00 per day shall be paid and limited to the actual number of days that the convention has sessions listed which the delegate attends. travel Whenever possible, Councillors are encouraged to d) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited to the actual number of days that the convention has sessions listed which the delegate attends. e) A meal allowance of $50.00 per day will be paid if not included in the registration and limited to the actual number of days that the convention has sessions listed which the delegate attends. of days f) Parking shall be reimbursed from receipts and limited to the actual number that the convention has sessions listed which the delegate attends. 5 g) Claims for reimbursement of expenses and per diem are to be made on the approved form, complete with receipts (see Schedule "B"). Reimbursement shall be made as soon as possible after receipt of claim but will coincide with the next scheduled cheque run. of $2,000.00 maximum h) The above provisions shall be subject to the payment of a plus registration fee and mileage, per member, per calendar year. CORRESPONDENCE the Council meeting. 2. All notices of proposed zoning by-law changes and public hearings, received from the local municipalities, are to be forwarded to the Engineering Services Department for information or action. days prior to The deadline for correspondence is eight (8) 1 COUNCILLQR ORIENTATION Following the election of a new Council, a general Orientation Session for new Councillors will be held. This should cover both the functioning of Council and departmental operations. It should include such topics as departmental organization and functions, introduction of key personnel, tours of facilities, etc. COUNTYCOUNCJL DRESSJ:;ODE Members of Council and Officials shall be attired in the following standard dress when attending Council meetings and official social functions: affixed to the left side Navy blazer with the County Crest Bruce Tartan tie Grey trousers; or for trousers. Bruce Tartan or grey skirt, or grey women tie. and the supply the crest The County wi COUNTY CRESTS AND TIES County Crests and ties, supplied to Councillors and Officials, should be expected to last at leaSt three (3) years. 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. COUNTY RIN_GS A Gold County Wardens' Ring and a standard Gold County Ring (one for men and one for women> may be purchased by Wardens, County Councillors and staff, past and present, if desired. DISTRIBUTION OF LITERATURE FROM OUTSIDE AGENCIES No person .shall cause any printed matter to be circulated or posted on corporate property without obtaining the approval of the Department Head or the Chief Administrl¡itive Officer. 6 ELGIN MUNLCIPALASSOCIATION Past Wardens shall be recognized by the Elgin Municipal Association, with tickets for the meal provided complimentary by Council for the current Warden, Past Wardens and guest. FAX MACHINES 1 Fax machines will be supplied to Councillors for sending and receiving information pertaining to County business. Expenses incurred on the fax machines shall be circulated to Councillors for their approval 2. Retiring Councillors will return said equipment to the County as soon as possible after completion of their term for distribution to the new Councillors. the Counci when MEALS Councillors and appointed officials shall be provided with a meal meeting is anticipated to continue in the afternoon. the person's and POCKET GREETERS A pocket-type greeter and pin-type greeter printed with the County Crest name will be supplied to the fOllowing: be provided with two pin-type County Councillors (Warden each year) Department Heads and Deputies Female Councillors, Department Heads, and Deputies wi greeters. the be at no charge and any replacements wi These greeters are supplied initially at expense of the person requiring it. PURCHASING The Purchasing Policy (see Schedule "E") was established to standardize procedures to ensure fair and equitable practices for the procurement of all County goods and services and will be adhered to for all purchases made on behalf of the County. REMUNERATION A meeting is defined as a duly called Council meeting, Special Committee (including outside committees) or Sub-Committee meeting established to carry out the business of the Council, Committee or Sub-Committee. Occasionally, a Member designated by the Warden may be required to meet with staff or attend meetings on behalf of Council. These meetings are to be kept to a minimum and must have prior approval of the Warden. 1. A one-third tax-free allowance shall be applied to the remuneration paid to the Warden and Councillors, deemed to be for expenses incidental to the discharge of duties as a member of Councilor its local boards. This tax-free allowance must be adopted by resolution once during the term of each new Council. for County Co unci of 7 2. The following remuneration shall be paid to each Member attending meetings of the Council and committees thereof: a) County Councillors shall be paid an annual honorarium of $7,636.00 (2002 figures), to be paid monthly, with said stipend to include all meeting and incidental claims (telephone, paper, etc.) for all responsibilities including work associated with outside boards, meetings with ratepayers etc. and, Thereafter, Councillors' remuneration shall be automatically adjusted annually based on the provincial rate of inflation as determined in September of each year. b) In addition to the above remuneration, each Member shall be paid the same rate for each mile/kilometre necessarily travelled in attending meetings as established for the use of personal vehicles for County business. c) Members of Council wil record their mileage for attending Council and other approved meetings on the form provided (Schedule "D") and submit said record to the Chief Administrative Officer or the Deputy Clerk once a month at a Council meeting thereby being paid once a month on the next scheduled pay date. d) Councillors attending a function as "Deputy Warden" shall be paid mileage at the same rate established for the use of personal vehicles for County business. (I.e. e) Councillors are permitted to claim mileage for attendance at ceremonial functions official openings and sod turnings) provided they are reauired to attend by the Warden alternate and or the author REPORTS a) All reports mailed prior to Council will be presented by shall include a recommendation for Council's consideration. RESQLUTIONS the originating body only, to 1 Where a resolution is endorsed, a reply be sent regardless of the request for copies to be sent to others. no being felt that reply be sent, it endorsed, no not 2. Where a resolution is filed or response will indicate non-support. the 3. In the event Council wishes copies of resolutions, etc., sent to other than originating body, directions to this effect be incorpørated into the recommendation. affixed with the County Crest RETIREMENT GJFT Every retiring County Councillor shall receive a desk pen set and a suitable plaque indicating the term held on Council. 8 the the ROAD J';LOSING NQTICE Where a municipality gives notice to the County of a proposed road closing, and Manager of Engineering Services does not object, a letter to this effect be forwarded to municipality in lieu of passing a by-law, upon adoption by County Council. SEMINAR/WORKSHQP ATTENDANCE 1 n those instances where the Warden or the Council requests a member to attend a seminarlworkshop, etc., on Council's behalf, the following will apply a) The per diem rate of $110.00 per day shall be paid and limited to the actual number of days that the seminar/workshop has sessions listed which the claimant attends b) A meal allowance of $50.00 per day will be paid if not included in the registration and limited to the actual number of days that the seminar/workshop has sessions listed which the claimant attends. c) Standard mileage (see Schedule "A") shall be paid from St. Thomas to the seminar/ workshop site and return at the same rate established for the use of personal vehicles for County business. d) Parking shall be reimbursed from receipts and limited to the actual number of days that the seminarlworkshop has sessions listed which the claimant attends. e) Claims for reimbursement of expenses and per diem shall be made on approved claim forms, complete with receipts (see Schedule "B"). Reimbursement shall be made as soon as possible after receipt of claim but will coincide with the scheduled cheque run. confidential to dispose of SHREDDERS 1 Portable shredders will be supplied to County Councillors and other materials emanating from Council meetings. 2. Retiring Councillors will return said equipment to the County as soon as possible after completion of their term for distribution to the new Councillors. TEMPORARY CLOSINGcOF HIGHWAYS Where a municipality requests that the County temporarily close County Roads for social, recreational, community or other related purposes, the Manager of Engineering Services may grant said request subject to: the municipal council. setting out the dates, 1 A written request being received from times, and reasons for such closure. 2. The municipality shall be responsible for providing the appropriate level of liability insurance, naming the County as an additional insured, naming the County harmless during ro.ad closure, and for providing materials, labour and equipment required to maintain a safe detour route. 9 3. The Manager of Engineering Services shall report to Counci n the fall of each year, the number and type of temporary closures authorized during the previous year. FINANCES 3. BUDGETS All budgets (Council, Departmental and Outside Boards) are to be submitted to the Director of Financial Services no later than February 1 st of each year for distribution to Council. prior to the actual Budget Meeting. .GRANTS County Grants will be paid December 15th each year, or quarterly if requested in writing, or on a specific date as requested and indicated in the original motion .... old wording (New wording) Scholarships - discontinued. Hospital Capital Grants - as determined by Counci below a) b) Hospital Capital Grants - (deleted) b) 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 relates 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. the Funds should only be paid over to the hospital as the project progresses. reduce wi Council If requests exceed the maximum amount in any year, amounts payable on a pro-rata or percentage basis. may be payable. determine the term of years over which a grant Council wi to hear be the cutoff for receiving grant requests. aside a separate day, in February, set wi wi County Counci 1st of each year d) If required delegations. February c) e) Each grant request must include a brief description of the organization; must clearly state the amount requested; and, must indicate the planned use of the grant, if approved by Council. 10 f) The Warden will decide which delegations to invite to the special February meeting Grants may be paid earlier if requested in writing and approved by County Council The guidelines should be reviewed periodically. COUNTY VEHICLES - OWNED OR LEASED 1. All new vehicles licensed under the Highway Traffic Act are to be North American manufactured and have a County Crest decal affixed on the front doors. (to be deleted from policies) 4. 1. County Council determines personal use of vehicles by persons not presently having this privilege. Ontario unless approved by the Province of to Personal use of vehicles is restricted County Council. OUTSIDE BOARDS 5. APPOINTMENTS_ TO OUTSIDE BOARDS Persons presently serving on local boards or committees sha be eligible for re- appointment, but shall not be eligible for the same position for a period of more than 9 continuous years. After an absence of not less than 1 year such person shall be eligible for re-appointment. All appointments to the Land Division Committee shall be made through County Counci Said appointments to. the Land Division Committee are for a 3-year term and no one member will serve longer than 9 consecutive years on the Committee. County Council shall seek the names of candidates directly from the affected municipalities when vacancies occIJr. Any local board or committee to whom County Council makes appointments must receive Council's approval prior to anyone being appointed to a further board. COUNTY ITEMS 6. the distribution BQQKEND.S._PLATES,J3LASSES~ETC The Warden may, without direction from County Council, use discretion in of County bookends, plates, glasses, etc.. as gifts to visiting dignitaries. CREST The original crest was designed for use as the corporate seal, to officially indicate the authenticity of documents. Subsequently, it was incorporated for use on letterhead, cheques, and other items used by the County. The initial intent was for County purposes only and the use by other than the County proper should not be permitted. All County departments have been authorized to use the Crest for any County purposes. 11 FLAG 1. One County Flag, complete with stand, shall be available for use upon request by outside organizations, with the approval of County Council. The request shall state the reason and location where the Flag shall be flown. The County Flag shall be flown on the Administration Building 3. The County Flag may be displayed in municipally-owned buildings or other facilities at the discretion of County Council 2. its right to prevent continued use of the County Flag at 4. The County reserves the legal discretion. the without commercial purposes 5. The County Flag emblem cannot be used for expresseq written permission of County Council. 6. Private purchase and use of the County Flag may be permitted, upon written application to County Council, who reserves the right to deny permission of its purchase if there is just cause to believe that it may be degraded in any way and its dignity not upheld. be wi the County Flag whether to specify 7. County Council shall have authority donated or the appropriate charge made. 8. Should the request, due to time constraints, need consideration prior to a regular meeting of County Council, the Warden shall have authority to make the appropriate decision. LAPEL PINS 1. Five (5) metal County Lapel Pins will be supplied to the current Councillors, Department Heads and Deputies annually. Additional ones may be purchased in minimum lots of five (5) pins. paycheque. be supplied to each new employee along with the first Lapel Pins wi 2. The Warden has authority to give out pins in quantities of twenty-five (25) or less. 3. shall be subject to approval by County Counci Requests exceeding twenty-five (25) 4. (25) or County pens in quantities of twenty-five PENS The Warden has authority to give out 1. less. Requests exceeding twenty-five (25) shall be subject to approval by County Counci 2. 12 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% (see Schedule "F"). ROAD MAPS be sold to the public for $3.00 each 2. Twenty·five County Road Maps will be provided, after each printing, to Lower-Tier Municipalities free of charge, and additional copies will be charged at $3.00 each The County Road Map wi 1 to each printing, charge, after 3. County Road Maps will be distributed free of emergency services (police, fire, and ambulance) be placed in a reserve from which 4. Proceeds from the sale of County Road Maps wi further printings of the map will be purchased. SURPLUS PROPERTY 1. Periodically, equipment, furniture, supplies, materials and other County property (excluding land) will be deemed to be surplus and of no potential use for County purposes. In these circumstances,it will be the responsibility of the a¡:>propriate Department Head to recommend to the Chief Administrative Officer what County property is surplus. The Chief Administrative Officer shall make this surplus property known to all departments. Any County department expressing an interest in said property will submit a written request, outlining the need for the property, to the Chief Administrative Officer for consideration. item(s), the the surplus 2. When more than one County department expresses an interest in the Chief Administrative Officer will determine which department will receive item(s), based on the need expressed. County 3 When no other use for the item(s) can be found, including its use by other departments, the property will be disposed of by public auction or tender. all library branch be used for wi LIBRARY BRANCH CONSTRUCTION The Library Branch Construction Policy and Agreement construction (see Appendix "G"). 7. any other RESERVES The Library Services Fund-Raising Reserve Account cannot be drawn-down for purpose except by the passing of a by-law approved by Council. 8. 13 RENOVATIONS - COUNTY ADMINISTRATION BUILDING 9. the RENOVATlot-tREQUEST INmATEDB'( COUNTY COUNCIL the County Administration Building When County Council initiates renovations in following procedures shall be followed: of the cost T enant( s) or 1. Unless otherwise agreed to by the affected Department(s) said renovations shall be borne by the County of Elgin; 2. Any and all renovations affecting DepartmentslTenants shall be communicated to the affected party prior to construction; to approval by County 3. The plans, alterations and recommendations are subject Council. shall be following procedure RENOVATIONREQUEST .INITIATED BY.DEPARTMENT the renovations requests Department When a County followed: obtain first 1. Before proceeding with any renovation, the Department Head shal authorization in principle to proceed with the project from County Council: 2. After receiving permission in principle from County Cøuncil, the Department Head shall request that a cost estimate be obtained from the Manager of Engineering Services for presentation to County Council; the cost of said estimate, if any, to be borne by the Administration Building Budget. the Capital Head must then obtain approval from County Counci the proposed renovation shall be approved in The Department 4. All costs associated with Budget. 3. County Council shall be responsible for: a) Approving, altering or amending the design and installation plan; it being understood that any alterations that would materially affect the design, purpose, and/or cost of the renovations would not be endorsed until approved by County Council; 5. the design, with b) Ensuring that the proposal is sound, practical and consistent construction and aesthetics of the County Administration Building the the progress of Department, the Engineering Services through c) Monitoring, renovation(s ); the the Consultant and Contractors, through review and approval of the invoices by d) Issuing. payment to the Management Manager of Engineering Services, upon appropriate Department Head; 14 its leased to requests alteration(s) RENOVATIQN REQUEST INITIATED BY TENANT When a Tenant in the County Administration Building space, the following procedure shall be followed: shall be filed in writing with the Manager of Engineering Services; the proposed shall obtain a written estimate of the costs associated with The request 2. The Tenant renovation 1 to County Council for consideration; to County shall be presented 4. The Manager of Engineering Services shall make recommendation(s) Council on the renovation plan, costs and associated matters; Said estimate and request 3 County Council shall be responsible for: a) Approving, altering or amending the design and installation plan; it being understood that any alterations that would materially affect the design, purpose, and/or cost of the renovations would not be enforced until approved by the Tenant; 5. the design with b) Ensuring that the proposal is sound, practical and consistent construction and aesthetics of the County Administration Building the progress . of the Department, the Engineering Services through c) Monitoring renovation(s); the through d) Issuing payment to the Management Consultant and Contractors, Manager of Engineering Services, upon review by the affected Tenant; renovation costs of the e) The County shall be responsible for up to two-thirds (2/3) while the Tenant is responsible for the balance of the total cost; f) Renovation costs, which are eligible for the County's two-thirds (2/3) contribution, are defined .as those renovations necessary to make the office space ready for use and include items such as providing adequate heating, air-conditioning, lighting, flooring, painting, one lockable door and such demising partitions as deemed appropriate by County Council; it being understood that upgrades and other additional renovations shall be the sole responsibility of the Tenant concerned; g) Any drawings submitted by the Tenant shall be incorporated into the County's Master Plans; the cost of which shall be borne by the Tenant. the following requests renovations, NEW CONSTRUCTION REQUESTED BY TENANT When a Tenant in the County Administration Building procedure shall be followed: The request shall be filed in writing with the Manager of Engineering Services; 1 15 2 The Tenant shall obtain a written estimate of the costs associated with the proposed renovation Said estimate and request shall be presented to County Council for consideration; to County 3. 4. The Manager of Engineering Services shall make recommendation(s) Council on the renovation plan, costs and associated matters County Council shall be responsible for: a) Approving, altering or amending the design and installation plan; it being understood that any alterations that would materially affect the design, purpose, and/or cost of the renovations would not be enforced until approved by the Tenant; 5. the design with b) Ensuring that the proposal is sound, practical and consistent construction and aesthetics of the County Administration Building the the progress of Department, the Engineering Services through c) Monitoring, renovation(s); the through d) Issuing payment to the Management Consultant and Contractors, Manager of Engineering Services, upon review by the Tenant; e) The County of Elgin will contribute 100% of the new construction costs, which are defined as those necessary to make the officespace.ready for use and include itemS such as providing adequate heating, air-conditioning, lighting, flooring, painting, one lockable door and such demising partitions as deemed appropriate by County Council; it being understood that upgrades and other additional work shall be the sole responsibility of the Tenant; P-ROVISQ The Warden and/or the Chief Administrative Officer are authorized to make decisions affecting the structure/design/configuration of the Administration Building and its contents without prior consent of County Council and those parties affected, in matters of urgency where the Health and Safety of individuals may be jeopardized. In said circumstances, the actions taken shall be communicated to Council as soon as practicable. be ROOM USAGE - COUNTY ADMINISTRATION BUILDING 1. The use of the County Administration Building, after normal business hours, limited to organizations which have County Council representatives sitting on them. 2. The tenants in the County Administration Building will be allowed to use the building after business hours, with prior approval and payment of the appropriate fee. wi 10. 3. An outside group is defined as an organization that does not have an appointed County Council representative and does not provide a service or function under the direct authority of County Council. Outside groups, except tenants, are not permitted to use the building after normal business hours, unless said group is composed of at least one member of County Council or staff. 16 4. County Councillors or County employees, who are also members of an outside group wishing to use the building, will be required to paý the appropriate fee for room usage and will be responsible for the building's security after hours. 5. Departments or employees from departments will be charged the appropriate fee for room usage and will be responsible for the security of the building, if used after normal business hours. be charged to all outside groups. 7. Upon request of a Department Head, on the appropriate room reservation form, the Council Chamber may be used for a meeting on County business. All other requests for use of the Council Chamber must be channeled through County Council. Fees wi 6. of providing the cost 8. Should any room be utilized for a function that requires Security, this service plus a 10% administration fee will apply. STORAGE AREA LEASE RATES - COUNTY ADMINISTRATION BUILDING 1. Space not currently leased and located in areas of the Administration Building which lack the architectural, mechanical and electrical features for office space, are available as storage areas. 11 2. Only tenants leasing within the County Administration Building shall be given the option of negotiating a storage area based on availability. The lease rate for storage areas shall be $8. 00 per square foot per year. 3. 17 SCHEDULE "Au STANDARD MILEAGE KM 225 280 230 545 ,235 260 310 270 920 250 65 650 430 025 630 275 480 645 400 385 245 ,730 200 1,140 3,135 440 385 1 ST. THQMA~AND R.ETURN BRANTFORD BURLINGTON CHATHAM COLLINGWOOD CORNWALL GODERICH GUELPH HAMILTON KINGSTON KITCHENER-WA TERLOO LONDON MIDLAND NIAGARA FALLS NORTH BAY 1 1 SARNIA SAULT STE 1 MARIE STRATFORD SUDBURY THUNDER BAY TORONTO WINDSOR 16 50 67 115 ADMINISTRATION BUILDING ~ ELGIN MANOR ELGIN MANOR ~ TERRACE LODGE ELGIN MANOR ~ BOBIER VILLA BOBIER VILLA ~ TERRACE LODGE ORILLlA OTTAWA OWEN SOUND PETERBOROUGH PORT COLBORNE ST. CATHERINES 10/02 10102 SIGNATURE DATE I CERTIFY THAT THE ABOVE EXPENSES HAVE BEEN INCURRED IN ATTENDING THE ABOVE-NAMED CONVENTION, WHICH HAS BEEN APPROVED BY COUNTY COUNCIL. (ATTACH RECEIPT) $501DAY IF NOT INCLUDED IN REGISTRATION OR PAID ELSEWHERE (ATTACH RECEIPT) (ATTACH RECEIPT) (ATTACH RECEIPT) (ATTACH RECEIPT) ACCOMMODATION PAID BY DELEGATE $ ALLOWABLE EXPENSES - MEALS $ - PARKING $ $ HOSPITALITY ROOM EXPENSES $ $ AIRLINE ( ) TRAIN ( ) REGISTRATION PAID BY DELEGATE $ (EXCLUDE SPOUSE) TRANSPORTATION BY AUTOMOBILE ( ) (ATTACH RECEIPT) NAME OF CONVENTION LOCATION DATES ATTENDED WARDEN & COUNCILLOR CONVENTION EXPENSE CLAIM FORM SCHEDULE "B" 18 ' - 19 FOR FINANCIAL SERVICES OFFICE USE ONLY NAME CONVENTION DATES GST NCLUDED NO. OF DAYS @$ 110.00 =$ $ REGISTRATION =$ $ TRAVEL Km@$ 0.35 =$ $ =$ $ ACCOMMODATION =$ $ ALLOWABLE EXPENSES =$ $ =$ $ =$ $ =$ $ TOTAL CLAIM = $ $ COUNCILLORS MAY ATTEND A MAXIMUM OF 2 CONVENTIONS PER YEAR ANNUAL TOTAL MAXIMUM ALLOWABLE (PLUS REGISTRATION AND MILEAGE) $2.000.00 CONVENTIONS ATTENDED - - ALLOWABLE REMAINING $ -20- SCHEDULE "C' COUNCILLOR'S CLAIM FOR TRAVEL ·................·LócAfïóN.....··...·..··..r·..Nó~..öF· ¡ KM. ----r -----r ····:···~···:····:···r ::::::·':::::·r i ! ::::::::::::l· ..........'1' i ..··........1.. ~·::::::::····l· ..··.......r NAME (please print MONTH OF "·cóiïiiÑïifTEEïËiõARï5ïAGENë:Y· ................. .................. DATE COUNTY COUNCIL ..............;....................................................................................., .................. ·"Eï::Gi·Ñ"ëõÜÑïY··pïÖÑEE·R:"iiiïü·š ,................. ................................................................................................., .................., ..sT"....T¡::¡õiiiïÄs~·Eï::GïÑ..GENï~ïi¡¡;C HospïTÄC..·..·.. ST. THOMAS-ELGIN TOURIST ASSOCIATION ...................................................................................................., DISPUTE RESOLUTION ;.................................................................................................... "·wÄsTE"iiiïÄNÄG·E·iiiïENfïL:ïÄïsõ'N" OTHER- I TOTAL NOTE: REMUNERATION WILL BE PAID ON THE NEXT SCHEDULED PAY DATE I certify that this claim relates to expenses incurred in connection with attendance at County Council and CommitteelBoard/Agency meetings to which Council has appointed me as a representative and for which I have not received payment elsewhere. Signature Date 10/02 21 SCHEDULE "D' WARDEN'S CLAIM FOR TRAVEL AND EXPENSES MONTH OF PAID OUT OF POCKET KM -- - TOTAL $ DETAILS $, $, $ SUMMARY Km @$.35 Out of Pocket Expense TOTAL CLAIM I certify that the above claim is for expenses and travel from my residence to and from various functions, at which I represented the County in my capacity as Warden. No travel claimed here is for the purpose of attending any Counèil or Committee meetings, which have. been recorded separately, SIGNATURE DATE 0/02 22 SCHEDULE "E' THE CORPORATION OF THE COUNTY OF ELGIN A Policy for the Purchase of Goods and Services Purpose: The purpose of this policy is to standardize procedures to ensure fair and equitable practices for the procurement of all County goods and services,· taking into account the Municipal Guidelines regarding the Ontario-Quebec Procurement Agreement as indicated in Appendix 'A' attached. DEFINITIONS 1 n this section shall apply: the current as approved by Council for For the purposes of this policy the definitions as set out total budget the means a) "Apptoved Budget' fiscal year. oral, including leases and rentals parties for the supply of goods or b) Contract" means any agreement, written or between the County of Elgin and another party or services at a specified price. c) "Normal Operating Expenditure" means expenditures of an operational recurring nature and does not include one-time special or Capital expenditures. made on all goods and services APPLICATION OF THIS PURCHASING POLICY the purchase of to 2. This purchasing policy shall apply behalf of the County of Elgin. with the general conditions APPROVALS When a purchase of goods or services is contemplated respect to approvals set out herein shall be followed: GENERAL CONDITIONS 3. to be purchased are services that all goods or a) The Department Head shall ensure authorized in the approved budgets. b) When goods or services to be purchased, in order to accomplish Council approved priorities and programs, would cause the approved Budget to be exceeded, the Department Head shall report to Council for approval prior to engaging in a cpntract, subject to sub-clause (c) herein. may incur normal operating c) Prior to the approval of the Current Budget a Department expenditures up to 40% of the previous year's Budget. 23 PROCEDURE FOR THE SELECTION OF SUPPLIES OR SERVICES 4. uotations Orders for goods or services with a value between $1,000.00 and $4,999.00 shall not be placed until at least three (3) verbal quotations are obtained. These quotations must be documented on the Quotation Summary Form. In the absence of quotations from three suppliers for the goods or services requested, or if the lowest quotation that meets all acceptable standards and specifications is not selected then an explanation on the Quotation Summary Form is required in all cases. Verbal a) uotations Orders for goods or services with a value between $5,000.00 and $49,999.00 shall not be placed until at least three (3) written quotations are obtained. A written specification must accompany the request to potential suppliers for goods or services ordered with a value greater than $10,000.00. The written quotations must be summarized on the Quotation Summary Form. In the absence of three (3) suppliers willing to provide a written quotation for the goods or services requested, an explanation on the Quotation Summary Form will be required. If the lowest quotation that meets all acceptable standards and specifications is not selected, the Department Head must report to Council prior to the purchase of the goods or services. In all cases, Council must authorize the purchase of goods and services prior to procurement. Written b) be to be purchased with a value exceeding $50,000.00 must Tenders 1. All goods or services tendered in writing. c) 2. All tenders shall be publicly advertised in the London Free Press and the St. Thomas Times-Journal, unless otherwise specified by Councilor the various Ministries. The tender advertisement must allow sufficient time between the advertisement and the closing date of the tender to allow suppliers the opportunity to examine details pertaining to the tender, to obtain all necessary documents, and to complete and submit the formal tender documentation. the presence of the time in 3. Tenders shall be opened publicly at a pre-determined Warden or designate and the Department Head or designate. Head must the Department received, a) Following a thorough review of all tenders report to Council, recommending the preferred bid. -24- EXCEPTIONS TO PROCEDURE FOR SELECTION OF SUPPLIERS 5. Purchases This method of purchasing may be used when the circumstances warrant immediate action or when health and safety or the public interest are in jeopardy, and where this method of purchasing would result in an over-expenditure or a non-budgeted expenditure of $2,500.00 or more. Emergency purchases require the approval of the Department Head and must be reported to Council at the next scheduled meeting. Emer' a) lie~ Qualified suppliers are defined as suppliers of goods or specialized services which, due to the nature of the goods or services, make it impractical to change suppliers frequently. Banking, legal, audit, and insurance are examples of services that would require qualified suppliers. It will be the responsibility of the Department Head to assess the appropriateness of using qualified suppliers. Ongoing contracts with qualified suppliers, where annual expenditures exceed $5,000.00, will be reviewed at least every three years by Council, in order to assess the continued suitability of those suppliers. The Department Head will be responsible for preparing such a review. ualified Su b) Proposal Method of Purchasin This method of purchasing shall be used on Iv where the expertise for developing proper specifications lies in the hands of the supplier, or where additional information is required and it is impractical to call for tenders, such as in the retention of consulting services. A minimum of three proposals must be documented on the Quotation Summary Form. The Department Head must report to Council, recommending a preferred supplier if the recommended proposal exceeds $50,000.00. c) not Co-QQerative Purchasin Every department will have regard to the Co·Operative Purchasing Agreement and wi deviate frpm the terms and conditions of said agreement. d) Head or the Department authorization of PURCHASING PROCEDURES a) No purchase shall be made without designate. 6. Exceptions to Section 6, subsection (a): - petty cash purchases utilities, telephone, benefits, expense claims. b) c) The appropriate invoice along with all accompanying documentation, including the Quotation Summary Form, will be forwarded to the Department Head for approval of 25 Here, the Department Head is approving all documentation as being in good that departmental spending is within approved budgetary levels, as prescribed payment. order and by Council d) Tenders/Quotations that are equal in price shall be decided on quality, performance, references, and service, among other factors considered relevant to the service or goods. If both suppliers were judged to be equal in price, quality, and service, a flip of the coin in the presence of both suppliers would determine the successful bidder. e) A copy of the Quotation Summary Form shall be sent to the Director of Financial Services who shall inspect each form for compliance with the policy. The Director of Financial Services shall sigh the form indicating that he/she has reviewed it. The Department Head, who authorized the purchase, is ultimately responsible for the transaction. -26- THE COUNTY OF ELGIN UOTATION SUMMARY FORM Department Verbal (>$1,000<=$4,999) Good or Service Requested: Written (>$5,000<=$49,999) Supplier Price Remarks I II I I II I I II I I II I . USE REVERSE TO PROVIDE ADDITIONAL INFORMATION IF REQUIRED. This document must be filled out for the above-noted verbal or written quotation amounts. If less than three quotations are obtained or if the recommended quotation is higher than the lowest quotation that meets all acceptable standards and specifications, an explanation must be provided on this form. Approval from County Council is required if the amount of the purchase is greater than $2,500.00 and the recommended quotation is higher than the lowest quotation that meets all acceptable standards and specifications. RECOMMENDATION: - - - Signature Date Department Head Signature Date Director of Financial Services I Municipal Information Request Ontario-Quebec Procurement Agreement 27- Municipal Finance Branch 777 Bay Street Toronto ON M5G 2E5 Fax (416) 585-6315 Ministry of Municipal Affairs and Housing Ontario Municipalities throughout Ontario must comply with the terms and conditions of the Ontario-Quebec Procurement Agreement, which comes into effect July 1. 1995. This Agreement was signed in 1994 by the Government of Ontario and affects all Broader Public Sector entities including municipalities. The information provided by municipalities to the Ministry of Municipal Affairs and Housing will be used to meet the reporting requirements of the Ontario-Quebec Trade Agreement. Mai Please Complete this Form and Return by Fax or MunicipallD. Municipality Number be the municipality wi Please indicate which one or combination of procurement methods using to comply with the terms of the Procurement Agreement. Daily Newspaper o Use of Suppliers List If the municipality is using Newspaper Advertising to advertise construction procurements valued at $100,000 or more, the municipality must inform the Ministry of Municipal Affairs and Housing by completing the following section. Electronic Tendering o o Designated Daily Newspaper 10102 -28- SCHEDULE "F" COUNTY ITEMS WHICH MAY BE PURCHASED COST PRICE PLUS 10% BOOKENDS (includes 2 Coloured Medallions) $64.11 set (2) $70.52 DESK SETS 31.97 ea. 35.17 FLAGS (3' x 6') 55.00 ea. 60.50 GLASSES (set of 4) 33.81 set (4) 37.20 LAPEL PINS 1.00 ea. 1.10 COLOURED COUNTY CREST MEDALLIONS 4.28 ea 4.71 PLATES 7.44 ea. 8.18 SPOONS 4.40 ea. 4.84 GOLF SHIRTS -MEN'S MEDIUM TO X-LARGE 40.00 ea. 44.00 XX-LARGE 45.00 ea. 49.50 XXX-LARGE 48.00 ea. 52.80 "- LADIES SMALL TO X-LARGE 40.00 ea. 44.00 GOLF BALLS - DOZEN 40.00 doz. 44.00 - 3 BALLS 10.00 set 11.00 Please note prices on items may change without notice according to current invoice price 10/02 29- SCHEDULE "G' STANDARD ELGIN COUNTY LIBRARY MUNICIPAL LEASE 20 THIS LEASE: Made in Triplicate this day of In Pursuance of the Short Forms of Leases Act BETWEEN hereinafter called the "Municipality" of the FIRST PART MUNICIPALITY AND THE CORPORATION OF THE COUNTY OF ELGIN (for its Library Purposes) hereinafter called the "County" of the SECOND PART the in premises and certain in the County of Elgin; and lands leases or owns Municipality of the WHEREAS expedient to lease area in said building to the County subject to the terms and conditions hereinafter set forth. it WHEREAS the Municipality deems (for Library purposes); of Elgin the the covenants the County, in consideration of the part of its successors which (for Library purposes); called the "Leased Premises' Municipality doth demise and lease to the County certain premises hereinafter that and agreements hereinafter reserved and contained herein on NOW THEREFORE THIS LEASE WITNESSETH those and assigns, al square feet for calculation purposes of this "A" attached hereto and the Library portion of a building "8" attached hereto and Appendix of a mutually agreed which are this Lease and which leased premises form more particularly shown on consist Lease; forming part of and the lands which are more particularly described in Appendix forming part of this Standard Elgin County Library Municipal Lease on -30- 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 Appendix "A"; b) The right to pass and re-pass through that part of the Municipality's portion of the building shown outlined in green on Appendix "A". c) A right.of-way for persons and vehicles at all times over the lands more particularly described in Appendix "C" . To have and to hold the leased premises together with the right described herein above for the term of five (5) years to be computed from the date of official opening of the Library. The County reserves the right and the Municipality agrees to allow; the County the option of renewal for a further five (5) year term with all conditions contained herein in force. Termination of this Lease is mutually agreed to require two (2) years' notice in writing delivered by "Registered LeUer"to the other Party by either signing authority. Yielding and paying therefore; seven dollars ($7.00) per square foot for square feet (as previously agreed); annually, in quarterly instalments, 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 instalments following on the 15t of June; September and December immediately following the commencement date of the Lease term. Said sum of seven dollars ($7.00) per square foot shall not decrease during the term of this Lease and may be upwardly adjusted if recommended by 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. - 31 It is mutually agreed and understood that the agreed sum of seven dollars ($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 same are compatible to Library functioning and without limiting the generality of the foregoing the Municipality shall cover: 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 Muhicipality for insurance on the building; leased premises and its municipal operation; d) The cost of all cleaning and maintenance supplies and of all materials and things required to operate, maintain and repair the building, but excluding the following: (which are County Library responsibilities): i) The cost of any furniture and interior fittings required for Library purposes. ii) 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 iii) 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 i) above shall relieve the County from the payment of any amount hereinafter agr~ed 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 n a clean and tidy condition 32- 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; 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 of 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 subctenant 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) The provide sufficient heating and air-conditioning 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 air-conditioning equipment; 33 - C) To give free use to the County and all persons designated by the County, and al persons in common with the Municipality, and all persons designated by it, of al 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 tile leased premises; 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 Appendix "D" 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 Chief Administrative Officer and the Manager of Library Services annually; i) General public liability insurance in an amount satisfactory to the Municipality and the County against claims for personal injury, death or damage to property 34- the the leased premises with occurring upon, in. or about the building, Including the Insureds; may be in. about or and Municipality and the County named as upon the building the Municipality and the County may agree upon their interest that amount or amounts as basis with loss payable to them as Pressure vessels and other apparatus in such a replacement cost i) may appear. any To pay for any loss or damage to the County's contents within the building, or for k) loss or damage to the leased premises when any such loss or damage IS caused by invitees. its or its agents, servants, negligence or that of which the Municipality If the leaseq premises are totally destroyed by fire or other cause for is the may, to plans the building according replace its option, at Municipality insured such replace be used to If the Municipality elects the County. the Municipality and approved by for terminate. policies shal this Lease shall insurance policy or the If the building is not replaced thereupon, payable under the proceeds such purposes. building, for the damaged portion of the which cause nsured, its option the building according to plans approved by the Municipality and the County. other repair fi re or partially destroyed by at the Municipality may, the leased premises are is Municipality If The Municipality covenants with the County for quiet enjoyment. PROVIDED the leased premises, it to by its fixtures brought makes good any damage in so doing the shall have remove that the County may it that provided that PROVIDED do not the privilege of affixing permanently disfigure the building and as may be approved the Municipality, in writing, and as such signs County such approval shall not be unreasonably withheld. thereof, have no such term, or after any renewal the County should hold over after the original If from year to year only, and shal ordinance shall be construed to be a tenancy holding over effect, notwithstanding. law with respect to the incidents of the this Lease, greater any custom Such year to year tenancy shall be governed by the terms and conditions of notwithstanding any statutory provisions or rules of the contrary, to or aw statute, months' notice in (6) 35- to termination upon six year to year tenancy, and shall be subject writing renewal of notices, statements or and when the notice is requesting a be sent, any notice " the address to which be sent b~ prepaid Registered Mai be addressed é s follows: or shal to changing this Lease as any notice covenant, estimates are to be sent, required by or Any notice shal shal The Corporation of the it to the Municipality, statement is it shall be addressed as follows: The Corporation of the County of Elgin 450 Sunset Drive to the County, And where such notice or St. Thomas, Ontario N5R 5V1 registered against the lands described in be the Lease shal The Parties agrees attached hereto. that "B1 This lease shall inure to the benefit of and be binding upon the successors and assigns of the Parties hereto. Appendix "INITIAL IMPLEMENTATION CLAUSE" STANDARD ELGIN COUNT'( MUNICIPAL LOAN this Lease Counci replaced by Leases are in place they may be Council and and "B' IIA" Where existing mutual a) by consent means of the passing of by-laws authorizing the necessary signing officers. Municipal the County Elgin of the upon all prior that leasing agreement and void. this upon implementation of covenants, and conditions are nul that acknowledged existing leases is It - 36 ~ As a condition of implementation, the signing Municipality agrees and acknowledges that a County of Elgin Loan 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 instalments of $ and said instalments shall be deducted at source as quarterly payments from the Lease funds payable to the Municipality under the conditions of this leasing agreement. It is acknowledged that upon implementation of this leasing agreement that all prior existing leases, covenants, and conditions are null and void. b) 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, relocation 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 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 implementation of this leasing agreement the Municipality shall receive an Interest Free Loan of ten dollars ($10.00) per square foot of/eased premises as specified for calculation purposes in this leasing agreement. -37- This loan in the amount of $, _ shall be repayable under the same conditions as specified in this Standard Elgin County Library Municipal Lease. It is acknowledged that upon implementation of this leasing agreement that all prior existing leases, covenants, and conditions are null and void. 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 in the presence of ) ) ) ) Per: ) Mayor ) ) ) Per: ) Administrator/Clerk ) ) ) THE CORPORATION OF THE ) COUNTY OF ELGIN ) ) ) ) Per: ) Warden ) ) ) Per: ) Chief Administrative Officer i 38- SCHEDULES - It is the responsibility of the Municipality to provide copies of the following documents to the County of Elgin which shall form part of this Lease: "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). "B" The legal description and registered survey copy of entire site and location. "C" A site plan showing all pedestrian and vehicular access to premises. It is the responsibility of the County of Elgin to include a copy of the following document to form part of this Lease: D" Branch Libraries Building Cleaning Guidelines. - 39- APPENDIX "D' BRANCH LIBRARIES BUILDIN~ CLEANIN~ GUIDELINE MINIMUM_FREQUENCY Twice weekly Daily Vacuum broadloom in halls, entrances, and all public areas 1 Twice weekly Clean entrances and exits. Quarry tile floors are to be cleaned and maintained in accordance with manufacturer's specifications. 2 3. Twice weekly Weekly to be cleaned thoroughly. Floors In garbage room 4. As required Wash down garbage chutes. 5. be kept clean. Vinyl asbestos flooring In stairwells, landings, stairs to be kept clean Twice weekly Daily Weekly signs and Dust public washrooms, fire bells and lights, exit window ledges. 9. Monthly Dust electrical panels, hot water tanks, pumps, pipes, etc. 10. Monthly corridor make-up air filters and outlets. Change or clean al 11 Twice yearly As required Annually Replace all burned out light bulbs and tubes In public areas. 13. Monthly Steam-clean all public broadloom and matting 14. Daily Vacuum public drapes. 15. room, storage room must Floors In electrical 6. 7 Clean public washrooms, maintenance areas, including sinks, toilet bowls and mirrors. 8. Wash all lights. 12. Sunday (hand marks) Bag all garbage into standard size garbage bags, spray disinfectant. Spot clean door glass frames and doors 16. 17 Sunday Daily except Daily except Empty wastepaper baskets. 18 40- MINIMUM FREQUENCY to Move garbage bags from garbage room on pick-up days street curbside prior to truck arrival 19. Pick-up day and Thoroughly clean all windows. screens, Inside and out, areas between windows. 20. Spring and Fal Bi-monthly Clean walls in corridors, stairwells, and other public areas. refrigerator card tables, chairs, stove, Clean lounge furniture, and sink. 21 22. Weekly As required (minimum twice monthly) Sweep sidewalks 23. As required As required Keep all sidewalks clear of snow. Spread ice removing pellets on sidewalks, parking lot and driveways. 24. 25. 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. 41 LIBRARY BRANCH CONSTRUCTION POLICY The following shall constitute the policy of the Corporation of the County of Elgin to be followed in considering any participation it will have with any Municipality represented on County Council in the establishment of Library facilities within the County. NEW LIBRARIES. EXPANDED LIBRARIES OR RELOCATION OF EXISTING LIBRARIES The square footage of newly constructed Branch Libraries shall be no less than 2,500 square feet except in the case of Reference Resource Libraries, which shall be no less than 5,000 square feet. Expanded libraries shall be no less than 600 square feet. In all cases of new construction, the libraries shall be on one level. During the three (3) year term of each Council the construction of one new library will be allowed. An Interest Free Loan requested from the County for construction of new libraries will not exceed $50,000. Council must receive all requests for new Libraries, expansion of libraries or relocation of libraries no later than December of each year for budgeting purposes. Any request received after December 31st will be considered for the following year. A. ACTION INITIATED BY MUNICIPALITY 1.0 The Municipality shall first determine, if in the opinion of their Council, there is a need for a new library, expansion of a library or relocation of a library. 2.0 If the answer to Clause 1.0 is yes, the Municipality shall notify the County Chief Administrative Officer and the Manager of Library Services, in writing, and shall provide them with a proposed outline with the information as set out in the Branch Library Construction Policy (Letter of Intent). A new library, an expansion of the existing library facility or relocation of the existing library facility as hereinafter contemplated should set out the following information: 2.01 The address and description of the proposed site and building to be constructed, expanded or relocated; 2.02 The approximate interior gross area of the new building, expanded building or relocated building; 2.03 The approximate size of the area designated to be for library use; -42- 2.04 The approximate Loan requested from the County (not to exceed $50,000); 2.05 The proposed date to commence construction. 3.0 The Manager of Library Services shall forward the proposal to County Council with a recommendation. 4.0 County Council shall consider the proposal (Letter of Intent) and notify the Municipality of its decision. If accepted, and County Council determines that it wishes to participate in a new library facility, expanded library facility, or relocated library facility recommended, a Letter of Intent detailing the arrangement will be signed by the County Chief Administrative Officer and the Municipality. 5.0 The Municipality, at its expense, shall cause plans and specifications of the library premises to be prepared and sent to the Manager of Library Services who will forward to County Council for their approval. The plans and specifications must include the information set out and, if required, may include a request for an Interest Free Loan, not to exceed $50,000. The plan and specifications must include: 5.01 The address and description of the proposed site and building to be constructed, expanded or relocated; 5.02 The interior gross area of the new, expanded or relocated building; 5.03 The size of the area designated to be for library use; 5.04 Construction timetables; 5.05 Approximate move-in date for library staff; 5.06 Cost of construction or renovation including mechanicals; 5.07 Cost of interior library fittings; 5.08 Architect's fees; 5.09 Interim financing cost; 5.10 Source of funding for project; 5.11 Request for an Interest Free Loan (not to exceed $50,000 - if required) from the County stating the amount which the Municipality is prepared to make towards the proposed building and the mode and time the grant will be made; which grant when made, if accepted by County Council, shall be an Interest Free Loan to be repaid as per Standard Elain County Librarv Municipal Loan (refer to Standard Elgin County Municipal Library Lease). 6.0 The Manager of Library Services shall forward the proposal to County Counci -43- 7.0 If approved by County Council, the Director of Financial Services shall be authorized to pay such Loan upon receipt of an executed Standard Elgin County Municipal Library Lease. 8.0 The Manager of Library Services shall forward the proposal to County council with a recommendation. 9.0 Both Parties to the Lease shall be responsible for their own legal cost in the negotiation and/or drafting of any Lease Agreement. 10.0 The Municipality shall be the owner of the land and building. 11.0 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. B. ACTION INITIATED BY THE COUNTY 1.0 In any plans wherein no Municipality is involved, the County Council will proceed in the normal manner. COUNTY OF ELGIN By-Law No. 01-28 BEING A BY-LAW TO ESTABLISH THE ANNUAL REMUNERATION TO BE PAID TO THE WARDEN OF THE COUNTY OF ELGIN .. WHEREAS Section 242 of the Municipal Act, being Chapter MA5 of the Revised Statues of Ontario, 1990, as amended, authorizes a council to pass by-laws to fix remuneration for the members of council as said council deems advisable and remuneration to be paid to the Warden WHEREAS By-Law No. 98-4 did establish the of the County of Elgin; and remuneration to be paid to WHEREAS it is deemed advisable to increase the annual the Warden of the County of Elgin the Municipal Council of the Corporation of the County of Elgin NOW THEREFORE enacts as follows: 1. That the annual remuneration for the Warden of the County of Elgin for attending meetings of the Council, meetings of the various committees and local boards, and performing all other duties applicable to the Office, shall be $30,300.00 per annum 2 That the above remuneration shall be adjusted automatically beginning In 2000 based on the following formula The Warden's remuneration be based on the provincial rate of inflation as determined in September each year and be adjusted automatically on an annua basis 3. That in addition to the annual remuneration established in Clause 1, the Warden shal be paid the same rate for each kilometre necessarily travelled in attending County functions, in addition to Council and committee meetings, as established for the use of personal vehicles for County business. A monthly account for kilometres travelled for other than Council meetings shall be submitted to the Administrator/Clerk, on a form to be provided. ned in the by-law reimbursed as outl be 4. That attendance at conventions sha establishing rates for such attendance 5. That the Warden shall be provided with a cellular telephone upon which calis can be made on behalf of the County of Elgin and a Bank of Montreal MasterCard. repealed s hereby That this By-Law become effective upon passing the same By-Law No. 98-4 be and That 6. 7. October 2001 October 2001 this 23rd day of time this 23rd day of time and finallY passed and second READ a third READ a first ncan J. McPha Warden onald, Administrative Officer. Chief COUNTY OF ELGIN By-Law No. 01-29 BEING A BY-LAW TO ESTABLISH THE ANNUAL REMUNERATION TO BE PAID TO MEMBERS OF THE ELGIN COUNTY COUNCIL FOR ATTENDANCE AT MEETINGS OF THE ELGIN COUNTY COUNCIL AND COMMITTEES THEREOF' WHEREAS Section 242 of the Municipal Act, being Chapter MA5 , R.S.O., 1990, as amended, authorizes a council to pass by-laws to fix. remuneration for the members of council as said council deems advisable; and WHEREAS By-Law No. 98-5 did establish remuneration to be paid to Members of Elgin County Council for attendance at meetings of the Council and Committees/Boards; and remuneration to be paid to WHEREAS it is deemed advisable to establish an annua Councillors of the County of Elgin Council of the Corporation of the County of Elgin the Munlcipa NOW THEREFORE enacts as follows 1. That each Member of the Elgin County Council, with the exception of the Warden, shall be paid $7,070.00 per annum, to be paid monthly, with said remuneration to include meeting and incidental claims (telephone, paper, etc.) for all responsibilities including work associated with outside boards, meetings with ratepayers. etc. be adjusted automaticallY beginning in 2000 based 2 That the above remuneration sha on the following formula The Councillors' remuneration be based on the provincial rate of inflation as determined in September each year and be adjusted automatically on an annua basis. 3. That each Member of Council may claim mileage for all functions attended on behalf of the County, unless reimbursed elsewhere, paid at the current rate adjusted from time to time as determined by Council, and expense claims for said mileage be submitted on a standard form once a month for processing. 4. That In addition to the above, where a Member of Council is requested by the Warden to repnesent him/her as Deputy Warden at a meeting/function, that he/she be paid the rate established for the use of personal vehicles for County business for each kilometre necessarily travelled in attending such meeting/function. ned in the by-law 5. That attendance at conventions shall be reimbursed as outl establishing rates for such attendance the same IS hereby repealed That this By-Law become effective upon passing By-Law No. 98-5 be and That 6 7 October 2001 time this 23'd day of and second READ a first 2001 :--6' can J. McPha Warden. October this 23rd day of time and finally passed nald, Administrative Officer. Chief READ a third REPORT TO COUNTY COUNCIL Director of Financial Services Linda B. Veger, FROM November 29. 2002 2003 CRF Allocation DATE SUBJECT: for the County n order to be met NTRODUCTION The Province has set out certain requirements to continue receiving CRF funding a resolution through Council indicating the County of Elgin wi 2003 CRF allocation to the benefit of the taxpayer. this resolution be considered prior to January 31, 2003. the County to submit its 2002 Financial Information Return in accordance with the deadline to be set by Municipal Affairs and Housing the County to submit its tax rate by-law to Municipal Affairs and Housing by September 30, 2003. the entire apply · · · · The 2003 allocation is $5.740.000 - a $614,000 increase over 2002 the County of to Fund allocation RECOMMENDATION THAT the entire 2003 Community Reinvestment Elgin be applied to the benefit of taxpayers; and THAT the 2002 Financial Information Return be submitted to Municipal Affairs and Housing in accordance with the deadline set by the Ministry; and, to Municipal Affairs and Housing by THAT the 2003 tax rate by-law be submitted September 30, 2003. Mark G. a Chief Administrative Officer 33 Respectfully Submitted Services c....-,w:~~ I B. Veger t tor of Financial REPORT TO COUNTY COUNCIL Linda B. Veger, Director of Financial Services Sandra Heffren, Deputy Clerk FROM November 28. 2002 New Municipal Act - By-Laws DATE SUBJECT for requirement the NTRODUCJI0N The new Municipal Act and its supporting regulations include several new by-laws to be in place for January 1, 2003. These are 1. Provision for Notice 2. Leases - as new leases are entered 3. Fees and Charges nto DISCUSSION Notice: Notice is required prior to · the passing of the procedural by-law, · the sale of land (performance adopting all or part of the budget or amendments to the budget a report on the efficiency and effectiveness of the delivery of services measures) · · Staff suggests that fourteen days notice would s\'!tisfy the requirements of the Act where notice of intention to pass a by-law or notice of a public meeting is required. Certain sections of the Act state the amount of notice and those requirements would be adhered to. The fourteen days notice would apply to the adoption of the budget. Where there are amendments to the budget, the Council Agenda would contain a notation "Amendment to Budget". This would be considered sufficient notice. the budget would consist of quotations or tenders exceeding estimated the approved budget and new projects not included in the approved Amendments to expenditures in budget. Leases · A financing lease is a lease for the provision of municipal capital facilities that mayor will require payment by the municipality beyond the term for which the Council was elected. Prior to adopting a leasing by-law, certain information At least once yearly. the Treasurer must be provided to Counci leasing arrangements 61 must report on current · · a adopt must the County Prior to passing a by-law authorizing a financing lease, statement of its lease financing policies and goals the lease of Policy and Goal: To ensure that decisions with respect to the purchase of assets versus assets are made after careful consideration of the two financing options of financia lease as an appropriate form Procedure: The County of Elgin may enter into a capital financing after considering the following: · short term revenues versus capital needs. · whether or not a facility is available for purchase (postage machines) · does Council wish to purchase the asset? · the schedule of all amounts that will or may be required to be paid. · the obsolescence of the asset. · the rate or effective rates of financing for the lease. · does the scope of the proposed transaction warrant independent lega advice? any other information that may be pertinent to the particular leasing agreement. or facilities to Council at · This procedure will apply to all leasing decisions with the exception of · leases made in emergency situations. These leases will be reported the first available opportunity. · leases that are short term in nature - 120 days or less At least once yearly the Treasurer will present a detailed report outlining all current leasing arrangements. Attached is a schedule of all 2002 leasing arrangements titled Current Leasing Agreements be approved by Counci services or activities must mposed for Fees and Charges · All fees and charges through a by-law. fees and charges report is a schedule of all current this to Attached CONCLUSION The focus of the new Municipal Act is to ensure Council and Staff are accountable for their actions and that the processes of municipal government are transparent and easily understood by the public. The following recommendations meet those obligations 1 THAT, in order to meet the Municipal Act, 2001, 8.0. 2001 requirement for a Provision of Notice, any report requiring a by-law with notice shall be presented to Council at one meeting and the by-law shall be presented at the next consecutive meeting; and, RECOMMENDATIOJII 3£ the Procedural By-Law be so amended; and THAT a Provision of Notice by-law be prepared THAT RECOMMENDATION 2 THAT, in order to meet the Municipal Act, 2001, S.O. 2001 requirement for Financing Lease by-laws, the Goals and Procedures outlined for leasing decisions in the report titled Municipal Act By-Laws dated November 28, 2002 be adopted and the Purchasing Policy be so amended; and, Leasing Agreements be approved titled Current the schedule THAT RECQMMENDATION 3 THAT, in order to meet the Municipal Act, 2001, S.O. 2001 requirement for a Fees and Charges by-law, the current list of fees and charges as contained in Schedule "Au be approved: and THAT a Fees and Charges by-law be prepared ssion Respectfully Submitted Mâì'k'G.McD d Chief Administrative Officer Linda B. Veger Director of Financial Services 36 Sana He; m Depùty Clerk County of Elgin Current Leasing Agreements LESSOR DESCRIPTION LEASE PAYMENT FREQUENCY TERM ANNUAL COST Ford Credit Canada Leasing KCCA Truck 346.08 plus taxes Monthly 36 months 4,152.96 Lease Source Engineering Truck 343.47 plus taxes Monthly 36 months 4,121.64 Neopost Postage Machine 419.40 plus taxes Annual 3 years 419.40 Nationwide Gourmets Inc. Water Coolers - ElM 179.70 plus taxes Quarterly 718.80 Water Coolers - TIL 269.55 plus taxes Quarterly 1,078.20 Water Coolers - BN 77 .85 plus taxes Quarterly 311.40 CitiCapital Technology Bobier Telephone System 295.12 plus taxes Monthly 60 months 3,541.44 Communications A T & T Canada Telephone Lines Admin Bldg. 3 ISDN lines - each 85.00 plus G.S.T. Monthly 3,060.00 27 lines - each 36.00 plus G.S.T. Monthly 11,664.00 Museum - 2 lines - each 36.00 plus G.S.T. Monthly 864.00 ElM - 16 lines - each 36.00 plus G.S.T. Monthly 6,912.00 Amtelecom Terrace Lodge - 3 lines - each 56.87 plus taxes Monthly 2,047.32 l.N Terrace Lodge - 4 lines - each 52.42 plus taxes Monthly 2,516.16 --..,¡ Terrace Lodge - 7 lines total 380.19 plus taxes Monthly 4,562.28 Councillors - 3 lines - each 26.14 plus taxes Monthly 941.04 Vienna Library - one line 58.37 plus taxes Monthly 700.44 PI. Burwell Library - two lines 110.79 plus taxes Monthly 1,329.48 Aylmer Library - three lines 172.76 plus taxes Monthly 518.28 Bayham Library 52.42 plus taxes Monthly 629.04 Bayham Library 60.22 plus taxes Monthly 722.64 Springfield Library - two lines 110.79 plus taxes Monthly 1,329.48 Bell Canada Councillors - 6 lines - each 22.15 plus taxes Monthly 1,594.80 BN -10 lines 481.40 plus taxes Monthly 5,776.80 232,977.48 Plus applicable taxes 19,120.00 12,000.00 11,600.00 35,000.00 5,700.00 33,000.00 8,313.00 7,448.00 6,800.00 6,216.00 8,757.00 19,120.00 Annual 12,000.00 Annual 11,600.00 Annual 35,000.00 Annual 5,700.00 Annual 33,000.00 Annual 8,313.00 Annual 7,448.00 Annual 6,800.00 Annual 6,216.00 Annual 8,757.00 Annual 95.40 95.40 1,105.20 404.40 5,120.40 422.40 Annual Semi-annual Monthly Monthly Monthly Monthly 1,243.20 561.60 1,243.20 1,804.80 1,243.20 1,804.80 3,167.88 1,200.00 Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly 95.40 plus taxes 47.70 plus taxes 30.70 plus taxes 33.70 plus taxes 426.70 plus taxes 35.20 plus taxes 103.6 plus taxes 46.80 plus taxes 103.60 plus taxes 150.40 plus taxes 103.60 plus taxes 150.40 plus taxes 263.99 plus taxes 50.00 plus taxes Annual Maintenance paid quarterly Annual Maintenance paid quarterly Annual Maintenance paid quarterly $7 per square foot paid quarterly $7 per square foot paid quarterly Annual Maintenance paid monthly $7 per square foot paid quarterly $7 per square foot paid quarterly $7 per square foot paid quarterly $7 per square foot paid quarterly $7 per square foot paid quarterly Pagers - three - each Pagers - one Homes - 3 Emergency Phones Capital Campaign Senior Staff - 12 Warden Belmont Library - 2 lines Rodney Library - 1 line Rodney Library - 2 lines West Lome Library - 3 lines Shedden Library - 2 lines PI. Stanley Library - 3 lines Dutton Library - 5 lines Payphones 2 - each Total Annual Leasing Library Leases Town of Aylmer Municipality of Bayham Municipality of Central Elgin Municipality of Dutton/Dunwich Municipality of Bayham PI. Stanley Festival Theatre Municipality of West Elgin LN Township of Southwold CO Township of Malahide Municipality of Bayham Municipality of West Elgin Bell Mobility , Human Resources REPORT TO COUNTY COUNCIL Director of Harley Underh FROM 09 December 2002 SUBJECT: Council Compensation Review 2003 INTRODUCTION DATE: It has been a number of years since amalgamations took place at the County of Elgin. When this happened, almost five years ago, we reviewed the compensation for the Warden and Councillors that resulted in bringing our Council current with others in the municipal sector. At our last Council meeting in October staff obtained Council's direction to.perform another review. DISCUSSION Historically in the County of EI~in we have maintained our compensation levels at the 851 percentile in comparison to other Counties and surrounding upper level Municipalities. We recently participated in a survey conducted by Gazda, Houlne and Associates for the County of Dufferin and the results indicate that our Warden compensation is at the 7151 percentile and Councillor at the 251h percentile. We also obtained the 2002 compensation information from the City of S1. Thomas (Mayor $31 ,906.57/Council $14,581.01) as well from the Ontario Municipal Human Resources Association. 39 The world of municipal government has changed drastically in the intervening years since amalgamation. The Sèope of responsibilities has increased (\Me now have Land Ambulance, Provincial Offences Court, Archives, Taxation Policies and other duties) and so has the level of Council's accountability. New and more regulations are coming next year, such as the Safe Water Drinking Act, the Emergency Plans Act and the New Municipal Act. All will require greater time commitment and accountability for members of Counci It is only appropriate that Council's compensation address these realities. CONCLUSION Based on all of the survey information it is apparent that our Warden and Councillors compensation is lagging behind other municipalities and has fallen way behind the historical compensation level of the eighty-fifth percentile. In addition, the normal increase that is based upon the September Provincial rate of inflation is not keeping pace with other Municipalities and we need to make adjustments in the compensation levels. In order to maintain our historical values we need to adjust the Warden's 2003 compensation by $4517.00 ($37,242.00) and Councillor's 2003 compensation by $7690.00 (15,326.00). This increase will reflect the compensation of surrounding upper tier Council's and will have a .48% impact on the County budget or $66,037.00. RECOMMENDATION THAT based upon the first complete review of Council compensation since 1998, continued Provincial downloading, increased demands of time and complexity of issues, the following is recommended by staff for Council approval: THAT the Warden's 2003 compensation be ($37,242.00) and 40 ncreased $4517.00 to THAT the Counci ($15,326.00) and THAT Council compensation be completely reviewed no less than once in every three years and THAT the approved method of compensation adjustment based upon the September Provincial inflation rate be used for the year of 2004. Submission or's 2003 compensation be Increased $7690.00 Approved for Respectfully Submitted Mark Mc[)ònal, Chief Administrative Officer 4 J/~ ..,. . Unde of Human Resources 1/13 513 633 7785:# GAZDA CONSULTING GRP~ 16 18 2 10-18- [NV,PAR:GAZDA GROUPE CONSEIL I'\\f/r?rn·', ~ \'j ;ê.~ ,:ì') ~, "':4 ! ~:;=;:"",!S L..: '...1"':;;::¡ ,::::;.; !..:.7_' (if) Con:9uttants !o Municlpelltio8 In Strategic Planning Organization Compensation PerfomV;iOce Management COUNïY OF :::LGIN PI':RSONNEL OFFiCE c. GAZDA, HOULNÉ & ASSOCIATES I~ 1 115 Sherbrooka West Suite 2201 Mon1r9.1l, Quebec Canodo H3A 1 H3 dB3 River Glen Blvd. Ookvlllé. OntaMo Conoda L6H 6N6 (514) 288·0040 (514) 844-9770 Telephone Fax (905) 257·9961 (905) 257.7334 T e\ephone Fax Harley Underhi Director. Human Resources County of Elgin Fax (519) 633-7785 TO Robert Houlné FROM: 13 NUMBER OF PAGES; (INCL THIS PAGE): Council Compensation Review Project, County .of Dutferln Following your participation in the Council Compensation Survey we completed on behalf of the County of Dufferin, I am pleased to enclose for your information a copy of the summary results for the County of Elgin. Two tables and three Appendices are provided. SUBJECT: Remuneration information is presented in two tables. n Tables 1 and 2 Elgin's current compensation for the Warden and Councillors is compared in terms of the comparator group For each position, the 25th percentile, median, 75th percentile and mean are also indicated. included in the comparator 'group. For those readers interested in this information is contained in Appendix B Data Compilation Appendix A lists the Counties the detailed documentation Summary. the report. The information provided to you and Council in interpreting the Appendix C supplies definitions for key terms utilized In covering median, mean and percentile may be of assistance Survey results. so we can obtain call please give us a resu Its the summary the original of If you wish to receive your address I thank you again for your cooperation and support in completing this Project for the County of Dufferin. Should you have any questions or desire additional information about the survey results, please do not hesitate to contact me. 42 519 633 7785:# 2/13 GAZDA CONSULTING GRP~ 17 18 2 10-18- ['Y.PAR:GAZDA GROUPE CONSEIL GAZDA, HOULNË & ASSOCIATES INC. Table 1 Warden Pay Ranking (2002) Group Bass Remuneration Dufferln Comparator ea.... Remuneration (S) Council Size County 17,317 18 Huron 24,960 7 Northumberland I 25.400 8 Bruce 26,000 14 Dufferin ( 30,000 18 Grey 32.500 9 Elgin 37.506 16 Wellington 47,740 Note I2J 10 32 Oxford Simcoe 25,290 25th Percentile 28,000 Median 33,752 71st percentile 30,178 75th Percentile Elgin Percentile: Mean 43 companson purposes. ( neludes per diem allowance for attending Council/Committee meetings. '" Warden considered to be full time position. base remuneration not taken Into account for Nol<>3: 518 633 7785:# 3/13 GAZDA CONSULTING GRP~ 17 18 10-18- 2 Ð~V.PAR:GAZDA GROUPE CONSEIL GAZDA, HOULNÉ & ASSOCIATES INC. Table 2 Councillor Pay Ranking Base Remuneration (2002) Group Dufferln Comþarator Base Remuneration ($) Council Size County 4,600 (2) 3.2 Simcoe 6.000 7 Northumberland 7,700 9 Elgin 10.000 5 DuHenn ( 0,617 16 Huron ( 11,000 16 Grey 13,664, 10 Oxford ( 15,692 17,400 16 6 Wellington Bruce 7.700 25th Percentile 10,617 Median 13,664 25th percentile 10,606 75th Percentile ElgIn Percentile: Mean 44 Rcprcsenis the total annual per diem allowance for a"ending Council/Commlnee meetings. Councillors paid a per diem rate of $200 eHective January 1,2003 for attending Council/Commit1ee meetings (i.e., two meetings per month). ( C21 Notes: APPENDIX "A" 2001 2002 2003 $14,156.32 $14,581.01 $15,018.44 $30,977.25 $31,906.57 $32,863.77 Member of Council (1) Mayor (2) (includes $5,000 travel expense) Acting Mayor (4b) - per day $ 37.97 , Council Member/Mayor on Police Services Board $ 1,820.12 Member as 'Citizen at Large' Appointed by Council Members appointed by the Province On Police Services Board (5b) $ 1,820.12 Chairman of Police Services Board (5c) $ 1,334.76 Board Member on any "Committee" Established by the Board (5d) per meeting attended $ 48.52 Persons serving as Member of Local Boards (6a) Per meeting attended $ 48.52 $ 39.11 $ 40.28 $ 1,874.72 $ 1,930.96 $ 1,874.72 $ 1,930.96 $ 1,374.80 $ 1,416.04 $ 49.98 $ 51.48 $ 49.98 $ 51.48 rDYÝ\ C\1~\ o.f LJ) -.::t s-\- . Jh.. 0 (Yl 0 S . [\V, PAR: GAZDA GROUPE CONSEIL 10-18'- 2 18: 17 GAZDA CONSULTING GRP~ 519 633 7785:# 4/13 - GAZDA. HOUlNÉ & ASSOCIATES INC, APPENDIX A Ust of Counties Included in the Comparator Group I') County Population (000) Budget ($OOO) (2) \ 1· County 01 Elgin 66 32,500 \ 2. County of Bruce 60 48,000 3. County of Northumberiand 71 50,000 4. County of Dufferin 52 52,000 (0, 5. County of Huron 60 66,700 6, County of Grey 82 76,286 7. County of Oxford 99 129,425 8. County of Wellington 82 138,000 9, County of Simcoe 230 266.939 46 NoIe,,: '" liated according to size of County Budget from lowest to highest '" Budget size is for the year 2002 and includes capital and operating expenditures " The County of Dufferln has an eve rage operating budget 01 $34 million. The 2002 increase is at1ribulabla 10 the financial costs of the Dufferin Oaks redevelopment project. 519 633 7785:# 5/13 GAZDA, HOULNÉ & ASSOCIATES INC. GAZDA CONSULTING GRP~ 17 18 2 10-18- E\V.PAR:GAZDA GROUPE CONSEIL APPENDIX B Data Compilation Summary (WARDEN + NUMBER OF COUNCILLORS) Population per Councillors Warden + No, of Councillors COUNCIL SIZE Status Warden + Councillors considered part-time positions Warden + Councillors considered part-time positions Warden + Councillors considered part-time positions Warden + Councillors considered part-time positions Warden + Councillors considered part-time positions Warden + Councillors considered part-time positions Warden + Councillors considered part-time positions Warden + Councillors considered part-time positions Warden considered full-time position, Councillors part-time positions 8,250 8,572 11,833 4,000 3,529 4,824 11,080 5,467 7,420 8 7 6 13 7 17 9 15 31 County Bruce Northumberland Dufferin Huron Grey Oxford Wellin9ton Simcoe Elgin WARDEN'S COMPENSATION Review Process for Pay Adjustments remuneration? Last Rsvlew (Year) base Warden's current Current (2002) the is What 1 CPI survey of slmiiar- Reviewed annually and adjusted based on Reviewed on an ad hoc basis, market sized municipalities 2001 2002 $32,500 $20.400 County Elgin Bruce basis, mark<j\ survey of similar- Reviewed on an ad hoc basis, market survey of similar- sized municipalities Reviewed on an ad hoc sized municipalities 200 992 $24.960 $26,000 Northumberland Dufferin Reviewed on an ad hoc basis, market survey of similar- sized municipalities 2002 N/A Huron Base remuneration adjusted every year according to CPI reviewed every three years by a citizen's committee 2002 $7,000 Grey Yearly adjustments based on non-union increases granted to County staff 2001 $47.740 Oxford Yearly adjustments based on Increase granted to County staff 2002 $37,506 Wellington Reviewed on an ad hoc basis, outside consultants and market survey, position considered as full-time Page B. 2002 $22.500 Simcoe 6/13 . . GAZDA, HOULNÉ & ASSOCIATES INC. 519 633 7785 GAZDA CONSULTING GRP~ 17 18 10-18- 2 G'Y.PAR:GAZDA GROUPE CONSEIL tlee Comm (i.e. County? the from remuneration receive any other Does the Warden Chair/Meetings) 2 Details Committee meetings $150/day, $80/half-day Yes/No No Yes No No Yes Elgin Bruce Northumberland Dufferln Huron Cou nty $102..00 per half-day for $77/half-day Base remuneration of $178.50 per day or Council/Committee meetings Committee meetings $117/day, meetings Committee and Co unci Remuneration $155 per diem for Yes No No Yes Grey Oxford Wellington Simcoe allowance? Warden have a corporate vehicle or receive a car the Does 3 3S¢/km. 34¢/km. 37¢/km. 35¢/km. 32.¢/km. Details Km. reimbursement. Km. reimbursement Yes/No reimbursement. reimbursement, Km. Km Km reimbursement, Km. reimbursement. 34¢/km. Km. reimbursement, 371t/km. Km. reimbursement, 371t/km. Car provided No No No No No No No No Yes Elgin Bruce Northumberland Dufferin Huron County Grey Oxford Wellington Simcoe receive pension benefits? Warden the Does 4 s Deta Yes/No P ago B2 48 No No No No No No No No No County Elgin Bruce Northumberland Dufferln Huron Grey Oxford Wellington Simcoe 51S 633 7785:# 7/13 GAZDA, HOULNÉ & ASSOCIATES INC GAZDA CONSULTING GRF~ 18 18 2 10-18- ENV.FAR:GAZDA GROUFE CONSEIL LTD Yes/No/Opt Dental YeslNo/Opt receive? AD & D Yes/No/Opt Warden Life Insurance Yes/No/Opt the doe& Extended Health YeslNo/Opt any if benefits, other What 5 No No No No No No No No No No Opt No No No No Opt Opt No No Opt No No No Yes Opt No Yes No Opt No No No No Opt No No No Opt No No No No Opt Opt No County Elgin Bruce Northumberland Dufferin Huron Grey Oxford Wellington Simcoe Benefits Details paid by the Warden cost s 100% of Deta non-union employees; N/A Same benefits as N/A N/A N/A County Elgin Bruce Northumberland Dulferin Huron the County $400,000 coverage, premium paid by AD & D, Optional benefits at Warden's expense Optional benefits at Warden's expense Grey Oxford AD & 0 coverage, premium paid by the County Wellington Simcoe COUNCILLORS' COMPENSATION Review Process for Pay Adiustments CouncIllors? for remuneration Last Review (Year) base Current (2002) the current Is What 1 County Reviewed annually and adjusted based on CPI sUrvey of similar- Reviewed on an ad hoc basis. market sized municipalities Reviewed on an ad hoc basis 2001 2002 $7,700 $12,000 Elgin Bruce Reviewed on an ad hoc basis. market survey of similar- sized municipalities 2001 990 $6,000 $tO,OOO Nurtllumberland Dufferln Reviewed on an ad hoc basis, market SUrveY of similar- sized municipalities Page 8.3 N/A Huron 519 633 7785:# 8/13 GAZDA. HOULNÉ & ASSOCIATES INC. GAZDA CONSULTING GRP~ 18 18 2 10-18- E\V.PAR:GAZDA GROUPE CONSEIL Review Process for Pay AdJustment$ Last Review (Year) Current (2002) Base remuneration adjusted every year according to CPt reviewed every three years by a citizen's committee Reviewed on an <ld hoc basis 2002 $2.000 County Grey Yearly adjustments based on increase granted \0 County staff 2001 2002 $13,864 $15,692 Oxford Wellington Council & Councillors paid a per diem of $155 for Committee attendance 2002 N/A Simcoe ttee Comm (i.e. County? the Irom remuneration any other receive Do Councillors Chair/Meetings) 2 Details YC$(No Committee meetings $150/eJay, $801half-eJay Committee Chair receives additional $1 ,500/year receives additional $500/year Committee Chair Effective January 2003. Committee Chair will receive additional $1,000/year No Yes No Yes No Yes No No Yes Elgin Bruce Northumberland Dufferin Huron County Grey Oxford Wellington Simcoe allowance? receive 8 car Do Councillors 3 Page B.4 Details 50 37¢(km. 37¢/km. reimbursement. 35~/km. reimbursement, 34~/km. reimbursement, 37~/km. reimbursement, 35~(km. Km. reimbursement. 32¢/km. reimbursement. 34¢/km. reimbursement, 37¢(km. reimbursement reimbursement Km. Km. Km. Km Km. Km. Km. Km. YeslNo No No No No No No No No No County Elgin Bruce Northumberland Dufferln Huron Grey Oxford Wellington Simcoe E'V.PAR:GAZDA GROUPE CONSEIL 10-18- 2 18: 18 GAZDA CONSULTING GRP~ 518 633 7785;# 8/13 -. GAZDA. HOULNÉ & ASSOCIATES INC. - ".,... 4. Do Councillors receive any pension benefits? County Yes/No Details Elgin No Bruce No Northumberland No Dufferin No Huron No Grey No Oxford No Wellington' No Simcoe No 5 _ Wha1 other benefits, if any, does the Warden receive? Ex1ended Life Health Insurance AD & D Dental L TO County Yes/No/Opt Yes/No/Opt Yes/No/Opt Yes/No/Op1 Yes/No/Opt Elgin No No No No No Bruce Opt Opt Opt Opt No Northumbérland No No No No No Dufferin No No No No No Huron No No No No No Grey No No Yes No No Oxford Opt Opt Opt Opt No Wellington Opt No No Opt No Simcoe No No Yes No No Benefits Details County Details Elgin N/A Bruce Same benefits as non-union employees at Councillors' expense Northumberland N/A Dufferin N/A Huron N/A Grey AD & D, $200.000 coverage at County expense Oxford Benefits optional at Councillor's expense Wellington Benefits optional at Councillor's expense Simcoe Benefits provided at County's expense 5 Page 6,5 #10/13 GAZDA. HOULNÉ & ASSOCIATES INC. 519 633 7785 GAZDA CONSULTING GRF~ 18 18 2 10-18- ['Y.FAR:GAZDA GROUFE CONSEIL discontinue th e unless they passed such Under the provisions of the Municipal Act, Counci wi automatically practice of receiving 113 of their remuneration as a tax·free allowance specifically pass a resolution prior to December 31 2002. Has your county a resolution? 6 Details Maintain status quo Maintain status quo Yes/No Maintain status quo Maintain status quo Maintain status quo Maintain status quo Maintain status quo Maintain status quo Maintain status quo Yes Yes Yes Yes Yes Yes Yes Yes Yes Elgin Bruce Northumberland Dufferin Huron Grey Oxford Wellington Simcoe County tools to assist them expense limits, who with any of the following provide details as to Information. NFORMATlON If you provide the Warden and/or Co unci with their service to the Community, please pays for the expense and Bny other pertinent GENERAL 1 2nd Home Telephone Line Page 6.6 Details 52 Fax machine requested for fax machine If YeslNo Yes No No No No No No Yes No County Elgin Bruce Northumberland Dufferin Huron Grey Oxford Wellington Simcoe 519 633 7785:#11/13 GAZDA. HOULNÉ & ASSOCIATES INC. GAZDA CONSULTING GRP~ 18 18 2 10-18- E\V.PAR:GAZDA GROUPE CONSEIL Telephone Cellular Details Yes/No Warden and Councillors requested I No No No No No Yes No Yes Yes County Elgm Bruce Northumberland Dufferin Huron Grey Oxford Wellington SimcOe Desktop/Laptop Computar Office DetaIls Warden and Councillors provided with laptop computer YesINo required to the Warden at the Administration i Warden and Councillors provided wIth a laptop computer Office desktop computer provided Centre No No Yes No No Yes No Yes Elgin Bruce Northumberland Dufferin Huron Grey Oxford Wellington County Warden and Councillors provided with a laptop computer Yes Simcoe ke I things for Do you provide the Warden and/or Council with a communication ·budget "householders" to constituents or other constituent communication? 2 Page 6.7 Details 53 Yes/No No No No No No No No No No County Elgin Bruce Northumberland Dufferin Huron Grey Ox10rd Wellington Simcoe [\V,PAR:GAZDA GRO~PE CONSEIL 10-18- 2 18: 18 GAZDA CONSULTING GRP~ 518 633 7785:#12/13 GAZDA, HOULNÉ & ASSOCIATES INC. -- - .- J. Do you provide the Warden and/or Council with any general expense allowance for incidentals incurred in the performance of their duties? County- Yes/No Details Elgin No Bruce No NOT1humberland Yes $6,000 overall for Warden, $2.500 for Councillors Dufferin No Huron No Grey No Oxford No Wellington No Simcoe No CONTACT INFORMATION County Contact Name Contact Phone Number Elgin Paul Vanderburg (519) 631-1460 Bruce Douglas J. Harris (519) 881-2952 Northumberland Joan Doucet (905) 354-7050 Dufferin Sonia Pritchard (519) 941·2816 Huron David Carrey (519) 524-8394 Grey Sandra Shipley (519) 376-2205 Ox1ord Janice Kubiak (519) 539·9800 Wellington Bob Granger (519) 837-2600 Simcoe Leigh Anne Marley (705) 726-9300 54 Page B.8 #13/13 GAZDA, HOULNË & ASSOCIATES INC. 518 633 7785 GAZDA CONSULTING GRP~ 18 18 2 10-18- ['Y.PAR:GAZDA GROUPE CONSEIL APPENDIX C DefInition of Terms One of the two Cûlnmonly used measures of central tendency, this figure is delined as the exact middle 01 a distribution of data points. In a distribution of 11 salaries for example, the median is the 6th highest case (i.e., exactly 5 cases on either side). n a distribution of 10 salaries, it is tile midpoint between the 5th and 6th highest case. Median As the second commonly used measure 01 central tendency, the mean is calculated by an entirely different method than the median. Applied to compensation, it is tile average obtained by dividing tile total salaries by the total number of cases. For salary comparison purposes, the median is the statistic of choice as it IS not affected by particularly high or low data points (see examples below). Mean Mean Median ($OOO~ 60.0 to High Low ~alarles, 50.0 55.0 55.0 57.2 55.0 52.5 Example A 61.0 AS in the case of the median, this statistic is calculated on the basis of the distribution of the data points, using a formula which defines the lowest cese as 1% and the highest case as 100%. The rank order of cases in between 1 % and 100% are then divided into equal intervals. An example lor a distribution 0110 salaries is shown hereafter: 55.0 90.0 57.5 55.0 52.5 50.0 Example B Percentilo 70.0 65.0 60.0 to High ($000) 56.0 57.5 Î Low 54.0 Salaries, 52.5 50.0 45.0 I 40.0 100 89 78 fiT 56 50 45 34 23 2 and that the 5th 0%) o or e 51 percentile (not erceot Note: in the above example !hatthe tirst case IS at the case is at the 45th percentile (not 5... 10 or 50%). In situations where two or more cases are identical within the distribution of data points, it becomes necessary to interpolate. In this instance, individual .percentiles are added together then divided by the total number 01 equal cases. Using the same example shown above (but with two identical cas~s) the interpolation can be illustrated as follows: ($000 57.5 to High 56.0 Low 54.0 Î alaries, 52.5 65.0 70.0 60.0 50.0 45.0 40.0 00 89 76 67 56 50 45 34 12 23 I L_1~ too Page C. be Ie· Nole: In the above illustration, the second case is at the 161h percentile (not the 12th which would low), and the third case ;s alsá at the 18th percentile (not the 23rd which would be too high). 55 ercent Page I of2 COUNTIES IN ONTARIO ELECTED OFFICIALS COMPENSATION SURVEY - 2001 DATA Warden/Mayor May, 2002 County Population Salary Honorarium Honorarium Travel 1/2 day Meeting Full day (cents per meeting km) Brant 29,150 $ 46,92000 n/a n/a $ 0.37 Bruce 61,568 $ 20,400.00 $ 80.00 $ 150.00 $ 0.34 Chatham-Kent 109,945 $ 62,000.00 n/a n/a $ 0.34 Dufferin 45,647 $ 26,000..00 n/a n/a $ 0..35 Elgin 44,633 $ 32,724.17 n/a n/a $ 0.35 Essex 352,257 $ 39,398..00 Committee Chair - $90.00 n/a $ 0.41 Member - $75.00 Frontenac 131,654 $ 4,200.00 $ 50.00 $ 50.00 $ 0.35 Grey 82,570 $ 7,000.00 $ 77.00 $ 117.00 $ 0.3375 "- Haldimand 41,112 $ 50,000..00 n/a $ 60.00 $ 0.39 Haliburton 13,942 $ 15,000.00 $ 50.00 $ 100.00 $ 035 Hastings 117,063 $ 20,000.00 $125.00 per dayl no limit on # of meetings or $ 0.41 length of meeting Huron 58,748 $ 7,500.00 $ 100..00 $ 175.00 $ 0.32 Lambton 123,390 $ 46,645..00 n/a n/a $ 0..31 Lanark 58,095 $ 22,000.00 $ 100.00 $ 100..00 $ 0..35 Leeds and Grenville 92,526 $ 13,005.00 $ 104.00 $ 104..00 $ 0.30 Lennox and Adddington 35,629 $ 20,421.80 $ 90.29 $ 90..29 $ 0.32 -.0 I..f) http://www.omhra.on.ca/members/elected-officiaIs-survey-2001_files/sheetOOI.htm 11/13/02 Page 2 of2 Middlesex 62,183 $ 35,700.00 nfa nfa $ 0.335 Norfok 55,811 $ 50,000..00 nfa nfa $ 0.39 69,505 $ 25,000.00 nfa nfa $ 0.37 Oxford 97,142 $ 47,74040 nfa nfa $ 0.37 Perth 70,062 $ 7,376.00 $ 84.00 $ 126.00 $ 0.33 Peterborough 117,987 $ 35,000..00 nfa nfa $ 0.35 73631 $ 25.000.00 $ 100.00 $ 150.00 $ 0.35 Prince Edward 25,046 $ 25,000.00 nfa nfa $ 0.38 92 547 $ 15,000.00 $ 74.00 $ 137.00 $ 041 108 602 $ 15,000.00 nfa nfa $ 0.35 Wellington 155,630 $ 37,506,00 nfa nfa $ 0..37 Kawartha Lakes 64,051 Contacted - . Simcoe 329,666 Contacted - r-- ...1£) Survey data collected by County of Renfrew Human Resources Department. Please contact Bruce Beakley at 613-735-7288 in case of any error, om mission, or questions. Thank you for your co-operation. ;~ , http://www.ornhra.on.ca/members/elected-officials-survey-200]_tiles/sheet001.htm 11/13/02 Page I of2 COUNTIES IN ONTARIO ELECTED OFFICIALS COMPENSATION SURVEY - 2001 DATA Councillors May, 2002 County Population Salary Honorarium Honorarium Travel 1f2 day Meeting Full day (cents per meeting km) Brant 29,150 $ 15,912.00 nfa nfa $ 0.37 Bruce 61,568 $ 12,000.00 $ 80.00 $ 150.00 $ 0.34 . Chatham-Kent 109,945 $ 20,000.00 nfa nfa $ 0.34 Dufferin 45,647 $ 10,000.00 nfa nfa $ 0..35 Elgin 44,633 $ 7,635.64 nfa nfa $ 0.35 Essex 352,257 $ 4,202..00 Committee Chair - $90.00 nfa $ 0.41 Member - $75.00 Frontenac 131,654 $ 4,20000 $ 50.00 $ 50..00 $ 0.35 Grey 82,570 $ 2,000.00 $ 77.00 $ 117.00 $ 0..3375 Haldimand 41,112 $ 25,000.00 nfa $ 60.00 $ 0.39 . Haliburton 13,942 $ 4,800..00 $ 50.00 $ 100.00 $ 0.35 Hastings 117,063 nfa $125.00 perdayf no limit on # of meetings $ 0.41 or length of meeting Huron 58,748 $ 1,000.00 $ 100.00 $ 175.00 $ 0..32 Lambton 123,390 nfa nfa $ 114.48 $ 0.31 Lanark 58,095 $ 8,500..00 $ 100.00 $ 100.00 $ 0.35 Leeds and Grenville 92,526 nfa $ 104.00 $ 104.00 $ 0..30 Lennox and Adddington 35,629 $ 5,374..16 $ 90..29 $ 90.29 $ 0.32 co ú) http://www.omhra.on.calmembers/elected-officials-survey-2001_files/sheet002.htm 11113/02 Page 2 of2 Middlesex 62,183 nfa $ 115.00 $ 230.00 $ 0.335 Norfolk 55,811 $ 25,000.00 nfa nfa $ 0.39 69,505 $ 6,000.00 nfa nfa $ 0.37 Oxford 97,142 $ 13,863.98 nfa nfa $ 0..37 Perth 70,062 $ 3,161.00 $ 84.00 $ 126.00 $ 0.33 Peterborough 117;987 nfa Must attend 3f4 of $ 100.00 $ 0.35 meetinQ or paid half 73631 $ 9,000.00 $ 100.00 $ 150.00 $ 0.35 Prince Edward 25,046 $ 13,000.00 nfa nfa $ 0..38 92 547 nfa $ 74.00 $ 137.00 $ 0.41 Stormont, Dundas & Glengarry 108,602 nfa $170.00 f Council meeting $ 0.35 $120.00 f Committee meeting Wellington 155,630 $ 15,692.00 nfa nfa $ 0..37 Kawartha Lakes 64,051 Contacted - Simcoe 329,666 Contacted - . 0' Lf) Survey data collected by County of Renfrew Human Resources Department. Please contact Bruce Beakley at 613"735-7288 in case of any error, ommission, or questions.. Thank you for your co-operation. http://www.omhra.on.ca/members/elected-officials-survey-2001_files/sheet002.htm 11/13/02 REPORT TO COUNTY COUNCIL Helen L. Notte, Director of Homes and Seniors Services FROM: November 14, 2002 Ministry Compliance Review at Elgin Manor DATE: SUBJECT: INTRODUCTION The Ministry of Health and Long-Term Care has conducted a follow-up inspection at Elgin Manor. The report is attached for Council's review and information. DISCUSSION Each year, the Ministry of Health and Long-Term Care conducts an inspection of all long-term care facilities. Follow-up inspections are also done if the annual inspection revealed either unmet standards of care or areas of concern to the inspector. Elgin Manor has had a follow-up Inspection on August 28, 2002. The report has been posted for public viewing at the entrance to the Manor in accordance with the legislative requirements. Council's review The report is attached for standards. The Manor has no unmet and information. CONCLUSION The Ministry of Health and Long-Term Care has conducted a follow-up inspection at Elgin Manor. The report is attached for Council's review and information. The report has been posted for public viewing at the entrance to the Manor in accordance with the legislative requirements. All supervisors and staff at Elgin Manor are to be commended for their ongoing efforts to ensure that care, programs and services to the residents in our care complies with the Ministry's Program Standards. dated November Elgin Manor' RECOMMENDATIONS THAT the report, 'Ministry Compliance Review at 14, 2002, be received and filed. 1 THAT County Council acknowledge it's appreciation to all supervisors and staff at Elgin Manor for their continued efforts to ensure that residents in their care 60 receive care, program and services in accordance with the Ministry of Health and Long-Term Care's Program Standards. Respectfully Submitted Approved for Submission i1w~;( ~~ - Helen L. Notte a Director. Homes and Seniors Services Chief Administrative Officer 61 2 tl REPORT TO COUNTY COUNCIL Helen L. Notte, Director of Homes and Seniors Services FROM Terrace Lodge December 2. 2002 Ministry Compliance Reviews at DATE: SUBJECT: INTRODUCTION The Ministry of Health and Long-Term Care has conducted follow-up inspections at Terrace Lodge. The reports are attached for Council's review and information DISCUSSION Each year, the Ministry of Health and Long-Term Care conducts an inspection of all long-term care facilities. Follow-up inspections are also done if the annual inspection revealed either unmet standards of care or areas of concern to the inspector. Terrace Lodge have had follow-up inspections on September 19, November 13, 15, and 26, 2002. All reports have been posted for pUblic viewing at the entrance to the Lodge in accordance with the legislative requirements. Terrace had one (1) unmet standard related to textured modified diets In the September 19 report; this issue has been resolved. The Ministry completed an intense review of the dietary department on November 13 and 15. The review, conducted by a Ministry Registered Dietitian resulted in a report with five (5) unmet standards and large numbers of observations/recommendations for action. We are working closely with our Registered Dietitian to ensure that all of the issues are fully addressed. A compliance plç¡n was submitted to the Ministry on November 29. We await the Ministry's response to that plan. On November 26, the Ministry did a follow-up to the annual inspection as well as a follow-up to a complaint investigation that originated in August 2002. At this time, there are no unmet standards and the complaint investigation was closed. The Ministry has left us with seven (7) observations, acknowledging satisfaction with the enhancements made to the nurse-call system and the increased staff numbers. The other observations are being addressed. The collective efforts of all staff at Terrace Lodge and the enhanced staff numbers are beginning to result in more positive outcomes in relation to resident care, programming and services. 1 Council's review and information 62 The respective reports are attached for CONCLUSION The Ministry of Health and Long-Term Care has conducted follow-up inspections at Terrace Lodge ON September 19, November 13,15 and 26. The reports are attached for Council's review and information. The reports have been posted for public viewing at the entrance to these two (2) homes in accordance with the legislative requirements. All supervisors and staff at Terrace Lodge are to be encouraged for their ongoing efforts to ensure that care, programs and services to the residents in our care complies with the Ministry's Program Standards. RECOMMENDATIONS THAT the report, 'Ministry Compliance Reviews at Terrace Lodge'. dated December 2, 2002, be received and filed. THAT County Council acknowledge it's appreciation to all supervisors and staff at Terrace Lodge for their continued efforts to ensure that residents in their care receive care, program and services in accordance with the Ministry of Health and Long-Term Care's Program Standards. Submission Approved for 2 Mark McDonalõ' Chief Administrative Officer 63 Ä ~ ~ - - Helen L. Notte Director of Homes and Seniors Services Respectfully Submitted REPORT TO COUNTY COUNCIL FROM Helen L. Notte, Director, Homes and Seniors Services DATE: 09 December 2002 SUBJECT: Task Force Update INTRODUCTION Since November 7, six (6) Task Forces have been meeting. A progress report and accompanying minutes are provided for Council's information. DISCUSSION: On October 15, 2002, Council approved a work plan for Task Forces at the Homes. All staff and their representatives were given the opportunity to declare their interest in participating as a member of these teams. The Task Teams are Temporary Pool, Scheduling, Purchasing, Communication, Staff Recognition and Policies and Procedures. Since November 7, six (6) Task Forces have been meeting. Minutes of the meetings are publicly posted in all Homes once the Task Force members have reviewed and approved the minutes. The minutes that have been posted to date are provided for Council's information. The feedback from the Task Team participants is positive. Fred Galloway and/or Laurie Lashbrook attend these meetings at the request of the committee members. Ms. Lashbrook facilitates all meetings of the Communications Task Force. With the exception of the Policy and Procedure Task Group; reports are expected by mid-January. The Policy Group will continue their work over the 2003 calendar year; interim reports will be provided on a quarterly basis. Mrs. Terri Benwell, currently the Director of Nursing at Terrace Lodge, will assume a one (1) year secondment effective January 2,2003, to lead the Policy and Procedure work. A transition plan for the Nursing Department at the Lodge is currently under discussion with all staff and stakeholders. All Registered Nurses at the Lodge have been presented with the opportunity to declare their interest in assuming a leadership position. We anticipate making a decision before mid-December. 64 CONCLUSION Council directed that the Homes undergo an extensive organizational review. A number of Task Forces were commissioned. Staff and their representatives from all levels of the three (3) Homes have been participating; staff feedback about the process and the level of staff participation is very positive. Minutes are being posted as they are available. The posted minutes are provided for Council's information. A complete report from all Task Forces, except Policy and Procedure, will be provided to Council in late January or early February. RECOMMENDATION THAT the report, 'Task Force Update'. dated December 9.2002, be approved as presented, received and filed. Approved for Submission Respectfully Submitted ~ ~Cu Mark Chief Administrative Officer 65 JJ Helen L. Notte Director. Homes and Seniors Services REPORT TO COUNTY COUNCIL Homes and Seniors Services Helen L. Notte, Director, NAME: 09 December 2002 Telephone Lease at Bobier Villa DATE: SUBJECT: NTRODUCTION The 5-year lease of the telephone system at Bobier Villa expires January 1, 2003. The question is whether to continue our lease option or buyout the lease Direction from Council is being sought. 2003 with 1 DISCUSSIQN: The leased telephone system at Bobier Villa expires January CitiCapital Technology Finance Ltd. ($3541.44 month Two (2) options are available if leasing is the preferred alternative: 1. monthly lease renewal at $295.12 plus taxes per month plus taxes per 12 months), or, 12-month fixed term lease at $194.78 plus taxes per ($2337.35 plus taxes per 12 months). 2 Our buy-out option costs $2145.00 plus taxes, which includes the purchase price of the Meridian telephone hardware. The service In July. the service 269 since November 1996 During the lease period, service has been provided by Bel agreement costs $501.60 per year; it expires in July 2003. agreement could be renegotiated with Bell. Leasing costs have totalled $11 Staff recommend that the lease with CitiCapital Technology Finance Ltd. on this six (6) year old phone system be bought out. 1 CONCLUSION The 5-year lease of the telephone system at Bobier Villa expires January 2003. Three (3) options are presented for Council's consideration Staff are recommending that the lease held by CitiCapital Technology Finance Ltd. be bought out January 1, 2003, and the service agreement with Bell Canada continue until July 2003. Service arrangements beyond that date will be renegotiated. 1 66 RECOMMENDATION THAT CitiCapital Technology Finance Ltd. be given notice that the telephone lease agreement at Bobier Villa will be terminated effective December 31, 2002 at a purchase price of $2145.00 plus taxes, the costs to be borne by the Homes' 2003 operating budget. be continued through Bel re-considered. THAT the Bobier Villa telephone service agreement Canada until July 2003 and then service options Approved for Submission Respectfully Submitted J .---- J~--rLó-C/CU ¡ 2 67 Helen L. Notte Director, Homes and Seniors Services REPORT TO COUNTY COUNCIL Homes and Seniors Services Helen L. Notte, Director, FROM: 09 December 2002 RFP - Furniture and Equipment for And RFP - Electric Beds and Mattresses for Terrace Lodge New Elgin Manor DATE: SUBJECT: INTRODUCTION Four (4) companies were selected to price bid for some of the new Elgin Manor's furniture and equipment and for sixty (60) electric beds and mattresses at Terrace Lodge. The bid packages were opened on December 6 in the presence of the Warden's designate, Councillor Mcintyre, Building Consultant Mrs. Marilyn Fleck and Elgin Manor's Supervisor of Support Services, Mrs. Sue Sherriff. The results are presented for Council's approval. DISCUSSION: Four (4) companies were selected to price bid for the first offerings of the new Elgin Manor's furniture and equipment. At the same time, the same companies were approached to submit price bids for sixty (60) electric beds and mattresses at Terrace Lodge. Staff considered this an opportunity to drive the price bidding competition in efforts to obtain the best possible pricing for the County. The bid packages were opened on December 6 at the Manor in the presence of the Warden's designate, Councillor Mcintyre, Building Consultant Mrs. Marilyn Fleck and the Manor's Supervisor of Support Services, Mrs. Sue Sherriff. The pricing results and associated summary notes are attached. Stryker Bertec passed along additional discounts to provide one hundred and fifty (150) electric beds and mattresses for Elgin Manor and Terrace Lodge. No other company provided such price breaks. The Stryker Bertec 'Rose' model was the HOme's specified model. Although a per unit higher price point, the Stryker Bertec bed and mattress is better quality and considered to be more desireable for our resident's comfort. 1 n some cases, companies provided bids for suitable alternate products. Bids were received for an alternate bed monitoring system. Further investigation is required to determine the compatibility with the nurse call system in the new Elgin Manor. We will not be purchasing the bed monitoring system at this time. 68 Staff recommend that overbed tables, chairs and tables be purchased from the lowest bidder, Futuremed, at a cost of $189,276; settees, end tables and coffee tables from the lowest bidder, Healthcare Furnishings, at a cost of $17,257.17; ninety (90) 'rose' electric beds and mattresses for the new Elgin Manor from Stryker Bertec at a cost of $244,471.08; sixty (60) 'rose' electric beds and mattresses for Terrace Lodge from Stryker Bertec at a cost of $158,367.60. AI prices exclude applicable taxes. With the exception of the electric beds and mattresses for Terrace Lodge, al costs will be allocated from the new Elgin Manor Furniture and Equipment Account. The full costs ($451,004.25) are within the budget that Council earlier approved for the new building project. The Terrace Lodge items will be allocated from the $500,000 surplus that Council earlier awarded back to the Homes. Over the coming months, the existing beds will be sold; the purchase price will generate some revenue as a budget offset for the Homes in 2003. Over the years, the Terrace Lodge Auxiliary purchased some of the manual crank beds. Some of the re-sale revenue will, accordingly, be allocated back to the Auxiliary. CONCLUSION: Four (4) companies were selected to price bid for some of the new Elgin Manor's furniture and equipment and for sixty (60) electric beds and mattresses at Terrace Lodge. The bid packages were opened on December 6 in the presence of the Warden's designate, Councillor Mcintyre, Building Consultant Mrs. Marilyn Fleck, and the Manor's Supervisor of Support Services, Mrs. Sue Sherriff. Purchase recommendations are presented for Council's approval. RECOMMENDATIONS THAT the overbed tables, chairs and tables for the new Elgin Manor be purchased from the lowest bidder, Futuremed, at a cost of $189,276, and applicable taxes, to be allocated from the Furniture and Equipment budget for the new Elgin Manor. THAT the settees, end tables and coffee tables for the new Elgin Manor be purchased from the lowest bidder, Healthcare Furnishings, at a cost of $17,257.17 and applicable taxes to be allocated from the Furniture and Equipment budget for the new Elgin Manor. THAT ninety (90) 'rose' electric beds and mattresses for the new Elgin Manor be purchased from Stryker Bertec at a cost of $244,471.08 and applicable taxes, to be allocated from the Furniture and Equipment budget for the new Elgin Manor. 2 69 to THAT sixty (60) 'rose' electric beds and mattresses for Terrace Lodge be purchased from Stryker Bertec at a cost of $158,367.60 and applicable taxes be allocated from the 2002/2001 capital reserve for the Homes. THAT the Auxiliary of Terrace Lodge receive a pro rata amount from the sale of the manual crank beds in recognition of their ongoing support to the residents of the Lodge. Approved for Submission Respectfully Submitted 3 70 ~ cÆ;;;:; Notte Homes and Seniors Services Furniture and Equipment Request for Proposals - Summary Firm #1 Firm #2 Firm #3 Firm #4 Description Futuremed Healthcare MC Healthcare Stryker Bertec Furnishinl!;s Overbed tables $ 5,070.00 No Bid $ 6,450.00 $ 10,860.00 Chairs, tables $ 184,206.00 $ 235,010.23 No Bid No Bid Settees $ 11,705.00 $ 9,082.23 No Bid No Bid Tables, (end, No Bid $ 8,174.94 No Bid No Bid sofa, coffee) Bed Monitoring $ 6,228.00 No Bid No Bid No Bid Svstem Total $ 207,209.00 $ 252,267.40 $ 6,450.00 $ 10,860.00 Notl}£ 1. All chairs and tables were grouped for summary purposes, except the Settees and decorative tables (coffee, end, sofa) shown separately. The bids submitted trom Firm #1 were suitable alternates to the specified product. 2. The bed monitoring system is alternate trom the specified, and further investigation is required to determine the compatibility with the nurse call system. , 7 RFPReportDec02 Furniture and Equipment Request for Proposals - Summary Firm #4 Stryker Bertec Firm #3 MC Healthcare Firm #2 Healthcare Furnishine:s Firm #1 Futuremed Description $244,471.08 135,471.00 $ No Bid $178,510.00 (incomplete} Electric Beds and Mattresses For 90 beds (cost per bed) ($ 2,716.35) $ 158,367.60 ($ 2,639.46) $ 76,880.67 (incomplete) ,983.44) $ 71,400.00 ($ I 1,935.00) ($ Electric Beds and Mattresses For 60 Beds (TL) (cost per bed} Stryker Bertec pricing includes an additional discount for provision of beds mattresses for the supply to both facilities. The Firms #1 and 3 quoted on an alternate to the specified model. The Mattresses included in the above chart provides for an acceptable alternate to the mattresses specified for Firm 1 and 4. The incomplete proposal from Firm #3 did not provide for sufficient mattresses for the number of units specified; however, the mattresses that were specified were included in that quote from Firm #3. and 72 RFPReportDec02 Notes: 1 2. 3 4. REPORT TO COUNTY COUNCIL Dianne Palmer, Library Coordinator Cathy Bishop, Manager of Library Services FROM ~~ ~~;.1-~ 10 December 2002 DATE: SUBJECT: Update on vehicle purchase NTRODUCTlON When I contacted Disbrowe Motors, following Council's approval to lease a vehicle, the sales representative whom I had been dealing with said that she would scope the area to locate a vehicle for us. When she called me back, she reported that unfortunately, she had been unable to locate the basic model vehicle that we were interested in on any lot in Ontario and that ordering looked like the only route to go if we wanted that particular vehicle. She also proceeded to inform me that, at the present time, orders were taking approximately 2 % months to fill. DISCUSSION Unfortunately, this week more problems have surfaced with our present van. Because we are very concerned about any additional expenses which might occur through a delay in getting a new vehicle, I contacted Disbrowe again to see if we could possibly obtain a new vehicle sooner. The sales representative at Disbrowe, said that she might have better success locating a slighter larger van, a % ton, as it was the more popular model but that it would be a little more expensive. She was able to locate one vehicle: a Savana Cargo Van, % ton, V8 engine. She agreed to waive the security deposit; the first payment would therefore be $755.00. The regular monthly payment would be $550.00. Under advisement from the management team, I contacted the dealership with the next lowest quote to see if they had a vehicle available but they also would have to place an order and the time frame for receiving it would be the same. CONCLUSION Naturally, staff are very reluctant to spend any more money on the present vehicle. Therefore, if Council approves, staff would like to contact Disbrowe Motors to proceed with acquiring the % ton Savana Cargo Van, V-8, as it is a more substantial vehicle and the price quoted is still lower that the next lowest quote submitted. We have also been assured that we could acquire this vehicle as early as next week. RECOMMENDATION That Council approve the County entering into a lease agreement with Disbrowe Motors for the 2003, % ton Savana Cargo Van, V-8, for a monthly payment of $550.00. 73 2 Mark McDonald Chief Administrative Officer Respectfully Submittéd /J~' Dianne Palmer Library Coor.dinator 74 Respectfully Submitted REPORT TO COUNTY COUNCIL Cathy Bishop, Manager of Library Services Mark McDonald, CAO. FROM: December 9, 2002 Elginconnects/Connect Ontario DATE: SUBJECT: INTRODUCTION: At the County Council meeting of July 9, 2002, Ms. Donna Lunn, Co-ordinator for the Elginconnects project gave a brief overview of the development of the Elginconnects application. The partnership is eligible for $1.5 million from the Ministry of Enterprise Opportunity and Innovation (MEOI) and the Ministry of Natural Resources (MNR). Council approved funding for the project in the amount of $100,000 for each of the years 2003 and 2004 as part of "matching funds" in Elginconnects "Connect Ontario" grant application motion around that time Thomas adopted a similar It should be noted that the City of St. for funding totalling $130,000. DISCUSSION: There is a general feeling that the grant funding may be secured by January 2003. The need for a governance structure for the partners who have committed cash funding to the project has become much more pertinent. In an effort to be proactive, the County and City staff have met twice to discuss the issue of governance. A meeting on November 5, 2002 included Ms. LeFrank of the Elgin CFDC, the lead partner. Attached is a copy of a memo by City staff dated November 6, 2002 detailing the discussions of that meeting. The City and County staff met again on December 3rd and proposed a governance structure with guidelines that both the County and City are in agreement with. They are attached for Council's information. CONCLUSION: County and City staff are in agreement that it is necessary to implement an acceptable governance structure to ensure the project and the funds are responsibly controlled from the outset. As approval of the Connect Ontario grant may be imminent, staff is presenting this matter for Council's consideration at this time. City staff is bringing a similar report and recommendation to their Council. 75 Page 2 Elginconnects/Connect Ontario RECOMMENDATION: THAT County Council support, in principle, the governance structure proposed by staff and, THAT staff be directed to meet with Ms. LeFrank of the Elgin CFDC and the current Program Manager to further explore this governance structure for Elginconnects Respectfully Submitted ca~~ÂfJ Mark McDona Manager of Library Services Chief Administrative Officer 76 Elginconnects ORGANIZATIONAL STRUCTURE I'-- I'-- Elginconnects Organizational Structure And Governance Board of Directors An individual or an entity that has made initial cash contribution/commitment of a minimum amount of $20,000 and who is prepared to share financially and proportionately in any losses of the project. A supplier to the project for financial remuneration would not qualify to be on the Board of Directors, regardless of whether they are a cash contributor (ie. Vendor Partner) · the Final responsibility for the implementation of the business plan application, finances of the entity, acting through the Program Manager · Program Manager Hired by Board of Directors · Reports directly to the Board of Directors Tracks the achievement of milestones associated with each application as well as progress on the overall project · · Community Stakeholders Advisory Committee the Board of Directors Advises · Non voting members An individual or entity that has made an initial cash contribution/commitment of a minimum amount below the threshold of $20,000 and is unwilling to share financially and proportionately in any losses of the project. · · Example: "Smart Service Teams" and other contributors who meet the definition of a "Community Stakeholder" 78 EDS (Electronic Data Systems Corporation) to the Program Manager Reports · VL H~~ R.LJM.LN.l::JIKHIUr;. 11~CON'OMno."OP"II.ØCOYor ST. THOMAS vl.lY olb-bjl-~~llJ 'lton Cutway, CA- Director or Finan.. & City Tr.asur.. :P. O. Box 510 - 545 Talbot Str..t St. Thoma.. ON NSP 3V7 Tel (519) 63H680 x 101 Fax (519) 633-9019 c-mail: rcutwoy@cil;y.st-tho......on.ca 14:54 1l/15/2ee2 -".'-'-~--{-'.."'"'-4 \::..:......... ·,,;'····1·· .. ¡ .. ... . I ," , i:;'"".\' ; ·1 U U nov ø 1 á:2, ,I ; I _.__.._......"......... i ....".....1 &t'N r~~I~·~i·~~i~~ I , ; , i MEMORANDUM N. Roy Main, City Administrator TO: Director of Finance & City Treasurer Ron Cutway, FROM: November 6, 2002 Meeting Re Elgin Connects - November 5, 2002 DATE: RE: Further to the aforementioned meeting at the Elgin County offices, attended b)' Helen LeFunk, Mark McDonald, Cathy Bishop and us, the following are my thoughts on a governance structure for ElginConnects for consideration. ElginConnects has the potential to become a $3million+ project with a $2million+ contract with a 3n1 party (subsequently ref ex Ted to as the 'Vendor partner'), and with accountability to the Federal and Provincial levels of Government for their funding participation, and to others including the City and the County who are also providing funding. The latter group may be pereeived (and possibly correctly so) as accepting responsibility for losses from the implementation of the project, as well as from subsequent ongoing operations after implementation. First, I believe we are looking at an incorporated 'not-for-profit' entity in order to limit liability and to the extent possible reduce exposure to the individual participants. The structure within this incorporated entity becomes the next consideration. The organizational structure presented in the Connect Ont9.lio - GeoSmart Request for Infrastructure Project Funding for ElginConnects (date of July 2002) (the "Application") presen.ts a structure en-visioning EIginConnects partners to which a Board of Directors would report, and a Program Manager who would report to the Board of Directors. A copy of the structure as presented is attached to this memo. In order to establish a governauce structure for ElginConnects, we should clearly define what a "partner" means and what a "Board of Directors" and a "J)irector" means and what the responsibilities of the individuals comprising these groups are. 79 .Ln.L.....'''rI''-'" The Executive Summary section of the "Application" includes a listing of 19+ partners in EIgjnConnects (see copy oflisting attached to this memo). In addition to being considered too luge a group to properly direct ElginConnects, several of the partners listed do not appear to be financial participants in the "Application." When looking at the matching "Cash" contributions listed in the "Application," contributors are: H~' v. :;Ilb-O.=ll-'j'j(t:! !q::>q. 11/1~1 ~w~:¿ ., , 570,000 5250,000 $150,000 5200,000 $130,000 520,000 Industry Canada CAP Elgin Community Futures BRDC Elgin County City of St. Thomas Agri-E Business Group · · · · · · 'income' and listed represent for a total of 5820,000. Other cash contributors 'Vendor partner' contributions. I would propose that a 'partner' be defined somewhat as an individual or an entity who has ·made an initial cash contribution/commitment of a minimum amount (this .could be set at 520,000, given the 9.ctuals to date) and who is prepared to share financiaJIy and proportionately in any losses of the project. A supplier to the· project for financial remuneration would not qualify to be a partner, reJ;9.rdless of whether they are a cash contributor (i.e., the Vendor partner). Additional partners could qualify later, however their minimum cash contribution should equal or exceed that of the lowest contributing partner. This would avoid having several low dollar partners in the group, thus better controlling the group size. Majority approval of the e:<l:isting partners woìdd be required to admit new partners. \ In looking at the cash contributions listed above, we would have 6 potential partners. . While all would initially be offered partnership, I would presume Industry Canada and HRDC would decline (I don't believe its their mandate to get involved at the operations level or to commit to f"JJ)lUIcial responsibility beyond their initial cash commitment). I cannot guess how the Agri-E Business Group would respond but assuming they decline, that would leave a true partner group comprised of Elgjn County, the City and Elgin Community Futures with percentage interests based on their cash contribution of 35%,22% and 43% respectively. The minimum cash contribution for a new partner would then be $130,000, with existing partner approval. With a small partner group such as this, it may be simpler if the partners also comprised the Board of Directors. The PartnerslBoard of Directors would have finai responsibility for the implementation of the business plan! "Application" and the finances of the entity, acting through the Program Manager- the Program Manager would report directly to the Board of Directors and manage the activities of the VeJ,ldor Partner (ED8). 80 2002 CQRRESPQNDENCE - December 12th Items for Consideration Staff Sergeant R.B.. Cox, Elgin County OPP, with copy of correspondence to the Elgin Group Police Services Board regarding the enforcement of the Parking By-Law. (ATTACHED) 1 Township of Armour, with a resolution calling on the Ontario Minister of Finance to review MPAC "Futures" corporate restructuring program and property assessment in the province. (ATTACHED) 2. Mary Brennan, Director of Council Services/Clerk, County of Essex, with a resolution requesting the Federal Government to work with the Province of Ontario to provide tax incentives to corporations and individuals to further promote economic growth in Ontario. (ATTACHED) 3. Ken Todd, Director of Corporate Support Services, City of St. Catharines, with a resolution asking the Province to disallow the practice by some communities who provide financial incentives to lure medical professionals to their communities. (ATTACHED) 4. Stewart Burberry, Supervisor Leisure Time and Activities, Elgin County Homes, requesting Council's permission to represent the County, as a volunteer, to Chair Volunteer Elgin and to volunteer for the year 2003 with the Terrace Lodge Auxiliary. (ATTACHED) 5. Helen Munro, Past Regent, F/O Kenneth Lucas Chapter lODE, with the Chapter's nomination of Mrs. Catherine Smith to the Elgin County Pioneer Museum Executive Committee. (ATTACHED) 82 6. Elgin County a.p.p 42696 John Wise Line 8t. Thomas, ON N5P 389 Police provinciale de l'Ontario Ontario Provincial Police Telephone: 519 - 631-2920 Fax: 519 - 631-2923 File: 641-60 November 15, 2002 Chairman Wilson and Members of the Elgin Group Police Services Board 450 Sunset Drive St. Thomas, Ontario N5R SVI OPP Enforcement Parking By-Law Chairman Wilson Elgin Group One Dear SUBJECT: The members of the Elgin County OPP Detachment look forward to the final approval of the Elgin County Group One Parking By-Law. I am confident the by-law will be an asset to our officers when dealing with traffic concerns throughout our policing area Officers will be instructed to actively enforce the by-law. Before enforcement is initiated discharge a press release in conjunction with the board, which will act as a notice to the members of our community. The press release will outline the more common infractions and applicable fines. wi the following Obvious violations which obstruct traffic Response to complaints Concerns of the Elgin Group to focus on be instructed Officers wi · · · Municipalities Enforcement of a parking by-law will be a new venture for the Elgin County Detachment. I will monitor its activity closely and report in my monthly detachment commander report to the board I would be pleased to discuss this further as the board request. truly, q;¿ Yours 83 '9f1r4t' "'Puttút9 ()çn R.B. cox, #5003 Staff Sergeant Elgin County OPP I4J 002 21 FAX 1 ARMOUR TWSP CORPORATION OF THE TOWNSHIP OFARMOUR 2068 382 705 10 THU 11/21/02 1'10.31' 1'IOy_~þ~~2.20Q2 wJJJ Sec' and WHEREAS the property tax is a vital part of municipal funding, and all mllnicipalities ratepayers depend on accurate assessments; AND WHEREAS the Municipal Property Assessment Corporation (MP AC) has ignored the wishes of over 100 municipalities and is implementing a corporate restructuring program., called "Futllres", thaX is drá1I1atically changing property assessment in this province; AND WHEREAS municipalities are already noticing a loss oflocal expertise and a decrease in service quality as a result of this centralization plan; loss of and to contend with inaccuracies, elTors AND WHEREAS municipalities are having product: AND WHEREAS municipal officials do not have direct access to local MP AC assessors; AND WHEREAS effort should be made to co-ordinate with the government OPT A prográ1I1; NOW THEREFORE be it resolved that the Council of the Township of Armour hereby calls on the Ontario Minister of Finance to intervene to repair the damage Futures has done to Ontario Property assessment and to bring forward a plan to restore local assessment expertise and good working relationships between assessment staff and municipalities at the local level. Pecuniary Interest Declared Blakelock, Rod Corcoran, Marty Cripps, Joanne Gill, Frank McFarlane, Gary for / opposed for / opposed for / opposed for / opposed for / opposed Recorded Vote: Blakelock, Rod Corcoran, Marty Cripps, Joanne Gill, Frank McFar1ane, Gary 84 carried defeated Clerk Corporation of the County of Essex Office of tf.. Director of Co""cil Services/ClerIc Attention Please circulate to ., Ma.n) S. Brmna.n, B.A., C.M.O. Direci'Ot Of.COIU1Cil St't1Ji.ces¡'Clerk December 3, 2002 TO: ALL ONTWO J\1UNl(;l1'AUT{ES __ ...n_ _____ ___ Province of Ontario Opportunity Bonds :Rc: is to r"solution was adopted by Essex County Council on November 20, 2002: Moved by Mr. Wilkinson Seconded by Mr. Hayes WHElUi:AS a key element of the Province of Ontario's Smart Growtb plan ensure tbat all communitieS have modcrn and emcient public infraSIC\lcture; The following 303/02 AND WHEREAS the Province of Ontario has announced initiatives to introduce new tools 10 support municipal infrastrocture, including 'Opportunity Bond.'; AND WHEREAS the :Province of Ontario proposes to support municipalities in renewing and expanding tbeir ¡nfrastructureby providing provincial tax inccntives for corporations and individuals who invest in Opportunity Bonds $1 bíllion of capital to the Ontario Municipal Economic Infrastr Authority; and by providing ucture Financing AND WHEREAS tbe Province of Ontario is encouraging tbe Federal Government to participate in thc Opportunity Bond program by providing federal tax incentives for corporations and indi'Viduals who invest in Opportunity Bonds and by providing capital to the Ontario Municipal :Economic Infrastructure Financing Authority; NOW TI:illREFORE BE IT RESOL \'ED THAl', the Corporation of the County o( :Esse): requests tbe Federal Government to cooperatively work with the Province of Ontario to join Ontario as a partner in providing ta): incentives (or corporations and individuals and by providing capital to the Ontario Municipal Economic lofr...tructnre Financing Authurity in order to further promote economic growth in Ontario; AND FURTHER THAT, this resolution be circulated to the Prime Minister 01' Canada, Federal Minister of Finance, Leader of the Official Opposition, :Premier o( Ontario, Provincial Minister 01' Finance, local Members of Parliament, local Members of J:'rovincìal Parliament, Federation of Canadian Municipalities, Associatiun of MunicipaHties of Ontario and all municipalities in Ontario. --CARRIE)) all from resolution this for support requests respectful1y Esse): County Council municipalitics in Ontario. Yours trUly, ïì/(JII,{ ~ Mary Br"'1l1an, Director of Conncil Services / Clerk Essex. OntarioN8M 1Y6- (519) 776-6441 Ex!. 335 - Fax (519) 776-4455 E-mail: mbrennan@countyofess0x.on.ca 360 Fairviøw Ave. West 85 md views and ClJ1nmellts uprs:ti:Jed hèreill are not n6ces,arily endOr$Cll by AMCTO" Djstl'íbufCd hyFax on December 31 2002l1Y AMCTO /I This/s a paid QI'''DlmWmE!1I Page 884 03 P CLERH-Elgin Co 8191 418 971 1 519 £,33 7£,£,1 FAX NO. ASSOCIATION OF?-} 280 NOV-28-02 THU 05:29 PM EST 11/2B/82 23:89:2B CA'fJ8CARINES CI1'Y OF ST. erry 'IAI.L ,0 CHURCH STASSI' PtJ, BOX ,¡D1P. ST. OATHAflIJI\E$, ONTARIO L?A 1C2 tM, oea-s6?1 ~~('J5) B(J¿~fði TE.L FAA cndol'$e I.y mumcipa IInnes is requesting that your ofSl. Cath City ,)fthe he Cm!,on\tiOl 01 I1CI ~( "I cd c.~tima an 2002. unprcccdented high in Ontario with -spccialty physicians: and Novcmbcr 25 I nm S TI:)"chcd ovcr ~ on thc tlodt)i' sl1O!'tage cTi~¡s '7'1.6 ft Iy physicians, ',~n<lc!ed ¡(¡!lowing rc,;olulio l'rl\nS~ Ii\\' W Iw~.l .: t l1\ulti-~pecíilILy 25 Iy physicians than 300 iàm 10 an an nor" or ncc( is ì Untario I lcn~f\S, ¡;:,0111 tl~C¡;)I\t. n::-;~ W 1 ~UI ys ami Wll{;i'\~as, tl1C increasing population growth 1'1110 ofOlltario, the escalating growth rate of the elderly )o!Hiltltion (doubling by 2016), Ihc im:rc<ls;ng ra1(: of family physician reLÏrt.1neots (olle in1ìve to retIre In ¡¡: 1\('xt Hw yeurs), ilH;æilsillg numb.:' .)fconlmunitios recruiting physicians (300+ in Ontario, in aùditior ) tl\(: I D,OOO ndiVL' US ro,;ruilCrs), thc lkcl,<~~sing l'c:rL'ent\tge ofgraduntìng physicians ehoosi,lg F¡1l11ily I'Ile1i.'c mcdicillc (XO% ill 1992 to 451y', in 2C (\1'1:) all creating intense eompDtitioll t'Òr ()lH' sc,wee ç lTSi.)LH'C:C':': 30 Inul1i-sJeeial1y physicians and lìanHy physicians 1'84 o need n s l'~gÌlm g heN Whcr,':ls, I o to cntice family physicians ncentives ¡nancin! fCenng arc \ Ontario ~1n( s, some con\1\ll\l\i'lios IIrC(\~; Where'! S0111U Ie) recruitment physician of flllnily nd in<:Clltiv~s arc compoundmg the problúm ¡Jon't h:wc extra fìm\nci resources; 1 'e~û 1 I' WI1Ci'l' cc..)! t neentiVú~ to any financial "honusing" or providing to (\ community; anù Clcl\lïy pmhibits oflming Act means Municì¡1: l~ Q c¡~ eO ml11 I~. Ci ,.' W1' Ci. 1 con11m1l1itio~ Crom engaging in c!ì'octive imll1ediEltc1y; ant' disallow SIIould them govcrnmçl1 to 'mvinci (hc nei [nll'rcst thlll ReSI ling fi vet busincss 1'" " 'hé'rd,\1' the Icvitlling onal5, to aggressivcly work tOW'1r.ls D profcss lire m.'dici govcrnment begin vcs ine"n ho P¡,ovinei shortHgc, \' " thHt )'(wi lily Reso]vcd mcilienIIH'l\l'e,:;H\n ( çlJ " 1 Ie n ( nnd the 10 ofHoa\th and Long-tenn Care Council's posìtion with rcspect Minister OlltA CatllanllC$ the ri f 5t () I he P remk' I you pIe:,1;;e ¡"ivise .l1e Corporation t Would ( pn;,;,,' this r YOll l)1 o ¡hc City l' crk r,'solutlo / / CDS _._...,__w__,__·..__· Tbu; I1I.:ttnOll is p~(,v\ll£d uudrr tð{,tUICL as II 'lAid urn'ø b1 th~ ønllillALI<It. Of'I,ßÎlaUou., Mod daq 110.1 II~C~"I,j,. rfl1~"t d,t ~lfWI M '\ÞJI1!~111 \[!.be .\S.W(...LlIII1 DI MUI\f¡!paJ.ILiu or OQlIIno IAMO),!u ~~\~~,~,~~~!!:J.W..~~(/.. d¡~tE!~.!.!.~".~:.~-::-'.' 86 CorporillO SUpp011 Sc'rv L'2 R 7C2 [¡ cctl'r Cily Onl;)1'\( ) D 2" tH.~8, ( ~nx. .1 Kçn P,O, ~:' C'nthm Request to County Counci From: Stewart Burberry Chairperson for Date: December 4. 2002 Subject: Permission to represent the County as Volunteer Volunteer Elgin. For the last three years I have been a member of the Volunteer Elgin Organization representing the Elgin County Homes. During that time I occupied the position as promotion Chair; this year the vice-chair and I have been nominated to Chair for the year 2003. Due to my retirement on December 31st of this year I have been ask to submit in writing for permission to represent the County as a Volunteer to Chair Volunteer Elgin. I am also a volunteer with the Terrace Lodge Auxiliary and would like volunteering in the year 2003. My mission will be to support volunteers and continuously encourage them in assisting us; volunteers are beneficial in raising funds and assist staff in providing wellness to our seniors in the Homes. I am requesting your support and permission to fulfi this role, and will continuously inform County Council regarding the direction Volunteer Elgin will fulfil. Thomas United Way & The St. Volunteer Elgin is a member agency of Elgin - St. Thomas Chamber of Commerce. Mission Statement Volunteer Elgin promotes supports and encourages volunteerism within the communities of Elgin County by providing its members with the opportunity to network, share ides and resources. (At present there are 43 agencies that are members). Respectfully Submitted 5\~~ =-g 87 Stewart Burberry Supervisor Leisure Time & Activities R.R.#6 200? McNeil Line Ontario 4 OCT 42335 Ron St. 1'homa&.!, N5P 3Tl October 2002 I ¡- County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Heffren Attention :f\,îrs. Sandra J. Deputy Clerk Dear Sirs I Members of the St. Thomas lODE Chapters - F/o Kenneth Lucas, Sterling and C",ntennial - wish to nominate Mrs. Catherine Smith present Regent of the 1)'/0 Kenneth Lucas Chapter, to the Fagin County PionnerMuseum Executive Committee for the three year term commencing January I, 2003 to December 31, 2008. We thank you for your consideration Yours ~~~ Truly Printed on recycled papal @ D. R. ) Chapter lODE Helen Munro (Mrs. Past Regent F/o Kenneth Lucas 88 2002 CORRESPONDENCE - De(;ember 12th The Honourable Janet Ecker, Minister of Finance, with a status report on the Ontario Jobs and Opportunity Bonds, the Ontario Municipal Economic Infrastructure Financing Authority and Tax Incentive Zone initiatives. (ATTACHED) Items for Information - (Consent A 1 2) AMO Member Communication - ALERT: 1) Government's Hydro Action Plan; AMO Calls for Full Review Process on New Hydro Bill (ATTACHED)· 2 Municipal Government Leadership Institute, announcing the Leadership Program, February 26 - March 1,2003, Hockley Valley Resort. (ATTACHED) 3. Gordon H. Moore, General Manager, Ontario Zone, Canadian Red Cross Society, with an update regarding the RCMP charging the Canadian Red Cross in relation to the contamination of the Canadian blood supply in the 1980's, (ATTACHED) 4. The Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, acknowledging Council's support of the resolution from the City of Kingston requesting Federal/ Provincial assistance to farmers affected by the recent drought conditions. (ATTACHED) 5. Lilianne Wells, Chief of Ministerial Correspondence, Office of the Minister of Fisheries and Oceans (Not Copied) and John Cooper, AIManager, Corporate Correspondence Unit, Ministry of Transportation, acknowledging Council's concerns regarding erosion of the lakeshore on Lake Erie near County Road #42 east of Port Burwell. (ATTACHED) 6. The Honourable Chris Stockwell, Minister of the Environment, acknowledging Council's support of the County of Brant's resolution concerning the development of a comprahensive full-time post secondary training curriculum for the certification of entry level operators of water treatment and distribution facilities. (ATTACHED) 7 John Maddox, Regional Director, Municipal Services Office - Southwestern Ontario, Ministry of Municipal Affairs and Housing, announcing new staff members and new geographical assignments resulting from an internal organizational realignment. (ATTACHED) 8. The Honourable Janet Ecker, Minister of Finance and The Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, announcing the release of the 2003 Community Reirwestment Fund (CRF) allocations. (ATTACHED) 9. 10. The Honourable Elizabeth Witmer, Deputy Premier, Ministry of Education, concerning Council's support of the Township of Malahide's resolution regarding the closure of rural schools in the Thames Valley /District School Board District. (ATTACHED) 89 2 The Honourable A. Anne McLellan, Minister of Health, acknowledging Council's correspondence concerning provincial funding of community hospitals. (ATTACHED) 11 Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to the HonourableTimothy Hudak, Minister of Consumer and Business Services regarding revenues generated from the slot machines at the Western Fair Raceway. (ATTACHED) 12. Municipal Finance Officers' Association of Ontario, with MFOA Members Dec 2, 2002 BULLETIN "Province Releases Final Beaubien Report - Property Assessment and Classification Review". (ATTACHED) 13. 14. The Honourable Gar Knutson, M.P., Elgin-Middlesex-London, acknowledging Council's correspondence to the Minister Ouellette and Thibault concerning the erosion of the lakeshore. (ATTACHED) 15. The Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, announcing an e-guidé to assist municipalities in working with the new Municipal Act, 2001. (ATTACHED) 16. The Honourable Janet Ecker, Minister of Finance, acknowledging Council's support of the City of Kin9stons resolution regarding the Continued Protection for Property Taxpayers Act, 2000. (ATTACHED) 90 Mlnistère des Finances Bureau du ministre Ministry of Finance Office of the Minister 2002 6 ~(!\I ~ij - Ontario 7e étage. Édifice Frost sud 7, Queen's Park Crescent Toronto ON M7A 1Y7 T éléphone: 416 325-0400 T élécopieur: 416 325-0374 7th Floor, Frost Building South 7 Queen's Park Crescent Toronto ON M7A 1Y7 Telephone: 416 325·0400 FacSimile: 416325-0374 OCT 3 0 2002 To: Municipal Heads of Council I am writing to inform you of the status of the Ontario Jobs and Opportunity Bonds (Opportunity Bonds), the Ontario Municipal Economic Infrastructure Financing Authority (OMEIFA) and Tax Incenti ve Zone initiatives Further to the commitments made in the 2002 Ontario Budget and the Premier's speech to AMO in August, 2002, I am pleased to tell you that the enabling legislation for these initiatives was included in the Keeping the Promise for a Strong Economy Act (Budget Measures), 2002 which was introduced on October 30, 2002. The introduction of this legislation is the next step in fulfilling the Government's commitments to help municipalities make critical infrastructure investments and stimulate economic development and job creation within communities across the Province. As you are aware, the Associate Ministers of Municipal Affairs and Housing, the Honourable Tina Molinari and the Honourable Brian Coburn and the Parliamentary Assistant to the Minister of Finance, Ted Chudleigh, as well as the Minister of Northern Development and Mines, the Honourable Jim Wilson, have been undertaking consultations with stakeholders throughout the Province. These consultations have generated an extensive list of ideas and suggestions that wi help inform the design of these programs The proposed legislation provides the government with a flexible framework that wi assist in establishing Made-in-Ontarioprograms that will support the economic development and job creation needs of communities across the Province. The framework is flexible enough so that the details of the programs can be determined after reviewing the advice received through the consultations with business and community leaders. This legislation is another indication of the government's commitment to these programs. ./2 1 9 Bonds The proposed legislation provides a framework for establishing OMEIFA in order to reduce financing costs for municipalities and ensure that the benefits of Opportunity Bonds are shared by all communities. The legislation also provides for tax incentives for corporations and individuals who invest in Opportunity Bonds. In addition, the legislation establishes the authority forOMEIFA to issue Opportunity Bonds. Funds raised from Opportunity Bonds will augment the $1.12 billion in funding provided by Ontario. This capital in turn is to be lent to municipalities at a subsidized rate to enable them to meet critical infrastructure requirements. OMEJFA Imd 0 s attached for your information in An outline of the main elements of the legislation Appendix A. We are working hard to implement the Government's commitment to municipalities as soon as possible. Our expectation is that we will be able to provide municipalities with documentation about OMEIFA as well as application forms in December of this year and will be ready to provide financing for priority projects in January 2003 I am pleased to note that Moody Investor Services has already cited the establishment of OMEIFA and the Province's renewed commitment to supporting investment in municipal infrastructure as key considerations in the recent upgrade of the credit ratings of two Ontario municipalities. Tax Inccntive Zoncs This proposed legislation would permit the establishment of pilot tax-incentive zones. The government is committed to creating six pilot tax incentive zones to encourage businesses to invest, relocate or expand in communities and give young people the opportunity to live, work, raise a family and give back to the communities where they grew up. Details of the proposed legislation are set out in Appendix B The Government hopes to gain experience from establishing the pilots, along with the advice received through consultations, to allow us to design a tax incentive zone program that best supports the economic development and job creation needs of communities across the Province. As you know, we invited municipalities to submit their Expressions of Interest by October 18,2002, to become one of six pilot zones. The response was tremendous, as 62 submissions were received This is a tribute to the commitment of your staff and to the needs of your d we will continue to inform you of our We are actively reviewing each proposal an from across the Province. communities. progress. ./3 92 I would like to take this opportunity to thank the many municipal representatives that contributed to the consultations and continue to invite you to share your thoughts and ideas with us through our dedicated website, htt Qv.on.caÆIN/consultationsIbQndsandzQnes. I look forward to working with you on these exciting initiatives as we move forward over the coming months Minister Enclosure The Honourable Chris Hodgson Minister of Municipal Affairs and Housing c. 93 Chief Administrative Officers, Clerks and Treasurers J Appendix A Economic Infrastructure Financing Authority Legislation The legislation, if passed, would provide a framework within which OMEIFA would operate. This framework would include the following: Ontario Municipal municipalities. The objects of the Authority, which include providing financing for · the exact use of funds in terms of types of eligible The use of regulations to specify · projects. The Authority would be a corporation without share capital, composed of not less than three or more than 16 directors. They would be appointed by the Lieutenant Governor as is the CEO. In · it declares otherwise. It is anticipated that it issues bonds to investors so that there Council OMEIFA would act as a Crown Agent unless it would not be acting as a Crown Agent when would be no legal recourse to the Province. · The Authority and related entities would not be able to borrow, invest or manage financial risks without the consent of the Minister of Finance. The Authority would not be able to establish or acquire a subsidiary, trust, partnership or other entity without the consent of the Minister of Finance. · Securities issued by the Authority or by subsidiaries, trusts, partnerships and other entities established or acquired by the Authority would be specified as authorized investments for trusts. · The Act governs the liability of directors, officers, employees, partners, trustees and agents of the Authority and related entities. They would not be liable for their acts and omissions in good faith in the exercise of powers and performance of duties under the Act. The Authority and related entities would remain liable for the acts and omissions of their directors, officers, employees and agents. · in advance and is in default in its payments to funds appropriated by the In a situation where the borrower agrees OMEIFA, the Act would allow for OMEIFA to deduct Legislature to compensate for the debt owed OMEIFA. · The Minister of Finance would be authorized to issue policies and directives that the Authority and related entities would be required to implement. 94 · Opportunity Bonds Legislation · If the legislation is passed, Opportunity Bonds would be issued by OMEIFA, subsidiaries of OMEIFA or other entities designated by the Minister of Finance. · Opportunity Bonds would provide tax incentives for both corporations and individuals. · Details regarding Opportunity Bonds would be determined through regulation. 95 Appendix B Tax Incentive Zone Legislation The proposed legislation provides for the creation of pilot tax incentive zones through regulations and tax incentive agreements. The details are set out below. Pilot in Council (LGIC) Regulation The proposed LGlC regulation would set out the geographical definition and start and sunset dates of each pilot tax-incentive zone. Lieutenant Governor Minister of Finance Regulation As well, the Minister of Finance would have the regulatory authority to set out the Provincial tax incentives and establish a structure to oversee the zone. Specifically, the regulation would establish: the types, value and duration of the tax incentives the criteria to be used to detennine eligible businesses or name the specific eligible businesses; and the zone administrator and their powers and duties. · · · The tax incentives provided under the regulation could vary from zone to zone, but would not vary within a zone. If education property taxes were one of the tax incentives provided, there would be no revenue impact on school boards as they would be compensated by the provincial government through the education funding fonnula for any reduction in business education taxes. would set out such their powers and duties The regulation establishing the zone administrator and working with the Province to establish tax incentive agreements (e.g., outlining specific economic development or investment commitments and establishing perfonnance measures to track progress in meeting the commitments) with eligible business enterprises authorized in the regulation; working with the Province and the municipality(ies) to ensure that all tax and other incentives are administered fairly and consistently; executing and monitoring the strategic business plan of the tax-incentive zone and providing strategic economic development planning services; facilitating ongoing partnerships to support the development of the zone; communicating zone progress to local residents and municipal council(s); working with the Province to market the zone to potential investors and serving as the first point of contact for businesses interested in locating in the zone; working with the Province to develop and implement a perfonnance measurement system for the zone; 96 things as · · · · · · · maintaining all relevant records of the zone (e.g., st of eligible business enterprises, annual reports) and ensuring zone compliance with any accountability and reporting requirements established by the Province. . tax and other incentives by passing a by-law, Minister of Municipal Affairs and Housing. municipa writing, of the Municipal Incentives Municipalities would be able to provide provided they obtain the approval, in Tax Incentive Agreements Finally, the proposed legislation would require a tax incentive agreement to be signed by each eligible business, the zone administrator and the Minister of Finance. The agreement would set out specific economic development or investment commitments, performance measures to track progress, and reporting requirements that an eligible business would have to meet in order to qualify for the tax incentives authorized by the Minister's regulation. The agreement would also include any specific provisions related to the tax incentives (e.g., phase-out provisions set out in the regulation) and sanctions for breach of the agreement. 97 Page ElEI2 CLERH-Elgin Co 1 519 633 7661 ASSOCIATion OF?-> EST 11/21/El2 23:El8:28 01 Association of Municipalities of Ontario P 6191 1':( (., l\(~ ' 416 971 l FAX NO. 260 NOV-21-02 THU 05:46 PM 393 Univorsity I\va,ue, Suil" 1701 Taenle, ON MOO 1E6 t! , ,¿N Td: (416) 971-SBGe- fax; (416)911-6101 em¡:¡U; G11't'1o@:Jmo.municom.com Ie'· :I .....W" 2002 - Alert 02/048 November 21 oftl/Ð Clerk and Council ¡)itentiof {1I'3 immfJ(iia!e To Government's Hydro Action Plan mpact on municipal governments announced major changes to the electricity sector (see Alert 02/047) The announccments went further than most anlicipated. not Miti(Jatinç¡ tho [1a(;.!{~jr~1und: Tile govcrnmen to provide assistance to the consumer. only irnpnctíno supply but also distríbutior Issue The announcc~mcnt rei OIling to lIle freeze on the commodity price, and distribution rates Ilas resulted in bond·raling agencie::¡ already warning th¡¡t the Local Dístrlbution Companies (LDCs), and others involvÐcl in Ontario's electricity system may face multiple downgrades in their credit ratings due to th"lr íniJbiJity to secure a commercial return under (he capped rates regime. This will not only impact the LDC but ¡¡Iso the municipal government as the LOC shareholder. AMO is ¡;¡nxious to minimize the impacts on LDCs and by extension the municipal shareholder that could !low from tile QnnQuncernent. We beliovc the government shares our concern that we cannot seo the Vlllué of LDCs impaired and stability in tile Investment mar'ket undermined. We are also pl'os$infj the government to treolmunicipaiities as consumers so that they bonefit from the rebate pf'O~!ral1'l. Ar()c,i~; o¡ polentit\1 services impact to LDCs and municipal governments as shareholders: Chan(ing tho corporate and capital structure of LOCs would be the worst case scenario; r«~bale pro[l'am ¡sa provincial program and the administrative costs to Issue the rebates should be paid by the ,>rovinco, not tile LDCs. Province should also pay for the re-tooling required to Dchicvø ¡¡ common electricity bill; r~~;covcI'Y of all transition costs of converting to a commercial entity and recovery of existing vmíaf'iGc accounts including alllndependEmt Market Operator (IMO) charges not yet billed; ^ røvorsol on corporatø and capital structure would cause significant legal and accounting imp¡;¡cls on the municipal balance sh0øt and the LDC financial sustain ability and separation from municipal finances is questionable. · Wh..t n&ods to be remembered? · MuniGipalities did not ask for deregulation, and we did not write the corT1þclitivc üloçtricity system. Municipalities played by tile prescribed rules and many millions of dollars have b00n spent to conform to llm rLlles. Distribution costs are 0110 of the smallest components on the consumer's bill; LDCs' rates of WIllii'! wero f1lrc<Jdy less than that for Hydro One and in fact, their distribution costs are generally 10SS 1I)¡'j11 Hydro One. n3tepayers ín many p:3rls of Ontario did not want to bø Hydro One customers - they wanted local sGrviees/iocal repmsentation. TIl(~ lransltion to a competitive market took four years - adjusting to yet another regulatory regime Gi:Jnnot happøn overnight and will certainly a(tract now costs that will need to be paid. for the framework regulatory · · · · wW"!,mY.I.li9PJ1LQQill· 98 T/1¡,~ in[ormationls ilV,IIf¿)bJe Ihrol./gl) AMO:S subscription bQsod MUNICOM network at !'or nH1U¡ inforrrliltlol'l, pleasè contact 41 6-971.9a56: Pal V¡lI'1inl, EX«ClJllve Director or Jerf Fisher, Scnior Policy Advisor Page 882 CLERK-Elgin Co 1 519 &33 7&&1 ASSOCIATIon OF?-) EST 11/25/82 23:8&:11 01 A$sociation 0 Municipalities of Ontario 10 P \".,/(., l";' . t,1 _ 619 / 416 97 FAX NO, 260 NOV-25-02 MON 06:36 PM 393 Ul1iver.:;i!y Avmui!)¡ SUite 1'101 Tc:ronto, ON M5G 11:6 (416) 971-9066' fax: (416) 9'/1-6191 c((J¡:;¡il: amo@):mlO.municonl.c:om Td !êt'f tìd':l~¡ !(~. "i"-;~.~;, ~i(¿' ~I~~~~~~··~·_· --'1 I)' l~,f,:", tll ." "'iJ!, "ff liI'<"jj' ., .::.,:~~", ~¡)1 ~~~.,.~".,¡¡,\ ,:~ ;.-' .' ,,, '1~:¢~. Plij \1\~}¡u~ ~Æ1',)" ~¡¡,"I.I.\.'o¡W" November 25, 2002 - Alert 02/050 Clerk and Council immedì¡.)te attention ofUm ill/) To AMO CALL.S FOR FULL HEVIEW PROCESS ON NEW HYDRO BILL 2002 New:> F!deasÐ outlining its initial reaction to today's introduction of legislation follows, A Ontario Government's Hydro Action Plan - Impact on Municipalities, is available on tea ntroduclion of the Electricity Pricing, Conservation and Supply Act, AMO's report, WWW.i:lrl10.01l b;;s\lo: TOl'onto, Onto November 25, 2002 - 4:30 p.m. AMO believes that the Bill and related rq)ulations rnust undergo ~ complete legislative review process, so the public and swkeholdcrs hav\¡ tho opportunity to fully scrutinize the legislation and provide advice to ensure that the int0.re,sts of Conf.'UlllerS, taxpayers and investors can be protected Througl1()ut the 0ntirc restructuring process, municipalities have always followed the ever- chanfjinf] rules laid out by the Province and the OEB. However, the integrity of municipalities ami th<)ÌI- municipal electrical utililies is now being questioned by the government. needs to oet it right this time," said Ken Boshcoff, AMO President" The is too important to Ontario's economy and the taxpayers of this Province to ncertainty and difficulties". "TI1,) government oloctricity "yslem çrea\o any more their of the Urban Mayors of Ontario and ¡¡overnment in the development At a pross conference earlier today, AMO, the Large ¡)loctri(:¡~1 utillllûs again extended an offer to assist the ogi~>lélliO) and any future regulations under it. Bos!1corf added ''We need the time, and the commitment of the governmellt to work LIS WI) çonlirnit the impact of these proposals and eliminate any unintended conscquonws which often results when legislation is pushed through the House without public inrl.~ n Prosidcnt wilh or Jeff at !:'é>y''!i,D.LtlDjßJ)irJ.C91!! at 416..971-9856 ext 316 Mi'JilQblo ihrougll AMO's subscrip/ÎQn based MUNICOM network Director 99 For "'or\! Information, plG<lse cont"ct: Pat Vanìnì, AMO Executive Fish()'r, i;onior Policy Ac!visor at 416971-9866 exL 315. is Íl1(C¡¡'I11f.1flon T/I/i' I._·2 Nov 24 02 02:22p MGLI MUNICIPAL GOVERNMENT LEADERSHIP PROGRAM 1-519-584-2571 Government Leadership Program " The Municipal "Building for Tomorrow Who Should Attelld This program will he of interest to middle and senior levc] appointed and elected officials who wantlo accomplish tho following objcctivcs. in to- sItuations succccd Ob.iectivcs: · To gain a thorough ttnd(''Tslanding of what it takes to daY'5 changing municipaJ gOV(,'111111ent environmcnt. · To enhance your level of ability lo deal successfully wIth and t..'\sks related to: - Political process Strategic planning process Dccision making process [fyou only attend ane seminar cr canferenœ a y&tr, this is the ane to attend. The rop m.sf:ructtJrS in the prwínœ, rombínmwÍlh the 0r1$Ìs 0/ the tap resort in Gmada, makes fcr four days 0/ exceptional/Mining. Government Leader MGLI) and Its pro- ~ ...u...........IC environ learn I r develop ools. wh The Mun,clp" ship Institute glams provide _ _",_", mcnt to I o regian:) government!. tod()y In our province. Sh¡)ring: ideas and addressing the roal techniques al1d utilize issues facing Oitlé$ and Performancc management legal framework Legislative, policy and Leadership exccllcnce I\)rlllcr ¡':x~¡:lnivt\ Oirl,.'Ctol'OC A5..~MIJJtj\" Din::elDI' Mth... MLlllid~al Gl\wn1men\ LClldcr~h¡1Ir'(>.:,:1I orCl)jpC'lr.l!C SÖ'VI~'C~, C;ly orowe,n Sound, Councillor, City (If Kitl.:!II.!IIcr ;nuJ ¡:ÇM ßO¡lrd Mcn\bcf, Tl1wl1 orGolleríoh tl.l\¡; ^M( [\I;IM.IM(~lnoor §ome of our fnstructors: · o(C~lodOI!;J¡J 1';)1 :vruyk, Ç^O, TOWI: MiJ(l1(:nlluWIIY, l~rot!rJ" n5ti~utc holds a vario'ty of The COllrso~ throughouttho yeor invarl ou::; locations and tailors tl)C con· ,ents of its programs to differcn1 levels of elected and appoín1ed offi Muuit;ip\1hlj(,\J; ol'Onmrío (AMO), ;wd AMO Ihwd Momhcl n;l,¡IJA\V('~III'l', DireGto IIl'rryVrhllll(I'''¡(', Çily L:\rr)'l\1d::thl!, CAO, · · · · cia Is. Our éJdvantage is that our in- ~ruotOrs are a!1 currenL municipal ;¡rlmlo.istŒJ.I<"Iro::. "'n.c'-clcotF.!cLoU¡,..f;,lr For more infOJ!JJ.~Jion orto reQuest a bro.c~.UE contact Phone: 519-897·6890 govern mentleadersh ip@iname.com 00 1 ..Å. 1\'1 nniei'Jlnl ("o\lcrumcnt, J,c,,,lcl·.,hil' hlNtitntc Fees: "Before January 3, 2003 - $1,499 " After January 3. 2003 "$1,699 .. CO:iLIIH:h!tks: CÖU':'iC instruction, COlll'se t"",rcriol. iICC(m'I'1'IC'I(!;1¡iOi\, ,,11 ml.'U.lfi :111d all 1j.~~_(tttfJt1J~J)jliyN, î'""I,,'" !JJtLÜ'-ch_IJJ.!-l~t ProgrO¡ ÄCfZ..055 THE WOfZ..LD. ------- ÄCfZ..055 THE 51fZ..E ET. When help lS needed. The Red (ross, + Croix-Rouge =~dl.nn. Canadian Red Cross 2002 200? NOV 25 November 21 John R. Wilson Warden County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5VI N5R 5VI Dear Warden Wilson: I am writing today to inform you that the Canadian Red has been charged by the RCMP in relation to the contamination of Canada's blood supply in the 1980s. Specifically, we have been charged with common nuisance. As a humanitarian organization, our thoughts are with the families who were affected by this tragedy. We have taken our responsibility to victims seriously - and the Canadian Red Cross has put forward its very best efforts in settling all civil claims against it through the provision of a comprehensive compensation package. As an elected official, we'd like you to know that we are deeply committed to the two million Canadians who turn to Red Cross each year for help - and our 60,000 volunteers who help us carry out our humanitarian work. As Red Cross deals with this new chapter of the blood tragedy, we can assure you that we will not waver in our commitment to the communities we serve. We know families will continue to be forced from their homes by fire and other disasters; children will continue to deal with abuse and harassment; and seniors will still suffer injuries and require medical equipment and care. All of them will turn to Red Cross for help - and we will not let them down. infonnation on this or any other If you have questions, concerns - or simply seek mOre Red Cross matter, please do not hesitate to contact me. Yours very truly, Gordon H. Moore General Manager, Ontario Zone Canadian Red Cross Society . Fax: (905) 890-1008 o 1 Ontario Zone, 5700 Cancross Court, Mississauga, Ontario, Canada L5R 3E9 Telephone: (905) 890-1000 Charitable Registratiort Number - 119219814RROOOI A Partner in the Uni~ed Way - Un organism.e associé à centraide Ministre de l'Agrlculture et de l'Agroalimentaire Minister Agriculture and Agri-Food of 200? NOV 25 Quote: 551626 Ottawa, Canada K1A DC5 N5R 5VI 1001 Mrs. Sandra 1. Heftren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas, Ontario 1 NOV 1 Heffren: Thank you for your letter of September 24, 2002, informing me of the recommendation adopted by the Council of the Corporation ofthe County of Elgin, endorsing the resolution of the City of Kingston that requested federal/provincialleadership in providing immediate assistance for farmers affected by recent drought conditions, and suggesting that the federal government document the relief efforts of the Hay West initiative and use it as a basis to create a National Dear Mrs Emergency Farm Plan. The Government of Canada, in conjunction with the provinces and territories, has developed programs over the years to help farmers deal with situations beyond their control such as drought. The current safety net programs provide the highest level of protection in Canada's history against a major drought. The crop insurance program is particularly well suited to deal with these problems, as it provides substantial protection against weather-related production losses. Reduced crop yields due to drought also make many farmers eligible for additional payments under other farm financial programs such as the Net Income Stabilization Account (NISA) program and the Canadian Farm Income Program (CFIP). The NISA program is designed to help farmers achieve long-term income stability by allowing them to make annual deposits into accounts, which are then matched by the federal government and participating provincial governments. The CFIP is designed to target assistance to farmers who have experienced sudden and severe declines in farming income for reasons beyond their control. The Government of Canada is sensitive to the situation facing farmers and is committed to moving agriculture beyond crisis management to greater profitability and prosperity in the 21 ,t century. It is by moving in this direction-through the Agricultural Policy Framework (APF)-that we can continue to build a strong agriculture sector. On June 20, 2002, the Prime Minister and I announced $5.2 billion trom the Government of Canada in new investments in the sector over the next six years. . With this new funding, Canada continuè to contribute its support for agriculture without distorting trade or providing commodity-based price support programs. ./2 02 1 Canadã Page 2 Mrs. Sandra 1. Hefrren and an such as those Of this new investment, the federal government will additional $600 million in 2003 to help farmers deal caused by drought, and to help them bridge to a new generation of risk management programs. This is in addition to existing income support. make available $·600 million in 2002 with income challenges, On August 19, I announced that the federal government will deliver this year's $600 million in risk management funding through producers' NISA accounts, using their eligible net sales (ENS) for the distribution formula. Begiuning October 4, fanners are receiving deposits to their NISA accounts equal to 4.25 percent of their ENS, based on their five-year averages. Those without NISA accounts may apply up until the end of 2002. In Quebec, the Yukon and the Northwest Territories, where there is little or no participation in NISA, federal, provincial and territorial governments will negotiate details of payment agreements. There is also $589.5 million in new federal measures, beginning this year, to upgrade and expand the industry's capabilities in priority areas, such as making better use of agricultural land with measures that involve taking some environmentally rragile land out of production; improving water supplies; increasing the number of farms with environmental plans; and improving access to new and more environmentally rriendly pesticides. On July 12, my colleague, the Honourable Ralph Goodale, Minister of Public Works and Government Services and Minister responsible for the Canadian Wheat Board, announced $80 million in measures to help the sector cope with drought. Of this amount, the Government of Canada is investing $60 million, beginning this year continuing over the next three years, in the National Water Supply Expansion Program (NWSEP). This new funding will be invested in additional water supply development and associated studies, targeting primarily drought-prone areas. The Government is providing this funding in addition to the $5.5 million it spends annually under the Rural Water Development Program (RWDP). Through the RWDP, Agriculture and Agri-Food Canada's Prairie Farm Rehabilitation Administration provides technical and financial assistance to Prairie producers to support initiatives to increase water supplies for agriculture. While the RWDP is not an emergency drought assistance program, it does reduce the risk of water shortages in the future through the planning and development of secure water supplies. and In addition, $20 million will go toward accelerating the development of a national land and water information service to provide information, analysis and interpretation of land and water data required by fanners, industry and governments to make improved land and water management decisions. ./3 03 1 Page 3 Mrs. Sandra J. Heffren On August 9, 2002, I announced that $10 million of the $60 million NWSEP will be available immediately to help fund water supply projects in the most severely drought-affected areas across Canada, particularly Alberta and Saskatchewan. The remaining $50 million will be committed over the following three years to longer-term drought mitigation activities. The above funding, together with existing programs such as crop insurance and the new federal money for direct assistance announced on June 20, will allow producers to address short-term pressures such as drought and improve their capacity to cope with drought over the long term. Nationally, it is estimated that $2 billion will be paid out in crop insurance indemnities; of this amount, the three Prairie provinces could receive a total of approximately $1.9 billion. in terms of making the appropriate if a province requests them. Also, the Govermnent has agreed to be as flexible as possible administrative changes to crop insurance programming, Given the severity of conditions, some areas for tax deferral designations were determined early, as was the case in 200 I. Initial designations were based primarily on spring moisture conditions, verified through consultation with provincial officials. Later in the year when final forage yield information becomes available, additional areas that meet the eligibility criteria may be designated. At this time, eligibility criteria have been met over a large portion of the Prairie region. On July 24, 2002, I announced the initial designated areas. All of Alberta, all areas in Saskatchewan except the south-central portion of the province, and the western half of Manitoba were designated. The complete listing of the designated areas can be found at the following Web site http://www.agr.gc.caJpfraJdroughtlprogram_e.htm. Producers in designated areas are eligible to take advantage of this initiative when filing their 2002 income tax returns. Tax deferral allows producers who are forced to sell breeding livestock, as a result of drought, to defer a portion of the sales proceeds to the following tax year, when these proceeds may be at least partially offset by the cost of re-acquiring breeding animals. We have been working with industry and the provinces over the past year on the new APF, which addresses not only risk management-with long-term stable funding of$3.4 billion for five years-but also renewal and innovation, and meeting consumer demands in the areas of food safety, quality and the environment. The Framework will address issues raised by the Prime Minister's Task Force on Future Opportunities in Farming. An integral part .of the APF is business risk management, with a focus on improving farmers ability to manage both the inherent risks of farming, including drought, and the emerging pressures in areas such as food safety and environmental protection. ./4 04 '1 Mrs. Sandra J. Hefften Page 4 I trust that this information is of assistance to you. Again, thank you for writing to express the Council's concerns on this very important matter. Lyle Vanclief 105 Cabinet du ministre Pêches et Océans eM¡¡ Office of the Minister Fisheries and Oceans Ottawa, Canada K1A QE6 200? NQV 25 Nav 2 Q 2002 Mr. Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, Onta N5R 5V1 rio Mr. McDonald On behalf of the Honourable Robert G. Thibault, Minister of Fisheries and Oceans, I wish to acknowledge and thank you for your correspondence of November 4, 2002. Dear be given careful correspondence wi that your Please be assured consideration Yours sincerely ~ IJ}~ Lilianne Wells Chief of Ministerial Correspondence 7ð No, ColrrEr) /Î-G¡£Uy(-7 Canaaå ® Ontario Ministère des Transports Ministry of Transportation 2002 ('i):, O"-"hI Nav Corporate Correspondence Umt Communications Branch 3" Floor, Ferguson Block 77 Wellesley Street West Toronto, Ontario M7A 128 November 18,2002 Mr. Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Dear Mr. McDonald: On behalf of the Minister of Transportation, the Honourable Nonnan W. Sterling, I would like to thank you for your letter about erosion of the lakeshore on Lake Erie near County Road 42 in the County of Elgin. He will reply in writing as soon as your I have forwarded your letter to Minister Sterling. letter has been reviewed. In the meantime, please do not hesitate to call if you have any questions about this response. I can be reached in Toronto at (416) 327-9160. Thank you again for bringing your concerns to the attention of the Minister. S -----. O~ Fait de matériaux recyclés 1 recovered materials Made from John Cooper AlManager Corporate Correspondence Unit http://www.mto.gov.on.ca NJ """'-~ Ontario Mlnlstère de 'En,vlronnement Ministry of the Environment 200? NOV25 ouest ministre 1 $5, avenue $\ 12" étage . TorontoON M4V1P5 Tél . (416)$14-679Q T élée (41.6) $14'674~ Cia; Bureau du Office df the, Min!ster 135 $1; élairAva. Wast 121h Floor Toronto.ON M4V 1 P5 Tel (416) 314-6790 Fa~ (416) .314-6748 File Number 79221 2002 Mt:s.Sa11draJ.Heffren Deputy Clerk City o[Sf Thomas 450 Sunset Drive St. Thomas ONNSRSV,l 1 NOV 2 Dear Mrs. Heffren: Tharilçyou for your letter of Oçtober29,.2002 regarding the recol11Ill~ndations from Justice O'CounQr,relatedtotraininga11d certification ofMunicÌpal QPerators, a11d in supppctofthe resolution of Bra11t County COÙnçilthat the Ministry of the. Environment consult with the . Ministry ofTraining, Colleges and Universities on a full·time, post-secondary training curriculum. ' Thegt¡vernment ìsçommitted tQimplementìngall of Justice Ü'Connor',s recommendations.. The Ministry of the Environment. is cu,rrently working wìththe Ministry ofTraìning,Colleges and Universìtieson the recommendations related to operator traininga11d c.ertification. With tþ.eassista11ceof Georgia11 College, the ministry is seeking input froill¡nunicipal operators across Ontario abouttheirne..ds andconcetns. Weaiealso seeking input from key organizations, such as the Association of Municìpalitiesof Ontario, the Ontario Municipa1 W ~ter Works Associatìon, a11d the Rl1iål Ontario MunicÌpàl AssocÌation oµways to strengthen the training aµd certification system in theprovinçe; Knowledgeable and capable operators are an esserltialelemeµtofsafedrìnkingwater. Our strengthened traìninga11d certification requirements wìll help ensure that municipal water. system operators have the qualifications to perform their job and help protect the safety ofdrinking waterìn the province. support for this resolutìonto my attention. Thank you again for bringing yol.\f Y ours sincerely, Chris Stockwell Minister ofthe Enviromiient Mr, Steve Peters, MPP-Elgin-Middlesex-I,ondon . The Hono¡µ-able Dianne Cunningha¡n, Minister of Training, Colleges andUniversìties 100% RecycledChlOrine Free. Made in cånada: 07 1 c 0761G(OO,/01 * région du SudMOuest Bureau des services aux municipalités 659 Exeter Road, 2c étage London ON N6E 1L3 (519) 873-4020 Télécopìeur: (519) 873-4018 Sans rraÌs : 1 800 265-4736 Municipal Services Office-Southwestern 659 Exeter Road, 2nd Floor London ON N6E lL3 519/873-4020 Fax: 519/873-4018 Ministère des Toll Free: 1-800M265M4736 Affaires municipales et du Logement ® Ontario Ontario Ministry of Municipal Affairs and Housing November 22, 2002 200? NOV 25 Clerks and Treasurers Municipal Administrators TO: John Maddox, Regional Director FROM STAFFING ANNOUNCEMENT As many of you may be aware, the Ministry of Municipal Affairs and Housing has been going through an internal organizational realignment. As a result, I would like to take this opportunity to introduce our newest staff members and announce new geographical assignments. RE: Pearl Dougall accepted the position of Municipal Advisor in December 2001; however was seconded to the Housing Operations Branch and was instrumental in assisting with the closing of the Regional Housing Office. Pearl was welcomed to the MSO in June 2002 and brings with her many years of experience. Julie Coleman accepted the position of Business Support Officer in April 2002; however was seconded to the Housing Operations Branch to assist with the closing of the Regiona Housing Office. Julie was also welcomed to the MSO in June 2002 Erick Boyd accepted the position of Municipal/Planning Advisor in July 2002. Erick was previously with the Township of Middlesex Centre and brings with him many years of planning experience Matthew Ferguson also accepted the position of Municipal/Planning Advisor in July 2002 Matthew was previously with the Ministry in the Provincial Planning & Environmental Services Branch and brings with him many years of planning experience Jillene Bellchamber-Glazier has been with MSO-SW for the past year on a contract basis however in October 2002 Jill accepted a permanent position as an Assistant Municipal Advisor. Luanne was many years of experience Luanne Phair accepted the position of Municipal Advisor in October 2002 previously with the Municipality of Bluewater and brings with her in municipal administration. As a result of these changes to our organization, I would also like to take this opportunity to introduce the balance of professional and administrative staff in our London office and outline new geographical assignments. 08 1 am The MSO-Southwestern office is committed to the highest quality public service and very pleased with the dedicated team of professionals that we have assembled. making new ones at our November Western Lamplighter Inn We look forward to renewing old acquaintances and 22, 2002 Regional Conference in London a the Best Southwestern ¡of IJ àLi1 i ,-.. . ,/ ~hn Maddox Regional Director Municipal Services Office Ministry of Municipal Affairs and Housing Municipal Services Office· Southwestern 2-659 Exeter Road, London ON N6E 1 L3 Telephone: (519) 873-4020 1-800-265.;4736 Facsimile: (519) 873-4018 nment raphical Ass Geo Title Regional Administrative Co-ordinator Director Name John Maddox Leanne Howe Business Support Officer Business Support Officer Julie Coleman Lorilee Riddell-Carpenter Manager, Loca Government Local Governance Moyer Roger Bruce, Grey Municipal Asst. Municipal Advisor Advisor Maureen Beatty Elgin Advisor Jillene Bellchamber-Glazier Perth Huron Municipal Douga Pearl Middlesex, Oxford Essex, Chatham-Kent, Lambton Municipal Advisor Municipal Advisor Dan Hammond Luanne Phair Wellington Haldimand. Norfolk Waterloo Brant, Municipal Advisor Municipal Advisor Tim Ryal Janice Willis Brant, Elgin, Haldimand Middlesex, Norfolk Manager, Community Planning & Development Municipal/Planning Advisor Plannlna and Development Bruce Curtis Erick Boyd Bruce, Grey, Huron, Waterloo, Wellington Sr. Housing Advisor Municipal/Planning Advisor Tony Brutto Matthew Ferguson Chatham-Kent, Essex, Lambton, Oxford, Perth Municipal/Planning Advisor 09 1 Oliver Scott ~ Ontario 416"863-2101 Please Call The county of Elgin Mini.try 01 Municipal Affairs and Housing Office of the Minister In Case of Transmission Difficulties Please Deliver To m Say Street Toronto. ON M5G 2E5 rei (418) 585·7000 Fax(416 585-6470 WWtN.mah.gov.on.ca Ministry of Finencê Office of the Minister Frost Building South 7 Queen's Park Cr Toronto ON M7A 1Y7 Tel (416) 325-0400 Fax (416) 325-0374 VvWW.fìn.gov.on.ca. November 26, 2002 Fund Counci We are pleased to announce the release of the 2003 Community Reinve$tment (CRF) allocations Dear Heads of Our govemment is committed to ensuring that you receive this information in a timely fashion. In a keynote address to the Association òf Municipalities of Ontario (AMO) annual meeting in August, Premier Ernie Eves stated that municipalities would receive the CRF allocatÎons in time to help you prepare your budgets. La$t year, we consulted with municipalities on the CRF formula. We heard that municipalities wanted to retain the CRF in its current form with some administrative improvements. We heard that municipalities wanted more timely announcements of CRF allocations and wanted the CRF to continue to reflect municipalities' actual Local Services Realignment (LSR) costs at year-end. The Eves government has delivered. By improving on the timeliness, predictability and transparency of grant information, the government is making it easier for municipalities to track their expenditures and plan ahead. Specific details on the calculations of your 2003 allocation and payments will be sent directly to your Treasurer/Clerk Treasurer in the near future. During the recent CRF training seminars co-hosted by the Ministry of Finance and the Ministry of Municipal Affairs and Housing, your staff were told that the Province would be updating Children's Aid Society program costs in the CRF formula. Many of your $taft expressed concems about updating the costs of a program that is now fully funded by the Province. We heard your concerns and have decided to maintain CAS program costs at pre-LSR levels in the CRF formula, in order to keep funding at stable levels. Municipalities may be interested to note, however, that since CAS costs have been assumed by the Province, we have increased total funding by almost $400 million in order to protect children from abuse and neglect. ./2 o 1 1 -2- We are also pleased to announce the creation of a new municipal Stabilization Bonus for the CRF. The Stabilization Bonus will ensure that, in 2003, CRF payments to eligible municipalities are not less than their 2002 CRF payments. The Stabilization Bonus will provide stable funding for municipalities in 2003 while we move forward on the Premier's commitment to begin a dialogue with you on the best ways to introduce multi-year funding into municipal planning and budget cycles Once again, we are pleased to be able to release the CRF allocations this Fal Over the coming months, we will be initiating dialogue with our municipal partners on multi- year funding and will continue to work on finding ways to make. service delivery more streamlined and efficient. d Chris Hodgson Minister of Municipal Affairs and Housing 1 1 1 Ontario Municipalities of His Worship Ken Boshcoff President Association of c Since schöol boards are responsible for decisions regarding pupil accommodation, it would be appropriate for you to share your c()ncèrns with your Iocal.school board trustees who are elected by, and accountable to; the communities that they serve. Under the EducationAtt, decisions regarding pupil accommodation are the responsibility of the school board. It would therefore be inappropriatefor mè to intervene in the school closure processes of your local school board. This ministry is working with school boards to ensure that1::Joards have adequàte ~ystems and procedures in plàceto respond to many local variables in their plannirìg and . decision making. Long~terní. plans prepared by boards as part of the Accountability FrameworkforPupil Acçommodationidentify\ssues boardsexp~ct to face over the next seyeralyears. I am confident that theseplanswill helpschooLboards make informed decisions about the best lohgcterm accommodation solutions; and ensure an effective learning environment for students across the province. 2007 ~iÆ .--J Ontario 'I'hank you for your c()(respondençe informing me of the.Council of the County of Elgin's support for the resolution of the Township of Malahide about the closure of schools in the Thames Valley District School Board. NOV 27 2 1 1 Bureau .dela vice~première,ministre etministre de.'Éducation 22" étage Édifice Mowat, 900, rúe Bay TÒronto ON:M7A1L2, T $I$p/]one: 416. 325'2600 Téléc~p¡eur :416325-2608 writing. Mrs. Sandra J. Deputy Clerk County oJ Elgin 450 Sunset Drive St. Thomas ON N5R 5Vt Beffren Thank you again for Office of the Qeputy Premier. and Mi¡;1ister of Education Floor Dear Mrs. Hêffren, 2002 Mowat Block, 22nd 900 Ba~ Street Toronto O.N . M7A 1 L2. Telephone: 416325-2600 Facsimile:- 416325~2608 November 25 Sincerely, Health Minister of Ministre de la Santé The Honourable/L'honorable A. Anne McLellan Ottawa, Canada K1 A OK9 200? 1 DEC ff'ðf\~ H,JT ~.Jti,,,,.,, ' 2 7 2002 Mr. JohnR. Wilson Warden NOV Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Dear Mr. Wilson: Thank you for your correspondence, co-addressed to the Minister of Health and Long- Tenn Care of Ontario, concerning provincial funding of community hospitals. I apologize for the delay in responding. Since my appointment, I have heard many similar concerns about the pressure on key parts of our health care system, including hospitals. As are most Canadians, the Government of Canada is eager to learn from the findings of the Commission headed by Mr. Roy Romanow about ways to improve how the funding on delivery of health care in Canada. The Government of Canada's main role in hospital funding is to transfer funds to the Government of Ontario. The allocation of these funds falls under provincial jurisdiction. In September 2000, the Prime Minister announced an increase of over $21 billion to the Canada Health and Social Transfer (CHST) over the following five years. By 2006, this announcement - which was based on an agreement of all first ministers - will have provided Ontario with an additional $8.1 billion in CHST cash transfers. In fiscal year 2001-2002, cash transfers to Ontario increased by 9.5 per cent over the previous year, this year they will increase again by 4 per cent. In addition to the CHST increase, various targeted funds were also announced to alleviate the pressure felt by hospitals in key areas, including: modernizing medical equipment, communication and infonnation technologies, and implementing primary health care refonn. 3 1 Canadã 2 Efforts to renew our health care system took a major step forward with the agreement on health that was reached by the first ministers of the federal government and the thirteen provincial and territorial governments, in September 2000. At that time, the first ministers affirmed their support for the principles of the Act, and identified key priorities that their governments would collaborate on to stabilize the system and to address short- and medium-term health care issues. The Commission now provides all Canadians with the opportunity to work together to ensure the long-term sustainability of our health care system. Following the delivery of Mr. Romanow's final report in November, the Prime Minister will convene a first ministers' meeting early in 2003 to put in place a comprehensive plan for reform, including enhanced accountability to Canadians and the necessary federal long-term investments, which will be included in the next budget. I believe that all governments will benefit from the important process being led by Mr. Romanow. You may be assured that I will continue to work with the Prime Minister, my provincial and territorial counterparts, and others, to ensure that we have a health care system that provides access to timely and quality care, remains true to the values of Canadians and the principles of the Act, and is sustainable over the long term. Thank you again for writing on this important issue. Yours sincerely, 4 i i A. Anne McLellan Thomas. Ontario N5P 1C4 Constituency Office: 542 Taibot Street St. lti Ontario Room 331 Main Legislative Building Queen's Park ~~,~ Ontario 1M lei: (519) 631-0666 :FaH919) 631-9478 Toil Free: 1-800-265-7638 STEVE PETERS,M.P.P. ELGiN'MIDDLESËX- LONDON I;:mail::steve peters-mpp-co "", '-, '. - @ontla.ola.org (416)325ëi'~5Q (416)325.-7262 steve",peteWh\þþ @ontlá:()lä:årg Tor......,lV. Tel Fax: Emai 200? 1 DEC Services November 29, 2002 Honourable Timothy Hudak Minister of Consumer and Business 351h Floor; Eaton Tower 250 Y onge Street Toronto, ON M7A lE9 Dear Minister: I am writing to you today in regards to slot machines at Western Fair Raceway in London, specifically about revenues the slots generate and where that money goes. Minister, I have one pointed question for you. Why doesn't St. Thomas or Elgin County receive any of the proceeds from the London slots? I understand five per cent of the gross revenue from provincial charity casinos goes to the local municipality for disbursement as it sees fit. But to my knowledge, municipalities in Elgin County have never received a dime from the London slots. Surely some of the people who enjoy the slots at Western Fair Raceway hail from St. Thomas or Elgin County municipalities. I believe St. Thomas and Elgin municìpalities deserve their fair share of the revenues from the London slot machines and it's time your ministry fixes this shortsighted situation. I would appreciate your reviewing this matter and promptly responding my office. Thanking you in advance for your time and consideration. Sincerely, ~k Steve Peters, M.P.P. Elgin-Middlesex-London 5 Cc: County of Elgin City of St. Thomas Town of Aylmer Bayham Township Municipality of Central Malahide Township Southwold Township Municipality of West Elgin Honourable Chris Hodgson, Minister of Municipal Affairs and Housing Mr. Bruce Crozier, Liberal Consumer and Business Services critic Mr. David Caplan, Liberal Municipal Affairs and Housing critic ,] .~ Elgin MFOA MUNICII'AL FINANCE OFFICERS' ASSOCIATION OF ONTARIO Beaubien Report On Friday, November 29, 2002, the Ministry of Finance released Marcel Beaubien's second and final report, entitled Property Assessment and Classification Review. (Mr. Beaubien's first report, released on April 2, 2001, dealt primarily with the governance and structure of the Ontario Property Assessment Corporation, now known as the Municipal Property Assessment Corporation.) Province Releases Final of the issues in his final report: The number, scope and definition of the property classes and sub-classes; The assessment methodology applied to unique properties; and The linkages between assessment classifications and related public policy objectives Government of Ontario Mr. Beaubien was given a mandate to review the following · · · To assist our membership in the expedient dissemination of this infonnation to their respective councils and municipal staff, MFOA has prepared the following consolidated version of those items that would affect the broadest cross section of municipalities. number of recommendations in the report, many of to review all of the recommendations in have particular implications for Please note that there are a considerable which will have varying local impacts. We thus urge you detail, so as to gain insight and understanding as to which ones your municipality. MFOA will be preparing a formal response to the government and accordingly would very much appreciate receiving your commf,!nts and feedback on the recommendations made by Mr. Beaubien. To that end, please forward your remarks to tom mLQa.on.ca. Alternatively, comments can also be faxed to MFOA at (416) Page 1 of 5 6 1 Tom Bradbury at 362-9226. 1 Bulletin - December 2, 2002 Municipal Finance Officers' Association of Ontario 512 King Street East, Suite 306, Toronto, ON, M5A IMI Phone: (416) 362-9001 Fax: (416) 362-9226 On the Web: http://www.mfoa.on.ca SUMMARY OF RECOMMENDATIONS Class "It is recommended that the multi-residential property class be combined with the residential class and that the municipal tax rate on multi-residential properties be reduced to the residential rate." (p. 45) Elimination of Multi-Residential · To facilitate a gradual transition towards the ultimate elimination of the multi-residential class, the number of units that define inclusion in the multi-residential class would become optional at the discretion of upper and single tier municipalities. (p. 49) Recommended changes to the Industrial Class definition terms "in connection with" and "producing or processing anything" definition of· the industrial class, leaving only "land used for It is recommended that the be removed from the manufacturing" (p. 37) . class. (p. 37) moved to commercial Research and Development activities class. (p. (p. 38) included in the industrial located in commercially-zoned areas not to be Grain elevators to be removed from the industrial class Any business 38) tier municipalities not granted status in appeal process. one level of municipal government should be given the : and for defending appeals in respect of properties within the upper-tier municipalities would introduce unnecessary p.11) Upper "It seems appropriate that only responsibility for appeal assessment¡ their borders. Giving appeal rights to duplication into the appeals system." · Restrictions on ratio and rates applied to parking lot and vacant land class. "It is recommended that restrictions be placed on the tax ratio of the parking lots and vacant land class to ensure that vacant land and railway yard properties are not penalized by the application of this class." (p.54) · Mandatory graduated tax rates for commercial property class. "It is recommended that the graduated tax rate mechanism, which is currently optional, be made mandatory for the commercial property class. The mechanism would require municipalities to apply lower tax rates to smaller lower-valued properties....It is recommended that the Province prescribe criteria for a minimum threshold and a maximum tax rate for the first band of assessment." (p. 68) . Page 2 ofS 7 1 1 Bulletin - December 2, 2002 Municipal Finance Officers' Association of Ontario 512 King Street East, Suite 306, Toronto, ON, M5A IMI Phone: (416) 362-9001 Fax: (416) 362-9226 On the Web: http://www.mfoa.on.ca levels öf tax No new property classes or sub classes. "The creation of new tax classifications would increase the disparity between the and it would add further complexity to the system." (p. 4) · different properties Any legislative or regulatory changes as a result of the report are not to be enacted retroactively. (p.5) and polices methodologies, assessment Appropriateness of providing public access to procedures to be studied. · them to understand for tax payers and to have a basic to enable In order they need "Property owners should be provided with sufficient information the basis upon which their property assessments are derived. municipalities to have confidence in the assessment. system, understanding about how the system operates." To this end, it is recommended that the Ministry of Finance/MP AC Joint Committee advise the government, within six months, "whether MPAC should provide expanded access to information about assessment methodologies, policies and procedures" (p. 7) Ministry of Finance / MP A C Joint Committee to serve as venue for stakeholder discussions re assessment and tax issues · "It is recommended that the Ministry of Finance I MP AC Joint Committee serve as an ongoing venue in which stakeholder groups can bring forward assessment and property tax issues that are causing concern with their particular sectors." (p. 9) "The Joint Committee was recently restructured to include representation from the office of the Minister of Finance, the MPAC Board of Directors and senior stafffrom both organizations." (p. 9) methodology. ".. ...it is believed that MP AC is in the best position to determine which assessment methodology is the most appropriate to apply in the circumstances of different types of properties." (p. 12) Province should not prescribe assessment · not recommended at telecommunication and to treat lines. "The imposition of a property tax on cables and telecommunications lines is this time....Any tax that may be considered in the future on the property of companies should be applied in such a way as to recognize the evolving technologies wireless and wire-based operations in an even-handed fashion." (p. 13). No taxation of cables and telecommunication · "It is recommended that the rail corridors and pipelines leased by the owner to another entity for purposes unrelated to the business of the owner should be assessed on an income basis." (p. 13) Page 3 of5 8 1 1 Bulletin - December 2, 2002 Municipal Finance Officers' Association of Ontario 512 King Street East, Suite 306, Toronto, ON, M5A IMI Phone: (416) 362-9001 Fax: (416) 362-9226 On the Web: http://www.mfoa.on.ca Tax Incentive Zones and eligibility criteria. recommended that zones be created in which property tax incentives (reductions or could be provided to businesses that construct new buildings or expand existing "It is exemptions) facilities." (p. · 18) to No assessment on improvements made for the sole purpose of environmental protection. are designed ". . . . . . businesses should not be penalized for adding features to a property that safeguard the integrity of surrounding lands and the safety of nearby residents." (p · 19) apply each in-year negative inclusion in the class It is recommended that a single, province-wide application deadline of December 31 year for the following tax year. MPAC would be authorized to issue supplementary notices to change the classification of eligible properties. (p. 22) Farms - Requirement to submit applications for · · be developed 'test' Farms - no change to assessment methodology, but recommended that a for farm lands in 'urban shadow" areas · While it is recommended that "changes not be made to the current method of assessing farm land," it is also recommended that MPAC develop a test to isolate farms in "urban shadow" areas to ensure that their assessed values are not higher than similar properties outside the "urban shadow." (p.23) Farm Buildings - three separate usage types proposed. It is recommended that farm buildings and related facilities be classified as follows to achieve better clarity, consistency and equity to the treatment offarm operations: (p. 25) · livestock) to ralSlng (e.g., growing and harvesting crops, primary agricultural production be assessed in the farm class value-retention activities (e.g. I) 2) storage) to be assessed in residential class value-added activities (e.g., processing farm products into new products, retailing of farm products) assessed in commercial or industrial classes. sorting, cleaning, 3) announcement in Ontario Budget to give municipalities the .25 of the residential tax rate. The change would not Farm Class Ratio flexibility. The report reiterates a previous option of lowering the farm ratio below be applicable to the education portion. (p . 30) Float homes taxable. . Page 4 of 5 9 1 1 Bulletin - December 2, 2002 Municipal Finance Officers' Association of Ontario 512 King Street East, Suite 306, Toronto, ON, M5A Ilyfl Phone: (416) 362-9001 Fax: (416) 362-9226 On the Web: http://www.mfoa.on.ca "If there is ambiguity in the definition of assessable property under the Assessment Act, it is recommended that the Act be amended to clarify that permanent dwellings located on the water are assessable in the same manner as dwellings located on land." (p. 31) applied in other jurisdictions," it is expense standard deduction should 5%, methodology that is management Methodology. "Having regard for assessment proposed that the standard deduction for and for chattels 15%. (p. 33) Hotel Assessment · in the commercial condo arrangements are all Change Hotel definition to ensure that suite, property class. · "It is recommended that 0 Reg. 282/98 be modified to capture facilities that are in the business of providing transient accommodations to the traveling public, regardless of whether on-site food service is provided and regardless of whether the property is a condominium." (p. 35) Prescribed tax rate system for pipeline class. It is recommended that the property tax treatment of oil and gas pipelines be changed from an assessment-based system to a provincially-prescribed tax rate for each municipality. (See report for details) (p. 56) · criteria satisfied "It is recommended that all residential units located in trailer parks, campgrounds and land lease communities be assessed and taxed at the residential rate if they meet the test of being assessable real property by exhibiting characteristics of permanency." (p. 70) Trailers to be taxed and assessed at residential rate if 'permanency' · increases to be reviewed. The report concludes with a recommendation that the current capping regime--while n.ot part of Beaubien's terms of reference-be made an issue for future consideration. It recommends that the Province conduct stakeholder consultations on the issue and that the province review "the progress that has been made in each municipality towards achieving full CV A since 1998, and that quantitative analysis be conducted to study the impact that taxpayers would experience in there were not mandatory caps in place." (p' 72) Bulletin - December 2, 2002 Municipal Finance Officers' Association of Ontario 512 King Street East, Suite 306, Toronto, ON, M5A 1M! Phone: (416) 362-9001 Fax: (416) 362-9226 On the Web: http://www.mfoa.on.ca Page 5 of5 20 1 Mandatory capping of assessment related tax · J CONSTITUENCY OFFICE 499 Talbot St SI. Thomas, Ontario Tel. (519) 631-3921 1-800-265-7810 (519)631-8555 HOUSE OF COMMONS OTTAWA,CANADA KIA OA6 OTTAWA OFFICE Room 658 Confederation Building House of Commons K1A OA6 Tel. (613)990-7769 Fax (613) 996-0194 200? !' DEC ST. THOMAS November 2002 Mr. Mark McDonald Chief Administrative Officer County ofElgin 450 Sunset Drive St. Thomas, ON N5R 5Vl Dear Mr. McDonald: Thank you for forwarding a copy of your letter dated November 4 to the Honourable Norm Sterling, the Honpurable Jerry Ouellette and the Honourable Robert Thibault regarding the erosion of the lakeShore on Lake Erie near County Road 42 in the east portion of the county. namely pilot project for I also appreciate recë\ying c~pies ofthe supporting documents, the geotechnical engineering design on slope stability report. If there is any way I mayj:itovideassistance in your letter of request to the three Ontario ministers to fund this pilot project, please do not hesitate to contact me. Yours truly, ~ Gar Knutson, PC,MP 1 2 1 GAR KNYTSON,rv1.P. Elgin-Middlesex-London .+. GK;~mc ~ ~ Ontario Ministère des AlTalres munlclpaleS et du Logement Mlni.try of Municipal Affairs and Housing Bureau du ministre Tl7 rue Bay Toronlo ON M5G 2E5 Tél: (416) 585-7000 lNWW.mah.gov.on.ca Office of the Minlslsr 777 Bay Slreet Toronto ON M5G 2E5 Tel: (416) 585-7000 www.mah.gov.on.ca December 6, 2002 Counci As you are aware, the MuniciDal Act, 2001 is a very important and comprehensive piece of legislation, which will come into effect on January 1, 2003. Head of Dear To assist your municipality in working with the new act, the Ministry of Municipal Affairs and Housing, in collaboration with the Association of Municipalities of Ontario and several other municipal associations, has launched an e-guide to the MuniciDaLAct 2001,. The e-guide, which can be accessed from a link on the ministry's home page www.mah.gov.on.ca and from the home page of each partner's Web site, is an electronic educational tool that compares the old act with the new, provides background to the legislation and regulations, and gives practical information on implementing the new act. Ontario; This initiative is the result ofthe combined efforts of: · the Ontario Municipal Administrators Association; · the Association of Municipal Managers, Clerks and Treasurers of · the Municipal Finance Officers' Association of Ontario; · the Ontario Good Roads Association; · the Francophone Association of Municipalities of Ontario; · the Association of Municipalities of Ontario; and · the Ministry of Municipal Affairs and Housing The e-guide has, and will continue to receive, postings of relevant material from these partners, as well as links to their Wèb sites. Please e-mail any comments you may have to eauide mah.aov.on.ca, /2 22 1 2 Head of Counci The Municipal Act, 2001 is a modem act for the province's 21 st century municipalities and the cornerstone of a new and stronger provinciàl-municipal relationship. I hope you will find the e-guide to be the valuable, useful and instructive tool that we intend it to be as, together, we build a healthy and prosperous future for Ontario. Sincerely, ~?:7 Chris Hodgson Minister 4" ... "M(tO . 11...._ II·III~-· MFOA .,- ....-..- .-- ...~~'-- . AFMO .tde ~ølMuniópali6e:lo.tOnlalio c: Clerk's Office 1 23 Ministère des Finances Bureau du ministre Ministry of Finance Office of the Minister t~ Ontario 7" étage, Édifice Frost sud 7, Queen's Park Crescent Toronto ON M7A 1Y7 T éléphone: 416 325·0400 Télécopieur: 416 325~0374 7th Floor, Frost Building South 7 Queen's Park Crescent Toronto ON M7A 1Y7 Telephone: 416 325-0400 Facsimile: 416325-0374 DEC 0 2 2002 Mr. John R. Wilson Warden íOO) ~3 DEC County of Elgin 450 Sunset Drive St. Thomas ON N5R 5Vl Dear Mr. Wilson, I am responding to a letter dated June 26, 2002, from Mrs. Sandra Reffren, Deputy Clerk, forwarded to me by Mr. Steve Peters, MPP, supporting the resolution from the City of Kingston regarding the Continued Protection for Property Taxpayers Act, 2000 (the Act). As you are aware, under the Fairness for Property Taxpayers Act, 1998, all municipalities were required to limit tax increases related to property tax refonn on business properties to no mOre than 10 percent in 1998, and a further 5 percent in 1999 and 2000. The Act continues our commitment to maintain limits on tax increases and to provide municipalities with the ability to use tax mitigation tools. This legislation limits property tax increases for businesses to 5 percent annually, calculated in relation to the taxes levied on each property in the previous year. The limit will remain in place until properties reach their full current value assessment. This allows for a gradual, manageable and predictable transition to reform. Our government's decision to continue limits on tax increases for subsequent years means that properties will continue to pay taxes based on their previous year's taxes until properties reach their current value assessment. The new cap is a more flexible version of the previous cap because it does not require all of the limits to be funded exclusively from restrictions on tax decreases. Municipalities are authorized, but not required to use tax decreases to fund the limit. This allows municipalities the discretion to flow through mOre tax decreases to those property owners who have been paying higher than average property taxes. In addition to providing needed stability and predictability for businesses, this legislation makes the system easier for taxpayers to understand and for municipalities to administer. ./2 24 1 Thal1k you again 2 and suggestions brought to my attention I appreciate having your comments for writing. Sincerely, Janet Ecker Minister 25 1 Mr. Steve Peters, MPP Elgin-Middlesex -London c. COUNTY OF ELGIN By-Law No. 02-32 BEING.A BY-LAW TO AUTHORIZE THE WARDEN.AND THE TREASURER TO BORROW UP TO THE SUM OF FIFTEEN MILLION DOLLARS' WHEREAS pursuant to Section 407 of the Municipal Act, 2001, being Chapter 25, S.O. 2001, the Council of the Corporation of the County of Elgin deems it necessary to borrow up to the sum of Fifteen Million Dollars ($15,000,000.00) to meet, until the taxes are collected, the current expenditures of the Corporation for the year; and that have Section 407 WHEREAS the total of amounts previously borrowed under not been repaid are Q Dollars; and WHEREAS the amount of the estimated revenues of the Corporation as set out in the estimates adopted for the current year and not yet collected (or, if the same have not yet been adopted, the amount of the estimated revenues of the Corporation as set forth in the estimates adopted for the next preceding year) is Thirty-Two Million, Five Hundred and One Thousand, Six Hundred and Sixty-Seven Dollars. BE IT THEREFORE ENACTED by the Municipal Council of the Corporation of the County of Elgin 1. That the Warden and the Treasurer or the Deputy Treasurer of the Corporation are hereby authorized on behalf of the Corporation to borrow from time to time, by way of promissory note, from the Bank of Montreal, a sum or sums not exceeding in the aggregate Fifteen Million Dollars ($15,000,000.00) to meet, until the taxes are collected, the current expenditures of the Corporation for the year, including the amounts required for the purposes mentioned in subsection (1) of the said Section 407, and to give, on behalf of the Corporation, to the Bank a promissory note or notes, sealed with the corporate seal and signed by them for the moneys so borrowed with interest at a rate not exceeding Prime per centum per annum, which may be paid in advance or otherwise. 2. That all sums borrowed from the said Bank, for any or all of the purposes mentioned in the said Section 407, shall, with interest thereon, be a charge upon the whole of the revenues of the Corporation for the current year and for all subsequent years, as and when such revenues are received. 3. Thatthe Treasurer or the Deputy Treasurer is hereby authorized and directed to apply in payment of all sums borrowed pursuant to the authority of this By"Law, as well as all the other sums borrowed in this year and any previous years, from the said Bank for any or all of the purposes mentioned in the said Section 407, together with interest thereon, all of the moneys hereafter collected or received on account or realized in respect of the taxes levied for the current year and preceding years and all of the moneys collected or received from any other source. which may lawfully be applied for such purpose. 2003. 1 take effect and come into force on January this by-law THAT 4. / ~ day of December 2002 time and finally passed this 1ih day of December 2002 Warden 126 1ih time this Mark G. McDonald, Chief Administrative Officer. and second READ a third READ a first COUNTY OF ELGIN BY-LAW NO. 02-33 "A BY-LAW TO PRESCRIBE THE FORM AND MANNER AND TIMES FOR THE PROVISIONuOF NOTICE' WHEREAS the Municipal Act, 2001, S. O. 2001, c. 25, S. 251, provides that where a municipality is required to give notice under a provision of this Act, the municipality shall give the notice in a form and in the manner and at the times that the council considers adequate to give reasonable notice under the provision; and WHEREAS it is deemed advisable to set out the minimum notice requirements for those actions for which the notice requirements are not prescribed under the provisions of the Municipal Act or its regulations; NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: DEFINITION_S In this by-law "Act" means the Municipal Act, 2001, S. O. 2001, c. 25 "Clerk" means the Chief Administrative Officer of the County of Elgin; "newspaper" means a printed publication in sheet form, intended for general circulation, published regularly; "published or publication" means published in a daily or weekly newspaper publication that, in the opinion of the Clerk, has such circulation within the municipality as to provide reasonable notice to those affected 1 NOTICE OF INTENTION TO PASS A BY-LAW - NOTICE OF PUBLIC MEETING Manner of Notice 2. Where notice of intention to pass a by-law or notice of a public meeting is required to be given, the Clerk shall Gause such notice to be published in a newspaper and also to be posted at each of the lower-tier municipal offices. Time of Notice 3. Where notice of intention to pass a by-law or notice of a public meeting is required to be given, such notice shall be provided in the time frame prescribed in the Act or its regul$tions, and if not so prescribed, notice shall be given at least once during the fourteen days prior to the proposed action being taken. Form of Notice 4. Unless otherwise prescribed in the Act or its regulations, where notice of intention to pass a byelaw or notice of a public meeting is required to be given, the form of the notice shall include the following information: (1) A description of the purpose of the meeting, or the purpose and effect of the proposed bylaw; (2) The date, time and location of the meeting; (3) Where the purpose of the meeting or proposed by-law is related to specific lands within the County, a key map showing the affected lands; (4) The name and address of the person who will receive written comments on the issue which is the subject of the meeting and the deadline for receiving such comments. (5) Idantification of the authority under is being givan. which the notice n Sections 2. 3 and 4 shall apply to the adoption of the 27 1 FINANCIAL Adoption of Annual BUdget 5. The notice provisions set out annual budget in total. -2~ Amendments to Budget 6. Where expenditure estimates approved in the budget have been subject to quotations or tenders quoting an amount greater than the estimated expenditure for that item, the approval process set out under the County Purchasing Policy shall apply, and notice of such amendment to the budget shall be included in the report and the printing of this item on the Council Agenda, with the notation "Amendment to Budget", shall constitute sufficient notice. New projects that have not been included in the annual budget shall be detailed in a staff report and notice of such amendment to the budget shall be included in the report and the printing of this item on the Council Agenda, with the notation "Amendment to Budget", shall constitute sufficient notice. 7 Operating Costs Incurred Prior to Budget Approval 8. Normal operating costs incurred prior to the adoption of the annual budget shall not require notice, and approval of such expenditures shall be deemed ratified upon the adoption of the annual budget. Improvements to Service 9. Unless otherwise designated by regulation, notice of improvements in the efficiency and effectiveness of the delivery of services by the County and its local boards; and barriers identified by the County and its local boards to achieving improvements in the efficiency and effectiveness of the delivery of services by them, shall be published in the newspaper at the same time as prescríbed in the Act for the publication of the Financial Statements of the County. GENERAL 10. Where separate by-laws have been enacted in accordance with provisions contained in the Act, the notice provisions set out in such by-laws shall prevail. No notice shall be required under this by-law, where the provision of notice wil interfere with the ability of Council to conduct business with respect to a matter permitted for a closed session under Section 239 of the Act. 11 12. Nothing in this by-law shall prevent the Clerk from using more comprehensive methods of. notice or providing for a longer notice period. EMERGENCY PROVISION 13. If a matter arises, which in the opinion of the Clerk, in consultation with the Warden, is considered to be of an urgent or time sensitive nature, or which could affect the health or well-being of the residents of the County of Elgin, or if a State of Emergency is declared, or if so advised by a Provincial Ministry, the notice requirements of this by- law may be waived and the Clerk shall make his/her best efforts to provide as much notice as is reasonable under the circumstances. 2003. 1 EFFECTIVE DATE 14. This by-law shall come Into force and effect on January day of December 2002 day of December 2002 Warden. 28 1 12th 1ih time and finally passed this Mark G. McDonald, Chief Administrative Officer. time this and second READ a third READ a first COUNTY OF ELGIN BY-LAW NO. 02-34 "A BY-LAW TO PROVIDE A SCHEDULE OF SERVICES AND ACTIVITIES SUBJECT TO FEES AND CHARGES BY THE COUNTY OF ELGIN' WHEREAS the Municipal Act, 2001, S.O. 2001, co 25, S. 391 states that a municipality and a local board may pass by-laws imposing fees or charges on any class of persons for services; and, WHEREAS the Municipal Act, 2001, S.O. 2001, c. 25, S. 392, requires that municipalities maintain and make available to the public a list indicating which services and activities it provides that are subject to fees and charges and the amount of each fee or charge; and, WHEREAS the Corporation of the County of Elgin does provide services and activities that are subject to fees and charges. the County of Elgin of the Corporation of Counci the Municipal NOW THEREFORE enacts as follows: 1 THAT Schedule "A" attached hereto and forming part of this by-law setting out services and activities which are subject to fees and charges and the amount of such fees or charges be and is hereby adopted. 2003 1 this by-law come into force and effect on January THAT 2 1 ih day of December 2002 time and finally passed this 12th day of December 2002 Warden 29 1 time this Mark G. McDonald, Chief Administrative Officer. and second READ a third READ a first -2- SCHEDULE "Au By-Law No. 02·34 The Corporation of the County of Elgin has deemed it advisable to provide activities and services that are subject to fees and charges. The following list details such activities and services and the fees and charges that apply: under the Munici GENERAL Fee 00 per sheet $1 Service Photocoøies for the Public Copy charge per printed page under ihe Municipal Act ARCHIVES Membership Fee General Fee Service n/a $25.00 Annual Membershi, $30.00/hour $30.00/hour -Distance Research Lon, $0.50/page $0.75/page $4.00/file $0.75/page $1.00/page $5.00/file Microfilm Reader/Printer Letter/legal 11x17 CD-ROM $0.25/page $0.50/page $1.00 $0.50/page $0.75/page $1.00 File Photoco, 'ina/Scannin. Letter/legal 11 x17 Disks $10.00 ($6.00 for second print) $13.00 ($8.00 for second print) $18.00 ($10.00 for second print) $26.00 ($20.00 for second print) on a case by case basis $15.00 $12.00 ($6.00 for second print) $15.00 ($8.00 for second print) $20.00 ($10.00 for second print) $30.00 ($20.00 for second print) on a case by case basis $15.00 Photoaraøh Prints 4x5 5x7 8x10 11x14 Larger sizes 35 mm slide $1.00/each $12.00/each $25.00/each $1.00/each $4.00/each $1.00/each $12.00/each $25.00/each $1.00/each $4.00/each Suøølies Archival sheet protectors Acid-free storage box Newspaper storage box Acid-free file folders Film-marking pens Maximum Overdue Fine under the Public Libraries Act Dai Overdue Overdue Fine CharQe COUNTY LIBRARY Service $6.00 $6.00 $6.00 $4.00 $10.00 $.05 per day $.50 per day $.50 per day $.05 per day $1.00 per day 30 1 Adult & Juvenile Books CD Roms Music CD's Paøerbacks Videos -3- Maximum Overdue Fine Dailv Overdue Overdue Fine Charae continued COUNIYLlBRARY Service $1.50 $0.50 $2.50 $1.00 Sendina Local Each Additional Page Long Distance Each Additional Page ReceivinQ Per Page Fax Machine 00 (if they charge) $10.00 plus shipping (if they charge) $15.00 plus shipping $1 Canadian Library or University U.S. Library or University Loan Inter:/ibra $0.25 $0.60 $1.25 Black & White Colour Diskette Purchase Internet Printin, Actual Cost plus .$5.00 Processing Actual Cost plus $5.00 Processing $12.00 Actual Cöst plus $5.00 Processing $27.00 $20.00 $3.00 $30.00 $20.00 $7.00 Lost or Damaaed Materials Adult Videos Audio Books Cassettes CDcRoms Hardcover Juvenile Videos Magazines Microfilms Music CDs Paperbacks 00 $1 Page Per Scannina under the Munici ELGIN COUNTY PIONEER MUSEUM Fee Adults $2.00 including taxes Students and children aged 4·18 $0.50 including taxes Infants and children under 4 No charge Service Admission $5.00 Annual $100.00 Lifetime MembershÍi $20.00 including taxes $15.00 including taxes Rates Meetina Room Rental General Public Elgin County Women's Institute Branches Proarams Delivered Adult off-site programs plus mileage $30.00 plus GST, at $0.35/km. $1.75 including taxes per child Chaperones are no charge tours and children's group tours of Museum School School programs offered in-school including rented teacher's kit $3.00 including taxes per child. Fees for various programs delivered by the Museum vary according to the program 1 1 3 Note -4- ENGINEERING Fee Service $3.00 each $53.50 ($50.00 + $3.50 GST) $42.80 ($40,00 + $2.80 GST) $100.00 $500.00 Rooms/Lounge Road Occuoancv Permit (authoritv under Public Hiahwav & Transportation Act To regulate the construction or alteration of any $100,00 entranceway, private road or other facility that permit access to County Roads $25.00 Tender Documents authoritv under the Munici under the Homes for the A, HOMES FORSENIORS Fee $13.00 per day (Activity and Meal) $16.00 per day (Activity, Meal and Transportation) $18,00 per day (Activity, Meal, Transportation and Bath) $20.00 per day (Activity, Meal, Transportation, Bath and Hand Waxing for Arthritic pain) Homes Service Adult Da $7.00 $9.00 $15.00 $30.00 Barber/Ha"dresser Elgin Manor and Terrace Lodge Hair Cut Wash and Set Wash, Cut and Set Permanent Wave $6.00 $8.00 $2.00 $8.00 $14.00 $32.00 Barber/Hairdresser Bobier Villa Men's Hair Cut Ladies' Hair Cut Shampoo only Wash and Set Wash, Cut and Set Permanent Wave Not available $11.50 per month Market Rate 32 1 Cable TV Elgin Manor Terrace Lodge Bobier Villa -5- continued HOMES FOR SENIORS Fee Cost of drug plus $2.00 ODB co-payment Health ~ard 65, Service Market Rate $15.00 per visit $20.00 per visit NewslJalJer POdiatrv - Elgin Manor and Terrace Lodge - Bobier Villa Full rate Basic $47.53 per day (monthly rate $1,445.71) Full rate Semi Private $55.53 per day (monthly rate $1,689.04) Full rate Private'$65.53 per day (monthly rate $1,993.21) Respite (Short Stay) $30.90 per day Resident fees at all Homes Note: Residents may apply for a rate reduction based on annual income Market transportation rate plus, if accompanied by staff, the employee's hourly rate of pay times the length of absence from the workplace, plus benefits if applicable TranslJodaüon/AccomlJanimentofStaff month $6.00 per Valet (mending of clothing) 15% per year (i.e. installment due on the 15th and not received until the 16th, one day of interest would be charged) under the Municipal Act ~ate paymenfof County Levy under the Municipal Act HUMAN RESOURCES (authorit Fee Service $10.00 per photo $5.00 per photo Identification Badge Photo Family and Children's S.ervices Loss of Employee Identification Badge .Act under the Plannin LAND DIVISION Fee $500.00 $500.00 $200.00 Service Application for Consent Application for Validation Certificate Stamping Deed If an Application for ConsenWalidation is: (i) withdrawn at least fourteen (14) days prior to the hearing date $50.00 will be retained Ifamendedat least fourteen (14) days prior to the hearing date, an additional $50.00 will be charged. If amended after retained. (ii) withdrawn after the time limit set in (i), the entire fee will be the time limit set in (i), an additional $50.00 will be charged. (Hi) requested to be reconsidered once consent has been granted, in order to alter the original decision in a minor way, it will be treated as if it were a new application, and a fee of $50.00 must accompany the letter explaining the reason for the change. 133 -6- continued LAND DIVISION ConsenWalidation is: (iv) requested to be deferred from having action taken on it, by the applicant, in writing, whether after or before a hearing date has been set, a fee of $100.00 must accompany the request for deferral. If an Application for Offences Act under the Provincial PROVINCIAL OFFENCES Fee $3.20 per page for first copy $.55 per page for additional copies ts Service TranscriJ Prosecution 34 1 Note: Not applicable to Judiciary, Crown, or COUNTY OF ELGIN By-Law No. 02-35 BEING A BY~LAW TO_ESTABLISH A PAY SCHEDULE FOR EMPLOYEES COVERED BY THE JOB EVALUATION SCALE' WHEREAS Section 207 (45) of the Municipal Act, being Chapter M.45 of the Revised Statues of Ontario, 1990, as amended, authorizes a council to pass a by-law to fix remuneration for officers and employees of the municipal corporation and WHEREAS By·Law No. 01-06 presently establishes pay schedules for positions not covered by agreements or otherwise; and to establish the remuneration to be paid to the persons WHEREAS it is necessary holding these positions. the Municipal Council of the Corporation of the County of Elgin NOW THEREFORE enacts as follows: be and the same are hereby 1 1 . That the attached Schedule "A" and Appendix adopted. That BYeLaw No. 01-06 be and the same is hereby repealed. pay of 2003. That this By-Law become effective on the first 2 3. day of December 2002 day of December 2002 Warden. 3S 1 1ih finally passed this 12th M.G. McDonald, Chief Administrative Officer. time this and second time and READ a third READ a first -2- SCHEDULE "A" By-Law No. 02-35 POSITIONS No Level Level 10 Level 8 Level 5 Level 5 Level 3 Level 3 Level 2 Level 13 Level 10 Level 9 Level 6 Level 3 Level 14 , Level 12 Level 11 Level 10 Level 8 Level 8 Level 7 Level 3 Level 12 Level 9 Level 5 Level 3 Level 8 Level 3 Level 14 Level 10 Level 7 Level 5 Level 3 Level 5 Level 2 Officer ADMINISTRATIVE SERVICES Chief Administrative Officer Deputy Clerk Emergency Measures Co-ordinator Land Division Secretary-Treasurer WeedlTree Inspector/By-Law Enforcement Clerk/Typist 3 Provincial Offences Administrative Clerks Clerk/Typist 2 1 ENGINEERING SERVICES Manager of Engineering Services Technical Services Officer Corporate Facilities Officer Construction Technician Clerk/Typist 3 2 HOMES AND SENIORS SERVICES Director of Homes & Seniors Services Assistant Director of homes & Senior Services Director of Nursing - Elgin County Homes Assistant Director of Nursing - Homes Administrative Officer Support Services Supervisors Supervisor - Leisure Time & Activities Clerk/Nursing 3 3. LIBRARY ~ERVICES Manager of Library Services Library Co-ordinator Branch Supervisor Clerk/Typist 3 4. ARCHIVES Archivist Archivist 5. Assistant HUMAN RESOURCES Director of Human Resources Human Resources Officer Human Resources Coordinator Payroll/Benefits Coordinator Clerk/Typist 3 6 36 ELGIN COUNTY PIONEER MUSEUM Manager of Elgin County Museum Museum Assistant 7 Level 13 Level 7 Level 3 Level 6 37 1 -3- 8. FINANCIAL SERVICES Director of Financial Services Accounting Clerk 7 Accounting Clerk 3 9. INFORMATION TECHNOLOGIES Network Support Person -4- APPENDIX 1 BY-LAW NO. 02-35 HOURLY WAGE SCHEDULE - 2003 Estimated Estimated Salary Annual Salary Annual Salary Level at Base Rate Base Step 1 Step 2 Step 3 Step 4 Step 5 Job Rate at Job Rate 16 85,785.05 47.13 49.02 50.98 53.02 55.14 57.35 59.64 108,545.46 15 78,701.88 43,24 44.97 46.77 48.64 50,59 52.61 54.72 99,582.99 14 72,203.56 39.67 41.26 42.91 44.63 46.41 48.27 50.20 91,360.54 13 66,241.80 36.40 37.85 39.37 40.94 42.58 44.28 46.05 83,817.01 12 60,772.30 33.39 34.73 36.12 37.56 39.06 40.63 42.25 76,896.34 11 55,754.40 30.63 31.86 33.13 34.46 35.84 37.27 38.76 70,547.10 10 51,150.82 28.10 29.23 30.40 31.61 32.88 34.19 35.56 64,722.11 9 46,927.36 25.78 26.82 27.89 29.00 30.16 31.37 32.63 59,378.08 8 43,052.63 23.66 24.60 25.59 26.61 27.67 28.78 29.93 54,475.31 7 39,497.82 21.70 22.57 23.47 24.41 25.39 26.40 27.46 49,977.35 6 35,943.02 19.75 20.54 21.36 22.21 23.10 24.03 24.99 45,479.38 5 32,708.15 17.97 18.69 19.44 20.22 21.02 21.87 22.74 41,386.24 4 29,764.41 16.35 17,01 17.69 18.40 19.13 19.90 20.69 37,661.48 3 27,085.62 14.88 15.48 16.10 16.74 17.41 18.11 18.83 34,271.95 2 24,647.91 13.54 14.08 14.65 15.23 15.84 16.48 17.14 31,187.47 1 22,429.60 12.32 12.82 13.33 13.86 14.42 14.99 15.59 28,380.60 0 20,410.93 11.21 11.66 12.13 12.62 13.12 13.64 14.19 25,826.34 38 I COUNTY OF ELGIN By-Law No. 02-36 BEING A BY-LAW TO ESTABLISH A RATE TO BE PAID FOR PERSONAL VEHICLES USED FOR CQUNTY BUSINESS AND TO REPEAL BY-LAW NO. 00-25" WHEREAS Section 243(1) of the Municipal Act, being Chapter M.45 of the Revised Statues of Ontario, 1990, as amended, authorizes a council to pass by-laws for paying in part or whole such expenses of members of council and of the officers and employees of the municipality as are actually incurred as a result of their acting either within or outside the municipality in their capacity as members of councilor officers or employees of the municipal corporation; and WHEREAS Section 243(3) of the said Act authorizes a council to pass by-laws providing for the payment of specified amounts calculated according to a specified rate in lieu of the amount of actual expenses incurred in respect of items of expenditure specified in the by"law where the specified amounts or rates reasonably reflect the actual expenses that would be incurred; and WHEREAS By-Law No. 00-25 established the rate to be paid for personal vehicles used for County business. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. That members of Council, officers, employees, appointees to the Land Division Committee, appointees to other boards and any other persons, who use their personal vehicle for County business, shall be reimbursed at the following rate $.38 per kilometre. 2003. 1st, That By-Law No. 00-25 be and the same is hereby repealed That this by-law come Into force and take effect on January 2 3. 1 ihday of December 2002. 1 ih day of December 2002 Warden. 39 1 time and finally passed this Mark G. McDonald, Chief Administrative Officer. time this and second READ a third READ a first COUNTY OF ELGIN By-Law No. 02-37 "TO REGULATE THE_PROCEEDINGS IN THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AND COMMITTEES THEREOF. AND TO REPEAL BY-LAWS NO. 96-17 AND 96-35' BEING A BY-LAW to make and establish rules and regulations for governing the proceedings of Council, the conduct of its members, the call of meetings, the regulations and directions of County Council, pursuant to Section 55(2) and Section 102, Chapter MA5, of the Municipal Act, R.S.O., 1990, as amended. WHEREAS the Council of the Corporation of the County of Elgin did pass By-Law No. 96-17, and amendments thereto, in order to make and establish rules and regulations for governing the proceedings of Council; and WHEREAS it is deemed necessary and expedient to repeal said By-Laws and consolidate all former and current amendments into one comprehensive document. Elgin the Corporation of the County of the Municipal Council of NOW THEREFORE enacts as follows: PROCEEDINGS IN COUNCIL I MEETINGS AND ADJOURNMENT OF COUNCIL 1. In all the proceedings had or taken in the Municipal Council of the Corporation of the County of Elgin, the following rules and regulations shall be observed, and shall be the rules and regulations for the order and dispatch of business in the said Counci meeting of each in the evening on the session, such 2. The first meeting of Council, after a regular election and the first subsequent year of its term, shall be held at the hour of seven o'clock the second Tuesday in December, and for every other day or sitting in hour shall be regulated at the previous adjournment or recess. 3. Unless there shall be a quorum present in half an hour after the time appointed for the meeting of Council, the Cpuncil shall then stand absolutely adjourned until the next regular hour bf meeting, and the Chief Administrative Officer or the Deputy Clerk shall, if required by two members, take down the names of the members present at the expiration of such half hour. 4. The Council shall always recess/adjourn at the hours of twelve o'clock, noon, and six o'clock, afternoon, if in session at these hours, unless otherwise determined by a resolution, but shall always adjourn at the hour of ten o'clock, evening. the unti places on adjournment, their 5. The members of the Council shall not leave Warden or other Presiding Officer leaves the Chair. of the whole number Quorum - a quorum shall be defined as a majority of members required to constitute Council. a) 6. All meetings shall be open to the public. Persons may only be excluded when Council is in Committee Of The Whole and proceeding In-Camera. b) Special Meeting - The Warden may, at any time, summon a special meeting 1 40 i) c) -2- The Warden shall, on requisition in writing signed by a majority of the members of Council, call a special meeting of the Council and, in the case of the absence or the neglect or refusal of the Warden to COnvene such a meeting, the Chief Administrative Officer or the Deputy Clerk shall call a special meeting for the purpose and at a time mentioned in the written petition. iì) II ORDER OF PROCEEDINGS IN COUNCIL 1. As soon after the hour of meeting as there shall be a quorum present, the Warden shall take the Chair and members present shall be called to order. 2. In case the Warden shall not be in attendance, the Chief Administrative Officer or the Deputy Clerk shall call the meeting to order, until a Deputy Warden shall be chosen, and the member so chosen to preside shall take the Chair during the absence of the Warden, but at the meeting only at which the member has been so chosen. 3. Immediately . after the Warden or other Presiding Officer shall have taken his seat at the first day of each meeting. the minutes of the preceding meeting as mailed to each member shall be adopted as printed or amended and shall be signed by the Warden and the Chief Administrative Officer or the Deputy Clerk. the Warden shal motion, 4. When two or more members wish to speak to a question or name the member who is to speak first. 5. When the Warden or other Presiding Officer is putting the question, no member shal walk across or out of the room, nor interrupt the speaker, except to a question of order, nor pass between the speaker and the Chair. 6. Any member called to order shall at once cease speaking, unless permitted to explain, and the ruling of the Warden or other Presiding Officer shall be final, unless otherwise decided by the Council on an appeal from such ruling 7. No member shall spéak disrespectfully of The Reigning Monarch, or of any of the Royal Family, nor of the Governor-General, Lieutenant-Governor, nor other person administering the Government of Canada, or of this Province; nor shall he use offensive words neither against this Council, nor against any member thereof. while Council is the Council Chamber partake of food in shall smoke or 8. No member meeting. No member shall speak beside the question In debate. 10. Any member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a member while speaking. 9. all other unti 11 No member shall speak more than once on the same question members havé had the opportunity to speak to the question. 12. After a motion is passed, or a report adopted, no motion to alter or amend the same shall be considered during the same meeting of Council, unless the motion to alter or amend is moved and seconded by two members from among those who voted with the majority that carried said motion or report 13. Upon a division of any question before the Council, except Committee Of The Whole (In-Camera), and if required by any member of the Council, the names of those voting on the matter before the Council shall be recorded YEA or NAY as the members vote on the question. All members present during a division must vote. 14. Questions under the proper Orders Of The Day may bé put to the Warden or other Presiding Officer, or through him to any member of the Council, relating to any motion, or other matter connected with the business of the Council or the affairs of the County, but no argument or opinion is to be offered, nor any facts stated, except so far as may be necessary to explain the same; and in answering any such questions a member is not to debate the matter to which the same refers. 1 4 1 County to as referred be 3- Warden, shal the except the Counci 15. Members of Councillors. 16. At any time when a vote, taken by a show of hands, is unclear as to the outcome, the Warden or other Presiding Officer may request the members to stand to indicate their YEA or NAY. then be recorded vote shal tie vote on any question. by a show of hands, a 17. Upon a taken. tie recorded vote the question shall be considered a defeated motion III ORDERS OF THE DAY Upon a 18. 1. The Chief Administrative Officer or the Deputy Clerk shall have prepared for the use of the members the general Orders Of The Day, containing Meetin Meeting Called to. Order Adoption of Minutes Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations Motion to Move into Committee Of The Whole Council Reports of Councillor~, Outside Boards and Staff Council Correspondence i) Items for Consideration Ii) Items for Information (Consent Agenda) Other Business: i) StatemenUlnquiries by Members ii) Notice Of Motion iii) Matters of Urgency In-Camera Items Recess Motion to Rise and Report Motion to Adopt Recommendations from the Committee Of The Whole Consideration of By-Laws Adjournment. ReQular 8th 9th 10th 11th 12th 13th 14th 1 st 2nd 3'd 4th 5th 6th th InauQural Meetin Roll Call Election of Warden 1) Candidates for Warden to Stand 2) Prospective Candidates to Speak (alphabetical order) 3) Proceed with Election (Ballot - Resolution) Signing of Declaration of Office and Oath of Allegiance Gowning Presentation by Past Warden - Chain of Office - Lord Elgin Watch - Gavel of. Office Warden's Address Adoption of Minutes Consideration of By·Laws Warden to Recommend Appointments to Outside Boards and Committees Other Business: i) Statements/Inquiries By Members ii) Notice of Motion Iii) Matters of Urgency 1st 2nd 3'd 4th 5th 6th 7th 8th 9th 10th 42 1 Recess. 11th -4 OTHER BUSJNESS 2. Members When a Councillor(s) wishes to inform the Council of a matter that does not require action and consideration by the Councilor wishes clarification of a matter, such information may be announced under the sub-section known as "Statements/Inquiries by Members". It is understood that these announcements are made solely for Council's information and that under no circumstances shall Council undertake an action within this category. a) Notice of Motion Notice of Motion shall be received by the Chief Administrative Officer or the Deputy Clerk at any time Council is meeting and in his office in advance of the production and distribution ofthe agenda material and shall be printed in the agenda. b) A Notice of Motion shall be dealt with by the Council, at the Council meeting at which it appears printed in the agenda. A Notice of Motion that is not printed in the agenda shall be dealt with in the order of business of motions at any subsequent meeting of the Council. Matters of Ur, When a Councillor(s) wishes to inform Council of a matter that must be considered immediately, due to extreme time constraints or utmost importance, the Council, by majority vote, shall determine if the matter is admissible and requires immediate action. Only matters of urgency, which have been previously presented to the Warden and recommended as admissible, shall be considered by the Council without prior notice. c) 3. The business shall, in all cases, be taken up in the way in which it stands upon the Orders Of The Day, unless otherwise determined by a vote of the majority of the members present taken without debate thereon. 4. All motions shall be seconded before being debated or put to vote; and all motions \ .. . shall be read and shall then be conveyed to the Warden, who may again read the same. 5. After a motion has been received by the Warden or other Presiding Officer, it shall be deemed to be in possession of the Council, but may be withdrawn at any time by consent of a majority of the members present. an outside board shall preclude al 6. A motion to refer the main motion to staff or amendment of the main question until decided. A motion to adjourn shall always be In order unless a vote is being taken. 7. supersede the main motion. 9. All amendments shall be put in the reverse order in which they are moved; and every amendment submitted shall be reduced to writing, and be decided upon or withdrawn before the main question is put to vote. A motion to table is always In order and wi 8. There shall not be more than two (2) amendments to the main question 10. shall be allowed to either amendment. 12. After any question is finally put to vote by the Warden or other Presiding Officer, no member shall speak to the question, nor shall any other motion be made until after the result is declared. amendment (1 ) more than one Not 11 13. Whenever the Warden or other Presiding Officer is of the opinion that a motion offered to the Council is contrary to law, or the rules and privileges of the Council, he shall apprise the members thereof immediately. Members shall always take their places when any division is called 15. When the Warden or other Presiding Officer is called on to decide a point of order or practice, he shall state the rule or authority applicable to the case. 1 43 14. -5 IV ORDERQF PROCEEDINGS IN CQMMITTEEOF THE WHOLE AND IN-CAMERA Purpose: When Council wishes to consider a subject(s) with all the freedom granted an ordinary committee, it may refer the matter to Committee Of The Whole, meaning members may speak more than once to the same question and the limitations on length of speaking, if any, are relaxed. 1. Whenever it shall be moved and carried that the Council go into Committee Of The Whole and In-Camera, the Warden or other Presiding Officer may leave the Chair, and may appoint a Chair, who shall maintain order in the Committee. 2. The rules of the Council shall be observed in Committee Of The Whole, so far as may be applicable. 3. The Chair, subject to an appeal to the Council, shall decide questions of order arising in Committee Of The Whole, and if any sudden disorder should arise in the Committee, the Warden or other Presiding Officer will resume the Chair, without any question being put. the question rise and report, (In-Camera) to 4. On motion in Committee Of The Whole shall be decided without debate. The only motions allowed while In-Camera are: rise without reporting rise and report refer the matter to a committee motion to mOtiOn to motion to 5. a) b) c) (if applicable) In Camera meetings: Pursuant tp Section 55, of the Municipal Act, when a mOtion to go In-Camera is Carried, the Warden or Chair may, with the approval of the COunCil, exclude such persons as deemed appropriate from the meeting room. Exclusion of Persons from Committee and Co unci 6. a) the meeting room without the leave and re-enter When In-Camera, no one shall approval of the Warden or Chair. b) A meeting or part of a meeting may be closed to the public if the subject matter being considered is, c) local body has the security of the property of the municipality or local board; personal matters about an identifiable individual, including municipal board employees; a proposed or ending acquisition of land for municipal or local board purposes; labour relations or employee negotiations; litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; the receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; a matter in respect of which a council, board, committee, or other authorized a meeting to be closed under another Act. or ) i) iii) Iv) v) vii) vi) A meeting shal be closed to the public if the subject matter relates to the consideration of a request under the MuniCipal Freedom of Information and Protection of Privacy Act if the Council, board, commission or other body is designated as head of the institution for the purposes of that Act. d) the public, a to to be closed is that Before holding a meeting or part of a meeting council or local board shall state by resolution: e) the fact of the holding of the closed meeting; and the general nature of the matter to be considered at the closed meeting. i) ii) If a meeting is closed to the public, no resolution or record of the meeting shal disclose any information that the Head of an institution is not permitted to disclose under the Municipal Fre.edom of Information and Protection of Privacy Act. 144 f) 6- taking of a vote. Despite this section a meeting. shall not be closed during the V REPORT~ - PRQVISIQN OF NOTICE g) 1. A report before the Council that requires enactment of a by-law, with notice, shall be subject to the terms of the "Provision of Notice By· Law" and said report shall be presented at one meeting and the enacting by-law shall be presented at the next consecutive meeting. VI BEADING_OF BY-LAWS AND PROCEEDINGS or the Deputy the Chief Administrative Officer 1. Every by-law shall be introduced by Clerk and shall be authorized by Council. or the Deputy Clerk shal 2. After by-laws have passed, the Chief Administrative Officer be responsible for their corrections should they be amended. All by-laws shall be given three readings before taking effect. 3. All by-laws adopted shall be printed in the proceedings of the Counci VII PETITIONS. DELEGATIONS AND COMMUNICATIONS 4. 1. Every petition, protest, or other written application intended to be presented to the Council, must be legibly written or printed on paper, and signed by at least one person, complete with their mailing address and telephone number. 2. Every member presenting any petition, protest, or other written application to the Council, shall examine the same, and shall be answerable that they contain only relevant or proper matter, and that the same is respectful and temperate in its language; he shall also endorse thereon the name of the applicant and the substance of such application, and sign his name thereto, which endorsement only shall be read by the Chief Administrative Officer, unless a member shall require the reading of the paper, in which case the whole shall be read. 3. All petitipns or other written communications received prior to Council on any subject within the cognizance of any outside board shall, on presentation, be referred to the relevant outside board by resolution. Any matters arising subsequently shall be referred by the Warden without motion; and no member shall speak upon, nor shall any debate be allowed on the presentation of any petitions or other communications to the Council. 4. Any person or group of persons, wishing to address the Council, shall be required to make the necessary arrangements through the Chief Administrative Officer, at least eight (8) days prior to the date of the Council meeting. Written briefs shall be provided so that sufficient time will permit distribution to the members of Council, prior to the said meeting. 5. Once a delegation has addressed the Council, no further request on the same issue will be entertained until written information is produced to the Council and they agree that another visit is warranted. A delegation shall be limited to a maximum of twenty (20) minutes. 7 The Chief Administrative Officer or the Deputy Clerk shall provide all individuals or groups, indicating that they wish to address the Council, with a copy of the appropriate section of the Procedural By-Law dealing with delegations. 6. VIII ORGANIZATION OF COMMITTEES 1. The Warden shall recommend and the Council shall appoint representatives from within their membership to various committees/boards/agencies at the first meeting in December of each year. 45 one position on any least to at -7- All members of Counci shall be appointed committee/board/agency. a) 2 committee/board/ to serve on any All members of Council are equally eligible agency. b) but no 3. Agendas for Council will be released to the public and the press upon request sooner than four (4) days in advance of the meeting does it SpecialCpmmittees The Council may appoint Special Committees if an issue must be addressed and not fall within the scope of management staff. 4. ointments Vacancies/Ai 5. Counci Committee/board/agency vacancies, which occur during the year, shall be filled at IX OTHER COMMITTEES/BOARDS/AGENCIES NO. OF APPOINTEES Warden + 2 1 3 5 1 1 2 1 1 All members of Counci COMMITTEE NAME Dispute Resolution Elgin County Pioneer Museum Elgin-St. Thomas Health Unit Land Division St. Thomas·Elgin General Hospital St. Thomas-Elgin Tourist Association Social/Entertainment Thames Valley District Health Counci Tillsonburg District Memorial Hospital Waste ManagemenULiaison X DUTIES OF COMMITTEES 1. The general duties of the Select Committees of the Council shall be to report to the Council at least annually, and as often as the interests of the County may require, on all matters connected with the duties imposed on them respectively, and to recommend such action by the Council in relation thereto as may be deemed necessary. 2. ReportinQ least the activities at Appointees to committees/boards/agencies shall present a report on once a year to County Council, according to the following schedule: JULY MEETING St. Thomas-Elgin General Hospital Tillsonburg District Memorial Hospital SEPTEMBER MEETING Elgin"St. Thomas Health Unit Thames Valley District Health Co unci OCTOBER MEETING Association Thomas-Elgin Tourist St. NOVEMBER MEETING Elgin County Pioneer Museum Land Division Committee 46 1 8- NOTE: The Waste ManagemenULiaison Committee, the Dispute Resolution Committee, and the Social/Entertainment Committee meet on an infrequent basis, therefore scheduled reporting for these committees may not be required. Members can, of course, report to Council at any time and more frequently if they wish XI SOCIAL/ENTERTAINMENT COMMITTEE (SEC 1. The Social/Entertainment Committee shall be an Ad Hoc Committee of the Council consisting of two (2) Members of Council, with the understanding that the workload will be divided, thereby not placing undue hardship on one Member. 2. The SEC shall oversee and implement all social arrangements concerning County functions, including, but notlimited to the following: organizing and conducting the Warden's Banquet organizing hospitality rooms. a) b) time as required from time to The SECshall report to the Counci 3. The Deputy Clerk shall be Secretary/Co-ordinator for the SEC XII MQNEY APPRQPRIATIONS. ACCOUNTS. EXPENDITURES, CONTRACTS AND IMPROVEMENTS 4. 1. No tenders shall be accepted on behalf of the County Corporation for any purpose unless a certified cheque accompanies such tender for such amount as the Council may determine. the with interfere or to di rect 2. No member of the Council shall have power performance Of any work for the County Corporation. XIII ELECTION OF WARDEN 1. The Chiêf Administrative Officer or the Deputy Clerk of the County shall take the Chair at seven o'clock in theevenirìg of the second Tuesday of the month of December in each year, or at such hour and on such day thereafter as he shall find the majority of the Members of the Council present in the Council Chamber. each 2. The Chief Administrative Officer or the Deputy Clerk shall prepare ballots for member with the names of the members written or printed thereon. 3. The Chief Administrative Officer or the Deputy Clerk shall announce that any person aspiring to the position of Warden shall be granted an opportunity, not exceeding five (5) minutes, to address the Council. Candidates will address Council in alphabetical order. 4. The Chief Administrative Officer or the Deputy Clerk shall inform the members that he is ready to proceed with the election of one of their number to be Warden, unless only one member indicates his intention to run for the Office, in which case the election procedure is dispensed with in favour of a resolution appointing the Warden. Voting shall be by secret ballot and balloting will continue until a candidate obtains a majority of votes. The Chief Administrative Officer or the Deputy Clerk shall count the votes, in the presence of a representative of the County's auditing firm if in attendance. a) 5. the the candidate receiving In the event there are more than two (2) candidates, lowest number of votes shall retire after each ballot. b) By motion, the Chief Administrative Officer or the Deputy Clerk shall be directed to destroy the ballots after the election has been completed. 47 1 c) -9 6. For the purposes of electing the Warden, each member of County Council shall have one vote. 7. n the case of an equality of votes for Warden, the successful candidate shall .be determined by the Chief Administrative Officer or the Deputy Clerk placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by a person chosen by the Chief Administrative Officer or the Deputy Clerk. 8. The Warden-Elect shall forthwith sign and declare and read aloud the Declaration of Office, and the Oath of Allegiance and on completion thereof he shall take the Chair. XIV DEPUTY WARDEN 1 A position of "Deputy Warden" shall be established on a rotating monthly schedule amongst all Councillors, and the Warden may request said Deputy Warden or any other member of Council to represent him at social or other functions where the Warden is unable to attend. 2. Councillors attending a function as "Deputy Warden" shall be paid mileage at the same rate established for the use of personal vehicles for County business. XV CONVENTION ATTENDANCE AND HOSPITALITY ROOMS 1. County Councillors shall be permitted to attend any convention or conference within the Province of Ontario in accordance with the established convention policy, provided the said convention/conference is relevant to the business of the County. XVI GENERAL CLAUSES the Counci the sittings of 1 No person shall be allowed to address the Council during without the permission of the Warden or other Presiding Officer. committee, "Robert's n 2. In all unprovided cases in the Proceedings of Councilor Rules of Order" shall be followed. the includes it 3. He/she, his/her means that whenever the mascUline pronoun is used, feminine pronoun where the context so requires or vice-versa. XVII this By·Law cOme into force and take effect upon passing. THAT 1 with this one be 2. THAT By-Laws No. 96-17, 96-35 and any other by-law inconsistent and is hereby repealed. day of December 2002 1 ih day of December 2002 Warden 48 1 time and finally passed this 12th Mark G. McDonald, Chief Administrative Officer. time this and second READ a third READ a .first COUNTY OF ELGIN By-Law No. 02-38 "TO AMEND BY-LAW NO. 01·37 BEING A BY-LAW TQ AUTHORIZE SPEED LIMITS' WHEREAS pursuant to Section 128, Subsection 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, Subsection 1(a); and rates WHEREAS the County of Elgin did pass By-Law No. 01-37 prescribing different of speed for motor vehicles on certain highways under its jurisdiction and to prescribe a different WHEREAS it is deemed expedient to amend said By-Law rate of speed on certain highways under its jurisdiction. the Municipal Council of the Corporation of the County of Elgin NOW THEREFORE enacts as follows: 3. THAT Schedule "A" of By-Law No. 01-37 setting out a maximum rate of speed of 50 kilometres per hour be and is hereby amended by deleting the wording in item #30 and replacing with the following: 30. County Road #38 (Heritage Line) - From 1525 metres east of the east property line of Plank Road to 861 metres west of the east property line of Plank Road, in the Municipality of Bayham. 14, of the Highway Traffic THAT the penalties provided in Section 128. Subsection shall apply to offences against this by-law. 4. Act has mit 5. THAT this By-Law become effective once signage setting out the speed been duly posted day of December 2002 ih day of December 2002 Warden. 49 1 1 time and finally passed this 1ih Mark G. McDonald, Chief Administrative Officer. time this and second READ a third READ a first COUNTY OF ELGIN By-Law No. 02-39 "BEING A BY-LAW TO AUTHORIZE THE WARDEN AND THE CHIEF ADMINISTRATIVE OFFICER TO SIGN AN ENCROACHMENT AGREEMENT FOR PROPERTY LOCATED IN THE MUNICIPALITY OF WEST ELGIN' WHEREAS it has been established that a portion of the house located on Pioneer Line, Part Lot 13, Concession 8, Municipality of West Elgin, described as Part 1, Registered Plan #11 R-2527, encroaches in excess of four feet onto Pioneer Line (County Road #2); and said was created during expropriation of property at and WHEREAS the encroachment location in 1988 for road widening purposes; WHEREAS the property owner is transferring said property to Canada Mortgage and Housing Corporation and an encroachment agreement is required for legal purposes; and WHEREAS pursuant to Section 107 of the Municipal Act, being Chapter MA5, R.S.O. 1990, as amended, a county may by by-law allow any person owning or occupying any building or other erection that by inadvertence has been wholly or partially erected upon any highway to maintain and use such erection thereon. the Municipal Council of the Corporation of Elgin enacts as NOW THEREFORE follows: 1 THAT the Warden and the Chief Administrative Officer are hereby authorized to sign an agreement, under certain terms and conditions, between the County of Elgin and Canada Mortgage and Housing Corporation to allow encroachment of a building onto Pioneer Line, Part Lot 13, Concession 8, Municipality of West Elgin, described as Part 1 Registered Plan #11 R-2527. its passing. this by-law shall come Into force and take effect upon THAT 2. day of December 2002 12'h day of December 2002 Warden. 50 1 time this 12'h time and finally passed this Mark G. McDonald, County Administrator Clerk. READ a first time and second READ a third 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 www.elgin-county.on.cs MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK December 11 , 2002 'S~1852 Mrs. Eleanor McMillan Secretary Elgin County Pioneer Museum 32 Talbot Street ST. THOMAS, Ontario N5P 1A3 the following an Elgin County Council, at its meeting held on December 10th. 2002. appointed member to the Pioneer Museum Board for 2003: McM Mrs Dear Councillor Paul Faulds 13245 Imperial Road, R.R. #2 SPRINGFIELD, Ontario NOL 2JO Telephone - Residence 765-4410 Fax # 765-4934 Committee's next time and location of your Faulds of the date Please notify Councillor meeting Yours truly, yJ.O sandÇJ J. Heffren Deputy Clerk. SJH/db Councillor Paul Faulds P.J. Leack, City Clerk L.B. Veger, Director of Financial Services cc 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 www.elgin-county.on.ca 'SiM,(;e,1852 MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK December 11, 2002 Chair Elgin-St. Thomas Health Unit 99 Edward Street ST. THOMAS, Ontario N5P 1 Y8 Dear Chair: Please be advised that the following were appointed by Elgin County Council, as its representatives on the Elgin-St. Thomas Health Unit Board for 2003: Warden John R. Wiison Counciilor Duncan J. McPhail 50850 Wilson Line, R.R. #1 14304 Blacks Road., R.R. #1 SPRiNGFIELD, Ontario NOL 2JO WARDSVILLE, Ontario NOL 2NO Telephone - Residence (519) 269-3364 Telephone - Residence (519) 785-2298 - Business (519) 269-3995 - Fax # (519) 785-1208 - Fax # (519) 269-3617 Councillor Jim A. Mcintyre 34641 Gore Fifth Line, R. R.#3 SHEDDEN, Ontario, NOL 2EO Telephone - Business 872-3013 - Fax # 764-9764 - Pager # 660-3361 Please notify these individuals of the date. time and location of your Board's next meeting Yours truly, ~8'~ Deputy Clerk. SJH/db cc Mr. P.J. Leack, City Clerk Councillor D.J. McPhail Warden J.R. Wiison Councillor J. Mcintyre 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAJ«519) 633-7661 www.elgin-county.on.ca MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK December 11. 2002 'SÚl.Ce/ 1852 Mr. Paul Collins President and C.E.O. St. Thomas-Elgin General Hospita P.O. Box 2007 ST. THOMAS, Ontario N5P 3W2 the following ns The Elgin County Council, at its December 10th, 2002 meeting, appointed member to the St. Thomas-Elgin General Hospital Board for 2003: Co Mr. Dear Councillor Rien Van Brenk 31760 Erin Line, R.R. #1 FINGAL, Ontario NOL 1 KO Telephone - Residence 762-2768 Fax # 762-0394 Board's next time and location of your VanBrenk of the date Please notify Councillor meeting truly, Yours ;:!ø J. He Deputy Clerk. VanBrenk SJH/db Councillor cc 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 www.elgin-county.on.ca MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK December 11. 2002 'SCt1.ce-1852 Association Ms. Marg Emery St. Thomas-Elgin Tourist 30 Talbot Street ST. THOMAS, Ontario N5P 1A3 the to was appointed Emery: This is to advise that the following member of Elgin County Counci St. Thomas-Elgin Tourist Association for 2003 Ms Dear Councillor Dennis A. 42705 Roberts Line UNION, Ontario, NOL 2LO Telephone - Residence 782-7442 Fax # 782-7628 Bus. 670-2900 Crevits time and location of your next meeting Crevits of the date Please notify Councillor truly ~G san(l J. Heffren Deputy Clerk. Yours D. Crevits SJHfdb Councillor CC 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1480 FAX (519) 633-7661 WNW. elgin-county. on. ce MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK December 11. 2002 'S~1852 Thames Valley District Health Co unci 105,100 Collip Circle LONDON, Ontario N6G 4X8 Attention: Executive Director Dear Sir: Elgin County Council, at its meeting held on December 10th, 2002, appointed the fOllowing member to the District Health Council for 2003: Councillor Bob Habkirk 212 Sydenham St. E. AYLMER, Ontario N5H 1 L9 Telephone - Residence 773-3034 Fax # 773-5895 Please notify Councillor Habkirk of the date. time and location. of your Council's next meeting. Yours truly, yj~.~ San J. H ren, Deputy Clerk. SJH/db cc Councillor Bob Habkirk 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 WNW. elgin-county. on. ca MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs,) SANDRA J. HEFFREN DEPUTY COUNTY CLERK December 11. 2002 'S~185Z. Mr. Peter Leack, Clerk City of St. Thomas P.O. Box 520 ST. THOMAS, Ontario N5P 3V7 Dear Mr. Leack: This is to advise that the following members of Elgin County Council were appointed to the Dispute Resolution Committee for 2003 Councillor Jim A. Mcintyre 34641 Gore Fifth Line, R.R. #3 SHEDDEN, Ontario NOL 2EO Telephone - Bus.# 872-3013 Fax# 764-9764 Page# 660-3361 Warden John R. Wilson 50850 Wilson Line, R.R. #1 SPRINGFIELD, Ontario NOL 2JO Teiephone - Residence (519) 269-3364 Bus. (519) 269-3995 Fax # (519) 269-3617 Councillor Dave Rock 16 Timberlane Crescent ST. THOMAS, Ontario, N5P 4G9 Telephone - Residence 633-1563 Fax # 637-2356 Pager 640-4188 nformation This is for your truly, ~Q sanðla J. Heffren Deputy Clerk. Yours R. Wilson Jim Mcintyre Dave Rock SJH/db Warden J Councillor Councillor cc