March 8, 2005 Agenda
AGENDA
SPECIAL COUNTY COUNCIL BUDGET MEETING
TUESDAY, MARCH 1ST, 2005
9:00 A.M.
1) Call to Order
2) Motion to Move Into "Committee of the Whole Council"
3) Staff Reports: (ATTACHED)
Director of Financial Services - Reserves Comparison
- Draft 2005 Budget - March 1, 2005 Presentation
4) In-Camera Items (see separate agenda)
5) Correspondence for Consideration:
i) Duncan McPhail- Land Division Committee Stipend (ATTACHED)
Correspondence for Information (Consent AQenda):
i) AMO News Release - "Plan to Replace $656 Million Community Reinvestment
Fund Appears to Leave Province's Bills Unpaid in 2004 (ATTACHED)
ii) AMO Member Communication Alert - "Premier Commits to Reconsidering
CRF Decision (ATTACHED)
Hi) Municipalities Make Gains in Federal Budget (ATTACHED)
7) Draft 2005 budget [PLEASE BRING YOUR BINDERS INCLUDING THE CAPITAL
BUDGET AND GRANT BACKUP]
8) Confirmation By-Law
9) Adjournment
LUNCH WILL BE PROVIDED IF REQUIRED I
"CASUAL DRESS IS PERMITTED"
1
,
REPORT TO COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
February 23, 2005
SUBJECT:
Reserves Comparison
Introduction:
Council requested information on a comparison of the level of reserves compared to other
Counties. Our neighbouring Counties supplied the following information.
Discussion:
County Reserves as a Reserves as a %
% of ocerations of total budaet
Perth 88.9% 75.4%
Middlesex 59% 41%
Oxford 53% 31%
Essex 27.4% 24.4%
Bruce 18.3% 14.7%
Elain 13.5% 11.5%
Lambton 10.5% 9.5%
Wellinaton 9.4% 8%
Huron 9.2% 8.5%
As indicated in the table, Elgin is not the lowest. However, these are 2003 numbers. For
the 2005, the County's reserve level is approximately 9.6% of the operating budget.
Council asked the question - what is an acceptable level of reserves? As indicated above,
there appears to be no definite answer to that question. The County auditor suggests the
level of reserves depends on how Council prefers to finance projects; the comfort level of
Council relating to unknowns; and how Council prefers to plan for the future.
The Municipal Finance Officers Association was also contacted. Once again there is no
definitive answer. Council must be comfortable with the level of reserves and consider the
consequences of , as example, an economic downturn; an unforeseen emergency; or how
to finance future projects.
Conclusion:
Reserves are continuing to decline. This increases the County's reliance on borrowed
funds thereby increasing financing costs. It also becomes more difficult to take on
emergency projects, mid-year, that have not been included in the current budget.
2
Recommendation:
THAT the report titled Reserves Comparison and dated February 23, 2005 be received
and filed.
Respectfully Submitted
d::~~
Director of Financial Services
Approved for Submission
OW Art
f2. Mark G. McDonald
~ Chief Administrative Officer
3
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
February 21, 2005
SUBJECT: Draft 2005 Budget - March 1, 2005 Presentation
INTRODUCTION:
A report was presented to Council in January that indicated the budget increase was
$973,151 or 5.44%. Since that time several items have come to light that have increased
those numbers to $1,028,857 and 5.75%.
DISCUSSION:
The changes are:
Ambulance Services As discussed last Council $195,721
Reserve for Orthodontics As discussed last Council $10,000
Bobier Villa Upon review, adjustments to wage & benefit $13,871
line
Bobier Villa Emerqency purchase of dietarv equipment $8,000
Warden & Council Recommendation on annual increase $1,953
Provincial Offences Additional prosecutorial increase by $10,000 ($1,000)
- increases revenue by 10% ($1,000)
Library Upon review, adjustments to wage & benefit $2,161
line
Community Reinvestment Province has promised to reconcile 2003 and ($175,000)
Fund perhaps 2004 - estimated revenues
Total $55,706
Significant increases and decreases in the 2005 budget are as follows:
Ambulance Services $703,931 3.94% increase
WSIB $400,000 2.24% increase
Transfer from Reserves $394,456 2.21 % increase
Collections $129,977 .73% increase
Homes for Seniors ($340,559) 1.86% decrease
Rental Income ($193,634) 1.08% decrease
As reported to Council in January, staff has been very diligent in controlling increases to
the budget lines. Wherever possible, costs have been maintained at 2004 levels. The
operating departments have actually recorded a modest decrease to the 2005 proposed
4
budget Contributions to reserves have been minimized. The increased cost of ambulance
services ($703,931) and the increased cost ofWSIB ($400,000) have added $1,103,931 to
the budget On the positive side, the homes Directors have come in with an overall
decrease of $296,059.
Assessment across the County has grown by 1.09%. The most significant changes are in
residential/farm with growth of 42,111,015 and farmlands with a decline of 5,726,185.
If the budget is approved as presented, the residential tax rate will increase from
.557487% in 2004 to .580115% in 2005 or a 4.1% increase. This translates to an increase
of $31.67/annum on a house assessed at $150,000.
CONCLUSION:
The draft budget is presented for your consideration. The increase, year over year, is
5.75% or an increase of $1 ,028,857.
RECOMMENDATION:
THAT the report titled Draft 2005 Budget - March 1, 2005 Presentation and dated
February 21, 2005 be received and filed.
Respectfully Submitted
Approved for Submission
4~
Linda B. Veger
Director of Financial Services
oaøJWt
r Mark G. McDonald
<tbf Chief Administrative Officer
5
COUNTY OF ELGIN
2005 PROPOSED BUDGET
February 22, 2005
Col10
Co!
Co,
Col7
2004
Col6
Co,
Col4
Col1 Col2 Col3
2004 BUDGET
Col12
11
Co,
05budgel I
I vs 04 budget I $ CHANGE !% CHANGE
NET % change (10)-(3) 2)/17,882,9
2005 PROPOSED BUDGET
BUDGET
ACTUAL
VARIANCE
Preliminary 2004
1
1
1
1
1
1
1
2
3
4
'5
6
7
8
9
10
11
12
13
14
is
16
17
18
19
20
0.00%
0.00%
0.00%
0.00%
0.00%
0.11%
0.02%
-0.25%
0.04%
0.00%
0.04%
0.05%
0,05%
0.22%
0.32%
-1.86%
0,00%
0.00%
0.08%
0.21%
0.00%
0.01%
0,00%
0.01%
3.94%
0.73%
1
o
o
o
o
20,000
3,000
(45,141:
6,356
47
7,517
9,229
9,030
39,627
57801
{332,559:
o
o
13,771
37825
o
2,000
237
2,057
703.931
129,987
(0.00%)
(100.00%)
(100.00%)
0.00%
0.00%
(23.53%)
(100,00%)
(3.53%)
2.65%
0.01%
2.10%
2.30%
4.26%
9.80%
2.22%
(7.66%)
0.00%
0.00%
0.87%
22.09%
12.42%
0.04%
(6.48%)
38.54%
(55.20%)
(270,186)
o
o
(150,000)
125000
(65,000)
o
1,232,809
246,022
316898
365,591
409,829
221,200
444,015
2656259
4,006,322
31,876
125,473
1,590,614
209074
o
18,100
551,486
(29,695)
2530339
(105,508)
RECEIPTS
270,186
o
o
150,000
o
65,000
o
o
o
-----º-
o
o
267,050
o
63000
11,447,767
o
22,600
152,739
...........MQQ.
96,700
o
o
775,900
3,411100
380,000
EXPENDITURE
o
o
o
o
25000
o
o
1,232,809
246,022
316898
365,591
409,829
488,250
444,015
2719259
15,454,089
31,876
148,073
1,743,353
212,074
96,700
18,100
551,486
746,205
5,941439
274,492
o
o
27,296
76,841
/2669'
(4,829)
1,900
o
18,707
19440
10,684
10,978
30,338
(8,828)
46825
403,424
1,922
(8,565)
72,815
----Í.1.1.1:
34,152
7,244
27,399
118,581
{23120'
29,616
NET
(270,187;
(17,525,837:
(384,370:
(226,841;
127669
{80,171J
(4,900J
1,277,950
220,959
297411
347,390
389,622
181,832
413,216
2551633
3,935,457
29,954
134,038
1,504,028
171363
(34,152)
8,856
523,850
(150,333)
1849528
(265,111)
RECEIPTS
270,187
17,525,837
384,370
226,841
o
---šîG71
4,900
o
o
o
------¡¡
o
260,411
o
o
10,872,275
o
16,954
181,627
--11.d§.l
101,097
o
o
709,296
2,939,309
332,314
EXPENDITURES
o
o
o
o
127669
o
o
1,277,950
220,959
297411
347,390
389,622
442,243
413,216
2551633
14,807,732
29,954
150,992
1,685,655
182716
66,945
8,856
523,850
558,963
.4,788837
67,203
NET
(270,187)
(17,525,837)
(357,074)
(150,000)
125,000
(85,000)
(3,000)
1,277,950
239,666
316851
358,074
400,600
212,170
404,388
2598458
4,338,881
31,876
125,473
1,576,843
171249
o
16,100
551,249
(31,752)
1,826408
(235,495)
EXPENDITURES I RECEIPTS
270,187
17,525,837
357,074
150,000
o
85,000
3,000
o
o
o
------¡¡
o
256,796
o
~
10,680,506
o
23,000
152,739
...........MQQ.
79,700
1,200
o
700,000
2,889877
300,000
o
o
o
o
25000
o
o
1,277,950
239,666
316851
358,074
400,600
468,966
404,388
2661458
15,019,387
31,876
148,473
1,729,582
174,249
79,700
17,300
551,249
668,248
4,716285
64,505
2
·
·
·
ñ
·
·
·
~
v
·
·
·
M
~
·
M
·
·
37
0,00%
0.00%
0,00%
0,00%
-0,46%
0,00%
0.00%
2,24%
-1.08%
0.00%
0,00%
0.00%
0,06%
0.00%
""õ.õô%
-0,98%
0.00%
0.00%
0.00%
2.21%
0.06%
5.75%
o
o
o
o
(81,800;
o
o
400,000
(193634'
o
o
o
10,119
o
-------------0
(175,000)
o
o
o
394,456
..........1Q,Q!
1,028,857
0.00%
0.00%
0.00%
0.00%
(54.35%)
0.00%
0.00%
400.00%
48.12%
0.00%
0.00%
1.70%
3.00%
0.00%
0,00%
0,00%
(100.00%)
2,195,062
361,815
192,789
1233298
66,700
35,550
50,000
500,000
/596029'
11,250
5,000
75,000
606,603
o
-------------0
(6,016,000)
5,680,212
2,000
36,000
o
-----1Q.QQQ.
8911768
408,194
8,503.574
o
o
o
~
o
o
o
o
596,029
o
o
~
33,700
6,016,000
o
o
23750771
LessPIL's
NelLevy
2,195,062
361,815
192,789
1233298
68,700
35,550
50,000
500,000
o
11.2šõ
5,000
75,000
606,603
----º-
33,700
o
5,680,212
2,000
36,000
-----1Q..QQQ.
42,662,539
(36,875)
7,877
32,776
85,867
9,000
o
o
o
-----º-
o
o
o
1,674
(8~
2,119
o
o
2,000
o
o
909.884
2,231,937
353,938
160,013
1,147431
141,500
35,550
50,000
100,000
(402395'
11,250
5,000
75,000
594,810
84590
(2,119)
(5,841,000)
5,680,212
o
36,000
(394,456)
909,884:
o
o
o
~
o
o
o
o
402395
o
o
o
o
o
33,370
5,841,000
o
o
o
394,456
40,588,164
2,231,937
353,938
160,013
1147431
141,500
35,550
50,000
100,000
----º-
11;250
5,000
75,000
594,810
84590
31,251
o
5,680,212
o
36,000
39,678,279
2,195,062
361,815
192,789
1233298
150,500
35,550
50,000
100,000
/402395'
11,250
5,000
75,000
596,484
o
-------------0
(5,841,000)
5,680,212
2,000
36,000
(394,456)
o
o
o
o
o
Õ
o
o
o
402,395
o
o
o
o
31,50Õ
5,841,000
o
o
394,456
40,210,267
2,195,062
361,815
192,789
1233298
150,500
35,550
50,000
100,000
o
~
5,000
75,000
596,484
o
31,500
o
5,680,212
2,000
36,000
40,210,2:§7.
SURPLUS FROM PRIOR YEAR
REQUISITIONS
PAYMENTS IN LIEU
SUPPLEMENTARY TAXES
TAXES WRITTEN OFF
INTEREST CHARGES & INCOME
FEES· KETTLE CREEK CONSERVATION
HEALTH UNIT
COUNCIL MEMBERS & LOCAL BOARDS
ADMINISTRATIVE SERVICES
FINANCIAL SERVICES
HUMAN RESOURCES
ADMINISTRATION BUilDING
CORPORATE EXPENDITURES
ENGINEERING SERVICES
HOMES FOR SENIORS SERVICES
AGRICULTURE
PIONEER MUSEUM
LIBRARY SERVICES
ARCHIVES
LAND DIVISION
EMERGENCY MEASURES
INFORMATION TECHNOLOGIES
PROVINCIAL OFFENSES
AMBULANCE SERVICES
COLLECTIONS - POA
CITY OF ST, THOMAS
SOCIAL SERVICES & ONTARIO WORKS
ADMINISTRATIVE FEE - CITY OF ST. THOMAS
CHILD CARE
SOCIAL HOUS!NG
GRANTS
ELGIN TOURIST ASSOCIATION
RESERVE FOR MilL RATE STABILIZATION
RESERVE FOR WS!B
RENTAL INCOME
RESERVE FOR INSURANCE DEDUCTlBLES
RESERVE FOR PERFORMANCE EXCELLENCE
RESERVE FOR PAY EQUITY
PROPERTY ASSESSMENT
CAPPING
POLICE SERVICES BOARD
COMMUNITY REINVESTMENT FUND
TRANSFER TO CAPITAL
JOINT ACCESSIBILITY COMMITTEE
TOURISM OFFICER
TRANSFER FROM RESERVES
RESERVE FOR ORTHODONTICS
'fõtã1
DRAFT
,y
"
1
1
1
1
1
1
1
2
3
4
'5
6
7
8
~
m
11
12
g
14
is
16
17
18
19
20
R
~
~
~
·
·
·
·
·
V
·
·
·
M
·
·
M
·
·
37
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COUNTY OF ELGIN
WARDEN AND COUNCIL MEMBERS
2005 PROPOSED BUDGET
2004 2004 2005 %
BUDGET ACTUAL PROPOSED CHANGE
BUDGET
SALARIES 163,372 168,274
BENEFITS 10,619 7,573
OPERATIONS 34,175 36,675
CONVENTIONS 24,000 24,000
TRAVEL 7,500 9,500
OTHER 0 0
SUBTOTAL 239,666 0 246,022
GRANTS 0 0 0
OTHER REVENUE
TOTAL 239,666 0 246,022 2.65%
7
COUNTY OF ELGIN
WARDEN
2005 PRELIMINARY BUDGET
ACCOUNT 2004 2004 2005 %
BUDGET ACTUAL PRELIMINARY Change
SALARIES 38,062 39,204
BENEFITS 2,474 1,765
WESTERN WARDEN'S ASSOCIATI 525 525
WARDEN'S BANQUET 4,000 6,500
WARDEN'S RECOGNITION GIFT 500 500
E.M.A. DINNER - PAST WARDENS 500 500
ELECTION RECEPTION 500 500
TRAVEL 2,600 2,600
CONVENTIONS 10,000 10,000
EXPENSES 3,000 3,000
TOTALS 62,161 ° 65,094 4.72%
8
COUNTY OF ELGIN
COUNCIL
2005 PRELIMINARY BUDGET
ACCOUNT 2004 2004 2005 %
. BUDGET ACTUAL PRELIMINARY CHANGE
SALARIES 125,310 129,070
BENEFITS 8,145 5,808
MUNICIPAL ASSOCIATION MEMBERSHIPS/F 8,650 8,650
MEALS/COFFEE SUPPLIES/POP 5,000 5,000
TlES/CRESTS/PENS/GIFTS 2,500 2,500
POCKET DIRECTORIES 500 500
PRINTING PROCEEDINGS 2,000 2,000
TRAVEL 4,900 6,900
CONVENTIONSIWORKSHOPS 14,000 14,000
STATIONERY/SUPPLIES 1,500 1,500
MISCELLANEOUS 2,500 2,500
ADVERTISING . 2,500 2,500
TOTAL 177,505 0 180,928 1.93%
9
Elgin County Homes G
2004 Budget
Account 2004 2004 2005 %
% ofIndiv. bud. %oftotal budget
66.61% 24.74%
Benefits 1,035,748 0 1,005,215 -2.95% (30,532) 17.51% 6.50%
Operations 729,435 0 891,394 22.20% 161,959 15.53% 5.77%
Staff Development 13,750 0 15,750 14.55% 2,000 0.27% 0.10%
Travel 4,000 0 4,000 0.00% 0 0.07% 0.03%
Other 0 0 0
Total Ex enditures 5,498,472 0 5,739,954 4.39% 241,482 100.00% 37.14%
Grants (3,957,937) 0 (4,169,961) 5,,36% (212,024)
Other Revenues 0 0 0 0.00% 0
67.27% 25.42%
Benefits 1,076,851 0 993,613 -7.73% (83,238) 1701% 6.43%
Operations 799,006 0 897,071 12.27% 98,065 15.36% 5.80%
Staff Development 13,000 0 16,170 24.38% 3,170 0.28% 0.10%
Travel 5,000 0 4,500 -10,,00% (500) 0.08% 0.03%
Other 0 0 0
Total Ex enditures 5,76.1,675 0 5,840,237 1.36% 78,562 100.00% 3779%
Grants (4,297,458) 0 (4,627,251) 7.67% (329,793)
Other Revenues 0 0
2,540,585 0 67.42% 16.90%
Benefits 708,220 0 608,993 -14.01% (99,227) 15.72% 3.94%
Operations 498,935 0 638,858 28.04% 139,923 16.49% 4.13%
Staff Development 7,500 0 10,000 33,,33% 2,500 0.26% 0.06%
Travel 4,000 0 4,200 5,,00% 200 0.11% 0.03%
Other 0 0 0
Total Ex enditures 3,759,240 0 3,873,899 3.05% 114,659 100.00% 25.07%
Grants (2,425,111) 0 (2,650,555) 9.30% (225,444)
Other Revenues 0 0 0 0
6707%
Benefits 2,820,819 0 2,607,821 -7,,55% (212,998) 16.87%
Operations 2,027,376 0 2,427,323 19,,73% 399,947 15.71%
Staff Development 34,250 0 41,920 22,,39% 7,670 0.27%
Travel 13,000 0 12,700 -2.31% (300) o.OSO/ó
Other 0 0 0 0
Total Ex enditures 15,019,387 0 15,454,089 2.89% 434,702 100.00%
Grants (10,680,506) 0 (11,447,767) 7.18% (767,261)
1011
2/2512005
o
e!gÎnmanor05.xls
Summary
CODE
D 001
D 002
D 003
D 004
D 005
D 006
D 008
D 009
D 010
D 012
D 014
D 016
D 017
E 001
E 002
E 003
CODE
C001
C 002
C 004
C006
C 007
C 008
C 009
C 011
C014
C 016
C 017
C 020
C 019
C 019
C021
1of4
2/25/2005
8:46 AM
Elgin County Homes - 2004 Budget
Bobier Villa
DESCRIPTION
PROGRAM & SUPPORT
Salaries
Benefits
Purchased Services
Supplies
Equipment - New
Equipment - Replacements
Equipment - Maintenance
Program Raw Food Costs
Education & Training
Other: Miscellaneous
Other: Travel/transportation
Expenditure Recoveries
TOTAL PROGRAM & SUPPORT
Budget Per Diem
Ministry Per Diem P & S
Raw Food
Raw Food
Expenditure Recoveries
TOTAL RAW FOOD
Budget Per Diem
Ministry Per Diem Raw Food
DESCRIPTION
NURSING & PERSONAL CARE
Direct Care
Salaries
Benefits
Expenditure Recoveries
SubTotal Direct Care
Administration
Salaries
Benefits
Purchased Services
Medical & Nursing Supplies
Equipment - Maintnance
Equipment - Replacements
Education & Training
Other: Miscellaneous
Other: Travel/transportation
Other: Medical Director
Other: Incontinence
Other: High IntensitySupp/Equip
Expenditure Recoveries
SubTotal Administration
TOTAL NURSING & PERSONAL
Budget Per Diem
Ministry Per Diem
2004
BUDGET
106,605
29,849
27,000
1,500
o
500
o
1,000
1,000
o
500
(14,000)
153,954
5.00
5.35
128,741
(14,000)
114,741
5.50
4.49
2004
BUDGET
1,642,883
460,004
o
2,102,887
79,188
20,589
5,500
27,000
5,000
3,000
2,500
o
1,000
6,244
30,000
o
o
180,021
2,282,908
109.43
60.21
1 1
2004
ACTUAL
o
o
o
o
o
o
o
o
o
o
o
o
o
0.00
o
o
o
0.00
2004
ACTUAL
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
0.00
2005
BUDGET
114,000
29,640
27,905
2,500
o
500
o
2,000
1,000
o
500
(14,000)
164,045
7.86
5.92
128,741
(14,000)
114,741
5.50
5.24
2005
BUDGET
o
o
1,690,645
388,848
o
2,079,493
o
66,490
17,287
5,500
29,000
5,000
3,000
2,500
o
500
6,244
28,000
o
o
163,521
2,243,014
107.52
55.59
elgin manor 05.xls
bv2004
CODE
Elgin County Homes - 2004 Budget
Bobier Villa
DESCRIPTION
2004
BUDGET
2004
ACTUAL
2005
BUDGET
F 001
F 002
F 003
F 004
F 006
F 009
F 011
CODE
HOUSEKEEPING SERVICES
Salaries
Benefits
Purchased Services
Supplies
Equipment - Replacements
Equipment - Maintenance
Other: Travel/transportation
Education & Training
Other: Miscellaneous
Total Housekeeping
Budget Per Diem
DESCRIPTION
246,287
68,960
1,250
23,000
6,500
250
500
500
o
347,247
16.64
2004
BUDGET
o
o
o
o
o
o
o
o
o
o
0.00
2004
ACTUAL
257,033
59,118
1,600
23,000
6,500
500
500
500
o
348,751
16.72
2005
BUDGET
F017
F 018
F 019
F 020
F 022
F 026
F 028
F 029
F 033
CODE
F 034
F 035
F 036
F037
F 038
F 039
F 041
F 042
F 044
F045
F 049
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8:46 AM
BUILDING & PROPERTY
OPERATIONS & MAINTENANCE
Salaries
Benefits
Purchased Services
Supplies
Equipment - Replacements
Equipment - Maintenance
Education & Training
Other: Miscellaneous
Other: Travel/transportation
Total Building Property
Operations & Maintenance
Budget Per Diem
DESCRIPTION
DIETARY SERVICES
Salaries
Benefits
Purchased Services
Supplies
Equipment - New
Equipment - Replacements
Equipment - Maintenance
Education & Training
Other: Miscellaneous
Other: Travel/transportation
Total Dietary Services
Budget Per Diem
41,338
11,575
33,500
2,000
4,500
2,500
500
o
500
96,413
4.62
2004
BUDGET
303,747
85,049
1,500
10,000
o
7,000
1,500
1,500
o
500
410,796
19.69
o
0.00
2004
ACTUAL
o
o
o
o
o
o
o
o
o
o
o
0.00
1 2
o
o
o
o
o
o
o
o
o
40,217
9,250
92,500
6,400
22,500
o
1,000
500
500
172,867
8.29
2005
BUDGET
297,039
68,319
1,600
15,000
o
15,000
2,500
1,500
o
500
401,458
19.24
elgin manor 05.xls
bv2004
Elgin County Home$ - 2004 Budget
Bobier Villa
CODE DESCRIPTION 2004 2004 2005
BUDGET ACTUAL BUDGET
LAUNDRY & LINEN SERVICES
F 050 Salaries 42,707 0 51,309
F 051 Benefits 11,958 0 11,801
F 052 Purchased Services 45,000 0 54,000
F 053 Incontinence Supplies 0 0 0
F 054 Laundry Supplies 7,000 0 5,000
F 056 Equipment - Replacements 2,000 0 2,500
F 058 Equipment - Maintenance 250 0 250
F 059 Education & Training 500 500
F 061 Other: Travel/transportation 500 500
F 065 Expenditure Recoveries 0 0 0
F 066 Total Laundry Services 109,915 0 125,860
Budget Per Diem 5.27 0.00 6.03
CODE DESCRIPTION 2004 2004 2005
BUDGET ACTUAL BUDGET
GENERAL & ADMINISTRATIVE
F 067 Salaries 77,830 0 95,115
F 068 Benefits 20,236 0 24,730
F 069 Purchased Services 6,500 0 5,000
F 075 Supplies 6,300 0 14,000
F 077 Equip. & Furn. - Replacements 1,000 0 1,000
F 080 Medical Director 0 0 0
F 083 Accreditation Fees 0 0 0
F 084 Association Memberships 3,400 0 3,950
F 085 Education & Training 1,000 0 3,000
F 088 Other: Miscellaneous 0 0 0
F 089 Other: Travel/transportation 1,500 0 2,200
F 090 Other: Resident Clothing 0 0 100
F 091 Other: Recognition 0 0 0
F 092 Expenditure Recoveries 0 0 0
F 093 Total General Administrative 117,766 0 149,095
Budget Per Diem 5.65 0.00 7.15
CODE DESCRIPTION 2004 2004 2005
BUDGET ACTUAL BUDGET
FACILITY COSTS
F 094 Utilities 115,000 0 143,000
F 096 Communications 10,500 0 11,068
F 109 Total Facility Costs 125,500 0 154,068
Budget Per Diem 6.02 0.00 7.39
TOTAL OTHER ACCOMMODATION 1,207,637 0 1,352,099
Budget Per Diem 57.89 0.00 64.81
Ministry Per Diem 41.08 42.93
30f4
2/25/2005
8:46 AM
13
elgin manor 05.xls
bv2004
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Elgin County Homes - 2004 Budget
Bobier Villa
SUMMARY
Nursing & Personal Care
Program & Support
Raw Food Costs
Other Accommodation
TOTAL
2,282,908
153,954
114,741
1,207,637
3,759,240
180.20
o
o
o
o
o
0.00
2,243,014
164,045
114,741
1,352,099
3,873,899
185.69
Per Diem
Salaries 2,540,585 0 2,611,848
Benefits 708,220 0 608,993
Operations 498,935 0 638,858
Staff Development 7,500 0 10,000
Travel 4,000 0 4,200
Other 0 0 0
Total EXDenditures 3,759,240 0 3,873,899
Grants (2,425,111 ) 0 (2,650,555)
other Revenues 0 0 0
Total Revenues 12,425,111\ 0 12,650,555\1
Net to County 1,334,129 0 1,223,344 I
14
elgin manor 05.xls
bv2004
2005 PRELIMINARY BUDGET
Elgin County Library
Personnel Costs:
Salaries and Wages
Benefits
Salaries/Benefits - Comm Access
Collection Expenses:
Collection Purchases
Collection Processing
Periodicals & Subscriptions
Shipping
Overhead Expenses:
Repairs & Maintenance
Furniture & Fixtures
Association Fees/Memberships
Book Van Main.. & Fuel (Lease Pay.)
Telephone - Branches
Leases:
Aylmer
Bayham
Belmont
Dutton/Dunwich
Port Burwell
Port Stanley
Rodney
Shedden
Springfield
Vienna
West Lorne
Library Services:
Supplies
Photocopies (O.E.J
Programs
Advertisi ng
Miscellaneous (3 Alarm Systems, Medicals)
Meals
Travel & Mileage
Professional Development
Total Expenditures
Revenue:
Provincial Grant
Other Revenue
CAP. Funding
Total Reven ue
County Contribution
@¡)
B~~fï :44~
2004
BudClet
2004
YTD Actual
2005
BudClet
980,000
245,000
15,000
1,240,000
1,013,272
227,986
15,000
1,256,258
200,500
21,000
10,000
3,250
234,750
200,000
15,000
10,000
2,500
227,500
1,000
5,000
1,500
12,000
24,000
43,500
500
4,500
1,500
13,000
24,000
43,500
20,000
11,000
13,000
35,000
5,600
34,874
9,380
7,448
6,657
6,216
8,757
157,932
22,000
13,000
15,000
35,000
5,600
35,537
9,380
7,448
6,657
6,216
8,757
164,595
20,000
1,000
8,000
1,000
1,000
2,200
8,500
11,700
53,400
20,000
1,000
8,000
1,000
1,000
1,500
8,500
10,500
51,500
1,729,582
1,743,353
116,739
21,000
15,000
152,739
116,739
21,000
15,000
152,739
1,576,843
1,590,614
15
®
COUNTY OF ELGIN
PROVINCIAL OFFENCES
2005 PRELIMINARY BUDGET
ACCOUNT 2004 2004 2005 %
BUDGET ACTUAL PRELIMINARY Change
SALARIES 136,088 159,000
BENEFITS 35,383 33,500
STAFF DEVELOPMENT 1,500 8,700
OPERATIONS 23,000 23,000
ICON/MAILING 21,000 21,000
ACCOMMODATION 20,550 20,550
ADJUDICA TION/PROSECUTORIAL 71,000 96,500
WITNESSIINTERPRETER 6,500 7,600
FURNITURE & FIXTURES 500 1,000
TRAVEL 1,000 1,000
MISCELLANEOUS 1,000 1,000
SUB-TOTAL 317,521 372,850
FEDERAL GRANT - FRENCH LANGUAGE SERVICES (75,900'
SUB-TOTAL 317,521 296,950
GROSS REVENUE (700,000) (700,000)
TRANSFERS TO MUNICIPALITIES 350,727 373,355 6.45%
NET TO COUNTY (10%) OF EXPENDITURES (31,752' 0 (29,695' (6.48%)
City of SI. Thomas approximately 35%
Lower-Tier Municipalities
$130,674
$242,681
$373,355
Federal Grant includes estimates for:
French Clerk Salaries and Benefits
French Language Training
French Adjudication/Prosecution
French Interpretation
Total
$52,100
$7,200
$15,500
$1,100
$75,900
16
COUNTY OF ELGIN ®
Ambulance Services
2005 PROPOSED BUDGET
ACCOUNT 2004 2004 2005 %
BUDGET ACTUAL PROPOSED CHANGE
Government of Ontario (1,635,907) 0 (1,658,846)
City of St. Thomas (1,253,970) 0 (1,752,254)
Payment to Providers 4,452,390 0 5,828,740
Wireless Service 6,500 0 6,500
Ambulance Euipment - Repairs 30,000 0 20,000
St. Thomas Upstaffing 143,795 0 0
Salary & Wages 60,000 0 63,650
Benefits 15,600 0 16,549
Staff Development 3,000 0 2,000
Membership Fees 500 0 500
Travel & Mileage 3,500 0 2,500
Office Supplies 500 0 500
Miscellaneous 500 0 500
Total 1,826,408 0 2,530,339 38.54%
17
County of Elgin
Reserves
2004 Proposed Budget
(j!)
Reserve Balance Balance Balance 2005 Proposed
31-Dec-02 31-Dec-03 31-Dec-04 Budget
Donations Elgin Manor 21,680 5,708 4,828
Donations Terrace Lodge 10,841 3,400 3,254
Donations Bobier Villa 51,841 45,749 39,842
Alma College Alumnae Donations 2,325 2,760 2,864
Social Committee (52) 1,646 3,869
Working Funds 500,000 500,000 500,000
Mill Rate Stabilization 438,312 164,213 104,096 50,000
Information Technology 16,787 16,787 4,051
Staff Training 49,650 48,542 28,358
Library 18,157 20,252 21,768
Early Years Challenge 757 3,114
Waste Management 22,587 22,587 22,587
Strategic Planning 39,451 36,684 36,714
Insurance Deductibles (10,499) 11,123 22,373 11,250
Emergency Measures 46,677 47,740 42,082
Contractor Bonds 54,268 0
Bobier EI Premium Reduction 9,040 9,040 9,040
Sewer Charge 10,800 0
Museum 2,500 2,500 2,500
Tourism 40,000 40,000
Surplus Construction 147,659
Performance Excellence 26,473 31,473 26,273 5,000
Pay Equity 75,000 75,000
Connect Ontario 200,000 350,000 175,000
Road Maintenance 250,000 250,000 254,260
Special Circumstances 922,073 922,073 442,073
WSIB Schedule 2 415,409 271,925 (70,993) 500,000
Sewage Treatment Plant 36,466 20,541
Pay Equity 75,000
Land Ambulance 173,901 173,901 173,901
Contingency - Ontario Works 304,225 354,225 354,225
Archives 103,421 287,173 287,173
Ambulance Severence 334,999 334,998 209,858
Woodlot 13,990 13,990 13,035
Police Services 13,169 2,650 2,650
Orthodontics 10,000
4,042,025 4,156,020 2,929,333 651 ,250
1 8
COUNTY OF ELGIN
450 SUNSET DRIVE
ST. THOMAS, ONTARIO
N5R 5V1
PHONE (519) 631·1460
FAX (519) 633-7661
LAND DIVISION COMMITTEE
February 16, 2005
Warden Jim Mcintyre
County of Elgin
450 Sunset Drive
ST. THOMAS, Ontario
N5R 5V1
Dear Mr. Warden and Members of Elgin County Council:
Subject: Land Division Committee Stipend
At a previous meeting, County Council considered a request from the Land Division
Committee to review the Committee's remuneration. It was noted that the stipend had not
been reviewed for fifteen years and that the duties and responsibilities had grown.
Unfortunately, the Committee neglected to provide background information and rationale
for an anticipated increase in remuneration. As such, Council followed its own stipend rate
for conventions and approved an increase to $110 per meeting (from $95).
While we are grateful for the recognition, we would appreciate Council considering the
following proposal. We recommend the elimination of the stipend and the introduction of
an honorarium much like that used at the Police Services Board. The honorarium would
be paid twice yearly and would eliminate much of the record keeping and administration.
We further propose that the honorarium be set at $3,000 per year (excluding application
investigations), since the Land Division Committee meets about twice as many times as
the Police Service Board, whose honorarium is currently set at $1,500. Council should be
made aware that as part of our duties, we have regular and frequent contact with
applicants, the public and other officials regarding severances. This is in addition to full
days spent at Committee meetings.
Accordingly, we would appreciate County Council reviewing this matter in view of this new
material.
~"'Y~LD
Duncan J. McPhail,
Chair.
19
bte
Association of Municipalities of Ontario
News Release
393 University Avenue, Suite 1701
Toronto, ON M5G 1E6
Tel: (416) 971-9856· fax: (416) 971-6191
e-mail: amo@amo.on.ca
For immediate release
NWS 05/03
Plan to Replace $656 Million Community Reinvestment Fund
Appears to Leave Province's Bills Unpaid in 2004
Toronto, Ont., February 21, 2005 - The Association of Municipalities of Ontario today raisêd
concerns about the Provincial Government's plan to replace Ontario's existing $656 million
Community Reinvestment Fund (CRF) with a new model and provide $200 million in one-time
funding to support transition to the new program. The plan does not include provisions to pay
outstanding bills related to the delivery of Provincial health and social service programs in 2004.
"This announcement does nothing to address the fact that municipal government subsidizes
Ontario's provincial programs," said AMO President Roger Anderson. "While the province plans
to reconcile CRF funding for 2003, they are leaving municipalities on the hook for 2004.
Municipalities have closed their books on 2004 and now are left holding unpaid provincial bills."
The CRF was established in 1998 under the previous government to provide partial mitigation for
provincial downloading. The CRF has provided annual ('Jayments to 403 municipalities with year-
end reconciliations that better reflect the true cost of delivering provincial downloaded programs.
In 2003, this reconciliation was estimated to be more than $90 million.
While the announcement included $200 million in one-time, transitional funding, questions remain
about the long-term impact of a new funding model and the fundamental problems with current
cost-sharing arrangements. Removing provincial health and social service costs from the backs
of Ontario's municipalities and property taxpayers is the only fair, equitable and sustainable
solution for Ontario communities.
"Today's announcement raises as many questions as it answers. It is too early to determine if
municipalities and property taxpayers are any better off under the new model."
The Association of Municipalities of Ontario (AMO) is a non-profit organization representing
almost all of Ontario's 445 municipal governments. AMO supports and enhances strong and
effective municipal government in Ontario and promotes the value of municipal government as a
vital and essential component of Ontario and Canada's political system.
- 30-
For more information, contact:
Pat Vanini, AMO Executive Director, 416-971-9856 ex! 316
Brian Lambie, AMO Media Contact, (416) 729-5425
www.amo.on.ca
20
2-20-05; 11: 11PM
416 314 7670;# 2
News Release
Communiqué
® Ontario
Ministry of Finance
Ministère des Finances
For Immediate Release
February 21, 2005
ONTARIO ANNOUNCES $200 MILLION IN ONE-TIME TRANSITION FUNDING
FOR MUNICIPALITIES
Will Replace Community Reinvestment Fund With More Equitable Model
TORONTO - The Ontario Government today announced a one-time investment of $200
million to help municipalities adjust to the upcoming repJacement of the Community
Reinvestment Fund (CRF).
The govemment also confirmed that $656 million is being set aside to fund a new, mOre
equitabJe model of investment in communities. The new model represents an increase of $38
million or 6.1 per cent over 2004.
"We are committed to replacing the broken Community Reinvestment Fund with a simple,
straightforward transfer payment for municipalities," said Finance Minister Greg Sorbara.
"Today we took an important step forward by assuring municipalities that we will provide $200
million in one-time assistance for the equivalent costs of2003 reconciliation and transitional
support to the new fairer model," said Municipal Affairs and Housing Minister John Gerretsen.
The CRF is currently thc province's largest transfer payment to municipalities serving a total of
90 per cent of municipalities_ Full details of the new funding model will be announced in
March 2005.
While operating within a fiscally responsible framework, the new provincial-municipal funding
model wiU include;
. Equalization principles
. A response to policing issues in small communities
· A response to some specific challenges fàced by northern and rural municipalities_
"Replacing the CRF with a fairer funding model and the transition fund to support it are part of
this government's overall commitment to municipalities that includes the provincial gas tax,
public health funding, education funding and infrastructure support," said John Gerretsen,
Minister of Municipal Affairs and Housing.
- 30-
Contact:
Sean Hamilton
Minister's Office
(4]-6) 325-8679
Manuel Alas-Sevillano
Ministry of Finance
(4]6) 212-2]55
Disponib1e enfrancais
For more information visit www.gov.on.calfin
2 f
_2_-2~~05; 1 1 : 1 1 ~~
416 314 7670;# 4
- - - - --
Backgrounderl
Document d'information
® Ontario
MinIstry of Finane.
MJnistère des Finances
For immediate release
February 21, 2005
REPLACING THE COMMUNITY REINVESTMENT FUND AND PROVIDING $200
MILLION IN TRANSITION FUNDING FOR MUNICIPALITIES
The Community Reinvestment Fund (CRF) js the province's main vehicle for providing
financial transfers to municipalities. Over 400 of Ontario's municipalities receive CRF
funding, and for over 85 rnunicipaHties, these grants represent 30 per cent or more of their
operating revenue.
This existing model governs more than $600 million of tax payers money but does so in a way
that is neither fair nor transparent. In order to address these inequities the government is
committed to replacing the CRF with a new tì,mding framework that is fairer and more
understandable.
The new funding model wiJJ be announced in March 2005. The new model will incJude:
. Equalization príncíples
. A response to policing issues in small communities
· A response to some specific challenges fàced by nonhem and rural municipalities.
To assist in implementing this new model. the government is announcing a transition fund of
$200 million. This funding would be available to close out the province's obligations under
the old CRr model by providing one-time assistance for the equivalent costs of a 2003
reconciliation. It will also provide transitional support to the new fairer model.
As municipalities prepare their 2005 budgets, the Province has guaranteed that municipalities
wm receive, at a minimum, as much funding in 2005 as they have received through the CRF in
2004,
Providing a stable, fair and understandable grant process for municipaJities Îs part of the
government's over-all assistance strategy for municipalities that includes the provincial gas
tax, public health funding and in1ì-astructure financing support:
· $680 million in gas tax money by 07/08
· $127 million through increasing the Province's share ofpublic health funding to 75 per
cent by 2007
· $298 million towards the $1 billion fund for the Canada Ontario Municipal Rural
Infrastructure Fund (COMRIF)
· Up to $1.2 billion in low cost, longer-term infrastructure loans through the Ontario
Strategic Infrastructure Financing Authority (OSIF A).
-30-
Contact:
Manuel Alas-Sevillano
Ministry of Finance
(416) 212-2155
Disponible en français
WWW.!!ov_on_ca/FIN/
22
1
." Member Gommunicatior(
L\ [VI"'·'\ Association of
, :'-';"'\ j Municipalities
..', J1:tL, j of Ontario
rt
393 University Avenue, Suite 1701
Toronto, ON M5G 1 E6
Tel: (416) 971-9856' fax: (416) 971-6191
email: amo@amo.on.ca
To the immediate attention of the Clerk and Council
February 23, 2005 - Alert 05/018
Premier Commits to Reconsidering CRF Decision
Issue:
In his address today to the combined OGRA/ROMA Conference, Ontario Premier Dalton
McGuinty acknowledged municipal concerns with the Ministry of Finance's Februarv 21, 2005
announcement on the CRF, and committed to revisiting the decision.
Background:
AMO and its members at the OGRA/ROMA Conference, with the support of the Wardens'
groups, raised strong concerns about the provincial government's decision to provide one time
funding of $200 million instead of fulfilling its responsibility to reconcile the CRF for both 2003
and 2004.
The CRF was established in 1998 under the previous government to provide partial mitigation
for provincial downloading. The CRF has provided annual payments to 403 municipalities with
year-end reconciliations that better reflect the true cost of delivering downloaded provincial
programs. In 2003, this reconciliation was estimated to be more than $90 million.
The costs of downloaded services, including social assistance, public health and ambulance
services, continued to escalate throughout 2004. While the province-wide figures for 2004
reconciliation are not yet available, the combined reconciliation bill for 2003 and 2004 will be
much higher than $200 million.
The Premier's commitment to reconsider the decision is an important milestone in CRF
discussions. It also reflects the tremendous support that AMO's November 2004 Board
Resolution has garnered among members of all sizes over the past few months.
AMO has consistently advocated for full CRF reconciliation for 2003 and 2004, and for a plan
that would begin removing provincial health and social service costs from the backs of Ontario's
municipalities and property taxpayers, as the only fair, equitable and sustainable solution for
Ontario communities.
ACTION:
AMO will keep members informed on all developments.
This information is available through AMO's subscription based MUNICOM networKljt www.municom.com.
For more information, contact: Pat Vanini, Executive Director, at 416-971~9856 extension 316
23
~ ~ Member Go~mmunication
L ~r" Association of
\. . I~),\ . /' Municipalities
.-..., Hill. ._ / of Ontario
Ie r t
393 University Avenue, Suite 1701
Toronto, ON M5G 1E6
Tel: (416) 971·9856' fax: (416) 971-6191
email: amo@amo.on.ca
To the immediate attention of the Clerk and Council
February 23, 2005 - Alert 05/019
Municipalities Make Gains in Federal Budget
Issue:
The 2005 Federal Budget includes an initial $224 million in gas tax revenue sharing for
Ontario's municipalities in 2005/06, a commitment to reneVý and extend existing infrastructure
programs, and limited additional spending on immigration settlement.
Background:
Infrastructure
Among the items in the Federal Budget that will benefit municipalities is an initial $600 million of
the promised $2 billion in gas tax revenue sharing for municipalities. In the Budget the Finance
Minister indicated that, once fully allocated in 2009/10, funding would be ongoing at $2 billion a
year. For Ontario's municipalities, $224 million will be paid this year annualizing at $746 million
in 2009/10.
Funding Profile for Gas Tax Sharing Over Five Years
2005-06 2006-07 2007-08 2008-09 2009-10 Ongoing
Total Funding $600 million $600 million $800 million $1 billion $2 billion $2 billion
Ontario's Share $224 million $224 million $298 million $373 million $746 million $746 million
The Budget indicates that in large urban communities, investments will be targeted to public
transit, water and wastewater, community energy systems, and treatment of solid waste. It
states that in smaller municipalities, "eligible funding will be considered more broadly to provide
flexibility to meet priorities."
The budget also states that, in order to ensure that gas tax funding does not displace current
federal infrastructure investment, the federal government will "renew and extend" the Canada
Strategic Infrastructure Fund, the Municipal Rural Infrastructure Fund (COMRIF in Ontario) and
the Border Infrastructure Fund. The commitment is to renew these programs as they expire with
details to be provided at a later date.
1/2
24
Immigration
The Budget also provides an additional $298 million (nation-wide) over the next five years for
settlement and integration programming in "recognition of the increasing demands being placed
on these programs and services across the country." It also provides a total of $75 million over
five years to accelerate and expand the assessment and integration of internationally educated
health care professionals.
Child Care
The Budget reiterates the federal government's commitment to national early learning and child
care initiatives, including:
· $5 billion over five years to start building a framework for an Early Learning and Child Care
Initiative; and
· $100 million devoted for the development of improved research and common evidence -
based indicators and benchmarks.
The Budget states that, in 2005/06, $700 million will be paid into a "third party trust" with
provinces and territories having the opportunity to draw down on the funds on a per capita
basis. Ontario's estimated share for this period is approximately $280 million.
Housing
The Federal government did commit to renew and extend its housing initiatives once they
expire. The government has previously committed $1.5 billion in funding over five years.
ACTION:
For your information.
This information is available through AMO's subscription based MUNICOM network at wwwmunicom.com.
For more information, contact: Brian Rosborough, Senior Policy Advisor, at 416-971-9856 extension 318
25
2/2
BACK-UP GRANT INFORMATION
ß..~D' Gf ï
COUNTY OF ELGIN
GRANTS
2005 Budget Request
1 Shedden Agricultural Society
2 Wallacetown Agricultural Society
3 Rodney-Aldborough Agricultural Society
4 Aylmer & East Elgin Agricultural Society
5 Elgin 4-H Association
6 Tillsonburg & District Multi-Service Centre
7 Quad County Support Services
8 Seniors Picnic
9 SI. Thomas - Elgin Art Gallery
10 SI. Thomas Elgin YMCA
11 Non-specific
12 Town Crier
13 Second Stage Housing
14 East Elgin Medical Facility
15 YWCA of SI. Thomas
16 Easter Seal Society - SI. Thomas - Elgin
17 Elgin Community Nutrition Partnership
18 Dutton/Dunwich Medical Building
19 Royal Canadian Legion
20 County of Elgin CISM Team
21 Ontario Society for the Prevention of Cruelty
22 Elgin County Prowmen's Assocation ,
23 West Elgin Citizens' Group for Rural Education
Total
SI. Thomas-Elgin General Hospital
Foundation Request referred to 2004
For
Consideration
2004 2005
4,500 4,500
4,500 4,500
4,500 4,500
7,500 7,500
2,000 2,000
4,000 4,200
2,000 2,000
2,500 2,500
7,500 10,000
10,000 Over five years approved 2000
5,000 5,000
2,000 2,000
3,500 5,000
50,000 50,000 for 2003 and 2004
10,000 10,000
1,000
5,000 5,000
10,000 10,000 for 2003 and 2004
5,000
10,000 One time grant in 2004
No amount specified
No amount specified
No amount specified
150,500 68,700
BILL LEITCH PAGE 01
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COUn1:y of Elgin
Linda Veger
450 Sunset Drive
ST. THOMAS, Ont,
N5R 5Vl
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The Directors of the Shedden Agricultural
Socieëy are requesting a grant of $4500 for
2005 fair.
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This money will be used to pay prize money.
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We appreciate the financial support .he Counëy'
of Elgin has given ëO our fair.
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Yours .ruly,
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Ril 1 SOUTHWOLD
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December 15th, 2004
L.B. Veger, CMA
Director of Financial Services
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Linda:
Please accept this letter as the 2005 grant request for The Wallacetown Agricultural
Society.
In general, the Society works together with local members to preserve and enhance the
future of agriculture through competition, education and events. We strive to encourage
the sustainable development of agriculture by holding events and competitions that
support agricultural excellence and innovation. A large part of our focus involves the
area youth with the Junior Fair activities and our significant 4H involvement.
As you may be aware, The Wallacetown Agricultural Society is a not-far-profit
organization and like many other groups similar in nature, funds are needed to support
our efforts.
Thank you in advance for your consideration of our request and we look forward to
hearing from you in the near future.
Sincerely,
Tara Lethbridge, Secretary
Wallacetown Agricultural Society
Box 74
Dutton, ON NOL lJO
tel: (519) 762-2333
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RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
P.O. Box 130
Rodney, Ontario, NOL 2CO
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November 25,2004
County of Elgin - Council Members
450 Sunset Drive
Sl Thomas, ON
N5R 5V1
Dear County Council Members
This is a grant request from the Directors of the Rodney-Aldborough Agricultural Society for the year 2005.
The Society has a membership of 300 plus and will hold its 151$' fair on September 16,17 and 18, 2005. The
Directors, Associate Directors and volunteers are planning an exciting upcoming fair and request that the
Corporation of the County of Elgin duly consider providing the society a grant in 2005.
Money received from the County of Elgin will be used for the V.I.P program, providing entertainment and
lunch for adults with developmental disabilities and for seniors, for agricultural displays and educational
demonstrations, and for children's entertainment.
Thank you for your continuedsupporl
Yours truly,
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President
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AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Elgin County's Fair For Over 150 Years
SecretarylManager's Office
Phone: 519-773-3445
Fax: 519-773-3492
Email: avlmerfairboard@amtelecom.net
P.O. Box 192
Aylmer, ON
N5H 2R9
Website: avlmerfair.ca
December 21,2004
Coun1y ofElgin,
450 Sunset Drive,
St Thomas, ON,
N5R 5Vl.
Attention: Coun1y of Elgin Council
Dear Council:
On behalf of the Aylmer and East Elgin Agricultural Society, I would like tu thank the Coun1y of Elgin
for their support oftheAylmer Fair over the years. In 2005 we are preparing for the 1 59th Annual Aylmer Fair
- an incredibly long tradition of celebrating and promoting the history and heritage of agriculture in this area.
The Fair benefits the agricultural communi1y by encouraging improvements in production and marketing, but
it also benefits the urban communi1y by increasing their understanding of the importance of agriculture in their
lives. The Aylmer Fair also increases the tourism dollars being spent in our area.
The members of the Aylmer and East Elgin Agricultural Society work very hard to produce a successful Fair -
one which both educates and entertains - but we need your help. We would appreciate it if the Council would
consider the [mancial needs of the Aylmer Fair when you are preparing your budget. The Fair Board fund
raises all year round, and this year has initiated an effort to dramatically increase sponsorship of the Fair. In
the past 2 years we have seen our insurance costs rise dramatically. This in turn leads to higher costs to bring
attractions and entertainment to the Fair. We believe that the Aylmer Fair is especially irnportantto the Coun1y
of Elgin, and that it brings significant tourism dollars into town.
Your support will help to make the 159th Aylmer Fair a terrific success.
Thank you for your consideration.
See you at the Fair!
Sincerely,
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Devern Chmarney
Secretary/Manager.
End: 2004 Financial Statements
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17 Lawrence Crescent
Aylmer, ON
N5H 1B5
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December 19, 2004
Corporation of the County of Elgin
C/o L.B. Veger Director of Financial Services
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Dear Sir or Madam:
The Elgin County 4-H Association is writing to you requesting your continued financial
support of the 4-H program. 4-H continues to be dedicated to the positive development
and promotion of youth. k. you are aware, the Ontario Ministry of Agriculture and Rural
Affairs no longer funds the 4-H program. k. a result our organization is funded by local
contributions. The Elgin County 4-H k.sociation greatly appreciates your past financial
support of $2000.00 annually, and asks again for your continued sponsorship. On behalf
of the Elgin County 4-H k.sociation, thank: you for considering the above request.
Sincerely,
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Carrie Shea
Secretary,
Elgin County 4-H k.sociation
Telephone (519) 842-9000
Fax (519) 842-4727
Tillsonburg & District
Multi-Service Centre
The Livingston Centre
96 Tillson Avenue, Tillsonburg, ON N4G 3A 1
Operating since ¡ 978
December 21,2004
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Warden David Rock, Council Members and County staff:
We wanted to update you on how our Adult Basic Literacy program is having a positive impact on the lives
of Elgin County residents. Thank you once again for the grant of $4,000.00 in 2004 - we have been putting
those dollars to good usel
The Adult Basic Literacy program has been a part of the Multi-Service Centre since 1987, and has provided
85,000 hours of direct assistance to students over those 17 years.
We are requesting your consideration in upcoming budget deliberations. The Ministry of Training, Colieges &
Universities funds 75% of the required budget. However, Adult Basic Literacy needs to raise $30,000
annually in order to meet needs. We raise that $30,000.00 through municipal grants (from South-West
Oxford, Bayham, Norfolk, Elgin, Tilisonburg), fundraisers (a golf tournament organized by Bennett Basics
every summer and our Food & Farce held every February), donation containers in 4 community locations,
monthly draws, a Nevada outlet and our annual donor campaign. It is a lot of work to raise $30,000.00 every
year. The bulk of funds go toward staff (2.38 full-time equivalent) and volunteers (82 at present) who have
provided 6,124 hours of service to students from January to October of 2004. Volunteer support
(recruitment, training, orientation, ongoing supervision) and materials (tutor references/student library
resources) are also considerable expenses.
The amount we are asking from Elgin County is $4,200.00 - the proportion of the amount we need to
fundraise, based on the number of Elgin County students assisted in 2004 thus far. Please see the attached
statistics sheet.
So far, 2004 has been a busier year than 2003. Numbers have increased across the board in Adult Basic
Literacy - at the end of October the program was at 120% of 2003 figures - and we already know our base
budget from the Ministry will not change.
Our Municipal Grants Presentation Team would be happy to make a presentation to Elgin County Council.
Municipal doliars help us to diversify our funding base and we enjoy the opportunity to appear before
Council, explain our needs, and answer any questions. In an era of shrinking/status quo base budgets, local
support is truly valued. We have appreciated past support from Elgin over the years and hope that you will
continue to consider the Aduit Basic Literacy program in upcoming budget deliberations. Happy Holidays!
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Maureen Vandenberghe . cr->--' Of/'-'Y
Communications & Development Coordinator
Wendy Woodhouse, Adult Basic Literacy Coordinator
Mark McDonaid, CAO and Linda Veger, Director of Financial Services
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MissÎon
A community organization committed to supporling personal independence through:
# Innovative and responsive resources + Partnerships and cofIaboraUon ". Striving for excellence
Vision
Embracing Personal Independence + Celebrating a Caring Community
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Tillsonburg & District
Multi-Service Centre Statistics: Elgin
Janua to October 2004: Adult Basic Literac
Number of Clients Hours of Service
29 858
Totai number of students (ail geographic areas): 207
Total number of contact hours (ail geographic areas): 6,124
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Program and Outcomes Information
Adult Basic Literacy (MSC) Program Statistics and Facts:
}- 17% of students, initiaily receiving OW or EI upon program entry, were
employed 3 months after leaving the program.
}- An additional 46% were employed 3 months after leaving the program (some
of these students were employed upon program entry. Öthers had neither OW
nor EI as a source of income when entering the program).
}- 29% of students who register with the program are between 45 and 64 years of
age.
}- Adult Basic Literacy (MSC) has been serving the community since 1987.
}- Student progress is measured using a system cailed Literacy Basic Skills. Literacy
Basic Skill Levels (LBS) are standards developed by the Ministry of Training,
Coileges and Universities. There are five standards - roughly equivalent to
grades 1 to 12. The Adult Basic Literacy program (of the Multi-Service Centre)
serves those clients that are primarily at levels 1 and 2.
}- The program originaily started with instruction provided in a one-to-one
student/tutor match format. Now, in addition to the one-to-one matches,
programming includes a literacy/computer smail group and, most recently, a
smail group that supports Ontario Works clients with literacy assistance.
}- Every year the program must raise $30,000.00, independent of Ministry of
Training, Coileges and Universities funding. This is done through fundraising
events, ticket sales and donations.
Adult Basic literacy Student Profile: Caroline
Caroline, a referral from the Adult Employment Counselling program, registered with
Adult Basic Literacy in September of 2002. She was suddenly unemployed after 30
years "on the line", as the result of a plant closure. She had had 8 years of formal
education, remembered experiencing difficulty in school, was lacking in self-
confidence/self-esteem and felt ill prepared for her job search. After 2 years of
assistance through the Adult Basic Literacy program Caroline:
~ Is able to read to her grandchildren
~ Is able to complete application forms and prepare cover letters/resumes
~ Has developed business cards for her small cleaning/housekeeping business
~ Has improved her ability to read the newspaper and some magazines
~ Has submitted a student story for an Adult Basic Literacy program project
~ Has improved her ability to do independent writing in order to enhance her
personal portfolio
Caroline's small business has been in operation for 7 months. She is also working, part-
time, as a cook in a retirement home. Involvement in the literacy program has
helped her to read recipes, prepare meals, develop grocery and supply lists and
complete work related forms. In addition, Caroline is enrolled in a food-handling
course with plans to register in a first aid program. Most importantly, Caroline believes
she is a different person now, stating that literacy assistance and the application of
literacy skills has broadened her life and established a grounded confidence in her
ability to succeed.
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Quad County Support Services
Mailing Address: P. O. Box 65, Wardsville, Ontario. NOL 2NO
Telephone 5t9-693-4312
Fax 519-693-7055
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Warden Dave Rock
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Dear Warden Rock and Council Members:
Submitted for your consideration is our request for a grant in the amount of $2,000.00. In 1963
our Association began to offer services to families residing in the western portion of Elgin county
whose sons or daughters were diagnosed with a developmental disability. Service demands
continue to grow and our fixed costs have escàlated at a very rapid rate with little relief from our
funding body the Ministry of Community and Social Services. The need for you approval is
paramount to ensure we can deliver required supports to our consumers now and in the future. As
in previous years we are requesting fmanciaJ assistance from the four counties we serve based on
a prorated formula.
Middlesex
Elgin
Municipality of Chatham-Kent
Lambton - Dawn-Euphemia
- Brooke-Alvinston
2,500.00
2,000.00
1,500.00
330.00
330.00
Quad County Support Services operates the foIIowing programs, three located in WarüsviIle, one
in Glencoe, one in West Lome and one in Dutton. The Community Employment Options and the
Resource Cen1re and a Supported Employment Option for 7 individuals working in local
ADMINISTRATION OFFICES
195 Wellington St.
Wardsvi!le, Ontario
NOL 2NO
(519) 693-4812
(519) 693-7055 (Fax)
RESOURCE CENTER
205 Victoria Street
WardsviJle, Ontario
NOL 2NO
(519) 693-4473
(519) 693-4473 (fox)
COMMUNITY EMPLOYMENT OPTIONS
191 Queen Street
Wardsvil!e, Ontario
NOL 2NO
(519) 693-4929
RESIOENTIAL SERVICES
159 McKellar St.
Glencoe, Ontario
NOL 1MO
(519) 237-2306
(519) 237-5905 (fox)
page 2 QCSS Grant application
businesses throughout our catchment area, are all located in Wardsville. Our Residential Services
operates a Supported Independent Living Program for those individuals who reside in Glencoe
and West Lome as well, we offer an activity drop in program for individuals who reside in the
Dutton area. The above programs provide services to a total of 69 individuals.
Our funding body the Ministry of Community and Social Services provides 100% funding for three
of the programs we operate and 70% funding for the Community Employment Options. This
program is required to generate the 30% shortfall through their Ïndustrial and woodworking
contracts. As well, our Administration budget has a 7% shortfall that the MÏnistry does not fund and
our Association is providing the resources for this shortfalL To enable us to contÏnue to maintain the
present level of service individuals receive our Association will require additional sources of
funding. The grants we have been fortunate to receive in previous years have been extremely
Ïnstrumental in meeting our budgetary requirements. If you require any additional information,
please feel free to contact me at 693-4924 or 693-4812. Thank you for your time and consideration
Ïn this matter.
Sincerely,
~~~
Mrs. Lyn Moniz
Corresponding Secretary
Quad County Support Services
Board of Directors
ADMINISTRATION omCES
195 Wellington SI.
Wordsville, Ontario
NOI. 2NO
(519) 693-4812
(519) 693-7055 (Fax)
RESOURCE CENTER
205 Victoña Street
Wardsville, Ontario
NOL 2NO
(519) 693-4478
(519) 693-4478 (fax)
COMMUNllY EMPLOYMENT OPTIONS
191 Oueen Street
Wordsvitle, Ontario
NOL 2NO
(519) 693-4929
RESIDENTIAL SEIMCES
159 McKellar St
Glencoe, Ontario
NOL 1MO
(519) 287-2306
(519) 287-5905 (fax)
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Seniors Picnic In the Park - 2005
December 17, 2004
DEC 20 ~
Mark McDonald
County ofElgin, Administration Building
450 Sunset Drive
St. Thomas, ON N5R 5V1
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Dear Mr. McDonald:
I would like to extend my sincere appreciation for the generous financial contribution that
the County of Elgin has provided to the Seniors Picnic in the Park over the past five
years.
The Planning Committee has met and has decided that we would be very pleased to offer
the event again next year, as so many people expressed their appreciation to us. As such,
we are asking for your support in the amount of$2500 for our 2005 event.
Please contact me at 631-0335 if you have any questions.
Yours very truly,
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Ken Verrel!
ChaÏ1person
Seniors Picnic in the Park
~:PEC-16-2004 04:01P FROM:
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December 14,2004
Members of County Council, Mr. M. McDonald, & Ms_ L Veger
c/o Elgin County Administration Office
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Re: St Thomas-Elgin Public Art Centre Annual Grant Request 2005
Members of County Council, Mark, & Linda:
the Board of Directors and Staff of the St. Thomas-Elgin Public Art Centre would like to thank
you for your continued financial support.
As you are probably aware, securing financi::¡' support is an ongoing problem for nonprofit
organizations. With this in mind, we ask that Y:'.J seriously consider our request for $10,000 for 2005,
This amount is higher than the grant awarded to us in 2004, however, the Art Centre feels there is a
genuine need for this increase. The unforseen reduction of $23,000 to our operating funds by the City
of St. Thomas dramatically affected the Art Centre's ability to balance its budget for 2004. Although we
have several new fund-raisers and income generating programs in place for 2005, these efforts will only
help to eliminate the deficit created, not generate new funds for the 2005 budget. Thorough the
increase of support from the County we could be one step closer to a fiscally successful 2005.
We note that there has been ongoing participation by residents of Elgin County with the Art
Centre and in order to maintain and improve these services we need your support. In that regard we
are providing the following information to support the Art Centre's grant request for $10,000.
The facts shown below are usage statistics for the residents of Elgin County and just some of the
examples of programs and events directly benefiting those residents. It is our hope that after reviewing
the information provided, the Council Members will elect to continue to. lend their support to the Art
Centre:
,/ Art Centre usage by Elgin County residëhts (percentages based on records kept for 2003/4):
Children's Classes & Workshops 40%
Adult Classes & Workshops 49%
Artists Exhibiting Work 48%
Tours of Exhibitions/Facility 45%
Members of STEPAC 39%
Artists (from artist list) 43%
An ~ve:~ge of ~4% c:f those participating in, and enjoying the services offered by STEPAC
are indiViduals living In the County of Elg:n, outside the City of St. Thomas.
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The Art Centre opened its doors to 1688 students in 2004. These children participated in
curriculum based tours and programs designed by staff at the Art Centre. Of the schools
making use of this valuable service were: West Elgin Secondary School, St. Mary's Catholic
School and, in the month of November alone, 180 students from Southwold Public School.
.r We were proud to award a $1000.00 Scholarship, through a Clark McDougall Scholarship
trust fund. The recipient was a student from West Elgin Secondary School. It is important
to note that this is the fourth time in five years that a student from West Elgin or East Elgin
have won. This demonstrates not only the quality of art programming offered by those
schools, but the strong community support in Elgin County for the arts.
./ Hosted the book launch for the Birds of Elgin publication in April of this year. In one night
over 300 people dropped in to purchase a book or meet the authors of the book. Mçmy of
these individuals were from outside of St. Thomas. The Art Centre is still assisting the West
Elgin Nature Trust in the sale of these books.
.r The Art Centre presented an exhibition of Clark McDougall's Elgin. This exhibition
celebrated Elgin County through Clark McDougall's eye, Many residents from Elgin County
participated in the exhibition by lending works of art of visiting the Art Centre to view the
show.
./ The Art Centre hosted its bi-annual student exhibition entitled Great Beginning which
featured the art of Elementary and Secondary schools. Among the participating schools
were West Elgin Secondary school, Straffordville Public School, Sparta Public School, Port
Stanley Public School and New Sarum Public School.
"I The Art Centre currently houses over 7ÖO works of art in its permanent collection. Through
the use of our Timken Foundation Gallery, we present the visual history of Elgin County.
This exhibition runs year-round and provides, not only a visual record of Elgin County, but
an archive for information on historical locations and artists.
.r In 2004 the Art Centre participated in P.L,A.Y. (Positive Leisure Activities for Youth), a
grass-roots initiative offering opportunities for underprivileged children to participate in
classes and workshop. The Art Centre will be continuing this partnership in 2005 and we
have ìncludéd a copy of their letter of thanks.
"I Lastly, the Art Centre participated in the Elgin Family Fair (Saturday, April 3, 2004), a county
wide event.
I hope that this further clarifies the usage of the Art Centre's services by Elgin County residences,
and reinforces the need for County support. In addition, I have enclosed a copy of two support
letters received by local schools, an information sheet on our school programs and the S1. Thomas
- Elgin Public Art Centre's Projected Budget for :W05, as requested.
Thank you for your time and consideration with regards to our annual grant request.
~
~~
Debra Seabrook - Page
STEPAC, Executive Director
ST. THOMAS-ELGIN
\. \\ \ \ Second Stage Housing
" 15 Golding Place St. Thomas, Ontario N5R 6B6
--.... phone: (519) 637-2288' fax: (519) 637-2213' ernail: secondstage@arntelecorn.net
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December 9,2004
Elgin County Council
c/o Warden Dave Rock
County of Elgin
450 Sunset Drive
S1. Thomas, ON N5R 5Vl
Dear Council:
Thank you for your continued support of our agency and the services we provide for
women, with or without children, leaving abusive relationships in Elgin County.
Women leaving abusive relationships are often in an extremely vulnerable position and at
risk of physical harm or even death after leaving their abusive situation. Statistics tell us
that 1 woman in 4 is an abused woman and that in 2001,52% of all female homicide
victims in Canada were killed by someone with whom they had an intimate relationship
at one point in time, either through marriage or dating, compared to 8% of male victims.
Four of five victims of spousal homicide were female; 69 women compared to 17 men.
Support at Second Stage Housing is offered through group and individual counselling,
through referrals and through advocacy. Our agency provides service to women .
throughout the County of Elgin. Programs for women and children assist them to
understand the impacts of abuse, to do safety planning, to build social networks, to assess
their personal options and to develop skills for setting and reaching goals in their futures.
Follow-up support is offered to women after leaving the program. Twenty-seven (27)
women and thirty-five (35) children resided at Second Stage throughout our last fiscal
year of April 2003 to March 2004.
It is the consistent support offered by staff through both group and individual counselling
sessions that allows the women to gain control over their lives. The Women's
Residential Program is financially dependent on funds raised in our community and
through corporate and philanthropic grants. The enclosed full cost analysis shows that
the average annual cost per woman for the Women's Residential Program is $1650. Our
agency actively raises funds through bingos, special events and personal donations.
However, our fundraising falls short of the amount needed to allow us to continue to
provide the programming.
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A United Way Agency
Our agency has good standing in the community and is known to operate programs with
proven effectiveness as demonstrated in a recent client survey. In September 2004, our
agency celebrated 10 years of service to abused women and conducted a survey of past
residents. The aim of the survey was to determine what works well in the program, to
highlight what needs to change, and to determine the direction to be taken over the next
ten years. Overall, the client survey results revealed that the majority of women stated
that they would not change any aspects of the counselling services at St. Thomas-Elgin
Second Stage Housing and had a high level of satisfaction with the services provided.
Women surveyed were given the opportunity to make comments regarding their overall
satisfaction/dissatisfaction with the program at St. Thomas-Elgin Second Stage Housing
(STESSH). Some of the comments are as follows:
"I found the time spent at STESSH gave me time to think, reassess,
and de-stress. I became the person I should have been all my life.
Thank you."
"STESSH is a really great program. I wouldn't change a thing!"
"The program is really good! It's good to know there's a place to go
that is supportive and informative. Staff at STESSH was devoted,
helpful, encouraging, and caring."
In January 2005 we will be adding a new program at Second Stage. A new Transition
Worker will begin offering support to non-residential clients. We hope to reach an
additional seventy-five women annually through this program to assist them in the
development of a network of supports and to help them to find and secure safe and
affordable housing. The Ministry of Community and Social Services of the Province of
Ontario has agreed to fund this new program.
Our problem continues to be finding adequate funding to support the current residential
program. Please consider St. Thomas-Elgin Second Stage Housing and its services to
abused women and children in your 2005 granting period with a grant of$5000 in
support of three women in our residential program. Donations to St. Thomas-Elgin
Second Stage Housing are recognized in our bi-annual newsletter delivered to more than
1000 households, on our web-site at: v,-,vw.secondstagehousing.net and in our local
media. Enclosed is a copy of our most recent financial statements, a pamphlet explaining
our services, and a full costs analysis. We look forward to a continued partnership with
the County of Elgin in meeting the needs of women and children leaving abusive
relationships in Elgin County. If you require any additional information, please contact
us by telephone at 519-637-2288 or e-mail at rhvatt@,amtelecom.net. Thank you for
your consideration; we look forward to hearing from you.
Sincerely,
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Ron Somerville,
Secretary, Board of Directors
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Rut« Hyatt:
Executive Director
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December 30, 2004
Jim McIntyre
Warden,
County of Elgin
450 Sunset Drive
St. Thomas ON, N5R 5V 1
Dear Mr. McIntyre:
On behalf of the YWCA of St. Thomas - Elgin, please accept this application for
consideration of funding from the County of Elgin.
As you are aware, last year the YWCA submitted a funding request in the amount of
$50,000. It was OUr understanding that Council supported our request and recommended
that we receive the funds over a three year period. In 2004 we received the first allotment
of $10,000 and were directed by County Staffto resubmit proposals for our additional
$20,000 allotments in 2005 and 2006.
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With the $10,000 received in 2004 we were able to purchase our rooftop air
conditioners. This funding made an incredible difference to the individuals who use our
building as shelter and clients who access our services and programs. Thank you all so
much!
This year it is our intent to use the second installment of $20,000 to continue our building
improvements. As indicated in our original proposal we plan on using the funds towards
the replacement of our old and non energy efficient existing windows. It is our intent to
begin this process in the Women's Residence. As mentioned before, the Women's
Residence provides emergency, short term and long term housing to women in need. We
are the only such shelter in Elgin County and last year we provided over 800 emergency
shelter nights in addition to our low cost housing. This is a significant increase over
previous years and we are finding that the women accessing our shelter are arriving with
fewer resources and taking longer to transition to other housing or supports. We estimate
that since our building was built in 1929 we have housed well over 10,000 women and
we receive no govel1JIDent support for this program. New energy efficient windows will
help tremendously in continuing to improve the comfort of the individuals living in our
residence while assisting us in reducing our energy costs.
w"
16 ìvlary Srreer\V. Sr. Thomas, Ontario, C:lI1ada· N5P 253· (519) 631-9SnO
email: ywcasnhomaseJgin@on.aîbn.com
~ A United Way Agency
BUDGET DETAIL FOR YWCA FUNDING REQUEST
Windows for Women's Residence
7 54" x 44" Windows 3,300
4 55" x 36" Windows 1,600
17 54" x 39" Windows 8,000
5 63" x 33" Windows 2,150
Sub-total $15,050
Main Floor Community Meeting Room
5 88" x 44" Windows 4,000
4 88" x 16" Windows 1280
Sub - Total $5,280
TOTAL BUDGET FOR 2005 FUNDING REQUEST
$20,330.00
We have chosen to replace these windows first as they will have the most impact in terms
of energy efficiency and effectiveness in lowering our utility bills. Our old windows do
not effectively keep out the drafts and in the winter months we have several rooms in the
residence that can get quite cold. As mentioned in the letter these windows will be
double hung tilts with low E glass.
For your convenience we have included an estimate from Talbotville Windows, out of
numerous quotes received theirs was the lowest for the same product and service.
We wish to thank you again for your support for this renovation proj ect and if you have
any questions at all, please do not hesitate to contact us.
Sincerely,
/' I'
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Shirley Broadbent
Board President
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Elgin Community Nutrition Partnership
99 Edward Street * St. Thomas. Ontario * N5P 1Y8 * 1-800-922-0096
@
December 17, 2004
Warden Jim McIntyie
County ofElgin
450 Sunset Drive
St Thomas, Ontario N5R 5VI
Dear Warden McIntyie and Councillors:
On behalf of The Elgin Community Nutrition Partnership (ECNP), please accept my
sincere thanks for your donation to our Program, and in turn, your support of area schools
providing students with Breakfast and Snack Programs. Presently, more than 5,000
students are participating daily with the assistance of 185 volunteers. Your grant this year
of $5,000 allows 47 students to eat a nutritious breakfast for an entire school year, The
purpose of this letter is two-fold. In addition to recognizing your generosity, we are, once
again, asking for your fmancial support. Based on correspondence fÌ'om Linda Veger,
Director of Financial Services, grant requests are now due and ECNP would again like to
be considered in your 2005-2006 budget allocations.
There are 25 schools in The County of Elgin and The City of St Thomas offering Breakfast
and Snack Programs to their students daily. With an average cost of$0.55 per student per
day the financial aspect of these programs is somewhat overwhelming. Thanks to annual
grants to schools from Breakfast For Learning, funds raised by ECNP and individual school
fundraising efforts, schools have been able to sustain their programs, up until now.
Unfortunately, requests to Breakfast For Learning, the only national non-profit organization
solely dedicated to supporting School Nutrition Programs, have grown significantly as
schools around the country begin to see the benefits of School Nutrition Programs on
student academic perfonnance. Accordingly, Breakfast For Learning has recently reduced
school grants fÌ'om 25 to 50% to between 9 and 12% of operating costs. This has caused
several of our schools to struggle with their budgets. We also have 4 new schools in our
area on a waiting list for start-up funding.
It is our goal to see School Nutrition Programs in every school in Elgin and St. Thomas.
Due to the fluctuations in Breakfast For Learning grants, ECNP is committed to developing
a more secure fmancial base fÌ'om which schools are able to seek necessary funding.
Therefore, we are asking for your fmancial commitment of $5,000 again this year to make
our goal a reality. In addition to providing fmancial support to schools, ECNP will
continue to offer volunteer training and workshops, develop educational resources and
materials, and promote the benefits of good nutrition and learning to the community.
-2-
Should you require additional information regarding this request please contact me at the
number or address listed below. Once again, thank you for your support of our local
initiative and the role you have chosen to play in ensuring all children in The County of
Elgin attend school well-nourished and ready to learn.
Sincerely,
~~
Charlotte McDonald
Program Coordinator
Élgin Community Nutrition Partnership
519-631-9900 ext. 277
cmcdonald@elginhealth.on.ca
"Eat Right! Be Bright!"
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Ontario Society for the Prevention of Cruelty to Animals
4 r('gis!¡;rcd cìhu'i1ahle organÎ=i1lìoil. IlII/T1hô' 8,,;'9(j1.) ffi.:!.J RR0002
16586 \Voodbine Avenue, RR 3 Newmarket, ON, L3Y 4W I
Te!: 1905; 898-7122 J 8880NT-SPCA Fax: (905) 853-8643
W\-\'w.ospca.on"ca
Protecting animals since 1873
November 12th, 2004
Warden Dave Rock & Council of the
County of Elgin
450 Sunset Dr.
St. Thomas, ON
N5R 5Vl
Dear Warden and Council:
The Ontario Society for the Prevention of Cruelty to Animals (Ontario SPCA) is a
registered charitable organization that was founded in 1873 to help abused, stray and
neglected animals. In 1919 the Ontario legislature strengthened the Society's mandate
with the passage of the Ontario SPCA Act. This legislation was the first in the province to
protect animals. Currently throughout the province there are 26 branches which are
directly operated by the Ontario SPCA and 31 affiliated humane societies. Under the
Ontario SPCA Act Inspectors and Agents have the same authority as police officers when
enforcing laws that pertain to cruelty to animals and as such conduct investigations under
the Criminal Code of Canada and provincial statutes. The Ontario SPCA is not provided
with any funding rrom the Provincial Government for animal cruelty investigations and
survives solely through public and corporate donations.
In March 2004 the Ontario SPCA absorbed Elgin County into its territory for
investigations as the Elgin County Humane Society dissolved. This has been a
tremendous strain on our resources as we do not have sufficient funds to employ an
investigator or establish an office or shelter. To ensure that calls for service are being
dealt with we have been deployed investigators rrom other areas which of course have
been difficult on them and their branch.
As of November 1 st, 2004, in Elgin County we have:
. Investigated 72 reports of suspected cruelty or neglect,
· Laid 15 Criminal Charges of animal cruelty,
· Removed 17 animals rrom neglectful or abusive homes,
· Taken in 37 unwanted animals
· Issued 20 Ontario SPCA Act Orders to owners to provide proper care for their
animals.
I
'1\--'
V')
\¡ii!
,
Truly there is a need for our services in the County and as such are trying to find the
funds to meet the needs of the county. Therefore I ask that if you have any sort of grant
process or application that we could be considered for, could you please forward the
necessary information we would need to do so. It would also be my pleasure to attend a
Council meeting or other venue to present my information and answer any questions.
I have enclosed several pamphlets and magazines for your reading and distribution to
help further W1derstand who we are and what we do.
Your consideration of this matter is greatly appreciated and I look forward to the
possibility of discussing it further. I can be reached at 1-888-668-7722 extension 315 or
bye-mail atdgrandel@ospca.on.ca.
Sincerely, /'/
~>///
./" ~...-~.::->'~
,../"¿..---.:¿
. ../" /
Darren Grandel
Senior Inspector - Western Region
cc: Chief Administrative Officer - County of Elgin
: Encl
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Mr. Allen Millman, Secretary-Treasurer
Elgin County Plowmen's Association
R. R. # 4 45399 Sparta Line
St. Thomas, Ontario N5P 3S8
January 9, 2005
~"I<-$,~~t~
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"""J!:~í~1~i:IT\!;~~~i~tj,
Corporation of the County of Elgin
Clerk-Treasurer
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
Dear Council Members:
On behalf of the Elgin County Plowmen's Association we are requesting a grant from
you to assist us to carry on with the 2005 County Plowing Match to be held on
September 10, at a site yet to be determined.
This Plowing Match is a county wide event which draws participants and spectators
from not only Elgin, but from surrounding counties as well. Approximately 1200 people
attend our Match each year and we are noted for our unique mini tented city.
We have appreciated your support in the past and trust that we can count on it again
this year.
Yours sincerely,
~4-~~~
Allen Millman
End - 2004 Financial Statement
ELGIN COUNTY PLOWMEN'S ASSOCIATION - 2004 FINANCIAL REPORT
INCOME EXPENSES
GRANTS $845.00 VANPELT'S $136.15
MEMBERSHIPS $20.00 OPA CONVENTION $730.80
EXHIBITOR SPACE $1,557.50 ANSELL'S $169.55
DONATIONS $2,585.00 NEW SARUM DINNER $213.48
GATE DONATIONS $1,006.33 KEN'S KOUNTRY KATERING $818.80
ENTRY FEES $440.00 PRIZE MONEY $1,447.50
BANQUET TICKET SALES $642.00 LAWRENCE STATION (lunches) $78.00
BANK INTEREST $93.82 JUDGES $175.00
$7,189.65 ADVERTISING $740.40
JOHNSON SANITATION $417.31
ST JOHN AMBULANCE $150.00
ST. THOMAS CANVAS $517.50
MEMBERSHIP -DESJARDINS $5.00
SECRETARY'S HONORARIUM $300.00
BANK BALANCE JAN_1,2004 $1,990.87
MINUS CHEQUE FROM 2003 ($25.00) UNION-SOUTH YARMOUTH OPTIMIS- $200.00
$1,965;87
INCOME 2004 $7,189.65 KETTLE CREEK SALES & LEASING $50.00
$9.155.52
EXPENSES 2004 $6,149.49 $6,149.49
BALANCE DEC. 31,2004 $3,006.03
Print View
Page 1 of 1
From:
To:
Date:
Subject:
"no=aschnekenburger" <no=aatng@golden.net>
Sandra Hemen
Monday - December 13,2004
Submission
@
Dear Councillors,
The West Elgin Citizens' group for Rural Education respectfully requests an opportunity to present
to council an overview of the group's vision, mission and work on behalf of our rural communities
and their schools. The purpose of this presentation would be to seek the council's support including
a fInancial grant to sustain the group's ongoing work.I have attached an outline of our presentation
and our budget.
We realize that the council does not meet until 2005. If this is acceptable to the council, please let
me know the date and time.
Thanks,
No=a, Chairperson
No=a Schnekenburger
22552 Talbot Line, R.R. #3
Rodney, Ontario
Canada NOL 2CO
no=aatng@golden.net
http://mail.elgin-county . on. ca/ servletlwebacc?U ser .context=rxOrl7Yb2toaihcBm 1 &action... 12/17/2004
West Elgin
Citizens' Group for Rural Education
PRESENTATION TO COUNTY OF ELGIN COUNCIL
December 10, 2004
Rationale for the funding...
~ Save Our Schools-Save Our Community... Closing a rural school negatively
impacts the community's economic foundations.
~ A key factor to the community's ongoing business/financial viability is having a
local school as one of the cores of the community; the underpinning of other
culture/social institutions.
~ Regaining commitment to the value of education in single-school communities
remains an essential part of the process of maintaining vibrant, strong rural
communities across Ontario.
Recap of Activities over the last 25 months...
~ Made presentations before 25+-1+ community group
~ Distributed 500+-1+ letter write-in packages to community/citizen groups
): Organized l500+-l+petitioned signatures sent to the Minister of Education
~ Met with the Minister of Education's Policy Advisors regarding development of new
policies for small schools
~ Consistently placed articles in the local newspaper to express the views of the group
and create community awareness regarding the economic impact of closing schools
on the community
~ Consistently responded (via letters of concern) to the decisions of the Education
Minister and of the TVDSB regarding small schools
~ Exhibited at Community Events to promoted small schools/rural education
~ Ensured representative attendance (over the course of25 months) at the following...
. TVDSB Board Meetings, Accommodation Committee Meetings,
Parent Council Meetings, Student Union Meetings, Town Hall
Meetings
~ Attended Making Connections, People for Education, Toronto and Small High School
Summit, Upper Canada School Bd., Cornwall
~ Spearheaded the creation of a Ontario-wide Coalition for Small Schools with 20
member groups involved so far---with plans to grow!
Funding Sources to date...
~ Donation to date total; $850.00. Two small donations from outside groups ($50.00
each) and the balance has come for the Citizens' Group member donations.
~ Approx. $2,500.00 dollars of in-kind services (from group members themselves or
from outside groups) have been donated over the past 28 months including the
following expenses. . . telephone (local and long distance), travel (gas and auto), word
processing, office supplies (paper, copying, etc.) database creation/management,
mailing supplies (envelopes, stationary, potage), graphic design, article writing/public
relations, bookkeeping/accounting, meeting supplies... to name a few.
Sllstaž-ning Communities through Cammunity-based, Rural Schools
West Elgin
Citizenst Group for Rural Education
Line Item Itemized Total
Cost Bud et
Monthly $25.00/mo $300.00
Mailin s 12 months
Conferences 5 Conf fee @
$395.00 $1,975.00
Accommodations and travel expenses 5 Conf fee @ $2,500.00
$500.00
Ongoing Establish an ongoing "Quick Hit" press Source database
Media release program in response to actions and word
Campaign taken by the various Ministries (i.e. Ed, processing support
MAR, etc) and the TVDSB. This will for design and
serve as an oversight effort for our inputting of data.
communities. At least one "Quick Hit" is $10.00/hour@100 $1,000.00
scheduled per week to target media hours to complete.
outlets, gov't officials, other
community/citizen groups (local, regional,
and province wide). Develop an online
database that can be shared within the
ou and with others in the communit .
Lobbying Engage in regular meetings with Plan at least I trips
Ministers/their policy staffllocal per month @ $100/ $1,200.00
representatives in Toronto or at trip
re . anal/local sites.
Community A-Day-in-the-LiJe-of-Rural-Ontario. Set up, food,
Events Invite various Ministers to this event. This transportation,
experience provides an in-depth rentals, etc.
opportunity for exchange and Host at least 3
understanding for Ministers to experience events @ $1,000 $3,000.00
fIrst hand the dynamics a school plays in per event
the day-to-day life of a rural community.
Involves ap rox. 250-500 citizens.
Allocated towards new initiatives
Sustaining COlllmunities through Community-based, Rural Sdwols
To all fanmers, rural supporters and businesses,
The local Federations of Agriculture in partnership with the commodity groups and other agriculture
organizations are working together to organize one unified voice to convince the government that
the farming industry is in a crisis. It is important that we all work together and stand together.
There is a rally planned for Wednesday March 2nd at Queen's Park and that is why we are writing
you. In an effort to send as many supporters from Elgin to Queen's Park on Wednesday March 2nd
we are asking for your help.
We hope to send upwards of 12 buses from our area and at a cost of approximately $700 per bus,
the cost is going to be substantial. Your financial support in this effort is greatly needed.
Organizers are aiming for 10,000 - 20,000 supporters in Toronto on March 2.
As you are likely aware, the current crop prices in Ontario have hit record 25 year lows. Cattle
inventory are at record highs with BSE impacts and cattle fanmers' income substantially lower.
Local grocery chains are required to purchase bulk imports and do not buy from local supply.
Research and development dollars are required to pursue alternative crops. Over-regulation
legislation is not based on reality and will put producers out of business. As a result, farm
incomes have dropped below the poverty line. This situation directly impacts the sustainability of
farms and subsequently affect their ability to continue to do business in this county.
We realize that the fanming crisis is affecting many Ag Businesses and that is why many have
already stepped up to the plate and are sponsoring buses or donating towards the cause. We
hope that all of you will consider supporting this event. You are encouraged to join us at the rally to
show your support, or if you cannot attend, you could allow some of your staff to attend. In
appreciation for your support we will ensure that you are remembered in our upcoming newsletters
not to mention any sign age you wish to send on the day of the rally.
We appreciate your consideration for this worthy cause. Any donations can be made payable to
the Elgin Federation of Agriculture or the Elgin Grains and Oilseed Association and forwarded to
the address listed above. Please contact us by Feb 26.
Respectfully Yours in Agriculture on behalf of all Elgin County fanm organizations and commodity
groups;
Donna Lunn, President, Elgin Federation of Agriculture
644-0316 644-2625 (fax)
lunnfarms@amtelecom.net
Roberta Gillard, Secretary-Admin
office: 633-0114 home: 633-3719
robertaqillard@svmpatico.ca
Bill Walters, Elgin Grains and Oilseeds
631-8110
Farmers in Elgin provide:
- 19.7% of the County's total employment
- one additional job for every job on the fanm
- an additional $1.13 in sales for every $1 in farm gate sales
- 84% of the soils classified as Class 1,2 or 3 as compared to some regions with only 21 %
- $216 Million in expenses spent right here in our local businesses
NO FOOD
NO FARMERS
NO FUTURE
DRAFT RESOLUTION
MARCH 1 ST, 2005
ELGIN FEDERATION OF AGRICULTURE
MOVEDBY-t2-c~~
SECONDËifÊ-Y:.J -0 c-h -
THAT IN RESPONSE TO A REQUEST FOR FINANCIAL
ASSISTANCE, THE COUNTY OF ELGIN GRANT $/5'00, ."to TO THE
ELGIN FEDERATION OF AGRICULTURE FOR THE PROMOTION
AND PROTECTION OF AGRICULTURE IN THE COUNTY OF ELGIN;
AND,
THAT SAID GRANT BE PAID OUT IMMEDIATELY DUE TO THE
URGENCY OF THE MATTERS BEING CONSIDERED BY THE
FEDERATION.
-CARRIED-
"'-">,
,
NOTICE
Sale/Conveyance of Surplus Lands
Notice is hereby given, in accordance with Section 268 of the Municipal Act,
2001, S.O. 2001, C. 25, and amendments thereto, that the Council of the
Corporation of the County of Elgin deems the following lands to be surplus to its
needs.
Lands located on County Road #19 (Plank Road), legally described as Lot 2,
Concession 9, Municipality of Bayham, Registered Plan #11 R-6461. (Section of
land approximately l' Wide X 2,672.7' Long.)
Additional infofmation concerning the proposed conveyance is available by
e-mail: cwatters@elgin-county.on.ca
Of by calling
Engineering Services
450 Sunset Drive
St. Thomas, ON N5R 5V1
(519) 631-1460 Ext. 4
CORPORATION OF THE COUNTY OF ELGIN
450 SUNSET ROAD
ST. THOMAS, ONTARIO
N5R 5V1
To:
Hennessey, Gibson, Hogan
Re: Salel Conveyance of Surplus
Lands
Date: March 8, 2005
From: Clayton Watters
Director of Engineering Services
County of Elgin
Attn:
Stephen H. Gibson
99 Edward Street, 2nd Floor
St. Thomas, Ontario
N5P 1Y8
Please complete the transaction as per the enclosed information for sale/
conveyance of surplus lands on County Road #19 (Plank Road), legally described
as Lot 2, Concession 9, Municipality of Bayham, Registered Plan 11 R-6461.
Enc.
CW.
Page 1 of 1
MEREDITH GOODWIN
Construction Technologist
CLAYTON WATTERS. SA Sc., P. Eng.
Director of Engineering Services
PETER DUTCHAK, C.E.T.
Manager of Road Infrastructure
450 SUNSET DRIVE
ST. THOMAS, ONTARIO
N5R 5V1
PHONE (519) 631-1460 Ext. 4
FAX (519) 631-4297
~~~
March 8, 2005
Fax: 773-3147
Aylmer Express
390 Talbot Street East
Aylmer, Ontario
N5H 2R9
Gentlemen:
Please place the enclosed Notice in your next issue for one insertion as per the enclosed
information.
We would also request that a tear sheet be sent with the invoice for this Ad.
Yours truly,
CLAYTON D. WATTERS, BASc., P. Eng.
DIRECTOR, ENGINEERING SERVICES
CDW/kab
Enc.
MEREDITH GOODWIN
Construction Technologist
CLAYTON WATTERS. SA Sc., P. Eng.
Director of Engineering Services
PETER DUTCHAK, C.E.T.
Manager of Road Infrastructure
450 SUNSET DRIVE
ST_ THOMAS, ONTARIO
N5R 5V1
PHONE (519) 631-1460 Ex!. 4
FAX (519) 631-4297
[RD ~!cID
rt,\ '%
~ %~D
March 8, 2005
Fax: 631-5653
St. Thomas Times Journal
16 Hincks Street
St. Thomas, Ontario
N5P 3W6
Gentlemen:
Please place the enclosed Notice in your next issue for one insertion as per the enclosed
information.
We would also request that a tear sheet be sent with the invoice for this Ad.
Yours truly,
CDW/kab
Enc.
CLAYTON D. WATTERS, BASc., P. Eng.
DIRECTOR, ENGINEERING SERVICES
L.B. VIiõGER, CMA
Director of Financial Services
E-mail: Iveger@elgin-county.on.ca
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
Phone (519) 631-1460, Ex!. 141 Fax (519) 631·4297
March 9, 2005
Longo Foodservice Equipment
812 Dundas Street
London, Ontario
N5W 2A7
Attention: Tim Longo
Re: Convection Steamer - Bobier Villa
Dear Mr. Longo:
Please be advised that the Council of the Corporation of the County of Elgin has accepted your
quotation for the above contract at your quoted price of $ 7,724.00 (taxes extra).
We thank you and look forward to a prompt delivery.
( ~:~u~~, ~
~?l/~s
Purchasing Co-Ordinator
County of Elgin
L.B. VEGER, CMA
Director of Financial Services
E~maif: Iveger@elgin-county.on.ca
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
Phone (519) 631-1460, Ext. 141 Fax (519) 631-4297
March 9, 2005
Stewart Overhead Door
10932 Longwoods Road, R R # 1,
Delaware, Ontario
NOL 1 EO
Attention: Brian Bertelsen
Re: Removal and disposal of North Door and operator and supply and install new
Overhead Door and Safety Reverse System - Whites Station Garage
Dear Mr. Bertelsen:
Please be advised that the Council of the Corporation of the County of Elgin has accepted your
quotation for the above contract at your quoted price of $ 6115.05 (taxes included).
As part of the contract, we require Stewart Overhead Door to complete and supply the County
of Elgin with the following:
a) Sign enclosed acknowledgement of Health and Safety Compliance Letter,
b) WSIB Clearance Certificate,
c) Insurance Coverage - Insurance Company to supply directly to the County of Elgin to
my attention as per attached request
The contract shall not start until the above information has been submitted to the County of
Elgin.
For your information herewith is a summary of bids received.
Stewart Overhead Door
West Overhead Doors
Edward Doors
Cliffs Overhead Doors
$ 6,115.05
$ 6,366.50
$ 9,737.00
No Bid
Respectfully,
,~^ .~
.~£r~
Purchasing Co-Ordinator
County of Elgin
L.B. VEGER, CMA
Director of Financial Services
E·mail: Iveger@elgin-county.on.ca
March 9, 2005
Municipality of Chatham-Kent
Infrastucture and Engineering Services
Civic Centre, P.O. Box 640
Chatham, Ontario
N7M 5K8
Attention: Nelson Cava cas
450 Sunset Drive
St. Thomas, Ontano N5R 5V1
Phone (519) 631-1460, Ex!. 141 Fax (519) 631-4297
Re: Clachan Road Reconstruction· Bothwell Bridge to Fleming Line
Dear Mr. Cavacas:
Please be advised that the Council of the Corporation of the County of Elgin has apprOl,led the
contractor, Henry Heyink Construction and the contract for Phase 2 of Clachan Road at the
quoted price of $ 1,524,750.00 (taxes included).
Respectfully,
Sonia Beavers
Purchasing Co-Ordinator
County of Elgin
LB. VEGER, CMA
Director of Financial Services
E·mail: Iveger@elgin·county.on.ca
450 Sunset Drive
St Thomas, Ontario N5R 5V1
Phone (519) 631-1460, Ext 141 Fax (519) 631-4297
March 9, 2005
AGM Surveying and Engineering Limited
553 Southdale Road E
London, Ontario
N6E 1A2
Attention: J.D. Annable
Re: Ontario Land Surveyors Services - Contract # 6200-03-03
Dear Mr. Annable:
Please be advised that the Council of the Corporation of the County of Elgin has accepted your
quotation for the above contract at your quoted price of $ 19,222.55 (taxes included).
As part of the contract, we require Archibald, Gray & McKay Surveying and Engineering Limited
to complete and supply the County of Elgin with the following:
a) Sign enélosed acknowledgement of Health and Safety Compliance Letter,
b) WSIB Clearance Certificate,
c) Insurance Coverage - Insurance Company to supply directly to the County of Elgin to
my attention.
The contract shall not start until the above information has been submitted to the County of
Elgin.
For your information herewith is a summary of bids received.
Archibald, Gra
$ 19,222.55
Kim Husted Surveyin Limited
Houghton & Company
$ 24,470.90
$ 34,775.00
Respectfully,
~~~
'Sonia Beavers
Purchasing Co-Ordinator
L.B. VIEGER, CMA
Director of Rnancial Services
EMmail: [veger@elgin-county.on.ca
450 Sunset Drive
81. Thomas, Ontario N5R 5V1
Phone (519) 631-1460, Ext.141 Fax (519) 631-4297
March 9, 2005
Erie Thames Services
143 Bell Street
Ingersoll, Ontario
N5C 3K5
Attention: Jeff Nicholson
Re: Supply and Installation of Traffic Signals - Contract Number 6200-02-05
Dear Mr. Nicholson:
Please be advised that the Council of the Corporation of the County of Elgin has accepted your
quotation for the above contract at your quoted price of $ 84,500.04 (taxes included).
As part of the contract, we require Erie Thames Services to complete and supply the County of
Elgin with the following:
a) Sign enclosed acknowledgement of Health and Safety Compliance Letter,
b) WSIB Clearance Certificate,
c) Insurance Coverage - Insurance Company to supply directly to the County of Elgin to
my attention.
The contract shall not start until the above information has been submitted to the County of
Elgin.
For your information herewith is a summary of bids received.
Erie Thames Services Cor oration
JMAR Line Maintenance
Stace Electric
Powerline Utilit Contractors
$ 84,500.04
$ 85,653.13
$ 99,088.96
No Bid
Respectfully,
~s~
Purchasing Co-Ordinator
County of Elgin
L.B. VEGER, CMA
Director of Financial Services
E-mail: Iveger@elgin-còunty.on.ca
450 Sunset Dri
81. Thomas, On aria N5R 5V1
Phone (519) 63 -1460, Ex!. 141 Fax (519) 631-4297
March 9, 2005
Pro Electric
347 Sovereign Road
London, Ontario
N6M 1A6
Attention: Gary Bierman
Re: Electrical Supply,- Terrace Lodge
Dear Mr. Bierman:
Please be advised that the Council of the Corporation of the County of Elgin ha accepted your quotation
for the above contract at your quoted price of $ 21,057.60 (taxes inGluded).
As part of the contract, we require Pro Electric to complete and supply the Cou ty of Elgin with the
following:
a) Sign enclosed acknowledgement of Health and Safety Compliance Lett r,
b) WSIB Clearance Certificate,
c) Insurance CoveraQe -Insurance Company to supply directly to the Cou ty of Elgin to my
attention.
The contract shall not sta:rt until the above information has been submitted to t e County of Elgin.
i
For your information herejNith is a summary of bids received.
Pro Electric
Turna Electric
R.A. Barnes Electric
Koolen Electric
$ 21,057.60
$ 27,071.00
$ 27,713.00
$ 30,5,78.68
Respectfully,
~~~
Purchasing Co-Ordinator
>-«
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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
March 8, 2005
'Since 1852'
The Honourable Dalton McGuinty
Premier of Ontario
Queen's Park, 777 Bay Street, 1 yth Floor
TORONTO, Ontario
M5G 2E5
Deaf Mr. Premier:
The Council of the Corporation of the County of Elgin, at its meeting held on March 8,
2005, adopted the following recommendation:
''THAT the Corporation of the County of Elgin supports the resolution from the Municipality
of Kincardine petitioning the Provincial Government to ensure that fair, equitable and
sustainable funding be made available to conservation authorities in order to deliver their
existing programs and the challenges of the future.
- Carried.
(signed) Warden James Mcintyre"
A copy of the resolution from the Municipality of Kincardine is enclosed for ease of
reference.
We look forward to your response.
Yours truly,
s~;1:t;,)
Deputy Clerk.
Attachment
cc Ministry of Natural Resources
Saugeen Valley Conservation Authority
Municipality of Kincardine
Association of Municipalities of Ontario
THE MUNICIPALITY OF KINCARDINE
Meeting of January 26,2005
Resolution #2005 - 54
Moved by: Ron Hewitt
Seconded by: Barry Schmidt
WHEREAS the Municipality of Kincardine is a member of the Saugeen
Valley Conservation Authority;
AND WHEREAS the Municipality of Kincardine is one of the largest
contributors towards the SVCA annual levy;
AND WHEREAS the Municipality of Kincardine adopted Resolution
#2004 - 497 on August 4, 2004, which endorsed a report entitled
"Submission to the Minister of Natural Resources - Reinvestment in
Ontario's Conservation Authorities - Now and In the Future";
AND WHEREAS provincial transfer payments funding makes up only 5%
of the average Conservation Authority annual budget;
AND WHEREAS funding pressures for Conservation Authorities, and in
turn their member municipalities, have occurred due to a shortfall in
funding, and additional responsibilities being downloaded to
municipalities, by the Province;
AND WHEREAS this lack of funding makes it difficult for Conservation
Authorities to fulfill their legislative requirements;
AND WHEREAS it was never the intention to increase local municipal
levies but ensure that the Province provides funding at least at the
original commitment in 1997 being the 50/50 partnership;
NOW THEREFORE BE IT RESOLVED THAT the Municipality of
Kincardine petitions the Province of Ontario to ensure that fair, equitable
and sustainable funding is made available to conservation authorities in
order to continue to deliver the existing programs and to meet the
challenges of the future;
AND FURTHER that this resolution be forwarded to the Saugeen Valley
Conservation Authority, member municipalities of the Authority, the
Ministry of Natural Resources and all members of the Association of the
Municipalities of Ontario.
Carried.
Contact R Graham, Clerk
rqraham@kincardine.net
Municipality of Kincardine
1475 Concession 5, RR 5
Kincardine, ON
N2Z 2X6
T (519) 396-3468
F (519) 396-8288
ORDERS OF THE DA Y
FOR TUESDA Y. MARCH 8. 2005 - 9:00 A.M.
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - meeting of February 15, 2005 and March 1, 2005
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATION
2 9:00a.m. Barry Fitzgerald, President and Susan McConnell, Fund
Development, Junior Achievement, London & District, with
presentation commemorating the 50th Anniversary of JA in
Canada (ATTACHMENT)
9:15 a.m. Donna Lunn, ElginConnects Update (ATTACHMENT)
3
5th
4-55 6th
7th
56-57
58-67
8th
Motion to Move Into "Committee Of The Whole Council"
Reports of Council, Outside Boards and Staff
Council Correspondence - see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th In-Camera Items (see separate agenda)
10th Recess
11 th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
I LUNCH WILL BE PROVIDED I
Junior
~chievemenf
February 16, 2005
Warden James McIntyre
Members, Elgin County Council
c/o Mr. Mark McDonald
Dear Warden:
LONDON & DISTRICT INe.
5~rojllg YQulJ¡ in Middk$a, Elgin, Oxford. Huron & Perth
On behalf of Junior Achievement of London and Dis1:r!-ct (JA), I respectfully request the
privilege of having JA's CEO/President, Mr. Barry Fitzgerald, appear before Elgin
County Council on Tuesday, March 8 as a delegation.
Mr. Fitzgerald will give a brief presentation on the 50th anniversary of JA in Canada,
updating members on JA programs in Elgin, and presenting each member of council with
a JA anniversary lapel pin.
I would be happy to provide additional infonnation, if required, and await your response.
Yours truly,
,4WJ~leJ~
Susan McConnell
Fund Development
439-4201 x 232
Junior Achievement of London & District Inc. . 15 Wharncliffe Road North- N6H 2Al
Tel: (519) 439-4201 . Fax: (519) 438-2331
E-mail: .info@jalondon.orge Web site: www.jalondon.org
Charitable Registration Number. 107554263 RROOOl
Board of Directors
Angela Abdallah
QtÛxtar Canada Corp
Bill Bryce
Thames Valley District
School Board
Jim Campbell
Bank of Nova Scotia
Cathy Forster
The London Free Press
Ian Gray
LBMX
Ross Hurd
Lockyer Spence
John Ianni
Tony's Restaurants
Rick Jankura
Pacific & Western
Larry Myny
CIBC Wood Gundy
JacqueliILePeterson
PricewaterhouseCoopers
Joe Rapai
London District Catholic
School Board
Bob Riches
Fanshawe College
John Wray
Cintas The Uniform People
Keith Zerebecki
General Dynamics Land
Systems.,.Canada
Board Chair
Terry Off
Vytec Corporation
President & CEO
Barry Fitzgerald
Advisory Board
of Trustees
Tony Crncich Sr.
Gena Francolini
Fred Kingsmill
W. Mowbray Sitton
Dr. Cal Stiller
Elginconnects Update for :¡ ~L j.5 Countv Meeting
Elginconnects has now entered the final stages of the implementation phase ofthe
project.
Infrastructure
The fibre network build is complete and wireless high speed internet access is now
available in the east and west of the county, and Amtelecom is actively signing on
subscribers. The service in the central portion ofthe county has been upheld due to
issues relating to the tower site and access privileges; these are being resolved presently
and the central tower is expected active at any time.
Portal
The process of moving content rrom the fonner WebPages of local government to the
Elginconnects portal rramework is complete, with only small amounts of quality control
work ongoing. The finished municipal sites have been shared with each municipality to
comment on and request changes to. Once the municipal commenting period is
complete, the portal will shortly head toward public launch.
**Donna will be sharing the various sections of the portal in action with those present by
data projector
REPORTS OF COUNCIL AND STAFF
March 8. 2005
Staff ReDorts - (ATTACHED)
5 Director of Senior Services and Manager of Resident Care (Bobier Villa) -
Steamer- Bobier Villa
7 Director of Senior Services (Elgin Manor) - Nursing Strategy Funding
9 Ambulance & Emergency Management Coordinator - Service Improvement Report
12 Director of Engineering Services - Hydro One Joint Use Agreement
14 Director of Engineering Services - Property Matter - One-Foot Reserve - County
Road #19 (Plank Road)
16 Director of Engineering Services - Overhead Door - White Station
18 Director of Engineering Services - Clachan Road Reconstruction Phase II
20 Manager of Road Infrastructure and. Purchasing Co-Ordinator - Ontario Land Surveyor
Service
22 Manager of Road Infrastructure and Purchasing Co-Ordinator - Supply and Installation
of Traffic Signals
24 Manager of Road Infrastructure - Road Maintenance Agreements with Boundary
Municipalities
26' Manager of Road Infrastructure and Purchasing Co-Ordinator - Electrical Work -
Terrace Lodge Resident Rooms
28 Financial Analyst and Director of Financial Services - GST Rebate Within the 2004
Capital Projects Budget
30 Director of Financial Services - WSIB Final Overage - 2004
Director of Financial Services - P.O.A. Revenues - Share to Municipalities (to be
sent out on Friday Fax)
32 Purchasing Co-Ordinator - Procurement Policy
Director of Financial.Services - Treasurer's Statement of Remuneration and
" Expenses - Council (to be sent out on Friday Fax)
Director 8f Ii''jnancial Services - Director of Financial Services Statement on
.1 ,t Convention Expenses (to be sent out on Friday
Fax)
Director of Financial Services - Treasurer's Statement on Remuneration and
Expenses - Outside Boards (to be sent out on
Friday Fax)
4
REPORT TO COUNTY COUNCIL
FROM: Pat Vandevenne, Director, Bobier Villa/Manager Resident Care
Sonia Beavers, Purchasing Co-Ordinator
DATE: February 25,2005
SUBJECT: Steamer - Bobier Villa
INTRODUCTION:
The Convection Steamer at Bobier Villa was purchased in 1997. The steamer is no
longer operable and requires extensive parts and labour.
DISCUSSION:
Serv Quip provided an estimate to repair the Steamer at Bobier Villa. The estimate was
$5,000.00, which included labour and parts. As well the turn around time for the repair
would be four to six weeks.
In compliance with the purchasing policy, Financial Services obtained three quotes for
the replacement of the Convection Steamer. The quotes were received as follows:
uotation taxes not included
$ 7,724.00
$ 7,894.56
$ 8,388.10
Longo Foodservice Equipment provided the lowest bid of $7,724.00 for a new
Convection Steamer. The quote included delivery. Taxes and installation was extra.
Financial Services has included $8,000.00 in the Bobier Villa 2005 dietary budget for
replacement and installation of a new steamer.
CONCLUSION:
The current steamer has not been operating since February 10, 2005 and therefore it
has been difficult providing dietary service to the residents. The recommendation
would be to purchase the steamer from Longo Foodservice Equipment at their quoted
price of $7J24.00(taxes and installation extra) for the following reasons: a) the current
steamer is almost eight years old, b) quote for the replacement of parts and labour was
very costly, c) turnaround time for repairs was four to six weeks, d) the quote to
purchase a new steamer was favourable.
RECOMMENDATION:
THAT a new convection steamer for Bobier Villa be purchased from Longo Food Service
Equipment at the quoted price of $7/724.00(taxes and installation extra) and;
THAT the purchase be funded from the 2005 operational budget.
Respectfully Submitted
r2.x: lJ.-A"'o. dJ...Æ..A.i ~ .
Pat Vandevenne
Director, Bobier Villa/
Manager of Resident Care
~£i .~P'ø '-(/A
Sonia Beavers
Purchasing Co-Ordinator
REPORT TO COUNCIL
FROM:
Melissa Lewis, Elgin Manor
Director of Senior Services
DATE:
February 22, 2005
SUBJECT:
Nursing Strategy Funding
INTRODUCTION:
In October of 2004, the Ministry of Health and Long-Term Care announced a call for
applications for funding toward the Nursing Strategy. In recognition of nurses as a
critical component of the health care system, the Nursing Strategy aims to provide
initiatives and supports to ensure that Ontario will have enough nurses working.
DISCUSSION:
Long-term care homes were invited to submit a funding application in three key areas:
· Late Career Nurses - Finding alternate roles for late career nurses (age 55+) to
spend a portion of their time in less physically demanding roles.
· New Nursing Graduates - Creating new temporary full-time opportunities for
nurses who have graduated within the last 12 months.
· Mentorship/Preceptorship - Development of programs that support nurses
throughout their career and nursing students as they transition to practice.
CONCLUSION:
The Elgin County Homes submitted a proposal for the Late Career Nurse initiative within
the thirty (30) day time period provided. In February of 2005, the Homes received
notification that we are eligible for $4,400 in funding for each of our Homes. This
represents wages and benefits for a late career nurse to work one day per week for
three months outside of the direct care role. The planned time lines would encompass a
project start up on or about March 1, with wrap-up and evaluation May 31, 2005.
The late career nurse in each of the Elgin County Homes will be providing leadership
and clinical expertise for a number of projects that may include:
. Education Initiatives - Education planning and transfer of knowledge
related to resident care, clinical skills and new initiatives surround resident-
focused care and changing program standards.
. Quality & Risk Management -- Quality audits and analysis, risk statistics,
resident and family satisfaction surveys and education.
RECOMMENDATION:
THAT the report entitled Nursing Strategy be received and filed.
Respectfully Submitted
Approved for Submission
,~-) -~
Melissa Lewis, Elgin Manor
Director of Senior Services
Chief Administrative Officer
~~¡J&~
Director of Senior Services
2l)~~'^^-L'
Pat Vandevenne, Bobier Villa
Director of Senior Services
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance and Emergency Management Coordinator
DATE: February 28,2005
SUBJECT: Service Improvement Report
INTRODUCTION:
The new Municipal Act, Section 300 requires municipalities to. provide yearly notice to the
public of improvements to the efficiency and effectiveness of their service delivery and
barriers to achieving further improvements.
Ambulance Services was asked to provide such a report.
DISCUSSION:
The Service Improvement Report follows the prescribed format provided by the Ministry of
Municipal Affairs and Housing and is attached for review.
CONCLUSION:
This Service Improvement Report meets the requirements as set out in the above
mentioned Act.
RECOMMENDATION:
That the Service Improvement Report attached be accepted as written and provided to the
public for information as prescribed in the Municipal Act.
Respectfully Submitted
Approved for Submission
d ~¿?<'- a1ÎdNið('~
Larysa Andrusiak
Ambulance and Emergency
Management Coordinator
Mark G. McDona
Chief Administrative Officer
ELGIN COUNTY
Service Improvements
The County of Elgin continues to improve services for its citizens. This report
details how we've improved services in the area of Ambulance Services.
What we have done differently:
· Since January 1st, 2004, ambulance service areas have been combined and
the operations and management of the ambulance service have been
consolidated under one organizational structure.
· The position of Duty Manager was created, available on a 24/7 basis.
· Council approved an additional 8 hours on site staffing of an ambulance in St.
Thomas which provides the City of St.Thomas with two 24 hour ambulances.
· Council also approved an additional 12 hours on site staffing of an ambulance
in Dutton. This approval will mean that all of the county ambulance bases
(Aylmer, Rodney and Dutton) are staffed on site on a 24/7 basis.
· Elgin County has implemented AVUGPS (Automated Vehicle Locationl
Global Positioning System) technology in all our ambulance vehicles. This
initiative was cost shared with the Ministry of Health and Long Term Care.
Improvements in efficiency:
Combining county ambulance service areas and operations under one
organizational structure allows for more efficient county wide fleet
management; increased purchasing volume for the county as a whole, more
efficient delivery for example of oxygen and linen across all 4 bases, working
toward greater consistency across the bases regarding equipment and
supplies and equal training opportunities for staff.
Duty Managers have reduced the incidences of down-staffing (when an
ambulance cannot be put into operation due to insufficient staff- usually due
to sickness) to nil.
Duty Managers can act as First Responders until an ambulance arrives and
serve to more efficiently manage ambulance resources at a Multi -Casualty
Incident and access additional resources if required.
AVUGPS technology allows dispatch to more quickly visually identify
ambulance location and to dispatch the nearest appropriate ambulance to the
scene.
Improvements in effectiveness:
One management structure has increased a greater sense of cooperation and
cohesion among staff and is fostering a countywide service mentality.
Duty Managers available 24/7 are a resource to staff, particularly new
graduates, to clarify unusual situations, resolve supply or equipment issues
and to provide assistance when required.
Up-staffing a 16 hour St. Thomas ambulance to 24 hours allows the service to
better respond to increasing call volume, improves response times during
those additional 8 hours and eliminated the difficulty in finding staff to work
those hours on an on-call basis.
Up-staffing the Dutton base to 24 hours will improve response times'during
those additional 12 hours, equalizes the level of service provided across the
county, provides an additional resource to the county and eliminates the
problem of finding staff willing to work on an on-call basis.
AVUGPS technology allows ambulances to respond more quickly to the
scene as the nearest ambulance can quickly be visually located by dispatch
and dispatched sooner.
What barriers are there to further improvements?
Operational and wage costs for ambulance services continue to rise.
Provincial cost-sharing has fallen far short of its 50% share. This unfairly
places a greater burden on the tax payer.
As one example, wage rates are influenced by the recent shortage of
paramedics in the province, this was compounded when the province
divested ambulance services to municipalities. Many working paramedics
were needed to manage these services for municipalities, taking them off the
road. The province only provided to municipalities a 2% increase for wage
rates that increased in the double digits. Costs for wages and benefits can be
as much as 80% of an ambulance service budget.
Contact info:
Larysa Andrusiak, Ambulance & Emergency Management Coordinator;
County of Elgin, Telephone: 519631-1460
Report Date: February 1, 2005 - Fiscal Year Covered: 2004
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: February 7, 2005
SUBJECT: Hydro One Joint Use Agreement
INTRODUCTION
Hydro One is requesting a joint use agreement with the municipalities within Ontario that
use their facilities.
DISCUSSION:
Hydro One Networks Inc. is requesting an agreement is signed between both parties if the
municipality utilizes their facilities. The solicitors for Hydro One drafted the agreement
without input from municipalities, therefore it is written to the advantage of Hydro One
Networks Inc. (HON).
The County of Elgin has one location, St. George Street (County Road 26), where this
agreement is required. The rate prescribed in the agreement is $2.06 per year per pole.
Therefore the County's costs per year would be $4.12 annually.
The cost, $4.12, is not significant, however, liability potentially exists with our
infrastructure being placed on their poles. It is interesting to note that the County of Elgin
is currently named in a lawsuit where a hydro pole caused personal and property damage.
This case has not yet been in the courts.
Our solicitor has reviewed the document and in his opinion this document was drafted
from the perspective of HON granting certain privileges to the County, and as such is
drafted in favour of HON. Our solicitor has indicated that in such circumstances there is
little flexibility in HON making any adjustments in either the form or content of the
agreement.
CONCLUSION:
The yearly cost to the County of Elgin is minimal and our solicitor has reviewed the
document. In our solicitor's opinion little can be accomplished if the County were to
request a change in the form or content of the agreement.
(óIL-
RECOMMENDATION:
That the Warden and Chief Administrative Officer be authorized and directed to sign the
Hydro One Joint Use Agreement
~
Clayton Watters
Director of Engineering Services
Approved for S
Mark. nald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: February 7/2005
SUBJECT: Property Matter - One-Foot Reserve - County Road #19 (Plank Road)
INTRODUCTION
The County of Elgin has a one-foot reserve on Plank Road north of the Hamlet of Eden.
DISCUSSION
On County Road #19/ Plank Road, Lot 2/ Concession 9/ Municipality of Bayham the
Province of Ontario placed a one-foot reserve on Parts #1/ #2 and #3/ Registered Plan
#l1R-6461. This roadway has now been transferred to the County of Elgin.
The current property owner abutting the one-foot reserve is requesting the property be
transferred to the abutting landowner.
In 1999 on the opposite side of the road a similar situation occurred and the one-foot
reserve was transferred to the abutting landowner. In this case, staff is recommending
approving the request of transferring the reserve to the abutting landowner.
For the County of Elgin to complete the transaction the Municipal Act requires three issues
be addressed: declare property surplus, provide public notice and complete an appraisal.
CONCLUSION
In 1999 County Council approved the transfer a one-foot reserve on the opposite side on
the roadway to the abutting landowner.
The County of Elgin does not require the one-foot reserve for its road network. Therefore
staff would recommend a sale to the abutting landowner. This piece is legally described as
Parts #1/ #2 and #3/ Registered Plan #l1R-6461.
RECOMMENDATION
That Parts #1, #2 and #3 on 11R-6461 be declared surplus; and also,
That the County of Elgin transfer the one-foot reserve on Parts #1, #2 and Part #3 on
Registered Plan #11R-6461 to the abutting landowners; and also,
That a public notice be advertised regarding the transfer; and also
That the costs associated with this transfer be paid by the property owner; and also,
That the land be sold to the owner for the sum of $7,000.00 per hectare being the price
used by the County to purchase property in that municipality.
~R"~
Clayton D. Watters
Director of Engineering Services
Approved for Sub . .
. McDonald
Chief Adml . fficer
REPORT TO COUNTY COUNCIL
FRbM: Clayton Watters, Director, Engineering Services
Sonia Beavers, Purchasing Co-Ordinator
DATE: February 25, 2005
SUBJECT: Overhead Door - Whites Station
INTRODUCTION
Central Elgin has brought to our attention that the north and south doors at the Whites
Station garage need to be replaced. The north door ceased to work and although the
south door is still working, the door is in poor condition and requires major repairs.
DISCUSSION:
The north door was replaced for security and safety reasons. Central Elgin obtained the
quote and placed the order on January 26, 2005. The quote was awarded to Stewart
Overhead Door at the net price of $6,115.05 (GST included). The quote included
removing and disposing the north door and operator and the supply and installation of
a new overhead door and safety reverse system.
The County of Elgin staff have assessed the work required to repair the south door at
Whites Station garage. It is suggested that it is more feasible to replace rather than
repair the south door.
The purchasing policy states any purchase over $5,000.00 requires three written
quotations, whièh were received for the south door as follows:
Supplier Bid Price (includes GST)
Stewart Overhead Doors $ 6,115.05
West Overhead Doors $ 6,366.50
Edward Doors $ 9,737.00
Cliffs Overhead Doors No bid
Cliffs Overhead Doors did not submit a bid due to personal reasons.
1
CONCLUSION:
The removal, disposal and replacement of the north door at Whites Station was
awarded to Stewart Overhead Doors. Since the south door needs to be replaced as
well, quotes were obtained. Since the quote from Stewart Overhead Doors is
favourable, the recommendation would be to proceed as soon as possible to remove,
dispose and replace the south door and operator at Whites Station at the quoted price
of $6,115.05 (GST included).
Funds for this project will be allocated from the Whites Station Facilities Capital Budget.
The current lease arrangement with Central Elgin for White Station anticipates the
capital component for such items.
RECOMMENDATION:
THAT Stewart Overhead Doors be awarded the contract to remove, dispose and replace
the south door and safety reverse system at Whites Station at their quoted price of
$6,115.05 (GST included).
~:~
Clayton Watters
Manager, Engineering Services
ubmission
Chief Administrative Officer
~¿en-u.P' ~ -"1 MJ I /)
onia Beavers -
Purchasing Co-Ordinator
2
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director, Engineering Services
Sonia Beavers, Purchasing Co-Ordinator
DATE: February 25, 2005
SUBJECT: Clachan Road Reconstruction - Phase II
Introduction
As part of the approved 2004-05 Capital Budget and in conjunction with the Municipality
of Chatham Kent, Phase II, south portion of Clachan Road (County Road #7) is being
reconstructed.
In order to avoid the duplication of work, Chatham Kent designed the road
reconstruction and is to act as the inspector and administrator for this contract.
Tenders were advertised as per both parties purchasing policy.
Discussion
Engineering costs were to be split equally between the two parties. To avoid
duplication and simplify administration, only one contract for the entire project will be
executed by the Municipality of Chatham Kent. Following project completion, Chatham
Kent will bill the County for their portion of the project.
Tenders were received until Tuesday, February is, 2005 and were opened at the
offices of Chatham Kent with representatives from The County of Elgin and The
Municipality of Chatham Kent present. A summary of the companies and their
respective quotations (including taxes) are listed below.
Contractor Price (Includina Taxes)
Henrv Hevink Construction $ 1,524,750.00
Seal-On Pavina $ 1,573,244.27
Birnam Excavatina $ 1,594,722.41
Huron Construction $ 1,697,967.12
McLean Tavlor $ lJ34,533.03
Amico Contractina $ 1,763,788.00
Goodreau Excavatina $ 1,764,070.48
Norm Brandon Limited $ 2,119,740.68
1
The lowest price received to complete the proposed work was submitted from Henry
Heyink Construction at a cost of $ $1,524,750.00 (including taxes). Chatham Kent has
recommended that Henry Heyink Construction be awarded the contract. County of
Elgin shares 50% of the costs with the Municipality of Chatham Kent for the Clachan
Road Reconstruction Phase II. Learning from our past experience, staff will be vigilant
on this project.
Conclusion
As part of the 2004-05 Capital Projects Budget, $960,000.00 has been allocated for the
reconstruction of County Road 7, Clachan Road in conjunction with the Municipality of
Chatham Kent. Chatham Kent has designed, tendered and received prices to complete
the project.
The lowest price submitted was received from Henry Heyink Construction and Chatham
Kent has recommended selecting this contractor to complete the work. The lowest
tender received was in the total amount of $ 1,524,750.00 of which, half is the County
of Elgin's share. This amount falls within estimated and budgeted figures.
The Municipality of Chatham Kent will enter into the contract with the contractor to
avoid duplication and reduce administration and invoice the County for their portion of
the project once the project has been completed this year.
Recommendation
THAT the County of Elgin approve of the contractor, Henry Heyink Construction and the
contract for Phase II reconstruction of Clachim Road at their submitted tender price of
$ 1,524,750.00 (including taxes); and
THAT these funds be allocated from the 2004-05 Capital Budget;
Respectfully Sumitted
~~
Clayton D. Watters
Director, Engineering Services
Approved By,
Mark .
Chief Administrative Office
. ,~. nO. C?v.«'l Å H"J ß
Sonia Beavers
Purchasing Co-Ordinator
2
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager, Road Infrastructure
Sonia Beavers, Purchasing Co-Ordinator
DATE: February 25, 2005
SUBJECT: Ontario Land Surveyor Services
Introduction
As part of the Capital Budget, Requests for Quotations were issued as per the County's
Purchasing Policy and sealed bids were received until Friday, February 18, 2005 for the
Creation of a Survey Reference Plan of Existing Road Allowances, Glen Erie Line and
Lake Shore Line - Municipality of Bayham.
Discussion / Conclusion
Formal Quotations were retained for Ontario Land Surveyor Services. Quotations were
received as follows:
Creation of Survey Reference Plan of Existinq Road Allowances
Archibald, Gray and McKay Limited submitted the lowest quotation for Ontario Land
Surveyor Services at a total price of $ 19,222.55 (including taxes). The Quotation
includes the legal survey of two (2)existing road allowances in the south part of the
Municipality of Bayham and creation of a survey reference plan to describe the extent
of the road allowances. The location of work is a) Glen Erie Line - from Plank Road
(County Road # 19 to Elgin County Road # 55), being approximately 6.8 kilometers, b)
Lake Shore Line - from Victoria Street (County Road # 50 to Elgin County Road # 55),
being approximately 6.9 kilometers. This service will form part of the Road 42
relocation budget allocation of $ 550,000.00.
Recommendation
THAT Archibald, Gray & McKay Limited be selected for the legal survey of two existing
road allowances in the south part of the Municipality of Bayham and the creation of a
survey reference plan to describe the extent of the road allowances at the quoted price
of $ 19,222.55 (including taxes) which is included in the 2004 Capital Budget.
APr¡J:tM
Clayton Watters,
Direct r, En i
Peter Dutcha
Manager, Road Infrastructure
~ L~' ) 'Í?--o GL' ~,_
Sonia Beavers
Purchasing Co-Ordinator
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager, Road Infrastructure
Sonia Beavers, Purchasing Co-Ordinator
DATE: February 23, 2005
SUBJECT: Supply and Installation of Traffic Signals
Introduction
As part of the 2004 approved Budget, a Request for Tender was issued as per the
County's Purchasing Policy and sealed bids were received until Thursday, February 24,
2005 for labour, equipment and material required to install a traffic signal system at the
intersection of Wellington Road and Ron McNeil Line.
Discussion
Formal Bids were received as follows:
Supplv and Installation of Traffic Siqnals
Com an
Erie Thames Services Cor oration
JMAR Line Maintenance
Stace Electric
Powerline Utili Contractors
Erie Thames Services Corporation submitted the lowest quotation for the supply and
installation of a traffic signal at a total price of $ 84,500.04 (including taxes). The total
price includes labour, equipment and material required to install a traffic signal system
at the intersection of Wellington Road and Ron McNeil Line using methods described in
the tender.
The Capital Budget allocation for the labour, equipment and material required to install
a traffic signal is $ 110,000.00. The budget allocation of $110,000.00 also includes
engineering services (Stantec Consulting Limited - $15,589.90) and the cost of the
traffic signal controller (Econolite Canada Inc. - $ 13,388.00). Therefore the overall
project cost will total $113,477.94. The difference will be made up from efficiencies.
Conclusion
Erie Thames Services Corporation submitted the lowest bid at a total price of
$84,500.04 (taxes included) for the supply and installation of a traffic signal system.
Therefore¡ since Erie Thames Services Corporation's bid is favourable¡ the
recommendation would be to award the contract to Erie Thames Services Corporation.
Recommendation
THAT Erie Thames Services Corporation be selected to provide labour¡ equipment and
material required to install a traffic signal on County Road # 25(Wellington Road) at the
intersection of County Road # 52 (Ron McNeil Line)¡ north of the City of St. Thomas
and on the boundary between the Township of Southwold and the Municipality of
Central Elgin at the quoted price of $ 84¡500.04 inclusive of all taxes.
Res~
Peter Dutchak
Manager¡ Road Infrastructure
APP7JJMI thJ{
Clayton Watters
Director¡ gineering Servic
~- 0--- ~;",(.J...Jq 'L-
Sonia Beavers
Purchasing Co-Ordinator
cDonald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager of Road Infrastructure
DATE: February 11, 2005
SUBJECT: Road Maintenance Agreements with Boundary Municipalities
Introduction
In order to formalize boundary road maintenance responsibilities and ensure the County's
exposure to liability is kept at a minimum, agreements should be entered into with our
adjacent municipalities.
Discussion
Over the years many different forms of agreements have been entered into with our
neighbouring municipalities. Most of these agreements have expired and operations are
continuing as they did previously. In some cases, bills are sent to one party or another for
services rendered and in other cases, road jurisdiction is split and defined so that
municipalities are not billing each other.
Council authorized the County solicitor to complete a thorough review of existing
agreements and consolidate them into a comprehensive model agreement.
In 2004 the County of Elgin entered into a new comprehensive maintenance agreement
with the Municipality of Chatham I Kent. The County's solicitor structured the original
agreement and it was modified until it was acceptable by both parties. This successful
agreement will therefore become our model agreement to be presented and amended to
suit the other bordering municipalities.
Presently, agreements are outstanding with the following municipalities:
1. County of Middlesex
2. Township of Middlesex Centre
3. City of London
4. Municipality of Thames Centre
5. County of Oxford
6. County of Norfolk
Conclusion
Maintenance activities are being completed on boundary roads without formal agreements
with our abutting municipalities. In order to formalize these responsibilities and to ensure
the County's liability exposure is kept to a minimum, maintenance agreements should be
prepared and executed with these municipalities.
It is staff's intention to approach these groups and present our model agreement for their
comments. Once the agreement has been modified to satisfy both parties under the
County solicitor's direction, agreements will be executed.
Staff therefore requires Council's direction to authorize the Warden and C.A.O to enter into
maintenance agreements with our bordering municipalities.
Recommendation
THAT the Warden and C.A.O. be directed and authorized to execute road maintenance
agreements with our bordering municipalities.
APPROVED FOR SUBMISSION
œJthM
RESPECTFULL Y SUBMITTED
peæ~
Manager of Road Infrastructure
Clayton D. Watters,
Director of E . ices
Mark
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Jim Carter, Manager, Corporate Facilities
Sonia Beavers, Purchasing Co-Ordinator
DATE: February 25, 2005
SUBJECT: Electrical Work - Terrace Lodge Resident Rooms
Introduction
As part of the approved 2004 Capital Budget, Quotations were received as per the
County's Purchasing Policy for labour, equipment and material required to supply and
install four electrical panels, one on each of the four wings and two electrical circuits
for each of the sixty rooms at Terrace Lodge.
Discussion
Bids were received as follows:
Supply and Install four electrical panels and two electrical circuits for sixty rooms
Com an
Pro Electric
Turna Electric
R.A. Barnes Electric
Koolen Electric
The Capital Budget allocation for the labour, equipment and material required to install
four electrical panels and two electrical circuits for sixty rooms at Terrace Lodge is
$18,000.00. Pro Electric submitted the lowest quotation for the electrical work at
Terrace Lodge at the quoted price of $ 21,057.60(including taxes). The project is above
the approved budget allocation, therefore the difference will be realized from other
capital projects.
Conclusion
Pro Electric submitted the lowest bid of $ 21,057.60 (taxes included) for the supply and
installation of electrical panels and circuits at Terrace Lodge. Since Pro Electric's bid is
favourable, the recommendation would be to award the contract to Pro Electric.
Recommendation'
THAT Pro Electric be selected to provide labour, equipment and material for supplying
and installing four electrical panels (one on each wing) and two electrical circuits for
each of the sixty rooms at Terrace Lodge at the quoted price of
$ 21/057.60 inclusive of all taxes.
itted,
AWW~iwb
Clayton Watters
Director, Engineerin Services
Ji a
Manager, Corporate Facilities
_..Åfr^ fI /J, ~~\.A~l .A
Sonia Beavers
Purchasing Co-Ordinator
Mar cDonald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM; Jennifer Ford, Financial Analyst
Linda Veger, Director of Financial Services
DATE: 24 February 2005
SUBJECT: GST Rebate within the 2004 Capital Projects Budget
INTRODUCTION
In January 2005, Council was updated on the status of the Capital Projects Budget with
respect to the closing figures for 2004. Included in this report was a GST analysis outlining
an estimated GST amount of $280,000 which was expected to be rebated back to County
of Elgin. This rebate was a one time calculation due to a government policy change to the
GST eligibility of Municipalities.
It was indicated that the 4th Quarter GST return was not yet realized and that a further
report to Council would be necessary to finalize the actuals with respect to the GST
rebates for 2004 and the coverage of the Capital Budget shortfall.
Council also approved that approximately $338,777 be added to the already set aside
project surplus of $322 in project 9000-01 "Carryover from Closed Projects". Therefore,
there remains a project surplus in the capital budget of $339,099 at this time.
DISCUSSION:
At this time, staff can report that the final GST return for the 4th Quarter was $88,259.
In addition to this rebate, staff can also report that an independent review of our Capital
projects found that some projects from prior years, which were believed to be only eligible
for partial rebate, in fact, were eligible for 100% rebate due to the nature of the project. As
a result, an additional GST amount of $20,246 can be added to the 2004 rebate total.
Therefore, the final GST amounts are as follows:
2004 Additional GST Rebate
2004 1 st Quarter Received
2004 2nd Quarter Received
2004 3rd Quarter Received
2004 4th Quarter Received
2004 Additional GST Rebate Received
2004 Additional GST left outstanding
(280,000)
41,352
35,158
59,350
88,259
20,246
(35,635)
Therefore, the final 2004 Capital projects budget remains with an outstanding shortfall of
$35,635.
CONCLUSION:
In order to reconcile the 2004 Capital budget shortfall to zero, it is suggested that the
project surplus previously set aside in project 9000-01 be reduced by $35,635 to $303,464.
This will enable the 2004 shortfall to be covered without requiring additional funds from
outside the Capital Projects Budget.
RECOMMENDATION:
THAT the GST rebate shortfall of $35,635 be covered by the surplus in project 9000-01
"Carryover from Surplus Projects.
Respectfully Submitted
Approved for Submission
Ma nald
Chief Adminls
1:.~~
Director of Financial Services
REPORT TO COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE;
February 11, 2005
SUBJECT:
WSIB Final Overage - 2004
Introduction:
As Council is aware, WSIB costs vary from year to year and are difficult to estimate. In August a
report was presented to Council that indicated the WSIB Reserve would be overspent by the
end of 2004, perhaps as much as $150,000. The final 2004 invoices have been received and
recorded. This report will highlight the final shortfall.
Discussion:
Expenditures recorded through the WSIB Reserve and the year end balance are as follows:
Vendor Description Amount
WSIB Claims $418,164
Heath Lambert Insurance $42,017
CBI Physiotherapy Evaluations $9,123
WSIB Prior Years - Schedule 1 $5,591
Annual Annual Accrual $11,418
Total $486,313
Revenues for the year
OpeninQ Balance $271,925
2004 BudQet $100,000
Total $371,925
Shortfall Expenditures less Revenues $114,388
Conclusion:
Council supported that this shortfall to be recovered from the Special Circumstances Reserve.
Recommendation:
THAT the shortfall in the 2004 WSIB Reserve be offset by funds in the Special Circumstances
Reserve; and,
THAT staff make the appropriate adjustment to the General Ledger.
Respectfully Submitted
Approved for Submission
~v
Linda B. Veger
Director of Financial Services
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Introduction:
Within the Provincial Offences Agreement, Schedule B set out the method of revenue sharing:
Linda B. Veger, Director of Financial Service
February 25, 2005
P.O.A. Revenues - Share to Municipalities
Each municipality shall receive gross revenues generated from P.O.A. activity within its municipal
boundaries, less expenses and a 10% administration fee payable to the County of Elgin.
Discussion:
Utilizing identifiable fines as a percentage of all fines cOllected, the payments to municipalities for
2004 fines would be:
Municipality % Share 2003 2002 2002
Revenue Share Revenue
Bavham 4.74% 15,047 4.98% 17,892
Malahide 5.95% 18,880 7.46% 26,810
Avlmer 13.61% 43,190 13.32% 47,865
SI. Thomas 35.00% 111,022 37.77% 135,689
Southwold 6.47% 20,514 6.88% 24,705
Central Eloin 18.46% 58,564 18.27% 65,659
DuttonlDunwich 9.40% 29,831 5.35% 19,226
West Eloin 6.38% 20,240 5.97% 21 ,440
Total 100% 317,288 100% 359,286
Total fines revenues, before any deduction for operations, have declined 18% over the last three
years.
The Municipalities received a payment of 50% of 2003's revenues mid-year as a prepayment of
2004. As reported earlier in the year, some additional Collections revenues will also be disbursed
to the Municipalities with that report coming to Council at a later date. In previous years, the
payment to the Municipalities for POA revenues has not been made until the audit is complete.
Staff suggest that starting in 2005, the balance be paid once all expenditures have been
recorded.
Recommendation:
THAT the same ratios as determined from Provincial Offences tickets that identify the issuing
municipality be utilized to determine each municipality's share of 2004 net fines revenues; and,
THAT staff be directed to release the funds.
Respectfully submitted.
~¿l-7~
Director of Financial Services
Approved for sub
Þ
MarkG.
Chief Administrative Officer
02/28/05
poa shared revenues 03
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Co-Ordinator
DATE: February 18, 2005
SUBJECT: Procurement Policy
Introduction
The Municipal Act, 2001 states that before January 1, 2005 municipalities must adopt
polices with respect to its procurement of goods and services and include policies with
respect to:
(a) the types of procurement processes that shall be used;
(b) the goals to be achieved by using each type of procurement process;
(c) the circumstances under which each type of procurement process shall be used;
(d) the circumstances under which a tendering process is not required;
(e) the circumstances under which in-house bids will be encouraged as part of a tendering
process;
(f) how the integrity of each procurement process will be maintained;
(g) how the interests of the municipality or local board, as the case may be, the public and
persons participating in a procurement process will be protected;
(h) how and when the procurement processes will be reviewed to evaluate their
effectiveness; and
(i) any other prescribed matter. 2001, c. 25, s. 271 (1).
Although the County of Elgin has an existing procurement policy, many of these items are
not specifically addressed, therefore, staff prepared a revised procurement policy to be
adopted and be utilized for all County procurements.
Discussion
The County's existing procurement policy and methods must be revised to meet the
current requirements of the Municipal Act, 2001.
Over the past year, staff developed a new procurement policy to adhere to the regulations
of the Municipal Act. This comprehensive document also serves a greater purpose. Its
construction has been specifically tailored to create a transparent, accountable and
competitive process that is open, honest, fair and impartial.
Discussion (continued)
This new policy promotes and maintains the integrity of the purchasing process and
protects Council, vendors and staff involved in the process by providing clear direction and
accountabilities.
Although County Council has the ultimate authority for all expenditures, Council delegates
this authority by the authorization of budgets or by specific resolution. This has been and
will continue to be the practice for expenditure approval. Where this policy differs from the
previous policy is that once an expenditure has been approved by Council, (through
budget approval or by resolution) the policy provides staff limited aUthority to proceed with
its procurement within a defined scope. The intent is to streamline and expedite Council
priorities. (see attached Appendix A, Report Status Column)
While some authority is granted to staff as specifically defined in the policy, Council will be
updated with a semi-annual report outlining all procurements and their details. At any
time, Council may choose to amend the policy format if it deems necessary.
Another main difference with the new policy is the purchasing threshold limits which define
the procurement method. New thresholds have been developed to allow more realistic
and flexible methods of procurement (see attached Appendix A, Value Column)
Finally, the list of Goods and Services not subject to this policy is listed in Appendix B (see
attached). Council needs to be aware of items 6, 7, and 8 in which staff are requesting
approval to include these particular items as Goods and Services not subject to the
Purchasing Policy.
Conclusion
A new County of Elgin Procurement Policy has been created to satisfy the requirements of
the Municipal Act, 2001. The development of the policy included input from several other
municipalities, the County Auditor and County Solicitor.
The policy has also been structured to create efficiencies while maintaining the integrity of
the procurement process while protecting all parties involved.
Although limited authority is granted to staff to award contracts, Council will be provided a
comprehensive report semi-annually to review procurement activities.
Recommendation
THAT the appropriate By-Law be prepared, and;
THAT the attached Procurement Policy be used for all future County procurements.
Respectfully Submitted,
Approved for Submission,
Jl'1'N Pi b..(lLl JJ (/'7
Sonia Beavers
Purchasing Co-Ordinator
Mar onald
Chief Administrative Officer
~
Director, Financial Services
APPENDIX A
LEVELS OF CONTRACT APPROVAL AUTHORITY
Note: Sales taxes, excise taxes, goods and service taxes and duties shall be excluded in determining the
price of a contract for the supply of goods or services for the purpose of the relationship of the price to the
pre-authorized expenditure limit.
In the case of multi-year supply and/or service contracts, the pre-authorized expenditure limit shall refer to
the estimated annual expenditure under the contract.
$5,000 or No formal quotes required. Purchases made No report to
less Director. from the Council required.
competitive
market place.
Greater Informal Quotations (3 quotes 3 written quotes No Report to
than $5,000 required - written) or Direct Director. to be obtained. Council required
but less negotiation as a result of Single if within 10% of
than or Sole Source. the approved
$50,000 bud et allocation.
Greater Formal Quotations (3 written Director and Director Advertised in No Report to
than quotes required) of Financial Services Local paper and Council required
$50,000 but on County web if within approved
less than site. budget.
$100,000
Greater Request for Tender Advertised on
than County Council web site, local Report to Council
$100,000 paper, may
advertise in
regional and/or
trade a er.
Less than Request for ProDosal Director and Director Advertise on web No Report to
$50,000 In place of a Tender or of Financial Services. site, may Council required
Quotation when goods and The evaluation criteria advertise in local if within approved
services cannot be specifically and process shall be and/or regional, budget allocation.
stipulated or when alternative approved by the and/or trade
methods are being sought to Director prior to paper.
perform certain functions or issuance of the
services. Re uest for Proposal.
Greater Request for Proposal County Council Advertise on web Report to Council.
than The evaluation criteria and site, local paper
$50,000 process shall be approved by and regional,
Council resolution prior to the and/or trade
issuance of the Request for paper.
Proposal. When the preferred
proposal i) Exceeds the
approved budget appropriation
and/or ii) exceeds $50,000.00,
the Director shall submit a report
to Council for direction.
APPENDIX B
GOODS AND SERVICES NOT SUBJECT TO THIS POLICY
1. Petty Cash Items
2. Training and Education including:
i. Conferences
ii. Courses
iii. Conventions
iv. Magazines
v. Memberships
vi. Periodicals
vii. Seminars
viti. Staff Development
ix. Staff Workshops
x. Staff Relations
3. Refundable Employee Expenses including:
i. Cash Advances
ii. Meal Allowances
iii. Travel Expenses
iv. Accommodation
4. Employer's General Expenses including:
i. Payroll Deduction Remittances
ii. Medicals
iii. Insurance Premiums
iv. Tax Remittances
5. Licenses, certificates
6. Ongoing maintenance for existing computer hardware and software.
7. Professional and skilled services provided to individuals as part of approved
programs within the Corporation including but not limited to medical services, counselling services.
8. Consulting Services (up to $100,000) where a previously retained firm has provided similar services or
has an intimate knowledge of the project and it would be beneficial to have that same firm provide
new or extended services.
9. Other Professional and Special Services up to $100,000 including:
i. Additional non-recurring Accounting and Auditing Services
ii. Legal Services
iii. Banking Services where covered by agreements
iv. Public Debenture Sales
v. Group Benefits
vi. Realty Services regarding the Lease, Acquisition, Demolition, Sale of Land and
Appraisal of Land.
SCHEDULE "A"
By-Law No.% 05-
CORPORATION OF THE COUNTY OF ELGIN
PROCUREMENT POLICY
1.0 OBJECTIVE
1.1 This policy outlines the processes to be followed in order to obtain the best value when
purchasing goods, or contracting services for the County of Elgin. The guiding principle
is that procurement decisions will be made using a competitive process that is open,
honest, fair and impartial.
1.2 The Purchasing Policy will promote and maintain the integrity of the purchasing process
and protect Council, vendors and staff involved in the process by providing clear direction
and accountabilities. The procedures described in this Policy shall be followed to make a
contract award or to make a recommendation of a contract to County Council.
1.3 The Council of the Corporation of the County of Elgin recognizes its responsibility for
reviewing and updating the existing Purchasing Policy to ensure compliance with respect
to The Municipal Act, 2001, Part VI, Section 271, as amended.
2.0 PURCHASING RESPONSIBILlTES I AUTHORITY
2.1 County Council has ultimate authority for all expenditures. Council delegates this
authority by the authorization of budgets or by specific resolution. Payment for any item
that has not been authorized by Council through budget appropriation or specific~
resolution will not be permitted. This purchasing policy provides guidelines outlining how
spending authority is to be used. Levels of contract approval authority are also
summarized in Appendix "Au.
2.2 The Director of the Department shall be responsible for approval of accounts within the
approved budget for their department including any amendments to the budget as
approved by Council.
2.3 Prior to Council's approval of the Current Budget a Department may incur normal
operating expenditures up to 40% of the previous year's Budget. Directors will have the
authority to solicit bids prior to the approval of Council.
2.4 Resolutions approving budget amendments, capital expenditures or special
appropriations shall contain purpose of expenditure, cost estimates or expenditure
limitation, and the fund in which an appropriation has been provided.
2.5 The Director may appoint a Purchasing Designate to exercise any or all responsibilities
assigned in this policy.
2.6 During the public procurement process, in-house bids will not be considered.
2.7 The Director of Financial Services may review departmental purchases on an ongoing
basis to review the effectiveness and integrity of the process and policy adherence. This
Policy will be reviewed and revised on a periodic basis. It is anticipated that reviews will
be conducted every five years or more frequently as required.
2.8 Goods and Services that are not subject to this By-Law are listed in "Appendix BU.
1
2.9 For bids valued at $50,000.00 or less, the Director may award a contract provided that
Financial Services is in receipt of a Quotation Request Form, the product or service is
contained within the approved budget and the requirements of the Procurement Policy
are met. Guidelines/Goals to assist Director's or their designate who choose to exercise
this authority are included in "Appendix E".
2.10 Despite any other provision of this Policy, the following contracts are subject to County
Council approval;
i. any contract requiring approval from the Ontario Municipal Board,
ii. any contract prescribed by Statute to be made by Council,
iii. where the cost amount proposed for acceptance is 10% greater than the
County Council approved budget for that expenditure or where the
expenditure would result in insufficient remaining funds in the project
budget to complete the project as budgeted,
iv. where the net revenue amount proposed for acceptance is lower than
the County Council approved budget;
v. where a substantive objection emanating from the bid solicitation has
been filed with a Director;
vi. where a major irregularity precludes the award of a tender to the supplier
submitting the lowest bid.
3.0 METHODS OF PROCUREMENT
3.1 CO-OPERATIVE PURCHASING
3.1 (1) The County shall participate with other government agencies or public authorities in Co-
Operative Purchasing where it is in the best interest of the County to do so.
3.1 (2) The decision to participate in specific Co-Operative Purchasing agreements will be made
by the Purchasing Co-Ordinator.
3.1 (3) The policies of the government agencies or public authorities calling the co-operative
tender are to be the accepted policy for that particular tender.
3.2 THE ONTARIANS WITH DISABILITIES ACT CODA 2001)
3.2 In deciding to purchase goods or services through the procurement process for the use of
itself, its employees or the public, County Council, to the extent possible, shall have
regard to the accessibility for persons with disabilities to the goods or services.
2001,c32,s.13.
3.3 ENVIRONMENTAL CONSIDERATIONS
3.3 (1) In order to contribute to waste reduction and to increase the development and
awareness of environmentally sound purchasing, acquisitions of goods and
services, specifications will provide for expanded use of durable products,
reusable products and products(including those used in services) that contain the
minimum level of post consumer waste and/or maximum level of recyclable
content without significantly affecting the intended use of the product or service.
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3.4 SMALL ORDER PURCHASES (Up to $5,000.00)
3.4(1) The Director and/or designate shall be authorized to make Small Order Purchases of
goods and services up to an amount of $5,000.00 from such vendor and upon such terms
and conditions as the Director deems appropriate.
3.5 REQUEST FOR QUOTATION
3.5 (1) Informal or Formal Request for Quotation procedures shall be used where:
i. the item is greater than $5,000.00 but not greater than $100,000.00;
ii. the requirement can be fully defined; and,
iii. best value for the County can be achieved by an award selection made on the
basis of the lowest bid that meets specifications.
3.6 INFORMAL QUOTATION (Greater than $5,000.00 but not qreater than $50,000.00)
3.6(1) The Director or designate in consultation with the Director of Financial Services or
designate shall be authorized to make purchases of goods and services for estimated
expenditures exceeding $5,000.00 and less than $50,000.00 from such vendor. Bid
documents do not have to be sealed. Specifications (as applicable) can be issued and
quotes can be received bye-mail and/or fax transmission at the using department
location.
3.6(2) When the preferred Quotation exceeds the approved budget appropriation by more
than1 0%, the Director shall submit a report to Council for direction.
3.6(3) The County reserves the right to accept or reject any submission.
3.7 FORMAL QUOTATION (Greaterthan $50,000.00 but not qreater than $100,000.00)
3.7(1)
The Director and the Director of Finance shall be authorized to make Formal Quotation
Purchases for goods and services for estimated expenditures exceeding $50,000.00 and
less than $100,000.00. Bid forms to be provided to Bidders in written format and must
close in a formal sealed process. Bids must be submitted to Financial Services at a
specified location. At least three (3) bids must be obtained whenever possible. All bids
will close on a specified weekday at a specified time. Bids must have a submission label
detailing project name and number.
3.7(2)
The Director shall be responsible to review the quote submission and verify that all
specifications of the quote are met and that the total submitted price does not exceed the
approved budget allocation for the project.
3.7(3) When the preferred Quotation exceeds the approved budget for a specific project, the
Director shall submit a report to Council for direction.
3.7(4) The County reserves the right to accept or reject any submission.
3.8 REQUEST FOR TENDER (GREATER THAN $100,000.00)
3.8(1) The Director or designate and the Director of Finance or designate shall be authorized to
solicit tenders for goods and services for estimated expenditures exceeding $100,000.00
if the item is specifically included within the approved budget. County Council shall award
all Tenders.
3.8(2) Request for Tender procedures shall be used where:
i. the item is greater than $100,000.00;
3
il. the requirement can be fully defined; and,
iil. best value for the County can be achieved by an award selection made on the
basis of the lowest bid that meets specifications.
3.8(3)
Tender forms are to be provided to Bidders in written format and must close in a formal
sealed process. Tenders must be submitted to Financial Services at a spècified iocation.
At least three (3) tenders must be obtained whenever possible. All tenders will close on a
specified weekday at a specified time. Bids must have a submission label detailing
project name and number.
3.8(4)
The Director shall be responsible to review the tender submission and verify that all
specifications of the tender are met and that the total submitted price does not exceed
the approved budget allocation for the project.
3.8(5)
The Financial Services Department shall be responsible for arranging for the public
opening of the Tender Bids at the time and date specified by the tender call. There shall
be in attendance at that time a minimum of:
I. The Director of Financial Services or designate
ii. The Director of the issuing department or designate
3.8(6) The Financial Services Department shall forward to the issuing Department a summary of
the bids subject to review by the Director.
3.8(7) The County reserves the right to accept or reject any submission.
3.9 REQUESTS FOR PROPOSALS
3.9(1) The Request for Proposal procedure shall be used in place of a Tender or Quotation
when:
I. The requirement is best described in a general performance specification;
il. Innovative solutions are sought;
iil. Estimated expenditures not exceeding $50,000.00, the evaluation criteria and
process shall be approved by the Director prior to issuance of the Request for
Proposal;
iv. Expenditure exceeding $50,000.00, the evaluation criteria and process shall be
approved by Council resolution prior to the issuance of the Request for Proposal;
v. To achieve best value, the award selection will be made on an evaluated point
per item or other method involving a combination of mandatory and desirable
requirements;
vi. The Request for Proposal method of purchase is a competitive method of
purchase that mayor may not include Vendor pre-qualification;
viI. A Request for Information or Request for Expression of Interest may be issued in
advance of a proposal to assist in the development of a more definitive set of
terms and conditions, scope of work/service and the selection of qualified
Vendors;
viiI. Where the requirement is not straightforward or an excessive workload would be
required to evaluate proposals, either due to their complexity, length, number of
any combination thereof, a procedure may be used that would include a pre-
qualification phase;
ix. The Financial Services Department shall maintain a list of suggested evaluation
criteria for assistance in formulating an evaluation scheme using a Request for
Proposal. This may include factors such as qualifications and experience
strategy, approach, methodology, scheduling and past performance, facilities
equipment, and pricing;
4
x. Directors shall provide the Financial Services Department with a request in
writing containing the budget authorization, terms of reference and evaluation
criteria to be applied in assessing the proposals submitted;
xi. A Selection Committee, composed of a minimum of one representative from the
Department and the Director of Financial Services or designate shall review all
proposals against the established criteria, reach consensus on the final rating
results, and ensure that the final rating results, with supporting documents, are
kept in the procurement file.
xii. During the proposal process all communication with bidders shall be through the
Financial Services Department.
xiii. Financial Services Department shall forward to the Director an evaluation
summary of the procurement, as well as the Committee's recommendation for
award of contract to the supplier meeting all mandatory requirements and
providing best value as stipulated in the Request for Proposal. Where the lowest
bid is not accepted, the Director of the Department is responsible for
documenting the determination of best value, in a confidential report to the
Management Team prior to award of contract;
xiv. Reporting will not include summaries of bids, as this information will remain
confidential. Any disclosure of information shall be made by the appropriate
officer in accordance with the provisions of the Municipal Freedom of Information
and Protection of Privacy Act, R.S.O.) 1990, Section 10;
xv. Unsuccessful proponents may, upon request, attend a debriefing session
as required with the Director of Financial Services or designate as well as the
Director to review their bid submission. Discussions relating to any bid
submissions other than that of the proponent present will be strictly prohibited;
xvi. The County reserves the right to accept or reject any submissions.
3.10 BLANKET CONTRACT PURCHASES
3.10 (1)A Blanket Order may be used where:
i. one or more departments repetitively order the same goods or services and the
actual demand is not known in advance;
'ii. a need is anticipated for a range of goods and services for a specific purpose,
but the actual demand is not known at the outset, and delivery is to be made
when a requirement arises.
iii. The Purchasing Co-Ordinator shall establish and maintain Blanket Order
Contracts that define source and price where available with selected suppliers for
all frequently used goods or services;
iv. Blanket Orders may be issued as the result of a bid process such as Request for
Quotation, Request for Tender, Request for Proposal and from Co-operative
Purchasing consortium.
v. To establish prices and select sources, the Director in consultation with the
Purchasing Co-Ordinator shall employ the provisions contained in this Policy for
the acquisition of goods, services and construction;
vi. More than one supplier may be selected where it is in the best interest of the
County and the bid solicitation allows for more than one;
vii. Where purchasing action is initiated by a department for frequently used goods
or services, it is to be made with the supplier or suppliers listed in the Blanket
Order Contract;
viii. In a Request for Blanket Order, the expected quantity of the specified goods or
services to be purchased over the time period of the agreement will be as
accurate an estimate as practical and be based, to the extent possible, on
previous usage adjusted for any known factors that may change said usage.
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ix. Blanket Orders shall be issued for a specific time period with all ordering
departments responsible for maintaining purchases within budget allocations.
3.11 SINGLE/SOLE SOURCING
3.11(1) i.
In circumstances where there may be more than one source of supply in the
open market, but only one of these is recommended for consideration on the
grounds that it is more cost effective or beneficial to the County and where the
expenditure will exceed $25,000.00, approval must be obtained from the Senior
Management Team and County Council prior to negotiations with the single
source. The Director or designate shall be responsible for submitting a report
detailing the rationale supporting the use of the single source.
ii.
If the Director requires goods, services or equipment deemed to be available
from only one source of supply, and where the expenditure will exceed
$25,000.00, the Director shall initiate a report to County Council requesting that
the tendering procedure be waived and that the Director in consultation with the
Director of Financial Services or the Chief Administrative Officer be authorized to
negotiate with the sole source supplier.
3.12 PROCUREMENT IN EMERGENCIES
3.12(1) An "Emergency"inciudes:
i. an imminent or actual danger to the life, health or safety of an official or an
employee while acting on the County's behalf;
ii. an imminent or actual danger of injury to or destruction of real or personal
property belonging to the County;
iii. an unexpectèd interruption of an essential public service;
iv. an emergency as defined by the Emergency Plans Act, R.S.O. 1990, Chapter
E.9 and the emergency plan formulated thereunder by the County;
v. a spill of a pollutant as contemplated by Part X of the Environmental Protection
Act, R.S.O. 1990, Chapter E. 19 and,
vi. mandate of a non-compliance order.
3.12 (2) This method of purchasing may be used when the circumstances warrant immèdiate
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-budgetèd expenditure
of $2,500.00 or more. The Director must consult with the Warden or designate for
approval prior to making an emergency purchase and must be reported to Council at the
next scheduled meeting.
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3.13 DIRECT NEGOTIATION
3.13(1) Unless otherwise provided in accordance with the Purchasing By-Law and this Policy,
goods and services may be purchased using the Direct Negotiation method only if one or
more of the following conditions apply;
I. the required goods and services are reasonably available from only one source
(also known as single source), by reason of the scarcity of supply in the market
or the existence of exclusive rights held by any supplier or the need for
compatibility with goods and services previously acquired and there are no
reasonable alternatives or substitutes;
il. The required goods and services will be additional to similar goods and servicès
being supplied under an existing contract (I.e. contract extension or renewal);
iil. An attempt to purchase the required goods and services has been made in good
faith using a method other than Direct Negotiation within this policy which has
failed to identify a successful supplier and it is not reasonable or desirable that a
further attempt to purchase the goods and services be made using a method
other than Direct Negotiation;
iv. The goods and services are required as a result of an emergency, which would
not reasonably permit the use of a method other than Direct Negotiation;
v. The required goods and services are to be supplied by a particular vendor or
supplier having special knowledge, skills, expertise or experience.
3.13(2) Any expenditure exceeding $50,000.00 for a one-time purchase or over an annual basis
must be reported to Council.
3.14 LEASING
3.14 (1) The Council of the County of Elgin may enter into a leasing agreement in accordance
with the Municipal Act, 2001, 0.Reg.46/94,0.Reg. 266/02.
3.14 (2) In certain circumstances, it may be economically advisable for the County to enter into a
Financing Lease to acquire the right to use capital property and equipment rather than an
outright purchase.
3.14 (3) Leasing is approved as an acceptable means to acquire municipal capital facilities when
one or more of the following conditions (goals) are met:
I. The municipal capital facility cannot be purchased;
il. The lease arrangement provide financially attractive interest rates over the entire
life of the lease;
iil. The risk of obsolescence on the leased asset rests with the lessor;
iv. The leased asset has a high purchase value and is not required on an ongoing
basis;
v. Short term revenues versus capital needs;
3.14 (4)A by-law is required for all lease agreements with the exception of leases made in
emergency situations. These leases will be reported to Council at the first available
opportunity. A bylaw is not required for leases that are short term in nature of 120 days
or less.
3.14 (5) Once each fiscal year the Director of Financial Services shall provide a report to Council
outlining all current leasing arrangements.
4.0 DISPUTE RESOLUTION
4.1 Disputes shall be resolved as follows:
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i. Meeting between the bidder, the Director of the Department and the Purchasing
Co-Ordinator,
ii. If (i) does not lead to a resolution, the decision can be appealed to the Director of
Financial Services and the Chief Administrative Officer,
5.0 EXCEPTIONS
5.1 A Department may request exemption from any or all the purchasing methods outlined in
this policy by submission of a report requesting the same to County Council. Such one
time exemption may be granted by resolution.
6.0 GUARANTEES OF CONTRACT EXECUTION AND PERFORMANCE
6.1 For all tenders valued at over $100,000, the following guarantees, bonds, certificates and
insurance must form part of the contract unless other securities are deemed appropriate
as determined by the Director.
1) Bid Bond or Bid Deposit (Certified Cheque)
2) Insurance
3) Certificate of Clearance from the Workplace Safety and Insurance Board (WSIB)
4) Performance Bond valued at 100% of the amount of the Tender bid.
5) Labour and Materials Bond valued at 100% of the amount of the Tender bid.
6.2 In addition to these requirements, the Director shall select additional appropriate means
to guarantee execution and performance of the contract. Means may include one or
more of, but are not limited to, financial bonds, letters of credit, agreement to bond or
other forms of security deposits, provisions for liquidated damages, progress payments
and hold backs. Only those able to bind the Corporation are authorized to execute the
agreements/contracts.
6.3 Contracts valued at less than $100,000 may include guarantees at the discretion of the
Director.
6.4 The Bid Bond or Bid Deposit amount shall be as specified in the following table:
Total Tender Amount Bid Deposit
Required
$100,000.01 to $250,000.00 $10,000.00
$250,000.01 to $500,000.00 $20,000.00
$500,000.01 to $1,000,000.00 $40,000.00
$1,000,000.01 to $2,000,000.00 $75,000.00
$2,000,000.01 and Over $150,000.00
6.5 Financial Services is authorized to cash and deposit any bid deposit cheques in the
County's possession which are forfeited as a result of non-compliance with the terms,
conditions and/or specifications of a sealed bid.
7.0 INSURANCE
7.1 (1) The standard insurance minimums are as follows:
$2 million - commercial general liability policy
$2 million - for each occurrence for bodily injury and property damage
$2 million - automobile liability policy
$2 million - homeowners(e.g. for rental offacilities)
8
$5 million - commercial general liability and automobile liability policies - for contracts
exceeding $100,000.00
$5 million - for each occurrence for bodily injury and property damage for contracts
exceeding $1 00,000.00
$1 million - professional errors and omissions liability
Builder's Risk - the amount of the project cost
7.1 (2) Bid documents must clearly indicate insurance requirements to be provided by the
successful bidder's insurance company.
7.2 Prior to commencement of work and where deemed appropriate, evidence of Insurance
Coverage' satisfactory to the Director, must be obtained ensuring indemnification of the
County of Elgin from any and all claims, demands, losses, costs or damages resulting
from the performance of a supplier's obligations under the contract.
7.3 (1) The successful bidder must furnish the County at his/her cost a "certified copy" of a
liability insurance policy covering public liability and property damage for no less than the
minimum amounts stated in 7.1 (1) to the satisfaction of the County and in force for the
entire contract period. The policy must contain:
i. a "Cross Liability" clause or endorsement;
ii. an endorsement certifying that The Corporation of the County of Elgin and the
successful bidder are included as an additional named insured;
iii. an endorsement to the effect that the policy or policies will not be altered,
cancelled or allowed to lapse without thirty days prior written notice to Elgin
Cou nty.
7.3 (2) Contractor's Liability Insurance Policy shall not contain any exclusions of liability for
damage, etc. to property, building or land arising from;
i. the removal or weakening of support of any property, building or land whether
such support be natural or otherwise;
ii. the use of explosives for blasting;
iii. the vibration from pile driving or caisson work, provided that the minimum
coverage for any such loss or damage shall be $5,000,000.00.
8.0 EXCLUSION OF BIDDERS
8.1 EXCLUSION OF BIDDERS IN LITIGATION
8.1(1) The County may, in its absolute discretion, reject a Tender or Proposal submitted by the
bidder if the bidder, or any officer or director of the bidder is or has been engaged, either
directly or indirectly through another corporation, in a legal action against the County, its
elected or appointed officers and employees in relation to:
i. any other contract or services; or
ii. any matter arising from the County's exercise of its powers, duties, or functions.
8.1 (2) In determining whether or not to reject a quotation, tender or proposal under this clause,
the County will consider whether the litigation is likely to affect the bidder's ability to work
with the County, its consultants and representatives, and whether the County's
experience with the bidder indicates that the County is likely to incur increased staff and
legal costs in the administration of the contract if it is awarded to the bidder.
8.2 EXCLUSION OF BIDDERS DUE TO POOR PERFORMANCE
8.2(1) The Director shall document evidence and advise Financial Services in writing where the
performance of a supplier has been unsatisfactory in terms of failure to meet contract
9
specifications, terms and conditions or for Health and Safety violations. The Financial
Services Department shall centralize the information for future reference.
8.2(2) The Director of Financial Services may, in consultation with the County Solicitor, prohibit
an unsatisfactory supplier from bidding on future contracts for a period of up to three
years.
9.0 RECEIPT OF GOODS
9.1 The Director or designate shall,
I. arrange for prompt inspection of goods on receipt to confirm conformance with
the terms of the contract, and
il. inform the Purchasing Co-Ordinator immediately of any discrepancies.
10.0 REPORTING TO SENIOR MANAGEMENT TEAM AND COUNTY COUNCIL
10.1 The Director of Financial Services shall submit to the Senior Management Team and
County Council an information report (semi-annually) containing the details relevant to
the exercise of delegated authority for all contracts awarded that exceed $5,000.00
including amendments and renewals. The Director of Financial Services shall certify in
the report that the awards are in compliance with the Purchasing Policy.
11.0 ACCESS TO INFORMATION
11.1 The disclosure of information received relevant to the issue of bid solicitations or the
award of contracts emanating from bid solicitations shall be made by the appropriate
officers in accordance with the provisions of the Municipal Freedom of Information and
Privacy Act., R.S.O. 1990, as amended.
11.2 All records and information pertaining to tenders, proposals and other sealed bids, which
reveal a trade secret or scientific, technical, commercial, financial or other labour
relations information, supplied in confidence implicitly or explicitly, shall remain
confidential if the disclosure could reasonably be expected to:
I. prejudice significantly the competitive position or interfere significantly with the
contractual or other negotiations of a person, group of persons, or organizations;
il. result in similar information no longer being supplied to the County where it is in
the public interest that similar information continue to be so supplied;
iil. result in undue loss or gain to any person, group, committee or financial
institution or agency; or
iv. result in information whose disclosure could reasonably be expected to be
injurious to the financial interests of the County.
12.0 ADVERTISING
12.1(1) Advertising for Quotations, Tenders or Proposals estimated to exceed $50,000.00
excluding taxes and freight shall be placed in all local newspapers having a minimum
circulation of 4000.
12.1(2) In compliance with trade laws, purchases in excess of $50,000.00 shall also be posted on
the County website to ensure access to all vendors across Canada. Bid documents of a
lesser amount may also be posted on the County website.
12.2 Contracts estimated to exceed $100,000 in value may also be advertised in the London
Free Press and/or a trade paper at the discretion of the Director.
10
13.0 RETENTION OF DOCUMENTATION
13.1 (1) All background information, information submitted by vendors, and any other relevant
information involved in obtaining prices for goods and services shall be retained for the
entire budget year and six (6) years in records retention.
(2) All background information, information submitted by successful vendor, resulting in a
contract or agreement shall be retained in for a minimum of twenty(20) years in record
retention.
11
APPENDIX A
LEVELS OF CONTRACT APPROVAL AUTHORITY
Note: Sales taxes, excise taxes, goods and service taxes and duties shall be excluded in
determining the price of a contract for the supply of goods or services for the purpose of the
relationship of the price to the pre-authorized expenditure limit.
In the case of multi-year supply and/or service contracts, the pre-authorized expenditure limit
shall refer to the estimated annual expenditure under the contract.
$5,000 or No formal quotes required. Purchases made No report to
less Director. from the Council required.
competitive
market lace.
Greater Informal Quotations (3 quotes 3 written quotes No Report to
than $5,000 required - written) or Direct Director. to be obtained. Council required
but less negotiation as a result of Single if within 10% of
than or Sole Source. the approved
$50,000 bud et allocation.
Greater Formal Quotations (3 written Director and Director Advertised in No Report to
than quotes required) of Financial Services Local paper and Council required
$50,000 but on County web if within approved
less than site. budget.
$100,000
Greater Request for Tender Advertised on
than County Council web site, local Report to Council
$100,000 paper, may
advertise in
regional and/or
trade a er.
Less than Request for Proposal Director and Director Advertise on web No Report to
$50,000 In place of a Tender or of Financial Services. site, may Council required
Quotation when goods and The evaluation criteria advertise in local if within approved
services cannot be specifically and process shall be and/or regional, budget allocation.
stipulated or when alternative approved by the and/or trade
methods are being sought to Director prior to paper.
perform certain functions or issuance of the
services. Request for Pro osal.
Greater Reouest for ProDosal County Council Advertise on web Report to Council.
than The evaluation criteria and site, local paper
$50,000 process shall be approved by and regional,
Council resolution prior to the and/or trade
issuance of the Request for paper.
Proposal. When the preferred
proposal i) Exceeds the
approved budget appropriation
and/or ii) exceeds $50,000.00,
the Director shall submit a report
to Council for direction.
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APPENDIX B
GOODS AND SERVICES NOT SUBJECT TO THIS POLICY
1. Petty Cash Items
2. Training and Education including:
i. Conferences
ii. Courses
Hi. Conventions
iv. Magazines
v. Memberships
vi. Periodicals
vii. Seminars
viii. Staff Development
ix. Staff Workshops
x. Staff Relations
3. Refundable Employee Expenses including:
i. Cash Advances
ii. Meal Allowances
iii. Travel Expenses
iv. Accommodation
4. Employer's General Expenses including:
i.
ii.
iii.
iv.
Payroll Deduction Remittances
Medicals
Insurance Premiums
Tax Remittances
/
5. Licenses, certificates
6. Ongoing maintenance for existing computer hardware and software.
7. Professional and skilled services provided to individuals as part of approved
programs within the Corporation including but not limited to medical services, counseling
services.
8. Consulting Services (up to $100,000) where a previously retained firm has provided
similar services or has an intimate knowledge of the project and it would be beneficial to
have that same firm provide new or extended services.
9. Other Professional and Special Services up to $100,000 including:
i. Additional non-recurring Accounting and Auditing Services
ii. Legal Services
iii. Banking Services where covered by agreements
iv. Public Debenture Sales
v. Group Benefits
vi. Realty Services regarding the Lease, Acquisition, Demolition, Sale of Land and
Appraisal of Land.
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APPENDIX "C"
IRREGULARTITIES CONTAINED IN BIDS
Late Bids
Unsealed Envelopes
Insufficient Financial Security (No Bid Deposit or
Insufficient Bid Deposit
Failure to insert the name of the Bonding Company
in the s ace rovided in the Form of Tender.
Incomplete, illegible or obscure bids or bids which
contain additions not called for, erasures,
alterations, errors or irre ularities of an kind.
Documents, in which all necessary Addenda have
not been acknowled ed.
Failure to attend mandata site visit.
Bids received on documents other than those
rovided b the Coun of EI in.
Failure to insert the Tenderer's business name in
one of the two spaces provided in the Form of
Tender.
Failure to inciude signature of the person
authorized to bind the Tenderer in the space
rovided in the Form of Tender.
Conditions placed by the Tenderer on the Total
Contract Price.
Bids Containing Minor Mathematical Errors
Automatic rejection, not read publicly and returned
uno ened to the bidder.
Automatic Re·ection.
Automatic Rejection.
Automatic Rejection.
May be rejected as informal.
Automatic Rejection.
Automatic Re·ection.
Automatic Rejection.
Automatic Rejection.
Automatic Rejection.
Automatic Rejection
a) If the amount tendered for a unit price item does
not agree with the extension of the estimated
quantity and the tendered unit price, or if the
extension has not been made, the unit price shall
govern and the total price shall be corrected
accordingly.
b) If both the unit price and the total price are left
blank, then both shall be considered as zero.
c) If the unit price is left blank but a total price is
shown for the item, the unit price shall be
established by dividing the total price by the
estimated quantity.
d) If the total price is left blank for a lump sum item, it
shall be considered zero.
e) If the Tender contains an error in addition and/or
subtraction and/or transcription in the approved
tender documentation format requested (i.e. not
the additional SUDDortinq documentation sUPDlied).
the error shall be corrected and the corrected total
contract price shall govern.
f) Tenders containing prices which appear to be so
unbalanced as to likely affect the interest of the
County adversely may be rejected.
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APPENDIX "D"
DEFINITIONS
In this policy, unless a contrary intention appears:
"Agreement" means a formal written legal agreement or contract for the supply of
goods, services, equipment or construction;
"Blanket Order" shall mean the agreement wherein a vendor will sell certain items
to the County for an agreed period of time with established terms and conditions;
"Bid" shall mean a submission from a prospective vendor in response to a request for
the purchase of goods or services issued by the County;
"Bid Deposit" shall mean a financial guarantee to ensure the successful bidder will
enter into an agreement;
"Contract" means any formal or deliberate written agreement for the purchase of
goods, services, equipment or construction;
"Contract Record" is a document which outlines the terms and conditions of the
agreement;
"Council" shall mean the Municipal Council of the Corporation of the County of Elgin;
"Declaration Respecting Workers' Compensation Act, R.S.O.
1990/Corporation Tax Act" "Certificate of Clearance" means a declaration
that a bidder has paid all assessments or compensation payable and has
otherwise complied with all requirements of the Workplace Safety and Insurance
Board and that the bidder has paid all taxes and/or penalties imposed on it
pursuant to the Corporation Tax Act, R.S.O. 1990;
"Director" refers to a head of a department operating within the County of Elgin
being responsible for: Administrative Services, Library Services, Financial
Services, Engineering Services, Information Technology, Terrace Lodge, Elgin
Manor, Bobier Villa, Human Resources;
"Emergency" means an occurrence resulting from an unforeseen action or
consequence of an unforeseen event, (trigger event)which must be remedied on
a time sensitive basis to avoid a material financial risk; serious delays, injury,
further damage or to restore or maintain services;
"Executed Agreement" means a form of agreement, either incorporated in the bid
documents or prepared by the County, to be executed by the successful bidder
and the County;
"Goods and Services" includes supplies, materials and equipment of every kind
required to be used to carry out the operations of a department;
15
"In-House Bids" also known as "Managed Bids" shall mean that during the Public
Procurement Process, an agency within the Corporation of the County of Elgin is
not permitted to submit a bid.
"Insurance Documents" shall mean certified documents issued by an insurance
company licensed to operate by the Government of Canada or the Province of
Ontario certifying that the bidder is insured in accordance with the County's
insurance requirements as contained in the bid documents;
"Irregularities Contained in Bids" is defined in Appendix C and inciude the
appropriate response to those irregularities;
"Labour and Material Bond" means a bond issued by a surety company on the
County of Elgin standard Form of Bond to ensure that the contractor will pay his
or her suppliers and thereby protects the Corporation against items which might
be granted to a supplier should the contractor not make proper payments;
"Letter of Agreement to Bond" means a letter or other form issued by a bonding
agency licensed to operate by the Government of Canada or the Province of
Ontario advising that, if the bidder is successful the bonding agency will issue the
required bonds;
"Lowest Acceptable Bid" means the lowest price submitted which meets the
requirements and specifications as set out in the bid request, minor deviations
excepted;
"Normal Operating Expenditure" means expenditure of an operational recurring
nature and does not inciude one-time speciai or Capital expenditure;
"Performance Bond" means a bond issued by a surety company on the County of
Elgin standard Form of Bond executed in connection with a contract and which
secures the performance and fulfillment of the undertakings, covenants, terms,
conditions and agreements contained in the contracts;
"Procure" "Procurement" "Purchase" means to acquire by purchase, rental,
lease or trade;
"Professional Service Supplier" means a supplier of services requiring
professional skills for a defined service requirement including,
i. Architects, auditors, engineers, designers, management and financial
consuitants;
ii. Firms or individuals having specialized competence in environmental,
planning or other disciplines;
iii. Information Technology
"Purchasing Designate or Delegate" means a person authorized by the Director
to execute the purchase of goods and services;
"Quotation Summary Form" means a written request in an approved format and
duly authorize to obtain goods and services;
16
"Quotation" means a request for prices on specific goods and/or services from
selected vendors which are submitted verbally, in writing or transmitted by
facsimile as specified in the Request for Quotation;
"Request for Expression of Interest" is a focused market research tool used to
determine vendor interest in a proposed procurement. It may be issued
simultaneously with a Request for Qualifications when the proposed procurement
is well defined and the purchaser has clear expectations for the procurement;
"Request for Information" is used prior to issuing a tender call as a general
market research tool to determine what products and services are available,
scope out business requirements, and/or estimate project costs;
"Request for Proposal" means a process where a need is identified, but the
method by which it will be achieved is unknown at the outset. This process allows
vendors to propose solutions or methods to arrive at the desired result;
"Sealed Bid" means a formal sealed response received as a part of a quotation,
tender or proposal;
"Single Source" means there is more than one source in the open market but only
for reasons of function or service one vendor is recommended for consideration
of the particular goods and/or services;
"Sole Source" means there is only one source of supply of particular goods and
services;
"Supplier" means any individual or organization providing goods or services to the
County of Elgin including but not limited to contractors, consultants, vendors,
service organizations, etc.;
"Tender" means a sealed bid which contains an offer in writing to execute some
specified services, or to supply certain specified goods, at a certain price, in
response to a publicly advertised request for bids;
"Value Analysis" typically refers to a life cycle costing approach to valuing a given
alternative, which calculates the long-term expected impacts of implementing the
particular option.
17
APPENDIX "E"
Guidelines for the Execution of Purchases
These guidelines are provided to assist the Director and/or designate should they choose
to exercise their authority to purchase goods or services. Guidelines are organized by
objective as follows:
Objective 1: Corporate Efficiencv
Purchases under this authority must be for unique Departmental requirements, and
therefore not duplicated in other Departments, such that Corporate purchasing power or
standardization is not a factor in costing. Requirements cannot be split in order to qualify
for this process.
Obiective 2: Competitive Process
A competitive process is undertaken whereby a minimum of 3 bids is obtained, and the
lowest compliant bid is awarded the contract. Càre must be taken as to how bids are
sought, bidder lists are maintained and how competition is encouraged. Although a
minimum of 3 bids is required, an open process without a minimum number of bids will be
more competitive, and is encouraged.
Objective 3: Open Process
Departmental needs are communicated to bidders, who are able to bid on goods or
services they are qualified to provide. There should be no limitation of bids to an
established listing.
Obiective 4: Transparent Process
The process is undertaken based on clear definition of the product or service
requirement, and a clear outline of the review and criteria to be undertaken. The decision
to choose the low bidder will be based solely on the requirements as documented, the
bidder document, and the application of the review criteria. The same decision should be
arrived at each time given the same set of facts, which will facilitate the dispute resolution
process.
Objective 5: Fair Process
The process will be fair, such that no action is undertaken by the County staff to allow
any given bidder an unfair advantage. This does not however, require County action to
ensure that existing conditions are changed to ensure that any conversion costs from an
incumbent to another supplier are ignored in an evaluation - it is in the best interest of
the County to ensure that such "leveling of the playing field" is not required.
Obiective 6: Insurance and Risk Manaqement
A Liability Insurance Form and WSIB Certificates of Clearance may be submitted as
deemed appropriate at the commencement of the project and periodically as the work is
completed. The Director may choose to request Performance and Labour and Material
Bonds for informal quotations if it is believed to serve the County's best interest.
Objective 7: Authorization for Pavment
Quotation Summary Form must be completed, ensuring that the appropriate account has
sufficient funds to pay for the contract.
Obiective 8: Reportinq of Items Conducted under Deleqated Authoritv
The Director of Finance shall produce a report of all purchases in excess of $5,000
carried out under this authority, in a semi-annual reporting of contracts to Council.
18
Obiective 9: Standardization
In order to assist in cross training, enable multiple bidders to understand the process
requirements and ensure that legal and insurance risks are controlled, standard formats
will be used for Requests for Quotations. These forms will be updated by Financial
Services as appropriate.
19
TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES
March 8 Session, 2005
To the Warden and Members of the Elgin County Council,
The following is a statement of the remuneration, mileage, and expenses paid to each
member of the Elgin County Council for the period of January 1,2004 to December 31, 2004.
REMUNERATION and MILEAGE
COUNCIL. COMMITTEES and OUTSIDE BOARDS
ACRE
BALDWIN
FAULDS
HOFHUIS
MciNTYRE
ROCK
VOWEL
WARWICK
WILSON
TOTAL
LYNN
PAUL
PAUL
SYLVIA
JAMES
DAVID
BONNIE
GRAHAM
JOHN
16,002.58
15,855.14
16,065.38
15,568.58
16,331.38
37,777.25
16,613.42
17,475.78
16,107.49
167,797.00
By-Law 03-02, By-Law 03-03 and By-Law 04-04.
Approved for submission.
ALL which is respectfully submitted.
)
cfl
C)~ ~~
Linda B. Veger
Director of Financial Services
~
Mark G. McUona
Chief Administrative Officer
DIRECTOR OF FINANCIAL SERVICES STATEMENT ON CONVENTION EXPENSES
FIRST REPORT
To the Warden and Members of the Elgin County Council,
the following is an itemized statement of the conventions attended and expenses paid to
each Member of Elgin County Council, during the calendar year ending
31-Dec-04
2004 CONVENTIONS
1 2 3 4 5 TOTAL FOR
COUNCILOR ROMAlOGRA OSUM AMO OANHSS ACRO COUNCILOR
ACRE, L. 1,601.55 0.00 2,139.75 0.00 0.00 $ 3,741.30
BALDWIN, P. 1,485.95 0.00 0.00 0.00 0.00 $ 1,485.95
FAULDS, P. 0.00 0.00 1,963.38 0.00 0.00 $ 1,963.38
HOFHUIS, S. 0.00 0.00 0.00 0.00 0.00 $
MciNTYRE, J 0.00 0.00 0.00 0.00 0.00 $
ROCK, D. 6,004.45 0.00 2,154.32 0.00 0.00 $ 8,158.77
VOWEL, B. 0.00 0.00 0.00 0.00 0.00 $
WARWICK, G. 0.00 0.00 0.00 0.00 0.00 $
WILSON, J. R. 0.00 0.00 0.00 0.00 0.00 $
TOTALS $ 9,091.95 $ $ 6,257.45 $ $ $ 15,349.40
All figures include G.S.T.
ROMA/OGRA
RURAL ONTARIO MUNICIPAL ASSOCIATION
ONTARIO GOOD ROADS ASSOCIATION
ONTARIO SMALL URBAN MUNICIPALITIES
ASSOCIATION OF MUNICIPALITIES
ONTARIO ASSOCIATION OF NON-PROFIT HOUSING FOR SENIORS
AMO COUNTIES AND REGIONS
OSUM
AMO
OANHSS
ACRO
All of which is respectfully submitted.
¿~E~
DIRECTOR OF FINANCIAL SERVICES
MARK G. MC L
CHIEF ADMINISTRATIVE OFFICER
TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES
March 8 Session, 2005
To the Warden and Members of the Elgin County Council,
The following is a statement of the remuneration, mileage, and expenses paid to persons
appointed to Outside Boards for the period January 1, 2004 to December 31, 2004 as
authorized by the following By-Laws:
LAND DIVISION COMMITTEE (Bv-Law 03-44)
HENTZ
McPHAIL
SCHAFER
SCHAPER
WALTERS
TOTAL
PETER
DUNCAN
MATHEW
KATHLEEN
BILL
2,087.48
1,934.56
3,320.86
2,529.56
1,402.54
11,275.00
ELGIN ST. THOMAS HEALTH UNIT
(COUNCIL RESOLUTION DECEMBER 9, 2003)
BALDWIN
MCINTYRE
ROCK
TOTAL
PAUL
JAMES
DAVID
3 HRS 3+HRS MEETINGS TRAVEL
7 2 765.00 48.60
9 2 915.00 194.40
4 2 501.00 0.00
813.60
1,109.40
501.00
2,424.00
THAMES VALLEY DISTRICT HEALTH COUNCIL
(COUNCIL RESOLUTION DECEMBER 9, 2003)
WILSON
JOHN
EXPENSES
35.00
TOTAL
13,734.00
ALL which is respectfully submitted.
Approved for su
L~
Director of Financial Services
Mark G. Mc
Chief Administrative Officer
CORRESPONDENCE - MARCH 8. 2005
Items for Consideration
1. R. Graham, Clerk, Municipality of Kincardine, requesting support for their resolution
petitioning the Provincial Government to ensure that fair, equitable and sustainable funding
be made available to conservation authorities in order to deliver their existing programs
and the challenges of the future. (ATTACHED)
THE MUNICIPALITY OF KINCARDINE
Meeting of January 26, 2005
Resolution #2005 - 54
Moved by: Ron Hewitt
Seconded by: Barry Schmidt
WHEREAS the Municipality of Kincardine is a member of the Saugeen
Valley Conservation Authority;
AND WHEREAS the Municipality of Kincardine is one of the largest
contributors towards the SVCA annual levy;
AND WHEREAS the Municipality of Kincardine adopted Resolution
#2004 - 497 on August 4, 2004, which endorsed a report entitled
"Submission to the Minister of Natural Resources - Reinvestment in
Ontario's Conservation Authorities - Now and In the Future";
AND WHEREAS provincial transfer payments funding makes up only 5%
of the average Conservation Authority annual budget;
AND WHEREAS funding pressures for Conservation Authorities, and in
turn their member municipalities, have occurred due to a shortfall in
funding, and additional responsibilities being downloaded to
municipalities, by the Province;
AND WHEREAS this lack of funding makes it difficult for Conservation
Authorities to fulfill their legislative requirements;
AND WHEREAS it was never the intention to increase local municipal
levies but ensure that the Province provides funding at least at the
original commitment in 1997 being the 50/50 partnership;
NOW THEREFORE BE IT RESOLVED THAT the Municipality of
Kincardine petitions the Province of Ontario to ensure that fair, equitable
and sustainable funding is made available to conservation authorities in
order to continue to deliver the existing programs and to meet the
challenges of the future;
AND FURTHER that this resolution be forwarded to the Saugeen Valley
Conservation Authority, member municipalities of the Authority, the
Ministry of Natural Resources and all members of the Association of the
Municipalities of Ontario.
Carried.
Contact R Graham, Clerk
rQraham@kincardine.net
Municipality of Kincardine
1475 Concession 5, RR 5
Kincardine, ON
N2Z 2X6
T (519) 396-3468
F (519) 396-8288
CORRESPONDENCE - MARCH 8. 2005
Items for Information (Consent Aaenda)
1. Steve Peters, M.P.P., Elgin-Middlesex-London, with a copy of correspondence: 1) to the Hon.
George Smitherman, Minister of Health and Long-Term Care, regarding the relocation of the
Concurrent Disorders Program to London; 2) to the Hon. Jim Watson, Minister of Consumer &
Business Services, regarding the fair distribution of revenues generated by the Western Fair
Raceway slots to St Thomas and Elgin municipalities; 3) to the Hon. David Caplan, Minister of
Public Infrastructure Renewal, concerning funding under the COMRIF initiative for the Sunset
Road reconstruction and improvement project (ATTACHED)
2. B. Funes, Executive Correspondence Officer, Office of the Prime Minister, acknowledging
Council's resolution concerning distribution of gas tax revenues.
3. Hon. Dalton McGuinty, Premier of Ontario, acknowledging Council's support of the City of
Kingston's resolution regarding the National Child Benefit Supplement (NCBS).
4. Norma I. Bryant, Clerk, Municipality of West Elgin;
Denise McLeod, Deputy Clerk, Township of Southwold;
supporting County Council's recommendation requesting the Elgin Group Police Services
Board solicit a change to provincial legislation to enable the Ontario Provincial Police to permit
emergency services personnel to access closed roadways.
5. Kathy Bunting, Deputy Clerk, County of Middlesex, with a copy of the Cross-border Billing
Agreement for the County files and a cheque in the amount of $254,739.53 representing
payment for cross border billings for 2001, 2002 and 2003.
6. Dave McAdams, President, St Thomas-Elgin Tourist Association, with a Notice of the Annual
General Meeting on Tuesday, March 29, 2005 at 7:00 p.m. at the St Thomas-Elgin Public Art
Centre. (ATTACHED)
7. Hon. John Gerretsen, Minister of Municipal Affairs and Housing, with information on the
Greenbelt Act, 2005, which gives the government the authority to establish a plan that contains
broad objectives for the protection of environmental and agricultural land in the Golden
Horseshoe and healthy growth in Ontario. (ATTACHED)
~
-
"",",0
Steve Peters, M.P.P.
Elgin - Middlesex - London
February 4, 2005
¡:a,f"" ,E""~,k:.,,' ;¡:;;- b,'V' 'ED'"
n~ ~èi--, ::;'"
Honourable George Smitherman
Minister of Health & Long-Term Care
10th Floor, Hepburn Block
80 Grosvenor Street
Toronto, ON M7A2C4
..-t-S " , .-
r <)' "uUJ
Dear Minister:
œUNTYOF El~
ADMINISTRATIVE SF':>'I!I\Ii"{!
= -=J è vtVbY'
Please find enclosed resolutions from the Township ofMalahide and the Municipality of
Bayham, both of which support a resolution from the County of Elgin (also enclosed)
regarding the relocation of the Concurrent Disorders Program and other concerns
involving Regional Mental Health Care facilities in St. Thomas and London.
The Township ofMalahide, Municipality of Bayham and County of Elgin are the latest
bodies to share their concerns with my office regarding troubling and somewhat
confusing developments stakeholders in mental health care circles here have learned are
rumoured to take place at Regional Mental Health Care facilities throughout
southwestern Ontario.
What stakeholders in my riding have heard in regards to recent changes at these facilities
has proven to be most troubling to them.
As these changes have immediately impacted the health care services psychiatric patients
receive in my riding, I believe the issues these stakeholders have brought to my attention
are of an urgent nature. I would appreciate your reviewing these issues as soon as is
feasible and having one of your staff contact my constituency office. I would also
appreciate your responding to the Township of Malahide and the County of Elgin
directly.
As always, thank you in advance for your time and consideration.
Sincerely,
~~
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: Township ofMalahide; Municipality of Bayham; County of Elgin
542 Talbot Street, St" Thomas, ON N5P IC4
T - (519) 631-0666 Toll free - 1-800-265-7638 F - (519) 631-9478 TTY - (519) 631~9904 E - speters,mpp"co@liberal..oJa.org
www.stevepeters.com
~
~~
Ontario
Steve Peters, M.P.P.
Elgin - Middlesex - London
RECEIVED
FEB 9 2005
February 4, 2005
COUNTY OF ELGIN
ADMINISmATM: SERlIiCES
Honourable Joe Cordiano
Minister of Economic Development & Trade
8th Floor, Hearst Block
900 Bay Street
Toronto, ON M7A 2El
Honourable Jim Watson
Minister of Consumer & Business Services
35th Floor, Eaton Tower
250 Y onge Street
Toronto, ON M7A 1E9
Dear Ministers:
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.
Ministers, I would like to inquire why the City of S1. Thomas or Elgin County municipalities
have never received any of the proceeds from the London slots. I originally posed this
question to Minister Watson's predecessor in the former government and did not receive a
satisfactory answer.
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 any of the revenues from the London slots. Surely some of
the people who enjoy the slots at Western Fair Raceway hail ITom S1. Thomas or Elgin
County municipalities. I believe S1. Thomas and Elgin municipalities deserve their fair share
of the revenues ITom the London slot machines and I feel it may be a suitable time for your
ministries to review this matter.
As always, thank you in advance for your time and consideration.
Sincerely,
~\tc
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: County of Elgin
City of S1. Thomas
Town of Aylmer
Bayham Township
Municipality of Central Elgin
Malahide Township
Southwold Township
Municipality of West Elgin
Honourable John Gerretsen, Minister of Municipal Affairs and Housing
542 Talbot Street, St. Thomas" ON N5P I C4
T - (519) 631-0666 Toll free - 1-800-265-7638 F - (519) 631-9478 TTY - (519) 631-9904 E - speters.mpp.co@liberaLola.org
v.rww.stevepeters.com
-
'UM
~~
Ontario
Steve Peters, M.P.P.
Elgin - Middlesex - London
February 4, 2005
BE-""'·
n -l:~
NVED
Honourable David Caplan
Minister of Public Infrastructure Renewal
Mowat Block, 6th Floor
900 Bay Street
Toronto, ON M7A IC2
FEE> v ¿80S
COUNTY OF ELGIN
ÂÐMINISTRfi,TIVE SERV¡CE~
Dear Ministers:
Please find attached a letter from Mr. Peter Dutchak, Manager of Road Infrastructure for
the County of Elgin. Please also find enclosed a hard copy of the County's electronic
application to the Canada-Ontario Municipal Rural Infrastructure Fund program for the
estimated $7 million Sunset Road reconstruction and improvement project.
As you are likely aware, Sunset Road was downloaded by the Province of Ontario by the
previous government to the County in 1998. This road is vital to the economic well-being
of my riding as it is the main link from the City of St. Thomas to the number one tourist
destination in my riding, Port Stanley. Thousands of people from throughout
Southwestern Ontario flock to Port Stanley's beaches, restaurants and other businesses in
the summer months to enjoy what this jewel of the north shore of Lake Erie has to offer.
Minister, I strongly support the Sunset Road reconstruction and improvement project and
I hope it qualifies for funding under the COMRlF initiative.
I would appreciate you and your staff giving this project due consideration and
responding directly to the County of Elgin.
As always, thank you in advance for your time and consideration.
Sincerely,
~\k-
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: Mr. Peter Dutchak, Manager of Road Infrastructure, County of Elgin
Warden Jim McIntyre, County of Elgin
542 Talbot Street, St. Thomas, ON N5P lC4
T - (519) 631-0666 Toll free - 1·800·265-7638 F - (519) 631-9478 TTY - (519) 631-9904 E - speters.mpp"co@liberal.ola"org
www.stevepeters.com
Office of the
Prime Minister
Cabinet du
Premier ministre
Ottawa, Canada K1A OA2
R-J"~"
. '¡¡¡"" ~
h\_cJ
~VED
January 28,2005
FE3 ;~ ;.,)
Mrs. Sandra J. Heffren
Deputy Clerk
County of Elgin
450 Sunset Drive
St. 11l0mas, ()ntario
N5R 5VI
COUNlY OF ELGIN
ADMINISTRATIVE SERVICES
Dear Mrs. Heffi'en:
()n behalf of the Right Honourable Paul Martin, I would like to
acknowledge receipt of your correspondence ofNovernber 25, with which you enclosed a
resolution of the Corporation of the County of Elgin, regarding the distribution of gas ta)(
revenues. I regret the delay in replying.
You may be assured that the views expressed inthe resolution have been
carefully reviewed. As a copy of your correspondence has already been sent to the
Honourable John Godfrey, Minister of State (Infrastructure and Communities), I am
certain that the Minister will wish to give your views every consideration.
11lank you for writing to the Prime Minister.
Yours sincerely,
~3
B. Funes
Executive Correspondence Officer
Canadã
The Premier
of Ontario
Le Premier ministre
de l'Ontario
Ϯ
.."""'~
Ontario
Legislative Building
Queen's Park
Toronto, Ontario
M7A 1A1
Édifice de [' Assemblée législative
Queen's Park
Toronto (Ontario)
M7A 1A1
RECEI'
D
February 9¡ 2005
¡ ;- 2ùas
COUNTY OF ELGIN
ADMINISTR.4IjìJE SERVICES
Mrs. Sandra J. Heffren
Deputy Clerk
County of Elgin
450 Sunset Drive
St. Thomas¡ Ontario
N5R 5Vl
Dear Mrs. Heffren:
Thank you for your letter regarding councWs support for a resolution by the City of
Kingston regarding the National Child Benefit Supplement (NCBS). I appreciate your
keeping me informed of councWs activities.
I note you have sent a copy of your letter to the Honourable Sandra Pupatello¡ Minister
of Community and Social Services. I trust that the minister will also give councWs
concerns consideration.
Thank you again for the information.
Yours truly¡
(laf{",
Dalton McGuintY
Premier
'-"J:
c: The Honoyrable Sandra PUpatello
@
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February 11, 2005
FES 14
COUllj
~, i"'\1I.~"
U· ¡:·;8l6!Ii'cw, ,
¡,-J.
.,
Elgin Group Police Services Board
450 Sunset Drive
St. Thomas, ON
N5R 5V1
"'i:mrlffl""'-..
0Ln\U",t.i'
Attn; Mark MacDonald, Acting Secretary
Dear Sir:
RE: ACCESS TO CLOSED ROADWAYS
Please be advised that the Council of the Municipality of West Elgin, passed the
following resolution at their meeting held on February 10,2005:
Properly Moved and Seconded:
RESOLVED that Council of the Municipality of West Elgin is in support of a
recommendation put forth by the County of Elgin requesting the Elgin Group
Police Services Board solicit a change to provincial legislation to enable the
Ontario Provincial Police to permit emergency services personnel to access
closed roadways.
DISPOSITION: Carried.
Yours truly,
~ JJ~~
Norma I. Bryant, HonBA, AMCT
Clerk
22413 Hoskins Line, Box 490, Rodney; Ontario NOL 2CO Tel: (519) 785-0560 Fax: (519) 785-0644
02/24/2005 16:58 FAX 519 769 2837
TOWNSHIP OF SOUTHWOLD
141001
TOWNSHIP OF SOUTHWOLD
35663 Fingal Line
Fingal, ON NOL 1 KO
Phone: (519)769-2010
Fax: (519) 769-2837
Email: southwold@twp.southwold.on.ca
February 24, 2005
DELIVERED BY FAX: (519) 633-7661
County of Elgin
Sandra J. Heffren, Manager of Administrative Services
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
(519) 633-1460
Dear Ms. Heffren:
RE: Correspondence to Mr. Dave Rock, Chair Elgin Group Police Services Board
County of Elgin Council Resolution passed on January 25, 2005
Please be advised that Council at its regular meeting on February 14, 2005 passed the
following resolution:
"THAT the Correspondence dated January 25,2005 be received with
support and a copy be sent to Steve Peters, M.P.P., Elgin Middlesex-
London and the County of Elgin."
Disposition: Carried
If you have any questions please do not hesitate to contact me.
Yours very truly,
~ 1J1~
Denise McLeod
Deputy Clerk
CORPORATION OF THE COUNTY OF MIDDLESEX
County Building, 399 Ridout Street N., London, Ontario N6A 2P1
(519) 434-7321 FAX: (519) 434-0638
MIDDLESEX COUNTY
February 17, 2005
Mr. Mark G. McDonald
CAO
County of Elgin
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
""T'),~(:'~/
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nw-'",>
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'"
¡:;:¡:.; 1" 20GS
ì '-1..i' 0 .
Dear Mark:
COUNTY OF ELGIN
'\.DMINISTRA.TIVE SERVICES
Rè: Cross-border Billing Agreement
Further to your letter of January 18, 2005 with respect to the above mentioned,
please find enclosed one signed and sealed copy of the agreement for your files, and a
cheque in the amount of $254,739.53 representing payment for cross border billings for
2001, 2002 and 2003.
If you have any questions, please feel free to contact me.
Yours truly,
Kathy Bunting
/kb Deputy Clerk
Attachments
c.c. Denis Merrall, Director of Transportation & Emergency Services
St. Thomas - Elgin Tourist Association
February, 2005
RC''''''E'C- '~O'~.'. ''''V'''''''''''[1'c,,:
, ." ..;W. ,-",i¡jj "'-~ì
-- - --~c_~'1œ:1 .. "":
fEB 22
Dear St. Thomas - Elgin Tourist Association Member, I COUNTY QfflGlN
. . . .AQM(NISTRATlìÆSERVfCES
Re: Notice of Annual General Meetinl! - St. Thomas - EI!!lu TourISt Association
I am writing on behalf of the St. Thomas - Elgin Tourist Association Board of Directors to advise you of
the following items of interest:
1. to invite you to attend the upcoming Annual General Meeting of the St. Thomas - Elgin
Tourist Association. The meeting will be held on Tuesday, March 29, 2005 at 7:00 p.m. at
the St. Thomas-Elgin Public Art Centre located at 301 Talbot Street in St. Thomas.
2. to advise you of agenda items, which will include: Year in Review, Marketing Plan, By-law
Changes, Election of Officers and Financial Report. Any paid up 2005 member will be
eligible to vote and stand for nomination.
3. to advise you of a suggested change to the bylaws as follows:
ARTICLE 3 - QUORUM
(1) Quorum at a General Meeting of the membership shall be minimum offifty (50) per
cent of the active Board.
(please note, a full copy of the by-laws may be picked up at the STET A office at 545 Talbot
Street, Lower Level, St. Thomas, should you require one prior to the meeting).
The Board is eager to update our members on the activities of the St. Thomas-Elgin Tourist Ai¡sociation
during the past year as well as share with you the proposed projects for the upcoming year.
The business meeting will be followed by a light lunch so we would ask that you R.S.V.P. to the office
at 631-8188 or toll free at 1 877 GO ELGIN on or before March 22nd, 2005. We look forward to seeing
you then and should you have questions regarding the above, feel free to contact the office.
Sincerely,
Dave McAdams, President
St. Thomas-Elgin Tourist Association
Copies to:
Elgin County Council Members and County Staff
City of St. Thomas Council Members and City Staff
Elgin County Municipalities and Staff
P.O. Box 22042, 545 Talbot Street, St. Thomas, Ontario NSR 6Al Telephone: 5196318188 Fax: 519631-3836
Web site: www.eWntounst.com Emai!: sightsee@elgintourist.com
In Case of Transmission Difficulties, please Call 416-863-2101 or
1-866-309-3811
Please Deliver To: County of Elgin
Minister of Municipal Affair"
and HQusing
Minì;stre des Affaire$ municipales
et du Logement
~
0n0a'1o
Mini$ter Ra-sPQnslbf. for S$nl(m~
MÎnÎstre délêgu;i ã1.lxAffaires dos per$Qnn4¡ts ãaées
177, I\JO e01y, 170 étage!t
Toronto ON M~G 2Ë5
Té1. (41S) 585-7000
Téle.. (416) 5B5-j¡470
www.rTiah.gov.on.(";:¡¡
777 Bay Street. 11111 FloDr
Toronto ON M5G 255
Tel. (416) 585·7000
Fex (41E;) 5S5-ô470
www.mah.gQv,on.oa
o-5-ÓÒ~,j:
FebI1,l¡l!)' 24, 2005
Re: G..-eenbelt Act. 2005
To: Heads of Council
I am pleased to announce that the Greenbelt Act, 2005, received Royal Assent today,
Februaty 24, 2005. The act is an impo¡1<u;:\t milestone in the McGuìnty government's p!JJn fur healthy
growth in Ontario. We have chosen to preserve greenspace and plan intelligently for growth.
This choice will improve the quality oflife fur the people of Onœrio. It will build a legacy for our
children-of protected greenspacc, agricultural land, environmental lands, recrea1ional and re=
lands in. me Golden Horseshoe,
The Greenbelt Act, 2005, will protect an additional I million acres ofland in the Goklen Horseshoe by
providing the overnll fuamework and authority to establish a Greenbelt Plan. The act gives the
govel1JIIænt the authority to establish a p!¡m that contains broad objectives for the protection of
environmenM and :.griöJltl:!l'3lland in the Golden Horseshoe, supporting :.gricultw:e, small towns and
nual comrounities in the Greenbelt and promoting recreation and twrism. The plan would include the
Jand·use policies and mapping needed to protect land in the Greenbelt ftom urban dwelopment ¡md
sprawl.
Other elements of the legislation include ensuring iliat the toM area protected by ilie Greenbelt can
grow, but cannot be reduced in size. It also requiIæ the Mini$ter of Municipal Af!àús and HQusíng to
create a GIeenbelt Council to provide advice on the admini$tration of the Gtœnbelt Plan.
The government held CQ!Ilprehensive consultations in the development of an approach to greenbelt
protection involving ilie public and stakeholders. Group$ represented included municipalities,
agrkultural groups and Íå1mers, development industty associations and environmental groups.
12
- 2 -
Heads of Council
For more infom1atìon on the Gœenbelt, including links to the legislation, please visit
www..grecnbeltQntario.ca. More infonnaûon regarding the Greenbelt will be made available shortly on
our website.
If you have any questions or concerns, pl= contaet the Ministry of Municipal Affi1.irs and Housing,
Provmcìw Planning and EnvironmenlaI Se!VÏces Branch at 416-585-6014.
Sincerely,
John Gerretse:n
Minio¡ter
In Case of Transmission Difficulties, please Call 416-863-2101 or
1-866-309-3811
please Deliver To: County of Elgin
News Release
Communiqué
(i) Ontario
Ministry of
Municipal Affairs
and Housing
Ministère:des
Affaires municipales
et du Logement
For Immediate Release
February 24, 2005
PROTECTION OF KEY LANDS IN THE GOLDEN HORSESHOE NOW LAW
Greenbelt Act Passed By The Legislatu1'e
QUEEN'S PARK - The Gt'eenbelt Act is one of the key elementB of the McGuinty govemment's
agenda to protect greenspace and contain urban sprawl Ì11 the Golden Horsoshoe. The act was
passed by the legislattu-e today and is now la w.
"This is an important milostone Ì11 our govemment's plan for healthy growth Ì11 Ontario," said
J oIm GerretBen, Minister' of Municipal Mairs and Housing. "By making better choicos abont
where and how we live, we are er1surn1g that Ontario is the place to be now and n1 the future."
The act gives the government the authority to establish a greenbelt plan that contaÌ11s broad
objectives for the protection of envn'onmental and agricultw'alland in the Golden Horseshoe.
The plan would Ì11dude the map of the greenbelt area, and would detail the policies needed to
protect land n1 the greenbelt area íi'om urban developmertt and sprawl.
Other' elenlentB of the legislation Ì11dude msurÌ11g that the total area protected by the grembelt
can grow, but camlOt slmnk, and requn'ing the Minister of Municipal Affairs and Housnlg to
create a greenbelt council to provide advice on the administration of the grembelt plan.
'We are at a critical juncture, and our government has chosen to preseIVe greenspace and plan
Ì11tdligently for growth," said Leona Dombrowsky, Minister of tile Envn:omuerlt "This choice
will nllprove the quality of life for the people of Ontario"
-30 -
Contacts:
Patti Munce
Minister's Office
(416) 585-6333
Barbara Konyi
Ministry of Municipal Affairs and Housing
(-1]6) 585-6014
Disponible en français
Vr"WW .111ah.1!OV.0l1.ca
\VWW .greenbelt ontario. ca
Backgrou ndert
Document d'information
~ Ontario
Ministry of
Municipal Affairs
and Housing
Ministère des
Affairesmunicipales
et du LDgement
F ebmary 24, 2005
THE GREENBELT ACT, 2005
TIle Greenbelt Act, 2005 protects environmentally sensitive land and agricultural land in
the Golden Horseshoe ÍÌ'om urban development and sprawl.
More than 1 million additional acres in the Golden Horseshoe will be protected by the
groenbelt, for a total of 1.8 million acres, more than doubling the areas protected on the
Oak Ridges Moraine and the Niagara Escarpment.
The act gives the govel1ullent the authOlity to establish a gt'eenbelt plan containing broad
objectives and detailing the types of land uses that will be permitted and not permitted.
The Greenbelt Area
The act authorizes the government to designate a greenbelt area that would include the
areas covered by the Oak Ridges Moraine Conselvation Plan and the Niagan Escalpment
Plan. While these plans would still apply, the gt'eCllbelt plan would add sinlilar protection
to over a million more acres of land known as "¡rotected c01l1ltryside."
The act prohibits any amendment to the greenbelt al'ea that reduces the total land area of
tile Greenbelt.
Objectives
The act provides the ÍÌ'amework and lays out broad objectives for a greenbelt plan by:
· Establishing a network of c01l1ltryside and open space areas supporting the Oak
Ridges Moraine and the Niagara Escarpment
· Sustaining the c01l1ltryside, =al and small towns, and contributing to the
economic viability of farming commnnities
· Pl'eslj1'ving agricultural1and as a continuing COllIDlt;;n;ial saurc!;; of food and
employment
· RecogtlÌZing the critical inlportancc of the agt'icultw:e sector to the regional
economy
· Providing the protection needed to maintain, restore and improve ecosystems in
the gt'eenbelt area
· Promoting river connections between the Oak Ridges Moraine, Niagara
Escarpment and lakes in the region, including Lake Ontario
1
· Providing open space and recreational, tourism and cultural heritage opportunities
to support the social needs of a rapidly expanding and increasingly urbanized
population
· Promoting linkages between ecosystems and provincial pa1'ks 01' public lands
· Controlling urbanization of the lands to which the greenbelt plan applies
· Ensuring t1'ansp01'tation and other ìníi'astl1lcture projects al'e developed in an
enVi1'01Ullentally sensitive way
· Promoting snstainable resource Use.
Transition
The act sets out pmvisions f01' land-use planning related mattcrs.
Applications, mattcrs 01' proceedings made under the Ontario Planning and Development
Act, 1994, the Planning Act and the CondominiUl11 Act, 1998, that commenced on or
after Deco,mbe1' 16, 2004 witlÙ11 tile area designated "protected counl1yside" in tile
proposed greenbelt plan would be 1'eq11Ì1'ed to conform with the p1'Oposed plan, except as
may be prescribed by œgulation.
Those tllat were conunenced before Decenlber 16, 2004 would not be requÌ1'ed to
COnf0I111 Wìt1l the proposed plan. However, conformity can be prescribed by regulation.
The Greenbelt Council
TIle act directs the minister to establish a greenbelt council to advise the minÌstcr on the
administration of the greenbelt plan. The council could give advice to the mìnìstcr on
matters such as Ì111plementation and perf01mance measures, and would coo1'dinate and
conl1ibute to tile 10-yeal' review of tile greenbelt plan.
- 30 -
Contacts:
Patti Munce
Ministcr's Ofiice
(416) 585-6333
Bal'bal'a Konyi
Ministry of Municìpal Affairs and Honsing
(416) 585-6U14
Disponible en français
wwvv.lnah.t!ov.on.ca
\V\'\I-W .Q1-een belt. ontario. ca
2